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9/26/2005 - Special 1043 September 26, 2005 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 September 26, 2005 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County School Administration Office, 5937 Cove Road, N.W., Roanoke, Virginia, this being an adjourned meeting from September 13, 2005, for the purpose of a joint work session with the School Board. IN RE: CALL TO ORDER Chairman Drew Barrineau called the School Board meeting to order at 5:27 p.m. MEMBERS PRESENT: Chairman Drew Barrineau, Vice-Chairman Michael W. Stovall, Jerry L. Canada, William A. Irvin, III, Marion G. Roark MEMBERS ABSENT: None STAFF PRESENT: Dr. Linda Weber, Superintendent; Dr. Lorraine Lange, Deputy Superintendent of Instruction; Tom Hall, Assistant Superintendent of Personnel; Allen Journell, Assistant Superintendent of Administration; Penny Hodge, Director of Budget and Finance; Ben Williams, Associate Director of Testing/Remediation; George Assaid, Construction Projects Coordinator; Chris Lowe, Construction Projects Coordinator; Dr. Martin Misicko, Associate Director of Operations and Transportation; Brenda Chastain, Clerk to the School Board; Darlene Ratliff, Deputy Clerk to the School Board Chairman Michael Altizer called the Board of Supervisors meeting to order at 5:28 p.m. The roll call was taken. 1044 September 26, 2005 MEMBERS PRESENT: Chairman Michael W. Altizer, Vice-Chairman Michael A. Wray, Supervisors Joseph B. “Butch” Church, Richard C. Flora, Joseph P. McNamara MEMBERS ABSENT: None STAFF PRESENT: Elmer Hodge, County Administrator; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Paul M. Mahoney, County Attorney; Diane D. Hyatt, Chief Financial Officer; Brent Robertson, Director of Management and Budget; Diane S. Childers, Clerk to the Board; Teresa H. Hall, Public Information Officer IN RE: ART MUSEUM PROPOSAL Chairman Barrineau recognized the following individuals who were present to discuss the art museum proposal: Dr. Lorraine Lange; Georgeanne Bingham, Executive Director of the Art Museum; and Susannah Koerber, Chief Curator. Dr. Lange advised that the program will be a partnership between Roanoke County, the Art Museum, and Virginia Tech. Roanoke County is currently the only participating locality and will be serving as the pilot for the regional art program, which will be housed at Arnold R. Burton. Roanoke County Schools will integrate their curriculum with the Art Museum program, which is based upon a model from a museum in New York. As other school systems decide to donate, it is anticipated that the program will be moved to the Art Museum. Dr. Lange advised that a budget will be developed and will include stocking material, teacher salaries, student transportation, consultant fees, and curriculum development. The program is projected to be in place by September 2006. 1045 September 26, 2005 Dr. Lange indicated that Ms. Bingham will be presenting this proposal to the Board of Directors of the Art Museum for approval. Ms. Bingham advised that there may be modifications to the proposed program, but the basic plan that is in place will remain. She stated that this program was created by the Art Museum as an outgrowth of a meeting that occurred seven years ago between the Gates Foundation and the major art museums throughout the country. At that meeting, the art museums were challenged by the Gates Foundation to become more involved in public school education to help address needs that were not being met due to recent funding cuts. Ms. Bingham advised that this program provides the opportunity to address these concerns and to develop a pilot program that will be used as a model throughout the United States. Supervisor Altizer stated that Roanoke County is stepping forward with respect to this project and he voiced support for the program, as well as for the partnership between Roanoke County Schools and the Art Museum. Supervisor Wray questioned how long the program in New York has been in place. Ms. Bingham advised that the pilot program in New York had been in place for ten years and the curriculum uses the arts as a method of learning and teaching. She further noted that the program has a proven track record of raising test scores. Ms. Lange stated that the curriculum integrates the Standards of Learning (SOLs) as well as art. She advised that the curriculum will be clearly defined during this year and will begin in September 2006. Ms. Bingham noted that the Art Museum is not attempting to 1046 September 26, 2005 remove art programs already in existence; they are working to enhance the existing programs and to supplement other programs. Mr. Stovall requested information regarding the program for K-2 students. Ms. Bingham advised that a curriculum will be developed based on literacy, which is the focus of the program. She stated that the content is currently being developed and additional staff will be hired for this purpose. Supervisor Church noted that Ms. Bingham had stated that she intended to do some things differently with this program, and he requested that she elaborate on these plans. Ms. Koerber stated that the program is imbedding the arts and the process that is used in a museum to work with real objects and examine things over time. It will involve an analysis of what is going on, finding research sources, synthesizing information, and presenting it in a multitude of ways. She indicated that this methodology will ultimately be used to teach across the curriculum to fundamentally address the core subjects. Ms. Bingham advised that critical thinking skills, literacy, and observation are key components of the program. Mr. Barrineau inquired about the possibility of incorporating this program with the schools’ laptop initiative. Ms. Bingham advised that Virginia Tech supports live distance learning and this would blend well with the County’s laptop initiative. 1047 September 26, 2005 IN RE: STANDARDS OF LEARNING AND ADEQUATE YEARLY PROGRESS SCORES Dr. Lange advised that all County schools passed their standards of learning (SOL) tests and every school in the system has attained annual yearly progress (AYP) which is part of the No Child Left Behind program. She presented a Power Point presentation which outlined the accomplishments of the school system. Mr. Williams stated that the test scores are still preliminary and will be finalized by the state in another month. He stated that there are 27 SOL tests administered by the schools and the average SOL pass rates in Roanoke County were between 88% and 91%. He noted that there were significant percentile increases in the various subject areas which contributed to these outcomes. Mr. Williams reported that to attain AYP, every school in the system must meet all 29 scoring criteria. He advised that all schools in Roanoke County attained AYP, and the school division as a whole made AYP. Only 49% of the school districts in Virginia made AYP, and an even smaller percentage of divisions made AYP in all of their schools. He indicated that the school system must increase their AYP benchmark scores by 4% across the board in each of the coming years. Mr. Barrineau stated that $1,169 per child is unfunded with regard to the No Child Left Behind mandate, and he indicated that the schools serve 15,000 students. Dr. Weber voiced concerns about the growth of federal mandates which are not accompanied by funding. She advised that the schools participated in a state study 1048 September 26, 2005 which examined specific criterion relating to costs. She indicated that 15 staff members were involved with the study and that a significant amount of effort went into trying to accurately reflect the costs involved in meeting the educational needs of students. Dr. Lange stated that the low teacher/student ratio is essential to maintaining the high level of test scores. In response to an inquiry from Supervisor Wray, Dr. Lange advised that there are approximately 300 students in the schools that do not speak English. This number has increased from 100 students several years ago. Mr. Stovall noted that No Child Left Behind is an unfunded mandate and that some school divisions have sued or opted out of the program. Dr. Lange noted that the future goal of 100% pass rates is unrealistic due to the fact that new students are entering the school district each year and may not have received the necessary background and support to achieve pass rates. Supervisor Church stated that this information needs to be communicated to parents so that they are aware of all the efforts being put forth by the school system. Supervisor Altizer recommended that an annual joint meeting, which will be televised, be held between the Board of Supervisors and the School Board to publicly discuss these types of issues. There was a general consensus to proceed with this type of annual meeting. Dr. Lange advised that the schools are currently undergoing review for district accreditation by the Southern Association of Colleges (SAC). Ms. Hodge 1049 September 26, 2005 advised that for the fourth year in a row, Roanoke County Schools has been honored by Expansion Management magazine as a Gold Medal Winner. She noted that the County had the fourth highest educational quotient (EQ) rating in the State of Virginia. IN RE: MEDICARE DRUG SUBSIDY Ms. Hodge advised that Medicare Part D will be available as a supplemental program as of January 1, 2006, for employees and retirees age 65 and older. She indicated that for the first time, Medicare will provide prescription drug coverage. As part of this change, the federal government is encouraging employers who are currently offering prescription drug benefits to continue offering it to active and retired employees age 65 and older. A federal subsidy program is being offered to companies who will continue to offer prescription drug coverage; however, it will not come close to the full cost of the coverage. To apply for the subsidy, employers must go through an application process which has recently been extended to October 31, 2005. In preparation for this, Ms. Hodge advised that she and Diane Hyatt worked with Palmer & Cay Consultants and determined that the County’s group health plan for employees and retirees is more generous than the Medicare Part D program. In light of this fact, retirees will likely want to remain on the County’s plan. With respect to the schools, Ms. Hodge indicated that there is an early retirement work program which is supplemented with an insurance benefit for the five years that an employee is on the program. It is approximately 50% of subscriber only coverage. If the County were to apply for the subsidy, it would be pro-rated and the actuaries have determined that the 1050 September 26, 2005 County could possibly realize $12,000 - $15,000 in subsidies. However, the cost of implementation and the actuarial report, which would be needed every several years, would result in such a minimal gain that participation in this program is not recommended for the schools. With respect to County employees, Ms. Hodge noted that the County does not offer an early retirement plan but they do offer health insurance benefits for retirees. This is approximately 89% of the single premium; therefore, this results in a potential gain of $60,000. It was noted that this potential gain is not net of the cost. Ms. Hodge advised that the County will go through the application process and then make a determination as to whether the subsidy is a meaningful financial gain or whether the fees incurred in participating will exceed any potential gain. She further indicated that the County must inform all employees and retirees over the age of 65 of this option. If retirees choose to participate in Medicare Part D, the County would not receive a subsidy. Ms. Hodge outlined the time frame for meeting deadlines with respect to this program and indicated that as long as retirees stay on the County’s plan, they can still join Medicare Part D within 63 days of ending coverage with the County. Ms. Hyatt stated that this will not come to the Board of Supervisors and School Board for action because it is part of federal legislation; however, this information is provided because it affects any retirees and active employees over the age of 65. If employees sign up, they must pay a premium of approximately $30 per 1051 September 26, 2005 month for Medicare Part D. Ms. Hyatt advised that staff will advise employees that they do not have to sign up for the program and that their current coverage is better than what is being offered by Medicare. She further stated that group meetings with employees may be scheduled in November. There was discussion regarding how federal funding for this program could be impacted in light of the need to divert monies to reconstruction costs as a result of Hurricane Katrina. Ms. Hyatt advised that a mailing will be sent to all eligible employees and retirees explaining the process. IN RE: USE OF ROANOKE COUNTY LAND Dr. Misicko advised that funds were appropriated for improvements to or future construction of the following school facilities: Northside High School; William Byrd High School; and a possible new school for Cave Spring Middle or Elementary. He noted that the School Board owns the site on Merriman Road; however, the general feeling is that while the site is sufficient to accommodate a school building, it is not large enough for ball fields and other facilities. He indicated that the schools are looking at future growth possibilities near the existing Cave Spring Middle School and on Route 221. He advised that the construction committee is considering hiring a firm to investigate future growth in the South County area, and they are requesting input from the Board of Supervisors regarding anticipated growth in the area. Dr. Misicko noted that there had previously been discussion regarding use of a village concept in the Route 221 area; if so, they would like to participate jointly with the County. 1052 September 26, 2005 Supervisor Altizer stated that any study needs to include the East County area, as well as the Cave Spring area. Supervisor Wray noted that growth is occurring in the Route 221 area and cited the new Mason’s Crest development. Dr. Misicko stated that if the schools conduct a study, they would like to do so jointly with the County. He advised that they need to identify sites for possible construction of a new school. Mr. Barrineau stated that the schools want to make sure they are working together for the same purpose as the County. Supervisor Altizer recommended that another joint work session be scheduled to discuss this issue, and he noted the need to involve the Community Development Department in these discussions due to their knowledge of future growth areas. Mr. Stovall indicated that he was not interested in conducting a study if it is possible to meet with the Board of Supervisors and jointly discuss future development areas. Supervisor Church stated that this should be a fairly simple process and it should include the input of departments with the necessary information. Supervisor McNamara concurred and stated that a study is needed and should include input from the Community Development Department. He indicated that it is the School Board’s responsibility to determine what is needed with respect to construction and funding; to prioritize and rank the projects; and let the Board of Supervisors work with them from a funding perspective. He also noted the need to address the growing imbalance between the two South County high schools. Supervisor McNamara further indicated 1053 September 26, 2005 that any additional information that the schools need regarding population growth can be provided by staff in the schools and County. He stated it is incumbent on the School Board to enlist the study and prioritize the projects, then meet with the Board of Supervisors. Mr. Stovall concurred with Supervisor McNamara’s remarks. He noted, however, that the schools renovated Bonsack Elementary School and very soon thereafter, a new apartment complex was built in the area and contributed to overcrowding at the school. He stated that this type of information is essential to the schools making informed decisions regarding construction and renovation projects. Mr. Barrineau referenced Supervisor McNamara’s earlier comments with respect to the imbalance between the South County high schools, and advised that this problem is the result of an imbalance between the two middle schools which contributes to the imbalance in the high schools. He stated that once the middle school imbalance is resolved, it will resolve the issue at the high school level. Mr. Canada stated that if the schools are able to convert the existing Cave Spring Middle School into another elementary school, then the goal is to re-direct the attendance lines to equal out the population at Cave Spring and Hidden Valley High Schools. This is viewed as a long- term solution to the overcrowding situation. Supervisor McNamara inquired if the County could provide information to the schools regarding land availability. Mr. Hodge responded in the affirmative and stated that it might be necessary to go to an outside source for census data. Mr. Hodge 1054 September 26, 2005 inquired if the schools have made a decision with respect to the use of the Merriman site. Both Mr. Barrineau and Mr. Canada responded that the schools would like to be able to make a decision regarding this issue. Mr. Hodge noted that the County is looking for additional park land. Dr. Weber stated that the Merriman site is not ideal because it will not support playing fields. She indicated that the problem is that if the school is not put on this site, then additional land must be located for this purpose and she noted that this is difficult in South County. She stated that they want to be practical because if they are building a new middle school, the decision must be justified based on anticipated future growth. Dr. Weber noted that the current Cave Spring Middle School site is an excellent choice for a new elementary school; however, it is not ideal for the middle school anymore and it does not support the appropriate population size to feed into Cave Spring High School. Mr. Hodge stated that the sooner a decision is made regarding the Merriman site, the sooner this information can be factored into future decisions. He indicated that if a study is done, it should be done County-wide and he will dedicate the necessary County staff to assist with the study. Supervisor McNamara recommended taking the Merriman site out of consideration as a future school site and moving forward with the decision making process. Supervisor Flora advised that 30-50 acres will be needed for a school site. He stated that there must be collaboration with the Board of Supervisors to determine what type of growth will occur, and therefore what will be needed in terms of school 1055 September 26, 2005 facilities. He noted that he anticipates that growth in the Route 221 area will expand rapidly because it is the only South County land still available that is suitable for development. Mr. Mahoney suggested that a joint meeting of the School Board, Board of Supervisors, and Planning Commission be held to discuss this issue. He further recommended that Dr. Misicko contact the Community Development Department to discuss the Comprehensive Plan with respect to future growth areas. Supervisor Flora stated that the School Board has identified tracts of land in the South County area that would be feasible as a school site. Supervisor Wray stated that the Clearbrook area should not be ruled out for future growth potential in light of expanding commercial development in the area. IN RE: BUDGET INITIATIVES Mr. Barrineau stated that there was a recent need for contingency planning regarding the availability and cost of fuel as a result of Hurricane Katrina. He advised that most of the school budget is salary driven, and unforeseen occurrences put pressure on the budget. He requested that the Board of Supervisors authorize the School Board to establish a contingency fund to be carried over annually in order to respond to unexpected events. He advised that at present, the schools have identified cost reductions totaling $225,000 which are possible through increased efficiencies. He advised that the contingency would be self-funded by the schools. Supervisor Church voiced support for the change. 1056 September 26, 2005 Supervisor McNamara questioned if the contingency would be funded at year-end or the beginning of the fiscal year. Mr. Barrineau advised that the schools are requesting a contingency of $2 million which will be funded at year-end. He further requested that the contingency fund be in place by the end of the year. In response to an inquiry from Supervisor Wray, Mr. Barrineau advised that the schools do not yet know the amount of their year-end surplus. Supervisor Altizer inquired if action by the Board of Supervisors is required to implement the schools contingency fund. Mr. Mahoney advised that when the Board of Supervisors adopts the annual appropriation ordinance, there is a specific appropriation regarding year-end surplus. Ms. Hyatt stated that this is a revision of the year-end policies which were adopted last year. Supervisor Altizer indicated that a maximum limit is needed on the contingency fund so that it does not continue to grow. Mr. Barrineau noted the significant capital funding needs of the schools, and he advised that initial estimates for construction have been greater than anticipated. He inquired if the Board of Supervisors had an interest in revisiting the capital funding allocation to allow both sides to accomplish more with respect to capital funding. Supervisor McNamara stated that $600,000 in capital allocations every year will grow into a significant capital funding stream in future years. Supervisor Flora stated that renovations to Northside High School were originally projected to cost $9 million; however when the architects report was received, the cost estimate was $24 million for September 26, 2005 1057 the preferred project scope. Supervisor McNamara recommended a contingent increase following analysis of revenue projections. Ms. Hyatt stated that the debt drop- off is currently being used for funding the CIP program. Ms. Hodge further advised that the Virginia Retirement System (VRS) pool indicates that the current rate is approximately 12%. The actuaries are advising the VRS Board that this must increase to 17%> next year, which equates to a $2 million cost to Roanoke County schools. IN RE: ADJOURNMENT Chairman Barrineau recessed the School Board meeting at 7:19 p.m. Chairman Altizer adjourned the Board of Supervisors meeting at 7: 19 p.m. Submitted by: Approved by: ÎJJÔAQ) £ . CiJltAf)) Diane S. Childers, CMC Clerk to the Board JuLL~è 14· ailZ~ Michael W. Altizer Chairman 1058 September 26, 2005 This paQe intentionallv left blank