HomeMy WebLinkAbout9/14/2010 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, SEPTEMBER 14, 2010
RESOLUTION 091410-1 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 Countyof Roanoke desirestoobtaincertain equipmentand furnish
services designed to reduce energy consumption and operational costs at various County
facilities; and
WHEREAS, the County Board has taken the necessary steps, 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 Countyof Roanoke will contribute $9,400 from capital funds and use
the Energy Efficiency and Conservation Block Grant in the amount of $322,438 towards the
project cost; and
WHEREAS, the County Board proposes to enter into the 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 EscrowAgent (the "EscrowAgreement")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 Countyof 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 County Administrator of the Countyof Roanoke shall have
power to do so be, hereby is, authorized to affix the official seal of Countyof 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
Page 2 of 3
documents and to do or cause to be done any and all other acts and things necessary or
properfor carrying out this resolution and the Financing Documents.
On motion of SupervisorMooreto adoptthe resolution, and carried by the following
recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
A C Y TESTE:
e ah C. Jacks
Deputy Clerk to the Board of Supervisors
cc: Anne Marie Green, Director of General Services
Rebecca Owens, Director of Finance
Page3of3
ACTION N0. A-091410-2
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: September 14, 2010
AGENDA ITEM: Request to approve revisions to the Roanoke County
Procurement Policy Manual
SUBMITTED BY: Rob Light
Purchasing Manager
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The following Roanoke County Procurement Policy Manual revisionswere presented tothe
Board as part of the August 24, 2010, work session. These proposed revisions are
recommendations from the Roanoke County Building Team. The groupwas 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) in conjunction
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 for energy consuming equipment.
Asystematicreviewof such rated products concluded thatthe requirementsare
essentially industrystandard and purchase cost neutral forapplicable items. In
addition, energy consumption/costs are positively impacted. Exceptions would
be granted by the County Purchasing Manager.
b. 10.2 NEW BUILDING LEED CERTIFICATION- The addition of this policy
item would direct that the County seek Leadership in Energy and Environmental
Design (LEED) certification for substantial new construction projects. 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 analysis of the long term environmental, operational and fiscal impacts.
STAFF RECOMMENDATION:
Staff recommends approval of the attached revised Roanoke County Procurement Policy
Manual (Attachment 1).
VOTE:
Supervisor Elswick moved to approve the staff recommendation.
Motion approved.
Yes No Absent
Ms. Moore ~ ^ ^
Mr. Altizer ~ ^ ^
Mr. Flora ~ ^ ^
Mr. Elswick ~ ^ ^
Mr. Church ^ ^ ~
cc: Rob Light, Purchasing tanager
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, SEPTEMBER 14, 2010
ORDINANCE 091410-3 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 dap 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 3
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 3
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ACTION N0. A-091410-4.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:
September 14, 2010
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
James R. Lavinder
Chief of Police
B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke County Police Department made application for funding for the above grant
forthe purpose of providing support and improvements to the 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 IMPACT:
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 forthe grant as outlined above.
Page 1 of 2
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: James R. Lavinder, Chief of Police
Rebecca Owens, Director of Finance
Page 2 of 2
ACTION N0. A-091410-4.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: 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
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. UVe 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 RoanokeCounty PublicSchools. 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. VUe
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 (GED and ESL) programs. We conservatively budgeted a grant amount
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 notification that Roanoke County has been awarded $90,419. Staff is
requesting an appropriation of the difference, which is $2,419.
FISCAL IMPACT:
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.
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: Brenda Chastain, Clerk to the Roanoke County School Board
Diane Hyatt, Assistant County Administrator
Rebecca Owens, Director of Finance
Page 2 of 2
ACTION N0. A-091410-4.c
ITEM N0. H-4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGIN IA 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: Richard E. Burch, Jr.
Chief of Fire and Rescue
APPROVED BY: B. Clayton Goodman III
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 IMPACT:
This grant will allow the County to purchase an ambulance for the Read fountain 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 recommendstheacceptance and appropriation of the grants funds in the amountof
$65,000 into the Fire and Rescue Department's budget.
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: Richard E. Burch, Chief of Fire and Rescue
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, SEPTEMBER 14, 2010
RESOLUTION 091410-4APPROVING 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:
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 Capital Improvement Program (CIP) Review
Committee and the Grievance Panel
Page 1 of 2
On motion of Supervisor Altizer to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors Altizer, Flora, Moore, Elswick
NAYS: None
ABSENT: Supervisor Church
A 4'O~Y TESTE:
Deborah C. Jacks
Deputy Clerk to the oard of Supervisors
Page 2 of 2
ACTION N0. A-091410-4.d
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
shewishesto serve as herdesignee and alternatetothe CPMT Board. Asappointmentsto
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
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: Daniel O'Donnell, Assistant County Administrator
Patience O'Brien, CSA Coordinator
Betty McCrary, Director of Social Services
ACTION N0. A-091410-4.e
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: September 14, 2010
AGENDA ITEM: Confirmation of appointment to the Capital Improvement
Program (CIP) Review Committee and the Grievance Panel
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)
Supervisor Altizer has appointed James M. Chewning to represent the Vinton Magisterial
District. His one-year term will expire August 31, 2011. Confirmation of the appointment
has been placed on the Consent Agenda.
Grievance Panel (At-Large appointment)
Itwas the consensus of the Board attheirAugust24, 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.
Page 1 of 2
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: Brent Robertson, Director of Management and Budget
Joseph Sgroi, Director of Human Resources
Page 2 of 2
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