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HomeMy WebLinkAbout10/12/2004 - Adopted Board RecordsACTION NO. A-101204-1 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: October 12, 2004 AGENDA ITEM: Request to approve a Letter of Intent to participate in a Regional Jail Facility and the appropriation of monies to conduct the required jail studies SUBMITTED BY: John M. Chambliss, Jr. Assistant County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke currently operates the Salem -Roanoke County Jail which is located behind the Roanoke County Courthouse in Salem. The facility is currently classified as a regional jail and provides jail capacity for Craig County as well Salem and Roanoke County. This jail was opened in 1980 and is rated as a 108 bed facility. Last year, we averaged 248 inmates throughout the year. During weekends, the number is often over 285 at a given time. Salem and Roanoke County have already been approved by the State with a waiver to the moratorium for building new jail facilities. We have talked with Montgomery County and Franklin County officials and the four jurisdictions are interested in pursuing a larger regional jail to meet our overcrowding needs. Each jurisdiction, however, is interested in maintaining their existing local jail to reduce the number of new beds to be constructed and to reduce transportation time and cost. The local jails will be used primarily to house pre - sentenced inmates and work program inmates. It is anticipated that sentenced inmates, women inmates, medical cases, or other special needs inmates will be maintained at the regional facility. A regional operating agreement is being discussed and will be presented in the next few months. 4 There are two specialized studies which must be completed on behalf of the localities desiring to build a jail facility. The Community -Based Corrections Plan serves as a needs assessment to project the number of total beds that will be needed, the types of programs and resources which are available which could modify that number, and the types of programs which should be used in the overall corrections program. The second report is the Program Plan which becomes the schematic drawing for the new facility and the budget document for the proposed facility. This study is site specific and becomes the basis for the amount of funding that the State will provide for the new facility. Both of these reports and other supporting documentation must be filed with the State before March 1, 2005 to be eligible for inclusion in the Governor's capital budget plan as a part of the 2006 General Assembly action. If we fail to meet the March 1, 2005 application date, it will be two years later before the request can be considered. The advantage of being classified as a regional facility is that the State share of the construction capital cost will be up to 50% of the allowable costs. Should a locality be approved to build a facility only for themselves, the State share would be a maximum of 25% of the allowable costs. Administratively, the staff has contracted with Powell Consulting Services to prepare the Community -Based Corrections Plan on behalf of the four jurisdictions named above at a cost of $42,100. We are finalizing the negotiations for an A/E firm to prepare the Program Plan at this time. The Administrative staff has agreed to share in the cost of these two studies on the basis of the population of the participating localities with Roanoke County's share being 35.485% or $57,522. Each locality is also having an A/E audit of the existing jail facility to determine any structural or capital issues needed in order to allow our existing rated bed capacity to be used in the proposal. Our cost for this study is $28,400. There are numerous other costs which will be incurred in the immediate future to complete these studies (funds for an option on an approved site; environmental studies of the site; survey costs; Facility Condition Study of each existing jail facility to determine a budget and time -line for the capital improvements needed to maintain the local jail; and fees for professional services looking at the legal transactions and financial arrangements that will be necessary to file with the State). The staffs of the four localities have agreed to seek approval of a formal Letter of Intent from the governing body of each jurisdiction to proceed with the required studies and to move forward with the development of a regional contract for the construction and operation of a regional jail facility. The attached Letter of Intent and request for appropriations are being considered by the other localities at this time and all parties will sign and approve funding during October, 2004. We hope to have the regional agreement in basic form by Thanksgiving, 2004. V FISCAL IMPACT: Roanoke County is serving as the lead agency in this project and the purchasing process is being held by the County. The four jurisdictions have agreed to share in the cost of the two studies on the basis of population and Roanoke County's share is $57,522 or 35.485% plus the cost of the evaluation of our existing facility $28,400. It is requested that these funds be appropriated from the Capital Unappropriated Balance. The contributions from the other jurisdictions will be handled separately. ALTERNATIVES: Participate in the development of a regional jail facility for the four jurisdictions and qualify for up to 50% of the allowable costs of the project. 2. Develop a jail facility for Roanoke County and the City of Salem only, which requires us to meet the same timelines, but with increased local costs. STAFF RECOMMENDATION: Staff recommends approval of Alternative 1, participating in the development of a regional jail facility to meet the needs of Roanoke County, Montgomery County, Franklin County, and the City of Salem; authorizing the County Administrator to execute the Letter of Intent which allows the required studies to be completed; and appropriate the monies necessary to fund Roanoke County's Share of the studies ($85,922). These funds should be eligible for reimbursement in the bond funding. Staff further recommends that a work session be held in November to discuss the regional agreement and to answer more questions concerning the new facility. 3 VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File John Chambliss, Jr., Assistant County Administrator Sheriff Gerald Holt Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ cc: File John Chambliss, Jr., Assistant County Administrator Sheriff Gerald Holt Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance 2 DRAFT Revised October 12, 2004 LETTER OF INTENT To Continue to Pursue the Feasibility of THE REGIONAL JAIL CONCEPT October , 2004 WHEREAS, the City of Salem, Roanoke County, Franklin County and Montgomery County ("Participating localities") are looking at alternatives to expanding their existing capacity to house the inmates for their respective jurisdictions, and WHEREAS, since the Commonwealth of Virginia shares in the capital construction of jails in an amount of fifty percent of the allowable cost for regional facilities as compared to twenty-five percent of the allowable cost for capital construction of individual facilities, the Participating Localities want to continue to pursue the feasibility of a regional jail approach, and WHEREAS, the Participating Localities have deemed to be in their collective best interest to continue to operate their local jails in their respective jurisdictions to the degree practical and allowable by the State and also continue to pursue the feasibility of participating in the construction of a regional jail facility; and WHEREAS, the Participating Localities have agreed to share on the basis of population of the Participating Localities (Salem 10.069%, Roanoke County 35.485%, Franklin County 19.935% and Montgomery County 34.511%) in the cost of the Community Based Corrections Plan (estimated cost of $42,100) and the Planning Study (Estimated Cost of $120,000), two studies which are required by the Commonwealth of Virginia's Department of Corrections in determining the need for the and the capacity of new jail facilities; and WHEREAS, the State Funding Application and all supporting documentation must be filed with the State before March 1, 2005, in order to be included in the Governor's capital budget, and WHEREAS, it is understood that should the Participating Localities decide following this study period to participate in a Regional Jail facility, a formal Regional Jail Agreement (Agreement) must be adopted by the participating jurisdictions to determine the projected capacity of the new regional jail facility to be owned by each jurisdiction; the means of governing the operation of the facility; the method of sharing the capital construction costs; the method of sharing the operating costs on an equitable basis; and the means of amending the Agreement or updating the criteria for the life of the Agreement, and WHEREAS, it is the intent of each of the Participating Localities to continue to study the feasibility of the Regional Jail Approach and share in the costs of that study as agreed in this Letter of Intent. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Salem, the Board of Supervisors of Roanoke County, the Board of Supervisors of Franklin County, and the Board of Supervisors of Montgomery County, do hereby authorize the City Manager or the County Administrator of their respective jurisdiction to sign this Letter of Intent to continue to study and develop the feasibility of a Regional jail approach among the Participating Localities. The Participating Localities agree to continue to study the feasibility of a Regional jail approach and share in the costs of this study on the basis of population of each Participating Locality. If it is determined that following this study period that the Participating Localities desire to participate in the Regional Jail facility, those Participating Localities shall develop and approve a Regional Jail Agreement subject to final approval by each participating governing body. BE IT FURTHER RESOLVED, that the Participating Localities agree to seek legislative authority from the General Assembly for Franklin County and Montgomery County to participate in a regional jail facility with the City of Salem and Roanoke County who already have authority to participate in such a facility, and BE IT FURTHER RESOLVED, that each Participating Locality shall, consistent with this Letter of Intent, cooperate and complete all studies, forms and adopt all necessary agreements or documents to allow the submittal of the State Funding Application package to the State prior to the March 1, 2005 deadline. City of Salem Official Title Date Roanoke County Official Title Date Franklin County Official Title Date Montgomery County Official Title Date cc: File Circuit Court Clifford R. Weckstein, Judge William Broadhurst, Judge Robert P. Doherty, Jr., Judge Jonathan M. Apgar, Judge James R. Swanson, Judge Charles N. Dorsey, Judge Steven A. McGraw, Clerk Juvenile Domestic Relations District Court Joseph M. Clarke, II, Judge Philip Trompeter, Judge John B. Ferguson, Judge Joseph P. Bounds, Judge Ruth P. Bates, Clerk Intake Counsellor General District Court George W. Harris, Judge Vincent Lilley, Judge Julian H. Raney, Judge Jacqueline F. Ward Talevi, Judge Francis W. Burkart, III, Judge Theresa A. Childress, Clerk Gerald Holt, Sheriff Paul Mahoney, County Attorney Randy Leach, Commonwealth Attorney Magistrates Sherri Krantz/Betty Perry Main Library Ray Lavinder, Police Chief Richard Burch, Chief of Fire & Rescue Roanoke Law Library, 315 Church Avenue, S.W., Rke 24016 Roanoke County Law Library, Singleton Osterhoudt Roanoke County Code Book John M. Chambliss, Jr., Assistant County Administrator Dan O'Donnell, Assistant County Administrator Diane D. Hyatt, Chief Financial Officer O. Arnold Covey, Director, Community Development Janet Scheid, Chief Planner Rebecca Owens, Director, Finance Betty McCrary, Director, Social Services David Davis, Court Services Elaine Carver, Director, Information Technology Anne Marie Green, Director, General Services Thomas S. Haislip, Director, Parks, Recreation & Tourism William E. Driver Director, Real Estate Valuation F. Kevin Hutchins, Treasurer Nancy Horn, Commissioner of Revenue El AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, OCTOBER 12, 2004 ORDINANCE 101204-2 AMENDING THE ROANOKE COUNTY CODE BY AMENDING SECTION 21-73, GENERAL PREREQUISITES TO GRANT OF DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED PERSONS OF CHAPTER 21. TAXATION TO INCREASE THE VARIOUS ASSET THRESHOLD AMOUNT PROVISIONS FOR REAL ESTATE TAX EXEMPTION FOR THE ELDERLY AND HANDICAPPED WHEREAS, Section 21-73 of the Roanoke County Code establishes a restriction upon the total combined income for the exemption from or deferral of real estate taxes for certain elderly or permanently or totally disabled persons; and WHEREAS, Ordinance 84-232 adopted on December 18, 1984, increased this financial restriction from $15,000 to $18,000, and Ordinance 22388-9 adopted February 23, 1988, increased this financial restriction from $18,000 to $22,000, and Ordinance 82791-10 adopted August 27, 1991, increased this financial restriction from $22,000 to $30,000; Ordinance 052201-14 adopted May 22, 2001, increased this financial restriction from $30,000 to $50,000; and WHEREAS, the 2004 General Assembly for the Commonwealth of Virginia amended Section 58.1-3211 of the 1950 Code of Virginia by increasing various asset threshold amounts; and WHEREAS, the first reading and public hearing on this ordinance was held on September 28, 2004; and the second reading was held on October 12, 2004. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Section 21-73, General prerequisites to grant of Division 3. Exemption u for elderly and disabled persons of Chapter 21, Taxation be amended to read and provide as follows: Sec. 21-73. General prerequisites to grant. Exemptions provided for in this division shall be granted only if the following conditions are met: (1) That the total combined income, during the immediately preceding calendar year, from all sources, of the owner of the dwelling and his relatives living therein did not exceed fifty thousand dollars ($50, 000); provided, however, that the first GO)d y -five hundred dollars ($6,500) ten thousand dollars ($10,000) of income of each relative, other than the spouse of the owner, who is living in the dwelling shall not be included in such total. (2) That the owner and his spouse did not have a total combined net worth, including all equitable interests, exceeding one hundred thousand dollars ($100,000.00) as of December 31 of the immediately preceding calendar year. The amount of net worth specified herein shall not include the value of the sole dwelling house and up to one (1) acre of land. (3) Notwithstanding sub -section (1) above if a person qualifies for an exemption and if that person can prove by clear and convincing evidence that his or her physical or mental health has deteriorated to the point that the only alternative to permanently residing in a hospital, nursing home, convalescent home or other facility or physical or mental care is to have a relative move in and provide care for that person and if a relative does then move in for that purpose, then none of the income of the relative or of the relatives spouse shall be counted towards the income limit provided the owner of the residence has not transferred assets in excess of ten thousand dollars J$10,000) without adequate 2 consideration within a three year period prior to or after the relative moves into such residence. 2. That this ordinance shall be in full force and effect from and after January 1, 2005, and it shall become effective for the 2005 real estate tax year. On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer NAYS: None ABSENT: Supervisor Flora A COPY TESTE:Q. aAn— Brenda J. Hol on, CMC Deputy Clerk 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 12, 2004 RESOLUTION 101204-3 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 fol lows: 1. That the certain section of the agenda of the Board of Supervisors for October 12, 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 10, inclusive, as follows: 1. Approval of minutes — September 28, 2004 2. Confirmation of committee appointments to the Grievance Panel 3. Request from the schools to appropriate federal funds in the amount of $53,570.31 for implementation of state wide standards of learning assessment system 4. Request from the schools to appropriate a grant in the amount of $1,000 from the Virginia Department of Education for special education services 5. Request from the schools to appropriate technology fees in the amount of $7,200 for the online summer school program 6. Request from the schools to appropriate fees totaling approximately $8,000 for the online virtual high school program 7. Request from the Police Department to accept and appropriate a grant in the amount of $19,747 from the Department of Criminal Justice Services 8. Request from the Police Department to accept and appropriate Local Law Enforcement Block Grant (LLEBG) in the amount of $13,544 from the Bureau of Justice Assistance 1 9. Request to reappoint Special Assistant for Legislative Relations, authorization to continue an agreement, and an appropriation of funds 10. Designation of voting delegate to the Virginia Association of Counties (VACo) conference to be held November 7-9, 2004 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 Wray to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer NAYS: None ABSENT: Supervisor Flora A COPY TESTE: Brenda J. Holton, CMC Deputy Clerk cc: File Richard Flora, Board Chairman A.R. Pete Giesen, Jr. Rebecca Owens, Director, Finance Ray Lavinder, Chief of Police Sgt. Tim Lisk, Police Dept. Grant Coordinator Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Dr. Jane James, Director of Technology Dr. Linda Radcliffe, Director, Special Education & Pupil Personnel Services Linda Bowden, Coordinator of Math 2 ACTION NO. A-101204-3.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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: October 12, 2004 Confirmation of committee appointment to the Grievance Panel Diane S. Childers Clerk to the Board Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Grievance Panel At the September 28, 2004, meeting, it was the consensus of the Board to nominate Lee Blair and Joanne Thompson, Alternates, to serve additional three-year terms. Ms. Blair's term will expire on October 10, 2007, and Ms. Thompson's term will expire on October 31, 2007. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Grievance Panel File Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ cc: File Grievance Panel File ACTION NO. A -101204-3.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: October 12, 2004 AGENDA ITEM: Request from schools to appropriate federal funds in the amount of $53,570.31 for implementation of state wide standards of learning assessment system SUBMITTED BY: APPROVED BY: Mrs. Linda Bowden Coordinator of Math Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Federal funds have recently become available to help school divisions implement the state wide standards of learning assessment system. Roanoke County schools will receive a total of $53,570.31. The federal funds will be used to purchase new scientific and graphing calculators, repair non-functioning calculators, or to purchase calculator batteries. FISCAL IMPACT: An additional appropriation of $53,570.31 will be added to budget code 791900-3365, as well as a corresponding increase in general fund revenues from state aid. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of the federal funds in the amount of $53,570.31 to be used as stated above. 1 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Mrs. Linda Bowden, Coordinator of Math Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ cc: File Mrs. Linda Bowden, Coordinator of Math Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 ACTION NO. A -101204-3.c ITEM NO. J-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Request from schools to appropriate a grant in the amount of $1,000 from the Virginia Department of Education for special education services SUBMITTED BY: Dr. Patricia Radcliffe Director of Special Education and Pupil Personnel Services APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Special Education Department applied for and received a $1,000 grant offered through the Commonwealth of Virginia Department of Education. The grant would allow for distribution of funds for professional development training of staff related to autism spectrum disorders. FISCAL IMPACT: The grant in the amount of $1,000 would be appropriated to the Special Education Department to train staff on autism spectrum disorders. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of grant funds in the amount of $1,000 from the Virginia Department Education to the Special Education Department. 1 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Dr. Patricia Radcliffe, Director, Special Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 Education & Pupil Personnel Services Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ cc: File Dr. Patricia Radcliffe, Director, Special Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 Education & Pupil Personnel Services ACTION NO. A -101204-3.d ITEM NO. J-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Request from schools to appropriate technology fees in the amount of $7,200 for the online summer school program SUBMITTED BY: Dr. Jane James Director of Technology APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Department of Instruction offered online courses as part of summer school and charged students a $50 technology fee as part of the tuition. Because the program was designed after the 2004-2005 budget was developed, the technology fee was not included for expenditure in the current budget. A total of $7,200 was collected in technology fees. FISCAL IMPACT: The technology fees could be used to offset technology expenditures of $7,200. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of the technology fees in the amount of $7,200 to the technology budget to offset technology expenditures. 1 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Dr. Jane James, Director of Technology Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance K Yes No Absent Mr. McNamara ® F -I F -I Mr. Church ® El El Mr. Wray Mr. Altizer ® F -I El Mr. Flora El El cc: File Dr. Jane James, Director of Technology Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance K ACTION NO. A -101204-3.e ITEM NO. J-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Request from schools to appropriate fees totaling approximately $8,000 for the online virtual high school program SUBMITTED BY: Dr. Jane James Director of Technology APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Department of Instruction is offering online courses as an extension of the school day on a tuition basis. The tuition is $350 per full course and $175 per half -credit course, plus a $50 technology use fee. Because the program was designed after the 2004-2005 budget was developed, the revenues and expenditures were not included in the budget. An anticipated enrollment of approximately 20 students would generate $8,000 in revenues. FISCAL IMPACT: The estimated tuition of $8,000 would be used for teacher salaries, technology fees and materials and would offset these expenditures. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends appropriation of the virtual high school online program tuition fees of 1 approximately $8,000 to the technology budget to offset expenditures as well as a corresponding increase in the laptop initiative insurance reserve revenue budget. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved M. File Dr. Jane James, Director of Technology Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ M. File Dr. Jane James, Director of Technology Dr. Linda Weber, Schools Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 ACTION NO. A -101204-3.f ITEM NO. J-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Request from the Police Department to accept and appropriate a grant in the amount of $19,747 from the Department of Criminal Justice Services SUBMITTED BY: APPROVED BY: James R. Lavinder Chief of Police Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department has applied, and continues to apply, to the Department of Criminal Justice Services for annual Edward Byrne Formula Grants to provide law enforcement support. The grant provides local law enforcement agencies with additional resources to improve capabilities for detecting, deterring, disrupting, and preventing acts of terrorism. It also provides for the purchase of equipment, supplies, or other equipment related to community policing, law enforcement, or crime prevention. The grant will be used to provide funds toward the purchase of a chemical, biological, radiological, nuclear, explosive (CBRNE) response vehicle to deploy bomb, hazmat and special weapons personnel. The grant has been approved in the amount of $19,747. The Edward Byrne Formula Grant is administered by the Department of Criminal Justice Services, and the purpose of the program is to provide law enforcement units of local government with funds to underwrite projects to reduce crime and improve public safety. The Police Department applied for this one time grant due to funds made available to Virginia from unspent funds in a previous fiscal year. 1 FISCAL IMPACT: The final award amount is $19,747 in federal funds which are to be matched with $6,582 in Roanoke County funds. The local match will be provided from existing Police Department funds. ALTERNATIVES: None STAFF RECOMMENDATION: Staff recommends acceptance and appropriation of the Department of Criminal Justice Services grant funds from the Edward Byrne Formula Grant in the amount of $19,747. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Ray Lavinder, Chief of Police Sgt. Tim Lisk, Police Dept. Grant Coordinator Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® 0 F -I Mr. Church ® El Mr. Wray ® F -I Mr. Altizer ® F -I F -I Mr. Flora cc: File Ray Lavinder, Chief of Police Sgt. Tim Lisk, Police Dept. Grant Coordinator Rebecca Owens, Director, Finance 2 ACTION NO. A -101204-3.g ITEM NO. J-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Request from the Police Department to accept and appropriate Local Law Enforcement Block Grant (LLEBG) in the amount of $13,544 from the Bureau of Justice Assistance SUBMITTED BY: APPROVED BY: James R. Lavinder Chief of Police Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Bureau of Justice Assistance administers the Local Law Enforcement Block Grant (LLEBG). The purpose of the LLEBG program is to provide units of local government with funds to underwrite projects to reduce crime and improve public safety. FISCAL IMPACT: The final award amount is $13,544 in federal funds and a match from Roanoke County is required in the amount of $1,505. The local match will be provided from existing Police Department funds, account number 471100-6013. The grant period is October 1, 2004, through September 30, 2006. ALTERNATIVES: None STAFF RECOMMENDATION: The staff recommends acceptance of the Bureau of Justice Assistance, Local Law Enforcement Block Grant in the amount $13,544. 1 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Ray Lavinder, Chief of Police Sgt. Tim Lisk, Police Dept. Grant Coordinator Rebecca Owens, Director, Finance 2 Yes No Absent Mr. McNamara ® F -I r -I Mr. Church ® F1 F1 Mr. Wray Mr. Altizer ® E Mr. Flora cc: File Ray Lavinder, Chief of Police Sgt. Tim Lisk, Police Dept. Grant Coordinator Rebecca Owens, Director, Finance 2 Action No. A -101204-3.h Item No. J-9 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Reappointment of Special Assistant for Legislative Relations, authorization to continue an agreement, and an appropriation of funds therefore COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This action reappoints A. R. Pete Giesen, Jr. as Roanoke County's Special Assistant for Legislative Relations. It also continues the agreement with Mr. Giesen previously approved. Finally, it appropriates funds for this agreement from the Unappropriated Balance. FISCAL IMPACTS: The County will pay James Madison University for the services of the Special Assistant at a rate of $15,000 annually. In addition, the County will reimburse the Special Assistant for certain expenses in an amount not to exceed $3,000. STAFF RECOMMENDATION: It is recommended that the Board (i) reappoint A. R. Pete Giesen, Jr., as Special Assistant for Legislative Relations, and (ii) appropriate $18,000 from the Board's Unappropriated Balance for these purposes. 1 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File A. R. Pete Giesen, Jr. Rebecca Owens, Director, Finance Yes No Absent Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ❑ ❑ cc: File A. R. Pete Giesen, Jr. Rebecca Owens, Director, Finance ACTION NO. A -101204-3.i ITEM NO. J-10 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 12, 2004 AGENDA ITEM: Designation of voting delegate to the Virginia Association of Counties (VACo) conference to be held November 7-9, 2004 SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Association of Counties (VACo) annual conference will be held November 7- 9, 2004. They have requested that each county designate a representative of its Board of Supervisors to cast its votes at the annual business meeting on Tuesday, November 9. The voting credentials form must be submitted to VACo by November 1, 2004. All members of the Board of Supervisors are planning to attend the conference this year. STAFF RECOMMENDATION• It is recommended that the Board of Supervisors designate Chairman Flora to serve as Roanoke County's voting delegate and that the voting credentials form be forwarded to VACo. If Chairman Flora is unable to attend the business meeting, the Board designates Supervisor Church to serve as its alternate delegate. VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File VACo File Yes No Absent Mr. McNamara ® El r -I Mr. Church ® 0 F-1 Mr. Wray ® FE] Mr. Altizer ® F] Mr. Flora (] F -I cc: File VACo File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 12, 2004 RESOLUTION 101204-4 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 2.2-3712 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 McNamara, Church, Wray, Altizer NAYS: None ABSENT: Supervisor Flora A COPY TESTE: &q -A, Brenda J. Ho on, CMC Deputy Clerk cc: File Closed Meeting File