HomeMy WebLinkAbout3/11/2003 - Regular
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Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
March 11, 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 March, 2003.
IN RE: CALL TO ORDER
Chairman McNamara called the meeting to order at 3:04 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; Dan
O’Donnell, Assistant County Administrator; Diane D. Hyatt,
Chief Financial Officer
IN RE: OPENING CEREMONIES
The invocation was given by Father Tom Miller, Saint Andrews Catholic
Church, Roanoke, Virginia. The Pledge of Allegiance was recited by all present.
IN RE: BRIEFINGS
1. Annual Report from the Roanoke Valley Economic Development
Partnership (Phil Sparks, Executive Director)
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Mr. Sparks presented the measurable goals and activities of the Roanoke
Valley Economic Development Partnership (VEDP) for 2002-2003. He stated that the
partnership is attempting to be more accountable in every aspect of their operations.
With regard to advertising placement, the goal is 53 ads placed reaching 2.2 million
individuals in national publications. To date, 27 ads have been placed with a reach of
1.175 million. Mr. Sparks indicated that 56 qualified leads have been generated. The
partnership is also attempting to direct inquiries to their website. To date there have
been 13,810 visits to the website, 26 inquiries, and 9 companies have been identified as
suspects. It was noted that Integrity Windows came to the partnership via the website.
Mr. Sparks stated that with regard to trade shows, the goal is to participate
in 9 shows this year, noting that three shows were eliminated due to budget reductions.
The partnership’s goal is to have exposure to 12,000 companies and year-to-date
progress is 9,000. Fifty-four (54) inquiries, 10 prospects, and 2 prospect visits have
been generated from trade shows. In addition, contact is being made with site location
consultants at the trade shows. Another goal is to work with at least 15 VEDP
marketing managers, and to date staff has worked with 19 at the various trade shows.
Mr. Sparks noted that marketing meetings were also held with Ford Motor Company
and General Motors in Detroit last week to discuss promotion of second tier automotive.
To date, at least six qualified leads and one visit have been generated from marketing
missions.
An additional mission of the VEDP is to promote the growth of existing
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businesses. Mr. Spark’s goal for this year is to contact 104 companies and to date he
has contacted 43. Other staff members will also conduct visits with existing businesses
to make them aware of the goals of the partnership in working with governmental
agencies to promote economic development in the valley. The VEDP is also working to
strengthen ties with the New River Valley (NRV) Alliance and Virginia Tech. They have
currently agreed to do two trade shows with the NRV Alliance and develop two
marketing missions. Mr. Sparks reported that in the last eight months, the VEDP has
announced more than $48 million in new projects generating a payroll of more than
$10.3 million and 400 new jobs.
2. Briefing to update citizens on the status of the Regional Water
and Wastewater Authority. (Elmer C. Hodge, County
Administrator; Gary Robertson, Director of Utilities)
Mr. Hodge reported that staff is focusing on an informational campaign to
keep citizens advised of the status of the Water and Wastewater Authority. A question
and answer sheet has been developed and will be posted on the County’s website. In
addition, staff will be visiting civic leagues, PTA meetings, community meetings, inserts
will be placed in water bills, and information will be posted on RVTV Channel 3. Mr.
Hodge noted that in the future, there will be opportunities for citizen comment at public
hearings regarding the formation of the Authority.
Mr. Hodge stated that this process began with the drought of 1983 when
the four area localities (Roanoke County, Roanoke City, Salem City, and the Town of
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Vinton) decided that locating an additional water supply was a key priority. At that time,
Spring Hollow was identified as the location. Eventually, the County was the only
locality to go forward with building the reservoir. Since that time, an agreement was
reached with Roanoke City in 1999 which allowed for the interchanging of water
between the County and Roanoke City. The formation of the Water and Wastewater
Authority is a further step which will encourage the development of additional
interconnections and result in other efficiencies. This step is good for Roanoke County
as well as the Valley, and continues the successful partnerships already established
with the Regional Airport Commission and the Roanoke Valley Resource Authority. Key
factors to consider include: (1) The authority will include both water and wastewater.
Currently, the County has only a contract agreement with Roanoke City for wastewater
treatment services. In the new authority, Roanoke County will have an ownership
interest in the wastewater treatment facility. (2) The authority will provide a backup
water supply for Roanoke County. (3) Both the County and City will have an ownership
interest in the water systems. (4) Distribution of water throughout the County will be
improved.
Mr. Robertson reported that the formation of the Water and Wastewater
Authority will provide the following benefits to the County: (1) As the rates equalize,
County residents will receive the benefits of reduced water rates. Instead of County
residents paying the entire debt of Spring Hollow (spread over approximately 20,000
customers), under the authority it will be spread over approximately 55,000 customers.
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City rates will increase to cover their share of the debt and County rates will reduce. (2)
Some County residents have asked if the City will be compensating for past years when
only County residents paid the debt. While the agreed upon concept is fair and
equitable for all involved, City residents will be assuming a larger share of the debt than
they would have paid by joining at the beginning. Prior to the authority beginning
operation, a rate study will be necessary to determine the exact charges in County and
City rates. (3) The authority will strengthen existing interconnections between the two
systems providing redundancy for all customers. A water system can only be so strong
if it relies solely on one source of water. Under the authority, customers will have the
redundancy of multiple water sources during times of emergency. (4) The authority will
be better able to plan for future water and wastewater needs than single entities.
Should a new water source be necessary in the future, a regional authority will be better
positioned to negotiate with regulatory agencies. (5) Roanoke County presently has no
ownership in the wastewater plant, only contract capacity. Under the authority, County
residents will share equal ownership with Roanoke City residents. This removes the
uncertainty of renegotiating a contract for wastewater services in the future and also
gives the authority increased leverage for permitting with government agencies. (6) The
authority will gain significant efficiencies such as shared personnel and equipment, joint
meter reading and billing operations, consistent operating policies, and combined
management of the water reservoirs. Studies have indicated that over 300 million
gallons of water per year could be gained by operating Carvins Cove and Spring Hollow
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jointly as opposed to independent operation.
In response to a question from Supervisor Church, Mr. Robertson clarified
that City residents will be bearing a larger share of the debt service than they would
have paid if they had joined in the construction of Spring Hollow Reservoir in the
beginning. He also indicated that state agencies are beginning to require greater levels
of regional cooperation.
Supervisor Minnix emphasized the need for a public education campaign.
He also encouraged staff to determine a way to pump water between Spring Hollow and
Carvin’s Cove in order to allow for the filling of one reservoir from the other in the event
that one reservoir is full while the other is below capacity.
Supervisor Altizer commended staff for their independence in conducting
these negotiations, and supported the need for a citizen information campaign. He
emphasized that the rates will be set prior to implementation of the authority, and
requested that every attempt be made to offer other localities the opportunity to join in
this endeavor.
Supervisor Flora indicated that he remains cautiously optimistic regarding
this process, and emphasized that it is critical that the details be very specific with
regard to setting rates and itemizing costs and savings.
Supervisor McNamara stated that both localities are bringing assets and
liabilities to the agreement, and the focus at this point needs to be on completing the
agreement between Roanoke County and Roanoke City. He stated that it is the desire
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of all parties to govern as a region and once this agreement is in place, other localities
should be allowed to join. He indicated that this agreement will drive economic growth
in the Valley, and the formation of the authority will result in less government.
3. Briefing concerning the Drought Relief Grant Program. (Jon Vest,
Extension Agent)
Mr. Vest reported that the Board adopted a resolution on October 8, 2002
requesting that Roanoke County be declared a disaster area due to the ongoing drought
conditions that resulted in significant damage to livestock and crop production in the
County. The request was, however, submitted after the September 19, 2002 deadline
which staff was not aware of at the time. Staff then communicated with Senators
Warner and Allen and Congressmen Goodlatte and Boucher asking for their assistance
to obtain additional funding for the U.S. Department of Agriculture for the numerous
other Virginia localities that had experienced losses but were not approved by the
original deadline.
Mr. Vest reported that on February 20, 2003 the Agricultural Assistance
Act was passed which extended the time period available for the farmers of Roanoke
County to participate in the Livestock Compensation Program. Farmers may apply to
the Farm Service Agency for grant funds from April 1 through early June, 2003. The
potential impact to Roanoke County is $120,000. Mr. Vest indicated that the extension
office will send a letter to all Roanoke County farmers notifying them of the availability of
the grants.
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In response to Board members’ inquiries, Mr. Vest indicated that a
payment schedule for the grant funds has not yet been determined. There was
consensus among the Board members that a letter should be sent to the legislators who
assisted in obtaining these additional grant funds.
IN RE: NEW BUSINESS
1. Resolution authorizing a Virginia Pollutant Discharge Elimination
System (VPDES) General Permit Registration Statement with the
Virginia Department of Environmental Quality. (George Simpson,
Assistant Director of Community Development)
R-031103-1
Mr. Simpson stated that the Environmental Protection Agency and the
Virginia Department of Environmental Quality (DEQ) are now regulating stormwater
quality under the Clean Water Act for localities with populations of less than 100,000.
This is an unfunded mandate that will require $200,000 per year for the next five years.
Mr. Simpson reported that the following commitments will be required with this
agreement:
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Public education and outreach:
implement a public education program to
distribute educational materials to the community, schools, businesses, and
homeowners. Staff is working with Explore Park to accomplish this objective.
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Public participation and involvement:
establish a citizen advisory committee,
initiate a storm drain stenciling program, and coordinate a save-our-streams
program
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Illicit discharge detection and elimination:
develop, implement and enforce a
program to detect and eliminate illicit discharges, develop a storm sewer system
map showing all outfalls, and detect and address non-stormwater discharges
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Construction site runoff control:
develop, implement, and enforce a program to
reduce pollutants in stormwater from construction activities
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Post-construction runoff controls:
develop and implement ordinances to address
post-construction runoff from new development or redevelopment that includes
stormwater quality “best management practices”. The deadline for implementation is
March 2006.
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Pollution prevention/good housekeeping:
develop and implement an operation
and maintenance program, including training, for County operations and County
facilities. Compliance with these regulations has been estimated to cost $200,000
per year for the five year permit period
In response to inquiries from Supervisor Minnix, Mr. Simpson reported that
DEQ will not be providing any funding to cover the cost of this mandate and this will be
an ongoing process in which the restrictions and costs will likely increase in the future.
Supervisor McNamara noted that there had previously been discussion
regarding stormwater utilities and the projected cost was approximately $30 per
household annually. He questioned why there was such a significant reduction in the
projected cost of the project. Mr. Simpson stated that in the past, staff had been
examining the possibility of recovering the cost of drainage maintenance and capital
improvements. The current cost estimate is $2.35 per capita, and this is parallel with
the costs in Roanoke City.
Supervisor Minnix moved to adopt the resolution. The motion carried by
the following recorded vote:
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AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
RESOLUTION 031103-1 RATIFYING, CONFIRMING, AND
AUTHORIZING THE EXECUTION OF A VIRGINIA POLLUTANT
DISCHARGE ELIMINATION SYSTEM (VPDES) GENERAL PERMIT
REGISTRATION STATEMENT WITH THE VIRGINIA DEPARTMENT OF
ENVIRONMENTAL QUALITY, UPON CERTAIN TERMS AND
CONDITIONS; AND APPROVING SUCH FURTHER ACTIONS AND
EXECUTION OF SUCH FURTHER DOCUMENTS AS MAY BE
NECESSARY TO COMPLY WITH OR IMPLEMENT THE PROVISIONS
OF THAT REGISTRATION STATEMENT
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. The County Administrator, or his designee, is hereby authorized and
directed to execute, for and on behalf of the County of Roanoke, a Virginia Pollutant
Discharge Elimination System General Permit Registration Statement for storm water
discharges from small municipal separate storm sewer systems with the Virginia
Department of Environmental Quality, upon certain terms and conditions, with the form
of the Registration Statement to be approved by the County Attorney.
2. The Board hereby ratifies and confirms such actions taken by the County
Administrator on behalf of the County of Roanoke with respect to this matter.
3. The Registration Statement shall be attached to this Resolution and incorporated
herein by reference.
4. The County Administrator, or his designee, is also authorized to take such
further action and to execute and provide such further documents as may be necessary
to comply with or implement the provisions of the Registration Statement and the filing
requirements for such Registration Statement including, but not limited to, any
necessary contracts or agreements with third parties to implement and complete the
items outlined in the Registration Statement.
5. By adopting this Resolution the Board hereby expresses its intent to fund,
either through prior, simultaneous, or future appropriations, the funds required for
complying with the terms of the above mentioned Registration Statement.
On motion of Supervisor Minnix to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
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2. Request to adopt a prioritized list of primary and interstate
projects to be presented at the pre-allocation public hearing for
the Virginia Department of Transportation Development Plan for
Fiscal Years 2004-2009. (Arnold Covey, Director of Community
Development)
R-031103-2
Mr. Covey reported that the Virginia Transportation Development Plan is
the Commonwealth Transportation Board’s (CTB) annual plan for identifying funds
anticipated to be available for highway and other forms of transportation construction for
distribution in the six-year program. Roanoke County is within the Salem District along
with eleven (11) other counties and ten (10) cities, all of which are lobbying for these
construction funds. Last year, the CTB adopted the six-year program and allocated
36% of the Salem District primary budget to pay for the Smart Road. The Board of
Supervisors has voiced their objection to directing these funds to the Smart Road
project and taking away necessary funds needed to complete critical projects in
Roanoke County and the Salem District.
Mr. Covey reported that the other aspect of the CTB’s restructuring
program was the division of the program into two phases: development and
construction. Projects in the development phase are in the planning stages and do not
have the funding available to advance to construction. Projects in the construction
phase have funding to begin building over the next six fiscal years. Because of the
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economic downturn, the CTB found it necessary to downsize the current transportation
program to 1,157 projects, which are 166 fewer projects than in 2001. The Salem
District allocation for fiscal year 2003-2004 shows approximately a 7.2% increase over
last year’s total allocation. Even with this increased funding, Roanoke County is still
opposed to the funding allocation decision of the CTB to require that expenditures for
Virginia’s Smart Road project be taken or diverted from other approved road projects in
the Salem District. The projects currently included in the six-year program in Roanoke
County include the following:
Construction Plan:
Interstate 81 Acceleration Lane Extension –
The Virginia Department of
Transportation (VDOT) has allocated money to extend the acceleration lanes at Exits
140, 141, 146 and Route 581 interchange. This improvement addresses safety
concerns.
Interstate 81 –
At exit 141, add turn lanes and signals on Route 419. This improvement
addresses safety concern.
Development Plan:
Interstate 73
– The CTB has selected a route and VDOT is currently working on the
final environmental impact statement for Federal Highway Administration approval.
Once Record of Decision is received from FHWA, final design, right of way acquisition
and construction can begin.
Interstate 81
– VDOT has currently received proposals by Fluor Virginia, Inc. and Star
Solutions for evaluation under the Public-Private Transportation Act (PPTA) process. In
March, the Commissioner makes recommendation to CTB to move one or both
proposals to the detailed review stage. Should the process continue, a public comment
period would be held for 60 days on one or both proposals, followed by a second stage
of detailed review.
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Route 11/460 (West Main Street)
–Development of the final construction phase is
continuing. Public hearing will be held but no date has been scheduled.
Mr. Covey reported that the following list of projects need to be added to the CTB
Interstate and Primary Six-Year Plan to address congestion and safety concerns in
Roanoke County.
Route 11 (Williamson Road)
- The widening of Rte. 11 North of Rte. 115 leaves a
section of three-lane road south of Rte. 115 to Roanoke City Corporate limits (existing
five lane flush).
Route 115 (Plantation Road)
- We encourage the continuation of improvements north
to Rte. 11; however, if funding is not available for the entire project, Roanoke County is
asking consideration be given to additional spot improvements (turn lanes, alignment
and grade improvements) at various locations.
Route 116 (Jae Valley Road), Bridge
- VDOT staff has informed us that the bridge
over Back Creek is in need of replacement.
Route 220 S (from Rte. 419 to Buck Mountain Road)
– This section of Rte. 220 is
partially in Roanoke City and County. Development and traffic in this area has
increased tremendously over the past couple of years. We request the Transportation
Board review the possibility of adding additional lanes to handle the increasing traffic
congestion in this area especially from the intersection of Rte. 419 past Buck Mountain
Road.
Route 221 (Brambleton Ave.)
– portion between Route 735 (Coleman Road) to Route
688 (Cotton Hill Road) was removed from the Six-Year Plan last year due insufficient
funding.
Route 460E (Wal-Mart development)
– Route 460E from the Roanoke City limits to
alternate Route 220 continues to see increased traffic demands and the proposed
development at the intersection of Route 220 will add to traffic counts in this section of
Roanoke County.
Mr. Covey stated that additional projects have been recommended for
spot improvements, and staff is now requesting that the Board adopt the resolution to
be presented at the pre-allocation hearing and appoint a Board member representative
to attend the meeting.
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Supervisor Minnix questioned whether VDOT had indicated that
improvements to I-81 are contingent upon the implementation of a toll. Mr. Covey
reported that businesses have brought forth the proposals which include a toll in order
to generate the necessary revenues to fund the improvements and move forward with
the project. If the toll is not implemented, this will extend the time frame for completion
of the project.
Supervisor Church requested that Chairman McNamara represent the
Board at the pre-allocation meeting and convey the Board’s disappointment in the
diversion of funds from the Salem District for the Smart Road project.
Supervisor Flora noted that improvements to Route 460E are on the list,
but stated that the real traffic problem occurs in Roanoke City. He questioned whether
Route 460E is on the City’s program for improvement. Mr. Covey responded that he is
not aware if this is on the City’s improvement plan.
Supervisor Church moved to adopt the resolution and designate Chairman
McNamara as the County’s representative at the pre-allocation meeting on March 25.
The motion carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
RESOLUTION 031103-2 REQUESTING VDOT TO CONTINUE
FUNDING PROJECTS CURRENTLY IDENTIFIED ON THE PLAN
AND ADOPT THOSE PROJECTS IDENTIFIED AS “PROJECTS
NOT ON PLAN” FOR INCLUSION INTO THE 2003-2009
INTERSTATE AND PRIMARY SIX YEAR PROGRAM.
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WHEREAS, the Six Year Program is the Commonwealth Transportation Board’s plan
for identifying funds anticipated to be available for highway and other forms of
transportation construction; and
WHERAS, this program is updated annually to assist in the allocation of federal and
state funds for interstate, primary, and secondary roads.
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia as follows:
and
1. That it hereby expresses its opposition to the funding allocation decision of
the Commonwealth Transportation Board to require that expenditures for
Virginia’s Smart Road project be taken or diverted from other approved
road projects in the Same District.
2. That it requests the Commonwealth Transportation Board to reconsider its
adopted method for distributing funds to road projects within the Salem
District, and that it develop a more equitable system for funding these road
projects.
3. That the following projects identified as “Projects on Development Plan”
are recommended to continue to receive funding for planning and
construction
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Interstate 73 –
Roanoke County continues to be very supportive of
this project. In a letter dated June 3, 2001, the Board of Supervisors
encouraged VDOT to work closely with the impacted citizens to
address their concerns and mitigate any negative impacts to them.
This is in addition to the resolution 120500-2 passed December 5,
2000 reaffirming the Boards support for I-73.
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Interstate 81 –
Roanoke County continues to support VDOT’s
proposed plan to widen I-81 from its present four lanes. We look
forward to reviewing the prioritized segments of I-81 and want to
continue to work with local VDOT staff to develop regional cooperation
for storm water detention facilities and potential utility crossings.
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Route 11/460 (West Main Street) –
Roanoke County continues to
support the ongoing design for improvements in this important
commercial and residential development area. Improvements will
provide an increase in the level of service bringing it up to standards
required for the expected growth.
4. That the following projects identified as “Projects Not on Plan” have been
identified by the Board of Supervisors as extremely important to the
growth of Roanoke County or for safety improvements and are requested
to be included in the Virginia Transportation Plan for Fiscal Years 2003-
2009.
They are listed in Priority Order:
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1. Route 221 (Bent Mountain Road)
Need:
Roanoke County is requesting that this project between
Coleman Road (Route 735) and Cotton Hill Road (Route 688) be
added back on the Six-Year Program. The residential
development expected to occur within this area will place
additional demands on the road system that is currently providing
an inadequate service level.
2. Route 11 (Williamson Road)
Need:
Now that Route 11 has been widened from Plantation Road to
Hollins College, there remains one section of three-lane road from
Peters Creek Road (Rte. 117) to the Roanoke City Limits. Additionally,
the existing bridge over Carvins Creek does not meet current
standards, and the alignment of Florist Road with Route 11 creates
additional congestion and safety concerns. The existing section of
road, 1.52 miles, is currently a three-lane with the center lane used for
turning movements. Ninety percent of the tracts adjacent to
Williamson Road are developed for commercial use.
3. Route 115 (Plantation Road)
Need:
This two-lane section of Plantation Road is approximately
2.43 miles in length width with numerous secondary road
connections. The road needs to be improved from Roanoke City
limits north to Route 11. If full funding were not available, various
spot improvements, such as turn lanes, alignment and grade
improvements would help with safety issues. Additional land is
available along the road for future development, which will increase
traffic and construction costs in the future.
4. Route 220 S (Franklin Road)
Need:
This section of 220 is approximately 2.0 miles long and is a
four-lane divided highway. Recently a traffic study was conducted
for a commercial development and the report predicted a level of
service of D or F within the next couple of years. Additional lanes
and improved vertical alignment is required from the Roanoke City
limits south to Rte. 668 (Yellow Mountain Road). Spot
improvements are needed now at the intersection of 419 and 220
S.
5. Route 116 (Jae Valley Road)
Need:
The Salem Residency has notified staff that the bridge over
Back Creek is in need of repair and we wish to offer our support for
improvements to the approaches and bridge replacement. This
road is serving the growing commuter traffic from Franklin County
and recreational traffic to Smith Mountain Lake.
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6. Route 460E (Wal-Mart development)
Need:
This section of Route 460 beginning west of the East
Corporate Limits of the City of Roanoke and proceeds east to the
Bedford County Line, a distance of 7.59 miles. The continued
growth within this corridor has increased traffic demands.
Other primary roads in Roanoke County which deserve consideration for spot
improvements:
7.Route 419 (Electric Road) Intersection improvements, Route 118
(Airport Road), Route 24, (Washington Ave.) improvements at the
intersection of William Byrd High School, Route 311 (Catawba Valley
Road) at Route 864 (Bradshaw Road) construct a left turn lane.
On motion of Supervisor Church to adopt the resolution and appoint Chairman
McNamara as the County’s representative at the pre-allocation meeting, and carried by
the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
3. Request to compensate Roanoke County employees, activated for
federally funded military duty, for the difference between regular
pay and the military pay rate. (Joe Sgroi, Director of Human
Resources)
A-031103-3
Mr. Sgroi reported that an amendment was added by the General
Assembly to the Code of Virginia in 2002. The amendment provides for local
governments to pay employees activated for federally funded military duty all or any
portion of the difference between the regular pay rate and the military pay rate. Staff
conducted a survey of neighboring localities to determine how this issue is being
handled. The City of Roanoke, City of Salem, and Bedford County indicated they
supplement military pay upon the employee’s return to work. Botetourt County has not
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had to address this issue. There are 14 Roanoke County employees that are active in
the Reserves, and three have been called to active duty at this time.
Staff is recommending that the County compensate any County employee
who is a military reservist and is called to active duty related to our country’s war on
terrorism between the dates retroactive from October 1, 2002 through September 30,
2003. This period is chosen because it is the Federal fiscal year. Mr. Sgroi stated that
the compensation will be in the form of a supplement equal to the difference between
the employee’s regular County salary and military base pay plus any other
compensation received for military service. Employees will be responsible for providing
the Department of Human Resources with the necessary documentation to establish
eligibility for the supplement. All other County benefits are applied in accordance with
the current leave policies of the County as stated in the Employee Handbook.
Employees who are reservists participating in regular annual training shall
not be eligible for this supplement, but shall be compensated according to the Employee
Handbook under Chapter 9, Section C, Military Leave, which provides 15 days of paid
leave per year (October 1 through September 30).
Mr. Sgroi stated that the variables needed to assess the fiscal impact are
too numerous to calculate the projected or actual costs to the County. To illustrate how
the supplement would be calculated, the following example was provided:
A Sheriff’s deputy with 10+ years of service earns a monthly salary from
the County of $3,046 and as a Sergeant in the reserves with 8 years of service earns
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$2,400 per month. The deputy would receive a supplement in the amount of $646 per
month of active duty.
Mr. Sgroi stated that it is the staff’s recommendation to approve a
supplement within the specified period of October 1, 2002 through September 30, 2003.
At the end of this period, the Board of Supervisors should consider the termination or
the continuation of this benefit.
The Board members expressed their support of the supplement and their
appreciation to those who are serving the country.
Supervisor Flora moved to approve staff recommendation. The motion
carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
IN RE: FIRST READING OF ORDINANCES
1. First reading of an ordinance to vacate an existing 20’ sanitary
sewer easement crossing Lots 1, 2A, and 2B1-A of Shamrock
Industrial Park, Catawba Magisterial District. (Arnold Covey,
Director of Community Development)
Mr. Covey reported that this vacation is to correct an existing problem by
removing an encumbrance. He stated that when the utilities were extended, they were
brought up Daugherty Road but were not extended through this property. The owners
of the property have requested that the easement be vacated, and the County has no
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objections.
Supervisor Church moved to approve the first reading and set the second
reading and public hearing for March 25, 2003. The motion carried by the following
recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
IN RE: SECOND READING OF ORDINANCES
1. Second reading of an ordinance approving a lease for the Tinker
Mountain tower site. (Anne Marie Green, Director of General
Services)
O-031103-4
Ms. Green reported that there had been no changes in this matter since
the first reading. There were no citizens present to speak and there was no discussion
on this matter.
Supervisor McNamara moved to adopt the ordinance. The motion carried
by the following recorded vote.
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
ORDINANCE 031103-4 AUTHORIZING THE EXECUTION OF A LEASE
OF REAL ESTATE FROM LEE C. HARTMAN, JR., FOR A PUBLIC
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SAFETY TOWER SITE ON TINKER MOUNTAIN IN THE COUNTY OF
BOTETOURT, VIRGINIA
WHEREAS, the County of Roanoke owns or rents a number of real estates sites
throughout the Roanoke Valley for the purpose of maintaining towers, antennae, and
equipment buildings for the operation of its public safety radio communications systems;
and
WHEREAS, one of the sites, currently shared and used in conjunction with the
County of Botetourt and Emergency Medical Services of Virginia, Inc., is located on
Tinker Mountain in the County of Botetourt, Virginia, on property owned by Lee C.
Hartman, Jr., said property being designated upon the Botetourt County Land Records
as Tax Map No. 106-45; and,
WHEREAS, the County of Roanoke has leased this site for over a decade to
provide E911 coverage to critical areas and to provide back-up capabilities for the public
safety system; and,
WHEREAS, the most recent lease term has expired and staff has negotiated with
the property owner for a new lease of this site; and,
WHEREAS, the provisions of Section 18.04 of the Charter of Roanoke County
require that the acquisition of any interest in real estate, including the lease of real
property, shall be accomplished by ordinance; the first reading of this ordinance was
held on February 25, 2003, and the second reading of this ordinance was held on
March 11, 2003.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the lease of a parcel of land from Lee C. Harman, Jr., consisting of
0.0363 acre, more or less, as shown on Exhibit A attached hereto, together with the
non-exclusive right of ingress, egress and regress from Tinker Top Road (Frontage
Road) over the existing gravel access and private driveway to the site, for an initial term
effective as of July 1, 2002, through June 30, 2004, at an annual rental of Three
Thousand Dollars ($3,000.00), with the option to the Board to renew for an additional
successive two year period, through June 30, 2006, at an annual rental of Three
Thousand Four Hundred Dollars ($3,400.00), is hereby authorized and approved.
2. That the rent payment shall be paid from the E911 Maintenance Account.
3. That the County Administrator or any Assistant County Administrator is
authorized to execute this lease on behalf of the Board of Supervisors of Roanoke
County and to execute such other documents and take such further actions as are
necessary to accomplish this transaction, all of which shall be upon form approved by
the County Attorney.
On motion of Supervisor McNamara to adopt the ordinance, and carried by the
following recorded vote:
AYES Supervisors Flora, Church, Minnix, Altizer, McNamara
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NAYS: None
IN RE: APPOINTMENTS
1. Commission for Senior and Challenged Citizens (Appointed by
District)
Supervisor McNamara nominated Ms. Jo Russin to serve as the Windsor
Hills District representative on this committee.
IN RE: CONSENT AGENDA
R-031103-5, R-031103-5.b, R-031103-5.c, R-031103-5.d, R-031103-5.e, R-031103-5.f,
R-031103-5.g
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 031103-5 APPROVING AND CONCURRING
IN CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED
AS ITEM J - 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 March
11, 2003 designated as Item J - Consent Agenda be, and hereby is, approved and
concurred in as to each item separately set forth in said section designated Items 1
through 4, inclusive, as follows:
1. Approval of minutes - February 18, February 25, February 27, and March
4, 2003
2. Confirmation of appointments to Blue Ridge Behavioral Healthcare and
the Roanoke Valley Resource Authority
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3. Request to approve resolutions of appreciation upon the retirements of:
(a) Harold A. Phillips, Police Department, after twenty-eight years of
service
(b) Caroline A. Gray, Social Services, after twenty-seven years of service
4. Resolution Authorizing the Application, Acceptance and Appropriation of
Grants from the Commonwealth of Virginia Department of Emergency
Management for the Acquisition of Equipment and Supplies Related to
Events of Terrorism and Incidents Involving Weapons of Mass Destruction
That the Clerk to the Board is hereby authorized and directed where required by
law to set forth upon any of said items the separate vote tabulation for any such item
pursuant to this resolution.
On motion of Supervisor McNamara to adopt the Consent Resolution, and
carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
RESOLUTION 031103-5.b EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE
RETIREMENT OF HAROLD A. PHILLIPS, POLICE DEPARTMENT
WHEREAS, Harold A. Phillips was employed by Roanoke County on March 16,
1975, as a Deputy Sheriff, and advanced to the rank of Lieutenant; and
WHEREAS, Lt. Phillips was one of the original members of the Police
Department which was established in 1990; and
WHEREAS, Lt. Phillips retired from Roanoke County on March 1, 2003, after
twenty-eight years of service; and
WHEREAS, Lt. Phillips spent his entire career in the Uniform Patrol function of
the Department, and was known for his meticulous record keeping; and
WHEREAS, Lt. Phillips was always willing to help less experienced officers and
many times, officers requested to be assigned to his shift because of his caring attitude
and willingness to make sure that they had the resources to complete their
responsibilities; and
WHEREAS, Lt. Phillips 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.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens
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,
HAROLD A. PHILLIPS
of Roanoke County to for 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 031103-5.c EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE
RETIREMENT OF CAROLINE M. GRAY, SOCIAL SERVICES
DEPARTMENT
WHEREAS, Caroline M. Gray was employed by Roanoke County on December
1, 1975 as a Clerk Typist in the Social Services Department; and
WHEREAS, Ms. Gray retired from Roanoke County on March 1, 2003, as an
Eligibility Worker, after twenty-seven years and three months of service; and
WHEREAS, Ms. Gray fulfilled her job responsibilities each day in an efficient and
effective manner; and
WHEREAS, Ms. Gray maintained an exemplary attendance record and was an
extremely dependable and conscientious employee; and
WHEREAS, Ms. Gray has served with professionalism and integrity, and through
her employment with Roanoke County, has been instrumental in improving the quality of
life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens
CAROLINE M. GRAY
of Roanoke County to for more than twenty-seven 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 031103-5.d DESIGNATING THE APPLICANTS AGENT,
THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF
GRANT MONIES
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BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer
Hodge, County Administrator or his designee, is hereby authorized to execute for and in
behalf of the Roanoke County, a public entity established under the laws of the State of
Virginia, this application and to file it in the appropriate State Office for the purpose of
obtaining certain Federal financial assistance under the OJP, National Domestic
Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia.
That, the Roanoke County, a public entity established under the laws of the
Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth
and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal
financial assistance any and all information pertaining to these Grants as may be
requested.
FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of
said grant monies in the amount of $3,777.72 and authorizes the appropriation of said
monies for the purposes authorized in the grant application.
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 031103-5.e DESIGNATING THE APPLICANTS AGENT,
THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF
GRANT MONIES
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer
Hodge, County Administrator or his designee, is hereby authorized to execute for and in
behalf of the Roanoke County, a public entity established under the laws of the State of
Virginia, this application and to file it in the appropriate State Office for the purpose of
obtaining certain Federal financial assistance under the OJP, National Domestic
Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia.
That, the Roanoke County, a public entity established under the laws of the
Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth
and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal
financial assistance any and all information pertaining to these Grants as may be
requested.
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FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of
said grant monies in the amount of $10,423.51 and authorizes the appropriation of said
monies for the purposes authorized in the grant application.
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 031103-5.f DESIGNATING THE APPLICANTS AGENT,
THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF
GRANT MONIES
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer
Hodge, County Administrator or his designee, is hereby authorized to execute for and in
behalf of the Roanoke County, a public entity established under the laws of the State of
Virginia, this application and to file it in the appropriate State Office for the purpose of
obtaining certain Federal financial assistance under the OJP, National Domestic
Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia.
That, the Roanoke County, a public entity established under the laws of the
Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth
and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal
financial assistance any and all information pertaining to these Grants as may be
requested.
FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of
said grant monies in the amount of $10,665.85 and authorizes the appropriation of said
monies for the purposes authorized in the grant application.
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 031103-5.g DESIGNATING THE APPLICANTS AGENT,
THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF
GRANT MONIES
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer
Hodge, County Administrator or his designee, is hereby authorized to execute for and in
behalf of the Roanoke County, a public entity established under the laws of the State of
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,
Virginia, this application and to file it in the appropriate State Office for the purpose of
obtaining certain Federal financial assistance under the OJP, National Domestic
Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia.
That, the Roanoke County, a public entity established under the laws of the
Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth
and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal
financial assistance any and all information pertaining to these Grants as may be
requested.
FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of
said grant monies in the amount of $41,998.36 and authorizes the appropriation of said
monies for the purposes authorized in the grant application.
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: REPORTS
Supervisor McNamara moved to receive and file the following reports.
The motion carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
1. General Fund Unappropriated Balance
2. Capital Fund Unappropriated Balance
3. Board Contingency Fund
4. Future School Capital Reserve
5. Clean Valley Council
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TH
IN RE: WORK SESSIONS (4 FLOOR CONFERENCE ROOM) 4:30 P.M.
1. Joint work session with Roanoke County School Board to
discuss the Fiscal Year 2003-2004 Budget
Chairman Roark called the School Board meeting to order at 4:46 p.m.
Present at the meeting were Dr. Linda Weber, Superintendent; Dr. Lorraine Lange,
Associate Director of Instruction; Jerry L. Canada, Vice-Chairman, School Board
Members Drew Barrineau, William A. Irvin III, and Michael W. Stovall; Penny A. Hodge,
Director of Budget and Finance; Brenda Chastain, Clerk to the School Board; Darlene
Ratliff, Executive Secretary. The work session was held from 4:46 p.m. until 5:49 p.m.
Diane Hyatt and Penny Hodge presented the projected sources and uses
of new revenues for the 2003-2004 budget. Ms. Hyatt reported that projected new
County revenues equal $3,376,154 less the following reductions: $340,168 state
funding reductions to the constitutional officers and $392,000 in economic development
incentives that must be paid. Ms. Hodge reported that projected new School revenues
are $1,368,389 less $68,136 which represents two grants that have expired. In
addition, Ms. Hyatt proposed the use of $800,000 in unspent personnel savings due to
recurring large personnel surpluses. Ms. Hyatt reported that there was an excess of
$1.9 million in school personnel savings last year. School Board members objected to
the use of the personnel savings to help balance the budget and provide for salary
increases for both County and School employees. It was the consensus of the School
Board that removal of these funds would present a threat to the laptop initiative.
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It was the consensus of the Boards that Ms. Hyatt and Ms. Hodge would
meet to further refine the projections, and the Board of Supervisors and School Board
would meet again on March 25.
2. Work session on Fiscal Year 2003-2004 budget development.
(Brent Robertson, Budget Director)
The work session was presented by Mr. Robertson and was held from
6:05 p.m. until 6:55 p.m.
(a) Sheriff (Gerald Holt, Sheriff)
Sheriff Holt requested that the Board allow the imposition of fees on
offenders and inmates to offset the State funding reductions. There are two fees to be
implemented: (1) A $25 booking fee which is anticipated to generate $120,000 in
annual revenue. These funds are not restricted as to their use. (2) A $5 fee charged
upon conviction of a criminal charge. These funds must be used for courtroom security,
and anticipated annual revenue is $163,000. It was the consensus of the Board to
proceed with implementing the fees. Other issues addressed included: (1) Jail
overcrowding due to the increasing inmate population. (2) Potential use of inmate labor
in County departments to provide services such as landscaping.
(b) Management and Budget (Brent Robertson, Director)
Mr. Robertson reported that the budget department performs two key
functions: transactional and planning/analysis. He indicated that he would like to
consider implementation of a strategic budgeting process, possibly utilizing a two-year
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budget to project future effects of budget decisions. He also indicated that the
effectiveness and efficiency of departments could be enhanced by the establishment of
performance measurements.
(c) Finance (Rebecca Owens, Director)
Ms. Owens highlighted departmental accomplishments which included:
(1) Implementation of the GASB 34 pronouncements. (2) Receipt of outstanding
independent financial audit reviews of the School System, the County, and all related
fiscal entities. (3) Completion of a major upgrade to Performance accounting,
purchasing, and budget systems and providing training to all departments. (4)
Successful implementation of advanced technology that enables customers to complete
business transactions via the Internet. (5) Receipt of the Certificate of Excellence in
Financial Reporting for the Comprehensive Annual Financial Report
Ms. Owens stated that issues facing the department include: (1)
Development of policies and procedures related to the formation of the regional water
and wastewater authority. (2) Migration of the HP system which affects numerous
finance functions. (3) The Lawson payroll system has reached maximum capacity on
the AS400 platform and needs to be moved to a Windows environment.
(d) Clerk of the Circuit Court (Steve McGraw, Clerk)
Mr. McGraw reported that funding reductions from the State total $45,920,
and this could translate into the loss of two full-time employees in his department. He
indicated that the department has eliminated expenses wherever possible, and will
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continue to look for ways to reduce costs. He also reported that due to the low interest
rates, real estate recordings are increasing and are anticipated to total in excess of
28,000 documents this year.
(e) Virginia Cooperative Extension (Leslie Prillaman, Unit Director)
Ms. Prillaman reported that the extension office received a 19% funding
reduction from the State. In addition, several key employees accepted early retirement
options. The department is requesting level funding to keep their current number of
positions in place and attempt to re-hire for the positions which were vacated due to
early retirements.
IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Resolution of congratulations to Allyson Fasnacht for an
outstanding basketball season and being named Associated
Press Group A Player of the Year for 2002
R-031103-6
Chairman McNamara presented the certificate of congratulations to
Allyson Fasnacht. Also present at the meeting were Mr. and Mrs. Fasnacht, parents; Jill
Green, Principal at Glenvar High School; and Brian Harvey, Glenvar High School
basketball coach.
Supervisor Church moved to adopt the resolution. The motion carried by
the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
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NAYS: None
RESOLUTION 031103-6 OF CONGRATULATIONS TO ALLYSON
FASNACHT FOR AN OUTSTANDING BASKETBALL SEASON AND
BEING NAMED ASSOCIATED PRESS GROUP A PLAYER OF THE
YEAR FOR 2002
WHEREAS, Allyson Fasnacht, a junior at Glenvar High School, had an
outstanding season on the basketball team, averaging 19.6 points and 4.7 assists; and
WHEREAS, Allyson was a driving force behind the team winning its third Region
C Championship this season and advancing to the semifinals of the State
Championship tournament; and
WHEREAS, Allyson’s assistance was instrumental during the 2001 season when
the team won the State Group A Championship which was the team’s second state
championship in five years; and
WHEREAS, Allyson was named the Group A Player of the Year by the
Associated Press for the second consecutive year; and
WHEREAS, during the semifinals of the basketball tournament this year, Allyson
had one of the longest shots in high school girls’ basketball history, which was
measured at 81 feet and 7 inches by Salem Civic Center officials; and
WHEREAS, Allyson demonstrated her outstanding athletic ability and good
sportsmanship throughout the season, and was named to the All District and All Region
Teams and was the District and Region Player of the Year.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
ALLYSON
Roanoke County, Virginia, does hereby extend its sincere congratulations to
FASNACHT
for an outstanding basketball season and being named Associated Press
Group A Player of the Year; and
BE IT FURTHER RESOLVED, that the Board of Supervisors extends its best
wishes to Allyson Fasnacht in all of her future endeavors.
On motion of Supervisor Church to adopt the resolution, and carried by the
following recorded vote:
AYES Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
IN RE: NEW BUSINESS
1. Request to authorize execution of a contract and allocation of
funding for intersection improvements at Indian Grave Road and
Route 220. (Elmer C. Hodge, County Administrator; Arnold
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Covey, Director of Community Development)
A-031103-7
R-031103-7.a
Mr. Hodge reported that this project was bid as two alternatives: a 3-way
intersection or a four-way intersection with an extension into open land for future
economic development purposes. The bids were very favorable and within reach. If a
3-way intersection is approved, the necessary right-of-ways and easements have
already been donated and construction can proceed. If a 4-way intersection is selected,
there are additional right-of-ways which have not been contributed by the property
owners. Mr. Hodge reported that yesterday, Reverend Wright contacted the County
and agreed to donate the land needed for this purpose. At this time, Dr. Resk is the
only remaining property owner who has not donated the necessary right-of-ways.
Letters have been sent to the property owners explaining that this is the last opportunity
to build the intersection as a 4-way intersection and if this opportunity is lost, the
necessary safety issues will be addressed but the potential for future economic
development will not be achieved. Staff is requesting approval to proceed with a 4-way
intersection and if the donation from Dr. Resk is not obtained, then staff will revert to the
plans for a 3-way intersection. An additional appropriation of $150,000 from the capital
fund would also be required to proceed with the 4-way intersection. Mr. Hodge noted
that there would be significant cost increases if it became necessary to later come back
and convert the intersection from a 3-way to a 4-way.
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Mr. Covey stated that as previously indicated, there were two options
available for this project. Option 1 (the base bid) is the 3-way intersection and involved
the installation of right turn lanes, drainage items, entrance improvements and
installation of a 3-way traffic signal. Option 2 (the alternate bid) is the 4-way intersection
and involves the same work as Option 1 but also includes the following items:
extension of Indian Grave Road on the east side of Route 220, removal of the
Clearbrook Lane Bridge, closure of the Clearbrook Lane intersection with Route 220,
and the installation of a 4-way traffic signal.
Mr. Covey reported that the County advertised a request for bids and only
one bid was submitted. Allegheny Construction submitted a bid for the 3-way
intersection at $510, 890 and an alternate bid for the 4-way intersection at $1,341,051.
These bids were slightly higher than Roanoke County’s consultant engineer estimates
which were as follows: cost for the 3-way intersection improvement was $314,970 and
the 4-way was $1,215,920. Possible reasons for the lack of bids and the variation in the
cost estimates are: (1) The project was too small for large contractors who did not want
to bid on the 3-way intersection. (2) Contractors indicated that they did not want to work
on Route 220. (3) There were restrictions built into the contract, some imposed by
VDOT and some imposed as a result of the location of the school. There were
limitations regarding times when construction could take place on Route 220 (late in the
afternoon and throughout the night). On Indian Grave Road, construction could not
occur for the two hour time period before and after school. Mr. Covey reported that
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VDOT is in the process of re-examining the cost estimates in light of the conditions
surrounding this project.
Mr. Covey outlined the following alternatives for the Board to consider:
1. Authorize the County to enter into a contract with Allegheny
Construction to build the 3-way intersection at a cost of $510,890. Funds for this
alternative have been appropriated as follows: the Board has already appropriated
$450,000 in revenue sharing funds, which has been equally matched by the State. The
Board also appropriated $300,000 for a total of $1.2 million that is available for the
project.
2. Authorize the County to enter into a contract with Allegheny
Construction to build the 4-way intersection subject to the following conditions: (a) An
additional appropriation of $150,000. (b) Property owners on the east side of Route 220
donate the necessary rights-of-ways and easements by March 26, 2003.
3. Authorize the County to enter into a contract with Allegheny
Construction to build the 4-way intersection with these contingencies: (a) that an
additional allocation of $150,000 is appropriated and, (b) that all necessary easements
and right-of-ways are donated by Vine and Branch and Dr. Resk by March 26, 2003. If
these contingencies are not satisfied, then the County shall proceed with 3-way
construction.
Mr. Covey stated that approval of Options 1 or 3 would require the Board
to approve a resolution allowing the execution of a new agreement with VDOT so that
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,
Roanoke County can administer the 3-way contract. Staff is recommending Alternative
#3 which allows the maximum flexibility to ensure that the safety enhancements occur in
a timely manner. If the Board selects the 3-way intersection project, adoption of the
resolution will be needed to amend the current agreement with VDOT. If the 3-way
intersection is selected, construction can be completed by the beginning of the school
year. If the 4-way intersection is selected, construction will take 120 days.
Supervisor Minnix stated that we are fortunate that a serious accident has
not occurred and his main concern is to have traffic control at this intersection. He
noted if there is only $150,000 difference in the cost of the two options, he would
recommend the 4-way intersection. He asked that staff pursue Dr. Resk for the
necessary donation of land in order to proceed with the 4-way intersection. If she is
unwilling to make the necessary donation, he wants to proceed immediately with a 3-
way intersection.
Supervisor Church noted that if the contractors do not wish to work on
Route 220, this is an indicator of how unsafe the conditions are in this area.
Supervisor Flora clarified that the difference in cost between the two
options is $830,000. The cost of the 3-way intersection is $510,890 and the 4-way
intersection is $1,341,051.
Supervisor McNamara stated that two issues are being considered: safety
and future economic development potential. He voiced his support for a 3-way
stoplight, although he stated he does not think the County should be handling
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construction of traffic lights. He indicated that an additional $800,000 will be necessary
to proceed with the 4-way intersection, and he does not recall any past actions where
the Board has committed County funds to open up private property for economic
development purposes. He stated that there is much work to be done at County-owned
properties such as the Center for Research and Technology and the Vinton Business
Center. He indicated that going from a 3-way to 4-way intersection will not improve
safety in any regard; it only opens up potential economic development opportunities on
private land not owned by the County.
Supervisor Minnix moved to adopt the necessary resolution and approve
Alternative #3, authorize the County to enter into a contract with Allegheny Construction
to build the 4-way intersection with these contingencies: (1) that an additional allocation
of $150,000 is appropriated and (2) that all necessary easements and right-of-ways are
donated by Vine and Branch and Dr. Resk by March 26, 2003. If these contingencies
are not satisfied, then the County shall proceed with 3-way construction.
Mr. Hodge stated that the difference between the 3-way and 4-way
intersection for the County is $150,000. This is due to changes which occur in the
revenue sharing depending upon which option is selected. He encouraged the
selection of a 4-way intersection if possible. Following general discussion regarding
the two alternatives, it was determined that selection of the 4-way intersection would
result in an additional cost of $600,000. Mr. Covey noted that in this case by extending
Indian Grave Road to Clearbrook, the County would be removing a dangerous
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intersection, as well as a crossover, resulting in greater safety improvements.
In response to a question from Supervisor Altizer, Mr. Hodge reported that
when the Division of Motor Vehicles (DMV) was scheduled to locate on this property, a
4-way intersection had been planned.
Supervisor Flora voiced a philosophical issue with spending taxpayer
dollars to profit private property owners. He stated that if a business was prepared to
locate in this area, he would consider using the 4-way intersection as an economic
development incentive.
Supervisor Minnix stated that if the 4-way intersection can be achieved
with the donation of the land, it will expedite the development of the land. This would
provide a long-term benefit to the County. He stated that he would, however, be happy
with a 3-way intersection. The key is to get a light at this intersection.
Supervisor Church stated he would support a 3-way intersection before
allowing the stoplight to be rejected. He voiced concerns over providing private
property owners with an increase in their property values.
Supervisor Flora stated that he supports a traffic light at this intersection
for safety reasons, but he has an issue with spending taxpayer money to increase the
value of adjoining landowners’ property.
Supervisor Flora made a substitute motion to approve Alternative #1,
authorize the County to enter into a contract with Allegheny Construction to build the 3-
way intersection at a cost of $510,890.
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At the request of Supervisor Minnix, Supervisor Flora withdrew the
substitute motion. Supervisor Minnix moved to approve Alternative #1. The motion
carried by the following recorded vote:
AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
RESOLUTION 031103-7.a APPROVING A COUNTY-STATE
AGREEMENT WITH THE VIRGINIA DEPARTMENT OF
TRANSPORTATION FOR THE FOLLOWING PROJECTS -
EXTENSION OF INDIAN GRAVE ROAD AND INTERSECTION
IMPROVEMENTS
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 Clearbrook/Indian
Grave Road area of Roanoke County 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 $690,000; 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 certain road improvements to Indian Grave Road (Project
#0675-080-320, C501) and for intersection improvements, said contract to be on a form
approved by the County Attorney.
On motion of Supervisor Minnix to adopt the resolution, and carried by the
following recorded vote:
AYES Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
IN RE: PUBLIC HEARINGS
1. Public hearing to elicit citizen comment on the following items:
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(Brent Robertson, Budget Director)
(a) General comment on the annual budget for fiscal year 2003-
2004
Michael A. Loveman,
1747 Driftwood Lane, requested that the Board
continue their support of funding for Explore Park. He cited the recreational
experiences offered by Explore Park, the scenic beauty, natural resources, programs
and special events, and educational aspects of the park as reasons to continue this
support.
(b) “Effective” real estate tax rate increase
There were no citizens present to speak on this matter.
(c) Real estate, personal property, and machinery and tools tax
rates
There were no citizens present to speak on this matter.
IN RE: CITIZENS’ COMMENTS AND COMMUNICATIONS
IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Church
: (1) He commended Supervisor Minnix for his service
to Roanoke County and stated that he has a “good heart” and cares about the citizens.
Supervisor Minnix
: (1) He requested that staff recognize the Cave Spring
High School undefeated volleyball team for winning the State championship. (2) He
noted that the Cave Spring Knights will be at the Vine Center this week playing for the
th
Group AA Championship. (3) He announced that he will not be seeking a 4 term as
the Cave Spring District representative. He extended his thanks to the citizens for
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allowing him to serve, to County and School staff members, and to his fellow Board
members and School Board members.
Supervisor Altizer
: (1) He stated that he had a friendship with Supervisor
Minnix prior to serving on the Board of Supervisors, and it has been his pleasure to
extend that relationship from their officiating days to their service together on the Board
of Supervisors. He noted that the County is losing a true statesman.
Mr. Hodge requested time to speak and thanked Supervisor Minnix and his
wife for the time they have devoted in serving the citizens of Roanoke County. He
reflected on instances when Supervisor Minnix has come to the assistance of citizens,
and stated that he is a man with the heart to consider the needs of every person he
serves.
TH
IN RE: CONTINUATION OF WORK SESSIONS (4 FLOOR CONFERENCE
ROOM)
3. Work session to present the 2002 Comprehensive Annual
Financial Report (CAFR). (Rebecca Owens, Director of Finance)
The work session was presented by Ms. Owens and was held from 8:13
p.m. until 8:27 p.m. Ms. Owens highlighted the additional information contained in the
CAFR as a result of the implementation of the GASB 34 pronouncements: (1)
Management Discussion and Analysis (2) Statement of Net Assets (3) Statement of
Activities.
4. Work session to discuss issues relating to sewer backups as a
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result of recent flooding.
The work session was presented by Mr. Mahoney and Mr. Robertson and
was held from 8:27 p.m. until 8:51 p.m.
Mr. Mahoney reported that Roanoke County has a very aggressive
process of examining lines and that in circumstances where negligence exists, the
County has paid claims for damage. The basis for establishing negligence is the
County must have notice of the condition and an opportunity to fix the problem. If the
County fails to respond promptly, then it is deemed negligent. Mr. Robertson reported
that the County is responsible for the main line and the portion of the lateral line up to
the VDOT right-of-way. The homeowner is responsible for the portion of the lateral line
from the VDOT right-of-way to the home. There was general discussion regarding two
citizens in Supervisor Minnix’s district who had experienced problems with sewer
backups.
IN RE: ADJOURNMENT
Chairman McNamara adjourned the meeting at 8:51 p.m. until Tuesday,
th
March 18, 2003 at 5:00 p.m. for a budget work session, 4 Floor Training Room,
Roanoke County Administration Center.
Submitted by: Approved by:
________________________ ________________________
Diane S. Childers Joseph P. McNamara
Clerk to the Board Chairman
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