HomeMy WebLinkAbout6/23/2009 - Adopted Board Records
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23,2009
RESOLUTION 062309-1 EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY TO BRENDA J.
HOLTON, DEPUTY CLERK TO THE BOARD OF SUPERVISORS, UPON
HER RETIREMENT AFTER TWENTY-TWO YEARS OF SERVICE
WHEREAS, Brenda J. Holton was hired on May 1, 1987, as a Secretary in the
County Administrator's Office and two years later was promoted to the position of Deputy
Clerk to the Board of Supervisors; and
WHEREAS, Ms. Holton will retire as Deputy Clerk to the Board on June 30, 2009,
after a total of twenty-two years and two months of dedicated, loyal, and capable service
with the County; and
WHEREAS, during her time as Deputy Clerk, Ms. Holton, with her professionalism
and easy-going nature, successfully served sixteen Board members, two County
Administrators, and three Clerks; and
WHEREAS, Ms. Holton embraced education and earned her certification as a
Municipal Clerk and held membership in both the Virginia Municipal Clerk's Association
and International Institute of Municipal Clerks for twenty years; and
WHEREAS, Ms. Holton, as one of the County's first Webmasters, created the
Board of Supervisors I nternet and intranet Web pages and encouraged other departments
to utilize the County Web site to share and communicate information; and
WHEREAS, Ms. Holton helped to transition the Board of Supervisors members from
paper to electronic agendas and meetings saving both valuable time and resources; and
WHEREAS, Ms. Holton was instrumental in the installation and maintenance of
LaserFiche, a document management system that today includes microfilmed minutes of
Page 1 of 2
the Board meetings dating back to 1870; and
WHEREAS, with care, precision, and skill, Ms. Holton researched and wrote
countless meaningful Board recognitions and proclamations; and
WHEREAS, with her strong organizational skills and attention to detail, Ms. Holton
helped organize many special events, including the 1988 Sesquicentennial, Year 2000
Celebration, investiture ceremonies, annual State of the County Addresses, Board of
Supervisors retreats, and many regional and joint meetings.
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 BRENDA J. HOLTON for more than twenty-two years of capable, loyal, and
dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
On motion of Supervisor Altizer to adopt the resolution, and carried by the following
recorded vote:
AYES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NAYS:
None
A COpy TESTE:
~.
Becky R. Me or
Clerk to the Board of Supervisors
Page 2 of 2
1--
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23,2009
RESOLUTION 062309-2 RATIFYING AND CONFIRMING THE
APPOINTMENT OF REBECCA (BECKY) R. MEADOR AS CLERK TO THE
BOARD OF SUPERVISORS
WHEREAS, Section 15.2-1538 of the Code of Virginia, 1950 as amended, provides
for the appointment of a Clerk for the Board of Supervisors; and
WHEREAS, Ordinance #62789-4 adopted by the Board of Supervisors of Roanoke
County on June 27, 1989, provides that the Board may appoint a County Clerk who shall
serve at the pleasure of the Board and under the direction of the County Administrator, and
who shall have the duties and responsibilities as set out in said ordinance and in the State
Code; and
WHEREAS, said ordinance provides that if the Board chooses not to appoint a
County Clerk such duties and responsibilities shall be performed by the County
Administrator.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board hereby ratifies and confirms the appointment of Becky R.
Meador as Clerk to the Board of Supervisors effective Monday, June 15, 2009, said
appointment having been made by the County Administrator.
2. That Becky R. Meador shall exercise all of the powers and fulfill all of the
duties of Clerk to the Board of Supervisors as provided in Ordinance #62789-4 and as
provided in the Code of Virginia.
Page 1 of 2
On motion of Supervisor Flora to adopt the resolution, and carried by the following
recorded vote:
AYES:
NA YS:
Supervisors Moore, Church, Flora, McNamara, Altizer
None
Page 2 of 2
A COpy TESTE:
a..
Brenda J. H ton, CMC
Deputy Clerk to the Board
ACTION NO. A-062309-3
ITEM NO. E-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to accept and appropriate state revenue
reimbursements in the amount of $1 ,422,424 for fiscal year
2008-2009 to the Department of Social Services for provided
services
SUBMITTED BY:
Brent Robertson
Director of Management and Budget
APPROVED BY:
B. Clayton Goodman, III
County Administrator
COUNTY ADMINISTRATOR1S COMMENTS:
BACKGROUND:
The Department of Social Services receives, throughout the year, additional appropriatio.ns
for public assistance and services delivery. The State has made available $126,000 in
FederallV-E funds for foster children; $300,000 Special Needs Adoption; $100,000 for
Auxiliary Grants; $87,000 for administration; $300,000 TANFNIEW work and transitional
child care; $99,036 for Non-View child care; $9,500 Head Start child care; $100,000
Adoption Subsidy; $1,563 Adoption Incentive; $20,000 Adult Services; $32,625
Independent Living; $300 Respite Care; $26,400 Foster Care Resource and Training;
$130,000 Child Care Block Grant; and $90,000 VIEW purchase of service. The Board of
Supervisors is requested to appropriate $1,422,424 to the fiscal year 2008-2009 Social
Services budget and to appropriate the related revenues from the State.
FISCAL IMPACT:
No fiscal impact. Any local required match is currently in the budget.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends appropriation of $1 ,422,424 to the fiscal year 2008-2009 Social
Services budget to be distributed in the following manner: $126,000 for AFDC - Foster
Care; $300,000 Special Needs Adoption; $100,000 Auxiliary Grants; $87,000 for
administration; $300,000 TANFNIEW Work and Transitional Child Care; $99,036 Non-
VIEW child care; $9,500 Head Start child care; $1 00,000 Adoption Subsidy; $1 ,563
Adoption Incentive; $20,000 Adult Services; $32,625 Independent Living; $300 Respite
Care; $26,400 Foster Care Resource and Training; $130,000 Child Care Block Grant; and
$90,000 VIEW purchase of service and to appropriate same revenues from the state.
VOTE:
Supervisor Altizer moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore ~ D D
Mr. Church ~ D D
Mr. Flora ~ D D i
Mr. McNamara ~ D D
Mr. Altizer ~ D D
cc: Brent Robertson, Director of Management and Budget
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director of Finance
Dr. Betty McCrary, Director of Social Services
Page 2 of 2
ACTION NO. A-062309-4
ITEM NO. E-2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to accept and appropriate additional state revenues in
the amount of $775,000 to the Sheriffs Office for fiscal year
2008-2009 budget for state funded operating reimbursements
SUBMITTED BY:
Brent Robertson
Director of Management and Budget
APPROVED BY:
B. Clayton Goodman, III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
During fiscal year 2008-2009, as in previous years, the inmate population at the Roanoke
County jail has remained above capacity. As a result, operational costs such 'as
outsourcing inmates to other facilities, food, utilities, medical costs, etc. continue to
consume a substantial portion of the jail's budget. Due to the inmate population, the
Sheriff is projecting expenditures related to inmate care to exceed original budget
allocations by $775,000 for fiscal year 2008-2009. The major driver of these increased
costs is the outsourcing of prisoners and the switch to the Western Virginia Regional Jail
Authority. (For comparative purposes, the year-end adjustment approved by the Board for
fiscal year 2007-2008 was $540,000).
Roanoke County is reimbursed by the state for salaries, mileage, office expenses, and for
housing state prisoners. The reimbursement for state responsible inmates varies between
a rate of $6 and $8 per day. In addition, the City of Salem reimburses the County for
housing its prisoners on a per diem basis.
State reimbursement for commonwealth responsible prisoners is subject to state prisoner
population, general assembly appropriations, and political factors, variables difficult to
consider in revenue projections.
Page 1 of 2
During previous fiscal years, state revenue receipts have exceeded the conservative state
budget projections by an amount that would cover increased jail expenditures caused by
higher than normal inmate populations. Based on the revenue estimates versus the
projected revenues anticipated to be collected from the state for the Sheriff's Department
for fiscal year 2008-2009, revenues in excess of budget for these categories should total
approximately $350,000. In addition, reimbursement revenue by the City of Salem for city-
responsible prisoners in the jail is projected to exceed budget projections by $425,000,
which is related to Salem's reimbursement for prisoner per diems and their share of on-
going renovations to the existing Roanoke County-Salem jail.
FISCAL IMPACT:
There is no fiscal impact - 1 00 percent state funds and contractual reimbursements.
STAFF RECOMMENDATION:
Staff recommends an appropriation adjustment to recognize an additional $775,000 of
revenue for fiscal year 2008-2009 for personnel and operations reimbursement and
increasing the fiscal year 2008-2009 Sheriff's Department budget by $775,000 to cover
increased operational costs of the jail caused by increased inmate population, staffing
requirements, and capital reimbursements.
VOTE:
Supervisor Altizer moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore [8] D D
Mr. Church [8] D 0
Mr. Flora [8] D 0
Mr. McNamara [8] 0 0
Mr. Altizer [8] D 0
cc: Brent Robertson, Director of Management and Budget
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director of Finance
Gerald Holt, Sheriff
Page 2 of 2
ACTION NO. A-062309-5
ITEM NO. E-3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to accept and appropriate $34,800 from the Western
Virginia Regional Jail Authority for training provided by the
Roanoke County Criminal Justice Academy for fiscal year
2008-2009; and approving the budget of $202,354 for the
Training Academy for fiscal year 2009-2010
SUBMITTED BY:
James R. Lavinder, Chief of Police
John M. Chambliss, Jr., Assistant County Administrator
APPROVED BY:
B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR1S COMMENTS:
SUMMARY OF INFORMATION:
In September 2007, the Roanoke County Criminal Justice Academy (RCCJA) was
established after meeting the administrative and training requirements established by
Virginia Department of Criminal Justice Services. Since that time, the Academy has
operated by funds provided by the Police Department. The scope of training operations
rapidly expanded to include personnel from the Roanoke County Sheriffs Office and
Western Virginia Regional Jail Authority. To ensure that the students are afforded the
necessary resources and access to professional training aids, the academy is establishing
a fee structure and budget for participants to offset the operational costs. Fees established
will be competitive with other criminal justice training academies and will be evaluated and
assessed annually.
In addition, the Academy will periodically conduct programs utilizing the expertise of paid
private contractors in support of their educational efforts. A portion of the cost for providing
these specialized services will be the responsibility of the attendee. The participant fees
which may be levied by sponsoring these programs and generated by providing these
services are requested to be returned to the academy to offset those training expenditures.
Page 1 of 3
The RCCJA seeks to extend training opportunities to sworn personnel from outside
criminal justice agencies. Participants from outside agencies would be billed on a per
participant basis depending upon the training provided and costs incurred to conduct the
training.
Revenues and expenditures of the RCCJA will be accounted for in a new fund in the
general fund. At the end of each fiscal year, staff requests excess revenues in this fund be
carried over 1 000/0 to the RCCJA. Allowing the RCCJA to retain this revenue will help fund
future training programs, offset operational expenditures, and address small capital needs.
The Western Virginia Regional Jail has made a payment of $34,800 to the County for the
training of its initial staff and it is requested that this payment be accepted by the County
and appropriated to the Roanoke County Criminal Justice Academy to offset the costs
incurred during the fiscal year 2008-2009.
As a second item, staff requests that you approve the attached budget and appropriate
monies related to the Criminal Justice Academy for fiscal year 2009-2010 in the amount of
$202,354. The receipts for this budget will come as transfers from the Roanoke County
Police Department and Roanoke County Sheriff budgets; payments by the Western
Virginia Regional Jail; and fees paid by any other using agency who participate in the
Academy training classes or in-service style training. No new County monies are required
for this effort.
FISCAL IMPACT:
Receive and appropriate $34,800 for the Roanoke County Criminal Justice Academy for
fiscal year 2008-2009.
Approve the budget and appropriate $202,354 for the Roanoke County Criminal Justice
Academy for fiscal year 2009-2010.
STAFF RECOMMENDATION:
Staff recommends the following:
1. Authorize staff to establish a new fund to account for the revenue and expenditures
of the Roanoke County Criminal Justice Academy.
2. Accept the payment from the Western Virginia Regional Jail in the amount of
$34,800 and appropriate to the Roanoke County Criminal Justice Academy for fiscal
year 2008-2009.
3. Approve the budget and appropriate the same on behalf of the Roanoke County
Criminal Justice Academy in the amount of $202,354 for fiscal year 2009-2010.
4. Authorize staff to accept and appropriate all future payments from other criminal
justice agency participants to the Roanoke County Criminal Justice Academy to
offset operational and training expenses incurred by the Academy.
Page 2 of 3
VOTE:
Supervisor Flora moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore ~ D D
Mr. Church ~ D D
Mr. Flora ~ D D
Mr. McNamara ~ D D
Mr. Altizer ~ D D
cc: Brent Robertson, Director of Management and Budget
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director of Finance
J. Ray Lavinder, Chief of Police
Page 3 of 3
Roanoke County Criminal Justice Academy
Budget for FY 2009 - 10
REVENUES
Total Local Revenues $ 202,354
EXPENDITURES
Personnel Costs
Sa la ries $ 86,741
Overtime
FICA 6,615
Retirement - VRS 12,169
Deferred Camp 1,820
Health Insurance 11,143
Dental Insurance 601
Life Insurance - VRS 980
Long Term Disability 235
Short Term Disability
Cash in Flex Leave Plan 1,668
Total Personnel Costs $ 121,972
Operating Costs
P ro f e s s ion a I S e rv ice s $ 25,100
Software Support 3,250
Printed Forms 1, 700
Lease-Rent Equipment 5 ,000
Travel 4,400
Training 5,750
Dues 800
Office Supplies 3,200
Small Equipment 18,350
Copy Paper 7,000
Evidence Supplies 2,000
Uniforms 1,500
Books 2,132
Code Books 200
Total Operating Costs $ 80,382
Total Expenditure Budget $ 202,354
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23, 2009
RESOLUTION 062309-6 DETERMINING THAT APPALACHIAN POWER
COMPANY IS THE ONLY SOURCE PRACTICABLY AVAILABLE TO
PROVIDE ELECTRIC SERVICE AND STREET LIGHTING SERVICE TO
THE COUNTY AND APPROVING THE CONTRACTS FOR SUCH
SERVICES UPON CERTAIN TERMS AND CONDITIONS
WHEREAS, the VMLNACo APCo Steering Committee (Committee) comprised
of representatives of local governments and political subdivisions has for many years
negotiated on behalf of such governmental units within the service area of Appalachian
Power Company (sometimes dba American Electric Power) (APCo) the terms of
standard contract forms which have included rates for the purchase of electricity supply
and delivery service and for the installation, maintenance and delivery service for street
lights by and for such governmental units from APCo as a single or sole source
provider; and
WHEREAS, the County's most recent contract for the purchase of electricity
supply and for street lighting service will terminate on June 30, 2009; and
WHEREAS, the Committee has recommended that all jurisdictions in the APeo
service area approve and adopt these electricity service contracts at the rates and
subject to the conditions all as set forth in the negotiated agreement; and
WHEREAS, in consideration whereof, APeo is the only source practicably
available which can and will supply electricity service and delivery thereof and to supply
street lighting service for the entire needs of the County at established rates for such
services.
Page 1 of 3
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. Since APeo is the only electricity generation provider which can and will
contract to supply electricity service and delivery and to supply street lighting service to
the County for the entire needs of the County at established rates for such service for a
three year term commencing July 1, 2009, it is hereby determined by this Board that
APCo is the only source practicably available to provide such services.
2. This Board accepts the offer of APCo for a contract for electric service and
for street lighting service for a three year term commencing July 1, 2009.
3. The County Administrator and the Clerk to the Board of Supervisors are
authorized to execute and attest, respectively, and deliver on behalf of this Board, in
form approved by the County Attorney, all documents and take such actions as shall be
deemed necessary and appropriate to carry out and administer this approval.
4. In compliance with Section 2.2-4303.E of the Code of Virginia governing
sole source procurement, the County's Purchasing Agent is hereby directed this day to
post a certified copy of this resolution in the County's public area for posting such
notices.
Page 2 of 3
On motion of Supervisor McNamara to adopt the resolution, and carried by the
following recorded vote:
A YES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NAYS:
None
A COpy TESTE:
(' ~,
Becky R. M dor
Clerk to the Board of Supervisors
cc: Anne Marie Green, Director of General Services
Paul Mahoney, County Attorney
Page 3 of 3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23, 2009
RESOLUTION 062309-7 APPROVING AN AGREEMENT BETWEEN
THE CITY OF ROANOKE AND THE COUNTY OF ROANOKE FOR
SHARED USE AND .MAINTENANCE OF THE OPEN RECREATIONAL
LAND AT THE VETERANS AFFAIRS MEDICAL CENTER (VAMC)
WHEREAS, the Veterans Affairs Medical Center (VAMC) in Salem, Virginia owns
6.5 acres of open recreation land on its premises which it desires to make available for
recreational use by citizens of the Roanoke Valley; and
WHEREAS, federal regulations require that any lease of such federal property
must be with a locality which is immediately adjacent to the federal facility involved; and
WHEREAS, the City of Roanoke has entered into a lease agreement with VAMC
for the use of this 6.5 acres for recreational purposes and wishes to partner with
Roanoke County for the use of this land for scheduled practices and associated
maintenance of said land; and
WHEREAS, an agreement has been negotiated between the City of Roanoke
and Roanoke County which will permit the County to schedule recreational practices on
the VAMC fields and thereby reduce wear and tear on existing County fields and; and
WHEREAS, any revenues generated from rental of the V AMC field's will be
utilized to fund shared maintenance costs at this location with no anticipated fiscal
impact to the operations of the Roanoke County Department of Parks, Recreation and
Tourism.
NOW, THEREFORE, BE IT RESOLVED BY THE Board of Supervisors of
Roanoke County, Virginia, as follows:
Page 1 of 2
1. That the negotiated Agreement between the City of Roanoke and
Roanoke County for Shared Use and Maintenance of the Open Recreational Land at
the Veterans Affairs Medical Center (VAMC), located in Salem, Virginia, is hereby
approved..
2. That the Director of Roanoke County Department of Parks, Recreation
and Tourism is hereby authorized to execute such agreement on behalf of Roanoke
County upon such form as shall be approved by the County Attorney.
3. That this Resolution and the Agreement shall become effective from and
after July 1, 2009.
On motion of Supervisor Church to adopt the resolution, and carried by the
following recorded vote:
AYES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NA YS:
None
A COpy TESTE:
-t
Becky R. Me or
Clerk to the Board of Supervisors
cc: Pete Haislip, Director of Parks, Recreation and Tourism
Mark Courtright, Assistant Director of Parks, Recreation and Tourism
Paul Mahoney, County Attorney
pag e 2 of 2
AT A REGULAR MEETING FOTHE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23,2009
RESOLUTION 062309-8 GRANTING A WAIVER TO THE FREEDOM
CENTER UNDER SECTION 13-23 OF THE ROANOKE COUNTY CODE
TO THE PROVISIONS OF THE COUNTY'S NOISE ORDINANCE,
ARTICLE II. NOISE OF CHAPTER 13. OFFENSES
MISCELLANEOUS
WHEREAS, The Freedom Center, a non-denominational church located in
Salem, VA, will be holding a free public event on Saturday, July 4, 2009, beginning at
4:00 p.m. and closing with a fireworks display at 9:45 p.m. in Green Hill Park; the event
will include a variety of activities, music, food and crafts vendors; and
WHEREAS, in order to accommodate the advertised time frame and any
possible delays due to weather for this event and the fireworks display, The Freedom
Center is requesting a waiver of the County noise ordinance for one hour from 10:00
p.m. until 11 :00 p.m., on Saturday, July 4, 2009; and
WHEREAS, Section 13-23 of the Roanoke County Code establishes certain
standards for the Board of Supervisors to grant waivers from the provision of the
Roanoke County Noise Ordinance to avoid undue hardship upon consideration of
certain factors set forth in sub-section (b) of Section 13-23 and after making certain
alternative findings.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the provisions of Section 13-21. Specific acts as noise, sub-section
(5) and Section 13-20. General prohibition of Article II. Noise be WAIVED for a period of
one (1) hour until 11 :00 p.m. on Saturday, July 4, 2009.
Page 1 of 2
2. That this Waiver is granted specifically to The Freedom Center for any
noise disturbance created as a result of the event and fireworks display from 4:00 p.m.
until 11 :00 p.m. in Green Hill Park on Saturday, July 4, 2009.
On motion of Supervisor Church to adopt the resolution, and carried by the
following recorded vote:
A YES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NAYS:
None
A COpy TESTE:
Becky R. Mea, r
Clerk to the Board of Supervisors
cc: Pete Haislip, Director of Parks, Recreation and Tourism
Wendi Schultz, Tourism and Event Coordinator
Paul Mahoney, County Attorney
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23, 2009
ORDINANCE 062309-9 AUTHORIZING EXECUTION OF AN
AGREEMENT AND THE DONATION BY LEASE OF OFFICE
SPACE IN THE ROANOKE COUNTY PUBLIC SERVICE CENTER
TO THE ROANOKE VALLEY GREENWAY COMMISSION
WHEREAS, Ordinance 040897-6 authorized execution of an intergovernmental
agreement establishing the Roanoke Valley Greenway Commission between the City
of Roanoke, the City of Salem, the County of Roanoke, and the Town of Vinton
pursuant to Section 15.1-21 of the 1950 Code of Virginia, as amended; and
WHEREAS, Section 15.2-1300 F, successor to Section 15.1-21, of the 1950
Code of Virginia, as amended, provides authority for any political subdivision entering
into such an agreement pursuant to this State Code section to "sell, lease, give or
otherwise supply... such property, personnel or services therefore as may be within its
legal power to furnish" to this intergovernmental commission; and
WHEREAS, the Greenway Coordinator has been housed at the Roanoke County
Administration Center since October, 1997, under successive lease agreements, the
most recent of which was agreed upon in 2004 for a term of five (5) years; and
WHEREAS, pursuant to Section 16.01 of the Roanoke County Charter, the
Board of Supervisors has determined that certain office space in the Roanoke County
Public Service Center is now temporarily surplus and available for other public uses,
and that the donation by lease of this office space to the Commission will serve other
public uses; and
Page 1 of 3
WHEREAS, the Board of Supervisors desires to continue its relationship with the
Roanoke Valley Greenway Commission and to retain the flexibility to move the
Commission's office space to other county owned buildings should the need arise; and
WHEREAS, pursuant to the provisions of Section 18.04 of the Charter. of
Roanoke County, a first reading of this ordinance was held on June 9, 2009; and the
second reading was held on June 23,2009.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That it is in the County's best interests to enter into an agreement to
document the working relationship between the County and the Commission and - to
provide for the donation by lease of office space to the Commission in the Roanoke
County Public Service Center or other appropriate location in county owned buildings
should circumstances require.
2. That the County Administrator is authorized to negotiate and to execute
such documents and take such actions on behalf of Roanoke County as are necessary
to accomplish the purposes of this transaction, all of which shall be upon a form
approved by the County Attorney.
3. That this ordinance shall be effective from and after the date of its
adoption.
Page 2 of 3
On motion of Supervisor Altizer to adopt the ordinance, and carried by
the following recorded vote:
AYES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NAYS:
None
A COpy TESTE:
Becky R. Mead r
Clerk to the Board of Supervisors
cc: Pete Haislip, Director of Parks, Recreation and Tourism
Janet Scheid, Greenway Coordinator
Paul Mahoney, County Attorney
Page 3 of 3
THIS AGREEMENT, made and entered into this 1st day of July 2009, by and
between the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA,
(hereinafter referred to as "County") and the ROANOKE VALLEY GREENWAY
COMMISSION (hereinafter referred to as "Commission").
WITNESSETH
That for and in consideration of the premises and the mutual covenants
contained herein, the parties hereby agree as follows:
1. County agrees to serve as fiscal agent for the Commission, to receive and
expend funds, and to keep appropriate records. The County shall not be
responsible for the preparation of grant applications or reports on behalf of the
Commission.
2. County agrees to provide payroll and other employee services and benefits for
the Commission staff consistent with County policies applicable to County
employees, except the provisions of the grievance procedure shall not be
available to the members and employees of the Commission.
3. County agrees to provide procurement services for the Commission consistent
with County code and policies.
4. County agrees to provide a minimal level of clerical staff support, as available, for
the Commission, recognizing that volunteers will be used when possible.
5. County agrees to allow the Commission to use property owned by County,
including approximately 200 square feet of office space located at the Roanoke
County Public Service Center, 1206 Kessler Mill Road, in accordance with the
terms and conditions set forth in this agreement. The County in its sole discretion
1
reserves the right to provide alternative office space in any other County facility
upon thirty (30) days written notice to the Commission.
6. County agrees to provide basic office furniture, a computer, and a telephone
instrument.
7. This agreement may be canceled or terminated by either party upon two- (2)
month's notice in writing or any date that may be mutually agreed upon.
8. County will maintain the property described in paragraph 5, above, and provide
janitorial services similar to the quality and level of services provided to other,
similar County facilities.
9. Commission has examined and knows the condition of the premises and has
received same in good order and repair, and that no representation as to the
condition or repair thereof has been made by the County prior to or at the
execution of this agreement that are not expressed herein. The premises shall
be returned to County at the expiration of this agreement in such good condition
and state of repair, ordinary wear and tear allowed for. Commission shall be
responsible for the safety and security of the leased premises. In an emergency
it shall be the responsibility of the Commission to notify either the Roanoke
County Police Department or the Roanoke County Department of General
Services, as appropriate.
1 O. During the term of this agreement, County will provide and pay for all utilities
(water, sewer, electric, and solid waste services) which may be necessary to the
Commission for the reasonable and proper use and enjoyment of the premises
by the Commission. In addition, the County shall allow the Commission to use
2
conference rooms and meeting facilities and storage space for equipment and
files on the premises on a space available basis. Commission may use County
office equipment, such as copiers, fax machines, telephones and other office
support equipment, if temporarily available and not required for any
governmental purposes. The availability of conference rooms, meeting facilities
or office equipment is solely within the discretion of the County. Commission
shall be responsible for its postage, office supplies, copier charges, Internet
access charges, and the total cost of its telephone billings and charges.
11. This agreement represents the entire understanding between the parties and
may not be modified or changed except by written instrument executed by the
parties.
12. This agreement shall not be assigned by the Commission without the express,
written approval of the County.
WITNESS the following signatures and seals:
ROANOKE COUNTY GREENWAY COMMISSION
By
James B. Lee - Chairman
BOARD OF SUPERVISORS OF ROANOKE COUNTY
By
B. Clayton Goodman, III - County Administrator
3
Approved as to form:
Paul Mahoney
Roanoke County Attorney
State of Virginia
County of Roanoke, to-wit:
The foregoing instrument was acknowledged before me this _ day of
, 2009, by James B, Lee, Chairman, on behalf of the Roanoke Valley
Greenway Commission
Notary Public
My commission expires:
State of Virginia,
County of Roanoke, to-wit:
The foregoing instrument was acknowledged before me this _ day of
, 2009, by B. Clayton Goodman, III, County Administrator, on behalf
of the Board of Supervisors of Roanoke County.
Notary Public
My commission expires:
Approved by Ordinance on June 23, 2009
4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23,2009
RESOLUTION 062309-10 APPROVING AND CONCURRING IN CERTAIN
ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR
THIS DATE DESIGNATED AS ITEM H - 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 June 23, 2009
designated as Item H - Consent Agenda be, and hereby is, approved and concurred in as
to each item separately set forth in said section designated Items 1 through 4 inclusive, as
follows:
1. Confirmation of committee appointments
2. Request to accept and appropriate grant funds in the amount of $1,803,853 to
Roanoke County Schools for fiscal year 2009-201 0
3. Request to approve an application for an Edward Byrne Memorial Justice
Federal Grant
4. Request to grant the Roanoke County Chief of Police authorization to enter into
an agreement with the Town of Vinton Police Department allowing utilization of
the Roanoke County Police Department's Virtual Private Network (VPN)
i nfrastructu re
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.
Page 1 of 2
On motion of Supervisor Flora to adopt the resolution, and carried by the following
recorded vote:
AYES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NAYS:
None
A COpy TESTE:
Becky R. Me or
Clerk to the Board of Supervisors
cc: Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director of Finance
Paul Mahoney, County Attorney
Dr. Lorraine Lang, Superintendent of Schools
Penny Hodge, Assistant Superintendent of Finance for Schools
Brenda Chastain, Clerk to the School Board
J. Ray Lavinder, Chief of Police
Gerald S. Holt, Sheriff
Page 2 of 2
ACTION NO. A-062309-10.a
ITEM NO. H-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Confirmation of committee appointments to the Court
Community Corrections Program Regional Community
Criminal Justice Board; League of Older Americans Board of
Directors; Regional Center for Animal Control and Protection
(RCACP); Roanoke County Community Leaders
Environmental Action Roundtable (RC-CLEAR); Roanoke
County Community Policy and Management Team; Roanoke
Valley Juvenile Detention Commission; Roanoke Valley
Resource Authority; Social Services Advisory Board; and
Western Virginia Regional Jail Authority
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. Court Community Corrections Program Regional Community Criminal Justice
Board
It was the consensus of the Board to appoint Dan O'Donnell to replace John M.
Chambliss, Jr. Confirmation was placed on the consent agenda.
2. League of Older Americans Board of Directors (Appointed by LOA and ratified by
the County)
The League of Older Americans Board of Directors has requested that the Board of
Supervisors ratify the appointment of Pamela Bernado to serve a three-year term that
will expire on March 31, 2011. It was the consensus of the Board to ratify the
appointment of Ms. Bernardo. The ratification was placed on the consent agenda.
Page 1 of 3
3. Regional Center for Animal Control and Protection (RCACP)
It was the consensus of the Board to appoint Donna Furrow to replace John M.
Chambliss, Jr. Confirmation was placed on the consent agenda.
4. Roanoke County Community Leaders Environmental Action Roundtable (RC-
CLEAR) (appointed by District)
Supervisor Moore appointed Gene Marrano to represent the Cave Spring Magisterial
District. Confirmation of this appointment has been placed on the consent agenda.
5. Roanoke County Community Policy and Management Team
It was the consensus of the Board to appoint Dan O'Donnell as the Administrative
Representative to replace John M. Chambliss, Jr. and Diane Hyatt as the alternate.
Confirmation was placed on the consent agenda.
6. Roanoke Valley Juvenile Detention Commission
It was the consensus of the Board to appoint Dan O'Donnell to replace John M.
Chambliss, Jr. Confirmation was placed on the consent agenda.
7. Roanoke Valley Resource Authority
It was the consensus of the Board to appoint Rebecca Owens to replace Diane Hyatt.
Confirmation was placed on the consent agenda.
8. Social Services Advisory Board (appointed by District)
Supervisor Flora reappointed Dorothy Hayes, Hollins Magisterial District, to serve an
additional term.
9. Western Virginia Regional Jail Authority
It was the consensus of the Board to appoint Diane Hyatt as the Administrative
Representative to replace John M. Chambliss, Jr. and B. Clayton Goodman, III as the
alternate. Confirmation was placed on the consent agenda.
VOTE:
Supervisor Flora moved to approve the staff recommendation.
Motion Approved
Page 2 of 3
Yes No Absent
Ms. Moore ~ D D
Mr. Church ~ D D
Mr. Flora ~ D D
Mr. McNamara ~ 0 0
Mr. Altizer ~ D 0
Page 3 of 3
ACTION NO. A-062309-10.b
ITEM NO. H-2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to accept and appropriate grant funds in the amount
of $1,803,853 to Roanoke County Schools for fiscal year 2009-
2010
APPROVED BY:
B. Clayton Goodman, III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County Schools requests that the Board accept and appropriate the following:
1. Dr. Jessica McClung, Director of Special Education, submitted a spending plan for the
first half of the stimulus funding under the Individuals with Disabilities Education Act
(IDEA) for Title VI-B. The funds will be used for children with disabilities as outlined in
Attachment A. The schools are requesting an appropriation of $1 ,741,652 for fiscal year
2009-201 O.
2. Dr. Jessica McClung, Director of Special Education, submitted a spending plan for the
first half of the stimulus funding under the Individuals with Disabilities Education Act
(IDEA) designated for preschool programs. Funds will be used for preschool programs
offered to children with disabilities as outlined in Attachment B. The schools are
requesting an appropriation of $62,001 for fiscal year 2009-201 O.
3. This is a request for appropriation of funds in the amount of $200 for Preschool
Summer Camp for fiscal year 2009-201 O. In order to offer an inclusive setting for
students receiving extended school year services, the school system created a summer
camp for neuro-typical peers that are currently enrolled in our preschool program
through the VPI or tuition populations. Funds collected will be used for activities during
extended school year and summer camp.
Page 1 of 2
I -.. -. -. -
I . -- --
FISCAL IMPACT:
1. The special education budget will be increased by $1 ,741 ,652.
2. The preschool budget will be increased by $62,001.
3. The preschool summer camp budget will be increased by $200.
ALTERNATIVES:
None
STAFF RECOMMENDATION:
Accept and appropriate grant funds in the amount of $1,803,853 to Roanoke County
Schools for fiscal year 2009-2010.
VOTE:
Supervisor Flora moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore ~ D D
Mr. Church ~ D D
Mr. Flora ~ D D
Mr. McNamara ~ D D
Mr. Altizer ~ D D
cc: Dr. Lorraine Lange, Superintendent of Schools
Penny Hodge, Assistant Superintendent of Finance for Schools
Brenda Chastain, Clerk to the School Board
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director of Finance
Page 2 of2
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First Half of
Preschool
Stimulus Budget
Attachment B
Bus
Harness
System -
Cafeteria tota I of TV Wall Lead
Tables 20 Mount Shed Analyzer Cameras Total
Back Creek $0.00 $0.00 $200.00 $0.00 $0.00
Bonsack $851.95 $0.00 $0.00 $0.00 $0.00
Burlington $851.95 $0.00 $200.00 $2,000.00 $0.00
Cave Spring Elementary $0.00 $0.00 $0.00 $0.00 $0.00
Clearbrook $0.00 $0.00 $0.00 $0.00 $0.00
Fort Lewis $0.00 $0.00 $0.00 $0.00 $0.00
Glen Cove $0.00 $0.00 $200.00 $0.00 $0.00
Glenvar Elementary $0.00 $0.00 $0.00 $0.00 $0.00
Green Valley $0.00 $0.00 $200.00 $0.00 $0.00
Green Valley $0.00 $0.00 $200.00 $0.00 $0.00
Herman L. Horn - Jeanine $851.95 $0.00 $0.00 $0.00 $0.00
Herman L. Horn - Candy $851.95 $0.00 $0.00 $0.00 $0.00
Mason's Cove $851.95 $0.00 $0.00 $0.00 $0.00
Mt. Pleasant $0.00 $0.00 $200.00 $0.00 $0.00
Mtn. View $0.00 $0.00 $0.00 $2,000.00 $0.00
Oak Grove $0.00 $0.00 $0.00 $0.00 $0.00
Penn Forest $0.00 $0.00 $200.00 $0.00 $0.00
W. E. Cundiff $0.00 $0.00 $200.00 $0.00 $0.00
W. E. Cundiff $0.00 $0.00 $200.00 $0.00 $0.00
Ashley $0.00 $0.00 $0.00 $0.00 $0.00
Olga $0.00 $0.00 $0.00 $0.00 $0.00
Not school specific $0.00 $2,549.40 $0.00 $0.00 $43,000.00 $6,391.85
$4,259.75 $2,549.40 $1,800.00 $4,000.00 $43,000.00 $6,391.85 $62,001.00
ACTION NO. A-062309-10.c
ITEM NO. H-3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS, OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to approve an application for an Edward Byrne
Memorial Justice Federal Grant
SUBMITTED BY:
Gerald S. Holt
Sheriff
APPROVED BY:
B. Clayton Goodman, III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Edward Byrne Memorial Justice Federal Grant program r~quires approval by the
Board prior to submission of the application.
The Sheriff's Office and the Commonwealth Attorney's Office have jointly applied for a
grant, which will provide funds from the United States Department of Justice. These funds,
if awarded, will be used to purchase an updated fire alarm system and computers for the
Sheriff's Office. The remainder of the funds will be for the Commonwealth Attorney's Office
VictimlWitness program to supplement their operating budget. The Roanoke County
Sheriff's Office will use $24,818 of the grant funds and The Commonwealth Attorney's
Office will use the remainder of the monies, $10,215. This grant is good for a period offour
years.
FISCAL IMPACT:
No Matching funds are required. The grant is in the amount of $35,033 and requires no
additional funding from the Board of Supervisors.
AL TERNATIVES:
None
STAFF RECOMMENDATION:
Staff recommends approval of the application for the grant as attached.
Page 1 of 2
:
VOTE:
Supervisor Flora moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore [8] D D
Mr. Church [8] D D
Mr. Flora [8] D D
Mr. McNamara [8] D D
Mr. Altizer [8] D D
!
cc: Gerald Holt, Sheriff
i
i
Page 2 of 2
I - --- - -. -
I -- - - . --- -
Title: Roanoke County Sheriff and Commonwealth Attorney's Office Technology
and Services Survival Program
Applicant: Roanoke County Sheriff's Office in conjunction with Roanoke County
Commonwealth Attorney's Office
Project Narrative
The Roanoke County Sheriff and Commonwealth Attorney's Offices, under the approval
of the County Administrator, are trying to improve and maintain the high quality of
services to the citizens of Roanoke County that they deserve. In order to do so, many
areas that budget cuts have affected could be updated and improved with the grant award.
The Roanoke County Sheriff s Office is desperately trying to improve a fire alarm system
within the jail that is outdated and very crippled. This alarm system, although functional
and approved by the local Fire Marshal, has not been updated since its installation in
1980. The Roanoke County Sheriffs Office is in the process of updating its main control
room center, which houses the fire alarm system. The fire alarm system upgrade was
initially part of the upgrade package; however, the funding was not available and had to
be eliminated. Due to the lack of funding, the fire system was to remain the same. The
other operations in the jail that are controlled in this area were in much worse shape and
no longer able to be repaired. The new fire alarm system will enable quicker activation of
the fire alarms, as the sensors will be updated. This new system will also enable the
control room operator greater ease in navigating where the fire is located. This in turn,
will give the first responders more time to handle the situation with less chance of great
loss. With money awarded from this grant, the Roanoke County Sheriff s Office will be
better equipped to protect the citizens, inmates and staff that are in the Roanoke County
Jail/Courthouse complex. This project has an estimated completion date of November
2009. The Roanoke County Sheriffs Office is requesting $24,818 of the allotted grant
money.
The second part of the request from the Roanoke County Sheriff s Office is to purchase
computers to replace several within the Department. Due to budget cuts, the normal
replacement of computers has not been an option. These outdated computers are unable
to support the workload that is required of them. With the money awarded from this
grant, the Roanoke County Sheriffs Office will be better able to comply with federal,
state and local reporting and information sharing requirements. The purchase and
installation of these computers is estimated to be complete within three months of the
grant award.
The Roanoke County Commonwealth Attorney's Office operating budget was eliminated
and basic staples of a successful Victim/Witness Program are being affected or
eliminated. This program provides vital services to a population that desperately needs
assistance. The items that are being requested to help the Victim/Witness Program are
listed as:
Page 1 of2
1. Training for one staff member:
a. November 18-20,2009, Crime Victims Issues in Norfolk VA
b. March 2010, Program Management Training in Richmond, VA
2. Printers (2) will be purchased and installed within 3 months of grant award.
3. Laptops (2) will be purchased and installed within 3 months of grant award.
4. HP LaserJet toner cartridges (3)
5 . Dell 9-cell battery to be purchased immediately
6. Copy paper (3) to be purchased immediately
7 . Office Supplies - binders, pens, calendars, ledger books to be purchased through
the upcoming year
8. Postage for approximately one year
9. Dues to organizations, one year each:
a. Virginia Network for Victims and Witnesses of Crimes, Inc.
b. Virginia Sexual and Domestic Violence Action Alliance
c. Virginia Children's Advocacy Center
10. Subscription for one year:
a. Prevent Child Abuse
11. Books and resource materials
12. Letterhead and envelopes to be purchased as needed, not to exceed 5,000
13. Business cards to be purchased and supplied as needed, not to exceed 1,000
14. Handbooks and brochures to be purchased and supplied as needed, not to exceed
5,000
15. Telephone expenses for one year
The items listed above are vital to the survival and success rate of the Victim/Witness
Program. In order to be a success, this program needs the ability to communicate with
and provide aid to the victims effectively. If this program does not run effectively, the
safety of the victims is in jeopardy. The Roanoke County Commonwealth Attorney's
Office is requesting $1 0,215 of the grant award.
Page 2 of2
Title: Roanoke County Sheriff and Commonwealth Attorney's Office Technology
and Services Survival Program
Applicant: Roanoke County Sheriff's Office in conjunction with Roanoke County
Commonwealth Attorney's Office
Goals
1. Purchase new fire alarm system for Roanoke County Jail
2. Purchase Dell Computers for the Roanoke County Sheriff's Office
3. Fund Commonwealth Attorney's office operating expenses:
a. Training
b. Equipment
c. Office supplies
d. Dues
e. Subscriptions
f. Reference material
g. Stationery (letterhead, envelopes and business cards)
h. Telephone expenses
Strategies to obtain goals
1. This fire alarm system has already been included in a bid for a current job. The
specifications, cost of labor, equipment and estimated completion date have been
calculated for the end of November 2009.
2. Upon grant award, purchase computers. Upon arrival of computers, install in
needed areas. Completion should be within three months of receiving funds.
3. Upon award of grant monies, purchase needed supplies:
a. Toner cartridges
b. Dell 9-cell battery
c. 3 cases of copy paper
d. Pens, file folders, note pads, binders, postage
e. Pay annual dues to 3 organizations that provide materials, resources and
training to staff
f. Printed information forms for victims
g. Subscription to Prevent Child Abuse for legal updates
h. Resource materials
1. Telephone expenses for three lines
These supplies will be purchased as soon as the grant money is available.
Training will be provided to one staff member for the following:
1. Crime Victims Issues, November 18-20,2009, Norfolk, VA
2. Program Management, March 2010, Richmond, VA
I. ... ..
GRANT PROCESSIN REQUEST FORM
Department df Finance
DATE:
Q.(.,IT s '1)-
GRANT PROGRAM:
f\Jt\b(
rneffi(Yl
AGENCY CONTACT:
AGENCY PHONE NO:
TOTAL REQUEST
?:S3.3
IF LOCAL MATCH IS REQUIRED, ARE FUNDS AVAILABLE IN DEPARTMENT BUDGET? Y/N
nA - -- ·
ACCOUNT TO WHICH THE MATCH WILL BE CODED:
n IA :,
INDIRECT COSTS? Y/N
n
REIMBURSEMENT GRANT? Y/N
her- (.
FINANCIAL & PROGRESS REPORTS
PREPARED BY: -.. Ocy _ . -:rud~
De artment sner Finance
PROJECT DIRECTOR:
AMO NT
OJA
H-
381 LDl
FAX:
EMAIL:
54\)
.<30'
DEPT. DIRECTOR APPROVING
BMISSON:
DA.~
~ --!J-- --& ,
REVIEWED & APPROVED BY FINANCE:
DATE:
I
L_
, OMS APPROVAL NO. 1121-0188
EXPIRES 5..98 (Rev~ 1/97)
Budget Detail Worksheeit
Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of
the budget and budget narrative.. You may submit the budget and budget narrative using this forIn or in
the fonnat of your choice (plain sheets, yo'ur own form, or a rvariation of this form).. However, all
required information (including the budget narrative) must be provided. Any category of expense not
applicable to your budget may be deleted.
A. Personnel- List each position by title and name of em t>loyee, if available. Show the annual
salary rate and the percentage of time to be devoted to (he .ploject Compensation paid for employees
engaged in grant activities must be consistent with that paid for similar work within the applicant
organization..
N arne/Position
Computation
Cost
Postition 6
I
I
I
I- -- - - - -
I
I
SUB-TOTAL $0.00
Postition 1. each postition entry limited to one line
I Position 2
I Postition 3
I Postition 4
Postition 5
B. Fringe Benefits - Fringe benefits should be based 011 actual known costs or an established
formula. Fringe benefits are for the personnel listed in budget category .(A) and only for the
percentage of time devoted to the project. Fringe benefits on overtilne hours are limited to FICA,
Workman's COlnpensation, and Unemployment CompensatLon.
N arnelPosition
Computation
Cost
I Fringe benefit 1 , each benefit entry is limited to one line I
I Fringe benefit 2 - I
I Fringe benefit 3 - I -
I Fringe benefit 4 I- I
I Fringe benefit 5 II
I
I
I
1 I
II
SUB-TOTAL $0.00
Total Personnel & Fringe Benefits $0.00
OJP FORM 7150/1 (5-95)
c. Travel- Itemize travel expenses of project personnel by purpose (~.g., staff to trail1ing, field
interviews, advisory group meeting, etc.). Show the basis of omputation (e.g., six people to 3-day
training at $X airfare, $X lodging, $X subsistence). In. traini . g projects, travel and meals for trainees
should be listed separately. Show the number of trainees and the unit costs involved. Identify the
location of travel, ifknown. Indicate source of Travel Policie applied, Applicant or Federal Travel
Regulations.
.Purpose of Travel Location Item
Training/Crime Victim Issues Norfolk, V A
November 18-~O, 2009
Trainingl Program Richmond
Management March 2009
For above training Norfolk and Richmond
For above training Norfolk and RichmondJ VA
For above training
For above training
For above training Norfolk and Richmond
Cost
Computation
$350.00 per person x 1 1$350.00
$100.00 per person x 1 1$100.00
4 meals x $10.00 1$40.00
3 meals x $25.00 1$75.00
600 miles x.55 per mile 1$330. 00
360 miles x 37.5 per mile 1$135.00
11$526.00
TOTAL $1 ,556.00
D. Equipment - List non-expendable items that are to be purchased. Non-expendable equipment
is tangible property having a useful life of more than. two y ~ars and an acquisition cost of $5,000 or
more per unit. (Note: Organization's own capitalization poliCY maybe used for items costing less than
$5,000). Expendable items should be included either in the 'supplies" category or in the "Other"
category. A.pplicants should analyze th.e cost benefits of pur hasing versus leasing equipment, espe-
cially high cost items and those subject to rapid technical a vances. -Rented or leased equipment costs
should be listed in the "Contractual" category. Explain how the equipment is necessary for the success
of the project. Attach a narrative describing the procurenle Inethod to be used.
l:tem
Computation
1 Fire Alarm System
I Laser Jet P2035n Printer
I Dell XPS M 1730 Laptop
Dell Optiplex Minitower with Standard base
lequiPment entry 5
equipment and inst : lalion
$300.00 x 2 shippin and handling included
$1600 x 2 shipping nd handling included
'Cost
\$18,968.00
1$600.00
\$3,200.00
, 1$6.825.00
I
TOTAL $29,593.00
" "'I""
E. Supplies - List items by type (office supplies, postage , training materials, copying paper, al1d
expendable equipment items costing less that $5,000, such as books, hand held tape recorders) and
show the basis for computation. (Note: Organization's own (~apitalization policy may be used for
items costing less than $5,000). Generally, supplies include any materials that are expendable or
consumed during the course of the project.
Supply Items Computation Cost
IHP laser toner cartridge I $.90~OO x 3 1$270.00 I
I Dell. 9-Cell battery I $175~OO x 2 1$350.00 I
I Copy paper I $55~OO per case x 3 1$165.00 I
1$215.00 " " .. I " r I
Ledger Book, pensJ file foldersJ note cards,
.. I Postage I 1$1 ,386.00 ; - I
.44 x 1400 clients x 3 notices each
I Dues/subscriptions I 3 memberships $75.( o x $30.00 x $25.00x $30.00 1$160.00 I
Stationary (letterhead ,envelopesJ business. cards ) 5000x $135+5000x$f 5+1 OOOx$60~OO 1$1 ,010.00 I
Police Crimes and Offenses LaVti Virginia resource book 1$150.00 I
Handbooks. brochures 5000 x &75~OO 1$375.00 I
TOTAL $4,081.00
F. Construction - As a rule, construction costs are not al lowable. In some cases, minor repairs or
ren.ovations may be allowable. Check with. the program offi ce before budgeting funds in this
category.
Purpose Description ofW< Irk Cost
four lines per entry, use boxes below or an additional
page for more space if required
."" 'I" I "
~
TOTAL $0.00
G.. Consultants/Contracts - Indicate whether applicant's formal, written Procurement Policy or
the Federal Acquisition Regulations are followed.
Consultant Fees: For each consultant enter the name, ifknov~n, service to be provided, hourly or daily
fee (8-hour day), and estimated time on the project. Consultant fees in excess of $450 per day require
ad.ditional justification and prior approval froln OIP.
Name of Consultant Service Provided Computation Cost
ISUPPIY item 1, one line' 'per entry '. I maximum of three lines I H I
I Supply item 1, one line per entry I I II I
ISUPPIY item 1, one line per entry I ' I 1I I
I Supply item 1, one line per entry I I II I
Subtotal $0.00
Consultant Expenses: List all expenses to be paid from the grant to the individu.al consultants in
addition to their fees (i.e., travel, meals, lodging, etc.)
Item
Location
Computation Cost
I II I
I II I
I II I
I II I
I II I
Subtotal $0.00
Iconsultant expense entry 1, one line p~ maximum of three lines
I I
II. :.
, .' , ' i ,,- "
j I maximum of three lines
Iconsultant expense entry.1. one.linep~ maximum of three lines.
. .
Contracts: Provide a description of the product or service to be procured by contract and an estimate
of the cost. Applicants are encouraged to promote free and ~t>pen con1petition in awarding contracts.
A separate justification must be provided for sole source contracts in excess of $100,000.
Cost
Item
maximum of four lines, additional information should be attached o~ a separate sheet(s)
maximum of four lines
Subtotal $0.00
TOTAL $0.00
I"
;1
H. Other Costs - List items (e.g., rent, reproduction, telepll()ne, janitorial or security services,
and investigative or confidential funds) by major type and the basis of the computation. For example,
provide the square footage and the cost per square foot for rer'Lt, or provide a monthly rental cost and
how many months to rent.
Description
Computation
Cost
Telephone expenses for staff- long distance and local
charges
$16.00 per month x 12 months x 3 lines
1$576.00
I I
I I
I I
I I
, I
TOTAL $576.00
I. Indirect Costs - Indirect costs are allowed o~ly ifth.e ~ pplicant has a Federally approved indirect
cost rate. A co'py of the rate approval, (a fully executed, neg10tiated agreement), must be attached. If
the applicant does not have an approved rate, one can be recuested by contacting the applicant's
cognizant Federal agen.cy, which will review all documenta1ion and approve a rate for the applicant
organization, or if the applicant's accounting system permit:.), costs ~ay be allocated in the direct costs
categories.
Description
lone line per entry
lone line per entry
i
I
I
I
Computation
Cost
II
I
I
I
I
I
I
I
I
I
I
I
TOTAL $0.00
Budget Summary- When you have completed the budg eworksheet, transfer the totals for each
category to the spaces below. Compute the total direct cost s an.d the total proj ect costs. Indicate the
amount of Federal requested and the amount of non-Feder a 1 funds that will support the project.
Budget Category Amount
A. Personnel $0.00
B. Fringe Benefits $0.00
C. Travel $1 ,556.00
D. Equipment $29,593.00
E. Supplies $4,081.00
F. Construction $0.00
G. Consultants/Contracts $0.00
H. Other $576.00
Total Direct Costs $35,806.00
I. Indirect Costs $0.00
TOTAL PROJECT COSTS $35,806.00
Federal Request $35,033.00
Non-Federal Amount $773.00
. .------
APPLICATION FOR 2. DATE SUBMITTED
FEDERAL ASSISTANCE _
1. TYPE OF 'SirBMIs'SfoN,..;--.".r_-..,u. 3. DATE RECEIVED BY
STATE
Application Non-Construction
4. DATE RECEIVED BIY
FEDERAL AGENCY
. .. .. .1 .... .. . .. . ..
5.APPLICANT INFORMATION
Legal Name
Roanoke County
Address
401 E Main St.
Salem, Virginia
24153-4316
6. EMPLOYER IDENTIFICATION""NUM}3ER(EfN)"".
54-600 1572
8. TYPE OF APPLICATION
New
10. CATALOG OF FEDERAL nOMESfIC,ASslSrANCl2:
NUMBER:
CFDA
TITLE:
16.738
EDWARD BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT PROGRAM
12. AREAS AFFECTED BY PROJECT
Page 1 of2
Applicant Identifier
State Application Identifier
Federal Identifier
" Organizational Unit
Sheriffs Office
Name and telephone number of
the person to be contacted on
matters involving this
application
Holt, Gerald
(540) 387-6250
7. TYPE OF APPLICANT
County
9. NAME OF FEDERAL
AGENCY
Bureau of Justice Assistance
11. DESCRIPTIVE TITLE OF
APPLICANT'S PROJECT
Roanoke County Sheriff and
Commonwealth Attorney's
Office Technology and Services
Survival Program
Roanoke County Sheriffs Office which includes the Jail and Courthouse. Roanoke County
Commonwealth Attorney's Office
13. PROPOSED PROJECT
Start Date: July 01,2009
End Date: March 31,2010
15. ESTIMATED FUNDING
Federal
Applicant
$35,033
$0
14. CONGRESSIONAL
DISTRICTS OF
a. Applicant
b. Project V A06
16. IS APPLICATION
SUBJECT TO REVIEW BY
STATE EXECUTIVE ORDER
12372 PROCESS?
https:l/grants.oJP. usdo] . gov / gmsextemall appllcatlonReVleWtdo ?prlnt=yes
I
1
6/5/2009
Page 20f2
State $0
Local $0
Other $0
Program Income $0
TOTAL $35,033
Program is not covered by E.O.
12372
17. IS THE APPLICANT
DELINQUENT ON ANY
FEDERAL DEBT?
N
18. TO THE BEST OF MY KNOWLEDGE AND'BELIEF, ALL DATA IN THIS APPLICATION
PREAPPLICATION ARE TRUE AND CORRECT, THE IDOCUMENT HAS BEEN nUL Y
AUTHORIZED BY GOVERNING BODY OF THE APPLlCANT AND THE APPLICANT WILL
COMPLY WITH T~E ATTAG~gJ?,A~,~YMl'!<;~~,~,.J~_,,!]tIE ASSISTANCE IS REQUIRED.
n.~~ .....~
: .>:-:-:. ...... --- -:--.:.:-: ~<,.::-::-.::- I -:,'-:..... ..:~~.>...<.-:..-:.:-:- .
..--;~;(;,--;y!':~:Ie..~~.Lrj9..(;l),~;~I_ Jj!:;;,i
https://grants.oJP. usdoJ .gov / gmsextemall appllcatlonRevlew.dp ?prlnt=yes
. .. - . . . . . . ." ..... .' ",' .'... --".." ." "." .'.' - '.' ".""i,''''"''"",; ~"'~""'''') "''''f'''-i!''~''''o'' <",;:'~~";. ~~"';~i:.;;:,, ,~t"..:~:/:.'.;:"" ....,.. <"<.'> ..... ',. "."'.. . ',. --."" '. .. ..
6/5/2009
ACTION NO. A-062309-10.d
ITEM NO. H4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 23, 2009
AGENDA ITEM:
Request to grant the Roanoke County Chief of Police
authorization to enter into an agreement with the Town of
Vinton Police Department allowing utilization of the Roanoke
County Police Department's Virtual Private Network (VPN)
infrastructure
SUBMITTED BY:
James Ray Lavinder
Chief of Police
APPROVED BY:
B. Clayton Goodman, III
County Administrator
SUMMARY OF INFORMATION:
The Roanoke County Police Department has purchased and created a Virtual Private
Network (VPN) to allow its patrol units to easily and securely communicate, from the patrol
vehicles using a mobile computer, with our Police Communications Center and the Virginia
Criminal Information Network (VeiN). The VPN provides a secure environment at fast data
transmission speeds.
The Town of Vinton would like to install in-car computers in their police vehicles and
operate on the Roanoke County Police Department's network. The capabilities of the VPN
allow for expansion, and adding the Vinton Police Department will not impact the system.
The agreement has been reviewed by the County Attorney and is attached for reference.
FISCAL IMPACT:
There are no additional costs to Roanoke County.
STAFF RECOMMENDATION:
Staff recommends granting the Roanoke County Chief of Police authorization to execute
the agreement with the Town of Vinton Police Department.
Page 1 of 2
VOTE:
Supervisor Flora moved to approve the staff recommendation.
Motion Approved
Yes No Absent
Ms. Moore ~ 0 0
Mr. Church ~ 0 0
Mr. Flora ~ 0 0
Mr. McNamara ~ 0 0
Mr. Altizer ~ 0 0
cc: J. Ray Lavinder, Chief of Police
Page 2 of 2
Memorandum of Agreement
The Roanoke County Police Department has established a mobile Virtual Private
Network (VPN) to allow wireless based receiving and transmitting of Criminal Justice
Information known as VCIN and the utilization of mobile computer aided dispatch and
field reporting. Appropriate software and hardware has been purchased by the Police
Department and configured to provide a secure method of wireless computing and
communication.
Whereas, the necessary infrastructure has been created to support the County
Police Department and many other users.
Whereas, Vinton Police Department and Roanoke County Police Department
share common bonds.
Whereas, adding Vinton Police Department to the existing VPN is an efficient use
of resources.
The Roanoke County Police Department as owner of the VPN intends to allow
use of the VPN by Vinton Police Department for its secure method of sending and
receiving Police CAD, Field Reporting and VCIN data for 18 mobile devices.
The Vinton Police Department agrees to:
1. Maintain a County approved Windows operating system on its mobile
computers.
2. Maintain approved antivirus software and keep it updated by the week.
3. Maintain and activate a firewall.
4. Keep all software up to date.
5. Allow only police vehicle based mobile computer devices on the VPN.
6. Not use the VPN for email.
7. Allow the County Police and County IT to set VPN policy in the best
interest of the entire VPN.
8. Purchase the necessary software licenses and support agreement
through the County Police Department at a competitive rate. The
current cost of software licensing and 1 year of premium maintenance
for 18 mobile computers to access the VPN is $6187.50. Each year
requires a software maintenance fee to be paid. The Vinton Police
Department's fee will be based upon the number of licenses.
The Roanoke County Police agrees to:
1. Provide technical support as possible
2. Maintain appropriate server software and updates as needed.
3. Provide Analytics access to a designated person or persons of the
Vinton Police Department.
4. Cause or create a Vinton Police group within the NetMotion VPN.
Page 1 of 2
Memorandum of Agreement
This Agreement does not create any right to continue the agreement for either
the County or Town of Vinton. Either may terminate the agreement with a 60 day notice
to the Chief of Police. This agreement does not impact nor apply to any Information
Technology or Emergency Communication agreements. Any costs that are incurred to
provide VPN access to the Vinton Police Department beyond what is necessary to
provide a VPN for the County Police shall be borne by the Vinton Police Department.
Ag reed to th is
day of
, 2009.
James R. Lavinder
Chief of Police
Roanoke County
Ag reed to th is
day of
, 2009.
Herbert Cooley
Chief of Police
Town of Vinton
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 23,2009
RESOLUTION 062309-11 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.
On motion of Supervisor McNamara to adopt the resolution, and carried by the
following recorded vote:
AYES:
Supervisors Moore, Church, Flora, McNamara, Altizer
NA YS:
None
A COpy TESTE:
,I(.
Becky R. Mead
Clerk to the Board of Supervisors