6/2/1982 - Regular
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Board of Supervisors
County Administrator's Conference Room
630 East Clay Street
Salem, Virr,inia 24153
June 2, 19[12
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Chairman Edward C. Park, Jr. convened a special meeting of the Roanoke
County Board of Supervisors at 10:05 a.Tl., Wednesday, June 2, 1932, in the
County Administrator's Conference Room at 430 East Clay Street in Salem,
Virginia, pursuant to call of County Board Chairman Park and Supervisor
Robert E. Hyers, Chairman of the Roanoke County Administration Center Building
Committee.
The call was for the purpose of considering approval of a contract
with R. E. Lee and Son, Inc. for renovation of the Roanoke County Administra-
tion Center. The call and waiver of notice signed by all Supervisors is
filed in the records of the Office of the Clerk to the Board and set out
herein ver batim as follows:
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CO
OF
RO~}{O
1(~
DONALD R. FLA
COUNTY ADMIN IS
MAY W. JOHNSON
CAVE SPRING MAGISTERIAL DISTRI
EDWARD C. PAR ,JR., CHAIRMAN
VINTON MAGISTE L DISTRICT
ATHENA E. BUR N, VICE CHAiRMAN
WINDSOR HILLS M ISTERIAL DISTRICT
GARY J. MINTER
HOLLINS MAGISTERIAL DISTRICT
ROBERT E. MYERS
CATAWBA MAGISTERIAL DISTRICT
P. O. BOX 1079
SALEM. VIRGINIA 24153
June 1, 1982
Mr. Donald R. Flanders, Clerk
Roa ke County Board of Supervisors
430'East Clay Street
Sal , Virginia 24153
Dea Mr. Flanders:
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, Please call a special meeting of the Board of Supervisors of
Roa ke County for Wednesday, June 2, 1982, at 10:00 a.m. to be
hel in the conference room at the County Administrator's office
at ,30 East Clay Street in Salem, Virginia for the purpose of
con idering approval of a contract with R. E. Lee and Son, Inc.
for renovation of the Roanoke County Administration Center.
yours,
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\J1l1Y
CO
OF
RO~liO
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EDWARD C. PARI<, JR., CHAIRMAN
VINTON MAGISTERIAL OISTRICT
MAYW.
CAVE S
ATHENA E. BURTON. VICE CHAIRMAN
WINDSOR HIllS MAGISTERIAL DISTRICT
GARY J
HOLLIN
OHNSON
ING MAGISTERIAL Dlt..: T
INTER
MAGISTERIAL DISTRI
E MYERS
MAGISTERIAL DISTRICT
DONALD R. FLANDERS
COUNTY ADMINISTRATOR
ROBER
CATAW
P. 0, BOX 1079
SALEM. VtRGINIA 24153
June 2. 1982
We. the undersigned, being all the members of the Board of Supervisors
of Roanoke County, Virginia, do hereby waive any defects in the notice
of a special meeting of said Board of Supervisors of Roanoke County to
be held in the conference room at the County Administrator's Office at
430 East Clay Street in Salem. Virginia, on Wednesday. June 2. 1982.
at 10:00 a.m. for the purpose of considering approval of a contract
with R. E. Lee and Son. Inc. for renovation of the Roanoke County
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Administration Center.
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CJ C. Jr.. Chairman /
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(it Ca . I<~rfi-
Athena E. Burton, Vice Chairman
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)1lwy/;;
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Robert E. Myers
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Members present: Chairman Edward C. Park, Jr., Vice Chairman Athena E.
Burton, May W. Johnson, Robert E. Myers and Gary J. Minter.
Members absent: None.
IN RE:
WESTWARD LAKE DAM
Mr. Myers advised the Chairman that residents in the Westward Lake area
were present and desired an update as to the County's activities in resolving
the problems of the dam protecting the residents from the water stored in
Westward Lake. County Attorney Buchholtz advised the Chairman that for the
matter to be discussed a motion to receive a report on the matter would have
to be moved by a member of the County Board. Mrs. Johnson moved that a report
on the status of County activities regarding the Westward Lake dam be
presented by County Administrator Flanders.
County Administrator Flanders reported that the following actions had
taken place since the previous meeting of the Board with residents below the
dam:
1. The County lowered the water in the lake approximately four feet.
2. An emergency housing plan was set up for the residents below the dam.
3. A full time monitoring of water levels during storms will be
maintained.
4. The County met with representatives of the owners of the properties
in the area to expedite the owners completing the solution to the
problem.
5. We are implementing a program of daily monitoring of rain and water
levels of the lake in response to a request by the State Water
Control Board.
Chairman Park advised those in attendance that everything possible was
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being done by the County to protect the lives and property of those people
living below the Westward Lake dam. After the Board and Administration
responded to questions the meeting proceeded.
IN RE:
PRECINCT BOUNDARY LINES
The Chairman asked that Miss Elizabeth Leah, Registrar for the County,
address the County Board regarding precinct boundary problems as a result
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of the newly adopted boundary lines for senators and de1e~ates which must
be put into effect for the November, 1982 election.
Following Miss Leah's presentation, a motion was made by Mr. ~1yers
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that a public hearing be held on revised boundary lines for delgates and
senatorial districts on June 22, 1982, and that each Supervisor work with
Miss Leah on the boundaries of the precincts in their respective magisterial
districts. Motion carried by a unanimous voice vote.
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IN RE:
RENOVATION OF ROANOKE COUNTY ADMINISTRATION CENTER
Chairman Park called for consideration of the resolution regarding the
renovation of the Roanoke County Administration Center.
County Administrator Flanders reported that bids on major elements of
the work were received on May 26, 1982.
Chairman Park called on Mr. Dan Bolt of the architectural firm of VVKR
to review the bids. Mr. Bolt stated he was most pleased with the bids
received.
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After a complete review of cost estimates for the project itemized in a
letter from Mr. Bolt to County Administrator Flanders dated May 27, 1982,
(as follows) and a memorandum to the Board of Supervisors from County Admin-
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istrator Flanders dated June, 1982, (as follows) a motion was made by Mrs.
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Burton to include proposed additional item at an estimated cost of $111,900
to the guaranteed maximum price of $446,666. Storm windows added to the
project at an estimated cost of $20,500 as an energy savings measure would
justify the additional expense, and that the Building Committee be responsible
to phase the added work to hold total cost to the lowest possible total.
The motion carried on the following recorded vote:
AYES:
Supervisors Myers, Johnson, ~1inter, Burton, and Park.
NAYS:
None.
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484
VVKR Incorporated
Architecture Engineering Planning
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Southwest Virginia
Ottlce
SUite 200
Seven.O.Seven
Budding
PO Bo. 1950
ROdnoke
Vlrglnld
2~00B
Oltlces
Wastllnglon 0 C
Maryland
SOlllhwe,t Virginia
Tidewater Vlrglnld
Telephone
703 345-49B5
202 554.4335
27 May 1982
~1r. H. E. Walls, Jr.
R. E. lee & Son, Inc.
P.O. Box 7226
Charlottesville, Virginia 22906
Reference: Roanoke Co. Administrative Center
VVKR No. 82306
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Dear Mr. Walls:
The purpose of this letter is to advise you of the
following items:
1. The Owner/Contractor Agreement, AlA Document
AlII, will be executed by the County on 2 June
1982.
2. You are authorized to award the mechanical and
electrical sub-contracts immediately. This
was verbally approved by Bob Myers (who is on
the Board of Supervisors) on 27 May 1982.
3. Please submit a breakdown by 1 June 1982 of
the work included in:
a. General Conditions $24,000
b. Demolition, cutting &
patching $13,000
c. Carpentry $ 5,000
Please call if you have questions or if you need addi-
tional information.
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VVKR Incorporated
BY: Danny B. Bolt, AlA
DBB:bka
cc: Donald R. FlanderS"
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~ E H 0 RAN i) U :,1
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TO: !)OARIl OF Sl'PEiWlSC)!{S
FIWll: DONALD i{. FLM\DERS
DATE: June 2, 1982
SUBJECT: Roanokl~ C()uillV ;luminlstr;\l illl1 C\'nl.'r - ('PilI r,lel
TIll.' origin.d l:usl l'sl it.\al('s lor t Ill' \'()Ilv.'r~;i,," ,t! t llV ~1t. Verllon Schoo
illtll till' Roalll)kl' County ,\dministratioll CClltt'f" w.'r.' ;\~; tollow~;:
Cnnslruclillll Cllst Estimatt' -
$ /. '.II. . ()()()
Architectural F,-,('s-
I <) 1)00
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$ 'i I :l. 900
Accordingly, $515.000 was allocatl'd in the Fiscal yt'ars 1981-82 and
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1982-83 Budgets for this purpose.
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TIll' bids Tl'l'cived from a. E. 1..,'(' S. Son en May 26. 1982 totaled $459,87
These included :111 major architectural pwchiilllcal aod l'!('ctrical (dements f pm
the architect's original proposal as wpl1 as lht' follll\.:ing 1 istt'u items. wh .11
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: were not included in the origin31 estimate.
f. Enclose windows - Board Room
$ 1',,000
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:'- .11 ',0
1 g . OOO'~
1.800
600
21,900
a. Drivel '''iLlI and \o,ind()ws
b. lighting ft)r Doanl Meeting ]{IlOill
c. ]{efinishing Floor - Board !{OOIll
d. Roof rerlace~ent package
e. Kitchel' Unit - Board Room
*Thc bid received included reroofing the two old sections for a price 0
$23,000.
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g. Supervision
Tile building Committee recommends tbe reroofing of the old sf!ction of buildi g at a
l'ost of $10,000.
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on the glwranLL'eJ l1lilxil11\lIn cost (,j :';If')9,H7(), lllf' j"ollOlvillg Cilll be
subtr; .ted for Clmparisol1 pUrpilSI'S willi till' ori~;illill e~;lill1;ll,(' 01 ,S!~9tl,OOO
tllr tl' rl'l1ovatiol1 of the Lll:ilit\',
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$ If 'j 9 , B 7 ()
-lJ,OO!l
-2] ,'IOn
-J5,000
!i, liDO
- 2, ()'iD
- l,g(jfl
I{oof rep;lil'~,
SlI!l"I'visioll (I:.I:.!.('(' [, son)
!-:xtl'rior improvl'IIII'llts(Drivet) above play area
Lighting .. Bo;,rd f:ll'L,ting room
I{ef ill (~;11 floor - 1;"anl 11H'I" illg r(IOIlI
Ki tl' Ill' II \ III i 1
S !Ii) I , I ) h
II Vl'ver, all tll(' iJltc'l'lIollivc projeet~; listed i'xl'('pl the roofing, i;llOtlld 1)('
auJe'J ;11'1< into Ill(' priJj,'('t: !lllI~; hringing tlH' suh [iltal 10 ~;/,!tf),B7().
1\J)lJ 1 Tl NALS:
T ere are si'VL'rill o! lH'I' suh-pl'Oji'('l~; Ilt'l.tled I"" I Ill' d,'vi'lopllIt,'nl o( tite fae1 Ii l y:
In! (,r ii)r part i t i()I1~>
~; J I, ')00
IntL'riol' ~;i;.;nagl'
3,000
Pub1 ic i\ddre~,s system - Hoard ;'1<'i'l illg 1,()()I:l
2,000
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lii'cordill/', Svsli'l\I .' BOilr.! ~k'\'t illl'. "(lom
J..,BOO
Furniture - Board Heeting Room
12,700
!,fovin;.; supplement
3,000
!~l'\" counters
1 ,000
Exterior lights
2,000
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Parki ng lot developml'nt (Phasl' I)
1') ,000
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Exterior I"all tfL'atDlent
] o,t,on
~'ain cntral1C'C dC"l'lopf11ent
!O,OOO
Extt>rlllr signagi'
11,000
Plumhing improvl'1\1cnts - rest rOO!llS
..9 J.Q.O.9.
~,;i) 1. M)O
'1'1 ~se projl'cts 3dueJ to the project cost of ~;/f!16,i)7h, raise' it to;1 :"fand total
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of $53 ,276 as follows:
$446,376
+9J !.OO
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Ot let" sub
$538,276
')' ('('
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. '<'", /.Vt d
proJects'stuu ('
as part of the renova Lion , but not reconunendeJ as
part 0 this phase include:
StorM Windows $20,500
P;lrking Lot (2ne! Phase) S,OOO
Security Systen
30,000
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Funds to cover the $23.276 difference between the $')] 1.000 allocated 8 d
the $538.276 can be transferred' I 1(10) 8
In t I" :",:.--,] Budl',l't froIll t he Federal Rev!.: ue
Sharing Fund allocation.
IN RE:
RESOLUTION NO. 3160 AUTHORIZING THE COUNTY ADMINISTRATOR TO
ENTER INTO A CERTAIN CONTRACTURAL AGREE~1ENT FOR THE RENOVATION
AND REMODELING OF THE ROANOKE COUNTY ADMINISTRATION CENTER.
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia,
as follows:
1. That that certain proposal of R. E. Lee and Son, Inc. to provide the
services required in and about the remodeling and reconstruction of the
Roanoke County Administration Center at a guaranteed maximum cost of $446,666,
in accordance with the plans, specifications, and other documents relating to
such remodeling and rebonstruction, be, and such proposal hereby is accepted;
and
2. That any sums realized as a savings on said guaranteed maximum cost
shall inure exclusively to the benefit of Roanoke County and should such
guaranteed maximum cost be reduced in excess of $20,000, the contractor's
fee shall be reduced by 3% of all sums reduced below such $20,000; provided,
the terms of this resolution shall not preclude the Board from issuing
appropriate change orders which increase the aforesaid guaranteed maximum
cost; provided further, should such change orders exceed $20,000 over the
guaranteed maximum cost, the contractor's fee shall be increased by 5% of all
sums in excess of said $20,000; and
3. The County Administrator is authorized and directed to forthwith
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enter into contract with R. E. Lee and Son, Inc. upon a form approved by the
County Attorney, the same to be in strict accordance with the terms and pro-
visions hereof.
Adopted on motion of Supervisor Johnson and the following recorded vote:
AYES:
Supervisors Myers, Johnson, Minter, Burton, and Park.
NAYS:
None.
Mr. Myers explained he felt that it would be well to retain a person to
asked if an additional appropriation would be needed and Mr. Myers responded
--- that he felt that for the approximate three months the person would be needed
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the salary the person would earn could come from the savings he would
effectuate in the project, and therefore, no additional appropriation would
be necessary. Thereupon Mr. Myers moved that a person be retained to assist
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the County Administrator and staff and Building Committee in reviewing non-
bid items on the Roanoke County Administration Center project in an effort
to better control the flow of the project and costs of such non-bid items.
Motion carried by a unanimous voice vote.
IN RE:
CITY OF SALEM INCINERATOR
At the request of Chairman Park, Mr. Myers moved that the agreement with
the City of Salem for the deposit of five truckloads of solid waste per
workday at the City of Salem incinerator be now considered. Motion carried by
a unanimous voice vote.
Chairman Park expressed his concerns about use of the City of Salem
incinerator while still having to underwrite costs at the Regional Landfill.
He stated if rates at the landfill do not cover operational costs then the
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County would have to pay a percentage of those excess costs.
County Administrator Flanders pointed out that the use of the Salem
incinerator was a time saver for staff as trucks come into Salem at the
conclusion of a workday and that use of the incinerator extends the life of
the present landfill, replacement of which will be extremely costly in
property loss as well as engineering and development expenses.
County Board Chairman Park stated he felt the Regional Landfill Board
should be studying alternatives to the present process of hauling solid wastes
and pointed out the City of Akron uses solid wastes for heating various
buildings and that he asked three years ago that the Regional Lanfill Board
look at alternatives.
County Administrator Flanders further stated he has asked the County
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representative on the Regional Solid Waste Board to submit a written report
to the Board regarding the operation of the landfill and plans of the Landfill
Board for long term handling of solid wastes.
Mrs. Burton felt a study should be made of the cost impacts on the
Regional Landfill operation of the County transferring five truckloads per
workday to the Salem incinerator.
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Mr. Park felt that he ~1anted no toore landfills developed in the County
and that other alternatives be developed.
Mr. Minter felt that it may be to the advantage of the County to have an
expansion of the Salem incinerator to relieve further the use of the Regional
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Landfill.
A discussion followed as to a schedule for consideration of the budget.
Chairman Park stated the County Board would be meeting at 1:30 p.m.,
Tuesday, June 8, at the Airport Sheraton with state legislative representa-
tives regarding secondary highway allocations to Roanoke County, followed by
a meeting at 3:00 p.m. with State Transportation Director Harold King and
that the Board then could convene into a budget study 'session at 5:00 p.m. at
the Salem-Roanoke County Civic Center before the regular meeting of the Board
at 6:00 p.m. that evening.
IN RE:
EXECUTIVE SESSION
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Chairman Park stated he had a request for an executive session from
Mr. James Buchholtz, County Attorney. Motion by Mr. Myers to consider the
matter of going into executive session pursuant to tir. Buchholtz's request.
I Motion carried on a unanimous voice vote.
A motion was made by Mrs. Burton to go into executive session pursuant
to Virginia Code Section 15.1-344 (a) (6) regarding a personnel matter. The
motion carried on a unanimous voice vote. The Board then went into executive
session at 11:20 a.m.
Mr. Myers moved to reconvene in open session at 11:40 a.m. The motion
carried on a unanimous voice vote.
IN RE:
CHECK MAILING PROCESS
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Upon a motion by Mr. Myers to consider a matter that John Chambliss,
Finance Director, wished to explain relative to improving the County's check
mailing process, the motion carried on a unanimous voice vote. Mr. Chambliss
explained a piece of heat sealing equipment that he would like to include
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in the Finance Department budget which will improve the use of new data
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processing equipment. He stated he is requesting an inclusion of $10,000
additional funds in the budget to cover cost of the equipment wiring and
maintenance contract. This should cut down manpower costs for various
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operations. ~1r. Chambliss stated the purchase of this equipment will be on
the next agenda of the County Board.
IN RE:
ADJOURNHENT
On motion of Supervisor Myers and a unanimous voice vote, the meeting
was adjourned at 11:50 a.m.
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