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
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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
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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
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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.
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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
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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.
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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