HomeMy WebLinkAbout1/23/1999 - Special
January 23 - 24, 1999
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Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
January 23, 1999
The Roanoke County Board of Supervisors of Roanoke County,
Virginia, met this day at Holiday Inn, Tanglewood, this being an adjourned meeting from
January 12, 1999 for the purposes of a planning retreat.
INRE:
CALL TO ORDER
Chairman Johnson called the meeting to order at 9:02 a.m. The roll call was
taken.
MEMBERS PRESENT:
Chairman Bob L. Johnson; Vice Chairman Harry C. Nickens;
Supervisors Fenton F. "Spike" Harrison, Joseph P.
McNamara, H. Odell "Fuzzy" Minnix,
MEMBERS ABSENT:
None
STAFF PRESENT:
Elmer C. Hodge, County Administrator; Paul M. Mahoney,
County Attorney; Mary H. Allen, Clerk to the Board; John M.
Chambliss, Assistant County Administrator, Don C. Myers,
Assistant County Administrator; Diane Hyatt, Finance Director;
Anne Marie Green, Community Relations; Timothy W. Gubala,
Economic Development Director
INRE:
REQUESTS TO ADD OR CHANGE THE AGENDA
There was a general discussion on various school issues including entrance
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January 23 - 24, 1999
to the Woods End property, land condemnation, the closing of Roland E. Cook Elementary
E
School, the proposed early retirement program for school employees, and the meeting
format for the joint meeting with the School Board on Sunday, January 24.
INRE:
REVIEW OF PRIORITIES SET BY BOARD OF SUPERVISORS DURING
1998 RETREAT (Elmer C. Hodge, County Administrator)
This item was presented by Mr. Hodge, Economic Development Director Tim
Gubala, and Assistant Administrators John Chambliss, and Don Myers. They presented
the 1998 priorities which were established by the Board during their retreat in 1998 and
described what had been done to accomplish them.
During and following these presentations, Supervisor Nickens suggested
declaring Roland E. Cook School surplus; Supervisor Johnson asked for a report on the
legislative bills concerning school construction, and 599 money for law enforcement;
Supervisor Minnix asked for a report on teachers' salaries; and Supervisor Harrison
suggested exploring the development of the Glenn Mary project with other localities.
Mr. Hodge recommended that the County ask the Blue Ridge Parkway for an
off-ramp from the Blue Ridge Parkway, and Supervisor Nickens asked that Economic
Development Specialist Melinda Cox present the ZHA plan for the McDonald Farm at a
future Board meeting. Supervisor Nickens also requested a copy of the job descriptions
for Emergency Medical Dispatchers. Supervisor McNamara recommended discussing the
transfer of the 11-acre tract at the proposed Merriman Park with the School Board at a
public meeting. Mr. Hodge asked for guidance on which regional projects the Board wish
,
January 23 - 24, 1999
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to emphasize.
INRE:
RECESS
At 12:00 noon, Chairman Johnson declared a luncheon recess.
IN RE:
RECONVENEMENT
At 1:10 p.m., Chairman Johnson reconvened the retreat.
IN RE:
TOPICS FOR DISCUSSION
The following topics were discussed, and direction, if any, was provided by
the Board of Supervisors.
1..
Non-School CaDitallmDrovements Proaram
iL.
Courthouse space and iail expansion - purchase of Salem
Office Supply building
Mr. Hodge advised that staff is working on the courthouse space and updated
the Board of the purchase of the Salem Office Supply facility for additional courthouse
space.
h.
Discussion of Roanoke River Greenway Plan (construction
and fundinQ)
It was Board consensus to continue support for the Roanoke River
Greenway.
It was suggested that staff should investigate the possible impact of
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January 23 - 24,1999
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greenways to the Parks and Recreation Department. It was Board consensus to include
funding for greenways in the budget process and move forward with the greenway through
Green Hill Park.
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Expansion and remodelinQ of fire stations
Assistant Administrator Don Myers reported on the expansions. Mr. Hodge
suggested that a regional fire and rescue facility should be included as a priority for 1999.
Mr. Hodge also recommended holding ribbon cuttings and other celebrations at the new
and renovated stations.
Q.
Maior utility updates and exDansions
An update was presented by Mr. Hodge. He suggested that a work session
on utilities be scheduled in the near future.
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Plans and schedule for animal shelter
An update was presented by Assistant County Administrator John Chambliss.
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Fundina strateaies:
how can the CaDital ImDrovement
Proaram (CIP) be funded so that it is a Realistic. do-able
Illim
There was no Board consensus to change the current method of developing
and funding the CIP.
.2..
Economic Development (Tim Gubala\
An update by presented by Economic Development Director Tim Gubala.
iL.
EngineerinQ and Phase I construction of Glenn-Mary
January 23 - 24, 1999
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Mr. Gubala advised that they need budget figures from Hayes, Seay, Mattern
and Mattern prior to the budget process.
h.
FundinQ for Blue Ridge Parkwav Orientationllntemretation
Center
Supervisor Nickens updated the Board on the Orientation Center and
advised that they now had a total of $900,000 funding for the project.
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What should be our balance of residential/non-residential
development
There was discussion on whether 75% residential -25% non residential is a
realistic goal, given the available, buildable land in the County. Following discussion,
there was no consensus to change the goal.
Q.
Effect on local tax base of tax exempts. land use taxation.
tourism. residential development
Supervisor Nickens explained that he felt that the private sector should be
encouraged to donate more towards tourism.
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Reaional industrial Darks with New River Vallev.
Bedford/Botetourt Counties
to
Review incentive policies for public-private Dartnerships
Supervisor McNamara suggested that in the future, staff discuss these
incentives with the Board in Executive Session before requesting public approval. There
was discussion on what types of businesses should receive public private partnership
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January 23 - 24, 1999
funds, but no consensus to make any changes.
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Personnel Issues
There was a discussion on casual dress by County staff and Board
consensus that staff should dress appropriately at all times.
iL.
Y2K uparades and onaoina workload
An update was provided by Mr. Hodge.
h.
Proiect workload
Mr. Hodge asked that the Board not add new projects and studies until staff
has completed the current ones.
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Hidden costs for trainina
Q.
Public safety - Police. Fire and Rescue
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Recruitment and retention
to
Salarv survey and employee incentives
9.
Turnover and vacancies
The above items were discussed as one issue. Mr. Hodge expressed
concern about the cost to train new employees only to have them resign for higher paying
positions in other localities or the private sector. He advised that there was over an 8%
turnover rate in the Police Department and General Services. He also advised that one
of the major problems was hiring the recently approved Emergency Medical Dispatchers.
Mr. Myers explained that one of the reasons is that our salary structure is different than
other localities.
January 23 - 24,1999
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Review of current financial conditions and related issues for the
next fiscal year. (Diane HyaWBrent Robertson
.I.
Mid-year review of 1998/99
h.
Preliminary revenue proiections for the next fiscal vear
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Sianificant issues that mav impact current and future
budgets
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Review of existing and proposed debt
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Changes in budget process to include performance
measurements
Mr. Robertson and Ms. Hyatt presented the proposed budget calendar for
1999, the mid-year expenditure analysis, and the revenue summary for 1998-99. They
also presented the preliminary revenue analysis for 1999-2000 and potential funding
issues to consider during the budget process, and presented the school revenue
projections including proposals from the General Assembly.
§.
1999 General Assembly Issues (Paul Mahoney)
.!L.
Update on 1999 General Assemblv
.12.
599 funding
1<.
School construction funding
Mr. Mahoney updated the Board on the General Assembly. He advised that
Legislative Day is February 11, in Richmond, and that Mr. Hodge, Supervisor Nickens and
he plan to attend.
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January 23 - 24, 1999
INRE:
RECESS
At 4:07 p.m., Chairman Johnson declared a recess until Sunday, January 24,
1999.
INRE:
RECONVENEMENT ON SUNDAY. JANUARY 24.1999
At 9:05 a.m., Chairman Johnson reconvened. Supervisor H. Odell "Fuzzy"
Minnix was absent until 1 0:55 a.m. All other Board members were present.
INRE:
CONTINUED DISCUSSION OF REMAINING TOPICS
§.
Transportation issues
.5!...
1-81 and 1-73 intercham,Jes
There was support by the Board for proactive and strong support for I 81 and
1-73. Suggestions included developing a regional initiative with all surrounding localities,
and meeting with Commonwealth Transportation Board member Wendy Lionberger and
VDOT District Engineer Fred Altizer.
Supervisor Harrison pointed out that some
surrounding localities support the "No Build" option for 1-73.
.b..
Public transportation
Mr. Chambliss updated the Board on CORTRAN transportation for the
elder and disabled; advised that CORTRAN was usually full; and that there are ongoing
discussions on who should be the beneficiaries of the program in the future.
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Transportation corridors (e.Q.. Colonial Avenue. Dixie
January 23 - 24, 1999
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Caverns Exit)
Mr. Hodge suggested that staff and the Planning Commission rank corridors
that are similar to Colonial Avenue to determine which should be changed from residential
to transitional. However, it was the Board consensus not to change the community plan
but treat each corridor separately with a special use permit when changes are requested.
Mr. Hodge also suggested development of a master plan for the one to two mile radius
surrounding the Dixie Cavern 1-81 exit.
Q.
Snow removal on private roads (coordination with VDOT)
Supervisor Johnson advised that he had received complaints following the
recent ice storm from residents on private roads that their road had not been plowed.
Other Board members advised they had received similar complaints, and that these
residents don't know that their roads are not in the state system, particularly if they are
renters. There was the Board consensus that Community Relations Director Anne Marie
Green would draft a letter to residents on private roads and that Mr. Hodge will investigate
the use of "private road - no maintenance" signs.
Mr. Hodge advised the Board of a similar problem with residents who owned
condominiums and who are paying taxes for residential trash collection from the Resource
Authority but are actually receiving commercial collection. There were several suggestions
including providing them with a 90 gallon County container or crediting their real estate
taxes, but no consensus on specific direction.
L.
Update on Strategic Planning Process
Mr. Robertson and Mr. Mahoney reported that the staff is trying to develop
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January 23 - 24,1999
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performance measures and strategic plans for the staff and for each department and have
studied what other localities have done. They will periodically report back to the Board on
their progress.
INRE:
PRIORITIZATION OF 1999 GOALS AND OBJECTIVES
The Board discussed priority goals and objectives for 1999 and established
the following goals and objectives for the year.
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1..
BROADEN THE TAX BASE
a. Economic Development
1. Glen Mary
2. McDonald Farm, joint project with Bedford, continue
participation with Pulaski project.
Tourism
1. Blue Ridge Interpretive Center
2. Special Events
3. Explore Park
4. Virginia Mountain County
b.
.2..
INCREASE EMPLOYEE EFFICIENCY AND SATISFACTION
a. Specific Measure objectives
b. Employee Satisfaction Survey
c. Citizen Satisfaction Survey
d. Monitor projects currently under construction
COOPERATION
a. Schools
b. Stormwater Management
c. Water
d. Regionalize residential/commercial trash collection
QUALITY OF LIFE
a. Parks and Recreation
b. Greenways
c. Comprehensive Plan
1. Cluster Housing
2. Zoning Ordinance
d. Transportation Corridors
PUBLIC SAFETY
a. Regional fire and rescue
b. Charging for calls
January 23 - 24, 1999
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c.
d.
Increasing volunteers
Staffing
Mr. Hodge will refine these with more specificity and bring them back to the
Board for approval.
IN RE:
LUNCH WITH SCHOOL BOARD
Chairman Johnson declared a recess for lunch with the members of the
School Board at 11 :40 AM.
INRE:
DISCUSSION WITH SCHOOL BOARD ON SCHOOL ISSUES
Chairman Johnson reconvened the meeting at 1:10 P.M. with all members
of the Board of Supervisors present (Supervisor H. Odell "Fuzzy" Minnix left at 2:52
p.m.). Others present were:
School Board Members Present:
Chair Marion Roark, Members Thomas Leggette,
William Irvin, III, Michael Stovall
School Board Members Absent:
Vice Chair Jerry Canada
School Staff Present:
School Superintendent Deanna Gordon;
Assistant Superintendent Martin Robison;
Assistant Superintendent James Gallion;
Director of Budget and Management Jerry Hardy;
Construction Coordinator Sandy Barber; School
Board Clerk Brenda Chastain, Administrative
Specialist Dale Waters
1..
Earlv retirement program
The proposed plan was presented by William Irvin, School Board member.
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January 23 - 24, 1999
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He advised that the new plan is based on a November 2, 1998 memorandum written by
Finance Director Diane Hyatt and would reduce costs over the current plan. Savings are
based on a 7% return after expenses. Supervisor Johnson suggested that the IRS
program should be compared to other IRS programs and the current program should be
compared to other local programs for a true comparison.
Supervisor McNamara
questioned the actual savings and suggested running an analysis at the current rate of
4%.
Following additional discussion Mr. Irvin advised that they would bring the
proposed early retirement plan to the Board of Supervisors for approval.
2..
Proiect uDdate - review and status of all school Droiects
School Construction Coordinator Sandy Barber updated the School Board
and Board of Supervisors on the Blue Ribbon Phase I School projects listed below:
iL.
Bonsack Elementarv School
.b..
Burlington Elementary School
1<.
Clearbrook Elementary School
Q.
Glenvar Middle School
INRE:
EXECUTIVE SESSION
At 2:05 p.m., Supervisor Johnson moved to go into a Joint Executive Session
with the School Board pursuant to the Code of Virginia Section 2.1-344 A. (3) acquisition
of real property for public purposes, South County School The motion carried by the
following recorded vote:
January 23 - 24, 1999
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AYES:
Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS:
None
INRE:
CERTIFICATION RESOLUTION
R-O12499.1
At 2:40 p.m., Supervisor Johnson moved to return to open session, that the
Executive Session was held from 2:05 p.m. until 2:40 p.m., and to adopt the Certification
Resolution. The motion carried by the following recorded vote:
AYES:
Supervisors McNamara, Minnix, Harrison, Nickens, Johnson
NAYS:
None
RESOLUTION 012399-1 CERTIFYING EXECUTIVE MEETING WAS HELD
IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has
convened an executive meeting on this date pursuant to an affirmative recorded vote and
in accordance with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.1-344.1 of the Code of Virginia requires a certification
by the Board of Supervisors of Roanoke County, Virginia, that such executive meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge:
1. Only public business matters lawfully exempted from open meeting
requirements by Virginia law were discussed in the executive meeting to which this
certification resolution applies, and
2. Only such public business matters as were identified in the motion
convening the executive meeting were heard, discussed or considered by the Board of
Supervisors of Roanoke County, Virginia.
On motion of Supervisor Johnson to adopt the Certification Resolution, and
carried by the following recorded vote:
AYES: Supervisors Minnix, Harrison, Nickens, Johnson
NAYS: None
ABSENT: Supervisor McNamara
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January 23 - 24, 1999
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INRE:
CONTINUED DISCUSSION OF SCHOOL PROJECTS AND ISSUES
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Merriman site
Mr. Hodge reported that Plastics One wants to move forward with their
expansion this summer and in order to do so, the School Board must declare land at the
Merriman site surplus so that the County may exchange this land with land owned by
Plastics One. Dr. Gordon responded that their concern is that they currently use the
property as a school bus parking lot.
Mr. Hodge advised that the County could provide
the school bus lot on County property if the School Board agreed to the exchange. The
School Board agreed to move forward with the land exchange if the Board of Supervisors
would make a school bus storage lot available on County property. It was the consensus
of both bodies that an amended agreement will be brought back for approval.
to
South CountY High School
This item was discussed in Executive Session.
9.
Roland E. Cook School - Future Uses
Dr. Gordon advised that this property will probably be available for other
uses by October 15. They hope to use some of the desks and other furnishings in the new
school and there is $75,000 available for the closeout. The Vinton Historical Society is
interested in using the building, but no decision has been made.
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School Construction Steering Committee - pulpose and function
This item was discussed below with other school issues.
INRE:
MISCELLANEOUS ISSUES
January 23 - 24,1999
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The following issues were discussed.
(1) Mr. Hodge advised that he, Chairman Johnson, School Superintendent
Dr. Gordon, and School Board Chair Marion Roark need to schedule a meeting in
February to begin the budget process.
(2) Chairman Johnson and Chair Marian Roark agreed that their goal is to
create a good relationship between the two bodies.
(3) Chairman Johnson recommended that the School Construction Steering
Committee schedule meetings so that they can report to Board of Supervisors.
(4) Supervisor McNamara suggested that both bodies schedule joint public
meetings more frequently.
IN RE:
ADJOURNMENT
At 3:09 p.m., Chairman Johnson adjourned the Planning Retreat.
Submitted by:
7'l7~p.~
Mary H. Allen, CMC/AAE
Clerk to the Board
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January 23 - 24, 1999
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