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HomeMy WebLinkAbout1/11/1991 - Special 027 .J January 11, 1991 = - Roanoke County Board of Supervisors Roanoke County Administration Center 3738 Brambleton Avenue, SW Roanoke, Virginia 24018 January 11, 1991 The Roanoke County Board of Supervisors of Roanoke County, Virginia, met this day at Hollins College for the purpose of a Board of Supervisors and staff retreat. IN RE: CALL TO ORDER Chairman McGraw called the meeting to order at 1: 20 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Steven A. McGraw, Supervisors Lee B. Eddy, Richard W. Robers MEMBERS ABSENT: Supervisor Harry C. Nickens (arrived at 1:30 p.m.) and Bob L. Johnson (arrived at 2:00 p.m.) STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney, Mary H. Allen, Clerk to the Board IN RE: REQUESTS TO ADD TOPICS FOR DISCUSSION Supervisor Eddy requested a discussion on biennial real estate assessments. Supervisor Robers requested discussion on cost cutting measures and Supervisor Nickens added discussion on the possibility of an amusement tax. 028)' January 11, 1991 = = IN RE: REVIEW OF PRIORITIES AND RECOMMENDATIONS SET DURING 1990 RETREAT ~ citizen Communication County Administrator Elmer Hodge updated the board members on the customer service program. Supervisor Eddy suggested that telephone responses could be improved by explaining the problem but not going into detail, and by showing a positive attitude at all times. ~ Zoninq Complaints Several Supervisors reported they were very pleased with the improvement by staff in addressing zoning complaints. Mr. Hodge responded that the additional zoning enforcement officer had stepped up enforcement considerably. ~ Economic Development Proqress Mr. Hodge reported that another employee had been hired in the Economic Development Department. There was a discussion on the 75/25 Economic Development Program, with board consensus that 75/25 was not a realistic goal at this time and that another way of measuring success should be developed. Supervisor Eddy asked for a report on the Economic Development Specialist's activities since she had been hired. ~ Development Review Process Mr. Hodge reported that this process will be a top priority for 1991. The board members expressed concern about the - January 11, 1991 029 - rigid enforcement of regulations. There was consensus that the process needs to be improved. Mr. Hodge responded that staff plans to work with the development community and presidents of professional organizations to improve the process. IN RE: TOPICS SUGGESTED BY BOARD MEMBERS ~ Establish strateqic plan for reqional cooperation and ioint meetinqs Csuqqested bv Supervisor McGraw) Supervisor McGraw recommended a long range study of efficiency of service delivery in the Roanoke Valley. There was a general discussion on the most appropriate steps to begin regional cooperation. Suggestions included identification of the top priority by each jurisdiction, a regional strategic master plan and requesting involvement from the business community. ~ Update on Grayson Commission and VACo/VML Efforts Csuqqested bv Supervisor McGraw) Supervisor McGraw reported that the Grayson Commission is on "hold" at the present time and the VACo/VML Task Force will regroup with three members from each organization. ~ Internal AUditor Csuqqested bv Supervisor Johnson) Supervisor Johnson suggested that the board members consider appointing an internal auditor. He advised he did not recommend adding a new position but appointing one from the current finance staff. Mr. Mahoney advised that a charter amendment may be necessary. Following discussion, Mr. Hodge was requested to survey 03 0 January 11, 1991 - = other localities, gather information on the cost of the position and who the position reports to, and report back to the Board. ~ Leaf Collection (suqqested bv Supervisor Johnson) There was a general discussion on whether vacuum leaf collection should be continued, due to the age of the equipment being used, the number of equipment breakdowns, and the complaints that have been received. Mr. Hodge will bring back a report during the budget process. ~ Landfill Board Membership (suqqested by Supervisor Nickens) Supervisor Nickens pointed out that membership on the Landfill Board is based on population and asked if Roanoke County could appoint another member because of the population growth in the County. County Attorney Paul Mahoney will review the contract to see if the population growth in Roanoke County is enough to allow an additional member. .L. Biennial Assessments (suqqested bY Supervisor EddY) Supervisor Eddy suggested that the Board consider returning to biennial real estate assessments rather than yearly. There was board consensus to make no change at this time. Mr. Hodge will provide the board members with a copy of a previous report concerning annual assessments. ~ Cost Cuttinq Measures (Sugqested bY Supervisor 03 1 -----, J3nn:n"y 11, 1991 - Robers) Supervisor Robers suggested that the County department heads begin preparing a budget with a 10% to 20% cut, He also suggested that the budget should be reviewed every six months. Supervisor Johnson recommended that the County staff begin planning budgets for a two-year period. Supervisor Nickens suggested that the employees become involved and that each employee offer suggestions on what could be eliminated as a cost saving. Mr. Hodge responded that he plans to have each department head present their recommendations for a five percent cut in their budget. He suggested that the Schools prepare their budget in s imi lar manner. Chairman McGraw asked Mr. Hodge to send Dr. Wilson a letter requesting a five percent budget cutbé,\:>' list. ~ Amusement Tax Supervisor Nickens stated he felt that the Board should implement a maximum amusement tax immediately. will bring a report to the Board. County Attorney IN RE: UPDATE ON REDISTRICTING PLANS Mr. Mahoney updated the board members on redistricting, advising there will be a public hearing on January 22, 1991 to receive citizen comments. He will have available a draft of policies and procedures for board consideration and will provide alternatives regarding the composition of the board. FOllowing a discussion on possible different board 03 2 ,Tnnunry I I r I YY 1 = - compositions, Mr. Mahoney was directed to gather information from other counties on the method of election of a chairman and vice chairman, and the number of board members. IN RE: RECESS At 5: 35 the Board recessed to 8: 00 a. m. on Saturday, January 12, 1991. IN RE: RECONVENEMENT At 8:40 a.m., Chairman McGraw reconvened the meeting. All board members were present. STAFF PRESENT: Elmer C. Hodge, County Administrator, Paul M. Mahoney, County Attorney, Mary H. Allen, Clerk to the Board, Don C. Myers, Assistant County Administrator, John M. Chambliss, Assistant County Administrator, John Hubbard, Assistant County Administrator, Anne Marie Green, Public Information Officer, Reta Busher, Director of Management and Budget, Diane Hyatt, Director of Finance, Tommy Fuqua, Fire and Rescue Chief, John Cease, Police Chief, Clifford Craig, Director of utilities, Tim GUbala, Director of Economic Development, Terry Harrington, Director of Planning, Keith Cook, Director of Human Resources IN RE: DISCUSSION OF MAJOR PROJECTS ~ Landfill Assistant County Administrator John Hubbard presented the schedule for the landfill, advising that they plan to begin construction in January 1992. He advised that the Resource Authority needs to decide on the membership. He also updated the board on rail access to the landfill site and on Roanoke City's -----, January 11, 1991 OJ j location of a transfer station. Supervisor Johnson recommended keeping records of all direct and indirect costs to site the landfill which would represent the County's contribution to the start up of the regional landfill. ~ Water su~plY Director of utilities Clifford Craig reported that the project is on schedule and that the rate study should be complete by February 1991 and will come to the board in March 1991. Construction should begin in August of 1991. ~ Sewaqe Treatment Plant & Interceptor Mr. craig presented the schedule for the upgrade and expansion of the interceptor and treatment plant, advising that the agreement is now being reviewed by Roanoke County, Botetourt County, the City of Salem and the Town of Vinton. The board discussed the possibility of the expansion of the sewage treatment plant as the first step in a regional strategic plan. Supervisor Robers moved that Chairman McGraw be authorized to check with the other local governments to begin discussions on a regional authority for water, sewer and landfill. Supervisor Eddy offered a substitute motion that Chairman McGraw work with the County staff to come up with a proposed regional plan to present to the other local governments and that the proposal be brought back to the Board of Supervisors 034 January 11, 1991 = before going forward. The motion was carried by the following recorded vote: AYES: Supervisors Eddy, Robers, Nickens, McGraw. NAYS: Supervisor Johnson Supervisor Johnson explained that he did not support the motion because he did not think a retreat work session was the appropriate forum for action. ~ Zoninq Ordinance Planning and Zoning Director Terry Harrington reported that the new zoning ordinance is three-fifths complete and portions are now being reviewed by the County Attorney. ~ Comprehensive Plan Revision Mr. Harrington advised that the revisions to the comprehensive plans revisions are ahead of schedule and 30 interviews have been conducted with citizens and various community organizations in the Bonsack and Back Creek area. He explained that the Planning Commission identified fourteen areas for review and chose the Bonsack and Back Creek communities. They will also concentrate on the area around the Explore Project. IN RE: 1991-92 FISCAL YEAR BUDGET ~ Review of Staff Priorities set at January 10, 1991 BUdqet Kick-Off Meetinq. Mr. Hodge reported that the department heads had discussed the staff priorities at their budget kick-off meeting - January 11, 1991 03.5 -----, and identified the following as their highest priority items in the budget: a. Employees: maintain current level of funding, fund phase II of the salary survey; continue the current benefit level; meet state mandates; and evaluate services and program for potential elimination and prioritization. ~ Facilities/Equipment/ Parks: Maintenance of facilities and parks; vehicle replacement; best utilization of office space; consolidation of space as it relates to service delivery. ~ Economic Development seed money, look at fees, and tax rates for possible increased revenue Mr. Hodge further advised he will bring to the board a proposed 5% cutback list during the budget process. ~ Preliminary Revenue proiections for 1991-92. Mr. Hodge reported that the proj ected state funding loss is $2 million in schools. He further reported he would have revenue projections available in several weeks. ~ School Budqet School Superintendent Bayes Wilson and School Board Chairman Frank Thomas advised their highest priority was appropriation of funds to cover the anticipated loss of state funding of $1.8 to $2 million. other priorities included $350,000 for school bus replacement and $250,000 for roof replacement. They advised they do not plan on salary raises but hope to maintain the current level of programs and personnel. 03 6 January 11, 1991 - - In response to an inquiry from Supervisor Eddy regarding the Capital Improvement Program, Dr. Wilson advised that Cave Spring Junior High School and Green Valley Elementary School are the most critical needs of the schools. He further advised he would bring back a report on the new Cave Spring High School on February 12, 1991. Supervisor Nickens also requested a report on school buses at the February 12 meeting and a report from Keith Cook on the possibility of converting holidays, annual leave and sick days to personal time off leave. IN RE: ESTABLISHMENT OF OVERALL GOALS AND PRIORITIES FOR 1991. Following discussion, the board and staff identified the following goals and priorities in no particular order: - Two year budget analysis - Regional approach to water, sewer and landfill - Complete the new zoning ordinance - Preventative maintenance - Communication - Fiscal Planning - Emergency Services - Quality school system IN RE: ADJOURNMENT At 12:15 p.m., Chairman McGraw adjourned the meeting. ~q~~- ~teven A. McGraw, Chairman