HomeMy WebLinkAbout7/11/2006 - Regular
Roanoke County
Board of Supervisors
Agenda
July 11, 2006
Good afternoon and welcome to our meeting for July 11, 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:
Reverend Tom Lee
Windsor Hills United Methodist 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 Finance Department for receiving the Certificate of
Achievement for Excellence in Financial Reporting from the Government
Finance Officers Association (GFOA) for fiscal year 2004-2005
D. BRIEFINGS
E. NEW BUSINESS
1. Request to appropriate $10,000 to hire County Gypsy Moth Program, Inc. to
serve as the Gypsy Moth Coordinator for Roanoke County for 2006. (Elmer
C. Hodge, County Administrator; John M. Chambliss, Assistant County
Administrator)
1
2. Reappointment of the Special Assistant for Legislative Relations,
authorization to continue an agreement, and an appropriation of funds. (Paul
Mahoney, County Attorney)
F. FIRST READING OF ORDINANCES
1. First reading of an ordinance accepting the conveyance of a one-half interest
in the Vinton Business Park, approving an amendment to the Gain Sharing
Agreement, and reallocating funds for this purpose. (Doug Chittum, Director
of Econom ic Development)
G. SECOND READING OF ORDINANCE AND ADOPTION OF PROCUREMENT
POLICY MANUAL
1.a Second reading of an ordinance to repeal the existing Chapter 17
Procurement Code and enact a new Chapter 17 of the Roanoke County
Code to incorporate the provisions and authority of the Virginia Public
Procurement Act and establish the position and authority of the purchasing
agent for Roanoke County. (Rebecca E. Owens, Director of Finance)
1.b Request to approve the Procurement Policy Manual for the County of
Roanoke. (Rebecca E. Owens, Director of Finance)
H. APPOINTMENTS
1. Parks, Recreation, and Tourism Advisory Commission (Appointed by District)
2. Building Code Board of Adjustments and Appeals (Fire Code Board of
Appeals)
3. Social Services Advisory Board
I. 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 - June 27,2006
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2. Confirmation of committee appointments
3. Resolutions of appreciation to the following individuals upon their retirements:
(a) Michael W. Dull, Police Department, following twenty-five years of service
(b) William D. Patsel, Sheriff's Office, following twenty-four years of service
(c) Alicia Foliaco, Community Development Department, following eighteen
years of service
J. REQUESTS FOR WORK SESSIONS
1. Review of proposed work sessions to be held by the Board of Supervisors.
(Elmer C. Hodge, County Administrator)
2. Request to schedule a work session on July 25, 2006, to discuss proposed
amendments to the Roanoke County Code, Chapter 8.1, Erosion and
Sediment Control; and to discuss conditional zoning and proffered conditions.
(Arnold Covey, Director of Community Development; Paul Mahoney, County
Attorney)
K. REQUESTS FOR PUBLIC HEARINGS
L. CITIZENS' COMMENTS AND COMMUNICATIONS
M. REPORTS
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
4. Future Debt Payment Reserve
N. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Joseph B. "Butch" Church
2. Michael W. Altizer
3. Richard C. Flora
4. Joseph P. McNamara
5. Michael A. Wray
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O. WORK SESSIONS
1. Work session to discuss upgrades to the County's Geographic Information
System (GIS) capabilities. (Teresa Hall, Public Information Officer; Elaine
Carver, Director of Information Technology; Arnold Covey, Director of
Community Development; Billy Driver, Director of Real Estate Valuation)
2. Work session to provide an update on the Regional Greenway Plan. (Liz
Belcher, Roanoke Valley Greenway Coordinator)
P. Drive-by tour of the new Public Safety Center and tour of potential sites for land
banking: (Elmer C. Hodge, County Administrator)
. Garage
. Fire station
. Parks, Recreation & Tourism
Q. CLOSED MEETING
R. CERTIFICATION RESOLUTION
S. ADJOURNMENT
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ACTION NO.
ITEM NO. C/ -I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Recognition of the Finance Department for receiving the
Certificate of Achievement for Excellence in Financial
Reporting from the Government Finance Officers Association
(GFOA) for fiscal year 2004-2005
SUBMITTED BY:
Rebecca E. Owens
Director of Finance
Elmer C. Hodge d....--' f/~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The County of Roanoke has received the Certificate of Achievement for Excellence in
Financial Reporting for its Comprehensive Annual Financial Report (CAFR) for the fiscal
year ended June 30, 2005. This is the 22nd consecutive year in which the award has been
received.
The award is presented by the Government Finance Officers Association to governments
that achieve the highest standards in governmental accounting and financial reporting.
Accepting the recognition on behalf of the Finance Department will be Diane Hyatt, Chief
Financial Officer; Rebecca E. Owens, Director of Finance; and the accounting staff of the
Finance Department.
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:
July 11, 2006
Request to appropriate $10,000 to hire County Gypsy Moth
Program, Inc. to serve as the Gypsy Moth Coordinator for
Roanoke County for 2006
AGENDA ITEM:
SUBMITTED BY:
John M. Chambliss, Jr.
Assistant County Administrator
Elmer C. Hodge t H
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
The scope of the work is primarily in the Bent Mountain area, which we believe is the area
most affected and therefore the most likely to satisfy the criteria for treatment. If during the
evaluation period we determine that it is necessary to expand to other areas of the County
(i.e., Catawba), it may be necessary to come back to the Board to request additional
funding. We do not anticipate that this will be necessary due to the involvement we have
had with the communities last year, our contacts with the staff at the Virginia Cooperative
Extension Office, and the State.
SUMMARY OF INFORMATION:
On June 22, 2006, Supervisor McNamara, Larry Nichols from the State Department of
Agriculture, and County staff met with nearly 40 Roanoke County residents from the Bent
Mountain area to discuss the gypsy moth issue and the defoliation that has occurred in that
area this summer. The program was educational and Mr. Nichols recommended hiring a
Gypsy Moth Coordinator to count the gypsy moth egg masses this fall and file the
necessary reports with the State to determine the method of treatment that will be
appropriate for the impacted Roanoke County areas next spring. This request is for an
appropriation of $10,000 to authorize hiring County Gypsy Moth Program, Inc. to conduct
the survey and file the necessary reports with the State.
For the past several years, Roanoke County has been a part of the Slow the Spread
Program funded by the Federal government which monitored the presence of the gypsy
moth in the region by the placement of traps to determine the concentration of the gypsy
moth in various areas. During the summer of 2005, some defoliation was recognized and
Jon Vest with the Roanoke County Cooperative Extension Office met with local property
owners to explain methods that could be used to control the gypsy moth population,
particularly around their homes. At that time, there did not appear to be sufficient
infestation to warrant wide spread treatment as determined by the State program.
During the spring of 2006, there has been more visible defoliation in the Bent Mountain
area and a recent aerial photo by the Forest Service showed that nearly 7,000 acres in
Bent Mountain and adjacent localities have been defoliated this year; nearly half of this
acreage is in Roanoke County. After talking with State officials, the following course of
action is recommended.
Hire a gypsy moth coordinator to count and map the egg masses laid by the gypsy moths in
the Roanoke County area in the fall of 2006. The report of their findings must be filed with
the Virginia Department of Agriculture by mid-November to determine the level or type of
treatment recommended during the spring of 2007. In the areas that warrant wide area
spraying for suppression, the County could participate in the program coordinated by the
State to obtain the most cost effective application of the chemicals.
In the past, the State has contracted with aerial spraying contractors who perform the work
in multiple areas, thereby gaining volume discounts. The cost in the other areas of Virginia
has been shared by the Federal government and by the local property owners who paid an
assessment to the local government for the local share of the program. At this time,
funding has not been included in the Federal budget beginning in October 2006 to
specifically cover this program. The House version has included monies in a program to
protect the forest which could be used in this type of program. The Senate version of the
budget has not been presented; therefore, no specific funds are included. Letters have
been sent to our Congressmen thanking them for their support of this program and to the
Senators encouraging their support to include funds in the Federal budget.
There are two contractors in Virginia who have coordinated the assessment program and
have filed the reports with the State in the past. One of those contractors, Robert Grace of
County Gypsy Moth Program. Inc. of Broadway, Virginia, has submitted a proposal to
perform this work on behalf of Roanoke County for 2006 for an amount not to exceed
$10,000. This effort will include not only visiting the sites in Roanoke County with gypsy
moth damage, but helping to educate the property owners and others regarding the gypsy
moth problem. The survey by such a consultant is a requisite first step in qualifying for
participation in any state coordinated program and to help determine the treatment program
that will be most effective for our property owners. The second contractor is not available
at this time.
Jon Vest ofthe local Cooperative Extension Office will be present at the meeting to answer
any questions.
FISCAL IMPACT:
Staff suggests that $1 0,000 be appropriated from the Board Contingency Fund to cover the
cost of the Gypsy Moth Coordinator. Future reports will be brought to the Board to update
you and the impacted property owners regarding the treatment programs recommended by
the State and the associated costs for the treatment.
STAFF RECOMMENDATION:
Staff recommends appropriating $10,000 from the Board Contingency Fund and authorizing
County Gypsy Moth Program, Inc. to serve as the Gypsy Moth Coordinator for Roanoke
County for 2006 to conduct the survey and file the necessary reports with the State.
ACTION NO.
E-Q
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Reappointment of the Special Assistant for Legislative
Relations, authorization to continue an agreement, and an
appropriation of funds
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend approval
SUMMARY OF INFORMATION:
This action reappoints Eldon James & Associates, Inc. as Roanoke County's Special
Assistant for Legislative Relations. It also continues the agreement with Mr. James
previously approved. Finally, it appropriates funds for this agreement from the Board
Contingency Fund.
FISCAL IMPACTS
The County will pay Eldon James & Associates for his services at a rate of $18,000
annually.
STAFF RECOMMENDATION:
It is recommended that the Board: (1) reappoint Eldon James & Associates, Inc. as
Special Assistant for Legislative Relations; and (2) authorize the continuation of the
agreement; and (3) appropriate $18,000 from the Board Contingency Fund for these
purposes.
ACTION NO.
ITEM NO. F . \
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
First reading of an ordinance accepting the conveyance of a
one-half interest in the Vinton Business Park, approving an
amendment to the Gain Sharing Agreement, and reallocating
funds for this purpose
AGENDA ITEM:
SUBMITTED BY:
Doug Chittum
Economic Development Director
ElmerC. Hodge c;L..--/1~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
~~
SUMMARY OF INFORMATION:
On March 2, 1999, Roanoke County and the Town of Vinton entered into a Gain Sharing
Agreement providing for the sharing of tax revenues and the costs of public services.
Section 4.03 of the agreement authorized the County and the Town to further negotiate an
agreement to jointly fund the costs and share the revenues from the development of an
economic development project, then called the McDonald Farm. In 2001, the Town and
County agreed to a valuation of the property; the County appropriated $500,000 towards
future development costs; and the parties agreed to work as partners to develop the
property for economic development purposes.
The project is now called the Vinton Business Center. Cardinal Glass is located in the
Center and employs approximately 200 people in a 200,000 square foot manufacturing
facility. In order to begin sharing revenues on a 50/50 basis, Roanoke County needs to
invest the sum of $789,200 to bring the County's investment in the park to an amount equal
to that of the Town. When this occurs, the County will have an undivided one-half interest
in the property as conveyed by the Town by general warranty deed.
There are additional improvements that need to be constructed to complete the
infrastructure in the park. These items include a storm water detention pond, berms, trails,
and the grading of additional sites. The Town and County propose to complete these
improvements in a logical sequence and to share equally the costs as well as the new tax
revenue generated by the project. The parties' contributions towards these improvements
shall be subject to future appropriations by each governing body.
FISCAL IMPACT:
Funding in the amount of $789,200 from the Center for Research and Technology Minor
Capital Account will be allocated to implement the new Gain Sharing Agreement. All future
tax revenue will be shared equally by the County and the Town.
STAFF RECOMMENDATION:
Staff recommends approving the first reading of the attached ordinance and scheduling the
second reading for July 25,2006. The ordinance will authorize the following actions:
. Authorize the conveyance and acceptance of an undivided one-half interest in the 66.74
acre Vinton Business Center. (Attachment 1)
. Approve the amendment to the Vinton Gain Sharing Agreement calling for the
development costs and future tax revenues to the equally shared between the County
and the Town. (Attachment 2)
. Allocate funding from the Community Development CRT Minor Capital Account to bring
the County's investment in the park to an amount equal to the Town's. (Attachment 3)
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11, 2006
ORDINANCE ACCEPTING THE CONVEYANCE OF A ONE-HALF
INTEREST IN THE VINTON BUSINESS PARK, APPROVING AN
AMENDMENT TO THE GAIN SHARING AGREEMENT AND
REALLOCA liNG FUNDS FOR THIS PURPOSE
WHEREAS, by the "Gain Sharing Agreement between the Town of Vinton and
the County of Roanoke" dated March 2, 1999, the Town and the County reached an
agreement to provide for the sharing of certain local tax revenues and the sharing of the
costs of certain public services; and
WHEREAS, Section 4.03 of the Gain Sharing Agreement provides that the Town
and County may negotiate an agreement to fund jointly the costs of development of a
publicly-subsidized economic development project, which was called the "McDonald
Farm Economic Development Project" ("Project"); and
WHEREAS, by an Agreement dated November 6, 2001, the Town and the
County agreed to the valuation of the McDonald Farm, the County appropriated funds
for some of the costs of development, and that the parties agreed to confer before any
additional improvements are constructed or incentives to prospects are provided; and
WHEREAS, this ordinance approves an Agreement so that the new local tax
revenues generated by this Project shall be shared equally by the County with the Town
based upon each localities equal contributions toward the costs of development; and
WHEREAS, the first reading of this ordinance is scheduled for July 11, 2006, and
the second reading is scheduled for July 25, 2006.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County as follows:
1. That the conveyance of a one-half undivided interest in 66.74 acres of real
estate known as the Vinton Business Center to the County from the Town of Vinton is
hereby accepted.
2. That the Amendment to the Vinton Gain Sharing Agreement is hereby
approved and that the County Administrator is authorized to execute this agreement on
behalf of the County upon form approved by the County Attorney.
3. That the allocation of $789,200 dollars from the Community Development
Center for Research and Technology Minor Capital Account to implement this
agreement is hereby approved.
4. That this ordinance shall take effect immediately upon its adoption.
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Attachment 1
Attachment 2
This Agreement, made and entered into this day of , 2006,
between THE TOWN OF VINTON, a municipal corporation of the Commonwealth of
Virginia, (the "TOWN") and THE COUNTY OF ROANOKE, political subdivision of the
Commonwealth of Virginia, (the" COUNTY").
WITNESSETH
WHEREAS, by the "Gain Sharing Agreement between the Town of Vinton and
the County of Roanoke" dated March 2, 1999, the Town and the County reached an
agreement to provide for the sharing of certain local tax revenues and the sharing of the
costs of certain public services; and
WHEREAS, Section 4.03 of the Gain Sharing Agreement provides that the Town
and County may negotiate an agreement to fund jointly the costs of development of a
publicly-subsidized economic development project, which was called the "McDonald
Farm Economic Development Project" ("Project"); and
WHEREAS, Section 4.03 b. defines the" costs of development"; and
WHEREAS, by an Agreement dated November 6, 2001, the Town and the
County agreed to the valuation of the McDonald Farm, the County appropriated funds
for some of the costs of development, and that the parties agreed to confer before any
additional improvements are constructed or incentives to prospects are provided; and
WHEREAS, this Project is now called the Vinton Business Center; and
WHEREAS, it is the goal of this Agreement that the new local tax revenues
generated by this Project shall be shared equally by the County with the Town based
upon each localities equal contributions toward the costs of development.
NOW, THEREFORE, in consideration of the mutual promises contained in this
Agreement, the parties agree with each other as follows:
1. The County shall appropriate the sum of Seven Hundred Eighty-nine
Thousand Two Hundred Dollars ($789,200) and pay this amount to the Town, as
outlined in Attachment A.
2. That this amount plus previous appropriations and in-kind donations
shall equal the Town's investment in this Project.
3. Upon the payment of the amount identified in paragraph 1 to the Town,
the Town shall convey by general warranty deed to the County a one-half undivided
1
Attachment 2
interest in the remaining real estate in this Project consisting of approximately 66.74
acres.
4. Upon the payment of the amount identified in paragraph 1 to the Town,
all tax revenues generated by the Project shall be shared equally by the County and the
Town, unless modified as described in paragraphs 5 or 6.
5. The Town and the County plan on making additional improvements to
this Project which shall constitute additional costs of development to Phase I of the
Project. These improvements shall include but not be limited to construction of berms,
trails, and a storm water detention pond. It is estimated that the costs of development of
these additional Phase I improvements will be Six Hundred Thousand Dollars
($600,000). The Town and the County agree that these costs of development will be
shared equally, subject to future appropriations by each governing body.
6. The Town and the County plan on making additional improvements to
this Project which shall constitute additional costs of development to Phase II of the
Project which includes the grading of a new site. It is estimated that the costs of
development of these additional Phase II improvements will be Six Hundred Fifty
Dollars ($650,000). The Town and the County agree that these costs of development will
be shared equally, subject to future appropriations by each governing body.
7. Upon the payment of the amounts identified in paragraphs 5 and 6, the
Town and the County shall share equally all new tax revenues generated by the Project.
8. Any other improvements to the Park will be presented to the Town and
the County for approval. The cost of the agreed-upon capital improvements will be
shared equally, subject to future appropriation.
9. The County and the Town shall jointly act as the park Association, as
defined by the Vinton Business Center Covenants and Restrictions. They County will
reimburse the Town annually for half of the cost of park maintenance expenses, as
specified in paragraph 15 of the Covenants and Restrictions.
2
Attest:
Attachment 2
WITNESS the following signatures and seals:
TOWN OF VINTON
By
Mayor
Clerk
Attest:
COUNTY OF ROANOKE
By
Chairman
Clerk
3
Attachment 3
Vinton Business Park
Gainsharing Investments
Vinton Roanoke County Total
Investments to Date
Construction and Engineering $ 831,400.00 $ 500,000.00 $ 1,331,400.00
Land value 1,500,000.00 1,500,000.00
Less receipt from Cardinal Land sale (253,000.00) (253,000.00)
2,078,400.00 500,000.00 2,578,400.00
Additional Investment needed to get to
50/50 allocation with Vinton (789,200.00) 789,200.00
$ 1,289,200.00 $ 1,289,200.00 $ 2,578,400.00
ACTION NO.
ITEM NO.
G -I.q
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
Second reading of an ordinance to repeal the existing Chapter
17 Procurement Code and enact a new Chapter 17 of the
Roanoke County Code to incorporate the provisions and
authority of the Virginia Public Procurement Act and establish
the position and authority of the purchasing agent for Roanoke
Cou nty
AGENDA ITEM:
SUBMITTED BY:
Rebecca Owens
Director of Finance
Elmer C. Hodge ~ ){~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
~~
SUMMARY OF INFORMATION:
At the work session on June 13, 2006, staff presented recommendations for changes to the
County's Procurement Code. Those recommendations consisted of repealing the existing
Chapter 17 of the Roanoke County Code to incorporate the provisions and authority of the
Virginia Public Procurement Act (VPPA) and establish the position and authority of the
purchasing agent, revisions to the procurement levels, and County and State Code
differences/exceptions. These changes were reviewed by our external auditors, KPMG
LLP, and they did not object to these changes.
Procurement Code (Attachment 1)
The last update of the County Procurement Code was in 1999. Currently, the Roanoke
County Code summarizes many of the detailed provisions set forth in the VPPA. The
availability of the VPPA via the internet and by other means no longer requires the
repetition of the many mandatory provisions of the VPPA in the Roanoke County Code and
the accompanying requirement to update the County Code to reflect changes enacted by
the General Assembly of Virginia.
1
The proposed Procurement Code defines the purpose, application, procurement authority,
and provides that the VPPA Section 2.2-4300 Code of Virginia will serve as Code for the
County of Roanoke, except in those instances where alternative policies have been
adopted by the Board. It will ensure continued compliance by Roanoke County with the
most current legal requirements of the VPPA so as to ensure the integrity and quality of the
County's procurement system and to provide the required legal authority for activities and
appropriate delegations of authority by the County's purchasing agent.
Procurement levels (Attachment 2)
The procurement levels were last increased in 1999. These recommendations are
supported by the increase in the consumer price index whereas a dollar today goes far less
than it did several years ago. The proposed procurement levels would allow the
Purchasing Division to continue to manage the increasing workload with the current staffing
levels as well as provide departments with increased efficiency.
More emphasis would be placed on larger purchases where there is greater opportunity for
substantial savings. Increasing the County's threshold will reduce the number of formal
processes (bids and proposals); however, it does not expose the County to additional risk,
will not reduce business opportunities, and will reduce the cycle time request.
Purchasing staff will continue to perform internal audits of purchases and provide training to
ensure adherence to purchasing policy and procedure.
Below are the recommended procurement levels that are included in the policy manual for
your review and approval at today's meeting:
One Documented Quotation (Department level):
Currently, departments are required to obtain one documented quotation for purchases not
to exceed $1,000. The one documented quotation sets the threshold at which some level
of competition is sought. The goal is to balance the benefits of competition with its costs.
A survey for one documented quotation of other governmental entities was conducted
resulting in the cities of Harrisonburg and Richmond having a $5,000 limit; counties of
Fairfax and Loudoun at $5,000; Western Virginia Water Authority at $2,500; City of
Roanoke at $2,500; Henrico County at $2,000; and Chesterfield County at $1,000.
Staff recommends increasing the one documented quotation from $1,000 to $2,500.
2
Three Documented Quotes (Purchasing Level/Department Level with Delegation of
Authority):
Purchases of $1,001 to $5,000 require three documented quotes. The quotations are
obtained by both the Purchasing staff and departments with delegation of authority.
Delegation of authority grants individual(s) trained by the Purchasing Division the authority
to handle their own purchase transactions up to $5,000. The individual(s) with this authority
must follow all County and State procurement regulations and have the authority to process
their own "direct purchase orders" after obtaining the proper quotations. All other
transactions are handled by the Purchasing Division.
Staff recommends increasing the three documented phone quotes for departments with
delegation of authority from $1,001 - $5,000 to $2,501 - $10,000.
Unsealed Informal Written Request for Quotation (RFQ)-(Purchasing Level):
Unsealed informal written request for quotations requires that competitive quotes be
solicited from vendors on the County's vendor list. This method allows for competition in a
less costly manner.
Staff recommends changing the level for professional services from $5,001-$30,000 to
$10,001-$30,000 and requiring competitive quotes from at least four qualified vendors.
Also, changing the level for goods and services/non-professional services from $5,001-
$30,000 to $10,001-$50,000 and requiring competitive quotes from at least four qualified
vendors.
Formal Invitation for Bids and Request for Proposals (IFB/RFP)-(Purchasing Level):
Formal bids and request for proposals requires written specifications and advertising in the
local paper at least ten days before bids or proposals are accepted. This method allows for
competition in a more costly manner.
Staff recommends maintaining the level for professional services as mandated by the State
for all solicitations over $30,000 and increase the level for goods and services/non-
professional services to amounts over $50,000 to match the State level while requiring
solicitations from all registered vendors with the County for the service or commodity.
Code Difference/Exceptions (Attachment 3)
The following are differences/exceptions to State Code that currently exist and no changes
are proposed:
1. Modifications of contracts
2. Performance and payment bonds generally
3. Use of value engineering
4. Contract award generally
3
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
There have been no changes since the first reading on June 27, 2006. Staff recommends
that the Board approve the second reading of the ordinance to replace Chapter 17
Procurement Code with Attachment 1 which defines the purpose, application, procurement
authority, and provides that the VPP A Section 2.2-4300 Code of Virginia will serve as Code
for the County of Roanoke except in those instances where alternative policies have been
adopted by the Board.
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Attachment 1
Chapter 17
PROCUREMENT CODE*
* State Law References: Virginia Public Procurement Act, Code of Virginia,
9 2.2-4300 ~ et seq.
Sec. 17-1. Title, purpose and application of chapter.
(a) This chapter shall be known and may be cited as the Procurement
Code of Roanoke County.
(b) The purpose of this chapter is to promote public confidence in the
process of procurement of goods and services for the county, to
provide for the fair and equitable treatment of all parties involved in
public procurement by the county, to promote efficiency, uniformity
and economy in the county's procurement process and thereby to
maximize the purchasing value of taxpayers funds in county
operations and to provide safeguards to maintain integrity and
quality in the county's procurement system.
(c) The provisions of the Virginia Public Procurement Act, section 2.2-
4300, et seq., Code of Virginia, 1950, as amended, or its
successor, (hereinafter in this chapter, "the Act") shall apply to all
purchases and procurement of goods and services by the County
of Roanoke, except in those instances where alternative policies
have been adopted by the Roanoke County Board of Supervisors
and set out in this chapter pursuant to the provisions of section 2.2-
4343.A 10, Code of Virginia.
(d) This chapter applies to contracts or agreements for the
procurement of goods, services, including professional services,
insurance and construction entered into by the County of Roanoke
involving every expenditure for public purchasing irrespective of its
source.
Sec. 17-2. Procurement authority.
(a) There is hereby created the position of purchasing agent for the
county. The purchasing agent shall have authority for and shall be
responsible for all purchases for the county, its departments,
officers and agencies, including Roanoke County Schools to the
extent of their participation in the County's procurement system,
under the Act and this Procurement Code.
(b) The purchasing agent shall be appointed by the county
administrator who shall have responsibility for the general
1
Attachment 1
supervision of the purchasing agent and the county's compliance
with public procurement requirements.
(c) The purchasing agent shall have authority to enter into and
execute all contracts for the purchase or procurement of goods
and services for the county, unless such authority has been
specifically reserved by the board of supervisors or the county
administrator. Further, with the approval of the county
administrator, the purchasing agent may delegate authority to
purchase certain supplies and services to designated county
officials and employees as is necessary for the efficient operation
of the county's procurement system.
(d) The purchasing agent is authorized to establish procedures,
including publication of a county procurement procedural manual,
for the fair and orderly administration of the county's procurement
process in accordance with the Act and the County Procurement
Code. The purchasing agent may establish specific procedures for
small purchases within the limitations set forth in section 2.2-4303
of the Act, with the provision that such small purchases shall
provide for competition wherever practical. The levels of authority
for small purchases shall be adopted by the Board of Supervisors
prior to their implementation in the purchasing procedures manual.
(e) In so far as permitted by law, all action required by the "public
body" by the Act are hereby delegated to the county's purchasing
agent. Further, the purchasing agent shall exercise all
responsibilities imposed upon the position of county purchasing
agent by state law.
(f) The purchasing agent may establish written policies for barring
contractors or suppliers from providing particular types of supplies,
services, insurance or construction on the basis of evidence of
unsatisfactory performance, or violation of federal, state or local
laws, ordinances or regulations pertaining to procurement. Such
policies shall be adopted by the Board of Supervisors prior to their
implementation.
State Law References: Similar provisions, Code of Virginia, ss 2.2-4343.10,
2.2-4321, 15.2-414 & 15.2-1543
2
Attachment 2
PROCUREMENT LEVELS OF AUTHORITY
DEPARTMENT LEVEL
County State Recommendation
One documented quotation One documented quotation One documented quotation
$0 to $1,000 $0 to $5,000 $0 to $2,500
Three(3) Documented Quotes. Three(3) Documented Quotes.
$1,001 to $5,000 $2,501 - $10,000
*Depts with Delegation of Authority may obtain & document quotations in this dollar range, all others will be handled by the
Purchasing staff.
PURCHASING STAFF LEVEL
Unsealed Informal Written Request for Quotation (RFQ)
County State Recommendation
Professional Services Professional Services Professional Services
$5,001 to $15,000 $5,001 to $30,000 $10,001 to $30,000
(3) valid sources (4) valid sources (4) valid sources
$15,001 to $30,000
(all applicable registered
vendors)
Goods/Non-Professional Goods/Non-Professional Goods/Non-Professional
Services Services Services
(same as above) $5,001 to $50,000 $10,001 to $50,000
(4) valid sources (4) valid sources
Formal Invitation for Bids and Re uest for Pro
Count current State
Professional Services
Over $30,000
Professional Services
Over $30.000
Professional Services
Over $30,000
Goods/Non-Professional
Services
Over $30,000
Goods/ Non-Professional
Services
Over $50,000
Goods/Non-Professional
Services
Over $50,000
Attachment 3
County and State Code Differences/Exceptions
>- The following Roanoke County Code sections will be addressed in the
manual as they currently are in the code with no changes.
Section 17-1 Title, purpose and application of chapter
Section 17-5General Procurement Procedures
Section 17-6Vendor-County Relationship
Section 17-7 Availability of funds as a prerequisite to purchase
Section 17-8 Formu lation of specifications
------------------------------------------------------
------------------------------------------------------
>- The following are differences between the current County Code and the
State Code:
County Code: Section 17-14 Modifications of Contracts
A public contract may include provisions for modifications of the contract
during performance, but no fixed-price contract may be increased by more
than 25% of the amount of the contract or ten thousand dollars L$10,0001.
whichever is greater, without the advance written approval of the Board of
Supervisors.
State Code: 2.2-4309 Modifications of the Contract
Same as above except it states 25% of ~50.000.00.
-~~-----------------------------------------------------
--------------------------------------------------------
County Code: Section 17-15 Performance and payment bonds
generally.
State Code: 2.2-4336
Both County and State require a bid bond for construction contracts of
$100,000 or more.
County Code: Section 17-56 Bid Bonds Generally
Requires bid bond of 5% for construction contracts under $100,000.
--------------------------------------------------------
--------------------------------------------------------
County Code: Section 17-22 Use of Value Engineering
The purchasing agent shall ensure that value engineering is employed for
any capital construction project costing more than two million dollars
($2,000,000.00). The Board of Supervisors may waive the requirements
of this section for any proposed capital construction project for compelling
reasons. Any such waiver shall be in writing, state the reasons for the
waiver, and apply only to a singe capital construction project.
State Code: Not Addressed
1
Attachment 3
--------------------------------------------------------
--------------------------------------------------------
County Code: Section 17-61 Contract Award Generally
A contract shall be awarded with reasonable promptness, by written notice
to the lowest responsible bidder whose bid meets the requirements and
criteria set forth in the invitation for bids. In the event all bids for a
construction project exceed available funds and the lowest responsive and
responsible bid does not exceed such funds by more than ten (10)
percent, the Board of Supervisors may authorize, when time or economic
considerations preclude re-solicitation of work of a reduced scope,
negotiations of an adjustment of the bid price with the lowest responsive
and responsible bidder in order to bring the bid within the amount of
available funds.
State Code 2.2-4318. Negotiation with lowest responsible bidder.
Unless canceled or rejected, a responsive bid from the lowest responsible
bidder shall be accepted as submitted, except that if the bid from the
lowest responsible bidder exceeds available funds, the public body may
negotiate with the apparent low bidder to obtain a contract price within
available funds. However, the negotiation may be undertaken only under
conditions and procedures described in writing and approved by the public
body prior to Issuance of the Invitation to Bid and summarized therein.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11, 2006
ORDINANCE REPEALING EXISTING CHAPTER 17, PROCUREMENT
CODE CONTAINING SECTION 17-1 THROUGH 17-159 AND
ENACTING A NEW CHAPTER 17, PROCUREMENT CODE
CONTAINING A NEW SEC. 17-1 TITLE. PURPOSES AND
APPLICATION OF CHAPTER AND A NEW SEC. 17-2. PROCUREMENT
AUTHORITY OF THE ROANOKE COUNTY CODE TO INCORPORATE
THE PROVISIONS AND AUTHORITY OF THE VIRGINIA PUBLIC
PROCURMENT ACT AND ESTABLISH THE POSITION AND
AUTHORITY OF THE PURCHASING AGENT FOR ROANOKE COUNTY
WHEREAS, Chapter 17, Procurement Code of the Roanoke County Code
currently recapitulates many of the detailed provisions set forth in the Virginia Public
Procurement Act (VPPA) of the Code of Virginia; and
WHEREAS, the availability of the VPPA and the Code of Virginia, generally, via
the internet and by other means no longer requires the repetition of the many
mandatory provisions of the VPPA in the Roanoke County Code and the accompanying
requirement to update the County Code to reflect changes enacted by the General
Assembly of Virginia; and
WHEREAS, the proposed new Procurement Code will ensure continued
compliance by Roanoke County with the most current legal requirements of the VPPA
so as to insure the integrity and quality of the County's procurement system and to
provide the required legal authority for the activities and appropriated delegations of
authority by the County's purchasing agent; and
WHEREAS, the first reading of this ordinance was held on June 27, 2006, and
the second reading was held on July 11,2006.
1
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as
follows:
1. That Section 17.1 Title. purpose and application of chapter and Section
17-2. Procurement Authoritv, of Chapter 17, PROCUREMENT CODE, of the Roanoke
County Code be enacted as follows:
Sec. 17-1. Title, purpose and application of chapter.
(a) This chapter shall be known and may be cited as the Procurement Code
of Roanoke County.
(b) The purpose of this chapter is to promote public confidence in the process
of procurement of goods and services for the county, to provide for the
fair and equitable treatment of all parties involved in public procurement by
the county, to promote efficiency, uniformity and economy in the county's
procurement process and thereby to maximize the purchasing value of
taxpayers funds in county operations and to provide safeguards to
maintain integrity and quality in the county's procurement system.
(c) The provisions of the Virginia Public Procurement Act, section 2.2-4300, et
seq., Code of Virginia, 1950, as amended, or its successor, (hereinafter in
this chapter, "the Act") shall apply to all purchases and procurement of
goods and services by the County of Roanoke, except in those instances
where alternative policies have been adopted by the Roanoke County
Board of Supervisors and set out in this chapter pursuant to the provisions
of section 2.2-4343.A 10, Code of Virginia.
(d) This chapter applies to contracts or agreements for the procurement of
goods, services, including professional services, insurance and
construction entered into by the County of Roanoke involving every
expenditure for public purchasing irrespective of its source.
Sec. 17-2. Procurement authority.
(a) There is hereby created the position of purchasing agent for the county.
The purchasing agent shall have authority for and shall be responsible
for all purchases for the county, its departments, officers and agencies,
including Roanoke County Schools to the extent of their participation in
the County's procurement system, under the Act and this Procurement
Code.
(b) The purchasing agent shall be appointed by the county administrator who
shall have responsibility for the general supervision of the purchasing
2
agent and the county's compliance with public procurement
requirements.
(c) The purchasing agent shall have authority to enter into and execute all
contracts for the purchase or procurement of goods and services for the
county, unless such authority has been specifically reserved by the board
of supervisors or the county administrator. Further, with the approval of
the county administrator, the purchasing agent may delegate authority to
purchase certain supplies and services to designated county officials and
employees as is necessary for the efficient operation of the county's
procurement system.
(d) The purchasing agent is authorized to establish procedures, including
publication of a county procurement manual, for the fair and orderly
administration of the county's procurement process in accordance with
the Act and the County Procurement Code. The purchasing agent may
establish specific procedures for small purchases within the limitations
set forth in section 2.2-4303 of the Act, with the provision that such small
purchases shall provide for competition wherever practical. The levels of
authority for small purchases shall be adopted by the Board of
Supervisors prior to their implementation in the purchasing procedures
manual.
(e) In so far as permitted by law, all action required by the "public body" by
the Act are hereby delegated to the county's purchasing agent. Further,
the purchasing agent shall exercise all responsibilities imposed upon the
position of county purchasing agent by state law.
(f) The purchasing agent may establish written policies for barring
contractors or suppliers from providing particular types of supplies,
services, insurance or construction on the basis of evidence of
unsatisfactory performance, or violation of federal, state or local laws,
ordinances or regulations pertaining to procurement. Such policies shall
be adopted by the Board of Supervisors prior to their implementation.
2. That the currently existing Chapter 17 PROCUREMENT CODE,
comprising Sec. 17 -1 through 17-159 shall be repealed.
3. That this Ordinance shall be effective from the date of its passage.
3
ACTION NO.
ITEM NO.
~-\.b
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11,2006
AGENDA ITEM:
Request to approve the Procurement Policy Manual for the
County of Roanoke
SUBMITTED BY:
Rebecca Owens
Director of Finance
Elmer C. Hodge ~ IfJy
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
Staff has reviewed the policies of several other localities and incorporated the "best
practices" into the proposed changes for the County. The report is well prepared and I
recommend approval of the revisions.
SUMMARY OF INFORMATION:
At the work session on June 13, 2006, staff presented recommendations for changes to the
County's Procurement Code. Those recommendations consisted of repealing the existing
Chapter 17 of the Roanoke County Code to incorporate the provisions and authority of the
Virginia Public Procurement Act (VPPA) and establish the position and authority of the
purchasing agent, revisions to the procurement levels, and County and State Code
differences/exceptions. These changes were reviewed by the County's external auditors,
KPMG LLP, and they did not object to these changes.
The proposed changes will allow the procurement staff to manage the increasing workload
with current staffing levels and provide departments with increased efficiency while
continuing to be stewards of the taxpayer money.
Strong internal controls are critical and essential to the success of any program. The
County of Roanoke takes pride in having a strong system of internal controls. Specifically
for the Procurement Policies and Procedures the following programs are in place today:
1. Established security within the Performance Procurement System
2. Audits of delegation of authority
3. Audits of purchasing cards
4. Audits of random purchases
1
5. Extensive training for departments
6. External audit
The Board approved the first reading of an ordinance to repeal the existing Chapter 17
Procurement code and enact a new Chapter 17 of the Roanoke County Code to
incorporate the provisions and authority of the Virginia Public Procurement Act and
establish the position and authority of the purchasing agent for Roanoke County at the June
27, 2006, meeting. The second reading of this ordinance is scheduled for July 11, 2006,
with no proposed changes.
Enclosed in your board packet is the proposed Procurement Policy Manual (Attachment 1 ).
The policy manual addresses administration of procurement functions, procurement
authority, levels of procurement authority, and exceptions.
Procurement Department staff is currently working on a Procedures Manual that will
incorporate the policies adopted by the Board of Supervisors and procedures approved by
administration. Upon final approval of both policies and procedures, all departments will be
trained on these policies and procedures. We anticipate departmental training to begin in
August 2006.
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
Staff recommends approval of the Procurement Policy Manual.
2
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of SupelVisors Attachment 1
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1
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
T ABLE OF CONTENTS
Section ........ .... ............... .............. .... .... ........................... ................. ........................ ..................................................... ...... Page Number
1. ADMINISTRATION OF PROCUREMENT FUNCTIONS....................................................................................................3
1. I Authority
1.2 Delegation of Authority
1.3 Purpose and Applicability
2. AUTHORITY TO: AWARD, REJECT AND CANCEL SOLICITATIONS; APPROVE DISPOSAL
OF SURPLUS PROPERTY; MAKE DETERMINATIONS OF NONRESPONSIBILITY;
SIGN CONTRACTS; AND ESTABLISH POLICIES, REGULATIONS, AND PROCEDURES GOVERNING
PROCUREMENT FUNCTIONS ....................................... ......................................................................................................4
2. I General Authority........................................................................................ ............................................................... 4
2.2 Specific Levels of Authority...................................................................................................................................... 4
2.2. I Department Level......................................................................................................................................... 4
2.2.2 Department Staff with Delegation of Authority ...........................................................................................4
2.2.3 Purchasing Staff........................................................................................................................................... 4
2.2.4 County Administrator...................................................... .............................................................................5
2.2.5 Board of Supervisors. . . .. ... .. . ... . . . . . .. .. . . . . . . . . .. .. . . . . . .. . . . . . .. . .. . .. .. . . .. . .. . . . . .. . . .. . . . . . . . .. . . . . . .. .. . .. . . . ...5
2.3 Award of Annual Contracts........................................................................................................................................ 5
2.4 Issuance of Procedures.......................................................................................................................................... .....5
3. LEVELS OF PROCUREMENT AUTHORITY
3.1 Goods and Services ..................................................................................................................................... ..............6
3.2 Professional Services ................................................................................................................................................ 6
4. BONDS, INSURANCE AND INDEMNIFICATION
4.1 Bonds................................................................................................................................................... ......................7
4.2 Insurance .............................. ......................................................................................................................... .... .........7
4.3 Indemnification......................................................................................................... .................................................7
5. USE OF VALUE ENGINEERING ..........................................................................................................................................8
6. MODIFICATIONS OR CHANGE ORDERS TO CONTRACTS ........................................................................................... 9
7. CONTRACTS AWARD GENERALLY ................................................................................................................................ 10
8. ETHICS................................................................................................................................. ................................................. I I
9. N OND ISCRIM INA TI ON ...................................................................................................................................................... 12
SECTION 1
ADMINISTRA nON OF PROCUREMENT FUNCTIONS
2
County of Roanoke
Procurement Policy Manual
Draft pending approval ofthe Board of Supervisors Attachment 1
1. I Authority
The statutes governing the procurement of goods and services from nongovernmental sources are contained in the Virginia
Public Procurement Act (VPP A). The Board of Supervisors has adopted Chapter 17 of the Roanoke County Code which
establishes procurement authority and provides that the VPP A will serve as the regulation for procurement except in those
instances where alternative policies have been approved by the Board. Procurement of goods and services shall be conducted
to be cost effective and beneficial to the County and its residents, and to otherwise conform to the goals ofthe Virginia Public
Procurement Act.
1.2 Delegation of Authoritv
The Roanoke County Board of Supervisors delegates the procurement responsibility to the County Administrator subject to
the limitations and terms included in this Policy. In an cases, reference to County Administrator or other official in this
Policy shall be deemed to include designees of the official. The County Administrator shan be responsible for the purchase
of all goods and services for the County and for disposal of surplus property. The County Administrator may designate the
Purchasing Agent to be responsible for procurement, and disposal of surplus property. Any purchase not made in accordance
with the applicable laws, this Policy, or Procedures shall be deemed an unauthorized purchase for which the County shall not
be obligated. Any employee who engages in purchasing goods or services in a manner inconsistent with the applicable laws,
this Policy, or Procedures shall be subject to disciplinary measures as defined in the Roanoke County's Personnel Policies.
No obligation shall be made for any purchase in excess of the amount appropriated for that purpose as reflected in the
budgetary accounts of the County.
1.3 Pumose and Aoolicability
1.3.1
1.3.2
1.3.3
1.3.4
SECTION 2
This Policy is adopted to guide the County in obtaining high quality goods and services at reasonable cost, in
conducting all procurement procedures in a fair and impartial manner with avoidance of any impropriety or
appearance of impropriety, in providing access to the County's public business for all qualified vendors, and in
promoting efficient procurement practices among all County departments.
Rules governing contract awards shall be made clear in advance of the competition, specifications shall reflect the
procurement needs of the County rather than being drawn to favor a particular vendor, and the County and the
vendor shall freely exchange information concerning what is sought to be procured and what is offered. In addition,
surplus property is to be disposed of on a competitive basis whenever practicable.
This Policy establishes a means of purchasing materials, supplies, equipment and services by the County. Unless
specifically exempted in this manual, these Policies are applicable to all departments and agencies of County
government funded in whole or in part by the County including Roanoke County Schools but not limited to and for
which obligations are paid through the Roanoke County Finance Department.
Procurement of goods and services and disposal of surplus property shall be conducted in accordance with the
Virginia Public Procurement Act, ("the Act"), except as amended by alternative regulations adopted by the Roanoke
County Board of Supervisors. The provisions of the Act are incorporated herein by reference, except as amended by
alternative regulations.
AUTHORITY TO:
3
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
-AWARD, REJECT AND CANCEL SOLlCITATlONS
-APPROVE DISPOSAL OF SURPLUS PROTERTY
-MAKE DETERMINA nONS OF NONRESPONSIBILlTY
-SIGN CONTRACTS
-ESTABLISH POLICIES, REGULATIONS AND PROCEDURES
-GOVERNING PROCUREMENT FUNCTlONS
2.1 General Authority
The County reserves the right to accept, reject or cancel any or all solicitations or parts thereof, to waive informalities, and to
reissue solicitations. The County also reserves the right to award the contract as it deems will best serve its interests. It
further reserves the right to award the contract on a lump sum basis, individual item basis, or such combination as shall best
serve the interest of the County. This may include multiple awards if provided for in the solicitation.
2.2 Specific Levels of Authority
The levels of authority for the award of contracts, rejection and cancellation of solicitations, and other procurement functions
including the purchase of goods and services, construction, sole source purchases, emergency purchase, issuance of change
orders, and debarment of vendors are listed below.
2.2.1
Deoartment Level
AUTHORIZA TION LEVEL
2.2.1.1 Purchase of Goods, Services, and Sole
Source Purchases................................ ................................... .............. .$2,500 and less
2.2.2
Deoartment Staff with Delegation of Authoritv
AUTHORIZATION LEVEL
2.2.2.1 Purchase of Goods, Services, and Sole Source
Purchases........ ......... ... .... .... ..... .... ... ....... ...... ..... ..... ... ..... ... ....... ...... ....$10,000 and less
2.2.3
Purchasing Staff
AUTHORIZA nON LEVEL
2.2.3.1 A ward of Contracts for Goods, Services, Construction and Sole Source
Purchases.. . . . . . . . ., . . . . . . . . . . . . .. . .. .. . . .. . .. . .. . .. . .. .. . . . .. . . . . . .. . . .. . .. . . . .. . . .. . .. . .. . . .. .. . .. . . .. . . . . . . ... . .. .... No Limit
2.2.3.2 Change Orders/Contract Modifications.................................. ...Up to 10% of the original contract
amount or $10,000 whichever is greater
upon approval of department director
2.2.3.3 Sign Contracts............................................................................................. .No Limit
2.2.3.4 Emergency Purchases, Cancellation and Rejection
of Solicitations, Prequalification of Bidders/Offerors,
Use of State Contracts, GSA Contracts and Other
Cooperative Contracts. . . . .. . . .. . .. .. . ... . .. . . . . . .. . . . . . ..... . .. . . .. .. . .. . .. . . . . . .. ... . ...... . . . . . .. .. . . . . . .. No Limit
2.2.3.5 Renewal of Contracts. .... ... ......... ... ........... ............ .......... ............ ... '.' .... .... ..... ...No Limit
4
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment I
2.2.4
County Administrator
AUTHORIZATION LEVEL
2.2.4.1 Award of Contracts for Goods, Services
Construction and Sole Source Purchases .............................................................. ...No Limit
2.2.4.2 Change Orders/Contract Modifications.......................................... Up to 25% of the original contract
amount or $10,000 whichever is
greater.
2.2.4.3 Sign Contracts... ." . .. . .. . ... ... . . _ ............................................................................. . No Limit
2.2.4.4 Emergency Purchases, Cancellation and Rejection
Of Solicitations, Prequalification of Bidders/Offerors,
Use of State Contracts, GSA Contracts and Other
Cooperative Contracts...................................................................................... .... ..No Limit
2.2.4.5 Renewal of Contracts. ......................................................................... ................ ....No Limit
2.2.4.6 Approve Disposal or Transfer of SUlplus Property.......................................................... .No Limit
2.2.5
Board ofSuoervisors
AUTHORIZA TION LEVEL
2.2.5.1 Change Orders/Modifications to Contracts..................................ln excess of the greater of25% of the
original contract amount or over
$10,000 whichever is greater
2.2.5.2 Contract Award (Negotiation with low bidder)........................... .lfbid for construction project exceeds
available funds by more than 10%
2.2.5.3 Approve Gift or Donation of SUlplus Property................................................. ........... ..No Limit
2.2.5.4 Approve Disposal or Transfer of SUlplus Real Property................................................ .....No Limit
2.3 Award of Annual Contracts
For the purposes of this Policy, the procedure for award of annual contracts shall be determined by the estimated annual value
of the contract for the initial term of the contract. The Purchasing Staff shall establish the length of these contracts and the
number of renewals.
2.4 Issuance of Procedures
The Purchasing Staff, under the authority of the Director of Finance, shall issue Procedures upon the approval of the County
Administrator, may issue additional requirements for procurement functions, and shall interpret and administer the applicable
laws and regulations.
SECTION 3
LEVELS OF PROCUREMENT AUTHORITY
5
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment I
3.1 Goods and Services
Up to $2,500
Department obtains one documented quotation. A Voucher or County Purchasing Card may be utilized
for such purchases.
Over $2,500 to $10,000
Departments with "Delegation of Authority" or Purchasing Staff obtain a minimum of three (3) documented
quotations.
Over $10,000 to $50,000
Purchasing staff will solicit a minimum of four (4) valid sources.
Over $50,000 (this procedure may
also be used for lesser amounts
when necessary)
Purchasing staff will solicit from all registered vendors with the county for the service or commodity. One
of the following methods will be used depending on the type of service and/or commodity:
1- Competitive sealed bidding.
2.-Competitive negotiation.
3.2 Professional Services
Up to $2,500
Department obtains one documented quotation. A Voucher or County Purchasing Card may be utilized
for such purchases.
Over $2,500 to $10,000
Departments with "Delegation of Authority" or Purchasing Staff obtain a minimum of three (3) documented
quotations.
Over $10,000 to $30,000
Purchasing staff will solicit a minimum of four (4) valid sources.
Over $30,000; may be used for
lesser amounts.
Purchasing staff will solicit from all registered vendors with the county for the service or commodity
through competitive negotiation.
SECTION 4
SECURITY, INSURANCE, AND INDEMNIFICATION
6
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
4.1 Bonds
The County of Roanoke will require bid bonds of 5% for construction contracts under $100,000.
Security may be in the form of cash escrow, letter of credit or bond from a surety company authorized to do business in
Virginia and acceptable to the County.
4.2 Insurance
In consultation with the user department, Purchasing Department staff will determine the appropriate types and levels of
insurance coverage to be included in solicitations. Departments are encouraged to consult with Purchasing staff for
appropriate insurance types and amounts for quotes obtained by departments.
4.3 Indemnification
Purchasing staff shall include an indemnification provision in all formal written solicitations issued by the Purchasing staff.
SECTION 5
USE OF VALUE ENGINEERING
7
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
The purchasing agent shall ensure that value engineering is employed for any capital construction project costing
more than two million dollars ($2,000,000.00). The Board of Supervisors may waive the requirements of this
Section for any proposed capital construction project for compelling reasons. Any such waiver shall be in writing,
state the reasons for the waiver, and apply only to a single capital construction project.
8
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
SECTION 6
MODIFICA TIONS OR CHANGE ORDERS TO CONTRACTS
6.1 No fixed-price contract may be increased by more than 25% of the amount of the contract or ten thousand ($10,000),
whichever is greater, without the advance written approval of the board of Supervisors.
6.2 Fixed-price contract may be increased up to, but no more than 10% of the contract amount with prior approval from the
Department Head.
6.3 Fixed-price contract may be increased over 10%, but no more than 25% of the amount of the contract with prior approval of
the County Administrator.
SECTION 7
CONTRACT AWARD GENERALLY
9
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
7.J A contract shall be awarded with reasonable promptness, by written notice to the lowest responsible bidder whose bid meets
the requirements and criteria set forth in the invitation for bids. In the event all bids for a construction project exceed
available funds and the lowest responsive and responsible bid does not exceed such funds by more than ten (10) percent, the
Board of Supervisors may authorize, when time or economic considerations preclude re-solicitation of work of a reduced
scope, negotiations of an adjustment of the bid price with the lowest responsive and responsible bidder in order to bring the
bid within the amount of available funds.
SECTION 8
ETHICS
10
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment]
8.1 ETHICS
8. ]. ] The Purchasing staff and all County employees engaged in procurement activities are subject to and should be
generally familiar with the provisions of the Virginia Conflict of Interests Act and the provisions of the Virginia
Public Procurement Act relative to ethics in public contracting. Copies of the statutes shall be available in the
Purchasing Division of the Finance Department and questions should be directed to the Purchasing staff.
8. 1.2 In accordance with the Virginia Public Procurement Act, solicitation or acceptance of gifts from bidders, offerors,
contractors or subcontractors is prohibited. No official or employee shall have a personal interest in a transaction or
contract if such interest is prohibited by the Virginia Conflict of Interests Act. The County Administrator shall
endeavor to provide appropriate information regarding these prohibitions to employees and affected volunteers.
8.1.3 No County employee or volunteer shall accept vendor paid trips to vendor sites or other locations if the trip or any
expenses associated with the trip are paid by anyone other than the employee, volunteer or County without prior
written approval of the County Administrator.
1 ]
County of Roanoke
Procurement Policy Manual
Draft pending approval of the Board of Supervisors Attachment 1
SECTION 9
NONDISCRIMINA TlON
The County does not discriminate in the solicitation or award of contracts because of race, religion, color, gender,
age, disability or national origin of the bidder or offeror. It is the responsibility of County employees, particularly
those employees involved in procurement, to ensure that all vendors are permitted equal opportunity and access to
participate in County procurement opportunities, and that no vendor be denied equal opportunity or access because
of race, religion, color, gender, or national origin.
12
ACTION NO.
W-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:
July 11,2006
AGENDA ITEM:
Appointments to Committees, Commissions and Boards
SUBMITTED BY:
Diane S. Childers, CMC
Clerk to the Board
Elmer C. Hodge tII
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Parks, Recreation, and Tourism Advisory Commission (Appointed by District)
The three-year term of Robert List, Catawba Magisterial District, expired on June 30,
2006. Supervisor Church has nominated David Watt, Catawba Magisterial District, to fill
this vacancy. Confirmation of this appointment has been placed on the consent
agenda.
Mr. Terry Harrington, Hollins Magisterial District, resigned from the Commission on May
18,2006. This three-year term will expire on August 30,2007.
2. Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals)
The four-year term of Larry W. Degen, alternate member, will expire on July 28,2006.
Mr. Degen has advised that he is willing to serve an additIonal term, and confirmation of
this appointment has been placed on the consent agenda.
3. Social Services Advisory Board
The four-year term of Michael A. Wray, Board liaison, will expire on August 1,2006.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11,2006
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM I - CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the certain section of the agenda of the Board of Supervisors for July 11,
2006, designated as Item I - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 3,
inclusive, as follows:
1. Approval of minutes - June 27,2006
2. Confirmation of committee appointments
3. Resolutions of appreciation to the following individuals upon their retirements:
(a) Michael W. Dull, Police Department, following twenty-five years of service
(b) William D. Patsel, Sheriff's Office, following twenty-four years of service
(c) Alicia Foliaco, Community Development Department, following eighteen
years of service
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~~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Confirmation of committee appointments
SUBMITTED BY:
Diane S. Childers, CMC
Clerk to the Board
Elmer C. Hodge c;/f
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Parks, Recreation, and Tourism Advisory Commission (Appointed by District)
The three-year term of Robert List, Catawba Magisterial District, expired on June 30,
2006. Supervisor Church has nominated David Watt, Catawba Magisterial District, to
serve a three-year term that will expire on June 30, 2009, and confirmation of this
appointment has been placed on the consent agenda.
2. Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals)
Larry W. Degen, alternate member, has advised that he is willing to serve an additional
four-year term that will expire on July 28, 2010. Confirmation of this appointment has
been placed on the consent agenda.
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:
July 11, 2006
AGENDA ITEM:
Resolutions of appreciation to the following individuals upon
their retirements:
(1) Michael W. Dull, Police Department, following twenty-five
years of service
(2) William D. Patsel, Sheriff's Office, following twenty-four
years of service
(3) Alicia Foliaco, Community Development, following eighteen
years of service
SUBMITTED BY:
Brenda J. Holton
Deputy Clerk to the Board
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The following County personnel have retired and requested that their resolution of
appreciation be mailed:
(1) Officer Michael W. Dull retired on July 1, 2006.
(2) Deputy Sheriff William D. Patsel retired on June 1, 2006.
(3) Alicia Foliaco retired on July 1, 2006.
STAFF RECOMMENDATION:
It is recommended that the Board approve the attached resolutions and direct the Deputy
Clerk to mail them to the retirees with the appreciation of the Board members for their many
years of service to the County.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11,2006
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO MICHAEL W. DULL, POLICE
DEPARTMENT, UPON HIS RETIREMENT AFTER TWENTY-FIVE YEARS
OF SERVICE
WHEREAS, Officer Dull was employed by Roanoke County from April 1980
until August 1984, and July 1985 until June 30, 2006; and
WHEREAS, Officer Dull began his career as a Deputy Sheriff in the Sheriff's
Office and was one of the original members of the Police Department which was
established in 1990; and
WHEREAS, Officer Dull has served as a police officer, member of the Special
Weapons and Tactics (SWAT) Team, Field Training Officer, Evidence Custodian and
Technician, and was appointed as a School Resource Officer in 2004; and
WHEREAS, Officer Dull retired from Roanoke County on July 1,2006, after
twenty-five years and five months of service; and
WHEREAS, Officer Dull was a capable and experienced technician as shown
by his precise collection of evidence and the laboratory examinations requested, and he
was respected for his abilities in these areas by his peers and the staff at the laboratory;
and
WHEREAS, Officer Dull processed the scene and collected evidence for many
of the high-profile murder cases in Roanoke County, and his skills and abilities led to
convictions in those cases; and
WHEREAS, Officer Dull, while serving as the School Resource Officer at Cave
Spring High School, was very adept at building relationships with both students and the
staff; and
WHEREAS, Officer Dull, through his employment with Roanoke County, has
been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to MICHAEL W. DULL for more than twenty-five years of capable, loyal,
and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11,2006
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO WILLIAM D. PATSEL,
SHERIFF'S OFFICE, UPON HIS RETIREMENT AFTER TWENTY-FOUR
YEARS OF SERVICE
WHEREAS, Deputy Sheriff Patsel was first employed by Roanoke County on
February 16, 1982, in the Sheriff's Office; and
WHEREAS, Deputy Sheriff Patsel served the citizens of Roanoke County in
the capacities of Corrections Deputy, Uniform Patrol Deputy, Transportation Deputy, and
many other job assignments; and
WHEREAS, Deputy Sheriff Patsel retired from Roanoke County on June 1,
2006, after twenty-four years and five months of service; and
WHEREAS, Deputy Sheriff Patsel received a Commonwealth Public Safety
Medal of Valor from the Lieutenant Governor in 1998 for performance above and beyond
the call of duty involving extraordinary valor in the face of grave danger, at great personal
risk; and
WHEREAS, Deputy Sheriff Patsel, through his employment with Roanoke
County, has been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation ofthe citizens of
Roanoke County to WILLIAM D. PATSEL for more than twenty-four years of capable,
loyal, and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
>.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11, 2006
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO ALICIA FOLlACO,
COMMUNITY DEVELOPMENT DEPARTMENT, UPON HER RETIREMENT
AFTER EIGHTEEN YEARS OF SERVICE
WHEREAS, Alicia Foliacowas employed by Roanoke County on a temporary
basis from January 11, 1988, until June 30, 1993, as an Engineering Aide and became a
full-time employee of the Community Development Department on July 1, 1993; and
WHEREAS, Ms. Foliaco retired from Roanoke County on July 1,2006, after
eighteen years and six months of service, as an Engineering/GIS Technician II; and
WHEREAS, Ms. Foliaco was a member of the team that completed the
conversion of the hand-maintained tax maps into a digital format and also had a major role
in the implementation of the Geographic Information System; and
WHEREAS, Ms. Foliaco, through her employment with Roanoke County, has
been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to ALICIA FOLlACO for more than eighteen years of capable, loyal, and
dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
ACTION NO.
ITEM NO. I::J
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Review of proposed work sessions to be held by the Board of
Supervisors
Elmer C. Hodge ~ I/~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Attached for your review is a list of proposed work sessions to be held by the Board. With
the Board's concurrence, we will proceed with scheduling the work sessions as indicated.
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ACTION NO.
ITEM NO.
J-Q
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Request to schedule a work session on July 25, 2006, to
discuss proposed amendments to the Roanoke County Code,
Chapter 8.1, Erosion and Sediment Control; and to discuss
conditional zoning and proffered conditions
SUBMITTED BY:
Arnold Covey
Director of Community Development
Paul Mahoney
County Attorney
Elmer C. Hodge ~ f~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
Information regarding the proposed amendments to the County's erosion and sediment
control ordinance to address slope development is being sent to you in advance of the
recommended work session on July 25 for your review. This is a significant change and
your feedback regarding the proposed amendments is encouraged. The Planning
Commission will be invited to attend this work session, which will be the first of a series of
steps necessary to implement the revisions adopted in the Comprehensive Plan.
Input from the community and stakeholders has been obtained through work sessions and
a meeting with the Planning Commission. If further discussion is needed following the July
25 work session, we will schedule additional work sessions. It is anticipated that the
proposed amendments will be implemented within 30 days following adoption of the
ordinance.
SUMMARY OF INFORMATION:
The Roanoke County Planning Commission and Community Development staff have
prepared amendments to the sections of the County Code that regulate erosion and
sediment control. These amendments establish slope angle and height thresholds for
constructed slopes. Any proposed slopes steeper or higher than the thresholds would
require additional geotechnical engineering investigation, design criteria, and reporting.
Community Development staff researched slope development ordinances from across the
United States and interviewed experts in the fields of geology, civil engineering,
geotechnical engineering, and urban planning. To develop the proposed amendments,
staff conducted six work sessions with the Planning Commission and worked with a
committee of experts in the fields of construction, grading contracting, civil engineering and
design, geotechnical engineering, as well as County engineering and planning staff.
A draft copy of the proposed amendments is attached for your reference. Please note that
the text to be added is highlighted in yellow. The proposed amendments to the erosion and
sediment control ordinance include:
. Limiting the angle of constructed slopes to 2: 1 (horizontal:vertical) unless a geotechnical
engineering report is provided for the proposed slopes. (page 9)
. Limiting the height of constructed slopes to 25 vertical feet unless a geotechnical report
is provided for the proposed slopes. Constructed slopes with an angle of less than or
equal to 3:1 (horizontal:vertical) would be allowed to exceed 25 vertical feet without a
geotechnical report being required. (page 9)
. Requiring "as-built" plans for any constructed slopes that required geotechnical
evaluation. (page 9 )
. Requiring soil compaction information on site development plans, and compaction test
results submitted in development files. (page 9)
. Requiring individual lot grading plans for all new subdivisions. (page 9)
. Defining "Geotechnical Report" and "Steep Slope" (pages 3 and 5)
Next, both the Board and the Planning Commission have indicated that a discussion with
the County Attorney concerning conditional zoning and proffered conditions would be
beneficial. This discussion would involve concerns raised about proffers involving off-site
improvements, improvements in the VDOT right-of-way, and conditions attempting to limit
the public's use of public streets. Finally this discussion would involve enforceability of
such proffered conditions.
If time is available, a joint work session with the Board and the Planning Commission to
discuss these concerns would be timely.
CONTROL
*
Cross References: Ch. and sewage
B.
State Law References: Erosion and Sediment Control Law, Code of
Ch. I water, Ch.
10.1-50 et seq.
Sec. 8.1-1.
Sec. 8.1-2. in Town ofVinlon.
Sec. 8.1-3. Definitions.
Sec. 8.1-4. Administration of in with subdivision and
Sec. 8.1-5. Local erosion and sediment control program.
Sec. activities; submission and of
Sec. 8.1-7. fees; etc.
Sec. 8.1-8. reports and
Sec. 8.1-9. and other actions.
Sec. 8.1-10. and review.
Sec. 8.1-11. Civil violations, summons,
ordinances.
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GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Unaudited Balance at June 30, 2006
Amount
$13,261,742
% of General
Fund Revenues
8.07%
Balance at July 11,2006
13,261,742
8.07%
Note: On December 21, 2004, the Board of Supervisors adopted a policy to maintain the
General Fund Unappropriated Balance for 2006-07 at a range of 8%-9% of General Fund Revenues
2006 - 2007 General Fund Revenues $164,315.790
8% of General Fund Revenues $13,145,263
9% of General Fund Revenues $14,788,421
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge {II
County Administrator
M-Q
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
Minor County Capital Reserve
(Projects not in the CIP, architectural/engineering services, and other one-time expenditures.)
Unaudited Balance at June 30, 2006
Amount
$5,834,217.50
Balance at July 11, 2006
$5,834,217.50
$5,000,000 of this reserve is being used to upgrade Public Safety Radio System
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, 2006
$679,628.00
Balance at July 11, 2006
$679,628.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By Elmer C. Hodge t' /;
County Administrator
N-3
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
Amount
From 2006-2007 Original Budget $100,000.00
Balance at July 11, 2006 $100,000.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By Elmer C. Hodge C Ii
County Administrator
M-Y
FUTURE DEBT PAYMENT RESERVE
COUNTY OF ROANOKE, VIRGINIA
Unaudited Balance at June 30, 2006 $ 5,941,772
FY 2006-2007 Original budget appropriation 2,000,000
Less increase in debt service (3,079,903)
Add Economic Development Dropoff 811,000 (268,903)
FY 2006-2007 Annual Capital Contribution
County 600,000
Schools 600,000 1,200,000
Balance at July 11, 2006 $ 6,872,869
Submitted by
Rebecca E. Owens
Director of Finance
Approved by
Elmer C. Hodge C:]-I
County Administrator
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:
July 11, 2006
AGENDA ITEM:
Work session to discuss upgrades to the County's Geographic
Information System (GIS) capabilities
SUBMITTED BY:
Teresa Hamilton Hall
Public Information Officer
Elmer C. Hodge cf/
County Administrator
APPROVED BY:
SUMMARY OF INFORMATION:
On August 1,2006, Roanoke County's new GIS system will be available for online use by
citizens, businesses and County employees. GIS stands for Geographic Information
Systems, and integrates spatial data (maps) and tabular data (informational databases)
through the use of computer technology. This new and improved system will make it easier
for the public, businesses and County staff to access a variety of information through the
County website. It will also improve the way in which County services are delivered to
citizens. Two of the many departments that will benefit from the new GIS system include
Real Estate Valuation and Community Development. The County's new public safety
computer aided dispatch (CAD) will also benefit from the improved system.
Information on the changes to the County website has been provided for the public through
a segment that aired last month on RVTV Channel 3. At least one training session on the
new system has been made available for employees and another session for staff is
scheduled for later this month. An informational brochure, a copy of which is attached, has
also been created and will be available for employees and the public. This time has been
set aside to explain the changes and answer any questions the Board may have regarding
the new GIS system.
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ACTION NO.
ITEM NO.
(J- ~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 11, 2006
AGENDA ITEM:
Work session to provide an update on the Regional Greenway
Plan
SUBMITTED BY:
Liz Belcher
Roanoke Valley Greenway Coordinator
Elmer C. Hodge [' /{
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke Valley Greenway Commission, in conjunction with the four local
governments, has been working on an update to the 1995 Conceptual Greenway Plan.
The draft recommendation is to focus on the Roanoke River Greenway as the first priority.
In the County, the second priorities would be Wolf Creek, Hanging Rock/Masons Creek,
Tinker Creek, and trails along the Slue Ridge Parkway. The Greenway Commission is
asking each locality to focus on finishing the Roanoke River Greenway in five years.
FISCAL IMPACT;
The Greenway Commission is not asking for funding at this time, but is working with County
staff to update cost estimates, right-of-way needs, and a strategy for funding the project.
ALTERNATIVES:
The Greenway Commission is seeking input from each locality before finalizing the 2006
Greenway Plan.
STAFF RECOMMENDATION;
Continue to work with the Greenway Commission and other localities to develop a regional
greenway network.
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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:
July 11, 2006
AGENDA ITEM:
Drive-by tour of the new Public Safety Center and tour of
potential sites for land banking:
APPROVED BY:
. Garage
. Fire station
. Parks, Recreation & Tourism
Elmer C. Hodge efL.- !I~
County Administrator
COUNTY ADMINISTRATOR"S COMMENTS:
SUMMARY OF INFORMATION:
Following the recent discussions regarding the development of the Master Plan for Parks,
Recreation, and Tourism, as well as discussions regarding other pending capital facilities
needs, we would like to set aside time to visit sites in a portion of the County. Additional
tours will be scheduled at a later date to visit sites in the remaining portions of the County.
h
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 11, 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.