Loading...
HomeMy WebLinkAbout2/11/2003 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-1 ADOPTING A POLICY TO IMPLEMENT A COMPLIANCE PROGRAM WITH THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) FOR ROANOKE COUNTY WHEREAS, in 1996 the United States Congress adopted the Health Insurance Portability and Accountability Act ("HIPAX) to govern the portability of health benefits, special enrollment, and non-discrimination rules; this Act is intended to make health care information systems more cost effective and efficient by requiring standardized electronic transmissions of certain claims related information; and, WHEREAS, the Department of Health and Human Services has issued final regulations governing privacy of health information, and covered entities are required to comply with these privacy rules by April 14, 2003; and, WHEREAS, the Roanoke County Board of Supervisors intends to comply with HIPAA, and to safeguard and protect confidential health information by adopting the following policy. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: Purpose The intent of this policy is to outline general guidance for compliance with the Health Insurance Portability and Accountability Act (HIPAA), specifically those regulations pertaining to privacy of individually identifiable health information as published in federal regulations 45 CFR Parts 160 and 164. It shall be the policy of Roanoke County to safeguard and protect confidential health information for all subscribers to the County's self-funded health insurance program and other health benefits covered by HIPAA. Additionally, It shall be the policy of Roanoke County to safeguard and protect confidential health information of any client of medical services offered by Roanoke County that are determined to be covered services under HIPAA. Description of Roanoke County Under Hipaa and Applicability Roanoke County has been determined to be a hybrid entity under HIPAA (CFR 45 164.504). This determination means that the County has components that may be considered Health Plans, Medical Services or Clearinghouses as defined by HIPAA. These components shall be considered separate covered entities and the policies adopted by Roanoke County apply only to these components. The entire County shall 1 not be considered covered by all HIPAA requirements. The County's HIPAA compliance program shall pertain only to those functions and services described below. The specific components of the County that have been determined to be covered by HIPAA by virtue of being health plans, medical services or clearinghouses are as follows: Self Funded Health Insurance and other employee benefit plans including Dental Insurance, Employee Assistance Program and Flexible Spending Program. Medical services that perform covered electronic transactions or serve as a health plans or clearinghouses including emergency medical transportation service (ambulance) All other services of the County have been reviewed for HIPAA applicability and have been determined to be exempt from HIPAA compliance requirements as they do not fall under the definition of covered entities as described in the federal regulations. The County Administrator, or his designee, is hereby directed to adopt, implement and enforce such administrative rules and regulations as may be necessary to comply with HIPAA. The Finance, Fire and Rescue, and Human Resources Departments are identified as departments of the County that may have access to individually identifiable health information that may require additional training and departmental policies to ensure compliance with HIPAA. Minimum Necessary Information Roanoke County will use and disclose only the minimum amount of information necessary to provide services and benefits to employees covered by the County health insurance benefits and clients of the County provided medical services. (CFR 45 164.502) The minimum necessary policy does not apply to: • Disclosures to or by a health care provider for treatment; • Uses or disclosures made to the individual; • Uses or disclosures authorized by the individual; • Disclosures made to the Secretary of the United States Department of Health and Human Services in accordance with federal HIPAA regulations at 45 CFR, 160 Subpart C.; • Uses or disclosures required by law; and 2 • Uses or disclosures that are required for compliance with federal HIPAA regulations at 45 CFR, Parts 160 and 164. Designation of Privacy Officer The County Administrator shall appoint a Privacy Officer (CFR 45 164.530). It shall be the responsibility of the Privacy Officer, in conjunction with the County Attorney, to coordinate the overall HIPAA compliance program for Roanoke County. The Privacy Officer may designate additional Privacy Officers at the program or department level to assist in the HIPAA compliance effort. The responsibilities of the Privacy Officer shall be as follows: 1) Provide overall coordination of the Roanoke County HIPAA compliance process. 2) Ensure that the Notice of Privacy Practices is distributed as appropriate to employees covered by the county health plan, and clients receiving covered health services from County agencies. 3) Investigate complaints of privacy violations under HIPAA. 4) Serve as the contact person responsible for receiving HIPAA based complaints. 5) Ensure that covered departments maintain logs of HIPPA based complaints and authorized disclosures. 6) Ensure that Business Associate agreements are executed with all vendors and outside entities handling protected health information on the County's behalf. 7) Conduct internal audits of HIPAA covered services to ensure requirements are being met. 8) Ensure that HIPAA training is provided to appropriate personnel. 9) The Privacy Officer shall serve as the final step in all department and program level dispute resolutions arising from complaints or allegations of HIPAA privacy violations. Notice of Privacy Practices Roanoke County shall develop and distribute Notices of Privacy Practices for all services offered by the County for which HIPAA applies. Such notices shall be provided to all individuals served by County provided health plans, medical services and clearinghouses in accordance with federal law. (CFR 45 164.520) Sanctions Employees who are found to have violated HIPAA privacy requirements shall be subject to disciplinary actions in accordance with the Roanoke County Employee Handbook, up to and including termination of employment (CFR 45 16.530). These County sanctions may be in addition to the civil and criminal penalties described in the federal regulations. The specific sanctions shall be determined on a case-by-case basis depending upon the severity of the infraction. HIPAA violations committed by non - county business associates shall be considered grounds for termination of professional services contracts, in addition to any civil and/or criminal penalties levied by the federal government. Training All employees engaged in handling protected health information shall receive appropriate training on permitted uses of protected health information and HIPAA compliance requirements (CFR 45 164.530). Upon successfully completing the training, these employees will be required to sign a confidentiality agreement that certifies training has been received and that breaches of confidentiality are grounds for disciplinary and possibly legal action. Business Associates All outside entities that handle protected health information on behalf of Roanoke County shall enter into appropriate Business Associate agreements to be negotiated by or upon form approved by the County Attorney (CFR 45 160.103). Failure to sign a Business Associate agreement may be grounds for discontinuing the business relationship by the County. Departmental Policies Nothing contained in this policy shall preclude departments and programs to adopt additional policies to further safeguard the protected health information of clients. However, departmental privacy policies shall be approved by and filed with the Privacy Officer prior to enactment by the departments. Effective Date This Resolution shall be effective immediately upon its adoption. On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A OPY TESTE: I a i A . k � llt�w) Diane S. Childers Clerk to the Board of Supervisors cc: File Dan O'Donnell, Assistant County Administrator Joe Sgroi, Director, Human Resources Rebecca Owens, Director, Finance Richard Burch, Chief, Fire & Rescue :l ACTION NO. A-021103-2 ITEM NO. E-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: February 11, 2003 Request for additional staffing at various County Fire and Rescue Stations Elmer C. Hodge County Administrator Richard E. Burch, Jr. Chief of Fire and Rescue Dan O'Donnell Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In fiscal year 2001 the Board of Supervisors appropriated funds for 20 new Fire and Rescue Paramedic Firefighters (Phase 1) to cover the increased number of calls and to reduce response times. Almost immediately, it became apparent that additional staff would be necessary to cover other areas of the County. The Board authorized a Fee for Ambulance Transport charge that provided funding for 15 more positions, (Phase II) bringing the total new personnel to 35. Chart A (attached) shows how these positions were assigned to County stations and the resulting improvement in coverage. With the Phase I and Phase II staffing, Fire & Rescue has been able to achieve the Board's goal of providing Advanced Life Support to 80% of the citizens within six minutes. Mr. Church's Request for the Catawba Station Last month Supervisor Church requested that three more positions be created to place an ambulance crew at the Catawba Fire Station. Although there are very few calls in this area, there are also very few volunteers and Mason Cove responds to their calls when volunteers are not available. Mr. Church's request is based on the concept that every station should have an adequate number of volunteers or enough paid staff to provide a minimal level of ambulance service. If the Board wishes to staff the Catawba station in this manner, it will cost $135,000 per year. You will need to authorize three additional paramedic -firefighter positions and you will need to appropriate additional funds as summarized below. It is important to note that this will provide ambulance coverage from 6am - 6pm five days each week. Volunteers and/or Masons Cove staff will provide fire and ambulance coverage during the remaining hours. The Need for Staff at Masons Cove A few months after the Phase I and Phase II staff were placed in the stations, the Volunteer Rescue Chief for Masons Cove contacted Chief Burch asking for assistance covering rescue calls in that area. There were not enough volunteers to answer the calls. Because of this critical need, I authorized Chief Burch to staff the Mason Cove Station with all four of his authorized "over -hires" and the one career person who had been assigned to the Catawba station. By adding these people to the existing staff at Masons Cove station, we were able to improve response times significantly for both Masons Cove and Catawba and provide 24-hour Advanced Life Support (ALS). It also helped relieve the Hollins and Fort Lewis stations from running backup calls into the Masons Cove area. The purpose of allocating the over -hires was to supplement the volunteers until they were able to rebuild their ALS personnel base. Masons Cove has been unable to recruit volunteers and it has become necessary to keep these five paramedic firefighters there on a permanent basis. This will cost $180,000 annually and will require the approval of four positions. Other County Staffinq Needs Fire and Rescue reports showing second due call statistics have pointed out other gaps in the system. Chart B (attached) shows the number of calls for each station that were run by assisting stations when crews were unable to respond, during calendar year 2002. These situations occur when there are not enough volunteers to staff the stations or when crews are already out on other calls. Hollins has the greatest need with 206 calls run by other stations. Fort Lewis was second with 123, although this problem improved in the second quarter of 2002 by staffing the ladder truck and/or second ambulance. Mount Pleasant is third in demand with 120 calls needing response from other stations. Chief Burch requested additional staff for these stations in the current year's budget but funds were not available. Please see page 148 of the 2002/2003 Annual Fiscal Plan. The return of over -hires from Masons Cove will help this situation although it will not resolve it by any means. Fire and Rescue are not the only emergency services priorities that will need to be addressed in the near future. There are capital needs and the need for additional police officers. We plan to discuss all of these during the budget process when we have more information on State revenues and other budgetary requests. 2 FISCAL IMPACT: The county began charging for Ambulance Transport in November of 2001. Revenue projections for the first year were based on national average collection figures. Actual collections have been better than the national average because most people in Roanoke County have insurance and because our collection rates are very good. This has provided $280,000 in additional revenue that can be used for these or other competing needs. Our first priority is to fund the four additional positions for Masons Cove to free up the floating "over -hires" to be used throughout the system. It will be necessary to appropriate $180,000 for this purpose and a resolution has been attached for your approval. This leaves $100,000 of the fees generated, to be used for other Fire and Rescue needs. If the Board wishes to provide ambulance coverage at Catawba Station, you should appropriate the remaining $100,000 plus $35,000 from general fund revenues for this purpose. You will need to authorize three additional firefighter/paramedics for this purpose. STAFF RECOMMENDATION: Staff requests permission to staff the Masons Cove station with four additional paramedic firefighters and requests an appropriation of $180,000 from the increased revenue generated by Fee for Transport. This action will continue the 24-hour ALS ambulance services in the Masons Cove and Catawba coverage areas that we have provided on a temporary basis. VOTE: Supervisor Flora amended Supervisor Church's motion to to approve staffing of 3 firefighters at Catawba and 4 at Masons Cove to include 3 additional career firefighters at Hollins, subject to the Hollins Fire & Rescue and the Fire Chief agreeing to a memorandum of understanding setting forth the conditions and criteria that would determine when the three additional personnel. Motion Approved. cc: File Dan O'Donnell, Assistant County Administrator Richard Burch, Chief, Fire & Rescue Rebecca Owens, Director, Finance Joe Sgroi, Director, Human Resources 3 Yes No Abs Mr. Flora ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Minnix ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: File Dan O'Donnell, Assistant County Administrator Richard Burch, Chief, Fire & Rescue Rebecca Owens, Director, Finance Joe Sgroi, Director, Human Resources 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-3 AMENDING AND SUPPLEMENTING A RESOLUTION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA ADOPTED ON OCTOBER 22, 2002 WHICH AUTHORIZED THE ISSUANCE AND SALE OF GENERAL OBLIGATION REFUNDING BONDS WHEREAS, the Board of Supervisors (the "Board") of Roanoke County, Virginia (the "County") on October 22, 2002 adopted a resolution (the "October Resolution") authorizing the issuance of general obligation refunding bonds to refund all or a portion of the County's General Obligation Public Improvement and Refunding Bonds, Series 1993 (the "Series 1993 Bonds"); and WHEREAS, the County's staff, in consultation with its financial and legal advisors, has subsequently identified the County's General Obligation Water System Bonds, Series 1991 (the "Series 1991 Bonds") as additional refunding candidates; and WHEREAS, the Board desires to amend and supplement the October Resolution to accommodate the refunding of Series 1991 Bonds and Series 1993 Bonds according to a single plan of finance; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA 1. Certain Amendments. The Board hereby makes the following changes to the October Resolution to accommodate the additional refunding candidates: (a) All references to the "Prior Bonds" shall include the Series 1991 Bonds; and (b) All references to 'Resolution" in the form of bond set forth in Exhibit A to the October Resolution shall refer to the October Resolution as amended and supplemented by this Resolution. 2. Effective Date. This Resolution shall take effect immediately. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Diane D. Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Paul M. Mahoney, County Attorney I hereby certify that the foregoing is a true and correct copy of Resolution 021103-3 adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on Tuesday, February 11, 2003. Brenda J. Holton, Deputy Clerk Roanoke County Board of Supervisors -2- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-4 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for February 11, 2003 designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5, inclusive, as follows: 1. Approval of minutes - December 17, 2002, January 17 and January 28, 2003 2. Confirmation of appointments to the Grievance Panel and the Roanoke Regional Airport Commission 3. Resolutions of appreciation upon the retirement of the following individuals: (a) Anita G. MacKenzie, Sheriff's Office, after twenty-four years of service (b) Ernest R. Miller, Jr., General Services, after thirty-one years of service (c) Ruben L. Roseboro, Fire and Rescue Department, following twenty- seven years of service (d) Robert R. Smith, Jr., Fire and Rescue Department, following 19 years of service 4. Acceptance of water and sewer facilities serving Plantation Grove, Section 3 and 4 5. Request to accept and appropriate grant in the amount of $198,006 on behalf of Unified Human Services Transportation System 11 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 Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: L)In , i WL') Diane S. Childers Clerk to the Board of Supervisors Cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development John Chambliss, Assistant County Administrator Rebecca Owens, Director, Finance Joe Sgroi, Director, Human Resources Anne Marie Green, Director, General Services Gerald Holt, Sheriff Richard Burch, Chief, Fire & Rescue ACTION NO. A -021103-4.a ITEM NO. 1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 11, 2003 AGENDA ITEM: Confirmation of appointments to the Grievance Panel and the Roanoke Regional Airport Commission SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. GRIEVANCE PANEL The Board has requested that Ms. Lee Blair be placed on the consent agenda for confirmation at this meeting. Ms. Blair will serve a three-year term which will expire on October 10, 2004. 2. ROANOKE REGIONAL AIRPORT COMMISSION At the January 28, 2003 meeting, Supervisor Minnix nominated Mr. Arthur M. Whittaker, Sr. to serve an additional four-year term which will expire February 10, 2007. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. VOTE: Supervisor Minnix motion to approve staff recommendation. Motion Approved. cc: File Grievance Panel File Roanoke Regional Airport Commission File Yes No Abs Mr. Flora ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Minnix ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: File Grievance Panel File Roanoke Regional Airport Commission File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-4.b EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ANITA G. MACKENZIE, SHERIFF'S OFFICE WHEREAS, Anita G. MacKenzie was employed by Roanoke County on September 1, 1978, by the Sheriff's Office as a Clerk Typist, and also served as Secretary and Civil Process Clerk; and WHEREAS, Ms. MacKenzie retired from Roanoke County as the Control Room Operator on February 1, 2003, after twenty-four years and five months of service with the Sheriff's Office; and WHEREAS, Ms. MacKenzie also worked in the County's Records Department from December 6, 1977 through August 11, 1978, as part of the Comprehensive Employment Training Act (CETA); and WHEREAS, Ms. MacKenzie was nominated for an Extra Mile Club Award on July 31, 1992, for her assistance to the public by telephone and in person, for always being willing to provide help to her co-workers, and for being a good influence in the office; and WHEREAS, Ms. MacKenzie has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 1 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to ANITA G. MACKENZIE for more than twenty-four years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None Cc: A COPY TESTE: Diane S. Childers File Clerk to the Board of Supervisors Resolutions of Appreciation File Gerald Holt, Sheriff Joe Sgroi, Director, Human Resources 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-4.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ERNEST R. MILLER, JR., GENERAL SERVICES DEPARTMENT WHEREAS, Ernest R. Miller, Jr. was employed by Roanoke County on May 1, 1971, by the General Services Department; and WHEREAS, Mr. Miller retired from Roanoke County as a Solid Waste Collection Foreman on February 1, 2003, after thirty-one years and eight months of service; and WHEREAS, Mr. Miller was instrumental in the achievement of automated refuse collection by the County; and WHEREAS, Mr. Miller has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to ERNEST R. MILLER, JR. for more than thirty-one years of capable, loyal and dedicated service to Roanoke County; and. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 1 On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A C PY TESTE: Ulkz) Diane S. Childers Clerk to the Board of Supervisors Cc: File Resolutions of Appreciation File Anne Marie Green, Director, General Services Joe Sgroi, Director, Human Resources 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-4.d EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF RUBEN L. ROSEBORO, FIRE & RESCUE DEPARTMENT WHEREAS, Ruben L. Roseboro was employed by Roanoke County on December 1, 1975, by the Fire & Rescue Department as a Firefighter; and WHEREAS, Mr. Roseboro retired from Roanoke County on February 1, 2003, after twenty-seven years and two months of service with the Fire & Rescue Department; and WHEREAS, Mr. Roseboro has performed a crucial role in protecting the life and property of citizens in one of the most hazardous professions, and Roanoke County is very fortunate to have benefited from his dedication and many years of experience; and WHEREAS, Mr. Roseboro has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to RUBEN L. ROSEBORO for more than twenty-seven years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. E On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A C PY TESTE: / /)- it 4 , k � - (/I a�� n ) — Diane S. Childers Clerk to the Board of Supervisors Cc: File Resolutions of Appreciation File Richard Burch, Chief, Fire & Rescue Joe Sgroi, Director, Human Resources 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-4.e EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ROBERT R. SMITH, JR., FIRE & RESCUE DEPARTMENT WHEREAS, Robert R. Smith, Jr. was employed by Roanoke County on April 1, 1983, by the Fire & Rescue Department as a Firefighter and rose to the rank of Fire Captain; and WHEREAS, Mr. Smith retired from Roanoke County on February 1, 2003, after nineteen years and ten months of service with the Fire & Rescue Department; and WHEREAS, Mr. Smith has performed a crucial role in protecting the life and property of citizens in one of the most hazardous professions, and Roanoke County is very fortunate to have benefited from his dedication and many years of experience; and WHEREAS, Mr. Smith has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to ROBERT R. SMITH, JR. for more than nineteen years of capable, loyal and dedicated service to Roanoke County; and. 1 FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None Cc: A C PY TESTE: 10 - �� - 4///B A) Diane S. Childers File Clerk to the Board of Supervisors Resolutions of Appreciation File Richard Burch, Chief, Fire & Rescue Joe Sgroi, Director, Human Resources 2 ACTION NO. A -021103-4.f ITEM NO. 1-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 11, 2003 AGENDA ITEM: Acceptance of Water and Sewer Facilities Serving Plantation Grove, Section 3 and 4 SUBMITTED BY: Gary Robertson Utility Director APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval SUMMARY OF INFORMATION: The Developers of Plantation Grove, Section 3 and 4, DVW Incorporated, have requested that Roanoke County accept the Deed conveying the water and sanitary sewer facilities serving the Plantation Grove subdivision, Section 3 and 4, along with all necessary easements. The water and sanitary sewer facilities are installed, as shown on plans prepared by Lang Engineering Company entitled Plantation Grove, Section 3 and 4, which are on file in the Community Development Department. The water and sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the water and sanitary sewer construction is $35,510.00 and $70,614.00 respectively. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors accept the water and sanitary sewer facilities serving the Plantation Grove subdivision, Section 3 and 4, along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. VOTE: Supervisor Minnix motion to approve staff recommendation. Motion Approved. cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development Yes No Abs Mr. Flora ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Minnix ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development n1 a � � p ►� +31 I � o I� 70.0T � o� \ 1.50.00' •'mss' �� �, a% �a R, a a O i I 100, 00 ,_ ro (t �54/)=�N7 b ����� �� / • ��'�y\}� 4 �� •'� `.` ;r�=r� ..,",...� 2`".102' M r�'� , sem•. / '' / 09. ' ry 1 11 r? ,. � C �--•rs.•--a•-... N I� 7 p 8" SANITARY SEWER �`" ' L ,oz � .�:`� �,`� UIN, �o Ocz r .t.. r .ar- \ `� n� ° �'� `� `° 8„ WATER 8" ` u� b O �' °� a" '~ .-n � 00 • n � � •. � N @ gym 1,91 r. \` �` Q 135,72• Neal) d `04 �, Lip V -_-- N83-11 21 "W ° \, `' ` r "' 8" WATERDO 127.51 N� ; . rl 1-4 a No C9.,. G — 9l C Zl i 0—Z e—N8353'45"W CIRCLE e �"I \\``• DRESDEN ZtC �'�'/�/ A D v� toOk am W V a3 / _ 8" SANITARY SEWER o ar v'" a� m � / f � tr m ' r� r �- 4� 92r• � a � 0 69>jy3g `'•�N6�O,g�o-0 o .. )Ia0a }Dld I (� l e6ad 61 e S SS' N y�.d SEE SHEET 2 3 ,� o N 1Cl SHEET 1 ROANOKE COUNTY PLANTATION GROVE, SECTION 3&4 UTILITY DEPAR'T'MENT Acceptance of Water and Sanitary Sewer I ROANOKE COUNTY UTILITY DEPARTIYIENT PLANTATION GROVE, SECTION 3&4 Acceptance of Water and Sanitary Sewer ACTION NO. A -021103-4.g ITEM NO. 1-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 11, 2003 AGENDA ITEM: Request to Accept and Appropriate a Grant on behalf of Unified Human Services Transportation System SUBMITTED BY: John M. Chambliss Asst. County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend Approval SUMMARY OF INFORMATION: Unified Human Transportation Services, Inc. (RADAR), who operates the CORTRAN program for the County, has been advised that a grant has been approved for them to obtain the State share of funding for their new bus administration and maintenance facility. This grant must pass through one of the local governments and be transferred to RADAR. All local match money, audit requirements, and other grant requirements are the responsibility of RADAR. This is the same type of grant that we have approved in the past for the purchase of van and radio equipment as provided by the Commonwealth of Virginia Department of Rail and Public Transportation. This specific grant increases their grant amount for the current year from $115,719 which the Board approved on October 8, 2002 to a new total of $313,725. The $198,006 increase will be used to fund the State portion of the land acquisition, engineering and design, construction and construction management of their new facility. FISCAL IMPACT: The additional $198,006 is a pass through grant to Unified Human Transportation Services, Inc. (RADAR) and no County monies are required for the match. This match will be provided by RADAR. STAFF RECOMMENDATION: Staff recommends that the County of Roanoke accept and appropriate the grant on behalf of Unified Human Transportation Services, Inc. (RADAR) in the amount of $198,006. No new local monies are required. VOTE: Supervisor Minnix motion to approve staff recommendation. Motion Approved. cc: File John M. Chambliss, Assistant County Administrator Rebecca Owens, Director, Finance Yes No Abs Mr. Flora ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Minnix ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: File John M. Chambliss, Assistant County Administrator Rebecca Owens, Director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 11, 2003 RESOLUTION 021103-5 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 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted 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 McNamara to adopt the Resolution and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A OPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Closed Meeting File