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HomeMy WebLinkAbout8/12/2003 - Regular August 12, 2003 701 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 August 12, 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 August, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:01 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;Joseph B. Obenshain, Senior Assistant County Attorney; Diane S. Childers, Clerk to the Board; Dan O’Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Jim Beatty, Bethel A.M.E. Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS August 12, 2003 702 Mr. Hodge added a new business item, E-4, request to authorize an emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision . Mr. Hodge added a work session, Item Q-4, to discuss long-range issues relating to the drainage program, including revisions to the zoning ordinance. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Certificate of recognition to Kelly Clark, Glenvar High School, for winning the State Group A Girls 1600 Meter Run Chairman McNamara presented the certificate of recognition to Ms. Clark. Also present was her mother; Dr. Linda Weber, School Superintendent; Curtis Hicks, Glenvar High School (GHS) Principal; and Mr. Jamie Soltis, GHS Wrestling Coach. 2. Certificate of recognition to Brad Collins, William Byrd High School, for setting the state career scoring record in boys soccer Chairman McNamara presented the certificate of recognition to Alan and Rebecca Collins, parents of Brad Collins. Mr. Collins is a student at Carson Newman College and was unable to attend the meeting. Also present were Dr. Linda Weber, School Superintendent; and Otis Dowdy, William Byrd High School (WBHS) Assistant Principal. Supervisor Minnix requested that the Clerk mail a letter of congratulations and a videotape of the meeting to Mr. Collins. IN RE: NEW BUSINESS 1. Request for a resolution approving an agreement with the Virginia August 12, 2003 703 Department of Transportation (VDOT) to administer construction of the access road for Integrity Windows in the Valley Gateway Business Park. (George W. Simpson, Assistant Director of Community Development) R-081203-1 Mr. Simpson reported that at the February 19 meeting, the Board approved a resolution requesting industrial access funding from VDOT. Since that time, funding has been approved and staff is working to prepare plans and specifications. At this time, an agreement must be executed between the County of Roanoke and VDOT to allow the County to administer, construct, and receive reimbursement of project costs. The total cost of the project is $480,000, of which $390,000 will be funded by VDOT. The proposed resolution will authorize the County to enter into the agreement with VDOT. Supervisor Minnix questioned if a target date had been established to begin construction for this project. Doug Chittum, Director of Economic Development, reported that Integrity Windows has begun grading and they are currently proceeding with the building permit process. Supervisor Altizer moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None August 12, 2003 704 RESOLUTION 081203-1 APPROVING A COUNTY-STATE AGREEMENT WITH THE VIRGINIA DEPARTMENT OF TRANSPORTATION FOR THE FOLLOWING PROJECT – CONSTRUCTION OF THE ACCESS ROAD FOR INTEGRITY WINDOWS IN THE VALLEY GATEWAY BUSINESS PARK WHEREAS, Title 33.1 of the Code of Virginia provides for the availability of funds for implementing approved improvements to public streets to enhance and promote economic and industrial development and continued public safety along public streets; and WHEREAS, Roanoke County is desirous of developing the Valley Gateway Business Park for the purpose of job creation for the citizens of the Roanoke Valley; and WHEREAS, the Commonwealth Transportation Board has approved this project; and WHEREAS, the Virginia Department of Transportation (VDOT) has estimated the cost of these projects to be $390,000; and NOW, THEREFORE, BE IT RESOLVED that the Roanoke County Board of Supervisors hereby authorizes the County Administrator or his designee to enter into a County-State agreement allowing the County to advertise, bid, award, and administer the construction contract for construction of the access road for Integrity Windows in the Valley Gateway Business Park (Project Number 0829-080-321, M501), said contract to be on a form approved by the County Attorney. On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Request to appropriate funds to cover overtime for existing personnel to be placed at the Catawba and Hollins stations beginning December 1, 2003. (Rick Burch, Chief of Fire and Rescue) Chief Burch stated that in February 2003, the Board approved ten additional field personnel for Fire and Rescue. The breakdown of the approved new positions is as follows: (1) Catawba – 3 positions (2) Hollins – 3 positions (3) Mason Cove – 4 positions. Chief Burch noted that the four positions at Mason Cove are in August 12, 2003 705 place and were previously filled with over-hires. A tentative schedule was presented to the Board estimating placement of the new personnel in the field during October or November 2003. Due to the recommendation of the Human Resources Department to delay the schedule to accommodate a minority recruitment initiative and the need to coordinate with Roanoke City and the City of Salem, the previously established deadline had to be extended by approximately 45 days. The Recruit Academy is now scheduled to begin on September 22 and personnel will be available for duty in the stations on January 19. Chief Burch stated that when the delay was recognized, the Fire and Rescue Department planned to fill the gap with staffing adjustments and minimal overtime. However due to one retirement in May and two resignations in June, staffing levels now do not provide for this possibility. He stated that additional funds are needed to cover the overtime costs and staff the positions at the Catawba and Hollins stations beginning December 1, 2003. The personnel will operate on mandatory overtime until the new personnel complete the necessary training and are given permanent field assignments on January 19, 2004. Supervisor Flora noted that there will be a cost savings since the personnel were originally projected to be hired on July 1. He questioned if the $49,000 was a net cost. Chief Burch reported that this amount only reflects the amount necessary to cover the overtime from December 1 through January 19. Although there will be a cost savings, the overtime budget traditionally is over budget and savings are August 12, 2003 706 used to balance the budget at year-end. He stated that the cost savings was not factored in for this reason. Supervisor Flora stated that he would prefer to only fund the net cost of the personnel expenses for this period. Mr. Hodge reported that starting salaries for the new hires are at an entry level, and the overtime is being paid at time and a half for personnel that may be at a higher level. Supervisor Church noted that the budget issue should be addressed separately and this his calculations indicate that the amount necessary to cover the overtime should not be as high as $49,000. He questioned when Chief Burch became aware of the delay in placing personnel at these stations. Chief Burch responded that in April, staff became aware of the delay in starting the Recruit Academy but at that time, they anticipated being able to cover the overtime internally. In June and July when the resignations occurred, it became apparent that it could not be covered internally. Supervisor Church stated that he should have been notified of any potential delays as soon as they became known. Chief Burch stated that typically, the overtime account for Fire and Rescue exceeds the budgeted amount. However due to cost savings realized from retirements and resignations, they are able to balance the overtime budget throughout the year. In this situation some cost savings will be realized by not hiring the personnel on July 1, but this savings is used to balance the normal overtime account throughout the year. August 12, 2003 707 Chief Burch stated that if the cost savings are used to pay for the overtime, it will affect his ability to balance the overtime budget at year-end. Supervisor Church questioned if this issue was not on the agenda at today’s meeting, would Chief Burch be asking the Board for an appropriation to cover this type of request. Chief Burch indicated that he would not. Supervisor Church emphasized that the funding issue should be separate from the issue of placing personnel in the stations on the date previously agreed upon. Mr. Hodge reported that in his discussions with Chief Burch, the following issues were examined: (1) the amount of overtime that will be expended (2) the number of retirements (3) volunteers have been unable to cover the required number of hours. Mr. Hodge reported that this appropriation request accurately reflects the amount that Chief Burch feels is necessary to cover the overtime necessary to place the personnel in the stations as approved by the Board in February. Supervisor Flora noted that the overage in the overtime account is not the result of funding these positions. He stated that there is a cost savings by delaying the hiring of the new personnel and asked Chief Burch to specify this amount. Chief Burch stated that the savings will total $59,292. Supervisor Flora stated that there will be a $59,292 savings and the cost will be $49,000, which results in a net surplus of $10,000 for these six positions. He indicated that appropriating additional money for the overtime budget at this time is premature. Chief Burch noted that failure to fund the cost at this time will result in an overage at year-end. August 12, 2003 708 Supervisor Minnix stated that Chief Burch is using a valid strategy for handling the budget and he is comfortable with the figures being presented. Supervisor Altizer asked Chief Burch to clarify the process he uses for balancing the budget and questioned if he was addressing a deficit from the prior year. Chief Burch stated that when a staff member leaves or resigns, the position must be filled with overtime hours. The salary savings are used to cover overtime costs until new personnel are hired to fill the vacancies. If this savings is removed, it will result in a deficit in the overtime account. In response to a question from Supervisor Altizer, Chief Burch reported that the money for the six additional personnel has already been appropriated by the Board. Supervisor McNamara stated that the Board is examining one line item in a large budget when it is only 1½ months into a new budget year. He indicated that expenses fluctuate between line items, and he is not comfortable with attempting to address one line item in the budget at this point in the fiscal year. Supervisor Church stated that he does not see a need for a motion on this item. The cost savings do not justify an appropriation of additional funding at this time. No action was taken on this item. 3. Request for approval of expansion of bulk and brush collection service. (Anne Marie Green, Director of General Services) A-081203-2 August 12, 2003 709 Mr. Hodge advised that this request would result in an improvement in service levels for citizens. The proposal would involve eliminating the call-in requirement for bulk and brush collection. Although it is only 1½ months into the budget year, this change will improve service and accelerate the transition to an automated system throughout the County. He stated that the request is based on growth in the County, as well as increases in the number of times that people move or relocate. Mr. Hodge advised that he had recently received requests from the Board members to evaluate this service. He has reviewed the matter with Ms. Green and staff members, and advised that they are submitting a request totaling $376,000. Portions of this cost are one-time capital expenses for purchase of equipment, and some of the costs will be recurring for personnel expenses. Mr. Hodge advised that when the County switched to automated refuse collection, hydraulic trucks were purchased that required one operator rather than the three operators previously required. This resulted in a decrease in the cost per pickup. With bulk and brush collection, citizens are currently required to call-in to schedule a pickup. If they do not call, the bulk/brush is not collected because the routes are pre- determined based upon scheduled pickups and there is not sufficient room in the trucks to pick up unscheduled collections. The transfer station closes at 8:00 p.m. and staff is currently working as much overtime as possible to accommodate the necessary collections. Mr. Hodge stated that elimination of the call-in requirement will allow the County to automate the remaining areas of the County that are still using manual routes August 12, 2003 710 for refuse collection. This will free up staff positions that can be utilized for the increase in bulk and brush collections. Ms. Green advised that the current method of bulk and brush collection is better than that which is offered by any other county in Virginia and exceeds the level of service offered by most cities. She noted that the only consistent complaint received regarding the service in the County is the scheduling requirement. Citizens have indicated that they would prefer to have bulk and brush collected automatically, and employees have stated that they would prefer to go into neighborhoods and leave them clean, rather than having to leave some piles which have not been scheduled for pickup. She noted that many complaints stem from individuals who are moving and do not call to schedule the pickup or individuals who are not aware of the scheduling requirement and fail to call. Ms. Green stated that in order to accomplish this change as economically as possible, she is recommending that the County automate the remaining 3,000 houses that do not currently receive automated refuse collection. This will free up one rear loader to be used for bulk collection and will provide all citizens with the opportunity to have the free trash container and automated service. There are currently three boom trucks used for collecting brush and two new trucks are on order. Staff is recommending that when the new trucks arrive, one of the older trucks should be retained giving the County a total of four boom trucks. This proposal will allow for completion of automated service to all areas of the County, as well as increase the August 12, 2003 711 service level for bulk and brush collection. She noted that bulk and brush collection calls have increased by 8,000 or almost 30% since last year, and requests for bandit cans and automated service also continue to increase. This plan will provide biweekly automatic service for bulk and brush collection by November 1 at a cost of $376,000 which will cover purchase of one automated truck, 3,000 cans, and 3 additional employees. Ms. Green stated that funds are available in the year-end rollover to cover this cost. Supervisor Flora commended staff for bringing this matter to the Board, and he noted that this year has been the type of year that will bring to light any weaknesses in the process for collection of bulk and brush due to the perpetual flooding. He stated that Roanoke County has done an outstanding job in collection of refuse, and the only weakness is in the process. He indicated that this solution provides equity throughout the County and resolves the problems that have been experienced recently. He voiced concerns about spending $90,000 for recurring expenses out of year-end funds and stated he would prefer to locate an alternative funding source. Supervisor Minnix commended Ms. Green for an outstanding job and confirmed that this change in service can be accomplished for only $376,000. Ms. Green stated that staff has been examining this proposal for six months and this is an accurate projection of costs. Supervisor Minnix indicated that he is encouraged by the fact that only $90,000 in recurring funds will be required to implement this change, and the taxpayers deserve this level of service. He noted that a tremendous amount of August 12, 2003 712 resources will be saved by not having to schedule the pickups. He requested that this change be implemented on a one-year trial basis and that Ms. Green report back to the Board at the end of the trial period. Supervisor Church advised that he receives more calls on this issue than any other in his district. He questioned whether the County offers bulk and brush collection on vacant lots. Ms. Green advised that the ordinance states that collection will be made to lots which have homes. The ordinance was structured in this way to prevent the County from having to pick up debris from land clearing on vacant lots. She advised that staff is currently reviewing the solid waste ordinance and anticipates bringing revisions to the Board in September for approval. She stated that this is one of the inconsistencies in the ordinance that will need to be reviewed. Supervisor Church requested that a work session be scheduled to discuss the proposed revisions. In response to a question from Supervisor Church, Ms. Green reported that she had researched the service offered by surrounding localities. The results were as follows: (1) Fairfax County does not provide bulk and brush collection and offers very little garbage collection; (2) Henrico County offers some garbage collection at a cost of $13 per month - bulk/brush collection is $43 per request; (3) Arlington County offers refuse and bulk/brush collection at no charge – there is a $40 charge for pickup of each appliance; (4) Chesterfield County charges $1.50 per bag for refuse collection, 75 cents per bag for brush, and $39.00 per pickup for bulk; (5) Bedford City offers one brush pickup per month and two bulk pickups per year at no charge; (6) Harrisonburg August 12, 2003 713 charges $12 per week for refuse collection which includes weekly refuse, weekly yard debris of five pieces, and monthly pickup of five pieces of bulk. She noted that very few localities offer this level of service at no cost to citizens. Supervisor Church noted that citizens have also expressed concerns about having to drive by the landfill to take items to the transfer station. Ms. Green stated that this policy was put in effect when the landfill was founded at the request of the residents of Bradshaw Road. She advised that there is no scale at the landfill to measure the amount of debris being delivered. Supervisor Altizer noted that this change will keep the County streets cleaner and will be good for the citizens. Supervisor McNamara commended staff for working to resolve this matter, and indicated that these types of calls represent a majority of the calls that have been received by Board members this year. He noted that three of the four items of new business on the agenda are requesting appropriation of funds from the year-end balance. He asked for a report on the status of the year-end rollover amount. Mr. Hodge advised that staff does not yet have a final determination of the year-end rollover amount. He stated that in the past, the rollover has been split with 60% being returned to departments for capital purchases and 40% being placed in the capital fund unappropriated balance. He indicated that staff is comfortable taking this amount out of the year-end balance and that unless revenues are adjusted for the current year, the appropriation cannot be made from the 2003-2004 budget. He stated August 12, 2003 714 that the use of recurring revenues out of year-end funds is necessary to get through until the next fiscal year when the funds can be appropriated during the budget process. Supervisor McNamara again voiced concerns about the use of year-end funds for recurring expenses. Supervisor McNamara moved to approve staff recommendation, eliminate the call-in requirement for bulk and brush collection effective November 1, 2003. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 4. Request to authorize an emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision. (Arnold Covey, Director of Community Development) A-081203-3 Mr. Hodge reported that that this is an emergency request due to the recent weather related problems. He thanked the citizens for their patience in resolving these matters, and commended staff for the tremendous number of calls that they have handled, sometimes working nights, days, and weekends. Mr. Hodge advised that he is requesting this emergency appropriation and noted that stormwater runoff is increasingly becoming a problem in the County. He stated that this level of damage has not been experienced since the flood in 1985, at which time the beginnings of the August 12, 2003 715 existing stormwater management program were put in place. The program began with one person and a backhoe. After 15 years, there are three staff people responsible for covering 245 square miles in the County handling drainage inspections and enforcement issues. The emergency request for $15,000 addresses the needs of one neighborhood, but staff is aware of existing needs in neighborhoods throughout the County. Mr. Hodge advised that information regarding drainage issues throughout the County will be presented in a work session later in the meeting, and the results reflect a growing list of projects that date back to 1999. The work session will address future development and the process for reviewing plans and inspections. Mr. Covey reported that the severe storm experienced recently resulted in damage to the Stonebridge Court subdivision. He stated that debris has blown down into the natural water course, there are deposits of silt that need to be removed, and other debris that needs to be cleared. These funds will be used to repair this damage, as well as to examine the Wolfe Creek water shed area to prevent future blockages. Supervisor Altizer moved to approve staff recommendation (appropriate $15,000 for debris removal and stabilization). He thanked the Vinton Fire and Rescue Department for their assistance in the evacuation of a family, and extended his appreciation to Mr. Hodge and staff for their assistance to the citizens. He noted that the recent rains have brought to light the “ills of the past”, and he indicated that there are housing developments in his district that never should have been built. There are August 12, 2003 716 issues that he feels the Board must consider in the future regarding proposed developments. Supervisor Minnix noted that a similar experience occurred in Penn Forest recently, and he stated it is the duty of the Board to assist citizens and provide support when these situations occur. Supervisor Flora stated that some of the burden should be placed on developers to ensure that their developments do not place a burden on other properties. In addition, he advised that some responsibility should be placed on property owners to ensure that they do not build in drainage areas and that they keep drainage areas clear of debris. He indicated that even the best regulations cannot protect property in a severe case and that is when the Board must come to the assistance of the citizens. He noted that in this case, the damage goes above and beyond normal levels and the Board should provide support. Supervisor Church thanked the staff for their assistance in times of emergency, and voiced his support for the emergency appropriation. Supervisor McNamara concurred that you cannot plan for catastrophic events, and he noted that the County has a history of assisting citizens in these circumstances. He stated that the Board Contingency Fund was established for these types of special appropriations, and he questioned if Supervisor Altizer would be willing to amend the motion to have the funds taken from the Board Contingency Fund rather than the year-end balance. August 12, 2003 717 Supervisor Altizer amended the motion to appropriate $15,000 from the Board Contingency Fund for emergency stabilization and debris removal in the Wolfe Creek drainage shed in the Stonebridge Court subdivision. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: CONSENT AGENDA R-081203-4; R-081203-4.f; R-081203-4.h 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 081203-4 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H - 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 August 12, 2003 designated as Item H - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 9, inclusive, as follows: 1. Approval of minutes - July 18, 2003 and July 22, 2003 2. Request to accept and appropriate a grant in the amount of $34,252 from the Governor’s Office of Substance Abuse Prevention for the Student Assistance Program 3. Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation to the Elementary Student Assistance Program August 12, 2003 718 4. Request to accept a grant in the amount of $18,085.22 from the Bureau of Justice Assistance Bulletproof Vest Partnership 5. Request to accept and appropriate a TANF Disability Grant in the amount of $54,500 for the Department of Social Services 6. Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints 7. Resolution of appreciation upon the retirement of Melvin Lee Linkous, Police Department, after twenty-eight years of service 8. Request to accept and appropriate a grant in the amount of $99,778 from the Department of Justice to the Fire and Rescue Department for the acquisition of equipment and supplies to respond to structural collapse and mass casualty incidents 9. Request to accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System 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 resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 081203-4.f EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MELVIN LEE LINKOUS, POLICE DEPARTMENT WHEREAS, Melvin Lee Linkous was employed by Roanoke County on July 1, 1975, as a Deputy Sheriff and advanced to the rank of Deputy Sheriff - Sergeant; and WHEREAS, Officer Linkous was one of the original members of the Police Department which was established in 1990; and WHEREAS, Officer Linkous retired as a Crime Prevention Police Officer from Roanoke County on August 1, 2003, after twenty-eight years and one month of service; and WHEREAS, Officer Linkous, at the time of his retirement, was coordinating approximately 98 “Neighborhood Watch” groups that he was instrumental in establishing and maintaining; and WHEREAS, Officer Linkous was known for his cheerful attitude and was always positive in his interactions with citizens and co-workers; and WHEREAS, Officer Linkous has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. August 12, 2003 719 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 MELVIN LEE LINKOUS for more than twenty-eight 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. 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 RESOLUTION 081203-4.h REQUESTING ACCEPTANCE OF DRESDEN CIRCLE AND THE REMAINING PORTION OF DRESDEN LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets described on the attached Addition Form SR-5(A), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor McNamara Seconded By: None Required Yeas: Supervisors Flora, Church, Minnix, Altizer, McNamara Nays: None IN RE: REPORTS Supervisor Altizer moved to receive and file the following reports. The August 12, 2003 720 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. Accounts Paid – July 2003 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Altizer: He stated that in times such as this when the County experiences severe weather-related issues, it points out the problems within the system. He commended staff for their response to citizens concerns. He also requested that the storm drainage concerns that have been noted recently be addressed in future work sessions, particularly with regard to storm water runoff. Supervisor Flora: He referenced a grant that the County received several years ago for the purpose of speed enforcement on I-81, and questioned if a similar grant is available at this time. He stated that following this increased enforcement, the speed limit was reduced from 65 mph to 60 mph. At that time, the County schools changed their policy to allow school buses to travel on I-81. He voiced concerns that speeding is again increasing on I-81 and presents a danger to the citizens. August 12, 2003 721 Supervisor Church: (1) He requested Mr. Covey’s assistance with concerns expressed by a citizen on Neil Drive. The citizen stated that VDOT began paving their street with no prior notification to residents. (2) He requested that Capt. Phil Patrone contact him regarding burglaries that occurred in Catawba. (3) He stated that he would be working with the Community Christmas Store and requested assistance in locating a facility for the organization to use during the holidays. (4) He wished his son, Aaron, a happy birthday. Supervisor Minnix: He stated that the company he works for has secured a contract to place four air traffic controllers in control towers in Iraq. This may affect his tenure with the Board of Supervisors, and he indicated that he would keep staff and the citizens advised of any changes. IN RE: CLOSED MEETING At 4:47 p.m., Chairman McNamara moved to go into closed session pursuant to the Code of Virginia Section 2.2-3711 A (1) discussion or consideration of the appointment of specific public officers. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: CLOSED MEETING The closed meeting was held from 4:49 p.m. until 4:55 p.m. August 12, 2003 722 IN RE: CERTIFICATION RESOLUTION R-081203-5 At 4:55 p.m., Supervisor McNamara moved to adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 081203-5 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 McNamara to adopt the resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) A-081203-6 August 12, 2003 723 Supervisor Church moved to appoint Richard L. Jones, Jr., to represent the Catawba District, for an additional five-year term that will expire on June 30, 2008. The motion carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Virginia Western Community College Board A-081203-7 Supervisor McNamara moved to appoint John Frye and Will Davis to serve four-year terms that will expire on June 30, 2007. The motion carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None th IN RE: WORK SESSIONS (4 Floor Conference Room) 1. Work session to discuss the November Board retreat. (Elmer Hodge, County Administrator) The work session was presented by Mr. Hodge and was held from 5:29 p.m. until 5:34 p.m. It was the consensus of the Board to hold the retreat from 2:00 p.m. until 5:00 p.m. on November 9 prior to the Virginia Association of Counties Conference. Each Board member will supply their list of the three top priority issues that they feel the County should address in the upcoming year. Discussion will focus on establishing August 12, 2003 724 objectives to address these issues. It was the consensus of the Board that County staff will not need to attend the meeting. 2. Work session to discuss the process for Capital Improvements Program (CIP) development for fiscal year 2004-2005. (Brent Robertson, Budget Director) The work session was presented by Mr. Robertson and was held from 5:34 p.m. until 5:58 p.m. Mr. Robertson reviewed proposed changes to the CIP process which include identifying a funding source and development of a CIP review committee. The committee will be comprised of members of County-appointed commissions and boards, as well as a citizen representative appointed by each Board member (total of five citizen appointees). The facilitator for the committee will be a member of the budget staff. Mr. Robertson projected that the process will be completed by the first part of December. Board members were requested to supply a citizen nominee to Mr. Robertson by September 9, 2003. Mr. Robertson advised that the committee will meet approximately 6-8 times for review of the CIP. It was the consensus of the Board members that the Board should be involved in the process at two points: (1) Prior to the CIP being presented to the review committee, the Board will review and provide direction and guidelines for the committee to consider in their evaluation. (2) The Board will review the committee’s recommendation and make a decision regarding final funding allocations for the CIP. August 12, 2003 725 The Board requested that staff narrow the focus of the CIP and submit the top priority projects to the review committee for consideration. 3. Work session to discuss the proposed Regional Water and Wastewater Authority. (Elmer Hodge, County Administrator; Diane Hyatt, Chief Financial Officer; Gary Robertson, Utility Director) The work session was presented by Elmer Hodge, Diane Hyatt, and Gary Robertson and was held from 6:00 p.m. until 6:30 p.m. The Board emphasized the need to secure a rate reduction for County citizens. Mr. Hodge advised that the rate study will be completed and that all proposed rates will be outlined in a contract to be authorized by the Board. Ms. Hyatt stated that a draft of the rate study will be available in October. There was a consensus of the Board members to attend civic league meetings to begin educating the public regarding the proposed water and wastewater authority formation. Ms. Hyatt reviewed the guiding principles being used in the formation of the authority, the proposed timeline, and team assignments. 4. Work session to discuss long-range drainage issues and revisions to the zoning ordinance. (Arnold Covey, Director of Community Development) August 12, 2003 726 The work session was presented by Mr. Covey and was held from 6:30 p.m. until 6:52 p.m. Mr. Covey reported that since January, staff has received 400 complaints regarding drainage issues. He reviewed the history of the drainage program and staffing levels. Butch Workman, Drainage Engineer, outlined the procedure for handling drainage complaints and the process for determining who is responsible for maintenance (County, VDOT, or private property owners). There was discussion regarding the potential use of equivalent resident units (ERUs) to generate revenues to fund expansion of the drainage program. It was the consensus of the Board that staff will bring back to the Board a list of possible changes to ordinances, as well as potential controls on development, that will assist in controlling drainage problems. IN RE: ADJOURNMENT Chairman McNamara adjourned the meeting at 6:52 p.m. until Friday, August 22 at 9:30 a.m., Roanoke Valley Resource Authority, 1020 Hollins Road, to attend a joint meeting with Roanoke City Council to discuss the proposed regional water and wastewater authority. Submitted by: Approved by: ________________________ ________________________ Diane S. Childers Joseph P. McNamara Clerk to the Board Chairman