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HomeMy WebLinkAbout9/9/2003 - Regular September 9, 2003 783 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 September 9, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of September, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:03 p.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; Diane S. Childers, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Pastor Joe Coppolo, Glad Tidings Assembly of God. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS September 9, 2003 784 Mr. Hodge requested that the item of new business requesting industrial access funding from the Virginia Department of Transportation for the Vinton Business Center be removed from the agenda. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Howard R. Guthrie, Parks, Recreation and Tourism Department, following 30 years of service. R-090903-1 Chairman McNamara presented the resolution to Mr. Guthrie. Supervisor McNamara moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 090903-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF HOWARD R. GUTHRIE, PARKS, RECREATION & TOURISM DEPARTMENT, AFTER THIRTY YEARS OF SERVICE WHEREAS, Howard R. Guthrie was employed by Roanoke County on July 15, 1973, as a Recreation Instructor in the Parks, Recreation & Tourism Department; and WHEREAS, Mr. Guthrie retired from Roanoke County on August 1, 2003, as the Youth Athletics Program Supervisor, after thirty years of service; and WHEREAS, Mr. Guthrie has coached youth sports for nearly forty years and plans to continue coaching youth baseball after his retirement; and WHEREAS, Mr. Guthrie was inducted into the Salem-Roanoke Hall of Fame in 1998, in recognition of his service and dedication to youth baseball in the Roanoke Valley; and September 9, 2003 785 WHEREAS, Mr. Guthrie received the National Little League Volunteer of the Year Award for the Little League’s District 12 that reaches across southwest Virginia in 1998; and WHEREAS, Mr. Guthrie has been a positive influence on the children of Roanoke County by fostering teamwork and sportsmanship through his management of Roanoke County’s organized youth team sports; and WHEREAS, Mr. Guthrie has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life and safety 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 HOWARD R. GUTHRIE for thirty years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement and success as he continues to coach youth baseball. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Certificate of recognition to Roanoke County Schools for being selected one of the best 100 Communities for Music Education in America in 2003. Chairman McNamara presented the certificate of recognition to Dr. Lorraine Lange, Assistant Superintendent, and Greg Denton, Coordinator of Fine Arts. IN RE: NEW BUSINESS 1. Request for approval of revisions to the Roanoke County Employee Handbook. (Joe Sgroi, Director of Human Resources) A-090903-2 September 9, 2003 786 Mr. Sgroi reported that several proposed revisions to the Roanoke County Handbook have been suggested by Roanoke County staff since the last revisions were approved in 2000. These changes have been reviewed and approved by the ETEAM, the County Attorney’s Office, the Employee Advisory Committee (EAC), and the Human Resources Department. All clarifications and changes in the policy are summarized and listed in detail in the materials submitted to the Board. Mr. Sgroi noted that the layout of the handbook has been revised to make it more ‘user friendly’ to the employee. The handbook assists employees in the following ways: (1) The creation and continued revision of the handbook involve input from staff and employees. (2) Each revision strives for greater clarity and understanding of the policies and practices which provide the professional management and supervisory team a basis for fair, consistent treatment of County employees. (3) It provides helpful information to newly hired employees and explains what is expected and what they can expect from County management. (4) It provides information on County benefits such as life and health insurance, deferred compensation, career development, and employee recognition through the performance appraisal system. Mr. Sgroi expressed appreciation to the following individuals for their assistance in revising the employee handbook: Joel Shelton, intern from Virginia Tech; Anita Hassell, Assistant Director of Human Resources; and the EAC. Mr. Sgroi advised that the Human Resources Department continues to place priority on enhancing communication with County employees. In accordance, the September 9, 2003 787 handbook is available on the County’s intranet website and available to all employees with access to a personal computer. In addition to the handbook, employees have immediate and easy access to information on the Intranet such as detailed benefit reports, training schedules, and a list of frequently asked human resources related questions and answers. These communication efforts give employees ready access to human resources information and provide a cost savings to the County by reducing the volume of printed materials. Supervisor Minnix referenced page 40, paragraph B, in the handbook and inquired if employee counseling sessions are documented. Mr. Sgroi advised that counseling sessions are not part of an employee’s permanent file. It was noted that a written reprimand is necessary to begin documentation in the personnel file. Mr. Sgroi confirmed that these records remain active for 24 months. Supervisor Minnix also questioned how thoroughly the handbook is reviewed with new employees. Mr. Sgroi stated that regular monthly orientation sessions are held for new employees, and approximately one hour of this training is used to highlight the employee handbook. Supervisor Church thanked the Human Resources Department for their work. Supervisor McNamara noted that he did not see a reference to dress code and questioned if this has been an area of concern in the past. Mr. Sgroi advised that there is a portion of the handbook which addresses appropriate attire. September 9, 2003 788 Supervisor Minnix moved to approve the staff recommendation (approve the revisions to the Roanoke County Employee Handbook). The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Resolution requesting industrial access funding from the Virginia Department of Transportation Commonwealth Transportation Board for the Vinton Business Center. (Arnold Covey, Director of Community Development) Chairman McNamara advised that this item was removed from the agenda at the request of Mr. Hodge. IN RE: APPOINTMENTS 1. Capital Improvement Program (CIP) Advisory Committee (Appointed by District) Supervisor McNamara appointed Lee Eddy to serve as the Windsor Hills District representative. Supervisor Flora notified the Clerk that he was appointing Jason Perdue to serve as the Hollins District representative. 2. Industrial Development Authority Supervisor Minnix nominated Neil A. Gallagher, Cave Spring Magisterial District, to serve an additional four-year term which will expire September 26, 2007. September 9, 2003 789 IN RE: CONSENT AGENDA R-090903-3 Supervisor McNamara moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 090903-3 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 September 9, 2003 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 4, inclusive, as follows: 1. Approval of minutes - August 22 and August 26, 2003 2. Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services 3. Request to appropriate dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools instructional program 4. Request to transfer a 1975 GMC step van to the County of Appomattox Sheriff's Office for the fee of $1.00 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 McNamara to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: REQUESTS FOR PUBLIC HEARINGS 1. Request to hold a public hearing on September 23 regarding the issuance of bonds through the Virginia Resources Authority September 9, 2003 790 (VRA) for improvements to the wastewater treatment facility. (Diane D. Hyatt, Chief Financial Officer) It was the consensus of the Board to schedule the public hearing for September 23, 2003. IN RE: REPORTS Supervisor Minnix moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects 5. Statement of Treasurer's accountability per investment and portfolio policy as of July 31, 2003 6. Clean Valley Council 7. Proclamation signed by the Chairman IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church : (1) He asked Mr. Mahoney if there is a noise ordinance in the City of Salem pertaining to the blowing of train whistles. Mr. Mahoney advised that he is not aware of the provisions in the City of Salem’s ordinance. He September 9, 2003 791 noted that this is an area that is regulated by federal law and local governments have no authority in this regard. Mr. Church requested that Mr. Mahoney contact the City of Salem to confirm if they have such an ordinance. (2) He notified the citizens on Harborwood Road that he is working to resolve their safety concerns regarding horse trailers on the road. (3) He conveyed sympathy to Anita Hassell, Assistant Director of Human Resources, upon the death of her husband. Supervisor Altizer : (1) He advised Mr. Hodge that the drains on Horsepen Mountain Drive are still clogged with sand and it has been three weeks since it was requested that these be cleaned. He questioned if this was the County’s responsibility or the Virginia Department of Transportation (VDOT). Mr. Hodge advised that this is a VDOT issue and that staff has contacted VDOT with a request to clean the drains. He advised that staff will follow up with VDOT again concerning this matter. Supervisor Altizer also requested that Mr. Hodge contact Roanoke City and advise him when the Roanoke City drains in that area will be cleaned. Supervisor McNamara : (1) He notified citizens that the Household Hazardous Waste Collection Day will be held on Saturday, September 13 from 9:00 a.m. – 2:00 p.m. at the Roanoke Civic Center. (2) He advised citizens that a series of community meetings regarding the proposed regional water and wastewater authority have been scheduled. Citizens interested in attending may contact the Clerk’s Office at 772-2005 for the meeting schedule. September 9, 2003 792 IN RE: CLOSED MEETING At 3:45 p.m., Chairman McNamara moved to go into closed session pursuant to the Code of Virginia Section 2.2-3711 A (30) to discuss the terms and scope of a contract with the City of Roanoke for the creation of a water and sewer authority, where discussion in open session would affect the bargaining position or negotiating strategy of the County. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss proposed revisions to the solid waste ordinance. (Anne Marie Green, Director of General Services) The Board members participated in a tour of several Roanoke County sites from 3:50 p.m. until 4:20 p.m. The purpose of the tour was to highlight safety concerns in some areas where the County is currently providing refuse collection on private roads. The work session to discuss the proposed revisions to the solid waste ordinance was postponed. 2. Work session to discuss the proposed Regional Water and Wastewater Authority. (Elmer C. Hodge, County Administrator) The work session was held from 4:32 p.m. until 5:09 p.m. September 9, 2003 793 Mr. Hodge noted that the community meetings regarding the proposed regional water and wastewater authority will begin on Thursday, September 11. The meetings will begin at 6:00 p.m. and display tables will be available for citizens to gather information and ask questions regarding legal, financial, and operational issues related to the proposed authority. Citizens will be encouraged to submit written questions that will be addressed in the presentation portion of the meeting which begins at 7:00 p.m. The presentation will be followed by a question and answer session. Supervisor Minnix noted that while Roanoke County and the City of Roanoke will be conveying assets to the authority, the authority will be assuming the debt responsibility. Supervisor Church advised that the authority is not “a done deal” and much negotiating remains to be done. Mr. Mahoney reviewed the proposed articles of incorporation with the Board and requested input on issues such as membership on the authority. He also requested input from the Board regarding the content of the operational agreement between Roanoke County and the City of Roanoke. He noted that issues such as growth management should be considered in drafting these documents. Supervisor Flora recommended that once the authority is implemented, Roanoke County staff and the Board of Supervisors should have the right to review requests for extensions of water lines in Roanoke County. September 9, 2003 794 In response to an inquiry from Supervisor Minnix, Mr. Hodge advised that this type of authority has been formed in other localities. He indicated that Gary Robertson, Utility Director for Roanoke County, and Mike McEvoy, Utility Director for Roanoke City, have researched information from these areas and will use this as a model in the formation of the regional water and wastewater authority. Ms. Hyatt advised that the contract with Roanoke City for the upgrade of the wastewater treatment plant will be presented at the September 23 Board meeting for approval. She stated that the VRA anticipates closing the loan in October 2003, and Roanoke County’s share of the upgrade cost is $11.3 million. The proposed sewer rate increase to fund the cost of the upgrade can be postponed until July 2004. Ms. Hyatt advised that repayment of the loan begins in 2007-2008, and an additional small increase will be needed at that time. In response to an inquiry from Supervisor Minnix, Ms. Hyatt advised that both the debt and assets will be transferred to the authority once it is formed. In response to an inquiry from Supervisor Altizer, Ms. Hyatt stated that Roanoke City is borrowing $23.6 million to fund the upgrade to the wastewater treatment plant, and Roanoke County is borrowing $11.3 million. 3. Work session to discuss preliminary unaudited year end financial information for fiscal year 2002-2003. (Rebecca Owens, Director of Finance; Brent Robertson, Budget Director) The work session was held from 5:09 p.m. until 5:30 p.m. September 9, 2003 795 Mr. Hodge advised that the anticipated year-end surplus is $1.4 million and he recommended reserving these funds for the CIP. Specifically, he indicated that these funds could be used for the new public safety building. Ms. Owens advised that the preliminary, unaudited financial information indicates revenues in excess of budget totaling $1,230,772. In addition, expenditure savings totaled $248,689 for a total increase in overall position from operations totaling $1,479,461. She stated that general fund actual revenues were $2,483,641 over budget and of that amount: (1) $119,000 is designated revenue for an economic development incentive for Wal-Mart. (2) $27,122 is designated revenue for Courthouse fees for maintenance as stipulated by state code. (3) $396,483 is designated revenue for rescue fees which were above budget estimates. (4) $230,463 is committed for the HP migration project. (5) $103,801 is committed for the purchase of touch screen voting machines. (6) $376,000 is committed for the purchase of equipment and additional staffing to expand the bulk and brush collection service. After these adjustments are made, revenues exceeding budget total $1,230,772. Supervisor McNamara questioned what the excess $396,483 in rescue fees would be used to fund. Mr. Hodge responded that these revenues were designated by the Board to be used for fire and rescue. Supervisor McNamara questioned if this was for buildings. Mr. Hodge advised that this could include personnel, equipment, or buildings. Staff is recommending that this amount be used to fund the capital improvements program (CIP), which includes the new public safety September 9, 2003 796 building. Mr. Hodge stated that wherever possible, excess funds are being designated for use in funding the new public safety building. Supervisor Church confirmed that the $396,483 is in excess of anticipated fees which the Board has earmarked for personnel, rescue, and operations. Mr. Hodge verified that any use of these funds for fire and rescue purposes is allowable. Mr. O’Donnell reported that the reasons for the surplus include the fact that staff budgeted for a 65% collection rate and collections have been at a rate of 75%; the increase in fees for transport were realized sooner than anticipated; and in March 2003, additional revenues were received from Medicare which had been withheld pending the completion of an audit. With regard to expenditures, Ms. Owens reported that expenditure savings for the year ended June 30, 2003 totaled $429,563. Based on the rollover policy, departments are allowed to request 60% of savings within their department for special purchases as approved by the County Administrator. Department rollover requests totaling $180,874 have been received and reviewed. This leaves a net expenditure savings of $248,689. Supervisor Church expressed concerns about using the $396,483 in rescue fees surplus to fund the capital improvements program (CIP) and not personnel costs as previously discussed by the Board when the fee for transport was approved. Mr. Hodge advised that these funds are over and above the existing personnel needs. September 9, 2003 797 Mr. Robertson reviewed the year-end revenue summary and noted that revenues increased in the last quarter, particularly in the areas of sales tax, meals tax, and business license tax. He advised that original revenue estimates were conservative, and fiscal year 2002-2003 actual revenues were $125,703,429 compared to budgeted revenues of $123,215,858. The total unaudited revenue surplus is $2,483,641. IN RE: CLOSED MEETING The closed meeting was held from 5:45 p.m. until 6:10 p.m. IN RE: CERTIFICATION RESOLUTION R-090903-4 At 6:10 p.m., Supervisor Flora moved to adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 090903-4 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: September 9, 2003 798 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 Flora to adopt the resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: ADJOURNMENT Chairman McNamara adjourned the meeting at 6:10 p.m. Submitted by: Approved by: ________________________ ________________________ Diane S. Childers Joseph P. McNamara Clerk to the Board Chairman