HomeMy WebLinkAbout4/15/2003 - Special
April 15, 2003
331
Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
April 15, 2003
The Board of Supervisors of Roanoke County, Virginia met this day at the
Roanoke County Administration Center, this being an adjourned meeting from April 8,
2003, for the purpose of a work session and action item on intersection improvements
at Indian Grave Road and Route 220.
IN RE: CALL TO ORDER
Chairman McNamara called the meeting to order at 5:02 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: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
Mr. Hodge added a closed session pursuant to Code of Virginia Section
2.2-3711 A (5) discussion concerning a prospective business or industry where no
previous announcement has been made.
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th
IN RE: WORK SESSION (4 Floor Conference Room)
1. Work session to review the County’s funding participation for
the Indian Grave Road Project. (Arnold Covey, Director of
Community Development)
The work session was presented by Mr. Covey and was held from 5:03
p.m. until 5:30 p.m.
Mr. Covey stated that at the April 8, 2003 Board of Supervisors meeting,
staff was requested to provide to the Board a breakdown of County funding for the 3-
way vs. 4-way intersection improvements at Route 220 and Indian Grave Road. He
reviewed the spreadsheet shown below which illustrates County funds allocated to each
project. He noted that the $300,000 previously appropriated by the Board is not shown
in either project due to the fact that regardless of which project is selected, the
engineering, environmental study, and surveying would still have been required.
INDIAN GRAVE ROADINDIAN GRAVE ROAD
3-WAY INTERSECTION4-WAY INTERSECTION
ALLEGHENY CONST.VDOT ALLOWSALLEGHENY CONST.VDOT ALLOWS
$510,000.00BID PRICE$ 387,000.00 $ 1,340,151.00BID PRICE$ 1,240,000.00
$255,600.00ADDITIONAL COSTS:$ 253,000.00 $ 388,424.00ADDITIONAL COSTS:$ 372,400.00
(SIGNAL, CONTINGENCIES)(SIGNAL, CONTINGENCIES)
$765,600.00TOTAL PROJECT COST:$ 640,000.00 $ 1,728,575.00 TOTAL PROJECT COST:$ 1,612,400.00
COUNTY COSTS:$ 125,600.00COUNTY COSTS:$ 116,175.00
TOTAL COUNTY PARTICIPATION:TOTAL COUNTY PARTICIPATION:
REVENUE SHARING :$ 320,000.00REVENUE SHARING:$ 482,500.00
COUNTY COSTS:$ 125,600.00CLEARBROOK LANE BRIDGE:$ 100,000.00
TOTAL:$ 445,600.00COUNTY COSTS:$ 116,175.00
TOTAL:$ 698,675.00
DIFFERENCE BETWEEN 3 AND 4 WAY INTERSECTIONS:
4-WAY:$ 698,675.00COUNTY PARTICIPATION
3-WAY:$ 445,600.00COUNTY PARTICIPATION
$ 253,075.00
$ 150,000.00PRIVATE PARTICIPATION
$ 103,075.00DIFFERENCE IN 4-WAY PROJECT
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Mr. Covey reported that VDOT has indicated that the County funds spent
to date on the engineering, environmental and surveying may be eligible for
reimbursement. Therefore, if the Board agrees to move forward with the 4-way
intersection, staff will be requesting the Board at the April 22, 2003 meeting to amend
the Six Year Secondary Construction Plan for FY 2003-2009 and the allocation of funds
for FY 2003-2004 to reallocate $430,000 from the Buck Mountain Road project to the
Indian Grave Road project. This adjustment was not made earlier because it appeared
the 3-way intersection improvement was the only alternative.
Supervisor Flora questioned whether there would be any appreciable
difference in the amount recoverable from VDOT with the 3-way vs. the 4-way
intersection. Mr. Covey indicated that if the 3-way alternative is selected, VDOT will
reduce some of the reimbursement for engineering costs.
Supervisor Church indicated if the difference is $103,000 between the 3-
way and 4-way intersection alternatives, then the choice seems obvious. He confirmed
with Mr. Covey that staff feels confident in the accuracy of these numbers.
In response to a question from Supervisor McNamara, Mr. Covey
indicated that with the 4-way intersection alternative, an additional $300,000 will need to
be reallocated from the Buck Mountain Road project to the Indian Grave Road project.
This will require an amendment to the Six-Year Secondary Construction Plan.
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Mr. Hodge reported that the Board can only act on those items specifically
identified at the time the special meeting was announced; therefore action to amend the
Six-Year Secondary Construction Plan cannot be taken at the meeting tonight. If the 4-
way alternative is chosen, then the reallocation of the $300,000 will be placed on the
agenda for the April 22 meeting.
Supervisor Minnix noted that the difference between the 3-way and the 4-
way intersection is $253,075; however when you take into consideration the donation of
easements plus the $150,000 contribution by the landowners to expedite the project,
this reduces the difference to $103,075. He indicated that the landowners are paying
approximately 60% of the difference in the cost of these two alternatives. He stated that
for $103,075, the County can begin to make the Clearbrook area commercially
desirable now. He stated that waiting for future development will cost far more and the
tax revenue that could be generated in the interim will be lost. He indicated that when
the Board resumes open session, he intends to move to adopt staff recommendation –
alternative #1.
Supervisor Altizer confirmed with Mr. Hodge that under the original
Division of Motor Vehicles (DMV) plan, the contractor offered to provide $150,000 to
upgrade the road. Supervisor Altizer stated that in the current proposal, individual
property owners are now providing the funds. He noted that in the course of one year,
the cost of this proposed project has increased $128,000. He indicated that to postpone
construction of the 4-way intersection until a later date would require a greater
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investment of taxpayer dollars. In discussions with Mr. Covey, it was noted that the
$388,424 in additional costs for contingencies may potentially be reduced further by
utilizing County staff. If this is the case, the $103,075 difference would be even less.
Supervisor Altizer stated that today’s action could facilitate development of the property
sooner and indicated that if the Board fails to act, there is no guarantee of future
donations of easements or funds for construction. He stated that good stewardship
involves the wise investment of taxpayer dollars and that support of the 4-way
intersection will generate revenues sooner.
Supervisor McNamara stated that the Board should realize that this is a
$1.7 million investment plus the $300,000 in engineering costs which are not reflected
on the spreadsheets being reviewed. There is $2 million being invested in this project,
and he indicated that the Board should keep this in mind in terms of incentives for this
property. He stated that the Board is providing greater incentive for this property than
had originally been anticipated when an economic development prospect existed.
Supervisor Minnix stated that everything is relative and the Board must
evaluate each project based on its merits and the information available at the time.
Supervisor Church again voiced his support for the 4-way intersection and
questioned what the difference is between the 3-way and 4-way intersection. Mr. Covey
stated that it is $103,075 but that this does not include the $300,000 in engineering
costs. These costs would be incurred regardless of whether a 3-way or 4-way
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intersection is chosen. Supervisor Church stated that the Board cannot afford not to
build the 4-way intersection.
Supervisor Flora questioned whether any additional County funds will
need to be appropriated for this project if the 4-way intersection is chosen. Mr. Hodge
indicated that the following funds will be used: $482,500 in revenue sharing; $100,000
in revenue sharing (Clearbrook Lane Bridge); and $300,000 previously appropriated by
the Board. In addition, $300,000 would need to be reallocated from the Buck Mountain
Road project. There will not be a need to appropriate any additional funds.
IN RE: CITIZENS COMMENTS AND COMMUNITIONS
Mr. Randolph Kingery, 6506 Crowell’s Gap Road, spoke in support of the
4-way intersection. He indicated that the Board’s decision tonight will make the
Clearbrook community a business center and will encourage future development. He
indicated that the community welcomes the development.
IN RE: NEW BUSINESS
1. Request by the contractor to rescind the 3-way intersection
and approve the 4-way intersection and signal light
improvement at Indian Grave Road.
A-041503-1
Supervisor Minnix moved to approve staff recommendation, alternative #1,
authorizing the County to enter into a contract with Allegheny Construction to build the
4-way intersection subject to the following conditions:
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(a) Acceptance of the offer of Vine & Branch to contribute $75,000 and the offer of
Wray and Jackson to contribute $75,000 for a total of $150,000 to be
appropriated to this project.
(b) Property owners on the east side of Route 220 to donate the necessary rights-of-
ways and easements prior to executing the 4-way contract with Allegheny
Construction Company.
(c) Reaffirming Resolution 111902-10 approving a County-State agreement with
VDOT for construction of a 4-way intersection.
(d) Reaffirming the previous appropriations for this project.
(e) Consider amending the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004
to show the reallocation of $430,000 from the Buck Mountain Road to the Indian
Grave Road project on April 22, 2003.
(f) Rescind the March 11, 2003 Board action for the 3-way intersection upon
Roanoke County receiving items a and b.
There was no discussion on this matter. The motion carried by the
following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
IN RE: CLOSED MEETING
At 5:34 p.m., Chairman McNamara moved to go into closed meeting
pursuant to the Code of Virginia Section 2.2-3711 A (5) discussion concerning a
prospective business or industry where no previous announcement has been made.
The motion carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
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IN RE: CLOSED MEETING
The closed meeting was held from 5:36 p.m. until 5:50 p.m.
IN RE: CERTIFICATION RESOLUTION
At 5:50 p.m., Supervisor McNamara moved to return to open session and
adopt the Certification Resolution. The motion carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
RESOLUTION 041503-2 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: ADJOURNMENT
Chairman McNamara adjourned the meeting at 5:50 p.m.
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Submitted by: Approved by:
________________________ ________________________
Diane S. Childers Joseph P. McNamara
Clerk to the Board Chairman
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