HomeMy WebLinkAbout4/14/2009 - Regular
Roanoke County
Board of Supervisors
Agenda
April 14, 2009
Good afternoon and welcome to our meeting for April 14, 2009. Regular meetings are
held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are
held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule
will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be
rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Our meetings are
now closed-captioned, so it is important that anyone addressing the Board speak
directly into the microphones at the podium. Individuals who require assistance or
special arrangements to participate in or attend Board of Supervisors meetings should
contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance.
A. OPENING CEREMONIES (3:00 p.m.)
1. Roll Call
2. Invocation:
Reverend Dr. Louis M. Strickler
Woodlawn United Methodist Church
3. Pledge of Allegiance to the United States Flag
B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
C. BRIEFINGS
1. Presentation of County budget for fiscal year 2009-2010 and Capital
Improvement Program (CIP) for fiscal years 2010-2014. (B. Clayton
Goodman, III, County Administrator)
1
D. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Proclamation declaring April 12 through 18, 2009, as National Public Safety
Telecommunicators Week in Roanoke County
2. Resolution of appreciation to the Coffee Pot Ladies Auxiliary for 15 years of
caring for the triangle garden at the corner of Brambleton Avenue and Route
419
E. PUBLIC HEARING
1. Public hearing to receive citizen comments regarding recommendations of the
Roanoke County Bonding Committee regarding Mason's Crest Subdivision.
(Joseph Obenshain, Senior Assistant County Attorney; Tarek Moneir, Deputy
Director of Development Services)
a. Recommendation regarding the Developer's Erosion and Sediment
Control Agreement; and
b. Recommendation regarding the Developer's Land Subdivider's
Agreement.
2. Public hearing to receive citizen comments regarding recommendations of the
Roanoke County Bonding Committee regarding Hidden Ridge Subdivision.
(Joseph Obenshain, Senior Assistant County Attorney; Tarek Moneir, Deputy
Director of Development Services)
a. Recommendation regarding the Developer's Erosion and Sediment
Control Agreement; and
b. Recommendation regarding the Developer's Land Subdivider's
Agreement.
F. NEW BUSINESS
1. Request to adopt the Roanoke County School Budget for the fiscal year
2009-2010. (Drew Barrineau, School Board Chair; Lorraine Lange, School
Superintendent; and Diane Hyatt, Chief Financial Officer)
2. Request to approve the Roanoke Regional Airport Commission Budget for
fiscal year 2009-2010. (Jacqueline Shuck, Executive Director, Roanoke
Regional Airport; Diane Hyatt, Chief Financial Officer)
3. Request to approve the Roanoke Valley Resource Authority (RVRA) Budget
for fiscal year 2009-2010. (Dan Miles, Chief Executive Officer; Diane Hyatt,
Chief Financial Officer)
2
4. Request to approve the Roanoke Valley Television (RVTV) Budget for fiscal
year 2009-2010. (Elaine Bays, Cable Access Director)
5. Request to approve and appropriate funds in the amount of $24,900 for the
June 9, 2009 Primaries. (Judy Stokes, General Registrar)
6. Request to approve the health insurance plan and rates for County and
Schools for fiscal year 2009-2010. (Rebecca E. Owens, Director of Finance)
7. Request to approve the dental insurance plan and rates for County and
Schools for fiscal year 2009-2010. (Rebecca E. Owens, Director of Finance)
G. FIRST READING OF ORDINANCES
1. First reading of an ordinance establishing a trust for the purpose of
accumulating and investing assets to fund post-employment benefits other
than pensions. (Diane Hyatt, Chief Financial Officer)
2. First reading of an ordinance authorizing conveyance of an easement to
Western Virginia Water Authority for a water line across property owned by
the Board of Supervisors at the Roanoke County Fleet Services Building,
Hollins Magisterial District. (Joseph Obenshain, Senior Assistant County
Attorney)
3. First reading of an ordinance authorizing conveyance of an easement to
Appalachian Power Company (AEP) for electrical service to a residence on
Westward Lake Drive, a paper street, in the Catawba Magisterial District.
(Joseph Obenshain, Senior Assistant County Attorney)
H. SECOND READING OF ORDINANCES
I. APPOINTMENTS
1. League of Older Americans Advisory Council
2. Library Board (appointed by District)
3. Roanoke County Community Leaders Environmental Action Roundtable (RC-
CLEAR) for the ICLEI Program (appointed by District)
4. Roanoke Valley Greenway Commission
3
J. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY.
1. Approval of minutes - January 13, 2009; January 21, 2009
2. Resolution of appreciation to Patricia Brown, Information Technology
Department, upon her retirement after nineteen years of service
3. Request from the schools to accept and appropriate grant funds In the
amount of $10,503.64 for the Mentor Teacher Program
4. Confirmation of committee appointments to the Roanoke County Community
Leaders Environmental Action Roundtable (RC-CLEAR) for the ICLEI
Program
5. Acceptance of Westshire Court into the Virginia Department of Transportation
Secondary System
6. Acceptance and appropriation of a Five Star Restoration Matching Grant from
the National Association of Counties, National Fish and Wildlife Foundation,
and the Wildlife Habitat Council in the amount of $10,000 to help finance the
Taylor Tract Park Wetland Restoration/Enhancement Project
7. Resolution authorizing recordation of a deed restriction designating certain
reserve areas for purposes of preservation and use as open-space land for
storm water detention, flood drainage and conservation reserve on property
owned by the Board of Supervisors at the Roanoke County Fleet Services
Building, Hollins Magisterial District
K. REQUESTS FOR WORK SESSIONS
L. REQUESTS FOR PUBLIC HEARINGS
M. CITIZENS' COMMENTS AND COMMUNICATIONS
4
N. REPORTS
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
4. Statement of the Treasurer's Accountability per Investment and Portfolio
Policy as of March 31,2009
5. Proclamations signed by the chairman
O. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Joseph P. McNamara
2. Charlotte A. Moore
3. Joseph B. "Butch" Church
4. Richard C. Flora
5. Michael W. Altizer
P. CLOSED MEETING
Q. WORK SESSIONS (Training room - 4th Floor)
1. Work session for the Budget for fiscal year 2009-2010. (B. Clayton
Goodman, III, County Administrator; Brent Robertson, Director of
Management and Budget)
R. CERTIFICATION RESOLUTION
S. ADJOURNMENT
5
ACTION NO.
ITEM NO.
/i .
L.-l
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
SUBMITTED BY:
Presentation of County budget for fiscal year 2009-2010 and
Capital Improvement Program (CIP) for fiscal years 2010-2014
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside for a presentation of the proposed annual budget for fiscal
year 2009-2010 and the fiscal year 2009-2014 Capital Improvements Program.
Summaries of financial and operational information of the proposed budget have been
placed in all Roanoke County library branches for citizen review.
Beginning late last summer, the Board and staff worked closely together to review local
revenue estimates, state funding issues, capital improvement projects, and other costs of
operations. Declining economic conditions made it necessary to make amendments to the
current year's revenue budget, which required reducing expenditures and curtailing all but
essential spending for departmental operations. While it is difficult to project the long-
range implications of current economic conditions, it is anticipated that the economic
slowdown identified during FY09 will continue through FY1 0; therefore, it was necessary to
make significant reductions in the development of this year's budget.
This overview outlines revenues, major issues, and funding reductions that have been
presented to the Board and discussed in prior work sessions throughout the budget
development process. The remainder of the budget process is as follows:
. May 12, 2009
. May 26, 2009
. May 26, 2009
Public Hearing and 1 st reading of the Appropriation Ordinance
2nd Reading of the Appropriation Ordinance
Adoption of Annual Budget and Capital Improvements Plan
County of Roanoke
Proposed Budget
Fiscal Year 2009-2010
April 14, 2009
Prepared by Department of Management and Budget
www. roanokecou ntyva. gov
County of Roanoke
Proposed FY2009-2010 Budget
Table of Contents
County Administrator's Message.............................................. 1
Financial Summaries.............................................................., 8
Summary of Proposed Budget........................................ ....... 8
General Fund Chart... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .. 10
General Government Revenue... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 11
General Government Expenditures... ... ... ... ... ... ... ... ... ... ... ... .... 13
Department Expenditure Summary... ... ... ... ... ... ... ... ... ... ... ... .... 15
Departmental Budget Reduction Summary... ... ... ... ... ... ... ... ... ... 17
Capital Projects and Funding................................................... 21
FY10-14 Summary of Funded Capital Projects......................... 21
C I P Review Com m ittee Prioritization... ... ... ... ... ... ... ... ... ... ... ..... 22
Contribution Requests..... ........................................................ 24
Social Services Agencies... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 24
Health and Human Services Agencies... ... ... ... ... ... ... ... ... ... ... ... 24
Cultural, Tourism, and Other Agencies................................... 25
Dues and Memberships....................................................... 26
Roanoke County Schools........................................................ 28
Bud g et Sum m a ry .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . ... ... .. . 28
County of Roanoke
County Administrator's Proposed Budget
FY2009-2010
I am pleased to present the Proposed FY2009-2010 Budget to the Board of Supervisors
and citizens of Roanoke County. This budget was developed under difficult circumstances
related to the current economic downturn. The challenge of this budget was to maintain and
protect the quality of services provided by Roanoke County during a time of decreasing
revenues.
The Board of Supervisors directed
staff to prepare a budget that did
not include a tax increase and
sought to minimize the impact on
service levels. With a few
exceptions, staff was able to
develop an annual fiscal plan that
conformed to these guidelines. In
order to accomplish this goal staff
focused on a combination of base
budget reductions, reductions in
personnel costs, reduced capital
expenditures, and no increases in
employee salaries or benefits.
FY2010 Total Gross Operating Budget
$369,574,381
In temal 5.e;v ic 0::- FllI~(
U..:!%
~ ~r:{:rol F....Ind
,......- ')Cl.i%
D~t.~ hmd
},.;"!1H.
Uplt~1 prOJeCl~ HInd__
1.6%
/'
((Impoflent Unlt_/ ~ .,..,.
~.~hMls ~
449%
While the budget is balanced within existing tax rates and fees, some of the actions taken
to balance the budget should not be viewed as sustainable and will require attention in
future budgets. Allocating one-time revenues, deferring the purchase of capital items and
other expenditures were methods used to off-set a portion of the projected budget deficit;
however, these actions should be viewed as short-term fixes and not a long-term solution.
To realize a long-term solution, the County will engage in the process of identifying its
strategic organizational goals and then developing operational plans to accomplish these
goals within the financial resources and policies adopted by the Board of Supervisors. This
strategic planning process will be incorporated into the FY201 0-2011 budget development
process.
With the approval of The American Recovery and Reinvestment Act (federal stimulus
package), many state and local governments are expecting to benefit from the flow of
federal funds into numerous programs and grants. Roanoke County staff is currently
reviewing our eligibility for various funding streams related to the stimulus package;
however, preliminary analysis indicates very little of the funding will find its way directly from
the federal government to the County. Roanoke County has received indirect benefits due
to federal stimulus funds flowing to the Commonwealth of Virginia. Initial reductions in state
funding for law enforcement and constitutional officers were reinstated and Roanoke
County Schools had a portion of its original reduction in state aid restored due to stimulus
funds.
Federal stimulus funds represent a mixed blessing for state and local governments when
using the money to balance their operating budgets. The stimulus funding is expected to
remain in place for a two year period. The federal dollars brought needed relief to
governments struggling to fund basic services; however, once these funds are exhausted,
the need to replace that funding will still exist if recipients have not planned accordingly. If
economic recovery does not raise revenues adequately, governments will once again be
faced with making significant cuts to services or raising taxes to counter the loss of
revenue.
Fund Summary
Increasel Increasel
FY08-09 FY09-10 (Decrease) $ Decrease %
General Fund $ 188,178,858 $ 185,023,201 $ (3,155,657) -1.68%
Component Unit Schools 171,573,289 165,831,434 (5,741,855) -3.35%
Capital Projects Fund 13,874,461 9,735,772 (4,138,689) -29.83%
Debt Fund 8,443,046 8,034,018 (409,028) -4.84%
Internal Service Fund 1,003,295 949,956 (53,339) -5.32%
Total $ 383,072,949 $ 369,574,381 $ (13,498,568) -3.52%
Highlights of the Proposed FY2009-2010 budget are as follows:
Revenue Plan
The national economy has been in recession since late 2007 and under the most optim istic
projections will not start to grow again until late 2009. Considering there is an 18-24 month
lag between changes in general economic conditions and local governmental revenue
collections, County revenues will most likely not return to pre-recession levels for some
time. While Roanoke County and the Roanoke Valley have a diverse economic base that
has been historically insulated from the extreme expansions and contractions of the
national economy, the impacts of higher unemployment, decreased business investment,
declining consumer confidence, and the instability of the stock market have initiated
declines in governmental revenue sources throughout the Roanoke region.
The challenges of developing the FY2009-201 0 budget actually began during the current
fiscal year (FY08-09) when deteriorating economic conditions signaled staff to prepare
amended revenue projections that reflected a potential revenue shortfall of $6.9 million.
This shortfall was the result of projected declines in personal property taxes, sales taxes,
meals taxes, interest income, and downward mid-year revisions of state revenues as
Virginia struggled with its own budget shortfall.
2
FY2009-2010 General
Government fund revenues are
projected to be $166.8 million,
a decrease in available
resources of $4.1 million from
the adopted FY08-09 budget of
$170.9 million.
Total General Government Revenue
FY05-06 through FY09-10
170,B77}305
S 170,000,000
51G~,rJllO,l1UO
~l;)U,U')(J.OtIU
51:, :',fJIJO,UtlO
As noted, declining economic
conditions have caused
reductions in many of the
county's major revenue
sources; however, real estate
taxes are projected to grow
slightly for FY10 due to new
construction and assessment growth of 3.970/0 in calendar year 2009 and projected new
construction and assessment growth of 20/0 in calendar year 2010. Real estate revenue
is projected to grow $1.5 million to $87,700,000 or 530/0 of General Government
revenues. Significant declines in new vehicle sales and deteriorating used vehicle
values have caused a reduction in personal property revenues of $5 million. In addition,
sales tax revenues and business license receipts are expected to remain flat while meal
tax revenues are expected to decline by $200,000. The depressed housing market is
also expected to reduce recordation and conveyance taxes by $250,000; but lower
mortgage rates could help this category outperform projections.
S 1.=:'0,000,000
$l~ :',UIJO.UtlO
$140,000.000 ,
Acual
nos -OG
A( t tJ.11
rV06-Q,
AC.1 L1al
rYO 7-D 8
Bucl!Ol..et
fYOE-09
:0 ..o,"k)S~cJ
fY09-10
. Total c,f!n~ra I c.1oV'(::.!mm L'!nt P.e~'en[J t=!
In the FY2009-2010 budget
year, the County is expected to
receive additional
reimbursement from the state
for social services programs
offered over the past several
years. The additional
reimbursement is expected in
the amount of $1 ,050,000 and
while this is positive, the County
expects to see a reduction in
state funding in the amount of
$690,000 as a result of
reductions in state funding for
law enforcement and the loss of
funding for 19 deputy sheriff
positions that were transferred to the Western Virginia Regional Jail. Thus, the County
can expect to see a growth in state revenues of just $360,000.
FV2010 General Government Revenue
$166,793,434
Charges for Service:;
1.8%
Oth~r Rf.!Venlle
2.3%
J ederal
2.11,1{,
Gr~np...al rmpP.t1y
T~xes
(ommonwe3lth
S5%
61) ..~%
o th er local r axes
13,9%
3
Expenditure Plan
The decline of $4.1 million in General Government funds represents expenditure
reductions of 2.40/0 when compared to the FY08-09 expenditure budget. As mentioned
earlier, a $6.9 million revenue shortfall for the current year was identified due to the
weakening economy and
action was taken by staff to
adjust expenditures to bring
the budget back in balance.
Tactics used to balance the
current FY 09 budget
include:
. reducing
departmental
operating budgets by
$1.8 million
. freezing vacant
positions for a
savings of $1.4
million
. deferring capital
expenditures totaling
$825,000
. reducing the transfer to schools of $1 million
. utilizing accumulated (unspent) account balances of $1.65 million and other
adjustments of $225,000
FY2010 General Government Expenditures
$166,7931434
Odler OperatfnGTram.tE'~ fj PJlfnl J\ctmlnl-:;tr F1t1oo
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tl"l all.JW~I1IClll S'-'I'...iLc,>
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rub lie Stlkty
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7.0%
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HUJII.JJI S:L' ...iu......
11_1%
LllulI [I'-1MlllIIl..'lt;J1
-k3%
In addition to the mid-year budget reductions, additional policy modifications were made to
further reduce expenditures while protecting our most important services. A Job Bank
Committee was formed to review all requests to fill vacant positions and part-time hires with
all but the most critical positions (public safety, social services) remaining vacant through
the end of the fiscal year. In addition, restrictions were placed on travel and training
requests and purchasing limits were lowered to require departments to gain approval for
purchases over a set limit. These policy modifications will remain in effect through FY2009-
2010.
In developing the FY1 0 expenditure plan, it was necessary to reduce the operating budgets
of most departments. Target allocations were initially developed that reduced departmental
operations by approximately $2.7 million. Excluding personnel costs, these cuts represent
an average reduction of 20-250/0 in the operating costs of most departments; however, the
public safety agencies (police and fire and rescue) were reduced by a smaller percentage
(70/0 and 60/0, respectfully).
In developing their operating budgets, departments were instructed to minimize the impact
of funding cuts on services to the citizens. Given that the County is a service organization,
this meant protecting as many personnel positions as possible. With this direction,
4
departments submitted budgets that reflected a total reduction of 12 positions in various
departments. (These positions were not eliminated as a result of layoffs.)
The Department of Social Services' operating budget was not reduced. A large percentage
of DSS's budget is reimbursed from the state and federal government for administration
and mandated programs; therefore, reducing many of these programs is not an option.
Aside from these facts, the downward spiral in the economy has led to an increase in the
demand for services in this area. DSS's budget reflects a $1 million increase for client
services related to mandated programs and increasing case loads. There is a matching
increase in state and federal revenues for these increases.
Departmental Operations
While the current economic climate makes it necessary to contract the size of government,
there were some increases in the FY2009-201 0 budget in specific areas - primarily in the
public safety area. Due to the termination of the joint funding agreement with Roanoke City
for personnel, funding of $335,000 for 6 additional firefighter positions in the Clearbrook
station was included in Fire and Rescue's budget. In addition, the new north county fire
and rescue station will open during FY2009-2010 and a half-year of funding totaling
$385,000 is included for 14 positions (the other half-year of funding was included in the
FY08-09 budget).
With the opening of the Western Virginia Regional Jail, a full-year of funding totaling
$710,000 is included in the Sheriff's FY2009-2010 budget to cover the cost of housing
County inmates at the new facility.
During FY08-09 budget development, the Board of Supervisors approved a half year of
funding for a new patrol district (with a projected hire date of January 1 , 2009). As a tactic
to cover the projected budget shortfall, these 6 positions were not filled during this current
year and are eliminated in the
FY2009-2010 proposed budget. General Government Expenditures
FY2008-2009 vs. FY2009-2010
In preparing the FY2009-2010 S2J,OOO.ooo
budget, several other significant
reductions were made to $lU,UUUruuo
departments in the Human
Services area including County $lJ,UUU,uou
Libraries as well as Parks,
$lI.\uuu,uuu
Recreation, and Tourism. The
proposed budget calls for
SJ,uuu,uuu
Public Libraries to alter their
hours of operation which would
result in a projected savings of
$45,000. All library branches
would be closed on Wednesday
from 5:00 p.m. to 9:00 p.m. The Rt. 419 Headquarters Library will be closed on Sundays.
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5
The FY2009-2010 budget for Park, Recreation, and Tourism calls for the elimination of 2
positions in its Parks Division for a savings of $1 02,000. In addition, the hours of operation
at Brambleton Center will be reduced and the Blue Ridge Visitor Center will open one
month later (May 1). The number of youth sports games will be reduced by 10% to save
the cost of providing "game officials." The mowing and upkeep ofVDOT medians has also
been eliminated. Parks, Recreation, and Tourism had proposed closing the Craig Avenue
Center in Vinton due to a decrease in use of the facility. Closing the facility would have
resulted in a savings of $15,000. A meeting was held at the Craig Center on April 6 and
citizens asked that the facility remain open as a recreation center. It is recommended that
the staff work with the citizens to develop programs to generate renewed interest in the
facility and that the Center remain open as a recreation center.
**Included at the conclusion of this report is a "Departmental Budget and Reductions
Summary" which provides a summary of the budget reductions absorbed by each
department and the resulting impacts.
Education
Initial state budget estimates for Roanoke County Schools indicated a reduction in state
funding of approximately $7 million. At that time, the funding formula used to determine the
County's allocation for school operations for FY2009-201 0 indicated an increase in funding
to schools in the amount of $1.7 million. As revenue projections continued to erode
(specifically, the reduction in personal property taxes), the Schools received word that it
would be receiving approximately $3.8 million in federal stimulus funding for general
operations to off-set state losses. As the funding formula was recalculated, the result
indicated a reduction in the County's transfer for School operations by $1.67 million. The
School Board and school administration agreed to a transfer amount from the County in the
amount of $60,543,357 for school operations.
In the proposed budget for FY2009-201 0, the county also increased funding in the amount
of $300,000 for the joint County/Schools capital fund, which increases the County's annual
allocation to $1,700,000. This joint fund helps fund major capital projects for both the
Schools and County.
The positive, collaborative working relationship between the Board of Supervisors, the
School Board, and the staffs of both organizations greatly benefits all citizens of Roanoke
County.
Capital Proiects
Even though we are experiencing difficult economic times, Roanoke County is still
moving forward with important facility and infrastructure needs for the community.
During the upcoming fiscal year, several capital projects will be completed and begin
serving county citizens. The North County fire station is scheduled to open August
2009, the 800MHz Public Safety Radio upgrade is scheduled to "go live" in October
6
2009, the new Fleet Service Center should open by July 2009, and the Green Ridge
Recreation Center is scheduled to begin operations by January 2010.
Bids for the new South County Library came in higher than original cost estimates and
the project will be re-bid in the summer of 2009. The estimated completion date for the
new library is now scheduled for early 2011.
While we are readying ourselves for the opening of new capital facilities, the current
economic conditions made it necessary to scale back FY2009-2010 funding for current
initiatives and plans for projects that can be deferred to a later time. Funding in the amount
of $450,000 for upgrades to the Glenvar library has been deferred for future consideration.
In addition, funding has been reduced by $150,000 for on-going site development at the
Center for Research and Technology and $500,000 has been cut from the VDOT revenue-
sharing program. In addition, $500,000 in funding has been deferred for a year for both the
on-going renovations to the Roanoke County-Salem jail and to the North County Business
Park. The deferral of these payments is not expected to impact the outcome of these
projects; however, these payments will need to be added back in the FY201 0-2011 budget.
Conclusion
I would like to thank the members of the Board of Supervisors for their hard work and
guidance throughout the development of this budget. It is also important to recognize the
team effort that was put forth by the employees of Roanoke County in developing this fiscal
plan during challenging times. Special thanks should be given to the School Board,
Superintendent and her staff for their cooperation and willingness to work with the Board
and County staff to bring together a plan that provides for all of the citizens of Roanoke
County.
While this budget protects and maintains the County's core services that are most vital to
our citizens, the budget process does not stop. As the national, state, and local economies
continue to struggle, we still have demanding choices to make as we implement this budget
and begin planning for the FY201 0-2011 budget; however, I am confident that the strong
leadership of the Board of Supervisors, the School Board, and our capable staff will allow
Roanoke County to successfully meet the challenges that lie ahead.
7
Roanoke County
Adopted FY08-09 and Proposed FY09-10 Budget
April 14, 2009
Adopted Proposed
FY2008-2009 FY2009-2010
Revenues
General Fund
General Government $ 170,877,305 $ 166,793,434
Emergency Communications Center 2,264,299 2,287,400
Comprehensive Services 7,156,582 7,079,647
Law Library 41,648 46,648
Public Works Projects 190,107 0
S B & T Building 444,580 444,580
Recreation Fee Class 1,600,126 2,954,856
Internal Services - Information Technology 4,963,927 4,758,751
County Garage 640,284 657,885
Total General Fund $ 188,178,858 $ 185,023,201
Debt Service Fund - County $ 8,443,046 $ 8,034,018
Capital Projects Fund 13,874,461 9,735,772
Internal Service Fund 1,003,295 949,956
School Operating Fund 143,223,216 137,909,128
School Nutrition Fund 5,463,612 5,521,806
School Debt Service Fund 10,867,155 11,341,461
School Grants Fund 5,428,137 5,448,137
School Capital Fund 3,106,717 2,422,257
School Textbook Fund 1,595,030 1,580,030
School Bus Fund 810,000 810,000
School Laptop Insurance Reserve 551,500 406,500
Regional Alternative School 527,922 392,115
Total Revenues All Funds $ 383,072,949 $ 369,574,381
Less: Transfers (97,367,891 ) (103,468,215)
Total Net of Transfers $ 285,705,058 $ 266,106,166
8
Roanoke County
Adopted FY08-09 and Proposed FY09-10 Budget
April 14, 2009
Adopted Proposed
FY2008-2009 FY2009-2010
Expenditures
General Fund
General Government
General Administration $ 3,532,264 $ 3,275,124
Constitutional Officers 11,231,433 12,649,359
Judicial Administration 1,121,435 964,058
Management Services 3,367,491 3,611,036
Public Safety 22,766,327 23,513,490
Community Services 12,311,034 11,729,632
Human Services 17,108,389 18,534,539
Non-Departmental 10,792,716 8,090,994
Transfers to School Operating and Dental Insurance 62,214,926 60,543,358
Transfers to (from)Capital Fund 3,166,090 (74,836)
Transfers to Debt Service Fund 15,639,972 16,501,324
Other Operating Transfers 7,625,228 7,455,356
Total General Government $ 170,877,305 $ 166,793,434
Emergency Communication Center $ 2,264,299 $ 2,287,400
Comprehensive Services 7,156,582 7,079,647
Law Library 41,648 46,648
Public Works Projects 190,107 0
S B & T Building 444,580 444,580
Recreation Fee Class 1,600,126 2,954,856
Internal Services - Information Technology 4,963,927 4,758,751
County Garage 640,284 657,885
Total General Fund $ 188,178,858 $ 185,023,201
Debt Service Fund - County $ 8,443,046 $ 8,034,018
Capital Projects Fund 13,874,461 9,735,772
Internal Service Fund 1,003,295 949,956
School Operating Fund 143,223,216 137,909,128
School Nutrition Fund 5,463,612 5,521,806
School Debt Fund 10,867,155 11,341,461
School Grants Fund 5,428,137 5,448,137
School Capital Fund 3,106,717 2,422,257
School Textbook Fund 1,595,030 1,580,030
School Bus Fund 810,000 810,000
School Laptop Insurance Reserve 551,500 406,500
Regional Alternative School 527,922 392,115
Total Expenditures All Funds $ 383,072,949 $ 369,574,381
Less: Transfers (97,367,891 ) (103,468,215)
Total Net of Transfers $ 285,705,058 $ 266,106,166
9
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County of Roanoke
General Government Revenue Summary
Adopted FY 2008-2009 and Proposed FY 2009-2010
Adopted Proposed
Budget Budget Increase
FY 08-09 FY 09-10 (Decrease)
Revenue
Real Estate Taxes $86,191,666 $87,700,000 $1,508,334
Personal Property Taxes 29,582,066 24,590,000 (4,992,066)
Other Property Taxes 3,292,000 3,353,000 61,000
Local Sales Tax 8,775,000 8,775,000 0
Telecommunications Taxes and Fees 3,270,000 4,450,000 1,180,000
Utility Consumer Tax 3,575,000 3,625,000 50,000
Business License Tax 5,750,000 5,800,000 50,000
Bank Franchise Tax 450,000 400,000 (50,000)
Motor Vehicle License Tax 1,900,000 1,900,000 0
Recordation and Conveyance Tax 1,750,000 1,500,000 (250,000)
Hotel/Motel Tax 800,000 900,000 100,000
Meals Tax 3,700,000 3,500,000 (200,000)
Other Local Taxes 1,815,000 686,000 (1,129,000)
Permits, Fees & Licenses 767,300 588,300 (179,000)
Fines and Forfeitures 610,000 782,000 172,000
Use of Money and Property 1,207,500 607,500 (600,000)
Charges for Services 820,400 770,400 (50,000)
Fire & Rescue Fee for Service 2,439,977 2,294,016 (145,961)
Miscellaneous Revenue 707,400 907,400 200,000
Recovered Costs 120,700 165,700 45,000
Commonwealth 9,413,296 9,753,125 339,829
Local Aid to the Commonwealth (550,000) (530,000) 20,000
Federal 3,340,000 3,490,000 150,000
Total Revenue 169,727,305 166,007,441 (3,719,864)
Transfer from Other Funds 1,150,000 785,993 (364,007)
Total General Government $170,877,305 $166,793,434 ($4,083,871)
12
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County of Roanoke
General Government Expenditure Summary
Adopted FY 2008-2009 and Proposed FY 2009-2010
Expenditures
General Administration
Constitutional Officers
Judicial Administration
Management Services
Public Safety
Community Services
Human Services
Non Departmental
Employee Benefits
Internal Service Charges
Miscellaneous
Transfers To (From)
Debt-County
Debt-Schools
Schools-Operating
Emergncy Communications Cntr
Capital
Transfer from Capital Fund
Schools-Dental
Internal Services
Comprehensive Services
Garage
Board Contingency
Total General Government
Adopted
Budget
FY 08-09
$3,532,264
11,231,433
1 , 121 ,435
3,367,491
22,766,327
12,311,034
17,108,389
4,677,459
4,673,757
1,441,500
7,077,187
8,562,785
61,737,627
2,129,299
7,163,853
(3,997,763)
477,299
1,003,295
4,253,000
139,634
100,000
$170,877,305
14
Proposed
Budget
FY 09-10
Increase
(Decrease)
$3,275,124
12,649,359
964,058
3,611,036
23,513,490
11,729,632
18,534,539
($257,140)
1,417,926
(157,377)
243,545
747,163
(581,402)
1,426,150
2,109,103
4,465,391
1,516,500
(2,568,356)
(208,366)
75,000
7,464,231
9,037,093
60,066,059
2,152,400
5,593,786
(5,668,622)
477,299
949,956
4,253,000
o
100,000
387,044
474,308
(1,671,568)
23,101
(1,570,067)
(1,670,859)
o
(53,339)
o
(139,634)
o
$166,793,434
($4,083,871 )
County of Roanoke
Department Expenditure Summary
Adopted 2008-2009 and Proposed 2009-2010 Expenditure Budget
Adopted Proposed
2008-2009 2009-2010 Increasel
Budget Budget (Decrease) % Change
General Government
General Administration
Board of Supervisors 416,866 359,162 (57,704) -13.84%
County Administrator 350,832 284,636 (66,196) -18.87%
Public Information 281,720 317,662 35,942 12.76%
Chief Information Officer 150,366 155,420 5,054 3.36%
Asst Co Administrators 339,874 347,687 7,813 2.30%
Human Resources 743,233 723,409 (19,824) -2.67%
County Attorney 539,141 547,279 8,138 1.51%
Economic Development 710,232 539,869 (170,363) -23.99%
Total General Administration 3,532,264 3,275,124 (257,140) -7.28%
Constitutional Officers
Treasurer 818,917 821,830 2,913 0.36%
Commonwealth Attorney 950,816 1,008,533 57,717 6.07%
Commissioner of the Revenue 824,439 783,299 (41,140) -4.99%
Clerk of the Circuit Court 1,027,801 1,029,351 1,550 0.15%
Sheriffs Office 7,609,460 9,006,346 1,396,886 18.36%
Total Constitutional Officers 11,231,433 12,649,359 1,417,926 12.62%
Judicial Administration
Circuit Court 197,068 242,191 45,123 22.90%
General District Court 45,878 44,378 (1,500) -3.27%
Magistrate 1,655 1,655 0.00%
J & DR Court 19,429 18,429 (1,000) -5.15%
Court Service Unit 857,405 657,405 (200,000) -23.33%
Total Judicial Administration 1,121,435 964,058 (157,377) -14.03%
Management Services
Real Estate Assessments 972,770 1,001,651 28,881 2.97%
Finance 1,303,729 1,345,901 42,172 3.23%
Public Transportation - CORTRA 380,476 550,000 169,524 44.56%
Management and Budget 274,754 276,296 1,542 0.56%
Procurement Services 435,762 437,188 1 ,426 0.33%
Total Management Services 3,367,491 3,611,036 243,545 7.23%
Public Safety
Police Department 10,923,393 11,036,761 113,368 1.04%
Fire and Rescue 11,842,934 12,476,729 633,795 5.35%
Total Public Safety 22,766,327 23,513,490 747,163 3.28%
Community Services
General Services 5,227,813 4,993,856 (233,957) -4.48%
Community Development 4,770,681 4,577,110 (193,571 ) -4.06%
Building Maintenance 2,312,540 2,158,666 (153,874) -6.65%
Total Community Services 12,311,034 11,729,632 (581 ,402) -4.72%
15
County of Roanoke
Department Expenditure Summary
Adopted 2008-2009 and Proposed 2009-2010 Expenditure Budget
Adopted Proposed
2008-2009 2009-2010 Increasel
Budget Budget (Decrease) % Change
Human Services
Grounds Maintenance 2,263,512 2,237,675 (25,837) -1.14%
Parks and Recreation 2,560,065 2,299,063 (261,002) -10.20%
Public Health 639,724 523,935 (115,789) -18.10%
Social Services Administration 4,908,903 5,028,603 119,700 2.44%
Public Assistance 2,619,500 4,019,500 1,400,000 53.45%
Institutional Care 26,274 (26,274) -100.00%
Contributions 794,417 1,203,708 409,291 51.52%
Library 2,886,306 2,829,875 (56,431) -1 .96%
VA Cooperative Extension 95,629 93,758 (1,871 ) -1 .96%
Elections 314,059 298,422 (15,637) -4.98%
Total Human Services 17,108,389 18,534,539 1,426,150 8.34%
Non-Departmental
Employee Benefits 4,677,459 2,109,103 (2,568,356) -54.91 %
Internal Service Charges 4,673,757 4,465,391 (208,366) -4.46%
Miscellaneous 1 ,441 ,500 1,516,500 75,000 5.20%
Total Non-Departmental 10,792,716 8,090,994 (2,701 ,722) -25.03%
Transfers to Other Funds
Transfer to Debt-General 7,077,187 7,464,231 387,044 5.47%
Transfer to Debt-School 8,562,785 9,037,093 474,308 5.54%
Transfer to Capital 7,163,853 5,593,786 (1,570,067) -21.92%
Transfer (From) Capital Fund (3,997,763) (5,668,622) (1,670,859) 41 .79%
Transfer to Schools 61,737,627 60,066,059 (1,671,568) -2.71%
Transfer to E-911/ECC 2,129,299 2,152,400 23,101 1.08%
Transfer to Schools Dentallnsurc 477,299 477,299 0.00%
Transfer to Internal Services 1,003,295 949,956 (53,339) -5.32%
Transfer to CPMT-County 2,154,000 2,154,000 0.00%
Transfer to CPMT-Schools 2,099,000 2,099,000 0.00%
Transfer to Garage II 139,634 (139,634) -100.00%
Total Transfers to Other Funds 88,546,216 84,325,202 (4,221,014) -4.77%
Unappropriated Balance
Board Contingency 100,000 100,000 0.00%
Addition to Fund Balance
Total Unappropriated Balance 100,000 100,000 0.00%
Total General Government 170,877 ,305 166,793,434 (4,083,871 ) -2.39%
16
County of Roanoke
FY09-10 Budget Development
Departmental Budget Reduction Summary
Department
Reduction
(25,000)
Commissioner of the Revenue
The Commissioner of Revenue's reductions included various administrative items related to office
expenses; however, the primary reduction was in part-time staffing. This reduction will impact the
citizens because the Cimmissioner's office will no longer prepare state income taxes for the public.
Community Development
A significant portion of Community Development's reduction came from the elimination of two positions,
GIS Technician and Civil Engineer, for a total cost savings of $109,333. The elimination of these positions
should not negatively impact services as the economic slowdown has reduced the work load for these
positions. The department plans to utilize more in-house staff for design and engineering services to
save on professional services costs. In addition, the department has opted not to upgrade or purchase
new data processing equipment and has deferred motor vehicle replacement for FY09-10. These
reductions should have minimal impact on services to the public.
Economic Development
Economic Development's reductions centered on travel and training in the areas of marketing for new
prospects. This will result in a reduction in face-to-face networking events and the department will
employ alternative methods utilizing available technology.
Finance
Service level impacts to citizens will be minimal. Fewer paper copies of the department's Comprehensive
Annual Financial Report (CAFR) will be printed. However, the CAFR will still be made available to citizens
on CD and in electronic form via the department's website. The department will also be reorganizing and
will be eliminating one Purchasing position for a savings of $97,974.
Fire and Rescue
Fire and Rescue's reduction of $214,250 has the potential to impact services to county citizens. Deferral
of vehicle replacement saved $104,250, but this reduction coupled with reductions in equipment and
repair line-items could have an impact on service levels if significant vehicle repairs are needed. In
addition to line-item reductions, the lack of an increase in the FY09-10 budget will result in the North
County Station being understaffed by four positions. With this shortage, there is the potential for one or
more units county-wide to be out of service on a daily basis.
General Services
General Services' reduction of $548,000 has the potential to impact services to county citizens. The
department will not be mailing annual holiday schedule post cards to county households and citizens will
have to rely on the newspaper and the county website for information. A significant portion of the
department's reduction came from a $175,000 decrease in funding for routine maintenance for county
facilities. Due to this, repairs to county buildings will only be done on an emergency basis. In addition, the
department has deferred vehicle replacement for FY09-10 for a savings of $165,000, but if one of the
trucks in the department's fleet breaks down, garbage collection service levels could be impacted.
17
(345,600)
(22,600)
(169,000)
(214,250)
(548,000)
County of Roanoke
FY09-10 Budget Development
Departmental Budget Reduction Summary
Department
Reduction
(307,000)
Information Technology
Information Technology's $307,000 reduction will not have a noticeable impact on citizen services. The
department eliminated its Chief Security Officer position for a savings of $86,362 and is deferring
equipment replacement for FY09-10. In addition, the department was able to reduce its software support
and telephone service line-items by $126,000 through various cost saving measures. These reductions
will have an impact on internal network security and the ability to expand county software and telephone
services, but there is no direct impact on services to county citizens.
Library
The library's reduction of $152,000 will have a significant impact on library services to citizens. The
department was able to save $45,000 by altering the hours of operation at its headquarters and branch
libraries. All six facilities will now be closed on Wednesdays from 5:00 p.m. - 9:00 p.m. Additionally, the
HQj419 library will be closed on Sundays. Other reductions in the department's budget will result in
fewer new books and other popular materials, including DVD's and audio books, and a 20% reduction in
subscriptions to magazines and newspapers. The department's normal replacement cycle for public
computers will be extended by 1-2 years. Finally, computer classes will no longer be offered free of
charge and library participation in area events and festivals will be eliminated.
Parks and Recreation
The Parks and Recreation department's reduction of $262,850 will have a significant impact on citizen
services. Two positions, Park Administrator and Maintenance Worker, were eliminated for a savings of
$101,655 and existing staff was shifted to cover changes in programs and services, saving $44,446. Youth
sports games have been reduced by 10% for FY09-10, thereby saving on the cost of officials. The Teen
Center and Brambleton Center hours of operation have been altered and the Blue Ridge Visitor Center
will now open on May 1,2009 instead of April 1, 2009. Finally, reductions in grounds maintenance funds
will result in the elimination of mowing VDOT medians and park fields may not be mowed as frequently.
Police
Operational reductions include deferring the purchase of 1 patrol vehicle, instituting operational changes
to reduce overtime, and other miscellaneous operating costs. In addition, reductions were also made to
various programs including the awards ceremony, Citizen Police Academy, COPS Camp, Honor Guard, K-9
unit, Motor Carrier unit, the department's Open House, and School Resource Officers. *Please note, a
new patrol district that was to be created mid-way through FY08-09 was deferred in order to close a
projected budget shortfall for the year. While these six positions were never actually hired, the proposed
FY10 budget does not reinstitute these positions. These six positions are not reflected in the $161,500
reduction absorbed by the department.
Sheriff
While the Sheriff's Office received additional funding for the per diem cost of house county inmates in
the new Western Virginia Regional Jail, the Sheriff did absorb a capital reduction that resulted in the
deferral of purchasing replacement vehicles, totalling $44,000.
Social Services
Due to dramatically increasing work loads caused by the economic downturn, the Department of Social
Service's operational budget was not decreased. Additional state funds for mandated programs and
administrative costs necessitated an increase in operating funds by $1,050,000.
18
(152,000)
(262,850)
(161,500)
(44,000)
County of Roanoke
FY09-10 Budget Development
Departmental Budget Reduction Summary
Department
Reduction
(50,000)
Treasurer
The Treasurer's $50,000 reduction was mostly associated with office restructuring. Additional reductions
were taken in various office expenses and in the hiring of temporary help during peak tax collection
periods during the spring.
Assistant County Administrators
The Assistant County Administrators met their reduction goal by reducing cell phone usage and
subscriptions. Travel and training will be limited, as well.
Board of Supervisors
The Board of Supervisors reduced promotional activities, cell phone usage and furniture purchases. They
will also limit the number of meals provided at dinner meetings to meet their reduction goal.
Chief Information Officer
The Chief Information Officer met the departmental reduction by reducing research costs.
Clerk of the Circuit Court
The Clerk of the Circuit Court met their departmental reduction goal by eliminating the purchase of
indexing services and reducing part-time salaries, telephones, postage, and storage costs.
Commonwealth Attorney
The Office of the Commonwealth's Attorney will meet its reduction goal by reducing mileage
reimbursement and data processing equipment purchases.
County Administrator
The County Administrator's Office is meeting the reduction goals by reducing part-time salaries.
County Attorney
The County Attorney's Office is reducing research, books, subscriptions and professional services to meet
their reduction goal. Alternative methods, such as greater use of online services will be instituted.
Court Service Unit
Court Service Unit will meet its reduction goal by reducing the amount of purchased services.
Elections
Elections met their reduction goal by decreasing the number of poll workers hired (part-time salaries).
This will result in less staffing at precincts and has the potential to create longer waiting times for the
voters.
Emergency Communication Center
The Emergency Communication Center met their reduction goals by limiting training. The need for new
communications equipment and maintainence service contracts were also reduced as these amounts had
been previously overestimated.
19
(7,000)
(20,765)
(4,000)
(35,000)
(8,000)
(12,000)
(12,000)
(50,000)
(20,000)
(110,000)
County of Roanoke
FY09-10 Budget Development
Departmental Budget Reduction Summary
Department
Reduction
(1,500)
General District Court
General District Court was able to meet their reduction goal by reducing office supplies and telephones.
Human Resources
The Human Resources department met their reduction goal by reducing tuition reimbursement and
employee training and education utilized by all county employees. The department also reduced
software support, postage and telephones.
J & DR Court
Juvenile and Domestic Relations Court reduced their office supply purchases to meet their reduction
goal.
Management and Budget
The Management and Budget department will meet their reduction goal by reducing the number of
printed copies of the Annual Fiscal Plan, Capital Improvement Program and Departmental Annual
Reports. These books will continue to be available on the County's internet site and on CD's.
Subscriptions and memberships will also be reduced.
Public Health
Public Health submitted a reduced request for local funding. The FY09-10 request was $115,789 less than
FY08-09.
Public Information
The Public Information Office met their reduction goal by reducing advertising and special events
participation.
Real Estate Valuation
The Real Estate Valuation department met their reduction goal by reducing part-time salaries for the
Board of Equalization and by reducing training and education for staff.
VA Cooperative Extension
The Virginia Cooperative Extension Office met their reduction goal by eliminating all expenditures other
than shared salary costs and telephone.
(45,000)
(1,000)
(8,500)
(115,789)
(12,000)
(18,000)
(1,871)
GRAND TOTAL DEPARTMENTAL REDUCTIONS FY09-10
(2,784,225)
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~
Roanoke County CIP Review Committee
Capital Project Prioritization
Due to the current economic climate, it was the consensus of the Committee to present to the Board of
Supervisors last year's prioritization of capital projects. Last year, the Committee prioritized the
submitted capital project requests by applying a set of evaluation criteria to each individual project.
After scoring was completed by committee members, each project's average score was calculated and
listed in numerical order with the highest score representing the greatest priority. The Levell projects
represent capital needs that have the highest perceived community value, but have no identified
funding associated with them. Succeeding levels were determined by grouping projects together that
had successively lower scores; therefore, a lower perceived priority. This prioritization accurately
reflects the Committee's recommendations on capital priorities for the current fiscal year CIP
(FY2009-20 1 0).
The Committee's recommendations on capital priorities are as follows:
Average Total
Department - Project Score
Total Capital
Cost
Levell Projects:
Parks & Recreation: Greenways & Trails
Library: Glenvar Library Expansion
Library: Mt. Pleasant Library Renovation
Community Development: Regional Storm Water Management & Flood Control
Police: Criminal Justice Training Facility
Fire & Rescue: New Oak Grove Station
Fire & Rescue: MDT Computer System
Parks & Recreation: Land for Passive Recreation
Information Technology: Enterprise Storage and Backup
Information Technology: Upgrade & Redesign of County Internet & Intranet
Parks & Recreation: Green Hill Park
Fire & Rescue: New Hanging Rock Station
69.1
67.5
66.5
65.2
64.8
64.5
64.1
62.4
62.3
62
61.1
60.4
$15,878,707
$5,993,700
$3,325,750
$7,500,000
$3,600,000
$4,150,000
$212,750
$9,000,000
$826,106
$246,575
$4,098,300
$4,375,000
Level 2 Projects:
Parks & Recreation: Sports Lighting Replacement
Police: South County Police Precinct
General Services: New Public Service Center
Library: Vinton Library Renovation
Parks & Recreation: Brambleton Center
Parks & Recreation: Walrond Park
Parks & Recreation: Arnold Burton Softball Complex
Parks & Recreation: Vinyard Park Phase III
Information Technology: Enterprise Security Project
59.8
59.5
59.1
57.8
56.3
55.9
55.9
55.9
55.1
$1,460,000
$360,000
$12,000,000
$4,988,735
$500,000
$715,000
$300,000
$545,000
$300,000
Level 3 Projects:
Parks & Recreation: Whispering Pines Park
Fire & Rescue: Station Renovations
53.8
53.4
$435,000
$524,535
22
Fire & Rescue: Masons Cove Bunk Room Addition
Information Technology: Wi-Fi 'Hot Spots' Expansion
Police: Bomb Disposal Unit
Parks & Recreation: Taylor Tract Park and Trail System
Information Technology: Microsoft Exchange Project
Parks & Recreation: Camp Roanoke
Information Technology: Email Archiving, Retention and Recovery
Library: Bent Mountain Library Expansion
Parks & Recreation: Hollins Park
Information Technology: Voice Over IP System
General Services: Parking Garage
Fire & Rescue: Station Fuel Control System
Parks & Recreation: Spring Hollow Reservoir
53.4
53.1
52.5
52.5
52.4
52
51.8
49.4
48.5
47.3
46.6
44.3
37.3
$325,000
$854,000
$165,000
$629,500
$500,000
$267,500
$104,800
$265,680
$335,000
$1,301,491
$5,200,000
$145,000
$3,234,000
23
County of Roanoke
FY2009-2010 Agency Funding Requests
Proposed Contributions
Social Services Aaencies
FY08 FY09 FY10
Agency Name Adopted Adopted Request Proposed
Blue Ridge Behavioral Healthcare $157,000 $175,000 $248,779 $180,000
TAP $29,600 $27,700 $31,000 $27,700
TAP - Transitional Living Center $19,700 $17,700 $21,000 $17,700
Total Social Services Agencies $206,300 $220,400 $300,779 $225,400
Health and Human Services Aaencies
FY08 FY09 FY10
Agency Name Adopted Adopted Request Proposed
Adult Care Center of the Roanoke Valley $10,500 $10,500 $12,000 $10,200
Advancement Foundation $0 $400 $1,500 $400
American Red Cross $4,200 $3,700 $5,000 $3,700
Bethany Hall $1,700 $1,300 $2,100 $1,300
Big Brothers and Big Sisters of Roanoke Valley $4,500 $4,500 $4,500 $4,500
Blue Ridge Independent Living Center $700 $1,000 $1,000 $1,000
Blue Ridge Legal Services, Inc, $0 $600 $3,732 $600
Boys & Girls Clubs of Southwest Virginia $700 $200 $20,000 $200
Bradley Free Clinic $5,600 $5,600 $6,500 $5,600
Brain Injury Services of SWVA $1,600 $2,200 $35,000 $2,200
Camp Virginia Jaycee, Inc, $600 $200 $4,800 $200
Child Health Investment Partnership (CHIP) $19,900 $20,700 $25,000 $20,700
Children's Trust (formerly Children's Advocacy Center and CASAl $0 $0 $10,000 $7,600
Children's Advocacy Center of the Roanoke Valley, Inc $3,900 $3,900 See Children's Trust $0
Court Appointed Special Advocate (CASA) $3,600 $3,600 See Children's Trust $0
Commonwealth Catholic Charities $400 $400 $1,500 $400
Commonwealth Search and Rescue (Daleville) $200 $400 $1,000 $300
Conflict Resolution Center, Inc, $1,400 $1,600 $24,000 $1,400
Council of Community Svcs - Info and Referral Center $3,100 $3,200 $3,200 $3,200
Council of Community Svcs - Nonprofit Resource Center $0 $500 $500 $500
Council of Community Svcs - Homeless Mgmt Information System (NEW) $0 $0 $5,000 $0
Dare to Care Charities (NEW) $0 $0 $3,000 $0
Family Service of the Roanoke Valley $4,400 $4,500 $7,000 $4,500
Good Samaritan Hospice $0 $0 $5,500 $0
Goodwill Industries of the Valleys $1,200 $1,100 $1,100 $700
Habitat for Humanity - Cash Donation $2,100 $2,100 $5,000 $1,900
Habitat for Humanity - Property Donation None None Property $0
Literacy Volunteers of Roanoke Valley $1,100 $1,200 $2,000 $1,200
LOA Area Agency on Aging $15,700 $15,700 $32,003 $15,700
Manna Ministries $0 $800 $5,000 $800
Mental Health America of Roanoke Valley $1,000 $1,100 $1,500 $1,100
24
County of Roanoke
FY2009-2010 Agency Funding Requests
Proposed Contributions
National Multiple Sclerosis Society $600 $0
Planned Parenthood (NEW) $0 $0
Presbyterian Community Center $600 $600
Roanoke Area Ministries $1,600 $1,400
Roanoke County Prevention Council $1,000 $1,000
Roanoke Valley Interfaith Hospitality Network $1,100 $1,000
Roanoke Valley SPCA $700 $800
Roanoke Valley Speech & Hearing Center $2,000 $1,800
Roanoke Wildlife Rescue $700 $100
Saint Francis of Assisi Service Dog Foundation $3,500 $3,700
Salem/Roanoke County Community Food Pantry $5,400 $5,300
Salvation Army $2,800 $2,700
Southeast Rural Community Assistance Project, Inc, $0 $0
Southwestern Virginia Second Harvest Food Bank $5,200 $5,200
The Achievement Center $0 $0
Trust House $4,200 $4,200
YMCA - Kirk Family $200 $0
YMCA - Partners of Youth $1,800 $0
YWCA of the Roanoke Valley $900 $900
Total Health and Human Services Agencies $119,100 $123,300 $118,600
Cultural. Tourism and Other Aqencies
FY08 FY09 FY10
Agency Name Adopted Adopted Request Proposed
Art Museum of Western Virginia $200,000 $150,000 .............. $50,000
Art Museum of Western Virginia - N/A $50,000 ",,^^^^ $50,000
Roanoke County Schools Education Program
Arts Council of the Blue Ridge $2,900 $2,700 $5,000 $2,500
Blue Ridge Parkway 75, Inc, $0 $12,500 $12,500
Blue Ridge Soil and Water Conservation District $1,200 $1,100 $3,500 $1,100
Center in the Square - Igniting Dreams, Energizing Promises Campaign (NEW) $0 $0 ~+ $0
(this is a 5 year request for $200,000 per year) '"
Center in the Square Operating $39,600 $39,400 $37,000
Clean Valley Council, Inc $1,400 $1,500 $3,000 $1,500
Downtown Music Lab $1,400 $1,600 N/A $0
(now part of Jefferson Center Foundation and included in their request)
FRIENDS of the Blue Ridge Parkway $10,400 $11,700 ..A....,... $11,600
Greenway Commission $30,200 $29,700 ...."'""" $29,800
Harrison Museum of African American Culture $1,700 $1,300 $1,000
History Museum & Historial Society of Western Va, - Learning Gallery $0 $1,200 $0 $0
History Museum & Historical Society of Western Va, - 0, Winston Link $3,600 $3,500 $8,000 $3,500
History Museum & Historical Society of Western Va, - Step Into the Past $8,700 $7,600 $5,900
Hollins University - The Eleanor 0, Wilson Art Museum $0 $25,000 "^"""" $20,000
Jefferson Center Foundation $1,500 $1,600 $2,500 $1,700
Mill Mountain Theatre (no longer in operation) $6,700 $6,900 N/A $0
25
County of Roanoke
FY2009-2010 Agency Funding Requests
Proposed Contributions
Mill Mountain Zoo $8,900 $9,500 ...ft $9,500
Mill Mountain Zoo - Capital Request $1,200 $1,500 ,."^"",, $1,700
Miss Virginia Pageant $0 $1,000 $1,200 $1,000
Miss Virginia Pageant - TV Sponsorship $4,950 $4,950 $4,950 $3,000
New Century Venture Center $1,100 $1,000 $1,000
Opera Roanoke $700 $900 $5,000 $600
Roanoke Ballet Theater $0 $0 $2,500 $0
Roanoke Children's Theatre (NEW) $0 $0 $0
Roanoke Higher Education Center $11,000 $11,400 C1t1~nnn $11,500
Roanoke River Basin Association $0 $0 $4,000 $0
Roanoke Symphony $6,500 $6,100 C1t.,~nnn $5,900
Roanoke Valley Sister Cities $2,300 $1,800 $1,800 $1,800
Salem Museum and Historical Society $0 $0 ...ft $0
(The full request is for $100,000 at $20,000 per year for 5 years)
Salem/Roanoke County Chamber of Commerce - Operating $5,000 $5,800 $5,800 $5,700
Salem-Roanoke Baseball Hall of Fame $2,800 $2,000 $2,500 $2,200
Science Museum of Western Virginia - Capital Request $0 $200 $0
Science Museum of Western Virginia - Operating $17,900 $18,200 ..""^^^ $18,100
Small Business Development Center $3,500 $3,400 $6,000 $3,200
Southwest Virginia Ballet $0 $0 $2,000 $0
Tri-County Lake Administrative Commission (TLAC) Smith Mtn Lake $9,000 $6,400 $6,400 $5,700
Vinton Chamber of Commerce - Business Recruitment $3,900 $4,500 $4,200
Vinton Dogwood Festival $1,000 $1,000 $1,000 $1,000
Vinton Historical Society $0 $2,000 ............ $2,000
Virginia Amateur Sports $45,500 $44,400 ..""""" $44,200
Virginia Economic Bridge $0 $0 $1,500 $0
Virginia Institute of Government Membership $3,333 $3,600 $5,000 $0
Virginia Museum of Transportation $6,400 $6,500 $6,500
Virginia Western Community College - Scholarship $13,420 $13,797 ......"" $14,409
Virginia Western Community College - Site Development $0 $40,579 """,""" $40,579
(Second year of 5 year capital funding request submitted in FYOB-09)
Western Virginia Land Trust $2,200 $2,500 ...."""" $2,200
Williamson Road Area Business Association $1,000 $0 $0
Young Audiences of Virginia, Inc, $1,100 $1,100 $1,640 $1,100
Total Cultural, Tourism and other Agencies $462,003 $541,426 $1,848,058 $415,188
Dues and Memberships
FY08 FY09 FY10
Agency Name Adopted Adopted Request Proposed
National Association of Counties $1,781 $1,781 $1,781 $1,781
Roanoke Regional Chamber of Commerce - Dues $2,620 $2,620 $2,610 $2,610
Roanoke Regional Partnership (formerly Roanoke Valley Economic $160,000 $170,291 .....^"". $170,291
Development Partnership) ",1''','''''
Roanoke Valley Alleghany Regional Commission C1tlt'1lt..~
FY10 request amount pending approval of per capita rate reduction by the Regional $57,215 $65,388 $57,513
Commission
26
County of Roanoke
FY2009-2010 Agency Funding Requests
Proposed Contributions
Roanoke Valley Convention and Visitors Bureau $155,700 $180,700 ....ft.... $180,700
Salem/Roanoke County Chamber of Commerce - Dues $1,000 $1,000 $1,000 $1,000
Vinton Chamber of Commerce - Dues $500 $500 $500 $500
Virginia Association of Counties $18,027 $20,110 ........""... $20,063
Virginia Municipal League $9,573 $9,573 $10,062
Total Dues and Memberships $406,416 $451,963 Cl'AAA/:'>" $444,520
GRAND TOTAL
$1,193,819 $1,337,0891 $2,928,7921 $1,203,7081
27
Roanoke County Schools
Budget Summary - All Funds
FY 2009-10
Budget Budget Increase Percent
Fund 2008-09 2009-10 (Decrease) Change
General Fund 143,223,216 137,909,128 (5,314,088) -3.7%
Grants Fund 5,428,137 5,448,137 20,000 0.4%
School Nutrition Fund 5,463,612 5,521,806 58,194 1.1%
Textbook Fund 1,595,030 1,580,030 (15,000) -0.9%
Capital Fund 3,106,717 2,422,257 (684,460) -22.0%
Debt Fund 10,867,155 11,341,461 474,306 4.4%
Laptop Insurance Reserves Fund 551,500 406,500 (145,000) -26.3%
Regional Alternative School Fund 527,922 392,115 (135,807) -25.7%
School Bus Fund 810,000 810,000 0 0.0%
Total Funds 171,573,289 165,831,434 (5,741,855) -3.3%
All School Funds
General
Fund
School Nutrition
Fund
Textbook Fund
Capital Fund
Regional Alternative
School Fund
School Bus Fund
28
ACTION NO.
ITEM NO. ']) - (
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Proclamation declaring April 12 through 18, 2009, as National
Public Safety Telecommunicators Week in the County of
Roanoke
B. Clayton Goodman, III ISCQ...
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Emergency Communications Center has requested that the Board proclaim the week
of April 12 through 18,2009, as National Public Safety Telecommunicators Week in the
County of Roanoke.
Chief Information Officer Elaine Carver, Chief Communications Officer Pat Shumate, and
several dispatchers will attend the meeting to accept the proclamation,
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
PROCLAMATION DECLARING APRIL 12 THROUGH 18, 2009, AS
NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK IN THE
COUNTY OF ROANOKE
WHEREAS, the week of April 12 through 18, 2009, has been declared "National
Public Safety Telecommunicators Week" by the Senate and House of Representatives
of the United States of America; and
WHEREAS, the President of the United States issued a proclamation calling
upon the people of the United States to observe that week with appropriate ceremonies
and activities; and
WHEREAS, problems of crime, fire and other disasters touch and affect all
segments of our society, and if unabated, can undermine and erode both moral and
economic strengths of our community; and
WHEREAS, men and women are engaged In the operation of emergency
response systems for the County of Roanoke; and
WHEREAS, these individuals are responsible for responding to stressful
telephone calls from the general public for police, fire, and emergency medical
assistance, and for calmly and professionally dispatching appropriate assistance to help
save the lives and property of our citizens; and
WHEREAS, our telecommunications personnel daily serve the public in
countless ways without recognition by the beneficiaries of their services.
1
NOW, THEREFORE, WE, the Roanoke County Board of Supervisors do hereby
proclaim the week of April 12 through 18, 2009 as "NATIONAL PUBLIC SAFETY
TELECOMMUNICA TORS WEEK" and call upon the citizens of the County of Roanoke
to observe this week with appropriate ceremonies and activities.
2
ACTION NO.
])-2
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Resolution of appreciation to the Coffee Pot Ladies Auxiliary
for 15 years of caring for the triangle garden at the corner of
Brambleton Avenue and Route 419
SUBMITTED BY:
Becky R. Meador
Deputy Clerk to the Board
B. Clayton Goodman, III ~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Coffee Pot Ladies Auxiliary has been caring for the triangle garden at the corner of
Brambleton Avenue and Route 419 for fifteen years; however, they have advised the Board
that they are no longer able to care for the garden due to health issues and family
responsibilities. They noted this was effective February 28, 2009.
The Ladies Auxiliary feels it has been a privilege to take care of the garden and have had
many good times doing so over the years. They regret they are unable to give it the
attention and dedication it deserves. The ladies expressed that Roanoke County has been
a wonderful partner during this endeavor.
County employees, Shelia Rose Dooley and Janet H. "Jan" Killgore, and several of the
other members will be in attendance to receive the resolution. Mr. Carroll Bell, owner of the
Coffee Pot, will also be in attendance.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION OF APPRECIATION TO THE COFFEE POT LADIES
AUXILIARY FOR 15 YEARS OF CARING FOR THE TRIANGLE GARDEN
AT THE CORNER OF BRAMBL TON AVENUE AND ROUTE 419
WHEREAS, in 1993 several friends formed the Ladies Auxiliary of the Coffee Pot, a
historic roadhouse restaurant built in 1936 and located on Brambleton Avenue, in the city
of Roanoke; and
WHEREAS, the members of the auxiliary are dedicated to community service and
have a great appreciation for the environment; and
WHEREAS, the members of the auxiliary partnered with Roanoke County to
maintain and beautify the triangle garden located in the County at the corner of Brambleton
Avenue and Route 419; and
WHEREAS, the members of the auxiliary have diligently taken care of the triangle
garden for the past 15 years; and
WHEREAS, the Board of Supervisors wishes to thank the ladies auxiliary for being
an outstanding partner and providing invaluable assistance to maintain and beautify
County surroundings.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, does hereby extend its sincere appreciation to the members of the
COFFEE POT LADIES AUXILIARY: DIANN BATEMAN, DEBORAH H. BOWMAN,
SHELlA R. DOOLEY, JANIS FRASER, SHARON GUTHRIE, EMMALEE HALL, JENNIE
HAZELGROVE, ANGELA JAMISON, JANET H. KILLGORE, DIANE OBER, SEDONA
PATTERSON, LYNN SPIRES, and SHARON D. THEEDE for their many years of
1
commitment and devotion to the beautification of our community; and
BE IT FURTHER RESOLVED, that the Board of Supervisors extends its best wishes
to the ladies in their future endeavors.
2
ACTION NO.
ITEM NO.
~-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
APRIL 14, 2009
AGENDA ITEM:
Resolution approving and adopting the recommendation of the
Roanoke County Bonding Committee to declare the developer
of Mason's Crest Subdivision is in default and to authorize
officials of Roanoke COLlnty to exercise its rights under the
Developer's Erosion and Sediment Control Agreement; the
Developer's Land Subdivider's Agreement; and, the
accompanying Irrevocable Letters of Credit
SUBMITTED BY:
Tarek Moneir
Deputy Director of Development Services
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
In 2004, Radford & Company (Developer), a Virginia Corporation submitted plans to
Roanoke County and was granted approval to develop a large parcel of land located off
Merriman Road, Route 613 south of the Blue Ridge Parkway in the Cave Spring
Magisterial District. An Erosion and Sediment Control Agreement (ESC) dated June 23,
2004 was established for the development to proceed. The Developer posted a Bond in
the amount of $1 03,836 in the form of an Irrevocable Standby Letter of Credit presented by
Salem Bank & Trust (now StellarOne Bank) for this project.
On July 13, 2005, the Developer signed a Land Subdivider's Agreement with Roanoke
County and posted a Bond in the amount of $937,475 in the form of a Letter of Credit by
Salem Bank & Trust (now StellarOne Bank) in order to comply with Roanoke County's
Ordinance to subdivide the same land and proceed with the infrastructure development of
Mason's Crest subdivision.
1
The Developer agreed that measures for the control of siltation, erosion and all
improvements to the land within the said subdivision would be properly and satisfactorily
provided, installed, and completed as agreed upon on the approved plans.
As the improvements were completed, the Developer requested and was granted
reductions to the amount of the bonds/surety leaving a balance of $51,918 for ESC and
$57,156 for the Land Subdivider's Agreements.
Significant improvements have taken place, but the subdivision remains incomplete. A
punch list of outstanding items to be corrected had been identified and mailed to the
Developer. Additionally, staff has sent several follow up notices to the Developer listing the
remaining incomplete items. To date there has been no response from the Developer (see
attached copy of a letter with the list of items needing to be addressed).
The Bonding Committee considered the facts presented by the Community Development
Department staff on the project and determined that the Developer is in default. A notice
of public hearing was established and mailed via certified mail to the Developer and
Creditors of today's hearing.
FISCAL IMPACT:
The cost of completing the remaining improvements is anticipated to be covered by the
funds on credit with the bank for this project.
AL TERNATIVES:
1. The Bonding Committee recommends that the Board of Supervisors:
a. Formally declare that the developer is in default of the Erosion and Sediment
Control Agreement and instruct the staff to demand payment of the surety in
order to pay for the incomplete ESC measures; and,
b. Formally declare that the developer is in default of the Land Subdivider's
Agreement and instruct the staff to demand payment of the surety in order to
pay for the remaining needed improvements; and,
c. Authorize the staff to spend these funds for completion of the needed
corrections or improvements of the subdivision.
2. Reject the Bonding Committee Recommendation.
STAFF RECOMMENDATION:
Staff recommends that the Board approve alternative 1.
2
( (
QIountu .of ~onnok.e
DEPARTMENT OF COMMUNITY DEVELOPMENT
BUILOING PERMITS
DEVELOPMENT REVIEW
ENGINEERING
INSPECTIONS
MAPPING-GIS
STORMWATER MANAGEMENT
TRANSPORTATION
DIRECTOR. ARNOLD COVEY
DEPUTY DIRECTOR OF DEVELOPMENT SERVICES. TAREK MONErR
DEPUTY DIRECTOR OF PLANNING. PHILIP THOMPSON
COUNTY ENGINEER. GEORGE W. SIMPSON. III. P.E,
BUILDING COMMISSIONER. JOEL S. BAKER. CBO
FIRST NOTICE
February 18, 2009
Mr. David Radford
Radford & Company
2772 Electric Rd
Roanoke, VA 24018
Re: Mason's Crest Subdivision Section 1
Project #: SB-OS01654
Land Subdivider's and Erosion and Sediment Control
Agreement Expiration/Request for Schedule
Dear Mr. Radford:
This letter is to inform you that both your Land Subdivider's Agreement and your
Erosion and Sediment Control Agreement have expired. The expiration date of the E & S
Agreement was June 23, 2005 and the Landsubdivider's Agreement was July 13,2006.
Your Landsubdivider's Agreement and Erosion and Sediment Control Agreement states
certain requirements that need to be met to complete the project. An inspection was
performed by Roanoke County staff on January 12, 2009 to determine if these
requirements had been met. A punch list of outstanding items was generated and
includes, but is not limited to the following:
1. The remaining top coat of asphalt is needed to be put down on Mason's Crest Trail.
2. The existing sediment basin to the right of Mountain Spring Trail at STA 180+50 will
have to be converted to a stormwater management facility when the area draining to it
is fully stabilized.
(
(
Mr. David Radford
2/18/2009
2
3. The areas draining to all of the E&S traps and basins are not completely stabilized.
Also, the areas draining to them need to be over seeded and stabilized. When these
areas reach full stabilization, the E&S measures must be removed.
4. Per the Roanoke County Zoning Ordinance Section 30-47-5 Application Process: HAt
a minimum this information shall include: 6. A circulation plan, including location of
existing and proposed vehicular, pedestrian, bicycle, and other circulation facilities
and location and general design of parking and loading facilities. General information
on the trip generation, ownership and maintenance and proposed construction
standards for these facilities should be included..."
5. Per the Mason's Crest Masterplan document dated December 19,2003:
"A series of trails are shown on the Master Development Plan. The developer has the
discretion to develop some of the trails as hard surface, multi-use trails or woodland
soft-surface pedestrian only trails. The intent is to develop the lower portions of the
trail system as hard surface trails connecting to the amenity recreation area."
Per the two sections shown above, the trail system in the developed open space
areas of the site must be marked as shown on the approved Mason's Crest plans.
If copies of these documents are needed, please see www.roanokecountyva.gov/pz or
contact Tamrni Wood, CZA at (540) 772-2068 xt.226.
You must provide Roanoke County with a written response and schedule of when these
items will be addressed no later than March 4, 2009 or the County will consider your
project in default. Any additional costs/expenses other than those covered by the letters
of credit will be levied to your account and will remain your responsibility to repay to the
County.
If you should have any questions regarding the comments in this letter, please do not
hesitate to call our office (540) 772-2190.
u
Deni Sowder
Development Review Coordinator
pc: Arnold Covey, Community Development Director
Tarek Moneir, Deputy Director of Development Services
Matt Cooper, EIT, Project Engineer
Steve Lyon, StellarOne
t--I, ':--v
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING AND ADOPTING THE RECOMMENDATION
OF THE ROANOKE COUNTY BONDING COMMITTEE TO DECLARE
THE DEVELOPER OF MASON'S CREST SUBDIVISION TO BE IN
DEFAULT AND TO AUTHORIZE OFFICIALS OF ROANOKE COUNTY
TO EXERCISE ITS RIGHTS UNDER THE DEVELOPER'S EROSION
AND SEDIMENT CONTROL AGREEMENT AND THE ACCOMPANYING
IRREVOCABLE LETTER OF CREDIT
WHEREAS, Radford & Company, a Virginia corporation (hereafter "Radford"), as
developers of Mason's Crest Subdivision (hereafter "Mason's Crest S/D") in the Cave
Spring Magisterial District of Roanoke County, on or about June 23, 2004, entered into
an Erosion and Sediment Control Agreement (hereafter "E & S Agreement") with the
County of Roanoke and provided an irrevocable Letter of Credit issued by Salem Bank
& Trust, now StellarOne Bank (hereafter "StellarOne"), to insure the construction and
maintenance of certain erosion and sediment control facilities in connection with the
development of Mason's Crest SID; and
WHEREAS, Radford has partially complied with its legal responsibilities under
the aforesaid E & S Agreement and Roanoke County officials have authorized a partial
release of their Letter of Credit but a balance of $51,918.00 remains on deposit with
StellarOne to secure the completion of the requirement under this agreement; and
WHEREAS, the remaining tasks to be performed to comply with Radford's E & S
Agreement include the conversion of an existing sediment basis adjacent to the
Mountain Spring Trial into a stormwater management facility with a fully stabilized
draining area and stabilization of the areas draining into all of the erosion and sediment
traps and basins with adequate seeding and removal of temporary erosion and
sediment control measures upon successful full stabilization; and
WHEREAS, representatives of the Roanoke County Department of Community
Development have met on several occasions with Radford to discuss the status of
compliance with the E & S Agreement and finally mailed a letter to Radford, dated
February 17, 2009, requiring a response by March 2, 2009 and documentation of steps
to complete their responsibilities, but no response has been received from Radford or
StellarOne as of this date; and
WHEREAS, the Bonding Committee for Roanoke COLlnty meeting on February
19, 2009, at the Roanoke County Administration Center considered the documentation
as to the status of this subdivision project and the contacts with Radford to secure
compliance and voted to recommend that the developer be declared in default and that
the County take all necessary actions to collect the outstanding bonded proceeds; and
WHEREAS, a public hearing was held by the Board of Supervisors on this 14th
day of April, 2009, to consider the recommendation of the Bonding Committee and to
accept testimony and proposals from Radford and StellarOne.
NOW THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That Radford & Company is legally bound unto the Board of Supervisors of the
County of Roanoke, Virginia, in accordance with the Erosion and Sediment
Control Agreement dated June 23, 2004, for the construction and maintenance of
certain control measures in accordance with the plans for Mason's Crest
subdivision dated May 28, 2004 and all subsequent revisions thereof as
approved by the County of Roanoke.
2
2. That Radford & Company has failed to substantially complete the erosion and
sediment control facilities and measures as required by the aforesaid Agreement
and that the anticipated cost for completion of said facilities and measures equals
or exceeds the sum of Fifty-two Thousand Dollars ($52,000.00).
3. That authorized representatives of Roanoke County have attempted without
success to obtain a response or agreement from Radford & Company for the
completion of its legal obligations to the County and the public under the
aforesaid Agreement.
4. That the Bonding Committee for Roanoke County has recommended that
Radford & Company be declared in default under the terms of its Erosion and
Sediment Control Agreement dated June 23, 2004 and that Roanoke County
exercise its legal rights and responsibilities to obtain the remaining bonded
indebtedness being held for the County's benefit.
5. That Radford & Company is hereby determined to be in default for its failure to
substantially and adequately complete the requirements imposed upon it by the
aforesaid Erosion and Sediment Control Agreement.
6. That StellarOne Bank, the successor in interest to Salem Bank & Trust, has
issued an Irrevocable Standby Letter of Credit, dated July 6, 2004, Letter of
Credit Number 183, on behalf of Radford & Company for Mason's Crest, Project
Number 04-SB-00012, on which the remaining balance is Fifty-one Thousand,
Nine Hundred Eighteen Dollars ($51,918.00).
7. That the officials and staff of Roanoke County are hereby authorized, on behalf
of the Board of Supervisors of Roanoke County, Virginia, to draw upon the
3
aforesaid Irrevocable Standby Letter of Credit, dated July 6, 2004, Letter of
Credit Number 183, for all funds secured thereby for the County of Roanoke as
"BENEFICIARY" and to take all actions, legal or otherwise, to enforce the legal
rights and responsibilities of the Board of Supervisors in connection with the
development of Mason's Crest Subdivision by Radford & Company.
8. That the County Administrator, the Director of the Department of Community
Development, his staff and agents, and the Office of the County Attorney are
hereby authorized to take such action, including the initiation and pursuit of such
legal proceedings, as may be necessary to fully assert and defend the rights and
obligations of Roanoke County in this regard.
9. This Resolution shall be in full force and effect from the date of its adoption.
4
~-1.;h
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING AND ADOPTING THE RECOMMENDATION
OF THE ROANOKE COLlNTY BONDING COMMITTEE TO DECLARE THE
DEVELOPER OF MASON'S CREST SUBDIVISION TO BE IN DEFAlIL T
AND TO AUTHORIZE OFFICIALS OF ROANOKE COUNTY TO EXERCISE
ITS RIGHTS UNDER THE DEVELOPER'S LAND SUBDIVIDER'S
AGREEMENT AND THE ACCOMPANYING IRREVOCABLE LETTER OF
CREDIT
WHEREAS, Radford & Company, a Virginia corporation (hereafter "Radford"), as
developers of Mason's Crest Subdivision (hereafter "Mason's Crest S/D") in the Cave
Spring Magisterial District of Roanoke County, on or about July 13, 2005, entered into a
Land Subdivider's Agreement (hereafter "Subdivider's Agreement") with the County of
Roanoke and provided an Irrevocable Letter of Credit issued by Salem Bank & Trust,
now StellarOne Bank (hereafter "StellarOne"), to insure the construction of certain
physical improvements to the land in connection with the development of Mason's Crest
SID; and
WHEREAS, Radford has partially complied with its legal responsibilities under
the aforesaid Subdivider's Agreement and Roanoke County officials have authorized a
partial release of their Letter of Credit but a balance of $57,156.00 remains on deposit
with StellarOne to secure the completion of the requirement under this agreement; and
WHEREAS, the remaining tasks to be performed to comply with Radford's
Subdivider's Agreement include a top coat of asphalt to Mason's Crest Trail, a series of
trails as shown on Radford's Master Development Plan for this subdivision and a
circulation plan in accordance with the requirement of the Roanoke County Zoning
Ordinance, Section 30-47-5; and
WHEREAS, representatives of the Roanoke County Department of Community
Development have met on several occasions with representatives of Radford to discuss
the status of compliance with the Subdivider's Agreement and finally mailed a letter to
Radford, dated February 17, 2009, requiring a response by March 2, 2009, and
documentation of steps to complete their responsibilities, but no response has been
received from Radford or StellarOne as of this date; and
WHEREAS, the Bonding Committee for Roanoke County meeting on February
19, 2009, at the Roanoke County Administration Center considered the documentation
as to the status of this subdivision project and the contacts with Radford to secure
compliance and voted to recommend that the developer be declared in default and that
the county take all necessary actions to collect the outstanding bonded proceeds; and
WHEREAS, a public hearing was held by the Board of Supervisors on this 14th
day of April, 2009, to consider the recommendation of the Bonding Committee and to
accept testimony and proposals from Radford and StellarOne.
NOW THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That Radford & Company is legally bound unto the Board of Supervisors of the
County of Roanoke, Virginia, in accordance with the Land Subdivider's
Agreement dated July 13, 2005, for the construction of certain physical
improvements to the land in accordance with the plans for Mason's Crest,
Section 1, subdivision, prepared by Lumsden Associates, PC, dated May 23,
2005, and all subsequent revisions thereof as approved by the County of
Roanoke.
2
2. That Radford & Company has failed to substantially complete the physical
improvements to the land as required by the aforesaid Agreement and that the
anticipated cost for completion of said facilities and measures equals or exceeds
the sum of Fifty-seven Thousand, One Hundred Fifty-six Dollars ($57,156.00).
3. That authorized representatives of Roanoke County have attempted without
success to obtain a response or agreement from Radford & Company for the
completion of its legal obligations to the County and the public under the
aforesaid Agreement.
4. That the Bonding Committee for Roanoke County has recommended that
Radford & Company be declared in default under the terms of its Land
Subdivider's Agreement dated July 13, 2005, and that Roanoke County exercise
its legal rights and responsibilities to obtain the remaining bonded indebtedness
being held for the County's benefit.
5. That Radford & Company is hereby determined and declared to be in default for
its failure to substantially and adequately complete the requirements imposed
upon it by the aforesaid Land Subdivider's Agreement.
6. That StellarOne Bank, the successor in interest to Salem Bank & Trust, has
issued an Irrevocable Standby Letter of Credit, dated July 18, 2005, Letter of
Credit Number 246, on behalf of Radford & Company for Mason's Crest, Section
1, on which the remaining balance is Fifty-seven Thousand, One Hundred Fifty-
six Dollars ($57,156.00).
7. That the officials and staff of Roanoke County are hereby authorized, on behalf
of the Board of Supervisors of Roanoke County, Virginia, to draw upon the
3
aforesaid Irrevocable Standby Letter of Credit, dated July 18, 2005, Letter of
Credit Number 246, for all funds secured thereby for the County of Roanoke as
"BENEFICIARY" and to take all actions, legal or otherwise, to enforce the legal
rights and responsibilities of the Board of Supervisors in connection with the
development of Mason's Crest Subdivision by Radford & Company.
8. That the County Administrator, the Director of the Department of Community
Development, bis staff and agents, and the Office of the County Attorney are
hereby authorized to take such action, including the initiation and pursuit of such
legal proceedings, as may be necessary to fully assert and defend the rights and
obligations of Roanoke County in this regard.
9. This Resolution shall be in full force and effect from the date of its adoption.
4
ACTION NO.
ITEM NO.
~-d
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Resolution approving and adopting the recommendation of the
Roanoke County Bonding Committee to declare the developer
of Hidden Ridge Subdivision is in default and to authorize
officials of Roanoke County to exercise its rights under the
Developer's Erosion and Sediment Control Agreement; the
Developer's Land Subdivider's Agreement; and, the
accompanying bonds
SUBMITTED BY:
Tarek Moneir
Deputy Director of Development Services
APPROVED BY:
B. Clayton Goodman, III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
In early 2001, J.P. Turner Brothers, Inc. (Developer), a Virginia Corporation submitted
plans to the County and was granted approval to develop a large parcel of land located off
Buck Mountain Road, southeast of the Blue Ridge Parkway in the Cave Spring Magisterial
District. An Erosion and Sediment Control Agreement dated March 15, 2001 was
established for the development to proceed. The Developer posted a Bond in the amount
of $16,595 (bond # 08529285) with Fidelity & Deposit Company of Maryland for this
project.
On March ih, 2002, the Developer signed a Land Subdivider's Agreement with Roanoke
County and posted a Land Subdivider's Bond in the amount of $507,350 (bond #
08595237) from the Fidelity & Deposit Company of Maryland. This was in compliance with
Roanoke County's Ordinance to subdivide the same land and proceed with the
infrastructure development of Hidden Ridge subdivision.
The Developer agreed that measures for the control of siltation, erosion and all
improvements to the land within the said subdivision will be properly and satisfactorily
provided, installed, and completed as provided for on the approved plans. The Developer
proceeded with the development as approved by the Department of Community
Development.
On January 12, 2006, the Department of Community Development drafted a letter to the
developer with a list of VDOT's concerns and items that would need to be addressed in
order for this road to be accepted into the State Secondary Road System (see attached
letter dated January 12, 2006). The Developer has been given ample time to complete
the corrections, but the subdivision improvements remain incomplete.
Community Development staff sent several notices of compliance to the Developer listing
the incomplete items. To date, there has been no response from the Developer.
The Bonding Committee considered the facts presented by the Department of Community
Development staff on the project and declared that the Developer is in default. A notice of
today's public hearing was sent via certified mail to the Developer and Creditor.
FISCAL IMPACT:
The cost of completing the remaining improvements is anticipated to be covered by the
funds on credit with Fidelity & Deposit Company of Maryland for this project.
ALTERNATIVES:
1. The Bonding Committee recommends that the Board of Supervisors:
a. Formally declare that the Developer is in default of the Erosion and Sediment
Control Agreement and instruct the staff to demand payment of the surety in
order to pay for the incomplete ESC measures; and,
b. Formally declare that the Developer is in default of the Land Subdivider's
Agreement and instruct the staff to demand payment of the surety in order to
pay for the remaining subdivision improvements; and,
c. Authorize the staff to spend these funds for completion of the needed
corrections and improvements of this subdivision.
2. Reject the Bonding Committee Recommendation.
STAFF RECOMMENDATION:
Staff recommends that the Board approve alternative 1.
Qlountu of ~oanoke
DEPARTMENT OF COMMUNITY DEVELOPMENT
BUILDING PERMITS
DEVELOPMENT REVIEW
ENGINEERING
INSPECTIONS
MAPPING/GIS
STORMWATER MANAGEMENT
TRANSPORTATION
DIRECTOR, ARNOLD COVEY
DEPUTY DIRECTOR OF DEVELOPMENT SERVICES, TAREK MONEIR
DEPUTY DIRECTOR OF PLANNING, PHILIP THOMPSON
COUNTY ENGINEER, GEORGE W, SIMPSON, III, P,E.
BUILDING COMMISSIONER, JOEL S. BAKER, CBO
January 12,2006
Don Dye
Buck MOWltain Land, LLC
PO Box 20041
Roanoke, VA 24018
Re: Hidden Ridge
Corrections required prior to acceptance of Eagle Crest Drive and part of Piney
Ridge Drive into the State Secondary Road System
Dear Mr. Dye:
The County Of Roanoke, in conjWlction with the Virginia Department of Transportation,
conducted an inspection of Eagle Crest Drive and Piney Ridge Drive on 1111/06. Listed
below are the corrections that need to be made prior to VDOT accepting the road into the
State Secondary Road System. The corrections must be completed within sixty (60)
days.
VDOT Comments
1. CBR test results need to be provided.
2. Lot 3865: The steel plate needs to be removed and the back of the entrance needs
to be lowered. The curb and gutter located in front of the mailbox has sunk and
cracked. This section of curb and gutter needs to be replaced and brought of to
the correct elevation.
3. The curb and gutter in the cul-de-sac at the end of Piney Ridge Drive is low in
front of lots 3865 and 3862. This section needs to be replaced so that the water
will make it to the DI- Y in the cul-de-sac.
4. The lift holes in all of the DI structures need to be checked for grout. If the lift
holes are not grouted, they need to be.
P.O. BOX 29800. ROANOKE, VIRGINIA 24018. PHONE (540) 772-2080. FAX (540) 772-2108
* Recycled Paper
5. All of the internal connections of the stonnwater sewer systems need to be
checked for grout. If they have not been grouted, they need to be. If the grout has
come the off or separated, it needs to be replaced.
6. The DI-7 in the cul-de-sac of Piney Ridge Drive is not accessible. It can not be
opened to check the inside. It needs to be cleaned out from around it so it can be
checked.
7. All the street lights have to be removed from the VDOT right-of-way, which
includes the head of the light, or provide shop drawings and details to the
Richmond Central Office for approval. Provide maintenance responsibilities and
permit with continuous surety.
8. Lot 3883: The sprinkler system itself and the controls for the sprinkler system
have to be removed from the VDOT right-of-way. There is also ponding of water
in front of the entrance. Both this entrance and the entrance to lot 3901 are low or
there is a high spot between the two entrances. This area needs to be fixed so it
can drain.
9. Remove and repave, as painted, the section of Piney Ridge Drive across from lot
3883.
10. Lot 3845: Remove the outlets to the roof drains from the VDOT right-of-way.
Remove and replace a 4' wide section, where painted, in front of the entrance to
the lot.
11. Backfill behind all sections of curb and gutter and around all DI structures.
12. The cracks adjacent to DI structures G, H, I, and K need to be saw cut and epoxy
applied to them. There are 3 cracks adjacent to DI structure G.
13. The pipe in DI-H needs to be cleaned out.
14. The shoulder behind the upper side ofthe main entrance to Eagle Crest Drive is
not wide enough and the slope going down toward the 36" CMP is too steep. The
shoulder needs to be widened and the slope flattened out to at least 1.5 to 1.
15. The deceleration lane on the upper side of the main entrance to Eagle Crest Drive
seems to have a dip where it butts up to Buck Mountain Road. Verify that it has
the correct fall of2% toward the curb and gutter.
16. Manhole AA-2 (stonn sewer manhole), as designated on the plans, needs to be
found, saw cut around, pavement removed, raised, and repaved around.
17. The water manhole in the main entrance to Eagle Crest Drive needs to be saw cut
around, raised, and repaved.
18. The shoulder behind the lower side of the main entrance to Eagle Crest Drive
does not have the ditch that is shown on the plans. Also, where the water leaves
the curb and gutter, the area just behind the paved area is eroded. The ditch needs
to be put in and the erosion fixed.
19. Lot 3810: If the house is to have 2 entrances, Marcus Brown must be contacted
@ (540) 387-5488 before installation to review and approve the double entrance.
20. Lot 3822: The entrance to the lot is too wide. The length needs to be cut down
and an extra 8' of curb and gutter added to the upper or lower side.
21. Steps must be provided in all manholes where required.
22. The pavement in front of the entrance to the office has been gouged up. This
area needs to be saw cut and repaved.
Roanoke County Comments
1. Manhole V: The frame and cover needs to be anchored to the top of the
manhole.
'2. There is erosion on the slope behind DI structure J in the form of a small ditch
that needs to be fixed.
When these corrections have been made, please contact me to schedule another
inspection. If there are any questions about this letter, do no hesitate to contact me at
772-2065 ext. 235.
Thanks,
ta!:~
Civil Engineer I
Community Development
f-J~CA..
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING AND ADOPTING THE RECOMMENDATION OF
THE ROANOKE COUNTY BONDING COMMITTEE TO DECLARE THE
DEVELOPER OF HIDDEN RIDGE SUBDIVISION TO BE IN DEFAULT AND
TO AUTHORIZE OFFICIALS OF ROANOKE COUNTY TO EXERCISE ITS
RIGHTS UNDER THE DEVELOPER'S EROSION AND SEDIMENT
CONTROL AGREEMENT AND THE ACCOMPANYING EROSION AND
SEDIMENT CONTROL BOND
WHEREAS, J.P. Turner Brothers, Inc., a Virginia corporation (hereafter "J.P.
Turner"), as developers of Hidden Ridge Subdivision (hereafter "Hidden Ridge S/D") in
the Cave Spring Magisterial District of Roanoke County, on or about March 15, 2001,
entered into an Erosion and Sediment Control Agreement (hereafter "E & S
Agreement") with the County of Roanoke and provided an Erosion and Sediment
Control Bond secured by Fidelity & Deposit Company of Maryland (hereafter "F&D
Maryland"), to insure the construction and maintenance of certain erosion and sediment
control facilities in connection with the development of Hidden Ridge SID; and
WHEREAS, J.P. Turner has failed to substantially comply with its legal
responsibilities under the aforesaid E & S Agreement and a balance of $16,595.00
remains on deposit with F & D Maryland to secure the completion of the requirement
under this agreement; and
WHEREAS, the remaining tasks to be performed to comply with J.P. Turner's E
& S Agreement include, but may not be limited to, the correction of an erosion ditch on
the slope behind DI structure J and the anchoring of a frame and cover to the top of
Manhole # 5; and
WHEREAS, representatives of the Roanoke County Department of Community
Development have meet on several occasions with representatives of J.P. Turner to
discuss the status of compliance with the E & S Agreement, mailed a detailed letter
dated January 12, 2006, a subsequent letter dated October 30, 2008, and finally mailed
a letter to J.P. Turner, dated February 19, 2009, requiring a response by February 27,
2009, and documentation of steps to complete their responsibilities, but no response
has been received from J.P. Turner or F & D Maryland as of this date; and
WHEREAS, the Bonding Committee for Roanoke County meeting on February
19, 2009, at the Roanoke County Administration Center considered the documentation
as to the status of this subdivision project and the contacts with .J.P. Turner to secure
compliance and voted to recommend that the developer be declared in default and that
the County take all necessary actions to collect the outstanding bonded proceeds; and
WHEREAS, a public hearing was held by the Board of Supervisors on this 14th
day of April, 2009, to consider the recommendation of the Bonding Committee and to
accept testimony and proposals from J.P. Turner and F & D Maryland.
NOW THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That J.P. Turner Brothers, Inc., is legally bound unto the Board of Supervisors of
the County of Roanoke, Virginia, in accordance with the Erosion and Sediment
Control Agreement, dated March 15, 2001, for the construction and maintenance
of certain control measures in accordance with the plans for Hidden Ridge
Subdivision, dated March 15, 2001, and all subsequent revisions thereof as
approved by the County of Roanoke.
2. That J.P. Turner Brothers, Inc. has failed to substantially complete the erosiona
2
and sediment control facilities and measures as required by the aforesaid
Agreement and that the anticipated cost for completion of said facilities and
measures equals or exceeds the sum of Sixteen Thousand, Five Hundred
Ninety-five Dollars ($16,595.00).
3. That authorized representatives of Roanoke County have attempted without
success to obtain a response or agreement from J.P. Turner Brothers, Inc., for
the completion of its legal obligations to the County and the public under the
aforesaid Agreement.
4. That the Bonding Committee for Roanoke County has recommended that J.P.
Turner Brothers, Inc. be declared in default under the terms of its Erosion and
Sediment Control Agreement, dated March 15, 2001, and that Roanoke County
exercise its legal rights and responsibilities to obtain the remaining bonded
indebtedness being held for the County's benefit.
5. That .J.P. Turner Brothers, Inc. is hereby determined and declared to be in default
for its failure to substantially and adequately complete the requirements imposed
upon it by the aforesaid Erosion and Sediment Control Agreement.
6. That Fidelity & Deposit Company of Maryland has executed and entered into
Erosion and Sediment Control Bond No. 08529285, executed March 19, 2001, as
surety for J.P. Turner Brothers, Inc. for Hidden Ridge, Project Number 014-SB-
00001, on which the remaining balance is Sixteen Thousand, Five Hundred
Ninety-five Dollars ($16,595.00).
7. That the officials and staff of Roanoke County are hereby authorized, on behalf
of the Board of Supervisors of Roanoke County, Virginia, to draw upon the
3
aforesaid Erosion and Sediment Control Bond, dated March 19, 2001, Bond No.
08529285, for all funds secured thereby for the County of Roanoke as
beneficiary and to take all actions, legal or otherwise, to enforce the legal rights
and responsibilities of the Board of Supervisors in connection with the
development of Hidden Ridge Subdivision by J.P. Turner Brothers, Inc.
8. That the County Administrator, the Director of the Department of Community
Development, his staff and agents, and the Office of the County Attorney, are
hereby authorized to take such action, including the initiation and pursuit of such
legal proceedings, as may be necessary to fully assert and defend the rights and
obligations of Roanoke County in this regard.
9. This Resolution shall be in full force and effect from the date of its adoption.
4
./ '} b
C -c/o
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING AND ADOPTING THE RECOMMENDATION
OF THE ROANOKE COUNTY BONDING COMMITTEE TO DECLARE
THE DEVELOPER OF HIDDEN RIDGE SUBDIVISION TO BE IN
DEFAULT AND TO AUTHORIZE OFFICIALS OF ROANOKE COUNTY
TO EXERCISE ITS RIGHTS UNDER THE DEVELOPER'S LAND
SUBDIVIDER'S AGREEMENT AND THE ACCOMPANYING LAND
SUBDIVIDER'S BOND
WHEREAS, J.P. Turner Brothers, Inc., a Virginia corporation (hereafter "J.P.
Turner"), as developers of Hidden Ridge Subdivision (hereafter "Hidden Ridge S/D") in
the Cave Spring Magisterial District of Roanoke County, on or about March 7, 2002,
entered into a Land Subdivider's Agreement (hereafter "Subdivider Agreement") with
the County of Roanoke and provided a Land Subdivider's Bond secured by Fidelity &
Deposit Company of Maryland (hereafter "F & D Maryland"), to insure the construction
of certain physical improvements to the land in connection with the development of
Hidden Ridge SID; and
WHEREAS, J.P. Turner Brothers, Inc., has failed to substantially comply with its
legal responsibilities under the aforesaid Subdivider Agreement and a balance of
$507,350.00 remains on deposit with F & 0 Maryland to secure the completion of the
requirements under this agreement; and
WHEREAS, the remaining tasks to be performed to comply with J.P, Turner's
Subdivider Agreement include a punch list of twenty-two (22) separate items required
by the Virginia Department of Transportation (VDOT) as conditions for the acceptance
of Eagle Crest Drive and Piney Ridge Drive into the State Secondary Road System, as
set forth in a letter dated January 12, 2006, to Don Dye; and
WHEREAS, representatives of the Roanoke County Department of Community
Development have meet on several occasions with representatives of J.P. Turner to
discuss the status of compliance with the Subdivider Agreement, mailed a detailed letter
dated January 12,2006, a subsequent letter dated October 30,2008, and finally mailed
a letter to J.P. Turner, dated February 19, 2009, requiring a response by February 27,
2009, and documentation of steps to complete their responsibilities, but no response
has been received from J.P. Turner or F & D Maryland as of this date; and
WHEREAS, the Bonding Committee for Roanoke County meeting on February
19, 2009, at the Roanoke County Administration Center considered the documentation
as to the status of this subdivision project and the contacts with ..J.P. Turner to secure
compliance and voted to recommend that the developer be declared in default and that
the County take all necessary actions to collect the outstanding bonded proceeds; and
WHEREAS, a public hearing was held by the Board of Supervisors on this 14th
day of April, 2009, to consider the recommendation of the Bonding Committee and to
accept testimony and proposals from ..J.P. Turner and F & D Maryland.
NOW THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That J.P. Turner Brothers, Inc. is legally bound unto the Board of Supervisors of
the County of Roanoke, Virginia, in accordance with the Land Subdivider's
Agreement, dated March 7, 2002, for the construction of certain physical
improvements to the land in accordance with the plans for Hidden Ridge
Subdivision, prepared by Lumsden Associates, PC, dated January 16, 2001, and
all subsequent revisions thereof, as approved by the County of Roanoke.
2
2. That J.P. Turner Brothers, Inc. has failed to substantially complete the physical
improvements to the land as required by the aforesaid Agreement and that the
anticipated cost for completion of said facilities and measures equals or exceeds
the sum of Five Hundred Seven Thousand, Three Hundred Fifty Dollars
($507,350.00).
3. That authorized representatives of Roanoke County have attempted without
success to obtain a response or agreement from J.P. Turner Brothers, Inc., for
the completion of its legal obligations to the County and the public under the
aforesaid Agreement.
4. That the Bonding Committee for Roanoke County has recommended that J.P.
Turner Brothers, Inc., be declared in default under the terms of its Land
Subdivider's Agreement dated March 7, 2002, and that Roanoke County exercise
its legal rights and responsibilities to obtain the remaining bonded indebtedness
being held for the County's benefit.
5. That ..J.P. Turner Brothers, Inc. is hereby determined and declared to be in default
for its failure to substantially and adequately complete the requirements imposed
upon it by the aforesaid Land Subdivider's Agreement.
6. That Fidelity & Deposit Company of Maryland has executed and entered into
Land Subdivider's Bond No. 08595237, dated March 8, 2002, on behalf of J.P.
Turner Brothers, Inc., for Hidden Ridge Subdivision, on which the remaining
balance is Five Hundred Seven Thousand, Three Hundred Fifty ($ 507,350.00).
7. That the officials and staff of Roanoke County are hereby authorized, on behalf
of the Board of Supervisors of Roanoke County, Virginia, to draw upon the
3
aforesaid Land Subdivider's Bond, dated March 8, 2002, for all funds secured
thereby for the County of Roanoke as beneficiary and to take all actions, legal or
otherwise, to enforce the legal rights and responsibilities of the Board of
Supervisors in connection with the development of Hidden Ridge Subdivision by
J.P. Turner Brothers, Inc.
8. That the County Administrator, the Director of the Department of Community
Development, his staff and agents, and the Office of the County Attorney, are
hereby authorized to take such action, including the initiation and pursuit of such
legal proceedings, as may be necessary to fully assert and defend the rights and
obligations of Roanoke County in this regard.
9. This Resolution shall be in full force and effect from the date of its adoption.
4
ACTION NO.
ITEM NO. F-J
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request to Adopt the Roanoke County School Budget for the
fiscal year 2009-2010
SLlBMITTED BY:
Diane D. Hyatt
Chief Financial Officer
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke County School Board has submitted the attached budget for the 2009-2010
fiscal year. The School Board approved this budget at their meeting on March 26, 2009,
and in accordance with state law, has now submitted it for Board of Supervisors approval.
Drew Barrineau (Chairman of the Roanoke County School Board), Dr. Lorraine Lange
(Superintendent of Schools), and Penny Hodge (Assistant Superintendent of Finance) will
attend the Board of Supervisors meeting to present the school budget.
STAFF RECOMMENDATION:
Staff recommends approving and adopting the attached school board budget for the 2009-
2010 fiscal year.
Roanoke County
Public Schools
Budget
2009 - 2010
Roanoke County Public Schools
School Board Members
C. Drew Barrineau, Chairman
Windsor Hills District
Michael W. Stovall, Vice Chairman
Vinton District
David M. Wymer
Catawba District
H. Odell "Fuzzy" Minnix
Cave Spring District
Jerry L. Canada
Hollins District
~..
~r
~.J:.
'" . .....
Dr. Lorraine S. Lange
School Superintendent
Penny A. Hodge, CPA
Assistant Superintendent of Finance
David E. Atkins
Finance Manager
5937 Cove Road, Roanoke, Virginia 24019
www.rcs.k12.va.us
...... Table of Contents ~
Executive Summary
Superintendent's Budget Message....................................................................... 1-2
Mission Statement....................................................................................................3
Budget Development Calendar................................................................................4
Budget Development Process .............................................................................. 5-7
Basis of Presentation................................................................................................8
Budget Summary - All Funds.................................................................................. 9
General Fund Revenues per Pupil..........................................................................1 0
General Fund Revenues................................................................................... 11-12
Description of General Fund Expenditures by Budget Categories....................... .13
General Fund Expenditures per Pupil................................................................... .14
General Fund Expenditure Summary by Department............................................15
Student Enrollment............................................................................................... .16
Historical Fund Balance Data ................................................................................17
Other School Funds
Grant Fund....................................................................................................... 19-20
Nutrition Fund........................................................................................................21
Textbook Fund..,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,., .,22
Capital Fund...........................................................................................................23
Debt Fund...............................................................................................................24
Laptop Insurance Reserves Fund...........................................................................25
Regional Alternative Education Program..,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.,.26
Bus Fund................................................................................................................27
Roanoke County Public Schools
5937 Cove Road
Roanok:e, Virginia 24019
March 26, 2009
Dear School Board Members:
The process of developing a budget each year is vitally important for allocating resources to
the successful operation of a first class educational program for approximately 14,600
students in the 1 7 elementary schools, 5 middle schools, 5 high schools, and 2 alternative
schools in Roanok:e County. This year, that process became even more critical as the school
system was forced by the national economy to make drastic cuts in expenditures to balance to
steeply declining state and local tax revenues. Feedback was encouraged from throughout the
system and community as we look:ed deep within our budget to find ways to do more with less
while maintaining our focus and finances on our #1 priority, the students.
Presented herein is the fiscal year 2009-10 (FY10) budget for Roanoke County Public
Schools. Overall, the FY10 approved operating budget totals $137,909,128, representing a
3.7 percent decrease under the FY09 budget. The approved budget is based on a projected
average daily membership (ADM) in FY10 of 14,400 students which reflects a projected one
percent reduction in enrollment.
The FY10 budget, the second year of the state biennium budget, represents a projected state
revenue decrease of 9 percent, or $7.4 million for the school division. The transfer from the
County Board of Supervisors to the school division is expected to decrease by 3 percent, or
$1.7 million reflecting the significant loss of local tax revenues. The school division projects
a slight decrease in other revenues of$123,795 for a total reduction in regular school revenues
of$9.1 million.
Offsetting a portion of the $9.1 million in lost revenue this year is a brand new source of
funding for public education. The American Recovery and Reinvestment Act of 2009
(ARRA) signed into law by President Obama on February 17, provides $3.8 million in new
funding for the school division. One component of ARRA is the State Fiscal Stabilization
Funds which are intended to address significant shortfalls in state tax revenues. The General
Assembly elected to include this portion of the stimulus funding in distributions to public
schools to partially offset state revenue reductions in the proposed state budget. The
stabilization funds are specifically designed to stimulate the economy and the law expressly
states that the funds "may be used to pay salaries to avoid having to layoff teachers and other
school employees". The School Board has elected to include this stimulus funding in the
FY10 budget to offset a portion of the significant state revenue reductions and purposefully
avoid the layoff of full-time employees (not including part-time or grant funded positions).
The reduction in total revenues for FY10 has been addressed with thoughtful and methodical
reviews of all school expenditures and the selection of budget cuts that would least impact the
classroom and teacher-student relationship. In the short-term, efforts are focused on
maintaining direct educational services for students in the school division while reducing
some of the resource services that the school system has enjoyed in past years.
Maximizing student achievement, excelling on Virginia's Standards of Learning (SOL)
assessments, exceeding state accreditation benchmark:s, and having all schools meet the
Adequate Yearly Progress (A YP) provisions of the No Child Left Behind Act (NCLB) remain
primary goals of Roanok:e County Public Schools. Based on 2007 -08 test results (most recent
test results available), the school division continues to be a leader in student performance
across the state with 100% of our schools meeting state accreditation and 100% of our schools
meeting federal A YP benchmarks. Additionally, our students consistently exceed the state
average on both SOL and Scholastic Achievement Tests (SAT). Roanok:e County Public
Schools also prides itself on one of the lowest dropout percentages in the state at 1.36% in
FY08 (the latest data available).
The heart and soul of Roanoke County Public Schools lies with the employees who work: with
the students on a daily basis. By its very nature, public education is labor intensive and,
accordingly, the emphasis in the school budget rests with personnel and benefit costs.
Unfortunately, in order to protect employee jobs and address the significant revenue
shortfalls, employee salaries will be frozen at the same levels for FY10. On a positive note,
premiums for employee health and dental insurance will also remain at the same rates for
FY10 avoiding the potential for reduced pay checks next year.
The School Board has funded minimal budget increases for FY10 limited to fuel costs,
utilities, increases in hourly minimum wage rates under the Fair Labor Standards Act, legal
fees, internet filters, formative assessments, and replacement of discontinued student fees.
This budget also includes the agreed upon annual increase of $300,000 to fund the Joint
Capital Improvement Financing Plan with the Board of Supervisors.
Unlik:e past years, the funding for this budget was drastically reduced by current economic
conditions. However, the School Board requested feedback: from employees and citizens as
early as September 2008 as they began the laborious process of identifying efficient economic
alternatives for spending. The School Board has made systematic and methodical choices to
provide the best possible educational environment within the constraints of available funding
and other essential budget needs. We commend the School Board for their strong leadership
and enduring commitment to providing a high quality education to the students of Roanoke
County Public Schools despite the real challenges of this economy. We would also lik:e to
thank: the many parents and other citizens of Roanoke County who volunteer their time and
expertise to help mak:e our schools a safe and caring place for "learning for all, whatever it
tak:es."
Sincerely,
.~ _....'. t,
~1~ilJ
:J:. ~
~A.~
Penny A. Hodge, CPA, RSBO
Assistant Superintendent of Finance
Lorraine S. Lange, Ed. D.
Superintendent
2
Roanoke County Public Schools
Mission Statement
It is the mission of Roanok:e County Public Schools to ensure that all students participate in
quality learning experiences necessary to grow, adapt and meet the challenges of a changing
world.
Beliefs and Assumptions
. All children can learn.
. The individual school controls enough variables to assure that virtually all children can
be motivated to learn.
. A school's stak:eholders are the most qualified people to implement needed changes.
. School-by-school change is the best hope for reform.
"Learning for all, whatever it takes"
3
Roanoke County Public Schools
Budget Development Calendar
November 2008
· Identification and prioritization of budget initiatives and budget reductions based on
Comprehensive Plan and state forecasts
December 2008
· Budget kick-off and distribution of Budget Preparation Instructions to staff
· Budget Development Calendar presented to School Board
· Preliminary revenue estimates prepared based on proposed Governor's budget
January 2009
· Operating Budget Requests submitted to Finance Office by all departments
· School Nutrition Services, Textbooks, Debt and Grant Budget Requests submitted to
Finance Office
· Draft Operating Budget compilations distributed to Senior Staff
· Revenue projections updated based on proposed House and Senate budgets
· Public comment on FY2010 Operating Budget
February 2009
· Operating Budget discussions - Superintendent and Senior Staff
· Preliminary revenue sessions with local government
· Preliminary revenue projections updated based on General Assembly action
· Budget work session with Employee Advisory Committee
March 2009
· Budget Summit with School Board and staff
· Joint Budget Work Session with Board of Supervisors
· Presentation of Executive Budget Summary to School Board
· School Board adoption ofFY2010 Operating Budget and Other Fund Budgets
· School Board adopted budgets presented to Board of Supervisors
April 2009
· Public hearings and discussions with School Board, School Staff and Board of
Supervisors on Operating Budget
· Finance Office distributes per pupil cost for public education in accordance with
state law by April 15th
Mav 2009
· Board of Supervisors adopts FY201 0 budget for school system
4
Roanoke County Public Schools
Budget Development Process
The School System budget cycle is divided into a five-step process that includes planning,
preparation, adoption, implementation, and evaluation. The process is driven by two objectives: to
develop a budget that will provide every child in the school system with the best possible
educational opportunities and to optimize the use of available resources. Within this framework,
the School Board attempts to balance the educational needs of students with the resources available
to the school system from local, state, and federal sources.
Budget Planning
For the fiscal year that begins July 1, the budget planning process starts the prior year when the
School Board adopts a budget calendar. The calendar includes important activities in the budget
process and the dates on which important decisions are scheduled. Once adopted, the calendar
represents the guidelines for the preparation and adoption of the budget for the school system.
Preparation of the School Budget
Preparation of the school operating budget includes input from each school and input from the
following budget committees:
Superintendent's Bud2:et Committee
Penny Hodge, Chairperson
Lorraine Lange, Superintendent
Jerry Canada, School Board
Drew Barrineau, School Board
Fuzzy Minnix, School Board
Mike Stovall, School Board
David Wymer, School Board
Cecil Snead, Director of Instruction
Torren Nanz (HVHS student)
Kristen Maish (HVHS student)
Senior Staff Bud2:et Committee
Penny Hodge, Chairperson
Lorraine Lange, Superintendent
Allen Joumell, Assistant Superintendent
Tom Hall, Deputy Superintendent
Cecil Snead, Instruction
B J Brewer, Instruction
Ben Williams, Testing and Remediation
Roger Johnson, Career and Technical Ed
Jessica McClung, Pupil Personnel Services
Brenda Chastain, School Board Clerk
Emplovee Advisorv Committee
Tim Sauls, Cave Spring HS
Janet Shaffer, Mt. Pleasant
Irma Sanders, Burton Center
Tammy Wood, Northside HS
Sarah Hollett, Clearbrook
Ralph Russo, Hidden Valley Middle
Thom Ryder, Oak Grove
Barbara Buckley, Oak Grove
Allen Joumell, Assistant Superintendent
Tom Hall, Deputy Superintendent
Jane James, Director of Technology
Thom Ryder, RCEA
Diane Hyatt, Roanoke County
David Atkins, Budget and Finance
Martin Misicko, Director of Operations
Jessica McClung, Director, PPS/Special Ed
Alex Zuber (CSHS student)
Carol Whitaker, Personnel/Staff Development
Dave Trumbower, Classified Personnel
Martin Misicko, Operations
Jane James, Technology
David Atkins, Budget and Finance
Ed Tutle, Nutrition Services
Michele Dowdy, School Counseling Services
Fran Kiker, School Counseling Services
Darlene Ratliff, Deputy School Board Clerk
Chuck Lionberger, Community Relations
Anita Halterman, Northside Middle
Debbie Lane, Bonsack
Sherry Meredith, Ft. Lewis
Dan Turman, Transportation
Karen Campbell, Cave Spring Middle
Bethany Drown, Glenvar Middle
Buddy Hansbarger, Masons Cove
Cindy Klimaitis, Green Valley
5
Roanoke County Public Schools
Budget Development Process
Emplovee Advisorv Committee (continued)
Kim Clapper, Glenvar Elementary
Rebecca Campbell, Glen Cove
Susan McQuail, RECook
Betty Jay, H L Horn
Kay Thompson, William Byrd Middle
Teresa Butta, Back Creek
Allyson Seifert, William Byrd High
Julie Kolb, Glenvar High
Traci Starr, Central Office
Ann Deeds, Hidden Valley High
Lisa Hayes, Hidden Valley High
Andra Blatt, Central Middle
Lorena Browning, Burlington
Lisa Coleman, Burlington
Marylee Shaffer, Mountain View
Sonya Cline, Glenvar High
J eanine Bennett, W E Cundiff
Don Higgins, Maintenance
Kim Hires Smith, Bent Mountain
Jason Staples, Penn Forest
Jennifer Durrance, Cave Spring Elementary
Debra Overstreet, Back Creek
Budget Adoption
The budget for the school division for the next fiscal year is presented at board meetings and work
sessions in February and early March. On or before April 1 of each year, the School Board adopts
the next fiscal year's budget and submits to the Board of Supervisors for approval. The school
division operates as a legally separate component unit. However, the school division is fiscally
dependent upon the County of Roanoke with approximately 43% of the school budget funded by
local taxes. The final adoption and appropriation occur in May of each year. In 2008, the school
system received its third Association of School Business Officials International (ASBO)
Meritorious Budget Award for Excellence in the preparation and issuance of the 2008-09 school
system Annual Budget document. The award represents a significant achievement by Roanoke
County Public Schools and reflects the commitment of the school division and staff to meeting the
highest standards of school budgeting.
Budget Implementation
The fiscal year begins on July 1 of each year when the newly adopted budget becomes available for
spending. Department administrators receive monthly reports which reflect the budgeted amount,
year to date expenditures, encumbrances, and the amount remaining for expenditure. Upon review
of these reports, the administrators may request budget transfers to align the budget with their
spending priorities. The board members receive monthly and quarterly reports of revenues and
expenditures to date.
Budget Evaluation
The last step in the budget process is the evaluation of the financial plan. The results of operation
for the fiscal year are reported annually in the School Board's Comprehensive Annual Financial
Report (CAFR), which is audited by a certified public accounting firm. The Superintendent's
Annual School Report is also prepared annually in accordance with regulations set by the Virginia
General Assembly. For the past seven years, Roanoke County Public Schools has received two
prestigious awards for its CAFR. The first award is the Certificate of Excellence in Financial
Reporting from the Association of School Business Officials International (ASBO). This is an
international award that recognizes excellence in preparation and issuance of school system
financial reports. The second award received is the Certificate of Achievement for Excellence in
Financial Reporting from the Government Finance Officers Association (GFOA) of the United
States and Canada. The Certificate of Achievement is a national award that recognizes
conformance with the highest standards for preparation of state and local government financial
reports.
6
Roanoke County Public Schools
Budget Development Process
FY 2009-10 Special Considerations
The General Assembly adjourned their regular legislative session on February 28, 2009 as the
first state in the country to adopt a budget using federal funding approved in the American
Recovery and Reinvestment Act of 2009 (ARRA) signed into law by President Obama on
February 17, 2009. This historic act with significant funding for education allowed the General
Assembly to offset large reductions in state funding for education related to the declining
national economy. The overall goals of the ARRA are to stimulate the economy in the short term
by investing in essential services that will benefit the country over the long term.
The local government is also experiencing significant losses in local tax revenues in both the
current year and the revenue forecasts for the FY 2009-10 budget. The Board of Supervisors
requested that the School Board reimburse $1 million in the current year to partially offset local
revenue losses in excess of $6.9 million. The School Board agreed to fund this transfer out of the
Emergency Contingency reserved for unexpected revenue shortfalls and/or unplanned significant
expenditure increases. The FY09-10 budget restores $671,290 of that amount to the Emergency
Contingency in light of widely anticipated funding challenges ahead in FYi 0-11.
7
Roanoke County Public Schools
Basis of Presentation
The accounting system of the Roanoke County Public School division is organized and operated on
the basis of self-balancing accounts which comprise its assets, liabilities, fund balances, revenues,
and expenditures, as appropriate. School system resources are allocated to and accounted for in
individual funds based upon the purpose for which they are to be spent and the means by which
spending activities are controlled. The various funds are as follows:
General Fund
The General Fund consists of the necessary expenditures for the day-to-day operations of the
School System for the upcoming fiscal year. This includes costs such as teacher salaries, supplies,
equipment, and other operating costs.
Grants Fund
The Grants Fund accounts for federal, state, and private grants to provide critical support for the
instructional program.
School Nutrition Fund
The School Nutrition Fund accounts for the revenues and expenditures necessary to operate school
cafeterias. The primary source of funding for this budget comes from cafeteria sales and federal
reimbursements for free and reduced lunches. Limited funding is provided through local tax dollars
to fund this program.
Textbook Fund
The Textbook Fund consists of the costs associated with the purchase of new textbooks and
consumable instructional materials related to the subject area textbooks. This fund is highly
subsidized by the School Operating Budget through an interfund transfer.
Capital Fund
The Capital Fund represents state funding for school construction and technology.
Debt Fund
The Debt Fund represents the payment of principal and interest for loans used to build/renovate
school facilities.
Laptop Insurance Reserves Fund
The Insurance Reserves Fund includes the laptop computer warranty reimbursements and the
related replacement of parts and batteries.
Regional Alternative School Fund
The Regional Alternative School Fund is used to account for the costs to provide an alternative
educational program for students needing a non-traditional setting. This program is jointly funded
by Roanoke County and Bedford County.
School Bus Fund
The School Bus Fund accounts for school bus and support vehicle replacement.
8
Roanoke County Schools
Budget Summary - All Funds
FY 2009-10
Budget Budget Increase Percent
Fund 2008-09 2009-10 (Decrease) Change
General Fund 143,223,216 137,909,128 (5,314,088) -3.7%
Grants Fund 5,428,137 5,448,137 20,000 0.4%
School Nutrition Fund 5,463,612 5,521,806 58,194 1.1%
Textbook Fund 1,595,030 1,580,030 (15,000) -0.9%
Capital Fund 3,106,717 2,422,257 (684,460) -22.0%
Debt Fund 10,867,155 11,341,461 474,306 4.4%
Laptop Insurance Reserves Fund 551,500 406,500 (145,000) -26.3%
Regional Alternative School Fund 527,922 392,115 (135,807) -25.7%
School Bus Fund 810,000 810,000 0 0.0%
Total Funds 171,573,289 165,831,434 (5,741,855) -3.3%
All School Funds
Grants Fund
General
Fund
/ /SChOOI Nutrition Fund
/ ~ Textbook Fund
Capital Fund
Debt Fund
Laptop Insurance
Reserves Fund
Regional Alternative
School Fund
School Bus Fund
9
Roanoke County Public Schools
General Fund
Revenues Per Pupil
Budget
2008-09
Budget Percent of
2009-10 2009-10
13,985,000 10.1%
58,512,936 42.4%
4,044,692 2.9%
60,543,357 43.9%
823,143 0.6%
137,909,128 100.0%
State Sales Tax
State Revenue
Federal Revenue
Transfer from County
Other Revenue
Total Revenues
14,500,000
65,383,615
177,737
62,214,926
946,938
143,223,216
Revenue
Per Pupil
971
4,063
281
4,204
57
9,577
Estimated Average Daily Membership
Transfer from
County
Other Revenue
Sales Tax
State Revenue
Federal Revenue
10
14,400 I
Roanoke County Public Schools
General Fund Revenues
FY 2009-10
Actual Actual Actual Budget Budget Increase
2005-06 2006-07 2007 -08 2008-09 2009-10 (Decrease)
State SOQ Revenues
State Sales Tax 13,631,057 14,776,055 14,342,770 14,500,000 13,985,000 (515,000)
State Basic Aid 33,802,051 39,291,130 39,413,465 48,055,090 42,553,002 (5,502,088)
Salary Supplement 706,7 54 1,005,538 2,596,685
SOQ - Vocational Education 939,357 848,711 850,160 893,362 881,124 (12,238)
SOQ - Special Education 5,475,108 5,073,815 5,082,479 5,942,802 5,861,393 (81,409)
SOQ - Gifted Education 339,958 378,230 378,876 436,971 430,985 (5,986)
SOQ - Remedial Education 250,495 285,979 286,467 378,708 373,520 (5,188)
Retirement 1,807,143 2,721,410 3,225,064 3,262,715 3,198,865 (63,850)
Social Security 1,932,391 2,149,453 2,153,123 2,524,720 2,490,134 (34,586)
Group Life 129,152 1l0,890 106,815 86,197 (20,618)
English as a Second Language 126,871 153,309 188,405 238,380 201,218 (37,162)
SOQ - Remedial Summer School 95,095 71,762 86,983 104,618 1O0,1l0 (4,508)
Total SOQ Revenues 59,1 06,280 66,884,544 68,715,367 76,444,181 70,161,548 (6,282,633)
Lottery Funded Programs:
Lottery 2,155,332 2,138,475 2,058,866 2,313,614 (2,313,614)
At Risk 102,595 154,797 113,736 139,248 126,283 (12,965)
Foster Home Children 402,163 333,150 264,174 380,358 333,074 (47,284)
Support for Construction/Operating 870,302 870,302
Enrollment Loss 413,700 413,700
Special Ed - Regional Tuition 52,1 0 I 13,122 29,679 36,340 36,340
Voc Ed-State Equipment 17,040 20,428 24,023 8,096 8,096
Voc Ed-State Adult Education 35,547 32,412 22,216 28,149 9,626 (18,523)
Voc Ed-State Occup/Tech Ed 100,480 104,729 68,076 64,476 67,244 2,768
Disparity: K-3 208,335 423,159 437,602 453,439 437,134 (16,305)
Total Incentive Revenue 3,073,593 3,220,272 3,018,372 3,387,380 2,30 I ,799 (1,085,581)
State Categorical Revenues
Homebound Payments 19,625 25,194 37,258 43,662 34,589 (9,073)
Adult Education Basic 4,277 6,954 10,302 8,392 (8,392)
State Grant Revenue 81,746 29,507 57,760
Total Categorical Revenue 105,648 61,655 105,320 52,054 34,589 (17,465)
Total State Revenue 62,285,521 70,166,471 71,839,059 79,883,615 72,497,936 (7,385,679)
Federal Revenue
Medicaid Reimbursement 97,673 63,529 96,783 40,365 40,365
Medicaid - Administrative Claiming 53,149 159,603 96,340
AFJROTC Reimbursement 34,888 26,027 40,000 40,000
Emergency Impact Aid 1l,509
Federal Land Use 1,713 1,730 1,727 1,000 1,000
Federal Grants 12,418 2,871 2,380
Voc Ed - Carl Perkins Act 155,987 158,790 154,895 136,372 136,372
Federal Stimulus (ARRA) 3,826,955 3,826,955
Total Federal Revenue 320,940 432,920 378,152 177,737 4,044,692 3,866,955
Local Revenue
Local Appropriation-County 57,260,071 58,813,1l5 62,450,497 61,737,627 60,066,058 (1,671,569)
Transfer from County - CSA 1,299,000 1,549,000 1,849,000
11
Roanoke County Public Schools
General Fund Revenues
FY 2009-10
Actual Actual Actual Budget Budget Increase
2005-06 2006-07 2007 -08 2008-09 2009-10 (Decrease)
Transfer from County - Dental 366,143 385,820 417,616 477,299 477,299
Transfer from Regional Program 134,080
Total Local Revenue 59,059,294 60,747,935 64,717,1l3 62,214,926 60,543,357 (1,671,569)
Other Revenue
Interest Income 326,347 424,224 391,181 200,000 150,000 (50,000)
Rental of School Property 6,466 6,835 10,850
Tuition - Regular School 104,1l4 141,095 123,920 104,344 67,334 (37,010)
Tuition - Summer School 87,855 124,205 85,773 90,000 85,000 (5,000)
Tuition - Summer Physical Ed 6,360 12,800 16,239
Tuition - Adult Education 110,670 51,094 1l,238 69,667 41,435 (28,232)
Tuition - Preschool (LEAP) 99,964 114,920 106,813 126,360 126,360
Other Miscellaneous Revenue 23,085 8,335 31,432 3,600 3,600
Distance Line Refund 1,000
E-rate Reimbursement 31,225 254,067 232,374 232,374
Alternative School Recovered Costs 17,220 17,220 17,220 17,220 17,220
Tuition from Other Localities 7,500 2,500 18,525 20,613 17,060 (3,553)
Online High School Tuition 67,790 95,340 93,025 82,760 82,760
Total Other Revenue 858,371 1,029,793 1,160,282 946,938 823,143 (123,795)
Total General Fund Revenue 122,524,126 132,377,1l9 138,094,606 143,223,216 137,909,128 (5,314,088)
12
Roanoke County Public Schools
General Fund Expenditures by Budget Categories
The education of students is a labor-intensive operation that is reflected in the allocation
of the financial resources of the school system. For the 2009-10 fiscal year, contract
salaries and fringe benefits represent 82% of expenditures in the operating budget. The
major department budget areas are described below.
Classroom Instruction expenditures deal directly with the interaction between teachers
and students in the classroom. This includes the development of curriculum and
instructional programs which support the standards of quality and the administration of
schools and programs in compliance with state, federal, and school board mandates,
policies, and guidelines. Classroom instruction also includes expenditures associated
with educational testing, career education programs, special education services,
homebound instruction, and guidance services.
Personnel is the largest expenditure in the school operating fund. These departments
include the salary and fringe benefit costs for classroom personnel, instructional and
central office support staff, and school administration.
Support services are expenditures related to providing transportation for regular, special,
and summer school programs and the maintenance and operation of all school facilities.
Central support departments include expenditures for the school board, school
superintendent, budget and finance, community relations, pupil assignment, and staff
development. Property insurance for school buildings, employee medical insurance, and
fund transfers for debt and textbooks are budgeted under central support.
Special programs capture the cost of providing summer school and adult education
classes.
13
Roanoke County Public Schools
General Fund Expenditures Per Pupil
FY 2009-10
Budget
2008-09
Classroom Instruction
Personnel
Central Support
Support SelVices
Special Programs
Emergency Contingency
5,177,909
118,189,391
12,402,014
6,980,758
473,144
Budget Percent of Cost
2009-10 2009-10 Per Pupil
5,802,747 4.2% 403
112,430,180 81.5% 7,808
10,895,683 7.9% 757
7,700,476 5.6% 535
408,752 0.3% 28
671,290 0.5% 47
137,909,128 100.0% 9,577
14,400 I
143,223,216
Estimated Average Daily Membership
Personnel
Support SelVices
Central Support
Special Programs
Adult Education
Classroom
Instruction
14
Roanoke County Public Schools
General Fund Expenditures Summary by Department
FY 2009-10
Actual Actual Actual Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Classroom Instruction:
Instructional Programs 892,068 844,898 796,916 871,967 1,019,967 148,000
Deputy Superintendent of Administration 1,069,518 1,033,484 1,174,818 1,428,023 1,502,444 74,421
Testing and Remediation 80,914 252,641 360,799 277,457 406,673 129,216
Career and Technical Education 425,792 432,806 400,003 412,069 448,519 36,450
Pupil Personnel and Special Education 573,446 499,993 593,851 583,348 694,889 111,541
School Counseling Services 353,032 356,535 382,727 395,073 360,783 (34,290)
Media Services 818,714 1,114,224 1,845,550 1,209,972 1,369,472 159,500
Total Classroom Instruction 4,213,484 4,534,581 5,554,664 5,177,909 5,802,747 624,838
Personnel:
Instructional Personnel 72,786,918 77,138,915 80,442,460 78,826,462 74,187,258 (4,639,204 )
Administrative Personnel 8,197,413 8,919,372 9,195,964 9,384,374 9,085,875 (298,499)
Classified Personnel 17,878,246 19,534,059 20,432,503 19,433,613 18,612,1 05 (821,508)
Employee Insurance Benefits 10,544,942 10,544,942
Total Personnel 98,862,577 105,592,346 110,070,927 118,189,391 112,430,180 (5,759,211)
Central Support:
School Board 238,174 237,429 285,874 260,826 258,308 (2,518)
School Superintendent 42,308 258,135 86,556 440,276 440,276
Budget & Finance 11,144,581 14,370,278 16,096,359 10,602,896 9,717,896 (885,000)
Community Relations 47,024 56,482 52,147 53,900 16,900 (37,000)
Staff Development 105,705 297,050 408,184 924,050 342,237 (581,813)
Pupil Assignment 102,485 109,075 181,727 120,066 120,066
Total Central Support 11,680,277 15,328,449 17,110,847 12,402,014 10,895,683 (1,506,331)
Support Services:
Transportation 1,245,073 1,269,798 1,662,244 1,892,488 1,879,440 (13,048)
Facilities & Operations 3,906,403 4,547,235 4,362,881 5,088,270 5,821,036 732,766
Total Support Services 5,151,476 5,817,033 6,025,125 6,980,758 7,700,476 719,718
Special Programs:
Summer School 352,960 341,772 311,045 403,477 347,477 (56,000)
Adult & Continuing Education 66,060 53,084 43,747 69,667 61,275 (8,392)
Total Special Programs 419,020 394,856 354,792 473,144 408,7 52 (64,392)
Emergency Contingency 671,290 671,290
Total General Fund Expenditures 120,326,834 131,667,265 139,116,355 143,223,216 137,909,128 (5,314,088)
15
Roanoke County Public Schools
Student Enrollment
September Average Daily Annual
Fiscal Year Enrollment Membership Growth
1995-96 Actual 13,753 13,721
1996-97 Actual 13,881 13,863 1.0%
1997-98 Actual 13,956 13,898 0.3%
1998-99 Actual 13,875 13,862 -0.3%
1999-00 Actual 13,852 13,856 0.0%
2000-01 Actual 13,871 13,865 0.1%
2001-02 Actual 13,911 13,930 0.5%
2002-03 Actual 14,094 14,127 1.4%
2003-04 Actual 14,385 14,279 1.1%
2004-05 Actual 14,508 14,365 0.6%
2005-06 Actual 14,842 14,728 2.5%
2006-07 Actual 14,891 14,777 0.3%
2007-08 Actual 14,931 14,802 0.2%
2008-09 Budgeted 14,600
2009-10 Proposed 14,400
14,900
14,800
14,700
14,600
~ 14,500
~ 14,400
-< 14,300
_ 14,200
... 14100
;- 14'000
~ 13'900
13:800
13,700
13,600
13,500
Average Daily Membership Trend
b ~ ~ A ~ ~ ~ ~ ~ h b ~ ~ ~
h9i faOJ ~9J &)C'J ASS ~~ 'S\::)~? ~ '!X\::) hSS fa\::) ~~ &)\;S
~OJ ,OJC'J ~OJ ,OJOJ ~C'J rv\::)\;S rv\::)\::) rv\::)\::) rv\::)\::)"'? rv\::)\;j rv\::)\::) rv\::)\;S rv\::)\::) rv\::)\::)
16
Roanoke County Public Schools
Historical Fund Balance Data
Transfer from County General Fund
Fiscal Year Annual One-Time Phase 1 Reserve for Total
Ended June 30 Appropriation Appropriation Capital Projects New Schools Appropriation
Increase From
Prior Year
Percent
Increase
1994-95 36,733,183 800,000 37,533,183 3,326,900 9.73%
1995-96 39,647,773 1,850,000 41,497,773 3,964,590 10.56%
1996-97 42,550,097 2,000,000 44,550,097 3,052,324 7.36%
1997-98 45,865,244 1,434,815 47,300,059 2,749,962 6.17%
1998-99 46,542,839 2,000,000 48,542,839 1,242,780 2.63%
1999-00 47,941,865 2,000,000 49,941,865 1,399,026 2.88%
2000-01 49,297,791 2,000,000 1,500,000 52,797,791 2,855,926 5.72%
2001-02 52,311,049 2,000,000 1,500,000 55,811,049 3,013,258 5.71%
2002-03 55,040,790 2,000,000 57,040,790 1,229,741 2.20%
2003-04 55,920,239 2,000,000 57,920,239 879,449 1.54%
2004-05 55,418,522 2,000,000 57,418,522 (501,717) -0.87%
2005-06 57,667,370 2,000,000 59,667,370 2,248,848 3.92%
2006-07 59,240,414 2,000,000 61,240,414 1,573,044 2.64%
2007-08 62,902,796 2,000,000 64,902,796 3,662,382 5.98%
2008-09 62,214,926 2,000,000 64,214,926 (687,870) -1.06%
General School Operations
Fund Balances
Fiscal Year Fund Balance
Ended Operating Operating asa %
June 30 Budget Fund Balance of Budget
1995 71,808,432 1,326,683 1.85%
1996 76,103,239 1,250,706 1.64%
1997 79,912,607 1,122,274 1.40%
1998 83,928,863 1,144,086 1.36%
1999 87,233,241 1,951,696 2.24%
2000 91,081,332 2,475,202 2.72%
2001 95,277,499 3,322,436 3.49%
2002 98,162,402 4,008,278 4.08%
2003 102,259,339 4,190,156 4.10%
2004 110,986,972 3,670,525 3.31%
2005 112,448,453 5,385,687 4.79%
2006 118,007,240 6,282,978 5.32%
2007 127,332,873 6,992,833 5.49%
2008 135,091,375 5,288,063 3.91%
Note: School Emergency Fund Balance of $1.3M adopted by School Bd in 2006,
excluded from above fund balance. Increased to $2M in 2007-08.
17
Roanoke County Public Schools
Other School Funds
2009 - 2010
Roanoke County Public Schools
School Grant Fund Revenues
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007 -08 2008-09 2009-10 (Decrease)
Federal Grants:
Title I, Part A 1,083,443 1,088,126 1,042,897 1,005,100 904,590 (100,510)
Title II, Part A 245,705 245,248 260,886 355,762 335,000 (20,762)
Title II, Part D 19,425 113,582 121,447 14,049 14,500 451
Title III 48,851 53,831 46,605 37,139 37,139
Title IV, Safe & Drug Free Schools 49,693 39,653 38,764 37,865 33,652 (4,213)
Title V, Part A 34,399 29,630 21,299
Title VI-B F1ow- Thru Funds 3,070,607 2,871 ,416 3,101,515 3,009,979 3,053,735 43,756
Preschool Mini Grant- 1 yr 92,254 91,376 91,379 91,379 89,747 (1,632)
Preschool Mini Grant - 2 yr 10,490
Sliver Grant 36,374 1,006
Reg Tech Ed Training 9,914
Refugee - Child School Impact 451
4,691,692 4,543,782 4,724,792 4,551,273 4,468,363 (82,910)
State Grants:
Early Reading Initiative 86,771 94,285 128,584 173,450 159,166 (14,284)
Algebra Readiness 32,966 75,485 47,374 60,401 58,360 (2,041)
GED Funding 15,717 15,717 15,717 15,717 15,717
High Schools That Work - WBHS 6,828 7,865 14,750 10,000 (10,000)
High Schools That Work - CSHS 6,966 9,645 14,626 10,000 (10,000)
Preschool Initiative 255,837 270,447 291,798 423,004 430,985 7,981
Visually Handicapped Grant 4,107 4,103 3,817 4,106 4,106
Learn & Serve 59,888 47,456 58,058 26,089 26,089
Mentor Teacher 17,191 13,357 13,357
Standards of Learning 14,831
Regional Tech Ed 15,657 7,745
Supplemental Technology 20,215 28,972
Dual Emollment 71,191 114,684 123,552
Tobacco Settlement 75,000 68,956 64,290 64,320 62,850 (1,470)
Universal Services Fund 43,698
Adult Basic Education 101,775 89,777 88,397 (1,380)
General Adult Education 8,392 8,392
Special Education in Regional Jail 112,355 112,355
VCA Fine Arts 1,500
Jobs for Virginia Graduates 50,000
Race for GED 46,394
728,363 839,390 866,705 876,864 979,774 102,910
Other Grants:
Parent Fair 1,520
1,520
Total Grant Revenues 5,421,575 5,383,172 5,591,497 5,428,137 5,448,137 20,000
19
Roanoke County Public Schools
School Grant Fund Expenditures
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007 -08 2008-09 2009-10 (Decrease)
Federal Grants:
Title I, Part A 1,083,442 1,088,126 1,042,897 1,005,100 904,590 (100,510)
Title II, Part A 245,705 245,248 260,886 355,762 335,000 (20,762)
Title II, Part D 19,419 113,582 121,447 14,049 14,500 451
Title III 44,629 57,961 46,608 37,139 37,139
Title IV, Safe & Drug Free Schools 49,693 39,653 38,764 37,865 33,652 (4,213)
Title V, Part A 34,399 29,630 21,299
Title VI-B Flow-Thru Fllllds 3,070,672 2,871,541 3,101,565 3,009,979 3,053,735 43,756
Preschool Mini Grant- 1 yr 92,254 91,376 91,379 91,379 89,747 (1,632)
Preschool Mini Grant - 2 yr 10,490
Sliver Grant 36,374 1,006
Reg Tech Ed Training 5,962
Refugee - Child School Impact 451
4,687,528 4,544,086 4,724,845 4,551,273 4,468,363 (82,910)
State Grants:
Early Reading Initiative 86,771 94,285 128,584 173,450 159,166 (14,284)
Algebra Readiness 32,966 75,485 47,374 60,401 58,360 (2,041 )
GED Funding (ISAEP) 15,717 15,717 15,717 15,717 15,717
High Schools That Work - WBHS 6,828 7,865 14,750 10,000 (10,000)
High Schools That Work - CSHS 6,967 9,645 14,626 10,000 (10,000)
Preschool Initiative 255,837 270,447 291,798 423,004 430,985 7,981
Visually Handicapped Grant 4,107 4,103 3,817 4,106 4,106
Learn & Serve 59,888 47,456 58,058 26,089 26,089
Mentor Teacher 17,191 13,357 13,357
Standards of Learning 14,831
Regional Tech Ed 15,660 11,697
Supplemental Technology 20,215 28,972
Dual Enrollment 60,098 49,564 78,701
Tobacco Settlement 75,000 69,318 64,291 64,320 62,850 (1,470)
Universal Services Fund 43,698
Adult Basic Education 101,775 104,491 89,777 88,397 (1,380)
General Adult Education 8,392 8,392
Special Education in Regional Jail 112,355 112,355
VCA Fine Arts 1,500
Jobs for Virginia Graduates 50,000
Race for GED 46,394
717,274 774,632 930,298 876,864 979,774 102,910
Other Grants:
Leap Program 6,340
Parent Fair 1,514 6
7,854 6
Total Grant Expenditures 5,412,656 5,318,724 5,655,144 5,428,137 5,448,137 20,000
20
Roanoke County Public Schools
School Nutrition Fund Revenues and Expenditures
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
Pupil, Adult & Other Sales 3,630,443 3,788,710 4,035,978 3,980,000 3,950,000 (30,000)
Rebates & Refunds 4,704 9,901 9,099 5,000 10,000 5,000
State Reimbursement 72,160 77,118 82,751 75,000 75,000
Federal Reimbursement 1,219,889 1,177,955 1,280,922 1,240,000 1,390,000 150,000
Interest Income 23,057 41,217 40,212 30,000 30,000
Other Income 1,199 277,946
Transfer from General Fund 133,612 66,806 (66,806)
Total Revenues 4,951,452 5,372,847 5,448,962 5,463,612 5,521,806 58,194
Exoenditures:
Salaries & Related Costs 2,382,501 2,574,625 2,740,327 2,913,612 2,913,612
Contractual Services 57,120 61,221 69,338 65,000 75,000 10,000
Travel 16,453 12,355 16,480 18,000 18,000
Food Supplies 2,149,426 2,238,943 2,360,355 2,150,000 2,300,000 150,000
Supplies 59,670 65,859 79,157 85,000 90,000 5,000
Equipment 39,127 238,959 102,225 130,000 100,000 (30,000)
Unappropriated 102,000 25,194 (76,806)
Total Expenditures 4,704,297 5,191,962 5,367,882 5,463,612 5,521,806 58,194
Beginning Balance 468,389 715,544 896,429
Reserved for Inventory
Ending Balance 715,544 896,429 977,509
Meal Prices: FY 05-06 FY 06-07 FY 07-08 FY 08-09 FY 09-10
Elementary lunch 1.60 1.75 1.75 2.00 2.00
Secondary lunch 1.75 1.75 1.75 2.00 2.00
Reduced price lunch 0.40 0.40 0.40 0.40 0.40
Adult lunch 2.25 2.25 2.25 2.50 2.50
Full priced breakfast 0.85 0.85 0.85 1.00 1.00
Adult breakfast 1.10 1.10 1.10 1.25 1.25
Reduced breakfast 0.30 0.30 0.30 0.30 0.30
Reimbursement Rates: Breakfast Lunch
Federal - paid meal $0.24 $0.23
Federal - reduced price meal $1.05 $2.07
Federal - free meal $1.35 $2.47
State reimbursement none $0.05
21
Roanoke County Public Schools
School Textbook Fund Revenues and Expenditures
FY 2009-10
Actuals Actuals Actuals Budget Budget Increase
2005-06 2006-07 2007 -08 2008-09 2009-10 (Decrease)
Revenues:
Sale of Textbooks 35,165 24,726 12,792 30,000 10,000 (20,000)
Other Revenue 5,401 3,532 11,490 4,000 9,000 5,000
State Reimbursement 564,688 925,095 926,675 1,150,884 1,150,884
Transfer from School Operating Fund 345,146 395,146 410,146 410,146 410,146
Total Revenues 950,400 1,348,499 1,361,103 1,595,030 1,580,030 (15,000)
Expenditures:
Salaries & Related Costs 65,271 80,040 87,752 82,597 92,097 9,500
Instructional Materials 25,000 24,000 24,302 25,000 25,000
Consigmnent Textbooks 526,449 729,411 763,808 1,156,901 943,000 (213,901)
Non-Consigmnent Textbooks 255,668 397,744 364,662 330,532 519,933 189,401
Laptop Computer Equipment 115,000 115,000 65,000
Total Expenditures 987,388 1,346,195 1,305,524 1,595,030 1,580,030 (15,000)
Beginning Balance 136,686 99,698 102,003
Ending Balance 99,698 102,003 157,582
Scheduled Adoptions:
FY2010 - Social Studies K - 12
FY2011 - Math
FY2012 - Reading & Science
22
Roanoke County Public Schools
School Capital Fund Revenues and Expenditures
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
Interest Income 59,338 103,956 511,482
Other Income 22,762 264 220
Soft Drink Commission 60,000 60,000 60,000 60,000 (60,000)
State Technology Bond 804,000 766,745 841,255 804,000 804,000
State Construction Grant 282,220 289,799 289,940 302,914 (302,914 )
Federal Stimulus Modernization 1,132,200 1,132,200
Sale of Land 41,043 61,550
Proceeds from State Agency 352,466
Proceeds from Bond Premiums 1,192,655
Proceeds from VPSA Bonds 581,774 21,264,713
Proceeds from Lease Purchase 3,564,057
Transfer - Bogle Field Reserve 25,000 25,000
Transfers from Other Funds 5,317,753 7,443,735 8,046,798 1,501,429 (1,501,429)
Transfer from Laptop Fund 183,250 (183,250)
Beginning balance - laptops 255,124 461,057 205,933
Total Revenues 7,480,314 12,269,599 32,268,613 3,106,717 2,422,257 (684,460)
Exoenditures:
Salaries & Related Costs 22,104 41,675 24,776
Contracted Services 283,645 534,186 1,183,612
School Projects (Pepsi) 60,000 54,536 60,000 60,000 (60,000)
Equipment 1,460,570 1,675,180 3,530,991 804,000 804,000
Stimulus School Modernization 1,132,200 1,132,200
Technology 400,000 2,188,050 56,177 1,733,870 (1,733,870)
Technology - LCD bulbs
Technology -laptop batteries 145,000 145,000
Land 4,176,516 50,000 2,466,726
Building Improvements 7,131,761 18,851,684 302,914 (302,914 )
Bogle Reserve 25,000 25,000
Transfers to Other Funds 303,099
Laptops - Future Years 205,933 316,057 110,124
Total Expenditures 6,402,835 11,978,487 26,173,966 3,106,717 2,422,257 (684,460)
Beginning Balance 9,178,506 10,255,985 10,547,097
Ending Balance 10,255,985 10,547,097 16,641,744
23
Roanoke County Public Schools
School Debt Fund Revenues and Expenditures
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
VPSA Premium 285,446
Transfer from General Fund 7,433,677 6,809,782 6,784,688 8,562,786 9,037,092 474,306
Transfer from School Fund 2,304,369 2,304,369 2,329,369 2,304,369 2,304,369
Total Revenues 9,738,046 9,399,597 9,114,057 10,867,155 11,341,461 474,306
Exoenditures:
Principal on G. O. Bonds 510,000 525,000 540,000 555,000 575,000 20,000
Principal on Literary Loans 850,032 850,032 826,632 687,685 459,321 (228,364)
Principal on VPSA Bonds 4,573,152 4,481,603 4,449,988 5,367,054 5,367,864 810
Interest on G. O. Bonds 159,831 149,631 133,181 119,682 103,031 (16,651)
Interest on Literary Loans 232,945 207,274 181,603 156,635 135,834 (20,801 )
Interest on VPSA Bonds 3,412,086 3,182,837 2,957,653 3,981,099 4,700,411 719,312
Bank Service Charges 5,900 5,900 7,232
Total Expenditures 9,743,946 9,402,277 9,096,288 10,867,155 11,341,461 474,306
Beginning Balance 8,580 2,680
Ending Balance 2,680 0 17,769
24
Roanoke County Public Schools
Laptop Insurance Reserve Revenues and Expenditures
FY 2009-10
9th carts
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
Interest Income 16,843 37,527 29,212
Fees from Students 320,811 414,720 401,138 379,000 144,000 (379,000)
LostJDamaged Parts 14,836 20,000 (20,000)
Recovered Costs 341
Insurance Deductible Paid by Students 2,500 (2,500)
Warranty Reimbursements 181,810 165,075 166,100 150,000 150,000
Total Revenues 534,300 617,322 596,791 551,500 294,000 (401 ,500)
Exoenditures:
Warranty related:
Salaries & Related Costs 10,226 15,080 32,914 34,448 21,530 (12,918)
Miscellaneous Operating (bags) 27 ,304 50,929 38,064 51,000 (51,000)
Printing Supplies 22,918 22,918
Small Equipment (batteries) 111,304 127,849 131,699 131,250 85,552 (45,698)
Small Parts - Students 32,029 19,183 29,317 30,000 20,000 (10,000)
Small Parts - Teachers 2,264 2,039 3,824 6,000 (6,000)
Laptop Network Security Software 20,000 40,000 40,000 (40,000)
Reserve related:
Equipment 85,998 387,120 133,216 75,552 (75,552)
Laptop Purchases or Reserves 183,250 (183,250)
Laptops on carts:
Carts 87,000 300,000
5th year warranty 139,500 139,500
Upgrade electric 30,000 30,000
Battery replacements
Total Expenditures 289,125 642,201 369,034 551,500 406,500 68,000
Beginning Balance 245,175 220,297 673,418 897,180 897,180
Ending Balance 245,175 220,297 448,054 673,418 784,680 427,680
25
Roanoke County Public Schools
Regional Alternative School Fund
FY 2009-10
Actua1s Actua1s Actua1s Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
Department of Education Grant 77,835 87,823 95,249 97,308 97,308
Roanoke County Tuition 169,564 192,232 196,876 200,807 200,807
Roanoke County Transportation 19,000 19,000 19,000 19,000
Bedford COllllty Tuition 179,322 192,232 196,876 200,807 75,000 (125,807)
Bedford COllllty - SAP 10,000 10,000 10,000 (10,000)
Total Revenues 426,721 501,287 518,001 527,922 392,115 (135,807)
Exoenditures:
Salaries and Fringe Benefits 391,262 419,981 437,964 469,559 326,831 (142,728)
Purchased Services 500 (500)
Communications 600 200 (400)
Lease/Rent of Equipment 2,150 1,000 (1,150)
Travel 508 673 598 800 800
Office/Medica1 Supplies 1,815 1,541 3,052 1,600 1,600
Small Equipment 1,603 1,453 2,502 2,100 2,100
Janitorial Supplies 863 198 36 1,500 300 (1,200)
Instructional Materials 4,372 3,168 5,575 10,893 5,000 (5,893)
Instructional Equipment - New 25,741
Transfer to Roanoke COllllty:
Transportation 19,000 19,000 19,000 19,000 19,000
Property Insurance 620 620 620 620 620
Utilities 16,600 16,600 16,600 18,600 18,600
Total Expenditures 436,643 463,234 511,688 527,922 376,051 (151,871)
Beginning Balance 304,337 20,515 58,568 64,881 64,881
Ending Balance 20,515 58,568 64,881 80,945 80,945
Total Cost Per Student
Roanoke County Cost Per Student
10,916 11,581 12,792 13,198 9,401
8,478 9,612 10,794 10,990 10,990
26
Roanoke County Public Schools
School Bus Fund
FY 2009-10
Actuals Actuals Actuals Budget Budget Increase
2005-06 2006-07 2007-08 2008-09 2009-10 (Decrease)
Revenues:
Interest Income 11,728 15,248 17,035
Sale of Machinery & Equipment 21,072 6,283 11,743
Transfer from General Fund 700,000 700,000 760,000 810,000 810,000
Total Revenues 732,800 721,531 788,778 810,000 810,000
Expenditures:
School bus replacements 686,638 793,306 756,893 775,000 775,000
Support vehicle replacements 34,550 35,000 35,000
Total Expenditures 686,638 793,306 791,443 810,000 810,000
Beginning Balance 803,157 849,919 778,144
Ending Balance 849,919 778,144 775,479
27
ACTION NO.
ITEM NO.
F-2-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
Request to approve the Roanoke Regional Airport Commission
Budget for fiscal year 2009-2010
AGENDA ITEM:
SUBMITTED BY:
Diane D. Hyatt
Chief Financial Officer
APPROVED BY:
B. Clayton Goodman, III ~<:Q..-
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke Regional Airport Commission is required to submit their budget to the
Roanoke County Board of Supervisors and the Roanoke City Council for approval before it
can be formally adopted by the Commission. At its meeting on March17, 2009, the
Commission approved the attached budget for fiscal year 2009-2010 to be forwarded to
the governing bodies of the two localities.
The 2009-2010 budget for the Roanoke Regional Airport Commission shows revenues of
$7,560,988 and expenditures of $7,516,627. This reflects that airport operations are self-
supporting and do not require any additional supplement from either the County orthe City.
This is a 14.5% reduction in revenues from the 2008-2009 budget.
The Commission also adopted the attached proposed capital expenditure budget program.
The capital expenditures total $425,000. These expenditures will be funded with State
Grant funds and Commission funds.
Jacqueline Shuck, Executive Director of the Roanoke Regional Airport Commission, will
attend the Board of Supervisors meeting to answer any questions that the Board may
have.
1
FISCAL IMPACT:
On June 30, 1996, the County made its final payment of $264,640, which completed our
original ten year capital contribution to the airport. There will not be any additional monies
needed as a result of this budget.
STAFF RECOMMENDATION:
Staff recommends adopting the attached resolution approving the Roanoke Regional
Airport Commission budget for the fiscal year 2009-2010.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING THE ROANOKE REGIONAL AIRPORT
COMMISSION BUDGET FOR FY 2009-2010 UPON CERTAIN TERMS
AND CONDITIONS
WHEREAS, Section 24.B of the Regional Airport Commission Act and Section
17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke
Regional Airport Commission provide that the Commission shall prepare and submit its
operating budget for the forthcoming year to the Board of Supervisors of the County and
City Council of the City; and
WHEREAS, by report dated March 18, 2009, a copy of which is on file in the
office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport
Commission has submitted a request that the County approve the FY 2009-2010
budget of the Roanoke Regional Airport Commission.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia that the FY 2009-2010 budget and proposed capital expenditures for
the Roanoke Regional Airport Commission as set forth in the March 18, 2009 report of
the Commission Executive Director, a copy of which is incorporated by reference
herein, is hereby APPROVED, and the County Administrator and the Clerk are
authorized to execute and attest, respectively, on behalf of the County, any
documentation, in form approved by the County Attorney, necessary to evidence said
approval.
ROANOKE REGIONAL AIRPORT COMMISSION
5202 Aviation Drive
Roanoke, VA 24012-1148
(540) 362-1999
FAX (540) 563-4838
www.roanokeairport.com
March 18, 2009
Honorable Chairman and Members
Roanoke County Board of Supervisors
P.O. Box 29800
Roanoke, Virginia 24018-0798
Re: Roanoke Regional Airport Commission Fiscal Year 2009-
2010 Budget and Proposed Capital Expenditures
Dear Chairman Altizer and Members of the Board:
In accordance with the requirements of the Roanoke Regional Airport Commission
Contract dated January 28, 1987, as amended, the Roanoke Regional Airport Commission is
hereby submitting its Fiscal Year 2009-2010 Operating Budget (Attachment I) for approval. This
Budget was adopted by the Commission at its meeting on March 17, 2009. Weare also
providing a separate listing of Capital Expenditures which are expected to exceed $100,000 in
cost and are intended to benefit five or more future accounting periods (Attachment II).
You will note that no deficit is anticipated in either the Operating Budget or for the listed
Capital Expenditures; therefore, no additional appropriations are being requested or anticipated
from the City or the County of Roanoke. Formal approval of the Operating Budget and the
Capital Expenditure List by resolution of each of the participating political subdivisions would
be appreciated.
I would be pleased to respond to any questions or comments that you may have with
regard to this matter. On behalf of the Commission, thank you very much for your assistance and
cooperation.
//Y-l trulY,~ours:, :--.
~. ~~:.~(~
.~~eli~Ifudt
Executive Director
Enclosures
cc: Chairman and Members, Roanoke Regional Airport Commission
Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission
Paul M. Mahoney, Roanoke County Attorney
Brenda Holton, Deputy Clerk to the Board, Roanoke County Board of Supervisors
Attachment I
ROANOKE REGIONAL AIRPORT COMMISSION
FOR YEAR 2009-2010 BUDGET
2008-2009 2009-2010
Budget Budget Percentage
EXPENSE BUDGET Expenditures Expenditures Change
1 Ooerations and Maintenance Exoenses
A. Salaries, Wages and Benefits $4,199,515 $4,011,224 -4.5%
B. Operating Expenditures 3,155,510 2,990,395 -5.2%
C. Other Maintenance & Improvement Projects 155,500 240,000 54.3%
Total Operations and Maintenance 7,510,525 7,241,619 -3.6%
2 Non-Ooeratina Exoenses
A. Interest 200,045 104,194 -47.9%
B. Debt Service 507,693 81,214 -84.0%
Total Non-Operating 707,738 185,408 -73.8%
3 Caoital Expenses
A. Capital Projects and Purchases 400,075 89,600 -77.6%
Total Capital Expenses 400,075 89,600 -77.6%
Total Buqgeted Expenditures 8,618,338 $ 7,516,627 -12.8%
2008-2009 2009-2010
Projected Projected
REVENUE PROJECTIONS Revenues Revenues Change
1 Ooeratina Revenues
A. Airfield $1,502,600 $1,302,877 -13.3%
B. General Aviation 375,637 388,189 3.3%
C. Terminal Related 5,169,637 4,488,630 -13.2%
D. Other Revenues 346,198 320,930 -7.3%
Total Projected Operating Revenues 7,394,072 6,500,626 -12.1%
2 Non-Ooeratina Revenues
A. Interest from Debt Service 40,000 0 -100.0%
B. Interest on Investments 828,634 548,162 -33.8%
C. State Funds 438,400 372,200 -15.1%
D. Federal Reimbursable Funds 137,400 140,000 1.9%
E. Gain/(Loss) on sale of assets 0 0
Total Projected Non-Operating Revenues 1,444,434 1,060,362 -26.6%
Total Projected Revenue $ 8,838,506 $ 7,560,988 -14.5%
ATTACHMENT II
Proposed Capital Expenditures
(For projects expected to exceed $100,000 in cost and intended to bene'fit 'five or
more accounting periods)
I. Projects
A. Screening Checkpoint Modifications:
1. Description: Convert Gate #1 to checkpoint screening area.
2. Justification: In order to provide for two lines moving through the
checkpoint at busy travel times, Gate # 1 will temporarily
become the location of the screening equipment and
procedures, with the passenger queue being relocated to the
current X-ray machine location. At a later time the building
will be expanded to provide for a double lane.
Estimated Cost:
$200,000
B. Upgrade Fire Alarm System:
1. Description: Upgrade and expand twenty year old analogue fire alarm
system to a digital system.
2. Justification: This aging system is becoming harder to repair and, for safety
purposes, the control panel needs to be relocated to the
Security Operations Center. In addition, the upgraded system
will provide greater life safety protection and comply with the
current building code.
Estimated Cost:
$225,000
II. Anticipated Funding Sources:
State Aviation Grant Funds
Commission Capital Funds
City and County Funds
$301,750
123,250
o
Estimated Total Projects Funding
$ 425,000
RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION
Adopted this 17th day of March 2009
No. 03-031709
A RESOLUTION approving and adopting the Commission's Operating and
Capital Purchase Budget for fiscal year 2009-2010.
BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal
year 2009-2010 Operating and Capital Purchase Budget for the Commission as set
forth in the report and accompanying attachment by the Executive Director dated March
17,2009, is hereby approved;
BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf
of the Commission to submit the fiscal year 2009-2010 Operating and Capital Purchase
Budget, as well as a list of Proposed Capital Expenditures, to the Roanoke City Council
and the Roanoke County Board of Supervisors for approval pursuant to the contract
between the Commission, Roanoke City and Roanoke County dated January 28, 1987,
as amended.
A TrEST:
. {J-eIf)dli~
VOTE:
AYES:
NAYS:
ABSENT:
Dooley, Minnix, Porterfield, Turner
None
Stewart
ACTION NO.
ITEM NO. f- - '3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request to approve the Roanoke Valley Resource Authority
(RVRA) Budget for fiscal year 2009-2010
SUBMITTED BY:
Diane D. Hyatt
Chief Financial Officer
APPROVED BY:
B. Clayton Goodman III~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
On March 25,2009, the Roanoke Valley Resource Authority (RVRA) adopted an operating
budget for the fiscal year 2009-201 O. As specified in the RVRA's Member Use Agreement,
the Charter Member Users must now approve this budget before it can be placed in effect.
In a letter dated March 26, 2009, the Chief Executive Officer of the RVRA submitted the
attached approved budget for consideration by the Charter Member Users. The budget
totals $10,410,104 and represents an increase of 0.3% from the current 2008-2009
budget. The budget does not include a salary increase for employees.
The budget does not include an increase in the general tipping fee rates. These rates will
remain at $45 per ton for Charter Members and $55 per ton for commercial users.
However, the budget does include an increase in the rate for commercial wood mulch sales
to better reflect the true value of this material while continuing to provide free mulch to our
citizens when available. The budget also includes revisions to the rates for tire disposal
which is anticipated to have the net effect of lowering the rates while more accurately
capturing the appropriate fees for this service.
In addition the budget utilizes $2,053,044 of the General Surplus Fund to balance the
budget. The General Surplus Fund currently has a balance of $4,633,152. The use of
$2,053,044 in the 2009-2010 budget is intentional in order to bring the reserve down to a
more reasonable level, and to avoid increases in the Charter Member rates. The use of
General Surplus Fund balance is planned through the 2011-2012 fiscal year.
Daniel Miles, Chief Executive Officer of the RVRA, will be at the meeting to present the
budget request.
FISCAL IMPACT:
The Roanoke Valley Resource Authority budget will impact the County in several ways:
1. Tipping fees for Charter Members will remain the same.
2. The County will continue to receive a municipality fee of $300,000 annually from the
RVRA to compensate for the siting of the landfill within the County. The City of
Roanoke also continues to receive a municipality fee of $100,000 to compensate for
the siting of the transfer station.
3. The County will receive payment of $49,500 during the FY 2009-2010 for providing
accounting services.
All of the above impacts are included in the FY 2009-2010 proposed County budget.
STAFF RECOMMENDATION:
Staff recommends adopting the attached resolution approving the operating budget of the
Roanoke Valley Resource Authority for the fiscal year 2009-201 O.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, APRIL 14,2009
RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE
AUTHORITY BUDGET FOR THE FISCAL YEAR 2009-2010
WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use
Agreement provides that the Authority shall prepare and submit its operating budget for
the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of
the City of Roanoke, and the Town Council of the Town of Vinton; and
WHEREAS, by report dated March 26, 2009, a copy of which is on file in the
office of the Clerk of the Board, the Chief Executive Officer of the Roanoke Valley
Resource Authority has submitted a request that the County approve the FY 2009-2010
budget of the Roanoke Valley Resource Authority.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia that the FY 2009-2010 budget for the Roanoke Valley Resource
Authority as set forth in the March 26, 2009 report of the Authority Chief Executive
Officer, a copy of which is incorporated by reference herein, is hereby APPROVED, and
the County Administrator and the Clerk are authorized to execute and attest,
respectively, on behalf of the County, any documentation, in form approved by the
County Attorney, necessary to evidence said approval.
ROANOKE VALLEY RESOllRCE AUTHORITY
March 26, 2009
Mr. Clay Goodman, County Administrator
County of Roanoke
P.O. Box 29800
Roanoke, VA 24018-0798
Dear Mr. Goodman:
On March 25,2009, the Roanoke Valley Resource Authority approved its FY 2009/2010
annual budget. The balanced budget totals $10,410,104 and represents an increase of 0.3% from
the current FY 200812009 budget with no increases in our general tipping fee rates. A copy of
the budget is attached.
However, please note the approved budget does include an increase in the rate for
commercial wood mulch sales to better reflect the true value of this material while continuing to
provide free mulch to our residents when available. Weare also revising our rates for tire
disposal which is anticipated to have the net effect oflowering the rates while more accurately
capturing the appropriate fees for this service. The Authority has scheduled an informal public
comment meeting on June 4,2009 at 7 p.m. at the Tinker Creek Transfer Station for staffto
receive and address any questions, comments, or concerns from the public on these rate changes
prior to a public hearing. And in accordance with the provisions ofthe Virginia Water and
Waste Authorities Act (the "Act"), a public hearing by the Authority's Board of Directors is
scheduled on June 24,2009 at 12:00 p.m. as a part of the regularly scheduled board meeting.
Also, please be informed that in accordance with Section 15.2-5136.G. ofthe Code of Virginia,
as amended, which requires "a copy of the notice shall be mailed to the governing bodies of all
localities in which such systems...is located," a copy ofthe "Notice of Public Hearing," which
includes these pending changes and the revised rate schedule is attached.
The Resource Authority strives to provide the most cost-effective solid waste disposal
services possible in a fiscally and environmentally responsible manner while maintaining our
contractual obligations and high quality service to the Roanoke Valley. This budget is a reflection
of those efforts and includes the Authority's plans to assume the operations ofa permanent
household hazardous waste facility to better serve the residents of our member communities.
Historically, this specific service and its associated costs of approximately $100,000 annually
have been provided and funded directly by the Authority's three member communities.
1020 Hollins Road, NE Roanoke, Virginia 24012-8011 (540) 857-5050 Fax (540) 857-5056
Web Site: www.rvra.net
Mr. Clay Goodman
Page 2
March 26, 2009
In accordance with our "Member Use Agreement," the Authority's 200912010 annual
budget has been submitted to the Clerk to the Board of Supervisors with a request for the County
Board of Supervisors' approval. It is my understanding Ms. Holton has scheduled this item to be
on the Board of Supervisors' agenda for the 3:00 p.m. session on April 14, 2009.
Please let me know if you have any questions regarding the Authority's budget or if you
would like to meet with me to discuss this issue prior to addressing the Board of Supervisors.
The Resource Authority is committed to serving the residents and businesses of the
County of Roanoke as a Charter Member and we look forward to continued success.
Sincerely,
~aLJ~
Daniel D. Miles, P .E.
Chief Executive Officer
Attachments
ROANOKE V ALLEY RESOURCE AUTHORITY
2009-10
BUDGET
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SMITH GAP LANDFILL
BOARD OF DIRECTORS. STAFF AND COUNSEL
Board of Directors
The Roanoke Valley Resource Authority
Board of Directors is comprised of seven
members appointed by the charter member
jurisdictions. Four members represent
Roanoke County. two members represent
Roanoke City and one member represents
the Town of Vinton. The Authority Board
is governed by its Articles of Incorporations,
Bylaws and the Members Use Agreement.
Anne Marie Green, Chair
County of Roanoke
Robert K. Bengtson, P.E., Vice Chair
City of Roanoke
Diane D. Hyatt, Treasurer
County of Roanoke
Laurence M. Levy
City of Roanoke
Suzie Snyder
County of Roanoke
Keith Tensen
County of Roanoke
Michael G. Kennedy, P.E.
Town of Vinton
***************
Staff
Daniel D. Miles. P.E.
Chief Executive Officer
The Roanoke Valley Resource Authority is
directed by a Chief Executive Officer with
29 employees.
Deborah T. Charles, CPS/CAP
Board Secretary
***************
Counsel
The Resource Authority receives legal
counsel through a contract with the Roanoke
Regional Airport Commission.
Mark A. Williams, Esq.
General Counsel
Roanoke Valley Resource Authority
Table of Contents
Budget Summary 1
Revenues 3
Expenses
Personnel 4
Operating 6
Capital 12
Reserves 13
Bond/Budget Comparison 14
Tipping Fees Breakdown 15
Rutrough Road Landfill 16
Appendix
Resolutions
2009.2010 BUDGET
Roanoke Valley Resource Authority
BUDGET SUMMARY
2009-2010 BUDGET
Roanoke Valley Resource Authority
SUMMARY
REVENUE 2009-2010
Disposal Fees $ 7,964,100
Interest Income $ 336,000
Transfer from General Surplus $ 2,053,044
Sale of Recyclable Material $ 12,700
Miscellaneous $ 44,260
Transfer - Rutrough Road $
Total $10,410,104
EXPENSES
Personnel $ 1,775,973
Operating $ 4,159,985
Capital $
Transfer to Reserves $ 1,710,000
Debt Service $ 2,764,146
Total $10,410,104
DISPOSAL FEES
Municipal
Per Ton
Per Ton
~5
$55
Private
2009-2010 BUDGET
1
Roanoke Valley Resource Authority
SUMMARY
BUDGETS
2004-05 2005-06 2006--07 2007-08 2008-09 2009-2010
REVENUE
Disposal Fees $ 7,260,200 $ 7,255,240 $ 7,401,700 $ 7,821,500 $ 7,956,260 $ 7,964,100
Interest Income $ 371,340 $ 371,340 $ 482,720 $ 557,720 $ 657,720 $ 336,000
Transfer from General $ 875,310 $ 860,885 $ 783,555 $ 926,499 $ 1,714,635 $ 2,053,044
Surplus
Sale of Recyclable $ 31,000 $ 24,000 $ 26,000 $ 22,000 $ 22,000 $ 12,700
Material
Miscellaneous $ 28,000 $ 28,000 $ 28,000 $ 26,000 $ 24,000 $ 44,260
Transfer - Rutrough Road $ 62,665 $ 67,205 $ 68,065 $ - $ - $
TOTAL $ 8,628,515 $ 8,606,670 $ 8,790,040 $ 9,353,719 $10,374,615 $10,410,104
EXPENSES
Personnel $ 1,516,632 $ 1,581,987 $ 1,618,535 $ 1,601,810 $ 1,711,620 $ 1,775,973
Operating $ 2,871,757 $ 3,078,558 $ 3,251,186 $ 3,581,905 $ 4,073,056 $ 4,159,985
Capital $ 312,600 $ 15,000 $ 3,000 $ 4,500 $ 120,000 $
Transfer to Reserves $ 1,160,000 $ 1,160,000 $ 1,160,000 $ 1,410,000 $ 1,710,000 $ 1,710,000
Debt Service $ 2,767,526 $ 2,771,125 $ 2,757,319 $ 2,755,504 $ 2,759,939 $ 2,764,146
TOTAL $ 8,628,515 $ 8,606,670 $ 8,790,040 $ 9,353,719 $10,374,615 $10,410,104
DISPOSAL FEES
Munidpal $ per ton 45 45 45 45 45 45
Private $ per ton 55 55 55 55 55 55
0/0 INCREASE 6.6% -0.3% 2.1% 6.4% 10.9% 0.3%
in expenses
2009-2010 BUDGET
2
Roanoke Valley Resource Authority
RJEVENUES
2009-2010 BUDGET
-R kVIIR
oano e a ey esource u on -
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
493 Total Tipping Fees $7,956,260 $ 7,964,100 Based on tonnage receipts of : 164,850
Munidpal
86,600 tons @ 45 $ 3,897,000
Commerdal & Private
57,500 tons @ 55 $ 3,162,500
Residential
6,900 tons $ 429,670
Wood
11,800 tons @ 35 $ 413,000
1,900 tons (residents)
Tires 13,070
9,460 tires @ 3 $ 28,380
2,510 tires @ 5 $ 12,550
1,100 (residents)
150 tons @$140jton $ 21,000
Total $ 7,964,100
401 Interest Income $ 657,720 $ 336,000 Debt Service Reserve Fund $ 100,800
Operating & Other Reserve $ 235,200
956 Transfer from General $1,714,635 $ 2,053,044 Funds available from General Surplus fund
Surplus
460 Sale of Recyclable $ 22,000 $ 12,700 Sale of Recyclable Scrap
Material Metal & Miscellaneous
459 Miscellaneous Private $ 24,000 $ 44,260 Mulch Sales
Revenue
I
976 Transfer from $ - $ - Deferred transfer this fiscal year
Rutrough Road Fund
TOTAL REVENUE $10,374,615 $10,410,104
- -
A th 'ty
REVENUES
2009 2010 BUDGET
3
TIPPING FEES
CODE DESCRIPTION FY08-09 FY09-10 JUS
451 City of Roanoke $2,214,100 $ 2,178,950 Municipal Waste
45,000 tons @
Wood Waste
4,000 tons @
Tires
3Aoo whole @
750 mixed @
City of Roanoke Total
452 County of Roanoke $1,872,300 $1,872,800 Municipal Waste
38lX)() tons @
Wood Waste
4,300 tons @
Tires
1,600 whole @
1,500 mixed @
County of Roanoke To
453 Town of Vinton $178,800 $ 169,900 Municipal Waste
3,600 tons @
Wood Waste
200 tons @
Tires
300 whole @
- mixed @
Town of Vinton Total
458 Commercial $1,776,200 $1,757,980 Commercial Waste
31,500 tons @
Wood Waste
700 tons @
Tires
160 whole @
100 mixed @
Commercial Total
3a
TIFICATION
tal
45 $ 2,025,000
35 $ 140lX)()
3 $ 10,200
5 $ 3,750
$ 2,178,950
45 $1,710,000
35 $ 150,500
3 $ 4,800
5 $ 7,500
$1,872,800
45 $ 162,000
35 $ 7,000
3 $ 900
5 $
$ 169,900
55 $1,732,500
35 $ 24,500
3 $ 480
5 $ 500
$ 1,757,980
2009-2010 BUDGET
TIPPING FEES
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
459 Private $1,553,700 $ 1,554,800 Private Waste
26,000 tons @ 55 $ 1,430,000
Wood Waste
2,600 tons @ 35 $ 91,000
Tires
4,000 whole @ 3 $ 12,000
160 mixed @ 5 $ 800
150 split @ 140 $ 21,000
Private Total $1,554,800
463 Residential $361,160 $ 429,670 Residential Waste
Based on Uniform Disposal Allocation
City of Roanoke $ 167,196
County of Roanoke $ 244,821
Town of Vinton $ 17,653
Residential Total $ 429,670
TOTAL TIPPING FEE $7,956,260 $ 7,964,100
2009-2010 BUDGET
3b
Roanoke Valley Resource Authority
EXPENSES
PERSONNEL
2009-2010 BUDGET
_ Roanoke Valley Resource Authority
PERSONNEL
-
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
1010 Salaries $1,116,864 $1,155,495 Salaries for 29 employees
1015 Overtime $55,000 $55,000 Extra work required on Saturdays & Holidays
1020 Part - time $24,000 $24,500 Operations, Buildings, and Grounds Maintenance
1116 Supplements $10,000 $10,000 Outstanding performance recognition
2100 F.1.c.A. $91,484 $94,477 7.65 % of salaries, overtime, part time
2200 Retirement - VRS $135,453 $145,902 14.03 % of salaries 26 employees $ 1,039,928
2204 Retirement - City $17,150 $18,803 16.27 % of salaries 3 employees $ 115,567
2202 Deferred Compo Match $22,620 $18,850 $25 per pay period 29 employees
2300 Hospitalization $170,374 $166,164 33 participating employees 0.0%
single 20 $415 per month $ 99,600
sing+ 1 1 $427 per month $ 5,124
em&sp 4 $591 per month $ 28,368
family 4 $689 per month $ 33,072
includes 4 retirees
2310 Dental $7,020 $7,540 29 participating employees @ $2601 month
2400 Life Insurance - VRS $12,296 $8,527 0.82 % of salaries 26 employees $1,039,928
2401 Life Insurance - City $1,232 $948 0.82 % of salaries 3 employees $ 115,567
2500 Short & Long Term $3,127 $5,235 Short RVRA pays 100% $2,000
Disability Ins. Long 0.56% salaries RVRA pays 50% $3,235
2700 Workers' Compo Ins. $35,000 $12,500 Workers' Compo Insurance 29 employees
2750 Retirement Health $0 $3,224 0.31 % of salaries 26 employees $1,039,928
Insurance Credit
GASB 45 $0 $8,808 Retiree Health Insurance
Expense
2800 Termination Pay $10,000 $10,000 Annual and sick leave payments
TOTAL PERSONNEL $1,711,620 $1,775,973
-
4
2009-2010 BUDGET
Roanoke Valley Resource Authority PERSONNEL
POSITION # GRADE CURRENT PAY RANGE
CEO 1 U Unclassified
Operations Manager 1 35 $ 61,693 to $ 91,673
Environmental & Safety Manager 1 33 $ 55,957 to $ 83,149
Operations Supervisor 2 24 $ 36,070 to $ 53,598
Administrative Assistant 1 24 $ 36,070 to $ 53,598
Administrative Secretary 1 17 $ 25,635 to $ 38,092
Motor Equipment Operator II 14 19 $ 28,262 to $ 41,9%
Building Maintenance Mechanic 1 19 $ 28,262 to $ 41,996
Motor Equipment Mechanic 1 19 $ 28,262 to $ 41,996
Scale Operator 1 16 $ 24,414 to $ 36,278
Scale Operator/Office Assistant 1 16 $ 24,414 to $ 36,278
Account Oerk I 0 15 $ 21,090 to $ 31,339
Laborer/Operator 1 13 $ 21,090 to $ 31,339
Accountant 1 24 $ 36,070 to $ 53,598
Senior Equipment Operator 2 21 $ 31,159 to $ 46,301
TOTAL SALARIES 29 $ 1,147,519 6/30/2009
Adjustments:
Market 0.0% $
Performance 0.0% mid-point $
$ $
$
Reclass(s) $ 7,976
Total $ 7,976
TOTAL ADJUSTED SALARIES $ 1,155,495
2009 - 2010 BUDGET
5
Roanoke Valley Resource Authority
EXPENSES
OPERATING
2009-2010 BUDGET
Roanoke Valley Resource Authority
OPERATING
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
3004 Medical Exams $ 600 $ 1,000 Physical exams for new employees;
drug and alcohol random testing
3007 Contract Services $ 199,430 $ 327,950 Employee Assistance Program:
$15.50 @ x 29 employees $ 450
Groundwater Monitoring
*Drinking Water Sampling
24@$l,110sample $ 26,400
*Monitoring Wells
6 wells; 2 events/year
$20,500/ event = $ 41,000
Norfolk Southern
Rail Inspections $ 1,000
Stormwater Discharge
*Permit Sampling
1 samples x $4,500 $ 4,500
Gas Monitoring
Quarterly @ $740 $ 2,960
Oean Valley Council
12 months $ 51,000
Landscaping
$265/month $ 3,180
Tire Disposal- 800 Tons @
$98.00 + Fuel Surcharge $ 90,000
Copier Rental
$622/month $ 7,460
HHW Disposal $ 100,000
3011 Janitorial Service $ 18,204 $ 18,204 Services for all Facilities
$l,517/month $ 18,204
3012 Extenninating Services $ 1,644 $ 1,728 T.5. - $76/month $ 912
S.G. - $68/month $ 816
Arbitrage Testing $ 1,200
3013 Professional Services $ 73,900 $ 75,100 Auditing Services $ 12,000
Legal Services $ 47,000
Engineering Services $ 7,000
Software support $ 2,400
Outside Legal $ 4,000
Leachate sampling $ 1,500
3029 Municipal Waste $ 2,217,439 $ 2,054,820 Norfolk Southern 151,000
58 tons/car = 2,600 2.5% decrease (rail)
1,800 cars: $849/ car $ 1,528,200
804 cars: $655/car $ 526,620
Total $ 2,054,820
2009-2010 BUDGET
6
Roanoke Valley Resource Authority
OPERATING
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
3030 Waste Water Freight $ 107,160 $ 124,640 Leachate Cars
190 Cars @ $656 $ 124,640
3035 Stone Car Freight Charge $ 8,445 $ 13,100 Stone Cars 20 Cars @ $655 $ 13,100
3101 Temporary Help $ - $ - Buildings and grounds maintenance
3202 Repairs/ Office Equipment $ 1,000 $ 1,000 Maintenance and repairs to office equipment
3204 Repairs to Vehicles $ 3,000 $ 4,000 Maintenance and repairs to all road vehicles
3206 Repairs to Data $ 2,000 $ 3,500 Maintenance and repairs to
Processing all data processing equipment
3208 Repairs to Buildings $ 90,000 $ 100,000 Maintenance and repairs to all buildings
and Grounds and property; pump stations, septic tanks.
3209 Repairs to Other $ 170,000 $ 170,000 Construction Equipment
Equipment Off Road Vehicles $ 135,000
Tipper $ 10,000
Railcars $ 5,000
Miscellaneous Equipment $ 20,000
Tub Grinder, Seeder, etc.
3530 Printed Forms $ 3,000 $ 3,000 Letterhead, envelopes, cards, scale tickets
repair orders, purchasing forms
includes General Counsel
3610 Advertising $ 2,500 $ 2,500 Personnel, RFP, bids, public hearings, etc.
3620 Public Information $ 2,500 $ 2,500 Handouts $ 1,100
User Brochures $ 300
HHW Brochures $ 600
Miscellaneous $ 500
2009-2010 BUDGET
7
Roanoke Valley Resource Authority
OPERATING
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
3625 Promotional Articles $ 1,000 $ 1,000 Recycling handouts, pens,
pencils, miscellaneous items
3630 Special Events $ 2,500 $ 2,500 Annual Employee Functions &
Customer Appreciation Day
4600 Central Services $ 49,500 $ 49,500 Administrative services,
Roanoke County jRoanoke
City for data processing,
accountin~ miscellaneous
5110 Utilities - Electridty $ 51,500 $ 51,500 Transfer Station
$1,625jmonth $ 19,500
Smith Gap Landfill
$2,542jmonth $ 32,000
5121 Utilities - Heat - Fuel $ 31,500 $ 31,500 Transfer Station
Natural Gas $ 6,500
Smith Gap Landfill
Propane Gas $ 25,000
5141 Water Service - Transfer $ 3,500 $ 4,500 Water Service for Transfer
Station Station
5142 Sewer Service - Transfer $ 12,500 $ 12,500 Sewer Service
Station
Leachate - Smith Gap $ 12,500
5210 Postage $ 4,000 $ 4,000 Postage for all mailings and
correspondence, postage
meter rent, includes General
Counsel
5230 Telephone $ 5,000 $ 5,700 Telephone service to both
facilities, rental of lines &
equipment, long distance
calls, fax lines, includes
General Counsel
5235 Cell Phones $ 2,400 $ 3,800 Service for cell phones
2009-2010 BUDGET
8
Roanoke Valley Resource Authority
OPERATING
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
5302 Property Insurance-Fire $ 39,000 $ 43,000 Coverage for all buildings, contents,
and equipment
5305 Motor Vehicle Insurance $ 9,000 $ 9,700 Insurance for on-road vehicles
5307 Public Offidals Insurance $ 400 $ 500 Insurance through VML or V ACO pools
5308 General Liability Ins. $ 10,600 $ 9,600 Coverage for all facilities & property
5410 Rent of Equipment $ 5,280 $ 5,280 Rental of Miscellaneous Equipment
Heavy Equipment
Emergency Equipment
5501 Travel- Mileage $ 500 $ 500 Use of personal vehicles for RVRA
business, staff, and Board Members
5503 Travel- Lodging $ 3,500 $ 3,500 Out of town conference lodging, SWAN A,
VML, legal conferences, including meals
5504 Conference $ 2,000 $ 2,000 Conference registrations; SW ANA, VML,
legal conferences
5520 Dinner Meetings - $ 3,000 $ 3,000 Monthly Board meetings, dinners, and
Luncheons luncheons associated with RVRA
5540 Training & Education $ 2,000 $ 2,000 Operator training for hazardous materials,
certification, miscellaneous
5601 Contributions $ 402,000 $ 402,000 Payments per contract to:
Roanoke County $ 300,000
Roanoke City $ 100,000
Volunteer fire and rescue $ 2,000
2009-2010 BUDGET
9
Roanoke Valley Resource Authority
OPERATING
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
5801 Dues $ 1,000 $ 1,000 Professional &. Association dues:
SW ANA, SWVSWMA,
&.IAAP
Returned check fees and misc. fees
5815 Warrants and Fees $ 19,200 $ 21,200 DEQ annual fee --$20,000
Returned check fees $1,200
5823 Employee Recognition $ 6,000 $ 6,000 A wards and Certificates
5850 Miscellaneous Operating $ - $ - No programs planned
6010 Office Supplies $ 4,000 $ 5,000 Office paper, pens, pencils, folders, etc.
6011 Photocopies $ 400 $ 400 Miscellaneous Photocopies
6013 Small Equipment &. $ 12,000 $ 14,000 Small items of office and shop equipment
Supplies and supplies, tools, miscellaneous
6040 Medical Supplies $ - $ - Moved to Safety Equipment Fund
6050 Janitorial Supplies $ 1,500 $ 1,500 Supplies for general cleaning &. sanitation
6071 Radio Parts $ 3,600 $ 4,200 Communications Equipment
6080 Gas, Oil, Grease $ 275,000 $ 350,000 Fuel for all equipment and vehicles,
includes oil, lubricants
6091 Tires, Tubes, Parts $ 60,000 $ 60,000 Replacement and maintenance parts and
supplies for all equipment and vehicles
6130 Uniform and Wearing $ 14,100 $ 16,000 Safety Shoes - 24 employees $ 3,200
Apparel Rain gear, shirts, hats, mise. $ 2,600
Rental of uniforms - 24 $ 10,000
mats &. towels $ 200
2009-2010 BUDGET
10
.---- R kVll R
oano e a ey esource u on -
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
6202 Subscriptions $ 100 $ 200 Professional magazines and manuals
6203 Books $ 200 $ 200 Miscellaneous books and manuals
6211 Code Books $ - $ - Miscellaneous legal code books
6501 Other Operating Supplie $ 25,000 $ 25,000 Disinfectants, deodorizers, salt for roads,
wavel and stone for roads, seed, mulch
fertilizers and lime for seeding slopes, fill
areas and other areas, miscellaneous
office supplies
6503 Fire Equipment and $ 1,200 $ 1,200 Fire hoses & extinguishers replacements &
Supplies and for annual inspections for both facilities
6510 Safety Equipment and $ 2,000 $ 2,000 Update Red Cross video and books
Medical Supplies
9670 Un-appropriated Balance $ 106,254 $ 101,463 For unexpected expenditures 2.5%
TOTAL OPERATING $ 4,073,056 $4,159,985
2009-2010 BUDGEf -
A th "ty
OPERATING
11
Roanoke Valley Resource Authority
EXPENSES
CAPITAL
2009-2010 BUDGET
Roanoke Valley Resource Authority
eAPIT AL
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
8101 Machinery &. Equipment $ - $ -
New
8102 Machinery &. Equipment $ - $ -
Replacement
8201 Furniture, Office $ - $ -
Equipment New
8202 Furniture, Office $ - $ -
Equipment Replacement
8302 Communications $ - $ -
Equipment Replacement
8402 Small Capital Outlay $ - $ -
Replacement
8701 Data Processing $ - $ -
Equipment New
8702 Data Processing $ - $ -
Equipment Replacement
8902 New Building $ 120,000 $ -
TOTAL CAPITAL $ 120,000 $ -
2009-2010 BUDGET
12
Roanoke Valley Resource Authority
EXPENSES
RESERVES
2009-2010 BUDGET
Roanoke Valley Resource Authority
RESER YES
CODE DESCRIPTION BALANCE DEPOSIT EXPENSE BALANCE JUSTIFICATION
7 f1I2009 FY09-10 FY09-10 06/30/10
924500 Landfill Oosme $ 5,872,465 $ 600,000 $ 2,051,000 $ 4,421,465 As required by Bond
Indenture, State and
Federal regulations to
close Smith Gap landfill.
Expenditure for
construction of Phase L
925010 Equipment $ 597,766 $ 600,000 $1,000,000 $ 197,766 For replacement of
Reserve Fund equipment per
equipment replacement
schedule.
925020 Environmental $ 500,000 $ - $ - $ 500,000 Groundwater
Contingency Fund protection fund per
I local permit.
925030 Landfill Host $ 128,000 $ 10,000 $ - $ 138,000 As per local permit.
Community There are no planned
Improvement Fund expenditures.
925040 Property Value $ 443,193 $ - $ - $ 443,193 As per local permit.
Protection Current fund is
adequate based on
anticipated sales.
925050 Future Site $ 740,353 $ 300,000 $ 150,000 $ 890,353 Stormwater Improvements
Development
925060 Landfill Interim & $ 244,000 $ - $ - $ 244,000 For development of
Post Development unused portions of
Smith Gap property
for recreation.
925065 Capital $ 460,000 $ 200,000 $ 450,000 $ 210,000 For maintenace and
Improvement improvements to the
Fund facilities.
Tipper repairs &
overlay IS floor
TOTAL RESERVE $8,985,777 $1,710,000 $ 3,651,000 $ 7,044,777
FUNDS
2009-2010 BUDGET
13
Roanoke Valley Resource Authority
BOND/BUDGET
COMPARISON
2009-2010 BUDGET
Roanoke Valley Resource Authority
BOND BUDGET
CONIPARISON
CATEGORY BOND CURRENT FY2009-10
PROJECTION BUDGEI BUDGET
WASTE GENERATION (Tons)
Solid Waste Generated
Residential Waste 84,100 95,600 93,500
Commerdal Waste 111,500 57,900 57,650
Less: Additional Source Recycling
Residential Waste (5,200) 0 0
Commerdal Waste (7,000) 0 0
Solid Waste to the System 183,400 153,500 151,150
OPERATING REVENUES
Tipping Fee Revenue Requirement $ 13,560,000 $ 7,956,260 $ 7,964,100
Interest Income $ 1,134,000 $ 657,720 $ 336,000
Recycling Income $ - $ 46,000 $ 56,960
Transfer from General Surplus $ - $ 1,289,635 $ 2,053,044
Other Income $ - $ -
Total Operating Revenues $ 14,694,000 $ 9,949,615 $ 10,410,104
OPERATING EXPENSES
Landfill and Transfer Station $ 5,262,000 $ 3,171,632 $ 3,343,398
Rail Expenses $ 2,956,000 $ 1,908,044 $ 2,192,560
Total Operating Expenses $ 8,218,000 $ 5,079,676 $ 5,535,958
NET REVENUE AVAILABLE for DEBT SERVICE $ 6,476,000 $ 4,869,939 $ 4,874,146
DEBT SERVICE $ 3,591,000 $ 2,759,939 $ 2,764,146
DEPOSITS TO RESERVE ACCOUNTS
Oosure Fund $ 500,000 600,000 600,000
Renewal and Replacement Funds
Equipment Reserves $ 700,000 400,000 600,000
Environmental Contingency Fund $ 130,000 - -
Host Community Improvement $ 10,000 10,000 10,000
Property Value Protection $ - - -
Total Deposits to R & R Fund $ 4,369,999 $ 410,000 $ 610,000
HOST FEES $ 400,000 $ 400,000 $ 400,000
EXCESS REVENUES $ (2,384,999) $ 700,000 $ 500,000
INDENTURE COVERAGE TEST (.10 minimum) (0.6642) 0.2536 0.1809
ADDITIONAL DEPOSITS TO RESERVES
Further Site Development $ 920,000 $ 500,000 $ 300,000
Interim and Post Development $ 25,000 $ - $ -
Recycling $ 200,000 $ - $ -
Capital Improvement Fund $ - 200,000 200,000
Total Additional Deposits to Reserves $ 1,145,000 $ 700,000 $ 500,000
SOLID WASTE TIPPING FEES ($/ton)
Residential (Munidpal) $ 71.09 $ 45.00 $ 45.00
Commerdal $ 76.09 $ 55.00 $ 55.00
2009-2010 BUDGET
14
Roanoke Valley Resource Authority
TIPPING FEE
BREAKDOWN
2009-2010 BUDGET
Roanoke Valley Resource Authority
TIPPING FEE
BREAKDOWN
CATEGORY LANDFILL TRANSFER TRANSPORT TOTAL PERCENT
OPERA nONS 24.54 12.09 14.51 51.13 62%
DEBT SERVICE 8.05 4.21 6.03 18.29 22%
DEPOSITS
AND 11.25 1.39 0.00 12.64 15%
RESERVES
*
TOTAL 43.83 17.68 20.54 82.06 100%
PERCENT AGE 53% 22% 25% 100%
NOTES:
Operations costs are estimated to be 67% landfill and 33 % transfer station.
$ 5,535,958
Rail operating costs
$ 2,192,560
Debt service based on construction costs: 44% landfill, 23% transfer, 33% rail. $ 2,764,146
Deposits allocated as 89% landfill, 11% transfer (includes host fees).
$ 1,910,000
Based on receiving a total of
151,150
tons
* Additional revenue other than tipping fees allows total to be reduced to the proposed rates of:
Municipal
Commercial
$
$
45.00 per ton
55.00 per ton
2009-2010 BUDGET
15
Roanoke Valley Resource Authority
RUTROUGH ROAD
LANDFILL
2009-2010 BUDGET
Roanoke Valley Resource Authority
RUTROUGH ROAD
LANDFILL
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
Beginning Balance $ 5,059,804 $ 4,814,504 Antidpated Balance
July 1, 2008
Expenditures -Budgeted $ 365,300 $ 365,300 All Post Oosure Care Activities
Interest $ 120,000 $ 77,310 Estimated Interest Income from
Investments
ESTIMATED BALANCE $ 4,814,504 $ 4,526,514
2009-2010 BUDGET
16
Roanoke Valley Resource Authority
RUTROUGH ROAD
LANDFILL
CODE DESCRIPTION FY08-09 FY09-10 JUSTIFICATION
3007 Contract Services $ 90,800 $ 90,800 Groundwater Monitoring
Lab. Analysis - 2 Events $ 35,000
Gas Monitoring Quarterly
$950/Event $ 3,800
Gas Extraction System $ 12,000
monitoring
Cap Maintenance $ 30,000
miscellaneous seeding,
grading, E & S control care
Road Maintenance Stone $ 10,000
Synthetic cap installation $ -
Assessment of Corrective $ -
Measures
3013 Professional Services $ 66,000 $ 66,000 Engineering Services
Groundwater Sampling
2 Events @ $18,000 $ 36,000
Groundwater Assessment $ 10,000
Program
Miscellaneous $ 10,000
Legal Services $ 10,000
3208 Repair and Maintenance $ 200,000 $ 200,000 Disposal of Leachate $ 200,000
5110 Utilities - Electridty $ 6,000 $ 6,000 Electric Service for Blower/Flare Station
5230 Telephone $ - $ - Included in internal services
5815 Warrants & Fees $ 500 $ 500 DEQ Annual Fee
5850 Miscellaneous $ 2,000 $ 2,000 advertisement and bottled gas.
6302 Property Insurance $ - $ - Coverage for Flare Station and Assodated
Equipment
8101 Machinery & Equipment $ - $ -
9808 Transfer to RVRA $ - $ - Administrative Cost not charged this FY
Operations to assist in financial assurance calculations
TOTAL $ 365,300 $ 365,300
2009-2010 BUDGET
17
Roanoke Valley Resource Authority
APPENDIX
2009-2010 BUDGET
RESOLUTION OF THE ROANOKE VALLEY RESOURCE AUTHORITY
Adopted this 25th day of March 2009
RA#2009-522
A RESOLUTION approving the Authority's annual budget for fiscal year 2009-2010
and authorizing submittal of such budget to the governing bodies of the Charter Member Users
for approval.
BE IT RESOLVED by the Roanoke Valley Resource Authority that:
1. The fiscal year 2009-2010 Annual Budget for the Roanoke Valley Resource
Authority as set forth in the report and accompanying attachments by the Chief Executive
Officer dated March 25, 2009, and submitted to this Board is hereby approved; and,
2. The Authority Chairman is authorized on behalf of the Authority to submit the fiscal
year 2009-2010 annual budget and related documents to the governing bodies of the Charter
Member Users, being the County of Roanoke, the City of Roanoke, and the Town of Vinton, for
approval in accordance with the requirements of the Roanoke Valley Resource Authority
Members Use Agreement, dated October 23, 1991, as amended.
On motion of Ms. Hyatt, seconded by Mr. Bengtson, and carried by the following
recorded roll call vote:
AYES:
Mr. Bengtson, Ms. Green, Ms. Hyatt, Mr. Kennedy, Ms. Snyder, Mr. Tensen
NAYS:
None
ABSENT: Mr. Levy
ATTEST:J4a!, l' (If%A.il...d
Deborah T. Charles
RVRA Board Secretary
ACTION NO.
ITEM NO. F-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request to approve the Roanoke Valley Television (RVTV)
Budget for fiscal year 2009-2010
SUBMITTED BY:
Elaine A. Bays
Director of Cable Access
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County, the City of Roanoke, and the Town of Vinton jointly operate Roanoke
Valley Television (RVTV, Channel 3). The initial equipment and facility for the television
studio were funded through a capital grant from Cox Communications. The station is
located at the Jefferson Center, and currently employs five full time staff members. Our
staff members include Preston Seaman, Lacy Stinnett, Howard Swank & George Warner.
The staff produces original video productions, monthly television shows, and covers live
government meetings for the local governments and their school systems. Programming is
cablecast on Cox Communications, Channel 3, and Comcast, Channel 3, in the West
County area.
RVTV is governed by the Roanoke Valley Regional Cable Television Committee, which
includes representatives from the City, the County, and the Town. Supervisor. Altizer is
your Board Representative, Dan O'Donnell is the County Representative, and David Jones
is the Member at Large. The operational budget for RVTV is provided by the three
governments, based on the proportion of Cox customers located in each jurisdiction.
Roanoke County's share of the cable budget is 44% which is a 3% decrease (47%) from
the previous year.
1
Cable television staff is carried on the County's payroll and benefit system.
During 2008-2009, Roanoke Valley Television produced a total of 114 Video Productions
for the three localities and their school systems. RVTV produced the following for the
County: (30) Half Hour Television Shows, (23) Original Video Productions, and RVTV
covered (23) Live Board Meetings. A few examples of RVTV productions include: Green
Ridge Fire, Roanoke County Informational Video, and the Western VA Regional Jail.
(An entire list of productions is included the Budget Packet). RVTV monthly television
shows include: "Roanoke County Today," which highlights local government issues and
events, and "Accent Excellence," for the Roanoke County School System. RVTV also
produces two quarterly TV shows, "Roanoke County Business Partners," &
liRE Connection. "
FISCAL IMPACT:
The total 2009-201 0 RVTV budget request is $359,411. The Cable TV Committee voted to
reduce the current 2008-2009 Operating Budget ($353,767) by 10%, and use that reduced
amount ($318,390) as the amountto requestfrom the member localities. The reduction is
being funded from the RVTV Year-End Rollover Account, which represents the unused
funds from the Operating Budget since 1991. The Year End Rollover Account has a
current balance of $157,430. The reduced RVTV budget is $318,390, of which Roanoke
County's share is 44%, or $140,091. This reduced budget is a $26,179 decrease from last
year's budget. The total Virginia Communications Sales and Use Tax Revenue paid by Cox
Communications to Roanoke County last year was $998,579.
AL TERNATIVES:
Alternative 1: Adopt the FY 2009-2010 RVTV Operating Budget.
Alternative 2: Do not adopt the FY 2009-2010 RVTV Operating Budget.
STAFF RECOMMENDATION:
The Roanoke Valley Regional Cable Television Committee recommends that the Board
adopt Alternative 1, and approve the FY 2009-2010 RVTV Operating Budget.
2
To:
From:
Date:
Re:
Roanoke Regional Cable Television Committee
Elaine Bays, Director of Cable Access
April 3, 2009
FY 2009-2010 Operating Budget Proposal
BACKGROUND INFORMATION:
Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access
Station serving the City of Roanoke, Roanoke County, the Town of Vinton and their
respective school systems. The operational budget for R VTV is provided by the three
governments, based on the proportion of Cox Customers located in each jurisdiction.
Currently, RVTV employs five full time staff members. The staff produces original
videos, monthly television shows, and covers live government meetings.
Roanoke Valley Television produced the following for 2008 - 2009:
. 54 Original Television Shows
(12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City
Schools, (12) Accent Excellence, (3) Roanoke County Business Partners
(3) REConnection
. 62 Government Meetings
(24) Regular Roanoke City Council, (23) Regular Roanoke County Board of
Supervisors, (11) City Planning Commission Meetings, & other additional
meetings
. 60 Original Video Productions
Ex. Carbon Footprint, Teacher of the Year, Green Ridge Fire,
Specialty Centers, Vinton Fac;ade Program
Additionally, Roanoke Valley Television covered numerous special events including
ground breakings, dedication ceremonies and news conferences.
Roanoke Valley Television produced a total of60 Stand Alone Video Productions last
year for the three localities and their school systems. The approximate rate for video
production work in the private sector is $1,500 per finished minute. Roanoke Valley
Television produced 580 Minutes (9 Hours & 40 Minutes) which totals $870,000 in
Production Value. RVTV also produced 54 Original TV Shows for a total of27 Hours
of Programming.
SUMMARY OF INFORMATION:
The proposed RVTV FY 2009-2010 Operating Budget is $359,411.
The Cable TV Committee is being requested to reduce the current 2008-2009 Operating
Budget ($353,767) by 10%, and use that reduced amount ($318,390) as the amount to
request from member localities. The Committee is being requested to fund such 10%
reduction ($35,377) plus an additional $5,644* (a total of$41,021) from the RVTV Year-
End Rollover Account, which represents the unused funds from the Operating Budget
since 1991. The Year End Rollover Account has a current balance of$157,430.30, which
can be used to pay the $41,021.
* Additional amount of $5,644 relates to necessary increases in the Budget. See detailed
Budget on Page 5 of2009-2010 Operating Budget Proposal for line item details.
The proposed budget includes funding for closed captioning services for both the City
Council and Board of Supervisors Meetings.
RVTV expended 98.10% of its FY 2007-2008 Operating Budget.
FISCAL IMPACT:
The total RVTV budget request is $359,411 , consisting of $318,390 from the member
localities and $41,021 from the RVTV Rollover Account.
Cox calculates the percentage of subscribers (December 31, 2007) in each locality as follows:
(2007 number of Subscribers in parenthesis)
Locality Subscribers Percentage
City 27,543 (27,558) 52% (49% - 2007)
County 23.406 (26,678) 44% (47% - 2007)
Vinton 2,483 (2,482) 4% (4% - 2007)
Total 53,432 (56,718) 100% (100%)
2
Based on the above figures, each member's contribution to the $318,390 for the
localities part ofthe total 2009-201 0 Operating Budget of $359,411 ($41,021 of which
amount will be funded from RVTV Rollover Account) would be as follows:
Each member's part of
2008- 2009 Budget 2009 - 2010 Budget
City $173,346 $165,563* (52%)
County $166,270 $140,091 (44%)
Vinton $14,151 $12,736 (4%)
Total $353,767 $318,390
*In addition to the City's share of the above $318,390, the City will also pay $3,360 for
closed captioning for City Planning Commission meetings.
3
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www.rvtv.org
ROANOKE VALLEY TELEVISION
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RVTV 2008 Edited Video Productions
Title Client Length
Dr. Martin Luther King, Jr. - Highlight Video City of Roanoke 28:00
Citizen Appreciation Day PSA City of Roanoke :30
RCPS Spelling Bee - Highlight Video City Schools 17:00
Student Riders - Valley Metro PSA City Schools :60
Kite Festival PSA County of Roanoke :30
Camp Roanoke Open House PSA County of Roanoke :30
Western V A Regional Jail County of Roanoke 8:30
Parks & Rec. Summer Registration PSA County of Roanoke :30
Central Middle School County Schools 11:00
Citizen Appreciation Day - Highlight Video City of Roanoke 19:00
(4) Teacher of the Year Packages City Schools 30:00
Highland Park Centennial - Highlight Video City Schools 7:00
Step Program City Schools 13:00
Student Government Day Town of Vinton 11:00
Vinton Arbor Day Celebration T own of Vinton 6:00
Carbon Footprint City of Roanoke 9:00
Student Clean & Green Video City of Roanoke 3:00
Teacher of the Year Ceremony - Highlight Video City Schools 30:00
TEK Camp Highlight Video County of Roanoke 5:00
Parks & Rec. KIOSK Video County of Roanoke 16:00
Elmer Hodge Retirement Video County of Roanoke 26:00
Pack the Bus PSA County Schools :30
State of the City Address City of Roanoke 28:00
Emergency Communication Center County of Roanoke 9:00
E-Waste Event PSA County of Roanoke :30
V A Parks & Rec. Conference Promo County of Roanoke 8:00
New Specialty Centers Video County Schools 8:00
F a<;ade Program T own of Vinton 10:00
Park Partners County of Roanoke 8:00
2
Title
Client Length
City Schools 5:00
City Schools 10:30
County of Roanoke 15:00
County of Roanoke :30
County of Roanoke 34:00
City of Roanoke 7:00
City / County :30 ea.
City of Roanoke 8:00
County of Roanoke 7:00
County of Roanoke 18:00
City of Roanoke 8:00
City of Roanoke :30
County of Roanoke 6:30 ea.
City of Roanoke 6:30 ea.
Minds in Motion
Parent University
Burton Center for Arts & Technology
Parks & Rec. Winter Registration PSA
State of the County
VML Video
(2) Earth Summit PSA
New Williamson Rd. Fire Station
Roanoke Co. Informational Video
Green Ridge Fire Video
Business Owner Safety (Police)
DARE Camp PSA
(4) Focus on Crime Prevention & Safety
(12) "The Spot" & "Library Happenings"
Total Minutes Produced
580 Minutes (9 Hours & 40 Minutes)
The approximate rate for Video Production work in the private sector is $1,500 per finished minute.
RVTV produced 580 Minutes (9 hours & 40 Minutes) of Stand Alone Video Productions in 2008 which
totals $870,000 in Production Value.
2008 Television Shows
Total Title Client Time
12 Inside Roanoke City of Roanoke 30:00 ea.
12 Roanoke County Today Roanoke County 30:00 ea.
12 Spotlight On City Schools Roanoke City Schools 30:00 ea.
12 Accent Excellence Roanoke County Schools 30:00 ea.
3 Roanoke County County of Roanoke 30:00 ea.
Business Partners
3 REConnection County of Roanoke 30:00 ea.
Total: 54 Television Shows
3
Total Stand Alone Productions
Total Productions
City of Roanoke
Roanoke County
Town of Vinton
60
34
23
3
Percentage
57%
38%
5%
2008 Government Meetings
Totals
Meetings
24
11
1
1
1
23
1
Regular City Council Meetings
City Planning Commission Meetings
City Council Budget / School Board Interviews (May 1)
City Council Budget Adoption (May 12)
City Schools Facility Meeting (Nov. 12)
Regular Board of Supervisors Meetings
Special BOS Meeting - Non-Profits (March 18)
Total: 62 Government Meetings
RVTV additionally covers many Groundbreakings, News Conferences, and Special Events
County Fleet Service Groundbreaking
North Co. Fire & Rescue Station Groundbreaking
Tons of Fun Event, Roanoke County
Garden City E-branch, Ribbon Cutting Ceremony
Williamson Rd. Fire Station, Ribbon Cutting Ceremony
City Schools Convocation Ceremony
4
RVTV Proposed 2009 - 2010 Budget
2008-2009 Budget Proposed Remaining % Expended
2009 - 2010 Balance (12/31/08)
1010 Regular 192,845.00 192,967.00 100,972.59 47.64
(Actual 192,967)
2100 FICA (Employer 7.65%) 14,753.00 14,762.00 8,027.24 45.59
2200 Retirement - VRS (14.03% of Salary) 26,130.00 27,074.00 13,596.97 48.89
2202 Deferred Comp Match (650 x 4) 2,600.00 2,600.00 1,480.00 43.08
2300 Group Health Insurance 23,134.00 28,182.00 9,891.84 56.50
(Actual 28,182 - 1 Additional Coverage)
2310 Group Dental Insurance 986.00 1,131.00 349.02 61.73
(Actual 1,131-1 Additional Coverage)
2400 VRS Life (1.13% of Salary) 2,179.00 2,179.00 1,418.91 34.88
2500 Long Term Disability Insurance 360.00 360.00 196.82 45.33
3013 Professional Services - Other 27,500.00 27,500.00 14,370.25 47.75
(Closed Captioning, Dubbing etc.)
3013A CC - City Planning Commission * City Only
3204 Repairs Vehicles (By Garage) 400.00 400.00 337.00 15.60
3209 Repairs (Other Equipment) 2,000.00 1,500.00 1,818.86 9.06
3305 Maintenance Service Contracts 1,600.00 900.00 1,285.69 19.64
(Telephone)
5210 Postage 175.00 100.00 166.30 4.97
5230 Telephone 4,000.00 4,000.00 2,168.58 45.79
5235 Cellular Phones 480.00 480.00 250.43 47.83
5305 Motor Vehicle Insurance 1,300.00 1,300.00 199.00 86.69
5308 General Liability Insurance 2,550.00 2,550.00 787.00 69.14
5410 Lease/Rent of Equi pment 500.00 250.00 500.00 0
5420 Lease/Rent of B uil dings 36,697.00 37,798.00 18,530.44 49.50
(8 x $3,118.60 4 x $3,212.16)
5501 Travel (Mileage) 200.00 200.00 152.97 23.52
5520 Dinner Meetings & Luncheons 200.00 200.00 40.00 80.00
5801 Dues & Association Membership 278.00 278.00 00.00 100.00
(Public Relations Society of America)
6010 Office Supplies - General 800.00 800.00 476.11 40.49
6013 Small Equipment & Supplies 2,700.00 2,700.00 2,185.70 19.05
6014 Video Supplies 7,700.00 7,700.00 3,184.70 58.64
6080 Gas, Oil & Grease 1,500.00 1,300.00 1,008.54 32.76
6091 Tires 200.00 200.00 177.74 11.13
Total $353,767.00 $359,411.00 $183,398.76 48.16%
213500 Amount to be funded from
R VTV Roll-Over Account -$41,021.00**
Amount to be funded from
Member localities $318,390.00
*In addition to the City's share of the above $318,390, the City will also pay $3,360 for closed captioning for City Plamring Commission
meetings.
** Amount consists of $35,377 (a 10% reduction of last year's total budget), plus an additional $5,644 in increased costs as shown above.
R VTV expended 98.10% of its FY2007 -2008 Operating Budget
5
RVTV Financial Report
Current Account Balances as of January 30,2009
213200 (2008-2009 Operating Budget) .............................................. $158,122.58
213450 (New Cox Cable Capital Grant) .............................................. $1,029,848.85
(Balance includes accrued interest.)
(Cox has made all payments due for Capital Grant)
213500 (RVTV Year-End Rollover Account) .................................... $157,430.30
Account 213500 (RVTV Year-End Rollover) represents the unused funds from the Operating Budget since 1991.
RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings account
which may be used for future capital purchases or the operating budget.
2008 Virginia Communications Sales and Use Tax Revenue
Paid by Cox Communications to the
Commonwealth of Virginia for the Benefit
of the City of Roanoke, County of Roanoke, and Town of Vinton
Starting on January 1, 2007, the Virginia Communications Sales and Use Tax Act of 2006 (Va. Code 58.1-645 et
seq.) required Cox Communications, as well as other cable television providers, to pay a five percent (5%) sales or
use tax to the Commonwealth of Virginia in place of paying franchise fees to the localities, including the City of
Roanoke, County of Roanoke, and Town of Vinton. Under the Act, the Commonwealth pays the amount of
revenues it receives from cable television providers, like Cox, to the localities. For the calendar year 2008, Cox
Communications paid to the Commonwealth of Virginia a total of $2,245,770 (City $1,147,511, County
$998,579, Vinton $99,680) for the benefit of the City of Roanoke, County of Roanoke, and Town of Vinton. The
Commonwealth of Virginia paid to the three localities the appropriate share of this total amount as a replacement
amount for the franchise fees.
The three localities have previously agreed to allocate up to twenty percent (20%) of the above total revenues
(which used to be referred to as franchise fees) received by the localities to the RVTV operating budget. For the
coming year, that amount would be $449,154. However, RVTV is requesting an operating budget of $359,411,
which is $89,743 less than the amount that could have been allocated under the above formula.
6
2008 Cox Cable Subscribers
Cox calculates the percentage of subscribers (December 31, 2008) in each locality as follows:
2007 number of subscribers in parenthesis.
Locality Subscribers Percentage
City 27,543 (27,558) 52 % (49% - 2007)
County 23,406 (26,678) 44% (47% - 2007)
Vinton 2,483 (2,482) 4% (4% -2007)
Total 53,432 (56,718) 100% (100%)
Based on the above figures, each member's contribution to the $318,390 for the localities part of the total 2009-
2010 Operating Budget of $359,411 ($41,021 of which amount will be funded from RVTV Rollover Account)
would be as follows:
Each member's part of
2008 - 2009 Budget 2009 - 2010 Budget
City $173,346 $165,563 *
County $166,270 $140,091
Vinton $14,151 $12,736
Total $353,767 $318,390
* In addition to the City's share of the above $318,390, the City will also pay $3,360 for closed captioning for
City Planning Commission meetings.
NOTE: Based on the 2009-2010 Operating Budget of $359,411, without the $41,021 funding from the RVTV
Rollover Account, each member's contribution would have been: City $186,894, County $158,141, & Vinton
$14,376.
7
ACTION NO.
ITEM NO.
F -, C;
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request to approve and appropriate funds in the amount of
$24,900 for the June 9,2009 Primaries
SUBMITTED BY:
Judy Stokes
General Registrar
APPROVED BY:
B. Clayton "Clay" Goodman, III ~CG
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The State Board of Elections has issued orders for a Democratic primary on June 9,2009
for the offices of Governor, Lieutenant Governor, Attorney General and House of
Delegates (Districts 11 and 17), and for a Republican primary for the offices of House of
Delegates (Districts 8, 11, and 17) and Board of Supervisors (Windsor Hills District). The
cost of the primary was not included in the current budget inasmuch as it was not certified
by SBE until March 13, 2009. No reimbursement will be made by the state.
Elections Officials and Staff
Required advertising
Rent of polling places
Postage and printed forms
Total
$23,000
650
300
950
$24,900
FISCAL IMPACT:
It is requested that funds be allocated from the Board Contingency.
STAFF RECOMMENDATION:
Staff recommends appropriating funds in the amount of $24,900 from the Board
Contingency for the June 9th Democrat and Republican Primaries.
ACTION NO.
ITEM NO.
F-eo
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request to approve the health insurance plan and rates for the
County and Schools for fiscal year 2009-2010
SUBMITTED BY:
Rebecca Owens
Director of Finance
APPROVED BY:
B. Clayton Goodman III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The County of Roanoke and Roanoke County Public Schools participate in a joint health
insurance program for eligible employees. The Roanoke Valley Resource Authority
(RVRA), the Western Virginia Water Authority (WVWA), and the Western Virginia Regional
Jail Authority (WVRJA) also participate in our plan. This medical plan is self-funded with
reinsurance coverage to protect the financial risk assumed. Under the current contract,
reinsurance is composed of two elements: specific and aggregate stop loss. The specific
stop loss threshold is $200,000. Specific reinsurance protects the plan from any
catastrophic claims paid on a member during the plan year. The aggregate limit of 110%
protects the total financial liability assumed for the plan at 10% above "expected" claims
level. The plan purchases administrative services, access to the network physicians and
facilities, and claims administration from Anthem.
SUMMARY OF INFORMATION:
Tile medical plan rates will remain unchanged for the upcoming plan year as outlined on
Attachment A. The initial renewal proposed by Anthem requested a slight decrease to the
current rates. However, rates will remain unchanged to enable plan sponsors to increase
their reserve funds and use this money to mitigate future rate increases. Our renewal
compares favorably to national and regional medical plan trends of 8% to 11 %.
1
Since the plan is self-funded, the actual claims paid on the program are used to establish
rates for the County, Schools, RVRA, WVWA, and WVRJA as well as employee
contributions. During this past year primary cost drivers were identified:
. Overall medical and pharmacy claim payments decreased 4%, but on a cost per
member basis decreased 5.6% from the previous review period.
. During the review period (February 2007 through January 2008), there was one
claimant who exceeded the $200,000 Specific Stop Loss Limit.
. In-Network utilization of the plan continues to be high with over 99% of the
submitted claims being with network providers. The use of Anthem's network
providers protects the member from balance billing and lowers out of pocket costs.
. Outpatient prescription drug claims made up over 22% of the total claims expenses
on the program. This is slightly higher than industry average of 18% to 20%. The
number of scripts filled was down 5.8% and the total expense of medications
decreased 3.9%. Generic utilization is 66.6% which is good, and the average
member covered filled 13 prescriptions per year, which is down from the 14 scripts
last year.
On March 17, 2009, Finance, Human Resources, and representatives for the County,
Schools, WVW A, RVRA, and WVRJA met to review the renewal and discuss
recommendations for the 2009-2010 plan year. The historical performance of the medical
program was reviewed from a cost standpoint. As discussed, the medical plan's aggregate
increases have been below market average for the period July 1,2003 through June 30,
2009 (38.8% versus the national average of 66%). The Insurance Committee has been
successful in maintaining this favorable performance during this time through plan design
changes that have addressed the underlying cost drivers of the program.
No major benefit modifications are recommended for the 2009-2010 policy year. Several
legislative initiatives highlighted by Anthem in their renewal will become effective July 1,
2009:
. Inclusion of additional well baby checkup at 30 months of age in accordance with
guidelines set by the American Academy of Pediatrics,
· Prescription drug retail supply limit changing from 31-day to 30-day supply,
· Mandatory generic cost share - changing the member cost share on brand name
drugs to pay the generic (tier 1) copay rather than the present brand (tier 3) copay
amount,
2
. Colonoscopies to remove polyps will be paid as a preventive measure not as a
medical service.
Additional changes to the plan evaluated during this renewal are as follows:
. Increase the aggregate stop loss from 110% to 115%. The aggregate limit protects
the total financial liability assumed for the plan above expected claims level. As
noted, the present arrangement is 110% aggregate stop loss. Premiums for this
reinsurance are estimated to be $405,100 for the 2009-2010 year. The probability
of claims exceeding 10% of expected is very small (less than 1 %). Wachovia
Insurance Services advised that a higher limit of 115% aggregate should be
implemented. This would reduce the reinsurance premiums by $216,184 to
$188,917. The increased risk exposure is minimal. This will be implemented for
July 1, 2009.
· A benefit change to include coverage for the surgical treatment for morbid obesity.
Anthem projects the expected cost impact of this addition is $530,000 or an
additional 2.7% increase in claims expense. Upon review of Anthem's medical
assessment of providing coverage for these services as well as the additional cost
involved, this will not be added to the plan for July 1, 2009.
In addition to the plan changes noted, Anthem will provide the County, Schools, WVRJA,
RVRA, and WVW A a wellness credit of $50,000 for the 2009-2010 policy year.
FISCAL IMPACT:
None. No changes to the health insurance rates.
STAFF RECOMMENDATION:
Staff recommends approval of the health insurance plan and rates, with Anthem, for fiscal
year 2009-2010.
3
Roanoke County and Roanoke County School~
Health Insurance Renewal Rate~
2009-10
Attachment A
PPOPlanDesign Increase
Monthly County Employee Employee for
Premium Benefit Rate Pays Employee
Current 2008-09
Subscriber Only 464.30 414.96 49.34 10.63%
Subscriber + 1 minor 655.42 427.34 228.08 34.80%
Employee + Spouse 951.80 590.60 361.20 37.95% nla
Family 1114.48 688.50 425.98 38.22%
Married School & County Couple 1114.48 874.86 239.62 21.50%
Renewal 2009-10 PPO Plan Design
Subscriber Only 464.30 414.96 49.34 10.63% -
Subscriber + 1 minor 655.42 427.34 228.08 34.80% -
Employee + Spouse 951.80 590.60 361.20 37.95%
Family 1114.48 688.50 425.98 38.22%
Married School & County Couple 1114.48 874.86 239.62 21.50% -
Current Membership I
County Schools
Subscriber Only 505 1102
Subscriber + minor 58 110
Employee + Spouse 54 118
Family 208 415
Total Members 825 1745
ACTIOI\I NO.
ITEM NO. F-7
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
Request to approve the dental insurance plan and rates for
County and Schools for fiscal year 2009-2010
AGENDA ITEM:
SUBMITTED BY:
Rebecca Owens
Director of Finance
B. Clayton Goodman III ~
County Administrator ~~
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The County of Roanoke and Roanoke County Public Schools participate in the joint
purchase of dental coverage for their eligible employees and retirees through the Roanoke
Valley Regional Health Care Consortium.
Delta Dental presented a renewal indicating a 3.8 % increase in premium rates based on
the actual claims experience of Consortium participants. This increase is under the 5 %
rate cap negotiated in last year's market study.
Since the dental plan is on a calendar year basis, a blended rate is calculated for the
employee rate each year in order to avoid changing the rates in the middle of the year.
Dental rates for employees are brought forward to the Board during the spring, for
approval. Retirees pay a premium that is based on their experience in the dental plan.
The dental rates will need to be increased for 2009-201 0 as outlined on Attachment A and
would be effective July 1,2009. Employee rates will not change and dental reserves will
be used to cover the increase in premium for 2009-2010.
FISCAL IMPACT:
Funds are available in the dental reserves to cover the full cost of the increased premium.
1
STAFF RECOMMENDATION:
Staff recommends approving the dental insurance plan and rates for fiscal year 2009-201 O.
2
Roanoke County and Roanoke County Schools
Dental Insurance Renewal Rates
2009-10
Attachment A
Employees: Plan Increase
Monthly County Employee Employee for Retiree
Premium Benefit Rate Pays Employee Rate
Current 2008-09
Subscriber Only 25.06 18.18 6.88 27.45% 37.12
Subscriber + 1 40.76 21.58 19.18 47.06% 60.64
Family 70.54 30.20 40.34 57.19% 105.58
Married School & County Couple 70.54 48.34 22.20 31.47% n/a
Renewal 2009-10 Plan
Subscriber Only 26.02 19.14 6.88 26.44% - 38.54
Subscriber + 1 42.32 23.14 19.18 45.32% - 62.94
Family 73.24 32.90 40.34 55.08% - 109.60
Married School & County Couple 73.24 51.04 22.20 30.31% - n/a
CurrentMembership Retiree Membership
County Schools County Schools
Subscriber Only 444 930 75 31 3
Subscriber + 1 173 352 38 174
Family 227 508 7 12
Total Members 844 1790 120 499
ACTION NO.
ITEM NO.
(\ .'-1
Q ---L
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
First Reading of an Ordinance establishing a trust for the
purpose of accumulating and investing assets to fund post-
employment benefits other than pensions
SUBMITTED BY:
Diane D. Hyatt
Chief Financial Officer
B. Clayton Goodman, III ~~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
In May 2008, the Board approved changes to the retiree health insurance benefit in order
to reduce the financial impact as the result of implementing GASB 45. In October 2008,
we held a work session with the Board explaining that investing these annual contributions
in a trust will further minimize the cost. Staff was watching the 2009 General Assembly
session to see if VRS would offer to invest these funds for localities. A bill was introduced
for this, but was tabled in committee.
There are many benefits of using a pooled trust, and the County would like to join the
VACoNML OPEB Pooled Trust ("the Trust"). This is the only pool OPEB trust offered in
Virginia, and it offers the advantage of economies of scale and cost sharing with other
localities, as well as access to sound professional advice and a well diversified portfolio.
The Trust currently has $80.5 million in assets. This plan is directed and controlled by local
government officials. Attachment A shows the localities and schools districts that are
members.
In order to join the Trust, the Board must adopt the attached ordinance, which forms a local
finance board to serve as trustee and authorizes them to execute a contract with the Trust.
The Local Finance Board will meet quarterly to monitor the performance of the
investments, review the actuarial reports, and make sure that the plan is adequately
funded. According to State Code, the Finance Board should be composed of at least three
members, to include the chief financial officer, the treasurer, and at least one additional
person who is a citizen of the Commonwealth with proven integrity, business ability, and
demonstrated ability in cash management and investments. It is suggested that the Local
Finance Board be composed of Kevin Hutchens (Treasurer), Diane Hyatt (Chief Financial
Officer), Rebecca Owens (Director of Finance), and Paul Mahoney (County Attorney).
At some time in the future, the School Board and/or the Roanoke Valley Resource
Authority may wish to participate in our trust account, with a separate account. This saves
some cost over joining separately, and allows us to share knowledge and skills on the
Local Finance Board. We have built provisions into the ordinance to allow them to join at a
late time, if they choose.
FISCAL IMPACT:
After the County account is established, we will need to make a deposit into the trust
account representing the actuarially computed liability for 2007-08 ($627,231) and for
2008-09 ($358,100) for a total deposit of $985,331. This deposit needs to be made before
June 30, 2009. These amounts have already been appropriated in the respective year
budgets. Future year deposits will be budgeted in each year based upon the actuarial
reports.
STAFF RECOMMENDATION:
Staff recommends approving the first reading of the attached ordinance to establish a trust
for OPEB benefits, establish the local finance board as trustee, appoint its members, and
authorize it to join the VACoNML OPEB pooled trust. The second reading of this
ordinance will be held on April 28, 2009.
VACoNML OPEB Pooled Trust Fund
Participant List as of February 2009
County of Henrico
City of Suffolk Public Schools
City of Suffolk
Fairfax County
Chesapeake Public Schools
Chesapeake County Public Schools
Chesterfield County
City of Roanoke
Fairfax Public Schools
Virginia Beach Public Schools
City of Virginia Beach
Lucy Corr Village
Stafford County Public Schools
Faquier County
Faquier County Public Schools
Town of Leesburg
City of Staunton
Staunton City Public Schools
ATTACHMENT A
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
AN ORDINANCE ESTABLISHING A TRUST FOR THE PURPOSE OF
ACCUMULATING AND INVESTING ASSETS TO FUND POST-
EMPLOYMENT BENEFITS OTHER THAN PENSIONS
WHEREAS, the Board of Supervisors of Roanoke County, Virginia (herein the
"Board") intends to establish a trust, trusts, or equivalent arrangements for the purpose
of accumulating and investing assets to fund post-employment benefits other than
pensions in accordance with section 15.2-1544 of the Virginia Code; and,
WHEREAS, Section 15.2-1500 of the Virginia Code provides, in part, that every
locality shall provide for all the governmental functions of the locality, including, without
limitation, the organization of all departments, offices, boards, commissions and
agencies of government, and the organizational structure thereof, which are necessary
and the employment of the officers and other employees needed to carry out the
functions of government; and
WHEREAS, in connection with the employment of the officers and other
employees needed to carry out the functions of government, the County of Roanoke
(herein the "County") has established certain plans to provide post-employment benefits
other than pensions (herein "Other Post-Employment Benefits"), as defined in Section
15.2-1545 of the Virginia Code, to individuals who have terminated their service to the
County of Roanoke and to the beneficiaries of such individuals; and
WHEREAS, Article 8, Chapter 15, Subtitle II of Title 15.2 of the Virginia Code
(ss 15.2-1544 et seq.) provides that the governing body of a County may establish a
trust for the purpose of accumulating and investing assets to fund Other Post-
Employment Benefits; and
WHEREAS, the Board may permit the Roanoke County School Board to
participate in any trust established by it for the purpose of accumulating and investing
assets to fund Other Post-Employment Benefits, and such participation may be
evidenced by a separate agreement with the Roanoke County School Board; and,
WHEREAS, the Board may permit the Roanoke Valley Resource Authority to
participate in any trust established by it for the purpose of accumulating and investing
assets to fund Other Post-Employment Benefits, and such participation may be
evidenced by a separate agreement with the Authority; and,
WHEREAS, Section 15.2-1300 of the Virginia Code provides that any power,
privilege or authority exercised or capable of exercise by any political subdivision of the
Commonwealth of Virginia may be exercised and enjoyed jointly with any other political
subdivision of the Commonwealth having a similar power, privilege or authority pursuant
to agreements with one another for joint action pursuant to the provisions of that
section; and
WHEREAS, any two or more political subdivisions may enter into agreements
with one another for joint action pursuant to the provisions of Section 15.2-1300 of the
Virginia Code provided that the participating political subdivisions shall approve such
agreement before the agreement may enter into force; and
WHEREAS, numerous localities in the Commonwealth of Virginia have
determined to jointly establish and participate in the Virginia Pooled OPEB Trust Fund
(the "Trust Fund") for each such locality; and
2
WHEREAS, it appearing to the Board of Supervisors of the County of Roanoke
that it is otherwise in the best interests of the County to become a participating
employer in the Trust Fund; and,
WHEREAS, the first reading of this ordinance was held on April 14, 2009, and
the second reading and public hearing on this ordinance was held on April 28, 2009.
BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, AS FOLLOWS:
S 1 That the County does hereby establish a trust pursuant to Section 15.2-
1544 of the Virginia Code for the purpose of accumulating and investing assets to fund
Other Post-Employment Benefits, in the form set forth in the Virginia Pooled OPEB
Trust Fund Agreement (the "Agreement"), a copy of which is attached here as Exhibit A.
S 2 That the County Administrator is hereby authorized to execute on behalf of
the County an agreement(s) with the Roanoke County School Board and/or the
Roanoke Valley Resource Authority permitting it(them) to participate in any trust, trusts
or equivalent arrangements for the purpose of accumulating and investing assets to
fund post-employment benefits other than pensions in accordance with section 15.2-
1544 of the Virginia Code. Separate accounts will be established for each participating
entity.
S 3 That the County does hereby agree to become a "Participating Employer"
in the "Virginia Pooled OPEB Trust Fund" (hereinafter, the "Trust Fund"), as further
defined in the Agreement.
S 4 That the County does hereby appoint the following individuals to the local
finance board and for the terms of office pursuant to Section 15.2-1547 of the Virginia
3
Code to serve as the trustee of the County with respect to the Trust Fund, and as the
"Local Finance Board" as defined in the Agreement:
Kevin Hutchins
Diane Hyatt
Rebecca Owens
Paul M. Mahoney
The finance board shall be composed of at least three members who shall
include the chief financial officer of the County, the treasurer of the County, and at least
one other additional person who shall be a citizen of the Commonwealth with proven
integrity, business ability, and demonstrated experience in cash management and in
investments.
The finance board may be expanded by the Board of Supervisors to provide
representation for any other political subdivision that may, in the future, agree to
participate in the Trust Fund with the County.
Subsequent appointments to the finance board may be made by resolution
adopted by the Board of Supervisors.
S 5 That the County does hereby direct the Local Finance Board to execute
and deliver the Trust Joinder Agreement for Participating Employers under Virginia
Pooled OPEB Trust Fund ("Trust Joinder Agreement"), a copy of which is attached
hereto as Exhibit B.
S 6 That the County does hereby designate the following benefits provided to
individuals who have terminated their service to the County and to the dependents of
such individuals as Other Post-Employment Benefits:
4
S7
adoption.
Exhibits:
Retiree Health Insurance Benefits
That this ordinance shall be in force and effect immediately upon its
Virginia Pooled OPEB Trust Fund Agreement ("Exhibit A")
Trust Joinder Agreement for Participating Employers under Virginia
Pooled OPEB Trust Fund ("Exhibit B")
5
Exhibit A
VIRGINIA POOLED OPEB TRUST FUND
AGREEMENT
TIllS AGREEMENT (the "Agreement"), made by and between the Participating
Employers and their Local Finance Boards who execute Trust Joinder Agreements to participate
in the Virginia Pooled aPEB Trust Fund, and the individuals named as Trustees pursuant to
Section 106 hereof and their successors (the "Board of Trustees"). The Participating Employers
and their Local Finance Boards hereby establish with the Board of Trustees, and the Board of
Trustees hereby accept, under the terms of this Agreement, a trust for the purpose of
accumulating and investing assets to fund post-employment benefits other than pensions as
provided in Article 8, Chapter 15, Subtitle II of Title 15.2 of the Virginia Code (~~ 15.2-1544 et
seq.) to be held for the purposes set forth herein.
WITNESSETH:
WHEREAS, Section 15.2-1500 of the Virginia Code provides, in part, that every locality
shall provide for all the governmental functions of the locality, including, without limitation, the
organization of all departments, offices, boards, commissions and agencies of government, and
the organizational structure thereof, which are necessary and the employment of the officers and
other employees needed to carry out the functions of government; and
WHEREAS, in connection with the employment of the officers and other employees
needed to carry out the functions of government, a locality may establish certain plans to provide
post-employment benefits other than pensions (referred to hereinafter as "Other Post-
Employment Benefits"), as defined in Section 15.2-1545 of the Virginia Code, to individuals
who have terminated their service to the locality and to the dependents of such individuals; and
"THEREAS, Article 8, Chapter 15, Subtitle II of Title 15.2 of the Virginia Code
(~~ 15.2-1544 et seq.) provides that the governing body of a city, county, or town, school district
or the governing body of any other political subdivision that is appointed by a city, county, or
town, if so authorized, may establish a trust, trusts, or equivalent arrangements for the purpose of
accumulating and investing assets to fund Other Post-Employment Benefits; and
WHEREAS, Section 15.2-1300 of the Virginia Code provides that any power, privilege
or authority exercised or capable of exercise by any political subdivision of the Commonwealth
of Virginia may be exercised and enjoyed jointly with any other political subdivision of the
Commonwealth having a similar power, privilege or authority pursuant to agreements with one
another for joint action pursuant to the provisions of that section; and
WHEREAS, the County of Fairfax and the County of Henrico have adopted ordinances
approving participation in the Virginia Pooled OPEB Trust Fund for each such locality; and
WHEREAS, the Participating Employers and their Local Finance Boards and the Board
of Trustees of the Virginia Pooled OPEB Trust Fund (herein referred to as the "Trust Fund")
hereby establish a trust for the purpose of accumulating and investing assets to fund Other Post- (
Employment Benefits for Participating Employers; and
WHEREAS, the parties intend that the Trust Fund hereby established, when taken
together with the plans providing Other Post-Employment Benefits, shall constitute a "voluntary
employees' beneficiary association" under Section 50l(c)(9) and a tax-exempt governmental
trust under Section 115 of the Internal Revenue Code of 1986, as amended;
NOW, THEREFORE, the parties hereto mutually agree as follows:
PART 1- GENERAL PROVISIONS
Section 100. APPLICATION.
The provisions of Part 1 are general administrative provisions applicable to each Part of
this Agreement and provisions applicable to the Board of Trustees.
Section 101. DEFINITIONS.
The following definitions shall apply to this Agreement, unless the context of the term
indicates otherwise, and shall govern the interpretation of this Agreement:
A. Administrator. The term "Administrator" means the Virginia Local Government
Finance Corporation (d/b/a "VMLN ACo Finance Program") or any successor designated by the (
Board of Trustees, with the consent of the Virginia Association of Counties and Virginia
Municipal League, to administer the Trust Fund.
B. Beneficiary. The term "'Beneficiary" means a person designated by an Employee,
in accordance with the terms of a Plan, to be entitled to benefits under such Plan, and where the
context requires, includes a dependent of the Employee.
C.. Code. The term "Code" means the Internal Revenue Code of 1986, as amended,
and, as relevant in context, the Internal Revenue Code of 1954, as amended.
D. Custodian. The term "Custodian" means the banks, mutual funds, insurance
companies or other qualified entities selected by the Board of Trustees, under a separate written
document with each, to hold the assets of the Trust Fund.
E. Effective Date. The term "Effective Date" means the date coinciding with the last
to occur of each of the following events: (i) passage of an ordinance by each of the Counties of
Fairfax and Henrico approving such Counties as Participating Employers in the Trust Fund;
(ii) execution by the Local Finance Boards of the Counties of Fairfax and Henrico of the Trust
Joinder Agreement; (iii) execution of this Agreement by all members of the initial Board of
Trustees and the Administrator; and (iv) any contribution of cash to the Trust by a Participating
Employer.
2
F. Emplovee. The term "Employee" means the employees and officials, if
applicable, of an Employer, and where the context requires, includes former Employees who
have terminated service with an Employer.
G. Emplover. The term "Employer" means (i) the governing body of any county,
city, or town within the State, (ii) the governing body of any other political subdivision within
the State authorized to establish a trust under Section 15.2-1544 of the Virginia Code by the
governing body of any county, city, or town that appointed in whole or in part such governing
body, or (iii) any appointed or elected school board within the State.
H. Fiscal Year. The fIrst fIscal year of the Trust Fund shall be a short fIscal year
beginning on the Effective Date of this Agreement and ending on June 30, 2008. Each
subsequent fIscal year of the Trust Fund shall begin on the fIrst day of July and end on the
thirtieth day of June.
1. Investment Policy. The term "Investment Policy" means the Virginia Pooled
OPEB Trust Fund Investment Policy, as established by the Board of Trustees, as amended from
time to time.
1. Local Finance Board. The term "Local Finance Board" means the fInance board,
or any retirement board or deferred compensation board appointed by the governing body of a
Participating Employer to serve as the trustee of such Participating Employer with respect to the
Trust Fund, in accordance with Section 15.2-1547 of the Virginia Code, by execution of the
Trust Joinder Agreement. Each Local Finance Board shall be the trustee and representative of its
Participating Employer for purposes of this Agreement and shall vote the beneficial interest of
such Participating Employer in the Trust Fund, as prescribed in Part 3 of this Agreement.
K. Other Post-Employment BenefIts. The term "Other Post-Employment BenefIts"
means any and all post-employment benefIts other than pensions, including but not limited to
medical, dental, vision, disability and life insurance which may be provided to Employees and
Beneficiaries, as may be provided under Plans of Participating Employers.
L. Participating Employer. The term "Participating Employer" means an Employer
whose governing body has passed an ordinance or resolution to participate in the Trust Fund, and
whose Local Finance Board, serving as the trustee of such Employer in accordance with Section
15.2-1547 of the Virginia Code, executes a Trust Joinder Agreement, as provided in Section 301
hereof.
M. Plan. The term "Plan" means the plan or plans established to provide Other
Post-Employment Benefits, which are maintained by Participating Employers pursuant to any
applicable statute, regulation, ordinance, resolution, plan, program, policy, agreement,
understanding or other arrangement for the benefit of Employees and their Beneficiaries.
N. State. The term "State" means the Commonwealth of Virginia.
3
O. Trust Fund. The term "Trust Fund" means the Virginia Pooled OPEB Trust Fund, (
comprised of all of the assets set aside hereunder for the purpose of accumulating and investing
assets to fund Other Post-Employment Benefits.
P. Trust Joinder Asrreement. The term "Trust Joinder Agreement" means the
agreement, in the form attached hereto as Exhibit A, pursuant to which the Local Finance Board
joins in the Trust Fund, as the trustee of such Participating Employer, and agrees to be bound by
the terms and conditions of the Virginia Pooled OPEB Trust Fund Agreement, as provided in
Section 30 I hereof.
Q. Trustees. The term "Trustees" means the individuals who serve on the Board of
Trustees of the Trust Fund pursuant to Section 106 hereof and their successors.
R. Virginia Code. The term "Virginia Code" means the laws embraced in the titles,
chapters, articles and sections designated and cited as the "Code of Virginia," under the laws of
the State.
Section 102. GENERAL DUTIES AND MEETINGS OF THE BOARD OF TRUSTEES.
A. General Duties. The Board of Trustees and each Investment Manager appointed
pursuant to this Agreement shall discharge their respective duties under this Agreement solely in
the interest of Employees and Beneficiaries of the Participating Employers and: (i) except as
otherwise provided by any applicable provision of any statute, regulation, ordinance, or
resolution, for the exclusive purpose of providing Other Post-Employment Benefits to (
Employees and Beneficiaries of Participating Employers and defraying the reasonable expenses
of administering the Trust Fund; (ii) with the care, skill, prudence and diligence under the
circumstances then prevailing that a prudent person acting in a like capacity and familiar with
such matters would use in the conduct of an enterprise of like character and with the same aims;
and (iii) by diversifying the investments of the Trust Fund so as to minimize the risk of large
losses unless under the circumstances, it is clearly prudent not to do so. However, the duties and
obligations of the Board of Trustees and each Investment Manager, respectively, as such, shall
be limited to those expressly imposed upon them, respectively, by this Agreement
notwithstanding any reference herein to the Plans. The Board of Trustees shall administer the
Trust Fund in compliance with Code Section 503(b).
1. Authority of the Trustees. The Trustees shall have the power and
authority and shall be charged with the duty of general supervision and operation of the
Trust Fund, and shall conduct the business and activities of the Trust Fund in accordance
with this Agreement, the Trust Joinder Agreements, bylaws, rules and regulations
adopted by the Board of Trustees and applicable law.
2. Trustees' Liabilities. No Trustee shall be liable for any action taken
pursuant to this Agreement in good faith or for an omission except bad faith or gross
negligence, or for any act of omission or commission by any other Trustee. The Trustees
are hereby authorized and empowered to obtain, at the expense of the Trust Fund,
liability insurance fully protecting the respective Trustees, the Administrator, and the
4
Trust Fund from any loss or expense incurred, including reasonable attorney's fees, for
all acts of the Trustees except bad faith or gross negligence. The Trust Fund shall save,
hold harmless and indemnify the Trustees and Administrator from any loss, damage or
expense incurred by said persons or entities while acting in their official capacity
excepting bad faith or gross negligence.
3. Standard of Review. In evaluating the performance of the Trustees,
compliance by the Trustees with this Agreement must be determined in light of the facts
and circumstances existing at the time of the Trustees' decision or action and not by
hindsight.
4. Limitations on Liabilities. The Trustees' responsibilities and liabilities
shall be subject to the following limitations:
(a) The Trustees shall have no duties other than those expressly set
forth in this Agreement and those imposed on the Trustees by applicable laws.
(b) The Trustees shall be responsible only for money actually received
by the Trustees, and then to the extent described in this Agreement. The Trustees
shall not be under any duty to require payment of any contribution to the Trust
Fund or to see that any payment made to them is computed in accordance with the
provisions of the Plans.
(c) The Trustees shall not be responsible for the correctness of any
determination of payments or disbursements from the Trust Fund.
(d) The Trustees shall have no liability for the acts or omissions of any
predecessor or successor in office.
(e) The Trustees shall have no liability for (i) the acts or omissions of
any Investment Advisor or Advisors, or Investment Manager or Managers; (ii) the
acts or omissions of any insurance company; (iii) the acts or omissions of any
mutual fund; or (iv) following directions that are given to the Trustees by the
Local Finance Board in accordance with this Agreement.
B. Reliance on Counsel. The Board of Trustees may employ, retain or consult with
legal counsel, who may be counsel for the Administrator, concerning any questions which may
arise with reference to the duties and powers or with reference to any other matter pertaining to
this Agreement; and the opinion of such counsel shall be full and complete authorization and
protection in respect of any action taken or suffered by the Trustees in good faith in accordance
with the opinion of such counsel, and the Trustees shall not be individually or collectively liable
therefor.
C. Meetin2:5. The Board of Trustees shaH meet at least quarterly, and more
frequently if called, at the principal office of the Trust Fund or at such other location as may be
acceptable to a majority of the Trustees. One such quarterly meeting of the Board of Trustees
5
shall be held as soon as practicable after the adjournment of the annual meeting of Local Finance (
Boards of Participating Employers at such time and place as the Board of Trustees may
designate. Other meetings of the Board of Trustees shall be held at places within the
Commonwealth of Virginia and at times fixed by resolution of the Board of Trustees, or upon
call of the Chairperson of the Board or a majority of the Trustees, on not less than ten (10) days
advance notice. Such notice shall be directed to the Trustees by mail to the respective addresses
of the Trustees as recorded in the office of the Trust Fund. The notice of any special meetings of
the Board of Trustees shall state the purpose of the meeting.
A majority of the number of Trustees elected and serving at the time of any
meeting shall constitute a quorum for the transaction. of business. The act of a majority of
Trustees present at a meeting at which a quorum is present shall be the act of the Board of
Trustees. Less than a quorum may adjourn any meeting.
D. Office of the Trust Fund. The Administrator shall establish, maintain and provide
adequate funding for an office for the administration of the Trust Fund. The address of such
office is to be made known to the parties interested in or participating in the Trust Fund and to
the appropriate governmental agencies. The books and records pertaining to the Trust Fund and
its administration shall be kept and maintained at the office of the Trust Fund.
E. Execution of Documents. A certificate signed by a person designated by the
Board of Trustees to serve as Secretary shall be evidence of the action of the Trustees, and any
such certificate or other instrument so signed shall be kept and maintained at the office of the
Trust Fund and may be relied upon as an action of the Trustees. (
,
F. Appointment of Administrator. The Virginia Local Government Finance
Corporation is hereby designated the Administrator. The Board of Trustees may designate any
successor Administrator only with the consent of the boards of the Virginia Association of
Counties and the Virginia Municipal League and shall provide compensation for the
Administrator to administer the affairs of the Trust Fund.
G. Duty to Furnish Information. The Local Finance Boards and the Board of
Trustees shall furnish to each other any document, report, return, statement or other information
that the other reasonably deems necessary to perform duties imposed under this Agreement or
otherwise imposed by law.
H. Reliance on Communications. The Board of Trustees may rely upon a
certification of a Local Finance Board with respect to any instruction, direction, or approval of
its Participating Employer and may continue to rely upon such certification until a subsequent
certification is filed with the Trustees. The Trustees shall have no duty to make any
investigation or inquiry as to any statement contained in any such writing but may accept the
same as fully authorized by the Local Finance Board and its Participating Employer.
6
Section 103. ADMINISTRATIVE POWERS AND DUTIES.
A. Trustees. The Board of Trustees, in addition to all powers and authorities under
common law or statutory authority, including Article 8, Chapter 15, Subtitle II of Title 15.2 of
the Virginia Code (99 15.2-1544 et seq.), shall have and in its sole and absolute discretion may
exercise from time to time and at any time, either through its own actions, delegation to the
Administrator, or through a Custodian selected by the Board of Trustees, the following
administrative powers and authority with respect to the Trust Fund:
1. To receive for the purposes hereof all cash contributions paid to them by
or at the direction of the Participating Employers or their Local Finance Boards.
2. To hold, invest, reinvest, manage, administer and distribute cash balances
as shall be transferred to the Trustees from time to time by the Participating Employers or
their Local Finance Boards and the increments, proceeds, earnings and income thereof for
the exclusive benefit of Employees and Beneficiaries under the Plans of each
Participating Employer.
3. To continue to hold any property of the Trust Fund that becomes
otherwise unsuitable for investment for as long as the Board of Trustees in its discretion
deem desirable; to reserve from investment and keep unproductive of income, without
liability for interest, cash temporarily awaiting investment and such cash as it deems
advisable, or as the Administrator from time to time may specify, in order to meet the
administrative expenses of the Trust Fund or anticipated distributions therefrom.
4. To hold property of the Trust Fund in the name of the Trust Fund or in the
name of a nominee or nominees, without disclosure of the trust, or in bearer form so that
it will pass by delivery, but no such holding shall relieve the Board of Trustees of its
responsibility for the safe custody and disposition of the Trust Fund in accordance with
the provisions of this Agreement; the books and records of the Board of Trustees shall
show at all times that such property is part of the Trust Fund and the Board of Trustees
shall be absolutely liable for any loss occasioned by the acts of its nominee or nominees
with respect to securities registered in the name of the nominee or nominees.
5. To employ in the management of the Trust Fund suitable agents, without
liability for any loss occasioned by any such agents, selected with the care, skill,
prudence and diligence under the circumstances then prevailing that a prudent person
acting in a like capacity and familiar with such matters would use in the conduct of an
enterprise of a like character and with the same aims.
6. To make, execute and deliver, as trustee, any deeds, conveyances, leases,
mortgages, contracts, waivers or other instruments in writing that it may deem necessary
or desirable in the exercise of its powers under this Agreement.
7. To do all other acts that it may deem necessary or proper to carry out any
of the powers set forth in this Section 103 or Section 202, to administer or carry out the
7
purposes of the Trust Fund, or as otherwise is in the best interests of the Trust Fund; (
provided, however, the Board of Trustees need not take any action unless in its opinion
there are sufficient Trust Fund assets available for the expense thereof.
8. To adopt bylaws governing the Trustees' operations and procedures.
9. To contract with municipal corporations, political subdivisions and other
public entities of State or of local government and private entities for the provision of
Trust Fund services and for the use or furnishing of services and facilities necessary,
useful, or incident to providing Trust Fund services.
10. To advise the Administrator on the establishment of expectations with
regard to the provision of administrative services and the establishment of appropriate fee
levels.
11. To establish and charge fees for participation in the Trust Fund and for
additional administrative services provided to a Participating Employer in addition to any
fees charged by other administrative service providers.
12. To collect and disburse all funds due or payable from the Trust Fund,
under the terms of this Agreement.
13. To provide for and promulgate all rules, regulations, and forms deemed
necessary or desirable in contracting with Local Finance Boards and their Participating
Employers, in fulfilling the Trustees' purposes of providing Other Post-Employment
Benefits through the Trust Fund, and in maintaining proper records and accounts.
14. To employ insurance companies, banks, trust companies, investment
brokers, investment advisors, or others as agents for the receipt and disbursement of
funds held in trust for Participating Employers.
IS. To determine, consistent with the applicable law and the procedures under
the Trust Fund, all questions of law or fact that may arise as to. investments and the rights
of any Participating Employer to assets of the Trust Fund.
16. Subject to and consistent with the Code and the Virginia Code, to construe
and interpret the Trust Agreement and to correct any defect, supply any omissions, or
reconcile any inconsistency in the Agreement.
17.
products.
To contract for, purchase or otherwise procure insurance and investment
B. Administrator. Pursuant to an administrative services agreement between the
Board of Trustees and the Administrator, the Administrator shall have the power and authority to
implement policy and procedural matters as directed by the Board of Trustees as they relate to
8
the ongoing operation and supervision of the Trust Fund and the provisions of this Agreement
and applicable law.
Section 104. TAXES. EXPENSES AND COMPENSATION OF TRUSTEES.
A. Taxes. The Administrator, without direction from the Board of Trustees, shall
payout of the Trust Fund all taxes, if any, imposed or levied with respect to the Trust Fund, or
any part thereof, under applicable law, and, in its discretion, may contest the validity or amount
of any tax, assessment, claim or demand respecting the Trust Fund or any part thereof.
B. Expenses and Compensation. The Board of Trustees is authorized to set aside
from Participating Employer contributions received and the investment income earned thereon a
reasonable sum for the operating expenses and administrative expenses of the Trust Fund. All
remaining funds coming into the Trust shall be set aside, managed and used only for the payment
of Other Post-Employment Benefits.
By resolution of the Board of Trustees, Trustees may be provided a reasonable per
diem fee and/or reimbursement for expenses for attendance at all meetings. Notwithstanding the
preceding sentence, any person employed by a public body, including elected officials or
appointed members of governing bodies of a county, city or town or other political subdivision,
shall not be eligible to receive fees for services as Trustee from the Trust Fund other than
reimbursement for reasonable expenses incurred in connection with his or her responsibilities as
a Trustee.
C. Payment of Expenses. The Board of Trustees may use and apply assets in the
Trust Fund to payor provide for the payment of all reasonable and necessary expenses which
may be incurred in connection with the establishment and maintenance of the Trust Fund,
including but not limited to, the employment of such administrative, legal, accounting, and other
expert and clerical assistance, and the purchase or lease of such materials, supplies and
equipment as the Trustees, in its discretion, may deem necessary or appropriate in the
performance of its duties, or the duties of the agents or employees of the Trust Fund or the
Trustees.
Section 105. C011MUNICATIONS.
Until notice is given to the contrary, communication to the Trustees or to the
Administrator shall be sent to them at the Trust Fund's office in care of the Administrator. The
Administrator's address is VMLNACo Finance Program at 1108 E. Main Street, Suite 801,
Richmond, VA 23219.
Section 106. APPOINTMENT. RESIGNATION OR REMOVAL OF TRUSTEES.
A. Trustees. Except as otherwise provided for the initial group of Trustees and in
subsections B.2 and E of this section, the Trustees shall be selected from the members of Local
Finance Boards. Notwithstanding any other provision of this Agreement, no more than one
9
member of the Local Finance Board of .any particular Participating Employer shall be eligible to (
sit on the Board of Trustees at one time.
B. Appointment of Trustees and Lenl?ili of Aooointment. The number of Trustees
serving on the Board of Trustees shall be between five (5) and nine (9). The actual number of
Trustees may be increased or decreased from time to time within this range by the Board of
Trustees by resolution of the Board of Trustees. Only the Local Finance Boards, by vote taken
in accordance with Section 307 hereof, may increase or decrease the range in the number of
Trustees. No decrease in number shall have the effect of shortening the term of any incumbent
Trustee.
1. The initial group of Trustees shall be an interim group of five (5) Trustees
to establish the Trust Fund as follows: (a) one (1) individual selected by the Local
Finance Board of the County of Fairfax from among its members, (b) one (1) individual
selected by the Local Finance Board of the County of Henrico from among its members,
and (c) three (3) individuals designated. by agreement of the Virginia Association of
Counties ("V ACo") and the Virginia Municipal League ("VML").
With the first annual meeting of the Local Finance Boards, the Board of
Trustees shall be divided into no fewer than two classes, Class A (which includes
representatives of the Local Finance Boards of the two founding Participating Employers
until the annual meeting of the Local Finance Boards for the Fiscal Year ending June 30,
2015 (the "Fiscal Year 2015 annual meeting")) and Class B (which includes the Trustees
selected by VML and V ACo until the first annual meeting of Local Finance Boards for (
the Fiscal Year ending June 30, 2009 (the "Fiscal Year 2009 annual meeting")). An
additional Class C with two seats may be created by the Board of Trustees prior to any
annual meeting, but only if there are at least seven total Participating Employers.
Provided there are at least nine total Participating Employers, the Board of Trustees may
create a nine-member Board of Trustees, in which case one additional seat shall be
allocated to Class A and one additional seat to Class C.
2. On or after July 1, 2008, the Trustees shall solicit nominations from the
Local Finance Boards for open Trusteeships and such nominees shall constitute the
candidates for the election of Trustees by vote at the Fiscal Year 2009 annual meeting of
the Local Finance Boards as provided in Section 307. In the event that there are not a
sufficient number of eligible nominees, nominations will be provided by the Executive
Directors of the Virginia Association of Counties and the Virginia Municipal League
from among the members of any Local Finance Board, local government officials or local
government employees.
The initial group of Trustees described in B.l(a) and (b) above shall be
classified as Class A Trustees and shall serve until the Fiscal Year 2012 annual meeting
of the Local Finance Boards and for one three-year term thereafter until successor
Trustees are elected at the Fiscal Year 2015 annual meeting of the Local Finance Boards,
in accordance with Section 106E below, from the pool of nominees selected by all Local
Finance Boards. If an additional Class A Trustee seat is created for a non-founding
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Participating Employer's Local Finance Board before the Fiscal Year 2011 annual
meeting, that seat will expire at the Fiscal Year 2012 annual meeting. If such an
additional Class A board seat is created subsequent to the Fiscal Year 2011 annual
meeting, then it will expire at the annual meeting when the founding Participating
Employers' board seats expires beginning at the annual meeting held in Fiscal Year 2015,
if appropriate, and every third succeeding year thereafter.
The initial group of Trustees described in B.1 (c) above shall be classified
as Class B Trustees and shall serve until successor Trustees are elected at the Fiscal Year
2009 annual meeting of Local Finance Boards. At the Fiscal Year 2009 annual meeting
of Local Finance Boards, Trustees of Class B shall be elected to hold office for a one-year
term expiring at the Fiscal Year 2010 annual meeting of Local Finance Boards until
successor Trustees are elected at the Fiscal Year 2010 annual meeting of the Local
Finance Boards, in accordance with Section 106E below, from the pool of nominees
selected by all Local Finance Boards.
Trustees of the third class (Class C), if such a class is created, shall be
elected to hold office for a two-year term expiring at the Fiscal Year 2011 annual meeting
of Local Finance Boards until successor Trustees are elected at the Fiscal Year 2011
annual meeting of the Local Finance Boards, in accordance with Section 106E below,
from the pool of nominees selected by all Local Finance Boards.
At each annual meeting of Local Finance Boards after the annual
meetings of Local Finance Boards described above, the successors to the class of Trustees
whose terms shall then expire shall be identified as being of the same class as the trustees
they succeed and elected to hold office for a term expiring at the third succeeding annual
meeting of Local Finance Boards. If a Class C is created at a subsequent annual meeting,
its seats will expire one year following the year in which the Class B seats expire.
Trustees shall hold their offices until the next annual meeting of Local Finance Boards for
such Trustee's respective Class and until their successors are elected and qualify.
3. At each annual meeting of the Local Finance Boards, the incumbent
Trustees will present all nominations received for each class of Trustees (A, B, or C) for
which an election is to be held. If a Local Finance Board does not designate a particular
class for its nominee(s), such names will be included on the lists of eligible nominees for
each class for which an election is to be held unless the individual named is elected to
another seat.
4. No individual Trustee may be elected or continue to serve as a Trustee
after becoming an owner, officer or employee of the Administrator, an Investment
Advisor, an Investment Manager or a Custodian. Except as otherwise provided in B.2
above, following the first election for Trustees, no Trustee may be elected or continue to
serve as a Trustee unless he or she is a member of a Local Finance Board.
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5. Each Trustee and each successor Trustee shall acknowledge and consent
to his or her election as a Trustee by giving written notice of acceptance of such election
to the Chairperson of the Trustees.
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C. Resilmation of a Trustee.
1. A Trustee may resign from all duties and responsibilities under this
Agreement by giving written notice to the Chairperson of the Trustees. The Chairperson
may resign from all duties and responsibilities under this Agreement by giving written
notice to all of the other Trustees. Such notice shall state the date such resignation shall
take effect and such resignation shall take effect on such date but not later than sixty (60)
days after the date such written notice is given.
2. Any Trustee, upon leaving office, shall forthwith turn over and deliver to
the Chairperson at the principal office of the Trust Fund any and all records, books,
documents or other property in his or her possession or under his or her control which
belong to the Trust Fund. The Chairperson, upon leaving office, shall forthwith turn over
and deliver to the Administrator at the principal office of the Trust Fund any and all
records, books, documents or other property in his or her possession or under his or her
control which belong to the Trust Fund.
D. Removal of a Trustee. Each Trustee, unless due to the resignation, death,
incapacity, removal, or conviction of a felony or any offense for which registration is required as
defmed in Virginia Code g 9.1-902 and for whom all rights of appeal under Virginia law have
expired, shall serve and shall continue to serve as Trustee hereunder, subject to the provisions of
this Agreement.
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A Trustee shall relinquish his or her office or may be removed by a majority vote
of the Trustees or ipso facto when the Employer which he represents is no longer a Participating
Employer in the Trust Fund. Notice of removal of a Trustee shall be furnished to the other
Trustees by the Chairperson of the Trustees and shall set forth the effective date of such removal.
Notice of removal .of the Chairperson shall be furnished to the other Trustees by the
Administrator and shall set forth the effective date of such removal.
E. Appointment of a Successor Trustee. Except as otherwise provided in part B.1 of
this Section with respect to the initial two terms of Class A Trustees, in the event a Trustee shall
die, resign, become incapacitated, be removed from office, or convicted of a felony or any
offense for which registration is required as defined in Virginia Code ~ 9.1-902 and for whom all
rights of appeal under Virginia law have expired, a successor Trustee shall be elected forthwith
by the affirmative vote of the majority of the remaining Trustees though less than a quorum of
the Board of Trustees. The notice of the election of a successor Trustee shall be furnished to the
other Trustees by the Chairperson. In case of the removal, death, resignation, etc. of the
Chairperson, notice of the election of a successor Trustee, and the new Chairperson, shall be
furnished to the other Trustees by the Administrator. Eligible nominees will be provided by the
members of the Local Finance Board of the Trustee being replaced; however, no more than one
member of such board may serve as Trustee at one time. If such nominees do not receive the
12
affirmative vote of a majority of the remaining Trustees, additional eligible nominees will be
provided by the Executive Directors of the Virginia Association of Counties and the Virginia
Municipal League from among the members of any Local Finance Board, and, if there are an
insufficient number of nominees to fill available positions, local government officials or local
government employees. The term of office of any Trustee so elected shall expire at the next
Local Finance Board meeting at which Trustees are elected where a successor shall be elected to
complete the term for the Class to which such Trustee has been assigned. Any successor Trustee
for a Class A Trustee from a founding Participating Employer with respect to the initial two
terms shall be appointed by that Trustee's Local Finance Board.
F. Trustees' Ril?hts. In case of the death, resignation or removal of anyone or more
of the Trustees, the remaining Trustees shall have the powers, rights, estates and interests of this
Agreement as Trustees and shall be charged with the duties of this Agreement; provided in such
cases, no action may be taken unless it is concurred in by a majority of the remaining Trustees.
Section 107. Bonding:. All Trustees shall immediately make application for a fidelity bond, to
any company designated by the Board of Trustees, in such amount as may be specified by the
Board of Trustees. Premiums on such bonds shall be paid from the Trust Fund, which bonds
shall be continued in force in such amount as the Board of Trustees may from time to time
require. If a Trustee's bond is refused, or is ever cancelled, except with the Board of Trustee's
approval, such Trustee may be removed from office by majority vote of the Board of Trustees
and such Trustee shall be entitled to compensation, if any, to the date of such removal only. A
bond for a Trustee is not required under this section if a bond is obtained for such Trustee
pursuant to Section 408.
PART 2 - PROVISIONS APPLICABLE TO INVESTMENTS
Section 200. APPLICATION.
The provisions of Part 2 apply to the investments of the Trust Fund.
Section 201. ADMINISTRATION OF TRUST.
A. General. All such assets shall be held by the Trustees in the Trust Fund.
B. Contributions. The Board of Trustees hereby delegates to the Administrator the
responsibility for accepting cash contributions to the Trust Fund and the Administrator shall have
the responsibility for accepting cash contributions by Participating Employers. Contributions of
a Participating Employer to fund Other Post-Employment Benefits are irrevocable. Assets held
in the Trust Fund shall be dedicated to providing Other Post-Employment Benefits or to
defraying reasonable expenses of the Trust Fund. Neither the Trustees nor the Administrator
shall be under any duty to determine whether the amount of any contribution is in accordance
with the Participating Employer's Plan or Plans or to collect or enforce payment of any
contribution. All contributions by a Participating Employer shall be transferred to the Trust
Fund to be held, managed, invested and distributed as part of the Trust Fund by the Trustees inraccordance with the provisions of this Agreement and applicable law.
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C. Applicable Laws and Regulations. The Board of Trustees shall be authorized to
take the steps it deems necessary or appropriate to comply with any laws or regulations
applicable to the Trust Fund.
(
D. Accumulated Share. No Participating Employer shall have any right, title or
interest in or to any specific assets of the Trust Fund, but shall have an undivided beneficial
interest in the Trust Fund; however, there shall be a specific accounting of assets allocable to
each Participating Employer.
Section 202. MANAGEMENT OF INVESTMENTS OF THE TRUST FUND.
A. Authority of Trustees. Except as set forth in subsections C, D, E, G or H of this
Section, and except as otherwise provided by law, the Board of Trustees shall have exclusive
authority and discretion to manage and control the assets of the Trust Fund held by them
pursuant to the guidelines established by the Board of Trustees in the Investment Policy.
B. Investment Policy. The Board of Trustees, as its primary responsibility under this
Agreement, shall develop a written Investment Policy establishing guidelines applicable to the
investment of the assets of the Trust Fund, and from time to time shall modify such Investment
Policy, in light of the short and long-term fmancial needs of the Plans. The Investment Policy
shall serve as the description of the funding policy and method for the Trust Fund.
C. Investment Advisor. The Board of Trustees, from time to time, may direct the
Administrator to appoint one (1) or more independent Investment Advisors ("Investment
Advisor"), pursuant to a written investment advisory agreement with each, describing the powers
and duties of the Investment Advisor with regard to the management of all or any portion of any
investment or trading account of the Trust Fund. The Investment Advisor shall review, a
minimum of every calendar quarter, the suitability of the Trust Fund's investments, the
performance of the Investment Managers and their consistency with the objectives of the
Investment Policy with assets in the portion of the Trust Fund for which the Investment Manager
has responsibility for management, acquisition or disposition.
If the Administrator contracted with a lead Investment Advisor prior to the
establishment of this Agreement, the Board of Trustees may ratify such contract. The lead
Investment Advisor will serve at the pleasure of the Board of Trustees and will be compensated
for its recurring, usual and customary services as part of the fee schedule established with the
Administrator.
D. Investment Advisor Duties. Subject to the approval of the Board of Trustees, the
Investment Advisor shall recommend an asset allocation for the Trust Fund that is consistent
with the objectives of the Investment Policy. If the Board of Trustees shall approve a separate
Investment Policy with respect to assets in a segregated portion of the Trust Fund, the Investment
Advisor shall recommend an asset allocation for such segregated portion of the Trust Fund that is
consistent with the objectives of such Investment Policy. At least annually, the Investment
Advisor shall review the Investment Policy and asset allocation with the Board of Trustees. The
14
Investment Advisor shall also advise the Board of Trustees with regard to investing in a manner
that is consistent with applicable law, and, as advised by the Administrator, the expected
distribution requirements of the Plans.
E. Investment Managers. The Board of Trustees, from time to time, may appoint
one (1) or more independent Investment Managers ("Investment Manager"), pursuant to a
written investment management agreement with each, describing the powers and duties of the
Investment Manager to invest and manage all or a portion of the Trust Fund. The Investment
Manager shall have the power to direct the management, acquisition or disposition of that
portion of the Trust Fund for which the Investment Manager is responsible.
The Board of Trustees shall be responsible for ascertaining that each Investment
Manager, while acting in that capacity, satisfies the following requirements:
1. The Investment Manager is either (i) registered as an investment adviser
under the Investment Advisers Act of 1940, as amended; (ii) a bank as defmed in that
Act; or (iii) an insurance company qualified to perform the services described herein
under the laws of more than one state; and
2. The Investment Manager has acknowledged in writing to the Board of
Trustees that it is a fiduciary with respect to the assets in the portion of the Trust Fund for
which the Investment Manager has responsibility for management, acquisition or
disposition.
F. Custodians. The Custodian(s) shall no less frequently than annually or at the
request of the Board of Trustees certify the value of any property of the Trust Fund managed by
the Investment Manager(s). The Trustees shall be entitled to rely conclusively upon such
valuation for all purposes under the Trust Fund.
G. Investment in Insurance Contracts. The Trustees may offer one (1) or more
investment options pursuant to one (1) or more agreements with insurance companies qualified
to. do business in the Commonwealth of Virginia. Any asset invested pursuant to such an
agreement shall be held by the insurance company. Each insurance company so selected shall
certify the value of the Trust Fund's interest in the property held by it at least annually. The
Trustees shall be entitled to rely conclusively on such valuation for all purposes under this
Agreement.
H. Investment in Mutual Funds. The Trustees may offer one (1) or more investment
options pursuant to one (1) or more agreements with companies offering mutual fund products.
Any asset invested pursuant to such an agreement shall be held by the Trustees. Each mutual
fund so selected shall certify the value of the Trust Fund's interest in that fund at least annually.
The Trustees shall be entitled to rely conclusively on such valuation for all purposes under the
Trust Fund.
1. Absence of Trustees' Responsibilitv for Investment Advisor and Mana2:er.
Except to the extent provided in paragraph A of Section 102 above, the Board of Trustees,
15
collectively and individually, shall not be liable for any act or omission of any Investment (
Manager and shall not be under any obligation to invest or otherwise manage the assets of the
Trust Fund that are subject to the management of any Investment Manager. Without limiting the
generality of the foregoing, the Board of Trustees shall be under no duty at any time to make any
recommendation with respect to disposing of or continuing to retain any such asset.
Furthermore, the Board of Trustees, collectively and individually, shall not be liable by reason of
its taking or refraining from taking the advice of the Investment Advisor any action pursuant to
this Section, nor shall the Board of Trustees be liable by reason of its refraining from taking any
action to remove or replace any Investment Manager on advice of the Investment Advisor; and
the Trustees shall be under no duty to make any review of an asset acquired at the direction or
order of an Investment Manager.
J. Reporting. The Board of Trustees shall be responsible for and shall cause to be
filed periodic audits, valuations, reports and disclosures of the Trust Fund as are required by law
or agreements. Notwithstanding anything herein to the contrary, the Board of Trustees shall
cause the Trust Fund to be audited by a certified public accounting firm retained for this purpose
at least once each year.
The Board of Trustees may employ professional advisors to prepare such audits,
valuations, reports and disclosures and the cost of such professional advisors shall be borne by
the Trust Fund.
K. Coriuningling Assets. Except to the extent prohibited by applicable law, the
Board of Trustees may commingle the assets of all Participating Employers held by the Board of
Trustees under this Agreement for investment purposes in the Trust Fund and shall hold the
Trust Fund in trust and manage and administer the same in accordance with the terms and
provisions of this Agreement. However, the assets of each Participating Employer shall be
accounted for separately. The Board of Trustees and the Administrator shall be under no duty to
determine whether the amount of any contribution is in accordance with the Plans, or to collect
or enforce payment of any contribution, or distribution to Plan participants.
Section 203. ACCOUNTS.
The Trustees shall keep or cause to be kept at the expense of the Trust Fund accurate and
detailed accounts of all its receipts, investments and disbursements under this Agreement, with
the Trustees accounting separately for each Investment Manager's portion of the Trust Fund.
Section 204. DISBURSEMENTS FROM THE TRUST.
A. Trust Payments. The Board of Trustees hereby delegates to the Administrator the
responsibility for making payments from the Trust Fund. In accordance with rules and
regulations established by the Board of Trustees, the Administrator shall make payments from
the Trust Fund for Other Post-Employment Benefits, as directed by the Local Finance Board of
each Participating Employer. Such rules and regulations shall include procedures for
certification by the Local Finance Board that payments from the Trust Fund are for the purpose
of: (i) paying Other Post-Employment Benefits to or on behalf of Employees or Beneficiaries,
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(ii) paying premiums to an insurer for Other Post-Employment Benefits, (iii) an irrevocable
transfer of assets to a trust, or equivalent arrangement, for providing Other Post-Employment
Benefits to Employees and Beneficiaries, which trust assets are legally protected from creditors
of the Participating Employer, or (iv) for any purpose permitted under Governmental Accounting
Standards Board (GASB) Statement No. 45, Accounting and Financial Reporting by Employers
for Postemployment Benefits Other Than Pensions or applicable Virginia law. Payments shalI be
made in such manner, in such amounts and for such purposes, including the payment of Other
Post-Employment Benefits under participating Plans, as may be directed by the Local Finance
Board. Payments from the Trust Fund shall be made by electronic transfer or check (or the
check of an agent) for deposit to the order of the payee. Payments or other distributions
hereunder may be mailed to the payee at the address last furnished to the Administrator. The
Trustees shall not incur any liability on account of any payment or other distribution made by the
Trust Fund in accordance with this Section. Such payment shall be in full satisfaction of claims
hereunder against the Trustee, Administrator or Participating Employer.
B. Allocation of Expenses. The Trustees shall pay all expenses of the Trust Fund
from the assets in the Trust Fund. All expenses of the Trust Fund, which are allocable to a
particular investment option or account, may be allocated and charged to such investment option
or account as determined by the Trustees. All expenses of the Trust Fund which are not
allocable to a particular investment option or account shall be charged to each such investment
option or account in the manner established by the Trustees.
Section 205. INVESTMENT OPTIONS.
The Trustees shalI initially establish one (I) investment option within the Trust Fund
pursuant to the Investment Policy, for communication to, and acceptance by, Local Finance
Boards. Following development of the initial "investment option" pursuant to the Investment
Policy, the Board of Trustees may develop up to two (2) additional investment options, reflecting
different risk/return objectives and corresponding asset mixes, for selection by Local Finance
Boards, as altematives to the initial investm~nt option. The determination to add alternative
investment options to the Investment Policy, and the development of each such investment
option, are within the sole and absolute discretion of the Board of Trustees. The Trustees shall
transfer to any deemed investment option developed hereunder such portion of the assets of the
Trust Fund as appropriate. The Trustees shall manage, acquire or dispose of the assets in an
investment option in accordance with the directions given by each Local Finance Board. All
income received with respect to, and all proceeds received from, the disposition of property held
in an investment option shall be credited to, and reinvested in, such investment option. If
multiple investment options are developed, the Board of Trustees shalI establish one (1) default
investment option in the absence of valid Local Finance Board investment direction.
If multiple investment options are developed, from time to time, the Board of Trustees
may eliminate an investment option, and the proceeds thereof shall be reinvested in the default
investment option unless another investment option is selected in accordance with directions
given by the Local Finance Board.
17
Notwithstanding anything hereinabove to the contrary, the Board of Trustees, in its sole (
discretion, may establish a separate, short-term investment option or fund, to facilitate
contributions, disbursements or other short-term liquidity needs of the Trust or of particular
Participating Employers. Separate investment funds within the Trust Fund and varying
percentages of investment in any such separate investment fund by the Participating Employers,
to the extent so detennined by the Board of Trustees, are expressly permitted.
PART 3 -PROVISIONS APPLICABLE TO PARTICIPATING EMPLOYERS
Section 300. APPLICATION.
The provisions of Part 3 set forth the rights of Participating Employers.
Section 301. PARTICIPATING EMPLOYERS.
A. Approval. The Board of Trustees or its designee shall receive applications from
Employers for membership in the Trust Fund imd shall approve or disapprove such applications
for membership in accordance with the tenns of this Agreement, the Trust Joinder Agreement,
bylaws and the rules and regulations established by the Board of Trustees for admission of new
Participating Employers. Before approving the participation of any Employer that has
established a Plan, the Board of Trustees or its designee shall determine and affirm that such
Employer is permitted to establish a trust pursuant to Article 8, Chapter 15, Subtitle 1I of Title
15.2 of the Virginia Code (~~ 15.2-1544 et seq.). The Board of Trustees shall have total
discretion in determining whether to accept a new member. The Board of Trustees may delegate
the authority for membership approval to the Administrator.
B. Execution of Trust Joinder Asrreerrient by Local Finance Board. Each Employer
will make its election to become a Participating Employer by directing its Local Finance Board
to execute a Trust Joinder Agreement in such form and content as prescribed by the Board of
Trustees. By the Local Finance Board's execution of the Trust Joinder Agreement, the
Participating Employer agrees to be bound by all the terms and provisions of this Agreement, the
Trust Joinder Agreement, the bylaws and any other rules and regulations adopted by the Trustees
under this Agreement. The Local Finance Board of each Participating Employer, serving as such
Employer's Trustee, in accordance with Virginia Code ~ 15.2-1547, shall represent such
Participating Employer's interest in all meetings, votes, and any other actions to be taken by a
Participating Employer hereunder. A Local Finance Board may designate one or more, but less
than all, of its members to serve as the authorized representative of such Local Finance Board for
purposes of this Agreement.
C. Continuing as a Participating Employer. Application for participation in this
Agreement, when approved in writing by the Board of Trustees or its designee, shall constitute a
continuing contract for each succeeding fiscal year unless terminated by the Trustees or unless
the Participating Employer resigns or withdraws from this Agreement by written notice of its
Local Finance Board. The Board of Trustees may terminate a Participating Employer's
participation in this Agreement for any reason by vote of three-fourths (%) of the Board of
Trustees. If the participation of a Participating Employer is terminated, the Board of Trustees
18
and the Administrator shall effect the withdrawal of such Participating Employer's beneficial
interest in the Trust within one hundred eighty (180) days, by transfer of such assets to a trust,
trusts or equivalent arrangement for the purpose of accumulating and investing assets to fund
Other Post-Employment Benefits, established for this purpose by such Participating Employer.
If withdrawal is not completed within this time period, the Board of Trustees, in its discretion,
may make reasonable alternative arrangements for the distribution of the Participating
Employer's beneficial interest.
Section 302. Places of Meetings. All meetings of the Local Finance Boards shall be held at
such place, within the Commonwealth of Virginia, as from time to time may be fixed by the
Trustees.
Section 303. Annual Meetin!2:s. The annual meeting of the Local Finance Boards, for the
election of Trustees and for the transaction of such other business as may come before the annual
meeting, shall be held at such time on such business day between September 1 st and October 31 st
as shall be designated by resolution of the Board of Trustees.
Section 304. Special Meetings. Special meetings of the Local Finance Boards for any purpose
or purposes may be called at any time by the Chairperson of the Board of Trustees, by the Board
of Trustees, or if Local Finance Boards together holding at least twenty percent (20%) of all
votes entitled to be cast on any issue proposed to be considered at the special meeting sign, date
and deliver to the Trust Fund's Secretary one or more written demands for the meeting
describing the purpose or purposes for which it is to be held. At a special meeting no business
shall be transacted and no action shall be taken other than that stated in the notice of the meeting.
Section 305. Notice of Meetings. Written notice stating the place, day and hour of every
meeting of the Local Finance Boards and, in case of a special meeting, the purpose or purposes
for which the meeting is called, shall be given not less than ten (10) nor more than sixty (60)
days before the date of the meeting to each Participating Employer's Local Finance Board of
record entitled to vote at such meeting, at the address which appears on the books of the Trust
Fund.
Section 306. Ouorum. Any number of Local Finance Boards together holding at least a
majority of the outstanding beneficial interests entitled to vote with respect to the business to be
transacted, who shall be physically present in person at any meeting duly called, shall constitute
a quorum of such group for the transaction of business. If less than a quorum shall be in
attendance at the time for which a meeting shall have been called, the meeting may be adjourned
from time to time by a majority of the Local Finance Boards present. Once a beneficial interest
is represented for any purpose at a meeting of Local Finance Boards, it shall be deemed present
for quorum purposes for the remainder of the meeting and for any adjournment of that meeting
unless a new record date is, or shall be, set for that adjourned meeting.
Section 307. V oting. At any meeting of the Local Finance Boards, each Local Finance Board
entitled to vote on any matter coming before the meeting shall, as to such matter, have one vote,
in person, for each whole dollar invested in the Trust Fund standing in its name on the books of
the Trust Fund on the date, not more than seventy (70) days prior to such meeting, fixed by the
Board of Trustees, for the purpose of detennining Local Finance Boards entitled to vote, as the
19
date on which the books of the Trust Fund are to be closed or as the record date. (
Notwithstanding the preceding sentence, at any meeting held after the date the fifth (5th)
Participating Employer joins the Trust, no one Local Finance Board may vote more than forty-
five percent (45%) of the total votes cast In the event that more than one member of a Local
Finance Board attends a meeting, the Local Finance Board will designate one member authorized
to cast its votes.
If a quorum is present at a meeting of the Local Finance Boards, action on a matter other
than election of Trustees shall be approved if the votes cast favoring the action exceed the votes
cast opposing the action, unless a vote of a greater number is required by this Agreement. If a
quorum is present at a meeting of the Local Finance Boards, Trustees for all open seats for each
class of Trustees on the Board of Trustees shall be elected by a plurality of the votes cast by the
beneficial interests entitled to vote in such election.
Local Finance Boards at the annual meeting will vote at one time to fill all open positions
within a single class of Trustees. Elections will be held by class, in the order of the . length of the
terms to be filled, beginning with the longest term. The designated representative of each Local
Finance Board will cast up to the full number of its votes for each open position within a class of
Trustees, but it may not cast votes for more than the number of open positions in such class.
Those nominees receiving the largest plurality of votes, up to the number of positions to be
filled, will be declared elected. Subsequent votes may be held to break any ties, if necessary, in
order to elect the correct number of Trustees.
PART 4 - PROVISIONS APPLICABLE TO OFFICERS
(
Section 401. Election of Officers: Terms. The Board of Trustees shall appoint the officers of
the Trust Fund. The officers of the Trust Fund shall consist of a Chairperson of the Board, a
Vice-Chairperson, and a Secretary. The Secretary need not be a member of the Board of
Trustees and may be the Administrator. Other officers, including assistant and subordinate
officers, may from time to time be elected by the Board of Trustees, and they shall hold office
for such terms as the Board of Trustees may prescribe. All officers shall hold office until the
next annual meeting of the Board of Trustees and until their successors are elected.
Section 402. Removal of Officers: Vacancies. Any officer of the Trust Fund may be removed
summarily with or without cause, at any time, on a three-fourths (%) vote of the Board of
Trustees. Vacancies may be filled by the Board of Trustees.
Section 403. Duties. The officers of the Trust Fund shall have such duties as generally pertain
to their offices, respectively, as well as such powers and duties as are prescribed by law or are
hereinafter provided or as from time to time shall be conferred by the Board of Trustees. The
Board of Trustees may require any officer to give such bond for the faithful performance of such
officer's duties as the Board of Trustees may see fit.
Section 404. Duties of the Chair:person. The Chairperson shall be selected from among the
Trustees. Except as otherwise provided in this Agreement or in the resolutions establishing such
committees, the Chairperson shall be ex officio a member of all Committees of the Board of
20
Trustees. The Chairperson shall preside at all Board meetings. The Chairperson may sign and
execute in the name of the Trust Fund stock certificates, deeds, mortgages, bonds, contracts or
other instruments except in cases where the signing and the execution thereof shall be expressly
delegated by the Board of Trustees or by this Agreement to some other officer or agent of the
Trust Fund or as otherwise required by law. In addition, he shall perform all duties incident to
the office of the Chairperson and such other duties as from time to time may be assigned to the
Chairperson by the Board of Trustees. In the event of any vacancy in the office of the
Chairperson, the Vice-Chairperson shall serve as Chairperson on an interim basis until such
vacancy is filled by subsequent action of the Board of Trustees.
Section 405. Duties of the Vice-ChailJ'erson. The Vice-Chairperson, if any, shall be selected
from among the Trustees and shall have such powers and duties as may from time to time be
assigned to the Vice-Chairperson.
Section 406. Duties of the Secretary. The Secretary shall act as secretary of all meetings of the
Board of Trustees and the Local Finance Boards in the Trust Fund. When requested, the
Secretary shall also act as secretary of the meetings of the Committees of the Board of Trustees.
The Secretary shall keep and preserve the minutes of all such meetings in permanent books. The
Secretary shall see that all notices required to be given by the Trust Fund are duly given and
served. The Secretary may sign and execute in the name of the Trust Fund stock certificates,
deeds, mortgages, bonds, contracts or other instruments, except in cases where the signing and
execution thereof shall be expressly delegated by the Board of Trustees or by this Agreement.
The Secretary shall have custody of all deeds, leases, contracts and other important Trust Fund
documents; shall have charge of the books, records and papers of the Trust Fund relating to its
organization and management as a trust; and shall see that all reports, statements and other
documents required by law (except tax returns) are properly filed.
Section 407. Compensation. The Board of Trustees shall have authority to fix the
compensation, if any, of all officers of the Trust Fund. Notwithstanding the preceding sentence,
any person employed by a public body, including elected officials or appointed members of
governing bodies, shall not be eligible to receive compensation for services as an officer of the
Trust Fund other than reimbursement for reasonable expenses.
Section 408. Bonding. All officers shall immediately make application for a fidelity bond, to
any company designated by the Board of Trustees, in such amount as may be specified by the
Board of Trustees. Premiums on such bonds shall be paid from the Trust Fund, which bonds
shall be continued in force in such amount as the Board of Trustees may from time to time
require. If an officer's bond is refused, or is ever cancelled, except with the Board of Trustees'
approval, such officer may be removed from office as provided in Section 402 and such officer
shall be entitled to compensation, if any, to the date of such removal only.
PART 5 - VOLUNTARY EMPLOYEES' BENEFICIARY ASSOCIATION PROVISIONS
Section 501. Compliance with Code Section SOl( c )(9). At all times, the Trust shall be
administered in accordance with and construed to be consistent with Section 501(c)(9) of the
Code and the regulations thereunder.
21
Section 502. Inurement. No part of the net earnings of the Trust Fund may inure to the benefit
of any Participating Employer or individual other than through the payment of Other Post-
Employment Benefits, except that the Trustees may pay all reasonable expenses for
administration of the Trust Fund, Trustees fees and expenses, and other expenses provided for in
this Agreement.
(
PART 6 - MISCELLANEOUS PROVISIONS
Section 601. Titles. The titles to Parts and Sections of this Agreement are placed herein for
convenience of reference only, and the Agreement is not to be construed by reference thereto.
Section 602. Successors. This Agreement shall bind and inure to the benefit of the successors
and assigns of the Trustees, the Local Finance Boards, and the Participating Employers.
Section 603. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall be deemed to be an original but all of which together shall constitute but one
instrument, which may be sufficiently evidenced by any counterpart. Any Participating
Employer that fonnally applies for participation in this Agreement by its Local Finance Board's
execution of a Trust Joinder Agreement which is accepted by the Trustees shall thereupon
become a party to this Agreement and be bound by all of the tenns and conditions thereof, and
said Trust Joinder Agreement shall constitute a counterpart of this Agreement.
Section 604. Amendment or Tennination of this Agreement: Termination of Plans.
(
A. Amendment. This Agreement may be amended in writing at any time by the vote
of a majority of the Trustees. Notwithstanding the preceding sentence, this Agreement may not
be amended so as to change its purpose as set forth herein or to penn it the diversion or
application of any funds of the Trust Fund for any purpose other than those specified herein.
The Board of Trustees, upon adoption of an amendment to this Agreement, shall
provide notice by sending a copy of any such amendment to each Local Finance Board within 15
days of adoption of such. amendment. If a Local Finance Board objects to such amendment, the
Local Finance Board must provide written notice of its objection and intent to terminate its
participation in the Trust Fund by registered mail delivered to the Administrator within ninety
(90) days of such notice, and if such notice is given, the amendments shall not apply to such
Participating Employer for a period of 180 days from the date of adoption of such amendments.
The Participating Employer's interest shall be terminated in accordance with the provisions of
paragraph B of this section.
It is the intent of the Trustees that the Trust shall be and remain a tax-exempt
voluntary employees beneficiary association under Section 501 (c )(9) of the Code. The Trustees
shall promptly submit the Agreement to the Internal Revenue Service for approval under the
Code and all expenses incident thereto shall be borne by the Trust Fund. The Trustees may make
any modifications, alterations, or amendments to the Agreement necessary to obtain and retain
approval of the Secretary of the Treasury as may be necessary to establish and maintain the
22
status of the Trust Fund as tax-exempt under the provisions of the Code or other federal
legislation, as now in effect or hereafter enacted, and the regulations thereunder. Any
modification, alteration, or amendment to this Agreement:, made in accordance with this Section,
may be made retroactively, if necessary or appropriate. The Trustees, Local Finance Boards and
all Participating Employers shall be bound thereby.
B. Termination. This Agreement and any trust created hereby may be terminated at
any time by the Trustees with respect to a Participating Employer when the Participating
Employer's participation interest in the Trust Fund is terminated or when a Trust Joinder
Agreement has been terminated. The Trust Fund may be terminated in its entirety when all
participation interests of all Participating Employers have been terminated in their entirety. This
Agreement and the Trust Fund may be terminated in their entirety pursuant to Virginia law.
In case of a termination of this Agreement:, either in whole or in part, the Trustees
shall hold, apply, transfer or distribute the affected assets of the Trust Fund in accordance with
the applicable provisions of this Agreement and the direction of the Local Finance Board of each
Participating Employer. Upon any termination, in whole or in part, of this Agreement, the
Trustees shall have a right to have their respective accounts settled as provided in this Section
604.
In the case of the complete or partial termination of this Agreement as to one or
more Participating Employers, the affected assets of the Trust Fund shall continue to be held
pursuant to the direction of the Trustees, for the benefit of the Employees and Beneficiaries of
such Participating Employer, until the Trustees, upon recommendation of the Administrator,
distribute such assets to a trust:, trusts or equivalent arrangement established by such Participating
Employer for the purpose of funding Other Post-Employment Benefits, or other suitable
arrangements for the transfer of such assets have been made. This Agreement shall remain in
full effect with respect to each Participating Employer that does not terminate its participation in
the Trust Fund on behalf of its Employees and Beneficiaries, or whose participation is not
terminated by the Trustees. However, if distributions must be made, the Local Finance Board of
each Participating Employer shall be responsible for directing the Administrator on how to
distribute the beneficial interest of such Participating Employer. In the absence of such
direction, the Administrator may take such steps as it determines are reasonable to distribute
such Participating Employer's interest.
A Participating Employer must provide written notice of its intent to terminate its
participation in the Trust Fund by registered mail signed by its Local Finance Board and
delivered to the Administrator at least ninety (90) days in advance. Notwithstanding the
preceding sentence, during its first year of participation, a Participating Employer must provide
notice of its intent to terminate no less than one hundred eighty (180) days in advance.
Notwithstanding the foregoing, the Trustees shall not be required to payout any
assets of the Trust Fund to Participating Employers upon termination of this Agreement or the
Trust Fund, in whole or in part, until the Trustees have received written certification from the
Administrator that all provisions of law with respect to such tennination have been complied
23
with. The Trustees shall rely conclusively on such written certification and shall be under no (
obligation to investigate or otherwise determine its propriety.
When the assets of the Trust Fund affected by a termination have been applied,
transferred or distributed and the accounts of the Trustees have been settled, then the Trustees
and Administrator shall be released and discharged from all further accountability or liability
respecting the Trust Fund, or portions thereof, affected by the termination and shall not be
responsible in any way for the further disposition of the assets of the Trust Fund, or portions
thereof, affected by the termination or any part thereof so applied, transferred or distributed;
provided, however, that the Trustees shall provide full and complete accounting for all assets up
through the date of fmal disposition of all assets held in the Trust.
Section 605. Spendthrift Provision: Prohibition of Assignment of Interest.
The Trust Fund shall be exempt from taxation and execution, attachment, garnishment, or
any other process to the extent provided under Article 8, Chapter 15, Subtitle II of Title 15.2 of
the Virginia Code (SS 15.2-1544 et seq.). No Participating Employer or other person with a
beneficial interest in any part of the Trust Fund may commute, anticipate, encumber, alienate or
assign the beneficial interests or any interest of a Participating Employer in the Trust Fund, and
no payments of interest or principal shall be in any way subject to any person's debts, contracts
or engagements, nor to any judicial process to levy upon or attach the interest or principal for
payment of those debts, contracts, or engagements.
Section 606. Meetings: Virginia Freedom of Information Act.
(
The Administrator shall give the public notice of the date, time, and location of any
meeting of the Board of Trustees' or of the Local Finance Boards in the manner and as necessary
to comply with the Virginia Freedom of Information Act (Va. Code ~S 2.2-3700 et seq.). The
Secretary or its designee shall keep all minutes of all meetings, proceedings and acts of the
Trustees and Local Finance Boards, but such minutes need not be verbatim. Copies of all
minutes of the Trustees and Local Finance Boards shall be sent by the Secretary or its designee
to the Trustees.
All meetings of the Board of Trustees and Local Finance Boards shall be open to the
public, except as provided in ~ 2.2-3711 of the Virginia Code. No meeting shall be conducted
through telephonic, video, electronic or other communication means where the members are not
physically assembled to discuss or transact public business, except as provided in SS 2.2-3708 or
2.2-3708.1 of the Virginia Code.
Section 607. Jurisdiction. This Agreement shall be interpreted, construed and enforced, and
the trust or trusts created hereby shall be administered, in accordance with the laws of the United
States and of the Commonwealth of Virginia.
Section 608. Situs of the Trust. The situs of the trust or trusts created hereby is the
Commonwealth of Virginia. All questions pertaining to its validity, construction, and
(
\.
24
administration shall be determined in accordance with the laws of the Commonwealth of
Virginia. Venue for any action regarding this Agreement is the City of Richmond, Virginia.
Section 609. Construction. Whenever any words are used in this Agreement in the masculine
gender, they shall be construed as though they were also used in the feminine or neuter gender in
all situations where they would so apply and whenever any words are used in this Agreement in
the singular form, they shall be construed as though they were also used in the plural form in all
situations where they would so apply, and whenever any words are used in this Agreement in the
plural form, they shall be construed as though they were also in the singular form in all situations
where they would so apply.
Section 610. Conflict. In resolving any conflict among provisions of this Agreement and in
resolving any other uncertainty as to the meaning or intention of any provision of the Agreement,
the interpretation that (i) causes the Trust Fund to be exempt from tax under Code Sections 115
and 501 (a), and (ii) causes the participating Plan aild the Trust Fund to comply with all
applicable requirements of law shall prevail over any different interpretation.
Section 611. No Guarantees. Neither the Administrator nor the Trustees guarantee the Trust
Fund from loss or depreciation or for the payment of any amount which may become due to any
person under any participating Plan or this Agreement.
Section 612. Parties Bound: No Third Party Rights. This Agreement and the Trust Joinder
Agreements, when properly executed and accepted as provided hereunder, shall be binding only
upon the parties hereto, i.e., the Board of Trustees, the Administrator and the Participating
Employers and their Local Finance Boards. Neither the establishment of the Trust nor any
modification thereof, nor the creation of any fund or account, the payment of any Other Post-
Employment Benefits, shall be construed as giving to any person covered under any Plan of a
Participating Employer or any other person any legal or equitable right against the Trustees, or
any officer or employee thereof, except as may otherwise be provided in this Agreement. Under
no circumstances shall the term of employment of any Employee be modified or in any way
affected by this Agreement.
Section 613. Necessarv Parties to Disputes. Necessary parties to any accounting, litigation or
other proceedings relating to this Agreement shall include only the Trustees and the
Administrator. The settlement or judgment in any such case in which the Trustees are duly
served or cited shall be binding upon all Participating Employers and their Local Finance Boards
and upon all persons claiming by, through or under them.
Section 614. Severabilitv. If any provision of this Agreement shall be held by a court of
competent jurisdiction to be invalid or unenforceable, the remaining provisions of the Agreement
shall continue to be fully effective. If any provision of the Agreement is held to violate the Code
or to be illegal or invalid for any other reason, that provision shall be deemed to be null and void,
but the invalidation of that provision shall not otherwise affect the trust created by this
Agreement.
[SIGNATURE PAGE FOLLOWS]
25
IN \\'TThitSS \VtiEREOF, each of the members of the initial Board of Trustees has
executed this Trust Agreement.
(
Date: ". }I ft 8'
~-
.. County of Fairfax
Date: i-f II d 06
Da1e:~
~dM.~
,Design!;. ofV.~VML
Date: I;/II/P'i
. (
~ JkL/
. " Designee of V ACoNML
Date: i-)}- by
~ld~~
. Designee ofVAColVJ-.1L
(
Accepted by the A.dministrawr
City of Richmond
Commonwealth of Virginia
VIRGrN1A LOCAL GOV'ERl\lJ\1ENT
FJN,.6,N ORPOR.:\.TION
The forgoing instrument ...ras
acknovledged before me this
11th day of April 2008 by:
By:
Jesse Hall, L~on T. Johnson,
Victoria Lucente, Deidra M.
MCLaughlin, Robert L. Mears,
and Robert W. auterberg.
:OOl\t.A. KDOCS\OClCSNtK \1 2441 ;'0\ \!
James D. Campbell
Notary Public #22055
M commission expires Oct6b~r 31, 2009.
16
Exhibit B
TRUST JOINDER AGREEMENT
FOR P ARTICIP ATING EMPLOYERS UNDER
VIRGINIA POOLED OPEB TRUST FUND
TillS TRUST JOINDER AGREEMENT is made by and between the Local Finance
Board of ,Virginia (herein referred to as the "Local
Finance Board") of , Virginia (herein referred to as the
"Participating Employer"), and the Board of Trustees (herein collectively referred to as the
"Trustees") of the Virginia Pooled OPEB Trust Fund (herein referred to as the "Trust Fund").
WITNESSETH:
WHEREAS, the Participating Employer provides post-employment benefits other than
pensions (herein referred to as "Other Post-Employment Benefits"), as defined in section 15.2-
1545 of the Virginia Code, for Employees and Beneficiaries; and
WHEREAS, the governing body of the Participating Employer desires to establish a
trust for the purpose of accumulating and investing assets to fund Other Post-Employment
Benefits as it may appropriate; and
WHEREAS, the governing body of the Participating Employer has adopted an ordinance
and/or resolution (a certified copy of which is attached hereto as Exhibit A) to authorize
participation in the Virginia Pooled OPEB Trust Fund and establish a Local Finance Board, and,
pursuant to Virginia Code S 15.2-1547, has directed the Local Finance Board to enter into this
Trust Joinder Agreement; and
WHEREAS, the Trust Fund, in accordance with the terms of the Virginia Pooled OPEB
Trust Fund Agreement (the "Agreement"), provides administrative, custodial and investment
services to the Participating Employers in the Trust Fund; and
WHEREAS, the Local Finance Board, upon the direction of the governing body of
, Virginia, desires to submit this Trust Joinder Agreement to the
Trustees to enable , Virginia, to become a Participating Employer
in the Trust Fund and a party to the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants and agreements flowing
to each of the parties hereto, it is agreed as follows:
1. Pursuant to the Board of Trustees' acceptance of this Trust Joinder Agreement,
the , Virginia, is a Participating Employer in the Trust Fund, as
provided in the Agreement, and the Local Finance Board is authorized to enter into this Trust
Joinder Agreement, and to represent and vote the beneficial interest of
Virginia, in the Trust Fund in accordance with the Agreement.
2. Capitalized terms not otherwise defined in this Trust Joinder Agreement have the
meaning given to them under the Agreement.
3. The Local Finance Board shall cause appropriations designated by the
Participating Employer for deposit in the Trust Fund to be deposited into a depository designated
by the Trustees.
4. The Local Finance Board shall timely remit, or timely approve the remittance of,
administrative fees as may be due and payable by the Participating Employer under the
Agreement into a depository designated by the Trustees.
5. The Participating Employer shall have no right, title or interest in or to any
specific assets of the Trust Fund, but shall have an undivided beneficial interest in the Trust
Fund; however, there shall be a specific accounting of assets allocable to the Participating
Employer.
6. The Local Finance Board shall provide to the Administrator designated by the
Trustees all relevant information reasonably requested by the Administrator for the
administration of the Participating Employer's investment, and shall promptly update all such
information. The Local Finance Board shall certify said information to be correct to the best of
its knowledge, and the Trustees and the Administrator shall have the right to rely on the accuracy
of said information in performing their contractual responsibilities.
7. The Trust Fund provides administrative, custodial and investment services to the
Participating Employer in accordance with the Agreement.
8. The Trustees and the Administrator, in accordance with the Agreement and the
policies and procedures established by the Trustees, shall periodically report Trust activities to
the Participating Employer on a timely basis.
9. The Local Finance Board and the Participating Employer agree to abide by and be
bound by the terms, duties, rights and obligations as set forth in the Agreement, as may be
amended by the Trustees, which is attached hereto and is made a part of this Trust Joinder
Agreement.
10. The Local Finance Board, in fulfillment of its duties as the trustee of the
Participating Employer, retains the services of the Investment Manager or Managers selected by
the Trustees pursuant to the Agreement.
11. The term of this Trust Joinder Agreement shall be indefinite; however, the
Participating Employer may not terminate this Trust Joinder Agreement until 180 days after its
initial investment. Thereafter, the Local Finance Board may terminate this Trust Joinder
Agreement on behalf of the Participating Employer by giving at least 90 days prior notice in
writing to the Trustees. Termination shall be governed by the provisions of the Agreement.
IN WITNESS WHEREOF, the Local Finance Board has caused this Trust Joinder
Agreement to be executed this day of , 20_
2
LOCAL FINANCE BOARD OF
, VIRGINIA
ATTEST:
* * * *
ACCEPTANCE:
VIRGINIA POOLED OPEB TRUST FUND
Virginia Local Government Finance Corporation
By:
Administrator
#::ODMA \PCDOCS\DOCSNFKI1259891 17
3
ACTION NO.
ITEM NO.
C:r - d
,
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
First reading of an ordinance authorizing conveyance of an
easement to Western Virginia Water Authority for a water line
across property owned by the Board of Supervisors at the
Roanoke County Fleet Services Building, Hollins Magisterial
District
SUBMITTED BY:
Joseph B. Obenshain
Senior Attorney
B. Clayton Goodman, 1I1~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This is the first reading of an ordinance that dedicates an easement through the Fleet
Services Building property in order for the Western Virginia Water Authority (WVWA) to
provide the water service required for the new Fleet Services facility building on Hollins
Road in the Hollins Magisterial District
A plat prepared by Lumsden Associates, P.C. showing the location of this easement on the
Fleet Service Center property, designated PLAT SHOWING RESERVE AREAS AND
WATERLINE EASEMENT FOR TRACT 1 (9.179 AC.) (PLAT INSTUMENT #200802243)
PROPERTY OF BOARD OF SUPERVISORS, ROANOKE COUNTY, VIRGINIA,
SITUATED ALONG HOLLINS ROAD, HOLLINS MAGISTERIAL DISTRICT, ROANOKE,
VIRGINIA", dated April 18, 2008 is attached. The second reading will be held April 28,
2009.
FISCAL IMPACT:
No fiscal impact to Roanoke County is anticipated.
AL TERNATIVES:
1. Adopt the proposed ordinance authorizing the County Administrator to execute the
necessary documents for conveyance of the permanent easement of Roanoke
County property as requested by Western Virginia Water Authority (WVWA).
2. Decline to adopt the proposed ordinance.
STAFF RECOMMENDATION:
County staff recommends that the Board of Supervisors approve the 'first reading and
schedule the second reading for April 28, 2009.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, APRIL 14, 2009
ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO
WESTERN VIRGINIA WATER AUTHORITY FOR A WATER LINE ACROSS
PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE
ROANOKE COUNTY FLEET SERVICES BUILDING, HOLLINS
MAGISTERIAL DISTRICT
WHEREAS, Roanoke County is in the process of constructing a Fleet Services
Building located on Hollins Road; and
WHEREAS, the Western Virginia Water Authority (WVWA) requires a right-of-way
and easement for underground water line on the County's property to provide water service
to the site as shown on the plat entitled "PLAT SHOWING RESERVE AREAS AND
WATERLINE EASEMENT FOR TRACT 1 (9.179 AC.) (PLAT INSTUMENT #200802243)
PROPERTY OF BOARD OF SUPERVISORS, ROANOKE COUNTY, VIRGINIA,
SITUATED ALONG HOLLINS ROAD, HOLLINS MAGISTERIAL DISTRICT, ROANOKE,
VIRGINIA", dated April 18, 2008; and
WHEREAS, the proposed right-of-way will serve the interests of the public and is
necessary for the public health, safety, and welfare of the citizens of Roanoke County.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. That pursuant to the provisions of Section 18.04 of the Roanoke County
Charter, the acquisition and disposition of real estate can be authorized only by ordinance.
A first reading of this ordinance was held on April 14, 2009, and a second reading was
held on April 28,2009.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is
hereby made available for other public uses by conveyance to WVWA for the provision of
water service in connection with Roanoke County's Fleet Services Building.
3. That donation to WVWA of an easement and right-of-way for an underground
water line and related improvements, within the easement area designated on the above-
mentioned map, on the County's property (Tax Map No. 39.05-2-4) to provide water service
to the Fleet Services Building is hereby authorized and approved.
4. That the County Administrator, or any Assistant County Administrator, is
hereby authorized to execute such documents and take such further actions as may be
necessary to accomplish this conveyance, all of which shall be on form approved by the
County Attorney.
5. That this ordinance shall be effective on and from the date of its adoption.
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ACTION NO.
ITEM NO.
G-3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
First reading of an ordinance authorizing conveyance of an
easement to Appalachian Power Company (AEP) for electrical
service to a residence on Westward Lake Drive, a paper street,
in the Catawba Magisterial District
SUBMITTED BY:
Joseph B. Obenshain
Senior Assistant County Attorney
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The Appalachian Power Company (AEP) desires to provide service to a new residence
located on Westward Lake Drive and to install an underground line for this service. AEP
has requested the County to convey to them a right of way and easement ten feet in width
along the margin of Westward Lake Drive for this underground utility location. Westward
Lake Drive is a part of a platted subdivision but has never been taken into the state
Secondary Road system and remains a paper street under the control of Roanoke County.
SUMMARY OF INFORMATION:
The proposed ordinance would authorize the conveyance to AEP of a permanent utility
right of way and easement, ten feet (10') in width for proposed installation of an
underground electric line in Westward Lake Drive, a paper street. Westward Lake Drive
was dedicated to public use by plat recorded in Plat Book 3, page 87, in the Clerk's Office
of the Circuit Court of Roanoke County. The Department of Community Development has
also reviewed these plans.
FISCAL IMPACT:
No 'fiscal impact to Roanoke County is anticipated.
ALTERNATIVES:
1. Adopt the proposed ordinance authorizing the County Administrator to execute the
necessary documents for conveyance of the permanent easement of Roanoke
County property as requested by Appalachian Power Company (AEP).
2. Decline to adopt the proposed ordinance,
STAFF RECOMMENDATION:
County staff recommends that the Board of Supervisors approve the 'first reading of the
ordinance and schedule the second reading for April 28, 2009.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, APRIL 14, 2009
ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO THE
APPALACHIAN POWER COMPANY FOR ELECTRICAL SERVICE TO A
RESIDENCE ON WESTWARD LAKE DRIVE, A PAPER STREET, IN THE
CATAWBA MAGISTERIAL DISTRICT
WHEREAS, Appalachian Power Company (AEP) desires to provide electric utility
service by an underground electric line to a new residence located on a portion of
Westward Lake Drive which was dedicated to public use in Plat Book 3, page 87, in the
Clerk's Office of the Circuit Court for the County of Roanoke, Virginia; and
WHEREAS, the portion of Westward Lake Drive where this electric line will be
located has not been accepted into the state Secondary Road System and therefore
remains a "paper street" under the ownership and control of Roanoke County; and
WHEREAS, Appalachian Power Company (AEP) requires a right-of-way and
easement from Roanoke County for their underground electric line on the County's
property to provide electric service to the site, Tax Parcel, # 054.02-05-51, as shown on the
plat entitled "PROPOSED RIGHT OF WAY ON THE PROPERTY OF BOARD OF
SUPERVISORS, ROANOKE COUNTY, VIRGINIA,", dated 3/27/2009; and
WHEREAS, the proposed easement will serve the interests of the public and is
necessary for the public health, safety, and welfare of the citizens of Roanoke County.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. That pursuant to the provisions of Section 18.04 of the Roanoke County
Charter, the acquisition and disposition of real estate can be authorized only by ordinance.
A first reading of this ordinance was held on April 14, 2009, and a second reading was
held on April 28, 2009.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is
hereby made available for other public uses by conveyance to Appalachian Power
Company (AEP) for the provision of electric service to a residence in the Catawba
Magisterial District of Roanoke County.
3. That donation to (AEP) of an easement and right-of-way for an underground
electric line and related improvements within the easement area designated on the above-
mentioned map for utility service to property owners, designated as Tax Map No. 054.02-
05-51, is hereby authorized and approved.
4. That the County Administrator, or any Assistant County Administrator, is
hereby authorized to execute such documents and take such further actions as may be
necessary to accomplish this conveyance, all of which shall be on form approved by the
County Attorney.
5. That this ordinance shall be effective on and from the date of its adoption.
2
ROAD
10' RIW EASEMENT
5' EACH SIDE OF UG LINE
PROPOSED UC LINE
A
N
~ PROPOSED RIGHT OF WAY A
- - - - - - -. PROPOSED NEW UNDERGROUND LINE
- - - - EXISTING OVERHEAD LINE
APPALACHIAN POWER COMPANY
CHARLE8TON REOIOH.ftOAHOJU! DISTRICT- R<Wl0fl.E COUNTY. VIRGINIA
PROPOSED RIGHT OF WAY
ON THE PROPERTY OF
BOARD OF SUPERVISORS
OF ROANOKE COUNTY, VIRGINIA
OIIAWN 8Y: LMA
PS'P. BY: CPH
DATE: 3/27(2009
SCAlE: NONE
ROANOKE COUNTY. VIRGINIA
T.O. 665000
MAP SECTION 37800249C1
SHEET--1--0F~
DRAWING NO. V-1995
ACTION NO.
ITEM NO.
:r l-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Appointments to Committees, Commissions, and Boards
SUBMITTED BY:
Becky R. Meador
Deputy Clerk to the Board
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. League of Older Americans - Advisory Council
The one-year term of Beverly Eyerly expired on March 31, 2009.
2. Library Board (appointed by district)
Lisa Boggess, Vinton Magisterial District, is no longer a County resident. Her four-year
term expired on December 31,2008.
Herman Lowe, Catawba Magisterial District, resigned effective January 5, 2009. His
four-year term will expire on December 31, 2011.
3. Roanoke County Community Leaders Environmental Action Roundtable (RC-
CLEAR) (appointed by district)
Supervisor Flora has requested that Renee Godard and Bryan Pittenger be appointed
representing the Hollins Magisterial District and that confirmation of these appointments
be placed on the consent agenda.
Each supervisor was asked to appoint two citizens who live, work or do business in the
County to serve on this committee. The term for each of these appointments is three
years and the initial terms will be staggered and expiration dates determined after all of
the appointments have been made and confirmed.
The Board needs to appoint three additional members as follows: (1) Supervisor
Church, one member; (2) Supervisor Altizer, two members.
4. Roanoke Valley Greenway Commission
The three-year term of Charles Blankenship expired on April 8, 2009.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM J- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for April 14, 2009
designated as Item J - Consent Agenda be, and hereby is, approved and concurred in as to
each item separately set forth in said section designated Items 1-6, as follows:
1. Approval of minutes - January 13, 2009; January 21, 2009
2. Resolution of appreciation to Patricia Brown, Information Technology
Department, upon her retirement after nineteen years of service
2. Request from the schools to accept and appropriate grant funds in the amount of
$10,503.64 for the Mentor Teacher Program
3. Confirmation of committee appointments to the Roanoke County Community
Leaders Environmental Action Roundtable (RC-CLEAR) for the ICLEI Program
4. Acceptance of Westshire Court into the Virginia Department of Transportation
Secondary System
5. Acceptance and appropriation of a Five Star Restoration Matching Grant from
the National Association of Counties, National Fish and Wildlife Foundation, and
the Wildlife Habitat Council in the amount of $1 0,000 to help finance the Taylor
Tract Park Wetland Restoration/Enhancement Project
6. Resolution authorizing recordation of a deed restriction designating certain
reserve areas for purposes of preservation and use as open-space land for
storm water detention, flood drainage and conservation reserve on property
owned by the Board of Supervisors at the Roanoke County Fleet Services
Building, Hollins Magisterial District
That the Clerk to the Board is hereby authorized and directed where required by law to set
forth upon any of said items the separate vote tabulation for any such item pursuant to this
resolution.
2
ACTION NO.
ITEM NO.
,1=- 2-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
Resolution of appreciation to Patricia S. Brown, Information
Technology Department, upon her retirement after nineteen
years of service
AGENDA ITEM:
SUBMITTED BY:
Becky R. Meador
Deputy Clerk to the Board
APPROVED BY:
B. Clayton Goodman, III~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Patricia S. Brown, Information Technology Department, retired on April 1 ,2009, and has
requested that her resolution of appreciation be mailed to her.
STAFF RECOMMENDATION:
It is recommended that the Board approve the attached resolution and direct the Deputy
Clerk to mail it to Ms. Brown with the appreciation of the Board members for her many
years of service to the County.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO PATRICIA S. BROWN,
INFORMATION TECHNOLOGY DEPARTMENT, UPON HER RETIREMENT
AFTER NINETEEN YEARS OF SERVICE
WHEREAS, Patricia S. Brown was employed by Roanoke County on July 24, 1989;
and
WHEREAS, Ms. Brown retired on April 1 ,2009, as a Programmer in the Information
Technology Department after nineteen years and eight months of service to Roanoke
County; and
WHEREAS, Ms. Brown provided crucial assistance for programming tasks of
maintenance projects and for major projects such as Y2K and the HP Migration, and her
in-depth knowledge of COBOL programming methods and research for programming
business logic have been invaluable assets to the department; and
WHEREAS, Ms. Brown played an active role on several Information Technology
development teams, including the Application Services team, participating in technical and
task reviews while providing a welcomed sense of humor and positive attitude; and
WHEREAS, Ms. Brown, 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 PATRICIA S. BROWN for more than nineteen years of capable, loyal, and
dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
2
ACTION NO.
ITEM NO.
-T---:s
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Request from the schools to accept and appropriate grant
funds in the amount of $10,503.64 for the Mentor Teacher
Program
B. Clayton Goodman, III ~CJ{
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County Schools requests that the Board accept and appropriate the following:
The Division of Teacher Education and Licensure, Virginia Department of Education, has
officially forwarded a request for Mentor Teacher Program allocations to Roanoke County
Public Schools. These funds are used to support an induction program for new teachers to
Roanoke County Public Schools.
The allocation is in the amount of $10,503.64
FISCAL IMPACT:
The grant requires a 50 percent match. A 50 percent local match in the total amount of
$5,251.82 from accounts 732020-1121 of $2,625.91, and 732030-1121 of $2,625.91.
The personnel budget will be increased by $10,503.64.
ALTERNATIVES:
None
STAFF RECOMMENDATION:
Staff recommends that the Board accept and appropriate grant funds in the amount of
$10,503.64 for the Mentor Teacher Program.
ACTION NO.
ITEM NO. S- ~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 13, 2009
AGENDA ITEM:
Confirmation of committee appointments to the Roanoke
County Community Leaders Environmental Action Roundtable
(RC-CLEAR) for the ICLEI Program
SUBMITTED BY:
Brenda J. Holton
Deputy Clerk to the Board
APPROVED BY:
B. Clayton Goodman, III ~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Roanoke County Community Leaders Environmental Action Roundtable (RC-
CLEAR) (appointed by district)
Each supervisor was asked to appoint two citizens who live, work or do business in the
County to serve on this committee. The term for each of these appointments is three years
and the initial terms will be staggered and expiration dates determined after all of the
appointments have been made and confirmed.
Supervisor Flora requested that Renee Godard and Bryan Pittenger be appointed to serve
on this committee representing the Hollins Magisterial District. It was the consensus of the
Board to place confirmation of these appointments on the consent agenda.
ACTION NO.
ITEM NO.
- r-
-J-:J
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Acceptance of Wests hire Court into the Virginia Department of
Transportation Secondary System
SUBMITTED BY:
Arnold Covey
Director, Community Development
APPROVED BY:
B. Clayton Goodman, III~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Boone Homes, Inc. (formerly Boone, Boone,& Loeb, Inc.), the developer of The Groves,
Section 10, located in the Cave Spring Magisterial District, requests that the Board of
Supervisors approve a resolution to the Virginia Department of Transportation requesting
that they accept 0.09 miles of Westshire court, from the intersection with Monet Drive (VA
Sec. Rte 1255) in the direction of North to the end of its cul-de-sac.
The staff has inspected this road along with representatives of the Virginia Department of
Transportation and finds the road is acceptable.
FISCAL IMPACT:
No county funding is required.
STAFF RECOMMENDATION:
The staff recommends that the Board approve a resolution to VDOT requesting that they
accept Westshire Court into the Secondary Road System.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION REQUESTING ACCEPTANCE OF WESTSHIRE COURT
INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY
SYSTEM.
WHEREAS, the streets described on the attached Addition Form AM-4.3, fully
incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the
Circuit Court of Roanoke County, and
WHEREAS, the representative for the Virginia Department of Transportation has
advised this Board that the street(s) meet the requirements established by the Virginia
Department of Transportation's Subdivision Street Requirements, and
WHEREAS, the County and the Virginia Department of Transportation have entered
into an agreement on March 9, 1999 for comprehensive stormwater detention which
applies to this request for addition,
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street(s) described on the attached Additions
Form AM-4.3 to the secondary system of state highways, pursuant to S33.1-229, Code of
Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of
this resolution and all outstanding fees and documents required of the developer,
whichever occurs last in time.
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-
of-way, as described, and any necessary easements for cuts, fills and drainage, and
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to
the Residency Administrator for the Virginia Department of Transportation.
Recorded Vote
Moved by:
Seconded by:
Yeas:
Nays:
A Copy Teste:
Becky Meador, Deputy Clerk
Roanoke County Board of Supervisors
pc: Arnold Covey, Director, Department of Community Development
Virginia Department of Transportation
In the CO~!1_ty of Roanoke
By resolution of the governing bcxiy adopted May 12,2009
The following VDOT Form AM-4.3 is hereby attached and incorporated as part of the governing body's
resolution for changes in the secondary system of state highways.
A Copy Testee Signed (County Official):
Report of Changes in the Secondary System of State Highways
Project/Subdivision The Groyes Section 10
Type Chan2e to the Secondary System of State Hi2hwavs:
Addition
The following additions to the Secondary System of State Highways, pursuant to the statutory provision or
provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and
drainage, as required, is hereby guaranteed:
Reason for Change: New subdivision street
Pursuant to Code of Virginia Statute: ~33.1-229
Street Name and/or Route Number
~ Westshire Court, State Route Number 1303
Old Route Number: 0
From: Route 1255 Monet Drive
To: cul-de-sac end, a distance of: 0.09 miles.
Right of Way width (feet) = 40 feet
VDOT Form AM-4.3 ( 412012007), Asset Management Division
Page 1 of 1
-~ ",-~ -" ~
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VICINITY MAP
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PROPOSED ADDITION(S) INGREY
DESCRIPTION
LENGTH
ROW
ROADWAY
WIDTH
SERVICES
Miles
Feet
Feet
Houses
Westshire Court; From Monet Drive (route
1255) to the END'of its cul-de-sac
0.09
40
28
13
ROANOKE COUNTY
DEPARTMENT OF
COMMUNITY DEVLOPMENT
ACCEPTANCE OF WESTSHIRE COURT INTO THE
VIRGINIA DEPARTMENT OF TRANSPORTATION
SECONDARY SYSTEM
ACTION NO.
ITEM NO.
J-b
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Acceptance and appropriation of a Five Star Restoration
Matching Grant from the National Association of Counties,
National Fish and Wildlife Foundation, and the Wildlife Habitat
Council in the amount of $10,000 to help finance the Taylor
Tract Park Wetland Restoration/Enhancement Project
SUBMITTED BY:
Lon Williams, Landscape Architect/Park Planner
Pete Haislip, Director of Parks, Recreation and Tourism
B. Clayton Goodman, III ~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The National Association of Counties, National Fish and Wildlife Foundation, and the
Wildlife Habitat Council, in cooperation with the U.S. Environmental Protection Agency
(EPA), administer the Five Star Restoration Matching Grant Program that seeks to develop
community capacity to sustain local natural resources for future generations by providing
modest financial assistance to diverse partnerships for wetland, riparian and coastal habitat
restoration. A Five Star Restoration Matching Grant in the amount of $10,000 was
awarded to the Department of Parks, Recreation and Tourism to assist the Department in a
wetland restoration/enhancement program in conjunction with the Taylor Tract Park and
Trail System project, which has secured additional funding assistance through the
Department of Conservation and Recreation's Land and Water Conservation Fund
program.
1
The Taylor Tract Park Wetland Restoration/Enhancement Project will seek to create new
wetland areas, and restore and enhance existing wetland areas at the Taylor Tract that
have been disturbed during the previous land use on this parcel to a more environmentally
sustainable condition. The project will be located on the approximately 16-acre site
available to the Department for recreational development at the Taylor Tract, which
includes approximately six acres of land that have been delineated as jurisdictional shrub-
scrub wetlands that fall under the regulation of the U.S. Army Corps of Engineers and the
Virginia Department of Environmental Quality. Consistent with partnership guidelines
established by the Five Star Restoration Matching Grant Program, our project is supported
by a partnership that includes the Roanoke County Department of Parks, Recreation and
Tourism, Friends of the Roanoke County Public Library, Roanoke County Public Schools,
Penn Forest Elementary School, and the Virginia Department of Environmental Quality. An
environmental engineering consulting firm will also serve as a partner in our project, as this
firm will be contracted to assist in the preparation of a wetland restoration and
enhancement plan.
As the Five Star Restoration Matching Grant Program is administered as a reimbursement
program, Roanoke County should be capable of financing the project while requesting
periodic reimbursements. The program requires a 50% (minimum) matching share from
the project sponsor. In this case, the Roanoke County match would be a minimum of
$10,000.
FISCAL IMPACT:
Matching grant funds in the amount of $10,000 will be appropriated for the project.
Funding in the amount of $5,000 is available for the procurement of environmental
engineering services in the preparation of a wetland restoration and enhancement plan
through the Department's Capital Maintenance Program (CMP). It is anticipated that a
portion of the work will be accomplished through the use of the Department's project work
crew. This in-kind work is estimated to be worth approximately $9,500 and will be used
along with the $5,000 in CMP funds to meet or exceed the required grant funding match.
ALTERNATIVES:
Alternative #1: Accept and appropriate the Five Star Restoration Matching Grant funds in
the amount of $10,000 to the Roanoke County Department of Parks,
Recreation and Tourism.
Alternative #2: Decline the Five Star Restoration Matching Grant funds in the amount of
$10,000.
STAFF RECOMMENDATION:
Staff recommends approval of Alternative #1.
2
l RZ~]~ l<<e~t~(~
~ ~~~...,~~~
25 Massachusetts Avenue, NW I Washington, DC 20001 1202.393.6226 I fax 202.393.2630 I www.naco.org
FOR IMMEDIATE RELEASE
July 12, 2008
CONTACT: Jim Philipps
202-942-4220, jphilipps@naco.org
Roanoke County one of 10 nationally to receive grant for
wetland restoration project
Kansas City, Mo. - The Roanoke County Department of Parks, Recreation and Tourism
will receive a $10,000 federal grant to restore and protect six acres of wetlands and create
approximately one new acre of wetland along the Back Creek tributary.
The grant was announced July 12 by the National Association of Counties (NACo). NACo
has awarded $246,100 in grants through the Five Star Program Partnership to sustain 10
projects in various counties across the country to help implement locally-driven wetland and
watershed restoration projects.
Five Star Restoration projects involve a high degree of cooperation with local governmental
agencies, elected officials, community groups, businesses, schools and environmental
organizations working together to improve local water quality and restore central fish and
wildlife habitats.
Roanoke County partners will restore and protect the site, located on a 28-acre land tract
soon to house the new South County Library. The development of an environmental
education program focusing on wetlands will also be coordinated with several local schools
as well as library patrons, county residents and visitors. Project partners include the Roanoke
County Department of Parks, Recreation and Tourism, Friends of the Roanoke County
Public Library, Roanoke County Public Schools, Penn Forest Elementary School,
Engineering Concepts, Inc., and the Virginia Department of Environmental Quality.
-more-
Page 2
The 2008 NACo grantees are:
. Roanoke County Department of Parks, Recreation and Tourism, Va.
. Miami Science Museum- Miami-Dade County, Fla.
. Southwest Environmental Center- Dona Ana County, N.M.
. Escambia County, Fla.
. DeKalb County, Ga.
. George Wildlife Foundation- Newton County, Ga.
. Umcompahgre Plateau Project- Montrose and Delta Counties, Colo.
. Jefferson Parish Department of Environmental Affairs, La.
. University of Kentucky Research Foundation- Fayette County, Ky.
. Upper Oconee Watershed Network- Clarke County, Ga.
"On behalf of the nation's counties, I congratulate the 2008 NACo Five Star grantees," said
NACo President Eric Coleman, commissioner, Oakland County, Mich. "NACo is very
proud of its longstanding support of the Five Star Restoration Challenge Grant Program.
Counties and their partners across the country are fostering environmental stewardship and
building diverse partnerships that promise to restore and protect the environment well into
the future."
Since 1997, NACo has helped fund projects in 118 counties across the country, providing a
total of more than $1,196,000 for community-based environmental restoration and
education. The Five Star Restoration Program has supported more than 400 projects with
more than $4 million in federal funds.
Major funding for the program comes from the EPA's Office of Wetlands, Oceans and
Watersheds. Other participating partners of the program are the National Fish and Wildlife
Foundation, the Wildlife Habitat Council with corporate sponsors Pacific Gas & Electric
and Southern Company.
###
The National Association of Counties (NACo) is the only national organization that represents county
governments in the United States. Founded in 1935, NACo provides essential services to the nation's 3,066
counties. NACo advances issues with a unified voice before the federal government, improves the public's
understanding of county government, assists counties in finding and sharing innovative solutions through
education and research, and provides value-added services to save counties and taxpayers money. For
more information about NACo, visitwww.naco.org
ACTION NO.
ITEM NO.
-:3=-,
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
April 14, 2009
AGENDA ITEM:
Resolution authorizing recordation of a deed restriction
designating certain reserve areas for purposes of preservation
and use as open-space land for stormwater detention, flood
drainage and conservation reserve on property owned by the
Board of Supervisors at the Roanoke County Fleet Services
Building, Hollins Magisterial District
SlIBMITTED BY:
Joseph B. Obenshain
Senior Assistant County Attorney
B. Clayton Goodman, III ~
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This resolution authorizes the permanent dedication of certain reserve areas at the new
Fleet Services Building property. In the process of design of the Fleet Services Center,
reserve areas for purposes of stormwater detention and maintenance, flood drainage and
conservation were designated and set apart on the County's property, Tax Map # 39.05-
02-04. These reserve areas are more clearly shown on two plats titled as "PLAT
SHOWING RESERVE AREAS AND WATERLINE EASEMENT FOR TRACT 1 (9.179 AC.)
(PLAT INSTRUMENT #200802243) PROPERTY OF BOARD OF SUPERVISORS,
ROANOKE COUNTY, VIRGINIA, SITUATED ALONG HOLLINS ROAD, HOLLINS
MAGISTERIAL DISTRICT, ROANOKE, VIRGINIA", prepared by Lumsden Associates, P.C.
and attached as Exhibits A and B.
The Code of Virginia, Section 10.1-1701 authorizes localities to acquire and designate
property to be retained and used for preservation and open-space land in conformity with
the County's Comprehensive Plan. As the county cannot legally convey an easement to
itself, the recording of a deed restriction will serve the purpose of providing public notice of
the dedication of these reserve areas. In the event of any subsequent disposition of this
property by the County, any deed or conveyance will be required to include these
restrictions upon any future ownership.
Also attached for your review is the Deed Restriction w~lich has been prepared by the
County Attorney's Office for recordation among the land records in the Clerk's Office of the
Circuit Court of Roanoke County.
FISCAL IMPACT:
No fiscal impact to Roanoke County is anticipated.
ALTERNATIVES:
1. Adopt the proposed resolution authorizing the Chairman of the Board of Supervisors
to execute the necessary document for recordation of the deed restriction at the
county's Fleet Center on behalf of Roanoke County.
2. Decline to adopt the proposed resolution,
STAFF RECOMMENDATION:
County staff recommends that the Board of Supervisors adopt the proposed resolution as
provided in Alternative 1.
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, APRIL 14, 2009
RESOLUTION AUTHORIZING RECORDATION OF A DEED RESTRICTION
DESIGNATING CERTAIN RESERVE AREAS FOR PURPOSES OF
PRESERVATION AND USE AS OPEN-SPACE LAND FOR STORMWATER
DETENTION, FLOOD DRAINAGE AND CONSERVATION RESERVE ON
PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE
ROANOKE COUNTY FLEET SERVICES BUILDING, HOLLINS
MAGISTERIAL DISTRICT
WHEREAS, Roanoke County is in the process of constructing a Fleet Services
Building located on Hollins Road; and
WHEREAS, the County of Roanoke desires to permanently designate and restrict
the use of portions of its property, identified as Tax Map # 39.05-02-04, as necessary for
the completion of the County's Fleet Services Center as shown on the plats entitled "PLAT
SHOWING RESERVE AREAS AND WATERLINE EASEMENT FOR TRACT 1 (9.179AC.)
(PLAT INSTRUMENT #200802243) PROPERTY OF BOARD OF SUPERVISORS ,
ROANOKE COUNTY, VIRGINIA, SITUATED ALONG HOLLINS ROAD, HOLLINS
MAGISTERIAL DISTRICT, ROANOKE, VIRGINIA", prepared by Lumsden Associates,
P.C., dated April 18, 2008; and
WHEREAS, the proposed designation of certain reserve areas for purposes of
stormwater detention, access and maintenance, flood drainage and conservation will serve
the interests of the public and is necessary for the public health, safety, and welfare of the
citizens of Roanoke County.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1
1. That pursuant to the provisions of Section 10.1-1701 of the Code of Virginia,
the County of Roanoke, as a public body defined in Section 10.1-1700 of said Code, may
acquire and designate property to be retained for use as open-space and for the
preservation of such real estate. A reading of this resolution was held on April 14, 2009.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the interest in real estate to be restricted and preserved for public uses shall be
permanently reserved and dedicated in connection with the construction of Roanoke
County's Fleet Services Building.
3. That the recordation of a permanent deed restriction for purposes of
designating and setting apart a stormwater access and maintenance reserve area, a flood
drainage reserve area and conservation reserve areas, # 1 and # 2, as the reserve areas
designated on the above-mentioned map, on the County's property (Tax Map No. 39.05-2-
4) adjacent to the Fleet Services Building, is hereby authorized and approved.
4. That the Chairman of the Board of Supervisors is hereby authorized to
execute such documents and take such further actions as may be necessary to accomplish
this conveyance, all of which shall be on form approved by the County Attorney.
5. That this ordinance shall be effective on and from the date of its adoption.
2
THIS DEED RESTRICTION made this _ day of April 2009, by the BOARD OF
SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, a political subdivision of the
Commonwealth of Virginia, Grantor;
WITNESSETH:
WHEREAS, the County of Roanoke, Virginia, is the owner of that certain parcel of
real estate comprising 9.179 acres, located adjoining Hollins Road, Route 601, in the
Hollins Magisterial District of Roanoke County, and further designated as Tax Map # 39.05-
02-04.00, upon which the said County intends to construct a new Fleet Service Center; and,
WHEREAS, Section 10.1-1701, Code of Virginia, 1950, as amended, specifically
authorizes a county, as a "public body" defined in Section 10.1-1700 of said Code, to acquire
and designate property to be retained and used for the preservation and use as open-space
land in conformity with the county's Comprehensive Plan; and
WHEREAS, the County of Roanoke intends to protect and preserve, in perpetuity,
certain portions of said real estate parcel designated as "Stormwater Access and
Maintenance Reserve Area", "Flood Drainage Reserve Area", "Conservation Reserve Area
#1" and "Conservation Reserve Area #2", respectively, all as more specifically designated
on plats of survey designated as "PLAT SHOWING RESERVE AREAS AND WATERLINE
EASEMENT FOR TRACT 1 (9.179 AC.) (PLAT INSTUMENT #200802243) PROPERTY OF
BOARD OF SUPERVISORS, ROANOKE COUNTY, VIRGINIA, SITUATED ALONG HOLLINS
ROAD, HOLLINS MAGISTERIAL DISTRICT, ROANOKE, VIRGINIA", prepared by Lumsden
Associates, P.c., dated 04/18/08; and,
WHEREAS, the County of Roanoke, as Grantor, intends to accomplish the protection
and preservation of these designated areas for their expressed purposes which are in
furtherance of the goal of the Commonwealth of Virginia to enhance the quality of our
state's waters through appropriate stormwater and flood control measures and to provide
for open-space land on a portion of this parcel by restricting the use of these areas as
hereinafter set forth; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, desires to create a
public record of the intended formal designation of these enumerated areas by placing a
deed restriction and attached plat of survey of this real estate in the official land records
maintained by the Clerk of the Circuit Court of Roanoke County, Virginia.
NOW, THEREFORE, in recognition of the foregoing expressed purposes and in
consideration of the public benefit to the citizens of the County of Roanoke, Virginia, which
shall result from this public deed restriction, the Grantor does hereby grant and dedicate
portions of the real estate parcel described below which are designated as "Stormwater
Access and Maintenance Reserve Area", "Flood Drainage Reserve Area" and "Conservation
Reserve Area #1", and "Conservation Reserve Area #2" respectively, all as more specifically
delineated on a plats of survey designated as "PLAT SHOWING RESERVE AREAS AND
WATERLINE EASEMENT FOR TRACT 1 (9.179 AC) (PLAT INSTUMENT #200802243)
PROPERTY OF BOARD OF SUPERVISORS, ROANOKE COUNTY, VIRGINIA, SITUATED ALONG
HOLLINS ROAD, HOLLINS MAGISTERIAL DISTRICT, ROANOKE, VIRGINIA", prepared by
Lumsden Associates P.C, dated 04/18/08, which surveys are attached hereto as Exhibits A
and B, and incorporated herein;
Said parcel of real estate, herein referred to as the "Property", is described as
follows:
All that certain tract or parcel ofland designated as "New Tract 1" containing
9.179 acres, as shown on that plat dated February 13, 2008, prepared by
Lumsden Associates P.C, entitled "Plat Showing Combination of A 5.157 Ac.
Tract (Instrument # 2007 15113) And An 4.022 Ac Tract (Instrument # 2007
15114) Property of Board of Supervisors Roanoke County, Virginia Creating
Hereon New Tract 1 (9.179 Ac.) Situated Along Hollins Road Hollins
Magisterial District Roanoke, Virginia" recorded in the aforesaid Clerk's
Office as Instrument Number 200802243, pages 1 and 2, and to which
reference is hereby made for a more particular description of said property.
The Grantor retains the right to construct such structures and grading as shall be
necessary to create the designated stormwater access and maintenance area, to perform
normal maintenance and repairs to maintain the said designated areas for their intended
uses but otherwise the designated "Conservation Reserve Area #1" and "Conservation
Reserve Area #2" shall remain in their natural state.
The designations and restrictions contained in this deed restriction shall be binding
upon the Grantor and its successor in interest and any subsequent purchaser or grantee of
this Property and shall continue as a servitude running with the Property. The Grantor
shall include such designations and restrictions in any subsequent deed or conveyance of
its ownership of all or any part of said Property.
The Board of Supervisors of Roanoke County reserves the right to amend the
designations and restrictions set forth in this deed restriction when such actions shall
further the objectives herein set forth. Such amendment shall be adopted after opportunity
for public comment by formal action of the Board of Supervisors consistent with
procedures then in place for vacation or substitution of easements or similar actions
involving public property.
Although it is the Grantors intention that this deed restriction will benefit the public
as described above, nothing contained herein shall be construed to convey to the public, or
any member thereof, a right of access to or use of the Property without the express written
consent of the County of Roanoke. The Grantor retains the exclusive right to such access
and use, subject to the terms hereof.
WITNESS THE FOLLOWING SIGNATURE AND SEAL:
BOARD OF SUPERVISORS OF
ROANOKE COUNTY, VIRGINIA
BY:
Mike W. Altizer, Chairman
Clerk
Approved as to form:
County Attorney
COMMONWALTH OF VIRGINIA
COUNTY OF ROANOKE, to-wit:
The foregoing Deed Restriction was acknowledged before me this _ day of
. 2009, by Mike W. Altizer, Chairman, on behalf of the Board of Supervisors of the
County of Roanoke, Virginia.
My Commission expires:
Notary Public
NRN
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GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
w-\
% of General
Amount Fund Revenue
Audited balance at June 30, 2008 $ 16,743,199 9.51% *
Addition for 2007-08 Operations 906 J 609
Appropriation for staff at the Clearbrook Station (156,000)
Balance at April 14, 2009 $ 17,493,808 9.44% **
Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General
Fund Unappropriated Balance incrementally over several years.
* 2007-08 a range of 8.5%-9.5% of General Fund Revenues
2007-2008 General Fund Revenues $176,033,678
8.5% of General Fund Revenues $14,962,863
9.5% of General Fund Revenues $16,723,199
** 2008-09 a range of 9.0%-10.0% of General Fund Revenues
2008-2009 General Fund Revenues $185,259,899
9.0% of General Fund Revenues $16,673,391
10.0% of General Fund Revenues $18,525,990
The Unappropriated Fund Balance of the County is currently maintained at 9.44% which is within the rar
for 2008-09. The balance will be increased over time to the following ranges:
2009-2010
2010-2011
9.5%-10.5%
10.0%-11.0%
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County Administrator
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
fY-2-
Minor County Capital Reserve
(Projects not in the CIP, architectural/engineering services, and other one-time expenditures.)
Audited balance at June 30, 2008
Amount
$1,540,757.20
Addition for 2007-2008 Operations
298,490.00
Unappropriate funds for architecUengineering fees for the renovation
of the former Southview Elementary School
175,000.00
Appropriate additional funding for Bent Mountain Station Parking Lot
(81,376.00)
Balance at April 14, 2009
$1,932,871.20
Maior County Capital Reserve
(Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.)
Audited balance at June 30, 2008
$2,339,030.00
$2,339,030.00
Balance at April 14, 2009
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
B. Clayton Goodman III
County Administrator
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
From 2008-2009 Original Budget
June 24, 2008
Allocation to Art Museum of Western Virginia and Roanoke County
Public Schools for Education
July 8, 2008
Appropriation for Legislative Liaison
August 28, 2008
Appropriation for Development of a Regional Water Supply Plan
Balance at April 14, 2009
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County Administrator
N-3
Amount
$ 300,000.00
(200,000.00)
($24,000.00)
($11,100.00)
$ 64,900.00
ACTION NO.
ITEM NUMBER
N-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: April 14, 2009
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
March 31,2009.
SUMMARY OF INFORMATION:
GOVERNMENT:
SUNTRUST/ALEXANDER KEY
SUNTRUST/ALEXANDER KEY CONTRA
SUNTRUST SECURITIES
SUNTRUST SECURITIES CONTRA
36,024,537.19
585,128.87
2,000,000.00
30,878.06
38,640,544.12
LOCAL GOV'T INVESTMENT POOL:
GENERAL OPERATION (G.O.)
6,997,4 76.63
6,997,476.63
MONEY MARKET:
BRANCH BANKING & TRUST
STELLAR ONE
SUNTRUST/ALEXANDER KEY
SUNTRUST SECURITIES
SUNTRUST SWEEP
WACHOVIA
73,069.86
32,737.02
39.808,109.92
6,135,618.98
2,527,422.99
2,048,364.88
50,625,323.65
TOTAL
96,263,344.40
04/03/09
~ - s~ (),)
WELCOMING THE
VIRGINIA COUNCIL OF DELIBERATION (VCOD)
TO THE COUNTY OF ROANOKE, VIRGINIA, FOR
THEIR ANNUAL MEETING ON MARCH 20-22, 2009,
WHEREAS, The Virginia Council of Deliberation (VCOD) is organized under the
authority of the United Supreme Council 330 of the Ancient and
Accepted Scottish Rite of Freemasonry, Prince Hall Affiliation, Southern
Jurisdiction, United States of America; and
WHEREAS, The VCOD is composed of nine consistories which are located in the
following cities: Norfolk, Richmond, Hampton, Roanoke, Lynchburg,
Petersburg, Alexandria, Warrenton, and Fredericksburg; and
WHEREAS, The VCOD is holding their annual meeting in Roanoke County at the
Holiday Inn Tanglewood from March 20 through March 22, 2009; and
WHEREAS, The VCOD is in the forefront of advancing Scottish Rite Masonry,
Prince Hall Affiliation, through charitable endeavors; and
WHEREAS, The Roanoke County Board of Supervisors and the citizens of Roanoke
County desire to recognize the valuable contributions ofthe VCOD and
show appreciation that Roanoke County was selected as the site for
their annual meeting.
NOW THEREFORE, WE, Michael W. Altizer, Chairman, and John M. Chambliss, Jr.,
Assistant County Administrator, on behalf of the Board of Supervisors
of Roanoke County do hereby welcome the VIRGINIA COUNCIL OF
DELIBERATION to the County of Roanoke; and
FURTHER, The Board of Supervisors expresses its best wishes for a productive
meeting and a very enjoyable visit to the Roanoke Valley.
km~~/
John M. Chambliss, Jr.
Assistant County Administrator
Ih ujlU/ #. Utn:f;=
Michael W. Altizer
Chairman
DECLARING THE WEEK OF MAY 3 THROUGH 10,2009
AS NATIONAL MUSIC WEEK IN ROANOKE COUNTY
WHEREAS, music plays an increasingly important role in our world today, and is
one of the most sublime of human pursuits and is subscribed to by
all races and creeds; and
WHEREAS. music is the language of all peoples and one of the greatest forces in
creating peace and harmony; and
WHEREAS, the Theme for the Eighty-Sixth Annual National Music Week,
observed May 3 through 10, 2009, is Music... Poetry of the Heart;
and
WHEREAS, the Thursday Morning Music Club and the National Federation of
Music Clubs are dedicated to encouraging young musicians, to
increasing musical knowledge, and to advancing American music
and its cooperating musicians. and join forces to direct attention to
the dynamic influence of music in everyday living.
NOW, THEREFORE, I, Michael W. Altizer. Chairman of the Board of Supervisors of
Roanoke County, Virginia, do hereby proclaim and recognize the
week of May 3 through 10, 2009, as NATIONAL MUSIC WEEK in
Roanoke County; and
FURTHER. urge all citizens to observe and take part in activities, recognizing
the importance of music, musicians, and musical organizations to
the cultural life of our County, State, Nation, and World.
Dated this 25th day of March 2009.
In~ U.~
Michael W. Altizer, Chairman
~.C1~ ~..JIT
B. Clayton Goodman, III
0J --,5 (0)
([OUttt~ of ~oa:ttolte
't1J':~~lttinl1
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z Cl
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2>
DECLARING MAY 3 THROUGH MAY 9,2009, AS
MUNICIPAL/COUNTY CLERKS WEEK IN
THE COUNTY OF ROANOKE
WH EREAS, the Office of the Municipal/County Clerk, a time honored and vital part of
local government exists throughout the world; and
WHEREAS, the Office of the Municipal/County Clerk is the oldest among public
servants; and
WHEREAS, the Office of the Municipal/County Clerk provides the professional link
between the citizens, the local governing bodies, and agencies of
government at other levels; and
WHEREAS, Municipal/County Clerks have pledged to be ever mindful of their
neutrality and impartiality, rending equal service to all; and
WHEREAS, the Municipal/County Clerk serves as the information center on
functions of local government and community; and
WHEREAS, Municipal/County Clerks continually strive to improve the administration
of their office through participation in education programs, seminars,
workshops, and the annual meetings of their state, province, county,
and international professional organizations.
NOW THEREFORE, I, Michael W. Altizer, Chairman of the Board of Supervisors of
Roanoke County, Virginia, do hereby proclaim and recognize May 3
through May 9, 2009, as MUNICIPAL/COUNTY CLERKS WEEK; and
FURTHER, extend appreciation to Brenda J. Holton, Deputy Clerk to the Board;
Becky R. Meador, Deputy Clerk to the Board, and to all Municipal/County
Clerks for the vital services they perform and their exemplary dedication
to the communities they represent.
/nuiwl ?~. Ottr~
Michael W. Altizer, C airman
~.Ql 'ZJ:i:r.. liT
B. Cia n Goodman, III
County Administrator
(\ r--
I (-~-.)c
ACTION NO.
ITEM NO. Q - I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEE"r1NG DATE:
April 14, 2009
Work Session for the Budget for Fiscal Year 2009-2010
AGENDA ITEM:
SUBMITTED BY:
B. Clayton Goodman,11I
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside to present any updated information received regarding the
state's budget and discuss the County's budget for the next fiscal year.
K
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, APRIL 14, 2009
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each member's knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies, and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.