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HomeMy WebLinkAbout1/27/2007 - Special January 27,2007 55 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 56 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. January 27, 2007 57 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 58 January 27, 2007 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 January 27,2007 59 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 60 January 27,2007 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 January 27, 2007 61 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 62 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. January 27,2007 63 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 64 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 January 27,2007 65 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 66 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. January 27, 2007 67 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 68 January 27, 2007 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. January 27,2007 69 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. 70 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. January 27,2007 71 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. 72 January 27, 2007 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 January 27, 2007 73 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. 74 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 January 27, 2007 75 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 76 January 27,2007 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 January 27,2007 77 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. 78 January 27, 2007 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 January 27,2007 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 80 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 82 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. 84 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 86 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 88 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. 90 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. 92 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 94 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 96 January 27, 2007 (This page left intentionally blank)