HomeMy WebLinkAbout11/9/1999 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER,
TUESDAY, NOVEMBER 9, 1999
ORDINANCE 110999-1 AUTHORIZING AND APPROVING THE
RESIDENTIAL LEASE OF THE LOG CABIN AND APPROXIMATELY ONE
ACRE OF REAL ESTATE LYING GENERALLY IN THE SOUTHEAST
CORNER OF THE ROANOKE COUNTY CENTER FOR RESEARCH AND
TECHNOLOGY PROPERTY (TAX MAP #54.00-1-2) IN THE CATAWBA
MAGISTERIAL DISTRICT OWNED BY THE BOARD OF SUPERVISORS
OF ROANOKE COUNTY
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of
a tract of land, containing 457.60 acres, being located in the Catawba Magisterial District
and designated on the Roanoke County Land Records as Tax Map No. 54.00-1-2, which
is being developed for economic development purposes as the Roanoke County Center
for Research and Technology; and,
WHEREAS, by Ordinance # 031098-7, the Board of Supervisors authorized the
continued rental of the three residences on the property until such time as construction
would begin and require termination; and,
WHEREAS, the leases for 5365 Glenmary Drive and 5393 Glenmary Drive were
terminated by the County, effective November 1, 1999, to permit commencement of
construction; and,
WHEREAS, the lease for the log cabin at 4958 Glenvar Heights Boulevard was
terminated by the tenant effective July 31, 1999; and,
WHEREAS, the log cabin is outside the scope of the first phase of development and
thus does not require any change in the current use of the log cabin for rental purposes;
and,
WHEREAS, it would serve the public interest for the County to have this residence
occupied and maintained, and to receive fair market value rental payments, until such time
as this property may be needed for economic development purposes; and,
WHEREAS, on December 2,1997, the Board authorized creation of a self balancing
account entitled Glenn Mary Capital Account for acceptance of rent payments and
expenditure of the funds on maintenance of the property; and,
WHEREAS, Section 18.04 of the Roanoke County Charter directs that the
acquisition or conveyance of an interest in real estate, including leases, shall be
accomplished by ordinance; the first reading of this ordinance was held on October 26,
1999; and the second reading was held on November 9, 1999.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. Thattermination of the lease dated March 25,1998, forthe residence at4958
Glenvar Heights Boulevard, to Matthew and Danielle Stanley, is hereby approved as of July
31, 1999.
2. That lease of the residence (log cabin) and approximately 1 acre of land,
having the address of 4958 Glenvar Heights Boulevard, to Lynne Connell, on a month to
month basis for a monthly rental of $550.00 to be paid into the Glenn Mary Capital Account,
is hereby authorized and approved.
3. That the County Administrator or an Assistant County Administrator is hereby
authorized to execute a lease agreement on behalf of the Board of Supervisors of the
County of Roanoke and to execute such other documents and take such further actions as
2
are necessary to accomplish this transaction, all of which shall be upon form and subject
to the conditions approved by the County Attorney.
4. That this ordinance shall be effective on and from the date of its adoption.
On motion of Supervisor Harrison to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens
NAYS: None
ABSENT: Supervisor Johnson
A COPY TESTE:
&,,k . �4,4�n,
Brenda J. Holto , CMC
Deputy Clerk to the Board of Supervisors
cc: File
Melinda J. Cox, Economic Development Specialist
Diane D. Hyatt, Director, Finance
John W. Birckhead, Director, Real Estate Assessment
Paul M. Mahoney, County Attorney
3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, NOVEMBER 8, 1999
ORDINANCE 110999-2 AUTHORIZING THE CREATION OF AND
FINANCING FORA LOCAL PUBLIC WORKS IMPROVEMENT PROJECT,
CLEARBROOK LANE WATER LINE EXTENSION PROJECT
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
water system to the Clearbrook Lane community; and
WHEREAS, the extension of the public water system and the creation of a special
utility (water) service area will alleviate a critical public health and safety problem; and
WHEREAS, funding is available through the State of Virginia, Drinking Water State
Revolving Fund Program; 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 water system over twenty years
at an interest rate of 4%, which are the terms of the loan from the Commonwealth of
Virginia; and
WHEREAS, the first reading of this Ordinance was held on October 26, 1999, and
the second reading was held November 9, 1999; and
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1
1. That the County Administrator be, and hereby is, authorized and directed to
take such actions and execute such documents as may be necessary to secure a loan from
the Commonwealth of Virginia, Drinking Water Revolving Fund Program in the amount of
$207,000 at an interest rate of 4% and for a term of twenty years; and
2. That pursuant to the authority of Ordinance 112288-7, the Board authorizes
and approves a local public works improvement project, namely, public water extension for
the Clearbrook Lane community. The total construction cost of this public water project is
estimated to be $207,000, to be initially financed as follows:
Citizen Participation (10 at $5,155 each)
$51,550
Loan from Water Fund
$155,450
TOTAL
$207,000
That there is hereby appropriated for this project the sum of $207,000 from the
Water Fund; it being the Board's intention to reimburse itself from the proceeds of the
Commonwealth of Virginia, Drinking Water State Revolving Fund Program for certain
expenditures made and/or to be made in connection with extension of the public water
system and the creation of the special utility service area. Any citizen participation under
paragraph 3. will be advanced as a loan from the Water Fund.
2. That the "Project Service Area" is shown and designated on the attached plat
entitled "Clearbrook Lane Water Extension Project - Map A" prepared by the Roanoke
County Utility Department, dated October 26, 1999, and identified as Exhibit 1. The
Clearbrook Lane Water 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 water extension to this service area by paying at a minimum the sum of $6,500
2
($5,155 toward construction costs plus [$30 x length of road frontage in excess of 250 feet],
plus $1,345 toward the off-site facility fee) said costs to be paid in full and in advance of
connection to the public water 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 February 9, 2000, of their
portion of the cost of extending the public water system to their properties in accordance
with the following terms and conditions:
(a) The total amount per property owner/residential connection may be financed
for 20 years at an interest rate of 4% per annum.
(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 February 9, 2000 deadline
(other than new property owners) shall pay a minimum of $6,186 ($5,155 construction
costs plus 20% plus $30 x length of road frontage in excess of 250 feet) plus the off-site
facility fee in effect at that time.
3
4. That the payment by citizens in the project service area who elect to
participate shall be made to the Water Fund. Any off-site facility fee collected on this
project shall be returned to the Water Fund.
5. 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.
6. That this Ordinance shall take effect upon receipt of funding from the
Commonwealth of Virginia, Drinking Water State Revolving Fund Program, and compliance
with the provisions of the Public Finance Act (Chapter 26, Title 15.2 of the 1950 Code of
Virginia, as amended) with respect to the creation of this revenue bond debt by the County.
On motion of Supervisor Minnix to adopt the ordinance, and carried by the following
recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens
NAYS: None
ABSENT: Supervisor Johnson
A COPY TESTE:
IAI A n' k�"4N,-
Brenda J. Holto , CMC
Deputy Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Terry Harrington, County Planner
John W. Birckhead, Director, Real Estate Assessment
Paul M. Mahoney, County Attorney
FA
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MAP $'A"
Option 1 Service Area
INTERESTED IN
PUBLIC WATER
SCALE: NOT TO SCALE
DATE: OCTOBER 26, 1999
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CLEARBROOK LANE
WATER EXTENSION PROJECT
CAVE SPRING MAGISTERIAL DISTRICT
ROANOKE COUNTY, VIRGINIA
ROANOKE COUNTY
UTILITY DEPARTMENT
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CLEARBROOK LANE
WATER EXTENSION PROJECT
CAVE SPRING MAGISTERIAL DISTRICT
ROANOKE COUNTY, VIRGINIA
ROANOKE COUNTY
UTILITY DEPARTMENT
SHEET 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, NOVEMBER 9, 1999
RESOLUTION 110999-3 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
November 9, 1999, 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 Item 1, as follows:
Request from Schools to accept and appropriate $4,320 for the
Paraeducator Supervision Academy.
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 Minnix to adopt the Consent Resolution, and carried by
the following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens
NAYS: None
ABSENT: Supervisor Johnson
A COPY TESTE:
&tAA4'.. 0, !4 0 /
Brenda J. Ho on, CMC
Deputy Clerk to the Board of Supervisors
cc: Diane D. Hyatt, Director, Finance
Carol Whitaker, Director, Pupil Personnel Services & Special Education
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
MEETING DATE:
AGENDA ITEM:
A-110999-3. a
ACT I uN 4
ITEM NUMBER
November 9, 1999
Request for appropriation of funds for the Paraeducator
Supervision Academy
COUNTY ADMINISTRATOR'S COMMENTS: 44-.4 -'XK
BACKGROUND: Federal special education regulations now mandate appropriate
training and supervision for paraprofessionals. In response to this need, an
inservice will be held for those responsible for supervising paraprofessionals.
SUMMARY OF INFORMATION: Roanoke County Schools will provide
paraprofessional training on November 3 and 4, 1999. The University of
Colorado at Denver will provide the training as well as the funding in the
amount of $4,320 to defray the costs of hosting the inservice. See
attached memorandum.
FISCAL IMPACT: No local matching required.
STAFF RECOMMENDATION: Approval of the request for appropriation of funding from
the University of Colorado at Denver for the P raedu ator Supervision Academy.
Dr. Carol Whitaker, Director El er C. Hodg
Director, Pupil Personnel Services County Administrator
And Special Education
ACTION VOTE
No Yes
Approved (x) Motion by: H. Odell Minnix to approve Johnson
Denied ( ) Harrison _ x
Received ( ) McNamara_ x
Referred ( ) Minnix _ x
To ( ) Nickens _ x
cc: File
Carol Whitaker, Director, Pupil Personnel Services & Special Education
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, Clerk, School Board
Absent
x
* University of Colorado at Denver
The PAR' -A Center
1380 Lawrence Street • Suite 65()
Deriver. Colorado 50204-2076
Phone: ?0? -556-6464
Pax: 30;-556-61.12
MEMORANDUM
To: Shirley McNeil, Roanoke County Public Schools
From: Ritu Chopra, Assistant Director, The PARA Center.
Subject: Reimbursement related to PSA Outreach training.
Date: September 30, 1999
;- I
(f �i lig„`-'-`--�•_.. =F -
1T7
An amount of $ 4320.00 will be sent to the Roanoke County Public Schools so you can
reimburse local participants who attend Dr. Nancy French's training session. These
funds are intended to defray the costs of hosting a diverse audience, including meeting
room expenses, refreshments, AV equipment rentals, travel / lodging reimbursement for
IHE participants, copying of materials, substitute teachers for teachers who attend the
training, and/or other local costs as needed.
A final report that details the use of fluids is due 90 days after the demonstration date.
All funds must be used within those 90 days or returned to The University of Colorado at
Denver. If fiends are not used for expenses associated with the demonstration, a check
should be included with the final report.
Please fill and sign the enclosed form W-9 and mail it back to Ritu Chopra, The PAR 2A
Center, 1380 Lawrence Street, Suite 650, Denver, CO 80204-2076 along with two
separate invoices, one for $3000.00 and the other for $1320.00 as per the enclosed
format. Please have the invoices typed on your oiganizattort's lette head at the earliest su
that the funds may be transferred to you. Due to certain accounting policies we have to
request you to send two invoices. If you have any questions, feel free to call at 303-556-
6451 or 6464.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON NOVEMBER 9, 1999
RESOLUTION 110999-4 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 Certification Resolution; and carried
by the following recorded vote:
AYES: Supervisors McNamara, Minnix, Harrison, Nickens
NAYS: None
ABSENT: Supervisor Johnson
cc: File
Closed Session File
A COPY TESTE:
&�Iaa" (3, A�" 4�-'
Brenda J. Holt n, CMC
Deputy Clerk to the Board of Supervisors
A-110999-5
ACTION NO.
ITEM NUMBER Q -
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT TBE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: November 9, 1999
AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended
June 30, 1999
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION: KPMG has completed their audit of the financial operations of the
County of Roanoke and the County of Roanoke Schools for the year ended June 30, 1999. The County
received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to
the Board of Supervisors as soon as it is received from the printers. The Audit Committee will meet prior
to this Board meeting to review the results of the years operations. The County operations for the year
ended June 30, 1999 resulted in expenditures savings of $750,201 as shown on Attachment A
(expenditure savings of $750,012 and transfers out savings of $189). Based upon the policy for the
rollover of year end savings the department were able to request up to 60% of the savings within their
own department for special purchases and programs as approved by the County Administrator. These
approved departmental rollovers total $371,075. This leaves a net expenditure savings of $379,126.
Based upon the rollover policy this amount will be transferred to the capital unappropriated balance.
The general fund revenues were $1,058,946 over budget as shown on Attachment B. This amount will
be added to the general fund unappropriated balance.
The general fund unappropriated balance at June 30, 1999 is $7,808,973. This is a decrease of $138,074
or 1.74% from last year.
In addition, the debt fund has a balance of $495,363 as a result of borrowings being later than anticipated
for School construction. In the past we have transferred these savings to the future School capital
reserve.
STAFF RECOMMENDATION: In accordance with County policy staff recommends the following:
The County net surplus of $384,832 be appropriated to the capital unappropriated fund according
to the rollover policy (with $40,646 reserved for pending rollover approval).
M:\FINANCE\COMMONWARMI 1-9-99. WPD
2
3
The net increase as a result of revenues of $1,058,946 be appropriated to the general fund
unappropriated balance.
The debt fund savings of $495,363 be appropriated to the future School capital reserves
SUBMITTED BY:
Diane D. Hyatt
Director of Finance
Elmer C. Hodge
County Administrator
------------------------------------------------------------------------------------------------------------------
ACTION VOTE
No Yes Absent
Approved (x) Motion by: Joseph P. McNamara moved Johnson _ _ x
Denied () staff recommendation to appropriate funds Harrison _ x _
Received () McNamara_ x _
Referred () Minnix _ x
To () Nickens _ x
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, School Board Clerk
M: FINANCEICOMMOMBOARD\11-9-99.WPD
County of Roanoke
General Operating Fund
For the Year Ended June 30, 1999
Departmental rollover (365,369)
Transfer to Capital Unappropriated Balance per rollover policy (384,832)
(With $40,646 reserved for pending rollover approval)
Addition to General Fund Unappropriated Balance 1,058,946
Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027
Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973
M:\Finance\Common\audit99\YEAREND.xls 11/09/1999
Variance
Budget
Actual
Amount
%
Revenues
103,041,548
104,100,494
1,058,946
1.03%
Expenditures and commitments
(47,373,474)
(46,623,462)
750,012
-1.58%
Beginning Balance
10,371,146
10,371,146
-
0.00%
Transfers In
209,483
209,483
-
0.00%
Transfers Out
(59,498,676)
(59,498,487)
189
0.00%
6,750,027
8,559,174
1,809,147
Departmental rollover (365,369)
Transfer to Capital Unappropriated Balance per rollover policy (384,832)
(With $40,646 reserved for pending rollover approval)
Addition to General Fund Unappropriated Balance 1,058,946
Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027
Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973
M:\Finance\Common\audit99\YEAREND.xls 11/09/1999
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A-110999-6
ACTION #
ITEM NUMBER C - �-
MEETING DATE: Nov. 9, 1999
AGENDA ITEM: Request for Appropriation as a Result of School Operations for Year Ended June 30, 1999
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION: As a result of year-end operations, school revenue exceeded our budgeted amount
by $151,077 while under expenditures in our major spending categories accounted for $1,800,619 of the year-end
balance. In past years, the Board of Supervisors has allowed the School Board to purchase school buses with year-
end funds and set aside the remaining funds for other specific purposes. This year, the Board of Supervisors has
directed that $800,000 of the year-end balance be used to fund the South County High School. At the October 28,
1999, School Board meeting, the Board directed the Chairman to request that the remaining balance in the Bonsack
Elementary School construction account ($250,000) be appropriated for capital equipment by the governing body
to offset a portion of the $800,000 transferred from the year-end balance (see attached memo). As is noted in the
final county audit, the FY 1998-99 year-end fund balance for school operations is $1,951,696. Staff recommends
that the School Board ask the Board of Supervisors to appropriate the fund balance as follows:
Outstanding Encumbrances .................................... $ 77,788.61
Capital and One -Time Items
South County High School ................................. 800,000.00
Band Uniforms ........................................... 20,000.00
Purchase of School Buses . ................................ 650,000.00
Removal of Chemicals ..................................... 36,480.00
New Superintendent's Search ............................... 12,000.00
Early Retirement Incentive Plan (RFP & Plan Documents) .......... 50,000.00
Star Base Student Scheduling Package ........................ .8,340.00
Phone Improvements ..................................... 293,087.39
Vocational Education Equipment (Matching Funds) ................ 4,000.00
Other Capital Equipment ........................................ .00
Totals ..... $ 1.951.696.00
STAFF RECOMMENDATION: Staff recommends appropriating the year-end balance as outlined above.
tn�
Deanna Gordon d� Elmer Hodge
School Superintendent County Administrator
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ACTION VOTE
No Yes Absent
Approved (x)
Denied ( )
Received ( )
Referred ( )
To ( )
Motion by: Harry C. Nickens motion that
(1) year end balance of $1,951,696 be
appropriated as requested and approved
at work session and (2) $475,000 of the
$551,313 remaining funds from three
completed projects be ear -marked for
other School Phase 1 Capital Projects
cc: File
Diane D. Hyatt, Director, Finance
Dr. Deanna Gordon, School Superintendent
Brenda Chastain, School Board Clerk
Johnson _ _ x
Harrison _ x
McNamara_ x
Minnix _ x _
Nickens x
November 2, 1999
UNN1C:� vr' U1vYSTON• S UPER�+"iEYUE��'�.
5937 Co,%v Reid,
Roai,t 6, Virginia 2,4,019
Fisoa.: (540) 562.3700 Fu: (540) 362-3994
TO: Roanoke County Board of Supervisors
FROM: Marian G. Roark. Chairman
Roanoke County School Board
SUBJECT; Remaining Balance in the Bonsack Elementary School Account
The school board respecMflIv regnests that the r-mmaining balanca in the Bonsack E?cmeatary
School construction account, which should be $250,000, be appropriated by the governing body
to oMez a portion of the $800,000 tz-amAzred from Lhc ymr-cnd brs =uc. Tiic school board
further requests that the 5250,000 be restomd to be utMzed for capital equipment
be
c: Dr. Jerry Hardy
Dr. Deana C-adon
15
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