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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