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HomeMy WebLinkAbout3/11/2003 - Regular 191 March 112003 , 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) 192 March 112003 , 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 193 March 112003 , 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 194 March 112003 , 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. 195 March 112003 , 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 196 March 112003 , 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 197 March 112003 , 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. 198 March 112003 , 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: ? 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. ? Public participation and involvement: establish a citizen advisory committee, initiate a storm drain stenciling program, and coordinate a save-our-streams program 199 March 112003 , ? 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 ? Construction site runoff control: develop, implement, and enforce a program to reduce pollutants in stormwater from construction activities ? 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. ? 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: 200 March 112003 , 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 201 March 112003 , 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 202 March 112003 , 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. 203 March 112003 , 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. 204 March 112003 , 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. 205 March 112003 , 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 ? 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. ? 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. ? 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: 206 March 112003 , 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. 207 March 112003 , 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 208 March 112003 , 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 209 March 112003 , $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 210 March 112003 , 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 211 March 112003 , 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 212 March 112003 , 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 213 March 112003 , 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 214 March 112003 , 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 215 March 112003 , 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. 216 March 112003 , 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 217 March 112003 , 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 218 March 112003 , 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. 219 March 112003 , 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 220 March 112003 , 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 221 March 112003 , 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 222 March 112003 , 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 223 March 112003 , 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. 224 March 112003 , 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 225 March 112003 , 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 226 March 112003 , 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 227 March 112003 , 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 228 March 112003 , 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. 229 March 112003 , 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: 230 March 112003 , (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 231 March 112003 , 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 232 March 112003 , 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 233 March 112003 , This page intentionally left blank