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HomeMy WebLinkAbout10/17/2003 - Special October 17, 2003 917 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 October 17, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the th Roanoke County Administration Center, 4 Floor Conference Room, 5204 Bernard Drive, Roanoke, Virginia, this being an adjourned meeting from October 14, 2003 for the purpose of a joint meeting with the City of Roanoke to discuss the formation of a Regional Water and Sewer Authority. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order for the County of Roanoke at 9:40 a.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice-Chairman Richard C. Flora, Supervisors Michael W. Altizer, Joseph B. “Butch” Church, H. Odell “Fuzzy” Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer; Gary Robertson, Director of Utilities; Teresa Hamilton Hall, Public Information Officer; Diane S. Childers, Clerk to the Board Mayor Ralph Smith called the meeting to order for the City of Roanoke at 9:40 a.m. The roll call was taken. MEMBERS PRESENT: Mayor Ralph K. Smith, Vice-Mayor C. Nelson Harris (arrived at 10:15 a.m.), Council Members William D. Bestpitch, M. Rupert Cutler, Linda F. Wyatt (arrived at 9:55 a.m.) October 17, 2003 918 MEMBERS ABSENT: Council Members Beverly T. Fitzpatrick, Jr., Alfred T. Dowe, Jr. STAFF PRESENT: Darlene L. Burcham, City Manager; William M. Hackworth, City Attorney; Rolanda A. Russell, Assistant City Manager for Community Development; George C. “Chip” Snead, Assistant City Manager for Operations; Mike McEvoy, Director of Utilities; Jesse Hall, Director of Finance; Mary F. Parker, City Clerk IN RE: OPENING CEREMONIES The invocation was given by John M. Chambliss, Assistant County Administrator for Roanoke County. IN RE: COMMENTS ON JOINT EFFORTS Mr. Hodge advised that the purpose of today’s meeting is to review the proposed articles of incorporation. He stated that he is pleased with the way the process is proceeding, and noted that the committee discussions have been going well and the staff is building a sense of camaraderie. IN RE: DISCUSSION OF ARTICLES OF INCORPORATION Mr. Mahoney advised that there were four main topics to be discussed regarding the articles of incorporation: (1) composition of the Authority Board; (2) term of office of Board Members; (3) name of the Authority; (4) special provisions. He noted that in the spring 2002, guiding principles of the Authority were adopted, one of which was that there would be equal representation on the Board. This raised the issue of the possibility of tie votes and the establishment of an odd number of Board Members and tie breaker provisions. At the meeting held on August 22, the Board of Supervisors and October 17, 2003 919 City Council indicated that they wanted the tie breaker to be a permanent member of the Authority Board. Mr. Mahoney stated that at this time, the number of members on the Authority Board needs to be determined. Composition of the Authority Board: Following discussion, there was a consensus to appoint a seven member Authority Board. Three representatives will be appointed from each locality and the initial appointees will be comprised of the following: one elected official, one staff member, and one citizen. The seventh member will be recommended by a “super majority” of the Authority Board (at least two representatives from each locality), and will be subject to ratification by the Board of Supervisors and City Council. If there is no consensus within 60 days, the appointment will be made by a consensus of the Circuit Court judges and will not require ratification by the Board of Supervisors and City Council. Term of Office of Board Members: The initial appointees will serve staggered four, three, and two-year terms of office. There was a consensus that the four-year appointment would be the citizen representative; the three-year appointment would be the staff member; and the two-year appointment would be the elected official. It was the intent of the Board of Supervisors and City Council to replace the elected officials and staff appointments with citizen representatives upon the expiration of the initial term of office. Once the initial terms of office expire, the appointments will be for four-year terms. October 17, 2003 920 Name of the Authority: Following discussion, it was the consensus to designate the name of the Authority as the “Western Virginia Water Authority”. Special Provisions: It was decided that a “super majority” vote, meaning at least two representatives from each locality, would be required for the following actions: (1) the addition of new jurisdictions to the Authority; (2) signing of contracts or agreements for the bulk sale of surplus water or for the acceptance or treatment of wastewater; (3) recommendation of the seventh Authority Board member, subject to ratification by the Board of Supervisors and City Council. Mr. Mahoney advised that based on the recommendations made at today’s meeting, staff will draft the final articles of incorporation and will present these at the next scheduled joint meeting on November 19, 2003 for ratification. A public hearing will be held in January 2004 concerning the proposed formation of the Authority. Mr. Hackworth stated that both City Council and the Board of Supervisors th will need to select their representatives for the Authority Board by the November 19 th joint meeting. This will allow time for the Authority Board to meet and select the 7 member, who will then need to be ratified by City Council and the Board of Supervisors. It is necessary that all seven members be appointed before the articles of incorporation are submitted to the State Corporation Commission (SCC) in February. October 17, 2003 921 IN RE: BOARD AND COUNCIL MEMBER COMMENTS AND QUESTIONS In response to inquiries, Mr. Mahoney reported that the Authority Board will meet in April or May 2004 to adopt their bylaws, develop a budget, and establish rates. The Authority will be an official legal entity and “in business” once the articles of incorporation come back from the SCC. He also advised that discussion of issues such as compensation for the Authority Board members and educational orientation meetings will need to occur between November 2003 and January 2004. Once the articles of incorporation are received from the SCC, there will be approximately a two to three month period during which both the Authority Board and the local government entities are operating before control is handed over completely to the Authority Board. IN RE: CLOSING REMARKS Ms. Burcham stated that there is a tremendous amount of work being done by the management teams and employees in the Utility Departments. She stated that they are committed to making the Authority the best that it can be. There are a number of issues to be addressed, and many of these will come together over the next several months. She stated that staff will be working aggressively to achieve the target implementation date of July 1, 2004 for the Authority. Mr. Hodge reported that the citizen informational meetings regarding the proposed Authority went very well even though attendance was low. The staff presentations were well prepared and the majority of the citizens who attended the meetings were very supportive of the project. He stated that if necessary, additional October 17, 2003 922 meetings can be scheduled with the citizens and he requested the input of the Board of Supervisors and City Council regarding future meetings. He stated that at present, implementation of the Authority is on schedule and within budget. IN RE: ADJOURNMENT Mayor Smith congratulated the members of the Roanoke City and Roanoke County teams, as well as the City Council and Board of Supervisors for the way the meeting was handled. He noted everyone’s efforts at finding points of agreement. Mayor Smith adjourned the Roanoke City Council meeting at 10:54 a.m. Chairman McNamara thanked those present for their participation in the meeting. Chairman McNamara adjourned the Roanoke County Board of Supervisors meeting at 11:12 a.m. Submitted by: Approved by: ________________________ ________________________ Diane S. Childers Joseph P. McNamara Clerk to the Board Chairman