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HomeMy WebLinkAbout7/13/2010 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 13, 2010 RESOLUTION 071310-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO CAPTAIN CHARLES R. HART, DEPUTY SHERIFF, UPON HIS RETIREMENT AFTER MORE THAN THIRTY-FOUR YEARS OF SERVICE WHEREAS, Charles R. Hart was hired on May 16, 1976, as a Deputy Sheriff- Uniform Patrol and was promoted to Deputy Sheriff-Corporal-Uniform Patrol; Deputy Sheriff-Sergeant-Uniform Patrol; Deputy Sheriff-Lieutenant-Uniform Patrol; Police- Lieutenant and finally to Deputy Sheriff-Captain of the Civil Division on January 1, 1992; and WHEREAS, Captain Hart retired as Deputy Sheriff on June 30, 2010, after a total of thirty-four years and two months of devoted, steadfast and competent service with the County; and WHEREAS, during his tenure, Captain Hart was actively involved in the initial formation of the Police Department by serving on numerous steering committees, which helped shape its look and operation; and WHEREAS, Captain Hart was a member of the Roanoke Sheriff's office Special Weapons and Tactics (SWAT) Team and served in the capacities of sniper, entry team member and Assistant Team Commander; and WHEREAS, Captain Hart coordinated two of the Roanoke Valley Law Enforcement Memorial Services and was heavily involved in the Virginia Law Enforcement Torch Run for Special Olympics, serving as Liaison to the Region Director, Liaison to the State Chairman and Chairman of the Torch Run Executive Council and is a member of the Virginia Torch Run Hall of Fame. Page 1 of 2 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to CAPTAIN CHARLES R. HART for more than thirty-four years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Church 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. Meador Clerk to the Board of Supervisors Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to CAPTAIN CHARLES R. HART for more than thirty-four years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Church 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. M dor Clerk to the Board of Supervisors Page 2 of 2 ACTION N0. A-071310-2 ITEM N0. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 13, 2010 AGENDA ITEM: Request for approval of revisions to the Roanoke County Employee Handbook SUBMITTED BY: Joseph J. Sgroi Director of Human Resources APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Several policy revisions need to be made to the Employee Handbooksince the lastsetof Employee Handbook revisions were approved by the Board in May 2006. The clarifications or changes in policy are summarized in the attached document. Once approved by the Board, Human Resources will communicate the changes to all of the employees. The Roanoke County Employee Handbook is an evolving document and the latest set of revisions keep the county up to date with changing employment legislation and more pertinent personnel policies. Based on the work session that we had with the Board on June 22, 2010, revisions have been made by the staff and is in order for the Board to approve the revised Employee Handbook. FISCAL IMPACT: None ALTERNATIVES: 1. Approve revisions to Employee Handbook 2. Decline to approve revisions to Employee Handbook Page 1 of 2 STAFF RECOMMENDATION: Staff recommends alternative 1 VOTE: Supervisor Flora moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Joseph J. Sgroi, Director of Human Resources Page 2 of 2 ACTION N 0. A-Ol 1310-3 ITEM N0. E-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: July 13, 2010 Reappointment of Special Assistant for Legislative Relations, authorization to continue an agreement and an appropriation of funds in the amount of $24,000 Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This action reappoints Eldon James & Associates, Inc. as Roanoke County's Special Assistant for Legislative Relations. It also continues the agreement with Mr. James previously approved. Finally, it appropriates funds for this agreement from the Board Contingency. FISCAL IMPACTS The County will pay Eldon James & Associates, Inc. for the services of the Special Assistant $22,560 annually (240 hours at the rate of $94 per hour). Additional hours will be paid at a rate of $94 per hour and shall not exceed a total of 256 hours annually or a total payment of $24,000 annually. STAFF RECOMMENDATION: It is recommended that the Board (i) reappoint Eldon James & Associates, Inc. as Special Assistant for Legislative Relations and (ii) appropriate $24,000 from the fiscal year 2010- 2011 Board Contingency for these purposes. Page 1 of 2 VOTE: Supervisor Church moved to approve the stafi~ recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Paul Mahoney, County Attorney Rebecca Owens, Director of Finance Page 2 of 2 ACTION N0. A-071310-4 ITEM N0. E-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 13, 2010 AGENDA ITEM: Request for authorization to allow employees to participate in the Virginia Voluntary Long-Term Care Program SUBMITTED BY: Rebecca Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Commonwealth of Virginia has established a Virginia Voluntary Group Long-Term Care Insurance Program in which employees of local governments, local officers and teachers, as defined in Section 51.1-513.3 of the Code of Virginia, as amended, may participate. Roanoke County has the opportunity to participate in this Voluntary Long - Term Care Insurance Program that is being offered through the Virginia Retirement System (VRS}and administered by the insurance carrier Genworth. Local governments wishing to make this program available to their employees must adopt the attached Employer AdoptionAgreemem no later than July 16, 2010, to participate in the fall 2010 open enrollment period. If we enroll by July 16, our employees will be eligible to enroll themselves without worry of being denied due to current health issues. If we enroll in a future year, they are subject to medical underwriting and may be denied coverage. NeitherVRS nor Genworth will sayatthistimethatanother"open enrollment" will be available next year. There is no cost to the County. The program would be strictly voluntary and employees who enroll will pay 100 percent of the premiums directly to Genworth. The cost to the individual employees will vary based on age and the plan choice. Employees can also choosetoenroll spouses, parents and grandparents between certain agesand qualification requirements. Page 1 of 3 Long-term care insurance ~LTCI}can help makesureyou have the financial resources to cover costs associated with long-term illness ora chroniccondition where you may require extended care at home, in an assisted living facility or nursing home. LTCI will help you maintain your financial freedom and give you the flexibility to participate in making choices that impactyourcare, the services you receive, where you receive them and who provides the care you need. Features of the Voluntary Long-Term Care Program are: • Employees who are eligible for the new open enrollment period will not have to provide evidence of insurability • New employees do not have to provide proof of good health if they enroll within 60 days of employment • Group rates are more affordable and will vary based on age and the plan choice • Employees can pay the premiums directly to Genworth on a quarterly, semi-annual or annual basis. • Coverage is fully portable when employment ends • Program available to spouses and eligible family members • Employees can choose from one of three benefit increase options that will allow them to increase their coverage over time to help protect against the rising cost of care. The School Board is considering the same plan adoption at their next meeting on July 8, 2010. FISCAL IMPACT: No County funds are required. The program is employee paid and administered by Virginia Retirement Systems and Genworth. STAFF RECOMMENDATION: Staff recommends approval to allow Roanoke County employees to participate in the Virginia Voluntary Group Long-Term Care Program and authorize the County Administrator to sign the Employer Adoption Agreement as attached. Page 2 of 3 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: Diane D. Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 3 of 3 ACTION N0. A-071310-5 ITEM N0. E-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 13, 2010 AGENDA ITEM: Request to appropriate $217,141 from the Police Asset Forfeiture Account for additional improvements at the Roanoke County Law Enforcement Firing Range SUBMITTED BY: J. Ray Lavinder Chief of Police Daniel R. O'Donnell Assistant County Administrator APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: History of Proiect In mid-2009, Roanoke County temporarily closed the firing range for much needed remediation and renovation. After approximately nine years of use, the earthen berms were severely eroded causing potentially unsafe conditions. The following timeline shows the events that have occurred in order to rebuild the range and to reopen it to Roanoke County's public safety agencies. November 17, 2009 -The Board of Supervisors appropriated $100,000 from the Police Asset Forfeiture Account for environmental remediation. This was to clean the lead from the berms and surrounding soil and treat the remaining soil to stabilize it for potential reuse. This portion of the project was completed in February 2010. January 26, 2010 -Board work session to discuss further appropriations for the Firing Range and Police Academy -At this work session the Police Department requested an appropriation of $323,929 for the rebuilding of the range through a private contract. The scope of the project was to rebuild the range as it originally was, with no functional Page 1 of 4 improvements except to add a protective wall at the Laurel fountain Driving Range training building to protect it from ricochets and to add an earthen pad for a future "shoot house" location. The Board did not approve the appropriation atthe time, but encouraged staff to continue to pursue the project and bring it back for funding in the near future. April 27, 2010 -After more research and negotiation with the private design firm, staff reported that the Police Department and the Community Development Department, through the use of the drainage crew and other County staff, could accomplish the same improvements discussed in January for far less money by doing the project themselves. The Board of Supervisors appropriated $120,000 for the project. Current Status of the Project -Scope Changes As of July 1, 2010, much work has been accomplished, but site work challenges and opportunities forsignificant operational improvements are forcing staff to look at revising the scope. Excavation costs are higherthan originally anticipated as the protective berms need to be larger than originally planned in order to provide maximum protection outside of the firing areas. During excavation it was also necessary to remove the target system and the ranges themselves were lowered 2 to 3 feet in order to obtain soil to rebuild the berms. The target systems will have to be repositioned due to the lower elevation of the range floors. Also the paved roadway will need to be rebuilt due to significant damage caused by the heavy equipment during the excavation. These costs were not in the original scope. In addition to these challenges, staff has taken the opportunity to design significant improvements to the project that will result in long term operational savings and major environmental improvements and we strongly recommend their inclusion in the project. First, Community Development and Police staff have designed their own bullet trap system which would collect fired rounds and prevent them from going into the berms and soil. This will allow the County to avoid the cost of future lead removal projects and will prevent deterioration of the berms, lengthening the operational life of the range. This is also a significant environmental improvement as lead will be prevented from going directly into the soil, decreasing the possibility of lead contamination. In the original scope, bullet traps procured from private vendors were eliminated from consideration due their excessive cost. The preliminary design study prepared by a consultant for the project estimated that a steel bullet trap system for two of the three ranges would cost $342,000. The estimate for building our own traps for two of the three ranges is just $73,300. Second, The Police Department would like to add an irrigation system for the range floors. This would prevent erosion and deterioration of the range floors and will save significant maintenance costs by protecting the grades of the ranges and will decrease the need for reseeding in the future. Third, in addition to the needed repaving of the roadway leading up to the range, the Police Departmentwould like to pave the currentgravel parking area to preventerosion and ruts that have formed in the past. Page 2 of 4 Staff would also like to eliminate two parts of the original scope. As the berms are substantially higher than originally anticipated, it is no longer necessary to install the protective wall at the edge of the driving range building. Also the original grading plans called for an earthen pad to be graded for a future "Shoot House" location. This has been eliminated as no suitable area has been found on the site for this purpose. This revised work can still be accomplished by the November 2010 date originally set for this project and will provide a greatly enhanced facility. Fiscal Impact Attached to this Board Report is a spread sheetshowing aline item budget forthe entire project, including work already accomplished. As you will see, the projected total for the revised scope is $437,141, just slightly more than discussed in theworksession in January ($323,939 plus $100,000 for lead removal}. $220,000 has already been appropriated, leaving an amount of $217,141 for the current appropriation request. This is an increase of just $13,202 above the original project design that did not include paving, bullet traps or irrigation. The source of the funds is the Police Asset Forfeiture Account, specifically from the ITT Industries settlement. The current balance of the ITT settlement funds is $2,710,292. These funds have been approved by the Federal Governmentfor use to rebuild the firing range and for an alternative location for the Roanoke County Criminal Justice Academy. They can only be used for law enforcement projects that do not supplant existing funding by Federal rule. There will be $2,493,151 remaining in ITT settlement funds if this appropriation request is approved by the Board of Supervisors. Staff Recommendation Staff recommends an appropriation of $217,141 from the Police Asset Forfeiture Account for the revised scope of work for the Roanoke County Law Enforcement Firing Range project. Page 3 of 4 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: Daniel R. O'Donnell, Assistant County Administrator J. Ray Lavinder, Chief of Police Rebecca Owens, Director of Finance Page 4 of 4 ACTION N0. A-071310-6.a ITEM N0. H-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: July 13, 2010 Confirmation of appointments to the Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals); Community Policy and Management Team (CPMT); and Social Services Advisory Board Becky R. Meador Clerk to the Board B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals) After the closed meeting on June 22, 2010, the Board asked the Clerk to contact Larry VU. Degen, AIA CSI to see if he would be willing to serve an additional term. fir. Degen was contacted and was pleased to continue to serve. His new four-year term will expire July 28, 2014. Confirmation of the appointment was placed on the Consent Agenda. Community Policy and Management Team (CPMT) Chief J. Ray Lavinder has requested Lieutenant Batt Viar be appointed as his designee representing the Roanoke County Police Department. Confirmation oftheappointmenthas been placed on the Consent Agenda. Social Services Advisory Board During the closed meeting on June 22, 2010, it was the consensus of the Board to reappoint Joseph 6. "Butch" Church to an additional four-year term. His new term will expire July 31, 2014. Confirmation of the appointment was placed on the Consent Agenda. VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Joel Baker, Building Commissioner Richard Burch, Chief of Fire and Rescue Gary Huffman, Fire Marshall Patience O'Brien, CSA Coordinator Betty McCrary, Director of Social Services J. Ray Lavinder, Chief of Police Daniel R. O'Donnell, Assistant County Administrator ACTION N0. A-071310-6.b ITEM N0. H-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: July 13, 2010 Request to accept and appropriate funds in the amount of $48,746 to the Sheriff's Office from Federal Grant 11- C5846CR09, approved under the Criminal Justice Systems Improvement Programfromthe Departmentof Criminal Justice Services Michael G. Winston Sheriff B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Sheriff's office has received approval for a grant, which provides funds from the Department of Criminal Justice Services for a Criminal Justice Systems Improvement Program. This program will provide funds to purchase security cameras, software, hardware and related items needed to place security cameras in the newest building of the Sheriff's office as well as replace antiquated hardware such as computers, scanners and printers. This grant award is for a twelve month period from July 01, 2010, through June 30, 2011. FISCAL IMPACT: This grant requires a match of 25 percent and funds are available in the Sheriff's Office Subfund. The grant is in the amount of $36,560 in Federal funds and $12,186 (25 percent) local cash match for a total of $48,746 and requires no additional funding from the Board of Supervisors. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends accepting and appropriating the Criminal Justice Systems Improvement Grant from the Edward Byrne Memorial Justice Assistance Grant (JAG) Program in the amount of $48,746 to the Sheriff's office. VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore ~ ^ ^ Mr. Altizer ~ ^ ^ Mr. Flora ~ ^ ^ Mr. Elswick ~ ^ ^ Mr. Church ~ ^ ^ cc: Michael G. Winston, Sheriff Rebecca Owens, Director of Finance Page 2 of 2 ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY13, 2010 RESOLUTION 071310-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H-CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: Thatthe certain section of the agenda of the Board of SupervisorsforJuly 13, 2010, designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separatelysetforth in said section designated Items 1 through 4 inclusive, as follows: 1. Approval of Minutes - day 11, 2010 and May 25, 2010 2. Confirmation of appointments to the Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals); Community Policy and Management Team (CPMT); and Social Services Advisory Board 3. Request to accept and appropriate funds in the amount of $48,746 to the Sheriff's Office from Federal Grant 11-C5846CR09, approved under the Criminal Justice Systems Improvement Program from the Department of Criminal Justice Services 4. Resolution of support for Craig County filing for a United States Department of Transportation TIGER I I discretionary grant for redevelopment and expansion of Route 311 visitor facilities in Craig and Roanoke Counties, Virginia On motion of Supervisor Altizer 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. Meador Clerk to the Board of Supervisors Page 2 of 2 On motion of Supervisor Altizer 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, M dor Clerk to the Board of Supervisors 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, JULY 13, 2010 RESOLUTION 071310-6.c OF SUPPORT FOR CRAIG COUNTY FILING FOR A UNITED STATES DEPARTMENT OF TRANSPORTATION TIGER II DISCRETIONARY GRANT FOR REDEVELOPMENT AND EXPANSION OF ROUTE 311 VISITOR FACILITIES IN CRAIG AND ROANOKE COUNTIES, VIRGINIA WHEREAS, a project has been scoped for the redevelopment and expansion of visitor facilities along Route 311 in Craig and Roanoke Counties, Virginia and Monroe County, West Virginia; and WHEREAS, Route 311 is the most scenic route connecting two significant tourism destinations; the Roanoke Valley in Virginia and the Greenbrier Valley in West Virginia; and WHEREAS, the proposed project represents a partnership between the United States Forest Service, the National Park Service, the Virginia Department of Transportation and Craig County, with additional support sought from Roanoke County and the West Virginia Department of Transportation; and WHEREAS, the proposed project can be funded by Craig County providing grant administration and thus eliminating the need for a local match due to grant eligibility definitions. NOW, THEREFORE, IT IS HEREBY RESOLVED that the Roanoke County Board of Supervisors does hereby adopt this resolution of support for Craig County in seeking a United States Department of Transportation TIGER II Discretionary Grant. Page 1 of 2 ~n motion of Supervisor Altizer to adapt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Altizer, Flora, Elswick, Church NAYS: None A COPY TESTE: Becky R. Me or Clerk to the Board of Supervisors cc: Richard C. Flora, Craig County Administrator Page 2 of 2