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Home My WebLink About7/14/1987 - Adopted Board RecordsA-71487-1 ITEM NUMBER I'"; - r.r:. & F-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1987 SUBJECT: Work Session on Methods of Refuse Collection COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: During the last eighteen months, the Utility Department has been evaluating methods by which Refuse Collection operation could be made more efficient. Several of the methods which were operational in nature were implemented and resulted in a $70,000 reduction in the 1986/87 operating budget. These methods were the assignment of specific routes to individual crews and the implementation of true 'Task Force' for the ten refuse collection crews. The brush collection operation for the next fiscal year is being funded by transferring $58,000 of these savings which were retained as reserve in the 1986/87 Refuse Budget. The re- maining methods which were evaluated would make significant changes in the method of refuse collection and therefore, would require Board approval prior to further consideration. Those methods are presented in this Board Report. ONE MAN - BAG COLLECTION This method of refuse collection would require that the col- lection operation be for what is termed "household refuse only". All residential refuse collection would be for garbage bags only, which would be collected weekly by a side loading, low entry refuse truck. This type truck would be driven by the driver/ collector, that drives standing up on the right side of the vehi- cle. He collects the garbage bags by reaching out and throwing the bag over his shoulder into the side load hopper. While this method of residential refuse collection results in significant reduction in personnel and cost, there would be a significant reduction in the level of service which is provided to the resi- dents. Since the basic concept was to develop methods to reduce cost without reducing the level of service, the one man - bag collection method is not recommended for consideration at this time. SEMI -AUTOMATED COLLECTION This method of refuse collection provides for the residents to be provided with a 98 gallon roll-out container which would be collected by the refuse crew and emptied into standard refuse trucks equipped with a hydraulic dumping device which tips the roll-out container and dumps it into the hopper. This is the refuse collection method used by the City of Salem. This method of collection provides a higher level of service to the customer &ince they are provided with a large roll-out container that is easy to use and handle. The use of the roll-out container also provides for less scattering of refuse by wind or animals. The semi -automated method of refuse collection uses the same type vehicle we currently have with the hydraulic tipping device installed at a cost of $5,000 per truck. The same size three man crew is required, which picks up the same number of homes per day as our present three man crews do. There would be much less physical work on the part of the two collectors that work the semi-automatic method. The cost to provide containers to 3,600 residents is 3,600 x $68 = $244,800. Since the same number of refuse vehicles and the same size crew is required for the semi- automatic method as is required for our current operation, there are no cost reductions to off -set the cost of the containers or the hydraulic tipping devices. Since there is an increase in cost for the semi -automated method, with no current or future savings to off -set these costs, this method is not recommend for further consideration. AUTOMATED ONE-MAN COLLECTION This method provides the residents with a 98 gallon roll-out container, the same as the semi-automatic method described above. This method employs a refuse vehicle that is equipped with a me- chanical arm that would be operated by the driver/collector. The mechanical arm extends to pick up, empty and return the roll-out container. This is the type of operation that was demonstrated to the Board on May 26, 1987. The automated method has been eval- uated by staff over the last sixteen months. Staff has visited and observed the automated one-man collection method as it is used in Greensboro, North Carolina and Albany, Georgia,and feel strongly that this is the best method available by which Roanoke County can increase the level of service, while at the same time, significantly reducing the annual cost of refuse collection. The cost analysis for this method has been previously presented to the Board. A copy of that cost analysis is attached to this report. The cost analysis presented is valid for a 12 month budget period. The cost analysis indicates that the transition to the automated one-man collection method could be made in FY 87/88, with the funds that were available within the current and approved budgets. Two items have changed. First the $70,000 reserve indicated in the cost analysis has been reduced by $60,000 because we transferred that amount to next years budget in order to fund the brush collection. Second, the $91,550 per- sonnel cost savings considers that the six employees would be reduced on July 1, 1987, which is the start of the fiscal year. Due to the delay in bringing this report to the Board, it will not be possible to start the automated one-man method until or after November, 1987, due to delivery of equipment. We can not reduce the six personnel until the new equipment is delivered. As you can see, the costs remain unchanged for a 12 month period. However, the analysis is not correct unless it is implemented at the beginniig of the fiscal year. The merits of conversion to the automated one-man method and the cost savings to the County are so significant that we are presenting a method whereby this method can be implemented as soon as possible. Funds available in the current Refuse budget $110,000 Funds available in FY 87/88 Budget - vehicle 90,000 Personnel cost savings after November, 1987 70,000 (Use overtime and 3 temporary collectors) TOTAL FUNDS AVAILABLE FOR PROGRAM $270,000 Cost of first truck and 3,600 containers 330,000 Additional Funds Required $ 60,000 The $60,000 could be provided by using a two year lease pur- chase for the cost of the new refuse vehicle. This would in- crease the program cost by the amount of interest on the lease purchase. The automated one-man collection cost analysis is presented considering that the cost of fuel, maintenance, labor, and land- fill and- fill fees are the same regardless of the collection method used. However, the cost savings in personnel reduction must be funded in future years in order to be able to purchase the remaining containers and vehicles. After the fourth year, the annual sav- ings of $450,000 per year will be realized, and an actual reduc- tion in the refuse budget will be realized. FISCAL IMPACT: During the five year implementation of this program, a cumu- lative savings of over $950,000 can be realized. Each year after the fifth, an annual savings in excess of $450,000 will be made as well as a reduction in vehicle purchase. Lease purchase will be required in an amount of between $60,000 and $70,000, which will be paid for with the Capital Equipment Budget in FY 88/89. RECOMMENDATION: The Utility Director recommends that staff be authorized to begin the transition to the automated one-man refuse collection method. It is further recommended that the funds that remain within the Refuse Budget at the end of FY 86/87 be carried over to the Capital Purchase line item in the FY 87/88 Budget to fund the transition with the smallest possible use of lease purchase. The Department will reduce personnel at the fastest rate possible without affecting the level of service to the residents, in order to require the lowest possible level of lease purchase. Additional information will be provided as requested at the previous Board Meeting as to methods of privatization of refuse collection. SUBMITTED BY: Cliffor ig Director of Utilities Approved Denied Received Referred To APPROVED: ZZ, "�4 Elmer C. 'Hodye County Administrator ACTION (x) Motion by: Steven A. McGraw/ ( ) Harry C. Vic ens to approve ( ) automated one -m cc: File. John Hubbard Clifford Craig River Bonhotel Brittle Garrett Johnson McGraw Nickens VOTE No Yes Abs x A-71487-2 ITEM NUMBER 4>- & F9a-e AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1987 SUBJECT: Work Session on Water System Acquisitions COUNTY ADMINISTRATOR'S COMMENTS: 4 4 JI SUMMARY OF INFORMATION: See Attached Report. FISCAL IMPACT: RECOMMENDATION: SUBMITTED BY: C1iffo a i g Utility Director APPROVED: A'� 'e , Elmer C. Hodge County Administrator ------------------------------------------------------------------ ACTION VOTE Approved (x) Motion by: Alan H. Brittle/Steven No Yes Abs Denied ( ) A. McGraw to approve staff Brittle x Received ( ) recommendation and acquire all Garrett x Referred water systems except Bridlewood Johnson x To & Falling Creek and fund as McGraw x recommended Nickens Received under F-9 cc: File John Hubbard Clifford Craig Exhibit 1 TABULATION OF WATER SYSTEMS CURRENTLY BEING CONSIDERED FOR ACQUISITION WATER SYSTEM OWNERSHIP COST FUNDING SOURCE Cherokee Hills Jim Lyle $ 67,000 1986 Bond Account Crescent Heights Association $ 60,000 1985 Well Bonds Sherry Court P. G. Divers $ 81000 Utility Fund (1) Forest Edge F & W $131,000 1986 Bond Account or Utility Fund Carriage Hills L & H $ 35,000 1986 Bond Account TOTAL $301,000 Falling Creek and Seller would not Bridlewood Halderway $90,000 agree to offer. See Exhibit 2 (1)$1,700 of the $8,000 may be charged to customers for meter installation if Board directs such charges be made. Summary of funding: From 1985 Well Drilling/Source Bond account - $60,000 From 1986 Bonds for System Acquisition - $233,000 or $102,000 From Utility Fund Off -Site Facilities Fund - $8,000 or $139,000 r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1987 RESOLUTION 71487-3 OF CONGRATULATIONS TO THE ROANOKE COUNTY SHERIFF'S DEPARTMENT FOR RECEIVING 100 PERCENT COMPLIANCE FROM THE COMMONWEALTH OF VIRGINIA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: WHEREAS, the State Department of Corrections conducted a Certification Audit of the Roanoke County jail facility on May 26-28, 1987, and WHEREAS, the jail was graded on 104 standards, and met '100 percent of all of these standards, and WHEREAS, the Roanoke County Sheriff's Department received a certificate recognizing 100 percent compliance with the Minimum Standards for Jails and Lockups, and WHEREAS, this significant achievement is due to the dedication and support of the Sheriff's Department employees, and in particular, the jail personnel. NOW, THEREFORE BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, wishes to express its pride to the Sheriff's Department for attaining this important goal; and BE IT FURTHER RESOLVED that the Board of Supervisors of Roanoke County, Virginia, offers congratulations to Sheriff 0. S. Foster, Captain Stephen Huff and the staff of the Roanoke County jail facility for this outstanding accomplishment. On motion of Supervisor Johnson, seconded by Supervisor McGraw, and upon the following recorded vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None A COPY - TESTE: Mary H. Allen, Deputy Clerk Roanoke County Board of Supervisors 7/15/87 cc: File Resolution of Congratulations File A-71487-4 ITEM NUMBER_jc:�o� AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1987 SUBJECT: Litigation on the Old Courthouse COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This item will be discussed in Executive Session pursuant to the Code of Virginia Section 2.1-344 (a) (6) to discuss a legal matter. Action may be taken following Executive Session Y �y 1 • ail Paul M. Mahoney County Attorney --------------------------------------------------------------- ACTION VOT Approved ( ) Motion by: No Denied ( ) Received ( ) Referred To SEE ATTACHED FOR BOARD ACTION Brittle Garrett Johnson McGraw Nickens Yes Abs MOTION #1 - APPROVED BY UNANIMOUS RECORDED VOTE Bob L. Johnson/Harry C. Nickens to ratify and confirm that the old courthouse is "surplus in relation to the use for which acquired", ratify and confirm that the old courthouse has been made available for other public uses by contract with Roanoke College, through leases for the Extension Service and County Registrar and Roanoke College's intent to negotiate a lease for the Court of Appeals and that other public uses were considered in comparison to the costs, need and limitations to the County. e:This ratification of the determination that property is surplus, and the confirmation that other public uses for property have been considered by the Board are apparent from the procedures followed and the actions taken by the County, not only for this transaction, but also for all real estate conveyances. MOTION #2 - APPROVED BY UNANIMOUS RECORDED VOTE Lee Garrett/Steven A. McGraw to identify the use of $200,000 of the purchase price of the old Courthouse for capital facility projects, amending the original budget appropriation approved on May 28, 1987. The 1987-88 budget currently includes an appropriation in the Capital Fund in the amount of $175,000 for the renovation of the Southview Public Safety Building. An additional appropriation of $25,000 to the Capital Fund, combined with this $175,000 for the Southview facility would equal the $200,000 that would be paid to the County by Roanoke College in fiscal year 1987-88. This additional $25,000 appropriation is from fund balance. MOTION #3 - APPROVED BY UNANIMOUS RECORDED VOTE Steven A. McGraw/Lee Garrett to ratify that any future receipts from sales of capital facilities will be appropriated to the Capital Facilities Fund to be expended for the acquisition, construction, maintenance or replacement of other capital facilities projects unless another disposition is required by prior contractual commitments. cc: File Paul Mchoney Reta Busher John Chambliss A-71487-5 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 14, 1987 SUBJECT: Recommendation for funding of Human Services Agencies COUNTY ADMI.NISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On May 26, 1987, the Board of Supervisors approved the 1987-88 fiscal year budget which included an appropriation in the amount of $20,000 for funding of Roanoke Valley community service agencies. Due to budgetary constraints, $4,000 less was allocated this year than in 1986/87. In addition to the $20,000 allocated for distribution to various agencies, the Board of Supervisors also approved $25,000 funding for Total Action Against Poverty and $69,984 to the Mental Health Services of the Roanoke Valley for a total of $114,984.00 to fund community service organizations throughout the Roanoke Valley. When the County previously funded these organizations, federal revenue sharing monies were used. This source of funds is no longer available. It is hoped that in future years, the County will be able to budget larger amounts for this category. On June 18, 1987, the Human Services Committee met to study the requests for allocation of the funds. The committee expressed disappointment that the budget did not allow for additional funds for fiscal year 1987/88, and felt that since there was no additional funding, it was not feasible to consider the requests from other agencies. Instead, they recommended that the County staff review the requests for approval by the Board of Supervisors. After reviewing the requests with Betty Lucas, Social Services Department Director, staff recommends that funds be allocated based on the prior year disbursements. A schedule is attached showing the requests from services organizations, last year's allocation and the current year's recommendation. FISCAL IMPACT: None. Approval will simply allocate the $20,000 to the specific organizations approved for funding by the Board of Supervisors. RECOMMENDATION: The staff recommends that the monies be allocated based on the attached schedule, and that staff be allowed to distribute funds to the appropriate agencies. �� A� Elmer C. Hodge County Administrator --------------------------------------------------------------------------- ACTION VOTE Approved (X) Motion by: Steven A. McGraw/Bob No Yes Abs Denied ( ) L. Johnson to approve Brittle x Received ( ) Referred To cc: File Reta Busher Betty Lucas - Social Services Garrett x Johnson x McGraw x Nickens Abstain 02-Ju1-87 date HUMAN COUNTY OF ROANOKE, VIRGINIA HUMAN SERVICES COMMITTEE ALLOCATION OF FUNDS FOR FY 1987-88 *REQUESTING 9190 PER CAMPER 1986-87 1987-88 1987-88 ORGANIZATION ---------------------------------------------------------------------------------- ALLOCATION REQUEST ALLOCATION LEAGUE OF OLDER AMERICANS 84,000 $16,413 93,252 FREE CLINIC OF ROANOKE VALLEY 51000 5,000 4,065 ADULT CARE CENTER OF RKE. VALLEY 2,000 4,000 1,626 TRUST 1,800 6,200 1,463' FAMILY SERVICE OF RKE. VALLEY 1,000 10,000 813 CHILD ABUSE AND NEGLECT COORDINATING COUNCIL 2,000 2,466 1,626 ROANOKE-AREA MINISTRIES 11000 1,166 813 PLANNED PARENTHOOD 500 2,000 407 ASSOCIATION FOR RETARDED CITIZENS 4,300 44,117 3,496 TINKER MOUNTAIN WORKSHOP 3,000 15,744 2,439 ROANOKE VALLEY SPEECH & HEARING CENTER, INC. 0 1,000 0 COUNCIL OF COMMUNITY SERVICES 0 3,770 0 BETHANY HALL 0 1,980 0 THE SALVATION ARMY 0 5,000 0 CAMP VIRGINIA JAYCEE 0 * 0 ROANOKE NEIGHBORHOOD ALLIANCE 0 20,000 0 BIG BROTHERS/BIG SISTERS OF ROANOKE VALLEY, INC. 0 373 0 TOTALS ---------------------------------------------- 824,600 ---------------------------------------------- ---------------------------------------------- 8139,229 820,000 *REQUESTING 9190 PER CAMPER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1987 RESOLUTION 71487-6 APPROVING THE ISSUANCE OF BONDS BY THE INDUSTRIAL DEVELOPMENT AUTHORITY FOR FOR THE BENEFIT OF F & W OFFICE PARK II BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: WHEREAS, the Industrial Development Authority of Roanoke County, Virginia (the Authority), has considered the application of F & W Office Park II, a Virginia limited partnership (the Partnership) for the issuance of the Authority's industrial development revenue refunding bonds in an amount not to exceed $800,000 (the Bonds) to refund the Authority's Industrial Development Revenue Bonds (F & W Building D Project) in the amount of $800,000, issued on October 8, 1985, which were issued to assist in the financing of the construction and equipping of an office facility for rent to commercial tenants in Roanoke County, Virginia (the Project) located at 3801 Electric Road in Roanoke, Virginia, and has held a public hearing thereon on July 9, 1987; and WHEREAS, the Authority has requested the Board of Supervisors (the Board) of Roanoke County, Virginia (the County), to approve the issuance of the Bonds to comply with Section 147(f) of the Internal Revenue Code of 1986, as amended (the Code); WHEREAS, a copy of the Authority's resolution approving the issuance of the bonds, subject to terms to be agreed upon, a record of the public hearing and a "fiscal impact statement" with respect to the Project have been filed with the Board; BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. The Hoard hereby approves the issuance of the Bonds by the Industrial Development Authority of Roanoke County, Virginia, for the benefit of F & W Office Park II„ to the extent required by Section 147(f) of the Code, to permit the Authority to assist in the financing of the Project. 2. Approval of the issuance of the Bonds, as required by Section 147(f) of the Code, does not constitute an endorsement of the Bonds or the creditworthiness of the Partnership, but, as required by Section 15.1-1380 of the Code of Virginia of 1950, as amended, the Bonds shall provide that neither the County nor the Authority shall be obligated to pay the Bonds or the interest thereon or other costs incident thereto except from the revenues and moneys pledged therefor, and neither the faith or credit nor the taxing power of the Commonwealth, the County nor the Authority shall be pledged thereto. 3. This resolution shall take effect immediately upon its adoption. On motion of Supervisor Nickens, seconded by Supervisor Garrett, and upon the following recorded vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None A COPY - TESTE: 1115z� .J!V- Mary H. Allen, Deputy Clerk 7/15/87 Roanoke County Board of Supervisors cc: File Tim Gubala, Assistant County Administrator Brent Sheffler, Economic Develoment Specialist Industrial Development Authority F & W Office Park II CERTIFICATE OF RESOLUTION 1. A regular meeting of the Board of Supervisors of Roanoke County, Virginia (the Board), was held on July 14, 1987, at which meeting the following duly elected members were present or absent: PRESENT: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson ABSENT: None Such members constituted all of the members of the Board on the date of such meeting. 2. Attached hereto is a true and correct copy of a reso- lution duly adopted at such meeting by the following vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens Johnson NAYS: None 3. The resolution referred to above has not been re- pealed, revoked, rescinded or amended but is in full force and effect on this date and constitutes the only resolution adopted by the Board relating to the issuance by the Authority of its in- dustrial development revenue bonds for the benefit of F & W Of- fice Park II. WITNESS my hand and the seal of the Board of Supervisors of Roanoke County, Virginia, this 15 day of July, 1987. Deputy Clerk, B and of Supervisors (SEAL) Roanoke County, Virginia -2- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1987 RESOLUTION 71487-7 APPROVING THE ISSUANCE OF BONDS BY THE INDUSTRIAL DEVELOPMENT AUTHORITY FOR FOR THE BENEFIT OF FRALIN AND WALDRON COMMERCIAL RENTAL II BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: WHEREAS, the Industrial Development Authority of Roanoke County, Virginia (the Authority), has considered the application of Fralin and Waldron Commercial Rental II, a Virginia limited partnership (the Partnership) for the issuance of the Authority's industrial development revenue refunding bonds in an amount not to exceed $3,660,000 (the Bonds) to refund the Authority's Industrial Development Revenue Bonds (Fralin and Waldron Commercial Rental II Project) in the amount of $4,100,00, issued on December 27, 1984 which were issued to assist in the financing of the construction and equipping of an addition to the Partnership's existing office facility, known as the Atlantic Companies Building (the Project) located at the corner of Keagy Road and Electric Road in Roanoke, Virginia, and has held a public hearing thereon on July 9, 1987; and WHEREAS, the Authority has requested the Board of Supervisors (the Board) of Roanoke County, Virginia (the County), to approve the issuance of the Bonds to comply with Section 147(f) of the Internal Revenue Code of 1986, as amended (the Code); WHEREAS, a copy of the Authority's resolution approving the issuance of the bonds, subject to terms to be agreed upon, a record of the public hearing and a "fiscal impact statement" with respect to the Project have been filed with the Board; BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. The Board hereby approves the issuance of the Bonds by the Industrial Development Authority of Roanoke County, Virginia, for the benefit of Fralin and Waldron Commercial Rental II, to the extent required by Section 147(f) of the Code, to permit the Authority to assist in the financing of the Project. 2. Approval of the issuance of the Bonds, as required by Section 147(f) of the Code, does not constitute an endorsement of the Bonds or the creditworthiness of the Partnership, but, as required by Section 15.1-1380 of the Code of Virginia of 1950, as amended, the Bonds shall provide that neither the County nor the Authority shall be obligated to pay the Bonds or the interest thereon or other costs incident thereto except from the revenues and moneys pledged therefor, and neither the faith or credit nor the taxing power of the Commonwealth, the County nor the Authority shall be pledged thereto. 3. This resolution shall take effect immediately upon its adoption. On motion of Supervisor Nickens, seconded by Supervisor Garrett, and upon the following recorded vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None A COPY - TESTE: Mary H. Allen, Deputy Clerk Roanoke County Board of Supervisors 7/15/87 cc: File Tim Gubala, Assistant County Administrator Brent Sheffler, Economic Development Specialist Industrial Development Authority CERTIFICATE OF RESOLUTION 1. A regular meeting of the Board of Supervisors of Roanoke County, Virginia (the Board), was held on July 14, 1987, at which meeting the following duly elected members were present or absent: PRESENT: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson, ABSENT: None Such members constituted all of the members of the Board on the date of such meeting. 2. Attached hereto is a true and correct copy of a reso- lution duly adopted at such meeting by the following vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None 3. The resolution referred to above has not been re- pealed, revoked, rescinded or amended but is in full force and effect on this date and constitutes the only resolution adopted by the Board relating to the issuance by the Authority of its in- dustrial development revenue bonds for the benefit of Fralin and Waldron Commercial Rental II. WITNESS my hand and the seal of the Board of Supervisors of Roanoke County, Virginia, this 15 day of July, 1987, Deputy Clerk, Board of Supervisors (SEAL) Roanoke County, Virginia -2- A-71487-8 ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VA., ON TUESDAY, MEETING DATE: July 14, 1987 SUBJECT: Petition of Tim Edmondson for Allowance of Claim COUNTY ADMINISTRATOR''S COMMENTS: SUMMARY OF INFORMATION: Mr. Tim Edmondson, formerly a detective in the Roanoke County Sheriff's Department, has petitioned the Board in accor- dance with Virginia Code Section 15.1-550 (see attached letter) for allowance of a claim of $255. This Code section requires that before a person may institute a court action against a county he must first present the claim to the Board of Super- visors. Mr. Edmondson's claim arises from a March 1986 disciplin- ary action which resulted in his being suspended without pay for three days. Mr. Edmondson has now left County employment and seeks to secure the lost pay for the three-day suspension. Prior to the suspension, Mr. Edmondson received a letter from Sheriff 0. S. Foster notifying him of the impending disci- plinary action. Mr. Edmondson chose not to contest the suspen- sion through the grievance system. Now that he has left County employment, he is seeking relief from the Board. FISCAL IMPACT: None. RECOMMENDATION: The County Attorney recommends that the claim be denied. The petitioner failed to exhaust his administrative remedy and should not be awarded compensation from the Board. Respectfully submitted, Paul M. Mahoney County Attorney Approved ( ) Denied (x) Received ( ) Referred To ACTION Motion by: Bob L. Johnson /Steven A. McGraw to deny claim Brittle Garrett Johnson McGraw Nickens cc: File Sheriff Foster Paul Mahoney Keith Cook �- J VOTE No Yes Abs x x x_ x x MIN 94 1987 Board of Supervisors of Roanoke County P. O. Box 3800 Roanoke, VA 24015 RE: Tim Edmondson Gentlemen: OF COUNSEL PHILLIP A. SHORT C. JOHN RENICK 703-774-1197 Pursuant to the provisions of Section 15.1-550 of the Code of Virginia, this claim is made against the Board of Supervisors on behalf of my client, Mr Tim Edmondson. This claim is in the amount of $255.00 and represents a sum due to Mr. Edmondson for his employment on March 11th, 12th and 13th, 1986. His paycheck for that period was improperly deducted. There is no basis for said deduction in his per- sonnel file and Mr. Edmondson, therefore, feels as if he is entitled to the funds. This matter has been brought to the attention of the County Administration and the Administration has failed to make the necessary adjustments. Therefore, the appeal to the Board of Supervisors is necessary pursuant to the pro- visions of law. Your attention to this matter would be appreciated. Very truly yours, OSTERHOUDT, FERGUSON, NATT, AHERON & AGEE, P.C. Ute.-A� �*— Edward A. Natt /bp LAW OFFICES OSTERHOUDT, FERGUSON, NATT, AHERON & AGEE A PROFESSIONAL CORPORATION 1919 ELECTRIC ROAD, S.W. CHARLES H. OSTERHOUDT P. O. BOX 20068 MICHAEL S. FERGUSON EDWARD A. NATT ROANOKE, VIRGINIA MICHAEL J. AHERON 24018-1699 G. STEVEN AGEE MARK D. KIDD June 17, 1987 Board of Supervisors of Roanoke County P. O. Box 3800 Roanoke, VA 24015 RE: Tim Edmondson Gentlemen: OF COUNSEL PHILLIP A. SHORT C. JOHN RENICK 703-774-1197 Pursuant to the provisions of Section 15.1-550 of the Code of Virginia, this claim is made against the Board of Supervisors on behalf of my client, Mr Tim Edmondson. This claim is in the amount of $255.00 and represents a sum due to Mr. Edmondson for his employment on March 11th, 12th and 13th, 1986. His paycheck for that period was improperly deducted. There is no basis for said deduction in his per- sonnel file and Mr. Edmondson, therefore, feels as if he is entitled to the funds. This matter has been brought to the attention of the County Administration and the Administration has failed to make the necessary adjustments. Therefore, the appeal to the Board of Supervisors is necessary pursuant to the pro- visions of law. Your attention to this matter would be appreciated. Very truly yours, OSTERHOUDT, FERGUSON, NATT, AHERON & AGEE, P.C. Ute.-A� �*— Edward A. Natt /bp A-71487-9 _ ITEM NUMBER _ C� AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VA., ON TUESDAY, MEETING DATE: July 14, 1987 SUBJECT: Protest of Bid by Oxford Services COUNTY ADMINISTRATOR'S COMMENTS: -/ SUMMARY OF INFORMATION: The attorney for Oxford Services, Inc. submitted a written protest of the award of bid RC87-20 by letter dated June 26, 1987, a copy of which is attached. This bid was for janitorial cleaning services for FY 1987-88. The invitation to bid was issued on May 5, 1987, and re- sulted in four (4) responses: Oxford Services, Inc. $72,681.00 American Chemical $72,952.98 Swan Services $74,681.52 ARC Roanoke (CHD) $1421794.72 Roy Nester, Director of Buildings and Grounds, has docu- mented the numerous complaints from various County departments concerning the cleaning services provided by Oxford during the past year. Mr. Nester reports that he repeatedly discussed these problems with Oxford's management by telephone and by meetings (including tours of the various facilities) in an attempt to cor- rect these problems. Based upon these reported complaints and the record of per- formance during the past contract year, Mr. Nester recommended that the janitorial services contract for FY 1987-88 be awarded to the next low bidder, American Chemical Company. The differ- ence between these two bids was $271.98. J. Gradick Council, Procurement Director, concurred in this recommendation, and the County awarded this contract to American Chemical Company. RECOMMENDATION: Staff recommends that this protest by Oxford Services, Inc. be rejected, and that the Board confirm and ratify the award of the contract to American Chemical Company. This action is based upon unsatisfactory performance of Oxford Services, Inc. during r the 1986-87 contract year. Further, the Board confirms and ratifies the determination to proceed with the contract to protect the public interest. Respectfully submitted, qvj� IYW I z Paul M. Mahoney County Attorney 61 Attachment - Letter dated 6/26/87 from Charles N. Center ------------------------------------------------------------------ ACTION VOTE Approved ( ) Motion by: Lee Garrett/Steven No Yes Abs Denied (x) A. McGraw to deny - Brittle x Received ( ) Garrett x Referred Johnson x To McGraw x Nickens x cc: File Paul Mahoney Jack Council Roy Nester AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, JULY 14, 1987 RESOLUTION 71487-10 PURSUANT TO SECTION 15.1- 238(e) OF THE 1950 CODE OF VIRGINIA, AS AMENDED, SETTING FORTH THE INTENT OF ROANOKE COUNTY TO ENTER UPON CERTAIN PROPERTY AND TO TAKE A WATER LINE EASEMENT IN CONNECTION WITH THE NORTH LAKES WATER INTERCONNECTION PROJECT BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the North Lakes Water Interconnection Project involves the construction of a pump station and two sections of water line. This construction will allow the 500,000 gallon Loch Haven water reservoir to be supplied with water from Roanoke City, in addition to the higher quality wells in the area. This reservoir supplies water to the North Lakes subdivision and other development in this area; and 2. That in order to complete this construction, a cer- tain right-of-way is needed and more particularly described as follows: A twenty (20) foot strip of land across the property of Green Market, Inc. and more particularly described on a plat and appraisal report which are attached. Together with a ten (10) foot temporary construction easement across the property of Green Market, Inc. and more particularly described on the above -referenced plat and report. The fair market value of the aforesaid interest to be acquired is $580.00, such compensation and damages, if any, having been offered the property owner. 2. That is is immediately necessary for the County to enter upon and take such property and commence said construction in order to provide higher quality water and wells to the citizens of North Lakes and surrounding development; and 3. That pursuant to the provisions of Section 15.1- 238(e) of the 1950 Code of Virginia, as amended, and pursuant to notice and public hearing as made and provided therein, the Board does hereby invoke all and singular rights and privileges and provisions of said Section 15.1-238(e) as to the vesting of powers in the County pursuant to Section 33.1-119 through Section 33.1-129 of the 1950 Code of Virginia, as amended, all as made and provided by law. On motion of Supervisor Johnson, seconded by Supervisor Nickens, and upon the following recorded vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None A COPY - TESTE: Mary H. Allen, Deputy Clerk 7/15/87 Roanoke County Board of Supervisors cc: File Paul Mahoney, County Attorney AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1987 RESOLUTION NO. 71487-11 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM N - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1 . That that certain section of the agenda of the Board of Supervisors for July 14, 1987, designated as Item N - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7 inclusive, as follows: 1. Minutes of Meetings - June 9, 1987. 2. Acceptance of Water & Sewer Lines serving Meadowbrook Condominiums, Phase I and II. 3. Acceptance of Water and Sewer Facilities serving Branderwood, Section I. 4. Acceptance of Rights of Way for the following roads: a. Farmington South b. Pine Hill C. Waltdon Farms 5. Request for School Board Appropriation for Textbook Fund for 1987/88. 6. Approval of Amendment to Classification Plan for Position in the Sheriff's Department. 7. Confirmation of Appointment to the Recreation Commission. 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. Supervisor Brittle requested that Item N-3 be removed for a separate vote. Super•,risor McGraw moved to approve Item N-3, seconded by Supervisor Johnson and upon the following recorded vote: AYES: Supervisors Garrett, McGraw, Nickens, Johnson NAYS: None ABSTAIN: Supervisor Brittle On motion of Supervisor Nickens removing Item N-3 for a separate vote, seconded by Supervisor Johnson, and upon the following recorded vote: AYES: Supervisors Brittle, Garrett, McGraw, Nickens, Johnson NAYS: None A COPY - TESTE: Mary H. Allen, Deputy Clerk Roanoke County Board of Supervisors 7/15/87 cc: File Clifford Craig, Director of Utilities Phillip Henry, Director of Engineering John Peters, Assistant Director of Engineering Bayes Wilson, School Superintendent D. Keith Cook, Personnel Officer Sheriff 0. S. Foster A-72487-1l.a ITEM NUMBER /Y J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING; DATE: July 14, 1987 SUBJECT: Acceptance of water and sewer facilities serving Branderwood, Section 1 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The developer of Section 1, Branderwood, Boone, Boone & Loeb, Inc., has requested that Roanoke County accept the deed conveying the water and sewer lines serving the subdivision along with all necessary easements. The water and sewer lines are installed as shown on engineering plans prepared by Buford T. Lumsden & Associates entitled, Section 1, Branderwood dated June 16, 1987, which are on file in the Public Facilities Department. The water and sewer line construction meets the specifications and the plans approved by the County. FISCAL IMPACT: �vw The values of the water and sewer construction are $58,560.00 and $49,500.00 respectively. RECOMMENDATION: The staff recommends that the Board of Supervisors accept the water and sewer facilities serving the subdivision along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. I SUBMITTED BY: Phillip T. Henry, E. Director of Engineering APPROVED: 6CW- Elmer Hodge County Administrator /-Y' - ,J -------------------------------------------------- ACTION --------------- VOTE Approved (x) Motion by: Steven A. McGraw/ No Yes Abs Denied ( ) Bob L. Johnson to accept Brittle x Received ( ) Garrett x Referred Johnson x to McGraw x Nickens x Abstain cc: File Phillip Henry Clifford Craig John Hubbard 2 A -71487-11.b 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 14, 1987 SUBJECT: Acceptance of Deeds dedicating Rights of Way and Drainage Easements for Road Improvements COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As required by state code, all state maintained highways must have right of ways dedicated to the public for public use. Consequently, the privately owned and maintained roads in the Farmingdale South, Waltdon Farms, and Pine Hill Subdivisions must be dedicated to the public prior to submitting the roads to VDOT as part of the Road Improvement Program. The roads in the Farmingdale South and Pine Hill Subdivisions are part of the VDOT matching fund program, while the roads in Waltdon farms will be reconstructed using unmatched 1985 Bond Funds. Attached are copies of the original agreements signed by the individual Homeowners Association dedicating the rights of way and drainage easements to the public. The County Administrator is authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish the conveyance of said property, all of which shall be upon form approved by the County Attorney. FISCAL IMPACT: ' None RECOMMENDATION: Staff recommends that the Board authorize the County Administrator to execute the three (3) agreements. SUBMITTED BY: Phillip Ur. Henry rj Director of Engineering APPROVED: Elmer C. Hodge County Administrator Approved (x) Denied ( ) Received ( ) Referred To ACTION Motion by: Harry C'_ Nickens/Bob L. Johnson to accept cc: File Phillip Henry John Hubbard VOTE No Yes Abs Brittle x Garrett x Johnson x McGraw x Nickens x A -71487-11.c ITEM NUMBER N — AT'A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VA., ON TUESDAY, JULY 14, 1987 MEETING DATE: July 14, 1987 SUBJECT: Rollover of 1986-87 School Textbook Funds COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County Schools were unable to purchase sufficient quantities of textbooks in certain subject areas by the end of the 1986-87 fiscal year. Attached is a resolution from the County School Board of Roanoke County requesting $130,000 of unexpended funds from the 1986-87 School Textbook Account be appropriated to the 1987-88 School Textbook Account. FISCAL IMPACT The School Textbook Fund is a separate self -balancing fund. All unexpended funds remain in the fund balance of the Textbook Fund until appropriated. Therefore, funds should be available in the Textbook Fund and no additional monies from other sources would be required. RECOMMENDATION: Staff recommends that the rollover of unexpended 1986-87 fiscal year. SUBMITTED BY: '&a 0. &V :t;/ Diane D. Hyat Director, Finance Approved (x) Denied ( ) Received ( ) Referred To Board of Supervisors approve the Textbook Funds to the 1987-88 ��Z 0,17 Elmer C. liodge County Administrator ACTION Motion by: Harry C. Nickens/ Bob L. Johson to approve cc: File/Diane Hyatt/Bayes Wilson VOTE No Yes Abs Brittle x Garrett x Johnson x McGraw x Nickens x //-5 FROM THE MINUTES OF THE COUNTY SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA MEETING IN REGULAR SESSION ON JUNE 30, 1987 AT 7 P.M. IN THE BOARD ROOM OF THE SCHOOL ADMINISTRATION BUILDING, SALEM, VIRGINIA. RESOLUTION REQUESTING APPROPRIATION OF 1986-87 UNEXPENDED SCHOOL TEXTBOOK FUNDS TO THE 1987-88 SCHOOL TEXTBOOK FUND ACCOUNT WHEREAS, textbook adoptions for the period 1986 - 1992 necessitated the purchase of new books during 1986-87, and WHEREAS, sufficient quantities could not be delivered by the end of the current fiscal year (June 30) in certain subject areas; NOW, THEREFORE, BE IT RESOLVED that the County School Board of Roanoke County, on motion of Barbara B. Chewning and duly seconded, requests the Board of Supervisors of Roanoke County to appropriate $130,000.00 of unexpended funds in the School Textbook Account for 1986-87 to the School Textbook Account for the 1987-88 budget year in order to complete the needed purchase of said textbooks. Motion was adopted by the following vote: AYES: Paul G. Black, Richard E. Cullinan, Charlsie S. Pafford, Barbara B. Chewning, Frank E. Thomas NAYS: None A -71487-11.d ITEM NUMBER /N/- U AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: July 14, 1987 SUBJECT: Amendment to Classification Plan for Additional Position of Secretary in Sheriff's Department COUNTY ADMINISTRATOR'S CO14MMENTS: SUMMARY OF INFORMATION: The State Compensation Board has approved an additional position of Secretary in the Roanoke County Sheriff's Department effective July 1, 1987. FISCAL IMPACT: The State Compensation Board will provide funding in the amount of $11,842. As this position will be in the County's Classification Plan, additional funds in the amount of $2445 for salary and fringe benefits will be required to fund the position in Grade 11, Step A, of the Classification Plan. No additional appropriation of funds is requested as funds will come from other salary accounts within the Sheriff's budget. RECOMMENDATIONS: It is recommended that the Classification Plan for fiscal year 1987-88 be amended by the addition of one position of Secretary in the Sheriff's Department effective July 1, 1987. RESOLUTION: YES NO Approved (X ) Denied ( ) Received ( ) Referred ( ) To SUBMITTED BY: D. K. Cook Director of Human Resources APPROVED: Elmer C. godco County Administrator ACTION Motion By: Harry C. Nickens/ Bob L. Johnson to approve cc: File/Sheriff Foster/Keith Cook VOTE No Yes Abs Brittle x Garrett x Johnson x McGraw x Nickens x A -71487-11.e 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 14, 1987 SUBJECT: Confirmation of Committee Appointments COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following nomination must now be confirmed by the Board of Supervisors. The nominee has agreed to serve. Recreation Commission Mrs. Linda Shiner has been nominated by Supervisor Alan Brittle to serve a three-year term representing the Cave Spring Magisterial District. Her term will expire on June 30, 1990. SUBMITTED BY: Mary H. Allen Deputy Clerk APPROVED BY: Elmer C. Hodge County Administrator --------------------------------------------------------------------------- ACTION VOTE Approved (x) Motion by: Harry C. Nickens/Bob No Yes Abs Denied ( ) L. Johnson to confirm Brittle x Received ( ) Referred To cc: File Recreation Commission File Garrett x Johnson x _ McGraw x Nickens x A -71487-11.f^ ITEM NUMBER / Y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1987 SUBJECT: Acceptance of Water & Sewer Lines serving Meadowbrook Condominiums, Phase I and II COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Developer of Meadowbrook Condominiums, Phase I and II James D. Fralin, has requested that Roanoke County accept the deed conveying the water and sewer lines serving the development along with all necessary easements. The water and sewer lines are installed as shown on engineering plans prepared by Mattern and Craig entitled Meadowbrook Condominiums dated September 19, 1983 and revised November 9, 1983, which are on file in the Public Facilities Department. The water and sewer line construction meets the specifications and the plans approved by the county. FISCAL IMPACT: 0 The values of the water and sewer construction are $38,000 and $15,750, respectively. RECOMMENDATION: The staff recommends that the Board of Supervisors accept the water and sewer facilities serving the development along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. 1 SUBMITTED BY: P fillip . Henry, .E. Director of Engineering APPROVED: �C#- Elmer C. Hodge County Administrator -------------------------------------------------- -------------- ACTION VOTE Approved ( x) Motion by: Harry C. Nickens/ No Yes Abs Denied ( ) Bob L. Johnson to accept Brittle x Received ( ) Garrett x Referred Johnson x to McGraw x Nickens x cc: File John Hubbard Phillip Henry 2