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Home My WebLink About4/12/2011 - Adopted Board Records ACTION NO. ___A-041211-1__ ITEM NO. _______F-1________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 12, 2011 AGENDA ITEM: Request to adopt the Roanoke County School Budget for the fiscal year 2011-2012 SUBMITTED BY: Diane D. Hyatt Assistant County Administrator APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County School Board has submitted the attached budget for the 2011-2012 fiscal year. The School Board approved this budget at their meeting on March 24, 2011, and in accordance with state law, has now submitted it for Board of Supervisors approval. David Wymer (Chairman of the Roanoke County School Board), Dr. Lorraine Lange (Superintendent of Schools), and Penny Hodge (Assistant Superintendent of Finance) will attend the Board of Supervisors meeting to present the school budget. STAFF RECOMMENDATION: Staff recommends approving and adopting the attached school board budget for the 2011- 2012 fiscal year. Page 1 of 2 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Dr. Lorraine Lange, School Superintendent Penny Hodge, Assistant Superintendent of Finance Brenda Chastain, Clerk to the School Board Diane Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 2 of 2 ¨ ¨ ¨ ¨ Roanoke County Schools Budget Summary - All Funds FY 2011-12 BudgetBudgetIncreasePercent Fund2010-112011-12(Decrease)Change General Fund128,821,750131,373,2702,551,5202.0% Grants Fund5,256,3115,508,401252,0904.8% School Nutrition Fund5,612,0005,704,00092,0001.6% Textbook Fund913,074798,477(114,597)-12.6% Capital Fund885,933904,00018,0672.0% Debt Fund14,045,63413,654,394(391,240)-2.8% Laptop Insurance Reserves Fund294,000358,60064,60022.0% School Bus Fund910,000910,00000.0% Total Funds156,738,702159,211,1422,472,4401.6% All School Funds Grants Fund School Nutrition Fund Textbook Fund Capital Fund Debt Fund Laptop Insurance Reserves Fund General School Bus Fund Fund 10 Roanoke County Public Schools General Fund Revenues Per Pupil FY 2011-12 BudgetBudgetPercent of Revenue 2010-112011-122011-12Per Pupil State Sales Tax13,800,000 15,000,00011.4%1,066 State Revenue48,648,483 50,081,73638.1%3,558 Federal Revenue1,906,901 234,8650.2%17 Transfer from County63,543,357 64,484,02449.1%4,582 Other Revenue923,009 869,2620.7%62 Transfers In- 703,3830.5%50 Total Revenues128,821,750131,373,270100.0%9,334 14,074 Estimated Average Daily Membership Transfers In Sales Tax Other Revenue Transfer from County State Revenue Federal Revenue 11 Roanoke County Public Schools General Fund Revenues FY 2011-12 ActualActualActualBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) State SOQ Revenues State Sales Tax 14,342,770 13,696,025 14,296,174 13,800,000 15,000,000 1,200,000 State Basic Aid39,413,465 48,948,366 39,530,775 35,379,846 36,022,095 642,249 Salary Supplement2,596,685 - - - - - SOQ - Vocational Education850,160 896,412 885,671 752,231 745,556 (6,675) SOQ - Special Education5,082,479 5,963,091 5,891,640 5,906,405 5,853,996 (52,409) SOQ - Gifted Education378,876 438,463 433,209 417,906 414,198 (3,708) SOQ - Remedial Education286,467 380,001 375,448 399,332 395,789 (3,543) Retirement3,225,064 3,273,854 2,416,342 1,420,880 2,153,829 732,949 Social Security2,153,123 2,533,339 2,502,984 2,405,281 2,383,939 (21,342) Group Life110,890 107,180 67,388 83,581 82,840 (741) English as a Second Language188,405 187,354 200,263 - - - SOQ - Remedial Summer School86,983 94,125 119,945 - - - Support for School Operating Costs- - - - 1,196,723 1,196,723 LCI Hold Harmless- - - 879,525 - (879,525) Total SOQ Revenues68,715,36776,518,21066,719,83961,444,98764,248,9652,803,978 Lottery Funded Programs: Lottery2,058,8661,935,374---- At Risk113,736139,730124,567166,502165,398(1,104) Foster Home Children 264,174323,054289,336332,687221,830(110,857) Support for Construction/Operating- 1,111,421---- Enrollment Loss 355,986-361,380--- Special Ed - Regional Tuition29,67944,37151,37673,42957,572(15,857) Remedial Summer School-- 125,803-97,048(28,755) Voc Ed-State Equipment24,02319,38918,875--- Voc Ed-State Adult Education22,21610,60310,193--- Voc Ed-State Occup/Tech Ed68,07667,42664,61784,96684,966- English as a Second Language-- 195,222-180,763(14,459) Disparity: K-3437,602441,747423,732--- Total Incentive Revenue3,018,3723,337,6802,455,497978,609807,577(171,032) State Categorical Revenues Homebound Payments37,25832,32523,98924,88725,194307 Adult Education Basic10,30212,140---- State Grant Revenue57,76062,44952,071--- Total Categorical Revenue105,320106,91476,06024,88725,194307 Total State Revenue71,839,05979,962,80469,251,39662,448,48365,081,7362,633,253 Federal Revenue Medicaid Reimbursement96,783177,171136,60440,36540,365- Medicaid - Administrative Claiming 81,92696,340 36,388 - - - AFJROTC Reimbursement26,027 47,185 47,311 47,500 47,500 - Federal Land Use1,727 3,082 2,861 1,000 1,000 - Federal Grants2,380 3,448 3,000 - - - Voc Ed - Carl Perkins Act154,895 136,373 140,191 136,372 146,000 9,628 Federal Stimulus (ARRA)- - 3,826,955 1,681,664 - (1,681,664) Total Federal Revenue378,152 449,185 4,193,310 1,906,901 234,865 (1,672,036) 12 Roanoke County Public Schools General Fund Revenues FY 2011-12 ActualActualActualBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Local Revenue/Transfers Local Appropriation-County62,450,497 61,737,627 61,066,058 63,066,058 64,006,725 940,667 Transfer from County - CSA1,849,000 2,099,000 2,099,000 - - - Transfer from County - Dental417,616 430,505 432,718 477,299 477,299 - Transfer from Alternative School- - - - 115,081 115,081 Transfer from Internal Services- - 1,130,863 - 588,302 588,302 Total Local Revenue64,717,113 64,267,132 64,728,639 63,543,357 65,187,407 1,644,050 Other Revenue Interest Income391,181 240,697 67,219 100,000 100,000 - Rental of School Property10,850 4,490 6,073 - - - Tuition - Regular School123,920 74,753 98,076 80,000 80,000 - Tuition - Summer School85,773 68,025 26,113 85,000 85,000 - Tuition - Summer Physical Ed16,239 610 22,131 - - - Tuition - Adult Education11,238 26,124 22,314 55,582 55,582 - Tuition - Preschool (LEAP)106,813 132,594 155,219 206,400 165,600 (40,800) Other Miscellaneous Revenue31,432 19,137 8,890 3,600 3,600 - Lease Proceeds-- 48,000- (48,000)- E-rate Reimbursement254,067222,191242,682248,514267,28018,766 Alternative School Recovered Costs17,22017,220---- Bogle Field Recovered Costs- 3,332---- Tuition from Other Localities18,52516,96215,91315,91314,000(1,913) Regional Alternative School- 39,820- 38,200-38,200 Online High School Tuition93,02588,88587,45080,00060,000(20,000) Total Other Revenue1,160,282911,688795,232923,009869,262(53,747) Total General Fund Revenue 138,094,606145,590,809138,968,577128,821,750131,373,2702,551,520 13 Roanoke County Public Schools General Fund Expenditures Per Pupil FY 2011-12 BudgetBudgetPercent ofCost 2010-112011-122010-11Per Pupil Classroom Instruction5,577,4457,107,7925.4%505 Personnel105,448,386106,282,19480.9%7,552 Central Support9,543,9659,731,3307.4%691 Support Services7,843,2027,843,2026.0%557 Special Programs408,752408,7520.3%29 128,821,750131,373,270100.0%9,334 14,074 Estimated Average Daily Membership Support Services Central Support Special Programs Classroom Instruction Personnel 15 Roanoke County Public Schools General Fund Expenditures Summary by Department FY 2011-12 ActualActualActualBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Classroom Instruction: Instructional Programs - Elementary- - 553,066 569,882 569,882 - Instructional Programs - Secondary796,916 1,036,900 486,438 458,111 458,111 - Deputy Superintendent of Administration1,174,818 1,226,129 1,266,207 1,605,543 1,576,936 (28,607) Testing and Remediation360,799 278,091 338,915 389,451 389,451 - Career and Technical Education400,003 417,003 471,176 448,519 448,519 - Pupil Personnel and Special Education593,851 634,619 575,074 657,789 657,789 - School Counseling Services382,727 394,675 75,044 79,178 79,178 - Media Services1,845,550 1,859,411 1,382,886 1,369,472 2,927,926 1,558,454 Total Classroom Instruction5,554,664 5,846,828 5,148,806 5,577,945 7,107,792 1,529,847 Personnel: Instructional Personnel80,442,460 83,064,302 75,068,859 68,768,596 68,934,870 166,274 Administrative Personnel9,195,964 9,631,480 9,303,898 8,411,119 8,562,808 151,689 Classified Personnel20,432,503 22,183,644 20,588,729 17,508,729 17,436,272 (72,457) Employee Insurance Benefits- - - 10,759,942 11,348,244 588,302 Total Personnel110,070,927 114,879,426 104,961,486 105,448,386106,282,194833,808 Central Support: School Board285,874245,955222,733258,308258,308- School Superintendent86,55655,043112,967440,276440,276- Budget & Finance16,096,35919,029,36417,738,9798,366,1788,666,178300,000 Community Relations52,14742,38210,36016,40016,400- Staff Development408,184365,029176,853342,237230,102(112,135) Pupil Assignment181,727116,515162,510120,066120,066- Total Central Support17,110,84719,854,28818,424,4029,543,4659,731,330187,865 Support Services: Transportation1,662,2441,469,0251,357,5591,855,4402,255,440400,000 Facilities & Operations4,362,8814,993,6634,895,4975,987,7625,587,762(400,000) Total Support Services6,025,1256,462,6886,253,0567,843,2027,843,202- Special Programs: Summer School311,045313,878232,108347,477347,477- Adult & Continuing Education43,74755,93139,55961,27561,275- Total Special Programs354,792369,809271,667408,752408,752- Emergency Contingency ------ Total General Fund Expenditures 139,116,355147,413,039135,059,417128,821,750131,373,2702,551,520 16 Roanoke County Public Schools Student Enrollment SeptemberAverage DailyAnnual Fiscal YearEnrollmentMembershipGrowth 1995-96Actual13,75313,721 1996-97Actual13,88113,8631.0% 1997-98Actual13,95613,8980.3% 1998-99Actual13,87513,862-0.3% 1999-00Actual13,85213,8560.0% 2000-01Actual13,87113,8650.1% 2001-02Actual13,91113,9300.5% 2002-03Actual14,09414,1271.4% 2003-04Actual14,38514,2791.1% 2004-05Actual14,50814,3650.6% 2005-06Actual14,84214,7282.5% 2006-07Actual14,89114,7770.3% 2007-08Actual14,93114,8020.2% 2008-09Actual14,74214,650-1.0% 2009-10Actual14,58314,474-1.2% 2010-11Budgeted 14,200 2011-12Proposed14,074 Average Daily Membership Trend 14,900 14,800 14,700 14,600 14,500 14,400 14,300 14,200 14,100 14,000 13,900 13,800 13,700 13,600 13,500 17 Roanoke County Public Schools Historical Data Transfer from County General Fund Fiscal YearAnnualPhase 1Reserve forTotalIncrease FromPercent Ended June 30AppropriationCapital ProjectsNew SchoolsAppropriationPrior YearIncrease 2001-0252,311,0492,000,0001,500,00055,811,0493,013,2585.71% 2002-0355,040,7902,000,00057,040,7901,229,7412.20% 2003-0455,920,2392,000,00057,920,239879,4491.54% 2004-0555,418,5222,000,00057,418,522(501,717)-0.87% 2005-0657,667,3702,000,00059,667,3702,248,8483.92% 2006-0759,240,4142,000,00061,240,4141,573,0442.64% 2007-0862,902,7962,000,00064,902,7963,662,3825.98% 2008-0962,214,9262,000,00064,214,926(687,870)-1.06% 2009-1060,543,3572,000,00062,543,357(1,671,569)-2.60% 2010-1163,543,3572,000,00065,543,3573,000,0004.80% 2011-1264,484,0242,000,00066,484,024940,6671.44% General School Operations Fund Balances Fiscal Year Fund BalanceEmergency Ended OperatingOperatingas a %Fund June 30 BudgetFund Balanceof BudgetBalance 2002 98,162,4024,008,2784.08%0 2003 102,259,3394,190,1564.10%0 2004 110,986,9723,670,5253.31%0 2005 112,448,4535,385,6874.79%0 20061,300,000 118,007,2406,282,9785.32% 20071,300,000 127,332,8736,992,8335.49% 20082,000,000 135,091,3755,288,0633.91% 20091,000,000 143,223,2164,651,0423.25% 20102,671,290 137,909,1286,949,1385.04% Note: Emergency Fund Balance not included in Operating Fund Balance. 18 Roanoke County Public Schools School Grant Fund Revenues FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Federal Grants: Title I, Distinguished Schools- - -18,874 - - Title I, (Stimulus Funds) - - -362,096 - - Title I, Part A 1,042,8971,007,750 983,395 800,000 800,000 - Title II, Part A 260,886 333,240 297,348 320,754 333,240 - Title II, Part D 121,447 9,000 (3,716) 117,498 15,891 12,716 Title III 46,605 35,000 33,844 65,010 35,000 - Title III, Immigrant and Youth - - 12,763 -8,000 8,000 Title IV, Safe & Drug Free Schools 38,764 - 33,652 31,629 - - Title V, Part A 21,299 - 12,979 - - - Title VI-B Flow-Thru Funds 3,101,5153,065,289 3,310,112 3,046,572 3,053,735 256,377 Title VI-B (Stimulus Funds) - - - -1,280,675 - Preschool Mini Grant- 1 yr 91,379 88,860 89,747 88,856 88,856 4 Preschool Mini Grant (Stimulus Funds) - - - 84,347 - - Technology Grant (Stimulus Funds) - - - 23,885 - - Reg Tech Ed Training 7,745 7,310 - - - - 4,732,5374,665,417 4,584,212 6,334,747 4,323,547 260,665 State Grants: Early Reading Initiative 128,584 143,072 (13,910) 157,497 159,108 156,982 Algebra Readiness 47,374 61,097 (2,086) 60,488 56,319 63,183 GED Funding 15,717 15,717 15,717 15,717 15,717 - High Schools That Work - WBHS 14,750 - 5,681 4,319 - - High Schools That Work - CSHS 14,626 - - - - - Preschool Initiative 291,798 494,424 423,004 430,985 486,576 7,848 Visually Handicapped Grant 3,817 3,918 (188) 3,720 3,584 4,106 Learn & Serve - Wolfcreek Walk 58,058 - 47,270 11,215 - - Learn & Serve - Wolfcreek Watershed- - 17,151 21,343 - - Safe Routes to School- - 13,983 - - - Mentor Teacher - (10,504)- - - 10,504 Dual Enrollment 123,552 - 106,584 144,668 - - Tobacco Settlement 64,290 -- 61,000 - - Adult Basic Education- 88,000 96,880 98,229 88,000 - General Adult Education - 8,392 - 12,744 8,392 - Special Education in Regional Jail- 109,569 51,451 80,805 99,304 10,265 Jobs for Virginia Graduates 50,000 - 47,387 39,387 - - Race for GED 46,394 - 61,523 59,744 - - 1,169,336858,9601,138,167 932,764 924,189 (8,575) Other Grants: James Madison Autism - 2,500 - - - - - 2,500 - - - Total Grant Revenues 5,591,4975,837,253 5,508,401 7,472,914 5,256,311 252,090 20 Roanoke County Public Schools School Grant Fund Expenditures FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Federal Grants: Title I, Distinguished Schools- -18,874 - - - Title I, (Stimulus Funds) - -362,096 - - - Title I, Part A 1,042,8971,007,750 983,395 800,000 800,000 - Title II, Part A 260,886 320,754 297,348 333,240 333,240 - Title II, Part D 121,447 15,891 (3,716) 117,498 12,716 9,000 Title III 46,608 65,010 33,841 35,000 35,000 - Title III, Immigrant and Youth - -12,763 - 8,000 8,000 Title IV, Safe & Drug Free Schools 38,764 31,629 33,652 - - - Title V, Part A 21,299 - 12,979 - - - Title VI-B Flow-Thru Funds 3,101,5653,065,239 3,046,5723,053,7353,310,112 256,377 Title VI-B (Stimulus Funds) - -1,280,675 - - - Preschool Mini Grant- 1 yr 91,379 88,856 89,747 88,856 88,860 4 Preschool Mini Grant (Stimulus Funds) - -84,347 - - - Technology Grant (Stimulus Funds) - -23,885 - - - Reg Tech Ed Training 11,697 7,310- - - - 4,736,5424,665,364 6,334,7474,323,5474,584,212 260,665 State Grants: Early Reading Initiative 128,584 159,108 (13,910) 158,058 156,982 143,072 Algebra Readiness 47,374 49,692 (2,086) 60,488 63,183 61,097 GED Funding (ISAEP) 15,717 15,717 15,717 15,717 15,717 - High Schools That Work - WBHS 14,750 4,319 5,681 - - - High Schools That Work - CSHS 14,626 - - - - - Preschool Initiative 291,798 430,985 423,004 486,576 494,424 7,848 Visually Handicapped Grant 3,817 3,584 (188) 3,720 4,106 3,918 Learn & Serve - Wolfcreek Walk 58,058 11,215 47,270 - - - Learn & Serve - Wolfcreek Watershed- 21,343 17,151 - - - Safe Routes to School- - 13,983 - - - Mentor Teacher -- - 10,504 -(10,504) Dual Enrollment78,701 71,976 188,041 - - - Tobacco Settlement 64,291 - - 61,002 - - Adult Basic Education 104,491 98,229 96,880 88,000 88,000 - General Adult Education - -12,744 8,392 8,392 - Special Education in Regional Jail- 80,805 51,451 99,304 109,569 10,265 Jobs for Virginia Graduates 50,000 39,387 47,387 - - - Race for GED 46,394 59,744 61,523 - - - 1,251,356918,601 1,058,848 (8,575) 932,764 924,189 Other Grants: James Madison Autism- - 2,500 - - Parent Fair 1 - - - - 1 - 2,500 - - - Total Grant Expenditures 5,655,1445,919,220 7,393,5955,256,3115,508,401 252,090 21 Roanoke County Public Schools School Nutrition Fund Revenues and Expenditures FY 2011-12 ActualsActualsActualsBudget BudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Pupil, Adult & Other Sales4,035,9783,790,8963,613,0463,700,000(100,000) 3 ,800,000 Rebates & Refunds9,09930,57316,19720,000 2 0,000 - State Reimbursement82,75184,14383,98580,000 8 0,000 - Federal Reimbursement1,280,9221,729,9831,886,5911,900,000 1 ,700,000 2 00,000 Interest Income40,21218,6694,4444,000(8,000) 1 2,000 Other Income2,931 - - - - - Transfer from Internal Service74,279 - Transfer from General Fund66,806 - 133,612 - - - Total Revenues5,448,9625,787,8765,748,2795,704,000 5 ,612,000 9 2,000 Expenditures: Salaries & Related Costs2,740,3272,984,4902,928,3182,900,000(85,000) 2 ,985,000 Contractual Services69,33874,16476,99480,000(2,000) 8 2,000 Travel16,48016,69916,70318,000 1 8,000 - Food Supplies2,360,3552,638,8802,504,2532,550,000 2 ,400,000 1 50,000 Supplies79,15770,76667,28890,000 9 0,000 - Equipment102,225100,91421,74550,000 3 7,000 1 3,000 Unappropriated16,000 - - - - 1 6,000 Total Expenditures5,367,8825,885,9135,615,3015,704,000 5 ,612,000 9 2,000 Beginning Balance896,429977,509879,472 - - - Ending Balance977,509879,4721,012,450 - - - Meal Prices: FY 07-08FY 08-09FY 09-10FY 10-11FY 11-12 Elementary lunch1.752.002.002.002.00 Secondary lunch1.752.002.002.002.00 Reduced price lunch0.400.400.400.400.40 Adult lunch2.252.502.502.502.50 Full priced breakfast0.851.001.001.001.00 Adult breakfast1.101.251.251.251.25 Reduced breakfast0.300.300.300.300.30 Current Reimbursement Rates: BreakfastLunch Federal - paid meal$0.26$0.25 Federal - reduced price meal$1.16$2.28 Federal - free meal$1.46$2.68 State reimbursementnone$0.05 22 Roanoke County Public Schools School Textbook Fund Revenues and Expenditures FY 2011-12 ActualsActualsActualsBudget BudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Sale of Textbooks 12,589 1 2,792 5,341 10,000 10,000 - Other Revenue 17,514 1 1,490 6,183 5,000 5,000 - State Reimbursement 1,154,813 (114,597) 9 26,675 - 487,928 373,331 1,561,030410,146 410,146 Transfer from School Operating Fund 4 10,146 410,146 - Total Revenues 1,595,0621,572,554 913,074 (114,597) 1 ,361,103 798,477 Expenditures: Salaries & Related Costs 91,030 (0) 8 7,752 94,465 95,097 95,097 Instructional Materials 22,570 2 4,302 41,318 25,000 25,000 - Consignment Textbooks 1,106,585 (114,977) 7 63,808 695,475 489,977 375,000 Non-Consignment Textbooks 213,957 (74,620) 3 64,662 444,283 303,000 228,380 Reserved for Lottery Pro-ration - - - - 75,000 75,000 Laptop Computer Equipment 6 5,000 - - - - - Total Expenditures 1,434,1421,275,541 913,074 (114,597) 1 ,305,524 798,477 Beginning Balance 157,582 1 02,003 318,502 - - - Ending Balance 318,502 1 57,582 615,515 - 0 0 Scheduled Adoptions/Purchases: FY11-12 - Math FY12-13 - Reading K-5; Science FY15-16 - World Languages 23 Roanoke County Public Schools School Capital Fund Revenues and Expenditures FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Interest Income 511,482 147,017 128,305 - - - Other Income 220 3,754 4,136 - - - Soft Drink Commission 60,000 60,000 80,000 - 80,000 8 0,000 State Technology Bond 841,255 804,000 882,729 (26,000) 752,000 726,000 State Construction Grant 289,940 302,839 - - - - Federal Stimulus Modernization 605,207- - - - - Sale of Land 61,550 - - - - - Sale of Buildings 2,000,000- - - - - Rental Income 168,516- - - - - Proceeds from State Agency 798,438 - - - - - Proceeds from Bond Premiums 1,192,655 4,083,669 - - - - Proceeds from VPSA Bonds 21,264,713 43,830,000 - - - - Proceeds from EBS Lease - - - 48,000 48,000 - Transfer - Bogle Field Reserve - 50,000 - 25,000 25,000 - County Transfer - Bogle Field Reserve - - - - 25,000 2 5,000 Transfers from Other Funds 8,046,798 10,250,018 14,496,606 - - - Beginning balance - laptops - - - 60,933 - (60,933) Total Revenues 32,268,613 60,279,735 18,415,499 885,933 904,000 1 8,067 Expenditures: Salaries & Related Costs 24,776 7,942 1,710 - - - Contracted Services 1,183,612 642,343 834,028 - - - School Projects (Pepsi) 60,000 60,000 80,000 - 80,000 8 0,000 Equipment 3,530,991 1,253,752 1,664,428 (26,000) 752,000 726,000 Stimulus School Modernization 605,207- - - - - Technology 56,177 314,129 523,418 48,000 48,000 - Technology - LCD bulbs - - - 60,933 - (60,933) Land 2,466,726 158,998 4,000 - - - Building Improvements 18,851,684 13,955,282 28,451,650 - - - Bogle Reserve - - - 25,000 50,000 2 5,000 Transfers to Other Funds 285,623 6,667,246 - - - - Debt Service - Other 218,126 - - - - Total Expenditures 26,173,966 16,896,195 38,831,687 885,933 904,000 1 8,067 Beginning Balance 10,547,097 16,641,744 60,025,284 - - - Ending Balance 16,641,744 60,025,284 39,609,096 - - - 24 Roanoke County Public Schools School Debt Fund Revenues and Expenditures FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Transfer from General Fund 9,253,5378,562,785 9,884,871 9,475,981 (408,890) 6 ,784,688 2,329,3682,329,3684,125,3454,125,345 Transfer from School Fund 2 ,329,369 - Total Revenues10,892,15311,582,90514,010,21613,601,326(408,890) 9 ,114,057 Expenditures: Principal on G. O. Bonds 575,000555,000 600,000 620,000 20,000 5 40,000 687,685459,321447,817447,817 Principal on Literary Loans 8 26,632 - Principal on VPSA Bonds5,367,0545,367,8647,539,2897,526,025(13,264) 4 ,449,988 Interest on G. O. Bonds119,681103,03179,62557,100(22,525) 1 33,181 Interest on Literary Loans156,634135,834121,946108,511(13,435) 1 81,603 Interest on VPSA Bonds3,981,0994,916,8555,221,5394,841,873(379,666) 2 ,957,653 Bank Service Charges7,3507,35035,41853,06817,650 7 ,232 Total Expenditures10,874,50311,565,25514,045,63413,654,394(391,240) 9 ,096,289 Beginning Balance2,020,98835,41835,41853,06817,650 2 ,003,220 Ending Balance2,038,63853,068 2,020,988 - - - 25 Roanoke County Public School Laptop Insurance Reserve Revenues and Expenditures FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Interest Income 29,211 19,191 3,608 - - - Fees from Students 401,138 213,886 141,817 144,000 208,600 64,600 Lost/Damaged Parts 341 5,122 5,911 - - - Warranty Reimbursements 166,100 160,630 187,880 150,000 150,000 - Total Revenues 596,790 398,829 339,216 294,000 358,600 64,600 Expenditures: Warranty related: Salaries & Related Costs 32,914 28,182 16,610 21,530 21,530 - Miscellaneous Operating (bags) 38,064 17,796 2,104 - - - Printing Supplies - - 22,918 22,918 22,918 - Small Equipment (batteries) 131,699 95,973 85,552 85,552 85,552 - Small Parts - Students 29,317 9,600 21,042 20,000 20,000 - Small Parts - Teachers 3,824 - - - - - Reserve related: Equipment 133,216 - - - - - Laptop Purchases or Reserves - 183,250 - 18,000 -(18,000) Server Cooling System - - 30,000 - - - Warranty related: Carts - - 86,991 - - 5th year warranty & batteries - - 139,500 126,000 208,600 82,600 Upgrade electric - - - - - Total Expenditures 369,034 334,801 404,717 294,000 358,600 64,600 Beginning Balance 492,173 719,929 783,957 - - - Ending Balance 783,957 719,929 718,456 - - - Note: FY11-12 assumes laptop fees charged to grades 9-12 at $50 per year. 26 Roanoke County Public Schools School Bus Fund FY 2011-12 ActualsActualsActualsBudgetBudgetIncrease 2007-082008-092009-102010-112011-12(Decrease) Revenues: Interest Income 17,035 23,342 4,995 - - - Sale of Machinery & Equipment11,743 4,137 11,115 - - - Transfer from General Fund 760,000 810,000 810,000 910,000 910,000 - Total Revenues 788,778 837,479 826,110 910,000 910,000 - Expenditures: School bus replacements 756,893 272,458 667,874 775,000 775,000 - Support vehicle replacements 34,550 35,530 15,548 135,000 135,000 - Total Expenditures 791,443 307,988 683,422 910,000 910,000 - Beginning Balance 778,144 775,479 1,304,971 - - - Ending Balance 775,479 1,304,971 1,447,659 - - - 27 ACTION NO. ___A-041211-2__ ITEM NO. ________F-2_______ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 12, 2011 AGENDA ITEM: Request to appropriate the rollover of 2009-2010 Federal Stimulus State Fiscal Stabilization Funds in the amount of $3,009,271.36 for existing teaching positions in the County Schools SUBMITTED BY: Diane D. Hyatt Assistant County Administrator Penny Hodge Assistant Superintendent of Finance, Roanoke County Schools APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: When the General Assembly adjourned in March 2010, they had approved a revision to the 2009-2010 caboose budget that reduced the state basic aid and textbook funding by $4.4 million near the end of the 2009-2010 budget year. In order to offset the revenue losses to the school system, the State then advanced stimulus money from the State Fiscal Stabilization Funds (SFSF) of $3 million along with a Virginia Retirement System th (VRS) holiday for the fourth (4) quarter that resulted in expenditure savings. The net effect was to swap funding sources and keep the school system whole for the rest of that fiscal year. The School Board was under both a hiring and spending freeze during all of 2009-2010 and did not need to draw the stimulus funds down in anticipation of rolling the funding over to the 2010-2011 budget where it had been intended to be used to avoid the stimulus funding cliff. The School Board has completed the budget for 2011-2012 and now desires to proceed with allocating the rollover SFSF funds in the current year. The SFSF funds will be applied to approximately fifty seven (57) existing teaching positions in the same Page 1 of 3 way they were used in 2009-2010. The budgets freed up by this reallocation will then be used to partially fund the Technology Plan Year 1 costs that were developed as part of the budget process for the 2011-2012 fiscal year. It takes a significant amount of time over the summer to image and prepare the computers to be ready for the first day of school in August 2011. Consequently, since the funding is available now and there is time to place the computer orders for a June delivery date, the School Board is requesting the rollover to the current year (fiscal year 2010-2011). Due to the spending freezes over the past two years and the seventeen million dollar ($17 million) loss in state funding during that time period, virtually no local money has been spent on technology in the schools. Consequently, the school system is now challenged with meeting the state online testing requirements as well as daily use of equipment in an environment that is becoming increasingly unreliable. The School Board is committed to investing in technology in the schools and believes that the Technology Plan provides the framework for the appropriate replacement of technology in grades K-12 over the next several years. The 2011-2012 budget proposal includes the balance of the funding needed to complete year 1 of the Technology Plan. The Technology Plan serves as an important budget planning tool similar in fashion to the Capital Improvement Plan and the replacement plans developed for school buses and support vehicles. By planning for future large equipment and building needs over several years, the financial impact can be spread over time and used to guide budget decisions in the future . FISCAL IMPACT: The SFSF Funding of $3,009,271.36 will be appropriated for approximately fifty seven (57) existing school teachers as allowed under the stipulations of the federal grant. The local salary and benefits budgets freed up with this grant will be applied towards the Technology Plan Year 1 costs. STAFF RECOMMENDATION: Staff recommends appropriating $3,009,271.36 from the federal stimulus SFSF Fund for existing teaching positions and reallocating the existing school personnel budget to technology. The School Board approved this request on March 24, 2011. VOTE: Supervisor Flora moved to approve the staff recommendation. Motion approved. Page 2 of 3 Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Dr. Lorraine Lange, School Superintendent Penny Hodge, Assistant Superintendent of Finance Brenda Chastain, Clerk to the School Board Diane Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 3 of 3 ACTION NO. ___A-041211-3__ ITEM NO. ________F-3_______ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 12, 2011 AGENDA ITEM: Request to appropriate Federal Stimulus Education Jobs Funds in the amount of $3,079,343.64 to provide a one-time payroll supplement for Roanoke County Schools SUBMITTED BY: Diane D. Hyatt Assistant County Administrator Penny Hodge Assistant Superintendent of Finance, Roanoke County Schools APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The School Board received one-time funding from the federal government under the Education Jobs grant in the amount of $3,079,343.64 in August 2010. The School Board and County Board of Supervisors met in joint session on October 14, 2010, to discuss and consider the use of the funding for one-time payroll supplements for School and County employees. At that time, there was some concern that the General Assembly might reallocate the Education Jobs Funds as part of the budget to be adopted for 2011-2012 so both Boards agreed to hold the funds in reserve until the General Assembly adjourned and the threat of losing the federal funds was eliminated. The General Assembly adjourned on February 26, 2011, with the Education Jobs Funds intact. The School Board desires to proceed with allocating the funding for employee salaries. At the October 14, 2010, joint meeting, the School Board offered to fund $344,065 from School funds for County employee salary payments. Subsequent to that date, the School Board has expressed their intent to allocate an additional $380,298 to the county for a total of $724,363. This shared funding would come from the School personnel savings and would in effect reduce the County transfer to the schools for 2010- 2011. Page 1 of 2 FISCAL IMPACT: The Education Jobs Funding of $3,079,343.64 will be appropriated for school salaries and benefits as required under the stipulations of the federal grant. The details of the payments will be finalized by the School Board upon approval of the appropriation by the Board of Supervisors. STAFF RECOMMENDATION: Staff recommends appropriating $3,079,343.64 from the Education Jobs Fund for school salaries and benefits and approving a reduction in the County transfer to Schools of $724,363 to be offset by savings in the School personnel accounts. The School Board approved this request on March 24, 2011. VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Dr. Lorraine Lange, School Superintendent Penny Hodge, Assistant Superintendent of Finance Brenda Chastain, Clerk to the School Board Diane Hyatt, Assistant County Administrator Rebecca Owens, Director of Finance Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 12, 2011 RESOLUTION 041211-4 APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2011-2012 UPON CERTAIN TERMS AND CONDITIONS WHEREAS, Section 24.B of theRegional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County and the Roanoke Regional Airport Commission provide that the Commission shall prepare and submit its operating budget for the forthcoming year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated March 16, 2011, a copy of which is on file in the office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the fiscal year 2011-2012 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2011-2012 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 16, 2011 report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 12, 2011 RESOLUTION 041211-5 APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2010-2011 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 25, 2011, a copy of which is on file in the office of the Clerk to the Board, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted a request that the County approve the fiscal year 2011-2012 budget of the Roanoke Valley Resource Authority. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2011-2012 budget for the Roanoke Valley Resource Authority as set forth in the March 25, 2011, report of the Authority Chief Executive Officer, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 12, 2011 RESOLUTION 041211-6 SUPPORTING THE REMOVAL OF THE BRIDGE OVER CARVINS CREEK ON JOHN RICHARDSON ROAD, RTE. 743, AND CONSTRUCTION OF A CUL-DE-SAC, HOLLINS MAGISTERIAL DISTRICT WHEREAS, the bridge was closed to traffic on September 12, 2007, by Virginia Department of Transportation (VDOT) as a result of an inspection that determined it to be in critical condition; and WHEREAS, on May 25, 2010, staff presented the project to demolish the bridge and construct a cul-de-sac at a work session on fiscal year 2011-2016 Secondary Six- Year-Plan with the Board of Supervisors, and there was no opposition to the proposed scope of work; and WHEREAS, on October 28, 2010, a public hearing was held at Mountain View Elementary School to present the proposed scope of work, with VDOT and Roanoke County staff attending; and WHEREAS, the majority of public hearing comments included converting the existing bridge to a pedestrian and bicycle crossing only, however, based on the structural deficiencies, this option is not feasible; and WHEREAS, the existing right of way will remain for possible future pedestrian facilities; and WHEREAS, current revenue sharing funds applied to project are expected to cover costs of bridge demolition and construction of the new cul-de-sac; NOW, THEREFORE, BE IT RESOLVED, that the Board hereby supports the removal of bridge over Carvin Creek and construction of a cul-de-sac on the east side of Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 12, 2011 RESOLUTION 041211-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for April 12, 2011, designated as Item Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5 inclusive, as follows: 1. Approval of minutes March 22, 2011 2 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Claude C. Pullen III, Firefighter/EMT, upon his retirement after twenty- five years of service 3. Request to authorize execution of an updated contract with the Unified Human Services Transportation System, Inc. to provide the CORTRAN services for Roanoke County July 1, 2011 through June 30, 2012 4. Confirmation of appointments to the Roanoke County Community Leaders Environmental Action Roundtable (RC CLEAR); Roanoke Valley-Alleghany Regional Comprehensive Economic Development Strategy (CEDS) Committee; Social Services Advisory Board 5. Request to approve the Fiscal Agent Agreement between Roanoke County and the Roanoke Valley Resource Authority Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 12, 2011 RESOLUTION041211-7.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO CLAUDE C. PULLEN III, FIREFIGHTER/EMERGENCY MEDICAL TECHNICIAN, UPON HIS RETIREMENT AFTER TWENTY-FIVE YEARS OF SERVICE WHEREAS, Claude C. Pullen III was employed by Roanoke County on March 24, 1986, as a Paramedic and Firefighter and became a firefighter/emergency medical technician on February 20, 1995; and WHEREAS, Mr. Pullen was one of the first six original paramedics hired by Roanoke County and helped establish the foundation for the current Emergency Medical Service (EMS) Program; and WHERAS, Mr. Pullen has mentored the majority of current paramedic/firefighters to be compassionate while providing the highest standard of patient care; and WHERAS, Mr. Pullen has been a tremendous asset to the Department by participating in numerous committees to improve patient care through his involvement with the Patient Quality Improvement Program; and WHERAS, Mr. Pullen took on the responsibility of repairing all fire department hose by volunteering to be trained in the use of specialized equipment for no added benefits while saving the County thousands of dollars each year; and WHEREAS, Mr. Pullen retired from the Fire and Rescue Department as a Firefighter/EMT on April 1, 2011, after twenty-five years of expert and committed service to Roanoke County. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke Page 1 of 2 ACTION NO. __A-041211-7.b__ ITEM NO. _______I-4________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 22, 2011 AGENDA ITEM: Confirmation of appointments to the League of Older Americans Advisory Council; Roanoke Valley-Alleghany Regional Comprehensive Economic Development Strategy (CEDS) Committee; Social Services Advisory Board SUBMITTED BY: Deborah C. Jacks Clerk to the Board APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. League of Older Americans Advisory Council During the closed meeting held March 22, 2011, The Board requested that Ms. Beverly Eyerly be contacted to determine if she is willing to serve an additional one-year term. ice contacted Ms. Eyerly, who expressed her willingness to continue her service. Her new term will expire on March 31, 2012. Confirmation of the appointment has been placed on the Consent Agenda. 2. Roanoke Valley-Alleghany Regional Comprehensive Economic Development Strategy (CEDS) Committee: During their closed meeting on March 8, 2011, the Board of Supervisors requested the Clerk to the Board contact Ms. Becky Walter, who expressed her willingness to serve an additional three- Confirmation of this appointment has been placed on the Consent Agenda. Page 1 of 2 3. Social Services Advisory Board: David Scott Hudson, who represents the Cave Spring Magisterial District, has resigned. His three-year term will expire on July 13, 2013. Charlotte Moore has appointment has been placed on the Consent Agenda. VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Ms. Susan Williams, Executive Director, League of Older Americans Ms. Joyce Earl, Director of Social Services Page 2 of 2 ACTION NO. __A-041211-7.c__ ITEM NO. ______I-5__________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 12, 2011 AGENDA ITEM: Request to approve the Fiscal Agent Agreement between Roanoke County and the Roanoke Valley Resource Authority SUBMITTED BY: Rebecca Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR SUMMARY OF INFORMATION: The County of Roanoke currently serves as fiscal agent for the Roanoke Valley Resource Authority (The Authority) for $49,500 annually. This arrangement will continue through June 30, 2011. The attached fiscal agent agreement renews this arrangement with an increase of the cost to $50,985 beginning July 1, 2011. This increased cost reflects the increasing costs for the work performed and the system utilization. FISCAL IMPACT: The Authority will pay the County of Roanoke $50,985 annually to provide fiscal agent services. This cost was included in the 2011-12 fiscal year budget. This arrangement will continue through June 30, 2014. RECOMMENDATION: Staff recommends approval of the attached Fiscal Agent Agreement with the Roanoke Valley Resource Authority, in substantially the format submitted, and authorizing the County Administrator to sign the agreement. Page 1 of 6 VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Rebecca Owens, Director of Finance Page 2 of 6 Fiscal Agent Agreement Between The County of Roanoke, And The Roanoke Valley Resource Authority Board of This agreement is made the ____day of March, 2011, by and between the Supervisors of Roanoke County The Roanoke Valley Resource Authority Commonwealth of Virginia, and , a tax exempt public body of the Commonwealth of Virginia. RECITALS 1. The Roanoke Valley Resource Authority was created by an agreement dated October 23, 1991 between the charter members of the City of Roanoke, County of Roanoke, and the Town of Vinton pursuant to the Virginia Water and Sewer Authorities Act as predecessor to the Virginia Water and Waste Authorities Act, Chapter 51, Title 2. Section 15.2-5114 (11) of the Act authorizes the Authority to enter into contracts and the Authority adopted By-Laws effective February 4, 1992, Article III, Section 8 of which authorizes the Authority to contract with a participating political subdivision for services to produce warrants or checks for expenditures of the Authority. AGREEMENT The County is hereby authorized to serve as Fiscal Agent for the Authority as set forth herein. As such, the Authority and the County agree to the provisions outlined below: 1. Maintenance of Books. The County will establish a separate fund(s) on the County financial system to maintain the financial records of the Authority. 2. Pooled Cash. As part of the overall pooled cash concept that is used by the County, the cash of the Authority will be accounted for separately but may be pooled with the cash of the County and other agencies that the County serves as fiscal agent. As such, the Treasurer of the County is authorized to make investments for the pooled cash in accordance with applicable law, including, without limitation, the Investment of Public Funds Act, 2.2-4500 et seq., Code of Virginia (1950), as amended, and the Virginia Security for Public Deposits Act, 2.2-4400 et seq., Code of Virginia (1950), as amended . 3. Negative Cash. As a participant in the pooled cash concept of the County, the Authority may have a negative cash balance from time to time. The Authority agrees to minimize the negative cash to the extent possible. The cash balance must be positive at the end of the fiscal year. Page 3 of 6 4. Interest Income. At the end of each month, the County allocates interest income earned during that month to all of the funds based upon the percentage participation on the pooled cash. If the net interest income is negative at the end of a month, then negative interest will be allocated to the fund. 5. Loss on Investments. In the unlikely event that the County pooled cash has a loss on an investment through default, market decline, or other reason except for negligence, theft, or legal violations by the County and/or its agents, the Authority will share in the loss using the methodology described in paragraph 4. 6. Revenues. All revenues of the Authority will be deposited with the County Treasurer documents and applicable law. 7. Payment of Vendors. The County will make vendor payments for the Authority. These payments will be made in a manner consistent with County procedures. These payments will be combined into the normal County vendor payment process, and as such the check stock used will be the County of Roanoke, and will be signed electronically with the signatures that appear on County checks. Reference to the Authority may be made on the description line of the check. 8. Payment of Payroll. The County will process the payroll for the Authority. These payments will be made in a manner consistent with County procedures and follow the County payroll cycle. 9. Processing of Payroll Taxes. The County will file all payroll taxes for the Authority. 10. Procurement. The County is available for consulting on Procurement activities as requested by the Authority. 11. Risk Management. The County is available for consulting on insurance coverage as requested by the Authority. 12. Financial Reports. The County will work with the Authority staff and Board to provide meaningful financial reports, as needed, for the Authority on a mutually convenient schedule. This will include monthly and annual financial reports prepared for the Authority scheduled Board meetings. 13. Systems. The County will provide access to 14. Audit. The County will assemble a review team that will include staff of the Authority and the County. This team will procure an audit firm to conduct the Authority annual audit. The County will work with the auditors selected to prepare the audit of the Authority. The Authority will maintain overall responsibility for the integrity of the Page 4 of 6 financial records that are provided to the County and the auditor. The Authority will be charged for the cost of the audit. 15. Errors and Omissions. It is the responsibility of the Authority to ensure that all of financial information which shall be provided to the County and\or any audit firm procured by the County on behalf of the Authority is correct, accurate, and complete. 16. Ownership. All funds and obligations of the Authority are the property of the Authority. Upon termination of this Agreement, all funds and obligations will be remitted to the Authority, or its new fiscal agent. 17. Cost. The fiscal agent services outlined above will be provided the Authority for a fee of $4,248.75 a month ($50,985.00 annually). The County has permission to transfer funds from the Authority funds to the County funds by journal entry to pay for this service. Term. This agreement shall begin on July 1, 2011 and shall terminate on June 30, 2014. Further, either the County or the Authority may terminate the Agreement at any time with one year written notice to the other In witness whereof, the parties have caused this Fiscal Agent Agreement to be executed by their authorized officers. BOARD OF SUPERVISORS OF ROANOKE COUNTY By:_________________________________________ Its: COUNTY ADMINISTRATOR By:_________________________________________ Its: COUNTY ATTORNEY ROANOKE VALLEY RESOURCE AUTHORITY By:_________________________________________ Its: CHAIRMAN Page 5 of 6 Approved as to form: By:________________________________________ Its: General COUNSEL Page 6 of 6 ACTION NO. __A-041211-8___ ITEM NO. _______I-3_________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 12, 2011 AGENDA ITEM: Request to authorize execution of an updated contract with the Unified Human Services Transportation System, Inc. to provide the CORTRAN services for Roanoke County July 1, 2011 through June 30, 2012 SUBMITTED BY: Laurie L. Gearheart Assistant Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Unified Human Services Transportation System, Inc., (RADAR) continues to provide the paratransit services of the County of Roanoke Transportation program (CORTRAN) on behalf of Roanoke County. This service is offered to County age sixty (60) and over and to citizens who are physically or mentally challenged as defined under the Americans with Disabilities Act (ADA) requirements. This program provides demand- responsive, destination to destination transportation services utilizing wheelchair-lift vans during the hours of 7:00 a.m. to 6:00 p.m., Monday through Friday. Transportation is provided to any point within the perimeter of Roanoke County including points within the City of Roanoke, City of Salem and Town of Vinton. Citizens use this system to go to medical appointments, shopping, work, socialization or other needs. At the March 22, 2011, work session, an overview of the budget and costs, administrative changes implemented and future budget concerns for the program were discussed with the Board. The current contract with RADAR states the service for the CORTRAN program will be provided at $38.00 an hour with a surcharge for the cost of gas over two dollars and fifty cents ($2.50) per gallon and expires on June 30, 2011. Page 1 of 2 A new contract with RADAR effective for the period July 1, 2011 through June 30, 2012 has been negotiated. The hourly rate and the surcharge for the cost of gas will remain at $38.00 hour and two dollars and fifty cents ($2.50) per gallon, respectively. In addition, during the term of the contract the County shall appoint one member to the advisory committee of the board of directors of Unified Human Services Transportation Systems, Inc. FISCAL IMPACT: The proposed fiscal year 2011-2012 budget includes $525,000 for the CORTRAN program which is projected to be sufficient to cover the net cost of the program. Therefore there is no new appropriation of monies requested at this time. STAFF RECOMMENDATION: Staff recommends authorizing the County Administrator to sign the renewal contract for the service of the CORTRAN program to be provided by RADAR based on the $38.00 hour with the surcharge for the cost of gas over two dollars and fifty cents ($2.50) per gallon for the July 1, 2011 through June 30, 2012 service period. VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. Yes No Absent Ms. Moore Mr. Altizer Mr. Flora Mr. Elswick Mr. Church cc: Laurie L. Gearheart, Assistant Director of Finance Terrie Cochran, Executive Assistant Page 2 of 2