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HomeMy WebLinkAbout5/27/2008 - Adopted Board RecordsAG1'IOIV NO. A-~5~108-1 ITEM N~. E~~ AT A REGULAR MEETING OF THE BOARD ~7F SUPER1lISORS ~F R~ANOI~E C~I.INTY, VIRGINIA HELD AT "fHE ROANOKE COUNTY ADMINISTRAI"lON CENTER MEETING DA'L'E: May ~~, ~OgB AGENDA ITEM: Request toAdapt anAmended Retiree Health Insurance Plan SUBMITTED BY: Diane Hyatt Chief Financial Officer APPROVED BY: Elmer C. Hodge CountyAdministratar COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County first set up a retiree health insurance benefit in ~ g~6. This program was added at the request of retired employees and was intended to supplement Medicare benefits aswell as provide a benefitforretireeswhowere notyetel~gibleforMedicare. In recent years, administering health care benefits has became increasingly complex and costly, This is a national problem and one that is being addressed by governments and corporations everywhere. ~IVe have reviewed this benefit because of recentchanges in national accounting standards requiring all state and local governments to change the way they report retiree benefits. In the past we recorded these expenses on a "pay as you go" basis, which only recognized that year's actual cost far health insurance claims and premiums. Starting in fiscal year ~~0~-~~08, we will be required to account for the accumulated cast of a retiree's future benefits before that employee reaches retirement, This change greatly increases the overall liability shaven on the County's financial statement as well as the amount that must be budgeted to fund the pragram. `fhe County farmed a committee made up of current and retired employees, and staff from Finance and Human Resources, to examine our options and provide recammendations. Gur goal was to maintain as much of the retiree health care benefit as possible while still being financially responsible. Vlle had to find ways to make the program mare affordable due to the financial liabilities imposed by the Governmental Accounting Standards Board GAB} 45. In an effort to do this, we surveyed other localities, all of which are making changes to health care programs for retirees. `fhe Retiree Health Insurance Focus Group has been meeting since December 2007. The Focus Group has reached consensus and the recammendations accomplish our goals in the following ways: ~ Much of the retiree health insurance benefit will be preserved by incorporating Individual Medicare Advantage plans into the program far retirees who are Medicare eligible. • Eligibility requirements and premium contributions will be modified to give preference to the longer term employees. • The Virginia Retirement Health Insurance Creditwill be extended to all employees. • Implement the new plan effective ,~anuary ~ , 2009 so that we have adequate time to rake the transition. Meetings were held with bath retirees and employees in the past months to explain the pion options and answer questions. IIVe received feedback from the meetings, mostly involving transitional issues, which we have incorporated into the program. The plan was reviewed with the Board in two separate work sessions in April and May 2005. Recommendatiansfrom those meetings have been incorporated intothefinal plan. Attachment A is a summary that highlights the recommended changes to the Retiree Health Insurance. Attachment B shows the impact on GASB 45. Attachment C is The Retiree Medical Benefits Plan Document, FISCAL IMPACT; Attachment B shows the annual required contribution (ARC) and the total liability both for the current plan and the new plan utilizing the Individual Medicare Advantage Plans. At this time, we are recommending starting the plan without a trust. 4PEB (Other Post Employment Benefits) Trusts are relatively new in Virginia, and can be cumbersome and costly. On the positive side, you can realize a higher rate of return with a trust which can reduce your ARC and your total liability. We would like to monitor the developmen# of these OPEB Trusts over the next year before deciding if we should establish one for our plan. 2 -fhe Neva Retiree Health Insurance plan without a trust will have a total liability of ~ 3,~48,aaa compared to the current plan liability of $49,8 3,aaD}. It will have an ARC annual required contribution} of ~1,~95,9QO compared to the ARC of the current plan of $4,597,999}. v1{e are currently budgeting for $1,093,290 of contributions on an annual basis. Therefore, a will need to budget an additional $201,8DO to meet the ARC. I n addition, adding the VR health insurance credit to the benefit will cost approximately $115,000 annually. These funds are included in the proposed 2008-09 operating budget. STAFF RECOMMENDATION: Staff recommends adopting the Retiree Medical Benefits Plan Document Attachment C}, to be effective January ~ , 2009. MOTE: Supervisor McNamara motion to approve staff recommendation Matian Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c; Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Joe Sgroi, Director, Human Resources Atfacl~ent C County of Roanoke Retiree Medical Benefits Plan Pcrrpose The County of Roanoke Retiree Medical Benefits Plan provides for participation by eligible retirees of the County of Roanoke thereinafter referred tv as the "Caunt}~'~ and their eligible dependents in the health insurance program available to County employees the Health Benefits Plan}. The Health Benefits Plan will provide retiring employees the option to continue health insurance coverage offered by tl~e County. A County retiree is eligible far this benefit until the month helshe turns 55 or upon the retiree's death, If the re#iree declines the Retiree Medical Benefits, the declina#ian is irrevocable. The retiree may terminate this benefit at any time or reduce coverage for a qualifying event as outlined by our health care providers. ll. Years Qf Service The term "years of service" as used in this Plan shall mean continuous number of years of serrrice as a benefit-eligible employee an the retirement date. Employment not in benefit-eEigible status shall not be included in years of service, Ill. ~'ligibility for Parficip~tion in the County's Refine Nfedical Benefits Plan A. Retirees are eligible to continue to participate in the Health Benefits Plan, along with spouses and dependents if the following eligibility requirements are met: ~ . Retire under the Virginia Retirement system requirements, Z. Retire with 1 g years of service with the County. 3. Retire with 5 consecutive years vn the County Health Insurance Plan. ~. The following transi#ian schedule to the new eligibility requirements is provided far er~ployees retiring before July 1, ~D15: Eligibility Year ears on Health Plan Years of County Employment If you retire before 7I11~0'I0 You will need 1 5 ?I1120~ 1 2 6 71~12~~~ 3 7 7111213 4 8 T1112~1 ~ ~ 9 7111215 5 14 Note; AI? tuna is counted as continuous Page 1 Attachment ~ B. The Retiree shall, at the time of retirement pursuant to VRS, elect to either participate in this Plan ar receive coverage pursuant to the Consolida#ed omnibus Budget Recanciiiatian Act ~C~BRA}, as provided `rn the Health Benefits Plan in effect at the time of retirement. once the election is made, the alternative option is no longer available. if ari election is not made within thirty days of the retirement date no benefits are available pursuant to this Plan. IV. Cost of Coverage and Health lrrs~rance Premium Rates A. Health insurance premium rates are established by the Benefits Administrator annually and pursuant to contracts far coverage entered into by the Board of Supervisors. B. The Retiree shall receive a contribution from the County towards the health insurance premium based an the following years of service schedule; ~~+ years = 1 Dg°lQ of County contribution for an active err~playee 15-~ 9 years= g~°lo of Caunty contribution far an active employee ~a-14 years = Sg°l~ of Caunty contribution far an active empioyee Retirees at December 3~, DDB with less than ten years of Caunty service will be treated as having ten years of service. C. Failure tv pay the cost of coverage shall result in termination of coverage. V. Terminatron of Coverage Clpon ~llglbr!!ty for Medicare R, Retirees and spouses may participate in the Health Benefits Plan until each of there is eligible for Medicare. The spouse of the Retiree may continue participation in the Plan until the spouse is eligible for Medicare. The right to continuation coverage pursuant to the Consolidated Omnibus Budget Reconciliation Act ~C~BRA~ for the Retiree, spouse and dependents described tin the Health Benefits P9an shall apply. Those cantinuatior~ coverage rights and the County's obligations therefore are incorporated by reference herein. B. The Caunty will provide a Personas Health Care Advisor to assist in the selection of a private insurance plan for Retirees and spouses eligible far Medicare. C. A Retiree, spouse and dependents who terminate coverage under the Health Benefits Plan may eat return to the Plan. D. Retirees and spouses participating in the Health Benefits Plan shall notify the Caunty at least ninety days prier to the date of Medicare eligibility. V!. When Coverage Ends In addition to termination of insurance coverage of the Retiree upon Medicare eligibility ar death of the Retiree, health insurance coverage of the Retiree, spouse and dependents under this Phan which steal! ne governed by the applicable provisions of this Plan}, ends an the earliest of the fallowing events: ~a~e ~ Aftachment C ^ The date on which this Plan or the Health Benefits Plan is terminated or amended tv eliminate coverage din which case coverage ends Qn the date of termination or amendment; ^ The date vn which the Retiree or covered spouse ar dependent has failed to make the required premium payments on a timely basis; ^ With respect to a spouse or dependent and subject to the right tv continuation coverage for the spouse and dependent pursuant to COBRA described in the Health Benefits Plan, the last day of the month during which the spouse or dependent ceases to be an eligible spouse or eligible dependent, under the definitions in the Health Benefits Plan, Thane continuation coverage provisions are incorporated in this Plan by reference. ^ The last day of the month in which the Retiree, spouse or dependent is no longer qualified for coverage under the Health Benefits Plan; The last day of the month in which the Retiree cancels his or her coverage or that of a covered spouse yr dependent. ^ The date on ~vhich the Retiree, spouse or dependent fails to provide required information or make elections required by this Plan ar the Health Benefits Plan, or to otherwise comply with any requirements of this Plan yr the Health Benefits Plan. V11. Sunrivvr Benefits: If the Retiree dies, coverage for the Retiree and dependents pursuant to this Pian ends on the date of death, subject to any continuation coverage rights pursuant tv COBRA described in the Health Benefits Plan. However, the covered spouse may continue coverage under this Plan with such coverage ending on the earliest of the following events: The day this Plan or the County Health Benefits Plan is terminated or amended to eliminate coverage for spouses din which case coverage ends vn the date of termination or amendment); The last day of the month for which the surviving spouse has made the required premium payments on a timely basis; ar The cast day ^f the rnvnth in which the surviving spouse is na longer covered under the Health Benefits Plan ar this Plan. IIl~I. Health Insurance Portabill~y and Accoun~ab111ty act This Pian shall be a covered component of the County and administration of this Plan shall be conducted in accordance with HIPAA and other applicable privacy and security laws and reguiatians. The HIPAA Privacy and Security rules are incorporated herein by reference. 1X. Benefits ~4dmr`nisfratvr A. The Benefits Administrator for the Plan shall be the ~vunty Administrator ar an employee designated by the Caurrty Administrator. B. The $enefits Administrator shall have the discretion to make determinations regarding eligibility far benefits under this Plan and #a set and change the cast of Page 3 Attachment C coverage charged to the Retiree pursuant to contracts approved by the Board of Supervisors. C. The Benefits Administrator shall have the right to deny coverage to any Retiree who is convicted of a felony involving actions taken in his or her official capacity as an Employee. ~. determinations by the Benefits Administrator in his or her discretion shall be final and binding. E. The Benefits Administrator is authorized to develop policies and procedures to implement this plan. X. Review, A~endmerrt, and Terming#ion This Plan is subject to lawful appropriations and is subject to review and amendment or termination by the Board of Supervisors when the Board in its sole discretion determines such action to be necessary. The Plan shall be reviewed by the Caonty staff annually in order to determine whether amendments should be recommended to the Board of S~pervisars. Retirees participating in this Plan will be notified in writing if the Plan is significantly amended ar is terminated. X!. ~ffecfr've Dade This effective date of this plan shall begin January 1, ~Q49, and continue until it is amended or terminated by the Board of Supervisors. Fade 4 AT A MEETING GF THE BGARD GF SUPERVISGRS GF RGANGKE CGUNTY, VIRGINIA, HELD AT THE RGANGKE CGUNTY ADMINITRATIC~N CENTER GN TUESDAY, MAY ~l, ~~~5 RE50LUTION Q5~~'48-~ ELECTING THE VIRGINIA RETIREMENT SYSTEM GPTIGNAL HEALTH INSURANCE CREDIT PRGGRAM FGR LGCAL EMPLGYEE~ Be it resolved that the County of Roanoke, Virginia ~~R rode ~~5~~ does hereby elect to provide the Health Insurance Credit Program as provided in the Cade of Virginia Section 5~ .1-14oZ for its eligible current and future retirees as defined in Article 5, Chapter 1 of Title 5~ . ~ of the Code of Vir_, i~ nia. Be it also resolved that the County of Raanake agrees to accept all liability far any current or future additional employer contributions and any increases in current ar future employer contribution rates resulting from its election to provide the benefits of the Program to its retirees. Be it further resolved that the County of Raanake elects to allow its eligible retirees to receive the benefits under the Program effective January 1, 2a09. Now, therefore, Richard C. Flora, Chairman of the County of Raanake, and 1anda G. Riley, Clerk of the County of Roanoke, are hereby authorized and directed in the name of the County of Roanoke to execute any required contract in order that said eligible retirees of the County of Roanoke may participate in the Health Insurance Credit Program as provided for in the Code of Virginia. In execution of any contract v~rhich may be required, the seal of the County of Roanoke shall be affixed and attested by the Clerk, and said officers of the County of Roanoke are authorized and directed to pay over to the Treasurer of Virginia from time to time such sums as are due to be paid by the County of Raanake far this purpose. Cn motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTS: ~~/~G%cco('~ Brenda J. Holton, CMC Deputy Clerk to the Board c: Diane Hyatt, Chief Financial Gfficer Rebecca Gvuens, Director, Finance Joe Sgroi, Director, Human Resources CER~'IFICA~'~ I, Mary V. Brandt, Assistant Deputy Clerk of the County of Roanoke, Virginia, certify that the foregoing is a true and correct copy of a resolution passed at a la~rfully organized meeting of the County of Roanoke held at Roanoke, Virginia, at three o'clock an May ~7, 208, Given under my hand and seal of the County of Roanoke, Virginia this 28th day of May ~g08. Mary V. Brandt, CPS Assistant Deputy Clerk ACTIN N~. A-02108-3 ITEM N~. E-3 AT A REGULAR MEETING GF THE BGARD GF ~UPERVISGRS GF RaANGKE C~I~INTY, VIRGINIA AT THE RaAN~KE COUNTY ADMINITRATI~N CENTER MEETING DATE: May 21, 2008 AGENDA ITEM: Request to extend the Fiscal Agent Agreement with the UVestern Virginia ~1llater Authority SUBMITTED BY: Rebecca Gwens director of Finance APPROVED BY: Elmer C. Hodge County Administrator CGUNTY ADMISTRAT~R'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke currently serves as the fiscal agent for the Ul~estern Virginia UUater Authority ~~IWVIIA~, based upon the terms of the operating agreement among the wWVA, the City of Roanoke, and the County of Roanoke, dated June 30, 2004. `rhe currentfiscal agent agreement expires June 80, 2008, and provides for such items as the maintenance of the general ledger, pooled cash, vendor payments, the payroll function, and use of County systems. The~VWVA is in the process of procuring fora Financial, Human Resources, and Payroll system and would like #o extend this agreement through June 30, 2009. If the system implementation occurs during 2008-09, the VA may terminate this agreement early with 60 days' written notice and costs will be pro-rated. F15CAE IMPACT: 'the attached fiscal agent agreement will generate X11,500 annually for the County of Roanoke. This revenue is part of the overall general fund revenues. In addition, the Authority will be charged ten percent of the Human ResourcelPayrvll system upgrade. This amount is estirnated at $25,000 and is requested far appropriation to the Lawson Capital Account, RE~MMENDATI~N: Staff requests authorizing the County Administrator or his designee to execute the Fiscal Agent Agreement in substantially the form presented here, after approval as to form from the County Attorney. Also, staff recommends appropriating any revenues received from the system upgrade to the l~a~rson {Human ResourcelPayroll} Capital account. vo~rE: Supervisor Flora motion to approve staff recommendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c: Rebecca ~~rens, Director, Finance Diane Hyatt, Chief Financial officer Jae Sgroi, Director, Human Resources Paul Mahoney, County Attorney AC~fION NO. A-~5~1g8-4 ITEM NO. E-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May ~~, ~a~8 AGENDA ITEM: Requestto amend and extend the FiscalAgentAgreement with the Western Virginia Regional Jail Autharity SUBMITTED BY: Rebecca Owens Directarof Finance APPROVED BY: Elmer C. Hodge County Administrator CGI~INTY ADMISTRATGR'S CGMMENTS: SUMMARY GF INFGRMATIGN: The County of Roanoke currently serves as the fiscal agent far the Western Virginia Regional Jail Autharity ~WVRJA}. When the original agreement was made, it was agreed that an amendment to the contract would be made once the Jail was ready to start full operations of the facility. The Countyof Roanoke Finance Department is currentlywarking with the JailAuthorityto set up the full operations for the Jail. The WVRJA will use the County Payroll, Human Resources, Accounting and Purchasing systems. As fiscal agent, below is a list of the fiscal agent responsibilities that the Finance Depar#mentwill perform forthe WVRJA: Acc~~nti~g • Prepare all audit entries and coordinate with the auditors • Prepare Annual Financial Report • Management cash and investments • Bank and Account Reconciliations • Fixed Assets • Preparation of health insurance billing and posting of related entries • Reconcile debt trustee bank accounts ~4 accounts for WVRJA} • Preparation of monthly reports far the WVRJA Risk Management • Ul~orker's Compensation Maims processing ~investigatian, salary continuation, consultations, tracking • Coordinate Panel of Physicians * Coordinate Accident Review Committee Accounts Payable * Review reparks for check run * Print and distribute checks * Prepare and distribute manual checks, as needed Payroll * Set up and maintain benefits in the t.awsan payroll system • Create time sheet farms * Set up and maintain employee benefits * Set up and maintain miscellaneous employee deductions * Process time sheets and enter data into payroll systems * Process bi-weekly payroll * Perform balancing procedures each pay day to verify accuracy * Report and pay federal and state withheld taxes each payday * g41 federal and state quarterly tax reporting * 1N2 tax reports * Annual state tax report * Process quarterly VEC reports and make payments * Monthly VRS reporting • State new hire reporting * Process tax liens, child support orders, garnishments, etc. * Perform monthly retirement and life insurance report and payments • Implement rate changes for health, dental, Iong-term disability, life insurance, and VRS benefits * Process employee terminations such as leave payouts, stop benefits, deductions, etc. * Employee gage verifications • Reconcile insurance billings and make payments * Process tax payments an a bi-weekly basis Purchasing • Issue the request far quotation to vendors, receive quotations back from vendors, negotiate the contract with the vendor, make the award to the vendor, and issue the purchase order ar contract * Prepare bids and requests for proposals far all purchases over $5~,Og0 for purchases or services, and all purchases aver $3a,ggg for professional services. 2 Purchasing Continued • Prepare the bid or RFP including the provision of assistance with development of specifcatians, place advertisement in the newspaper, send notice of bid ar RFP to registered vendors, receive the bids ar RFP's, negotiate the contract, make the award, issue the purchase order ar contract, track costs for advertisements and ensure that they are charged to the user department. • Manitar contracts for renewals, price increases, and performance issues • vllork with deparkments and vendors tv resolve any pricing or performance concerns • Provide current contract information regarding which contracts are available for use by entities far which the County serves as fiscal agent • Audit contracts far compliance • Provide daily courier services to all Roanoke County offices; provide weekly service to satellite locations such as the Town of Minton, vvestern Virginia Regional Jail Authority, etc. The attached fiscal agent agreement amends the original contract to provide these services for X8,333.34 X100,000 annually} through June 30, 2011. ~rhe increase reflects the additional work load of the services as outlined above and the system set up and utilization for full operations. The vvestern Virginia Regional Jail Authority approved this agreement at their meeting on May 1, 2x08. FISCAL IMPACT: -the fiscal agent agreement will generate 100,000 annually for the County of Roanoke. The term of the agreement is from July ~ , 2008-June 30, 2x11. At that time, the Authority may be able to handle their own financial operations internally, or they may choose to contract for another period of time with the County. REC~I~~ENDATIC~N: Staff recommends approval of the following actions: A} Authorize the County Administrator or his designee to execute the Fiscal Agent Agreement with the vvestern Virginia Regional Jail Authority in substantially the form presented here, after approval as to form from the GountyAttorney. B} during 2007y08 the County received $~~,~~~ from the fiscal agent agreement of which 15,D00 was budgeted in the general fund leaving a balance of 45,DO0. Staff recommends appropriating $15,000 of these remaining revenues to the Department of Finance to cover costs associated with performing duties for the Jail Authority. C~ Appropriate revenues in the amount of $100,OD0 received from the VRJA for the fiscal agent agreement for July 1, 2808-June 30, 2011 to the Department of Finance to offset additional expenses incurred while performing duties outlined in the agreement. VOTE: Supervisor Altizer motion to approve staff recommendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c. Rebecca Owens, Director, Finance Diane Hyatt, thief Financial officer Joe Sgroi, Director, Human Resources Paul Mahoney, bounty Attorney AC'f IAN Na. A-~5~1g$-5 ITEM NG. E-5 AT A REGULAR MEETING aF THE BOARD ~F SUPERVISGRS ~F RGANGKE CGUNTY, VIRGINIA HELDAT~fHE R~AN~KE C~UNTYADMINISTRAI'I~N CENTER MEETING DATE: May ~l, ~~~8 AGENDA ITEM: Request from the Emergency Communications Department to accept and appropriate regional grant funds in the amount of ~a~, ooa. SUBMITTED BY: Elaine Carver Chief Information Gfficer APPROVED BY: Elmer C. Hoge County Administrator C~I~INTYADMINISTRATC~R" GMMENTS: SUMMARY ~F INF~RMATIGN; Earlierthisspring Roanoke County's EmergencyCommunicatians Centerand Information Technology Departments joined forces to submit a regional grant application to the State UVireless Board. The purpose ofthis grant is to take advantage of a newtechnalogy called Gblique Phatographyaffered by Pictametry, Inc. Pictometry is swell respected company that provides a complete package. They are a sole source provider letter attached as Exhibit A}, providing photography, processing, distribution, implementation, training and support. This new photographycan betaken from the airand provides a sideviewof all terrain and buildings from each side. This technology has been used in successfully during the California wildfires to predict the next fire lines and forecast evacuations. It was also used in the Georgia courtshootingscase, allowing authoritiesto plan theentire building assault. Roanoke County will be serving as fiscal agent far this grant which serves the geographic areas of "fhe Greater Roanoke and New River Valleys. Specifically, the jurisdictions are Roanoke County, Roanoke City, Montgomery County, Town of Vinton, City of Salem, Town of Blacksburg and the Town of Christiansburg. Initial deployment of this technology gill be in the local Public Safety Access Point ~PSAP}; hoever, this technology will be leveraged by other departments such as Fire & Rescue, Police, Community Development, Real Estate Valuation. FISCAL INIPACT: Because this is a regional effort there are no matching funds needed for this grant, The first year maintenance is included in the grant. In FY 209110 there mill be a general fund request far annual maintenance costs of approximately $50,000. ALTERNATIVES: 1) Accepting and appropriating the grant fund of $300,000 to the Emergency Communications Center 2) Do not accept the grant funds of $300,000 STAFF REC~I~MENDA'rIUN: Staff recommends approval of Alternative ~ , accepting and appropriating this grant of $3DO,000 to the Emergency Communications Center. V~'rE: Supervisor Church motion to approve staff recommendation Motion Approved Yes No Abs IVIs. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c: Elaine Carver, Chief Information officer Bill Greeves, Director, Information Technology Diane Hyatt, Chief Financial officer Rebecca Owens, Director, Finance sxxisiT A ~` Pictomet,~,ry' ~~118108 Dear Roanoke County Virginia; Per our discussion, below is additional inforrnatian concerning Pictornetry's visual information system and why it is unique, Prctametry International is the only vendor providing geo-registered oblique digitally collected imagery in the United States. The Pictometry International Oblique Aerial Digital Imagery database and software products are proprietary products in accordance with and therefore protected by L1nlted States Patent loo. 5,47,356 and the capyr1ght and trademark laws of the United States. The method of data capture is also unique to Pictametry International. Pictometry International developed a unique patented system, which is not available from any other aerial imagery company in the [Jnited States ar Canada. Several clients did research of all aerial imagery products currently produced in the United States and Canada through a combination ofprofessior~al magazines, web search, and phone inquiries. No other patented technologies were found to produce gea-registered oblique imagery, There are alternative methods abased on collecting artho aerial imagery}, which try to produce "quasi- oblique"pictures but results are generally considered to be substandard. we hope this better defines the unique aspects afoot services, ~n the next page you will find our justification paragraph and a list ofsorne counties that used this sale source justification. If you have any additional questions please contact me. Sincerely, Carol DeVico Manager, Contract Administration PICTOMETRY INTERNATIONAL CORP. SOLE SOURCE JUSTIFICATIONS Pictometry International Corp. is the sole source and distributor for the InfomLation System (Electronic Field Study) and Client Image Warehouse to be licensed to Boynton Beach, FL. The Pictometric images and software are ,proprietary products produced in accordance with and therefore protected by ~Jnited States Patent No. 5,~47,35~ and the copyright and trademark laws of the United States, The method of data capture is also unique to Pictometry International, Pictometry International Carp. 100 Town Centre Drive - quite A -Rochester, New Yark 14623 - Tvll Free: 885-771 9714 -Local. 585-48fi-aD93 -Fax: 5~5-4S6-Q098 E-rail: infoa pici4metry.com ATA REGULAR MEETING ~F ~rHE BGARD of SUPERVISOR6 GF RoAN~KE COUNTY, VIRGINIA, HELD AT THE RDANOKE COUNTY ADMINISTRATIGN CENTER ~N TUESDAY, MAY 27, 2008 REoLUTIoN ~~~~DS-~ PLEDGING THE NGN-BINDING ~IoRAL oBLICAI'ION of RoANOKE GoUNTY To PAY A PROPORTIONATE SHARE QF THE WESTERN VIRGINIA WATER AUTHORITY BONDS F~R'rHE CoNSTRUD'~IoN ~F'rHE ROUTE 224 WATER LINE WHEREAS, the Western Virginia Water Authority the "Authority"} is a public service authority formed and existing in accordance with the provisions of Chapter ~~ of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia UVater and Waste Authorities Act §15.2-5109-15.2-5158 the "Act"}, intends to issue bonds the "Local Bond"} in the aggregate amount not to exceed $11,800,000 to finance multiple projects; and 1NHEREAS, the Authority, Franklin County ~"Franklin"} and Roanoke County ~"Roanoke" and, collectively with Franklin, the "Counties"} have entered into a Contract dated as of November ~ , 200? the "1Nater Line Contract"}, under which, among other things, the Authority has agreed to extend atwelve-inch water line along Virginia State Route 220 through Roanoke County and to the Franklin County area known as Wirtz Plaza the "Water Line Extension Project"} and the Counties agreed to provide proportionate moral obligation security for payment of that portion of the debt service on that portion of the Local Bond that is allocable to the cost of the Water Line Extension Project, nova estimated to be $5,651,200; and VI~HEREA, the Authority is in need of a formal assurance by the Board of Supervisors of Roanoke the "Board"} of its willingness to enter into a moral obligation tv support said bond issue; and UVHEREAS, the Authority has determined to cause the Local Bond to be sold to the Virginia Resources Authority ~"VRA"} pursuant to the terms of a Local Bond Safe Agreement and a Financing Agreement each between the Authority and VRA; and 1HEREAS, the Board has determined to undertake anon-binding obligation to consider certain appropriations in support of a portion of the Local Bond issued to finance the Vl~ater Line Extension Project, conditioned upon the participation of the Board of Supervisors of Franklin in such non-binding obligation; and UIJHEREAS, the foregoing arrangements will be reflected in the Support Agreement dated as of ,dune ~ , ~~~8 the "Support Agreement"~ between the Board, the Board of Supervisors of Franklin, the Authority and VRA, the form of which has been presented to this meeting and filed with the County. NaVll, -f H EREF~RE, be it resolved by the Board of Supervisors of Roanoke County, Virginia tha#: ~ . The Authority is hereby authorized and directed to proceed with plans to design, engineer and construct a twelve (12) inch water line (the "Water Line Extension"} extending the Authority's water system from its current termination point at the entrance of Sun Crest Heights subdivision on Route ~0 south along the Route 22D corridor into Franklin County to the intersection of 1lllirtz Road and Route 22D in the area of Franklin County known as Vllir`tz Plaza including landscaping, infrastructure and issuance costs generaily now estimated to be $S,S~,Z~O. 2. The Support Agreement is approved in substantially the form presented to this meeting, with such changes, insertions or omissions as may be approved by the Chairman or Vice-Chairman, whose approval shall be evidenced conclusively by the execution and delivery of the Support Agreement on the County's behalf. The Chairman orllice Chairman is authorized to execute and deliver the Support Agreement and such other documents and certificates as such officer may consider necessary in connection therewith. The officers of the Board are authorized to execute and deliver all documents, certificates and instruments an behalf of the Board and to take such further action as may be necessary ar desirable in connection with the issuance and sale of the Local Bond by the Authority and the execution, delivery and performance of the Support Agreement. All actions previously taken by such officers in connection with the issuance and sale of the Local Bond and the vlrater Line Extension Project are ratified and confirmed. 4. This resolution shall take effect immediately upon its adoption. ~n motion of Supervisor Moore to adapt the resolution, and carried by the fallawir~g recorded vote: AYES: Supervisors Moore, church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: Brenda J. olton, CMC Deputy Cleric to the Board c: Paul Mahoney, County Attorney Diane Hyatt, Chief Financial officer dean Thurman, Secretary, VA Board of Directors Shoran Tudor, Clerk, Franklin County Board of Supervisors I hereby certify that the foregoing is a true and correct copy of resolution 052708-~ adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on Tuesday, May 27, 2008. Mary V. Brandt, Assistant Deputy Clerk Roanoke County Board of Supervisors 4 AC~f IAN NO. A~a5~7D8-7 ITEM NG . E-7 AT A REGULAR MEETING OF THE BGARD GF SUPERVISORS 4F RGANGKE COUNTY, VIRGINIA HELD AT THE ROANOKE CGUNTY ADMINISTRATIGN CENTER MEEi'ING DATE: AGENDA ITEM: SUBMITTED BY; May ~7, 2ag8 Approval of an agreement with Springsted, Incorporated to provide executive search services for a county administrator Paul M. Mahoney County Attorney COI~NTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Gn March 2~, ~oa8, Roanoke County issued a scope of service for executive search services for a new county administrator. The Board has reviewed the various proposals and has interviewed representatives of several executive search firms. The Board has decided to select Springsted, Incorporated to assist it in the search for a new county administrator. Springsted will perform these services for the county administrator search far a professional fee of $15,~0~ and direct out-of-pocket expenses are calculated not to exceed $4,5ao, STAFF RECOMMENDATION: It is recommended that the Board approve an agreement with Springsted, authorize the Chairman of the Board of Supervisors to execute this agreement, and to appropriate $~~ , ~ ~a from the Board contingency for this purpose. VOTE: Supervisor Flora motion to approve staff recommendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ ~: Paul Maf~oney, bounty Attorney Rebecca ~en~, director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOI~E COUNTY, VIRGINIA, HELD AT THE ROANOKE COI~NTY ADMINISTRATION CENTER ON TUESDAY, MAY 2l, 2008 RESOLUTION ~~~`~~8-8 APPROVING THE FISCAL YEAR ~Q48-2~a9 BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides thatthe governing body of the County shall prepare and approve an annual budget; and ~11IHEREAS, said budget shall be prepared and approved far informative and fiscal planning purposes onlyt and WHEREAS, this budget contains a complete itemized and classified plan of all contemplated expenditures and alI estimated revenues and borrowings far the ensuing f scal year; and WHEREAS, a brief synopsis of said budget was published as required by the provisions of Section 15.2~250G of the State Code, and the public hearing as required thereon was held on April ~~, 2008. IVOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. That there is hereby approved the annual budget for Fiscal Year 2008-2009 for Roanoke County, Virginia, as shown on the attached Schedules. 2. Thatthe preparation and approval of this budget is for informative and fiscal planning purposes only. On motion of Supervisor Flora to adoptthe resolution, and carried bythe following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TB~TB: 4 Brenda J. H Iton, CMC Deputy Clerk to the Board c: Brent Robertson, Director, Management & Budget Rebecca evens, Director, Finance Diane Myatt, Chief Financial officer Paui Mahoney, County Attorney Joseph ~groi, Director, Duman Resources John Chambliss, Assistant County Administrator Dan O'Donnell, Assistant County Administrator bounty pf Roanoke Adopted FY BOOB-2D09 Budget May ~?', ~~~8 Revenue Estimates Amount General Fund General Government General Property Taxes 119, 065, 732 Local Sales Tax 8,115,000 Telecommunications Tax 3,270,000 Business License Tax 5,750,Op0 Bank Franchise Tax 450,000 Utility Consumer Tax 3,575,000 Motor Vehicle License Tax 1,900,000 RecordationlCanveyance Tax 1,750,000 Meals Tax 3,100,000 HvtellMotel 800,000 Other Local Taxes 1, 8 ~ 5, 000 Permits, Fees & Licenses 167,300 Fines and Forfeitures 610,000 Interest Income 1,207,50D Charges for Services 3,250,377 Commonwealth 8,863,295 Federal 3,340,000 Beginning Balance 1,150,000 Other 828,100 Total General Government 170,877,305 Emergency Communications Center 2,254,299 Comprehensive Services 1,15fi,582 Law Library 41,648 Public vUorks Projects 190,10 S B & T Building 444,580 Recreation Fee Class 1,600,126 Internal Services - Information Technology 4,963,921 County Garage fi40,284 Total General Fund 188,118,858 Debt Service Fund -County 8,443,04G Capital Projects Fund 13,87'4,461 Internal Service Fund 1,003,295 School Operating Fund 143,223,216 Schaal Nutrition Fund 5,463,612 School Debt Service Fund 10,Sfi7,155 Schaal Grants Fund 5,42$,137 School Capital Fund 3,106,711 School Textbook Fund 1,595,030 School Bus Fund 810,000 School Laptop Insurance Reserve 551,500 Regional Alternative School 521,922 Total Revenues All Funds 383,072,949 Less: Transfers ~~~ X98,366,225} Total Net of Transfers 284,106,124 County of Roanoke ,Adopted FY ~aa8-Zaa9 Budget May ~l, ~~a8 Proposed Expenditures Amount General Fund General Government General Administration $ 3,532,264 Constitutional Gfficers 11,231,433 Judicial Administration 1,121,435 Management Services 3,367,491 Public Safety 22,166,327 Community Services 12,311,034 Human Services 16,90$x389 Non-Departmental 10,792,71E Transfers to School Gperating Fund 51,737,621 Transfers to School Insurance -Dental 411,299 Transfers to Capital Fund 3,156,090 Transfers to debt Service Fund 15,639,972 Transfer to Emergency Communications Center 2,129,299 Transfer to Comprehensive Services 4,253,Q00 Transfer to County Garage 139,634 tither 1,3Q3,295 Total General Government 170,$71,305 Emergency Communications Center 2,264,299 Comprehensive Services 7,156,582 Law Library 41,548 Public VUarks Project 190,101 S B & T Building 444,5$0 Recreation Fee Class 1,6D0,126 Internal Services -Information Technology 4,963,927' County Garage 640,284 Total General Fund 1$8,178,85$ Debt Service Fund -County 8,443,046 Capital Projects Fund 13,$14,451 Internal Service Fund 1,003,295 Schoai Gperating Fund 143,223,21E School Nutrition Fund 5,463,612 Schaal Debt Fund 1 D,Sx~,155 School Grants Fund 5,425,131 School Capital Fund 3,1 Q6,111 School Textbook Fund 1,595,x30 School Bus Fund 810,x90 School Laptop insurance Reserve 551,5Dx Regional Alternative School 521,922 Total Expenditures Alf Funds 383,012,949 Less: Transfers {9$,356,225} Total Net of Transfers 284,1D6,724 In addition to the above revenues and expenditures, $2,000,OOD from the Unappropriated Balance is appropriated to a Reserve for Contingency for unanticipated or emergency expenditures; and funds allocated to the Unappropriated Fund Balance must be appropriated by the Board of Supervisors before such funds may be expended. nL L.L .~ N 0 ~ ~ ~ ~ O ~ ~ ~ ~ {l U ~ r O 1 0 U .~ O -O ~+- D ~` rr~ vJ ~ 0 u~ 0 o o ^ n ^ o as ^ a ^ ^ ^ a o v N u, o ^ ^ ^ ~y ~ ~ ~~ rn ^ o a ~ a a ^ ^ oa ^ to ~ D w o ~ o ni a o o~ ai a fl ~ d ~t ~ o u~ ~ N cn u~ ao D o D a ~ ^ u~ a c~ ~ rV ^ a u~ ^ ~ N N N N ^ ~ I~ ap N C} ~ fi7 ., r ~ r {{} {~ (~ ~ r ~ C"} ~}} {~ D a D D Cy D O Q G N O D N o D o 0 oa o o D v ~ o D ~ J t"i D ui a c D c o o r- ni o a a o a c a co ai o o D c ~ ~~ ~' '~ ' C- N C5 N D D D ~ C4 G D 1l~ 4~ N N N N ~ ~1 N U7 ~p ~ ~ [~? e- ~f} r ~ i'7 iD ~D N t0 ~ N ~ Q ~, LL b9 d3 #/9 6R IR {+R 8/} ~ b9 N4f~ tl} (+~ ~ .~ r ~.. .-. r v .~ ~ v r tir r ~ ^ ^ a a ^ p o O O Q a ^ ~ o ^ o 0 0 0 N r ~ r ~ ~ ~ ~ O v ~ ~ N E~} r r 'tT ~ r ~ ~ ~ N r, ^ a D ^ o a ^ ^ ^ o ~ ~ O ^ ^ ^ Q ^ p a ^ ^ D D ~ ~ T Q r ER b9 bg b4 Q ~ ~ N ~ r-. r ti.r r-ti r ~.. .-ti r tr .-, ~ v .-. 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C a +~ RD w M~ "M N ti .~ 4~. 4 U b 4 C ro ATA REGULAR MEETING ~F THE BARD ~F SUPERVISORS ~F R~AN~KE COUNTY, V1R~INIA, HELD AT THE R~AN~KE COUNTY ADMINISTRATION CENTER ~N TUESDAY, MAY 27, 2098 ORDINANCE 05~7~8-9 APPRaPRIATING FUNDS FAR TIDE ZD48-D9 FICALYEAR BUDGET FAR R~AN~KE C~UNTY,111R~INIA V~HEREAS, upon notice duly published in the newspaper, a public hearing was held on Apri! ~~, 2008 concerning the adoption of the annual budget far Roanoke County forfiscal year2ooS-o9; and UUHEREAS, the Board of Supervisors of Roanoke County, Virginia, approved said budget an May ~?, 2008, pursuant to the provisions of Section X3.02 of the Roanoke County Charter and Chapter 25 of Title 15.2 of the 1958 Code of Virginia, as amended; and ~IIIHEREAS, the first reading of this appropriation ordinance was held on May 13, 2008, and the second reading of this ordinance was held an May 2~', 2008, pursuant to the provisions of Section X8.04 of the Raanake County Charter. BE IT RDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the fallowing appropriations are hereby made from the respective funds far the period beginning July 1, 2008, and ending June 30, 2009, for the functions and purposes indicated: County of Roanoke Adopted FY 2008-2009 Budget Mai ~7, X048 Revenu es. General Fund: General Government $ 17x,877,305 Comprehensive Services 7,156,5$2 Emergency Communications Center 2,264,299 LaW Library 41, 64 $ Public Works Projects 190,107 SB&T-Social Services Building 444,5$0 Recreation Fee Class 1,6xx,12~ Internal Services 4,963,927 County Garage 64x,284 Total General Fund $ 1$ 8,17 8,$ 5 8 Debt Service Fund -County ~ 8,443,x46 Capital Projects Fund 13,$74,461 Total Capital Projects Fund $ 13,874,461 Internal Service Fund -Risk Management ~ 1,003,295 School Funds: Operating $ 143,223,216 Nutrition 5,463,612 Capital 3,1x6,717 Debt 10,867,155 Bus $10,000 Regional ~.lternative School 527,922 Laptop Insurance Reserve 551,500 Grant 5, 42 $ } 13 7 Textbook 1,595,o3a Total Schaal Fund $ 171,573,259 Total All Funds ~ 3 83,072,949 Expenditures; General Government: General Administration Board of Supervisors $ 416,866 County Administrator 350,532 Public Information 281,720 Chief Information Officer 150,366 Asst. Co. Administrators 339,$74 Human Resources 743,233 County Attorney 539,141 Economic Development 710,232 Total General Administration $ 3,532,264 Constitutional Officers Treasurer $ 818,917 Commonwealth Attorney 950,816 Commissioner of the Revenue 524,439 Clerk of the Circuit Court 1,027,801 Sheriff s Office 1,705,071 Care & Confinement of Prisoners 5,904,3 89 Total Constitutional Officers $ 11,231,433 Judicial Administration Circuit Court 197,068 General District Court 45,878 Magistrate 1,65 5 J & DR Court 19,429 Court Service Unit 857,405 Total Judicial Administration $ 1,121,43 5 Management Services Real Estate Assessments $ 972,770 Finance 1,303,729 Public Transportation 3$0,476 Management and Budget 274,754 Procurement Services 43 5,762 Total Management Services $ 3,367,491 Public Safety Police $ 10,923,393 Fire and Rescue 11,842,934 Total Public Safety $ 22,766,327 Community Services General Services $ 346,700 Solid Waste 4,881,113 Community Development 4,770,681 Building Maintenance 2,312,540 Total Community Services $ 12,311,034 Human Services Grounds Maintenance $ 2,263,512 Parks and Recreation 2,560,065 Public Health 639,724 Social Services 7,554,677 Contributions-Human Service, Cultural, Tourism 594,417 Library 2,586,306 ~A Cooperative Extension 95,629 Elections 314,059 Total Human Services $ 16,908,389 Non-Departmental Employee Benefits $ 4,677,459 Miscellaneous 1,441,500 Internal Service Charges 4,673,757 Total Nan-Departmental $ 10,792,716 Transfers to tither Funds Transfer to Debt - General Schools $ 15,639,972 Transfer to Capital 3,166,090 Transfer to Schools 61,737,627 Transfer to Emergency Communications Center 2,129,299 Transfer to Schools -Dental Insurance 477,299 Transfer to Internal Services l,{~~3,295 Transfer to Comprehensive Services 4,253,00 Transfer to County Garage 139,634 Total Transfers to Other Funds ~ 85,546,216 Unappropriated Balance Board Contingency ~ 300,000 Total General Government ~ 17,577,305 Comprehensive Services 7,156,552 emergency Communications Center 2,264,299 Lam Library ~ 41,64 $ Public Narks Projects $ 190,107 SB&T-Social Services Building $ 444,550 Recreation Fee Class $ 1,600,126 Internal Services 1Vlanagement Infar~n.atian Systerns $ 4,312,691 Communications 651,23b County Garage 640,284 Total Internal Services $ 5,604,211 Total General Fund $ 1 S 8,1 ? 5, 8 5 5 Debt Service Fund -County $ $,443,046 Capital Projects Fund $ 13,874,461 Internal Services Fund - Risk 1Vlanagement $ 1,003,295 Schaal Funds. Operating $ 143,223,216 Nutrition 5,463,612 Capital 3,10,717 Debt 10,87,155 bus 810,00 Regional Alternative Schaal 527,922 Ilaptap Insurance Reserve 551,500 Crrant 5,428,137 Text Book 1,595,030 Total Schaal Funds $ 171,573,289 Total All Fundy $ 383,072,949 ~. That the County Administrator may authorize or delegate the authorization of the transfer of any unencumbered balance or portion thereof from one department to another. ~. That all funded outstanding encumbrances, both operating and capital, at June 30, 2005, are re-appropriated to the 2008-09 fiscal year to the same department and account forwhich they are encumbered in the previous year. 4. -that appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of supervisors, by appropriate action, changes or eliminates the appropriation. Upon completion of a capital project, staff is authorized to close out the project and transfer to the funding source any remaining balances. This section applies to appropriations for Capital Projects at June 30, 2005, and appropriations in the 2005- 09 budget. 5. That all school fund appropriations remaining at the end of the 2007-08 fiscal year not lapse but shall be appropriated to the Schoo! Capital Fund in fiscal year 2008- 00 as follows; a.} Two-thirds of the year end balance in the school operating fund will be allocated to the Major School Capital Reserve; b.} one-third of the year end balance in the school operating fund, not to exceed $~,0~0,000, wi11 be allocated to the Minor School Capita! Reserve; c,} If the one-third allocation to the Minor School Capital Reserve exceeds ~~,000,000, the excess gill be added to the Major School Capital Reserve. G. ~fhat all General Fund unexpended appropriations at the end of the 201-~8 fiscal year not lapse but shall be re-appropriated, as provided by Resolution ~ ~~ 1 ~4-4, as follows: a~ 4~°l0 of these unexpended appropriations shall be transferred to the un- appropriated M'rnor County Capital Fund Reserve; b} fi0°IQ of these unexpended appropriations shall be re-appropriated to the same department far expenditure in fiscal year 2~~5-~9. 1. That all General Fund revenues collected in excess of appropriated revenues shall be re-appropriated, as provided by Resolution ~ X21 ~4-b, as follows: a.) Revenues in excess of budget will first be allocated to the General Fund Un- appropriated Balance, until the maximum amount for the current year is met, as specified in the General Fund Un-appropriated Balance Policy, as adapted by Resolution 1 X21 ~4-~; b.) The remainder of revenues in excess of budget will then be allocated to the Major County Capital Fund Reserve ~. Rescue fees collected by the Fire & Rescue department in excess of budgeted amounts vtirill be re-appropriated and allocated to the Fire and Rescue Capital Reserve. 9. -that Twa Million dollars from the Unappropriated Fund Balance is hereby appropriated to a Reserve far Contingencyfor unanticipated ar emergency expenditures that may arise during the ~gDS-o9 fiscal year; and money allocated to the Reserve far Contingency must be appropriated by the Board of Supervisors before such money may be expended. 1 D. general Governmen# sub-fund revenues include a budget amount of $1,1 ~o,goD of Beginning Balance allocated as follows: a.} $5g0,go0 for renovations to the Roanoke County-Salem jail b.) $150,000 for HP system migration. c.} $5~~,0~0 far additional matching funds far V~~T revenue-sharing. 11. This ordinance shall take effect July 1, 2g~8. On motion of Supervisor Flora to adapt the ordinance with the fallowing changes: (1) $200,000 to be withheld from the appropriations until there is an approved contract between the Art Museum, Roanoke County Schools, and the Board of Supervisors; and {2) the Science Museum contribution of $18,200 be designated for the use of Roanoke County School students. The motion was carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: ~ , Brenda J. H Iton, CMC deputy Clerk to the Board cc: Brent Robertson, Director, Management & Budget Rebecca ~vuens, Director, Finance Diane Hyatt, Chief Financial officer Paul Mahoney, County Attorney Jaseph Sgrai, Director, Human Resources John Chambliss, Assistant County Administrator Dan O'Donnell, Assistant County Administrator AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 27, 208 RESOLUTION 05~?~8-10APPRDVINGANDCDNCURRING INCERTAIN ITEMS SET FORTH ON THE BOARD QF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED A ITEI~,~ -OONSENTAGENDA 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 far May ~~, ~0~8 designated as Item J -ConsentAgenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items ~ through 3 inclusive, as follows: ~. Approval of minutes -May 1~, ~g08 ~. Request to adapt resolution authorizing the application, acceptance and appropriation of the X007 Homeland Security grant to the Fire and Rescue Department in the amount of $~5,go~ from the Department of Homeland Security administered through the Virginia Department of Emergency Management 3. Request from the schools to accept and appropriate grant funding in the amount of $1 x',51 a from the Virginia Department of Transportation for a Safe Routes to Schaal Program at Vl~illiam Byrd Middle Schaal ~rhatthe Clerktvthe Board is herebyauthorized and directedwhererequired bylaw to setfarth upon any of said items the separate vote tabulation farany such item pursuant to this resolution. On motion of Supervisor Altizer to adapt the resolution, and carried by the fallowing recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: Brenda J. Ho ton, CMC Deputy Clerk to the Board c: Rick Burch, Chief of Fire & Rescue Rebecca ~utirens, Director, Finance Dr. Lorraine Lange, School Superintendent Brenda Chastain, Clerk, School Board 2 AT A REGULAR MEETING GF 'SHE BGARD DF SUPERVISGRS GF RDANGKE CGUNTY, VIRGINIA, HELD AT THE RGANOKE CGUNTY ADMINISTRATIGN CENTER GN TUESDAY, MAY~I, ~g~8 RES~]LUTIDN X52748-~O.a DESIGNATING THE APPLICANTS AGENT, THE ACCEPTANCE GF THE GRANT AND APPROPRIA'~IGN ~F GRANT ~IC~NIES BE IT REGLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer Hodge, County Administrator ar his designee, is hereby authorized to execute for and in behalf of the Roanoke County, a public entity established under the laws of the State of Virginia, this application and to file it in the appropriate State Gffice for the purpose of obtaining certain Federal financial assistance under the National Preparedness Directorate, United States Department of Homeland Security ~DHS~, administered by the Commonwealth afllirginia. That, Roanoke County, a public entity established under the laws of the Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth and to the DHS for ail matters pertaining to such Federal financial assistance any and all information pertaining to these Grants as maybe requested. FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of said grant monies in the amount of 15 OOg.Og and authorizes the appropriation of said monies for the purposes authorized in the grant application. Gn motion of Supervisor Altizer to adopt this resolution and passed and approved this 27~h day of May, 20D8 by the following vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A CGPY TESTE: /~~.J~=~GCG~ Brenda J. Ho ton, CMC Deputy Clerk cc: Richard E. Burch, Chief of Fire & Rescue Rebecca Gwens, Director of Finance CERTIFICATIGN I hereby certify that the foregoing is a true and correct copy of g52~~8-10,a adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote an Tuesday, May 2~', 2~g8. Mary V. Brandt, Assistant Deputy Clerk Roanoke County Board of Supervisors ACTI~JN N~7. A~D5~1~8~~ O,b ITEM NO. ~I-3 AT A REGI~LAR MEE"I"ING ~}F THE BGARD OF SUPERVISORS OF RGANOKE COUNTY, VIRGINIA HELD ATTHE ROANOKE COUNTYADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: APPROVED 8Y: May 1~, 208 Request from the schools to accept and appropriate grant funding in the amount of $1 ~,fi~ ~ from the Virginia Department of Transportation for a Safe Routes to School Program at UVilliam Byrd Middle School Elmer C. Hodge CauntyAdministratar COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County Public Schools ~RCPS~ has recently been approved to receive grant funding in the amount of $~ 7,G'1 a from the Virginia Department of Transportation for a Safe Routes to School Program atlilliam Byrd IMlliddle Schaal. This is a reimbursement grant that will be used for the implementation of a bikelpedestrian safety program in the physical education curriculum, The majority of these funds will be used for the purchase of I~icycles and associated equipment, teacher training and curriculum development. This grant will strengthen and expand the cycling program that is currently a park of the middle and high school physical education curriculum. Ul~illiam Byrd N[iddle School was selected as the focus of this grant because of its proximity to the ~lllolf Creek Greenway, FISCAL IMPACT: The Physical Education (PE) Program will be increased by $17,610. STAFF RECOMMENDATIGN: Staff recommends the acceptance and appropriation of funds in the amount of $~ 7,6~ U to the School Grant Fund for implementing this program. VOTE: Supervisor Altizer motion to approve staff recommendation Mo#ian Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c: Rebecca Owens, Director, i=finance Dr. Lorraine Lange, school Buperin#endent Brenda Chastain, C`erk, ~choai Board AT A REGULAR MEETING ~F THE BARD ~F SLIPERVIS~RS ~F R~ANOKE COUNTY, VIRGINIA, HELD AT THE R~AN~KE COUNTY ADMINISTRATION CENTER ON TI.IESDAY, MAY 27, 2008 RES~LUTI~N ~a~~08-~ ~ CERTIFYING THE CLOSED NIEETING UI~AS HELD IN C~NF~RI~ITY 1~iTH THE CEDE ~F VIRGINIA 1l~HEREAS, the Board of Supervisors of Roanoke Caunty, Virginia has convened a closed meeting an this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and V1lHEREAS, Section 2.23112 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke bounty, Virginia, that such closed meeting was conducted in conformity with Virginia law. N~UV, ~~HEREF~RE, BE I'f RESOLVED, that the Board of Supervisors of Roanoke Caunty, 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 lava were discussed in the closed meeting which this certification resolution applies, and 2. ~nlysuch public business matters aswere identified inthe motion canveningthe closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. ~n matian of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Maare, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: 1~~%t.2%~.~ Brenda J. Ho ton, CMC Deputy Clerk to the Board AT A REGULAR MEETING GF THE BGARD ~F SUPERVISGRS C3F RGANGKE CG~.INTY, VIRGINIA, HELD AT THE RGANG~tE CGUNTY ADMINISTRATIGN CENTER GN TUESDAY, MAY ~7,100~ RESGLUTIGN 05Z1o8-1~ GF CGNGRATULATIGNS TQ STUDENTS AT A. R. BURTGN TECHNGLGGY RENTER FGR WINNING THE VIRGINIA SKILLSUSA AND FUTURE BUSINESS LEADERS GF AMERICA ~FBLA~ AWARDS V~HEREAS, SkillslJSA is the second largest student organi~atian in the nation, serving more than a quarter of a million high school and college students and professional members vuha are enrolled in training programs in technical, skilled, and service occupations, including health occupations; and WHEREAS, the Future Business Leaders of America (FBLA) is a nonprofit educational association of students preparing for careers in business and business- related fields with almost a quarter of a million active members; and U1~HEREAS, several students from A. R. Burton Technology Center, having achieved first place in local and district level competitions, won gold medals at the ~4g~ Virginia SkiIIsUSA and FBLA competitions; and UVHEREAS, the following awards were received: American S irit: Khaia Jones, Northside; Rachel Murphy, Glenvar; Blaine Ravel, Northside Criminal Justice: Todd Harris, Hidden Valley Motorsports: John Heffernan, Northside; Michael Btruble, Hidden Valley; Carlos Ybarra, Cave Spring Precision Machining: Tim Beall, Northside Prepared Speech: Khaia Jones, Northside Promotional Bulletin Board: Danielle Chambers, Northside; Ashley Crouch, Cave Spring; Stephanie Digiralamo, 111lilliam Byrd; Elyshia St. Clair, Hidden Valley Quiz Bo~-I: Sam Barrett, William Byrd; Jaey Cohen, Hidden Valley; Katelyn Minton, William Byrd; Morgan Poff, Cave Spring; David 11Viggingtan, Hidden Valley Student of the Year: Erica Lloyd, Hidden Valley Team 1~11orks: Phillip Caldwell, Cave Spring; Ryan Hansbarger, William Byrd; Hunter sliver, Cave Spring; Chris Smith, Hidden Valley T Production Preproduced Cut Qnly: Lauren Davis, William Byrd; Megan ~ilmore,lNilliam Byrd V~ebpage Design: Jamie Large, Northside; Michael Rawlings, Narthside N~V1~, "fHEREF~RE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, does hereby extend its sincere cor~gratulati~ns to the students at A. R. Burton Technology Center for vuinning the Virginia SkiIIsUSA and FBLA awards; and BE IT FURTHER RESOLVED that the Board of Supervisors extends its best wishes to each of the students in all of their future endeavors. On motion of Supervisor Flora to adopt the resolution, and carried by the following retarded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: Brenda J. H ton, CMC Deputy Clerk to the Board ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 27, 200$ RESOLUTION ~~~7~5-~3 GRANTING A ~IAIVER UNDER SECTION ~ 3-~3 OF THE ROANOKE COUNTY CODE TO THE PROIJISIONS OFTHE COUNTY'S NOISEORDINANCE, ARl'ICLE I I. NOISE OF CHAPTER ~ 3: DEFENSES - #~ISCfLLANfOL1S OF THE ROANOKE COUNTY CODE, DESIG N TELECOMMUNICATIONS, INC. AN D N'rELOS PCS WHEREAS, design Telecommunications, Inc., the contractor far Ntelas PCS to perform maintenance work an cell site equipment, has requested a waiver of the County's noise ordinance as contemplated under Sec. ~ 3-~3. Undue hard~f~rp war"ver. to permit this maintenance wark beginning vn May 28, X008 and ending June 15, 2008; and WHEREAS, Section ~3-~~ of the Roanoke County Code establishes cerkain standards far the Board of Supervisors to grant waivers from the provision of the Roanoke County 111aise Ordinance, Article I I . Eloise of Chapter 13: Offerr~es w 1V11sce11aneor~s to avoid undue hardship upon consideration of certain factors set forth in subsection (b) of Sec. 13- 23 and after making cerkain alternative findings. BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia, as follows: ~ . In making its determination as to whether to grant the requested waiver to the Design Telecommunications, Inc. from the County's noise ordinance, the Board of Supervisors has considered the fallowing factors; a. The time of daythe noisewill occurand the duration of the noise: Beginning atappraximately 1 x;00 p.m. an Wednesday, May28, 2008, and ending 4:00 a,m. an June 15, 2008; b. llllhether the noise is intermittent or cantinuaus: The noise produced during the process of performing maintenance work on cell site equipment at numerous locations in the Raanoke Valley is done in order to minimise impacts on service. This work requires taking each site off the air for this maintenance work, c. The extensiveness of the noise: Each site will only require one night for the night portion of the work. There will not be multiple nights of noise at each site. Further many of the sites are not in heavily populated areas. d. The technical and economicfeasibility of bringing the noise into conformance with the noise ordinance: This work has to be completed at night due to the fact that it is service impacting work, that is, the site must betaken offthe air forthis work, e. ether matters related to the impact of the noise on the health, safety and welfare of the community and the degree of hardship resulting from enforcement of the ordinance: V11ork will commence at each site approximately ~ ~:gD p.m, and will be completed by 4:~g a.m. the next morning. f. The extenttowhich the naise is necessary and incidental tothe commercial and industrial use generating the sound: The noise to be generated by this maintenance work is limited to one night for each site. It consists of a large crane truck and generator. g, This waiver is limited to the following four locations: ~1 } Hofiday InnlSalem, 161 Skyview Road, Salem, VA; (2) Blue RidgelAEP, 1820 Temple Drive, Vinton, VA; (3) Back Creek, 5868 Cotton Hill Road, Roanoke, VA; and (4) Metz Run, 8920 Willett Lane, Bent Mountain, VA. 2. The Board of Supervisors makes the following finding: Compliance with the provisions of the County's noise ordinance concerning the specific act of noise disturbance by construction machinery or operations under subsection (1) of Sec. 13-21. Specific acts as noise disturbance. or under the provision of Sec. 13-20. General prohibition. would produce serious economic hardship for Ntelos PCS and Design Telecommunications, Inc. without producing any substantial benefit to the public. 3. That the provisions of Sec.13-21. Specific acts as noise, subsection (1) and Sec. 13-20. General prohibition. of Article II. NOISE of Chapter 13. OFFENSES - MISCELLANEOUS be WAIVED for a period from May 14, 2008 until August 31, 2008. 4. This Waiver is granted specificallyto Design Telecommunications, Inc., its officers, employees and agents for maintenance work and related activities at various locations in Roanoke County, Virginia. 5. That this Waiver may only be extended upon written application and approval by the Board of Supervisors. 6. That this Resolution shall be in full force and effect from its passage. On motion of Supervisor McNamara to adopt the resolution as amended by Mr. Mahoney and Supervisor Church, and carried by the following recorded vote: 3 AYES: Supervisors Maare, Church, Altizer, McNamara, Flora NAYS: Nane A COPY TESTS: ~ ~~"'~ Brenda J. Hof on, CMC Deputy Clerk to the Board c: Paul Mahoney, County Attorney Ray Lavinder, Chief of Police 4 ACTIGN NG. A-0527D8-~4 ITEM NG. ~-2 AT A REGk.ILAR MEETING F THE BOARD OF SUPERVISGRS ~F R~AN~KE CGUNTY, VIRGINIA HELD AT THE RGANGKE CGUNTY ADMINISTRATIGN CENTER MEETING DATE: May 27, 2005 AGENDA ITEM: Request far approval of bid award far construction of the new North County FirelRescue statian SUBMITTED BY: Richard E. Burch, Jr. Chief, Fire and Rescue APPRGVED BY: Elmer C. Hodge CauntyAdministrator CGUNTY ADMINITI~ATGR'S CGMMENT: Recommend approval of the bid award for construction of the new North County FirelRescue station. This is consistentwith the information the staffsharedwith the Board in a work session on May 2~, 2008. SUMMARY GF INFGRMATIGN: Roanoke County is in the process of constructing a new firelrescue statian an Hershberger Road in North Roanoke County. The facility will serve the citizens of Roanoke County and alleviate the high call valumefram the existing Hollins station. $4.2 million in funding far the facility has already been approved in a previous meeting. The estimated total project cast for the new station is $4,200,000 see Attachment A for details}, The County issued a request far bids forthe construction of the station in April 2008, and the bids were received an May ~ 3, 20x8. Four bids were received, and the lowest bid was submitted by & H Contracting, Inc. far $3,024,900. At a work session with the Board of Supervisors on May 2l, 2008, the Board reviewed the bid and the plans forthe stations, and the consensus was to proceed with construction of the facility by G & H Contracting, Inc. FISCAL IMPACT: The total cost of this project is approximately $4.2 million and funding has been approved and appropriated. STAFF RECOI~l~ENDATION: Staff recommends that the Board approve the award of the construction contract for the North County FirelRescue station to G & H Contracting, Inc. in the amount of 3,~24,9~~. VOTE: Supervisor Flora motion to approve staff recommendation Matian Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. AI#izer ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Flora ~ ^ ^ c: Rick Burch, Chief of Fire & Rescue Rebecca Owens, Director, Finance Attachment A North County Fire and Rescue Station Project Budget Construction Total: $3,024,900.00 ~th~r ~~St,S inspectionslFees $~ ~ ~,aaa.ao Furniture $l5,aa0.oo iT Equipment ~~,aaa.ao contingency ~~ ~a,oa~.aa Rack Contingency $7~,oaa. o0 ASE $~~3,15~.00 Land $4~3,315.aD ~urveys~SoiI1VE $33,8~D.Q0 dub-~~I $~,17'a,34T,0a Project Tatal; ~~,~~~,24~.00 AT A REGULAR MEEI~ING GF THE BGARD GF SUPERVISORS GF RGANOKE CGLINTY, VIRGINIA, HELD AT THE RGANGKE CGUNTY ADM11111STRATI~N CENTER GN TUESDAY, MAY 27, 2DO8 GRDINANCE DS~~~~-15 GRANTING A SPECIAL USE PERMIT TG GPERATE A DRIVE-IN AND FAST FGGD RESTAURANT ~N 1.~ 3 ACRES LGCATED GN CHALLENGER AVENUE AT VALLEY GATEWAY PARK TAX MAP NG. 5D.~1-1-5.1 ~~ VINT~N MAGISTERIAL DISTRICT, UPGN THE PETITIGN GF GRANT AVENUE DEVELOPMENT VIlHEREAS, Grant Avenue Development has filed a petition far a special use permit to aperate adrive-in and fast food restaurant to be located an Challenger Avenue at Valley Gateway Park Tax Map No. 5D.D1-1-5,12} in the Vinton Magisterial District; and 1NHEREAS, the Planning Carnmission held a public hearing an this matter an May fi, 2aa8; and UIIHEREAS, the Baard of Supervisors of Roanoke County, Virginia, held a first reading on this matter on April 22, 2DD8; the second reading and public hearing an this matter was held an May 27, 2DD8. NOVV, THEREFaRE, BE IT RESGLVED bythe Baard ofupervisvrs of Roanoke County, Virginia, as follows: 1. That the Baard finds that the granting of a special use permit to Grant Avenue Development to aperate adrive-in and fast food restaurant to be lacated an Challenger Avenue at Valley Gateway Park in the Vinton Magisterial District is substantially in accord with the adopted 2Da5 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of the 195D Code of Virginia, as amended, and that it shall have a minimum adverse impact on the surrounding neighborhood ar community, and said special use permit is hereby approved vuith the following conditions: ~~ }The free standing sign shall be limited to a height not to exceed ~~ ft. The message board sign shall be mounted flush with the bottom of the "Arby's hat" signage so that no part of the support pole is visible. From the base of the message board to grade, the sign support pose shall be completely enclosed with the same building material as the principal structure. This material veneer shall be at least the width and depth of the message board, and shall also enclose both ends of the message board. (2) The sides and rear of the dumpster enclosure shall be brick construction to match the building facade. (3} The dumpster enclosure shall be screened by tree and shrub plantings, additional trees shall be planted in the parking lot, a perimeter planting bed shall be designed in front of the parking spaces facing challenger Avenue. (4) The materials and colors of the principal structure shall be in substantial conformity to the materials and colors as depicted in the photographs attached to this ordinance and incorporated herein. 2. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. ~n motion of Supervisor Altizer to adapt the ordinance with the revision of condition #1 and addition of ~andition 4, and carried by the following recorded vote: AYES: Supervisors Moore, church, Altizer, McNamara, Flora NAYS: None 2 A D~PY'fESTE: Brenda J. Hol an, CMD Deputy Dlerk to the Board c: David Holladay, Planner I11 Arnold Lavery, Directar, Community Development Tarek Moneir, Deputy Director, Development Philip Thompson, Deputy Directar, Planning Jahn Murphy, Zoning Adn~inistratar Billy Driver, Directar, Real Estate Valuation Paul Mahoney, CauntyAttarney 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT'fHE ROANOKE COUNTY ADMINISTRA'I-IOIV CENTER, TUESDAY, MAY ~~, 2oQS ORDINANCE 4~2~08-1 G TO REZONE ~ .~ ACRE FROM I-~, HIGH IN'rEN~ITY INDUSTRIAL DISTRICT, TO C-Z, GENERAL COI~NIERCIAL DISTRICT, F(3RTHE PI~IRPO~E OF CONSTRUCTING AN UNMANNED GASOLINE STATION LOCATED AT 337 SHAVII~NEE DRIVE TAX NIAP NO. 5~.a2-~-~ x.41 ~, CATAII~BA I~IAGISTERIAL DISTRICT, UPON THE APPLICATION OF C~UARLES PETROLEUM, INC. VIIHEREAS, the first reading afthis ordinance was held an April ~2, 2D0~, and the second reading and public hearing were held May ~7, 2DOS; and, UUHEREAS, the Roanoke Caunty Planning Commission held a public hearing an this matter on May ~, ~OD8; and ~JVHEREAS, legal notice and advertisement has been provided as required by law BE IT ORDAINED by the Board of Supervisors of Raanoke Caunty, Virginia, as follows: ~ , That the zoning classification of a certain tract of real estate containing ~ .~ acre, as described herein, and located at 3~2~ Shawnee Drive Tax Map Number55.D~-~- ~ 3.1 } in the Catawba Magisterial District, is hereby changed from the zoning classification of I-~, High Intensity Industrial District, to the zoning classification of C-~, General Commercial District ~. That this action is taken upon the application of Quarles Petroleum, Inc. 3. That the owner of the property has voluntarily proffered in writing the following conditions which the Board of Supervisors of Raanoke Caunty, Virginia, hereby accepts: (1) The subject property will be utilized solely as a gasoline station. (2} Any free standing sign on the proper#y shall not exceed fifteen (7 5) feet in height with a minimum setback of fifteen (15) feet. (3) The maximum height of any structure shall not exceed forty-five (45) feet in height. 4. That said real estate is more fully described as follows: Being all of Tax Map Na.55.02-2-13.~ and containing 1.D acre and located at 337 Shawnee Drive, Roanoke, VA. 5. That this ordinance shall be in full force and effect thirty (30} days after its final passage. All ordinances ar parts of ordinances in conflict with the provisions of this ordinance be, and thesame herebyare, repealed. The ZaningAdministrataris directedta amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Church to adapt the ordinance, and carried by the fallowing recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTS: lt, ~~ Brenda J. Holton, CMC Deputy Clerk to the Board c: David Holladay, Planner Ill Arnold Covey, Director, Community Development Tank Moneir, Deputy Director, Development Philip Thompson, Deputy director, Planning John Murphy, Zoning Administrator Billy driver, Director, Real Estate Valuation Paul Mahoney, County Attorney AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRA"I"ION CENTER ON TU ESDAY, MAY 27, 2008 ORDINANCE 4~Z708-~7 GRANTING A SPECIAL USE PERMIT To GPERATE A DR111E-IN AND FAST FGGD RESTAURANT UN ~,~lZ ACRES LOCATED AT 43Z~ BRAMBLETGN AVENUE TAX MAP No. ?G.Z4-Z-~8~ WINDSOR HILLS MAGISTERIAL DISTRICT, UPON THE PETI1"ION 4F LIENDG, LTD. ~1IHEREAS, Liendo, Ltd. has filed a petition for a special use permit to operate a drive-in and fast food restaurant to be located at 4321 Brambleton Avenue (Tax Map No. ?G.20-2-18} in the 1Nindsor Hills Magisterial District; and V1~HEREAS, the Planning Commission held a public hearing on this matter on May G, 2008; and UVHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on April 22, 2008; the second reading and public hearing on this matter was held on May 2l, 208. NOV11, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as (allows: ~ . That the Board finds that the granting of a special use permit to Liendo, Ltd, to operate adrive-in and fast food restaurant to be located at 4321 Brambleton Avenue in the UVindsor Hills Magisterial District is substantially in accord with the adopted 2005 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of the 1950 Code of Virginia, as amended, and that it shall have a minimum adverse impact on the surrounding neighborhood or community, and said special use permit is hereby approved with the follo~ring conditions: (1) The subject property shall be utilized for the operation of a drive-in/fast food restaurant with take-out and delivery services only. Due to existing site conditions, table service shall not be permitted Frith this use, nor shall adrive-through or a drive-up facility. (2) Total signage on the site shall not exceed seventy-five (75} square feet, excluding directional and temporary signs. The existing pole sign may be refaced, but shall not be expanded. 2. That this ordinance shall be in full force and effect thirty {30) days after its final passage. All ordinances or parts of ordinances in conflict vtirith the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. ~n motion of Supervisor McNamara to adopt the ordinance, and carried by the follo~ring recorded vote: AYES: Supervisors Moore, church, Altizer, McNamara, Flora NAYS: None A COPY TESTS: ~1~ T~ Brenda J. Holton, CMC Deputy Clerk to the Board c; David Holladay, Planner III Arnold Davey, Director, ~ammunity Development Tarek Maneir, Deputy Director, Development Philip Thompson, Deputy Director, Planning Jahn Murphy, Zoning Administrator Billy Driver, Director, Real Estate Valuation Paul Mahoney, ~ountyAttorney 2 ATA REGULAR MEETING OF THE BOARD OF SUPERVISC]RS OF RC~ANOKE COUNTY, VIRGINIA, HELD AT~fHE ROANC~KE COUNTYADMINISTRATIGN CENTER, CAN TLIESDAY, MAY ~~, ~~DS ORDINANCE 05218-18 TO REZONE ~.~1~ ACRES FROM ~- ~, LOI~f INTENSITY INDUSTRIAL DISTRICT, TO C-~, GENERAL COMMERCIAL DISTRICT, FOR THE PURPOSE OF CONSTRUCTING A HOTEL LOCATED AT THE CORNER OF PLANTATION ROAD AND HITECH ROAD ~TA~ MAP N0.27.~fi-fi-~~, HOLLINS MAGISTERIAL DISTRICT, UPON THE APPLICATION OF DHARMENDRA PATEL WHEREAS, the first reading of this ordinance was held on April ~2, X008, and the second reading and public hearing were held May 2l, 2008; and, WHEREAS, the Roanoke County Planning Commission held a public hearing on this matter on May G, 2008a and UVHEREAS, legal notice and advertisement has been provided as required by law. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: ~. Thatthe zoning classification of a certain tract of real estate containing 2.210 acres, as described herein, and located at the corner of Plantation Road and Hitech Road {Tax Map Number 27.06-6-1) in the Hollins Magisterial Dis#rict, is hereby changed from the zoning classification of 1~1, Law Intensity Industrial District, to the zoning classification of C-2, General Commercial District. 2, That this action is taken upon the application of Dharmendra Patel. 3. That the owner of the property has voluntarily proffered in writing the fallowing conditions which the Board of Supervisors of Roanoke County, Virginia, hereby accepts and which are attached hereto as Exhibit A signed byCore-Hollins Hospitality, LLC, Owner. 4. That said real estate is more fully described as follows: Being all of Tax Map No. Zl.o6-G-'I containing ~.~1~ acres and located at the corner of Plantation Rand and Hitech Road. 5. That this ordinance shall be in full force and effect thirty (30) days after its final passage, All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. -fhe Zoning Administrator is directed to amend the zoning district map to reflectthe change in zoning classification authorized by this ordinance. ~n motion of supervisor Flora to adoptthe ordinance, and carried bythe following recorded vote: AYES: supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTS: Brenda J. olton, CMC Deputy Clerk to the Board c: David Holladay, Planner III Arnold Covey, Director, Community Development Tarek Moneir, Deputy Director, Development Philip Thompson, Deputy Director, Planning John Murphy, Zoning Administrator Billy Driver, Director, Real Estate Valuation Paul Mahoney, bounty Attorney E~HTBIT ~ Address of Sub'ect Property: Tax Map No.: Applicant's Name: Owner's Name: PROFFERED CONDITIONS 0 Plantation Road [corner of Plantation Road and Hitech Road] 42T.OG-06.01.00 Dharmendra Patel Core-Hollins Hospitality, LLC PROFFERS The undersigned applicantlowner does hereby proffer the following conditions in copjunction with the rezoning request: 1. The subject property will be developed insubstantial conformity with the "Proposed Lodging and outparcel, Roanoke, Virginia,,' prepared by Hughes Associates Architects, under date of May 21, X608. 2. The proposed hotel shall be constructed insubstantial conformity with the "Comfort Suites -Elevation E, Side Elevation & Rear Elevation" ["Comfort Suites Elevations"], prepared by Hughes Associates Architects, under date of April 28, X008. 3. The uses of the property will be lirr~ited to the following uses set forth in Section 30- 54-2 of the Roanoke County Zoning ordinance: By Riaht Uses: a. Civic uses i. Past office b. office uses i. Financiallnstitutions ii. General office iii. Medical office iv. Laboratories c. Commercial uses i. Antique Shops ii. Automobile PartsfSupply, Retail iii. Business Support Services iv. Business orTrade Schools v. Communications Services vi. Consumer Repair Services vii, oasoline Station viii. HotellMotellMotarLOdge ix. Personal Services EXHIBIT A x. Restaurant, General xi. Retail Sales xii. Studio, Fine Arts xiii. Veterinary HospitallClinic By Special Use Permit: a. Commercial Uses i. Convenience Store ii. Restaurant, Drive-in and Fast Faad 4. The roof of the proposed hotel will utilize hip roof construction with single plane grey shingles. Decorative dormers and fenestration between window groups will be utilized only in the frontfa~ade of the building which faces Plantation Road. 5. The facade of the proposed hotel will utilize similar design elements as those buildings located on the campus ~of Hollins University, while also complying with franchisor requirements. Specifically, the entire building will have a single plane roof with a broad brick base and minimal brick columns, as shown on the "Comfort Suites Elevations." G. The brick utilized in the construction of the building will be complementary in solar, size and installation to that utilized in the buildings located at Hollins University. The solar specification for the proposed hotel will be Gld Virginia Brick ~- "Poplar Forest", with same solar variation for visual relief. 7. The exterior of the building will be Exterior Insulation Finishing System ~"EIFS"}, or synthetic stucco, with a three separate colors utilized on the front, ends and back of the building. The color specifications and locations of such colors for the building exterior are setforkh in the "Comfork Suites Elevations" and are as follows: Color No.1: SUV 8318 --Crisp Linen; Color Na. ~: S~J1! 532 -Inviting Ivory; Color No. 3: SUV 2858 -Harvest Gold. 8. The proposed hotel will utilize clear or lightly tinted glass. 9. The window trims will be constructed of white material, similar to the use of white windows at Hollins University, and will utilize a height to width ratio of approximately 3:2. 1 g. The screening fence utilized to screen in the waste disposal will be constructed of brick and will utilize the same colors as the proposed hotel, ~ ~ .The light pales shall be less than twenty-five feet X25'} tall and will be one of the fallowing colors: black, gray or grayish brawn. ~2.The facade of the proposed hotel shall Include three exterior signs, one on the front and one an each side, which shall be enhanced with interior illumination and shall have both a height and a width of no greaterthan ten feet X10'}. 2 E~HTBIT A 1 . Two monument signs will be utilized an the property. The structures containing the monument signs shall be constructed ofthe same brick material as the proposed hotel and have both a height and a width of no greater than ten feet t~ g'}. The monument signs, contained within the structures, shall have bath a height and a width of na greater than eight feet ~~'}. 14. Landscaping shall fallow the landscape guidelines for commercial lots as set farkh in the UVilliamson Road I Hollins Village Masterplan Design guidelines, as of July 15, ~ 9g~. 15. Any additional buildings erected on the property will utilize similar construction standards, designs and materials as the proposed hotel. ~UVNER: ~aRE~HaLLINS Ha~ALI~'Y, LLG BY ITS DATE: ~2~ ~~ ATA REGULAR MEETING GF THE BGARD GF SUPERVISGRS GF R~ANGKE CGUNTY, VIRGINIA, HELD AT THE RGANGKE CGUNTY ADMINISTRA-I'IGN CENTER GN TI.IESDAY, MAY 27, 2008 GRDINANCE O~Z708-~~ AMENDING SECTIGN 8.1-9 "FENALTIE, INJUN~TI~N, AND GTHER LEGAL ACTIDN~'~ GF GRAFTER 8,1 ER~~IGN AND SEDIMENT CGN'rR~L aF THE R~AN~KE C~LINTY CEDE WHEREAS, pursuant to the authority +~f Article 4. ~rosian and edirnen~ Con~rot Law, Chapter ~, Sail and Vl~ater Conservation, of Title 14.1 of the Code of Virginia ~195a, as amended}, the County of Raanake, Virginia, is authorized to establish and administer an erosion and sediment control program, including an Erasion and Sediment Control Grdinance; and, WHEREAS, the 2g~1 session of the Virginia General Assembly amended Section 1 Q.1-~82.J ~f the Code of Virginia for local erasion and sediment control programs authorizing an increase in civil penalties; and 1HEREAS, legal notice and advertisement has been published in a newspaper of general circulation within Roanoke County an Allay 18, 2998 and May 20, Z~~B; and, WHEREAS, the first reading of this ordinance was held an May 13, 2gg8, and the second reading and public hearing was held on May 2?, 2Da8. NC]W, THEREFGRE, BE IT GRDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Section 8.1.9 "Penalties, Injunctions and other legal actions" of Chapter 8.1 EROSIGN AND SEDIMENT CGNTR~L of the Roanoke County Code be, and hereby is, amended to read and provide as follows: Section 8.1-9. RENALTIES, INJUNC~`l~]NS, AND GTHER LEGAL ACwITI~NS A. Violators of this ordinance shall be guilty of a Class I misdemeanor. B. Civil Penalties: 1. A civil penalty in the amount listed on the schedule below shall be assessed for each violation of the respective offenses: a} Commencement of land disturbing activity without an approved plan as provided in Section 8.G-1 shall be $1,0001day. b} Vegetative Measures -failure to comply with items 1, ~ and 3 of the Minimum Standards shall be $3oolviolation~day. c} Structural Measures -failure to comply with items ~, 4, 9, 10, ~ 1, 15 and 17 ofthe Minimum Standards shall be $~a0lviolationlday. d} UlJatercourse Measures -failure to comply with items 12, 13 and 15 of the Minimum Standards shall be $300~violationlday. e} Underground Utility Measures -failure to comply with item 1G~a} andlor ~c} shall be $3001violationlday. f} Failure to obey a stop work order shall be $~,OOOlday. g} Failure to step work when permit revoked $1,0001day. ~, Each day during which the violation is found to have existed shall constitute a separate offense. However, in no event shall a series of specified violations arising from the same operative set of facts result in civil penalties which exceed a total of $10,000, except that a series of violations arising from the commencement of land- disturbing activities without an approved plan for any site shall not result in civil penalties which exceed a total of $10,000. -the assessment of civil penalties according to this schedule shall be in lieu of criminal sanctions and shall preclude the prosecution of such violation as a misdemeanor under Subsection A ofthis section. C. The Director of Community Development or his assignee may apply to the Circuit Court of the County of Roanoke to enjoin a violation or a threatened violation of this ordinance, without the necessity of showing that an adequate remedy at law does not exist. D. In addition to any criminal penalties provided under this ordinance, any person who violates any provision of this ordinance may be liable to the County of Roanoke in a civil action for damages, E. Civil Penalty Enumerated: UVithout limiting the remedies which may be obtained in this section, any person violating or failing, neglecting, or refusing to obey any injunction, mandamus or other remedy obtained pursuant to this section shall be subject, in the discretion of the court, to a civil penalty not to exceed $2,OOg for each violation. A civil action for such violation or failure may be brought by the County of Roanoke, Any civil penalties assessed by a court shall be paid into the Treasury of the County of Roanoke, except that where the violator is the locality itself, or its agent, the court shall direct the penalty to be paid into the State Treasury. F. 11Vith the consent of any person who has violated or failed, neglected or refused to obey any regulation or condition of a permit or any provision of this ordinance, the County of Roanoke may provide far the payment of civil charges for violations in specific sums, not to exceed the limit specified in Subsection B~2} of this section. Such civil charges shall be instead of any appropriate civil penalty which could be imposed under Subsection B ar E. C. The County's Attorney shall, upon request of the County of Roanoke or the permit issuing authority, take legal action to enforce the provisions of this ordinance, H. Compliance with the provisions of this ordinance shall be prima facie evidence in any legal ar equitable proceeding for damages caused by erasion, siltation ar sedimentation that all requirements of law have been met, and the complaining party must show negligence in arderto recover any damages. 2. That the provisions of this ordinance shall be in full force and effect from and after July 1, 2gg8. ~n motion of Supervisor Flora to adapt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTS: ~- ~~ Brenda J. Holton, CMC Deputy Clerk to the Board c; Circuit Court Robert P. Doherty, Jr., Judge James R. Swanson, Judge Steven A. McGraw, Clerk Bonnie Hager, Judicial Secretary Nonce Loge, Secretary Juvenile Domestic Relations District Court Doris J. Johnson, Clerk (for distribution) General District Court Vincent A. Lilley, Judge Theresa A. Childress, Clerk {for distribution 3 Gerald Holt, Sheriff Kevin Hutchins, Treasurer Nancy Harn, Commissioner of Revenue Paul Mahoney, Caunty Attorney Randy Leach, Commonwealth Attorney Chief Magistrate Raymond Leven Diana Rosapepe, Director, Library Services Ray Lavinder, Police Chief Richard Burch, Chief of Fire & Rescue Roanoke Law Library, 315 Church Avenue, S.vU., Rke ~4~1 G Roanoi'ce County Law Library, Singleton Osterhaudt Roanoke County Code Book John M. Chambliss, Jr., Assistant County Administrator Dan O'Donnell, Assistant Caunty Administrator Diane D. Hyatt, Chief Financial Officer Arnold Covey, Director, Community Development Tarek Moneir, Deputy Director, Development Philip Thompson, Deputy Director, Planning Rebecca Owens, Director, Finance David Davis, Court Services Elaine Carver, Chief Information Officer Anne Marie Green, Director, General Services Pete Haislip, Director, Parks, Recreation & Tourism vVilliam E. Driver Director, Real Estate Valuation Brent Robertson, Director, Management ~& Budget 4 AT A REGULAR MEETING OF THE BOARD OF SI~IPERVISOR OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON fiUESDAY, MAY 2~, ~~08 ORDINANCE X5214$-2~ T~ INDREASE 'rHE SALARIES ~F 'rHE MEMBERS ~F THE BARD ~F SUPERVISORS ~F R~DAN~KE COUNTY PURSUANT T~ SEC'rI~N 3.47 OF THE R~AN~~CE COUNTY CHARTER AND SECTION 15.Z-14~~4.3 ~F THE CEDE CAF VIRGINIA ~IIIHEREA, Section 3.91 of the Charter of the County of Roanoke provides for the compensation of members of the Board of Supervisors and the procedure for increasing their salaries; and VIIHEREAS, Section ~ ~.~-1414.3 of the 1958 Cade of Virginia, as amended, establishes the annual salaries of members of boards of supervisors within certain population brackets; and UIIHEREAS, the Board of Supervisors of Roanoke County, Virginia, has heretofore established the annual salaries of Board members at $15,941.94 by Ordinance 952ZO1-13 and further has established the additional annual compensation for the chairman for the Board to be $1,800 and for the vice-chairman of the Board #o be $1,294; and 1HEREAS, this section provides that the maximum annual salaries therein provided may be adjusted in any year by an inflation factor not to exceed five (5%) percent; and VIJHEREAS, the first reading an this ordinance was held an May 13, 2Q08; the second reading and public hearing will be held an May Z7, 2D48. NOV11, THEREFORE, it is hereby ORDAINED by the Board of Supervisors of Roanoke County, Virginia, that the annual salaries of members of the Board of Supervisors of Roanoke County, Virginia, are hereby increased by an inflation factor of 4°/~ pursuant to the pravisians of Section 3.g7 of the Roanoke County Charter and Section 15.x-14~4~3 of the 19~g Code of Virginia, as amended. The new annual salaries shall be $~ ~,585.8G for members of the Baard. In addition, the chairman of the Board will receive an additional annual sum of $1,$00 and the vice-chairman of the Board will receive an additional sum of $1,200. This ordinance shall take effect on July 1, 2gQS, On motion of Supervisor Flora to adapt the ordinance, and carried by the following retarded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None A COPY TESTE: ~~y ~ ~-- Brenda .!. Holton, CMC Deputy Clerk to the Board c: Paul Mahoney, County Attorney Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Joe Sgroi, Director, Human Resources 2