Loading...
HomeMy WebLinkAbout6/8/2010 - RegularRoanoke County Board of Supervisors Agenda June 8, 2070 Good afternoon and welcome to our meeting for June 8, 2010. Regular meetings are held on the second and 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 Friday, June 11, 2010, at 7:00 p.m. and on Sunday June 13, 2010, at 4:00 p.m. Our meetings are now closed-captioned, so it is important for 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. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor Jeff EII Grace Covenant 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 D. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of guests visiting Roanoke County as part of the County's Sister City Exchange with Opole, Poland (Teresa Hamilton Hall, Director of Public Information} 2. Recognition of Alain Diehl, William Byrd High School, for receiving first place in the State Air Force Junior ROTC Knockout Drill Competition Page 1 of 4 E. NEW BUSINESS 1. Request to decline grant funds for a wetlands walking trail at the South County library site and to fund the trail with available bond proceeds (Diane D. Hyatt, Assistant County Administrator; Lon Williams, Landscape Architect) 2. Request to move forward with the design and construction of the Glenvar Library (Diane Hyatt, Assistant County Administrator; Diana Rosapepe, Director of Library Services) 3. Request for adoption of the Stormwater Management Project List for fiscal year 2010-2011 (Tarek Moneir, Deputy Director of Development Services) 4. Request to accept and appropriate funds in the amount of $20,000 for the South Peak Community Development Authority (Paul M. Mahoney, County Attorney) 5. Request for approval of a "Change in Use Incentive Grant Program" and re- appropriation of $25,000 from the Public Private Partnership account to a new account for this purpose (Doug Chittum, Director of Economic Development) 6. Request to approve a resolution granting a waiver 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" of the Roanoke County Code to Counts and Dobyns at the request of Branch Family LLC and Timberbrook Properties -Buck Mountain Road Improvement Project (Doug Chittum, Director of Economic Development) F. SECOND READING OF ORDINANCES 1. Ordinance authorizing conveyance of a 20' waterline easement to the Western Virginia Water Authority for a waterline across property owned by the Board of Supervisors at the North County Fire Station #1, Hollins Magisterial District (Joseph B. Obenshain, Senior Assistant County Attorney) G. APPOINTMENTS 1. Parks, Recreation and Tourism Advisory Commission (appointed by District) Page2of4 H. 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 AGENDAAND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes -February 23, 2010; March 2, 2010; March 9, 2010; March 11, 2010 and March 16, 2010 2. Request to accept and appropriate funds in the amount of $1,000 for the Saturday Substance Abuse Program to the Roanoke County Schools I. REQUESTS FOR WORK SESSIONS J. REQUESTS FOR PUBLIC HEARINGS K. CITIZENS' COMMENTS AND COMMUNICATIONS L. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of May 31, 2010 M. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Charlotte A. Moore 2. Michael W. Altizer 3. Richard C. Flora 4. Eddie "Ed" Elswick 5. Joseph B. "Butch" Church N. WORK SESSIONS 1. Work session on the Virginia Retirement System (VRS) (a) Changes for employees hired after July 1, 2010, and the local option for funding the employee contribution (Diane D. Hyatt, Assistant County Administrator) Page3of4 (b) Virginia Retirement System (VRS) Transitional Benefits Program 2. Work Session on amending the policy for the use of the Roanoke County Administration Board meeting room (Paul M. Mahoney, County Attorney) 3. Work session on health insurance reserves (Rebecca Owens, Director of Finance) 0. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711(A)(1): Personnel, namely discussion concerning appointments to the Total Action Against Poverty (TAP) Board of Directors and the Virginia Western Community College Advisory Board P. CERTIFICATION RESOLUTION Q. ADJOURNMENT Page 4 of 4 ACTION NO. ] r J ITEM Nc~. 111JJJ`~~~~JJJ rJ AT A REGUh~AR MEETING OAF THE SOARD OF SUPERVISORS OF RaANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June $, 2410 AGEN[~A ITEM: Recognition of ,guests visiting Raanoke County as part of the County's Sister City Exchange with Qpole, Poland SUBMITTEQ ~Y: Teresa Hamilton Hall Public Information Director APPRC3VED BY: B. Clayton Gaadman III County Administrator C~UIyT'~' A®MI'NI~TRATC~R'S C!~N~MENTS: The sister city relationship between Raanoke County and Opole, Poland began when the twaentered into a partnership on November ~4,19g4. The partnership began to createan exchange of cultural and social information for the enrichment of both communities. UVe are very pleased tv welcome two guests from Opole who will arrive in the United States an Friday, June 4, 2014, as part afthis partnership. Mr. Janusz Karpinski and Dr. Danata Kurpas will have an opportunity to visit the Roanoke Valley fvr a little mare than a week. Mr. Karpinski is Chief of International Affairs fvr the City of Opole and Dr. Kurpas is a medical doctor and teacher in Poland. Mr. Karpinski and Dr. Kurpas will meet with Chairman Church and members of the County's senior administration an Monday morning, June 7, 2414. The delegation will spend much of the remainder of the week visiting with other Roanoke County staff and touring several County facilities including Green Ridge Recreation Center. This time has been set aside to publicly welcome Mr. Karpinski and Dr. Kurpas to Roanoke County and to extend honorary citizenship to bath of them. Ms. Hall and Roanoke County's sister city liaison for the Opole, Poland exchange, Dr. Kristina Slawikowski, have helped to organize the delegation's visit. Soth will be in attendance at the Board meeting. ACTION NO. ITEM NO. ~-z AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER I~E'ETING DATE: AGENDA ITEM; SUBIVIITTED BY: A~PRQVED ~Y: June 8, Zv1 v Recognition of Alain Diehl, William Byrd High Schvvl, far receiving first place in the State Air Farce Junior ROTC Knackvuf Drill Cvmpetifian Deborah C. Jacks Deputy Clerk to the Beard of Supervisors B. Clayton Gvadman lil County Administrator CvUNTY ADN~INISTRATQR'S CO-NIMENTS: SUMMARY vF INFaRMATION: Alain Diehl, a sophomore at William Byrd High School has received first place in the State Air Force Junior Reserve Officer Training Corps ROTC} Knockout Drill Competition, beefing out over 115 other cadets from Z3 high schools. Cadet Diehi is the first state champion for ~knockaut in the history of the William Byrd High School Junior RvTC Program. Mr. Diehl and his family have been invited to attend the meeting. The School Beard members and Dr. Lorraine Lange, Schval Superintendent, have also been invited to efts nd . CERTIFICATE OF RECOGNITION AWARDED TO ALAIN DIEHL for winning First Place in the Individual Drill Knockout Competition - Alain Diehl, a sophomore at William Byrd High School, won the 2010 individual drill knockout competition at the Air Force Association sponsored Junior Reserve Officer Training Corps (ROTC) state drill meet. - Cadet Diehl's extensive knowledge of drill, combined with his ability to follow commands precisely, resulted in first place, beating out over 115 other cadets from 23 high schools. - Cadet Diehl is the first state champion for knockout in the history of the William Byrd High School Junior ROTC program. - The Board of Supervisors congratulates Alain Diehl upon his achievements and expresses its best wishes for success in his future endeavors at William Byrd High School. `I Presented this 8t" day of June 2010 -r ~~ J ~ se B. "Butch" Church, Chairman Eddie "Ed" Elswick, Vice Chairman f ~ r (/ 4 ~~~~ Michael W. Altizer ~f~..- .. ~.. Richard C. Flora Charlotte M. Moore ACTION N0. /I~ i~'n,r r ITEM N0. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2010 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to decline grant funds for a wetlands walking trail at the South County librarysite and tofund thetrailwith available bond proceeds Diane D. Hyatt Assistant County Administrator Lon Williams Landscape Architect B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'SOOMMENTS: SUMMARY OF INFORMATION: On August 12, 2008, the Board of Supervisorsaccepted and appropriated a land andwater conservation grant from the Virginia Department of Conservation and Recreation in the amount of $77,700 to help finance the construction of the Taylor tract park and trail system at the site of the new South County Library. This was to be used for a raised walking trail through the wetlands to connect the trails in Starkey Park to the south and Darrell Shell Park to the east of the Taylor tract and to offer an ed ucational opportunity about preserving wetlands. This grantwas going to be combined with $50,000 of park capital maintenance funds and $30,000 of in-kind services (for parks maintenance staff to build the trail}. Since that time, several issues have developed. 1. As partof the Merriman roundaboutdevelopment, weencountered a problemwith a previous grant from the same source that was used to develop the Darrell Shell Park. Due to restrictions that the grant placed on the property, we were in danger of not being allowed to use our own park property to improve the access to the roundabout. Because of this, before accepting grant money in the future we want to be very careful that we will still be able to use our own property as we choose. Page 1 of 2 2. Because of hiring freezes in the County, the parks maintenance staff is now smaller than it used to be so they do not have the staff available to build the trail in-house. We will have to have the trail built by outside labor. 3. When we bid similar raised wetland trails at Walrond Park, we found that the requirements associated with building in a wetlands made the costof the trails much higher than we anticipated. Due to these increased costs and the need for outside labor, the project estimate has increased from the $157,700 originally anticipated above to around $250,000. Because of issue number 1 above, we no longer want to use the grant money from the Virginia Department of Conservation and Recreation. We do not think it is worth losing control of our property for the relatively small amount of the grant. Since these funds need to be used by December 2010, it would be good to send a notice that we are declining these funds now, so that they can possibly be used by another locality. However, since the walking trail was spoken of as an integral part of the new South County library/park/wetland experience, we think the trail needs to be included as part of the library project. FISCAL IMPACT: Because of savings in the construction bids, fundsare available in the South County Library project site contingency that wecan usetofund thetrail. This is partofthe projectand an acceptable use of the bond funds. STAFF RECOMMENDATION: Staff recommends the following actions: 1. Decline the land and conservation grant in the amount of $77,700 from the Virginia Department of Conservation and Recreation 2. Allocate $250,000 from the South County library project site contingency to the wetland walking trail. Page2of2 ACTION N0. ITEM NO. ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2010 AGENDA ITEM: Request to Move Forward with the Design and Construction of the Glenvar Library SUBMITTED BY: Diana Rosapepe Library Director Diane Hyatt Assistant County Administrator APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In 2007, the County began making plans to renovate or replace the Glenvar Library. This is currently the top ranked project in the County Capital Improvements Program (CIP}. Through previous research, it has been determined that the best course~of action is to build a new library on the site, then demolish the existing structure. The current structure is 5,400 square feet. The new building will be around 15,000 square feet. Attachment A describes the current library and the proposed new library. Attachment B shows the historic timeline for this project. Staff began in earnest in 2007 working with the community and trying to set aside funding where possible for the project. However, when the economy took a drastic tum in the fall of 2008, it became difficult to direct additional funding to the project. In addition, the County was in the middle of constructing several major capital projects that had been approved before the economic downturn. ~IS~CAL l~P~-CT: It is estimated that the Glenvar library will cast around ~6 million. As shown on Attachment C, this project can be funded with cash, rather than incurring additional debtforthe County. The funds that are identified are all appropriate to use for non-recurring capital projects. The construction environment is still very favorable. We may be able to realize savings in construction in we proceed at this time.. STA~~ RECOMN~~NDATfoN: Staff is confident that Roanoke County can construct the Glenvar Library without depleting the County reserves or incurring any additional debt. The staff's recommended plan will allow the much needed Glenvar Library to be constructed now to meet community needs. if the Board approves the project to be moved forward, Roanoke County will advertise and.. hold the public hearing on June ~~, ~o~ U, and appropriate the funds at that time. ATTACHMENT A OVERVIEW OF GLENVAR LIBRARY Building size Opened Items circulated 08-09 Number of visitors 08-09 Program attendance 08-09 No. of computers WiFi available Computer lab Collection size 5,400 sf 1979 86, 375 65, 334 3, 046 9 Adult; 1 Child; 5 Staff Yes No 48,726 Items removed 08-09 due to lack of space -3,632 Current Conditions at Glenvar Library: • No renovations since 1979, except painting and recarpeting ten years ago • Worn furnishings & poor lighting • Limited shelving requires removal & disposal of over 3,000 items annually • Cramped and unappealing conditions discourage public use • No separate children's area (PC's for adults are in children's area) • No separate teen area • No quiet seating or browsing areas • NotADA compliant (shelves too close together; no turning radius; aisles obstructed; no handicapped accessible entrance) • Insufficient number of computers to meet demand; some are partially in doorways • No computer lab so no computer classes as at other branches • Meeting room is too small for some programs or civic uses • Inefficient work spaces CIP Proposal for Glenvar Library: • Estimated cost of $6,000,000 • Replaces existing building with a 15,000 sf (+/-) library on the same site • Extensive browsing space and readers' seating • Attractive display areas • Sufficient shelving for books, plus collection expansion • Attractive children's area • Separate teen area • Larger meeting room and a conference room • More computers and an instructional lab • Self-checkout stations • Functional workroom and office spaces • Secure server and technology support room • Space for archival storage • Drive-through book pickup and return lane • Larger parking lot with improved traffic flow • Sustainable elements; LEEDTM certification • Flexibility to allow for future growth and changes in services ATTACHMENT B Glenvar Library Project Timeline of Events Date Event Budget Amount September 10, 2007 First community meeting held at the Glenvar Library to begin discussion of needs September 11, 2007 Board appropriates $100,000 to begin the needs assessment for Glenvar October 9, 2007 Second meeting with the community at the Glenvar library to discuss needs February 11, 2008 The County received an unsolicited PPEA proposal to build a newGlenvarLibrary April 8, 2008 Work session with the Board to discuss the unsolicited PPEA proposal. The consensus of the Board was to hold off until the funding is available May 9, 2009 VDOT paid the County for an easement to widen Rt 460 in front of the Glenvar library, and the Board appropriated this money to the Glenvar Library account 2008-09 Budget The budget included $450,000 to start the Glenvar adoption Library project, which was ranked #1 on the CIP Late 2008 -early 2009 The financial world as we knew it changed dramatically May 12, 2009 The Board approved the second mid-year budget reduction. This one included the elimination of the $450,000 CIP funds for the Glenvar Library 2009-10 Budget Budget cutbacks did not allow us to include the adoption planned $450,000 for the Glenvar Library 2010-11 Budget Budget cutbacks did not allow us to include the adoption planned $450,000 for the Glenvar Library July, 2010 Board appropriated additional funds to the Glenvar Library project $100,000 74,509 450,000 (450,000) 450,000 (450,000) 450,000 (450,000) 25,000 Total current budget $199,509 ATTACHMENT C Glenvar Library Project Recommended Funding Sources as of June 8, 2010 Estimate for Glenvar Project Funding Sources (1) Currently appropriated 2008 Bonds Interest earnings South County Library Roundabout funding (2) Site Improvements Major Capital (3) Minor Capital Health insurance reserves $ 6,000,000 Recommended Available Use $ 199,509 $ 199,509 1,500,000 1,500,000 1,000,000 500,000 450,000 - 2,339,030 1,455,491 2,845,233 2,345,000 500,000 - $ 6,000,000 (1) We used $450,000 of money that had been appropriated to the project in a mid-year budget cutback in 2008-09. (2) Anticipates the approval of $250,000 wetland trail work in previous board item. (3) We expect year end expenditure savings will restore around $2 million to the account. ACTION N0. ITEM N0. C~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2010 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request for adoption of the Stormwater Management Project List for fiscal year 2010-2011 Tarek Moneir Deputy Director of Development Services B. Clayton Goodman III ~~~-- County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On May 11, 2010, staff presented at a work session with the Board of Supervisors an overview of the stormwater management program, a list of completed projects and a new list of projects for their consideration. Projects through P-327 were previously presented and approved by the Board of Supervisors. The status of these projects was discussed during the work session. Staff is now submitting projects P-328 through P-332 with maps and justifications for inclusion into the Stormwater Management Program for fiscal year 2010-2011. The new projects are prioritized according to adopted County policy and are shown in the attached Exhibit "A" Proposed Projects. Funding is available for projects remaining on the approved list up to project P-325. The request to fund the remaining projects will be presented during fiscal year 2011-2012. FISCAL I M PACT: No additional funding is being requested at this time. Page 1 of 2 ALTERNATIVES: 1. Approve the requested Stormwater Management Project Listforfiscal year2001-2011 2. Deny the request STAFF RECOMMENDATION: Staff recommends approval of these additional drainage projects for inclusion into the Stormwater Management Program for fiscal year 2010-2011. Page2of2 d i d d 0 `W` A/ W V ~ ~ 1 _ ~R `u ~L ~L `u 2 ° ~ Q Q ~ L ~ ~ ~ ~ 0 ~' Uc~c~U~ UU W N % ~ ~ ~ ~ ~ ~ U N ~ ~ ~ ~ ~ • ~ ~ ~ O ~ • ~ ~ ~ >0 N N .~ N > ~ ~ ~ ~ t~ 2 ~`~' O O O O O 00000 •~;. 0 0 0 0 0 0 0 0 0 0 • • 0 0 0 0 0 - ° O ~ 0 0 ~ • N~~c~~ {f} b~} {f} {f} 6F} _~ N .-. L n , nn'' W ~ W nL, n, `u W W L 3 a~~U~ ~~~~U c ~ o ~ ~ ~ ~ ~ ~ _ '^ L V J L ~ ~--i s n ' ~ 0 ~1rt! ~. • ~ ~ ~ ~ ~ +, N ~ ~ N ~ • '. ° , ~ to ~ L +~ - N ~ ~ ~ ~ ~ ~ ~ 0 ~ ~ ~ ~U~, ~-/ ~ J L ° • - L ~`~~~~ ~ ~ ~ ._ N ~ N ~ ~~ ~ 0 O U ~ 0 0 _ '~ L LL _~ 3 N ~ ~ ~ _ ~ C N ~ _ ~ ~ In I` 00 I~ ~NI~O~ I~ ~ I` f` O ~ t~ C'~ ~ 00 OOOO~N ° NNMMc~ (~ C'~ ('~ M (~ ~ ~ ~ ~ ~ ~ 00 a i 4 4 0 4 4 t~ ~0 i a ~~ • 1 r a sfiv v ~~C7 ~~ °~ .~ LO ~ ~ i `w~a N~~n~ ~ ~ h, fl i4. ~ *~ ~: ~~ ~~' ~ ~ ~ ~ ~~~ ~.. ro ~~~ .o ~ ~~ k 4d4~ Z c as a A ~, ~. ~ ~~~ o ~. ~ ~ c ~, ~' ''c o~~ E a~ o a~ a f~ ~ U ~. i ~ ~ 'A !~£~ jY f ~ Iii S ~` _~ ~~ • 1 ,\ ~~ k, _, ~ ~ ~1 ~t~. ~~~ 7. y~~.r'I.~ ~ _.. M~~f 6A~ ~ ~~`` ~. 1 ~~ ~ .~ rfj n .~ ~ ~~ '4 Fl~~y ~I2 f~M ~. /~ /"/~7 •+1 ' Iii • Y~ 'cif ~~ ~~ ;• ~' ~ ~ ~~ ~3 . ~ ~~~ C], a ., ~' ~, ~ ~ ~ ~ 1 • • • 1 ~'_ ~ ` a, .~ F ~: ~~~~ '' ~. ~,4 ,~ ,~ n ~, ~ , 5! s k ~ ~ .h d ~~ r~~ ;.a, ~ ~ zt ~r~~ 1 ~. ~~ ~~ ~ ~ - ~ ' ~ "mss ~~~~: ~~ ~~. ~ ~ ~ _. a =~ ~, -~ ~ , e ~~ ~ *~'e' _ ~.y -. ... ~ ` ' M , `,~'e=. « T • ;~•, _ , ~,, ~~~ ~' ~~ 'D4 ~~ ~ t ~~ rF: ~~ # ~, , ~ ~ ~k ~ ~ ~~ ;e ~..',~ r ~',~ y ~ id _,+'~: ~, irk e r ~ ~ ^ ' ~ 4l 4 ~ ~-- ~ 7: ~ ~ r ' I a P y. it _ - - ~ j a u ~~ d 11 ~ /e ~- e~ ~ 1e 1 _ ~~ ~- T . ~ ~ ~ yR+~~_.a y. _ ~T 'f ^ ' #b ~ li ~'~Y 1~ ~ ' ya~yy~7 ~~', a ~~ +e~*~~~ - ' • F ;e~' 0 . ~ ~ ~~• ', ~ ~- -~ ~' ~ ~ ~ ~ y " ~ ~' ^ w ~- ~ ; ~F~ ~ i~ ; ,a ~ .e'~~I ~~ ~ ~. i~ ~~ ~ ~ i~ r A~: ~e \ .+ AIM ~ • • ,M d ~n x r ~j ~~~ ,. ~~ i'. i °. ~- , +r f ;'" ~ ~~~ ~~ - ~, ? ~~ ~~~ 7' .~I { , - ~f ~ ' '~1 JF ,P ^M _ ~~ ' .~ x }~~ ~~ v ^~~, i ~~ ~ ~' YY ~ ~ Iy~~~1~ ~' ~~ R^ I ~~~ A '~ ~~~ ,~ '+4 ~" ice'! v Y ~ ~' ~ ~~`` W~ tr. r ~ ~~ ~~ ,. s °~: ~ ' ~ ~' e~ 5 a hh .'f ~ Y~ y ;,~. rf~~ u ~- , ~- j ~_y~w `~ 7. C Rt ~~ ~ "~~ ~' ~~~ '~' ~ ~ ~ ~ ~ ~ ~ C3 ~~~ ~~~ ~'~~~ ~~ ~ ~~ ,~ ~ , c~~~ a~ ~, ~~ ~~ ~ ~~~ .A ~~ •• t.~ ACTION NO. ITEM NO. ~ ~~ ~Y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June S, 201 ~ AGENDA ITEM: Request to accept and appropriate funds in the amount of $20,000 for the South Peak Community Development Authority SUBMITTED BY~ Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY of INFORMATION: SmithlPackett LLC has deposited with Roanoke County X20,000 to reimburse the County for its costs and expenses in the creation of a Community Development Authority for the South Peak Slate Hilly project. To date the County has incurred $7,150 in legal fees for Bonnie M. France, Esq. of McGuire Woods LLP. Staff is requesting the Board of Supervisors appropriate the Burn of $20,000 in order tv use these funds to pay outside counsel fee invoices and to reimburse the County for the costs of staff time of the County Administrator, County Attorney and Assistant County Administrators involved in this project. County staff is r~aintaining time records far this reimbursement but no request for reimbursement for CoontY staff is being made at this time. FISCAL IMPACT; Appropriation of $20,000 currently being held in escrow with the Treasurer ~~Account 1 ~ 41- 141059} STAFF RECOMMENDATION: It is recommended that the Board appropriate these funds so that invoices can be paid and reimbursements made for County staff time incurred in the South Peak Community Development Authority project. ACTIGN N0. ITEM N~. ~ AT A REGULAR MEETING aF THE SGARa CAF SUPERVISGRS CAF ROANOKE COUNTY, VIRGINIA HELD AT THE RGAN~KE COUNTY AC~MINISTRATIGN CENTER ~IE~ETI~lG DATE: June ~, 2010 AGENDA ITEM: Request for approval of a "Change in Use Incentive Grant Program" and re-appropriation of $25,000 from the Public Private Partnership account to a new account for this purpose SLt~MITTED BY: APPROVED BY: Doug Chittum director of Economic ©evelopment B. Clayton Goodman III County Administrator +CGI~I~TY AD~IINIS~TRATGR'S C~}I~I1l7ENT~: UI~I~ARY GF INF~RMATI~N: As you are aware, increased regulatory requirements and procedures have made the process of converting a single family residence into a commercially used structure increasingly more expensive and challenging to accomplish. Many of these requirements are a result of changes to the uniform building code that we, along with most localities enforce. While this situation only occurs roughly five or six times a year in the County and Town of Vinton, staff appreciates the concerns that have been expressed to us on numerous occasions by property owners and small businesses who are attempting to make such a conversion. These property owners and entrepreneurs are creating newjobs and tax base and are taking a calculated risk when they invest private dollars into these properties. Recognizing that there is currently no local program to assist individuals when they confront these issues, staff has attempted to design a simple, affordable and effective tool to not only financially assist them, but to also encourage more of this building conversion activity which is beneficial tv us all. Attached for your review and approval is a draft guideline of a program being proposed that would provide financial assistance to property owners after they successfully complete a residential to business conversion. To summarize, the program would offers grantequal to 30 percent of eligible "change in use'° renovation costs with a minimum investment of 10,000 in total facility upgrades. The maximum grant allowable would be $5000 and Page 1 of 2 would be tied to the establishment of a business at the property. This may seem like a small amount, but to the small business/property owners who attempt these conversions, this amountcould make the difference in whethera proposed project isfinanciallyfeasible. The Town of Vinton has expressed great interest in partnering with us on this initiative, much like we do with the matching grant facade improvement program. All areas and Magisterial Districts of the County, as well as the Town will benefit from this program should it be approved. There are only about 5 or 6 of these conversions a year so minimal funding will be needed to launch this new initiative and Vinton has agreed to financially participate on a 50/50 basis with the County on the grants that apply to properties physically located in the Town. Economic Development has identified funding from our existing Public Private Partnership account for projects located in the County. Mr. Mahoney has advised us that the Roanoke County Economic Development Authority (EDA) must administer this proposed grant program, just as they currently administerthe Commercial Facade Matching Grant Program. At their May 19, 2010, meeting staff briefed the EDA on this proposal and they unanimously approved a request by staff to administer the program if the Board of Supervisors so desire. The EDA further stated that they feel these types of initiatives are badly needed, especially in consideration of the challenges small business and investors have to contend with when they attempt to finance a commercial development project as a result of a tightened lending environment. In closing, staff believes the program will be easy to manage with a minimal amount of "red tape". The increased tax revenue as a result of these structures being converted to business should pay forthe average grant in one ortwo years. Staff further believes that this is not only a wise investment but perhaps just as important, it serves as an expression of good will and commitment by local government to those small businesses that are looking for some assistance, and many times just aren't able to access larger scale economic development initiatives. ALTERNATIVES: 1. Approve the establishmentof a "Change in Use Incentive Grant" based on the attached guidelines, and re-appropriate $25,000 from the Public Private Partnership account to a new account for this purpose. 2. Do not approve the grant program. RECOMMENDATION: Staff recommends Alternative 1. Page2of2 Change in Use Incentive Grant Program Guidelines (Existing Single Family Structures to Commercial Structures) Purpose/Scope • To offset increased costs related to a change in use of an existing residential structure from residential to commercial; to be applied in all areas of Roanoke County and the Town of Vinton that are zoned for commercial activity. To encourage facility improvements throughout the County and the Town of Vinton that will enhance property values and increase revenues from real estate, business personal property and business license taxes generated by the improvements and/or change in use of the property. To facilitate and encourage new business growth and expansions within the Town and County. Program Requirements • The Roanoke Economic Development Authority (EDA) will administer the program for both the County and the Town. A minimum investment of $10,000 in existing facility upgrades and/or renovations, including engineering costs and building permit fees associated with the project. Documentation of the "Total Renovation Cost" must be provided to county/town staff. "Eligible Reimbursable Expenditures" are those items that have been required by the county/town through Zoning and Building Code requirements that apply specifically to meeting commercial use standards. Examples are: Structural Compliance, Fire Flow Compliance, Handicap Accessibility, Parking Requirements, Landscaping, Off Site Roadway Improvements and any and all other costs determined by staff to be necessary to meet commercial use standards. Documentation of items eligible for reimbursement to the grantee shall be provided to county/town staff, along with verification of the change in use of the property from residential to commercial. The grant request must be tied to the establishment of a business at the property, and will only be approved at such time that a business occupies the building with the appropriate Business License (BPOL). If no business has located at the property within the one year eligibility period, grants will be awarded at the discretion of the EDA, and will be based on the applicant documenting their good faith efforts to locate a business on the property, thus honoring the intent of the Grant. An incentive grant of the "Eligible Reimbursable Expenditures" equal to 30% of "Total Renovation Costs" will be awarded to projects with a minimum investment of $10,000 in facility upgrades. The maximum grant allowable is $5,000. Grant requests must be submitted in writing to the Town of Vinton or the Roanoke County Office of Economic Development within one year from the date the improvements are completed and a final certificate of occupancy is issued. Requests submitted after that time will be denied. • Grants are made available on a one-time basis to any specific property/address. ACTIGN NG. ~~ ITEM N0. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPRGVED BY; June 8, 2010 Request to approve a resolution granting a waiver under Section 13-23 of the Roanoke County Code to the provisions of the County's noise ordinance - Article I I. "Noise" of Chapter 13. "Gffenses-Miscellaneous" of the Roanoke CountyCodeto Counts and Dobyns at the request of Branch Family LLC and Timberbrook Properties -Buck Mountain Road Improvement Project Doug Chittum Director of Economic Development B. Clayton Goodman III ~~ County Administrator CGUNTY ADMINISTRATGR'S CaMMENTS: SUMMARY OF INFORMATION: Roanoke County received a request from Branch Family LLC and Timberbrook Properties requesting a waiver of the county noise ordinance under Section 13-23 "Undue hardship waiver," from June 12, 2010, through August 1l, 2010 letter attached.} This waiver is requested due to the Virginia Department of Transportation's ~VDGT} request that certain road construction within or affecting the public right-of-way be incorporated into the road work currently being constructed by Walmart. Tasks that have currently been identified as those that will be performed at night include but are not limited to: 1. Storm drain piping and structures including road crossing 2. Vllater line relocation 3. Curb and gutter, and concrete medians that tie to US 220 from Buck Mountain Road 4. All road widening, profiling and paving 5. Pavement marking Page 1 of 2 Earlier this year the Board of Supervisors granted Walmarts' contractor Counts and Dobyns, Inc.) a similar request and the items that were approved for night time work were the same items listed above. That waiver is valid from March 15, 2010, through July 25, 2010. Counts and Dobyns will also be performing the work on Buck Mountain Road; therefore, the granting of this waiver will allow for all of the work to be coordinated in an efficient manner, resulting in less imposition on our citizens and the travelling public. This request is being made with the intent that the work identified above be done in as safe a manner as possible. Staff believes the applicants' letter accurately reflects the benefits to be realized from granting the waiver. There will be lower traffic volumes in the evenings resulting in safer working conditions for the workers and minimal disruption to the public. Another major factor is the avoidance of disruption to the opening of Roanoke County Schools (Clearbrook Elementary) and nearby Faith Christian School. The waiver will also allow for the new traffic patterns from the Walmart development and this project to be open to the public simultaneously. It should also be noted that the waiver will not be utilized on an everyday basis; rather it will be used when necessary and prudent to do so. FISCAL IMPACT: There will be no fiscal impact to Roanoke County. ALTERNATIVES: 1. Board of Supervisors adopt the attached resolution granting a waiver of the County noise ordinance underSection 13-23 allowing forcertain road work related to the Buck Mountain Road development during the time period from June 12, 2010, to August 17, 2010, to be performed at night. 2. Board of Supervisors does not adopt the attached resolution granting a waiver of the county noise ordinance allowing for certain road work related to the Buck Mountain Road improvement project. STAFF RECOMMENDATION: Staff recommends Alternative One. Page2of2 TIMBERBROOK PROPERTIES II, LLC P.O. BOX 20287 ROANOKE, VA 24018 (540) 989-7060 FAX (540) 989-7062 June 1, 2010 To: Roanoke County Board of Supervisors From: Branch Family LLC and Timberbrook Properties Reference: Request for Noise ordinance Waiver Members of the Board: Branch Family LLC and Timberbrook Properties request a waiver from the Noise Ordinance of Roanoke County underSection 13-23 "undue hardship waiver" so as to be able to complete certain required improvements to Buck Mountain Road during the evening hours from June 12, 2010 thru August 17, 2010. This request is being made in the interest of the public's health, safety and welfare. of primary concern is to ensure completion of the work prior to the opening of Roanoke County schools, Faith Christian School, and Wal-Mart in Clearbrook. The Buck Mountain Road improvements that are required include the installation of drainage pipes and related road crossings, relocation of a wafer pipe, installation of curb, gutters and concrete medians, road widening, and pavement marking. The above work will be incorporated into and completed with the work presently being performed on Rt 220 and Buck Mountain Road by Wal-Mart. As such, so that this work can be done in as safe a manner as possible, performing a part of this work in the evening hours during lower traffic volumes will result in safer working conditions for the workman as well as forthe traveling public. In addition, by performing a portion of the work in the evening hours, the time period of disruption to the public will be minimized, thus improving the public's health, safety, and welfare as compared to if this work was stretched out over a longer period of time due work being limited today light hours only. Once the schools go back in session at the end of August early September, the traffic volume increases significantly during the morning and mid afternoon periods. Failure to complete the work prior to the opening of the school year may create conflicts to the traveling public within this area of Rt 220 and Buck Mountain Road. Another advantage to the public of incorporating the Buck Mountain Roadwork with the Wal-Mart work is that there will only be a single disruption of the traffic patterns as compared to two if this work were to be done after the completion of the Wal-Mart work. Thus the public will not have multiple disr~~ptions. Both Roanoke County Engineering Department and VDT have strongly encouraged that this additional Buck Mountain Road work be incorporated into the Wal-Mart work, and as such, Branch Family LLC and Timberbrook Properties would like to accommodate that request. Respected Submitted, Michael M. Branch Branch FamiI~LC Ste Str s ~- Tim erbrook Prob ies ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 8, 2010 RESOLUTION GRANTING A WAIVER 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" OF THE ROANOKE COUNTY CODE TO COUNTS AND DOBYNS AT THE REQUEST OF BRANCH FAMILY LLC AND TIMBERBROOK PROPERTIES -BUCK MOUNTAIN ROAD IMPROVEMENT PROJECT WHEREAS, Branch Family LLC and Timberbrook Properties have requested a waiver of the County's noise ordinance as contemplated under Sec. 13-23. "Undue hardship waiver" be given to Counts and Dobyns, the contractors for the Buck Mountain Road improvement project, to permit the road construction to be performed at night to take advantage of lower traffic volumes beginning on June 12, 2010, and ending August 17, 2010; and WHEREAS, Section 13-23 of the Roanoke County Code establishes certain standards forthe Board of Supervisors to grantwaivers from the provision of the Roanoke County Noise Ordinance-Article II. "Noise" of Chapter 13. "Offenses-Miscellaneous"to avoid undue hardship upon consideration of certain factors set forth in subsection (b) of Sec. 13-23 and after making certain alternative findings. BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia, as follows: 1. In making its determination as to whether to grant the requested waiver to Counts and Dobyns from the County's noise ordinance, the Board of Supervisors has considered the following factors: a. The time of day the noise will occur and the duration of the noise: Page 1 of 4 Beginning at approximately 10:00 p.m. on June 12, 2010, and ending 7:00 a.m. on August 17, 2010. b. Whether the noise is intermittent or continuous: The noise produced during the process of performing road construction is done in order to take advantage of lower traffic volumes, minimizing impacts on the public, while maximizing safety to the public and construction workers. Tasks currently identified as those that will be performed at night include but are not limited to: storm drain piping and structures including road crossing; waterline relocation; curb and gutter and concrete medians that tie to US 220 from Buck Mountain Road; all road widening, profiling and paving and pavement marking. The noise waiver will not be utilized on a daily basis; rather it will be used when necessary and prudent to do so. c. The extensiveness of the noise: May be extensive attimes depending upon the nature of the work. d. The technical and economic feasibility of bringing the noise into conformance with the noise ordinance: This work should be completed at night in orderto minimize impacts on the traveling public, while maximizing safety to the public and construction workers. e. Other matters related to the impact of the noise on the health, safety and welfare of the community and the degree of hardship resulting from enforcement of the ordinance: Work is being done at this time to avoid disruption to the opening of Roanoke County Schools (Clearbrook Elementary) and nearby Faith Christian School. Page2of4 f. The extent to which the noise is necessary and incidental to the commercial and industrial use generating the sound: The noise to be generated by this road work is necessary and incidental to fulfilling the conditions of the special use permitapproved by the Board of Supervisors for the Clearbrookvvalmartdevelopmentandwill allowthe BuckMountainRoad improvement project to open to the public simultaneously to the new traffic patterns from the Walmart development. 2. The Board of Supervisors makes the following finding: Compliance with the provisions of the County's noise ordinance concerning the specific act of noise disturbance by operation of equipment for road construction under subsection (1) of Sec.13-21. "Specific acts as noise disturbance" or under the provision of Sec. 13- 20. "General prohibition" would produce serious economic hardship for Branch Family LLC, Timberbrook Properties and Counts and Dobynswithout producing any substantial benefit to the public, further it would result in greater impacts on the public using U.S. Route 220, increase safety hazards both for the public and the construction workers, and be contraryto the directives of theVirginia Department of Transportation. 3. That the provisions of Sec.13-21. "Specific acts as noise" subsection (1) and Sec. 13-20. "General prohibition" of Article II. "Noise" of Chapter 13. "Offenses - Miscellaneous" be WAIVED for a period from June 12, 2010 until August 17, 2010. 4. This Waiver is granted specificallyto Counts and Dobyns, their officers, employees and agentsforroad constructionworkand related activitieson BuckMountainRoad at Route 220 atthe ClearbrookWalMartdevelopment inRoanoke County, Virginia. Page3of4 5. Thatthis Waivermay only be extended upon written application and approval bythe Board of Supervisors. 6. That this Resolution shall be in full force and effect from its passage. Page 4 of 4 ACTION N0. ITEM N0. ~ ~" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2010 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Ordinance authorizing conveyance of a 20' waterline easement to the Western Virginia Water Authority for a waterline across property owned by the Board of Supervisors at the North County Fire Station #1, Hollins Magisterial District Joseph B. Obenshain Senior Assistant County Attorney B. Clayton Goodman, III .. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second reading of an ordinance that dedicates a waterline easement through the North County Fire Station #1 property in order for the Western Virginia Water Authority (V~JWUA) to provide the water service required for the North County Fire Station #1 on Hershberger Road in the Hollins Magisterial District. A plat prepared by Lumsden Associates, P.C. showing the location of this easement on the North County Fire Station property, designated "Plat showing new20' waterline easement to be granted to the Western Virginia Water Authority and new permanent drainage & stormwater management reserve areas being created through the property of the Roanoke County Board of Supervisors, Tax #038.16-01-07.00, Roanoke County, Virginia," dated May 11, 2010, is attached. FISCAL IMPACT: No fiscal impact to Roanoke County is anticipated. Page 1 of 2 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 Western Virginia Water Authority (WVWA). 2. Decline to adopt the proposed ordinance. STAFF RECOMMENDATION: County staff recommends that the Board of Supervisors adopt the proposed ordinance as provided in Alternative 1. Page 2 of 2 wo~~a~aswm~nn-rv ~niw-~ ewez wNi~a~n'~o~ dIHI'~I~11~ ",~I01~0~ ~oo~ -.~ ~31YOS a st~zu core xv~ ~oz xoe •oa S~~'Id~IO~~Z~IIS S~I~~II'~l~II ~'~ ~ oN ~,wa~ ~~~1~ ~ ~~NOHd ~ `3NV3A/ N01316WVV~18 ~~- •~'d `S~,L~I~i I~~QSY1il1'I oGOZ ~ G G ~Ew ~31V4 w ~~~~~ W ~y QyOy NplldlNVld ~ ~ ~ !~ ~ ~ ~' ~ ~ ~ •,q w a ~ ' ~ o ~~ ~ ~ ~~ ~ c a z Cw7 W q e o~ z ~~ ~ I ~~ ~ ~ ~ ~~ ~ ~~ ~ ~ ~~ ~ ~ ~~ ~ ~ ~ ~~ o~ z''.~ ~ ~~ TWO a ~~ wo~~ ~,~~ o°~o~ o H ~ ~ ~~ ti ti~~ ~~~~ ~ ~~~W~~~o~ ~ ~~ ~ ~ ~ q ~ ~~~ ~ ~zq = wQ~~Z~~W~~~~~~ & ~~ ~, ~ ~ ~~~ QW~~h~~~~~ZW~~~~ oWZ ~ '`~ ~h~W~ W~ ~, ~ ~~ ~ ~ ~~ m ~~ ~ ~~~ a~~mWW °Wm ~w ~~ ~ ~~~~ ~~t~ ~ oo ~ W~ ~ ~ ~ ti ~ 0 0 ~ ~~ q ~~ A~ ~ N ~ O ~ ~. F, . ~ ~~ _~~~~ ~ ~~ A 3NDZ HIDDS O~' ~ ~ ~ ~ - ~ 3Nb'7d 31 N15 b'INI9N1/1 • ~ ,' ~6 NVIQlN3W ~ •' ~.- ~tNIA ~~~ f ~ ' ~ ~ ~ti4 a ~ ~0 ~ ~ O w ~ 7ya ~~ x a °a ~ ~ ~, x ~ ~°~m ~' ~ z I~ ~ s a~ h ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ $q ~ ~s / f 1 ~ + ~ ~ ~~0 H ~ ~~ 4~ w ~ ~~ ~ ~ 1 ~ 1 ~~ ~~~ .:~ ~ ~~ ~ ~~ ~ ~J ~ ~~ ~ ~ 1 ~~ ~ ,6~'FFF' ~ „S~L~bD S ~ a ~~~ o ~ ~ ~~ ~ / ~g ~ ~ o ~ ~ / I 4 ' [} w w `` ~ ~ z ~~~ wiw ~ ~ ~~ ~~ ~~ ~ ~ t a o .. G ~ ~ ~~ w ~ ~~ ~~ ~ / ! i ~ s ~ ~~ ~~° ~ o~ ~~~ ~ ~ ~ ~ ~ ~ ~~ ~ i o ~ ; ~ ~ ~ ~; s ~ ~ ~ ~ ~ ~ ~~ N [!1 A I w ~• W~ U I U a ~ I~ ~~ i ~~~ ~ U> ~ 1d ~ ~~ ~ ~ ~' 1 0 0 ~~a.~ ~~ ~ l .w / z.:~a ~ , ~l. Q~ ~ I ~ 11 ~° W C0 a~ ~ ! ~ ~ ~'1' ~ 4 ~ ~ ~a Q~ ~ ~ ~~ ~~ ~ ~ ~~ ~~ . ~ ~ ~ I~ ~ I c5 ~ W ~ ~ ~ m W 3WW33 ~ ar' 33 ~ ~~ a ~' ti ~ I ti ~~~ _~ ~a ~~ z ~ :~ p~ N ~~ ~ W ~ ~ ~ xQ~ ~ ~\ ',E m~ r ^D~ q n ~a ~~ ~~ ~ I ~ Q~ ~ ~~ ~4~~ ~ ~ ~~ ~~~ ~ ~ ~~~ ~ ~ ~1 ~~ \ ~~ ~ W ~ `~ ..i ~~~ ~ ~~ ~ ~~~~~ ~ 1 m o~ "-~ ~O` ~ ~ -.~ ~ \ • ~ • ~ •'1 4 S 4 ~ V I~ R r~ ~N ~ ~1~ ~ 3 ~ 3 , 4x ~ 3 3 ~ 3 3 R 3 ~ 3 ~ ~ ~ ~ W ~ W ~ ~Q~ ~ w ~! qq ~1' w~ $ q~q f0 f/I ~ ~ y g ~ ~1 T ~ Z ~ U1 ~ ~ V1 ~ ~ Vf ~i ~ Vf ~ ~ Z ~ I~ t e Q ~ ~ ~ ~ 'T` ~ ~ ~ ~ w ~ w 4 w N ~ ~ `. e a O Q b Q 4 ~ i ~~~'~ "~~ .. Q~; 333W W3 ~~~ ~~ ~ v C '~ •' 2 t Z z ~ y M~C~~O^~ R ~~~oos~4• ~ N~~~~~ 4 ~~ ~~. ` ~ ~~ ~~ 4 ~~ ~ ~ ~ ~z~ ~ ~ ~ ~• ~ J ~~~~c ~ ~ ~ a~, ~~o~~~~~ ~ ~ ~~ m ~ ~ °°~~~~~~ ~ o ~ ~ ~. ~ m W ~ •. ~ ~ ,o~~~~ oZ Q~[~'Ix~O - ~ t 4r 3 W I~ ~ is lld'L~no~tel-LOseDOZ10 0~P'~Ose00Z~0~~ns\OOZLO\LDOZ~sEu~MB~p~~M ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JUNE 8, 2010 ORDINANCE AUTHORIZING CONVEYANCE OF A 20' WATERLINE EASEMENT TO THE WESTERN VIRGINIA WATER AUTHORITY FOR A WATERLINE ACROSS PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE NORTH COUNTY FIRE STATION #1, HOLLINS MAGISTERIAL DISTRICT WHEREAS, Roanoke County has constructed a new North County Fire Station Building located on Hershberger Road; and WHEREAS, the Western Virginia Water Authority (WVWA) requires aright-of-way and easement fora waterline on the County's property to provide water service to the site as shown on the plat entitled "Plat showing new 20' waterline easement to be granted to the Western Virginia Water Authority and new permanent drainage & stormwater management reserve areas being created through the property of the Roanoke County Board of Supervisors, Tax #038.16-01-07.00, Roanoke County, Virginia", prepared by Lumsden Associates PC, dated May 11, 2010; 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, theacquisitionand disposition of real estatecan beauthorized only byordinance. Afirst reading of this ordinance was held on May 25, 2010, and a second reading was held on June 8, 2010. 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 forother public uses by conveyance to WVWAforthe provision of water service in connection with the North County Fire Station #1. 3. That donation to WVWAof an easement and right-of-way fora waterline and related improvements, within the easementarea designated on the above-mentioned map, on the County's property (Tax Map No. 038.16-01-07.00) to provide water service to the Page 1 of 2 North County Fire Station #1 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. Page2of2 ACTION NO, ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANO~E COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM SUBMITTED BY: APPROVED BY: June 8, ~0~ ~ Appaintrr~ents to carnmifitees, carn~rnissians and boards Becky R. Meador Clerk to the Board B. Clayton Goodman III ~, County Administrator C~DUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Parks, Recreation and Tourism Advisory Commission appointed by Districty The three-year ter~nl of Tint K. Guilliarr~s, representing the Vinton Magisterial District, will expire an June 0, 2v~ v. Pagel vf1 H ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 8, 2010 RESOLUTION APPROVINGAND 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 8, 2010, 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 2 inclusive, as follows: 1. Approval of minutes -February 23, 2010; March 2, 2010; March 9, 2010; March 11, 2010 and March 16, 2010 2. Request to accept and appropriate funds in the amount of $1,000 for the Saturday Substance Abuse Program to the Roanoke County Schools ACTION N0. ITEM NO. ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2010 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to accept and appropriate funds in the amount of $1,000 for the Saturday Substance Abuse Program to the Roanoke County Schools Brenda Chastain Clerk to the Roanoke County School Board B. Clayton Goodman III ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Schools Education Foundation allotted $1,000 to Roanoke County Schoolsto help supportthe Saturday Substance Abuse Program. The program began in 2002, has had wide-ranging influence and education for students and parents alike. The Saturday SubstanceAbuse Program is a collaborative effortamong law enforcement personnel and Roanoke County Public Schools' Student Assistance Program. The program is for students who violate the Roanoke County Public Schools' substance use policy and/or the Code of Virginia and are referred by law enforcement or court services. Youth and their parents attend eight hours of substance abuse education expanding over two Saturday mornings. This program is designed to utilize existing services, enhance collaboration and offer an effective program with little funding. FISCAL IMPACT: The Saturday Substance Abuse Program budget will be increased by $1,000. STAFF RECOMMENDATION: Appropriation of funds in the amount of $1,000 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Priorreport balance Addition of 2008-2009 operations Audited balance at J~~ ~ ne 30, 2009 Amount 11,498,808 1,565,814 19,059,122 L-1 % of General Fund Revenue 9.65°l0 Balance at June 8, 2010 $ ....19,059,122 10.21 % ** Note: Gn C~ecember 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally overseveral years. * 2008-09 a range of 9.0°/or10.U°I° of General Fund Revenues 2008-2009 General Fund Revenues $181,259,899 9.0% of General Fund Revenues $16,313,391 10.0°I° of General Fund Revenues $18,125,990 ~* 2009-10 a range of 9.5%°-10.5°/° of General Fund Revenues 2009-10 General Fund Revenues X186,156,550 9.5% of General Fund Revenues $11,141,812 10.5% of General Fund Revenues $19,609,438 The Unappropriated Fund Balance of the County is currently maintained at 10,21 %° which is within the range of our goal for 2009-10. The County's goal pis to increase the balance over time to 11.0°/°. Submitted By Rebecca E. C~wens Directorof Finance Approved By B. Clayton Goodman I i I County Administrator L-2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projecfs not in fhe CIP, architectural/engineering services, and ofherone-time expenditures.) Amount Audited balance at June 30, 2009 $1,932,871.20 Addition of 2008-2009 operations $1,138,786.00 July 14, 2009 Appropriate funds to compensate the City of Roanoke for the fair value (195,204.00) of the firing range and driving range March 9, 2010 Appropriate funds for the purchase of electronic pollbooks (31,220.00) Balance at June 8, 2010 $2,845,233.20 Mayor County Capital Reserve (Projecfs in fhe CIP, debt payments fo expedite projects identified in CIP, and land purchase opportunities. Unaudited balance at June 30, 2009 $2,339,030.00 Balance at June 8, 2010 Submitted By Rebecca E. Owens Director of Finance $2,339,030.00 Approved By 6. Clayton Goodman III County Administrator ~-- L-3 RESERVE FUR BUARQ CUNTINUENCY CUU~TY U~ RUANUKE, VIRGINIA Amount Fr~arn 2009-2010 {original Budget $100,v~OV,vv May 20, 2009 Appropriation of funds for the lease of property for the temporary ~15,+6vv.00} Iocation of the Mt~ Pleasant Library June 9, 2vv9 Appropriation far Legislative Liaison ~24,OOv.00} August 25, 2009 Appropriation for Interstate-81 Corridor Coalition X1,000.00} December 1 ~, 2vv9 Appropriation for assessment of Appalachian Power Co ~ ~ pony negotiations ~3,094.v0~ January 12, 2010 Appropriation to 1lvlliam Byrd High School drama. Club ~2,500~00~ April 13, 2010 Appropriation to upgrade the Board Roam microphone system X12,515.35} Balance at June S, 2010 ~ 41,230.05 Submitted By Rebecca E, Qwens Director of Finance Approved By B. Clayton Goodman III County Administrator ~~ ACTION NO. ITEM NUMBER L-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANO'K~E COUNTY ADMINISTRATION CENTER. MEETING DATE: June 8, 2010, AGENDA ITEMS: Statement of the Treasurer's Accountak~ility per Investment and Partfalia Policy, as of May 31, 2010. SUMMARY OF INFORMATION: CASH INVESTMENT: SUNTRUST CON 34,590,040,57 34,fi90,040.57 GOVERNMENT: SMITH BARNEY CONTRA ~7fifi,008.14~ SMITH BARNEY 49,023,98fi.87 SU~NTR'UST SECURITIES 0.00 SUNTRUST SECURITIES CONTRA 0.00 WELLS FARGO 7,000,000.00 WELLS FARGG CONTRA 3,431.00 55,2fi1,409.73 LOCAL GOVT INVESTMENT POOL: GENERAL OPERATION 20,062,941.75 20,Ofi2,947.75 MONEY MARKET: BRANCH BANKING & TRUST 1,074,35fi.77 MORGAN STANLEY -JAIL 1,099,92fi.59 SMITH BARNEY 15,871,fi03.27 STELLAR ONE 1,033,944.32 SUNTRUST SECURITIES 2,004,423.02 WACHOV'IA 0.00 WELLS FARGO 5, 003, 819.39 2fi, 088, 073, 3fi TOTAL 13fi,002,471.41 Ofi102I10 ACTION N0. ITEM NO. ~+ I ` ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: June 8, 2010 Work session on the Virginia Retirement System (VRS) changes for employees hired after July 1, 2010, and the local option for funding the employee contribution Diane D. Hyatt Assistant County Administrator B. Clayton Goodman III ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In an effort to limit the increasing cost of VRS retirement contributions, the 2010 General Assembly made major changes to the retirement benefits for employees hired after July 1, 2010. These employees will be participants in VRS Plan 2. A comparison of the retirement benefits for the original VRS plan and Plan 2 are shown on Attachment A. The General Assembly also gave local governments the following options related to the member contribution for the employees hired after July 1, 2010: 1. Your employees pay the 5 percent member contribution. 2. You elect to pick up between 1 and 5 percent of the member contribution with the balance paid by your employee. 3. You elect to pick up the full 5 percent member contribution on asix-year, phase-in schedule. The legislation does NOT allowyou to pass along the paymentof the membercontribution that a locality is currently paying for employees that were already hired prior to July 1, 2010. Page 1 of 2 The locality must file a form with VRS indicating their chosen method of paying employee contributions for those hired after July 1, 2010. If the Board wishes to pay any portion of the 5 percent employee contribution, they will need to adopt a resolution expressing this intent before June 30, 2010. The decision you make regarding member contributions remains in effect for fiscal year 2010-11. Your election remains in effect until you submit another resolution. Any change becomes effective the beginning of the next fiscal year and will affect all Plan 2 members hired after July 1, 2010. FISCAL IMPACT: The impact of this will only be seen as new employees are hired. If the Board chooses to pay the 5 percent employee contribution, there will not be any additional cost to hire a new employee after July 1, 2010, to replace an existing employee. If the Board does not pay the 5 percent employee contribution, the Board will see savings over time as the current employees leave and new employees are hired. STAFF RECOMMENDATION: Staff recommends paying the 5 percent employee contribution for employees hired after July 1, 2010. It would be difficult to have a staff that has two different payment methods for their VRS. If the Board agrees with this recommendation, wewill bring this back as a new business item on June 22, 2010, along with the necessary resolution. Page2of2 ~~~~~~~~ Comparison of VRS Plan Benefits Effective Jul~r ~, ~~~~ VR Pfan ~, ~f5 Bran ~~~~~~~ ~I~re~' ~e~~re duty ~, ~~~[] (erribers Fli're~ ~r Re~rre~ ~n ~ar w~i~ ~r~ve rrvt ~~ak~r~ ~ re~urrdJ ~fter~u~y , ~~1~~ Average final +c~rnpen~atic~n Average Qf the ernplc~yee's 3+~ Average of tfne er~~loyee'~ higf~est consecutive r~vntf~s ~f ~igf~est consecutive mnnths ~f ~redi~able compensation credita~fe ct~rr~pensatic~n 5 percent r~ernl~er cvr~trif~~ution ~m~loyee or ernployer contributes ~ Mate ernp~oyees contribute tine percent of tine employee°~ per~er~t mer~ti~er ~ontrf~ution. con7pensation eacf~ r~ontl~ ~~ his ar ~~fl~~]~ division and pafitlcal her rnernberco~atrif~utian account. suf~division employees nlay contril~utesvmeoralloftl~e 5 percent memf~er contri~utionr depending on tie election ~~ tf~e employer and provided tf~e employer is payingthe full percent memfaercontributionfor all current Klan ~ emplr~yees. Formal retir~e~nent age vR: Age +~5 ~'~~~ itiJnrrnal social security rctirerr~ent ale same ~~~~,~IaLORSand Political subdivision Hazardous Duty Members: Age ~~ Earliest unreduced retirement vRS: Age ~ ~vith at least five years vRS; formal social security efig%~ility of service credit or age 5~ with at retirement age uvitl~ at least five least ~~ years of service credit years of service cre~d'it or age fD with age and service equaling ~~ ~e.g.r age ~C~ whin at least 3L~ years of service credit sP~~~,'~ai.~Ol~s and. l~olitfcal same subdivision Hazardous duty Members Age ~0 with at least five years of ser~rice credit or age ~G with at feet ~ years of service credit JPS~ .Age 65 witf~ vu~ei,gflted s~'r4tf~ce same equal to at least five years of service credit or age 6a with weighted service equal to at least 30 years of service credit Earliest reduced retirernent eligibility URS: Age 5~ with at least five years of service credit ar age 5D with at least 1a years of service credit VRS: Age ~D with at least five years of service credit Cost-of-Living Adjustment 4COi,A~ ~ef~e~t~ve.fuJy ~ f~llo~vrng the~~rs~ f u~l ca~~na~ar year aver retir~rr~en~) ARP Cantrihutian Rates SPQR, VaL~R~ and Political subdivision Ha~ardaus Doty 1111embers: Age 5a with at least five years of service credit JRS; Age ~5 with weighted service equal to at least five years of service credit. Matches first 3 percent increase in the Consumer Price Index-Urban and one-half of the remaining increase up to a maximum of 5 percent, when pravided 1D.4 percent employer contribution Same Same Matches first ~ percent increase in the Consumer Price Index~lirban and one,half of the remaining increase up to a maximum of G percent, when provided Establishes an 8.5 percent employer contribution far DRP members. Institutions of Higher ~ducatian are given the option to increase their cantrib~tian between 8.5 percent and 8.9 percent pravided the increased contributions are riot paid from state funds. DRP employees also are required temakea 5 percent member contribution. ACTION NO. ITEM NO. N- I • b AT A REGULAR I'~EETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADIUiINISTRATION CENTER 1~EETING DATE: AGEN~DAITEM: SUBMITTED ~Y: APPROVED BY: June 8, 2010 work session on Virginia Retirement System VRS} Transitional Benefits Program Diane D. Hyatt Assistant County Administrator B. Clayton Goodman III j~~~ n County Administrator 1~ s"0 COUNTY ADIVIINISTRATOR"S COMMENTS: SUMIUTARY o'F INFORMATION: During the 201 D session, the General Assembly adopted a Transitional Benefits Program that allows school divisions and VRS-participating political subdivisions to provide a transitional severance benefit or an enhanced retirement benefit to employees who are involuntarily separated from employment. Localities can electthis benefit by submitting a resolution to VRS. School Boards can adopt a resolution, but it also needs to be approved by the Board of Supervisors. The cyst of the benefit will be factored into future actuarial costs of VRS for the locality. On the School side, it is factored into the statewide teacher pool cost. This does not seem equitable for the school systems that did not participate, and may be a possible item for our legislative program next fall. This resolution can be adopted at any time, with a start date following the adoption and an end date no later than June 30, 2012, lam attaching the Employer Guide showing the benefits that are included. FISCAL IMPACT; The cyst of the program would be reflected in higher VRS rates in the future. Page 1 of 2 STAFF RECOMMENDATION: Since we did not have any layoffs for the 2010-2011 budget, I would suggest that we hold off on this item until such time (if any) that it may be needed. Then we can evaluate the potential cost of the program along with the savings from the layoffs. Page2of2 Attach ment B page 1 of 6 ~r'ir~~~I~l~~ Retire~~~~t~~ }~ste~~~ Transitional Benefits Program (TBP) May ~~~.~ The 201a ener~l Assembly established the Transitional Benefits Program to allow school divisions and IIRS~participating political subdivisions to provide a transitional severance benefit or an enhanced retirement benefit to employees who ire involuntarily separated from employment. lnvoluntary separation is a layoff because of a budget reduction, agency reorg~ni~atian, workforce downsizing or other causes not related to job performance or misconduct, The program is effective through dune 3~, ~a1~. The ener~l Assembly may or rrray not continue the program in subsecluent budgets or esta blish it as a permanent program under the bode o~ V~rg~rria. Teachers, other school emplayees cafeteria workers, bus drivers and maintenance workers and political subdivision employees are eligiblefor benefits under the program, depending vn your election, Sheriffs, treasurers, commissioners of revenue, commonwealth attorneys and circuit court clerks are not eligible for the Transition~i Benefits Program. However, personnel reporting to these employees are eligible for the program, If you elect this program, the cost of enhanced retirement benefits gill be factored into your future employer contribution rate. Far teachers, the costs associated with benefits provided by electing school divisions will be factored into the future pooled 11RS contribution rate far teachers. bn~i~~the Res~luti~n Apolitical subdivision can elect the program far its emplayees by subrr~itting a signed resolution. A school division can elect the program far teachers, other school emplayees ar both groups by subrr~itting a signed resolution frorr~ the school board and the local governing body, which also must approve the school board's election, once elected, the program is effective on the date indicated in the resolution. You may enter an end date of no later than June 30, 201 in the resolution, or you can later revoke your election by submitting another resolution to VRS. As long as your election is in effect, emplayees who are involuntarily separated from employment will be eligible far the Transitional Benefits Program. The resolution to elect the program must contain the fallowing information: 1. For schools, intent to provide the Transitional Benefits Program to the following employees: Professional emplayees only ~4-code}; • Schaal support staff only ~5-code}; or • Both employee groups. Attachment B Page2of6 ~, For political subdivisions, intent to provide the Transitional Benefits Prograrr~ to eligible err~ployees, 3, The dates of coverage, which can include a start and end date pup to dune a, 20~.~ when the progrann ends}, The effective start date can be any day of the month. separations rust occur after the start date you include. Enhanced retirements must be effective the first of the month following the err~playee's layoff. Example; You elect the program to beg}n May 15, ~O~.a and end November 30, X010, separations may occur on or after Niay 15 up ta, but not later tha n, November 3D, X010, Enhanced retirements may occur beginning dune 1, 2010 up ta, but not later than, December ~, X010, 4. Agreement to accept any and all liability resulting frarn participation in the program, inckuding any current and future changes in contribution rates, S~ Appropriate signatures witnessed end signed by the clerks of one ar bath governing bodies, as applicable, Far mare information about the resalutian process, contact your R Employer Representative. Tra nsiti~na I evera nce Beef its Employees who are under age 5D and not vested are eligible far a transitions! severance benefit at the time of layoff, The severance benefit amount is based on the employee's consecutive years of service under his or her current employer ss foilaws~ • Twa years or less of consecutive service =Faur weeks of salary Three to nineyesrsvf cansecutiveservice=Faur weeks of salary plus one additional weekfor every year over two years 1B-~.~ years of consecutive service =1~ weeks of salary plus two additional weeks far every year over nine years • 15 years or mare of consecutive service = Twa weeks of salary far every year of service, not to exceed ~~ weeks of salary service credit with other employers cannot be used in calculating the severance benefit, Employees who are eligible for 11RS retirement st the time of the layoff may elect to receive the severance benefit without the enhanced retirement credit, in addition to a retirement benefit see Enhanced Reti rem ent an page 3 }, Attachment B Page 3 of G Health lnsu~ance You will continue to pay your portion of the health insurance premiums for employees who receive the transitional severance benefitfar up to 1~ months. Encourage employees receiving this benefit to contact you before the end of their 1~~month period to discuss health insurance options folivvuing the severance period Group life Insurance If the employee is covered under the 1~RS Group Life Insurance Program, submit the Err~ployer Certificatiar~ of VRS Basic Group Life insurance Coverage Under the Transitional Benefits Program ~vB-~1C~ to VRS. Note that: • Any Vl~s optional group life insurance coverage will end and can be converted within 61 days of the layoff date. If the employee does not meet retirement eligibility at the time of layoff, the employee has the option to convert group life insurance coverage to an individual whale-life policy He or she mustsubmittheCanversion of Group Life Insurance Enrollment~11R5-3~E}to Niinnesata life within ~. days after the severance benefit ends This option is not available after ~~ days. Ifthe employee dies within ~~. days after the severance benefit ends, his or her beneficiary will receive the natural death benefit. • same basic group life insurance benefits continue into retirement for employees retiring under the pragrarn who are covered under the VR Group Life Insurance Pragram~ The employee may be eligibleto continue all ar a portion of the optional life insurance coverage, if applicable. Dead mare about Insurance ~n retirement. ff anemployee is caveredunder anemployer-administered group life insurance plan, coverage will continue for 1~ months following the layoff date, Forfeiture of severance Benefits If you rehire an et~playee for wham you are paying a transitional severance benefit in the same or a similar position or asap independentcantractor performingthesamearsimilarduties,the ernployee'sseverance benefitwill end, Enhanced Retirement Employees wh^ are at least age 5~ and vested at their layoff date are eligible for enhanced retirement under the Transitional Benefits Program. They may elect one of the following: • Enhanced retirement credit, which uvill be applied tv their age, service creditor both to enhance their retirement benefit; Attach ment B PagQ 4 of 6 • Transitional severance benefit without the enhanced retirement credit, in addition to the retirerr~ent benefit; ~ Transitional severance benefit with deferred retirement; ar ~ Transitional severance benefit without retirement, if the additional retirement credit does not bring an employee to retirement eligibility, he or she i eligible for the transitional severance benefit only, Employees retiring vuith the enhanced retirement credit cannot defer their retirement ar retire on disability, Employees retiring under the program who are eligible far an unreduced retirement benefit at their layoff date will receive additional service credit only, Enhanced Retirerr~ent Credit ~alculatian The enhanced retirement credit i calculated using the employee's salary, years of consecutive service v~rith you rounded up to a whole year and the employer's portion of health insurance and life insurance premiums, You can use the Transitional Benefits calculator at www.varetire.org/t~pcaJc to determine the amount of additional credit for an enhanced retirement. You eater the employee's infarrr~ation. If you are authorized to use myVRS for Er~ployers,you can include the additional credit and create an estimate of UR5 retirement benefits based an ell the components of the calculation provided through r~r~yllRS. Health insurance Credit and Hazardous Duty ~upplernent ~ Ifthe employee elects the enhanced retirerr~ent credit, the portion of the enhanced credit applied to service credit, if applicable, will count tovuard the health insurance credit. The employee must retire v~rith at least 15 years of service credit to be eligible for the health insurance credit, if offered by the employer. ~ Ifthe employee elects the enhanced retirement credit and is covered under enhanced benefits for hazardous duty service, the portion of the enhanced retirement credit applied to service will count tavuard eligibility far the hazardous duty supplement, fife Insurance same basic group life insurance benefits continue into retirement for employees retiring under the program who are covered under the 1Jl~s ~raup life Insurance Program, if they have elected options! group life insurance coverage,theyalsa may be eligibletocontinueall ors partior~ of this coverage. For mare information, employees can call illlinnesota life toll free at ~-~8~~-4~1-~~SS, Attachment B page 5 of 6 Forfeiture of Benefits Empiayee~ retiring under the program who return to covered employment with any VRS-participating employer in any capacity will forfeit the enhanced retirement credits when they retire again, .Retlren'lent„A~C~n Employees may elect the Basic Benefit, survivor Option, Partial Lump~um ~ptian Payment {PLOP} ar the Advance Persian Option. The benefit payout option is irrevocable, which means the emplayee cannot change it, except for the Survivor Optian under some conditions Ta qualify far the PLOP under theTran~itional Benefits Program, emplvyee~ must have worked at least one year beyond the date they became eligible far an unreduced retirement benefit before their layoff date, Enhanced retirement credits cannot be used to meet the service requirements far the PL~~. if an employee is age 55 or alder and has at least five years of service credit or at least age SO with 3Q or mare years of service, or i eligible far enhanced coverage for hazardous duty service and i age 50 or alder ~nrith at least five years of service credit, he ar she can elect the Advance Pension Option. The emplayee should campleteand submit all required documents and~ervi~eretirementforms, inclu~i~ng the Application for service Retirement ~R-5}, to you. You will certify the applicatian and enclose a carnpleted Employer Certification of Involuntary Separation Under the Transitional Benefits Program {11R-11B~ or include a printout of the Transitional Benefits Calculator results with the er~playee's applicatian and submit it to VR. Please write "Transitional Benefits Program" at the tap of the VRS~5. The emplayee shauld not submit the retirement application directly to 11R. VRS requires your certification of the application and the enhanced retirement credit calculation to process the applicatian. The effective date of retirement is the first of the month following the month the emplayee is laid o#f, Pur~hasin Prior service Employees retiring under the Transitional Benefits Program rho are purchasing prior service must complete their purchase far the prior service credit to count toward their retirement benefit calculation. Employees purchasing service through a payroll contract have the following options: * They can forfeit the remaining service. If they are purchasing service through an after~tax payroll deduction contract, they can purchase the remaining service in a lump sum before retirement. They must send a letter indicating their intent to purchase the remaining service and the last day of employment to 1~RS at P~O. Box 25D0, Richmond,llA 23218-25~~~ IBS will send a cast letter to the emplayee with payment instructions. Attach ment B Page 6 of 6 ~ If they are purchasing service through a pretax salary reduction contract, they may be eligible to claim a hardship and purchase the remaining service in ~ lump sum with after-tax funds or suspend the contract, as provided under the Internal Revenue Cade. To claim a hardship, they must send a letter to VR5 indicating their intent to purchase the rer~aining service in a lump sum or request that the contract be suspended. They must enclose a completed and signed Er~ployer Certification of Involuntary Separation ~VRS-1~.8} certifying the involuntary separation to VRS vuith their letter. 4~7 Deferred ~om~enation and 1Jir inia dash Illlatch Puns Employees participating in the Commonwealth of Virginia 457 Deferred Compensation and Cash Match Plans have the following options. • They may keep their funds in the 457 Plan and continue to manage their investments. They cannot contribute to the plan unless they return to salaried or wage emplayrr~ent with an employer that offers the plan. ~ If theyhavealJirginiaCash Match Plan account they may requests rolloverof their457 Plan funds to their cash match account,an individual RetirementAccount~IRA} aranother qualified retirement ortax-deferred savings plan. ~ They may request a payment of their 457 plan funds and any cash match funds by electing a lurr~p surr~j a periodic paymentora combination ofthese distribution methods. Funds paid directlyto then are subject to federal and state incarr~e taxes, Cash match funds also may be subject to a 1~ percent federal tax penalty if the participant withdraws them before age S9%. Payments from the 457 Plan are natsubjecttothistaxpenalty. • They may roll over payments far unused sick leave or annual leave into the 457 Plan account. This is allowed only if employees, prior to their last date of employment, provide their employer with a properly eornpleted Payroll Authorization- one-Time Deferral form. The form must be submitted tothe employernolaterthan the month priortothe month invuhichthecantributiongill besent to the plan. As provided under the Internal Revenue Code, participants cannot contribute cash severance payrnent~ to the 457 Plan. 1=or more information on the Transitional Benefits Program, go to w~w.varet~re.or etb . ACTI~JN NG. ITEM NO. / Y ' ~ ~1Y AT A REGULAR MEETING CAF TAE BQARD GF SUPERVISORS CAF R4ANGK~E COUNTY, VIRGINIA MELD AT TIDE RUANGKE CQl9NT1rr ADMINISTRATION CENTER N~EETING DATEr AGENDA ITEI~I: SUBM1TTEq ~~'; June 8, 2414 fork Session on amending the policy for the use of the Roanoke County Administration Beard meeting room Paul M. Mahoney County Attorney CC~UNT`Y A~'~IINISTRATOR'S CGMMENTS SIJI~MARY U~ INFC~RMATI~'N: The Board of Supervisors discussed amending the policy for the use of the Roanoke Cau~nty Board of Supervisors meeting roam in a work session on May ~ 1, 24 ~ 4. The County Attorney prepared a draft amendment. to this policy for the Board's consideration at its May 25, 2418, meeting. At that meeting the Beard decided to further study the proposed amendments to this policy and decided that an additional work session was necessary. Based upon previous Beard comments it appears thattwo different approaches are being considered by the Board. The first approach i~s a fatal ban on all non-governmental uses. A draft amendment incorporating this approach is attached far your consideration see Option A}. The second approach is to continue allowing non-governmental uses of the iBoard room, but to increase the fees for such uses, require a deposit for possibile damages to equipment orfur~n~ishings in theBoard room and to requirehiring an offwdu~ty police officer for security pur,pases see Gption B}. Finally, l have attached for your review a copy of the current Board policy. STAFF RECUM~IENDATI~N: It is recommended that the Board provide staff with guidance as to any amendments to this pvl~icy. if the Board decides to amend its policy then th~~is item would be placed on your June 22, 2414, agenda fora 7:44 p.m, public hearing. CURRENT ROANOKE COUNTY BOARD OF SUPERVISORS MEETING ROOM RENTAL AND USE POLICY Roanoke County Administration Center (RCAC) 5204 Bernard Drive, Roanoke, VA 24018 P. 0. Box 29800, Roanoke, VA 24018-0798 Telephone: 540-772-2005 Fax: 540-772-2193 E-mail: bos@roanokecountyva.gov 1. Permitted Uses (in order of priority) and Fee Schedule: A. Board of Supervisors of Roanoke County -No Fee B. Roanoke County: departments, employees, agencies, committees and commissions (application required) -No Fee C. State and Federal Government: officials and agencies -No Fee D. Non-governmental: civic, cultural, political, religious and educational groups (application required) -$50/day E. If any non-governmental use extends beyond 10:00 p.m., an additional per hour fee will be charged. -$50/hour 2. Permitted Uses As Approved by the Board of Supervisors: A. Social gatherings (application required) -$50/day B. If any social gathering use extends beyond 10:00 p.m., an additional per hour fee will be charged. -$50/hour 3. Prohibited Uses: A. Commercial uses B. Fund-raising uses 4. No s moking, alcoholic beverages, drinks or food are allowed. 5. Groups are not to charge admission or ask for donations at any meeting. 6. If required per above, an Application for Use must be completed as soon as possible prior to the date of the event. Approval will be via letter. 7. Applications can be obtained by contacting the Clerk's office at 772-2005 or bos@roanokecountyva.gov. 8. The name nor address of the Roanoke County Administration Center may be used as the official address or headquarters of any organization. 9. Organizations holding meetings assume responsibilityforanydamagetothe room or contents. The room must be left in a neat and orderly condition. If additional cleanup is required, the organization will be notified and charged for this service. The organization will indemnifyandhold harmless Roanoke County from anyand all claims for damages or injuries arising out of the use of the Board Meeting Room. 10. No additional furniture or equipment other than that situated in the Board Meeting Room isto be usedwithoutapproval. The room isto be usedforcongregational seating only. 11. Use of other equipment is considered a special request and permission must be granted in advance. 12. If anon-governmental event (1.D or 2.A) is held before or after the normal business hours of 8:00 a.m. to 5:00 p.m., custodial services will be arranged for and paid to Roanoke County General Services Department at the rate of $20.00/hour. The party renting the room must contact General Services at 387-6200 to make payment arrangements. 13. The person requesting use of the Board Meeting Room assumes the responsibility for adherence to the Renfal and Use Policy for the Board Meeting Room. The responsible person, ora person specifically designated, shall be presentatall times during use of the room. 14. These rules are subject to change by the Roanoke County Board of Supervisors. The County Administrator is authorized by the Board to develop rules and regulations concerning the use, scheduling and operation of the Board Meeting Room. 15. SPECIAL NOTE: The Roanoke County Board of Supervisors reserves the rightto alter or amend any previously approved or scheduled use of the Board Meeting Room for governmental purposes. 16. Due to limited parking at the RCAC, use of the Board Meeting Room may be denied based on the parking requirements of the requesting organization. 17. An application must be completed when a Countyemployee is requesting use ofthe room for a professional organization and custodial charges may be assessed if the meeting is held after normal business hours. Rental and Use Policy 2 Board of Supervisors Meeting Room Amended 211212008 OPTION A ROANOKE COUNTY BOARD OF SUPERVISORS MEETING ROOM RENTAL AND USE POLICY PROCESS FOR RENTAL AND USE OF THE BOARD OF SUPERVISORS MEETING ROOM 1 sr FLOOR 1. Permitted Users (in order of priority) and Fee Schedule: A. Board of Supervisors of Roanoke County -No Fee B. Roanoke County: Departments, Employees, Agencies, Committees, and Commissions -No Fee C. State and Federal Government: Officials and Agencies -No Fee fl. I~Inn_rrn~iornmon~~`'~iir+ ~`i il~i ir~l Dnli~~l Dolirrini i~ ir+~ ' nnl (~rni ir-~ /~r~nlin~ ' n I~lor+o~~~rvl _~Cfl/rl~v If ~n~i nlnn_rrn~~ornmon n ~rlrli ' nnl nor .. . , Tazrar hni it boo ~e~ill ho r+h~rrrorl _~C,fllhni it 2. Permitted Uses As Approved by the Board of Supervisors: A. No other uses are permitted. R. If ~n~i Cn~~~orinn i ieo ov~onrle ho~innrl 1 v.(1(1 r~.m ~n~T ' nil nor ., hni it foo ~niill ho r+h~rrrorJ _~~(1/hni it 3. Prohibited Uses: A. Commercial uses B. Fund Raising uses 4. No smoking, alcoholic beverages, drinks or food are allowed. 5 (_`rni ire pro nn~ fn nh~rrro ~rlmieeinn nr ~el~ fnr rlnn~~inne ~~ ~n~i moo~inrr. Admission may not be charged to attend any meeting. n rprivrtt~ltilti i ~ I o ~tC1- Policy for use of the Board 1 of Supervisors Meeting Room Amended 5/25/2010 7. Or~r-~afinr~~ r+~n ho nh~~ir~orl h~i nnr~~~G i~~~~~lorU'~ (lffir+o ~~ 7727Mti nr hnenrn~nnUonni ink nip rrn~i ~~ ~ S2, nloi~~~o n~mo nnr m° ~rlrJro~~ of m° G?n~r~nl~o ~'ni in~~i ~rl~Jt~ ~ n ~`or~~~ m~~i ho i i~orl ~~ ~~T ~ rJro~~ nr ho~rlrvi i~r ~i nrrr~~~~ No organization outside of the Roanoke County government may use the name or address of the RCA C as its official address or headquarters. g nrn,n,~~+,,,,,~. Permitted Users holding meetings assume responsibility for any damage to room or contents. The room must be left in a neat and orderly condition. If additional cleanup is required, the organization will be notified and charged for this service. The Permitted Userwill indemnify and hold harmless Roanoke County from any and all claims for damages or injuries arising out of the use of the Board Meeting Room. 10. No additional furniture or equipment other than that situated in the Board Meeting Room isto be usedwithoutapproval. The room is to be usedforcongregational seating only. 11. Use of other equipment is considered a special request and permission must be granted in advance. '17. I~ m° nlnn_rrn~~orr,mont~l ovon~ ~II~I nr `~l i~ hold hofnro nr ~~ rm~l ~ninrl~ir~rr hni ire ~S~ ~.m, i ir~~il C r-.m 1 of ttiti°--r~irlst-r-a• ' n ~`on~°r~tnrli~l ~or~iir+o~ ~e~ill ho ~rr~nrrorl fnr ~nrl r»irl ~n G?n~r~nUo (~`ni in~~i (_`or~ar~l Car~iir+o~ rlar»r one ~~ ~~~~ 13. The person requesting the permit for use of the Board Meeting Room assumes the responsibility for adherence to "Regulations and Rulesfor Useofthe Board Meeting Room", and either that person or a person especially designated will be present during the time requested. 14. These rules are subject to change by the Roanoke County Board of Supervisors. The County Administrator is authorized by the Board to develop rules and regulations concerning the use, scheduling, and operation of the Board Meeting Room. 15. SPECIAL NOTE: The Roanoke County Board of Supervisors reserves the right to alter or amend any previously approved or scheduled use of the Community room for governmental purposes. 16. Due to the limited spaces in the RCAC parking lot, use of the Board Meeting Room may be denied based on the parking requirements of the requesting organization. Policy for use of the Board 2 of Supervisors Meeting Room Amended 5/25/2010 maafinn- i~ halm ~ffor nnrm~l ininrl~inn hni ire PROCESS FOR RENTAL AND USE FOR OTHER RCA CMEETING/TRAINING ROOMS (LOCATED ON THE 4r" FLOOR OF THE RCAC) 1. Permitted Users (in order of priority) and Fee Schedule: A. Board of Supervisors of Roanoke County B. Roanoke County: Departments maybe scheduled using Groupwise or by contacting the County Administrator's Executive Secretary at 772.2004 C. Agencies, Committees and Commissions (application required) D. Joint training sessions with other local governments, State and Federal agencies (application required) E. State and Federal government agencies which may conduct events or hearings that serve Roanoke County residents (application required) 2. No other uses are permitted. -No Fee -No Fee -No Fee -No Fee -No Fee 3. An application will be required of all except the Board of Supervisors and County department uses. 4. Applications can be obtained by contacting the following: Roanoke County Board of Supervisors 5204 Bernard Drive, P. 0. Box 29800 Roanoke, VA 24018-0798 Phone: 540.772.2005 5. No organization outside of the Roanoke County government may use the name or address of the RCA C as its official address or headquarters. Roanoke County Administration Center (RCAC} 5204 Bernard Drive, Roanoke, VA 24018 Mailing address: P. 0. Box 29800, Roanoke, VA 24018-0798 Telephone: 540-772-2005 Fax: 540-772-2193 Policy for use of the Board 3 of Supervisors Meeting Room Amended 5/25/2010 OPTION B ROANOKE COUNTY BOARD OF SUPERVISORS MEETING ROOM RENTAL AND USE POLICY Roanoke County Administration Center (RCAC) 5204 Bernard Drive, Roanoke, VA 24018 P. 0. Box 29800, Roanoke, VA 24018-0798 Telephone: 540-772-2005 Fax: 540-772-2193 E-mail: bos@roanokecountyva.gov 1. Permitted Uses (in order of priority) and Fee Schedule: A. Board of Supervisors of Roanoke County -No Fee B. Roanoke County: departments, employees, agencies, committees and commissions (application required) -No Fee C. State and Federal Government: officials and agencies -No Fee D. Non-governmental: civic, cultural, political, and religious and educational groups (application required) -$50/day E. If any non-governmental use extends beyond 10:00 p.m., an additional per hourfeewill be charged. -$50/hour 2. Permitted Uses As Approved by the Board of Supervisors: A. Social gatherings (application required) -$50/day B. If any social gathering use extends beyond 10:00 p.m., an additional per hour fee will be charged. -$50/hour 3. Prohibited Uses: A. Commercial uses B. Fund-raising uses 4. No smoking, alcoholic beverages, drinks or food are allowed. 5. Groups are not to charge admission or ask for donations at any meeting. 6. If required per above, an Application for Use must be completed as soon as possible prior to the date of the event. Approval will be via letter. 7. Applications can be obtained by contacting the Clerk's office at 772-2005 or bos@roanokecountyva.gov. 8. Tho r»mo nnr ~rJrlro~~ of m° G?n~nnUo ~'ni in~~~ ~rlmini~t~ ' n ~`on~or mw ho i i~orl ~~~ ~ r~ of ~n~~ nrrr~ni~~~inn. No organization outside of the Roanoke County government may use the name or address of the RCAC as its official address or headquarters. 9. Organizations holding meetings assume responsibilityforanydamagetothe room or contents. The room must be left in a neat and orderly condition. If additional cleanup is required, the organization will be notified and charged for this service. The organizationwill indemnifyand hold harmless Roanoke County from anyand all claims for damages or injuries arising out of the use of the Board Meeting Room. 10. NO ONE will be permitted to be in the designated area of the Board of Supervisors dais; or beyond the podium. (NO EXCEPTIONS). Absolutely no attachments to the walls. 11. No additional furniture or equipment other than that situated in the Board Meeting Room is to be used without approval. The room is to be used for congregational seating only. Room capacity is 136 with stadium seating capacity of 101. 12. Use of other equipment is considered a special request and permission must be granted in advance. 13. Deposit/Security User Fees: A. If anon-governmental event (1.D or 2.A) is held before or after the normal business hours of 8:00 a.m. to 5:00 p.m., custodial services will be arranged for and paid to Roanoke County General Services Department at the rate of $20.00/hour. The party renting the room must contact General Services at 387-6200 to make payment arrangements. B. Due to sensitive, high-tech, and expensive monitoring equipment including but not limited to the control board, control room, visual and sound systems. a security deposit in the amount of $ will be required with the application. The security deposit will be refunded to the applicant after inspections of the area are determined that no damages were committed to the facility. C. A user fee of $35.00/hour 2 hour minimun will be required costs to pay for off County Police Officer attending the meeting. 14. The person requesting use of the Board Meeting Room assumes the responsibility for adherence to the Renfal and Use Policy for the Board Meeting Room. The responsible person, ora person specifically designated, shall be presentatall times during use of the room. 15. These rules are subject to change by the Roanoke County Board of Supervisors. The County Administrator is authorized by the Board to develop rules and regulations concerning the use, scheduling and operation of the Board Meeting Room. 16. SPECIAL NOTE: The Roanoke County Board of Supervisors reserves the rightto alter or amend any previously approved or scheduled use of the Board Meeting Room for governmental purposes. 17. Due to limited parking atthe RCAC, use of the Board Meeting Room may be denied Rental and Use Policy 2 Board of Supervisors Meeting Room Amended 5-6-10 based on the parking requirements of the requesting organization. 18. An application must be completed when a Countyemployee is requesting use of the room for a professional organization and custodial charges may be assessed if the meeting is held after normal business hours. II. Roanoke County Board of Supervisors Rental and Use Policy for other RCAC Meeting/Training Rooms (located on the 4th Floor of the RCAC) 1. Permitted Uses (in order of priority) and Fee Schedule A. Board of Supervisors -No Fee B. Roanoke County: Departments maybe scheduled using -No Fee Groupwise or by contacting the County Administration Executive Secretary at 540.772.2004. C. Agencies Committees and Commissions. -No Fee (application required) D. Joint training sessions with other local governments, -No Fee State, and federal agencies. (application required) E. State and Federal government agencies which may -No Fee conduct events or hearings that serve Roanoke County residents. (application required) 2. No other uses are permitted. 3. An application will be required of all except the BoS. 4. Applications can be obtained by contacting Administration. Roanoke County Board of Supervisors 5204 Bernard Drive, P. 0. Box 29800 Roanoke, VA 24018-0798 Phone: 540.772.2005 5. No organization outside of the Roanoke County government may use the name or address of the RCAC as its official address or headquarters. Renovations: Security-After hours Accountability: Microphone/Speakers (Equipment) Rental and Use Policy 3 Board of Supervisors Meeting Room Amended 5-6-10 ACTIGN NG. ITEM NCB. AT A REGULAR MEETING GF THE BGARD GF SUPERVlS4RS GF RGAN©KE COUNTY, VIRGINIA HELD AT THE RGANOKE C+4UNTY ADMINISTRATI~3N CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: June ~, 2010 Work. Session on health insurance reserves Rebecca Owens Director Of Finance B. Clayton Goodman III .. CountyAdm~n~stratvr ~C~UNTY ADMINISTRATGR'S CGMMENTS: SUMMARY GF INFGRMATI~N: The health insurance plan and rates were presented and approved at the April 13, 2010, Board meeting. During the Board meeting, the County's health insurance reserves were also discussed and a work session on the topic was requested. At the May 11, 2010, Board meeting, a presentation on the health insurance reserves was made to the Beard of Supervisors. The following is a summary of the information. that was presented: + Background ~ Roanoke County has a j0~int health insurance program that serves the County, Schools, Western Virginia Regional Jail Authority and Roanoke Valley Resource Authority o The program is self funded with reinsurance specific stop loss and aggregate limit of 115%~ • Reasons for growth of health insurance reserves ~ Premiums set at maximum liability, IOwer claims experiences and transfer of unused health budgets to reserves + A seven year history of contributions, claims, and reserves + The projected impact on health insurance reserves for 2009-2010 and 2010-2011 + Projected costs and fees associated with health care reform + A draft health insurance reserve policy Page 1 of 2 Following the presentation, a request was made to obtain expert opinions with regard to adequate reserve levels. The County of Roanoke contracts with Wells Fargo Insurance Services to provide assistance with health insurance analysis, contracts, rate setting and the determination of appropriate reserve levels. Attached is a letter from Julie White, Senior Vice President of Wells Fargo Insurance Services, providing an expert opinion on the level of funding required for the County's Health Insurance Reserve. According to Ms. White, the County should hold anywhere from $5.2 to $6 million in the health insurance reserve for next year. This amount is comprised of the following: o $952,000 for claims incurred but not reported (IBNR) o $3,250,000 to fund a minimum of 30 percent of the annual cost of the plan to protect against adverse claim fluctuation o $1,000,000 to fund the aggregate risk level o $500,000 to fund the additional claims associated with mental health parity and health care reform Additional expertopinionsto providean estimateon an adequate health insurance reserve levels are quoted to cost the County between $3,000 and $5,000. Because of the current budget constraints, we seek your approval of incurring the additional costs for a second expert opinion. This time has been set aside to reviewthe requested information with the Board and obtain direction with respect to the reserves. Page 2 of 2 MAC R3580-020 9020 Stony Point Parkway, Suite 200 Richmond, VA 23235-0735 (804)267-3190 Voice l (804)330-1386 Fax Wells Fargo Insurance Services USA, Inc. May 21, 2010 Rebecca E. Owens Director of Finance County of Roanoke P.O. Box 29800 Roanoke, VA 24018-0798 Dear Rebecca: The purpose of this letter is to provide an expert opinion on the level of funding required for the County's Health Insurance Reserve. The Health Insurance Reserve must be set at a level to protect the financial liability the County assumes on the self funded medical and prescription drug program. Also, because the County joint purchases medical coverage with Roanoke County Schools, Western VA Regional Jail Authority as well as Roanoke Valley Resource Authority, there is a potential risk on the funding of these plans by these business partners. The financial risk protected by the Health Insurance Reserve includes: - the incurred but not reported (IBNR) claim reserve required for claims paid after the termination of the plan, but incurred during the term of the contract; - adverse claim payments during the fiscal year whereby the actual plan cost exceeds the expected budgeted expense; - funding the impact of legislative changes to the plan (for example, the increased benefits being required by Mental Health Parity and Addition Equity Act or compliance with The Patient Protection and Affordable Care Act); Additionally, the Health Insurance Reserve can be used to fund programs related to the administration and management of the health plan sponsored by the County, including: - wellness and other complimentary health care initiatives; - consulting fees or servicefees relatedtothe plans; - miscellaneous programs that benefit the members of the health care programs sponsored by the County, such as support services or offsets to increases in employee contributions. Based on analysis provided by Anthem (the administrator of the medical/pharmacy plans), the IBNR claim reserve needed for the County's portion of the plan is $952,000 as of June 30, 2011. We would Rebecca E. Owens May 21, 2010 Page 2 also advise the County fund a minimum 30% of the annual cost of the plan to protect against adverse claim fluctuation; this is projected to be about $3.25 million for the upcoming contract year. As noted, there is also an increased risk on the total aggregate funding of the joint purchased plan. We would recommend an additional $1 million to set aside to fund for this risk. This funding threshold is based on our extensive experience working with employer-sponsored self funded health care plans as well as our knowledge and expertise working with public sector clients. In addition to the direct financial risk of the medical plan, many employers also set aside funds in favorable years, to pay for future cost increases in employee contributions, or the cost impact of legislative reform. The 2011- 2012 plan year cost early estimates of Mental Health Parity and health care reform is about $500,000. These costs will increase as health care reform is phased into employer- sponsored plans over the next several years. Based on the present enrollment in the County's health care programs, the anticipated costs for the July 1, 2010 through June 30, 2011 plan year, the funding commitments on wellness and employee contributions, as well as the present fund balance, we would recommend the County hold between $5.2 to $6 million (including the IBNR reserve) in the Health Insurance Reserves for the next fiscal year. Please let us know if you have any questions concerning this letter or if we can provide additional information. Sincerely, Juliet D. White Senior Vice President P ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 8, 2010 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 2.2-3112 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted inconformity with Virginia law. 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 lawfullyexempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Onlysuch public business matters aswere identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia.