HomeMy WebLinkAbout3/4/2003 - RegularWorking Document -Subject to Revision
Roanoke County
Board of Supervisors
Agenda
March 4, 2003
NOTE: This is an adjourned meeting from February 25, 2003, for the purpose of a
Budget Work Session at 5:00 p.m. to be held at the Roanoke County
Administration Center, 5204 Bernard Drive, Roanoke, Virginia, in the Fourth Floor
Training room.
Good afternoon and welcome to our work session for March 4, 2003. 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 Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. 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.
A. ROLL CALL (5:00 p.m.)
ROLL CALL AT 5:08 P.M. WITH RCF AND HOM ABSENT
(HOM ARRIVED AT 5:12 P.M.)
B. NEW BUSINESS
1. Request to approve a memorandum of understanding between the County of
Roanoke and Roanoke County Schools in support of the Drug Free
Community Grant. (Dan O'Donnell, Assistant County Administrator; Jo Ann
Burkholder, Student Assistance Program Administrator)
A-030403-1
JPM MOTION TO APPROVE THE MEMORANDUM OF UNDERSTANDING
URC WITH RCF AND HOM ABSENT
C. WORK SESSION ON FISCAL YEAR 2003-2004 BUDGET
TIME: 5:10 P.M. P.M. UNTIL 7:33 P.M.
Departmental Budget Reviews:
ACTION NO. A-030403-1
ITEM NO. B-1
AT A MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 4, 2003
AGENDA ITEM: Memorandum of Understanding with Roanoke County
Schools for Support of Drug Free Communities Grant
SUBMITTED BY: Dan O'Donnell
Assistant County Administrator
APPROVED BY: Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke County Community /School Prevention Council is requesting that the County
Board of Supervisors and the County Board of Education enter into a Memorandum of
Understanding in order for the Council to qualify for a grant of up to $100,000 from the
Federal Office of National Drug Control Policy. Roanoke County Schools will administer the
grant on behalf of the Community /School Prevention Council. The long-term goal of the
grant is to create and staff a new more formal community based youth substance abuse
and violence prevention organization whose board would be appointed by the County
Board of Supervisors and the County Board of Education. The grant can be extended
annually for a total of five years.
This request is on the special Board meeting agenda, as the grant application deadline is
March 11. Members of the Community /School Prevention Council and Jo Ann
Burkholder, Roanoke County Schools Student Assistant Program Coordinator, will be in
attendance at the meeting.
FISCAL IMPACT:
There is no negative fiscal impact from the Memorandum of Understanding. Approval of
the grant could result in the Community /School Prevention Council receiving up to
$100,000 of federal funds for prevention efforts.
RECOMMENDATION:
As several studies have shown that there is a substantial need to address substance
abuse and other high-risk behaviors in our adolescent population, it is recommended that
the Board of Supervisors approve the Memorandum of Understanding.
VOTE:
Supervisor McNamara to approve the Memorandum of Understanding
Motion Approved
Yes No Absent
Mr. Flora ^ ^
Mr. Church ® ^ ^
Mr. Minnix ® ^
Mr. Altizer ® ^ ^
Mr. McNamara ^ ^ ^
cc: File
Dan O'Donnell, Assistant County Administrator
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
Jo Ann Burkholder, Student Assistant Program Coordinator
1
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Memorandum of Understanding
A Partnership among
The Roanoke County Community/School Prevention Council
And
The Roanoke County Board Of Supervisors
And
The Members of the Roanoke County School Board
Purpose
This Memorandum of Understanding reflects the conunitment of the Roanoke County Board of
Supervisors and the Roanoke County School Board for full support of the Roanoke County
Community/School Prevention Council application to the Drug-Free Communities Support Program.
Background
The council was organized in March 2001 and in October, 2001 the Roanoke County Board of
Supervisors and the members of the Roanoke County School Board signed a resolution supporting the
efforts of the Council to prevent alcohol, tobacco and other substance abuse. In the recent past the
County Board of Supervisors and the members of the Roanoke County School Board selected individuals
from their districts to serve on the five regional Community Prevention Coalitions. The regional
coalitions were established by the Council to empower grass-roots efforts in neighborhoods to
individualize prevention strategies to meet the needs of their community.
The Roanoke County Board of Supervisors and the Roanoke County School Board agree to contribute to
the Roanoke County Community/School Prevention Council Drug-Free Community Support Program
project by:
1.) Endorsing aJoint-Commission resolution between the Roanoke County Board of Supervisors and
the Roanoke County School Board to sustain, govern and enhance the work of the Roanoke
County Community/School Prevention Council.
2.) Attending various Council functions -- e.g., recognition banquets, public affair events, etc.
The Roanoke County Community School Prevention Council agrees to provide Roanoke County Board of
Supervisors and the Roanoke County School Board with:
1.) Ongoing information regarding the status of the Council.
2.) An annual report.
Joseph P. McNamara
Chairman
Roanoke County Board
of Supervisors
Marion Roark
Chairman
Roanoke County
School Board
Debbie Harris, John Pendarvis
Co-Chairs
Roanoke County Conununity/
School Prevention Supervisors
• Date
Date
Date
.~
Roanoke County
Budget Development Calendar
FY2003-2004
February, 2003
February 11, 2003
• FY03-04 Budget Development Work Session
o FY03 Revenue Update and Preliminary FY04 Projections
o Capital Improvements Program Review
o Capital Maintenance Projects and Funding
o Vehicle Replacement Policy
• Annual Chiefs Banquet -Hunting Hills; 7:00 PM
February 18, 2003
• 5:00 PM @ Public Service Center-Kessler Mill Rd.; Dinner Provided
Departmental Budget Review w/Board of Supervisors;
o Economic Development, Treasurer, Libraries, and Human Resources
• Volunteer Firefighters I & II Graduation -Fire Training Center; 7:00 PM
February 25
• Advertise Public Hearing on Tax Rates for March 11, 2003
• Budget Work Session-4t" Floor; RCAC; Regularly Scheduled BOS Meeting
Departmental Budget Review w/ Board of Supervisors
o Police, Information Technology (IT), Commissioner of Revenue, Parks,
Recreation, and Tourism, and Real Estate Valuation
March, 2003
March 4, 2003
• Advertise Public Hearings for March 11, 2003
o Real Estate, Personal Property, and Machinery & Tools Tax Rates,
General Comment on FY03-04 Budget, and Effective Tax Rate Increase
(101% Reassessment Increase)
• 5:00 PM @RCAC; 4t" Floor Meeting Room; Dinner Provided
Departmental Budget Review w/ Board of Supervisors
o Fire & Rescue, Elections, Social Services, County Attorney, Clerk to the
Board of Supervisors, and General Services
0
March 11, 2003
• Joint Budget Work Session with School Board
• Budget Work Session; 4t" Floor; RCAC; Regularly Scheduled BOS Meeting
Departmental Budget Review w/ Board of Supervisors
o Sheriff, Management & Budget, Finance, Clerk of the Circuit Court, and
Extension and Continuing Education
Public Hearings
o Proposed Tax Rates, General Comment on FY03-04 Budget, and Effective
Real Estate Tax Increase
March, 2003 (continued)
March 18, 2003
• 5:00 PM @ RCAC; 4th Floor Meeting Room; Dinner Provided
Departmental Budget Review w/ Board of Supervisors
o Commonwealth's Attorney, Community Development, County
Administration, Health Department, and Utility Funds
March 25, 2003
• Budget Work Session
o Contributions-Human Service Agencies
o Fire and Rescue Chiefs Presentation
• Adopt Tax Rates
• School Budget Submitted by School Board (prior to 4/1/03)
April, 2003
April 8, 2003
• Budget Work Session
o Contributions-Cultural and Tourism Agencies
• County Administrator's Proposed Budget
April 1 S, 2003
• Advertise FY2003-2004 Proposed Budget
April 22, 2003
• Public Hearing on Proposed County and School Budget
• Budget Work Session
• Convey Tentative Approval of School Budget to School Board (State Code
requirement by May 1)
May, 2003
May 13, 2003
• Adoption of County and School Budget. 1St Reading of Budget Appropriation
Ordinance
May 27, 2003
• 2°d Reading of Budget Appropriation Ordinance
r
Departmental Budget Presentations
To Board of Supervisors
FY2003-2004 Budget Development
Department Meeting Date
Economic Development 2-18-03
Human Resources 2-18-03
Library 2-18-03
Treasurer 2-18-03
Parks and Recreation-Grounds Maint., Fee Classes 2-25-03
Commissioner of the Revenue 2-25-03
Police-E-911 Maintenance 2-25-03
Real Estate Assessments 2-25-03
Information Technology-Communications 2-25-03
Board of Supervisors 3-04-03
County Attorney 3-04-03
Elections 3 -04-03
Fire and Rescue 3 -04-03
General Services-Solid Waste, Building Maint., Custodial 3-04-03
General Services-Welding Shop, County Garage 3-04-03
Social Services 3-04-03
Sheriffs Office 3-11-03
Clerk of the Circuit Court 3 -11-03
Finance: Accounting, Payroll, Purchasing 3-11-03
Finance-Public Trans., Risk Mgmt, Utility Billing 3-11-03
Management and Budget 3-11-03
Sheriffs Office-Care & Confinement of Prisoners 3-11-03
VPI Extension 3 -11-03
Commonwealth Attorney 3-18-03
Community Dev.-Admin, Engineering, Inspections, Drainage 3-18-03
Community Dev.-Planning and Zoning, Planning Comm. 3-18-03
County Administration-County Admin. and Assistants, CFO 3-18-03
Public Health 3-18-03
Utility Funds -Water and Sewer 3-18-03
Roanoke County
Board of Supervisors
Agenda
March 4, 2003
NOTE: This is an adjourned meeting from February 25, 2003, for the purpose of a
Budget Work Session at 5:00 p.m. to be held at the Roanoke County
Administration Center, 5204 Bernard Drive, Roanoke, Virginia, in the Fourth Floor
Training room.
Good afternoon and welcome to our work session for March 4, 2003. 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 Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. 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.
A. ROLL CALL (5:00 p.m.)
B. NEW BUSINESS
1. Request to approve a memorandum of understanding between the County of
Roanoke and Roanoke County Schools in support of the Drug Free
Community Grant. (Dan O'Donnell, Assistant County Administrator; Jo Ann
Burkholder, Student Assistance Program Administrator)
C. WORK SESSION ON FISCAL YEAR 2003-2004 BUDGET
1. Departmental Budget Reviews:
a. Fire & Rescue - 5:15 p.m. (Richard Burch)
b. Elections - 5:30 p.m. (Diane St. John)
c. Social Services - 5:45 p.m. (Betty McCrary)
d. County Attorney - 6:00 p.m. (Paul Mahoney)
e. Clerk to the Board of Supervisors - 6:15 p.m. (Diane Childers)
f. General Services - 6:30 p.m. (Anne Marie Green)
D. ADJOURNMENT TO REGULARLY SCHEDULED MEETING ON MARCH 11,
2003 AT 3:00 P.M.
ACTION NO.
ITEM NO. -
AT A MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
March 4, 2003
Memorandum of Understanding with Roanoke County
Schools for Support of Drug Free Communities Grant
Dan O'Donnell
Assistant County Administrator
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke County Community /School Prevention Council is requesting that the County
Board of Supervisors and the County Board of Education enter into a Memorandum of
Understanding in order for the Council to qualify for a grant of up to $100,000 from the
Federal Office of National Drug Control Policy. Roanoke County Schools will administer the
grant on behalf of the Community /School Prevention Council. The long-term goal of the
grant is to create and staff a new more formal community based youth substance abuse
and violence prevention organization whose board would be appointed by the County
Board of Supervisors and the County Board of Education. The grant can be extended
annually for a total of five years.
This request is on the special Board meeting agenda, as the grant application deadline is
March 11. Members of the Community /School Prevention Council and Jo Ann
Burkholder, Roanoke County Schools Student Assistant Program Coordinator, will be in
attendance at the meeting.
~,-1
FISCAL IMPACT:
There is no negative fiscal impact from the Memorandum of Understanding. Approval of
the grant could result in the Community /School Prevention Council receiving up to
$100,000 of federal funds for prevention efforts.
RECOMMENDATION:
As several studies have shown that there is a substantial need to address substance
abuse and other high-risk behaviors in our adolescent population, it is recommended that
the Board of Supervisors approve the Memorandum of Understanding.
g_i
Memorandum of Understanding
A Partnership among
The Roanoke County Community/School Prevention Council
And
The Roanoke County Board Of Supervisors
And
The Members of the Roanoke County School Board
Purpose
This Memorandum of Understanding reflects the commitment of the Roanoke County Board of
Supervisors and the Roanoke County School Board for full support of the Roanoke County
Community/School Prevention Council application to the Drug-Free Communities Support Program.
Background
The council was organized in March 2001 and in October, 2001 the Roanoke County Board of
Supervisors and the members of the Roanoke County School Board signed a resolution supporting the
efforts of the Council to prevent alcohol, tobacco and other substance abuse. In the recent past the
County Board of Supervisors and the members of the Roanoke County School Board selected individuals
from their districts to serve on the five regional Community Prevention Coalitions. The regional
coalitions were established by the Council to empower grass-roots efforts in neighborhoods to
individualize prevention strategies to meet the needs of their community.
The Roanoke County Board of Supervisors and the Roanoke County School Board agree to contribute to
the Roanoke County Community/School Prevention Council Drug-Free Community Support Program
project by:
1.) Endorsing aJoint-Commission resolution between the Roanoke County Board of Supervisors and
the Roanoke County School Board to sustain, govern and enhance the work of the Roanoke
County Community/School Prevention Council.
2.) Attending various Council functions -- e.g., recognition banquets, public affair events, etc.
The Roanoke County Community School Prevention Council agrees to provide Roanoke County Board of
Supervisors and the Roanoke County School Board with:
1.) Ongoing information regarding the status of the Council.
2.) An annual report.
Joseph P. McNamara
Chairman
Roanoke County Board
of Supervisors
Date
Marion Roark
Chairman
Roanoke County
School Board
Date
Debbie Harris, John Pendarvis
Co-Chairs
Roanoke County Community/
School Prevention Supervisors
Date
C- 1 (a~
Fire and Rescue Department
MISSION
Roanoke County Fire and Rescue Department provides the highest level of
professionalism and service in partnership with the citizens and visitors of the
Roanoke Valley through a committed effort by the organization to safety and quality.
GOALS and OBJECTIVES
To raise the level of professionalism within the department and ultimately
within the fire and rescue service. A continuous self-assessment process will
be utilized which will lead to the national standard of accreditation and serve
to assure the public and peers that this department has a defined mission,
goals and objectives to ultimately meet or go beyond their expectations.
• To supplement fire administration staff in order to provide quality statistical analysis
of department data for reporting purposes in order to enhance the level of
professionalism and services provided.
• To study the response time for all department personnel throughout the county to
determine how we can lower the response time without increasing the risk for injury
to personnel.
• To analyze our response area and evaluate the risk factors in order to establish a
standard of coverage.
• To study the fire loss, injury and life loss, property loss, and other associated losses
in our response area to identify any trends, which may be occurring.
• Add one Administrative Analyst to the administration office to support the
department's statistical analysis and reporting.
• Utilize the Computer-Aided Dispatch (CAD) system to develop reports for
benchmarking and setting response time goals.
• Develop a means for analyzing information received in objectives.
• Assign personnel resources strategically according to fire loss, injury and life
loss, property loss and other associated loss reports.
To enhance the quality of life by ensuring the availability of Advanced Life
Support (ALS) to the citizens, and visitors of Roanoke County with in six
minutes after a call for assistance through the 911 system.
• To develop a program that increases the number of current ALS providers both in the
career and volunteer ranks.
• To remain compliant with the centers for Medicare and Medicaid Services Ambulance
Transport Fee Schedule.
• Implement the recommended Medicare Ambulance Transport Fee Schedule that has a
five year phase in period to increase collections from Health Insurance Programs.
• Maintain current Automatic External Defibrillator outreach program.
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• Continue to improve the coverage of Advanced Life Support during nighttime
and weekend hours through additional career ALS staffing.
• Utilize an EMS Training Lieutenant to seek and maintain accreditation from
the Virginia, Department of Health, Office of EMS to become a Training
Center for the EMT-Intermediate Level.
• Improve the efficiency of the EMS Transport Billing Program by streamlining
the process along with establishing a pilot program to use a paperless
system.
• Continue to work closely with our Billing Agency (Quantum Medical Business
Service) to improve collections from health insurance companies.
To enhance the internal communication capabilities of the department so that
we may fully utilize all of the information generated from different
departmental segments when developing reports and goal setting in order to
provide a better quality of service to the citizens of Roanoke County.
To enhance the existing County local area network (LAN) system to link each fire and
rescue station to the fire administrative office and other County departments to increase
the effectiveness and the efficiency of our department.
To increase communications to Fire and Rescue Stations via electronic means and
promote reduction of paper handling.
To install aFire/EMS Records Management System (RMS) to allow the department to
track personnel information, training records, building pre-plans (including sketches), fire
inspections, permits, fire hydrant tracking, fire hose testing, self-contained breathing
apparatus maintenance records, and emergency medical services reporting
Install computers in all fire and rescue stations with appropriate high-speed
links to the County network.
Train Fire and Rescue personnel on electronic technology.
Continue implementation of Fire/EMS RMS in a staggered equipment rollout
project to be completed by end of December 2004.
To prevent unnecessary loss of life and property. Also, to prevent
unnecessary revenue loss by increasing the number of inspections required
by code and to effect more thorough investigations and enforcement of the
Statewide Fire Prevention Code and other fire-related criminal codes.
• To supplement prevention staff in order to increase the number of business
inspections and permits issued and to improve working relationships with the
business community.
• To increase by 15% the number of inspections of existing buildings.
• To cooperate and participate in regional activities (local, state, and federal), to
enhance the closure of crimes against fire-related laws.
• To more fully implement the allowable permits under the Statewide Fire
Prevention Code and for non-required fire protection systems and land clearing.
• To develop a closer working relationship with the office of Community
Development and developers within the community through consulting and
technical assistance.
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Maintain all required certifications and improve knowledge and capabilities of the
Prevention staff.
Develop an electronic means of record keeping and tracking all aspects of
prevention activities.
Obtain necessary administrative support to facilitate all aspects of prevention
activities.
• Add one Fire Inspector to the prevention.
• Maintain Life Safety Survey program.
• Access regional, state, and federal resources to enhance and leverage our
knowledge and capabilities.
• Increase permit fees on hazardous materials, explosives, tank removal, and
Place of Assembly permits, and to restore fees for commercial land clearing
burn permits.
• Offer consulting and technical services to the Building Commissioner's Office,
developers, and contractors.
• Attend training seminars to maintain certifications, to network with peers, and
to improve knowledge and capabilities.
• Establish an electronic means of record keeping and tracking all aspects of
prevention activities.
• Create one full-time administrative support position for the fire prevention
office. Utilize administrative support to assist prevention staff and answer
frequently asked questions from the public (act as "point of contact" to the
public).
Develop a public education program that effectively reduces the loss of life
and property due to fire, and that reduces the potential of unnecessary
injuries, through education and intervention.
• To supplement prevention staff to raise citizen awareness and build community
partnerships.
• Develop partnerships with other agencies and groups in the community that share
common interests.
• Cooperate with other fire departments and EMS agencies in the area to develop and
deliver fire and life safety and injury prevention education.
• Develop ayear-round strategy for fire and life safety and injury reduction education.
• Increase county homeowner's awareness of the departmental residential chimney
inspection program.
• Identify high-risk groups in the community, such as seniors and children, and develop
and deliver customized educational programs in accordance with their needs.
• Deliver an educational program of risk reduction for senior citizens.
• Increase our ability to develop and deliver more public education programs.
• Seek available grants and aid to support public education programs.
• Hire a qualified and experienced Public Educator to develop and deliver public education
programs in the community; other Prevention staff will support this position as
necessary.
• Obtain administrative support for public education programs.
• Participate in the Virginia Fire and Life Safety Coalition, Prevent Child Abuse
Virginia, DARE Camp, and similar organizations to leverage and share
resources.
C-~(a~
• Work more closely with neighboring fire and EMS departments to develop
and deliver public education programs.
• Develop and deliver seasonal and targeted public education messages
(PSA's) and programs throughout the year; begin and end each year
November 1st (after Fire Prevention Week). Targeted educational programs
will be determined from statistical analysis of fires and injuries in the county.
• Work with Roanoke Valley Television (RVTV) to develop and distribute
educational material and programs, such as the residential chimney
inspection program.
• Implement NFPA's "Remembering When" fire and injury prevention program
in the county, which targets senior citizens.
• Increase the use of interactive teaching aides such as "Freddie the Fire
Truck" in presenting fire and life safety education to children.
• Identify, quantify, and locate high-risk populations in the county through
careful analysis of demographic, fire, and EMS records.
• Utilize administrative support to assist public educator and answer frequently
asked questions from the public (act as "point of contact" to the public).
To create a seamless level of quality fire and rescue service to the public by
continued focus on leadership, training, recruitment, retention, and marketing efforts
within the 18 volunteer organizations.
• Continue to produce print materials (flyers, brochures, newsletters, advertisements) for
use in the marketing and educating of our citizens to our system and our needs.
• Maintain training needs for volunteers through the training division as needed with
notification sent out 30-45 days in advance
• Incorporate leadership influence and management tools for our Volunteer Officers.
• Provide marketing tips, tools, ideas, and materials for each organization to use
regularly.
• Maintain semi-monthly campaign with RVTV to provide informational
segments on entire department to include Volunteer topics and needs.
• Continue to provide management tools for leaders of organizations
• Meet quarterly with membership officers to maintain application process for
simplicity.
• Meet quarterly with recruitment officers to provide marketing tools they can
use.
• Develop additional brochures, flyers, newsletters and print advertisement for
organization and department use.
• Use yearly LOSAP Point Sheets to compute total number of active
volunteers, as well as service hours and translate into dollars contributed by
our volunteer system. Use this in advertisement
• Continue top provide three summit meetings for Volunteer Chiefs to discuss
Departmental matters
• Continue to offer and encourage leadership seminars and courses for our
Volunteer officers- through the county HR Training Department, F/R Training
Division and the Fire Academy
• Develop a-mail notification system for all of our Volunteers regarding training,
upcoming recruitment/marketing events, and all other general volunteer
information.
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To enhance the ability for our department to respond to request for services in both
emergency and non-emergency settings.
To enhance existing volunteer and career coverage at Hollins Fire and Rescue in order
to provide 24-hour Fire career service to the Hollins area.
To enhance existing volunteer and career coverage in the Hollins, Masons Cove, and
Fort Lewis Area's by adding a three shift staffing mix in a new Hanging Rock Fire and
Rescue station. Work to promote regional efforts and cooperation in a joint staffing
venture.
• Add seven people to staff Hollins to provide 24-hour fire coverage.
• Add staffing mix for new Hanging Rock Fire and Rescue Station for 24-hour
fire and rescue coverage.
• Begin the next Regional Academy during mid-summer.
To regionalize emergency services training efforts in the Roanoke Valley to
maximize our performance thus reducing costs to citizens while creating a
safer environment and enhanced quality of life.
• To supplement County of Roanoke training staff at the Regional Fire/EMS Training
Center.
• Continue to utilize the Regional Training Team for Fire and EMS that allows us to
capitalize on our current pool of trainers and allow us to provide a more diverse training
for all personnel.
• To increase the skill and knowledge level of field personnel by providing training
opportunities and related skill set programs.
• Add one Lieutenant Fire Training Officer and one Lieutenant EMS Training
Officer to the training division in order to provide daily training programs to
train in advance emergency services skills. Additional training for field
personnel is required as a result of the 70% increase in field personnel.
• Develop regional training guidelines for Fire and EMS so that there is a
standard level of care and standard procedures throughout the region.
• Work to become aself-certifying agency that not only meets current National
Fire Protection Association standards, but also allows us to customize a
recognized standard for Roanoke County. This will give us the ability to
control the quality of the training thus reducing the risks associated with
fighting fires and emergency medical service related responses.
• Installing an insertion point at the Regional Training Center makes future
training via broad castings possible through the local cable television
company.
5
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Fire and Rescue
Budget Preparation
FY 2003-2004
Ynitial Target Allocations and
Additional Funding Requests
w Cate oc , Budget
FY 2003 ~ Target2 ?,
FY 2004,,.'.. °7° `~
Chan e Additid'nal
Re nests
Personnel $5,256,776 $5,786,597 10.08% $546,274
Operating 1,414,110 1,468,823 3.87% 48,300
Capital 772,000 787,000 1.94% 1,058,500
Total $7,442,886 $8,042,420 8.06% $1,653,074
Total
Positions 102 112 9.80 % 10
Fire and Rescue
Summary of Additional Funding Requests
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Personnel 24-Hr Staffing at Hollins 118,616 Captain positions at Hollins (2)
24-Hr Staffing at Hollins 51,184 Lieutenant position at Hollins (1)
24-Hr Staffing at Hollins 39,278 Firefighter for Hollins (1)
OT - 24-Hr staffing at Hollins 36,000 Scheduled Overtime
LT Fire Training Officer 51,184 Regional Training Center/add'I personnel
LT EMS Training Officer 51,184 Regional Training Center/add'I personnel
F&R Administrative Analyst 46,987 Assist with RMS /Accreditation/analysis
Secretary -Fire Prevention 27,719 Admin. duties for the division
Public Educator -Fire Prevention 42,944 Customer service /demands for education
Fire Inspector 44,916 Customer service & demands/possible revenue
FICA for new personnel 36,262 FICA
Sub-total 546,274
Operating Medical - 24 Hr staffing 2 Hollins 3,200 Medical exam costs for new employees
Uniforms - 24 Hr staffing @ Hollins 12,000 Uniforms and protective clothing
Pagers - 24 Hr staffing @ Hollins 2,000 Alpha and Minitor type pagers
Medical-new EMS & Fire Trn Officers 1,200 Medical exam costs for new employees
Uniforms-new EMS & Fire Trn Officers 6,700 Uniforms and protective clothing
Medical - NewFire Inspector 600 Medical exam
Uniforms -New Fire Inspector 3,600 Uniforms and protective clothing
Meetings -Volunteer Chiefs 1,200 to keep Vol. Chiefs well informed/forum for issues etc.
Recognition -Volunteer Chiefs 400 Informal recognition program
Print Advertising -Volunteer 9,600 Marketing /Staffing needs
Volunteer Promo. Pens/Coffee Mugs 4,500 Promotional items
Volunteer Brochure Printing 1,300 to highlight Volunteer system and opportunities
Fire Inspector -training 2,000 Required training
Sub-total 48,300
Capital SCBA replacement (F&R Operations) 600,000 Replace existing BMR with new MMR units
Three computers and printers 7,500 New RMS, enhanced internal communications
Mobile Data Terminals & Equip. 300,000 MDTs in admin. and field vehicles
EMS Billing Software & Equip. 43,000 Will allow paperwork to be processed electronically
Vehicle -new Public Educator 26,000 Police package car w/ required equip.
Vehicle-new EMS & Fire Trn Officers 52,000 Police package car w/ required equip.
Vehicle -new Fire Inspector 26,000 Police package car w/ required equip.
Laptop -new Fire Inspector 4,000 Laptop and related equipment
Sub-total 1,058,500
TOTAL REQUEST $1,653,074
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Elections
MISSION
To execute the electoral process according to the State and Federal election laws.
GOALS/OBJECTIVES
To insure voter registration opportunities will be equally available to all citizens of the County
of Roanoke and the Commonwealth of Virginia.
• Make registering to vote a simple process for citizens.
• Maintain up-to-date records for approximately 58,000 registered voters
• Conduct voter education program at all county high schools
This will be achieved by providing applications to register at all county libraries, post offices
and other government agencies. We also co-maintain an office with the City of Roanoke at
the DMV office. We provide all forms to be downloaded from our Web site and we go and
work with the Government classes in each high school.
Fairly and efficiently conduct elections within the provisions of the Title 24.2 of the Code of
Virginia.
• Employ and train 300 election officials in procedures and election laws.
• Provide absentee voting for voters who cannot get to the polls on Election Day.
• Keep abreast of all election law changes each year.
• Provide mechanism for candidates seeking office and accurately maintain campaign
finance reports.
This is done by maintaining anon-partisan atmosphere for all business. Extra office hours
for registering to vote and absentee voting on Saturdays and keeping and up to date web
site with all election forms and information.
TOP FIVE PRIOR YEAR ACCOMPLISHMENTS
1. The County of Roanoke was redistricted to align the County Magisterial Districts
according to the population census.
2. Notification was mailed to 57,000 registered voters to their new districts and
precincts.
3. Redistricted the County of Roanoke to align with the Congressional districts that
were redrawn.
4. Notification was mailed to 15,000 registered voters to their new Congressional
districts.
l~ - ~ ~ 6~
Elections
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Cate or Budget =_
FY 2003 ; Ta"rget ~
FY 2004 %
I Chan e Additional
Re ues,ts
Personnel $ 188,989 $ 196,918 4.20% -
Operating 44,994 44,994 0.00% -
Capital _ _ _ _
Transfers - _ _ _
Total $ 233,983 $ 241,912 3.39% -
Total
Positions 3 3 0.00% -
Summary of Additional Funding Requests
No additional Funding Requests
~~I(c~
Social Services
MISSION
To promote citizen independence, self-reliance and protection through community based
services.
GOALS, OBJECTIVES, and Strategies
To administer all Public Assistance programs within the FederaUState guidelines.
• To determine Medicaid eligibility within 45 days at 97% accuracy.
• To determine Food Stamp eligibility within 30 days at 97.6% accuracy.
• To determine TANF eligibility within 45 days at 100% accuracy.
• To determine Energy Assistance eligibility at 100% accuracy.
• To determine State/Local Hospitalization eligibility within 30 days at 100% accuracy.
• To determine General Relief/Auxiliary Grants eligibility within 45 days at 100%
accuracy.
• Utilize teams to distribute and monitor caseloads.
• Conduct interactive interviews to obtain required information.
• Maintain accurate case files.
^ Document application/review disposition.
Preserve, protect, and restore family and individual stability.
• To respond immediately, investigate, and offer services for alleged Child and Adult
abuse and neglect within 45 days.
• To comply with court ordered custody investigations, supervision, and other
mandates.
• To provide secure placement for children through temporary Foster Care placement
or Adoption Services.
• To deliver services to elderly and incapacitated adults which promote independence
and stability in the least restrictive environment.
• To provide information and referrals to community resources to meet emergency
needs.
^ Utilize teams to distribute and monitor caseloads.
^ Collaborate with community resources to meet client needs.
^ Assess strengths and needs for service plan development, implementation, and
evaluation.
^ Document and accurately maintain case files.
To promote self-reliance with support for employment, education, and training.
• To determine eligibility for Day Care services.
• To assess employment strength and needs, eliminate barriers, and provide resources
for employment.
^ Provide referrals, financial support, and education for Day Care service.
^ Collaborate with community services to meet client needs and develop training
and employment opportunities.
^ Provide mentoring opportunities.
^ Utilize teams to distribute and monitor caseloads.
^ Provide counseling and job readiness classes.
^ Document and accurately maintain case files.
To maximize department efficiency and effectiveness.
• To maintain a skilled professional workforce.
• To implement and foster an effective organizational structure.
• To maximize resources for automation development.
^ Promote work teams.
^ Provide professional development and training through County, State, and private
resources.
Coordinate State and County automation expectations and resources.
Provide time, education, training, and support for the growth of the automation
process.
To collaborate with resources to meet community needs and educate citizens.
• To provide opportunities for educating and informing citizens about social services
programs.
• To support the CSA process by serving on the CPMT and FAPT to provide family
centered, community based cost-effective services.
^ Maintain Internet and Intranet site on a regular basis.
^ Serve on community based teams.
^ Speak to organizations and groups.
^ Evaluate gaps in community service delivery.
~~~~~}
2
Social Services
Administration
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Categor- Budget" `
FY<2003 Target: .~"'
FY'200 ~, ~o
Chan e Additional`
`Requests
Personnel $ 2,717,198 $ 2,787,615 2.59% -
Operating 2,200,642 2,202,642 0.09% -
Capital _ _ _ _
Transfers - _ _ _
Total $ 4,917,840 $ 4,990,257 1.47% -
Total
Positions 65 65 0.00% -
Summary of Additional Funding Requests
No additional Funding Requests
~,-i ~~)
~_~~~
County Attorney
MISSION
To provide professional legal services to our client, the Board of Supervisors, and all other
boards, commissions, departments, officers and employees of the County.
GOALS, OBJECTIVES, and Strategies
To focus on our client
• To remember that the County is our only client
• To advocate the County's interest
• To treat staff, citizens, and the Bar with respect
• To maintain a thorough understanding of County operations, personnel, and policies
To draft or review legal documents on behalf of the County (ordinances, deeds, contracts,
etc.
• To be prepared for all Board of Supervisors meetings
• To review materials for Board meetings prepared by other departments, if required, as to
form and sufficiency
• To review legal documents from departments and outside sources
• To prepare legal documents in a timely fashion
To practice "preventive" law
• To issue legal opinions and guidance to County officers and employees
• To conduct internal training of County staff with respect to legal issues
• To be accessible and responsive -physically, temporally, and attitudinally
• To litigate successfully when prevention fails
To improve efficiency and effectiveness of the delivery of professional legal services
• To satisfy continuing legal education requirements for all attorneys
• To provide for annual training (legal topics, computer technology) for support staff
• To monitor the services of outside counsel to ensure that the County is receiving the
highest level of legal services for a reasonable fee
• To provide legal services in a cost effective manner and at a Lower cost than such
services can be purchased from the private sector
• To maintain the highest professional and ethical standards
County Attorney
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Cate or Budget
FY`20..03 Target
FY 2004 %
Chan ~ : "Addtroria!`',
Requests
Personnel $ 378,726 $ 381,744 0.80% -
Operating 38,650 38,650 0.00% -
Capital 1,480 1,480 0.00% -
Transfers (37,143) (37,143) 0.00% -
Total $ 381,713 $ 384,731 0.79% -
Total
Positions 5 5 0.00 % -
Summary of Additional Funding Requests
~_ ita~
No additions/ Funding Requests
~-~~~
Board of Supervisors
MISSION
The Board of Supervisors will set the policies that govern Roanoke County and provide high
quality delivery of citizen services at a reasonable cost.
GOALS, OBJECTIVES, and Strategies
Broaden the tax base
• Promote economic development in Roanoke County
^ Support new business development through the use of public private
partnerships and incentives
^ Provide ongoing support for existing businesses through individualized company
visits, ribbon cuttings and District Roundtable meetings
^ Complete infrastructure improvements at the Center for Research and
Technology
^ Assist the Town of Vinton with the marketing and development of the Vinton
Business Center
^ Support the Regional Economic Strategy prepared by the Roanoke Valley-
Alleghany Regional Commission
^ Increase communication and strengthen the County's productive business
relationship with Virginia Tech and Carillon Healthcare System, the region's
largest employers
Promote tourism in Roanoke
^ Continue to promote and support the expansion of Virginia's Explore Park
^ Support special events through continuation of current events with expanded
scope and through the development of a regional, signature event
^ Continue to develop partnerships in the community that will meet the needs of
both the citizens and the County
^ Enhance sponsorship support for special events
Increase employee efficiency and satisfaction
^ Improve the ability of management to assess efficiency and effectiveness of County
operations
^ Utilization of the Departmental Annual Report to assess departmental efficiency
with regard to attaining specified goals
^ Explore employee job satisfaction levels
^ Employee Advisory Committee meets monthly to monitor employee concerns
and areas of interest and communicate these issues to the appropriate
management personnel
Promote intra-and intergovernmental cooperation
• Promote cooperation between County administration and Roanoke County Public
Schools
Joint meetings with Board of Supervisors and School Board to address
budgetary and capital construction issues
C'. - f ~~ ~
^ Support cooperative opportunities between the Parks, Recreation and Tourism
Department and Roanoke County Schools
^ Continued involvement between staff members of the County of Roanoke and
Roanoke County Schools to coordinate issues of joint interest (i.e., finance,
payroll, etc.)
• Promote regional governmental cooperation
^ Participation in quarterly regional leadership summit meetings
^ Development of regional water and sewer authority
^ Participation in the Regional Airport Alliance to support the recruitment of low-
farejet carrier service in the region
Maintain and enhance the quality of life of Roanoke County citizens
• Increase recreation opportunities for the citizens of Roanoke County
^ Support continued growth of greenways through the Roanoke Valley
^ Continue emphasis on maintaining quality parks and recreational facilities
^ Limit negative impacts of growth on County residents
^ Review the Comprehensive Plan with particular emphasis being placed on land
use issues
^ Support regional approaches to transportation issues such as the widening of I-
81 and the proposed I-73
Sustain current levels of public safety
• Increase efficiency and effectiveness of local fire and rescue operations
^ Continue to seek out cooperative opportunities for regional fire and rescue
services
• Support recruitment and retention of volunteer fire and rescue personnel
^ Review methods for increasing fiscal support for emergency services
c- ~ Ce)
Clerk to the Board of Supervisors
MISSION
The Office of the Clerk to the Board will prepare and preserve the official documents and
records of the Board of Supervisors in an accurate and safe manner that is easily
retrievable, maintain high standards of quality customer service, and serve as liaison to
facilitate communication between the Board, staff, and citizens.
GOALS, OBJECTIVES, and Strategies
Prepare, publish and preserve official records of the Board of Supervisors
• Streamline agenda process to facilitate greater efficiency and accuracy
^ Submission of all reports via electronic format
• Standardization of reporting format
^ Establish departmental standards of reporting: follow-up to be completed within
two days of Board meeting; minutes to be completed within 30 days of Board
meeting.
• Development of records management policy
^ Implement records management and retention policy based on guidelines
established by the Library of Virginia
^ Utilize offsite storage facilities for secure backup of official Board records
• Establish records indexing procedures to facilitate efficient retrieval of historical records
^ Publication of Board records on the internet to allow for greater accessibility by
staff and citizens
^ Utilize software enhancements to implement an electronic indexing system
Maintain high standards of customer service to citizens
• Provide an accessible means of communicating with citizens
^ Publish Board meeting agendas, minutes, and committee information on the
internet
• Utilize RVTV Channel 3 (Government Access) for posting of announcements
^ Assist citizens in contacting appropriate staff and Board Members
Serve as liaison between Board Members, staff and citizens
• Provide efficient responses to requests for information
^ Ensure that Board Members are informed of pending issues of concern to staff
and citizens
^ Publish records of Board actions on the internet to keep citizens and staff
advised of current issues pending before the Board
^ Utilize the Citizen Inquiry System to provide a tracking record of citizen
complaints and requests for service
-~ ~e~
Board of Supervisors
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
~"
Cate or Budget ~~
FY 2003: Target
FY 2004. - ;o
Change itional
Add,
Re Bests
Personnel $ 192,171 $ 186,060 -3.18% -
Operating 82,196 83,797 1.95% -
Capital 6,800 6,800 - -
Transfers - - - -
Total $ 281,167 $ 276,657 -1.60% -
Total
Positions 7 7 0.00% -
Summary of Additional Funding Requests
No additional Funding Requests
~ - i ~f>
General Services
MISSION
The General Services Administration Unit will provide the necessary management support to
the three operational divisions of the General Services Department and quality service to the
employees and citizens of the County of Roanoke. The General Services Administration is
responsible for the management of Building Maintenance, Solid Waste, and the County
Garage.
GOALS, OBJECTIVES, and Strategies
Provide building maintenance, custodial, and vehicle repair support to other internal County
departments and provide refuse collection service to County residents.
• Provide management, administration, and supervision of all General Services activities.
• Provide quality maintenance and custodial service to County facilities using both
contract and in-house resources.
• Provide efficient, customer-oriented refuse collection services that include weekly
curbside collection and bi-weekly bulk and brush collection.
• Provide cost-effective, high-quality timely vehicle repair service for County departments
• Manage Citizen Information System software by providing support for departments
through reporting, data entry, and training.
ti
General Services C- ~ ~
Administration
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
°~
Cate o Budget :~
FY 2003 Target.:
FY 2004 ~ ~_ % `
..
Chan e 'Additional
Re nests
Personnel $ 180,956 $ 189,415 4.67% $ -
Operating 33,282 33,282 0.00% -
Capital 32,600 42,600 30.67% -
Transfers - - _ _
Total $246,838 $265,297 7.48% $0
Total
Positions 3 3 0.00 % -
Solid Waste Division
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.
GOALS, OBJECTIVES, and Strategies
To provide cost efficient, equitable and safe automated, bulk/brush and manual solid waste
collection.
• To maintain the condition and the maintenance of the entire solid waste fleet in the best
manner possible.
^ Pursue all avenues to reduce use of outside vendors for fleet maintenance.
^ Continue to improve AM and PM checks system to aid preventive maintenance
of fleet program.
• To reduce annual payroll overtime expenses.
^ Maintain full staffing.
^ Improve maintenance.
^ Reduce employee absences and tardiness
Work to continuously improve division's customer service.
^ Provide continuous training to all employees.
^ Increased utilization of CIS.
^ Provide on route utilization of computers for foremen, supervisor.
^ Increase number of homes served with automated collection.
^ Provide timely and useful citizen notification of collection day changes.
To provide cost efficient, equitable and safe freeloader service, bagged leaf and Christmas
tree collection.
• Maintain operational capability and appearance of vehicles used in freeloader program.
• Provide timely and useful public information regarding these programs.
~_ ~ C-~~
General Services
Solid Waste Division
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Cate o Budget
FY-2003 Target
FY 2004 %
,.Chan a Additional
Requests
Personnel $ 1,256,559 $ 1,328,710 5.74% $ -
Operating 2,754,946 2,754,946 0.00% 21,500
Capital 170,000 170,000 - -
Transfers - - _ _
Total $4,181,505 $4,253,656 1.73% $21,500
Total
Positions 33 34 3.03% -
Summary of Additional Funding Requests
Cate o ..
Descri tion
Cost-:.
;: Justification
Personnel
Sub-total
Operating Increase funding for automated Increased demand due to growth
containers 21,500 Increased demand for second containers
Sub-total 21,500
Capital
Sub-total
TOTAL REQUEST $21,500
C- ((~>
Building Maintenance
MISSION
The Department of Building Maintenance will operate and maintain all County buildings in a
manner that provides a healthy, safe environment that enhances the County's image and
protects its investment.
GOALS, OBJECTIVES, and Strategies
Provide maintenance, cleaning, and repairs efficiently, effectively, and promptly to minimize
disruption in all facility work environments.
• To reduce building operating costs
• To maintain a good appearance for all County buildings.
• To respond promptly and efficiently to all calls for service.
• To complete 100% of special maintenance and cleaning projects.
^ Provide active staff involvement to obtain objectives.
^ Provide additional training of staff as required.
^ Structure staff accountability to minimize response time for service requests.
^ Replace defective equipment with energy-efficient replacements.
General Services ~ ~ ~ ~~~
Facilities Management
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Cate. o Budget:
FY 2003 Target
FY 2004 %~
Chan e .-Additional'
;_Re uests
Personnel $ 780,157 $ 773,087 -0.91% $ -
Operating 690,243 696,438 0.90% 130,000
Capital 62,808 63,000 - -
Transfers (20,000) (20,000) - -
Total $1,513,208 $1,512,525 -0.05% $130,000
Total
Positions 18 17 -5.56% -
Summary of Additional Funding Requests
Cate. o Descri tion `Cost <' Justification
Personnel
Sub-total
Operating Increase to capital maint. budget 30,000 Based on needs for the next 5 years
Minor renovation/repair fund 100,000 Currently no funding for these items
Sub-total 130,000
Capital
Sub-total -
TOTAL REQUEST $130,000
~_ICl
County Garage
MISSION
The Roanoke County Garage will maintain the vehicle fleet and equipment in the highest
state of readiness and safety using appropriate technology and the most cost-effective
means available.
GOALS, OBJECTIVES, and Strategies
To perform maintenance and repairs on County-owned vehicles.
• To perform periodic inspections to ensure a safe and efficient fleet of vehicles.
• To perform appropriate preventative maintenance at proper intervals.
• To reduce vehicle down time.
• To continually strive to improve level of internal and external customer service
satisfaction.
• To improve environmental performance of fleet.
• To increase productivity and quality of repairs, thus reducing sublet repairs and
maintenance costs.
General Services
County Garage -Fund 130
Budget Preparation
FY 2003-2004
Initial Target Allocations and
Additional Funding Requests
Cate or Budget
FY 2003 Target
FY-2004 %
Chan ~ Additional
Re uests
Personnel $ 228,423 $ 244,339 6.97% $ -
Operating 35,952 36,800 2.36% 23,000
Capital - _ _ _
Transfers - - _ _
Total $264,375 $281,139 6.34% $23,000
Total
Positions 6 6 0.00 % -
Summary of Additional Funding Requests
~_ i(F~
~'~ Catego Descri tion Cost.-.. Justification
Personnel
Sub-total
Operating Upgrade lifts 7,500 Reduce risk of liability
Environmental Compliance 7,500 Upgrade oil storage /antifreeze collection
Prolink scanner 3,500 Increase ability to diagnose elec. diesel engines
Emission tester 4,500 Decrease fuel costs, increase savings
Sub-total 23,000
Capital
Sub-total -
TOTAL REQUEST $23,000
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Roanoke County Department of Social Service
PO Box 1127
Salem, vrginia 24153
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