HomeMy WebLinkAbout1/27/2007 - Special
January 27,2007
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Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
January 27, 2007
The Board of Supervisors of Roanoke County, Virginia, met this day at the
Woods End residence, 5000 Titan Trail, Roanoke, Virginia, this being an adjourned
meeting from January 23, 2007, for the purpose of a joint retreat with the School Board.
IN RE:
CALL TO ORDER
Chairman Roark called the meeting to order for the School Board at
9:09 p.m.
MEMBERS PRESENT: Chairman Marion G. Roark; Vice-Chairman Jerry L. Canada;
C. Drew Barrineau; William A. Irvin, III; Michael W. Stovall
MEMBERS ABSENT: None
STAFF PRESENT: Dr. Lorraine S. Lange, Superintendent; Allen W. Journell,
Assistant Superintendent of Administration; Tom H. Hall,
Assistant Superintendent of Personnel; Penny A. Hodge,
Assistant Superintendent of Finance; Dr. Jane James,
Director of Technology; Dr. Martin W. Misicko, Director of
Operations; Chris Lowe, Construction Projects Coordinator;
Brenda Chastain, Clerk; Darlene Ratliff, Deputy Clerk
Chairman McNamara called the meeting to order for the Board of
Supervisors at 9:10 p.m. The roll call was taken.
MEMBERS PRESENT: Chairman Joseph P. McNamara, Vice-Chairman Richard C.
Flora, Supervisors Michael W. Altizer, Joseph B. "Butch"
Church, Michael A. Wray,
MEMBERS ABSENT: None
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January 27, 2007
STAFF PRESENT:
Elmer C. Hodge, County Administrator; Diane D. Hyatt, Chief
Financial Officer; John M. Chambliss, Assistant County
Administrator; Dan O'Donnell, Assistant County
Administrator; Paul M. Mahoney, County Attorney; Mary V.
Brandt, Assistant Deputy Clerk
IN RE:
OPENING REMARKS
Chairman Roark thanked the Board of Supervisors for participating in the
retreat and advised that she was looking forward to hearing the Board's updates.
Chairman McNamara thanked the School Board for hosting the retreat.
He advised that he looked forward to a year of change and finding new methods of
providing services while making the most efficient use of resources.
INRE:
SCHOOL PRIORITIES
1. Technology Highlights and Plans.
Dr. James advised that the laptop program is in its fifth year and doing
well. She further advised that a comprehensive program evaluation is underway
involving students, teachers, and the community, the results of which will be presented
to the School Board. Dr. James reported that more digital text books and on-line
learning experiences are being added to the program.
Dr. James advised that the networks in all schools have been upgraded to
100 megabytes and that wireless access and IP telephone systems have been installed
in each building. The wide-area network will be upgraded this summer to increase
bandwidth and provide equal access to all areas of the County.
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Dr. James reported that all middle school teachers have received new
laptops and elementary teachers are receiving refurbished laptops. She advised that
additional laptop carts with refurbished laptops will be deployed in elementary and
middle schools beginning next year to achieve a ratio of one computer to every five
students. She added that interactive whiteboards are being installed in elementary and
middle schools in fall 2007 and that the elementary schools that have not yet been
renovated will receive new Windows computer labs purchased with state technology
grant funds. She concluded that the instructional technology resource teachers hired to
satisfy Standards of Learning requirements have had a positive impact on the teacher's
use of technology.
Supervisor Church requested the status of the security systems.
Dr. James reported that security systems are being installed in all schools and will
include cameras at all entrances and exits. She added that certain schools will monitor
additional areas at the principal's discretion. Mr. Stovall advised that two additional
cameras will be installed at William Byrd Middle School in problem areas. He added
that the Police Department had conducted a survey of the schools and determined that
11 of the schools could be entered without the office being aware of the fact. Dr. Lange
advised that several schools now have buzzers at their entrances and that Burlington
Elementary School will have its entrance reconfigured so that visitors must go directly to
the office upon entering the school. Mr. Canada added that the security systems are
digital and have a large memory capacity. He also reported that since the installation of
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the security system, fighting in the schools is down. Ms. Roark noted that the system
also includes the use of dummy cameras.
Mr. Hall advised that the existing policy on cameras on school buses was
expanded to include the cameras in the schools regarding who is allowed to view the
security tapes. Mr. Stovall advised that student privacy is respected in areas such as
bathrooms. Mr. Canada reported that perimeter lighting has been increased around
schools to increase the effectiveness of the cameras.
Supervisor Altizer suggested that ITT be contacted to see if they would
consider donating infrared cameras for use on school exteriors. Dr. Misicko advised
that the cameras are a Sony brand and are designed to operate in low ambient light
conditions. It was the consensus of the School Board to consider approaching ITT
regarding a donation of infrared cameras.
Supervisor Wray inquired whether telephones had been installed in all
classrooms to facilitate teacher communication. Dr. James responded that all
classrooms now have telephones and that the wiring for mobiles was almost complete.
In response to an inquiry from Supervisor Wray, Dr. James advised that the existing
Macintosh computers will be phased out and replaced with Dell computers.
2. School Capital Improvement Plan (CIP)
Mr. Canada advised that the School Board has not changed its CIP Plan;
however, the projects on it have been broken down into three tiers and listed in
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alphabetical order within each tier. Mr. Barrineau reported that he had participated in
two presentations on the joint CIP funding program, one in Chicago, Illinois, and one in
Williamsburg, Virginia; and that while Roanoke County seems to be forward of other
localities in its funding approach, more needs to be done.
Dr. Misicko advised that his department reviewed the Schools' current and
future needs to put together the information to be presented. He further advised that
this information had been compiled by his engineering staff over a period of a few
weeks and that the cost estimates were based on the current construction costs for the
Northside High School renovation. The growth rates were calculated based on school
growth rates over time as well as the results of redistricting.
Mr. Lowe advised that the current list of future capital projects is:
(1) William Byrd High School (addition)-$6,506,700; (2) South County middle school
(new construction)-$21,605,000; (3) Glenvar High School (additions and
renovations)-$9,139,250; and (4) Cave Spring Middle School (elementary school
conversion)-$4,381,875.
Mr. Lowe advised that the projects in the Schools' CIP Plan have been
grouped into three tiers based on levels of need. He further advised that Tier 1 projects
represent schools that have multiple capital needs such as: expansion, renovation,
HVAC, new roofing, lockers, abatement, new floors, new plumbing, new electrical,
and/or new windows. Tier 2 projects are schools that have less extensive capital needs
including: expansion, HVAC, new roofing, lockers, abatement, and/or new floors. Tier 3
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projects represent schools that have been through recent renovations or expansions
and have minor capital needs.
Mr. Barrineau and Supervisor Church requested that a copy of the
presentation be given to the Board members. Dr. Misicko responded that Board
members would be given a copy of the presentation on a CD. Ms. Roark advised that
since this CIP presentation was based on in-house estimates, it was not for public
review.
Mr. Lowe further advised that the Tier 1 schools are: (1) high schools:
Cave Spring, Glenvar, and William Byrd; (2) middle school: Cave Spring; and
(3) elementary schools: Cave Spring, Green Valley, Masons Cove, and Mount Pleasant.
The Tier 2 schools are: (1) middle schools: Hidden Valley, Northside, and William Byrd;
(2) elementary schools: Burlington, Clearbrook, Fort Lewis, Glen Cove, Glenvar, Penn
Forest, and W.E Cundiff. The Tier 3 schools are: (1) high schools: Hidden Valley and
Northside; (2) middle school: Glenvar; and (3) elementary schools: Back Creek, Bent
Mountain, Bonsack, Herman L. Horn, Mountain View, and Oak Grove.
Mr. Lowe reviewed the year each school was built, the current capacity,
the estimated future capacity based on projected growth, and the average percentage
of enrollment growth. He briefly described the needs of each school and reviewed the
potential renovation budget. He noted that there are four possible future capital projects
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that were not included in this presentation. These tentative projects are: (1) R.E. Cook,
(2) Roanoke County Career Center, (3) bus garage, and (4) South County property.
Supervisor Altizer inquired what the student capacity will be for the new
addition at William Byrd High School. Dr. Misicko reported that the new addition will
increase the school's capacity by 450 students. Mr. Stovall advised that although
William Byrd High School has undergone one expansion, it is the fastest growing school
in the County. Supervisor Flora noted that the previous addition was built ten years ago
and that a study prepared five years ago indicated that the school would be over
capacity prior to this.
In response to an inquiry from Supervisor Wray, Mr. Irvin reported that
Cave Spring Middle School was built in 1956.
Mr. Barrineau advised that there have been inquiries about sending
additional students to Cave Spring High School. He reported that Cave Spring Middle
School has reached capacity so redistricting is not feasible at the present time.
Supervisor Wray inquired if Cave Spring Middle School had been
renovated in the past. Mr. Irvin reported that some renovations were been done ten
years ago. Mr. Hodge inquired if land was available for renovating the school.
Dr. Misicko responded that it would be necessary to demolish the industrial arts wing in
order to build an addition adjoining the existing structure. Mr. Hodge suggested
purchasing the adjacent property located on the corner. Dr. Misicko stated that the
owners had not been approached yet. Mr. Lowe advised that the property has three
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January 27, 2007
owners. Mr. Canada advised that Cave Spring Middle School should be renovated
since it is in a good location and that a new elementary school be constructed.
In response to an inquiry from Supervisor Wray, Mr. Irvin reported that
there would be adequate room to renovate the middle school if the two existing
additions were demolished. Supervisor Flora noted that renovations for Cave Spring
Middle School had been planned five years ago. Mr. Irvin advised that the corner
property could provide additional room for the renovation. Supervisor Wray
recommended that the School Board obtain the corner property if necessary.
Mr. Barrineau reported that there has been minimal growth at Cave Spring
Elementary due to redistricting and some of the trailers will be removed as a result.
Dr. Misicko advised that Masons Cove Elementary will have its gym floor
replaced this summer due to moisture problems and that the school has a coal furnace
which should be replaced with an electrical system since it is difficult to repair the piping
due to their location. Mr. Hodge noted that the gym floor had been replaced eight years
ago. Dr. Misicko reported that it had been replaced; however, the floor has received
additional moisture damage and needs to be replaced again. He added that the firm
hired to evaluate the problem recommended that the floor be removed and the concrete
pad sealed prior to laying a new floor.
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Supervisor Altizer advised that there are 200 new houses under
construction in the Mount Pleasant School District. Mr. Canada reported that this
neighborhood will undergo tremendous growth in the near future.
Mr. Hodge inquired if the gyms in all schools should be upgraded with air
conditioning. Mr. Canada suggested that air conditioning should be added to schools
as they are renovated until all schools are equipped with it. Dr. Misicko advised that the
gym at Northside was being air conditioned as a part of the renovation.
Ms. Roark reported that even with redistricting, the enrollment at Northside
Middle School did not decrease due to new growth in the district. She added that there
are five new housing developments under construction in North County and that of the
five, four of the developments will feed into Fort Lewis Elementary. Mr. Canada advised
that there is a need to keep the Schools' engineering department abreast of new
construction for planning purposes. Mr. Lowe advised that the engineering department
is informed of property rezonings but not new construction that is built by right.
Supervisor Church advised that he has been talking to the major builders
and that in the next ten years, it is anticipated that 600 or 700 new homes will be
constructed.
Mr. Barrineau advised that mandatory preschool will have a major impact
on elementary school capacity if the Governor's initiative is implemented.
Ms. Hodge reviewed the Tier 1 projects against the current funding stream
and note that two Tier 1 projects were facing shortfalls in funding. Mr. Canada advised
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January 27, 2007
that the total funding needed for Tier 1 projects is $104 million. In response to an
inquiry from Mr. Hodge, Ms. Hodge reported that the $104 million figure includes the
anticipated shortfalls. Mr. Hodge stated that the funding schedule was inadequate.
Mr. Canada advised that there is a need for further discussion regarding funding.
Mr. Barrineau advised that the current funding plan does not cover all the Schools'
capital needs.
Supervisor Flora inquired if the current list of projects was based on the
list of priorities adopted several years ago by the School Board. Ms. Hodge responded
that all the projects in the adopted CIP were included on the list as well as some
additional projects.
3. Bus Garage
Dr. Misicko advised that the school bus garage is a very old facility. He
further advised that if the County builds a new garage as proposed, the Schools are
requesting the garage across the street for their use. Mr. Hodge reported that the
County planned to return that facility to the Schools.
IN RE: ADDITION OF CLOSED MEETING
Chairman McNamara advised that he and Chairman Roark were
requesting that a closed meeting be added as Item E, pursuant to the Code of Virginia
Section 2.2-3711 A (3) discussion concerning real estate. He added that Items E and F
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would become Items F and G It was the consensus of both Boards to add the closed
meeting.
4. School Budget
Ms. Hodge reported that the Schools' budget had been presented at a
public hearing at the last School Board meeting. She advised that the Schools would
be receiving approximately $3 million less this year from the state. Ms. Hodge added
that she had worked with Ms. Hyatt to prepare the budget allocations, and she reported
that medical insurance and Virginia Retirement System expenses are increasing. She
further advised that the School Board will have a budget summit on March 1, 2007, and
would present their budget to the Board of Supervisors at a joint session on March 13,
2007.
IN RE:
RECESS
Chairman McNamara declared a recess at 10:30 a.m. The Board
returned to open session at 10:45 a.m.
IN RE:
COUNTY PRIORITIES
1. Western Virginia Regional Jail
Mr. Chambliss advised that the construction pad is complete and that
permits have been obtained for a river crossing for utilities. He further advised that the
construction contract should be finalized in February 2007. The projected construction
schedule is 700 days, and it is estimated that the building will be ready for occupation
by the end of December 2008. He added that bonds and notes for construction
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January 27, 2007
expenses have been sold and that the funds are ready for use. Mr. Chambliss reported
that the building will receive Leeds certification for the many green features that have
been incorporated into its design.
Mr. Chambliss advised that the four participating jurisdictions are sharing
the cost of the project as follows: (1) Franklin County-32 percent; (2) Montgomery
County-20 percent; (3) Roanoke County-38 percent; and (4) City of Salem-10
percent. He stated that the participating localities will pay their share of the debt service
payment beginning with fiscal year (FY) 2009-2010 and that payments will be made
quarterly in advance. He added that the operating share of the per diem cost will be
due at the close of each month based upon actual use beginning when the facility
opens.
Mr. Chambliss reviewed the projected impact on the Roanoke County
budget for use of the regional jail by fiscal year as outlined below:
FY 2006-07 FY 2007-08 FY 2008-09 FY 2009-10 FY 2010-11
Capital $ 1,337,886 $ 1,763,927
Operating $ 482.311 1.474.927 1.315.972
Total $ -0- $ -0- $ 482,311 $ 2,812,813 $ 3,079,899
He added that a funding source for Roanoke County's share of debt
service has been identified and included in the Future Debt Service Fund.
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Mr. Chambliss reviewed the projected budget for the regional jail as
shown below. He advised that these costs are above and beyond the expenses for the
Sheriff's office and the operation of the local jail.
Operating Expenditures
Capital Reserves
Projected Per Diem Rates
FY 2008-09
$ 6,375,380
500,000
42.19
FY 2009-10
$16,065,956
1,000,000
42.19
FY 2010-11
$16,869,253
1,500,000
43.17
Total Debt Service Payments
$ 3,520,753 $ 4,641,912
2. Renovations to the Existing Roanoke County Jail
Mr. Chambliss advised that the Department of Corrections has granted
permission for the three local jails used by the localities constructing the regional jail to
remain open primarily as holding facilities for inmates awaiting trial and/or sentencing.
He reported that in order to ensure that the operating and mechanical equipment at the
existing Roanoke County jail were adequate to keep the facility functional for the next
25 years, Hayes, Seay, Mattern and Mattern was commissioned to evaluate the facility's
needs. The study revealed a need for approximately $3.3 million in renovations for the
facility. He reported that these renovations include work on or replacement of the
heating and cooling equipment (heat pumps), door locks, intercoms and cameras,
ventilation system control equipment, and improvements to the electrical service.
Mr. Chambliss advised that inmates may need to be relocated at times
during the renovations. He further advised that some of the major equipment
replacements will be scheduled after the overcrowded conditions are relieved by the
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transfer of inmates to the regional jail. He reported that a failure of major components
of the system prior to the renovations could require the relocation of some or all of the
inmates from the impacted area.
Mr. Chambliss advised that the City of Salem will share the cost of the
renovations and that their share of the cost will be $825,000. Roanoke County's share
has been identified and scheduled at the rate of $500,000 per fiscal year beginning with
the current fiscal year.
Mr. Chambliss reported that Spectrum Design will prepare the design. He
stated that the first major repair will be the cooling tower which must occur while the
weather is cool. He added that the bids will include an option for replacing the related
pump system at the same time. These repairs will occur during spring 2007.
Mr. Chambliss reported that the local jail is designed to house 107
inmates; but that due to overcrowding, it frequently houses 285 to 300 inmates in
addition to the 25 to 100 individuals typically on home monitoring or in other alternate
corrections programs. He added that depending on the mix of the inmate population,
the County has often outsourced 20 to 40 inmates to other local jails during peak
periods. He concluded that the new regional jail will bring welcome relief to these
overcrowded conditions.
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3. New County Garage Facility
Mr. Chambliss advised that the County recently purchased an 8.9 acre
site located on Hershberger Road for $415,000 which could be used for either a garage
which will require a re-zoning of the property or as the site of the proposed new North
County fire station for which the current zoning is adequate. He reported that the
County plans to purchase additional property nearby since additional land is needed to
construct both projects.
He further advised that Spectrum Design will design the proposed garage
facility which will serve the needs of the County and the Western Virginia Water
Authority (WVWA). This new facility will allow staff to service more vehicles including
many of those that are currently outsourced. He added that the cost savings created by
servicing County vehicles in-house could be applied to the debt service. The facility
would also house the welding shop and communications shop currently located at the
Kessler Mill Road facility.
Mr. Chambliss advised that the existing four-bay County garage and the
rented garage in Salem are over capacity providing repairs and maintenance for the
combined County and WVWA fleet of over 700 vehicles. He stated that not only is the
limited service space a problem, there is also a shortage of parking for vehicles waiting
for service or pick up. He stated that the WVWA has indicated a desire to share in the
cost of the new facility with the County.
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January 27, 2007
Mr. Chambliss reported that staff plans to present a proposal to the Board
within the next 60 days to purchase up to 10 acres of land at an approximate cost of
$1 million and to move forward with preparations to begin construction of the new
garage. The projected cost of the facility is $5 million and will be shared by the VNWA.
Mr. Chambliss advised that the garage will occupy 23,000 square feet with
eight bays for automobiles and light trucks, eight bays for heavy trucks including solid
waste and fire trucks, and storage and office space. The communications shop will
occupy 4,954 square feet with four bays with lifts, a shield room, and other technical
areas. The welding/repair shop will occupy 5,350 square feet and have one bay with lift
and one large bay with overhead crane to remove and repair solid waste vehicle
components. The total size of the building will be 38,100 square feet. He advised that
construction is scheduled to begin in fall 2007.
4. New Public Safety Center
Mr. O'Donnell advised that the building and technical systems were
substantially completed in December 2006. He further advised that the emergency
radio system and E-911 dispatch were relocated in November and that the Information
Technology Department and all servers were relocated in December. He reported that
the Police Department relocation is currently underway and should be completed by the
end of January. He added that Fire and Rescue is also in the process of relocating and
should be finished by early February.
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Mr. O'Donnell advised that final completion of the project is scheduled for
early March 2007 and that the grand opening is scheduled for the third week of March.
He further advised that he would be pleased to arrange tours for any interested parties.
He stated that the temporary access road will be removed and the storm water pond
and ground repairs will be completed by the first week of March. He added that the
former Public Safety Center will be vacated by the end of May 2007 after the tower is
removed and the building is cleaned.
Mr. O'Donnell reported that the total operational costs currently not
budgeted are estimated to be $237,900. He advised that this estimate is based on
current utility rates and is subject to change should the American Electric Power rate
increase be approved. The estimate was prepared using the following data:
> Utilities-gas, electricity, water, and sewer
(based on engineers estimates minus utility cost of old building)
$321,500
> Voice over internet protocol (VOIP) phone system maintenance
(which has been operational for a full year for testing and training)
$41 ,400
> Less amount budgeted for partial year in 06-07
Total additional operating costs
(125.000)
$237,900
Mr. O'Donnell thanked the School Board for their cooperation during the
construction process.
Supervisor Church added that this project was well conceived, completed
on budget as well as on schedule, and welcomed by the community; and as such, a
positive experience. He added that he believed the citizens are pleased with the result.
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5. Emergency Radio System
Mr. O'Donnell advised that the 800 MHz analog radio system needs to be
replaced with a new digital system. He stated that this system is shared by the County,
City of Roanoke, Town of Vinton, Roanoke Valley Resource Authority, and Roanoke
Regional Airport. He reported that the original cost estimate was $26 million and that
the City of Roanoke and the County were to share the cost. Mr. O'Donnell advised that
the City of Roanoke has informed the County that they will not be able to pay their
share.
Mr. O'Donnell further advised that Motorola has recently informed their
clients that the life of the analog systems may be extended due to a larger than
expected surplus of replacement controllers. He stated that the County may be able to
extend its analog system if the current controllers are replaced. If the County chooses
to pursue this option, the replacement controllers should be replaced as soon as
possible as they are no longer being manufactured and will be offered on a first come-
first served basis. He added that the cost estimate to replace the old controllers is
approximately $1.1 million which will be shared with the City of Roanoke. He reported
that the County is working with a consultant to determine the best way to extend the life
of the system.
Mr. O'Donnell advised that it will also be necessary to find a replacement
for the digital data system that controls the information relayed to the mobile data
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terminals as support from Motorola for the existing analog equipment will be
discontinued in 2009-10. He reported that the preliminary cost estimates for
replacement of all necessary mobile data equipment is approximately $3 to $4 million
which would also be shared with the City of Roanoke.
Mr. O'Donnell advised that the consultant IS undertaking a life-cycle
analysis of the current radio system to determine exactly what is required to extend the
life of the system. He stated that these preliminary cost estimates will be refined during
this process and that the consultant's report should be delivered by March 2007.
Mr. O'Donnell concluded that it will still be necessary to upgrade the current system
within the next five to six years and that the cost estimates will have to be updated at
that time.
In response to an inquiry from Supervisor Altizer regarding the City of
Roanoke's inability to pay its share, Mr. O'Donnell responded that the Board will need to
address that issue.
Mr. Wray stated that it will become evident within the next five years
whether the City of Roanoke has the funds for their share. Mr. O'Donnell stated that
this is an issue that needs to be addressed at a higher level. Mr. Hodge advised that
the system itself will dictate that the City of Roanoke respond. Mr. O'Donnell added that
the City of Roanoke will need take action by 2012-14 when the system will have to be
replaced.
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January 27, 2007
6. Multi-generational Recreation Center
Mr. O'Donnell advised that Roanoke County received an unsolicited
proposal under the Public Private Education Facilities and Infrastructure Act (PPEA) to
construct a multi-generational recreation center from First Choice Public Private
Partners (English Construction and Moseley Architects) in November 2006. He advised
that the proposed location for the center is within a business park English Construction
is planning in North County and that the center would act as an anchor for the business
park. He added that there is an asphalt plant currently located on a portion of the
property and that this plant must be successfully relocated in order for the business park
to move forward.
Mr. O'Donnell advised that details of the PPEA proposal are proprietary,
so the exact scope of the facility will be determined after Part II PPEA proposal
submittals are reviewed and a comprehensive agreement is negotiated. He stated that
the preliminary scope is for a facility of 60,000 to 80,000 square feet with fitness,
aquatic, gymnasiums, program rooms, and an indoor jogging track. He further advised
that the preliminary cost estimate is $20 million to $25 million depending on the final
project scope. He added that the project is expected to generate all operating revenues
but debt service will not be paid from operating revenue.
Mr. Hodge advised that the business park will generate revenue; however,
the County will need to offset some of the infrastructure cost. He added that English
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Construction has requested that the County provide water and sewer to the site and that
it will cost approximately $2.5 million to do so. He advised that there are prospects
currently interested in the business park and that the park will generate additional jobs
and revenue. He added that the multi-generational recreation center will compliment
the County's sports marketing efforts.
In response to an inquiry from Supervisor Wray, Mr. O'Donnell reported
that the County has not yet completed a site inspection. Mr. Hodge reported that
English Construction has invested approximately $250,000 in the project and that each
year the site remains undeveloped costs the County $2 to $4 million in potential
revenue.
Mr. Irvin inquired if a 50-meter pool was part of the project's scope.
Mr. Hodge responded that Chairman McNamara has requested that a 50-meter pool be
included in the scope. Mr. O'Donnell reported that competing firms have until
February 5, 2007, to submit Part I PPEA proposals. Mr. O'Donnell advised that the
scope has yet to be determined and that the County will make those decisions later in
the process.
Mr. Canada noted that there is a demand for a 50-meter pool from the
area's competitive swim teams. Supervisor McNamara advised that these details could
be discussed in greater detail during the closed meeting.
Mr. O'Donnell advised that once the asphalt plant is relocated,
construction could begin in late fall or early winter 2007. He added that the estimated
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construction schedule is 24 months. He further advised that the multi-generational
recreation center will have a capital cost of $20 million and that the funding source has
not yet been identified.
Mr. Hodge reported that several agencies were interested in partnering
with the County on this project and he advised that the School Board was welcome to
participate if interested.
7. South County Library
Ms. Hyatt advised that the County has hired an architectural firm from
Ohio in partnership with a Blacksburg, Virginia, firm to design a new County library on
the Merriman Road property. She further advised that the design is for a 56,000 square
foot facility and will include walking trails through the wetlands as a site enhancement.
Ms. Hyatt advised that the building and parking area will avoid the 100-
year flood plain and the wetlands. The walking trails through the wetlands will connect
to Penn Forest Elementary School on the Merriman Road side of the property and with
Darrell Shell Park on the Crystal Creek Drive side of the property. She stated that the
Virginia Department of Environmental Quality and the US Army Corp of Engineers are
pleased that the County plans to use the property's wetlands for educational purposes
and that development grants may be available for that purpose. She added that the
entrance to the facility will be located across from Penn Forest Elementary School and
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that the Virginia Department of Transportation (VDOT) will redesign on the curve on
Merriman Road to tie it into the entrance to the site at a future date.
She reported that a work session will be held on February 13, 2007, to
present the preliminary design plan to the Board. Ms. Hyatt advised that the plan
includes community space, young adult areas, a coffee shop with drive-thru window,
and a book store/gift shop area in addition to a well-arranged traditional library area
featuring stunning views. She added that certain areas such as the community space,
coffee shop, and book store would be segregated to enable them to remain open when
the library is closed. The building will have two levels and will be surrounded by a
reading garden.
Ms. Hyatt reported that the preliminary budget for the project is $15 million
and that the County has already allocated $2 million in funding. She advised that since
the radio system conversion has been postponed, the library will be moved up on the
County's funding schedule. She stated that construction is expected to begin in late
2007.
Supervisor Wray advised that the facility will be located at a lower grade
than the road so that the building will seem to flow with the terrain. In response to an
inquiry from Mr. Hodge, Ms. Hyatt reported that the geotechnical evaluation is complete
and the results are better than anticipated.
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8. Staffing Needs
Mr. Hodge advised that County staff has done a great job on these
projects with the tools given to them by the Board. He further advised that the regional
jail involved four localities working together, two of which the County has never worked
with prior to this project. The County has wanted to reach out to Montgomery County
and Virginia Tech, and this project has allowed that to happen. He added that John
Chambliss and the members of the Board deserve much of the credit for inviting the
other localities to participate in this project.
Mr. Hodge advised that he would review the County's staffing needs which
include the Police Department, Fire and Rescue, and the new North County fire station.
9. New North County Fire Station
Mr. Hodge advised that that the Hollins Fire Station is the County's busiest
and runs a third more calls than it is staffed for. He added that it is difficult to get
volunteers. He further advised that in order to address this issue, the County has
purchased land for a new fire station. He added that with the Hollins station so busy,
there is the possibility of a call being missed which could lead to tragedy.
9. Utility Upgrades, Repairs, and Extensions
Mr. Hodge advised that the County has received multiple requests for the
extension of utilities, some of which have been discussed with the Board. He reported
that some of these requests would create economic development opportunities. He
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79
advised that repairs to the County's existing utility system will cost approximately $1.5
million. He reported that the fire in the Vinton area has forced the County to re-examine
the urgency of the repairs and that a work session with the Board had recently been
held on this subject. He further advised that certain portions of the system require
immediate attention and that the WWJA is working with the County to address these
concerns.
10. Parks, Recreation, and Tourism Master Plan
Mr. Hodge advised that copies of the master plan have been provided to
the School Board. He reported that staffing needs have not been included in the master
plan. He further advised that the master plan represents an opportunity for the Schools
and the County to work together to maximize the use of facilities. He added that the
City of Roanoke is interested in working with the County to coordinate services and that
the City of Salem may also participate. He stated that this is an opportunity to develop
new methods of meeting the increased demand for fields and services.
11. Update on Project Funding
Mr. Hodge advised that the County is moving forward with the South
County Library. He added that the other County libraries also have needs that must be
addressed to meet the increasing demand for library services throughout the County.
Mr. Hodge advised that the disposition of the old public safety building
needs to be decided. He added that the changing role of the County with respect to
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January 27, 2007
road maintenance is also a concern. He further advised that the staffing of school
resource officers needs to be discussed when the time is right.
Ms. Hyatt advised that a schedule identifying the funding status of all
current County projects had been distributed. She reported that the highlighted projects
still need funding sources. She stated that the County will continue working until
funding sources are identified for all the projects.
Ms. Hyatt advised that the capital portion of the regional jail is already
funded, but the funding for the operating costs has not yet been identified. She added
that the renovations to the existing jail have been funded for the first year using year-
end funds, so an ongoing source needs to be identified for the remaining renovations.
She reported that the garage funding was derived from monies in the major and minor
capital accounts. She added that $5 million in funding has been identified, but another
$1 million remains to be funded. Ms. Hyatt stated that the new library is partially funded
but that the balance of the funds for the project will come from a future bond issue. She
further advised that the current upgrade to the radio system will be funded from minor
capital but that the digital conversion tentatively scheduled for 2011-12 will only be
partially funded from the bond issue.
Ms. Hyatt advised that the multi-generational recreation center has an
estimated cost of $20 to $25 million, and the County is still looking for funding sources.
She added that there are several smaller expenditure items that are not ongoing that
January 27, 2007
81
may help offset some of the cost. New revenues from the proposed North County
business park will help offset the cost as well. Funding has been set aside for the land
for the North County fire station, but funds are needed to construct the facility and for
staffing. Ms. Hyatt further advised that utility system repairs and upgrades need to be
built into the CIP as an annual expenditure. She added that there are economic
development funds available for the Valleypointe Phase II water and sewer installation.
INRE:
LUNCH RECESS
Chairman McNamara declared a recess at 11:45 a.m. for lunch. The
Board returned to open session at 12:20 p.m.
FUTURE REVENUE SPLIT AND CAPITAL IMPROVEMENT PROGRAM
(CIP) FUNDING
Supervisor McNamara advised that the Schools and the County have
made great progress by developing the joint CIP funding plan. He further advised that
the Board of Supervisors is planning to reduce the real estate tax rate as part of this
year's budget, and he noted that the second year of the Governor's biennial budget is
always tighter.
Supervisor McNamara advised that the average residential assessment
went up 8 percent for urban and 12 percent for suburban and that past increases have
been much higher on agricultural or undeveloped land and commercial properties. He
stated that the current increase in real estate assessments for urban and suburban units
IN RE:
has been the biggest by far, and the Board will have to take action. He reported that
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January 27, 2007
assessments have not yet reached 100 percent of value, so assessments will increase
next year also. He stated that this is good for revenues but bad for the citizens.
Supervisor McNamara advised that as a result of the CIP funding plan, the
Schools and the County are much better off than they were ten years ago. He further
advised that during the recent years of good revenue, the County has increased its cash
reserves and its general fund balance. He noted that the Schools have also set aside
cash reserves. However, from a capital perspective, not enough is being set aside to
satisfy capital needs and take care of the needs of the citizens.
Supervisor McNamara advised that both the County and the Schools need
to work together to prioritize and allocate revenues. He stated that the County and
Schools should consider acting unilaterally in certain circumstances to make the best
use of revenue. He advised that a method should be agreed upon to split revenues in a
predictable way.
Supervisor McNamara recommended the following allocation method. He
advised that the key to this method is true revenue growth. He added that earmarked
funds for certain items for both the Schools and the County have traditionally not been
included in revenue growth and that they would not be included using this method
either.
Supervisor McNamara advised that at the first level, revenue growth for
the Schools and the County will be combined. Adjustments to this combined revenue
January 27,2007
83
growth will be net economic development incentives, state mandated and funded
positions, and earmarked funds.
Supervisor McNamara further advised that at the second level, the
following expenditure increases will be deducted from the combined revenue growth:
(1) changes in VRS; (2) changes in health insurance; (3) changes in dental insurance;
(4) changes in life insurance; (5) a salary increase of 3 percent or the state targeted
increase, whichever is greater; (6) changes in CPMT funding; and (7) an additional
$600,000 in capital contributions.
Supervisor McNamara advised that at the third level, the balance
remaining after the previous allocations would be distributed as follows: (1) the first $2
million will be evenly divided between the Schools and the County ($1 million each);
(2) the next $3 million will be evenly divided between the Schools, the County and
capital ($1 million each); and (3) any amount greater than $5 million will be returned to
the citizens as a tax reduction. He further advised that the tax reduction would be given
prior to reaching this level.
Supervisor McNamara advised that this method allows the Schools and
the County to continue to meet needs and set aside additional revenue for capital during
good years. He stated that using this method would allow the Schools and the County
to make sound planning decisions.
Supervisor Flora advised that this method is similar in many respects to
the method for allocating revenue currently in use.
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January 27,2007
In response to an inquiry from Mr. Stovall regarding the additional
$600,000 in capital contributions, Supervisor McNamara advised that this figure
represents the existing CIP funding contribution and not an additional amount.
Supervisor Flora noted that the Schools and the County have made
independent decisions regarding salaries in the past and that this method of allocation
will only make it official policy.
Mr. Stovall inquired if it would be possible to use the money allocated for
discretionary spending at the third level for CIP funding. Supervisor McNamara
responded that he preferred to retain the spending flexibility.
Mr. Barrineau inquired if the allocations at the third level would be
renegotiated during a year with poor revenue growth. Supervisor Flora responded that
there would not be additional funds during a year with poor growth. Supervisor
McNamara advised that revenue would be allocated according to the method until funds
were exhausted.
Mr. Hodge inquired how staff increases would be handled. Supervisor
McNamara advised that mandated staff was covered at the first level. Mr. Stovall
suggested that the method could be revised if necessary to deal with unanticipated
circumstances. Mr. Hodge advised that it was a good plan, but he added that there will
always be extenuating circumstances such as the need for the County to take on road
maintenance.
January 27,2007
85
Supervisor Church advised that the Schools and the County may end up
with new boards if we don't remember whose money we are spending. He stated that
we need to give something back to the citizens. He further advised that real estate
assessments are going up much faster than the consumer price index and that we need
to remember the citizens' budgets.
Supervisor McNamara advised that in Roanoke County, assessments on
single family residences have risen 12 percent and that the overall rate has risen
7 percent. Mr. Canada reported that Prince William County had recently readjusted
their assessments downward due a decrease in property values resulting in lost
revenue. Supervisor McNamara further advised that the County is required by the State
to assess property at 100 percent of value. Mr. Hodge stated that the new allocation
method should be put in place and allowed to work.
Supervisor Flora noted that all the items at the second level are mandated
with the exception of salary increases and capital contributions, so he requested that
salary increases be switched with changes in CPMT funding to more accurately reflect
the funding priority of each item. He also requested that the numbers be run using this
method to allow both Boards to see the actual figures.
IN RE: ROANOKE COUNTY CAREER CENTER (RCCC), SOUTHVIEW
(FORMER PUBLIC SAFETY BUilDING), AND ART MUSEUM
Dr. Lange advised that the Schools have not yet received the necessary
estimates to make a decision regarding the RCCC. Dr. Misicko reported that making a
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January 27,2007
decision on a new location will be the first step. Supervisor Altizer advised that it will not
be possible to use the old William Byrd High School for the RCCC because the $10 to
$12 million in renovations that would be required could not be justified. Mr. Hodge
advised that the State is still interested in the former public safety building if the Schools
decide not to use it for the RCCC.
Dr. Misicko stated that once the RCCC is moved to a new location, they
plan to surplus the old RCCC building. Mr. Hodge recommended that the Schools keep
the building. . Mr. Stovall advised that the School Board is not able to sell unwanted
property. Supervisor Flora responded that the School Board could sell the property with
permission from the Board of Supervisors since the law was changed a few years ago.
Dr. Lange advised that although the Schools are interested in developing
an art program in conjunction with the Art Museum, they do not need all the funds
allocated to the project. She reported that there had been a delay receiving the budget
from the Art Museum; however, the budget has been received, and Mr. Mahoney has
prepared a contract which the museum is ready to sign. Mr. Hodge advised that the art
program should not be undertaken unless it is possible to continue the program. He
further advised that the County would reallocate the surplus funds. Dr. Lange
responded that she was requesting funding to begin the program.
Supervisor Altizer advised that the Board agreed to allocate $50,000 on a
one-time basis in order to develop an agreement with the Art Museum for an art
January 27, 2007
87
program for the Schools. He further advised that he would recommend that the Board
retract the funding unless action is taken within 60 days.
Mr. Hodge advised that the funding for the art program was intended to
create a connection with Virginia Tech, but that the funds should be reallocated if that
connection is not feasible. Dr. Lange inquired if it would be acceptable if the museum
signed the contract within the next 60 days. Mr. Hodge responded in the affirmative.
Supervisor Flora advised that he thought the purpose of this project was to
create a partnership between the Schools and the Art Museum and that he was not
aware that Virginia Tech was to be involved since the university is not a strong
supporter of the arts. He further advised that he thought the $200,000 was to buy
services from the Art Museum for students and citizens.
Supervisor Altizer advised that he understood that the funds were to be
provided to the Art Museum as fees for service. Dr. Lange reported that the budget had
been agreed on and that Mr. Mahoney had prepared a contract which the museum is
ready to sign. Mr. Hodge reiterated that this project was to create a regional partnership
with Virginia Tech as well as to create a governors' school type program. Dr. Lange
advised that part of the contract is for the use of the Art Museum's facilities. Mr. Hodge
stated that the Art Museum should be given 60 days to sign the contract and begin
providing services.
Supervisor McNamara inquired what benefits the proposed program would
provide to students. Dr. Lange advised that the program would allow students to study
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January 27, 2007
art in the classroom as well as at the museum. Mr. Mahoney advised that the program
is still a work in progress so the agreement was prepared on a renewal basis to allow
the Schools the opportunity to determine whether the services provided by the Art
Museum were of benefit to students. He further advised that the program should be
looked upon as a trial program and that the governor's school would be housed at the
museum once the it is built.
Supervisor Wray advised that he saw no value in providing assistance to
the Art Museum unless there was a clear benefit for the students. Mr. Hodge requested
an explanation for the program's delay. Dr. Lange advised that the museum has
recently undergone major staffing changes.
Dr. Lange advised that she will have the museum sign the contract and
she would evaluate the program once it is operational. Supervisor McNamara stated
that the Board agreed to provide $200,000 in funding to the museum and that the Board
should honor its commitment. Mr. Stovall advised that the museum wants the funding
and has agreed to provide services. He further advised that if the museum fails to
provide those services, it would be a breach of contract. Dr. Lange responded that the
museum is eager to begin the program.
January 27, 2007
89
IN RE:
RESERVOIR ROAD BOUNDARY ADJUSTMENT
In response to an inquiry from Ms. Roark regarding the status of the
Reservoir Road boundary adjustment; Mr. Chambliss advised that he, Mr. Mahoney,
and Mr. Canada had recently met with the administrator and deputy administrator of
Botetourt County to discuss the situation. He further advised that a boundary
clarification had been undertaken a few years ago for properties located on Hill Drive,
and it was decided that other areas along the Botetourt boundary requiring clarification
should be taken care of in a systematic fashion. He reported that the older Hollins
community is primarily African American and that there are also newer upscale
subdivisions in the area. He reported that approximately 100 properties are affected by
the boundary adjustment and that almost half the properties are divided by the
boundary line. He advised that these divided properties will be considered a part of
whichever locality the house or improvement is located in.
Mr. Chambliss advised that there are approximately 14 school-age
children that will be impacted. He stated that the decision was made to allow the
affected property owners to decide which school system to use in cases where the
property is split. He added that the owners of properties located completely in Botetourt
County will be given that option. He reported that the School Board has decided to
allow the five students living in properties that will be located in Botetourt County after
the adjustment to attend Roanoke County Schools on a tuition basis if they so choose.
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January 27,2007
Mr. Chambliss advised that the boundary map is being finalized and that
community meetings will be held for the property owners who will be affected. He
further advised that the same policy used to decide which school district a property is
located in will also be used to decide in which jurisdiction the property will be taxed and
where the owners will vote. He added that letters notifying the affected residents will be
mailed in late March and community meetings will be scheduled at that time.
Mr. Chambliss reported that the Botetourt County Board of Supervisors
was uninterested in adjusting the boundary line. He stated that the anticipated
completion date for the project is July 1, 2007. He advised that Botetourt County
collects taxes on a different schedule than Roanoke County and that the change for the
affected residents will take place in 2008 to accommodate the differences in the two
localities.
In response to an inquiry from Supervisor Altizer, Mr. Mahoney advised
that the attorney general has issued a series of pertinent opinions going back to the
1950's. Supervisor Altizer asked for the status of the Hill Drive properties.
Mr. Mahoney advised that most of the properties were either clearly in Botetourt County
or undeveloped land. He added that there were only a few properties on Hill Drive with
school-age children that would be required to choose a school district. Ms. Roark
advised that at this time, one student has chosen to remain in the Roanoke school
system and pay tuition.
January 27, 2007
91
IN RE:
ABSENCE
Supervisor Church left the meeting at 1 :50 p.m.
RECESS
IN RE:
Chairman McNamara declared a recess at 1 :50 p.m. The Board returned
to open session at 2:00 p.m.
IN RE:
MAXIMUM USE OF ATHLETIC FACILITIES
Supervisor McNamara advised that the availability of gym space was a
growing concern which the multi-generational recreation center would help alleviate. He
added that he wanted to examine how the County and the Schools can maximize the
use of parks and facilities. He requested the current status of the policy developed six
years ago governing the use of athletic facilities. Mr. Stovall reported that the policy
was still active.
Supervisor McNamara advised that Astroturf for playing fields and field
maintenance were additional concerns that need to be addressed. He recommended
that the committee responsible for the original policy be reactivated to update the policy
and ensure that funding is maximized. Mr. Journell advised that he has spoken with
Pete Haislip, Director of Parks, Recreation, and Tourism, regarding reactivating this
committee.
Mr. Hodge advised that the Parks, Recreation, and Tourism Department
had recently sanctioned lacrosse on a conditional basis since the demand for the sport
is increasing.
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January 27, 2007
Mr. Stovall reported that he had approached Mr. Haislip regarding the use
of the fields at the RCCC and at Stonebridge now that the field at the Vinton War
Memorial is no longer available. He added that the Town of Vinton will be using the
fields at Vineyard Park and that the Schools require practice facilities for baseball and
softball. He advised that the Schools would like to discuss the use of facilities at
Stonebridge and the RCCC. He stated that the field at Stonebridge will have to be
enlarged to accommodate the Schools needs but that the field could be used by the
Parks, Recreation, and Tourism Department once school was out. He further advised
that the Schools are willing to give the fields at the RCCC to the County.
Supervisor Altizer advised that he was against additional bus routes
through the neighborhood into the William Byrd campus. Mr. Stovall recommended that
VDOT be contacted to assist in locating a second entrance into the William Byrd
campus. In response to an inquiry from Mr. Hodge, Supervisor Altizer advised that
increased neighborhood traffic was acceptable as long as it was not bus traffic.
Mr. Stovall noted that the buses would only need to go through the neighborhood in the
morning; however, he advised that he would continue to look for an acceptable
alternative for the second entrance into the William Byrd campus. Mr. Hodge advised
that he approved of the plan for the fields at Stonebridge and the RCCC. Mr. Stovall
advised that the Parks, Recreation, and Tourism Department will position the field at
January 27, 2007
93
Stonebridge, the Schools will be responsible for its maintenance, and both groups will
use it.
Supervisor Altizer advised that he would be glad to meet with Mr. Stovall,
Dr. Misicko, and VDOT to work out a suitable second entrance for the William Byrd
campus. He further advised that the surrounding residents did not want bus traffic in
their neighborhood. Mr. Canada stated that safety concerns should override the
concerns of the residents. He advised that the installation of a traffic light on Peters
Creek Road had helped the traffic situation at Northside High School. Supervisor Altizer
recommended arranging a meeting to determine an acceptable bus route. In response
to Mr. Stovall's inquiry, Supervisor Altizer advised that he approved of the plans for the
fields at the RCCC and Stonebridge.
IN RE: CLOSED MEETING
At 2:20 p.m., Vice Chair Canada moved to go into closed meeting
pursuant to the Code of Virginia Section 2.2-3711 A (3) discussion concerning the
acquisition of real property for public purposes. The motion was seconded by
Mr. Barrineau and was carried by a unanimous roll call vote.
Chairman McNamara moved to go into closed meeting pursuant to the
Code of Virginia Section 2.2-3711 A (3) discussion concerning the acquisition of real
property for public purposes; and Section 2.2-3711 A (30) discussion regarding a public
contract where discussion in an open session would adversely affect the bargaining
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January 27, 2007
position or negotiating strategy of the public body. The motion carried by the following
recorded vote:
AYES:
NAYS:
ABSENT:
IN RE:
IN RE:
IN RE:
Supervisors Wray, Altizer, Flora, McNamara
None
Supervisor Church
ABSENCE
Mr. Stovall left the meeting at 2:28 p.m.
CLOSED MEETING
The closed meeting was held from 2:20 p.m. until 2:32 p.m.
CERTIFICATION RESOLUTION
At 2:32 p.m., Mr. Irvin moved to return to open session and adopt the
certification resolution. The motion was seconded by Mr. Canada and carried by a
unanimous roll call vote with Mr. Stovall absent.
At 2:32 p.m., Supervisor McNamara moved to return to open session and
adopt the certification resolution. The motion carried by the following recorded vote:
AYES: Supervisors Wray, Altizer, Flora, McNamara
NAYS: None
ABSENT: Supervisor Church
January 27,2007
95
RESOLUTION 012707-1 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
a closed 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 2.2-3712 of the Code of Virginia requires a certification by
the Board of Supervisors of Roanoke County, Virginia, that such closed 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 members
knowledge:
1. Only public business matters lawfully exempted from open meeting
requirements by Virginia law were discussed in the closed meeting which this
certification resolution applies, and
2. Only such public business matters as were identified in the motion convening
the closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
On motion of Supervisor McNarama to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Wray, Altizer, Flora, McNamara
NAYS: None
ABSENT: Supervisor Church
IN RE:
ADJOURNMENT
Chairman Roark adjourned the School Board meeting at 2:34 p.m.
Chairman McNamara adjourned the Roanoke County Board of
Supervisors meeting at 2:35 p.m. until Tuesday, February 13, 2007, at 3:00 p.m. for the
regularly scheduled Board meeting.
Submitted by:
Approved by:
Ma . Brandt
As . tant Deputy Clerk
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January 27, 2007
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