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HomeMy WebLinkAbout1/13/2009 - Adopted Board RecordsATA REGULAR MEE1-ING 4F THE BOARD GF SUPERVISORS OF RGANGKE COUNTY, VIRGINIA, HELD AT THE RGAN4KE CaLINTY ADMINISTRATIGN CENTER GN TUESDAY, JANUARY 13, 2009 RES~LUTInN 011309-1 ~F APPRECIATION Tn RICHARD C. FLnRA FAR HIS SERVICE AS CHAIRMAN ~F THE BARD GF SUPERVISORS I N 2008 VIJHEREAS, Richard C. Flora served as Chairman ofthe Roanoke County Board of Supervisors during 2008; and VIJHEREAS, during Mr. Flora's term as Chairman, the following noteworthy achievements took place: Approval of the construction of the multi-generational recreation center, the fleet service center, the North County fire and rescue station, the South County library and the installation of the County's new digital emergency radio system; > Groundbreakingforawaterlineextensionalong Route220 intoFranklin County, a significant regional initiative undertaken in partnership with the Western Virginia WaterAuthority and Franklin County; > Relocation of Toshiba Mitsi~ibishi Electric GE's headquarters to the County, the grand openings of Gander Mountain, Camping World, and Tractor Supply, the expansion of several local companies including Synchrony, Inc., and Kroger, and the announcement of a new Department of Motor Vehicles Customer Service Center to be located in North County; > Continued development of the Center for Research and Technology and the formation of apublic-private partnership to locate a new 200-acre bi.~siness park at the intersection of I-581 and I-81; > Successful containment of the Green Ridge Mountain fire without loss of life or property which required the Fire and Rescue Departmentto respond to 84 calls for assistance within a 24-hour period; > opening of Read Mountain Preserve, the newest addition to the County's park system, and the completion of the County's first segment of the Roanoke River Greenway at Green Hill Park; Amending the Roanoke County Comprehensive Plan to include the Mount Pleasant and Hollins Area Community Plans; Continued progress on School capital projects including funding forthe renovations of multiple elementary schools; Designation of the main football field at Darrell She11 Park in memory of Jesse Glowers, Sr. and his son Jesse Glowers, Jr., who was killed in action while serving in Afghanistan; and VIJHEREAS, Chairman Flora worked diligently throughout the year to represent the citizens of Roanoke County by emphasizing sound financial strategies and practices to benefit all of the residents of the Roanoke Valley. N~VII, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does herebyextend its deepest appreciation to RICHARD C. FLORAfor his service as Chairman during 2008 and for his belief in democracy and championing of citizen participation in local government. ~n motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSTAIN: Supervisor Flora A COPY TESTE: Brenda J. H Iton, CMG Deputy Clerk to the Board 2 ACTIN NQ. A-011309-2 ITEM N~. F-1 AT A REGULAR MEETING 4F THE BOARD 4F SUPERVISGRS 4F RGAN4KE C4l.INTY, VIRGINIA HELD AT THE R4AN4KE CQUNTY ADMINISTRATION CENTER MEETING DA'~E: January 13, 2009 AGENDA ITEM: Request to approve Contract Amendment for the Architectural and Engineering Services for the South County Library SUBMITTED BY: Diane D. Hyatt Chief Financial Officer APPRGVED BY: John M. Chambliss, Jr. County Administrator CGUNTYADMINISTRATGR'S CGMMENTS: BACKGRGUND: The New South Co~~nty Library has a budget of $18,000,000. 4f this amount, $16,290,000 was included in the 2008 Lease Revenue Bond Sale. To date we have spent $1,307,824 on the project. The construction budget for the project was $12,339,990. When the construction bids were opened on August 21, 2008, they were significantly over budget 4with the low bid being 32°/0 over budget}. SUMMARY GF INFGRMAl'IGN: County staff I~as spent several months evaluating why the construction bids were so far over budget, with the goal of bringing the project within budget. Even though construction prices have decreased since the bid date, that alone will not be sufficient without some redesign of the project. 1 After careful review and negotiations, staff recommends restructuring the professional services for the library, so that the architectural firm of Holzheimer Bolek + Meehan ~HBM~, and their affiliated Local firm of ~vVPR, will be responsible for the following services; 1. Redesign of the projectwithin budget 2. Providing construction estimates 3. Coordinating the Clerk of the vVorks for the on-site review during construction 4. Coordinating the Commissioning needed for the project This contract amendment will provide an additional $250,000 to HBM for their services. These funds will be available from reallocating other professional services lines within the budget. The total project budget will not change. The redesign will begin immediately. fur goal will be to maintain the program functionality of the building. The project will be ready to rebid in May 2009. FISCAL IMPACT: This contract amendment will be funded from within the total project budget. No budget appropriation is needed. STAFF REC~I~I~ENDATI~N: Staff recommends amending the contractwith Holzheimer Bolek+ Meehan to provide an additional $250,000 for their services as outlined above. In addition, payments to the Clerk of the vVorks and the Commissioning agent may be paid through HBM. The amended contract will be in a form approved by the County Attorney. v~TE: Supervisor Moore moved to approve staff recommendation Motion Approved ~ Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Flora ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Altizer ~ ^ ^ c: Diane Hyatt, Chief Financial officer Diana Rosapepe, Director of Libraries Joe Obenshain, Senior Assistant County Attorney 2 ACTIGN NG. A-011309-3 ITEM NG. F-2 AT A REGULAR MEE-I-ING GF THE BGARD GF SUPERVISGRS CAF RGANnKE CGUNTY, VIRGINIA HELDAT-rHE R~AN~KE C~UNTYADMINISTRAI~IGN CENTER MEETING DATE: January 13, 2009 AGENDA ITEM: SUBMITTED BY: APPRGVED BY: Request for additional funding of $81,376 for replacement of Bent Mountain Fire and Rescue Station Parking Lot Anne Marie Green Director of General Services John M. Chambliss, Jr. County Administrator CaUNTY ADMINISTRATaR'S COMMENTS: SUMMARY 4F INFQRMAI'IQN: The parking lot and aprons at the Bent Mountain fire station were originally put in place in 1980 when the station was built. Since that time, weather, weight of vehicles, and snow melting products have been eroding the asphalt and concrete to the point where the deterioration was becoming an operational issue. Both the career and volunteer personnel at the station expressed concerns, and the Facilities Management Division of General Services had enough funding in its budget last year to meet the estimated replacement cost of $160,000. The project was put out to bid in the spring of X008, and awarded to New River Construction Company for $158,64, with no contingency. Once the work began, however, it became apparent that the cost was going to rise due to several factors. • The soil underi7eath the original asphalt and concrete in the front of the building wasn't compacted as much as it should have been originally, which may have contributed to the disintegration over the years. Because of this, the contractor had to compact it further, making it 1-112 feet below the grade of the property. This required additional stone to bring it up tothe level ofthe building. • In anticipation of a similar problem at the back of the building, the contractor dug deeper to allow for more compaction, but encountered a serious problem with water. The County's independent engineering firm recommended stone and a special matting material used by Virginia Department of Transportation ~VDGT~ to keep the ground water out of the area. • As the contractor moved away from the building, he encountered massive amounts of ground water, necessitating additional matting and gravel. To date, almost 2,000 tons of gravel have been used, and the contractor expects to use 1,500 more before the project is finished. • ~fhe water and electrical lines that serve the building from the well house were original to the facility, and staff decided it would bean appropriate time to replace those lines, so that the parking lot will no~~ have to dug up in the future if there is a problem. The lines have been placed in a sleeve so that any repairs can be done wi~~hout harn~~ing the pavement above. This was not planned at the beginning of the project, but it became apparent that it would prevent additional expenditures in the future, and was well worth the cost. In order to continue paying the contractor far work on the project, funding has been coming from the General ServiceslFacilities Capital Maintenance Account, which is used throughout the year for large capital improvements and repairs to county buildings. Attached is a list of other expenditures from that account during ~rhis fiscal year, which shows the type of projects it ordinarily covers. While we have covered A&E costs for Bent Mountain from that account, we are not asking for reimbursementforthose sums. If that account is not reimbursed for tl7e change orders, there will be no funding for the rest of the yearforemergency orroutine capital projects, including the planned replacement rooffor the Vinton Library. FISCAL IMPACT: The original contract and contingency in the amount of $158,624.00 has been expended. Funding for the change orders will require an additional $81,316.00, which is available in the minor capital account. ALTERNATIVES: 1. The Board can approve this request and allocate $81,376 from the minor capital account to cover the additional costs for this project. 2. The Board can direct staff to cover the cost from the General Services Capital Maintenance Account. 2 STAFF RECOMMENDATION: Staff recommends approval of Alternative 1. County buildings are aging and need continual maintenance and improvement. Repairs not performed now will lead to more expensive work in the future. VOTE: Supervisor McNamara moved to approve staff recorr~mendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Flora ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Altizer ~ ^ ^ c: Anne Marie Green, Director, General Services Rebecca awens, Director, Finance 3 ?00809 Expenditures from Facility Managernent Capital Maintenance Account Vendor Bldg # Amount F&R Bent Mountain Fire $2,141.fi5 FB~R Bent Mountain Fire $4,31 fi.00 F&R Bent Mountain Fire $4,2fi9.10 F&R Bent Mountain Fire $4,554.20 Spectrum Design Bent Mountain Fire $1,79fi.00 Spectrum Design Bent Mountain Fire $2,818.00 Spectrum Design Bent Mountain Fire $118.00 Spectrum Design Bent Mountain Fire $2,983.00 Mountain Roofing -Roof Replacement Catawba Fire $17,205.00 Mountain Roofing -Roof Replacement Catawba Rec $10,315.00 Newcomb -New HVAC Cave Spring Fire $9,104.00 Va A&E Ft Lewis Fire $2,581,00 Va A&E Ft Lewis Fire $160.00 Va A&E Ft Lewis Fire $6,388.00 HT Mechanical -New HVAC System Ft Lewis Fire $49,999.00 Baker Paving Kessler Mill $2,500.00 Beckner -New Boiler Library Headquarters $16,Ofi4.00 Rusco -Replacement Windows Read Mountain Fire $1,010.00 Johnson Control -Roof Top Units Vinton Library $29,415.00 Johnson Control -BAS Controls Vinton Library $3,450.00 Johnson Control -BAS Controls} Vinton Library $2,043.00 Newcomb -New HVAC Vinton Library $9,814.00 $85,030.55 AT A REGULAR MEETING OF THE BARD ~F SUPERVISORS QF R~AN~KE CGUNTY, VIRGINIA, HELD AT THE RCANGKE CGUNTY ADMINISTRATIGN CENTER ~N TUESDAY, JANUARY 13, 2009 RESGLUTiON 011309-4 ESTABLISHING A POLICY FGR THE APPGiN'fMENT GF MEMBERS TG THE RGAN~KE C4lINTY PLANNING C~MMISSI4N V1IHEREAS, the Cave Spring District appointment to the Planning Commission is the only district appointment that expires at the same time as the Board of Supervisor member's term from that district; and, Vl1HEREAS, a newly elected supervisor should have the opportunity to nominate a candidate for consideration for appointment to the Planning Corrirr~ission by the Board; and, V1IHEREAS, the terms of all members of the Planning Commission shall expire six months after the supervisor from that district commences his or her term of office; and, VIJHEREAS, no appointment of a Planning Commission member may occur earlier than thirty days prior to the expiration of his or her term of office; and, VIIHEREAS, Section 15.2-2212 of the Code of Virginia provides in part that the term of office for a member of a planning commission shall be four years. The local governing body may establish different terms of office for initial and subsequent appointments including terms of office that are concurrent with those of the appointing governing body, N~VII THEREFORE BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1 1. That from and after the date of the adoption of this Resolution, the appointment or reappointment of members to the Roanoke County Planning Commission shall be for a term of office to coincide with the term of office of the member of the Board of Supervisors from the district which he or she represents, plus six months. 2. That no Planning Commission member shall be appointed or re-appointed earlier than thirty days prior to the expiration of his or her term of office. 3. That the expiration of the terms of office of the sitting Planning Commission members and that the proposed new term of office to implement this resolution is as follows: Planning Commission Term Vinton 12/3112010 Windsor Hills 12/31/2012 Hollins 12/31/2011 Cave Spring 12/31/2011 Catawba 12/31/2009 Proposed Term 6/30/2014 6/30/2014 6/30/2014 6/30/2012 6/30/2012 The decision to extend the term of any current Planning Commission member or to appoint a new Planning Commission member for the proposed term of office shall be made by the Board of Supervisors at the time the c~arrent term expires. 4. `that this Resolution shall take effect immediately upon its adoption. 2 ~n motion of Supervisor Moore to adopt the resolution with the proposed term included for each Planning Commission member, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A COPY TESTE: Brenda J. Hol n, MC Deputy Clerk to the Board c: Paul Mahoney, County Attorney Philip Thompson, Deputy Director of Planning 3 ATA REGULAR MEETING QFTHE BQARD QF SUPERVISORS QF RQANQKE COUNTY, VIRGINIA, HELD AT 'fHE RQANOKE COUNTY ADMINISTRATION CENTER QN TUESDAY, JANUARY 13, 2009 RESGLUI'I~N 011309-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FGR'~H ON THE BARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM K- C~NSENTAGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: Thatthe certain section of the agenda of the Board of Supervisors for January 13, 2009 designated as Item K -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1. Resolutions of appreciation to the following employees who retired on January 1, 2009: ~a} Larry L. Greene, Parks, Recreation and Tourism Department, after more than thirfy-'five years of service fib} Lawrence J. Qnan, Parks, Recreation and Tourism Department, after more thantwenty-nine years of service (c) Sharon K. Pollard, Social Services Department, after ten years of service 2. Request from the schools to accept and appropriate funds in the amount of $84,659.54 for 'fiscal year 2008-2009 3. Requestfrom the Police Departmentto accept and appropriate an amendment to a Division of Motor Vehicle Grant for an additional $36,500, and a grant administered by the U.S. Department of Justice's Bulletproof Vest Partnership in the amount of $21,602.50 4 Requestfrom the Sheriff's Officetoacceptandappropriate aFederal Grantfrom the Department of Criminal Justice Services under the Criminal Justice Record System Irr~provement Program in the amount of $109,29 Thatthe Clerkto the Board is hereby authorized and directedwhere required bylaw to setforth upon anyof said itemstheseparatevotetabulationforanysuch item pursuant to triis resolution. Gn motion of Supervisor McNamara to adoptthe consent resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A CGPY TESTE: Brenda J. Holt n, CMC Deputy Clerk to the Board c: Rebecca Gwens, Director, Finance Dr. Lorraine Lange, School Superintendent Brenda Chastain, Clerk, School Board James R. Lavinder, Chief of Police Lt. Steve Turner, Grant Coordinator, Police Department Gerald Holt, Sheriff 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINIS~f RATION CENTER ON TUESDAY, JANUARY 13, 2009 RESOLUTION 4~~349-5.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO LARRY L. GREENE, PARKS, RECREATION, AND TOURISM DEPARTMENT, UPON H1S RETIREMENTAFTER THIRTY-FIVE YEARS OF SERVICE WHEREAS, Larry L. Greene was employed by Roanoke County on November 19, 193; and 1NHEREAS, Mr. Greene retired on January 1, 2009, as a Motor Equipment Operator I with the Department of Parks, Recreation, and Tourism after 35 years and 2 months of service t0 Roanoke County; and VIIHEREAS, Mr. Greene was committed to providing a quality product and service for Roanoke County, and his friendly, helpf~~il, and outgoing personality made him a true ambassador far the Roanoke County Parks, Recreation, and Tourism Department; and WHEREAS, Mr. Greene, through his employmentwith Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County. NOS, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke Countyexpresses its deepest appreciation and the appreciation ofthe citizens of Roanoke County to LARRY L. GREENE for more than thirty-five years of capable, loyal, and dedicated service to Roanoke County, and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. ~n motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A C~PYTESTE: Brenda J. Holt n, CMC Deputy Clerk to the Board 2 ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COI,INTY, VIRGINIA, HELD AT +rHE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 13, 2049 RESGLUTION 0~ ~ 309-5.b EXPRESSING 'SHE APPRECIAI'IGN nF THE BARD 4F SIJPERVIS~RS OF R~AN~KE COUNTY TD LAWRENCE J. GNAN, PARKS, RECREAI'IGN, AND TGIJRISM DEPARTMENT, UPGN HIS RETIREMENT AFTER TWENTY-NINE YEARS ~F SERVICE WHEREAS, Lawrence J. Onan was employed by Roanoke County on June 1,1979; and WHEREAS, Mr. Onan retired on January 1, 2409, as a Parks Administratorwith the Department of Parks, Recreation and Tourism after 29 years and ? months of service to Roanoke County; and WHEREAS, Mr. Onan's efforts contributed to optimizing the e~Fficiency and effectiveness of the Roanoke County Parks Department and helped to maintain a safe work environment for Park employees as well as safe facilities for the Park visitors of Roanoke County; and WHEREAS, Mr. Onan also served as Appraiser I and Appraiser II in the Real Estate Valuation Department; and WHEREAS, Mr. Onan, t~irough his employment with Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County. NOW, THEREFORE, BE IT RESOLVEDthatthe Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to LAWRENCE J. ~NAN for more thantwenty-nine years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor McNamara to adopt ~rhe resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A COPY -~ESTE: Brenda J. Hol n, CMC Deputy Clerk to the Board 2 ATAREGULAR MEETING GF THE BGARD GF SUPERVISORS GF RGANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE CGUNTY ADMINISTRATION CEN~fER GN TUESDAY, JANUARY 13, 2009 RESOLUTION 41~3~9-5.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO SHARON K. POLLARD, SOCIAL SERVICES DEPARTMENT, UPON HER RETIREMENT AFTER TEN YEARS OF SERVICE WHEREAS, Sharon K. Pollard was employed by Roanoke County on April 13,1998; and WHEREAS, Ms. Pollard retired on January 1, 2009, as an Eligibility Workerwith the Social Services Department after 1o years and 8 months of service to Roanoke County; and WHEREAS, Ms. Pollard served all of the Roanoke County citizens she came in contact with through Social Services with great care and concern; and WHEREAS, Ms. Pollard, through her employment with Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SHARON K. POLLARD for more than ten years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. 4n motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A C~PYTESTE: Brenda J. Hol on, CMC Deputy Clerk to the Board ACTIGN NG. A-o113o9-5.d I"f EM NG. K-2 .~ _ AT A REGLILAR MEE"PING GF THE BGARD GF SUPERVISORS ~F RGAN~KE CGUNTY, VIRGINIA HELD AT "fHE RGANGKE CGUNTY ADMINISTRATIGN CENTER MEETING DA'~E: AGENDA ITEM: APPRQVED BY: January 13, 2909 Request from the schools to accept and appropriate funds in the amount of $84,659.54 for fiscal year 2008-2009. John M. Chambliss, Jr. County Administrator CQl,INTYADMINISTRAT4R'S CQMMENTS: SUMMARY QF INFQRMATI4N: Roanoke County Schools requests that the Board accept and appropriate the following: 1. The purpose of this grant is to support a parent education initiative for the Driver Education program in Roanoke County Schools. 'this initiative is a cooperative effort between the Roanoke County Public Schools, the Roanoke County Police Department, Allstate Insurance, and the Allstate Foundation. The purpose of this program is to develop and improve safe driving habits for our teen drivers. "the focus of this program will be to: • Increase parental involvement in the education of our teen drivers. • Create awareness of the parent's responsibilities inthe student's driver education and licensing process. • Create opportunities for better partnerships between teens and their parents in developing responsible drivers. • Develop a better understanding of the irr~pact of driver behavior on the community. This grant from the Allstate Foundation in the amount of $2,166 will support the continuation of the Partnering for the Privilege Safe Teen Driving program initiated in 2006, This program will include parent meetings for each of our five high schools with the potential of reaching over 120o students and their families. The goal of the Roanoke County program is to present one parent meeting in each of the five high schools by March 2009. The target audience will be parents of teens preparing for or those in the process of acquiring a driver's license. 2. Roanoke CountySchools andVirginiaWestern CommunityCollege havean agreement wherebythecollege provides college level courses in English, US History, AP Calculus and certain technical and science subjects. ~fhese courses are taught by Roanoke County teachers who meet the college's criteria for adjunct professors. Monies that have been collected exceed ~rhe expenses; 'therefore, there is a request for these additional funds to be appropriated. Roanoke County Schools collected $129,850.00 tuition from 1076 students. VVI~CC will reimburse $220,696.38 for services rendered teachers, administrating expenses, rooms, utilities, and maintenance}. Roanoke CountySchools owesVU11CC $294,261.84 fortuition and technology fees and college service fees. The difference between what was collected and what was spent is $56,284.54. Roanoke County Schools requests that$56,284.54 be appropriated tothe instructional program. 3. Roanoke County Public Schools submitted a Learn and Serve Virginia: An Environmental Approach to Service Learning grant proposal to the Virginia Department of Education. "The Roots of the Watershed and Into the Stream" grant will be based out of the Glenvar Middle and Glenvar High schools, but will include training, programs and activities for all Roanoke County middle and high school science teachers and students, The grant allocation is the amount of $26,209. In kind match x$26, 000+}will be satisfied by time and involvement of meaningful outdoor water experiences at such localities as; Chesapeake Bay, Camp Bethel, Camp Roanoke, W.E. Skeleton 4-H Center, and others. The Science Grant budget will be increased by $26,209. FISCAL IMPACT: ~ . The driver education program will be increased by $2,166. 2. The instruction budget will be increased by $56,284.54. 3. The science budget will be increased by $26,209. ALTERNATIVES: None STAFF RECGIVIIVIENDATIGN: Staff recommends the appropriation of funds in the amount of $84,659.54 for fiscal year 2008-2009. 2 VOTE: Supervisor McNamara moved to approve staff recommendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Flora ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Altizer ~ ^ ^ c: Rebecca Owens, Director, Finance Dr. Lorraine Lange, School Superintendent Brenda Chastain, Clerk, School Board ACl'ION NO. A-011309-5.e ITEM N0. K-3 AT A REGULAR MEET"ING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: January 13, 2009 Request to accept and appropriate an amendment to a Division of Motor Vehicle Grant for an additional $36,500, and a grant administered by the U. S. Department of Justice's Bulletproof Vest Partnership in the amount of $21,602.50. James R. Lavinder Chief of Police John M. Chambliss, Jr. County Admir~istrator C4UNTYADMINISTRAT~R'S COMMENTS: SUMMARY 4F INF4RMAT14N: The Virginia Department of Motor Vehicles has issued an amendment that provides an additional $36,500.00 in funds that will increase an originally approved grant from $25,500 to a total of $62,000. These funds will be used to purchase equipment, pay for personnel to analyze crash reports, and provide specialized traffic crash and safety training. These funds are for fiscal year 2009 October 1, 2008 thru September 30, 2009.} There is no cost to Roanoke County. The Bulletproof Vest Partnership Grant provides funds to assist in the p~irchase of protective vestsfor lawenforcementand correctional officers. This is a fifty percent match which provides for half the cost of each vest up to a total of $21,602.50 of federal funds. This grant is provided to the Roanoke County Police Department and the Roanoke County Sheriff s office. Matcr~ing funds from the current department budgets will be $15,075 from the Police Department and $6,525.50 from the Sheriff s Office. The period for this grant is April 1, 2008 thru March 31, 2010. FISCAL IMPACT: None. ALTERNATIVES: None. STAFF REC4MMENDATI~N: Staff recommends acceptance and appropriation of the Department of Motor Vehicle grant amendment in the amount of $36,500 and the Bulletproof Vest Partnership grant in the amount of $21,602.50. VOTE: Supervisor McNamara moved to approve staff recommendation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Flora ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Altizer ~ ^ ^ Cc: James R. Lavinder, Chief. of Police Lt. Steve Turner, Grant~Coordinator, Police Department Rebecca nwens, Director, Finance 2 AC'f IGN NG. A-011309-5.f I'f EM NG. K-4 AT A REGULAR MEE'I~ING GF THE BDARD GF SUPERVISGRS GF RGANGKE CGUNTY, VIRGINIA HELD AT THE RGANGKE CGUNTY ADMINISTRATIGN CEN~fER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: January 13, 1009 Request from the Sheriff's Office to accept and appropriate a Federal Grant from the Department of Criminal Justice Services under the Criminal Justice Record System Improvement Program in the amount of $109,294 Gerald S. Holt Sheriff John M. Chambliss, Jr. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Sheriff's Gffice has received approval for a grantwhich provides continued funds from the Department of Criminal J~~stice Services for a Criminal Justice Record System Improvement program. This programwill providefundsto purchaseadditionalequipment that will further upgrade the Jail Management System & Document Imaging software. This grant was approved by letter on December 18, 2005. This grant award is for a twelve month period, from January 1, 2009, through December 31, 2009. FISCAL IMPACT: Matching funds are available in the Sheriff's Gffice budget. The grant is in the amount of $109,294 in federal funds and $36,431 local cash match for a total of $145,725 and requires no additional funding from the Board of Supervisors. ALTERNATIVES: None STAFF RECQI~I~ENQATIoN: Staff recommends that the Board accept and appropriate the awarded grant funds. VOTE: S~~ipervisor McNamara moved to approve staff recorrin~endation Motion Approved Yes No Abs Ms. Moore ~ ^ ^ Mr. Church ~ ^ ^ Mr. Flora ~ ^ ^ Mr. McNamara ~ ^ ^ Mr. Altizer ~ ^ ^ c: Gerald Holt, Sheriff Rebecca Owens, Director, Finance AT A REGI.ILAR MEE1"ING GF THE BGARD GF SUPERVISGRS OF RGANGKE CGUNTY, VIRGINIA, HELD AT THE R4ANGKE CGUNTY ADMINISTRATIGN CEN"fER GN TUESDAY, JANUARY 13, 2009 RE5OLUTION 011349-6 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted inconformity with Virginia law. NqW, THEREFGRE, BE IT RESGLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Gnly public business matters lawfullyexempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Gnlysuch p~,iblicbi~siness mattersaswere identified inthemotionconveningthe closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Gn motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara, Altizer NAYS: None A CGPY TESTE: Brenda J. Ho ton, CMC Deputy Clerk to the Board