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Home My WebLink About7/9/2002 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF WILLIAM J. MORGAN, SR., SHERIFF'S OFFICE, AFTER MORE THAN EIGHTEEN YEARS OF SERVICE WHEREAS, William J. Morgan, Sr. was first employed by Roanoke County on May 1, 1984 as a Deputy Sheriff in the Corrections Division; and also served as Deputy Sheriff - Bailiff in the Court Services Division; and was promoted to Master Deputy - Bailiff for Court Services; and WHEREAS, Master Deputy Morgan retired from Roanoke County and the Sheriff's Office on June 1, 2002, after eighteen years and one month of service; and WHEREAS, the public safety of Roanoke County citizens is assured by dedicated employees such as Master Deputy Morgan; and WHEREAS, Master Deputy Morgan is highly respected by his co-workers in the Sheriff's Office for his dedication and teamwork; and WHEREAS, Master Deputy Morgan, through his desire to be of service and do a good job for the citizens in his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to WILLIAM J. MORGAN, SR. for more than eighteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: 6"Q, 41/-/� Brenda J. H Iton, CMC Deputy Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Sheriff Gerald Holt Joe Sgroi, Director, Human Resources 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-2 EXPRESSING OPPOSITION TO THE DIVERSION OF FUNDS FROM THE SALEM DISTRICT FOR VIRGINIA'S SMART ROAD PROJECT FUNDING WHEREAS, the Commonwealth of Virginia has initiated an innovative highway construction project in Montgomery County to explore new technologies for intelligent transportation systems and to improve highway safety for all the citizens of this Commonwealth, known as "Virginia's Smart Road"; and, WHEREAS, the Board of Supervisors of Roanoke County had been one of the first supporters and proponents of this innovative highway initiative; and in 1989 called for the development of a road project to do research on "smart" cars and highways under the auspices of Virginia Tech; and, WHEREAS, the Commonwealth Transportation Board has recently decided to address its budgeting and funding inadequacies by requiring that expenditures to complete Virginia's Smart Road construction be taken or diverted from other primary road funding in the Salem District; and, WHEREAS, this decision by the Commonwealth Transportation Board unfairly penalizes the citizens of the Salem District, since Virginia's Smart Road project is designed to benefit all the citizens of this Commonwealth, and the diversion of funds from other approved road projects in the Salem District will substantially delay the completion of these other projects, posing a substantial risk to public health, safety and welfare. 1 NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That it hereby expresses its opposition to the funding allocation decision of the Commonwealth Transportation Board to require that expenditures for Virginia's Smart Road project be taken or diverted from other approved road projects in the Salem District. 2. That it requests the Commonwealth Transportation Board to reconsider its adopted method for distributing funds to road projects within the Salem District, and that it develop a more equitable system for funding these road projects. 3. That it requests the other political subdivisions in the Salem District to adopt similar resolutions expressing their opposition to this funding allocation or diversion plan of the Commonwealth Transportation Board. 4. That the Clerk to the Board is directed to send a certified copy of this Resolution to the Commonwealth Transportation Board, all the jurisdictions in the Salem District, and the members of the General Assembly from Salem District. On motion of Supervisor Nickens to adopt the resolution and send with cover letter from the Chairman expressing the Board's concerns, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: - Q, Ido4n, Brenda J. Iton, CMC Deputy Clerk to the Board of Supervisors 2 cc: File Members, Commonwealth Transportation Board Salem District Jurisdictions Salem District Members of General Assembly Roanoke County Legislators Jeff Echols, VDOT, Resident Engineer Fred Altizer, VDOT, District Engineer Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney I hereby certify that the foregoing is a true and correct copy of Resolution 070902-2 adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on Tuesday, July 9, 2002. Brenda J. Holton, Deputy Clerk Roanoke County Board of Supervisors 3 A-070902-3 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: July 9, 2002 AGENDA ITEM: Approval of Roanoke County Parks, Recreation and Tourism Public Use Manual for Sports Organizations and Community Users COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval of the revised public use manual. This has been through the Parks and Recreation Advisory Commission, and we have discussed this matter with you in work session. BACKGROUND: In 1997 staff of the Parks and Recreation department recognized the need to have one comprehensive administrative policy manual to help manage the athletic programs, fields, parks, and programs and events on county owned property, both indoors and outdoors. A special committee of Parks and Recreation Advisory Commission members and staff was formed to develop this manual. The process included meetings with the Recreation Club presidents, school officials, and other community users to ensure the policies addressed the issues and needs of the entire community. The final result was a comprehensive policy manual that provides both the staff and the community consistent information regarding priorities of use, levels of play, service levels and responsibilities of the county, users fees, as well as establishing the processes to partner and/or use county facilities etc. It also recognizes the Recreation Clubs as the primary providers of youth sports in Roanoke County and defines that partnership and the services each group shall provide. The Public Use Manual for Sports Organizations and Community Users was approved by both the Parks and Recreation Advisory Commission and the Presidents Council and was presented to the Board of Supervisors. The Board adopted this is as policy in August of 1997. SUMMARY OF INFORMATION: As times change it is important that we review policies on a periodic basis to ensure that they meet the needs of the times and most importantly, the needs of the majority of our citizens. Parks and Recreation had planned an update of the I --------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Church _ x _ Denied () staff recommendation Flora_ x _ Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens x cc: File Pete Haislip, Director, Parks, Recreation & Tourism r I. Policy The use of athletic facilities, park pavilions, open space, and recreation centers will be encouraged for activities contributing to the development of individuals through skill development, social interaction and wholesome fun. These facilities will generally be made available to the community and athletic organizations outside regularly scheduled activities or commitments of Roanoke County Parks, Recreation, and Tourism. The person(s) designated under Section II Authority must specifically approve the use of facilities by commercial organizations, sanctioned teams/groups, and non -sanctioned or organized teams/groups. Use of facilities by commercial organizations or by private individuals for the sole purpose of advertising or exhibiting of commercial products or services is prohibited except as specifically authorized in other provisions of this manual. Use of facilities by any organization will comply with Federal, State and County laws and regulations including licensing requirements. II. Authority In accordance with the April 25, 1989, Public Park Use Ordinance of the County of Roanoke, Ordinance # 42589-8, Chapter 15, Roanoke County Parks, Recreation, & Tourism has the authority to regulate the uses, procedures, and associated fees for the public use of all lands and facilities under its control. A. The Assistant Director of Parks or his designee is authorized to grant approval and to schedule the use of athletic fields, picnic pavilions, open space, the Equestrian Center and other park amenities in accordance with the policies found within this manual. Such use will be approved through the provision of Park Special Use permits, picnic pavilion reservations, and Equestrian Center membership. B. The Manager of Athletics is authorized to grant approval for the use of parks and school sports facilities, after coordination with the Roanoke County Parks Division and the Roanoke County Schools Administration, for Parks, Recreation, and Tourism sanctioned and sponsored sport league practice, games, and tournaments. Facility use will be administered through an approved Athletic Field or Facility Permit. Debbie Pitts Page 1 07/03/2002 C:\windows\TEMP\1astManual Final 2002.doc L-3 III. Permissible Activities Approved community activities may include, but are not limited to, recreational games, practices, picnics, instructional programs, tournaments, festivals, clinics or concerts. Activities which do not fall into the above mentioned categories and appear to be of questionable motive will be referred to the Director of Parks and Recreation for review and decision. IV. Athletic Program Sanctioning Roanoke County Parks, Recreation, and Tourism sanctions community organizations to provide Roanoke County sponsored youth and adult athletic leagues. These organizations are authorized to provide team sports for Roanoke County citizens in partnership with Parks, Recreation, and Tourism. The first step to request sanctioning is to meet with the Director of the department to discuss the scope of the request. Currently, the department has eleven sanctioned youth recreation clubs that provide team sports in baseball, softball, football, soccer, basketball, and cheerleading. Roanoke County Parks, Recreation, & Tourism shall not sanction or approve the use of County resources or facilities by clubs or organizations, which will duplicate existing services already being provided by the Department, area recreation clubs, or the community. If a request is denied appeals shall be submitted to the Roanoke County Parks and Recreation Advisory Commission. In order for an athletic program to be sanctioned by Roanoke County it must meet the sanctioning requirements listed below. To be considered for sanctioning, organizations must schedule a meeting with the Director of Parks, Recreation and Tourism to review the request. After the review they must apply in writing to the Director of Roanoke County Parks, Recreation, and Tourism at least twelve weeks prior to the programs proposed starting date. The request shall include a complete description of the proposed program, number of participants anticipated, the number and type of facilities requested, the cost, and how the program will be funded. The request shall include a copy of the organization's bylaws, current officer list, and a certificate for $1,000,000 of general liability insurance listing the County of Roanoke as additionally insured, and a certificate indicating that the club has Boards and Directors Insurance to cover the actions of their board of directors, coaches, volunteers, and officers. Clubs will be notified in writing if the request is approved. If a sanctioned organization declines to acquire general liability insurance, they may use Roanoke County facility/facilities at their own risk. In addition, the organization's President will be required to sign a statement that the organization knowingly declines to acquire insurance and that the organization shall defend and Debbie Pitts Page 3 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc annually through the Parks, Recreation, and Tourism Department to continue to play under the aging out policy. • Non -County Children Attending County Schools: Non -county residents, attending Roanoke County Public Schools, may play in Roanoke County sanctioned sports in the recreation club program that serves children of that school or area. They will be required to stay with the first recreation club they play in and must purchase a non- resident participation pass annually through the Parks, Recreation, and Tourism Department to play on Roanoke County teams. • There will be open registration for adult athletic teams; however, if resources become limited, priority will be given to Roanoke County residents and County -based industrial teams. • The Director of Parks and Recreation may negotiate agreements with private schools located in Roanoke County to develop partnerships that benefit Roanoke County athletic programs and or provide facilities, in return for participation of non-resident students of private schools. • All leagues or teams must play within the Recreation Club boundaries established by the Roanoke County Parks, Recreation, & Tourism Department. • Recreation club boundaries are listed in the appendix and are based on the school residency boundaries established for elementary schools. Some sanctioning organizations may base boundaries on geographic regions, however, they cannot exceed the established Roanoke County boundary and eligibility policies. The Parks Recreation and Tourism Department shall approve any deviation from established boundaries. • Boundary Line Exceptions - 1. If a club does not sponsor a specific sport, the player may be released by the home club to sign up for that specific sport with another club in the County. However, the players will be required to return to their home club for sports that are offered. Major, minor or A, and B Leagues in the same sport are not considered separate sports. 2. If a child living in another Roanoke County club boundary played in a specific sport sponsored by that club the previous season, the child may stay in that club for that specific sport or have the Debbie Pitts Page 5 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc number of the coach or team captain and the sponsor of the team if they have one. Teams may change the roster up to the fourth game. • Participant Responsibility, f�ports Participation - A member of a recreation club or team may participate with an organized scholastic team in the same sport, which is independent of the Recreation Department's control; however, this participation shall not conflict with the scheduled activity of the recreation squad or team such as not participating in scheduled practices and/or games. • Eligibility Ages - The eligibility age for participation in youth sports shall be a minimum of 6 years of age and a maximum of 18. Basketball minimum age is 7. The cut-off date to establish the age of the child is October 1. Roanoke County will honor an alternate cut-off date established by the sports sanctioning organizations if that date does not expand the age brackets or increase the age eligibility established by Roanoke County Parks, Recreation, & Tourism. The request for an exception shall be made in writing to the Department of Parks and Recreation 30 days prior to the sign-ups for that sport. • All Play Rule - Roanoke County requires sanctioned organizations to follow the all -play rule published in the rules and regulations for each sport. Penalties for not complying will also be stated in the rules. C. Meetings: A club representative shall attend a monthly meeting of the Presidents Council and other meetings as needed to coordinate the program with Roanoke County Parks, Recreation, & Tourism. D. Sport Rules and Regulations: Clubs must abide by Roanoke County Parks, Recreation, & Tourism Department sport rules and regulations. E. Interlocking with Non -county Teams: Teams formed from residents outside the boundaries of Roanoke County may interlock with Roanoke County leagues under the following conditions: • If interlocking does not increase or impact facility or resource capacity. • The request must be received at least two months before the season starts. Upon approval, that locality shall provide a home field in their jurisdiction for 50% of their scheduled games for alternating play for home and away games. They shall cover all the costs of sports officials, lighting, and supervision for their home games. Debbie Pitts Page 7 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc MOO • Signboards or banners displayed in public parks should be located so as not to create a visual impact, or distract or interfere with the visit by a general park user, participant, or spectator. Signs or banners must be confined and orientated to the area of use by the recreation club. • No permanent structure can be erected in a park for the purposes of supporting advertising signboards or banners. • Revenue generated from the sale of signboards or banners shall be used to make facility or program enhancements. • Signboards erected on a field must be the same size and cannot exceed 4' by 8'. Banners placed on dugouts cannot exceed 4' by 8'. • The bottom of a sign must be located a minimum of 8 inches off the ground and cannot extend over the top rail. • The message and graphics must be done professionally and be maintained in a neat and clean manner throughout the year. • The backs of signs must be painted one color, either dark green or brown. • Attaching bolts, screws, etc. must not protrude so as to create a physical hazard. • Signboards must be spaced evenly across the fence to create a uniform pattern. • Signboards placed on ballfields are restricted to the outfield fence and must face inside the ballfield. • Scoreboards not serviced or maintained by the Parks, Recreation, and Tourism Department. The Director of the Parks, Recreation, and Tourism Department must approve all scoreboard advertising in advance. If approved, the advertising agreement will be limited to five years or less. • Damage to public property, fences, etc. that is caused by sign installation, removal, flooding, etc. shall be the responsibility of the sponsoring recreation club. VI. Community Use of Facilities Debbie Pitts Page 9 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc F-3 • Sanctioned adult slow -pitch softball in the spring, summer and fall at Burton Fields, Whispering Pines #1 field, and Mt. Pleasant #1 field; • Sanctioned adult football in the fall on the Veteran's Administration and Hospital field (to be negotiated annually with the V.A.). • Gymnasium space in the schools will be given to sanctioned adult basketball in the fall at RCCC School. • Any athletic facility not scheduled for sanctioned youth leagues shall be made available to sanctioned adult leagues for games and practices. 2. Co-sponsored Adult Athletic Sports Tournaments: Organizations requesting the use of park athletic facilities for adult athletic team tournaments must submit a written request to the Manager of Athletics by February 28 of each year. Upon review and approval of the schedule, an Athletic Facility Special Use Permit shall be executed between the department and the organization for the facilities. A per team fee will be assessed, which shall be submitted within five days after the completion of the tournament. All other requests will be addressed through the normal special use permit process. 3. Public use of athletic fields by the non -sanctioned organized teams, groups, or organizations will be permitted for on a space available basis. Approval is contingent on resources, ground conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first -serve basis. 4. Premier athletic facilities, as identified by RCPRT, will not be available for games or practices by non -sanctioned groups, teams, or organizations, unless an approved partnership agreement is reached with Roanoke County. 5. Facility Use Permits For Non -Sanctioned Use: Non -sanctioned teams, individuals, groups, businesses, or organizations must submit a special use application to the Assistant Director of Parks at least 30 working days prior to the date of use for multiple dates and no less than 10 working days prior for occasional use. Public use of facilities will be permitted on a space available basis on non -premier facilities. Approval is contingent on sanctioned club schedules, resources, Debbie Pitts Page 11 07/03/2002 CAwindows\TEMP\lastManual Final 2002.doc so can result in denial of future permits. It is the expectation of Roanoke County Parks, Recreation, and Tourism that Recreation Clubs and other users enforce and hold users accountable for the use of facilities. The permittee is responsible for the actions of the participants, teams, coaches, spectators, etc. using the facility under this permit, and is responsible for restitution for damages caused by such use. C. No facility may be considered reserved until the application has been processed and a special use permit granted. D. No group or individual, including permit holders, are allowed to alter the facility or field in any way, remove or change pitching rubbers, bases, fences, goals etc. without written approval from Roanoke County Parks, Recreation, and Tourism. Soft toss against fences is prohibited. VIII. Fee/Charges A. Sanctioned youth athletic teams or recreation clubs will not be charged a participation fee by the Roanoke County Parks, Recreation, & Tourism Department for participation in league play. However, area recreation clubs may charge a participant registration fee to recover their costs for the program. Roanoke County will charge the area recreation club the direct cost for any special request above routine or standard maintenance or services provided by Roanoke County Parks, Recreation, and Tourism. B. Sanctioned adult athletic teams will pay a participation fee, established by Roanoke County Parks, Recreation, and Tourism. All fees are to be submitted with a team roster. Each team will then be provided with a schedule for their practices and games. This schedule serves as the permit authorizing them to use the facility. • C. Non -sanctioned Youth and Adult athletic tournaments (This policy is currently under review and will be updated) sponsored by individuals or organizations on County facilities shall be allowed on a space available basis. The organization shall submit a tournament or special use application to the Assistant Director of Parks. Approved tournaments will be assessed a per team fee plus the direct cost of the function or a fee per field, per day plus the direct cost per field to be determined annually, whichever is greater. The organization must also provide a certificate of liability insurance coverage in the amount of $1,000,000, naming the County of Roanoke County Board of Supervisors additionally insured. Concession and vendor operations at tournaments are not included in the rental fees. These must be approved separately and will be required to pay the Roanoke County Parks, Recreation, & Tourism Department's established vendor/concession fee. See the Section XVI -G. Debbie Pitts Page 13 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc field conditions, scope, and type of request. Use is subject to fees as established in section VXIII-F. (Schedules are subject to change due to inclement weather and maintenance schedules.) Sport Season Dates Youth Baseball/Softball Spring/Summer 1st week in April through July, Mondays through 3:00 pm on Sundays. Adult Softball Spring/Summer 1 st week in May through July Youth Soccer Fall 1 st week in August through 3rd week in November Youth Football Fall 1 st week in August through 3rd week in November Adult Fall Softball Fall 1st week in August through 4th week in October Adult Basketball Fall Ist week in October through the end of November Youth Cheerleading Fall/Winter Coincides with youth football, soccer & basketball Adult Touch Football Fall 4th week of August through the end of November Youth Basketball Winter Mid -November through 3rd week in March B. Participant Ratios: Team rosters shall be within the following ranges or established numbers: Baseball .................................................. 12-15 per team Cheerleading.............................................6 per team minimum Flag football (adult)..................................15 per team Football (youth)........................................16-32 per team Soccer (9 yrs & up)..................................12-22 per team Soccer (8 & under instructional) .............. 7-10 per team Softball (youth).........................................12-15 per team Softball (adult)..........................................20 per team Basketball (adults)....................................15 per team Basketball (youth).............................10-12 per team Debbie Pitts Page 15 07/03/2002 CAwindows\TEMP\lastManual Final 2002.doc During practice season - two practice slots per week per team with instructional and division 1 teams practicing with two or more teams per field or designated open space. During game season - one (1 hr.) game slot per week and one (1 -hr.) practice slot per week with instructional and division 1 teams practicing with two or more teams per field • Youth Football, Ages 6 to 13: During practice season or after school starts - three 2 -hour practice slots per week per team with peewee teams practicing with two or more teams per field or designated open space. During game season or after school starts - No team shall practice & play more than 3 times per week. Peewee teams shall practice with 2 or more teams per field. • Youth Baseball/Softball, Ages 6 to 18: 1.5 -hour practice slots for ages 8 & under and two hours for all older age groups During practice season - two slots per team per week During game season - one practice slot and two (2 hr.) game slots per team per week E. Sanctioned Sports Divisions: Roanoke County Parks, Recreation, & Tourism reserves the right to form divisions as necessary due to the number of teams. These divisions may change from year to year. F. Number of scheduled games per team: The number of games per team will fall within the following ranges depending on the number of teams and facilities available. Roanoke County Parks, Recreation, and Tourism will only pay for officials and provide operational support for the following number of games; however, all financial support is subject to approved budget allocations. If a club needs to exceed the number of games listed below, a written request shall be submitted to Roanoke County Parks, Recreation, and Tourism no later than 5 days after player sign-ups. Baseball/softball (youth)...... 15-18 Basketball (youth)................10-12 Basketball (adult).................12-16 Football (youth) ..................... 8-10 Soccer (youth) ...................... 10-12 Softball (adult) ..........................10 Football (adult) .........................10 G. Scheduling Allowances: When participation demand exceeds supply and resources, Roanoke County Parks, Recreation, and Tourism will establish a Debbie Pitts Page 17 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doe Special Events, or other designated Parks and Recreation Department staff shall obtain all requests for school facilities. No citizen or club is authorized to obtain a permit in the name of or on behalf of Roanoke County Parks Recreation & Tourism sponsored activities or leagues. 3. Provide maintenance schedules of County Park and School facilities. 4. Issue a permit no later than one week prior to season start-up. 5. Department staff will check facilities periodically to insure groups are participating at the correct location, identifying those areas, which are not being utilized, and assisting the groups scheduled with their day-to-day problems such as field conflicts, parking, etc. 6. Provide each league a copy of the Community Use Manual. 7. Together with the league volunteers, develop seasonal sports league information, rules, programs, and long range planning. Review distribution of facilities and resources at the beginning of each fiscal year to establish service levels for the year. 8. Hire, provide orientation, schedule, and/or contract for and pay the cost of sports officials for basketball, soccer and football; umpires for baseball/softball; and facility supervisors, scorekeepers, and custodians as needed. The Department of Parks and Recreation will establish pay rates and the number of officials to be provided for each game. 9. Purchase and provide scorebooks for the official scorekeepers for basketball and blood borne pathogens clean up kits for gymnasiums. 10. For school facilities used during the regular season of sanctioned play the Recreation Division will handle the following: Schedule the facility Schedule and pay for building supervision Schedule and pay for custodial cleanup 11. Youth Athletic Section staff will develop game schedules for basketball, soccer, and football. Practice schedules for basketball, soccer, and football will be developed by the Recreation Club and submitted to Roanoke County Parks, Recreation, and Tourism for review, approval, and a permit to schedule use of the facilities. Debbie Pitts Page 19 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doe • Trash canister pickup. • Sweep shelter as needed. • Maintenance and repair of pavilions, tables, grills, and trash receptacles. Restrooms cleaned and serviced daily. 4. Equestrian Center: • New gate lock and combination for members each year. 5. For School Facilities: To be negotiated annually with the Roanoke County School Administration. XI. Cancellations/Use Restrictions A. General Restrictions: In the best interest of public safety and protection of public property, scheduled activities (which include games) may be canceled by the Department or clubs under the following conditions: 1. Fields are too wet or muddy for maintenance and/or safe play. 2. Critical weather conditions. 3. Electrical or mechanical systems not working properly. 4. Emergency or extensive repairs and maintenance problems for new or renovated facilities. 5. Unmanageable groups or adverse team behavior. 6. Areas in parks and schools without installed lighting will be closed to users at sunset. 7. All games or practices must be stopped immediately if there is any lightning in the area. 8. In the event of inclement weather, which occurs 45 minutes prior to the start of or during a game, the Recreation Division staff (whenever possible) will decide field or gym cancellations. If staff is not able to make an advance decision, the official or league representative at the site will make the decision. All participants will respect decisions. Debbie Pitts Page 21 07/03/2002 CAwindows\TEMP\lastManual Final 2002.doc facilities will be on local radio and TV stations. The Department E cancellation line will also list all postponements of programs and services. Call 540-387-6078 ext 556. Whenever possible, the message will be updated on weekends with greater frequency. The Brambleton, Craig, and Teen Centers may be open for use by drop-in participants on days when programs are canceled. Please call the centers to confirm before going. XII. Limitations A. Alcoholic Beverages are not permitted in County parks or community centers at any time unless approved by the Roanoke County Board of Supervisors. B. Activities must be orderly and lawful, not of a nature to incite others to disorder, nor of an unbecoming or immoral disposition. C. Activities must not be restricted by reason of race, disability, religion, sex, creed, or national origin. D. Use is restricted to areas and times assigned on the approved permit. E. Parking of vehicles is confined to approved parking areas. F. No seasonal and /or permanent signs, banners, pennants or the like may be placed in or on public facilities without Department approval. G. Use of tobacco products and smoking are not permitted in schools, public buildings, or community centers. H. Heating and air conditioning settings may not be changed. I. Failure to abide by limitations of use or sanctioning policies will result in forfeiture of the group's opportunity to use facilities. J. No permanent or temporary structures may be erected or modified on Roanoke County Parks, Recreation, & Tourism Department or Roanoke County School property without prior approval from Roanoke County Parks, Recreation, and Tourism and/or the Roanoke County Schools Administration and obtaining the necessary building permits. XIII. Liability Responsibility With the exception of Roanoke County Parks, Recreation, & Tourism Department sponsored programs and events, each special use applicant of a facility must agree to assume full responsibility and hold the County of Roanoke and employees harmless Debbie Pitts Page 23 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc recommendation to the Director of Parks, Recreation, and Tourism. In the case of a Sanctioned Youth Recreation Club, the Presidents Council will serve as the appeal panel. In the case of a community or non -sanctioned program the Parks and Recreation Advisory Commission will serve as the appeal panel. The testimony of both sides will be presented before the group. The chairperson will then present the recommendation to the Director of Roanoke County Parks, Recreation, and Tourism for review and final disposition of the issue. C. Grandfather Rights 1. Generally, groups requesting facilities that they have used in prior years will be given priority consideration in scheduling. However, no one group has sole ownership of a facility. When it is in the best interest of the public, the facility will be scheduled for another group. This does not apply to facilities that have been leased to organizations in the community. 2. Where possible, community groups will be assigned facilities within the community's accepted boundaries. However, when a facility deficit exists in one area and a surplus in others, the surplus facilities can be reassigned to other areas. D. Lights: Clubs may use athletic facility lights for scheduled team practices and games only. Unscheduled use of lights by individuals, coaches, volunteers, or officials is not authorized. For the first offense the recreation club or individual will be charged for each hour the lights were on. For a second offense, access to the light controls will be removed from the individual/s. For the third offense, the club, organization, or individual will be billed for each hour the lights were on and for the cost of securing the light controls and re -keying the locks. For athletic fields equipped with lights, the club representative scheduled to use the facility for team practice is responsible for the turning on and off the lights. For scheduled game use of fields the home team coach is responsible. The lead official will also confirm that the lights are turned off within 15 minutes of game closing. Lights must be turned off no later than 11:00 p.m. and turned on no earlier than 30 minutes prior to sunset. The utility cost of lights left on after 11:00 p.m. will be charged to the clubs scheduled to use the facility on that occasion on a per hour basis from 11:00 p.m. until turned off. Lights should not be turned on until 1/2 hour before sunset. Clubs turning lights on early will be charged for each hour the lights were on before 1/2 hour before sunset. Debbie Pitts Page 25 07/03/2002 CAwindows\TEMP\lastManual Final 2002.doe 3. Special Event Concessionaires, vendors, or crafters - Groups or individuals that request the use of park property for a profit-making concession, program, or event shall make their request in writing to the Tourism and Event Coordinator. The fee for such use shall be negotiated according to scope, direct cost if any, and type of event. Approved vendors shall obtain all required permits, licenses, and inspections required to operate a business in Roanoke County and shall pay all associated fees and taxes. Concession fees are in addition to any rental fees established for the use of Roanoke County facilities. Organizers of non -sponsored events or activities are responsible for payment of concession fees and ensuring that permits and inspections are obtained. H. Soft Toss: Soft toss of balls against or into athletic field fencing is prohibited. Damages created by this activity will be charged to the persons/groups responsible. XVI. Fund Raising Activities A. A detailed written request must be submitted for review on a Special Use Request form to the Tourism and Event Coordinator for outdoor facilities or the Assistant Director of Recreation for indoor facilities at least 30 working days prior to the requested date of the program. Upon approval the group will receive a permit for use. B. Approved groups may not restrict public access to a County Park or facility in return for an entry fee, without prior approval of the Department. C. Approved groups will be responsible for all direct expenses to be paid in full at least ten days after the program date. D. Compensation for property damage will be the responsibility of the scheduled user. E. Roanoke County Parks, Recreation, and Tourism reserves the right to restrict facility use for fund raising activities. F. Non-profit charitable organizations and agencies may request the waiver of rental fees for one fundraiser per year. They will, however, be responsible for the direct costs associated with the event and any damages. Additional requests will be assessed the regular rental rate for the use of the facility. G. Approved groups shall be responsible for site security, first aid, trash pickup and removal, traffic and participant control, restroom facilities, and clean up. Additional requirements may be required by Roanoke County Parks, Debbie Pitts Page 27 CAwindows\TEMP\lastManual Final 2002.doc 07/03/2002 • The reserving group will assume responsibility for the appropriate E-3 conduct of the attendees during the event. Debbie Pitts Page 29 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doe sports that are offered. Major, minor, or A and B Leagues in the same sport are not considered separate sports. • Sanctioned Club Interlocking with Non -County Teams: Teams formed from residents outside the boundaries of Roanoke County may interlock with Roanoke County leagues under the following conditions: o If interlocking does not increase or impact facility or resource capacity. o The request must be received at least two months before the season starts. Upon approval, that locality shall provide a home field in their jurisdiction for 50% of their scheduled games for alternating play for home and away games. They shall cover all the costs of sports officials, lighting, and supervision for their home games. o The team organizer must sign a hold harmless and release Roanoke County from all liability for their participation. o We reserve the right to deny interlocking if it is determined that it is not in the best interests of Roanoke County Parks, Recreation, & Tourism's programs and participants. • Park Sign Standards: (Staff is currently reviewing scoreboard advertising for inclusion. No other change in the policy, however, the entire park signage policy is now included in the manual. • School Athletic Facilities Built and Maintained by Roanoke County Parks, Recreation, & Tourism: Athletic facilities built and maintained by Roanoke County Parks, Recreation, & Tourism on Roanoke County School property must be reserved through the Roanoke County Parks, Recreation, & Tourism special use process. Use of these facilities is subject to all policies and fees within this manual. • Sanctioned Baseball/Softball League Facility Seasonal Permits: Priority will be given to sanctioned youth baseball/softball in the spring, April 1 through July 7 on Mondays through 3:00 pm on Sundays. (This opens up Sunday afternoon slots on non -premier fields that may be rented by non -sanctioned users. Currently the permit is issued for Mondays through Sundays. In the past, no athletic facilities have been rented during sanctioned sport seasons.) • Facility Use Permits For Non -Sanctioned: Non -sanctioned teams, individuals, groups, businesses, or organizations must submit a special use application to the Assistant Director of Parks at least 30 working days prior to the date of use for multiple dates and no less than 10 working days prior for occasional use. Public use of facilities will be permitted on a space available basis on non -premier facilities. Approval is contingent on sanctioned club schedules, resources, ground conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first -serve basis. Currently, no athletic facilities have been rented during sanctioned sport seasons. • Fee Schedule for Athletic Field Rental by Non -Sanctioned Organized Groups: o One unit of play equals 2 hours, which includes set up and take down/clean up time -2— R league or team suspension, the suspension will be for three days and restitution for damages and costs if applicable. o Third Offense: Written notice of denial of future use of facilities and restitution for damages and costs if applicable. o A copy of all written notices will be forwarded to the Parks and Recreation Advisory Commission for review. o The Parks and Recreation Advisory Commission will serve as the appeals panel. • Facility Partnerships: In kind services, small field improvements, and programs, etc. will be considered in lieu of fees. Value of services or improvements offered must be comparable to dollar value of field time requested. Partnership proposals involving a significant capital improvement will be dealt with on a separate case-by- case basis. Proposals should be submitted to the Assistant Director of Parks, Recreation, and Tourism well in advance of desired use. !ice A-070902-4 ACTION NO. ITEM NUMBER[. --W AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Request to Accept Additional State Revenues and Appropriate to the Sheriff's FY2001-2002 Budget. COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval of these year-end budgetary transactions. At the end of each year, we adjust the jail expenditures to reflect the changes in inmate population during the year. They are offset by increases in state revenues. SUMMARY OF INFORMATION: During FY 2001-02, as in previous years, the inmate population at the Roanoke County Jail has remained above capacity. In addition, the average daily inmate population increased from 210 to 220 through FY2002, an increase of 5% over the prior fiscal year. The average population for the final quarter for FY2002 was 233. As a result, operational costs such as food, utilities, medical costs, etc. continue to consume a substantial portion of the Jail's budget. Due to the increased inmate population, the Sheriff is projecting expenditures related to inmate care to exceed original budget allocations by $217,988 for FY01-02. Roanoke County is reimbursed by the state for salaries, mileage, office expenses, and for housing state prisoners. The reimbursement for state responsible inmates varies between a rate of $6 and $8/day. In addition, the City of Salem reimburses the County for housing its prisoners on a per diem basis. State reimbursement for commonwealth responsible prisoners is subject to state prisoner population, general assembly appropriations, and political factors, variables difficult to consider in revenue projections. Based on the revenue estimates versus the projected revenues anticipated to be collected from the state and from the City of Salem for the Sheriff's Department for FY01-02, revenues in excess of budget for these categories should total approximately $330,000. STAFF RECOMMENDATION: Staff recommends an appropriation adjustment to recognize an additional $217,988 of state revenue for personnel and operations reimbursement and increasing the Care and Confinement budget within the Sheriffs department by $217,988 to cover increased operational costs of the jail caused by increased inmate population, staffing requirements, and capital reimbursements. Respectfully submitted, Approved by, W. Brent Robertson Elmer C. Hodge Budget Director County Administrator ---------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Joseph P. McNamara to Church — x Denied () approve staff recommendation Flora _ x _ Received () McNamara_ x _ Referred () Minnix _ x To () Nickens — x _ cc: File W. Brent Robertson, Director, Budget Dan Morris, Director, Finance Gerald Holt, Sheriff AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE 070902-5 APPROVING CONSTRUCTION OF THE HUNTRIDGE OFF-SITE SANITARY SEWER EXTENSION PROJECT, INCLUDING ACCEPTANCE OF FUNDS, AND APPROPRIATION OF FUNDS AND ACQUISITION OF NECESSARY EASEMENTS, HOLLINS MAGISTERIAL DISTRICT WHEREAS, Developer Fralin and Waldron has submitted plans for Huntridge Grove Subdivision showing 47 current lots and 30 future lots; and WHEREAS, location plans for the Huntridge Grove Subdivision off-site sanitary sewer extension have been completed and the project will require the acceptance of funds from Fralin & Waldron, the appropriation of funds to the Huntridge off-site sanitary sewer extension project, and the acquisition of sewer line easements across certain properties to facilitate any future construction; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board authorizes and approves the construction of the Huntridge Grove Subdivision off-site sanitary sewer extension project. The total construction cost of the public sewer project is estimated to be $165,000, to be initially financed as follows: 1 Contribution from Developer - Fralin and Waldron $45,000 50% of the sewer off-site facility fees - Fralin and Waldron 32,250 From the Sewer Fund Unappropriated Balance 84,750 That the Board hereby accepts the contribution of Fralin & Waldon in the amount of $45,000 to be used for the construction of this project. That 50% of the sewer off-site facility fees for the 47 current lots of Huntridge Grove are hereby approved to be used for the construction of this project in the amount of $32,250. That there is hereby appropriated for this project the sum of $84,750 from the Sewer Fund Unappropriated Balance, establishing the fund for the Huntridge Off -Site Sanitary Sewer Extension Project. 2. That the acquisition and acceptance of the necessary sewer line easements for the Huntridge Off -Site Sanitary Sewer Extension Project is hereby authorized across the following properties, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER 40.17-4-14 DWV Incorporated 40.13-1-9 Nancy Horn 40.13-1-8 Michael McGraw 40.13-1-7 Nancy Horn 40.13-1-6 Nancy Horn 40.13-1-4 Mary Ward 40.13-1-1.1 Ronald Lewis 40.13-1-1.2 Rebecca Lewis 40.13-1-1 Edward Rumbley III 40.13-1-13 Roy Bohon 3. That the consideration for each easement acquisition shall not exceed a value 2 equal to 40% of the current tax assessment for the property to be acquired plus the cost of actual damages, if any; and 4. That the consideration for each easement shall be paid from the Capital Improvement Fund; and 5. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. H ton, CMC Deputy Clerk to the Board of Supervisors cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Dan Morris, Director, Finance 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE 070902-6 FOR AUTHORIZATION TO ACQUIRE NECESSARY SEWER LINE EASEMENT TO CONSTRUCT SANITARY SEWER FACILITIES TO SERVE MOUNT PLEASANT FIRE STATION WHEREAS, renovation and site improvements for the Mount Pleasant Fire Station will require acquisition of a sewer line easement across a certain piece of property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002; and NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the necessary sewer line easement for the sewer line to serve the Mount Pleasant Fire Station is hereby authorized across the following property, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER AMOUNT 79.01-5-7 Mark W. Emick and Krisinda D. Emick $1,582.00 2. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. 1 On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Dan Morris, Director, Finance 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for July 9, 2002 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 2, inclusive, as follows: 1. Approval of minutes for the March 12 and June 25, 2002 Board of Supervisors meetings. 2. Confirmation of committee appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable Television Committee 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 Nickens to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: W01-ev— Brenda &,4-.L 91 J. Ho ton, CMC Deputy Clerk to the Board of Supervisors cc: File A -070902-7.a 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: July 9, 2002 AGENDA ITEM: Confirmation of Committee Appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable TV Committee COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION 1. ROANOKE COUNTY CABLE TELEVISION COMMITTEE County Administrator Elmer Hodge recommends the appointment of Dan R. O'Donnell, Assistant County Administrator, to replace Kathi Scearce, Information Technology Project Manager. This appointment has no term limit and the member serves as the designee of the County Administrator. 2. ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE County Administrator Elmer Hodge recommends the appointment of Dan R. O'Donnell, Assistant County Administrator, to replace Kathi Scearce, Information Technology Project Manager. This appointment has no term limit and the member serves as the designee of the County Administrator. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. Submitted by: J&A�/a� Brenda J. Holton, CMC Deputy Clerk to the Board Approved by, 6�z_z�� Elmer C. Hodge County Administrator 1 ---------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Church _ x — Flora _ x McNamara_ x — Minnix _ x _ Nickens _ x Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Harty C Nickens to approve cc: File Roanoke County Cable Television Committee File Roanoke Valley Regional Cable TV Committee File 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-8 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Church to adopt the Certification resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: 4041— Brenda J. Hol on, CMC Deputy Clerk to the Board of Supervisors cc: File Closed Meeting