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HomeMy WebLinkAbout9/9/2003 - RegularWorking Document -Subject to Revision Roanoke County Board of Supervisors Action Agenda September 9, 2003 Good afternoon and welcome to our meeting for September 9, 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. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call All present at 3:03 p.m. 2. Invocation: Pastor Joe Coppolo Glad Tidings Assembly of God 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge requested that Item E-2 be removed from the agenda C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Howard R. Guthrie, Parks, Recreation and Tourism Department, following 30 years of service. R-090903-1 JPM motion to adopt resolution URC 1 2. Certificate of recognition to Roanoke County Schools for being selected one of the best 100 Communities for Music Education in America in 2003. Certificate of recognition presented to Dr. Lorraine Lange, Assistant Superintendent, and Greg Denton, Coordinator of Fine Arts D. BRIEFINGS None E. NEW BUSINESS 1. Request for approval of revisions to the Roanoke County Employee Handbook. (Joe Sgroi, Director of Human Resources) A-090903-2 HOM motion to approve staff recommendation (approval of the revisions) URC 2. Resolution requesting industrial access funding from the Virginia Department of Transportation Commonwealth Transportation Board for the Vinton Business Center. (Arnold Covey, Director of Community Development) This item was removed from the agenda at the request of Mr. Hodge F. FIRST READING OF ORDINANCES None G. SECOND READING OF ORDINANCES None H. APPOINTMENTS 1. Capital Improvements Program (CIP) Advisory Committee (Appointed by District) Supervisor McNamara appointed Lee Eddy to serve as the Windsor Hills District representative Supervisor Flora notified the Clerk that he was appointing Jason Perdue to serve as the Hollins District representative 6 2 2. Industrial Development Authority Supervisor Minnix nominated Neil A. Gallagher, Cave Spring Magisterial District, to serve an additional four-year term expiring September 26, 2007. 3. Virginia Western Community College Board 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-090903-3 JPM motion to adopt consent resolution URC 1. Approval of minutes -August 22 and August 26, 2003 2. Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services A-090903-3.a 3. Request to appropriate dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools instructional program A-090903-3.b 4. Request to transfer a 1975 GMC step van to the County of Appomattox Sheriffs Office for the fee of $1.00 A-090903-3.c J. REQUESTS FOR WORK SESSIONS None K. REQUESTS FOR PUBLIC HEARINGS 1. Request to hold a public hearing on September 23 regarding the issuance of bonds through the Virginia Resources Authority (VRA) for improvements to the wastewater treatment facility. (Diane D. Hyatt, Chief Financial Officer) e 3 It was the consensus of the Board to schedule the public hearing on September 23, 2003. L. CITIZENS' COMMENTS AND COMMUNICATIONS None M. REPORTS HOM motion to receive and file the following reports URC 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects 5. Statement of Treasurer's accountability per investment and portfolio policy as of July 31, 2003 6. Clean Valley Council 7. Proclamation signed by the Chairman N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: (1) He asked Mr. Mahoney if there is a noise ordinance in the City of Salem pertaining to the blowing of train whistles. Mr. Mahoney advised that he is not aware of the provisions in the City of Salem ordinance. He noted that this is an area that is regulated by federal law and local governments have no authority in this regard. Mr. Church requested that Mr. Mahoney contact the City of Salem to confirm if they have such an ordinance. (2) He notified the citizens on Harborwood Road that he is working to resolve their safety concerns regarding horse trailers on the road. (3) He conveyed sympathy to Anita Hassell. Assistant Director of Human Resources, upon the death of her husband. Supervisor Altizer: (1) He advised Mr. Hodge that the drains on Horsepen Mountain Drive are still clopped with sand and it has been three weeks since it was requested that these be cleaned. He questioned if this was the County's responsibility or VDOT's. Mr. Hodge advised that this is a VDOT issue and that staff has contacted VDOT with a request to clean the drains. He advised that staff will follow up with VDOT again concerning this matter. Supervisor Altizer also 4 requested that Mr. Hodge contact Roanoke City and advise him when the Roanoke City drains in that area will be cleaned. Supervisor McNamara: (1) He notified citizens that the Household Hazardous Waste Collection Day will be held on Saturday, September 13 from 9:00 a.m. - 2:00 p.m. at the Roanoke Civic Center. (2) He advised citizens that a series of community meetings regarding the proposed regional water and wastewater authority have been scheduled. Citizens interested in attending may contact the Clerk's Office at 772-2005 for the meeting schedule. O. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss the proposed Regional Water and Wastewater Authority. (Elmer C. Hodge, County Administrator) Time: 4:32 p.m. until 5:09 p.m. Mr. Hodge noted that the community meetings regarding the proposed regional water and wastewater authority will begin on Thursday, September 11. The meetings will begin at 6:00 p.m. and display tables will be available for citizens to gather information and ask questions regarding legal, financial, and operational issues related to the proposed authority. Citizens will be encouraged to submit written questions that will be addressed to the group in the presentation portion of the meeting which begins at 7:00 p.m. The presentation will be followed by a question and answer session. Mr. Mahoney reviewed the proposed articles of incorporation with the Board and requested input on issues such as membership on the authority. He also requested input from the Board regarding the content of the operational agreement between Roanoke County and the City of Roanoke. He noted that issues such as growth management should be considered in drafting these documents. Ms. Hyatt advised that the contract with Roanoke City for the upgrade of the wastewater treatment plant will be presented at the September 23 Board meeting for approval. She stated that the VRA anticipates closing the loan in October 2003, and Roanoke County's share of the upgrade cost is $11.3 million. The proposed sewer rate increase can be postponed until July 2004. Ms. Hyatt advised that repayment of the loan begins in 2007-2008, and an additional small increase will be needed at that time. 2. Work session to discuss preliminary unaudited year end financial information for fiscal year 2002-2003. (Rebecca Owens, Director of Finance; Brent Robertson, Budget Director) Time: 5:09 p.m. until 5:30 p.m. 6 5 Mr. Hodge advised that the anticipated year-end surplus is $1.4 million and he recommended reserving these funds for the CIP. Specifically, he indicated that these funds could be used for the new public safety building. Ms. Owens advised that the preliminary, unaudited financial information indicates revenues in excess of budget totaling $1,230,772. In addition, expenditure savings totaled $248,689 for a total increase in overall position from operations totaling $1,479,461. Mr. Robertson reviewed the year-end revenue summary and noted that revenues increased in the last quarter, particularly in the areas of sales tax, meals tax, and business license tax. He advised that original revenue estimates were conservative, and fiscal year 2002-2003 actual revenues were $125,703,429 compared to budgeted revenues of $123,215,858. The total unaudited revenue surplus is $2,483,641. 3. Work session to discuss proposed revisions to the solid waste ordinance. (Anne Marie Green, Director of General Services) The Board members participated in a tour of several Roanoke County sites from 3:50 p.m. until 4:20 p.m. The purpose of the tour was to highlight safety concerns in some areas where the County is currently providing refuse collection on private roads. The work session to discuss the proposed revisions to the solid waste ordinance was postponed. P. CLOSED MEETING pursuant to the Code of Virginia Section 2.2-3711 A (30) to discuss the terms and scope of a contract with the City of Roanoke for the creation of a water and sewer authority, where discussion in open session would affect the bargaining position or negotiating strategy of the County. JPM motion to go into closed meeting at 3:45 p.m. URC Closed meeting held from 5:45 p.m. until 6:10 p.m. Q. CERTIFICATION RESOLUTION R-090903-4 RCF motion to adopt certification resolution URC R. ADJOURNMENT JPM adjourned the meeting at 6:10 p.m. 6 6 ~~ Roanoke County Board of Supervisors Agenda September 9, 2003 Good afternoon and welcome to our meeting for September 9, 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. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor Joe Coppolo Glad Tidings Assembly of God 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of appreciation upon the retirement of Howard R. Guthrie, Parks, Recreation and Tourism Department, following 30 years of service. 2. Certificate of recognition to Roanoke County Schools for being selected one of the best 100 Communities for Music Education in America in 2003. D. BRIEFINGS E. NEW BUSINESS 1. Request for approval of revisions to the Roanoke County Employee Handbook. (Joe Sgroi, Director of Human Resources) 2. Resolution requesting industrial access funding from the Virginia Department 1 of Transportation Commonwealth Transportation Board for the Vinton Business Center. (Arnold Covey, Director of Community Development) F. FIRST READING OF ORDINANCES G. SECOND READING OF ORDINANCES H. APPOINTMENTS 1. Capital Improvements Program (CIP) Advisory Committee (Appointed by District) 2. Industrial Development Authority 3. Virginia Western Community College Board 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. 1. Approval of minutes -August 22 and August 26, 2003 2. Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services 3. Request to appropriate dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools instructional program 4. Request to transfer a 1975 GMC step van to the County of Appomattox Sheriffs Office for the fee of $1.00 J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS 1. Request to hold a public hearing on September 23 regarding the issuance of bonds through the Virginia Resources Authority (VRA) for improvements to the wastewater treatment facility. (Diane D. Hyatt, Chief Financial Officer) L. CITIZENS' COMMENTS AND COMMUNICATIONS 2 M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects 5. Statement of Treasurer's accountability per investment and portfolio policy as of July 31, 2003 6. Clean Valley Council 7. Proclamation signed by the Chairman N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss the proposed Regional Water and Wastewater Authority. (Elmer C. Hodge, County Administrator) 2. Work session to discuss preliminary unaudited year end financial information for fiscal year 2002-2003. (Rebecca Owens, Director of Finance; Brent Robertson, Budget Director) 3. Work session to discuss proposed revisions to the solid waste ordinance. (Anne Marie Green, Director of General Services) P. CLOSED MEETING pursuant to the Code of Virginia Section 2.2-3711 A (30) to discuss the terms and scope of a contract with the City of Roanoke for the creation of a water and sewer authority, where discussion in open session would affect the bargaining position or negotiating strategy of the County. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 3 4 .-• AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION 090903-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF HOWARD R. GUTHRIE, PARKS, RECREATION ~ TOURISM DEPARTMENT, AFTER THIRTY YEARS OF SERVICE WHEREAS, Howard R. Guthrie was employed by Roanoke County on July 15, 1973, as a Recreation Instructor in the Parks, Recreation & Tourism Department; and WHEREAS, Mr. Guthrie retired from Roanoke County on August 1, 2003, as the Youth Athletics Program Supervisor, after thirty years of service; and WHEREAS, Mr. Guthrie has coached youth sports for nearly forty years and plans to continue coaching youth baseball after his retirement; and WHEREAS, Mr. Guthrie was inducted into the Salem-Roanoke Hall of Fame in 1998, in recognition of his service and dedication to youth baseball in the Roanoke Valley; and WHEREAS, Mr. Guthrie received the National Little League Volunteer of the Year Award for the Little League's District 12 that reaches across southwest Virginia in 1998; and WHEREAS, Mr. Guthrie has been a positive influence on the children of Roanoke County by fostering teamwork and sportsmanship through his management of Roanoke County's organized youth team sports; and WHEREAS, Mr. Guthrie has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life and safety for its citizens. 1 .( ,, NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOWARD R. GUTHRIE for thirty years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement and success as he continues to coach youth baseball. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Resolution of Appreciation File Thomas S. Haislip, Director, Parks, Recreation, and Tourism Joseph Sgroi, Director, Human Resources 2 ACTION NO. ITEM NO. C - ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: September 9, 2003 Resolution of appreciation upon the retirement of Howard R. Guthrie, Parks, Recreation & Tourism Department, after thirty years of service Brenda J. Holton Deputy Clerk to the Board Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S C/O~M~ MENppTS: SUMMARY OF INFORMATION: Mr. Howard R. Guthrie, Youth Athletics Program Supervisor in the Parks, Recreation & Tourism Department, retired on August 1, 2003. Mr. Guthrie began his career with the County in 1973 at the beginning of the County's youth athletics program. He has coached youth sports for nearly 40 years and plans to continue coaching youth baseball after his retirement. He has advised that he will attend the Board meeting to accept his resolution of appreciation. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF HOWARD R. GUTHRIE, PARKS, .RECREATION & TOURISM DEPARTMENT, AFTER THIRTY YEARS OF SERVICE WHEREAS, Howard R. Guthrie was employed by Roanoke County on July 15, 1973, as a Recreation Instructor in the Parks, Recreation & Tourism Department; and WHEREAS, Mr. Guthrie retired from Roanoke County on August 1, 2003, as the Youth Athletics Program Supervisor, after thirty years of service; and WHEREAS, Mr. Guthrie has coached youth sports for nearly forty years and plans to continue coaching youth baseball after his retirement; and WHEREAS, Mr. Guthrie was inducted into the Salem-Roanoke Hall of Fame in 1998, in recognition of his service and dedication to youth baseball in the Roanoke Valley; and WHEREAS, Mr. Guthrie received the National Little League Volunteer of the Year Award for the Little League's District 12 that reaches across southwest Virginia in 1998; and WHEREAS, Mr. Guthrie has been a positive influence on the children of Roanoke County by fostering teamwork and sportsmanship through his management of Roanoke County's organized youth team sports; and WHEREAS, Mr. Guthrie has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life and safety for its citizens. 1 . ~ .. i NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOWARD R. GUTHRIE for thirty years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement and success as he continues to coach youth baseball. 2 t ~ `~ ACTION NO. ITEM NUMBER C - o{ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2002 AGENDA ITEM: Certificate of recognition to Roanoke County Schools for being selected one of the Best 100 Communities for Music Education in America in 2003 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: For the second consecutive year, the Roanoke County Schools have been named one of the Best 100 Communities for Music Education in America. The award is based on nationwide survey responses concerning the school system and the types of music programs offered at the elementary and secondary levels. Roanoke County is one of two Virginia communities honored this year. The survey was conducted jointly by the country's top organizations devoted to music and learning which included The American Music Conference, The National Association for Music Education, Music Teachers National Association, the National School Boards Association, Yamaha Corporation of America, and VH1 Save the Music. The Perseus Development Corporation designed the software for the survey, collected the data and processed the results. Dr. Linda Weber, Superintendent, and Greg Denton, Coordinator of Fine Arts, will be present to accept the certificate of recognition. _. p~puntp of ~toarrp~e CERTIFICATE OF RECOC~I~IITIOI~I AWARDED TO for being selected 2003 Best 100 Communities for Music Education in America > For the second consecutive year, Roanoke County has been named one of the top 100 communities in the United States for music education. They are one of only two Virginia communities to receive the honor this year. > The award was made by the following associations: The American Music Conference, The National Association for Music Education, Music Teachers National Association, The National School Boards Association, Yamaha Corporation of America, and VH1 Save the Music. > Recipients of the award were determined based upon responses to a wide array of questions regarding the school system and the music programs offered at the elementary and secondary levels. > Roanoke County Schools provide outstanding music programs and community support which enriches the lives of children and advances student achievements. > The Board wishes to recognize and congratulate Roanoke County Schools for being selected as one of the Best 100 Communities for Music Education in America in 2003. Presented this 9`h day of September, 2003. ~'u^*.-~ J ph McNamara, Chairman ~~ . J,,., .~ G ~ oY a,. Richard C. Flora, Vice-Chairman Michael W. Altizer Joseph B. "Butch" Church J H. Odell "Fuzzy" Minnix ~. ACTION N0. A-090903-2 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request for approval of revisions to the Roanoke County Employee Handbook SUBMITTED BY: Joe Sgroi Director of Human Resources APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Employee Handbook was last revised in 2000 and since that time, several changes have been suggested by Roanoke County staff. These changes have been reviewed and approved by the Employee Advisory Committee (EAC), the ETEAM, and the Department of Human Resources. All clarifications or changes in policy are summarized and listed in detail in the attached documents. Additionally, you will note that the layout of the handbook has been revised. The new format eliminates redundancies and is more `user friendly' to the employee. Sections have been reorganized into new chapters, but no policies were changed during this phase of the update process. The employee handbook is reviewed with all new County employees during the Human Resources orientation programs, and it is now available online via the Human Resources website. The handbook is an evolving document and we are very pleased with this latest set of changes. County staff is requesting that the Board approve the revisions. ALTERNATIVES: 1. Approve the revisions to the Roanoke County Employee Handbook. 2. Decline to approve the revisions to the Roanoke County Employee Handbook. STAFF RECOMMENDATION: Staff recommends Alternative #1. VOTE: Supervisor Minnix motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Joseph Sgroi, Director, Human Resources 2 ACTION NO. ITEM NO. L- - I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: September 9,2003 Request for approval of revisions to the Roanoke County Employee Handbook Joe Sgroi Director of Human Resources Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Employee Handbook was last revised in 2000 and since that time, several changes have been suggested by Roanoke County staff. These changes have been reviewed and approved by the Employee Advisory Committee (EAC), the ETEAM, and the Department of Human Resources. All clarifications or changes in policy are summarized and listed in detail in the attached documents. Additionally, you will note that the layout of the handbook has been revised. The new format eliminates redundancies and is more `user friendly' to the employee. Sections have been reorganized into new chapters, but no policies were changed during this phase of the update process. The employee handbook is reviewed with all new County employees during the Human Resources orientation programs, and it is now available online via the Human Resources website. The handbook is an evolving document and we are very pleased with this latest set of changes. County staff is requesting that the Board approve the revisions. ALTERNATIVES: 1. Approve the revisions to the Roanoke County Employee Handbook. 2. Decline to approve the revisions to the Roanoke County Employee Handbook. _,-- STAFF RECOMMENDATION: Staff recommends Alternative #1. _ f 2003 Handbook Revisions Detail August 5, 2003 Chapter 1 -Public Service in Roanoke County Add new # D -Environmental Policy (to address new County commitment) Roanoke County is committed to maintaining and improving the environment of the Roanoke Valley and has established an environmental management policy for this purpose. Employees will be trained on this policy and general environmental awareness. Additional training and competencies may be established for those positions that can cause a significant impact on the environment. Chapter 2 -Getting Started Revise # E -Work Authorization (to reflect legislation requirements on documents presentation) The Immigration Reform and Control Act makes it illegal for employers to employ anyone who is not authorized to work in the United States. Within three business days of the date employment begins, all Anew employees must provide documentation identified on the 1-9 form (Employment Eligibility Verification form) to establish their identity and authorization to work in the United States. . If employees are authorized to work, but are unable to present the required document(s) within three business days, they must present a receipt for the application of the document(s) within three business days and the actual document(s) within ninety (90) days. Chapter 3 -Compensation and Benefits Revise # F2 - Exempt/Comp Overtime Compensation (to reflect current Payroll process) Exempt/compensatory employees earn compensatory time off on an hour-for-hour basis for all hours actually worked over 40 during the established workweek. Compensatory time off must be taken as soon as is practical according to the workload of the department. If the department's workload makes it impractical to take compensatory time off as soon as it is earned, compensatory time off can accumulate. However,( accumulated compensatory time off may not exceed 100 hours n} +h^ L1^fYlY1Y,1.,/'~ /lf ~7^h ';°^~' „~°Y ~'„'" i ` by the last pay period of each fiscal year. 2 ~~~ Revise # J -Health & Dental Insurance (to further define retiree eligibility) Employees who are considering retirement should check with Human Resources concerning health and dental insurance coverage. To qualify for continuation of coverage and to be eligible to receive the County's premium contribution toward the health insurance, the employee must have at least 5 years of continuous full-time employment with no break in service through the date of retirement with Roanoke County and be eligible for the VRS retirement benefit. Both the employee and eligible dependents must a~-have been enrolled in the health and/or dental plans for at least 12 months at the time of retirement. Employees applying for work-related or non work- related disability must also meet the eligibility requirements for early or regular retirement to be eligible for the County Retiree Health/Dental Benefit plan. Ifs When the retiree or their spouse becomes eligible for Medicare while receiving retiree health benefits, the spouse must pay or begin paying the full premium to continue their health insurance. Retirees who wish to continue participating in the dental plan are responsible for payment of the full dental retiree premium. Insert # K -Health Insurance Portability & Accountability Act (HIPAA) (add new legislation) Roanoke County's health and medical benefits must comply with the Privacy Regulations found in the Health Insurance Portability and Accountability Act (HIPAA) as found in the Code of Federal Regulations 45 CFR Part 164.530. Roanoke County is required to maintain the privacy of your health information and to provide you with notice of it's legal duties and privacy practices with respect to your health information. This Notice of Privacy Practices will be provided upon enrollment in the insurance plans during your Benefit Orientation. The notice may also be found on the Human Resources Intranet site. Eliminate # N (in old handbook) -Circle Suggestion Program Revise # X -Extra Mile Club (to eliminate reference to County Signal) The "Extra Mile Club" is a peer recognition program designed to showcase exemplary employees who have gone the `extra mile' to provide exceptional customer service to either external or internal customers. These employees receive a certificate of appreciation, are recognized ~n +ho «~,,,,n+„ c~nn~i„ „Y„n~.,,,~o ho,~,~~o++or through appropriate means and by the Board of Supervisors. 3 Chapter 4 -Leaves of Absence Revise #B 2b -Family Illness (clarification of policy) Employees may use sick leave for illness of the spouse, children and parents or e#~ier a relative living in the employee's household, or for health related appointments for those relatives when appointments cannot be scheduled outside business hours. A maximum of ten working days in the fiscal year may be charged against sick leave for family illness. In unusual circumstances, the Director of Human Resources may extend the ten-day fiscal year limit at the recommendation of the employee's supervisor. Revise # B 2d -Family Death (clarification of policy) Sick leave may be used to cover any absence related to the death of the employee's spouse, the employee's e~spoe~ child or stepchildren, brother, sister, stepbrother, stepsister, parent, spouse's parent, stepmother, stepfather, grandparent, grandchild or e##er a relative living in the employee's household. A maximum of three working days may be charged against sick leave for a family death, and a maximum of six days for the fiscal year. In unusual circumstances the Director of Human Resources may extend the three-day limit or the six-day fiscal year limit at the recommendation of the employee's supervisor. Revise # F -Military Leave (revised for clarification) -see attached Revise # I -Civil Leave (to simplify processing of jury duty payment) Any regular full-time employee who is summoned to serve on jury duty or summoned or subpoenaed to appear in a court of law will be entitled to civil leave with pay. To receive civil leave, the employee must provide the appropriate supervisor with a copy of the subpoena or summons and must +~ ~r.,^„°. °^" ^~.,.,,^^+ r°„°;,,°,~ f^~ ^;,,;~ ~,,,+,°~ +^ turn over a copy of the jury duty payment check to the payroll office. The employee will keep payment received for jury duty, and payroll will deduct from the employee's gross wages an amount equal to the jury duty payment (excluding reimbursement for travel expenses). If the employee chooses to charge civil duty to annual leave, "^ ^r ~"^ .,,~., ~^^^ ~" ^°„m°n+~ r°^°;"°,~ he or she need not turn over a copy of the jury duty payment check to payroll and no funds will be deducted from the employee's gross wages. Chapter 5 -Administrative Policies and Employee Responsibilities Revise #G -Position Establishment and Abolishment 4 .._ The County may establish or abolish positions in the Classification Plan according to its needs. If a new position is established, it will be posted and applications for employment will be accepted according to the County's application process. If a position is abolished, ' in fnrnn nrnnnrl~ ~ro `Jnonrihni-! in inn+inn I of +hic ~h~ or when there are significant r,....,..... u .., .,,.,...,.....,.,.....,,..,..,, .................., r changes to the position requirements whereby the incumbent does not qualify for the revised responsibilities, or that the resulting reclassification is such that the incumbent is not reasonably considered a candidate for the new position, the County will assist the affected employee(s) with career transitional services. Revise # I -Reduction in Force (RIF) (to clear up ambiguity of old policy) -see attached Revise # P -Severe Weather Policy (to add Essential Personnel) Employees are responsible for reporting to work on time. When weather conditions do cause transportation or reporting to work problems, the employee must contact the appropriate supervisor. If the supervisor decides the employee is not required to report to work, the supervisor may let the employee take annual leave or compensatory time (if eligible) as appropriate. An employee who fails to make a reasonable effort to get authorization for an absence may be subject to discipline. If you are in a position classified as "Essential" other reporting guidelines may apply. Revise # T -Electronic Media Usage Policy (to clarify personal use of Internet) Limited personal use of the Internet is acceptable but should not adversely affect employee productivity. Roanoke County is not responsible for material viewed or downloaded by users from the Internet; the intentional use of County time or property to download music protected by copyright or to view or download pornography is prohibited. The Internet is a worldwide network of computers that contains millions of pages of information. Users are cautioned that many of these pages include offensive, sexually explicit and inappropriate material. In general, it is difficult to avoid at least some contact with this material while using the Internet. Users accessing the Internet do so at their own risk. Chapter 6 -Disciplinary Procedures Add new # J -Workplace Violence Policy The County provides a safe workplace for all employees. We strongly believe that all employees should be treated with dignity and respect. The County will not tolerate any type of workplace violence committed by or against employees. Employees are prohibited from making threats or engaging in violent activities. Any instances of violence, or potentially dangerous situations, must be reported immediately to your immediate supervisor and/or the Human Resources Department. The County will 5 ~~~ promptly respond to any incident or suggestion of violence. All complaints will be fully investigated. Chapter 7 -Grievance Procedure Revise #3 b/c -Implementation and Other Matters (due to typographical numbering error only) 6 REDUCTION IN FORCE (RIF)- Handbook Policy Revision Date of Revision: May 2003 I. Reduction In Force (RIF) a) Definition - A Reduction in Force is a reduction in the workforce of the County, or any of its departments or programs, caused by adverse economic conditions, reorganization by management, lack of sufficient work, or a decision by management to decrease services. A RIF can be County wide or within a specific department or program. The County Administrator has the right and obligation to manage the workforce in the best interest of the County and may require implementation of the Reduction in Force. The following shall serve as the general procedure for a reduction in force. The County Administrator will ultimately decide if a RIF is necessary. If requested to review a department for a possible RIF, the Department Director, in consultation with the County Administrator and Human Resources, will have the responsibility for the identification of specific functional areas of a department, job classifications, positions, and the individual employee(s) to be affected. b) RIF Criteria If a RIF occurs within a job classification in a department where more than one employee is in a position, the Department Director will use the following criteria to determine which employees are retained. Probationary employees - If two or more employees are in the same classification in a department or program identified for a RIF and one of them is a probationary employee, the probationary employee shall be reduced when feasible, unless the success of the program or department depends upon the specific skill set of the probationary employee (skills set is defined below). If two or more probationary employees are in a job classification identified for a RIF, the criteria set forth for non-probationary employees shall be used to identify the probationary employee(s) to be reduced. 2. Non-Probationary Employees- If a position is identified for a RIF and two or more non-probationary employees are in the same classification, the following criteria will be used to determine which employee(s) will be retained. Skill Set -Skill set is defined as an assessment of qualifications and experience including any or all of the following: • Specific qualifications and experience to perform the duties of a position that will be retained. 7~, General qualifications and experience beneficial to the future achievement of department goals and objectives. • Demonstrated performance on specific, related tasks required by the position to be retained. ii. General Performance History -Performance history as documented by annual performance evaluations. iii. Length of Service -Length of service is defined as the continuous full time tenure the employee has with the County. iv. Time in Job -Time in job is defined as the length of time the employee has been in the current position within the department. c) The department director shall determine if the reduction of temporary and/or part time employees serves to adjust staffing levels to avoid a reduction in force to full time employees. There is no requirement that part time employees are eliminated first as in some instances part time and temporary employees are necessary to ensure needed flexibility in service delivery. d) The recall process is provided in accordance with the guidelines set forth in HR Management Policy & Procedures. e) Benefits: The employee affected by a reduction in force will not accumulate annual or sick leave since he or she will not be receiving pay. If two pay periods or less, the employee will have the option to be paid for accumulated annual leave or to keep the balance as a credit. Sick leave and comp time will remain as a credit. The employee must continue to pay the employee's share of the premium for health and/or dental insurance coverages) to continue. Beyond two pay periods, the employee will be paid for any of the unused balance of annual leave, comp time and sick leave as a lump sum payment. The sick leave will be paid as described in the Sick Leave Bonus section. This employee will be offered the option of continued health and/or dental insurance coverage through COBRA. Virginia Retirement System benefits will cease. 8 ,/ MILITARY LEAVE -Handbook Policy Revision Date of Revision: May 2003 C. Military Leave It is the County's objective to grant military leave to full-time and part-time regular employees for active duty in the armed services of the United States or for employees who are former members of the armed services, current members of the reserve forces of any of the United States armed services, or of the Commonwealth's militia (National Guard, Naval Militia and Virginia State Defense Force), in accordance with federal and state law. Full-time employees are entitled up to 15 days (120 hours) of military leave with pay during each federal fiscal year (October 1 -September 30) while engaged in active military duty for state or federal funded military training duty or who are called into active duty. Regular monthly drills and annual training are considered training duty. i. A period of work usually totals eight hours per day. For employees who normally do not work equal workdays on five or more days of each calendar week, the term "workday" shall mean 1/260 of the total working hours such employee would be scheduled to work during and entire federal fiscal year, not taking into account any holiday, annual leave, military leave or other absences. For those employees, military leave will be paid in proportion to the regular work schedule. ii. Employees ordered to active duty, including training duty, for a period not to exceed 30 workdays will remain active under all County benefit plans. iii. Should an employee's time away from work exceed the maximum 15 days paid leave per federal fiscal year, the following shall apply. a. If the military leave is more than 40 hours without pay, the employee must continue to pay their portion of any insurance premiums, and will not accrue additional vacation and sick leave. b. Employees ordered to active duty for more than 30 days, must contact Human Resources to determine the status of their benefits. c. The employee may choose to use accumulated vacation time or compensatory time (if eligible), but will not be required to do so. The employee must notify his/her immediate supervisor if he/she wishes to be paid this time. iv. The employee's supervisor is responsible for ensuring that no more than 15 days (120 hours) with pay are granted for approved military leave. 9 -' a. If the employee chooses to use accumulated vacation or compensatory time; the employee's supervisor is responsible for indicating these hours on the employee's timesheet and submitting the timesheet to Payroll. b. For employees on military leave for more than 30-days, the supervisor is responsible for completing an Employee Status Sheet placing the employee on Military Leave. c. Upon return of the employee, the supervisor is responsible for completing an Employee Status Sheet returning the employee to active status. 2. Part-time regular employees are granted leave without pay while engaged in active military duty for state or federal funded military training duty or who are called into active duty. Regular monthly drills and annual training are considered training duty. 3. Full-time or part-time regular employees who leave the County to enter full-time military duty with the active armed forces of the United States will be granted unpaid leave. Employees shall be granted military leave without pay for the duty indicated in their military orders that is not covered by military leave with pay, for up to five (5) years. 4. After completion of approved military leave or active military service (for a period up to five (5) years) the employee will be eligible for reinstatement to the same or similar position in accordance with USERRA guidelines (Uniformed Services Employment and Reemployment Rights Act) as long as they: i. Report back to the civilian job in a timely manner or submit a timely application for reemployment a. for periods of military service of up to 30 consecutive days, the employee must report back to work for the first full regularly scheduled work periods on the day following the completion of the period of service and safe transportation home, plus an 8-hour period of rest. If reporting back within this deadline is "impossible or unreasonable" through no fault of the employee, he or she must report back as soon as possible after the expiration of the 8-hour period. b. for periods of service of 31-180 days, the employee must submit a written or verbal application for reemployment with the employer not later than 14 days after the completion of the period of service. If submitting the application within 14 days is impossible or unreasonable through no fault of the employee, he or she must submit the application as soon as possible thereafter. c. for period of service more than 180 days, the employee must submit a written or verbal application for reemployment 10 .-- - i not later than 90 days after completion of the period of service. 5. The employee is responsible for providing a copy of the orders or other support documentation from a responsible military official as soon as possible after the employee is aware of training dates, active duty dates, etc. If written documentation is not available: i. The employee is responsible for notifying his/her supervisor orally as soon as practical after the employee is aware of training dates, active duty dates, etc. ii. If the military leave is for more than 30-days and orders were not presented prior to the employee leaving, they should be provided as soon as possible upon returning to employment. 2003 Handbook Revisions Outline August 5, 2003 Please note two kinds of changes to the Employee Handbook: -Organizational -Content A note on organizational changes: Some handbook chapters have been given new names and some policies have been relocated within the new chapters. These changes are designed to strengthen organization and readability. This process has not altered any policies, it simply shifts existing policies within a new organizational structure. All proposed changes in policy content have been documented below and in more detail in the document accompanying this one, titled "2003 Handbook Revisions Detail." Chapter 1 -Public Service in Roanoke County Add new # D -Environmental Policy (to address new County commitment) Chapter 2 -Getting Started Revise # E -Work Authorization (to reflect legislation requirements on when documents must be presented) Chapter 3 -Compensation and Benefits Revise # F2 - Exempt/Comp Overtime Compensation (to reflect current Payroll process) Revise # J -Health & Dental Insurance (to further define retiree eligibility) Insert # K -Health Insurance Portability & Accountability Act (HIPAA) (to address new legislation) Eliminate # N (in old handbook) -Circle Suggestion Program ., Revise # X -Extra Mile Club (to eliminate reference to County Signal) Chapter 4 -Leaves of Absence Revise #B 2b -Family Illness (clarification of policy) Revise # B 2d -Family Death (add family members in line with those already listed) Revise # F -Military Leave (revised for clarification) Revise # I -Civil Leave (to simplify processing of jury duty payment) Chapter 5 -Administrative Policies and Employee Responsibilities Revise #G -Position Establishment and Abolishment Revise # I -Reduction in Force (RIF) (to clear up ambiguity of old policy) Revise # P -Severe Weather Policy (to add Essential Personnel) Revise # T -Electronic Media Usage Policy (to clarify personal use of Internet) Chapter 6 -Disciplinary Procedures Add new # J -Workplace Violence Policy (for a statement of County's position) Chapter 7 -Grievance Procedure Revise #3 B&C -Implementation and Other Matters (due to typographical numbering error only) ACTION NO. ITEM NO. ~ -c~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Resolution requesting industrial access funding from the Virginia Department of Transportation Commonwealth Transportation Board for the Vinton Business Center in Roanoke County SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: /~ SUMMARY OF INFORMATION: Roanoke County and the Town of Vinton have entered into an agreement to develop the Vinton Business Center in east Roanoke County. This resolution requests VDOT funding in the amount of $400,000 ($300,000 unmatched, $50,000 matched) for the construction of the access road and related improvements to Hardy Road that will serve the Vinton Business Center and provide for the initial infrastructure for the development of this site. As no "qualified industry" has been identified at this point, the project will be submitted as a bonded project requiring that Roanoke County obtain surety in the amount of the eligible project cost. FISCAL IMPACT: The County will have to bond or otherwise provide surety acceptable to the Commonwealth Transportation Board in the amount of eligible funds up to $400,000 for the completion of this project. L ALTERNATIVES: 1. Approve the attached resolution requesting Industrial Access Funding from the Commonwealth Transportation Board. 2. Do not approve the attached resolution at this time. STAFF RECOMMENDATION: Staff recommends Alternative #1. 2 i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION REQUESTING THAT THE COMMONWEALTH TRANSPORTATION BOARD PROVIDE INDUSTRIAL ACCESS FUNDING TO FACILITATE INDUSTRIAL DEVELOPMENT FOR THE VINTON BUSINESS CENTER LOCATED IN ROANOKE COUNTY. WHEREAS, this property is expected to be the site of new private capital investment in land, building, and manufacturing equipment which will provide substantial employment, and WHEREAS, the subject property has no access to a public street or roadway and will require the construction of a new roadway which will connect to Hardy Road (SR 634); and WHEREAS, the County of Roanoke hereby guarantees that the necessary environmental analysis, mitigation and right of way for this new roadway and utility relocation or adjustments, if necessary, will be provided at no cost to the Virginia Department of Transportation; and WHEREAS, the County of Roanoke acknowledges that the State Environmental Review Process (SERP) must be completed prior to any construction activity on this project as a condition of the use of the Industrial, Airport and Rail Access Fund. WHEREAS, the County of Roanoke hereby guarantees that all ineligible project costs and any other costs not justified by eligible capital outlay will be provided from sources other than those administered by the Department of Transportation. NOW, THEREFORE, BE IT RESOLVED, that the County of Roanoke hereby requests that the Commonwealth Transportation Board provide financing from the Industrial, Airport and Rail Access Fund to provide an adequate road to this property; and BE IT FURTHER RESOLVED, that the County of Roanoke hereby agrees to provide a surety or bond, acceptable to and payable to the Virginia Department of Transportation, in the full amount of the cost of the road; this surety shall be exercised by the Department of Transportation in the event that sufficient qualifying capital investment does not occur on within five years of the Commonwealth Transportation Board's allocation of funds pursuant to this request. BE IT FURTHER RESOLVED, that the County of Roanoke hereby agrees that the new roadway so constructed will be added to and become a part of the Secondary System of Highways. Recorded Vote Moved by: Seconded by: _ Yeas: Nays: A Copy Teste: Diane S. Childers, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File ~i i.i ACTION NO. ITEM NO. ~ ~ - 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. CAPITAL IMPROVEMENTS PROGRAM (CIP) ADVISORY COMMITTEE (Appointed by District) Citizen representatives to the CIP Advisory Committee will serve one-year terms beginning September 1, 2003 and expiring August 31, 2004. The following district representatives need to be appointed: Catawba, Hollins, and Windsor Hills. Brent Robertson, Budget Director, has requested that the appointments be confirmed by September 9, 2003 in order to begin the CIP review process. 2. INDUSTRIAL DEVELOPMENT AUTHORITY The four-year terms of Neil A. Gallagher, Cave Spring Magisterial District, and Carole Brackman, Catawba Magisterial District, will expire on September 26, 2003. 3. VIRGINIA WESTERN COMMUNITY COLLEGE BOARD Mr. John P. Frye, Jr., who was appointed to a four-year term expiring on June 30, 2007, has notified the Board that he will be unable to serve in this capacity due to other business commitments. t' .. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION 090903-3 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 September 9, 2003 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 4, inclusive, as follows: 1. Approval of minutes -August 22 and August 26, 2003 2. Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services 3. Request to appropriate dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools instructional program 4. Request to transfer a 1975 GMC step van to the County of Appomattox Sheriffs Office for the fee of $1.00 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 McNamara to adopt the resolution, and carried by the following recorded vote: AYES : Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 1 t ~ a ~. A COPY TESTE: / ~o Q~i?/1.~ Diane S. Childers Clerk to the Board of Supervisors cc: File Dr Betty McCrary, Director, Social Services Dr. Lorraine Lange, Assistant Superintendent of Instruction J. R. Lavinder, Chief of Police Rebecca Owens, Director, Finance 2 ~ I -~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION 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 September 9, 2003 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 4, inclusive, as follows: 1. Approval of minutes -August 22 and August 26, 2003 2. Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services 3. Request to appropriate dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools instructional program 4. Request to transfer a 1975 GMC step van to the County of Appomattox Sheriffs Office for the fee of $1.00 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. 1 August 22, 2003 727 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 August 22, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the at the Roanoke Valley Resource Authority, 1020 Hollins Road, Roanoke, Virginia, this being an adjourned meeting from August 12, 2003 for the purpose of a joint meeting with the City of Roanoke to provide an update on the formation of a Regional Water and Sewer Authority. IN RE: CALL TO ORDER Mayor Ralph Smith called the meeting to order for the City of Roanoke at 9:33 a.m. The roll call was taken. MEMBERS PRESENT: Mayor Ralph K. Smith, Council Members William H. Carder, Beverly T. Fitzpatrick, Jr., William D. Bestpitch, M. Rupert Cutler, Alfred T. Dowe, Jr., Linda F. Wyatt MEMBERS ABSENT: Vice-Mayor C. Nelson Harris STAFF PRESENT: Darlene L. Burcham, City Manager; William M. Hackworth, City Attorney; Mike McEvoy, Director of Utilities; Jesse Hall, Director of Finance; Christopher L. Slone, Director of Communications; Mary F. Parker, CMC, City Clerk Chairman McNamara called the meeting to order for the County of Roanoke at 9:34 a.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice-Chairman Richard C. Flora, Supervisors Michael W. Altizer, Joseph B. "Butch" Church, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None e August 22, 2003 729 City Council to provide advice and leadership. In addition, community meetings have been scheduled in each of the five magisterial districts in Roanoke County to solicit citizen input regarding the proposed Authority. He stated that in today's meeting, key dates will be highlighted and an in-depth examination of the material will be presented. IN RE: REPORT ON REGIONAL WATER AND SEWER AUTHORITY Mr. Robertson, Roanoke County Utility Director, and Mr. McEvoy, Roanoke City Utility Director reviewed the tentative timeline for implementation of the proposed Authority. Details of the timeline are as follows: • Over 20 employee teams have been meeting to review the financial and operational details necessary for formation of the Authority. • A monthly newsletter is being distributed to employees to keep them advised of the progress. • Joint meetings have been scheduled in the coming months between City Council and the Board of Supervisors at which time actions will be required regarding the articles of incorporation and membership in the proposed Authority. • Community meetings have been scheduled in each of the five magisterial districts in Roanoke County at the times listed below: Thursday, September 11: Monday, September 15: Tuesday, September 16: Thursday, September 25: Hidden Valley High School 5000 Titan Trail -Roanoke Cave Spring High School 3712 Chaparral Drive -Roanoke William Byrd High School 2902 Washington Avenue -Vinton Glenvar High School 4549 Malus Drive -Salem August 22, 2003 731 Mr. Hall, Roanoke City Director of Finance, advised that 20 teams are involved in the formation of the Authority and this is indicative of the number of different issues that need to be evaluated. He stated that some teams are still reviewing systems and recommendations in these areas are not yet available. Most of the financial and technology services are initially to be provided on a contractual basis by one of the localities. This wilt reduce start up costs, enable an earlier start up, and allow for the utilization of software and processes with the best functionality for Authority needs. Financial and accounting services are to be provided by Roanoke County. These include the following: general ledger, fixed assets, budgeting, and purchasing. Human resources and payroll services are also to be provided by Roanoke County. Utility billing services will be provided by Roanoke City, and several options are being considered with regard to collections to assure convenience for customer payments. Mr. Hall reported that with regard to technology support services, both localities presently use Motorola radios. For email, the Authority will utilize the City's Lotus Notes system. He also indicated that a website for the Authority will be developed, and Roanoke City's imaging system will be used by the Authority. The remote monitoring systems will be a combination of both the Roanoke City and Roanoke County systems, and the network will be an integration of the Roanoke City and Roanoke County networks. In order to implement the financial and technology support services, the following actions are needed: (1) Hardware upgrade to a August 22, 2003 733 Ms. Hyatt advised that Roanoke City records the entire asset for the Wastewater Treatment Plant, even though other localities (including Roanoke County) share debt for their portions of the upgrade. All of Roanoke City's debt is general obligation bonds which are the most flexible. As general obligation debt, there are no restrictions on the sale or disposition of the related assets. Roanoke City can enter into an agreement with the Authority to transfer the assets to the Authority, and in exchange the Authority would make payments to Roanoke City to cover the debt service. Ms. Hyatt reported that Roanoke County has the following outstanding utility debt: Outstanding Debt Net Fixed Assets Water $ 56 Million $ 82 Million Sewer $ 18 Million $ 25 Million TOTAL: $ 74 Million $107 Million Included in these numbers are $16 million of sewer debt for Roanoke County's share of the completed upgrades to the Wastewater Treatment Plant. Since Roanoke County does not currently have ownership in the Wastewater Treatment Plant, it is not included in the net fixed assets. Only a small portion of Roanoke County debt is general obligation debt, and this debt can be handled the same as Roanoke City's debt described above. g August 22, 2003 735 savings) and will change the existing provisions of the indenture. These provisions were necessary when the bonds were initially sold for a proposed reservoir and distribution system; however now that the system has a proven track record over the past 7 years, less restrictive covenants can be requested. The refinancing will allow for the following: (1) Inclusion of off-site fees in the calculation of revenue coverage. (2) Transfer of assets and debt to the Authority. The VRA has advised that these goals can be accomplished through a refinancing with them. Staff is in the process of applying to participate in the Fall 2003 bond sale which will sell bonds in December 2003. Refinancing through the VRA also provides the advantage of having all of Roanoke County's revenue debt with the VRA which will facilitate the process of transferring the debt and assets. Ms. Hyatt indicated that both Roanoke County and Roanoke City are currently in the process of finalizing VRA revenue bonds for the next phase of the Wastewater Treatment Plant upgrade. Roanoke City is borrowing $23 million and Roanoke County is borrowing $11 million. The bonds will close in October 2003 and can be transferred to the Authority as explained above. In response to an inquiry from Supervisor Church, Ms. Hyatt advised that the cost to place all the debt through the VRA will be the same as the cost to issue the debt on our own. Bill Hackworth, Roanoke City Attorney, briefed the Board of Supervisors and City Council on the Virginia Water and Wastewater Authorities Act. He advised that e august 22, 2003 737 representatives from Roanoke City and three from Roanoke County. The Board of Supervisors and City Council will need to determine how they wish to address the issue of a tie vote. Mr. Hackworth proposed that the two localities jointly appoint a seventh member or establish atie-breaker. The enabling legislation also allows elected officials from the governing bodies to serve on the Board. The initial members of the Authority Board will serve staggered four-year terms and will be eligible for reappointment. The Authority Board must elect a Chair, Secretary, and Treasurer. The Secretary and Treasurer do not have to be members of the Board, and these two offices can be combined. In addition, the Authority Board will need to adopt by-laws and staff is preparing a draft for this purpose. If a Board member resigns, the replacement will be made by the appointing locality. Board members will be eligible for compensation and the amount of compensation is set by the governing localities rather than the Authority Board. They are also eligible for reimbursement of expenses incurred in the performance of their duties. The appointment of alternates is allowed by the enabling legislation, although it is not recommended by staff. The Authority has the power to appoint a Chief Executive Officer. Mr. Hackworth stated that once created, the Authority will have a term of existence for 50 years and will be able to exercise the same powers as a corporation. These powers include the following: (1) Adopt bylaws and internal operating regulations; (2) Select the location of the Authority offices; (3) The ability to sue and be sued; (4) Acquisition of property; (5) Exercise the right of eminent domain; (6) Condemn a August 22, 2003 739 issues that would need to be resolved by the Authority. Supervisor Altizer stated that it was his assumption that the Authority would have no control over residents in East Roanoke County who receive water and sewer through a contract with the Town of Vinton. Mr. Mahoney replied that there is an existing contract between the County of Roanoke and the Town of Vinton with respect to utility services. One of the actions of both governing bodies and the Authority will be the assignment of contracts held by each locality with respect to water and sewer. The interests in these contracts will be assigned to the Authority. With regard to stormwater management issues, Mr. Mahoney stated that staff is recommending that the new Authority have the power to deal with stormwater management issues. Council Member Cutler stated that there are two opportunities being missed by attempting to simplify the process: (1) The process of adding a locality will be complicated if it is necessary to revert back to square one; (2) What would be involved in authorizing the Authority to handle stormwater management issues? Specifically, he questioned if it would be feasible at this time to add the Town of Vinton as a participating locality and also add stormwater management as a function of the Authority. Mr. Hackworth advised that it would be easier to add stormwater management; adding the Town of Vinton would require their consent and participation in the process. He advised that surrounding localities have been extended an invitation to participate in the Authority and they have declined. a August 22, 2003 741 governing localities transitioned into the appointment of knowledgeable citizens. (4) Resolution of a tie vote (page 3, lines 13-15). Staff has included a methodology that provides for the appointment of a tie breaker by the Authority Board. The appointment of a tie breaker is not required, but there needs to be a method for resolving a tie vote. An alternative would be for the Board of Supervisors and City Council to jointly appoint a seventh (7th) Board member that would serve as a tie breaker. Supervisor Minnix questioned whether the tie breaker would be a fully participating member of the Board, or if they would only vote in the event of a tie? Mr. Mahoney stated that this decision is at the discretion of the Board of Supervisors and City Council. Council Member Wyatt suggested that the Authority Board should consist of one elected official, the Utility Director, and a staff member from each locality. She further recommended that the two participating localities elect a citizen representative to serve as the Chair of the Authority Board, with this individual serving as the tie breaker. Supervisor Minnix noted that in the past, these types of Authorities or Commissions have been given the power to appoint their own Chair. He requested additional time to consider these decisions. Mr. Mahoney advised that these decisions need to be made by November in order to begin the required public notice hearing process. In January, the Board of Supervisors and City Council will need to adopt a concurrent resolution establishing the articles of incorporation that will be forwarded to the SCC in February. a August 22, 2003 743 fully participating member of the Board. In addition, he stated that the Authority Board should have the power to appoint any of the seven members as the Chair. He advised that he would like to allow each jurisdiction the flexibility to determine their three representatives on the Authority Board. Council Member Bestpitch also stated that the Authority should have the ability to establish compensation rates for the Board members. He also voiced concerns that there are potential localities who may wish to join the Authority in the future who do not view themselves as part of the Roanoke Valley. He indicated that perhaps the term Blue Ridge Water and Wastewater Authority might be viewed as more inclusive. Supervisor Minnix requested that a joint work session be scheduled to review the proposed articles of incorporation in depth. Mr. Mahoney stated that on the bottom of page 1 of the articles of incorporation, staff has included a "super majority" voting requirement. This requires an affirmative vote of a majority of the members from both Roanoke City and Roanoke County to approve certain actions (listed on page 2). Two of these suggested actions include the addition of new members to the Authority and execution of agreements with other entities. He requested that the Board of Supervisors and City Council consider the types of actions that they would like to require a super majority vote to approve. Council Member Cutler stated that it appears that the term "member" is being used in two different ways in the articles of incorporation. The articles refer to the 0 August 22, 2003 745 of the participating localities. In addition, the participating localities should place a hyperlink on their websites to access the Authority website. Council Member Cutler stated that he liked the suggestion of Council Member Bestpitch to use the term "Blue Ridge" in the name of the Authority. He stated that instead of using the phrase "Water and Wastewater Authority", consideration might be given to using the term "Water Management Authority". This would encompass possible future areas of responsibility such as stormwater management, water based recreation, water shed management, etc. In addition, he voiced support for Supervisor Minnix's recommendation that a joint work session be scheduled to review the articles of incorporation. Ms. Burcham questioned whether it was the desire of the City Council and Board of Supervisors to schedule an additional joint work session. She suggested that, as part of the agenda, the issue of naming the Authority could be discussed. At that time, staff could provide details regarding the names proposed by the employees. She also reported that the regional branding effort may yield a name that might be appropriate for the Authority. Mayor Smith stated that both City Council and the Board of Supervisors will make themselves available in the event that staff determines there is a need to schedule an additional joint meeting. Supervisor McNamara stated that the regional branding effort should be included in the consideration of the name. 6 August 22, 2003 747 Mayor Smith thanked the staffs for their hard work. He questioned if it was the desire of City Council to direct the City Manager to schedule hearings for the citizens in Roanoke City? Council Member Cutler indicated it had been suggested that all future meetings be joint meetings. Ms. Burcham clarified that both Roanoke City and Roanoke County staff will be making presentations together at the Roanoke County community meetings. Council Member Bestpitch stated that he felt there should be at least a couple of meetings scheduled in Roanoke City and he noted that there will be one meeting in each magisterial district in Roanoke County. He stated that as these meetings are publicized, it should be open to citizens in both Roanoke City and Roanoke County. He stated that the meetings should be truly joint meetings. Council Member Fitzpatrick concurred with Council Member Bestpitch but questioned why Roanoke City did not set up eight meetings so that they would be following the same process that is being used in Roanoke County. He stated that if Roanoke City and Roanoke County are going to jointly partner in bringing forth the formation of the Authority, they should jointly present these meetings to the citizens. He stated that avalley-wide series of meetings should be scheduled and it is important to keep the citizens informed. Mayor Smith questioned Mr. Hackworth if there were any legal considerations that would affect the scheduling of these joint meetings. Mr. Hackworth replied that there were none. August 26, 2003 74,g Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 August 26, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the fourth Tuesday and the second regularly scheduled meeting of the month of August, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice-Chairman Richard C. Flora, Supervisors Michael W. Altizer, Joseph B. "Butch" Church; H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Brenda J. Holton, Deputy Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan O'Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Bill Booth, Vinton Baptist Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge requested that an item be added to the Closed Meeting 0 August 26, 2003 751 Dietrich, Director of the West Central Region, DEQ; Jim Shaarsmith, County Consultant; and Jim Vodnik, Assistant Director of General Services and County Environmental Manager. Ms. Green advised that the Board adopted an environmental policy in August 2001 which was the first step toward implementing an Environmental Management System (EMS). A team of employees has been working to create and implement this system with the goal of becoming ISO 14001 compliant which is an international environmental standard achieved by top performing organizations and represents a significant commitment to environmental protection and pollution prevention. Ms. Green reported that the County has accomplished the first step towards this goal and has been recognized by the DEQ as an Environmental Enterprise (E2) participant in the Virginia Environmental Excellence Program. This allows the County to receive additional assistance and information from DEQ, and qualifies the County to advance to the more comprehensive E3 program. Few localities in Virginia have qualified for the E2 program and to date, only one has qualified at the E3 level. Ms. Green identified four areas where the County significantly impacts the environment: energy use, solid waste, vehicle use, and hazardous waste and chemical use. Objectives and targets are currently being implemented to reduce the County's impact in these areas. As a result of the EMS process, the County has already begun to recognize savings on energy consumption. Over the last 12 months, the energy bills 0 August 26, 2003 753 conjunction with various members of business and industry who have already seen the need for ISO certification and the merits of an EMS. Mr. Griffith advised that Mr. Dietrich is responsible for environmental quality in this region and that the DEQ region and agency are evaluated by the quality of the environment in this region. He stated that Mr. Dietrich has been involved in the regulatory side of DEQ for ten years, but his approach now to environmental management is non-traditional. He thanked Mr. Dietrich for his support of the program. Mr. Dietrich advised that the Virginia Environmental Excellence Program is a DEQ program that provides incentives for companies that are taking steps to better the environment. Governor Warner, Secretary of Natural Resources Tayloe Murphy, and DEQ are dedicated to non-traditional approaches to environmental management that rewards innovation and voluntary leadership. This program is an example of how DEQ can work with and not against the community to improve the environment and achieve higher goals without regulatory compliance. By embracing the concept of going beyond compliance, the long-term goal should be no impact on the environment. Mr. Dietrich stated that DEQ is recognizing Roanoke County today as a leader and partner in their own efforts to protect the environment. Since DEQ will not have to be concerned with regulatory enforcement activities for the County and other forward- thinking localities that are developing EMS systems, this allows DEQ the opportunity to pursue other facilities that are not taking care of the environment. He thanked the County for its dedication to environmental stewardship, Ms. Green, Mr. Vodnik, their E August 26, 2003 755 their meeting on August 13, 2003. Ms. Hyatt advised that the resolution for approval by the Board is for $23 million and this amount exceeds the actual amount needed by $1 million because the VPSA cannot predict the interest rate coupon structure of the winning bid. Therefore, VPSA is requesting that each locality authorize a "not to exceed" principal amount of bonds that is sufficiently in excess of the amount of proceeds requested so that funding for the full $22 million needed to finance the capital projects will be included in the application. This is a marketing technique which will aid in the sale of the bonds. She requested that the Board adopt the resolution authorizing the application to VPSA and scheduling a public hearing for September 23, 2003. Ms. Hyatt advised that Dr. Weber, School Superintendent; Penny Hodge, School Budget and Finance Director; and George Assaid, School Construction Projects Coordinator, were present. There was no discussion. Supervisor Minnix moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 082603-1 AUTHORIZING ROANOKE COUNTY TO SUBMIT AN APPLICATION TO VPSA FOR SCHOOL FINANCING AND TO SCHEDULE A PUBLIC HEARING WHEREAS, the Board of Supervisors has determined that it is advisable to contract a debt and issue general obligation bonds of the County in the maximum amount of $23,000,000 to finance certain capital improvements for public school purposes (the "Bonds") and to sell such bonds to the Virginia Public School Authority a August 26, 2003 757 Hollins Magisterial District, upon the petition of EP Properties, LC 2. First reading of ordinance to rezone .37 acres from AVC, Agricultural Village District with Conditions, to C-2, General Commercial District, to operate a retail sales facility located on 5999 Franklin Road, S.W., Cave Spring Magisterial District, upon the petition of Richard Anderson IN RE: APPOINTMENTS 1. Capital Improvements Program (CIP) Advisory Committee Supervisor Minnix appointed Ms. Dawn Erdman to represent the Cave Spring Magisterial District. Supervisor Altizer appointed Mike Roop to represent the Vinton Magisterial District. IN RE: CONSENT AGENDA R-082603-2 Supervisor McNamara moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 082603-2 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J -CONSENT AGENDA August 26, 2003 75g 5. Report from VDOT of changes to the secondary road system in July 2003 6. Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of June 30, 2003 7. Statement of expenditures and estimated and actual revenues for the month ended July 31, 2003 IN RE: CLOSED MEETING At 3:35 p.m., Supervisor McNamara moved to go into closed meeting following the work sessions pursuant to the Code of Virginia Section 2.2-3711 A (1) to discuss consideration and evaluation of the performance of specific County personnel. AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: WORK SESSIONS 1. Work session to provide an update on the Social Services Department. (Dr. Betty McCrary, Director of Social Services) The work session was held from 3:50 p.m. until 4:37 p.m. Dr. McCrary, Joyce Earl, Assistant Director; and Doug Forbes, Chairman of the Social Services Advisory Committee, were present. Dr. McCrary updated the Board on the activities of the department and the impact on staffing. She advised that their work load has increased tremendously due to many reasons such as increases in the programs, mandatory requirements, increased August 26, 2003 761 was justified, and they expressed appreciation to Dr. McCrary and her staff for their continuance of services under stressful and difficult conditions. 2. Work Session to review_ the request to authorize additional staff and resources for the Drainage Maintenance Program. (Arnold Covey, Director of Community Development) The work session was held from 4:40 p.m. until 5:25 p.m. Mr. Covey, Janet Scheid, Chief Planner, and Butch Workman, Drainage Engineer, were present. Mr. Covey advised that the responsibilities of the program have grown from minor drainage ditch repairs to maintaining County-owned storm water facilities, applying for grants, purchasing homes in FEMA flood prone areas and reconstructing major drainage systems. Since 1988, 244 projects have been completed and currently there is a backlog of 47 projects dating to 1999 with an estimated cost of $525,000. They have tried to maximize their resources but in order to reduce the backlog of projects, handle the increased responsibilities, and continue responsiveness to the citizens, he is requesting five new positions consisting of one foreman, two motor equipment operators and two laborers at a cost of $152,300. He is also requesting equipment consisting of a crew truck ($40,000) with rental allocations ($100,000), and $157,500 for drainage projects with the total annual cost being $450,000. He advised that since staffing will not be in place until October, the actual request is $337,500 and by using their year-end balance of $90,000, the allocation is reduced to $247,500. 0 August 26, 2003 763 Mr. Hodge advised that at the work session on July 22, 2003, the Board requested that County and VDOT staff further investigate the possible addition of bike lanes or wide paved shoulders to the Old Cave Spring Road and McVitty Road projects. Mr. Covey introduced Mr. Ford and Mr. Hofberg who presented a power point and video presentation demonstrating the alternatives, fiscal and physical impacts, and the bicycle suitability of the corridor. During the power point and video presentation, Mr. Ford advised that the possible alternatives are (1) Wide paved shoulders to accommodate bicyclists; (2) Designated bike lanes to serve the same function, with the County allocating approximately $125,000 ($114,000 for McVitty Road plus $11,000 for Old Cave Spring Lane) to cover 50% of construction costs; and (3) Wide paved shoulders to accommodate bicyclists and allocating the equivalent dollar amount, approximately $125,000, to the Mudlick Creek Greenway. He noted that with Alternatives 1 and 3, VDOT standards require 3-ft paved shoulders throughout the project but VDOT has agreed to increase the width of the paved shoulders to 4-ft to accommodate bicyclists. The total width of the typical section for this alternative is 34-ft. For Alternative #2, VDOT standards assert that a full roadway shoulder width must be installed in addition to the designated bike lane, and the typical section would be increased by 6-ft for a total width of 40-ft for this alternative. Total project costs are (a) $4,900,000 for paved shoulders and (b) $5,871,000 for a designated bike lane with a difference of $971,000. Staff recommends Alternative #3. Mr. Ford advised that this $1 M would come out of the August 26, 2003 765 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 McNamara to adopt the resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: RECOGNITIONS Chairman McNamara recognized Mike Mayo, Assistant Scout Leader, and members of Boy Scout Troop 221 from Cave Spring United Methodist Church who were attending the meeting. IN RE: NEW BUSINESS 1. Request to authorize additional staff and resources for the Drainage Maintenance Program. (Arnold Covey, Director, Community Development) A-082603-4 Mr. Covey advised that at a work session on August 12, 2003, staff presented to the Board of Supervisors an overview of the drainage maintenance program. Beginning in 1986, the program had one person, one backhoe and no funding. Today, the program consists of one engineer, athree-person crew, one August 26, 2003 767 concern about additional development standards. With the continued development on steep slopes, marginal soils and lots, staff offers the following recommendations: Short Term Actions as follows: 1. Amend the Roanoke County Erosion and Sediment and Erosion Control Ordinance. It is recommended that the disturbed area exemption be reduced from 10,000 feet which will allow improved enforcement efforts. 2. In October 2003, the State of Virginia will be making changes to Virginia's Uniform Statewide Building Code. These proposed changes will have a substantial impact on building permit requirements such as: • Owners/builders will be required to have soil testing for all building construction located in certain soil types. Building sites located in shrink/swell soils will require an engineered foundation design. • A building adjacent to a slope greater than 33% or a 3 to 1 slope will be required to meet minimum setbacks from the head and/or toe of the slope to provide protection from drainage, erosion and potential settlement problems. • Surface drainage must be diverted to a storm sewer or other approved collection point so it will not create a hazard. 3. It is recommended that site/grading plans be required for all residential permits. This issue will be worked through with the development community and the Roanoke Valley Homebuilders Association. Long-Term Actions as follows: 1. To amend Roanoke County's Subdivision and Development Standards to require over lot grading plans which will require that every lot within a subdivision to be designed at the planning stage. 2. The Comprehensive Plan update will include reviewing density and slope requirements for residential development. 3. To revise stormwater management, drainage, and floodplain requirements. a August 26, 2003 769 balance and appropriate $247,500 from fiscal year 2003-2004 General Fund revenue). The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Request to approve new Social Services positions and to appropriate monies to cover the related expenses. (Dr. Betty McCrary, Director, Social Services) A-082603-5 Dr. McCrary advised that at the work session held earlier this evening, she described the current work load of the Social Services Department and the need for additional staff. In the last three years, they have experienced substantial increases in the financial programs which include food stamps, Medicaid, and public assistance. There have also been substantial increases in requests for their services such as child protective services, foster care and adult protective services. At this time, they are unable to provide the services that citizens need in a timely manner. She is requesting that the Board appropriate $248,484 to the Social Services budget and authorize the seven requested additional staff positions. Supervisor Minnix advised that this has been an expensive evening for the Board because of the funds they have appropriated but these actions are necessary to continue to function as a government that answers the needs of it citizens. Supervisor Flora made the observation that this appropriation is not new 0 August 26, 2003 771 Spring Magisterial District, upon the petition of Christopher H. Hanes (Janet Scheid, Chief Planner) Petition withdrawn Chairman McNamara confirmed that this petition has been withdrawn 2. Second reading of an ordinance to rezone 1.31 acres from AG- 1 Agricultural Low Density District, to AV Village Center District, and to obtain a special use permit on 7.37 acres to operate a construction yard, landscape contractor, located at 5788 Kathryn Drive, Cave Spring Magisterial District, upon the petition of Ground Up, Inc. (Janet Scheid, Chief Planner) 0-082603-6 Ms. Scheid advised this is a request for a landscape contractor business to expand, and this business has been operating with no problems or complaints from the neighboring citizens. The Planning Commission concluded that as long as the business continues to operate as a landscape contracting business, no negative impacts are anticipated. This piece of property is not in the Clearbrook Overlay District and the Planning Commission approved the petition with the following conditions: (1) The Special Use Permit shall be for a landscape contractor business only. (2) The existing vegetation along the perimeter of the property is to be retained for screening. (3) Should a freestanding sign be proposed, it shall be of a monument type. The sign shall have a maximum area of thirty (30) square feet. a August 26, 2003 773 WHEREAS, legal notice and advertisement has been provided as required by law. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the zoning classification of a certain tract of real estate containing 1.31 acres, as described herein, and located at 5788 Kathryn Drive (Tax Map Number 98.04-1-5) in the Cave Spring Magisterial District, is hereby changed from the zoning classification of AG-1, Agricultural Low Density District, to the zoning classification of AV, Village Center District. 2. That this action is taken upon the application of Ground Up, Inc. 3. That said real estate is more fully described as follows: Tax Map No. 98.04-1-5 containing 1.31 acres 4. That the Board finds that the granting of a special use permit to Ground Up, Inc. to operate a construction yard and landscape contractor located at 5788 Kathryn Drive (Tax Map No. 98.04-1-3, 4, 5) in the Cave Spring Magisterial District is substantially in accord with the adopted 2000 Community Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the following conditions: (1) The Special Use Permit shall be fora landscape contractor business only. (2) The existing vegetation along the perimeter of the property is to be retained for screening. (3) Should a freestanding sign be proposed, it shall be of a monument type. The sign shall have a maximum area of thirty (30) square feet. 5. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Minnix to adopt the ordinance with conditions, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 3. Second reading of an ordinance to obtain a special use permit to operate a car wash located in the 1600 block of Washington Avenue, Vinton Magisterial District, upon the petition of M. L. Leonard, Inc. (Janet Scheid, Chief Planner) August 26, 2003 775 facility shall be limited to brick, split-faced block, drivit, wood, vinyl or combination of these materials. (5) No access to the site shall be allowed from Goode Park Drive, State Route 961 (Leisure Lane). (6) Should any utility or construction activity related to the development of the car wash sites cross or affect the Wolf Creek Greenway, the trail shall be returned to the pre-construction condition. Mr. Michael Leonard, President of M. L. Leonard, Petitioner; Mr. Philip Nickels, potential purchaser of the property; and Walter Hale, Engineer, were present to answer questions. Supervisor Altizer inquired if Mr. Leonard had read the conditions and understands that this is a special use permit. He also suggested that the buffering and trees should remain as defined by staff. Ms. Scheid explained that this condition is written so that staff can help the petitioner assess the significant mature trees which will remain in the buffer area. Supervisor Altizer advised that in Condition #1, part of the Greenway easement may be on this property but he understands that the petitioner has agreed that the Greenway easement will remain. Mr. Leonard stated that he would like to know the area of the easement and how much of the Greenway is involved. Ms. Scheid advised that she felt it was a matter of inches but Mr. Leonard stated that if the easement is found to be at least 15 feet, this may pose a problem. Ms. Scheid advised that she was fairly comfortable that the easement is at least one foot. Supervisor Altizer advised that he would suggest that the Greenway easement be stipulated at a maximum of up to two feet. Ms. Scheid advised that the August 26, 2003 777 WASH LOCATED IN THE 1600 BLOCK OF WASHINGTON AVENUE (TAX MAP NOS. 61.14-1-44 and 44.2), VINTON MAGISTERIAL DISTRICT WHEREAS, M. L. Leonard, Inc., has filed a petition for a special use permit to operate a car wash to be located in the 1600 Block of Washington Avenue (Tax Map No. 61.14-1-44 and 44.2) in the Vinton Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this matter on August 5, 2003; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on July 22, 2003; the second reading and public hearing on this matter was held on August 26, 2003. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board finds that the granting of a special use permit to M. L. Leonard, Inc. to operate a car wash to be located in the 1600 Block of Washington Avenue (Tax Map Nos. 61.14-1-44 and 44.2) in the Vinton Magisterial District is substantially in accord with the adopted 2000 Community Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the following conditions: (1) The development of this site will include C-2 to R-1 screening and buffer requirement between the developed site and the Greenway Trail. Any significant trees within this buffer yard, identified by Planning Staff during plan review, shall be preserved. If necessary, the owner shall provide for a maximum of two feet of Greenway Trail easement, at no charge to the County, within the boundaries of the buffer, for the preservation of the greenway. (2) The site shall be developed in a manner to absorb or to deflect any site-generated noise away from the adjoining public park and Greenway. (3) The on-premises signage for the site shall be limited to .5 square feet per foot of Washington Avenue road frontage. Any freestanding sign on the site shall be a monument type sign. (4) The exterior wall building materials of the car wash facility shall be limited to brick, split-faced block, drivit, wood, vinyl or combination of these materials. (5) No access to the site shall be allowed from Goode Park Drive, State Route 961 (Leisure Lane). (6) Should any utility or construction activity related to the development of the car wash sites cross or affect the Wolf Creek Greenway, the trail shall be returned to the pre-construction condition. 2. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed August 26, 2003 779 who is living there. He further stated that a condition of that type would pose enforcement difficulties. Supervisor Minnix advised that he understood the difficulty of enforcement, but if a citizen wanted to build two rooms onto his house for atwo-family house, he felt the neighbors would object to this. He asked Mr. Mahoney if he was telling him that he could not place that restriction on the petition. Mr. Mahoney asked for clarification from Ms. Scheid if duplexes are permitted in R-1 zoning. Ms. Scheid advised that duplexes are permitted in R-2 zones and detached single-family homes are allowed in R-1 zones. Mr. Mahoney advised that a property owner building two rooms onto his house would come within the detached single-family zoning in R-1. He also advised that a property owner with an accessory apartment could lease it to another unrelated party. Ms. Scheid advised that there is no restriction at this time on the petitioner leasing his entire house. Supervisor Minnix inquired if a house in that subdivision could be rented to two different families as a duplex. Ms. Scheid advised that this house is not a duplex but asingle-family house with an accessory apartment.. Supervisor Minnix asked Mr. Mahoney if this action is approved and the house is utilized as a duplex at a later time, could the County take action. Mr. Mahoney confirmed that the County could take action if it is rented as a duplex. There were no citizens present to speak on this item. Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara August 26, 2003 781 Road to determine if the posted speed limit is appropriate. Supervisor Church: (1) He advised that he had more information about the recent problems on Century Lane and he would give this to Mr. Covey. (2) He advised that he had received several calls about the unsafe situation on Harborwood Avenue near Green Hill Park concerning the winding road, the S-curve and horse trailers being unable to navigate the road. He asked that staff look into this situation. (3) He advised that Mr. Rodney Richardson recently unexpectedly thanked him and the other Board members for their efforts at making decisions in a tough job. He advised that it was nice to be appreciated. Supervisor McNamara: (1) He reported that the Board and Roanoke City Council held a joint meeting on August 22 and RVTV will be replaying the tape of that meeting. He advised that citizens can call the Clerk's Office at 772-2005 for the schedule of the dates and times. (2) He advised that five community meetings have been scheduled throughout the County during September 11 through 30 to discuss the proposed Regional Water and Wastewater Authority. If any citizen would like more information, they should call the Clerk's Office. (3) He expressed appreciation to the members of Boy Scout Troop 221 for attending the meeting. Supervisor Minnix: He advised that the possibility of having additional work sessions on the authority was discussed at the joint meeting with Roanoke City Council and asked if any meetings had been planned. Mr. Hodge responded that staff will meet with Roanoke City staff tomorrow and this will be one of the topics of .. r ti ACTION NO. A-090903-3.a ITEM NUMBER I-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Department of Social Services receives, throughout the year, additional appropriations for public assistance and services delivery. The state has made available $48,500 of federal grant money for the TANF (Temporary Assistance to Needy Families) Hard to Serve Program. The Department of Social Services cannot access these funds until the County has appropriated the same. The Board of Supervisors is requested to appropriate $48,500 to the fiscal year 2003-2004 Social Services hard to serve grant budget (606200) and to appropriate the related revenues from the state. This is an ongoing grant. FISCAL IMPACT: No fiscal impact - 100% federal/state reimbursement funds STAFF RECOMMENDATION: Staff recommends appropriation of $48,500 to the fiscal year 2003-2004 Social Services hard to serve grant budget (606200) and to appropriate same revenues from the state. r .. VOTE: ,~ ~-, Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Dr. Betty McCrary, Director, Social Services Rebecca Owens, Director, Finance 2 .- `~ 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: September 9, 2003 AGENDA ITEM: Request to appropriate grant in the amount of $48,500 for the TANF hard to serve grant program in the Department of Social Services COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Department of Social Services receives, throughout the year, additional appropriations for public assistance and services delivery. The state has made available $48,500 of federal grant money for the TANF (Temporary Assistance to Needy Families) Hard to Serve Program. The Department of Social Services cannot access these funds until the County has appropriated the same. The Board of Supervisors is requested to appropriate $48,500 to the fiscal year 2003-2004 Social Services hard to serve grant budget (606200) and to appropriate the related revenues from the state. This is an ongoing grant. FISCAL IMPACT: No fiscal impact - 100% federal/state reimbursement funds STAFF RECOMMENDATION: Staff recommends appropriation of $48,500 to the fiscal year 2003-2004 Social Services hard to serve grant budget (606200) and to appropriate same revenues from the state. ~. ACTION N O. A-090903-3. b ITEM NO. I-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request for appropriation of dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools Instructional Program SUBMITTED BY: Lorraine Lange Assistant Superintendent of Instruction APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Virginia Western Community College (VWCC) did not bill one class during second semester of the 2002-2003 school year. Roanoke County Schools paid the bill and received $1,215.50 from VWCC for teacher salary and use of the building. FISCAL IMPACT: Roanoke County Schools requests that $1,215.50 be appropriated to the instructional program, budget code: 797530-6501 ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of dual enrollment net revenue in the amount of $1,215.50. 1 _~ VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Dr. Lorraine Lange, Assistant Superintendent of Instruction Rebecca Owens, Director, Finance 2 ACTION NO. ITEM NO. ~ -_'ji AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request for appropriation of dual enrollment net revenues in the amount of $1,215.50 to the Roanoke County Schools Instructional Program SUBMITTED BY: Lorraine Lange Assistant Superintendent of Instruction APPROVED BY: Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Virginia Western Community College (VWCC) did not bill one class during second semester of the 2002-2003 school year. Roanoke County Schools paid the bill and received $1,215.50 from VWCC for teacher salary and use of the building. FISCAL IMPACT: Roanoke County Schools requests that $1,215.50 be appropriated to the instructional program, budget code: 797530-6501 ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of dual enrollment net revenue in the amount of $1,215.50. ACTION NO. A-090903-3.c ITEM NO. I-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request to transfer a 1975 GMC step van to the County of Appomattox Sheriff's Office for the fee of $1.00 SUBMITTED BY: J. R. Lavinder Chief of Police APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In 1993, the Roanoke County Police Department received a 1975 GMC step van from Roanoke County's Rescue 9. The van was used as a rescue squad vehicle. Since being received, the vehicle has been used for the Department's SWAT Team. As a result of its frequent use, first by Rescue 9 and then the SWAT Team, the van has ceased to have any value to the Roanoke County Police Department. The County of Appomattox Sheriff's Office is in the process of starting a SWAT Team. The Sheriffs Office has made an inquiry as to the purchase of the van for similar SWAT Team use in their county. It is the desire of the Police Department to transfer the vehicle to the County of Appomattox Sheriff's Office for the nominal fee of $1.00. FISCAL IMPACT: The vehicle is not mechanically sound and needs approximately $2,000 in mechanical work. ALTERNATIVES: The vehicle could be used in trade. However, the van only has a wholesale value of approximately $800.00 if it were in good mechanical condition. STAFF RECOMMENDATION: Staff recommends approval of the transfer of a 1975 GMC step van to the County of Appomattox Sheriff's Office for the fee of $1.00. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File J.R. Lavinder, Chief of Police Rebecca Owens, Director, Finance 2 e ACTION NO. ITEM NO. L- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: September 9, 2003 Request to transfer a 1975 GMC step van to the County of Appomattox Sheriff's Office for the fee of $1.00 J. R. Lavinder Chief of Police Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In 1993, the Roanoke County Police Department received a 1975 GMC step van from Roanoke County's Rescue 9. The van was used as a rescue squad vehicle. Since being received, the vehicle has been used for the Department's SWAT Team. As a result of its frequent use, first by Rescue 9 and then the SWAT Team, the van has ceased to have any value to the Roanoke County Police Department. The County of Appomattox Sheriff's Office is in the process of starting a SWAT Team. The Sheriff's Office has made an inquiry as to the purchase of the van for similar SWAT Team use in their county. It is the desire of the Police Department to transfer the vehicle to the County of Appomattox Sheriff's Office for the nominal fee of $1.00. FISCAL IMPACT: The vehicle is not mechanically sound and needs approximately $2,000 in mechanical work. ALTERNATIVES: The vehicle could be used in trade. However, the van only has a wholesale value of approximately $800.00 if it were in good mechanical condition. ':' _..- ~ STAFF RECOMMENDATION: Staff recommends approval of the transfer of a 1975 GMC step van to the County of Appomattox Sheriff's Office for the fee of $1.00. ACTION NO. ITEM NO. ~i -~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Request to hold a public hearing on September 23, 2003 regarding the issuance of bonds through the Virginia Resources Authority (VRA) for improvements to the wastewater treatment facility SUBMITTED BY: Diane D. Hyatt Chief Financial Officer APPROVED BY: Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: A~~'~-~'°~`~ SUMMARY OF INFORMATION: The City of Roanoke is in the process of making additional improvements to the Wastewater Treatment Plant. The costs of these improvements are currently estimated to be $47,600,000, including construction, engineering, land and easements. The five participating localities (City of Roanoke, Roanoke County, Botetourt County, City of Salem, and Town of Vinton) will share in the cost of the upgrade. Roanoke County's share is currently estimated to be $11.3 million. The County had been approved for a subsidized loan from the Virginia Water Quality Revolving Fund, to be issued through the Virginia Resources Authority. The bonds will be for athirty-year term, with an interest rate of 3.75%. The County is required to hold a public hearing on the issuance of these bonds, before adopting a resolution authorizing the sale of the bonds. Staff recommends holding this public hearing on September 23, 2003. STAFF RECOMMENDATION: Staff recommends approving the request to hold a public hearing for the issuance of these bonds on September 23, 2003. M-I GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenue Unaudited Balance at June 30, 2003 $8,977,656 6.60% July 1, 2003 Explore Park Loan Repayment $25,000 Balance at September 9, 2003 $9,002,656 6.62%~ Changes below this line are for information and planning purposes only. Balance from above $9,002,656 $9,002,656 6.62% 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 2003 - 2004 General Fund Revenues $135,971,831 6.25% of General Fund Revenues $8,498,239 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~ County Administrator M-~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited Balance at June 30, 2003 $360,172.56 Balance at September 9, 2003 $360,172.56 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~'~~ County Administrator M -3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2003-2004 Original Budget $107,940.00 July 8, 2003 Appropriation towards Roanoke Regional Airport Alliance (8,193.00) July 22, 2003 Appropriation towards Project 50 Capital Campaign (10,000.00) July 22, 2003 Reserve towards Project 50 Capital Campaign (5,000.00) August 12, 2003 Appropriation for debris removal and stablilization (15,000.00) Balance at September 9, 2003 $69,747.00 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~~ County Administrator M -y FUTURE CAPITAL PROJECTS 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 Savings from 1997-1998 debt fund 321,772.00 FY1998-1999 Original budget appropriation 2,000,000.00 FY1999-2000 Original budget appropriatio 2,000,000 Less increase in debt service (1,219,855) 780,145.00 Savings from 1998-1999 debt fund 495,363.00 FY2000-2001 Original budget appropriatio 2,000,000 Less increase in debt service (1,801,579) 198,421.00 FY 2001-2002 Original budget appropriatio 2,000,000 Less increase in debt service (465,400) Savings from 2001-02 debt fund 116,594 1,651,194.00 FY 2002-2003 Original budget appropriatio 2,000,000 Less increase in debt service (2,592,125) (592,125.00) FY 2003-2004 Original budget appropriatio 2,000,000 Less increase in debt service (2,202,725) (202,725.00) Balance at September 9, 2003 $8,435,088.00 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) July 1, 2002 School Budgeted Start-Up Costs HVHS/Glenvar Middle (35,047.00) July 1, 2002 Transfer to Operating in original 2002-03 Budget (566,818.00) July 1, 2003 Transfer to Operating in original 2003-04 Budget (250,000.00) Balance at September 9, 2003 - Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~~ County Administrator ,.. ~ ACTION NO. ITEM NUMBER M -~_ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: September 09, 2003 AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of July 31, 2003. SUMMARY OF INFORMATION: BANKERS ACCEPTANCE: SUNTRUST CAP 718,222.24 718,222.24 CASH INVESTMENT: ALEXANDER KEY - LIR 5,295.77 5,295.77 CERTIFICATE OF DEPOSITS: SOUTHWEST VIRGINIA SAVINGS & LOAN 100,000.00 100,000.00 COMMERICAL PAPER: ALEXANDER KEY FED 1,996,084.44 BRANCH BANKING & TRUST 997,925.00 EVERGREEN 1,245,362.66 MORGAN KEEGAN 997,420.00 SUNTRUST -CAP 1,995,856.94 7,232,649.04 CORPORATE BONDS ALEXANDER KEY FED 222,370.42 EVERGREEN 1,798,593.35 2,020,963.77 GOVERNMENT: ALEXANDER KEY FED 6,000,000.00 ALEXANDER KEY -Sub Acct 3,825,459.00 EVERGREEN 9,794,412.42 MORGAN KEEGAN 1,000,000.00 SUNTRUST -CAP 9,842,528.56 30,462,399.98 LOCAL GOVT INVESTMENT POOL: GENERAL OPERATION (G.O.) 9,014,206.05 9,014,206.05 a hr_ 111-~ MONEY MARKET: ALEXANDER KEY FED 21,172,579.60 EVERGREEN 0.73 FIRST UNION 2,295,046.16 ALEXANDER KEY -Sub Acct 491,513.88 SUNTRUST -CAP 4,554,232.44 SUNTRUST -SWEEP 3,807,647.95 32,321,020.76 REPURCHASE AGREEMENT: EVERGREEN 393,048.00 393,048.00 TOTAL 82,267,805.61 ,.. Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 August 30, 2003 MEMORANDUM To: Roanoke County Board of Supervisors This is a brief summary of the regular meeting of the Roanoke Valley Clean Valley Council held August 26, 2003 at the meeting room of the Roanoke Valley Resource Authority. The meeting was conducted by the newly elected president, Owen Grogan. Executive Director Ann Masters stated that finances were on schedule, but this will be a tight budget year. A household hazardous waste collection will be held September 13, starting at 9:00 at the Roanoke Civic Center. Volunteers from the Clean Valley Council will participate. A fall cleanup day is scheduled for Saturday, October 4. Emphasis will be on waterways and green spaces. See the attached notice. This year's earth summit for high school juniors and seniors will be held November 6 at the Higher Education Center. The theme will be illegal dumping and littering. The 25th anniversary of the Clean Valley Council will be celebrated by a catered dinner and program at Boxtree Lodge on November 13, 2003. The cost will be $50 a head (not a fund raiser). Local governments will be encouraged to reserve at table at the event. Outgoing president Laura Wasco was thanked for her service and presented with a gift. Please let me know if you have any questions. ~~ ~~~ M - to Friends of the Roanoke Valley's Waterways and Green Spaces FALL CLEAN UP 2003 is on Saturday, October 4th 9:00 a.m. till Noon A day for cleaning up litter from our "S~lf acid t`U~f " Form your Trash Team today! Register with........ Crean Valley Council 540 345-5523 (x:345-5422 cleanvalle~council roacoxmail.com www.cleanvalle~.orQ ,~1" ~n Please fill out Registration Form on back and fax or mail to: Clean Valley Council, inc. P O .Box 523 Roanoke Valley, VA 24003-D523 M-~ ~II~~#~ of ~n~cnuke ~ ~~~~ ~~ ru- O~ EtOANp~~ '~ ~, L ti ~ Z ~ ~ 2 o ~~ i 38 DECLARING SEPTEMBER 22, 2003, AS FAMILY DAY - A DAY TO EAT DINNER WITH YOUR CHILDREN !N THE COUNTY OF ROANOICE WHEREAS, the use of illegal drugs and the abuse of alcohol and nicotine constitute the greatest threats to the well-being of America's children; and WHEREAS, surveys have found that children and teenagers who routinely eat dinner with their families are less likely to use illegal drugs, alcohol and cigarettes; and WHEREAS, these surveys found that teenagers who rarely eat dinner with their families are 72 percent more likely than the average teenager to use illegal drugs, alcohol and cigarettes; and WHEREAS, teenagers who almost always eat dinner with their families are 31 percent less likely than the average teenager to use illegal drugs, alcohol and cigarettes; and WHEREAS, the correlation between family dinners and red~Iced risk for teen substance abuse are well documented, and parental influence is known as one of the most crucial factors in determining the likelihood of substance abuse by teenagers; and WHEREAS, Family Day, which was established in 2001 by the National Center on Addiction and Substance Abuse at Columbia University: emphasizes the importance of regular family activities in parent-child communication and encourages Americans to make family dinners a regular feature of their lives. NOW THEREFORE, I, Joseph McNamara, Chairman of the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim and recognize September 22, 2003, as FAMILY DAY - A DAY TO EAT DINNER WITH YOUR CHILDREN in the County of Roanoke; and FURTHER urge all citizens to observe Family Day by making family dinners a regular part of their children's lives. ~~b,..____~ seph McNamara, Chairman C.~-~,• ~e-~ Elmer C. Hodge, County Administrator ~ ~. ~ 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: September 9, 2003 AGENDA ITEM: Work session to discuss the proposed Regional Water and Wastewater Authority SUBMITTED BY: Diane D. Hyatt Chief Financial Officer Gary Robertson Utility Director APPROVED BY: Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the July 22 meeting, the Board requested that a work session be scheduled during the first meeting of each month to provide an update concerning the proposed Regional Water and Wastewater Authority. Accordingly, this time has been set aside as part of a series of monthly work sessions to provide information to the Board regarding the status of the proposed authority. ACTION NO. ITEM NO. ~- cal AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 9, 2003 AGENDA ITEM: Work session to discuss preliminary unaudited year end financial information for fiscal year 2002-2003 SUBMITTED BY: Rebecca E. Owens Director of Finance APPROVED BY: Elmer C. Hodge ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for a summary review of the financial results of fiscal year 2002-2003. ACTION NO. ITEM NO. ~ RD OF SUPERVISORS O ONOCENOTER A REGULAR MEETING OF THE BOA T T THE ROANOKE COUNTY ADMINISTRA A VIRGINIA HELD A COUNTY, September 9, 2003 MEETING DATE: discuss proposed revisions to the solid waste Work session to AGENDA ITEM: ordinance SUBMITTED BY: Anne Marie Green Director of General Services Elmer CAdm ngstrator AppROVED BY: County OUNTY ADMINISTRATOR'S COMMENTS: C SUMMARY OF INFORMATION: in townhouse ' ed in 1994. Since that time, vaar'n~ s issues have service on private roads The Solid W aste Ordinance was last revis which is acceptable for automated and arisen which need to be adden~se h~e type f waste at and removed from the curb. At laced ermits, and condominium developm ad for first and second and brush pickup, and when cans should be p view the issues with the Boar e, e d Y en, if time bulk tans to re the work sessionou of problem areas. The ordinance should conduct a short t reading in October. ~ ~ ~• AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION 090903-04 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 Flora to adopt the resolution, and carried by the following recorded vote: AYES : Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Closed Meeting File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each 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. 1 - ~~ Worksession-Financial Information June 30, 2003 September 9; 2003 Mr. Chairman and members of the Board Our auditors KPMG arrived yesterday to begin our audit for the fiscal year ended June 30, 2003 and I am very pleased to present a draft of the unaudited preliminary General Operating Fund Revenues and Expenditures which reflects a very favorable year-end that should allow us to address our C-I-P initiatives. The projected revenue greater than budget is $1,230,772 and expenditure savings are $ 248,689 for a total increase in overall position from operations of $1,479,461 I would like to take a few moments and walk you through the summarized information of revenues and expenditures that you have in front of you and then Brent will speak to the variances of some of the revenues: Before any designations or commitments, general fund actual revenues were $2,483,641 over budget. Of this amount: $119,000 is designated revenue for an Economic Development Incentive for Walmart. Under an agreement that the County has with Walmart for the new store in Bonsack, we are liable to pay them this amount out of the sales tax revenues they generated for calendar year 2002. Because of this, we have designated this amount of the excess revenues for 2002-03. The payment that will be due to Walmart for 2003-04 has been budgeted in the 2003-04 budget. $27,122 is designated revenue for Courthouse fees for maintenance which is stipulated by the state code to be reserved. (section 14.1-133.2) r ~ be u~d t~f~ bbl « sa~cht bldg . $396,483 is designated revenue for rescue fees which were above budget estimates. This fee was approved by the BOS in May 8, 2001 and went into affect November 1, 2001. ~, ~~ (°5°ID colle~h.ans- c~lcchn915°ID n -r ~mPlemal~d ~mmcd . Under commitments: ~~ aoo3, rcc-d , . . $230,463 is committed and was approved by the Board as part of the 2003-04 budget for the HP Migration Project. r ~ •- • $103,801 is committed and was approved by the Board at the July 8, 2003 meeting to complete the purchase of the new touch screen voting machines. The total purchase of this equipment was $498,801 of which $215,000 was funded by federal grants and $180,000 was funded in the 2003-04 budget, leaving this commitment of $103,801 $376,000 is committed and was approved by the Board at the August 12, 2003 meeting for the purchase of equipment and additional staffing for the expansion of bulk and brush collection service. Once we subtract these designated revenues and commitments, this leaves $1,230,772 in revenues greater than budget. To summarize the expenditure uses, the County operations for the year ended June 30, 2003 resulted in expenditure savings of $429,563. Based upon the policy for the rollover of year end savings the departments were able to request up to 60% of savings within their own department for special purchases as approved by the County administrator. Department rollover requests totaling $180,874 have been carefully reviewed and are consistent with the Board rollover policy. This leaves a net expenditure savings for the fiscal year of $248,689. Again, the projected increase in overall position from operations for the year ended June 30, 2003 is $1,479,461 which should help in meeting the needs of our Capital Improvement Program. I would be happy to answer any questions that you may have on the summary information presented. If there are no questions, Brent will now discuss the revenues in more detail. e~ -c~xd ca~nccrr~5 abo~- u5. f~-r ~ ~ ~nd ctrl- -~ nit- ~ ~nn~ U~t,S~t~tY~ ~C~rS~tlftcl (lc~~~ . ~i~ o~ ROANp,~,~ ~ ' A ,' ~ ~ ~ 1838 Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Michael W. Altizer Windsor Hills Magisterial District Vinton Magisterial District Richard C. Flora, Vice-Chairman Joseph B. "Butch" Church Hollins Magisterial District Catawba Magisterial District H. Odell "Fuzzy" Minnix 2003 Cave Spring Magisterial District September 10, Pastor Joe Coppolo Glad Tidings Assembly of God 7422 Deer Branch Road, NW Roanoke, VA 24019 Dear Pastor Coppolo: On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, September 9, 2003. We believe it is most important to ask for divine guidance at these meetings, and the Board is very grateful for your contribution. Thank you again for sharing your time and your words with us. It was good to have you with us. With kindest regards, eph McNamara, Chairman oanoke County Board of Supervisors OFFICE: FAX: VOICE MAIL: (540)772-2005 (540)772-2193 (540)772-2170 E-MAIL: bos ~co. roanoke.va. us O~ POANp~~ ~ rA A z ' G~ z v a~ 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us Mr. Jason B. Perdue 5929 Windcrest Lane Roanoke, VA 24012 Dear Mr. Perdue: P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 September 10, 2003 BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us I am pleased to inform you that, at the Board meeting held on Tuesday, September 9, 2003, Supervisor Flora appointed you to serve as the Hollins Magisterial District representative on the Capital Improvements Program (CIP) Advisory Committee. This appointment is for a one-year term which began on September 1, 2003 and will expire on August 31, 2004. Mr. Brent Robertson, Director of Management and Budget, will be contacting you in the near future to provide information regarding the date and time of the first committee meeting. 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. On behalf of the Board of Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Enclosure C~.v~t~#~ n~ ~.a~tz~u~ Diane S. Childers Clerk to the Board of Supervisors cc: Brent Robertson, Budget Director OF ROANp,~~ ~ ,~ z c~ z ~ a 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us Mr. Lee B. Eddy 2211 Pommell Drive Roanoke, VA 24018 Dear Mr. Eddy: P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 September 10, 2003 BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton ~co.roanoke.va.us I am pleased to inform you that, at the Board meeting held on Tuesday, September 9, 2003, Supervisor McNamara appointed you to serve as the Windsor Hills Magisterial District representative on the Capital Improvements Program (CIP) Advisory Committee. This appointment isfor aone-year term which began on September 1, 2003 and will expire on August 31, 2004. Mr. Brent Robertson, Director of Management and Budget, will be contacting you in the near future to provide information regarding the date and time of the first committee meeting. 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. On behalf of the Board of Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, ~• C~~ Diane S. Childers Clerk to the Board of Supervisors Enclosure C~.a~xz~~ .a~ ~n~t~~~.~ cc: Brent Robertson, Budget Director ', Brenda Holton -Bob Guthrie s resolution of appreciation Page 1 From: Brenda Holton To: Debbie Pitts; Pete Haislip Date: 9/4/03 8:40AM Subject: Bob Guthrie's resolution of appreciation Pete and Debbie, Bob is coming to the Sept 9th Board meeting at 3 p.m. to accept his resolution of appreciation. He advises that his family will not be coming since he had such nice reception at Parks & Rec. Would either or both of you like to attend the Board Meeting. Please let me know if you can make it. Also, I found some information in the Youth Sports brochure that you put out and added that to the resolution. Would you please review the resolution again. Thanks Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers ~~.A County Website Expands With Forms, Publications & Services! Many forms and publications now available online, including Roanoke County's Community Use Manual. You can now access more information about Roanoke County Parks, Recreation & Tourism than ever before, through the department's website. Along with seasonal programs, we now include department jobs, a parks map with directions and amenties, more information about special events, and dedicated pages for each of our department's sections. In addition, you can sign up for Parks, Recreation & Tourism news and announcements by clicking on the Subscribe link on our department's home page. Want to schedule a corporate picnic or event at one of our parks? Use the Online Special Use Application, under our Parks section to streamline your request for large picnics or private events. More and more department publications and forms are added to our website each week, all in the popular Adobe PDF format, including: • Roanoke County's Community Use Manual; • Forms and applications, like the applications for the Equestrian Center at Green Hill Park, Special Use Permits, and Athletic Field Use Permits, and other forms; • Teen News and programs from Brambleton Teen Center; • Back issues of this Youth Sports newsletter. To find out more about the programs and services we offer, check out the Roanoke County Parks, Recreation & Tourism website at: www.co.roanoke.va.us/parks. FALL PRCiGRAMS & EVENTS CHEERLEADING OLYMPicS September 21, 2003 at Hidden Valley High ~ / School. Pre-registration required by Sept. 5th, a~~ 2003. Call (540) 387-6078 ext. 243 for more information. ~ COUNTY CLASSIC ( Recreational Soccer Tournament. October 18-19, 2003 at Roanoke County's Green Hill ~, Park. Call (540) 7747272 for more info. Field Use Permits Available for Non-Sanctioned Athletic Groups Roanoke County requests that all outside organizations and non-sanctioned athletic groups (AAU, travel and competetive teams) obtain a Field Use Permit before using Roanoke County facilities. Call (540) 387-6078 for more information about obtaining Field Use Permits for non- sanctioned athletic groups. 2 The End of an Era for Youth Athletics Bob Guthrie saw the beginning of Roanoke County's youth athletics program. After 30 years service to ,~ Roanoke County's Youth Athletics programs, Bob - .~- Guthrie officially retires .~- from Roanoke County's '~ Parks, Recreation and Tourism department in ~ ,.1 August 2003. Bob has coached youth ~`` ~',:~` sports nearly 40 years, ^w ----' recollecting that he coached baseball, and various other sports, for years before coming to work for Roanoke County. Of all the sports Bob has been involved with, baseball remains his favorite. Bob started his career with Roanoke County Athletics in August 1973, at the beginning of Roanoke County's youth athletics program. Bob was inducted into the Salem-Roanoke Hall of Fame in 1998, in recognition of his service and dedication to youth baseball in the Roanoke Valley. Also in 1998, Bob received the National Little League Volunteer of the Year Award for Little League's District 12 that reaches across southwest Virginia. After retiring from Roanoke County, Bob plans to continue coaching youth baseball, work around the house and travel. NYSCA Training For Recreation Club Coaches Our athletics section holds monthly ~~ National Youth Sports Coaches ,.~ Association (NYSCA) clinics for youth NYSCA sports coaches. This program is committed to making coaches aware of National Youth Sports their responsibility to the psychological, Coaches Association physical and social needs of youth in sports. The fee is $20 per coach for certification, plus a $10 deposit for asport-specific training video. The clinic provides the following benefits: • 4 Issues Youth Sports Journal magazine. • $1,000,000 Liability Insurance after Basic Certification. • $2,000,000 Liability Insurance for Coaches Club Members. • $15,000 Accident/Medical Insurance for Coaches Club. • Membership Card/Decal. • Club USA Partnership Discounts. Clinics are offered year round for all sports, but pre- registration required by the 1st of each month. Clinics are held the second Wednesday of each month, at 6 PM, at the Public Service Center. Call (540) 387-6078 ext 243 to pre-register. YOUTH SPORTS -JULY 2003 From: Debbie Pitts To: Pete Haislip Date: 7/14/03 4:12PM Subject: Re: Fwd: Howard R. Guthrie retirement resolution tried to liven it up a little... Debbie Pitts Assistant Director of Recreation 540-387-6078 ext 252 Our Work is Your Play! »> Pete Haislip 07/08/03 03:34PM »> I think you could do a better job than me on this. Thanks. Pete Haislip Roanoke County Parks, Recreation, and Tourism "Our Work Is Your Play" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF HOWARD R. GUTHRIE, PARKS, RECREATION & TOURISM DEPARTMENT, AFTER THIRTY YEARS OF SERVICE WHEREAS, Howard R. Guthrie was employed by Roanoke County on July 15, 1973, as a Recreation Instructor in the Parks, Recreation & Tourism Department; and WHEREAS, Mr. Guthrie retired from Roanoke County on August 1, 2003, as the Youth Athletics Program Supervisor, after thirty years of service; and WHEREAS, Mr. Guthrie has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens; and WHEREAS, Mr. Guthrie has been a positive influence on the children of Roanoke County by fostering teamwork and sportsmanship through his management of Roanoke County's organized youth team sports. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOWARD R. GUTHRIE for thirty years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 1 • y From: Brenda Holton To: Pete Haislip Date: 7/8/03 2:54PM Subject: Howard R. Guthrie retirement resolution Attached is a resolution of appreciation for Mr. Guthrie upon his retirement on August 1, 2003. He wants to attend the September 9th Board meeting at 3 p.m. to accept the resolution. Would you review the resolution and add something to it to make it more personal? Thanks, Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 9, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF HOWARD R. GUTHRIE, PARKS, RECREATION & TOURISM DEPARTMENT, AFTER THIRTY YEARS OF SERVICE WHEREAS, Howard R. Guthrie was employed by Roanoke County on July 15, 1973, as a Recreation Instructor in the Parks, Recreation & Tourism Department; and WHEREAS, Mr. Guthrie retired from Roanoke County on August 1, 2003, as Recreation Program Supervisor, after thirty years of service; and WHEREAS, Mr. Guthrie has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life and safety for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOWARD R. GUTHRIE for thirty years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 1 ~ ~ .r .'"'~, , ,~ Name of Employee: Dates of Employment: Current Position: Retirement Date: Length of Service: CC~lJN11' OF~ R®,~t+,iOKE Re~ire~~~ des®It~~i~n ~orrra (To be completed at the exit intNrview session with the retiring employee) -, JUNZQ~ ~,' ~' ~ ~r% i lJ r.. ~~---~ '~ . Previous Positions Held: Other Information: ~ ~~ Board Meeting dates during retirement month: ~) __ ~ eD~ n-,1~ ~ 9 7 G c5~ ~`~ Plans to attend board meeting on -%. ~„~,,ha~ 9 -- date. Would like to attend a board meeting at a later date. Date requested is: _ Does not plan to attend a board meeting. Please mail resolution _s' . .~__7°_ _ Hurr:an Resources Signature Date From: Sheila Obenchain To: Brenda Holton Date: 6/18/03 2:58PM Subject: Re: Fwd: Bob Guthrie's Retirement Reception You will have it within the next week. He isn't retiring until August 1, 2003. He is just taking AL until then. Thanks, Sheila »> Brenda Holton 06/18/03 02:45PM »> Sheila - do you know when we will get Bob Guthrie's information for retiremen resolution. No hurry -just saw the retirement party invitation and wondered when he was retiring. Thanks, Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton a(~.co.roanoke.va.us »> Carla Frazier 06/18/03 02:40PM »> Hi Brenda and Diane, Bob Guthrie is in one of the departments Sheila Obenchain here in HR handles. You will need to inquire about this to Sheila. Have a nice afternoon. Carla »> Brenda Holton 06/18/03 02:38PM »> Diane, I have not received any information from HR about his retirement. By copy of this email, Carla - do you have the retirement information for Bob Guthrie yet? Thanks Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton(a~co.roanoke.va.us »> Diane Childers 06/18/03 01:43PM »> Brenda, Do we have him on a future agenda for recognition? Diane ,, Diane S. Childers Clerk to the Board County of Roanoke Phone: (540) 772-2003 Fax: (540) 772-2193 D 'fie Childers -Greg Denton 562-3900 ext 253 Page 1 I L..... _ w_ ,__ _ _____ ~ ~_.. - J From: Mary Brandt To: Brenda Holton; Diane Childers Date: 9/3/03 10:57AM Caller: G€eg Denton Company: Schools Phone: 562-3900 ext 253 [*] Telephoned [ ]Please call [ ]Will call again [*] Returned your call [ ]Wants to see you [ ]Came to see you [ ]Urgent He will attend next week's Board meeting at 3:00 p.m. Dr. Lange will also attend. Mary cc: Diane Mary V. Brandt Office Support Specialist Board of Supervisors 540-772-2005 mbrandt@co.roanoke.va.us Dime Childers -report Page 1 From: "BRENDA F. CHASTAIN" <bchastain@res.k12.va.us> To: <dchilders@co.roanoke.va.us> Date: 8/28/03 10:05AM Subject: report At our board meeting last night, we recognized our music program. For the second year, it received an award for being named one of the top 100 school music programs in the country. Mr. Greg Denton is the contact person - 562-3900 ext. 253. Your board recognized this last year. Also, attached is a board report for an appropriation. Call me if you have any questions. Thanks Diane. Brenda F. Chastain, Clerk Roanoke County School Board 5937 Cove Road Roanoke, VA 24019 562-3900 Extension 112 562-3993 (fax) bchastain@res.k12.va.us "The things that count most cannot be counted" Author Unknown _ ~ ~:: _ _ J• ^\~ ~ ~~~. « , - linauy°spreau- ~~,m~« ~~v~.u-an.~ e which d a small brush fir , .. _ ,,-~~~~~ ~..~= o - ~...... osed a dan er she said, because p g . raffic was being ro to o --_.:::» T r some of 220 S cause firefighters quickly extinguished. wires from an exploding trans- o . Virginia 419, U. d ~1h1rs One of the transformers former can fly 50 to 60 feet. The s_ the back roa the lieutenant said, exploded two buildings were only about 20 ghawna Morrison can be reached ad, er , causing quite alight show for to 30 feet away from the at 981-3349 morrison@roanoke.com. or shayyna anyone watching. She said the transformers. - . in Virginia ~~~ _ 4~ `~~ r~ ,~~ ~~, ~ .~ les Tax* y .p:r ;~ the conference, ~usi ~Qn~ °d l _!LY~~,$~~n~~ii°~°~1r1J°'ti •~ ~ - -,P~ ,.~~ ~yy~ ~ b~erga(2~ Oj -~-~ '1 C`3 AAn1 9l11 ain ~~i~.»~ ~~.»nr~n .a~w Roanoke County is in top 100 communities for music education For the second year in a row, Roanoke County has been includ-` ed in the top 100 communities in the United .States for music education. The American Music Confer- ence and several other associa- tions sponsored the list, which judges public and private school music programs based on funding, facilities, instruction time and other criteria. According to the conference's Web site., school staff or parents from all 50 states par- ticipated in the Web-based survey last winter. Last year, four Virginia com- munities made the list; just Henri- co and Roanoke counties did so this year. Nationwide', according to .c 'edticatibn faces an increasing crisis "as bud- get cuts and a new emphasis on standardized testing threaten to marginalize arts programs." Greg Denton, coordinator of fine arts for the school district, thanked the Roanoke County School Board on Wednesday night for preventing such an erosion in the county. -- Denton brought several music teachers with him, and board chairwoman Marion Roark credit- ed them with the program's success. "Just keep doing what you're. doing," she said. Oyt t(ae Net: wurw. amc-music. cam/mu- sicma.king/schools/survey. htm -- LISA APPLEGATE '~{aann ~fra^e aaayntiue American Music Conference :...; ~ . ~. ... ~ Mu~i~ 1'-~ak[r~ The E3rain Wellness Our Schools Public Policy Technalogy History Philanthropy Join Or Donate Today! Copyright ©2003 American Music Conference HOME .CONTACT US .SEARCH ~3ur ~~h~lt~ls Page 1 of 2 Best 100 Communities far Music Education in America: 2003 Survey Music is an indispensable part of ever) child's education-but in these days of budget cuts and eroding priorities, wh is the best music education to be foun In the winter of 2003, people throughr America completed an Internet survey providing information about public anc private music education in their local areas. The results are now in, and communities have been named the be places in the nation to learn about mu To view the list-in addition to a wealth of other materials describing the survey, the sponsors and the importance of mug education-please use the links on this page. Conducted by the American Music Conference (AMC); MENC: T National Association for Music Education; MTNA, the Music Teachers National Association; NSBA, the National School Boar Association; Perseus Development Corporation; VH1 Save the Music Foundation; and Yamaha Corporation of America, the survey represents an unprecedented partnership among the nation's leading organizations working on behalf of music and education. ~ Best 100 Communities List ~ Details an this year's results ~ About the Survey ~1 Participating Organizations ~ Gallup Poll .~ History of Music Education •+~ Who Loves Music .~ Your Child's Music Education •~ Press Contacts +I~YANIA~#A ~~~~~-~r~~rc~s http://www.amc-music.org/musicmaking/schools/survey.htm 9/3/2003 About Us Join Partners .Support Music . Research Music Making News & Euents Family Ar American Music Conference i Music ~~kir~ The Brain Wellness Our Schools Public Policy Technology History Philanthropy Join Or Donate Today! Copyright ©2003 American Music Conference HOME .CONTACT US .SEARCH For Immediate Release: March 31, 2000 Contact: Debra DiMaio (ddimaia@giies.com) Giles Communications (914) 798-7134 Page 1 of 3 BEST 100 COMMUNITIES FOR MUSIC EDUCATION MARK SMALL BRIGHT SPOTS IN IMPENDING NATIONAL CRISIS -Roster Calis Attention to Unprecedented School Budget Cuts- CARLSBAD, CA-Persevering in the face of widespread budget cuts, 100 communities in 30 states have been named the Best 100 Communities for Music Education in America for 2003. The list, which represents an annual snapshot of music education at its best, stands in relief against a backdrop of widespread education budget cuts that threaten these and other music programs across the country. It is based on a nationwide survey conducted earlier this year by The American Music Conference and several partner organizations in the fields of music and education. The unveiling of the survey results marks the culmination of "Music In Our Schools Month," an annual observance that highlights this vital topic. Earlier this month in Washington, The Music Education Coalition-an advocacy group that includes several of the same organizations that conducted the survey-launched a new online resource for music education advocates at www.SupportMusic.com, in response to the current situation. This new Web tool joins other established online resources like the Web site of the American Music Conference (www.amc-music.org) that inform and empower parents facing school music program funding cuts. More than at any previous time, the fourth annual survey highlights danger as well as success. Music education faces a crisis in America, as budget cuts and a new emphasis on standardized testing threaten to marginalize arts programs-even as new scientific evidence indicates they are more important to kids' development than previously suspected. Currently, up to 28 million American students do not receive an adequate music education., and the picture could well get worse. http://www.amc-music.org/musicmaking/schools/survey/bestcommunities.htm 9/3/2003 About Us Join Partners .Support Music . Research Music Making News & Euents Family A~ ~~~~~ ~~Iinc American Music Conference Page 2 of 3 According to the Music Education Coalition, the current round of budget cuts could lead to curtailment of programs depriving as many as 30 million students-more than 60 percent of those enrolled in grades K-12-of an education that includes music. Communities represented on this year's Best 100 list are not immune from the danger. Ironically, these cuts come at a time when the importance of music education is better understood than ever before. The College Entrance Examination Board found, for example, that students in music appreciation scored 63 points higher on the verbal and 44 points higher on the math sections of the SAT than students with no arts participation. U.S. Department of Education data on more than 25,000 secondary school students found that students who report consistent high levels of involvement in instrumental music over the middle and high school years show "significantly higher levels of mathematics proficiency by grade 12." And a 1999 study published in Neurological Research showed that 237 second grade children who used piano keyboard training and newly designed math software scored 27 percent higher on proportional math and fractions tests than children that used only the math software. This year's survey was conducted jointly by the country's top organizations devoted to music and learning. The American Music Conference (www.amc-music.org) joined MENC: The National Association for Music Education (www.menc.org), The Music Teachers National Association (www.mtna.org), The National School Boards Association (www.nsba.org), Yamaha Corporation of America (www.yamaha.com) and VH1 Save The Music Foundation (www.vhlsavethemusic.com) in creating the survey and interpreting the results. Perseus Development Corp. of Braintree, MA (www.perseus.com) donated its time and expertise to implement the web survey and to analyze the data it generated. The results show that successful music programs are to be found in communities that balance measurable resources, such as budgets and buildings, with less tangible assets-such as the will to make quality music education a reality. The top schools for music education are to be found in urban communities and rural ones, in wealthy areas and not-so-wealthy ones, but the common thread is that they benefit from the support of parents, teachers, school decision-makers and community leaders who value music education highly. In today's environment, that community's willpower can be all that stands between a music program and its elimination. "We are seeking to illustrate that music must take its rightful place alongside English and math as a subject that is core to any quality curriculum," says AMC Executive Director Rob Walker. ~~Unfortunately, even people who understand the importance of music education may not be aware of the depth of this crisis. By calling attention to communities that are doing well, we also want to make sure people understand the commitment necessary from communities that demand a quality education for their children-and how many other http://www.amc-music.org/musicmaking/schools/survey/bestcommunities.htm 9/3/2003 L Diane Childers - Re: Closed Meeting~__ Page 1 From: Paul Mahoney To: Diane Childers Date: 9/4/03 9:26AM Subject: Re: Closed Meeting Diane: ECH and I just spoke about this. Let me suggest the following: Sec. 2.2-3711.A(30) to discuss the terms and scope of a contract with the City of Roanoke for the creation of a water and sewer authority, where discussion in open session would affect the bargaining position or negotiating strategy of the County. This section is a recent (2003) amendment to the State Code. Paul »> Diane Childers 09/04/03 08:36AM »> ECH has added a closed meeting to discuss contract negotiations with Roanoke City on the water and sewer authority. Can you send me the appropriate code section? I am thinking maybe 2.2-3711 A (7). Thanks Paul. CC: Elmer Hodge r ~ o~ AOAN ,Y~ ti' ''as ~ ~ rags Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Windsor Hills Magisterial District Richard C. Flora, Vice-Chairman Hollins Magisterial District September 9, 2003 Joseph A. Califano, Jr. Chairman and President Family Day, CASA 633 Third Avenue, 19th Floor New York, NY 10017 Dear Mr. Califano: Michael W. Altizer Vinton Magisterial District Joseph B. "Butch" Church Catawba Magisterial District H. Odell "Fuzzy" Minnix Cave Spring Magisterial District Enclosed is a copy of the Proclamation declaring September 22, 2003, Family Day in the County of Roanoke, Virginia, as you requested. I wish you success with this initiative. With kindest regards, .tt'~, eph McNamara, Chairman oanoke County Board of Supervisors OFFICE: FAX: VOICE MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 E-MAIL: bos ~ co.roanoke.va.us The National Center on ~/~ ,,' Addiction and Substance Abuse ~ ~ *"`~`' ~ ~ ; ~' ~ at Columbia University 7 '' ` ` ; ~~ ~ ` s?~~~ ` ~ } ; 3 -~.~.. ~~'~ i.~...., v.....~.~..~.~...._~.,..~,.,.. _.~ a 633 Third Avenue New York, NY 10017-6706 phone 212 841 5200 fax 212 956 8020 www.casacolumbia.org Board of Directors Joseph A. Califano, Jr. Chairman and President Lee C. Bollinger Columba Bush Kenneth I. Chenault Jamie Lee Curtis James Dirnon Peter R. Dolan Mary Fisher Douglas A. Fraser Victor F. Ganzi Leo-Arthur Kelmenson Donald R. Keough David A. Kessler, M.D. Manuel. T. Pacheco, Ph.D. Joseph J. Plumeri II E. John Rosenwald, Jr. Michael P. Schulhof Louis W. Sullivan, M.D. John J. Sweeney Michael A. Wiener July 14, 2003 Mr. Joseph McNamara Supervisor, Chairman Roanoke County P.O. Box 29800 Roanoke, VA 24018-0798 Dear Mr. McNamara: v---., ^t" / r ~, ~~~~ ~~ The National Center on Addiction and Substance Abuse (CASA) at Columbia University asks for your support with Family Day-A Day to Sat Dinner With Your Children, an initiative that helps to reduce substance abuse among children and teens throughout America. We are asking you to issue a proclamation establishing Family Day, the fourth Monday of every September, to be held on September 22nd~n 2003. Last year, President Bush, thirty-five governors, the mayor of Washington, D.C. and the mayors of many other cities declared Family Day. A national effort to promote family dinners as a natural, effective way to reduce teen substance abuse risk, Family Day is meant to remind Americans of the value of parental engagement and encourage them to make family dinners a regular part of their lives. Research by CASA has consistently found that the more often children eat dinner with their parents, the less likely they are to smoke, use illegal drugs or abuse alcohol. Teens from families that almost never eat dinner together are 72 percent likelier than the average teen to use illegal drugs, cigarettes and alcohol, while those from families that almost always eat dinner together are 31 percent less likely than the average teen to engage in these activities. For the second year, The Coca-Cola Company is the national sponsor. DirectorsTmeritus With the help of Viacom Outdoor, bus and subway posters will advertise James E. Burke (1992-1997) Family Day in nine major metropolitan areas . National Amusements has Betty Ford (1992-1998) agreed to place Family Day information on over 1, 000 movie screens in Barbara C. Jordan (1992-1999) 12 states . National sponsors include the AFL-CIO, U. S . Chamber of LaSalle Leffall (1992-2001) Commerce, National PTA, U. S . Department of Health and Human Services' Nancy Reagan (1995-2000) Administration for Children and Families, U.S. Department of Justice's Linda J. Rice (1992-1996) Drug Enforcement Administration and the Community Anti-Drug Coalitions George Rupp (1993-2002) of America (CADCA) . Michael L Sovern (1992-1993) Frank G. Wells (1992-1994) For your reference, enclosed is draft language for a proclamation. Please send a copy of the completed one to Family Day, CASA, 633 Third Avenue, 19th Floor, New York, NY 10017. If you need more information or have questions about Family Day, please contact me or Jennie Leszkiewicz, our point person on this project at CASA, at (212) 841-5248. Sincerely, h ~.~ ~.~ ~ C~~ ~ ~ Joseph A. Califano, Jr. What is Family Day? "Family Day--A Day to Eat Dinner With Your Children" is a national effort to promote parental engagement as a simple, effective way to reduce substance abuse by children and teens and raise healthier children. Family Day emphasizes the importance of regular family activities in parent-child communication and encourages Americans to make family dinners a regular feature of their lives. In 2001, The National Center on Addiction and Substance Abuse (CASA) at Columbia University launched Family Day as an annual event, which takes place on the fourth Monday of each September, the 22"d in 2003. Background Since 1996, CASA research has consistently shown that the more often a child eats dinner with his family, the less likely that child is to smoke, drink or use illegal drugs. • CASA's 1998 Teen Survey found that teens that eat dinner with their parents twice a week or less were four times more likely to smoke cigarettes, three times more likely to smoke marijuana and nearly twice as likely to drink as those who ate dinner with their parents six or seven times a week. CASA's 1999 Teen Survey found that teens from families that almost never eat dinner together were 72 percent likelier than the average teen to use illegal drugs, cigarettes and alcohol, while those from families that almost always eat dinner together were 31 percent less likely than the average teen to engage in these activities. Research by other organizations has shown that teens who eat frequent family dinners are less likely than other teens to have sex at young ages, get into fights or be suspended from school, and are at lower risk for thoughts of suicide. Frequent family dining is also correlated with doing well in school and developing healthy eating habits. This pattern holds true regardless of a teen's sex, family structure, and family socioeconomic level. Family Day 2002 and 2001 In 2002, President Bush and the governors of the following 35 states and Washington, D.C. issued proclamations declaring September 23rd, 2002, "Family Day:" Alaska, California, Connecticut, Delaware, Florida, Hawaii, Illinois, Indiana, Kansas, Kentucky, Louisiana, Maine, Michigan, Minnesota; Mississippi, Missouri, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Rhode Island, South Carolina, Tennessee, Texas, Virginia, Washington, West Virginia and Wyoming. Coca-Cola was the first national corporate sponsor. New national sponsors this year include the AFL-CIO, National PTA, Publix Super Markets Inc., U.S. Department of Health and Human Services' Administration for Children and Families, and U.S. Department of Justice's Drug Enforcement Administration. Numerous state, local and community groups helped with Family Day 2002. In 2001, President Bush and 35 governors proclaimed the fourth Monday in September "Family Day." Numerous national organizations endorsed and promoted Family Day, including Community Anti-Drug Coalitions of America, KidsPeace, the National Family Partnership and the Partnership for aDrug-Free America. Family Day received a tremendous amount of grassroots support from state and local groups across the country. Family Day 2003 CASA is again working with the White House, governors, mayors and the above agencies and organizations and new ones to promote Family Day on September 22, 2003. For the second year, The Coca-Cola Company is a national sponsor. Bus and subway posters will advertise Family Day in 9 metropolitan areas. National Amusements has agreed to place a Family Day slide in 1000 movie screens in 12 states running for a period of four weeks. For more information visit www.casacolumbia.org or email familyday@casacolumbia.org r ~~'. - Draft Proclamation 5~,~ ~ I ~ ~ ~,p0 3 ~` ~1g t September as Family Day--A Day to Eat Dinner With Your Children ~,;,, `'!~ ~ ~ ~~,~t,M,,y~,~, ~_~ WHEREAS the use of illegal drugs and the abuse of alcohol and nicotine constitute the greatest threats to the well-being of America's children; WHEREAS surveys conducted by the National Center on Addiction and Substance Abuse have consistently found that children and teenagers who routinely eat dinner with their families are far less likely to use illegal drugs, cigarettes and alcohol; WHEREAS teenagers who virtually never eat dinner with their families are 72 percent more likely than the average teenager to use illegal drugs, alcohol and cigarettes; WHEREAS teenagers who almost always eat dinner with their families are 31 percent less likely than the average teenager to use illegal drugs, alcohol and cigarettes; WHEREAS the correlation between family dinners and reduced risk for teen substance abuse are well documented; WHEREAS parental influence is known to be one of the most crucial factors in determining the likelihood of substance abuse by teenagers; WHEREAS family dinners have long constituted a substantial pillar of family life in America: ~I 1ert~~bi+../ Be it 8~~ that (1) The Governor recognizes that eating dinner as a family is an important step toward raising drug-free children; and (2) The fourth Monday in September shall henceforth be designated National Family Day--A Day to Eat Dinner With Your Children. 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SIMPSON, III, P.E. CHIEF PLANNER, JANET SCHEID Roanoke County Planning Commission Community Plan Open House Roanoke County Administration Center Board of Supervisors Meeting Room 5204 Bernard Drive, Roanoke, VA 24018 September 16, 2003 3:OOpm - 7:OOpm DEVELOPMENT REVIEW ENGINEERING INSPECTIONS MAPPING/GIS PERMITS PLANNING & ZONING STORMWATER MANAGEMENT On September 16, 2003, the Roanoke County Planning Commission will hold an open house to present information and gather input for the review and update of the Roanoke County Community Plan. The Community Plan is a blueprint for the future growth and development of the County over the next 10 - 15 years. Each 5 years, the Planning Commission reviews and if necessary, updates the plan. The following issues are the focus of this review: Transportation, Economic Development, Utilities, Stormwater Management, Growth Management, and the Future Land Use Map. Please join the Planning Commission for an informal open house in the Roanoke County Administration Center, on September 16, in the Board of Supervisors Meeting Room. Roanoke County staff will be available from 3:00 unti17:00 to discuss the plan, answer questions, and receive input and suggestions. For further information, please contact the Roanoke County Department of Community Development at 540-772-2068. P.O. BOX 29800 • ROANOKE, VIRGINIA 24018 • PHONE (540) 772-2080 • FAX (540) 772-2108 ®Recycled Paper Household Hazardous w~ coin uay Saturday, September 13 (rain or shine) 9 a.m. 2 .m., Roanoke Civic Center Rid your home of old and used poisons, flammables, corrosives and other materials, such as .. . • Fluorescent bulbs • Paints, thinners, varnishes, polishes • Propane, kerosene, gasoline • Pesticides, fertilizers • Motor oil, antifreeze, brake fluid • Cleansers, bleach, acids • Car and household batteries Note: Tires, explosives, medical waste and radioactive materials, including smoke detectors, cannot be accepted. No commercial waste. Free of charge to all Roanoke Valley residents. Sponsored by the City of Roanoke with assistance from Botetourt and Roanoke Counties, Salem and Vinton. Questions? Call 853-2425. County of Roanoke ~a~~~ September 2003 To the Employees of Roanoke County: At Roanoke County, our two highest priorities are our citizens and our staff. On behalf of the Board of Supervisors and all County staff, I am pleased to provide you with the latest edition of the Roanoke County Employee Handbook. Whether you are a new employee or a long-time member of our staff, this handbook will provide you with the information you need to make the most out of your employment with Roanoke County. The Employee Handbook sets out the policies and regulations under which we work. We have tried to make these policies easy to understand and fair to all employees. In order to arrive at the best possible workplace policies, we have included employee feedback and participation in the creation of this handbook. You are encouraged to review the County policies and procedures outlined in the handbook and are invited to discuss these policies with your department director if you have any questions. This handbook also provides information on a variety of benefits and career development programs that are available to County employees. We value our staff and seek to help make your years with us as productive and enjoyable as possible. It is our intention to mentor employees, provide educational assistance and training opportunities, and do all that we can to help keep your employment skills current. Recruitment and retention of our employees is very important to us. Jobs often evolve, and when they do, Roanoke County makes every effort to use these changes to improve service to our citizens and to provide opportunities for our staff to progress as well. I would like to thank the Department of Human Resources and all the staff who have undertaken the tremendous task of updating the Employee Handbook. I would also like to express appreciation to the Board of Supervisors for their support of our employees. They have provided us with excellent competitive benefits and have given us great flexibility in how we do our work. We welcome your suggestions for the improvement of our programs and policies. Feel free to contact the Human Resources staff or contact me directly by phone or by e-mail. Sincerely, Elmer C. Hodge County Administrator i ~ PURPOSE AND SCOPE OF HANDBOOK This handbook is a source of information about your employment with Roanoke County. If you need further assistance with the matters covered by it, please contact your supervisor, department director, or the Department of Human Resources. The information in this handbook is drawn from relevant laws, regulations, and policies. It was prepared solely for informational purposes and does not create an express or implied contract. This handbook is not all-inclusive and is only a set of guidelines. The handbook supersedes any previous handbook or unwritten policy. Finally, the handbook does not guarantee employment for any definite period of time and does not alter the "at-will" relationship between employer and employee. Should there be a conflict between any statement, fact, or figure in this handbook and current official regulations and policies, the latter will take precedence. Employees, therefore, have the responsibility to keep informed of changes in County policy. The most current edition of the employee handbook will be located on the Human Resources Intranet site. This handbook applies to all employees whose job descriptions and position classifications are established within the Classification Plan of the County. This includes all regular classified and unclassified employees, employees in the constitutional offices of the Treasurer, the Commissioner of Revenue, the Sheriff, the Commonwealth's Attorney, the Clerk of the Circuit Court and the Office of the Registrar. It does not apply to the five constitutional officers or the Registrar. In addition, the Chief Deputy in each of these offices is exempt from the portions of this handbook that relate to application, qualification, appointment, disciplining, dismissal, and grievance procedure. The Chief Deputy of each office is in a confidential policy making position. These positions shall remain subject to the express provisions of Section 15.2-1603 of the State Code. Regular part-time employees are defined as those employees whose normal work schedule is 24- 32 hours per week. The regular part-time employee is covered by all guidelines within the handbook except those pertaining to insurance, benefits; and time-off programs. Seasonal, limited term, and temporary (non grant-funded) employees are excluded from all portions of this handbook. This handbook is subject to subsequent amendments that maybe approved by the Roanoke County Board of Supervisors. CONTENTS CHAPTER 1 -PUBLIC SERVICE IN ROANOKE COUNTY ..............................................................................1 A. GOVERNMENT ............................................................................................................................................... ...1 B. EQUAL EMPLOYMENT OPPORTUNITY ........................................................................................................... ... 1 C. DEPARTMENT OF HUMAN RESOURCES .......................................................................................................... ... 1 D. ENVIRONMENTAL POLICY ............................................................................................................................. ...2 CHAPTER 2 -GETTING STARTED ................................................................ 3 A. .................................................... APPLICATION PROCESS ................................................................................................................................. ... ...3 B. PHYSICAL STANDARDS ................................................................................................................................. ...3 C. OPERATION OF COUNTY-OWNED MOTOR VEHICLES .................................................................................... ...3 D. AGE LINIITATIONS ......................................................................................................................................... ...4 E. WORK AUTHORIZATION ................................................................................................................................ ...4 F. TYPES OF APPOINTMENTS ............................................................................................................................. ...4 G. ORIENTATION ............................................................................................................................................... ...4 H. PROBATIONARY PERIOD ............................................................................................................................... ...4 I. WORK ROUTINE ............................................................................................................................................ ... S CHAPTER 3 -COMPENSATION AND BENEFITS .......................................................................................... ...7 A. CLASSIFICATION PLAN .................................................................................................................................. ...7 B. RECORDING WORK HOURS ........................................................................................................................... ...7 C. PAYDAYS ...................................................................................................................................................... ... 7 D. DIRECT DEPOSIT ..............................................................................................................................................7 E. DEDUCTIONS ................................................................................................................................................. ...7 F. OVERTIME COMPENSATION ............................................................................................................................. S 1. Overtime Compensation jor Nonexempt Employees ................................................................................ .. 8 2. Exempt/Compensatory Overtime Compensation ...................................................................................... ..8 3. Exempt/Discretionary Overtime Compensation ....................................................................................... ..9 G. STANDBY AND ON-CALL ............................................................................................................................... ..9 1. Standby ..................................................................................................................................................... ..9 2. On-Call ..................................................................................................................................................... 10 H. ACTING STATE'S COMPENSATION .................................................................................................................. 10 I. 2O YEAR SERVICE PAY .................................................................................................................................. 10 7. HEALTH AND DENTAL INSURANCE ............................................................ . 10 K. . .................................................. HEALTH INSURANCE PORTABILITY & ACCOUNTABILITY ACT (HIPAA) ...................................................... 11 L. LIFE INSURANCE ........................................................................................................................................... 12 M. WORKER'S COMPENSATION ........................................................................................................................... 12 N. UNEMPLOYMENT COMPENSATION ................................................................................................................. 13 O. VIRGINIA RETIREMENT SYSTEM .................................................................................................................... 13 P. SOCIAL SECURITY ......................................................................................................................................... 14 Q. EMPLOYEE ASSISTANCE PROGRAM (EAP) ................................................................................................... 14 R. DEFERRED COMPENSATION ........................................................................................................................... 14 S. FLEXIBLE SPENDING ACCOUNTS ............................................................... 14 T ..................................................... TUITION REIMBURSEMENT PROGRAM . IJ .......................................................:.................................................... CREDIT UNION 14 . ............................................................................................................................................... 16 V. RECOGNITION PROGRAMS .............................................................................................................................. 16 W. EMPLOYEE ADVISORY COMMITTEE ............................................................................ 16 X ................................... EXTRA MILE CLUB . ........................................................................................................................................ 16 CHAPTER 4 -LEAVES OF ABSENCE .................................................................................................................17 A. ANNUAL LEAVE ............................................................................................................................................ .17 I. Accumulation .......................................................................................................................................... .17 2. Scheduling Annual Leave ........................................................................................................................ . /7 3. Annual Leave Upon Termination ............................................................................................................ .17 4. Holidays During Annual Leave ............................................................................................................... .18 B. SICK LEAVE .................................................................................................................................................. .18 1. Accumulation ........................................................................................................................................... .18 2. Justification for Sick Leave Use .............................................................................................................. .18 a. Personal Illness .................................................................................................................................................... .18 b. Family Illness ...................................................................................................................................................... .19 c. Maternity/Paternity .............................................................................................................................................. .19 d. Family Death ....................................................................................................................................................... .19 3. Verification and Notification .................................................................................................................... 19 4. Extended Illness or Disability .................................................................................................................. 20 5. Worker's Compensation Leave ................................................................................................................. 20 6. Sick Leave Bonus ...................................................................................................................................... 20 7. Abuse of Sick Leave .................................................................................................................................. 20 8. Sick Leave Bank ....................................................................................................................................... 21 C. ABSENCES FOR MATERNITY AND PATERNITY ................................................................................................ 21 D. FAMILY AND MEDICAL LEAVE ACT (FMLA) ................................................................................................ 21 E. LEAVE WITHOUT PAY .................................................................................................................................... 22 F. MILITARY LEAVE ........................................................................................................................................... 22 G. REQUIRED TRAINING .........:........................................................................................................................... 24 H. EDUCATIONAL LEAVE .................................................................................................................................... 2$ I. CIVIL LEAVE .................................................................................................................................................. 25 J. BLOOD DONOR LEAVE ................................................................................................................................... 25 K. HOLIDAY SCHEDULE ...................................................................................................................................... 25 CHAPTER 5 -ADMINISTRATIVE POLICIES AND EMPLOYEE RESPONSIBILITIES ............................ 27 A. PERSONNEL FILES .......................................................................................................................................... 27 B. PERFORMANCE EVALUATIONS ....................................................................................................................... 27 C. EMPLOYEE CLASSIFICATION .......................................................................................................................... 28 D. PROMOTIONS ................................................................................................................................................. 28 E. DEMOTIONS ................................................................................................................................................... 28 G. POSITION ESTABLISHMENT AND ABOLISHMENT ............................................................................................ 29 H. OTHER CLASSIFICATION ADJUSTMENTS ........................................................................................................ 29 I. REDUCTION IN FORCE (RIF) .......................................................................................................................... 30 1. TERMINATION OF SERVICE ............................................................................................................................. 31 K. CONTINUOUS $ERVICE .................................................................................................................................. 32 L. ANNIVERSARY DATES .................................................................................................................................... 32 M. TRAVEL REIMBURSEMENT ............................................................................................................................. 32 N. SAFETY .......................................................................................................................................................... 32 O. USE OF COUNTY VEHICLES ............................................................................................................................ 33 P. SEVERE WEATHER POLICY ............................................................................................................................ 33 Q. IMMEDIATE FAMILY MEMBERS WITHIN A DEPARTMENT (NEPOTISM~ ........................................................... 34 R. SMOKING POLICY .......................................................................................................................................... 34 S. DRUG FREE WORKING ENVIRONMENT .......................................................................................................... 34 T. ELECTRONIC MEDIA USAGE POLICY .............................................................................................................. 35 U. CONFLICT OF INTEREST ................................................................................................:................................ 36 V. CONFIDENTIALITY OF RECORDS ..................................................................................................................... 37 W. GIFTS ............................................................................................................................................................. 37 X. SECONDARY EMPLOYMENT ........................................................................................................................... 37 Y. POLITICAL ACTIVITY ..................................................................................................................................... 38 Z. CONDUCT AND APPEARANCE ......................................................................................................................... 38 AA. PERSONAL USE OF COUNTY TIME AND EQUIPMENT ....................................................................................... 38 BB. SOLICITATION ................................................................................................................................................ 39 i ~ CHAPTER 6 - DISCIPLINARY PROCEDURES .................................................................................................40 A. CONDUCT STANDARDS ................................................................................................................................. .40 B. COUNSELING ................................................................................................................................................. .40 C. DISCIPLINARY ACTION ................................................................................................................................. .40 1. Reprimands ............................................................................................................................................. . 40 a. Verbal Reprimands ............................................................................................................................................. ..41 b. Written Reprimands ............................................................................................................................................ ..41 2. Suspensions ............................................................................................................................................. . 42 3. Demotions ............................................................................................................................................... . 42 4. Dismissals ............................................................................................................................................... . 43 D. OTHER SUSPENSIONS .................................................................................................................................... .44 E. GRIEVANCE PROCEDURE .............................................................................................................................. .44 F. REBUTTAL STATEMENT ................................................................................................................................ .44 G. PROCEDURAL GUARANTEES ......................................................................................................................... .45 H. INVESTIGATIONS ........................................................................................................................................... .45 I. EMPLOYEE'S RIGHT TO NOTICE .................................................................................................................... .45 J. WORKPLACE VIOLENCE POLICY ................................................................................................................... .46 K. HARASSMENT POLICY ................................................................................................................................... .46 L. SEXUAL HARASSMENT .................................................................................................................................. .46 1. Definition .................................................................................................................................................. 46 2. Statement of Action ................................................................................................................................... 47 M . RETALIATION OR ACTS OF REPRISAL FOR FILING A GRIEVANCE .................................................................. .45 1. Definition .................................................................................................................................................. 48 2. Statement of Action.......' ........................................................................................................................... 48 CHAPTER 7 -GRIEVANCE PROCEDURE .........................................................................................................50 A. PURPOSE ........................................................................................................................................................ 50 B. COVERAGE OF PERSONNEL ............................................................................................................................ 50 C. MANAGEMENT RIGHTS .................................................................................................................................. S 1 D. USING THE GRIEVANCE PROCEDURE ............................................................................................................. S 1 I. Definitions ................................................................................................................................................ SI 2. Grievable Complaints ............................................................................................................................... SI 3. Non Grievable Complaints ....................................................................................................................... 52 E. EMPLOYEE RIGHTS AND REPRESENTATION .................................................................................................... 53 F. DETERMINING AND APPEALING GRIEVABILITY ............................................................................................. 53 G. POLICY ........................................................................................................................................................... 54 H. PROCEDURE ................................................................................................................................................... 54 I. Informal Discussion with the Immediate Supervisor ................................................................................ 54 2. Step I--Meeting with the Step I Offcial .................................................................................................... 54 3. Step II--Meeting with the Top Level O~cial ............................................................................................ 55 4. Step III--Meeting with the County Administrator ..................................................................................... SS S. Step IV--Panel Hearing ............................................................................................................................ 56 I. RULES AND GUIDELINES FOR CONDUCTING PANEL HEAR[NGS ...................................................................... 57 1. Rules ......................................................................................................................................................... 57 2. Guidelines ................................................................................................................................................ 58 3. Implementation and Other Matters .......................................................................................................... 58 ROANOKE COUNTY EMPLOYEE HANDBOOK ACKNOWLEDGEMENT ................................................ 60 REVISED AND APPROVED SEPTEMBER 2003 CHAPTER 1 -PUBLIC SERVICE IN ROANOKE COUNTY A. Government The Code of Virginia and the Charter for the County of Roanoke establish the powers of the Roanoke County government. These powers are vested in a Board of Supervisors consisting of five members, one from each of the County's five magisterial districts. The qualified voters of the respective districts elect members of the Board of Supervisors for a term of four years. These terms are staggered. The County Administrator is appointed by the Board of Supervisors and carries out the day-to-day operations of Roanoke County as directed by the Board. Specific responsibilities of the County Administrator are set forth in the County Charter, in Board resolutions, and in ongoing instructions from the Board. In general, these duties include responsibility for the overall personnel, budgetary, and operational functions of County government; these functions are carried out through the Assistant County Administrators, Department Directors, and staff. The Administrator does not have authority over the County Attorney, elected Constitutional Officers, or school operations, which fall under a separately elected School Board and Superintendent. B. Equal Employment Opportunity Equal Employment Opportunity has been, and will continue to be, a fundamental principle in the County of Roanoke, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability or any other protected characteristic as established by law. This policy of Equal Employment Opportunity applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination and all other terms and conditions of employment. The Human Resources Department has overall responsibility for this policy. Employees' questions or concerns about Equal Employment Opportunity should be referred to the Human Resources Department. The County has voluntarily adopted an affirmative action plan to enhance its commitment to equal employment. The plan is available in the Department of Human Resources. Employees are also protected against sexual harassment, which is defined as any unwanted attention including advances, offers, proposals or suggestions of a sexual nature. Sexual harassment is described in more detail in Chapter 6, section L, "Sexual Harassment." C. Department of Human Resources The Board of Supervisors established the Department of Human Resources to administer and interpret the personnel policies in this handbook and to establish personnel rules and regulations to comply with these policies. The Department of Human Resources is also 1 responsible for training employees, administering County benefits, recruiting for County positions, employee relations, and working with the constitutional officers in the appointment of chief deputies as provided in Section 15.2-1603 of the Code of Virginia. D. Environmental Policy Roanoke County is committed to maintaining and improving the environment of the Roanoke Valley and has established an environmental management policy for this purpose. Employees will be trained on this policy and general environmental awareness. Additional training and competencies may be established for those positions that can cause a significant impact on the environment. 2 i ~ CHAPTER 2 -GETTING STARTED A. Application Process Applicants for employment or County employees interested in another County position must complete an Application or Employment or Internal Application Form, available in the Department of Human Resources, on Roanoke County's Internet and Intranet sites, and in all County libraries. Applications are only accepted for posted positions. Positions are posted for a minimum of five working days unless otherwise authorized by Human Resources. Job postings can be found in the Department of Human Resources, on Roanoke County's Internet/Intranet site, and telephone Job Line. After the posting deadline, applications are referred to the appropriate department or office for interviewing and selection. Applicants who are not selected are notified after the hiring decision has been made. Employment applications remain active, or held on file, for six months. An extended active period may apply to certain public safety positions. If an applicant wishes to apply for another posted position during the active period, he or she may use the active application by contacting the Department of Human Resources. If an applicant wishes to be considered for a position after the six-month active period, another application must be completed. B. Physical Standards To be considered for a position, an applicant must be able to perform the essential functions of the job with or without reasonable accommodation. Depending on the identified County position and after the conditional job offer, the applicant may be required to pass a medical examination or test completed by aCounty-chosen physician. The County will pay for the cost of any required medical examination or test. A medical examination may also be required periodically throughout employment for positions where physical standards must be maintained. C. Operation of County-Owned Motor Vehicles Applicants for positions requiring the operation of a County-owned motor vehicle must possess a valid Virginia driver's license (including a Commercial Driver's License, if necessary) at the time of employment. They may be asked to show the required license(s) and submit a copy of their Division of Motor Vehicles driving record. Employees who are required to drive a County vehicle must successfully complete a defensive driving course, as required by their supervisor, within the initial probationary period. 3 D. Aye Limitations Sixteen is the minimum age for non-hazardous employment. Age twenty-one is the minimum age for public safety employment. There is no maximum age for employment. E. Work Authorization The Immigration Reform and Control Act makes it illegal for employers to employ anyone who is not authorized to work in the United States. Within three business days of the date employment begins, all new employees must provide documentation that is identified on the 1-9 form (Employment Eligibility Verification form) to establish their identity and authorization to work in the United States. If employees are authorized to work, but are unable to present the required document(s) within three business days, they must present a receipt for the application of the document(s) within three business days and the actual document(s) within ninety (90) days. A copy of the employee's social security card is required by the Payroll Department to verify information for Social Security purposes. F. Types of Appointments County employees may receive a regular full-time, temporary, or part-time appointment to a position. Regular full-time appointments are made to positions specified by the Classification Plan. These positions usually have no fixed duration of service and appointees are eligible to receive all employee benefits. Part-time appointments are made to positions where the work hours are 24-32 hours per week. Temporary appointments are positions where the employee is hired for a specific time frame, normally no more than_six months. Both temporary and part-time employees are paid on an hourly basis and are not eligible for County benefits. G. Orientation The Department of Human Resources conducts new employee orientations regularly. Employees will be notified by their supervisor of their scheduled orientation session. Each department is also responsible for providing the new employee with an on-the job orientation. This orientation will introduce the employee to their work environment, responsibilities, work schedule, safety requirements, and the application of departmental policies. H. Probationary Period The work and conduct of a new employee during the first six months of employment are considered a working test period, or probationary period. During this time an employee must demonstrate the ability to perform essential job functions and suitability as a County employee. An employee may be dismissed at any time during the probationary period 4 with no right of appeal, except where discrimination is claimed. Employees with charges of discrimination have the right of appeal through the grievance procedure described in Chapter 7. After successfully completing the probationary period, employment will continue on an at-will basis. During this probationary period, it is recommended that their supervisor evaluate the new employee three months and six months after the employment date, or as determined by departmental needs. This evaluation is intended to give both the employee and the supervisor the opportunity to discuss their working relationship and make improvements, if necessary. During this evaluation, the supervisor has the option to transfer the probationary employee to regular employment, to extend the probationary period, or to dismiss the probationary employee. With the approval of the Director of Human Resources, the supervisor may extend the probationary period for as much as six additional months. The probationary period may be extended when the employee's ability to meet essential job functions is questionable or when the duties of the job require additional training. Some County departments may establish other schedules for probationary periods as their departmental needs mandate. The probationary employee accrues both annual leave and sick leave, which may be used after it has accrued. "Chapter 4, Leaves of Absence," describes sick leave and annual leave usage. I. Work Routine Because Roanoke County relies heavily upon its employees, it is important that employees attend work as scheduled. Dependability, attendance, punctuality, and a commitment to do the job right are essential at all times. As such, employees are expected at work on all scheduled workdays and during all scheduled work hours and to report to work on time. Moreover, an employee must notify his/her supervisor as far in advance as possible (or an amount of time established by departmental policy) if he/she expects to be late or absent. The appropriate supervisor will provide the employee with a daily schedule. The supervisor or management may alter work hours during the workday, or may increase or decrease the normal work hours or work schedule. Regular full-time employees work a 40-hour week. However, as defined by the Fair Labor Standards Act, Roanoke County places employees whose primary duty is law enforcement or fire protection on an extended 28-day work period. Your supervisor will inform you as to whether or not your position is considered law enforcement or fire protection. Depending on the nature of their work, employees may be allowed to alter their work hours or lunch schedule with approval from the appropriate supervisor. Offices that serve the public, however, must remain open and staffed from 8:00 a.m. until 5:00 p.m. Monday through Friday. While there are no designated times for employee breaks, individuals may need a rest period or brief break during the day. Break periods may not 5 exceed 15 minutes in the morning and 15 minutes in the afternoon. Breaks must not conflict with ongoing work in the office or work area and, therefore, must be scheduled so that offices are open and staffed from 8:00 a.m. until 5:00 p.m. The employee must notify the appropriate supervisor before taking a break. Breaks shall not be used to arrive at work late, leave work early, or to extend the lunch period. An employee may be required to work overtime. The guidelines found in Chapter 3, "Compensation and Benefits," describe overtime compensation. 6 CHAPTER 3 -COMPENSATION AND BENEFITS A. Classification Plan The pay of all regular County employees is established by The Classification and Pay Plan, which is approved annually by the Board of Supervisors. The Department of Human Resources is responsible for developing and maintaining a uniform plan. Pay ranges, or grades, are assigned for every classified position in the Plan. Every grade consists of minimum and maximum pay rates for a position. B. Recording Work Hours Personnel covered by this handbook must accurately record all work hours and leave time on an approved time sheet or time card. The standard workweek for payroll purposes begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 midnight. Time sheets or cards must be submitted to the appropriate supervisor after the biweekly pay period is complete (see next section). The appropriate supervisor verifies and approves hours worked and departmental time records are forwarded to the Payroll Office. C. Payda~ Employees are paid biweekly. Paydays occur on alternate Fridays throughout the year. If a payday falls on a holiday, employees are paid on the workday before the holiday. D. Direct Deposit The County provides electronic funds transfer into your bank or credit union account. All new full-time employees are required to participate in direct deposit. Regular part- time employees who work on a weekly basis may also participate in the direct deposit if they choose. E. Deductions The amount of salary earned and the amount of salary received will differ. This is a result of pay deductions. Some deductions are required by law and others are made at the employee's request. State and federal income taxes and Social Security deductions are required by law. Other legal deductions could include garnishments, tax liens, and other wage assignments. These payments are deducted from each employee's salary according to federal and State rates. All other deductions are voluntary and made at the employee's request. Voluntary deductions may include health insurance, savings bonds, credit union payments, United Way contributions, deferred compensation and Roanoke County Flexible Spending Accounts. 7 F. Overtime Compensation The job class status is used to determine overtime compensation. Each job class is given the status of either nonexempt or exempt, and exempt job classes are further separated into exempt/compensatory and exempt/discretionary. To be considered exempt, an employee's job duties must fit into either an executive, administrative or professional category by the Fair Labor Standards Act. Those employees whose job duties do not fall into these categories are classified as nonexempt. Your supervisor will inform you of your status when you are hired. 1. Overtime Compensation for Nonexempt Employees Overtime compensation will begin for all hours actually worked over 40 during the established workweek (Saturday 12:01 a.m. through Friday 12:00 midnight). The County provides overtime compensation in the form of time and one-half the nonexempt employee's hourly pay rate. Sick leave, annual leave and holiday hours are not considered actual work hours for the purposes of calculating overtime. Management may reschedule employees during the work period so that no more than the normally scheduled hours are worked. As defined by the Fair Labor Standards Act, Roanoke County places employees whose primary duty is law enforcement or fire protection on an extended work period. The extended work period is 28 days and the County provides overtime compensation in accordance with FLSA guidelines. Compensation is at time and one-half the employee's hourly rate. Sick leave, annual leave, and holiday hours are not considered actual work hours for the purposes of calculating overtime. Management may reschedule employees during the work period so that no more than the normally scheduled hours are worked in the 28-day period. Upon employment, your supervisor will inform you as to whether or not your position is considered law enforcement or fire protection. The appropriate supervisor must pre-approve all overtime. Overtime payment is included on the employee's paycheck that follows submission of the biweekly time sheet containing the overtime work except those on a 28-day cycle. Employees on a 28 day cycle (public safety) are paid their overtime on the paycheck that follows the submission of the time sheet at the end of their 28 day cycle. 2. Exempt/Compensatory Overtime Compensation Employees may be designated as exempt/compensatory if their job duties fit into an executive, administrative or professional category but are below the assistant department director level. Exempt/compensatory employees earn compensatory time off on anhour-for-hour basis for all hours actually worked over 40 during the established workweek. Compensatory time off must be taken as soon as is practical according to the 8 workload of the department. If the department's workload makes it impractical to take compensatory time off as soon as it is earned, compensatory time off can accumulate. However, accumulated compensatory time off may not exceed 100 hours by the last pay period of each fiscal year. Employees who move from an exempt/compensatory position to either nonexempt or exempt/discretionary position will forfeit all accumulated compensatory time off. This provision does not apply if the new position was a result of a reclassification. When an employee leaves County service voluntarily or involuntarily, he or she forfeits all compensatory time off. If an employee with accumulated compensatory time is placed on reduction in force status, the compensatory time will be paid out as a lump sum with any accrued annual leave and/or sick leave. 3. Exempt/Discretionarv Overtime Compensation An employee is designated as exempt/discretionary if their job duties fit into an executive, administrative, or professional category and is at the assistant department director or senior management level or above. Exempt/discretionary employees are expected to work the hours necessary to complete the job and do not accumulate or record overtime (comp time) hours worked on an hour for hour basis as described above in the Exempt/Compensation section. Exempt/discretionary employees are eligible to take time off at their discretion based on hours that have been worked beyond the normal workweek. G. Standby and On-Call Some County departments have a need for essential work to be performed outside regularly scheduled hours. Employees who are required to perform this work are placed on either standby or on-call status and are called back to work if necessary. 1. Standby Standby is a preplanned status where employees are required to be available for specified periods of time to perform essential work outside regularly scheduled hours and are paid. Employees on standby status are not restricted in the use of personal time, but must be available for call back when contacted by beeper, radio, telephone or other prearranged means. Those on standby are eligible to receive the standby pay rate approved by the Board of Supervisors in the County budget adopted annually. Employees on standby status who do not respond when called for work maybe subject to disciplinary action. Standby status must be requested by the appropriate department director, submitted to the Department of Human Resources for recommendation, and approved by the County Administrator or the Administrator's designee. 9 2. On-Call On-call is a status designated in the job description or by the supervisor that subjects the employee to being called back to work outside regularly scheduled hours. Employees do not receive any type of compensation for on-call status. However, call back for employees on-call is normally not as frequent as for those on standby status. Once called back to work, either by standby status or on-call status, nonexempt employees are paid for all time worked. Exempt/compensatory employees who are called back to work receive compensatory time. (See Chapter 3, section F, "Overtime Compensation," for information on nonexempt and exempt/compensatory status as well as compensation for overtime.) H. Acting Status Compensation An employee who is required to assume the duties of another employee in a higher pay grade is entitled to acting status compensation. This compensation is a temporary 10 percent increase in the employee's salary, or to the minimum of the pay grade, whichever is more. The employee fulfilling acting status will receive the appropriate compensation beginning on the first day of the pay period following two consecutive weeks of acting duty status. I. 20 Year Service Pay When afull-time employee has reached 20 years of continuous full-time service with the County, the employee is eligible for an additional $600 of pay each year or otherwise approved by the Board of Supervisors in the classification plan. This amount is added to the regular salary over 26 pay periods. Payments will begin on the pay date coinciding with the attainment of the employee's 20`" anniversary of full-time service. If an employee leaves County service during the year for any reason, the employee will not be eligible for any unpaid portions of the award. J. Health and Dental Insurance Only full-time employees are eligible to participate in the County's health and/or dental insurance plans. For those who participate, the cost of these insurance plans is partially funded by the County and the remaining amount is deducted from the employee's salary. Those enrolled in the County's health and/or dental insurance plans will receive a handbook explaining the plans and benefits in detail. The employee may only enroll, make changes in, or cancel the health and/or dental insurance plans upon employment, during yearly open enrollment periods, or within 30 days of a qualifying event. Contact the Department of Human Resources or see the Roanoke County Human Resources Intranet site for more details on qualifyin eg vents. 10 Employees leaving County service may elect to continue their health/dental insurance for up to 18 or 29 months following termination of employment following the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA). The 29-month period is only available to qualified beneficiaries who are deemed by Social Security Administration to have been disabled before the end of the first 60 days of the 18 month COBRA continuation period. In addition, family members who are enrolled may also continue coverage through the County's health and dental insurance plans if certain qualifying events would otherwise end their coverage. A qualifying event may include termination of employment, marriage, change in employment status, death, divorce, child reaching ineligible status due to age, etc. Spouses of employees may elect to continue their health/dental insurance for up to 36 months in the case of the employee's death or divorce. Dependent children of employees may also elect to continue their health/dental insurance for up to 36 months when the child ceases to be an eligible dependent. Employees who are considering retirement should check with Human Resources concerning health and dental insurance coverage. To qualify for continuation of coverage and to be eligible to receive the County's premium contribution toward the health insurance, the employee must have at least 5 years of continuous full-time employment with no 'break in service through the date of retirement with Roanoke County and be eligible for the VRS retirement benefit. Both the employee and eligible dependents must have been enrolled in the health and/or dental plans for at least 12 months at the time of retirement. Employees applying for work-related or non work- related disability must also meet the eligibility requirements for early or regular retirement to be eligible for the County Retiree Health/Dental Benefit plan. When the retiree or their spouse becomes eligible for Medicare while receiving retiree health benefits, the spouse must pay or begin paying the full premium to continue their health insurance. Retirees who wish to continue participating in the dental plan are responsible for payment of the full dental retiree premium. Contact the Department of Human Resources for further information regarding the County's health and dental plans. K. Health Insurance Portability & Accountability Act (HIPAA~ Roanoke County's health and medical benefits must comply with the Privacy Regulations found in the Health Insurance Portability and Accountability Act (HIPAA) as found in the Code of Federal Regulations 45 CFR Part 164.530. Roanoke County is required to maintain the privacy of your health information and to provide you with notice of its legal duties and privacy practices with respect to your health information. This Notice of Privacy Practices will be provided upon enrollment in the insurance plans during your Benefit Orientation. The notice may also be found on the Human Resources Intranet site. 11 L. Life Insurance Each full-time employee participates in the group life insurance plan. The Virginia Retirement System administers the plan, which offers life insurance without the requirement of a medical examination. The full-time employee may also purchase additional insurance through the optional life program. Employees must choose a beneficiary when they begin County service and are responsible for keeping beneficiary records current. Contact the Department of Human Resources if the beneficiary changes. The Virginia Retirement System publishes a handbook that includes an explanation of the group life insurance plan. This may be obtained in the Department of Human Resources. M. Worker's Compensation The County may pay related medical expenses--at no cost to the employee--for an accident or qualifying illness that occurs as a result of work. Worker's compensation coverage is provided. for full-time, part-time and temporary employees and authorized volunteers. In addition, the employee may be entitled to compensation to help offset the loss of wages while unable to work. Employees do not share in the cost of worker's compensation; the County pays the entire cost. To be considered for full worker's compensation, accidents on the job must be reported to the employee's supervisor immediately. The Report of Accident or In~ry and the Panel o~ ysicians , orms must be completed by the supervisor and employee and forwarded to the Department of Risk Management within two working days of the accident. These forms are to be completed even if the employee does not receive medical treatment. The County's Worker's Compensation third party administrator reviews all claims that are submitted for eligibility. During the first seven calendar days that a regular full-time employee is absent from work because ofjob-related illness or injury, the employee must use accrued sick leave to receive full pay. After the first seven calendar days and up to the next 90 working days, the employee could receive full pay at the recommendation of the department director and approval of the Risk Manager. The Board of Supervisors may grant up to an additional 60 days with pay in special instances. If the employee is absent more than 21 calendar days because of an approved job-related illness or injury, the County will reinstate the sick leave that was used. In order to receive full pay, the employee must sign over any worker's compensation checks to the County. State law allows the County to designate physicians that the employee must choose from for an examination verifying the extent of injury or illness. If an employee chooses to be treated by a physician other than one on the County's panel of physicians, the employee maybe responsible for medical expenses related to that treatment. 12 In cases ofjob-related injury or illness that extends beyond approved limits or in cases of permanent disability, the employee will receive the compensation allowed under the Worker's Compensation Act. The employee will not be on pay status with the County during this time and, therefore, will not accrue sick leave or annual leave. Questions regarding worker's compensation may be directed to the Risk Management Department. N. Unemployment Compensation The County contributes to an unemployment compensation fund for employees who leave County service and are eligible to apply for unemployment compensation through the Virginia Employment Commission (VEC). After applying, the VEC determines compensation eligibility on an individual basis. O. Virginia Retirement S s The Virginia Retirement System (VRS) was designed by the State to supplement federal Social Security retirement coverage. Membership in VRS is a condition of employment for all full-time regular County employees; however, new full-time employees 65 or older may choose not to participate. VRS provides a monthly payment to members when they retire for as long as the member lives. This monthly payment is based on the member's highest, consecutive 36 months of salaried employment averaged; years of VRS membership; and the member's age. The County makes contributions to VRS for each employee. These payments are divided into the employee's share, which is 5 percent of the annual salary, and the employer's share, but the County pays both shares as one of the employee's benefits. An employee must be a member of VRS five years to become vested, or eligible for a monthly retirement benefit. Vested members are entitled to receive VRS benefits upon retirement. Employees may receive full or partial VRS benefits depending on their age when they retire. If an employee terminates service with the County before retirement, he or she may be able to withdraw the employee's VRS share, depending on provisions of the VRS. The VRS membership handbook gives a detailed explanation of the VRS benefits. Copies of the handbook maybe obtained in the Department of Human Resources. Employees who become permanently mentally or physically unable to perform present job duties maybe eligible for work-related or non work-related disability retirement with the Virginia Retirement System. Contact the Department of Human Resources for more information. Law enforcement officers and firefighters may be eligible for an additional retirement benefit through the Virginia Retirement System, The Law Enforcement Officers, Firefighters and Sheriffs Program. Contact the Department of Human Resources for additional information regarding this benefit. 13 P. Social Security The County contributes to the Social Security payment for each employee. The balance of the payment is deducted from each employee's salary. These payments are then credited to each employee's account. All payments made to Social Security by the employee and his or her employer(s) are totaled and determine the amount of Social Security benefit that the individual will receive upon retirement. Q. Employee Assistance Program (EAP~ The County offers EAP services as a benefit to employees. Full-time employees and their immediate family members including spouses, children, parents, or other relatives living in the employee's household, may obtain confidential, professional assistance in resolving personal problems through the Employee Assistance Prog ~ (EAP). The EAP provides professional counseling and referral services. Its purpose is to help employees and their families identify, resolve, and gain control over personal or work-related problems that may be interfering with work and daily life. The employee or the immediate family member may contact the EAP directly. The supervisor may refer an employee to the program as well. This referral is in strict confidence. For more information on the EAP contact your supervisor or the Department of Human Resources. R. Deferred Compensation All full-time employees have the option of participating in the voluntary deferred compensation program. Contributions can be made through pre-tax deductions from paychecks. The County makes a matching contribution determined by the Board of Supervisors for each participating employee. Employees are 100% vested in the deferred compensation program once they enroll. For further information regarding the deferred compensation program or the amount of the County contribution, contact the Department of Human Resources. S. Flexible Spending Accounts Flexible spending accounts may be established by full-time employees to have qualifying medical expenses and/or dependent care expenses deducted through pre-tax payroll deductions each payday. Employees may only enroll in this benefit within thirty days from the date of hire, or during annual open enrollment periods. Please contact the Department of Human Resources for further information regarding the flexible spending accounts. T. Tuition Reimbursement Program The Tuition Reimbursement Program helps employees pursue professional growth and development with the County by providing reimbursement for non-mandatory, job- related coursework. Reimbursement is based upon available funding within each department's budget. The program is normally intended for those completing an 14 academic degree, such as an associates, bachelors or masters degree. Completion of the GED, a certificate or technical course of study, or a single job-related course may also be covered. The course of study should be related to the current position or prepare the employee for promotion into another County position. The Tuition Reimbursement Program is not intended to replace job skills training, seminars, workshops and other training provided by the employee's department or required for the job. Employees who are eligible for educational assistance from other sources, including veteran's benefits, grants, and/or scholarships, must exhaust those sources before applying for County reimbursement. If an employee receives student loan money for coursework, the employee may still be eligible for tuition reimbursement. Tuition reimbursement may be available for regular full-time, non-probationary employees. Those who participate in the program will be asked to remain in County service one month for each credit hour (or its equivalent) that is reimbursed. Employees who terminate employment with the County before completing time owed to the County for tuition reimbursement will be required to repay the monies received. County employees who retire.are exempt from this payback provision. Employees should make requests for tuition reimbursement through their department director. Requests should provide information that describes the course(s) and explains its relationship to preparing the employee for a County promotion or its relationship to the employee's current position. To receive reimbursement for approved coursework, the employee must achieve at least a grade of "C" (or its equivalent) for all high school and undergraduate courses and at least a grade of "B" (or its equivalent) for all graduate courses. A copy of the grade report must be submitted to the department director. Tuition reimbursement will be provided up to the in-state, undergraduate or graduate credit hour tuition rate for Virginia Tech. Employees must bear all costs related to registration and other enrollment fees. The County may reimburse employees for textbook fees and other supplies after the employee has completed the course(s) within the grade requirements described previously. Textbooks that the County has paid for must be made available to other employees. Reimbursement is not available for audited courses or to employees who are on extended leave without pay. County time should not be used to take non-mandatory courses unless approved by the department director. (See Chapter 4, section G, "Required Training" for classes that are considered working time.) To the greatest extent possible, department directors should allow employees to flex their work schedules and/or use compensatory time or annual leave to attend non-mandatory courses. 15 U. Credit Union The credit union is a financial organization owned and operated by its members. Members are eligible for a variety of benefits and services, including loans, dividends, and family memberships. Credit union transactions for Roanoke County employees are handled through the Member One Credit Union. Any Roanoke County employee may become a member of the credit union. Contact the Member One Credit Union for membership information. V. Recognition Programs The Employee Recognition Program recognizes and awards employees for their years of service with Roanoke County. Employees are honored annually by the Board of Supervisors, normally at a Board meeting, and are given a choice of service awards. They are recognized for five-year increments of consecutive County service (5, 10, 15, etc.). A retiring employee with at least 20 years of service receives special recognition. After 25 years of service, employees become members of the Quarter Century Club. W. Employee Advisory Committee The Employee Advisory Committee (EAC) provides all employees with a way to make suggestions concerning personnel policies, benefits, working conditions, and other areas of concern. The committee typically meets monthly to address employee concerns. Contact the Department of Human Resources for more information. X. Extra Mile Club The "Extra Mile Club" is a peer recognition program designed to showcase exemplary employees who have gone the `extra mile' to provide exceptional customer service to either external or internal customers. These employees receive a certificate of appreciation and are recognized through appropriate means and by the Board of Supervisors. 16 CHAPTER 4 -LEAVES OF ABSENCE A. Annual Leave 1. Accumulation Full-time employees receive annual leave based on their years of continuous County service. Leave is applied biweekly to the employee's record according to the table below: Years of Annual Biweekly Service Accumulation Accumulation 0 up to 5 12 days 3.6923 hours 5 up to 10 15 days 4.6154 hours 10 up to 15 18 days 5.5385 hours 15+ 21 days 6.4615 hours Annual leave may be taken in quarter-of-an-hour (I S minutes) increments and is available for use after leave accruals have been applied. Unless the employee has accrued annual leave available for use, he or she will not be granted annual leave. Absences with pay due to annual leave, sick leave, civil leave, military leave or other types of paid leave do not affect the annual leave accumulation. However, leave will not accrue for any unpaid absence of 40 hours or more, per biweekly pay period including absences for FMLA reasons. This applies to new employees, those leaving County service or employees on leave without pay. Annual leave will accrue for all employees serving a probationary period. Employees may accumulate annual leave not to exceed 336 hours (42 days) by the last pay period of any fiscal year (June 30) or when the employee leaves County service. 2. Scheduling Annual Leave Although annual leave is an employee benefit, it should be scheduled so the ongoing work effort is not disrupted. Therefore, all annual leave requests must be submitted no less than three working days in advance and approved by the appropriate supervisor. The supervisor may waive the three-day requirement in emergency circumstances. In some departments, annual leave must be requested more than three days in advance. The appropriate supervisor will inform the employee when hired if a longer submission time applies. 3. Annual Leave Upon Termination 17 Employees who leave County service are entitled to payment for annual leave up to the maximum accrual rate of 336 hours (42 days). This includes retirement, voluntary resignation, death, or dismissal. The County will pay the employee once all County property is returned to the appropriate department(s) and any debt to the County is settled. An employee must give atwo-weeks notice of resignation. Any annual leave taken during this time must be approved by the appropriate supervisor and must not interfere with the ongoing work effort of the department. Annual leave can not be used to extend a resignation past the two-week notice. 4. Holidays During Annual Leave Any scheduled holiday that falls during an employee's annual leave will not be charged to that leave balance. B. Sick Leave 1. Accumulation All regular and probationary full-time employees receive 120 hours (15 days) of sick leave per year. Sick leave is applied to the employee's record 26 times per year. The biweekly accumulation is 4.6154 hours. Sick leave may be taken in quarter-of-an-hour (15 minutes) increments. Accumulated hours are available for use by full-time regular and probationary employees after they are applied to the employee's record. Unless the employee has accrued sick leave available for use, he or she will not be granted sick leave. Absences with pay due to annual leave, sick leave, civil leave, military leave or other types of paid leave do not affect the sick leave accumulation. However, leave will not accrue for any unpaid absence of 40 hours or more, per biweekly pay period including absences for FMLA reasons. This includes new employees, those leaving County service, or employees on leave without pay. Sick leave hours will accrue for all employees serving a probationary period. Sick leave can accumulate and accrue from one fiscal year to the next. There is no maximum on the amount of hours allowed to accrue. 2. Justification for Sick Leave Use a. Personal Illness Sick leave maybe used to cover any absence from work that results from a personal illness or injury, exposure to a contagious disease that could create a hazard to fellow employees, or health-related appointments when 18 these appointments cannot be reasonably scheduled outside working hours. b. Family Illness Employees may use sick leave for illness of the spouse, children and parents or a relative living in the employee's household, or for health related appointments for those relatives when appointments cannot be scheduled outside business hours. A maximum of ten working days in the fiscal year maybe charged against sick leave for family illness. In unusual circumstances, the Director of Human Resources may extend the ten-day fiscal year limit at the recommendation of the employee's supervisor. c. Maternity/Paternity Absences caused by or related to maternity and paternity, including adoption of children, may be covered by sick leave. For more information concerning maternity and paternity leave, see section D, "Absences for Maternity and Paternity," in this chapter. d. Famil.~eath Sick leave may be used to cover any absence related to the death of the employee's spouse, the employee's child or stepchildren, brother, sister, stepbrother, step-sister, parent, spouse's parent, stepmother, stepfather, grandparent, grandchild or a relative living in the employee's household. A maximum of three working days may be charged against sick leave for a family death, and a maximum of six days for the fiscal year. In unusual circumstances the Director of Human Resources may extend the three-day limit or the six-day fiscal year limit at the recommendation of the employee's supervisor. If additional time off is required, the employee may use annual leave, compensatory time (if eligible), or leave without pay, following the guidelines in this chapter. 3. Verification and Notification The appropriate supervisor has the right to request verification of absences reported as sick leave by requiring a physician's statement. When sick leave needs to be used, all employees must notify the appropriate supervisor no later than the beginning of the shift. In some departments a longer notification period may be required. The appropriate supervisor will inform the employee if this applies. Failure to notify the supervisor of an absence, except in an emergency situation, is considered grounds for discipline. 19 4. Extended Illness or Disability If an employee will be out of work because of a prolonged illness or disability, he or she must submit to the appropriate supervisor a physician's statement that estimates the probable duration of the illness or disability. The employee must use accrued sick leave, annual leave, or leave without pay (as described in section E, "Leave without Pay," of this chapter) to cover his or her absence. 5. Worker's Compensation Leave All work-related accidents must be reported to the appropriate supervisor as soon as possible. If the accident requires medical attention, the cost maybe covered by Worker's Compensation Insurance. (For more information on this insurance, see Chapter 3, section M, "Worker's Compensation.") 6. Sick Leave Bonus When an employee leaves County service, he or she is eligible to receive payment for all unused sick leave. Those who separate by resignation or death are paid $1.25 per unused sick hour ($10 per unused sick day) up to $2,400. Retirees are paid $4.375 per unused sick hour ($35 per unused sick day) with no maximum. To receive payment, the employee must return all County property and all debt to the County must be settled. 7. Abuse of Sick Leave Sick leave is available to the employee as an aid in time of need and should only be used when necessary. It should be used with care to prevent financial hardship that might result from leave without pay status during an extended absence because sick leave has already been exhausted. It is the department director's responsibility to manage this policy and ensure that sick leave is used as it is intended. Sick leave usage shall be monitored and reviewed with the employee when six (6) or more days of sick leave have been used during a fiscal year. Employees who utilize their sick leave without producing a medical excuse are prohibited from working at their secondary employment while receiving this county benefit. Employees who are utilizing sick leave on the basis of a medical authorization may not work at their secondary employment unless they receive the prior permission of their department director. Sick leave pay will be denied to any employee who is found guilty of making a false statement of sickness or otherwise abusing the sick leave privilege. An employee could also be considered guilty of abusing sick leave even if he or she has not used the 15-day yearly allowance. Abuse of sick leave is considered grounds for counseling and/or discipline. 20 8. Sick Leave Bank The Sick Leave Bank is a program that provides a "sick leave loan" to members who have exhausted all accumulated sick leave and annual leave balances. Loans are for personal major or prolonged illnesses; they are not available for family illness. All full-time, non-probationary employees are eligible to join the sick leave bank. To enroll, the employee must make aone-time donation of 16 hours from accumulated sick or annual leave. Contact the Department of Human Resources for an application form. All sick leave loans must be repaid following the procedures in the Sick Leave Bank Policy available in the Department of Human Resources. Leave hours donated to the bank must have been earned while actively employed by the County. Eligible employees may enroll once they have completed the probationary period or during annual open enrollment periods if the probationary period has already expired. Contact the Department of Human Resources for further information on enrollment, loan requests, and loan repayments. C. Absences for Maternity and Paternity The time an employee is medically disabled from apregnancy-related condition is treated as any other personal illness or disability described in this chapter. Absences may be charged to earned sick leave for any medically disabling condition related to pregnancy that is certified by a physician. Maternity and paternity absences for parental bonding and/or child care following the birth or adoption of a child may also be charged to earned sick leave, not to exceed 160 hours (20 working days). To request maternity or paternity leave, the employee must obtain a physician's statement or a statement from the adoption agency. This statement must be submitted to the appropriate supervisor 30 days in advance, when possible, of the requested absence. Following the appropriate supervisor's approval of the absence, the Department of Human Resources is notified. If accumulated sick leave is exhausted, the employee may charge maternity/paternity absences to accumulated annual leave, compensatory time (if eligible), or leave without pay, following the guidelines described in this chapter. Use of Maternity/Paternity Leave is limited to pregnancy-related medical conditions, parental bonding, and child care only. Abuses of this leave could result in disciplinary action. D. Family and Medical Leave Act (FMLA) The federal Family and Medical Leave Act of 1993 provides up to 12 weeks of unpaid leave during a 12-month period. The 12-month period is a rolling 12-month period measured backward from the date an employee uses any FMLA leave. To be eligible for Family Medical Leave Act (FMLA) leave, an employee must have been employed by the 21 County for at least 12 months and for at least 1250 hours during the 12 month period immediately preceding the commencement of the leave. During this leave, an eligible employee is entitled to continued group health plan coverage as if the employee had continued to work. At the conclusion of the leave, subject to some exceptions, an employee generally has a right to return to the same or to an equivalent position. Employees are eligible to receive FMLA leave for any of the following reasons: the birth or adoption of a child, for personal serious illness or serious illness of an immediate family member (child, parent or spouse). A "serious health condition" is an injury, illness, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider for conditions meeting certain criteria. For leave relating to the employee's or a family member's serious health condition, the employee may take intermittent leave or work a reduced schedule if it is medically necessary, as determined by a physician. The County may require a physician's statement certifying the employee's or family member's absence. The County requires the employee to apply accumulated paid leave time (sick and annual leave) to the total 12-week allowance. To be considered for FMLA leave, an employee should notify their immediate supervisor to request an FMLA leave application, submit this request to the Department of Human Resources, and submit a physician's statement indicating the employee's or family member's diagnosis and anticipated time off from work. The Department of Human Resources will evaluate the request and notify the employee of approval or disapproval of FMLA leave. Contact the Department of Human Resources for specific guidelines on the policies regulating annual use of FMLA leave. E. Leave Without Pay Although the County is not obligated to grant leave without pay, the department director may approve leave without pay requests for extended illnesses or for personal reasons given by the employee. Leave without pay may be granted for as much as 180 calendar days during the course of employment. The employee cannot accumulate additional leave if on leave without pay for more than 40 hours. The employee will not receive pay for any holidays that occur while on non-pay status. If on leave without pay for longer than two pay periods, the employee must cover the entire premium balance to continue medical and/or dental insurance coverage (employee's share and the County's share). For those covered by the Virginia Retirement System, the employee must pay the employee's share of the life insurance premium to continue coverage. F. Military Leave It is the County's objective to grant military leave to full-time and part-time regular employees for active duty in the armed services of the United States or for employees who are former members of the armed services, current members of the reserve forces of any of the United States armed services, or of the Commonwealth's militia (National Guard, Naval Militia and Virginia State Defense Force), in accordance with federal and state law. 22 Full-time employees are entitled up to 15 days (120 hours) of military leave with pay during each federal fiscal year (October 1 -September 30) while engaged in active military duty for state or federal funded military training duty or who are called into active duty. Regular monthly drills and annual training are considered training duty. i. A period of work usually totals. eight hours per day. For employees who normally do not work equal workdays on five or more days of each calendar week, the term "workday" shall mean 1/260 of the total working hours such employee would be scheduled to work during and an entire federal fiscal year, not taking into account any holiday, annual leave, military leave or other absences. For those employees, military leave will be paid in proportion to the regular work schedule. ii. Employees ordered to active duty, including training duty, for a period not to exceed 30 workdays will remain active under all County benefit plans. iii. Should an employee's time away from work exceed the maximum 15 days paid leave per federal fiscal year, the following shall apply. a. If the military leave is more than 40 hours without pay, the employee must continue to pay their portion of any insurance premiums, and will not accrue additional vacation and sick leave. b. employees ordered to active duty for more than 30 days, must contact Human Resources to determine the status of their benefits. c. The employee may choose to use accumulated vacation time or compensatory time (if eligible), but will not be required to do so. The employee must notify his/her immediate supervisor if he/she wishes to be paid this time. iv. The employee's supervisor is responsible for ensuring that no more than 15 days (120 hours) with pay are granted for approved military leave. a. If the employee chooses to use accumulated vacation or compensatory time, the employee's supervisor is responsible for indicating these hours on the employee's timesheet and submitting the timesheet to Payroll. b. For employees on military leave for more than 30-days, the supervisor is responsible for completing an Employee Status Sheet placing the employee on Military Leave. c. Upon return of the employee, the supervisor is responsible for completing an Employee Status Sheet returning the employee to active status. 2. Part-time regular employees are granted leave without pay while engaged in active military duty for state or federal funded military training duty or who are called into active duty. Regular monthly drills and annual training are considered training duty. 3. Full-time or part-time regular employees who leave the County to enter full-time military duty with the active armed forces of the United States will be granted unpaid leave. Employees shall be granted military leave without pay for the duty 23 indicated in their military orders that is not covered by military leave with pay, for up to five (5) years. 4. After completion of approved military leave or active military service (for a period up to five (5) years) the employee will be eligible for reinstatement to the same or similar position in accordance with USERRA guidelines (Uniformed Services Employment and Reemployment Rights Act) as long as they: i. Report back to the civilian job in a timely manner or submit a timely application for reemployment a. for periods of military service of up to 30 consecutive days, the employee must report back to work for the first full regularly scheduled work periods on the day following the completion of the period of service and safe transportation home, plus an 8-hour period of rest. If reporting back within this deadline is "impossible or unreasonable" through no fault of the employee, he or she must report back as soon as possible after the expiration of the 8-hour period. b. for periods of service of 31-180 days, the employee must submit a written or verbal application for reemployment with the employer not later than 14 days after the completion of the period of service. If submitting the application within 14 days is impossible or unreasonable through no fault of the employee, he or she must submit the application as soon as possible thereafter. c. for period of service more than 180 days, the employee must submit a written or verbal application for reemployment not later than 90 days after completion of the period of service. 5. The employee is responsible for providing a copy of the orders or other support documentation from a responsible military official as soon as possible after the employee is aware of training dates, active duty dates, etc. If written documentation is not available: i. The employee is responsible for notifying his/her supervisor orally as soon as practical after the employee is aware of training dates, active duty dates, etc. ii. If the military leave is for more than 30-days and orders were not presented prior to the employee leaving, they should be provided as soon as possible upon returning to employment. G. Required Training Employees maybe required or approved by their supervisor to attend job-related training. The training will be considered working time and the employee will be compensated according to Chapter 3, "Compensation and Benefits." In addition, the County will pay for reasonable training-related expenses. 24 H. Educational Leave Employees who choose to pursue ajob-related course not required by the County maybe reimbursed for their tuition, as described in Chapter 3, section T, "Tuition Reimbursement Program." Optional coursework is not considered working time and employees will not be paid for their time to attend such courses. I. Civil Leave Any regular full-time employee who is summoned to serve on jury duty or summoned or subpoenaed to appear in a court of law will be entitled to civil leave with pay. To receive civil leave, the employee must provide the appropriate supervisor with a copy of the subpoena or summons and must turn over a copy of the jury duty payment check to the payroll office. The employee will keep payment received for jury duty, and payroll will deduct from the employee's gross wages an amount equal to the jury duty payment (excluding reimbursement for travel expenses). If the employee chooses to charge civil duty to annual leave, he or she need not turn over a copy of the jury duty payment check to payroll and no funds will be deducted from the employee's gross wages. Civil leave may not exceed the time actually spent fulfilling the civil duty. Any additional time off on the same day must be charged to annual leave, compensatory time (if eligible), or leave without pay. When an employee may need to use civil leave, he or she must notify the appropriate supervisor as soon as possible and complete a leave request form. A copy of the civil leave request must be forwarded to the Department of Human Resources. Employees who are defendants in a criminal court case or a party in a civil lawsuit may not use civil leave. They must charge the absence to annual leave, compensatory time (if eligible), or leave without pay. J. Blood Donor Leave The department director may approve time off with pay during the normal working day for the purpose of donating blood. Any additional time off on the same day must be charged to annual leave or compensatory time (if eligible), or leave without pay. K. Holiday Schedule Roanoke County employees receive eleven (11) holidays per year. For a complete listing of the holiday schedule, please refer to the Human Resources Intranet site. The Board of Supervisors reserves the right to amend the holiday schedule at any time and to increase or decrease the number of holidays observed. For those offices that remain open on designated holidays or do not follow the established holiday schedule, the total number of paid holidays shall not exceed 11 eight-hour working days or 88 hours. Any additional day(s) appointed by the Board of Supervisors will be added to the 88-hour 25 maximum for these offices. Holidays are considered aneight-hour work period that falls on the specified holiday. Employees working in public safety and other departments with special shifts may have holiday hours applied in a different manner not to exceed 88 hours in a year. When a holiday falls on Saturday, the Friday before the holiday will be observed. When a holiday falls on Sunday, the Monday following the holiday will be observed. All regular full-time employees are eligible to take the holiday off and to receive payment at the hourly rate for time off. However, an employee must be on pay status the full workshift (normally eight hours) before and after the holiday to receive holiday pay. Employees who are on leave without pay on the workday immediately before or after a holiday will not be paid for that holiday. Full-time, exempt, and nonexempt employees required by their supervisor to work on a County holiday are paid at the regular hourly rate for the amount of time worked. The employee, with director approval, may choose to either be paid for the holiday or to "bank" the holiday hours for use at a future date. Hours held in the Holiday Bank may accumulate, but may not exceed 24 hours by the last pay period of any fiscal year or when the employee leaves County service. 26 CHAPTER 5 -ADMINISTRATIVE POLICIES AND EMPLOYEE RESPONSIBILITIES A. Personnel Files The Department of Human Resources maintains a personnel file for each County employee. Employee records are maintained in accordance with the retention schedule established by the Commonwealth of Virginia State Library for local government records. This file is the official record of all employment with Roanoke County. Files contain personal data, benefit records, performance evaluations, disciplinary actions, training records, and other pertinent information. In keeping with the Privacy Act, personnel files are available for inspection only by the employee and the employee's supervisor or other authorized supervisor. An employee may review his or her file by contacting the Department of Human Resources for an appointment. A Department of Human Resources representative must be present during a review of a personnel file. Any changes of address, name, telephone number, number of dependents, or other information should be reported to the Department of Human Resources so that personnel records and insurance benefits may be kept up-to-date. B. Performance Evaluations Roanoke County is committed to evaluating employee performance and to providing feedback about employee efforts. The performance appraisal is an opportunity to evaluate past performance, set performance goals for the future, and to develop plans for skills learning and career development. Written performance evaluations will be conducted at least once a year for regular full- time employees, as well as regular part-time employees, and may also be conducted at other intervals determined by the supervisor. These evaluations do not replace day-to-day performance discussions between the employee and the employee's supervisor. They should instead help the employee set goals, determine dimensions related to those goals, and establish job specific examples that meet those goals. By doing this, the employee will be able to identify his or her job performance level, growth level, and developmental needs. Probationary employees are evaluated during the third month of employment and again 30 days before completing the probationary period. Employees are normally evaluated annually on or about their anniversary date or other dates as defined by the department. The County depends on all employees to deliver efficient, quality services to all County residents. Any non-probationary employee who receives an unsatisfactory performance evaluation will be reevaluated in accordance with a plan of action by the appropriate supervisor. Any employee who receives two or more unsatisfactory annual performance evaluations, not necessarily consecutive, within athree-year period may be subject to 27 dismissal. As outlined in Chapter 6, "Disciplinary Procedures," this does not preclude an earlier dismissal. C. Employee Classification Roanoke County has established a personnel classification plan that is maintained by the Department of Human Resources. Similar positions with like duties and responsibilities are placed in the same job classification and are assigned a pay grade. The Department of Human Resources maintains a description of duties and qualifications for each job classification. It is the responsibility of each department director to review job descriptions for significant changes in job duties and submit requests for changes in classification to the Job Evaluation Team (JET). Recommendations from JET must be approved by the County Administrator. D. Promotions A promotion is the selection of an employee from a job in one salary grade for a position in a higher salary grade. To be considered for a promotion, an employee must meet the requirements and qualifications specified in the job description. Job vacancies are posted as described in Chapter 2, "Getting Started." Whenever possible, current Roanoke County employees who meet minimum qualifications should be given preference in hiring. When an employee is promoted into a new position that employee will serve up to a six-month transitional review period or a period of time determined by departmental needs. During this time, the promoted employee must demonstrate suitability for the position and the ability to perform the essential job functions. The department will do what it can through training and development to ensure successful transition to the new job. E. Demotions When an employee has displayed an inability to meet job requirements or to perform the assigned tasks of the position, demotion may result. The employee may be assigned to a position in a lower salary grade, if a position is available and the employee can perform the tasks required for the new position. A voluntary demotion may occur if an employee requests and is granted reassignment in a lower salary grade. All demotions must be approved by the appropriate department director, constitutional officer or other County official after review and concurrence by the Director of Human Resources. The salary of a demoted employee may be set at any point within the range established for the new position. If the demoted employee's current salary is above the maximum rate established for the new position, the employee's salary will be reduced. The new salary will be based upon the recommendation of the department director, constitutional officer or other official, and approved by the Director of Human Resources. 28 F. Position Reclassification The County may make changes in the classification system and adjust an employee's salary if essential job functions increase or decrease to the extent that a different classification is appropriate. The County may make minor changes in the job description or title without affecting the position classification. Department directors may request a position reclassification at any time. The request must be submitted through the Job Evaluation Team and must be approved by the County Administrator. A position reclassification may occur in an existing position because of significant increases or decreases in essential job functions and responsibilities. Where a position reclassification results from changes in essential job functions and responsibilities and the incumbent fills the reclassified position, the County's application process does not apply. The employee whose position is reclassified may receive an appropriate increase in salary according to the Roanoke County Pay Philosophy, which includes maintenance of market competitiveness and the County's ability and/or willingness to pay. The salary for an employee whose position is reclassified downward may remain the same. However, if the employee's present salary is left above the maximum salary of the new, lower grade, the employee will not be eligible to receive merit or performance-based salary increases. G. Position Establishment and Abolishment The County may establish or abolish positions in the Classification Plan according to its needs. If a new position is established, it will be posted and applications for employment will be accepted according to the County's application process, as outlined in Chapter 2, "Getting Started". If a position is abolished, or when there are significant changes to the position requirements whereby the incumbent does not qualify for the .revised responsibilities, or when the resulting reclassification is such that the incumbent is not reasonably considered a candidate for the new position, the County will assist the affected employee(s) with career transitional services. H. Other Classification Adjustments The County may make changes at any time in the classification system and adjust employees' salaries based on periodic marketplace conditions or salary surveys. Adjustments may occur within identified groups, classes of positions, or system-wide. The reassignment of a position or positions at any time in the Classification Plan as a result of periodic marketplace or salary surveys is wholly separate from the reclassification process. The County Administrator defines the method by which positions are reassigned and employees' salaries are adjusted. 29 I. Reduction In Force (RIF) a) Definition - A Reduction in Force is a reduction in the workforce of the County, or any of its departments or programs, caused by adverse economic conditions, reorganization by management, lack of sufficient work, or a decision by management to decrease services. A RIF can be County wide or within a specific department or program. The County Administrator has the right and obligation to manage the workforce in the best interest of the County and may require implementation of the Reduction in Force. The following shall serve as the general procedure for a reduction in force. The County Administrator will ultimately decide if a RIF is necessary. If requested to review a department for a possible RIF, the Department Director, in consultation with the County Administrator and Human Resources, will have the responsibility for the identification of specific functional areas of a department, job classifications, positions, and the individual employee(s) to be affected. b) RIF Criteria If a RIF occurs within a job classification in a department where more than one employee is in a position, the Department Director will use the following criteria to determine which employees are retained. 1. Probationary employees - If two or more employees are in the same classification in a department or program identified for a RIF and one of them is a probationary employee, the probationary employee shall be reduced when feasible, unless the success of the program or department depends upon the specific skill set of the probationary employee (skills set is defined below). If two or more probationary employees are in a job classification identified for a RIF, the criteria set forth for non-probationary employees shall be used to identify the probationary employee(s) to be reduced. 2. Non-Probationary Employees- If a position is identified for a RIF and two or more non-probationary employees are in the same classification, the following criteria will be used to determine which employee(s) will be retained. i. Skill Set -Skill set is defined as an assessment of qualifications and experience including any or all of the following: • Specific qualifications and experience to perform the duties of a position that will be retained. • General qualifications and experience beneficial to the future achievement of department goals and objectives. • Demonstrated performance on specific, related tasks required by the position to be retained. ii. General Performance History -Performance history as documented by annual performance evaluations. 30 iii. Length of Service -Length of service is defined as the continuous full time tenure the employee has with the County. iv. Time in Job -Time in job is defined as the length of time the employee has been in the current position within the department. c) The department director shall determine if the reduction of temporary and/or part time employees serves to adjust staffing levels to avoid a reduction in force to full time employees. There is no requirement that part time employees are eliminated first as in some instances part time and temporary employees are necessary to ensure needed flexibility in service delivery. d) The recall process is provided in accordance with the guidelines set forth in HR Management Policy & Procedures. e) Benefits: The employee affected by a reduction in force will not accumulate annual or sick leave since he or she will not be receiving pay. If two pay periods or less, the employee will have the option to be paid for accumulated annual leave or to keep the balance as a credit: Sick leave and comp time will remain as a credit. The employee must continue to pay the employee's share of the premium for health and/or dental insurance coverages) to continue. Beyond two pay periods, the employee will be paid for any of the unused balance of annual leave, comp time and sick leave as a lump sum payment. The sick leave will be paid as described in the Sick Leave Bonus section. This employee will be offered the option of continued health and/or dental insurance coverage through COBRA. Virginia Retirement System benefits will cease. J. Termination of Service Those terminating their employment with the County are required to give a minimum of two-weeks written notice to the appropriate supervisor and a copy of the notice to the Director of Human Resources. This notice enables the supervisor to make arrangements for a replacement and provides for work continuity. The employee should also contact the Department of Human Resources to schedule an appointment for the exit process. By mutual consent, the supervisor and the terminating employee may waive or modify the two-weeks written notice. Employees leaving County service must return all County property in their possession to the appropriate department. This includes items such as manuals, identification cards, books, badges, keys, uniforms and tools. The employee will not receive payment for accumulated annual or sick leave until all County property is returned and any debt to the County is settled. The Department of Human Resources conducts exit interviews with regular full-time employees leaving County service. The purpose of the interview is to gather information that may help reduce turnover, improve working conditions and increase efficiency. The representative from the Department of Human Resources will also make provisions for 31 mailing W-2 forms, leave reimbursement, and other vital information. Exit interview results are kept confidential. K. Continuous Service If an employee should terminate in good standing and return to County employment within 30 days of the date of termination, the employee will retain seniority and shall be given credit for previous service for the purposes of accruing annual leave and sick leave. Individuals wishing to return to their previous positions with the County should complete an Application for Employment form described in Chapter 2, section A, "Application Pmcess_" L. Anniversary Dates If employed in a regular position on or after October 1, 1986, the anniversary date is the date of employment and will not change. For persons employed before October 1, 1986, the anniversary date is the date already in effect on October 1, 1986 and that date also will not change. M. Travel Reimbursement Employees required to travel for County business will be reimbursed for work-related travel expenses. All travel is subject to prior approval by the appropriate supervisor. Reimbursement will only be approved after submitting all eligible travel expenditure receipts. Ineligible expenses include but are not limited to the following: purchasing alcoholic beverages, personal recreation-related expenses, and in-room hotel "pay-for- view" movies. Employees who use their personal vehicle for County business are also eligible to receive mileage reimbursement. Reimbursement is paid at the current per-mile amount. For further information, refer to the County Travel Policy on file in the Department of Finance or on the Department of Finance Intranet site. N. Safety Safety on the job is crucial. It is the responsibility of all County employees to observe the safety rules established for their positions. Department directors and supervisors shall be held responsible for providing the training of employees in the proper use of any required machinery, equipment, tools, and personal protective equipment and will also be responsible for documenting such training. Employees will be expected to participate in and complete training as to the proper use of any required machinery, equipment, or tools. They will also be trained and expected to use the proper personal protective equipment that is required for their job. Employees who use a County vehicle shall be expected to follow the established County and State safety procedures and traffic laws. Any questions that any employee may have about these safety procedures or laws should be promptly addressed to the employee's supervisor. Failure to follow established safety 32 rules or improper use of protective equipment will be considered a violation of conduct standards and appropriate disciplinary action will follow. An employee who finds any apparent defect in County equipment must report it to the appropriate supervisor as soon as possible, preferably before beginning the shift. Any accident involving County equipment must also be reported immediately to the appropriate supervisor regardless of the cause. O. Use of County Vehicles Employees are responsible for the proper care and maintenance of County-owned vehicles used in their work. Those who will operate County vehicles must at all times possess a valid Virginia driver's license and must have and maintain a satisfactory driving record. In addition, employees who will be driving vehicles meeting DOT requirements must possess the appropriate Commercial Driver's License (CDL). Employees holding a CDL will be subject to drug/alcohol testing as required under the federal Omnibus Transportation Employee Testing Act of 1991, which is further discussed in section S, "Drug Free Working Environment" in this chapter. The County requires a current Department of Motor Vehicles (DMV) record from new employees and at the time any employee is transferred, promoted, or reassigned to a position that requires driving a County vehicle. The revocation or suspension of an employee's driver's license or any driving restrictions must be reported to the appropriate supervisor. The existence of a revocation, suspension, or driving restriction, or the failure to promptly notify the supervisor of its existence, may be sufficient grounds for demotion or dismissal. Established County and State safety procedures must be followed while using County vehicles. Vehicles may be assigned to an employee either on a take home basis from a pool of vehicles or on a task basis. County vehicles are not for personal use except for commuting to work when authorized. Use of Police Department and Sheriff's Department vehicles is governed by the Take Home Vehicle Policy of those departments. If an employee is involved in an accident with aCounty-owned vehicle, the appropriate supervisor must be notified of the accident immediately. An investigation of all accidents must be conducted by law enforcement personnel. A Vehicle Accident form must also be completed and submitted to the Risk Manager within 24 hours of the accident or by the next workday. The County Vehicle Accident Review Committee and Risk Manager review all accidents. Employees involved in an accident while driving their personal vehicles on County business must notify the appropriate supervisor. P. Severe Weather Policy Employees are responsible for reporting to work on time. When weather conditions cause transportation or reporting to work problems, the employee must contact the appropriate 33 supervisor. If the supervisor decides the employee is not required to report to work, the supervisor may let the employee take annual leave or compensatory time (if eligible) as appropriate. An employee who fails to make a reasonable effort to get authorization for an absence may be subject to disciplinary action. If you are in a position classified as "Essential" other reporting guidelines may apply. In extreme weather conditions, County offices that do not provide emergency services may be closed by the County Administrator. When this occurs, employees will be notified through their supervisor or the local media. Those who must report to work in severe weather during authorized closings will be compensated. Non-exempt employees will receive payment at their regular hourly rate for all hours worked in addition to their regular salary. Exempt personnel will receive compensatory time, if eligible, for all hours worked in addition to their regular salary. Employees who are not required to report to work during authorized closings will not be penalized. Q. Immediate Family Members within a Department (Nepotism) It is the policy of the County not to place immediate family members in a supervisor- subordinate relationship within the same department. This includes regular full-time, part-time, probationary, seasonal, and temporary employees. The immediate family includes: spouse, children, brothers, sisters, parents, and grandparents of the employee and/or the spouse. R. Smoking Policy The County is concerned about the health and welfare of its employees and is responsible for providing a work environment that does not present a health or safety hazard to employees or County citizens. Therefore, smoking is prohibited in County-owned (including leased space) buildings and facilities, except in designated areas, and in all County owned vehicles. Employees who violate the Smoking Policy could be subject to a reprimand. See your supervisor if you have any questions. S. Drub Free Working Environment The County of Roanoke is committed to providing adrug-free working environment for all employees. The unlawful manufacture, distribution, dispensing, possession, or use of alcohol or a controlled substance by an employee is prohibited in the workplace and is cause for immediate dismissal. No employee shall distribute, dispense, possess, use, or be under the influence of any alcoholic beverage or other intoxicating substances. The County is mandated to perform drug/alcohol testing for employees covered under the Omnibus Transportation Employee Testing Act of 1991, specifically those employees who are required to have a commercial driver's license (CDL) and who perform safety- sensitive functions for Roanoke County. Requirements include pre-employment, 34 random, reasonable cause, return to duty, and follow-up tests (following a positive test result). Employees who must be tested will be provided written information on testing requirements and an opportunity to ask questions at the time of employment. The Office of Risk Management has the responsibility for all drug/alcohol testing of CDL holders. Employees taking prescription drugs issued by a licensed physician or over-the-counter drugs are responsible for knowing how the drugs will affect his/her job performance, reporting the use of such substances to his/her supervisor, and obtaining Roanoke County's authorization to use such drugs while working. Please consult your supervisor if you have any questions or concerns about the County's policy on drugs or alcohol in the workplace. The County intends to fully comply with the requirements of the Drug-Free Workplace Act, the Drug-Free Schools and Community Act, and the Omnibus Transportation Employee Testing Act of 1991. Questions on drug/alcohol testing for CDL holders should be directed to your supervisor and the Office of Risk Management. The Department of Human Resources will provide technical assistance in this area upon request. This policy is intended to cover all employees of the County if it is determined that "reasonable cause" exists for drug/alcohol testing and it is necessary to ascertain an employee's fitness for duty. The County has contracted with an Employee Assistance Program to provide confidential assistance to employees and their families who suffer from a wide variety of problems. (See Chapter 3, section Q, "Employee Assistance Program"). You are encouraged to contact the EAP counselor if you are experiencing problems with alcohol or drug abuse. All conversations with the counselor will be held strictly confidential unless you request otherwise. T. Electronic Media Usa eg Policy This policy governs the use of e-mail, the Internet/Intrrnet, telephones, and any other electronic device provided by the County and used by an employee in the furtherance of County business. It is the responsibility of the department director to ensure compliance with the policy. Employees are responsible for the proper use of electronic equipment, software, data, log-on IDs, and passwords. Log-on IDs and passwords assigned to individual employees are to be held strictly confidential and are not to be divulged to other employees nor to individuals not in the employ of the County unless specifically directed by a supervisor. Unauthorized access and use of computers, software, and data is strictly prohibited. When using the Internet or fax machines, employees are directed not to send materials of a sensitive nature or which constitute the confidential information of Roanoke County unless the information is appropriately encrypted to prevent access or interception by unauthorized third parties. Employees are expected to treat all electronic and verbal communications, particularly of a confidential nature, the same as written materials. Employees who use these communication systems for sending any message that. damages 35 the County's reputation may be subject to appropriate disciplinary action, up to and including dismissal. All electronic communication systems and all communications and stored information transmitted, received, or contained in the County's information systems are the property of the County and as such are to be used solely for job-related purposes. One should not expect that any communications made through the County system are private. The County retains the right and maintains the obligation as the owner of computer, software, and data to access, review, and use such for County business and to gather information as deemed necessary to conduct investigations or to assist in legal investigations of individuals or incidents at any time and without prior notice. Use of County telephone, voice mail, and computer systems constitutes acceptance of such monitoring. Roanoke County policies against sexual or other harassment apply fully to the email, computer, Internet/Intranet, and voice mail systems, and any violation of those policies is grounds for discipline up to and including dismissal. Therefore, no messages should be created, sent, or received if they contain intimidating, hostile, or offensive material concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law. Limited personal use of the Internet is acceptable but should not adversely affect employee productivity. Roanoke County is not responsible for material viewed or downloaded by users from the Internet; the intentional use of County time or property to download music protected by copyright or to view or download pornography is prohibited. The Internet is a worldwide network of computers that contains billions of pages of information. Users are cautioned that many of these pages include offensive, sexually explicit and inappropriate material. In general, it is difficult to avoid at least some contact with this material while using the Internet. Users accessing the Internet do so at their own risk. Employees may not use the County's Internet connection to download games or other entertainment software, or to play games over the Internet. Also, employees are responsible for complying with copyright law and applicable licenses that may apply to software, files, graphics, documents, messages and other material available to download or U. Conflict of Interest copy. In keeping with the Conflict of Interest Act, Chapter 40.1 of Title 2.1 of the Code of Virginia, County employees are prohibited from using information they have gained while performing their job to further their personal interests. Some County employees may be required to file a statement of their interests (i.e. investments) as prescribed by County ordinances or State law. Those who are uncertain whether their interests may present a conflict with their position as a County employee should contact the Roanoke County Commonwealth's Attorney. 36 Violation of the Conflict of Interest Act could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." V. Confidentiality ofRecords Many County employees will work in positions where confidential information concerning the plans and affairs of the County, their department, or other employees will be handled. Employees shall not discuss such plans or records with persons not authorized to have access to this information. If an employee is uncertain about releasing information, he or she should refer the individual requesting the information to the appropriate department director, constitutional officer, or other County official. An employee who releases confidential information could receive disciplinary action as described in Chapter 6, "Disciplinary Procedures." W. Gifts County employees are in a position of public trust and may not accept gifts, gratuities, favors, or rewards for any services they perform in connection with County employment. In addition, it is unlawful to solicit, offer, or accept money or anything of value in exchange for an appointment, promotion or special privileges with the County. These limitations are not intended to prevent employees from accepting articles of little value that maybe distributed by other County employees or citizens. Violation of this policy could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." X. SecondarYEmplo Although employees are allowed to have secondary employment outside the County, it must not interfere with work performance in the County position or create a conflict with responsibilities to the County. Any non-County employment--including self- employment--must be pre-approved. The employee must complete the Outside Employment Approval form, available in the Department of Human Resources, before accepting the second job. This form must then be submitted to the appropriate department director, constitutional officer or other County official for approval. Once approved, the form will be forwarded to the Department of Human Resources and maintained in the employee's personnel file. If the authority that approved the outside work or the Director of Human Resources determines that the second position interferes with the employee's job performance or creates a conflict of interest, the employee must end the secondary employment or resign his or her position with the County. Failure to complete the Outside Employment Approval form could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." 37 Y. Political Activity Employees shall serve all County residents equally, regardless of residents' political opinions or affiliations. In no way shall the amount or quality of service an individual receives from the County be affected by the resident's political opinions or affiliation. Secondly, the appointment, retention, or promotion of a County employee shall in no way be influenced by the employee's political affiliation, preference, opinions, or activities. While on County time or County property, employees may not campaign for themselves, for other persons, parties or organizations; and they may not display campaign posters, solicit campaign funds or circulate candidacy petitions. Violation of this policy could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." Z. Conduct and Appearance Employees represent the County government to the public and must conduct themselves at all times as representatives of Roanoke County. This is especially important for those required to be in uniform or to operate County vehicles since they are more visible to the public. In addition, as a general standard, the County expects employees to be neat, show good taste in dress, and to maintain a neat work area. Departments may have specific dress code policies. Violation of this policy could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." AA. Personal Use of County Time and Equipment The County provides telephones for employees who need them to conduct County business. Personal calls should be limited. They should not be made or received when they will interrupt or interfere with the employee's work or interfere with the use of the telephone for County business. Fax machines, personal computers, copiers, and other County equipment should be used for County business. Unauthorized removal of County equipment or property from the premises or the unauthorized use of County equipment or property for personal reasons is prohibited. Employees will report to work as scheduled and make every effort to use time wisely for completing assigned duties. Using County time for personal reasons is not allowed. It is considered time theft and will be grounds for disciplinary action. (An example of time theft might be having another employee type personal correspondence.) Prolonged or 38 repeated "visits" between employees while working interferes with the on-going work effort and is also considered time theft. Violation of this policy could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." BB. Solicitation County employees are not permitted to sell items for personal gain to other employees or members of the general public during regular office or work hours. Other forms of solicitation shall not be permitted in any County buildings, except as provided by County building use regulations or by those individuals or organizations approved by or sponsored by the Board of Supervisors. Violation of this policy could result in disciplinary action as described in Chapter 6, "Disciplinary Procedures." 39 CHAPTER 6 -DISCIPLINARY PROCEDURES A. Conduct Standards Upon accepting a position with the County, employees are expected to apply themselves efficiently to their assigned duties, to be timely and regular in attendance, and to maintain satisfactory work performance. Failure to meet these standards will normally result in disciplinary action. It is not possible to list every conceivable form of misconduct. Therefore, the conduct standards listed in this chapter are illustrative. Other forms of misconduct or nonperformance not listed here will be treated consistently within the guidelines described in this chapter. Although the County attempts to offer corrective action whenever possible, immediate dismissal may result where employee behavior undermines public confidence in the County's mission or from situations where the County believes corrective action is inappropriate. The County does not intend for this handbook to alter the at-will nature of its relationship with employees. Instead, this handbook is intended to provide employees with a general understanding of what can be expected from a violation of certain policies and/or procedures. B. Counseling Counseling is intended to be an informal discussion between supervisor and employee relating to work performance or behavior problems which, if not corrected, could lead to disciplinary action. It is not, however, a prerequisite for taking disciplinary action. Through the counseling session, the employee, the immediate supervisor and/or other appropriate supervisor should determine how the employee can improve his or her performance or correct behavior problems. C. Disciplinary Action Disciplinary action will normally fall into one of four categories: reprimands, suspensions, demotions, or dismissals. The employee's supervisor issues disciplinary action based on the conduct violation or unsatisfactory job performance. To explain the consequences of misconduct and to maintain uniform standards of discipline throughout the County, illustrative examples are given for each form of disciplinary action. 1. Reprimands There are two types of reprimands, verbal and written. Reprimands are normally issued for violations that include but are not limited to the following: 40 • unsatisfactory attendance • abuse of sick leave (see Chapter 4, section B, "Sick Leave") • abuse of County time, such as unauthorized time away from the work area or the use of County time to perform personal work • offensive language • conviction of a traffic violation while using a County vehicle • failure to abide by the established safety belt policy • failure to abide by the established smoking policy • unsatisfactory job performance • unauthorized use of computers, software or data, or unauthorized disclosure of access methods or passwords when data has not been modified. a. Verbal Reprimands Before receiving a verbal reprimand, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a reprimand is still to be issued, the supervisor must then advise the employee that a verbal reprimand is being issued and discuss with the employee the unacceptable conduct, including a recommendation for correcting the behavior. The employee will also be advised that any further misconduct could result in a written reprimand. Depending upon the seriousness, nature, and type of misconduct, other disciplinary action may be issued instead. Supervisors and employees are encouraged to keep an informal record of any verbal reprimand or counseling sessions that may take place since these are not formally documented in the employee's personnel file. b. Written Reprimands Misconduct that takes place within 24 months of a verbal reprimand will normally result in the employee receiving a written reprimand. Before receiving a written reprimand, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a reprimand is still to be issued, the supervisor must then advise the employee that a written reprimand will be issued indicating the nature of the misconduct (i.e. "unsatisfactory attendance"). A copy of the written reprimand is given to the employee, the supervisor retains a copy, and a copy is placed in the employee's personnel file. Written reprimands remain active for 24 months; during this time they can be considered by management as grounds for further disciplinary action. At the end of the active period, written reprimands become inactive; they are removed from the employee's personnel file and retained only for archival purposes by the Department of Human Resources. If a copy of the written reprimand is maintained in the employee's department, it shall be destroyed when it becomes inactive. 41 2. Suspensions Suspensions are normally issued for more serious violations, which include but are not limited to the following: • failure to follow a supervisor's instructions or to perform assigned work • failure to abide by safety regulations • failure to abide by established County and/or departmental policies • reporting to work or working under the influence of alcohol or illegal substances (some departments may have a separate policy, with approval by the Department of Human Resources) • leaving the workplace without permission during working hours • unexcused absences • unauthorized use or misuse of County property or records • sleeping during working hours • receipt of a second active written reprimand. Suspensions are normally issued for no more than five working days without pay, as specified by'the supervisor. Before receiving a suspension, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a suspension is still to be issued, the supervisor must then advise the employee that a suspension will be issued indicating the nature of the misconduct (i.e. "failure to follow a supervisor's instructions"). A copy of the written suspension notice is given to the employee, the supervisor retains a copy and a copy is placed in the employee's personnel file. Suspension notices remain active for 36 months. At the end of the active period, suspensions become inactive. They are removed from the employee's personnel file and retained only for archival purposes by the Department of Human Resources. If a copy of the suspension notice is maintained in the employee's department, it shall be destroyed when it becomes inactive. Depending upon the circumstances and severity of the offense and pending investigation period, a suspension without pay maybe issued for up to 30 calendar days with the approval of the Director of Human Resources. 3. Demotions A demotion may be based on performance if the employee has displayed an inability to meet essential job functions. The employee may be assigned to a position in a lower salary grade, provided the employee can perform the essential job functions and a position is available. Refer to Chapter 5, section E, "Demotions," for further information. 42 4. Dismissals Dismissals normally occur for violations that include but are not limited to the following: • deliberate disregard for a specific order or directive • absence for two consecutive working days without notifying the appropriate supervisor • use of alcohol while on the job • use, possession, or sale of unlawfully possessed controlled substances while on the job • willfully falsifying or damaging County records or property • theft, unauthorized removal, or unauthorized disclosure of County records, information or property • gambling while at the worksite • willfully violating safety rules where there is a threat to life or health • .participating in a work slowdown, sit-down, or strike • unauthorized use or unauthorized possession of firearms, dangerous weapons, or explosives • threatening or harassing other employees or a member of the public • accepting or offering bribes • criminal conviction for conduct occurring on or off the worksite that is related to job performance or could affect public confidence in the employee's ability to perform County business • the second active suspension notice or the third active written reprimand • any act that is physically or verbally threatening, or any action that may carry the potential to harm or endanger the safety of others, to result in an act of aggression or to destroy or damage property The appropriate supervisor will notify the employee verbally or in writing that a dismissal notice is being issued (see section I, "Employee's Right to Notice" in this chapter). A copy of the dismissal notice is given to the employee, the supervisor retains a copy, and a copy is placed in the employee's personnel file. Dismissals may also be issued when the employee does not meet performance or conduct standards or the conditions of employment for the position. This may include: unsatisfactory job performance documented by two unsatisfactory annual performance evaluations in a three-year period, failure to maintain valid licenses or other necessary job qualifications, and inability to perform essential job functions. 43 D. Other Suspensions An employee may be suspended without pay during an investigation of alleged misconduct led by appropriate County officials. Further, any employee who is arrested for or charged with committing a felony, a crime of moral turpitude (crimes contrary to justice, honesty or good morals), or any offense that could directly affect public confidence in the employee's ability to perform County business will normally be suspended without pay. During suspension without pay, if the employee wishes to continue insurance coverage, he or she must pay the employee's share of the premium(s). The County will continue to pay the employer's share of the premium(s). Contact the Department of Human Resources for more information on premium payments. If the County investigation clears the employee of all alleged misconduct, the employee will be reinstated without loss of any benefits, pay, or County service time. Where warranted, the County may impose disciplinary action, including dismissal, upon completion of the investigation of alleged misconduct. Before any suspension discussed in this section goes into effect, the employee will be notified verbally or in writing of the reasons for the suspension (see section I, "Employee's Right to Notice," in this chapter). The employee will also be allowed to offer an explanation for why the suspension should be with pay. After consulting with the Department of Human Resources and only in exceptional circumstances, a constitutional officer, department director, or other appropriate County official may approve a suspension with pay for an employee who is the subject of an investigation. The use of this procedure shall not limit the disciplinary action that maybe taken against the employee as a result of the outcome of the investigation. E. Grievance Procedure Non-probationary full-time employees and regular part-time employees are entitled to use the County Grievance Procedure for any matters relating to these conduct policies. Probationary employees are not entitled to use the Grievance Procedure unless they allege discrimination based on race, color, religion, age, sex, political affiliation, disability, veteran status or national origin. (See Chapter 7, "Grievance Procedure," for more information.) F. Rebuttal Statement The employee may place a statement in his or her personnel file explaining situations that led to a disciplinary notice. This statement does not take the place of the informal discussion step in the Grievance Procedure (see Chapter 7, "Grievance Procedure"). 44 G. Procedural Guarantees Employees who serve in the Police Department in a sworn law enforcement capacity, firefighters, and emergency medical technicians are eligible for certain procedural guarantees provided by the Code of Virginia. For the Police Department, the procedural guarantees apply to any sworn officer, other than the Chief of Police, who "in his official capacity, is authorized by law to make arrests and who is anon-probationary member" of the Police Department. These procedural guarantees provide an alternative to the County Grievance Procedure and can be found in Chapter 10.1 of Title 2.1 of the Code of Virginia Sections 2.1-116.1 through 116.9. For the Fire and Rescue Department, these procedural guarantees apply whenever an officer, a firefighter, or an emergency medical technician is subjected to an interrogation that could lead to dismissal, demotion, suspension, or transfer for punitive reasons. These procedural guarantees can be found in Chapter 10.1:1 of Title 2.1 of the Code of Virginia, 1950, as amended, Sections 2. 1-116.9:1 through 2.1-116.9:5. H. Investi ations The County may conduct investigations and/or tests, including drug and alcohol testing, as part of its investigation of unacceptable conduct. These investigations and/or tests will follow accepted administrative policies and current laws. After consulting with the Department of Human Resources and the Office of the County Attorney, the appropriate department director, constitutional officer, or higher County official may recommend an investigation and/or testing. All departmental policies and guidelines on drug and alcohol testing must be reviewed by the County Attorney and Director of Human Resources and are then approved by the County Administrator. These policies and procedures should include provisions regulating selection of employees for testing, custody of test samples, qualifications of testing facilities, opportunities for second tests, security and communication of test results, and the range of consequences or alternatives for positive test results. They will also designate the methods that will be used to inform all departmental employees of the provisions. Any drug or alcohol testing conducted on a random basis or to comply with federal or State mandates, including those required for holders of a Commercial Driver's License (CDL), shall be performed following those approved policies and guidelines. I. Employee's Right to Notice Before any dismissal, demotion, transfer instead of dismissal, suspension or receipts of a written reprimand, the employee shall be given verbal or written notice of the offense by the appropriate supervisor, department director, constitutional officer, or other County official. Further, the employee shall have the right to offer an explanation and/or contest 45 the decision. The supervisor should consult with the department director and/or Department of Human Resources before issuing suspensions and dismissals. J. Workplace Violence Policy Roanoke County provides a safe workplace for all employees. The County will not tolerate any type of workplace violence committed by or against employees. Employees are prohibited from making threats or engaging in violent activities. Any instances of violence, or potentially dangerous situations, must be reported immediately to an immediate supervisor and/or the Human Resources Department. The County will promptly respond to any incident or suggestion of violence. All complaints will be fully investigated. K. Harassment Policy Roanoke County is committed to a work environment in which all individuals are treated with dignity and respect. Each employee has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment based on race, color, religion, age, sex, national origin, disability, status as a veteran, or any other protected status. Therefore, Roanoke County expects that all relationships among persons in the workplace will be business-like and free of bias, prejudice, discrimination, and harassment. Offensive or harassing behavior against any employee will not be tolerated. Supervisory or managerial personnel are responsible for taking proper action to end such behavior in their workplace. L. Sexual Harassment The County has an obligation to maintain a place of employment that is free of harassing, abusive, or disruptive conduct. Sexual harassment constitutes discrimination, is illegal under federal and state laws and county policy, and will not be tolerated. The County is committed to taking positive corrective action where the need arises. 1. Definition Sexual harassment is unwanted sexual attention of a persistent or offensive nature made by a person who knows, or reasonably should know, that such attention is unwanted. Sexual harassment includes sexually oriented conduct that is sufficiently pervasive or severe to unreasonably interfere with an employee's job performance or create an intimidating, hostile, or offensive working environment. This may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. While sexual harassment encompasses a wide range of conduct, some examples of specifically prohibited conduct include: • sexual jokes and innuendo 46 • sexual commentary about an individual's body, sexual prowess, or sexual deficiencies • display or circulation in the workplace of sexually suggestive objects or pictures (including through e-mail) • insulting or obscene comments or gestures • verbal harassment or abuse • ongoing, subtle pressure for sexual activity • engaging in sexually suggestive physical contact or touching another employee in a way that is unwelcome • making sexual or romantic advances toward an employee and persisting despite the employee's rejection of the advances • requesting sexual favors accompanied by implied or overt threats concerning an individual's employment status or promise of preferential treatment for an individual's employment status • actions or activities--even though frivolously intended--that express employment preferences motivated by sexually oriented concerns • the promotion or condoning of a hostile, sexually harassing environment Sex-based harassment, that is, harassment not involving sexual activity or language (e.g., male manager yells only at female employees and not males) may also constitute discrimination if it is severe or pervasive and directed at employees because of their sex. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when any of the following occur: • submission to such conduct is made either directly or indirectly a term or condition of employment • submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual • such conduct has a purpose or effect of substantially interfering with an individual's work performance or of creating an intimidating, hostile or offensive work environment 2. Statement of Action Individuals who experience sexual harassment must notify the violator directly or indirectly that such behavior is offensive and if repeated will be reported to the appropriate supervisor. The County strongly urges the reporting of all incidents of discrimination, harassment, or retaliation, regardless of the offender's identity or position. Individuals who believe they have experienced conduct that they believe is contrary to Roanoke County's Sexual Harassment Policy or who have concerns about such matters should file their complaints with their immediate supervisor, the Director of Human Resources, or any member of the Human 47 Resources Department before the conduct becomes severe or pervasive. Individuals should not feel obligated to file their complaints with their immediate supervisor first before bringing the matter to the attention of one of the other County designated representatives identified above. Violation or misapplication of this policy may result in disciplinary action, including dismissal. The County's commitment to eliminating sexual harassment from the workplace should not be viewed as an opportunity for employees to intentionally make unfounded, frivolous or vindictive actions that violate the intent of this policy. The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing conduct from promptly advising the offender that his or her behavior is unwelcome and requesting that it be discontinued. In dealing with complaints of sexual harassment, the County will follow due process and the rights of all parties will be protected. All formal complaints of sexual harassment shall be investigated following the formal investigative procedures developed or approved by the Director of Human Resources. The Sexual Harassment Investigative Procedure is on file in the Department of Human Resources. M. Retaliation or Acts of Reprisal for Filing_a Grievance Roanoke County prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Non-probationary full-time employees and regular part-time employees are eligible to file grievances, following the provisions and exclusions described in Chapter 7. Those who believe they have been retaliated against for filing a grievance may use the Grievance Procedure described in Chapter 7 or may choose to follow the policy described below. 1. Definition Retaliation or acts of reprisal for filing a grievance may include but are not limited to: disciplinary action, demotion, suspension, dismissal or other adverse job action taken against an employee who files a grievance. Retaliation or acts of reprisal may also include harassment, unfavorable work conditions, work assignments that are not directly related to essential County business, and implied or overt threats concerning an individual's employment status. 2. Statement of Action The employee must report any retaliation or reprisal to the appropriate supervisor, the County Attorney, the Director of Human Resources, or the County 48 Administrator. The appropriate supervisor or official must immediately deal with any known act of retaliation or reprisal against an employee for filing a grievance. Violation or misapplication of this policy may result in disciplinary action, including dismissal. The County's commitment to eliminate workplace retaliation or acts of reprisal for filing a grievance should not be viewed as an opportunity for employees to intentionally make unfounded, frivolous, or vindictive claims that violate the intent of this policy. In dealing with complaints of retaliation or acts of reprisal for filing a grievance, the County will observe due process and the rights of all parties will be protected. 49 CHAPTER 7 -GRIEVANCE PROCEDURE A. Purpose Generally, the majority of employee/employer problems can be settled to the satisfaction of both through informal discussion between the employee and the supervisor. If not, the Grievance Procedure described in section H of this chapter, maybe used. This procedure provides an immediate and fair method for the resolution of disputes and complaints that arise out of the employee/employer relationship. The purpose of this procedure is as follows: • To provide employees a method for having complaints considered rapidly, fairly and without fear of reprisal • To encourage employees to express themselves about work conditions that affect them as employees • To assure employees that personnel actions will follow fair and uniform policies and procedures • To develop in supervisors a greater sense of responsibility in dealing with employees Any supervisor or other management official who makes a reprisal against an employee for filing a grievance maybe subject to strict disciplinary action, including demotion and dismissal. B. Coverage of Personnel The following personnel may use the Grievance Procedure: • non-probationary, full-time Roanoke County Department of Social Services employees • non-probationary, full-time employees of constitutional officers who have chosen to have their offices participate in the County's grievance procedure • all other non-probationary, full-time employees • part-time employees who have worked for the County at least six consecutive months. The following County employees are not allowed to use the Grievance Procedure: • Board-appointed officers • elected officers • the County Administrator • the County Attorney • chief deputies of constitutional officers • chief financial officer 50 • assistant county administrators • department directors • probationary, temporary, limited term, and seasonal employees • law enforcement officers who choose to file a grievance under the statutory grievance procedure for law enforcement personnel Probationary, temporary, limited term, and seasonal employees may file a grievance if the complaint involves a charge of discrimination. Assistant county administrators and department directors may file grievances regarding disciplinary actions limited to dismissals. The County Administrator will determine which positions are exempt from coverage under this procedure and will maintain an up-to-date list of all exempt positions. C. Management Ri is The County has management rights, or the authority to arrange its human and material resources in order to provide efficient and effective services to County residents. Nothing in the Grievance Procedure is intended to restrict or change the following management rights, so long as they are not exercised in an arbitrary and/or capricious manner: • To direct the work of employees as well as establish and revise wages, salaries, position classifications and general employee benefits • To hire, promote, transfer, assign, retain, or dismiss employees • To maintain the efficiency of County governmental operations • To relieve employees from duties in emergencies • To determine the methods, means, and personnel to accomplish operations D. Using the Grievance Procedure 1. Definitions A grievance is a complaint or dispute by an employee relating to his or her employment; a grievant is an employee who files a grievance. An employee has the right to use the Grievance Procedure for any matter he or she believes needs to be formally addressed. However, the County Administrator will determine grievability, or whether an employee's complaint will be resolved using the Grievance Procedure. If the County Administrator determines that the complaint is not grievable, the employee may appeal the decision to the Roanoke County Circuit Court. The employee also has the option to request administrative review of the complaint outside the Grievance Procedure. Grievability and appeal are discussed in section F of this chapter. 2. Grievable Complaints Following the Code of Virginia, the County has distinguished circumstances where a complaint will generally be determined grievable and situations where it 51 will not. Complaints or disputes related but not limited to the following will generally be found grievable: • disciplinary actions involving dismissal, demotion, suspension, or written reprimand • dismissals resulting from discipline or unsatisfactory job performance • concerns regarding the proper application of personnel policies and regulations • complaints of discrimination on the basis of race, color, religion, age, sex, political affiliation, handicap or disability, veteran status, or national origin • any complaint alleging any action that would be prohibited by Title II of the Americans with Disabilities Act An employee will typically be allowed to use the Grievance Procedure for complaints or disputes related to retaliation or acts of reprisal associated with the following: • using the Grievance Procedure or participating in the grievance of another County employee • compliance with any United States law or Virginia law • reporting any violation of United States law or Virginia law to a governmental authority • seeking to change United States or Virginia law before the Congress of the United States or the Virginia General Assembly 3. Non Grievabce Complaints Complaints or disputes related but not limited to the following will generally be decided as not grievable: • management rights described in section C of this chapter • content of ordinances, statutes, or established policies or regulations • establishment or revision of wages, salaries, position classifications, reclassifications, or general benefits • failure to be promoted except where the employee can show that established policies were not followed or applied fairly • work activity accepted by the employee as a condition of employment or work activity which maybe reasonably expected to be part of the job content • measurement and assessment of work activity through performance evaluation, except where the employee can show that the performance evaluation was arbitrary or capricious • dismissal, demotion, or layoff because of lack of work, reduction in work force, or job abolition, except where the action affects an employee who has been reinstated within the previous six months as the result of the final determination of a grievance 52 For grievances brought under this last exception, the County's action will be upheld once it shows that a valid business reason existed for the action and that the employee was notified of the reason in writing before the effective date of the action. E. Emplo eY e Ri.~hts and Representation The grievant shall be permitted to be accompanied by or represented by an individual of his or her own choice at the Step III meeting and the Step IV panel hearing. The grievant is responsible for any expenses related to representation. By mutual agreement, the grievant and the County may extend the time periods established in the steps of the Grievance Procedure, unless law designates those time periods. F. Determining and Appealing Grievability Whether or not a matter is grievable may be raised at any time during the Grievance Procedure until the Step IV panel hearing begins. Once raised, the issue must be resolved before any further proceedings on the grievance: The issue of grievability shall be resolved before the panel hearing convenes; otherwise it shall be considered waived. At the request of either management or the grievant, the County Administrator will decide whether or not a matter is grievable. The Determination of Grievability form (Form A) must be used to make the request and the decision shall be made within 10 calendar days of its receipt. The County Administrator will notify the grievant of the decision through the Determination of Grievability form. The grievant may appeal the decision by signing the "Notice of Appeal" on the form and returning it to the County Administrator within 10 calendar days of the Administrator's decision. A copy of the form asking for appeal must be given to the Department of Human Resources. The grievant must also file a motion with the Roanoke County Circuit Court Clerk. The County Administrator will then have 10 calendar days to transmit the following materials to the Clerk of the Court: a copy of the County Administrator's decision, a copy of the notice of appeal and any exhibits. A list of any exhibits or evidence given to the court shall be given to the grievant at the same time. If the County Administrator fails to transmit the materials within the time allowed, the grievant's rights shall not be compromised. The Court, on a motion filed by the grievant, may issue a writ of certiorari, which would require the County Administrator to transmit the records to the Clerk on or before a specified date. The Court may affirm the County Administrator's decision or may reverse or modify the decision. The decision of the Court is final and is not appealable. 53 G. Policy Both the grievant and the County must obey, or comply with, the substantial procedural requirements of the Grievance Procedure. If one party does not comply, the other party must send a written notice of the violation to the other. A copy of the notification must also be sent to the County Administrator. The violator must correct the violation within five working days of receiving the written notice. Otherwise, a decision will be made in favor of the other party. The County Administrator or the Administrator's designee shall make the final determination on all compliance issues. Decisions made by the County Administrator or the designee may be appealed by filing a petition with the Clerk of the Circuit Court within 30 days of the compliance determination. H. Procedure Grievances beyond the informal discussion step shall be documented in writing on forms supplied by the Department of Human Resources. During Steps I, II and III, both the grievant and the County may call upon appropriate witnesses. At least 24 hours in advance, the grievant and the appropriate County representative shall make a reasonable effort to notify one another of all witnesses expected to appear at their meeting. Either party has the right to have any witness excluded during the meeting when that witness is not actually testifying. The resolution of complaints or disputes through the Grievance Procedure shall proceed in the following manner: 1. Informal Discussion with the Immediate Supervisor An employee with a complaint shall first discuss the problem directly with his or her immediate supervisor. The complaint does not need to be in writing at this point. The employee has 30 calendar days from the time the event occurred that created the complaint to initiate the informal discussion with the immediate supervisor. The immediate supervisor shall give the employee a verbal response within 10 calendar days following their discussion. If the problem is not resolved through informal discussion, the employee has the right to pursue the grievance through the procedure outlined below. 2. Step I--Meeting with the Step I Official If the informal discussion does not resolve the employee's complaint, the employee may file a written grievance with his or her department director on the Grievance form (form B). The form must be filed within 10 calendar days following the end of the informal discussion procedure and it must specify the 54 employee's expected resolution to the complaint. A Step I official shall submit a copy of the Grievance form to the Director of Human Resources as soon as it is received. For most departments, the department director is the Step I official. The Chief of Police, Chief of Fire and Rescue, and the Sheriff may designate in writing another appropriate official at the rank of Captain or above to be the Step I official for addressing grievances originating in their departments. The Step I official shall call a meeting to gather information about the grievance within 10 calendar days of receiving the Grievance form. The grievant and Step I official are the only persons who maybe present at this meeting. Either party may call witnesses during the meeting to present facts and evidence related to the grievance. The Step I official shall give a written response to the grievant within 10 calendar days following the Step I meeting, and a copy of the response shall be given to the Director of Human Resources. 3. Step II--Meeting with the Top Level Official If the Step I written response does not resolve the grievance, the grievant may indicate his or her disapproval on the Grievance form and resubmit the form within 10 calendar days to the appropriate assistant county administrator or other top level management official. These persons serve as the Step II top level official. Should the next level of supervision for a department be the County Administrator, the grievance shall proceed directly to Step III. For Police, Fire and Rescue, and Sheriff's Department employees, Step II grievances will be addressed by the Chief of Police, Chief of Fire and Rescue, or the Sheriff respectively, if these officials have not already addressed the grievance. The top level official shall call a meeting to gather information about the grievance within 10 calendar days of receiving the Grievance form. The grievant and the top level official are the only persons who maybe present at this meeting. Either party may call witnesses during the meeting to present facts and evidence related to the grievance. The top level official shall give a written response to the grievant within 10 calendar days following the Step II meeting, and a copy of the response shall be given to the Director of Human Resources. 4. Step III--Meeting with the County Administrator If the Step II written response does not resolve the grievance, the grievant may again indicate his or her disapproval on the Grievance form and resubmit the form to the County Administrator within 10 calendar days of the Step II reply. 55 The County Administrator shall call a meeting to gather information about the grievance within 10 calendar days of receiving the Grievance form. At the agreement of both parties, the County Administrator may designate an assistant county administrator to address the grievance, if an assistant county administrator has not already served as the Step II top level official. At the Step III meeting, the grievant may have a representative present. If the grievant is represented by legal counsel, the County may likewise be represented by counsel. Either party may call witnesses during this meeting to present facts and evidence related to the grievance. The County Administrator shall give a written reply to the grievant within 10 calendar days following the Step III meeting, and a copy of the reply shall be given to the Director of Human Resources. 5. Step IV--Panel Hearing If the Step III written response does not resolve the grievance, the grievant may request a panel hearing. The request for the Step IV panel hearing shall be submitted in writing to the County Administrator on the Panel Hearing form (Form C) witlrin 10 calendar days from receiving the Step III decision. The County Administrator shall immediately submit a copy of the panel-hearing request to the Director of Human Resources. The County Administrator or the Administrator's designee shall arrange a hearing and forward copies of the grievance to the panel members. The panel is appointed by the Board of Supervisors and consists of three regular members and four alternate members. All are appointed for three-year terms. The panel selects a chairperson at the beginning of each grievance panel hearing. To insure impartiality, the following persons will be disqualified and will not serve on the panel: • individuals who are directly involved with the grievance or with the circumstance that caused the grievance • an attorney who is directly involved with the grievance, or a partner, associate, employee, or co-employee of such an attorney • a spouse, parent, child, descendants of a child, sibling, niece, nephew, or first cousin of any participant in the grievance • a parent, child, descendants of a child, sibling, niece, nephew, or first cousin of the spouse of any participant in the grievance An alternate panel member shall serve for any member disqualified from the grievance hearing. The panel shall hear the appeal within 10 calendar days from receiving the case or as soon as a panel can reasonably be assembled. 56 I. Rules and Guidelines for Conductin~~Panel Hearings 1. Rules The following rules govern each panel conducting Step N appeals: a. The panel has the responsibility to rule on the interpretation and application of the County's personnel policies, rules, and regulations. It is not authorized to create policies or procedures, or to change existing policies or procedures. b. At the request of either party that the hearing be private, the panel shall determine whether persons who do not have an interest in the hearing may be present. c. Before the Step N hearing begins, the County shall simultaneously give copies of the grievance record, including any documents, to the panel members and the grievant. The County shall give the grievant and his or her attorney access to view and/or copy all relevant files that will be used in the Step IV hearing. They shall be given access to these files at least 10 days prior to the hearing. d. Both parties shall be given full and equal opportunity to present their evidence. The panel chairperson shall have the authority to determine the admissibility of evidence, without regard to the burden of proof, and the order of presentation of evidence. The panel may receive as evidence exhibits offered by the grievant or the County, and these shall be marked and made part of the record. e. The hearing is not intended to be conducted like a court proceeding and the formal court rules of evidence do not necessarily apply. All evidence shall be presented in the presence of the full panel and both parties, unless both parties mutually agree otherwise. f. At least 5 days in advance of the hearing, the parties will exchange copies of all documents and exhibits that will be introduced at the hearing and a list of expected witnesses. g. The panel's decision on the appeal shall be made by majority vote. It shall be final so long as the decision is within the panel's authority. The decision will be subject to existing County policies, procedures, ordinances, and any applicable laws. h. No later than 10 calendar days after the Step IV hearing is complete, the chairperson shall file the panel's decision using the Panel Hearing form with the County Administrator. The County Administrator shall promptly send 57 copies of the decision to the grievant, the top level official, and the Director of Human Resources. 2. Guidelines The following guidelines maybe used by the panel to conduct the hearing: a. At the beginning of the hearing, the panel may ask for statements from the grievant and the County or their representatives that clarify the issues related to the grievance. b. The County or its representative shall then present claims, proofs, and witnesses who shall submit to questions or other examinations. This process will then be repeated by the grievant. At its discretion, the panel may vary this procedure but must give both parties full and equal opportunity to present any material, relevant proofs, or witnesses. c. Both parties may offer evidence and may be required by the panel to provide additional evidence necessary to understand the dispute and make a determination. d. The chairperson shall determine if both parties have completed their presentations by asking the grievant and the County if any further proofs or witnesses are to be heard. When both parties state that they have no further proofs or witnesses, the chairperson shall declare the panel hearing closed. e. Before the panel's decision is filed with the County Administrator, the hearing may be reopened by a panel motion or an application from either party. The application must give good reasons why the hearing should be reopened. f. Any or all of the time periods established in the hearing procedure may be extended by the panel chairperson or by the mutual agreement of the grievant and the County. 3. Implementation and Other Matters a. Once the panel has concluded the hearing and reached a decision, the County Administrator shall implement the panel's remedy to the extent that it is consistent with State and federal laws and County policies. b. If either the grievant or the County believes the panel's decision is not consistent with State and federal laws and County policies, the party in disagreement shall inform the panel and the other party within 10 calendar days of receiving the decision. Either party may petition the Circuit Court for an order requiring the County Administrator to implement the panel's decision. 58 • c. The question of whether a panel decision is consistent with County policies shall be determined by the County Administrator or the Administrator's designee. The decision shall be made by the Roanoke County Commonwealth's Attorney if the County Administrator or the designee is directly involved with the grievance. d. The grievant must assume any costs for legal representation or for preparing his or her case. 59 ROANOKE COUNTY EMPLOYEE HANDBOOK ACKNOWLEDGEMENT I hereby acknowledge receipt of a copy of the Roanoke County Employee Handbook. The information in this manual is subject to change as situations warrant, and I understand any change in these policies may supercede, modify, or eliminate the policies in this manual. Changes in policy will be communicated to me by my supervisor or through official notices. Revised and approved,September 2003. Print Your Name Your Signature Date 60