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HomeMy WebLinkAbout12/7/2004 - Adopted Board RecordsACTION NO. A-120704-1 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: December 7, 2004 AGENDA ITEM: Request preliminary approval for the purchase and funding of five fire vehicles to continue the Fire and Rescue vehicle replacement plan for fire apparatus SUBMITTED BY: Richard E. Burch, Jr. Fire and Rescue Chief Rebecca Owens Director of Finance APPROVED BY: Elmer C. Hodge, Jr. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Fire and Rescue Department has established an on-going vehicle replacement plan which calls for replacing fire trucks after they are twenty years old. Approval is being requested to purchase five new KME vehicles which will replace five 1980 vehicles and one 1975 vehicle and will result in reducing the fire apparatus fleet by one. The replacement of these apparatus is crucial to keep modern, up-to-date and efficient equipment available to provide service to the County citizens. Replacement of older equipment is also essential to reduce the cost of maintenance and repairs. We were approved to proceed with the bid process and that function is now complete. Bids have been received for the units and total approximately $1,939,270.74 for these five vehicles and related equipment. The County will be purchasing the following: • Four enclosed -cab Pumpers with 1,500 gallons -per -minute pumps and 750 gallon water tanks. These units will go to Cave Spring, Hollins, Clearbrook, and Read Mountain. • One enclosed -cab Tanker with a 1,500 gallons -per -minute pump and 2,500 gallon water tank. This unit will go to Fort Lewis. In addition, with the purchase of these new vehicles, the rotation of existing equipment from busiest to slowest stations extends the life of the vehicles. The placement of these vehicles is detailed in Attachment A. Fire and Rescue now seeks approval to proceed with the loan and purchase of these vehicles. FISCAL IMPACT: A repayment schedule for this loan is shown as Attachment B. Budgeted funding of $400,000 from the Fire and Rescue Department will be applied toward the total purchase price when the units are received. Two additional annual payments of $400,000 and a final payment of $412,371.51 in July 2007 from these budgeted funds will be made. The additional funding of $354,603.40 will come from Botetourt County as per the agreement dated April 25, 2003. This financing recommendation includes an interest rate of 3% which is less than the current market rate for a conventional lease purchase. The Risk Management Fund is part of the County's pooled cash program that earns a percentage of the interest income monthly based on the funds cash balance. Using these funds for financing will decrease the amount of interest income earned which has already been budgeted. ALTERNATIVES: 1. Approve the purchase and adopt the attached resolution which will finance $1,539,270.74 with interest of 3% annually through the County Risk Management Fund to be repaid over the next three years. In addition, apply the funds from Botetourt County to the loan. 2. Approve the purchase and finance $1,539,270.74 through a conventional lease purchase method. In addition, apply the funds from Botetourt County to the loan. 2 STAFF RECOMMENDATION: Staff requests the Board's concurrence to approve the purchase of five fire vehicles and the concept of internally financing this purchase through the Risk Management Fund as outlined in Alternative 1. A public hearing will need to be held before this item can be approved to receive citizen comments regarding the proposed amendments to the fiscal year 2004-2005 budget in accordance with Section 15.2-2507, Code of Virginia, which provides that whenever such amendment exceeds 1 % of the total expenditures shown in the adopted budget or $500,000, whichever is lesser, the County must publish notice of a meeting and public hearing. Also, staff requests to have the public hearing for this item as well as the adoption of a resolution authorizing the purchase and funding of the fire vehicles at the December 21, 2004 board meeting. VOTE: Supervisor Altizer motion to approve staff recommendation with the interest rate modified to 2% Motion Approved cc: File Richard Burch, Fire & Rescue Chief Rebecca Owens, Director, Finance Diane Hyatt, Chief Financial Officer 3 Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Richard Burch, Fire & Rescue Chief Rebecca Owens, Director, Finance Diane Hyatt, Chief Financial Officer 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 7, 2004 RESOLUTION 120704-2 ADOPTING A DEBT POLICY FOR THE COUNTY OF ROANOKE WHEREAS, one of the measures of a fiscally well managed locality is the adoption of formal fiscal policies; and WHEREAS, these policies should be reviewed and amended periodically; and WHEREAS, the County previously adopted a debt policy on May 14, 1996, with Resolution 051496-9.a; and WHEREAS, the County now wishes to amend and restate its debt policy. NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Debt Policy adopted by Resolution 051496-9.a is rescinded, and 2. That the following Debt Policy for the County of Roanoke is hereby adopted, and 3. That this policy shall be in effect from and after the date of its adoption. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: L110, A - IVL-n) Diane S. Childers Clerk to the Board of Supervisors M. File Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance County of Roanoke, Virginia Debt Policy I. Introduction The County of Roanoke recognizes one of the keys to sound financial management is the development of a debt policy. This need is recognized by bond rating agencies and development of a debt policy is a practice recommended by the Government Finance Officers Association. A debt policy establishes the parameters for issuing debt and managing outstanding debt. It also provides guidance to administration regarding the timing and purposes for which debt may be issued, types and amounts of permissible debt, and the method of sale that may be used. The debt policy should recognize an obligation to full and timely repayment of all debt as an essential requirement for entry into the capital markets. Adherence to a debt policy helps to ensure that a government maintains a sound position and that credit quality is protected. The debt policy is to be used in conjunction with the Operating and Capital Improvements Budget, the Capital Improvement Program (CIP), and other financial policies. Advantages of a debt policy are as follows: • Enhances the quality of decisions • Rationalizes the decision-making process • Identifies objectives for staff to implement • Demonstrates a commitment to long-term financial planning objectives • Viewed positively by the rating agencies ll. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing capital projects including buildings, machinery, equipment, furniture, and fixtures. When feasible, debt issuances will be pooled together to minimize issuance costs. The County will prepare and adopt annually a five-year Capital Improvement Program to identify and establish an orderly plan to meet the County's infrastructure needs. The Capital Improvement Program will also identify all debt -related projects and the debt service impact upon operations identified. Ill. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect the County's philosophy concerning indebtedness: The County will not use short-term borrowing to finance operating needs except in instances as described under "Revenue Anticipation Notes". • Long-term debt will be used in compliance with all aspects of the debt policy. • The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. • Each project proposed for financing through debt issuance will have an analysis performed for review of tax impact and future operating costs associated with the project and debt issuance. • At a minimum, all issuances of debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals, if applicable, indicated in the under "Types of Debt/Structural Features". IV. Debt Limits The County does not have any constitutional or statutory debt limits. The County does abide by the following self-imposed debt targets: • Net debt as a percentage of assessed value will not exceed 3.0% • Net debt per capital will not exceed a ratio of $2,500 • General obligation debt service as a percentage of general governmental expenditures will not exceed 10% These ratios will be calculated each year in conjunction with the budget process and the audit. V. Types of Debt/Structural Features A. Bond Anticipation Notes • The County may issue bond anticipation notes (BANs) in expectation of general obligation bonds or revenue bonds when cash is required in order for the financed capital project to be initiated, continued, or when long-term markets do not appear appropriate on a given date but have a clear potential for improvement within 12 months. • The County will issue BANs for a period not to exceed two years. • No BANs will be rolled over more than one additional two-year period. B. Revenue Anticipation Notes • The County's fund balance goal of 6.25% of General Fund revenues was designed to provide adequate cash flow to avoid the need for revenue anticipation notes (BANs). • The County may issue RANs in an extreme emergency beyond the County's control or ability to forecast when the revenue source will be received subsequent to the timing of funds needed. 2 a • The County will issue RANs for a period not to exceed the one-year period permitted under the Constitution of Virginia, Article VII section 10. C. General Obligation Bonds • The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue general obligation (GO) debt with no limit on the amount of GO debt that a County may issue. • The County may issue GO debt for capital projects or other properly approved projects. • All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum with the exception of Virginia Public School Authority (VPSA) bonds and State Literary Fund loans which do not need approval by referendum. D. VPSA Bonds and State Literary Fund Loans • School capital projects may be constructed with debt, either through VPSA bonds or State Literary Fund loans, and refunding bonds with preference given to accessibility and interest rates. • Approval of the School Board is required prior to approval by the Board of Supervisors. E. Revenue Bonds • The County may issue revenue bonds to fund enterprise activities or for capital projects which will generate a revenue stream. • The bonds will include written covenants which will require that the revenue sources are sufficient to fund the debt service requirements. • Cost of issuance, debt service reserve funds, and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. F. Capital Acquisition Notes and Leases • The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture, and fixtures. G. Moral Obligation Debt • The County may enter into leases, contracts, or other agreements with other public bodies which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. 3 • Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. • While such moral obligation support does not affect the debt limit of the County, the amount of bonds issued with the County's moral obligation should be controlled in order to limit potential demands on the County. There is no legal obligation, but the County is placing its good name and reputation on the line, and there is every expectation that the County would make good any deficiencies when a default exists. VI. Credit Objectives The County of Roanoke will strive to maintain or improve its current bond ratings. The County will also maintain relationships with the rating agencies that assign ratings to the County's various debt obligations. The rating agencies will be kept abreast of the County's financial condition by providing them with the County's Comprehensive Annual Financial Report (CAFR) and the Operating and Capital Improvements Budget. VII. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction -specific, and issuer -related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement, or other method may be chosen. Vlll. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals to be selected through a competitive process. The finance professionals will include, but may not be limited to, the financial advisor, bond counsel, and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents, and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: (1) municipal debt, (2) diverse financial structuring, and (3) pricing municipal securities. IX. Advance refunding of Debt The County may issue advance refunding bonds in accordance with federal tax law. An advance refunding may be issued to reduce outstanding principal, reduce interest costs, to eliminate restrictive debt covenants, or in the event of financial emergencies or hardships. In determining whether to consider an S advance refunding, the County will carefully consider whether further savings can be achieved by deferring the sale to a later date. The goal is that the savings (net of all issuance costs and any cash contribution to the refunding) will be at least 3 percent unless otherwise justified by the County. X. Disclosures The County will maintain the following practices to ensure proper disclosures: • The County will maintain good communications with bond rating agencies to inform them about the County's financial position by providing them the County's Comprehensive Annual Financial Report (CAFR) and Operating and Capital Improvements Budget. • The County will follow the National Federation of Municipal Analysts and Government Finance Officers Association policy of full continuing disclosure. • The County will disclose the preceding ten fiscal years' debt ratios in the Comprehensive Annual Financial Report. • The County will disclose an estimate of the subsequent five fiscal years' debt ratios in the Operating and Capital Improvements Budget with an analysis of the impact, if any, moral obligation debt would have on the debt ratios. 5 ACTION NO. A-120704-3 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: December 7, 2004 AGENDA ITEM: Request from Public Facility Consortium, LLC for a refund in the amount of $50,000 for PPEA review fees for the public safety building project SUBMITTED BY: Daniel R. O'Donnell Assistant County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Public Facility Consortium, LLC (PFC) has requested a refund of the $50,000 review fee submitted to the County for analyzing the proposal for the Public Safety Facility and communications upgrades under the Public Private Educational Facilities and Infrastructure Act (PPEA). Although PFC did submit a very high quality proposal, County staff and our consultants recommended the award of the contract to Northrop -Grumman Corporation. This recommendation was approved at the Board meeting of September 28, 2004. At several points in the process PFC considered withdrawing due to the high cost of preparing the proposals and engaging in detailed competitive negotiations with Roanoke County. Staff encouraged PFC to continue despite their escalating cost concerns as the Board desired competition throughout both Phase I and Phase II of proposal submittal process. There are several reasons why the request to refund the deposit may be justified: 1. The County requested proposers to submit plans equal to 30% design in their Phase 11 proposals, which resulted in a great expense to the proposers. The County also engaged in detailed competitive negotiations which caused the proposers to expend substantial time and effort in reviews of our draft comprehensive agreement. This work went beyond what was originally envisioned by either staff or the proposers. 2. By encouraging competition throughout the process, the County was able to negotiate substantial savings, in the magnitude of several million dollars, in the successful Northrop -Grumman proposal. If PFC had withdrawn from the process, these savings would have been far more difficult to realize. 3. One of the criticisms of the PPEA process statewide is that it discourages participation from smaller and even mid-sized firms for larger PPEA projects due to the high upfront costs and greater risks private sector firms must be willing to take to participate. We believe that refunding the proposal fees would be a show of support to the smaller and mid-sized development firms that we will treat all proposers fairly should the County chose to use the PPEA process again in the future. We believe it is in our best interest to encourage competition in PPEA projects and this refund will encourage greater competition in the future. Paul Mahoney, County Attorney, has reviewed this request and has determined that it is within the discretion of the Board to determine whether to refund the deposit. Attached is a memorandum outlining Mr. Mahoney's review of this request. FISCAL IMPACT: According to our procedures, Roanoke County could deduct from the $50,000 requested refund any direct expenses incurred by the staff in reviewing the proposal. However, considering that PFC helped greatly with the project design and definition and caused the County to save considerable money, reducing the refund is not being suggested. ALTERNATIVES: 1. Approve the refund in order to encourage participation in future PPEA projects 2. Do not approve the refund. STAFF RECOMMENDATION: In order to encourage future involvement in PPEA projects by small and mid sized firms, staff recommends that the Board of Supervisors refund the full $50,000 to the Public Facility Consortium. LLC. and appropriate these funds from the Minor County Capital Fund. 2 VOTE: Supervisor Wray motion to approve staff recommendation Motion Approved cc: File Daniel O'Donnell, Assistant County Administrator Rebecca Owens, Director, Finance Paul Mahoney, County Attorney KI Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Daniel O'Donnell, Assistant County Administrator Rebecca Owens, Director, Finance Paul Mahoney, County Attorney KI ROANOKE COUNTY ATTORNEY'S OFFICE Roanoke County Administration Center 5204 Bernard Drive, S.W. - Room 431 Roanoke, VA 24018-0798 Phone 772-2007 - Fax 772-2089 MEMORANDUM To: Board of Supervisors From: Paul M. Mahoney Date: November 10, 2004 Subject: Refund of PFC proposal review fee The PFC Group is requesting that the County refund the $50,000 deposit that it submitted for the Public Safety Building project. The Board will recall that proposers of unsolicited PPEA projects must pay a $50,000 fee to cover the cost of processing, reviewing, and evaluating any unsolicited proposal. In April of 2003, the Board adopted certain procedures to govern how the County would handle applications under the Public -Private Educational Facilities and Infrastructure Act of 2002 (the PPEA), These procedures include the attached provision with respect to the proposal review fee. In reviewing PFC's proposal the County has expended inore than the $50,000 fee for out-of-pocket costs for attorneys and consultants. These out-of-pocket costs do not include the other direct costs of County staff time required to evaluate, re\7ietn7 and respond to this proposal. It is my understanding that the Board will consider PFC's request at its meeting on November 16, 2004. It is within the sound discretion of the Board to determine whether or not to refund all or a part of this $50,000 fee. Since the County's direct costs for reviewing the PFC proposal exceed the 550,000 deposit, the County is justified in retaining this fee and not refunding any or all of it to PFC. PMM/ sb C: Elmer C. Hodge PUBLIC FACILITY CONSORTIUM LLC November 10, 2004 Richard Flora, Chairman Roanoke County Board of Supervisors 5204 Bernard Drive, S.W. Roanoke. Virginia 24018 Re: Roanoke County Public Safety Building and Radio System Upgrade Dear Mr. Flora: Public Facility Consortium LLC (PPC) would like to take this opportunity to thank the County of Roanoke for its consideration and deliberation regarding the proposal submitted for the new Public Safety Communications Center/Public Safety Building and Radio System Upgrade. As disappointed as our team was to learn that the project would not be awarded to PPC the process was a learning experience for all who participated. In Please accept this letter as our official request that the deposit of $50,000 be refunded to PFC. The total cost of participation and preparation of our competitive proposal by all the members of our team was in excess of $750,000. We wish the County of Roanoke the best in providing the Valley with the new Roanoke County Public Safety rade. Upg Building and Radio System 2T, 6 Please keep our team in mind for any future projects. Sincerely, Manager AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, DECEMBER 7, 2004 ORDINANCE 120704-4 AUTHORIZING CONVEYANCE OF AN EASEMENT TO APPALACHIAN POWER COMPANY THROUGH PROPERTY OWNED BY THE ROANOKE COUNTY BOARD OF SUPERVISORS (TAX MAP #27.13-4-1) TO PROVIDE ELECTRIC SERVICE TO VIRGINIA PCS ALLIANCE, L.C., DIB/A NTELOS, FOR A 3,400 SQ. FT. TOWER SITE AT THE HOLLINS FIRE STATION ON BARRENS ROAD IN THE HOLLINS MAGISTERIAL DISTRICT WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of a parcel of land, containing 2.51 acres, located at 7401 Barrens Road in the County of Roanoke, Virginia, designated on the Roanoke County Land Records as Tax Map #27.13- 4-1, and commonly referred to as the Hollins Fire Station; and, WHEREAS, by Ordinance #082404-9 adopted on August 24, 2004, the Board approved a Special Use Permit for this project at the County site; and, WHEREAS, by Ordinance #102604-7 adopted on October 26, 2004, the Board approved a lease with NTELOS of a portion of the Hollins Fire Station Site to construct a new telecommunications tower, with space available for the County's equipment and facilities; and, WHEREAS, in order to provide electric service to the tower site an easement is required by Appalachian Power Company across County property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including easements, shall be accomplished by ordinance; the first reading of this ordinance was held on November 16, 2004; and the second reading was held on December 7, 2004. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by conveyance to Appalachian Power Company for the provision of electrical service in connection with the location of a new telecommunications tower at the Hollins Fire Station, located at 7401 Barrens Road in the County of Roanoke, Virginia, by Virginia PCS Alliance, LC, d/b/a NTELOS. 2. That donation to Appalachian Power Company of an easement and right-of- way for underground transmission lines and related improvements, within the "proposed 10' easement area" on the County's property (Tax Map #27.13-4-1) as shown on APCO Drawing No. V-1531, dated November 1, 2004, a copy of which is attached hereto as Exhibit A, is hereby authorized and approved. 3. That the County Administrator, or any assistant county administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: 2 AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE. Diane S. Childers Clerk to the Board of Supervisors cc: File Anne Marie Green, Director, General Services Paul Mahoney, County Attorney Arnold Covey, Director, Community Development Janet Scheid, Chief Planner Rick Burch, Chief, Fire & Rescue 3 " "' �` � I I a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, DECEMBER 7, 2004 ORDINANCE 120704-5 APPROVING THE RESIDENTIAL LEASE OF THE LOG CABIN LYING GENERALLY IN THE SOUTHEAST CORNER OF THE ROANOKE COUNTY CENTER FOR RESEARCH AND TECHNOLOGY PROPERTY (TAX MAP NO. 54.00-1-2) IN THE CATAWBA MAGISTERIAL DISTRICT OWNED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY WHEREAS, the Board of Supervisors of Roanoke County is the owner of a tract of land containing 457.60 acres, and being located in the Catawba Magisterial District and designated on the Roanoke County Land Records as Tax Map No.54.00-1-2, which is being developed for economic development purposes as the Roanoke County Center for Research and Technology; and WHEREAS, by Ordinance 031098-7, the Board of Supervisors authorized the continued rental of the three residences on the property until such time as construction would begin and require termination; and WHEREAS, the leases for 5365 Glenmary Drive and 5393 Glenmary Drive were terminated by the County, effective November 1, 1999, to permit commencement of construction and, and WHEREAS, the log cabin at 4958 Glenmary Drive had been rented until recently; WHEREAS, it would serve the public interest for the County to have the log cabin occupied and maintained until such time as all or portions thereof may be needed for economic development purposes; and, WHEREAS, on December 2, 1997, the Board authorized creation of a self balancing account entitled Glenn Mary Capital Account for acceptance of rent payments and expenditure of the funds on maintenance of the property; and, WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including leases, shall be accomplished by ordinance; the first reading of this ordinance was held on November 16, 2004; and the second reading was held on December 7, 2004. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator or an Assistant County Administrator is hereby authorized to execute a lease agreement with Melinda W. Rector for the log cabin residence having the address of 4958 Glenvar Heights Boulevard, from February 1, 2005, to January 31, 2006, thereafter continuing on a month to month basis, for a monthly rental of $600.00 to be paid into the Glenn Mary Capital Account. 2. That the County Administrator or an Assistant County Administrator is authorized to execute said lease agreement on behalf of the Board of Supervisors of the County of Roanoke and to execute such other documents and take such further actions as are necessary to accomplish this transaction, all of which shall be upon form and subject to the conditions approved by the County Attorney. 3. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None 2 A COPY TESTE: &7j o . A - 41 V&/)) Diane S. Childers Clerk to the Board of Supervisors cc: File Anne Marie Green, Director, General Services Paul Mahoney, County Attorney Doug Chittum, Director, Economic Development 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 7, 2004 RESOLUTION 120704-6 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 December 7, 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 12, inclusive, as follows: 1. Approval of minutes — November 16, 2004 2. Confirmation of committee appointment to Blue Ridge Behavioral Healthcare 3. Request to accept Great Glen Drive and Celtic Circle into the state secondary road system 4. Request to approve arneRdMeRtG to the Bylaws of Blue Ridge Behay HealthGaFe 5. Request from the Library to accept and appropriate funds in the amount of $1,385 from the Bill and Melinda Gates Foundation to purchase a computer 6. Request from the Library to accept and appropriate funds in the amount of $15,100 from the Friends of the Library 7. Request from the Fire and Rescue Department to accept and appropriate a grant in the amount of $6,924 from the Virginia Department of Health for the purchase of extrication equipment 8. Request from the Fire and Rescue Department to accept and appropriate a grant in the amount of $13,000 from the Virginia Department of Health for the purchase of cardiac heart monitors 9. Request to concur in the adoption of mandatory water and sewer connection policy by the Western Virginia Water Authority 10. Request from Parks, Recreation & Tourism Department to accept and appropriate $20,792 from the Commonwealth of Virginia for reimbursement for expenses incurred for the construction of the Wolf Creek Greenway 11. Request from the Treasurer to amend the existing banking services contract with SunTrust to allow for lock box operation 12. Request to approve an agreement with Clearbrook Volunteer Fire Department regarding disposition of vehicles and outstanding loan balances 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor McNamara to adopt the resolution with Item J-4 removed, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None A COPY TESTE: Diane S. Childers Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Janet Scheid, Chief Planner Diana Rosapepe, Director, Library Services Rebecca Owens, Director, Finance Rick Burch, Chief, Fire & Rescue Paul Mahoney, County Attorney Pete Haislip, Director, Parks, Recreation, & Tourism Kevin Hutchins, Treasurer 2 ACTION NO. A -120704-6.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: December 7, 2004 AGENDA ITEM: Confirmation of committee appointment to Blue Ridge Behavioral Healthcare SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Blue Ridge Behavioral Healthcare At the November 16, 2004 Board meeting, Supervisor Flora nominated Roger Laplace to serve an additional three-year term which will expire on December 31, 2007. STAFF RECOMMENDATION: It is recommended that the above appointment be confirmed. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved CC' File Blue Ridge Behavioral Healthcare File Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ CC' File Blue Ridge Behavioral Healthcare File THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 7TH DAY OF DECEMBER 2004, ADOPTED THE FOLLOWING: RESOLUTION 120704-6.b REQUESTING ACCEPTANCE OF GREAT GLEN DRIVE AND CELTIC CIRCLE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the street described on the attached Addition Form SR -5(A), fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR -5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Moved by: Supervisor McNamara Seconded by: None Required Yeas: Supervisors, McNamara, Church, Wray, Altizer, Flora Nays: None A py Teste. Diane S. Childers, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File I hereby certify that the foregoing is a true and correct copy of Resolution 120704-6.b adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on Tuesday, December 7, 2004. Brenda J. Holton, Deputy Clerk ..Q C O U d c O METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT 4423 Length: 0.1877 Miles No. of Homes Served: 20 TAX MAP NO.___ 55_06 ------- SCALE:__ 1__ "-200'__ PLAT SHOWING Aceceptance of Great Glen into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE: -11-19-04 METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT 31 Ac. Length: 0.1045 Miles No. of Homes Served: 13 55.06 ------ SCALE:___ "=200' — TAX MAP NO. --- 1 2 0 0' PLAT SHOWING Aceceptance of Celtic Circle into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE: -11_ 19-04 METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT Length: 0.1352 Miles No. of Homes Served: 18 TAX MAP NO.___55_06 1 "-200' — SCALE:____-_ PLAT SHOWING Aceceptance of Celtic Circle into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT 91 Ac. DATE: -11-19-04 ACTION NO. A -120704-6.c 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: December 7, 2004 AGENDA ITEM: Request from the Library to accept and appropriate funds in the amount of $1,385 from the Bill and Melinda Gates Foundation to purchase a computer. SUBMITTED BY: Diana L. Rosapepe Director of Library Services APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County Public Library has been awarded a grant from the Bill and Melinda Gates Foundation in the amount of $1,385 to purchase a computer for the Mount Pleasant Branch Library. This grant is part of the Foundation's "Staying Connected" initiative and represents the final stage of the nationwide United States Library Program, which brought thousands of computers to libraries throughout Virginia in 2001 and made Internet access readily available to citizens across the Commonwealth. Although the Gates Foundation has essentially completed the U.S.L.P., it offered equipment grants to a group of smaller libraries that had received either 1 or 2 computers in 2001. Eligible libraries were allowed to request funding for one additional new computer. In the case of the Roanoke County Public Library system, only the Mount Pleasant Branch Library qualified for the grant. FISCAL IMPACT: No additional funding will be required. STAFF RECOMMENDATION: Staff recommends acceptance and appropriation of the $1,385 to the Library's budget. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Diana L. Rosapepe, Director of Library Services Rebecca Owens, Director, Finance 2 Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Diana L. Rosapepe, Director of Library Services Rebecca Owens, Director, Finance 2 ACTION NO. A -120704-6.d 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: December 7, 2004 AGENDA ITEM: Request from the Library to accept and appropriate funds in the amount of $15,100 from the Friends of the Library SUBMITTED BY: Diana L. Rosapepe Director of Library Services APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Friends of the Roanoke County Public Library has donated $15,100 to support programs and services at all County libraries. The Library plans to purchase additional shelving and replace worn furniture at the Vinton branch library, as well as furnishings for the Bent Mountain Branch Library expansion. The money will also be used to buy the workstations and other peripheral equipment necessary to create children's computing areas throughout the system. The balance of the donation will be invested in technology training for the public service staff. FISCAL IMPACT: No additional funding will be required. ALTERNATIVES: None. STAFF RECOMMENDATION: Staff recommends acceptance and appropriation of the $15,100 to the Library's budget. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Diana L. Rosapepe, Director of Library Services Rebecca Owens, Director, Finance 2 Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Diana L. Rosapepe, Director of Library Services Rebecca Owens, Director, Finance 2 ACTION NO. A -120704-6.e 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: December 7, 2004 AGENDA ITEM: Request from the Fire and Rescue Department to accept and appropriate a grant in the amount of $6,924 from the Virginia Department of Health for the purchase of extrication equipment. SUBMITTED BY: Richard E. Burch, Jr. Fire and Rescue Chief APPROVED BY: Elmer C. Hodge, Jr. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Department of Health, Office of Emergency Medical Services, awarded the Fire and Rescue Department a 50 % matching grant in the amount of $6,924 to purchase extrication equipment. The new extrication equipment is being placed on a piece of front line fire apparatus that currently does not have this type of equipment on it. FISCAL IMPACT: The Fire and Rescue Department has budgeted funds for the 50% match that the state requires for the grant. ALTERNATIVES: The Fire and Rescue Department will not be able to purchase the new extrication equipment without the matching funds from the state. STAFF RECOMMENDATION: Staff recommends the acceptance and appropriation of the grant funds in the amount of $6,924 from the Virginia Department of Health to the Fire and Rescue Department's budget. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Richard Burch, Fire and Rescue Chief Rebecca Owens, Director, Finance Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Richard Burch, Fire and Rescue Chief Rebecca Owens, Director, Finance ACTION NO. A -120704-6.f 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: December 7, 2004 AGENDA ITEM: Request from the Fire and Rescue Department to accept and appropriate a grant in the amount of $13,000 from the Virginia Department of Health for the purchase of cardiac heart monitors. SUBMITTED BY: Richard E. Burch, Jr. Fire and Rescue Chief APPROVED BY: Elmer C. Hodge, Jr. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Department of Health, Office of Emergency Medical Services, awarded the Fire and Rescue Department a 50 % matching grant in the amount of $13,000 to purchase cardiac heart monitors. The cardiac heart monitors will give Roanoke County new technology in cardiac defibrillation. FISCAL IMPACT: The Fire and Rescue Department has budgeted funds for the 50% match that the state requires for the grant. ALTERNATIVES: The Fire and Rescue Department will not be able to purchase the new cardiac heart monitors without the matching funds from the state. STAFF RECOMMENDATION: Staff recommends the acceptance and appropriation of the grant funds in the amount of $13,000 from the Virginia Department of Health to the Fire and Rescue Department's budget. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Richard Burch, Fire and Rescue Chief Rebecca Owens, Director, Finance Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Richard Burch, Fire and Rescue Chief 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, DECEMBER 7, 2004 RESOLUTION 120704-6.g CONCURRING WITH THE ADOPTION BY THE WESTERN VIRGINIA WATER AUTHORITY OF A MANDATORY WATER AND SEWER CONNECTION POLICY PURSUANT TO VIRGINIA CODE § 15.2-5137 WHEREAS, on July 1, 2004, the Western Virginia Water Authority assumed all water and sewer utility functions from the County of Roanoke, Virginia; and WHEREAS, the Western Virginia Water Authority has adopted a policy on November 18, 2004, relating to mandatory water and sewer connections pursuant to Virginia Code § 15.2-5137; and WHEREAS, the Western Virginia Water Authority has asked the County of Roanoke for a concurring resolution pursuant to Virginia Code § 15.2-5137(A). NOW, THEREFORE, be it resolved by the Board of Supervisors of Roanoke County that: 1. The County hereby resolves and concurs with the mandatory water and sewer connection policy adopted by the Western Virginia Water Authority on November 18, 2004 pursuant to Virginia Code § 15.2-5137. 2. The Clerk is directed to forward a copy of this resolution to the appropriate officials at the Western Virginia Water Authority. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Wray, Altizer, Flora NAYS: None AOPY TESTE. Diane S. Childers Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Bruce Grant, Director, Finance & Administration, Western Virginia Water Authority Mary Parker, Clerk, Roanoke City Council 2 RESOLUTION X25 r1l def OF THE WESTERNNN VIRGINIA WATER AUTHORITY Approving a Mandatory Water Connection Policv and a Mandatory Sewer Connection Policy WHEREAS, the Western Virginia Water Authority (the "Authority"), a public service authority fortned and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Vireinia, 1950, as amended, the Virginia Water and Waste Authorities Act 15.2-5100.15.2-5158 (the "Act"); and WHEREAS, there was presented to the Board of Directors of the Western Virginia Water. Authority policies and procedures setting out the terms of the Authority's Mandatory Water Connection Policy and the Authority's Mandatory Sewer Connection Policy. TOW TI-IEREFORE, the Board of Directors of the iAlestern Virginia Water Author] do hereby adopt the following policies: Mandatory Water Connection Poliev Upon the acquisition or construction of any r water system by the Authority, the owner, tenara:t, Of Occupant of each lot or parcel of land (i) which abuts a street or other public right of way which contains, or is adjacent to an easement containing a wager nriain or a water system and (ii) upon which, a building has been constructed for residential, commercial or industrial use, shall connect the building with the water main, and shalt cease to use any other source of water supply for domestic use. All such connections shall be made in accordance with rules and regulations adopted by the Authority, which may provide for a reasonable charge xok- makilig such a connection. Notwithstanding the foregoing, those persons having a domestic supply or source of potable water shall not be required to discontinue the use of such water. However, persons not served by a water supply system, as defined in Virginia Code Section 15.2-214.9, producing potable water meeting the standards established by the 'Virginia Department of Health may be required to pay a connection fee, an availability fee and an extension fee, and a monthly nonuser Service charge, which charge shall not be more than that proportion of the lm.inirnurrl monthly user charge, imposed by the Authority, as debt service bears to rvithe total operating and debt service costs, or any combination of such fees and charges. I:.— 'I ....04 , J _<. �=i•./ s -`�.G A c. iJ �� it ... <1 MandatorySewer Connection Policy Upon the acquisition or construction of any sewer system by the Authority, the o -caner, tenant, or occupant of each lot or parcel of land (i) which abuts -a street or other public right Of way which contains, or is adjacent to an easement containing a sanitary sewer which is a part of or �� hich is or may be served by such sewer s ) upon which a building system, and (ii has been. constructed for residential, commercial or industrial use, shall connect the building with the sanitary sewer, and shall cease to use any other method for the disposal of sewage, sewage waste or other polluting matter. All such connections shall be made in accordance With rules and regulations adopted by the Authority, which may provide for a reasonable charge fvr making such a connection. ?Notwithstanding the foregoing, those persons having a private septic system or domestic sev�age system meeting applicable standards established by the Virginia Department of Health shall not be required under this chapter to discontinue the use of such system. However, such persons may be required to pay a connection fee, an availability fee and an extension fee, and a monthly nonuser service charge, which charge shall not be more than that proportion of the minimum monthly user charge, imposed by the Authority, as debt service bears to the total operating and debt service costs, or any combination of such fees and charges. The Board of Directors also recommends to the City Council of the City of Romaoke, and to the Board of Supervisors of Roanoke County that each of such governing bodies adapt a concurring resolution in the form presented to this meeting or such other form as shall be decreed appropriate by such governing bodies. AND BE IT FURTHER RESOLVED, that the appropriate officers are hereby authorized and directed to execute, deliver and file all documents, certificates and instrumt-rits'and to take all such further action as may be necessary or desirable in connection with and that are in conformity with the purposes and intent of this resolution. This resolution shall take effect immediately. Directors absent 3 Votes Aye 4 Votes Nay 0 -2- C. 'I U e !? ,' - ." _, CERTIFICATI®N The undersigned secretary of the Western Virginia Water Authority does hereby certify that the foregoing is a true, complete and correct Resolution adopted by a vote of a j majority of the Directors of the Western Virginia Water Authority, present at a regular meeting of the Board of Directors of the Western Virginia Water Authority duly called and held NQ em ,r- 19 at which a quorum was present and acting throughout, and that the sane has not been amended or rescinded and is in full force and effect as of the date of this certification, A2,k-,mb,-,c l,' 2004, (SEAL) jJ'arn:T-h`u.rman, Secretary, rn Virginia Water Authority -3- ACTION NO. A -120704-6.h 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: December 7, 2004 AGENDA ITEM: Request from Parks, Recreation & Tourism Department to accept and appropriate $20,792 from the Commonwealth of Virginia for reimbursement for expenses incurred for the construction of the Wolf Creek Greenway SUBMITTED BY: Pete Haislip Director of Parks, Recreation & Tourism APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Parks, Recreation & Tourism Recreation Department received a Virginia Trails reimbursable grant to renovate and complete the construction of the Wolf Creek Greenway. This project has been completed and the Board is required to appropriate the reimbursement of $20,792 from the Commonwealth of Virginia to the Parks and Recreation account (102830/0860). FISCAL IMPACT: None. This transaction completes the project. STAFF RECOMMENDATION: Staff recommends that the Board accept and appropriate $20,792 from the Commonwealth of Virginia to reimburse the Parks, Recreation & Tourism Department for expenses incurred for the construction of the Wolf Creek Greenway. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Pete Haislip, Director, Parks, Recreation & Tourism Rebecca Owens, Director, Finance 2 Yes No Abs Mr. McNamara ® 0 F -I Mr. Church ® F1 El Mr. Wray ® 0 F -I Mr. Altizer ® E-1 F] Mr. Flora ® F r -I cc: File Pete Haislip, Director, Parks, Recreation & Tourism Rebecca Owens, Director, Finance 2 ACTION NO. A -120704-6.i ITEM NO. J-11 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 7, 2004 AGENDA ITEM: Request from the Treasurer to amend the existing banking services contract with SunTrust Bank to allow for lock box operation SUBMITTED BY: APPROVED BY: F. Kevin Hutchins Treasurer Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Unisys remittance processor which was purchased by the Treasurer's Office in September 1994 needs to be replaced because it is difficult to obtain continued maintenance support due to the lack of parts for this aging equipment. The maintenance and software agreements for this equipment currently cost over $2,000 per month. Although funds were placed into the Capital Improvement Program (CIP) last year for this project, new equipment or a new procedure are mandatory now. Adding the lock box services as a processing mechanism is within the authority and powers held by the Treasurer and creates the need for a Cost Benefit Analysis (CBA) of these services. Stewardship of funds for County residents and government is a top priority of the Treasurer's Office. A cost benefit analysis of a new machine versus the proposed cost of adding lock box services to the existing banking services contract with SunTrust demonstrated that there will be considerable cost savings to the County by adding the lock box services. A new machine will cost $3,702 per month for 5 years ($199,765) with a new maintenance contract needed after the expiration of this term. Lock box services will cost approximately $3,000 per month for 4 months of the year ($12,000). The County currently operates under what SunTrust refers to as exception pricing with our banking services. We will continue to have the same pricing built into the lock box services. We are able to accomplish this fee schedule since we will be processed by the SunTrust Lock Box platform and not the third party Regulus platform which currently operates the lock box for the newly formed Western Virginia Water Authority. This provides a substantial pricing advantage. There will be added benefits of salary savings from shifting an employee to other functions and the extra collections that can be accomplished with this move. We will also save the cost for a part-time employee during tax season to operate the machine. Section 17-14 "Modification of Contracts" of the Code for the County Of Roanoke states that prior approval is needed when a change in contract exceeds either 25% or $10,000; therefore, Board approval of this amendment is being requested. FISCAL IMPACT: No additional funding for these services will be required since funds are currently budgeted for the maintenance agreement of the current machine. STAFF RECOMMENDATION: Staff recommends that the Board approve an amendment to the existing banking services contract with Sun Trust to include additional services estimated to be around $12,000 per year. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved M. File Kevin Hutchins, Treasurer Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance VI Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ M. File Kevin Hutchins, Treasurer Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance VI ACTION NO. A-120704-6.1 ITEM NO. J-12 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 7, 2004 AGENDA ITEM: Request to approve an agreement with Clearbrook Volunteer Fire Department regarding the disposition of vehicles and outstanding loan balances SUBMITTED BY: Richard E. Burch, Jr. Fire and Rescue Chief APPROVED BY: Elmer C. Hodge, Jr. County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In an effort to assist Clearbrook Volunteer Fire Department in resolving its financial difficulties, Roanoke County Fire and Rescue proposes paying off loan balances on two of Clearbook's vehicles. This would clear the title to these vehicles and allow them to be sold. Clearbrook will utilize a third party to sell these vehicles on behalf of Clearbrook Volunteer Fire Department. Upon the sale of these vehicles, Clearbrook Volunteer Fire Department will reimburse the Roanoke County Fire and Rescue Department for the loan amount and use remaining funds to pay off debts incurred by Clearbrook Volunteer Fire Department. FISCAL IMPACT: The Fire and Rescue Department will use budgeted funds allocated toward the purchase of new vehicles to pay off the existing vehicle loan balances of approximately $17,000.00. The amount will be reimbursed by Clearbrook once the vehicles are sold. ALTERNATIVES: (1) Authorize and approve this proposed agreement. This alternative will assist the volunteers in promptly addressing their financial problems. (2) Allow Clearbrook Volunteer Fire Department to resolve its financial problems by itself without County assistance. It could attempt to raise the money to pay off the loans. Due to the financial situation of this organization, this would be a long term endeavor and only further delay the reconciliation of its financial status. STAFF RECOMMENDATION: Staff recommends that the Board authorize the County Administrator or his designee to execute an agreement with Clearbrook Volunteer Fire Department that approves Roanoke County Fire and Rescue: (i) paying off Clearbrook Volunteer Fire Department's vehicle loans to clear title (ii) Clearbrook accepting title to said vehicles (iii) selling said vehicles via a third party (iv) reimbursing the Fire and Rescue Department upon sale of the vehicles, and (v) authorizing the payment of any remaining funds toward other existing debts incurred by Clearbrook Volunteer Fire Department. This agreement will be drafted by the County Attorney. i• VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved cc: File Richard Burch, Fire & Rescue Chief Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Paul Mahoney, County Attorney 3 Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File Richard Burch, Fire & Rescue Chief Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance Paul Mahoney, County Attorney 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 7, 2004 RESOLUTION 120704-7 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, Flora NAYS: None A POPY TESTE: ��Q) �� 1 6�� Diane S. Childers Clerk to the Board of Supervisors cc: File Closed Meeting File ACTION NO. A-120704-8 ITEM NO. S-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 7, 2004 AGENDA ITEM: Request to Exercise Options for the Acquisition of Land for the Location of a Regional Jail Facility SUBMITTED BY: John M. Chambliss, Jr. Asst. County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the November 16, 2004 meeting of the Board of Supervisors, staff was authorized to proceed with obtaining options on up to five sites identified as possible locations for a new regional jail that would serve Roanoke County and the city of Salem along with Montgomery and Franklin Counties. (Both Montgomery and Franklin Counties have provided Roanoke County with letters of intent to participate in the regional jail facility.) On November 24, the Board was provided information on the twelve sites under consideration and the order in which they had each been ranked. A Community Meeting was held on Tuesday, November 30 at the Salem Civic Center to provide citizens with information on the recommended sites and the need for a new jail. The meeting was also an opportunity to receive comments, questions and concerns from the community. A Jail Study Committee comprised of the Sheriff, a City/County administrative representative, and senior corrections officials from each participating locality have been working to develop the prerequisite studies required by the Department of Corrections which must be filed on or before March 1, 2005. The Program Plan is site specific and includes other critical information including schematic drawings of the floor plans, a site plan including utilities, traffic patterns, drainage, development concerns, site studies, etc., projected operating budgets for the first six years, a financing plan, and any operating agreements among partner agencies. The process and state imposed schedule for this study are necessary to be considered for financial participation by the state in the capital funding for the facility. If this deadline is missed, the next opportunity will be to file the application prior to March 1, 2007 for that funding cycle. The Community Based Corrections Plan is the second required study which considers the inmate population of each of the participating localities, the availability of corrections programs and diversion programs which influence the amount of time the inmate may be in the facility, and projections of the inmate population for ten, fifteen and twenty years into the future. These projections determine the size of the new facility to be built. The three jails currently in use plan to remain open to serve as the delivery point for arrested persons, holding them until they are sentenced or as long as they are participating in a local work program. The regional jail will house sentenced inmates (normally those with less than two years to serve), special population inmates (females, special physical needs, etc.) and medical cases. The Jail Study Committee established set criteria by which to evaluate each of the potential sites. These criteria include the following: - The willingness of the Seller or current owner of the property to sell the property at this time. - The proximity of the site to the four Court Systems. - The proximity of the site to the potential partner localities and the ability to easily get inmates or visitors to the facility. - How the neighboring properties are being used and the impact that this type of facility might have on the community are two of the most significant factors. - The availability of utilities (water, sewer, gas). - The general lay of the land (topography) and other features that enhance or hinder development. - Proximity to major highway for access to the facility. - Other limitations (or lack thereof) which could hinder development of the site. - Asking or marketing price of the marketed sites. At a Community Meeting on November 30, six other sites were mentioned as possible sites for consideration. A preliminary review of these sites has been made, data is being gathered, and the evaluation of these new sites will be completed using the same criteria shown above which was used for the first twelve sites. Attachment A shows the newly recommended sites (A -F) and the basic data sheets of each. Attachment B is a matrix of the criteria for the ranking of the subject properties. Attachment C is a list of data regarding each of the twelve original sites considered. Some of the sites were less desirable than others due to limitation of the developable area, adverse topography, or compatibility with the surrounding community. Staff developed a Question and Answer document (Attachment D) which was distributed at the Community Meeting to help answer questions for the community and also to open 2 dialogue to other issues that should be considered. When developing major projects in the past, the County has offered neighboring properties a property value protection program to assure that there was no loss of property value when the property is sold. It is recommended that we work with the community selected and to develop a similar program for this project to protect the surrounding community. Attachment E includes a schedule and outlines certain tasks that must be accomplished in order for this project to be included in the upcoming funding cycle by the State. Being a regional facility, the project could be eligible for reimbursement of up to 50% of the allowable capital costs. The participating local governments anticipate establishing a jail authority which could issue the bonded debt for this facility and oversee the jail operation. The plan and documents must be received at the Department of Corrections prior to March 1, 2005 to be considered in this funding cycle. Staff plans to bring a recommendation to the Board of Supervisors at your meeting on December 7 authorizing the establishment of one or more options for the site(s) for the regional jail. An option is the first step in the process for acquiring real estate. There will be numerous opportunities for the public to provide input before a site may be purchased or developed. An option agreement pays a deposit to the land owner to hold the property for our consideration. We are then allowed to begin the due diligence studies including environmental testing of the site, geological and land evaluation, and any other item necessary to assure that the site is suitable. If a problem is encountered, the owner may be asked to remediate the situation or the purchaser may cancel the option without purchasing the property. Assuming the testing results are favorable and all other conditions of the option agreement are met, the County may choose to proceed with the purchase of the property. To purchase the property, the County will have the first and second reading of an ordinance and conduct a public hearing on the matter before the purchase. Before this particular project can proceed with the development of the site, a 2232 review (community plan), a re -zoning request, and a special use permit request must be filed and heard by the Planning Commission and also the Board of Supervisors with the appropriate public hearings. The request on December 7 will be to authorize the signing of the option agreement and to determine the amount of funding for the option fee. An appropriation request will be placed on the December 21 agenda after the required notice. STAFF RECOMMENDATION: Staff recommends that we move forward with the selection of a site(s) so that we can meet the March 1, 2005 deadline. 3 VOTE: Supervisor McNamara amended motion to delay action until January 11, 2005, at a 7:00 p.m. session Motion Approved cc: File John Chambliss, Assistant County Administrator Gerald Holt, Sheriff Paul Mahoney, County Attorney EI Yes No Abs Mr. McNamara ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Wray ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. Flora ® ❑ ❑ cc: File John Chambliss, Assistant County Administrator Gerald Holt, Sheriff Paul Mahoney, County Attorney EI