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HomeMy WebLinkAbout12/18/2018 - Adopted Board RecordsACTION NO. A-121818-1 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 18, 2018 AGENDA ITEM: Presentation of Year End Financial Results for June 30, 2018, acceptance of audit report and allocation of year end funds SUBMITTED BY: APPROVED BY: ISSUE: Rebecca Owens Director of Finance Thomas C. Gates County Administrator Accept audited financial results for the County of Roanoke and allocate year end funds for the fiscal year ended June 30, 2018 BACKGROUND: Cherry Bekaert completed the audit of the financial operations of the County of Roanoke and the County of Roanoke Public Schools for the year ended June 30, 2018. The Audit Committee met on November 20, 2018, to review the results of the year's operations. Both the County and Schools received a clean and unmodified opinion. Staff from Cherry Bekaert will present the audit information to the Board at the meeting. A copy of the Comprehensive Annual Financial Report is attached. DISCUSSION: On September 25, 2018, staff reviewed preliminary unaudited financial results for June 30, 2018, and there have been minimal changes since that work session. Below is the information for the County regarding the General Government results of operations for the fiscal year ended June 30, 2018 (Attachment 1). Page 1 of 3 Revenue collections were $1,328,574 above budget and reasons for these variances are as follows- - Other Local Taxes and Fees were $428,482 above budget primarily from the result of increased collections for recordation tax and other local taxes and fees. - Business License tax was $477,713 above budget primarily the result of one time collections and overall better performance. - Intergovernmental Revenues were $134,616 above budget primarily the result of reimbursements for Social Services programs. Expenditures savings were $371,265 and reasons for these variances are as follows- - Personnel savings were related to attrition and vacancies- $139,108 - Under -spending of departmental budgets and transfers -$232,157 FISCAL IMPACT: The Budget Ordinance 052218-2 provides that all unexpended general government expenditures and revenues collected in excess of budget shall not lapse but be re - appropriated and presented to the Board for recommendations of allocations and designations based on the Comprehensive Financial Policy. Attachment I summarizes General Government revenue and expenditure savings totaling $1,699,839. Staff will make certain recommendations to designate funds for Health Insurance, Capital Reserves, and outstanding purchase orders. The Comprehensive Financial Policy recommends certain reserve levels for specific funds. Attachment II summarizes the reserve levels for these funds and the recommended action. ALTERNATIVES: 1. Accept the audited financial results for the fiscal year ended June 30, 2018 and allocate funds as follows- -$651,561.80 from General Government Unappropriated Balance to Capital Reserves -$800,000 from year end savings to the Health Insurance Fund Page 2 of 3 -$200,000 from year end to capital appropriated during the 2018-2019 budget -$157,545 from year end for outstanding purchase orders -$400,000 from year end for the City Works Permit Management System (as presented during work session on December 4, 2018) -$142,294 from year end to Capital Reserves 2. Accept the audited financial results for the fiscal year ended June 30, 2018 and allocate funds as follows- -$651,561.80 from General Government Unappropriated Balance to Capital Reserves -$800,000 from year end savings to the Health Insurance Fund -$200,000 from year end to capital appropriated during the 2018-2019 budget -$157,545 from year end for outstanding purchase orders -$542,294 from year end to Capital Reserves STAFF RECOMMENDATION: Staff recommends Alternative 1. VOTE: Supervisor Peters moved to approve Alternate 1. Supervisor North seconded the motion. Motion approved. CC' Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 3 of 3 Yes No Absent Mr. Assaid ❑ ® ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 3 of 3 ACTION NO. A-121818-2 ITEM NO. E-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: December 18, 2018 Request to grant an additional holiday on Monday, December 31, 2018 Daniel R. O'Donnell Assistant County Administrator Thomas C. Gates County Administrator Granting of an additional holiday to Roanoke County employees DISCUSSION: Chairman Hooker and County Administration Staff is proposing the County provide an additional holiday on Monday, December 31, 2018. Some employees such as public safety providers and solid waste collections will continue and that such employees will receive holiday pay in accordance with County policies. STAFF RECOMMENDATION: Staff recommends approval of this item. VOTE: Supervisor Hooker moved to approve the additional holiday Supervisor Peters seconded the motion. Motion approved. Page 1 of 2 CC' Daniel R. O'Donnell, Assistant County Administrator Anne Marie Green, Director of Human Resources Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Daniel R. O'Donnell, Assistant County Administrator Anne Marie Green, Director of Human Resources Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 ACTION NO. A -121818-3.a ITEM NO. 1-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 18, 2018 AGENDA ITEM: Request to accept and allocate grant funds in the amount of $42,564 from the Virginia Department of Emergency Management (VDEM) for an Emergency Management Performance Grant SUBMITTED BY: Stephen G. Simon Chief of Fire and Rescue APPROVED BY: Thomas C. Gates County Administrator ISSUE: Accept and allocate an Emergency Management Performance Grant in the amount of $42,564 from the Department of Emergency Management. BACKGROUND: The Emergency Management Performance Grant is an annual grant to local governments for emergency preparation. Funds will be used to purchase five (5) weather monitoring stations to collect and disseminate measurement data for severe wind, rainfall, humidity, and temperature during severe weather events. Funds will also be used to purchase personal flotation devices and helmets for protection during technical rescues including water rescues during severe flooding events. DISCUSSION: The County anticipates utilizing grant funds to improve monitoring capabilities in assessing rainfall, wind, etc. during severe weather events. FISCAL IMPACT: Awarded grant funds total $42,564, which includes a required local match of fifty percent (50%) of $21,282. Terms and conditions of the grant permit Roanoke County to Page 1 of 2 use a portion of the requirement of the grant of cash. existing Emergency Manager's salary to meet the match Acceptance of this grant will not require a County contribution STAFF RECOMMENDATION: Staff recommends the acceptance and allocation of grant funds to the Fire and Rescue Department in the amount of $42,564 from the VDEM. VOTE: Supervisor Assaid moved to accept and allocate the grant funds. Supervisor North seconded the motion. Motion approved. CC' Stephen G. Simon, Chief of Fire and Rescue Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Stephen G. Simon, Chief of Fire and Rescue Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 ACTION NO. A -121818-3.b ITEM NO. 12 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 18, 2018 AGENDA ITEM: Request from the Roanoke County Sheriff's Office to accept and appropriate funds in the amount of $9,000 for a grant administered by the U. S. Department of Justice's Bulletproof Vest Partnership SUBMITTED BY: APPROVED BY: ISSUE: Eric Orange Sheriff Daniel R. O'Donnell County Administrator Acceptance and allocation of $9,000 for the Bulletproof Vest Partnership Grant. BACKGROUND: The Bulletproof Vest Partnership (BVP), created by the Bulletproof Vest Partnership Grant Act of 1998 is a unique U.S. Department of Justice initiative designed to provide a critical resource to State and local law enforcement. The Bulletproof Vest Partnership (BVP) has awarded the Roanoke County Sheriff's Office matching grants to assist in the purchase of protective vests from the fiscal year 2018 through the fiscal year 2020. The current grant (awarded in 2018) is 50/50 matching grant and the U.S. Department of Justice will fund fifty percent (50%) of the cost of each vest up to a total of $4,500 of federal funds. This grant expires on August 31, 2020. DISCUSSION: The Bulletproof Vest Partnership (BVP) has awarded the Roanoke County Sheriff's Office a grant to assist in the purchase of protective vests from the fiscal year 2018 through the fiscal year 2020. Page 1 of 2 The current grant (awarded in 2018) is 50/50 matching grant and the U.S. Department of Justice will fund fifty percent (50%) of the cost of each vest up to a total of $4,500 of federal funds. This grant expires on August 31, 2020. FISCAL IMPACT: The Department of Justice will provide funds in the amount of $4,500 to be allocated to the Bulletproof Vest Grant. Matching funds totaling $4,500 will come from the Sheriff's Office fiscal year 2018-2019 budget. STAFF RECOMMENDATION: Staff recommending accepting and allocating funds in the amount of $9,000 from the U.S. Department of Justice's Bulletproof Vest Partnership to the Roanoke County Sheriff's Office. VOTE: Supervisor Assaid moved to accept and allocate funds. Supervisor North seconded the motion. Motion approved. CC' Eric Orange, Sheriff Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Eric Orange, Sheriff Rebecca Owens, Director of Finance Christopher Bever, Director of Management and Budget Page 2 of 2 ACTION NO. A -121818-3.c ITEM NO. 1-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 18, 2018 AGENDA ITEM: Confirmation of appointment to the Roanoke Valley Resource Authority (RVRA)(At-Large) SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Thomas C. Gates County Administrator ISSUE: Confirmation of appointment to the Roanoke Valley Resource Authority BACKGROUND: Mr. Thomas C. Gates is a current member of the Roanoke Resource Authority and will be leaving office as of January 4, 2018. DISCUSSION: The Board of Supervisors has recommended that Daniel R. O'Donnell be appointed to replace Mr. Gates. This term would expire December 31, 2019. FISCAL IMPACT: There is no fiscal impact associated with this item. STAFF RECOMMENDATION: Staff recommends approval of this appointment. Page 1 of 2 VOTE: Supervisor Assaid moved to approve the appointment. Supervisor North seconded the motion. Motion approved. CC' Daniel R. O'Donnell, Assistant County Administrator Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Daniel R. O'Donnell, Assistant County Administrator Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 18, 2018 RESOLUTION 121818-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for December 18, 2018 designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1. Request to accept and allocate grant funds in the amount of $42,564 from the Virginia Department of Emergency Management (VDEM) for an Emergency Management Performance Grant 2. Request from the Roanoke County Sheriff's Office to accept and appropriate funds in the amount of $9,000 for a grant administered by the U. S. Department of Justice's Bulletproof Vest Partnership 3. Confirmation of appointment to the Roanoke Valley Resource Authority (RVRA) (At -Large) 4. Request to accept donation of a recycling trailer from Cox Communications On motion of Supervisor Assaid to adopt the resolution, seconded by Supervisor North and carried by the following roll call and recorded vote: AYES: Supervisors Assaid, North, Radford Peters, Hooker NAYS: None A CORY TESTE: Debdrah C. Jack Chief Deputy Clerk to Oe Board of Supervisors Page 1 of 1 ACTION NO. A -121818-3.d ITEM NO. 1-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 18, 2018 AGENDA ITEM: Request to accept donation of a recycling trailer from Cox Communications SUBMITTED BY: Rob Light Director of General Services APPROVED BY: Thomas C. Gates County Administrator ISSUE: Donation acceptance of a recycling trailer from Cox Communications BACKGROUND: In 2005, Roanoke County initiated a mobile drop-off recycling program through a cooperative agreement with Hollins University. Since that time the program has expanded to include two trailers at the Brambleton Center, two trailers at Cox Communications, one trailer at William Byrd Middle School and one trailer at Glenvar Middle School. Roanoke County citizen participation in the mobile drop off program has grown since its inception. In the last fiscal year alone, over 1,300 tons of material were recycled. The expanded recycling program was due in part to the provision of a drop-off location and donation of a trailer to the County by Cox Communications in 2008, as a part of their Cox Conserves environmental program. This program prioritizes positive environmental change both within their company and the communities they serve. As a company, Cox Communications has invested over one hundred million dollars in sustainability and conservation projects, including initiatives related to emissions, water conservation and landfill impacts. Page 1 of 2 DISCUSSION: The trailers originally purchased were gravity dump trailers and were segmented for the various materials. In an effort to improve efficiency and to facilitate the change to single stream recycling, Roanoke County is replacing trailers at the end of their useful life with ones that are larger, dump hydraulically and have single compartments to handle all materials. The hydraulic dump style trailers are safer and more efficient for employees and provide some increased capacity for high demand locations. Cox Communications continues their partnership and investment in recycling by providing use of the property on Fallowater Lane as a drop-off location for all County citizens and purchasing a new trailer for this location that is necessary to replace the one donated in 2008. The price of the new trailer is $13,481. Solid Waste employees will continue to be responsible for hauling the recyclable materials to the processor and maintenance of the trailer and site. The trailer matches the specification requirements of the County. FISCAL IMPACT: Acceptance of the donated trailer reduces capital investment by the County for a trailer that would be necessary in order to continue providing comparable recycling drop-off opportunities. STAFF RECOMMENDATION: Staff recommends acceptance of the donated Communications. VOTE: Supervisor Assaid moved to accept the donation motion. Motion approved. recycling trailer from Cox Supervisor North seconded the CC' Rob Light, Director of General Services Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Radford ® ❑ ❑ Mr. Peters ® ❑ ❑ Ms. Hooker ® ❑ ❑ CC' Rob Light, Director of General Services Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 18, 2018 RESOLUTION 121818-4 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 Assaid to adopt the resolution, seconded by Supervisor North and carried by the following roll call and recorded vote: AYES: Supervisors Assaid, North, Radford Peters, Hooker NAYS: None U Deborah C. Jacks! Chief Deputy Clerk the Board of Supervisors Page 1 of 1