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HomeMy WebLinkAbout1/23/1999 - Special January 23 - 24, 1999 45 § 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 46 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 47 ::::::¡ 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 48 January 23 - 24,1999 § 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. ~ 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. L Plans and schedule for animal shelter An update was presented by Assistant County Administrator John Chambliss. L 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 49 -, 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. ~ 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. L 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 50 January 23 - 24, 1999 funds, but no consensus to make any changes. ~ 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. ~ Hidden costs for trainina Q. Public safety - Police. Fire and Rescue ~ 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 51 ~ 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 ~ Sianificant issues that mav impact current and future budgets ~ Review of existing and proposed debt ~ 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. 52 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. ~ Transportation corridors (e.Q.. Colonial Avenue. Dixie January 23 - 24, 1999 53 =" 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 54 January 23 - 24,1999 = 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. ~ ~ ~ 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 55 ==:¡ 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. 56 January 23 - 24, 1999 ~ 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 57 - 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 58 January 23 - 24, 1999 = INRE: CONTINUED DISCUSSION OF SCHOOL PROJECTS AND ISSUES ~ 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. ~ School Construction Steering Committee - pulpose and function This item was discussed below with other school issues. INRE: MISCELLANEOUS ISSUES January 23 - 24,1999 59 ~ 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 60 January 23 - 24, 1999 ~ This page left intentionally blank