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HomeMy WebLinkAbout6/8/2004 - Adopted Board RecordsACTION NO. A-060804-1 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA IT Request to adopt the Roanoke County School budget for the 2004-2005 fiscal year SUBMITTED BY: Diane D. Hyatt Chief Financial Officer APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMIN,ISTRATOWS COMMENTS: SUMMARY OF INFORMATION: The Roanoke County School Board has submitted the attached budget for the 2004-05 fiscal year. The School Board approved this budget at their meeting on May 26, 2004. The budget includes a 3.5% average salary increase for school employees. Jerry Canada, Chairman of the Roanoke County School Board, and Dr. Linda Weber, Superintendent, will attend the Board of Supervisors meeting to present the school budget. STAFF RECOMMENDATION: Staff recommends approving and adopting the attached school board budget for the 2004- 2005 fiscal year. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Jerry Canada, School Board Chair Dr. Linda Weber, Schools Superintendent Brenda Chastain, School Board Clerk 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Jerry Canada, School Board Chair Dr. Linda Weber, Schools Superintendent Brenda Chastain, School Board Clerk 2 ACTION NO. A-060804-2 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: APPROVED BY: June 8, 2004 Presentation by Friends request to appropriate protection project Elmer C. Hodge County Administrator COUNTY ADMINISTRATOWS COMMENTS: SUMMARY OF INFORMATION: of the Blue Ridge Parkway and funding to support the view shed Susan Mills, Executive Director of Friends of the Blue Ridge Parkway, and David Hill, Landscape Architect, will present a briefing to the Board regarding the view shed protection program. Friends of the Blue Ridge Parkway is a Roanoke County based volunteer organization founded in 1989. They are comprised of approximately 6,800 members internationally and serve as a non-profit partner of the Blue Ridge Parkway. The view shed protection project is a five -phase initiative designed to target the last chance landscape areas. Friends of the Blue Ridge Parkway is working with other localities along the parkway, and Roanoke County has been chosen as the first participant due to the last chance landscape designation. David Hill, in conjunction with the parkway and Friends of the Blue Ridge Parkway, has completed the planning and design phase of the project which designates the areas for tree plantings. Roanoke County is being asked to participate in the tree planting portion of this project. Congressman Goodlatte is very supportive of this initiative and will be providing a letter of support to the Board under separate cover. The three most critical sites which have been identified are adjacent to Route 24 (Vinton), Route 220 (Clearbrook), and Cotton Hill Road (Cave Spring). The five phases of the project and anticipated costs are as follows: Development of plans for tree plantings (completed) $11,300 • 3 phases of tree plantings at identified sites 78,936 Publication of brochure "Mow to develop in harmony with the Parkway" 25,623 Funding for the plans has already been secured and the plans have been developed. Friends of the Blue Ridge Parkway is in the process of securing funding for the tree plantings, and would like to request a contribution from Roanoke County in the amount of $10,000 per year for three years to support this objective. FISCAL IMPACT: Funding in the amount of $10,000 per year for a period of three years is requested. it is recommended that the initial grant of $10,000 be appropriated from the Board Contingency Fund, with further review to occur during each year's budget process. ALTERNATIVES: 1. Approve the request to appropriate funds in the amount of $10,000 from the Board Contingency Fund, with further review to occur in each of the next two year's budget process. 2. Do not approve the request for funding. STAFF RECOMMENDATION: Staff recommends Alternative #1. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Susan Mills, Executive Director, Friends of the Blue Ridge Parkway Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Susan Mills, Executive Director, Friends of the Blue Ridge Parkway Rebecca Owens, Director, Finance 2 ACTION NO. A-060804-3 ITEM NO. E-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA ITEM: Request to appropriate $10,000 to the Town of Vinton for its Downtown Improvement District Grant Program APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On September 24, 1996, the Board adopted resolution 092496-8 authorizing a matching grant program to assist in funding the Williamson Road Corridor Project. The goal of the grant program was to offer a financial incentive to property owners along the Williamson Road corridor who wished to make improvements to their property in accordance with the design guidelines contained in the Williamson Road/Hollins Village Master Plan. The matching grant funds were used for external improvements to the property for items such as fagade renovations, signage improvements, landscaping, and other external improvements to property. In June 24, 2003, the Board adopted ordinance 062403-11 which extended the matching grant program to fund improvements to the Route 11/460 West Corridor. At that time, it was noted that the intent was to eventually extend the matching grant program to other areas of the County. The Town of Vinton is currently implementing plans for renovations to the building facades in the downtown district and will be appropriating $15,000 to cover a portion of the costs for the renovation. The proposed renovations fall within the established guidelines of the matching grant program, and therefore it requested that the County provide mini -matching grant funds in the amount of $10,000 to assist in this project. At a future meeting the County Administrator will submit a proposal to the Board of Supervisors to extend this matching grant program to the entire County. FISCAL IMPACT: Funding in the amount of $10,000 is requested for the Vinton Downtown District Improvement Program and is available in the matching grant fund maintained by the Department of Community Development. ALTERNATIVES: 1. Appropriate $10,000 from the matching grant fund to the Town of Vinton. 2. Do not approve the expansion of the program or the appropriation of funds. STAFF RECOMMENDATION: Staff recommends Alternative #1. VOTE: Supervisor Altizer motion to approve staff recommendation Motion Approved cc: File Kevin Boggess, Vinton Town Manager Rebecca Owens, Director, Finance Arnold Covey, Director, Community Development 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Kevin Boggess, Vinton Town Manager Rebecca Owens, Director, Finance Arnold Covey, Director, Community Development 2 r., AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, JUNE 8, 2004 ORDINANCE 060804-4 OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA AUTHORIZING THE LEASE OF CERTAIN REAL ESTATE CONSISTING OF THE EXISTING PUBLIC SAFETY BUILDING AND LAND LOCATED ON PETERS CREEK ROAD TO THE VIRGINIA RESOURCES AUTHORITY FOR THE PURPOSE OF SECURING FINANCING FOR THE CONSTRUCTION OF A NEW PUBLIC SAFETY CENTER AND AUTHORIZING OTHER RELATED ACTIONS WHEREAS, the Board of Supervisors (the "Board") of the County of Roanoke, Virginia (the "County") intends to obtain funds to finance a project consisting of (i) the design, construction, furnishing and equipping of a public safety center on certain land to be acquired by the County (collectively, the "Real Estate"), which is to be owned and operated by the County, (ii) the acquisition of public safety equipment for the County and (iii) paying the costs related to the financing (collectively, the "Project"); WHEREAS, the Board has determined that it is in the best interest of the County to enter into a lease arrangement in order to obtain funds to finance the Project; WHEREAS, the Board is authorized, pursuant to Section 15.2-1800 of the Code of Virginia of 1950, as amended, to lease any improved or unimproved land held by the County and in accordance with Section 15.2-1800B no public hearing is required with respect to such lease to the Virginia Resources Authority; WHEREAS, the second reading of this Ordinance is being waived by the Board by four-fifths vote pursuant to Section 18.04 of the County Charter; WHEREAS, Virginia Resources Authority or its designee ("VRA") intends to issue its Infrastructure Revenue Bonds (Virginia Pooled Financing Program), Series 2004A (the "VRA Bonds"), to loan a portion of the proceeds to the County pursuant to the terms of a Local Lease Acquisition Agreement (the "Local Lease Acquisition Agreement") and a Financing Lease (defined herein) (the "Lease Obligation"); WHEREAS, the County will enter into a Prime Lease (the "Prime Lease") with VRA whereby the County will lease certain real estate consisting initially of the existing public safety building and related land located on Peters Creek Road and subsequently the Real Estate consisting of the new public safety center to be located on Cove Road (collectively, the "Leased Property") to VRA; WHEREAS, the County will enter into a Financing Lease (the "Financing Lease") with VRA whereby VRA will lease the Lease Property back to the County and which Financing Lease will secure the Lease Obligation; WHEREAS, the County will cause the Project to be developed on the Real Estate; WHEREAS, the County intends to repay the Lease Obligation out of appropriations from the County's General Fund; WHEREAS, there have been presented to this meeting drafts of the following documents (the "Documents") proposed in connection with the foregoing: (a) the Prime Lease; (b) the Financing Lease; and (d) the Local Lease Acquisition Agreement; NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COUNTY SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Approval of Leasing Arrangement and Lease Obligations. The leasing arrangement with VRA to accomplish the financing of the Project for the benefit of the County is hereby approved. 2. Approval of Prime Lease. The leasing of the Leased Property to VRA pursuant to the terms of the Prime Lease is hereby approved. 3. Approval of the Financing Lease. The leasing by the County of the Leased Property pursuant to the terms of the Financing Lease is hereby approved. 4. Approval of the Terms of the Documents. The County Administrator or the Chief Financial Officer, either of whom is authorized to act, is authorized to approve the final details of the Documents. 5. Approval of the Terms of the Lease Obligation. The Lease Obligation shall be composed of principal and interest components having a maximum original principal amount sufficient to provide $22,000,000 for construction costs, plus amounts sufficient to pay all costs associated with the financing, including legal fees and any discount. The Lease Obligation shall accrue interest at a maximum interest rate of 6% per annum, and shall have a term to maturity not exceeding approximately thirty (30) years after origination of the Lease Obligation. Following the pricing of the corresponding VRA Bonds, the Chairman or County Administrator shall evidence his approval of the final terms and purchase price of the Bonds by executing and delivery to VRA the Local Lease Acquisition Agreement, which shall be in substantially the form presented to this meeting, with such completions, omissions, insertions and changes not inconsistent with this Ordinance as may be approved by the officer executing the Local Lease Acquisition Agreement. The. actions of the Chairman or County Administrator in determining the final terms and the purchase price of the Bond shall be conclusive, and no further action shall be necessary on the part of the County. 6. Payments under Financing Lease. The County agrees to pay all amounts required by the Financing Lease, including any amounts required by Section 5.1(b) of the Financing Lease, including the "Supplemental Interest," as provided in such section. 7. Execution and Recordation of Documents. The Chairman of the Board, the County Administrator and the Chief Financial Officer, each of whom is authorized to act, are authorized and directed to execute the Documents and deliver them to the other parties thereto. The Chairman of the Board, the County Administrator and the Chief Financial Officer, each of whom is authorized to act, are further authorized to cause the Prime Lease and the Financing Lease to be recorded in the Clerk's Office of the Circuit Court of Roanoke County. 8. Form of Documents. The Documents shall be in substantially the forms submitted at this meeting, which are hereby approved, with such completions, omissions, insertions and changes as may be approved by the Chairman of the Board, the County Administrator and the Chief Financial Officer, each of whom is authorized to act, the execution by the Chairman of the Board, the County Administrator or the Chief Financial Officer to constitute conclusive evidence of the approval of any such completions, omissions, insertions and changes. 9. Essentiality of the Project. The Project is hereby declared to be essential to the efficient operation of the County, and the County anticipates that the Project will continue to be essential to the operation of the County during the term of the Financing Lease. 10. Annual Budget. While recognizing that it is not empowered to make any binding commitment to make such payments beyond the current fiscal year, the Board hereby states its intent to make annual appropriations for future fiscal years in amounts sufficient to make all such payments and hereby recommends that future Boards do likewise during the term of the Financing Lease. The Board directs the Chief Financial Officer, or such other officer who may be charged with the responsibility for preparing the County's annual budget, to include in the budget request for each fiscal year during the term of the Financing Lease an amount sufficient to pay all amounts coming due under the Financing Lease during such fiscal year. As soon as practicable after the submission of the. County's annual budget to the Board, the County Administrator is authorized and directed to deliver to VRA evidence that a request for an amount sufficient to make the payment of all amounts payable under the Financing Lease has been made. Throughout the term of the Financing Lease, the County Administrator shall deliver to VRA within 30 days after the adoption of the budget for each fiscal year, but not later than July 1, a certificate stating whether an amount equal to all amounts due under the Financing Lease which will be due during the next fiscal year has been appropriated by the Board in such budget. If at any time during any fiscal year of the County throughout the term of the Financing Lease, the amount appropriated in the County's annual budget in any such fiscal year is insufficient to pay when due the 4 amounts payable under the Financing Lease, the Board directs the Chief Financial Officer, or such other officer who may be charged with the responsibility for preparing the County's annual budget, to submit to the Board at the next scheduled meeting, or as promptly as practicable but in any event within 45 days, a request for a supplemental appropriation sufficient to cover the deficit. 11. Payment of Lease Obligation is Subject to Appropriation. The County's obligation to make payments to VRA pursuant to the Financing Lease is hereby specifically stated to be subject to annual appropriation therefor by the Board, and nothing in this Ordinance or the Documents shall constitute a pledge of the full faith and credit nor taxing power of the County nor compel the Board to make any such appropriation. 12. Reimbursement Declaration. The County has made and expects to make out of temporary funds certain expenditures in connection with the Project for which the County reasonably expects to be reimbursed as permitted by Treasury Regulation Section 1.150-2 issued pursuant to the Internal Revenue Code of 1986, as amended, from the proceeds of the Lease Obligation. The maximum principal amount of the Lease Obligation is expected to be the amount set forth in paragraph 5. 13. Disclosure Documents. The County authorizes and consents to the inclusion of information with respect to the County to be contained in VRA's Preliminary Official Statement and VRA's Official Statement in final form, both prepared in connection with the sale of bonds to be issued by VRA, a portion of the proceeds of which will be used to purchase the Lease Obligation. If appropriate, such disclosure documents shall be distribute in such manner and at such times as any of them shall determine. The County Administrator is authorized and directed to take whatever actions are necessary and/or appropriate to aid VRA in ensuring compliance with Securities and Exchange Commission Rule 15c2-12. 14. Tax Documents. The County Administrator is authorized to execute a Nonarbitrage Certificate and Tax Compliance Agreement or any related document (the "Tax Documents") setting forth the expected use and investment of the proceeds of the Lease Obligation and containing such covenants as may be necessary in order to comply with the provisions of the Internal Revenue Code of 1986, as amended (the "Tax Code"), including the provisions of Section 148 of the Tax Code and applicable regulations relating to "arbitrage bonds." The County covenants that the proceeds from the issuance and sale of the Lease Obligation will be invested and expended as set forth in the Tax Documents, to be delivered simultaneously with the issuance and delivery of the Lease Obligation and that the County shall comply with the other covenants and representations contained therein. 15. Other Actions. All other actions of the officers of the County in conformity with the purpose and intent of this ordinance are hereby approved and confirmed. The officers of the County are hereby authorized and directed to execute and deliver all certificates and instruments and to take all such further action as may be considered 5 necessary or desirable in connection with the execution and delivery of the Documents in connection with the Lease Obligation. 16. Repeal of Conflicting Resolutions or Ordinances. All resolutions or ordinances or parts thereof in conflict herewith are hereby repealed. 17. Waiver of Second Reading. The Board hereby waives the second reading of this Ordinance. 18. Effective Date. This ordinance shall take effect immediately. On motion of Supervisor Church to adopt the ordinance with a 30 -year term for the borrowing and waive second reading, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: —, hIMA. Diane S. Childers Clerk to the Board of Supervisors cc: File Dan O'Donnell, Assistant County Administrator Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney CERTIFICATE OF CLERK The undersigned Clerk of the Board of Supervisors of the County of Roanoke, Virginia, hereby certifies that: 1. A regular meeting (the "Meeting") of the Board of Supervisors of the County of Roanoke, Virginia (the "Board"), was held on June 8, 2004, at which the following members were present and absent: PRESENT: Chairman Richard C. Flora, Vice -Chairman Michael W. Altizer, Supervisors Joseph B. "Butch" Church, Joseph P. McNamara, and Michael A. Wray ABSENT: None 2. The following Ordinance was duly adopted at the Meeting by the recorded affirmative roll -call vote of four-fifths of all of the members elected to the Board, the ayes and nays being recorded in the minutes of the Meeting as shown below: MEMBER VOTE Joseph P. McNamara Aye Joseph B. "Butch" Church Aye Michael A. Wray Aye Michael W. Altizer Aye Richard C. Flora Aye 3. Attached hereto is a true and correct copy of the foregoing ordinance as recorded in full in the minutes of the Meeting. 4. The attached ordinance has not been repealed, revoked, rescinded or amended and is in full force and effect on the date hereof. WITNESS my signature and the seal of the County of Roanoke, Virginia, this 9th day of June, 2004. Clerk of the Board of Supervisors of the County of Roanoke, Virginia [SEAL] AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 8, 2004 RESOLUTION 060804-5 APPROVING THE FISCAL YEAR 2004-2005 BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides that the governing body of the County shall prepare and approve an annual budget; and WHEREAS, said budget shall be prepared and approved for informative and fiscal planning purposes only; and WHEREAS, this budget contains a complete itemized and classified plan of all contemplated expenditures and all estimated revenues and borrowings for the ensuing fiscal year; and WHEREAS, a brief synopsis of said budget was published as required by the provisions of Section 15.2-2506 of the State Code, and the public hearing as required thereon was held on April 27, 2004. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. That there is hereby approved the annual budget for Fiscal Year 2004-2005 for Roanoke County, Virginia, as shown on the attached Schedules. 2. That the preparation and approval of this budget is for informative and fiscal planning purposes only. County of Roanoke Budget Adoption FY 2004-2005 Revenue Estimates General Fund General Government General Property Taxes Other Local Taxes Permits, Fees & Licenses Fines and Forfeitures Interest Income Charges for Services Commonwealth Federal Other Total General Government Comprehensive Services E-911 Maintenance Law Library S B & T Building VJCCCA/Life Skills Adopted FY 2004-05 93,189,846 26,485,000 633,577 599,200 403,900 2,397,200 9,010,728 2,650,000 859,115 136,228,566 5,037,171 970,000 41,735 404,273 271,669 Recreation Fee Class 981,694 Internal Services 2,974,293 County Garage 346,392 Total General Fund 147,255,793 Debt Service Fund - County 3,035,130 Capital Projects Fund 3,584,345 Internal Service Fund 957,700 Water Fund 0 Beginning Balance 0 Total Water Fund 0 Sewer Fund 0 Beginning Balance 0 Total Sewer Fund 0 School Operating Fund 112,448,453 School Cafeteria Fund 3,959,000 School Capital Fund 11142,335 School Debt Fund 10,362,924 Regional Alternative School 396,382 School Grants Fund 4,588,058 School Textbook Fund 928,016 Total School Funds 133,825,168 Total Revenues All Funds 288,658,136 Less: Transfers (81,370,548) Total Net of Transfers 207,287,588 Proposed Expenditures General Fund General Government General Administration 21712,828 Constitutional Officers 8,936,527 Judicial Administration 1,110,435 Management Services 2,851,441 Public Safety 17,273,121 Community Services 10,552,518 Human Services 14,014,169 Non -Departmental 5,840,504 Transfers to School Operating Fund 55,418,524 Transfers to Capital Fund 3,584,345 Transfers to County Garage 134,318 Transfers to Debt Service Fund 10,589,136 Other 3,210,700 Total General Government 136,228,566 Comprehensive Services 5,037,171 2 E-911 Maintenance 970,000 Law Library 41,735 S B & T Building 404,273 VJCCCA/Life Skills 271,669 County Garage 346,392 Recreation Fee Class 981,694 Internal Services 2,974,293 Total General Fund 147,255,793 Debt Service Fund - County 3,035,130 Capital Projects Fund 3,584,345 Internal Service Fund 957,700 Water Fund 0 Unappropriated Balance 0 Total Water Fund 0 Sewer Fund 0 Unappropriated Balance 0 Total Sewer Fund 0 School Operating Fund 112,448,453 School Cafeteria Fund 3,959,000 School Capital Fund 1,142,335 School Debt Fund 10,362,924 Regional Alternative School 396,382 School Grants Fund 4,588,058 School Textbook Fund 928,016 Total School Funds 133,825,168 Total Expenditures All Funds 288,658,136 Less: Transfers (81,370,548) Total Net of Transfers 207,287,588 In addition to the above revenues and expenditure, $2,000,000 from the Unappropirated Balance is appropriated to a Reserve for Contingency for unanticipated or emergency expenditures; and funds allocated to the Unappropriated fund Balance must be appropriated by the Board of Supervisors before such funds may be expended. 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O 69 0 O C a O 0 LD Cl) Lri (h 6<r O O O 0 6'i 0 O C 0 0 m u3 0 O 0 0 M co C0 0 Cl) O N 0 O O O O di 0 O 0 0 V 69 ig E ° o co Cl) F° CD O C E d L R U H Z LL o d r E L IL m d E t a W D 4-1 CC 0 CC 00 MN 0 O O '7 0 0 N a2 O O N e» ua Cl) 01 b9l 0 0 0 0 0 0 0 0 0 0 m N 0 N 0 N M co LQ LQ 69 69 61 64 b% � 6`i O O 0 O O HT EA to O O O O O O O 69 69 C) 0 0 0 0 Lo U')o � � 0 0 0 0 0 0 0 0 o 0 0 613� 6e � o 0 0 0 o� 0 6os 0 0 0 C 0 0 S Lr)0 6`i 0 Lo V) � 0 O O O O 0 O � O O O O O V) N N N lf) N b% 69 69 64 EA 0 0 60 0 0 0 C o O o 0 t0 O Lo Ce) 0 0 Hi N CV 69 69 69 69 c CDCD a E E O m U m c CL o o c o - ` 7 E ° a c mCo ,3 F U) 3 CD° y ° li-2 Z a Q) 0 r E ° > z to 0 cn 4-1 r c AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, JUNE 8, 2004 ORDINANCE 060804-6 APPROPRIATING FUNDS FOR THE 2004-05 FISCAL YEAR BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, upon notice duly published in the newspaper, a public hearing was held on April 27, 2004 concerning the adoption of the annual budget for Roanoke County for fiscal year 2004-05; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, approved said budget on June 8, 2004, pursuant to the provisions of Section 13.02 of the Roanoke County Charter and Chapter 25 of Title 15.2 of the 1950 Code of Virginia, as amended; and WHEREAS, the first reading of this appropriation ordinance was held on May 25, 2004, and the second reading of this ordinance was held on June 8, 2004, pursuant to the provisions of Section 18.04 of the Roanoke County Charter. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the following appropriations are hereby made from the respective funds for the period beginning July 1, 2004, and ending June 30, 2005, for the functions and purposes indicated: County of Roanoke Adopted FY 2004-2005 Budget June 8, 2004 Revenues: General Fund: General Government $ 136,228,566 Comprehensive Services 5,037,171 E-911 Maintenance 970,000 Law Library 41,735 VJCCCA/Life Skills 271,669 SB & T Building 404,273 Recreation Fee Class 981,694 Internal Services 2,974,293 County Garage 346,392 Total General Fund $ 147,255,793 Debt Service Fund - County $ 3,035,130 Capital Projects Fund $ 3,584,345 1 c Internal Service Fund - Risk Management $ 957,700 Water Fund $ 0 Beginning Balance 0 0 Sewer Fund $ 0 Beginning Balance 0 0 School Funds: Operating $ 112,448,453 Cafeteria 3,959,000 Capital 1,142,335 Debt 10,362,924 Regional Alternative School 396,382 Grant 4,588,058 Textbook 928,016 Total School Fund $ 133,825,168 Total All Funds $ 288,658,136 Expenditures: General Government: General Administration Board of Supervisors $ 347,485 County Administrator 237,425 Community Relations 206,787 Asst. Co. Administrators 313,073 Human Resources 552,399 County Attorney 453,433 Economic Development 602,226 Total General Administration $ 2,712,828 Constitutional Officers Treasurer $ 720,643 Commonwealth Attorney 650,406 Commissioner of the Revenue 687,383 Clerk of the Circuit Court 873,333 6 0 Sheriffs Office 1,418,184 Care & Confinement of Prisoners 4,586,578 Total Constitutional Officers $ 8,936,527 Judicial Administration Circuit Court $ 197,068 General District Court 40,878 Magistrate 1,655 J & DR Court 13,429 Court Service Unit 857,405 Total Judicial Administration $ 1,110,435 Management Services Real Estate Assessments $ 901,398 Finance 1,136,998 Public Transportation 273,000 Management and Budget 223,138 Procurement Services 316,907 Total Management Services $ 2,851,441 Public Safety Police $ 8,549,696 Fire and Rescue 8,723,425 Total Public Safety $ 17,273,121 Community Services General Services $ 289,305 Solid Waste 4,590,879 Community Development 4,051,608 Building Maintenance 1,620,726 Total Community Services $ 10,552,518 Human Services Grounds Maintenance $ 1,826,281 Parks and Recreation 2,497,333 Public Health 459,403 Social Services 6,213,719 3 0 il Contributions -Human Service, Cultural, Tourism Library VPI Extension Elections Total Human Services Non -Departmental Employee Benefits Miscellaneous Internal Service Charges Total Non -Departmental Transfers to Other Funds Transfer to Debt - General & Schools Transfer to Capital Transfer to Schools Transfer to Schools - Non Recurring Transfer to Schools - Dental Insurance Transfer to Internal Services Transfer to Comprehensive Services Transfer to County Garage Total Transfers to Other Funds Unappropriated Balance Board Contingency Total General Government Comprehensive Services E-911 Maintenance Law Library VJCCCA/Life Skills SB & T Building 4 430,703 2,220,204 94,129 272,397 $ 14,014,169 $ 2,256,237 890,000 2,694,267 $ 5,840,504 $ 10,589,136 3,584,345 55,071,225 0 347,299 957,700 2,153,000 134,318 $ 72,837,023 100,000 $ 136,228,566 $ 5,037,171 $ 970,000 $ 41,735 $ 271,669 $ 404,273 Recreation Fee Class $ 981,694 Internal Services Management Information Systems $ 2,494,259 Communications 480,034 County Garage $ 346,392 Total Internal Services $ 3,320,685 Total General Fund $ 147,255,793 Debt Service Fund - County $ 3,035,130 Capital Projects Fund $ 3,584,345 Internal Services Fund - Risk Management $ 957,700 Water Fund $ 0 Unappropriated Balance 0 0 Sewer Fund $ 0 Unappropriated Balance 0 I School Funds: Operating $ 112,448,453 Cafeteria 3,959,000 Capital 1,142,335 Debt 10,362,924 Regional Alternative School 396,382 Grant 4,588,058 Text Book 928,016 Total School Funds $ 133,825,168 Total All Funds $ 288,658,136 5 2. That the County Administrator may authorize or delegate the authorization of the transfer of any unencumbered balance or portion thereof from one department to another within a fund. 3. That all funded outstanding encumbrances, both operating and capital, at June 30, 2004, are re -appropriated to the 2004-05 fiscal year to the same department and account for which they are encumbered in the previous year. 4. That appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate action, changes or eliminates the appropriation. Upon completion of a capital project, staff is authorized to close out the project and transfer to the funding source any remaining balances. This section applies to appropriations for Capital Projects at June 30, 2004, and appropriations in the 2004- 05 budget. 5. That all school fund appropriations remaining at the end of the 2003-04 fiscal year not lapse but shall be appropriated to the School Capital Improvements Fund in fiscal year 2004-05. 6. That all General Fund appropriations remaining unexpended at the end of the 2003-04 fiscal year not lapse but shall be re -appropriated as follows: a) 40% of these unexpended appropriations shall be transferred to the un -appropriated Capital Fund Balance; b) 60% of these unexpended appropriations shall be re -appropriated to the same department for expenditure in fiscal year 2004-05 as provided by Resolution 042396-5. 7. That Two Million Dollars from the Unappropriated Fund Balance is hereby appropriated to a Reserve for Contingency for unanticipated or emergency expenditures that may arise during the 2004-05 fiscal year; and money allocated to the Unappropriated Fund Balance must be appropriated by the Board of Supervisors before such money may be expended. 8. This ordinance shall take effect July 1, 2004. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE:: Lau-, d Diane S. Childers Clerk to the Board of Supervisors cc: File W. Brent Robertson, Director, Budget Rebecca Owens, Director, Finance Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney Joseph Sgroi, Director, Human Resources John M. Chambliss, Jr., Assistant Administrator Dan O'Donnell, Assistant Administrator 6 Li` u z O Lf) a 0 0 o � N 0 0 N U. 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O Q C d d a n w V) U _ _ `° ra FO_ h d LO � N • Z IL Ln N 7 N voa° !L N fn LL I0 Q J U O N V r M W L E F� LL N � C C O � O 'O @ a O O N LL En m c U m CL a M O co CO LO > > >I IL <i <i I ti Cl) cc L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 8, 2004 RESOLUTION 060804-7_ 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 June 8, 2004, 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 5, inclusive, as follows: 1. Approval of minutes — May 25, 2004 2. Confirmation of committee appointments to the Board of Zoning Appeals (Appointed by District); Community Policy and Management Team (CPMT); Court Community Corrections Alcohol Safety Action Program (ASAP); Parks and Recreation Advisory Commission (Appointed by District); Policy Board; Roanoke County Cable Television Committee; Roanoke Valley -Alleghany Regional Commission; Roanoke Valley Convention and Visitors Bureau; Roanoke Valley Detention Commission; and Roanoke Valley Regional Cable Television Committee 3. Request for renewal of agreement to provide office space to the Roanoke Valley Greenway Commission 4. Designation of voting delegate to the National Association of Counties Conference to be held on July 16-20, 2004 5. Request to appropriate funding in the amount of $8,000 for the Treasurer's turnover audit 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 Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church Wray, Altizer, Flora NAYS: None A COPY TESTE: LU ) S , (hiMm) Diane S. Childers Clerk to the Board of Supervisors cc: File Liz Belcher, Greenway Coordinator Anne Marie Green, Director, General Services Rebecca Owens, Director, Finance Kevin Hutchins, Treasurer 2 ACTION NO. A -060804-7.a ITEM NO. J-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA ITEM: Confirmation of committee appointments to the Board of Zoning Appeals (Appointed by District); Community Policy and Management Team (CPMT); Court Community Corrections Alcohol Safety Action Program (ASAP); Parks and Recreation Advisory Commission (Appointed by District); Policy Board; Roanoke County Cable Television Committee; Roanoke Valley -Alleghany Regional Commission; Roanoke Valley Convention and Visitors Bureau; Roanoke Valley Detention Commission; and Roanoke Valley Regional Cable Television Committee SUBMITTED BY: APPROVED BY: Diane S. Childers Clerk to the Board Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BOARD OF ZONING APPEALS (APPOINTED BY DISTRICT) At the May 25, 2004 meeting, Supervisor Wray nominated Kevin T. Barnes, Cave Spring Magisterial District, to serve an additional five-year term which will expire on June 30, 2009. COMMUNITY POLICY AND MANAGEMENT TEAM (CPMT) At the May 25, 2004 meeting, Supervisor Flora nominated Rita J. Gliniecki to serve an additional three-year term which will expire on June 30, 2007. COURT COMMUNITY CORRECTIONS ALCOHOL SAFETY ACTION PROGRAM (ASAP) POLICY BOARD At the May 25, 2004 meeting, Supervisor Flora nominated Ray Lavinder to serve an additional two-year term which will expire on June 30, 2006. PARKS AND RECREATION ADVISORY COMMISSION (APPOINTED BY DISTRICT) At the June 8, 2004 meeting, Supervisor Wray nominated Jack W. Griffith, Cave Spring Magisterial District; to serve an additional three-year term which will expire on June 30, 2007. He requested that Mr. Griffith's name be added to the consent agenda for confirmation at today's meeting. ROANOKE COUNTY CABLE TELEVISION COMMITTEE At the May 25, 2004 meeting, Supervisor Flora nominated David R. Jones to serve an additional three-year term which will expire on June 30, 2007. Individuals appointed to this committee are automatically appointed to serve on the Roanoke Valley Regional Cable Television Committee. ROANOKE VALLEY-ALLEGHANY REGIONAL COMMISSION At the May 25, 2004 meeting, Supervisor Flora nominated Michael A. Wray and F. Kevin Hutchins to serve additional three-year terms which will expire on June 30, 2007. ROANOKE VALLEY CONVENTION AND VISITORS BUREAU At the May 25, 2004 meeting, Supervisor Flora nominated Thomas A. "Pete" Haislip to serve an additional two-year term which will expire on June 30, 2006. ROANOKE VALLEY DETENTION COMMISSION At the May 25, 2004 meeting, Supervisor Flora nominated John M. Chambliss, Jr. to serve an additional four-year term, retroactive to June 30, 2002, which will expire on June 30, 2006. ROANOKE VALLEY REGIONAL CABLE TELEVISION COMMITTEE At the May 25, 2004 meeting, Supervisor Flora nominated David R. Jones, member -at - large, to serve an additional three-year term on the Roanoke County Cable Television Committee. As a result, Mr. Jones will automatically be re -appointed to an additional term on the Regional Cable Television Committee. This term will expire on June 30, 2007. 2 STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. VOTE: Supervisor Flora motion to approve staff recommendation Motion Approved cc: File Board of Zoning Appeals Community Policy and Management Team Court Community Corrections Alcohol Safety Action Program Policy Board Parks And Recreation Advisory Commission Roanoke County Cable Television Committee Roanoke Valley -Alleghany Regional Commission Roanoke Valley Convention and Visitors Bureau Roanoke Valley Detention Commission Roanoke Valley Regional Cable Television Committee 3 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Board of Zoning Appeals Community Policy and Management Team Court Community Corrections Alcohol Safety Action Program Policy Board Parks And Recreation Advisory Commission Roanoke County Cable Television Committee Roanoke Valley -Alleghany Regional Commission Roanoke Valley Convention and Visitors Bureau Roanoke Valley Detention Commission Roanoke Valley Regional Cable Television Committee 3 ACTION NO. A-060804-7. b ITEM NO. J.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA ITEM: Request for renewal of agreement to provide office space to the Roanoke Valley Greenway Commission SUBMITTED BY: Liz Belcher Greenway Coordinator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: When the position of Roanoke Valley Greenway Coordinator was established in 1996, the Greenway Commission office was initially housed at the Fifth Planning District Commission (now the Roanoke Valley Alleghany Regional Commission). In June 1997, Roanoke County offered to house the Greenway Coordinator at the Roanoke County Administration Center (RCAC). The Greenway Commission accepted this offer, and the office was moved to the RCAC in October 1997 under a three-year agreement, which was renewed in 2000 for an additional three-year term. Per the agreement, the County serves as fiscal agent and provides office space, computer, desk, and a telephone. The Greenway Commission pays all direct bills for additional furniture, copying, telephone service, supplies, and mail. The Greenway Commission requests the renewal of this agreement for an additional five- year term in order to continue housing the Greenway Commission office at RCAC. FISCAL IMPACT: All direct bills, salaries, and fringe benefits are paid out of the Greenway Commission budget. The County absorbs the cost of the office space, utilities, janitorial service, and fiscal reports. ALTERNATIVES: Renew the agreement to provide office space to the Greenway Commission for an additional five-year term. 2. Do not renew the agreement to provide office space to the Greenway Commission for an additional five-year term. STAFF RECOMMENDATION: Staff recommends Alternative #1, renew the agreement to provide office to the Greenway Commission for an additional five-year term. OTE: Supervisor Flora motion to approve staff recommendation Motion Approved cc: File Liz Belcher, Greenway Coordinator Anne Marie Green, Director, General Services Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Liz Belcher, Greenway Coordinator Anne Marie Green, Director, General Services Rebecca Owens, Director, Finance 2 is: THIS AGREEMENT, made and entered into this 1" day of July 2004_ by and between the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, (hereinafter referred to as "County") and the ROANOKE VALLEY GREENWAY COMMISSION (hereinafter referred to as "Commission"). WITNESSETH That for and in consideration of the premises and the mutual covenants contained herein, the parties €4�=by agree as follows: 1. Ca)uray agrees to serve as fiscal agent for the Commission, to receive and expend funds, and to keep appropriate records. The County shall not be responsible for Deleted: any audits, the preparation of rant a lications or•re orts on behalf of the Commission. _ Deleted: reimbursements for or 2. County agrees to provide payroll and other employee services and benefits for the Deleted: coordinator Commission staff consistent with County policies applicable -to County ---------- employees, -_----employees, except the provisions of the grievance procedure shall not be available to the members and employees of the Commission. 3. County agrees to provide procurement services for the Commission consistent with County code and policies. 4. County agrees to provide a minimal level of clerical staff support, as available, for the Commission, recognizing that volunteers will be used when possible. 5. County agrees to allow the Commission to use property owned by County Deleted: and further described as including approximately 200 sguare feet of office space located -at the Roanoke_ Deleted: for office space County Administration Center, 5204 Bernard Drive, in accordance with the terms , and conditions set forth in this agreement. Commission is authorized to use the off-street parking spaces adjacent to the structure. The County in its sole discretion reserves the right to provide alterliative office space in any other County facility upon thirty (30) clays written notice to the Commission. 6. County agrees to provide basic office furniture, a computer, and a telephone instrument. --� Deleted: three 7. The term of this agreement shall be fiv years, said term to commence July 1, Deleted: October 1, 2000 2and to continue until June 30, 2009 This agreement m_ _ay be can_ce_led_ o_r_ Deleted: 199 Deleted: September terminated by either party upon two- (2) month's notice in writing or any date that Deleted: 2003 Deleted: 2000 may be mutually agreed upon. 8. County will maintain the property described in paragraph 5, above, and provide janitorial services similar to the quality -and level of services provided to other, similar County facilities. Commission has examined and knows the condition of the premises and has received same in good order and repair, and that no representation as to the condition or repair thereof has been made by the County prior to or at the execution of this agreement that are not expressed herein. The premises shall be returned to County at the expiration of this agreement in such good condition and Deleted: er state of repair, ordinar wear and tear allowed for. Commission- -------- shall be ----------------------- responsible for the safety and security of the leased premises. In an emergency it shall be the responsibility of the Commission to notify either the Roanoke County Police Department or the Roanoke County Department of General Services, as appropriate. 10. During the term of this agreement, County will provide and pay for all utilities (water, sewer, electric, and solid waste services) which may be necessary to the Commission for the reasonable and proper use and enjoyment of the premises by the Commission. In addition, the County shall allow the Commission to use conference rooms and meeting facilities and storage space for equipment and files on the premises on a space available basis. Commission may use County office equipment, such as copiers, fax machines, telephones and other office support equipment, if temporarily available and not required for any governmental purposes. The availability of conference rooms, meetinZP g facilities or office equipment is solely within the discretion of the County. Commission shall be responsible for its postage, office supplies, copier charges, Internet access charges, and the total cost of its telephone billings and charges. 11. This agreement represents the entire understanding between the parties and may not be modified or changed except by written instrument executed by the parties. 12. This agreement shall not be assigned by the Commission without the express, written approval of the County. WITNESS the following signatures and seals: ROANOKE COUNTY GREENWAY COMMISSION BY Deleted: Lee B. Eddy Lucy R. Ellett,.— Chair, _ _ _ _ _ _ , - - JR.Ited. mao BOARD OF SUPERVISORS OF ROANOKE COUNTY By Elmer C. Hodge — County Administrator Approved as to form: Paul Mahoney Roanoke County Attorney State of Virginia County of Roanoke, to—wit: The foregoing instrument was acknowledged before me this day of 2004 by Lucy R. Ellett,Chai�, on behalf of -the Roanoke Valle} - - - Deleted: 2000 - -------- ---- - Deleted: 1997 Greenway Commission Deleted: Lee B. Eddy, Deleted: man Notary Public My commission expires: State of Virginia, County of Roanoke, to -wit: The foregoing instrument was acknowledged before me this day of , 2004 by Elmer C. Hodge, County Administrator-on-bedhalf of - Deleted: 2000 ---- ------------- the Board of Supervisors of Roanoke County. Deleted: 1997 Notary Public My commission expires: Approved b Ordinance on 2004_ ;Delet5ed: 101497-9 PP Y--- ---------------- ------------------- �;- October 14 2000 Deleted- 1997 ACTION NO. A -060804-7.c ITEM NO. J4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA ITEM: Designation of voting delegate to the National Association of Counties Conference, July 16 - 20, 2004 APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The National Association of Counties Annual Conference will be held July 16- 20, 2004, in Phoenix, Arizona. Supervisor Wray plans to attend this conference and is willing to serve as the voting delegate for Roanoke County at the business meeting. The Credentials Identification Form must be returned to NACo by June 25, 2004. STAFF RECOMMENDATION: It is recommended that the Board of Supervisors confirm the designation of Supervisor Wray to serve as Roanoke County's voting delegate and that the credentials form be forwarded to NACo. VOTE: Supervisor Flora motion to approve staff recommendation Motion Approved cc: File Supervisor Mike Wray, NACo File Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Supervisor Mike Wray, NACo File ■ © 001360 , ■ NACo 2004 Credentials (Voting) Identification Form Please complete and return or fax this form by June 25, 2004 to: NACo • Attn: Emily Landsman - 440 First St. NW • Washington, DC 20001 or Fax: (202) 393-2630 or have the voting delgate(s) carry it with them to the conference and present it at the Credntials Desk. Please type or print in block letters. County / Parish / Borough State KOAA(Vo ISE CoUr\/T'/ This form must be signed by the Chief Elected Official from your county. Submissions without an appropriate signature will not be accepted. Signature:~� C:. ey.,r Q.- Sea;d�.�-----_'��-t / Chair / Date lZ ►'chard C. fora- , Gt)c,_,'rvY,c_r) R cx-_nokf_ CC). (�00_rcd o� Print name and title S 1 !I-' V 1,5 o Y-5 ANo state association pick-up. Please read the state association pick-up section in "Credentials FAQ." ❑ Check here if you wish to vote by proxy. If checked, list the county / parish / borough to cast your votes below. Your county and your proxy must have at least one paid registration for NACo's Annual Conference. County / Parish / Borough allowed to cast my votes * First Name of proxy county delegate Last Name ® * Please read the proxy section in "Credentials FAQ" before filling out this section. Designated Delegate First Alternate 01.1 MEM■■MMMMMM■ MIME■■■■■■■MIME■■mom 0 Second Alternate MMMMMMMMMEM■■MMMMMMMMMMEIM■IMM This form must be signed by the Chief Elected Official from your county. Submissions without an appropriate signature will not be accepted. Signature:~� C:. ey.,r Q.- Sea;d�.�-----_'��-t / Chair / Date lZ ►'chard C. fora- , Gt)c,_,'rvY,c_r) R cx-_nokf_ CC). (�00_rcd o� Print name and title S 1 !I-' V 1,5 o Y-5 ANo state association pick-up. Please read the state association pick-up section in "Credentials FAQ." ❑ Check here if you wish to vote by proxy. If checked, list the county / parish / borough to cast your votes below. Your county and your proxy must have at least one paid registration for NACo's Annual Conference. County / Parish / Borough allowed to cast my votes * First Name of proxy county delegate Last Name ® * Please read the proxy section in "Credentials FAQ" before filling out this section. S -y MEMORANDUM ELECTION OF SECOND VICE PRESIDENT To: County Executives, Parish Presidents, Borough Mayors and County Board Chairpersons From: Karen Miller, NACo President Date: May 14, 2004 Subject: Voting Credentials - 2004 Annual Conference We are preparing for NACo's 69th Annual Conference to be held July 16-20, 2004 in Maricopa County, Arizona. We need your help to ensure that your county can participate in the association's annual election of officers and policy adoption for this year's American County Platform. In order to vote, a county must have paid its membership dues, and have one paid registrant for the conference, according to NACo bylaws. Please indicate on the enclosed form the name of the voting delegate and alternate(s) authorized to pick up your county's voting materials. Additionally, the chief elected official of your county must sign the form. Please use the enclosed checklist before returning the form. In addition, state association executive directors or presidents are entitled to pick up unclaimed credentials on Monday, July 19. If you do not want the state association to receive your voting materials, please check the box on the enclosed form. Please review the enclosed "Credentials F.A.Q." before returning the form. Please mail or fax ONLY the enclosed form to the following address by FRIDAY, JUNE 25. Or: Emily Landsman Fax # (202) 393-2630 Credentials Committee c/o Emily Landsman National Association of Counties 440 First Street, N.W. Washington, DC 20001 Membership Coordinator Emily Landsman can be reached at (202) 942-4242 or elandsman@naco.org should you have questions regarding voting procedures. We look forward to seeing you in Maricopa County. ACTION NO. A -060804-7.d ITEM N0. J-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 8, 2004 AGENDA ITEM: Request to appropriate funding in the amount of $8,000 for the Treasurer's turnover audit SUBMITTED BY: F. Kevin Hutchins Treasurer APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In December 2003, Mr. Fred Anderson retired as Treasurer of the County of Roanoke after twenty-eight years of service. Section 58.1-3136 of the Code of Virginia requires that a turnover audit be performed upon the death, resignation, removal, retirement or other termination of a county or city treasurer in accordance with the specifications of the Auditor of Public Accounts specifications for Audits of Counties, Cities, and Towns. The purpose of the turnover audit is to establish the outgoing treasurer's accountability at the date he or she leaves office. The Code of Virginia requires the Auditor of Public Accounts to audit state funds held by the treasurer whenever a treasurer leaves office. The local government is required to hire an independent certified public accountant to audit local and other funds held by the treasurer. The Auditor of Public Accounts audited the state funds held by the treasurer in February 2004 and issued a report stating that the funds were accounted for appropriately. KPMG LLP audited all local and other funds held by the treasurer in March 2004 and will issue their final report within the next several weeks. It is anticipated that the report will also document that all local and other funds were accounted for appropriately. FISCAL IMPACT: The Auditor of Public Accounts audited state funds held by the treasurer at no cost to the County. Independent certified public accountants, KPMG LLP, were hired to audit the local and other funds held by the treasurer at a cost of $ 8,000. STAFF RECOMMENDATION: Staff recommends the appropriation of $8,000 from the Board Contingency Fund to cover the cost of the Treasurer's turnover audit performed by KPMG LLP. VOTE: Supervisor Flora motion to approve staff recommendation Motion Approved cc: File Kevin Hutchins, Treasurer Rebecca Owens, Director, Finance Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Kevin Hutchins, Treasurer Rebecca Owens, Director, Finance