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Home My WebLink About4/13/2010 - Adopted Board Records (3)ACTION N0. A-041310-1 ITEM N0. D-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 13, 2010 AGENDA ITEM: Request to adopt the Roanoke County School Budget forthe fiscal year 2010-2011 SUBMITTED BY: Diane D. Hyatt Assistant County Administrator APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County School Board has submitted the attached budget for the 2010-2011 fiscal year. The School Board approved this budget at their meeting on March 25, 2010, and in accordancewith state law, has nowsubmitted itfor Board of Supervisorsapproval. Mike Stovall (Chairman of the Roanoke County School Board), Dr. Lorraine Lange (Superintendent of Schools), and Penny Hodge (Assistant Superintendent of Finance) will attend the Board of Supervisors meeting to present the school budget. STAFF RECOMMENDATION: Staff recommends approving and adopting the attached school board budget for the 2010- 2011fiscal year. Page 1 of 2 Roanoke County Public Schools Budget 2010 - 2011 Roanoke County Public Schools School Board Members Michael W. Stovall, Chairman Vinton District David M. Wymer, Vice Chairman Catawba District H. Odell "Fuzzy" Minnix Cave Spring District Jerry L. Canada Hollins District C. Drew Barrineau Windsor Hills District ~~ ~~ Dr. Lorraine S. Lange School Superintendent Penny A. Hodge, CPA Assistant Superintendent of Finance David E. Atkins Finance Manager 5937 Cove Road, Roanoke, Virginia 24019 www. res. k12. va. us t Table of Contents - Executive Summary Superintendent's Budget Message ....................................................................... l -3 Mission Statement ....................................................................................................4 Budget Development Calendar ................................................................................5 Budget Development Process .............................................................................. 6-8 Basis of Presentation ................................................................................................9 Budget Summary -All Funds ................................................................................10 General Fund Revenues per Pupil ..........................................................................11 General Fund Revenues ................................................................................... 12-13 Description of General Fund Expenditures by Budget Categories ........................14 General Fund Expenditures per Pupil ....................................................................15 General Fund Expenditure Summary by Department ............................................16 Student Enrollment ................................................................................................17 Historical Fund Balance Data ................................................................................18 Other School Funds Grant Fund ....................................................................................................... 20-21 Nutrition Fund .......................................... ..............................................................22 Textbook Fund ......................................... ..............................................................23 Capital Fund ............................................. ..............................................................24 Debt Fund ................................................. ..............................................................25 Laptop Insurance Reserves Fund ............. ..............................................................26 Regional Alternative Education Program ..............................................................27 Bus Fund .................................................. ..............................................................28 Roanoke County Public Schools 5937 Cove Road Roanoke, Virginia 24019 March 25, 2010 Dear School Board Members: The process of developing a budget each year is vitally important for allocating resources to the successful operation of a first class educational program for approximately 14,400 students in 16 elementary schools, 5 middle schools, and 5 high schools in Roanoke County. This year, that process became even more critical as the school system was forced by the national and state economic crises to make drastic cuts in expenditures to balance to steeply declining state revenues. Feedback was encouraged from throughout the school system and community as we looked deep within our budget to find ways to do more with less while maintaining our focus and finances on our # 1 priority, the students. Presented herein is the fiscal year 2010-11 (FY 11) budget for Roanoke County Public Schools. Overall, the FYII approved operating budget totals $128,821,750 representing a $9,087,378 decrease or 7% below the FY10 budget. This significant reduction comes on the heels of budget reductions of over $7 million in the prior year budget and reflects a critical reduction in education spending at the state level. The approved budget is based on a projected average daily membership in FY 11 of 14,200 students which reflects a one percent reduction in enrollment primarily attributable to smaller expected kindergarten registrations. The FYII budget, the first year of the state biennium budget, represents a projected state revenue decrease of 9 percent which is a loss of $12.2 million for the school division. The transfer from the County Board of Supervisors to the school division is expected to increase by 5 percent, or $3.0 million, reflecting the local government's strong commitment to education particularly in a year of financial stress at all government levels. The school division proj ects a slight increase in other revenues of $107,3 66 for an overall net reduction in regular school revenues of $9.1 million. Last year, the American Recovery and Reinvestment Act of 2009 (ARRA) was signed into law by President Obama and provided $4.9 million in new funding for the school division. However, the ARRA funding has been depleted at the state level and is no longer a means to offset ongoing reductions in state aid for education which has resulted in a larger reduction in K-12 funding in the FY 11 budget. Budget reductions impact our students and our employees. Throughout this year long budget development process, the School Board has had two goals: 1) Protect the integrity of the classroom and 2) Save as many jobs as possible. In last years budget, the classroom and teachers were shielded but that will be impossible to do this year. Major changes in student scheduling and staffing have been implemented for next year to make more efficient use of teaching time and location. Fewer teachers will need to travel between school sites and teachers will be teaching more periods per day. Employees were given incentives to retire this year to allow for re-staffing and reprogramming flexibility across the division. The total number of employees will decrease significantly through attrition and no employees will be laid off due to budget cuts. For these reasons, teachers, staff, and students will feel the struggles of the budget reductions. The reduction in total revenues for FYII has been addressed with thoughtful and methodical reviews of all school expenditures and the selection of budget cuts that would least impact the classroom and teacher-student relationship. Maximizing student achievement, excelling on Virginia's Standards of Learning (SOL) assessments, exceeding state accreditation benchmarks, and having all schools meet the Adequate Yearly Progress (AYP) provisions of the No Child Left Behind Act (NCLB) remain primary goals of Roanoke County Public Schools. Based on results from the Spring 2009 testing window (the most recent results available), the school division continues to be a leader with 100% of our schools meeting state accreditation benchmarks. Roanoke County Public Schools also made Adequate Yearly Progress (AYP) as a division in a year when only 45% of Virginia school divisions met the benchmarks. Additionally, our students consistently exceed the state average on both Standards of Learning (SOL) and Scholastic Achievement Tests (SAT). Roanoke County Public Schools also prides itself on having one of the highest graduation rates in the state at 89.8% and one of the lowest dropout rates of 0.92% in FY09 (the latest data available). The heart and soul of Roanoke County Public Schools lies with the employees who work with the students on a daily basis. By its very nature, public education is labor intensive and, accordingly, the emphasis in the school budget rests with personnel and benefit costs. Unfortunately, in order to protect employee jobs and address the significant revenue shortfalls, employee salaries will be frozen at the same levels for FYl 1. On a positive note, premiums for employee health and dental insurance will also remain at the same rates for FYl 1 avoiding the potential for reduced pay checks next year. The School Board has funded minimal required budget increases for utilities in the FYII budget and has addressed all other necessary or mandated spending increases by reducing non-essential spending accordingly. This budget also includes the agreed upon annual increase of $300,000 to fund the Joint Capital Improvement Financing Plan with the Board of Supervisors. The funding for this budget was drastically reduced by current economic conditions. However, the School Board requested feedback from employees and citizens as early as the summer of 2009 as they began the laborious process of identifying efficient economic alternatives for spending. The School Board has made systematic and methodical choices to provide the best possible educational environment within the constraints of available funding and other essential budget needs. In the short-term, efforts are focused on maintaining direct educational services for students in the school division while reducing some of the supplemental services that the school system has enjoyed in past years. We commend the School Board for their strong leadership and enduring commitment to providing a high quality education to the students of Roanoke County Public Schools despite the real challenges of this economy. We would also like to thank the many parents and other citizens of Roanoke 2 County who volunteer their time and expertise to help make our schools a safe and caring place for "learning for all, whatever it takes." Sincerel Lorraine S. Lange, Ed. Superintendent ~~ Penny A. Hodge, CPA, RSBO Assistant Superintendent of Finance Roanoke County Public Schools Mission Statement It is the mission of Roanoke County Public Schools to ensure that all students participate in quality learning experiences necessary to grow, adapt and meet the challenges of a changing world. Beliefs and Assumptions • All children can learn. • The individual school controls enough variables to assure that virtually all children can be motivated to learn. • A school's stakeholders are the most qualified people to implement needed changes. • School-by-school change is the best hope for reform. "Leaning for all, whatever it takes " 4 Roanoke County Public Schools Budget Development Calendar November 2009 ^ Identification and prioritization of budget initiatives and budget reductions based on Comprehensive Plan and state forecasts December 2009 ^ Budget kick-off and distribution of Budget Preparation Instructions to staff ^ Budget Development Calendar presented to School Board ^ Budget cycle discussed with Employee Advisory Committee ^ Preliminary revenue estimates prepared based on proposed Governor's budget January ^ Operating Budget Requests submitted to Finance Office by all departments ^ School Nutrition Services, Textbooks, Debt and Grant Budget Requests submitted to Finance Office ^ Draft Operating Budget compilations distributed to Senior Staff ^ Revenue projections updated based on proposed House and Senate budgets ^ Public comment on FY2011 Operating Budget February ^ Operating Budget discussions -Superintendent and Senior Staff ^ Preliminary revenue sessions with local government ^ Preliminary revenue projections updated based on General Assembly action ^ Budget work session with Employee Advisory Committee March x(11(1 ^ Budget Summit with School Board and staff ^ Joint Budget Work Session with Board of Supervisors ^ Presentation of Executive Budget Summary to School Board ^ School Board adoption of FY2011 Operating Budget and Other Fund Budgets ^ School Board adopted budgets presented to Board of Supervisors A ril 2010 ^ Public hearings and discussions with School Board, School Staff and Board of Supervisors on Operating Budget ^ Finance Office distributes per pupil cost for public education in accordance with state law by April 15tH Ma 2010 ^ Board of Supervisors adopts FY2011 budget for school system Roanoke County Public Schools Budget Development Process The School System budget cycle is divided into afive-step process that includes planning, preparation, adoption, implementation, and evaluation. The process is driven by two objectives: to develop a budget that will provide every child in the school system with the best possible educational opportunities and to optimize the use of available resources. Within this framework, the School Board attempts to balance the educational needs of students with the resources available to the school system from local, state, and federal sources. Budget Planning For the fiscal year that begins July 1, the budget planning process starts the prior year when the School Board adopts a budget calendar. The calendar includes important activities in the budget process and the dates on which important decisions are scheduled. Once adopted, the calendar represents the guidelines for the preparation and adoption of the budget for the school system. Preparation of the School Budget Preparation of the school operating budget includes input from each school and input from the following budget committees: Superintendent's Budget Committee Penny Hodge, Chairperson Lorraine Lange, Superintendent Jerry Canada, School Board Drew Barrineau, School Board Fuzzy Minnix, School Board Mike Stovall, School Board David Wymer, School Board Allen Journell, Deputy Superintendent Carol Whitaker, Assistant Superintendent Jessica McClung, Director, PPS/Special Ed Cecil Snead, Secondary Instruction Rebecca Eastwood, Elementary Instruction Martin Misicko, Director of Operations David Atkins, Budget and Finance Diane Hyatt, Roanoke County Senior Staff Budget Committee Penny Hodge, Chairperson Lorraine Lange, Superintendent Allen Journell, Deputy Superintendent Carol Whitaker, Assistant Superintendent Cecil Snead, Instruction/CTE Rebecca Eastwood, Instruction Ben Williams, Testing and Remediation B. J. Brewer, Administration Jessica McClung, Pupil Personnel Services Employee Advisory Committee Assyson Strassburt, William Byrd HS Andra Blatt, Northside Middle Angela Davis, Green Valley Barbara Buckley, Oak Grove Bethany Downs, Glenvar Middle Betty Jay, Herman L. Horn Buddy Hansbarger, Masons Cove Dan Turman, Transportation Joshua Burton, Northside Middle Julie Kolb, Glenvar HS Michele Dowdy, School Counseling Services Fran Kiker, School Counseling Services Martin Misicko, Operations Dave Trumbower, Classified Personnel David Atkins, Budget and Finance Ed Tutle, Nutrition Services Brenda Chastain, School Board Clerk Darlene Ratliff, Deputy School Board Clerk Chuck Lionberger, Community Relations Danny Carroll, Transportation Deborah Lane, Bonsack Dennis Epperly, Maintenance Don Higgins, Maintenance Janet Shaffer, Mount Pleasant Jason Staples, Penn Forest Jeanine Bennett, W E Cundiff Jessica Meyer, Burton Center Ralph Russo, Hidden Valley Middle Rebecca Campbell, Glen Cove 6 Roanoke County Public Schools Budget Development Process Employee Advisory Committee (continued) Karen Campbell, Cave Spring Middle Kay Thompson, William Byrd Middle Kim Clapper, Glenvar Elementary Linda Carr, Back Creek Lisa Coleman, Burlington Lisa Hayes, Hidden Valley HS Marsha Wray, Cave Spring Elementary Marylee Shaffer, Mountain View Ruth Norris, Hidden Valley HS Sarah Hollett, Clearbrook Sonya Cline, Glenvar High Sue Partsch, Fort Lewis Tammy Wood, Northside HS Timothy Sauls, Cave Spring HS Traci Starr, Central Office Virginia Sharp, Bent Mountain Budget Adoption The budget for the school division for the next fiscal year is presented at board meetings and work sessions in February and early March. On or before April 1 of each year, the School Board adopts the next fiscal year's budget and submits to the Board of Supervisors for approval. The school division operates as a legally separate component unit. However, the school division is fiscally dependent upon the County of Roanoke with approximately 49% of the school budget funded by local taxes. The final adoption and appropriation occur in May of each year. In 2009, the school system received its fourth Association of School Business Officials International (ASBO) Meritorious Budget Award for Excellence in the preparation and issuance of the 2009-10 school system Annual Budget document. The award represents a significant achievement by Roanoke County Public Schools and reflects the commitment of the school division and staff to meeting the highest standards of school budgeting. Budget Implementation The fiscal year begins on July 1 of each year when the newly adopted budget becomes available for spending. Department administrators receive monthly reports which reflect the budgeted amount, year to date expenditures, encumbrances, and the amount remaining for expenditure. Upon review of these reports, the administrators may request budget transfers to align the budget with their spending priorities. The board members receive monthly and quarterly reports of revenues and expenditures to date. Budget Evaluation The last step in the budget process is the evaluation of the financial plan. The results of operation for the fiscal year are reported annually in the School Board's Comprehensive Annual Financial Report (CAFR), which is audited by a certified public accounting firm. The Superintendent's Annual School Report is also prepared annually in accordance with regulations set by the Virginia General Assembly. For the past eight years, Roanoke County Public Schools has received two prestigious awards for its CAFR. The first award is the Certificate of Excellence in Financial Reporting from the Association of School Business Officials International (ASBO). This is an international award that recognizes excellence in preparation and issuance of school system financial reports. The second award received is the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) of the United States and Canada. The Certificate of Achievement is a national award that recognizes conformance with the highest standards for preparation of state and local government financial reports. 7 Roanoke County Public Schools Budget Development Process FY 2010-11 Special Considerations The General Assembly adjourned their regular legislative session on March 14, 2010 with unprecedented reductions in state funding for public education for the second year in a row. The federal stimulus funding that was used to offset state reductions last year has been depleted by the state and is not available to provide significant relief for this budget. While the economy shows some signs of improving market conditions, the state funding levels remain dismal for public schools and reflect the lowest state funding for education since 2006. The FY 11 general fund budget reflects a reduction in state aid of $12,194,744 or 9% less than the prior year state funding. The local government has stepped up to the plate to help offset the sharp reductions in state aid by increasing the transfer to schools by $3,000,000 for FYl 1. This increase is the direct result of a revenue sharing agreement between the School Board and Board of Supervisors that has served the school system and local government well for many years and reflects the strong commitment to public education in Roanoke County. In order to prepare a spending plan that is within our means, spending reductions of $9,087,378 have been approved by the School Board. These cuts allow for a balanced budget but will not be painless and will impact our students and employees in the coming year. Finally, as a key strategy in balancing the state budget, the General Assembly has artificially reduced the Virginia Retirement System premiums for school employees to decrease the required state share of funding as well as provide temporary budget relief to localities. This action resulted in an expenditure savings of $4,550,497 in the FYII budget. However, this unfunded pension liability will be required to be repaid and will impact future budgets that are saddled with this obligation in order to restore adequate funding of the retirement plan to actuarially required levels. The bottom line is that the FYl 1 budget reflects a leaner and more efficient school budget with an overhauled student scheduling model, significantly fewer employees, and salaries frozen at the same level for three years. However, small class sizes have been preserved using the new model and jobs have been saved through retirement incentives and reprogramming. Once again, the School Board will begin work on the next budget in the very near future as we continue to dedicate time and expertise to exploring ways to reduce spending and acclimate to this new version of what is "normal" in budgeting for public education. 8 Roanoke County Public Schools Basis of Presentation The accounting system of the Roanoke County Public School division is organized and operated on the basis of self balancing accounts which comprise its assets, liabilities, fund balances, revenues, and expenditures, as appropriate. School system resources are allocated to and accounted for in individual funds based upon the purpose for which they are to be spent and the means by which spending activities are controlled. The various funds are as follows: General Fund The General Fund consists of the necessary expenditures for the day-to-day operations of the School System for the upcoming fiscal year. This includes costs such as teacher salaries, supplies, equipment, and other operating costs. Grants Fund The Grants Fund accounts for federal, state, and private grants to provide critical support for the instructional program. School Nutrition Fund The School Nutrition Fund accounts for the revenues and expenditures necessary to operate school cafeterias. The primary source of funding for this budget comes from cafeteria sales and federal reimbursements for free and reduced lunches. This fund is self sustaining and does not receive any assistance from the General Fund. Textbook Fund The Textbook Fund consists of the costs associated with the purchase of new textbooks and consumable instructional materials related to the subject area textbooks. This fund is highly subsidized by the School Operating Budget through an interfund transfer. Capital Fund The Capital Fund represents state funding for technology and small capital projects. Debt Fund The Debt Fund represents the payment of principal and interest for loans used to build/renovate school facilities. Laptop Insurance Reserves Fund The Insurance Reserves Fund includes the laptop computer warranty reimbursements and the related replacement of parts and batteries. Regional Alternative School Fund In prior years, the Regional Alternative School Fund was used to account for the costs to provide an alternative educational program for students needing anon-traditional setting. This program is jointly funded by Roanoke County and Bedford County. This program was eliminated in 2009-10. School Bus Fund The School Bus Fund accounts for school bus and support vehicle replacements. 9 Roanoke County Schools Budget Summary -All Funds FY 2010-11 Fund Budget 2009-10 Budget 2010-11 Increase (Decrease) Percent Change General Fund 137,909,128 128,821,750 (9,087,378) -6.6% Grants Fund 5,448,137 5,256,311 (191,826) -3.5% School Nutrition Fund 5,521,806 5,612,000 90,194 1.6% Textbook Fund 1,580,030 913,074 (666,956) -42.2% Capital Fund 2,422,257 859,933 (1,562,324) -64.5% Debt Fund 11,341,461 14,045,634 2,704,173 23.8% Laptop Insurance Reserves Fund 1,191,180 294,000 (897,180) -75.3% Regional Alternative School Fund 456,996 0 (456,996) -100.0% School Bus Fund 810,000 910,000 100,000 12.3% Total Funds 166,680,995 156,712,702 (9,968,293) -6.0% All School Funds Grants Fund School Nutrition Fund Textbook Fund General Capital Fund Fund Debt Fund Laptop Insurance Reserves Fund Regional Alternative School Fund School Bus Fund 10 Roanoke County Public Schools General Fund Revenues Per Pupil FY2010-11 Budget 2009-10 Budget 2010-11 Percent of 2010-11 Revenue Per Pupil State Sales Tax 13,985,000 13,800,000 10.7% 972 State Revenue 58,512,936 48,648,483 37.8% 3,426 Federal Revenue 4,044,692 1,906,901 1.5% 134 Transfer from County 60,543,357 63,543,357 49.3% 4,475 Other Revenue 823,143 923,009 0.7% 65 Total Revenues 137,909,128 128,821,750 100.0% 9,072 Estimated Average Daily Membership 14,200 Other Revenue Sales Tax Transfer from County State Revenue Federal Revenue 11 Roanoke County Public Schools General Fund Revenues FY 2010-11 Actual 2006-07 Actual 2007-08 Actual 2008-09 Budget 2009-10 Budget 2010-ll Increase (Decrease) State SOQ Revenues State Sales Tax 14,776,055 14,342,770 13,696,025 13,985,000 13,800,000 (185,000) State Basic Aid 39,291,130 39,413,465 48,948,366 42,553,002 35,379,846 (7,173,156) Salary Supplement 1,005,538 2,596,685 - - - - SOQ -Vocational Education 848,711 850,160 896,412 881,124 752,231 (128,893) SOQ -Special Education 5,073,815 5,082,479 5,963,091 5,861,393 5,906,405 45,012 SOQ -Gifted Education 378,230 378,876 438,463 430,985 417,906 (13,079) SOQ -Remedial Education 285,979 286,467 380,001 373,520 399,332 25,812 Retirement 2,721,410 3,225,064 3,273,854 3,198,865 1,420,880 (1,777,985) Social Security 2,149,453 2,153,123 2,533,339 2,490,134 2,405,281 (84,853) Group Life 129,152 110,890 107,180 86,197 83,581 (2,616) English as a Second Language 153,309 188,405 187,354 201,218 - (201,218) SOQ -Remedial Summer School 71,762 86,983 94,125 100,110 - (100,110) LCI Hold Harmless - - - - 879,525 879,525 Total SOQ Revenues 66,884,544 68,715,367 76,518,210 70,161,548 61,444,987 (8,716,561) Lottery Funded Programs: Lottery 2,138,475 2,058,866 1,935,374 - - - At Risk 154,797 113,736 139,730 126,283 166,502 40,219 Foster Home Children 333,150 264,174 323,054 333,074 332,687 (387) Support for ConstructionlOperating - - - 870,302 - (870,302) Enrollment Loss - - 355,986 413,700 - (413,700) Special Ed -Regional Tuition 13,122 29,679 44,371 36,340 73,429 37,089 Remedial Summer School - - - - 125,803 125,803 Voc Ed-State Equipment 20,428 24,023 19,389 8,096 - (8,096) Voc Ed-State Adult Education 32,412 22,216 10,603 9,626 - (9,626) Voc Ed-State Occup/Tech Ed 104,729 68,076 67,426 67,244 84,966 17,722 English as a Second Language - - - - 195,222 195,222 Disparity: K-3 423,159 437,602 441,747 437,134 - (437,134) Total Incentive Revenue 3,220,272 3,018,372 3,337,680 2,301,799 978,609 (1,323,190) State Categorical Revenues Homebound Payments 25,194 37,258 32,325 34,589 24,887 (9,702) Adult Education Basic 6,954 10,302 12,140 - - - State Grant Revenue 29,507 57,760 62,449 - - - Total Categorical Revenue 61,655 105,320 106,914 34,589 24,887 (9,702) Total State Revenue 70,166,471 71,839,059 79,962,804 72,497,936 62,448,483 (10,049,453) Federal Revenue Medicaid Reimbursement 63,529 96,783 177,171 40,365 40,365 - Medicaid -Administrative Claiming 159,603 96,340 81,926 - - - AFJROTCReimbursement 34,888 26,027 47,185 40,000 47,500 7,500 Emergency Impact Aid 11,509 - - - - - FederalLand Use 1,730 1,727 3,082 1,000 1,000 - Federal Grants 2,871 2,380 3,448 - - - Voc Ed -Carl Perkins Act 158,790 154,895 136,373 136,372 136,372 - Federal Stimulus (ARRA) - - - 3,826,955 1,681,664 (2,145,291) Total Federal Revenue 432,920 378,152 449,185 4,044,692 1,906,901 (2,137,791) 12 Roanoke County Public Schools General Fund Revenues FY 2010-11 Actual Actual Actual Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-ll (Decrease) Local Revenue Local Appropriation-County 58,813,115 62,450,497 61,737,627 60,066,058 63,066,058 3,000,000 Transfer from County - CSA 1,549,000 1,849,000 2,099,000 - - - Transfer from County -Dental 385,820 417,616 430,505 477,299 477,299 - Total Local Revenue 60,747,935 64,717,113 64,267,132 60,543,357 63,543,357 3,000,000 Other Revenue Interest Income 424,224 391,181 240,697 150,000 100,000 (50,000) Rental of School Property 6,835 10,850 4,490 - - - Tuition -Regular School 141,095 123,920 74,753 67,334 80,000 12,666 Tuition -Summer School 124,205 85,773 68,025 85,000 85,000 - Tuition -Summer Physical Ed 12,800 16,239 610 - - - Tuition -Adult Education 51,094 11,238 26,124 41,435 55,582 14,147 Tuition -Preschool (LEAP) 114,920 106,813 132,594 126,360 206,400 80,040 Other Miscellaneous Revenue 8,335 31,432 19,137 3,600 3,600 - Lease Proceeds - - - - 48,000 48,000 E-rate Reimbursement 31,225 254,067 222,191 232,374 248,514 16,140 Alternative School Recovered Costs 17,220 17,220 17,220 17,220 - (17,220) Tuition from Other Localities 2,500 18,525 16,962 17,060 15,913 (1,147) Online High School Tuition 95,340 93,025 88,885 82,760 80,000 (2,760) Total Other Revenue 1,029,793 1,160,282 911,688 823,143 923,009 99,866 Total General Fund Revenue 132,377,119 138,094,606 145,590,809 137,909,128 128,821,750 (9,087,378) 13 Roanoke County Public Schools General Fund Expenditures by Budget Categories The education of students is alabor-intensive operation that is reflected in the allocation of the financial resources of the school system. For the 2010-11 fiscal year, contract salaries and fringe benefits represent 82% of expenditures in the operating budget. The major department budget areas are described below. Classroom Instruction expenditures deal directly with the interaction between teachers and students in the classroom. This includes the development of curriculum and instructional programs which support the standards of quality and the administration of schools and programs in compliance with state, federal, and school board mandates, policies, and guidelines. Classroom instruction also includes expenditures associated with educational testing, career education programs, special education services, homebound instruction, and guidance services. Personnel is the largest expenditure in the school operating fund. These departments include the salary and fringe benefit costs for classroom personnel, instructional and central office support staff, and school administration. Support services are expenditures related to providing transportation for regular, special, and summer school programs and the maintenance and operation of all school facilities. Central support departments include expenditures for the school board, school superintendent, budget and finance, community relations, pupil assignment, and staff development. Property insurance for school buildings, worker's compensation, and fund transfers for debt and textbooks are budgeted under central support. Special programs capture the cost of providing summer school and adult education classes. 14 Roanoke County Public Schools General Fund Expenditures Per Pupil FY 2010-11 Budget 2009-10 Budget 2010- ll Percent of 2010- ll Cost Per Pupil Classroom Instruction 5,802,747 5,577,445 4.3% 393 Personnel 112,645,180 105,448,386 81.9% 7,426 Central Support 10,680,683 9,543,965 7.4% 672 Support Services 7,700,476 7,843,202 6.1% 552 Special Programs 408,752 408,752 0.3% 29 Emergency Contingency 671,290 0 0.0% 0 137,909,128 128,821,750 100.0% 9,072 Estimated Average Daily Membership 14,200 Support Services Central Support Special Programs Adult Education Classroom Personnel Instruction 15 Roanoke County Public Schools General Fund Expenditures Summary by Department FY 2010-11 Actual Actual Actual Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-11 (Decrease) Classroom Instruction: Instructional Programs -Elementary Instructional Programs -Secondary Deputy Superintendent of Administration Testing and Remediation Career and Technical Education Pupil Personnel and Special Education School Counseling Services Media Services Total Classroom Instruction Personnel: Instructional Personnel Administrative Personnel Classified Personnel Employee Insurance Benefits Total Personnel Central Support: School Board School Superintendent Budget & Finance Community Relations Staff Development Pupil Assignment Total Central Support Support Services: Transportation Facilities & Operations Total Support Services Special Programs: Summer School Adult & Continuing Education Total Special Programs Emergency Contingency Total General Fund Expenditures - - - 624,154 569,882 (54,272) 844,898 796,916 1,036,900 677,418 457,611 (219,807) 1,033,484 1,174,818 1,226,129 1,502,444 1,605,543 103,099 252,641 360,799 278,091 406,673 389,451 (17,222) 432,806 400,003 417,003 448,519 448,519 - 499,993 593,851 634,619 694,889 657,789 (37,100) 356,535 382,727 394,675 79,178 79,178 - 1,114,224 1,845,550 1,859,411 1,369,472 1,369,472 - 4,534,581 5,554,664 5,846,828 5,802,747 5,577,445 (225,302) 77,138,915 80,442,460 83,064,302 74,187,258 68,768,596 (5,418,662) 8,919,372 9,195,964 9,631,480 9,085,875 8,411,119 (674,756) 19,534,059 20,432,503 22,183,644 18,612,105 17,508,729 (1,103,376) - - - 10,759,942 10,759,942 - 105,592,346 110,070,927 114,879,426 112,645,180 105,448,386 (7,196,794) 237,429 285,874 245,955 258,308 258,308 - 258,135 86,556 55,043 440,276 440,276 - 14,370,278 16,096,359 19,029,364 9,502,896 8,366,178 (1,136,718) 56,482 52,147 42,382 16,900 16,900 - 297,050 408,184 365,029 342,237 342,237 - 109,075 181,727 116,515 120,066 120,066 - 15,328,449 17,110,847 19,854,288 10,680,683 9,543,965 (1,136,718) 1,269,798 1,662,244 1,469,025 1,879,440 1,855,440 (24,000) 4,547,235 4,362,881 4,993,663 5,821,036 5,987,762 166,726 5,817,033 6,025,125 6,462,688 7,700,476 7,843,202 142,726 341,772 311,045 313,878 347,477 347,477 - 53,084 43,747 55,931 61,275 61,275 - 394,856 354,792 369,809 408,752 408,752 - - - - 671,290 - (671,290) 131,667,265 139,116,355 147,413,039 137,909,128 128,821,750 (9,087,378) 16 Roanoke County Public Schools Student Enrollment September Average Daily Annual Fiscal Year Enrollment Membership Growth 1995-96 Actual 13,753 13,721 1996-97 Actual 13,881 13,863 1.0% 1997-98 Actual 13,956 13,898 0.3% 1998-99 Actual 13,875 13,862 -0.3% 1999-00 Actual 13,852 13,856 0.0% 2000-O1 Actual 13,871 13,865 0.1% 2001-02 Actual 13,911 13,930 0.5% 2002-03 Actual 14,094 14,127 1.4% 2003-04 Actual 14,385 14,279 l.l% 2004-OS Actual 14,508 14,365 0.6% 2005-06 Actual 14,842 14,728 2.5% 2006-07 Actual 14,891 14,777 0.3% 2007-08 Actual 14,931 14,802 0.2% 2008-09 Actual 14,742 14,650 -1.0% 2009-10 Budgeted 14,400 2010-11 Proposed 14,200 Average Daily Membership Trend A .~ a a 4,900 - 4,800 - _ 4,700 - _ . _ 4,600 - _4,500 - 4,400 - _4,300 - 4,200 - _4,100 - 4,000 - 3,900 - - _ 3,800 - _ 3,700 - 3,600 - ~~ ~~ ~~ ~~ o0 oti oti o~ o~` o`~ o~ o~ o~ o~ ,~o ,~ti 17 Roanoke County Public Schools Historical Fund Balance Data Transfer from County General Fund Fiscal Year Annual Phase 1 Reserve for Total Increase From Percent Ended June 30 Appropriation Capital Projects New Schools Appropriation Prior Year Increase 2001-02 52,311,049 2,000,000 1,500,000 55,811,049 3,013,258 5.71% 2002-03 55,040,790 2,000,000 57,040,790 1,229,741 2.20% 2003-04 55,920,239 2,000,000 57,920,239 879,449 1.54% 2004-OS 55,418,522 2,000,000 57,418,522 (501,717) -0.87% 2005-06 57,667,370 2,000,000 59,667,370 2,248,848 3.92% 2006-07 59,240,414 2,000,000 61,240,414 1,573,044 2.64% 2007-08 62,902,796 2,000,000 64,902,796 3,662,382 5.98% 2008-09 62,214,926 2,000,000 64,214,926 (687,870) -1.06% 2009-10 60,543,357 2,000,000 62,543,357 (1,671,569) -2.60% 2010-11 63,543,357 2,000,000 65,543,357 3,000,000 4.80% General School Operations Fund Balances Fiscal Year Fund Balance Ended Operating Operating as a June 30 Budget Fund Balance of Budget 2002 98,162,402 4,008,278 4.08% 2003 102,259,339 4,190,156 4.10% 2004 110,986,972 3,670,525 3.31% 2005 112,448,453 5,385,687 4.79% 2006 118,007,240 6,282,978 5.32% 2007 127,332,873 6,992,833 5.49% 2008 135,091,375 5,288,063 3.91% 2009 143,223,216 4,651,042 3.25% Note: School Emergency Fund Balance of $1.3M adopted by School Bd in 2006, excluded from above fund balance. Increased to $2M in 2007-08 and $2.67 in 2009. 18 Roanoke County Public Schools Other School Funds 2010 - 2011 Roanoke County Public Schools School Grant Fund Revenues FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-11 (Decrease) Federal Grants: Title I, Part A Title II, Part A Title II, Part D Title III Title IV, Safe & Drug Free Schools Title V, Part A Title VI-B Flow-Thru Funds Preschool Mini Grant-1 yr Sliver Grant Reg Tech Ed Training State Grants: Early Reading Initiative Algebra Readiness GED Funding High Schools That Work - WBHS High Schools That Work - CSHS Preschool Initiative Visually Handicapped Grant Learn & Serve -Wolfcreek Walk Learn & Serve -Wolfcreek Watershed Safe Routes to School Mentor Teacher Supplemental Technology Dual Enrollment Tobacco Settlement Adult Basic Education General Adult Education Special Education in Regional Jail Jobs for Virginia Graduates Race for GED Other Grants: James Madison Autism Total Grant Revenues 1,088,126 1,042,897 1,007,750 904,590 800,000 (104,590) 245,248 260,886 297,348 335,000 333,240 (1,760) 113,582 121,447 117,498 14,500 12,716 (1,784) 53,831 46,605 33,844 37,139 35,000 (2,139) 39,653 38,764 33,652 33,652 - (33,652) 29,630 21,299 12,979 - - - 2,871,416 3,101,515 3,065,289 3,053,735 3,053,735 - 91,376 91,379 89,747 89,747 88,856 (891) 1,006 - - - - - 9,914 7,745 7,310 - - - 4,543,782 4,732,537 4,665,417 4,468,363 4,323,547 (144,816) 94,285 128,584 157,497 159,166 156,982 (2,184) 75,485 47,374 60,488 58,360 63,183 4,823 15,717 15,717 15,717 15,717 15,717 - 7,865 14,750 5,681 - - - 9,645 14,626 - - - - 270,447 291,798 423,004 430,985 486,576 55,591 4,103 3,817 3,720 4,106 4,106 - 47,456 58,058 47,270 26,089 - (26,089) - - 17,151 - - - - - 13,983 - - - - - - 13,357 10,504 (2,853) 28,972 - - - - - 114,684 123,552 106,584 - - - 68,956 64,290 61,000 62,850 - (62,850) 101,775 - 96,880 88,397 88,000 (397) - - - 8,392 8,392 - - - 51,451 112,355 99,304 (13,051) - 50,000 47,387 - - - - 46,394 61,523 - - - 839,390 858,960 1,169,336 979,774 932,764 (47,010) - - 2,500 - - - - - 2,500 - - - 5,383,172 5,591,497 5,837,253 5,448,137 5,256,311 (191,826) 20 Roanoke County Public Schools School Grant Fund Expenditures FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-ll (Decrease) Federal Grants: Title I, Part A Title II, Part A Title II, Part D Title III Title IV, Safe & Drug Free Schools Title V, Part A Title VI-B Flow-Thru Funds Preschool Mini Grant-1 yr Sliver Grant Reg Tech Ed Training State Grants: Early Reading Initiative Algebra Readiness GED Funding (ISAEP) High Schools That Work - WBHS High Schools That Work - CSHS Preschool Initiative Visually Handicapped Grant Learn & Serve -Wolfcreek Walk Learn & Serve -Wolfcreek Watershed Safe Routes to School Mentor Teacher Supplemental Technology Dual Enrollment Tobacco Settlement Adult Basic Education General Adult Education Special Education in Regional Jail Jobs for Virginia Graduates Race for GED Other Grants: James Madison Autism Parent Fair Total Grant Expenditures 1,088,126 1,042,897 1,007,750 904,590 800,000 (104,590) 245,248 260,886 297,348 335,000 333,240 (1,760) 113,582 121,447 117,498 14,500 12,716 (1,784) 57,961 46,608 33,841 37,139 35,000 (2,139) 39,653 38,764 33,652 33,652 - (33,652) 29,630 21,299 12,979 - - - 2,871,541 3,101,565 3,065,239 3,053,735 3,053,735 - 91,376 91,379 89,747 89,747 88,856 (891) 1,006 - - - - - 5,962 11,697 7,310 - - - 4,544,086 4,736,542 4,665,364 4,468,363 4,323,547 (144,816) 94,285 128,584 158,058 159,166 156,982 (2,184) 75,485 47,374 60,488 58,360 63,183 4,823 15,717 15,717 15,717 15,717 15,717 - 7,865 14,750 5,681 - - - 9,645 14,626 - - - - 270,447 291,798 423,004 430,985 486,576 55,591 4,103 3,817 3,720 4,106 4,106 - 47,456 58,058 47,270 26,089 - (26,089) - - 17,151 - - - - - 13,983 - - - - - - 13,357 10,504 (2,853) 28,972 - - - - - 49,564 78,701 188,041 - - - 69,318 64,291 61,002 62,850 - (62,850) 101,775 104,491 96,880 88,397 88,000 (397) - - - 8,392 8,392 - - - 51,451 112,355 99,304 (13,051) - 50,000 47,387 - - - - 46,394 61,523 - - - 774,632 918,601 1,251,356 979,774 932,764 (47,010) - - 2,500 - - - 6 1 - - - - 6 1 2,500 - - - 5,318,724 5,655,144 5,919,220 5,448,137 5,256,311 (191,826) 21 Roanoke County Public Schools School Nutrition Fund Revenues and Expenditures FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-ll (Decrease) Revenues: Pupil, Adult & Other Sales Rebates & Refunds State Reimbursement Federal Reimbursement Interest Income Other Income Transfer from General Fund Total Revenues Expenditures: Salaries & Related Costs Contractual Services Travel Food Supplies Supplies Equipment Unappropriated Total Expenditures Beginning Balance Ending Balance 3,788,710 4,035,978 3,790,896 3,950,000 3,800,000 (150,000) 9,901 9,099 30,573 10,000 20,000 10,000 77,118 82,751 84,143 75,000 80,000 5,000 1,177,955 1,280,922 1,729,983 1,390,000 1,700,000 310,000 41,217 40,212 18,669 30,000 12,000 (18,000) 277,946 - - - - - - - 133,612 66,806 - (66,806) 5,372,847 5,448,962 5,787,876 5,521,806 5,612,000 90,194 2,574,625 2,740,327 2,984,490 2,913,612 2,985,000 71,388 61,221 69,338 74,164 75,000 82,000 7,000 12,355 16,480 16,699 18,000 18,000 - 2,238,943 2,360,355 2,638,880 2,300,000 2,400,000 100,000 65,859 79,157 70,766 90,000 90,000 - 238,959 102,225 100,914 100,000 37,000 (63,000) - - - 25,194 - (25,194) 5,191,962 5,367,882 5,885,913 5,521,806 5,612,000 90,194 715,544 896,429 977,509 - - - 896,429 977,509 879,472 - - - Meal Prices: Elementary lunch Secondary lunch Reduced price lunch Adult lunch Full priced breakfast Adult breakfast Reduced breakfast Current Reimbursement Rates: Federal -paid meal Federal -reduced price meal Federal -free meal State reimbursement FY OS-06 FY 06-07 FY 07-08 FY 08-09 FY 09-10 FY 10-ll 1.60 1.75 1.75 2.00 2.00 2.00 1.75 1.75 1.75 2.00 2.00 2.00 0.40 0.40 0.40 0.40 0.40 0.40 2.25 2.25 2.25 2.50 2.50 2.50 0.85 0.85 0.85 1.00 1.00 1.00 1.10 1.10 1.10 1.25 1.25 1.25 0.30 0.30 0.30 0.30 0.30 0.30 Breakfast Lunch $0.26 $0.25 $1.16 $2.28 $1.46 $2.68 none $0.05 22 Roanoke County Public Schools School Textbook Fund Revenues and Expenditures FY 2010-11 Actuals 2006-07 Actuals 2007-08 Actuals 2008-09 Budget 2009-10 Budget 2010-11 Increase (Decrease) Revenues: Sale of Textbooks 24,726 12,792 12,589 10,000 10,000 - Other Revenue 3,532 11,490 17,514 9,000 5,000 (4,000) State Reimbursement 925,095 926,675 1,154,813 1,150,884 487,928 (662,956) Transfer from School Operating Fund 395,146 410,146 410,146 410,146 410,146 - Total Revenues 1,348,499 1,361,103 1,595,062 1,580,030 913,074 (666,956) Expenditures: Salaries & Related Costs 80,040 87,752 91,030 92,097 95,097 3,000 Instructional Materials 24,000 24,302 22,570 25,000 25,000 - ConsignmentTextbooks 729,411 763,808 1,106,585 943,000 489,977 (453,023) Non-Consignment Textbooks 397,744 364,662 213,957 519,933 303,000 (216,933) Laptop Computer Equipment 115,000 65,000 - - - - Total Expenditures 1,346,195 1,305,524 1,434,142 1,580,030 913,074 (666,956) Beginning Balance 99,698 102,003 157,582 - - - EndingBalance 102,003 157,582 318,502 - 0 0 Scheduled Adoptions: FY2011-Math FY2012 -Reading & Science FY2013 -None 23 Roanoke County Public Schools School Capital Fund Revenues and Expenditures FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010-ll (Decrease) Revenues: Interest Income Other Income Soft Drink Commission State Technology Bond State Construction Grant Federal Stimulus Modernization Sale of Land Proceeds from State Agency Proceeds from Bond Premiums Proceeds from VPSA Bonds Proceeds from Lease Purchase Transfer -Bogle Field Reserve Transfers from Other Funds Beginning balance -laptops Total Revenues 103,956 511,482 147,017 264 220 3,754 60,000 60,000 60,000 766,745 841,255 804,000 289,799 289,940 302,839 41,043 61,550 - - - 798,438 - 1,192,655 4,083,669 - 21,264,713 43,830,000 3,564,057 - - 7,443,735 8,046,798 10,250,018 804,000 752,000 (52,000) 1,132,200 - (1,132,200) - 48,000 48,000 25,000 25,000 - 461,057 60,933 (400,124) Expenditures: Salaries & Related Costs Contracted Services School Projects (Pepsi) Equipment Stimulus School Modernization Technology Technology -LCD bulbs Land Building Improvements Bogle Reserve Transfers to Other Funds Laptops -Future Years Transfers to Other Funds Debt Service -Other Total Expenditures Beginning Balance Ending Balance 12,269,599 32,268,613 60,279,735 2,422,257 885,933 (1,536,324) 41,675 24,776 7,942 534,186 1,183,612 642,343 54,536 60,000 60,000 1,675,180 3,530,991 1,253,753 2,188,050 56,177 314,129 50,000 2,466,726 158,998 7,131,761 18,851,684 14,015,282 303,099 - - - - 285,623 - - 218,126 804,000 752,000 (52,000) 1,132,200 - (1,132,200) - 48,000 48,000 145,000 60,933 (84,067) 25,000 25,000 - 316,057 - (316,057) 11,978,487 26,173,966 16,956,196 2,422,257 885,933 (1,536,324) 10,255,985 10,547,097 - - - - 10,547,097 16,641,744 43,323,539 - - - 24 Roanoke County Public Schools School Debt Fund Revenues and Expenditures FY 2010-11 Actuals 2006-07 Actuals 2007-08 Actuals 2008-09 Budget 2009-10 Budget 2010-ll Increase (Decrease) Revenues: VPSA Premium 285,446 - - - - - Transfer from General Fund 6,809,782 6,784,688 8,562,785 9,037,092 9,884,871 847,779 Transfer from School Fund 2,304,369 2,329,369 2,329,368 2,304,369 4,125,345 1,820,976 Beginning Balance - - - - 35,418 35,418 Total Revenues 9,399,597 9,114,057 10,892,153 11,341,461 14,045,634 2,704,173 Expenditures: Principal on G. 0. Bonds 525,000 540,000 555,000 575,000 600,000 25,000 Principal on Literary Loans 850,032 826,632 687,685 459,321 447,817 (11,504) Principal on VPSA Bonds 4,481,603 4,449,988 5,367,054 5,367,864 7,539,289 2,171,425 Interest on G. 0. Bonds 149,631 133,181 119,681 103,031 79,625 (23,406) Interest on Literary Loans 207,274 181,603 156,634 135,834 121,946 (13,888) Interest on VPSA Bonds 2,182,837 2,957,653 3,981,099 4,700,411 5,221,539 521,128 Bank Service Charges 5,900 7,232 7,350 - 35,418 35,418 Total Expenditures 8,402,277 9,096,289 10,874,503 11,341,461 14,045,634 2,704,173 Beginning Balance 1,005,900 2,003,220 2,020,988 - - - Ending Balance 2,003,220 2,020,988 2,038,638 - - - 25 Roanoke County Public Schools Laptop Insurance Reserve Revenues and Expenditures FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010- ll (Decrease) Revenues: Interest Income Fees from Students LostlDamaged Parts Recovered Costs Warranty Reimbursements Total Revenues Expenditures: Warranty related: Salaries & Related Costs Miscellaneous Operating (bags) Printing Supplies Small Equipment (batteries) Small Parts -Students Small Parts -Teachers Laptop Network Security Software Reserve related: Equipment Laptop Purchases or Reserves Laptops on carts: Carts 5th year warranty Upgrade electric Total Expenditures Beginning Balance Ending Balance 37,527 29,212 19,191 - - - 414,720 401,138 213,886 144,000 144,000 - - - 5,122 - - - - 341 - - - - 165,075 166,100 160,630 150,000 150,000 - 617,322 596,791 398,829 294,000 294,000 - 15,080 32,914 28,182 21,530 21,530 - 50,929 38,064 17,796 - - - - - - 22,918 22,918 - 127,849 131,699 95,973 85,552 85,552 - 19,183 29,317 9,600 20,000 20,000 - 2,039 3,824 - - - - 40,000 - - - - - 387,120 133,216 - - - - - - 183,250 - 18,000 18,000 - - - 87,000 - (87,000) - - - 139,500 126,000 (13,500) - - - 30,000 - (30,000) 642,200 369,034 334,801 406,500 294,000 (112,500) 245,175 220,297 448,054 897,180 - (897,180) 220,297 448,054 512,082 784,680 - (784,680) 26 Roanoke County Public Schools Regional Alternative School Fund FY 2010-11 Actuals Actuals Actuals Budget Budget Increase 2006-07 2007-08 2008-09 2009-10 2010- ll (Decrease) Revenues: Department of Education Grant Roanoke County Tuition Roanoke County Transportation Bedford County Tuition Bedford County -SAP Technology Initiative Other Income Total Revenues Expenditures: Salaries and Fringe Benefits Communications Lease/Rent of Equipment Travel Office/Medical Supplies Small Equipment Janitorial Supplies Instructional Materials Instructional Equipment -New Transfer to Roanoke County: Transportation Property Insurance Utilities Total Expenditures Beginning Balance Ending Balance Total Cost Per Student Roanoke County Cost Per Student 87,823 95,249 97,308 97,308 - (97,308) 192,232 196,876 200,807 200,807 - (200,807) 19,000 19,000 19,000 19,000 - (19,000) 192,232 196,876 200,807 75,000 - (75,000) 10,000 10,000 10,000 - - - - - 51,246 - - - - - 1,334 - - - 501,287 518,001 580,502 392,115 - (392,115) 419,981 437,964 459,900 326,831 - (326,831) - - - 200 - (200) - - - 1,000 - (1,000) 673 598 401 800 - (800) 1,541 3,052 2,061 1,600 - (1,600) 1,453 2,502 - 2,100 - (2,100) 198 36 - 300 - (300) 3,168 5,575 6,214 5,000 - (5,000) - 25,741 25,505 - - - 19,000 19,000 19,000 19,000 - (19,000) 620 620 620 620 - (620) 16,600 16,600 16,600 18,600 - (18,600) 463,234 511,688 530,301 376,051 - (376,051) 20,515 58,568 64,881 64,881 - 64,881 58,568 64,881 115,082 80,945 - 48,817 11,581 12,792 13,258 9,401 - 9,612 9,844 10,990 8,454 - Note for 2010-ll: This joint alternative school program has been eliminated. Alternative education services are outsourced as needed. 27 Roanoke County Public Schools School Bus Fund FY 2010-11 Actuals 2006-07 Actuals 2007-08 Actuals 2008-09 Budget 2009-10 Budget 2010-ll Increase (Decrease) Revenues: Interest Income 15,248 17,035 23,342 - - - Sale of Machinery & Equipment 6,283 11,743 4,137 - - - Transfer from General Fund 700,000 760,000 810,000 810,000 910,000 100,000 Total Revenues 721,531 788,778 837,479 810,000 910,000 100,000 Expenditures: School bus replacements 793,306 756,893 272,458 775,000 775,000 - Supportvehicle replacements - 34,550 35,530 35,000 135,000 100,000 Total Expenditures 793,306 791,443 307,988 810,000 910,000 100,000 Beginning Balance 849,919 778,144 775,479 - - - Ending Balance 778,144 775,479 1,304,971 - - - 28 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Dr. Lorraine Lange, School Superintendent Penny Hodge, Assistant Superintendent of Finance Brenda Chastain, Clerk to the School Board Diane Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 2 of 2 ACTION N0. A-041310-10 ITEM N0. D-10 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: April 13, 2010 Request to discuss the possible acquisition of the Bent Mountain Elementary School property B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Board member Ed Elswick has asked that this new business item be listed in order for him to seek the Board of Supervisors' (BoS} authorization for the County to submit in writing to the Roanoke School Board a request to transfer ownership of the Bent Mountain Elementary School to the Roanoke County Board of Supervisors. This item was discussed at the School Board/BoS joint meeting held on March 11, 2010. At that time, the members of the School Board suggested to the BoS that a written request be forwarded regarding the County's intent on future use and/or ownership of the Bent Mountain Elementary School. Attached, please find a copy of a brief summary of anticipated costs for the use of the Bent Mountain Elementary School by either the County or a third party. Mr. Elswick is asking that the County seek ownership and then enter into a process by which the school could be used for community purposes. He will provide additional information at the meeting. Page 1 of 2 VOTE: Supervisor Elswick moved to hold a work session on the possible acquisition of Bent Mountain Elementary School property. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ Page 2 of 2 ACTION N0. A-041310-11.a ITEM N0. F-2 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: April 13, 2010 Request to accept and appropriate funds in the amount of $15,000 for reimbursement from the Town of Vinton for utility relocations for the Chestnut Mountain Circle (Route 1034) Rural Addition Project, Vinton Magisterial District Arnold Covey Director of Community Development B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On April 14, 2009, the Board of Supervisors approved funding for the construction of the utility relocation on Chestnut Mountain Circle. The utility relocation was completed February 2010 and included the replacement of 385' of 2" waterline, 230' of 8" sanitary sewerline, 55' of 6"sanitarysewerlineandtwosanitarysewermanholes. Thetotal costof this utility relocation was $42,965. The Town of Vinton is reimbursing Roanoke County $15,000 for this utility relocation paid by Department of Community Development. FISCAL IMPACT: The County will receive $15,000 from the Town of Vinton. STAFF RECOMMENDATION: Accept and appropriate $15,000 from the Town of Vinton to the Department of Community Development's "Road Improvements" Minor Capital Account (102463-3013). Page 1 of 2 VOTE: SupervisorAltizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Arnold Covey, Director of Community Development Rebecca Owens, Director of Finance Page 2 of 2 ACTION N0. A-041310-11.b ITEM N0. F-3 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: April 13, 2010 Donation of a new variable width public drainage easement across property of the Western Virginia Regional Jail Authority (Tax Map No. 064.03-01-19.03) Instrument No. 200606783, page 421, Catawba Magisterial District Joseph B. Obenshain Senior Assistant County Attorney B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of the following easement conveyed to the Board of Supervisors of Roanoke Countyfor stormwater management basin easements and access easements acrossthe propertyof The WesternVirginia Regional JailAuthority in the Catawba Magisterial District of the County of Roanoke: a} Donation by The Western Virginia Regional Jail Authority of public drainage easements, of variable width, to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present or future drainage courses, ditches, lines, pipes, facilities and other necessary or related structures, appurtenance and improvementsformanagement, collection, transmission and distribution of any form of drainage, including but not limited to stormwater drainage, together with the right of ingress and egress thereto from a public road, upon, over, under and across a tract or parcel of land belonging to The WesternVirginia Regional JailAuthority, designated on Roanoke County Land Records as Tax Map No. 064.03-01-19.03. The location of the said easements is shown and designated as "STORMWATER MANAGEMENT BASIN EASEMENTS" upon the "Plat Showing stormwater Management Basin Easements and Access Easements" dated December 21, 2006, prepared by Hayes, Page 1 of 2 Seay, Mattern &Mattern, attached as Exhibit A and incorporated by reference herein. This being a portion of the same property conveyed to The Western Virginia Regional Jail Authority, by deed dated April 18, 2006, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, as Instrument No. 200606783, page 421. The location and dimensions of this easement have been reviewed and approved by the County's engineering staff. STAFF RECOMMENDATION: Staff recommends acceptance of this easement and that the County Administrator, or any Assistant County Administrator, be authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. VOTE: SupervisorAltizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Paul Mahoney, County Attorney Arnold Covey, Director of Community Development Joseph B. Obenshain, Senior Assistant County Attorney Page 2 of 2 ~. ' ' ~ o ~~~ ~.1L.~'~.ll.. 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F-4 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: April 13, 2010 Request to authorize the Roanoke County Police Department to execute contracts with political subdivisions to use the Laurel Mountain Driver Training Center Daniel R. O'Donnell Assistant County Administrator B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Police Department has been working with the County Attorney's Office and County Administration to establish a contract and regulations for other public law enforcement agencies who wish to utilize the services of Roanoke County's Laurel Mountain Driving Center. Attached to this Board report is a copy of the contract that the County would use for this purpose. The requested action would approve the following: 1) Authorize the Chief of Police to contract with other public sector law enforcement agencies for driver training at the Laurel Mountain Driver Training Center in accordance with the attached contract. 2) Authorize the County Administrator, based on the pro rata daily cost of operating the facility, to annually adjust the fee schedule (Exhibit B) 3) Designate the funds collected to be used for operations and maintenance costs of the facility. Page 1 of 2 FISCAL IMPACT The daily charge recommended in Exhibit B is the daily cost of providing on-site supervision and related operating and maintenance costs forthe facility as calculated by the Roanoke County Police Department. The majority of the use of the facility will be for Roanoke County, but collecting these charges for use by outside agencies will help to defray the cost of operating the facility. STAFF RECOMMENDATION Staff recommends that the Board of Supervisors approve the contract form, authorize the Chief of Police to contract for the use of the Laurel Mountain Driving Center in accordance with the contract, authorize the County Administrator to annually adjust the daily charges for non-Roanoke Countyagencies contracting to usethefacilityand todesignatethefunds collected under the contract for operations and maintenance of the Laurel Mountain Driver Training Center. VOTE: SupervisorAltizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Daniel R. O'Donnell, Assistant County Administrator Ray Lavinder, Chief of Police Page 2 of 2 Exhibit A LAUREL MOUNTAIN DRIVING CENTER RULES AND REGULATIONS 1. SAFETY is of PARAMOUNT IMPORTANCE during range training, therefore, all instructions, commands, or directions from an instructor will be IMMEDIATELY obeyed without question, variations, or exceptions. 2. Each student will be required to ALWAYS operate their vehicle in a safe and proper manner at ALL times and to notify an instructor of any unsafe conditions or practices they notice. 3. No student will operate any vehicle on the driving range without the permission from an instructor. 4. No vehicle will exceed 20 m.p.h. on the range unless ordered to by an instructor. 5. Keys will remain in the vehicle at ALL times. Do not remove keys from the vehicle unless instructed to do so. 6. Emergency brakes will ALWAYS be engaged when vehicle is parked. 7. All vehicles will have all the doors closed, except when loading or unloading. 8. Only one student (driver) will be allowed in a vehicle operating on a course. (No passengers except for instructors). 9. Seat belt and shoulder harness will be worn at ALL times during operation of the vehicle. 10. ALL doors will be locked during the vehicle's operation. 11. No smoking, eating or drinking will be permitted in any vehicle, when in use. 12. No personnel will back up a vehicle on the driving range, while looking forward (B.U.L.F.) 13. External P.A. systems, sirens, police radio and emergency lights shall not be activated except at an instructor's discretion. 14. Objects that cannot be secured in the passenger compartment or the vehicles' trunk shall be removed during the training. 15. Extreme care must be exercised when retrieving traffic cones that have been knocked down. The driver training vehicle MUST be placed in the PARK GEAR position, EMERGENCY BRAKE engaged, and the ENGINE TURNED OFF when a cone is being retrieved from beneath a vehicle. 16. Protective helmets will be worn at all times when driving through the specialized maneuver courses (Serpentine, Reaction, Double Lane Change, Controlled Braking, Off Road Recovery, Short /Long Pursuit Courses). 17. No vehicle will exceed 35 m.p.h. while being operated on any of the specialized maneuver courses (Serpentine, Reaction, Double Lane Change, Controlled Braking, Off Road Recovery, Short /Long Pursuit Courses). 18. ALL personnel shall stand at a safe distance AWAY from all driving courses and remain CONSTANTLY VIGILANT to the location of the vehicles that are in operation on the training courses, especially vehicles exiting the courses. 19. ANY accident, damage to property, or injury will be reported IMMEDIATELY to an instructor. 20. Each student is responsible for the cleanliness of the range, as well as setting up and taking down the traffic cones used on the course. 21. There will be no vehicles allowed on the driver training range other then the vehicles being used for training, unless approved by an instructor. ** ANY PERSON VIOLATING THE RULES SET FORTH HEREIN WILL BE REMOVED FROM THE RANGE AND HIS /HER SUPERVISOR NOTIFIED WITH A WRITTEN REPORT FILED AND SUBMITTED TO THE CHIEF OF POLICE. VIOLATING A SAFETY RULE WHERE THERE IS A THREAT TO LIFE WILL WARRANT DAYS OFF WITHOUT PAY OR REMOVAL FROM SERVICE ** OFFICER /RECRUIT: SSN: SIGNATURE: DATE: Exhibit B Fees for Use of Laurel Mountain Driver Training Center Daily Rate for non-county agencies $364 per day THIS AGREEMENT, made and entered into this day of , 2010, by and between the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, a Virginia political subdivision, (hereafter "Roanoke County") acting by and through the Roanoke County Police Department, party of the First Part, and , a Virginia municipal corporation/ political subdivision (hereafter "User Agency"), party of the Second Part; VVITNESSETH: Whereas, Roanoke County is the owner of Laurel Mountain Driver Training Center, a driver training facility located at 6231 Twine Hollow Road, Salem, Virginia in the Catawba Magisterial District of Roanoke County; and Whereas, the classroom facilities have been approved by the Virginia Department of Criminal Justice Services (hereafter referred to as DCJS) as an authorized site for conducting law enforcement training; and Whereas, as owner of this driver training facility, Roanoke County has expended public funds for the construction, improvement and maintenance thereof, and is responsible for the ongoing management and supervision of this facility; and Whereas, Roanoke County desires to make this approved facility available to other law enforcement agencies, both public and private, to assist in training of area law enforcement personnel to better ensure the protection of both officers and members of the public and reduce the potential for costly and time consuming complaints or legal actions; and Whereas, Roanoke County and desire (User Agency) to establish the requirements and agreements for the use of this facility by the Party of the Second Part and to confirm the responsibilities ofboth parties to this Agreement. NOW, THEREFORE, Roanoke County and (User Agency) agree as follows: I. ROANOKE COUNTY RESPONSIBILITES: A. Standard Operating Procedures: 1. Roanoke County shall establish a list of Safety Rules and Regulations and define procedures to be followed while using this facility. A copy of the current Safety Rules and Regulations are attached hereto as Exhibit "A". Roanoke County reserves the right to amend these Safety Rules and Regulations at any time. 2. Roanoke County Police Department will provide anon-site supervisor who will serve as a Safety Compliance Officer to be present at all times that training or other activities are being conducted at this facility. 3. Roanoke County will be responsible for providing to the user agency exclusive access to the driving facility and resources to include: classroom facility; audio visual and media support devices; a garage area equipped with basic mechanical tools; highway cones for delineating courses and Department of Transportation approved safety helmets for students engaged in courses involving emergency vehicle operation. II. USER AGENCY RESPONSIBILITIES: A. Requirements for Instructors: 1. The User Agency shall provide and utilize only instructors currently certified by DCJS for the level of driver training to be provided and such instructors shall be present at all times to supervise the training and provide the required instruction. 2. The User Agency's instructors agree to conform to established safety rules and regulations and acknowledge the Safety Compliance Officer retains final authority in approving or authorizing a training exercise. B. Requirements for User Agency, Participants and Other 1. The User Agency shall provide all vehicles, fuel, tires, safety equipment and other items required for safe and successful completion of the scheduled training. 2. The User Agency shall repair or replace with comparable equipment or facilities, any property or structure damaged as a result of their use of the facility when those damages exceed $500.00. Such repairs or replacements will be made as soon as practical but no more than 60 days beyond the date damage was incurred. 3. The User Agency agrees all participants from their organization participating in training at the facility will sign a Release of Liability Waiver prior to engaging in any exercises or training program. 4. The User Agency agrees to have all participants from their organization appropriately covered by applicable insurance coverage prior to engaging in any training exercise. The user Agency shall provide proof of coverage of at least the following limits to Roanoke County at least ten (10) days prior to their scheduled training date: a. Worker's Compensation with Statutory limits; b. General Liability coverage with a $1,000,000 limit; c. Automobile Liability coverage with a $1,000,000 limit; d. Law Enforcement Liability with a $1,000,000 limit; e. Public Officials Liability with a $1,000,000 limit 5. The User Agency agrees to compensate the County of Roanoke as defined by the current fee schedule attached hereto as Exhibit "B". III. MUTUAL RESPONSIBILITIES: Both parties agree to comply by the established safety rules and regulations and acknowledge the final authority for approval of any exercise or training scenario rests solely with the Safety Compliance Officer. IV. RELEASE OF LIABILITY AND HOLDHARMLESS: The User Agency, for itself and its officers, employees and agents participating in any training at the Facility, releases Roanoke County and its officers, employees and agents, from any and all liability for any claims, demands or legal actions arising out of or in any way connected with the use of the Facility during or associated with any training and shall hold Roanoke county harmless from any such claim. WITNESS THE FOLLOWING SIGNATURES AND DATES: ROANOKE COUNTY POLICE DEPARTMENT By: Name Title Date (User Agency) By: Name Title Date USE OF LAUREL MOUNTAIN DRIVER TRAINING CENTER RELEASE OF LIA61 LITY Full Name: Employer (or other sponsoring Organization): This form must be completed and signed prior to beginning your training. I, the undersigned, desire to participate in and receive driver training being provided by certified DCJS Instructors from (Employee's Organization) and being monitored by DCJS Driving Instructors of the Roanoke County Police Department at the Laurel Mountain Driver Training Center; understand that my participation in the defensive and precision driver training program exposes me to a risk of injury; nonetheless, I do, for and in consideration of the privilege of participating in such program, hereby release the Roanoke County Police Department, and any of its agents or employees thereof, from any and all claims, demands, and causes of action that I may now have or that might subsequently accrue, arising out of or connected with, either directly or indirectly, from my participation in the defensive and precision driver training program, whether or not caused by any act or omission on the part of the Roanoke County Police Department or any of its agents or employees; agree and understand that I am relinquishing, on behalf of myself, my personal representatives and my heirs, any and all rights I now have or may have in the future to file a tort claim, civil action or any other claim for any injury, damage, or death I may suffer arising from my participation in the program, including riding in or operating Roanoke County Police Department vehicles; understand that, by signing this release, I am not waiving any rights, privileges or benefits to which I may otherwise be entitled to receive from my employing agency (if applicable), including, but not limited to workers compensation benefits. I understand that participation in the Roanoke County Police Department's defensive and precision driver training program requires physical stamina, motor coordination, and mental alertness and I hereby attests that I have no known physical or mental limitations that preclude my participation in this program and I have not used and will not use any form of alcohol, prescription ornon-prescription drugs that have any potential to impair my participation in this training program. I have had the opportunity to ask any and all questions about the above waiver and release and understand its terms and meaning. SIGNATURE DATE ACTION N0. A-041310-12 ITEM N0. H-1 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: April 13, 2010 Request for a Public Hearing on an amendment of the Roanoke County Code to Article II. Noise of Chapter 13 - Offenses-Miscellaneous Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Board approved an ordinance amending various sections of the noise ordinance at first reading on March 23, 2010. The Board directed staff to publicize notice of a public hearing for 7:00 p.m. on April 27, 2010, to provide an opportunity for citizen comment on the proposed changes. However, due to scheduling conflicts it is recommended that the public hearing be rescheduled to May 25, 2010, at 7:00 p.m. STAFF RECOMMENDATION: It is recommended that the Board schedule a public hearing on this ordinance for May 25, 2010, at 7:00 p.m. Page 1 of 2 VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Paul M. Mahoney, County Attorney Page 2 of 2 ACTION N0. A-041310-2 ITEM N0. D-2 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: April 13, 2010 Request to accept and appropriate grant funds in the amount of $80,000 from the Virginia Department of Transportation for a fiscal year 2009-2010 Transportation Enhancement Program to help finance the construction of the eastern section of the Roanoke River Greenway and appropriation of $20,000 in matching funds Pete Haislip Director of Parks, Recreation and Tourism Janet Scheid Greenway Planner B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Atthe October28, 2008, meeting, the Board approved a resolution in supportofthe2009- 2010 grant application for the Transportation Enhancement Program for the eastern section of the Roanoke River Greenway. The Department of Parks, Recreation and Tourism has been awarded a fiscal year 2009- 2010Transportation Enhancement Program (TEA-21) Grant for the eastern section of the Roanoke River Greenway in the amount of $80,000. This grant will partially fund engineering and right-of-way acquisition for this greenway located in eastern Roanoke County. The Roanoke River Greenway is envisioned as the backbone of the Roanoke Valley greenway system and has been designated as the top greenway priority by the Roanoke Valley Greenway Commission in its 2007 Update to the Roanoke Valley Conceptual Greenway Plan, which was adopted by the Roanoke County Board of Supervisors in 2007. Page 1 of 2 The eastern section ofthe Roanoke RiverGreenwayproject is approximatelysixmileslong from the Roanoke City line near the waste water treatment plant, through Explore Park, to the Franklin County line. Thetotal costofthis project is estimated to be approximately$6 million, which includes costs associated with trail construction, bridges, retaining walls, boardwalks in wetareas and otherrecreationalamenities. Also included in this estimated project cost are land acquisitions, design, engineering and permitting fees. FISCAL IMPACT: The grant award amount of $80,000 requires a match of $20,000. ALTERNATIVES: 1. Accept and appropriate the grant award of $80,000 from the Virginia Department of Transportation and appropriate matching funds of $20,000 from the Parks and Recreation fee class account. 2. Do not accept the grant award of $80,000 from the Virginia Department of Transportation and do not appropriate matching funds of $20,000. STAFF RECOMMENDATION: Alternative 1: Accept and appropriate the grant award of $80,000 from the Virginia Department of Transportation and appropriate matching funds of $20,000 from the Parks and Recreation fee class account. VOTE: SupervisorAltizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Janet Scheid, Greenway Planner Pete Haislip, Director of Parks, Recreation and Tourism Diane Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 2 of 2 ACTION N0. A-041310-3 ITEM N0. D-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 13, 2010 AGENDA ITEM: Request to appropriate funds in the amount of $12,575.35 from the Board Contingency Fund to upgradethe Board Room microphone system to meet Federal Communication Commission (FCC) requirements SUBMITTED BY: Becky R. Meador Clerk to the Board Bill Hunter Assistant Director of Communications APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Since completion of the digital television transition in 2009, television stations no longer utilize frequencies between 698 and 806 megahertz (MHz). Now that the television stations are no longer on these frequencies, the public safety entities operating in them are receiving detrimental interference from wireless microphones. To avoid possible life- threatening situations, the FCC has ruled that wireless microphones operating in the 700 MHz band must cease operation in this band not later than June 12, 2010. Per the FCC, failure to comply may result in civil andlor criminal penalties, which will be determined by the FCC and law enforcement on a case by case basis. The Roanoke County Board of Supervisors meeting room microphones currently operate in the 700 MHz band and the County must upgrade the system to comply with the FCC mandate. As the County has a contract with Lee Hartman and Sons (LHS), the Clerk to the Board and the Communications Shop reviewed with LHS different options. Using the LHS contract also ensures local service availability. Page 1 of 3 The most cost efficient system for durability and quality was chosen. The system selected allows retention of the microphone stands. Only the transmitters will have to be replaced, saving a considerable amount of money. Shure, the manufacturer of the chosen system is offering a rebate of up to $1,000. The new system should qualifyforthemaximum amount, which will be returned to the Board Contingency Fund upon receipt. Additionally, the Clerk has requested a hanging microphone be installed over the presentation area next to the speaker's podium. For some time now, there have been sound issues both with audio recording and television broadcasting. It is difficult to hear speakers when they move to this area to make presentations via maps, charts oretc. The speakers do not remember to take the handheld microphone with them or to hold it up when speaking. This can make it more difficult to compile the minutes and we have had citizen inquiries about this issue. Attached for your reference are the quote from Lee Hartman and Sons, print-outs from the FCC website with information on the mandate and information on the Shure rebate offer. FISCAL IMPACT: Appropriation of funds in the amount of $12,575.35 is being requested from the Board Contingency Fund. Upon receipt and installation of the microphones, a rebate in the amount of $1,000 will be received and appropriated to the Board Contingency Fund. ALTERNATIVES: 1. Less costly systems were identified; however, the durability and sound quality were not sufficient for the amount of use necessary. 2. More costly systems were identified; however, the additional features were found not to be necessary. 3. The County could fail to comply with the FCC mandate and face civil and/or criminal penalties STAFF RECOMMENDATION: Staff recommends purchase of the Shure wireless microphone system as recommended by Lee Hartman and Sons and appropriation of funds in the amount of $12,575.35 from the Board Contingency Fund. Staff also recommends an appropriation to the Board Contingency Fund in the amount of $1,000 from a rebate offered by the manufacturer after purchase of the new microphone system. Page 2 of 3 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Becky Meador, Clerk to the Board of Supervisors Bill Hunter, Assistant Director of Communications Rebecca Owens, Director of Finance Page 3 of 3 ACTION N0. A-041310-4 ITEM N0. D-4 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: April 13, 2010 Request to appropriate funds in the amount of $372,800 for the Energy Efficiency and Conservation Block Grant (EECBG) from the United States Department of Energy Anne Marie Green Director of General Services B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The American Recovery and Reinvestment Act of 2009 provides funding for the United States Department of Energy (US DOE) to award formula based grants to states and units of local government. As such, the US DOE has awarded an Energy Efficiency and Conservation Block Grant to Roanoke County, based on its position as the tenth most populous county in Virginia. These monies are part of the federal stimulus package, and can only be spent on certain items related to energy efficiency, conservation, job creation and preservation. We received notification of the award on December 31, 2009, and the funds must be fully allocated within 18 months and spent within 36 months of that date. Matching funds are not required but using the grant funds to leverage additional project dollars and job creation is the goal. In the application for the grant, staff identified energy retrofits for County buildings in the amount of $322,800 as part of a potentially larger energy performance contract. The second and smaller phase of the project utilizes the remaining $50,000 to assist Roanoke County Community Leaders Environmental Action Roundtable (RC-CLEAR) in working towards the County's International Council for Local Environmental Initiatives (ICLEI) goal of reducing carbon emissions by 3 percent per year through the year 2020. RC-CLEAR is the committee appointed by the Board of Supervisors to reach out to the private sector and identify methods of reducing greenhouse gases. Page 1 of 2 Roanoke County staff is currently negotiating an energy performance contract with Trane for selected lighting and heating, ventilating and air conditioning (HVACs} control retrofits that exhibit substantial energy savings and reasonable paybacks. Additionally, RC-CLEAR has begun raising awareness of energy use in the community, most recently working with the Roanoke County schools on Green Ribbon Week, and staffing booths at the Energy Expo in November, and the Roanoke Valley Homebuilders Home Show in March. It is anticipated that the $50,000 portion of the grant will be utilized for energy conservation education, energy audits and possibly some form of incentives, depending on what RC-CLEAR recommends. FISCAL IMPACT: This grant requires no matching funds, and there is no fiscal impact to the County. STAFF RECOMMENDATION: Staff recommends appropriation of $372,800 from the United States Department of Energy for use in retrofitting county facilities and providing support for the mission of RC- CLEAR. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Anne Marie Green, Director of General Services Rebecca Owens, Director of Finance Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 13, 2010 RESOLUTION 041310-5 APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2010-2011 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal yearto the Board of Supervisors of the County, the City Council of the City of Roanoke and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 25, 2010, a copy of which is on file in the office of the Clerk to the Board, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted a request that the County approve the fiscal year 2010-2011 budget of the Roanoke Valley Resource Authority. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2010-2011 budget for the Roanoke Valley Resource Authority as set forth in the March 25, 2010, report of the Authority Chief Executive Ofificer, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 2 1RCC~AI'~IC~11[~E VAILILEY 1RESC~~UIR~E A~U~1H[C~1RdT~' ~~~~-~~ ~~~ ~~~ ~dl'~1[~]E1R ~1R1E]E][~ T1RA~~1F1E1R ~~A~dC~l'~ l~~II~~IF~1k~ ~ ,823,390 ,823,390 $45 $55 2010-2011 BUDGET Roanoke Valley Resource Authority REVEiVUE S~U~2~i ~]R.~' 2005-06 2006-07 2007-08 2008-09 2009-10 2010-2011 Disposal Fees $ 7,255,240 $ 7,401,700 $ 7,821,500 $ 7,956,260 $ 7,964,100 $ 7,786,670 Interest Income $ 371,340 $ 482,720 $ 557,720 $ 657,720 $ 336,000 $ 200,000 Transfer from Contingent $ 860,885 $ 783,555 $ 926,499 $ 1,714,635 $ 2,053,044 $ 1,629,080 Fund Sale of Recyclable $ 24,000 $ 26,000 $ 22,000 $ 22,000 $ 12,700 $ 44,640 Material Miscellaneous $ 28,000 $ 28,000 $ 26,000 $ 24,000 $ 44,260 $ 38,000 Transfer - Rutrough Road $ 67,205 $ 68,065 $ - $ - $ - $ 125,000 TOTAL $ 8,606,670 $ 8,790,040 $ 9,353,719 $10,374,615 $10,410,104 $ 9,823,390 ~~~~~~~~ Personnel $ 1,581,987 $ 1,618,535 $ 1,601,810 $ 1,711,620 $ 1,775,973 $ 1,818,943 Operating $ 3,078,558 $ 3,251,186 $ 3,581,905 $ 4,073,056 $ 4,159,985 $ 3,907,661 Capital $ 15,000 $ 3,000 $ 4,500 $ 120,000 $ - $ 15,000 Transfer to Reserves $ 1,160,000 $ 1,160,000 $ 1,410,000 $ 1,710,000 $ 1,710,000 $ 1,310,000 Debt Service $ 2,771,125 $ 2,757,319 $ 2,755,504 $ 2,759,939 $ 2,764,146 $ 2,771,786 TOTAL $ 8,606,670 $ 8,790,040 $ 9,353,719 $10,374,615 $10,410,104 $ 9,823,390 Municipal $ per ton Private $ per ton '%~ ]~c~~]EA~]E in expenses 45 45 45 45 45 45 55 55 55 55 55 55 -0.3% 2.1% 6.4% 10.9% 0.3% -5.6% 2010-2011 BUDGET 2 ~ICATION eceipts of : 161,220 $ 4,134,000 $ 1,806,600 $ 1,416,400 $ 429,670 Total $ 7,786,670 Fund $ 100,000 reserve $ 100,000 t Contingency Reserve rap us ;budget ~rvices 2010-2011 BUDGET frn~d'dPT~ 1F1E]E~ FICATION 45 $ 2,025,000 35 $ 119,000 140 $ 4,200 5 $ 6,000 $ 2,154,200 45 $1,710,000 35 $ 87,500 140 $ 7,000 5 $ 3,500 ~l $1,808,000 45 $ 162,000 35 $ 9,800 140 $ - 5 $ - $ 171,800 55 $1,771,000 35 $ 35,000 140 $ - 5 $ 600 $1,806,600 2010-2011 BUDGET 3a ~rn~c,~'dPd~ ~EE~ ~ICATION 55 $1,320,000 35 $ 70,000 140 $ 22,400 5 $ 4,000 $1,416,400 sal Allocation $ 204,093 $ 204,093 $ 21,484 Tons Tons Tires $ 429,670 2010-2011 BUDGET 3b )N ~lidays ~intenance art time tployees $ 1,049,126 tployees $ 112,200 tployees i.0% th $ th $ th $ th $ $ 98,594 5,641 38,980 45,441 4,920 '4/month tployees $1,049,126 tployees $ 112,200 Sys 100% $3,000 Sys 50 % $3,252 tployees tployees $1,049,126 2010-2011 BUDGET Rnannl~n Vallnv Rncrn~rrn A»1-hnril-ir R ll R A th it k V oano esource or e a ey u y POSITION # GRADE CURRENT PAY RANGE CEO 1 U Unclassified Operations Manager 1 35 $ 61,693 to $ 91,673 Environmental & Safety Manager 1 33 $ 55,957 to $ 83,149 Operations Supervisor 2 24 $ 36,070 to $ 53,598 Administrative Assistant 1 24 $ 36,070 to $ 53,598 Accountant 1 25 $ 37,874 to $ 56,279 Senior Equipment Operator 2 21 $ 31,159 to $ 46,301 Motor Equipment Operator II 14 19 $ 28,262 to $ 41,996 Building Maintenance Mechanic 1 19 $ 28,262 to $ 41,996 Motor Equipment Mechanic 1 19 $ 28,262 to $ 41,996 Administrative Secretary 2 17 $ 25,635 to $ 38,092 Scale Operator 1 16 $ 24,414 to $ 36,278 Scale Operator/Office Assistant 0 16 $ 24,414 to $ 36,278 Laborer/Operator 1 13 $ 25,635 to $ 38,092 TOTAL SALARIES 29 $ 1,158,972 6/30/2010 Adjustments: Market 0.0 % $ - Perf ormance 0.0 % mid-point $ - $ 1,200,991 $ - $ - Reclass(s) $ 2,354 $ - Total $ 2,354 TOTAL ADJUSTED SALARIES $ 1,161,326 2010 - 2011 BUDGET 5 ~TION ~ employees; ~m testing 'rogram: ~yees $ 450 ing mpling $ 14,040 r $ 36,000 $ 1,000 $ 2,500 $ 3,000 $ 51,000 $ 2,880 ~s @ e $ 58,000 $ 7,460 $ 75,000 es $ 18,204 $ 912 $ 816 $ - $ 12,000 $ 47,000 $ 7,000 $ 2,400 $ 4,000 $ 2,000 X00 ~ 12.0 % incre ase (rail) $ 1,434,600 $ 484,620 $ 1,919,220 2010-2011 BUDGET ~TION $ 92,250 X617 $ 12,340 maintenance irs to office equipment irs to all road vehicles irs to ~ipment irs to all buildings rations, septic tanks. nt $ 135,000 $ 10,000 $ 5,000 .ent $ 20,000 r, etc. cards, scale tickets ing f orms ~sel public hearings, etc. $ 1,100 $ 300 $ 600 $ 500 2010-2011 BUDGET ~ATION pens, s items actions & on Da yes, anoke ing, teous $ 25,000 $ 36,000 $ 6,500 $ 27,500 ce for Transfer Jap $ 12,500 gs and :age eneral both es & once des 's 2010-2011 BUDGET rr,in~~ ~~~~~ ~TION ngs, contents, vehicles L or VACO pools ies & property s Equipment .ent 's for RVRA Ord Members e lodging, SWANA, s, including meals 1s; SWANA, VML, gs, dinners, and vith RVRA iazardous materials, eous to: $ 300,000 $ 100,000 sue $ 2,000 2010-2011 BUDGET ,.,.~..~.,. ~r,.~~,._. n .............. A..iL....:~. ~TION ~tion dues: CIA, id misc. fees 000 .,200 's tells, folders, etc. pies id shop equipment scellaneous ~ment Fund caning & sanitation pment and vehicles, ~tenance parts and lent and vehicles ~yees $ 3,200 misc. $ 2,600 $ 12,000 $ 200 2010-2011 BUDGET 10 rv,m~~ ~~~~~ :ATION and manuals 1d manuals ~e books ;ers, salt for roads, ads, seed, mulch seeding slopes, fill niscellaneous Hers replacements 8~ ions f or both facilities litures 2.5 2010-2011 BUDGET 11 ~ ~ ~~~~~ ~TION to Board Room 2010-2011 BUDGET 12 '~ ~'~]E]R.~~S JUSTIFICATION required by Bond denture, State and deral regulations to use Smith Gap landfill. r replacement of uipment per uipment replacement ledule. oundwater ~tection fund per 'al permit. per local permit. .ere are no planned penditures. per local permit. ~rrent fund is equate based on ticipated sales. r future construction the landfill ~ planned expenditures r development of .used portions of lith Gap property recreation. r maintenance and provements to the '111t1eS. ansfer Station Floor & 'e System line repair 2010-2011 BUDGET 13 l~ ~l~ Tlf~1 l~ if ~~ ~~~ FY2010-11 BUDGET ~ 101,860 ~ 59,360 ~ - ~ - ~ 161,220 J $ 7,786,670 ~ $ 200,000 ~ $ 82,640 ~ $ 1,629,080 - $ 125,000 ~ $ 9,823,390 3 $ 3,317,794 J $ 2,023,810 3 $ 5,341,604 ~ $ 4,481,786 ~ $ 2,771,786 ~ 400,000 ~ 600,000 ~ 10,000 ~ $ 610,000 ~ $ 400,000 ~ $ 300,000 ~ 0.1082 ~ $ 100,000 - $ - - $ - ~ - ~ $ 100,000 ~ $ 45.00 ~ $ 55.00 2010-2011 BUDGET 14 ~ ]F~]E PERCENT 62% 23 14% 100 5,341,604 2,023,810 2,771,786 1,710,000 posed rates of: 2010-2011 BUDGET 15 ~ ~ ~rr~r-~~ ~ ~r ~r ~ ~r ~TION ly 1, 2010 ~Ct1V1t1eS Mme from 2010-2011 BUDGET 16 Rnannke Valley Resource Authority Roanoke Valley Resource Authority ~ ~r ~r~r~ n~~r ~r~-, ~r ]E~~~~ ~TION ing s $ 40,000 Orly $ 6,000 $ 14,400 $ 30,000 care $ 7,000 $ 25,000 g $ 36,000 gent $ 30,000 $ 10,000 $ 10,000 $ 300,000 ne $ 10,000 wer/Flare Station rvices tled gas. :ion and Associated ~f11 fl_~fl'I 1 RT TTI~AT 17 ACTION N0. A-041310-6 ITEM N0. D-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 13, 2010 AGENDA ITEM: Request to approval of health insurance plan and rates for County and School employees for fiscal year 2010-2011 SUBMITTED BY: Rebecca E. Owens Director of Finance APPROVED BY: B. Clayton Clay Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke and Roanoke County Public Schools participate in a joint health insurance program for eligible employees. The Roanoke Valley Resource Authority (RVRA} and the Western Virginia Regional Jail Authority (WVRJA} also participate in our plan. This medical plan is self-funded with reinsurance coverage to protect the financial risk assumed. Under the current contract, reinsurance is composed of two elements: specific and aggregate stop loss. The specific stop loss threshold is $200,000. Specific reinsurance protects the plan from any catastrophic claims paid on a memberduring the plan year. The aggregate limitof 115 percent protectsthetotalfinancial liabilityassumed for the plan at 15 percent above "expected" claims level. The plan purchases administrative services, access to the network physicians and facilities and claims administration from Anthem. Since June 30, 2010, marks the end of a five-year contract with Anthem, a request for proposal was prepared for the fiscal 2010-2011 renewal. Using predefined criteria for determining the mostqualified bidders for medicalcnverage, an evaluation was prepared by our medical consultant, Wells Fargo Insurance Services, and reviewed by the School and County Insurance Committee. Based on the bids submitted, interviews conducted, follow up negotiations, references, and evaluations of each finalist, the insurance committee unanimously agreed that Anthem was the most qualified bidder and should be awarded the contract effective July 1, 2010. Page 1 of 4 A review of paid claims experience of the County, Schools and WesternVirginia Regional Jail Authority for the most recent twelve months generates an increase in rates of 14.1 percent, funding the medical program atmaximum liabilityof 115 percent. Historically, we have set the rates at the maximum liability, however over the past several years the insurance reserves havegrown as a resultof budgeting rates atthe maximum liabilityand claims experience has been lessthan the maximum liability. The health insurance rates will be increased 4.1 percent, which is adequate to cover projected claims for the plan. Employee rates will remain unchanged and the health insurance reserves will fund the health insurance increase for fiscal 2010-2011. One benefit modification is required for the 2010-2011 policy year. Based on the Mental Health Parity and Addiction Equity Act of 2008 (new regulations become effective for plan years beginning on or after July 1, 2010), the plan will need to modify mental health coverage with this renewal cycle (removal of limitation on number of mental health visits: 30 days -inpatient; 30 visits -outpatient per calendar year). This benefit adjustment for improved coverage is included in Anthem's bid response. Sincethe medical plan isself-funded, the historical claims paid ontheprogramare usedto establish rates and employee contributions for the plan. Some cost drivers from the review period February 2009 through January 2010 are outlined below: • Overall medical and pharmacy claim payments increased 21.6 percent, but on a cost per member basis increased 16.8 percent from the prior review period. During the review period, there was one claimant who exceeded the $200,000 specific stop loss limit by $24, 226. Additionally, there have been 30 claimants with claims in excess of $75,000 and 19 of those claimants had claim expenses above $100,000. By contrast, the prior year's review period included 18 claimants with claims in excess of $75,000 and 11 of those claimants had claim expenses above $100,000. There has been a noticeable increase in the number of significant dollar claims. • In-network utilization of the plan continues to be high with 99.7 percent of claim dollars submitted with network providers. The use of Anthem's network providers protects members from balance billing and lowers out-of-pocket costs. • Outpatient prescription drug claims comprise 22 percent of total claims expense on the plan. This is consistentwith findings from the 2009 renewal data, and slightly higherthan industryaverageof 20 percent. The numberof scriptsfilledwas up 8.8 percent. Generic utilization has increased from 66 percent in the previous review period to 69 percent with the current review period. The average member covered filled 13 scripts per year, which is consistent with prior year's data. Page 2 of 4 Wells Fargo Insurance Services has also negotiated that Anthem will provide the Plan: • A wellness credit of $50,000 for the 2010-2011 policy year • A guarantee of no more than a 3.0 percent increase in administrative fees for the 2010-2011 renewal, 4.0 percent increase for the 2011-2012 renewal • Service performance guarantees with a penalty of up to $75,000 at risk for the 2010-2011 policy year In addition, Wells Fargo negotiated an enhancementtothe Medical planthatcompliments the County of Roanoke's wellness initiatives. This includes Healthy Reminders which notify members of all recommended wellness/preventive checkups based on their age and gender. The County and Schools have consistently kept overall medical costs below the national averagewith annual increases of 0 percentfor2009-2010, 3.47 percentfor2008-2009, 7.3 percent for 2007-2008, 8.0 percent for 2006-2007, 5.5 percent for 2005-2006 and 9.7 percent for 2004-2005, while national averages have ranged from 11 percent to 20 percent during that time period. The Insurance Committee has been successful in maintaining favorable performanceduring thistimethroughplan design changesthathaveaddressed the underlying cost drivers of the program. Attachment A shows the current and proposed rates for eligible County and School employees as well as the monthly increase in cost. The Schools are scheduled to consider this proposal at their meeting on April 22, 2010. FISCAL IMPACT: Employee rates will remain unchanged and the increase of 4.1 percent will be funded from the health insurance reserves. Funding from the reserves in the amount of $292,395 for the increase in health insurance has been included in the 2010-2011 budget. STAFF RECOMMENDATION: Staff recommends approving a contractwithAnthem toprovide ourmedical program and the attached health insurance rates for fiscal year 2010-2011. Page 3 of 4 VOTE: Supervisor Altizer moved to approve the staff recommendation with a work session to be scheduled to discuss a cap of the health reserves. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Rebecca Owens, Director of Finance Diane Hyatt, Assistant County Administrator Joe Sgroi, Director of Human Resources Page 4 of 4 Roanoke County and Roanoke County Schools Attachment A Health Insurance Renewal Rates 2010-11 PPO Plan Desi n Increase Monthly County Employee Employee for Premium Benefit Rate Pas Em to ee Current 2009-10 Subscriber Onl 464.30 414.94 49.36 10.63% Subscriber + 1 minor 655.42 427.32 228.10 34.80% Emplo ee + Spouse 951.80 590.60 361.20 37.95% Famil 1114.48 688.52 425.96 38.22% Married School & Count Couple 1114.48 874.86 239.62 21.50% Renewal 2010-11 PPO Plan Desian Subscriber Onl 483.34 433.98 49.36 10.21 % $ - Subscriber + 1 minor 682.30 454.20 228.10 33.43% $ - Emplo ee + Spouse 990.82 629.62 361.20 36.45% $ - Famil 1160.18 734.22 425.96 36.71 % $ - Married School & Count Couple 1160.18 920.56 239.62 20.65% $ - Current Membershi Countv Schools Subscriber Onl 481 1020 Subscriber+ minor 56 112 Emplo ee + Spouse 59 128 Famil 195 399 Total Members 791 1659 ACTION N0. A-041310-7 ITEM N0. D-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 13, 2010 AGENDA ITEM: Request to approve the dental insurance plan and rates for County and School employees for fiscal year 2010-2011 SUBMITTED BY: Rebecca E. Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke and Roanoke County Public Schools participate in the joint purchase of dental coverage for their eligible employees and retirees through the Roanoke Valley Regional Health Care Consortium. Delta Dental presented a renewal indicating a 3.9 percent increase in premium rate. After an independent underwriting review and negotiations with Delta Dental, our benefits consultant, Wells Fargo, was able to reduce this increase to 2.5 percent. This increase is under the 5 percent rate cap negotiated in our last market study. Since the dental plan is on a calendar year basis, a blended rate is calculated for the employee rate each year in order to avoid changing the rates in the middle of the year. Dental rates for employees are brought forward to the Board during the spring for approval. Retirees pay a premium that is based on their experience in the dental plan. The dental rates will need to be increased for fiscal 2010-2011 as outlined on Attachment A and would be effective July 1, 2010. Employee rates will not change and dental reserves will be used to cover the increase in premium for fiscal year 2010-2011. Page 1 of 2 FISCAL IMPACT: Funds are available in the dental reserves to cover the full cost of the increased premium. STAFF RECOMMENDATION: Staff recommends approving the dental insurance plan and rates for fiscal year 2010-2011. VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Rebecca Owens, Director of Finance Diane Hyatt, Assistant County Administrator Joe Sgroi, Director of Human Resources Page 2 of 2 Roanoke County and Roanoke County Schools Dental Insurance Renewal Rates 2010-11 Employees: Dental Plan Monthly County Premium Benefit Current 2009-10 Employee I Employee Rate Pavs Attachment A Increase for Retiree Employee Rate Subscriber Only 26.02 19.14 6.88 26.44% 39.50 Subscriber + 1 42.32 23.14 19.18 45.32% 64.51 Family 73.24 32.90 40.34 55.08% 112.34 Married School & County Couple 73.24 51.04 22.20 30.31 % nla Renewal 2010-11 Dental Plan Subscriber Only 26.64 19.76 6.88 25.83% $ - 41.48 Subscriber + 1 43.38 24.20 19.18 44.21 % $ - 67.74 Family 75.06 34.72 40.34 53.74% $ - 117.96 Married School & County Couple 75.06 52.86 22.20 29.58% $ - nla Subscriber Onl Subscriber + 1 Family Total Members Current Membership County Schools 431 864 170 328 229 494 830 1686 Retiree Membership County Schools 80 347 39 201 8 11 127 559 ACTION N 0 . A-041310-8 ITEM N0. D-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 13, 2010 AGENDA ITEM: Request to approve a wellness program for Roanoke County employees SUBMITTED BY: Joe Sgroi, Director of Human Resources Rebecca E. Owens, Director of Finance Anita Hassell, Assistant Director of Human Resources APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the March 2 and March 23, 2010, work sessions, information concerning an optional wellness program for employees was discussed with the Board. The staff sees this wellness program as a "win-win" opportunity that can produce better health and financial savings in the coming years for both the County and its employees. Back., rq ound Roanoke County is committed to providing high quality work and life benefits to our employees. While the most costly of these benefits is, without doubt, the provision of health insurance, it can be argued that what is most important is the overall health and wellness of the workforce. Each year, County staff works with our healthcare consultant to evaluate the design of our health insurance plan and analyze claims expenditures in an effort to offera benefitthat remains affordable, yet provides comprehensive coverage. Over the past five years, the County has championed employee wellness and has worked in conjunction with our insurance carrier, the Countyschool system, outside vendors and employee committees to raise the awareness of health, wellness and individual Page 1 of 6 responsibility. For the purpose of this report, we will define wellness as the process of becoming aware of one's physical and mental health and making choices toward a healthier lifestyle. This would include knowledge and actions around medical self-care, physical activity, food and nutrition as well as lifestyle choices to be avoided. PrnCPSs Believing that healthy lifestyles, early detection and the managementof chronic illness can lead to more productive employees with reduced health insurance claims costs, a solicitation was issued for a comprehensive wellness program as part of the Request for Proposals for the County's health and prescription plan in November 2009. Predefined criteria for selecting the most qualified proposals were established, an evaluation ofeach proposalwasprepared by ourhealth insuranceconsultant, Wells Fargo Insurance Services, and the County's Insurance Committee also conducted an independent review of each bidder. After conducting interviews, references and evaluating each finalist, the committee unanimouslyagreed that Living Well Health Solutions (LWHS) was the most qualified bidder, had the best and most complete wellness program and should be awarded the contract. LWHS is located in Charlotte, NC and provides services to a diverse national client base that includes municipalities, counties, schools, retailers and manufacturers. Through the utilization of a proprietary service system, LWHS has been effective at improving the health status of participating employees and reducing the cost of properly maintained health of these participants. Wellness Program Details Key components of the Living Well program include on-site, non-emergency employee health clinics staffed with apart-time nurse practitioner and health educator, health risk assessments, health report cards and individual health management plans designed specifically for each participant. A financial incentive, in the form of a reduced health insurance premium, will be used to encourage participation in the wellness program and compliance throughoutthe yearwith the action steps outlined on the health management plans. This wellness program will be implemented as an option for those employees who choose to become a participant. The benefits to participating employees include: • Free, convenient access to the on-site clinic during work hours • Medical assistance provided by a Nurse Practitioner for minor medical needs including lab work and analysis, medication management, scheduling of appointments with physicians and outpatient referrals • Education on and managementof health conditions and risks • Detection of health problems in early stages Page 2 of 6 • Knowledge that all contact and information is completely confidential and Health Insurance Portability and Accountability Act (HIPPA) compliant • Reduced health insurance premiums for participation The benefits to the County for sponsoring this Wellness Program are: • On-site clinic provides less costly medical access for employees with no primary care physician. • Claims costs are projected to be reduced through lower utilization of ER/Urgent care centers and specialty services. • Medical problems can be detected earlier to avoid higher costs. • Lost work time may be reduced due to the convenience of the on-site clinic. Communication With Board approval, County staff will begin the implementation process. This would include contractsigning, clinic siteselection and set-up and a majorcommunicationeffort to explain program details and enroll participants. This implementation would begin immediately and we hope to conclude late Augustlearly September. FISCAL IMPACT: The County of Roanoke should recognize long term health insurance savings from the implementation of the wellness program through reduced claims expense and minimized health insurance increases. The projected cost of the wellness program is $198,326 and includes the enrollment fee, clinic set up fee, health risk assessments, nurse practitioner, health education, lab and an administrative fee. The cost for the County to offer an incentive to each participating employee of $25 a month in theform of reduced health insurance premiums is $140,835. Claims costs are projected to be reduced through lower utilization of ER/Urgent care centers and specialtyservices resulting in savingsenough tocoverthecostofthe program. With at least a 50 percent employee participation rate, Living Well Health Solutions is offering a guarantee of 100 percent of the recurring fees so that if the program does not have claims savings to cover the cost of the program they will refund the County the amount of the recurring fees. The wellness program will be funded through health insurance reserves. Attachment A is a budget for the wellness program and Attachment B is the proposed health insurance rates for wellness participants. Funding for the wellness program has been included in the fiscal 2010-2011 budget. Page3of6 STAFF RECOMMENDATION: Staff recommends approval of a wellness program for Roanoke County employees and approving a contract with Living Well Health Solutions to administer the wellness program. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Rebecca Owens, Director of Finance Diane Hyatt, Assistant County Administrator Joe Sgroi, Director of Human Resources Anita Hassell, Assistant Director of Human Resources Page 4 of 6 Attachment A Wellness Program 2010-11 Revenue Expenditure Transfer from Health Insurance 324,161 Anthem Wellness Credit 15,000 Enrollment Fee 4,500 Clinic Set Up 6,800 Health Risk Assessments 18,598 Nurse Practitioner 79,680 Health Education 21,600 Lab 15,360 Administrative Fee 51,788 Incentive 140, 835 Total $ 339,161 $ 339,161 Page5of6 Attachment B PROPOSED HEALTH INSURANCE RATES Employee $ 483.34 $458.98 $24.36 5.04% Employee 682.30 479.20 203.10 29.77% +l minor Employee 990.82 654.62 336.20 33.93% + Spouse Family 1,160.18 759.22 400.96 34.56% With Wellness Program Employee $ 483.34 $433.98 $49.36 10.21 Employee 682.30 454.20 228.10 33.43% +l minor Employee 990.82 629.62 361.20 36.45% + Spouse Family 1,160.18 734.22 425.96 36.72% No Wellness Program Page 6 of 6 AT A REGULAR MEETING FOTHE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 13, 2010 RESOLUTION 041310-9 GRANTING A WAIVER TO HOLLINS UNIVERSITY UNDER SECTION 13-23 OF THE ROANOKE COUNTY CODE TO THE PROVISIONS OF THE COUNTY'S NOISE ORDINANCE, ARTICLE II. NOISE OF CHAPTER 13. OFFENSES - MISCELLANEOUS WHEREAS, Hollins University, a private university located in north Roanoke County will be holding an outdoor concert on Saturday, May 1, 2010, ending at 11:00 p.m. on the grounds of the University; and WHEREAS, in order to accommodate the advertised time frame and any possible delays due to weather for this event, Hollins University is requesting a waiver of the County noise ordinance for one hour from 10:00 p.m. until 11:00 p.m., on Saturday, May 1, 2010; and WHEREAS, Section 13-23 of the Roanoke County Code establishes certain standards for the Board of Supervisors to grant waivers from the provisions of the Roanoke County Noise Ordinance to avoid undue hardship upon consideration of certain factors set forth in sub-section (b} of Section 13-23 and after making certain alternative findings. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the provisions of Section 13-21. Specific acts as noise, sub-section (5) and Section 13-20. General prohibition of Article II. Noise be WAIVED for a period of one (1 }hour until 11:00 p.m. on Saturday, May 1, 2010. 2. That this Waiver is granted specifically to Hollins University for the event scheduled at the University on Saturday, May 1, 2010. Page 1 of 2 On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None A COPY TESTE: Becky R. Me dor Clerk to the Board cc: Paul M. Mahoney, County Attorney Page 2 of 2