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HomeMy WebLinkAbout6/8/2010 - RegularJune 8, 2010 20 ~ Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday, and the first regularly scheduled meeting of the month of June 2010. Audio and video recordings of this meeting will be held on file for a minimum of five (5) years in the office of the Clerk to the Board of Supervisors. IN RE: CALL TO ORDER Chairman Church called the meeting to order at 3:00 p.m. MEMBERS PRESENT: Chairman Joseph B. "Butch" Church, Vice Chairman Eddie "Ed" Elswick, Supervisors Michael W. Altizer, Richard C. Flora, Charlotte A. Moore MEMBERS ABSENT: None STAFF PRESENT: B. Clayton Goodman III, County Administrator; Daniel R. O'Donnell, Assistant County Administrator; Diane D. Hyatt, Assistant County Administrator; Paul M. Mahoney, County Attorney; Deborah C. Jacks, Deputy Clerk to the Board; Becky R. Meador, Clerk to the Board IN RE: OPENING CEREMONIES The invocation was given by Pastor Jeff EII of Grace Covenant Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS Supervisor Altizer requested the addition of a Briefing concerning the Roanoke County/Vinton Veterans Monument. 202 June 8, 2010 Paul M. Mahoney, County Attorney, requested postponement of the New Business item to approve a resolution granting a waiver under Section 13-23 of the Roanoke County Code to the provisions of the County's noise ordinance -Article II. "Noise" of Chapter 13. "Offenses-Miscellaneous" of the Roanoke County Code to Counts and Dobyns at the request of Branch Family LLC and Timberbrook Properties - Buck Mountain Road Improvement Project as additional time is needed. Mr. Mahoney then requested the addition of a closed session, pursuant to the Code of Virginia, Section 2.2-3711(A)(1) Discussion or consideration of the appointment or removal of a specific public officer or appointee, namely the qualifications of a member of the Planning Commission to continue to hold office. There were no objections. IN RE: BRIEFINGS Supervisor Altizer outlined that local funding for the Roanoke County/Vinton Veterans Monument has been by private fund raising. Further, Supervisor Altizer explained there are still many citizens that do not understand what is being done and the importance. He asked that the Board of Supervisors consider allowing displays and literature concerning this monument be distributed at the Green Ridge Recreation Center. Pete Haislip, Director of Parks, Recreation and Tourism, was in attendance and advised he would like to have time to accumulate information, consider all options and set up some parameters and guidelines. Chairman Church recommended having this item be brought back as a work session at the June 22, 2010, meeting. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of guests visiting Roanoke County as part of the County's Sister City Exchange with Opole, Poland (Teresa Hamilton Hall, Director of Public Information) Certificates of honorary citizenship were presented to Mr. Janusz Karpinski and Dr. Donata Kurpas from Opole, Poland. Also in attendance was Dr. Kristina Slowikowski, Sister City liaison for Opole. 2. Recognition of Alain Diehl, William Byrd High School, for receiving first place in the State Air Force Junior ROTC Knockout Drill Competition Mr. Diehl was joined by his mother and Major Jeff Pruitt from the William Byrd High School Air Force Junior Reserve Officer Training Corps (ROTC). June 8, 2010 203 IN RE: NEW BUSINESS 1. Request to decline grant funds for a wetlands walking trail at the South County library site and to fund the trail with available bond proceeds (Diane D. Hyatt, Assistant County Administrator; Lon Williams, Landscape Architect) A-060810-1 Ms. Hyatt explained that in August of 2008, the Board of Supervisors had accepted the grant for the wetlands walking trail at the South County library site to help finance the construction of the Taylor Tract Park and Trail System. This was to be used for a raised walking trail through the wetlands to connect the trails in Starkey Park to the south and Darrell Shell Park to the east of the Taylor Tract and to offer an educational opportunity about preserving wetlands. This grant was going to be combined with $50,000 of park capital maintenance funds and $30,000 of in-kind services for parks maintenance staff to build the trail. During the construction of the Merriman roundabout, with a grant from the same source, it was determined that restrictions were placed on the property that would not enable the County to use the property in its best interests. Additionally, due to hiring freezes in the County, the parks maintenance staff will not have the manpower available to build the trail in-house. When the County bid similar raised wetland trails at Walrond Park, it was found that the requirements associated with building in wetlands made the cost of the trails much higher than anticipated. Due to these increased costs and the need for outside labor, the project estimate has increased from the $157,700 originally anticipated to approximately $250,000. Since the walking trail was spoken of as an integral part of the new South County Library/park/wetland experience, Staff has concluded that the trail needs to be included as part of the library project and funds are available in the contingency fund for the South County library project. Supervisor Moore asked for additional information as to why the County is declining this grant. Ms. Hyatt explained that during the process of designing the roundabout, access on the corner of the property required extensive negotiations, which were time consuming and could have resulted in loss of control of County property. Acceptance of the grant could have possibly resulted in not being able to construct the roundabout. Supervisor Altizer inquired whether the cost increase had any bearing on the decision to decline the grant. Ms. Hyatt responded that the size of the grant is not worth forfeiture of control of the use of the County's own property. 204 June 8, 2010 Supervisor Elswick inquired whether the walking trail is something that could be postponed until the economy stabilizes. Ms. Hyatt replied that the trail was an integral part of the Library that was presented to the community. Supervisor Moore moved to approve the request. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 2. Request to move forward with the design and construction of the Glenvar Library (Diane Hyatt, Assistant County Administrator; Diana Rosapepe, Director of Library Services) A-060810-2 Ms. Rosapepe provided a DVD presentation that showed the current state of the Glenvar Library and provided the Board with a handout of pictures, all of which are on file in the Clerk's office. Ms. Hyatt advised that the estimated cost of a new Glenvar library would be approximately $6 million and reviewed from where the funds could be allocated without depleting capital reserves and without borrowing any additional funds. Mr. Jim Nelson spoke on behalf of the Library Board. He felt the DVD well represented the current state of the Glenvar library. He stated there has been a 4 percent increase in circulation and a 9 percent increase in visitors, even with the condition of the library. A new, 15,000 square foot facility would provide a computer lab, children's room, drive through pick-up and return, improved parking, places for people to sit and study, a sustainable library and flexibility to grown as library services change. Mr. Nelson previously served on the Capital Improvement Program (CIP) Review Committee for three years. The project was on Tier 1 in 2008 and 2009. Mr. Nelson thanked the Board for the chance to speak and for their willingness to move ahead with the project. He commented that the citizens have been patient for a long time. Supervisor Church asked the Board to please look at the booklets provided and commented you cannot walk into the doorway without bumping into someone's chair, there are aisles that two people cannot walk down, clutter at every step, antiquated conditions for over thirty years. There never has a project been more deserving. He stated that the facility is insufficient for the basic needs of the community, $1 million has been taken out of this account for balancing the budget, when a new book comes in another has to go out and it is the only library in Roanoke County where Children's Story Time is declining due to lack of space. He declared that the time is here and the time is now. June 8, 2010 205 Supervisor Moore affirmed that Supervisor Church had hit the highlights and commented that a picture is worth a thousand words. She commented that the library is antiquated and this building is desperately needed. Supervisor Elswick asked where the South County library was ranked on the CIP list when Glenvar was ranked number 2. Mr. Nelson responded that the South County library project had already been approved and had already been removed from the list. Supervisor Elswick felt that libraries need to be pursued throughout the County and the rural areas cannot be ignored. He would like for the County to continue to look for opportunities to help rural areas. Supervisor Elswick also asked if there would be any personnel changes. There will not be any additional staff required for the new, larger facility. Supervisor Church moved to approve the request. The motion carried by the following record vote: AYES: Supervisors Moore, Elswick, Church NAYS: Supervisors Altizer, Flora The above votes were cast with the following comments: Supervisor Altizer stated that Staff stood before the Board just a couple of weeks ago when the budget was adopted and painted a pretty grim picture for the next fiscal year and each and every Board member on the Board talked about what a bad year it was going to be. He stated that he had to wonder how much of this is political rhetoric and how much is what is truly believed is going to happen. He stated that this request is going to pass today or it would not be on the agenda. He felt if the Board and Staff tell the citizens that Roanoke County is in dire straits and does not look for next year to be any better, and could be worse, then evidently we have a crystal ball to turn around and say that we are going to spend $6 million because somehow we know that things are going to be better next year. Supervisor Altizer agreed with no doubt, that the Glenvar library is in dire need. He has been to meetings at the facility. He noted that the Vinton library is in dire need also and Mount Pleasant needs a library, but could not in good conscious vote to spend $3, $4 or $5 million on those libraries in his own district right now with what the County is going to possibly look at next year. In the past budget, the County cut capital and now is spending $6 million in capital. He felt that when the Board of Supervisors looks a citizen in the eye and tells them that things are going to be bad for the next year and we need to tighten our belts and then come back two weeks later and are going to spend $6 million, somewhere along the way we are not being honest. He affirmed that Glenvar needs a library, of which there is no doubt and quite frankly, should have been built years ago. He noted there has been a 4 to 9 percent increase over the last year at this library and projections are that will continue. He did not see where waiting another year would hurt, just to be sure. He remarked that, with all due respect, the gentlemen from Bent Mountain just talked in the prior action about not spending $250,000 and now was very willing to spend $6 million. The 206 June 8, 2010 lack of people was brought up earlier when there was discussion about the wetlands and Parks and Recreation not being able to do part of that grant program. It is not because of working somewhere else, it is because there is no staff to send to other projects because of budget restraints. It is a demanding project that really needs to be done. Supervisor Altizer affirmed that the people in Glenvar deserve it, but questioned if it would be better to do it now or late next year, which he felt is just being fiscally responsible. He expressed that there are some on the Board that can say the gentleman from Vinton is talking out of both sides of his mouth because he voted for a multi-generational center and he voted for every other thing with that project. That is correct. It happens to be with timing and when times are good and there is money to do those things. He continued that when we (the Supervisors) all sit here on the Board and start talking about how bad it is going to be next year, he did not see how this could be dealt with, but he understood. He cautioned everybody to use their words correctly when talking about how bad things are and how good things are, because it becomes contradictory to what they just said two weeks ago, which he considered sort of baloney. Supervisor Flora stated that he was not going to belabor the issue. In a year when the County is cutting staff, reducing the budget by millions of dollars and cannot adequately provide public safety employees that we need, he did not think spending $6 million was sending the right message to the taxpayers. He felt the timing is just not right, although the idea is great. He voiced his opinion that the library is needed and is going to happen, but thinks the timing is just really bad. Supervisor Elswick stated the County has a basic responsibility to provide Fire and Rescue, Police protection and schools and libraries are one of those basic things the County ought to be doing. He personally thought the County has done too many expenditures that are not basic and are subsidizing a lot of people that do not live in Roanoke County, some of them to the tune of almost three-quarters of a million dollars a year in the case of the recreation center, which was not an exact number, but his wild guess, which he felt was in the ball park. He feels it is time the County did something for the citizens of the areas where there are insufficient libraries and schools and other things that are considered to be basic for maintaining good community relations and enhancing our communities. He asserted that the County should spread the money around. He commented that since the money had already been borrowed, it might as well be spent on a worthwhile project, which he considered this to be. Supervisor Church stated how strange it is that times make a complete circle. He stated that he could not fail to remember when major projects were done and he said in another position on this Board that he was cautious and very concerned during the 15 minute talks about the major capital projects at the multi-generational center, the new garage and the new fire station and the gentleman from Vinton made the comment that he will remember a long time, that everyone should all go home and put their heads over the pillow and hope nothing happens because the gentleman from Catawba is painting gloom and doom. He stated that it all depends on what area you June 8, 2010 207 live in. He described living in a community, like Glenvar, that has nothing, zero, nada for so long and watching other areas receive $30, $40 and $50 million, (not that they were spent incorrectly or frivolously) and wondering when it ever becomes their time. Supervisor Church addressed the audience present and viewing and stated that the Board had plenty of time in the past six or seven years when the funds were available. He asked why it was not done then. He stated the reason was because there is a different makeup on the Board now and all it takes it one extra vote because the Board has always had two people that were willing to stand up for the area and say they deserve this. He commented that he was as happy as he could be that the community in Glenvar and the entire neighborhood, hundreds and hundreds of people, are finally getting something that they have needed for twenty years. 3. Request for adoption of the Stormwater Management Project List for fiscal year 2010-2011 (Tarek Moneir, Deputy Director of Development Services) A-060810-3 There was no discussion. A copy of the project list with maps and detailed information is on file for inspection in the office of the Clerk to the Board of Supervisors. Below is a summarized chart. Project Name/Location Estimated Cost Subdivision Magisterial District 1714 Millbridge Rd. (Inadequate Storm Sewer) $ 20,000 Woodbridge Catawba 3425 Kenwick Trl. (Inadequate Storm Sewer) $ 55,000 Penn Forest Cave Spring 3777 Hummingbird Ln. (Inadequate Storm Sewer) $ 150,000 Penn Forest Cave Spring 1708 Innsbrooke Dr. (Construct Adequate Channel) $ 30,000 Hanging Rock Est. Catawba 8047 Vista Forest Dr. (Stabilize Existing Channel) $ 15,000 Vista Forest Winsor Hill Supervisor Church moved to approve the request. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 4. Request to accept and appropriate funds in the amount of $20,000 for the South Peak Community Development Authority (Paul M. Mahoney, County Attorney) A-060810-4 208 June 8, 2010 There was no discussion. Supervisor Moore moved to approve the request. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 5. Request for approval of a "Change in Use Incentive Grant Program" and re-appropriation of $25,000 from the Public Private Partnership account to a new account for this purpose (Doug Chittum, Director of Economic Development) A-060810-5 Mr. Chittum advised that few changes have been made since the work session on May 25, 2010. He stated that much of this activity is along Brambleton Avenue and in Vinton; however, no section of the County is not affected by this. The Town of Vinton is partnering with the County on these properties and the Economic Development Authority is willing and excited to administer the program. Supervisor Elswick inquired about the amount being appropriated. Mr. Chittum explained that historically about 5 to 6 of these properties are converted each year; however, this amount could be reconsidered in the future if the program is successful. Supervisor Flora indicated that at work session, discussion centered on having these projects only in a commercial corridor. Mr. Chittum explained that some changes were made in the language; however, Staff felt it should be all inclusive. These properties should be addressed in the corridor plans and through zoning procedures. Chairman Church asked Mr. Chittum to keep the Board updated on how this program progressed. Supervisor Altizer moved to approve the request. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 6. Request to approve a resolution granting a waiver under Section 13-23 of the Roanoke County Code to the provisions of the County's noise ordinance -Article II. "Noise" of Chapter 13. "Offenses-Miscellaneous" of the Roanoke County Code to Counts and Dobyns at the request of Branch Family LLC and Timberbrook Properties - Buck Mountain Road Improvement Project (Doug Chittum, Director of Economic Development) June 8, 2010 209 This item was removed from the agenda for postponement under Requests to postpone, add to or change the order of agenda items. IN RE: SECOND READING OF ORDINANCES 1. Ordinance authorizing conveyance of a 20' waterline easement to the Western Virginia Water Authority for a waterline across property owned by the Board of Supervisors at the North County Fire Station #1, Hollins Magisterial District (Joseph B. Obenshain, Senior Assistant County Attorney) Mr. Paul Mahoney, County Attorney, advised there have been no changes since the first reading. ORDINANCE 060810-6 AUTHORIZING CONVEYANCE OF A 20' WATERLINE EASEMENT TO THE WESTERN VIRGINIA WATER AUTHORITY FOR A WATERLINE ACROSS PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE NORTH COUNTY FIRE STATION #1, HOLLINS MAGISTERIAL DISTRICT WHEREAS, Roanoke County has constructed a new North County Fire Station Building located on Hershberger Road; and WHEREAS, the Western Virginia Water Authority (WVWA) requires aright-of- way and easement for a waterline on the County's property to provide water service to the site as shown on the plat entitled "Plat showing new 20' waterline easement to be granted to the Western Virginia Water Authority and new permanent drainage & stormwater management reserve areas being created through the property of the Roanoke County Board of Supervisors, Tax #038.16-01-07.00, Roanoke County, Virginia", prepared by Lumsden Associates PC, dated May 11, 2010; and WHEREAS, the proposed right-of-way will serve the interests of the public and is necessary for the public health, safety, and welfare of the citizens of Roanoke County. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on May 25, 2010, and a second reading was held on June 8, 2010. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is hereby made available for other public uses by conveyance to WVWA for the provision of water service in connection with the North County Fire Station #1. 2 ~ 0 June 8, 2010 3. That donation to WVWA of an easement and right-of-way for a waterline and related improvements, within the easement area designated on the above- mentioned map, on the County's property (Tax Map No. 038.16-01-07.00) to provide water service to the North County Fire Station #1 is hereby authorized and approved. 4. That the County Administrator, or any Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Flora, Elswick, Church NAYS: None ABSTAIN: Supervisor Altizer IN RE: APPOINTMENTS Supervisor Altizer reappointed Tim Guilliams to the Parks, Recreation and Tourism Advisory Commission. Chairman Church asked that confirmation of the appointment be placed on the Consent Agenda. IN RE: CONSENT AGENDA RESOLUTION 060810-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for June 8, 2010, designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 3 inclusive, as follows: 1. Approval of minutes -February 23, 2010; March 2, 2010; March 9, 2010; March 11, 2010 and March 16, 2010 2. Request to accept and appropriate funds in the amount of $1,000 for the Saturday Substance Abuse Program to the Roanoke County Schools 3. Confirmation of committee appointments to the Parks, Recreation and Tourism Advisory Commission June 8, 2010 2 ~ ~ On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None IN RE: CITIZENS' COMMENTS AND COMMUNICATIONS Ronkeith Adkins of 3057 Timberlane Avenue, SW, Roanoke spoke in objection to amending the Board of Supervisors meeting room policy. Mr. Adkins indicated that this facility is owned by and paid for by the voting taxpayers of Roanoke County. Mr. Adkins advised that he had attended many meetings in many County venues and the Board of Supervisors room is the only one handicapped accessible. Mr. Adkins felt it was an arrogant move to ban any public meetings from this room. Additionally, he advised that to his knowledge there were no written guidelines as to what, when, where, time limits or anything else that outlined expectations. Mr. Adkins also stated that he had been told that the reason for the change was that the Republican Committee had "trashed" the room. He noted that he took umbrage with this statement as he was in attendance at that meeting and all trash was picked up. Mr. Adkins felt that this change would be detrimental to the citizens and to keep in mind who the Board of Supervisors is working for. He requested the Board consider how the taxpayers will look upon this move. He applauded the Board for the time they put in working for the citizens of Roanoke County and thanked them for the opportunity to speak. Nancy Hans of 6804 Hidden Woods Drive, Roanoke spoke on behalf of the Roanoke County Prevention Council advising that the Council appreciates the Board of Supervisors' support on behalf of preventing substance abuse with youth and of their parenting programs. Ms. Hans noted the first fundraising effort for their Youth Leadership Initiative will be at the Salem Red Sox game, the "Pitch for Prevention" will be held June 16, 2010, at 7:05 p.m. Local youth will be involved and it should be a special night of family fun. She commented that the Council has been effective in helping families recognize the risks of underage alcohol and substance abuse. They are hoping this night will show Roanoke County families another healthy way for fun. For information or discounted tickets, citizens can contact tcain _pc4y.orq or call 540-772- 4341. Ms. Hans advised the Board that new data on their success would be available soon. RoxAnne Lane Christley of 7259 Willow Valley Road, Roanoke spoke in objection to amending the Board of Supervisors meeting room policy. She indicated that the Board room should not be denied to all for the irresponsibility of the few. Ms. Christley suggested setting a standard of accountability. She asked the Supervisors to remember that the seats they were sitting in are from the citizens that voted the Board into office and the Board does not have the right to take the room away from taxpayers. 2 ~ 2 June 8, 2010 She voiced her opinion that it was hypocritical for the Supervisors to drink water during the Board meetings, but not allow citizens to bring food or drink into the room. Mike Bailey of 7516 Deerbranch Road, Hollins thanked Supervisor Altizer and Supervisor Flora for their courage in facing the reality of our financial future. Mr. Bailey stated that he is in support of Mr. Adkins' comments in objecting to amending the Board of Supervisors meeting room policy. The Board room is large enough, handicapped accessible, centrally located and the community center for government and political life. He stated that he is opposed to Option A that disallows the use of the Board room altogether. He felt Option A failed to recognize that the true ownership of the building lies with the citizens. Commenting on Option B, he agreed that the current fee is acceptable and wondered if additional fees are imposed for security and janitorial, what the current $50.00 fee is for. He noted this option turns a $50 expense into a $160 expense. He felt this option would all but close the door of the Board room to all but government use. He noted that the Board of Supervisors' meetings do not have Police security. Mr. Bailey opposed prohibiting the use of the chairs behind the dais, as other committees require their speakers to be seen and heard, commenting that those chairs were not the Supervisors' personal thrones. He suggested the Board reject Option A and eliminate the extra fees and charges in Option B. He felt what is needed is a clear expectation of what is acceptable use by the public for this facility with the understanding that it is but so large and can only accommodate a certain size group. Max Beyer, 2402 Coachman Drive, Roanoke, spoke in objection to amending the Board of Supervisors meeting room policy. Mr. Beyer indicated that he has reviewed the options and feels that they continue the mean-spirited overtones the Board expressed last time with this contemplated action. He commented that even the more conciliatory language in Option B is as onerous as to discourage and prevent future citizen use of this facility. Mr. Beyer recommended at least four changes be made to Option B if the Board cannot consider continuing the current policy. He recommended eliminating any duplication of fees for maintenance as Staff is already in the building, as well as eliminating paid police protection. He commented this is an overreach and smacks of a jackboot mentality that citizens have to be supervised by an armed, uniformed officer. He echoed comments made concerning the use of the dais. His final point was to comment that the County Administrator can provide rules and regulations and can penalize an organization that violates the rules and procedures. June 8, 2010 2 ~ 3 IN RE: REPORTS Supervisor Flora moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of May 31, 2010 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Moore advised that she had the privilege of attending the Fallen Firefighters Memorial Service this past weekend, which was a very emotional and touching ceremony and really reminded her and others of what our firefighters do for us. She requested that if you know a firefighter to thank them for what they do. There were six fallen firefighters in 2009 that were killed in the line of duty. Supervisor Elswick advised that he had attended the Arnold Burton ceremony where recognition was given to the students receiving State awards in technology and arts. He commented on what a great bunch of young people they were and he really enjoyed being in attendance. He is proud of what the organization does; teaching young people not just book learning, but a way of approaching projects and analyzing situations, regardless of the type of project. Supervisor Church thanked Supervisor Elswick for attending the ceremony at Arnold Burton as he had a conflict and could not attend. Supervisor Church stated that the administration was appreciative and his being there made it special. Supervisor Church thanked Mr. Goodman and Staff for attending the Wildwood Community meeting and their willingness to find a way if possible to help a situation that has been troublesome for many years. Although Roanoke County did not have the answers because the issue mainly deals with VDOT, the citizens really appreciated the time and effort. Supervisor Church also thanked the citizens of North County for attending and speaking. Supervisor Church thanked the Green Ridge Recreation Center and described the ribbon cutting for Splash Valley. He stated it was special for the little kids 214 June 8, 2010 and adults being able to take advantage of a tremendous asset, although they had to dodge some weather problems. Supervisor Church thanked his colleagues Mr. Elswick and Ms. Moore for having the courage to step up to the plate for citizens in the Glenvar community that have been denied by this Board. This is not the first time this same issue has been declined when the funds were there. He wanted to thank the integrity and the willingness to go out and say the folks out there in that area are really important to the County of Roanoke. After Chairman Church moved to go into closed meeting and the vote was taken, Supervisor Altizer asked Supervisor Church to clarify the statement he made about the integrity of two Board members who did not vote his way. He felt Supervisor Church should go over his remarks again. Supervisor Church stated it was not the integrity, or lack or integrity; he was thanking the members and perhaps the word integrity may not have been the right word to use. He withdrew the comment with respect. He commented that it was not intended as a slam to any other Board member. He stated his point was that Supervisor Altizer made a comment he could not pass on about the new Glenvar library item passing tonight or it would not be on the agenda. He commented to Supervisor Altizer that he knew full well the item had been on the agenda several times and had been voted down. Supervisor Altizer responded that all Board members as they go along have an idea if something is going to pass because they would not want it defeated again, and that was his purpose. He stated he was not questioning anything of Supervisor Church, but that is the law of averages. IN RE: CLOSED MEETING At 5:09 p.m., Supervisor Church moved to go into closed meeting following the work sessions pursuant to the Code of Virginia Section 2.2-3711(A)(1): Personnel, namely discussion concerning appointments to the Total Action Against Poverty (TAP) Board of Directors and the Virginia Western Community College Advisory Board and Section 2.2-3711(A)(1): Discussion or consideration of the appointment or removal of a specific public officer or appointee, namely the qualifications of a member of the planning commission to continue to hold office. The motion carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, church NAYS: None The closed meeting was held from 6:34 p.m. until 7:03 p.m. June 8, 2010 2 ~ 5 At 5:10 p.m. Chairman Church recessed to the 4t" floor for work sessions and closed meeting. IN RE: WORK SESSIONS 1. Work session on the Virginia Retirement System (VRS) a) Changes for employees hired after July 1, 2010, and the local option for funding the employee contribution (Diane D. Hyatt, Assistant County Administrator) The work session was held from 5:26 p.m. until 5:31 p.m. In an effort to limit the increasing cost of VRS retirement contributions, the 2010 General Assembly made major changes to the retirement benefits for employees hired after July 1, 2010. These employees will be participants in VRS Plan 2. The General Assembly also gave local governments the following options related to the member contribution for the employees hired after July 1, 2010: 1) your employees pay the 5 percent member contribution; 2) locality can elect to pick up between 1 and 5 percent of the member contribution with the balance paid by your employee; or 3) locality can elect to pick up the full 5 percent member contribution on a six-year, phase- in schedule. The legislation does not allow passing along the payment of the member contribution that a locality is currently paying for employees that were already hired prior to July 1, 2010. The locality must file a form with VRS indicating their chosen method of paying employee contributions for those hired after July 1, 2010. If the Board wishes to pay any portion of the five percent employee contribution, they will need to adopt a resolution expressing this intent before June 30, 2010, for fiscal year 2010-2011. This election remains in effect until another resolution is submitted. Any change becomes effective the beginning of the next fiscal year and will affect all Plan 2 members hired after July 1, 2010. It was the consensus of the Board to pick up the five percent member contribution and will be an agenda item for the June 22, 2010, Board of Supervisors meeting. b) Virginia Retirement System (VRS) Transitional Benefits Program The General Assembly also approved a transitional benefit program regarding voluntary layoffs. Ms. Hyatt advised the Board that she wanted to make the Board aware of the program, which could be used as a future tool if needed. 2 ~ 6 June 8, 2010 2. Work Session on amending the policy for the use of the Roanoke County Administration Board meeting room (Paul M. Mahoney, County Attorney) The work session was held from 5:31 p.m. until 6:04 p.m. Mr. Mahoney went through the options that were included in the agenda package to the board. Supervisor Church reiterated that prior to any particular organization's meeting, discussion had already begun to look at the possibility of leaving the policy alone, changing rates and/or adding some additional items. At the last work session, Supervisor Flora recommended that the County ban all use. This decision was one of unanimous consensus. Chairman Church advised that he is of the opinion that there are several items that need to be addressed versus leaving the policy as is. He indicated that a common sense approach is needed. Supervisor Altizer indicated that he was in complete agreement with the Chairman on the history of the policy. Additionally, Supervisor Altizer requested that all of the microphones be placed in the back room and locked after every meeting. Supervisor Altizer stated that the police presence is not to supervise anyone, but for the security of the building as well as the people in attendance. Mr. Mahoney stated that the security of the building has always been a concern. Supervisor Elswick advised that he is of the opinion that this room is not designed for general meetings and there are other places to meet. Supervisor Flora advised that he is not aware of any damage that has been done as a result of using the room. He agreed that logical guidelines need to be in place. After discussion, it was the consensus of the Board of Supervisors to draft logical and practical guidelines for the Rental and Use Policy of the Roanoke County Administration Board Meeting Room, discuss these guidelines at a work session to be held at the Board meeting on June 22, 2010, and hold a public hearing at a later Board meeting. 3. Work session on health insurance reserves (Rebecca Owens, Director of Finance) The work session was held from 6:05 p.m. until 6:23 p.m. Ms. Owens provided the Board with several handouts concerning the health insurance reserves. Copies are available for review in the Clerk's office. As a follow-up to the May 11, 2010, work session, the Board of Supervisors had requested an expert opinion for adequate reserve levels. Ms. Owens advised that she had June 8, 2010 217 received one expert opinion from the County's advisor at Wells Fargo; however, due to the $3,000-$5,000 expense involved, Supervisor Church wanted her to discuss with the Board before any additional opinions were obtained. After reviewing the outside consultant's projections and Finance Staff's projections, it was the consensus of the Board to move $900,000 from the health insurance reserves to the General Fund Unappropriated Balance and $900,000 to the Minor Capital account. IN RE: CERTIFICATION RESOLUTION At 7:03 p.m., Chairman Church moved to return to open session and adopt the certification resolution. RESOLUTION 060810-8 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 member's 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 Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None 218 IN RE: ADJOURNMENT June 8, 2010 Chairman Church adjourned the meeting at 7:04 p.m. Submitted by: De orah C. J c Deputy Clerk to the Board Approved by: Joseph . "Butch" Church Chairman l