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HomeMy WebLinkAbout2/10/2004 - Regular (2)Working Document -Subject to Revision Roanoke County Board of Supervisors Action Agenda February 10, 2004 Good afternoon and welcome to our meeting for February 10, 2004. 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 3:02 p.m. 2. Invocation: Jonathan Lee Salvation Army 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 closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (30) discussion of the award of a public contract involving the expenditure of public funds and discussion of the terms or scope of such contract where discussion in open session would adversely effect the bargaining position or negotiating strategy of the County, namely Lowe's Performance Agreement. C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Deputy June B. Lawlor, Sheriff's Office, after thirty years of service. 1 R-021004-1 RCF motion to adopt resolution URC 2. Resolution of appreciation upon the retirement of Sergeant David L. Thurston, Sheriff's Office, following twenty-eight years of service. R-021004-2 MAW motion to adopt resolution URC 3. Resolution of appreciation upon the retirement of Fannie S. Bolden, Library Services, following twenty-seven years of service. R-021004-3 MAW motion to adopt resolution URC D. BRIEFINGS None E. NEW BUSINESS 1. Request to appropriate $24,180 to cover the cost of the 2004 presidential primary. (Diane Henson, General Registrar) A-021004-4 JPM motion to approve staff recommendation (approval of funding in the amount of $24,180 from the General Fund Unappropriated Balance to the General Registrar's budget) with the condition that if the funds are reimbursed by the state, the money will be returned to the General Fund Unappropriated Balance. URC 2. Request to appropriate $48,522 for the addition to the Bent Mountain Library. (John M. Chambliss, Assistant County Administrator) A-021004-5 JPM motion to approve staff recommendation (appropriate $48,522 as follows: $20,465 cash from the community to be recognized as revenue and appropriated to the project; $28,057 appropriation from the Capital Fund Unappropriated Balance. Staff recommendation also includes accepting donated materials in the amount of $9,980 which have been pledged for the project and awarding the construction contract to Construction Services of Roanoke) URC 2 F. FIRST READING OF ORDINANCES 1. First reading of an ordinance authorizing the conveyance of an easement across County owned property to American Electric Power, Inc. (AEP) for support of the Driver Training Center at Dixie Caverns, Catawba Magisterial District. (Ray Lavinder, Chief of Police) JBC motion to approve 1St reading 2"a reading - 2/24/04 URC 2. First reading of an ordinance authorizing the quitclaim and release of a portion of a 30 ft. water and sewer line easement lying within the boundaries of Montague Way, created by subdivision plat of Wexford, Phase III, in Plat Book 18, Page 125, Windsor Hills Magisterial District. (Arnold Covey, Director of Community Development) JPM motion to approve 1St reading 2"a reading - 2/24/04 URC G. PUBLIC HEARING AND ADOPTION OF RESOLUTION 1. Public hearing to solicit citizen comments and request to adopt a resolution supporting the application of Roanoke County on behalf of Business Seed Capital, Inc. for funding from the Virginia Community Development Block Grant (VCDBG). (Melinda J. Cox, Existing Business Manager) There were no citizens present to speak on this matter. R-021004-6 MWA motion to adopt resolution URC H. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) 2. Building Code Board of Adjustments & Appeals (Fire Code Board of Appeals) MWA nominated Thomas A. Darnall to serve an additional four-year term which will expire on January 22, 2008. 3 3. Grievance Panel JPM nominated Karen Ewell to serve athree-year term which will expire on February 23, 2007. 4. Social Services Advisory Board I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-021004-7 JBC motion to adopt consent resolution URC 1. Approval of minutes -January 27, 2004 2. Resolution of appreciation upon the retirement of Nancy R. Shockley, General Services Department, following thirteen years of service R-021004-7.a 3. Request to accept Ridgelea Estates Drive into the state secondary system R-021004-7.b J. REQUESTS FOR WORK SESSIONS 1. Request to schedule a work session on February 24, 2004 to update the Board of Supervisors on the proposed revisions to the comprehensive plan. (Janet Scheid, Chief Planner) It was the consensus of the Board to schedule the work session on February 24, 2004. K. REQUESTS FOR PUBLIC HEARINGS None L. CITIZENS' COMMENTS AND COMMUNICATIONS None 4 M. REPORTS RCF motion to receive and file the following reports URC General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: He asked Ms. Scheid if the language "private kennel" in the zoning ordinance could be changed because it is confusing to citizens. Ms. Scheid stated that while this language is clearly defined within the zoning ordinance, it has caused confusion among citizens who think it refers to a commercial kennel. Ms. Scheid indicated that staff would look at making revisions to this language in the ordinance. Supervisor McNamara: He noted that several of the Board members have received anonymous letters recently. He advised that sometimes it is helpful to the Board to have communications with the citizen, and indicated that it can be difficult to resolve an issue when the complaint is anonymous. Supervisor Altizer: He noted that a work session is being held on February 24 to update the Board on the Comprehensive Plan revisions. He indicated that a tour of areas in each district would be beneficial to the Board in preparing for this work session, and stated that this was particularly helpful when they were considering revisions to the solid waste ordinance. Supervisor Wray: He requested clarification from Pete Haislip regarding recent changes to the age brackets in youth football. Mr. Haislip advised that four of the five recreation coordinators had indicated they would have difficulty fielding junior league teams (13 & 14 years old), and since a "no cut" policy is in effect at the schools, the unanimous decision was to turn the 13 year olds over to the middle school and combine the 11 and 12 year olds. This decision was approved by the recreation coordinators and the President's Council. Mr. Haislip further advised that a youth athletic newsletter is being distributed in the near future and information regarding the change will be included in the newsletter. Supervisor Flora: (1) He requested an update on the Salem Office Supply building construction at the February 24 meeting. (2) He advised that earlier today, the Board of Supervisors and Roanoke City Council forwarded a 5 recommendation to the Western Virginia Water Authority regarding asix-year phase-in of rates. He requested that once the Authority is operational, that an event be scheduled to bring the two organizations together on a more personal level. O. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss Roanoke County Land Conservation Program. (Janet Scheid, Chief Planner) Time: 4:25 p.m. until 4:50 p.m. Ms. Scheid presented the work session. Also present was Roger Holnback, Executive Director of the Western Virginia Land Trust. Ms. Scheid reported that the primary reason citizens are willing to consider conservation easements are the following: (1) environmental; (2) agricultural protection; (3) aesthetic; and (4) growth management. Mr. Holnback stated that there are tax benefits to the easements. The IRS treats conservation easements as a charitable donation and up to 30% of the adjusted gross income can be deducted for up to six years. At the state level, 50% of the easement value can be used as a state income tax credit for up to six years. These credits are now transferable and are selling for approximately 80 cents on the dollar. Mr. Mahoney clarified that the tax credits do not apply if the gift is part of a proffered condition. It was the consensus of the Board that staff should proceed with studying this matter. It was requested that information regarding how this is handled by other localities, as well as projected cost estimates, be presented to the Board at a future work session. 2. Work session to discuss 2004-2005 budget. (Brent Robertson, Budget Director) Time: 4:50 p.m. until 5:32 p.m. Mr. Robertson presented the work session. Also present were Chad Sweeney, Budget Administrator, and Cathy Weaver, Budget Analyst. Mr. Robertson outlined the proposed calendar for the FY 2004-2005 budget. Mr. Mahoney outlined key dates for upcoming actions in the General Assembly. Gerald Holt, Sheriff, briefed the Board on the need for a new regional jail facility. Also present was Charlie Poff, retired Deputy with the Roanoke City Police Department, who assisted with their recent jail expansion. Sheriff Holt reported that the County jail exceeds the state capacity and noted that Montgomery and Franklin Counties are experiencing similar problems. He advised that a 6 community based study, a planning study, and a needs assessment must be completed by June 30, 2004, and submitted to the Department of Corrections in order to meet the deadline for the 2006 General Assembly session to consider approval of funding for the jail expansion. Sheriff Holt stated that 50% of the costs are allowable by the state for building a regional facility, as compared to under 25% for a local facility. Due to the complexity of the project, it was indicated that it might be necessary to hire a consultant. Sheriff Holt reported that if constructed, the new jail facility would be utilized for housing the long-term (sentences greater than two years) and post trial prison populations. The existing facility would be preserved for future courthouse expansion. Mr. Hodge advised that issues which need to be examined include: (1) staff needs to ensure that we are not holding inmates that we don't need to keep; (2) staff will examine the possibility of utilizing excess jail space in other facilities (i.e., Roanoke City). Sheriff Holt requested approval from the Board to proceed with the RFP process for this project. It was the consensus of the Board to proceed with the RFP and schedule a work session on February 24 to provide an update on the status. P. CLOSED MEETING At 4:13 p.m., RCF moved to go into closed session following the work sessions O. CERTIFICATION RESOLUTION R-021004-8 Closed session held from 5:40 p.m. until 5:55 p.m. At 5:55 p.m., JBC moved to adopt the certification resolution URC R. ADJOURNMENT RCF adjourned the meeting at 5:55 p.m. 7 4 Roanoke County Board of Supervisors Agenda February 10, 2004 Good afternoon and welcome to our meeting for February 10, 2004. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The meetings are now closed-captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Jonathan Lee Salvation Army 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Deputy June B. Lawlor, Sheriff's Office, after thirty years of service. 2. Resolution of appreciation upon the retirement of Sergeant David L. Thurston, Sheriff's Office, following twenty-eight years of service. 3. Resolution of appreciation upon the retirement of Fannie S. Bolden, Library Services, following twenty-seven years of service. D. BRIEFINGS 1 E. NEW BUSINESS 1. Request to appropriate $24,180 to cover the cost of the 2004 presidential primary. (Diane Henson, General Registrar) 2. Request to appropriate $48,522 for the addition to the Bent Mountain Library. (John M. Chambliss, Assistant County Administrator) F. FIRST READING OF ORDINANCES 1. First reading of an ordinance authorizing the conveyance of an easement across County owned property to American Electric Power, Inc. (AEP) for support of the Driver Training Center at Dixie Caverns, Catawba Magisterial District. (Ray Lavinder, Chief of Police) 2. First reading of an ordinance authorizing the quitclaim and release of a portion of a 30 ft. water and sewer line easement lying within the boundaries of Montague Way, created by subdivision plat of Wexford, Phase III, in Plat Book 18, Page 125, Windsor Hills Magisterial District. (Arnold Covey, Director of Community Development) G. PUBLIC HEARING AND ADOPTION OF RESOLUTION 1. Public hearing to solicit citizen comments and request to adopt a resolution supporting the application of Roanoke County on behalf of Business Seed Capital, Inc. for funding from the Virginia Community Development Block Grant (VCDBG). (Melinda J. Cox, Existing Business Manager) H. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) 2. Building Code Board of Adjustments & Appeals (Fire Code Board of Appeals) 3. Grievance Panel 4. Social Services Advisory Board CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 2 '~ ' 1. Approval of minutes -January 27, 2004 2. Resolution of appreciation upon the retirement of Nancy R. Shockley, General Services Department, following thirteen years of service 3. Request to accept Ridgelea Estates Drive into the state secondary system J. REQUESTS FOR WORK SESSIONS 1. Request to schedule a work session on February 24, 2004 to update the Board of Supervisors on the proposed revisions to the comprehensive plan. (Janet Scheid, Chief Planner) K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss Roanoke County Land Conservation Program. (Janet Scheid, Chief Planner) 2. Work session to discuss 2004-2005 budget. (Brent Robertson, Budget Director) P. CLOSED MEETING Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF JUNE B. LAWLOR, SHERIFF'S OFFICE, AFTER THIRTY YEARS OF SERVICE WHEREAS, June B. Lawlor was first employed on August 20, 1973, by the Public Service Authority where she was employed for five years and six months before joining the Sheriffs Office on March 16, 1979 as a Records Clerk/Data Processor; and also served as a Deputy Sheriff in the Corrections and Civil Divisions and served as Master Deputy from July 1, 1996 through June 30, 2001, and WHEREAS, Deputy Lawlor retired from Roanoke County on January 1, 2004, as a Deputy Sheriff, Civil Division, after thirty years and five months of service; and WHEREAS, Deputy Lawlor continued her education by attending a U.S. Marshal and State Court Security Seminar, completing the Paralegal Associates Degree Program through Virginia Western Community College, and becoming a Licensed Operator for the Intoxilyzer 5000; and WHEREAS, Deputy Lawlor exhibited professionalism and integrity during her many years of service, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JUNE B. LAWLOR for more than thirty 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 Flora to adopt the resolu#ion, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File 2 ~. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 Resolution of appreciation upon the retirement of Deputy June B. Lawlor, Sheriff's Office, after thirty years of service Brenda J. Holton Deputy Clerk to the Board Elmer C. Hodge ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Deputy Lawlor retired from Roanoke County on January 1, 2004 following thirty years of service. She has indicated that she will attend the afternoon Board meeting to accept the resolution of appreciation. Sheriff Gerald Holt will also be present at the meeting. C`_.--1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF JUNE B. LAWLOR, SHERIFF'S OFFICE, AFTER THIRTY YEARS OF SERVICE WHEREAS, June B. Lawlor was first employed on August 20, 1973, by the Public Service Authority before joining the Sheriff's Office as a Records Clerk/Data Processor; and also served as a Deputy Sheriff in the Corrections and Civil Division; and WHEREAS, Deputy Lawlor retired from Roanoke County on January 1, 2004, as a Deputy Sheriff, Civil Division, after thirty years and five months of service; and WHEREAS, Deputy Lawlor continued her education by attending a U.S. Marshall and State Court Security Seminar, completing the Paralegal Associates Degree Program through Virginia Western Community College, and becoming a Licensed Operator for the Intoxilyzer 5000 which serves the police departments of Roanoke County, the City of Salem and the Virginia State Police; and WHEREAS, Deputy Lawlor exhibited professionalism and integrity during her many years of service, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke ~.-i County to JUNE B. LAWLOR for more than thirty years and five months 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. 2 c L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-2 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF DAVID L. THURSTON, SHERIFF'S OFFICE, AFTER TWENTY-EIGHT YEARS OF SERVICE WHEREAS, David L. Thurston was employed by Roanoke County on May 1, 1975, as a Deputy Sheriff, and also served as Deputy Sheriff -Corporal in the Corrections Division and as a Court Bailiff; and WHEREAS, Sergeant Thurston was promoted to Sergeant /Chief Circuit Court Bailiff on September 1, 1984; and WHEREAS, Sergeant Thurston had the honor of presiding as Chief Bailiff for the Supreme Court of Virginia for the investiture of Judge Lawrence L. Koontz, Jr.; and WHEREAS, Sergeant Thurston for the past seven years has been an active and participating member of the Employees Advisory Committee and has capably represented the Sheriffs Office as well as all County employees; and WHEREAS, Sergeant Thurston retired from Roanoke County on January 1, 2004, as a Deputy Sheriff -Sergeant, Civil Division, aftertwenty-eight years and eight months of service; and WHEREAS, Sergeant Thurston exhibited professionalism and integrity during his many years of service and through his employment with Roanoke County has been instrumental in improving the quality of life for its citizens. t 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 DAVID L. THURSTON 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 and productive retirement. On motion of Supervisor Wray to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: , Diane S. Childers Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File 2 . ~ E ACTION NO. ITEM NO. ('_ - ~, AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 Resolution of appreciation upon the retirement of Sergeant David L. Thurston, Sheriff's Office, after twenty-eight years of service Brenda J. Holton Deputy Clerk to the Board Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Sergeant Thurston retired from Roanoke County on January 1, 2004 following twenty-eight years of service. He has indicated that he will attend the afternoon Board meeting to accept the resolution of appreciation. Sheriff Gerald Holt will also be present at the meeting. ;. ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF DAVID L. THURSTON, SHERIFF'S OFFICE, AFTER TWENTY-EIGHT YEARS OF SERVICE WHEREAS, David L. Thurston was employed by Roanoke County on May 1, 1975, as a Deputy Sheriff, and also served as Deputy Sheriff -Corporal in the Corrections Division and as a Court Bailiff; and WHEREAS, Sergeant Thurston retired from Roanoke County on January 1, 2004, as a Deputy Sheriff -Sergeant, Civil Division, after twenty-eight years and eight months of service; and WHEREAS, Sergeant Thurston exhibited professionalism and integrity during his many years of service and 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 DAVID L. THURSTON for more than twenty-eight years and eight months 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. r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-3 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF FANNIE S. BOLDEN, LIBRARY SERVICES, AFTER TWENTY-SEVEN YEARS OF SERVICE WHEREAS, Fannie S. Bolden was first employed by Roanoke County on July 1, 1976, through the Comprehensive Employment Training Act program prior to joining Library Services; and WHEREAS, Ms. Bolden retired from Roanoke County on January 1, 2004, as a Library Assistant after twenty-seven years and five months of service; and WHEREAS, Ms. Bolden served the citizens in a variety of roles but most memorably as the leader of storytimes and programs that introduced generations of children to the joys of literature and the value of reading; and WHEREAS, Ms. Bolden provided patient and highly-skilled reference assistance to citizens of all ages throughout her years of service at both the Headquarters and Hollins Branch libraries; and WHEREAS, Ms. Bolden was considered a respected and valued colleague by those who worked with her, and always demonstrated a caring attitude toward the public and the children she worked with; and WHEREAS, Ms. Bolden, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. a ~~ 3 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 FANNIE S. BOLDEN for more than twenty-seven 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 Wray to adopt the resolution, and carried by the following recorded vote: AYES: NAYS: cc: Supervisors McNamara, Church, Wray, Altizer, Flora None File Resolutions of Appreciation File A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors 2 4 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: February 10, 2004 AGENDA ITEM: Resolution of appreciation upon the retirement of Fannie S. Bolden, Library Services, after twenty-seven 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: Ms. Bolden retired from Roanoke County on January 1, 2004 following twenty-seven years of service. She has indicated that she will attend the afternoon Board meeting to accept the resolution of appreciation. ~-J 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF FANNIE S. BOLDEN, LIBRARY SERVICES, AFTER TWENTY-SEVEN YEARS OF SERVICE WHEREAS, Fannie S. Bolden was first employed by Roanoke County on July 1, 1976, through the CETA program prior to joining Library Services; and WHEREAS, Ms. Bolden retired from Roanoke County on January 1, 2004, as a Library Assistant after twenty-seven years and five months of service; and WHEREAS, Ms. Bolden always demonstrated a caring attitude towards the public and the children she worked with; and WHEREAS, Ms. Bolden, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to FANNIE S. BOLDEN for more than twenty-seven years and five months 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. ACTION N0. A-021004-4 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 10, 2004 AGENDA ITEM: Request from the General Registrar to appropriate $24,180 to cover the cost of the 2004 presidential primary SUBMITTED BY: Diane Henson General Registrar APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS• SUMMARY OF INFORMATION: Below is a summary of the cost of the 2004 presidential primary election which is not covered in the departmental budget: Election officials and staff $ 20,000 Ballots $ 800 Required advertising $ 650 Programming $ 500 Rent of polling places $ 230 Education of new equipment $ 2,000 TOTAL $ 24,180 FISCAL IMPACT: Funding in the amount of $24,180 is requested from the General Fund Unappropriated Balance. Staff has been advised that either part or all of these funds will be eligible for reimbursement by the state. Details regarding the percentage available for reimbursement and when the reimbursements will be available are not yet known. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends approval of funding in the amount of $24,180 from the General Fund Unappropriated Balance to the General Registrar's budget. VOTE: Supervisor McNamara motion to approve staff recommendation with the condition that if funds are reimbursed by the state, the money will be returned to the General Fund Unappropriated Balance. Motion Approved Yes No Abs Mr. McNamara ® ^ ^ Mr. Church ® ^ ^ Mr. Wray ® ^ ^ Mr. Altizer ® ^ ^ Mr. Flora ® ^ ^ cc: File Diane Henson, General Registrar Rebecca Owens, Director, Finance 2 t ACTION NO. ITEM NO. ~ - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 Request from the General Registrar to appropriate $24,180 to cover the cost of the 2004 presidential primary Diane Henson General Registrar H~ Elmer C. Hodge ~~ ~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Below is a summary of the cost of the 2004 presidential primary election which is not covered in the departmental budget: Election officials and staff $ 20,000 Ballots $ 800 Required advertising $ 650 Programming $ 500 Rent of polling places $ 230 Education of new equipment $ 2,000 TOTAL $ 24,180 FISCAL IMPACT: Funding in the amount of $24,180 is requested from the General Fund Unappropriated Balance. Staff has been advised that either part or all of these funds will be eligible for reimbursement by the state. Details regarding the percentage available for reimbursement and when the reimbursements will be available are not yet known. ALTERNATIVES: None STAFF RECOMMENDATION: G. - ~ Staff recommends approval of funding in the amount of $24,180 from the General Fund Unappropriated Balance to the General Registrar's budget. ACTION NO. A-021004-5 ITEM NO. E-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 10, 2004 AGENDA ITEM: Request to appropriate $48,522 for the addition to the Bent Mountain Library SUBMITTED BY: John M. Chambliss, Jr. Asst. County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On October 23, 2001, the Board of Supervisors adopted a policy (Attachment 1) allowing the acceptance of contributions and donations for County projects. On March 12, 2002, the Board authorized a specific project for citizen-initiated fund raising efforts for the expansion of the Bent Mountain Library. Although a project had been included in the Capital Improvements Plan for expanding the Bent Mountain Library, the project had not been funded and the community desired a smaller addition which could be used for a children's room. This branch library is attached to the Bent Mountain Elementary School with a separate entrance. Ms. Joan Carver and other residents from the Bent Mountain area have followed through on this proposal raising $20,464.95 cash which has been deposited with the County and receiving $9,980 in donated materials from the community to allow the construction of a new room on the side of the Bent Mountain Library. Don Harwood, Architect from Hill Studio, designed the 150 sq. ft. addition and developed the materials list so that Ms. Carver and the community could seek donations of materials. The list of donated materials was included in the bid package for a contractor to perform the construction. The County has received bids for the construction services and is prepared to award the contract to Construction Services of Roanoke for the general contractor work. Attachment 2 shows the budget for the project and lists the donated materials. The Department of General Services will coordinate the painting and carpeting of the entire library facility as a part of this project. Attachment 3 is the architect rendering for the expansion (shown in the highlighted area). The project has been presented to the Library Board and the School Construction Committee and both have approved the concept. FISCAL IMPACT: The total budget value of this project is $58,502, of which $30,444.95 (52%) has been raised through community donations of cash or materials. The County needs to recognize the $20,464.95 cash donation which has been deposited with the County as revenue and appropriate this donation and the County's match of $28,057 for a total of $48,522. It is suggested that the County's match be appropriated from the Capital Fund Unappropriated Balance. ALTERNATIVES: 1. Appropriate the full amount of the project ($48,522) which includes the donated cash of $20,465 and the County's matching share of the project of $28,057 and authorize the work to begin as soon as the weather allows. 2. Do not fund the project and wait until the Capital Improvement Plan provides for the expansion of this facility. STAFF RECOMMENDATION: Staff recommends Alternative 1, appropriating $48,522 as follows: $20,465 Cash from the community to be recognized as revenue and appropriated to the project 28.057 Appropriated from the Capital Unappropriated Balance $48,522 Total of appropriation for the project. Staff also suggests accepting the donated materials in the amount of $9,980 which have been pledged for this project, and to award the construction contract to Construction Services of Roanoke. 2 VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. McNamara ® ^ ^ Mr. Church ® ^ ^ Mr. Wray ® ^ ^ Mr. Altizer ® ^ ^ Mr. Flora ® ^ ^ cc: File John Chambliss, Assistant County Administrator Diana Rosapepe, Director, Library Services Anne Marie Green, Director, General Services Don Karnes, Assistant Director, Purchasing Rebecca Owens, Director, Finance 3 ~-~ Attachment 1 A-102301-5 • ACTION NO I TEM NUMBER ~ ...~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA`HELD,AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 23, 2001 AGENDA ITEM: Request for Approval of Policies and Procedures for Accepting Contributions and Donations for County Projects COUNTY ADMINISTRATOR'S COMMENTS: Following our discussion of fhe Work Session on improvements to Bent Mounfain Library, we have prepared These policies and procedures for your approval. It is very likely that we will need fo make changes to respond to questions or suggestions you may have. Essentially this policy is intended to encourage citizens to donate to County projects of their choice, and we express our appreciafion in advance to all who wish to do so. This policy will work in concert with and not replace the CIP program, nor will contributions affect the priority listing of any capital project. The policy is separate from The matching grant program sponsored by the Department of Parks, Recreation and Tourism. If the Board wishes to have a work session to incorporate your suggestions, we will do so. BACKGROUND: During the work session with the Library Board on October 9, 2001 concerning the improvements to the Bent Mountain Library, the Board of Supervisors discussed a need to establish policies and procedures for the acceptance of contributions and donations to the County or its departments and agencies. In the past, we have accepted cash for specified items as well as operating expenses(Alford Trust for the Vinton Library); we have accepted real estate .with and without conditions and restrictions (Ex. Vinyard Park); and we have accepted other capital and property for the use of the County or by one of our agencies (Ex. Vehicle for use by the Mason Cove Fire Department). The contributions or donations are not a substitute for proper planning for capital or operations such as through the Capital Improvements Program (CIP) or our normal operating budget process nor do they replace programs such as the matching grants as established through the Department of Parks, Recreation and Tourism. These budgeting tools look at our needs and consider the 1 e ` ', . ` Attachment 1 ~T impact on a Countywide basis. We,also need to be aware that some communities or departments may be better able to solicit and receive donations than other groups .and the practice, if used to fund major facilities or programs, could results in inequities in the levels of service provided. The attached policy establishes guidelines for accepting these contributions and donations of major types of assets-and prescribes an accounting so that the intended purpose may be achieved. Before items with restrictions are accepted, the Board of Supervisors should receive recommendations from the impacted Department, Advisory Boards and the County Administrator to determine the impact of accepting such a gift. The~County Attorney should also determine if there are any other concerns such as discrimination that .should be considered. In instances where the gift would result in a liability or hardship for the County, the recommendation may be to not accept the gift. In the case of cash or cash equivalent gifts,. the Director of Finance should establish an escrow account outlining any restrictions for the donation(s), maintain an~accounting of the funds available, assure that receipts have been issued f or the donations, and when the monies are needed for expenditures, to request an appropriation of these monies from the Board of Supervisors to accomplish the purpose of the donation. Any cash. ' equivalents donated should be converted to cash as sotin as possible to minimize the accounting procedures.. All cash items must be appropriated before the expenditure can be made. Donations of real estate should first have an environmental audit performed to assure that we are not assuming a liability. We should also examine any restrictions as to the impact to the County and implications to on-going costs. Finally, we should look at the impact to our tax base. and how we plan. to re-use the property. Acceptance of such real property would require. two readings of an appropriate ordinance as required by our Charter. Motor Vehicles that are donated should be looked at from the standpoint of necessity and from the manner the vehicle is to be used and the impact to our operating budgets. A determination must be made as to whether the specified inventory of vehicles is to be increased or if the vehicle is a replacement. Other property may be donated and should be considered by the Board of Supervisors before acceptance to assure that the donation is in the best interest of Roanoke County. Equipment may have a minimal cost associated with acceptance, but may become a maintenance nightmare if parts are not readily available or if the 2 Attachment 1 .,. service is not compatible or available in the area. This policy would become part of the Coun Procedures and would be administered by the County Ad designated staff.. Donations and Contributions can a positive effect on our cash management, but accounting nightmares if projects are not clearly d de-minimus donations are received. ALTERNATIVES: ty Policy and ministrator or obviously have can present efined or when 1. Adopt the attached policy which would outline the conditions upon which assets donated or contributed to the County would be handled. 2. Continue to consider the impact of donations and contributions on an individual basis as they present themselves. FISCAL IMPACT: All cash donations must be appropriated before they can be expended. Other assets must be accepted by the Board and should receive the recommendation of the Department or Advisory Board. before the final determination is made. RECOMMENDATIONS: ' Staff recommends adoption of the attached policy. Respectfully submitted, Appcrov d by,~ L~~~ John M: Chambliss, Jr. Elmer C. Hodge Assistant Administrator County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by:`Joseph McNamara to approve Church - x _ Denied ( ) policy with revision to IC to establish Johnson _ x _ Received ( ) $1 000 threshold McNamara- x - Referred ( ) Minnix _ x To ( ) Nickens - x _ cc: File .John M. Chambliss, Jr., Assistant County Administrator Wanda Riley, Executive Secretary, Policy Manual • 3 6 Attachment 1 ~"~~ POLICY FOR THE. ACCEPTANCE OF DONATIONS PURPOSE: To establish guidelines for the acceptance of donations of money and other property- for public use by Roanoke County. POLICY Money A. Roanoke County may accept donations of money or cash equivalents from citizens, corporations or other organizations for general County purposes or for specified projects or-expenditures. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. C. Donations for specific purposes or with restrictions shall be deposited in the General Fund in an escrow account established by the Director of Finance and maybe expended for general County purposes upon appropriation by the Bou.rd of Supervisors. The minimum acceptable donation of money or cash equivalents with restrictions shall be $1,000 before a unique escrow account maybe established D. Conditions, limitations or restrictions placed upon the donation of money. shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state or federal law. E. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. F. Donations of cash or cash equivalents to the County for general purposes without any restrictions may be deposited into the General Fund of the County. Should the County choose to use this for a specific purpose, an appropriation by the Board of Supervisors is required. • 1 ' Attachment 1 °~. 2. Real Estate A. Roanoke County may accept donations of real estate from citizens, corporations or other organizations for general County purposes or for special purposes. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. C. Donations of real estate shall be reviewed by the appropriate County department for recommendation as to suitability for particular County purposes or needs, and for impact on the County.tax base. D. Environmental audits will be conducted for donated real estate to insure that the County will not accept any real estate contaminated with hazardous wastes, or substances that will cause substantial expense to remediate. E: The condition, state of repair and compliance with current building and. hre codes of any buildings or structures on the real estate shall be reviewed to avoid any environmental hazards or any signif cant liabilities arising from such conditions. F. Conditions, limitations or restrictions placed upon the donation.of real estate shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state or federal law. G. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. 3. Other Personal Property A. Roanoke County may accept donations of personal property from citizens, corporations or other organizations for general County purposes or for specific uses. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. 2 Attachment 1 E-~ C. Donations of personal property shall be reviewed by the appropriate County department for recommendation as to suitability for particular County purposes or needs. D: Conditions, limitations or restrictions placed upon the donation of personal property shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth Laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state or federal law. E. Donations of vehicles may require an increase in the authorised inventory of our fleet unless the vehicle is replacing an existing item. F. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. 4. 1l~Iiscellaneous A. Donations of any property with limitations or restrictions on its use shall be reviewed by the. receiving department,. any impacted Advisory Board, the County Administrator and the Board of Supervisors to determine suitability for general County purposes, and to avoid undue administrative burdens.' B. Acceptance of any donation shall not commit the County to additional funding or obligations to operate or add any new programs, personnel or facilities. • 3 ~-~ BENT MOUNTAIN LIBRARY PROJECT: February 10, 2004 Receipts: Cash Donations from the Community Value of Donated Materials for the Building Total Donations County Appropriation Total Receipts Expenses: A & E Services (Paid from Donated Cash) Carpet and Painted (to be contracted by County) Donated Materials Construction Contract Contingency Total Expenses County Donated Materials (Installed) (Cost included in County Appropriation) Carpet (for entire space) (840 + 150 = 990 SF) Paint for entire space • Community Donated Materials: Concrete Brick Metal Stud System Roof /Wall Sheathing Materials Roof Trusses Plywood Exterior Wood Interior Wood Insulation Metal Roofing Installed Metal Coping Installed Gutter and Down Spout Windows Gypsum Wallboard HVAC system installed Electrical supplies Light Fixtures Community Contributions County Contribution Total Cost of Project Attachment 2 20,464.95 9, 980.00 30,444.95 28.056.65 58, 501.60 3,622.60 4, 300.00 9,980.00 38, 099.00 2.500.00 58, 501.60 3, 300.00 1, 000.00 4, 300.00 100.00 450.00 375.00 375.00 180.00 125.00 175.00 425.00 175.00 3,250.00 350.00 275.00 500.00 250.00 2,400.00 150.00 425.00 9, 980.00 30,444.95 52% 28,056.65 48% 58,501.60 100% e ~~ ~~ Attachment 3 ~. REAR ELEVATION ~~ ADDITIONS AND MoDIFICATIC)NS TO RF,NT MOUNTAIN L C-~ Attachment 3 i .~ --~-~- ~ t ~ 1 ~- I -~"1 ~ i-~ X ~+ ~ - 1 h1E,.j' VAt31i~,`d?_.G.~-Gt --• ~JH~I.~ ~~`'~ ~ ~15~T~c~ ~~~ J ~ i DTI ~ ~r1~i.l~F1~ ~~ '3 ~_~ ~ c I •~~+ - r~.,-; . , . r~vt ~M~'t HtM~ir~ C~1 'Y' ~~ 1 ~ { I.~ivlz~ a~~• wr~ut rz.~-~•-~ j ~ . ~li~.:E ~--ti+~f.VY~ ~ t~~M ~ ~ ' ~; ___ ~5 ..~.. ...t 1 ~ }~ ~ ~~~ 11"7 ~ ~~~ {~ i ],, ~ ~ ~! ~ 7f' 1 ~ -'1' H x ~~ D ~acUL~'f-ors! --- ', ( ~a.tP,E ~~-r~a+ ~F ItiL4ldr~µ~W L1N i ~~~~ IZEai~Ei2.`s ~~~ -, ~1 ~. ~ ~~~ ~._ Ml.c.uo ~I~~ 1 i i~ -Y..a1N1~.t-V ~ ai ADDITIONS AND MODIFICATIONS TO BENT M®UhT'T`AIleT L~] ~1~.A~I~Y a HsPC oo~v i i.2s,oo o, ~~ -r---- ~~, ti44 .. _ _...._.. 7f~ ~E ~~ • N~lv ~ I i• ~J i~00~ O I QfLL5 'I'II x S N I ~ .~ ~. FF~~ ~„} w Q a ~~ A o~ ~~ ~~ w~~ wU~ ~ ~ ~ S oQ~ ~ ~ Q ~ ~' 5zs5 5~s ors x~,~ sS:sT nxs soi~zi~o Attachment 3 ~~ ACTION NO. ITEM NO. E - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 10, 2004 AGENDA ITEM: Request to appropriate $48,522 for the addition to the Bent Mountain Library SUBMITTED BY: John M. Chambliss, Jr. Asst. County Administrator APPROVED BY: Elmer C. Hodge ~~'y''*' ! '" ~ ~`"' County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On October 23, 2001, the Board of Supervisors adopted a policy (Attachment 1) allowing the acceptance of contributions and donations for County projects. On March 12, 2002, the Board authorized a specific project for citizen-initiated fund raising efforts for the expansion of the Bent Mountain Library. Although a project had been included in the Capital Improvements Plan for expanding the Bent Mountain Library, the project had not been funded and the community desired a smaller addition which could be used for a children's room. This branch library is attached to the Bent Mountain Elementary School with a separate entrance. Ms. Joan Carver and other residents from the Bent Mountain area have followed through on this proposal raising $20,464.95 cash which has been deposited with the County and receiving $9,980 in donated materials from the community to allow the construction of a new room on the side of the Bent Mountain Library. Don Harwood, Architect from Hill Studio, designed the 150 sq. ft. addition and developed the materials list so that Ms. Carver and the community could seek donations of materials. The list of donated materials was included in the bid package for a contractor to perform the construction. The County has received bids for the construction services and is prepared to award the contract to Construction Services of Roanoke for the general contractor work. c~",. Attachment 2 shows the budget for the project and lists the donated materials. The Department of General Services will coordinate the painting and carpeting of the entire library facility as a part of this project. Attachment 3 is the architect rendering for the expansion (shown in the highlighted area). The project has been presented to the Library Board and the School Construction Committee and both have approved the concept. FISCAL IMPACT: The total budget value of this project is $58,502, of which $30,444.95 (52%) has been raised through community donations of cash or materials. The County needs to recognize the $20,464.95 cash donation which has been deposited with the County as revenue and appropriate this donation and the County's match of $28,057 for a total of $48,522. It is suggested that the County's match be appropriated from the Capital Fund Unappropriated Balance. ALTERNATIVES: 1. Appropriate the full amount of the project ($48,522) which includes the donated cash of $20,465 and the County's matching share of the project of $28,057 and authorize the work to begin as soon as the weather allows. 2. Do not fund the project and wait until the Capital Improvement Plan provides for the expansion of this facility. STAFF RECOMMENDATION: Staff recommends Alternative 1, appropriating $48,522 as follows: $20,465 Cash from the community to be recognized as revenue and appropriated to the project 28,057 Appropriated from the Capital Unappropriated Balance $48,522 Total of appropriation for the project. Staff also suggests accepting the donated materials in the amount of $9,980 which have been pledged for this project, and to award the construction contract to Construction Services of Roanoke. cc: Rebecca Owens Diana Rosapepe Don Karnes Joan Carver E-~ Attachment 1 A-102301-5 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 23, 2001 AGENDA ITEM: Request for Approval of Policies and Procedures for Accepting Contributions and Donations for County Projects COUNTY ADMINISTRATOR'S COMMENTS: Following our discussion at the Work Session on improvements to Bent Mountain Library, we have prepared these policies and procedures for your approval. It is very likely That we will need fo make changes to respond to questions or suggestions you may have. Essentially this policy is intended to encourage citizens to donate to County projects of their choice, and we express our appreciation in advance to all who wish to do so. This policy will work in concert with and not replace the C/P program, nor will contributions affect the priority listing of any capital project. The policy is separate from the matching grant program sponsored by the Department of Parks, Recreation and Tourism. If the Board wishes to have a work session to incorporate your suggestions, we will do so. BACKGROUND: During the work session with the Library Board on October 9, 2001 concerning the improvements to the Bent Mountain Library, the Board of Supervisors discussed a need to establish policies and procedures for the acceptance of contributions and donations to the County or its departments and agencies. In the past, we have accepted cash for specified items as well as operating expenses(Alford Trust for the Vinton Library); we have accepted real estate with and without conditions and restrictions (Ex. Vinyard Park); and we have accepted other capital and property for the use of the County or by one of our agencies (Ex. Vehicle for use by the Mason Cove Fire Department). The contributions or donations are not a substitute for proper planning for capital or operations such as through the Capital Improvements Program (CIP) or our normal operating budget process nor do they replace programs such as the matching grants as established through the Department of Parks, Recreation and Tourism. These budgeting tools look at our needs and consider the 1 ' Attachment 1 ~ ~ ~1 impact on a Countywide basis. We also need to be aware that some communities or departments may- be better able to solicit- and receive donations than other groups .and the practice, if used to fund major facilities or programs, could results in inequities in the levels of service provided. The attached policy establishes guidelines for accepting these contributions and donations of major types of assets and prescribes an accounting so that the intended purpose may be achieved. Before items with restrictions are accepted,-the Board of Supervisors should receive recommendations from the- impacted Department, Advisory Boards and the County Administrator to determine the impact of accepting such a gift. The County Attorney should also determine if there are any other concerns such as discrimination that should be considered. In instances where the gift would result in a liability or hardship for the County, the recommendation may be to not accept the gift. In the case of cash or cash equivalent gifts, the Director of Finance should establish an escrow account outlining any restrictions for the donation(s), maintain an accounting of the funds available, assure that receipts have been issued f or the donations, and-when the monies are needed for expenditures, to request an appropriation of these monies from the Board of Supervisors to accomplish the purpose of the donation. Any cash equivalents donated should be converted to cash as soon as possible to minimize the accounting procedures. All cash items must be appropriated before the expenditure can be made. Donations of real estate should first have an environmental audit performed to assure that we are not assuming a liability. We should also examine any restrictions as to the impact to the County and implications to on-going costs. Finally, we should look at the impact to our tax base and how we plan, to re-use the property. Acceptance of such real property would require two readings of an appropriate ordinance as required by our Charter. Motor Vehicles that are donated should be looked at from the standpoint of necessity and from the manner the vehicle is to be used and the impact to our operating budgets. A determination must be made as to whether the specified inventory of vehicles is to be increased or if the vehicle is a replacement. Other property may be donated and should be considered by the Board of Supervisors before acceptance to assure that the donation is in the best interest of Roanoke County. Equipment may have a minimal cost associated with acceptance, but may become a maintenance nightmare if parts are not readily available or if the 2 " ~ At.tachment 1 . ~ ... service is not compatible or available in the area. This policy would become part of the County Policy and Procedures and would be administered by the County Administrator or designated staff. Donations and Contributions can obviously have a positive effect on our cash management, but can present accounting nightmares if projects are not clearly defined or when de-minimus donations are received. ALTERNATIVES: 1. Adopt the attached policy which would outline the conditions upon which assets donated or contributed to the County would be handled. 2. Continue to consider the impact of donations and contributions on an individual basis as they present themselves. FISCAL IMPACT: All cash donations must be appropriated before they can be expended. Other assets must be accepted by the Board and should receive the recommendation of the Department or Advisory Board before the final determination is made. RECOMMENDATIONS: Staff recommends adoption of the attached policy. Respectfully submitted, Approv d by,~ ~.~~ John M: Chambliss, Jr. Elmer C. Hodge Assistant Administrator County Administrator ------------------------------------------------- ACTION VOTE No 1'es Abs Approved (x) Motion by: Joseph McNamara to approve Church - x ._ Denied ( ) policy with revision to IC to establish Johnson - x Received ( ) $1.000 threshold McNamara- x Referred ( ) Minnix - x - To ( ) Nickens - x - cc: File .John M. Chambliss, Jr., Assistant County Administrator Wanda Riley, Executive Secretary, Policy Manual 3 Attachment 1 C POLICY FOR THE, ACCEPTANCE OF DONATIONS PURPOSE: To establish guidelines for the acceptance of donations of money and other property for public use by Roanoke County. POLICY Money A. Roanoke County may accept donations of money or cash equivalents from citizens, corporations or other organizations for general County purposes or for specified projects or-expenditures. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. C. Donations for specific purposes or with restrictions shall be deposited in the General Fund in an escrow account established by the Director of Finance and may be expended for general County purposes upon appropriation by the Board of Supervisors. The minimum acceptable donation of money or cash equivalents with restrictions shall be $1,000 before a unique escrow account may be established D. Conditions, limitations or restrictions placed upon the donation of money shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state ar federal law. E. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. F. Donations of cash or cash equivalents to the County for general purposes without any restrictions maybe deposited into the General Fund of the County. Should the County choose to use this for a specific purpose, an appropriation by the Board of Supervisors is required. ' ~ Attachment 1 °~ 2. Real Estate A. Roanoke County may accept donations of real estate from citizens, corporations or other organizations for general County purposes or for special purposes. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. C. Donations of real estate shall be reviewed by the appropriate County department for recommendation as to suitability for particular County purposes or needs, and for impact on the County tax base. D. Environmental audits will be conducted for donated real estate to insure that the County will not accept any real estate contaminated with hazardous wastes, or substances that will cause substantial expense to remediate. E. The condition, state of repair and compliance with current building and fire codes of any buildings or structures on the real estate shall be reviewed to avoid any environmental hazards or any significant liabilities arising from such conditions. F. Conditions, limitations or restrictions placed upon the donation.of real estate shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state or federal law. G. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. Other Personal Property A. Roanoke County may accept donations of personal property from citizens, corporations or other organizations for general County purposes or for specific uses. B. Donations for general County purposes, unencumbered by any conditions or restrictions are preferred. 2 Attachment 1 E-~ C. Donations of personal property shall be reviewed by the appropriate County department for recommendation as to suitability for particular County purposes or needs. D. Conditions, limitations or restrictions placed upon the donation of personal property shall be reviewed by the County Attorney for compliance with County ordinances and policies and compliance with United States and Commonwealth laws and regulations with respect to nondiscrimination. The County will not accept any donation that discriminates against any person because of his/her race, religion, color, sex or national origin, age, disability, or other basis prohibited by state or federal law. E. Donations of vehicles may require an increase in the authorized inventory of our fleet unless the vehicle is replacing an existing item. F. Donations with restrictions or for specific purposes should be reviewed by the Department Head, Advisory Boards and County Administrator to determine the impact of the donation to operating budgets, the Capital Improvements Plan, and equity in operations. 4. 1Vliscellaneous A. Donations of any property with limitations or restrictions on its use shall be reviewed by the. receiving department,. any impacted Advisory Board, the County Administrator and the Board of Supervisors to determine suitability for general County purposes, and to avoid undue administrative burdens. B. Acceptance of any donation shall not commit the County to additional funding or obligations to operate or add any new programs, personnel or facilities. 3 BENT MOUNTAIN LIBRARY PROJECT: February 10, 2004 Receipts: Cash Donations from the Community Value of Donated Materials for the Building Total Donations County Appropriation Total Receipts Expenses: A & E Services (Paid from Donated Cash) Carpet and Painted (to be contracted by County) Donated Materials Construction Contract Contingency Total Expenses County Donated Materials (Installed) (Cost included in County Appropriation) Carpet (for entire space) (840 + 150 = 990 SF) Paint for entire space Community Donated Materials: Concrete Brick Metal Stud System Roof /Wall Sheathing Materials Roof Trusses Plywood Exterior Wood Interior Wood Insulation Metal Roofing Installed Metal Coping Installed Gutter and Down Spout Windows Gypsum Wallboard HVAC system installed Electrical supplies Light Fixtures Community Contributions County Contribution Total Cost of Project Attachment 2 20,464.95 9, 980.00 30,444.95 28.056.65 58,501.60 3,622.60 4,300.00 9,980.00 38,099.00 2.500.00 58,501.60 3,300.00 1,000.00 4,300.00 100.00 450.00 375.00 375.00 180.00 125.00 175.00 425.00 175.00 3,250.00 350.00 275.00 500.00 250.00 2,400.00 150.00 425.00 9,980.00 30,444.95 52% 28,056.65 48% 58,501.60 100% Attachment 3 ~ ~ c~, ~, REAR ELEVATION ~`~~ \ ADDITIONS AND MODIFICATIONS TO RF,NT MnLJNTAIN LIB RARY - ,attachment 3 ~! ~, ~ ~- ~ `~ ~ ., i ~ ~ ~•p b NlA'j~iN~ ! ' j ~ fiP~' I t~ OS !t '~:f ~ . e IP'T~{/V'!~ PVT ~ Gn171 i~ ._ __..~ .. ~j .{ .~_ 7-LI~ f .577 1 ~ ~~ r . 3 ~ . ..~ ~ '~ ~ ~ Ct L 1 ~c• L L _x ii _. r1 ~ r~ Q _~ a' x.e 3 3 ~~ ~ ~ R ~ y' ~'' ~ •~J~G?IVl .oaMMue~lr( p~-r ~ •Mi~Tlr+ }~-- I its a- v ~ 9 ~ G C7'Fif~V'~ . . v. i '.~ .. d ~ ~ ~~ ~, ~ 7 •.+ ~ • ~ ' ~ t ~ 1 I~.Ivtz ~G~ ~~ ~ _ ~ ~ : ~ ", _ .~ •t 0 - S i s ~ ~ ~ aoM ~°I'~* .--~-.._.__._ ._ fi ~ n+. x l i lacul,< _.; " ~ " ~, _ - W x q 1~1 s4 /-1 ^,t~cc.t~~L.S pe~l~I~ISl~.V 5S+ IZFiat9Et~5 V */ .. _ f~ ~ l#g ~ ' ~ ' C~c IS LT ~ ~ -~- ~ `2~~L4~, • I ra-'~ ~:I4- r~ c.GT I GT'~ MoJE il ~ 11•iE W U N l.~ ao c OI !~~ 0 ~ F i . Mi ~l~ ~ _ .. . ~ ('J . li 1 1 : cA ~ r '~ a ~ +c :wee ~ 1 RE~'~1 ~~. J /~ 1_ ~ !/ ~ ~ ~ ~t yy~+l fi /{ jj ~~ N Jt ~;t ~ { `•''`~" S r ..~ 's F ~ ~ I~ tY.19NEW i~ a,' 'O `o ~ ~ . er ` 'fl j~~ j ~ 3 ~ T~ i~ t' ~ , c ~. c .~"i U t.. ~ ~ ADDITIONS AND MODIFICATIONS TO BE N T MOU N TAIN LIB 3RA-•RY ~"j HSPC: p0~3V 11.28.00 Attachment 3 I g N .-i .~ A Z C!I w w°~~ ~~ s Q oA a ~~~~ ~oOI~ OIQII,L5 'I'IIH ~~ ors xe3 ss~st nxs soi~zi~o .ti ACTION NO. ITEM NO. F - ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 First reading of an ordinance authorizing the conveyance of an easement across County owned property to American Electric Power, Inc. (AEP) for support of the Driver Training Center at Dixie Caverns (Tax Map # 063.00-01-14.00-0000), Catawba Magisterial District. Ray Lavinder Chief of Police Elmer C. Hodge ~~ ~" "Y~- County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department, in conjunction with the Roanoke City Police Department, is constructing a driver training facility on County owned property at 6231 Twine Hollow Road near Dixie Caverns. This property has an existing power line but in order to reach the building at the Driving Center, the power line needs to be extended. This requires the placement of additional power poles and an overhead line. AEP requires that an easement be granted to accomplish this installation. Staffs from the Community Development and the County Attorney's Offices have reviewed the easement documents prepared by AEP and are in support of this initiative. FISCAL IMPACT: The two Police Departments have committed funds ($6,780) for the installation of the electric power line to the Driving Center classroom. There is no additional fiscal impact to the County for this easement. ~1~ ALTERNATIVES: Adopt the proposed ordinance authorizing the County Administrator to execute the necessary documents for conveyance of the easement as shown on Exhibit A attached. 2. Purchase, install, and maintain a stand alone gas powered generator to provide electricity to the facility. Based on projected use, this option is not considered by staff as an acceptable or viable solution. STAFF RECOMMENDATION: Staff recommends Alternative #1, granting of the easement to AEP. ~i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO APPALACHIAN POWER COMPANY FOR ELECTRIC SERVICE FROM AN EXISTING POWER POLE TO THE NEW DRIVER TRAINING FACILITY AT THE COUNTY'S DIXIE CAVERNS PROPERTY (TAX MAP #63.00-01-14) IN THE CATAWBA MAGISTERIAL DISTRICT WHEREAS, the Roanoke County Police Department, in conjunction with the Roanoke City Police Department, is constructing a driver training facility at the County- owned Dixie Caverns property (Tax Map #63.00-01-14) off Twine Hollow Road in the Catawba Magisterial District; and, WHEREAS, Appalachian Power Company (APCO) requires a right of way and easement for underground and overhead transmission lines on the County's property to extend service to the building at the Driving Center as shown on APCO Drawing No. V- 1425, dated January 16, 2004; and, WHEREAS, the proposed right of way will serve the interests of the public and is necessary for the public health, safety, and welfare of citizens of the County of Roanoke. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on February 10, 2004, and a second reading was held on February 24, 2004. 1 ~' I 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by conveyance to Appalachian Power Company for the provision of electrical service in connection with Roanoke County's construction of a driver training facility. 3. That donation to Appalachian Power Company of an easement and right-of- way for underground (15') and overhead (40') transmission lines and related improvements over and across the County's Dixie Caverns property (Tax Map #63.00-01-14) off Twine Hollow Road, to extend service to the building at the new Driving Center as shown on APCO Drawing No. V-1425, dated January 16, 2004, a copy of which is attached hereto as Exhibit A, is hereby authorized and approved. 4. That the County Administrator, or any Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. 2 Exhibit A PROPOSED PADMO~/NT TRANSFORMER 272-6103 PROPOSED 15' UG EASEMENT PROPOSED RISER POLE 272-6/02 PROPOSED POLE 272-6101 ~~'~ PROPOSED 40' EXISTING POLE -~~~ OVERHEAD EASEMENT 272-2063 O~ \ /I ~~Po~ D PoLE ROANOKE COUNTY F-~~s POLICE SHOOTING RANGE r~tiC TAX PARCEL •063.00-01-14.00-0000 qy . ~~'I'F EXISTING POLE 272-2063 EXISTING POLE ~Q 272-2063 EXISTING POLE 272-2065 r0 rwivf yob \ APPALACHIAN POWER COMPANY I r rueo~ cernu ocrinw, oneunvc vioriwe PROPOSED RIGHT OF WAY ON PROPERTY OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY DRAWN BY: LMA DATES tI16IO4 APP. BY: PAW scAiE: NONE SHEET __~____ OF ___~____ COUNTY OF ROANOKE, VIRGINIA T. D. 665000 MAP SECT, 3780272 B3 DRAWING N0. V-1425 ,~ ACTION NO. ITEM NO. F- c~ 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: February 10, 2004 First reading of an ordinance authorizing the quitclaim and release of a portion of a 30 ft. water and sewer line easement lying within the boundaries of Montague Way, created by subdivision plat of Wexford, Phase III, in Plat Book 18, Page 125, Windsor Hills Magisterial District Arnold Covey Director of Community Development Elmer C. Hodge C%~~ ~~''~f County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The petitioner, Wexford of Roanoke, Inc., is the developer of Wexford Subdivision, Phase III. The original easement was acquired by deed, recorded in Deed Book 1411, Page 17. The easement is recorded for the 24" water main line that was installed prior to the construction of the subdivision. In February 1995, Wexford of Roanoke, Inc. received approval to construct Phase III of the Wexford Subdivision. When built, the 30 ft. water and sewer line easement, described above, crossed through Montague Way. In order for Montague Way to be accepted into the State Secondary Road System, the Virginia Department of Transportation (VDOT) requires that the right-of-way be free and clear of any third party rights or encumbrances. The quitclaim and release of the above portion of water and sewer line easement to the Commonwealth of Virginia would be subject to VDOT issuing a permit for such facility and the condition that the facilities located within the 50 ft. right-of-way of Montague Way may continue to occupy the street in the existing condition and location. The release would be for as long as the subject section . '~ _' of Montague Way is used as part of the public street or highway system. However, said easement would not be vacated by the Board and would revert to the County in the event Montague Way is ever dropped from the State Secondary Road System. The Utility Department is in agreement with this request. FISCAL IMPACT: The developer, Wexford of Roanoke, Inc., shall be responsible for all fees associated with the quitclaim and release of the easement. ALTERNATIVES: 1. Adopt the proposed ordinance authorizing the County Administrator to execute the necessary documents for quitclaims and release of the existing 30' water and sewer line easement with the boundaries of Montague Way. 2. Decline to adopt the proposed ordinance, which would result in Montague Way remaining a private road. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors adopt the proposed ordinance as provided in Alternative 1. F- ~, AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 ORDINANCE AUTHORIZING QUIT-CLAIM AND RELEASE OF A PORTION OF A 30' WATER & SEWER EASEMENT CONVEYED TO THE COUNTY IN DEED BOOK 1411, PAGE 17, AND SHOWN IN PLAT BOOK 15, PAGE 143, AND NOW LYING WITHIN THE BOUNDARIES OF MONTAGUE WAY, CREATED BY SUBDIVISION PLAT OF WEXFORD, PHASE III, IN PLAT BOOK 18, PAGE 125, IN THE WINDSOR HILLS MAGISTERIAL DISTRICT WHEREAS, in order for Montague Way to be accepted into the state secondary road system, the Virginia Department of Transportation (VDOT) requires that the right- of-way be free and clear of any third party rights or encumbrances; and, WHEREAS, VDOT requires quit-claim and release to the Commonwealth of Virginia of all existing easements within the boundaries of Montague Way, namely a 30' water & sewer easement, conveyed to the Board of Supervisors of Roanoke County, Virginia, from Robert Lawrence Ridgway, et als, by deed of easement dated April 14, 1993, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Deed Book 1411, page 17, and shown on the referenced plat recorded in Plat Book 15, page 143; and, WHEREAS, Montague Way was created by subdivision plat for Wexford, Phase III, recorded in Plat Book 18, page 125, and the subject water and sewer easement now lies within the boundaries of Montague Way; and, WHEREAS, it will serve the interests of the public to have Montague Way accepted into the state secondary road system and this release, subject to the issuance of a permit and other conditions, will not interfere with other public services and is acceptable to the affected Roanoke County departments. 1 ~ ' ~. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on February 10, 2004, and the second reading was held on February 24, 2004. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be released are hereby made available for other public uses by conveyance to the Commonwealth of Virginia for acceptance of Montague Way into the state secondary road system by the Virginia Department of Transportation (VDOT). 3. That quit-claim and release to the Commonwealth of Virginia of that portion of a 30' water & sewer easement, conveyed to the Board of Supervisors of Roanoke County, Virginia, from Robert Lawrence Ridgway, et als, by deed of easement dated April 14, 1993, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Deed Book 1411, page 17, shown on the referenced plat recorded in Plat Book 15, page 143, now lying within the boundaries of Montague Way as created by subdivision plat for Wexford, Phase III, recorded in Plat Book 18, page 125, and being further shown on Exhibit A attached hereto, is hereby authorized subject to the following conditions: a. VDOT issuance of a permit for the water and/or sewer lines or pipes, and any related appurtenances or facilities. 2 ~a b. The facilities located within the 40-foot right-of-way for Montague Way, as shown on the above-referenced plats, may continue to occupy the street or highway in the existing condition and location. c. This release is for so long as the subject section of Montague Way is used as part of the public street or highway system. 4. That the subject portion of easement is not vacated hereby and shall revert to the County in the event of abandonment of the street or highway. 5. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 6. That this ordinance shall be effective on and from the date of its adoption. 3 ffiIBIT A r •- L9 L10 V 5~'.:~' %~" is tt 83°31'3" w LI 1 N 58 °? 2' 32" Fi ~ L12 v .16'33'21" w ~ j ~;~ y ~~°~gf?~re w i ~ L24 ~ N 10°48'52" E I L15 ~ N 19°22'19" 41 `by ti ~yyp~r. 8s Q"Lp~ O~ AQ~ ~ ~ OY; \ ~~F "~ I ~c9 S~c .S'j ..,,r .. .t,1=W IS SAMUEL POAGC ...~..r,~,. ~~, ~ I ~. 1 TAX td- 86 O1 -I- 17 'S ~~y ~~++ ~1-rt•~rlA~" •I ~ ~ 0 t 3 A?uE p ~ ~''~ `^, s ~ ~ 5T;~94~A,A St~A'p'E~ ~ " G ~.r'RCAr~~P`' , 4U ~ !B S~/,20 ~•` ~'~-sc , ~ 20' Yt~p ~ ' ;~ ~ U` 2 -. hl$Q~l~s~~ ~~ ~t `o r ~ ~ - +~r~.,(~ . ~ ~'~ ~R! mfL~ A / 3~8 1 °' 1.~~ 5b5~0 DSO "~"" ~' d~~ ~ ~ r-~, 9~ ~`[ ~ a'c tn~Q' ~~ ~~ Q ~b ~ ~~\ 30~ J~~Qa 5 ~~+ ~q ~t o `3 ~ ~ 3s~'tt, a~s~Cyg30. lz,~a . • a ~ ~ f d _ . ~ ~ u :> p 1 ~ v,r .',`l ~ ' ~f' ~ ,.l D ~ f,~'`-~y, C C' C2 ~ r _ ~•~ `~' ~M ~' ~ o~ ~D ~ w3- ° ~ ~ ,~•• ,' ty ,,~1i ,STS ?' ~= ~"~ V~ . ~~ ~~' CAE ~ ~,,~f ~ ~ ~~• Div ... ,,~ ~~ r (~~ ~ ~'°` ~~ °~j~ ~ ~ _,~' ' ,~ f ~ `~ ~ 5 2 _ 0 ,e~~,~, • 5 ~ ~ r~ GZ ..} ~ 2n,\ ~ `l9 ~ ,~~ ~ 0 4 ~ !~i C25 S~f89~~'f~'fj"E'' '~tq~, ~ ~,%'1~- h $ ` cw .,30--•:, F a ,t,0 (9 ~'~ i-fi ..- • ' -~,n/~f8°07'~t "W ' ~ ~,.'~ G t'j~j'" ...6 C22 +'~' ~t '~" ¢':{G b,~ Jr 12 - _.ID`_ ~ if dro ~ ~ ~~ 1y(7~~+j 'Sr22'~• _ __ 5.i~1'~~•~+ '~ 'ham ~ p~ ._.. ~ c ~~ ~~ ~ ,~~ ~ mss' fi` '~ 8 ~ >"~ ~nQ ~ ~ • ,~~ ~ tar ~ . s_'. ': ~ ... w~ `.v %~~ ~--4~ 3 ~3~-P~,,~~ • ~' t~ ALL !.t)]'S !IY PHIS UBDNfS1dW - 3_' 8 ~ '4'~-4') ,~~ ~ ~ ~ , ~~ - V Va PPE~URE kEL~!/CIRI~ f ° ~ S f /~}8r~ `1~0~ 13 .~, 30' WATER ~ SEWER SUBDNISION PLAT OF ~~ ~~ ~~~ (~~ .EASEMENT TO BE QIIIT- ~~~~ . i'' \ CLAII~IED /~1$/ ~ - .. ~ PHASE III ~~ ~ ~ OWNED BY WEKFORD OF R0.4NUKE, 1NC. .:= '• _ . - .. ; •=-, _ • - - WINDSOR HILLS MAGiSTERtAL DISTRICT .-.° ; ~•, :••• ROANOKE COUNTY, 1tlRGfN{A .... I . , c" .... 4 _. ._. FT=BP.'LIARY 13, 1995 JOB NUMBER 93799-2 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-6 SUPPORTING THE APPLICATION OF ROANOKE COUNTY ON BEHALF OF BUSINESS SEED CAPITAL, INC. FOR FUNDING FROM THE VIRGINIA COMMUNITY DEVELOPMENT BLOCK GRANT WHEREAS, Business Seed Capital, Inc., a subsidiary of Total Action Against Poverty (TAP), has requested the Roanoke County Board of Supervisors to apply for funding in the amount of $100,000 from the Virginia Community Development Block Grant (VCDBG); and WHEREAS, this grant funding is for a Roanoke County Microloan Program which is a local innovation program for entrepreneurial loans to Roanoke County businesses; and WHEREAS, public hearings have been held by Roanoke County on January 27, 2004 and February 10, 2004, after notices as required by law; and WHEREAS, this grant program will benefit low- and moderate-income residents of Roanoke County. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. That it submits an application on behalf of Business Seed Capital, Inc. for $100,000 in funding from the Virginia Community Development Block Grant for a local innovation program titled Roanoke County Microloan Program for entrepreneurial loans to Roanoke County businesses. 2. That this grant does not require matching funds or a commitment of staff or resources from the County's general fund. ,, 9 3. That Business Seed Capital, Inc. is committing match funding for this project in the amount of $239,000. 4. Roanoke County will disburse grant funds to Business Seed Capital, Inc. which will qualify all loan applications and candidates and manage this program. 5. That the program will result in the creation of at least thirty (30) jobs, and that at least 51 % of these jobs or sixteen (16) jobs will be held by or made available to low-income persons. 6. That the County Administrator or any Assistant County Administrator is hereby authorized to execute such documents and submit them as may be necessary to complete the Virginia Community Development Block Grant proposal. 7. That upon notification of receipt of this grant, this matter will be returned to the Board for acceptance of the grant and appropriation of the funds for this program. On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: ~~ ~~~~~~ Diane S. Childers Clerk to the Board of Supervisors cc: File Melinda Cox, Existing Business Manager Rebecca Owens, Director, Finance 2 ACTION NO. ITEM NO. G ' ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 10, 2004 AGENDA ITEM: Public hearing to solicit citizen comments and request to adopt a resolution supporting the application of Roanoke County on behalf of Business Seed Capital, Inc. for funding from the Virginia Community Development Block Grant (VCDBG) SUBMITTED BY: Melinda J. Cox Existing Business Manager APPROVED BY: Elmer C. Hodge ~%P~ ~~O"'~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Notice of this public hearing was advertised in The Roanoke Times on February 3~d 2004. Guidelines for the funding are as follows: • CDBG funding of approximately $100,000 for assistance to Roanoke County businesses only • Roanoke County will be responsible for distribution of funds upon request from the Business Seed Capital, Inc. • The grant does not require matching funds or a commitment from the County's General Fund • Two public hearings at Board of Supervisors meetings are required • The Board of Supervisors is required to adopt a resolution of support for funding ,~~ FISCAL IMPACT: No fiscal impact on the County is anticipated. The County will disburse grant funds as requested by the Business Seed Capital, Inc. Board of Directors, who will qualify all loan applications and candidates. STAFF RECOMMENDATION: Staff recommends that the Board approve the resolution of supportforfunding of $100,000 from the Virginia Community Development Block Grant (VCDBG) Local Innovation Program for entrepreneurial loans to Roanoke County businesses. ~-- i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION SUPPORTING THE APPLICATION OF ROANOKE COUNTY ON BEHALF OF BUSINESS SEED CAPITAL, INC. FOR FUNDING FROM THE VIRGINIA COMMUNITY DEVELOPMENT BLOCK GRANT WHEREAS, Business Seed Capital, Inc., a subsidiary of Total Action Against Poverty (TAP), has requested the Roanoke County Board of Supervisors to apply for funding in the amount of $100,000 from the Virginia Community Development Block Grant (VCDBG); and WHEREAS, this grant funding is for a Roanoke County Microloan Program which is a local innovation program for entrepreneurial loans to Roanoke County businesses; and WHEREAS, public hearings have been held by Roanoke County on January 27, 2004 and February 10, 2004, after notices as required by law; and WHEREAS, this grant program will benefit low- and moderate-income residents of Roanoke County. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. That it submits an application on behalf of Business Seed Capital, Inc. for $100,000 in funding from the Virginia Community Development Block Grant for a local innovation program titled Roanoke County Microloan Program for entrepreneurial loans to Roanoke County businesses. 2. That this grant does not require matching funds or a commitment of staff or resources from the County's general fund. ~_ ~ 3. That Business Seed Capital,. Inc. is committing match funding for this project in the amount of $239,000. 4. Roanoke County will disburse grant funds to Business Seed Capital, Inc. which will qualify all loan applications and candidates and manage this program. 5. That the program will result in the creation of at least thirty (30) jobs, and that at least 51 % of these jobs or sixteen (16) jobs will be held by or made available to low-income persons. 6. That the County Administrator or any Assistant County Administrator is hereby authorized to execute such documents and submit them as may be necessary to complete the Virginia Community Development Block Grant proposal. 7. That upon notification of receipt of this grant, this matter will be returned to the Board for acceptance of the grant and appropriation of the funds for this program. K ACTION NO. ITEM NO. ~~ y 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: February 10, 2004 Appointments to Committees, Commissions and Boards Diane S. Childers Clerk to the Board Elmer C. Hodge ~'ff County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BOARD OF ZONING APPEALS (Appointed by District) Rodney W. McNeil, Cave Spring Magisterial District, has resigned in order to accept an appointment to the Roanoke County Planning Commission. His five-year term will expire on June 30, 2004. 2. BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS (FIRE CODE BOARD OF APPEALS) The four-year term of Thomas A. Darnall will expire on January 22, 2004. Mr. Darnall has been contacted and indicated that he would be willing to serve an additional four- yearterm. 3. GRIEVANCE PANEL The three-year term of Beth Anderson will expire on February 23, 2004. It is recommended that Karen Ewell, currently serving as an Alternate Member on the Grievance Panel, be appointed to fill this vacancy. Ms. Ewell has been contacted and indicated that she would be willing to serve in this capacity. 1 rr ~~ ~ [ ~ „ ~.~ 4. SOCIAL SERVICES ADVISORY BOARD Mary Jane Pattisall, Cave Spring Magisterial District, and Patricia W. Thompson, Hollins Magisterial District, have resigned from the Social Services Advisory Board. These four-year terms expire on August 1, 2005. 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for February 10, 2004, designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 3, inclusive, as follows: 1. Approval of minutes -January 27, 2004 2. Resolution of appreciation upon the retirement of Nancy R. Shockley, General Services Department, following thirteen years of service 3. Request to accept Ridgelea Estates Drive 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 Church to adopt the resolution, and carried by the following recorded vote: AYES: NAYS; cc: Supervisors McNamara, Church, Wray, Altizer, Flora None File Arnold Covey, Director, Community Development A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors .~ ~ ~ c ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-7.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF NANCY R. SHOCKLEY, GENERAL SERVICES, AFTER THIRTEEN YEARS OF SERVICE WHEREAS, Nancy R. Shockley was employed by Roanoke County on January 29, 1991, as a custodian; and WHEREAS, Ms. Shockley also worked as Corrections Division cook in the Sheriff s Office from April 1, 1993, through August 23, 2002, and WHEREAS, Ms. Shockley retired from Roanoke County on February 1, 2004, after thirteen years of service; and WHEREAS, Ms.Shockley, through her employmentwith Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to NANCY R. SHOCKLEY for thirteen 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 McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File 2 1 ACTION NO. ~- ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 Request for approval of resolution of appreciation upon the retirement of Nancy R. Shockley, General Services, after thirteen years of service Brenda J. Holton Deputy Clerk to the Board Elmer C. Hodge ~,-~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Human Resources Department has notified us that Nancy R. Shockley retired on February 1, 2004. They have advised us that Ms. Shockley will be unable to attend a Board meeting and requested that her resolution be mailed. STAFF RECOMMENDATION: It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail it to Ms. Shockley with the appreciation of the Board members for her many years of service to the County. vi _ ~. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF NANCY R. SHOCKLEY, GENERAL SERVICES, AFTER THIRTEEN YEARS OF SERVICE WHEREAS, Nancy R. Shockley was employed by Roanoke County on January 29, 1991, as a custodian; and WHEREAS, Ms. Shockley also worked as Corrections Division cook in the Sheriff's Office, and WHEREAS, Ms. Shockley retired from Roanoke County on February 1, 2004, after thirteen years of service; and WHEREAS, Ms.Shockley, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to NANCY R. SHOCKLEY for thirteen 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. THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 10TH DAY OF FEBRUARY, 2004, ADOPTED THE FOLLOWING: RESOLUTION 021004-7.b REQUESTING ACCEPTANCE OF RIDGELEA ESTATES DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the street described on the attached Addition Form SR-5(A), fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved by: Supervisor Church Seconded by: None Required Yeas: Supervisors, McNamar Nays: None A Copy Teste: ~~~,~~~~ . ~ ~ lc~~s~ .~ Diane S. Childers, Clerk Roanoke County Board of Supervisors cc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File I hereby certify that the foregoing is a true adopted by the Roanoke County Board of on Tuesday, February 10, 2004. and correct copy of Resolution 021004-7.b Supervisors by a unanimous recorded vote Brenda J. Holton, Deputy Clerk Roanoke County Board of Supervisors 1 ~ i~ i• i. c 0 15 U ~I s t v Q O E 0 w a a N ~ I '~ B O E V • N O ~ •'_• ~ r ~ O r'n -' O '~ Q 6~ '~ 8 •-~ ~ Q o ~ p V ~ ~/ 4. v a ~ ~: ~ ~~ p ~ o ~ ~ ~ 'O Z ~ ~ G E m E a z r^i a ~' N ~ ~ 1~~~) < a r, c s to zz P. U v W Q q w m O z 0 0 u ~ ~ Z W ~ L = 0 6 ~ h- p a a O e O °o U ~ u Q A W U E U 0 Ln_ ~ F- 2 0 METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT AN ACCURATE BOUNDARY SURVEY. ~i ...,,. ,,,,^-~ 9 3.26 Ac. e un 3.38 Ac. 1.52 Ac. ;v stn 51ar 516Y 1.53 A `~. sa:s 1.80 Ac. ''~ ;~ A --- ~-- q ...... ~ ` ~ c Qlr 1.53 Ac. 24.55 Ac.(D) SMB ~~ Sa7 28.0 Ac.(C) 29.46 Ac. ,r r~ 1.53 Ac. Ridgelea Estates Length: 0.45 Miles No. of Homes Served: 15 \ 7.53 Ac. rs ~~ 5I'!Y 1.52 Ac. 51J! 1 ; s '~ 7.53 Ac. 1.50 Ac. 9.10 Ac. SWT 3 \ 19.32 Ac. 1.50 Ac. \00 Ac. I 7.75 Ac. 3SU ~~ TAX MAP N0.__84_04 _____ '~ ssis 1.79 Ac. 3.68 Ac. ' %h ~ 2.32 Ac. Utility Lot 510 3.30 Ac. 2.47 Ac. 5167 \ Ri elea Rd. Rt.695 SCALE:__ 1 "= 300 PLAT SHOWING Aceceptance of Ridgelea Estates Dr. into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE:_2 =03-04 l ~. ACTION NO. ITEM NO. Z-~ 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: February 10, 2004 Request to accept Ridgelea Estates Drive into the State Secondary System Arnold Covey Director of Community Development Elmer C. Hodge ~``~f County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Dominion Developers, L.L.C, developers of Ridgelea Estates, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation (VDOT) requesting that they accept 0.45 miles of Ridgelea Estates Drive from its intersection with Route 695 (Ridgelea Road) northwest to its cul-de-sac. Staff has inspected this road, along with representatives from VDOT, and found the roads acceptable. FISCAL IMPACT: No County funding is required. ALTERNATIVES: 1. Approve the resolution requesting that VDOT accept Ridgelea Estates Drive into the State Secondary System 2. Do not approve the resolution and leave Ridgelea Estates Drive as a private road. STAFF RECOMMENDATION: Staff recommends that the Board approve the resolution accepting Ridgelea Estates Drive into the State Secondary System. ,_ THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 10TH DAY OF FEBRUARY, 2004, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF RIDGELEA ESTATES DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the street described on the attached Addition Form SR-5(A), fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved by: Seconded by: _ Yeas: Nays: A Copy Teste: Diane S. Childers, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File ~~ I ~' t ~~ c 'o ~ U 0. s E U Q D G r q n v ~ I I o a v 0 o ~ c .. • r ~ tl! ~' C O ~ o '~I ~ 5~ Q 'o $ -~ a o ~ A ~ ~ J a ~ ~ ~ - a ~ a; x ~ 5 ~ ~ ~ Y ~ 2 ~ ~ O C~ ~ O 0 0 ~ ~ a z ern ~ ' .. s q a ~: > ~ ~ o a w z s u Cc O H ; Z W ~ L S • < ~ F' O H LL a O e O i U p LL b H U G e W U E U o n METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT AN ACCURATE BOUNDARY SURVEY. '~ 3.26 Ac. e sIn 3.38 Ac. 1.52 Ac. rv ssn slay slsl 1.53 A ~. saxs 1.80 Ac. ~~ ~ 24.55 Ac.(D) 28.0 Ac.(C) Ridgelea Estates Length: 0.45 Miles No. of Homes Served: 15 1.53 Ac. 51~ se ~~ 1.52 Ac. c S9lr 1.53 Ac. ~Jy SiF7 5i1B =' 1.53 Ac. ~~ s 5RT! 1 'S ~~ 1.53 Ac. 1.50 Ac. 9.10 Ac. 312T J 1.50 Ac. 2.00 Ac. 7.75 Ac. SiIT ~~ TAX MAP N0.__84_04 _____ 3.68 Ac. Utility Lot 3.30 Ac. slss = \ 1.79 Ac. 3 2.32 Ac. 5107 2.47 Ac. \ SI67 Rid elee Rd. Rt.695 SCALE:__ 1 "= 300 1 PLAT SHOWING Aceceptance of Ridgelea Estates Dr. into the Virginia Department of Transportation Secondary System 29.46 Ac. 19.32 Ac. PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE:_2 =03-04 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: February 10, 2004 AGENDA ITEM: Request to schedule a work session on February 24, 2004 to update the Board of Supervisors on the proposed revisions to the comprehensive plan SUBMITTED BY: APPROVED BY: Janet Scheid Chief Planner Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff is requesting that a work session be scheduled for February 24, 2004 to update the Board on the status of the proposed revisions to the comprehensive plan. GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Prior Report Balance Addition from 2002-03 Operations Audited Balance at June 30, 2003 July 1, 2003 Explore Park Loan Repayment Amount $8,977,656 1,483,629 10,461,285 25,000 of General Fund Revenues 6.60% Balance at February 10, 2004 10,486,285 7.71%~ Changes below this line are for information and planning purposes only. Balance from above $10,486,285 $10,486,285 7.71 %~ 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 M-I Approved By Elmer C. Hodge ~N County Administrator M-~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Audited Balance at June 30, 2003 $360,172.56 Transfer from Department Savings 2002-03 274,972.00 Remaining funds from completed projects at June 30, 200; 419.66 10/28/2003 Equipment and software for electronic records managemei (73,057.00)I system for Clerk to the Board of Supervisor's Office 10/28/2003 Reimbursement from Water Fund for debt service paymen 11,000,000.00 made related to Spring Hollow Reservoir Balance at February 10, 2004 $11,562,507.22 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~~f County Administrator ~`~ 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 July 22, 2003 Reserve towards Project 50 Capital Campaign August 12, 2003 Appropriation for debris removal and stablilization December 16, 2003 Appropriation for Office Support Specialist in the Clerk to the Board of Supervisor's Office Balance at February 10, 2004 (10,000.00) (5,000.00) (15,000.00) (15,000.00) 54.747.00 I Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~~ County Administrator ` ~ ~' `-t FUTURE CAPITAL PROJECTS COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget Transfer from County Capital Projects Fund FY1997-1998 Original budget appropriation Savings from 1997-1998 debt fund FY1998-1999 Original budget appropriation FY1999-2000 Original budget appropriation Less increase in debt service Savings from 1998-1999 debt fund FY2000-2001 Original budget appropriation Less increase in debt service FY 2001-2002 Original budget appropriation Less increase in debt service Savings from 2001-02 debt fund FY 2002-2003 Original budget appropriation Less increase in debt service FY 2003-2004 Original budget appropriation Less increase in debt service Balance at February 10, 2004 Reserved for Future School Operations $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 2,000,000 (1,219,855) 780,145.00 495,363.00 2,000,000 (1,801,579) 198,421.00 2,000,000 (465,400) 116,594 1,651,194.00 2,000,000 (2,592,125) (592,125.00) 2,000,000 (2,202,725) (202,725.00) $8,435,088.00 FY2000-2001 Original budget appropriation July 11, 2000 SW Co Regional Stormwater FY2001-2002 Original budget appropriation July 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle July 1, 2002 School Budgeted Start-Up Costs HVHS/Glenvar Middle July 1, 2002 Transfer to Operating in original 2002-03 Budget July 1, 2003 Transfer to Operating in original 2003-04 Budget Balance at February 10, 2004 $1,500,000.00 (290,000.00) 1,500,000.00 (1,858,135.00) (35,047.00) (566,818.00) (250,000.00) Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge u~'/f County Administrator ACTION NO. ITEM NO. O - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 10, 2004 AGENDA ITEM: Work session to discuss Roanoke County Land Conservation Program SUBMITTED BY: Janet Scheid, Chief Planner APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Land conservation is one tool property owners in Roanoke County can use to provide greenways, protect open spaces, Blue Ridge Parkway view sheds and mountain ridges. As development and sprawl continues, preservation of the remaining open spaces becomes more critical. With the increasing value of and demand for real property in Roanoke County, many factors play into the decision of whether or not to set aside land for conservation purposes rather than developing that property. The Federal government provides tax deductions and the State government provides tax credits for eligible land conservation projects. Staff is seeking Board direction for its ideas, concerns and opportunities in developing a local program to encourage and promote land conservation. This program would complement the Federal and State programs mentioned above and provide a local component to the land conservation package. Staff is requesting that a work session be held on February 24 to discuss these issues. Such a program should include criteria to determine which properties are eligible for the program, weigh the costs and benefits of various approaches, and strategies to encourage such private actions. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: February 10, 2004 Work session to review fiscal year 2004-2005 budget development process Brent Robertson Director of Management and Budget Elmer C. Hodge ~f/ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to discuss several items pertaining to the FY2004-2005 budget development process. Possible General Assembly actions, tentative budget development schedule, and some funding issues that we will be dealing with over the next several months are planned for discussion. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 2004 RESOLUTION 021004-8 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora 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, FEBRUARY 10, 2004 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. O~ POAN ~.~ a ~ ~: G1 °~ az ~~~~~~ ~~ ~~~~ 1838 Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Richard C. Flora, Chairman Hollins Magisterial District Michael W. Altizer, Vice-Chairman Vinton Magisterial District February 11, 2004 Mr. Jonathan Lee Director of Development and Marketing Salvation Army 724 Dale Avenue SE Roanoke VA 24013 Dear Mr. Lee: Joseph B. "Butch" Church Catawba Magisterial District Joseph McNamara Windsor Hills Magisterial District Michael A. Wray Cave Spring Magisterial District On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, February 10, 2004. We believe it is most important to ask for divine guidance at these meetings, and the Board is very grateful for your contribution. Thank you again for sharing your time and your words with us. It was good to have you with us. With kindest regards, ~' `L . cam- _~ G ~ ®.r c.._ Richard C. Flora, Chairman Roanoke County Board of Supervisors OFFICE: FAX: 6 VOICE MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 E-MAIL: bos @ co.roanoke.va.us O~ ttOANp~.~ ~' ~ z ~, J a2 C~~~xxr~ .~~ ,~ rt 1838 ~~'~"~ Board of Supervisors I?O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Richard C. Flora, Chairman Hollins Magisterial District Michael W. Altizer, Vice-Chairman Vinton Magisterial District February 11, 2003 Ms. Nancy R. Shockley 1602 Lynchburg Turnpike #150 Salem VA 24153 Dear Ms.Shockley: Joseph B. "Butch" Church Catawba Magisterial District Joseph McNamara Windsor Hills Magisterial District Michael A. Wray Cave Spring Magisterial District Enclosed is a resolution of appreciation upon your retirement which was unanimously approved at the February 10, 2004, 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 throw which was exclusively designed for Roanoke County. We hope this throw 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 Roanoke County throw with our best wishes for a productive retirement and continued success in the future. Sincerely, Richard C. Flora, Chairman Roanoke County Board of Supervisors Enclosure OFFICE: FAX: (540) 772-2005 VOICE MAIL: (540)772-2193 (540)772-2170 E-MAIL: bos @ co.roanoke.va.us Diane Childers -Fwd: RE: Expenses From: Diane Henson To: Brent Robertson Date: 2/6/04 3:12PM Subject: Fwd: RE: Expenses Brent, This is the answer that I received. Diane Henson, CPGR General Registrar County of Roanoke 540-772-7500 »> "Reggie Wilson" <Reggie.Wilson@sbe.virginia.gov> 02/06/04 12:18PM »> Diane, If the budget amendment to fund the Pres primary expenses is passed, then, SBE will have access to the money in May and, we intend to distribute the monies prior to the end of the fiscal year. The monies for the Pres primary are included in the proposed Economic Contingency Plans, House Bill 29 http://leg1.state.va.us/cgi-bin/Iegp504.exe?041+bud+A1-512 ). Unfortunately, until the bills are passed and signed by the Gov, this is as much assurance that I can give you that you will receive the reimbursements prior to June. Reggie W ilson, Business Manager Virginia State Board of Elections 804-864-8933 -----Original Message----- From: D. Henson Sent: Friday, February 06, 2004 10:17 AM To: Reggie Wilson Subject: Expenses Reggie, My County Administrator and Board want to know when we will get the expenses for the Pres. Primary reimbursed? If it is after June than I have to get more money in my budget and I am set to go before the Board of Supervisors this Tuesday. If it will be before June than I can drop it. Please try to find me the answer. Thank You Diane Henson, CPGR General Registrar County of Roanoke 540-772-7500 Page 1 AGENDA County of Roanoke City of Roanoke Western Virginia Water Authority Meeting February 10, 2004 12:00 p.m. This is a meeting of the County of Roanoke, City of Roanoke, and the Western Virginia Water Authority (WVWA) for the purpose of reviewing the rate study. The meeting is being held at the Roanoke County Administration Center, 4th Floor Conference Room, 5204 Bernard Drive, Roanoke, Virginia. A. CALL TO ORDER AND OPENING REMARKS: Richard C. Flora, Chairman -Roanoke County Board of Supervisors Ralph K. Smith, Mayor -City of Roanoke Michael W. Altizer and M. Rupert Cutler -Western Virginia Water Authority B. INVOCATION: John M. Chambliss, Jr. Assistant County Administrator -Roanoke County C. PRESENTATION OF RATE STUDY WITH DISCUSSION AND FORWARDING OF RECOMMENDED RATES TO THE WVWA: Brent Reuss and Mike Mussman -Black & Veatch Bill Aden, Randall Hancock, Lori Ott, and Scott Kroll -Draper Aden Gary Robertson, Utility Director -County of Roanoke Mike McEvoy, Utility Director -City of Roanoke D. BOARD AND COUNCIL MEMBER COMMENTS AND QUESTIONS E. CLOSING REMARKS: Darlene Burcham and Elmer Hodge F. CITIZENS' COMMENTS AND COMMUNICATIONS G. ADJOURNMENT Date: February 10, 2004 AGENDA NOTES AGENDA ITEM: Vote Record: Yes No Abs ACTION #: Motion by: Mr. McNamara Mr. Church Mr. Wra y Mr. Altizer Mr. Flora Title: Schedule for February 10, 2004 'Event ' Time Joint meeting with City Council and Water Authority 12:00 Luncheon (boxed lunches) 12:00 Presentation by Black and Veatch re: rate study 12:45 Board of Supervisors meeting 3:00 Volunteer Fire Academy Graduation (Regional Fire Training Center) 7:00 Roanoke County Board of Supervisors Agenda February 10, 2004 Good afternoon and welcome to our meeting for February 10, 2004. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The meetings are now closed-captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor Jonathan Lee Salvation Army 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Deputy June B. Lawlor, Sheriff's Office, after thirty years of service. 2. Resolution of appreciation upon the retirement of Sergeant David L. Thurston, Sheriff's Office, following twenty-eight years of service. 3. Resolution of appreciation upon the retirement of Fannie S. Bolden, Library Services, following twenty-seven years of service. D. BRIEFINGS E. NEW BUSINESS 1. Request to appropriate $24,180 to cover the cost of the 2004 presidential primary. (Diane Henson, General Registrar) 1 ~~, ~ 2. Request to appropriate $~'~f'S~ for the addition to the Bent Mountain Library. (John M. Chambliss, Assistant County Administrator) at~a~ i F. FIRST READING OF ORDINANCES cQ4c' 1. First reading of an ordinance authorizing the conveyance of an easement h~~~~ across County owned property to American Electric Power, Inc. (AEP) for ~ ~ support of the Driver Training Center at Dixie Caverns, Catawba Magisterial District. (Ray Lavinder, Chief of Police) G. PUBLIC HEARING AND ADOPTION OF RESOLUTION 1. Public hearing to solicit citizen comments and request to adopt a resolution of support for funding from the Virginia Community Development Block Grant (VCDBG) Local Innovation Program for entrepreneurial loans to Roanoke County businesses. (Melinda J. Cox, Existing Business Manager) H. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) 2. Building Code Board of Adjustments & Appeals (Fire Code Board of Appeals) 3. Grievance Panel -~ co(rbc~' Jcc 5~0~ 4. Social Services Advisory Board CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes -January 27, 2004 2. Resolution of appreciation upon the retirement of Nancy R. Shockley, General Services Department, following thirteen years of service J. REQUESTS FOR WORK SESSIONS I • ~ vJl~ -Fo ~d~ ,Boy an cane. plan. o~n a lau C~a.n~+-~ K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS 2 __ __ __ __ _ __ Diane Childers -Fwd: (Block) RE: Cover Sheet Page 1 From: Melinda Cox To: Diane Childers; Diane Hyatt; Paul Mahoney; Sue Bane Date: 2/4/04 2:03PM Subject: Fwd: (Block) RE: Cover Sheet Well, I just received a long email from Anne Lemon. The last half of the attached message is about the resolution. I am assuming that she is referrng to the matching grant funds, etc. that we opted to omit from the grant resolution (and which I encouraged.) I have a doctor's appointment and will be leaving at 3 pm. I will try to contact Anne before then and chat about the resolution. In the meantime, please share any comments that you wish for me to pass to Anne. Thanks so much, Melinda -~ December 22, 2003 Betty R. McCrary, Ph.i~. Director Dear Betty: e ~ ;~ sir ~..:i ~;;t jL; , , . . u ~ a `YJ~~: ~:: ~'.. {A/~} / 2~J04 `~ JAS ~ . ~ ~~~ ,:. I am writing to inform you that I am stepping down from my position on the Social Servic~;s Advisory Board. I have enjoyed the meetings and the opportunity to serve as an advocate for 'the Hollins area population. Due to a change in my job description,l a~n unable to attend the meetings as Y should to fulfill my obligations to the Department of Social Services and the people I represent. Once main I would like to thank you for the opportunity and if Y could be of any assistance in another capacity please feel free to ask me. S'n~cerel~, Trash Thompson r~~c~ 034 4~1~'1eK~ ~O/ZO Sz9"oN LL~ZL ~0~ ~O/z0 OLZ9 L8~ O~iS ssa "o~ 3~oNdoa A ,~ ..Z'. y'~Ifi! ~i, s DI~P~AR7MEN"t' C?F' SOCIAL SERVICES BT_Ti"Y R. MCCRARY, Ph.D. OIREGTDR FAK TRANSMITTAL FORM DATE: ~~~ ~~' ~ ~ TO: C ATTENTioN: F120M: PHONE: TOTAL I'AGES:_ _ __INCLUDING COVED, SHEEfi ,&t,S'ORT .N.IESSAGE AT'~!`AC,F~TME,N"1"S: CONFIDENTIALITY NOTICE This facsimile transmission may contain ir~formafion which is canfiderstial in nature. Such information is intended only for the use of the individual and/or entity named above as the receiving party. Ifyou are not the intendefl recipient, you are hereby noti.~ied that any disclosure copying, dsstribution or the taking of any action based on 'the contents of this transmission is strictly prohibited. Tfyou received this fax by mistake please contact this a~i'ice immediately at the number listed below P.O. BOX 1 127 • ^,~ALEM, VIRGINIA 24153-Z 127 • (SdG) 387-6087 FAX: (5d0) 387-6210 ReGyrJed Paper ~0/LO SZ9'ON OL~ZL h0~ ~0/z0 Ol,Z9 L8~ O+~S SSa '0~ 3~ION1l021 __ ___ Diane Childers - Re: Social Services Advisory Board Vacancy Page 1 From: Betty McCrary To: Childers, Diane Date: 1 /27/04 8:35AM Subject: Re: Social Services Advisory Board Vacancy Did Richard Flora get notice that Trish Thompson is also resigning? I think the problem with this bd. is that as advisory, they feel they really have little responsibility and impact; also level of committment is not usually strong -tell M. Wray or R. Flora to call me if they have questions. »> Diane Childers 01/23/04 11:21AM »> Betty, Mary Jane Pattisall has contacted us an indicated that she will be resigning from the above committee. Mike Wray has requested information regarding the time committment involved in serving on this committee. Can you please send me some details such as how often the committee meets, location of meetings, average length of meetings, types of issues addressed, etc. Anything that you think would be of interest to a person considering accepting this appointment. Thanks Betty Diane S. Childers Clerk to the Board County of Roanoke Phone: (540) 772-2003 Fax: (540) 772-2193 ~~~ l ~ f ;~ _~ .) t ~ ~ ~. ~`~~;~~r U~,f /i~~ ~~ ~~ ~'. ~~G~ ~ L~~ ~ ;~~ ,~ ~ ~~. ~ ~~~~ t ~~~ ~ ~~~ , ~~ ~~~ -~~~ ~~~ ~ ~~~ ~! ,1 JAN ~ o ao~~ ,~ f ~~~ .~ G~ ~~ / ~~f ,~~ / ~ ! J ~~~ ~~~ p~ ~l ~,~ ~~~~ ~ r- ~~ ~ ~ ~' ~ /,~~ ~/~ v ~ ~~~~ ~ ~ f ~y~G ~,~~ U ~ ~~ ~ ;. ~, ~ ~ ~ ;~ ~- ~~ ., - _ Page 1 _.._ ~s -Notice of Public Hearing CpgG.doc r I i __ ;. Please publish on: February 3, 2004 ROANOKE COUNTY NOTICE OF PUBLIC HEARING Roanoke will hold a 5204 Bernard Drive, Roanoke ublic hearing on Februar VA to solicit public inpu on0~e004 at 3:00 p.m, at Community Development Block Grant VCDB Virginia De ar Proposed Virginia P tment of Housing ~ G) Pl~°P°Sal to be submitted to the would request fundin and Community Develo entrepreneurial loans to Roanoke e VCDBG Pment. This proposal Local Innovation Program for Microloan Pro ramp P County businesses. quali in g ro osal will include the followin The Roanoke County fY g startup or small businesses in g activities: encouraged to attend. Roanoke Loans to County. Citizens are The draft CDBG proposal will be information on projected beneficiaries presented for moderate-income residents to benefit from comment along with . including the number of low- and support small business entrepreneurial efforttse proposed project, and °PPO1'tunity to comment on Citizens will also be plans to sheet on the ro Roanoke County's past use of given the Coun p Posed project and the draft CDBG funds. A fact ty Economic Development office located ap 5204sBernardl D t Virginia. For additional information contact the Roanoke Melinda Cox at 540-772e Roanoke, Complaints and 2069. Coun grievances can be submitted in ty at P. O. Box 29800, Roanoke, VA 24018 or b writing to Roanoke y phone at 540-772-2069. If you plan to attend and have an the number listed above. Y special needs re quirements, please call Pi„~ _ i deb (1'l~~ °' r nd ~'~ ~~~ ~` '~ ~~~ Page 2 .Brenda Holton -Fwd: Retirement Resolution/BOS Meeting Dates Page 1 From: Brenda Holton To: Diane Childers Date: 1/5/04 4:02PM Subject: Fwd: Retirement Resolution/BOS Meeting Dates We will have three retirees coming to the 2/10 meeting at 3 p.m. The other one is Fannie Bolden. I will send out the draft resolutions to the directors later this month. I am also placing these emails in the 2/10 agenda file. Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us »> Carla Frazier 01/05/04 01:42PM »> Hi Brenda, David Thurston and June Lawlor will also be attending the Board meeting on 2/10/03 at 3:00 p.m. to receive their retirement resolution. Carla HR Asst Request to schedule two public hearings on January 27 and February 10, 2004, to solicit citizen comments on possible funding from the Virginia Community Development Block Grant (VCDBG) Local Innovation Program for entrepreneurial loans to Roanoke County businesses. (Melinda Cox, Existing Business Manager) A-011304-7 RCF motion to schedule public hearings for January 27 and February 10, 2004 URC L. CITIZENS' COMMENTS AND COMMUNICATIONS None b \~ 6 APPOINTMENTS ~~ I l~ -- ~ ~/ ~o~ I /y 1. Board of Zoning Appeals 2. Building Code Board of Adjustments & Appeals (Fire Code Board of Appeals) Chairman Flora requested that the Clerk determine if Mr. Darnall would like to serve an additional term 3. Grievance Panel Supervisor McNamara requested that the Clerk determine if Ms. Anderson would like to serve an additional term Diane Childers -Fannie Bolden Retirement Resolution From: Brenda Holton To: Diana Rosapepe Date: 2/2/04 9:14AM Subject: Fannie Bolden Retirement Resolution Diana, Attached is a resolution of appreciation for Fannie Bolden who retired on Jan 1, 2003. Ms. Bolden will be attending the Feb 10th Board meeting at 3 p.m. to receive her resolution of appreciation. We also invite you to attend her recognition at this meeting. Would you review the draft resolution and add anything you feel might make it more personal? I would like to have it back as soon as possible since the agenda goes out Friday. Thanks for your help, Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us Page 1 CC: Diane Childers; Mary Brandt Diane Childers -Thurston and Lawlor Retirement Resolutions Page 1 From: Brenda Holton To: Gerald Holt Date: 2/2/04 9:17AM Subject: Thurston and Lawlor Retirement Resolutions Gerald, Attached are resolutions of appreciation for David Thurston and June Lawlor who retired Jan 1, 2003. They will both be attending the Feb 10th Board meeting at 3 p.m. to receive their resolutions of appreciation. We also invite you to attend this meeting for these recognitions. Would you review the draft resolutions and add anything you feel might make it more personal? I would like to have them back as soon as possible since the agenda goes out Friday. Thanks for your help, Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers; Mary Brandt __ _ _ _ _. Diane Childers -Resolution __ From: Melinda Cox To: Paul Mahoney Date: 2/2/04 9:34AM Subject: Resolution Paul, May I request that you draft a resolution for the Second Reading of the board report to apply for $100,000 in CDBG funding with Business Seed Capital for eventual disbursement to small entrepreneurial businesses in Roanoke County? Diane Hyatt will provide the appropriation language for the board report on the February 10th. Please let me know if I can provide additional information to you. Thanks so much, Melinda Page 1 CC: Diane Childers; Diane Hyatt; Doug Chittum February 10, 2004 County staff requests the Board to adopt a motion to enter into closed session within the provisions of the Virginia Freedom of Information Act as follows: Pursuant to Section 2.2-3711.A.30 -Discussion of the award of a public contract involving the expenditure of public funds and discussion of the terms or scope of such contract where discussion in open session would adversely effect the bargaining position or negotiating strategy of the County, namely the Lowe's Performance Agreement. 0 0 N O O N} L.L +~ c a~ E a 0 a~ D +~ a~ m ,~ ~ ~~~ ~j ~~ - ~ ~ '~, ~! "..'..~.ry ~~ ~ ~ b: .~. ~~ ~, ~' _ ... ~. •, !~ ~: ~~ ;• ~~ a ,s-=.~ ~' Y s t~ _ e ~ f . 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Q.r ~~mn_e ~ _~o l s c~.Y,_~_-~ w~_r_c~-~~=~,_;__e .5_._.__-~. __~ i s,~w+ 1, i ~ Yri a ~" . -~, g~s~ yam ~r ~a~ -~,m~ -a- `~ot~ -fiti ~ s ~{,~ 1 alra~,dd t. ~~ r Roanoke County Budget Development Calendar FY2004-2005 February, 2004 February 10, 2004 • FY04-OS Budget Development Work Session o Discussion of Development Calendar; General Assembly, and Upcoming Funding Issues for FY04-O5. • Volunteer Fire Training Academy #2 -Graduation; Regional Fire & Rescue Training Center; 7:00 PM February 24, 2004 • Advertise Public Hearings: Proposed Tax Rates o Public Hearing on March 9, 2004 • Budget Work Session with Board of Supervisors o Review YTD Revenue Update and Preliminary FY2004-2005 Revenue Projections o Review Capital Projects for Inclusion in FY04-OS Budget March, 2004 March 2, 2004 • Advertise Public Hearings: Proposed Tax Rates, 101 % Reassessments, and General Public Comment of FY2004-2005 Budget Development o Public Hearing on March 9, 2004 March 9, 2004 • Budget Work Session o Significant Funding Issues: Departmental & Organizational • Joint Budget Work Session with School Board • Public Hearings o Proposed Tax Rates, General Comment on FY03-04 Budget, and Effective Real Estate Tax Increase March 22, 2004 • School Board Adopts Roanoke County Schools Budget March 23, 2004 • Adopt Tax Rates: Real Estate, Personal Property, and Machinery and Tools • Budget Work Session o Contributions-Human Service Agencies o Fire and Rescue Chiefs Presentation 6 i -• March, 2004 (continued) March 30, 2004 (Special Session) • Budget Work Session o Contributions-Cultural and Tourism Agencies o Fire and Rescue Chiefs Presentation • School Budget Submitted by School Board (prior to 4/1/04) April, 2004 April 13, 2004 • County Administrator's Proposed Budget • Budget Work Session April 20, 2004 • Advertise FY2004-2005 Proposed Budget and FY2005-2009 Capital Improvements Program April 27, 2004 • Public Hearing on Proposed County and School Budget • Budget Work Session • Convey Tentative Approval of School Budget to School Board (State Code requirement by May 1) May, 2004 May I1, 2004 • Adoption of County and School Budget. ls` Reading of Budget Appropriation Ordinance May 25, 2004 • 2"a Reading of Budget Appropriation Ordinance 6 _ __ - _ _ __ + Brenda Holton -Thurston and Lawlor Retirement Resolutions Page 1 E From: Brenda Holton To: Gerald Holt Date: 2/2/04 9:16AM Subject: Thurston and Lawlor Retirement Resolutions Gerald, Attached are resolutions of appreciation for David Thurston and June Lawlor who retired Jan 1, 200 They will both be attending the Feb 10th Board meeting at 3 p.m. to receive their resolutions of appreciation. We also invite you to attend this meeting for these recognitions. Would you review the draft resolutions and add anything you feel might make it more personal? I would like to have them back as soon as possible since the agenda goes out Friday. Thanks for your help, Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers; Mary Brandt Brenda Holton -Fannie Bolden Retirement Resolution Page 1 From: Brenda Holton To: Diana Rosapepe Date: 2/2/04 9:14AM Subject: Fannie Bolden Retirement Resolution Diana, Attached is a resolution of appreciation for Fannie Bolden who retired on Jan 1, 20 Ms. Bolden will be attending the Feb 10th Board meeting at 3 p.m. to receive her resolution of apprecia ion. We also invite you to attend her recognition at this meeting. Would you review the draft resolution and add anything you feel might make it more personal? I would like to have it back as soon as possible since the agenda goes out Friday. Thanks for your help, Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers; Mary Brandt __ _ ---- Brenda Holton -Nancy Shockley Retirement Resolution Page From: Brenda Holton To: Anne Marie Green Date: 2/2/04 9:10AM Subject: Nancy Shockley Retirement Resolution Anne Marie, Attached is a resolution of appreciation for Nancy R. Shockley who retired on February 1, 200. Ms. Shockley will be unable to attend a Board meeting and we plan to add this resolution to the Consent Agenda at the Feb 10th meeting. Would you review the draft resolution and add anything you feel might make it more personal? I would like to have it back as soon as possible since the agenda goes out Friday. I am copying Gerald since Ms. Shockely also worked as a Corrections Division cook and thought perhaps he could add to the resolution. Thanks for your help, Brenda CC: Diane Childers; Gerald Holt; Mary Brandt ,r ' COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: i ~ _ Gj , a~j Dates of Employment: ~ ~ '"~ ~p - ~ ] X131\~3 Current Position: La,bC-~ir-~ ~ .`ASS`-~- ~ LI~rG.rv. SCrYIC~`~~ Retirement Date: l~ 1 ~~ Length of Service: ~ `~ ~1r.S ~ '~`^US. Previous Positions Held: -- ~. ~b~dU~ S~c~~ ~ ~hc, l~jfl~s..c1 w~ s-h~\c~.re n ~ c~.~ ~. ~ 5 0.J l~ycs r4-. Other Information: ~,~,IrCSS' ~-{~~ Y1C~S ~r L Board Meeting dates during retirement month: 1) 2) _~ Plans to attend board meeting on ~)~ ~~ ,,.,~,ak 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. Human Resources Signature Q(3~03 Date COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: ~~yld L., ,~~~ Dates of Employment: 5 t '~ 5 - l ~-' 31 03 5 l ~~ Current Position: t Shy ~ ~ _ r ~~ ~ ~,~'~,~~ Retirement Date: Length of Service: o~ a ~ ~~~~ ~ ~~n~s rrevious rositions Held: ~e~}~1.~J~'1C Y l~~ - ~,X r C~~~c~~'S Shcr i~ ~- C~c~.r~r~.l - ~rre~~ .t~c-~7. ~.CJhi~x ~~~ -- C~ ~ i 1 c~ i i ~ n c' r~~~ ~ ~~ex 1~ ~- ~~ ~G,~~, ~~~ Other Information: ~-~.r~5 ~ ~~ `~ ~~e ~... ~, , v-~ ~.~~5 3 Board Meeting dates during retirement month: 1) 2) Plans to attend board meeting on .~. ,!';' :,~ 3 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. .~:1~. -'::^~a^ ^~sour~ns Sig^~._. 1 3 ~~ ^~tE COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: ~~~~ ~ , (.~,~\,O ~ Dates of Employment: ~~o~Ol 1y73 - ~oZ.131\C~3 Current Position: ~~U,~JhCXt~ -- CIV l ~ ~~'J~1Cy~.~ ~ ~ `~~ -~ Retirement Date: ~ ~ 1~0~ Length of Service: ~~ ~1.~cS . J MO~h'S Previous Positions Held: ~ "~~~~~~\ ~~r~-~ ~ m,~k ~ W~ ~L ~b~ ~ ~. 5~ ~ ~ ~~~~~ ~'~~~ ~.~ . ,. r` r / ~ ~ Other Information: ~`o~a ~~,c~~ ~ ~~¢.~ ~ Svt~~~~Y ~.rc~s ~, 531 ~ ~Y.t ~~\U~r'c4 ~c~ Cct~~ec1 L~~ ~~4rc:x~ri-4 ~ wrFSC1 c~r0.0r ~ ~n 6kt~~~~ ~JY~i~1n b~`~ 4Z '~ Cc,~-~P~~ ~~c ic~.~5 p~~r~. p.s c~ .~o~r c~1.cc~. c~1 ~ Board Meeting dates during retirement month: 1) 2) 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. ~~I ~ 03 Human Resources Si ature Date COUNTY OF ROANOKE Retirement Resolution Form (Ta be completed at the exit interview session with the retiring employee) Name of Employee: '~'n[~` K ~e~c Dates of Employment: ~ ~ ~9 ~ Q ~ -- 1 131 IO~ Current Position: ~~~ <,~ ~,c ~,., ~.~?r~ , Retirement Date: ~ ~ Q~- Length of Service: ! "~~ ' ~t~ Previous Positicns Held: ~' ~r~~\~ `~ j~~5~q~ ~'~_ ~ 0.`~ ~~~~~ 0.` ~~rrcS_.-~~c~n5~ i v 151CSn ~c I~~ Other Information: ~C~.C~.Xt~S : ~ a ~~~- ~ `~~~~~~ ~ I~ Board Meeting dates during retirement month: 1) 2~ °lans :o 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. ~c~. ~o o~ Human Resources Sign ure Date