HomeMy WebLinkAbout2/11/1997 - Adopted Board RecordsA-021197-1
ACTION NO.
ITEM NUMBER �'
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: February 11, 1997
AGENDA ITEM: Request for Two Positions to Assist in Computer
Program Changes for the Year 2000
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend approval. This is one of the highest priorities that we have in the entire budget process.
This will require a massive amount of work and that is why we have to begin before July 1. I ask
for your support on this project.
BACKGROUND:
On January 6, 1997, Mr. Hodge sent you a memorandum informing
you of the need to prepare our computer systems to accommodate the
arrival of the year 2000. This subject was also discussed at a
Work Session on January 28, 1997. The initial estimates of the
effort required have been confirmed and we are now requesting
permission to proceed with our plans for addressing the issue.
SUMMARY OF INFORMATION:
Since my arrival in July 1996, my staff and I have spent
considerable time reviewing our systems and evaluating the effort
required to make the necessary modifications to accommodate the
century change. As reported earlier, our in-house developed
systems, including schools, will require approximately 19,000 man
hours of reprogramming. This work must be completed and all
programs and systems tested prior to January 1, 2000 to avoid
system failures.
It would be impossible to complete the effort with current
staff. However, if the project were completely farmed out, the
cost would be almost one million dollars. In view of this, an
approach has been developed which uses a combination of:
1. Two additional permanent positions.
2. Use of temporary programmers over the next three years.
3. Replacement of older systems with purchased packages
where practical.
1
With this approach, the total cost is reduced to approximately
550 thousand dollars spread over three years. We have discussed
this project with several other local governments, businesses and
with Virginia Tech.
Attached is a prioritized list of the major computer systems
requiring changes and the estimated time for their modification.
FISCAL IMPACT:
$31,850 to be taken from the Unappropriated Fund Balance for
this fiscal year. Additional funding will be addressed during the
budget process.
Staff recommends that we proceed with the addition of two
permanent positions. Funding of $31,850 is requested for four
months for this fiscal year. We will attempt to absorb the cost
for other related expenses for this year in the current MIS budget.
In the 1997-98 budget we will request full -year funding for the two
new positions, for contract programming and for replacement
software.
Respectfully submitted,
Craig4iatmaker
Director of MIS
Approved ( )
Denied ( )
Received ( )
Referred ( )
To ( )
Approved by,
Elmer C. Hodge
County Administrator
ACTION
Motion by: Lee B. Eddy to
postpone to the next meeting.
There was no vote.
ACTION
Approved (x) Motion by: Substitute motion by
Denied ( ) Harry C. Nickens to approve
Received ( ) appropriation with the under -
Referred ( ) standing that this will add two
To ( ) permanent positions
cc: File
Craig Hatmaker, Director, MIS
Diane D. Hyatt, Director, Finance
Joe Sgroi, Director, Human Resources
2
No
Eddy
Harrison
Johnson
Min -.-Aix
Nickens
No
Eddy
Harrison_
Johnson
Minnix
Nickens
VOTE
Yes Absent
VOTE
Yes Absent
x
x
_x
Jan -,24-97 10:34A Roanoke Co. M.I.S. 540 561 8004
2 ANI -Animal Control (includes Dog,Cat tags, Vaccination Records, etc.)
3 LIC -Business License (BPOL)
4 CPP -Personal property assess/billing/collections
5 CUT -Utility Billing
5 MR/HH-meter reading system for utility billing
6 CEN -School census
6 SISMST/SUM-Student info, history, summer school
6 VER-Va Education reporting
7 APP -Applicant Tracking
7 CNP -County payroll
7 FLX-County Payroll Flexible benefits tracking
7 SBP -School payroll
8 CAD -911 Dispatch and Reporting for Police and Fire
9 CSH-Cashiering for Treasurer's office collections
9 PPL -Process -to -process link (cashiering)
10 ETX-Estimated income tax
11 CJR-Jury Selection
12 CIN -County fixed asset Inventory
13 SIN -School fixed asset Inventory
20 PUR-purchasing-po's,contracts
21 ACE -Permits (building, water, etc.)
22 FAM -Financial and Budget Reporting (General Ledger)
23 IND -Clerks indexing (Court records, deeds, judgements, etc.)
24 PAS -Real estate assessments
90 MIS/LAB21P-Misc.,labels, E911 address file, zip codes, job requestlpcmr
96 SBC -School cafeteria reporta
97 TST-School testing
98 STK-Stock inventory
99 DOC -Inhouse documentation
Total
P.02
3,533 Working
144 Testing
520 Analysis
2,751
1,498
269
412
2,173
285
398
1,524
476
1,626
196
410
10
216
219
278
179
326
161
48
32
78
1,164
70
67
109
113
19,284
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, FEBRUARY 11, 1997
RESOLUTION 021197-2 APPROVING AND CONCURRING
IN CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS
ITEM L CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. That the certain section of the agenda of the Board
of Supervisors for February 11, 1997 designated as Item L - Consent
Agenda be, and hereby is, approved and concurred in as to each item
separately set forth in said section designated Items 1 through 4,
inclusive, as follows:
1. Appropriation of school insurance funds to replace
gym floor at Roanoke County Career Center.
2. Acceptance of drainage easement serving the public
roads for Wexford, Phase II.
3. Request for acceptance of Bridgeport Lane and a
portion of Bloomfield Avenue into the Virginia
Department of Transportation Secondary System.
4. Request to appropriate grant monies received from
the Virginia Office of Emergency Medical Services
Recruitment and Retention Mini -grant.
2. That the Clerk to the Board is hereby authorized and
directed where required by law to set forth upon any of said items
the separate vote tabulation for any such item pursuant to this
resolution.
On motion of Supervisor Johnson to adopt the Consent
Resolution after discussion of Item 1, and carried by the following
recorded vote:
1
AYES: Supervisors Eddy, Harrison, Nickens, Johnson
NAYS: None
ABSENT: Supervisor Minnix
COPY TESTE:
ru .
Brenda J. Ho on, Deputy Clerk
Roanoke County Board of Supervisors
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Homer Duff, Director of Facilities and Operations
Arnold Covey, Director, Engineering & Inspections
Amy L. Shelor, Fire & Rescue, Volunteer Coordinator
A -021197-2.a
ACTION #
ITEM NUMBER
MEETING DATE: February 11, 1997
.AGENDA ITEM: Request for Appropriation of Insurance Proceeds
for Roanoke County Career Center gym floor
COUNTY ADMINISTRATOR'S/ COMMENTS:
3
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In December 1994, a steam line ruptured and damaged some of the
Roanoke County Career Center gym floor. We made temporary
repairs. In November 1995 the water fountain supply line
ruptured and caused extensive damage. Parks and Recreation and
School use was canceled. Several attempts were made to repair
the floor. Finally, it was necessary to replace the floor at a
cost of $54,451.60.
At your October 8, 1996 meeting, the Board of Supervisors
appropriated $38,647.70 from insurance reimbursements. Of this
amount, $24,048.13 was received on this floor. In October 1996,
we had received a check for $15,476.13 as final reimbursement on
the floor. This check was deposited into a hold account and was
not appropriated to the school Capital account. In total, we
received $39,852.25 in insurance reimbursement. The difference
was funded from other Capital funds.
In order to cover the costs of replacing the floor, the School
Board needs these funds appropriated to their Capital Account.
FISCAL IMPACT•
These funds will reduce the cost of replacing the gym floor. No
additional funds are requested.
STAFF RECOMMENDATION:
Staff requests appropriation of $15,476.13 tb the School Board
capital account.
Submitted by:
Approved by:
Homer Duff Elmer C. Hod e
Director of Facilities County Administrator
and Operations
----------------------------------------------------------------
ACTION VOTE
Approved (x) Motion by: Bob L Johnson to No Yes Absent
Denied ( ) approve Eddy x_
Received ( ) Harrison
Referred ( ) Johnson _
To ( ) Minnix
Nickens x_
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Homer Duff, Director of Facilities and Operations
A -021197-2.b
ACTION #
ITEM NUMBER Q.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER
MEETING DATE: February 11, 1997
SUBJECT: Acceptance of a drainage easement serving the public roads for Wexford,
Phase II.
COUNTY ADMINISTRATOR'S COMMENTS
�eZum;�.n��c� S.tis�J7rnr� .
SUMMARY OF INFORMATION:
Wexford of Roanoke, Inc., the developers of "Wexford, Phase II" subdivision requests that
the Board of Supervisors accept the deed conveying the 20' wide drainage easement to the
County of Roanoke for drainage purposes.
This easement, as shown on the attached plat, prepared by Balzer and Associates, dated
January 10, 1997, is a revision to the original location as platted in Plat Book 17, Page 122.
This revision is required to correct a construction error and to avoid being an encumbrance
on the development of the adjoining lots.
FISCAL IMPACT:
No County funding will be required.
STAFF RECOMMENDATION
Staff recommends that the Board of Supervisors accept this drainage easement and authorize
the County Administrator to execute a deed for the transfer.
Engineering & Inspections
Approved (x)
Denied ( )
Received ( )
Referred ( )
To ( )
APPROVED BY:
,(/Elmer C. Hodge
County Administrator
ACTION
Motion by: Bob L. Johnson to
approve
2—,4
VOTE
No Yes Absent
Eddy x
Harrison x
Johnson _x
Minnix x
Nickens x
cc: File
Arnold Covey, Director, Engineering & Inspections
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THIS IS TO CERTIFY THAT AN ACCURATE FIELDSURVEY OF THE PREMISES SHOWN HEREON IUkS LIEN PERFORMED
UNDER MY SUPERVISION: THAT ALL IMPROVEMENTS AND VISI13LE EVIDENCE OF EASEMENTS ARE SHOWN HEREON,
AND THAT THERE ARE NO ENCROACHMENTS BY IMPROVEMENTS EITHER FROM ADJOINING PREMISES OR FROM
SUBJECT PREMISES OTHER THAN SHOWN HEREON. THIS SURVEY WAS PERFORMED WITHOUT THE BENEFIT OF A
TI T LF REPORT AND IS SUBJECT TO INFORMATION M41CH MAY BE DISCLOSED BY SUCH. PRCPERTI IS IN FEMA,
DEFINED ZONE: _. X UNSHADED
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WEXFORD - PHASE II
(PB I'7 PG 122)
WIND90R RILLS MAGI5T'El21AL 1715TRICT
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JANUARY to, f`M7 5r,,AL.ET 1"= lool
JOB NUMBER '1:514M -IA
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PLANNERS • ARCHITECTS • ENGINEERS • SURVEYORS
1208 CORPORATE CIRCLE, ROANOKE, VIRGINIA 772-9580
f40. 002002
10-97
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING
ON THE 11TH DAY OF FEBRUARY, 1997, ADOPTED THE FOLLOWING:
RESOLUTION 021197-2.0 REQUESTING ACCEPTANCE OF BRIDGEPORT LANE
AND A PORTION OF BLOOMFIELD AVENUE INTO THE VIRGINIA
DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM.
WHEREAS, the streets described on the attached Additions Form
SR -5(a), fully incorporated herein by reference, are shown on plats
recorded in the Clerk's Office of the Circuit Court of Roanoke
County, and
WHEREAS, the Resident Engineer for the Virginia Department of
Transportation has advised this Board the streets meet the
requirements established by the Subdivision Street Requirements of
the Virginia Department of Transportation, and
NOW, THEREFORE, BE IT RESOLVED, this Board requests the
Virginia Department of Transportation to add the streets described
on the attached Additions Form SR -5(A) to the secondary system of
state highways, pursuant to §33.1-229, Code of Virginia, and the
Department's Subdivision Street Requirements, and
BE IT FURTHER RESOLVED, this Board guarantees a clear and
unrestricted right-of-way, as described, and any necessary
easements for cuts, fills and drainage, and
BE IT FURTHER RESOLVED, that a certified copy of this
resolution be forwarded to the Resident engineer for the Virginia
Department of Transportation.
Recorded Vote
Moved By: Supervisor Johnson
Seconded By: None Required
Yeas: Supervisors Eddy, Harrison, Nickens, Johnson
Nays: None
Absent: Supervisor Minnix
A Copy Teste:
Brenda J. If6lton, Deputy Clerk
Roanoke County Board of Supervisors
cc: File
Arnold Covey, Director, Engineering & Inspections
Virginia Department of Transportation
_1A c---4nn A
3 " & ' .�` y ,.pry`\ �c.n '''%/ 22»
PROPOSED ADDITION SHOWN IN GRAY
DESCRIPTION:
1) Bloomfield Avenue
2) Bridgeport Lane
LENGTH: (1)
RIGHT OF WAY: (1)
ROADWAY WIDTH: (1)
SERVICE: (1)
ROANOKE COUNTY
ENGINEERING &
INSPECTIONS DEPARTMENT
L-
NORTH
0.11
MILES
(2)
0.08
MILES
50
FEET
(2)
50
FEET
32
FEET
(2)
26
FEET
10
HOMES
(2)
6
HOMES
SUMMERFIELD, SECTION 1
SUMMERFIELD, SECTION 4
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A -021197-2.d
ACTION NO.
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: February 11, 1997
AGENDA ITEM: Request to appropriate grant monies received
from the Virginia Office of Emergency Medical
Services Recruitment and Retention Mini -grant
COUNTY ADMINISTRATOR'S COMMENTS:
el_0Ube
In June of 1996, the Roanoke County Fire and Rescue Department
Volunteer Coordinator was awarded a recruitment and retention mini -
grant from the Virginia Office of Emergency Medical Services. The
grant was in the amount of $2,087.50 and was to be used to pay for
approximately half of the total cost of a newspaper insert
promoting the Roanoke County Fire and Rescue Department volunteer
system. The grant is arranged so that the recipient pays the
initial total cost of the project and grant funds are reimbursed
upon proof of project completion.
The newspaper insert appeared in the Roanoke Times Tuesday, October
8, 1996 edition. The Roanoke County Accounts Payable Department
has received the grant reimbursement funds in the amount of
$2,087.50. The reimbursement amount needs to be appropriated to
the fire and rescue volunteer recruitment and retention account.
FISCAL IMPACT:
The total amount of the newspaper insert was paid from the
volunteer recruitment and retention budget in November of
z- y
1996.
Staff recommends that the Board of Supervisors appropriate the
grant reimbursement monies to the Department of Fire and
Rescue volunteer recruitment and retention account.
Respectfully submitted,
�.�`%'L�7/ rte' �--�O�-�L• /4....
Amy L. Shelor
Fire & Rescue
Volunteer Coordinator
Approved by,
Elmer C. Ho g
County Administrator
-----------------------------------------------------------------
ACTION VOTE
Approved (x) Motion by: Bob L. Johnson to No Yes Absent
Denied ( ) approve Eddy
Received ( ) Harrison
Referred ( ) Johnson _x
To ( ) Minnix _
Nickens x
cc: File
Amy L. Shelor, Fire & Rescue, Volunteer Coordinator
Diane D. Hyatt, Director, Finance
-2-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, FEBRUARY 11, 1997
RESOLUTION 021197-3 CERTIFYING EXECUTIVE MEETING WAS HELD
IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia
has convened an executive 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 2.1-344.1 of the Code of Virginia requires a
certification by the Board of Supervisors of Roanoke County,
Virginia, that such executive meeting was conducted in conformity
with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors
of Roanoke County, Virginia, hereby certifies that, to the best of
each members knowledge:
1. Only public business matters lawfully exempted from open
meeting requirements by Virginia law were discussed in the
executive meeting which this certification resolution applies, and
2. Only such public business matters as were identified in
the motion convening the executive meeting were heard, discussed or
considered by the Board of Supervisors of Roanoke County, Virginia.
On motion of Supervisor Nickens to adopt the Certification
Resolution, and carried by the following recorded vote:
AYES: Supervisors Eddy, Harrison, Nickens, Johnson
NAYS: None
ABSENT: Supervisor Minnix
A COPY TESTE:
6u,eA-& �2
Brenda J. Holton, Deputy Clerk
Roanoke County Board of Supervisors
cc: File
Executive Session