HomeMy WebLinkAbout7/25/2006 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 25, 2006
RESOLUTION 072506-1 EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JOHN P.
KRISTA, CIRCUIT COURT CLERK'S OFFICE, UPON HIS RETIREMENT
AFTER TWENTY-TWO YEARS OF SERVICE
WHEREAS, John P. Krista was employed by Roanoke County on October 8,
1983, as a microfilm technician in the Circuit Court Clerk's Office; and
WHEREAS, Mr. Krista retired from the Roanoke County Circuit Court Clerk's
Office as Deputy Clerk III, on June 1, 2006, after twenty-two years and eight months of
service; and
WHEREAS, Mr. Krista received the designation of Certified Deputy Clerk from
the Weldon Cooper Center for Public Service through the University of Virginia; and
WHEREAS, Mr. Krista was dedicated to the preservation and management of
the public's records and worked closely with the Library of Virginia; and
WHEREAS, Mr. Krista remains an active member of the Virginia Association
of Government Archives and Records Administrators (VAGARA), having served as its
Treasurer twice and as a member of various committees, and was named the Outstanding
Member of the Year for 1996; and
WHEREAS, Mr. Krista, through his employment with Roanoke County, has
been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County, Virginia, expresses its deepest appreciation and the appreciation of the
citizens of Roanoke County to JOHN P. KRISTA for more than twenty-two years of
capable, loyal, and dedicated service to Roanoke County, and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
On motion of Supervisor Flora to adopt the resolution, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Altizer, Flora, Wray
NAYS: None
ABSENT: Supervisor Church
A COPY TESTE:
/6z" a 61��
Brenda J. Hol n, CMC
Deputy Clerk to the Board of Supervisors
cc: File
Resolutions of Appreciation
2
ACTION NO. A-072506-2
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: July 25, 2006
AGENDA ITEM: Request to accept and appropriate additional state revenues in
the amount of $475,000 to the Sheriffs Office for fiscal year
2005-2006 budget
SUBMITTED BY: Brent Robertson
Director of Management and Budget
APPROVED BY: Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
During fiscal year 2005-2006, as in previous years, the inmate population at the Roanoke
County jail has remained above capacity. In addition, the average daily inmate population
increased from 268 to 285 through FY 2006, an increase of 6.3% over the prior fiscal year.
The average population for the final quarter for FY 2006 was approximately 286. As a
result, operational costs such as food, utilities, medical costs, etc. continue to consume a
substantial portion of the jail's budget. Due to the increased inmate population, the Sheriff
is projecting expenditures related to inmate care to exceed original budget allocations by
$475,000 for FY 2005-2006. For comparative purposes, the year-end adjustment
approved by the Board for FY 2004-2005 was $75,000.
Roanoke County is reimbursed by the state for salaries, mileage, office expenses, and for
housing state prisoners. The reimbursement for state responsible inmates varies between
a rate of $6 and $8 per day. In addition, the City of Salem reimburses the County for
housing its prisoners on a per diem basis.
State reimbursement for commonwealth responsible prisoners is subject to state prisoner
population, general assembly appropriations, and political factors, variables difficult to
consider in revenue projections.
During previous fiscal years, state revenue receipts have exceeded the conservative state
budget projections by an amount that would cover increased jail expenditures caused by
higher than normal inmate populations. Based on the revenue estimates versus the
projected revenues anticipated to be collected from the state for the Sheriff's Department
for FY 2005-2006, revenues in excess of budget for these categories should total
approximately $340,000. In addition, reimbursement revenue by the City of Salem for city -
responsible prisoners in the jail exceeded budget projections by $210,000.
FISCAL IMPACT:
There is no fiscal impact — 100% state funds and contractual reimbursements.
STAFF RECOMMENDATION:
Staff recommends an appropriation adjustment to recognize an additional $475,000 of
revenue for FY 2005-2006 for personnel and operations reimbursement and increasing the
FY 2005-2006 Sheriff's Department budget within the Sheriff s department by $475,000 to
cover increased operational costs of the jail caused by increased inmate population,
staffing requirements, and capital reimbursements.
VOTE:
Supervisor McNamara motion to approve staff recommendation
Motion Approved
cc: File
Brent Robertson, Director, Management & Budget
Rebecca Owens, Director, Finance
Sheriff Gerald Holt
2
Yes
No
Absent
Mr. McNamara
®
❑
❑
Mr. Church
❑
❑
Mr. Altizer
®
❑
❑
Mr. Flora
®
❑
❑
Mr. Wray
®
❑
❑
cc: File
Brent Robertson, Director, Management & Budget
Rebecca Owens, Director, Finance
Sheriff Gerald Holt
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 25, 2006
ORDINANCE 072506-3 ACCEPTING THE CONVEYANCE OF A ONE-
HALF INTEREST IN THE VINTON BUSINESS PARK, APPROVING AN
AMENDMENT TO THE GAIN SHARING AGREEMENT AND
REALLOCATING FUNDS FOR THIS PURPOSE
WHEREAS, by the "Gain Sharing Agreement between the Town of Vinton and
the County of Roanoke" dated March 2, 1999, the Town and the County reached an
agreement to provide for the sharing of certain local tax revenues and the sharing of the
costs of certain public services; and
WHEREAS, Section 4.03 of the Gain Sharing Agreement provides that the Town
and County may negotiate an agreement to fund jointly the costs of development of a
publicly -subsidized economic development project, which was called the "McDonald
Farm Economic Development Project" ("Project"); and
WHEREAS, by an Agreement dated November 6, 2001, the Town and the
County agreed to the valuation of the McDonald Farm, the County appropriated funds
for some of the costs of development, and that the parties agreed to confer before any
additional improvements are constructed or incentives to prospects are provided; and
WHEREAS, this ordinance approves an Agreement so that the new local tax
revenues generated by this Project shall be shared equally by the County with the Town
based upon each localities equal contributions toward the costs of development; and
WHEREAS, the first reading of this ordinance is scheduled for July 11, 2006, and
the second reading is scheduled for July 25, 2006.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County as follows:
1. That the conveyance of a one-half undivided interest in 66.74 acres of real
estate known as the Vinton Business Center to the County from the Town of Vinton is
hereby accepted.
2. That the Amendment to the Vinton Gain Sharing Agreement is hereby
approved and that the County Administrator is authorized to execute this agreement on
behalf of the County upon form approved by the County Attorney.
3. That the allocation of $789,200 dollars from the Community Development
Center for Research and Technology Minor Capital Account to implement this
agreement is hereby approved.
4. That this ordinance shall take effect immediately upon its adoption.
On motion of Supervisor Altizer to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Altizer, Flora, Wray
NAYS: None
ABSENT: Supervisor Church
A COPY TESTE:
Q,
Brenda J. Holton, CMC
Deputy Clerk to the Board of Supervisors
cc: File
Doug Chittum, Director, Economic Development
Paul Mahoney, County Attorney
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director, Finance
Kevin Boggess, Manager, Town of Vinton
2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 25, 2006
RESOLUTION 072506-4 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 July 25,
2006, 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 2,
inclusive, as follows:
1. Approval of minutes —July 11, 2006
2. Acceptance of a portion of Broyles Lane, Route 1054, Hollins Magisterial
District, into the Virginia Department of Transportation secondary system
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 Altizer to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors McNamara, Altizer, Flora, Wray
NAYS: None
ABSENT: Supervisor Church
A COPY TESTE:
Brenda J. Holton, CMC
Deputy Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Anthony Ford, Transportation Engineering Manager
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR
MEETING ON THE 25" DAY OF JULY, 2006, ADOPTED THE FOLLOWING:
RESOLUTION 072506-4.a REQUESTING ACCEPTANCE OF A PORTION
OF BROYLES LANE, ROUTE 1054, HOLLINS MAGISTERIAL DISTRICT,
INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION
SECONDARY SYSTEM
WHEREAS, the street described on the attached Addition Form LA -5(A), fully
incorporated herein by reference, is shown on plats recorded in the Clerk's Office of the
Circuit Court of Roanoke County,
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street extension described on the attached
Additions Form LA -5(A) to the Secondary System of State Highways, pursuant to Section
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 Residency Administrator for the Virginia Department of Transportation.
Moved by: Supervisor Altizer
Seconded by: None Required
Yeas: Supervisors McNamara Altizer, Flora, Wray
Nays: None
Absent: Supervisor Church
A Copy Teste:
&,,..&n- &t4 -vu- ---
Brenda J. Hol on, CMC
Deputy Clerk
cc: Virginia Department of Transportation
Arnold Covey, Director, Community Development
Anthony Ford, Transportation Engineering Manager
File
I hereby certify that the foregoing is a true and correct copy of Resolution 072506-4.a
adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on
Tuesday, July 25, 2006.
Brenda J. Holton, Deputy Clerk
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 25, 2006
RESOLUTION 072506-5 CERTIFYING THE CLOSED MEETING WAS
HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each members knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies, and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
On motion of Supervisor Wray to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors McNamara, Altizer, Flora, Wray
NAYS: None
ABSTAIN: Supervisor Church
A COPY TESTE:
&-'f� q. &A-77
Brenda J. Ho on, CMC
Deputy Clerk to the Board of Supervisors
cc: File
ACTION NO. A-072506-6
ITEM NO. R-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 25, 2006
AGENDA ITEM: Request to approve the optional Flexible Leave Plan and
disability insurance for Roanoke County employees effective
November 4, 2006
SUBMITTED BY:
APPROVED BY:
Joe Sgroi
Director of Human Resources
Rebecca Owens
Director of Finance
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Staff is complimented for the initiative taken in the development of the Flexible Leave Plan
(FLP). It is based on best practices and offers an alternative benefit package that
strengthens the County's recruitment and retention efforts. This plan was shared with the
Employee Advisory Committee (EAC) and they agreed that the plan had merit and should
be taken to employees to see if they had interest in the plan's concept. Human Resources
staff has indicated that the majority of the employees attending the meetings were very
interested and receptive to the FLP. I recommend approval of the FLP as an optional
benefit for employees and moving forward expeditiously.
SUMMARY OF INFORMATION:
At the March 14, 2006 work session, information of an optional leave plan for employees
was discussed. Also, approval was granted to move forward to obtain proposals for both
short and long term disability. At this time we would like to review the plan and update you
on the progress made to date.
Background
The current leave plan has been a part of the County's benefit program since before 1989
with only two amendments in 1994 and 1995. This program has become outdated and
does not recognize the many diverse needs of employees for the time off required to
balance home/work life situations, nor does the current program provide the income
protection necessary to cover periods of extended illness or injury for less senior
employees.
The Human Resources and Finance Departments have worked closely together to create
an alternative benefit program called the Flexible Leave Plan (FLP) that addresses these
concerns. See Attachment 1 for proposed changes to the employee handbook. The FLP
focuses on current and future workforce needs and shifts costs within our current leave
program without adding costs to the County.
It is a comprehensive benefit program which includes a leave plan that encourages
employees to self -manage the use of their time off and to take this time on a scheduled
basis. The FLP offers other attractive components including a cash -in option for leave not
taken as well as short and long-term disability insurance. See Attachment 2 for comparison
details of the FLP plan. The proposed FLP will be presented as an optional benefit plan.
Existing employees may choose to either enroll in the FLP plan or remain in the traditional
annual and sick leave plans. Employees that do not enroll when the plan is first presented
may enroll every year during the open enrollment period. All new employees will be
automatically enrolled in FLP.
The FLP achieves these main objectives:
1. County recruitment and retention efforts are strengthened with a more competitive
benefit package. Note: 50% of the County's workforce has less than 5 years of service
and is between ages 20-40.
2. Time off is a highly valued benefit for today's workforce. Greater access to and
flexibility in the use of leave time are gained with the FLP.
3. Employees are at financial risk under the current sick leave plan, especially less senior
employees. The addition of short and long-term disability insurance is a proactive
benefit that protects the employee from financial harm.
4. The FLP rewards employees for good attendance.
5. Employees are kept "whole" — those that transition to the new plan will not loose
accrued leave balances.
Process
Request for proposals were solicited for short-term and long-term disability to 17 carriers.
Carriers were hesitant to offer proposals based on the high number of police and fire
employees to be covered. Four proposals were received, although only two met the
County's plan design requirement. One of these carriers, The Standard, currently
administers the long-term disability plan for the City of Roanoke and the Western Virginia
Water Authority.
2
Using predefined criteria for determining the most qualified bidders for disability insurance,
an evaluation prepared by our consultant, Wachovia Employer Solutions Group, and an
independent review of the proposals submitted, the County Disability Committee selected
The Standard to interview. Based on the bids submitted, interviews conducted, follow up
negotiations, references, and evaluations of each finalist, the committee unanimously
agreed that The Standard was the most qualified bidder and should be awarded the
contract.
The Standard was founded in 1906, is a national leader in disability insurance coverage,
and has received multiple "A" ratings for financial strength. The short term disability will be
self-funded by the County, has a 30 -day elimination period, with a 60% of earnings benefit
for a maximum of 60 days. The premium for long-term disability will be split 50/50
between County and employee. This is a fully funded plan which begins when the short
term benefit ends and continues paying 60% of salary. The disability insurance is an
integral component of FLP and all employees will be automatically enrolled in both short
and long term coverage.
Communication
In early February 2006, Human Resources met with the EAC to review the components of
the flexible leave concept. The EAC was used as the initial focus group as a means of
gauging the potential level of interest in the plan. The EAC agreed that the FLP had merit
and should be shared with employees. We continued to meet with senior and mid-level
management, as well as employees from all departments throughout the County.
Initially employees had questions about the details of this proposed plan and how it would
be implemented, and we incorporated many of their suggestions into the final plan. The
overall response to these first meetings was positive. Many employees realized the value
of disability income protection and were receptive to various aspects of the plan.
With Board approval, Human Resources will plan a major communication initiative to
explain the final details and the enrollment process. See Attachment 3 for proposed
implementation timeline.
FISCAL IMPACT:
The Flexible Leave Plan (FLP) was designed to shift costs within our current leave program
without adding costs to the County. The benefit design of the FLP will provide the County
long term savings and reduce the liability for compensated absences.
K3
Below is a summary of the associated costs for long-term and short-term disability:
The cost for an employee earning $40,000 is $4.90 per pay period for long-term disability
and no cost for short-term disability.
STAFF RECOMMENDATION:
Staff recommends that the Board approve the following: (1) the Flexible Leave Plan as
outlined above; (2) changes to the Employee Handbook (Attachment 1) effective
November 4, 2006; and (3) the contract with The Standard as the administrator for short-
term and long-term disability.
VOTE:
Supervisor Flora motion to approve staff recommendation
Motion Approved
2006-2007
Employee
Pays
County Employee
Premium Benefit Rate
Mr. McNamara
®
Long -Term Disability
.5890 per $100 1.2945per$100 1.2945per$100
50.00%
Short -Term Disability
1$1,128 per claim 1$1,128 per claim 1 $0 per claim
0.00%
The cost for an employee earning $40,000 is $4.90 per pay period for long-term disability
and no cost for short-term disability.
STAFF RECOMMENDATION:
Staff recommends that the Board approve the following: (1) the Flexible Leave Plan as
outlined above; (2) changes to the Employee Handbook (Attachment 1) effective
November 4, 2006; and (3) the contract with The Standard as the administrator for short-
term and long-term disability.
VOTE:
Supervisor Flora motion to approve staff recommendation
Motion Approved
cc: File
Joe Sgroi, Director, Human Resources
Rebecca Owens, Director, Finance
E
Yes
No
Absent
Mr. McNamara
®
❑
❑
Mr. Church
®
❑
❑
Mr. Altizer
®
❑
❑
Mr. Flora
®
❑
❑
Mr. Wray
®
❑
❑
cc: File
Joe Sgroi, Director, Human Resources
Rebecca Owens, Director, Finance
E
Attachment 1
Employee Handbook Changes
July 2006
1. Wherever references to annual and sick leave appear in the handbook, flexible leave
has been included.
2. Chapter 3: Section K, Compensation and Benefits - the following language on short
and long-term disability insurance has been added
K. Short and Long -Term Disability Insurance
Only full-time employees are eligible to participate in the County's short and
long-term disability plans. Short and long-term disability are integral
components of the Flexible Leave Plan (FLP) and new employees are
automatically enrolled. These plans have been established to provide income
protection during times of extended illness or injury when the employee is
unable to work. The County fully funds the short-term disability coverage and
partially funds the long-term disability. Upon enrollment, a document
explaining the plans and benefits will be provided. Contact the Human
Resources Department for additional information on short and long-term
disability.
3. Chapter 4: Section A, Leaves of Absence — the following section describing the
Flexible Leave plan has been added
A. Flexible Leave
The FLP is a comprehensive program that recognizes the many diverse
needs of employees for time off from work, and includes a disability plan for
income protection. Hours accrued in the flexible leave plan may be used for
any purpose when scheduled in advance or at times when unforeseen
circumstances cause an unscheduled absence. An integral part of the FLP is
short and long-term disability insurance to cover periods of extended illness
or injury. Employees are automatically enrolled in the disability plans as a
part of the FLP. Additional information on short and long-term disability
insurance may be found in the Benefits section of this handbook or by
contacting the Human Resources Department.
• Employees hired after November 4, 2006 will only have the FLP available
for the accrual of leave time.
Employees hired before November 4, 2006, may choose to enroll in the
FLP or remain in the traditional annual and sick leave plans. Employees
who do not enroll in the FLP when first eligible may join during annual
open enrollment periods. For late entrants, evidence of insurability will be
required with application to the long-term disability plan and acceptance
Attachment 1
into the plan may be denied. Transitional details are documented in the
Human Resources Management Policy on flexible leave and can be found
on the Human Resources intranet site.
Accrual schedules for the FLP for Fire and Rescue personnel are
available from the Fire and Rescue departmental management.
Accumulation
Full-time employees will accrue flexible leave hours based on their years
of continuous County service. Leave is applied biweekly to the
employee's payroll record according to the table below:
Years of
Annual
Biweekly
Service
Accumulation
Accumulation
0 up to 4
20 days
6.1539 hours
5 up to 9
23 days
7.0770 hours
10 up to 14
26 days
8.000 hours
15+
29 days
1 8.9231 hours
Flexible leave may be taken in quarter hour (15 minutes) increments and
is available for use after leave accruals have been applied. Unless the
employee has accrued flexible leave available for use, he or she will not
be granted flexible leave. Absences with pay due to flexible leave, civil
leave, military leave or other types of paid leave do not affect the flexible
leave accumulation. However, leave will not accrue for any unpaid
absence of 40 hours or more, per biweekly pay period including absences
for FMLA reasons. This applies to new employees, those leaving County
service or employees on leave without pay. Flexible leave will accrue for
all employees serving a probationary period.
Employees may accumulate Flexible leave not to exceed 400 hours (50
days) by the last pay period of any fiscal year (June 30) or when the
employee leaves County service.
2. Scheduling Flexible Leave
Although flexible leave is a benefit provided for employees to self -manage
their time off, it should be scheduled so the ongoing work effort in a
department is still productive. Flexible leave may be used for any purpose
and should be scheduled in advance. Leave requests must be submitted
no less than three working days in advance and approved by the
appropriate supervisor. The supervisor may waive the three-day
requirement in emergency circumstances or when an unforeseen
circumstance causes an unscheduled absence. In some departments,
flexible leave must be requested more than three days in advance. The
2
Attachment 1
appropriate supervisor will inform the employee when hired if a longer
submission time applies.
3. Flexible Leave Upon Termination
Employees who leave County service are entitled to payment for flexible
leave up to the maximum accrual rate of 400 hours (50 days). This
includes retirement, voluntary resignation, death, or dismissal. The County
will pay the employee once all County property is returned to the
appropriate department(s) and any debt to the County is settled.
An employee must give a two -weeks notice of resignation. Any flexible
leave taken during this time must be approved by the appropriate
supervisor and must not interfere with the ongoing work effort of the
department. Flexible leave can not be used to extend a resignation past
the two-week notice.
4. Holidays During Flexible Leave
Any scheduled holiday that falls during an employee's flexible leave time
will not be charged to that leave balance.
5. Verification and Notification
The appropriate supervisor has the right to request verification of
absences reported as unscheduled flexible leave by requiring a
physician's statement. When an unforeseen need for flexible leave
occurs, employees must notify the appropriate supervisor no later than the
beginning of their shift. In some departments a longer notification period
may be required. The appropriate supervisor will inform the employee if
this applies. Failure to notify the supervisor of an absence, except in an
emergency situation, is considered grounds for counseling and/or
disciplinary action.
6. Extended Illness or Disability
It is recommended that employees maintain enough flexible leave hours to
cover unexpected absences, including FMLA, workers compensation, and
the short-term disability waiting period. If an employee will be out of work
because of a prolonged illness or injury, he or she should refer to the
Benefits section of this handbook describing short and long-term disability
for more information.
7. Maternity/Paternity
The time an employee is medically disabled from a pregnancy -related
condition is treated as any other personal illness or disability described in
9
Attachment 1
this chapter. Absences may be charged to accrued flexible leave for any
medically disabling condition related to pregnancy that is certified by a
physician. Maternity and paternity absences for parental bonding and/or
child care following the birth or adoption of a child may also be charged to
flexible leave, not to exceed 160 hours (20 working days). To request
maternity or paternity leave, the employee must obtain a physician's
statement or a statement from the adoption agency. This statement must
be submitted to the appropriate supervisor 30 days in advance, when
possible, of the requested absence. Following the appropriate supervisor's
approval of the absence, the Department of Human Resources is notified.
if the employee's accumulated flexible leave balance has been exhausted,
the employee may charge maternity/paternity absences to compensatory
time (if eligible), or leave without pay. An employee requiring maternity
leave should refer to the Benefits section of this handbook describing
short-term disability and contact Human Resources.
8. Family Death
The County provides up to three working days to cover any absence
related to the death of the employee's spouse, the employee's child or
stepchildren, brother, sister, stepbrother, step -sister, parent, spouse's
parent, stepmother, stepfather, grandparent, grandchild or a relative living
in the employee's household. In unusual circumstances, the Director of
Human Resources may extend the three-day limit or the six-day fiscal
year limit at the recommendation of the employee's supervisor. This time
off is not deducted from the flexible leave balance.
If additional time off is required, the employee may use flexible leave,
compensatory time (if eligible), or leave without pay, following the
guidelines in this chapter.
9. Worker's Compensation Leave
All work-related accidents must be reported to the appropriate supervisor
as soon as possible. If the accident requires medical attention, the cost
may be covered by worker's compensation insurance. (For more
information on this insurance, see Chapter 3, section M, "Worker's
Compensation.')
10. Cash -In Option
Employees may cash -in up to 40 hours of accrued flexible leave per fiscal
year. To be eligible for the cash -in option, a minimum 40 -hour balance
must be maintained in the FLP after any cash -in payment is made. Hours
may be cashed -in only during May and November of each fiscal year. The
request to cash -in must be received in the Payroll Department by the first
11
Attachment 1
day of the month and will be paid during the last pay period of the month.
Cash -in hours will be paid at the employee's regular hourly rate at the time
of the request. Pay received from the cash -in option can be rolled over
into the deferred compensation plan if the employee has an established
account.
4. Chapter 4: Section B & C, Leaves of Absence — the following notes were added to
the sections describing annual and sick leave
A. Annual Leave
Note: Annual leave only applies to employees hired before November 4, 2006
who have not enrolled in the FLP.
C. Sick Leave
Note: Sick leave only applies to employees hired before November 4, 2006 who
have not enrolled in the FLP.
5
Attachment 2
PROPOSED FLEXIBLE LEAVE PLAN
COMPARISON CHART
CURRENT LEAVE PLANS
FLEXIBLE LEAVE PLAN (FLP)
•
Annual Leave:
•
Flexible Leave Plan (FLP)
0 — 4 years 12 days
0 — 4 years 20 days
5 — 9 years 15 days
5 — 9 years 23 days
10 —14 yrs 18 days
10 —14 yrs 26 days
15+ years 21 days
15+ years 29 days
•
Sick Leave:
•
Annual leave balance transfers as new FLP
Annual accrual = 15 days
•
Sick leave balance transfers to Frozen Sick Bank and
no longer accrues
•
Maximum annual leave accrual
•
Maximum FLP Accrual:
42 days or 336 hours
50 days or 400 hours
•
No max on sick leave accrual
•
N/A
•
Add Short -Term Disability (STD)
30 day waiting period - Pays 60% wages for 60 days
No cost to employee, County funded
•
N/A
•
Add mandatory Long -Term Disability (LTD)
90 day waiting period - Pays 60% wages
50/50 Employer -Employee Premium Split
N/A
•
Add Cash -In Option allowing employee to cash in up
to 40 hours of Flex Leave per year rather than taking
or losing time
•
3 days Bereavement Leave
•
3 days of Bereavement Leave is not deducted from
taken from Sick Leave Balance
Flex Leave balance
•
$10 per unused sick day paid at
•
Unchanged - at termination Frozen Sick Bank
termination up to $2,400
balance paid at $10 per unused day up to $2,400
•
$35 per unused sick day paid at
•
Unchanged - at retirement Frozen Sick Bank balance
retirement — no maximum
paid at $35 per unused sick day — no maximum
•
Sick Leave Bank — after 30 day
•
N/A
absence, a 45 day loan that
must be paid back
Attachment 3
FLP IMPEMENTATION TIMELINE
DATE
TASK
Tues, 7/25
BOS Meeting & Approval
Wed, 7/26
Award STD/LTD Carrier Contract – Standard
Mon, 8/14 – Fri, 9/1
Supervisor Training
Fri, 9/1
Deadline for Standard to establish plan & deliver materials
Mon, 9/11 – Fri, 9/29
Employee Meetings & Enrollment Period
Fri, 10/6
Deadline to receive employee enrollment forms
Mon, 10/9 – Fri, 10/20
LTD deduction & FLP leave accrual set-up in Lawson
Mon, 10/23 – Fri, 10/27
LTD deduction upload to Lawson
Fri, 11 /3
1 s LTD deduction withheld
Sat, 11 /4
FLP Begins: Any leave taken from 11/4-11/17 will be
reported as FLP on 11/18 timesheet
Sat, 11/18
TT—day of pay period with FLP fully functional
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 25, 2006
ORDINANCE 072506-7 GRANTING A SPECIAL USE PERMIT FOR THE
OPERATION OF A RELIGIOUS ASSEMBLY ON 26.32 ACRES
LOCATED IN THE 6200 BLOCK OF MEACHAM ROAD (TAX MAP NO.
63.04-3-49, 51, PART OF 53) CATAWBA MAGISTERIAL DISTRICT,
UPON THE PETITION OF BETHEL ASSEMBLY OF GOD
WHEREAS, Bethel Assembly of God has filed a petition for a special use permit
for the operation of a religious assembly to be located in the 6200 block of Meacham
Road (Tax Map No. 63.04-3-49, 51, and part of 53) in the Catawba Magisterial District;
and
WHEREAS, the Planning Commission held a public hearing on this matter on
July 10, 2006; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first
reading on this matter on April 25, 2006; the second reading and public hearing on this
matter was held on July 25, 2006.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board finds that the granting of a special use permit for the
operation of a religious assembly to Bethel Assembly of God to be located in the 6200
block of Meacham Road in the Catawba Magisterial District is substantially in accord
with the adopted 2000 Community Plan, as amended, pursuant to the provisions of
Section 15.2-2232 of the 1950 Code of Virginia, as amended, and said special use
permit is hereby approved with the following conditions:
(1) All improvements shall be setback a minimum of 50 feet from the
Interstate Route 81 right-of-way.
(2) Tax Parcels 63.04-3-49 and 63.04-3-51 shall be used for the entrance
driveway only.
(3) Large or small evergreen or large or small deciduous trees shall be
planted within the entrance driveway easement between the entrance driveway
and property at 6224 Meacham Road per the planting specification in Section 30-
92-5 (D) 3 of the Zoning Ordinance. The intent of this condition is to fill in the
open spaces between existing wooded areas.
(4) The development shall be in general conformance with the concept plan
entitled Proposed Church Facility for Red Lane Assembly of God, dated 5/30/06.
2. That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed
to amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
On motion of Supervisor Church to adopt the ordinance, and carried by the
following recorded vote:
AYES: Supervisors McNamara, Church, Altizer, Flora, Wray
NAYS: None
A COPY TESTE:
Brenda J. Hol on, CMC
Deputy Clerk to the Board of Supervisors
0
cc: File
Arnold Covey, Director, Community Development
Philip Thompson, Deputy Director, Planning
Janet Scheid, Chief Planner
William Driver, Director, Real Estate Valuation
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, TUESDAY, JULY 25, 2006
ORDINANCE 072506-8 TO REZONE 17.24 ACRES FROM 11-C,
INDUSTRIAL DISTRICT WITH CONDITIONS, TO C2C, GENERAL
COMMERCIAL DISTRICT WITH CONDITIONS, FOR THE
CONSTRUCTION OF A RETAIL SALES FACILITY LOCATED AT
THE 3900 BLOCKOF CHALLENGER AVENUE NEAR THE
INTERSECTION OF VALLEY GATEWAY BOULEVARD (TAX MAP
NO. 50.01-1-5.5), VINTON MAGISTERIAL DISTRICT UPON THE
APPLICATION OF KAHN DEVELOPMENT COMPANY, INC.
WHEREAS, the first reading of this ordinance was held on June 27, 2006, and the
second reading and public hearing were held July 25, 2006; and,
WHEREAS, the Roanoke County Planning Commission held a public hearing on
this matter on July 10, 2006; and
WHEREAS, legal notice and advertisement has been provided as required by law.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the zoning classification of a certain tract of real estate containing 17.24
acres, as described herein, and located at the 3900 block of Challenger Avenue near the
intersection of Valley Gateway Boulevard (Tax Map Number 50.01-1-5.5) in the Vinton
Magisterial District, is hereby changed from the zoning classification of 11-C, Industrial
District with conditions, to the zoning classification of C2C, General Commercial District
with conditions.
2. That this action is taken upon the application of Kahn Development
Company, Inc.
3. That a portion of this property was included in the 1989 rezoning upon a
petition by the Industrial Development Authority of a 105 acre parcel from residential to
industrial, at which time the following conditions were placed on the property; which
conditions are now being REMOVED:
a. The property will not include permitted uses for:
i. Manufacture of pottery and figurines or other similar ceramic products:
ii. Veterinary hospital and commercial kennels with exterior runs and yards:
iii. Outside flea markets, unless a special exception has been granted by the
Board of Supervisors.
b. That all locational signage (Sec. 21-93(D)) will be aesthetically pleasing and be
not more than forty (40) square feet in sign face and no more than eight (8) feet
in height. Outdoor advertising signs (billboards) will be prohibited.
c. That all utilities will be underground.
d. That there will be no on -street parking.
e. That there will be sufficient truck loading spaces designed for each building site,
as necessary.
f. That the Petitioner will evaluate the drainage situation for the subject tracts and
implement a design for drainage facilities to either retain or detain the two (2)
year storm (as required by Roanoke County) and the retention or detention for a
ten (10) year storm.
g. That primary access to the property will be limited to Route 460.
h. Building placement and parking will be designed to not impede the future
widening of one additional lane along Routes 460 and 758.
i. Should out -parcels be subdivided along Route 460 frontage (Parcel A), access
will be provided via an internal road network plan utilizing the existing median cut
on Route 460.
j. Type E (Option 2) buffer and screening and requirements will be provided
between Parcel "A" and single-family residences. All Roanoke County screening
and buffering requirements will be implemented as specific development occurs.
k. Existing oak trees on Parcel "A" will be preserved to the extent allowing for
feasible development of the subject parcel.
I. All internal thoroughfares will be designed and constructed to VDOT standards
for future dedication.
m. Dust mitigation controls will be implemented during site excavation activities.
n. The developer will cooperate with the Roanoke County Utility Department to
provide necessary utility easements(s) for a sanitary sewer submain along Route
758 (Carson Road) at a mutually agreed upon location.
2
4. That the owner of the property has voluntarily proffered in writing the following
conditions which the Board of Supervisors of Roanoke County, Virginia, hereby accepts:
(1) Before a certificate of occupancy can be issued for any building constructed
along the southern border of the property, a row of staggered evergreen trees
will be installed along said southern border at or near the top of the slope above
the existing storm water detention facility. Trees will be spaced 12' on center
and will extend from one end of the building or buildings along that border to the
other end. It is estimated that this would result in the planting of no more than
45 trees.
(2) Screening shall be provided for HVAC rooftop units on the building or buildings
located along the southern border of the property in order to shield those units
from the view of residents situated directly behind the Integrity Windows facility.
Screening shall be in the form of covers or parapet walls, and shall be a neutral
color.
5. That said real estate is more fully described as follows:
Beginning at a point on Integrity Drive (formerly Woods Farm Road) being the
northeastern corner of the hereinafter described parcel as shown on a Plat from
Survey and Records showing Dedication of Right of Way and Easements for
Integrity Drive from Tract "B", Tract "C" and Tract "D", Valley Gateway Business
Park dated September 5, 2003, made by HSMM and recorded in the Roanoke
County Circuit Court Clerk's Office in Plat Book 27, page 23 (the "Plat"), then along
Integrity Drive 914.14 feet to a point marking the southeastern corner of Tract "C" as
shown on the Plat; then N. 67 degrees 24'04" East 781.46' to a point marking the
southwest corner of Tract "C" as shown on the Plat; thence N. 01 degrees 29' 30"
West 1077.57' to a point marking the northwestern corner of Tract "C" as shown on
the Plat; thence N 83 degrees 52' 32" East 783.75' to the point of beginning,
being Tract "C" containing 17.2432 Acres as shown on the Plat.
6. That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized by
this ordinance.
3
On motion of Supervisor Altizer to adopt the ordinance with the proffers dated July
25, 2006, and carried by the following recorded vote:
AYES: Supervisors McNamara, Church, Altizer, Flora, Wray
NAYS: None
A COPY TESTE:
&"4 &'t�
Brenda J. Hol on, CMC
Deputy Clerk to the Board of Supervisors
cc: File
Arnold Covey, Director, Community Development
Philip Thompson, Deputy Director, Planning
Janet Scheid, Chief Planner
William Driver, Director, Real Estate Valuation
Paul Mahoney, County Attorney
0