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HomeMy WebLinkAbout3/14/2006 - Regular Roanoke County Board of Supervisors Agenda March 14, 2006 Good afternoon and welcome to our meeting for March 14, 2006. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The meetings are now closed-captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor Greg Huffman Shenandoah Baptist Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of the Budget Department for receiving the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award for fiscal year 2005-2006 2. Proclamation declaring the month of March 2006 as Purchasing Month in the County of Roanoke D. BRIEFINGS 1. Annual report from the Roanoke Valley Economic Development Partnership. (Phil Sparks, Executive Director) 1 E. NEW BUSINESS 1. Adoption of a resolution stating Roanoke County's opposition to a proposal by the National Forest Service to sell approximately 121 acres of National Forest property in the Catawba Magisterial District of Roanoke County. (Elmer C. Hodge, County Adm inistrator) 2. Request to accept and appropriate grant funds in the amount of $300,000 on behalf of RADAR for the purchase of vehicles and computer hardware. (Diane D. Hyatt, Chief Financial Officer) 3. Resolution expressing Roanoke County's intent to participate in a regional effort to develop a regional water supply plan in accordance with Virginia's local and regional water supply planning regulations. (Elmer C. Hodge, County Administrator) F. REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCES - CONSENT AGENDA: Approval of these items does not indicate support for, or judge the merits of, the requested zoning actions but satisfies procedural requirements and schedules the Public Hearings which will be held after recommendation by the Planning Commission. G. FIRST READING OF ORDINANCES 1. First reading of an ordinance authorizing the relocation of the following polling places: (1) 107 Bennett Springs Precinct; (2) 204 Botetourt Springs Precinct; and (3) 503 Cave Spring Precinct. (Judith Stokes, General Registrar) 2. First reading of an ordinance to accept the donation of a 2.28 acre parcel of land located at the intersection of West River Road and West Main Street from the Virginia Recreational Facilities Authority (VRFA) to the County of Roanoke, Catawba Magisterial District. (Pete Haislip, Director of Parks, Recreation, and Tourism) H. SECOND READING OF ORDINANCES 1. Second reading of an ordinance authorizing conveyance of an easement to Appalachian Power Company for electric service across property owned by the Board of Supervisors at the Roanoke County Public Safety Building, Catawba Magisterial District. (Dan O'Donnell, Assistant County Administrator) 2 I. APPOINTMENTS 1. League of Older Americans Advisory Council 2. League of Older Americans Board of Directors 3. Length of Service Awards Program (LOSAP) for Fire and Rescue 4. Roanoke Regional Airport Commission J. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes - February 28,2006 2. Confirmation of appointments to the League of Older Americans Advisory Council and the Roanoke Regional Airport Commission, and ratification of appointment to the League of Older Americans Board of Directors 3. Request to authorize the execution of an updated contract with the Unified Human Services Transportation System, Inc. to provide the CORTRAN services for Roanoke County for the period February 1, 2006 through January 31,2007 4. Request to authorize a modification to the Cox Communications performance agreement 5. Request to accept and appropriate $11,117 additional funding from Help America Vote Act (HAVA) grant funds to purchase WINscan absentee voting equipment K. REQUESTS FOR WORK SESSIONS L. REQUESTS FOR PUBLIC HEARINGS M. CITIZENS' COMMENTS AND COMMUNICATIONS 3 N. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Future Debt Payment Reserve 5. Statement of Treasurer's accountability per investment and portfolio policy as of February 28,2006 O. WORK SESSIONS 1. Work session to discuss fiscal year 2006-2007 budget development. (Brent Robertson, Director of Management and Budget) (a) General Services Department (b) Community Development Department 2. Work session to discuss an optional Flexible Leave Plan for employees. (Elmer C. Hodge, County Administrator; Joe Sgroi, Director of Human Resources) P. CLOSED MEETING EVENING SESSION (6:00 P.M.) Q. CERTIFICATION RESOLUTION R. PUBLIC HEARINGS 1. Public hearing to elicit citizen comment on the following items: (Brent Robertson, Director of Management and Budget) (a) General comment on the annual budget for fiscal year 2006-2007 (b) "Effective" tax rate increase resulting from real estate reassessments (c) Real estate, personal property and machinery and tools tax rates S. FUNDING REQUESTS FOR FISCAL YEAR 2006-2007 BUDGET 1. Human Services and Social Services Agencies 4 T. CITIZENS' COMMENTS AND COMMUNICATIONS U. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Joseph P. McNamara 2. Joseph B. "Butch" Church 3. Michael W. Altizer 4. Richard C. Flora 5. Michael A. Wray v. ADJOURNMENT 5 ACTION NO. ITEM NO. C. - \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Recognition of the Budget Department for recelvmg the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award for Fiscal Year 2005- 2006 SUBMITTED BY: Diane S. Childers Clerk to the Board Elmer C. Hodge (J~ r) ~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County has been awarded the Distinguished Budget Presentation Award for the budget document for fiscal year beginning July 1, 2005 and ending June 30, 2006. This award is the highest form of recognition in government budgeting. The award was established in 1984 and recognizes exemplary budget documentation by state and local governments. Each budget document is evaluated using a comprehensive evaluation checklist by three independent reviewers who are members of GFOA's Budget Review Panel. The Department of Management and Budget first received this award in 1987, and this will be the 19th consecutive year that they have been recognized for this achievement. Accepting the recognition will be Brent Robertson, Budget Director; Chad Sweeney, Budget Manager; and Cathy Tomlin, Budget Analyst. ACTION NO. ITEM NO. e . ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14,2006 AGENDA ITEM: Proclamation declaring March 2006 as Purchasing Month in Roanoke County Elmer C. Hodge ~ f/~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Employees in the Purchasing Department are members of the National Institute of Governmental Purchasing (NIGP) and the Virginia Association of Governmental Purchasing (VAGP). The NIGP has designated March 2006 as Purchasing Month and a proclamation is attached. Staff from the Purchasing Division of the Finance Department will be present at the meeting. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14,2006 PROCLAMATION DECLARING THE MONTH OF MARCH 2006 AS PURCHASING MONTH IN ROANOKE COUNTY WHEREAS, the purchasing and materials management professions play a significant role in the efficiency and effectiveness of both government and business; and WHEREAS, purchasing and materials management professionals, through their combined purchasing power, spend billions of dollars every year and have a significant influence upon economic conditions throughout the world; and WHEREAS, the National Institute of Governmental Purchasing, Inc. (NIGP), the Virginia Association of Governmental Purchasing (VAGP), and other professional purchasing associations throughout the world engage in special efforts, during the month of March, to inform the public about the importance of the role played by the purchasing profession in business, industry and government. NOW, THEREFORE WE, the Board of Supervisors of Roanoke County, Virginia, in recognition of the achievements of purchasing and materials management professionals, do hereby proclaim the month of March 2006 as PURCHASING MONTH, and call its significance to the attention of all citizens; and FURTHER, the Board expresses its appreciation to the Roanoke County Purchasing Department for its dedication to promoting ethics in public purchasing and saving tax dollars through economical buying. 1 ACTION NO. ITEM NO. .(bJ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Annual report from the Roanoke Valley Economic Development Partnership Elmer C. Hodge C-~ tff County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: Phil and his staff have been very helpful in bringing companies to the County and the Roanoke Valley. We appreciate their support and we support their new initiatives. SUMMARY OF INFORMATION: This time has been set aside for Phil Sparks, Executive Director of the Roanoke Valley Economic Development Partnership, to provide the partnership's annual report to the Board. A copy of the annual report is attached for your review. ACTION NO. ITEM NO. E-I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Adoption of a resolution stating Roanoke County's opposition to a proposal by the National Forest Service to sell approximately 121 acres of National Forest property in the Catawba Magisterial District of Roanoke County SUBMITTED BY: Elmer C. Hodge County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The United States Forest Service (USFS) is proposing to sell 5,717 acres of land in Virginia in order to distribute funds to localities for schools and roads. A 121 acre tract of land in Catawba is on this list and proposed for sale. In the 1920's, Congress authorized the purchase of private land for national forests and the George Washington and Jefferson Forests came into being. At this time, most of the Appalachians had been timbered or farmed "to death" - burned, eroded and sometimes abandoned. With United States Forest Service stewardship, the gullied, bare, unproductive land came back into trees to provide flood protection, clean water, timber, recreation, wildlife habitat and scenic backdrops for urban areas like Roanoke and the Appalachian Trail. . The land in Roanoke County (121 acres) that is proposed for sale was acquired by the USFS because it provides watershed, recreation, wildlife, timber and other natural resource values. Of necessity, federal land purchase agents bought land as it was available, piece by piece, and while some tracts, when combined, provided large, easily managed tracts, other pieces remained isolated, awaiting the day when the federal land acquisition program would be able to purchase the large chunks in-between these smaller ones and the little pieces would become part of the big tracts. . It has been stated that the lands selected for disposal are difficult to manage but it was always intended by the Forest Plans that these smaller parcels would be exchanged to consolidate and adjust National Forest ownership in order to facilitate management. . In the late 1990's, the USFS proposed to "exchange" the 121 acres in Catawba for other private, but contiguous land to the national forest. This action would not have reduced the size of national forest lands and would have increased the amount of contiguous national forest lands. The citizens of Catawba, concerned about the potential for development of these 121 acres, were vocally opposed to this exchange. Not only does the current proposal reverse decades of work to protect, through public ownership and management, the vulnerable ridgelines and highlands of the Appalachians from careless logging and unsustainable management practices, it would do away with the public open space and recreational uses. . The program has been marketed as a way to return federal dollars to local communities, but there is no reason to think that any of the money from the sale of the 121 acres in Catawba would come to Roanoke County. USFS officials have stated that the money would go into a pool and then be distributed where there is the greatest need - which in all likelihood would be to western states. For Roanoke County specifically, the potential effects of development of this public land are as follows: . Harm to the views from the community of Catawba and the Appalachian Trail . Potential of erosion, soil loss, water run-off and loss of forested land FISCAL IMPACT: None ALTERNATIVES: 1. Approve a resolution opposing the sale of United States Forest Service land in Roanoke County. 2. Do not approve a resolution opposing the sale of United States Forest Service land in Roanoke County. STAFF RECOMMENDATION: Staff recommends Alternative 1. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14,2006 RESOLUTION EXPRESSING ROANOKE COUNTY'S OPPOSITION TO THE PROPOSAL TO SELL 121 ACRES OF NATIONAL FOREST PROPERTY IN THE CATAWBA MAGISTERIAL DISTRICT OF ROANOKE COUNTY WHEREAS, the United States Forest Service has proposed to sell 5,717 acres of forest land in Virginia to raise funds for local schools and roads; and WH EREAS, when Congress authorized the purchase of land for the creation of the George Washington and Jefferson National Forests it provided flood protection, clean water, timber, recreation, wildlife habitat, and scenic viewsheds for the Appalachian Trail and urbanizing areas like Roanoke; and WHEREAS, this proposal would reverse decades of hard work to protect through public stewardship and management the vulnerable ridgelines and mountainsides, and would eliminate public open space and recreational uses; and WHEREAS, the proceeds from the proposed sale of this property would not benefit Roanoke County; and WHEREAS, 121 acres of land located in the Catawba Magisterial District of Roanoke County is included in this proposed sale. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County as follows: 1. That the citizens of Roanoke County express their opposition to the proposal by the United States Forest Service to sell this 121 acre tract of land located in the Catawba Magisterial District. 1 2. That if this property were sold and developed it would have the following harmful effects upon the County: harm to the viewsheds from the Catawba community and the Appalachian Trail, and potential for soil erosion, soil loss, water runoff, flooding and loss of forested lands. 3. That the Clerk to the Board of Supervisors is directed to send a copy of this resolution to Congressman Goodlatte, Congressman Boucher, Senator Warner, and Senator Allen. 2 ACTION NO. ~-2 ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Request to accept and appropriate grant funds in the amount of $300,000 on behalf of RADAR for the purchase of vehicles and computer hardware SUBMITTED BY: John M. Chambliss, Jr. Assistant County Administrator Elmer C. Hodge ~ ~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: Unified Human Transportation Services (RADAR), who operates the CORTRAN program on behalf of Roanoke County, has been advised by the Commonwealth of Virginia's Department of Rail and Public Transportation that they have been awarded a capital grant in the amount of $300,000 representing the following: $200,000 for the purchase of vehicles and $100,000 for the purchase of computer hardware for their scheduling system. This grant represents $240,000 in federal monies, $44,600 in state monies, and $15,400 as the local match which will be paid by RADAR. These monies must pass through a local government entity and the application was approved in the name of Roanoke County. No local (Roanoke County) monies are involved as this is simply a pass-through grant. FISCAL IMPACT: No local (Roanoke County) monies are required for this grant. The grant for the purchase of the vehicles and computer equipment uses federal and state money and is matched by RADAR. STAFF RECOMMENDATION: Staff recommends acceptance and approval of this grant and the appropriation of the monies so that they may be used by RADAR. Attachment cc Curtis Andrews Laurie Gearhart Rebecca Owens COMMONWEALTH of VIRGINIA KAREN J. RAE DIRECTOR DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION 1313 EAST MAIN S'mEET, BUill! 300 P.O. BOX 590 RICHMOND, VA 23218-{1590 (804) 786-4440 FAX (804) 786-7286 VIRGINIA RELAY CENTER 1-800-828-1120 (IDOl February 24, 2006 FY2006 Project Agreement For Use of Commonwealth Mass Transit Funds Mr. Curtis Andrews RADAR P.O. Box 13825 Roanoke, Virginia 24037 Dear Curtis: I am pleased to enclose for your execution two copies of a "Project Agreement For Use Of Commonwealth Mass Transit Funds Fiscal Year 2006," The Project Agreement incorporates the Master Agreement and serves as your authority to spend grant funds approved by the Commonwealth Transportation Board for the projects during the time periods specified. The Department has executed the project agreement. Please review both agreements carefully before signing. For the Project Agreement verify the budget and amounts of state and local assistance. Complete execution by having both copies of each agreement signed. Retain one copy of each agreement for your records and return the other copy to: Mr. lack Apostolides Virginia Department of Rail and Public Transportation P.O. Box 590 Richmond, Virginia 23218 The agreements must be executed and returned to this office within 60 days of the date of this letter or DRPT may withdraw its offer of financial assistance. Please note that all grants have a project time period specified. It is our intention to close all grants at the end of the project time period after which funds will no longer be available under the grants. Project time periods can be extended amy by an amendment to the Project Agreement. Invoicing instructions will follow. If you have any questions regarding the agreements, please contact Jack Apostolides at (804) 786.1722. Sincerely, J) ~ lk ;:j:.~ Darrel M. Feasel, CTPA Rural Transit Section Manager Leading Virginia To Greater Mobility Amendment To The Project Agreement For The Use Of Commonwealth Transportation Funds Fiscal Year 2006 The Project Agreement between the Virginia Department of Rail and Public Transportation, and the County of Roanoke (UHSTS. Inc./RADAR dated October 1. 2005, is hereby amended by $44.600, from $31.861 to $76.461 to add Appendices B-1.1 and B.1.2 in the amount of $32.000 and $12,600 respectively to provide the state share of Capital Projects. All other tenns and conditions of the original Project Agreement are unchanged. IN WITNESS WHEREOF, the Virginia Department of Rail and Public Transportation, and the County of Roanoke executed this amendment on February 14.2006 . By: By: .J<~~ ;:L WITNESS: Director, Commonwealth of Virginia Department of Rail and Public Transportation WITNESS: By: By: < Title: Public Body: Appendix 8-1.1 State Capital Project Agreement Summary Project Number: 42005-69 Grant Recipient: County of Roanoke for RADAR Project Start Date: December 28, 2005 Project Expiration Date: December 30,2011 Maximum State Share of Eligible Expenses: $32.000 Maximum State Percentage of Non-federal expenses is 80% EIN: 541003310 Capital Project Agreement Budget Detail Expense Detail Approved Budget 11.12.15 Purchase 4 Replacement Vans $200,000 Total Expenses $200,000 Expense Summary Federal share of project cost (80%) State share of project cost (80% of Non-Fed) Local share of project cost (20% of Non-Fed) $160,000 $32,000 $8,000 Appendix B-1.2 State Capital Project Agreement Summary Project Number: 42005-70 Grant Recipient: County of Roanoke for RADAR Project Start Date: December 28,2005 Project Expiration Date: December 30,2011 Maximum State Share of Eligible Expenses: $12,600 Maximum State Percentage of Non-federal expenses is 63% EIN: 541003310 Capital Project Agreement Budget Detail Expense Detail Approved Budget 11.42.07 Purchase ADP hardware $100.000 Total Expenses $100,000 Expense Summary Federal share of project cost (80%) State share of project cost (63% of Non-Fed) Local share of project cost (37% of Non-Fed) $80.000 $12,600 $7,400 ACTION NO. ITEM NO. ~-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Resolution expressing Roanoke County's intent to participate in a regional effort to develop a regional water supply plan in accordance with Virginia's local and regional water supply planning regulations Elmer C. Hodge ~ ~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In 2003, the County of Roanoke worked with other Roanoke Valley governments in the development of the Roanoke Valley Long Range Water Supply System Study. The purpose of the study was to analyze existing water supply system sources and facilities, examine future water needs, and identify possible solutions to satisfy anticipated growth in the greater Roanoke region over the next 50 years. The following localities participated in the 2003 study: the counties of Bedford, Botetourt, Franklin, and Roanoke; the cities of Roanoke and Salem; and the Town of Vinton. The Code of Virginia, as amended by Senate Bill 1221 in 2003 (Section 62.1-44.38:1), requires the development of a comprehensive statewide water supply planning process to accomplish the following: . Ensure that adequate and safe drinking water is available to all citizens of the Commonwealth . Encourage, promote, and protect all other beneficial uses of the Commonwealth's water resources . Encourage, promote, and develop incentives for alternative water sources, including but not limited to desalinization The Local and Regional Water Supply Planning Regulation was developed to implement the mandates of this section of the Code. In order to comply with these regulations, Roanoke Valley governments have expressed an interest in developing a regional water supply plan. The first step in this process is authorization by the local governing bodies, in the form of the attached resolution. The Water Supply Planning Policy Committee of the Roanoke Valley Alleghany Regional Commission is recommending that the region pursue possible grant funding from the Virginia Department of Environmental Quality for use in developing the water supply plans. An estimate of costs for development of the plans is not yet available. This resolution requests that the Roanoke Valley Alleghany Regional Commission pursue grant funding for all or a portion of the expense to develop this water supply plan and to develop a water supply plan on behalf of the regional governments. Any commitment to participate in a regional water supply plan would be subject to future appropriations by the Board of Supervisors. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14, 2006 RESOLUTION EXPRESSING ROANOKE COUNTY'S INTENT TO PARTICIPATE IN A REGIONAL EFFORT TO DEVELOP A REGIONAL WATER SUPPLY PLAN IN ACCORDANCE WITH VIRGINIA'S LOCAL AND REGIONAL WATER SUPPLY PLANNING REGULATIONS WHEREAS, improved coordination of drought response and water resources management activities at the local, regional and state levels are essential to guaranteeing the adequacy of Virginia's water supplies to meet the current and future needs of Virginia's citizens in an environmentally sound manner; and WHEREAS, Section 62.1-44.38:1 of the Code of Virginia, as amended, requires the development of a comprehensive statewide water supply planning process to: (1) ensure that adequate and safe drinking water is available to all citizens of the Commonwealth, (2) encourage, promote, and protect all other beneficial uses of the Commonwealth's water resources, and (3) encourage, promote, and develop incentives for alternative water sources; and WHEREAS, Virginia's Local and Regional Water Supply Planning Regulations (9VAC25-780) ("Regulations") require that "all counties, cities and towns in the Commonwealth of Virginia shall develop a local water supply plan or shall participate in a regional planning unit in the submittal of a regional water supply plan to the Board in accordance with this chapter"; and WHEREAS, the Regulations define a "Regional Planning Unit" as a collection of local governments who have voluntarily elected to develop and submit a regional water plan, and local governments electing to participate in the submittal of Regional Water Supply Plans must notify the Virginia Department of Environmental Quality of the intent to participate in a Regional Plan by November 2008; and WHEREAS, the Counties of Bedford, Botetourt, Franklin, and Roanoke, the Cities of Roanoke and Salem, and the Towns of Boones Mill, Rocky Mount, and Vinton desire to particpate in a cooperative regional effort to develop and submit a regional water plan, as a "Regional Planning Unit", where the plan will result in the proposed development of future water supply projects that accommodate the long-range water supply needs of the participating local governments; and WHEREAS, the Roanoke Valley-Alleghany Regional Commission has agreed to assist participating localities in applying for and coordinating a regional Water Supply Planning Grant from the Virginia Department of Environmental Quality to assist in development of a regional water supply plan that meets the criteria and conditions established in the Commonwealth's Local and Regional Water Supply Planning Regulation. NOW, THEREFORE BE IT RESOLVED, that Roanoke County will participate, as part of a regional planning unit, in a water supply planning effort to develop a regional water supply plan in accordance with Local and Regional Water Supply Planning Regulation, subject to an appropriation of funds for the project. ACTION NO. ITEM NO. G -\ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: First reading of an ordinance authorizing the relocation of the following polling places: (1) 107 Bennett Springs Precinct; (2) 204 Botetourt Springs Precinct; and (3) 503 Cave Spring Precinct SUBMITTED BY: Judy Stokes General Registrar Elmer C. Hodge ~,{Io{~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: /1 ;1 tvrJ/~ J~~ (/ SUMMARY OF INFORMATION: For a variety of reasons, it has become necessary for Roanoke County to relocate three polling precincts. This ordinance changes the polling places for three precincts: Bennett Springs, Botetourt Springs and Cave Spring. State law provides that no change in election districts, precincts or polling places shall be enacted within 60 days of an election. Notice of any such change shall be published once a week for two successive weeks, and notice shall also be mailed to all registered voters affected by the changes 15 days before the next general, special or primary election. The first reading of this ordinance is scheduled for March 14, 2006, the second reading and public hearing is scheduled for March 28, 2006. The proposed changes are as follows: 1. Mountain Pass Baptist Church has agreed to the use of their new fellowship hall by Roanoke County as a polling location for the Bennett Springs precinct. This new location will better serve Roanoke County with a larger space for setting up the voting equipment, increased lighting, more convenient parking, security for voting equipment, and easier accessibility for all voters from Route 311 and to the entrance ofthe building from the parking lot. The current polling place is the Moose Lodge. ., 2. Glad Tidings Church, aka Life Church, has agreed to serve as a polling location for the Botetourt Springs precinct. This new location provides increased parking, temperature control for the Election Officials and voters, and more space for setting up the voting equipment. Burlington School is currently being used as a polling location and there was no other practicable public place in the precinct to establish a polling station. 3. Roanoke County was notified by the Secretary of the Cave Spring Lodge prior to the November 8, 2005 election the location can no longer be used for the Cave Spring precinct. The Church of the Holy Spirit has agreed to serve as the new polling station and is within one mile of the precinct boundary. This facility provides increased parking and accessibility. The Board will recall that it adopted an emergency ordinance on October 11, 2005 to temporarily relocate this polling place for the November 8, 2005 election. FISCAL IMPACT: Required legal notice Postage for mailing notice and Cards to voters Printing of notice to voters Total $ 500.00 2,000.00 250.00 $2,750.00 Funds are requested from the Board Contingency Fund. STAFF RECOMMENDATION: It is recommended that the Board favorably consider the adoption of this ordinance after two readings and a public hearing, which has been advertised as required by law and to appropriate $2,750 from the Board Contingency Fund. ". AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, MARCH 14,2006 ORDINANCE AUTHORIZING THE RELOCATION OF THE FOLLOWING POLLING PLACES: (1) 107 BENNETT SPRINGS PRECINCT; (2) 204 BOTETOURT SPRINGS PRECINCT; AND (3) 503 CAVE SPRING PRECINCT WH EREAS, Sections 24.1-306, 24.2-307 and 24.2-310 of the 1950 Code of Virginia, as amended, authorize the governing body of each county to establish the polling place for each precinct in that jurisdiction by ordinance; and WHEREAS, the citizens of Roanoke County will be better served by the relocation of certain polling places to locations providing more space for voting equipment, increased lighting, more convenient parking, higher security for voting equipment and easier accessibility for all voters; and WHEREAS, the first reading of this ordinance was held on March 14, 2006; and the second reading of this ordinance and public hearing were held on March 28, 2006. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the relocation of the following polling places be, and hereby is approved as follows: (1) Bennett Springs polling place (107) to be relocated from the Roanoke Moose Lodge #284,3233 Catawba Valley Drive, Salem, VA 24153 to Mountain Pass Baptist Church, 2975 Catawba Valley Drive, Salem, VA 24153 .. .. (2) Botetourt Springs polling place (204) to be relocated from the Hollins Fire Station, 7401 Barrens Road, Roanoke, VA 24019 to Glad Tidings Church aka Life Church, 7422 Deer Branch Road, Roanoke, VA 24019 (3) Cave Spring polling place (503) to be relocated from the Cave Spring Masonic Lodge, 5131 Ranchcrest Drive, Roanoke, VA 24018 to the Church of the Holy Spirit, 6011 Merriman Road, Roanoke, VA 24018 3. That the General Registrar for the County of Roanoke, Virginia, is hereby authorized to take all measures necessary to comply with Virginia law and regulations regarding a change in a polling precinct and for reasonable notification to the voters of the Cave Spring precinct of this change in their polling location. 4. That the County Administrator and the General Registrar are hereby authorized and directed to take such others actions as may be necessary to accomplish the intent of this Ordinance. 5. That this Ordinance shall take effect immediately. Request to Change Polling Station Bennett Springs Precinct - 107 Cat wb TVla . st rial District DATE: 24 J~nWI[)'. 2006 orL\\\~ IW: KDK SC\LE: 1" = 800' PRO ECT \;l..-i\ffiER: R(~..~"":.~ ,k i.. c~~: i~~1 .... l). -',I_r.l I.. I~: ..~:- (. li~\~ I":._.II".~\. D,,- 'I.~.;' :1 ~i.....-:~: -, )}.,~ )1. ~,'..,;..lliri\'<.: nn....I..II":.:~., Vl'i:--~II~.I ::!.:I'"'lR :"=) id~ /72 .:..:~):, 24 January, 2006 ]" = 500' DR.-\ \Xr:\" BY: KDK PROIEL"f ;":I.'\fl3ER: gIMI'I~~'; Ct.:.... .~~ I k~~.I~~..i ~ Ii: (.':-( :(.'I:'I~I" "'\~ I /~ 11'L"~'li"':: I:" ')] ~t JI ,''': "J I },"T ~~():.~:-.I::';I.:. V11.-")II:.1 ;2'r..;1 ~ : -14u 771.,2. :~I =;. 24 January, 2006 1" = 800' DR,\\'\1N BY; KDK PRO!ECr NC\fBER: R. ~.II-.I :.~~. c( ,"..il ~l'. I). :.I.~r.li-_-II: 1):-c'I~'..II".lli)l}" 1)( \ 1.~"lrll:_.i:: 52' ,.\ l1,.", ,~ Dri, ~ R.. ":':~'" Vl~..;JI"; 2-ln I R .' ~"1tj.J 7 r 2-2u{i;' ACTION NO. ITEM NO. G-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: First reading of an ordinance to accept the donation of a 2.28 acre parcel of land located at the intersection of West River Road and West Main Street from the Virginia Recreational Facilities Authority (VRFA) to the County of Roanoke, Catawba Magisterial District SUBMITTED BY: Pete Haislip Director of Parks, Recreation and Tourism APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In September 1988, the Ann Marr Fulwiler Trust donated a 2.28-acre parcel in west Roanoke County to Virginia's Explore Park, held by Virginia Recreational Facilities Authority (VRFA). At that time, the Explore Park Master Plan envisioned a Roanoke River parkway with an accompanying trail along the river from Explore Park to the western portion of the County. The purpose of the donation was to support the park's master plan and vision for this Roanoke River parkway and greenway. In 2004, the VRFA Board of Directors assessed its land holdings and determined that this parcel was no longer needed to support Explore Park's current vision. In so doing, the Board declared this property as surplus and requested that the property be donated or sold. In May 2005 when VRFA entered into a 50-year lease option with Virginia Living Histories, this parcel was removed from the lease option due to its remote location from Explore Park and in support of the original donor's wish that the property be made available for incorporation into the valley greenway system. The property is now free and clear for disposal. On February 21, 2006, the VRFA Board of Directors voted unanimously to approve the donation of this property to Roanoke County for use as public park land and future greenway development. The majority of the property is in the floodplain and unsuitable for residential or commercial development. However, it is an excellent resource to provide access to the Roanoke River and could serve as a viable link in the proposed Roanoke Valley Blueway and Greenway Plan, which would be brought back to the Board for approval. Currently it will be used to provide river access for the Camp Roanoke canoe and environmental education program, and in the future provide a much needed public canoe launch site. This would be a great addition to our program and citizens. FISCAL IMPACT: There is no funding associated with this donation. If the donation is accepted, any future recreational facilities would be handled through the Department of Parks, Recreation and Tourism as a Capital Improvement Program (CIP) budget item. ALTERNATIVES: 1. Authorize the acceptance of this 2.28 acre parcel from the Virginia Recreational Facilities Authority to be included in the Parks and Recreation Department's land inventory for future use and development. 2. Decline to accept the donation which allows the VRFA to dispose of it by other means. STAFF RECOMMENDATION: Staff recommends Alternative 1, authorizing the acceptance of this 2.28 acre parcel, Tax ParcellD# 072.02-02-01.00-0000, from the Virginia Recreational Facilities Authority to be included in the Parks and Recreation Department's land inventory for future use and development. 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14,2006 ORDINANCE TO ACCEPT THE DONATION OF A 2.28 ACRE PARCEL OF LAND (TAX MAP NO. 72.02-02-01) LOCATED AT THE INTERSECTION OF WEST RIVER ROAD AND WEST MAIN STREET FROM THE VIRGINIA RECREATIONAL FACILITIES AUTHORITY (VRFA) TO THE COUNTY OF ROANOKE, CATAWBA MAGISTERIAL DISTRICT WHEREAS, the Virginia Recreational Facilities Authority (VRFA) has determined that it has no further need for a 2.28 acre parcel of land located at the intersection of West River Road and West Main Street further described as Tax Map No. 72.02-02-01; and WHEREAS, the VRFA has declared said parcel to be surplus property and has requested that the Board of Supervisors of Roanoke County accept the donation of this parcel of real estate for public park purposes and future greenway development; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition and conveyance of real estate interests be accomplished by ordinance; the first reading of this ordinance will be held on March 14, 2006, and the second reading will be held on March 28, 2006. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the donation from the VRFA to the County of Roanoke of an approximate 2.28 acre parcel of rea] estate located at the intersection of West River Road and West Main Street and further described as Tax Map No. 72.02-02-01, is hereby authorized and approved. 1 2. That the County Administrator or Assistant County Administrator are hereby authorized to execute such documents and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this real estate, all of which shall be approved as to form by the County Attorney. 2 ACTION NO. ITEM NO. ~\ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Second reading of an ordinance authorizing conveyance of an easement to Appalachian Power Company for electric service across property owned by the Board of Supervisors at the Roanoke County Public Safety Building, Catawba Magisterial District SUBMITTED BY: Dan O'Donnell Assistant County Administrator APPROVED BY: Elmer C. Hodge 01 County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second reading of an ordinance that dedicates an easement through the Public Safety Center property in order for Appalachian Power Company to provide the electrical service required for the new facility on Cove Road. There have been no changes in this item since the first reading. STAFF RECOMMENDATION: Staff recommends adoption of the attached ordinance. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, MARCH 14,2006 ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO APPALACHIAN POWER COMPANY FOR ELECTRIC SERVICE ACROSS PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE ROANOKE COUNTY PUBLIC SAFETY BUILDING, CATAWBA MAGISTERIAL DISTRICT WHEREAS, Roanoke County is in the process of constructing a Public Safety Building located on Cove Road; and WHEREAS, Appalachian Power Company (APCO) requires a right-of-way and easement for underground transmission lines on the County's property to provide electric service to the site as shown on the plat entitled "Proposed Right-of-Way on the Property of the Board of Supervisors of Roanoke County" dated February 7,2006; and WHEREAS, the proposed right-of-way will serve the interests of the public and is necessary for the public health, safety, and welfare of the citizens of Roanoke County. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on February 28, 2006, and a second reading was held on March 14, 2006. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by conveyance to APCO for the provision of electrical service in connection with Roanoke County's Public Safety Building. 3. That donation to APCO of an easement and right-of-way for underground transmission lines and related improvements, within the easement area designated on the above-mentioned map, on the County's property (Tax Map No. 36.16-1-11.01) to provide electric service to the Public Safety Building is hereby authorized and approved. 4. That the County Administrator, or any assistant county administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. II ~~i~ n C') L m I d~8 I I -I ~ II ~~d ~I > I i !~g& 5 5 I i a. ~, i I : y I ~ ~ ~ ~ I I ) ~ ~ 1 hi ! ~ ~ ~ ~ ~ g ACTION NO. Ll:..Y ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Diane S. Childers, CMC Clerk to the Board APPROVED BY: Elmer C. Hodge [' f( County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. League of Older Americans Advisory Council The one-year term of Beverly Eyerly will expire on March 31, 2006. At the February 28, 2006, meeting, the Clerk was asked to contact Ms. Eyerly to determine if she would be willing to serve another term. Ms. Eyerly has advised that she is willing to serve an additional term, and confirmation ofthis appointment has been placed on the consent agenda. 2. League of Older Americans Board of Directors The League of Older Americans Board of Directors has requested that the Board of Supervisors ratify the appointment of Linda Manns to serve an additional three-year term that will expire on March 31, 2009. Ratification of this appointment has been placed on the consent agenda. 3. Length of Service Award Program (LOSAP) for Fire and Rescue The following four-year terms expired on January 1,2006: (1) Leon Martin, Volunteer Member at Large; (2) Mike Gee, Volunteer Fire; (3) Craig Sheets, Volunteer Rescue Squad; and (4) Brian Garber, Volunteer Member at Large. Members of the LOSAP are recommended by the Volunteer Fire and Rescue Chiefs Board and confirmed by the Board of Supervisors. 4. Roanoke Regional Airport Commission The four-year term of Jane Milliron expired on February 10, 2006. Following a closed meeting on February 28, 2006, it was the consensus of the Board to appoint H. Odell "Fuzzy" Minnix to a four-year term which will expire on February 10, 2010. Confirmation of his appointment has been placed on the consent agenda. 2 3\-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14,2006 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for March 14, 2006, designated as Item J - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5, inclusive, as follows: 1. Approval of minutes - February 28, 2006 2. Confirmation of appointments to the League of Older Americans Advisory Council and the Roanoke Regional Airport Commission, and ratification of appointment to the League of Older Americans Board of Directors 3. Request to authorize the execution of an updated contract with the Unified Human Services Transportation System, Inc. to provide the CORTRAN services for Roanoke County for the period February 1, 2006 through January 31, 2007 4. Request to authorize a modification to the Cox Communications performance agreement 5. Request to accept and appropriate $11,117 additional funding from Help America Vote Act (HAVA) grant funds to purchase WINscan absentee voting equipment 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. 1 ACTION NO. ITEM NO. -:T-Q AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Confirmation of appointments to the League of Older Americans Advisory Council and the Roanoke Regional Airport Commission, and ratification of appointment to the League of Older Americans Board of Directors SUBMITTED BY: Diane S. Childers, CMC Clerk to the Board Elmer C. Hodge ~ If~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. League of Older Americans Advisory Council The one-year term of Beverly Eyerly will expire on March 31,2006. Ms. Eyerly has advised that she is willing to serve an additional term, and confirmation of this appointment has been placed on the consent agenda. 2. League of Older Americans Board of Directors The League of Older Americans Board of Directors has requested that the Board of Supervisors ratify the appointment of Linda Manns to serve an additional three-year term that will expire on March 31 ,2009. Ratification of this appointment has been placed on the consent agenda. 3. Roanoke Regional Airport Commission Following a closed meeting on February 28, 2006, it was the consensus of the Board to appoint H. Odell "Fuzzy" Minnix to serve a four-year term which will expire on February 10, 2010. Confirmation of this appointment has been placed on the consent agenda. ACTION NO. :f-3 ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14,2006 AGENDA ITEM: Request to authorize execution of an updated contract with the Unified Human Services Transportation System, Inc. to provide the CORTRAN services for Roanoke County for the period February 1, 2006 - January 31,2007 SUBMITTED BY: John M. Chambliss, Jr. Assistant County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval SUMMARY OF INFORMATION: Unified Human Services Transportation System, Inc. (RADAR) provides the paratransit services of CORTRAN on behalf of Roanoke County. Riders must be at least 60 years of age or be physically or mentally challenged as per the Americans with Disabilities Act (ADA) requirements. The CORTRAN program provides service to qualified County residents during the hours of 7:00 a.m. to 6:00 p.m., Monday through Friday. Reservations are made on a first-come, first -served basis, utilizing any of the vehicles available through the RADAR system. Each passenger pays a fee of $3.50 per one-way trip. The new contract with RADAR is based on a $34.00 per hour rate, less the fares received. The average one-way trip for County residents is approximately 45 minutes. By comparison, the hourly rate for last year was $30.30 per hour. The rate increase by RADAR is necessary to cover the increased cost of labor, fuel, and insurance. The CORTRAN service provides curb-to-curb service for qualified County residents to any destination within the outer perimeter of Roanoke County (including points inside the Cities of Roanoke and Salem and the Town of Vinton). County staff determines the eligibility of the users of the CORTRAN system in an effort to contain costs and prevent abuse. FISCAL IMPACT: Funds in the amount of $330,476 are included in the fiscal year 2005-2006 budget for the net cost of this program. No new appropriation of monies is requested at this time. Staff feels that the enrollment process and monitoring of any abuse of the system will continue to improve the availability of this program to the citizens of the County needing such service. RECOMMENDATIONS: Staff recommends authorizing the County Administrator to sign the renewal contract for CORTRAN service based on the $34.00 per hour rate for the February 1, 2006 - January 31,2007 service period. CONTRACT FOR SERVICES OF CORTRAN This Agreement is made and entered into this 1st day of February 1, 2006, by and between the County of Roanoke, Virginia (hereinafter referred to as the "County" and Unified Human Services Transportation System, Inc. (hereinafter referred to as the "System"). WHEREAS, the County seeks to provide a public transportation system emphasizing service to elderly and handicapped citizens of Roanoke County; and WHEREAS, the County seeks to encourage innovative and cost effective public transportation services which increase cooperation between the public and private sectors. NOW, THEREFORE, the County and Unified Human Services Transportation System, Inc. agree to the following: 1. Description of Senice a The System will perform in a timely manner for the benefit of the County, curb-to-curb demand responsive service throughout the County. The hours of service will be 7:00 a.m. to 6:00 p.m. Monday through Friday. Riders will arrange for service by telephoning the System to request transportation service at least the day before the service is requested during the System's normal office business hours (8:00 a.m. - 5:00 p.m.). Advance reservations may be made up to two weeks in advance of the requested service. Individuals who ride on a regular basis will be scheduled on routes when feasible. A regular rider is a person who travels to the same destination and returns at the same time at least three times a week. b. The service will not be provided on the following holidays: Thanksgiving, Thanksgiving Friday, Christmas Eve, Christmas Day, New Year's Day, Labor Day, July 4th, Memorial Day, and Good Friday. c. The System will meet the following performance standards: 1. Maximum variance of arrival time at trip origin compared to time promised by dispatcher: thirty (30) minutes; 2. Maximum number of complaints received about lack service and/or courtesy of drivers or dispatchers; one (1) percent of passengers per month. 2. Maintenance of Vebicles: The System shall at all times maintain the contract vehicle in proper working condition and in conformance with all applicable safety regulations. System shall be responsible for obtaining and paying for all repairs, labor, and parts necessary to maintain the vehicles in good condition. Vehicles will be subject to inspection by the County at all times. 3. Drivers: All drivers utilized for this servIce shall be fully qualified and licensed by the Commonwealth of Virginia for operation of vehicle used. Each driver shall receive appropriate safety training prior to actual operation of any vehicle in connection with this service. Drivers shall display proper courtesy toward all passengers and shall maintain a neat and clean appearance. 4. Dispatching: The System will provide the dispatching capability to handle the telephone requests for demand-responsive service, and to ensure that drivers are assigned in sequence to meet these requests for service. Reservations for transportation service must be dispatched to accommodate the maximum number of passengers per hour. The dispatcher will schedule vehicles to provide the most cost-effective means of providing transportation for each operating hour. Service will be restricted to two one way trips per day per customer. Reservations will be made on a frrst-call, first-serve basis. For record keeping purposes, trips will be classified in six areas: medical, nutritional, employment, recreational, educational, and personal. Customers will be required to give a specific time to the dispatcher for return transportation. The System will provide service as promptly as possible. 5. Fare: Riders will be charged a fare of $3.50 per trip, which the System will credit towards the Countyts monthly billing. Individuals are allowed to have an escort ride at no charge. Riders must 60 years of age or be physically or mentally challenged citizens as per ADA requirements. The County will determine the eligibility of individuals for the program and assigned J.D. number to these individuals. The County will provide the System with a list of these individuals and their assigned J.D. number. 6. Records Maintenance: System and its subcontractors shall maintain all books documents, papers, accounting records, and any other evidence, showing information of actual time devoted and supporting the costs incurred. Such information shall be made available at their respective offices during 2 normal business hours during the agreement period and for a period of three (3) years from the date of fmal payment from the County to System (or until final audit) for audit and inspection, as detailed in paragraph 8. Copies of such information shall be furnished to the County. A transit report that reflects the System's monthly services and activities shall be developed by the System and distributed to the County on a monthly basis. 7. Audit and Inspection of Records: System and its subcontractors shall permit the authorized representatives of the County to inspect and audit all data and records of System and its subcontractor, relating to the performance of this Agreement. System agrees that following the completion of any audit report prepared in accordance with paragraph 7, it will promptly refund to the County any payments that are mutually agreed upon found to be unsupported by acceptable records or in violation of any other provisions of this Agreement. 8. Payment for Services The System will follow these procedures to determine the amount to be reimbursed by the County: The mechanism for reimburse payments will be as follows: The driver will maintain a trip sheet that specifies purpose of the trip, time, mileage, vehicle number, and the number of passengers each day to verify service was provided. The System will bill the County once each month and the County will reimburse the System within thirty (30) days from the date of billing. The County agrees to pay the System at a rate of $34.00 per hour. The System's transportation hours consists of the time that its takes a vehicle to complete a given run from its base location to its return. In addition, the System will charge ten minutes each day per vehicle to be paid for by the County for pre-trip inspection. The System must certify that trip sheets are from valid drivers who are actually on duty at the times listed on the trip sheets. System will be responsible for verifying that information recorded is reasonable for trips reflected on the trip sheets. The County shall have access to a sample driver's trip sheet in order to conduct periodic reviews, and will also request information from System's dispatcher sheets. 3 The County agrees to pay to the System in addition to its standard rate a surcharge for the cost of gas over two dollars ($2.00) per gallon. This surcharge would be added to the County's regular monthly billing. The surcharge would be based upon the total number of miles of service provided and the cost of gas exceeding two dollar ($2.00) per gallon. The formula to be used in calculating the above surcharge is as follows: Total Number of miles Per Month X Cost of Gas Over $2.00 5 (Average Miles Per Gallon) 9. Marketing: The System may be expected to contribute to the efforts to promote the demand- responsive service in cooperation with the County. The specific efforts that are expected of the System will be mutually determined as need arises. 10. Insurance: The System shall take out and maintain during the life of this agreement such bodily injury liability insurance and property liability insurance as shall protest it from claims for damage, which may arise from operations under this Agreement, in the amounts as specified on Exhibit B. (Certificate of Insurance) 11. Indemnification: The System hereby assumes liability for and agrees to protect, hold harmless, and indemnify the County and the County's officers, employees, agents, and assigns from any and all claims, losses, liabilities, damages, lawsuits, actions, penalties, and legal fees and expenses, of whatever kind and nature, imposed on, incurred by, or asserted against the County and its employees, officers, agents, assigning in any way relating to or arising out of any of the following: the violation of System of its obligations under this Agreement; any tort or other action or failure to act which shall be done in connection with providing the services described herein, supra;anv act or failure to act of any officer, director, employee, or agent of System; and injury to any person, loss of life, or damage to or destruction of property arising out of or relating to the operation of COR IRAN service. The County agrees to promptly notify the System in writing of any claims or liability, which System believes to be covered under this paragraph. 4 12. Term: The term of this agreement shall be from the 1st day of February, 2006 through the 30th day of January 31, 2007. The agreement may be renewed upon such terms and such time as is agreed upon by both parties. 13. Modification of Contract: This Agreement constitutes the entire agreement between the parties. Any proposed change in this Agreement shall be submitted to the other party for its approval. No modificatio~ additio~ deletio~ etc. to this agreement shall be effective unless and until such changes reduced to writing and executed by authorized agents of each party. 14. Contract Documents: Each of the following described contract documents, copies of which are attached hereto or incorporated hereto or incorporated herein by reference, form a part of this agreement. Exhibit B - Certification of Insurance 15. Section Heading: The Section Heading of this Agreement are for convenience only and on no way define, limit, or describe the scope or intent of this Agreement. 16. Termination of Agreement a. The County may terminate this agreement at any time for cause or convenience provided that it gives written notice of sixty (60) days to System of such termination, which shall specify the effective date of such notice. In the event of such termination, System shall be compensated for allowable costs through the date of written notification from the County to terminate. b. System IDay at any time, by giving sixty (60) days written notice specifying the effective date, terminate this contract for cause. Cause may include, but shall not be limited to the following which is listed by way of illustration and not by way of limitation: 1. Failure by the County to provide payment in a timely and proper manner; and 2. Any substantial increases in business operating expense to System. 17. Conflict of Interest: System agrees that it presently has no interest and shall acquire no interest, direct or indirect, which would conflict in any manner or degree with the performance of its services 5 hereunder. System further agrees that in the performance of this agreement, no person having any such interest shall be employed. 18. Interest of Public Officials: No member, officer, or employee of the COWlty or of a local public body during his tenure or for one (1) year thereafter. shall have any interest, direct, indirect, in this agreement or the proceeds thereof. 19. Covenant Against Contingent Fees: System warrants that it has not employed or retained any company or perso~ other than a bona fide employee working solely for System, to solicit or secure this contract, and that it has not paid or agreed to pay any company or perso~ other than bona fide employee working solely for System, any fee, commission, percentage, brokerage fee, or other considerations, contingent upon or resulting from the award or making of this agreement. For breach or violation of this warranty, the County shall have the right to annul this agreement without liability, or at its discretion, to deduct from the agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 20. Fair Employment Contacting Act: System, its agents, employees, assigns or successors, and any persons, firm, or agency of whatever nature with whom it may contract or make an agreement, shall comply with the provisions of the Virginia Fair Employment Contracting Act (Sec. 2.1-374 through Sec. 2.1-376 of the Code of Virginia, 1950 as amended), the terms of which are incorporated herein by reference. 21. Equal Employment Opportunity: System, its agents, employees, assigns, or successors, and any person, firm, or agency of whatever nature with whom it may contract or make an agreement in connection with this agreement shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. System will take affirmative action to insure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, color, sex, or national origin. Such actions shall include, but not be limited to the following: employment, upgrading, demotio~ or transfer; recruitment or recruitment advertising; layoff or termination, rate of payor other forms of compensation; and selection for training including apprenticeship. 6 ",> 22. Disadvantaged Business Enterprise: The System, its agents, employee, assigns, or successors, and any persons, firm, or agency of whatever nature with whom it may contract or make agreement in connection with this agreement, will cooperate with the County in meeting his commitments and goals with regard to the maximum practicable opportunity to complete for subcontract work under this agreement. The parties to the agreement pledge to follow the Virginia Department of Transportation DBE Affirmative Action Program, which has been submitted to the Secretary of Transportation, and which program has not been disapproved by the Secretary. 23. Motor Vehicle Safety Standards: System is responsible for ensuring that the motor vehicles will comply with the motor vehicle Safety Standards as established by the United States Department of Transportation and with the Motor V chicle Standards of Code of Virginia (Title 46.1 ) 24. Non-Waiver: The failure of the COWlty at any time to insist upon a strict performance of any of the terms, condition, and covenants herein shall not be deemed a waiver of any subsequent breach or default in the terms, conditions, and covenants herein contained. IN WITNESS WHEREOF, the County and System have executed this agreement as of the date fIrst above written. SYS~STS, INC. / /J BY:~ ;:4' ~.,~ Title: &c. D;/?t'C:7D~ Date: C;; /; / D ~ County of ROANOKE, VIRGINIA By: '.". .... ....oI~ 01.._. ~..... I .. . . . . " . .. . . . . . . . . . . . r I 01 .. . .. . .. .. .. .. .. . .. .. .. .. .. .. .. :~(::::::: .. ... ......... :I" . ... ....... .111.. . . II ... . . . . II oil . . . . .. III .. . .. " . . I .. . .. I .. .. .. .. . .. .. . .. .. .. .. .. . .. .. . ~ . . Title: Date: 7 ACORD", CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIODIYYYY) 02/01/06 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Cabell Insurance Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 315 Old Ivy Way, Suite 201 HOLDER. THIS CERl1FICA TE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P.O. Box 7606 Charlottesville, VA 22906-7606 INSURERS AFFORDING COVERAGE NAlC# INSURED INSURER I>;. Selective Unified Human Services Transportation INSURER B: P. O. Box 13825 INSURER c: Roanoke, VA 24037-3825 INSURER D: INSURER E: Client#: 21874 UNIHU COVERAGES THE POliCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF AN'( CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TYPE OF INSURANCE POLICY NUMBER ~,(ICY EFfECTIVE POUCY EXPIRATION LIMITS LTR NSRI: A ~eJW. UABIUTY 51409743 10/01/05 10/01/06 EACH OCCURRENCE $1 000 000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED $100000 I ClAIMS MADE ~ OCCUR MEO EXP (Any"". p"nlon) $15 000 PERSOfolAl 3. ADV INJURY $1.000.000 - - GENERAL AGGREGATE $2.000.000 ~N1. AGGREAE LIMIT APr!~t peR: PRODUCTS.COMP~PAGG $2 000 000 POLICY j~& lOC A ~OMOBIL.E UABIUTY 51409743 10/01/05 10/01/06 COMBINED SINGLE LIMIT ..!.. ANY AUTO (Ea acddenl) $1,000,000 All OWNED AUTOS BOOIl Y INJURY - (Per JlIlnlOn) $ - SCHeDULED AUTOS X HIReD AUTOS BODilY INJURY - $ ..!.. NON-oWNED AUTOS (Pel" accldllfll) - PROPERTY DAMAGE $ (I'gr accident) GARAGE lIABIUTY AUTO ONLY - EA ACCIDeNT $ ~ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ A EXCESSIUMBRS.l.A UABIUTY 51409743 10/01/05 10/01/06 EACH OCCURReNce $5 000 000 ~OCCUR D CLAIMS MADe AGGReGATE $5.000 000 $ ~ DeDUCTIBLE $ X RETeNTION $0 $ A WORKERS COMPENSATION AND WC7224754 10/01/05 10/01/06 I WC STATU. I IOJ~' EMPLOYERS' UABIUTY $100,000 ANY PROPRIETORIPARTNERlEXECUTIVE E.l. EACH ACCIDeNT OFflCERlMeMBER EXCLUDED? E.l. DISEASE - EA EMPLoyeE $100,000 W yes, describe under $500,000 SPECIAL PROVJSIONS below e.l. DISEASE - POLICY LIMIT OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICles' EJ[C1.USIDNS ADDEO BY ENDORSEMENT' SPECIAL PROVISIONS The County of Roanoke, CORTRAN is additional insured. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION County of Roanoke DATE 11lEREOF. THE ISSUING INSURER WILL ENDEAVOR TO MAIL --015. DAYS WRITTEN CORTRAN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAilURE TO DO so SHALL P.O. Box 29800 IMPOSE NO OBLIGATION OR L1ASIUTY OF ANY KINO UPON THE INSURER, ITS AGENTS OR Roanoke, VA 24018 REPRESENTATIVES. Attn: John Chambliss AUTHORIZED REPRESENT A TlVE ~ ~ 1?t..D.,... ~<. . ACORD 25 (2001/08) 1 of 2 #597442/M94528 LRB @ ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy{ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s}, authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25.$ (2001J08) 2 of 2 #5974421M94528 0 0 0 0 c 8 0 0 0 8 0 0 CI 0 0 0 0 a 0 0 0 a 0 (:) ci N <0 c:i ~ 0 N c:i CJ;) c:i u) "IIi N 1-.... ea ~ ..- eo t! en r- <10 0 co ..- '<t" ,... ..- (0. ..- .... co ..- C") ...- (0 ...... 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OU) D::D:: W:::J CD ~ <0 (0 co ~ co co ~ ~ co (0 mo '<t" v ~ v v 'V v v ~ :E:z:: J Z < .....:e 8:e N::;) &I- fhrn 0 01- Crl) a:~ co NO 0 ~ 0) a ..- ~ (") 0 N 0 0> ..- ~~ ~c( N ..- ("If N ("If N ("If N ..- N 'lilt ::EO N :J ....UJ Z tt~ O:e 0_ .... en 1LI 10 10 It) 0 lO 0 0 10 0 0 0 It) N 0 0 0 co N a N 10 0 a:: 0 N 0 & 0 \0 0 W N ~ OC N 0 0 I.t) 10 N a) a:: LLI W >- ("'ol 10 0 <( ~ 0 0 g I- ~ UJ CO In e:::: :z:: a:: ::c 0 N N fJ) W m :i ~ <C .J I- ::> () ...J c;'\I UJ ::J 0 uJ W ~ ~ I- ::> Z m a:: a::: ~ z C) a. I- > 0 Z 0 W <:( Cl. ::l ::;l ~ W 0 0 ill c;( 0 :::! u... :>- <( :2 ., ., tf.) 0 Z (} """') I- ACTION NO. ITEM NO. 11' ~~4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Request to authorize a modification to the Cox Communications performance agreement SUBMITTED BY: Doug Chittum Director of Econom ic Development Elmer C. Hodge ~ Jf~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~f:(;~ SUMMARY OF INFORMATION: On January 24, 2006, the Board of Supervisors approved a three party performance agreement between Roanoke County, the Roanoke County Economic Development Authority (EDA) and Cox Communications. In the final draft document certain language requested by Cox Communications was not included; therefore a modification to paragraph 1 (B), line 4 to state "the Company plans to employ" rather than "the Company will employ" needs to be incorporated into the final agreement. FISCAL IMPACT: No new funding is needed for this project. STAFF RECOMMENDATION: Staff recommends modifying the performance agreement to include the above mentioned language change. INCENTIVES AND PERFORMANCE AGREEMENT THIS INCENTIVES AND PERFORMANCE AGREEMENT (the" Agreement") is made as of this _ day of _ -' 2006, by and between ROANOKE COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia, (hereafter, the "County"), the ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia, (hereafter, the "Authority"); and COX Com , INC. d/b/a Cox Communications Roanoke, (hereafter, the "Company"). WITNESSETH WHEREAS, the Roanoke County Board of Supervisors and the Economic Development Authority of Roanoke County, Virginia, desire to promote and encourage the economic development and vitality of Roanoke County and the Roanoke Valley through the expansion of existing business for the citizens of the Roanoke Valley, in order to provide for increased employment and corporate investment in Roanoke County; and WHEREAS, the Company desires to expand its existing facility (the "Project") loea ted al5400 Fallowater Lme in Roanoke County (the "Property"), and WHEREAS, the County and the Authority expect that the Company the will create high quality employment opportunities for the citizens of the Roanoke Valley with the completion of this Project which will promote economic development and generate new local tax revenues for ROJnoke County; and WHEREAS, this increJsed employment and investment constitutes a valid public purpose for the expendihlre of public funds. NOW, THEREFORE, in consideration of the premises and the mutual covenants contained herein, the parties agree to the following: 1. Site Development by the Company. A. The CompJny will CJuse this expansion Project in Roanoke County to be made and developed, subject to obtaining ordinary and necessary governmental approvals from the County, i111d any other governmental agency. B. The Company shall construct an approximate 27,000 square foot expansion of its existing facility with a total construction and equipment cost of at least $5 million on the Property with a targeted completion date of April 1, 2007. After this expansion the Company .l~.~I!..I.::,_~ employ at least 240 people (being defined as employees scheduled for hIli time employment by the Company and eligible for Company benefits) at the Property by 2010. C. The Company agrees to provide the County and the Authority any and all documentation that may be required to verify the investment and employment figures. 2. Procedures for the reimbursement of Authority funds to the Company. A. Beginning in calendar year 2007, the County shall appropriate to the Authority in three annual installmen ts sums sufficient, for <111 Economic f'Deleted'~ ,..011 2 Development Incentive Grant for the benefit of the Company. These sums sufficient amounts will equal a tolal of ,hree years of "New local Tax Revenues." The term, "New local Tax Revenues," means the total of local real estate taxes and Business and Professional Occupation license (l3POL) taxes generated annually by the Project; and New Local Tax Revenues also means the net increase in real estate ilnd l3POl taxes paid by the Company in the tax years 2007, 2008 and 2009 over the taxes paid in the base tax yeilr 2006. The total amount of the Economic Development Incentive Grant shall not exceed $100,000. If the Company generiltes less than the estimated New local T<lx Revenues, then the actual Grant for that year shall be less than the estimated total of $100,000 for all three years. Such payments will be made o\'er a three (3) year period in accordance with this Agreement. The three-year period will commence on January 1,2007. 1:3. Within sixty (60) days of the end of each calendar year beginning January 1, 2007, the Company shall provide such employment, financial and tax revenue data relating to the Project as may be reasonably required by the Authority so that the Authority may calculate the actual grant amounts. The Company hereby authorizes the Commissioner of the Revenue for Roanoke County and the Commonwealth of Virginia to release to the Authority and the County its coniidential tax information and data so that the Authority may calculate the actual reimbursement amounts. The Authority shall pay the annual reimbursement amount to the Company at an address designated by the Company within thirty (30) days after receipt by the Authority of the data. 3 C. If the Company terminates this Project or fails to complete the construction of this development by ^prill, 2007, then the Authority shall be relieved of any obligation to the Company for any Economic Development Incentive Grant. 3. The Company shall have the right to assign this Agreement to a separate entity provided that ,my such assignment shall not relieve the Company of its obligations herein. 4. If any party is unable to perform its commitments under this Agreement by reason of force majeure, then that party shall not be deemed to be in default of its obligations under this Agreement, and any deadlines for the performance of its obligations and, if applicable, the deadlines for the performance of the other party's obligations shalt be extended for a time equal to the time period of the force majeure event, plus ten days. The term a "force majeure" as used herein, shall include without limitation acts of God: hurricanes, floods, fire, tornadoes, earthquakes, storms; strikes or other industrial dishubances; acts of public enemies; orders of governmental authorities; insurrections; riots; epidemics. 5. This Agreement shall be governed by and all disputes related hereto shall be determined in accordance with the laws of the Commonwealth of Virginia. 6. This Agreement and any payments of public funds are subject to future appropriations by the Board of Supervisors to the Authority. 4 IN WITNESS WHEREOF, the undersigned have executed this Agreement the day and year first above written. Approved as to form: BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA By Paul M. Mahoney, County Attorney By: Elmer C. Hodge, County Administrator Approved as to form: ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY By Attomey for EDA By: Chairman COX COMMUNICATIONS, INC. By: Its: STATE OF VIRGINIA ) )ss COUNTY OF ROANOKE ) The foregoing instrument was acknowledged before me this ~ day of November, 2006, by Elmer C. Hodge, Jr., on behalf of the Board of SupervIsors for Roanoke County, Virginia. Notary Public My Commission expires: 5 STATEOFVIRCINIA ) )ss COUNTY OF ROANOKE ) The foregoing instrumenl was <lcknowledged 2006, by Developmenl Aulhorily of Roanoke County, Virginia. before me this _ day of . Chairman of lhe Economic Notary Public My Commission expires: ~/ _/_ STATE OF ) )S5 COUNTY OF The foregoing instrumenl was acknowledged before me this _ day of 2006, by , as of Cox Communicalions, Inc. Nolary Public My Commission expires: _I _/_ 6 ACTION NO. ITEM NO. :1-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 Request to accept and appropriate $11,117 additional funding from Help America Vote Act (HA V A) grant funds to purchase WINscan absentee voting equipment AGENDA ITEM: SUBMITTED BY: Judy Stokes General Registrar L ~~/( Elmer C. Hodge C' .~ --!( r County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: I~~~ SUMMARY OF INFORMATION: Help America Vote Act (HAVA) grant funds in the amount of $11,117 have been allocated to the County of Roanoke for the purchase, installation, implementation and training of the WINscan Absentee System Model 2800 from Advanced Voting Solutions. This system provides printing of ballots on demand and uses the same software currently being used to program the WI Nvote voting machines purchased in 2003. Use of this system eliminates programming fees and printing costs for ballots associated with the currently used Accuvote absentee voting equipment. It will also save staff time in reconciling the printed ballots and storage by the Circuit Court Clerk. The purchase of this system was planned when the voting equipment was purchased, but the WINscan Absentee System was not certified by the State Board of Elections until after 2003. FISCAL IMPACT: None STAFF RECOMMENDATION: Staff recommends accepting and appropriating HAVA grant funds in the amountof$11, 117 to purchase WINscan absentee voting equipment from Advanced Voting solutions. N- , GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA % of General Amount Fund Revenues Prior Report Balance $11,808,285 7.57% Addition from 2004-05 Operations 1,103,457 Audited Balance at June 30, 2005 12,911,742 Unallocated revenue 2005-2006 350,000 Balance at March 14, 2006 13,261,742 8.50% Note: On December 21,2004, the Board of Supervisors adopted a policy to maintain the General Fund Unappropriated Balance for 2005-06 at a range of 7.5%-8.5% of General Fund Revenues 2005 - 2006 General Fund Revenues $156,020,489 7.5% of General Fund Revenues $11,701,537 8.5% of General Fund Revenues $13,261,742 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge eft County Administrator N-Q COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Amount Audited Balance at June 30, 2005 $5,318,848.06 Remaining funds from completed projects at June 30, 2005 346,794.94 Transfer from Department Savings 2004-2005 784,359.00 7/26/2005 Appropriation for construction of new school warehouse (117,000.00) 8/23/2005 Appropriation for vehicle and equipment for Animal Control (85,540.00) Officers approved in the Police Department 9/27/2005 Appropriation for renovations to Roanoke County Courthouse (123,000.00) 12/20/2005 Appropriation to design and build a bay at Back Creek Fire and (150,000.00) Rescue Station 12/20/2005 Contribution to the Town of Vinton for the War Memorial Expansion (100,000.00) 2/28/2006 Appropriation for construction of a new school warehouse (40,244.50) Balance at March 14,2006 $5,834,217.50 $5,000,000 of this reserve is planned for radio purchases in the CIP Major County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Unaudited Balance at June 30, 2005 $1,416,838.00 7/1/2005 Capital Improvement Program funding for 2005-06 (Library) (1,416,838.00) Appropriation from 2004-05 Operations 679,628.00 Balance at March 14, 2006 $679,628.00 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge c.,. County Administrator N-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2005-2006 Original Budget $100,000.00 August 9, 2005 Appropriation for Legislative Liaison ($15,000.00) September 13, 2005 Appropriation for donation to American Red Cross ($10,000.00) for assistance with Hurricane Katrina October 25, 2005 Appropriation for the purchase and installation of a ($1,800.00) neighborhood sign in the Delaney Court Community December 20, 2005 Appropriation to increase services and staffing hours at Bent ($9,000.00) Mountain and Mount Pleasant Libraries January 24, 2006 Appropriation for assessment for APCO negotiations ($2,203.00) to VMLNACO APCO Steering Committee February 28, 2006 Appropriation for Volunteer Appreciation "Spring Fling" ($7,000.00) Balance at March 14,2006 $54,997.00 Submitted By Rebecca E. Owens DIrector of Finance Approved By Elmer C. Hodge C fr County Administrator N-Y FUTURE DEBT PAYMENT RESERVE COUNTY OF ROANOKE, VIRGINIA Audited Balance at June 30, 2005 $ 6,242,387 FY 2005-2006 Original budget appropriation 2,000,000 Less increase in debt service (3.424,615) Add Economic Development Dropoff 524,000 (900,615) FY 2005-2006 Annual Capital Contribution County 300,000 Schools 300,000 600,000 Balance at March 14,2006 $ 5,941,772 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge t }f County Administrator ACTION NO. ITEM NUMBER N-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: March 14, 2006 AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of February 28, 2006. SUMMARY OF INFORMATION: GOVERNMENT: SUNTRUST/ALEXANDER KEY SUNTRUST/ALEXANDER KEY CONTRA SUNTRUST SECURITIES SUNTRUST SECURITIES CONTRA 58,095,877.03 23,233.96 10,150,000.00 (53,065.00) 68,216,045.99 LOCAL GOV'T INVESTMENT POOL: GENERAL OPERATION (G.O.) 4,210,095.85 4,210,095.85 MONEY MARKET: BRANCH BANKING & TRUST SALEM BANK & TRUST SUNTRUST/ALEXANDER KEY SUNTRUST SECURITIES WACHOVIA 2,039,299.55 1,118,413.95 16,325,940.74 2,551,937.20 2,405,718.95 24,441,310.39 TOTAL 96,867,452.23 03/03/06 ACTION NO. ITEM NO. () -- \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14,2006 AGENDA ITEM: Work session to discuss fiscal year 2006-2007 budget development SUBMITTED BY: Brent Robertson Director of Management and Budget APPROVED BY: Elmer C. Hodge {If County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to provide an update on FY2006-2007 budget development. The following departmental budgets will be reviewed: . General Services . Community Development ACTION NO. ITEM NO. o-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Work session to discuss an optional Flexible Leave Plan for em ployees SUBMITTED BY: Joe Sgroi Director of Human Resources Anita Hassell Assistant Director of Human Resources APPROVED BY: Elmer C. Hodge !)I County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In recent years we have received several requests from staff as well as from the Employee Advisory Committee (EAC) to add disability coverage to our current benefit package. Our challenge has been how to consider this request without adding any additional costs to the County. We are also aware that the benefit package provided to employees and offered to potential employees is critical to recruiting and retaining a stable workforce. These challenges have been met through an alternative called the Flexible Leave Plan (FLP). This is a paid leave program which recognizes the diverse needs of people in our workforce today and offers various attractive components including disability insurance. The proposed FLP is being presented as an optional leave plan to the County's current benefit package. We believe this proposal shifts costs within our current leave program thereby allowing us to meet the needs of our employees without adding costs to the County. FLP HiqhliQhts: . Short and long term disability insurance coverage will be added. . Annual and sick leave accruals are combined into a new plan which will be known as flexible leave. Employees will be able to utilize this leave time for any reason. . Employees will keep existing annual and sick leave balances. . A "cash-in" option will be added allowing the employee to be paid for up to 40 hours of flexible leave per year. Communication Status: In early February, Human Resources met with the EAC to review the components of the flexible leave concept. The EAC was used as our initial focus group as a means of gauging the potential level of interest in this plan. Since this time, we have met with senior and mid-level management throughout the County, as well as employees from the larger departments. It is anticipated that meetings with employees will continue through the end of March. As you might expect, employees have had questions about the details of this proposed plan, and how it would be implemented. The overall response has been positive. Many people realize the value of disability income protection and are receptive to various aspects of the plan. At the worksession, staff will discuss in detail this optional Flexible Leave Plan with the Board. Afterwards, we would like to continue to meet with employees and obtain proposals for short and long term disability. After which we would bring information back to the Board as an agenda item for consideration as an optional leave plan for employees. Q AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 14,2006 RESOLUTION 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 members 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. ACTION NO. ITEM NUMBER ~-L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14,2006 AGENDA ITEM: Public hearings for citizen comment on the following items: (a) General comment on the annual budget for FY2006-2Q07 (b) "Effective" tax rate Increase resulting from real estate assessments (c) Real estate, personal property, and machinery and tools tax rates SUBMITTED BY: Brent Robertson Director of Management and Budget COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As requested at an earlier work session, staff advertised the proposed real estate, personal property, and machinery and tools tax rates for calendar year 2006 as follows: . Real estate tax at a rate of not more than $1.12 per one hundred dollars assessed valuation. . Personal property tax at a rate of not more than $3.50 per one hundred dollars assessed valuation. . . Machinery and tools tax at a rate of not more than $3.00 per one hundred dollars assessed valuation. In addition, State Code mandates that when reassessment of real property in a locality results in a real estate revenue increase of 1 % over the previous year, the locality must either reduce the tax rate, so that the revenues are no more than 101 % of the previous year's or hold a public hearing indicating an "effective" real property tax increase. Also, consistent with past practices, the Board has expressed a desire to hold a public hearing to elicit "general" comment on the upcoming annual budget development process. This hearing gives citizens the opportunity to express their priorities and concerns for the Board to consider during formulation of the upcoming budget. 1 The public hearings scheduled for today are for receiving written and oral comment on these three topics. The public hearing on proposed tax rates was advertised on February 28 and March 7, 2006, the "effective" real estate tax rate increase was advertised on March 7, 2006, and the general comment for the FY2006-2007 budget was advertised on March 7, 2006, thereby satisfying State Code requirements for public notice. Attached is a memo that highlights specific points of today's public hearings. 2 MEMO To: From: Subject: Date: Board of Supervisors Brent Robertson, Director of Management & Budget Public Hearings on 3/14/06 March 14, 2006 On March 14, 2006 the County will hold three public hearings related to the FY2006-07 budget. These hearings will allow citizens the opportunity to comment on various items that impact development of the upcoming budget--assessments, tax rates, funding priorities, increases in revenues, etc. Listed below are comments relating to the public hearing and/or to the composition of the advertisement that appeared in the newspaper: Tax Rates . The tax rates were advertised at the County's current rates. The Board may not adopt tax rates above these advertised rates, (without re-advertisement and another public hearing), but could adopt tax rates less than the advertised rates. The tax rates are scheduled to be adopted at the March 28, 2006 meeting. "Effective" Real Estate Tax Rate Increase . The content and composition of this ad is dictated by state code. This ad is confusing and may alarm some citizens who do not understand its intent. . Identified increase in assessments for 2006 (over the previous year's assessments) averaged 5.85%. Increase in assessments in 2005 (over 2004 assessment) averaged 4.54%. General Comment - FY2006-2007 Budget . This forum provides citizens with the opportunity to comment on maintaining, increasing, or decreasing funding for services and/or programs for the upcoming fiscal year. This hearing affords the citizen a proactive voice (what they would like to see) as opposed to a reactive voice (what the County Administrator/Board of Supervisors have proposed). ACTION NO. ITEM NO. :) - 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 14, 2006 AGENDA ITEM: Funding requests from health and human service agencies for fiscal year 2006-2007 SUBMITTED BY: Brent Robertson Director of Management and Budget APPROVED BY: Elmer C. Hodge [II County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for presentations to allow health and human service agencies the opportunity to orally submit funding requests to the Board of Supervisors for inclusion in the FY2006-2007 budget. Consistent with prior years' process, the requesting organizations have been categorized into two groups and presentations will be heard at separate Board meetings. At the March 21, 2005 Board of Supervisors meeting, presentations from cultural, tourism, and other organizations requesting contributions from the County for inclusion in the FY2006-2007 budget will be heard. Organizations that submitted funding requests for FY2006-2007 were instructed to submit an appearance request form to the Clerk to the Board if they wanted to make an oral presentation. The health and human service agencies on the attached report have requested time to speak to the Board on March 14, 2006 regarding their funding requests. The written requests and accompanying literature submitted by each organization are available in the Budget Department for your review prior to the presentations. A packet with each agency's budget history and requested funding amounts will be distributed to each of the Board members on March 14. This packet will be used to record the Board's recommendations for funding. Based on input received from the Board, the County Administrator will make recommendations for funding and present them as part of the FY2006-2007 proposed budget that is planned for April. Contribution Requests Health and Human Service Agencies 80S Work Session March 14,2006 The agencies listed below have requested time to speak to the Board regarding FY2006- 2007 funding requests. Speakers will be called in alphabetical order (A to Z) by the name of the organization they are representing. Agency Name Adult Care Center of the Roa~ok.eVall~y American Red Cross ElElthCinYf:lCiII : BigBrothers and Big Sisters of Roanoke Valley Blue Ridgelncjependent Living Center BlueRjd!;lEl~~!;ICiI Services, Inc. .Ell':))/~.~<3.irlsClubs of Southwest Vir!;lini(l.. Bradley Free Clinic Brain Injury Services of SWVA Child Health Investl11~l1tfJCil'tnEl~~~.i.l:,.JCHIP) Children's Advocacy Center of the Roanoke Valley, Inc Conflict Resolution Center, Inc. Council of Community Svcs - Info and Referral Center Court Appointed Special Advocate (CASA) Ea~tElr~~PPCiICichian Teen Chall~~9e.!I~~:. . fClr.'1ily~~ryi~eof the Roanoke VClII~Ym . Fifth District Employment & TrainiI19g.c:>l1liOl'ti~l1'l.. Habitat for HUI!ICll1ity. Literacy Volunteers of America-Roanoke Valley LOA Area AgenC:;Y(;lI1~9il1g... Mental Health Association Roanoke Area Ministries Roanoke V a lIeylritEl rfClit~f:lc:>liPjtClli!X Network Roanoke Valley Speech & Hearing Center Roanoke Wildlife Rescue Saint Francis of Assisi Service[:)c:>~LF.oundCition Salem/Roanoke County CommlJl1ityF.9c:>clfJCiri.try ,SouthwesternYirginia Second Harvest Food Bank TAP YMCA - Partners of Youth Presenter :~ue. S. NlJtter!mPro!;lEam Director i Steve Smith : ~ElI1I1X !\JElElI Bill Bestpitch, President & CEO Tom Hawthorne John E. Whitfield, Executive Director . . . . .,..,. ~. . . . . '''.''''~.'..~.'. ~. . Mark Hurley, Area Director Kevin C. KeUeher,rvlI)'fv1EldicCilpirElc;tl':)r Helen Butler, Executive Director . . . - .-.-.-.- .-. -. --.- --. Christina Hatch . Janice Dinkins Davidson, Executive Director Margaret Beazley, President Pam Kestner-Chappelear, President Anne C. Grove, Executive Director . Harley L. Cox'~)(El.C;lJti\,e DirE3c;tor . John Pendarvis, President&c;~gw Deb bie Pitts,13l:)i3!"lc:>~~gglJ':lt.Y.B~pr.fil:~entativ~ .. ElE3tsy WhitneY![)fil:YElI<:lPI!I~':lt[)ir.ector ,Annette Loschert, Executive Director iSusan B. Williams. Executive Director . Diane Kelly, Executive Director 'Amy W. Foster u,cu,_u'nc'_'cw~"nncn w.,. c ,. _ _. c , . !Joe Cobb, Executive Director ""g"g, "g"'f. ,. "^^'. ',^.^.^'_'n_ ._^. ._^. ,.~ __ __, 'J. Andree Brooks, PrElsiclE:!l1t Dorothy H. 13lJl1igl1~[)irE:l~tc:lr. Niki Voudren~Development.[:)irElc:;t(;lr Jenny McCo~l1'l.ick,Executive Director Pamela Irvine, Executive Director Ellen Brown, Director ..........JJ()~I1~E!\fil1~[? ire ctor