Loading...
HomeMy WebLinkAbout1984-07-18 adjJuly 18, 1984 (Adjourned from July 11, ~i984) 27[ An adjourned meeting of the Albemarle County Board of Supervisors was held on July 18, 1984, at 3:00 P.M., in Meeting Room 7, County Office Building, 401 McIntire Road, Charlottes- ville, Virginia; said meeting being adjourned from July 1t, 1984. BOARD MEMBERS PRESENT: Mr. Frederick R. Bowie, Mrs. Patricia H. Cooke (arrived at 3:15 p.m.), Messrs. Gerald E. Fisher, J. T. Henley, Jr., C. Timothy Lindstrom and Peter T. Way. BOARD MEMBERS ABSENT: None. OFFICERS PRESENT: Guy B. Agnor, Jr., County Executive; James R. Donnelly, Director of Planning and Community Development; Robert W. Tucker, Jr., Deputy County Executive; and Ray B. Jones, Deputy County Executive. Agenda Item No. 1. Mr. Fisher. The meeting was called to order at 3:06 P.M., by the Chairman, Not Docketed: Mr. Agnor introduced Ms. Sandra Reinsel, recently employed as Administr~ Assistant to the CoUnty Executive and briefly summarized her credentials. Mr. Fisher welcomed Ms. Reinsel and stated that all the Board members look forward to the assistance she will provide Mr. Agnor. Agenda Item No. 2. Work Session: Five-Year Capital Improvements Program. Mr. Tucker said that Mr. Jones will first present the revenues which are available to this program. Following this, Mr. Tucker will discuss the actual Capital Improvements Programs and individual projects. Mr. Fisher asked Mr. Tucker to first tell the Board members where the process is at this time. Mr. Tucker said the Planning Commission completed its work on May 29, 1984 and he referred to the recommendations made by the Commission which the Board had in hand. Mr. Tucker noted that this is the first work session held by the Board of Supervisors on the Capital Improvements Program. It is his hope that following this work session, a public hearing can be scheduled for some time in August. For the sake of Mr. Bowie and Mr. Way who are both new to this process, Mr. Agnor explained that the five-year Capital Improvements Program, unlike the County's operational budget, does not require balancing. Mr. Agnor continued that the County staff attempts to project the revenues to indicate that the County does have the resources necessary to do the projects which are to be incorporated into the planning. While this does not have to be tied to an exact fiscal year, the staff does attempt to cycle the Program on a July to June basis. Mr. Jones began by saying that on June 7, 1984, Mr. Agnor wrote a memorandum to the Board of Supervisors summarizing staff's review of the Capital Improvements Fund as follows: SUMMARY OF RESOURCES - CAPITAL IMPROVEMENTS PROGRAM SOURCE 84-85 85-86 86-87 87-88 88-89 TOTAL Fund Balance $ 650,000 .... $ 650,000 At June 30, 1984 Transfer from General Fund 2,000,000 2,000,000 General Fund Appropriation 1,000,000 1,200,000' 1,200,000 1,200,000 1,200,000 5,800,000 Literary Fund Recovery 1,250,000 1,000,000 - - - 2,250,000 Fire Insurance Recovery 42,000 42,000 Fire/Rescue Payment 104,300 122,300 116,800 116,800 112,300 572,500 $5,046,300 $2,322,300 $1,316,800 $1,316,800 $1,312,300 $11,314,500 *The revenues assume continuation of the General Fund appropriation at the current level, plus the renewal of the Federal Revenue Sharing program in October 1986. Mr. Jones referred to the General Fund Appropriation stating that if General Revenue Sharing is not reenacted in 1986, the total for the five year period will be reduced by approximately two and one quarter million dollars. Mr. Fisher asked about the amount for Literary Fund Recovery noting that the figure indicates the $2 million for Broadus Wood School and one-quarter million dollars for other projects. He asked if there is any projection that Literary Funds will be available or requested during the five year period for other projects. Mr. Agnor explained that none of the anticipated projects are eligible for Literary Funds. Mr. Agnor commented that there is a project requested for a comprehensive study of the school system which may change this situation when that study is completed. However, for the presen~ time the five-year program the school system has requested, does not require Literary Funds beyond Broadus Wood School. Mr. Fisher said it seemed unusual that there is only one major project over a five-year period for the schools. July 18, 1984 (Adjourned from ~uly 11, 1984) Mr. Tucker then discussed the requests for expenditures explaining.that the review process is.very similar to the past year's process, Staff and the Planning Commission have reviewed each request as it relates to the Comprehensive Plan. Mr. Tucker said that this year staff and the Commission ranked these particular projects over the Capital Budget and classified those based on a particular priority. For example, committed projects were ranked at the top of the list, second were direct safety needs, third were indirect safety needs, fourth were environmental quality, fifth were efficent services, and last were recreational needs. As Mr. Tucker presents each project request, he will provide the Board with the Planning Commission's recommendation and then the staff's recommendation which sometimes differ from that of the Planning Commission. Mr. Tucker then referred to a yellow-bound "Five Year Capital Improvements Program Fiscal Years 1984-85 thru 1988-89", (original recommendation dated March 15, 1984) from which he will be paraphrasing, and the white bound copy of same dated May 29, 1984, which contains the notation, "Commission Recommendation." He asked the Board to follow along as he presented the Capital Improvements Program: I. ADMINISTRATION AND COURTS - $838,680 requested for provision of Administrative ~ and Court related functions in the County Government. 1. Juvenile and Domestic Reslations Court -Basement Renovation - $13,000 requested forrenovation of the basement area to house the Clerk's office to provide needed space for conversion to computerized recording of the Court's activities (computer equipment to be supplied by the Virginia Supreme Court) The County share is $6,500 and the Planning Commission recommends this amount for FY 84-85 and ranks it at #29 of the 40 projects. 2. Circuit Court Equipment Replactment - $84,000 requested to replace equipment such as racks, counters, microfilm readers and printers, filing units, etc. in the Clerk's Office. The County share is $84,000 and was requested over a two-year period.. Staff recommends funding for FY 84-85 while renovation of the building is in Progress. Auditorium Renovation, County Office Building - $204,980 requested for feasibility study and.renovation of the auditorium and stage to include sound, lighting, heating, and ventilation improvements. Staff feels that only the sound and lighting improvements in the auditorium are necessary, and recommends that $102,140 be funded in FY 84-85. The Planning Commission recommended full funding over a two-year period with the cost of a feasibility stuey ($7,750) to be funded in 1986-87 followed by full funding of the improvements in FY 1987-88. Mr. Agnor commented that he feels the lighting improvements are necessary at the present time in terms of the use of the auditorium. Since the'sound system is tied in with the lighting system, it might be wise to proceed with this project also. He continued that since the auditorium is used mostly in the evening, staff did not see the need to spend an additional $100,000 to provide a cooling system for same. Mr. Fisher commented that he agrees with this although he definitely con.curs in the need to improve the lighting. Mr. Jones noted that over the past fiscal year, there were over 240 scheduled events held in the auditorium; 80 were outside agencies, five were meetings of the Board of Supervisors, approximately one-half of the 240 events were recreational programs, exercise programs, church activities and events of a like nature. Gas Pump Canopy, County Office Building - $5,500 requested for installation of a roof-type canopy over the gas pumps. Staff recommends full funding for FY 84-85 noting that the location of these pumps may one day need to be changed when the proposed improvement to McIntire Road is made. Staff has also indicated its willingness to look into relocating these pumps should the Board approve funding this request. The Planning Commission recommended full funding of the request but suggested moving same ahead one year. Phone System - Court Square - $75,000 requested for installation of a computer and phone system. Staff feels a better cost estimate for this work can be obtained and is in the process of. getting same, however, at the present time $75,000 is the only figure available. The Planning Commission recommends full funding for FY 84-85 and ranks this project 24 as an efficient service. Mr. Agnor commented that at the present time both the County Office Building on McIntire Road and the buildings on Court Square are-on the same phone system. The purpose of this project is to allow the Court Square buildings to have a separate phone system. Mr. Agnor feels separate phone systems would be very beneificial and more efficient than the present system. 6. Warehouse/Storage Building, County Office Building - $450,000 requested for a 22,000 square foot building at the west end of the employee parking lot for future print shop, and relocation of warehouse, freeing up office space in Phase I and removing existing weight load from the third floor. Staff recommends that this project be removed entirely from the Capital Improvements Program feeling that more efficient use of the~basement can be made. Staff also feels that moving the print shop away from the main building will create efficiency problems. The Planning Commission recommended full funding for FY 88-89 moving the project forward three years. July 18,_ ~984 (Adjourned from July 11, 1984) e Furniture/Equipment, Court Square - $16,700 requested to provide furniture and equipment for the General District Court, Circuit Court and Judges. The Planning Commission recommends full funding for FY 84-85 and ranks this project #31 as an efficient service. 01d Jailer's House Re-roofing - $6,000 requested. Staff recommends full funding for FY 84-85. The Planning Commission recommended full funding for FY 85-86. Mr. Way asked who is using the building at this time. Mr. Agnor replied that the National Headquarters of Offender Aid and Restoration occupies the 01d Jail property, Albemarle Housing Improvement Program and some other agencies are occupying this building temporarily while the old County Office Building is being renovated. II. Old Jailor's House Improvements - $10,000 requested to remove and relay brick wall cap for the Old Jailor's Courtyard wall. Both staff and the Planning Commission recommend full funding for FY 86-87. AIRPORT - Mr. Tucker noted that this category is presented merely as information since all the projects have been removed from direct County funding responsibility due pending the creation of an Airport authority. No funding request is being made. Mr. Fisher asked if by incorporating these specific projects, and then adopting the Capital Improvements Program, if that could constitute approval of the listed Airport projects by the Board. Mr. Tucker said yes, adding that all of these projects are shown in the Airport Master Plan, which has officially been adopted by the County as a guide for the County's land use needs. Mr. Bowie asked if by doing nothing, the Board is essentially implying agreement with all the projects in that master plan. Mr. Fisher said the Board will adopt a Capital Improvements Program for Albemarle County which will incorporate Airport projects for the Rivanna Water and Sewer Authority and Albemarle County Service Authority. Mr. Fisher said it seems to him the process implies that the Board approves of the projects whether or not the Board assumes any funding responsibility for same. Mr. Lindstrom pointed out that these are all improvements which are a part of the County's Comprehensive Plan. Mr. Tucker said this is what he meant. While the County did not adopt the Airport Master Plan per se, the land use recommendations were in fact endorsed as part of the County's Comprehensive Plan. Mr. Agnor said that each of these projects will be reviewed as they came into being for compliance with the Comprehensive Plan although not all of these projects will come before the Board; those concerning building construction and terminal development would. Mr. Way wished to make a comment on the previous project concerning the 01d Jailor's House. He asked if the County has any intention of ever using this building. Mr. Agnor said that when renovations are completed to the buildings on Court Square, the staff will review the future of all the buildings in that location. Mrs. Cooke asked if the Old Jailor's House had been placed on the National Register of Historic Places. Mr. Agnor said yes. Mr. Agnor said there are actually three buildings which will be studied: the Jailor's House which is connected to the 01d Jail itself; the building now occupied by the Clerk of the Circuit Court directly behind the Juvenile Court Building, which is referred to as the Real Estate Building, and the old garage building. Mr. Lindstrom referred back to the Airport category and commented also on the Rivanna Water and Sewer Authority saying that if the Board is not approving any funds for either of these projects but will only review the projects for compliance with the Comprehensive Plan, he wonders if these items should be shown in the CIP at all. Mr. Tucker said they are shown strictly for informational purposes. Mr. Lindstrom said that he agreed with Mr. Fisher. If these categories and projects are listed in the CIP and the Board decides to change its mind during Comprehensive Plan review, the Board might be accused of being misleading. He suggested it might be better to do a thorough review of the project when going through the Capital Improvements Program, or eliminate these projects completely from the program and review each project comes up under the Comprehensive Plan. Mr. Fisher asked what is the argument for placing in the program, projects that are not funded by County taxes. Mr. Agnor answered these are shown only for information; the 'projects do affect County citizens. Mr. Agnor said these projects are listed simply to provide the governing body with information as to what is being done in the County by public agencies. Mr. Fisher said the question seems to be one of procedure and whether or not the Board wishes to incorporate all projects from other public agencies or to limit the projects shown in the Capital Improvements Program to Just those projects which need local tax funds. Mr. Fisher said he feels that from a planning standpoint, it is better to see everything; leave those items in the CIP, but adopt only the ones being funded by the County, Mr. Henley said it was his feeling that this is why these items'are placed in the budget. Mr. Bowie suggested that perhaps these categories could be separated in the future and list items being requested for County funding, and have another category listed for informational purposes. Mr. Agnor commented that at one time the Rivanna Water and Sewer Authority and the Albemarle County Service Authority were listed at the end of the document under the heading of "Utilities." The present document lists categories alphabetically. Mr. Agnor suggested that the Board consider that all the projects funded by the County be listed first, followed by the two utilities and then the Airport. Mr. Fisher agreed that this would be a wise method of handling the Program. Mr. Agnor stated, for the benefit of Mr. Way and Mr. Bowie, that there was discussion last year as to whether the creation of an airport authority would totally remove the need for any County funding. He continued that this is the intent of having an authority. However, there are a number of small projects ($3,000 to $4,000 in local funds) which would be difficult to incorporate into the long-range debt financing plan which includes the terminal building and the parking lot facility. Mr. Agnor said that he may request from both the City of Charlottes- ville and the County of Albemarle, money to fund a small project which cannot be placed into a large debt financing Program. July 18, 1984 (Adjourned from July 11, 1984) III. EDUCATION - $4,338,377 Albemarle Renovation - Phase IV - $602,677 requested. Funding for this item has already been appropriated since the time of Planning Commission review. Broadus Wood Addition and Remodeling - $1,890,000. Mr. Tucker noted that since this item comes up as a separate agenda item, discussion of same would be deferred to later in the meeting. Brownsville Re-roofing and Masonry Repairs - $155,000 requested for the replacement of presently leaking roof and repair of mortar joints. The Planning Commission recommends full funding for FY 84-85 and ranks this #10 as a direct safety need. Western Albemarle Emergency Generator - $86,000 requested for installation of an emergency power generator to provide light for all interior rooms and hallways, walk-in freezer and gasoline pump as well as power to close the stage curtain in the theater as requried by the Virginia Fire Code. The planning Commission recommends full funding for FY 84-85 and ranks this #8, a direct safety need. Energy Conservation Project, Burley, Stone Robinson - (already funded). Mr. Tucker explained that this is on ongoing project familiar to the Board; no funding request is being made. This is for study, planning and implementation of energy conserYation measures. The majority of the funding is reimbursed from the Federal Department of Energy. Comprehensive Plan for Schools - $35,000 requested to provide resources for consultants, citizens and staff members, to generate a comprehensive long-range plan for public education in the County. The Planning Commission looked at three alternatives; 1) staff to prepare a plan; 2) hiring a planner or staff person who has public facilities expertise; and, 3) hiring a consultant. The Planning Commission decided that to use staff would simply take away from existing projects. Also, there is no one presently on staff who has a strong emphasis in public facilities planning. The Planning Commission favored exploring the consultant aspect or, hiring someone to be on staff for a specific period of time. The staff also suggests these alternatives. Mr. Tucker said that when a long-range plan is completed, it is staff's intent to update this plan in the future coincident with the Comprehensive Plan up-date each five years. Mr. Tucker feels that the amount of $35,000 is adequate for any 0£ the above mentioned options; should a staff person be hired, it is possible the full amount would not be necessary. Mr. Fisher felt it would be good to have a long-range plan for the public schools. He is not sure, however, with the changing utilization of schools, the changing school populations etc., how long such a plan would be pertinent. Mr. Tucker said he feels such a plan would only be pertinent if same were updated every five years; it would be staff's intent to this. Mr. Fisher asked if the plan would be drawn for more than five y-ears~ Mr. Tucker said he would envision a plan covering a ten to twenty-year time period. This plan would be geared to the Comprehensive Plan in so far as the location of growth areas. Mr. Way asked exactly what is meant by the term comprehensive long-range lan for public education". He wonders what kind of instructions will be given by the School Board to the person or persons who will create this pZan. Mr. Tucker responded that the School Board has recommended that a Steering Committee develop a scope of work upon which the comprehensive plan for schools would be developed. Mr. Way said he has a number of schools in his district sorely in need of upgrading. He has been telling concerned parties that upgrading these schools is part of the County's planning program. Mr. Way wants to make sure that this is what a consultant will, in fact, do. Mr. Tucker said that there are other areas in the County which also have schools in need of upgrading. Therefore, he feels upgrading schools would be an initial part of the study. Mr. Lindstrom said he assumed the whole purpose of this study was to enable the County and the School system to focus on and identify the critical needs of the County's schools. Mr. Lindstrom said he assumes the people who make policy in the County' will set the priorities and determine which needs will be addressed first. Because funds are limited, a study of this kind, if properly directed, will allow priorities to be set and put into practice. Mr. Bowie said that if the Board approves the $35,000 requested, he wants to be assured .that all concerned parties can provide comments as to what direction this study will take. Mr. Fisher told Mr. Tucker he feels the Board members wish to participat in directing this study. He wonders if $35,000 is an appropriate amount of money for this undertaking. Mr. Agnor said the amount of $35,000 is the best estimate available at this time. He added that the target date for completion of the plan is by the end of the current fiscal year which began July 1, 1984. Mr. Agnor continued that the School Board understands this study must be a scope of work undertaken by all groups providing comments to a consultant. He understands a "facilities planner" is a field of Work all its own. Mr. Way said he has no problem with the amount of funding requested or with the study being done; his concern is how this study will be accomplished. Mr. Fisher said the Board needs to discuss this project further and determine how this study is to be undertaken. Comprehensive Refurbishment, Phase I , $250,000 originally requested for a number of large and small improvements to Albemarle County schools. The School Administrative staff has revised this figure to $169,480. The list of projects is indicated below: Jut 18 1 84 Ad'ourned from Ju~) Albemarle High School - repair crack in track; blacktop and grade trailer area; pave handball area and sidewalks; build new driving range tower. Broadus Wood Elementary School - track repair and additional paving. Brownsville Elementary School - pave parking lot and blacktop area; install drapes in fourteen classrooms;, install two basketball goals; construct ramps for students with handicaps. Burley Middle School - construct ramps for students with handicaps. Crozet Elementary School - repair and replace gutter baxing; resurface blacktop. Greer Elementary School - install two basketball goals. Henley Middle School - asphalt several areas; tar and gravel parking lot; install shed for physical education equipment. Jack Jouett Middle School - resurface and enlarge blacktop area; install emergency lights; refinish bleachers; resurface gym floor. Murray Elementary School - repair front area of school and parking lots; replace partition in cafeteria. Red Hill Elementary School - patch blacktop and extend court. Rose Hill Elementary School - enlarge parking space; carpet classrooms. Scottsville Elementary School - replace sliding door in cafeteria; install burglar alarm; improve fire alarm; install backboards for outdoor goals; lower ceiling in rooms where ne6ded. Walton Middle School - repaint and repair lockers; improve cafeteria entrance; resurface and repair asphalt areas; resurface gym floor. Western Albemarle High School - repair track; replace carpet in cafeteria; build new athletic field. Woodbrook Elementary School - seal cafeteria parking lot; construct asphalt exit for wheelchair on east side; install curtains in cafeteria; install one television antenna. Yancey Elementary School - remodel office; purchase or build storage shed; install carpet in classrooms. Bus - move lift. Mr. Tucker said that last week a transfer of approximately $98,000 was made, allowing the School Board to proceed with some of these improvements during the summer months. The remaining projects will hopefully be completed during the current fiscal year. · The Planning Commission felt that since the operating budget has already been approved, these improvements needed to be addressed but the Planning Commission recommended deletion of #8 from the Capital Improvements Program (following) and that. in:the future these maintenance items be~ included in the operating budget and not the Capital Improvements Program. Comprehensive Refurbishment, phase II - $200,000 requested to complete all the major upgrading and maintenance items that had accumulated over the past several years.- Mr. Way said he agrees with the position taken by the Planning Commission. He said that this year there were a number of projects the School Board wanted to address; however, this could not be done because of the budgeting process which was several weeks behind schedule. There are only two months during the summer-when these maintenance projects can be done. Mr. Agnor pointed out that review of maintenance items should really be a function of the School Board rather than the Planning Commission. Mr. Agnor suggested that at the next joint meeting between the Board of Supervisors and the School Board, the proposed recommendation of the Planning Commission be discussed. Mr. Agnor explained that these refurbishments have been deferred because during the budget cutting process the first items to be cut in the operating budget are the maintenance items. Mr. Agnor recommended that maintenance of school buildings not be deferred year after year since these projects are very important to the utilization of these facilities. Mr. Agnor then suggested that the Board consider allocating a flat amount of money every year for the maintenace of the twenty-one school buildings and that these funds be considered sacred in that they cannot be used for any other purpose. Maintenance Shop Re-Roofing - $27,000 requested for replacement of a leaking roof on the Hydraulic Road Maintenance Shop. The Planning Commission recommends full funding for FY 84-85 and ranks .this #11, a direct safety need. 10. Hollymead Re-roofing - $200,000 requested. 11. Stone Robinson Re-roofing - $40,000 requested. 12. Greer Re-roofing - $1107000 requested. 13. Red Hill POD Re-roofing - $28,700 requested. 14. Stony Point Re-roofing - $44,000 requested. 15. Crozet Re-roofing - $150,000 requested. 16. Rose Hill Re-roofing - $60,000 requested. 17. Burley Re-roofing - $1t0,000 requested. July 18, 1984 ~Adjourned from July 11, 1984) Projects 10 through 17 have.been recommended by the Planning Commission for full funding and scheduled over the years between 1985 and 1989 in the Capital Improvement Program. IV. POLICE~ FIRE~ RES~UE~ AND SAFETY - $1,363,298 requested. 1. Western Albemarle Resuce Squad, Land and Building - $184,160 requested for land acquisition and construction of building for permanent site. Mr. Tucker said new figures which indicate that the request may be less than the $184,000 have not yet been received. It is his hope these figures will be available before the public hearing. Mr. Tucker indicated that this amount will be repaid over a ten-year period. Joint Dispatch Center, 911 - $83,800 requested as County's share; includes renovation of the basement of the City Police Department to house the 911 Dispatch Center, and purchase of necessary equipment for this Center. Money to staff the Center was included in the County's Operating Budget. Mr. Tucker said $58,800 is all that is necessary to complete the funding for this Center as $25,000 has been funded from savings in the vehicle maintenance budget. Volunteer Fire Departments Advance Allocation - $600,000 requested to provide $200,000 annually to the allocation program for the Jefferson Country Firefighters' Association. This Program is on a five-year trial period adopted by the Board of Supervisors, and is requested to continue through 1986-87. The Planning Commission recommends full funding and considers this request a committed project. Fire Service Training Center - $75,000 requested for preparation of a site and construction of a training center for area service organi- zations. The County's share is $125,000; $50,000 has already been appropriated. The Planning Commission recommends full funding of $25,000 per year over a three-year period and considers this an indirect safety need. 7. 8. 9. 10. Dry Hydrants, East Rivanna - $8,000 requested. Dry Hydrants, North Garden - $8,000 requested. Dry Hydrants, Earlysville - $8,000 requested. Dry Hydrants, Crozet - $8,000 requested. Dry Hydrants, Stony Point - $8,000 requested. Dry Hydrants, Scottsville - $8,000 requested. Items 5 through 10 are for installation of four dry hydrants at selected sites for each of the volunteer companies; sites to be secured by Jefferson Country Firefighters' Association. Ail installations should be completed by the end of the current fiscal year. The Planning Commission recommends full funding; ranked at #21 as an indirect safety need. 11. County Fire Engine - $162,000 requested for acquisition of new fire engine to replace engine #10, allowing engine #11 to go into reserve status for backup to the new engine. Engine #10 will be sold. The Planning Commission recommends full funding for FY 84-85. 12. Polica Department Radio System - $175,400 requested to provide mobile and portable radio communications to County Police officers with County-wide application. This system will provide total coverage for the officers outside of their vehicles which they do not have with the present system. The request includes a new antenna at Wintergreen providing full coverage throughout the County. The Planning Commission recommends full funding for FY 84-85. Mr. Agnor commented that the need for this radio system is not actually related to the creation of the Police Department. When an officer presently leaves his vehicle, he is out of contact with any communication system. 13. Police Department Car Tachometers - $10,000 requested for the installation of tachometers in police vehicles to record speed, motion, duration and operation of lights and sirens. The primary need for this is to create a record which can be used in Court if necessary. In addition, such a tachometer will assist the Chief of Police in following up on any complaints he may receive concerning his officers. Mr. Tucker commented that $!0,000 was the amount requested orginally, however, since that time it has been determined that $15,000 is the actual amount necessary. $10,000 would have been sufficient for the installation of mechanical tachometers; which, once installed, could not be moved to another vehicle. The recently discovered tachometer will allow the flexibility of shifting tho unit from one vehicle to another. Mr. Fisher asked if the entire police fleet will be covered. Mr. Agnor responded that the fleet presently in existence will be covered. He continued that when new vehicles are purchased, tachometers will be included in the purchase price of the vehicle. Mr. Lindstrom asked the cost per unit. Mr. Jones answered that it is approximately 5800 on the particular unit priced. Mr. Fisher wondered if these units are required for court activity or primarily for handling complaints. Mr. Agnor said the tachometers readings will be used for both. Mr. Fisher then asked if the recordings are accepted by the courts. Mr. Agnor said it is his understanding that such recordings are accepted by the Courts. Mr. Fisher noted that the request then, is to be changed to $15,000 rather than the $10,000 as indicated on the Capital Zmprovements budget. July 18, 1984 (Adjourned from July 11, 1984) 14. Joint Security Complex Sprinkler System - $24~938 requested for installation of a sprinkler system throughout the Joint Security Complex as recommended by the County Fire Official. Mr. Tucker noted that 50 percenT, or the County's share, will be reimbursed by the State Board of Corrections. Once the County is reimbursed, $12,469 will be placed back into the Capital Improvements fund. The Planning Commission recommends full funding for FY 84-85. HIGHWAYS AND TRANSPORTATION - $97,253 Hydraulic Road Improvements - $97,253 requested for the final bill from the State for funding of the pedestrian and sidewalk trails along this roadway improvement and the right-of-way costs. The Planning Commission recommends full funding for FY 84-85. Georgetown Road Walkway - no request as $61,775 has already been allocated. The project is basically complete with the exception of a few locations (one lot at Old Forge Road which should be completed by early Fall of this year); also correction of a problem in another location. VI. HOUSING - No Request CDBG Housing Rehabilitation Program - No request. The County's share of $199,000 has already been allocated for the rehabilitation of 55 dwelling units in three strategy areas of the County. This is a two-year program dependent upon Community Development Block Grants which hopefully will be granted in the next few months. VII. LIBRARIES - $336,000 Hollymead Branch Library - $336,000 requested to construct a 5,000 square foot library facility. The Planning Commission recommends full funding for FY 87-88. VIII. MISCELLANEOUS - $311,080 County Computer Upgrade - $174,500 requested to provide adequate computer resources for processing of all County projects to include purchase of paper shredder, tape drive processor, disc drive. Total project cost is $201,100 of which $26,600 has already been allocated. The Planning Commission recommends full funding ($9,000 in FY 84-85 and $165,500 in FY 85-86) and ranks this #28 under efficient services. Mr. Fisher said that he and Mr. Bowie have spoken with the County's Auditors concerning the proposed computer upgrading. The Auditors have raised some questions as to whether or not the best use is being made of the present equipment. Mr. Fisher said he too has similar concerns noting that there have been many upgrades for memory and operation of the present system which only operates at a capacity level of one shift per day~. Both Mr. Fisher and Mr. Bowie feel that no additional funds should be spent until a disinterested person has evaluated utilization of the existing system. Mr. Fisher is concerned about continuing to add additional memory to the present system without first considering how same can be better used. Mr. Bowie commented that he too is concerned that the present system is not being used as efficiently as it might be. He would like to see an outside analysis done of the efficiency and the proper use of the present system. Also, Mr. Bowie would like to be able to determine how much money should be invested in this system considering same will need to be replaced in the not too distant future. He suggested that bids be solicited for usch a review. Mr. Jones said a second shift will be started during the 1984-85 year solely for the purpose of loading information into the computer in order to free up the first shift for other work. Mr. Jones said he has no idea what this type of study might cost. Mr. Henley asked how long the County has had its present computer system. Mr. Agnor replied that the system was purchased in April of 1982. Mr. Henley was amazed that another system would have to be purchased within the next six years. Mr. Agnor said the purchase of this system was a seven year acquisition cost with the expectation that at the end of that seven-year period, the hardware would become obsolete. Mr. Agnor noted that the system has already been loaded beyond its capacity. Mr. Fisher commented that there are individuals who do surveys for businesses and for public sector operations, to analyze how these systems are being used and to make suggestions for changes. Mr. Fisher said it is necessary to write the specific questions which need to be answered. County Security System - $12,225 requested for installation of three separate security devices; 1) In the Finance Department an alarm tied to the Police Department; 2) a camera mounted at the back of the County Office Building near the Police Department; and 3) an indoor camera for the holding cell in the Police Department. The Planning Commission recommends full funding for FY 84-85. Microfilm Center - $35,000 requested to establish a microfilm center to consolidate existing records of Inspections, Real Estate, Zoning, Finance, Payroll, Planning, Albemarle County Service Authority, Engineering and Social Services Departments. It is estimated that over a million records could be reduced to microfiche resulting in space savings and other efficiencies. No additional staff is being considered. The Planning Commission recommends full funding for FY 84-85. July 18, 1984 (~djourned from July 11, 1984) Mr. Jones said that when he and Mr. Tucker were reviewing departmental budgets this year, it was found that three departments wanted their own individual microfilming capabilities. At that time, it was decided to do a survey of general government needs and solve same with a central system. Southside Health Center Improvements - $555 requested for prepa- ration and painting of the building. The Planning Commission has recommended that this project be deleted from the Capital Improvements Program as it is inappropriately located in same. This will be funded through the Buildings and Maintenance account of the Department of Staff Services. Comprehensive Information and Development Review System Equipment for Planning, Engineering, Zoning and Inspections Departments - $13,800 requested for four CRT computer units and some printers. The Planning Commission recommends full funding for FY 84-85; ranked at #26 under efficient services. Mr. Bowie asked if this ties into the computer upgrade. Mr. Tucker said these units would be tied into the main frame and could provide these four departments with the ability to communicate with one another through the main terminal. This will eliminate the myriad interdepartmental memos which occur when an individual applies for a building permit. It is estimated that this system will provide a cost and time savings to citizens in the County who are going through the developmental process. Mr. Fisher suggested that some thought be given to the security of such a system. Mr. Bowie said he hopes these savings will be reflected in future operating budgets. Mr. Tucker assured him this would be so. Growth Areas Aerial Topographic Mapping - $$45,000 requested for acquisition of topo maps for Berkeley, Four Seasons, Hollymead, Biscuit Run, the 250 West/Interstate 64 area, and Crozet. The Planning Commission recommends full funding over a two-year period, ($26,070 for FY 84-85 and $18,930 for FY 85-86); ranked 27 as an efficient service. The staff recommends full funding for FY 84-85. Mr. Agnor stated his support of the staff's recommendation and asked that the Board consider funding this project all in one fiscal year in order to keep the cost at a minimum. Landsat Mapping Program - $30,000 requested for acquisition of satellite mapping program for the entire County to complement land use planning. The Planning Commission recommends full funding in FY 86-87. It is the staff's feeling that this project should be deleted from the Capital Improvements Program because landsat mapping is more useful on a larger regional or state-wide area than on a County or City-wide area. Staff also feels it can more cost-effectively prowLde this updating rather than have the satellite mapping updated. IX. PARKS AND RECREATION - $1,244,200 requested Whitewood Road Park ~Phase I - $34,000 requested for construction of a one mile long, six-foot wide, surface-treated jogging trail and a small parking area. The Planning Commission recommends full funding for FY 84-85. Whitewood Road Park - Phase II - $3'77,000 requested for construction of a baseball/softball/soccer field, four tennis courts, a parking lot, restroom facilities and lighting. The Planning Commission has deleted this project from the budget as the School Board is hesitant to allow any permanent structures on this property until the long-range plan for schools School study can be completed. Jouett Tennis Court Development - $31,000 requested for construction of two tennis courts for use by County Schools in a recreation program and for open play by the public. The Planning Commission recommends moving this project back to FY 85-86. Staff recommends full funding for FY 84-85 because the need exists due to overcrowding at other facilities at the present time. McIntire Softball and Baseball Facilities - $5,000 requested for improvements to existing ballfield including regrading and reseeding of the field and replacement of the backstop. The Planning Commission recommends moving this back to FY 85-86. Staff agrees since the status of McIntire School property is unresolved to-date. Hollymead Little League Field Fencing - $6,000 requested to repair fence on existing Little League Field and for purchase and installation of second fence around the second field to accommodate increased games and practices. The Planning Commission recommends full funding for FY 84-85; rank #38. Stony Point Recreational Improvements - $4,000 requested for construction of new baseball/softball backstop, replacement of existing outdoor basketball goals, and backboards. The Planning Commission recommends full funding for FY 84-85. Stone Robinson Backstop - Already completed. This project can be deleted from the Capital Improvements Program. July 18, 1984 (Adjourned from July 11, 1984) Albemarle Tennis Courts Re-surfacing - $10,000 requested to re- surface existing courts, correct drainage problems and reline the Courts. The Planning Commission recommends full funding for FY 84-85. Regional Southern Park - The Planning Commission has substituted the Southern Swimming Facility for a regional park at a cost of $400,000. The Planning Commission recommends full funding of this swimming facility for FY 84-85 to provide an olympic-sized swimming pool on the Walton School site. Mr. Fisher said he has some concerns about this, but he feels it might be best to discuss this at another time. Mr. Fisher is in agreement that there is a need to enhance facilities in the southern part of the CounTy; the question is how to achieve this. He continued that if there is money reserved in the budget for a facility for the coming year, he would like to go to public hearing with this but reserve the decision until after the hearing as to how to provide facilities to the southern end of the County. 10. Hardware Rapids Park - $160,000 requested to purchase and preserve a scenic section of the Hardware River with minimal development; 25 parking spaces and a restroom. The Planning Commission recommends full funding over a two-year period ($31 000 in FY 84-85 and $129 000 in FY 85-8~). ' ' 11. Old Scottsville School Parking Lot Re-surfacing - $6,000 requested to patch and surface treat existing.parking lot. The Planning Commission recommends full funding for FY 85-86. 12. Greenwood Center Parking Lot Re-surfacing - $8,000 requested to treat the existing lot, entrance and exit roads. The Planning Commission recommends full funding for FY 85-86. 13. Chris Green Comfort Station. 14. Mint Springs Maintenance Facility Improvements. 15. Totier Creek Road Paving. 16. Crozet School Backstop. 17. Ivy Creek Natural Area Paving. 18. Old Scottsville School Improvements. Items 13 through 18 have prior allocations. There is no request for additional funding at this time. Items 16 and 18 have been completed. The remainder are in the final engineering stages. Mr. Tucker said that the idea from the City to construct a softball complex has received a great deal of media attention, but has not been included in this Capital Improvements Program. The Planning Commission did not consider this project at the present time until some futher guidance can be received from the Board. Mr. Tucker said he understands that at the August 23 meeting of City Council and the Board of Supervisors, one of the items to be discussed is the need for softball facilities in the area. He stated that neither the Planning Commission nor the staff has made any recommendation on this subject. Basically staff's recommendation is that this idea is not an urgent need, and there are other projects of a higher priority at the present time. Mr. Fisher suggested that it would make more sense to include a facility of this type with at least the minimal requirement for upgrading existing fields, rather than omitting a project in its entirety from the budget. Mr. Tucker said this would require an agreement from the City of Charlottesville, but if the City did agree, this then would require some additional funding on the part of the County. No funding is indicated at the present time. Mr. Agnor said the budget can be amended. XI. UTILITIES - There are 32 projects listed under this category, seventeen of these projects require County funding. 3. 4. 5. g. 7. 8. 9. Berkmar Detention Basin - $161,473 requested. Four-Seasons Detention Basin - $40,000 requested. Birnam Detention Basin - $45,838 requested. Wynridge Detention Basin - $49,000 requested. Berkeley Storm Sewer, Phase I - $18,000 requested. Bennington Channel - $13,000 requested. Old Forge Storm Sewer - $4,500 requested. Smithfield Road Storm Sewer - $8,450 requested. Windham/Jarman Gap Road Channel - $17,000 requested. Items 1 through 9 are for construction of stormwaver drainage structures which the Board has previously seen when reviewing the Comprehensive Plan to include these projects for future development (Item 6, Bennington Channel is the exception). Two projects (Bennington Channel and Four Seasons Lake) will come before the Board this evening at the Board meeting (public hearing to amend the Comprehensive Plan). Funding for the Bennington Road Channel is being deleted in order to give the Engineering staff time to devise a plan that meets with the approval of the homeowners. The Planning Commission has recommended full funding for FY 84-85. Mr. Fisher said the whole concept of these regional detention basins was that they would be partially funded by developer contributions, so the developer would not have to build on- site facilities. Mr. Fisher said he has not seen any revenue projections. Mr. Tucker said that in some cases money has already been contributed by the developer. Mr. Fisher asked if there will be some revenues to partially offset the costs of these detention basins. Mr. Tucker answered yes. Mr. Agnor commented that in some cases development revenue may not occur for eight to ten years. July 18, 1984 (Adjourned from.JulY 11,· 1984) 10. 11. 12. 13. 14. 15. 16. Berkeley Storm Sewer, Phase II - $65,000 requested. Camellia Detention Basin -$10,000 requested. Lynchburg Road Storm Sewer - $8,000 requested. Four Seasons Drive Channel - $19,000 requested. Solomon Road Improvements - $14,000 requested. Berkshire Road Channel - $23,525 requested. Woodbrook Channel - $18,000 requested. Items 10 through 16 are those projects for which the Comprehensive Plan was amended by the Board in May of this year. Ail are to be funded later in the Capital Improvements Program (10 through 14 in FY 85-86, and 15 through 17 in FY 86-87). 17. Lickinghole Creek Basin - $545,235 requested for construction of a 29-acre regional run-off control basin in Crozet is shown in the Comprehensive Plan. The Planning Commission recommends full funding ($85,675 for FY 84-85 and $459,560 for FY 85-86) and ranks this project #23, environmental quality. The total project cost is $551,235; $6,000 has already been appropriated for this project~ The funding for FY 84-85 will be used for the final engineering design and land acquisition of the Lickinghole Detention Basin. Mr. Tucker said the Engineering Department has met with the two property owners involved in this land acquisition and also with their attorneys. The Engineering Department has been made aware of the problems envisioned by the property owners;the Engineering Department feels it can easily accommodate these concerns. Mr. Tucker said the current~fiscal year will allow appropriate time to amend the Run-off Control Ordinance to allow the' County to require developers to contribute funds to off-site facilities in lieu of constructing on-site facilities, and pursue temporary funding of this project through Rivanna Water and Sewer Authority bonds; future developer contributions to be transferred to the Rivanna Water and Sewer Authority. Funding of $459,560 for FY 85-86 will allow construction of the actual basin. Mr. Fisher asked if any Federal money is available. Mr. Tucker answered none is available at this point. Mr. Fisher asked if individuals are still attempting to.locate Federal funds. Mr. Tucker said as far as he knows, the Engineering Department and Mr. Bill Norris have not yet halted their attempts to locate Federal funds. Mr. Tucker said that the remaining projects listed under the category of "Utilities", are informational and involve no County funding. These are projects contemplated by both the Albemarle County Service Authority and the Rivanna Water and Sewer Authority. Mr. Tucker commented that on the suggestion of Mr. Bowie, all of the informational categories will be separated from the categories involving County funding, and listed at the end of the Capital Improvements Program. Mr. Fisher note~ that the staff recommendations which differed from those of the Planning Commission were summarized in the memorandum from Mr. Keith Mabe, dated May 30, 1984, as follows: "The Albemarle_County Planning Commission completed its review of the Capital Improvements Program 1984 - 1989 on May 29, 1984, and has recommended the following program which totals $4,301,352. The process followed by the Planning Commission was the same as that followed last year, which involved reviewing each project prepared by the various agencies of the County and recommending a year for funding by the County. Criteria involved in preparing the five,year program included relationship to Comprehensive Plan, relationship to health and safety needs, availability of other funds, number of population being served and the completion of related projects. As with last year's program, the Planning Commission went one step further to rank those urgent priority needs for the 1984-85 Capital Budget. The Commission requested that the Board follow closely the priority rankings for funding allocations during the 1984 - 1985 Capital Budget fiscal year." July 18, 1984 (Adjourned from July 11, 1984) CAPITAL IMPROVEMENTS PROGRAM 1984 - 1985 BUDGET RECOMMENDATIONS RANKING PROJECT AMOUNT CLASS IFICAT ION 1 Broadus Wood Addition and Remodeling (III.2) $1,890,000 Committed 2 Hydraulic Road Improvements (V.1) 97,253 Projects 3 Joint Dispatch (911) Center (IV.2) 58,800 4 Volunteer Fire Department Advances (IV.3) 200,000 5 County Fire Engine (IV.ii) 8 9 10 i1 6 Joint Security Complex Sprinkler (IV.14) $ 24,938 Direct Safety Needs 7 Comprehensive Refurbishments, Phase I (III.7) 169,480 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 Burley: Ramp for Wheelchairs $ Murray: Repairs to Front Area Albemarle: Blacktop in Trailer Area Jouett, Henley, Walton: Emergency 6,000 Lights Albemarle: New Driving Range Tower Crozet: Repair Gutters Albemarle, Brownsville, Crozet, Henley, Jouett, Red Hill, Walton, Woodbrook, Rose Hill: Pavement and Blacktop Yancey: Storage Shed 2,000 Rose Hill, Stone Robinson, Yancey: 17,350 Carpet Rose Hill: Parking Space Enlargement 8,000 Vehicular Lift Relocation 2,500 Crozet, Yancey: Remodel Offices 12,000 Western Albemarle: Carpeting in 5,000 Cafeteria Walton, Henley: Repairs to Lockers 8,400 Western Albemarle: Repair Track 15,000 TOTAL $169,480 Western Albemarle Emergency Generator (III.4) Berkmar Detention Basin (XI.1) Brownsville Re-roofing (III.3) Maintenance Shop Re-roofing (III.9) 4,000 10,000 9,300 5,000 5,000 59,930 86,000 161,473 155,000 27,000 Police Department Radio System (IV.12) County Security System (VIII.2) Four Seasons Detention Basin (XI.2) Birnam Detention Basin (XI.3) Wynridge Detention Basin (XI.4) Berkeley Storm Sewer, Phase I (XI.5) Old Forge Storm Sewer (XI.7) Smithfield Road Storm Sewer (XI,8) Windham/Jarman Gap Road Channel (XI.9) Dry Hydrants: East Rivanna and Scottsville (IV. 5-IV. 10) Fire Service Training Center (IV.4) $ 175,400 12,225 40,000 45,838 49,000 18,000 4,500 8,450 17,000 48,000 25,000 Lickinghole Creek Basim (XI.17) $ 85,675 Phone System/Court Square (I.5) Microfilm Center (VIII.3) Comprehensive Information and Development Review System (VIII.5) Growth Areas Mapping (VIII.6) Berkeley/Four Seasons Area $ 9,000 Hollymead/29 North Area 12,150 Biscuit Run Area 4,920 TOTAL $ 26,070 County Computer Upgrading (VIII.I) Juvenile and Domestic Court Basement Renovation (I.1) Comprehensive Plan for Schools (III.6) Furniture and Equipment/Court Square (I.7) Circuit Court Equipment Replacement (I.2) Six Slope-top Counters $ 21,000 Nine Sections of Shelving . 4,050 TOTAL $ 25,050 Police Department Car Tachometers (IV.13) 75,000 35,000 13,800 26,070 9,000 6,500 35,000 16,700 25,050 10,000 Stone Robinson Backstop (IX.7) Southern Swimming Facility (IX.9) White Road, Phase I (IX.l) Stony Point Recreational Imp. (IX.6) Hollymead Field Fencing (IX.5) Albemarle Tennis Courts Resurfacing (IX.8) Hardware Rapids Park (IX.10) 3,200 400,000 34,000 4,000 6,000 10,000 31,000 Indirect Safety Environmental Quality Efficient Services Recreational Needs July 18, 1984 (Adjourned from July 11, 1984) Mr. Tucker said the staff will provide the Board with a list of its recommendations which are different from those of the Planning Commission prior to the public hearing. At this time, motion was offered by Mrs. Cooke, seconded by Mr. Lindstrom, to set a public hearing for August 23, 1984, at 7:30 P.M., on the staff's recommended Capital Improvements Program and Budget for FY 1984-85. Roll was called and the motion carried by the following recorded vote: AYES: NAYS: Mr. Bowie, Mrs. Cooke, Messrs. Fisher, Henley, Lindstrom and Way. None. Agenda Item No. 3. Discussion: Broadus Wood School Project. Mr. David Papenfuse, Assistant Superintendent for Finance, noted memorandum dated July 16, 1984, addressed to Dr. Carlos Gutierrez, Division Superintendent. "In 1981 the School Board contracted with the Vickery Partnership for a planning and architectural study addressing the improvement of the Broadus Wood school. That project was initiated to investigate the following: 1. Examine the oldest part of the building (1935) and specify what must be done to bring it to present fire and safety, plumbing, heating and electrical codes. Replace all trailers with classrooms. Increase the size of the library to meet state standards. Provide two teaching stations for physical education. Improve access to the school and provide for safer bus entry· Study the changes necessary to bring the school to a 300 pupil enrollment. Current Configuration The current faciltiy consists of a main building with the core constructed in 1935 and additions erected in 1961 and 1967. Since then a number of mobile classrooms have been added to accommodate an expanding enrollment. Enrollment During the school year 1983-84, the school population included 264 regular students and 10 special education students for a total of 274. This enrollment required the use of 12 regular, one special education, and one Chapter I class- room for a total of 14 classrooms. For the 1984-85 school year it is projected that there will be 267 regular and five special education students for a total enrollment of 272. Although the total number of students will decrease, the number of sections taught will increase by one to fifteen. An additional kindergarten class will be required to meet an anticipated increase (13 regular, one special education, one Chapter I). The County Planning Department indicates that this area of the County. will continue to grow at a moderate rate. Proposed Configuration After consultation with faculty, administration and parents, a final plan was adopted in 1982 which contains: Sixteen classrooms. Two classrooms will be allocated for special purposes with fourteen available for regular classrooms. This will allow for the removal of all mobile classrooms and provide for one additional classroom for future growth. 2. An enlarged library. 3. An expanded and efficiently organized office ~and teacher work area. 4. A rehabilitated central core. A gymnasium that provides two teaching stations that will not inter- fere with activities scheduled for the cafeteria. Upon review of the plans prior to the detailed architectural drawings, the Board of Supervisors asked that when the project was bid that the plans allow for the pricing of items to be removed: 3. 4. 5. Removal of two classrooms. Removal of one physical education station. Removal of two physical education stations. Deletion of air conditioning. Deletion of the mandated water storage tank. Ju11~81984 (Adjourned from July 11, 1984) 291 Justification The removal of two classrooms would not provide the number of required teaching stations. As stated above, the 1984-85 school year will require a total of 15 classrooms. The deletion of two classrooms would provide only 14. Also, based upon an 80 percent utilization figure, 15 classrooms are required to accommodate a 300 student enrollment at 20 pupils per classroom. The deletion of either of the physical education teaching stations would impact negatively upon that program. The school requires 13 physical education periods per day. With a maximum teacher load of nine periods per day, two classes of physical educations students meet concurrently during four periods of the day. A full gymnasium will allow for proper scheduling. As for air conditioning, the best time to allow for this feature is during con- struction. Ail of our newer schools contain zoned air conditioning that offers cooling of the office and library areas of the school during the summer and full air conditioning while school is in session. The water tank has been required by the County Fire Official and is, therefore, not an option open to the school board. Bidding Due to a one year freeze upon Literary Funds, the bidding of this project was postponed until May 29, 1984. On June 28, 1984 the following bids were received: Lantz Alekna Mathers Entire Project $1,880,716 $1,998,000 $2,220,0.00 Less the following deduct options: Delete two classrooms Delete one-half gym Delete full gym Delete air conditioning Delete water tank $ 85,575 $ 77,000 No bid 94,562 90,000 No bid 310,670 290,000 No bid 36,466 35,000 No bid 36,950 33,000 No bid Days to Completion 425 days 420 days 450 days It is our recommendation that a contract be awarded to Lantz Construction for the project in its entirety. The following is a recap of the project costs: Construction Contingency ~ 6.5% Architectural Fees Testing & Surveying Clerk of the Works Furnishings Printing & Reimbursables $1,880,716 121,125 160,159 10,000 20,000 140,000 8,000 $2,340,000 An appropriation of $2,231,174.75 would be required to fund the balance of this project as $108,825.25 has been approved to date. The bid submitted by Lantz is good for 30 days and, therefore, expires on midnight July 28, 1984. With a 425 day construction cycle the facility will not be avail- able until late in September of 1985. We will work with the contractor and school administrator to resolve this conflict." Mr. Fisher asked if the older portion of the building will be air-conditioned. Mr. Robert Vickery, Architect for the project, said the part of the building constructed in 1967 has quite a good heating system, so that part is not recommended to be air-conditioned at this time. However, the chiller has been sized so that when it becomes necessary to replace the heating system in this section of building, this section can be added to the air-conditioning system. The gymnasium and physical.education facility will not be air-conditioned. Mr. Lindstrom asked how long a chiller is effective before needing to be replaced. Mr. Vickery said that is a difficult question to answer. Mr. Fisher said it seems the ~only sizable savings that could be made on this project would be deletion of the entire physical education facility. Mr. Vickery said that is correct on construction costs. Mr. Fisher asked if the School Board requests approval of the total project. Mrs. Jessie Haden, Chairman of the School Board, said the Board had voted unanimously on July 9, 1984 to request approval of the full Broadus Wood construction project as bid and to request the Board of Supervisors to approve funds to begin construction on the project. Mr. Fisher said this project will be a good target for people at every other elementary school in the County to look at and ask for equal treatment. He asked if that is part of the School Board's plans. Mrs. Haden said the School Board, quite a long_time ago, voted on a plan to take money when it became available and to update all of the older schools so there would be either a full or a half gym. Mr. Fisher asked if one-half of the gym proposed at Broadus Wood is required for the enrollment at the school, or for community activities. Dr. Elizabeth Morie, Assistant Superintendent for Instruction, said the full gym will allow the school to have the number of needed teaching stations. There are currently 13 teaching periods for physical education, and one teacher can teach only nine periods each day, so there is an instructional need at the school for two teachers. 292 July 18, 1984 (Adjourned from July 11, 1984) Mr. Henley said as far as being concerned about setting a precedent, he thinks there is already plenty of precedent for the whole project, and he is willing to vote for same. Mr. Fisher said he is also willing to vote for the project, but is concerned that although some things are nice for community purposes, they are not needed for the educational program. Mr. Bowie said he was not in favor of the full gym until he heard today about the number of physical education classes. He asked if physical education is required by state law. Dr. Morie said the State Board of Education does require physical education; it is not free time or play time. It is considered an important part of how well children learn to read, etc. Mr. Way asked if more than a half gym is required for a physical class. Dr. Morie said it would be substandard teaching to put two classes with one teacher. It could also be dangerous. Mr. Way asked if this is the same type of facility as at the other schools. Dr. Morie said the other elementary schools have only one physical education teacher. Mr. Bowie noted that the Board requested the Albemarle County Service Authority to study the feasibility and cost of running the public waterline to Earlysville. That study was requested, in part, because of the cost of the water storage tank which is a part of this remodeling project. He said a preliminary report is ready, and he wondered if it would be possible to defer action on whether or not to include the water storage tank until after that report has been received. Mr. Fisher said there is a deduct option in the bid, but he was not sure that the water storage tank could be deducted at this time, and then added back at a later time at the same price. Mr. Fisher suggested that the Board might approve the construction contract as is, but reserve the right to deduct the water storage tank option for sixty additional days. Mr. Vickery said he could see no reason why the Bcard could not do this since the water tank is a completely separate issue. Mr. Bowie felt that was a good suggestion. Mr. Lindstrom then offered motion to approve the construction project for the Broadus Wood Elementary School Renovation Project as bid by Lantz Construction Company of Harrisonburg, Virginia, base bid in the amount of $1,880,716, plus other costs making a total cost of $2,340,000; reserving the right to delete the option for the water storage tank for sixty days from this date. Mr. Bowie offered second to the motion. Mr. Agnor suggested that the Board also appropriate the necessary funds at this time. Mr. Lindstrom then added to the motion adoption of the following resolution: BE IT RESOLVED by the Board of Supervisors of Albemarle County, Virginia, that $2,231,174.75 be, and the same hereby is, appropriated from the Capital Improvements Fund for funding of the Broadus Wood Elementary School renovation project; AND, FURTHER, that this appropriation is effective this date. Roll was called and the motion carried by the following recorded vote: AYES: NAYS: Mr. Bowie, Mrs. Cooke (with pleasure), Messrs. Fisher, Henley, Lindstrom and Way. None. Agenda Item No. 4. Other Matters Not on th~Agenda. come before the Board at this time. There were no other matters to Agenda Item No. 5. Executive Session: Sale or Purchase of Land. Mr. Fisher said the County Executive had requested an executive session for the stated purpose, and he would like to also add a discussion of personnel matters. Motion to adjourn into executive session for both purposes was made at 5:27 P.M. by Mr. Lindstrom, seconded by Mr. Way, and carried by the following recorded vote: AYES: NAYS: Mr. Bowie, Mrs. Cooke, Messrs. Fisher, Henley, Lindstorm and Way. None. Agenda Item No. 6. Adjournment. The Board reconvened into open session at 7:29 P.M. and immediately adjourned the meeting which had begun at 3:00 P.M.