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Home My WebLink About5/12/1998 - Adopted Board RecordsA-051298-1 ACTION NO. ITEM NUMBER E— i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 12, 1998 AGENDA ITEM: Request to Appropriate Funds for Actuarial Study of Early Retirement Program COUNTY ADMINISTRATOR'S COMMENTS:. Az,�� Z6�� BACKGROUND INFORMATION: The County of Roanoke Schools have requested that the County analyze a new early retirement program that they are considering implementing as a replacement to their current program. A preliminary review of this program was done by the Finance staff in February 1998. It was determined that there was a potential benefit to this program. In addition, this program may be beneficial for the County employees as well. Both Boards directed us to proceed in procuring an actuarial study that will evaluate the potential cost or savings of this program. SUMMARY OF INFORMATION: A team of School and County employees has been established to work through analysis and potential implementation of this program. As a first step request for proposals were released for actuarial services. Three firms responded to this RFP. All three were reviewed and interviewed by the committee. The consensus of the committee was to choose William M. Mercer, Inc. to perform the actuary study. Their fee for this service is $18,000. Staff recommendation is that this cost be allocated one- third to the County ($6,000), two-thirds to the Schools ($12,000) based upon employee population. The School Board will be considering funding of their $12,000 portion at the May 14, 1998 School Board Meeting. Once funding is approved the group will begin immediately to proceed with the actuarial study. Attached is the timeline that was previously submitted for study and potential implementation of the Early Retirement Program. This is still a realistic time frame. FISCAL IMPACT: The County portion of the actuarial study will cost $6,000. Staff recommends that this amount be appropriated from the Board Contingency. STAFF RECOMMENDATION: Staff recommends that the Board appropriate $6,000 from the Board Contingency for the County's portion of the early retirement actuarial study. M:\FINANCE\COMMON\BOARD\5-12-98.WPD May 7, 1998 y SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: 6.iyw'� Elmer C. Hodge County Administrator -------------------------- ------------------------------------------ACTION VOTE No Yes Absent Approved (x) Motion by: Harry C. Nickens to approve Harrison — x — Denied () $6,000 funding to be appropriated Johnson — x — Received () from other than Board Continaenc�.v _ McNamara _ x Referred () Fund Minnix _ x — To () Nickens _ x — cc: File Diane D. Hyatt, Director, Finance Joe Sgroi, Director, Human Resources Dr. Deanna Gordon, School Superintendent M:\FINANCE\COMMON\BOARD\5-12-98.WPD May 7, 1998 L� Suggested Calendar for Early Retirement Project 1. Hire a consultant to do the actuarial study and the plan design. Writing of RFP for actuarial study February 10 - March 1, 1998 RFP due back from vendors March 31, 1998 Interview and selection of consulting firm April 30, 1998 Analytical work done by consulting firm June 15, 1998 2. Have plan approved by the School Board and the County Board Mid July 1998 3. Select a committee to oversee the pension plan Mid July 1998 Design legal plan documents (outside attorney?) July, 1998 4. Submit plan to IRS for approval July 1998 5. Have the consultant selected above help select a plan administrator RFP distributed for plan administration July 30, 1998 RFP due back from vendors August 20, 1998 Interview and select administrator September 15, 1998 6. Forms and procedures documentation November 1998 to January 1999 Develop forms Develop procedures Develop budgetary procedures for allocations to the trust Complete and/or prepare for tax filing requirements Write internal procedures to establish the first year work schedules Design employee communications materials 7 Communicate with the employees the details of the plan December 1998 8. Receive approval from IRS January 1999 9. Ready to begin the plan February -July 1, 1999 M:\FINANCE\COMMON\CORRES\2-3-98A.WPD May 7,1998 A-051298-2 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: May 12, 1998 AGENDA ITEM: Request to Approve a New Position of Construction Performance Coordinator COUNTY ADMINISTRATOR'S COMMENTS:Alze� 04� SUMMARY OF INFORMATION: The County Board has directed the staff to prepare a job description and advertise for a new position of Construction Performance Coordinator. This position will have project management responsibilities over construction projects relating to the Schools Capital Construction Program. This position will add benefit to the overall Phase I School Construction Program. It will assure that the projects are completed in the most cost efficient manner, within the budget that has been established. Along with value engineering, this position will generate cost savings where feasible. This position will report to the County Administrator, however, he/she will work cooperatively with the School Board and School Administration to coordinate the entire program. The position is currently advertised at a grade 29 with a starting salary range of $38,961 to $48,318. This position is currently being considered as a temporary full time position of an indefinite duration. As such, it will be reconsidered and budgeted for on an annual basis. FISCAL IMPACT: Attachment A shows the budget needed for this position for year 1, totaling $88,537. The Board should consider the following alternatives to fund this position. 1. Monies can be reappropriated from the 1997-98 School Debt budget to cover this position. This money was budgeted for a debt payment on Literary Loans that were not finalized during the 1997-98 fiscal year. 2. The funds could be re -appropriated within the $47,719,732 budget for Phase I. 3. The funds could be re -appropriated from the recently approved School Board operating budget. M:\FINANCE\COMMON\BOARD\5-12-98C.WPD May 7, 1998 STAFF RECOMMENDATION: Staff recommends reappropriating $88,537 from the School Debt Fund budget to fund the Construction Performance Coordinator for 1998-99. Future years funding will be considered in future budget preparations. SUBMITTED BY: 910,11 W 11 WNW-10.fes Diane Director of Finance APPROVED: Elmer C. Hodge County Administrator ----------------------- -------------------------------------------ACTIO N VOTE No Yes Absent Approved (x) Motion by: Harry C Nickens to aparove Harrison — x Denied () funding and position Johnson — x Received ( ) Referred ( ) To ( ) cc: File Diane D. Hyatt, Director, Finance Joe Sgroi, Director, Human Resources Dr. Deanna Gordon, School Superintendent M:\FINANCE\COMMON\BOARD\5-12-98C.WPD May 7, 1998 McNamara — x Minnix _ x Nickens _ x — Attachment A Construction Performance Coordinator Budget for First Year Salary FICA VRS Health Insurance Dental Insurance Office expenses Mobile Phone Gas, Oil Computer/Printer Automobile/Truck 1998-99 50,000 3,825 6,380 1,992 140 3,000 1,200 1,000 3,000 18,000 $ 88,537 A-051298-3 ACTION # ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 12, 1998 AGENDA ITEM: Preliminary approval of citizens' requests to file a complaint with F.C.C. to review increase in cable programming services (C.P.S.) rates of Cox Communications Roanoke, Inc. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Cox Communications Roanoke, Inc. has announced increases in their rates for cable customers of both basic cable service and for the C.P.S. tier of cable services effective March 1, 1998. A cable television customer has 90 days from the effective date of an announced increase in cable service rates to file a complaint with the franchising authority regarding increases in C.P.S. rates. At least two cable customers must file complaints with the franchising authority before it may file a request with the F.C.C. to review this C.P.S. rate increase. Once this rate increase was announced by the cable operator, the County requested a review of these rates by its outside legal counsel and has received an opinion from them that the rates set forth on the FCC Form 1240, effective March 1, 1998, are correctly calculated. At the present time, there is still pending before the FCC a Petition for Reconsideration filed by Cox Communications Roanoke, Inc. concerning the FCC's Order regarding the cable rates effective March 1, 1997. SUMMARY OF INFORMATION: Roanoke County has received complaints from twelve (12) citizens requesting a review of Cox Communications Roanoke, Inc. announced increase of its rates for C.P.S. effective March 1, 1998. In order to properly file a request with the FCC for review of this rate increase, under FCC regulations Roanoke County, the franchising authority, must make an initial determination that not more than ninety (90) days have elapsed from the date the rate increase went into effect until the subscriber complaints were received and that L/ such rate increase pertains to the C.P.S. tier of cable service. In the opinion of County staff, both of these criteria have been satisfied. If Roanoke County intends to submit a complaint to the FCC requesting a review of the C.P.S. rates, it must first send a written notice, including a draft FCC Form 329, to Cox Communications Roanoke, Inc. to inform them that a complaint to the FCC is intended. This cable operator must be permitted at least 30 days to file a response with the County. Roanoke County has 180 days from the effective date of the rate increase at issue to file the FCC Form 329, along with any response received from Cox Communications Roanoke, Inc. with the FCC. If authorized by the Board of Supervisors, the County Attorney's Office will prepare a draft Form 329, and forward it by certified mail to Cox Communications Roanoke, Inc. for their response within 45 days. Once this response is received, or the 45 days has elapsed, this matter will be placed on the Board's agenda for final action upon whether to file the Form 329, and any response from the cable operator, with the FCC. FISCAL IMPACT: None ALTERNATIVES: 1. Authorize the County Attorney to draft a Form 329, and to send to Cox Communications Roanoke, Inc., by certified mail, requesting a response within 45 days. 2. Decline to file a rate complaint on the C.P.S. tier, Form 329, with the FCC and rely upon the review of rates previously conducted on behalf of the County of basic cable service rates by outside legal counsel. STAFF RECOMMENDATION: Staff recommends Alternative #1. 2 Respectfully submitted, --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Absent Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x _ Denied () filing Johnson _ x _ Received () McNamara _ x Referred () Minnix _ x _ To () Nickens _ x cc: File Joseph B Obenshain, Senior Assistant County Attorney 3 A-051298-4 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: Request to Increase the Number of Vehicles in the County Fleet by One to Allow Read Mountain Fire and Rescue to Operate a Second Ambulance out of Their Station COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: In September 1997, Read Mountain Fire and Rescue became licensed by the State as an emergency medical transporting agency. Members of Read Mountain leased an ambulance from Blue Ridge Volunteer Fire and Rescue Squad to provide emergency medical transport services to citizens in their run area. Read Mountain has acquired a grant from the State Emergency Medical Services Department for a new ambulance. Since the acquisition of an ambulance in September 1997, the members of Read Mountain have run a total of 240 rescue calls with this ambulance. This includes 88 calls in their first due area in Roanoke County; 76 calls in their first due area in Botetourt County; and 76 calls assisting other areas in Botetourt outside of their first run area. In addition to these calls utilizing the ambulance, the members of Read Mountain have also run 53 calls with their first responder vehicle while their ambulance was dedicated to another call. SUMMARY OF INFORMATION: Read Mountain Fire and Rescue has received a grant from the State and have purchased and equipped their own ambulance. This is the same practice followed by all other rescue organizations in Roanoke County. It is requested that the County of Roanoke increase the number of authorized vehicles for the Department of Fire and Rescue by one, adding the new ambulance to the County's insurance policy. . . 0 FISCAL IMPACT: Read Mountain Fire and Rescue will pay for all associated costs in getting this ambulance operational. Maintenance costs for the ambulance will be paid with funds from the operating budget of Read Mountain Fire and Rescue Department. Insurance expenses for the ambulance will be paid from the Risk Management budget. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the addition to the Fire and Rescue Department Fleet to allow Read Mountain to have two transporting ambulances to provide emergency medical services. Respectfully submitted, Richard E. Burch, Jr. Fire and Rescue Chief ACTION Approved by, Elmer C. Hodge County Administrator VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Harrison _ x _ Denied () increase in number of vehicles Johnson _ x _ Received () McNamara _ x Referred () Minnix _ x To () Nickens _ x _ cc: File Richard E. Burch, Jr., Chief, Fire & Rescue William J. Rand, III, Director, General Services Diane D. Hyatt, Director, Finance C% AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 ORDINANCE 051298-5 AMENDING SECTION 21-19. "EXEMPTIONS -- HOUSEHOLD GOODS AND PERSONAL EFFECTS" OF CHAPTER 21. "TAXATION" OF THE ROANOKE COUNTY CODE TO INCLUDE ANTIQUE MOTOR VEHICLES NOT USED FOR GENERAL TRANSPORTATION WHEREAS, Section 21-19 of the Roanoke County Code establishes a household goods and personal effects which are exempt from taxation; and WHEREAS, the 1997 General Assembly for the Commonwealth of Virginia amended Section 58.1-3503 of the 1950 Code of Virginia, as amended, by including "antique motor vehicles" to this category of exempt goods and effects; and WHEREAS, the first reading of this ordinance was held on May 12, 1998; and the second reading and public hearing was held on May 26, 1998. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County as follows: 1. That Section 21-19. "Exemptions --Household goods and personal effects" of Chapter 21. "Taxation" be amended to read and provide as follows: Sec. 21-19. Exemptions --Household goods and personal effects. The following household goods and personal effects are, pursuant to section 58.1- 3504 of the Code of Virginia, hereby declared exempt from taxation and shall not be assessed for that purpose: (1) Bicycles. (2) Household and kitchen furniture, including gold and silver plates, plated 1 ware, watches and clocks, sewing machines, refrigerators, automatic refrigerating machinery of any type, vacuum cleaners and all other household machinery, books, firearms and weapons of all kinds. (3) Pianos, organs, phonographs and record players, and records to be used therewith, and all other musical instruments of whatever kind, radio and television instruments and equipment. (4) Oil paintings, pictures, statuary, curios, articles of virtu and works of art. (5) Diamonds, cameos and other precious stones and all precious metals used as ornaments or jewelry. (6) Sporting and photographic equipment. (7) Clothing and objects of apparel. fg�.( All other tangible personal property used by an individual or a family or household incident to maintaining an abode. The classification above set forth shall apply only to such property owned and used by an individual or by a family or household incident to maintaining an abode. 2. This ordinance shall be effective from and after its adoption. On motion of Supervisor Nickens to approve the first reading and waive second reading and adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson 2 NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Paul M Mahoney, County Attorney R. Wayne Compton, Commissioner of Revenue Alfred C. Anderson, Treasurer Circuit Court Roy B. Willett, Judge Clifford R. Weckstein, Judge Diane McQ. Strickland, Judge Richard C. Pattisall, Judge Robert P. Doherty, Jr., Judge Jonathan M. Apgar, Judge Steven A. McGraw, Clerk Juvenile Domestic Relations District Court Joseph M. Clarke, It, Judge Philip Trompeter, Judge John B. Ferguson, Judge Joseph P. Bounds, Judge Ruth P. Bates, Clerk Intake Counsellor General District Court George W. Harris, Judge William Broadhurst, Judge Vincent Lilley, Judge Julian H. Raney, Judge Jacqueline F. Ward Talevi, Judge Theresa A. Childress, Clerk Skip Burkart, Commonwealth Attorney Magistrates Sherri Krantz/Betty Perry Main Library Paul M. Mahoney, County Attorney Roanoke Law Library, 315 Church Avenue, S.W., Rke 24016 Roanoke County Law Library, Singleton Osterhoudt Roanoke County Code Book Gerald S. Holt, Sheriff Richard E. Burch, Jr., Chief, Fire & Rescue John M. Chambliss, Jr., Assistant County Administrator Don C. Myers, Assistant County Administrator Diane D. Hyatt, Director, Finance O. Arnold Covey, Director, Engineering & Inspections Terrance L. Harrington, Director, Planning & Zoning Gary Robertson, Director, Utility Michael Lazzuri, Court Services William J. Rand, III, Director, General Services Thomas S. Haislip, Director, Parks & Recreation Elaine Carver, Director, Procurement John W. Birckhead, Director, Real Estate Assessment 4 It AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 ORDINANCE 051298-6 ESTABLISHING A SURCHARGE FOR AND AUTHORIZING THE FINANCING OF A LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, CLEARBROOK SEWER EXTENSION, AND ACCEPTING THE DONATION OF UTILITY EASEMENTS WHEREAS, the Board of Supervisors authorized the extension of public sewer service to the Clearbrook Elementary School in July of 1996 by Action No. A-072396-1; and WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public sewer system to residents of the Clearbrook community; and WHEREAS, the extension of the public sewer system will alleviate a critical public health and safety problem; and WHEREAS, property owners, Dr. J. Milton Miller (Tax Map No. 98.01-1-75) has requested that the County allow him to pay his portion of the costs of connection to the public sewer system over ten years in accordance with the provisions of Ordinance 112288-7; and WHEREAS, the first reading of this ordinance was held on April 28, 1998; and the second reading was held on May 12, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1 1. That the Board authorizes and approves a local public works improvement project namely, public sewer extension for a portion of the Clearbrook community. 2. That the Board authorizes and establishes a surcharge to cover costs associated with the construction of the Clearbrook sewage pump station and sewer force main of $700 per equivalent residential connection (ERC). This surcharge shall apply to all sewer connections within the Clearbrook Drainage Shed and shall be in addition to any construction costs and off-site facility fees imposed. 3. That the Board authorizes and approves the payment by Dr. J. Milton Miller (Tax Map No. 98.01-1-75) of his portion of the cost of extending the public sewer system in accordance with the following terms and conditions: Payment of a sewer connection fee of $15,965, which includes the costs associated with construction, off-site facility fee, and pump station/force main surcharge. Dr. Miller will pay $6,000 down and finance the remaining $9,965 over 10 years at an interest rate of 8% per annum. 4. That these payments shall be returned to the Sewer Fund. 5. That the Board of Supervisors hereby accepts the donation to said Board of the 8 -inch water line easement and the 8 -inch sewer line easement of variable width from Dr. J. Milton Miller, (Tax Map No. 98.01-1-75) as shown on a plat prepared by the Roanoke County Engineering Department, dated 27 April 1998, a copy of which is attached hereto. 6. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. 7. That this Ordinance shall take effect on and from the date of its adoption. 2 On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 RESOLUTION 051298-7 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 May 12, 1998 designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6, inclusive, as follows: Resolution of Appreciation to the families of Mary Jane Burgess and Cherie Burgess Shindell for their donation to Roanoke County of Happy Hollow Gardens. 2. Confirmation of committee appointment to the Fifth Planning District Stormwater Management Advisory Committee 3. Resolution to request that the Virginia Department of Transportation add into the secondary system new portions of existing Roselawn Avenue and Ranchrest Drive and abandon those portions of Roselawn Avenue, Pleasant Hill Drive and Ranchcrest Drive that no longer serve the public. 4. Appropriation of funds for child day care for the Department of Social Services 5. Resolution repealing action previously adopted by the Board of Supervisors regarding Bingo and Raffle Permits and providing for a policy manual. 6. Request to receive and appropriate Section 18 monies from the 01 Department of Rail and Public Transportation for use by CORTRAN. 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 Johnson to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Pete Haislip, Director, Parks & Recreation Arnold Covey, Director, Engineering & Inspections Betty R. McCrary, Director, Social Services John M. Chambliss, Jr., Assistant Administrator W. Brent Robertson, Budget Manager Diane D. Hyatt, Director, Finance Mary E. Hicks, Executive Secretary Vincent K. Copenhaver, Finance Manager Paul M. Mahoney, County Attorney OA AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 RESOLUTION 051298-7.a OF APPRECIATION TO FAMILIES OF MARY JANE BURGESS AND CHERIE BURGESS SHINDELL FOR THEIR DONATION TO ROANOKE COUNTY OF HAPPY HOLLOW GARDENS WHEREAS, Mary Jane Burgess and her sister Cherie Burgess Shindell spent many hours as children visiting their aunt and uncle, Ellen B. Wharton and H. B. Wharton, at Happy Hollow in Roanoke County; and WHEREAS, Ms. Burgess and Ms. Shindell inherited Happy Hollow, and on January 29, 1985, donated to Roanoke County these 34.5 acres and a cabin located in the southwest portion of Roanoke County off State Route 221 on State Route 602 for the enjoyment of its citizens as a place of peace and beauty; and WHEREAS, Happy Hollow is planted with a large variety of species of plants, including various rhododendrons, azaleas, flowers, and fruit trees, making it a wilderness garden which blooms throughout the year; and WHEREAS, Ms. Shindell was a familiar figure at meetings of the Board of Supervisors, representing the League of Women Voters, until her death in 1996; and WHEREAS, Ms. Burgess continued to live at Happy Hollow until her death in 1998, and during her lifetime greeted visitors, cared for the garden area around the cabin, and acted as superintendent of the gardens; and WHEREAS, the Roanoke County Parks & Recreation Department plans to continue to preserve and protect Happy Hollow Gardens as a unique and beautiful area for future generations to enjoy. 1 NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does hereby extend its appreciation and gratitude to MARY JANE BURGESS AND CHERIE BURGESS SHINDELL for their generous donation to the people of Roanoke County of Happy Hollow Gardens; and BE IT FURTHER RESOLVED, that the Board of Supervisors does hereby convey its condolences to the families of Mary Jane Burgess and Cherie Burgess Shindell for the loss of these two generous and exceptional women. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Pete Haislip, Director, Parks & Recreation 2 A -0512989-7.b ACTION NO. ITEM NUMBER" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 12, 1998 AGENDA ITEM: Confirmation of Committee Appointment to the Fifth Planning District Commission Stormwater Management Advisory Committee COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: FIFTH PLANNING DISTRICT COMMISSION - STORMWATER MANAGEMENT CITIZENS' ADVISORY COMMITTEE. Supervisor Harrison nominated William Overstreet to fill the vacancy of Tobie Eaton. RECOMMENDATION: It is recommended that this appointment be confirmed by the Board of Supervisors. Respectfully submitted, Mary H. Allen, CM Clerk to the Board ACTION Approved by, Ci Elmer C. Hodge County Administrator VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Harrison — x _ Denied () Johnson _ x _ Received () McNamara — x Referred () Minnix _ x _ To () Nickens x cc: File Fifth Planning District Stormwater Management Advisory Committee File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON THE 12TH DAY OF MAY 1998 RESOLUTION 051298-7.c REQUESTING ADDITIONS AND ABANDONMENTS OF PORTIONS OF ROUTES 689, ROSELAWN AVENUE, ROUTE 907, RANCHCREST DRIVE, ROUTE 1552, PLEASANT HILL DRIVE, BY THE VIRGINIA DEPARTMENT OF TRANSPORTATION WHEREAS, Route 221, from 0.139 miles south of Route 419 to 1.860 miles south of Route 419, a distance of 1,721 miles, has been altered and a new portion of road has been constructed, Project 0221-080-107, C-501, and WHEREAS, the project sketch, attached and incorporated herein as a part of this resolution, depicting the additions and abandonments required in the secondary systems of state highways as a result of this project, and WHEREAS, the new road serves the same citizens as those portions of the old road identified by the sketch to be abandoned and those segments no longer serve a public need, and NOW, THEREFORE, BE IT RESOLVED, that this Board of Supervisors of Roanoke County, Virginia, requests the Virginia Department of Transportation to add Sections 18, 19, 20, and 21, shown hatched on the attached project sketch, to the secondary system of highways, pursuant to §33.1-229 of the Code of Virginia, 1950 (as amended), and BE IT FURTHER RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby abandons Sections 14, 15, 16, 17 and 22, shown crosshatched on the attached project sketch, as part of the secondary system of state highways, pursuant to §33.1-155, Code of Virginia, 1950 (as amended), and BE IT FURTHER RESOLVED, that the Board of Supervisors of Roanoke County reserves and retains all abandoned Sections as a Sanitary Sewer and Waterline Easement and as a Public Utility Easement, and BE IT FURTHER RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, orders that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor Johnson Seconded By: None Required Yeas: Supervisors Minnix, Harrison, Nickens Johnson 1 Nays: None Absent: Supervisor McNamara A Copy Teste: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation TAX MAP No. 86,12-4-1,4 PROPERTY OF GARY W. & DONNA J. PENICK TAX MAP No. 86.12-4-1.1 PROPERTY OF E.R.S. BUILDERS INC TAX MAP No. 86.12-4-1 PROPERTY OF WILLIAM D. & WINNIE V. CAMPBELL TAX MAP No. 86.08-04-20 PROPERTY OF A.M.E. CHURCH TAX MAP No. 86.08-04-22 PROPERTY OF VIRGIL V & GLADYS S. PATE TAX MAP No. 86.08-08-13 PROPERTY OF TRIANGLE DEVELOPERS TAX MAP No. 86.08-08-1 PROPERTY OF SPRINGWOOD ASSOCIATES TAX MAP No. 86.12-3-10,3, & 2 PROPERTY OF CAVE SPRING BAPTIST CHURCH oi TAX MAP No, 86.12-1-51 PROPERTY OF S.M. & BETTY P. LYNCH TAX MAP No. 86.12-1-50 PROPERTY OF CURTIS JAMES LYNCH TAX MAP No. 86.12-1-49 PROPERTY OF HOWARD S. & HAZEL A. PETERS TAX MAP No. 86.12-1-48 PROPERTY OF JOHN R. PRILLAMAN 04-27-98 ROANOKE COUNTY PLAT SHOWING SECTIONS OF OLD ROADS ENGINEERING & TO BE ABANDONED AND TO BE ADDED TO THE SECONDARY INSPECTIONS DEPARTMENT SYSTEMS OF STATE HIGHWAYS G.-\ CAD \ROADS\ VDOT\ROSELA W2 A -051298-7.d ACTION NO. ITEM ,.� L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 12, 1998 AGENDA ITEM: Request to Appropriate Monies for Child Day Care for the Department of Social Services COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Department of Social Services receives, throughout the year, additional appropriations for public assistance and services delivery. The State has made available $25,000 additional money for the Child Day Care - Local Quality Initiative Program. The Department of Social Services cannot access these state funds until the County has appropriated the same. The Board of Supervisors is requested to appropriate $25,000 to the Social Services grant fund for Child Day Care and to appropriate the related revenues from the State. FISCAL IMPACT: None. The total amount for the additional funding is being allocated to Roanoke County with no local match requirement. STAFF RECOMMENDATION: Staff recommends appropriation of $25,000 to the Social Services grant fund for Child Day Care. Respectfully submitted, o� ---fo CL Betty k. McCrary, PhA. Director of Social S&ivices Approv d by E mer C. Hodg,16 County Administrator _- V _____________________________________________________________________________________________________________________ ACTION VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Harrison _ x _ Denied () Johnson _ x _ Received () McNamara _ x Referred () Minnix _ x To () Nickens _ x _ cc: File Betty R. McCrary, Director, Social Services John M. Chambliss, Jr., Assistant County Administrator W. Brent Robertson, Budget Manager Diane D. Hyatt, Director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 RESOLUTION 051298-7.e REPEALING CERTAIN POLICIES PREVIOUSLY ADOPTED BY THE BOARD OF SUPERVISORS PERTAINING TO BINGO/RAFFLE PERMIT PROCEDURES, AND TO PROVIDE FOR A POLICY MANUAL TO GUIDE THE ADMINISTRATION OF COUNTY GOVERNMENT WHEREAS, the Board of Supervisors of Roanoke County hereby establishes a Policy Manual to provide an organized, systematic approach to the handling of routine matters by this government organization, and a dependable source of reference for all County departments and the Board; and, WHEREAS, this Policy Manual is based upon actions taken and measures adopted by the various boards of supervisors of Roanoke County over the past 20 years; and, WHEREAS, in reviewing these actions of the boards of supervisors of Roanoke County over the past 20 years, certain actions should be repealed, rescinded, modified or amended; and, WHEREAS, this Resolution addresses those actions pertaining Bingo and Raffle Permit Procedures. NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That there is hereby established a Policy Manual for Roanoke County government. 2. That Action A/7-22-86-164.6 adopted July 22, 1986, which action sets up the procedures for handling bingo and raffle permits in the Policy Manual, be, and hereby is, rescinded. 3. That this Resolution shall take effect immediately upon its adoption. 1 On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Mary Hicks, Executive Secretary 2 A -051298-7.f ACTION # ITEM NUMBER Z ` Ce AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 12, 1998 AGENDA ITEM: Request to receive and appropriate Section 18 monies from the Department of Rail and Public Transportation for use by CORTRAN COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County has applied for and received Section 18 monies from the Commonwealth of Virginia Department of Rail and Public Transportation for the period April 27, 1998 through September 30, 1999. The amount approved for the County is $15,624. These monies are pass-through to our CORTRAN program and will be used to purchase a van for the program. These monies are in addition to the local appropriation approved for CORTRAN for the current fiscal year. The Board of Supervisors is requested to accept this grant and to authorize its transfer to the CORTRAN program. FISCAL IMPACT: There are no new County dollars required. The $15,624 for the current fiscal year will be received from the Commonwealth of Virginia to be used specifically for the purchase of a van and should be appropriated so that we can transfer said monies to the CORTRAN program. STAFF RECOMMENDATION: Staff recommends accepting the $15,624 from the Department of Rail and Public Transportation and authorization of the transfer of monies to the CORTRAN program. M:\FINANCE\COMMON\BOARD\5-12-98A.WPD May 5, 1998 SUBMITTED BY: APPROVED: :�7— fl""j A/ 4J1'z,/ Vincent K. Cope aver Finance Manager ZL Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------- ACTION VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Harrison _ x Denied () Johnson _ x _ Received () McNamara _ x Referred O Minnix _ x _ To () Nickens _ x _ cc: File Vincent K. Copenhaver, Finance Manager John Chambliss, Assistant County Administrator M:\FINANCE\COMMON\BOARD\5-12-98A.WPD May 5, 1998 Project Agreement For Use Of Commonwealth Mass Transit Funds Fiscal Year 1998 The Commonwealth of Virginia, Department of Rail and Public Transportation, hereafter referred to as the DEPARTMENT, and the County of Roanoke , hear after referred to as the PUBLIC BODY, enter into this Project Agreement dated April 27, 1998 authorized by Chapter 924 of the 1997 Acts of the General Assembly, as amended. The parties hereby agree to incorporate the Master Agreement for Use of Commonwealth Mass Transit Fund, dated July 1, 1996 as if set out in full herein. The Project Agreement Summary(s) and Budget(s) agreed to by the parties is set out in Appendix(es) B . In no event shall the DEPARTMENT grant pursuant to this Project Agreement exceed $1,224.00 . IN WITNESS whereof, the DEPARTMENT and the PUBLIC BODY have executed this Project Agreement effective on the day and year above written. WITNESS: r LrE By: 2,1 6 e - By: . Niq Director, Commonwealth of Virginia Department of Rail and Public Transportation By : 4�� lgr�� Title: C'vv� f2 !ia/M.-n ,., Public Body:_County of Roanoke Appendix B State Capital Project Agreement Summary Project Number: 609-03-07-80426-98 Grant Recipient: County of Roanoke for UHSTS, Inc. EIN # 54-6001572 Project Start Date: April 27, 1998 Project Expiration Date: September 30, 1999 Capital Project Agreement Budget Detail Expense Detail Purchase 1 Van Total Expenses Expense Summary Federal share of project cost (80%) State share of project cost Local share of project cost Item Amount $18,000 $18,000 $14,400 $1,224 $2,376 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 1998 RESOLUTION 051298-8 CERTIFYING EXECUTIVE MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened an executive 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 2.1-344.1 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such executive 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 executive meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Johnson to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor McNamara A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Executive Session