HomeMy WebLinkAbout9/14/2010 - RegularSeptember 14, 2010 339
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 September 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
Vice-Chairman Elswick called the meeting to order at 3:00 p.m.
MEMBERS PRESENT: Vice Chairman Eddie "Ed" Elswick, Supervisors Michael W.
Altizer, Richard C. Flora, Charlotte A. Moore
MEMBERS ABSENT: Chairman Joseph B. "Butch" Church
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; Teresa Hamilton Hall, Director of Public
Information; Deborah C. Jacks, Deputy Clerk to the Board
IN RE: OPENING CEREMONIES
The invocation was given by Pastor Cedric Malone of the Greater Mt. Zion
Baptist Church. The Pledge of Allegiance was recited by all present.
IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
B. Clayton Goodman III, County Administrator added an additional closed
session to discuss or consider the acquisition of real property pursuant to the provisions
of Section 2.2-3711(a) (3) of the Code of Virginia, as amended, namely real estate for
Parks and Recreation purposes when the discussion in an open meeting would
adversely affect the bargaining position or negotiating strategy of the County. There
were no objections.
IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
340 September 14, 2010
1. Recognition of music Students visiting Roanoke County from our
Sister City Opole, Poland (Teresa Hamilton Hall, Director of Public
Information)
Certificates of honorary citizenship were presented to Mr. Patryk Grzeiura,
Ms. Maria Strzelczyk, Mr. Kamil Labusga and Mr. Wojciech Kopczak from the Frederic
Chopin Music School in Opole, Poland in recognition of Roanoke County's continuing
Sister City partnership with Opole. Also in attendance was Dr. Kristina Slowikowski,
Sister City liaison who gave a brief overview of the students' itinerary and noted that
2010 was the 15t" anniversary of the Sister City partnership with Opole. A brief musical
performance was given on the violin by Ms. Strzelczyk.
IN RE: NEW BUSINESS
1. Resolution approving a contract with Trane and Equipment Lease
Purchase Agreement with Green Campus Partners and to
appropriate $1,157,437 (Anne Marie Green, Director of General
Services; Rebecca Owens, Director of Finance)
Ms. Green advised this new business item was the result of the Board of
Supervisors directive to staff to investigate energy performance contracting as a way to
save money in utility costs. Ms. Owens outlined the equipment lease purchase
agreement and other financial details.
Supervisor Moore thanked Ms. Green and Staff for all their hard work that
had gone into this project.
Vice-Chairman Elswick commented regarding the number of lights burning
in the Board Room and advised that the simplest thing to do is turn lights off, turn down
water heaters, etc. as conservation is the key.
RESOLUTION 091410-1 AUTHORIZING THE EXECUTION AND
DELIVERY OF AN EQUIPMENT LEASE PURCHASE
AGREEMENT, EQUIPMENT SCHEDULE, PAYMENT SCHEDULE,
AN ESCROW AGREEMENT, AND RELATED INSTRUMENTS,
AND DETERMINING OTHER MATTERS IN CONNECTION
THEREWITH.
WHEREAS, the County of Roanoke desires to obtain certain equipment and furnish
services designed to reduce energy consumption and operational costs at various
County facilities; and
WHEREAS, the County Board has taken the necessary steps, including those
relating to any applicable legal bidding requirements, to arrange for the acquisition of the
Equipment; and
September 14, 2010 341
WHEREAS, the total approximate cost of the project is an amount not to exceed
$1,479,875; and
WHEREAS, the County of Roanoke will contribute $9,400 from capital funds and
use the Energy Efficiency and Conservation Block Grant in the amount of $322,438
towards the project cost; and
WHEREAS, the County Board proposes to enter into the Equipment Lease
Purchase Agreement with Green Campus Partners and the Escrow Agreement with the
Escrow Agent for the remaining funds in the amount of $1,148,037; and
WHEREAS, the funds made available under the Lease will be deposited with
Deutsche Bank National Trust Company (the "Escrow Agent") pursuant to an Escrow
Agreement between the County Board and the Escrow Agent (the "Escrow Agreement")
and will be applied to the acquisition of the Equipment in accordance with said Escrow
Agreement; and
WHEREAS the County equipment lease purchase agreement will close on
September 17, 2010; and
WHEREAS this lease purchase agreement is financed for 10 years at a rate of
3.99% with no closing costs, and the first principal and interest payment due in arrears
annually with the first payment due in September 2011.
NOW, THEREFORE, BE IT RESOLVED BY THE ROANOKE COUNTY BOARD
OF SUPERVISORS AS FOLLOWS:
Section 1. It is hereby found and determined that the terms of the Lease and the
Escrow Agreement (collectively, the "Financing Documents") are in the best interests of
the County for the acquisition of the Equipment.
Section 2. The Financing Documents and the acquisition and financing of the
Equipment under the terms and conditions as described in the Financing Documents are
hereby approved. The County Administrator or his designee of the County of Roanoke
shall have power to execute contracts on behalf of the County and hereby is, authorized to
execute, acknowledge and deliver the Financing Documents with any changes, insertions
and omissions therein as may be approved by the officers who execute the Financing
Documents, such approval to be conclusively evidenced by such execution and delivery of
the Financing Documents. The County Administrator of the County of Roanoke shall have
power to do so be, hereby is, authorized to affix the official seal of County of Roanoke to
the Financing Documents and attest the same.
Section 3. The proper officers of the County are authorized and directed to execute
and deliver any and all papers, instruments, opinions, certificates, affidavits and other
documents and to do or cause to be done any and all other acts and things necessary or
proper for carrying out this resolution and the Financing Documents.
On motion of Supervisor Moore to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
342 September 14, 2010
ABSENT: Supervisor Church
2. Request to approve revisions to the Roanoke County
Procurement Policy Manual (Rob Light, Purchasing Manager)
A-091410-2
There was no discussion. Vice-Chairman Elswick moved to approve the
request. A copy of the revised Procurement Policy Manual is on file for inspection in the
office of the Clerk to the Board of Supervisors. The motion carried by the following
recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
IN RE: SECOND READING OF ORDINANCES
1. Ordinance amending Ordinance 081010-3 approving a lease
agreement for the Tinker Mountain Tower Site (Paul M. Mahoney,
County Attorney)
Mr. Mahoney advised that this was the second reading of this ordinance
and there were no changes from the first meeting.
ORDINANCE 091410-3 AMENDING ORDINANCE 081010-3
APPROVING A LEASE AGREEMENT FOR THE TINKER
MOUNTAIN TOWER SITE
WHEREAS, the County of Roanoke rents a site located on Tinker Mountain in
the County of Botetourt, Virginia, on property previously owned by Lee C. Hartman, Jr.,
for the purpose of maintaining towers, antennae and equipment buildings for the
operation of its public safety radio communications systems, said property being
designated upon the Botetourt County Land Records as Tax Map No. 106-45; and
WHEREAS, the County of Roanoke has leased this site for over a decade to
provide E911 coverage to critical areas and to provide back-up capabilities for the public
safety system; and
WHEREAS, Mr. Hartman recently died and John W. Brandemuehl is the
Executor of his estate and the primary beneficiary under his will; and
WHEREAS, the most recent lease term has expired and staff has negotiated with
John W. Brandemuehl for a new lease of this site; and
WHEREAS, on August 10, 2010, the Board adopted Ordinance 081010-3 which
approved athree-year lease term for this tower site; however, subsequent negotiations
September 14, 2010 343
with Mr. Brandemuehl have resulted in a new five-year lease term. Therefore,
Ordinance 081010-3 must be amended to provide for this longer lease term.
WHEREAS, the provisions of Section 18.04 of the Charter of Roanoke County
require that the acquisition of any interest in real estate, including the lease of real
property, shall be accomplished by ordinance; the first reading of this ordinance was
held on August 24, 2010, and the second reading of this ordinance was held on
September 14, 2010.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the lease of a parcel of land from John W. Brandemuehl, consisting
of 0.0363 acre, more or less, as shown on Exhibit A attached hereto, together with the
non-exclusive right of ingress, egress and regress from Tinker Top Road (Frontage
Road) over the existing gravel access and private driveway to the site, for an initial term
effective as of July 1, 2010, through June 30, 2015, at an annual rental of four thousand
two hundred fifty-two and 50/100 dollars ($4,252.50), with an increase of five percent
(5%) each year in the annual rental rate, is hereby authorized and approved.
2. That the rent payment shall be paid from the E911 Maintenance Account.
3. That the County Administrator or any Assistant County Administrator is
authorized to execute this lease on behalf of the Board of Supervisors of Roanoke
County and to execute such other documents and take such further actions as are
necessary to accomplish this transaction, all of which shall be upon form approved by
the County Attorney.
On motion of Supervisor Elswick to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
IN RE: APPOINTMENTS
Supervisor Altizer appointed James M. Chewning to the Capital
Improvement Program (CIP) Review committee. Vice-Chairman Elswick asked that
confirmation of the appointment be placed on the Consent Agenda. There were no
objections.
IN RE: CONSENT AGENDA
RESOLUTION 091410-4 APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS
ITEM H- CONSENT AGENDA
344
September 14, 2010
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 September
14, 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 6 inclusive, as follows:
1. Approval of Minutes -August 10, 2010; August 24, 2010
2. Request to accept and appropriate funding for award number 2010-DJ-BX-
1351 awarded under the fiscal year 2010-2011 Edward Byrne Memorial
Justice Assistance Grant (JAG) Program Local Solicitation in the amount of
$27, 929
3. Request to accept and appropriate funds in the amount of $36,235.04 to the
Roanoke County Public Schools
4. Request to accept and appropriate funds in the amount of $65,000 for a
matching grant from the Virginia Department of Health
5. Confirmation of Director of the Health Department's designee and alternate to
the Community Policy and Management Team (CPMT)
6. Confirmation of appointment to the Capital Improvement Program (CIP)
Review Committee and the Grievance Panel
On motion of Supervisor Altizer to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
IN RE: REQUESTS FOR WORK SESSIONS
Vice-Chairman Elswick requested a work session to take a new look at the
recommendations suggested in the 1995 Vision Report on what Roanoke County
should look like in 2010, which was compiled by citizens, specifically regarding ridge top
protection and protection of territories surrounding the Blue Ridge Parkway.
IN RE: REPORTS
Supervisor Flora moved to receive and file the following reports. The
motion carried by the following recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
September 14, 2010 345
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Moore thanked all Animal Control officers, advising that she
did not realize until the past two weeks how dangerous their job really is. Ms. Moore
explained they have been able to capture, all over the county, several rabid animals,
stray cats, skunks, fox, ground hogs, raccoons, all types of animals and she stated she
really did not realize how important their job is and how they can put themselves in
danger. Ms. Moore thanked the officers for doing such a great job.
IN RE: CLOSED MEETING
At 3:29 p.m., Vice-Chairman Elswick 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 Community Policy and
Management Team (CPMT); Section 2.2-3711(A)(1): To discuss and consider the
employment, assignment, appointment and performance of specific public officers,
appointees or employees -Clerk to the Board of Supervisors; and Section 2.2-
3711(A)(3) namely real estate for Parks and Recreation purposes where the discussion
in an open meeting would adversely affect the bargaining position or negotiating
strategy of the County. The motion carried by the following recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
The closed meeting was held from 5:00 p.m. until 5:21 p.m.
At 3:30 p.m. Vice-Chairman Elswick recessed to the 4t" floor for work
session and closed meeting.
IN RE: WORK SESSIONS
1. Work session with the Fire/Rescue Department to review the
Department of Homeland Security, Staffing for Adequate Fire and
346 September 14, 2010
Emergency Response (SAFER) Grant Program (Richard E. Burch,
Jr., Chief of Fire and Rescue)
The work session was held from 3:45 p.m. until 4:35 p.m.
County staff present for this meeting were Richard E. Burch, Chief of Fire
and Rescue; Steve Simon, Division Chief for Fire and Rescue; Rebecca Owens,
Director of Finance; Laurie Gearhart, Assistant Director of Finance; Anne Marie Green,
Director of General Services; Diane Hyatt, Assistant County Administrator; Daniel R.
O'Donnell, Assistant County Administrator; B. Clayton Goodman III, County
Administrator, Teresa Hamilton Hall, Director of Public Information; Paul Mahoney;
County Attorney; Billy Driver, Director of Real Estate Assessment; and Deborah C.
Jacks; Deputy Clerk to the Board of Supervisors. Also in attendance was Cody Lowe,
reporter for the Roanoke Times.
Chief Burch gave a PowerPoint presentation reviewing the SAFER Grant,
and outlining that Fire and Rescue would be applying for the grant under the item
regarding hiring new positions. A copy of the presentation is on file for inspection in the
office of the Clerk to the Board of Supervisors.
Mr. Goodman first commended Chief Burch for the great job he has done
putting together this presentation. He pointed out the issue that Roanoke County would
have seed money for the first year years if the grant was obtained, but in the third year
and beyond the County will need to pick up approximately $328,000. Mr. Goodman
stated his concern that revenues would not be there to cover this. He outlined that the
historical 5-7 percent increase in revenue is no longer occurring and is concerned that
Roanoke County revenue growth will not sustain this program. Additionally, Mr.
Goodman pointed out that the Commonwealth of Virginia has decreased funding, which
the County has been forced to pick up. Also, the Board of Supervisors has provided
Roanoke County Schools with additional funding. Mr. Goodman reiterated the Board
has stated no tax increases due to the economy and County staff is working within
these parameters, however, based on the trend of reduction in revenues programs will
need to be cut or reduced. Mr. Goodman detailed that the Fire Department does a
great job and wanted Chief Burch to be able to present his 5-year staffing plan to the
Board of Supervisors; however Mr. Goodman reiterated that Roanoke County cannot
bank on hope. He advised that Mt. Pleasant is a priority and has been for some time
and Chief Burch is trying to resolve in a proactive manner. Mr. Goodman also indicated
that even though times are tight, the Directors, Department Heads and employees have
all done an outstanding job in reducing expenditures.
Supervisor Flora stated that it is his opinion that being against Public
Safety is like being against motherhood and apple pie and there is no such thing as a
"free lunch." However, at some point, the County will have to fund these personnel or
let personnel go, which is the last thing that the Board wants to do. He advised that the
staffing plan presented is great, but it appears to be missing the information regarding
September 14, 2010 347
how this increase in staff will be paid for after the second year. Supervisor Flora
advised that he feels that within the next ten years there will no longer be volunteers,
not because the citizens do not care or the County is mistreating them. He advised that
individuals today are just too busy; volunteering is down across the Board. Supervisor
Flora reiterated that it is incumbent upon the Fire Department to figure out how to pay
for this increase in personnel. Supervisor Flora stated that funds should be set aside
and continue our "belt tightening".
Supervisor Altizer indicated that he was in agreement with Mr. Flora as he
brought up many good points. He stated that he felt uneasy taking one-time funds for
ongoing expenses further down the road and was in agreement with Mr. Goodman
about the uncertainty of future revenue. Supervisor Altizer asked how does the County
not find a way to accomplish this objective and that police, fire and rescue and schools
were the Board's first priority. He further advised that under the current economic
conditions, it conveys to Roanoke County the task to start looking at a new way of doing
things including projecting these projects into the future. Supervisor Altizer expressed
his believe that it is possible that we may not be able to fully cover $327,000 in three
years, but the Fire and Rescue Department will need to look at other areas to save in
order to accomplish this. For example, Supervisor Altizer asking where would Staff find
one-time money that can be spread out as reoccurring funds over two or three years in
order to not make the hit entirely in the third year, but possibility in five years and
attempt to ease that particular burden. Additionally, he advised that he believes that
using a 2-3 percent gain in fees for service. Supervisor Altizer indicated that when the
Board approved fee for service back in fiscal 2000/2001, those funds were dedicated to
hiring additional people. Supervisor Altizer then inquired about the commitment level of
this grant with Chief Burch indicating that was the intent of this work session, as the
federal deadline for filing is September 17t". All of the paperwork has been prepared,
hoping that the Board would agree.
Supervisor Flora asked if the proposed grant is approved, would it be
possible to turn it down. Chief Burch replied that it was possible to do so, but would not
recommend as it would be noted and put on a specific list for future reference when
approving grants. Supervisor Flora then stated it was his opinion that this situation was
a "catch 22", as staff cannot tell the Board how this is going to be paid for because the
decision must be made today to move forward. Mr. Mahoney, County Attorney
responded that the Board of supervisors will still need to accept and appropriate the
funds, if awarded.
Mr. Goodman asked Chief Simon to detail the aspects of the fee for
service program and provide the Board with background. Chief Simon indicated that
historically, fee for service would go up approximately 2 '/ percent to 3 percent, based
on inflation set with Social Security. When the insurance debate occurred in 2010, this
program was frozen at the last minute. Medicare will not be increasing and there is no
sunset clause. Chief Simon indicated that staff is not anticipating increases in Medicare
to assist in paying for federal legislation. Further, Medicare rates will be coming down
348 September 14, 2010
and will impact us on a local level, i.e. mileage charges have always been rounded up,
now these charges will be paid per tenth of a mile. The estimated savings to the
Medicare program is expected to be $80 million annually. Chief Simon explained that
there are quite a few small regulations that will impact Roanoke County overall, but
there will no longer be an automatic increase as in past years. Mr. Goodman asked for
an estimate of total fees for services with Chief Simon responding $2.3 to $2.4 million,
of which 64-70 percent is based on Medicare.
Supervisor Altizer asked how much of these fees are committed to
salaries, with Chief Burch responding that he was unaware as all of these fees are
categorized as revenue. Supervisor Altizer then asked how much is budgeted with
Chief Burch responded approximately 11 percent. Supervisor Altizer then asked when
the adoption of fees for service was implemented was there a recommendation
regarding what these fees would be utilized for with Chief Burch responding personnel
and equipment. Additionally, Chief Burch advised $300,000 was used in debt service
for the Public Safety Building with Mr. Goodman advising the $300,000 was cone-time
occurrence. Supervisor Altizer then reiterated that when the fee for service program
was implemented, it was done so with the understanding the funds would go to
equipment and personnel and now it has been outlined that this is not correct. Ms.
Hyatt explained that if you review all of the positions that have been added since
inception, the County is spending much more in salaries than is being received under
the fee for service program. Additionally, Mr. Goodman advised the approximate cost of
a new position is approximately $55,000. Furthermore, there are approximately sixty
positions remaining on the five-year plan, which would equate to over $3,000,000.
Supervisor Elswick expressed his opinion that an assumption could be
made that there will no longer be volunteers in ten years, or less. The Bent Mountain
volunteer group will probably be disbanding, Clearbrook already has and Roanoke
County will begin to lose volunteers throughout the County. Supervisor Elswick then
asked if this is the case, what will Roanoke County need to do, maintain a lower level of
service or people? Mr. Goodman responded there are several options to consider, the
first being hiring additional people, which will take more money. One way to obtain
more money is to cut other budgets with a transfer from the general fund or raise taxes.
The second option would be to not hire anyone, which would mean a reduction in
service because there will not be enough personnel to roll out the vehicles. Mr.
Goodman reiterated there is a need in Mt. Pleasant and asked if the Board would allow
services to deteriorate, because if you do not hire personnel and there are not enough
responders to make the call, the whole system will be impacted. Mr. Goodman
explained that he had requested Chief Burch come before the Board and explain the
entire situation. Mr. Goodman advised when reviewing budget numbers, revenue
numbers were barely achieved and on the expenditure side, the employees did a
fantastic job by managing their budgets which resulted in significant savings. These
savings, however, are one-time, unless reallocated. When saying Roanoke County
does not have the funds, we are referring to revenues. The departments had significant
September 14, 2010 349
savings, but most will seek rollovers, which are allowed in the policy, to rollover funds as
each department is getting tight.
Supervisor Altizer explained that Mr. Goodman was making the point that
Roanoke County does not want to run into a locomotive in the third year. Supervisor
Altizer expressed his opinion that he did not feel that this would happen, because of the
belief and trust that he has in staff. He stated that he was aware of what had been done
in the past and expects the same in the future, however, now is the time to start
planning for what is inevitable because to attempt to catch up would be unobtainable.
Supervisor Altizer then asked for a basic number of year-end surplus for 2010. Mr.
Goodman stated that if you are talking about revenue, it would be next to nothing, but if
Mr. Altizer is asking about expenditure savings, that number would be significant. Mr.
Goodman indicated that he is hesitant to provide numbers because they have not been
confirmed. Supervisor Altizer explained he is attempting is to see if there are some
extra savings over the next three years that would reduce the $327,000 hit in year three.
Supervisor Altizer stated he felt that he finds it unbelievable that $327,000 could not be
found in a $186 million budget. He expressed his option that he is aware that cuts have
been made, and the year-end surplus will be added to economic debt drop-off. Mr.
Goodman advised Mr. Altizer that there is no significant reduction in debt payments in
the foreseeable future. Ms. Hyatt stated that part of the problem is that even though
there are funds left over from last year; departments use that to cut their budgets to get
through this year. Supervisor Altizer then asked how much would be transferred into
the unappropriated fund balance this year, with Ms. Owens responding approximately
$200,000. Supervisor Altizer then stated that $900,000 was transferred into that fund
from health care savings that were not used, so the $200,000 could be utilized for this
project. Ms. Owens responded that the $200,000 was one-time dollars. Supervisor
Altizer stated that he is attempting to ease the pain of the third year by stretching it out
in order to do what needs to be done now and in year three. He advised that he is
looking for ashort-term fix, until the economy has a chance to rebound. He further
advised that he could not believe that $300,000 could not be found over the course of
three years. Additionally, if the economy does not turn around in the next three years,
there will be worse problems to attempt to figure out. Supervisor Altizer stated that he
does not see how Roanoke County cannot move forward with this, otherwise the Board
will be blindsided with the need to hire 40 people. Mr. Altizer stated the Board is aware
of what is coming down the road and at some point; Roanoke County will either have to
add additional personnel or decrease the service level. Mr. Goodman reiterated that
since he was hired, the Board has stressed the priority of police, fire and rescue and
schools, which is what Roanoke County has put in our budgets to fund. Roanoke
County has given additional funds to schools, and has worked with the School Board to
insure the quality of schools is maintained. However, the historical revenue growth is in
the past and in order to deal with future or new enhancements and services, Roanoke
County will either need to increase taxes or additional budget cuts will need to be made.
Mr. Goodman indicated that the margins have all been cut and the next step would be
350 September 14, 2010
to look at service levels and production within other departments that are not considered
high priority, which will be a challenge on a going forward basis.
Supervisor Moore stated that with the economic area like Clearbrook with
the new Walmart location, there were be a great deal more accidents and more traffic
and the discussion is about savings lives and she feels that Roanoke County cannot
afford not to move forward with this grant. Mr. Goodman indicated that he could not
disagree with Supervisor Moore's statement, which is why he has pointed out if
additional personnel are not hired, it will be a reduction in service as it relates to Fire
and Rescue, as it is a fact that you can only run so many calls a day with a certain
number of people.
Supervisor Elswick questioned if staff could identify the areas where a
reduction in service would not be tolerated from the tax payers' perspective, because
citizens should advise where they think their tax dollars should go toward. He stated
that he felt that schools were the most important, with an assumption that the individuals
who mange the schools are managing them wisely and are not being frivolous in their
spending. He stated that funds should also go to Fire and Rescue based on the
assumption that the staffing plans are reasonable and not some kind of "Cadillac"
staffing plan. Further, the funds should go to the Police Department under the same set
of circumstances and lastly to garbage. The Board should identify basic services that
should not be cut and then identify what goes beyond that. Mr. Elswick stressed, if cuts
are going to be made to services, and then it cannot be for basic services. Mr.
Goodman stated that he was glad Supervisor Elswick has brought up this discussion as
it will be a part of the budget presentations for the next fiscal year. Mr. Goodman
detailed that staff will work with the Board and with the Departments to prioritize and
identifying the importance of individual departments, however, this will entail cutting
services. He stated that it was important to identify and set the priorities and look at
what services can be reduced in order to have the necessary funds for the high priority
areas.
Supervisor Flora asked if Roanoke County charges for services for fire with
Chief Burch responding negatively. Supervisor Flora then asked Chief Burch to explain
why not. Chief Burch indicated there were multiple reasons why services for fire
response are not charged. First, very few insurance companies will reimburse for fire
response and the paperwork and information that you get into is not as clear-cut as
ambulance service. For example, if the fire is contained to a bedroom, Fire and Rescue
will be on site for thirty minutes and if the structure is fully involved, Fire and Rescue
may be there for three hours. There are too many variables involved.
Mr. Goodman asked if there were charges for hazmat response with Chief
Burch responding that no personnel charges were brought forth, but equipment was.
He stated whoever is responsible for the hazmat incident is charged. Mr. Goodman
asked if there was a potential to add personnel costs with Chief Burch responding that
he was not sure. Mr. Goodman then asked if charges were billed under a driving under
the influence accident. Chief Burch answered that the process was basically the same
September 14, 2010 351
and based on the fee, man hours ending up costing more than the fee to complete the
paperwork and court appearances. Chief Burch then stated that he is experiencing
turnover of one to three people per year, so there should not be a problem with meeting
the requirements under the grant. Chief Burch stated if these individuals are not hired,
it would in essence be reducing the level of service in Mt. Pleasant. Chief Burch
explained that he wanted to make sure everyone understood what was happening. He
advised that if you took Read Mountain as an example, who went into business in 1991
and up until two years ago served Roanoke County and Botetourt County very well
without one salary dollar paid. This has been happening all over Roanoke County,
however times are different now and to continue the same service, something will have
to be done. Chief Burch stressed he totally respected Mr. Goodman's comments, but if
a plan is not made, in two to three years time, calls will need to be made from core
stations, as the neighborhood stations will need to be closed because remaining open
will not be worth the utility bills.
Supervisor Flora stated that he is of the opinion that he would rather see
us charge for services for fire versus a tax increase. He further added that if a rural
County in Virginia can charge for services for fire, he feels Roanoke County is
sophisticated enough to do the same. Chief Simon stated that he was very familiar
with the process, as there are companies that will come in and say if certain things are
done, they can generate a certain amount of dollars. The problem is there is no
requirement for the citizen to pay the fire department and most insurance companies
reimburse the policyholder. In order to collect the funds, the department would have to
go after the individual for payment. Chief Simon indicated that a contract can be
entered into with one of the companies; however, he is of the opinion that the fees will
not be very large especially in comparison to the fees for ambulance service.
Additionally, there will be a lot of issues associated with trying to do a soft billing. If the
direction is hard billing, this would need to be set up with a collection agency and he
stated he does not feel that this is the direction the Board wants to go in.
Supervisor Altizer stated that he feels staff must start somewhere and
move forward to try and do what it can on the five-year staffing plan. He advised that he
is of the opinion that staff needs to look at every avenue of new revenue. Supervisor
Altizer asked the Fire and Rescue to investigate and bring back to the Board for a
decision of whether or not it is cost effective. Unfortunately, due to the current
economic conditions and state budget cuts, Roanoke County is being forced to look at
every opportunity that is presented to us by statute, while continuing to give the best
services possible. Mr. Altizer stated it is his opinion that staff has to move forward,
address the situation, figure it out and solve it. Additionally, Supervisor Altizer indicated
that it is his opinion that staff is going to have to start looking at things three or four
years in advance and anticipate what will need to be happen in order to put the
programs in place.
Supervisor Elswick stated he agreed with Chief Burch's staffing plan and
in light of the number of volunteers that eventually will be going away; it seems to him
352 September 14, 2010
that it is almost like free money. He further added that hopefully, three years from now
things should be different.
It was the unanimous consensus of the Board to move forward with the
grant application and for staff to arrive at sourcing items to be included in this year's
budget.
IN RE: CERTIFICATION RESOLUTION
At 5:22 p.m., Vice-Chairman Elswick moved to return to open session and
adopt the certification resolution.
RESOLUTION 091410-5 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 Elswick to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Moore, Altizer, Flora, Elswick
NAYS: None
ABSENT: Chairman Joseph B. "Butch" Church
L
September 14, 2010
IN RE: ADJOURNMENT
Vice-Chairman Elswick adjourned the meeting at 5:23 p.m.
miffed by:
Deborah C. Ja
Deputy Clerk to the Board
Approved by:
~~~~
Eddie "Ed" Elswick
Vice-Chairman
353
354 September 14, 2010
PAGE LEFT BLANK INTENTIONALLY