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11/17/1998 - Adopted Board Records
A-111798-1 ACTION NO. _ ITEM NUMBER )� - I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Regional Fire/EMS Training Center - Authorization to Participate and Method of Funding COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. Roanoke City and the City of Salem have already adopted resolutions of support for this project. This is a very exciting project that has far greater meaning than just the Training Center. Chief Burch and all members of the Team should be commended for their willingness to provide this joint training effort. They were also creative in their method of payment by using State funds. Hopefully, as our insurance fund is repaid, this may also be a source of funds for other, similar projects. BACKGROUND: Roanoke County, Vinton, and the Cities of Salem and Roanoke are continuing to expand the delivery of fire and emergency medical services (EMS) to residents of the Roanoke Valley without regard for political boundaries. Recognizing the need for adequate training facilities, these four jurisdictions have developed a proposal to build a Regional Fire/EMS Training Center. Roanoke County's six -acre fire training center on Kessler Mill Road consists of a burn building, fire truck drafting pit, rail cars, maze trainer, various training props, and a mobile classroom. It lacks adequate classroom, office, and audio/visual training support space and equipment. Roanoke City's high-rise training tower and Salem's state-of-the-art computer training lab are used by all Valley jurisdictions. A training assessment demonstrated the need for a regional training center that would contain approximately 15,400 square feet, including classrooms and support offices, and costing $1.9 million. Separately, none of the Valley jurisdictions can afford to finance and build such a center, so they have agreed to fund their respective shares of the facility's cost by using part of the training funds received annually from the State Fire Programs Fund. This fund is the result of a fee imposed upon each fire insurance policy written in Virginia. The State allocates these funds to localities, based on population, to be used for training and equipping fire personnel. The formula devised by the local Assessment Team commits at least half of the Fire Programs money to debt retirement of this project (Appendix A). Operating costs will be shared from the area departments' existing operating budgets on the same basis as the allocation of capital costs. Appendix B shows the relationship of the Regional Fire/EMS Training Center to the remainder of the County's Kessler Mill Road site. Appendix C shows the concept plan of the proposed site and facility. E-1 SUMMARY OF INFORMATION: The four departments will be able to locate their training personnel at the regional facility. It is anticipated that the paid staff would generally train during the weekdays and that most of the volunteers' training will be done during evenings and weekends. Classes could be open to each jurisdiction and, in fact, could result in a fire training academy style for new employees. A memorandum of agreement has been developed which provides for the sharing of costs, methods of managing operational issues through a joint training governing committee, and the fact that the County will retain ownership of the facility at the end of the term of the agreement. It also provides that the architect being used is through Roanoke County's procurement process and that the County will be the lead agency for the bidding and construction processes. FISCAL IMPACT: The projected cost of the Regional Fire/EMS Training Center is $1.9 million, with Roanoke County's share being 44% of that sum, or $837,847, for a turn -key project that will include furniture, fixtures, etc. It is suggested that we lend our share from our insurance reserve fund. We could repay the loan (with or without interest) at the rate of $60,000 per year with revenue from the Fire Programs Fund (Roanoke County received $94,072 for 1998-99). No new County money would be required from the General Fund budget. ALTERNATIVES: 1. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and bring in a report later authorizing funding for this project. 2. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and authorize the use of up to $837,847 from the County's insurance reserve fund, to be repaid with nominal interest (perhaps 2 - 4 %) at the rate of $60,000 per year from funds received from the State's Fire Programs Fund. The debt would be repaid in approximately 20 years. 3. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and authorize the use of up to $837,847 from the County's insurance reserve fund, to be repaid at the rate of $60,000 per year without interest from funds received from the State's Fire Programs Fund. The debt would be repaid in 14 years. STAFF RECOMMENDATION: Staff recommends Alternative #3. 2 Respectfully submitted, T"A-j- 4� —& . Richard E. Burch, Jr., C ''ef Fire and Rescue Department Approved by, Elmer C. Hodge County Administrator 4E— / ---------------------------------------------- ACTION VOTE No Yes Absent Approved (x) Motion by: H Odell Minnix to approve Johnson — x Denied () participation and funding Harrison — x — Received () McNamara x Referred () Minnix _ x To () Nickens — _ x cc: File Richard E. Burch, Jr., Chief, Fire & Rescue Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 3 Respectfully submitted, Richard E. Burch, Jr., Chwief Fire and Rescue Department Approved by, Elmer C. Hodge County Administrator E' / -------------------------------------- ---------------------------- VOTE ACTION No Yes Absent Approved (x) Motion by: H Odell Minnix to approve Johnson _ x — Denied O participation and funding Harrison _ x _ Received () McNamara— x Referred () Minnix — x To ( ) Nickens — — x cc: File Richard E. Burch, Jr., Chief, Fire & Rescue Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 3 f- / APPENDIX A Roanoke Valley Regional Fire Training Academy Agreement Each partner agrees to support the Regional Fire Training Center on a pro -rated schedule as outlined below: Locality Share of Total Construction Cost Share of Annual Operating Expenses % of Costs Roanoke County $837,847.51 $13,200 44% Roanoke City $837,847.51 $13,200 44% Salem City $152,335.91 $2,400 8% Town of Vinton $76,167.96 $1,200 4% Total $1,904,198.89 $30,000 100% APPENDIX B =1 OV JV W 2 2 sea X07 pA �` .�� —• � NC 3 a..'71 • i�l III i APPENDIX C Page 1 of 2 I E-1 3�• APPENDIX C Page 2 of 2 Q s �a 3 --------------------------------------------------------- MEMORANDUM OF AGREEMENT This Memorandum of Agreement is hereby made and entered into this day of 4= '19 with Roanoke County ("County") the City of Roanoke ("City"), City of Salem ("Salem") and Town of Vinton ("Town"), Virginia, and for identification shall be hereinafter referred to as "Partners". Whereas, the undersigned political subdivisions which are parties to the Agreement are desirous of maximizing the training of fire and emergency medical personnel by combining resources and making the most efficient use of training staff; and Whereas, it is desirable that each of the parties hereto should voluntarily aid and assist each other in the training of fire and emergency medical personnel; and Whereas, none of the parties hereto currently has a suitable facility for conducting on-going fire training academies and related classes; and Whereas, all parties hereto desire to combine potential resources to construct a regional fire training academy for the use and good of all parties; and Whereas, County owns appropriate land identified in the attached plat (Appendix B) in Roanoke County suitable for the development of a cooperative fire training facility which land and existing improvements shall be used by the Partners for purposes of this Agreement; and Memorandum of Agreement Page 1 of 9 Whereas, partner jurisdictions have capital funds available to begin development of a cooperative fire training facility. Now, therefore it is hereby agreed by and between the parties hereto as follows; 1. The term "Regional Fire Training Building or Center" shall mean land, designated roadways leading immediately thereto, utilities, fire tower, training center, or other physical structures and facilities located on property used for the purpose of providing a fire training facility on property heretofore identified and used for the purpose of providing a fire training facility. 2. The Center shall be under the joint direction and supervision of a training governing committee ("Committee") consisting of representatives appointed by the Fire Chiefs of the Partners. SPECIFIC PROVISIONS 1. County shall make available suitable land heretofore identified in west Roanoke County to be developed as a regional training center. County shall retain ownership of the land and improvements throughout the term of this agreement. The City, Salem, and Town hereby authorize the County to make all applications on their behalf related to zoning and any required permits for this project. 2. County has prepared a draft site plan that provides general dimensions of the training center and includes proposed building location with draft architectural .Memorandum of Agreement Page 2 of 9 wv,� drawings. The draft site plan and drawings are incorporated into and made a part of this agreement as depicted in Appendix C. 3. Costs of utilities shall be borne by the committee which shall provide for such costs in its annual operations budget. 4. County will, as expeditiously as possible, take all actions necessary thereafter to obtain all required zoning, special use and building permits. County will act on behalf of the Partners and be the lead agent in bidding and procuring an architect and builder of the center. Costs will be allocated to each Partner in accordance with the formula set forth in Appendix A. 5. The committee will be responsible for administration and coordination of the Center's use. 6. County will coordinate utilities, trash removal and routine Center maintenance. 7. To the extent permitted by the laws of the Commonwealth of Virginia, the County will be responsible for the acts or failures to act of its officers, agents and employees which may result in any claim for liability or monetary penalty under either state or federal law related to any alleged activity or violation of any environmental law or regulation and/or which causes or allegedly causes injury to persons or property occurring at or near or arising out of the Center site, including all adjoining properties, owned by the County. In so far as permitted by law, each party agrees that, as between the parties, it shall be responsible for its agents' acts and employees' acts and omissions within the scope of their duties which cause injury to persons or property directly resulting from their use of the Center. Notwithstanding the above, none of the Partners Memorandum of Agreement Page 3 of 9 E—( shall be responsible for punitive damages assessed against its employees or agents or for its employees or agents criminal conduct. Nothing herein shall be deemed as a waiver of sovereign immunity or any other defense available to the Partners. The provisions of this agreement are for the sole benefit of the parties, and no other person or entity shall be entitled to enforcement of any parts of this agreement. MUTUAL OBLIGATIONS 1. The Partners agree to provide contributions of assets or funds as identified in Appendix A for the construction of and improvements to the Center. Once the Center is initially completed, the Partners will contribute funds contingent upon budgetary approval by the Partners in pro -rated parts toward the operating expenses of the Center based upon the formula in Appendix A. 2. The initial Center improvements shall include the following: an office and instructional building of new construction of approximately 15,400 square feet. 3. The Partners agree that the construction of and improvements to the Center will comply with all state laws and county code provisions and the directions of the Committee. The Roanoke County Purchasing Department will handle the procurement of all construction services, materials and supplies for the construction of and improvements to the Center upon written direction of the Committee by its Chair as provided in paragraph 5 below. Memoramfism of Agreement Page 4 of 9 e i 4. The Roanoke County Finance Department will process all invoices for payment for these materials and supplies and will bill the Partners on a quarterly basis in accordance with the terms of this agreement for all expenses, services and operating costs associated with the Center as approved by the Committee. 5. The Center will be under the jurisdiction and supervision of the Committee. The Committee will consist of eight (8) members appointed as follows: Chair: The Chair shall be a member of the Committee who shall have all rights of membership including the right to vote. The Chair shall rotate each calendar year between the jurisdictions in the following order: County Fire -Rescue Chief or his designee; City Fire -EMS Chief or his designee; Salem Fire Chief or his designee. Members County (3) : Fire Chief, Training Officer, appointee of Fire Chief CSC (3) Fire Chief, Training Officer, appointee of Fire Chief Salem (1): Chief or designee. Town (1): Designee 6. The Committee shall adopt and be governed by bylaws which shall be subject to approval by the Chiefs of both the City and County. Such bylaws shall include the following components: Memorandum of Agreement Page 5 of 9 A. Quorum. Five (5), which can be made up of members from any of the four departments. In order for the committee to approve any formal action, if fewer than five affirmative votes are received, there must be at least one affirmative vote from three of the Partners. B. Meeting Schedule. To be held at least quarterly. C. Notice of Meetings. Five working days unless waived in writing by all members. D. Scheduling/Use. To be determined by the Committee and incorporated in the bylaws or published rules. 7. With the objective of insuring safe operation of the Center, the committee shall govern the use of the Center. Subject to the terms and conditions of this memorandum of agreement, the committee shall have absolute discretion to refuse permission for the use of the Center or to establish such conditions for its use as the committee shall deem necessary. 8. Each respective political subdivisions shall have control over its employees. Employees will be under the rules and regulations of their employers. 9. This Agreement shall not be construed to impair or affect any sovereign or govemmental or official immunities that may otherwise be available to the City and County of Roanoke, Salem and Vinton, any of its officers, agents or employees. Any legal liability which may be imposed upon either party by a court of competent jurisdiction or by duly authorized settlement of any legal claim against either jurisdiction shall be retained by each party hereto for the Memorandum of Agreement Page 6 of 9 conduct of its own employees and for such invitees as each may authorize to use or be present on the premises of the Center. In the event of a third party liability claim not covered by this paragraph, the City, County, Salem and Town shall share in the proportions set forth in Appendix A in all costs of defense and in any monetary judgment or settlement of such claim, unless otherwise mutually agreed to between the parties. 10. Each partner shall be responsible for worker's compensation liability for .their respective employees who may suffer compensable injuries arising out of their use of or authorized presence at the Center. 11. Snow removal decisions shall be made by the Committee and necessary costs for such will be shared by the parties hereto according to Appendix A, cost sharing formula. 12. Annual operating costs and maintenance of the Center: A. The Committee shall adopt an annual operating and maintenance budget for the Center and shall submit such budget to the City, County, Salem and Town budget offices by December 15 of each year. Operating costs shall be pro -rated as outlined in the cost sharing formula of Appendix A. B. The County Fire -Rescue Chief or his designee will prepare an itemized invoice and forward to the other Partners on a quarterly billing (September 30, December 31, March 31 and June 30) for the actual cost of operating and maintaining the Center. Within 30 days, the Partners shall approve and forward for payment. Mcmeraa dum of Aw-ee.nent Page 7 of 9 13. It is the intent of the Partners of this agreement to have a twenty-five (25) year term. This agreement can be renewed on a five (5) year recurring basis with approval of the remaining Partners. 14. Any Partner may indicate its desire to terminate this agreement by providing written notice to the chief governing officer of the other Partners at least two (2) years in advance of such termination. Within thirty (30) days upon receipt of such written notice to terminate, the receiving jurisdiction may request the initiation of mediation or other non-binding alternative dispute resolution (ADR) proceedings. Such a request for ADR proceeding shall operate as a stay of any termination until the completion of any such proceedings pursued in good faith. In the event of termination, each Partner desiring to terminate will be reimbursed by County for the value of the improvements and equipment for which such Partner has been invoiced and has paid as part of construction of the offices and training center complex but reduced in value on a straight line depreciation calculation but not to exceed a twenty-five (25) year calculation period. Ownership of any Partner's personal property which has not been formally transferred to the Committee shall be retained by the Partner and may be removed from the Center site at termination. The County shall retain ownership of the site and shall have and receive ownership of all fixtures, personal property and equipment and other assets of the Committee. Each Partner shall execute any quit claim deed, bills of sale or conveyances reasonably requested by the County to evidence the County's ownership of all assets formerly owned or controlled by the Committee. 15. The remaining Partners shall pay the exiting jurisdiction any amount established in accordance with paragraph 14 above within ninety (90) days from the termination date of this agreement. Memorandum of agreement Page 8 of 9 W. Robert Herbert, City Manager, Roanoke City Date Eimer Hodge, Roanoke County Administrator Date Randolph M. Smith, City Manager, Salem Date Clay Goodman, Vinton Town Manager Date Memorandum of Agreement Page 9 of 9 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-2 AUTHORIZING ADOPTION OF EMERGENCY OPERATIONS PLAN FOR ROANOKE COUNTY WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia, is greatly concerned with the health, safety, and well-being of its citizens and desires that the best possible emergency services be available to them; and WHEREAS, the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, Chapter 3.2 of Title 44 of the Code of Virginia, 1950, as amended, requires that each city and county in the Commonwealth maintain an Emergency Operations Plan (EOP) which addresses its planned response to emergency situations; and WHEREAS, such an EOP has been developed by County staff in coordination with the Virginia Department of Emergency Services incorporating input from responsible local agencies; and 1993. WHEREAS, this EOP replaces the plan adopted by Roanoke County on June 8, NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia that, on the 17th day of November, 1998, it does hereby officially adopt the revised and current Roanoke County Emergency Operations Plan, to include plans and procedures for both peacetime and war -caused disasters. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: 1 AYES: NAYS: ABSENT: Supervisors McNamara, Minnix, Harrison, Johnson None Supervisor Nickens cc: File Richard E. Burch, Paul M. Mahoney, A COPY TESTE: .�- Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors Jr., Chief, Fire & Rescue County Attorney 4 A-111798-3 ACTION NUMBER ITEM NUMBER 4E- 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Request for funding to proceed with demolition of abandoned structure located at 6993 Franklin Road (220 South) in the Cave Spring Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: This is the first time that we have used the General Fund money to remove dangerous and unsightly abandoned buildings. In the future, we will need to adopt a policy and establish a funding source. I strongly prefer establishing a procedure that places a lien on the property so that we may recover County funds. Recommend approval. EXECUTIVE SUMMARY: This is a request for appropriation of funds to allow the County to demolish an abandoned and unsafe structure. This procedure is described in Section 7-68 of the Roanoke County Code. BACKGROUND: This structure has remained abandoned and unsecured for several years. Notices to repair or demolish the structure have been served on the owners of record several times with the most recent being June 26, 1998. Calls and complaints from residents of the area seek to have the building demolished in keeping with the recent improvements to Rt. 220. SUMMARY OF INFORMATION: Acting on complaints received from area residents, the building was inspected 1 E- 3 to determine its current condition. The structure was found to be vacant and open to the public at the doors and windows, which constitutes a fire hazard. The building was also found to be structurally unsound due to deterioration of the wooden roof structure. Based on these findings the building was declared unsafe by the Building Commissioner as prescribed by Section 7-63 of the Roanoke County Code. The owner of record was found to be the James S. Armstrong Estate and a notice to demolish the structure was sent to Mr. John A. Franks of Boones Mill, administrator of the estate. Mr. Franks received the notice by registered mail on July 16, 1998. To date, no action has been taken by the owner to remedy the situation. Verbal estimates for removal of the structure have been sought from several demolition contractors. Estimates range from a low of $4800 to a high of $10,000. An asbestos survey has been recently performed on the structure. The floor tile and mastic have been identified as containing asbestos, but it is in a non -friable state and should not add greatly to the overall cost of demolition. FISCAL IMPACT: No funds are currently budgeted for this item. An appropriation from the Board Contingency Fund is requested in an amount not to exceed $10,000. Funds expended to correct the situation may be attached to the property as a lien and collected in the same manner as unpaid taxes. ALTERNATIVES: 1. Appropriate the requested funds to allow demolition to proceed in order to remove the threat to the safety of the nearby residents in a timely manner. The county should proceed to have the structure removed and recover the cost of demolition as provided for in the ordinance. 2. The ordinance allows the county attorney to institute legal proceedings to compel the owner to comply by court action. The property has several heirs with joint responsibility rather than a single owner. This alternative could be a lengthy process leaving the area residents exposed to the danger created by this structure for some time. 2 3. Take no action. STAFF RECOMMENDATION: Staff recommends Alternative 1. SUBMITTED BY: APPROVED BY: ArnolCovey, Director Elmer C. Hodge Department of Community Development County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H Odell Minnix to approve Johnson x — Denied () fundina from Board Contingency Fund Harrison _ x Received () McNamara_ x Referred () Minnix _ x _ To () Nickens _ — x cc: File Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 3 r �RLIELREiK 1 DR. xi209'�- -. `4-�pf J AI921 1 2 VICINITY MAP' i,0 1.58 A C N- - L,—Y..� 64.1 36.� 1126 .►136 3yaL 1. 11 63 4.84 Ac Ac ;6i. 2.49 _p • s�� Ac A, '�� 9O 1 c ( ) 15 J .,62 1604 154 Ac '�AJ O r n 'V 155 46 53: T I . IOAc 75. 5 ?y24• 9 8 Ac(D 4969 �4A , O �c 79 2.55 Ac 76 78 2.I I Ac 6973 a .I 7Ac 7 P3 77.0 I On i A L7 n r ROANOKE COUNTY DEMOLITION OF ABANDONED STRUCTURE AT DEPARTMENT OF 6993 FRANKLIN ROAD (220 SOUTH). COMMUNITY DEVELOPMENT a LN Nj74 pZ d1 2.3OA A-111798-4 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: November 17, 1998 AGENDA ITEM: Acceptance of a Grant Circuit Court Clerk's a Microfilm Reader and COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: by the Roanoke County Office for Purchasing Separate Printer The Roanoke County Circuit Court Clerk's Office has been notified by the Library of Virginia that it has been awarded a Virginia Circuit Court Records Preservation Program (VCCRPP) grant in an amount not to exceed $13,940.00 for the purpose of purchasing a microfilm reader and separate printer. FISCAL IMPACT: This is a 100% grant in the amount of of Virginia which I am requesting to office. There are no requirements contributions by Roanoke County. STAFF RECOMMENDATION: $13,940.00 from the Library be allocated to the Clerk's for matching funds or other The staff recommends acceptance of the grant from the Library of Virginia. Respectfully submitted, Steven A. McGraw, Sr., Clerk Roanoke County Circuit Court ACTION Appro ed b� Elmer C. Hodge, Jr. County Administrator VOTE No Yes Absent Approved (x) Motion by: Fenton F. Harrison to approve Johnson _ x _ Denied ( ) Harrison _ x — Received ( ) McNamara_ x Referred ( ) Minnix — x To ( ) Nickens _ _ x cc: File Steven A. McGraw, Sr., Clerk of Circuit Court Diane D. Hyatt, Director, Finance COMMONWEALTH ©f FYI' CjINIA THE LIBRARY of VIRGINIA serving the archival and research needs of Virginians since 1823 Nolan T. Yelich (804) 692-3500 STATE LIBRARIAN October 7, 1998 V/TDD (804) 692-3976 Mr. Steven A. McGraw, Sr. Clerk of the Circuit Court Roanoke County P. O. Box 1126 Salem, VA 24153-1126 Dear Mr. McGraw, Sr.: It is our pleasure to inform you that your Reader/Printer grant application from the Virginia Circuit Court Records Preservation Program has been approved, in whole or in part, by the review board, subject to the stated amount, availability of funds, and the provisos stated in the grant agreement, sections 2 and 3. Please review these provisos carefully to determine the scope and/or limitations of the project. You will find the grant agreement enclosed. This agreement, along with the original grant application spells out, in detail, the term of your project, the portion of your project supported with grant funds, and the specific work that is to be accomplished. It will also indicate your fiscal and program reporting requirements. Please read the agreement carefully. When this agreement is signed and returned to the grant administrator's office at the Library of Virginia, along with any applicable documentation, funds will be released to your locality's fiscal office as scheduled in the agreement. Please accept our congratulations on the approval of your application. We appreciate your interest in preserving Virginia's documentary heritage and extend our best wishes for a successful project. Grant Agreement Number: 1999A - 23 800 East Broad Street • Richmond, VA 23219-1905 THE VIRGINIA CIRCUIT COURT RECORDS PRESERVATION PROGRAM -y A STATEWIDE PROGRAM OF ASSISTANCE AND GRANTS FOR VIRGINIA'S CIRCUIT COURT CLERKS OFFICES Promoting Effective Protection for Roanoke County's Circuit Court Records GRANT AGREEMENT NUMBER: 1999A - 23 PROJECT TYPE: Reader/Printer Agreement Packet for Circuit Court Records Preservation Grant Program Includes: I. Agreement H. Payment Schedule M. Instructions - Project Status and Financial Expenditure Reports IIIa. Project Status Report IIIb. Financial Expenditure Report The Virginia Circuit Court Records Preservation Program The Library of Virginia 800 East Broad Street Richmond, Virginia 23219-1905 Fax (804) 692 - 3603 Office (804) 692-3605 I. Agreement Number: 1999A - 23 COMMONWEALTH OF VIRGINIA The Library of Virginia Agreement between The Library of Virginia and the Circuit Court Clerk's office of Roanoke County THIS AGREEMENT is made and entered into by and between the Commonwealth of Virginia, The Library of Virginia, hereinafter referred to as the LVA, and the Circuit Court Clerk of Roanoke County, hereinafter referred to as the CLERK. Whereas the LVA, in cooperation with the Virginia Circuit Court Clerks Association, in the exercise of its lawful duties, is the administrator of state funds provided through the Virginia Circuit Court Records Preservation Grant Program, and the program's grant review board has approved an application for records preservation funds submitted by the CLERK, which application is by reference made a part of this agreement; and The CLERK, acting under the authority vested in him/her by the Code of Virginia, Sections 17-44 and 42.1-87, to preserve circuit court records, has applied for records preservation funds; and The LVA and the CLERK agree to cooperate in the implementation of the circuit court records preservation project referenced in the submitted grant application, numbered 1999A - 23. Therefore, the said parties hereby execute this agreement according to the following terms and conditions: The term of this project shall be December 1, 1998 - June 1, 1999, or the completion of the project, whichever comes first. The CLERK agrees to: A. SPEND OR OBLIGATE ALL GRANT FUNDS BY THE END OF THE PROJECT TERM AND RETURN ANY UNEXPENDED OR UNOBLIGATED FUNDS TO THE LVA WITHIN THIRTY (30) DAYS OF THE END OF THE PROJECT FOR REPAYMENT TO THE COMMONWEALTH OF VIRGINIA, CIRCUIT COURT RECORDS PRESERVATION GRANT PROGRAM. In the event this grant is renewed, any funds not spent by the end of this project phase shall be carried over into the renewed grant project. B. To carry out the project as approved in the grant application and/or any provisos thereto stipulated by the grant review board, which consist of the following: 1) Sign and return this grant agreement to the LVA, attention: Glenn Smith. 2) Notify the locality's treasurer, director of finance, or other appropriate person of the forthcoming grant disbursement, which will be transferred electronically by the Commonwealth's treasurer's office. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 2 3) C. Commence work on the project within a reasonable time, and complete the project with diligence and within the scheduled time in accordance with the terms of this project. D. Submit the required Project Status Reports and Financial Expenditure Reports, and any specified reports as scheduled in this agreement, using the forms included herewith. Continued funding and/or satisfactory completion of the project is subject to the receipt and approval of these reports. E. Immediately inform the LVA, in writing, of any events impacting the grant project, including its line -item budget such as: 1) problems, delays or adverse conditions which will impair attainment of the project objectives, along with a statement of contemplated action and/or assistance, if any, needed to resolve the situation; 2) favorable developments which will shorten the time scheduled to complete project objectives, produce greater benefits than anticipated, or decrease project costs. F. Maintain all project financial, programmatic, and inventory records, reports, and supporting documents for a period of three (3) years after completion of project as required under the General Schedule promulgated by the Records Management Program of the LVA. G. Provide to his/her locality's independent financial auditor, the LVA or any of their authorized representatives, access to the books, documents, papers, and/or other records which are pertinent to the grant, for audit, examination, and to make any necessary excerpts and/or transcripts. Support accounting records by such source documentation as canceled checks, paid bills, and payrolls. E- y H. Expend all State funds received for the project for the purpose for which granted, and any such funds not so expended for this specified project, shall be repaid to the LVA, for redeposit in the circuit court records preservation account. Subject to the notification requirements of subparagraph E above, the Clerk shall have the flexibility to shift funds from one line item to another, as determined by the Clerk to be necessary for the efficient completion of the project. Comply with state laws, Department of Accounts and Auditor of Public Accounts rules, regulations, policies, procedures, and standards as they relate to the acceptance and use of funds for this state -assisted project. Procure supplies through the state contract, or through approved locality procurement procedures. 3. The LVA agrees to: A. Furnish funds to the CLERK, contingent upon the availability of state funds, in the maximum amount of 13 940.00. Payments will be made in accordance with the Payment Schedule attached to, and made a part of, this agreement. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 3 B. Monitor the activities performed pursuant to this agreement and conduct periodic evaluations to assess the progress toward completion of the project. C. Provide information, consultation, assistance, and forms. D. Review all proposed changes to the project to assure that such changes are consistent with applicable statutes and regulations. E. When applicable, provide one (1) set of duplicate reels to be distributed to each of the following: the CLERK, the public library in the CLERKS' locality, the Archives Reading Room, and the LVA Information Imaging Branch or Photo Lab. 4. The Clerk and the LVA agree that: A. Upon giving notification of unsatisfactory compliance with this agreement, and allowing reasonable time for a response, the agreement will be terminated. Such termination will be by written notice to the CLERK and the local fiscal office using certified or registered mail, with return receipt requested. B. The CLERK has the right, at any time, to request the LVA to terminate and cancel this agreement upon written notice. C. If this agreement is terminated and canceled, unused funds will be returned for redeposit in the circuit court records preservation account. Likewise, if after audit, it is determined that funds were expended for anything not specified in the project agreement, such funds must be returned for redeposit in the said account. D. This agreement supersedes all prior agreements and understandings, both oral and written, with respect to the specified project as covered by the grant application and/or any amendments thereto. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 4 ATTEST: Steven A. McGraw, Sr. Clerk, Roanoke County Circuit Court October 27, 1998 Date Commonwealth of Virginia The Library of Virginia Nolan T. Yelich State Librarian Date Virginia Circuit Court Records Preservation Program �-y Agreement Number: 1999A - 23 Ey COMMONWEALTH OF VIRGINIA The Library of Virginia PAYMENT SCHEDULE Clerk, please complete the following and return with the agreement: Fiscal Officer (Treasurer, Director of Finance, or locality administrator), Locality, and Phone Number of Fiscal Office: Mrs. Diane D. Hyatt, Director of Finance County of Roanoke 5204 Bernard Dr., SW P. 0. Box 29800 Roanoke, VA 24018-0798 Federal Identification Number (FIN) of the Treasurer's Office or Department of Finance: FIN: 54-6001572 Payment(s) by the Library of Virginia shall be made in the manner and according to the schedule indicated below: A maximum of $13.940.00 paid, by electronic transfer(s), to the fiscal office of Roanoke County on or after the following date(s), pursuant to the timely return of the grant agreement, responses to the provisos, and subsequent reports: November 1, 1998 Virginia Circuit Court Records Preservation Program AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. that the certain section of the agenda of the Board of Supervisors for November 17, 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 15, inclusive, as follows: Approval of minutes for October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 3. Resolution of Support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the right-of-way. 7. Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. 8. Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. 9. Request for acceptance of Wales Court and portions of Salisbury Drive into the Virginia Department of Transportation Secondary System. 10. Request from Schools for appropriation of $11,444 to the School Grant Fund for a truancy reduction initiative. 11. Request from Schools for appropriation of $3,915.28 for the dual enrollment program with Virginia Western Community College. 12. Request from Schools for appropriation of $56,335.35 Technology Literacy Challenge Grant for technology training. 13. Request from Schools to appropriate $46,121 to the Roanoke Valley Regional Special Education budget. 14. Acceptance of Water and Sanitary Sewer Facilities serving Winterberry Pointe, Sections 2 and 3. 15. Acceptance of donation of a sanitary sewer easement from Larry G. Conner and Ida Jane E. Conner in connection with the Peters Creek Detention Basin Project. 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 Minnix to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson 2 NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: 22 L-e� VV'/. Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: Timothy W. Gubala, Director, Economic Development J. R. Lavinder, Chief of Police Terrance L. Harrington, County Planner Diane D. Hyatt, Director, Finance Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development Michael J. Lazzuri, Director, Court Service Unit Joseph Sgroi, Director, Human Resources Brent Robertson, Budget Manager C. JoAnn Burkholder, Student Assistance Program Coordinator Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board Lorraine S. Lange, Assistant Director of Instruction Dr. Jane James, Director, Technology Dr. Carol Whitaker, Regional Program Director A-111798-5. a ACTION NUMBER ITEM NUMBER—, AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: Confirmation of appointment to the Blue Ridge Alliance for Organ and Tissue Donation COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following nomination was made at the October 27 meeting and should now be confirmed. 1. BLUE RIDGE ALLIANCE FOR ORGAN AND TISSUE DONATION Supervisor Nickens nominated Mary H. Allen to a two year term which will expire November 12, 2000. STAFF RECOMMENDATION: It is recommended that the above appointment be confirmed by the Board of Supervisors. SUBMITTED BY: Mary H. Allen, CMC/AAE Clerk to the Board ACTION APPR ED BY* /fes Elmer C. Hodge County Administrator VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied () Harrison _ x Received () McNamara_ x Referred () Minnix _ x _ To () Nickens _ _ x cc: File Blue Ridge Allowance for Organ and Tissue Donation File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5.b ENDORSING VIRGINIA'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY'S APPLICATION FOR VIRGINIA INDUSTRIAL SITE DEVELOPMENT FUNDS Whereas, the Virginia Industrial Site Development Fund was passed by the 1998 General Assembly; and Whereas, the objectives of the Fund are: to assist in the development of publicly owned, marketable regional industrial sites; to strengthen the capacities of distressed communities to stimulate and promote economic development activity; to encourage the development of regional cooperation and marketing concepts for economic development purpose; and to increase Virginia's total industrial site inventory; and Whereas, the Department of Housing and Community Development has prepared program guidelines for the Virginia Industrial Site Development Fund; and Whereas, the General Assembly has provided $3 million in State financial assistance to distressed communities to assist with the development of regional industrial sites; and Whereas, the legislation gives "preference to regional sites (two or more localities), sites purchased or placed under option and engineering study contracted for or completed;" and Whereas, the 1997 Virginia General Assembly adopted the Virginia Regional Industrial Facilities Act; and 1 Whereas, the Act provided localities in the New River Valley and the Fifth Planning Districts a legislative mechanism to enhance the economic base of this region by allowing local governments to jointly develop, own and operate one or more industrial facilities on a cooperative basis; and Whereas the Act provided that participating localities could share the revenue generated from a cooperative regional industrial facility; and Whereas, Virginia's First Regional Industrial Facility Authority formed in 1998 in response to the Virginia Regional Industrial Facilities Act; and Whereas, the counties of Bland, Craig, Giles, Montgomery, Pulaski, Roanoke, and Wythe, the cities of Radford, Roanoke, and Salem, and the towns of Pulaski, Dublin, Narrows, Pearisburg, and Christiansburg are the members of Virginia's First Regional Industrial Facility Authority. Now, Therefore be it resolved, that the Board of Supervisors of Roanoke County, Virginia, does hereby support the Authority's application for $1.375 million from Virginia Industrial Site Development Funds for construction of the New River Valley Commerce Park; and Be it further resolved that the remaining $7,464,089 construction costs will come from: $500,000 ARC (application submitted), $4,139,089 participating localities; $450,000 VDOT, and $1 million EDA; and Be it further resolved that Elmer C. Hodge, County Administrator, is the chief administrative officer for the County of Roanoke and is authorized to sign and submit all appropriate information necessary for Virginia's First Regional Industrial Facility Authority 2 to apply for VISDF funds. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Timothy W. Gubala, Director, Economc Development David W. Rundgren, Executive Director, New River Valley Commerce Park Study Committee 3 A-111798-5. c ACTION NO. ITEM NUMBER: — V AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17 1998 AGENDA ITEM: Request to donate damaged surplus uniform jackets to charitable organizations COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Current policy requires that surplus County property be sold at auction. The following is a request for an alternative to that procedure. SUMMARY OF INFORMATION The Police Department routinely has uniform jackets that are outmoded, damaged, or in a frayed condition which are not appropriate to issue to patrol personnel. However, this clothing could still be utilized for protection against winter weather. The agency proposes to remove all police insignia from these jackets and donate them to area charitable organizations that care for disadvantaged individuals. The agency requests approval to dispose of this County surplus property in this manner. FISCAL IMPACT: None. These jackets are currently being replaced as their condition requires. ALTERNATIVES (1) Continue with the present policy of returning the jackets to Procurement for destruction or auction; or (2) donate them to a charitable organization. STAFF RECOMMENDATION Staff recommends that the Police Department be authorized to donate these uniform jackets to charitable organizations for disadvantaged individuals. SUBMITTED BY: order C ief of Police APPROV D: Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: H Odell Minnix to approve Johnson _ x _ Denied () Harrison _ x Received () McNamara_ x — Referred () Minnix _ x _ To () Nickens _ _ x cc: File J. R. Lavinder, Chief of Police THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION 1117998-5.d REQUESTING ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF SCOTFORD COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions 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, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR -5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements* and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor Minnix Seconded By: None Required Yeas: Supervisors McNamara, Minnix, Harrison Johnson Nays: None Absent: Supervisor Nickens A Copy Teste: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation '40 �z O m � � m O < U O O O w 2 �d n d ;G O O ct � rn rn rn M M M ^ E -a H H Ra py m Q! c m m o o m Q Q p° a a a o a a U a a a a a w m z x Q x rnx a% Orn a4 P4 E-4 M o o H o _ Q Q Q Q U44 V x z z x I z � U O O O W O F E-+ M E-4 rn I H rn U U < W w o w oo p p W o $ -- b E--4 a y z z LC z o z m m� m z H O H � W H O C E-4 E-4 Y P E-4 E-4 c ¢ FF ¢ e ¢ ¢ x FF ¢ `° c a d o o a c s o o b c s c u r- a a u !- a Z a u !- a u` F a S I x m e 3 � O � O Q F{ L cn P m w w a E4 � c z o 0 0 c� ¢ z lo! z 2 ) 5 \ 0 � / $ E-4 Ca / n � R 2 r n \ o = \ k c / . \ \ ■ , _ � . . i ! � . § � 2 /CL.CL / CIL / 0cl \ \ / £ ] \ \ 7 2 c A !V } / § • L) rn \ \ } \ \ } \ k \ ID j/, j a = � E _ IL� _ - CL- CL/ 6 e Z § \ / _ - 0 5 � \ } Q = \ \ \ } / \41 � � ¥ � NOR TH NEW PRIVATE ACCESS ]79 �.E 8 EASEMENT fOR THE 30• WARR t 'TI*•J wt �.� KHETIT Of HARMAN ET AL i SEWER EASEMENT _ Y''<\„ \6�' L A,.30NAEEY ETAL sEE DETAIL 15 TAME 70.03-,-39 a a BOCK IPae/ .' 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P4 ILO vim\ P9 15.9 8 q3t g 6� \ Aub �9 4 45 °IM1 �� 30.91' $01'451(iW / 11.948 aa.ft �- ' r 4% Li ' 18.533 salt./ a. W 7.5'� , / I le WESTCHESTER OF CANTERBURY PARK,>' �' °°rte oJ, hM1 46 )79B' TAX \ C i '� 4 �� 18.606 aµ11 1 �^'. �// REMAHINIG PROPER SECTION 10 DES: 1 a / �.: t 1c1 4S 1¢ w !• a \ .• 9 9O a. `\ V•. Jy , • 0.D \ ...4.41 800NE. 90CNE ! LE PROPOSED ADDITION SHOWN IN GRAY DESCRIPTION: 1) Scotford Court - from the intersection of Chadsworth Court to a point 144' northwest. 2) Scotford Court - from the northwest cul-de-sac to the intersection of Hampshire Drive. 3) Scotford Court - from the intersection of Hampshire Drive to a point 248' southeast 4) Hampshire Drive - from the east cul-de-sac to the intersection of Scotford Court. LENGTH: (1) 0.03 MILES (2) 0.05 MILES (3) 0.05 MILES (4) 0.16 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 50 FEET (4) 40 FEET ROADWAY WIDTH: (1) 38 FEET (2) 28 FEET (3) 38 FEET (4) 28 FEET SERVICE: (1) * HOMES (2) * HOMES (3) * HOMES (4) 4 HOMES * COMBINED TOTAL HOMES - 3 ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF ROANOKE COUNTY SCOTFORD COURT INTO THE VIRGINIA DEPARTMENT OF DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. COM3fLTNITY DEVELOPMENT WESTCHESTER OF CANTERBURY PARK, SECTION 10 WESTCHESTER OF CANTERBURY PARK, SECTION 13 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5.f REQUESTING APPROVAL BYTHE VIRGINIA DEPARTMENT OF TRANSPORTATION OF ONE REPLACEMENT IDENTIFICATION SIGN IN THE NORTH LAKES COMMUNITY WITHIN A PUBLIC RIGHTOF-WAY IN ROANOKE COUNTY WHEREAS, the Virginia Department of Transportation shall review specifications for the design, installation and maintenance of community identification signs on public roads in Roanoke County, and, WHEREAS, Roanoke County has previously selected, received approval for, established and maintained numerous community welcome signs and gateway beautification sites in highway medians, and WHEREAS, the North Lakes Civic League has indicated its desire for and has agreed to fund one-half of the design and installation cost of this project and the Board of Supervisors hereby expresses its willingness to fund one-half of said cost of this project - sum total not to exceed $700 - and that the Board of Supervisors will provide for the perpetual maintenance of this project in lieu of a permit fee or continuous bond. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia requests that the Virginia Department of Transportation approve the submitted specifications and permit a replacement community identification sign at the following location: VA 1524 (North Lakes Drive) at VA 117 (Peters Creek Road) On motion of Supervisor Minnix to adopt the resolution , and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Terrance L. Harrington, County Planner Virginia Department of Transportation A -111798-5.e 1 ACTION NO. ITEM NO .:7-- io * a--' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Acceptance of Donation from North Lakes Civic League to be used Towards Purchase of North Lakes Community Identification Sign COUNTY ADMINISTRATOR'S COMMENTS:,,, BACKGROUND: Since Roanoke County began its median landscape program in 1995, nine separate locations have been planted and maintained. Most of these sites also include general County identification signage. During the Community (Comprehensive) Plan neighborhood council meetings held in 1997, representatives from several areas expressed interest in obtaining landscaping and signage identifying their communities. Recently, the North Lakes Civic League collected approximately $325.00 from its members towards the purchase of a sign identifying their community. This sign will be purchased and installed in the North Lakes Drive median adjacent to its intersection with Peters Creek Road. The new sign will replace an aging identification sign installed many years ago. Existing landscaping in the median will continue to be maintained by the Civic League. FISCAL IMPACT: The cost of one sign is approximately $675.00. Roanoke County's share of this cost is estimated at $350.00. These funds had previously been allocated as part of the median landscaping program. No new appropriations are requested. 2 STAFF RECOMMENDATION: Staff recommends as follows: That Roanoke County accept the $325.00 donation from the North Lakes Civic League and credit these funds back into the Department of Community Development budget for use in the median landscaping program. Respectfully Submitted, Approved, C� Terran e L Harr' gton, AICP Elmer C. Hodge Departme of Community Development County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied () Harrison _ x — Received () McNamara_ x _ Referred () Minnix _ x — To O Nickens _ _ x cc: File Terrance L. Harrington, County Planner Diane D. Hyatt, Director, Finance I A-111798-5. g ACTION NO. ITEM NO. —T— 7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. to the Board of Supervisors of Roanoke County. COUNTY ADMINISTRATOR'S COMMENTS: 7'&� SUMMARY OF INFORMATION: This consent agenda item involves donation of the following easement to the Board of Supervisors for sanitary sewer purposes in connection with the development of Valley Centre Commercial Park in the Catawba Magisterial District of the County of Roanoke: a) Donation of a sanitary sewer easement, twenty feet (20) in width, together with temporary construction easements, 40' in width and 50' in width, from Preferred Leasing Company, Inc., a Virginia corporation, generally across the southeastern boundary of property owned by G. J. Hopkins, Inc., (Deed Book 1204, Page 655; Tax Map No. 37.06-1-25), said easement having been acquired by the Grantor from G. J. Hopkins, Inc, by deed of easement dated April 8, 1998, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Deed Book 1574, page 1530, being shown and designated as "20' SSE" on a plat dated March 1, 1998, prepared by Robert G. Cantley, Inc., a copy of which is attached hereto as Exhibit A. The location and dimensions of this easement have been reviewed and approved by County staff. STAFF RECOMMENDATION: Staff recommends acceptance of the above-described easement. Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Respectfully submitted, VAjjUWUjLM 41y) Vickie L. Huffma Assistant County Attorney ACTION Motion by: H. Odell Minnix to approve cc: File Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development G:\ATTORNE Y\ VLHIAGENDA\PREFERRD.RPT VOTE No Yes Absent Johnson _ x _ Harrison _ x _ McNamara_ x _ Minnix _ x _ Nickens _ _ x OR 1574 PG 1 533 a ti o VALLEY CENTRE COMMERCIAL PARK PROPERTY PORTION OF TAX ,f 3710-1-4 —� '31�03S 9Z9 VA "�OpOt/ gNV781H.L 0 +g / a / Nj 0 a Im lr I IN i 2 I Im I I W 0 "I A 1 to o I i c m IZ kp< o I Im I 0) Z I n N �QrI �b. �a ? o Z c D mol bq spa Cb ayrl- x Z km QI 0 rn n�C, Cn y�b'Z01 �a t n o �cjn mm2�nxs o y ROBRRT G. CANTLRY, INC. LAND SURVEYORS 3 `. �-10 5312 PETERS CREEK ROAD - SUITE B ROANOKE, VIRGINIA 24019 PHONE} (540) 366-8,266 FAX: (540) 356-6321 EXHIBIT A A-111798-5. h 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: November 17, 1998 AGENDA ITEM: Request to Establish Full Time Grant Funded Positions for the 3 positions funded by the Virginia Juvenile Community Crime Control Act COUNTY ADMINISTRATOR'S COMMENTS: For the past two fiscal years, we have had 3 positions funded through the Virginia Juvenile Community Crime Control Act to serve programs of the Court Service Unit. These positions have been 32 hour per week part time positions of Intensive Probation Officer; Community Service Worker; and Probation Officer Aide. It has been difficult to retain these professional level employees on a part- time basis and the turn -over has slowed the progress of their work. Staff requests that the Board of Supervisors classify these 3 positions as Full -Time, Grant Funded positions which would be terminated should the funding source not be provided. Funding is available within the grant categories already approved by the County and the State to cover the expansion to 40 hours and to cover the full-time benefits. No new appropriation of monies would be required. ALTERNATIVES: 1. Authorize the amendment to the County's Pay and Classification Plan by adding the three positions of Intensive Probation Officer (Grade 22); Community Service Worker (Grade 17); and Probation Officer Aide (Grade 19) to the list of employees assigned to the Court Service Unit and that the listing be as Grant -Funded wherein the position would cease to exist should the grant funding source be terminated by the State. 2. Leave the status of the three positions as part-time as currently used in the department. None. The funding for these positions and related benefits 1 17.. are from the Virginia Juvenile Community Crime Control Act (grant) to serve the juveniles before the court system. No new appropriation is required. RECOMMENDATIONS: Staff recommends approval of the positions as full-time effective December 1, 1998 as grant funded positions and allow these employees to participate in the same benefits afforded to other full-time employees. Should the VJCCCA funds cease or if their guidelines change so as to prohibit the use of such employees, then the positions would be terminated. Respectfully submitted, Michael J. Lazzuri Director, Court Service Unit ACTION Appr ved b , Elmer C. Hodge County Administrator VOTE No Yes Absent Approved (x) Motion by: H Odell Minnix to approve Johnson _ x — Denied ( ) Harrison _ x Received ( ) McNamara_ x — Referred ( ) Minnix _ x To ( ) Nickens _ _ x cc: File Michael J. Lazzuri, Director, Court Service Unit Joseph Sgroi, Director, Human Resources Brent Robertson, Budget Manager Diane D. Hyatt, Director, Finance 2 THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION 111798-5.i REQUESTING ACCEPTANCE OF WALES COURT AND PORTIONS OF SALISBURY DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets described on the attached Additions 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; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR -5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements: and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage; and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor Minnix Seconded By: None Required Yeas: Supervisors McNamara Minnix Harrison. Johnson Nays: None Absent: Supervisor Nickens A Copy Teste: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation n 5 « � \ � � \ . � ■ ! _ a j 3 \ 2 CE » c In m r \ CY) f / CL CL CL z / w - \ g < c u , ) ) ) ) ) 2 ) \ B \ } \ A A A 3 ± 3} \\ \ / $ g , � Ln & . , \ \ e . � | \ } \ k } \ .\ \ ƒ ƒ / e f e CL Lt, _ e e E - OL- - - a. - ! \ ! � \ \ \ m ] f - \ 4 ) 12 - C4, � ! ! 3 m a N O E 000� CD N ^ N O ^ 2 6 H H = a U U W d � CD L E 6 .01 m opq p a' < z is S v s O O Z W o a < a � ® H s � Y p ° v; }- C E r a v E < < Z c � V) O 00 � O < U O O 0 8 z z �d n 3 d � O H O O00 wm m m a o a aa a a a as i d° CIL Q rn rn ^ ; , CH c cn 79 m Q o Q W o 0 0 0 o a v rn V rn U � E � N E-4 N 0 H x (x] o o 3 t-+ CC s FF 2 FF 5 FF 9 2 F m � W H �i Q O Lo Z r+ W 3 cin 2 Z 28.475 S.F. SERE �,�75D STEEPLEHUNT OF CANTERBURY, SECTION 11 � � •, �lvN91 s(DES: 2,3) t NEW \ s� 24.750 S. 2 ,= 3 1E. �. i' /R 4.195 S.F — \-b• /VU 17 5' D. J4 ♦ x Ki 5 R-23. e w 7 1 I I .774 S.F. I]39!' 15.827 r \� 48 +\ ' x15,540 ] \ ffff 19.388 $ F. \) rr%9' :' t'• u 6 �\ v i� d �� --' ren•.. 27.359 S.F p III pt 348D a ' + I I � a ���i. 13'e.E lr, 9p•-. I NEW 20' 5.5.E Mgr, -.y,, c' uP 17\ �;ir• 34.251 11 ' 4e < i i 70 .5 �' �5.S. 6e ' NEW'20' S.S.E. •b.r \' 22.951 5 F. 1 �' Ex. E. 12 i �/ Y. ¢ i •+ gya4/ i NEW 20' 5, S. E. •b. 31,]12 1 'ta tti la '\ 24.23] SF. , \ > 1 +++`i \tA.. .k�� - ` X11—E%. 20' S.S.E 3 14 S� \� nti QOM ` 23.402 S.F. 31 $. is\p\ 1% 23,8]7 S.F. - 22.7855. F. ,(� ,Pod, BOON a `'` �I \a'n mot I Eo etc. sSJa CANTERBURY PARK, �w SECTION 3 (DES: 1) a , 7 PROPOSED ADDITION SHOWN IN GRAY DESCRIPTION: 1) Salisbury Drive, from the intersection with Cavalier Drive to a point 175' south. 2) Salisbury Drive, from the south cul-de-sac to a point 170' north of the intersection with Wales Court. 3) Wales Court, from the east cul-de-sac to west intersection with Salisbury Drive. LENGTH: (1) 0.03 MMES (2) 0.13 MILES (3) 0.05 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 40 FEET ROADWAY WIDTH: (1) 30 FEET (2) 28 FEET (3) 28 FEET SERVICE: (1) * HOMES (2) HOMES (3) 3 HOMES l'nnrih ned Total = 4 Homes ACCEPTANCE OF WALES COURT AND PORTIONS OF ROANOKE COUNTY SALISBURY DRIVE INTO THE VIRGINIA DEPARTMENT DEPARTMENT OF OF TRANSPORTATION SECONDARY SYSTEM OOMMUNITY DEVELOPMENT CANTERBURY PARK, SECTION 3 STEEPLERUNT OF CANTERBURY PARK, SECTION 11 A -111798-5.j ACTION ITEM NUMBER "= _ /0 MEETING DATE: November 17, 1998 AGENDA ITEM: Request for Appropriation to the School Grant Fund. COUNTY ADMINISTRATOR'S COMMENTS: 41W_Wvr+�Y71� BACKGROUND: The Virginia Department of Education awarded $11,444 as a matching grant for a truancy reduction initiative for identified students at Roland E. Cook. SUMMARY OF INFORMATION: A Family Outreach Service Worker will be hired for four hours per day to work with parents and students to reduce truancy. The goal of the project is to increase school attendance and punctuality of the targeted population by 40% above the 1997-98 school year. FISCAL IMPACT: None. The needed matching funds are in-kind service contributions. STAFF RECOMMENDATION: Staff recommends appropriation of the $11,444 to the School Grant Fund. Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) cc: File ACTION Motion by: H. Odell Minnix to approve MOTE No Yes Absent Johnson _ x _ Harrison _ x _ McNamara_ x _ Minnix _ x _ Nickens x C. JoAnn Burkholder, Student Assistance Program Coordinator Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board A-111798-5. k ACTION # ITEM NUMBER 'y— / / MEETING DATE: November 17, 1998 AGENDA -ITEM: Request for additional appropriation from Board of Supervisors COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County Schools and Virginia Western Community College have an agreement whereby the college provides college level courses in English, US History, and certain vocational subjects. These courses are taught by Roanoke County teachers who meet the college's criteria for adjunct professors. Monies that have been collected exceed the expenses; therefore, there is a request for these additional funds to be appropriated for inservice and materials that will be used in the program. SUMMARY OF INFORMATION: Roanoke County Schools collected $14,760.00 tuition from 328 students. VWCC will reimburse Roanoke County Schools $36,306.23 for services rendered (teachers, administrating expenses, rooms, utilities, and maintenance). Roanoke County Schools owes VWCC $47,150.95 for tuition and technology fees and college service fees. The difference between what was collected and what was spent is $3,915.28. FISCAL IMPACT: Roanoke County Schools requests that $3915.28 be appropriated to the instructional program for use in the dual enrollment program. STAFF RECOMMENDATION: Staff recommends Lorraine S. Lange Elmer C. Hod e Associate Director of Instruction County Administrator ---------------------------------------------------------------- Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION VOTE No Yes Absent Motion by: H Odell Minnix to approve cc: File Lorraine S. Lange, Assistant Director of Instruction Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board Johnson — x _ Harrison — x — McNamara_ x — Minnix _ x — Nickens — _ x A-111798-5.1 ACTION ITEM NUMBER � ! MEETING DATE: November 17, 1998 AGENDA ITEM: Technology Literacy Challenge Grant COUNTY ADMINISTRATOR'S COMMENTS: A4C-Ilft� 7fv-w� BACKGROUND: Roanoke County Schools has received funding under the Technology Literacy Challenge Grant. The grant is to be used for inservice training and supportive software to help stimulate programs focused on fully integrating technology into teaching and learning. Roanoke County received $56,335.35. SUMMARY OF INFORMATION: It is proposed that the money be used to provide training to a core group of teachers in strategies for integrating technology into existing curricula. Participants would become trainers within each building to further disseminate information and strategies. This training will take place during the winter and spring of 1999. Funding will be used for consultants, substitutes, stipends for teachers, expenses for teachers to attend a professional development conference, allotments for related software and laptop computers for loan to teachers in the program. FISCAL IMPACT: None, no matching is required. STAFF RECOMMENDATION: Appropriation of $56,335.35 to the Grant Fund for the purpose of providing training in strategies for integration of technology into curricula. Dr. 4Je James Elmer C. Hod Director of Technology County Administrator ----------------------------------------------------------------------------- ACTION VOTE No Yes Absent Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: H Odell Minnix to approve Johnson _ x _ Harrison — x — McNamara_ x Minnix — x cc: File Dr. Jane James, Director, Technology Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board Nickens _ — x ACTION # A-111798-5. m ITEM NUMBER - —/Z MEETING DATE: November 17, 1998 AGENDA ITEM: Appropriation to the 1998-1999 Regional Special Education Fund COUNTY ADMINISTRATOR'S COMMENTS: /4-c"r� BACKGROUND: See attached board reports from the Regional Board. SUMMARY OF INFORMATION: Roanoke City is requesting to increase its portion of the budget by $39,671 to employ instructional assistants for the elementary MD program. Craig county is requesting to increase its portion of the budget by $6,450 to employ an instructional assistant for an elementary SPD student. FISCAL IMPACT: Tuition charged by the Regional Board will offset the costs. STAFF RECOMMENDATION: Approval of appropriation of $46,121 to the Roanoke Valley Regional Special Education's budget. Dr. Carol Whitaker Elmer C. Hodge Regional Program Director County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison _ x _ Received ( ) McNamara_ x Referred ( ) Minnix _ x _ To ( ) Nickens _ _ x cc: File Dr. Carol Whitaker, Regional Program Director Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board MEETING DATE: AGENDA ITEM: ITEM NO. VI.2 ROANOKE VALLEY REGIONAL BOARD BOARD REPORT October 19, 1998 Budget Adjustments for Roanoke City Schools SUMMARY OF INFORMATION: 1. Roanoke City is housing a new intermediate Multiple Disabilities Class at Fishbum Park Elementary School. The need for several students to have one- on-one assistance based on their current IEPs has created an increase in the City's operating budget for elementary MD. The projected amount of this adjustment to cover personnel cost is $39,671. 2. Several hearing impaired students have moved into the valley and have been added to Regional programs at Virginia Heights Elementary School and Woodrow Wilson Middle School. To provide them with appropriate itinerant interpreter services, Roanoke City would like to hire an interpreter. Roanoke City can fund all but $2,700 through the current budget. Roanoke City is requesting board approval to transfer $2,700 from the Summer School account to elementary Hearing Impaired account to cover the salary for the interpreter. Shifting funds from Summer School to Hearing Impaired will alleviate an increase in the budget. FISCAL IMPACT (Alternatives. if applicable): There will be an overall increase in the Regional budget of $39,671 to cover elementary MD cost. Providing one-on-one instructional assistance is an available purchase service through the Regional program. The tuition charged for this service will offset the cost. There will be no increase in the budget in the hiring of the interpreter. This cost will be absorbed in the City's portion of the budget. • •g� Staff recommends board approval of the requested budget adjustments for Roanoke City Schools. Adjust Roanoke City's budget by increasing elementary MD by $39,671 and transferring $2,700 from Summer School to Elementary MD. D ATTACHMENTS: Memo from Roanoke City Public Schools Memorandum _ To: Dr. Carol Whitaker ,T From:obert B.Sieff Date: 10105/1998 _s Subject: Regional Budget Adjustment for 1998-99 l We have completed our review of the enrollment, programs and budgets for Regional services offered in the Roanoke City Schools. As we discussed, there are two budget adjustments that appear appropriate at this time. The addition of the new Intermediate MD class at Fishburn Park and the need for several students to have one-on-one assistance based on their current IEPs have created an increase in the Roanoke City operating budget for Elementary MD. This increase will be offset by the additional tuition paid on behalf of those students receiving the one-on-one assistance. The projected amount of this adjustment to cover the Elementary MD personnel cost is 531,000. I request that the Regional Board approve this budget adjustment. Several students have moved into the valley and have been added to the Regional Programs for the Hearing Impaired at Virginia Heights and Woodrow Wilson Middle School. To provide them the appropriate itinerant interpreter service the Board is requested to transfer 52,700 from the Summer budget to Elementary Hearing Impaired. Please let me know if any additional information is needed regarding this request. ITEM NO. _VI .1 ROANOKE VALLEY REGIONAL BOARD BOARD REPORT MEETING DATE: October 19, 1998 AGENDA ITEM: Budget Adjustment for Craig County Schools SUMMARY OF INFORMATION: Craig County Schools is requesting a part-time instructional aide to provide assistance to a severe profound disabled student. This student was served in the Early Childhood Special Education Program for the past one and a half years. During the current school year the student will spend half of the day at McCleary Elementary School to be with age appropriate peers. Therefore, the assistance of an instructional aide is needed. Cost for the part time position would be $6,450.00. FISCAL IMPACT (Alternatives, if applicable): Providing an instructional aide is a purchased service available through the regional program. Tuition charged for this service will offset the cost. Staff recommends board approval of the requested budget adjustment for Craig County Schools to increase personnel cost by $6,450.00. ATTACHMENTS: Letter from Craig County Public Schools dff4,vc� /0-/9-9d BOARD OF EDUCATION JAMES L. CADY, Chairman TOMMY A. ZIMMERMAN, V Chairman ,KMXKXXXRW Faye T. Powers BONNIE E. HUTCHISON PATRICK A. MYERS Dr. Carol Whitaker GO ,g'ry PUBLIC O� C.P A_ G Z � P.O. Box 245 New Castle, Virginia 24127 Phone (540) 864-5191 Fax (540) 864-6885 Roanoke Valley Regional Program 5937 Cove Road, N. W. Roanoke, VA 24019 Dear Dr. Whitaker: August 26, 1998 00 Ksi -7--/-3 M. 7 --/- M. DALLAS HELEMS Division Superintendent VIRGINIA S. GIVENS Clerk of School Board I would like to request an addition to Craig County's Regional Program budget. We need the services of a part-time aide fort School beginning ra anS lostudent 8. He has bewill be en the afternoon at McCleary Elemen ary n September served all day in our Early Childhood Special Education program for the past year and a half, however, he now needs to be with more age appropriate peers for part of the day. The aide for Travis is Lorraine Fisher and her part-time salary would be $6,450.00. Thank you for considering this budget amendment. Sincerely, Mary Page Co y Director of Special Programs A-111798-5. n 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: November 17, 1998 SUBJECT: Acceptance of Water and Sanitary Sewer Facilities Serving Winterberry Pointe, Sections 2 and 3 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Developers of Winterberry Pointe, Section 2 and Section 3, Boone, Boone, & Loeb, Inc., have requested that Roanoke County accept the Deed conveying the water and sanitary sewer facilities serving the subdivision along with all necessary easements. The water and sewer facilities are installed, as shown on plans prepared by Lumsden Associates, P.C. entitled Winterberry Pointe, Section 2 and Section 3, which are on file in the Community Development Department. The water and sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the water and sanitary sewer construction is $9,000 and $ 16,000 respectively. RECOMMENDATION: Staff recommends that the Board of Supervisors accept the water and sanitary sewer facilities serving the Winterberry Pointe, Section 2 and Section 3 subdivision along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. SUBMITTED BY: Gary Robert n, P.E. Utility Director - = - / -o-'/ Q-111911 VA &U� Ao�l Elmer C. Hodge County Administrator -- --------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied () Harrison _ x Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens _ _ x cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development THIS CHATTEL DEED, made this 2.3 a� day of vu 4 V -,19 97, by and between: Boone. Boone & Loeb. Inc.-, a Virginia corporation, hereinafter referred to as the "Developer," party of the first part; and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, its successors or assigns, hereinafter referred to as the "Board," party of the second part. WITNESSETH: THAT FOR AND IN CONSIDERATION of the mutual benefits accruing to the parties, the receipt and sufficiency of which is hereby acknowledged, the Developer does hereby GRANT, CONVEY, ASSIGN AND TRANSFER, with the covenants of GENERAL WARRANTY OF TITLE, in fee simple unto the Board all water and/or sewer lines, valves, fittings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto belonging, in and to the water and/or sewer systems in the streets, avenues, public utility, easement areas, water and sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is more particularly shown, described and designated as follows, to wit: Page 1 of 4 As shown on the plan entitled Winterberry Pointe, Section 2 , made by Lumsden Associates, P.C. and on file in the Office of the Clerk of Circuit Court of Roanoke County in Plat Book 19 at Page 54 . The Developer does hereby covenant and warrant that it will be responsible for the proper installation and construction of the said water and/or sewer systems including repair of surface areas affected by settlement of utility trenches for a period of one (1) year after date of acceptance by the Board and will perform any necessary repairs at its cost. Elmer C. Hodge, County Administrator of Roanoke County, Virginia, hereby joins in the execution of this instrument to signify the acceptance of this conveyance pursuant to Resolution No. adopted by the Board of Supervisors of Roanoke County, Virginia, on the day of , 19 Page 2 of 4 Developer: By: As: WITNESS THE FOLLOWING signatures and seals: State of- County/City of: wit: The foregoing instrument was acknowledged before me this: 3 day of 19 _ 9 By: Its �� ly authorized officer Title on behalf of _ Boone, Boone & Loeb, Inc. Notary Public My Commission expires Page 3 of 4 JZZ Approved as to form: Board of Supervisors of Roanoke County, Virginia ---� % By: (SEAL) County Attorney Elmer C. Hodge County Administrator State of: Virginia County/City of: Roanoke , to wit: The foregoing instrument was acknowledged before me this: , day of , 19 , by Elmer C. Hodge, County Administrator, on behalf of the Board of Supervisors of Roanoke County, Virginia. Notary Public My Commission expires: Page 4 of 4 RETURN TO: ROANOKE COUNTY ATTORNEY'S OFFICE THIS CHATTEL DEED, made this 22nd day of October , 19 98 , by and between: Boone, Boone & Loeb, Inc. , a Virginia corporation, hereinafter referred to as the "Developer," party of the first part; and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, its successors or assigns, hereinafter referred to as the "Board," party of the second part. WITNESSETH: THAT FOR AND IN CONSIDERATION of the mutual benefits accruing to the parties, the receipt and sufficiency of which is hereby acknowledged, the Developer does hereby GRANT, CONVEY, ASSIGN AND TRANSFER, with the covenants of GENERAL WARRANTY OF TITLE, in fee simple unto the Board all water and/or sewer lines, valves, fittings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto belonging, in and to the water and/or sewer systems in the streets, avenues, public utility, easement areas, water and sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is more particularly shown, described and designated as follows, to wit: Page 1 of 4 As shown on the plan entitled Winterberry Point Section 3 , made by Lumsden Associates. P.C. and on file in the Roanoke County Engineering Department. The Developer does hereby covenant and warrant that it will be responsible for the proper installation and construction of the said water and/or sewer systems including repair of surface areas affected by settlement of utility trenches for a period of one (1) year after date of acceptance by the Board and will perform any necessary repairs at its cost. Elmer C. Hodge, County Administrator of Roanoke County, Virginia, hereby joins in the execution of this instrument to signify the acceptance of this conveyance pursuant to Resolution No. adopted by the Board of Supervisors of Roanoke County, Virginia, on the day of , 19 Page 2 of 4 Developer: LOW As: WITNESS THE FOLLOWING signatures and seals: State of: Virginia County/City of: Roanoke , to wit: The foregoing instrument was acknowledged before me this: 22nd day of October , 19 98 , By: 13 mw,- , Duly authorized officer on behalf of Boone Boone & Loeb. Inc. otary Publi Its V126-310 7► -T Title My Commission expires:Z— Page 3 of 4 Approved as to form: Board of Supervisors of Roanoke County, Virginia By: (SEAL) County Attorney Elmer C. Hodge County Administrator State of. Virginia County/City of: Roanoke , to wit: The foregoing instrument was acknowledged before me this: , day of , 19 , by Elmer C. Hodge, County Administrator, on behalf of the Board of Supervisors of Roanoke County, Virginia. Notary Public My Commission expires: Page 4 of 4 ----------------- _ — ti,�il•�a�3e 1P"gP�E"'}A4S`'' Pill^. W�St � �,QN,Iti4.'tV �RiOGIA ROANOKE COUNTY ACCEPTANCE OF WATER AND SEWER FACILITIES UTILITY SERVING WINTERBERRY POINT, SECTION 2. DEPARTMENT ,W \ Z � I �• r 1 _ 1 rZi 1 ----------------- _ — ti,�il•�a�3e 1P"gP�E"'}A4S`'' Pill^. W�St � �,QN,Iti4.'tV �RiOGIA ROANOKE COUNTY ACCEPTANCE OF WATER AND SEWER FACILITIES UTILITY SERVING WINTERBERRY POINT, SECTION 2. DEPARTMENT NORTH ZCTRIC ROAD (VA, RTE #419) ---- _--- '� ---" '=err --- ---_= --- - - � A/PROr. u0(,Or/ON VOrf MAINIE/NnG'E-' GE _ — ��N �� _— _ — Ni tO'IM+ITAt►1t11lR MIMNNI WINTERBERRY E%ISCFIRE NYORAN( J -- — TAY" 794-}�+f EL \ y J 6XH1tNQ xrGprN6 CAr � ? I�rr1. r Im OONNr01lON >b /Nr WANG 1M/ir+ � ` 1 \ 4N�u •if —oe M rmp momoa Z, \ cOUNIY urwry orMrrMENr. ROANOKE COUNTY UTILITY DEPARTMENT ACCEPTANCE OF WATER AND SEWER FACILITIES SERVING WINTERBERRY POINT, SECTION 3. 76 - /6 A-111798-5. o 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: November 17, 1998 AGENDA ITEM: ACCEPTANCE OF DONATION OF A SANITARY SEWER EASEMENT FROM LARRY G. CONNER AND IDA JANE E. CONNER TO THE BOARD OF SUPERVISORS IN CONNECTION WITH THE PETERS CREEK DETENTION BASIN PROJECT COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves the acceptance of the following sanitary sewer easement in the Catawba Magisterial District conveyed to the Board of Supervisors of Roanoke County, Virginia, said easement being a relocation of an existing easement necessary in connection with the City of Roanoke's Peters Creek Detention Basin Project: a) Donation of a sanitary sewer easement, twenty feet (20) in width, from Larry G. Conner and Ida Jane E. Conner (Deed Book 1312, page 1304; Tax Map No. 36.15-1-2), as shown on a plat prepared by Mattern & Craig, dated September 4, 1998, a copy of which is attached hereto as Exhibit A. The location and dimensions of this easement have been reviewed and approved by the County's engineering staff. STAFF RECOMMENDATION: Staff recommends acceptance of the donation of this easement. —r— Respectfully submitted, - r'AAAV"jj'Va" ) Vic e L. Huffman Assistant County Attorney ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied () Harrison _ x Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens — _ x cc: File Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development G:\ATTORNEY\V LH\AGENDA\CONSENT\CONNER.RPT S "O t Lr) cr�r� L'iZ }§^U-) §ACL\ &k00z cz �A§} .t . - { \2 Z z � z §7 a§ CLe /\ z j C6 § \ _j6» e w - m( 3 $ §�d� � k w .4:2 d �»� r D co > z 0 o k ® s 2 z Z) �LLj L O y� \ C� �2 z �� \_\ ° w / zo �LAJ m z u g� j « e ! w m a�� W(g U « - \W Z �§k M L. 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ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-6 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 member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive meeting to 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 McNamara, Harrison, Johnson NAYS: None ABSENT: Supervisor Minnix, Nickens A COPY TESTE: J� Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Executive Session A-111798-7 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: November 17, 1998 AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended June 30, 1998 COUNTY ADMINISTRATOR'S COMMENTS- SUN0 ARY OF INFORMATION: KPMG Peat Marwick, LLP has completed their audit of the financial operations of the County of Roanoke and County of Roanoke Schools for the year ended June 30, 1998. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board as soon as it is received from the printers. The Audit Committee will meet prior to this Board meeting to review the results of the year's operations. County Operations: The County operations for the year ended June 30, 1998 resulted in expenditure savings of $773,551, as shown on Attachment A. Based upon the policy for the rollover of year end savings, the departments were able to request up to 60% of the savings within their own department for special purchases and programs as approved by the County Administrator. These approved departmental rollovers total $302,294. This leaves a net expenditure savings of $471,083. Based upon the rollover policy, this amount will be transferred to the Capital Unappropriated Balance. The actual general fund revenues were $37,494 under budget as shown on Attachment B. The main source of this difference was personal property taxes. In the afternoon work session, staff will review with the Board the impact that this will have upon our 1998-99 budget projections. The $37,494 from revenues under budget plus $9,068 from transfers to the general fund under budget total $46,388. This is shown on Attachment A as the decrease to the general fund unappropriated budget. The general fund unappropriated balance at June 30, 1998 is $7,947,221. This is a decrease of $1,667,652 from the general fund unappropriated fund balance at June 30, 1997. This decrease was the result of appropriations from the fund balance for one time expenditures, of which the majority is related to economic development. M:\FINANCE\COMMON\BOARD\11-17-98.WPD November4,1998 School Operations: In addition, the School operations for the fiscal year 1997-98 resulted in a year end surplus of $1,144,867, as a result of expenditure savings. Of this amount, $63,455 are encumbrances and commitments from the 1997-98 operations. The Schools have committed to add $500,000 of their surplus each year to the bus fund. This year, they are adding $650,000 to the bus account to help with the large amount of buses that will be replaced within the next few years. The remainder of the surplus will be allocated as shown on Attachment C. At their meeting on October 20, 1998 the School Board approved the use of surplus as shown on Attachment C. They are requesting County Board concurrence on these items. STAFF RECOMMENDATION: Staff recommends the following: 1. The County net surplus of $471,083 be appropriated to the Capital Unappropriated Fund, according to the rollover policy. 2. The School net surplus of $1,144,087 be appropriated as shown on Attachment C, as requested by the School Board. 3. The net decrease of $46,388 be appropriated to the General Fund Unappropriated Balance. SUBMITTED BY: AV .ccc�.1 ,� • a� Diane D. Hyatt Director of Finance Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: Joseph McNamara to appropriate funds cc: File Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board M:\FINANCE\COMMO"OARD\11-17-98.WPD Novanber4,1998 APPROVED: Y.,,4� �4 Elmer C. Hodge County Administrator VOTE No Yes Absent Johnson _ x _ Harrison _ x _ McNamara_ x _ Minnix _ x _ Nickens _ _ x County of Roanoke General Operating Fund Results of Operations For the Year Ended June 30, 1998 Revenues Expenditures and commitments Beginning balance Transfer in Transfers out Proceeds from lease/purchase Attachment A Variance Budget Actual Amount % $99,757,907 $99,720,413 ($37,494) -0.04% (47,849,403) (47,075,852) 773,551 -1.62% 12,433,661 12,433,661 0 0.00% 189,640 180,572 (9,068) -4.78% (57,295,145) (57,295,145) 0 0.00% 756,949 756,949 0 0.00% $7,993,609 $8,720,598 726,989 Departmental rollover (302,294) Transfer to Capital Unappropriated Balance per rollover policy (471,083) Reduction of General Fund Unappropriated Fund Balance (46,388) Preliminary General Fund Unappropriated Balance at June 30, 1998 7,993,609 Adjusted General Fund Unappropriated Balance at June 30, 1998 $7,947,221 .y Attachment B 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C ` i I-CDCC)CDr-CoLn(Do N(D0m com Nm0 "T CD 4? rNLO—LOCNr00N(DMLOOD0000Lnr(00 O V > = 0wCD0rMCA�00�(OMN`V'00NOLC)I�Cfl �O O� , CoOMd IqCDM(Dr001I-rrNfl- I--Nrr OrrLOr-- 0M000MIqIfr00d•r0 0 r M ti CA r M �1 'V Ln M M 0 0 0 00 M 0 M M I` tt :� to LnMd 000dr1 001`000OOMI`ct'ONNCooO I� CLi� I - Mr 0rNNI`I-MN";rNITrODM Il- M 0 Efi M r Ln 64 = co r MITMW q*0CDMCD000NMr--M00 co co LnM V-- IT [I- lq- 11' M 0 V U')MNr q-00LOMM T- 11 f�r110T--M0 V Lnr000')C)M000MT-IgM � G mmcr (o LnLnNMNOOC6,-!C 'giM�f00LC)(o O co0)Igrr-I-Lf) rIY('MLOCf) r 04L0000 N CAM 040d•(oN0N000M T0r-�I�M(D 0 I` } LL to 0 N Ln M r- CV Ca 6 NOOOOOOOOOOOOOON000�1' f� Lf')OOOOOOOOOOOOOOOOOrM O ,q rco �000000000000001�OOCON 0 O r LC) Ln O Ln O Ln LCA Ln O LU C6 r O M NV- 00 00 r- 4+ d MO WLOOOONMNON00000Il-v W N Ln to 0 V—RT M U) M 0 N M V 0 0 1- N 0 co I` N Ln V CM 1-: N r CO C3) Q CO 3 N V- 6c 60- 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 m O o O r 0 f -000000000000000000o0 r co 00000000000000ov-000r LO 4) d(D MrLnL6 LnOLnL(jLnOLn06T-0Lf7CANLnN C7 M0WLOL000NCoNONMOM0 OO(O0000 M'aa) rM 0 MM0(DNMIg0Ln(DN(0 OD r O 7 � 'q C14 U) I7• CM CN � ti 0 LL 6N 619 0 co m LL co 0 I'- m N 3 C N N LT a> U C cu E X m (D U NCU N U) OO N �- X X O U N a) 4) a) M C)XCO) i a)co) U "t3 F- N J:� Z O +co CU N N O 4) _1 c X N (>3 X oz$ 0 C H m Ln O O c I- O0 F- N (U to O (D O >+ N` (n O U E ca a O N -� a L O +2 X L U U- LLO � 'a C (D cacoc) O�� 16 0J to cam a) > > LLj N Naco) `1 O O N N cf)O U O 0 C 0 i2 (U (U +c- p «+ O N O N O 4) N co L •� (U +O+ Wa0J�mm��=�U0 ,!` U-Do�ws W> m o 10 co m LL co 0 I'- m N 3 C N N LT a> U C cu E Attachment C ACTION NO ITEM NO. Q AT A REGULAR MEETING OF THE COUNTY SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY SCHOOLS ADMINISTRATION BUILDING MEETING DATE: October 20, 1998 AGENDA ITEM: Final quarterly report of revenues and expenditures for FY1997-98 and request for appropriation of year-end balance. BACKGROUND: As per school board request, the attached report reflects the final quarter revenues and expenditures for FY1997-98. This report uses the format recommended by the VSBA Budget Manual for Virginia School Boards. appendix D. As with past years the board of supervisors has allowed the school board to purchase school buses with year-end funds and set aside the remaining funds for other specific purposes. Diane Hyatt will present this request to the board of supervisors as part of her year-end audit report. SUMMARY OF INFORMATION: As is noted in the final quarterly report, the audited FY1997-98 year- end fund balance for operations is $1,144,086.77. Staff recommends that the school board ask the board of supervisors (per Diane Hyatt) to appropriate the fund balance as follows: Outstanding Encumbrances ...................................... $ 63,454.69 Capital and One -Time Items Band Uniforms ............................................ 20,000.00 Actuarial Study Rollover ..................................... 7,756.67 Purchase of School Buses .................................. 650,000.00 Upgrade Gas Tanks at Northside & Cave Spring High Schools ...... 20,000.00 Printing Equipment ........................................ 93,000.00 Vocational Education Matching Equip. Funds .................... 25,000.00 Other Instructional Equipment ................................ 92,000.00 Glen Cove Wall Repairs .................................... 28,875.41 Oak Grove Building Repairs ................................. 15,000.00 Cave Spring High Phone System ............................. 35,000.00 Adm. & Bus Radio System .................................. 73,000.00 Demolition of Graham House @ Hidden Valley .................. 15,000.00 Dual Enrollment Funds from VWCC ............................ 3,000.00 Staff Development (SOVRAC Leadership Academy) ............... 3,000.00 Totals ....... $ 1.144,086.77 FISCAL IMPACT (Alternatives, if applicable): See attached spreadsheets STAFF RECOMMENDATION: Staff recommends acceptance of the final quarterly report of expenditure and revenues for FY1997-98 and request for appropriation of year-end balance. Si nature: G."' '0 Name Jerry D. Ha dy Title Director, Budget & Data Management ------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (} Motion by: Canada Denied () Irvin Received () Leggette _ Referred () Roark To () Stovall _ _ _ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-8 APPROVAL AND ADOPTION OF THE SECONDARY ROAD SYSTEM SIX YEAR CONSTRUCTION PLAN FOR FISCAL YEAR 1999- 2005 AND APPROVAL OF THE ALLOCATION OF FUNDS FOR FISCAL YEAR 1999-2000. WHEREAS, a public hearing was held on November 17, 1998 to receive comments on the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005; and the adoption of the Funding for Fiscal Year 1999- 2000; and WHEREAS, the Board of Supervisors does hereby approve the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 and allocations for Fiscal Year 1999-2000 as set out on the attached Secondary System Construction Program, NOW, THEREFORE, BE IT RESOLVED that a copy of this resolution duly attested be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office along with a duly attested copy of the proposed Second Road System Six Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 by the Clerk to the Board. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None 1 ABSENT: Supervisor Nickens A COPY TESTE: ice►` • � Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Virginia Department of Transportation A-111798-9 ACTION # ITEM NUMBER 2 - AT°' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to approve the prioritized list of projects for the FY 1999-2000 VDOT Revenue Sharing Program and authorize the County Administrator to sign the letter of intent to participate in the Revenue Sharing Program for Fiscal Year 1999-2000. BACKGROUND: The Virginia Department of Transportation (VDOT) annually provides localities the opportunity to receive state matching funds for the construction, maintenance, and improvement to primary and secondary roads in the state's highway system. The Commonwealth of Virginia provides $15,000,000 for the matching program and limits participating localities to $500,000 each. However, if more or fewer than 20 counties participate, our share of money will be reduced/increased proportionately. 1 SUMMARY OF INFORMATION: County and VDOT staff presented a proposed priority project list for the FY 1999- 2000 Revenue Sharing Program at the October 13, 1998 Board of Supervisors work session. Staff provided the Board a report containing the 66 projects ($727,000) with maps and justification on how projects were evaluated for inclusion in the revenue sharing plan at the work session on October 13, 1998. Since then staff has shortened the list to $500,000 ($1,000,000) worth of construction improvements. Staff was unable to acquire temporary easements necessary for some projects to be included in this year's prioritized list. We will keep these projects on file and continue to acquire the necessary documents. Staff is requesting the Board of Supervisors to approve the priority list of projects for FY 1999-2000 Revenue Sharing Program. ALTERNATIVES AND IMPACTS: 1) Approve the project list and authorize the County Administrator to sign the letter of intent and defer appropriation of the funds ($500,000) until July 1, 1999. 2) Decline to participate in the Revenue Sharing Program for Fiscal Year 1999- 2000. STAFF RECOMMENDATION: Staff recommends alternative 1. rUTTTED BY: APPROVED BY: r. t � Arnold Covey, Director of Elmer C. Hodge Department of Community Dev lopment County Administrator �-Z ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Johnson _ x _ Denied () projects Harrison _ x Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens _ _ x cc: File Arnold Covey, Director, Community Development 3 k LETTER OF INTENT. (Date) Mr. James S. Givens State Secondary Roads Engineer 1401 East Broad Street Richmond, VA 23219 Re: County Primary and Secondary Road Fund (Revenue Sharing Program) Code of Virginia, Section 33.1-75.1 Fiscal Year 1999-2000 - County of Roanoke Dear Mr. Givens: The County of Roanoke, Virginia, indicates by this letter its official intent to participate in the "Revenue Sharing Program" for Fiscal Year 1999-2000. The County will provide $500,000 for this program, to be matched on a dollar -for -dollar basis from funds of the State of Virginia. The County worked with its Resident Engineer and developed the attached prioritized list of eligible items of work recommended to be undertaken with these funds. The County also understands that the program may be reduced on a pro rata basis if requests exceed available funds. Having requested the maximum amount of state funds, the County further requests the opportunity to match additional funds if they are made available. Sincerely, Elmer C. Hodge County Administrator pc: Jeff Echols, Resident Engineer, VDOT Attachment: Priority Listing of Projects AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-10 ESTABLISHING A POLICY FOR THE REVIEW AND RECOMMENDATION FOR THE INSTALLATION OF "WATCH FOR CHILDREN" SIGNS WHEREAS, the 1997 General Assembly enacted an amendment to the 1950 Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of "Watch for Children" signs in order to alert motorists that children are at play nearby; and WHEREAS, in accordance with this law, effective July 1, 1997, counties may request the Virginia Department of Transportation (VDOT) to install and maintain these signs; and WHEREAS, VDOT has established a process for handling such requests, and this process will require a resolution from the local governing body, said resolution to identify the source of funding for the cost of sign installation; and WHEREAS, Roanoke County has developed the following policies and procedures to comply with the VDOT guidelines, to minimize administrative burdens, and to assure uniform and consistent policies for the installation of these signs. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the installation of "Watch for Children" signs: a. The street must be classified as a minor collector or local road. No signs will be installed on a major collector or arterial highway. These signs will be installed at transitions from major collectors to minor 1 collectors and from minor collectors to local streets. b. A petition is signed by at least 75% of the property owners along the street. For long streets, signatures shall be required within 1000 feet of the location of the request. C. The property owners agree to pay 100% of the costs at the time of installation. Today's estimate to purchase the sign and install is $150 total. This figure may be adjusted periodically due to increased costs and inflation. d. The street must have a minimum traffic count of 200 vpd or twenty lots. The minimum distance between signs is 1000 feet. Relatively short streets (deadends) will not be considered. In general, residential street with through traffic would be a higher priority and a sign would be installed at the major points of ingress and egress. e. Other streets to be considered regardless of traffic count would be streets adjacent to a public park, parallel streets in the vicinity of schools, and any other public facility were children frequent. f. The Community Development Department must receive all submittals at least thirty days in advance of the Board meeting. Staff will present the requests (approved/disapproved) and resolution to the Board semi-annually, in December and July. g. VDOT's Traffic Engineer will make the final determination if a sign is to be installed. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of 2 Transportation. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Jeff Echols, Resident Engineer, Virginia Department of Transportation Paul M. Mahoney, County Attorney Mary E. Hicks, Executive Secretary 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-11 ADOPTING A POLICY FOR THE REVIEW, ACCEPTANCE AND RECOMMENDATION FOR RURAL ADDITION PROJECTS UNDER THE SIX-YEAR SECONDARY ROAD ALLOCATION WHEREAS, by Resolution 021098-5.c the Board of Supervisors rescinded Resolution 1727 (which was adopted in 1977), said resolution established a County policy for certain street improvements, including streets to be accepted into the Rural Addition Program; and WHEREAS, the acceptance of rural addition roads into the State Secondary System is governed by the 1950 Code of Virginia, as amended; and WHEREAS, funds for rural addition roads are generated from the County's annual six-year secondary road allocation; and WHEREAS, it is the intention of the County to adopt a policy for the review, acceptance, and recommendation to the Virginia Department of Transportation of road projects for inclusion in the Rural Addition Program. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the Rural Addition Program: Steps a. Property owners petition Roanoke County to add their road to the 1 Rural Addition priority list. b. Community Development staff checks the road for VDOT subdivision street requirements: (1) minimum of three homes per mile; (ii) in use prior to July 1, 1984; and (iii) 75% of property owners signed the petition. Check of subdivision plat for private road language. C. If the road qualifies: preliminary surveying and engineering is completed immediately. Right-of-way, easement, and speculative interest are determined. A more detailed cost estimate is determined and funding sources identified (see funding options below). Individual and collective meetings are held with all the property owners explaining the ramifications of construction. Agreements are signed by the property owners agreeing to pay speculative interest, donate right-of-way, and generally approve the design of the road. d. A homeowner's association is strongly recommended by the County. A draft homeowner's agreement is given to the property owners along with a list of attorneys who handle associations. (Costs incurred: $75 filing fee; $300-$500 attorney's fee; and $25/year to keep in good standing.) Maintenance cost of the road will vary depending upon length and road surface. e. Community Development staff adds the road to the Rural Addition list. f. The Board officially adds the road to the list at the annual meeting. g. Once construction funding is available, Community Development staff 0 finalizes the construction plans and other documents and forwards to VDOT for acceptance and construction. Funding a. VDOT: road construction funding is limited to five percent of our yearly secondary allocation. All costs associated with the road construction are covered, to include grading, pavement, drainage, guardrail, erosion control, and restoration. Roanoke County: administrative costs include: survey, design, and right-of-way. Community development's operating budget (professional services account) covers surveying and plat recordation. County staff performs all other related work. Water, sewer, utility relocation is paid for from the County wide work. This account does not receive funding every year and additional funds may be required in the future. Rollover's and homeowner's previous participation remains the source of these funds. Homeowners costs incurred include right-of-way donation, retaining walls, individual landscaping, private fence relocation, and speculative interest. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of Transportation. 3 On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Jeff Echols, Resident Engineer, Virginia Department of Transportation Paul M. Mahoney, County Attorney Mary E. Hicks, Executive Secretary 4