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1/20/1990 - Special January 20, 1990 033 - - Roanoke County Board of Supervisors Holiday Inn-Tanglewood Hotel Roanoke, Virginia 24018 January 20, 1990 The Roanoke County Board of Supervisors of Roanoke County, Virginia, met this day at the Holiday Inn-Tanglewood Hotel, this being an adj ourned meeting from the regularly scheduled meeting held January 9, 1990 for the purpose of a Board of Supervisors retreat. IN RE: CALL TO ORDER Chairman Robers called the meeting to order at 8:10 a.m., and due to the nature of the meeting, suspended the regular rules of order. MEMBERS PRESENT: Chairman Richard Robers, Vice Chairman Steven A. McGraw, Supervisors Lee B. Eddy, Bob L. Johnson, Harry C. Nickens MEMBERS ABSENT: None ---- 034 l' January 20, 1990 STAFF PRESENT: Elmer C. HOdge, County Adm1n1strator; Paul M. Mahoney, County Attorney, Mary H. Allen, Clerk to the Board - - L- IN RE: MYERS-BRIGGS TESTS Diana Trent, a consultant trained in analyzing Myers- Briggs tests was present, and analyzed the tests that the board members and staff had previously taken. IN RE: REVIEW OF PRIORITIES SET AT JULY 1989 RETREAT At the 1989 July retreat priorities were established which included improved relations with the citizens, better communication and emphasis on economic development. The board reviewed the progress made on these priorities. An audit by mail or telephone on response to citizens complaints was requested to ascertain satisfaction. Supervisor McGraw requested a tougher approach to zoning complaints and Supervisor Johnson suggested cross-training Planning Department staff to enforce violations. There was considerable discussion on the county newsletter, Roanoke County Todav. There was board consensus that the newsletter needs to be more timely, informative and better distributed. Several specific suggestions were made for improvements. The board and staff also agreed to continue efforts at improved communication with constitutional officers and committee January 20, 1990 035 - members. The board expressed agreement that economic development efforts have improved. They directed Mr. Hodge to set up trips to Chesterfield County and Greensboro, North Carolina for ideas to streamline the development and inspection process. IN RE: OTHER TOPICS Previous to the retreat, the Board members offered suggestions on subjects to be discussed. The following subjects were discussed with direction given to the staff how to proceed. 1. Consolidation County Administrator Elmer Hodge advised that a work session will be set to study the agreement prior to the public hearing. 2. Resource Authority Following discussion, the board asked the staff to have available at the next Resource Authority meeting documentation of all costs associated with both proposed landfill sites. They further directed Mr. Hodge to contact Roanoke City concerning their willingness to negotiate a contract to join the new landfill and asked for a report on costs to expand recycling. Mr. Hodge will bring back that information during the budget process. 3. SDring Hollow Reservoir Mr. Hodge advised that a work session will be set up within 60 days on the reservoir, and will include any tax rate necessary to finance the reservoir. .------- 036 January 20, 1990 4. Stormwater Manaqement l= County Attorney Paul Mahoney was requested to again investigate the possibility of purchasing homes that are continuously flooded. 5. Police Department Supervisor Eddy suggested waiting to go forward with the transition to a police force until the General Assembly has approved funding. Other board members did not agree. 6. Fire and Rescue Following discussion, the Board directed Mr. Hodge to initiate discussions on a possible mutual aid agreement with all neighboring localities that would provide for an automatic response from the closest station. Supervisor Nickens asked for a report on how many times Roanoke City has come into Roanoke County to respond to calls. 7. utility Fees Supervisor Eddy expressed concern about the high costs of connection fees. Mr. Hodge presented a chart of comparison fees with other jurisdictions. He advised he would set up a meeting with County staff and Supervisor Eddy to discuss this further. 8. Budqet Considerations There was considerable discussion on the proposed 1990/91 budget. There was board consensus that revenue projections should be realistic with only a 1% to 2% variance, and that the Board should determine where any surplus would be appropriated. Mr. Hodge reported that he will prepare a list of capital '" t r l ! January 20, 1990 037' needs ror 1nclus1on into the budget process. Supervisors McGraw and Johnson recommended increased salaries for all school and county employees. Supervisor Robers asked that a alternatives to Blue Cross-Blue Shield be considered to save on heal thcare costs. The Board members asked for an employee turnover/attrition rate for the past several years. Supervisor Eddy recommended a study of efficiencies and economies throughout the county and suggested improvements to the budget forms. 9. SUDervisors Meetinq Facilities and Procedures Supervisor Eddy presented recommendations for moving the board members to the floor and changing the seating arrangements for the staff in the community room. The Board directed the staff to study the changes and bring back possible designs with cost estimates. Supervisor Eddy also suggested rotating the seating and voting at meetings. The Board had no comment on this suggestion. In response to a concern from Supervisor Eddy regarding the timely completion of the Board of Supervisors minutes, Clerk Mary Allen advised that she had handled additional responsibilities over the past several years, but would make an effort to bring them up to date within the next three months. Supervisor Eddy also expressed concern at the number of staff who attended board meetings. Mr. Hodge responded he felt it was important that they be informed of the board's actions and that they be available to answer questions. The Board directed that for a three-month trial period, only the County Administrator, County ~~- 03 8 ~! January 20, 1990 Attorney, Clerk to the Board and three Assistant County Administrators would attend meetings. staff located in the Administration Center should be available to provide information at meetings if necessary. "- IN RE: RECESS At 5: 09 p. m. Chairman Robers recess the meeting to Sunday, January 21, 1990 at 1:00 p.m. following lunch with staff. IN RE: SUNDAY, JANUARY 21 SESSION At 1:15 p.m., Chairman Robers reconvened the meeting. All board members were present. Also present were County Administrator Elmer Hodge, County Attorney Paul Mahoney, Clerk to the Board Mary Allen, Assistant County Administrators John Chambliss, John Hubbard, Don Myers, Director of Finance Diane Hyatt, Director of Management and Budget Reta Busher, Economic Development Director Tim Gubala, Fire and Rescue Chief Tommy Fuqua, Public Information Officer Anne Marie Green, and Human Resources Director Keith Cook. 1. Budqet Discussion Director of Finance Diane Hyatt presented the budget revenue projections for the 1990/91 budget. Following discussion with the staff, the board members directed the staff to provide them with additional information ~o be included in the budget January 20, 1990 03 9 ~ - process. It was decided to include both an "addback" and "cutback" ==:1 list from departments to encourage the staff to study ways of reducing costs. The board also requested continued study with the school administration on the possibility of consolidation of services. 2. Priorities Established by the Board Following discussions with the staff, the Board members listed their individual priorities. From that list, the Board established a consensus on what priorities to emphasize during the 1990 year. They were: A. Roanoke County Resource Authority (Landfill, Recycling) B. Capital Improvement Plan (Spring Hollow Reservoir, Major Maintenance, ASbestos, Drainage, Equipment Replacement) C. Budget (economies, efficiencies, employee salaries) D. Economic Development E. Emergency Services (Police Department, Fire Department Rescue) IN RE: EXECUTIVE SESSION At 3: 05 p.m., Supervisor Johnson moved to go into Executive Session pursuant to the Code of Virginia 2.1-344 A to discuss legal matters, the consolidation agreement as it pertains 04 0 January 20, 1990 to West county, Glenvar and Salem. The motion carried by the ~ following vote. NAYS: Supervisors Johnson, McGraw, Eddy, Robers supervisor Nickens AYES: IN RE: CERTIFICATION OF EXECUTIVE SESSION At 3:35 p.m., Supervisor McGraw moved to return to open session and certify the Executive Session. The motion carried by the following recorded vote: AYES: supervisors Johnson, McGraw. Eddy, Nickens, Robers NAYS: None RESOLUTION 12190-1 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 January 20, 1990 04 1 superv1sors or Roanoke County, Virginia hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive meeting 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 and upon the following recorded vote: AYES: Supervisors Johnson, McGraw, Eddy, Robers NAYS: Supervisor Nickens IN RE: EXECUTIVE SESSION At 3: 40 p.m., Supervisor Nickens moved to go into Executive Session pursuant to the Code of Virginia 2.1-344 A to discuss legal matters concerning the consolidation agreement. The motion was defeated by the following recorded vote: AYES: Supervisors Nickens, Johnson NAYS: Supervisors McGraw, Robers, Eddy IN RE: CONSOLIDATION AGREEMENT o 4 2 ¿~ January 20, 1990 'l'nere was a general. d1SCUSS10n on the impact to the consolidation agreement if Roanoke County does not approve it and it is turned over to a citizens committee. There was also discussion on the possible changes that the General Assembly can make to the proposed agreement and what options Roanoke County will have at that time. Supervisors McGraw and Eddy both advised they still had questions regarding the agreement that they would like answered prior to voting. Supervisor Johnson suggested that they send any questions they may have through the Board of Supervisors office and the negotiating committee will attempt to provide answers to all board members. ,- IN RE: ADJOURNMENT At 4:30 p.m., Chairman Robers declared the meeting adjourned. ~rs, Chairman f