HomeMy WebLinkAbout8/28/2001 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-1 EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY TO THE
HONORABLE C. RICHARD CRA NWELL_FOR H-IS_SERVICE TO THE
RESIDENTS OF ROANOKE COUNTY AND THE COMMONWEALTH OF
VIRGINIA AS A MEMBER OF THE VIRGINIA HOUSE OF DELEGATES
WHEREAS, C. Richard Cranwell was first elected to the House of Delegates in
1972; representing the 14`" House District which includes portions of the County of
Roanoke; and
WHEREAS, Delegate Cranwell has served his constituents on many House
committees including Counties, Cities and Towns, Finance, Labor and Commerce, and
Rules; and
WHEREAS, for many years, Delegate Cranwell was elected the House Majority
Leader by his peers, and currently serves as the House Minority Leader; and
WHEREAS, in 1986, Delegate Cranwell was the Chief Patron of the Roanoke
County Charter Bill, resulting in Roanoke County becoming the first chartered County in
the State of Virginia; and
WHEREAS, Delegate Cranwell, as a result of his outstanding legislative abilities,
has been of great assistance to Roanoke County by supporting or sponsoring many of
our legislative initiatives including:
Enhanced taxing authority for Roanoke County similar to those allowed in
Virginia Cities
Funding for Roanoke County's Police Department
Creation of the Roanoke Regional Airport Commission; and
WHEREAS, Delegate Cranwell has also been active in his community serving on
the McVitty House Board of Directors, former president of the Dogwood Festival,
Roanoke Valley Juvenile Diabetes Foundation Board of Directors, and legal advisor to
the Vinton Drug Control Council, Vinton Chamber of Commerce and Vinton, Mount
Pleasant and Montvale Rescue Squads.
NOW THEREFORE BE IT_RESOLVED _that theBoard ofSupervisors ofRoanoke
County, Virginia, expresses its deepest appreciation to C. Richard Cranwell for his
many years of service to the residents of Roanoke County as a member of the House of
Delegates and an active citizen in the Roanoke Valley community; and
FURTHER, the Board wishes Delegate Cranwell success in all his future
endeavors.
On motion of Supervisor Johnson to adopt the resolution, and carried by
the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Resolutions of Appreciation
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON
TUESDAY, AUGUST 28, 2001
_RESOLUTION __082801--2___AUTHORIZING _AN -APPLICATION
TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY IN AN AMOUNT
NOT TO EXCEED $13,745,000
WHEREAS, the Roanoke County School Board ("the School Board") has applications for
financing one middle school and one high school project (the "Projects") in the total amount of
$14,000,000 on the Literary Fund Priority Waiting List for which it currently desires to proceed
with financing; and
WHEREAS, the School Board has received an application for the Virginia Public School
Authority ("VPSA") Fall 2001 subsidy sale, and the School Board and the Board of Supervisors
("Board of Supervisors") of the County of Roanoke, Virginia ("County") have determined that it is
advisable to contract a debt and issue general obligation bonds of the County in an amount not
to exceed $13,745,000 to finance the Projects (the "Bonds") and to sell the Bonds to the VPSA
pursuant to the Fall 2001 Literary Fund subsidy sale;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE
COUNTY OF ROANOKE, VIRGINIA:
The County Administrator is authorized and directed to execute and deliver an
application to the VPSA in order to sell the Bonds to the VPSA at the Fall 2001 VPSA bond sale.
2. The County Administrator is authorized to advertise a public hearing to be held by
the Board of Supervisors on September 25, 2001 on the issuance of the Bonds.
G ABOARD\20011Aug2818-28vpsa#02.doc
2001
3. This resolution shall take effect immediately.
Adopted by the Board of Supervisors of the County of Roanoke, Virginia on August 28,
__On motion_ of Supervisor McNamara -to _adopt _the __resolution _and _set public_ hearing__.
for September 25, 2001, and carried by the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTS:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Diane D. Hyatt, Chief Financial Officer
Danial Morris, Director, Finance
Paul M. Mahoney, County Attorney
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
G ABOARM2001 \Aug2818-28vpsa#02.doc
RESOLUTION OF THE BOARD OF SUPERVISORS OF THE
COUNTY OF ROANOKE, VIRGINIA
August 28, 2001
At a regular meeting of the Board of Supervisors of the County of Roanoke,
Virginia, held on August 28, 2001, the following resolution was adopted by a majority of
the members of the Board of Supervisors by the following roll call vote, as recorded in
the minutes of the meeting:
MEMBER VOTE
Supervisor Johnson Yes
Supervisor McNamara Yes
Supervisor Church Yes
Supervisor Nickens Yes
Chairman Minnix Yes
A-082801-3
0
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Amendments to the Investment Policy
COUNTY ADMINISTgRATOR'S COMMENTS:
BACKGROUND:
The County has had an investment policy since 1987. At the time the
original policy was adopted, it was announced that the policy is a living
document and would need to be revised from time to time to address
changing circumstances. It has been amended by the Board in 1992, 1994,
1995, and 1997.
During the first quarter of this year, the County avoided the loss
of public funds due to the default by PG L E on its commercial paper
obligations to the County. The Board directed staff to review the
investment policy and, if necessary, recommend amendments to the
investment policy to minimize the possibility of a similar default risk
in the future.
The Board held a work session on July 10, 2001 to consider
alternatives to the current investment policy. Alternatives considered
included amending the investment policy to prohibit investment in prime
quality commercial paper, t�� n -F —_jt;j gr_j ttL Urte ;;k@
ape_and placing additional
limitations in the form of a cap on any one investment in commercial
paper.
It was agreed at the work session that the Treasurer would
immediately include a cap of $1 million on any one prime quality
commercial paper investment and that this cap would be added to the
investment policy and returned to the Board for adoption.
Attached you will find a copy of the County's investment policy.
Please note the following elements of this policy:
(1) The "Prudent Investor" standard found on page 7,
1
(2) The diversification percentages and standards found on pages 9
through 11, and
(3) The "prime quality commercial paper" provisions found on pages
16 through 18.
Finally, in the Reports section of the August 14 agenda packet a
report -Investment -Summary Fiscal Year Ended June 30, -2001 -summarized
investments in the various categories over the past year and the return
realized on these various investments. The report noted data on the
investment in and return on commercial paper investments to answer
questions posed by the Board during the July 10, 2001 work session.
ALTERNATIVES:
At the suggestion of the Board, the Investment Policy has been
amended to include a limitation of $1 million in any one prime quality
commercial paper investment.
FISCAL IMPACT:
Placing a limit of $1 million on any one commercial paper investment
will not have any fiscal impact on the potential investment earnings of
the County.
RECOMMENDATIONS:
Staff recommends that the Board of Supervisors approve the proposed
amendments to the Investment Policy.
Respectfully submitted,
Alfred C. Anderson
Roanoke County Treasurer
`-----------------------------------------------------------------------------------
ACTION
VOTE
No
Yes Abs
Approved
(X) Motion by: Johnson to approve staff
Church —
X —
Denied
( ) recommendation with sentence in Board
Johnson —
X —
Received
( ) Report concerning transfer of
McNamara_
X
Referred
( ) authority to audit committee deleted
Minnix —
X
To
( )
Nickens —
X
CC:
File
Alfred C. Anderson, County Treasurer
Diane Hyatt, Chief Financial Officer
Danial Morris, Finance Director
Paul Mahoney, County Attorney
v�
Ant
1
COUNTY OF ROANOKE, VIRGINIA
1. Investment and Portfolio Policy
A. Identification:
1. Purpose and Scope
This policy shall establish guidelines for the efficient management of County funds and
shall apply to activities with regard to the investment of the financial assets of the County. The
goal of the policy is to allow the County to obtain the highest possible yield on available County
financial assets, consistent with constraints imposed by its safety objectives, cash flow
considerations and Virginia state laws that restrict the placement of public funds.
2. General Guidelines
The Treasurer of the County of Roanoke is an Elected Constitutional Officer whose
responsibility in part is receiving, collecting, safeguarding and disbursing county funds from all
sources. It shall be the responsibility of the Treasurer, however he may designate a deputy to
manage the day-to-day operations of the investment portfolio and place the actual purchase/sell
orders with brokers. The Treasurer shall advise the County Finance Board, which is the Board of
Supervisors, when the investment policy is altered and at the end of each month report to them
the amount of money on deposit with each depository. Specifically excluded from these
guidelines are funds that by statue or ordinance require specific investments.
3. Authorized Investments
As a unit of local government in the State of Virginia, the County of Roanoke is restricted
by Virginia Security for Public Deposits Act, Sec. 2.1-359 through 2.1-370 and the Code of
Virginia, Title 2 Investment of Public Funds to the following types of securities as described in
Sec. 2. 1-327 through 2.1-329:
a. Bonds, notes and other evidence of indebtedness of the State of Virginia.
2
b. Bonds, notes and other direct obligations of the United States and securities
unconditionally guaranteed as to the payment of principal and interest by the United States or any
agency thereof.
c. Bonds, notes and other evidence of indebtedness of any county, city, town, district,
authority or other public body of the State of Virginia.
d. Bonds and other obligations issued, guaranteed or assumed by the International Bank
for Reconstruction and Development and the Asian Development Bank.
e. Certificates of deposit in commercial banks up to their net worth provided they are
approved by the State Treasury Board in the State's Collateral protection pool in accordance with
the Virginia Public Deposits Act.
f. Certificates of deposit in commercial banks, savings and loan associations and mutual
savings bank doing business in this State up to FDIC and FSLIC insurance coverage.
g. Bankers' Acceptances
h. Repurchase Agreements provided the securities for the agreement are written against
specific government securities as authorized under Sec. 2.1-328. As a matter of policy, the
county must take delivery of the securities purchased through a repurchase agreement if the term
of the agreement is greater than four (4) days. If the term is less than four (4) days, the securities
may be held in safekeeping by the bank for the account of the county. Pledged securities under
repurchase agreements must be based on market value, not face value. When entering a
repurchase agreement where delivery is not required, the county shall obtain a safekeeping receipt
for specific securities. Refer to Part II Repurchase Agreements for complete details.
i. Money Market Funds
Deposit -type securities shall be collateralized through the State Collateral Pool as required
by Virginia Public Deposits Acts for any amount exceeding FDIC or FSLIC coverage. Other
investments shall be collateralized by the actual security held in safekeeping by the primary agent.
3
All investments will be in the name of the County of Roanoke and will name the specific
fund from which the instrument was purchased. Safekeeping account receipts will be held by the
.........._..........
Treasurer's Office.
The Treasurer will continually monitor the contents of the portfolio, the available markets
and the relative values of competing instruments, and will adjust the portfolio accordingly.
CMOs, inverse floating rate securities, floating rate securities tied to a non -money market
instrument, IO's, PO's, Z -tranche securities, residuals, and other securities having unusual features
are expressly prohibited. Transactions in options, futures, options on futures, margin buying and
commodities are prohibited. Any other security not specifically authorized in this document is
expressly prohibited.
4. Maturities
Maturity scheduling shall be timed according to anticipated need. Investment maturities
for operating funds shall be scheduled to coincide with projected cash flow needs, taking into
account large routine expenditures as well as considering sizable blocks of anticipated revenue.
Investment of capital project funds shall be timed to meet contractors payments.
Short Term versus Long Term Portfolio - Limitation on instruments, diversification and
maturity scheduling shall depend upon whether the funds being invested are considered short term
or long term funds. All funds shall be considered short term except those reserved for capital
projects and prepayments funds being held for debt retirement.
5. Risk/Liquidity/Bidding
The primary goal of the investment policy is to maximize return on investment while
minimizing risk to the investment.
The Treasurer will diversify use of investment instruments to avoid incurring unreasonable
risks inherent in overinvesting in specific instruments, individual financial institutions or
maturities. The Treasurer's office shall maintain a listing of financial institutions which are
4
approved by the State Treasury Board for investment purposes and which shall provide their most
recent Consolidated Report of Condition. Periodically, these financial institutions must be
examined and evaluated to determine their strength and creditworthiness. During the bid process
the Treasurer may reject an investment with a higher yield when he feels it carries an element of
risk. Speculative investments will not be allowed. Before the Treasurer invests any surplus funds,
a competitive "bid" process with three or more financial institutions shall be conducted. If a
specific maturity date is required, either for cash flow purposes or for conformance to maturity
guidelines, bids will be requested for instruments which meet the maturity requirement. If no
specific maturity is required, a market trend (yield curve) analysis will be conducted to determine
which maturities would be most advantageous.
6. Reporting and Controls
The Treasurer shall report at the end of each month to the Board of Supervisors the
amount of money on deposit with each depository.
The Treasurer shall establish a system of internal controls which shall be documented and
reviewed with internal and independent auditors and meets the requirements of the Governmental
Accounting Standards Board (GASB). The controls are designed to prevent losses of public
funds due to fraud, error, misrepresentation, unanticipated market change or imprudent actions.
B. Source of Investment Policy:
1. Current Management Practices
The Treasurer shall develop and maintain written administrative procedures for the
operation of the investment program. Each investment transaction shall seek to first ensure that
capital losses are avoided, whether they be from securities defaults or erosion of market value.
The County seeks to attain market rates of return on its investments, consistent with constraints
imposed by its safety objectives, cash flow consideration and Virginia state laws that restrict the
placement of public funds.
k,
The Treasurer shall also carry out an aggressive cash management program that maintains
true zero balances in the County's checking accounts with temporary idle funds being invested
overnight in either repurchase agreements that are secured or collateralized by governmental
securities as required by the Code of Virginia or in one or more opened investment funds,
provided that the funds are registered under Securities Act (§13.1-501 et seq.) of the
Commonwealth of Virginia or the Federal Investment Co. Act of 1940, and that the investment of
such funds by the County is restricted to investments otherwise permitted by law and this
Investment Policy. Whenever possible funds held for future capital projects (i.e., bond proceeds)
shall be invested to produce enough income to offset increases in construction costs due to
inflation. Diversification is required through the use of portfolio percentages. Safekeeping will be
required using third -party safekeeping in an account in an institution designated as a primary
agent.
The Board of Supervisors will be given copies of the County's Investment Policies and
Practices. All changes will be documented and copies sent to the Board. The Board should
contact the Treasurer if they have any questions, recommendations, additions or deletions to the
policies. The Treasurer will consider the recommendations and implement such recommendations
which he deems in the best interest of the County. `
2. Prudence Standards
The standard of prudence to be applied by the Treasurer shall be the "prudent investor"
rule, which states, "Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercised in the management of
their own affairs, not for speculation, but for investment, considering the probable safety of their
capital as well as the probable income to be derived." The prudent investor rule shall be applied in
the context of managing the overall portfolio.
The Treasurer, acting in accordance with written procedures of the Code of Virginia, Sec.
2.1-329.1 and Sec. 58.1-3123 et. seq. and exercising due diligence, shall not be held personally
responsible for a specific security's credit risk or market price changes provided that these
deviations are reported immediately by the Treasurer and that reasonable and prudent action is
taken to control adverse developments. Furthermore, in accordance with Sec. 58.1-3163 of the
Code of Virginia, the Treasurer shall not be liable for loss of public money due to the default,
failure or insolvency of a depository.
3. State Law
The County shall limit investments to those allowed under the Virginia Security for Public
Deposits Act, Sec. 2.1-359 through 2.1-370 and Investment of Public Funds as in Sec. 2.1-327
through 2.1-329, Code of Virginia.
The Virginia Security for Public Deposits Act provides for a mutuality of responsibility
involving a cross guarantee among all commercial banks holding public deposits. In the event of
insolvency by a bank holding public deposits, any losses resulting from uncollateralized and
uninsured public deposits will be paid by assessments against all other commercial banks holding
public funds. The amount assessed against each bank will be based on the ratio that its average
public deposits bears to the statewide average.
In respect to the savings and loan associations and savings banks, however, there is no
sharing of liability for total public funds on deposit. Instead, the savings and loan associations are
required to pledge collateral equal to 100% of their public deposits, compared to 50% that is
required of the banks.
4. Audit Requirements
The Treasurer shall establish a system of internal controls which shall be documented in
writing. Accurate and adequate records will be maintained by the Treasurer's Office. Such
records will be subject to audit by the Internal Audit Department, as well as the independent
auditors and the State Auditor of Public Accounts. Reporting and disclosure requirements will
7
comply with all applicable regulations including the requirements of the Governmental Accounting
Standards Board.
5. Concentration bank
The Treasurer will move funds from other depository banks to a central point to maximize
the availability of funds. The central point or primary bank will be the concentration bank which
shall be determined by competitive bids.
6. Charges for Banking Services
The cost of maintaining the account may be paid either by a compensating balance or by
direct charges. If a compensating balance is used the Treasurer shall review with a bank official
monthly an anlyzation of the County's account profitability to the bank.
Considering interest rates at that time and the bank's average earnings allowance, the bank
will determine the balances in the accounts (compensating balances) which will be required for the
following month in order to cover the cost of processing the County's banking transactions.
Copies of the result of these analyses will be maintained by the Treasurer.
7. Zero Balance Account (ZBA)
The Treasurer will take full advantage of clearing time on County checks disbursed by
maintaining true zero balances in the County's checking account.
As checks are presented for payment, they are accumulated and a single offsetting credit is
prepared to bring the account to a zero balance at the end of the banking day. This account is
linked to the Master Concentration or deposit account against which the ZBA draws funds to pay
the checks presented for payment.
Temporarily idle funds will be invested overnight in repurchase agreements that are
secured or collateralized by governmental securities as required by the Code of Virginia. The
Treasurer will determine excess idle funds and invest them in longer term investments.
8. Diversification
PQ
Diversification by Instrument: Percent of Portfolio
U.S. Treasury Obligations 70%
(bills, notes and bonds)
U.S. Government Agency Securities 70%
and Instrumentalities of Government
Sponsored Corporations
Bankers's Acceptance (BA's) 40%
Repurchase Agreement (Repo's) Two or more nights 25%
Repurchase Agreement (Repo's) overnight 70%
Commercial Banks
Certificate of Deposit (CD's) 100%
Savings & Loan Associations
Certificate of Deposits (CD's) 10%
Commercial Paper 35%
Local Government Investment Pool 75%
Diversification by Financial Institution:
Bankers' Acceptance (BA's)
No more than 25% of the total portfolio with any one institution
Repurchase Agreements (Repo's)
No more than 20% of the total portfolio with any one institution
Certificates of Deposits (CD's) Commercial Banks
No more than 45% of the total portfolio with any one institution
Certificates of Deposits (CD's) Savings and Loan Association.
No more than $100,000 with any one institution.
Local Government Investment Pool - State Pool
p
No more than $15 million
Commercial Paper
No more than 25% of the total portfolio may be purchased through any one financial institution;
and the maximum dollar amount in any one issue shall not exceed One Million Dollars.
Diversification of Funds to be invested in any one issue:
No limit- FDIC, FSLIC, Collateralized Certificates of Deposit
No limit- U.S. Treasuries and Agencies
Maximum- 10% of total portfolio for any Bankers Acceptance and Commercial Paper issue
II. Repurchase Agreements
Definition
A. Investing in Repurchase Agreements
1. The Instrument
The repurchase agreements (Repo's) are an integral part of an investment program of state
and local government. Their flexibility is unmatched by other short term money market
instruments. They provide the investor an excellent cash management tool.
The sale by a bank of a government security with a simultaneous agreement to repurchase
the security at a later date can insure safety of public funds while securing money market rates of
interest.
The Repo is a contractual transaction between an investor and an issuing financial
institution. The investor exchanges cash for temporary ownership or control of collateral
securities, with an agreement between the parties that on a future date, the financial institution
will repurchase the securities.
The Treasurer will use a Master Repurchase Agreement (See Appendices) as a written
contract to establish the County's rights in all transactions. A written contract will also be used
with the independent third -party custodian. (See Appendices.)
10
Customarily, the investor receives interest during the term of the repurchase agreement, as
agreed upon at the time of the investment transaction. The eligibility of repos depends on the
manner in which the repo is structured. The Attorney General in an opinion written in July 1982
states "that a repurchase agreement which is secured or collateralized by governmental securities
which qualify under Sec.2.1-328 is a legally authorized investment." The General Assembly
during the 1985 session amended Sec. 2.1-328.5 and added Sec. 2.1-328.8. This legislation
authorizes the investment of public funds in overnight, term and open repurchase agreements
which are collateralized with securities that are approved for direct investment.
2. Types of Repurchase Agreements
An overnight repo is one which is written for one day, as its name implies. These are
popular with cash managers seeking to invest funds overnight to meet specific cash needs on the
next day or to combine assets with other investments and incoming cash in larger denominations
for a longer maturity in another instrument. Interest rates tend to be quoted in relationship to the
Fed funds rate, which is the interbank lending rate for bank reserves.
Term repos are written for a specific time period of more than one day. The County uses
term repos usually for maturities for less than 14 days, particularly when bank regulations require
jumbo CDs to be written for at least 14 days with some having 30 -day requirements. Collateral is
adjusted daily to protect the investor.
Open repos are written without a. specific maturity. Either party may end the transaction
on a future date and the amount invested can be changed on a daily basis. Open repos are based
upon a rate that keys off Fed funds or T-bill yields.
3. Know With Whom You Are Investing
The Treasurer must exercise special caution selecting parties to conduct repurchase
transactions with and be able to identify the parties acting as principals to the transactions. A
11
written master repurchase agreement is executed between the County, the bank and the third
party collateral agent.
It is the policy of the County to concentrate its investment efforts to banks located in the
State of Virginia which are under the Virginia statutes for public funds and all banks must be
approved depositories by the State Treasury Board.
4. Collateral
Collateral is the repo's underlying security. Repos are written against specific government
securities as authorized by law. The best collateral from the investor's standpoint is short-term
U.S. Treasury bills which are liquid and not subject to serve price changes.
5. Delivery of Collateral
As a matter of policy, the County must take delivery of the securities purchased through
the agreement if the term of the agreement is more than four (4) days. These investment securities
may be held by the County or placed in a third party custodial account for safekeeping. If the
term is less than four (4) days, such as the overnight repo when third party safekeeping is not
required, the securities may be held in safekeeping by the bank, but must be held for the account
of the County. The repo must be written against specific government securities as authorized
under Sec. 2.1-328. When entering a repurchase agreement where delivery is not required, the
County shall obtain a safekeeping receipt for the specific securities purchased. Pledged securities
under the repurchase agreement must be based on market value, not face value.
6. Risk
Risk is significantly reduced by delivery of underlying securities through physical delivery
to a third party custodian.
Repos shall not exceed 25% of the total investment in the County's investment portfolio
on any one day and no more than 15% with any one institution.
Losses can be limited in doing repos, if not avoided entirely, by following these four basic
12
rules: (1) operate under the terms of a clearly specified and executed master repurchase
agreement with Commercial Virginia Banks, (2) properly assess counterparties including their
corporate structure and capital strength, (3) use appropriate procedures for obtaining control of
securities, and (4) evaluate securities appropriately and monitor them regularly, making margin
calls when necessary.
III. Prime Bankers' Acceptances
Definition:
This instrument as defined by the Government Finance Officers Association, Committee
on Cash Management in its June 1984 publication Model Investment Legislation is as follows:
"Bankers' acceptances typically are created from a letter of credit in a foreign trade
transaction. For example, a U.S. corporation planning to import goods from abroad requests that
its bank issue a letter of credit on its behalf in favor of the foreign supplier.This letter allows the
foreign vendor to draw a draft on the importer's U.S. bank for payment of the merchandise. Upon
receipt of this letter and draft, the supplier ships the goods and presents the draft at its bank for
discounting, allowing the supplier to receive immediate payment for the shipment. The foreign
bank then forwards the draft to its U.S. correspondent. At this point, the draft is stamped
"accepted", with the U.S. bank incurring an obligation to pay the draft (now a bankers'
acceptance) at maturity.
The accepting domestic bank may buy the acceptance, earning the discount between the
purchase price and face amount to be reimbursed by the U.S. importer. On the other hand, the
acceptance may be sold to a third party, freeing the bank of all but the contingent liability, for
which it collects a small fee. In this case the acceptance--- secured by the bank, the goods
themselves and the importer ---becomes a money market instrument.
In 69 years of use in the United States, the bankers' acceptance has experienced no known
principal loss to investors. There have been instances of counterfeit and fraudulent acceptances.
Government investors are advised to seek bankers' acceptance from money center banks to insure
13
a secondary marketability unless a lesser known local institution offers a yield premium.
Maturities range from 30 to 180 days."
As a matter of policy, one of the banks should be a Virginia bank and the. County should
only purchase bankers' acceptances of banks that have a rating of no lower than B/C as assigned
by Keefe Bruyette or the top local banks.
The maximum percentage of funds to be invested in any one issue shall not exceed five (5)
percent of the total portfolio. These securities will be held by the County's third party custodial
agent in the County's name.
IV. Prime Quality Commercial Paper
Definition
Commercial paper has a history that extends back to colonial times, prior to the existence
of a banking system in America. The precursor of commercial paper was the domestic bill of
exchange, which was used to finance trade as early as the beginning of the eighteenth century.
Bills of exchange allowed the safe and convenient transfer of funds and provided a short-term
loan between the time of purchase and payment for goods. As financial intermediation evolved,
banks and paper brokers began discounting paper. The supply of negotiable paper was held by
commercial banks or by entrepreneurs investing surplus funds.
Commercial paper is a short term unsecured promissory note that is generally sold by large
corporations. In recent years commercial paper has attracted much attention because of its rapid
growth and its use as an alternative to short-term bank loans. The principal issuers of commercial
paper include finance companies, nonfinancial companies and bank holding companies. These
issuers participate in the market for different reasons and in different ways.
Finance companies raise funds on a more -or -less continuous basis in the commercial paper
sales in part to support their consumer and business lending. These commercial paper sales in
part provide interim financing between issues of long-term debentures. Non-financial companies
issue commercial paper at less frequent intervals than do finance companies.
14
These firms issue paper to meet their funding requirements for short-term or seasonal
expenditures such as inventories, payrolls and tax liabilities. Bank holding companies use the
commercial paper market to finance primarily banking related activities such as leasing, mortgage
banking, and consumer finance. The firms issuing paper obtain rating from at least one of three
services, and most obtain two ratings. In most cases, insurers bank their paper one hundred
percent with lines of credit from commercial banks. Present day investors in commercial paper
include money center banks, non-financial firms, investment firms, state and local governments,
private pension funds, foundations and individuals.
The County's policy is to invest only in "prime quality" commercial paper, with a maturity
of two hundred seventy days or less, or issuing corporations organized under the laws of the
United States, or any state thereof including paper issued by banks and bank holding companies.
"Prime quality" shall be as rated by the Moody's Investors Service, Inc. within its ratings
of prime 1 or prime 2 or by Standard and Poor's, Inc. within its ratings of A-1 or A-2 or by Fitch
Investors Service within its ratings of F-1 and F-2. The maximum percentage of funds to be
invested in any one issue shall not exceed five (5) percent of the total portfolio; no more than five
(5) percent of the totalportfolio shall be invested in any one issue; and the maximum dollar
amount shall not exceed One Million Dollars. These securities will be held by the County's
third party custodial agent in the County's name. It shall be the county's policy to purchase only
Al - P 1 paper.
Local Government Investment Pool Act Operated Directly By
State Treasurer
A. The Act and its Purpose
1. Introduction
The "Investment of Public Funds and Local Government Investment Pool Act" became
effective January 1, 1981 and provides for a local government investment pool which will produce
additional revenues for localities on short-term investments.
ow
The pooling of funds enables governmental entities to avail themselves of the economics
of large-scale investing as well as active, professional management of funds by the State
Treasurer's investment staff.
As a member of the pool, governmental entities are able to take advantage of the
investment facilities of the Commonwealth. Pooled funds are invested in accordance with
Treasury Board investment guidelines for the Commonwealth's general fund monies. This
encompasses third -party delivery of repo collateral and other professional safekeeping
arrangements.
2. Investment Strategies
Investments will be made in conformity with Sec. 2.1-234-4 of the Act. There is a
minimum participation of $5,000.00. The minimum period for investment is one day. Rates of
return vary. Once the account is established, no minimum balance is required. Additional
investments can be made in minimum $1,000 increments. The pool provides liquidity to the
investor with one -day notice of deposit or withdrawal of funds. Instructions are to be called to
the Department of Treasury at (804) 225-3166 before 4:00 p.m. on the business day prior to the
actual transfer of funds.
3. Income Earnings
Accumulated income will be credited to each participant's account monthly. Each locality
will receive a monthly report which will contain the following information:
Average investment balance
Average yield
Gross investment credit
Administrative expenses
Net Investment Credit
Changes in participation made during the preceding month
4. Reserve for losses
16
It is not anticipated that a reserve for losses will be necessary due to restriction on the
quality of investments.
Amendments:
January 28, 1992
December 1, 1992
June 27, 1995
April 22, 1997
G:NATrORNEY\vivestinent.policy.wpd
A-082801-4
ITEM NUMBER 45—
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Funding Request for Citizen Survey
COUNTY ADMINISTRATOR'S COMMENTS: r�� f'
j �,� �`i i, r� i,S �.n�..,,�i fir. _ :�`r ..✓+, . cf'r .off, t_ �, zr f-_ � �'% �a,. 4 T
% ,�f ? �� yI c"w i'..r 4!- C-YD
�.,L'✓c''y
Rt; c. C) Ort ✓fr C" p/�p,'
Y
BACKGROUND:
At the instruction of the Board, staff administered a Citizen Satisfaction Survey every other year. Since
the mid 1990s, staff has contracted with various offerors in the administration of this service. Prospective
offerors for the 2001 survey were sent a Request for Proposal (RFP). In the RFP, offerors were instructed
on the scope of work and the necessary components for their proposal. Additionally, offerors were
informed that selection of the firm would be based on the following evaluation criteria:
■ Vendor's ability, capacity and skill to perform the contract and provide the service required
■ Vendor's ability to perform the required services in a cost-effective and efficient manner within
the necessary time frame and budget constraints
■ Character, integrity, reputation, judgment, experience and efficiency of the vendor.
■ Vendor's quality of performance on previous contracts of a similar nature and complexity
■ Cost
■ Quotation completeness (Vendor's thoroughness in addressing the RFP's scope of work)
■ References
Evaluation criteria were based on the standards and requirements defined in the RFP's scope of work.
Those standards and requirements included:
■ Demonstration of track record for facilitating meetings with citizens and/or government on issues
related to government service levels and survey instruments
■ Demonstration of experience with projects that include surveys of government services levels,
citizen surveys and presentations to elected officials and/or citizen committee
■ Ability to be flexible and work within a specified time line and maintain fiscal responsibilities
■ Have experience in designing and developing survey instruments, handling focus groups,
performing surveys of a similar nature and magnitude.
Consult on the instrument design and preparation of the final formatted version of the survey
instrument (provide County staff with guidance on instrument development)
Pretest to establish average interview time parameter of survey. County wants a ten-minute
telephone survey
Provide appropriate sized random sample of Roanoke County residents with the margin of error
being no greater than +/- 4% with ability to provide a breakdown of sample group's
characteristics
SUMMARY OF INFORMATION:
Citizen surveys are an important and effective method for monitoring perceptions and beliefs of County
residents. Staff from Budget, Community Relations and Purchasing formed a committee to review the
five responses received. Firms submitting were BKL Research & Consulting, Martin Research, Inc., the
UVa Center for Survey Research, the VCU Center for Public Policy and Virginia Tech's Center for
Survey Research. To present an objective recommendation to the Board, the committee ranked proposals
based on the evaluation criteria. Interviews were conducted with each of the offerors, after which the
committee completed the second and final ranking. Negotiations were then conducted with the top three
ranked offerors to secure the best equitable contract for the County.
Upon completion of negotiations, a Notice of Award has been issued to Martin Research contingent on
the Board appropriating funding for the survey. The survey would be administered to 500 people via the
telephone during the months of September and October. A final summary of survey results would be
presented to the Board within three weeks of the survey being conducted. The County currently has an
instrument from past surveys, which will be updated to ensure modifications to questions are appropriate.
The Board has been sent the 1999 survey for their review and comment.
FISCAL IMPACT:
Staff has negotiated a fee of $12,000 for the survey. Martin Research will work with staff in conducting
the survey with a presentation of a finished, quality report to the Board of Supervisors.
ALTERNATIVES:
1. Appropriate $12,000 from the Board Contingency Fund for the Citizen Satisfaction Survey.
2. Direct staff to postpone the conduction of the survey.
RECOMMENDATION
Staff recommends Alternative One, appropriating $12,000 from the Board Contingency Fund and
awarding the contract to Martin Research. Upon completion of negotiations with the top three offerors,
the committee found the proposal from Martin Research to be the most equitable for the County. Martin
Research conducted the last citizen survey for Roanoke County, which contributes to administration of
the survey in a timely fashion. During the final negotiations, Martin Research added services to their
proposal without a price increase, making their proposal the most cost-effective and competitive for the
services being provided.
Respectfully Submitted by Approved by:
Kathi B. Scearce
Community Relations Director
2
Elmer C. Hodge
County Administrator
Approved (X)
Denied -
Received ( )
Referred ( )
To ( )
No
Motion by: Minnix to approve staff Church _
recommendation Johnson -
cc: File
Kathi Scearce, Community Relations Director
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
Gardner Smith, Purchasing Director
McNamara_
Minnix _
Nickens
ACTION
VOTE
Yes Abs
X _
X _
X _
X _
X
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-5.a AUTHORIZING AN AGREEMENT FOR
PROJECT BASED FINANCING BY VIRGINIA'S FIRST REGIONAL
INDUSTRIAL__FACILITY_ AUTHORITY AND AUTHORIZING_ THE
EXECUTION OF SUCH AGREEMENT
WHEREAS, the Board of Supervisors approved the participation of the County of
Roanoke in Virginia's First Regional Industrial Facility Authority ("the Authority") by
Ordinance No. 081898-8, adopted August 18, 1998, as one of the initial members of the
Authority; and
WHEREAS, the Authority has requested that each of its member jurisdictions
authorize an Agreement for Project Based Financing by the Authority; and,
WHEREAS, the Board of Supervisors has determined that it will be advantageous
for the Authority to be able to provide for project based financing.
NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. The Board of Supervisors of Roanoke County, Virginia hereby approves the
provisions of the Agreement for Project Based Financing by Virginia's First
Regional Industrial Facility Authority that is attached to the letter from the
Authority's legal counsel dated August 16, 2001, provided that the final
agreement shall be in a form the same, or substantially the same, as the one
attached to that letter.
2. The Chairman of the Board of Supervisors and the Clerk of the Board are
hereby authorized, on behalf of the County, to execute and attest,
respectively, such Agreement for Project Based Financing by Virginia's First
Regional Industrial Facility Authority in a form substantially similar to the one
attached to the above referenced letter; such Agreement to be approved as
to form by the County Attorney.
3. This Resolution shall be in full force and effect from the date of its passage.
On motion of Supervisor Nickens to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Joseph B. Obenshain, Sr. Assistant County Attorney
Douglas Chittum, Economic Development Director
Virginia's First Regional Industrial Facility Authority
G:\BOARD\2001\Aug28\8-28new-river-park#05a.. doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-05.b AUTHORIZING AN AMENDMENT TO THE
NEW RIVER VALLEY COMMERCE PARK_ W
PROJECT PARTICIPATION
AGREEMENT FOR THE WITHDRAWAL OF YTHE coUNTY AND
AUTHORIZING THE EXECUTION OF SUCH AGREEMENT
WHEREAS, the Board of Supervisors authorized the participation of the County of
Roanoke in the New River Valley Commerce Park Project ("the Project") which was being
undertaken by Virginia's First Regional Industrial Facility Authority ("the Authority") by
Resolution No. 081099-1, adopted August 10, 1999; and
WHEREAS, the Participation Agreement provides that a participating jurisdiction
may withdraw from the Project as the other participants may unanimously agree; and
WHEREAS, the County of Wythe, Virginia, has requested to withdraw from the
Participation Agreement and the Project and the Authority and the other participants have
agreed to allow such a withdrawal; and
WHEREAS, the Authority has requested the County of Roanoke, along with the
other participating jurisdictions, to authorize an Amendment to the Participation Agreement
allowing the withdrawal of the County of Wythe, Virginia.
NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. The Board of Supervisors of Roanoke County, Virginia, hereby agrees to the
withdrawal of Wythe County, Virginia, from the New River Valley Commerce
Park Project Participation Agreement and to permit some or all of the
remaining participants to purchase the shares of Wythe County in the
Participation Agreement.
2. The Board of Supervisors of Roanoke County, Virginia hereby approves the
provisions of the Amendment to the New River Valley Commerce Park
Project Participation Agreement that is attached to the letter from the
Authority's legal counsel dated August 16, 2001, provided that the final
agreement shall be in a form the same, or substantially the same, as the one
attached to that letter.
3. The Chairman of the Board of Supervisors and the Clerk of the Board are
hereby authorized, on behalf of the County, to execute and attest,
respectively, such Amendment to the New River Valley Commerce Park
Project Participation Agreement in a form substantially similar to the one
attached to the above referenced letter; such Agreement to be approved as
to form by the County Attorney.
4. This Resolution shall be in full force and effect from the date of its passage.
On motion of Supervisor Nickens to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Joseph Obenshain, Sr. Assistant County Attorney
Douglas Chittum, Economic Development Director
Virginia's First Regional Industrial Facility Authority
G: \BOARD\2001\Aug28\8-28new-river-park#05b. doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-6 AUTHORIZING THE CREATION OF AND
FINANCING FOR A LOCAL_ PUBLIC_ WORKS IMPROVEMENT P.ROJE_CT,
THE ORCHARDS, AND AUTHORIZING THE ACQUISITION OF CERTAIN
EASEMENTS, EITHER BY DONATION OR BY PURCHASE
WHEREAS, Ordinance 112288-7 authorizes the financing of local public works
improvements and the imposition of special assessments upon abutting property owners
upon the adoption of an appropriate ordinance by the Board of Supervisors; and
WHEREAS, the County Administration has negotiated the extension of the public
sewer system to The Orchards community; and
WHEREAS, the extension of the public sewer system and the creation of a special
utility (sewer) service area will alleviate a critical public health and safety problem; and
WHEREAS, several of the residents have requested that the County allow them to
pay their portion of the costs of connection to the public sewer system over ten years at an
interest rate of 8%; and
WHEREAS, the first reading of this Ordinance was held on August 14, 2001, and
the second reading was held August 28, 2001; and
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That pursuant to the authority of Ordinance 112288-7, the Board authorizes
and approves a local public works improvement project, namely, public sewer extension
GABOARM200 ] 1Aug2N-28orchards#06.doc
for The Orchards community. The total construction cost of this public sewer project is
estimated to be $144,000, to be initially financed as follows:
Citizen Participation (12 at $6,050 each)
$72,600
Advance_ from the Public Works __
Participation Fund
_ -$71,400
TOTAL
$144, 000
That there is hereby appropriated for this project the sum of $71,400 from the Public
Works Participation Fund. Any citizen participation under paragraph 3. will be advanced
as a loan from the Sewer Fund.
2. That the "Project Service Area" is shown and designated on the attached plat
entitled "The Orchards Sewer Line Extension Project" prepared by the Roanoke County
Utility Department, attached hereto as Exhibit A. The Orchards Sewer Line Extension
Project Area is created for a period of ten (10) years. Any owner of real estate within this
service area may participate in and benefit from the public sewer extension to this service
area by paying at a minimum the sum of $6,800 ($6,050 toward construction costs plus,
plus $750 toward the off-site facility fee) said costs to be paid in full and in advance of
connection to the public sewer extension.
3. That the Board authorizes and approves the payment by the property owners
in the project service area who elect to participate on or before November 27, 2001 of their
portion of the cost of extending the public sewer system to their properties in accordance
with the following terms and conditions:
GABOARD\200I\Aug28\8-28orchards#06.doc 2
(a) That $5,000 per property owner/residential connection may be financed for
10 years at an interest rate of 8% per annum. Down payment of $1,800 will be applied first
to the off-site facility fee, and then toward the construction cost.
(b)Property owners agree to execute a_promissory note or such other instrument
as the County may require to secure this installment debt.
(c) Property owners further agree to execute such lien document or instrument
as may be required by the County; said lien document or instrument to be recorded in the
Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or
document shall secure the repayment of the promissory note by the property owners to the
County and shall be a lien against the property of the owners. Property owners also agree
to pay the County any Clerk's fees or recordation costs which may be required to record
any lien instrument or documents in the Office of the Clerk of the Circuit Court.
(d) Property owners who wish to participate after the November 27, 2001
deadline (other than new property owners) shall pay a minimum of $9,062.50 ($7,562.50
construction costs) plus the off-site facility fee in effect at that time (currently $1,500).
4. That the payment by citizens in the project service area, in excess of the
twelve (12) anticipated in this ordinance, who elect to participate shall be made to the
various funds as follows: The off-site facility fee shall be returned to the Sewer Fund, and
payment of the construction costs shall be returned to the Public Works Participation Fund
until such time as the advance has been repaid; any further payment of construction costs
shall be returned to the Sewer Fund.
5. That the acquisition and acceptance of the necessary water and sewer line
easements, as shown on the attached map for the Orchards Project, either by donation or
WBOARD\200I\Aug28\8-28orchards#06.doc 3
by purchase pursuant to paragraph 6 of this ordinance, is hereby authorized across the
following properties, referenced by tax map number:
Address
501.1 Jonathan Lane
5019 Jonathan Lane
5027 Jonathan Lane
5035 Jonathan Lane
5043 Jonathan Lane
5051 Jonathan Lane
5125 Jonathan Lane
5137 Jonathan Lane
5133 Appletree Drive
5141 Appletree Drive
5149 Appletree Drive
5203 Appletree Drive
5209 Appletree Drive
5047 Labradore Drive
5214 Orchard Hill Drive
5220 Orchard Hill Drive
Tax Map Number
40.09-01-35
40.09-01-34
40.09-01-33
40.09-01-32
40.09-01-31
40.09-01-30
40.09-01-22
40.09-01-21
40.10-01-40
40.10-01-41
40.10-01-42
40.10-01-43
40.10-01-44
40.09-03-06
40.10-03-60
40.10-03-59
6. That the consideration for these easement acquisitions shall not exceed a
value equal to 40% of the current tax assessment for the property to be acquired plus the
cost of actual damages, if any, or the amount determined by an independent appraisal; and
7. That the consideration for these easements shall be paid from the Sewer
Repair and Replacement Fund; and
8. That the County Administrator is authorized to take such actions and execute
such documents as may be necessary to accomplish the purposes of this transaction, all
upon form approved by the County Attorney.
On motion of Supervisor Johnson to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
GABOARD12001 Wug2818-28orchards#06.doc 4
A COPY TESTE:
-14 - .
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc:__ _ File
Gary Robertson, Director, Utility
Arnold Covey, Director, Community Development
Paul M. Mahoney, County Attorney
GABOARM200 ] \Aug28\8-28orchards#06.doc 5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801- 7 APPROVING AND
CONCURRING IN CERTAIN ITEMS SET
FORTH ON_THE_ BOARD -OF -SUPERVISORS - - --
AGENDA FOR THIS DATE DESIGNATED AS
ITEM J -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
August 28, 2001 designated as Item J - Consent Agenda be, and hereby is, approved
and concurred in as to each item separately set forth in said section designated Items 1
through 10, inclusive, as follows:
Approval of minutes for July 24, 2001 and July 30, 2001
2. Confirmation of committee appointment to the Industrial Development
Authority
3. Acceptance of a $6,700 TRIAD grant from the Department of Criminal
Justice Services to assist with the Roanoke Valley TRIAD program.
4. Acceptance of $695.01 into the Police Department budget received during
the Police Department Open House.
5. Acceptance and appropriation of a $34,628 Bureau of Justice Assistance
block grant for law enforcement support.
6. Acceptance and appropriation of $2,711.28 grant funding from the Virginia
Department of Health for reimbursement of EMS Training Equipment.
7. Acceptance and appropriation of $4,585.50 grant funding from the Virginia
Department of Health for reimbursement of vehicle extrication equipment
for Hollins Fire and Rescue.
8. Request to approve the annual performance contract with Blue Ridge
Behavioral Healthcare.
9. Acceptance and appropriation of $12,000 School Grant from the
Department of Education to improve outcomes for students who have a
full range of abilities and needs.
10. Acceptance and appropriation of $15,675 tuition for the Schools Preschool
Program.
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 McNamara to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
y'>Z�.•
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Chief Ray Lavinder, Police Department
Chief Richard Burch, Fire and Rescue Department
John Chambliss, Assistant County Administrator
Linda Weber, School Superintendent
Patricia Radcliffe, Roanoke County Schools
Beth Umbarger, Roanoke County Schools
A -082801-7.a
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 14, 2001
AGENDA ITEM: Confirmation of Committee Appointment to the Industrial Development
Authority
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION
Industrial Development Authority
At the August 14, 2001 meeting, Supervisor Minnix nominated Billy Branch to serve another
four-year term. His term will expire September 26, 2005.
STAFF RECOMMENDATION:
It is recommended that the above appointment be confirmed.
Submitted by:
Mary H. Allen CMC
Clerk to the Board
Approved by,
,,'Elmer C. Hodge-
County
odgeCounty Administrator
Approved (X) Motion by: McNamara to approve
Denied () staff recommendation.
Received ( )
Referred ( )
To ( )
cc: File
Douglas Chittum, Economic Development Director
Industrial Development Authority File
ACTION
VOTE
No
Yes Abs
Church _
X _
Johnson _
X _
McNamara_
X _
Minnix _
X _
Nickens
X
cc: File
Douglas Chittum, Economic Development Director
Industrial Development Authority File
A -082801-7.b
ITEM NUMBER:
AT A_REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance and appropriation of a TRIAD grant from the Department of
Criminal Justice Services to assist with the Roanoke Valley TRIAD
program.
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The Roanoke County Police Department applied for a TRIAD assistance grant from the Virginia
Department of Criminal Justice Services and the Virginia Attorney General's Office. This grant
is to support the work of the Roanoke Valley TRIAD program. TRIAD is a nationally
recognized alliance of senior citizens and law enforcement officers, for the purpose of enhancing
the quality of life for all senior citizens. The grant has been approved by the Virginia Department
of Criminal Justice Services for the amount of $6,700.00.
FISCAL IMPACT:
The grant is for $5,025.00 in federal funds, and $1,675.00 in local matching funds. The total
amount is $6,700.00. The criteria of the grant requires a match of local funds and is for a 12
month period. The local match will be taken out of existing Police Department funds. No
additional funds will by requested.
STAFF RECOMMENDATION:
The Staff recommends acceptance and appropriation of the grant from the Virginia Department
of Criminal Justice Services.
SUBMITTED BY:
APPROVED:
James R. Lavinder lmer C. Hodge
Chief of Police County Administrator
C2
Approved (X)
Denied ( )
---Receiver (�
Referred ( )
To ( )
ACTION
VOTE
No Yes Abs
Motion by: McNamara to approve Church
X
_
staff recommendation. Johnson _
_
X _
McNamara_
X _
Minnix _
X _
Nickens
X
CC: File
Ray Lavinder, Police Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
A -082801-7.c
ITEM NUMBER:
_AT_A REGULAR_ MEETING OF THE BOARD OF SUPERVISORS -OF-ROANOKE - -
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Request to appropriate $695.01 received during the Police
Department's Open House
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
At the Police Department's Open House in October 2000, money was received from the sale of
food, tee shirts, and other events. The Finance Department needs approval from the Board to
place this money into a Police Department account for future spending.
SUMMARY OF INFORMATION:
The Police Department received $695.01 from sales during the Open House and cannot use these
financial resources until the Finance Department receives approval from the Board of
Supervisors.
FISCAL IMPACT:
Appropriation of $695.01 will be added to the Police Department's budget.
STAFF RECOMMENDATION:
Staff recommends appropriation of Open House proceeds of $695.01
SUBMITTED BY: APPROVED:
Ray Lavinder � Chief of of Police lmer C. Hodge
County Administrator
-----------------------------------------------------------------------------------------
ACTION
VOTE
No Yes Abs
Approved (X) Motion by: McNamara to approve Church _ X _
Denied () staff recommendation. JohnsonX _
Received - - McNamara__ - X
Referred () Minnix _ X _
To () Nickens X
CC: File
Ray Lavinder, Police Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
A -082801-7.d
A
ITEM NUMBER:
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OFROANOKE_
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance of the Bureau of Justice Assistance (BJA) block grant
by the Police Department for law enforcement support.
COUNTY ADMINISTRATOR'S COMMENTS:
P) e- .._4 . 7'n ems/ X117,10,A1
BACKGROUND:
The Roanoke County Police Department applied for a BJA grant to provide law enforcement
support. The grant will be used to provide overtime finds for additional community policing
efforts. The grant has been approved for the amount of $34,628.
SUMMARY OF INFORMATION:
The Local Law Enforcement Block Grant (LLEBG) Program is administered by the Bureau of
Justice Assistance. The purpose of the LLEBG Program is to provide units of local government
with funds to underwrite projects to reduce crime and improve public safety. The Police
Department applied for funding and received approval.
FISCAL IMPACT:
The final award amount is for $34,628 in federal funds to be matched with $3,848 in local funds.
The local match will be provided from existing Police Department funds.
STAFF RECOMMENDATION:
Staff recommends acceptance of the grant from the Bureau of Justice Assistance and
appropriation of the funds.
SUBMITTED BY:
APPROVED:
Ray Lavinder
Chief of Police 6^lmer C. Hodge
County Administrator
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A -082801-7.f
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance of Grant Funds for reimbursement of vehicle
extrication equipment for the Hollins Fire and Rescue Station
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
Over the last few years the number of severe vehicle accidents have increased
along the 1-81 corridor in the Hollins area. These accidents have required
specialized rescue equipment to extricate victims trapped in crushed vehicles.
Grants have been requested to purchase new extrication equipment (Jaws of
Life) for the first due fire engines around the County. The first grant has been
approved for the equipment to be placed at the Hollins Fire and Rescue Station.
SUMMARY OF INFORMATION:
The Virginia Department of Health, Office of Emergency Medical Services
awarded the Fire and Rescue Department a matching grant ($4,585.50) to
purchase vehicle extrication equipment. This equipment will allow rapid
extrication of victims when the squad units are unable to be sent to the scene of
an accident. This equipment will be utilized by both the volunteer and career
staff. It is hoped that other grants will be approved to continue the placement of
such equipment throughout the County.
FISCAL IMPACT:
The Department has budgeted funds for the 50% match that the State required
for the Grant.
STAFF RECOMMENDATION:
Staff recommends the appropriation of the reimbursement funds in the amount of
$4,585.50 to the Fire and Rescue Department's budget.
Submitted by,
Richard E. Burch, Jr.
Chief, Fire and Rescue
Approved (X)
Denied ( )
Received ( )
Referred ( )
To ( )
Approved by,
Elmer C. Hodge
County Administrator
Motion by: McNamara to approve
staff recommendation.
CC: File
Rick Burch, Fire and Rescue Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
ACTION
VOTE
No
Yes Abs
Church —
X _
Johnson —
X _
McNamara_
X _
Minnix _
X _
Nickens _
X —
A -082801-7.g
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE
AGENDA ITEM:
August 28, 2001
Request to Approve the Annual Performance Contract with Blue
Ridge Behavioral Healthcare
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
Blue Ridge Behavioral Healthcare (BRBH) serves as the local Community Services
Board (CSB) serving Roanoke City, Salem, Botetourt County, Craig County and Roanoke
County. They provide the services prescribed by the State's Department of Mental
Health, Mental Retardation, and Substance Abuse Services.
The local CSB can function in one of three methods as prescribed by the State,
but must serve each of its member localities in the same manner. Administratively,
the localities recommended, and last year each of the localities approved, the
"Operating CSB" form whereby the CSB employs its own staff and provides services
directly or through contracts with other providers. It is not a city or county
government department and the powers and duties are enumerated in Section 37.1-
197.A of the Code of Virginia. The other options would have been to establish the
board as an "Administrative Policy CSB" whereby the employees would be city or
county employees, or as a "Policy - Advisory CSB" which has no operational powers or
duties. Staff felt that the present working arrangement provides the most
comprehensive and effective service delivery system for our region and this was the
method approved.
Each year, BRBH is required to provide a Performance Contract with the State
Department of Mental Health, Mental Retardation and Substance Abuse Services
depicting the services that they anticipate providing to their member agencies. A copy
of this agreement has been placed in the Board Reading File for your review. The
County of Roanoke provides $117,755 in its FY 2001-02 budget for our contribution
toward these services. This money is leveraged by BRBH to match other state and
federal monies to provide or purchase services needed by residents of our community.
As one of the localities making up the BRBH, Roanoke County is being asked to
approve their plan for FY 2001-02.
FISCAL IMPACT:
None. $117,755 is included in the County's FY 2001-02 Budget as our
contribution to BRBH which is part of the local money included in their plan.
RECOMMENDATIONS:
Staff recommends approval of the FY 2001-02 annual performance contract of
Blue Ridge Behavioral Healthcare with the Virginia Department of Mental Health,
Mental Retardation, and Substance Abuse Services.
Respectfully submitted,
4/1'John M. Chambliss, Jr.
Assistant Administrator
Approved by,
Elmer C. Hodge
County Administrator
----------------------------------------------------------------------------------------------------------------
ACTION VOTE
No Yes Abs
Approved (X) Motion by: McNamara to approve Church _ X —
Denied () staff recommendation. Johnson _ X _
Received () McNamara_ X _
Referred () Minnix _ X _
To () Nickens — X
CC: File
John Chambliss, Assistant County Administrator
Blue Ridge Behavioral Healthcare File
A -082801-7.h
ITEM NUMBER _
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance by the Schools and appropriation of
$12,000 grant funds for Special Education Programs
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND: Roanoke County Schools has partnered with the
Virginia Institute for Developmental Disabilities at Virginia
Commonwealth University to apply for a U.S. Department of
Education Model Demonstration Project Grant. The grant, entitled
School By School is designed to develop a model school of reform
that focuses on improving the outcomes for all students who have
a full range of abilities and needs. The three schools involved
are W. E. Cundiff Elementary, Glenvar Middle and William Byrd
High schools.
SUMMARY OF INFORMATION: The amount allocated for each school is
$4,000 or $12,000 for the first year. Additional allocations
will be negotiated.
FISCAL IMPACT: None, no local matching required.
STAFF RECOMMENDATION: Appropriation of the $12,000 School by
School Grant to the Grant Fund.
Dr. Patricia
Radcliffe Elmer C.
Hodge
Director
of Pupil Personnel and County Administrator
Special
-------------------
Education
-----------------------------------------------------------------------------------------------------------------
ACTION
VOTE
No
Yes Abs
Approved
(X) Motion by: McNamara to approve
Church _
X _
Denied
( ) staff recommendation.
Johnson _
X _
Received
( )
McNamara_
X _
Referred
( )
Minnix _
X _
To
( )
Nickens
X
cc:
File
Patricia Radcliffe, Roanoke County Schools
Diane D. Hyatt, Director, Finance
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
A -082801-7.i
ITEM NUMBER T—
MEETING DATE: August 28, 2001
AGENDA ITEM: Appropriation of Preschool Program Funding
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND: Roanoke County operates 11 preschool classrooms.
Each program provides services for 14 preschool children. Prior
to August 2000, the program served only children with special
needs. Currently 7 classrooms are integrated serving 7 children
of normal development funded by the Preschool Initiative Grant.
Four classrooms remain segregated. Licensure from the Department
of Social Services has been obtained to operate as a State
Licensed Preschool Program to enable the acceptance of tuition
paying children.
SUMMARY OF INFORMATION: Opening 28 slots to preschool children
who pay tuition will provide an inclusive setting in the
remaining four segregated classrooms. The proceeds from the
tuition will be used to expand and enhance our program.
FISCAL IMPACT: The tuition received will offset the cost of the
program.
STAFF RECOMMENDATION: Appropriation of $15,675 received from
tuition students to the Preschool Program.
�-�.� "C"` 4�i ?,....,t'�, 4, ,. '`�\"".. ✓ �"/ L-Ssi x'��".'-.,*-; �l�3xe- fYral�
Mrs. Beth Umbarger Elmer C. Hodge
Curriculum Supervisor Countv Administrator
--------------------------------------------------------------------------------------------------------------------
ACTION
No
Approved (X) Motion by: McNamara to approve Church _
Denied ( ) staff recommendation. Johnson _
Received ( ) McNamara_
Referred ( ) Minnix _
To ( ) Nickens
cc: File
Patricia Radcliffe, Roanoke County Schools
Diane D. Hyatt, Director, Finance
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
VOTE
Yes Abs
X —
X _
X _
X _
X
L.E.A.P. Program
Yearly Projected Budget
Estimated Annual Revenue: $15,675.00
Current Enrollment:
Weekly Tuition:
Weeks per Year:
Enrollment Fees:
Expenditures:
five children
$85.00
36
$75.00 per child
Food: $1,350.00
Materials: $14,325.00
*This budget is based on current enrollment.
OFFICE OF DIVISION SUPERINTENDENT
O 5937 Cove Road
Roanoke, Virginia 24019
Phone: (540) 562-3700 Fax: (540) 562-3994
July 13 2001
Dear Board Members:
Attached you will find an information sheet regarding the proposal to include Roanoke
County Employees' children in our preschool program. This endeavor began as an effort to
provide inclusive settings for the preschool children with disabilities enrolled in our school
system. With the reauthorizationof IDEA in 1997, the mandate emphasized the importance
of educating preschool children in natural environments with normally developing peers.
We have accomplished this in seven out of eleven of our preschool classrooms by educating
together seven children with disabilities and seven "at .risk" children funded by the Preschool
Initiative Grant. We are unable at his time to accept any additional Preschool Initiative
children due to funding.
During a brainstorming meeting with Dr. Weber several months ago, we decided to
investigate the idea of including children of employees' to provide an inclusive environment
for the remaining four classrooms. We also noted the great benefits this would provide to
employees in terms of their children being in a quality preschool program near their place of
employment.
During the March 19, 2001 board meeting, I presented this concept to you and
requested permission to pursue State Licensure, which is necessary to operate this program.
I have obtained licensure for Bonsack, Green Valley, Mt. View and Back Creek as State
Licensed Preschool Programs.
This expansion of our Preschool Program will not only provide inclusive environments
for our preschool children with disabilities but affordable and quality preschool experiences
for the children of our employees. As all children learn and grow together, it is my greatest
hope that this program will promote diversity and teach acceptance, thereby breaking down
the barriers of discriminations that sometimes exist in our community.
Sincerely,
Beth Urnbarger
Curriculum Supervisor
Mi
Roanoke County
Employee's Preschool Program
Information Sheet
• The preschool program will follow the Roanoke County School
Academic Calendar for the 2001-2002 school year.
• Locations: Back Creek, Green Valley, Mt. View and Bonsack
Elementary Schools
• Hours of preschool operations will be from 7:30 a.m.-2:15 p.m. each
day
• After school care will be provided for tuition preschool children only
until 4:30 p.m.
• Children must be three years old by September 30th of the attending
year.
• The teacher to student ratio will not exceed 16:3
• Instruction will be designed to address the cognitive, social, emotional
and motor development of the children
�,;S
• Tuition will be$'4:5,-per week excluding summer break and breaks
which exceed 5 or more days
• Tuition will be paid monthly.
• The cost of meals and snacks are included in the child's tuition
• Transportation will be provided by the parents
• If more then 28 applications are submitted each year, a lottery system
will be used to determine enrollment.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-8 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
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 2.1-344.1 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed 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 closed meeting which this certification resolution
applies, and
2. Only such 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.
On motion of Supervisor Johnson to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Closed Meeting File
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-9 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
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 2.1-344.1 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed 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 closed meeting which this certification resolution
applies, and
2. Only such 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.
On motion of Supervisor Nickens to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Closed Meeting File
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-10 DENYING A SPECIAL USE PERMIT
TO AMERICAN TOWER CORP. TO CONSTRUCT A
BROADCAST TOWER ON 34.83 ACRES LOCATED ON THE
BENT MOUNTAIN SUBSTATION, 8920 WILLETT-LANE, (TAX
MAP NO. 103.00-1-5), WINDSOR HILLS MAGISTERIAL DIS-
TRICT
WHEREAS, American Tower Corp. has filed a petition for a special use permit to
construct a 180 -foot monopole broadcast tower to be located at the Bent Mountain
Substation, 8920 Willett Lane, (Tax Map No. 103.00-1-5) in the Windsor Hills Magisterial
District; and
WHEREAS, the Planning Commission held a public hearing on this matter on July 3,
2001 and on August 7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matterwas held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board, by unanimous vote, denies the petition of American Towner
Corporation to obtain a Special Use Permit.
On motion of Supervisor McNamara to denythe ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
G:\BOARD\2001\Aug28\8-28American Tower#10.doc
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\American Tower SUP.doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-11 GRANTING A SPECIAL USE PERMIT
TO THE COMMUNITY OF FAITH FOR A RELIGIOUS
ASSEMBLY USE TO BE LOCATED AT 5343 FALLOWATER
LANE (TAX MAP NO. 77.19=1-20.2), CAVE SPRING
MAGISTERIAL DISTRICT
WHEREAS, The Community of Faith has filed a petition for a special use permit for
a religious assembly use to be located at 5343 Fallowater Lane (Tax Map No. 77.19-1-20.2)
in the Cave Spring Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on August
7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matter was held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board finds that the granting of a special use permit to The Community
of Faith for a religious assembly use to be located at 5343 Fallowater Lane (Tax Map No.
77.19-1-20.2) in the Cave Spring Magisterial District is substantially in accord with the
adopted 2000 Community Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code
of Virginia, as amended, and said Special Use Permit is hereby approved with the following
conditions:
2. That this ordinance shall be in full force and effect thirty (30) days after its final
G:\BOARD\2001\Aug28\community.faith.sup.doc 1
passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance
be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the
zoning district map to reflect the change in zoning classification authorized by this ordinance.
On motion of Supervisor Minnix to adopt the ordinance with condition 1 (A) deleted
from the ordinance and carried by the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\community.faith.sup.doc 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-12 DENYING A SPECIAL USE PERMIT
TO HUGH R. ELSEA AND CAROLYN ELSEA FOR A PRIVATE
HORSE STABLE ON 2.99 ACRES TO BE LOCATED AT 3663
CHAPARRAL AVENUE (TAX MAP NO. 87.09-3-3) CAVE
SPRING MAGISTERIAL DISTRICT
WHEREAS, Hugh R. Elsea and Carolyn Elsea have filed a petition for a special use
permit for a private horse stable to be located at 3663 Chaparral Avenue (Tax Map No.
87.09-3-3) in the Cave Spring Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on August
7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matter was held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board, by unanimous vote, denies the petition of Hugh R. and Carolyn
Elsea to obtain a Special Use Permit.
2. That the Petitioner will be given 30 days following the birth of the foal to remove
all horses from the property.
On motion of Supervisor Minnix to deny the ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
G:\BOARD\2001\Aug28\elsea.stable.sup.doc 1
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\elsea.stable.sup.doc 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-13 TO CHANGE THE ZONING
CLASSIFICATION OF A 1.13 -ACRE TRACT OF REAL
ESTATE LOCATED AT 5681_STARKEY ROAD, (TAX MAP
NO. 87.18-1-40) IN THE CAVE SPRING MAGISTERIAL
DISTRICT FROM THE ZONING CLASSIFICATION OF C-1
OFFICE DISTRICT WITH CONDITIONS TO THE ZONING
CLASSIFICATION OF C-1 UPON THE APPLICATION OF
RA -DE DIV., LTD., T/A PERFECT TOUCH.
WHEREAS, the first reading of this ordinance was held on July 24, 2001, and the
second reading and public hearing were held August 28, 2001; and,
WHEREAS, the Roanoke County Planning Commission held a public hearing on this
matter on August 7, 2001; and
WHEREAS, legal notice and advertisement has been provided as required by law.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the zoning classification of a certain tract of real estate containing 1.13
acres, as described herein, and located at 5681 Starkey Road (Tax Map Number 87.18-1-
40) in the Cave Spring Magisterial District, is hereby changed from the zoning classification
of C-1 Office District with conditions, to the zoning classification of C-1, Office District.
2. That this action is taken upon the application of RA -DE Div., Ltd., T/A Perfect
Touch. 3. That the owner of the property has voluntarily proffered in writing the
following conditions which the Board of Supervisors of Roanoke County, Virginia, hereby
accepts:
(1) That the existing residence on the property would be used for the office
use with no additions with the excelpfion of improving the parking on th-e
GAB0ARD\2001\Aug28\RA-DE Div. Rezoning.doc 1
(2) That there will be no printing in connection with the business operation.
(3) That existing strdeture will be titilized without enlargefflent. The
existing house structure is limited to future enlargement not to exceed 100
square feet and shall be built behind the front line of the existing house.
(4) The squaFe footage of signs shall not exeeed 24 squaFe feet.
portable oF tefflpomry signs shall be installed. Signage shall be limited to
24 square feet, 5 feet in height. Monument style sign shall be required.
(5) The cinder block garage to the rear of the existing dwelling will be used
only in connection with the operation of the business on the property and
will not be leased to outside businesses.
(6) All on-site parking shall occur to the rear of the front line of the existing
dwelling. If petitioners choose to construct additional parking, that parking
shall be of a pervious surface.
(7) Landscaping is to be planted to provide a visual buffer between the
existing parking lot and Starkey Road. Landscaping shall include at a
minimum, 1-2 Leyland Cyprus or other evergreen type tree, not to include
white pine, and 3-4 deciduous or evergreen bushes planted along the
eastern side of the parking lot.
4. That said real estate is more fully described as follows:
BEGINNING at a point on the westerly side of Starkey Road, Virginia
Secondary
Rt. 904 at the Southeasterly corner of the property now or formerly known
as the
Baptist Parsonage; thence with the westerly side of Starkey Road South 24
16' West 154 feet to a point in the center of a dry branch; thence leaving
Starkey Road North 730 30' West 310.6 feet to a point; thence North 21' 37'
East 191.75 feet to a point; thence South 66' 33' East 316.6 feet to the
point and place of beginning
5. That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed
to amend the zoning district map to reflect the change in zoning classification authorized
GABOARD\2001\Aug28\RA-DE Div. Rezoning.doc 2
by this ordinance.
On motion of Supervisor Minnix to adopt the ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
GAB0ARD\2001\Aug28\RA-DE Div. Rezoning.doc 3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-1 EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY TO THE
HONORABLE C. RICHARD CRANWELL FOR HIS SERVICE TO THE
RESIDENTS OF ROANOKE COUNTY AND THE COMMONWEALTH OF
VIRGINIA AS A MEMBER OF THE VIRGINIA HOUSE OF DELEGATES
WHEREAS, C. Richard Cranwell was first elected to the House of Delegates in
1972; representing the 14th House District which includes portions of the County of
Roanoke; and
WHEREAS, Delegate Cranwell has served his constituents on many House
committees including Counties, Cities and Towns, Finance, Labor and Commerce, and
Rules; and
WHEREAS, for many years, Delegate Cranwell was elected the House Majority
Leader by his peers, and currently serves as the House Minority Leader; and
WHEREAS, in 1986, Delegate Cranwell was the Chief Patron of the Roanoke
County Charter Bill, resulting in Roanoke County becoming the first chartered County in
the State of Virginia; and
WHEREAS, Delegate Cranwell, as a result of his outstanding legislative abilities,
has been of great assistance to Roanoke County by supporting or sponsoring many of
our legislative initiatives including:
• Enhanced taxing authority for Roanoke County similar to those allowed in
Virginia Cities
• Funding for Roanoke County's Police Department
• Creation of the Roanoke Regional Airport Commission; and
WHEREAS, Delegate Cranwell has also been active in his community serving on
the McVitty House Board of Directors, former president of the Dogwood Festival,
Roanoke Valley Juvenile Diabetes Foundation Board of Directors, and legal advisor to
the Vinton Drug Control Council, Vinton Chamber of Commerce and Vinton, Mount
Pleasant and Montvale Rescue Squads.
NOW THEREFORE BE IT RESOLVED that the Board of Supervisors of Roanoke
County, Virginia, expresses its deepest appreciation to C. Richard Cranwell for his
many years of service to the residents of Roanoke County as a member of the House of
Delegates and an active citizen in the Roanoke Valley community; and
FURTHER, the Board wishes Delegate Cranwell success in all his future
endeavors.
On motion of Supervisor Johnson to adopt the resolution, and carried by
the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Resolutions of Appreciation
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON
TUESDAY, AUGUST 28, 2001
RESOLUTION 082801- 2 AUTHORIZING AN APPLICATION
TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY IN AN AMOUNT
NOT TO EXCEED $13,745,000
WHEREAS, the Roanoke County School Board ("the School Board") has applications for
financing one middle school and one high school project (the "Projects") in the total amount of
$14,000,000 on the Literary Fund Priority Waiting List for which it currently desires to proceed
with financing; and
WHEREAS, the School Board has received an application for the Virginia Public School
Authority ("VPSA") Fall 2001 subsidy sale, and the School Board and the Board of Supervisors
("Board of Supervisors") of the County of Roanoke, Virginia ("County") have determined that it is
advisable to contract a debt and issue general obligation bonds of the County in an amount not
to exceed $13,745,000 to finance the Projects (the "Bonds") and to sell the Bonds to the VPSA
pursuant to the Fall 2001 Literary Fund subsidy sale;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE
COUNTY OF ROANOKE, VIRGINIA:
The County Administrator is authorized and directed to execute and deliver an
application to the VPSA in order to sell the Bonds to the VPSA at the Fall 2001 VPSA bond sale.
2. The County Administrator is authorized to advertise a public hearing to be held by
the Board of Supervisors on September 25, 2001 on the issuance of the Bonds.
GABOARM2001 \Aug28\8-28vpsa#02.doc
2001
3. This resolution shall take effect immediately.
Adopted by the Board of Supervisors of the County of Roanoke, Virginia on August 28,
On motion of Supervisor McNamara to adopt the resolution and set public hearing
for September 25, 2001, and carried by the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Diane D. Hyatt, Chief Financial Officer
Danial Morris, Director, Finance
Paul M. Mahoney, County Attorney
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
G 1BOARM2001 \Aug2818-28vpsa#02.doc
RESOLUTION OF THE BOARD OF SUPERVISORS OF THE
COUNTY OF ROANOKE, VIRGINIA
August 28, 2001
At a regular meeting of the Board of Supervisors of the County of Roanoke,
Virginia, held on August 28, 2001, the following resolution was adopted by a majority of
the members of the Board of Supervisors by the following roll call vote, as recorded in
the minutes of the meeting:
MEMBER VOTE
Supervisor Johnson Yes
Supervisor McNamara Yes
Supervisor Church Yes
Supervisor Nickens Yes
Chairman Minnix Yes
A-082801-3
A
ITEM NUMBER 4E— A
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM:
Amendments to the Investment Policy
COUNTjY� ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The County has had an investment policy since 1987. At the time the
original policy was adopted, it was announced that the policy is a living
document and would need to be revised from time to time to address
changing circumstances. It has been amended by the Board in 1992, 1994,
1995, and 1997.
During the first quarter of this year, the County avoided the loss
of public funds due to the default by PG & E on its commercial paper
obligations to the County. The Board directed staff to review the
investment policy and, if necessary, recommend amendments to the
investment policy to minimize the possibility of a similar default risk
in the future.
The Board held a work session on July 10, 2001 to consider
alternatives to the current investment policy. Alternatives considered
included amending the investment policy to prohibit investment in prime
quality commercial paper, taw ^f
pap@g; ^tene t-�-15e ��e At;4-44- P-eTMm; 44@e and placing additional
limitations in the form of a cap on any one investment in commercial
paper.
It was agreed at the work session that the Treasurer would
immediately include a cap of $1 million on any one prime quality
commercial paper investment and that this cap would be added to the
investment policy and returned to the Board for adoption.
Attached you will find a copy of the County's investment policy.
Please note the following elements of this policy:
(1) The "Prudent Investor" standard found on page 7,
1
n
(2) The diversification percentages and standards found on pages 9
through 11, and
(3) The "prime quality commercial paper" provisions found on pages
16 through 18.
Finally, in the Reports section of the August 14 agenda packet a
report Investment Summary - Fiscal Year Ended June 30, 2001 summarized
investments in the various categories over the past year and the return
realized on these various investments. The report noted data on the
investment in and return on commercial paper investments to answer
questions posed by the Board during the July 10, 2001 work session.
ALTERNATIVES:
At the suggestion of the Board, the Investment Policy has been
amended to include a limitation of $1 million in any one prime quality
commercial paper investment.
FISCAL IMPACT:
Placing a limit of $1 million on any one commercial paper investment
will not have any fiscal impact on the potential investment earnings of
the County.
RECOMMENDATIONS:
Staff recommends that the Board of Supervisors approve the proposed
amendments to the Investment Policy.
Respectfully submitted,
Alfred C. Anderson
Roanoke County Treasurer
`---------------------------------------------------------------------------------------------------------
ACTION
VOTE
No Yes Abs
Approved
(X) Motion by: Johnson to approve staff
Church
_ X —
Denied
( ) recommendation with sentence in Board
Johnson
— X
Received
( ) Report concerning transfer of
McNamara_ X —
Referred
( ) authority to audit committee deleted
Minnix
_ X _
To
( )
Nickens
_ X
CC:
File
Alfred C. Anderson, County Treasurer
Diane Hyatt, Chief Financial Officer
Danial Morris, Finance Director
Paul Mahoney, County Attorney
I
COUNTY OF ROANOKE, VIRGINIA
I. Investment and Portfolio Policy
A. Identification:
1. Purpose and Scope
This policy shall establish guidelines for the efficient management of County funds and
shall apply to activities with regard to the investment of the financial assets of the County. The
goal of the policy is to allow the County to obtain the highest possible yield on available County
financial assets, consistent with constraints imposed by its safety objectives, cash flow
considerations and Virginia state laws that restrict the placement of public funds.
2. General Guidelines
The Treasurer of the County of Roanoke is an Elected Constitutional Officer whose
responsibility in part is receiving, collecting, safeguarding and disbursing county funds from all
sources. It shall be the responsibility of the Treasurer, however he may designate a deputy to
manage the day-to-day operations of the investment portfolio and place the actual purchase/sell
orders with brokers. The Treasurer shall advise the County Finance Board, which is the Board of
Supervisors, when the investment policy is altered and at the end of each month report to them
the amount of money on deposit with each depository. Specifically excluded from these
guidelines are funds that by statue or ordinance require specific investments.
3. Authorized Investments
As a unit of local government in the State of Virginia, the County of Roanoke is restricted
by Virginia Security for Public Deposits Act, Sec. 2.1-359 through 2.1-370 and the Code of
Virginia, Title 2 Investment of Public Funds to the following types of securities as described in
Sec. 2. 1-327 through 2.1-329:
a. Bonds, notes and other evidence of indebtedness of the State of Virginia.
K
b. Bonds, notes and other direct obligations of the United States and securities
unconditionally guaranteed as to the payment of principal and interest by the United States or any
agency thereof.
c. Bonds, notes and other evidence of indebtedness of any county, city, town, district,
authority or other public body of the State of Virginia.
d. Bonds and other obligations issued, guaranteed or assumed by the International Bank
for Reconstruction and Development and the Asian Development Bank.
e. Certificates of deposit in commercial banks up to their net worth provided they are
approved by the State Treasury Board in the State's Collateral protection pool in accordance with
the Virginia Public Deposits Act.
f. Certificates of deposit in commercial banks, savings and loan associations and mutual
savings bank doing business in this State up to FDIC and FSLIC insurance coverage.
g. Bankers' Acceptances
h. Repurchase Agreements provided the securities for the agreement are written against
specific government securities as authorized under Sec. 2.1-328. As a matter of policy, the
county must take delivery of the securities purchased through a repurchase agreement if the term
of the agreement is greater than four (4) days. If the term is less than four (4) days, the securities
may be held in safekeeping by the bank for the account of the county. Pledged securities under
repurchase agreements must be based on market value, not face value. When entering a
repurchase agreement where delivery is not required, the county shall obtain a safekeeping receipt
for specific securities. Refer to Part II Repurchase Agreements for complete details.
i. Money Market Funds
Deposit -type securities shall be collateralized through the State Collateral Pool as required
by Virginia Public Deposits Acts for any amount exceeding FDIC or FSLIC coverage. Other
investments shall be collateralized by the actual security held in safekeeping by the primary agent.
3
All investments will be in the name of the County of Roanoke and will name the specific
fund from which the instrument was purchased. Safekeeping account receipts will be held by the
Treasurer's Office.
The Treasurer will continually monitor the contents of the portfolio, the available markets
and the relative values of competing instruments, and will adjust the portfolio accordingly.
CMG's, inverse floating rate securities, floating rate securities tied to a non -money market
instrument, IO's, PO's, Z -tranche securities, residuals, and other securities having unusual features
are expressly prohibited. Transactions in options, futures, options on futures, margin buying and
commodities are prohibited. Any other security not specifically authorized in this document is
expressly prohibited.
4. Maturities
Maturity scheduling shall be timed according to anticipated need. Investment maturities
for operating funds shall be scheduled to coincide with projected cash flow needs, taking into
account large routine expenditures as well as considering sizable blocks of anticipated revenue.
Investment of capital project funds shall be timed to meet contractors payments.
Short Term versus Long Term Portfolio - Limitation on instruments, diversification and
maturity scheduling shall depend upon whether the funds being invested are considered short term
or long term funds. All funds shall be considered short term except those reserved for capital
projects and prepayments funds being held for debt retirement.
5. Risk/Liquidity/Bidding
The primary goal of the investment policy is to maximize return on investment while
minimizing risk to the investment.
The Treasurer will diversify use of investment instruments to avoid incurring unreasonable
risks inherent in overinvesting in specific instruments, individual financial institutions or
maturities. The Treasurer's office shall maintain a listing of financial institutions which are
4
approved by the State Treasury Board for investment purposes and which shall provide their most
recent Consolidated Report of Condition. Periodically, these financial institutions must be
examined and evaluated to determine their strength and creditworthiness. During the bid process
the Treasurer may reject an investment with a higher yield when he feels it carries an element of
risk. Speculative investments will not be allowed. Before the Treasurer invests any surplus funds,
a competitive "bid" process with three or more financial institutions shall be conducted. If a
specific maturity date is required, either for cash flow purposes or for conformance to maturity
guidelines, bids will be requested for instruments which meet the maturity requirement. If no
specific maturity is required, a market trend (yield curve) analysis will be conducted to determine
which maturities would be most advantageous.
6. Reporting and Controls
The Treasurer shall report at the end of each month to the Board of Supervisors the
amount of money on deposit with each depository.
The Treasurer shall establish a system of internal controls which shall be documented and
reviewed with internal and independent auditors and meets the requirements of the Governmental
Accounting Standards Board (GASB). The controls are designed to prevent losses of public
funds due to fraud, error, misrepresentation, unanticipated market change or imprudent actions.
B. Source of Investment Policy:
1. Current Management Practices
The Treasurer shall develop and maintain written administrative procedures for the
operation of the investment program. Each investment transaction shall seek to first ensure that
capital losses are avoided, whether they be from securities defaults or erosion of market value.
The County seeks to attain market rates of return on its investments, consistent with constraints
imposed by its safety objectives, cash flow consideration and Virginia state laws that restrict the
placement of public funds.
5
The Treasurer shall also carry out an aggressive cash management program that maintains
true zero balances in the County's checking accounts with temporary idle funds being invested
overnight in either repurchase agreements that are secured or collateralized by governmental
securities as required by the Code of Virginia or in one or more opened investment funds,
provided that the funds are registered under Securities Act (§13.1-501 et seq.) of the
Commonwealth of Virginia or the Federal Investment Co. Act of 1940, and that the investment of
such funds by the County is restricted to investments otherwise permitted by law and this
Investment Policy. Whenever possible funds held for future capital projects (i.e., bond proceeds)
shall be invested to produce enough income to offset increases in construction costs due to
inflation. Diversification is required through the use of portfolio percentages. Safekeeping will be
required using third -party safekeeping in an account in an institution designated as a primary
agent.
The Board of Supervisors will be given copies of the County's Investment Policies and
Practices. All changes will be documented and copies sent to the Board. The Board should
contact the Treasurer if they have any questions, recommendations, additions or deletions to the
policies. The Treasurer will consider the recommendations and implement such recommendations
which he deems in the best interest of the County. '
2. Prudence Standards
The standard of prudence to be applied by the Treasurer shall be the "prudent investor"
rule, which states, "Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercised in the management of
their own affairs, not for speculation, but for investment, considering the probable safety of their
capital as well as the probable income to be derived." The prudent investor rule shall be applied in
the context of managing the overall portfolio.
The Treasurer, acting in accordance with written procedures of the Code of Virginia, Sec.
M
2.1-329.1 and Sec. 58.1-3123 et. seq. and exercising due diligence, shall not be held personally
responsible for a specific security's credit risk or market price changes provided that these
deviations are reported immediately by the Treasurer and that reasonable and prudent action is
taken to control adverse developments. Furthermore, in accordance with Sec. 58.1-3163 of the
Code of Virginia, the Treasurer shall not be liable for loss of public money due to the default,
failure or insolvency of a depository.
3. State Law
The County shall limit investments to those allowed under the Virginia Security for Public
Deposits Act, Sec. 2.1-359 through 2.1-370 and Investment of Public Funds as in Sec. 2.1-327
through 2.1-329, Code of Virginia.
The Virginia Security for Public Deposits Act provides for a mutuality of responsibility
involving a cross guarantee among all commercial banks holding public deposits. In the event of
insolvency by a bank holding public deposits, any losses resulting from uncollateralized and
uninsured public deposits will be paid by assessments against all other commercial banks holding
public funds. The amount assessed against each bank will be based on the ratio that its average
public deposits bears to the statewide average.
In respect to the savings and loan associations and savings banks, however, there is no
sharing of liability for total public funds on deposit. Instead, the savings and loan associations are
required to pledge collateral equal to 100% of their public deposits, compared to 50% that is
required of the banks.
4. Audit Requirements
The Treasurer shall establish a system of internal controls which shall be documented in
writing. Accurate and adequate records will be maintained by the Treasurer's Office. Such
records will be subject to audit by the Internal Audit Department, as well as the independent
auditors and the State Auditor of Public Accounts. Reporting and disclosure requirements will
7
comply with all applicable regulations including the requirements of the Governmental Accounting
Standards Board.
5. Concentration bank
The Treasurer will move funds from other depository banks to a central point to maximize
the availability of funds. The central point or primary bank will be the concentration bank which
shall be determined by competitive bids.
6. Charges for Banking Services
The cost of maintaining the account may be paid either by a compensating balance or by
direct charges. If a compensating balance is used the Treasurer shall review with a bank official
monthly an anlyzation of the County's account profitability to the bank.
Considering interest rates at that time and the bank's average earnings allowance, the bank
will determine the balances in the accounts (compensating balances) which will be required for the
following month in order to cover the cost of processing the County's banking transactions.
Copies of the result of these analyses will be maintained by the Treasurer.
7. Zero Balance Account (ZBA)
The Treasurer will take full advantage of clearing time on County checks disbursed by
maintaining true zero balances in the County's checking account.
As checks are presented for payment, they are accumulated and a single offsetting credit is
prepared to bring the account to a zero balance at the end of the banking day. This account is
linked to the Master Concentration or deposit account against which the ZBA draws funds to pay
the checks presented for payment.
Temporarily idle funds will be invested overnight in repurchase agreements that are
secured or collateralized by governmental securities as required by the Code of Virginia. The
Treasurer will determine excess idle funds and invest them in longer term investments.
8. Diversification
0
Diversification by Instrument: Percent of Portfolio
U.S. Treasury Obligations 70%
(bills, notes and bonds)
U.S. Government Agency Securities 70%
and Instrumentalities of Government
Sponsored Corporations
Bankers's Acceptance (BA's) 40%
Repurchase Agreement (Repo's) Two or more nights 25%
Repurchase Agreement (Repo's) overnight 70%
Commercial Banks
Certificate of Deposit (CD's) 100%
Savings & Loan Associations
Certificate of Deposits (CD's) 10%
Commercial Paper 35%
Local Government Investment Pool 75%
Diversification by Financial Institution:
Bankers' Acceptance (BA's)
No more than 25% of the total portfolio with any one institution
Repurchase Agreements (Repo's)
No more than 20% of the total portfolio with any one institution
Certificates of Deposits (CD's) Commercial Banks
No more than 45% of the total portfolio with any one institution
Certificates of Deposits (CD's) Savings and Loan Association.
No more than $100,000 with any one institution.
Local Government Investment Pool - State Pool
No more than $15 million
Commercial Paper
No more than 25% of the total portfolio may be purchased through any one financial institution;
and the maximum dollar amount in any one issue shall not exceed One Million Dollars.
Diversification of Funds to be invested in any one issue:
No limit- FDIC, FSLIC, Collateralized Certificates of Deposit
No limit- U.S. Treasuries and Agencies
Maximum- 10% of total portfolio for any Bankers Acceptance and Commercial Paper issue
II. Repurchase Agreements
Definition
A. Investing in Repurchase Agreements
1. The Instrument
The repurchase agreements (Repo's) are an integral part of an investment program of state
and local government. Their flexibility is unmatched by other short term money market
instruments. They provide the investor an excellent cash management tool.
The sale by a bank of a government security with a simultaneous agreement to repurchase
the security at a later date can insure safety of public funds while securing money market rates of
interest.
The Repo is a contractual transaction between an investor and an issuing financial
institution. The investor exchanges cash for temporary ownership or control of collateral
securities, with an agreement between the parties that on a future date, the financial institution
will repurchase the securities.
The Treasurer will use a Master Repurchase Agreement (See Appendices) as a written
contract to establish the County's rights in all transactions. A written contract will also be used
with the independent third -party custodian. (See Appendices.)
10
Customarily, the investor receives interest during the term of the repurchase agreement, as
agreed upon at the time of the investment transaction. The eligibility of repos depends on the
manner in which the repo is structured. The Attorney General in an opinion written in July 1982
states "that a repurchase agreement which is secured or collateralized by governmental securities
which qualify under Sec.2.1-328 is a legally authorized investment." The General Assembly
during the 1985 session amended Sec. 2.1-328.5 and added Sec. 2.1-328.8. This legislation
authorizes the investment of public funds in overnight, term and open repurchase agreements
which are collateralized with securities that are approved for direct investment.
2. Types of Repurchase Agreements
An overnight repo is one which is written for one day, as its name implies, These are
popular with cash managers seeking to invest funds overnight to meet specific cash needs on the
next day or to combine assets with other investments and incoming cash in larger denominations
for a longer maturity in another instrument. Interest rates tend to be quoted in relationship to the
Fed funds rate, which is the interbank lending rate for bank reserves.
Term repos are written for a specific time period of more than one day. The County uses
term repos usually for maturities for less than 14 days, particularly when bank regulations require
jumbo CDs to be written for at least 14 days with some having 30 -day requirements. Collateral is
adjusted daily to protect the investor.
Open repos are written without a. specific maturity. Either party may end the transaction
on a future date and the amount invested can be changed on a daily basis. Open repos are based
upon a rate that keys off Fed funds or T-bill yields.
3. Know With Whom You Are Investing
The Treasurer must exercise special caution selecting parties to conduct repurchase
transactions with and be able to identify the parties acting as principals to the transactions. A
11
written master repurchase agreement is executed between the County, the bank and the third
party collateral agent.
It is the policy of the County to concentrate its investment efforts to banks located in the
State of Virginia which are under the Virginia statutes for public funds and all banks must be
approved depositories by the State Treasury Board.
4. Collateral
Collateral is the repo's underlying security. Repos are written against specific government
securities as authorized by law. The best collateral from the investor's standpoint is short-term
U.S. Treasury bills which are liquid and not subject to serve price changes.
5. Delivery of Collateral
As a matter of policy, the County must take delivery of the securities purchased through
the agreement if the term of the agreement is more than four (4) days. These investment securities
may be held by the County or placed in a third party custodial account for safekeeping. If the
term is less than four (4) days, such as the overnight repo when third party safekeeping is not
required, the securities may be held in safekeeping by the bank, but must be held for the account
of the County. The repo must be written against specific government securities as authorized
under Sec. 2.1-328. When entering a repurchase agreement where delivery is not required, the
County shall obtain a safekeeping receipt for the specific securities purchased. Pledged securities
under the repurchase agreement must be based on market value, not face value.
6. Risk
Risk is significantly reduced by delivery of underlying securities through physical delivery
to a third party custodian.
Repos shall not exceed 25% of the total investment in the County's investment portfolio
on any one day and no more than 15% with any one institution.
Losses can be limited in doing repos, if not avoided entirely, by following these four basic
:;:
12
rules: (1) operate under the terms of a clearly specified and executed master repurchase
agreement with Commercial Virginia Banks, (2) properly assess counterparties including their
corporate structure and capital strength, (3) use appropriate procedures for obtaining control of
securities, and (4) evaluate securities appropriately and monitor them regularly, making margin
calls when necessary.
III. Prime Bankers' Acceptances
Definition:
This instrument as defined by the Government Finance Officers Association, Committee
on Cash Management in its June 1984 publication Model Investment Legislation is as follows:
"Bankers' acceptances typically are created from a letter of credit in a foreign trade
transaction. For example, a U.S. corporation planning to import goods from abroad requests that
its bank issue a letter of credit on its behalf in favor of the foreign supplier.This letter allows the
foreign vendor to draw a draft on the importer's U.S. bank for payment of the merchandise. Upon
receipt of this letter and draft, the supplier ships the goods and presents the draft at its bank for
discounting, allowing the supplier to receive immediate payment for the shipment. The foreign
bank then forwards the draft to its U.S. correspondent. At this point, the draft is stamped
"accepted", with the U.S. bank incurring an obligation to pay the draft (now a bankers'
acceptance) at maturity.
The accepting domestic bank may buy the acceptance, earning the discount between the
purchase price and face amount to be reimbursed by the U.S. importer. On the other hand, the
acceptance may be sold to a third party, freeing the bank of all but the contingent liability, for
which it collects a small fee. In this case the acceptance--- secured by the bank, the goods
themselves and the importer ---becomes a money market instrument.
In 69 years of use in the United States, the bankers' acceptance has experienced no known
principal loss to investors. There have been instances of counterfeit and fraudulent acceptances.
Government investors are advised to seek bankers' acceptance from money center banks to insure
13
a secondary marketability unless a lesser known local institution offers a yield premium.
Maturities range from 30 to 180 days."
As a matter of policy, one of the banks should be a Virginia bank and the. County should
only purchase bankers' acceptances of banks that have a rating of no lower than B/C as assigned
by Keefe Bruyette or the top local banks.
The maximum percentage of funds to be invested in any one issue shall not exceed five (5)
percent of the total portfolio. These securities will be held by the County's third party custodial
agent in the County's name.
IV. Prime Quality Commercial Paper
Definition
Commercial paper has a history that extends back to colonial times, prior to the existence
of a banking system in America. The precursor of commercial paper was the domestic bill of
exchange, which was used to finance trade as early as the beginning of the eighteenth century.
Bills of exchange allowed the safe and convenient transfer of funds and provided a short-term
loan between the time of purchase and payment for goods. As financial intermediation evolved,
banks and paper brokers began discounting paper. The supply of negotiable paper was held by
commercial banks or by entrepreneurs investing surplus funds.
Commercial paper is a short term unsecured promissory note that is generally sold by large
corporations. In recent years commercial paper has attracted much attention because of its rapid
growth and its use as an alternative to short-term bank loans. The principal issuers of commercial
paper include finance companies, nonfinancial companies and bank holding companies. These
issuers participate in the market for different reasons and in different ways.
Finance companies raise funds on a more -or -less continuous basis in the commercial paper
sales in part to support their consumer and business lending. These commercial paper sales in
part provide interim financing between issues of long-term debentures. Non-financial companies
issue commercial paper at less frequent intervals than do finance companies.
14
These firms issue paper to meet their funding requirements for short-term or seasonal
expenditures such as inventories, payrolls and tax liabilities. Bank holding companies use the
commercial paper market to finance primarily banking related activities such as leasing, mortgage
banking, and consumer finance. The firms issuing paper obtain rating from at least one of three
services, and most obtain two ratings. In most cases, insurers bank their paper one hundred
percent with lines of credit from commercial banks. Present day investors in commercial paper
include money center banks, non-financial firms, investment firms, state and local governments,
private pension funds, foundations and individuals.
The County's policy is to invest only in "prime quality" commercial paper, with a maturity
of two hundred seventy days or less, or issuing corporations organized under the laws of the
United States, or any state thereof including paper issued by banks and bank holding companies.
"Prime quality" shall be as rated by the Moody's Investors Service, Inc. within its ratings
of prime 1 or prime 2 or by Standard and Poor's, Inc. within its ratings of A-1 or A-2 or by Fitch
Investors Service within its ratings of F-1 and F-2. The maximum percentage of funds to be
invested in any one issue shall not exceed five (5) percent of the total portfolio; no more than five
(S) percent of the total portfolio shall be invested in any one issue, and the maximum dollar
amount shall not exceed One Million Dollars. These securities will be held by the County's
third party custodial agent in the County's name. It shall be the county's policy to purchase only
Al - P 1 paper.
Local Government Investment Pool Act Operated Directly By
State Treasurer
A. The Act and its Purpose
1. Introduction
The "Investment of Public Funds and Local Government Investment Pool Act" became
effective January 1, 1981 and provides for a local government investment pool which will produce
additional revenues for localities on short-term investments.
15
The pooling of funds enables governmental entities to avail themselves of the economics
of large-scale investing as well as active, professional management of funds by the State
Treasurer's investment staff.
As a member of the pool, governmental entities are able to take advantage of the
investment facilities of the Commonwealth. Pooled funds are invested in accordance with
Treasury Board investment guidelines for the Commonwealth's general fund monies. This
encompasses third -party delivery of repo collateral and other professional safekeeping
arrangements.
2. Investment Strategies
Investments will be made in conformity with Sec, 2.1-234-4 of the Act. There is a
minimum participation of $5,000.00. The minimum period for investment is one day. Rates of
return vary. Once the account is established, no minimum balance is required. Additional
investments can be made in minimum $1,000 increments. The pool provides liquidity to the
investor with one -day notice of deposit or withdrawal of funds. Instructions are to be called to
the Department of Treasury at (804) 225-3166 before 4:00 p.m. on the business day prior to the
actual transfer of funds.
3. Income Earnings
Accumulated income will be credited to each participant's account monthly. Each locality
will receive a monthly report which will contain the following information:
Average investment balance
Average yield
Gross investment credit
Administrative expenses
Net Investment Credit
Changes in participation made during the preceding month
4. Reserve for losses
16
It is not anticipated that a reserve for losses will be necessary due to restriction on the
quality of investments.
Amendments:
January 28, 1992
December 1, 1992
June 27, 1995
April 22, 1997
G: WTMRNEY\investment policywpd
..1
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Funding Request for Citizen Survey
COUNTY ADMINISTRATOR'S COMMENTS:
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BACKGROUND:
At the instruction of the Board, staff administered a Citizen Satisfaction Survey every other year. Since
the mid 1990s, staff has contracted with various offerors in the administration of this service. Prospective
offerors for the 2001 survey were sent a Request for Proposal (RFP). In the RFP, offerors were instructed
on the scope of work and the necessary components for their proposal. Additionally, offerors were
informed that selection of the firm would be based on the following evaluation criteria:
■ Vendor's ability, capacity and skill to perform the contract and provide the service required
■ Vendor's ability to perform the required services in a cost-effective and efficient manner within
the necessary time frame and budget constraints
■ Character, integrity, reputation, judgment, experience and efficiency of the vendor.
■ Vendor's quality of performance on previous contracts of a similar nature and complexity
■ Cost
■ Quotation completeness (Vendor's thoroughness in addressing the RFP's scope of work)
■ References
Evaluation criteria were based on the standards and requirements defined in the RFP's scope of work.
Those standards and requirements included:
■ Demonstration of track record for facilitating meetings with citizens and/or government on issues
related to government service levels and survey instruments
■ Demonstration of experience with projects that include surveys of government services levels,
citizen surveys and presentations to elected officials and/or citizen committee
■ Ability to be flexible and work within a specified time line and maintain fiscal responsibilities
■ Have experience in designing and developing survey instruments, handling focus groups,
performing surveys of a similar nature and magnitude.
Consult on the instrument design and preparation of the final forinatted version of the survey
instrument (provide County staff with guidance on instrument development)
Pretest to establish average interview time parameter of survey. County wants a ten-minute
telephone survey I
Provide appropriate sized random sample of Roanoke County residents with the margin of error
being no greater than +/- 4% with ability to provide a breakdown of sample group's
characteristics
SUMMARY OF INFORMATION:
Citizen surveys are an important and effective method for monitoring perceptions and beliefs of County
residents. Staff from Budget, Community Relations and Purchasing formed a committee to review the
five responses received. Finns submitting were BKL Research & Consulting, Martin Research, Inc., the
UVa Center for Survey Research, the VCU Center for Public Policy and Virginia Tech's Center for
Survey Research. To present an objective recommendation to the Board, the committee ranked proposals
based on the evaluation criteria. Interviews were conducted with each of the offerors, after which the
committee completed the second and final ranking. Negotiations were then conducted with the top three
ranked offerors to secure the best equitable contract for the County.
Upon completion of negotiations, a Notice of Award has been issued to Martin Research contingent on
the Board appropriating funding for the survey. The survey would be administered to 500 people via the
telephone during the months of September and October. A final summary of survey results would be
presented to the Board within three weeks of the survey being conducted. The County currently has an
instrument from past surveys, which will be updated to ensure modifications to questions are appropriate.
The Board has been sent the 1999 survey for their review and comment.
FISCAL IMPACT:
Staff has negotiated a fee of $12,000 for the survey. Martin Research will work with staff in conducting
the survey with a presentation of a finished, quality report to the Board of Supervisors.
ALTERNATIVES:
1. Appropriate $12,000 from the Board Contingency Fund for the Citizen Satisfaction Survey.
2. Direct staff to postpone the conduction of the survey.
RECOMMENDATION
Staff recommends Alternative One, appropriating $12,000 from the Board Contingency Fund and
awarding the contract to Martin Research. Upon completion of negotiations with the top three offerors,
the committee found the proposal from Martin Research to be the most equitable for the County. Martin
Research conducted the last citizen survey for Roanoke County, which contributes to administration of
the survey in a timely fashion. During the final negotiations, Martin Research added services to their
proposal without a price increase, making their proposal the most cost-effective and competitive for the
services being provided.
Respectfully Submitted by Approved by:
Kathi B. Scearce
Community Relations Director
FA
1Z_ C°xS'-
/Elmer C. Hodge
County Administrator
------------------------------------------------------------------------------------------------------------------
ACTION
VOTE
No Yes Abs
Approved (X) Motion by: Minnix to approve staff Church _ X _
Denied () recommendation Johnson
Received () McNamara_ X _
Referred () Minnix _ X _
To () Nickens _ X _
cc: File
Kathi Scearce, Community Relations Director
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
Gardner Smith, Purchasing Director
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-5.a AUTHORIZING AN AGREEMENT FOR
PROJECT BASED FINANCING BY VIRGINIA'S FIRST REGIONAL
INDUSTRIAL FACILITY AUTHORITY AND AUTHORIZING THE
EXECUTION OF SUCH AGREEMENT
WHEREAS, the Board of Supervisors approved the participation of the County of
Roanoke in Virginia's First Regional Industrial Facility Authority ("the Authority") by
Ordinance No. 081898-8, adopted August 18, 1998, as one of the initial members of the
Authority; and
WHEREAS, the Authority has requested that each of its member jurisdictions
authorize an Agreement for Project Based Financing by the Authority; and,
WHEREAS, the Board of Supervisors has determined that it will be advantageous
for the Authority to be able to provide for project based financing.
NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. The Board of Supervisors of Roanoke County, Virginia hereby approves the
provisions of the Agreement for Project Based Financing by Virginia's First
Regional Industrial Facility Authority that is attached to the letter from the
Authority's legal counsel dated August 16, 2001, provided that the final
agreement shall be in a form the same, or substantially the same, as the one
attached to that letter.
2. The Chairman of the Board of Supervisors and the Clerk of the Board are
hereby authorized, on behalf of the County, to execute and attest,
respectively, such Agreement for Project Based Financing by Virginia's First
Regional Industrial Facility Authority in a form substantially similar to the one
attached to the above referenced letter; such Agreement to be approved as
to form by the County Attorney.
3. This Resolution shall be in full force and effect from the date of its passage.
On motion of Supervisor Nickens to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Joseph B. Obenshain, Sr. Assistant County Attorney
Douglas Chittum, Economic Development Director
Virginia's First Regional Industrial Facility Authority
G: \BOARD\2001 \Aug28\8-28new-river-park# 05a.. doc
b.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-05.b AUTHORIZING AN AMENDMENT TO THE
NEW RIVER VALLEY COMMERCE PARK PROJECT PARTICIPATION
AGREEMENT FOR THE WITHDRAWAL OF WYTHE COUNTY AND
AUTHORIZING THE EXECUTION OF SUCH AGREEMENT
WHEREAS, the Board of Supervisors authorized the participation of the County of
Roanoke in the New River Valley Commerce Park Project ("the Project") which was being
undertaken by Virginia's First Regional Industrial Facility Authority ("the Authority") by
Resolution No. 081099-1, adopted August 10, 1999; and
WHEREAS, the Participation Agreement provides that a participating jurisdiction
may withdraw from the Project as the other participants may unanimously agree; and
WHEREAS, the County of Wythe, Virginia, has requested to withdraw from the
Participation Agreement and the Project and the Authority and the other participants have
agreed to allow such a withdrawal; and
WHEREAS, the Authority has requested the County of Roanoke, along with the
other participating jurisdictions, to authorize an Amendment to the Participation Agreement
allowing the withdrawal of the County of Wythe, Virginia.
NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. The Board of Supervisors of Roanoke County, Virginia, hereby agrees to the
withdrawal of Wythe County, Virginia, from the New River Valley Commerce
Park Project Participation Agreement and to permit some or all of the
remaining participants to purchase the shares of Wythe County in the
Participation Agreement.
2. The Board of Supervisors of Roanoke County, Virginia hereby approves the
provisions of the Amendment to the New River Valley Commerce Park
r
Project Participation Agreement that is attached to the letter from the
Authority's legal counsel dated August 16, 2001, provided that the final
agreement shall be in a form the same, or substantially the same, as the one
attached to that letter.
3. The Chairman of the Board of Supervisors and the Clerk of the Board are
hereby authorized, on behalf of the County, to execute and attest,
respectively, such Amendment to the New River Valley Commerce Park
Project Participation Agreement in a form substantially similar to the one
attached to the above referenced letter; such Agreement to be approved as
to form by the County Attorney.
4. This Resolution shall be in full force and effect from the date of its passage.
On motion of Supervisor Nickens to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE: .�
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Joseph Obenshain, Sr. Assistant County Attorney
Douglas Chittum, Economic Development Director
Virginia's First Regional Industrial Facility Authority
G:\BOARD\2001 \Aug28\8-28new-river-park#05b. doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-6 AUTHORIZING THE CREATION OF AND
FINANCING FORA LOCAL PUBLIC WORKS IMPROVEMENT PROJECT,
THE ORCHARDS, AND AUTHORIZING THE ACQUISITION OF CERTAIN
EASEMENTS, EITHER BY DONATION OR BY PURCHASE
WHEREAS, Ordinance 112288-7 authorizes the financing of local public works
improvements and the imposition of special assessments upon abutting property owners
upon the adoption of an appropriate ordinance by the Board of Supervisors; and
WHEREAS, the County Administration has negotiated the extension of the public
sewer system to The Orchards community; and
WHEREAS, the extension of the public sewer system and the creation of a special
utility (sewer) service area will alleviate a critical public health and safety problem; and
WHEREAS, several of the residents have requested that the County allow them to
pay their portion of the costs of connection to the public sewer system over ten years at an
interest rate of 8%; and
WHEREAS, the first reading of this Ordinance was held on August 14, 2001, and
the second reading was held August 28, 2001; and
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That pursuant to the authority of Ordinance 112288-7, the Board authorizes
and approves a local public works improvement project, namely, public sewer extension
GABOARM2001 \Aug28\8-28orchards#06.doc
for The Orchards community. The total construction cost of this public sewer project is
estimated to be $144,000, to be initially financed as follows:
Citizen Participation (12 at $6,050 each)
$72,600
Advance from the Public Works
Participation Fund
$71,400
TOTAL
$144,000
That there is hereby appropriated for this project the sum of $71,400 from the Public
Works Participation Fund. Any citizen participation under paragraph 3. will be advanced
as a loan from the Sewer Fund.
2. That the "Project Service Area" is shown and designated on the attached plat
entitled "The Orchards Sewer Line Extension Project" prepared by the Roanoke County
Utility Department, attached hereto as Exhibit A. The Orchards Sewer Line Extension
Project Area is created for a period of ten (10) years. Any owner of real estate within this
service area may participate in and benefit from the public sewer extension to this service
area by paying at a minimum the sum of $6,800 ($6,050 toward construction costs plus,
plus $750 toward the off-site facility fee) said costs to be paid in full and in advance of
connection to the public sewer extension.
3. That the Board authorizes and approves the payment by the property owners
in the project service area who elect to participate on or before November 27, 2001 of their
portion of the cost of extending the public sewer system to their properties in accordance
with the following terms and conditions:
GABOARD\200 RAug28\8-28orchards#06.doc 2
(a) That $5,000 per property owner/residential connection may be financed for
10 years at an interest rate of 8% per annum. Down payment of $1,800 will be applied first
to the off-site facility fee, and then toward the construction cost.
(b) Property owners agree to execute a promissory note or such other instrument
as the County may require to secure this installment debt.
(c) Property owners further agree to execute such lien document or instrument
as may be required by the County; said lien document or instrument to be recorded in the
Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or
document shall secure the repayment of the promissory note by the property owners to the
County and shall be a lien against the property of the owners. Property owners also agree
to pay the County any Clerk's fees or recordation costs which may be required to record
any lien instrument or documents in the Office of the Clerk of the Circuit Court.
(d) Property owners who wish to participate after the November 27, 2001
deadline (other than new property owners) shall pay a minimum of $9,062.50 ($7,562.50
construction costs) plus the off-site facility fee in effect at that time (currently $1,500).
4. That the payment by citizens in the project service area, in excess of the
twelve (12) anticipated in this ordinance, who elect to participate shall be made to the
various funds as follows: The off-site facility fee shall be returned to the Sewer Fund, and
payment of the construction costs shall be returned to the Public Works Participation Fund
until such time as the advance has been repaid; any further payment of construction costs
shall be returned to the Sewer Fund.
5. That the acquisition and acceptance of the necessary water and sewer line
easements, as shown on the attached map for the Orchards Project, either by donation or
G:\BOARD\2001\Aug28\8-28orchards406.doc 3
by purchase pursuant to paragraph 6 of this ordinance, is hereby authorized across the
following properties, referenced by tax map number:
Address Tax Map Number
5011 Jonathan Lane
40.09-01-35
5019 Jonathan Lane
40.09-01-34
5027 Jonathan Lane
40.09-01-33
5035 Jonathan Lane
40.09-01-32
5043 Jonathan Lane
40.09-01-31
5051 Jonathan Lane
40.09-01-30
5125 Jonathan Lane
40.09-01-22
5137 Jonathan Lane
40.09-01-21
5133 Appletree Drive
40.10-01-40
5141 Appletree Drive
40.10-01-41
5149 Appletree Drive
40.10-01-42
5203 Appletree Drive
40.10-01-43
5209 Appletree Drive
40.10-01-44
5047 Labradore Drive
40.09-03-06
5214 Orchard Hill Drive
40.10-03-60
5220 Orchard Hill Drive
40.10-03-59
6. That the consideration for these easement acquisitions shall not exceed a
value equal to 40% of the current tax assessment for the property to be acquired plus the
cost of actual damages, if any, or the amount determined by an independent appraisal; and
7. That the consideration for these easements shall be paid from the Sewer
Repair and Replacement Fund; and
8. That the County Administrator is authorized to take such actions and execute
such documents as may be necessary to accomplish the purposes of this transaction, all
upon form approved by the County Attorney.
On motion of Supervisor Johnson to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
G ABOARM200I \Aug28\8-28orchards#06.doc 4
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Gary Robertson, Director, Utility
Arnold Covey, Director, Community Development
Paul M. Mahoney, County Attorney
G ABOARD120011Aug2818-28orchards#06.doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801- 7 APPROVING AND
CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS
AGENDA FOR THIS DATE DESIGNATED AS
ITEM J -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
August 28, 2001 designated as Item J - Consent Agenda be, and hereby is, approved
and concurred in as to each item separately set forth in said section designated Items 1
through 10, inclusive, as follows:
Approval of minutes for July 24, 2001 and July 30, 2001
2. Confirmation of committee appointment to the Industrial Development
Authority
3. Acceptance of a $6,700 TRIAD grant from the Department of Criminal
Justice Services to assist with the Roanoke Valley TRIAD program.
4. Acceptance of $695.01 into the Police Department budget received during
the Police Department Open House.
5. Acceptance and appropriation of a $34,628 Bureau of Justice Assistance
block grant for law enforcement support.
6. Acceptance and appropriation of $2,711.28 grant funding from the Virginia
Department of Health for reimbursement of EMS Training Equipment.
7. Acceptance and appropriation of $4,585.50 grant funding from the Virginia
Department of Health for reimbursement of vehicle extrication equipment
for Hollins Fire and Rescue.
8. Request to approve the annual performance contract with Blue Ridge
Behavioral Healthcare.
9. Acceptance and appropriation of $12,000 School Grant from the
Department of Education to improve outcomes for students who have a
full range of abilities and needs.
10. Acceptance and appropriation of $15,675 tuition for the Schools Preschool
Program.
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 McNamara to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
1;4/•
Mary H. Allen, CMC
Clerk to the Board of Supervisors
CC: File
Chief Ray Lavinder, Police Department
Chief Richard Burch, Fire and Rescue Department
John Chambliss, Assistant County Administrator
Linda Weber, School Superintendent
Patricia Radcliffe, Roanoke County Schools
Beth Umbarger, Roanoke County Schools
A -082801-7.b
ITEM NUMBER:
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance and appropriation of a TRIAD grant from the Department of
Criminal Justice Services to assist with the Roanoke Valley TRIAD
program.
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The Roanoke County Police Department applied for a TRIAD assistance grant from the Virginia
Department of Criminal Justice Services and the Virginia Attorney General's Office. This grant
is to support the work of the Roanoke Valley TRIAD program. TRIAD is a nationally
recognized alliance of senior citizens and law enforcement officers, for the purpose of enhancing
the quality of life for all senior citizens. The grant has been approved by the Virginia Department
of Criminal Justice Services for the amount of $6,700.00.
FISCAL IMPACT:
The grant is for $5,025.00 in federal funds, and $1,675.00 in local matching funds. The total
amount is $6,700.00. The criteria of the grant requires a match of local funds and is for a 12
month period. The local snatch will be taken out of existing Police Department funds. No
additional funds will by requested.
STAFF RECOMMENDATION:
The Staff recommends acceptance and appropriation of the grant from the Virginia Department
of Criminal Justice Services.
SUBMITTED BY:
APPROVED:
James R. Lavinder lmer C. Hodge
Chief of Police County Administrator
Approved (X)
Denied ( )
Received ( )
Referred ( )
To ( )
Motion by: McNamara to approve
staff recommendation.
CC: File
Ray Lavinder, Police Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
ACTION
VOTE
No
Yes Abs
Church —
X _
Johnson _
X _
McNamara_
X _
Minnix _
X _
Nickens
X
A -082801-7.c
ITEM NUMBER: T—
AT
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Request to appropriate $695.01 received during the Police
Department's Open House
COUNTY ADMINISTRATOR'S COMMENTS:
i
BACKGROUND:
At the Police Department's Open House in October 2000, money was received from the sale of
food, tee shirts, and other events. The Finance Department needs approval from the Board to
place this money into a Police Department account for future spending.
SUMMARY OF INFORMATION:
The Police Department received $695.01 from sales during the Open House and cannot use these
financial resources until the Finance Department receives approval from the Board of
Supervisors.
FISCAL IMPACT:
Appropriation of $695.01 will be added to the Police Department's budget.
STAFF RECOMMENDATION:
Staff recommends appropriation of Open House proceeds of $695.01
SUBMITTED BY:
APPROVED:
Ray Lavindern,.',,,r.' a_
Chief of Police lmer C .Hodge
County Administrator
Approved (X)
Denied ( )
Received ( )
Referred ( )
To ( )
Motion by: McNamara to approve
staff recommendation.
CC: File
Ray Lavinder, Police Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
ACTION
VOTE
No
Yes Abs
Church _
X
Johnson _
_
X
McNamara_
_
X
Minnix _
_
X
Nickens
_
X
A -082801-7.d
A
ITEM NUMBER:
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance of the Bureau of Justice Assistance (BJA) block grant
by the Police Department for law enforcement support.
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
The Roanoke County Police Department applied for a BJA grant to provide law enforcement
support. The grant will be used to provide overtime funds for additional community policing
efforts. The grant has been approved for the amount of $34,628.
SUMMARY OF INFORMATION:
The Local Law Enforcement Block Grant (LLEBG) Program is administered by the Bureau of
Justice Assistance. The purpose of the LLEBG Program is to provide units of local government
with funds to underwrite projects to reduce crime and improve public safety. The Police
Department applied for funding and received approval.
FISCAL IMPACT:
The final award amount is for $34,628 in federal funds to be matched with $3,848 in local funds.
The local match will be provided from existing Police Department funds.
STAFF RECOMMENDATION:
Staff recommends acceptance of the grant from the Bureau of Justice Assistance and
appropriation of the funds.
SUBMITTED BY:
APPROVED:
Ray Lavinder s P �� >y_ CC- 4e',
Chief of Police lmer C. Hodge
County Administrator
1� _
No
Approved (X) Motion by: McNamara to approve Church _
Denied () staff recommendation. Johnson
Received () McNamara_
Referred () Minnix _
To () Nickens
CC: File
Ray Lavinder, Police Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
J-15
ACTION
VOTE
Yes Abs
X _
X
X _
X _
X
A -082801-7.e
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance of Grant Funds for reimbursement of EMS
Training equipment for the Fire & Rescue Department.
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
Special training equipment is required for the County's Paramedics to ensure that
their advanced life support (ALS) skills are maintained at a high level of
proficiency. The training equipment allows the Department's Paramedics to
perform a number of ALS procedures in a training environment. Adequate
training equipment is essential to ensure the highest level of care to the citizens
and visitor of Roanoke County.
SUMMARY OF INFORMATION:
The Virginia Department of Health, Office of Emergency Medical Services
awarded the Fire and Rescue Department a matching grant ($2,711.28) to
purchase EMS Training equipment. The Training equipment consists of two (2)
ALS baby manikins and one (1) ALS adult manikin. These manikins are
designed to allow IV cannualation, endotracheal intubation, chest
decompression, and EKG rhythm interpretation.
FISCAL IMPACT:
The Department has budgeted funds for the 50% match that the State requires
for the Grant.
STAFF RECOMMENDATION:
Staff recommends appropriation of the reimbursement funds in the amount of
$2,711.28 to the Fire and Rescue Department's budget.
Submitted by, Approved by,
Richard E. Burch, Jr. Elmer C. Hodge
Chief, Fire and Rescue County Administrator
ACTION
VOTE
No Yes Abs
Approved (X) Motion by: McNamara to approve Church — X _
Denied () staff recommendation. Johnson — X _
Received () McNamara_ X _
Referred () Minnix — X
To () Nickens X
CC: File
Rick Burch, Fire and Rescue Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
A-082801-71
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance of Grant Funds for reimbursement of vehicle
extrication equipment for the Hollins Fire and Rescue Station
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
Over the last few years the number of severe vehicle accidents have increased
along the 1-81 corridor in the Hollins area. These accidents have required
specialized rescue equipment to extricate victims trapped in crushed vehicles.
Grants have been requested to purchase new extrication equipment (Jaws of
Life) for the first due fire engines around the County. The first grant has been
approved for the equipment to be placed at the Hollins Fire and Rescue Station.
SUMMARY OF INFORMATION:
The Virginia Department of Health, Office of Emergency Medical Services
awarded the Fire and Rescue Department a matching grant ($4,585.50) to
purchase vehicle extrication equipment. This equipment will allow rapid
extrication of victims when the squad units are unable to be sent to the scene of
an accident. This equipment will be utilized by both the volunteer and career
staff. It is hoped that other grants will be approved to continue the placement of
such equipment throughout the County.
FISCAL IMPACT:
The Department has budgeted funds for the 50% match that the State required
for the Grant.
STAFF RECOMMENDATION:
Staff recommends the appropriation of the reimbursement funds in the amount of
$4,585.50 to the Fire and Rescue Department's budget.
Submitted by,
Richard E. Burch, Jr.
Chief, Fire and Rescue
Approved by,
Elmer C. Hodge
County Administrator
ACTION
VOTE
No Yes Abs
Approved (X) Motion by: McNamara to approve Church _ X
Denied () staff recommendation. Johnson _ X _
Received () McNamara_ X _
Referred () Minnix _ X
To () Nickens _ X _
CC: File
Rick Burch, Fire and Rescue Department
Brent Robertson, Budget Director
Diane Hyatt, Chief Financial Officer
A -082801-7.g
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 28, 2001
AGENDA ITEM:
Request to Approve the Annual Performance Contract with Blue
Ridge Behavioral Healthcare
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND:
Blue Ridge Behavioral Healthcare (BRBH) serves as the local Community Services
Board (CSB) serving Roanoke City, Salem, Botetourt County, Craig County and Roanoke
County. They provide the services prescribed by the State's Department of Mental
Health, Mental Retardation, and Substance Abuse Services.
The local CSB can function in one of three methods as prescribed by the State,
but must serve each of its member localities in the same manner. Administratively,
the localities recommended, and last year each of the localities approved, the
"Operating CSB" form whereby the CSB employs its own staff and provides services
directly or through contracts with other providers. It is not a city or county
government department and the powers and duties are enumerated in Section 37.1-
197.A of the Code of Virginia. The other options would have been to establish the
board as an "Administrative Policy CSB" whereby the employees would be city or
county employees, or as a "Policy - Advisory CSB" which has no operational powers or
duties. Staff felt that the present working arrangement provides the most
comprehensive and effective service delivery system for our region and this was the
method approved.
Each year, BRBH is required to provide a Performance Contract with the State
Department of Mental Health, Mental Retardation and Substance Abuse Services
depicting the services that they anticipate providing to their member agencies. A copy
of this agreement has been placed in the Board Reading File for your review. The
County of Roanoke provides $117,755 in its FY 2001-02 budget for our contribution
-r"
'j _..
toward these services. This money is leveraged by BRBH to match other state and
federal monies to provide or purchase services needed by residents of our community.
As one of the localities making up the BRBH, Roanoke County is being asked to
approve their plan for FY 2001-02.
FISCAL IMPACT:
None. $117,755 is included in the County's FY 2001-02 Budget as our
contribution to BRBH which is part of the local money included in their plan.
RECOMMENDATIONS:
Staff recommends approval of the FY 2001-02 annual performance contract of
Blue Ridge Behavioral Healthcare with the Virginia Department of Mental Health,
Mental Retardation, and Substance Abuse Services.
Respectfully submitted,
John M. Chambliss, Jr.
Assistant Administrator
Approved by,
Elmer C. Hodge
County Administrator
ACTION
No
Approved (X) Motion by: McNamara to approve Church
Denied () staff recommendation. Johnson
Received () McNamara_
Referred () Minnix
To () Nickens _
CC: File
John Chambliss, Assistant County Administrator
Blue Ridge Behavioral Healthcare File
VOTE
Yes Abs
X _
X _
X _
X _
X
A -082801-7.h
ITEM NUMBER
MEETING DATE: August 28, 2001
AGENDA ITEM: Acceptance by the Schools and appropriation of
$12,000 grant funds for Special Education Programs
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND: Roanoke County Schools has partnered with the
Virginia Institute for Developmental Disabilities at Virginia
Commonwealth University to apply for a U.S. Department of
Education Model Demonstration Project Grant. The grant, entitled
School By School is designed to develop a model school of reform
that focuses on improving the outcomes for all students who have
a full range of abilities and needs. The three schools involved
are W. E. Cundiff Elementary, Glenvar Middle and William Byrd
High schools.
SUMMARY OF INFORMATION: The amount allocated for each school is
$4,000 or $12,000 for the first year. Additional allocations
will be negotiated.
FISCAL IMPACT: None, no local matching required.
STAFF RECOMMENDATION: Appropriation of the $12,000 School by
School Grant to the Grant Fund.
Dr. Patricia Radcliffe
Director of Pupil Personnel and
Special Education
-------------------
Elmer C. Hodge
County Administrator
ACTION
VOTE
No
Yes Abs
Approved
(X) Motion by: McNamara to approve
Church _
X _
Denied
( ) staff recommendation.
Johnson _
X _
Received
( )
McNamara_
X _
Referred
( )
Minnix _
X _
To
( )
Nickens
X
cc:
File
Patricia Radcliffe, Roanoke County Schools
Diane D. Hyatt, Director, Finance
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
A -082801-7.i
ITEM NUMBER T-10
MEETING DATE: August 28, 2001
AGENDA ITEM: Appropriation of Preschool Program Funding
COUNTY ADMINISTRATOR'S COMMENTS:
BACKGROUND: Roanoke County operates 11 preschool classrooms.
Each program provides services for 14 preschool children. Prior
to August 2000, the program served only children with special
needs. Currently 7 classrooms are integrated serving 7 children
of normal development funded by the Preschool Initiative Grant.
Four classrooms remain segregated. Licensure from the Department
of Social Services has been obtained to operate as a State
Licensed Preschool Program to enable the acceptance of tuition
paying children.
SUMMARY OF INFORMATION: Opening 28 slots to preschool children
who pay tuition will provide an inclusive setting in the
remaining four segregated classrooms. The proceeds from the
tuition will be used to expand and enhance our program.
FISCAL IMPACT: The tuition received will offset the cost of the
program.
STAFF RECOMMENDATION: Appropriation of $15,675 received from
tuition students to the Preschool Program.
Mrs. Beth Umbarger
Curriculum Supervisor
ACTION
Elmer C. Hodge
Countv Administrator
No
Approved (X) Motion by: McNamara to approve Church _
Denied ( ) staff recommendation. Johnson _
Received ( ) McNamara_
Referred ( ) Minnix _
To ( ) Nickens
cc: File
Patricia Radcliffe, Roanoke County Schools
Diane D. Hyatt, Director, Finance
Dr. Linda Weber, School Superintendent
Brenda Chastain, Clerk, School Board
VOTE
Yes Abs
X
X _
X _
X _
X
L. E.A.P. Program
Yearly Projected Budget
Estimated Annual Revenue• $15,675.00
Current Enrollment:
Weekly Tuition:
Weeks per Year:
Enrollment Fees:
Expenditures:
Food:
Materials:
five children
$85.00
36
$75.00 per child
$1,350.00
$14,325.00
*This budget is based on current enrollment.
Dear Board Members:
OFFICE OF DIVISION SUPERINTENDENT
5937 Cove Road.
Roanoke, Virginia 24019
Phone: (540) 562-3700 Fax: (540) 562-3994
July 13, 2001
Attached you will find an information sheet regarding the proposal to include Roanoke
County Employees' children in our preschool program. This endeavor began as an effort to
provide inclusive settings for the preschool children with disabilities enrolled in our school
system. With the reauthorization of IDEA in 1997, the mandate emphasized the importance
of educating preschool children in natural environments with normally developing peers.
We have accomplished this in seven out of eleven of our preschool classrooms by educating
together seven children with disabilities and seven "at risk" children funded by the Preschool
Initiative Grant. We are unable at his time to accept any additional Preschool Initiative
children due to funding.
During a brainstorming meeting with Dr. Weber several months ago, we decided to
investigate the idea of including children of employees' to provide an inclusive environment
for the remaining four classrooms. We also noted the great benefits this would provide to
employees in terms of their children being ui a quality preschool program near their place of
employment.
During the March 19, 2001 board meeting, I presented this concept to you and
requested permission to pursue State Licensure, which is necessary to operate this program.
I have obtained licensure for Bonsack, Green Valley, Mt. View and Back Creek as State
Licensed Preschool Programs.
This expansion of our Preschool Program will not only provide inclusive environments
for our preschool children with disabilities but affordable and quality preschool experiences
for the children of our employees. As all children learn and grow together, it is my greatest
hope that this program will promote diversity and teach acceptance, thereby breaking down
the barriers of discriminations that sometimes exist in our community.
Sincerely,
/3SJ7� a,*ea��
Beth Umbarger
Curriculum Supervisor
Roanoke County
Employee's Preschool Program
Information Sheet
• The preschool program will follow the Roanoke County School
Academic Calendar for the 2001-2002 school year.
• Locations: Back Creek, Green Valley, Mt. View and Bonsack
Elementary Schools
• Hours of preschool operations will be from 7:30 a.m.-2:15 p.m. each
day
• After school care will be provided for tuition preschool children only
until 4:30 p.m.
• Children must be three years old by September 30th of the attending
year.
• The teacher to student ratio will not exceed 16:3
• Instruction will be designed to address the cognitive, social, emotional
and motor development of the children
�0005
• Tuition will be -ger week excluding summer break and breaks
which exceed 5 or more days
• Tuition will be paid monthly.
• The cost of meals and snacks are included in the child's tuition
• Transportation will be provided by the parents
• If more then 28 applications are submitted each year, a lottery system
will be used to determine enrollment.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-8 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
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 2.1-344.1 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed 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 closed meeting which this certification resolution
applies, and
2. Only such 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.
On motion of Supervisor Johnson to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Closed Meeting File
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
RESOLUTION 082801-9 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
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 2.1-344.1 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed 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 closed meeting which this certification resolution
applies, and
2. Only such 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.
On motion of Supervisor Nickens to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Closed Meeting File
M
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-10 DENYING A SPECIAL USE PERMIT
TO AMERICAN TOWER CORP. TO CONSTRUCT A
BROADCAST TOWER ON 34.83 ACRES LOCATED ON THE
BENT MOUNTAIN SUBSTATION, 8920 WILLETT LANE, (TAX
MAP NO. 103.00-1-5), WINDSOR HILLS MAGISTERIAL DIS-
TRICT
WHEREAS, American Tower Corp. has filed a petition for a special use permit to
construct a 180 -foot monopole broadcast tower to be located at the Bent Mountain
Substation, 8920 Willett Lane, (Tax Map No. 103.00-1-5) in the Windsor Hills Magisterial
District; and
WHEREAS, the Planning Commission held a public hearing on this matter on July 3,
2001 and on August 7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matter was held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board, by unanimous vote, denies the petition of American Towner
Corporation to obtain a Special Use Permit.
On motion of Supervisor McNamara to denythe ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
G:\BOARD\2001\Aug28\8-28American Tower#10.doc
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\American Tower SUP.doc
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-11 GRANTING A SPECIAL USE PERMIT
TO THE COMMUNITY OF FAITH FOR A RELIGIOUS
ASSEMBLY USE TO BE LOCATED AT 5343 FALLOWATER
LANE (TAX MAP NO. 77.19-1-20.2), CAVE SPRING
MAGISTERIAL DISTRICT
WHEREAS, The Community of Faith has filed a petition for a special use permit for
a religious assembly use to be located at 5343 Fallowater Lane (Tax Map No. 77.19-1-20.2)
in the Cave Spring Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on August
7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matter was held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board finds that the granting of a special use permit to The Community
of Faith for a religious assembly use to be located at 5343 Fallowater Lane (Tax Map No.
77.19-1-20.2) in the Cave Spring Magisterial District is substantially in accord with the
adopted 2000 Community Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code
of Virginia, as amended, and said Special Use Permit is hereby approved with the following
conditions:
2. That this ordinance shall be in full force and effect thirty (30) days after its final
G:\BOARD\2001\Aug28\community.faith. sup. doc 1
passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance
be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the
zoning district map to reflect the change in zoning classification authorized by this ordinance.
On motion of Supervisor Minnix to adopt the ordinance with condition 1 (A) deleted
from the ordinance and carried by the following recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\community.faith.sup.doc 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-12 DENYING A SPECIAL USE PERMIT
TO HUGH R. ELSEA AND CAROLYN ELSEA FOR A PRIVATE
HORSE STABLE ON 2.99 ACRES TO BE LOCATED AT 3663
CHAPARRAL AVENUE (TAX MAP NO. 87.09-3-3), CAVE
SPRING MAGISTERIAL DISTRICT
WHEREAS, Hugh R. Elsea and Carolyn Elsea have filed a petition for a special use
permit for a private horse stable to be located at 3663 Chaparral Avenue (Tax Map No.
87.09-3-3) in the Cave Spring Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on August
7, 2001; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading
on this matter on July 24, 2001; the second reading and public hearing on this matter was held
on August 28, 2001.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board, by unanimous vote, denies the petition of Hugh R. and Carolyn
Elsea to obtain a Special Use Permit.
2. That the Petitioner will be given 30 days following the birth of the foal to remove
all horses from the property.
On motion of Supervisor Minnix to deny the ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
G:\BOARD\2001\Aug28\elsea.stable.sup.doc 1
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
G:\BOARD\2001\Aug28\el sea. stable.sup.doc 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, AUGUST 28, 2001
ORDINANCE 082801-13 TO CHANGE THE ZONING
CLASSIFICATION OF A 1.13 -ACRE TRACT OF REAL
ESTATE LOCATED AT 5681 STARKEY ROAD, (TAX MAP
NO. 87.18-1-40) IN THE CAVE SPRING MAGISTERIAL
DISTRICT FROM THE ZONING CLASSIFICATION OF C-1
OFFICE DISTRICT WITH CONDITIONS TO THE ZONING
CLASSIFICATION OF C-1 WITH CONDITIONS UPON THE
APPLICATION OF RA -DE DIV., LTD., T/A PERFECT TOUCH.
WHEREAS, the first reading of this ordinance was held on July 24, 2001, and the
second reading and public hearing were held August 28, 2001; and,
WHEREAS, the Roanoke County Planning Commission held a public hearing on this
matter on August 7, 2001; and
WHEREAS, legal notice and advertisement has been provided as required by law.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the zoning classification of a certain tract of real estate containing 1.13
acres, as described herein, and located at 5681 Starkey Road (Tax Map Number 87.18-1-
40) in the Cave Spring Magisterial District, is hereby changed from the zoning classification
of C-1 Office District with conditions, to the zoning classification of C-1, Office District with
conditions.
2. That this action is taken upon the application of RA -DE Div., Ltd., T/A Perfect
Touch. 3. That the owner of the property has voluntarily proffered in writing the
following conditions which the Board of Supervisors of Roanoke County, Virginia, hereby
accepts:
GAB0ARD\2001\Aug28\8-28RA-DE Div#13.doc 1
(1) That the existing residence on the property would be used for the office
use with no additions with the exeeption of irnproving the parking on the
propert •
(2) That there will be no printing in connection with the business operation.
(3) That existing strueture will be utilized without enlargefflent. The
existing house structure is limited to future enlargement not to exceed 100
square feet and shall be built behind the front line of the existing house.
(4) The square footage of signs shall not exceed 24 square feet.
portable or temporary signs shall be installed. Signage shall be limited to
24 square feet, 5 feet in height. Monument style sign shall be required.
(5) The cinder block garage to the rear of the existing dwelling will be used
only in connection with the operation of the business on the property and
will not be leased to outside businesses.
(6) All on-site parking shall occur to the rear of the front line of the existing
dwelling. If petitioners choose to construct additional parking, that parking
shall be of a pervious surface.
(7) Landscaping is to be planted to provide a visual buffer between the
existing parking lot and Starkey Road. Landscaping shall include at a
minimum, 1-2 Leyland Cyprus or other evergreen type tree, not to include
white pine, and 3-4 deciduous or evergreen bushes planted along the
eastern side of the parking lot.
4. That said real estate is more fully described as follows:
BEGINNING at a point on the westerly side of Starkey Road, Virginia
Secondary
Rt. 904 at the Southeasterly corner of the property now or formerly known
as the
Baptist Parsonage; thence with the westerly side of Starkey Road South 24
16' West 154 feet to a point in the center of a dry branch; thence leaving
Starkey Road North 73' 30' West 310.6 feet to a point; thence North 210 37'
East 191.75 feet to a point; thence South 66' 33' East 316.6 feet to the
point and place of beginning
5. That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed
GABOARD\2001\Aug28\8-28RA-DE Div#13.doc 2
to amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
On motion of Supervisor Minnix to adopt the ordinance, and carried by the following
recorded vote:
AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, CMC
Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Janet Scheid, Senior Planner
John W. Birckhead, Director, Real Estate Valuation
Paul M. Mahoney, County Attorney
GAB0ARD\2001 \Aug28\8-28RA-DE Div#13.doc