HomeMy WebLinkAbout1/8/2008 - Regular
Roanoke County
Board of Supervisors
Agenda
January 8, 2008
NOTE: The Board of Supervisors will hold its annual organizational meeting at
2:00 p.m. in the Board meeting room prior to the regularly scheduled Board
meeting.
Good afternoon and welcome to our meeting for January 8, 2008. 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 our January meetings will be rebroadcast on Friday at 7:00 p.m. and on Sunday 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. ORGANIZATIONAL MEETING (2:00 p.m.)
1. Roll Call
2. Organization of County Board
(a) Election of Officers:
(1) Chairman
(2) Vice Chairman
3. Length of Term for Chairman and Vice Chairman
4. Resolution establishing a meeting schedule for the Board of Supervisors of
Roanoke County for calendar year 2008
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B. REGULAR MEETING - OPENING CEREMONIES (3:00 p.m.)
1. Invocation:
Pastor Jack Woods
Oak Grove Assembly of God
2. Pledge of Allegiance to the United States Flag
C. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
D. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS
1. Resolution of appreciation to Joseph P. McNamara for his service as
Chairman of the Roanoke County Board of Supervisors in 2007
2. Proclamation declaring January 21 through January 27, 2008, as Amateur
Radio Appreciation Week and congratulating the Roanoke Valley Amateur
Radio Club upon its 75th anniversary
E. BRIEFINGS
1. Briefing on Roanoke Valley-Alleghany Regional Commission Comprehensive
Work Program for Fiscal Year 2009. (Elmer C. Hodge, County Administrator;
Shane Sawyer, Fifth Planning District Commission)
2. Briefing to discuss 2008 real estate valuation general reassessment (Billy
Driver, Director of Real Estate Valuation)
F. PUBLIC HEARING
1. Public hearing to receive citizen comments regarding a proposed amendment
to the fiscal year 2007-2008 budget in accordance with Section 15.2-2507,
Code of Virginia. (Brent Robertson, Director of Management and Budget)
G. NEW BUSINESS
1. Request to accept and appropriate a grant in the amount of $430,000 from
the Virginia Department of Fire Programs and $350,000 from other sources
for the construction of a new burn building. (Richard E. Burch, Chief, Fire and
Rescue)
H. 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.
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I. FIRST READING OF ORDINANCES
1. First reading of an ordinance authorizing conveyance of three parcels of real
estate to the Commonwealth of Virginia in connection with road widening
improvements to Route 11/460, Catawba Magisterial District. (Paul Mahoney,
County Attorney)
2. First reading of an ordinance authorizing the emergency relocation of the
Northside voting precinct polling place from Northside High School to the
former Public Safety Center at 3568 Peters Creek Road, Catawba Magisterial
District. (Judith Stokes, General Registrar)
3. First reading of an ordinance authorizing and approving execution of a
renewal lease agreement with Cisco Systems, Inc. for office space in the
Salem Bank & Trust Building at 220 East Main Street, Salem, Virginia, owned
by the Board of Supervisors of Roanoke County, Virginia. (Anne Marie Green,
Director of General Services)
4. First reading of an ordinance approving the second amendment to the rooftop
lease with Virginia PCS Alliance, L.C., DIBIA NTELOS at 220 East Main
Street, Salem, Virginia. (Anne Marie Green, Director of General Services)
5. First reading of an ordinance authorizing the exercise of the option to acquire
approximately 12 acres of real estate from English Construction, Inc. for the
proposed Multi-Generational Recreation Center and to authorize the
conveyance of approximately 1 acre identified as Tax Map Parcel Number
37.07 -1-5.1 to English Construction, Inc. for road widening purposes. (Paul
Mahoney, County Attorney)
J. SECOND READING OF ORDINANCES
K. APPOINTMENTS
1. Building Code Board of Adjustments and Appeals (Fire Code Board of
Appeals)
2. Library Board (Appointed by District)
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L. 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. Request from the schools to accept and appropriate grant funding and
reimbursements totaling $84,631.96
2. Request from the state to appropriate $75,674 to the Clerk of the Circuit Court
for fiscal year 2007-2008
M. REQUESTS FOR WORK SESSIONS
N. REQUESTS FOR PUBLIC HEARINGS
O. CITIZENS' COMMENTS AND COMMUNICATIONS
P. REPORTS
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
4. Telecommunications Tax Comparison Report
5. Treasurer's Statement of Accountability per Investment and Portfolio Policy
as of December 31,2007
Q. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Charlotte A. Moore
2. Joseph B. "Butch" Church
3. Michael W. Altizer
4. Joseph P. McNamara
5. Richard C. Flora
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R. CLOSED MEETING pursuant to the Code of Virginia Section 2.2-3711 (A) (1)
discussion or consideration of the employment, assignment, appointment,
promotion, performance, demotion, salaries, disciplining or resignation of specific
public officers.
S. CERTIFICATION RESOLUTION
T. CONFIRMATION OF BOARD MEMBER COMMITTEE APPOINTMENTS
1. Confirmation of Board member appointments to committees, commissions,
and boards for 2008
U. WORK SESSIONS (4th Floor Conference Room)
1. Work session to discuss concept plan for Kessler Mill Road site (Elmer C.
Hodge, County Administrator)
V. ADJOURNMENT
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ACTION NO.
ITEM NO. A-If
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Resolution establishing a meeting schedule for the Board of
Supervisors of Roanoke County for Calendar Year 2008
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Board of Supervisors of Roanoke County establishes a schedule for its
meetings annually at the organizational meeting in January.
It has been the custom of this Board to schedule its meetings on the second and
fourth Tuesdays of each month. The attached resolution continues this tradition, except for
the months of November and December.
Finally, the Board must schedule an organizational meeting for January 2009. Staff
recommends that the Board schedule its organizational meeting for Tuesday, January 13,
2009, at 2:00 p.m.
STAFF RECOMMENDA1.ION:
It is recommended that the Board favorably consider the 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, JANUARY 8, 2008
RESOLUTION ESTABLISHING A MEETING SCHEDULE FOR THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY FOR CALENDAR
YEAR 2008
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That for calendar year 2008, the regular meetings of the Board of
Supervisors of Roanoke County, Virginia, are set forth below with public hearings
scheduled for 7:00 p.m. unless otherwise advertised.
Tuesday, January 8, 2008 at 3 pm
Tuesday, January 22, 2008 at 3 pm and 7 pm
Tuesday, February 12, 2008 at 3 pm
Tuesday, February 26,2008 at 3 pm and 7 pm
Tuesday, March 11, 2008 at 3 pm
Tuesday, March 25, 2008 at 3 pm and 7 pm
Tuesday, April 8, 2008 at 3 pm
Tuesday, April 22, 2008 at 3 pm and 7 pm
Tuesday, May 13, 2008 at 3 pm
Tuesday, May 27,2008 at 3 pm and 7 pm
Tuesday, June 10, 2008 at 3 pm
Tuesday, June 24, 2008 at 3 pm and 7 pm
Tuesday, July 8, 2008 at 3 pm
Tuesday, July 22,2008 at 3 pm and 7 pm
Tuesday, August 12, 2008 at 3 pm
Tuesday, August 26,2008 at 3 pm and 7 pm
Tuesday, September 9, 2008 at 3 pm
Tuesday, September 23, 2008 at 3 pm and 7 pm
Tuesday, October 14, 2008 at 3 pm
Tuesday, October 28, 2008 at 3 pm and 7 pm
Tuesday, November 11, 2008 at 3 pm and 7 pm
Tuesday, December 2, 2008 at 3 pm
Tuesday, December 16, 2008 at 3 pm and 7 pm
2. That the organizational meeting for 2009 shall be held on Tuesday,
January 13, 2009 at 2:00 p.m.
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:
January 8, 2008
AGENDA ITEM:
Resolution of appreciation to Joseph P. McNamara for his
service as Chairman of the Roanoke County Board of
Supervisors in 2007
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside to recognize Supervisor McNamara for his services as
Chairman of the Board of Supervisors during 2007.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8,2008
RESOLUTION OF APPRECIATION TO JOSEPH P. McNAMARA FOR HIS
SERVICE AS CHAIRMAN OF THE BOARD OF SUPERVISORS IN 2007
WHEREAS, Joseph P. McNamara served as Chairman of the Roanoke County
Board of Supervisors during 2007; and
WHEREAS, during Mr. McNamara's term as Chairman, the following noteworthy
achievements took place:
> The groundbreaking and construction of the Western Virginia Regional Jail
scheduled to open in 2009 and the dedication of the new Public Safety Center;
> New commercial and industrial investments of $53 million, another $84 million in
residential investments, and the creation of approximately 2,000 new jobs;
> Approval of a bond sale scheduled in early 2008 to complete the financing for a
series of major capital improvement projects designed to promote public safety and
improve the quality of life for County citizens including the South County library, new
fleet maintenance facility, multigenerational recreation center, North County fire
station, and the 800 MHz radio upgrade;
> Donations of over 100 acres of land on Read Mountain and adjacent to Happy
Hollow Park to expand the County park system as well as continued improvements
in County park facilities and the expansion of the greenway system within the
County;
> Expansion and improvement of the County's water management through an
agreement with Franklin County and the Western Virginia Water Authority to extend
a water line along Route 220 into Franklin County and approval of Phase II of the
West Roanoke River Flood Mitigation project;
> Amendment of the Roanoke County Comprehensive Plan to include a new chapter
on stormwater management and the updated greenway conceptual plan;
> School capital projects including the renovation of Northside High School, an
upgrade of the technology infrastructure and telephone system, installation of
security systems in all County schools, the installation of Astroturf at Bogle Stadium,
and the purchase of land for a future school;
> Various prestigious awards for the Departments of Parks, Recreation, and Tourism;
Economic Development; the Purchasing Division of Finance; and Management and
Budget;
> The successful completion of Operation Titan Security, a multi-jurisdictional, full-
scale exercise simulating a response to a school shooting/hostage situation
conducted at Hidden Valley High School that enabled key agencies to evaluate the
decision-making process for a coordinated response operation; and
WHEREAS, Chairman McNamara worked diligently throughout the year to represent
the citizens of Roanoke County by emphasizing sound financial strategies and practices
and promoting regional projects and initiatives to benefit all the residents of the Roanoke
Valley.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, does hereby extend its deepest appreciation to JOSEPH P. McNAMARA
for his service as Chairman during 2007 and for his belief in democracy and championing
of citizen participation in local government.
2
ACTION NO.
ITEM NO.
D-;L,
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Proclamation declaring January 21 through January 27,2008,
as Amateur Radio Appreciation Week and congratulating the
Roanoke Valley Amateur Radio Club upon its 75th anniversary
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
~~
SUMMARY OF INFORMATION:
The Roanoke Valley Amateur Radio Club (RVARC) is a nonprofit special service club
affiliated with the American Radio Relay League that promotes interest in amateur radio
communication and experimentation. The RVARC will be celebrating its 75th anniversary
on Friday, January 25, 2008, at 8 p.m. The event will be held at the Roanoke Red Cross
facility where the RVARC holds its bimonthly meetings.
In addition to its educational programs, the RVARC supports a variety of public service
events that range from participation in simulated emergency exercises in conjunction with
the Red Cross, the American Radio Relay League, and local jurisdictions to supporting
disaster relief efforts worldwide. The amateur radio networks established by clubs such as
the RVARC provide electronic communications in the event of disasters or other
emergencies.
Attending the meeting today to receive the proclamation is Ron Ramsey, the current
president of the RVARC. Several other members of the Club are also expected to attend
the meeting.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2008
PROCLAMATION DECLARING JANUARY 21 THROUGH JANUARY 27,
2008, AS AMATEUR RADIO APPRECIATION WEEK IN THE COUNTY OF
ROANOKE
WHEREAS, the Roanoke Valley Amateur Radio Club is a nonprofit special
service club affiliated with the American Radio Relay League that promotes interest in
amateur radio communication and experimentation; and
WHEREAS, the establishment of amateur radio networks provides electronic
communications in the event of a disaster or other emergencies; and
WHEREAS, the Roanoke Valley Amateur Radio Club supports the
recruitment and training of amateur radio operators through its educational activities by
holding classes and sponsoring licensing examinations; and
WHEREAS, the Roanoke Valley Amateur Radio Club supports two youth
clubs in area schools and teaches the radio merit badge for the Boy Scouts of America
through the Blue Ridge Mountains Council; and
WHEREAS, the Roanoke Valley Amateur Radio Club sponsors and
maintains two amateur repeater stations to be used for emergency and public service
communications support; and
WHEREAS, the members of the Roanoke Valley Amateur Radio Club are
devoted to their hobby and welcome opportunities to assist anyone interested in learning
more about amateur radio; and
WHEREAS, the Roanoke Valley Amateur Radio Club will celebrate its 75th
anniversary on Friday, January 25, 2008.
NOW, THEREFORE, WE, the Board of Supervisors of Roanoke County,
Virginia, do hereby proclaim January 21, through January 27,2008, as AMATEUR RADIO
APPRECIATION WEEK in the County of Roanoke and congratulate the Roanoke Valley
Amateur Radio Club upon its 75th anniversary and thank the Club's members for all they do
for our community.
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:
January 8, 2008
AGENDA ITEM:
SUBMITTED BY:
Briefing on Roanoke Valley-Alleghany Regional Commission
Comprehensive Work Program for Fiscal Year 2009
Elmer C. Hodge t; e:lr-
County Administrator
SUMMARY OF INFORMATION:
Time has been set aside for a briefing by Shane Sawyer ofthe Roanoke Valley-Alleghany
Regional Commission. The Regional Commission is seeking input from member
governments about projects they are interested in having the Commission undertake for
the program year beginning July 1, 2008.
Attached to this report you will find two exhibits. Exhibit A lists the Roanoke Valley-
Alleghany Regional Commission's FY2008-2009 Work Program Required Projects. These
are projects that the Commission must undertake because of federal/state grant
requirements as well as other projects already obligated due to existing contracts. Exhibit B
lists the suggested projects for the FY2008-2009 work Program.
At the conclusion of the briefing, Mr. Sawyer will be happy to answer any questions the
Board may have.
Exhibit A
Roanoke Valley Alleghany Regional Commission
FY 2008-2009 Work Program
Required Projects *
January 24, 2008
URBAN TRANSPORTATION PROJECTS
Long Range Transportation Plan
FY 2007-2010 Transportation Improvement Program
Public Participation - Environmental Justice
Safety Planning
RURAL TRANSPORTATION PROJECTS
Rural Long Range Transportation Plan
Rural Safety Planning
ALTERNATIVE TRANSPORTATON PROJECTS
Continue with the Rideshare Program (RideSolutions) in the Roanoke and New River
Valley areas.
ECONOMIC DEVELOPMENT PROJECTS
Tourism Trail Alleghany Highlands
Regional CEDS Development
ENVIRONMENTAL PROJECTS
Roanoke Regional Water Supply Plan Phase II
Alleghany Regional Water Supply Plan Phase II
VDEM monitoring of the Pre-Disaster Mitigation Plan and annual report
COMMUNITY DEVELOPMENT PROJECTS
Assist the Roanoke Regional Task Force on Homelessness
Buchanan Zoning Ordinance
Craig County CDBG grant for Rural Health Care Facility
Covington Comprehensive Plan/Revisions
Other
GIS Conference
*"Required projects" pertain to those projects that the Commission must undertake
because of federal/state grant requirements as well as other projects already obligated
due to existing contracts.
1
Exhibit B
Roanoke Valley Alleghany Regional Commission
FY 2008.2009 Work Program
Suggested Projects
January 24, 2008
URBAN TRANSPORTATION PROJECTS
Implementation of a "Mobility Manager" to broker transportation throughout the region.
RURAL TRANSPORTATION PROJECTS
ALTERNATIVE TRANSPORTATON PROJECTS
ECONOMIC DEVELOPMENT PROJECTS
. Partner with regional agencies and local governments to establish a virtual one
stop economic development portal. (Project recommended in the RV ARC
Strategic Plan.)
. Assist Vinton with a directional and wayfinding signage program.
. Assist Vinton with main entrance gateways and key intersections improvements.
. Research and analyze other successful small towns to evaluate the possibility of
creating a public-private development venture or corporation/organization in
Vinton.
ENVIRONMENTAL PROJECTS
. "Regional Green Initiative"- creation of an energy taskforce, convening a
regional green summit, and developing a regional information/education
clearinghouse.
. Development of regional "Early Action Compact" to reduce fine particulate
matter. (Similar to the Early Action Compact established to reduce ozone in the
region.)
. Phase I of the Regional Water Supply Plan for Craig County and the Town of
New Castle.
. Continuation of the work of the Regional Stormwater Management Committee.
. Continuation of the region TMDL work (i.e., water quality studies).
. National Weather Service mapping of flood inundation areas in the region.
. Roanoke City mapping related to emergency services.
1
COMMUNITY DEVELOPMENT PROJECTS
. Alleghany County update of Emergency Operations Plan.
. Alleghany Highlands resource center assistance
. "Your Town: The Citizens' Institute on Rural Design" application
. Comprehensive needs assessment and gap analysis of the development
disabled population in the region.
. Develop revitalization programs for five neighborhoods as identified in Vinton's
adopted 2004 Comprehensive Plan.
Other
. Establish a curriculum and offer an education program for elected officials with
assistance from VACO, VML and the Weldon Cooper Center.
. Update to the Emergency Services Guide (Last update was in 2002).
2
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:
January 8, 2008
AGENDA ITEM:
Briefing to discuss 2008 Real Estate Valuation General
Reassessment
SUBMITTED BY:
Billy Driver, Director
Real Estate Valuation
Dan O'Donnell
Assistant County Administrator
Elmer C. Hodge ~ f(~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Time has been set aside for a briefing wherein Billy Driver, Director of Real Estate
Valuation, will present to the Board of Supervisors and the public the results of the general
reassessment of real property completed in December of 2007. This briefing is timely as
individual property reassessment notices are scheduled to be mailed to county property
owners on January 11. The briefing will cover recent trends in the county real estate
market in terms of investment in new construction as well as sales of existing property. We
believe that it is important to discuss the annual reassessment in these terms due to media
reports of a downturn in the national housing market. As presented in the accompanying
power point presentation, it is clear that Roanoke County has not experienced a decline in
this or any other market segment. In fact, new construction investment in Roanoke County
was at an all time high in 2007. Furthermore, the median sales price for single family
residences in 2007 experienced an increase compared to sales in the previous year. Also
the healthy increase in commercial and industrial new construction value was an indication
of a sound local economy.
Although the 2008 reassessment is positive, one note of caution is that single family
residential sales have slowed down during the later part 2007 when compared to 2006.
However, the median sales price during the same period actually increased. The Real
Estate Valuation Office will continue to carefully monitor these sales trends to ensure that
future valuations will remain consistent with the market.
In addition to the presentation on the 2008 general reassessment, staff would like to
publicize that we will be conducting informal real estate appraisal appeals from January 28
through February 5, 2008. Also, the Board of Equalization will meet from March through
December of 2008 in order to provide an opportunity for our citizens to make formal
appeals.
Finally we would like to notify the public of the Tax Relief for the Elderly Program which
allows citizens who are disabled or over 65, have a combined income of less than $56,566
and have net assets not to exceed $175,000 to receive tax relief.
At the conclusion of the presentation Mr. Driver will be happy to entertain any questions
that Board members may have.
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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:
January 8,2008
AGENDA ITEM:
Public hearing to receive citizen comments regarding a
proposed amendment to the fiscal year 2007-2008 budget in
accordance with Section 15.2-2507, Code of Virginia
SUBMITTED BY:
Brent Robertson
Director, Management and Budget
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This is a public hearing to secure citizen's comments concerning amending the fiscal year
2007-2008 budget by adjusting the aggregate amount to be appropriated during the fiscal
year.
Section 15.2-2507 of the Code of Virginia, as amended, provides that whenever such
amendment exceeds 1 percent of the total expenditures shown in the adopted budget or
$500,000, whichever is lesser, the County must publish notice of a meeting and public
hearing. The notice must state the County's intent to amend the budget and include a brief
synopsis of the proposed budget amendment(s). This notice was published on January 1,
2008.
1. Request to appropriate $780,000 for the construction of a new burn building
from a grant and other sources
2. Request to appropriate $75,674 to the Clerk of the Circuit Court from the
state for fiscal year 2007-2008
3. Request to appropriate $84,631.96 from the schools for various grants
FISCAL IMPACT:
There is no fiscal impact as a result of the public hearing. Requests for the appropriations
will occur later on this agenda.
STAFF RECOMMENDATION:
It is recommended that the Board hold the required public hearing. Board action
appropriating funds, as provided in this notice, will occur later during this meeting.
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:
January 8, 2008
AGENDA ITEM:
Request to accept and appropriate a grant in the amount of
$430,000 from the Virginia Department of Fire Programs
and $350,000 from other sources for the construction of a
new burn building.
SUBMITTED BY:
Richard E. Burch, Jr.
Fire and Rescue Chief
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
11 " ~..,.. ____./
D~ ~~
SUMMARY OF INFORMATION:
In 1998, Roanoke County entered into an agreement with Roanoke City, City of Salem,
and the Town of Vinton to build the Roanoke Valley Regional Fire/EMS Training Center
and use a portion of each locality's State Fire Program Fund to repay the $1.9 million
construction loan. This agreement provided a funding formula that allocated a portion of
the construction loan applicable to each locality. This formula is still used today to share
annual operating revenue for the facility.
The success of this venture is demonstrated every day by the increased usage of the
facility by not only the four localities included in the agreement, but also outside fire/rescue
agencies and other departments. The facility operates day and night and often on the
weekends. Training props have been improved or added throughout the years and the
grounds now host a confined space maze, technical rescue props, trench rescue mock,
and a burn building.
The current burn building is over 20 years old and has had several renovations through the
years. It has reached the end of its IJseful life and it is now imperative that this critical
training prop be replaced with a new, state-of-the-art structure. The four localities have
once again jointly pursued funding through the Virginia Department of Fire Programs with
much success. A grant in the amount of $430,000 was awarded to the localities to fund
the new construction of a burn building on the Kessler Mill Road site. Further details of the
grant are contained in the attached documentation from the Virginia Department of Fire
Programs (attachments 1 & 2). Estimates show that an additional $350,000 is needed to
fully fund an adequate new structure. Utilizing the existing formula, each locality will be
responsible for a portion of this additional cost as follows:
Roanoke County
Roanoke City
City of Salem
Town of Vinton
Total
44% $154,000
44% $154,000
8% $ 28,000
4% $ 14,000
100% $350,000
By replacing this critical training structure, the entire facility will continue along the
successful path it currently follows, providing training for the Roanoke Valley jurisdictions
and beyond.
FISCAL IMPACT:
The projected cost of the new Burn Building Training Prop is $780,000, with $430,000
funded by a grant from the Virginia Department of Fire Programs. The additional $350,000
will be split among the four original jurisdictions using the funding formula established in
the Roanoke Valley Regional Fire Training agreement. The financing recommendation is
to add the County's 44% portion of the additional funds needed, or $154,000, to the
. existing insurance reserve fund loan balance of $213,559 which will be repaid at a rate of
$60,000 per year with revenue from the State Fire Programs Fund. No new County money
would be required from the General Fund budget.
Staff are currently working on a memorandum of agreement with the participating localities
and will bring this back to the Board for approval at a future meeting.
STAFF RECOMMENDATION:
Accept and appropriate funds for the construction of a new burn building from the
followings sources:
a. $430,000 in grant funds from the Virginia Department of Fire Programs
b. $154,000 from the County's insurance reserve fund, to be added to the
existing loan balance of $213,559, and to be repaid at a rate of $60,000 per
year from the funds received from the State Fire Programs Fund. The debt
would be repaid over the next six years.
c. $196,000 from the participating localities of City of Roanoke, City of Salem
and Town of Vinton
Attachment 1
COMMONWJEAJLTH (fj)fWJIlRGIINlIA
W.G. Shelton, Jr.
EXECUTIVE DIRECTOR
Virginia Department of Fire Programs
Administration & Support Branch
1005 Technology Park Drive
Glen Allen, VA 23059-4500
Phone: 8041 371-0220
Fax: 8041 371-3444
November 20, 2007
Bat. Chief Daryell D. Sexton
Roanoke County Fire
5925 Cove Road
Roanoke VA 24019
Dear Chief Sexton:
On behalf of the Virginia Fire Services Board, we are pleased to advise Roanoke County, Virginia of a
grant award of up to $430,000 for the new construction of a burn building as a prop to assist in
training the fire service for their jurisdiction. The grant award is allocated as up to $400,000 for the new
construction and up to $30,000 for AlE services, totaling $430,000.
This award is effective: FY2008
Accordingly, the County has until November 30, 2008 to submit a valid building permit and begin
construction consistent with the terms and conditions of the mutually executed Agreement. Following
such date, the County will have an additional twelve (12) months to complete construction and collect the
balance of their award. This date is marked as November 30,2009. If the building plans deviate from
Prototype I (known as the current South Boston model), the proposed building plans modifications must
be submitted to VDFP with the building permit for approval to ensure compliance with Attachment B. Be
advised that all documents are available on our website at www.vafire.com. including the VFSB Burn
Building Policy. I encourage you to review these documents very carefully. The Virginia Department of
Fire Programs is in the process of revising Prototype I for Class A and Class B fuels, and developing
Prototype II for Class B fuels. These building plans and specifications will be complete by April 1, 2008.
The Roanoke County burn building project will likely be held to the standards and specifications as set
forth in the new guiding documents. Depending upon the timing ofthe County's project and progress to
date, the Agency will work with the County to mitigate the changes in the guiding documents.
Two originals ofthe Disbursement Agreement are included. The County Administrator must sign both
originals and have them sent to my attention. Both originals will be counter signed by the Virginia
Department of Fire Programs. One original will be returned to the County for Local file retention. No
funds disbursements will be authorized or released without the executed disbursement Agreement.
www.vafire.com
Funds disbursement for new construction projects will be made in five (5) installments upon notification
by the jurisdiction to the Agency. Once a valid building permit has been submitted and an executed
Agreement is on file, the jurisdiction is eligible to draw the first 25% of the construction grant. Once AlE
services are complete, jurisdictions may also request reimbursement for such services up to the amount
awarded by the VFSB not to exceed $30,000. Remaining funds disbursements for the construction grant
will be made upon jurisdiction request on the percentage of completion method at 50%, 75% and 100%
completion. In order to be eligible for final payment, the prop must be placed in operation. It is the
responsibility of the jurisdiction to maintain all such records subject to audit by this Agency or its
assignees for a period oftive (5) years following the date of the last transfer of award funds to the grant
recipient.
If you have any questions, feel free to contact me at my office 804/249-1974, or via email at
Christine.Lopi lato(qlvd fp. virginia. gov.
Respectfully,
{J~-t~ 1 {y,rI/r
Christine L. Lopilato
Financial Services Manager
enclosure
c: Elmer Hodge, County Administrator
Tommy Fuqua, Chair Virginia Fire Services Board
Billy Shelton, Executive Director Virginia Department of Fire Programs
Don Hansen, Division Chief Virginia Department of Fire Programs
www.vafire.com
Attachment 2
VIRGINIA FIRE SERVICE
GRANT PROGRAM AGREEMENT
Grant for Constructing or Repairing Burn
Building or Fire Service Training Facilities
Statutory Authority: *38.2-401 of the Code of Virginia
This Grant Agreement, made as ofthe day of , by and among
the VIRGINIA DEPARTMENT OF FIRE PROGRAMS (the "Department"), acting as authorized on behalf of the
Virginia Fire Services Board (the "Board"), and
Roanoke County , (the "Grantee"), governs the
distribution and use of Fire Services Grant Program moneys, as provided for in S38.2-401 (D) of the Code a/Virginia.
WHEREAS, S38.2-401 (D) of the Code a/Virginia, authorizes the Board to determine the distribution of
grants to provide regional tire services training facilities; to tinance the Virginia Fire Incident Reporting System; and to
build or repair Bum Buildings; and
WHEREAS, the Grantee has submitted an application for a grant from the Fire Services Grant Fund Program
to assist in funding the construction of or repair to a bum building, or funding the construction of or repair to a
regional fire service training facility, Roanoke Valley Regiona] Fire-EMS Training Center together with plans,
specifications and project narrative for such project narrative for such project, more specifically described in
Attachment A hereto (the "Project"); and
WHEREAS, the Board has approved the Project and has authorized the Department to act on its behalfin the
distribution and administration of grants;
NOW, THEREFORE, pursuant to the authority granted to the Board and Department by S38.2-40] (D) of
the Code a/Virginia, and in consideration of the Grantee's adoption and ratification of the representations, terms and
conditions as herein provided, and benefits to accrue to the Commonwealth and public from the
accomplishment ofthis Project, the department offers a grant of $ 430,000.00 to pay eligible Project
cost subject to the terms and conditions listed below:
These funds shall be disbursed by the Department to the Grantee after the Agreement has been signed.
2 These timds shall be deposited in an interest-bearing account or normal risk and with a demand
restriction, if any, not exceeding 30 calendar days until they are needed. The Grantee must be able to account
for both the principle and the interest amounts. Any unused funds, including interest, shall be returned to the
Department.
3 Unless an extension has been granted by the Department, the construction and/or repair tasks shall be
completed, and all documentation pertaining to such activities shall be submitted to the Department on or
before 12 months after the grant funds have been disbursed.
4 The Department may grant an extension of up to three months beyond the 12 month period to complete the
construction and/or repairs, and to submit documentation. Any extension beyond three months must be
submitted to the Virginia Fire Services Board for approval.
12/2006 Page 1 of 4
5 The Grantee agrees to carry out and complete all phases of the Project strictly in accordance with the plans,
specifications and project narrative. The plans, specifications and project narrative may only be revised or
modified with the Board or Department's prior written approval. The Grantee agrees to allow the Board
representative access to the Project at all reasonable times to verify compliance with the approved plans,
specifications and project narrative.
6
The Grantee agrees that no construction or repair work shall commence until the following types of insurance
are in place for entities performing any such work, including subcontractors, and these types of insurance shall
be maintained at all times while construction or repair work is being performed: (a) an All Risk Builders Risk
Property insurance policy based on the completed value of all such work, with exclusions for design errors or
defects removed by policy endorsement, and the locality shall be named additional insured in such policy; (b)
a Workers' Compensation and Employer's Liability insurance policy covering all workers or employees
engaged in such work, and, in case any such work is sublet, each subcontractor shall, similarly, provide
Workers' Compensation and Employer's Liability Insurance for all of the subcontractor's workers or
employees who are engaged in the work, and in amounts not less than the minimums required by the Code of
Virginia and other applicable laws and regulations; (c) a Comprehensive Commercial General Liability
insurance policy that provides a minimum level of $500,000 combined single limit per occurrence, and the loc<
7 The Grantee agrees to operate and maintain the Project, now existing or built in whole or in part as a result of
the Project, as a training facility for a period of 20 years from completion of this Project.
8 The Grantee agrees to operate, maintain and use the Project in accordance with the policies adopted by the
Board, as amended from time to time.
9 Subject to lawtul appropriation, the Grantee agrees to repay to the Department a sum which is equal to the pro-
rata share (computed monthly) of all monies received under this Grant Agreement based on the period of
operation and maintenance as specified in paragraph 7 above in the event that the Project ceases to be
available for such specified training purposes prior to the expiration of such period, if such change in
availability is due to an act or omission within the sole and direct control of the Grantee.
10
Grantee hereby agrees that the Project shall be maintained and operated at all times in a manner designed to
prolong the useful life of the Project and that no condition will be allowed to exist that will, or is likely to,
lead to a shorter than expected useful life for the Project. The Grantee further agrees to ensure appropriate
encroachment factors of surrounding land for a period of 5 years from the completion date of the Project.
II
The Grantee represents to the Department that (a) its authorized representative whose signature appears below
has read and understands the referenced provisions of the Code of Virginia and the Board's policy entitled
"VFSB Burn 13uilding Policy: Fire Service Grant Program, Grant Awards to Construct, Renovate, or Repair
Burn Buildings throughout the Commonwealth", adopted thereunder, as amended from time to time, which are
hereby incorporated into this Grant Agreement by reference in its entirety; (b) it agrees to comply with all
applicable provisions ofthe Code of Virginia, including if appropriate, the Virginia Public Procurement Act
that governs construction ofpublic facilities by private entities. (c) It is duly authorized to enter into this
Grant Agreement and to perform its obligations hereunder and has taken all necessary action to authorize such
execution and performance.
12
This grant will be fully liquidated in public benefits to the Commonwealth 20 years from the completion date
of the Project and the Grantee shall have no further financial obligation to the Commonwealth under this Grant
Agreement upon the expiration of such time.
12/2006
Page 20f 4
\3 To the extent permitted by law, the Grantee shall retain title to the Project and underlying land, and the
Grantee shall not release or transfer title without first receiving written approval from the Board prior to such
release, which approval shall not be unreasonably withheld.
]4
The Grantee agrees to retain all books, records and other documents relative to expenditures of Grant Funds
for five years from the completion date of the Project. The Board, the Department and/or State auditors shall
have full access to and the right to audit any of these records during the above-referenced period.
15 The Department shall be bound hereunder only to the extent of the Fire Services Grant Funds available or
which may hereafter become available for the purpose o[this Grant Agreement.
16 This writing constitutes the entire Grant agreement between the parties, supersedes any existing agreement
among the parties hereto relative to the matters contained herein, and may be modified only by written
amendment executed by all parties.
17 This agreement shall in all respects be governed by the laws of the Commonwealth of Virginia without regard
to the legis]ative or judicia] conflict of laws rules of any state.
18 If any provision of this Grant Agreement is determined to be invalid by a court of competent jurisdiction, it
shall not render the remaining portions of this Grant Agreement void or unenforceable.
19 This Grant Agreement may be executed in several counterparts, each of which shall be an original and all of
which together shall constitute but one and the same instrument.
20
When any written notice or report is required or may be given hereunder, it will be deemed sufficient if the
party giving such notice, request, or report delivers the same to the other party by U.S. mail, postage prepaid,
or by other superior mailing, or by hand delivery. All notices, request, demands or reports delivered by mail
or by hand will be deemed to have been given when received by any party hereto at the following addresses:
Grantee: Such office or mailing address as stated on the Point of Contact Form attached hereto or to such other
address of which the Grantee has notified the other parties hereto in writing.
Agency and Board:
Virginia Department of Fire Programs
Attn: Gum Building Grant Administration
1005 Technology Park Drive
Glen Allen V A 23059-4500
or to such other address of which the Department has notified the Grantee in writing.
12/2006
Page 30f 4
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this
Grant Agreement as of the date first above written, intending to be bound thereby.
DEPARTMENT OF FIRE PROGRAMS
BY:
Signature of Authorized Representative
Date
Name:
Title:
GRANTEE
The Grantee, ROANOKE COUNTY does hereby accept and ratifY all terms,
conditions and agreements contained in this Grant Agreement and does hereby accept the grant and by such
acceptance agrees to all of the terms and conditions hereof.
BY:
Signature of Authorized Representative
Date
Name:
Elmer Hodge
Title:
County Administrator, Roanoke County
12/2006
Page 40f 4
ACTION NO.
ITEM NO.
I-I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
First reading of an ordinance authorizing the conveyance of
three parcels of real estate to the Commonwealth of Virginia in
connection with road widening improvements to Route 11/460,
Catawba Magisterial District
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
V(~~
SUMMARY OF INFORMATION:
The Commonwealth of Virginia is seeking to acquire portions of three parcels of real estate
owned by Roanoke County for the Route 11/460 road widening project. These acquisitions
include 0.481 acre from the Glenvar Library site (tax map parcel 55.13-1-2.2), 0.195 acre
from the Fort Lewis Fire Station site (tax map parcel number 55.13-1-2), and 0.080 acre
from Fort Lewis Elementary School (tax map parcel number 55.02-1-39.1). VDOT has
offered fair market value of $80,414, $45,300 and $9,600 respectively for these properties.
County staff has worked with VDOT on this project, and has negotiated a fair price for
these properties.
Route. 11/460 project was first included in the VDOT's Improvement Plan with the 1997-
1998 Six-Year Plan. This project will improve a 2.13-mile section of Route 11/460 from the
Salem City/Roanoke County Line to just past the Technology Drive intersection in Roanoke
County. Current traffic counts show approximately 20,700 vehicles per day with projected
counts in 2031 of 34,800 vehicles per day. This project will widen the roadway into a four-
lane, divided roadway with dedicated turn lanes for intersecting streets. The 1999-2000
Six-Year Plan allocated a budget for preliminary engineering and right of way acquisition of
$3.5 million. The enhanced cost estimate at the preliminary stage was $19 million. In the
2000 General Assembly Session this project was specified as a priority project and was
awarded an additional $13 Million.
VDOT began surveying work for the project in September 2000 for design and preparation
of construction plans. In January 2001 Roanoke County contracted with Engineering
Concepts Inc. for a Route 11/460 west corridor master plan. Roanoke County also
contracted HSMM in March 2002 for Stormwater Management coordination with VDOT.
The design and right of way acquisition continued up to May 2006. VDOT then held a
design public hearing on May 10, 2006 for public input on the project. On June 27,2006
the Roanoke County Board of Supervisors adopted a resolution to support the project. The
final construction plans were then sent to Richmond for approval by the State Highway
Commissioner. The project was approved on September 1, 2006 with minor revisions.
The schedule following approval by State Highway Commissioner includes field inspection
team meeting to review project scope, schedule and budget. This meeting was held July 5,
2006. Right of Way Acquisition was scheduled to be completed September 2006 but
continued through the fall of 2007 and is still currently underway. The construction contract
advertisement date is currently scheduled for 201 0 with an estimated cost of $ 42.7 Million.
FISCAL IMPACT:
Payment by Commonwealth of Virginia to Roanoke County in the amount of $135,714.
ALTERNATIVES:
1) Approve the first reading of the attached ordinance authorizing the conveyance of
these three parcels of real estate to the Commonwealth of Virginia for the Route
11/460 road-widening project and the acceptance of payment of $135,714.
2) Refuse to accept this payment and do not authorize the conveyance of these three
parcels to the Commonwealth of Virginia.
STAFF RECOMMENDA1"ION:
It is recommended that the Board favorably consider the first reading and adoption of the
attached ordinance. The second reading is scheduled for January 22, 2008.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2008
ORDINANCE AUTHORIZING CONVEYANCE OF THREE PARCELS OF
REAL ESTATE TO THE COMMONWEALTH OF VIRGINIA IN
CONNECTION WITH ROAD WIDENING IMPROVEMENTS TO ROUTE
11/460, CATAWBA MAGISTERIAL DISTRICT
WHEREAS, the Commonwealth of Virginia Department of Transportation has
undertaken the widening of a section of Route 11/460 in Roanoke County located in the
Catawba Magisterial District; and
WHEREAS, the widening of Route 11/460 requires the acquisition of parcels of
real estate from the adjacent property owners to provide adequate width for the road
project; and
WHEREAS, pursuant to the provisions of Section 18.04 of the Charter of
Roanoke County, a first reading of this ordinance was held on January 8, 2008; and a
second reading was held on January 22, 2008.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That pursuant to the provisions of Section 16.01 of the Charter of
Roanoke County, the subject parcels are hereby declared surplus and are being made
available for other public uses by conveyance to the Commonwealth of Virginia for the
road widening project involving Route 11/460; and
2. That conveyance of the following properties for the following
considerations to the Commonwealth of Virginia is hereby authorized and approved:
0.195 acre 55.13-1-2 $45,300
0.481 acre 55.13-1-2.2 $80,414
0.08 acre 55.02-1-39.1 $9,600
3. That the County Administrator or any assistant county administrator is
hereby authorized to execute such documents and take such actions or behalf of
Roanoke County as are necessary to accomplish this conveyance of property, all of
which shall be upon form approved by the County Attorney.
4. That this ordinance shall be effective on and from the date of its adoption
at second reading.
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ACTION NO.
ITEM NO.
-,- f".J
.,..L. .... "L
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
First reading of an ordinance to authorize the emergency
relocation of the Northside voting precinct polling place from
Northside High School to the former Public Safety Center at
3568 Peters Creek Road (Catawba Magisterial District)
SUBMITTED BY:
Judy Stokes
General Registrar
Elmer C. Hodge {; f!../J-
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
~~~
SUMMARY OF INFORMATION:
Voters in the Northside voting precinct, Catawba Magisterial District, usually vote in the
auditorium lobby of Northside High School. This part of the school is currently undergoing
renovation and construction will not be completed in time for voters to cast ballots in the
February 12, 2008 Presidential primary.
The Board authorized the emergency relocation of the Northside voting precinct for the
November 2007 election. At that time, the precinct polling place was moved from
Northside High School to the former Public Safety Center at 3568 Peters Creek Road (also
known as the former Southview Elementary). The Peters Creek facility is located only a
short distance from Northside High School and worked well for the November election.
All individuals registered to vote in the Northside voting precinct will be notified in writing of
the change of location immediately upon Board approval of this measure. An official notice
will be published in the Roanoke Times, and information about the change will be available
on the county's website. Additional signage will be posted on Election Day.
FISCAL IMPACT:
The cost of mailing relocation notices to voters and publication of the notice in the Roanoke
Times can be paid from the Elections budget.
STAFF RECOMMENDATION:
Staff recommends dispensing with the second reading and adopting the ordinance as
an emergency measure.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
AT 5204 BERNARD DRIVE, ROANOKE, VIRGINIA, TUESDAY, JANUARY 8,2008
ORDINANCE AUTHORIZING THE EMERGENCY RELOCATION OF
THE NORTHSIDE VOTING PRECINCT
WHEREAS, Section 24.2-310 D of the Code of Virginia, 1950, as amended,
provides that if a polling place becomes inaccessible due to an emergency, that the
electoral board shall provide an alternative polling place subject to the prior approval of
the State Board of Elections; and
WHEREAS, Section 24.2-307 of the Code of Virginia, 1950, as amended
mandates that the governing body of each county shall establish the polling place for
each precinct in that jurisdiction by ordinance; and
WHEREAS, the Northside High School building has recently become unavailable
for use as a polling place for the February 12, 2008 Presidential Primary due to
problems with the renovations to this building; and
WHEREAS, the former Public Safety Building (formerly the Southview
Elementary School) at 3568 Peters Creek Road is available to serve as the new polling
place for the Northside precinct; and
WHEREAS, an emergency exists due to the urgent need to notify voters in the
Northside precinct of the new location of their polling place which necessitates the
adopting of this Ordinance on an emergency basis in accordance with the Roanoke
County Charter; and
1
WHEREAS, the first reading of this ordinance was held on January 8, 2008; and
the second reading of this ordinance has been dispensed with, since an emergency
exists, upon a 4/5ths vote of the members of the Board.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That an emergency exists due to the continued unavailability of the
Northside High School as the polling place for the Northside precinct of the Catawba
Magisterial District of Roanoke County.
2. That the former Public Safety Building at 3568 Peters Creek Road is
hereby designated as the polling station for the Northside precinct, Catawba Magisterial
District for the February 12, 2008 Presidential Primary.
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 Northside 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. The first reading of this
ordinance was held on January 8, 2008; and the second reading of this ordinance has
been dispensed with since an emergency exists, upon a 4/5ths vote of the members of
the Board.
2
ACTION NO.
ITEM NO.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
First reading of an ordinance authorizing and approving
execution of a renewal lease agreement with Cisco Systems,
Inc. for office space in the Salem Bank & Trust Building at 220
East Main Street, Salem, Virginia, owned by the Board of
Supervisors of Roanoke County, Virginia
SUBMITTED BY:
Anne Marie Green
Director, Department of General Services
Elmer C. Hodge cC:/tJ--
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
'tL~~
SUMMARY OF INFORMATION:
Cisco Systems, Inc., a California corporation which is a major supplier of network
equipment and management for the internet, has leased 1,400 square feet of office space
in the Salem Bank & Trust Building since March of 2002. Their lease also allows Cisco to
install and IJse both a WHIP antenna and a small satellite dish on the building's roof. Cisco
Systems' current lease for this space was for a two year term commencing March 1, 2006
and ending on February 29, 2008. Cisco Systems has requested to amend the current
lease terms to extend their lease for an additional three (3) years beginning March 1, 2008
and terminating on February 28, 2011. In negotiations with County officials, Cisco Systems
has agreed to a three (3%) per cent increase in its current rental, including that of the roof
antenna space, in each year of this lease extension and to pay for utility usage based
upon their proportionate share of the second floor office space. This tenant will have the
right to terminate the lease at the end of each lease year upon ninety (90) days advance
written notice.
FISCAL IMPACT:
Roanoke County will receive an annual rental of $18,354.60 to be paid in twelve monthly
installments of $1,529.55 for the first year term of the lease, increasing to $18,905.24 in
the second year and $19,472.40 in the third year of the lease term. Additionally, Cisco
Systems, Inc. will pay an annual rental of $ 2,472.00, at $206.00 per month, for the use of
a small portion of roof space for their antennas the first year, increasing to $2,546.16
annual rental, $212.18 per month the second year and $2,622.54 annual rental, $218.55
per month in the third year ofthis lease renewal term. The rental proceeds will be placed in
the Salem Bank & Trust revenue account.
ALTERNATIVES:
1) Approve the renewal lease with Cisco Systems Inc., for their currently occupied
space at Salem Bank & Trust at the negotiated increased rental, to be executed by
the County Administrator or his designee on lease forms to be approved by the
County Attorney's Office.
2) Disapprove the negotiated renewal lease.
STAFF RECOMMENDATION:
Staff recommends approval of Alternative # 1.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, JANUARY 8,2008
ORDINANCE AUTHORIZING AND APPROVING EXECUTION OF A
FIRST AMENDMENT TO LEASE AGREEMENT AND
TELECOMMUNICATION ADDENDUM WITH CISCO SYSTEMS, INC.,
FOR OFFICE SPACE IN THE SALEM BANK & TRUST BUILDING AT
220 EAST MAIN STREET, SALEM, VIRGINIA, OWNED BY THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner
of several parcels of land, containing .68 acre, located at 220 East Main Street in the
City of Salem, Virginia, and designated on the Salem Land Records as Tax Map #106-
13-6, #106-13-2, and #106-13-1, and commonly referred to as the Salem Bank and
Trust Building; and,
WHEREAS, said property was purchased on May 15, 2001, subject to leases
with the County of Roanoke to provide office space for the Department of Social
Services and Blue Ridge Behavioral Health Care on the third, fourth, and fifth floors of
the building, and subject to a number of commercial leases for the first and second
floors of the building and the rooftop for antenna space; and
WHEREAS, the County leased the property to the Roanoke County Industrial
Development Authority for the issuance of bonds to finance the purchase, and the
property was leased back to the County for operation of the premises and generation of
the revenue, through the existing leases, for payment of the debt service on the bonds;
and
WHEREAS, by Lease Agreement and a Telecommunication Addendum attached
thereto, dated the first day of March, 2006, the County entered into a lease with Cisco
Systems, Inc., a California corporation, for a term of two years for 1,400 square feet of
office space in Suite 200 on the second floor of the building, and for placement and use
of a WHIP antenna and an 18" satellite dish on the rooftop of this building; and
WHEREAS, Cisco Systems, Inc. has negotiated with staff to continue leasing the
premises for a period of three years from March 1, 2008 at a rental of $1,529.55 per
month for the second floor office space and $206.00 per month for the rooftop antenna
space for the first year of the new lease term and to be increased by three (3%) for each
succeeding year; and
WHEREAS, it would serve the public interest to continue leasing the premises to
Cisco Systems, Inc. in order to have the office space occupied and maintained, and to
generate revenue to be applied to meeting the bond obligations; and
WHEREAS, Section 18.04 of the Roanoke County Charter directs that the
acquisition or conveyance of an interest in real estate, including leases, shall be
accomplished by ordinance; the first reading of this ordinance was held on January 8,
2008; and the second reading was held on January 22,2008.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That lease of 1,400 square feet of office space in Suite 200, as shown on
attached Exhibit "A", and rooftop space for a WHIP antenna and an 18" satellite dish on
a 4' X 4' pad, as shown on attached Exhibit "B", at the Salem Bank and Trust Building,
2
located at 220 East Main Street, Salem, Virginia, to Cisco Systems, Inc. for a period of
three years at an annual rental of $18,354.60, payable monthly in the amount of
$1,529.55, for office space and monthly rental of $206.00 for rooftop space,
commencing as of March 1, 2008, and ending on February 28, 2009, an annual rental of
$18,905.24, payable monthly in the amount of $1,575.44, for office space and monthly
rental of $212.18 for rooftop space, commencing as of March 1,2009, and ending on
February 28,2010, and an annual rental of $19,472.40, payable monthly in the amount
of $1,622.70, for office space and monthly rental of $218.55 for rooftop space,
commencing as of March 1, 2010 and ending on February 28, 2011, with the option for
Cisco Systems, Inc. to cancel said lease after each lease year upon ninety (90) days
written notice to the County, is hereby authorized and approved.
2. That the County Administrator or an Assistant County Administrator is
hereby authorized to execute a lease agreement on behalf of the Board of Supervisors
of Roanoke County and to execute such other documents and take such further actions
as are necessary to accomplish this transaction, all of which shall be upon form and
subject to the conditions approved by the County Attorney.
3. That the funds generated by this lease shall be placed in the Salem Bank
and Trust Building revenue account.
4. That this ordinance shall be effective on and from the date of its adoption.
3
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ACTION NO.
ITEM NO.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
First reading of an ordinance approving the second
amendment to the rooftop lease with Virginia PCS Alliance,
L.C., DIBIA NTELOS at 220 East Main Street, Salem,
Virginia
SUBMITTED BY:
Anne Marie Green
Director, Department of General Services
COUNTY ADMINISTRATOR'S COMMENTS:
f~~
SUMMARY OF INFORMATION:
An original rooftop lease agreement was entered into with Virginia PCS Alliance, L.C.,
d/b/a/ nTelos effective October 1, 2000, for a five (5) year term and subject to three (3)
renewal terms of similar length. This original lease agreement contained no provision for
reimbursement to the county for utility expenses. Under a previous amendment to this
lease, entered into in August, 2003, nTelos agreed to pay the sum of One Hundred and
Ten Dollars ($110.00) a month for utility services for its rooftop antenna, payable on an
annual basis.
County staff has negotiated this new lease amendment with nTelos to provide for
quarterly billing for electricity, telephone service and all other services and utilities
provided to their leased rooftop premises by the county commencing September 18,
2007. Further, nTelos has agreed to reimburse the county for its utility expenses which
have exceeded the monthly figure of One Hundred Ten Dollars ($110.00) for the period
from February 1,2007 through September 17, 2007.
STAFF RECOMMENDATION:
Staff recommends approval 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, JANUARY 8,2008
ORDINANCE AUTHORIZING AND APPROVING EXECUTION OF A
SECOND AMENDMENT TO THE ROOFTOP LEASE WITH VIRGINIA
PCS ALLIANCE, L.C. FOR ANTENNA SPACE ON THE SALEM BANK
& TRUST BUILDING AT 220 EAST MAIN STREET, SALEM, VIRGINIA,
OWNED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner
of several parcels of land, containing .68 acre, located at 220 East Main Street in the
City of Salem, Virginia, and designated on the Salem Land Records as Tax Map #106-
13-6, #106-13-2, and #106-13-1, and commonly referred to as the Salem Bank and
Trust Building; and,
WHEREAS, said property was purchased on May 15, 2001, subject to leases
with the County of Roanoke to provide office space for the Department of Social
Services and Blue Ridge Behavioral Health Care on the third, fourth, and fifth floors of
the building, and subject to a number of commercial leases for the first and second
floors of the building and the rooftop for antenna space; and,
WHEREAS, the County leased the property to the Roanoke County Industrial
Development Authority for the issuance of bonds to finance the purchase, and the
property was leased back to the County for operation of the premises and generation of
the revenue, through the existing leases, for payment of the debt service on the bonds;
and,
WHEREAS, by a Rooftop Lease Agreement, dated the first day of October, 2000,
the County entered into a lease with Virginia PCS Alliance, L.C., d/b/a nTelos, hereafter
referred to as "VA PCS", for a term of five years, with the right of renewal for three (3)
additional five year terms, for placement and use of an antenna and related equipment
on the rooftop of this building, and said lease is still in effect; and
WHEREAS, County staff has negotiated with VA PCS to provided for quarterly
billing by Roanoke County to VA PCS for all electricity, telephone services and all other
services and utilities supplied to the premises rented to VA PCS and for separated
electricity metering for VA PCS's premises; and
WHEREAS, it would serve the public interest to continue leasing the premises to
VA PCS in order to generate revenue to be applied to meeting the bond obligations; and
WHEREAS, Section 18.04 of the Roanoke County Charter directs that the
acquisition or conveyance of an interest in real estate, including leases, shall be
accomplished by ordinance; the first reading of this ordinance was held on January 8,
2008; and the second reading was held on January 22,2008.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Second Amendment to the Rooftop Lease between the Board of
Supervisors of Roanoke County, Virginia, successor in interest to East Main Properties,
L.L.C, and Virginia PCS Alliance, L.C., d/b/a nTelos, ("VA PCS") providing for quarterly
invoicing to, and payment by VA PCS for the cost of electricity consumed by VA PCS at
its leased premises at 220 East Main Street, Salem, Virginia, commencing September
18,2007, is hereby authorized and approved.
2
2. That the one-time payment by VA PCS for electricity consumed by VA PCS
that exceeds the One Hundred Ten and No/100 Dollars ($110.00) per month previously
paid to Roanoke County by VA PCS for the period from February 1, 2007 through
September 17, 2007 is hereby authorized and approved.
3. That the County Administrator or an Assistant County Administrator is
hereby authorized to execute a lease agreement on behalf of the Board of Supervisors
of Roanoke County and to execute such other documents and take such further actions
as are necessary to accomplish this transaction, all of which shall be upon form and
subject to the conditions approved by the County Attorney.
4. That the funds generated by this lease shall be placed in the Salem Bank
and Trust Building revenue account.
5. That this ordinance shall be effective on and from the date of its adoption.
3
ACTION NO.
ITEM NO.
T" ,-"
, ........_~
_ --"---J
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
First reading of an ordinance authorizing the exercise of the
option to acquire approximately 12 acres of real estate from
English Construction, Inc. for the proposed Multi-Generational
Recreation Center and to authorize the conveyance of
approximately 1 acre identified as Tax Map Parcel Number
37.07-1-5.1 to English Construction, Inc. for road widening
purposes
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
'f0:~ ~
SUMMARY OF INFORMATION:
On August 28, 2007 the Board of Supervisors authorized the County Administrator on
behalf of the County to execute an Option Agreement with English Construction, Inc. to
acquire approximately 12 acres of real estate for the proposed Multi-Generational
Recreation Center (if stormwater management is handled off-site, then only 11 acres will
be required).
This Option Agreement also provided for the conveyance of approximately 1 acre of
County-owned real estate (Tax Map Parcel Number 37.07-1-5.1) to English Construction,
Inc. for the widening of Valley Pointe Blvd. The road-widening project is essential for the
ultimate development of the proposed 200 acre business park.
The design of the Multi-Generational Recreation Center is proceeding as planned under
the Comprehensive Agreement. The survey of the proposed 12 acre site is being
completed and a copy will be attached for the second reading of this ordinance. The
environmental report for this parcel is complete. The subdivision of this parcel from the
larger tract of real estate owned by English is in the process of review and approval.
FISCAL IMPACT:
The Option Agreement provided that the County would pay English Construction Inc.
$150,000 per acre for this property. $1,800,000 is appropriated and available in the Multi-
Generational Center account in the County's Capital Fund. It is estimated that title
insurance, title examination and other closing costs, fees and expenses required to
complete this transaction will be in the amount of $5,000.
ALTERNATIVES:
1) Approve the first reading of the attached ordinance authorizing the exercise of the
option agreement to acquire approximately 12 acres of real estate for the proposed
Multi-Generational Recreation Center, and to authorize the conveyance of 1 acre of
County-owned real estate for road-widening purposes.
2) Refuse to authorize the exercise of this Option Agreement, allowing it to lapse.
STAFF RECOMMENDATION:
It is recommended that the Board favorably consider the first reading and adoption of the
attached ordinance. The second reading is scheduled for January 22, 2008.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF
ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY
ADMINISTRATION CENTER ON TUESDAY, JANUARY 8,2008
ORDINANCE AUTHORIZING THE EXERCISE OF THE OPTION
TO ACQUIRE APPROXIMATELY 12 ACRES OF REAL ESTATE
FROM ENGLISH CONSTRUCTION, INC. FOR THE PROPOSED
MULTI-GENERATIONAL RECREATION CENTER AND TO
AUTHORIZE THE CONVEYANCE OF APPROXIMATELY 1 ACRE
IDENTIFIED AS TAX MAP PARCEL NUMBER 37.07-1-5.1 TO
ENGLISH CONSTRUCTION, INC. FOR ROAD WIDENING
PURPOSES
WHEREAS, on September 26, 2007 Roanoke County entered into an
option to purchase agreement with English Construction Company, Inc. for the
purchase of approximately 12 acres in the Hollins Magisterial District for the
proposed Multi-Generation Recreational Center; and
WHEREAS, this Option also provided for the conveyance of a one acre
parcel of real estate identified as Tax Map Number 37.07-01-05.01 owned by the
County; and,
WHEREAS, the County now wishes to exercise said option and purchase
this real estate; 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 was held on January 8, 2008, and
the second reading was held on January 22,2008; and,
WHEREAS, Section 16.01 of the Charter of Roanoke County directs that
the subject parcel be hereby declared surplus and be made available for other
public uses by conveyance to English Construction Company, Inc. for the road
widening project involving Valley Pointe Boulevard.
1
NOW, THEREFORE, be it ordained by the Board of Supervisors of
Roanoke County, Virginia, as follows:
1. That the exercise of an option for the acquisition of approximately
12 acres of real estate (Tax Map Nos. 26.18-1-1, 26.18-1-2, 26.18-1-3, and part
of 26.15-1-4) located off Woodhaven Road owned by English Construction
Company, Inc. for the sum of One Hundred Fifty Thousand Dollars per acre is
hereby approved and further that the acquisition of said real estate is hereby
authorized and approved.
2. That the conveyance of 1 acre of real estate (Tax Map No. 37.07-1-
5.1) to English Construction Company, Inc. for the purpose of road widening and
improvements to Valley Pointe Boulevard is hereby authorized and approved.
3. That the expenditure of funds, title examination and insurance, and
recordation fees is hereby authorized and approved.
4. That funds will be appropriated into the Multi-Generational Center
Garage account from the Major Capital fund to pay all of the costs of this
acquisition.
5. 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.
K /-;Lt
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Appointments to Committees, Commissions and Boards
SUBMITTED BY:
Wanda G. Riley, CPS
Clerk to the Board
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals)
The four-year term of Thomas A. Darnall will expire on January 22, 2008.
2. Library Board (Appointed by District)
The four-year term of Sheryl Ricci, Windsor Hills Magisterial District, expired on
December 31,2007. Ms. Ricci has informed the Library Board that she does not wish
to be reappointed.
/_ 1-2.J
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, ON TUESDAY, JANUARY 8,2008
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM L- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for January 8,
2008, designated as Item L - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 2
inclusive, as follows:
1. Request from the schools to accept and appropriate grant funding and
reimbursements totaling $84,631.96
2. Request from the state to appropriate $75,674 to the Clerk of the Circuit Court
for fiscal year 2007-2008
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.
ACTION NO.
ITEM NO. L. -)
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Request from the schools to accept and appropriate grant
funding and reimbursements totaling $84,631.96
Elmer C. Hodge fff-
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County Schools requests that the Board accept and appropriate the following
grants and contributions:
1. Roanoke County Schools received a grant from the Allstate Foundation to support a
parent education initiative for the Driver Education program in Roanoke County
Schools. This initiative is a cooperative effort between the Roanoke County Public
Schools, the Roanoke County Police Department, Allstate Insurance and the
Allstate Foundation. The purpose of this program is to develop and improve safe
driving habits for our teen drivers. The focus of this program will be to:
· Increase parental involvement in the education
of our teen drivers.
· Create awareness of the parent's responsibilities in the
student's driver education and licensing process.
Create opportunities for better partnerships between teens
and their parents in developing responsible drivers.
· Develop a better understanding of the impact of driver
behavior on the community.
The grant from the Allstate Foundation will support the continuation of the
Partnering for the Privilege Safe Teen Driving program initiated in 2006. This
program will include parent meetings for each of our five high schools with the
potential of reaching over 1200 students and theirfamilies. The goal ofthe Roanoke
County program is to present one parent meeting in each of the five high schools by
December of 2007. The target audience will be parents of teens preparing for or
those in the process of acquiring a driver's license.
The grant award of $1600 received November 20,2007 will cover the anticipated
expenses.
2. Roanoke County Schools and Virginia Western Community College have an
agreement whereby the college provides college level courses in English, US
History, AP Calculus and certain technical and science subjects. These courses are
taught by Roanoke County teachers who meet the college's criteria for adjunct
professors. Monies that have been collected exceed the expenses; therefore, there
is a request for these additional funds to be appropriated.
Roanoke County Schools collected $121,160.00 tuition from 1039 students. VWCC
will reimburse $195,195.12 for services rendered (teachers, administrating
expenses, rooms, utilities, and maintenance). Roanoke County Schools owes
VWCC $260,260.16 for tuition and technology fees and college service fees. The
difference between what was collected and what was spent is $56,094.96.
Roanoke County Schools requests that $56,094.96 be appropriated to the
instructional program.
Budget Code: 0000210-0434
3. The Service Learning Leadership class has been taught at WBHS for six years.
The class combines the development of morally responsible leadership skills with
the creation and implementation of service learning projects. Over the past year,
the projects and service education were partially funded by year one of a three year
Learn and Serve Virginia Grant.
This year, Roanoke County Schools was awarded year-two of the grant titled Wolf
Creek Walk. This grant will continue to provide opportunities forthe students in Life
Science (7) at WBM, Technology Education Classes and the Service Learning
Leadership Class at WBH to combine service learning projects with Science and
Technology Standards of Learning. Objectives will continue to impact: development
of leadership skills, improving performance on SOL testing, attendance, grades and
behavior in school.
The amount of the grant award is $26,089.00. There is an in-kind match required
which is allocated in the current budget. It does not require new money to be
expended.
4. Students pay $83 for each Advanced Placement test that they take in May. There
is a fee reduction program offered by College Board in which students who are
identified as economically disadvantaged pay only $53. Even this lower fee is a
2
hefty one for some families. The Virginia Department of Education has stepped in
to cover this base fee as well for those students.
The Commonwealth of Virginia reimburses test fees for our students who are
economically disadvantaged. We have received $848 to reimburse for nine such
tests. We are asking for approval to disperse this money.
FISCAL IMPACT:
The Driver Education Program Budget will be increased by $1,600.00, the Instructional
Program Budget will be increased by $56,094.96, the Service Learning Budget will be
increased by $26,089.00, and the Advanced Placement Budget will be increased by
$848.00.
ALTERNATIVES:
None
STAFF RECOMMENDATION:
Staff recommends the acceptance and appropriation offunds in the amount of $84,631.96
as outlined above.
3
ACTION NO.
ITEM NO.
L,- cU
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Request to appropriate $75,674 to the Clerk of the Circuit
Court from the state for fiscal year 2007-2008
SUBMITTED BY:
Brent Robertson
Director of Management and Budget
Elmer C. Hodge e tf
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Technology Trust Funds, representing fees collected by the Roanoke County Circuit Court
Clerk's office, have been received from the State in the amount of $75,674. These funds
have been earmarked for the purpose of purchasing software, hardware, maintenance, and
related upgrades to the indexing software utilized by the Courts. These funds need to be
appropriated to the Clerk of Circuit Court so that the necessary computers and equipment
can be purchased.
FISCAL IMPACT:
No fiscal impact-100% state funds
STAFF RECOMMENDATION:
Staff recommends appropriating $75,674 to the Clerk of Circuit Court for fiscal year 2007-
2008.
f-}
GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
% of General
Amount Amount
Prior report balance $14,488,420 8.23%
Addition from 2006-07 Operations 2,234,779
Audited balance at June 30, 2007 16,723,199
July 1, 2007 Payment on Loan from Explore Park 20,000
Balance at January 8, 2008 $ 16,743,199 9.51%
Note: On December 21 , 2004, the Board of Supervisors adopted a policy to maintain the General
Fund Unappropriated Balance for 2007 -08 at a range of 8.5%-9.5% of General Fund Revenues
2007 -2008 General Fund Revenues $176,033,678
8.5% of General Fund Revenues $14,962,863
9.5% of General Fund Revenues $16,723,199
The Unappropriated Fund Balance of the County is currently maintained at a range of 8.5%-9.5% of
General Fund revenus and will be increased over time to the following ranges:
2008-2009
2009-2010
2010-2011
9.0%-10.0%
9.5%-10.5%
10.0%-11.0%
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge c-/.J
County Administrator
P"l
- ~./ i
,...."'-~
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
Minor County Capital Reserve
(Projects not in the CIP, architectural/engineering services, and other one-time expenditures.)
Audited Balance at June 30, 2007
Amount
$6,218,669.55
Transfer from Department Savings
489,135.00
Remaining funds from completed projects at June 30, 2007
257.39
August 28, 2007
Upgrade to the 800 MHZ Radio System
(5,000,000.00)
December 4, 2007 ArchitectlEngineeering fees for the renovation of the former
Southview Elementary School
(175,000.00)
$1,533,061.94
Balance at January 8, 2008
Maior County Capital Reserve
(Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.)
Audited Balance at June 30, 2007
$1,049,620.00
Appropriation from 2006-2007 Operations
2,279,410.00
July 24, 2007
Acquisition of property for Fleet Maintenance Facility
(890,000.00)
September 11, 2007 Needs assessment and program analysis for Glenvar Library
Expansion
(100,000.00)
$2,339,030.00
Balance at January 8, 2008
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge t If
County Administrator
P-3
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
From 2007-2008 Original Budget
Amount
$ 100,000.00
June 12, 2007
Appropriation for Legislative Liaison ($24,000.00)
June 26, 2007
Appropriation for the veteran's monument at the Vinton War Memorial ($30,000.00)
Balance at January 8, 2008
$ 46,000.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By Elmer C. Hodge
County Administrator
;0-t/
TELECOMMUNICATIONS TAX REPORT
COUNTY OF ROANOKE, VIRGINIA
Month of Collection Tax Description 2006 2007
January Consumer Utility Tax Landline $ 94,947.90 $ 86,811.94
Consumer Utility Tax Wireless 116,433.91 123,642.12
E911 Service Tax 61,427.25 61,676.60
Cable Franchise fee 240,925.74 237,369.11
Total $ 513,734.80 $ 509,499.77
February Consumer Utility Tax Landline $ 93,052.78 $ 11,481.03
Consumer Utility Tax Wireless 116,093.91
E911 Service Tax 59,753.00 58,515.52
Cable Franchise fee 36,121.67
Total $ 268,899.69 $ 106,118.22
February 2007 Consumer Utility Tax Landline and Cable Franchise Fee are
December 2006 taxes collected in February 2007.
March Consumer Utility Tax Landline $ 92,561.36 $
Consumer Utility Tax Wireless 104,178.63
Communication Sales and Use Tax 207,485.17
E911 Service Tax 64,339.14
Cable Franchise fee 80,692.40
Total $ 261,079.13 $ 288,177.57
April Consumer Utility Tax Landline $ 96,802.50 $
Consumer Utility Tax Wireless 128,673.20
Communication Sales and Use Tax 270,338.98
E911 Service Tax 60,650.90
Cable Franchise fee 216,295.38 75,020.70
Total $ 502,421.98 $ 345,359.68
May Consumer Utility Tax Landline $ 92,941.49 $
Consumer Utility Tax Wireless 117,319.69
Communication Sales and Use Tax 271,078.33
E911 Service Tax 60,264.73
Cable Franchise fee 92,259.95
Total $ 270,525.91 $ 363,338.28
June Consumer Utility Tax Landline $ 95,748.48 $
Consumer Utility Tax Wireless 119,760.11
Communication Sales and Use Tax 268,293.91
E911 Service Tax 60,455.05
Cable Franchise fee 84,186.19
Total $ 275,963.64 $ 352,480.10
July Consumer Utility Tax Landline $ 95,017.26 $
Consumer Utility Tax Wireless 121,823.44
Communication Sales and Use Tax 300,558.02
E911 Service Tax 59,649.70
Cable Franchise fee 245,481.66 78,603.22
Total $ 521,972.06 $ 379,161.24
August Consumer Utility Tax Landline $ 92,306.09 $
Consumer Utility Tax Wireless 116,219.46
Communication Sales and Use Tax 237,729.17
E911 Service Tax 59,979.00
Cable Franchise fee 86,818.45
Total $ 268,504.55 $ 324,547.62
September Consumer Utility Tax Landline $ 85,834.51 $
Consumer Utility Tax Wireless 121,460.78
Communication Sales and Use Tax 258,253.93
E911 Service Tax 59,393.73
Cable Franchise fee 87,629.46
Total $ 266,689.02 $ 345,883.39
October Consumer Utility Tax Landline $ 83,920.09 $
Consumer Utility Tax Wireless 122,949.21
Communication Sales and Use Tax 349,811.69
E911 Service Tax 58,855.42
Cable Franchise fee 226,573.74 87,629.46
Total $ 492,298.46 $ 437,441.15
November Consumer Utility Tax Landline 84,089.65
Consumer Utility Tax Wireless 120,728.15
Communication Sales and Use Tax 349,007.66
E911 Service Tax 59,751.01
Cable Franchise fee 28,744.85 85,936.15
Total $ 293,313.66 $ 434,943.81
December Consumer Utility Tax Landline 83,566.76
Consumer Utility Tax Wireless 121,724.13
Communication Sales and Use Tax 283,592.07
E911 Service Tax 60,069.78
Cable Franchise fee 87,478.22
Total $ 265,360.67 $ 371,070.29
Grand Total $ 4,200,763.57 $ 4,258,021.12
*Effective 2007 the Cable Franchise Fee is received monthly as compared to quarterly receipts in 2006.
**2007 Breakdown provided by the State of Virginia Tax Department
Submitted By Rebecca E. Owens
Director of Finance
Approved By Elmer C. Hodge
County Administrator
ACTION NO.
ITEM NUMBER
P-.5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: January 8,2008.
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
December 31,2007.
SUMMARY OF INFORMATION:
GOVERNMENT:
SUNTRUST/ALEXANDER KEY
SUNTRUST/ALEXANDER KEY CONTRA
SUN-mUST SECURITIES
SUNTRUST SECURITIES CONTRA
68,769,328.72
1,090,532.48
10,000,000.00
115,139.44
79,975,000.64
LOCAL GOV'T INVESTMENT POOL:
GENERAL OPERATION (G.O.)
6,779,734.99
6,779,734.99
MONEY MARKET:
BRANCH BANKING & TRUST
SALEM BANK & TRUST
SUNTRUST/ALEXANDER KEY
SUNTRUST SECURITIES
WACHOVIA
2,231,902.45
1,216,042.05
28,225,402.34
743,664.60
2,603,383.25
35,020,394.69
US-TREASURY BillS/NOTES:
SUNTRUSTlALEXANDER KEY
989,304.62
989,304.62
122,764,434.94
TOTAL
1 0/03/07
5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8,2008
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 member's knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies, and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
ACTION NO.
ITEM NO.
T-I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
AGENDA ITEM:
Confirmation of Board member appointments to committees,
commissions and boards for 2008
SUMMARY OF INFORMATION:
The Board will confirm committee appointments following the Closed Meeting.
ACTION NO.
ITEM NO.
LA.. - I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
January 8, 2008
Work session to discuss concept plan for Kessler Mill Road
site
AGENDA ITEM:
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside to disclJss the concept plan for the Kessler Mill Road site.