Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
9/14/2010 - Regular
Roanoke County Board of Supervisors Agenda September 14, 2010 Good afternoon and welcome to our meeting for September 14, 2010. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Our meetings are now closed-captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 712-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor Cedric Malone Greater Mt. Zion Baptist Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. BRIEFINGS D. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of music Students visiting Roanoke County from our Sister City Opole, Poland (Teresa Hamilton Hall, Director of Public Information) Page 1 of 3 E. NEW BUSINESS 1. Resolution approving a contract with Trane and Equipment Lease Purchase Agreement with Green Campus Partners and to appropriate $1,157,437 (Anne Marie Green, Director of General Services; Rebecca Owens, Director of Finance} 2. Request to approve revisions to the Roanoke County Procurement Policy Manual (Rob Light, Purchasing Manager) F. SECOND READING OF ORDINANCES 1. Ordinance amending Ordinance 081010-3 approving a lease agreement for the Tinker Mountain Tower Site (Paul M. Mahoney, County Attorney) G. APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Roanoke County Community Leaders Environmental Action Roundtable (RC- CLEAR) (appointed by District) H. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDAAND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes -August 10, 2010; August 24, 2010 2. Request to accept and appropriate funding for award number 2010-DJ-BX- 1351 awarded under the fiscal year 2010-2011 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the amount of $27,929 3. Request to accept and appropriate funds in the amount of $36,235.04 to the Roanoke County Public Schools 4. Request to accept and appropriate funds in the amount of $65,000 for a matching grant from the Virginia Department of Health 5. Confirmation of Director of the Health Department's designee and alternate to the Community Policy and Management Team (CPMT) Page 2 of 3 6. Confirmation of appointment to the Grievance Panel I. REQUESTS FOR WORK SESSIONS J. REQUESTS FOR PUBLIC HEARINGS K. CITIZENS' COMMENTS AND COMMUNICATIONS L. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency M. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Richard C. Flora 2. Charlotte A. Moore 3. Michael W. Altizer 4. Eddie "Ed" Elswick" 5. Joseph B. "Butch" Church N. WORK SESSIONS 1. Work session with the Fire/Rescue Department to review the Department of Homeland Security, Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program (Richard E. Burch, Jr., Chief of Fire and Rescue) 0. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711(A)(1): Personnel, namely discussion concerning appointments to the Community Policy and Management Team (CPMT) 2. Section 2.2-3711(A)(1): To discuss and consider the employment, assignment, appointment and perFormance of specific public officers, appointees or employees -Clerk to the Board of Supervisors P. CERTIFICATION RESOLUTION Q. ADJOURNMENT Page 3 of 3 ACTION N0. 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: September 14, 2010 AGENDA ITEM: Recognition of music students visiting Roanoke County from our Sister City Opole, Poland SUBMITTED BY: Teresa Hamilton Hall Public Information Director APPROVED BY: B. Clayton Goodman III ~~. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: On Saturday, September 4, 2010, three music students and their chaperone from the Frederic Chopin Music School in Opole, Poland, arrived inRoanoke foratwo-week stay in the United States. We are pleased they are in Roanoke as this is further evidence of Roanoke County'scontinuing SisterCity partnershipwith Opole, Poland. The students, all age 17, are Patryk Grzesiura (pianist), Maria Strzelczyk (violinist), Kamil Labusga (pianist), and their chaperone and accomplished concert pianist, Wojciech Kopczak. While in the Roanoke Valley, the students and their chaperone will be visiting and performing in schools in Roanoke County and the City of Roanoke. They will also be conducting public performances at locations including Hollins University on September 11, 2010, and Grandin Court Baptist Church on September 14, 2010. They will depart from the United States on September 20, 2010. Ms. Hall and Roanoke County's Sister City liaison with Opole, Poland, Dr. Kristina Slowikowski, will be in attendance and will assist as the students are introduced to the Board and presented with Certificates of Honorary Citizenship. ~~~~~,~ ~~ ~ o~~~~~ CERTIFICATE OF HONORARY CITIZENSHIP BE IT HEREBY KNOWN THAT Patryk Grzesiura Opole, Poland has, on Sentem6er 1 d_ 20~ o ,been named an HONORARY CITIZEN OF ROANOKE COUNTY, VIRGINIA and shall hold and enjoy a place of high esteem in the minds and hearts of the Citizens of the County of Roanoke. ~~ u --~'(~ ~ . 'Chairman, Board of Supervisors .p-Clerk fo the Board pervisors ~~~~~,~ u~ ~~~~~~~ CERTIFICATE OF HONORARY CITIZENSHIP BE IT HEREBY KNOWN THAT Wojciech Kopczak Opole, Poland has, on September 14, 2010 ,been named an HONORARY CITIZEN OF ROANOKE COUNT); VIRGINIA and shall hold and en joy a place of high esteem in the minds and hearts of the Citizens of the County of Roanoke. /l~ 1'~ hair n, Board of Supervisors ATTEST ,p.Clerk to the Board of (~pervisors ~~,~~~,~ u~ ~~~~~~~ CERTIFICATE OF HONORARY CITIZENSHIP BE IT HEREBY KNOWN THAT Kamil Labusga Opole, Poland has, on S~ntpm6pr ~ 4.,, 20~ o ,been named an HONORARY CITIZEN OF ROANOKE COUNTY, VIRGINIA and shall hold and en joy a place of high esteem in the minds and hearts of the Citizens of the Covnty of Roanoke. D.~~. Chairman, Board of Supervisors ~9Clerk to the Board Supervisors CERTIFICATE OF HONORARY CITIZENSHIP BE IT HEREBY KNOWN THAT Maria Strzelczyk Opole, Poland has, on September 14, 201 A ,been nameal an HONORARY CITIZEN OF ROANOKE COUNTY, VIRGINIA and sha11 hold and en joy a place of high esteem in the minds and hearts of the Citizens of the Covnty of Roanoke. ~f ~l a crn, Board of Supervisors ATTEST ~~CYerk to the Board of pervisors ACTION N0. 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: September 14, 2010 AGENDA ITEM: Resolution approving contract with Trane and Equipment Lease Purchase Agreementwith Green Campus Partners and to appropriate $1,157,437 SUBMITTED BY: Anne Marie Green Director of General Services Rebecca Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Trane Contract The Board of Supervisors directed staff to investigate energy performance contracting as a way to save money in utility costs. At the same time, reduction of energy use will also help the County meet its International Council for Local Environmental Initiatives (ICLEI~ Milestone Three goal of reducing its carbon footprint by 3 percent (3%~ per year. The energy management lease project is summarized on Attachment B. Staff issued a request for proposal (RFP~ for a performance management contract and interviewed the two responding firms. Based on those interviews and reference checks, Trane, Inc. was chosen for this project. Page 1 of 3 The first step was a "back of the envelope" review of county facilities to provide a general overview of which upgrades to various county facilities would allow for the best payback. After that review was complete, staff met with representatives from Trane and refined the list, based on the amount of funding that could be dedicated from the Energy Efficiency and Conservation Block Grant (EECBG), the payback period and the amount of debt service which the County could reasonably incur at this time through a lease purchase. The Board has held two work sessions on the issue, and directed staff to return for approval of the contract. Energy Lease Financing The project total for the purpose of furnishing services designed to reduce energy consumption and operations costs at various County facilities totals $1,479,875 as shown on Attachment A. Funding for the project will be as follows: • $322,438 from the Energy Efficiency and Conservation BlockGrant fromthe United States Department of Energy approved and appropriated by the Board on April 13, 2010 • $9,400 from the Capital Account-Capital Building Repair Account (102415) for the virtual server • Lease purchase agreement with Green Campus Partners for a period of ten (10) years at an interest rate of 3.99 percent in an amount of $1,148,037. The Trane project will be completed within 180 days per the contract and all funds will be expended from the escrowaccountwithin the required 18 months to satisfycurrent federal arbitrage rebate requirements. The lease is tentatively scheduled to close on September 17, 2010. Payments will be in arrears with the first invoice due in September 2011. FISCAL I M PACT: The principal and interest payments on the lease purchase will primarily be paid from savings in utility costs associated with the installation of energy efficient equipment by Trane. The first debt payment in the amount of $141,472 will be due in September 2011. In years 2011-2015 an amount from Salem Bank and Trust fund will be used towards the lease payment as well. If the guaranteed savings are not realized in anyyear of the lease term, Trane will pay the unrealized savings to the County. The savings calculations are based on baseline utility costs using the existing equipment compared to the projected cost after the energy efficient equipment is installed. Cost increases associated with increases inutility rates and/or expansions of County buildings are not included in these calculations. Page2of3 STAFF RECOMMENDATION: Staff recommends the following: 1. Authorize the County Administrator or his designee to enter into a performance contract with Trane as discussed during the work sessions, at an amount not to exceed $1,479,875. 2. Approve a resolution authorizing the execution and delivery of an equipment lease purchase agreement in the amount of $1,148,037 with Green Campus Partners. (At 3. Appropriate lease purchase proceeds of $1,148,037 to the Energy Management Project 4. Appropriate $9,400 from the Capital Account-Capital Building Repair Account (102415 for the virtual server to the Energy Management Project Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 14, 2010 RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF AN EQUIPMENT LEASE PURCHASE AGREEMENT, EQUIPMENT SCHEDULE, PAYMENT SCHEDULE, AN ESCROW AGREEMENT, AND RELATED INSTRUMENTS, AND DETERMINING OTHER MATTERS IN CONNECTION THEREWITH. WHEREAS, the County of Roanoke desires to obtain certain equipment and furnish services designed to reduce energyconsumptionand operationalcostsatvariousCounty facilities; and WHEREAS, the County Board hastaken the necessarysteps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and WHEREAS, the total approximate cost of the project is an amount not to exceed $1,479,875; and WHEREAS, the County of Roanoke will contribute $9,400 from capital funds and use the Energy Efficiency and Conservation BlockGrant in the amount of $322,438 towards the project cost; and WHEREAS, the County Board proposesto enter intothe Equipment Lease Purchase Agreement with Green Campus Partners and the Escrow Agreement with the Escrow Agent for the remaining funds in the amount of $1,148,037; and WHEREAS, the funds made available under the Lease will be deposited with Deutsche Bank National Trust Company (the "Escrow Agent") pursuant to an Escrow Agreement between the County Board and the Escrow Agent (the "Escrow Agreement") and will be applied to the acquisition of the Equipment in accordance with said Escrow Page 1 of 3 Agreement; and WHEREAS the County equipment lease purchase agreement will close on September 17, 2010; and WHEREAS this lease purchase agreement is financed for 10 years at a rate of 3.99% with no closing costs, and the first principal and interest payment due in arrears annually with the first payment due in September 2011. NOW, THEREFORE, BE IT RESOLVED BY THE ROANOKE COUNTY BOARD OF SUPERVISORS AS FOLLOWS: Section 1. It is hereby found and determined that the terms of the Lease and the Escrow Agreement (collectively, the "Financing Documents"~ are in the best interests of the County for the acquisition of the Equipment. Section 2. The Financing Documents and the acquisition and financing of the Equipment under the terms and conditions as described in the Financing Documents are hereby approved. The County Administrator or his designee of the County of Roanoke shall have power to execute contracts on behalf of the County and hereby is, authorized to execute, acknowledge and deliver the Financing Documents with any changes, insertions and omissions therein as may be approved by the officers who execute the Financing Documents, such approval to be conclusively evidenced by such execution and delivery of the Financing Documents. The CountyAdministrator ofthe County of Roanoke shall have power to do so be, hereby is, authorized to affix the official seal of County of Roanoke to the Financing Documents and attest the same. Section 3. The proper officers of the County are authorized and directed to execute and deliver any and all papers, instruments, opinions, certificates, affidavits and other Page2of3 documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Financing Documents. Page 3 of 3 Attachment A Energy Management Lease 2010-2011 Proceeds from Lease Purchase Financing Energy Effeciency and Conservation Block Grant Other Capital Trane Project-Energy Management Lease Revenue Expenditures $ 1,148, 037 $ - 322,438 - 9,400 - 1,479, 875 Total Project Costs $ 1,479,875 $ 1,479,875 l~~~achmen~ B PC Pra~eat ~ur~m~ar~-- ~oanake ~Caurrty ~Praject Qptiarrs} -- ~`n~~r~7 ~ ^~1OcIYt YY~~~ Se'FYI~ ECM ~' ~~~~!r±!r:~ Itv L~~~f.r,~k,t!c~~~ Tatai 9utldirrq SIB Yr:ars~ Savings Cock 5PB (yearsl P~1'J ~3~lirir ~,a. ~. t; ~r C! Drallar Amrlunti ~, ~,~, Dollar ~#nr!aUrtil ~~ I7c~lir A~~~n~~~~t f~. x id'~ l~tJmin - Uiyhtin Renovat!ans $ 10.,065 $ 99,208 9,9 $ 9,960 S 105 S - aC wantrals (ES-Virtual Server by downer) 12.8 $ 500 S 59,135 78.Z S $ 500 $ - ' x CentralsfnaVAV} S 11,639 S 146.,558 12,6 $ 10,222 5 1,417 $ - x Brambletan Rec AHll 1 VFD ~ $ 967 S 11,391 11.8 S 967 $ - $ - x Hessler Mill Lighting Renovations ~ 7,125 S '84,220 10.9 S 7,149 $ 514 S - 1t YJater Renovations 8 3 1,039 S S 6,73Ei fi.5 S - S 18 S 1,021 x 2 Econvmizens=East 8 back . _ $ 424 $ 4,882 11.5 $ 424 $ - S - x Controls $ 10,661 S 68,519 6.4 3 5,426 $ 2,235 $ - x Caurt Nause - 9 4 S 10,391 8.9 S 10,043 $ 348 $ - ~ Waten Renovations . S 1,391 S 27,707 11.6 $ $ 66 $ 2,325 x Caurt ~ren~iaeS 9uilding Cantrt)ts $ 2,20'5 5 52.[141 23.6 $ 1,866 $ 339 $ x Flallins Fire .!~!4t ~xi ~'Far~na'~lta:~r1N S 2,281 ~ ~r~,E~'6' 11.5 $ 2,068 S 212 S - X ~",f r~:r R~_now;atir~;e 11.8 $ 910 ' 1 `.~ 3.5 S - $ 9 $ 901 x Gontrals ~ $ 1,948 S 51,400 18.1 $ 1,440 S 508 $ - x hallins Library Lighting Renovations $ 4,244 $ 63,266 14.9 S 4,1.35 'S 119 S - _- x 13,4 $ 818 46 S - S 9 $ 809 x Cnntrnt~ § 3,171 $ 43,590 13,7 S 2,902 $ 269 $ . x F~akce Substst!an r~~atn,nrl rta~r~w,~rior~s 2 9 S 372 5 1,280 3.4 S 968 $ 5 S - x Water Renavahans . S 301 3 680 2.3 S - S 1 $ 500 x Salem Bank & Trust ,-ugia^. 'a~t?anr~v.~rtnn;, 5 6 S 1'2,419 ;~ _ ar!,?5v 3~.6 $ 12,073 S 34$ 'S _ x Water Rcr7ouaflons . S 47~ ~ 2 718 S,9 S $ 13 $ 458 ' x Ml alea5ant F!re Lighting Rsnovatians S _2,178 $ 14,298 6,6 $ 1,881 S 297 S - x Wat~:!•Renovations 9,1 $ 336 $ 2,288 6.8 S $ r7 - S 530 x Controls - - $ 1,634 S 21,566 13.2 5 1,505 129 S $ - x CfearbmokFire ~E,d,~ keynr,. ~,+a+,:, - S 1,291 S ~~ s4ti' 9.6 S 1,269 S 2 $ • ~ x Water Renovat!ans 11.5 $ 429 $ ?,434 ~a.1 S = $ 6 S 423 x ~ ~ontral ~ $ 1,840 g 3fi t1~3(s 14.2 $ 1,776 S 64 S x dark Creek Fire !_ig!~^ ~~,~ Rr;n~~ `i'nns 8:9 $ 2,050 5 '55,17'8 8.9 $ 1,883 S 148 S x Freed Mtn Fire _ Lighting Renovahons S 1,986 $ 15,689 7:9 $ 1,913 $ 73 S - _ Water Renovations 12.3 $ 2'50 .. S 2,135 8.5 $ 5 6 S 244 x Controls ,a S 1.,741 5 31,2rJFi 17.9 $ 1,504 S 237 S = x Masan Cave Fire i +~~,~~ 1 R~ nsrv Sr ~n~; $ 1,526 5 ~~ 47 12.0 $ 1„317 S _ 209 S - ~~ X Contrc 's ~ $ 2,055 $ 2'i 64q 11,.5 $ 1,844 $ 211 ; x Cave Spring FSre L~~taa°ir J Fey=;;+, Sri gip; - $ 1,663 5 _" ~~)ti 12,6 S 2,640 ;i 23 3 st - - - Water Rr.nowations ------ - - -- 12.1 S 568 5 -z 5,685 10.0 S - $ 15 $ 553 x Cave Spring FtescS}e Uic~hting Renovations 11.8 S 2,515 $ 29,638 11.8 S 2,371 $ 142 S • x yew F'ubli~.'Safety Hldq Lighting Renovations 11.3 $ 10,725 $ 121,439 11',3 $ 10,654 $ 91 $ x Bent t~untain Fire l?t~ , ai,.~,e-rwu2.~~i~e 10.5 ~ 845. 5 A 8'9 10.5 $ 845 $ - S - x Catawba l=ire L~~lsr,n~ S~r:~,4uJ i orr; 9.5 ; - 853 ~ 8,9t9~3' 9,5 S 779 $ 74 $' - x - Fart Le~a1s Fire ~.~,°i~r .t ~, :R- ly,r+ ^,~~ ; S 2,522 i s, ~~~ au3 - 10,4 ; 2,310 $ 212 S = X ~ ..- ~-y--- ---s-- - ','atcr Renovations 10.9 S 1,300 - $ 4,528 3;5 S S 12 $ 1,288 x _ Controls $ 1,912 ; 51,784 16.5 $ 1,402 S 520 $ _ - - S - X fT Virtual Servar [bY otihers} S $ 9,400 S 3 $ . x Years 1.3 dNeasurem+ant ~ Vorifiration S 24,737 x^- - General Conditions $ 40,432 x _ --_--- ~~it ~o~t - ~ 27,~at~ - x Mears 1.3 Service Agreement $ 41,717 Protects Subtotal $ 126,146 S 1,479,.975 11 7 S 107,924 S 9,'570 S 8,552 Down Payment• Grant Proceeds $ 322,438 - - Avoided Capital S igh°ir~g Upgrades Protects 1c~tal $ 126,146 S 1,15:x,457 9,2 $ 1517,24 S 9,'570 5 8,652 UVater Systems ~ pgrades ~`antro§s Upgrades FrargyAwareness~rogram ® EECBCtundtngv'ea5unes 1`otal F9_Cf~ta Measure Cos: S `~?t't~:~ Total E i ,,.±~(", Measure Sai ings S 38IJ"_tt fiatal kE. CdG Meas+,rre t:~ z A 3 '~ far ACTION N0. 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: APPROVED BY: September 14, 2010 Request to approve revisions to the Roanoke County Procurement Policy Manual Rob Light Purchasing Manager B. Clayton Goodman III .. ~Q~- CountyAdministrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following Roanoke County Procurement Policy Manual revisionswere presentedtothe Board as part of the August 24, 2010, work session. These proposed revisions are recommendations from the Roanoke County Building Team. The group was established by B. Clayton Goodman and brings together staff from various disciplines to coordinate the County's building needs. This encompasses evaluating the condition of current buildings, planning for future building needs and developing standards for County buildings and building sites. Proposed Revisions: 1. SECTION 5 USE OF VALUE ENGINEERING- This revision would raise the limit on construction projects for which Value Engineering must be performed from two million dollars ($2,000,000.00) tofive million dollars ($5,000,000.00) inconjunction with the limitations provided in § 2.2-1133 of the Code of Virginia. Applicable staff will evaluate each substantial project below this amount and may apply the Value Engineering process or selected principles individually as warranted from cost/benefit analysis. 2. SECTION 10 ENVIRONMENTAUENERGYSTEWARDSHIP This revision involves the creation of section 10 in the manual to address the following subsections: Page 1 of 2 a. 10.1 ENERGY STAR The Energy Star label is a program administered by the U.S. Environmental Protection Agency and the Department of Energy that identifies energy-efficient models of electronics, appliances and other types of equipment. This policy would direct that the County purchase Energy Star certified products when available and practical forenergyconsumingequipment. Asystematic reviewofsuch rated productsconcludedthatthe requirementsare essentially industry standard and purchase cost neutral for applicable items. In addition, energy consumption/costs are positively impacted. Exceptions would be granted by the County Purchasing Manager. b. 10.2 NEW BUlLD1NG LEED CERTIF1CATlON-The addition of this policy item would direct that the County seek Leadership in Energy and Environmental Design (LEED) certification forsubstantial newconstructionprojects. LEED is a program administered by the U.S. Green Building Council that creates standards for environmentally friendly and sustainable building. The determination of specific LEED levels to be sought and written exceptions to this policy would be made on an individual basis by the Roanoke County Building Team based on thorough analysisofthe longterm environmental, operational andfiscal impacts. STAFF RECOMMENDATION: Staff recommends approval of the attached revised Roanoke County Procurement Policy Manual (Attachment 1). Page 2 of 2 County of Roanoke Procurement Policy Manual Revised September 1 ~, 2~ 1 ~ by the ~aarci ~f Supervisors At~aehment l County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 TABLE OF CONTENTS Section ................................................................................................................................................................................ Pa e Number 1. ADMINISTRATION OF PROCUREMENT FUNCTIONS ....................................................................................................3 1.1 Authority 1.2 Delegation of Authority 1.3 Purpose and Applicability 2. AUTHORITY T0: AWARD, REJECT AND CANCEL SOLICITATIONS; APPROVE DISPOSAL OF SURPLUS PROPERTY; MAKE DETERMINATIONS OF NONRESPONSIBILITY; SIGN CONTRACTS; AND ESTABLISH POLICIES, REGULATIONS, AND PROCEDURES GOVERNING PROCUREMENT FUNCTIONS ............................................................................................................................................. 4 2.1 General Authority ....................................................................................................................................................... 4 2.2 Specific Levels of Authority ...................................................................................................................................... 4 2.2.1 Department Level ......................................................................................................................................... 4 2.2.2 Department Staff with Delegation of Authority ........................................................................................... 4 2.2.3 Purchasing Staff ........................................................................................................................................... 4 2.2.4 County Administrator ................................................................................................................................... 5 2.2.5 Board of Supervisors .....................................................................................................5 2.3 Award of Annual Contracts ........................................................................................................................................ 5 2.4 Issuance of Procedures ............................................................................................................................................... 5 3. LEVELS OF PROCUREMENT AUTHORITY 3.1 Goods and Services ..................................................................... ....6 .......................................................................... 3.2 Professional Services ................................................................................................................................................6 4. BONDS, INSURANCE AND INDEMNIFICATION ................................... 4.1 Bonds ......................................................................................................................................7 4.2 Insurance ....................................................................................................................................................................7 4.3 Indemnification ..........................................................................................................................................................7 5. USE OF VALUE ENGINEERING .......................................................................................................................................... 8 6. MODIFICATIONS OR CHANGE ORDERS TO CONTRACTS ...........................................................................................9 7. CONTRACTS AWARD GENERALLY ................................................................................................................................10 8. ETHICS ..................................................................................................................................................................................11 9. NONDISCRIMINATION ......................................................................................................................................................12 10. ENVIRONMENTAL/ENERGY STEWARDSHIP 13 10.1 Energy Star ...........................................................................................................................13 10.2 LEED .................................................................................................................................13 2 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Attachment 1 Supervisors SECTION 1 ADMINISTRATION OF PROCUREMENT FUNCTIONS 1.1 Authority The statutes governing the procurement of goods and services from nongovernmental sources are contained in the Virginia Public Procurement Act (VPPA). The Board of Supervisors has adopted Chapter 17 of the Roanoke County Code which establishes procurement authority and provides that the VPPA will serve as the regulation for procurement except in those instances where alternative policies have been approved by the Board. Procurement of goods and services shall be conducted to be cost effective and beneficial to the County and its residents, and to otherwise conform to the goals of the Virginia Public Procurement Act. 1.2 Delegation of Authority The Roanoke County Board of Supervisors delegates the procurement responsibility to the County Administrator subject to the limitations and terms included in this Policy. In all cases, reference to County Administrator or other official in this Policy shall be deemed to include designees of 'the official. The County Administrator shall be responsible for the purchase of all goods and services for the County and for disposal of surplus property. The County Administrator may designate the Purchasing Agent to be responsible for procurement, and disposal of surplus property. Any purchase not made in accordance with the applicable laws, this Policy, or Procedures shall be deemed an unauthorized purchase for which the County shall not be obligated. Any employee who engages in purchasing goods or services in a manner inconsistent with the applicable laws, this Policy, or Procedures shall be subject to disciplinary measures as defined in the Roanoke County's Personnel Policies. No obligation shall be made for any purchase in excess of the amount appropriated for that purpose as reflected in the budgetary accounts of the County. 1.3 Purpose and Applicability 1.3.1 This Policy is adopted to guide the County in obtaining high quality goods and services at reasonable cost, in conducting all procurement procedures in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety, in providing access to the County's public business for all qualified vendors, and in promoting efficient procurement practices among all County departments. 1.3.2 Rules governing contract awards shall be made clear in advance of the competition, specifications shall reflect the procurement needs of the County rather than being drawn to favor a particular vendor, and the County and the vendor shall freely exchange information concerning what is sought to be procured and what is offered. In addition, surplus property is to be disposed of on a competitive basis whenever practicable. 1.3.3 This Policy establishes a means of purchasing materials, supplies, equipment and services by the County. Unless specifically exempted in this manual, these Policies are applicable to all departments and agencies of County government funded in whole or in part by the County including Roanoke County Schools but not limited to and for which obligations are paid through the Roanoke County Finance Department. 1.3.4 Procurement of goods and services and disposal of surplus property shall be conducted in accordance with the Virginia Public Procurement Act, ("the Act"), except as amended by alternative regulations adopted by the Roanoke County Board of Supervisors. The provisions of the Act are incorporated herein by reference, except as amended by alternative regulations. County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Attachment 1 Supervisors SECTION 2 AUTHORITY T0: -AWARD, REJECT AND CANCEL SOLICITATIONS -APPROVE DISPOSAL OF SURPLUS PROTERTY -MAKE DETERMINATIONS OF NONRESPONSIBILITY -SIGN CONTRACTS -ESTABLISH POLICIES, REGULATIONS AND PROCEDURES -GOVERNING PROCUREMENT FUNCTIONS 2.1 General Authority The County reserves the right to accept, reject or cancel any or all solicitations or parts thereof, to waive informalities, and to reissue solicitations. The County also reserves the right to award the contract as it deems will best serve its interests. It further reserves the right to award the contract on a lump sum basis, individual item basis, or such combination as shall best serve the interest of the County. This may include multiple awards if provided for in the solicitation. 2.2 Specific Levels of Authority The levels of authority for the award of contracts, rejection and cancellation of solicitations, and other procurement functions including the purchase of goods and services, construction, sole source purchases, emergency purchase, issuance of change orders, and debarment of vendors are listed below. 2.2.1 Department Level AUTHORIZATION LEVEL 2.2.1.1 Purchase of Goods, Services, and Sole Source Purchases ................................................................................. $2,500 and less 2.2.2 Department Staff with Delegation of Authority AUTHORIZATION LEVEL 2.2.2.1 Purchase of Goods, Services, and Sole Source Purchases ...........................................................................................$10,000 and less 2.2.3 Purchasing Staff AUTHORIZATION LEVEL 2.2.3.1 Award of Contracts for Goods, Services, Construction and Sole Source Purchases ...............................................................................................................No Limit 2.2.3.2 Change OrderslContract Modifications .....................................Up to 10% of the original contract amount or $10,000 whichever is greater upon approval of department director 2.2.3.3 Sign Contracts ..............................................................................................No Limit 2.2.3.4 Emergency Purchases, Cancellation and Rejection of Solicitations, Prequalification of BidderslOfferors, Use of State Contracts, GSA Contracts and Other Cooperative Contracts .......................................................................................No Limit 2.2.3.5 Renewal of Contracts .......................................................................................No Limit 4 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors 2.2.5 2.2.4 2.3 2.4 County Administrator 2.2.4.1 Award of Contracts for Goods, Services Attachment 1 AUTHORIZATION LEVEL Construction and Sole Source Purchases .................................................................No Limit 2.2.4.2 Change Orders/Contract Modifications .......................................... Up to 25% of the original contract amount or $10,000 whichever is greater. 2.2.4.3 Sign Contracts .....................................................................................................No Limit 2.2.4.4 Emergency Purchases, Cancellation and Rejection Of Solicitations, Prequalification ofBidders/Offerors, Use of State Contracts, GSA Contracts and Other Cooperative Contracts ............................................................................................No Limit 2.2.4.5 Renewal of Contracts ..............................................................................................No Limit 2.2.4.6 Approve Disposal or Transfer of Surplus Property ...........................................................No Limit Board of Supervisors AUTHORIZATION LEVEL 2.2.5.1 Change Orders/Modifications to Contracts ..................................In excess of the greater of 25% of the original contract amount or over $10,000 whichever is greater 2.2.5.2 Contract Award (Negotiation with low bidder) ............................If bid for construction project exceeds available funds by more than 10% 2.2.5.3 Approve Gift or Donation of Surplus Property ..............................................................No Limit 2.2.5.4 Approve Disposal or Transfer of Surplus Real Property .....................................................No Limit Award of Annual Contracts For the purposes of this Policy, the procedure for award of annual contracts shall be determined by the estimated annual value of the contract for the initial term of the contract. The Purchasing Staff shall establish the length of these contracts and the number of renewals. Issuance of Procedures The Purchasing Staff, under the authority of the Director of Finance, shall issue Procedures upon the approval of the County Administrator, may issue additional requirements for procurement functions, and shall interpret and administer the applicable laws and regulations. 5 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Attachment 1 Supervisors SECTION 3 LEVELS OF PROCUREMENT AUTHORITY 3.1 Goods and Services Up to $2,500 Department obtains one documented quotation. A Voucher or County Purchasing Card may be utilized for such purchases. Over $2,500 to $10,000 Departments with "Delegation of Authority" or Purchasing Staff obtain a minimum of three (3~ documented quotations. Over $10,000 to $50,000 ~ Purchasing staff will solicit a minimum of four 4 valid sources. Over $50,000 (this procedure may Purchasing staff will solicit from all registered vendors with the county for the service or commodity. One also be used for lesser amounts of the following methods will be used depending on the type of service and/or commodity: when necessary) 1-Competitive sealed bidding. 2.-Competitive negotiation. 3.2 Professional Services Up to $2,500 I Department obtains one documented quotation. A Voucher or County Purchasing Card may be utilized for such purchases. Over $2,500 to $10,000 Departments with "Delegation of Authority" or Purchasing Staff obtain a minimum of three (3~ documented quotations. Over $10,000 to $30,000 ~ Purchasing staff will solicit a minimum of four 4 valid sources. Over $30,000; may be used for Purchasing staff will solicit from all registered vendors with the county for the service or commodity lesser amounts. through competitive negotiation. 6 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Attachment 1 Su ervisors SECTION 4 SECURITY, INSURANCE, AND INDEMNIFICATION 4.1 Bonds The County of Roanoke will require bid bonds of 5% for construction contracts under $100,000. Security may be in the form of cash escrow, letter of credit or bond from a surety company authorized to do business in Virginia and acceptable to the County. 4.2 Insurance In consultation with the user department, Purchasing Department staff will determine the appropriate types and levels of insurance coverage to be included in solicitations. Departments are encouraged to consult with Purchasing staff for appropriate insurance types and amounts for quotes obtained by departments. 4.3 Indemnification Purchasing staff shall include an indemnification provision in all formal written solicitations issued by the Purchasing staff. 7 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Attachment 1 Supervisors SECTION 5 USE OF VALUE ENGINEERING The purchasing agent shall ensure that value engineering is employed for any capital construction project costing more than five million dollars ($5,000,000.00). Applicable staff will evaluate each substantial project below this amount and may apply the Value Engineering process or selected principles individually as warranted from costlbenefit analysis. The Board of Supervisors may waive the requirements of this Section for any proposed capital construction project for compelling reasons. Any such waiver shall be in writing, state the reasons for the waiver, and apply only to a single capital construction project. County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 SECTION 6 MODIFICATIONS OR CHANGE ORDERS TO CONTRACTS 6.1 No fixed-price contract may be increased by more than 25% of the amount of the contract or ten thousand ($10,000), whichever is greater, without the advance written approval of the board of Supervisors. 6.2 Fixed-price contract may be increased up to, but no more than 10°Io of the contract amount with prior approval from the Department Head. 6.3 Fixed-price contract may be increased over 10%, but no more than 25°Io of the amount of the contract with prior approval of the County Administrator. 9 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 SECTION 7 CONTRACT AWARD GENERALLY 7.1 A contract shall be awarded with reasonable promptness, by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids. In the event all bids for a construction project exceed available funds and the lowest responsive and responsible bid does not exceed such funds by more than ten (10) percent, the Board of Supervisors may authorize, when time or economic considerations preclude re-solicitation of work of a reduced scope, negotiations of an adjustment of the bid price with the lowest responsive and responsible bidder in order to bring the bid within the amount of available funds. 10 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 SECTION 8 ETHICS 8.1 ETHIC S 8.1.1 The Purchasing staff and all County employees engaged in procurement activities are subject to and should be generally familiar with the provisions of the Virginia Conflict of Interests Act and the provisions of the Virginia Public Procurement Act relative to ethics in public contracting, Copies of the statutes shall be available in the Purchasing Division of the Finance Department and questions should be directed to the Purchasing staff, 8,1,2 In accordance with the Virginia Public Procurement Act, solicitation or acceptance of gifts from bidders, offerors, contractors or subcontractors is prohibited. No official or employee shall have a personal interest in a transaction or contract if such interest is prohibited by the Virginia Conflict of Interests Act. The County Administrator shall endeavor to provide appropriate information regarding these prohibitions to employees and affected volunteers. 8.1,3 No County employee or volunteer shall accept vendor paid trips to vendor sites or other locations if the trip or any expenses associated with the trip are paid by anyone other than the employee, volunteer or County without prior written approval of the County Administrator. County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 SECTION 9 NONDISCRIMINATION The County does not discriminate in the solicitation or award of contracts because of race, religion, color, gender, age, disability or national origin of the bidder or offeror. It is the responsibility of County employees, particularly those employees involved in procurement, to ensure that all vendors are permitted equal opportunity and access to participate in County procurement opportunities, and that no vendor be denied equal opportunity or access because of race, religion, color, gender, or national origin. 12 County of Roanoke Procurement Policy Manual Revised September 14, 2010 by the Board of Supervisors Attachment 1 SECTION 10 ENVIRONMENTAL/ENERGY STEWARDSHIP 10.1 Energy Star The County will purchase Energy Star certified products when available and practical for energy consuming equipment. The Energy Star label is a program of the U.S. Environmental Protection Agency and the Department of Energy that identifies energy-efficient models of electronics, appliances and other types of equipment. Exceptions to this policy shall be authorized by the County's Purchasing Manager. 10.2 LEED The County will seek Leadership in Energy and Environmental Design (LEED) certification for substantial construction projects. LEER is a program administered by the U.S. Green Building Council that creates standards for environmentally friendly and sustainable building. The determination of specific LEED levels to be sought and written exceptions to this policy shall be made on an individual basis by the Roanoke County Building Team. 13 ACTION N0. ITEM NO. F-1 ~(~Y 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: September 14, 2010 Ordinance amending Ordinance 081010-3 approving a lease agreement forthe Tinker Mountain Tower Site Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke owns and/or rents several sites around the Roanoke Valley for the purpose of maintaining towers and antennae for its public safety radio communications system. The tower sites are part of a regional system that also serves the City of Roanoke and the Town of Vinton. One of the towersites is on Tinker Mountain in BotetourtCounty on property, which was owned by Lee C. Hartman, Jr. Mr. Hartman passed away between the first and second reading of Ordinance 081010-3. Negotiations with the Executor of the estate and primary beneficiary, John W. Brandemuehl, commenced after the Board's approval of Ordinance 081010-3 on August 10, 2010. After the Board adopted this ordinance, Mr. Brandemuehl agreed to amend the lease by extending its term from three ~3~ years to five (5) years. Therefore, this ordinance should be amended to reflect the new lease term. The tower site has been used by the County for over a decade, and is important for reaching certain parts of the Valley and also helps to provide back-up capabilities for the system . The County paid Mr. Hartman $4,050/year rent based on a lease, which expired on June 30, 2010. Staff has negotiated a new lease with Mr. Brandemuehl with the following terms: • Five year lease begins July 1, 2010, at a rate of $4,252.50/year for the first year. • The rent increases by five percent (5%~ each year thereafter, for a rate of $4,465.13 i n 2011, $4, 688.38 i n 2012, $4, 922.80 i n 2013, and $5,168.94 i n 2014. Page 1 of 2 FISCAL IMPACT: The total cost of this lease over the next five years is $23,497.75. Funding is available in the E-911 maintenance account. STAFF RECOMMENDATION: Staff recommends that the Board approve the second reading of the attached ordinance. Page 2 of 2 ATA REGULAR MEETING OFTHE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 14, 2010 ORDINANCE AMENDING ORDINANCE 081010-3 APPROVING A LEASE AGREEMENT FOR THE TINKER MOUNTAIN TOWER SITE WHEREAS, the County of Roanoke rents a site located on Tinker Mountain in the County of Botetourt, Virginia, on property previously owned by Lee C. Hartman, Jr., for the purpose of maintaining towers, antennae and equipment buildings for the operation of its public safety radio communications systems, said property being designated upon the Botetourt County Land Records as Tax Map No. 106-45; and WHEREAS, the County of Roanoke has leased this site for over a decade to provide E911 coverage to critical areas and to provide back-up capabilities for the public safety system; and WHEREAS, Mr. Hartman recently died and John W. Brandemuehl is the Executor of his estate and the primary beneficiary under his will; and WHEREAS, the most recent lease term has expired and staff has negotiated with John W. Brandemuehl for a new lease of this site; and WHEREAS, on August 10, 2010, the Board adopted Ordinance 081010-3 which approved athree-year lease term for this tower site; however, subsequent negotiations with Mr. Brandemuehl have resulted in a new five-year Lease term. Therefore, Ordinance 081010-3 must be amended to provide for this longer lease term. WHEREAS, the provisions of Section 18.04 of the Charter of Roanoke County require that the acquisition of any interest in real estate, including the lease of real property, shall be accomplished by ordinance; the first reading of this ordinance was Page 1 of 2 held on August 24, 2010, and the second reading of this ordinance was held on September 14, 2010. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the lease of a parcel of land from John W. Brandemuehl, consisting of 0.0363 acre, more or less, as shown on Exhibit A attached hereto, together with the non-exclusive right of ingress, egress and regress from Tinker Top Road (Frontage Road) over the existing gravel access and private driveway to the site, for an initial term effective as of July 1, 2010, through June 30, 2015, at an annual rental of four thousand two hundred fifty-two and 50/100 dollars ($4,252.50), with an increase of five percent (5%) each year in the annual rental rate, is hereby authorized and approved. 2. That the rent payment shall be paid from the E911 Maintenance Account. 3. That the County Administrator or any Assistant County Administrator is authorized to execute this lease on behalf of the Board of Supervisors of Roanoke County and to execute such other documents and take such further actions as are necessary to accomplish this transaction, all of which shall be upon form approved by the County Attorney. Page 2 of 2 ACTION N0. ITEM N0. G-1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 14, 2010 AGENDA ITEM: Appointments to committees, commissions and boards SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: B. Clayton Goodman III .. ~~. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Capital Improvement Program (CIP) Review Committee (appointed by District) The following one-year terms expired on August 31, 2010: - Brian Hooker representing the Catawba Magisterial District (not eligible for reappointment as maximum number of terms served) - Wes Thompson representing the Windsor Hills Magisterial District(resigned due to health) - Jason Peters representing the Vinton Magisterial District Grievance Panel (appointed At-Large) During the closed meeting held on August 24, 2010, it was the consensus of the Board to reappoint R. Vincent Reynolds to a three-year term, which will expire on September 10, 2013. Confirmation of the appointment has been placed on the Consent Agenda. Roanoke County Community Leaders Environmental Action Roundtable (RC-CLEAR) (appointed by District) Ruth Deibler, who represented the Vinton Magisterial District, has moved from the area and is no longer serving on RC-CLEAR, H AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 14, 2010 RESOLUTION APPROVING ANDCONCURRING IN CERTAIN ITEMSSET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I-CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for September 14, 2010, designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6 inclusive, as follows: 1. Approval of Minutes -August 10, 2010; August 24, 2010 2. Request to accept and appropriate funding for award number 2010-DJ-BX-1351 awarded under the fiscal year 2010-2011 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the amount of $27,929 3. Request to accept and appropriate funds in the amount of $36,235.04 to the Roanoke County Public Schools 4. Request to accept and appropriate funds in the amount of $65,000 for a matching grant from the Virginia Department of Health 5. Confirmation of Director of the Health Department's designee and alternate to the Community Policy and Management Team (CPMT) 6. Confirmation of appointment to the Grievance Panel ACTION N0. ITEM N0. H-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTYADMINISTRATIONCENTER MEETING DATE: September 14, 2010 AGENDA ITEM: Request to accept and appropriate funding for award number 2010-DJ-BX-1351 awarded under the fiscal year 2010-2011 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the amount of $27,929 SUBMITTED BY: APPROVED BY: James R. Lavinder Chief of Police B. Clayton Goodman III .. ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARYOF INFORMATION: The Roanoke County Police Department made application forfunding forthe above grant forthe purpose of providing supportand improvementstothe Police Department's In Car Video Camera Program during the grant period October 1, 2009 through September 30, 2013. There are no matching funds required to receive this grant. FISCAL I M PACT: No matching funds are required. The grant is in the amount of $27,929 and requires no additional funding from the Board of Supervisors. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends approval of the application for the grant as outlined above. ACTION N0. 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: September 14, 2010 AGENDA ITEM: Request to accept and appropriate funds in the amount of $36,235.04 to the Roanoke County Public Schools SUBMITTED BY: Roanoke County Schools APPROVED BY: B. Clayton Goodman III .. ~Ct~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On an annual basis, the Virginia Department of Education allocates funds for school divisions for secondary Career and Technology Education CTE) equipment. The State calculates this allotment based on a base allocation of $2,000 followed by an allocation based upon per pupil enrollment in CTE classes. We conservatively estimated a budget appropriation of $8,096. Since we were awarded $16,694.14 by the State, staff is requesting that the difference be appropriated, which is $8,598.14. The State recognizes credentialing reimbursements for CTE industry certification examinations, licensure tests and occupational competency assessments at $1.80 per student enrolled in CTE classes eligible forsuch examinations. Given historical data, the state has awarded $10,560.87 for Roanoke County Public Schools. Staff recommends that $10,560.87 be appropriated. Roanoke County Schools are awarded funding under the Carl D. Perkins Act on an annual basis. This funding is used to support the Career and Technical Education programs. Roanoke County Schools budgeted $136,372 in anticipation of the Perkins award. We received notification that Roanoke County has been awarded $146,455.03 under the Perkins Act. Staff is requesting an appropriation of the difference, which is $10,083.03. Roanoke County Schools receives a General Adult Education (GAE} grant from the Virginia Department of Education each year. The grant funds are used to support the Roanoke County Adult Education General Educational Development and English as a Page 1 of 2 Second Language AGED and ESL) programs. We conservatively budgeted agrantamount of $8,392 for this year. We received notification that Roanoke County Schools has been awarded a GAE grant amount of $12,966. Staff is requesting an appropriation of the difference, which is $4,574. Roanoke County Schools receives an Adult Basic Education grant on an annual basis. This grant is used as the primary funding for the Adult Education GED and ESL programs. Roanoke County Schools budgeted $88,000 in anticipation of the Adult Basic Education award. We received notificationthat Roanoke County has been awarded $90,419. Staff is requesting an appropriation of the difference, which is $2,419. FI SCAL I M PACT: 1. The Career and Technical Education budget will be increased by $29,242.04. 2. The Adult Education Program budget will be increased by $6,993. ALTERNATIVES: None STAFF RECOMMENDATION: Appropriation of funds in the amount of $36,235.04. Page 2 of 2 ACTION N0. ITEM N0. H-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 14, 2010 AGENDA ITEM: Request to accept and appropriate funds in the amount of $65,000 for a matching grant from the Virginia Department of Health SUBMITTED BY: APPROVED BY: Richard E. Burch, Jr. Chief of Fire and Rescue B. Clayton Goodman 1113 County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Department of Health, Office of Emergency Medical Services has awarded the Fire and Rescue Department a 50 percent matching grant (Grant WV-C01/06-10) totaling $65,000 to purchase one new ambulance to be assigned to the Read Mountain Station. This is a joint purchase with Botetourt County so matching funds will be split between Botetourt and Roanoke County equating to $32,500 per locality. FISCAL I M PACT: This grant will allow the County to purchase an ambulance for the Read Mountain Station. Additionally, the opportunity to share the match with Botetourt County will result in significant savings. The Fire and Rescue Department has already budgeted for their matching funds out of the current budget. ALTERNATIVES: Do not accept the grant which would result in the County being unable to purchase the ambulance, or not participate in the shared purchase which would double the amount of the County's required match. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends the acceptance and appropriation of the grants funds in the amount of $65,000 into the Fire and Rescue Department's budget. Page 2 of 2 ACTION N0. ITEM N0. H-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 14, 2010 AGENDA ITEM: Confirmation of Director of the Health Department's designee and alternate to the Community Policy and Management Team (CPMT) SUBMITTED BY: Dan O'Donnell Assistant County Administrator APPROVED BY: B. Clayton Goodman III .. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: With a recent retirement in the Health Department, there is vacancy on the CPMT, the Board that determines appropriate services for children with significant behavioral health needs. According to state law, the local Health Director or her designee serves on the CPMT Board. The attached correspondence from Dr. Stephanie Harper documents who she wishes to serve as her designee and alternate tothe CPMT Board. As appointmentsto the CPMT are officially made by the Board of Supervisors, it is recommended that the Board of Supervisors confirm these appointments: Designee: Lee Wonson Alternate: Debbie Sams CO~LIhlOtVf~E~FLTlf Of' I//R6/N!.<F ,SL'!'f'l11~~-11~~ Pf~n,~~c} f~J. ~ l ~C'i?~"~~' 11 ~?(~'I'i1`Il ~'~a'~`~°IG'~ :~11ca~xlarrPt.~' ~~rrr,~i t)~'~'(),~~C' !~~~' i~C'C~~~~? 1~~'1~l.'1C°~` ~r~rrkJrr~tr~-t ~'frt~~rt ~ ~'A•crr'g ~'axar~~} AU li st ~ ~ ~ ~ ~ ~ . ~ ~ Rf~~~„~akt, C'rarr~t~t~ ~`~~r f,~~`~C~~~I~at ~'~~~a~ ~~!11 fljf ~fiC111ft;~i`~" ~~ ~~aytan V'a©dn~.G~n .Lil { ~~'" ~?~.sf~{`'"' County Administrator County of Raenol~e SZ~4 Bernard Drive Raanolce, VA ~4(~~ ~~: Appointment of~Lee wonson Dear fir. oilman: Than c you far your letter, dated August 3, 2010 to receive appointment infar~~natian to the Roenake County Community Policy end Management Team ~CPMT}. The former appointee, .Anna .ennedy, now retired, served faithfully in her duties to CPMT end is now being replaced by Lee wonson; the alternate appointee is Debbie Sams. ~Je look forward to working with you as we support our children, Sincerely, Stephanie L. Plar e , M.D~, .~',P. I~ealth Director, Roanoke City Allegheny health Districts sLl~llll D'~P~RTA~ENT ~F HEA-LTH Pr~r~r~g'Yr~uu end' Your Fr:k~i ACTION N0. ITEM N0. H-6 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: COUNTY ADMINIS' September 14, 2010 Confirmation of appointment to the Grievance Panel Deborah C. Jacks Deputy Clerk to the Board B. Clayton Goodman III .. ~:1~- County Administrator TRATOR'S COMMENTS: SUMMARY OF INFORMATION: Grievance Panel (At-Large appointment) It was the consensus of the Board at their August 24, 2010, closed session to reappoint R. Vincent Reynolds to the Grievance Panel for athree-year term that will expire on September 10, 2013. Confirmation of the appointment has been placed on the Consent Agenda. GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Unaudited balance at June 30, 2009 Balance at September 14, 2010 Amount $ 19,959,122 $ 19,959,122 L-1 °/° of General Fund Revenue 10.69% 10.53% ** Note: Cn December 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally over several years. * 2009-10 a range of 9.5°/°-10.5% of General Fund Revenues 2009-1 D General Fund Revenues $186,756,550 9.5°/° of General Fund Revenues $17,741,872 10.5°/° of General Fund Revenues $19,609,438 ** 2010-11 a range of 10.0%-11.0 % of General Fund Revenues 2010-11 General Fund Revenues $189,618,185 10.0 % of General Fund Revenues $18,961,819 11.0 °/° of General Fund Revenues $20,858,000 The Unappropriated Fund Balance of the County is currently maintained at 10.53% which is within the range of our goal for 2010-11. The County's goal is to increase the balance over time to 11.0% Submitted By Rebecca E. Gwens Director of Finance Approved By B. Clayton Goodman III County Administrator L-2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Caaital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Unaudited balance at June 30, 2010 Amount $1,400,233.20 Balance at September 14, 2010 $1,400,233.20 Maior County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Unaudited balance at June 30, 2010 Balance at September 14, 2010 Submitted By Rebecca E. Owens Director of Finance $883,539.00 $883,539.00 Approved By B. Clayton Goodman III Q~ County Administrator L-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2010-2011 Original Budget $100,000.00 July 13, 2010 Appropriation for Legislative Liaison (24,000.00) Balance at September 14, 2010 $ 76,000.00 Submitted By Rebecca E. Owens Director of Finance Approved By B. Clayton Goodman III~~ County Administrator ACTION N0. ITEM N0. N-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 14, 2010 AGENDA ITEM: Work session with the Fire/Rescue Department to review the Department of Homeland Security, Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program SUBMITTED BY: Richard E. Burch Fire and Rescue Chief APPROVED BY: B. Clayton Goodman III .. ~~. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Although I do understand the increased demands for Fire and Rescue Service facing Roanoke County, I have serious reservations about applying for this grant as it would mean a future obligation for significant funding in year three. Our revenues are not significantly increasing and it is difficultto supportthisrequest outside of the normal budget processas we have not had the opportunityto weigh the needs of the Fire and Rescue Department in terms of comparison with other service needs of other departments. However, I do believe the grant merits discussion with the Board of Supervisors in this work session and have asked Chief Burch to prepare a board report accordingly. SUMMARY OF INFORMATION: The SAFER Grant Program from the Department of Homeland Security (DHS) is designed to help local governments in the hiring and retention of firefighters. The American Recovery and Reinvestment Act of 2009 (ARRA) changed the grant procedures from years past by both increasing the available fundsto$420million and eliminating matchingfunds for local governments. Local governments would be required to retain the grant positions for one yearafterthe grant is completed. The additional staffing would be assigned to the Mount Pleasant Station based on the priorities established in the Department's Five Year Staffing Plan to staff a fire engine or ALS ambulance 24/7. The grant cycle ends September 17, 2010, with the awards being announced in waves starting in December2010 running through Ju1y2011. The grant is acompetitive process with DHS establishing the following priorities: Page 1 of 2 1. The highest priority under the Hiring of Firefighters activity will be afforded to applications that are seeking to rehire firefighters who have been laid off. 2. The second priority will be the retention of firefighters who may face layoffs in the future. 3. The third priority will be the filling of positions that were vacated through attrition but not filled due to economic circumstances. 4. The fourth priority will be the hiring of new firefighters with a minimum guaranteed $63 million dollars for this activity which is the category Roanoke County would apply for. FISCAL I M PACT: If the County is approved by DHS, the grant would fund the first two years of a paramedic/firefighter salary with the third year funded by the County. The associated costs for training and equipping the employee would be the responsibility of the County which the Fire/Rescue Department has additional grant funds to cover. If awarded the grant, the County would have an option to decline if financial resources were not available for year three. The financial commitments are listed below for six (6) Paramedic/Firefighter positions: Grant Year DHS Funding Roanoke County Funding Total Funding Year 1 $318,770.94 $20,229.06 $339,000.00 Year 2 $318,770.94 $9,000.00 $327,770.94 Year 3 $0.00 $327,770.94 $327,770.94 ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends the approval from the Board to allow the Fire/Rescue Department to submit a grant for six additional Paramedic/Firefighters to staff the Mt. Pleasant Station based on the Department's Five Year Staffing Plan. If awarded the grant, the County would be required to maintain the grant funded positions for at least one year once the grant period expires. Page 2 of 2 0 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 14, 2010 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OFVIRGINIA WHEREAS, ~rhe Board of Supervisorsof Roanoke County, Virginia hasconvened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted inconformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfullyexempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Onlysuch public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia.