HomeMy WebLinkAbout5/11/1999 - Adopted Board RecordsA-051199-1
ACTION NO.
ITEM NUMBER'
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 11, 1999
AGENDA ITEM: Request to Appropriate State Reimbursement for Personal Property Tax Relief
Implementation Costs
COUNTY ADMINISTRATOR'S COMMENTS: '
SUMMARY OF INFORMATION: In order to implement the Personal Property Tax Relief (PPTR)
program that was initiated by the Commonwealth of Virginia it was necessary for all Virginia localities to
make changes in their collection procedures, including software changes. The Compensation Board of
the Commonwealth of Virginia approved for the localities to be reimbursed for the administrative costs
associated with implementing this program. Each locality was asked to submit their expenditures to the
state for approval. The following expenditures were submitted:
Treasurer's Office $11,586
Commissioner's Office $14,750
MIS $64,400
$90,736
The above costs were incurred during the 1998-99 fiscal year in order to implement the PPTR changes.
These costs include personnel, hardware and software changes, programming changes, travel, stationary
and postage.
We have now received $90,736 from the Commonwealth of Virginia. Staff request that these monies be
appropriated to the Treasurer's office, Commissioner's office, and MIS as outlined above in order to
reimburse the departments for these costs.
STAFF RECOMMENDATION: Staff recommends appropriating $90,736 as revenues from the
Commonwealth of Virginia to the Treasurer's Office ($11,586), the Commissioner's Office ($14,750),
and MIS ($64,400) to reimburse the departments for expenditures related to PPTR.
M:\FINANCE\COMMON\BOARD\5-11-99d.wpd
SUBMITTED BY:
Alfred Anderson
Treasurer
Wayne Compton
Commissioner of Revenue
Z4,- A � -
Elmer C. Hodge
County Administrator
ACTION VOTE
No Yes
Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x
Denied () appropriation Harrison _ x
Received () McNamara_ x
Referred () Minnix _ x
To () Nickens _ x
cc: File
Alfred C. Anderson, Treasurer
R. Wayne Compton, Commissioner of Revenue
Craig Hatmaker, Director, MIS
Diane D. Hyatt, Director, Finance
G:\FINANCE\COMMON\130ARD\5-11-99d.wpd
Abs
A-051199-2
ACTION NO.
ITEM NUMBER — R
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 11, 1999
AGENDA ITEM: Request to Appropriate Monies Received by the
Department of Fire and Rescue
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend approval of the request to appropriate the $7,766 to Fire and Rescue. Of this
amount, $2,091 reflects the cost of running equipment and staff to the site of the mulch pile fere
on four occasions. We did not charge for the other seven calls that were made. The remaining
amount, $5,675 was for hose purchased by Timberland Mulch from the County.
There are several aspects of this issue that deserve additional follow up. There were 11 calls to
the mulch site by Fire and Rescue before we finally decided to charge them. Our requests for
Timberland to do something to prevent spontaneous combustion were not heeded. We may need
to adopt a "repeat call" policy for Fire and Rescue the way we have for false alarm cal1rin the
Police Department.
We are reviewing our business license procedures to see if there is a way to charge companies
doing business here and having offices elsewhere. We also need to review our zoning policies to
require temporary or leased operations such as Timberland to undergo a siteplan analysis to
determine adequacy of utilities, drainage, and the impact on the neighborhood.
BACKGROUND:
During the past few months, there have been several calls to
the County complaining about the mulching operation going on at the
end of Commonwealth Drive by Timberland Mulch. The concerns have
related to noise, dust, smell, and smoke (from the fires). Many of
these concerns are the result of having this type of industrial use
in close proximity to residential development.
The taxation of this business to Roanoke County has been
minimal because its business office is located outside of Roanoke
County. The operation at the Roanoke County site is for delivery
of the bulk type product to and from the site. The business
license fee structure was recently amended by the State and only
gives us the benefit of the minimal license at this time. The
Commissioner of the Revenue's office is looking to see that the
appropriate business personal property and business license tax has
been paid. The business is located on rental property and the real
estate taxes are paid by the property owner.
In 1997, the noise ordinance for Roanoke County was amended to
limit the "sound generated in commercial and industrial zoning
districts Monday thru Friday between the hours of 7:00 a.m. and
10:00 p.m. and Saturday and Sunday between 10:00 a.m. and 10:00
p.m." This change has improved the compatibility of this and other
activities to the residential neighbors.
The fire fighting efforts at the numerous fires in recent
months were hampered by the lack of a suitable water supply on the
site. The closest hydrant was at the end of Commonwealth Drive,
often more than one thousand feet from the site of the fire. After
the fire on April 8, the owner of the business agreed to purchase
fire hose needed to connect to the hydrant referenced above. A
meter was installed on the hydrant and the Fire Department sold to
the business used fire hose and appliances (couplers, nozzles,
etc.) needed to allow the owner to handle small incidents, to keep
the product wet (as necessary), or to assist the Fire Department in
having a readily accessible water supply in the event of a larger
incident. By metering the hydrant, the business will be billed for
all water used.
Timberland purchased the hose and reimbursed the County based
on the FEMA schedule for rental of fire equipment for the most
recent events paying the County $7,766 (copy of the check is
attached). Staff requests that the Board of Supervisors
appropriate this money to the Department of Fire and Rescue Budget
to allow the purchase of the hose and appliances needed to replace
the older products sold to the business.
Staff will continue to look at ways to allow other commercial
and industrial operations to peacefully coexist with residential
neighborhoods. We do, however, recognize that there may be
circumstances where the calls for service and the inconvenience to
the surrounding neighborhood will be greater than the tax revenues
generated from such businesses.
FISCAL IMPACT•
The check for $71766 has been received and staff recommends
that the Board of Supervisors appropriate this to the Fire and
Rescue budget to allow the purchase of other small equipment and
hose.
RECOMMENDATIONS:
Staff recommends that the Board of Supervisors appropriate the
$7,766 to the Fire and Rescue budget to allow the purchase the hose
and small equipment necessary for its operation. We will continue
to monitor efforts to make these operations compatible with
surrounding neighborhoods and recommend changes to the Board as
necessary.
Respectfully submitted,
R-
ohn M. Chambliss, J .
Assistant Administrator
App�r°o)op/d by,
Elmer C. Ifodge
County Administrator
------------------------------------------------------------------------------------------------------- -
ACTION VOTE
No Yes Abs
Approved (x) Motion by: H Odell Minnix to approve Johnson _ x
Denied () reimbursement Harrison _ x
Received () McNamara_ x
Referred () Minnix — x _
To () Nickens _ x _
cc: File
John M. Chambliss, Jr., Assistant Administrator
Diane D. Hyatt, Director, Finance
Richard Burch, Chief, Fire & Rescue
n �um
Me mfi, i,'idal
To:
Treasurer
From:
Richard Burch, Chief
Date:
April 13, 1999
Re:
Deposit of check
We are enclosing a check (#3664) in the amount of $7,766.00 to be deposited in account
number 487100/6503.
Thank you, If you have any questions, please feel free to call.
TIMBERLAND MULCH 02/95 (FN First National Bank 3664
AND TREE FARM INC. Riner, Virginia 24149
PH. 540-789-7270 540-789-7295
P.O. BOX 172
WILLIS, VA 24380
68-222/514
02
PAY TO THE
ORDER OF az1z2z& Z�e6. "ve,
7,
ARS
DATE I DISTRIBUTION
PARTICULARS
THIS LIV PAYMENT ON THE ACCOUNTS SHOWN ABOVE
HIS 1C. ITOE ;RED I..
11'00 3EE [,'in 1:0 S 040 2 2 201: 00411103451811'
AM
j r €
To: Elmer Hodge, County Administrator
From: D. W. Gillispie, Acting Deputy
CC: R. Burch, Chief
Date: April 9,1999
Re: Timber Land Mulch, Mr. Thomas Bolen
Per your request the following information is submitted, Reference Mulch fires at the end of
Commonwealth Drive, SW since January 1 thru April 8, 1999.
There have been eleven (11) fires at this site since 1 Jan 99, attachment one provide an
account of each. Incident Number, Day, Date, Time of Alarm, Clear Time, Equipment Cost
and Estimated Man -Hours. The cost was determined from a schedule that we use to gain
restitution through the court system and is accepted by the judges. It is dated April 27, 1993,
probably should be updated (copy attached).
Mr. Bolen has agreed to purchase the equipment at the cost indicated in the report. I would
recommend that we charge him with the last four (4) fires at $2,091.00, with the cost of
equipment being $5,675.00, for a grand total of $7,766.00. The hose has been used however;
he will be paying replacement cost for new hose. This would be more in line with what I have
previously discussed with Mr. Bolen.
I think he would be receptive to this charge and with the water on site it will reduce Fire
Department activities there. I would also request that monies recovered be put into Fire
Department Budget to replace our equipment.
Attachments: Report Mulch Fire
Equipment Usage and Rate
Fire Report for Each Fire
Memo of 4 Feb 99.
A-051199-3
Item No. C' — 3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, ROANOKE COUNTY ADMINISTRATION CENTER, 5204 BERNARD
DRIVE, SW., ROANOKE COUNTY, VIRGINIA ON TUESDAY,
MEETING DATE: May 11, 1999
AGENDA ITEM: Request for authorization to execute a performance agreement
with R+L Carriers, Inc. for road and traffic signal improvements
at West Main Street (Route 11/460) and Daugherty Road (State
Route 643) in the Catawba Magisterial District
COUNTY ADMINISTRATOR'S COMMENTS:
EXECUTIVE SUMMARY:
Staff has been negotiating with R+L Carriers, Inc. and the Virginia Department of
Transportation to develop a plan for constructing road and traffic signal improvements at
West Main Street and Daugherty Road in the Glenvar area of Roanoke County. R+L
Carriers, of Wilmington Ohio acquired a 26 acre industrial zoned site in December 1998 in
order to construct a truck terminal. Their Phase I project has a 36,000 square foot terminal
with a 7,500 square foot office attached; a 10,500 square foot maintenance shop and site
improvements. Initial project investment will be $3 million with 27 employees.
R+L Carriers is a "less than a truckload" (LTL) over the road carrier that receives shipments
at its terminal and breaks the load down into smaller deliveries. The Company is seeking to
make road improvements that would allow 48 foot long tractor trailer trucks to use
Daugherty Road and access West Main Street at the existing traffic signal.
Staff and VDOT have determined that an additional turn lane and traffic signal
improvements are needed at the Daugherty Road and West Main Street intersection to meet
traffic and safety requirements. R+L Carriers has expressed a willingness to pay their share
of the estimated $81,000 for road and traffic signal improvements necessitated by the
location of their terminal project. These road improvements would allow the Company to use
tractors and trailers that are appropriate for the design and category of the road. There will
not be a need for a Surface Transportation Assistance Act (STAA) designation of Daugherty
Road.
E. 3
Staff requests that the Board of Supervisors authorize the County Administrator to execute
a performance agreement with R+L Carriers to provide $40,000 towards the costs of road
and traffic signal improvements, on a form approved by the County Attorney and within the
guidelines of the Board of Supervisors' Public Private Partnership Policy (adopted November
19, 1996). The annual payback from new tax revenues generated from this project is
estimated to be $25,000.
FISCAL IMPACT
Funds for County participation of $40,000 in the road and traffic signal improvements have
been appropriated as part of the FY 98-99 Budget and are contained in the Economic
Development Fund. The return on the County's investment would be achieved from new
real estate taxes within the first two years after the company begins operations.
ALTERNATIVES
1. Authorize the County Administrator to execute a performance agreement with R+L
Carriers, Inc. for the funding of road and traffic signal improvements at the
intersection of Daugherty Road and West Main Street on a form approved by the
County Attorney. Staff understands that there is no desire from R+L Carriers to seek
a STAA designation for Daugherty Road.
2. Take no action at this time.
STAFF RECOMMENDATION
Staff recommends that the Board of Supervisors approve Alternative 1 authorizing the
County Administrator to execute a performance agreement with R+ L Carriers, Inc. for the
funding of road and traffic signal improvements at the intersection of Daugherty Road and
West Main Street on a form approved by the County Attorney
Respectfully submitted:
Timothy Gubala
Director of Economic Development
Approved:
- d4c�
Elmer C. Hodge
County Administrator
------------------------------------------------------------------------------------------------------------------
ACTION
VOTE
No
Yes Abs
Approved (x)
Motion by: Fenton F. Harrison to
Johnson _
x _
Denied ()
authorize performance agreement and
Harrison _
x _
Received ()
appropriate funds
McNamara_
x
Referred ()
Minnix _
x _
To ()
Nickens _
x
cc: File
Timothy Gubala, Director, Economic Development
Arnold Covey, Director, Community Development
Paul M. Mahoney, County Attorney
A-051199-4
ACTION NO.
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
May 11, 1999
Authorization to Commence Appropriate Legal Action to Abate
a Public Nuisance in the Glenvar Heights Subdivision
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This request for authorization to commence legal action to abate a
public nuisance is submitted to the Board of Supervisors upon the request of
Supervisor Harrison.
There are many definitions of "nuisance." The best general definition
of a nuisance is the violation by a person of that duty which he owes so to
use his property and rights as not to injure those of others. In its
broadest definition the term extends to everything that endangers life or
health, gives offense to the senses, violates the laws of decency, or
obstructs the reasonable and comfortable use of property. Under Section
15.2-900 of the State Code, the term "nuisance" includes, but is not limited
to, dangerous or unhealthy substances which have escaped, spilled, been
released or which have been allowed to accumulate in or on any place and all
unsafe, dangerous, or unsanitary public or private buildings or structures
which constitute a menace to the health or safety of the occupants or the
public.
Robert C. and Martha C. Dantzler operate a commercial stable at 5091
Glenvar Heights Blvd. on 8 acres of land. This stable is located in a
residential neighborhood. It appears that this operation may be a legal
nonconforming use; however, it further appears that the number of horses has
increased significantly, thereby expanding the use and operation of this
stable.
Manure from the horses is stored within a natural drainage area
resulting in non -point source pollution flowing into a pond on the property,
which discharges onto and through neighboring properties. The horses and
manure also result in offensive odors, vermin and insects, which plague the
neighbors.
The large number of horses have resulted in a lack of pasture grass or
other vegetation, creating conditions for erosion and sedimentation problems.
A large number of other domestic animals (dogs and cats) run free on
and off the property, adversely effecting the neighborhood.
The neighbors allege that an employee/stable worker resides in a
trailer on the property in violation of law.
The Board has authority to maintain an action to abate a public
nuisance pursuant to Section 15.2-900 of the Code of Virginia. It is
estimated that legal action to abate this public nuisance will take
G:\ATTORNEY\PMM\LITIG\DANTZLER.RPT 1
approximately one year before final resolution in the court system. I
FISCAL IMPACTS:
Investigating these issues and maintaining legal action to compel the
responsible parties to abate or remove this public nuisance will require a
significant commitment of staff time and resources, not only in the office
of the County Attorney, but also, the Department of Community Development.
That commitment of limited resources may adversely effect other projects in
these departments.
STAFF RECOMMENDATION:
It is recommended that the Board authorize and direct the County
Attorney, with the support and assistance of other County staff, to take such
actions as may be necessary to abate the public nuisance caused by the
operation of a commercial stable in the Glenvar Heights residential
subdivision.
Respectfully submitted,
Paul M. Mahoney
County Attorney
------------------------------------------------------------------------------------------------------------------
ACTION VOTE
No Yes Abs
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
Paul M. Mahoney, County Attorney
G:\ATTORNEY\PMM\LITIG\DANTZLER.RPT 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 11, 1999
RESOLUTION 051199-5.a APPROVING THE FISCAL YEAR 1999-2000
BUDGET FOR ROANOKE COUNTY, VIRGINIA
WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides
that the governing body of the County shall prepare and approve an annual budget; and
WHEREAS, said budget shall be prepared and approved for informative and fiscal
planning purposes only; and
WHEREAS, this budget contains a complete itemized and classified plan of all
contemplated expenditures and all estimated revenues and borrowings for the ensuing
fiscal year; and
WHEREAS, a brief synopsis of said budget was published as required by the
provisions of Section 15.2-2506 of the State Code, and the public hearing as required
thereon was held on April 27, 1999.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia:
1. That there is hereby approved the annual budget for Fiscal Year 1999-2000
for Roanoke County, Virginia, as follows:
1
U
County of Roanoke
Budget Adoption
FY 1999-2000
Adopted
FY 1999-00
Revenue Estimates
General Fund
General Government
General Property Taxes
72,789,000
Other Local Taxes
21,505,000
Permits, Fees & Licenses
696,000
Fines and Forfeitures
560,000
Interest Income
700,000
Charges for Services
274,500
Commonwealth
7,442,500
Federal
1,862,500
Other
761,250
Total General Government 106,590,750
Youth Haven II
447,468
Comprehensive Services
1,797,917
E-911 Maintenance
725,000
Law Library
38,095
Recreation Fee Class
848,102
Internal Services
2,047,001
Garage 11
1,215,658
Total General Fund 113,709,991
Debt Service Fund
10,753,444
Capital Projects Fund
2,546 925
Internal Service Fund
893,911
Water Fund
12,767,506
Beginning Balance
4,324,914
Total Water Fund
17,092,420
Sewer Fund
5,953,942
Beginning Balance
7,536,832
Total Water Fund
13,490,774
School Operating Fund
91,081,332
School Cafeteria Fund
3,495,000
School Grants Fund
2,466,147
School Textbook Fund
858,352
Total School Funds
97,900,831
Total Revenues All Funds
256,388,296
Less: Transfers
(70,100,302)
Total Net of Transfers
186,287,994
4= 5
County of Roanoke
Budget Adoption
FY 1999-2000
Adopted
FY 1999-00
Proposed Expenditures
General Fund
General Government
General Administration
2,450,439
Constitutional Officers
6,944,537
Judicial Administration
518,015
Management Services
2,045,795
Public Safety
11,014,185
Community Services
8,117,774
Human Services
9,930,415
Non -Departmental
4,112,148
Transfers to School Operating Fund
47,941,865
Transfers to Capital Fund
2,546,925
Transfers to County Garage
1,215,658
Transfers to Debt Service Fund
7,830,083
Other
1,922,911
Total General Government
106,590,750
Youth Haven If
447,468
Comprehensive Services
1,797,917
E-911 Maintenance
725,000
Law Library
38,095
Recreation Fee Class
848,102
Internal Services
2,047,001
Garage 11
1,215,658
Total General Fund
113,709,991
Debt Service Fund
10,753,444
Capital Projects Fund
2,546,925
Internal Service Fund
893,911
Water Fund
13,411,638
Unappropriated Balance
3,680,782
Total Water Fund
17,092,420
Sewer Fund
5,816,299
Unappropriated Balance
7,674,475
Total Sewer Fund
13,490,774
School Operating Fund
91,081,332
School Cafeteria Fund
3,495,000
School Grants Fund
2,466,147
School Textbook Fund
858,352
Total School Funds
97,900,831
Total Expenditures All Funds
256,388,296
Less: Transfers
(70,100,302)
Total Net of Transfers
186,287,994
4�--S
County of Roanoke
Budget Adoption
FY 1999-2000
Adopted
FY 1999-00
In addition to the above revenues and expenditures, the following beginning balance will
be appropriated to the Unappropriated Balances of the respective fund:
General Fund 6,700,000
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2. That the preparation and approval of this budget is for informative and fiscal
planning purposes only.
3. That the County capital improvement program for FY 2000-2004 is hereby
adopted and approved.
4. That this capital improvement program shall not be considered a portion of
the Roanoke County Comprehensive Plan.
On motion of Supervisor Johnson to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Brent Robertson, Budget Manager
Diane D. Hyatt, Director, Finance
Paul M. Mahoney, County Attorney
Joe Sgroi, Director, Human Resources
John M. Chambliss, Jr., Assistant Administrator
Don C. Myers, Assistant Administrator
7
a
i
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 11, 1999
RESOLUTION 051199-5.b IN THE MATTER OF ESTABLISHING A
DEFERRED COMPENSATION MATCHING PLAN FOR THE COUNTY
OF ROANOKE, VIRGINIA (EMPLOYER)
WHEREAS, the County of Roanoke, Virginia (the "Employer") has adopted a
Deferred Compensation Plan which is available to all eligible employees, pursuant to
Section 457 of the Internal Revenue Code of 1986, as amended: and
WHEREAS, certain tax benefits accrue to employees participating in said Deferred
Compensation Plan; and
WHEREAS, the Employer wishes to provide an additional incentive to its employees
to voluntarily set aside and invest portions of their current income to meet their future
financial requirements and supplement their existing retirement program; and
WHEREAS, Nationwide Retirement Solutions, Inc. (NRS) has provided Employer
with a specimen plan document (the NRS Governmental Deferred Compensation Matching
Plan and Trust);
NOW, THEREFORE THE BOARD OF SUPERVISORS DOES HEREBY RESOLVE
AS FOLLOWS:
The Board of Supervisors, meeting in regular scheduled session, this 11th day of
May, 1999, hereby adopts the Nationwide Retirement Solutions, Inc. Governmental
Deferred Compensation Matching Plan and Trust (Plan) and hereby establishes the
County of Roanoke Deferred Compensation Matching Plan to provide additional benefits
for all participants in the County of Roanoke Deferred Compensation Plan. The County
Administrator is hereby authorized to execute an Adoption Agreement for said plan.
The Trustees shall be Diane Hyatt, Elmer Hodge, and Paul Mahoney.
The Plan Administrator shall be Nationwide Retirement Solutions.
All employees covered under the County of Roanoke Deferred Compensation Plan
shall be covered under this Plan.
The Plan shall be effective as of July 1, 1999.
The Employer Contribution shall be a match of the first ten dollars per pay period that
the employee puts into the 457 account.
On motion of Supervisor Johnson to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Diane D. Hyatt, Director, Finance
Paul M. Mahoney, County Attorney
Joe Sgroi, Director, Human Resources
0,
A-051199-6
ACTION NO.
ITEM NUMBER 5—b
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM: Request for School Board to Approve an Early Retirement Proposal for School
Employees
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION: On January 25, 1999 the Chairman of the Roanoke County
School Board sent a letter to the Board of Supervisors requesting a consideration of an Early Retirement
program. This item was discussed at the Board meeting on February 9, 1999 and at a joint worksession
at the School Board on April 27, 1999. A book was distributed at the worksession on April 27, 1999
outlining the plan, the guide lines and the actuarial projections of the Early Retirement Plan. The School
Board would like to proceed with implementing the 20-28-23.3 version of this plan.
To date the Schools have spent $16,352 and numerable staff hours in evaluating this plan. The next step
would involve procurement of services to develop the actual trust agreement, procurement of a trustee for
the plan, and procurement of actuarial services for the plan. The procuring and development of the plan
as well as receiving the proper IRS approval could take eight to ten months of time and cost between
$35,000 and $50,000. In addition, the Schools may need to proceed with hiring the professional
financial person that is recommended in the analysis in order to implement the plan.
The attached guidelines should be incorporated as part of the establishment of the early retirement
system.
STAFF RECOMMENDATION: The School Board cannot establish a trust account without the
County Board approval. The following alternative actions should be considered by the Board at this
point. I recommend Alternative 2.
1. Vote to not proceed with the design of a detail plan based upon the preliminary actuarial study
and the analysis of the plan.
2. Allow the School Board to expend funds and hire the necessary personnel from the School budget
in order to proceed with procuring and developing the detail plan (20-28-23.3) incorporating the
M:\FINANCE\COMMON\BOARD\5-11-99e.wpd
C- 40
attached guidelines, for potential implementation on July 1, 2000. A specific plan document will
need to be returned to the Board of Supervisors for approval before final implementation.
SUBMITTED BY:
Elmer C. Hodge
County Administrator
------------------------------------------------------------------------------------------------------------------
ACTION VOTE
No Yes Abs
Approved (x) Motion by: Bob L. Johnson to authorize Johnson _ x _
Denied () the expenditure of funds to move forward Harrison _ x
Received () with development of an early retirement McNamara_ x _
Referred () plan that will be brought back to the Board Minnix _ x
To () Nickens _ x _
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
Joe Sgroi, Director, Human Resources
M:\FINANCE\COMMON\BOARD\5-11-99e.wpd
Guidelines for the Establishment E -e'
of the New Early Retirement Program
The allocation to the Schools will be based on the same formula as always and will not be
increased based upon increased demands of early retirement programs.
2. The Schools are responsible for procuring, selecting, implementing, and monitoring the
new early retirement program. This includes the formation of an Early Retirement Board
that will monitor the program and the trust.
3. The Schools will provide an analysis of the early retirement plan on an annual basis for
inclusion in the County's Comprehensive Annual Report.
4. The Schools are responsible for procuring an actuarial report on the Trust at least every
two years.
5. The Trust will be maintained at such a level that the ratio of plan assets to annual benefit
payments is 200% to 300%.
6. All savings between the existing plan and the new plan will be reinvested into the trust
until the ratio of plan assets to annual benefit payments has reached 300%.
7. The Schools will provide the appropriate budget entries to transfer the "savings" from the
school operating budget to the Trust Fund.
M:\FINANCE\COMMON\SCHOOL\RETIREME.WPD
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 11, 1999
RESOLUTION 051199-7 AUTHORIZATION TO PICK UP THE
EMPLOYEE'S CONTRIBUTION TO VRS FOR PAST SERVICE CREDIT
UNDER SECTION 414(H) OF THE INTERNAL REVENUE CODE
WHEREAS, the County of Roanoke, Virginia desires to provide its employees with
tax deferral pursuant to Section 414(h) of the Internal Revenue Code with respect to their
member contributions to the Virginia Retirement System, the State Police Officers
Retirement System and the Judicial Retirement System (collectively referred to as VRS)
for the permissible purchase of past service credit by picking up member contributions to
the VRS: and
WHEREAS, the pick up is authorized under Virginia Code Sections 51.1-142.1 and
51.1-143.C.;
WHEREAS, the VRS keeps track of such picked up member contributions, and is
prepared to treat such contributions as employee contributions for all purposes of VRS;
NOW, THEREFORE, IT IS HEREBY RESOLVED that effective the first pay day on
or after the later of May 11, 1999 or the date the member executes a binding and
irrevocable salary reduction election relating to the past service permitted to be purchased,
the County of Roanoke shall pick up all or a portion of the member contributions of its
employees to VRS based on the terms of the salary reduction election, and such
contributions shall be treated as employer contributions in determining tax treatment under
the Internal Revenue Code of the United States; and it is further
RESOLVED, the binding salary reduction election to be executed by the member
shall include the following: (1) the beginning and ending date of the election, (2) the
amount of the salary reduction on a pay period by pay period basis, (3) the total amount
of contribution expected to be involved, (4) a statement that the member may not receive
the contributed amounts instead of having them paid by the County of Roanoke to the
VRS, and (5) an agreement that the member will not purchase the service credit through
a lump sum payment during the period in which the salary reduction election is in effect,
and it is further
RESOLVED, the member may revoke the salary reduction election only in the event
of an unforeseeable emergency as that phrase is used and defined in the IRC Section 457
and Treasury Regulation Section 1.457-2(h)(4) and if such a revocation is made, the
member may not make a new salary reduction election during his period of employment
and it is further
RESOLVED that such contributions, although designated as member contributions,
are o be made by the County of Roanoke in lieu of member contributions; and it is further
RESOLVED that pick up member contributions shall be paid for the same source
of funds as used in paying the wages to affected employees; and it is further
RESOLVED that member contributions made by the County of Roanoke under the
pick up arrangement shall be treated for all purposes other than income taxation, including
but not limited to VRS benefits, in the same manner and to the same extent as member
contributions made prior to the pick up arrangement; and it is further
K
RESOLVED that nothing herein shall be construed so as to permit or extend an
option to VRS members to receive the pick up contributions made by the County of
Roanoke directly instead of having them paid to VRS; and it is further
RESOLVED that notwithstanding any contractual or other provisions, the wages of
each member of VRS who is an employee of the County of Roanoke shall be reduced by
the amount of member contributions picked up by the County of Roanoke on behalf of such
employee pursuant to the foregoing resolutions.
On motion of Supervisor Johnson to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Johnson
NAYS: None
ABSTAIN: Supervisor Nickens
A COPY TESTE:
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Diane D. Hyatt, Director, Finance
Joe Sgroi, Director, Human Resources
3
A-051199-8
ACTION NO.
ITEM NUMBER —
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 11, 1999
AGENDA ITEM: Authorization for The Tyree Organization to Install a
Monitoring Well for the Getty Properties on the Parking Lot
Adjacent to the Jail/Courthouse Complex
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend Approval. These tests are for the Getty Mart fuels tanks across the street from the property. We have not
been advised whether or not there is a leak in the fuel tanks. All we know is that Getty Mart would like to have a
monitoring well across the street from their property.
BACKGROUND:
The County of Roanoke has been contacted by The Tyree Organization who is
performing environmental work for Getty Properties for permission to install a
monitoring well on the parking lot adjacent to the jail/courthouse complex. They
have agreed to work with staff in locating the well in a parking spot near the
street so as to minimize the disruption of traffic activity and not impede the
access to the jail area.
The well (piezometer) will be constructed with a flush mount surface casing
so as not to interfere with traffic after installation. It should take
approximately !� day to install the well using a drilling rig. After DEQ
determines that the investigation is complete (approximately one year), the well
will be filled in with grout according to DEQ specifications. Getty will repair
any damage that may occur as a result of said activities and will hold the
property owner harmless from any and all claims arising therefrom.
FISCAL IMPACT•
None.
RECOMMENDATIONS:
Staff recommends granting permission to the Tyree Organization to allow the
construction of said monitoring well.
Respectfully submitted, Approved by,
John M. Chambliss, Jr. Elmer C. Hodge
Assistant Administrator County Administrator
------------------------------------------------------------------------------------------------------------------
ACTION
VOTE
No
Yes Abs
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
John M. Chambliss, Jr., Assistant Administrator
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 11, 1999
RESOLUTION 051199-9 APPROVING AND CONCURRING IN CERTAIN
ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA
FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. that the certain section of the agenda of the Board of Supervisors for
May 11, 1999 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 5, inclusive, as follows:
1. Approval of Minutes - April 13, 1999, April 27, 1999
2. Request for acceptance of a portion of Cortland Road and Orchard Park
Drive into the Virginia Department of Transportation Secondary System.
3. Resolution changing the date of the regular meeting of the Board of
Supervisors from May 25, 1999 to May 27, 1999.
4. Approval of funding for roof replacement needs for Phase I of the School
Capital Improvement Program.
5. Appropriation of $108,770 to the School Technology Grant Funds for
instructional technology.
2. That the Clerk to the Board is hereby authorized and directed where
required by law to set forth upon any of said items the separate vote tabulation for any
such item pursuant to this resolution.
On motion of Supervisor Johnson to adopt the Consent Resolution, and carried
I A
by the following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS: None
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
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
Dr. Jane James, Director of Technology
F
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR
MEETING ON THE 11TH DAY OF MAY, 1999, ADOPTED THE FOLLOWING:
RESOLUTION 051199-9.a REQUESTING ACCEPTANCE OF A PORTION OF
CORTLAND ROAD AND ORCHARD PARK 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
WHEREAS, the County and the Virginia Department of Transportation have entered
into an agreement dated March 9, 1999, for comprehensive stormwater detention which
applied to this request for addition.
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the streets described on the attached Additions Form
SR -5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of
Virginia, and the Department's Subdivision Street Requirements and
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-
of-way, as described, and any necessary easements for cuts, fills and drainage, and
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded
to the Resident Engineer for the Virginia Department of Transportation.
Recorded Vote
Moved By: Supervisor Johnson
Seconded By: None Required
Yeas: Supervisors McNamara, Minnix, Harrison. Nickens, Johnson
Nays: None
Absent: None
A Copy Teste:
OdC.C.7✓
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Engineering & Inspections
Virginia Department of Transportation
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ROANOKE COUNTY
JoOf ♦♦�
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PROPOSED ADDITION SHOWN IN GRAY
DESCRIPTION:
1) Cortland Road - From the intersection of Gala Drive to intersection
of Orchard Park Drive.
2) Orchard Park Drive - From the intersection of Cortland Road north
to Botetourt County.
LENGTH: (1) 0.06 MILES (2) 0.05 MILES
RIGHT OF WAY: (1) 60 FEET (2) 50 FEET
PAVEMENT WIDTH: (1) 44 FEET (2) 30 FEET
SERVICE: (1) -NA- (2) 5 HOMES
.ROANOEE COUNTY
DEPARTMENT OF
COMMUNITY D.E'VELOPIfENT
THE ORCHARDS, SECTION 5
BOTETOURT SOUTH
Acceptance of aportion of Cortland Road and
Orchard Park Drive into the Virginia Department
of Transportation Secondary System.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON
TUESDAY, MAY 11, 1999
RESOLUTION 051199-9.b CHANGING THE DATE OF THE REGULAR
MEETING OF THE BOARD OF SUPERVISORS FROM MAY 25, 1999 TO
MAY 27, 1999
WHEREAS, the Commission on Local Government has scheduled a meeting for May
25, 1999, for the presentation and public hearing of the Gain Sharing Agreement between
Roanoke County and the Town of Vinton; and
WHEREAS, it is necessary that one or more members of the Board of Supervisors be
available to testify before the Commission on Local Government regarding this proposed
Gain Sharing Agreement; and
WHEREAS, at their meeting on April 13, 1999, the Board agreed to change the second
meeting in May from May 25 to May 27 in order to accommodate the scheduled meeting
before the Commission on Local Government; and
WHEREAS, pursuant to Section 2-102. Regular Meetings, of the Board of Supervisors'
Rules of Organization and Procedure, the Board may, by resolution, change the time and
place of a regular meeting; said resolution to be published once in the newspaper.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the regular meeting for the Board of Supervisors be, and hereby is,
changed from May 25, 1999 to May 27, 1999, with the afternoon session beginning at 3:00
p.m. and the evening session beginning at 7:00 p.m.; and
2. That this resolution shall be published once in the Roanoke Times pursuant to
Section 2-102 of the Rules of Organization and Procedure adopted by the Board of
1
Supervisors.
On motion of Supervisor Johnson to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Paul M. Mahoney, County Attorney
2
A -051199-9.c
ACTION NO.
ITEM NUMBER ..--
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 11, 1999
AGENDA ITEM: Approval of Funding for Roof Replacement Needs for Phase I of the School Capital
Improvement Program
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND: The Blue Ribbon Committee Report proposed that a Roof Replacement Program be
included in Phase I of the School Capital Improvement Program at a projected cost of $1,150,000. On April
28, 1998 the County Board approved an advance of $200,000 to begin the Roof Replacement Program.
These funds were then reimbursed to the County from the proceeds of the 1998 Fall VPSA bond sale. An
additional sum of $180,000 is now needed to fund the roofing projects slated for 1999-2000 as outlined in
the attached list.
FISCAL IMPACT: The additional $180,000 will be funded from the interest income accumulated on the
borrowed 1998 Fall VPSA Bond. This will be deducted from the original budgeted amount of $1,150,000
and will not require an additional advance from Roanoke County.
STAFF RECOMMENDATION: Staff recommends approval of $180,000 of interest income from the 1998
Fall VPSA Bond to be appropriated to the Roof Replacement Program from Phase I of the School Capital
Improvement Program.
SUBMITTED BY:
APPROVED:
Diane D. Hyatt Elmer C. Hodge
Director of Finance County Administrator
M:\FINANCE\COMMON\BOARD\5-11-99.WPD April 29, 1999
------------------------------------------------------------------------------------------------------------------
ACTION VOTE
No Yes Abs
Approved (x) Motion by: Bob L. Johnson to approve Johnson _ x _
Denied () Harrison _ x _
Received () McNamara_ x _
Referred () Minnix _ x _
To () Nickens _ x
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
M:\FINANCE\COMMON\BOARD\5-11-99.WPD April 29, 1999
Roanoke County Schools
Maintenance Department
716 South Market St
Salem Virginia 24153
Phone 540 -387_6587 F" 540_587_6288
Suggested Re -roofing projects for'99/2000
SCHOOL SECTION AREA
SQ•FT•
LAST ROOF
RCCC
A
AUDITORIUM
7020
1958?
BUS GARAGE
C
GARAGE
1240
1960
D
GARAGE
1138
1960
E
GARAGE
1038
1960
F
GARAGE
3305
1960
H
GARAGE
430
1974
BURLINGTON
A
CLASS ROOMS
2575
1984
B
CLASS ROOMS
5847
1984
A.R.BURTON
D
CAFETERIA
2997
1979
(metal roof -paint)
N.SIDE MIDDLE
D
OLD SHOP
5585
1990
(Leaks that cannot be located)
MASON'S COVE
L
CAFETERIA
486
1968
N
STOOP
56
1968
N.SIDE HIGH
REWORK FLASHING AROUND SKYLIGHTS
AND
OTHER AREAS AS NEEDED
*All single ply roofing will have a 2% underlayment tapered system as per
building code.
*Estimated cost of the above $180,000.
A -051199-9.d
ACTION #
ITEM NUMBER
MEETING DATE: May 11, 1999
AGENDA ITEM: Universal Service Fund Grant for Technology
COUNTY ADMINISTRATOR'S COMMENTS:
_Z' - --15-
BACKGROUND: Roanoke County Schools has received notification of funding
commitments from the Universal Service Fund (e -rate program) totaling
$88,269.99 for the period January 1, 1998 through June 30, 1999. In
addition, recent changes to this program by the FCC will likely provide
approximately $20,500 in additional reimbursements. The e -rate program was
originally designed to provide discounts for telecommunications services.
For the first 18 months of the program, however, reimbursements are being
provided to eligible recipients in lieu of discounts. We anticipate
receiving reimbursements for 1998 from four vendors totaling $63,363.94
within the next 30 days. We will apply for additional reimbursements from
the same vendors for January -June, 1999, in early July and should receive
those checks in August. This total will be $24,906.05. An additional
reimbursement of approximately $20,500 is anticipated for services
originally denied funding due to contract dates.
SUMMARY OF INFORMATION: This is non-recurring funding. Staff will bring
recommendations to the school board within 60 days for the expenditure of
this revenue within the scope of Roanoke County Schools Plan for
Instructional Technology.
FISCAL IMPACT: None
STAFF RECOMMENDATION: Staff recommends appropriation of $108,770 to the
Technology Grant Fund
Dr. J4iie James Elmer C. Hodge
Director of Technology County Administrator
Approved (x)
Denied ( )
Received ( )
Referred ( )
To ( )
cc: File
ACTION
Motion by: Bob L. Johnson to approve
Dr. Jane James, Director of Technology
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
VOTE
No Yes Abs
Johnson _ x _
Harrison _ x _
McNamara_ x _
Minnix _ x
Nickens x
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, MAY 11, 1999
RESOLUTION 051199-10 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, Minnix, Harrison, Nickens, Johnson
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC/AAE
Clerk to the Board of Supervisors
cc: File
Executive Session