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Home My WebLink About12/4/2001 - RegularaF aoaao~. ,~~~ F ~ ,A + i ~ ~ rase Working Document -Subject to Revision ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA DECEMBER 4, 2001 Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Wednesday at 7 p.m. and on Sunday at 4 p.m., following the rebroadcast of the Mock Student Government Day meeting. The meetings are now closed captioned. 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 so reasonable accommodations may be made. BECAUSE OF THE CHRISTMAS HOLIDAYS, THE DECEMBER MEETINGS WILL BE HELD ON DECEMBER 4 AT 3:00 P.M. AND DECEMBER 78 AT 3:00 P.M. AND 7:00 P. M. At 1:00 P.M. THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call ALL PRESENT AT 3:01 P.M. 2. Invocation: Gardner Smith Purchasing Department Director 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF 1 ® Recycled Paper AGENDA ITEMS ECH ADVISED HE MAY ADD TWO ITEMS AFTER CLOSED MEETING C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations to Cox Communications, Inc. on its 25`h Anniversary in the Roanoke Valley. R-120401-1 HCN MOTION TO ADOPT RESO -URC PRESENT TO ACCEPT WERE CATHERINE MCCULLOUGH, VICE PRESIDENT AND GENERAL MANAGER AND OTHER COX STAFF. D. BRIEFINGS 1. Briefing on the National Softball Association Girls Fast Pitch Softball Class B World Series to be held in the Roanoke Valley on July 13- 20, 2002. PRESENTED BY PETE HAISLIP ALSO PRESENT WERE CHARLIE HAMMERSLEY. CITY OF SALEM AND VIC GARBER. CITY OF ROANOKE. 2. Presentation of Roanoke County Departmental Annual Report for fiscal year 2000-2001. (Dan O'Donnell, Assistant County Administrator) PRESENTED BY DAN O'DONNELL E. NEW BUSINESS (Please note: There may be additional New Business Items following Work Sessions and Closed Meeting) 1. Request to adopt a resolution of support for the Roanoke County Community School Prevention Council. (Dan O'Donnell, Assistant County Administrator) R-120401-2 HOM MOTION TO ADOPT RESO -URC ALSO PRESENT WERE: JO ANNE BURKHOLDER, JANET SHANER. AND JOHN PENDARVIS. 2 2. Request to enter into a recycling agreement with the Rescue Mission and other human service agencies. (Elmer C. Hodge, County Administrator) A-120401-3 HCN MOTION TO AUTHORIZE AGREEMENT REVISED THAT THE BOARD WILL REVIEW AND EVAULATE THE AGREEMENT IN JANUARY 2003 - URC U RC F. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing acquisition of property along the West Roanoke River and appropriation of $186,876 grant for flood mitigation assistance. (George Simpson, Assistant Community Development Director) JBC MOTION TO APPROVE 1ST READING 2ND _ 12/18!01 U RC 2. First reading of ordinance authorizing the donation of an easement to Cox Communication for Cable TV and Internet service in the Bent Mountain area. (Anne Marie Green, General Services Director) JPM MOTION TO APPROVE 1ST READING 2ND -12/18/01 U RC G. SECOND READING OF ORDINANCES 1. Second reading of ordinance authorizing the conveyance of approximately 30 acres of County-owned property located at the Center of Research and Technology to the Industrial Development Authority. (Douglas Chittum, Economic Development Director) 0-120401-4 JBC MOTION TO ADOPT ORD. URC 3 H. APPOINTMENTS 1. Blue Ridge Behavioral Healthcare Board of Directors 2. Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals 3. Grievance Panel 4. Industrial Development Authority HOM NOMINATED ALLEN ROBINSON - CONFIRMED ON CONSENT AGENDA 5. League of Older Americans Advisory Council 6. Library Board 7. Planning Commission 8. Roanoke Valley Resource Authority JBC NOMINATED SUZIE SYNDER -CONFIRMED ON CONSENT AGENDA HCN NOMINATED DOUGLAS ANDERSON -CONFIRMED ON CONSENT AGENDA. 9. Roanoke County School Blue Ribbon Committee JPM NOMINATED BARBARA BUSHNELL AS AT-LARGE MEMBER. MHA TO CONTACT HER. I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-120401-5 4 HOM MOTION TO ADOPT CONSENT RESO WITH ITEM 7 REMOVED FOR A SEPARATE VOTE U RC 1. Confirmation of Committee appointments to the Industrial Development Authority, the Roanoke Valley Resource Authority and ratification of at-large appointment to the Blue Ridge Behavioral Healthcare Board of Directors. A-120401-5.a 2. Appropriation of $50,000 Virginia Department of Conservation and Recreation and Land and Water Conservation grant for the North Roanoke Park. A-120401-5. b 3. Approval to accept and appropriate $1,000 donation from the Salem Jaycees for the Police Youth Camp. A-120401-5.c 4. Approval of Procedures for the preservation of the Board of Supervisors records and providing information to the Board of Supervisors, the public and the staff. A-120401-5.d 5. Acceptance of Split Rail Lane into the Virginia Department of Transportation Secondary System. R-120401-5.e 6. Acceptance of $8,000 grant from the Department of Motor Vehicles for targeted patrols of impaired drivers. A-120401-5.f 7. Acceptance of donation of sanitary sewer easement across property of Old Heritage Corporation in the Cave Spring Magisterial District. A-120401-5.g HCN MOTION TO APPROVE AYES-JPM,JBC,HCN.HOM ABSTAIN-BLJ J. REQUESTS FOR WORK SESSIONS 5 1. Request for Work Session on Debt and Revenue Projections on December 18, 2001. (Diane Hyatt, Chief Financial Officer) WORK SESSION SCHEDULED FOR 12/18/01 BLJ SUGGESTED LOOKING AS POSSIBLE REFINANCING SCHEDULE BECAUSE OF THE LOWER INTEREST RATES K. REQUESTS FOR PUBLIC HEARINGS NONE L. CITIZENS' COMMENTS AND COMMUNICATIONS NONE M. REPORTS BLJ MOTION TO RECEIVE AND FILE -URC 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Accounts Paid -October 2001 6. Update on EMS billing and staffing since November 1, 2001. 7. Acceptance of roads into the Virginia Department of Transportation Secondary System in October 2001. 8. Report on Clean Valley Council activities in November N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Johnson• (11 Noted that everyone is dealing with the day- to-day affects of the recession and stock market, but fortunately, the 6 Roanoke Vall ~ does not suffer the highs and lows of other localities. (2) Expressed concern about the billion dollar state deficit due to the car tax and challenged the Board to minimize the impact on the County as much as~ossible and to stand up to the legislators at the January meeting. Supervisor Church• (1) Congratulated the Glenvar Ladv Highlanders for winning the state championship and the Northside Ladv Vikings for coming within 3 points of winningthe state championship (2) Advised he lost a close friend and it makes one stop and think and be thankful for what we have Encourage people to take the time to let people know you care about them. Su.~ervisor Nickens• Advised he was pleased to visit and greet the new firefirghters and paramedics at the Mount Pleasant station which gives this sector greater fire and rescue coverage (2) Announced that he now has his first granddaughter born several week ago, and he also attended the funeral of two older friends. O. WORK SESSIONS~4t" Floor Conference Room) 1. Discussion on Roanoke County's Legislative Program for the 2002 General Assembly session. (Paul Mahoney, County Attorney) HELD FROM 7:31 P.M. TO 7:50 P.M. REVISED RESOLUTION TO BE BROUGHT BACK ON CONSENT AGENDA ON 12/18/01 2. Work Session on the Roanoke Valley SPCA contract. (John Chambliss, Assistant County Administrator) HELD FROM 4:55 TO 5:40 P.M. BOARD CONSENSUS TO TAKE ACTION TO APPROVE THE CONTRACT. P. CLOSED MEETING pursuant to Code of Virginia Section 2.2-3711 A (7) consultation with legal counsel and briefing by staff regarding a specific legal matter, namely the Novozymes Performance Agreement; 2.2-3711.A (3) discussion of the acquisition of real property for public purposes, namely, Indian Grave Road; 2.2-3711.A (20) discussion of plans to protect public safety as it relates to terrorist activity. 7 HOM MOTION TO GO INTO CLOSED MEETING FOLLOWING WORK SESSIONS AT4:45 P.M. URC CLOSED MEETING HELD FROM 5:40 P.M. TO 7:15 P.M. Q. CERTIFICATION RESOLUTION R-120401-6 BLJ MOTION TO RETURN TO OPEN SESSION AT 7:16 P.M. AND ADOPT CERTIFICATION RESO -URC R. NEW BUSINESS (Continued from Afternoon Session. Will be held in 4th Floor Conference Room) 1. Request to appropriate funds for facilities security upgrades. (Dan O'Donnell, Assistant County Administrator) A-120401-7 BLJ MOTION TO APPROPRIATE $60,000 FROM CAPITAL UNAPPROPRIATED FUND URC 2. Approval to enter into a contract with the Roanoke Valley SPCA for participation in a Regional Animal Impoundment Facility. (John M. Chambliss, Assistant County Administrator) A-120401-8 BLJ MOTION TO AUTHORIZE ENTERING INTO CONTRACT URC 3. Request for authorization to enter into a Performance Agreement with Novozymes. (Elmer C. Hodge, County Administrator) A-120401-9 JBC MOTION TO APPROVE PERFORMANCE AGREEMENT AND APPROPRIATE $220,574 FROM THE PUBLIC PRIVATE PARTNERSHIP ACCOUNT. 4. Request for infrastructure improvements on Route 220, at Clearbrook Elementary School and the Clearbrook Fire Station. 8 A-120401-10 HOM MOTION TO APPROVE UP TO $300,000 APPROPRIATION WITH FUNDS APPROPRIATED FROM THE CAPITAL UNAPPROPRIATED FUND INSTEAD OF THE GENERAL FUND UNAPPROPRIATED BALANCE. AYES- JPM,JBC.HCN,HOM ABSTAIN-BLJ S. ADJOURNMENT JBC MOTION TO ADJOURN AT 7:50 P.M. ~ pOANp,~.~ L z _ ~ a 1838 C~~~xx~#~ o~# ~.~~xx~.o~~~ ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA DECEMBER 4, 2001 ,~r~~~~ Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Wednesday at 7 p.m. and on Sunday at 4 p.m. following the rebroadcast of the Mock Student Government Day meeting. The meetings are now closed captioned. 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 so reasonable accommodations may be made. BECAUSE OF THE CHRISTMAS HOLIDAYS, THE DECEMBER MEETINGS WILL BE HELD ON DECEMBER 4 AT 3:00 P.M. AND DECEMBER 18 AT 3:00 P.M. AND 7:00 P. M. At 1:00 P.M. THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: Gardner Smith Purchasing Department Director 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS ® Recycled Paper C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations to Cox Communications, Inc. on its 25`h Anniversary in the Roanoke Valley. D. BRIEFINGS 1. Briefing on the National Softball Association Girls Fast Pitch Softball Class B World Series to be held in the Roanoke Valley on July 13- 20, 2002. 2. Presentation of Roanoke County Departmental Annual Report for fiscal year 2000-2001. (Dan O'Donnell, Assistant County Administrator) E. NEW BUSINESS (Please note: There may be additional New Business Items following Work Sessions and Closed Meeting) 1. Request to adopt a resolution Community School Prevention County Administrator) of support for the Roanoke County Council. (Dan O'Donnell, Assistant 2. Request to enter into a recycling agreement with the Rescue Mission and other human service agencies. (Elmer C. Hodge, County Administrator) F. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing acquisition of property along the West Roanoke River and appropriation of $186,876 grant for flood mitigation assistance. (George Simpson, Assistant Community Development Director) 2. First reading of ordinance authorizing the donation of an easement to Cox Communication for Cable TV and Internet service in the Bent Mountain area. (Anne Marie Green, General Services Director) 2 G. SECOND READING OF ORDINANCES 1. Second reading of ordinance authorizing the conveyance of approximately 30 acres of County-owned property located at the Center of Research and Technology to the Industrial Development Authority. (Douglas Chittum, Economic Development Director) H. APPOINTMENTS 1. Blue Ridge Behavioral Healthcare Board of Directors 2. Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals 3. Grievance Panel 4. Industrial Development Authority 5. League of Older Americans Advisory Council 6. Library Board 7. Planning Commission 8. Roanoke Valley Resource Authority 9. Roanoke County School Blue Ribbon Committee 1. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Confirmation of Committee appointments to the Industrial Development Authority, the Roanoke Valley Resource Authority and ratification of at-large appointment to the Blue Ridge Behavioral 3 Healthcare Board of Directors. 2. Appropriation of $50,000 Virginia Department of Conservation and Recreation and Land and Water Conservation grant for the North Roanoke Park. 3. Approval to accept and appropriate $1,000 donation from the Salem Jaycees for the Police Youth Camp. 4. Approval of Procedures for the preservation of the Board of Supervisors records and providing information to the Board of Supervisors, the public and the staff. 5. Acceptance of Split Rail Lane into the Virginia Department of Transportation Secondary System. 6. Acceptance of $8,000 grant from the Department of Motor Vehicles for targeted patrols of impaired drivers. 7. Acceptance of donation of sanitary sewer easement across property of Old Heritage Corporation in the Cave Spring Magisterial District. J. REQUESTS FOR WORK SESSIONS 1. Request for Work Session on Debt and Revenue Projections on December 18, 2001. (Diane Hyatt, Chief Financial Officer) K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 4 5. Accounts Paid -October 2001 6. Update on EMS billing and staffing since November 1, 2001. 7. Acceptance of roads into the Virginia Department of Transportation Secondary System in October 2001. 8. Report on Clean Valley Council activities in November N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS~4th Floor Conference Room) 1. Discussion on Roanoke County's Legislative Program for the 2002 General Assembly session. (Paul Mahoney, County Attorney) 2. Work Session on the Roanoke Valley SPCA contract. (John Chambliss, Assistant County Administrator) P. CLOSED MEETING pursuant to Code of Virginia Section 2.2-3711 A (7) consultation with legal counsel and briefing by staff regarding a specific legal matter, namely Item Q-3; 2.2-3711.A (3) discussion of the acquisition of real property for public purposes, namely, Indian Grave Road; 2.2- 3711.A (20) discussion of plans to protect public safety as it relates to terrorist activity. Q. CERTIFICATION RESOLUTION R. NEW BUSINESS (Continued from Afternoon Session. Will be held in 4th Floor Conference Room) 1. Request to appropriate funds for facilities security upgrades. (Dan O'Donnell, Assistant County Administrator) 2. Approval to enter into a contract with the Roanoke Valley SPCA for participation in a Regional Animal Impoundment Facility. (John M. Chambliss, Assistant County Administrator) S. ADJOURNMENT 5 C ~_~ ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION 120401-1 OF CONGRATULATIONS TO COX COMMUNICATIONS, INC. UPON THEIR 25T" ANNIVERSARY IN THE ROANOKE VALLEY WHEREAS, Cox Communication, Inc, the nation's fifth largest cable television company, is a Fortune 500 company, operating cable systems to approximately 6.2 million customers in 23 states; and WHEREAS, Cox Communications Roanoke, located in the County of Roanoke, has been providing service in the Roanoke area for 25 years, beginning on November 4, 1976; and WHEREAS, Cox Communications serves 58,000 customers in Roanoke County, Roanoke City and the Town of Vinton, boasts 1,049 cable miles and 141 fiber miles providing analog and digital video service, high speed Internet service, CableRep advertising and Cox Business Service; and WHEREAS, Cox has over 165 employees, an annual payroll in excess of $6.7 million, and was recently awarded the National Cable Television Association Customer Service Seal for each of the 11 years it has been available; and WHEREAS, Cox has emphasized active community involvement through its support of Junior Achievement, "Partners for Success" with County and City schools, West End Center for Youth, Roanoke Symphony, and has given back over $1 million in funding and promotional support to area charitable organizations and civic groups. NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, extends its sincere congratulations to Cox Communications, Inc. on its 1 25`h anniversary in the Roanoke Valley; and FURTHER, the Board of Supervisors expresses its appreciation to Cox for being an outstanding corporate citizen and providing employment to many residents in the Roanoke Valley. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: `~X ,~ ~ Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Congratulations File Melinda Cox, Economic Development Specialist 2 ,~ ~ ~.-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION OF CONGRATULATIONS TO COX COMMUNICATIONS, INC. UPON THEIR 25T" ANNIVERSARY IN THE ROANOKE VALLEY WHEREAS, Cox Communication, Inc, the nation's fifth largest cable television company, is a Fortune 500 company, operating cable systems to approximately 6.2 million customers in 23 states; and WHEREAS, Cox Communications Roanoke, located in the County of Roanoke, has been providing service in the Roanoke area for 25 years, beginning on November 4, 1976; and WHEREAS, Cox Communications serves 58,000 customers in Roanoke County, Roanoke City and the Town of Vinton, boasts 1,049 cable miles and 141 fiber miles providing analog and digital video service, high speed Internet service, CableRep advertising and Cox Business Service; and WHEREAS, Cox has over 165 employees, an annual payroll in excess of $6.7 million, and was recently awarded the National Cable Television Association Customer Service Seal for each of the 11 years it has been available; and WHEREAS, Cox has emphasized active community involvement through its support of Junior Achievement, "Partners for Success" with County and City schools, West End Center for Youth, Roanoke Symphony, and has given back over $1 million in funding and promotional support to area charitable organizations and civic groups. NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of C-i Roanoke County, Virginia, extends its sincere congratulations to Cox Communications, Inc. on its 25th anniversary in the Roanoke Valley; and FURTHER, the Board of Supervisors expresses its appreciation to Cox for being an outstanding corporate citizen and providing employment to many residents in the Roanoke Valley. ,.. ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Briefing on the 2002 National Softball Association Girls Fast Pitch Class B World Series COUNTY ADMINISTRATOR'S COMMENTS: J j~~~~ . ~ s~ SUMMARY OF INFORMATION: As part of Parks, Recreation, and Tourisms expanded mission, staff has identified sports tournaments as an opportunity to increase tourism to the valley. Studies, as well as our past experience, shows these tournaments have a significant financial impact to the communities they visit. With that said I am happy to report that Roanoke County is part of a partnership, with the City's of Salem and Roanoke, which will host the 2002 N.S.A. Girls Fast Pitch Class B World Series. This event scheduled for July 14-20, 2002 is probably the largest single sporting event in the history of the Roanoke Valley and will bring millions of dollars of economic activity to the Valley. We anticipate that 300 teams from the eastern United States will be participating, requiring a minimum of 3,000 hotel rooms per night, for the first four days of the tournament alone. It is projected this tournament will book in excess of 12,000 hotel room nights. Obviously valley restaurants, gas stations, grocery stores, shopping centers, and cultural attractions will receive a tremendous boost from the event. It is also another positive example of regional cooperation. This is the first time that the three jurisdictions Parks and Recreation departments have joined together to host such an event. It is important to note that we could not have even considered going after this event without this cooperation, as no single community has the facilities to accommodate an event this size. The tournament will require a minimum of 22 game fields and numerous practice fields. We plan to involve our Recreation Clubs in the event. They will be able to operate concessions and collect gate fees (50/50 split with N.S.A.) and help manage the event at each county site that is chosen for use. This involvement will generate dollars for the Rec Clubs, which will help their programs. In addition, our girl's softball teams can automatically qualify to play in this tournament by participating in the N.S.A. state tournament held in Salem this early summer. This would be a wonderful experience for our girls. I would personally like to thank the Board of Supervisors, Mr. Hodge, our Recreation Clubs, and citizens for providing the necessary support over the years that has allowed us to develop quality facilities that enable Roanoke County to be a partner in these types of events. The 25 fields that we have developed since I have been here represents a huge investment on Roanoke County's part, and it is very exciting to begin to reap the rewards of this investment. FISCAL IMPACT: It is estimated that the tournament will generate over $12,000,000 in revenues for the Roanoke Valley through hotel rooms, meals, entertainment and shopping, Respectfully submitted, Approved by, Pete Haislip, Director Parks, Recreation & Tourism L%`~~ Elmer C. Hodge County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Church _ _ _ Johnson _ _ _ Received () McNamara _ _ Minnix _ _ _ Referred () Nickens _ _ To ( ) ACTION NO. ITEM NUMBER ~" ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Briefing- Departmental Annual Report for Fiscal Year 2000 - 2001 COUNTY ADMINISTRATOR'S COMMENTS: This is an excellent report. It is a project that Dan O'Donnell initiated. SUMMARY OF INFORMATION: Staff is pleased to present to the Board of Supervisors the first Departmental Annual Report. The report is a summary of activities and accomplishments of each department during the past fiscal year. The purpose of the report is to provide increased accountability by documenting achievements of departmental goals set during the budget process. The report anticipates future Governmental Accounting Standards Boards requirements for documented outcomes of local government programs. Although documentation of this type of information is still optional under GASB requirements, it is anticipated that outputs and outcomes of local budgets will soon be required in order for us to continue to obtain the outstanding budget awards we have enjoyed receiving in the past. Staff believes that it is important that the Board as well as the public be kept apprised of the results of public budgetary decisions regardless of requirements imposed by GASB. We believe that this report is a very good report, which will be improved upon in years to come as departments are encouraged to move more toward thinking in terms of quantifiable outcomes and increased accountability. Some highlights of the report include: Fire and Rescue: 4,260 Fire Calls 9,940 Rescue calls. 20 New Paramedic Firefighters added - 15 more approved. Regional Fire and Rescue Training Center Opened. Police: 9 New Neighborhood Watch Groups established bringing the total to 99. Establishment of the Crisis Intervention Team to assist mentally ill individuals. ~ J P Economic Development: 42 New Prospect inquiries handled. 1,019 New Business Licenses Issued in Roanoke County Existing Business Survey completed indicating that 79% of businesses perceive Roanoke County as a positive business location. Construction of Phase One road network and utilities in the Center for Research and Technology. Utility Department Implemented a 6.7% water rate reduction. Treated an average of 6 million gallons of water per day. Replaced or rehabilitated 17,340 feet of sewer line. Inspected 113,916 feet of sewer lines. There are many other examples of progress made contained in the report. Copies will be made available to the public at all Library locations and upon citizen request. Respectfully Submitted by: Daniel R. O'Donnell Assistant County Administrator ACTION Approved by: Elmer C. H dge County Administrator VOTE No. Yes Abs Approved () Motion by: Church Denied () Johnson Received () McNamara- Referred () Minnix To () Nickens i 7 County of Roanoke ~~e~ ~ ~~ c~~~ e~n t~a~l ~. _n ~ ~~ __ . p 1 July 1, 2000 -June 30, 2001 i PO Box 29800, 5204 Bernard Drive, SW Roanoke, VA 24018 ' 540-772-2006 www.co.roanoke.va.us 1 i 1 7 F a aNO~ ~ F ti L 2 y 2 a 1838 ELMER C. HODGE PO Box 29800 5204 Bernard Drive November 1, 2001 CCOUritp Df ~D~1lD~e Office of the County Administrator Nhone: (540) 772-2004 Fax: (540)772-2193 E-mail: ehod~e@co.roanoke.va.us Dear Members of the Board of Supervisors, I am pleased to offer for your information the first annual Departmental Annual Report of the Roanoke County Government. This report covers the accomplishments of our departments for fiscal year 2000-2001. The purpose of this report is to provide you and the public with service highlights from the various departments that comprise our Roanoke County Government team. In order to make this document useful for the reader, departments are only able to summarize their major achievements for the year. There are many other projects and activities that we do to improve our community that cannot be covered in a summary report such as this. I think you will be pleased by the report and the accomplishments of our departments that are documented herein. Some of the highlights of the 2000-2001 fiscal year were as follows: Education: Although not included as a section of the report as education is not a direct County department, perhaps the biggest accomplishment of the year for Roanoke County was the groundbreaking for the construction of the new Hidden Valley High School. Scheduled to open in August 2002, the new high school was a major priority of the Board of Supervisors who provided funding and guidance to the School Board leading to this major accomplishment. Another educational highlight was the renovation and expansion of the Glenvar Middle School, ' also scheduled for completion in 2002. Roanoke County also led the Roanoke Valley region in the percentage salary increase allocated for education employees in the budget passed for the current fiscal year. Public Safety: The 2000-2001 fiscal year saw the beginning of 24 hour per day, 7 day per week Advanced Life Support ambulance service at core stations in the County. Responding to the ' Board of Supervisor's directive to protect "Life Before Property", the Fire and Rescue Department prepared a plan to hire an additional 20 Firefighter/Emergency Medical Technicians and station them at Hollins, Vinton and Fort Lewis. New 24-hour shifts went into effect to provide around the clock paid ambulance protection. Later in the year the Board of Supervisors approved the hiring of another 15 Fire and Rescue FirefighterBMTs, bringing the additional staffing to a total of 35. Concerning Police protection, the Roanoke County Police Department achieved re-accreditation, initiated the Crisis Intervention Team to recognize and aid mentally ill individuals, and added 9 additional neighborhoods to the Neighborhood Watch program. The Sheriff's Department also achieved accreditation for the first time ever for the Roanoke County / Salem Jail. Table of Contents Public Safety .............................................................................:.................................................... 3 Fire and Rescue ........................................................................................................................... 4 Police ........................................................................................................................................... 6 Sheriff .............................................................................................................................. . R Community Services ...................................................................................................................13 Community Development ..........................................................................................................14 Economic Development .............................................................................................................16 Utility Department .....................................................................................................................19 Human Services ...........................................................................................................................21 Elections .................................................................................................................................... 22 Library ....................................................................................................................................... 23 Parks, Recreation, and Tourism ................................................................................................ 25 Social Services ........................................................................................................................... 30 Internal Services and Operations ..............................................................................................35 Clerk to the Board of Supervisors ............................................................................................. 36 Commissioner of the Revenue ................................................................................................... 37 Community Relations ................................................................................................................ 38 Finance ...................................................................................................................................... 39 General Services ....................................................................................................................... 41 Haman Resources ...................................................................................................................... 45 Information Technology ............................................................................................................47 Management and Budget ........................................................................................................... 49 Purchasing ................................................................................................................................ 51 Real Estate Valuation ................................................................................................................ 52 Treasurer ................................................................................................................................... 57 Judicial and State Funded Services ........................................................................................... 59 Clerk of the Circuit Court ......................................................................................................... 60 Coccrt Service Unit ..................................................................................................................... 61 1 1 fl ii 0 0 1 Pubic Safe AND QFs,, ~. ,,, r ~- `~''. 3 i C C ~~ i for Automatic External Defibrillators (AED). The $60,000 board appropriated funding combined with a grant from the Virginia Department of Health -Office of Emergency Medical Services provided for 26 AEDs, a new lifeline for County citizens. The AEDs were placed in County buildings and fire and rescue vehicles. Appropriations were made to set aside funding of $500,000 for building improvements to the Clearbrook and Mount Pleasant stations. The improvements would include bunkroom and restroom additions at Clearbrook to support a new 24-hour ALS unit to be placed in service November 2001. Mount Pleasant will receive bunkroom and restroom additions, as well. The construction for both stations will be completed in FY 2001-2002. Fiscal Year 2000 was exciting and considered an achievement year for the department. The department has eight core goals and we focused in on the three requiring the most attention for the fiscal year. Focus will continue on these goals over the next fiscal year for successful implementation. The other core goals will have focus as a supplement to the three primary core goals. De artmental Statistics 1998* 1999** 2000** Fire Calls 2,649 4,824 4,260 Rescue Calls 7,319 8,940 9,940 Prevention Permits Issued 197 214 162 Fire Investi ations 146 164 188 Fire Inspections, Plans Reviews, System Tests, Com Taints and Consultations 1,431 798 1,091 *Numbers are based on incidents **Numbers are based on units dispatched CIS ' Investi ations Division cleared 57% of the cases assi ned for follow-u .The D g g p epartment also ' has a Detective assigned to the regional drug taskforce comprised of state, local, and federal law enforcement agencies. The Crirrunal Investigation Drvision has a full time grant funded position specifically designated to investigate only domestic violence crimes against women. This Detective works closely with the Commonwealth Attorney's victim witness coordinator to help ensure the delivery of appropriate services to women in need. ' The Department's E-911 Communication Center is the focal point for police/citizen interaction. Calls for service are relayed from the Communication Center to the patrol officers in the field. The Communication Center is preparing for the state mandated acceptance of mobile E-911 telephone calls. All communication officers are trained in Emergency Medical Dispatch techniques. This training allows the communication officers to assist citizens during life threatening medical emergencies until fire and rescue units arrive on the scene. The Communication Center has converted to an updated Computer Aided Dispatch system that will allow Communication Officers to continue to better serve the citizens of Roanoke County. The capabilities of the Communication Center has expanded into many of the ' Department's patrol vehicles through the use of Mobile Data Terminals, car mounted computers that allow individual officers to check licensing information and other police related data bases. The Department is committed to a policy that stresses the positive interaction between the ' officers of the Department and the citizens we serve. During the last year, the Department has established 9 new Neighborhood Watch groups, an increase of 10%, bringing the total number of Neighborhood Watch groups to 99. Every year the Department participates in Neighborhood Night Out, the communities' symbolic way to send a message to criminals. The Department uses a "Mobile Precinct" to bring the Department to different County neighborhoods. The Department's bike patrols bring our officers into closer contact with the ' citizens. The bike patrols, in addition to putting a face with the officer, hand out citizen satisfaction surveys that help the department assess its successes and consider the citizen suggestions and ideas. The Crime Prevention Office has recently begun a program to register ' bicycles in Roanoke County. Last year marked the Department's 6"' Annual Open House, a time for all interested citizens to come to the Department for tours, K-9 team demonstrations, and many other activities. The Department has a commitment to maintain and enhance a proactive traffic program designed to ensure the safety of the commuting public. The Department conducts an annual analysis of traffic crashes that serves to target high crash areas in an effort to reduce the number ' of traffic crashes. Department members are actively engaged in drunk driving programs designed to get drunken drivers off of Roanoke County streets. Officers have received advanced training in the recognition of drunken drivers. The Department sponsors child safety seat ' inspections on a regular basis. The officers ensure that child safety seats are properly installed for optimum safety protection. AVERAGE DAILY POPULATION Year UL AUG SEP OCT NOV DEC ~ FEB MAR APR MAY ~ Avg 98-99 167 192 197 208 199 181 181 190 186 184 183 181 187 99-00 182 198 208 195 202 191 190 200 196 197 205 212 198 00-01 206 217 221 210 206 209 213 212 213 207 218 202 211 2so RQANQKE COUNTY-SALEM JAIL AVERAGE DAILY POPULATION FISCAL YEAR goo lso ^ 98-99 ^ 99-00 ^ 00-01 100 s0 0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN 9 00-O1 Fiscal Year by Quarter 1st 2nd 3rd 4th YTD 99-00 Fiscal Year by Quarter 1st 2nd 3rd 4th YTD Juvenile Transports (7:00 AM - 5:00 PM) 97 51 71 103 322 58 83 75 49 265 Juvenile Transport Hours 142 90 116 164 512 270 310 404 205 1,189 Juvenile Transport Miles** 5,179 3,355 3,579 5,641 17,754 14,242 16,460 21,461 9,710 61,873 Juvenile Emergency Transports (5:00 PM - 7:00 AM) 32 10 12 21 75 31 49 59 27 166 Juvenile Emergency Transport Hours 84 27 44 40 195 130 179 362 145 816 Juvenile Emergency Transport Miles** 3,237 1,354 1,882 1,388 7,861 6,451 9,297 18,763 6,691 41,202 TOTAL TRANSPORT HOURS 1,162 692 969 1,019 3,842 962 1,099 1,614 1,492 5,167 TOTAL TRANSPORT MILES** 32,476 18,634 31,213 34,981 117,304 35,483 42,937 66,949 41,152 186,521 Performance Indicators Percentage of Compliance with Board of Corrections Minimum Standards for Local Jails 100 100 100 100 100 100 100 Inmate ServiceVolunteers 34 31 28 30 123 24 38 Volunteer Hours 281 311 352 424 1,368 148 312 Staff Hours for Work Release and Release to Work Progra ms 504 541 570 522 2,137 586 559 Jail and Court Tours - - 1 - 1 - - Inmates Taking GED Test 3 5 - 10 18 3 - Inmates Passing GED Test 2 5 - 5 12 2 - Percentage of Deputies Meeting Minimum Firearms Profic iency Requi rements 100 100 100 100 100 II 100 100 **Transport miles are per inmate transported instead of per trip as of January 2000 ***Sessions of court that require security (added 3rd quarter 2000). 100 100 100 31 34 127 122 325 907 520 619 2,284 2 5 7 4 - 7 4 - 6 100 100 100 11 i l ii 13 ' The new counter allows customer service re resentatives to reet and direct an one P g Y ' entering the second floor. It is equipped to expedite the quick, efficient customer service. Customer service representatives have updated some old forms for easy and more efficient use. Clipboards holding building permit applications have also been added to the counter to give a ' more professional look. County shirts for "Casual Fridays" were added to allow customer service representatives to dress casually yet not appear unprofessional ' Engineering Community Development has provided professional engineering and inspection services to the citizens of Roanoke County by ensuring that the design and construction of buildings, ' roads, water and sewer utilities, stormwater management, and other public works projects comply with local, state, and federal regulations and requirements. Additionally, Community Development has worked closely with other Roanoke County departments in accomplishing their ' goals and objectives. Some examples of this are: the Center for Research and Technology at Glenmary Farm for Economic Development, the Blue Ridge Parkway Interpretive Center for the Explore Park, North County Park for Parks and Recreation, oversight of Greenway construction ' for the Greenways Commission, the Regional Firing Range for the Police Department, and additions to Fire Stations for Fire and Emergency Services. Inspections The Insurance Service Organization evaluates local building inspection departments for effectiveness using an industry-developed checklist of indicators. Ratings are given in both residential and commercial construction on a scale of one to ten with a score of one being the highest achievable. This rating is utilized in developing insurance ratings and premiums in local markets. Roanoke County received a score of 4/10, four for commercial and ten for residential ' in the initial evaluation. The rating of 10 for residential construction was solely attributable to the fact that Roanoke County did not require submission and review of residential construction drawings. The implementation of a residential plan submittal and review program should immediately raise the County's rating to a 4/4 in the next evaluation. To this end, plan submittal checklists were developed and an employee was re-classified to include plan review as a primary job function. Future methods of raising the evaluation score to 3/3 will include establishing and ' implementing minimum training requirements for inspection personnel and encouraging inspectors to pursue additional certifications and education. ' Drainage The Drainage Division of Community Development has provided design, construction and maintenance services to the citizens of Roanoke County by improving regional stormwater management systems, assisting the Virginia Department of Transportation, receiving federal and state funds in excess of three million dollars in grants, and reducing flood insurance premiums by five percent. In addition, seventeen homes are or will have been removed from potentially ' devastating flood areas by 2002. The Department of Community Development Drainage Division has worked closely with other Roanoke County departments in accomplishing their goals and objectives. Examples of this are: the Center of Research and Development, the Regional Firing Range for the Police Department and various Fire stations for Fire and Emergency Services. 15 t New Business Attraction ' The end of the fiscal year resulted in a total of 42 new prospect inquiries. The largest percent of the inquiries (60%) were manufacturers who were interested in sites less than 10 acres (54%), and existing buildings in the 50 to 100,000 square feet range (33%). The second highest ' percent of inquiries were warehousing operations (14%) seeking sites in the 10-50 acre range (29%), and existing buildings in excess of 100,000 square feet (26%). Of the total inquiries, the majority were direct calls to the Economic Development Department, implying that corporations are continuing with the trend of conducting their own site search, utilizing various real estate and site selection resources. New business activity for fiscal year 2001 included the following. There were a total of ' 1,019 new business licenses issued in Roanoke County during the fiscal year, broken down as follows: Retail 154 ' Wholesale 17 Contractor 221 Business & Professional Services 586 ' Miscellaneous 41 New business highlights included the announcement of Carrier Access' location in the Valleypointe Corporate Center with 20,000 square feet of office space, and 54 high paying technology jobs for their telecommunications equipment research and development operation. The County was also pleased to announce the opening of a new Ruby Tuesday restaurant on Route 419 near Brambleton Avenue, the relocation and expansion of Nature's Emporium and Lyncra USA's establishment of the first bonded warehouse in the Roanoke Valley. Economic Development focused on implementing new marketing initiatives to stimulate ' development interest. This included producing a compact disc and direct mail marketing piece for the Center for Research and Technology. Designed to promote the Center as an attractive location for technology related businesses, the business card sized piece with a creative self- ' mailer has assisted in generating interest in the CRT. To date, the office has completed direct mailings to over 250 technology companies, corporate real estate executives, development consultants and allies throughout the U.S. The compact disc continues to assist in the marketing ' efforts of the department and serves as an economic development recruitment tool for the County. A complete overhaul of the department's site and building inventory was completed during the fiscal year. Included in this initiative was a standardization of the materials presented on each marketable site and building in the County. Digital presentations of County property ' were completed and are now being conveyed electronically to prospective businesses. New marketing folders were created, which serve as a dual quality of life marketing piece for the County's economic development efforts. These folders are currently being used by ' several departments, and are excellent vehicles for proposals and presentations. Three new advertisements were placed in Virginia Business, Virginia's Technology Corridor and Valley Life Magazines during FY 2001. The advertisements were designed to ' promote interest in the County's industrial property and attractive business climate. The Department was represented at several marketing missions with the Virginia Economic Development Partnership and the Roanoke Valley Economic Development Partnership during fiscal year 2001. Department staff attended the International Machine 17 Utility Department Mission: To provide efficient, cost-effective water/wastewater service of the quantity and quality that meets the needs of existing and future customers in accordance with the rules, regulations, and ordinances of the County, State, and Federal governments. Primary Goals • Provide constantly safe, highest quality public drinking water service to all customers. • Provide uninterrupted public sanitary sewer service to all customers. ' Fiscal year 2001 was a very busy and successful period for the Roanoke County Utility Department. Utility Department crews processed 5000 work orders throughout the course of the year in an effort to provide excellent customer service to our customers. These work orders vary ' from simple customer requests such as water pressure information to more complicated tasks such as water main breaks or sewer main blockages. L r i Water Division • Began the year by implementing an average 6.7% rate reduction for all Roanoke County water customers. • Published 2°d Annual Water Quality Report for Roanoke County. • Hosted Annual Open House at Spring Hollow. • Treated an average of 6 million gallons of water per day. • Traded an average of 1.3 million gallons of water per day with the City of Roanoke. This provision of the regional agreement between Roanoke City and Roanoke County has proven extremely valuable to both localities. Not only has it been used by Roanoke County to serve areas not accessible by Spring Hollow, but both localities have made use of this provision during periods of water main breaks and/or pressure problems. • The department added 7 new System Control and Data Acquisition (SCADA) sites this year for a total of 52. This system allows remote sites such as water tanks, pumping stations, etc. to communicate by radio to our office at Kessler Mill Road and Spring Hollow. The sites communicate mostly operational information such as water levels, flow, pressure, pump operation, etc. but they would also notify the office if a facility is broken into. • This year we converted 53% of all commercial water meters to radio read. This includes 90% of the larger customers with meters located in large vaults. • Replaced the water distribution systems in Green Valley and the residential area between Brambleton and Colonial Avenues. • Extended water service to residents in the Webster Road, South Drive and Stable Road areas. • Added 413 new water customers to the Roanoke County water system. Sewer Division • Renovated Starkey Pump Station (5 million gallons per day capacity) by replacing pumps, valves, and building maintenance. • Replaced or rehabilitated 17,340 feet of sewer line. 19 C u u 1 C 21 L i i Library Mission: The Roanoke County Public Library is a life-long learning enterprise which connects the people of our community with the facilities, services, information, and resources they need to develop their intellectual, economic, cultural, social, and educational potential. We invest the intellectual capital of our society in the growth and development of our community. Primary Goals • Develop a collection that meets community demand for popular cultural titles, information about social trends, and satisfying intellectually based recreational experiences. • Introduce preschool children to books and reading, establishing the basis for future community literacy and individual learning skills. • Provide effective reference and informational services for adult independent learners, consumers, professional, and business researchers. • Support the formal educational needs of the community by providing research assistance and resources that meet curricular demands. Based on both internal statistical reports and statewide database comparisons, the Roanoke County Public Library continued to set a standard for the efficient and effective use of resources. With the highest circulation rate within its consortium and, in fact, all of Southwest Virginia, it remained the library system of choice for approximately 60% of Valley residents. In FY2000, citizens made more than 640,000 visits to County libraries, an increase of slightly more than 1.4% over the previous year. Circulation, meanwhile, showed a concurrent and proportional rise of nearly 5%, as patrons made extensive use of the library's diverse collection, online resources, and informational support services. Among other purposes, they came to check out books, software, audio materials, and videos; search the Internet; take classes, compile business data; attend programs for children and adults; or (sometimes reluctantly) complete homework assignments. The promotion of literacy-based services for children was a major focus throughout the year. A special juvenile collection development project was initiated to acquire new books, or to replace heavily worn or damaged copies of favorite titles. The ongoing effort to support the evolving statewide SOL and Accelerated Reader programs absorbed additional resources. An extensive schedule of traditional story time sessions as well as numerous special programs were offered throughout the system, usually to capacity audiences. The children's staff developed prototype programs for infants and toddlers at two sites, with the intention of offering similar classes at the four large branches within a year. Two areas of children's services remained static: Enrollment in the Summer Reading Program reached 2,540, a slight decline from the previous year, which may have reflected competition from similar programs sponsored by schools and bookstores. Also, the limited pool of qualified volunteers inhibited the expansion of Books2Go, the outreach program designed to take the story time experience to area daycares. Although increasing attention has been focused on electronic resources, the Library also experienced a particularly strong demand for print formats. For example, it was not uncommon 23 C~ 1 L i u Parks, Recreation, and Tourism Parks, Recreation and Tourism Mission: To provide quality, essential, and diverse leisure services and family-oriented entertainment to meet the interests and needs of Roanoke County citizens of all ages and abilities. Primary Goal: • Provide the basic level of community recreation services and programs as determined by the County Board of Supervisors. Currently these service areas are youth athletics, therapeutic recreation services, and programs for senior adults. • Provide major and minor special events for citizens' enjoyment, youth education, and to enhance the economic impact to the region through tourism. Continue the development of all Special Events. • Provide a variety of quality cost-effective fee-based facilities and recreation programs for citizens of all ages and abilities. The Roanoke Department of Parks, Recreation, and Tourism is dynamic and always changing. To be successful the organization must be aware of citizen needs, interests, expectations, opportunities, the economy, current trends and standards, and be flexible to meet those challenges. The department has been very successful in developing community partnerships, sponsorships, and volunteer support to meet its goals. The department's partnership with ten local recreation clubs provides hundreds of volunteers who support the community's youth sports programs. Corporations, civic clubs, and individuals have continued to support the development of Camp Roanoke through donations of money, materials, and labor. More companies are expressing an interest in sponsoring special events and programs. All of these partnerships with the community allow the department to maximize its funding, resources, and facilities to provide enhanced services. The youth athletics program, senior adult services, and therapeutic recreation services are basic services. Basic services are programs that the County subsidizes in order to provide programs to the community at no or a reduced cost. Participation in youth sports does not require participants to pay a user fee to Roanoke County, however fees are paid to the local recreation clubs to cover the cost of uniforms. User fees for senior adults and therapeutic recreation services are discounted to keep the fees as low as possible. Camp Roanoke officially opened for youth traditional and adventure summer camps this summer for the first time since the late 1980's. The camp was re-dedicated on June 18, 2001 and served over 170 children in sports, traditional, and adventure camps. During the off-seasons the camp is rented by corporate, organizational, and school groups for its meeting rooms, catering, climbing tower, challenge course, and cabins. Staff also offers customized outdoor adventure programs. Family entertainment, major special events, and sporting venues provide wonderful opportunities for citizens to explore and contribute to the economic development of the County. The department sponsored the Native American Powwow, Va1leyFest Balloon Festival, 25 o Youth Services Manager/Craig Center ^ Licensed Childcare Services ^ Youth Enrichment Programs Department Statistics Services Licensed after school care Licensed summer childcare Licensed therapeutic summer camp Craig Center Community Programs Teen Center Programs Outdoor Education Camp Roanoke Summer Camps Senior & Adult Leisure Programs Special Events Therapeutic Recreation Services Lifetime Sports Adult Athletics Youth Athletics Youth Athletic Clinics Total # of Programs # of Participants 7 sites 317 1 site 40 1 site 25 52 510 425 4,446 124 1,071 8 weeks 170 335 6,024 14 58,761 124 1,239 40 150 81 teams 2,349 722 teams 8,923 10 368 1,944 84,393 Brambleton Center Visits: 80,000 27 C r ii 7 L Examples are paving parking lots, constructing dugouts and batting cages, press boxes, and fencing. Another contributing factor to quality fields is the staff effort to maintain a current working knowledge of state of art techniques and specialty equipment, using the latest proven products, and the development of a prescription agricultural program for each facility. Field improvements also include new sports lighting systems with the latest project being a County/league fund for Starkey 5 and 6. Each parks crew leader and foreman has obtained a Pesticide Applicator License to safely disperse products and abide by Occupational Safety and Health Administration (OSHA). Currently, $36,000 is slated for our agricultural program, which provides products for premiere ball fields and high visibility facilities. The Maintenance Services Crew provides quality landscape care at County office buildings, libraries, Fire and Rescue, road medians, and industrial properties. Additional efforts are directed towards special event assistance for County sponsored events and tourism activities. This crew, consisting of a full-time crew leader and two seasonal workers, also provides staff support to the County work order program for all departments. The manager of the Maintenance Services Crew administers the mowing contracts of remote sites and lower impact facilities, coordinates all County requests for assistance, supports the special use permit program, coordinates all support to host County sponsored special events, and manages landscaping efforts at County sites and Explore Park. Annual reimbursements are received from Community Development for plants, shrubs, and material used on the County road median program, and funds are received from Economic Development for contract mowing efforts and landscaping at the County industrial sites, such as Center for Research and Technology, Valley Tech, and Valley Gateway. The four grounds district staff execute the basic landscaping efforts in the general park areas as time permits. The Building Mowing Crew concentrates on mowing and trimming only on non-park facilities such as libraries, fire and rescue facilities, County office buildings, etc. The Projects Crew supports general repairs and new building efforts on outdoor structures, ground improvements and administers the agricultural program throughout the County. The dump trucks, backhoe, track loader, grader, soil screener, granular and liquid spreaders, are essential for the success of this skilled crew. This equipment also provides for the management and execution of the county wide agricultural program. The abilities of this crew enabled most of the construction efforts to rebuild and manage this years reopening of Camp Roanoke. Other improvements include partial construction of the Wolfe Creek Greenway, completion of the rear soccer fields at Green Hill Park, several playground installations. The organized efforts of the Parks/County Sign shop maintains all county street signs and replacements, Virginia Department of Transportation's high reflective upgrade program, private road replacement program, supports signs for special events, voting days, and makes custom signs for other departments. This team also makes road signs for new subdivisions, maintains visibility of street signs and intersections from vegetation growth while supporting the County E- 911 system. An obvious factor to the single budgeted full time field positions for the Sign Shop Operation, Building Mow Team, and the Maintenance Services Team directly equates to the success of recruiting seasonal maintenance workers to complete the basic work functions for each team. The Parks Division heavy equipment trucks and snowplows provide support to snow plowing efforts at all County parking lots. Recent training through the County Emergency Operations Plan has integrated the Parks Division to support vital County departments and the Roanoke Valley citizens in the event of a regional disaster. Potential drills for flooding or other 29 0 C r C University. This year staff began athree-year department wide project titled "Envision the Possibilities", an effort directed at improvement within the department and in service delivery to citizens. The four areas of focus are customer service, making our teamwork, employee enhancement, and spotlight on excellence. Family violence is increasing each year. Utilizing a Temporary Assistance to Needy Families (TANF) grant opportunity and federal funds, we have employed two social workers who provide family violence services, prevention and case management. At the court's request, these workers provide family and child assessments to address emotional and physical risks to children living in households where family violence occurs. The department employs a full time fraud investigator who works closely with law enforcement and the Commonwealth Attorney's office on fraud prevention, fraud detection and prosecution. This year $19,000 was collected as overpayments and reimbursed to the state and federal funding. Information technology and automation is essential to this department. All cases are tracked through state or local automation programs, and 90 personal computers are available to staff. There is a recently updated eleven station training room. An internal electronic services representative manages all systems. Public Assistance Programs (entitlement programs based on income and resources) Medicaid: Established under Title XIX of the Federal Social Security Act, Medicaid provides medical care for persons who have insufficient income to provide for the cost of medical care. Program costs are from state and federal funds. Individuals Enrolled 3;116 554 Fiscal Year 2000-O1 Total Expenditures $18,571,975 $4,729,308 Locality Roanoke County Salem Food Stamps: The food stamp program was created to alleviate hunger and malnutrition, as well as provide food in the case of emergency or financial disaster. This year 10,910 households received food stamps at a cost of $1,413,668. These expenditures are federal funds. In June 2002, Roanoke County will move from paper food stamps to electronic benefits, a federally mandated system in which recipients will be issued a debit card and benefits will be electronically transferred to the card each month (replacing the current monthly manual issuance). TANF -Temporary Assistance to Needy Families: This program provides assistance to needy families so children may be cared for in their own homes or in the homes of relatives; promotes job preparation and work; prevents or reduces out of wedlock births and encourages the formation of two-parent families. Recent welfare reform has focused on the TANF program. In FY 2000-01, the department issued over $500,000 in benefits funded by state and federal funds. State and Local Hospitalization: This program provides both inpatient and outpatient hospitalization services, ambulatory surgical services and Health Dept. clinic visits. Recipients are ineligible for Medicaid and are without adequate resources and income to meet medical needs. The stated determined FY 2000-0 l allocation for this program was $120,084; $19,867 was local funds. 31 ' decisions. In these cases, the Court determines which services will be provided. The department received 205 reports of suspected adult abuse this year. Child Protective Services/Court Services: Child protective services is the investigation ' of alleged abuse/neglect reports on children under age 18, and the provision of services to troubled families that reduce the risk of repeated abuse/neglect. Services are often provided after ' networking with police, courts, and many other community resources. Three hundred seventy seven reports of alleged abuse/neglect were investigated and resulted in 61 substantiated cases. The most prevalent problems were inadequate supervision, physical abuse and sexual abuse. ' Social workers complete in depth home studies for local courts when decisions about children's custody and visitation plans must be legally determined. The department completed 221 home studies this year. ' Foster Care and Adoption Services: Foster care services are provided to children whose custody, by court order, has been removed from a parent or caretaker and awarded to Social Services. Change in custody is typically a result of abuse/neglect. Upon transfer of ' custody, social workers seek foster homes or other placements that can provide for the child's safety and other identified needs. Efforts to return the child home, place with relatives, arrange for adoption or prepare for independent living are made to achieve a permanent placement for child; this process can take from several days to years. On 7/1/00, there were 49 children in foster care; on 6/30/01, there were 66 in care - an increase of 50%. Roanoke County has 26 certified foster homes. Adoption services are provided to children who have been in the custody of the department and whose parental rights have been terminated, as well as children placed with the department for the purpose of adoptive placement and children who are adopted by a stepparent. ' Services are also provided to adults who were adopted as children and are seeking information about their biological family. r 33 i r_ C1 u 1 J '~ 35 1 ii i • Provided administrative support for the Roanoke Valley Cablevision Committee and attended their meetings • Prepared and approved 97 non-profit solicitation reports since January 2000 • Composed 764 pages of meeting minutes in 2000. • Indexed approximately 1536 records • Signed, numbered and distributed approximately 450 actions, resolutions, and ordinances in 2000. • Wrote and presented 114 proclamations and Resolutions or Certificates of Recognition. • Responded to approximately 3,550 requests for research or assistance from, the public, Board of Supervisors and other County staff during 2000. • Provided administrative support to Board and staff by composing or preparing 699 pieces of correspondence. ' Commissioner of the Revenue Mission: The Roanoke County Commissioner of the Revenue will provide fair and equitable ' assessments of personal property as set forth by the Code of Virginia, Title 58 on Taxation and the Code of Roanoke County. C L 1 Primary Goal • Improve efficiency and effectiveness of service provided by the Commissioner's office. The County of Roanoke Commissioner of the Revenue's office, while continuing to give excellent service to the citizens of Roanoke County, has had a period of transition due to the untimely death on May 8, 2001 of the Honorable R. Wayne Compton. Mr. Compton had been Commissioner of the Revenue since 1980. Nancy J. Horn assumed the roles and responsibilities of Commissioner of the Revenue at his passing. Prior to becoming the Commissioner of the Revenue, Ms. Horn had been the Chief Deputy Commissioner of the Revenue for seven of her nine years with the County government. Commissioner Horn has and will continue to serve the residents of Roanoke County with her experience, as well as an experiericed and professional staff. One goal is to continue to improve service to the citizens by maintaining and improving job skills through education and training. The Commissioner of the Revenue's office participates in a Statewide certification program through the University of Virginia's Weldon Cooper Center for Public Service and the University's School of Continuing Education, under the auspices of the Commissioner of the Revenue Association of Virginia. This is a professional career development program designed to further enhance the skills and knowledge of the Commissioner's office staff. The Commissioner and all staff members are now enrolled and have begun working toward this goal. The Commissioner of the Revenue's office maintains a full time satellite office at the Division of Motor Vehicle Crossroads Mall location and intends to staff the second DMV 37 ' Januar 2001. In addition to these meetin s, the Communit Relations De artment created a Y g Y p ' website for the County's civic/neighborhood groups. The website serves to provide citizens with information about their neighborhood's activities, topics of interest with the potential to affect County citizens, general meeting information and information about the quarterly civic leaders ' meetings. In addition to the Civic/Neighborhood website, the Community Relations department worked closely with the Information Technology department in the restructure and redesign of the County's website. ' In addition to these accomplishments, Community Relations has continuously worked to improve the communication of information to all County citizens, as well as staff, through the building of relationships with local media personnel. Community Relations actively participates ' in several local community projects and committees to help raise awareness on issues that affect all County citizens. The fiscal year 2001 has been a successful year for the department, and 2002 promises to hold a number of successful projects and events as well. ' Finance Mission: The Department of Finance will prepare and record all financial activity of the County ' and County Schools, process payroll for the County and County Schools, and provide assistance to citizens and management at all levels of County government while maintaining appropriate internal controls and compliance with all legal and accounting requirements. ' Primary Goals • Administer and properly account for all County funds in accordance with County ordinances, and generally accepted accounting principles. ' Pay all outside vendors in a timely and efficient manner. • Provide a quality and cost-effective payroll service to the County and pay all County and School employees in a timely and accurate manner. Finance serves all County and Roanoke County Public School accounting needs. The ' department provides for the independent financial audit of County, School and related fiscal entities each year. The department also prepares the Comprehensive Annual Financial Report (CAFR). The CAFR is submitted annually to the Government Finance Officers Association for ' consideration of the Association's Certificate of Achievement for Excellence in Financial Reporting recognition program. The County CAFR has consistently received recognition under ' this program and received the award for the fiscal year ended June 30, 2000 in May 2001. Roanoke County Finance also serves as the fiscal agent for several related entities including the Roanoke Valley Regional Board (RVRB), Roanoke Valley Resource Authority (RVRA) and the Industrial Development Authority of Roanoke County (IDA). Significant activities for 2001 included a major upgrade of the KPMG Performance Accounting System that is the financial reporting system utilized by the County and Roanoke 39 n Risk Management Risk Management provides insurance administration services to the County and Roanoke County Public Schools. Major activities for 2001 included re-bidding third party administration services for worker's compensation coverage, and re-bidding property and liability coverage for the Schools. Risk Management Claims Processed in 2001 Worker's Compensation 156 20 Involved some loss of work time - 97 were medical only - 39 resulted in no action Auto/General Liability 127 '~ C I~ C Risk Management also provides defensive driving training and assessment of risk services. Several related training classes are held each year and regular meetings of safety committees and other safety related groups are conducted. General Services The General Services Department is divided into four divisions: Property Management, Garage, Solid Waste, and Facilities Management with oversight provided by the Administrative Unit. Each division has its own set of goals related to the overall mission of the department. . Property Management Mission: The Property Management Division will provide accurate and timely advice to the Board of Supervisors and School Board in matters related to the acquisition and sale of real estate, in order to ensure the responsible management of property related issues for the citizens of Roanoke County. Primary Goal: • Oversee the acquisition and disposition of all real property held by the County During FY2000-2001, the Property Management Division participated in the appraisal, sale and purchase of several properties: • Lloyd Property -the Lloyd property, located on Shenandoah Avenue in Salem, was surplused by the Roanoke County Schools in the 1980's, and has been maintained on the County's inventory since that time. It was sold to the Christian Life Fellowship Church in 2001, based on appraisals and valuations of the property provided by the Property Management Division. • Salem Bank and Trust - IN FY 2000 the Board of Supervisors purchased the Salem Bank and Trust building, located on East Main Street in Salem, for use as an office building. The property was over 50% leased to Roanoke County, largely for the Department of Social Services, and the purchase will allow the County to own the building, using the revenues received in rent to repay the bonds used to buy the building. The Property Management 41 Solid Waste ' Mission: The Solid Waste Division will provide high quality, efficient and equitable solid waste collection in a manner that is healthy for citizens and employees, environmentally safe, and timely. Primary Goal: ' Provide cost-efficient, equitable. and safe automated solid waste collection service. • Provide the most cost-efficient, equitable and safe bulk and brush collection service to all citizens in Roanoke County, that is both on-time and of the highest quality, and an automated system for scheduling the collection process • Provide equitable cost-efficient and safe freeloader trailer service to Roanoke County citizens. J The County provided residential curbside pick up to 26,000 homes, with approximately 24,000 of those receiving automated service. Because these routes use only one employee, and the automated arm picks up the cans, this method of collection optimizes resources, is safer, and more efficient. The County plans to automate as many homes as possible, which will also free up the rear loaders to provide bulk and brush collection. During FY2000, the Solid Waste Division had the opportunity to purchase six new automated side loader trucks and one rear loader truck. This purchase, financed through a loan from the school construction account that will be repaid from maintenance savings, has greatly reduced the amount of down time experienced in previous years. Because the new vehicles are larger, the trucks can stay on the routes longer between trips to the transfer station, and with the reduction in travel time and increase in efficiency, the Division is considering changing to four ten-hour collection days in the next budget year. The Solid Waste Division utilizes acall-in system to collect bulk and brush from single- family homes. This system prevents drivers from traveling every County street, regardless of whether bulk or brush was set out for collection. Residents receive the service every other week, for free, once they are placed on the schedule. The software currently in use for this program is old and unstable, and the Division plans to implement a new bulk and brush call-in computer program as part of the County's Citizen Inquiry System in the next budget year. During FY 2000-O1, the Solid Waste Division made approximately 1,415 bulk stops and 1,068 brush stops per month or 50-60 stops/day. The Solid Waste division also provides a "freeloader" service to citizens. The Division owns two fourteen-foot trailers that can be reserved by any homeowner on a first come, first serve basis. The trailers are delivered in the morning and collected the next day. The service is highly popular, and freeloaders are booked weeks in advance, except for Fridays, which are booked months in advance. Over 360 tons were collected through the program during FY 2000. 43 7 General Services Administration Mission: The General Services Administrative Unit will provide the necessary management support to the operational divisions of the General Services Department. and quality service to the employees and citizens of the County of Roanoke. Primary Goal: ' Provide building maintenance support to other internal County departments and to provide refuse collection service to County residents During FY 2000, the General Services Administrative Unit worked in the following n i areas: • Purchase of new refuse vehicles • Review of office space available for Court-related functions • Represented department on Team reviewing and purchasing Citizen Inquiry System • Preparation of Salem Office Supply Building for renovation and/or sale • Chairing Environmental Assessment Team and preparing for implementation of ISO 14001 in Roanoke County • Representation on the Board of Directors of the Roanoke Valley Resource Authority • Representation on Board of Directors of Clean Valley Council • Installation of new septic system at Masons Cove Fire and Rescue Station • Managerial oversight and support for four operational divisions ' Human Resources Mission: Create and sustain organizational design and culture for Roanoke County that ' continually improves cooperation, well-being, and human effectiveness through optimum use of employee skill and talent. 1 Primary Goals • Continue support of Performance Management System that rewards excellent performance. • Enhance and support employee competencies and develop highly effective performers. • Provide and support a highly competent workforce. • Improve Human Resources productivity, effectiveness and efficiency through participation in Finance/HR reengineering process. 45 1 J i 7 L iJ Information Technology Mission: To utilize technology and provide guidance in the use of technology by all County departments in a manner that is consistent with the overall missions of the individual departments and the County as a whole. It is the responsibility of Information Technology to understand computer technologies as they evolve, to provide direction to departments as appropriate, and to ensure the proper and efficient implementation and use of computer technology. Primary Goals • Eliminate "islands" of information and enable data sharing internally and globally. • Be the County's primary and preferred provider for development services and management of computer/network operations • Evaluate emerging wireless and other telecommunications technologies Eliminate "islands" of information and enable data sharing internally and globally was one of our core goals. This year we took the first step, a feasibility study for creating one database, which holds all land information for the County. This database would offer a central warehouse from which critical systems can mine land information data. This will reduce duplication of effort, increase efficiency of development and data recovery and assist in creating a greater level of consistency and reliability. One of the other core goals for I.T. was to be the County's primary and preferred provider for development services and management of computer/network operations. We are constantly striving to provide our customers with effective and fully developed solutions to their systems needs. Below are the significant steps taken by each division toward meeting this core goal. The Development division provided maior systems development in the following areas: Clerk of Circuit Court Clerk Indexing System 104.75 hours Community Development Project Tracking/Permits 3.5 hours Finance Performance System Upgrade 1,384.75 hours Fixed Asset System 883.5 hours Utility Billing Redesign 553.25 hours Gain Sharing 313.5 hours Payroll Upgrade 524.75 hours Treasurer New Cashiering System 2,798 hours Animal Control 397 hours In addition to these projects the Development Division contributed 2,499 hours to system maintenance and emergency requests. Our E-Government initiative this year was to completely redesign the County Website. With the investment of $5,000 and considerable staff time we gave the site a completely new look and feel. We developed a more citizen friendly site by grouping services/information into 47 0 ~I C ~7 i Management and Budget Mission: The Roanoke County Office of Management and Budget will provide budgetary and financial information and consultation to administration, departments and citizens in order to enhance decision-making, educate, and inform in support of the County's stated priorities. Primary Goal: • Develop, configure, and dispense information throughout the organization and the community to enhance decision-making and cultivate citizens' awareness of budgetary issues. Prepare and publish resource allocation plans in accordance with the priorities of the community, Board of Supervisors, and County Administrator. Utilize measurements to determine effectiveness of departmental operations. Refine revenue projection techniques. The Department of Management and Budget directs the development, preparation, and presentation of Roanoke County's annual operating and capital budgets with gross revenues totaling $265 million. Client services include budgetary assistance to 30 operating departments, revenue forecasting and analysis, long-range-planning, operational analysis, and special projects as directed by County administration. The development of the FY2001-2002 County budget was finalized on May 22, 2001 when the Board of Supervisors adopted the budget and approved the 2"d Reading of the Appropriation Ordinance..In addition, the Capital Improvements Plan was approved for FY2002-2006. The process began during the fall of 2000 with the updating of departmental capital requests, preliminary revenue estimates, and the formulation of departmental operating targets. During the winter and spring operational objectives were re-evaluated, departmental funding requests for operations and capital were presented and prioritized, revenue estimates were refined, joint work sessions with the School Board were held, and public hearings to elicit public comment were hosted. Uncertainty surrounding local funding from the state presented a significant challenge in developing the FY01-02 budget. This was primarily due to legislative gridlock surrounding phase-out of the car tax. Despite the challenges presented, a balanced budget was adopted that met all local and state mandated deadlines and requirements. The Department of Management and Budget, for the 13`h consecutive year, received the Governmental Finance Officers Association award for Distinguished Budget Presentation for its Annual Fiscal Plan (FY2000-2001). The Annual Fiscal Plan provides detail on budget policies, year-to-year budget and actual comparisons, and departmental goals and objectives. It includes general information on the County and definitions and explanations of budgeting terms and policies. This award is judged on an extensive list of criteria that grades the document in relation to four major categories: • Financial Plan Operations Guide • Policy Document Communications Device 49 ~~ Purchasing ' Mission: The Purchasing Department promotes the County's best interest by providing a professional purchasing system of quality and integrity whereby all persons involved in public purchasing are treated fairly and equitably, the value of public funds is maximized and a sufficient supply system is available for all departments/agencies. Primary Goals • Ensure effective communication in order to gather and disseminate relevant information for ' internal and external customers. • Promote positive partnerships with internal and external customers. • Position Roanoke County to take advantage of e-commerce. ' The Purchasing Department provides technical consulting services, training, guidance, and recommendations to all County departments and Schools for purchasing related operations. With a staff of seven personnel, the department provides a daily courier service to each ' department, processes all bids and proposals, plans and conducts pre-bid conferences and bid openings, implements and administers contracts, manages reverse bids and surplus property sales, conducts on-going training on Policy and Procedures and the KPMG software system, manages a purchasing Web Site, visits Vendor sites and attends trade shows, participates in and sponsors National and State Association seminars, manages a Purchasing Card system, coordinates with other government agencies, conducts audits, and participates in cooperative purchasing ventures. A satellite office is provided, weekly, in locations remote from the Administrative Offices, at the Roanoke County Service Center, the Roanoke County Safety Center, and the ' Roanoke County School Administration Building, to better serve the department needs and encourage exchange of communications regarding current and upcoming projects. This process has proven to be successful in that the request for support coordination has increased due to ' office proximity. The department uses KPMG software and is responsible for training department personnel in use of the software. Purchasing maintains a Web site giving departments access to ' available contracts, purchasing manuals, and contract information. The site includes a list of all current projects providing the external customer (vendors/contractors) the ability to view and/or download the document for the purpose of submitting a bid or proposal. The vendor application ' form is also available for any contractor to request to be added to the vendor database. Contract information and instructions on how to do business with the County is provided. In addition to the current software, the department is reviewing the Commonwealth of Virginia application, eVA, as an enhancement to the present automated purchasing system. The courier service provides two deliveries and pickups to locations daily. This service also includes distribution of the Board of Supervisor's packets and other special pick-ups and deliveries during the year as needed. 51 ' • Median ratio was 93 °Io The median ratio is the preferred measure by the IAAO (International Association of ' Assessing Officers), of central tendency in many ratio studies. This measurement represents the ratio of the assessed value to the sale price. • Coefficient of Dispersion (COD) was 6.35 ' The COD measures the average percentage by which individual ratios vary from the median ratio. By IAAO standards, a COD between 10-20 would represent acceptable uniformity for the ' types of property located in Roanoke County. The 6.35 COD indicates excellent uniformity for the 2001 general reassessment. ' • Price Related Differential (PRD) was 1.0083 The price related differential measures the tax burden between high and low valued properties. The IAAO standard for PRD ranges from .98 to 1.03. The PRD of 1.0083 ' for the 2001 general reassessment is an indication that no bias exists between high and low valued properties within the county. ' During the 2000 public hearings, 145 citizens met with their assigned appraiser to discuss the reassessment of their property. In 2000, the Board of Equalization met with 20 citizens. A strong real estate market, strong economy, the accessibility of our appraisers to our citizens ' throughout the year and a quality reassessment (by industry standards), are factors that attributed to the low number of citizen inquiries. Information Technology Improvements The demand for property information has increased dramatically. Customer Service Representatives answer an average of 480 telephone calls per week from citizens and members ' of the business community, including but not limited to, realtors, appraisers, lending institutions and attorneys. With the introduction of flexible work schedules and an increased need for real estate data, the business community needs appraisal information beyond the standard office ' schedule of Monday-Friday, 8 am-5 pm. In late 2000, a team effort between the offices of Community Development, Information Technology and Real Estate Valuation resulted in the creation a database design (Phase I) that ' would provide a significant increase of information available on the Internet. Our progress to date is as follows: ' • Completion of the database design • Researching websites for ideas as to the best format for displaying the data ' • Providing sample data to Axabyte, Inc. for the creation of the database tables Two critical elements in implementing this project are the creation of a technology ' support position within this department and locating necessary funding. The technology support position was filled in 2000 and this has dramatically increased the efforts to help bring e- government to our citizens. ' Without resources, implementation of the database design project would be jeopardized and the increasing need for data sharing to our citizens and the business community would go ' S3 Appendix 2 Assessed Values for Taxable Parcels 2001 Common Area-Planned Development Agricultural /Undeveloped (Over 99 Acres) Agricultural /Undeveloped (20-99 Acres) Multi-Family Residential Commercial /Industrial Single Family Residential - Suburban Single Family Residential - Urban $4,000 (less than 1%) ' $22,374,600 (less than 1%) $78,518,800 (1.6%) $167,072,500 (3.6%) $657,536,400 (14.1%) Total = $4,637,953,900 $1,033,168,700 (22.2%) $2,679,282,900 - (57.7%) $0 $500,000,000 $1,000,000,000 $1,500,000,000 $2,000,000,000 $2,500,000,000 $3 Anvendix 3 Assessed Values for New Construction 2000 Multi-Family Residence ' $699,500 (.9%) Total = $80,921,126 Townhouse/Condo $4,553,500 (5.6%) Commercial _ $5,218,000 (6.4%) Industrial $8,254,100 (10.2%) Single Family Residence 26 (76.9%) $0 $10 $20 $30 $40 $50 $60 $70 Millions 55 Treasurer ' Mission: The Roanoke County Treasurer will collect all monies due to the County and maximize safe investments of all public funds. The Treasurer will also provide services in a friendly, courteous and professional manner. Primary Goal ' Collect, protect and invest the revenue of Roanoke County. ' The County mails personal property bills in April and Real Estate bills in April and November. Delinquent bills are mailed in July and January after the due dates. Our heaviest ' workload month is May in which we collect over 50% of the taxes and fees due to the County. Even though the State's workload standards show we should have 14 employees, we do the work with 10 employees and seasonal employees. ' Each month, except tax collecting months, we issue tax liens and distress warrants to collect delinquent taxes. Once a year we turn over delinquent real estate account to our attorney so he can conduct a judicial sale and recover monies due the County. The County Investment ' Policy is followed in the investment of public funds. To better serve the public, the staff attends classes sponsored by the Treasurers' Association of Virginia and conducted by the University of Virginia. 57 7 ~~ 7 i 59 1 1 possibilities -which began with the iriitial needs assessment survey in 1997 - it was determined that the SCV's system is the best value for this office and those that it serves. Therefore, at a total initial cost of more than $200,000, this system is scheduled for installation in the Roanoke County Circuit Court Clerk's office in October of this year. This major accomplishment will have been achieved at absolutely NO expense to the taxpayers of Roanoke County since all funding for its implementation is available to us through our TTF account. Obviously, we are quite proud of our many accomplishments and our plans for the future as we strive to better serve our customers. Court Service Unit i Mission: To assure the protection of the citizens of Roanoke County through the balanced approach of comprehensive services that prevent and reduce juvenile delinquency through partnerships with families, schools, community, law enforcement and other agencies, while providing the opportunity for delinquent youth to develop into responsible and productive citizens. ' Primary Goal: • Protect the citizens through monitoring, supervising and treating juveniles and families and holding them accountable for their actions while affording them the opportunity for reform. i The Twenty-third District Court Service Unit serves Roanoke County and the City of Salem Juvenile & Domestic Relations District Courts. The employees of the Court service Unit are employees of the Virginia Department of Juvenile Justice. The Unit employs afull-time Psychologist, two substance abuse counselors, and a family counselor in addition to the intake and probation officer staff to accomplish our goal and objectives. Our offices are located in both the Roanoke County and City of Salem Courthouses. The Unit's Intake Section screens all complaints concerning the illegal activities of which are filed by the law enforcement officers, public agencies, or the general public. The processing of these complaints is completed in a manner to ensure the safety of the public and meet the needs of the juvenile and the family to prevent future illegal activities. The Intake Section processed 2,224 cases for the County of Roanoke during FY 00 - Ol. Of these cases, 368 were diverted from the Court system and handled informally within the Court Service Unit or through referral to other public or private agencies. Our recidivism rate is extremely low (5%) in that of the 2,224 cases at intake 111 were recidivist. Of those 110 had to be returned to court for further action with the others being handled informally. The County detained 170 youth in local detention homes and 8 youth were committed to State operated Juvenile Correctional Centers. 61 [] t 1 ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION 120401-2 IN SUPPORT OF THE ROANOKE COUNTY COMMUNITY SCHOOL PREVENTION COUNCIL IN ITS EFFORTS TO PROVIDE SUBSTANCE ABUSE PREVENTION PROGRAMS TO THE YOUTH OF ROANOKE COUNTY WHEREAS, A survey performed by the Tri-Ethnic Center for Prevention and Research in 2000 indicated the following statistics in Roanoke County: 1 in 4 six graders have used alcohol 9 in 10 12`h graders have used alcohol 40% of 10`h graders have used marijuana 54% of 12`h graders have used marijuana 23% of 12`h graders have taken a hallucinogen; and WHEREAS, all of the above statistics exceed the national average; and WHEREAS, The Community School Prevention Council serves as a cooperative and collaborative effort of schools, county government, non-profit agencies, parents and students to address the social, mental and health needs Roanoke County's youth and families; and WHEREAS, The Community School Prevention Council has formulated a comprehensive prevention plan to address the serious problem of substance abuse; WHEREAS, the Community School Prevention Council has secured $359,310 in grant funding to implement this plan to address the issue of substance abuse among Roanoke County's youth and their families. 1 T NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County hereby endorses and supports the efforts of the Roanoke County Community School Prevention Council to address the social, mental and health needs of Roanoke County's youth and their families. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: ~. ~_ ~~ oe Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Daniel R. O'Donnell, Assistant County Administrator Jo Anne Burkholder, Student Assistant Program Coordinator, Schools Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, Roanoke County School Board 2 _t ~. ACTION NO. ITEM NUMBER ~~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Request for adoption of a Resolution of Support for the Roanoke County Community School Prevention Council COUNTY ADMINISTRATOR'S COMMENTS: ~ ~~ SUMMARY OF INFORMATION: The Roanoke County Community School Prevention Council (CSPC) was formed in 2000 as a mechanism to address the social, mental and health needs of Roanoke County's youth and their families. The Council consists of representatives from schools, social services agencies, police, court services, public health, County Administration, parents and students. To date the CSPC has secured grant funds totaling $359,310 to implement a new substance abuse prevention strategy within Roanoke County. Jo Anne Burkholder, Student Assistance Program Coordinator, Janet Shaner and Jason Perdue, parents and Co-chairs of the CSPC will be present at the meeting to: (1) explain the programs they are implementing; (2) increase awareness of their efforts; and (3) request a Resolution of Support which can be used when they apply for future grants. They will be attending the next meeting of the Roanoke County School Board to obtain its support as well. The mission statement of the Community /School Prevention Council is as follows: The Roanoke County Community School Prevention Council seeks to foster the healthy development of Roanoke County Youth through: • Raising community awareness of and addressing the social, mental, and health needs of its youth M '_ ~_1 • Implementing programs that foster responsible parenting skills • Providing avenues for positive character development for youth • Comprehensively and efficiently collaborating with Roanoke Valley agencies • Preventing substance abuse in our community • Advocating inter-agency collaboration in establishing a comprehensive prevention strategy. A list of CPSC members is attached to this Board Report. FISCAL IMPACT: There is no direct fiscal impact on the Roanoke County Budget and no direct local County funds involved in these programs. The Community School Prevention Council has secured grant funding of $359,310 over a three year period to implement substance abuse prevention programs in Roanoke County. These funds will not pass through the County's budget as Blue Ridge Behavioral Health Care has agreed to act as fiscal agent. STAFF RECOMMENDATION: Staff recommends adoption of the Resolution of Support for the Roanoke County Community School Prevention Council. Respectfully Submitted by: Approved by: ,/ Daniel R. O'Donnell Elmer C. H dge Assistant County Administrator County Administrator --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ _ _ Received () McNamara- _ _ Referred () Minnix _ _ To () Nickens _ _ _ ~` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION IN SUPPORT OF THE ROANOKE COUNTY COMMUNITY SCHOOL PREVENTION COUNCIL IN ITS EFFORTS TO PROVIDE SUBSTANCE ABUSE PREVENTION PROGRAMS TO THE YOUTH OF ROANOKE COUNTY WHEREAS, A survey performed by the Tri-Ethnic Center for Prevention and Research in 2000 indicated the following statistics in Roanoke County: 1 in 4 six graders have used alcohol 9 in 10 12th graders have used alcohol 40% of 10th graders have used marijuana 54% of 12th graders have used marijuana 23% of 12th graders have taken a hallucinogen; and WHEREAS, all of the above statistics exceed the national average; and WHEREAS, The Community School Prevention Council serves as a cooperative and collaborative effort of schools, county government, non-profit agencies, parents and students to address the social, mental and health needs Roanoke County's youth and families; and WHEREAS, The Community School Prevention Council has formulated a comprehensive prevention plan to address the serious problem of substance abuse; WHEREAS, the Community School Prevention Council has secured $359,310 in grant funding to implement this plan to address the issue of substance abuse among Roanoke County's youth and their families. [~. ..' NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County hereby endorses and supports the efforts of the Roanoke County Community School Prevention Council to address the social, mental and health needs of Roanoke County's youth and their families. First Name Charles Molly Rich Jo Ann Fran Nancy Michele Lucy Rita Joe Debbie Penny Anna Debra Chuck Betty Molly Dan Linda John Jason Debbie Donna Alice Kerry Ken Susan Susan Janet Janet Ann Rajiv Carol Barry Katie Community School Prevention Council Members Last Name Title/Organization Baffi Va Tech Evaluation Barnett CSHS Student Bonfanti CSA Coord., R.C. & Salem Burkholder SAP Coordinator Casey Guidance Coord. Cline Asst. Princ./Glenvar HS Dowdy Guidance Coord. Downs SAP Coord./Mas.C.Elem Gliniecki Chair CPMT Hafey Asst.Princ./CSHS Harris Financial Analyst, RC Hodge RCS Dir. Budget & Fin. Kennedy RCHD Supvsr. Pub.Nurse Marks Clinical Treatment Mason RCPD -Vice unit Sergeant McCrary Dir. Social Services O'Dell Dir. District Health O'Donnell Asst. Co. Administrator Payne RC Police Dept/Dir. SROs Pendarvis Pres/CEO Fam. Serv. RV Perdue Fed.Ct. Prob. Ofr./Parent Pitts Asst. Dir. of Rec. - RC Proctor Va.Coop.Ext./Ext. Agent Ratliff Spec. Agnt./ABC Redican Va Tech Evaluation Redick Mgr/Carillon Emp.Asst.Prog. Reynolds Principal/Herm L Horn Elem. Rieves-Austin Dir. Prev. & Early Interv. Scheid Sr. Plan./RC Admin. Shaner DCE Cov.Pres.Ch/Parent Sprouse CCS -Human Serv. Spec. Srinivasan Student Stockton Dir. Guidance/North Cross Trent RCS Coord.Health,PE,DrEd Zawacki Prev. Plus/ Prev. Spec. ~' A-120401-3 ACTION NO. ITEM NUMBER ~- ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: December 4, 2001 AGENDA ITEM: Request to enter into a pilot recycling agreement with the Rescue Mission and other human services agencies. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County has supported recycling and has initiated various methods in the past. Door-to-door residential recycling has been prohibitive because of the vast territory the County has to serve. In addition, the market for recyclable material is not very good. Recycling becomes much more feasible if transportation and collection costs can be reduced and if there is sufficient volume to interest buyers of these materials. The County also recognizes that reducing the waste stream is important to the environmental future of the Roanoke Valley and extends the life of the landfill. The State of Virginia requires localities to recycle 25% of their waste streams. We have always surpassed that limit because of our corporate efforts and because of our brush and bulk diversion. The County is currently recycling 26.7% of our waste stream. SUMMARY OF INFORMATION: Certain non-profit entities in the Valley, such as the Roanoke Rescue Mission, also provide valuable recycling services to the community through the acceptance of donations of used household items such as clothing, furniture and other items, which are then either reused or sent out of the area for recycling, thus relieving the local governments of the expense of picking them up and taking them to the landfill. Anything left is then disposed of through the Resource Authority at the regular commercial rate of $55/ton. The Rescue Mission has asked for assistance with reducing the cost of disposing of the remaining items. The Rescue Mission is currently bringing approximately 242 tons of unusable waste to the Resource Authority each year. Staff discussions with the Rescue Mission indicate that this is a 50% recycling effort, thereby diverting another 242 tons from our landfill. The Roanoke Valley Resource Authority discussed this at its November 28, 2001 meeting, along with the options available to assist with these recycling activities. The Authority itself, under its bond covenants, cannot waive or reduce fees for individual ~- ~. requests. However, the local governments can contract with organizations to recycle, and through that contract, can provide the local government rate at the Authority, which is currently $42/ton. The Resource Authority Board of Directors agreed in principal to support this request, and asked Roanoke County to provide the administrative assistance for the program. Qualifying agencies will take leftover materials to the Transfer Station, and the County will then be billed at the government rate for the tonnage. The County will, in turn, bill the agency at that rate, thus saving the agency $13/ton at the current rates. This will reduce the income to the Resource Authority, but it is not anticipated to be a significant amount. The County staff would like to implement this program, and establish criteria for participation by other similar organizations. These criteria would include the following: The agency would provide a service that diverted and recycled residential waste. 2. The agency would have a way to collect the donations, thus avoiding collection by the County refuse department. 3. There would be a sufficient volume of tonnage diverted from the waste stream to make the contract feasible. FISCAL IMPACT: There should be no fiscal impact for this program. The County will simply pass through the costs to the organizations, and if any non-payment problems occur, the program will be stopped immediately for that agency. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors authorize the implementation of this program. The initial contract will be for aone-year pilot program. If the program is successful, the County Administrator may renew the program for a longer period of time. Submitted by: Elmer C. Hodge County Administrator r r ~~ ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to authorize Church _ x _ Denied () agreement revised that the Board will Johnson _ x _ Received () review and evaluate the agreement in McNamara_ x _ Referred () Januarv.2003 Minnix _ x _ To () Nickens x cc: File Anne Marie Green, Director, General Services John Hubbard, CEO, Roanoke Valley Resource Authority ACTION NUMBER ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Request for acceptance of $186,876.00 Ftood Mitigation Assistance Grant Project for West Roanoke River Mitigation, Phase I, and approval of an ordinance authorizing the acquisition of the identified properties. COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. This is a new grant and the first time that we will purchase homes in the West River Road area of the County. Including this grant, the Department of Community Development has been successful in getting $1.6 million for flood reduction efforts for our citizens. This is commendable. SUMMARY OF INFORMATION: The Commonwealth of Virginia Department of Emergency Management has notified us of the approval of our grant application to fund the acquisition of flood- prone homes along the Roanoke River in Roanoke County. Listed below is a summary and costs for this project. Project Summary: As a result of the Roanoke Valley Regional Stormwater Management Plan, and the Federal Emergency Management Agency (FEMA) list of repetitive flood loss properties, the four homes selected for acquisition were based on severity of flooding and flooding depths. This area is identified in the Regional Stormwater Management Plan for acquisition based on severity of flooding. The four homes selected were based on a ranking within the floodway and the flooding depths. The grant is awarded by FEMA and is administered by the Commonwealth of Virginia Department of Emergency Management. A summary of the proposed costs for this project is outlined below. Summary of Costs: Federal Share $186,870.00 75.0% County Share $ 62,290.00 25% TOTAL PROJECT COST $249,160.00 100% -) ~~ The 1992 bond referendum included funds for projects identified from the Regional Stormwater Management Plan and is available for Roanoke County's share of this project. ALTERNATIVES AND IMPACTS: Alternative 1. Accept the grant and authorize staff to match with funds and in-kind labor from the Department of Community Development. Approve the attached ordinance authorizing the acquisition of the identified properties. Alternative 2. Decline acceptance of the grant. STAFF RECOMMENDATION: Staff recommends alternative 1. SUBMITTED BY: APPROVED BY: George W. Simpson, III, P.E., Assistant Director Elmer C. Hod e Department of Community Development County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: VOTE No Yes Abs Church Johnson McNamara Minnix Nickens C: COUNTY ATTORNEY'S OFFICE 2 r ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEPELOPMENT West Roanoke Ftood Mitigation 4754 Poor Phase I Mountain Rd. Riz er Project Scale: > "=125' r~ ~O ~ hod ~~ ~o ff~~ gyp, ~a '~~ ~~~ ~,.° ~~ ti d ,; `~ Proper~ies of: David & Debra Patterson(35,36,37) Thomas Lee & Barbara Ne~rrcomb (38) John K. & Wynona Findey 139) ii /~ , ROANOKE COUNTY West Roanoke River DEPARTMENT OF' Flood Mitigation Project Phase I COMMUNITY DEVIs'LOPMENT ~ 4655,4665 & 4679 1Peat Raver Rd. Scale: 1 "=125' ~_ i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 ORDINANCE APPROVING THE WEST ROANOKE RIVER FLOOD MITIGATION PROJECT, PHASE I, ACCEPTING A FLOOD MITIGATION GRANT OF $186,876 FROM FEMA AND APPROPRIATING THE GRANT TO THIS PROJECT, AUTHORIZING THE COUNTY' S MATCH OF $62,290 TO BE PAID THROUGH FUNDS AND IN-KIND LABOR FROM THE DEPARTMENT OF COMMUNITY DEVELOPMENT, AND AUTHORIZING THE ACQUISITION OF REAL ESTATE TO REDUCE THE NUMBER OF STRUCTURES IN THE ROANOKE RIVER FLOOD PLAIN WHEREAS, Roanoke County has been awarded a grant from the Federal Emergency Management Agency (FEMA) to purchase flood-prone homes along the Roanoke River in west Roanoke County; and WHEREAS, the purpose of the West Roanoke River Flood Mitigation Grant (the Grant) is to reduce the number of structures located in the flood plain and subject to repetitive flooding damages; and, WHEREAS, staff has identified four homes for acquisition, based upon the severity of flooding and flooding depths; and WHEREAS, the real estate to be acquired is located within the Roanoke River flood plain and this area has been identified in the Regional Stormwater Management Plat for acquisition based on severity of flooding; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on December 4, 2001, and the second reading was held on December 18, 2001. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: ~- i 1. That the West Roanoke River Flood Mitigation Project, Phase I, is hereby approved. 2. That a Flood Mitigation Grant of $186,876 from FEMA is hereby accepted and appropriated to implement this Project and the County's share, in the amount of $62,290, is hereby approved to be paid through funds available in the Flood Reduction and Drainage Control capital account and through in-kind labor from the Department of Community Development. 3. That the acquisition of real estate, referenced by tax map number, from the following property owners, their successors or assigns, is hereby authorized: TAX MAP NO. PROPERTY ADDRESS 64.02-1-13 64.02-1-14 64.02-1-15 4754 Poor Mountain Road 64.02-1-16 OWNER Underwood, Winston L. 64.04-2-3 5 64.04-2-36 4679 West River Road 64.04-2-3 7 64.04-2-38 4665 West River Road 64.04-2-39 4655 West River Road Patterson, David & Debra A. Newcomb, Thomas Lee & Barbara Findley, John K. & Wynona S. 4. That the consideration for each real estate acquisition shall not exceed a value to be determined by an independent fair market value appraisal; and 5. That the consideration for each real estate acquisition shall be paid from the West Roanoke River Flood Mitigation Project, Phase I, Grant funds and County's match, not to exceed and subject to the amount of funds available; and 2 ~- 6. That in order to accomplish the provisions of the Grant and ordinance, the Board hereby adopts by reference the "County of Roanoke Hazard Mitigation Grant Program -Acquisition Policy," which establishes the procedures and requirements by which acquisition of all real estate shall be accomplished. The Board may amend this policy from time to time by resolution; and 7. That the County Administrator, or any Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. 3 ," •; ,r:`a GPS Elevation Certificate '`''-: 4~ Buildin Owrtefs Name: ~~ ~~ ~ ~~ av~ m Buildi Street Address: 4754 POOR MOUNTAIN RD c c ~ ~ ~ Ci /State 1 ZIP Code: Roanoke County VA 24017 ° ,~ E Tax Parcel Number. 064.02-01-15.00-0000 w ~ ~ Building Use: Residential a Latitude 1 L nude: 37.26538 -80.13918 Horizontal Datum / Source: NAD 1983 GPS id Static B1. NFIP Common' Name 1 Communi Number. Roanoke Coun 510190 B2. - B3. Coon Name I State: Roanoke V inia o € 84. - B5. Map and Panel Numbed Suffix: 5116100038 D ° 86. - B7. FIRM Index Date I FIRM Panel Eftertive ar Revised Date: 10/1511993 10115/1993 ~ ~ ~ B8. 89. - 611. Flood s}: Base Flood Elevation FE I BFE Source / BFE Elevation Datum: Zone AE 1088.2 FIRM NGVD 1929 B12. Is Buildi in Coastal Barrier Resources em Area or Otherwise Protected Area?: No m C1. Buildi Elevations are Based on: Finished ConsWction o C2. Buildi Di ram Number. 1 ~ ~ Elevation Datum: NGVD 1929 .~ C3. Conversion or Comments: N/A m ~ FIRM? NIA N Elevation Reference Mark RM Used /Does ERM ear on ~ ~ C3a. Top of Bottom Floor. 1076.75 ° p Cab. T of Next Hi her Floor: 1083.96 C3c. Bottom of Lowest Horizontal Stnrcturel Member (V zones ord) ft NIA w Cad. Attached Gara a to of slab ft NIA w c Cie. Lowest Elevation of Machine andlor Equipnent Servicin the Buildi ft : NIA ~D C3f. Lowest Ad' nt Grade LAG ft 1074.96 C H' hest Ad'acent Grade HAG ft 1~•~ ~ C3h. No. of Permanent Openi s flood vertu) within 1 ft. above Ad'acent Grade: NIA ~ J C3i. Total Area of all Permanent i flood vents in C3h . in.: NIA I certify that the information in Sections A, B, aril C on this certificate represents riry FRONT PHOTOGRAPH best effort to interpret the data available. I understand that any false statement may ~ s be punishable fine or im 'sonment under 18 U.S. Code Section 1001. ' •.1 '~ ~~ *~• ' - ~ Certifiers Name: Timothy Hoelzle ~- License Number. 1754 .~:,~ e t ~ Title: Director of Surveying a: Compan Name: Lumsden Associates, P.C. o ¢ Address: 4664 Brembletan Ave., SW - 0 Ci I State I ZIP Code Roanoke, VA 24018 .: o m ~ Telephone (540} 774.4411 -o, Signature c "' Date 211912001 >°, Fevation certificate data based on GPS control survey and report prepared ~ Survey and certified by Dewberry & Davis LLC dated October 5, 2000. When the ~ Comntertts Top of Bottom Fkwr elevation is asterisked, the elevation was inaccessible , ~ to su crews. Elevation estimated within stnrcitrre. ' - Commu nity Comments - , " ' LOCATION MAP I ~; ;~ RFAR PHOTOGRAPH ~ ~ ~ ' f y~ ~ .~ ~ ~. s j i- ` Y ~~' ! ' +~Mr~ u i ~ ~ ~- ~ , y ~ ~~~~ ~~ _ _~, is `. ' '~ - t: ~.sr MAP S cial Flood 500 -Year ~~_~ :, Floodway ~ ~ ~ Base Flood Location of ~ Structure Map Scale 1" = 1420.42 ' El ti LEG Floodplam Hazard Area END eva on Substitute for FEMA Form 81-31, August 1999 `°°`"""""'°° ~"' COUNTY OF ROANOKE HAZARD MITIGATION GRANT PROGRAM -ACQUISITION POLICY December 4, 2001 ROANOKE COUNTY, VIRGINIA TABLE OF CONTENTS Page Program Summary Acquisition Policy 2 Acquisition Worksheet 7 Voluntary Transaction Agreement 1 1 Request to Withdraw From Consideration 12 Request for Addition to Waiting List 13 COUNTY OF ROANOKE HAZARD MITIGATION GRANT PROGRAM PROGRAM SUMMARY - The purpose of the Hazard Mitigation Grant Program is to reduce the number of structures located in the floodplain and subject to flooding damages. The federal government is involved in this Program and considers it to be cost beneficial because it will reduce the demand for disaster assistance in the event of additional flooding in the future. - The governing agencies involved in this acquisition program are the Federal Emergency Management Agency (FEMA), the Virginia Department of Emergency Management (VDEM), and the County of Roanoke. - The program will be funded with FEMA funds, and with a combination of Commonwealth of Virginia and County of Roanoke funds. - The acquisition program is voluntary, meaning that the County of Roanoke is not obligated to purchase any particular properties and the property owners must voluntarily sell their properties to the County of Roanoke. The County of Roanoke will not use the power of eminent domain for this particular program. - Once purchased, the properties must be publicly maintained for conservation, recreation, or other suitable open space designation for perpetuity. No future federal disaster assistance will be available for the subject properties purchased under this program. - This acquisition program is subject to funding from FEMA. Should this funding not be provided in whole or in part, the program may be reduced in scope or terminated. 1 BUYPOLICY.DOC County of Roanoke, Virginia HAZARD MITIGATION GRANT PROGRAM December 4, 2001 ACO,UISITION POLICY Following are the procedures and polices for the program: Definitions FEMA: Federal Emergency Management Agency NFIP: National Flood Insurance Program Program: Hazard Mitigation Grant Program VDEM: Virginia Department of Emergency Management SBA: Small Business Administration URA: Uniform Relocation Assistance and Real Property Acquisition Policies Act I. Priorities of Acquisition Program: A. Properties located in the floodway or floodplain and whose owners have indicated an interest in selling, are the priorities for this acquisition program. B. Properties included in the original list submitted to the Federal Emergency Management Agency (FEMA) for approval will be given first consideration. C. Upon conclusion of the acquisition process for properties on the original list, property owners that meet the eligibility criteria and have requested to be included in the acquisition program will be considered should additional funds become available. II. Eligibility Requirements: The following eligibility requirements will be used for this program: A. Garages or outbuildings must be located on the same property to be considered a part of the program property. B. Vacant lots can be purchased in the acquisition when the property is contiguous to and assessed with the primary structure to be included in the program. C. The title must be clear of all liens before the County of Roanoke will take title to the property. The property owner will agree to satisfy all liens or have the lien amount deducted from the purchase offer prior to the acquisition and authorize the County to pay off all liens at the closing. 2 BUYPDLICY.DOC D. All acquisition applicants will sign a statement recognizing that the program is voluntary. In addition, the County of Roanoke may, at its sole discretion, reject a property for acquisition based on the eligibility requirements, limitation of available grant funds, or for any other considerations. E. Current property owners will be responsible for the property taxes on the structure from the first of the year through the date of the closing on a pro-rata basis. F. Demolition costs and liability expenses for a flood damaged structure will be the responsibility of the County of Roanoke only after completion of the closing. The property owner remains solely responsible for the property and the structure, and the risk of all loss remains with the property owner until completion of the closing. G. The warranty deed on all purchased properties will include covenants to ensure that the properties must be publicly maintained for conservation, recreation, or other suitable open space designation for perpetuity. No future federal disaster assistance will be available for the subject properties purchased under this program. H. This acquisition program is subject to funding from FEMA. Should this funding not be provided in whole or in part, the program may be reduced in scope or terminated. III. Market Value Determination: The fol%wing procedures will be used to establish fair market value of the structures to be purchased: A. A licensed, independent appraiser, selected by the County, will conduct apre-flood appraisal of the property, land, and structures to be purchased. Based on this appraisal, property owners will be offered pre-flood fair market value less any duplication of benefits as defined in the following section. Property owners will be afforded the opportunity to provide information to the appraiser regarding major pre-flood improvements to the property which can be documented. B. In the event that a structure(s) has already been demolished due to health and/or safety concerns prior to the date of appraisal, the appraiser shall determine an appraisal price for the structure(s) based on the pre-flood market value for comparable structures in the area and the County of Roanoke assessment. C. In the event that the appraisal less duplication of benefits is a negative figure and the property owner still desires to sell the property in the acquisition, the property owner will be offered the assessed value of the land only (not the structure) as determined by the pre-flood County of Roanoke assessment. However, the County of Roanoke will take fee simple ownership to both the structure and the land. 3 BUYPOLICY.DOC D. For tracts of land over one acre in size, the County of Roanoke will have the option to include only the land under and immediately around the structure (1 acre or less) to be agreed upon by the property owner and the County of Roanoke. The cost to survey and record the smaller parcel and necessary attorney's fees will be paid by the acquisition program. E. If the property owner purchased the property after the disaster declaration, then the County of Roanoke cannot offer the owner more than the post-flood fair market value. The property owner will not be offered pre-flood fair market value if they were not the property owner during the flood. In addition, any benefits the previous property owner received for repair of the property will not be deducted from the offer to purchase. F. Rental or lease-to-own properties will be addressed on a case-by-case basis depending on contract stipulations. G. The County of Roanoke reserves the right to modify any guideline in this policy to conform with state or federal regulations regarding acquisition funds. IV. Duplication of Benefits A. Background Federal regulations require that previous federal dollars related to structural home repair or replacement will be considered an offset (cash advance) toward the purchase price of the acquisition property. The offset amount must be deducted from the settlement offer, unless the property owner is able to produce documentation that the awards were reinvested into the flooded property. Review of the Hazard Mitigation Duplication of Benefits is managed by FEMA. B. Process A preliminary review of each property on the initial list will be submitted to FEMA including the damaged dwellings address, homeowner's name, address, and phone number; and any information regarding assistance received for the flooded property. An official duplication of benefits request will be submitted on each property after the appraisal has been completed. Information on benefits received will be provided by FEMA to the local community for the purpose of determining the purchase offer only. This information will be considered privileged information and will only be provided to the property owner and the grant administrator. This information will not voluntarily be provided to any other parties unless required by applicable laws or regulations. 4 BUYPOLICY.DOC C. Types of Duplication of Benefits The following are the types of assistance that will be deducted from fair market value above: - Nations/ Flood Insurance Program (NF/P) Sett/ements -NFIP deductions will be researched and figured for any homeowners involved in the acquisition that have received NFIP settlements for real property. The real property settlement is the only portion of an NFIP settlement that will be considered. Any settlement for contents will not be deducted from the purchase offer. If the homeowner has already made repairs as outlined in the Property Information section of the Hazard Mitigation Grant Program Worksheet, the amount verified by repair receipts will not be deducted. - Funding from other federal state or local agencies received specifically for structural repairs. If the homeowner has already made repairs as outlined in the Property Information section of the Hazard Mitigation Grant Program Worksheet, the amount verified by repair receipts will not be deducted. V. Replacement Requirements: A. In the event that the property owner obtained apost-flood Small Business Administration (SBA) loan to repair and/or replace a structure included in the program, any proceeds from the acquisition must first be applied to the SBA loan. If there is a balance on the SBA loan, the balance will be transferred as a lien on the new property purchased by the property owner with the loan funds. B. Any properties involved in the acquisition that were rented a minimum of 90 days prior to the presentation of the acquisition offer, the property owner will be required to follow the requirements of the URA. Renters will be offered relocation assistance directly from the grant funds. Rental relocation assistance will be figured as follows: the new rental amount (comparable housing) plus average utilities minus the old rental amount times 42 months OR 55,250.00, whichever is less. In the event that FEMA modifies the relocation policy for renters, the County of Roanoke reserves the right to modify this acquisition policy to reflect the national guidelines. C. Each property owner is responsible for any and all applicable taxes on any proceeds from this program. 5 BUYPOLICY.DOC VI. Steps of Acquisition Process: The fol%wing is a brief outline of the steps of the acquisition process for property owners: A. Public meeting with program overview. B. ,Initial interview including property owner, appraiser, property acquisition specialist(s) and grant administrator. C. Appropriate site and structural environmental assessments D. Appraisal/title search completed. E. Duplication of benefits determined. F. Property owner presented the offer to purchase (appraisal less any duplication of benefits). Property owner given 60 days from receipt of the offer to consider the offer. G. Meet with property owners to accept or reject the offer to purchase after the consideration period. If accepted, purchase agreement to be signed by the property owner. H. Property owner has 90 days to remove all belongings and salvage material from structure prior to closing. This time period may be reduced or eliminated at the request of the property owner and upon agreement of the parties. Meet with property owners following required time period to close on property and transfer title to County of Roanoke. J. Demolition contract bid and commencement of demolition of purchased structures. K. Demolition completed. L. Reuse plan for properties implemented by the County of Roanoke. if any provision of this program, or the application of any provision hereof to a particular entity or circumstance, shall be held to be invalid or unenforceable by a court or agency of competent jurisdiction, the remaining provisions of the program shall not be affected and all other terms and conditions of the program shall be valid and enforceable to the fullest extent permitted bylaw. G BUYPOL~CY.DOC COUNTY OF ROANOKE ACQUISITION PROGRAM Worksheet 1 2. Current mailing address: 3. Telephone Number: 4 Name(s) as they appear on the property deed: . ( - - (Home) ( ) - (Work) Property Information Address of flooded property: 5. Tax Parcel Number: 6. Type of Property (circle one): Commercial Residential House Mobile Home Outbuilding Garage Other (specify): 7. Property Owner's Estimate of Value of the Structure: ~ 8. Property Owner's Estimate of Value of the Land: S Combined Value: $ 9. Amount of Structural Damage (do not include personal property damage): S Owner Supplied Information Name Social Security No. Date of Birth 7 BUYPOLICY.DOC 10 11 12 Have repairs been made on the structure? (circle one) If repairs have been made, what is the total amount of repairs which can be documented with receipts? Was the structure covered by flood insurance at the time of the flood? If yes, policy number: Amount of structure insurance coverage: Amount of claim payment for structure only: Are there any liens against the flood damaged property? If yes, list the liens against the property: Name of lien holder: Name of lien holder: Name of lien holder: Occupancy Information 13. On the date of disaster, was the property: (circle one) Owner Occupied Renter Occupied Vacant Secondary Dwelling (vacation home) 14. What is the current occupancy status of the structure: (circle one) Owner Occupied Renter Occupied Vacant Secondary Dwelling Demolished Other (specify): (vacation homel If the property is currently renter occupied, provide the following information regarding the tenants: Name: Address: Phone: ( ) - Yes/No Yes/No Yes/No H BUYPO~ICY.DOC Relocation Information 15. Have you relocated from the flood damaged structure? (circle one) 16. Have you purchased a new home? (circle one) If yes, answer #17; if no, answer #18. 17. If yes, address of new home: 18 19 Yes/No Apartment Rental Home Rental Trailer Nursing Home Yes/No Yes/No Purchase price of new home: $_ Is the new home outside of the 100-year flood plain? (circle one) If no, (a new home has not been purchased), answer the following: What type of residence are you currently residing in? Family Member Residence Other: Do you plan on purchasing a new home? Do you need assistance in obtaining permanent housing? Family size: Assistance Summary 20. Did you receive any grant or assistance for flood damage repairs to your property? If yes, list the types and amounts of assistance: Type Amount Yes/No Yes/No Yes/No If you. received FEMA assistance, FEMA Control #: 9 BUYPOLICY.DOC 21 . Did you receive any flood insurance settlement(s) for structural damage(s)? If yes, list the types and amount of assistance: Type Amount 22 Yes/No Date Yes/No Owner Statement of Interest As a property owner(s), by signature it is hereby stated that I/we request participation in the voluntary property acquisition program. It is understood that any misleading or fraudulent information contained herein may result in disqualification or delays in the voluntary acquisition of the property. Further, by signature, I/we hereby authorize the County of Roanoke to gather information from FEMA, SBA, National Flood Insurance or my homeowner's insurance, and other applicable sources or agencies pertaining to the flood recovery programs to determine non- duplication of benefits. Property Owner(s): Signature Signature Signature Did you receive a Small Business Administration (SBA) Loan? Name of lender and amount of mortgage: Lender: Amount: SBA Control #: Print Full Name Print Full Name Print Full Name Date Date Date 1 O BUYPOLICY.DOC COUNTY OF ROANOKE ACQUISITION PROGRAM Voluntary Transaction Agreement 1 . I/we am/are the owner(s) of the property identified by the following address: Tax Parcel Number(s): 2. I/we have been notified by the County of Roanoke of their interest in purchasing the above property, and that, if I/we agree to sell, it will be necessary for the property to be permanently vacated. 3. I/we have been notified by the County of Roanoke that pre-flood market value of the property will be offered as determined by an appraisal process. 4. I/we have been informed by the County of Roanoke in writing that I/we are not required to sell the above property to the County of Roanoke and that the County of Roanoke will not use the power of eminent domain in connection with this particular program. I/we understand that this means that I/we do not have to sell this property to the County of Roanoke. 5. I/we have been notified by the County of Roanoke that, if the above property is sold voluntarily, I am not entitled to relocation benefits provided by the Uniform Relocation Assistance and Real Property Acquisition Policies Act, which is available to persons forced to abandon their property involuntarily, and I/we will not claim any such benefits. 6. The County of Roanoke stipulates and agrees that the above property as of the date noted below, is not a part of an intended, planned, or designated project area where all or substantially all of the property within the area would be acquired within a specific time frame; and that the information described in paragraphs 2 through 5 has been provided to the property owner(s) noted herein. Property Owner(s): Signature Signature Signature County of Roanoke Print Full Name Date Print Full Name Date Print Full Name Date Print Full Name Date 1 1 BUYPOLICY.DDC COUNTY OF ROANOKE ACQUISITION PROGRAM Request to Withdraw from Consideration I/we, (property owner[s] names) hereby certify that I/we are the rightful owners to the following property (address of flooded property): Tax Parcel Number: I/we hereby wish to notify the County of Roanoke of our desire to remove our property from consideration of the Acquisition Program. I/we hereby acknowledge that by signature of this form the above property will not be appraised, and that I/we will not be given the opportunity to sell the above property to the County of Roanoke to be purchased under the Hazard Mitigation Program. I/we conclude that by signing, I/we forfeit all of our rights of opportunity for consideration for the Acquisition Program. Property Owner(s): Signature Print Full Name Date Signature Print Full Name Date Signature Print Full Name Date *All property owners listed on the warranty deed to the property must sign this form. In the event that there are questions regarding the withdrawal from consideration for the acquisition, the following is an address and phone number at which the above property owners may be reached: Address: Phone: ( ) - Z BUYPOLICY.DOC COUNTY OF ROANOKE ACQUISITION PROGRAM Request to be added to Waiting List /we, (list of all property owners listed on the warranty deed) hereby certify that we are the rightful property owners to the following property (address of f/ooded property): Tax Parcel Number: I/we hereby would like to request being added to the waiting list for consideration of the voluntary acquisition program. I/we understand that in the event of an excess of funds after the initial list of properties has been considered, that our property will be considered for acquisition, subject to eligibility requirements. I/we also understand that the acquisition remains voluntary and that by signing this form, I/we have only expressed a request to be considered for future purchase in the acquisition program, and that I/we can withdraw this request at any time prior to signing a Purchase Agreement. I/we also understand that a future or expanded acquisition program may not be funded, in which case, my property would not be eligible for purchase. Property Ownerls): Signature Print Full Name Date Signature Print Full Name Date Signature Print Full Name Date 13 BUYPOLICY.DOC *All property owners listed on the warranty deed to the property must sign this form. 14 BUYPOLICY.DOC M ACTION NO. ITEM NUMBER ~ aL AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: First Reading of Ordinance Approving Donation of Easement at Bent Mountain Fire Station to Cox Communications for Cable TV and Internet Service on Bent Mountain COUNTY ADMINISTRATOR'S COMMENTS: ~~:~'~' U BACKGROUND: Cox Communications is extending cable and Internet service to homes in the Bent Mountain area. In order to make this extension, Cox requires space for a ground mount power supply in the vicinity. Based on Cox's research in the area, the best place for the power supply is at the intersection of Bent Mountain and Slings Gap Roads, on County property at the Bent Mountain Fire Station. This new service for the Bent Mountain area will allow the Bent Mountain Fire Station and the Bent Mountain School to have cable television and cable modem Internet access for the first time. SUMMARY OF INFORMATION: The easement area needed for the power supply is 10 feet x 10 feet and will not impede Fire and Rescue operations at the Station. Cox is requesting that the County donate this easement to the company so that the service to the citizens of Bent Mountain can be improved. FISCAL IMPACT: There is no fiscal impact to the County, and both the Fire Station and Elementary School will receive free cable hookups, as per the terms of our franchise agreement with Cox Communications. 1 STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the first reading of the attached ordinance donating this easement to Cox Communication and authorize the County Administrator to execute the subject deed. Respectfully submitted, Anne Marie Green General Services Director Approved by, ~%~~ G~~"'' Elmer C. Hodge County Administrator ACTION Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) cc: File 2 Motion by: VOTE No Yes Abs Church _ _ _ Johnson _ _ _ McNamara- Minnix _ _ Nickens _ _ ~~ ATA REGULARMEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 ORDINANCE AUTHORIZING DONATION OF AN EASEMENT AREA TO COXCOM, INC. TO PROVIDE CABLE TV AND INTERNET CONNECTION TO THE BENT MOUNTAIN FIRE STATION, IN THE WINDSOR HILLS MAGISTERIAL DISTRICT WHEREAS, CoxCom, Inc. has requested the donation ofan easement area for the location of a ground mount power supply to allow the extension of cable and internet service to the Bent Mountain area of Roanoke County, said easement area to be located on property owned by the Roanoke County Board of Supervisors known as the Bent Mountain Fire Station in the Windsor Hills Magisterial District; and, WHEREAS, the proposed easement area will serve the interests of the public and is necessary for the public health, safety, and welfare of citizens of the County of Roanoke. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on December 4, 2001; and a second reading was held on December 18, 2001. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by donation to CoxCom, Inc. for the location of a ground mount power supply for the provision of cable and internet service in the Bent Mountain area of Roanoke County. 3. That donation of an easement, in a square shape of 10' x 10', for installation of a ground mount power supply on the property known as the Bent Mountain Fire Station (Tax Map No. 103.00-3-47), to Cox Communications is hereby authorized and approved. U:\WPDOCS\AGENDA\REALEST\coxcable.est.bent.mtn.ord.wpd 1 N ~~ 4. That the County Administrator or 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. U:\WPDOCS\AGENDA\REALEST\coxcable.est.bent.mtn.ord.wpd 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 13, 2001 ORDINANCE 120401-4 AUTHORIZING THE CONVEYANCE OF 33.7 ACRES OF REAL PROPERTY LOCATED IN THE ROANOKE COUNTY CENTER FOR RESEARCH AND TECHNOLOGY TO THE ROANOKE COUNTY INDUSTRIAL DEVELOPMENT AUTHORITY WHEREAS, Roanoke County and the Roanoke County Industrial Development Authority desire to promote and encourage the economic development of Roanoke County and the Roanoke Valley by the recruitment of new industry for the Roanoke Valley, in order to provide for increased employment and corporate investment in the County; and WHEREAS, Roanoke County has identified and developed The Centerfor Research and Technology as a strategic location fora 457-acre business park, to promote and encourage economic development in the County of Roanoke; and WHEREAS, in order to serve the public interest and to facilitate the orderly transfer of real property to a prospective industry interested in locating at the Roanoke County Center for Research and Technology, it is necessary to convey certain real property from Roanoke County to the Roanoke County Industrial Development Authority. WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate shall be accomplished by ordinance; the first reading of this ordinance was held on November 13, 2001, and the second reading was held on December 4, 2001. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke 1 a County, the subject property has been declared to be surplus, and is hereby made available to the Roanoke County Industrial Development Authority for other public uses, namely, economic development. 2. That the public notice regarding the public hearing for the conveyance of this real property was advertised in the Roanoke Times & World News on December 2, 2001; and 3. That the County Administrator, or any Assistant County Administrator, is authorized to execute such documents and take such actions as are necessary to accomplish the conveyance of 33.7 acres of real property to the Roanoke County Industrial Development Authority, further described as Lot 7 containing 10.2 acres, Lot 8 containing 10.2 acres, and Lot 9 containing 13.3 acres as shown on a map prepared by McKinney and Company, dated 3 November 2000, all of which shall be upon form approved by the County Attorney. On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Alle , CMC Clerk to the Board of Supervisors cc: File Doug Chittum, Director, Economic Development William E. Driver, Director, Real Estate Valuation Paul M. Mahoney, County Attorney 2 1 ACTION NO. ITEM NUMBER ~- I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Second reading of ordinance to convey approximately thirty acres of County owned land located in the Center for Research and Technology to the Roanoke County Industrial Development Authority (IDA). COUNTY ADMINISTRATOR'S COMMENTS: ~-~ SUMMARY OF INFORMATION: Roanoke County typically utilizes the powers and services of the Industrial Development Authority to assist with Economic Development projects. Roanoke County Economic Development is currently negotiating with a prospective industry that proposes to construct a new facility in the Center for Research and Technology. To facilitate the orderly transfer of property from the County to the prospect, it is necessary to first convey the property from the County to the IDA. FISCAL IMPACT: None at this time. All fiscal considerations related to this project will be brought before the Board as part of the Performance Agreement Board Report. STAFF RECOMMENDATION: Staff recommends adoption of the attached ordinance that authorizes the County Administrator to execute the necessary documents to convey approximately thirty acres of land in the Roanoke Center for Research and Technology to the Roanoke County IDA. Respectfully submitted, Doug Chittum Economic Development Director ACTION Approved () Motion by: Denied ( ) Received ( ) Referred ( ) To ( ) Approved by, C/~rh..r- Elmer C. Hodge County Administrator ~_i VOTE No Yes Abs Church _ _ Johnson McNamara- _ Minnix Nickens _ _ G-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 ORDINANCE AUTHORIZING THE CONVEYANCE OF 33.7 ACRES OF REAL PROPERTY LOCATED IN THE ROANOKE COUNTY CENTERFORRESEARCH AND TECHNOLOGY TO THE ROANOKE COUNTY INDUSTRIAL DEVELOPMENT AUTHORITY WHEREAS, Roanoke County and the Roanoke County Industrial Development Authority desire to promote and encourage the economic development of Roanoke County and the Roanoke Valley by the recruitment of new industry for the Roanoke Valley, in order to provide for increased employment and corporate investment in the County; and WHEREAS, Roanoke County has identified and developed The Center for Research and Technology as a strategic location fora 457-acre business park, to promote and encourage economic development in the County of Roanoke; and WHEREAS, in order to serve the public interest and to facilitate the orderly transfer of real property to a prospective industry interested in locating at the Roanoke County Center for Research and Technology, it is necessary to convey certain real property from Roanoke County to the Roanoke County Industrial Development Authority. WHEREAS, Section 18.04 ofthe Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate shall be accomplished by ordinance; the first reading of this ordinance was held on November 13, 2001, and the second reading was held on December 4, 2001. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the subject property has been declared to be surplus, and is hereby made available to the Roanoke County Industrial Development Authority for other public uses, namely, economic development. U:\WPDOCS\ECDEV\Novozymes\CRT.IDA.30.ACRES.ORD.wpd ~- I 2. That the public notice regarding the public hearing for the conveyance of this real property was advertised in the Roanoke Times & World News on December 2, 2001; and 3. That the County Administrator, or any Assistant County Administrator, is authorized to execute such documents and take such actions as are necessary to accomplish the conveyance of 33.7 acres of real property to the Roanoke County Industrial Development Authority, further described as Lot 7 containing 10.2 acres, Lot 8 containing 10.2 acres, and Lot 9 containing 13.3 acres as shown on a map prepared by McKinney and Company, dated 3 November 2000, all of which shall be upon form approved by the County Attorney. U:\WPDOCS\ECDEV\Novozymes\CRT.IDA.30.ACRES.ORD.wpd 2 ~~ ~~ ~~ ~~~~~ ~. ~ _ ~~~ ~ ~ ~'~ t~a Z `L S J. ~~ 0 W~ Y" U~ a~ Z Q~ 0 ~ ~~ W ~ ~ -. Z Z ~ , ~, U S~ ~~ ~$ ACTION NUMBER ITEM NUMBER ~~ _ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BLUE RIDGE BEHAVIORAL HEALTHCARE BOARD OF DIRECTORS The three year term of Roger Laplace, County Representative, will expire December 31, 2001. The three year term of the Reverend William L. Lee, Member at Large, will expire December 31, 2001. This appointment is made by the Board of Directors and ratified by the participating localities. His ratification is on the Consent Agenda. 2. BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS (FIRE CODE BOARD OF APPEALS The four year term of David M. Shelton, Jr., Alternate, Fire Code Board of Appeals expired September 23, 2001. The four year term of J. A. Kendricks, Jr., Alternate, Fire Code Board of Appeals expired October 28, 2001 3. GRIEVANCE PANEL The three year term of Raymond C. Denny, Alternate expired October 10, 2001. 4. INDUSTRIAL DEVELOPMENT AUTHORITY (not appointed by District The unexpired four year term of Ronald M. Martin, Windsor Hills Magisterial District, who passed away recently. The term will expire September 26, 2002. 1 ~-~-9 Supervisor Minnix is nominating Allan Robinson to fill the unexpired term. His confirmation is on the Consent Agenda to allow time for him to take the oath of office. 5. LEAGUE OF OLDER AMERICANS ADVISORY COUNCIL The one year term of Steven L. Harrah expired on March 31, 2001. 6. LIBRARY BOARD The three year term of Dr. Norma Jean Peters, Hollins Magisterial District, will expire December 31, 2001. Dr. Peters has served three consecutive terms and is not eligible for reappointment. 7. PLANNING COMMISSION The four year term of Martha Hooker, Catawba Magisterial District, will expire December 31, 2001. 8. ROANOKE VALLEY RESOURCE AUTHORITY The four year terms of Allan C. Robinson, Jr., and Douglas L. Anderson will expire December 31, 2001. At the November 13, 2001 meeting, Supervisor Church nominated Suzie Snyder to a four-year term which will expire December 31, 2005. Her confirmation is on the Consent Agenda so she may be sworn in before January 1, 2002. At the October 23, 2001 meeting, Supervisor Nickens nominated Douglas L. Anderson to serve another four-year term which will expire December 31, 2005. The nomination was withdrawn at that time, but Mr. Anderson has indicated his interest in serving another term. His confirmation is on the Consent Agenda so he may be sworn in before January 1, 2002. 9. ROANOKE COUNTY BLUE RIBBON COMMITTEE Kimberly Wimmer, representative from the Hollins Magisterial District, has resigned and another individual should be appointed to represent the Board of Supervisors Hollins District on this committee. The School Administration has also received the resignation of Patricia McKinney, the Board of Supervisors at-large representative, and another individual should be appointed as the at-large representative. 2 ~ ` ~~ SUBMITTED BY: APPROVED BY: ~~~~' Mary H. Allen, CMC Elmer C. Hodge Clerk to the Board County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ _ _ Received () McNamara- _ _ Referred () Minnix _ _ To () Nickens _ _ _ 3 ~-~_ Blue Ridge- behavioral Healthcare William L. Lee Chairman Meredith B. Waid Vice Chairman John M. Hudgins, Jr. Treasurer Rita J. Gliniecki Secretary Executive Director S. James Sikkema, LCSW November 5, 2001 Mr. Elmer C. Hodge County Administrator Roanoke County P.O. Box 29800 Roanoke, VA 24018 Dear Mr. Hodge: According to our records, Mr. Roger Laplace's first term of appointment to the Blue Ridge Behavioral Healthcare Board of Directors as a representative of Roanoke County will expire on December 31, 2001. Mr. Laplace has served this Board and the citizens of Roanoke County faithfully and well, and has agreed to serve another term upon reappointment. According to § 37.1-196 of the Code of Virginia, as amended in 1998, Community Services Board members are now eligible for three full three-year terms. We respectfully request that the Roanoke County Board of Supervisors reappoint Roger Laplace for a second term, beginning January 1, 2002 and running through December 31, 2004. Mr. Laplace, as a licensed mental health professional in private practice, is a valuable resource whose presence would be missed on our Board. C: The Honorable H. Odell "Fuzzy" Minnix, Chairman Mr. Roger Laplace Executive Offices 301 Elm Avenue SW Roanoke, Virginia 24016-4001 (540) 345-9841 Fax (540) 345-6891 The Community Services Board serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke S. James Sikkema Executive Director Y ~~ ~.~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION 120401-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for December 4, 2001, designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7, inclusive, as follows: 1. Confirmation of Committee appointments to the Industrial Development Authority, the Roanoke Valley Resource Authority and ratification of at-large appointment to the Blue Ridge Behavioral Healthcare Board of Directors. 2. Appropriation of $50,000 Virginia Department of Conservation and Recreation and Land and Water Conservation grant for the North Roanoke Park. 3. Approval to accept and appropriate $1,000 donation from the Salem Jaycees for the Police Youth Camp. 4. Approval of Procedures for the preservation of the Board of Supervisors records and providing information to the Board of Supervisors, the public and the staff. 5. Acceptance of Split Rail Lane into the Virginia Department of Transportation Secondary System. 6. Acceptance of $8,000 grant from the Department of Motor Vehicles for targeted patrols of impaired drivers. 7. Acceptance of donation of sanitary sewer easement across property of Old Heritage Corporation in the Cave Spring Magisterial 1 1 M District. 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Minnix to adopt the Consent Resolution with Item 7 removed for a separate vote, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None On motion of Supervisor Nickens to approve Item 7 on the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Nickens, Minnix NAYS: None ABSTAIN: Supervisor Johnson A COPY TESTE: _.__. Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Pete Haislip, Director, Parks, Recreation & Tourism Danial Morris, Director, Finance Ray Lavinder, Chief of Police Wanda Riley, Executive Secretary, Policy and Procedures Manual Arnold Covey, Director, Community Development Gary Robertson, Director, Utility 2 A-120401-5.a ACTION NO ITEM NUMBER ~' t AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Confirmation of Committee Appointments to the Industrial Development Authority, Roanoke Valley Resource Authority and Blue Ridge Behavioral Healthcare Board of Directors COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION INDUSTRIAL DEVELOPMENT AUTHORITY Supervisor Minnix has nominated Allen Robinson to fill the unexpired term of Ronald Martin. The term will expire September 26, 2002. ROANOKE VALLEY RESOURCE AUTHORITY Supervisor Church has nominated Suzie Snyder to a four-year term which will expire December 31, 2005. Supervisor Nickens has nominated Douglas L. Anderson to another four-year term which will expire December 31, 2005. BLUE RIDGE BEHAVIORAL HEALTHCARE BOARD OF DIRECTORS The Board of Directors has appointed the Reverend William Lee to serve as the Member- at-Large for another three-year term, expiring December 31, 2004. This appointment must be ratified by all five participating localities. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed or ratified. Submitted by: Mary H. Allen CMC Clerk to the Board Approv d by, .~,w,. "~ Elmer C. Hodge County Administrator 1 ~~ i ACTION VOTE No Yes Abs Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) McNamara- x Minnix ___. x .- Nickens - x cc: File Industrial Development Authority File Roanoke Valley Resource Authority File Blue Ridge Behavioral Healthcare Board of Directors Motion by: H Odell Minnix to approve Church - x Johnson x 2 . J ~.. ~~Y.~ Blue Ridge behavioral Healthcare William L. Lee Chairman Meredith B. Waid Vice Chairman John M. Hudgins, Jr. Treasurer Rita J. GlinieCki Secretary Executive Director S. James Sikkema, LCSW November 13, 2001 Mr. Elmer C. Hodge ~ County Administrator Roanoke County P.O. Box 29800 Roanoke, VA 24018 Dear Ige~~ According to our records, the current term of William L. Lee as an at-large representative on the Blue Ridge Behavioral Healthcare Board of Directors will expire on December 31, 2001. Reverend Lee is currently serving as Chairman of our Board, and he is slated for reappointment to that office for the coming year. According to §37.1-196 of the Code of Virginia as amended in 1998, Community Services Board members are now eligible for three full three-year terms. We respectfully request that the Roanoke County Board of Supervisors ratify the reappointment of William Lee for his third term, which will run from January 1, 2002 through December 31, 2004. The by-laws of the Board require that appointments of members at-large be ratified by ~II five participating localities, so this request is being sent for action by our other f ,ur governments as well. Sincerely, S. James Sikkema Executive Director C: The Honorable H. Odell "Fuzzy" Minnix, Chairman ~y H. Allen, Clerk William L. Lee Executive Offices 301 Elm Avenue SW Roanoke, Virginia 24016-4001 (540) 345-9841 Fax (540) 345-6891 The Community Services Board serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig antl Roanoke ~ , ,~ A-120401-5. b ACTION NO. ITEM NUMBER ~ - v~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Appropriation of $50,000 Virginia Department of Conservation and Recreation and Land and Water Conservation Grant for the North Roanoke Park. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Department of Conservation and Recreation through the Land and Water Conservation Grant program awarded a $50,000 grant to help fund the development of the North Roanoke Park on Hollins Road. Depending on final bid prices, these funds were earmarked for the construction of a second soccer field, playground, and pavilion. This request was supported by an approved resolution of support from the Board of Supervisors. As part of the financial process these funds need to be appropriated to the Parks and Recreation Department's Capital budget. FISCAL IMPACT: Provides $50,000 for the continued development of North Roanoke Park. STAFF RECOMMENDATION: Staff recommends appropriating $50,000 to the Parks and Recreation Capital budget. i ,~.J- " p~ Respectfully submitted, Pete Haislip, Director Parks, Recreation & Tourism Approved by, Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church _ x Denied () Johnson _ x _ Received () McNamara- x Referred () Minnix _ x To () Nickens _ x cc: File Pete Haislip, Director, Parks, Recreation & Tourism Danial Morris, Director, Finance A-120401-5. c ACTION NO. ITEM NUMBER: AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER MEETING DATE: AGENDA ITEM: Request for approval to accept a cash donation for the Police Youth Camp from Salem Jaycees. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Salem Jaycees provided the Roanoke County Police Department a check in the amount of $1000.00 for support of the Police Youth Camp. These funds support the summer camp and enhance the services provided by the Police Department's School Services Unit. There is no matching fund associated with this donation. FISCAL IMPACT: This donation will enhance operations of the Police Department's School Services Unit. STAFF RECOMMENDATIONS: The staff recommends acceptance of the donation. SUBMITTED BY: APPROVED: ~~~ ~~ Ray Lavinder Elmer C. Hodge Chief of Police County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church - x - Denied () Johnson - x Received () McNamara- x Referred () Minnix - x To () Nickens - x cc: File Ray Lavinder, Chief of Police Danial Morris, Director, Finance A-120401-5.d ACTION NO. ITEM NUMBER -~" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Approval of procedures for the preservation of Board of Supervisors records and providing information to the Board of Supervisors, the public and the staff. COUNTY ADMINISTRATOR'S COMMENTS: ~~ /.~~+ ~~~ .~~ SUMMARY OF INFORMATION: The State Code of Virginia, Section 15.2-1539 states that the Clerk to the Board is the custodian of all official records of the Board of Supervisors and is responsible for their preservation. This includes the official Minute Books, resolutions, ordinances and actions approved by the Board of Supervisors, the Board agenda packets, audio and video tapes of the meetings and all contracts, deeds and agreements approved by the Board. In October, the members of the Board received a draft of attached proposed procedures for providing information to the Board members, responding to requests for information, and for the use and security of the Board of Supervisors' official records. There were several suggested revisions from individual Board members and they have been incorporated into the procedures. The official Board records are now secured in locked files, and in some instances fire proof files. Anyone requesting access to review them must contact the Clerk to the Board or the Deputy Clerk, and the records may not be removed from the Administration Center. This includes the official files, audio tapes and video tapes of the Board meetings. The Clerk's Office has also purchased the necessary equipment to copy both audio and video tapes for individuals who request them. The new procedures will assure that the official records will be kept secure but information and research will be available upon request. STAFF RECOMMENDATION: Staff recommends that the attached procedures which have already been reviewed by the Board of Supervisors be approved. ~y Respectfully Submitted by: Mary H. Allen, CMC/AAE Clerk to the Board Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Approved by: ~ ~-~~ Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Motion by: H. Odell Minnix to approve Church _ x _ Johnson _ x _ McNamara- x _ Minnix _ x _ Nickens _ x _ cc: File Mary H. Allen, Clerk to the Board Wanda Riley, Executive Secretary, Policy and Procedures Manual Zy PROCEDURES PRESERVATION OF THE BOARD OF SUPERVISORS RECORDS AND PROVIDING INFORMATION TO BOARD MEMBERS, THE PUBLIC AND STAFF OCTOBER 12, 2001 Preservation of Official Board Records: The official records of the Board of Supervisors consist of: The official Minute Books, Board agenda packets, resolutions, ordinances, actions, audio and video tapes of the meetings, contracts, deeds, and agreements approved by the Board of Supervisors 1. The Clerk to the Board is designated by the State Code as the custodian of the records and responsible for their preservation. 2. All official records will be keep in a secure location and locked when not in use by the Clerk's Office. 3. Requests for research, review and copies of official Board records will be processed through the Office of the Clerk to the Board. 4. No records may be removed from the Administration Center or the Board Storage area at the County Public Service Center. 5. A copy of these procedures will be kept in the County Administrator's Policies and Procedures Manual. Requests from Board members for transcripts, research or information If a Board member requests transcripts, information or research of a general nature concerning an upcoming agenda item, copies will be provided to the requester, the other Board members, the County Administrator, County Attorney and Clerk to the Board at the same time. 2. If a Board member requests transcripts, information or research concerning a specific issue or complaint in his district, the information will be provided to that particular Board member. If in the judgement of the County Administrator, the information or research may have County-wide implications, copies will be provided to all Board members and the County Administrator at the same time. Requests from the Public or Media for transcripts, research or information. 1. If the public or media requests transcripts, information or research, the Clerk's Office will follow the Freedom of Information Act requirements, including charging reasonable costs for research time and copies. r ~/Jy -.1.~' ~ 2. If the information is requested by an individual running for public office, that information will be provided to all individuals running for the same office. Audio and Video Tapes One audio tape and two video tapes of Board meetings will be recorded. One copy of each will be archived and kept in a secure location. 2. The second video tape will be available for viewing in the Board Conference Room by the County staff on the day after Board meeting. The video will then be made available for Board members, staff and the public to view. If the video is removed from the Board Conference Room, the individual must sign up with the Clerk's Office to remove the video. 3. Additional copies of the audio or video will be made available to the Board members upon request, and to the public in accordance with the Freedom of Information Act requirements. .A..~ ., t.~~_ _... ~ THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 4TH DAY OF DECEMBER, 2001, ADOPTED THE FOLLOWING: RESOLUTION 120401-5.e REQUESTING ACCEPTANCE OF SPLIT RAIL LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor Minnix Seconded By: None Required Yeas: Supervisors Johnson, McNamara, Church, Nickens, Minnix Nays: None Absent: None A Copy Teste: Mary H. Allen, CMC ~` Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation r d elect gi 5,502 - 15. - 16. ~.~ N TH N - - 25. 24. ~,¢ SPLIT RAIL LN, - 5670 ~~~`~ 5sis ---- - ~_ _ , ,.~ -- ---- ~..... ~ ` 56ir ---- 5ff.J5 ~ ~ 5SE5 21. _ 23. 5sao zr 22. b ~~ ~~ 20. .~~ rs 5636 7T 2G 7f3 PROPOSED ADDITION SHOWN IN GRAY DESCRIPTION: SPLIT RAIL LN. LENGTH: (>) 0.16 mites RIGHT OF WAY.• (>) 50 feet PAVEMENT WIDTH: (1) z o fee t SERVICE: (1) s tomes ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ROAD ACCEPTANCE SPLIT RAIL LN. Tax Map No. 84.04 SCL=1 "= 200' • , • C m U A Cn 3 m _~ N ~ ° m M ~ ~ z ~ c d o n U y (IJ _ m _ E D v7 ~' _ m O ~ ~ ~ '~ Q ~ 'TS 3 d ~ O ~ O ~ L o b 1 y O Q 'a C!) ~' ~ ~ C m O L ~ o~ s ~, L ~ O ~ O u ~ ~ ~ ~{ Z .~ yyyyyy .~. ~ y~ t^t ~ H ~~ ~ O o e ~', { h o Y• ~ `o v W `O n m ~ ~ ~ m ~ a -~ 0 l U 8 z a 3 = O ~ ~ -p V1 ~n ~ m m ~ m a m e m a a e ID a a° ~ a a o- a . 0 ~: m m m V ~ ~ m m m m d m o o m ° ° ° ° ~ n ~- r co < r _ V r Q \ b Cr7 d ~ ~ m m .. y w 0 0 o n o 0 o a J ~ ~ o ~ m m m m "O ~ ~ ~ ~ ~ ~ c U ~ ~ ~ m ~ ° m F FF S a ~ 2 a F d c ~ o a S o a ' S c d ~ c a a 6 ti c r- a ~i c r o, ~i c r a tL ~- ~ ~ r a L r a ~ r- . ~ Z J J m ri S Q ~ Y U m ~ H 2 J ~ z m m ~_ f O Z x-~ 0 a 0 a 'O S_ r ~ Z V ~ ~ { m ~- o { a O d ~ of U ~t ~ ~ ~., v C n W U C F s a ti S ACTION NUMBER ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Acceptance of Split Rail Lane into the Virginia Department of Transportation Secondary System. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: CFG Corporation, the developer of Lost Mountain, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation requesting that they accept 0.16 miles of Split Rail Lane, from the intersection of Lost Drive (St. Rt. 1958) to the cul-de-sac. The staff has inspected this road along with representatives of the Virginia Department of Transportation and find the road is acceptable. FISCAL IMPACT: No County funding is required. STAFF RECOMMENDATION: The staff recommends that the Board approve a resolution to VDOT requesting that they accept Split Rail Lane into the Secondary Road System. BMITTED BY: Arnold Covey, Director Department of Community Development APPROVED BY: Elmer C. Hodge County Administrator 1 ,, Ts Approved Denied Received Referred To ACTION ()Motion by: () (1 VOTE No Yes Abs Church Johnson McNamara Minnix Nickens 2 1" THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 4TH DAY OF DECEMBER, 2001, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF SPLIT RAIL LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote A Copy Teste: Moved by: _ Seconded by: Yeas: Nays: Mary Allen, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File 3 ~~ d e1ea gi .~~®~ - 15. - 16. d~5 N TH _ 25. t~l,, - 24. ~~ 5s~o ~ ,-~ ~ ss~s SPLIT RAIL LN. ______ -- ~ ___. ~ ~ i seal sass sass 21. - 23. ss~o r 22 . ~~b cad 20. ~ ~ ~b 5636 20 7.~ 1?} PROPOSED ADDITION SHORN IN GRAY DESCRIPTION: SPLIT RAIL LN. LENGTH: (1) 0. > 6 mztea RIGHT OF iYAY.• (1) 50 feet PAVEMENT iYIDTH: (1) 20 feet SERVICE: (1) 3 homes ROANOKE COUNTY ROAD ACCEPTANCE DEPARTMENT OF SPLIT RAIL LN. COMMUNITY DEVELOPMENT Tax Map No. 84.04 SCL=1 "= 200' 0 c m E U A M Q 3 r m c o ~ ~ m M ~I ~ (f} ~ a ~ I Z C a o n U d C7) _ m _ E 2 ~ c u7 ~ ,~ O w ... ~ '7 ~ ¢ ~ t5 ~ ~ o O ~ A 0 ^L B L ~ 1 y O ¢ A_ CfJ ~ ~ c O LL m Y j N L ~ Z -- ~ p 9 cn }~. ~ O L ~ ^ ~ tt1 ¢ { z .~ M ~:. D cV m O C O C Y, ~ tL N_ ~ O f/1 ; :, 2 O p n a 2 ~~ O a e m a 5 F+ 2 ~ ~n U m +{- 'o { r ~ 6 ~ a o ~~ < ~ U ~ ~ ~ ~ w U C y F~ r A-120401-5 .f ACTION NO. ITEM NUMBER: "'~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Request for acceptance of Department of Motor Vehicles grant in the amount of $8,000.00 for targeted patrols of impaired drivers. COUNTY ADMINISTRATOR'S COMMENTS: G~J YY` c~ BACKGROUND: Roanoke County has seen a reduction in vehicle crashes involving injury/death of 50% over the last 3 years. In 1999 and 2000 the number of death or injury crashes caused by impaired driving has remained constant even though there was a 50% drop in all injury/death. As the overall number of injury/death accidents has decreased, it has become apparent that impaired driving is a significant factor in the remaining injury/death crashes occurring in Roanoke County. SUMMARY OF INFORMATION: The Police Department has officers trained in the enforcement/detection of impaired drivers. Budget constraints do not allow for targeted patrols of impaired drivers without additional DMV grant funding. FISCAL IMPACT: The DMV has provided $8,000.00 in grant funds with no matching funds required. The grant period runs between October 2001 and September 2002. STAFF RECOMMENDATION: The staff recommends acceptance of the DMV grant for $8,000.00. '~ Z-G SUBMITTED BY: Ray Lavinder Chief of Police APPROVED: ~.~'w Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church _ x _ Denied () Johnson _ x Received () McNamara- x Referred () Minnix _ x To () Nickens _ x cc: File Ray Lavinder, Chief of Police Danial Morris, Director, Finance w A-120401-5. g ACTION # ITEM NUMBER ~` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 SUBJECT: Request to Accept Donation of Sanitary Sewer Easement across Property of Old Heritage Corporation (Tax Map No.88.05-1-1) in the Cave Spring Magisterial District COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of the following easement for sanitary sewer purposes. Old Heritage~rporation -Sanitary Sewer Easement Donation of a 20-foot wide sanitary sewer easement from Old Heritage Corporation, (Deed Book 745, page 349; Tax Map No. 88.05-1-1), as shown on a plat dated November 29, 2001, which was prepared by Lumsden Associates, PC. A copy of the plat is attached hereto as Exhibit "A". FISCAL IMPACT: The easement is being donated by the property owner and will have no fiscal impact. RECOMMENDATION: Staff recommends that the Board of Supervisors accept the donation of this easement and authorize the County Administrator to execute the subject deed of easement. SUBMITTED BY: Gary Robertson Utility Director Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) ~"~ APPROVED: Elmer C. Hodge County Administrator ACTION VOTE No Yes Abstain Motion by: Harry C. Nickens to approve Church - x Johnson - - x McNamara- x - Minnix - x Nickens - x cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development ~ , -r- --~ Proposed 2D' Sonifory Sewer Sanitary Sewer g `Manhole ~,~ (;asemen t .~ ~1 r~ ~ ~°° ~' .a\°c c'° Q°~ Tox ,~(97.OB-99-1 thru B7.OB-99->8 a~` V%~Q' Property of ~ ~~ o QUA/L VALLEY CONDOM/N/UMS Q`~ ~° P/ot Book 9, Poge >88 0 (see Note ~ CROSSBOW U~'y= ~\ Tox ,~f98.05-O1-07 Property of OLD HER/TAGS CORPORAT/ON P/ot Book 7, Poge 21 Deed Book 745, Poge .f49 COURT , ~~ 8. 9 Pg. 188), 1 ~ ~ :, l~ 30.97 - ~AjER - Storm Drain ~VA`Sr Manhole ` ~~ ®WA ~E(7 \ MANIiOLE ~k~„''o \ ucr o ~ uc~ `~~ orIWA1ER ---~6" v ~ - --.~.~ fflCLE -- l ~ ` 3 ~- /~ // i AB,~9Ei/L4 7KJh~S UGLY' Underground Electric UGT Underground Te%phate CAN Underground Cob/e IV Cas Gos Line S5' Sonifory Sewer Line SD Storm Oromoge Line Sewer Easement (dare Chart 2-3 S 42-51-33 W 21.95' 3-4 N 71-29-47 W 78.63' NOTES.• 1) This Plat is based on a current field survey. 2) This Plaf was prepared without the benefit of a current Title Report and there may exist encumbrances which affect the property not shown hereon. 3) See Plot prepared by Lumsden Associates, PC, dated 11/29/01 though Quail Volley Condominiums. Pfaf Showing New ~Z,TH 0~ 20' Sanitary Setiver Easement ,~~ J'f. being granted fo o ~~1zgl ~ c ~ ~ COUNTY OF ROANOKE ~ VINCENT K. ~ for Public Use ~ ~ HAAS H A ~ U y ~ OLD HERITAGE CORPORATION No. 14288 Situated thru remaining Portion of ,~ Q, ` NUN7ING H1LLS, Section Jl4 (Plat Book 7, Page 21) ~ ~L1RVE';04 Cave Spring Magisterial District Roanoke Count Vir inia DATE. November 29, 200, LUMSDEN ASSOCIATES, P.C. scALE: ENGINEERS-SURVEYORS-PLANNERS , • = so' K ROANO E, VIRGINIA COMM. NO.: 0,-014 4664 BRAMBLETON AVENUE PHONE: (540) 774-4411 CADD FILE: P.O. BOX 20669 FAX: (540) 772-9445 f:\2001\01014\sur\014ep01 ROANOI~, VIRGINIA 24018 E-MAIL: MAILQLUMSDENPC.(bM ACTION NO. ITEM NUMBER ~°` AT A REGULAR MEETING OF ROANOKE COUNTY ADMINISTRAOON OENO R COUNTY, VIRGINIA HELD AT THE MEETING DATE: December 4, 2001 AGENDA ITEM: Request for Work Session on County Debt and County Revenues COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff would like to schedule a work session for December 18, 2001 to review the County debt and the County revenues. At this time, we will present details of the currently issued debt and projections of the County's debt capacity, utilizing the debt policy ratios that have been established by the Board. Alest eco omic trendsland nform t on'from the Stat ent year revenues based upon the lat Respectfully Submitted by ti cam k~. ~,,~ ~ Diane D. Hyatt Chief Financial Officer Approved by: ~~ Elmer C. Hodge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Church Denied O Johnson Received () McNamara Referred () Minnix Nickens To ( ) cc: File it"~"~ GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Audited Balance at June 30, 2001 July 24, 2001 Appropriation to the VRFA -Explore Park July 24, 2001 Loan to VRFA -Explore Park Nov 13, 2001 Release of Funds from Advance Auto Agreement Balance at December 4, 2001 of General Amount Fund Revenues $8,572,589 6.80% ($100,000) (250,000) 937,329 $9,159,918 7.27%~ Changes below this line are for information and planning purposes only. Balance from above $9,159,918 $9,159,918 7.27% Note: On December 18, 1990, the Board of Supervisors adopted a goal statement to maintain the General Fund Unappropriated Balance at 6.25% of General Fund Revenues 2001 - 2002 General Fund Revenues $126,027,248 6.25% of General Fund Revenues $7,876,703 Respectfully Submitted, Ap~ Bye Danial Morns Elmer C. H dge Director of Finance County Administrator M:\Finance\Common\Board-Reports\MonthlyReports\GEN02.xls 11/21/2001 ~"~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Audited balance at June 30, 2001 656,424.43 Nov 13, 2001 Transfer from Department Savings 2000-01 144,301.00 Aug 6,2001 Lloyd Property Settlement Proceeds 984,000.00 Aug 14, 2001 Solid Waste Collection Canisters (42,000.00) Sep 11, 2001 Mason Cove Fire/Rescue Station Septic System (40,000.00) Balance at December 4, 2001 $1,702,725.43 Respectfully Submitted, Danial Morns Director of Finance App~d By~,~ ~r,..•i o-ssQ~ Elmer C. Hodge ~~ `` County Administrator M:\Finance\Common\Board-Reports\MonthlyReportslCAP02.xls 11/21/2001 ,n1- "~ RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA From 2001-2002 Original Budget August 28, 2001 Citizen Satisfaction Survey September 25, 2001 RV Employers of People with Disabilities Awards Balance at December 4, 2001 Respectfully Submitted, Dania! Moms Director of Finance App Bf~'~ Elmer C. Hodge County Administrator Amount $100,000.00 (12,000.00) ~ (1,000.00) ~ $87,000.00 M:\Finance\Common\Board-Reports\MonthlyReports\BOARD02.xls 11!21/2001 ~-y FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget $670,000.00 Transfer from County Capital Projects Fund 1,113,043.00 FY1997-1998 Original budget appropriation 2,000,000.00 June 23, 1998 Savings from 1997-1998 debt fund 321,772.00 FY1998-1999 Original budget appropriation 2,000,000.00 FY1999-2000 Original budget appropriation 2,000,000 Less increase in debt service (1,219,855) 780,145.00 November 9, 1999 Savings from 1998-1999 debt fund 495,363.00 FY2000-2001 Original budget appropriation 2,000,000 Less increase in debt service (1,804,427) 195,573.00 FY 2001-2002 Original budget appropriation 2,000,000 Less increase in debt service (465,400) 1,534,600.00 Audited Balance at December 4, 2001 $9,110,496.00 Reserved for Future School Operations FY2000-2001 Original budget appropriation $1,500,000.00 July 11, 2000 SW Co Regional Stormwater (290,000.00 FY2001-2002 Original budget appropriation 1,500,000.00 July 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle (1,858,135.00) Audited Balance at December 4, 2001 851,865.00 * Of this amount $447,280 is currently being used for the lease purchase of refuse vehicles and will be repaid within two years. Respectfully Submitted, Danial Morns Director of Finance Ap r~By, ~~ Elmer C. Hodge County Administrator M:\Finance\Common\Board-reports\MonthlyReports\SCHOOL02_xls 11/21/2001 ACTION # ITEM NUMBER ~'~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 200.1 AGENDA ITEM: Accounts Paid -October 2001 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF [NFORMATION: Direct Deposit Checks Payments to Vendors: Payroll 10/21/01 $683,685.54 $167,820.23 Payroll 10/26/01 666,224.71 157,253.35 Void Checks 10/26/01 (1,840.70) Manual Checks 10/26/01 1,724.31 $3,389,980.25 851,505.77 823,478.06 (1,840.70) 1,724.31 $5,064,847.69 A detailed listing of the payments is on file with the Clerk to the Board of Supervisors. SUBMITTED BY: G~~- Danial Morris Director of Finance _s Approved () M~r;nn hT No Yes Denied () McNamara Received () Church Referred () Johnson To () Minnix Nickens Abs ACTION NO. ITEM NUMBER I ~+" ~I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Update on EMS Transport Billing and Staffing COUNTY ADMINISTRATOR'S COMMENTS: The first month of charging for EMS transport has gone smoothly, and I thank the Board again for funding the additional staff We want to bring to your attention the part of Chief Burch 's report that addresses staffing. The recent graduating class has now been assigned to the City and County stations, and that is working well. City staff will now be operational out of Clearbrook and we will have 12 hour weekday crews at Bent Mountain and Mt. Pleasant. Because of the turnover described in the report, we will not be able to staff the second ambulance at Fort Lewis and the one staff person at Catawba until April. If you have additional questions, Chief Burch will be at the meeting to respond. BACKGROUND: The Fire & Rescue Department initiated ambulance transport fees on November 1, 2001. The recovered fees from ambulance transports are intended to supplement the hiring of paramedic/firefighters for the Department's second phase of our staffing plan. SUMMARY OF INFORMATION: The Fees for Ambulance Transport Program took effect on November 1, 2001 without incident. The career and volunteer rescue personnel had trained and practiced prior to implementing the program. Currently, the program is functioning smoothly with the majority of all Patient Care Reports and Billing Forms being properly completed. Our call volume has remained constant with no decline since implementing the fee. The Fire/Rescue Dept. has been accredited by the Heath Care Finance Administration (MEDICARE) and the Virginia Medicaid program to receive direct reimbursement for patient transports from those Federal and State health insurance programs. The 2"d phase of the Staffing Plan will place twelve-hour weekday ALS ambulance crews at the Bent Mountain and Mt. Pleasant stations, along with a 24/7 ALS ambulance crew at the Clearbrook Station. These new units will become operational on December 3, 2001. The Department was unable to implement all of Phase 2 of the r rn-~ Staffing Plan. Of the fifteen recruits in the Fall 2001 Recruit School only thirteen graduated, and three current personnel are leaving, creating shortages in our overall staffing requirements. A third Regional Recruit School has been planned for early January 2002 and we anticipate being able to complete Phase 2 of the Staffing Plan upon graduation of the Spring Recruit School during April 2002. FISCAL IMPACT: The Fee for Ambulance Transport Program revenue projections are still on target based on the amount of transports that have taken place since November 1, 2001. During November 1 through November 26, 2001 a total of 392 patients were transported to area hospitals. Approximately 50% were ALS transports with that figure projected to increase to the targeted 60% after December 3, 2001 with the implementation of three additional career ALS Ambulances at Bent Mt (12 hour), Mt. Pleasant (12 hour) and Clearbrook (24/7). STAFF RECOMMENDATION: Staff recommends continued analysis of the Fee for Ambulance Transport Program for the next three to six months to ensure adequate revenue projections. Submitted by Richard Burch Fire and Rescue Chief Motion by: ACTION VOTE No Yes Abs Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Elmer C. Hodge County Administrator Church Johnson McNamara Minnix Nickens cc: File do ~~~~ !i~ '' '~ ,~' . ~~~ ' C®10~t~®I®TW~~LT~ o f VIRGINIA CHARLES D. NOTTINGHAM COMMISSIONER DEPARTMENT OF TRANSPORTATION 1401 EAST BROAD STREET RICHMOND, 232182000 November 5, 2001 Mr. Elmer C. Hodge Roanoke County P. O. Box 29800 Roanoke, VA 24018-0798 Dear Mr. Hodge: rn-~ JAMES S. GNENS STATE SECONDARY ROADS ENGINEER The enclosed report contains a list of all changes to the Secondary System of State Highways in your county approved by the State Secondary Roads Engineer in October 2001. All additions to and abandonments from the Secondary System are effective the day they are approved by the State Secondary Roads Engineer. This date appears in the far right column of the monthly report. These changes will be presented to the Commonwealth Transportation Board at its monthly meeting on November 15, 2001. If you have any questions or comments about this report, please call Martin Law at 786-7399. James S. Givens ~~ ~~ t-~ ~- State Secondary Ftoads Engineer JSG/MII WE KEEP VIRGINIA MOVING X11-~6 Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 MEMORANDUM To: Roanoke County Board of Supervisors Date: 11/28/01 Subject: Clean Valley Council - November Meeting This is a brief report on the November 27, 2001 meeting of the Clean Valley Council, held at the Roanoke Valley Resource Authority Transfer Station, starting at 12:15 pm. Nancy Duvall reported that the Earth Summit held November 1, 2001, at the Higher Education Center, was a great success. 89 Juniors and Seniors from area high schools heard speakers talk about conservation, litter control and recycling, and they participated in small-group workshops. Council members and staff were pleased by the new location and by the good news coverage. Allan Robinson nominated Jim Henderson (Kroger) for another term as a Council board member and he was elected by a unanimous vote. Executive Director Ann Masters announced that Salem has selected Pat Count to represent that government on the Clean Valley Council, replacing Dan Hall who is retiring as Salem Fire Chief. Ann Masters described preliminary plans for a joint meeting on January 22 that will include the boards for Clean Valley Council, the Greenway Commission, The Western Virginia Land Trust, and Western Virginia Impact (disaster mitigation). The intent is to obtain suggestions for possible future joint action since the four groups are all involved with environmental issues. Educator Bonny Branch reported she had made presentations to 4290 elementary and middle school students in the past month. Her programs involved 18 schools in Roanoke City, 18 in Roanoke County, 4 in Botetourt County, and 7 private schools. The meeting adjourned at approximately 1:00 pm. Fax copy: Ann Masters, 345-5422 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION 120401-6 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Johnson to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Closed Meeting File ACTION NO. ITEM NO. ~~ / AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Work Session to consider a Legislative Program for the 2002 Session of the Virginia General Assembly COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On November 13, 2001, the Board of Supervisors reviewed a Resolution adopting a Legislative Program for the 2002 session of the Virginia General Assembly. At that meeting, the Board requested a work session on this topic for December 4, 2001. The draft Resolution is based upon previous legislative programs adopted by the Board; however, it has been modified as follows: (i) amending the legislation creating the Virginia Recreational Facilities Authority to allow Roanoke County and other participating local governments to appoint a majority of the members of its board of directors and requesting a reimbursement appropriation of $350,000 to address the failure of the Governor and the General Assembly to fund Explore Park; (ii) supporting the distribution of a portion of state income tax collections to localities for their unrestricted use; (iii)opposing U.S. Senate Bill 952 which would mandate recognition of unions as exclusive bargaining agents for and collective bargaining with police, fire and rescue employee unions; and (iv)requesting authority to impose civil penalties in lieu of criminal sanctions for certain public nuisance problems (inoperative motor vehicles, weeds and trash). Finally this office has scheduled a meeting with the local legislators at the Board's meeting scheduled for January 2, 2002 at 9:30 am. FISCAL IMPACTS: None. STAFF RECOMMENDATION: It is recommended that the Board consider the adoption of a legislative program for the 2002 session of the Virginia General Assembly for Roanoke County. 1 p' ~ Respectfully submitted, Paul M. Mahoney County Attorney Action Vote No Yes Abs Approved ( ) Motion by Church Denied ( ) Johnson Received ( ) McNamara Referred Minnix to Nickens G:\ATTORNEY\PMM\LEGIS\2002LEGIS.rpt.frm 2 ~-I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 4, 2001 RESOLUTION ADOPTING A LEGISLATIVE PROGRAM FOR THE 2002 SESSION OF THE VIRGINIA GENERAL ASSEMBLY, AND PETITIONING THE GENERAL ASSEMBLY TO FAVORABLY CONSIDER THE TOPICS AND ISSUES ADDRESSED HEREIN WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has identified major legislative issues of state-wide concern to be considered by the 2002 session of the Virginia General Assembly; and WHEREAS, the Board adopts this resolution as its Legislative Program for the 2002 session of the Virginia General Assembly. NOW, THEREFORE, Be It Resolved by the Board of Supervisors of Roanoke County, Virginia, that the following legislative initia- tives are submitted for its legislative program for the 2002 session of the Virginia General Assembly for its favorable consideration and adoption. I. A. Education. Realizing that public education is the foundation of American democracy and the cornerstone of our future economic well being, the County urges the General Assembly to consider favorably the following actions. 1) The Constitution of the Commonwealth of Virginia should be amended to provide that elected school boards may be granted the authority and responsibility for taxation to support G:~ATTORNEY~PMM~LEGIS~2002LEGRES.wpd 1 ~-r public education. 2) The General Assembly should enhance funding for public education, including increasing the funds available to the Literary Fund for local school capital construction or renovation projects. The General Assembly should increase funding for capital construction and renovation projects based upon the locality's local effort in support of these capital projects. 3) Local school divisions should be authorized to establish opening dates for school. 4) Disparity funding should be based not only upon the number of students eligible for free or reduced fee lunches, but also upon the locality's local tax effort in support of education. Disparity funding should be based upon the composite index (which measures a locality's relative fiscal ability to provide its share of the cost of a local school system that meets the standards of quality) and the locality's local effort in support of that school system. B. Explore Park. 1) Roanoke County requests amending Section 10.1-1602 of the Code of Virginia, to grant to local governments financially supporting the operations of the Explore Park the power to appoint members to the Board of Directors of the Virginia Recreational Facilities Authority. 2) Roanoke County requests an appropriation from the G:~ATTORNEY~PMM\LEGIS~2002LEGRES.wpd 2 o_~ General Assembly in the amount of $350,000.00 Dollars to reimburse it for public funds expended to support Explore Park after the Commonwealth of Virginia failed to fund its operations in 2001. 3) Roanoke County requests funding for the Virginia Recreational Facilities Authority (Explore Park), Blue Ridge Parkway Interpretive Center, and capital construction funding for the Explore Park Education Center. C. Environment. 1) Roanoke County supports amending Chapter 6.1, "Virginia Tire Tax" of Title 58.1, "Taxation" (a) to increase the tire tax from $.50 to $1.25, and (b) to direct and authorize the Department of Waste Management to utilize the increased Waste Tire Trust Fund to remediate illegal or abandoned waste tire dumps. 2) Roanoke County requests amending Sec. 15.2-901 (removal or disposal of trash, cutting of grass and weeds) and Sec. 15.2-904 (inoperative motor vehicles) to allow local governments to adopt an ordinance providing that violations of these provisions shall be subject to civil penalties in lieu of criminal sanctions. Roanoke County has adopted an ordinance providing for civil penalties for violations of erosion and sediment control provisions (see Sec. 10.1-562. J), and this enforcement approach is far more effective in resolving these complaints. Applying the civil penalties to certain public nuisances may be more effective than criminal sanctions. G:\ATTORNEY\PMM\LEGIS\2002LEGRES.wpd 3 G-~ D. Local Taxation and Funding. 1) County vigorously opposes any attempt to restrict or eliminate local sources of taxation, including personal property taxation and business and professional occupational licensing, unless local governments are guaranteed the opportunity to replace lost sources of local revenue with comparable, equivalent, independent sources of revenue to allow localities to fulfill their public service obligations. 2) Roanoke County supports restructuring the distribution of tax revenues in the Commonwealth, by returning a portion of the state income tax collections to localities for their unrestricted use. 3) Roanoke County supports continued and increased funding for the Comprehensive Services Act, the Virginia Community Juvenile Crime Control Act, the Family Preservation Act, and local police departments (HB 599 funding). 4) Roanoke County supports increased funding to replace reductions in the 2001 appropriation act for the Regional Competitiveness Act. 5) Roanoke County supports authority to impose an additional one-half percent (~%) local option sales tax. 6) Roanoke County supports increased capital construction funding for regional juvenile detention facilities, and that such facilities receive at least 500 of their operating G:\ATTORNEY\PMM\LEGIS\2002LEGRES.wpd 4 6-1 costs from the Commonwealth. 7) Roanoke County supports legislation amending Section 15.2-1414.3 to increase the salary supplement for the Chairman of the Board of Supervisors from $1,800 to $2,500 per year, and Vice- Chairman from $1,200 to $1,800 per year. 8) Roanoke County opposes legislation in the U.S. Senate that would mandate collective bargaining for local and state public safety departments (police, fire and emergency services), ana requests the General Assembly and the Governor to actively oppose such legislation. S. 952, the Public Safety Employer-Employee Cooperation Act of 2001, grants public safety officers the right to form and join a union that would serve as the exclusive bargaining representative for these employees. It would require local governments to recognize these labor organizations, and agree to bargain with them, and commit to any agreements through either a contract or memorandum of understanding. It would direct the Federal Labor Relations Authority to issue regulations establishing collective bargaining procedures in all states where the authority has determined the state does not provide for such rights. II. That the Clerk to the Board of Supervisors is directed to send a certified copy of this resolution to Senator John S. Edwards, Senator Malfourd W. "Bo" Trumbo, Delegate H. Morgan Griffith, Delegate Clifton "Chip" Woodrum, Delegate A. Victor Thomas; Mary F. G:\ATTORNEY\PMM\LEGIS\2002LEGRES.wpd 5 ,' . ~"~ f Parker, Roanoke City Clerk; Members of the Roanoke City Council; Forest Jones, Clerk for Salem City Council; Members of the Salem City Council; Clerk for the Town of Vinton; Members of the Vinton Town Council and the Roanoke Valley-Alleghany Regional Commission, and the Virginia Association of Counties. G:\ATTORNEY\PMM\LEGIS\2002LEGRES.wpd 6 A-120401-7 ACTION NO. ITEM NUMBER ~ "`~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Request for Appropriation - Building Security Upgrades COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As a result of the terrorist attacks of September 11 and increased concerns for domestic security, County Administrator Elmer Hodge formed the Roanoke County Preparedness Committee to review the facility, operations and financial impacts facing the County government. The Safety and Security Subcommittee, charged with reviewing facility safety, has identified the Public Safety Building as a top priority and has recommended that several security improvements be made at that location. The preliminary estimate for the improvements totals $58,130. Staff is requesting $60,000 to provide for any contingencies that may arise. In order to not compromise security, it is requested that this item be discussed in closed session under Sec. 2.2-3711.A.20 "discussion of plans to protect the public safety as it relates to terrorist activity", should the Board of Supervisors members wish to discuss the specific upgrades in detail. FISCAL IMPACT: Staff is requesting appropriation of $60,000 from the Capital Fund Unappropriated Balance. As of November 14, the Capital Fund Unappropriated Balance was $1,702,725. If the request is approved the balance will be $1,642,725. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate $60,000 from the Capital Fund Unappropriated Balance to be used for security upgrades at the Public Safety Building. ,' ; Respectfully Submitted by: Daniel R. O'Donnell Assistant County Administrator Approv d by: Elmer C. Hodge County Administrator ~-i ACTION VOTE No Yes Abs Approved (x) Motion by: Bob L. Johnson to appropriate Church _ x Denied () $60 000 from Capital Unappropriated Johnson _ x _ Received () Fund McNamara- x Referred () Minnix _ x _ To () Nickens _ x cc: File Daniel R. O'Donnell, Assistant County Administrator Danial Morris, Director, Finance Diane D. Hyatt, Chief Financial Officer A-120401-8 ACTION NO. ITEM NUMBER "~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Authorization to enter into a contract with the Roanoke Valley SPCA for participation in a regional animal impoundment facility. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This item will be discussed in work session (Item O-2). If the Board of Supervisors decides to consider this item following the work session, the Board Report written for the work session includes the alternatives and staff recommendation and will be used to take action under New Business (Item R-2). ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Bob L. Johnson to authorize entering into contract cc: File John M Chambliss, Jr., Assistant County Administrator Danial Morris, Director, Finance Diane D. Hyatt, Chief Financial Officer VOTE No Yes Abs Church _ x _ Johnson _ x McNamara- x _ Minnix _ x _ Nickens x ..,; ACTION NO. ITEM NUMBER ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Work Session Concerning the Proposed Agreement Between the Roanoke Valley SPCA and the Roanoke Valley Governments to Provide Animal Impoundment Facility COUNTY ADMINISTRATOR'S COMMENTS: ~~.-° ~e BACKGROUND: At the November 13, 2001 meeting of the Board of Supervisors, the attached report was presented requesting approval for the County Administrator to sign the agreement between the Roanoke Valley SPCA, City of Roanoke, Botetourt County, Roanoke County and the Town of Vinton. The Board requested a work session to discuss the agreement and the proposed facility. The other three governments have approved the agreement at their October and November meetings. Representatives from the SPCA have been invited to the Work Session to help respond to inquiries from the Board of Supervisors. After the work session, the Board will be asked during a new business session to authorize the County Administrator to sign the agreement on behalf of Roanoke County on form approved by the County Attorney. A copy of the agreement is attached for your review. Copies of the site plan and floor plan are included in the attachment from the November 13 meeting. Several questions were raised at the November 13 meeting which are addressed below: - Why should we participate in a 30 year venture with no ownership in the facility? A. The 30 year period refers to the period of the operating agreement. The building will likely be paid off in 15 - 20 years which would eliminate the capital component of 1 V-~ the annual fee shared by the localities. Throughout the 30 year period, particularly at the end, the facility would likely need some improvements and the cost would be shared based on the usage of the facility. Originally, the cost would be based on the City of Roanoke with 51%, Botetourt County with 220, Roanoke County with 22%, and the Town of Vinton with 50, all based on the historical usage. The usage statistics will be reviewed every 3 years and adjusted accordingly. B. Another reason to contract with the SPCA for the facility is the fact that we do not have an authority or commission established among the participating local governments to jointly own, finance or operate such a project. Without a voter referendum, the participating counties could not borrow long term for the capital costs. The agreement provides that the SPCA will be the agency borrowing the capital funds through the Botetourt County Industrial Development Authority and the localities will place the animals in the facility as a service contract. The language included in the agreement satisfies the needs of bond counsel and the bank to finance such a facility. - Concern was expressed about the approval of the budget and policy issues concerning the facility with no locality representation on the SPCA Board. A. The SPCA Board of Directors is a separate 501 C organization, not established by any of the localities. Their Board of Directors is established in accordance with their own constitution and by-laws. The agreement calls for an Advisory Committee to review the budget and recommend the amounts to the local administrator / manager. The advisory committee will also oversee the policy for the operation of the shelter and will have a voice in the operating group assigned by the SPCA. In concept, the localities have determined the Roanoke Valley SPCA to be the sole source provider of this service in the Roanoke Valley and this agreement is no less functional than hiring an agency to provide the impoundment services on behalf of a locality from the private sector. B. A locality could have autonomous control over the operation of such a facility by building and operating their own facility. Staff feels that the cooperative effort with the local governments and the SPCA is the most cost effective and economical means of providing this service. The duplicative efforts to site such a facility in each jurisdiction; secure the zoning; 2 G-a. duplicate the construction cost for common areas and specialized facilities; maintain additional staff to feed, clean, and manage the shelter (in addition to the animal control staff); and to coordinate any effort for adoption, education, spay / neuter programs, would be much more costly. Should a locality not complete their facility prior to the SPCA finishing their proposed facility, they would not have a place to impound the animals during the intervening period. Who are the members of the SPCA Board of Directors? Attached is a current list of the Board of Directors for the Roanoke Valley SPCA. What are the fees associated with the animal control operations? There are two fees associated with animal control. The first is the sale of dog tags and cat tags which generated $28,662 last fiscal year. There is already a differentiated rate which encourages the spaying and neutering of pets ($5 vs $10). The second is the payment for the board of animals which have been picked up and housed at the SPCA shelter which is collected from pet owners who re-claim their pets. The monies are collected by the SPCA on behalf of Roanoke County and turned over to the Treasurer. These monies are netted against the cost of providing shelter services. How many animals are taken to the impoundment facility each year? In recent years, the shelter has averaged nearly 5,000 animals impounded per year which led to the allocation of cost based on usage (Roanoke City 510, Roanoke County 220, Botetourt County 22a, Town of Vinton 5a) The period of time that the animals are held are based on the basis that the animal is brought to the shelter and the type of identification that is present on the animal. In the event that the animal is released by the owner and the SPCA does not deem the animal to be adoptable, then the animal may be removed from the shelter that same day. ALTERNATIVES: 1. Approve the regional agreement and authorize the County Administrator to sign the documents on behalf of Roanoke County. 3 U- 2. Build a facility to serve the needs of Roanoke County and authorize staff to immediately engage an architect to develop plans for a new facility. Staff would need to immediately identify a property for purchase, begin the zoning process, and engage an architect to design a facility for building. We would work with the State Veterinarian's staff to comply with current standards and develop programs for the care of the animals, adoption of animals, and spay / neuter type programs. For the capital funding, we would need to either provide the monies from the Capital Fund or hold a bond referendum to allow the issuance of general obligation bonds to pay for the facility. FISCAL IMPACT: Participating in the regional facility, the anticipated share of the operating budget is $79,000 annually and the initial annual share of the capital cost is $105,300. This is compared to our current share of operating cost of approximately $35,000 annually. RECOMMENDATIONS: Staff recommends holding the work session to answer questions from the Board of Supervisors by staff or representatives from the SPCA and then to approve Alternative 1 to participate in the regional facility. Respectfully submitted, Approv d by, ohn M. Chambliss, Jr. Elmer C. Hodge Assistant Administrator County Administrator ----------------------------------------------------------------- Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: VOTE No Yes Abs Church Johnson McNamara Minnix Nickens 4 MCV-019S o- 11129/2001 02:10 5403426730 ROANOKE VALLEY SPCA PACE 02 ~~~ ~toanoke Valley SPCA ~ Board of Directors OAicew President: Tim Masick -I.J.L. Wachovia Vice President: Tara $ranscom - Flippin bensmore Marse & Jessee Corresponding Secretary: Ur. $ridgct Quatmann -Roanoke Animal Hospital Recording Secretary: Eleanor Lasky -Housewife Trea.urer: M.M. "Pete" Trussell, Jr. -Self-employed Insurance Broker llirectora David C. Burrows -Self--employed as Honrte Inspection Specialist Beth FaKiss - Tandem Healthcare Sabrina Garvin -Housewife Gene Hallenbeck - Mudlick Kennels Dr. Stcven Karras -Cave Spring Vet Cliztic Lynda McGarry - I-Iousewife Sandy Obenshain - Medi Home Health Agency Marie Reid -Retired Anne Sarber -Housewife Clairc Shca -IBM Don Shilling -Southwest Virginia Savings Bank Poo Wyche -Preschool Teacher at Zed Presbyterian Church Executive Airectar; Donald T. Thonne ACTION N0. ~r~ ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE:. November 13, 2001 AGENDA ITEM: Request for Approval to Sign the Contract with the Roanoke Valley SPCA for .Participation in a Regional Animal Impoundment Facility COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. This is another example of Valley cooperation. Please note that our costs will increase significantly from the current $35, 000 per yea~° to almost $200, 000 per year. It won't impact the current budget and any impact in next years's budget tivill be brought to you during the budget process. BACKGROUND: For over fifteen years, the Roanoke Valley SPCA has operated the animal impoundment facility for the Roanoke Valley governments (Roanoke City, Roanoke County, Botetourt County and t Town of Vinton) in their facility at 1313~Eastern Avenue NE in the City of Roanoke (behind E. J. Thomas store) . This facility consists of a farmhouse style structure and associated fenced areas and is located in a flood plain. The existing facility no longer meets the standards of the State Veterinarian's office. During the flood of 1985, the property was significantly damaged by the flood waters and the age and style of construction of the building do not make further renovation or expansion on that portion of their site feasible. The localities have been working with the staff and Board of Directors of the SPCA, and with the State Veterinarian's office to design a new facility on other property owned by the SPCA located to the South of their existing structure. This portion of the property is at a higher elevation thus removing the flood plain hazard. The new complex will be composed of two structures, one being the SPCA's education and adoption center and the other being the regional impoundment facility. The SPCA recently purchased and re-zoned additional adjacent property to locate the proposed impoundment portion of the facility. A site plan is attached for your review. 1 ~~~ The new impoundment facility must be constructed t o meet current standards as established by the State Veterinarian's office. These governing guidelines deal with issues including adequate air exchanges, proper temperature control, exercise space, and efforts for disease control. The facility will also have euthanasia and crematory areas. The impoundment facility will be operated for the localities by the SPCA through one of their sub-contract groups. The Roanoke Valley SPCA will build, operate and own the impoundment facility, and the localities will pay the debt service for the impoundment facility and for their share of the operating costs. The cost sharing among the localities is based on the historical usage of the impoundment facility, and will be adjusted every three years. Financing for the impoundment facility will be handled by the Botetourt County Industrial Development Authority. It is anticipated that the new facility will be operational in the Spring of 2003. The separate education and adoption facility will be owned; operated, and financed by the Roanoke valley SPCA through its own fund raising efforts. Most of the animals handled through the SPCA education and adoption center will be animals released by their owners. Should the impoundment facility have other animals which remain unclaimed after the required holding period, the SPCA will have the option of examining those animals for acceptance into their adoption program. The education component of the SPCA program will be to encourage spay / neuter programs, teach responsible pet management, and work to curtail the population growth of unwanted pets and stray animals. The SPCA will also work with the local veterinarians and the Veterinarian College at Virginia Tech in its- education and management programs. The contract provides for an advisory board with. representation from each participating jurisdiction, the SPCA Board of Directors and a representative of the sub-contractor for operations appointed by the SPCA who will review the budgets, approve policy matters related to the operation of the impoundment facility and recommend the necessary budget requirements to the Administrator / Manager of the participating jurisdictions for inclusion in their budget. The capital cost 2 v- ~ ~ (debt service) will be in the form of lease payments sufficient to pay the debt payments for the 15 20 year term of the financing. The operating costs will be as an annual operating budget under a non-appropriation provision, however, it is anticipated that the operating costs will be paid using the percentage of use basis. The contract will expire June 30, 2032 and is renewable annually thereafter unless one party gives 180 day notice. Animal Control services by localities are a required service pursuant to section 3.1 of the Code of Virginia and the localities in this agreement have determined that this type of regional impoundment system will be the most cost effective and efficient. The proposed impoundment facility will be 'approximately 18,640 square feet. Much of the impoundment facility will have surfaces similar to hospital type for cleaning, disease control, noise containment, etc.}. Correspondence from Dr. Bridgette Quatman, DVM, a local veterinarian who serves on the SPCA Board of Directors who has been instrumental in helping to design this much needed facility `; ~ is attached for your review. She has worked with the SPCA's architect, the Virginia Tech veterinarian school, the State Veterinarian office, the Humane Society of the United States and other consulting groups to assure that our design is adequate for the foreseeable future and compliant with current standards. Her expertise and concern has been important in looking after the needs of the animals to be served and also the staff that will be working at the facility. ALTERNATIVES: 1. Participate with the other localities for a regional .facility to be owned and operated by the SPCA. The primary role of the SPCA will be to operate their education and adoption center which will be funded through their own fund raising efforts. Animals housed there will be from those released by their owners and from unclaimed animals to be transferred from the impoundment facility. The impoundment facility will be constructed, owned and operated by the SPCA and will house all animals delivered by our Animal Control 3 v-~ ~` staff, strays brought in by the public, and animals released by an owner which are not suitable for adoption. Animals in the impoundment facility beyond the required holding periods which are not suitable for adoption, will be euthanized and properly disposed. There is an economy of scale by participating as a part of a regional effort to avoid duplication of services, especially of going through the process of siting and zoning for a new shelter. Having the SPCA to handle the adoption program will eliminate that cost to the localities. The cost of operating the impoundment facility will be shared thus reducing the direct cost. The total capital cost of the new impoundment facility is estimated at $3.5 million including the equipment and other capitalized costs. These capital costs will be shared by the localities based on their historical usage of the impoundment facility and the ratio will be adjusted every three years. Budgeting for the new cost will. begin approximately July 2003. The total operating cost of the new impoundment facility is { projected to be $478,618 for the first year and will likewise be shared by the localities based on the historical usage. The current operating cost of the SPCA f or the impoundment portion of their budget is $160,000. Today, some of their labor is based on volunteers and there is some donated product such as food, cat litter, etc. to offset some costs. The operating budget of the new facility anticipates the cost of .the other special air handling equipment, cleaning costs, disease control efforts, and the use of full-time and part-time staff. The initial share of the cost for Roanoke County is based on 22% share of usage and would be approximately $79,000 annually for the share of the capital. cost and $105,300 annually for the share of the operating budget. This compares to our cost today of approximately $35,000 pe r year for operations. 2. Build a shelter on our awn. This process would require a more expensive solution for each of the localities. Each would be responsible for siting a facility; building, 4 a-~ _..~ .~ ~ equipping and operating their shelter; providing staff for the feeding, care and disposal of the animals; and working towards adoption programs. The current SPCA facility is not appropriate for renovation and the facility no longer complies with the standards of the State Veterinarian's office. 3. Participate with another locality. The City of Salem is the only other jurisdiction in the immediate area that has it's own facility. They recently completed a new facility on property that they owned, however, the site was not large enough to accommodate the needs of the other jurisdictions. This is not a viable alternative for our needs at this time. FISCAL IMPACT: Roanoke County currently spends approximately $35,000 per year as our share of the operating cost of the impoundment operations of the SPCA. Much of that service is provided by volunteers and is based on the inadequacy of the facility (lack of air exchange equipment, inadequate wall and floor .covering, etc) , therefore, this cost is nat a true depiction of the cost of operating a compliant facility. Based on our historical usage (220), our share of the projected operating budget would be $105,300 and our share of the annual debt (capital} cost would be $79,000 (payable until the impoundment facility is paid off). Any debt service and operating cost associated with the SPCA education and adoption facility-will be paid by the SPCA. RECOMMENDATIONS: Staff recommends that the County Administrator to execute the agreement with the SPCA and the Valley governments for the construction and operat: impoundment shelter facility upon forms approved Attorney. Botetourt County has already approved t the other jurisdictions are presenting the informe governing bodies during November. The architect complete the construction drawings and we hope the can begin in the Spring of 2002. We anticipate L facility in the Spring of 2003. r ~l be authorized other Roanoke on of the new cy the County its action and tion to their s prepared to t the project se of the new 0-a- -~~ Respectfully submitted, Approved by, ~/.~.- ~ John M. Chambliss, Jr. Elmer C. Hodge Assistant Administrator County Administrator ----------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Church Received ( ) Johnson Referred ( ) McNamara To ( ) Minnix Nickens l 6 "' ~.,.~ . I~~~N~-lC~ 1~NIlVIAL CDSP°IT~. v . ~ 2s14 Franklin Roan; s.w '~ Roanoke, Virginia 24014 t (540) 343-8021 Fax (540) 343-6'452 Mark R. Finkler, D.V.M. David J. Rolfe, D.V.M. Bridget M. Quatmann, D.V.M. Laura P. Nelson, D.V.M. October 22, 2001 New Regional Pound Facility Interested Parties Re: New Regional Pound Facility for the Benefit of the City of Roanoke, Roanoke County, Botetourt Courrty and the Town of Vinton, Virginia. and to be Managed by the Roanoke Valley Society for the Prevention of Cruelty to Animals (RVSPCA) Dear Madam or Sir: As a veterinarian and significant participant in the design process of the new Regional Pound Facility, I was requested to explain some of the btrilding's specific requirements as well as the research that went into its development. Planning for the new Regional Pound Facility has been ongoing with the planning of the RVSPCA Adoption and Education Center to be built immediately next door to the Pound Facilit3~. Planning for the new RVSPCA Adoption and Education Center began in 1997 and has been ongoing since that time. The Virginia-Maryland Regional College of Veterinary Medicine at Virginia. Tech graciously contnbuted time and expertise both in the Center's plan development and review. The State Veterinarian's office similazly participated A National animal shelter planning seminar put on by the American Humane Association was attended jointly by our architect, Executive Director, Shelter Committee chair and nryself. Our Executive Director, Mr. Don Thorne has visited numerous shelters both within the state and surrounding regions to evaluate both the physical facilities as well as programs, administrationandassociatedconcerns while I have done extensive research into the successful models of animal sheltering around the country, The considerable Imowledge base thus acquired was then applied to the d,.welapment of plans for the new Regional Pound FaciLit~~ along with extensive input from the Animal Control Department of each participating municipality. As with all such plans, revisions to effect cost savings have been performed on several occasions. The most recent cost saving meeting raised questions concerning relatively expensive materials and engineering specifications. It is to this end that I offer the following information. Animal facilities rival hospitals with regard to building measures to control disease and rival jails with regard to the inmates' potential for destruction. Take, far example, flooring. It must be sealed to prevent penetration of viruses, bacteria. and parasite eggs (many of which are infectious to htimana) yet be non- slip, readily cleanable and able to withstand daily wear and tear of digging nails, teeth and harsh cleansers. Air handling systems must be used to prevent the spread of airborne particles which also serve as a primary means of disease transmission (ta anmals, staff and the public). Windows may seem luxurious until their roles in dessication (drying out} of cleaned surfaces (an integral step to reducing disease transmission) and in reducing stress in both employees.and animals are figured in. In 1998 the American Humane Association recommended budgeting $125 to $250/square foot when plamung a new animal shelter. Our current budget is ~ 1 T3/square foot. Gn a separate note, I would like to share with you a concern I voiced at the October 15, 2001 meeting that also prompted this letter. Criven the recent threats and acts of bioterrorism in our country, I wonder if and in what capacity our Anirual Control Departments may need to support our Public Health Departments in the future. Please feel flee to contact me if you woz~ld like additional information or if I may be of furthez assistance. ~ :; Sincerely, ~~~~C.,~.~'~:~~1~::t.;.~- Bridget. Quatmann, b. V_IvI. ,, ®EI i~~ AS gD 011 0- }- RVSPCA New Re i onal Pound Facitl Annual Bud et _ 10t22t20Q1 Revised bud et estimate Revised said est imate D erafing E erases 1 Bud et Satarie_slWage Salaries/Wa es $256 058.00 Pound Mana er F1T 1 $29 640.00 $29,640.00 Payroll Taxs liospitatization insurance Dental Insurance $22,300.00 $23 860.OD $2 800.00 Front Desk Su ervisor F/T Front Desk Clerk -FIT Front Desk Clerk PIT 1 1 1 $23,280.00 _~19L4D.D0 $13,850.00 $23,280.00_ $19,240.00 $'i 3,fib0.00 Workman Com $3 800.00 Lead Animal Caretaker F/T 1 $21 320.00. $21,320.00 Staff Medical Shots (Rabies} Wearing A are! Utilities $4,500.OD $1 500.00 $30,000.00 Animal Caretaker FIT Animal Caretaker PIT Janitorial, Grounds and 5 3 $18,720.00 $12 37376.00 $83_,600.00 $37,128.00 r_ Teie hone $5 D00.00 Maintenance FIT 1 $18,200.00 $18,200.00 . Animal Food/Cat Litter $8,000.00 _ Cieanin Sup lies $6 000.00 _ Refuse Service $4,500.00 Total $256_,058.00 Pest Control $1 000.00 Syringes Needles Gloves Educational Expense $2,500.00 $1 0.00.00.00 Euthanasia Su lies $4,500.00 Miscellaneous $3 000.00 Office Su (ies/Printfn $3,200.00 Financial: Posta a $800.017 Annual Debt Service $240 000.00 insurance $7,500.00 D eratin Reserve Fund Re airsfMafntenance $3 000.00 Contribution 15% 2 $63 693.00 Taxes, Licenses Permits $400.00 Maintenance Reserve Fund _ Vehicle Gas $700.00 Contribution 10°l0 2 $42 462.00 _ ' Vehicle Insurance $1,800.00 __ _ Vehicle ate airs ~ $1 000.00 Total Finan cial E erases $346,155.00 Dues & Subscriptions $200.00 Shelter Equ~ment E erase $2 000.00 Le al FeeslAudit $6 300.00 Pa er Service $9D0.00 Prof Service Buildin $1,000.00 Travel ! Trainin $1 800.00 Adverfisin $2 000.00 Vet Fees -inured Animals $3 200.00 _ Flea & Tick Control $6 ODDA0 Service Contract Fees $2 500.00 $424 618.00 Administration Fee: $54 000.00 ' Administrator Accountant 8~ Secrets -~ Gi"` .~'~ RVSPCA Estimated Ca ttal and Startu Cost for Munici at Re Ton al Pound 1 Q123/01 Construction Cost Re Tonal Pound Niain Front Office Buildin 6 000 s :ft. X $ 113.00 $678 000 Re innal Pound Sack Section Buildin 11 800 s . ft. X $ 104.00 1 227 00 Outside buildin for farm animals oats 't s etc. 600 s .ft. X 6l}.00 ~ $36 000 112 cost of buildin cvnnecfion to SPCA 480 s .ft. 240 s .ft. X $ 113.00 $27 120 _ $'[ 968,320. +~ Conlin enc Based on 10% of Construction Cost $196 832 $'! 96 832 Site Gradin 18 640 s .ft. x 12.00 $223 880 - As halt Pavin 40 000 Domestic Water $5 000 Sanita Sewer $4 500 Lawns Grasses Landsca in $6,OOD Fencin $4D D00 -$319,180 Furnishin s Office areas for Ariimal Control ACS's Staff & citizen intake & release area 5D 000 $50,000 Equipment 8~ Su lies Crematorium Cost Frei htl5tartu Tech on site 3 da s $50,OD0 Ca es (Cost Frei ht installation $70 000 Com uters Software Phones Securit S stem & installation $60 DDO Dishwashers Lawn Mower Refri erator Safe Floor Polisher etc. X50 000 Animal controliin and care a uipment $10 000 Other a ui ment: Stora a Buildin waterlfood dishes raised Kennel Deck Camera micro chi readers Freezer work tables stora a cabinets Co iers main office & Animal Control Vehicle. $3D 000 $z7a,ooo Pre-Construction Costs Dollars ex ended b SPCA Purchase of Land & Related Ex enses Zoin Surve Subsurface Ex $92 000 Architect Fees $162 524 Related cost to Buildin and Contract Develo ment: Attome Fees Review of laps b second source loan develo ment fees. $45 480 $300,000 Construction Period Int®rest $75 OOD 575,000 Debt Issuance Cost $25 DD0 $z'S,ooa Debt Reserve Fund $240 ODO $240,000 Operatin Reserve Fund $100 ODO $100,000 Starru Cost Staff em to ment & trainin office su lies rintin forms and information . $40 000 $4o;oao $3,x84,332 \ \ \ \ ~ ~ \ \ \ \ \ ~ - \ \ '~ \ ~ ~ \ \ \ \ \ y~ i W U z i EXISTIlVG 20' ~ GREENWAY EASEL ~ SPCA / `ItBG~ONA SI3EET 4 OF 5 A TTA t'Nti-RTTT ~~ UNDISTUF~.BED VEGETATION AREA - ~'"~ ROANOKE VALLEY REGIONAL POUND FACILITY SERVICES AGREEMENT THIS SERVICES AGREEMENT ("Agreement"), is made and entered into this day of November, 2001, by and between the CITY OF ROANOKE, VIRGINIA, the TOWN OF VINTON, VIRGINIA, the COUNTY OF ROANOKE, VIRGINIA, the COUNTY OF BOTETOURT, VIRGINIA, each of which is a political subdivision of the Commonwealth of Virginia (each a "Participating Locality" and collectively, the "Participating Localities"), and the ROANOKE VALLEY SOCIETY FOR THE PREVENTION OF CRUELTY TO ANIMALS, INC., (the "RVSPCA"). WHEREAS, the RVSPCA has been operating the existing pound facility for many years, and has housed, cared for, disposed of and offered for adoption animals from several local governments, including the Participating Localities, during all of that period due to the fact that said local governments have no facility in which to house said animals; and WHEREAS, the need for secure space for the impoundment of animals running at large and released in the community or collected by the Participating Localities is an essential service which is required to be provided by the Participating Localities and is necessary pursuant to the provisions of Section 3.1-796.96 of the Code of Virginia (1950, as amended) and local statutes and ordinances; and WHEREAS, the current demand for space has increased to the point that the existing pound facility is inadequate to serve the needs of the Participating Localities; and WHEREAS, it is the desire of the parties to this Agreement that the RVSPCA erect a new pound facility (the "New Pound Facility") to be managed by the RVSPCA; and WHEREAS, the Participating Localities desire to enter into a Service Agreement with the RVSPCA governing the parties' respective obligations before, during and after construction of the New Pound Facility; and WHEREAS, the RVSPCA may enter into an agreement with a subcontractor to operate the New Pound Facility to be erected by the RVSPCA; and WHEREAS, the RVSPCA and the Participating Localities desire to work together, with approval and/or input from an Advisory Board, in furtherance of this Agreement. WITNESSTH: NOW THEREFORE IN CONSIDERATION of the mutual covenants herein contained and subject to the conditions herein set forth, the parties mutually covenant and agree as follows: ~~~ ARTICLE I Definitions Section 1.1 Definitions The capitalized terms in this Agreement have the meanings set forth below unless the context otherwise requires: (a) Advisory Board -has the meaning set forth in Section 2.1. (b) Animals -has the meaning set forth in Section 3.1. (c) Annual Budget -has the meaning set forth in Section 7.1. (d) Applicable Laws -means all applicable laws, ordinances, judgments, decrees, injunctions, writs and orders of any court, arbitrator or governmental agency or authority and all rules, regulations, orders, interpretations, licenses and permits of any federal, state, county, municipal, regional, foreign or other governmental body, instrumentality, agency or authority. (e) Authority -means the Industrial Development Authority of Botetourt County, Virginia. (f) Bonds -means the obligations issued by the Authority for the design, acquisition of the property, construction, equipping, financing and other costs of the New Pound Facility, including the Project Costs and Start Up Costs as well as refunding bonds and additional project bonds. (g) Cage -means the holding areas used for the Animals in the New Pound Facility. (h) Construction Costs -has the meaning set forth in Section 2.3. (i) Debt Service Reserve Fund -means the reserve fund established in Section 7.5. This Fund shall be capitalized, to the extent allowed by law, in the borrowing for the New Pound Facility. (j) Debt Service Component -means the portion of the Per Diem Charge that equals, in the aggregate for each Fiscal Year, the debt service on the Authority's Bonds or Notes for such Fiscal Year, plus the amount necessary during such period to fund or replenish the Debt Service Reserve Fund. (k) Expenses -means all expenses which may reasonably be determined by RVSPCA, subject to approval from the Advisory Board which approval shall not be unreasonably withheld, to be attributable directly or indirectly to the ownership or 2 ~~ a-. operation of the New Pound Facility and payable as operating expenses in accordance with generally accepted accounting principles and shall also include debt service payments and other capital costs, required payments to the Reserve Funds and other reasonable or necessary payments required to comply with debt service coverage requirements imposed in connection with any Bonds. (1) Fiscal Year -means the annual accounting period from July 1 of one year to June 30 of the following year. (m) Maintenance Reserve Fund -means the reserve fund established in Section 7.4. This fund will not be capitalized in the borrowing for the New Pound Facility. (n) Net Expenses -means Expenses reduced by an amount equal to revenue from: (i) jurisdictions other than Participating Localities, (ii) reimbursements from the Commonwealth of Virginia, and (iii) any other revenue from sources other than Participating Localities. (o) New Pound Facility -means the new pound facility to be constructed and operated by the RVSPCA as provided herein. (p) Notes -means short-term obligations of the Authority including notes issued in anticipation of receipt of revenues or bond anticipation notes issued by the Authority. (q) Obligations -means the Notes or Bonds issued by the Authority. (r) Operating Component -means the portion of the Per Diem Charge that reflects Net Expenses for each Fiscal Year as set forth in the Annual Budget less the debt service and Debt Service Reserve Fund expenses reflected by the Debt Service Component. (s) Operating Reserve Fund -means the reserve fund established in Section 7.3. This Fund shall be capitalized, to the extent allowed by law, in the borrowing for the New Pound Facility. (t) Participating Localities -means the City of Roanoke, Virginia; the Town of Vinton, Virginia; the County of Roanoke, Virginia; and the County of Botetourt, Virginia, each a political subdivision of the Commonwealth of Virginia, and every other political subdivision that becomes a Participating Locality in the future pursuant to Article XIII of this Agreement. (u) Participating Locality Default -has the meaning given to such term in Section 16.2. 3 ""' (v) Per Diem Charge -means the uniform daily charge to each Participating Locality for the use of a Cage in the New Pound Facility for a day or any portion of a day as set forth in Section 7.1.1. (w) Placed in Service -means the first day a certificate of occupancy is issued for the New Pound Facility and the New Pound Facility is approved by the applicable local governmental authorities for use by the RVSPCA. (x) Project Costs -means reasonable and necessary costs incurred by the RVSPCA in connection with the New Pound Facility including, but not limited to, architect fees, engineering fees, legal fees, needs assessment costs, personnel costs incurred during construction until the New Pound Facility is completed, survey costs, design costs, financial service fees, and initial operating expenses of the New Pound Facility including the establishment of the Debt Service and Operating Reserve Funds. (y) Proportionate Share -means the portion of the Annual Budget allocable to each Participating Locality which shall be calculated by multiplying the Annual Budget by the Use Percentage for a Participating Locality. (z) Reserve Funds -means, collectively, the Debt Service Reserve Fund, the Maintenance Reserve Fund and the Operating Reserve Fund. (aa) RVSPCA Default -has the meaning given to such term in Section 16.1. (bb) Start Up Costs -means reasonable and necessary costs to open the New Pound Facility including, but not limited to, personnel costs incurred after construction is completed and before the New Pound Facility opens, utility costs and the like used in setting up the New Pound Facility for operation. (cc) Use Percentage -means the percentage of each Participating Locality's historical pro-rata use of the regional pound facility as set forth and determined in accordance with Schedule A. Article II Preliminary Responsibilities Section 2.1 Advisory Board Responsibilities 2.1.1 Upon execution of this Agreement, an Advisory Board shall be formed. Members of the Advisory Board are the RVSPCA, any approved subcontractor, if one is retained, and the Participating Localities. The Advisory Board shall consist of two representatives appointed by the RVSPCA, a representative appointed by any approved subcontractor retained by the RVSPCA to operate the New Pound Facility, and one representative appointed by each of the four Participating Localities. If the RVSPCA 4 ~'" does not retain a subcontractor to operate the New Pound Facility, the RVSPCA shall appoint three representatives. Each representative shall serve at the will of the appointing member and may be summarily removed by the member, at any time, with or without cause. Additionally, the Executive Director of the RVSPCA shall serve as an ex-officio non-voting representative to the Advisory Board. The Advisory Board shall be responsible for general fiscal and management policy for the New Pound Facility and accordingly shall have the following duties: (a) To hold regular meetings: (i) to facilitate communications between the RVSPCA, any approved subcontractor operating the New Pound Facility and the Participating Localities; (ii) to provide advice in furtherance of this Agreement; and (iii) to consider matters for approval when required by this Agreement. (b) To consider for approval: (i) the final design, construction and equipping of the New Pound Facility; (ii) the employment and procurement of administrators; (iii) the initial adoption (prior to the New Pound Facility being Placed in Service) of rules, regulations, policies and guidelines for the operation and maintenance of the New Pound Facility; and (iv) the arrangements for financing the construction of the New Pound Facility. The RVSPCA may make changes in the design, construction and equipping of the New Pound Facility without the approval of the Advisory Board provided that: (i) such changes are minor and consistent with the original design and plans for the New Pound Facility; and (ii) each single change does not exceed Twenty Five Thousand Dollars ($25,000.000) in amount: and (iii) the aggregate amount of all changes that are not approved by the Advisory Board does not exceed One Hundred Thousand Dollars ($100,000.00). (c) To consider for approval any subcontractors, other than Animal Care Services, Inc., pursuant to Section 2.5. (d) To consider for approval the hours of operation for the New Pound Facility pursuant to Section 4.1.3. (e) To receive, review, and consider reports received by it from the RVSPCA pursuant to Section 4.1.15. (f) To receive, review, and consider for approval, which approval shall not be unreasonably withheld, all material reports to be filed by the RVSPCA with any federal, state or local department and/or agency as provided in Section 4.1.16. (g) To provide input, advice and/or approval on a timely basis as required by Section 5.1.13 including, but not limited to, the approval of all material reports to be filed as set forth in Section 2.1.1(f) above. (h) To consider for approval the Annual Budget and the Per Diem Charge for the next Fiscal Year for the New Pound Facility as set forth in Section 7.1.1. 5 o-~ (i) To set the rate charged to other jurisdictions as provided in Section 7.2. (j) To consider for approval, any unbudgeted disbursements from the Maintenance Reserve Fund as provided in Section 7.4. (k) To receive, review and consider monthly financial reports received from the RVSPCA with regard to the New Pound Facility as provided in Section 4.1.6. (1) To review, beginning with the fourth year of operation of the New Pound Facility and every three years thereafter, the usage criteria for the most recent three-year period and, if necessary, revise the Use Percentages as provided in Schedule A. 2.1.2 Except for the suspension of the voting rights of a representative of a Participating Locality that has failed to pay two or more payments (as discussed in Section 5.1.6), each representative shall have one vote on each matter coming before the Advisory Board. A Participating Locality whose representative's voting rights have been suspended may have its representative's voting rights reinstated immediately upon payment of all past due monthly installments of its Proportionate Share. Any representative entitled to vote and who is not present at a meeting may still vote on any matter by general or specific proxy or by specific instructions in writing. A quorum for the transaction of any particular business at a meeting of Advisory Board representatives shall exist if a majority of the representatives eligible to vote are present in person or represented by proxy or other written instruction. Except as otherwise provided herein, action of the Advisory Board shall be by majority vote of all the representatives eligible to vote. 2.1.3 Meetings of the Advisory Board shall be called at places within the Commonwealth of Virginia and at times fixed by resolution of the Advisory Board or upon call of the Chairman or a majority of the representatives. Representatives of the Advisory Board may participate in a meeting of the Advisory Board by, and the Advisory Board may conduct meetings through the use of, any means of communication whereby all persons participating in the meeting can simultaneously hear each other and participation at such meetings shall constitute presence in person at such meeting. A written record shall be made of any action taken at a meeting conducted by such means of communication. The order of business at a regular meeting shall be as follows: (a) roll call; (b) approval of minutes of the previous meeting; (c) public information period; (d) unfinished business; and (e) new business. 2.1.4 The Secretary or any representative performing the Secretary's duties shall give not less than 72 hours' notice in person or by letter or telephone, telegraph, teletype, or other form of wire or wireless communication of all meetings of the Advisory Board, provided that notice need not be given of regular meetings held at times and places fixed by resolution of the Advisory Board. Oral notice is effective when communicated if communicated in a comprehensible manner. Written notice is effective at the earliest of the following: (i) when received; (ii) three days after deposit in the United States mail, as evidenced by the postmark, if mailed post-paid and correctly addressed; (iii) on the date 6 1/"~ shown on the return receipt, if sent by registered or certified mail, return receipt requested, and the receipt is signed by or on behalf of the addressee. Meetings may be held at any time without notice if all the representatives are present, or those not present waive notice as provided in Section 2.1.6 hereof. Notice of meetings of the Advisory Board need not state the purpose of the meeting. Notwithstanding anything contained in this Section 2.1.4 to the contrary, a mandatory fifteen (15) day prior written notice of an Advisory Board meeting shall be provided by the Secretary or any representative performing the Secretary's duties to all Advisory Board representatives if the following items are discussed and voted upon at the Advisory Board meeting: (a) a change in the Annual Budget; (b) a change in the Per Diem Charge; or (c) use of Reserve Funds except in a manner provided for in the Annual Budget previously approved by the Advisory Board. 2.1.5 Any action that may be taken at a meeting of the Advisory Board may be taken without a meeting if one or more unanimous consents in writing, setting forth the actions that are taken, are signed either before or after such action by all of the Advisory Board representatives eligible to vote. The signed consents shall be delivered to the Secretary or other representative performing such duties for inclusion in the Advisory Board's records. Such actions shall be effective when the last representative signs the consent, unless the consent specifies a different effective date in which case the action taken shall be effective on the date specified therein. Any such consent shall have the same force and effect as a unanimous vote of the representatives. 2.1.6 A representative may waive any notice required by this Agreement before or after the date and time stated in the notice and such waiver shall be equivalent to the giving of such notice. Except as provided in the next sentence hereof, the waiver shall be in writing, signed by the representative entitled to the notice and filed with the Advisory Board records. A representative's attendance at or participation in a meeting waives any required notice to the representative of the meeting unless the representative at the beginning of the meeting or promptly upon his or her arrival objects to holding the meeting or transacting business at the meeting and does not thereafter vote for or consent to action taken at the meeting. 2.1.7 A representative who is present at a meeting of the Advisory Board when an Advisory Board action is taken is deemed to have assented to the action taken unless: (a) the representative objects, either at the beginning of the meeting or promptly upon his or her arrival, to holding the meeting or transacting specified business at the meeting; or (b) the representative votes against, or abstains from, the action taken. The Secretary or any other representative performing the Secretary's duties shall maintain accurate records of all votes of the Advisory Board. 2.1.8 Third parties dealing with the Advisory Board shall be entitled to rely conclusively upon the power and authority of the representatives as set forth herein, subject only to the express limitations set forth in this Agreement or by law. 2.1.9 The Advisory Board shall elect a Chairman, a Vice Chairman and a Secretary from the representatives appointed by its members. They shall hold office until 7 ~~~ his or her successor is elected or he or she resigns, unless sooner removed from office as provided in Section 2.1.11. Following the initial election of officers, officers shall be elected at the regular meeting of the Advisory Board in June of each year. Officers shall serve for a term of one Fiscal Year. Officers may be re-elected to more than one term. 2.1.10 Any officer of the Advisory Board may be removed from their officer position summarily, with or without cause, at any time, by the Advisory Board. Officer vacancies may be filled by the Advisory Board. 2.1.11 The Chairman shall preside over all Advisory Board meetings and shall appoint from time to time such committees as he or she may deem appropriate. In addition, the Chairman shall perform such other duties as may be assigned to him or her from time to time by the Advisory Board including, but not limited to, providing monthly reports to the Advisory Board. 2.1.12 The Vice Chairman shall preside at all meetings of the Board when the Chairman is not in attendance and shall have such other powers or duties as may be assigned to him or her from time to time by the Advisory Board. 2.1.13 The Secretary shall act as secretary of all meetings of the Advisory Board. The Secretary shall prepare and preserve the minutes of all such meetings in permanent books. Copies of the minutes of a meeting shall be mailed to each representative prior to the next meeting of the Advisory Board. He or she shall see that all notices that are required to be given by the Advisory Board are duly given and served; shall have custody of all important Advisory Board documents; shall have charge of the books, records, and papers of the Advisory Board and shall in general perform all the duties incident to the office of Secretary and such other duties as from time to time may be assigned to the Secretary by the Advisory Board. Section 2.2 RVSPCA Prelimina Responsibilities Before the New Pound Facility is Placed In Service, the RVSPCA shall be responsible, subject to approval by the Advisory Board as provided in Section 2.1.1(b), for: (i) the final design, construction and equipping of the New Pound Facility; (ii) the employment and procurement of administrators; (iii) the initial adoption of rules, regulations, policies and guidelines for the operation and maintenance of the New Pound Facility; and (iv) the arrangements for financing the construction of the New Pound Facility. Section 2.3 Agreement to Finance The total costs for the acquisition of property for, design, construction and equipping of the New Pound Facility (the "Construction Costs") as well as the Project Costs and Start Up Costs are not to exceed $3,600,000.00. The RVSPCA intends to finance the cost of the purchase of the property for the New Pound Facility, the construction of the New Pound Facility, the equipping of the New Pound Facility, the 8 ~a Project Costs and Start Up Costs incurred by the RVSPCA, including expenses associated with the financing, through the issuance by the Authority of Bonds or other indebtedness. In addition, in advance of the issuance of Bonds or other indebtedness, the Authority may issue bond anticipation notes or other short-term obligations. Section 2.4 Reimbursement to RVSPCA for Project Costs and Start Up Costs To the extent the RVSPCA is not reimbursed from the financing proceeds (as set forth in Section 2.3), RVSPCA shall be reimbursed by the Participating Localities for the Project Costs and Start Up Costs it has incurred, not to exceed a total of $440,000.00 subject to appropriation, within thirty (30) days after written request from RVSPCA. Each Participating Locality shall pay a portion of the total Project Costs and Start Up Costs equal to its Use Percentage multiplied by the total amount. Section 2.5 Operational Control, Right to Subcontract Subject to the provisions of this Agreement including without limitation the input and approval roles of the Advisory Board, RVSPCA and their approved subcontractors shall be responsible for the day to day management and operation of the Pound Facility. Throughout the term of this Agreement, RVSPCA may subcontract with Animal Care Services, Inc., a wholly owned subsidiary ("ACSI"), and, subject to the approval of the Advisory Board, with any Participating Locality, private person or other entity for management oversight, financial, personnel, engineering, procurement, legal or other services upon terms and conditions to be agreed upon between the RVSPCA and the service provider provided, however, that RVSPCA will not take any action or omit to take any action which would adversely affect the tax exemption discussed in Article XII. ARTICLE III Acceptance of Animals Section 3.1 Acceptance of Animals Immediately after the New Pound Facility is Placed In Service, the RVSPCA, which may act through ACSI or another approved subcontractor, shall be responsible for: (i) accepting, housing in Cages and caring for cats, dogs and all other animals that the New Pound Facility is equipped to handle as mutually agreed upon by RVSPCA and the Participating Localities (the "Animals") and which are delivered to the New Pound Facility by any representative of the Participating Localities authorized by the Participating Localities to confiscate such Animals for impoundment; (ii) receiving and housing in Cages stray Animals as turned in by residents of the Participating Localities who are not the owner of the Animal ("Stray Animals"); and (iii) receiving and housing in Cages Animals turned in by residents of the Participating Localities who are the owner of the Animal ("Owner Release Animals"). 9 o~~ ARTICLE IV The RVSPCA Responsibilities Section 4.1 RVSPCA Obligations In addition to any other conditions contained herein, the RVSPCA agrees: 4.1.1. To either: (i) transfer Animals to the shelter (also run by the RVSPCA) for adoption; or (ii) to hold Animals in the New Pound Facility for the statutorily required time period, or as otherwise requested by the Participating Locality, until transfer to the shelter or redemption; or, (iii) acting through ACSI or another approved subcontractor, to euthanize all Animals not transferred or redeemed, pursuant to the Applicable Laws of the Participating Localities and the Commonwealth of Virginia and in compliance with all other Applicable Laws promulgated by agencies responsible for the oversight of such facilities and operation including, but not limited to, the United States Drug Enforcement Administration, the Virginia Department of Health and the Virginia Department of Agriculture and Consumer Services. Any Animal held in the New Pound Facility, at the request of the RVSPCA or any subcontractor, for more than three days beyond the statutorily required time period or other period requested by the Participating Locality, shall be held at the expense of the RVSPCA and subject to the availability of space. 4.1.2. Acting through ACSI or another approved subcontractor, to provide controlled drugs for euthanasia to be performed in the New Pound Facility and to obtain and maintain all applicable licenses and documentation required by the Virginia Board of Pharmacy and the United States Drug Enforcement Administration. 4.1.3. Subject to the approval of the Advisory Board, to maintain and publicize appropriate hours of operation at the New Pound Facility for the public and for the impoundment of Animals and as required by Applicable Laws; provided, however, that the New Pound Facility may be closed at such times deemed by RVSPCA to be appropriate and compatible with the sound operation of the New Pound Facility. 4.1.4. The RVSPCA shall maintain hazard, liability or such other insurance as may be required by Applicable Laws, by this Agreement, or which the RVSPCA may deem advisable. During the life of this Agreement, the RVSPCA, and any and all subcontractors (including ACSI), shall maintain insurance with a company licensed to transact business in the Commonwealth of Virginia and approved by the Participating Localities, which approval shall not be unreasonably withheld or delayed, and shall furnish the Participating Localities with certificates of insurance which shall also include insurance deductibles, if applicable. With respect to the Commercial General Liability coverage, the certificates shall name the Participating Localities, their officers, agents and employees, and volunteers as additional insured parties, providing coverage against any and all claims and demands made by any person or persons whomsoever for property damages or bodily injury (including death) incurred in connection with the services to be provided under this Agreement. With respect to Workers' Compensation coverage, if 10 ~~ applicable, the RVSPCA's insurance company and the approved subcontractor's insurance company shall waive rights of subrogation against the Participating Localities, their officers, agents and employees and volunteers. At a minimum, such insurance shall include the following: A. Commercial General Liability: $1,000,000.00 1. $1,000,000.00 General Aggregate Limit (other than Products/Completed Operations). 2. $1,000,000.00 Products/Completed Operations Aggregate Limit. 3. $1,000,000.00 Personal Injury and Advertising Injury Liability (including liability for slander, libel, and defamation of character). 4. $1,000,000.00 each occurrence limit (including contractual). B. Workers' Compensation: statutory coverage for Virginia Employer's Liability: 1. $200,000.00 Bodily Injury by Accident each Occurrence. 2. $500,000.00 Bodily Injury by Disease Policy Limit. 3. $200,000.00 Bodily Injury by Disease each Employee. C. The above limit amounts may be met by an umbrella liability policy following form of the underlying primary coverage in a minimum amount of $1,000,000.00. D. Proof of Insurance Coverage: 1. The RVSPCA shall furnish the Participating Localities with the required certificates of insurance showing the type, amount, effective dates and date of expiration of the policies. 2. The required certificates of insurance shall contain substantially the following statement: "Should any of the above described policies be canceled before the expiration date thereof, the issuing company shall provide 30 days written notice to (fill in Participating Localities Contact Person's Name, Title, Address)." 4.1.5. To maintain accurate written accounts of all Animals impounded, on behalf of the Participating Localities, and delivered to the New Pound Facility by the Participating Localities or Stray Animals and Owner Release Animals delivered to the New Pound Facility by citizens of the Participating Localities and the Cages used to house such Animals. 4.1.6. To provide monthly financial reports to the Advisory Board, in a mutually agreed upon form, and to permit authorized representatives of the Participating Localities to inspect the New Pound Facility's records during regular, posted office hours with prior written notice of at least forty-eight (48) hours. 11 ~~~ 4.1.7. To carry out all procedures at the New Pound Facility required by Applicable Laws with respect to any impounded Animal which has bitten a person or which is to be held for a trial or hearing. With respect to any bite or injury not occurring at the New Pound Facility, RVSPCA is not required to perform any investigative services to obtain information regarding the incident itself. 4.1.8. To allow access to the New Pound Facility twenty-four (24) hours per day, seven (7) days a week to authorized law enforcement officers. 4.1.9. To allow the Participating Localities to park necessary assigned law enforcement vehicles, as well as such officers' personal vehicles, on the New Pound Facility's premises at the Participating Localities' and the personal vehicle owner's own risk. 4.1.10. Acting through ACSI or another approved subcontractor, to provide for the lawful disposal of euthanized Animals. 4.1.11. To provide reasonable office space for animal control and law enforcement personnel from the Participating Localities at no additional cost to the Participating Localities. 4.1.12. To provide regular maintenance and cleaning of all areas within the New Pound Facility, including unloading and impoundment areas. 4.1.13. Without the prior written consent of the Participating Localities and the holders of the Obligations, the RVSPCA will not sell, lease, sublease, assign, convey or otherwise voluntarily dispose of the New Pound Facility unless the Notes, Bonds, and any other Obligations issued for the New Pound Facility have been or will be paid or deemed defeased in accordance with the agreements pursuant to which they were issued and the term of this Agreement is over. 4.1.14. To collect any fees imposed by the Participating Localities consistent with current practice and remit such collected fees to the Participating Localities on a monthly basis by the tenth (10th) day of the following month to the person designated by each Participating Locality to accept such fees. 4.1.15. To provide to the Advisory Board, within one week of receipt, all reports regarding the New Pound Facility received by the RVSPCA from any federal, state or local department and/or agency including, but not limited to, the Virginia Department of Agriculture and Consumer Services, the Virginia Department of Interior and the Virginia Board of Pharmacy. 4.1.16. To provide to the Advisory Board for review and approval prior to filing, all material reports to be filed by the RVSPCA with any federal, state or local department and/or agency including, but not limited to, the Virginia Department of Agriculture and Consumer Services, the Virginia Department of Interior and the Virginia Board of 12 ~~. Pharmacy regarding the New Pound Facility provided, however, that RVSPCA will file all reports on a timely basis. 4.1.17. To designate Advisory Board representatives and a person with whom communication is to be made pursuant to this Agreement. 4.1.18. To provide reasonable veterinary services for Animals that become injured or ill during confinement in the New Pound Facility in accordance with a mutually agreed upon procedure (including Participating Locality pre-approvals) and, once the applicable funds in the Annual Budget have been fully used, subject to reimbursement from the applicable Participating Locality in accordance with the agreed upon procedure. Critically injured or ill animals that arrive at the New Pound Facility shall be either: (i) stabilized and treated at the direction and expense of the applicable Participating Locality (and in accordance with a mutually agreed upon procedure); or (ii) euthanized at the direction of the Participating Locality. 4.1.19. RVSPCA and its subcontractors shall provide their services hereunder in a good and workmanlike manner. THIS IS THE EXCLUSIVE WARRANTY OFFERED BY RVSPCA AND ITS SUBCONTRACTORS AND IS IN LIEU OF ALL OTHER WARRANTIES WHETHER WRITTEN, ORAL, EXPRESS, IMPLIED, OR STATUTORY INCLUDING, WITHOUT LIMITATION, THE WARRANTY OF MERCHANTABILITY AND THE WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE. ARTICLE V The Participating Localities Responsibilities Section 5.1 Partici ating Localit~Obligations In addition to any other agreements contained herein, each of the Participating Localities agrees: 5.1.1. Once the New Pound Facility is Placed in Service, each Participating Locality shall be liable to the RVSPCA for the Per Diem Charge for each Cage used for an Animal (including Stray Animals and Owner Release Animals) from a Participating Locality that is kept in the New Pound Facility (collectively, the "Participating Locality's Per Diem Charge Liability"). The provisions of Section 5.1.3 shall govern payment of the Participating Locality's Per Diem Charge Liability. 5.1.2 Once the New Pound Facility is Placed in Service, each Participating Locality shall pay to the RVSPCA its Proportionate Share in twelve (or less, if the Fiscal Year is not a full year) equal monthly installments, subject to appropriation of funds for such purpose by the governing body of the Participating Locality. Each monthly installment shall be paid to the RVSPCA on or before the twenty fifth (25th) day of that month. 13 ~I ~, 5.1.3. A Participating Locality shall not be required at any time during the Fiscal Year to pay any portion of the Participating Locality's Per Diem Charge Liability if the Participating Locality pays on a timely basis all of the installments of its Proportionate Share. However, if at any time during a Fiscal Year a Participating Locality fails to pay any single installment of its Proportionate Share and such failure is not corrected within ten (10) days after receipt of written notice from RVSPCA, the Participating Locality shall thereafter pay, from time to time during the Fiscal Year and within forty-five (45) days after demand, invoice(s) provided by the RVSPCA and in amounts equal to the then accrued but unpaid Participating Locality's Per Diem Charge Liability for the Fiscal Year. A Participating Locality shall not be required at any time during the Fiscal Year to pay any portion of the Participating Locality's Per Diem Charge Liability if the total, at that point in time, of the prior payment by the Participating Locality for the Fiscal Year of: (i) installments of its Proportionate Share; and (ii) invoices for the Participating Locality's Per Diem Charge Liability, equals or exceeds the total amount of the monthly installments of the Participating Locality's Proportionate Share then due and payable. 5.1.4. In the event the total Net Expenses for a Fiscal Year exceed the total amounts collected from the Participating Localities pursuant to Sections 5.1.2 and 5.1.3, each Participating Locality shall pay an amount equal to the excess Net Expenses multiplied by the Use Percentage for that Participating Locality, subject to the appropriation of funds for such purpose by the governing body of the Participating Locality. Such amounts shall be paid by each Participating Locality within forty-five (45) days after receipt of an invoice from RVSPCA and shall be used by RVSPCA only to pay unpaid Net Expenses including the replenishment of Reserve Funds. 5.1.5 If not paid when due, any unpaid installment of the Proportionate Share of a Participating Locality or any other amount payable by a Participating Locality hereunder shall bear interest, to the extent allowed by law, at the legal rate as set forth in §6.1-330.53 of the Code of Virginia (1950), as amended, or its successor section, and be subject to a 10% penalty, to the extent allowed by law. 5.1.6 If two or more payments required to be made by a Participating Locality under this Article V are not paid when due, the privilege of that Participating Locality's representative to vote on all Advisory Board matters shall be suspended until all delinquent and unpaid amounts are paid in full by the Participating Locality. 5.1.7. To deliver to the RVSPCA at its New Pound Facility all Stray Animals and all Animals confiscated for running at large in the Participating Locality or otherwise violating Applicable Laws. 5.1.8. To provide, at its expense, all equipment and supplies required to administer its animal control functions under this Agreement including, but not limited to, vehicles, communications, and forms when appropriate. 14 l,./ 5.1.9. To designate an Advisory Board representative and a designated person with whom communication is to be made pursuant to this Agreement. 5.1.10. To require the Participating Locality's animal control officers and other workers to comply with the reasonable rules and regulations of the RVSPCA as they pertain to the operation of the New Pound Facility. 5.1.11. To permit the RVSPCA to have control over all Animals in the New Pound Facility once the Animals are delivered to the New Pound Facility by the animal control officers, subject, however, to the requirement that RVSPCA shall comply with all Applicable Laws, and with the exception that Animals charged with being vicious or dangerous or otherwise required for evidence shall remain under the ultimate control of the Participating Locality until such time as the Participating Locality relinquishes control, in writing, to the RVSPCA. 5.1.12. To promptly notify RVSPCA of any changes in the provisions of the codes of the Participating Locality, the laws of the Commonwealth of Virginia as well as other Applicable Laws and the pertinent rules, regulations and procedures governing the animal control functions of the Participating Locality. 5.1.13. To provide on a timely basis all Participating Locality reviews and approvals and Advisory Board input and approvals set forth in this Agreement. 5.1.14. If for any reason other than a default by RVSPCA described in Section 16.1, the New Pound Facility is not constructed or Placed In Service, or if no Animals are placed at the New Pound Facility, each Participating Locality shall reimburse the RVSPCA for its share of all Net Expenses and Project Costs and Start Up Costs for the New Pound Facility incurred by RVSPCA and not previously paid by the Participating Localities; provided, however, that the payment required by any Participating Locality will be subject to the appropriation of funds for such purpose by the governing body of the Participating Locality. Each Participating Locality's share of all Net Expenses and Project Costs and Start Up Costs shall be calculated by multiplying the total unpaid amount by the Use Percentage for that Participating Locality. 5.1.15. Pursuant to Virginia Code Section 2.2-4343.1(D), the Participating Localities give notice that they do not discriminate against faith-based organizations. ARTICLE VI Annual Report Section 6.1 Annual Report The RVSPCA shall provide to the Participating Localities, on or before December 1St of each year, a report audited by an independent certified public accountant selected 15 ~~ by the Advisory Board and showing the quantity and types of Animals received during the prior year as well as the disposition of those Animals, broken down by Participating Locality, for the preceding Fiscal Year. ARTICLE VII Annual Budget, Funds Section 7.1 Annual Budget Preparation 7.1.1. Subject to approval from the Advisory Board, which approval shall not be unreasonably withheld, the RVSPCA shall provide to the Participating Localities, on or before February 1st of each year, the Annual Budget for the next Fiscal Year for the New Pound Facility including any proposed capital projects (for planning purposes) and use of funds from the Maintenance Reserve Fund (together with any approved amendments, the "Annual Budget"). For each Fiscal Year in which the New Pound Facility will be in operation, such Annual Budget shall set forth the Operating Component and the Debt Service Component of the Per Diem Charge for the use of a Cage in the New Pound Facility by the Participating Localities as well as the projected number of Cages to be used by each Participating Locality during the Fiscal Year. Such Per Diem Charge shall be sufficient to generate revenue adequate to pay anticipated Net Expenses and to fund the Reserve Funds. Subject to approval from the Advisory Board, which approval shall not be unreasonably withheld, the Per Diem Charge shall be revised during the year upon ninety (90) days prior written notice from the RVSPCA to the Participating Localities when the actual Net Expenses are materially and substantially greater than the budgeted Net Expenses. The RVSPCA agrees to set, and revise as needed (with approval from the Advisory Board as previously stated), the Operating Component in an amount sufficient to generate revenue adequate to pay Net Expenses (other than the Debt Service Component) and to fund the Operating Reserve Fund and the Maintenance Reserve Fund for the care, maintenance and subsistence of the Animals and the maintenance and repair of the New Pound Facility. RVSPCA also agrees to set, and revise as needed (with approval from the Advisory Board as previously stated), the Debt Service Component in an amount sufficient to generate revenue adequate to pay debt service on the Authority's Bonds and Notes and to fund the Debt Service Reserve Fund. The budgeted amounts set forth in an Annual Budget shall be reduced ratably and proportionately if the first and last years of the term of this Agreement are less than a full year in length. 7.1.2. Each Participating Locality hereby recommends that its City Manager, County Administrator, or Town Manager, as the case may be, include in each annual budget submitted to the governing body of his or her jurisdiction or in an amendment thereto, sufficient funds to cover the Participating Locality's Proportionate Share due to the RVSPCA in each Fiscal Year or as may be required by Section 5.1.14. Each Participating Locality's City Manager, County Administrator, or Town Manager, as the case may be, shall notify the RVSPCA: (i) by July 1 of each year, of the amount so 16 -p~, budgeted by the Participating Locality, and (ii) at any time, of any amendments to the amount so budgeted by the Participating Locality. 7.1.3. To assist the Participating Localities in estimating their obligations to the RVSPCA, the RVSPCA will develop a policy, which it may amend from time to time, for forecasting its revenues and expenditures over future periods of up to five years beyond the then current Fiscal Year for the New Pound Facility. The forecast will be revised annually and distributed to the Participating Localities during their annual budget setting process. 7.1.4. A preliminary Annual Budget for the first year of operation of the New Pound Facility has been initially reviewed by RVSPCA and the Participating Localities. As final data is obtained for both the Operating Component and the Debt Service Component for the first year of operation of the New Pound Facility, or part thereof, RVSPCA will submit revised budgets to the Participating Localities for their fiscal budgeting process as set forth in this Article VII. Section 7.2 Payments from Other Jurisdictions Within the limits allowed by Applicable Laws, the RVSPCA, with approval from the Advisory Board, shall establish a per diem charge or charges (which may be greater than the amounts charged to the Participating Localities) for the use of Cages and the care, maintenance and subsistence of Animals from non-participating localities. Such non-member per diem charges shall be due and payable to the RVSPCA from non- participating localities having animals in the New Pound Facility no later than 45 days from receipt of the invoices and if not paid when due shall bear interest and penalty at such rate as the RVSPCA shall establish unless otherwise provided by Applicable Law. Section 7.3 Operating Reserve Fund An Operating Reserve Fund shall be established as a separate account and shall be used to cover cash flow during periods when the RVSPCA 's revenues may not be sufficient to cover its Net Expenses other than the Debt Service Component and required payments to Reserve Funds. Initially, the Operating Reserve Fund shall be established in an amount necessary to pay all Net Expenses set forth in the Annual Budget (other than the Debt Service Component and required payments to Reserve Funds) for a ninety (90) day period (the "90 Day Level") and shall be capitalized, to the extent allowed by law, from the original borrowing. Thereafter, the total aggregate amount contributed to the Operating Reserve Fund shall not exceed the 90 Day Level. Any amount received for the Operating Reserve Fund in excess of the 90 Day Level shall be first applied by the RVSPCA to bring the balances in the other Reserve Funds to their required levels (as set forth in this Agreement and shown in the Annual Budget) and any funds then remaining shall be credited (and applied against future payments) to the Participating Localities in proportion to the revenues received from each Participating Locality in the month the excess funds are received. In order to maintain the balance in this account at the 90 Day Level, the RVSPCA shall include an amount in the Annual Budget (which shall be 17 U-~ reflected in the Per Diem Charges) of fifteen percent (15%) of the operating budget for the Fiscal Year. In the event the amount of the Operating Reserve Fund falls below an amount necessary to pay all Net Expenses set forth in the Annual Budget (other than the Debt Service Component and required payments to Reserve Funds) for a sixty (60) day period (the "60 Day Level"), the Participating Localities shall pay sufficient amounts, including the budgeted 15% payments, to replenish the Operating Reserve Fund to the 60 Day Level within six months after the amount of the Operating Reserve Fund drops below the 60 Day Level. Section 7.4 Maintenance Reserve Fund The RVSPCA agrees to provide for a Maintenance Reserve Fund in each of its Annual Budgets (with contributions to the Fund to be reflected in the Per Diem Charges) in an amount equal to ten percent (10%) of the budgeted Net Expenses for the Fiscal Year, not including the Debt Service Component and required payments to Reserve Funds, until such time as the total aggregate amount contributed to the Maintenance Reserve Fund equals fifteen percent (15%) of the actual Construction Costs of the New Pound Facility. The Maintenance Reserve Fund shall be established as a separate account, shall be administered by the RVSPCA subject to approval from and monitoring by the Advisory Board, and shall be used by the RVSPCA for the repair and replacement of the New Pound Facility and the Cages and other equipment, catastrophic losses and capital expenditures to maintain the New Pound Facility and the equipment in good operating condition. Any disbursements from the Maintenance Reserve Fund, not otherwise budgeted as part of the Annual Budget, shall be subject to approval by the Advisory Board. Section 7.5 Debt Service Reserve Fund The RVSPCA agrees to provide for a Debt Service Reserve Fund as reasonably required by the lender providing financing for the New Pound Facility. This Fund shall be capitalized, to the extent allowed by law, in the borrowing for the New Pound Facility. Section 7.6 Allocation of Excess Reserve Funds If at the end of any Fiscal Year there are funds in any of the Reserve Funds in excess of the amounts required to be maintained in that Fund and there is also a deficiency in an amount required to be maintained in one of the other Reserve Funds, RVSPCA, with approval from the Advisory Board, shall transfer sufficient excess funds to bring another Reserve Fund to its required level. Funds shall be transferred to the Reserve Funds in the following order: (i) Debt Service Reserve Fund; (ii) Operating Reserve Fund; and (iii) Maintenance Reserve Fund. Section 7.7 Distribution of Excess Funds If at the end of any Fiscal Year: 18 1~-~'- (1) the total revenues collected by the RVSCPA for the Fiscal Year exceed the total o£ (i) the Expenses paid by the RVSPCA during the Fiscal Year; plus (ii) the accrued liability at the end of the Fiscal Year for unpaid Expenses incurred by RVSPCA; and there are excess cash funds available for distribution in such amount (hereinafter defined as the "Excess Funds"); and (2) all of the Reserve Funds have been fully funded to their maximum required levels as set forth herein; then, (x) one-half (1 /2) of the Excess Funds shall be refunded to all of the Participating Localities with each Participating Locality's proportionate amount to be equal to the total revenues paid by each Participating Locality during the Fiscal Year divided by the total revenues paid by all Participating Localities during the Fiscal Year; and (y) one-half (1/2) of the Excess Funds shall be paid to the RVSPCA to be used for RVSPCA programs that serve to reduce the number of Stray Animals and Owner Release Animals. ARTICLE VIII Non-Appropriation of Funds Section 8.1 Non-Appropriation of Funds Although the Participating Localities reasonably believe that they will continue to have an essential need and requirements, pursuant to Applicable Laws, for the impoundment, office, related facilities and services indicated above for the duration of this Agreement, and reasonably believe that funds will be available and appropriated to make all payments for the original term of this Agreement, the obligation of each Participating Locality to make payments required by this Agreement, other than payments of the Participating Locality's Per Diem Charge Liability in accordance with the terms of Article V, shall be subject to and contingent upon appropriations being made for such purposes by the Participating Locality's governing body. Any other provision to the contrary notwithstanding, this Agreement and the obligations herein shall not constitute a debt of the Participating Localities within the meaning of any limitation on indebtedness of the Participating Localities under any constitutional or statutory limitation, and nothing in this Agreement shall constitute a pledge or the full faith and credit of any Participating Locality under any provision of its Charter, as applicable, or the Constitution of Virginia. Section 8.2 Agreement to Procure RVSPCA Services At any time during the thirty (30) years constituting the original term of this Agreement that funds are appropriated and are available for the purchase, lease or rental 19 0- ~ of facilities by the Participating Localities to perform, either internally through its own operations or externally through the purchase of services from a service provider, a similar function as the New Pound Facility described herein, the Participating Localities shall, to the maximum extent permitted by Applicable Laws, use such funds to procure such facilities and services from the RVSPCA. ARTICLE IX Books and Records The RVSPCA or its approved subcontractor shall maintain proper books of record and accounts in which proper entries shall be made in accordance with generally accepted accounting principles for governmental bodies, consistently applied, of all of its business and affairs related to the New Pound Facility. The RVSPCA shall also establish and maintain adequate financial policies and procedures to ensure the safeguarding of the New Pound Facility. All books of record and accounts and documents in the RVSPCA's and its approved subcontractor's possession relating to the New Pound Facility shall at all reasonable times be open to inspection by such agents or employees of the Participating Localities as they may designate upon forty-eight (48) hours prior notice. The RVSPCA shall have an annual audit performed by an independent certified public accountant, selected by the Advisory Board, with regard to finances associated with the New Pound Facility. A copy of this audit shall be provided to the Participating Localities on or before December 1 of each year. ARTICLE X Participating Localities Indemnify RVSPCA Section 10.1 Participating Localities Indemnity To the extent permitted by law, a Participating Locality shall indemnify and hold harmless the RVSPCA and its officers, directors, employees, agents, volunteers and subcontractors (collectively, the "RVSPCA Indemnified Parties") for, from and against any and all claims for bodily and personal injuries, deaths, property damage and clean up costs, including costs of investigation, all expenses of litigation (to the extent the matter is not defended by the indemnifying party's counsel) including reasonable attorneys fees and the cost of appeals arising out of any such claims or suits, liabilities, obligations, losses, damages, penalties, actions, judgments, suits, costs, expenses and disbursements (collectively, the "Indemnified Losses") which may be imposed on, incurred by or asserted against a RVSPCA Indemnified Party and directly arising out of any and all negligent or willful acts of omission or commission by the Participating Locality, its officers, agents, volunteers, employees or subcontractors in the performance of this Agreement or any transactions contemplated hereby; provided, however, the Participating Locality shall not be liable for any portion of the foregoing Indemnified Losses to the extent that such portion arises from the contributory negligence, gross negligence or 20 ~~ ~. willful misconduct of such RVSPCA Indemnified Party. An RVSPCA Indemnified Party shall promptly notify the Participating Localities of an indemnification claim and give the Participating Localities information, assistance and exclusive authority to settle and defend such claim. Section 10.2 Sovereign Immunity The RVSPCA acknowledges and agrees that the Participating Localities do not waive and specifically preserve their right of sovereign immunity under the statutory and case law of the Commonwealth of Virginia. It is further agreed that the above indemnification provisions apply only to the extent that the Indemnified Parties give notice of any claim as required by the laws of the Commonwealth of Virginia. ARTICLE XI RVSPCA Indemnifies Participating Localities Section 11.1 RVSPCA Indemnity RVSPCA hereby agrees to indemnify and hold harmless the Participating Localities and their officers, agents, employees, volunteers and subcontractors (collectively, the "Participating Locality Indemnified Parties"), for, from and against any and all claims for Indemnified Losses which may be imposed on, incurred by or asserted against a Participating Locality Indemnified Party and directly arising out of any and all negligent or willful acts of omission or commission by the RVSPCA, its officers, agents, employees, volunteers or subcontractors in the performance of this Agreement or any transactions contemplated hereby; provided, however, that the RVSPCA shall not be liable for any portion of the foregoing Participating Locality Indemnified Losses to the extent that such portion arises from the contributory negligence, gross negligence or willful misconduct of the Participating Locality Indemnified Party. A Participating Locality Indemnified Party shall promptly notify RVSPCA of an indemnification claim and give RVSPCA information, assistance and exclusive authority to settle and defend such claim. Section 11.2 Limitation of Liability The total liability of RVSPCA, including its directors, officers, agents, employees, volunteers and subcontractors, for all claims of any kind for any loss or damage, whether in contract, warranty, tort, strict liability or otherwise, arising out of, connected with, or resulting from the performance or non-performance of this Agreement or the furnishing of any service hereunder, shall not exceed the greater of: (i) the amount of any insurance coverage required under the terms of this Agreement; or (ii) if no insurance coverage is available through no fault of the RVSPCA, One Hundred Thousand Dollars ($100,000.00); or (iii) if no insurance coverage is available because of the RVSPCA's fault, an amount equal to the amount of any insurance coverage that was required as set forth in Section 21 ~~ 4.1.4. IN NO EVENT, WHETHER AS A RESULT OF BREACH OF CONTRACT, WARRANTY, TORT, STRICT LIABILITY OR OTHERWISE, SHALL RVSPCA OR ITS OFFICERS, AGENTS, EMPLOYEES, VOLUNTEERS OR SUBCONTRACTORS BE LIABLE FOR ANY SPECIAL, CONSEQUENTIAL, INCIDENTAL, INDIRECT OR EXEMPLARY DAMAGES INCLUDING, BUT NOT LIMITED TO, COST OF CAPITAL, COST OF SUBSTITUTE GOODS, FACILITIES, SERVICES OR DOWNTIME COSTS. ARTICLE XII Tax Exemption Covenant Section 12.1 General Covenant The Authority intends to issue the Notes and Bonds in a manner such that their interest is excludable from gross income for Federal income tax purposes under Section 103(a) and related provisions of the Internal Revenue Code of 1986, as amended, and applicable rules and regulations. The RVSPCA and each Participating Locality agree that after the Notes and Bonds have been issued they will not take any action or omit to take any action which would adversely affect such exclusion. Section 12.2 Allocation of Tax Exemption Amounts If such an allocation is necessary, the Participating Localities, each of whom will receive a benefit from the construction of the New Pound Facility and the financing thereof by the Authority, agree pursuant to Section 265(b)(3)(C)(iii) of the Internal Revenue Code of 1986, as amended, to allocate the amount of each issue of tax-exempt Obligations issued by the Authority for the initial construction of the New Pound Facility, including design and preliminary site work, to themselves on the same percentage basis as set forth in Schedule A. The Participating Localities find this method of allocation reasonable in light of their anticipated benefits to be derived from the New Pound Facility. ARTICLE XIII Additional Participation Any city, town or county in Virginia may, with the approval of its governing body and with the consent of the RVSPCA and the governing bodies of all of the Participating Localities, use the New Pound Facility pursuant to the terms and provisions of this Agreement and such additional terms and conditions for participation as may be prescribed by the RVSPCA and the Participating Localities. 22 6- a. ARTICLE XIV Representations, Warranties and Covenants of RVSPCA In addition to the covenants in other Articles of this Agreement, the RVSPCA represents, warrants and covenants as follows: Section 14.1 Organization, Authorization and Validity The RVSPCA is duly organized and validly existing under the laws of the Commonwealth of Virginia and has duly authorized, executed and delivered this Agreement. Section 14.2 Authorization The RVSPCA has all requisite authority to execute and deliver and perform its obligations under this Agreement and is not a party to any indenture, contract or other agreement or arrangement, the performance of which by the RVSPCA would prevent or materially and adversely affect the RVSPCA's ability to perform the terms of this Agreement. Section 14.3 Non-Contravention The execution and delivery of this Agreement by the RVSPCA and the consummation of the transactions contemplated in it will not conflict with or result in a breach of or constitute a default under or violate any of the terms, conditions or provisions of the bylaws of the RVSPCA or any material indenture, contract or other agreement or arrangement to which the RVSPCA is a party or by which any of its properties are bound, or any Applicable Law by which the RVSPCA or the New Pound Facility is bound. Section 14.4 Litigation The RVSPCA is not a party to any legal, administrative, arbitration or other proceeding or controversy pending, or, to the best of the RVSPCA's knowledge, threatened, which would materially adversely affect the RVSPCA's ability to perform under this Agreement. Section 14.5 Ap rp ovals Except for permits from local governmental authorities to Place In Service the New Pound Facility and to use the New Pound Facility, the RVSPCA does not require the consent or approval of any governmental body to carry out the terms of this Agreement. 23 - ~+,,. ARTICLE XV Representations, Warranties and Covenants of Participating Localities Each Participating Locality represents, warrants and covenants for itself as follows: Section 15.1 Organization, Authorization and Validity. Each Participating Locality is a political subdivision of the Commonwealth duly organized and validly existing under the laws of the Commonwealth, and each has duly authorized, executed and delivered this Agreement. Section 15.2 Authorization. Each Participating Locality has all requisite authority to execute and deliver and perform its obligations under this Agreement and is not a party to any indenture, contract or other agreement or arrangement, the performance of which by it would prevent or materially and adversely affect its individual performance under this Agreement. Section 15.3 Non-Contravention. The execution and delivery of this Agreement by each Participating Locality and the consummation of the transactions contemplated in it will not conflict with or result in a breach of or constitute a default under or violate any of the terms, conditions or provisions of any charter, resolution or ordinance, any material indenture, contract or agreement or arrangement to which it is a party or by which any of its properties are bound, or any Applicable Law by which it is bound. Section 15.4 Litigation. No Participating Locality is a party to any legal, administrative, arbitration, or other proceeding or controversy pending, or, to the best of its knowledge, threatened, which would materially and adversely affect its ability to perform under this Agreement. ARTICLE XVI Defaults and Remedies Section 16.1 Default by RVSPCA. The occurrence of any one or more of the following events of default, and the continuance of such default for thirty days (ten days for a monetary default described in (i)) after written notice specifying the default and requiring it to be remedied has been 24 o-a. given to the RVSPCA by any Participating Locality, will constitute an "Event of Default" by the RVSPCA ("RVSPCA Default"): (i) if the amounts required to be paid by the Participating Localities under Article V have been paid, the failure of the RVSPCA to pay principal of or interest when due on any Notes, Bonds or other temporary or permanent financing for the New Pound Facility; (ii) if the RVSPCA is for any reason rendered incapable of performing any of its material obligations under this Agreement; (iii) the RVSPCA makes an assignment of all or a portion of its obligations under this Agreement without the prior written consent of the Participating Localities; (iv) if the amounts required to be paid by the Participating Localities under Article V have been paid and the RVSPCA defaults on any of its material obligations under any agreement pursuant to which any Notes, Bonds or other temporary or permanent financing for the New Pound Facility is obtained by the RVSPCA and such default is not cured within the applicable cure period; (v) any proceeding is instituted, with the consent or acquiescence of the RVSPCA, for the purpose of effecting a composition between the RVSPCA and its creditors or for the purpose of adjusting the claims of such creditors pursuant to any federal or state statute now or hereafter enacted; or (vi) the RVSPCA defaults in the due and punctual performance of any other of the covenants, conditions, agreements and provisions contained in this Agreement. Section 16.2 Default by Participating Localities. The occurrence of any one or more of the following events of default, and (a) the continuance of such default for thirty days (ten days for a monetary default described in (i)) after written notice specifying the default and requiring it to be remedied has been given to such Participating Locality by the RVSPCA with copies to all of the other Participating Localities, and (b) such default has not been remedied by action of the remaining Participating Localities during the applicable 10 or 30 day cure period, will constitute an "Event of Default" by any Participating Locality ("Participating Locality Default"): (i) failure of any Participating Locality to make payments when due as set forth in Article V; (ii) any Participating Locality shall for any reason be rendered incapable of fulfilling its obligations under this Agreement; (iii) any proceeding is instituted, with the consent or acquiescence of any Participating Locality, for the purpose of effecting a composition between such 25 ~~ Participating Locality and its creditors or for the purpose of adjusting the claims of such creditors pursuant to any federal or state statute now or hereafter enacted; or (iv) any Participating Locality defaults in the due and punctual performance of any of the other covenants, conditions, agreements and provisions contained in this Agreement. Section 16.3 Remedies of Partici ating Localities. Upon the occurrence of a RVSPCA Default, any Participating Locality, after giving notice of such RVSPCA Default to all parties, may bring suit by specific performance, injunction or other appropriate proceeding to require the RVSPCA to perform its duties under this Agreement or to enjoin any acts in violation of this Agreement. Section 16.4 Remedies of RVSPCA. Upon the occurrence of a Participating Locality Default, the RVSPCA, after giving notice of such Participating Locality Default to all parties, may bring suit by mandamus, specific performance, injunction or other appropriate proceeding to require the Participating Locality to perform its duties under this Agreement or to enjoin any acts in violation of this Agreement. Section 16.5 Remedies Not Exclusive. No remedy in this Agreement conferred upon or reserved to the parties is intended to be exclusive of any other remedy, and each remedy is cumulative and in addition to every other remedy given under this Agreement or now or hereafter existing at law, in equity or by statute. ARTICLE XVII Independent Contractor It is understood by the parties that the RVSPCA shall perform its duties and responsibilities under this contract as independent contractors and not as agents or servants of the Participating Localities, nor shall the officers and employees of the RVSPCA be deemed agents or employees of the Participating Localities for any purpose. The RVSPCA's officers shall exercise control and supervision over its personnel in the performance of their work, provided, however, that as a principal, the Participating Localities retain an interest in the quality of services performed by the RVSPCA but the Participating Localities shall have no concern in or control over the manner in which work is performed by personnel of the RVSPCA. This provision is not meant to prohibit or discourage cooperation between the RVSPCA and the Participating Localities; rather, such cooperation is expected and encouraged. 26 .~ ~}.,, ARTICLE XVIII Term The term of this Agreement shall begin on the earlier of: (i) the date the Obligations are issued; or (ii) the first day of the month after the New Pound Facility is Placed In Service, and shall continue until June 30, 2032. Thereafter the Agreement shall be renewed for another Fiscal Year on the same terms and conditions unless either party gives to the other party written notice of its intent not to renew one hundred eighty (180) days prior to the renewal date. ARTICLE XIX Nondiscrimination During the performance of this Agreement the RVSPCA agrees as follows: (i) it will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor, and it agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; (ii) all solicitations or advertisements for employees placed by or on behalf of the RVSPCA, will state that the RVSPCA is an equal employment opportunity employer; (iii) notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section regarding notices, advertisements and solicitations; and (iv) the RVSPCA will include the provisions of the foregoing subsections (i), (ii) and (i) in every subcontract or purchase order of over ten thousand dollars ($10,000.00), so that the provisions will be binding upon each subcontractor or vendor. ARTICLE XX Drug-Free Workplace During the performance of this Agreement the RVSPCA agrees as follows: (i) it will provide adrug-free and smoke-free workplace for its employees; (ii) it will post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) it will state in all solicitations or advertisements for employees placed by or on behalf of the RVSPCA that it maintains adrug-free workplace; and (iv) it will 27 ~~ include the provisions of the foregoing clauses in every subcontract or purchase order of over ten thousand dollars ($10,000.00), so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, "drug-free workplace" and "smoke-free workplace" means a site for the performance of work done in connection with this Agreement. ARTICLE XXI Notices Any notice required or permitted to be given under the Agreement shall be provided in writing by first class mail or in person, and notice shall be effective upon such mailing or delivery. NOTICE to the City of Roanoke shall be provided to: City Manager 215 Church Avenue, Room 354 Roanoke, Virginia 24011 NOTICE to the Town of Vinton shall be provided to: William L. Heartwell, III Town Attorney P.O. Box 470 Fincastle, VA 24090 NOTICE to the County of Roanoke shall be provided to: County Administrator Post Office Box 29800 Roanoke, Virginia 24018 NOTICE to the County of Botetourt shall be provided to: William L. Heartwell, III County Attorney P.O. Box 470 Fincastle, VA 24090 28 o- ~- NOTICE to the RVSPCA shall be provided to: Executive Director RVSPCA P.O. Box 11863 Roanoke, VA 34022 With a copy of any notice to RVSPCA to be provided to: Flippin Densmore Morse & Jessee P.O. BOX 1200 Roanoke, VA 24006 ARTICLE XXII Severability of Invalid Provisions If any clause, provision or section of this Agreement is held to be illegal or invalid by any court, the invalidity of the clause, provision or section will not affect any of the remaining clauses, provisions or sections, and this Agreement will be construed and enforced as if the illegal or invalid clause, provision or section had not been contained in it. ARTICLE XXIII Governing Laws This Agreement shall be governed by, and construed and enforced in accordance with, the laws of the Commonwealth of Virginia without reference to its conflict of law principles. ARTICLE XXIV Amendments This Agreement may be changed or amended only with the written consent of the RVSPCA, all of the Participating Localities and the holders of the Obligations. No such change or amendment may be made which will affect adversely the prompt payment when due of all moneys required to be paid by the Participating Localities under the terms of this Agreement, and no such change or amendment shall be effective which would cause a violation of any provision of any resolution, indenture or agreement pursuant to which any Notes, Bonds or other temporary or permanent financing for the New Pound Facility is issued or obtained by the RVSPCA. 29 ~. ARTICLE XXV Waiver Any waiver by any party of its rights under this Agreement must be in writing, and will not be deemed a waiver with respect to any matter not specifically covered. Nothing in this Agreement authorizes the waiver of any of the Participating Localities' obligations to make payments when due of all monies required to be paid by the Participating Localities under the terms of this Agreement. ARTICLE XXVI Excusable Delays RVSPCA shall not be liable for delays in delivery or failure to perform due directly or indirectly to: (i) causes beyond RVSPCA's or its subcontractor's reasonable control, (ii) Acts of God, acts (including failure to act) of any governmental authority (de jure or de facto), wars (declared or undeclared), riots, revolutions, strikes or other labor disputes, fires, floods, sabotage, nuclear incidents, earthquakes, storms, epidemics, (iii) RVSPCA's or its subcontractor's inability to timely obtain necessary materials, items, components or services from suppliers who are affected by the foregoing circumstances, or (iv) the failure of the Participating Localities to perform any or all of its obligations hereunder in a timely manner. ARTICLE XVII Entire Agreement This Agreement together with Schedule A which is incorporated herein by reference constitutes the entire understanding and agreement between the Participating Localities and RVSPCA concerning the subject matter hereof and any negotiations, prior discussions, representations, promises, understandings, proposals, agreements, warranties, course of dealing or trade usage not expressly contained or referenced herein shall not be binding on either party. The terms and provisions of Section 4.1.19, 8.2, 10.2 and 11.2 shall survive the termination or expiration of this Agreement. [END OF TEXT] 30 (~-- J-_ In Witness Whereof the parties have executed this Agreement as of the date set forth on the first page of the Agreement. WITNESS: ROANOKE VALLEY SOCIETY FOR THE PREVENTION OF CRUELTY TO ANIMALS, INC. By: Chairman This is a signature page to that certain Roanoke Valley Regional Pound Facility Services Agreement dated as of November _, 2001. 31 ~~ ATTEST: City Clerk Approved as to Form: City Attorney City of Roanoke Appropriation and Funds Required for this Contract Certified: Director of Finance Date Acct # CITY OF ROANOKE, VIRGINIA By: Darlene L. Burcham, City Manager Approved as to Execution: City Attorney City of Roanoke This is a signature page to that certain Roanoke Valley Regional Pound Facility Services Agreement dated as of November , 2001. 32 V -°' ATTEST: Approved as to Form: Town Attorney Town of Vinton TOWN OF VINTON, VIRGINIA sy: Approved as to Execution: Town Attorney Town of Vinton This is a signature page to that certain Roanoke Valley Regional Pound Facility Services Agreement dated as of November , 2001. 33 V'~ ATTEST: County Clerk Approved as to Form: County Attorney County of Roanoke COUNTY OF ROANOKE, VIRGINIA By: Name: Approved as to Execution: County Attorney County of Roanoke This is a signature page to that certain Roanoke Valley Regional Pound Facility Services Agreement dated as of November , 2001. 34 ~' ATTEST: County Clerk Approved as to Form: County Attorney County of Botetourt COUNTY OF BOTETOURT, VIRGINIA By: Name: Approved as to Execution: County Attorney County of Botetourt This is a signature page to that certain Roanoke Valley Regional Pound Facility Services Agreement dated as of November , 2001. 35 V ` ~` ROANOKE VALLEY REGIONAL POUND FACILITY SERVICES AGREEMENT SCHEDULE A The Participating Localities hereby agree that the historical pro-rata usage, over the past three years, of the regional pound facility operated by the RVSPCA is as follows: Roanoke City 51 Roanoke County 22% Botetourt County 22% Town of Vinton 5% Beginning with the fourth year, and every three years thereafter, the Advisory Board shall review usage criteria for the most recent three-year period and, if necessary, will revise the above percentages based on the new data for the historical use of the New Pound Facility. RVSPCApound servicesagreement.11.05.01 36 ~. A-120401-9 ACTION NO. ITEM NUMBER ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Authorize the County Administrator to execute a Performance Agreement between Roanoke County, The Industrial Development Authority of Roanoke County and Novozymes Biologicals, Inc., allowing for Novozymes' expansion in the Center for Research and Technology, and appropriate $220,574 from the Public Private Partnership Account to the IDA/Novozymes Account to be used for water and sewer connection fees. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Novozymes Biologicals is a biotech company developing and producing microbial based formulations for industrial, consumer and agricultural uses. The company is currently located in Salem, Va. Due to continued growth in their business it has become necessary for Novozymes to relocate in order to expand their operations. After an extensive site search Novozymes has chosen a thirty acre site in Roanoke County's Center for Research and Technology to expand their operations. SUMMARY OF INFORMATION: Novozymes has executed a Performance Agreement between the Company, Roanoke County, and the Roanoke County Industrial Development Authority. The Agreement outlines the terms and conditions by which Novozymes will acquire the thirty acre site, and Roanoke County and the IDA will construct infrastructure improvements to accommodate their development. These items include construction of a new access road, water and sewer extensions and connections, and storm water management considerations Fiscal Impact: $420, 574 will be spent on the extension on the roadway and water and sewer lines to the site, and the related connection fees. Additional funds are already appropriated in the CRT Account that will be used for overall infrastructure improvements for the park. These improvements include electric power and gas line extensions and stormwater detention. J STAFF RECOMMENDATION: Authorize the County Administrator to execute a Performance Agreement between Roanoke County, The Industrial Development Authority of Roanoke County and Novozymes Biologicals, Inc., allowing for Novozymes expansion in the Center for Research and Technology, and appropriate $220,574 from the Public Private Partnership Account to the IDA/Novozymes Account to be used for water and sewer connection fees. Respectfully Submitted by Approved by: Doug Chittum Elmer C. Hodge Economic Development Director County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: Joseph B. Church to approve Church _ x _ Denied () Performance Agreement and appropriate Johnson _ x _ Received () $220,574 from the Public Private McNamara_ x _ Referred () Partnership Account Minnix _ x _ To () Nickens x cc: File Doug Chittum, Director, Economic Development Danial Morris, Director, Finance Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney r ,' A-120401-10 ACTION No. ITEM NUMBER ~-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2001 AGENDA ITEM: Request for Infrastructure Improvements on Rte 220, at Clearbrook Elementary School, and the Clearbrook Fire Station COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFOfdMATION: Due to the expiration of their current lease, the Department of Motor Vehicles (DMV) is currently evaluating sites for two new locations, one in the north county area and one in the south county area. The south county site that they prefer is in the Clearbrook area. In order to make this site accessible, there are certain road infrastructure improvements that need to be made. These improvements will also improve the safety of the Clearbrook Elementary School and the Clearbrook fire station. This is an area where we know we will need to make road improvements for safety purposes at some future time. If we make these improvements now, we can share the estimated total cost of $900,000 with the DMV developers, the Evangel Foursquare Church, and other private developers and landowners in the area. Evangel Foursquare Church is obligated under a special use permit to make certain improvements to the intersection and help with the installation of a stoplight. Attached is a site plan of the proposed intersection. The project will include the following: 1. Widening of Indian Grave Road 2, ,Stoplight at the intersection of Indian Grave Road and Rte 220 3. Addition of turn lanes on Rte 220 4. New road into the DMV site ~~ ALTERNATIVES AND FISCAL IMPACT: Do nothing -The County is not under any obligation to improve this intersection, install a traffic signal, or make any other road improvements. 2. Agree to pay one third of the cost of the road improvements, to be shared with the church and the developers/landowners, up to a maximum of $300,000. This will limit the County's financial exposure for these improvements. STAFF RECOMMENDATION: Staff recommends Alternative 2 -appropriating up to $300,000 from the General Fund Unappropriated Balance for infrastructure improvements to the Indian Grave Road intersection. Respectfully Submitted by Elmer Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abstain Approved (x) Motion by:H. Odell Minnix motion to approveChurch _ x Denied () up to $300,000 appropriation with funds Johnson _ _ x Received () appropriated from the Capital McNamara- x _ Referred () Unappropriated Fund instead of the Minnix _ x _ To () General Fund Unappropriated Balance Nickens _ x cc: File Douglas Chittum, Director, Economic Development Arnold Covey, Director, Community Development Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk ,School Board Danial Morris, Director, Finance Diane D. Hyatt, Chief Financial Officer Chief Rick Burch, Fire & Recue Ky ~ ~~ ~ t~ =~g~ ~~ ~ ~ ~ ~~~~ ~ ~ ~~~ ~ ~~~ ~ ~ ~~ ~ ~ ~ ~ ~ ~ ~~ ~~~ _~ ~~~~ ~~ _~~ ~~e ~_ ~~~ O~ pOANp,~~ ~ ~ ~; _ r ~ a ~~ irl' 11'YYT'1'1'' Tl'T '1 I'1 Tl" ~1"1'Y Tl" 12 b Board of Supervisors H. Odell "Fuzzy" Minnix, Chairman Cave Spring Magisterial District Joseph B. "Butch" Church, Vice-Chairman Catawba Magisterial District P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 December 5, 2001 Mr. Allan C. Robinson 4819 Buckhorn Road, SW Roanoke, VA 24014 Dear 0.4-Re~lai~son: Bob L. Johnson Hollins Magisterial District Joseph McNamara Windsor Hills Magisterial District Harry C. Nickens Vinton Magisterial District The members of the Roanoke County Board of Supervisors have asked me to express their sincere appreciation for your previous service on the Roanoke Valley Resource Authority. Allow me to personally thank you for the time you served on this Board. Citizens responsive to the needs oftheir community and willing to give of themselves and their time are indeed all too scarce. Roanoke County is fortunate indeed to have benefitted from your unselfish contribution to our community. As a small token of appreciation, we enclose a Certificate of Appreciation for your service to Roanoke County. Sincerely, ~."~ .~ ~3 ~ H. Odell "Fuzzy" Minnix, Chairman Roanoke County Board of Supervisors Enclosure cc: John Hubbard, CEO, RVRA OFFICE: (540) 772-2005 FAX: (540) 772-2193 VOICE MAIL: (540)772-2170 E-Mail bos @co.roanoke.va.us 4~ w~ ~' ~4 Zk, =~-t ~~ 'mod` Q z W~ 0 Q O V z N v 0 v W W V W 0 O W W W a O ..~ O C~ F~ ~o N 0 ~ M ~E~ O~ ~ W~~ ~~ ~ ~O ~ ~~~ ~~~ ~aM z~,~ 5 ~ ~oz ~~ 0 °aw ~--i O O N U A 0 M c >_ ~~ L .= 'a a ~ ~~ h ~a.. 0 `v ~ m° w .~ E ~ LO •- V x o~~~p~OANp~.~ ~/~' ,~~ ''Asp w a? ~~ r1r 1 Y 1~1' ~'t~t' r1' T '7 I'~ T1' ~1' 1't' T1" ~ i1 P.O. BOX 29800 MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallen@yrww.co.roanoke.va.us 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (5401 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us December 5, 2001 Mr. Allan Robinson 4819 Buckhorn Road, SW Roanoke, VA 24014 Dear Mr. Robinson: I am pleased to inform you that, at their meeting held on Tuesday, December 4, 2001, the Board of Supervisors voted unanimously to appoint you as a member of the Industrial Development Authority to complete the unexpired four year term of the late Ronald Martin. This term began on September 26, 1998, and will expire on September 26, 2002. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered ,prior to your participation on this Board. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, y-y~,Q~..y~{. ~. Mary H. Allen, CMC Clerk to the Board of Supervisors Enclosures cc: Douglas Chittum, IDA, Secretary Steven A. McGraw, Clerk, Circuit Court ® Recycled Paper O~ ROANp~~ ti ~ ,r ° °v ' aZ ~~ I rY 1 Y 1~Y ~ 1~t' rY T ~ T1' S1"~' T7" C.? 1D P.O. BOX 29800 MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallen@vvwvy.co.roanoke.va.us 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us December 5, 2001 Mr. Douglas Anderson 4308 Kings Court Drive, SW Roanoke, VA 24014 Dear Mr. Anderson: The members of the Board of Supervisors wish to express their sincere appreciation for your previous service as a member of the Roanoke Valley Resource Authority. I am pleased to inform you that, at their meeting held on Tuesday, December 4, 2001, the Board of Supervisors voted unanimously to re-appoint you as a member of the Roanoke Valley Resource Authority for another four-year term. This term will begin on December 31, 2001, and will expire on December 31, 2005. State law provides that any person elected, re-elected, appointed, or re-appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered prior to your participation on this Board. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, ~~ Mary H. Allen, CMC Clerk to the Board of Supervisors Enclosures cc John Hubbard, CEO, RVRA Steven A. McGraw, Clerk, Circuit Court ® Recycled Paper O~ ROANp,~~ ti~ z ;~ a2 ~ C~~~~# ~~ ~~x~~~.~e 1838 P.O. BOX 29800 MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallen@www.co.roanoke.va.us 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us December 5, 2001 Ms. Suzie Snyder 8440 Bradshaw Road Salem, VA 24153 Dear Ms. Snyder: I am pleased to inform you that, at their meeting held on Tuesday, December 4, 2001, the Board of Supervisors voted unanimously to appoint you as a member of the Roanoke Valley Resource Authority for afour-year term. This term will begin on December 31, 2001, and will expire on December 31, 2005. State law provides that any person elected, re-elected, appointed, or re-appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered prior to your participation on this Board. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors Enclosures cc John Hubbard, CEO, RVRA Steven A. McGraw, Clerk, Circuit Court ® Recycled Paper OF ROANp~~ ~ ~^ p 2 " G7 ~~= C~~~xx~# ~~ ~~x~~~.~e 7838 P.O. BOX 29800 MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallenQwww.co.roanoke.va.us 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us December 5, 2001 Mr. S. James Sikkema Executive Director Blue Ridge Community Services 301 Elm Avenue, SW Roanoke, VA 24016-4001 Dear Mr. Sikkema: This is to advise that at their meeting on Tuesday, December 4, 2001, the Board of Supervisors voted unanimously to ratify the appointment of Reverend William L. Lee as an at-large member of the Blue Ridge Behavioral Healthcare Board of Directors. Reverend Lee's term is for three years and will expire December 31, 2004. On behalf of the supervisors and the citizens of Roanoke County, please convey to Reverend Lee our sincere thanks and appreciation for his willingness to accept this appointment. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors bjh cc: Reverend William L. Lee Clerk, Vinton Town Council Clerk, Roanoke City Council Clerk, Salem City Council Clerk, Botetourt County Board of Supervisors Clerk, Craig County Board of Supervisors ® Recycled Paper Mary Allen -Fwd: ACCEPTANCE OF $186870 FMA GRANT FOR WEST ROANOKE RIVER MITIGATION PHASE I _Page 1 From: Brenda Holton To: Mary Allen Date: 11 /9/01 9:03AM Subject: Fwd: ACCEPTANCE OF $186870 FMA GRANT FOR WEST ROANOKE RIVER MITIGATION PHASE I Forwarding Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors 540-772-2005 bholton@co.roanoke.va.us »> Butch Workman 11/08/01 05:52PM »> I WILL SEND YOU IN THE MORNING A BOARD REPORT FOR THE ACCEPTANCE OF A GRANT FROM THE FEDERAL GOVERNMENT. THE GRANT IS CALLED FLOOD MITIGATION ASSISTANCE GRANT PROJECT, WEST ROANOKE RIVER MITIGATION PHASE I. THIS PROJECT INVOLVES THE AQUISTION OF 4 HOMES ALONG THE ROANOKE RIVER THAT ARE CONSIDERED REPITITIVE LOSS PROPERTIES. 75% FED. AND 25% COUNTY. WE HAVE THE BUDGET. THE $ BREAKDOWN IS: FED. SHARE $186876 75% NON FED. SHARE $62290 25% TOTAL PROJECT COST $249,160 CASH THAT WE ARE REQUIRED TO PRODUCE $54503.75 IN KIND CAN NOT EXCEED 12.5% _ $7786.25 THANKS MEMOF:ANDUM TO: MARY ALLEN FROM: MELINDA CO ~, L DATE: NOVEMBER 13, 2001 RE: COX COMMUNICATIONS, INC. REQUEST FOR PROCLAMATION 25TH ANNIVERSARY Mary, listed below are informational items for an inclusion in a Proclamation from the Board of Supervisors to Cox Communications in honor of the 25th Anniversary in the Roanoke Valley. Please let me know if you need additional information. Thank you! ! ^ Cox Communications, Inc. is the parent company which is majority-owned by Altanta-based media company company Cox Enterprises, Inc. ^ The company wholly owns and operates cable systems in 23 states ^ Cox Communications Inc. is a Fortune 500 company, serves approximately 6.2 million customers nationwide, nation's fifth largest cable television company, and is publicly traded on the New York Stock Exchange (NYSE:COX) ^ Cox Communications Roanoke has been providing service in the Roanoke area for 25 years ^ CCR started doing business on November 4, 1976 ^ CCR serves 58,00 customers in the Roanoke Region ^ Franchise area is County of Roanoke, City of Roanoke, and Town of Vinton ^ Currently boasts 1,049 cables miles and 141 fiber miles ^ CCR provides the following services: analog cable video service, digital cable video service, high-speed Internet service, Cox Advertising Unit (CableRep), and Cox Business Service ^ CCR was recently awarded the National Cable Television Association's Customer Service Seal for each of the 11 years its been available ^ CCR has over 165 employees with an annual payroll in excess of $.67 million ^ Community Service concentration is education, youth, and valley growth. Examples of support are Junior Achievement; Roanoke County and City Schools through "Partners for Success" program; West End Center for Youth, Roanoke Symphony, and Cox/Westend Corporate Olympics. CCR has given back over $1 million in funding and promotional support to area charitable organizations and civic groups Roanoke Valley Resource Authority Butch's Appointment made on11/13/01 Ms. Suzie Snyder 8440 Bradshaw Road Salem, VA 24153 Phone: 384-6884 I N T E R MEMO O F F I C E County Adsninistr~ato~'s Office To: Members of the Boar Supervi s From: Elmer C. Hodge Subject: Access to public records and informati n Date: October 11, 2001 Following the October 9 Board meeting, there was concern expressed that all Board members receive the same information. I would like to submit the attached for your concurrence. Additionally, the staff is in the process of developing policies for improving security of County buildings and records. As a result, we have developed some procedures for providing information for the Board members, responding to requests for information, and the use and security of the County's official records. The State Code of Virginia, Section 15.2-1539 states that the Clerk to the Board is the custodian of all official records of the Board of Supervisors and is responsible for their preservation. This includes the official Minute Books, resolutions, ordinances and actions approved by the Board of Supervisors, the Board agenda packets, audio and video tapes of the meetings and all contracts, deeds and agreements approved by the Board. I have asked Mary Allen to insure that they are kept in a secure place (in some instances fire proof files), and under lock and key. Anyone requesting access to review them, including myself, must contact Clerk Mary Allen or Deputy Clerk Brenda Holton, and the records may not be removed from the Administration Center. We have also purchased a new TV and two new VCR's to record Board meetings and have copies available for the Board and staff. Mr. Mahoney advised that the meeting videos we have on file are official public documents and Ms. Allen is charged with keeping and preserving them. Therefore, one copy of the video will be archived and secured as a public document. Another copy will be available for staff, citizens and the Board members to view. Should anyone request an additional copy, we will have the capability to accommodate the request. Attached are procedures that we have developed concerning the security of the public records and responding to requests from the Board, staff and the public for information. These procedures will assure that the official records will be kept secure but information and research will be available upon request. Please let me know if you have any questions or suggestions. CC: Mary H. Allen, Clerk to the Board Paul M. Mahoney, County Attorney Brenda Holton, Deputy Clerk ~~ PROCEDURES PRESERVATION OF THE BOARD OF SUPERVISORS RECORDS AND PROVIDING INFORMATION TO BOARD MEMBERS, THE PUBLIC AND STAFF OCTOBER 12, 2001 Preservation of Official Board Records: The official records of the Board of Supervisors consist of: The official Minute Books, Board agenda packets, resolutions, ordinances, actions, audio and video tapes of the meetings, contracts, deeds, and agreements approved by the Board of Supervisors The Clerk to the Board is designated by the State Code as the custodian of the records and responsible for their preservation. 2. All official records will be keep in a secure location and locked when not in use by the Clerk's Office. 3. Requests for research, review and copies of official Board records will be processed through the Office of the Clerk to the Board. 4. No records may be removed from the Administration Center or the Board Storage area at the County Public Service Center. 5. A copy of these procedures will be kept in the County Administrator's Policies and Procedures Manual. Requests from Board members for transcripts, research or information 1. If a Board member requests transcripts, information or research of a general nature concerning an upcoming agenda item, copies will be provided to all Board members and the County Administrator, County Attorney and Clerk to the Board. 2. If a Board member requests transcripts, information or research concerning a specific issue or complaint in his district, the information will be provided to that particular Board member. If the information or research may have County-wide implications, copies will be provided to all Board members and the County Administrator. Requests from the Public or Media for transcripts, research or information. If the public or media requests transcripts, information or research, the Clerk's Office will follow the Freedom of Information Act requirements, including charging reasonable costs for research time and copies. 2. If the information is requested by an individual running for public office, that information will be provided to all individuals running for the same office. Audio and Video Tapes 1. One audio tape and two video tapes of Board meetings will be recorded. One copy of each will be archived and kept in a secure location. 2. The second video tape will be available for viewing in the Board Conference Room by the County staff on the day after Board meeting. The video will then be made available for Board members, staff and the public to view. If the video is removed from the Board Conference Room, the individual must sign up with the Clerk's Office to remove the video. 3. Additional copies of the audio or video will be made available to the Board members upon request, and to the public in accordance with the Freedom of Information Act requirements.