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HomeMy WebLinkAbout9/8/1992 - Adopted Board RecordsACTION # 9892-1 ITEM NUMBER Z -/ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 8, 1992 SUBJECT: Request for Adoption of the Cable TV Operating Budget COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND INFORMATION: The Roanoke Valley Regional Cable Television Committee recently approved an operating budget for the regional television studio for FY1992-93. Under the terms of the Roanoke Regional Cable Television Committee Agreement, this budget must be approved by the governing bodies of the three jurisdic- tions. The agreement also provides that the City, County and Town will fund the studio in an amount up to a maximum of one percent of the gross revenues of Cox Cable Roanoke from each jurisdiction, based upon such receipts for the last calendar year. SUMMARY OF INFORMATION: The Roanoke Valley Regional Cable Television Committee has approved hiring a studio manager for the regional television studio, and the funding of a budget for operation of the studio after the manager begins work. It is anticipated that the manager will be available beginning November 1, and therefore the budget covers eight months of the current fiscal year. The Budget Subcommittee which prepared the document consists of Reta Busher, Director of Management and Budget for Roanoke County, Barry Key, Manager of the Office of Management and Budget for Roanoke City, and S. Brad Corcoran, Vinton Town Manager. Their calculations were based on discussions with the Facilities and Equipment Subcommittee, and staff from other local government television studios. The total operating budget for the eight month period, as approved by the full Committee is $52,003, plus $10,000 for contingencies. A copy of the budget is attached. There was some discussion by the Committee as to whether the salary offered would be sufficient to attract the type of person necessary to manage the studio, and Mr. Corcoran then recommended that this position be raised to a Grade 24 on the County's classification and pay plan. This change to the salary grade was approved unanimously, as was the budget, with the understanding that the localities would be asked to approve the budget in total, reserving line item authority for the Committee and the studio manager. This will allow the flexibility which may be necessary in offering an appropriate salary. The Budget Subcommittee also recommended the formation of a Studio Operations Subcommittee, consisting of the members of the Facilities and Equipment Subcommittee, and the abolishment of the latter subcommittee. The full committee approved this recommenda- tion, and the new Studio Operations Subcommittee consists of Michelle Bono, Public Information Officer for the City, Anne Marie Green, Public Information Officer for the County, Mary Beth Layman, Special Events Coordinator for Vinton, Jane James, Roanoke County Schools, and David Becker, Roanoke City Schools. FISCAL IMPACT: Based on the formula outlined above, Roanoke County's share of the proposed $62,003 budget would be $21,148.20. This figure is considerably less than 1% of gross revenues, which is $57,330. Funds are available in the General Fund Unappropriated Fund Balance for this expenditure. ALTERNATIVES: 1. Approve the proposed operating budget for the Roanoke Valley Regional Cable Television Government Access Studio, which will allow the jurisdictions to proceed with hiring of a studio manager, and beginning operations of the studio. 2. Do not approve the proposed operating budget. Under the terms of the Cable Television Agreement between the three jurisdic- tions, this would probably result in Roanoke City and Vinton proceeding with funding and operation of the studio alone. Both jurisdictions have already earmarked the entire 1% of gross revenues for this purpose. RECOMMENDATION: Staff recommends Alternative 1, so that Roanoke County will have the opportunity to participate in the Government Access Studio. I� Anne Marie Green Public Information Officer &��_/ .✓ //t, - e � Elmer C. Hodge County Administrator ACTION VOTE Approved (x)Motion by: Harry C. Nickens No Yes Abs Denied ( )to approve Eddy x Received ( ) Kohinke x Referred Johnson x To Minnix x Nickens x cc: File Anne Marie Green, Public Information Officer Diane D. Hyatt, Director, Finance Reta R. Busher, Director, Management & Budget D. Keith Cook, Director, Human Resources Mary F. Parker, Clerk, Roanoke City Council Carolyn S. Ross, Clerk, Vinton Town Council Howard E. Musser, Chairman, Roanoke Valle Regional Cable TV Committee I. II. ROANOKE VALLEY REGIONAL CABLE TELMBIox coMaTTEE � r Budqet Subcommittee Recommendations August 20, 1992 - 3:30 p.m. Assignment to Budget Subcommittee A. Develop an interim budget for operations of the government and education access studio. B. Recommend a maximum salary amount for the Studio Manager. C. Recommend an operational arrangement for the ongoing supervision of the Studio Manager. Budget Assumptions and Comments A. The interim operating budget expenses for the studio during Fiscal Year 1992-93 will be funded proportionately by the City of Roanoke, County of Roanoke and Town of Vinton based on their respective percentage shares of total revenues to Cox Cable from each jurisdiction for calendar year 1991: City of Roanoke $ 9,845,609 58.57% County of Roanoke 5,733,012 34.11% Town of Vinton 1.230,719 7,32% Totals $16,8091340 100.00% This assumption for the interim budget is consistent with the funding method previously discussed by the RVRCTC for future fiscal year operating budgets, i.e. the appropriation by each participating locality of an equivalent amount up to a maximum of 1% of gross revenues of Cox Cable Roanoke from each jurisdiction for the previous calendar year for operation of the studio. The percentage share of expenses for each locality would be the same under ;joth funding scenarios. B. A capital budget will be prepared by the Studio Manager and presented to the RVRCTC for review and approval at a later date. Capital grant payments from Cox Cable will be used to fund capital expenses approved in the capital budget, as well as professional engineering services required for design of the studio, video equipment and office equipment needed in the interim. The $300,000 received to date, less the amount to be expended for character generator equipment plus interest earned, will remain an undesignated portion of the studio's fund balance until that time. C. The Studio Manager will be hired by November 1, 1992. Page 2 D. During the period of November 1, 1992 thru June 30, 1993, the Studio Manager will perform the following duties: 1. Conduct a needs assessment of government and education CATV programming services desired by the three participating localities. 2. Draft a request for proposals(RFP), advertise the RFP and select an architectural and engineering firm to review studio site alternatives, recommend a site, design the studio and recommend necessary capital expenditures to complete and properly equip the studio site. 3. Do whatever is necessary to bring the studio on-line by July 1, 1993. 4. Film and broadcast the official meetings of governing bodies beginning after January 1, 1993. 5. Prepare and present to the RVRCTC by February 15, 1993 a recommended operating and capital budget for Fiscal Year 1993-94. E. Due to the inexperience of the Budget Subcommittee members regarding the various expenses necessary to operate a studio, contacts were made with the individuals responsible for studio operations in Blacksburg and Franklin County to determine what types of expenses are necessary. Many of the budget expenses recommended in the interim budget are based on this research. III. Recommendations A. Interim Operating Budget (see Attachment) B. The maximum salary for the Studio Manager position should be fixed at $26,239, which is 10% above -:the market rate for a salary grade 22 in the County's pay and classification plan. The salary range should be $23,854 to $35,311. C. Operational Arrangement 1. A Studio Operations Subcommittee should be appointed by the Roanoke Valley Regional Cable Television Committee (RVRCTC). This subcommittee should be comprised of one staff member from each participating governmental jurisdiction and educational system (a total of five subcommittee members). The subcommittee chairperson should serve a two year term to be rotated among the participating localities. Page 3 'I - f The Director of Management and Budget for Roanoke County, the Manager of Management and Budget for Roanoke City and the Town Manager for the Town of Vinton shall serve as advisors to the subcommittee. 2. The Studio Operations Subcommittee should be charged with responsibility for supervision of operations of the government and education access studio subject to overall policy direction to be provided by the RVRCTC. The RVRCTC should reserve the right to approve the annual workplan for the studio, and the operating and capital budgets to be recommended annually by the Studio Manager and Studio Operations Subcommittee, as well as any amendments to the budget during the course of the fiscal year. It is recognized that the annual budget must ultimately be approved and funded thru appropriations by the three governing bodies. 3. The Studio Manager should report directly to the chairperson of the Studio Operations Subcommittee, although the Studio Manager will serve at the will and pleasure of the entire RVRCTC. The position should be classified under the pay and classification plan of the County of Roanoke, and receive fringe benefits provided to County employees. Personnel records for the position should be maintained by the County of Roanoke. 4. The Budget Subcommittee should be abolished upon the appointment of the Studio Operations Subcommittee, as there exists the possibility of future conflict of interest with the current subcommittee members. The RVRCTC should also consider abolishing the Equipment and Facilities Subcommittee and assigning the current duties of this subcommittee to the Studio operations Subcommittee in the interest of making the planning and operation of the studio as effective and efficient as possible. 5. All necessary accounting services for the studio, including the performance of an annual audit, should be provided initially by Roanoke County. The operating and capital revenue and expenses of the studio should be accounted for as a separate fund within the County's financial reporting structure. 6. Administrative support for the studios operations, including any necessary financial management, personnel recruitment and purchasing services, should be provided by the County of Roanoke and charged back to the studio fund. GOVERNMENT AND EDUCATION ACCESS STUDIO PROPOSED OPERATING BUDGET AUGUST 20. 1992 3013 PROFESSIONAL SERVICES 17,459 27.551 STATION MANAGER SALARY;S26,y3,q GRADE 22 1020 PART-TIME FYI 993-94 =26.239 x 5% - $VWI I 3101 TEMPORARY SERVICES 4.800 9.600 8 MEETINGS X 4 PEOPLE X WiR X 5HRS 2100 FICA 1.000 CAMERA, GRAPHICS' DIRECTOR 1,703 2.842 7.65% OF SALARIES AND PART-TIME 2200 VRS 1,786. 2.818 10.23% OF SALARIES 2300 HEALTH INSURANCE 1,080 1.620 41351MONTH 2310 DENTAL INSURANCE 104 156 4131MONTH 2400 LIFE INSURANCE 153 241 .8743% OF SALARIES 3620 TOTAL PERSONNEL 27,085 44.828 3013 PROFESSIONAL SERVICES 2.880 5.470 TV ENGINEER ON RETAINER 310/HR. $4=MONTH (UW X SMONTHS) • ($35MR X 6) . =2.610 3101 TEMPORARY SERVICES 2.048 3.072 42.610 X 2 - 45.220. AUDIT FEE 4250 EACH YEAR CLERICAL: 8HRS X 4WKS X MHR X SMONTHS - 42,048 3202 REPAIRS -OFFICE EQUIPMENT*HRS 1.000 X 4WKS X 481HR X 12MONTHS • 43:072 1.000 MAINTENANCE CONTRACT PC, PRINTER, ETC. 3209 REPAIRS -VIDEO EQUIPMENT 2.250 2,250 MAINTENANCE CONTRACTS ON CAMERAS. ETC. 3530 PRINTED FORMS 2.350 9.400 PROGRAM GUIDE: 47,000 X 4.05 X 10TR • 42,350 3610 ADVERTISING47.000 11000 X 4.05 X 40M- 49AW N/A ADVERTISING FOR STUDIO MANAGER 3620 PUBLIC INFORMATION SOO 500 4800 CENTRAL SERVICES 1.000 2.000 PAYMENTS TO COUNTY FOR INTERNAL SERVICES:- ERVICES;5210 5210 POSTAGE DATA PROCESSING, PROCUREMENT, FINANCE. 150 250 SM TELEPHONE 680 1.320 TWO PHONE LINES AND VOICE MAIL 5308 GENERAL LIABmm INS 500 500 41.0 IMILLIONIINCI MM • 42.0 MILUON/AGGRE13ATE 5410 RENT OF EQUIPMENTBASED 2.390 ON A 440.000 PAYROLL 3.540 COPIER RENTAL 4299 X OMONTHS • 42.360 5420 RENT OF BUILDINGS 3.300 4295 X 12MONTHS m 43.540 5.000 520 SQ. FT. x 49.501FT. 5501 TRAVEL -MILEAGE 350 500 LOCAL TRAVEL AT 4.24 PER MILE 5520 DINNER MEETINGS 100 100 GOVERN1kNT AND EDUCATION ACCESS STUDIO PROPOSED OPERATING BUDGET AUGUST 20. 1992 CODE 1 1�n� BUDGET•DESCRQFTIOIIt ry *f%f%a t. 5540 TRAINING WA S00 5801 DUES 200 200 5819 SMALL EQUIP AND SUPPLIES 500 11500 5883 VIDEO SUPPLIES 2,500 10.000 6010 OFFICE SUPPLIES 650 1.000 6202 BOOKS AND SUBSCRIPTIONS 120 120 8401 SMALL CAPITAL OUTLAY 500 500 TOTAL OPERATING --- 24,918 --------- -- 48.722 TOTAL BUDGET ~ 52.003 --- 93.550 NOTES. AND LODGING 1.) THIS OPERATING, BUDGET IS BASED OCA NO IN-KIND SUPPORT FROM THE THREE LOCALMES. IF OFFICE SPACE. CLERICAL SUPPORT, PRINTING OR OTHER SERVICE CAN BE PROVIDED. BY EITHER OF THE LOCALITIES, THE BUDGET CATEGORIES COULD BE ADJUSTED ACCORDINGLY. 2.) THIS OPERATING BUDGET DOES NOT INCLUDE FUNDING FOR FURNITURE. FIXTURES OR A VEHICLE FOR THE STATION MANAGER BECAUSE THESE ITEMS QUALIFY FOR PURCHASE THROUGH THE CAPITAL GRANT. 3.) THE FY 1993-94 C* EF .Tl -VG BUDGET FOR THE STUDIO, PROVIDED ABOVE, DOES NOT INCLUDE THE COST FOR EDUC-.nONAL PROGRAMMING. ONCE THE NEEDS ASSESSMENT HAS BEEN COMPLETED, THE OPE:; ;ATING BUDGET WILL NEED TO BE AMENDED ACCORDINGLY. 4.) THE BUDGET CURRENTLY CONTINUES A MILEAGE ALLOWANCE FOR ANY TRAVEL REQUIRED BY THE STATION MANAGER, IN THE NEAR FUTURE IT WILL BE NECESSARY TO CONSIDER THE PURCHASE OF A VEHICLE FOR THE PURPOSE OF TRANSPORTING EQUIPMENT FROM ONE LOCATION TO ANOTHER. J- / Z-/ METHOD A: 1 PERCENT 8 MONTHS 12 MONTHS CABLE TELEVISION REVENUES: OF REVENUES OF TOTAL CRY OF ROANOKE ----- 56 -----""'-- 000NTY OF ROANOKE $98..456 58.5791 TOWN OF VINTON 57' 34.11% TOWN OF VINTON 12,307 7.32% $168.093 100.00% TOTAL REVENUES $52.003 METHOD A: 1 PERCENT 8 MONTHS 12 MONTHS FY 1992-93 FY 1993-94 REVENUES: -��'- - CRY OF ROANOKE COUNTY OF ROANOKE $98.456 $54.782 TOWN OF VINTON 57.330 57.330 12.307 12.307 TOTAL REVENUES $52.003 EXPENDITURES: $168.m EXPG �7�D�r7r_� _ _$168.093 OPERATING $52.003 $93.550 RESERVE-CAPFTAUCONTINGENCIES $52.003 $93.550 116.090 74,543 TOTAL EXPENDITURES $16&093 $16&093 METHOD 8: PERCENTAGE SHARE 8 MONTHS 12 MONTHS FY 1992-93 FY 1993-94 REVENUES: CRY OF ROANOKE COUNTY OF ROANOKE $30.458 $54.782 TOWN OF VINTON 17.738 31.910 3.807 6.x48 TOTAL REVENUES $52.003 EXPENDITURES: OPERATING $52.003 $93.550 TOTAL EXPENDITURES $98,550 METHOD Q COMB NATION OF A AND 8 USE A PORTION OF THE ONE PERCENT ALLOCATION, OVER AND A8OVE THE AMOUNT NEEDED FOR THE ANNUAL OPERATING BUDGET. TO FUND A CAPITAL REpLACBAENT ACCOUNT. e 4-Jwl;__ 1+Y_'+..k • • sY Performs difficult professional work related to management, directing, and broadcasting over the Roanoke Valley Government Access Channel including work related to design of studio, purchase of initial equipment and other tasks related to the start-up of operation; does related work as required. DISTINIQU H2xci gEATIIitEB Og THE CLARE; An employee in this position is responsible for overseeing the startup and operation of a governmental/educational access studio and the preparation and dissemination of information to the public through video and audio production, broadcasting and video taping on the government access television channel addressing internal and educational video needs of three area governments and two area school systems; which is performed -under the general supervision of the Roanoke Valley Cable Television Committee. Serves as technical advisor to local governments on matters related to the dissemination of information on the local government access channel, including purchase of equipment and design of studio space. Prepares, disseminates and updates information through electronic character generation. Produces features, specials and other television programs. Broadcasts public meetings. Coordinates and schedules programming activities, balancing requirements of three local governments and two school systems. Manages studio operations, recruits, hires and supervises volunteer. and part-ti.%e personnel. Operates video and related television production equipment. Produces videos for internal training and promotions for area governments and school systems. Thorough knowledge of the communications, public relations,pradio cand t telees and vision produrinciplesction of and management. production ] a Y FTTWIWI tet' in ' • ,_]j. ?' -4i] Education equivalent to a four year (Bachelors) degree from an accredited college or university with major coursework in broadcasting, communications, journalism, or related field; Some experience in broadcast operations, mass communication, film production and in the supervision of personnel. ADDITIONAL• REOUIREMUTS . Must possess a valid Virginia Driver's License"and have a good driving record. Z� 8/19/92 t ACTION NO. 9892-2 ITEM NUMBER - - Z AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 8, 1992 AGENDA ITEM: Request to Revise Policy for Use of the Roanoke County Administration Center Community Room COUNTY ADMINISTRATORFS COMMENTS: BACKGROUND On March 81 1983, the Board of Supervisors adopted Resolution No. 83-43 which established a policy for the use of the Roanoke County Administration Center Community Room. On March 28, 1989, the Board of Supervisors rescinded Resolution 83-43 and adopted a new policy under Resolution 32889-5.b. The new policy provided more detailed written procedures to address problems that had arisen over use of the room and also included a fee schedule to help defray the costs of making this facility available to the public for non- governmental activities. SUMMARY OF INFORMATION: Listed below are the current rules for use of the Community Room Permitted use of the room (in priority order): A. Board of Supervisors - NO FEE B. Roanoke County: Departments, Employees, Agencies, Committees and Commissions - NO FEE C. State and Federal Government: Officials and Agencies - NO FEE D. Non-governmental: Civic, Cultural, Political, Religious and Educational (Application Necessary) - $50.00 per day There is a $10.00 per hour custodial fee after 5:00 p.m. and on Saturday or Sunday. Permitted Uses When ARProved by the Board of Su ervisors A. Social Gatherings (Application Necessary) - $50.00 per day Prohibited Uses: A. Commercial Uses B. Fund Raising Uses Staff has contacted other County departments and local governments for their fee schedules and a list of those charges is attached (ATTACHMENT A). There seems to be no consistent policy within the County. The Library meeting rooms are available for use free of charge during the hours the libraries are open to the public: Monday - Thursday 9:00 a.m. to 9:00 p.m., Friday and Saturdays, 9:00 a.m. to 5:00 p.m. The Library prohibits use of the meeting rooms for religious, social, fund raising or other commercial purposes. The Parks and Recreation Department charges a minimum of $50.00 for two hours plus a $50.00 refundable damage deposit. However, they waive all fees for recreation organizations, but would not waive the fee for civic and cultural organizations unless the purpose of the meeting related specifically to parks or recreation. The Schools have a detailed policy for use of school buildings. Examples of charges are: (1) All school functions and PTA meetings: no charge; (2) Civic Leagues would be charged no fee as long as the meeting was open to the general public; but would be charged for janitorial costs if the meeting was held other than normal hours; (3) County political, social, and religious organizations (Examples: Republican and Democratic Parties) are charged $50.00 Plus janitorial fee, plus additional charges for use of air conditioning, sound systems and audiovisual equipment. Supervisor Eddy has suggested that the Community Room fee be waived for civic, political or education groups using the facility after normal working hours on Monday through Friday or between 8:00 a.m. and 11:00 p.m. on Saturday or Sunday. He further recommended that such waivers not be granted to any one organization more than four times in any one calendar year. The Community Room has been used extensively during the evening hours over the past three years. Attached is a table showing the usage (ATTACHMENT B). Several times when organizations have used the community room, there have been instances of damage to such things as the sound system, the rest rooms and the community room floor. There have also been instances when County departments have requested the use of the room for such events as community meetings, but the room was previously reserved by another organization. While the County has first priority, we make every effort not to ask other organizations to change their plans. If the current rules are relaxed, there is a greater possibility for damage and less opportunity for the County of Roanoke to reserve the room for its own use. The County Attorneys Office also recommends that if the fee is waived for civic, political and education groups, it should also be waived for cultural and religious organizations, or the fee could be considered discriminatory. As the Board may recall, several years ago, the Board rescinded the waiver of Bingo and Raffle Permit fees because of its possible discriminatory impact. However, if the Board decides to provide for a waiver, I would ask that it be done on a case by case basis by the Board of Supervisors. Staff recommends that the use policy not be changed. We can recall only two problems with the current policy in the past five years and see no reason to change. The current policy is fair to all organizations, consistent, nondiscriminatory and covers the actual costs to use the Community Room. Staff further recommends increasing the custodial fee from $10.00 to $15.00 to reflect the actual overtime cost for janitorial services. ALTERNATIVES: 1. Keep the policy as it currently stands under resolution 32889- 5.b. A $50.00 fee would be charged for civic, cultural, Political, religious and education groups using the facility. However, staff recommends increasing the custodial fee from $10.00 per hour to $15.00 per hour. 2. Change the policy as Supervisor Eddy has suggested, and authorize the Board of Supervisors to waive the $50.00 fee for civic, political and education groups using the facility between 6:00 p.m. and 11:00 p.m. Monday through Friday, or between 8:00 a.m. and 11:00 p.m. on Saturday or Sunday. Such waivers shall not be granted to any one organization more than four times in any one calendar year. Additionally, staff recommends increasing the custodial fee from $10.00 per hour to $15.00 per hour. 3. Change the policy to require a $50.00 deposit for civic cultural, political, religious and education groups. This deposit would be returned after 30 days, less any costs for cleaning or repair to the room or equipment. The fee may be waived by action of the Board of Supervisors only. This is similar to a deposit fee charged by the Parks and Recreation Department. Increase the custodial fee from $10.00 per hour to $15.00 per hour. STAFF RECOMMENDATION: Staff recommends Alterative #1, that the policy remain the same. Staff further recommends that the custodial fee be increased from $10.00 to $15.00 per hour to reflect the actual overtime costs for janitorial services. 4-- e ----ct-sc Elmer C. Hodge County Administrator cc: File Paul M. Mahoney, County Attorney Mary Hicks, Policy Manual Mary Allen, Clerk to the Board ----------------------------------------- ACTION VOTE Approved (x) Motion by: Harry C. Nickens No Yes Abs Denied ( ) motion to keep policy as it Eddy x Received ( ) currently stands Alt #1 with Johnson x Referred ( ) increase in custodial fee Kohinke x To ( ) Minnix x Nickens x cc: File Paul M. Mahoney, County Attorney Mary Hicks, Policy Manual Mary Allen, Clerk to the Board Salem Civic Center SALEM ATTACIiMENT A �-2 Meeting room are rented, Mon - Sun, 8 am until, by the event scheduled, number of people or catering (if catered, no rent charged). If you request use of equipment such as VCR, TV, etc., there is a charge. Parlors which hold up to 100 people rent for $50 (8 am - 3 pm) and $60 (all day or after 3 pm - ). Community Room for 600 people, three sections 200 each, $125 section, or $300 for entire room. Arena rents for $1,200 to $1,500 average. Local, state, and federal government groups are charged one-half price. City of Salem is not charged a fee and Civic Center refers private groups who ask for a reduced rate to Salem City Manager's office for his determination. ROANOKE CITY Roanoke City Municipal Buil Council Chamber and Conference Room are available Mon - Fri, 8 am - 11 pm, at no charge for local, state or federal government groups. Private groups are permitted without charge at the discretion of the Clerk to the Council. Religious groups are prohibited. The other departments with meeting rooms follow the same guidelines. Roanoke City Parks & Recreation Department Shelters - 1/2 day $25 City Resident/$35 for Non -City Resident; All Day $35 City/$45 Non -City. Centers - $35/hr City/$45/Non-City with $20 each additional hour. Mountain View - $75/first hour and $40 each additional hour. Contingent upon space and center already being open, they will waive the rental fee for the centers for neighborhood groups and ask for operating costs only, minimum two hours at $5/hour. They are in the process of reviewing their guidelines on rentals. ROANOKE COUNTY Roanoke Countv Schools Order of priorities for use of school buildings and grounds when not otherwise in use: (1) Schools and PTA - no charge (2) County Parks & Recreation - no charge but subject to janitor service fees (3) Community Groups, two categories, at varying charges ($10 to $150) depending on space used and subject to janitor's fees and additional charges (4) Institutions of Higher Learning -$25/semester hour. Roanoke County Parks & Recreation Shelters - Private/Non-Profit 1/2 day $15-$20 and all day $25-$35; Corporate 1/2 day $30-$40 and all day $50- $70 Centers - $50 deposit plus $50/two hours and $25/per hour for each additional hour. Two hour minimum. No additional charge for City residents. Roanoke Countv library Library meeting rooms are available at no charge during the hours the libraries are open to the public (Mon - Thurs 9 am -9 pm, Fri - Sat 9 am - 5 pm). They can be used for public gatherings of a civic, cultural or educational nature but not religious, social, fund raising, or other commercial use. Roanoke County Community Room Order of priorities: (1) Board of Supervisors - no fee (2) Roanoke County Departments: Employees, Agencies, Committees and Commissions - no fee (3) State and Federal Government: Officials and Agencies - no fee (4) Non -Governmental: Civic, Cultural, Political, Religious, and Educational - $50/day and $10/hr custodial fee Sat/Sun and after 5 pm M -F (5) Social Gatherings - $50/day and $10/hr custodial fee with approval by Board action. Commercial and fund raising uses are prohibited. ,-D -Z ATTACHMENT B TABLE SHOWING USAGE OF COMMUNITY ROOM 1990-1991. AND THROUGH AUGUST 31. 1992 1990 1991 1992 Number of Weeks 52 52 34 Number of Days (Mon - Fri) 260 260 170 (Mon - Sat) 312 312 204 Evening Uses (Mon - Fri) 101 98 76 (Mon - Sat) 104 100 80 Avg Uses Per Week (Mon - Fri) 1.94 1.88 2.24 (Mon - Sat) 2.00 1.92 2.35 Utilization (Mon - Fri) (Mon - Sat) 38.85% 37.69% 44.71% 33.33 32.05 39.22 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE�- Z COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 28, 1989 RESOLUTION 32889-5.b AMENDING RESOLUTION NO. 83-43 AND ADOPTING A POLICY FOR USE OF THE ROANOKE COUNTY ADMINISTRATION CENTER COMMUNITY ROOM, AND AUTHORIZING THE ESTABLISHMENT OF RULES AND REGULATIONS AND A FEE SCHEDULE WHEREAS, on March 8, 1983, the Board of Supervisors of Roanoke County, Virginia, adopted Resolution No. 83-43 establish- ing a policy for the use of the Roanoke County Administration Center Community Room; and WHEREAS, occasions over the past years have arisen which indicate a need for a more detailed policy to assist the County Administrator and staff to address questions relating to the use of this facility. NOW, THEREFORE be it resolved by the Board of Supervi- sors of Roanoke County, Virginia, as follows: 1. That Resolution No. 83-43 is hereby rescinded. 2. That the following rules and regulations governing the use of the Roanoke County Administration Center Community Room are hereby adopted: Rule 1. Permitted Use (in order of priority) and Fee Schedule A. Board of Supervisors of Roanoke County - No Fee B. Roanoke County: Departments, Employees, Agencies, Committees, and Commissions - No Fee C. State and Federal Government: Officials and Agen- cies - No Fee D. Non-governmental: Civic, Cultural, Political, Religious, and Educational Groups (Application Necessary) - $50/Day Rule 2. Permitted Uses As Approved by the Board of Supervisors A. Social Gatherings (Application Necessary) - $50/Day Rule 3. Prohibited Uses A. Commercial uses B. Fund-raising uses Rule 4. No smoking or alcoholic beverages allowed Rule S. Groups are not to charge admission or ask for donations at any meeting. Rule 6. An "Application for Use of the Roanoke County Community Room" must be completed as soon as possible prior to the date of the event for use by 1D and 2A only. Approval will be by letter. Rule 7. Applications can be obtained from the following: Board of Supervisors 3738 Brambleton Avenue P. 0. Box 29800 Roanoke, VA 24018-0798 Phone: 772-2005 Rule 8. Organizations holding meetings assume responsibility for any damage to room or contents. The room must be left in a neat and orderly condition. If additional cleanup is required, the organization will be notified and charged for this service. The organization will 2 indemnify and hold harmless Roanoke County from any d2 all claims for damages or injuries arising out of the use of the Community Room. Rule 9. Neither the name nor the address of the Roanoke County Administration Center may be used as the official address or headquarters of an organization. Rule 10. No additional furniture or equipment other than that situated in the Community Room is to be used without approval. Rule 11. Use of other equipment is a "Special Request" and per- mission must be granted in advance. Rule 12. If the Non -Governmental event (1D or 2A) is held before or after normal working hours (8 a.m. until 5 p.m.) of the Administration Center, custodial services will be arranged for and paid to Roanoke -County General Ser- vices Department at the rate of $10/hour. Rule 13. The person requesting the permit for use of the Commun- ity Room assumes the responsibility for adherence to "Regulations and Rules for Use of the Community Room," and either that person or a person especially desig- nated will be present during the time requested. Rule 14. These rules are subject to change by the Roanoke County Board of Supervisors. The County Administrator is auth- orized by the Board to develop additional rules and regulations concerning the use, scheduling, and opera- tion of the Community Room, which are not inconsistent herewith. 3 Special Note: Rule 15. The Roanoke County Board of Supervisors reserves the right to alter or amend any previously approved or scheduled use of the Community Room for governmental purposes. 3. That the effective date of this Resolution is April 1, 1989. On motion of Supervisor Johnson, seconded by Supervisor Garrett and carried by the following recorded vote: AYES: Supervisors Johnson, Robers, McGraw, Garrett NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: '*71• Mary H. Allen, Deputy Clerk cc: File Roanoke County Board of Supervisors Paul Mahoney, County Attorney Mary Hicks, Policy Manual Constitutional Officers Assistant County Administrators Department Heads 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 8, 1992 RESOLUTION 9892-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. that the certain section of the agenda of the Board of Supervisors for September 8, 1992, 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 3, inclusive, as follows: 1. Approval of Minutes - August 12, 1992 2. Authorization to Pay Legal Fees for Litigation with Grumman Emergency Products, Inc. 3. Donation of Utility and Access Easement for Water Stream Gauge on the Roanoke River in Connection with the Spring Hollow Reservoir Project. 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 Kohinke to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Kohinke, Minnix, Nickens, Eddy NAYS: None A COPY TESTE: Mary H. k1len, Clerk cc: File Roanoke County Board of Supervisors Paul M. Mahoney, County Attorney Clifford Craig, Director, Utility Arnold Covey, Director, Engineering & Inspections 9892-3.a ACTION NO. ITEM NO. ,.7 -- --. L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 8, 1992 AGENDA ITEM: Authorization to Pay Certain Legal Fees COUNTY ADMINISTRATOR'S COMMENTS: G��✓,fit R� � /��� 7"e4 EXECUTIVE SUMMARY: The County agreed to share with the Town of Vinton the legal expenses for the litigation with Grumman Emergency Products Inc. over the defective ladder on the aerial fire truck. BACKGROUND: In November of 1991, the Board agreed to join with the Town of Vinton in legal action against Grumman Emergency Products, Inc. and other possible defendants over the defective ladder on the aerial fire truck which the County had jointly funded with the Town. Since this vehicle is titled to the Town of Vinton it was agreed that the Town Attorney should handle this litigation. The fees thus far approved by the Board are as follows: February 11, 1992 $1,151.95 March 24, 1992 1,437.59 May 26, 1992 2,363.43* June 23, 1992 1,779.16 *Revised statement dated June 11, 1992, indicates May 4, 1992 charges to be 50% of $1,014.00 rather than 50% of $2,924.92. FISCAL IMPACTS• $228.71 in current fees to be paid from the Board contingency fund. 1 STAFF RECOMMENDATION: It is recommended that the Board of Supervisors authorize the payment of this invoice from the Board's contingency fund. Respectfully submitted, �� rm Paul M. Mahoney County Attorney Action Vote No Yes Abs Approved Motion by Edward G. Kohinke Eddy x Denied ( ) Johnson x Received ( ) Kohinke x Referred Nickens x to Minnix x cc: Diane Hyatt e;\wp51\agenda\generaNepLfee cc: File Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance E sa TOWN OF VINTON AUG `? 192jij P. O. BOX 338 VINTON, VIRGINIA 24179 PHONE 1703) 983-0608 FAX (703)983-0621 August 24, 1992 TO: Joe Obenchain, Senior Assistant County Attorney County of Roanoke POB 29800 Roanoke, VA 24018-0798 ~JOAN B. FURBISH FINANCE DIRECTOR/TREASURER STATEMENT Statement From Natkin, Heslep, Siegel and Natkin, PC For Professional Services Rendered Regarding Litigation With Grumman Aircraft Company August 5, 1992 Statement -- $457.42 Fifty Percent (50%) Due From Roanoke County To Town of Vinton - Balance Unpaid $228,71 DUE UPON RECEIPT MAKE CHECK PAYABLE TO: TOWN OF VINTON CC: Diane D. Hyatt ACTION NO. 9892-3.b ITEM NO. •� AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 8, 1992 AGENDA ITEM: Donation of a utility and access easement for water stream gauge on the Roanoke River to the Board of Supervisors of Roanoke County in connection with the Spring Hollow Reservoir Project COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves the donation of a utility and access easement for a water stream gauge near Dry Hollow on the Roanoke River over and across property located in the Catawba Magisterial District of the County of Roanoke in relation to the Spring Hollow Reservoir Project as follows: a) Donation of a 20' utility easement for a water stream gauge, together with an access easement to and from the Roanoke River and the river gauge, from R. B. Balthis, also known as Richard B. Balthis, widower (Deed Book 602, page 456) (Tax Map No. 64.03-1-27), shown and designated as NEW 201 UTILITY EASEMENT" on a plat prepared by Lumsden Associates, P.C., dated 2 June 1992, a copy of which is attached hereto and incorporated herein. The location and dimensions of this property have been reviewed and approved by the County's Utility Department engineering staff. STAFF RECOMMENDATION: Staff recommends acceptance of this property. Respe(Rtfully submitted, Vickie L. HdVm Assistant County Attorney ";T--2 Action Vote No Yes Abs Approved ( ;4 Motion by Edward G. Kohinke Eddy x Denied ( ) Johnson x Received ( ) Kohinke x Referred Nickens x to Minnix x cc: File Clifford Craig, Director, Utility Arnold Covey, Director, Engineering & Inspections TAX #64.03-1-7 PROPERTY OF WILLIAM WALLACE HURT, Jr. D.B. 1310, PG. 94LO T� � � v 'a488.40' N 84'50'00" E o a - z Z N Z Q 'D O I \\ll O ROANOKE RIVER -- -= m APPROX. EDGE OF WATER �o 0 0 TAX #64.03-1-26— TAX #64.03-1-27 PROPERTY OF PROPERTY OF HAROLD HORN & 2 R. B. BALTHIS SHIRLEY B. HORN N D.B. 602, PG. 456 D.B. 1025, PG. 627 w 0 3 NEW 20' ,r--- UTILITY EASEMENT RAO. = 736.34' `6, .r- W s ITO2 00 6�g RAE' SES' APPROX. R/W RTE. #639 PER VDOT PLANS PROJECT #0639-080-201, SHEET 3. SEE NOTE #3. CENTERLINE NEW 20' UTILITY EASEMENT FOR WATER STREAM GAUGE LINE DIRECTION � DISTANCE 1-2 S 1 6'20'58"' E 141.56' 2-3 S 14'15'41" W 33.33' 3-4 S 13'39'50" E 115' +/- NOTES: 1. THIS PLAT WAS PREPARED WITHOUT THE BENEFIT OF A CURRENT TITLE REPORT AND THERE MAY EXIST ENCUMBRANCES WHICH AFFECT THE PROPERTY NOT SHOWN HEREON. 2. ALL OR A PORTION OF THIS PROPERTY AS SHOWN HEREON IS LOCATED WITHIN THE LIMITS OF A 100 YEAR FLOOD BOUNDARY AS DESIGNATED BY FEMA. 3. IT IS THE INTENT OF THIS PLAT TO CREATE THE NEW 20' UTILITY EASEMENT AS SHOWN HEREON TO EXTEND FROM THE RIGHT OF WAY OF VIRGINIA SECONDARY ROUTE 0639 TO THE NORTHERLY PROPERTY LINE OF THE PROPERTY OF R. S. BALTHIS. PLAT SHOWING NEW 20' UTILITY EASEMENT FOR WATER STREAM GAUGE iS OF BEING CONVEYED TO THE D COUNTY OF ROANOKE BY B. LEE ", HENDERSON, J�. > R. B. BALTHIS 13. Qnw��^ � Z } SITUATED ALONG VA. SEC. RTE. #639 No. 1480 CATAWBA MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA d o4. �t7AV8� SCALE: 1" = 80' DATE: 2 JUNE 1992 LUMSDEN ASSOCIATES, P.C. ENGINEERS -SURVEYORS -PLANNERS or) A-11 1-n AT A SPECIAL MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE VINTON WAR MEMORIAL ON TUESDAY, SEPTEMBER 8, 1992 RESOLUTION 9892-4 CERTIFYING EXECUTIVE MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened an executive 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 2.1-344.1 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such executive 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 executive meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Kohinke, Minnix, Nickens, Eddy NAYS: None A COPY TESTE: Mary H. Allen, Clerk cc: File Roanoke County Board of Supervisors Executive Session