HomeMy WebLinkAbout3/12/2013 - RegularRoanoke County
Board of Supervisors
March 12, 2013
INVOCATION: Pastor Stephen R. Lamp
Grace and Truth Baptist Church
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer.
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
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Roanoke County
Board of Supervisors
Agenda
March 12, 2013
Good afternoon and welcome to our meeting for March 12, 2013. Regular meetings are
held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00
p.m. on the fourth Tuesday of each month. Deviations from this schedule will be
announced. The meetings are broadcast live on RVTV, Channel 3, and will be
rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Board of
Supervisors meetings can also be viewed online through Roanoke County's website at
www.RoanokeCountyVA.gov. Our meetings are closed- captioned, so it is important for
everyone to speak directly into the microphones at the podium. Individuals who require
assistance or special arrangements to participate in or attend Board of Supervisors
meetings should contact the Clerk to the Board at (540) 772 -2005 at least 48 hours in
advance. Please turn all cell phones off or place on silent.
A. OPENING CEREMONIES (3:00 p.m.)
1. Roll Call
B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF
AGENDA ITEMS
C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Recognition of the Fire and Rescue Department for receiving the Governor's
Outstanding Fire Service Award for Excellence in Fire and Life Safety Public
Education (Richard E. Burch, Jr., Chief of Fire and Rescue)
D. BRIEFINGS
E. NEW BUSINESS
1. Roanoke County support for the Regional Economic Task Force (B. Clayton
Goodman III, County Administrator)
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2. Resolution to the Virginia Department of Transportation, commenting on the I-
81 Corridor Improvement Study, Tier 2 Environmental Assessment (David
Holladay, Planning Administrator)
F. FIRST READING OF ORDINANCES
1. Ordinance authorizing the transfer of title to the real estate in the Center for
Research and Technology from the Roanoke County Board of Supervisors to
the Roanoke County Economic Development Authority (Jill Loope, Acting
Director of Economic Development)
2. Ordinance approving a regional agreement between the Roanoke Valley
Convention and Visitor's Bureau, the City of Roanoke, the City of Salem and
the County of Roanoke (Paul M. Mahoney, County Attorney)
3. Ordinance authorizing the granting of an electric utility easement to
Appalachian Power (AEP) on property owned by the Roanoke County Board
of Supervisors (Tax Map No. 097.05 -01- 01.00 -0000) for the purpose of an
underground electric power line to Starkey Park ball field #7 at 6461
Merriman Road, Cave Spring Magisterial District (Paul M. Mahoney, County
Attorney)
G. APPOINTMENTS
1. Capital Improvement Program (CIP) Review Committee (appointed by
District)
2. Parks, Recreation and Tourism Advisory Commission (appointed by District)
3. Roanoke County Community Leaders Environmental Action Roundtable
(RCCLEAR) (appointed by District)
4. Roanoke County Economic Development Authority (EDA) (appointed by
District)
5. Social Services Advisory Board (appointed by District)
H. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY
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1. Request to accept and appropriate $9,320.58 for Roanoke County Schools for
the Mentor Teacher Grant
2. Confirmation of appointment to the Roanoke County Community Leaders
Environmental Action Roundtable (RCCLEAR) (appointed by District)
Roanoke County Economic Development Authority (EDA) (appointed by
District)
3. Request to approve the health insurance rates for 2013 -2014
4. Request to approve the dental rates for 2013 -2014
5. Resolution expressing the appreciation of the Board of Supervisors of
Roanoke County to Judith S. Prettyman, Office Support Specialist, upon her
retirement after more than ten (10) years of service
I. REQUESTS FOR WORK SESSIONS
J. REQUESTS FOR PUBLIC HEARINGS
1. Request for public hearing on the adoption of tax rates for calendar year 2013
on March 26, 2013 (W. Brent Robertson, Director of Management and
Budget)
K. CITIZENS' COMMENTS AND COMMUNICATIONS
L. REPORTS
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
M. WORK SESSIONS
1. Work session to discuss the Partnership for a Livable Roanoke Valley (Jake
Gilmer, Partnership for a Livable Roanoke Valley)
2. Work session to discuss fiscal year 2013 -2014 budget development (B.
Clayton Goodman III, County Administrator; W. Brent Robertson, Director of
Management and Budget)
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3. Work session on proposed Vinton Library A &E costs and project budget
(Daniel R. O'Donnell, Assistant County Administrator)
4. Work session on Roanoke County's Stormwater Management Ordinance
(Tarek Moneir, Deputy Director of Development Services)
EVENING SESSION — 7:00 P.M.
N. FUNDING REQUESTS FOR FISCAL 2013 -2014 BUDGET
1. Cultural, Tourism and Other Agencies
O. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Joseph B. "Butch" Church
2. Eddie "Ed" Elswick
3. Charlotte A. Moore
4. Richard C. Flora
5. Michael W. Altizer
P. ADJOURNMENT TO TUESDAY, MARCH 19, 2013 AT 6:00 P.M. FOR A
SPECIAL MEETING AT THE ROANOKE COUNTY ADMINISTRATION CENTER
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ACTION NO.
ITEM NO. C -1
AT A REGULAR MEETING of THE BOARD of SUPERVISORS of ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
March 12, 2013
Recognition of the Fire and Rescue Department for receiving
the Governor's Outstanding Fire Service Award for Excellence
in Fire and Life Safety Public Education
Richard E. Burch Jr.
Chief of Fire and Rescue
B. Clayton Goodmar�,,l�l
County Administrato��
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
On Saturday, February 23, 2013, Roanoke County Fire and Rescue Department received
the 2012 Governor's Fire Services Award for Excellence in Virginia's Public Fire and
Life Safety Education for their entry entitled Public Safety on the Appalachian Trail —
Partnership with Appalachian Trail conservancy and Roanoke County Fire and Fescue
Department. Recipients in seven (7) categories were selected to receive this prestigious
award during the Virginia Fire Chiefs Association's Expo and Symposium opening
ceremonies in Virginia Beach in late February.
The Fire and Rescue Department received the Excellence in Virginia's Public Fire and Life
Safety Education Award for their work over the past several years to make the Appalachian
Trail safer for the public.
Over the last five (5) years, Roanoke County Fire and Rescue witnessed a dramatic
increase in rescue calls for lost or injured hikers on or near the Roanoke County portion of
the Appalachian Trail (AT). Most of these rescues were for minor injuries or lost day- hikers
who were ill prepared. It was not uncommon for day - hikers to have little or no water,
inappropriate clothing, and no flashlight, as well as being in poor physical condition for an
entire day of hiking.
To effectively manage these types of rescues the Fire and Rescue Department realized
that additional training needed to be completed to help mitigate these types of incidents,
and moreover to ensure the safety of Fire and Rescue Department personnel who were
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tasked with responding. During this training, it was realized that a vast majority of hikers
becoming lost stated that there were very few signs or trail markings to keep them on the
correct path.
A public - private partnership was developed with
all the stakeholders that have a
responsibility to the AT to identify solutions to the
problem of people becoming lost or
injured. The group consisted of Roanoke County
Fire and Rescue representing local
government, the Appalachian Trail Conservancy (ATC), U.S. Park Police, U.S. Park
Service, U.S. Forestry Service, Virginia Department of Forestry and Roanoke Appalachian
Trail Club. The initial challenge of this group was
to develop a shared vision on ensuring that all the
stakeholders' priorities were met. There was a very
.�,
significant concern by the ATC and RATC that the
natural experience of the outdoors would be
impacted by an overabundance of signs for the day-
hiker. Through a number of stakeholder meetings
these concerns were addressed and a plan was
s 'El
developed to improve the na eon the trails while
p p g g.
not taking away the natural experience of hiking on
I TR L
the AT
F
This group moved the meetings from the office to
the trail with two stakeholder hikes to actually
identify where lost hikers and injuries occurred
through detailed GIS mapping. During the hikes the
representatives of each group developed strategies
on what type of signage would work best, where
additional information kiosks should be placed and
improvement of public documents of the trail such
as brochures and maps.
This Appalachian Trail Partnership took over three
years and required multiple organizations that had
very different missions to work together for a
common goal. The outcome has been a
tremendous success in reducing the responses to
lost or injured hikers but more importantly has made
hiking in Roanoke County a more enjoyable and
safer destination for all citizens who want to
experience some of Virginia's most breath taking
natural venues.
Y10 will be scrambling 017 r
lb
oc ks Ira about 2110 mile.
The Governor's Fire Services Awards were
.
. Y
established in 2002 as a formal recognition of
W A� I 5N t �n� ti ti► e
excellence in Virginia's Fire Services. Nominees are carefully reviewed and selected by the
Virginia Fire Services Board Executive Committee and forwarded to the Governor through
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the Secretary of Public Safety for final approval. The awards are presented annually each
February. This year marks the eleventh (11 " anniversary of the awards.
You may recall that the department received the Virginia Association of Counties (VACo)
Public Safety Award for the same initiative late last year.
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ACTION NO.
ITEM NO. E -1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANCKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Roanoke County support for the Regional Economic Task
Force
SUBMITTED BY: B. Clayton Goodman, III
County Administrator
APPROVED BY: B. Clayton Goodman III
County Administrato
COUNTY ADMINISTRATOR'S COMMENTS:
At the February 28, 2013, Economic Development Summit conducted at Green Ridge
Recreation Center, the Chairman advised those present that he would request that this
item be added to the March 12, 2013, meeting for review by the Roanoke County Board
Of SLIpervisors.
SUMMARY OF INFORMATION:
The Chairman is asking his fellow BoS members to support moving forward in support
for the proposed Regional Economic Task Force. He recommends that 'the County
Administrator or his designees be authorized to meet and confer with the other local
governments who may wish to pursue this possible joint effort.
FISCAL IMPACT:
Costs are not known at this time, but before any investment of County funds occurs, the
County Administrator and staff will provide the BoS with a full report on the consensus
next step to prepare the Valley and surrounding areas for the next economic expansion
ALTERNATIVES:
1. Authorize County Administrator or designee to move forward in preliminary
discussions.
2. Not authorize the County Administrator or designee to participate in future
discussions.
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STAFF RECOMMENDATION:
Recommend Alternative 1, to authorize the County Administrator or designee to
participate in future preliminary discussions with other local governments who see - the
benefit of working together in addressing economic development in the Valley.
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ACTION No.
ITEM E -2
AT A REGULAR MEETING OF THE BOARD of SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINisTRATION CENTER
MEETING DATE March 12, 2013
AGENDA ITEM: Resolution to the Virginia Department of Transportation,
commenting on the 1 -81 Corridor Improvement Study, Tier 2
Environmental Assessment
SLIBMITTED BY: David Holladay
Planning Administrator
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS
SUMMARY OF INFORMATION:
The Virginia Department of Transportation (VDOT) is preparing an Environmental
Assessment for proposed highway improvements on I -81 between Exit 118 in
Christiansburg to Exit 143 (I -581) in Roanoke County. VDOT held a Citizen Information
Meeting on February 7, 2013, at Fort Lewis Elementary School.
At this scoping phase of the project, VDOT is seeking input on the following elements:
• Purpose and Need: Confirm transportation problem(s) to be solved.
• Alternatives: offer ideas for implementing the proposed improvement concept or
suggestions for additional improvement concepts.
• Environment: Report important natural, cultural and human environmental
considerations.
At the February 25, 2013, work session, the Board of Supervisors reviewed information
from the VDOT Citizen Information Meeting and discussed the Tier 2 Environmental
Assessment. The Board also reviewed previous Roanoke County resolutions and
communications regarding proposed improvements to 1 -81. At the conclusion of the
work session, the Board directed County staff to develop a resolution to VDOT, in order
to address Roanoke County comments for the Tier 2 Environmental Assessment. In
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addition, the Board requested a letter from the Chairman of the Board to accompany the
resolution.
The resolution and letter from the Chairman are attached.
FISCAL IMPACT:
None.
ALTERNATIVES:
1. Approve proposed resolution
2. Do not approve proposed resolution
STAFF RECOMMENDATION:
Recommend that the Board of Supervisors approve the resolution to the Virginia
Department of Transportation, commenting on the I -81 Corridor Improvement Study,
Tier 2 Environmental Assessment.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON MARCH 12, 2013
RESOLUTION TO THE VIRGINIA DEPARTMENT OF
TRANSPORTATION COMMENTING ON THE INTERSTATE 81
CORRIDOR IMPROVEMENT STUDY, TIER 2 ENVIRONMENTAL
ASSESSMENT
WHEREAS, in October 2012, the Virginia Department of Transportation initiated
a Tier 2 Environmental Assessment for proposed improvements to Interstate 81 (I -81)
from Exit 118 in the Town of Christiansburg to Exit 143 in Roanoke County; and
WHEREAS, the Tier 2 Environmental Assessment is a second stage of
environmental analysis that began with the 2007 Tier 1 Environmental Impact
Statement for the entire 1 -81 corridor in the Commonwealth of Virginia; and
WHEREAS, the concept advanced with the Tier 2 Environmental Assessment
includes the addition of not more than two (2) general purpose lanes in both the
northbound and southbound direction within the twenty -five (25) -mile study area; and
WHEREAS, the Board of Supervisors reviewed the Tier 2 Environmental
Assessment in a work session on February 26, 2013; and
WHEREAS, the proposed improvements to 1 -81 will improve safety, enhance
travel opportunities and increase the potential for economic growth around the Roanoke
Valley; and
WHEREAS, the proposed improvements to 1 -81 will result in impacts upon the
citizens of Roanoke County, and upon the provision of public services by County
government.
NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke
County, Virginia, as follows:
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1. That the Board supports the project to improve traffic flow, increase
capacity and enhance interstate access via Interstate 81 within Roanoke
County.
2. That, from 1998 through 2006, Roanoke County has commented on
planned improvements to 1 -81, through a letter from the Chairman of the
Board, and adopted resolutions, and those communications are
transmitted with this resolution.
3. That the Board has particular interest in location and design of
improvements in the vicinity of Exit 132, especially with respect to Route
778, Glenmary Drive, which provides access to the Roanoke County
Center for Research and Technology.
4. That the Board has interest in the location and design of improvements to
all interstate exits, with respect to impacts to homes and businesses, and
the provision of emergency services.
5. That the Board requests the evaluation of the potential for emergency
vehicle locked gate access ramps at the Route 643, Daugherty Road
overpass.
6. That the Board prefers lane additions be located to the inside of the
northbound and southbound lanes where feasible, to minimize impacts to
homes and businesses.
7. That the Board requests that impacts of the proposed Norfolk Southern
Intermodal Facility be considered in the location and design of facilities.
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8. That the Board requests evaluation of potential improvements to the park
and ride facility adjacent to Exit 140, and a review of all potential park and
ride facility locations throughout the project.
9. That the Board requests evaluation of potential bicycle and pedestrian
facilities in all new or reconstructed overpasses and underpasses.
10. That the Board requests that VDOT and County staff continue to meet
throughout the Tier 2 Environmental Assessment, to address specific
issues already noted and other issues that arise prior to the location public
hearing.
11. That the Clerk to the Board of Supervisors is directed to mail a certified
copy of this Resolution to VDOT Environmental Division, VDOT Salem
District Administrator, Commonwealth Transportation Board
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Date DRAFT
Angel Deem
Project Manager
Virginia Department of Transportation
1401 East Broad Street
Richmond, VA 23219
Re: Tier 2 Environmental Assessment
Section of Independent Utility #4,1-81 Corridor Improvement Study
State Project 0081 - 961 -116, P101; UPC 67588
From: Exit 118 (US 460) in Town of Christiansburg
To: Exit 143 (I -581) in Roanoke County
Montgomery and Roanoke Counties, City of Salem and Town of Christiansburg
Dear Ms. Deem,
Thank you for the opportunity to express our comments on the Tier 2 Environmental Assessment,
Section of Independent Utility #4, I -81 Corridor Improvement Study. On March 12, 2013, the
Roanoke County Board of Supervisors adopted a resolution addressing the Tier 2 Environmental
Assessment. Please accept this letter and the enclosed resolution on behalf of the County of
Roanoke.
Interstate Route 81 bisects Roanoke County, from the Dixie Caverns area through Hollins. Within
Roanoke County, six interchanges provide transportation access for citizens and commerce. The
highway is essential not only to the economic vitality of the Roanoke Valley and the Commonwealth
of Virginia; it also serves as one of the East Coast's most important transportation facilities.
Throughout the history of studies to improve I -81, the Roanoke County Board of Supervisors has
consistently supported plans to widen the highway from its present four lanes. We wish to reiterate
previous resolutions and communications to support the widening project, as well as restate issues
and concerns raised previously. Resolution 071498 -1 supports improvements to I -81, and also
requests County participation in the planning and design stages of the project. Resolution 062403 -
6.d supports rail alternatives to complement any planned improvements to I -81. A third document to
include is a copy of an April 14, 2006 letter from the Chairman of the Roanoke County Board of
Supervisors, commenting on the Draft Tier 1 Environmental Impact Statement. These three
documents are included with this letter, and referenced in the March 12, 2013 resolution.
Tier 2 Environmental Assessment
Page 2
We understand that the Tier 2 Environmental Assessment is in the early scoping stages of project
development, and that there will be additional opportunities to participate in the Tier 2 study. It is
our desire that VDOT and County staff continue to meet throughout the Tier 2 Environmental
Assessment, to address specific issues already noted, and other issues that arise prior to the location
public hearing.
Thank you again for the opportunity to comment on this very important project. We look forward to
working with you and other Virginia Department of Transportation staff during this Tier 2 study.
Feel free to contact the Board of Supervisors with any questions, or to discuss these comments. We
can be reached by telephone at 540 - 772 -2005, or by e -mail at bos(&roanokecountyva. oovv
Respectively submitted,
Michael W. Altizer
Chairman, Roanoke County Board of Supervisors
Cc: Charlotte A. Moore, Vice - Chairman, Cave Spring Magisterial District
Joseph B. "Butch" Church, Catawba Magisterial District
Eddie "Ed" Elswick, Windsor Hills Magisterial District
Richard C. Flora, Hollins Magisterial District
B. Clayton Goodman, III, County Administrator
Paul M. Mahoney, County Attorney
ACTION NO.
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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
March 12, 2013
Ordinance authorizing the transfer of title to the real estate in
the Center for Research and Technology from the Roanoke
County Board of Supervisors to the Roanoke County
Economic Development Authority
Jill Loo pe
Acting Director of Economic Development
B. Clayton Goodman III
County Administratorz�i�
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY of INFORMATION:
The Board of Supervisors currently owns 430.27 acres of real estate in the Center for
Research and Technology (CRT). The remaining four (4) developable parcels are being
actively marketed for economic development purposes. The Roanoke County Economic
Development Authority (EDA) owns thirteen (13) acres in the CRT.
The Roanoke County Charter requires the Board to authorize the sale of real estate only by
the adoption of an ordinance. Adoption of an ordinance requires two readings at two (2)
regular meetings. Also no property shall be sold at public or private sale until a public
hearing has been held. These procedural requirements could delay the transfer of real
estate to an economic development prospect, and perhaps this delay could jeopardize the
overall transaction.
It has been the Board's practice to first convey the property to the EDA, then in turn from
the EDA to the economic development prospect.
This conveyance to the EDA will shorten the time period involved in concluding an
economic development transaction, while still complying with the statutory procedural
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requirements. Conveying this real estate to the EDA now will satisfy the initial procedural
requirements for any subsequent transaction.
This conveyance will allow the County and the EDA to move more quickly to conclude
economic development transactions.
FISCAL IMPACT:
There is no fiscal impact to the title transfer by deed other than required legal documents
and recordation fees.
STAFF RECOMMENDATION:
Staff recommends that the Board favorably consider the adoption of this ordinance at first
reading transferring by deed the title to the CRT property from the Board of Supervisors to
the Roanoke County Economic Development Authority. The second reading and public
hearing would be held on March 26, 2013.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MARCH 12, 2013
ORDINANCE AUTHORIZING THE TRANSFER OF TITLE TO THE REAL
ESTATE IN THE CENTER FOR RESEARCH AND TECHNOLOGY
FROM THE ROANOKE COUNTY BOARD OF SUPERVISORS TO THE
ROANOKE COUNTY ECONOMIC DEVELOPMENT AUTHORITY
WHEREAS, the Board of Supervisors of Roanoke County currently owns
approximately 430.27 acres of real estate and the Roanoke County Economic
Development Authority currently owns approximately thirteen (13) acres of real estate,
all of which are located at the Roanoke County Center for Research and Technology
(RCCRT); and
WHEREAS, portions of RCCRT are being actively marketed for economic
development purposes; and
WHEREAS, the Board finds that conveying this real estate to the Economic
Development Authority will promote the County's economic development initiatives; and
WHEREAS, the first reading of this ordinance was held on March 12, 2013, and
the second reading and public hearing were held on March 26, 2013.
NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the conveyance of approximately 430.27 acres of real estate located
at the Roanoke County Center for Research and Technology (Tax Map No. 54.00 -1 -2)
is hereby authorized.
2. That the County Administrator or Assistant County Administrator are
hereby authorized to execute such documents and take such actions on behalf of
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Roanoke County in this matter as are necessary to accomplish the acquisition of this
real estate, all of which shall be approved as to form by the County Attorney.
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ACTION NO.
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:
AGENDA ITEM:
SUBMITTED BY:
March 12, 2013
Ordinance approving a regional agreement between the
Roanoke Valley convention and Visitor's Bureau, the city of
Roanoke, the city of Salem and the County of Roanoke
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This ordinance approves a regional agreement between the City of Roanoke, the city of
Salem, the Roanoke Valley and convention and Visitor's Bureau (RVCVB) and the county
of Roanoke to appropriate additional transient occupancy tax funds to the RVCVB to
support an enhanced marketing campaign for the Roanoke region.
On August 28, 2012, the Board adopted Ordinance 082812 -4 to increase the County's
transient occupancy tax from five to seven percent (5% to 7 %). This increase was
authorized by the 2012 session of the Virginia General Assembly — Senate Bill 103. This
agreement implements the provisions of this ordinance by allocating the two percent (2 %)
tax increase to the RVCVB to support the County's share of the enhanced marketing
campaign for the Roanoke region. This ordinance increasing the county's transient
occupancy tax was effective commencing January 1, 2013.
Both the cities of Roanoke and Salem have increased their transient occupancy taxes to
support their share of the RVCVB's enhanced marketing campaign. This agreement
reflects their contributions to this campaign.
Section 12 of this agreement establishes the criteria to judge the effectiveness of this
marketing campaign, which shall be as follows:
Criteria for Success. The criteria for determining the success of RVCVB's
tourism marketing plan shall be, to the extent reasonably achievable under
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prevailing economic conditions, (i) an increase in room demand (which is
defined as the number of rooms sold or rented) for the hotels and motels in
the participating localities over the room demand date for the calendar year
2012 and each calendar year thereafter, (ii) an increase in transient
occupancy tax collections for the Localities, and (iii) increases in benchmarks
established by the RVCVB's Board of Directors. The RVCVB shall provide
base level information beginning for calendar year 2012 and each calendar
year 'thereafter and report quarterly on room demand for the hotels and
motels broken out for each Locality.
The term of this agreement runs from January 1, 2013, through June 30, 2015, and it may
be extended for an additional one ('I) -year term. Any of the local governments may
terminate this agreement for any reason with a sixty (00)-day notice before any anniversary
date. The financial commitments of the localities are subject to future appropriations by
each governing body.
STAFF RECOMMENDATION:
It is recommended that the Board favorably consider the adoption of the attached
ordinance approving the intergovernmental agreement to fund the RVCVB's enhanced
marketing campaign. The second reading and public hearing will be scheduled for March
20, 2013.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MARCH 12, 2013
ORDINANCE APPROVING A REGIONAL AGREEMENT BETWEEN
THE ROANOKE VALLEY COVENTION AND VISITOR'S BUREAU, THE
CITY OF ROANOKE, THE CITY OF SALEM AND THE COUNTY OF
ROANOKE
WHEREAS, the Board of Supervisors of Roanoke County finds that increasing
tourism in the Roanoke region through an enhanced marketing campaign by the
Roanoke Valley Convention and Visitor's Bureau (RVCVB) will benefit the County's tax
base; and
WHEREAS, the 2012 session of the Virginia General Assembly amended
Section 58.1- 3819.1 of the Code of Virginia to allow Roanoke County to increase its
transient occupancy tax from five to seven percent (5% to 7 %); and
WHEREAS, this increase in the transient occupancy tax must be "expended
solely for advertising the Roanoke metropolitan area as an overnight tourist destination
by members of the Roanoke Valley Convention and Visitors Bureau" as provided in
Chapter 340 of the Acts of Assembly; and
WHEREAS, the Board intends to fund a portion of this marketing campaign by
allocating two percent (2 %) of the County's transient occupancy tax, which was
increased by Ordinance 082812 -4 to the RVCVB; and
WHEREAS, the governing bodies of City of Roanoke, City of Salem and
Roanoke County have determined that it is in the best interest of all three (3)
jurisdictions to allocate additional funds to the RVCVB for this enhanced marketing
campaign; and
Page 1 of 2
WHEREAS, §15.2 -1300 of the Code of Virginia requires that agreements for the
joint exercise of powers by political subdivisions be approved by ordinance, and
WHEREAS, that the first reading of this ordinance was held on March 12 ,2013
and that the second reading and public hearing on this ordinance was held on March
26, 2013.
BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY as follows:
1. That the Board hereby approves the Regional Agreement with the City of
Roanoke, City of Salem, the Roanoke Valley Convention and Visitor's Bureau
and County of Roanoke.
2. That the County Administrator, or any Assistant County Administrators, either
of whom may act, are authorized to execute and deliver the Regional
Agreement. The form of the Regional Agreement presented to the Board is
hereby approved with such completions, omissions, insertions and changes
as the County Administrator may approve, whose approval shall be
evidenced conclusively by the execution and delivery thereof.
3. The County Administrator, or any such other Assistant County Administrators,
are hereby authorized and directed to execute, deliver and record, as
necessary, all other agreements, contracts, leases and documents on behalf
of the County and to take all such further action as any of them may deem
necessary or desirable in connection with this Agreement.
4. That this ordinance shall be effective from and after the date of its adoption.
Page of
FINAL
Regional Agreement for the
Roanoke Valley Convention and Visitors Bureau
THIS AGREEMENT ( "Agreement" or "Regional Agreement ") dated this
day of January, 2013, by and between the Roanoke Valley Convention and Visitors
Bureau, a Virginia nonstock corporation ( "RVCVB "), the City of Roanoke, a municipal
corporation of the Commonwealth of Virginia ( "Roanoke City "), the City of Salem, a
municipal corporation of the Commonwealth of Virginia ( "City of Salem "), and the
County of Roanoke, a charter county and political subdivision of the Commonwealth of
Virginia ( "Roanoke County ").
RECITALS:
WHEREAS, the participating localities are authorized to enter into this joint
Agreement pursuant to Section 15.2 -1300 of the Code of Virginia; and
WHEREAS, the RVCVB proposes to enhance its tourism marketing initiatives
for the Roanoke Valley and it is requesting a predictable revenue source of funding for
this expanded tourism promotion; and
WHEREAS, Roanoke City previously entered into an agreement with the
RVCVB dated July 1, 2012 (the "Prior Agreement "), and Roanoke City and RVCVB
intend that the Prior Agreement will be replaced in its entirety by this new Regional
Agreement, effective January 1, 2013; and
WHEREAS, prior to January 1, 2013, Roanoke City's transient occupancy tax
was levied at a rate of 7% and it currently appropriates the sum of $781,251 to the
RVCVB annually; and
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WHEREAS, prior to January 2, 2013, the City of Salem's transient occupancy tax
was levied at a rate of 7% and it currently appropriates the sum of $187,874 to the
RVCVB annually; and
WHEREAS, prior to January 1, 2013, Roanoke County's transient occupancy tax
was levied at a rate of 5% and it currently appropriates the sum of $201,600 to the
RVCVB annually; and
WHEREAS, (i) Roanoke City has increased its transient occupancy tax rate from
7% to 8 %, effective January 1, 2013, (ii) the City of Salem has increased its transient
occupancy tax rate from 7% to 8 %, effective January 2, 2013, and (iii) Roanoke County
has increased its transient occupancy tax rate from 5% to 7 %, effective January 1, 2013;
and
WHEREAS, the purpose of this Agreement is to establish an agreement between
Roanoke City, the City of Salem and Roanoke County (each a "Locality" and
collectively, the "Localities ") and the RVCVB, pursuant to which Roanoke City and the
City of Salem will each agree to appropriate and pay to the RVCVB 3 /8ths (three -
eighths) of their respective transient occupancy tax collections and Roanoke County will
agree to appropriate and pay to the RVCVB 3 /7ths (three- sevenths) of its transient
occupancy tax, in order to provide enhanced funding to allow the RVCVB to implement
an enhanced tourism marketing program that will benefit the Localities and the Roanoke
Valley.
NOW THEREFORE and in consideration of the mutual promises and agreements
contained in this Agreement, the parties agree as follows:
1. Roanoke City's Commitment
(a) Roanoke City shall appropriate and pay to the RVCVB (i) a one -time
payment of $195,312.75, representing the final quarterly installment of the
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base funding commitment of Roanoke City to the RVCVB for the 2012-
2013 fiscal year (as used in this Agreement, "fiscal year" shall mean a
period of 12 consecutive months, beginning on July 1 and ending on June
30) pursuant to the Prior Agreement, such amount to be paid on or before
March 31, 2013, and (ii) quarterly installments equal to 1 /8 (one - eighth)
of the gross transient occupancy tax receipts anticipated to be received
by Roanoke City during each of the first two calendar quarters of calendar
year 2013, each such quarterly installment to be paid within 20 days
after the quarter for which such installment is to be made. Each
installment shall be in the amount of $112,600.. At the end of the 2012-
2013 fiscal year, there shall be a true -up calculation made by Roanoke
City to verify the total amount of transient occupancy tax receipts actually
received by Roanoke City for the period January 1, 2013 -June 30, 2013,
and the portion of such amount paid to the RVCVB pursuant to clause (ii)
above. If such calculation shows that the amount paid to the RVCVB
pursuant to clause (ii) above is less than 1 /8 (one - eighth) of such receipts,
the amount of such underpayment shall be paid to the RVCVB by
Roanoke City within 60 days after the end of the fiscal year, and if such
calculation shows that the amount paid to the RVCVB pursuant to clause
(ii) above is more than 1 /8 of such receipts, the amount of such
overpayment shall be, at Roanoke City's option, refunded by the RVCVB
to Roanoke City, or applied to reduce the next payment from Roanoke
City to the RVCVB under this Agreement.
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(b) For the 2013 -2014 fiscal year and each fiscal year thereafter during the
term of this Agreement, Roanoke City shall appropriate and pay to the
RVCVB quarterly installments equal to 1 /4 (one - fourth) of the Annual
Funding Amount calculated for Roanoke City in accordance with
paragraph 4 hereof, each such quarterly installment to be paid by the 20th
day of the month following the end of each quarter. At the end of each
fiscal year, there shall be a true -up calculation made by Roanoke City to
verify the total amount of transient occupancy tax receipts actually
received by Roanoke City for such fiscal year, and the portion of such
amount paid to the RVCVB. If such calculation shows that the RVCVB
received less than 3/8th, (three- eighths) of such receipts, the amount of
such underpayment shall be paid to the RVCVB by Roanoke City within
60 days after the end of such fiscal year, and if such calculation shows that
the RVCVB received more than 3 /8 ths (three- eighths) of such receipts, the
amount of such overpayment shall be, at Roanoke City's option, refunded
by the RVCVB to Roanoke City, or applied to reduce the next payment
from Roanoke City to the RVCVB under this Agreement.
(c) Upon execution and delivery of this Agreement by the parties hereto,
Roanoke City and RVCVB hereby agree that the Prior Agreement shall be
and is terminated and replaced in its entirety by this Agreement.
2. City of Salem's Commitment
(a) City of Salem shall appropriate and pay to the RVCVB quarterly
installments equal to 1 /8 (one - eighth) of the gross transient occupancy
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tax receipts actually received by the City of Salem during each of the first
two quarters of calendar year 2013, each such quarterly installment to be
calculated and paid within 20 days after the end of the quarter for which
such installment is to be made. As an example to illustrate the payments
due under the preceding sentence, if the City of Salem collects $800,000
in transient occupancy tax receipts during the first quarter of calendar year
2013 it will pay $100,000 to the RVCVB by April 20, 2013. At the end of
the 2012 -2013 fiscal year, there shall be a true -up calculation made by the
City of Salem to verify the total amount of transient occupancy tax
receipts actually received by the City of Salem for the period January 1,
2013 -June 30, 2013, and the portion of such amount paid to the RVCVB
pursuant to this clause (a). If such calculation shows that the sum of the
two quarterly payments to the RVCVB as provided above is less than 1/8 th
(one - eighth) of such receipts, the amount of such underpayment shall be
paid to the RVCVB by the City of Salem by July 30, 2013, and if such
calculation shows that the sum of the two quarterly payments to the
RVCVB as provided above is more than 1 /8 of such receipts, the amount
of such overpayment shall be, at the City of Salem's option, refunded by
the RVCVB to the City of Salem, or applied to reduce the next payment
from the City of Salem to the RVCVB under this Agreement.
(b) For the 2013 -2014 fiscal year and each fiscal year thereafter during the
term of this Agreement, the City of Salem shall appropriate and pay to the
RVCVB quarterly installments equal to 1/4 (one - quarter) of the Annual
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Funding Amount calculated for the City of Salem in accordance with
paragraph 4 hereof, each such quarterly installment to be paid by the 20th
day of the month following the end of each quarter. At the end of each
fiscal year, there shall be a true -up calculation made by the City of Salem
to verify the total amount of transient occupancy tax receipts actually
received by the City of Salem for such fiscal year, and the portion of such
amount paid to the RVCVB. If such calculation shows that the RVCVB
received less than 3 /8 tns (three- eighths) of such receipts, the amount of
such underpayment shall be paid to the RVCVB by the City of Salem
within 20 days after the end of such fiscal year, and if such calculation
shows that the RVCVB received more than 3 /8 tns (three- eighths) of such
receipts, the amount of such overpayment shall be, at the City of Salem's
option, refunded by the RVCVB to the City of Salem, or applied to reduce
the next payment from the City of Salem to the RVCVB under this
Agreement.
3. Roanoke County's Commitment.
(a) Roanoke County shall appropriate and pay to the RVCVB quarterly
installments equal to 2 /7ths (two- sevenths) of the gross transient
occupancy tax receipts actually received by Roanoke County during each
of the first two quarters of calendar year 2013, each such quarterly
installment to be calculated and paid within 20 days after the end of the
quarter for which such installment is to be made. As an example to
illustrate the payments due under the preceding sentence, if Roanoke
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County collects $700,000 in transient occupancy tax receipts during the
first quarter of calendar year 2013, it will pay $200,000 to the RVCVB by
April 20, 2013. At the end of the 2012 -2013 fiscal year, there shall be a
true -up calculation made by Roanoke County to verify the total amount of
transient occupancy tax receipts actually received by Roanoke County for
the period January 1, 2013 -June 30, 2013, and the portion of such amount
paid to the RVCVB pursuant to this clause (a). If such calculation shows
that the sum of the two quarterly payments made to RVCVB as provided
above is less than 2 /7 tns (two- sevenths) of such receipts, the amount of
such underpayment shall be paid to the RVCVB by Roanoke County by
July 20, 2013, and if such calculation shows that the sum of the two
quarterly payments made to RVCVB as provided above is more than 2 /7 tns
(two - sevenths) of such receipts, the amount of such overpayment shall be,
at Roanoke County's option, refunded by the RVCVB to Roanoke County
by July 20, 2013, or applied to reduce the next payment from Roanoke
County to the RVCVB under this Agreement.
(b) For the 2013 -2014 fiscal year and each fiscal year thereafter during the
term of this Agreement, Roanoke County shall appropriate and pay to the
RVCVB quarterly installments equal to 1/4 (one - quarter) of the Annual
Funding Amount calculated for Roanoke County in accordance with
paragraph 4 hereof, each such quarterly installment to be paid by the 20th
day of the month following the end of each quarter. At the end of each
fiscal year, there shall be a true -up calculation made by Roanoke County
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to verify the total amount of transient occupancy tax receipts actually
received by Roanoke County for such fiscal year, and the portion of such
amount paid to the RVCVB. If such calculation shows that the RVCVB
received less than 3 /7 tns (three- sevenths) of such receipts, the amount of
such underpayment shall be paid to the RVCVB by Roanoke County
within 20 days after the end of such fiscal year, and if such calculation
shows that the RVCVB received more than 3 /7 tns (three- sevenths) of such
receipts, the amount of such overpayment shall be, at Roanoke County's
option, refunded by the RVCVB to Roanoke County, or applied to reduce
the next payment from Roanoke County to the RVCVB under this
Agreement.
4. Budget Preparation In developing their budgets for each prospective fiscal year
during the term of this Agreement, each Locality shall estimate the amount of
transient occupancy tax it expects to collect in such fiscal year. The amount of
funds estimated to be appropriated from each Locality's budget to the RVCVB (in
the case of each of Roanoke City and the City of Salem, being equal to 3 /8ths
(three - eighths) of their respective estimated transient occupancy tax collections,
and in the case of Roanoke County, being equal to 3 /7ths (three - sevenths) of its
estimated transient occupancy tax collections) (such amount for each of the
Localities being referred to as the "Annual Funding Amount" for that Locality)
shall be reported to the RVCVB on or before April 1 St of each year in order for the
RVCVB to prepare its budget for the succeeding fiscal year, provided that the
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Annual Funding Amount for each Locality is subject to revision until the budget
is adopted by the governing body of such Locality.
5. Localities Commitment Subject to Appropriation The obligations of Roanoke
City, the City of Salem and Roanoke County to make payments under this
Agreement are subject to future appropriations each year by their respective City
Councils and /or Board of Supervisors. Nothing in this Agreement shall constitute
a debt or a pledge of the full faith and credit of Roanoke City, the City of Salem,
or Roanoke County.
6. Term The term of this Agreement shall commence on January 1, 2013, and shall
terminate on June 30, 2015, unless sooner terminated or further extended as
provided herein. On July 1 of each successive year, the term of this Agreement
shall automatically be extended for one additional fiscal year beyond the then
existing date of termination, unless prior to May 1 of such year Roanoke City, the
City of Salem or Roanoke County delivers written notice to the RVCVB and the
other Localities of its intention not to extend this Agreement (any such Locality
that delivers such a notice, a "Terminating Locality "), in which case the
Agreement shall terminate as to any Terminating Locality on the then - existing
date of termination, but shall remain in effect as between the RVCVB and any
Locality that has not delivered such a notice.
7. Services Funds made available to RVCVB by Roanoke City, the City of Salem
and Roanoke County pursuant to this Agreement will be applied to provide
additional services by the RVCVB for the promotion of the convention and
tourism business in the Roanoke Valley, including but not limited to:
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(a) Direct sales programs
(b) Sales promotions
(c) Servicing conventions
(d) Marketing /communications
(e) Identify product need (new and improved facility and
attractions)
(f) Coordination with the participating localities and other civic
based agencies and businesses involved in the growth of the
Roanoke Valley.
(g) Staff and run a Visitor's Center
(h) Promote and sell the Roanoke Valley as a convention and
tourist destination
8. Work Program/Budget The RVCVB shall undertake the work program,
marketing plan and budget for fiscal year 2012 -2013 attached to this Agreement
as Attachment 1. By July 31 St of each fiscal year that this Agreement remains in
effect, the RVCVB shall submit to the City Managers and County Administrator
of the Localities a copy of a work program, marketing plan and budget setting
forth in reasonable detail the activities planned for the fiscal year and the
anticipated expenditures of funds to be paid to the RVCVB by the Localities
pursuant to this Agreement. The marketing plan shall be in sufficient detail as to
determine the strategy the RVCVB will be pursuing in promoting and selling the
Roanoke Valley as a destination for tourists and group meetings (i.e. conferences
and conventions). The work program, marketing plan and budget shall detail how
the funds will be expended on specific marketing initiatives. The RVCVB shall
provide to the City Managers and /or County Administrator, as the case may be,
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monthly reports outlining progress on convention sales, tourism activities and
groups booked, bus tour activity, bookings and other information as may
reasonably be requested by the Localities.
9. Subcontracting It is understood that RVCVB may from time to time contract
with firms and individuals for the acquisition of goods or services in the
furtherance of the activities contemplated by this Agreement.
10. Books and Records, Audits RVCVB shall keep accurate books and records with
regard to its receipt and expenditure of the funds provided pursuant to this
Agreement. Unaudited monthly financial statements as well as an audited annual
financial statement shall be made available to any Locality upon request.
Additionally, RVCVB shall make such books and records available upon request
to the auditor of each Locality.
11. Contracts with Prospective Clients As specified in paragraph 8 of this
Agreement, the RVCVB shall inform the City Managers and the County
Administrator on a regular basis of work in progress at the RVCVB. A
representative from each of the Localities shall have the right to be present at any
formal bid presentations made to any potential group meeting or business
meeting.
12. Criteria for Success The criteria for determining the success of RVCVB's
tourism marketing plan shall be, to the extent reasonably achievable under
prevailing economic conditions, (i) an increase in room demand (which is defined
as the number of rooms sold or rented) for the hotels and motels in the
participating localities over the room demand date for the calendar year 2012 and
{41580067 -2, 077947- 00001 -01) 11
each calendar year thereafter, (ii) an increase in transient occupancy tax
13.
14.
collections for the Localities, and (iii) increases in benchmarks established by the
RVCVB's Board of Directors. The RVCVB shall provide base level information
beginning for calendar year 2012 and each calendar year thereafter and report
quarterly on room demand for the hotels and motels broken out for each Locality.
Board of Directors The RVCVB shall amend its Articles of Incorporation and
Bylaws to provide (a) that Roanoke City shall appoint four members to the Board
of Directors of the RVCVB, and (b) that each of the City Managers and the
County Administrator for the Localities (or the designee of any of them), upon
assuming the duties of his or her office (or, in the case of a designee, upon being
so designated) shall automatically without further action become a member of the
Board. Such appointees and automatic members shall have full voting rights and
privileges during the term of this Agreement and each of them shall serve on the
Board at the pleasure of the governing body of the Locality that he or she
represents. Roanoke City shall have a total of five members (including one
automatic member), and Roanoke County and the City of Salem shall have a total
of two members each (including one automatic member each), on the Board of
Directors.
Indemnification RVCVB shall indemnify and hold harmless Roanoke City, the
City of Salem and Roanoke County and their officers, agents, and employees
from any and all claims, legal actions, and judgments advanced against Roanoke
City, the City of Salem and Roanoke County or their officers, agents, or
employees, and for any reasonable expenses that Roanoke City, the City of Salem
{41580067 -2, 077947- 00001 -01) 12
and Roanoke County may incur in this regard, to the extent arising out of the
RVCVB's negligent acts or omissions in connection with or arising out of this
Agreement.
15. Insurance RVCVB shall obtain and maintain during the life of this Agreement a
policy or policies of commercial general liability insurance with an insurance
company or companies licensed to do business in Virginia, which policy or
policies shall provide coverage with respect to claims arising out of the subject
matter of this Agreement. The amount of such insurance shall not be less than
$1,000,000. RVCVB shall also obtain and maintain during the life of this
Agreement Directors and Officers Liability insurance in the amount of $1,000,000
per occurrence providing coverage, including defense costs, with respect to claims
arising out of the subject matter of this Agreement. All such policies shall be
occurrence policies and shall name Roanoke City, the City of Salem and Roanoke
County, their officers, agents, employees and representatives as additional
insureds under the commercial general liability policy and, if possible, under the
Directors and Officers Liability policy. RVCVB shall immediately notify
Roanoke City, the City of Salem and Roanoke County in writing if any of the
above policies or coverages are cancelled or materially altered and RVCVB shall
immediately replace such policies and provide documentation of such to each of
the participating localities.
16. Assignment None of the parties to this Agreement may assign its rights or
obligations hereunder without the prior written consent of all other parties.
{41580067 -2, 077947- 00001 -01) 13
17. Notices Any notices required by the terms of this Agreement shall be deemed to
have been given when delivered in person to or deposited in the U.S. mail, via
first class postage, addressed:
(a) If to Roanoke City:
City Manager
City of Roanoke
Noel C. Taylor Municipal Building, Room 364
215 Church Avenue, S.W.
Roanoke, Virginia 24011
(b) If to the City of Salem:
City Manager
City of Salem
P.O. Box 869
Salem, Virginia 24153
(c) If to Roanoke County:
County Administrator
County of Roanoke
5204 Bernard Drive
P.O. Box 29800
Roanoke, Virginia 24018
(d) If to the RVCVB:
President
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Roanoke Valley Convention & Visitors Bureau
101 Shenandoah Avenue NE
Roanoke, VA 24016
or at such other address as each party may designate for itself by giving at
least five days prior written notice to the other party.
18. Nondiscrimination
(a) During the performance of this Agreement, the RVCVB agrees as follows:
(i) RVCVB will not discriminate against any subcontractor, employee
or applicant because of race, religion, color, sex, national origin,
age, disability, or any other basis prohibited by state law relating to
discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal
operation of RVCVB. RVCVB agrees to post in conspicuous
places, available to employees and applicants for employment,
notices setting forth the provisions of this nondiscrimination
clause.
(ii) RVCVB, in all solicitations or advertisements for employees
placed by or on behalf of RVCVB will state that RVCVB is an
equal employment opportunity employer.
(iii) Notices, advertisements and solicitations placed in accordance with
federal law, rule or obligation shall be deemed sufficient for the
purpose of meeting the requirements of this section.
{41580067 -2, 077947- 00001 -01) 15
(b) RVCVB will include the provisions of the foregoing subparagraphs
(A)(1), (2) and (3), in every subcontract or purchase order of over ten
thousand dollars ($10,000.00), so that the provisions will be binding upon
each subcontractor or vendor.
19. Drua Free Workplace
(a) During the performance of this Agreement, the RVCVB agrees to (i)
provide a drug free workplace for the RVCVB's employees; (ii) post in
conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a
controlled substance or marijuana is prohibited in the RVCVB's
workplace and specifying the actions that will be taken against employees
for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of RVCVB that
RVCVB maintains a drug free workplace; and (iv) include the provisions
of the foregoing clauses in every subcontract or purchase order of
$10,000.00, so that the provisions will be binding upon each subcontractor
or vendor.
(b) For the purpose of this section, "drug -free workplace" means a site for the
performance of work done in connection with a specific contract awarded
to a contractor, the employees of whom are prohibited from engaging in
the unlawful manufacture, sale, distribution, dispensation, possession or
{41580067 -2, 077947- 00001 -01) 16
use of any controlled substance or marijuana during the performance of
the Agreement.
20. Faith Based Organizations Pursuant to Virginia Code Section 2.2- 4343.1, be
advised that Roanoke City, the City of Salem and Roanoke County do not
discriminate against faith -based organizations.
21. Termination Any Locality may terminate its obligations under this Agreement at
any time (a) if RVCVB applies funds paid to RVCVB by the Localities for any
purpose other than the purposes contemplated by this Agreement, or (b) if
RVCVB substantially breaches any of its other material obligations under this
Agreement (including without limitation failure of the RVCVB to substantially
achieve the criteria specified above in paragraph 12 of this Agreement), provided
that in either event at least 90 days' written notice and reasonable opportunity to
cure shall first be afforded to the RVCVB. The obligations of any Locality under
this Agreement shall also terminate if such Locality fails to appropriate and pay
funds to the RVCVB as provided under this Agreement. The RVCVB shall have
no obligations to any Locality whose obligations under this Agreement have
terminated as provided above or pursuant to paragraph 6 hereof, except for the
obligation of the RVCVB to refund any amounts pursuant to paragraphs 1, 2 or 3
of this Agreement. This Agreement shall remain in effect as between the
RVCVB and any Locality whose obligations hereunder have not been terminated.
In the event of the termination of this Agreement as to any Locality pursuant to
any provision of this Agreement, upon the effective date of any such termination,
the appointed and automatic representatives of such Locality on the RVCVB's
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Board of Directors shall be deemed automatically to be removed from the Board
of Directors, and thereafter such Locality shall have no further right to have any
representation on the Board of Directors, either by appointment or automatically.
22. Duplicate Originals . This Agreement may be executed in one or more duplicate
counterparts, each of which shall be deemed to be an original and all of which
will be deemed to represent one and the same Agreement.
23. Nonwaiver RVCVB agrees that a participating locality's waiver or failure to
enforce or require performance of any term or condition of this Agreement or a
locality's waiver of any particular breach of this Agreement by RVCVB extends
to that instance only. Such waiver or failure is not and shall not be a waiver of
any of the terms or conditions of this Agreement or a waiver of any other
breaches of the Agreement by RVCVB and does not bar any participating locality
from requiring RVCVB to comply with all other terms and conditions of the
Agreement and does not bar any participating locality from asserting any and all
rights and /or remedies it has or might have against RVCVB under this
Agreement.
24. Cooperation Each party agrees to cooperate with the other in executing any
documents necessary to carry out the intent and purpose of this Agreement.
25. Compliance with Laws, Regulations, and Immigration Law RVCVB agrees to
and shall comply with all applicable federal, state, and local laws, ordinances, and
regulations, including all applicable licensing requirements. RVCVB further
agrees that RVCVB does not, and shall not during the performance of this
{41580067 -2, 077947- 00001 -01) 18
agreement, knowingly employ an unauthorized alien as defined in the federal
Immigration Reform and Control Act of 1986.
26. Entire Agreement This Agreement constitutes the entire agreement between the
parties and supersedes all prior agreements between the parties. No amendment
to this Agreement will be valid unless made in writing and signed by the
appropriate parties.
IN WITNESS WHEREOF, Roanoke City, the City of Salem, Roanoke County
and the RVCVB have caused this Agreement to be signed by their respective authorized
representatives.
ROANOKE VALLEY CONVENTION AND
VISITORS BUREAU
B
President
CITY
OF ROANOKE, VIRGINIA
B
City Manager
CITY
OF SALEM, VIRGINIA
B
City Manager
ROANOKE COUNTY, VIRGINIA
B
County Administrator
{41580067 -2, 077947- 00001 -01) 19
ATTACHMENT
2012 -2013
WORK PROGRAM, MARKETING PLAN AND BUDGET
(to be attached)
{41580067 -2, 077947- 00001 -01) 20
ACTION NO.
ITEM NO. F -3 * aO - J - "
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
March 12, 2013
Ordinance authorizing the granting of an electric utility
easement to Appalachian Power (AEP) on property owned by
the Roanoke County Board of Supervisors (Tax Map No.
097.05 -01- 01.00 -0000) for the purpose of an underground
electric power line to Starkey Park ball field #7 at 6461
Merriman Road, Cave Spring Magisterial District
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Appalachian Power is requesting that Roanoke County grant them an electric line
easement from an existing overhead line for purposes of an underground electric service to
the Starkey Park ball field #7. AEP will be replacing a pole inside the South County Shop
(maintenance) and making a ditch through the South Shop yard to install a pad mounted
transformer as shown in the attached drawing. This will be located just outside of the
Shop's rear chain link fence toward Starkey ball field #7. The underground line will have
no impact on County maintenance.
A drawing entitled "Proposed Right of Way on Property of Roanoke County Board of
Supervisors" plan prepared by AEP, dated 2122113, indicating the proposed location of an
underground electric line and transformer pad is attached.
Staff has met with officials of AEP on site and has determined the location of the easement
will have a minimal amount of impact on County -owned property.
The first reading of this ordinance was held on March 12, 2013; and - the second reading
and public hearing of this ordinance will be held on March 26, 2013.
Page 1 of 2
FISCAL IMPACT:
No funding from Roanoke County will be required for this request.
ALTERNATIVES:
1 . Authorize the granting of an electric easement to Appalachian Power for the
purpose of an underground electric line to the Starkey Park ball field #7, and
schedule second reading and public hearing for March 26, 2013.
2. Decline to authorize the requested easement.
STAFF RECOMMENDATION:
Staff recommends Alternative 1.
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, MARCH 12, 2013
ORDINANCE AUTHORIZING THE GRANTING OF AN ELECTRIC UTILITY
EASEMENT TO APPALACHIAN POWER (AEP) ON PROPERTY OWNED
BY THE ROANOKE COUNTY BOARD OF SUPERVISORS (TAX MAP NO.
097.05 -01- 01.00 -0000) FOR THE PURPOSE OF AN UNDERGROUND
ELECTRIC POWER LINE TO STARKEY PARK BALL FIELD #7 AT 6461
MERRIMAN ROAD, CAVE SPRING MAGISTERIAL DISTRICT
WHEREAS, Appalachian Power Company (AEP) requires a permanent utility
easement for purpose of providing electrical service to the Starkey Park ball field #7 from
an existing overhead electric line; and
WHEREAS, granting this utility easement will allow AEP to replace a pole inside the
South County Shop (maintenance), access through the South Shop yard to install a pad
mounted transformer located just outside of the Shop's rear chain link fence toward Starkey
ball field #7; and
WHEREAS, the proposed utility easement will serve the interests of the public and is
necessary for the public health, safety and welfare of the citizens of Roanoke County.
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. That pursuant to the provisions of Section 18.04 of the Roanoke County
Charter, the acquisition and disposition of real estate can be authorized only by ordinance.
A first reading of this ordinance was held on March 12, 2013, and the second reading and
public hearing of this ordinance was held on March 26, 2013.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is
hereby made available for other public uses by conveyance to Appalachian Power
Page 1 of 2
Company for a utility easement.
3. That donation to Appalachian Power Company of a utility easement for
purpose of an underground electric line, as shown on a plat titled "Proposed Right of Way
on Property of Roanoke County Board of Supervisors " , prepared by Appalachian Power
Company and dated 2/22/13, is hereby authorized and approved.
4. That the County Administrator, or any Assistant County Administrator, is
hereby authorized to execute such documents and take such further actions as may be
necessary to accomplish this conveyance, all of which shall be on form approved by the
County Attorney.
5. That this ordinance shall be effective on and from the date of its adoption.
Page 2 of 2
ROAN(
PROPOSED 15' RIGHT OF WAY
m I I
'FAddlalm
Roanoke County, Virginia
T.D. 665000
Map Sections 37800348C4
ACTION NO.
ITEM NO. G -1 -5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
March 12, 2013
AGENDA ITEM:
Appointments to Committees, Commissions and Boards
SUBMITTED BY:
Deborah C. Jacks
Clerk to the Board
APPROVED BY:
B. Clayton Goodma III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Capital Improvement Program (CIP) Review Committee (appointed by District)
- "he following one -year term expired on August 31, 2012:
a) Becky Walter, representing the Hollins Magisterial District; Ms. Walter has
served three consecutive terms and therefore cannot be reappointed.
2. Parks, Recreation and Tourism Advisory Commission (appointed by District)
The three -year term of Roger L. Falls who represents the Vinton District expired on
June 30, 2012.
3. Roanoke County Community Leaders Environmental Action Roundtable
(RCCLEAR) (appointed by District)
Jim Gray who represents the Windsor Hills Magisterial District has resigned.
Supervisor Ed Elswick has recommended the appointment of Mike Leigh to fill the
unexpired three -year term, which will expire on August 31, 2015. Confirmation has
been placed on the Consent Agenda.
Page 1 of 2
4. Roanoke County Economic Development Authority (EDA) (appointed by District)
Supervisor Moore has recommended the appointment of Steve Anderson to represent
the Cave Spring Magisterial District for a four -year term to expire September 26, 2017.
Confirmation has been placed on the Consent Agenda.
5. Social Services Advisory Board (appointed by District)
The four -year term of Charles Wertalik, Vinton Magisterial District, expired July 31,
2012. Mr. Wertalik has moved from the Vinton Magisterial District and therefore
cannot be reappointed.
Page 2 of 2
H
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MARCH 12, 2013
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM H- 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 March 12,
2013, designated as Item H - 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. Request to accept and appropriate $9,320.58 for Roanoke County Schools for
the Mentor Teacher Grant
2. Confirmation of appointment to the Roanoke County Community Leaders
Environmental Action Roundtable (RCCLEAR) (appointed by District) Roanoke
County Economic Development Authority (EDA) (appointed by District)
3. Request to approve the health insurance rates for 2013 -2014
4. Request to approve the dental rates for 2013 -2014
5. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Judith S. Prettyman, Office Support Specialist, upon her retirement
after more than ten (10) years of service
Page 1of1
ACTION NO.
ITEM NO. H -'I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Request to accept and appropriate $9,820.58 for Roanoke
County Schools for the Mentor Teacher Grant
SUBMITTED BY: B. Chastain
Clerk to the Roanoke County School Board
APPROVED BY: B. Clayton Goodma i 11
County Administrat
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMA'rION:
Roanoke County Schools has received notification of a grant award from the Virginia
Department of Education to implement and enhance mentor teacher programs. The
amount of the award is $9,820.58 for the 2012 -2018 school year. These funds are to be
used to support and strengthen the skills of new teachers. There is no fiscal impact on the
school system.
FISCAL IMPACT:
The personnel budget will be increased by $9,320.58.
ALTERNA'rIVES:
None
STAFF RECOMMENDATION:
Roanoke County Schools requests that the grant award in the amount of $9,320.58 be
appropriated to the mentor teacher program.
Page 1 of 1
ACTION NO.
ITEM NO. H -2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMIT'rED BY:
APPROVED BY:
March 12, 2013
Confirmation of appointment to the Roanoke County
Community Leaders Environmental Action Roundtable
(RCCLEAR) (appointed by District; Roanoke County Economic
Development Authority (EDA) (appointed by District)
Deborah C. Jacks
Clerk to the Board
B. Clayton Goodman III W
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Roanoke county Community Leaders Environmental Action Roundtable
(RCCLEAR) (appointed by District)
Supervisor Ed Elswick has recommended the appointment of Mike Leigh to fill the
unexpired three -year term of James Gray representing the Windsor Hills district. This
term will expire on August 31, 2015.
2. Roanoke County Economic Development Authority (EDA) (appointed by District)
Supervisor Charlotte Moore has recommended the appointment of Steve Anderson to
represent the Cave Spring Magisterial District for a four -year term to expire September
20, 20 1 7.
Page 1 of 1
ACTION NO.
ITEM NO. H -3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Request to approve the health insurance rates for 201 3 -2014
SUBMITTED BY: Rebecca Owens
Director of Finance
APPROVED BY: B. Clayton Goodman I I i W91-1
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The health insurance plan and premiums were presented to - the Board during a work
session on February 12, 2013 and approved at the February 26, 2013, Board meeting.
As a recap, the County of Roanoke and Roanoke County Public Schools participate in a
joint health insurance program for eligible employees. The Roanoke Valley Resource
Authority (RVRA) and the western Virginia Regional Jail Authority (WVRJA) also
participate in our plan. This medical plan is self - funded with reinsurance coverage to
minimize the financial risk assumed. Reinsurance is currently composed of specific stop
loss (individual employee claims) at $200,000. Specific reinsurance protects the plan from
any catastrophic claims paid on a member during the plan year. The plan purchases
administrative services, access to the network physicians and facilities, and claims
administration from Anthem.
The premiums have increased by two point five percent (2.5 %), which is well below the
national health trends.
Beginning in 2013, there will be two new fees charged to the plan associated with the
Affordable Care Act including:
1. Patient Centered Outcomes Research Fee — This fee is established to fund
research that evaluates and corripares health outcomes, clinical effectiveness, risks
Page 1 of 3
and benefits of medical treatments and services in an attempt to make health care
professional and policy makers better informed regarding treatment options. The
fee is $1 per person covered under the plan per year and will be increased to $2 in
year two and is payable directly to the Internal Revenue Service in July 2013.
2. Transitional Reinsurance Fee — This fee is intended to spread financial risk across'
all health insurers for greater market financial stability. It is expected that the
state /federal health exchanges will be covering individuals with greater health risk
and these fees are intended to offset that additional cost of the exchanges. The fee
is expected to be $5.25 per member per month and will be due in January 2014 and
payable for at least the first three (3) years of the Exchanges' operations.
In an effort to provide both choice and a lower cost option to employees, the Board
approved a high deductible health plan (HDHP) with a HRA.
The HDHP includes the following general provisions:
The County and Schools have consistently kept overall medical costs below the national
average with annual increases of zero percent (0.0 %) for 2012 -2013 (after reducing
benefits), four point eight percent (4.8 %) for 2011 -2012, four point one percent (4.1 %) for
2010 -2011, zero percent (0 %) for 2009 -2010 and three point four seven percent (3.47 %)
for 2008 -2009, while national averages have ranged from eleven to twenty percent (11 % to
20 %) during that time period. The Insurance Committee has been successful in
maintaining favorable performance during this time through plan design changes that have
addressed the underlying cost drivers of the program.
The health insurance premiums for the KeyCare 200 increased two point five percent
(2.5 %) for 2013 -2014 and are effective July 1, 2013. Staff recommends the health
insurance reserves be used to cover both the employer and employee increase for 2013-
2014 as outlined on Attachment A. This recommended use of the health insurance
reserves keeps our reserves at an appropriate level.
The Schools approved the health plan, premium and rates at their meeting on February 26,
2013. This approval included the Schools covering both the employer and employee
increase from health reserves in the amount of $300,555.
Page 2 of 3
KeyCa re 200
Current Plan
HDHP with HRA
New Plan
In Network Deductible
$200/$400
$1000/$2000
Out of Pocket Maximum
$3000 /$6000
$3500/$7000
Coninsurance after deductible
80%/20%
80%/20%
HRA Contribution
None
$500/$1040
Doctor co -pays
$20/$40
N/A - pay up to deductible
Prescription drug benefit
$10/$25/$40 or 20%
$10/$25/$40 or 20%
Preventive care
Included
Same as Keycare 200
The County and Schools have consistently kept overall medical costs below the national
average with annual increases of zero percent (0.0 %) for 2012 -2013 (after reducing
benefits), four point eight percent (4.8 %) for 2011 -2012, four point one percent (4.1 %) for
2010 -2011, zero percent (0 %) for 2009 -2010 and three point four seven percent (3.47 %)
for 2008 -2009, while national averages have ranged from eleven to twenty percent (11 % to
20 %) during that time period. The Insurance Committee has been successful in
maintaining favorable performance during this time through plan design changes that have
addressed the underlying cost drivers of the program.
The health insurance premiums for the KeyCare 200 increased two point five percent
(2.5 %) for 2013 -2014 and are effective July 1, 2013. Staff recommends the health
insurance reserves be used to cover both the employer and employee increase for 2013-
2014 as outlined on Attachment A. This recommended use of the health insurance
reserves keeps our reserves at an appropriate level.
The Schools approved the health plan, premium and rates at their meeting on February 26,
2013. This approval included the Schools covering both the employer and employee
increase from health reserves in the amount of $300,555.
Page 2 of 3
FISCAL IMPACT:
Funds are available in the health insurance reserves to cover the full cost of the increased
premium. The projected amount to be used from reserves for the County is $156,829.
STAFF RECOMMENDATION:
Staff recommends approving the health insurance rates for fiscal year 2013 -2014.
Page 3of3
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ACTION NO.
ITEM NO. H -4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
COUNTY ADMINIS
March 12, 2013
Request to approve the dental rates for 2013 -2014
Laurie oearheart
Assistant Director of Finance
B. Clayton Goodman I I I j feZ"
County Administrator
TRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The dental plan and premiums were presented to the Board during a work session on
February 12, 2013, and approved at the February 26, 2013, board meeting.
As a recap, the premiums increased by two point three percent (2.3%) with rate guarantees
of a six percent (6 %) capped increase for 2014 -2015 and 2015 -2016. Delta Dental
included preventive services within their renewal as follows:
• Occlusal night guards
• Prevention First program
• Composite filling under basic at eight percent (80 %) coverage
The agreement is for three (3) years with the option to renew for two (2) additional one (1)
year periods.
Since the dental plan is on a calendar year basis, a blended rate is calculated for the
employee rate each year in order to avoid changing the rates in the middle of the year.
Retirees pay a premium that is based on their experience in the dental plan.
The dental premiums have increased for 2613 -2014 and are effective July 1, 2013. Staff
recommends that employee rates not change and dental reserves cove rthe increase in the
premiums for 2013-2014 as outlined on Attachment A.
Page 1 of 2
The Schools approved the dental plan, premium and rates at their meeting on February 28,
2013. This approval included the Schools covering both the employer and employee
increase from dental reserves in the amount of $11,448.
FISCAL IMPACT:
Funds are available in the dental reserves to cover the full cost of the increased premium.
The projected amount to be used from reserves for the County is $18,506.
STAFF RECOMMENDATION:
Staff recommends approving the dental insurance rates for fiscal year 201 3 - 2014.
Page 2 of 2
Roanoke County and Roanoke County Schools
Dental Insurance Renewal Rates
2013 -14
Employees: Dental Plan
Monthly County
Premium Benefit
Current 2012 -13
Employee Employee
Rate I Pays
Attachment A
Increase
for Retiree
Employee Rate
Subscriber Only
28.96
22.08
6.88
23.76%
$ -
42.93
Subscriber + 1
47.14
27.96
19.18
40.69%
$ -
70.11
Family
81.58
41.24
40.34
49.45%
$ -
122.09
Married School & County Couple
81.58
59.38
22.20
27.21%
$ -
n/a
Renewal 2013 -14
Dental Plan
Subscriber Only
29.62
22.74
6.88
23.23%
$ -
43.92
Subscriber + 1
48.24
29.06
19.18
39.76%
$ -
71.72
Family
83.46
43.12
40.34
48.33%
$ -
124.90
Married School & County Couple
83.46
60.74
22.20
26.60%
$ -
n/a
Subscriber Onl
Subscriber + 1
Family
Total Members
Current Membership
County Schools
401 802
186 324
250 520
837 1646
Retiree Membership
County Schools
97 394
49 232
16 9
162 635
ACTION NO.
ITEM NO. H -5
AT A REGULAR MEETING OF THE BOARD of SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINIs l RATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
March 12, 2013
Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Judith S. Prettyman, Office
Support Specialist, upon her retirement after more than ten
(10) years of service
Deborah C. Tacks
Clerk to the Board
B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY of INFORMATION:
Judith S. Prettyman retired on March 1, 2012, after ten (10) years and seven (7) months of
service with Roanoke County. Ms. Prettyman is unable to attend the meeting and her
resolution will be mailed to her.
STAFF RECOMMENDATION:
Staff recommends adoption of the attached resolution.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MARCH 12, 2013
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO JUDITH S. PRETTYMAN,
OFFICE SUPPORT SPECIALIST, UPON HER RETIREMENT AFTER
MORE THAN TEN (10) YEARS OF SERVICE
WHEREAS, Judith S. Prettyman was hired on August 13, 2002 and has worked as a
Secretary and Office Support Specialist to the Police Department during her tenure with
Roanoke County; and
WHEREAS, Ms. Prettyman retired on March 1, 2013, after ten (10) years and seven
(7) months of devoted, faithful and expert service with the County; and
WHEREAS, during her time serving Roanoke County, Ms. Prettyman provided
administrative support for police officers by preparing transcripts of statements and prints of
evidence photographs for Court, managing expense records, maintaining databases
pertaining to various police functions, as well as numerous other functions that allowed
officers to better perform their duties; and moreover could always be counted on to perform
any extra jobs that came up, eagerly seeking out additional work when her own tasks were
accomplished, and thereby setting an example to others by demonstrating a solid and
reliable work ethic; and
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke
County, Virginia expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to JUDITH S. PRETTYMAN, for ten (10) years and seven (7) months of
capable, loyal and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 1of1
ACTION NO.
ITEM NO. J -1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Request for public hearing on the adoption of tax rates for
calendar year 2013 on March 26, 2013
SUBMITTED BY: Brent Robertson
Director of Management and Budget
APPROVED BY: B. Clayton Goodman I
Count y Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMAOnON:
In order to satisfy State code requirements for public notice, the Roanoke county Board of
Supervisors must hold a public hearing regarding the annual adoption of tax rates for Real
Estate, Personal Property and Machinery and Tools. To facilitate the timely mailing of tax
bills by the Treasurer in early April, staff recommends holding the public hearing on the
adoption of tax rates at the Board of supervisors meeting on March 26, 2013. state code
requirements also dictate that public notice be published (Roanoke Times) on March 12
and March 19, 2013, advertising the rates, date, place and time of the public hearing.
Based on early discussions with the Board, the tax rates for calendar year 2013 will be
advertised as follows:
a. Real Estate Tax at a rate of not more than $1.09 per one hundred dollars
assessed valuation
b. Personal Property Tax at a rate of not more than $3.50 per one hundred
dollars assessed valuation
c. Machinery and Tools Tax at a rate of not more than $3.00 per one hundred
dollars assessed valuation
Page 1 of 2
At the conclusion of the public hearing on March 26, 2013, staff will ask the Board to adopt
the advertised tax rates. - rhe Board of Supervisors may adopt the tax rates at a rate equal
to the advertised rate, or at any rate less than the advertised rates. If the Board wishes to
adopt a specific tax rate above the advertised rate, the new rate will have to be re-
advertised fourteen (14) and seven (7) days prior to the public hearing and a new public
hearing must be held to allow for public comment.
Page 2 of 2
GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Audited balance at June 30, 2012
Balance at March 12, 2013
Amount
$ 20, 572 318
$ 20, 872, 318
L -1
% of General
Fund Revenue
10.87% *
10.70% **
Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General
Fund Unappropriated Balance incrementally over several years.
* 2011 -12 -Goal of 11 % of General Fund Revenues
2011 -12 General Fund Revenues
11 % of General Fund Revenues
** 2012 -13 - Goal of 11 % of General Fund Revenues
2012 -13 General Fund Revenues
11% of General Fund Revenues
$192,720,943
$21
$192
$21
The Unappropriated Fund Balance of the County is currently maintained at 10.70 %.
The County's goal is to increase the balance over time to 11.0%
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County Administratorww
L -2
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
Minor Cou my Capital Reserve
(Projects not in the CIP, architectural /engineering services, and other one -time expenditures.)
Audited balance at June 30, 2012
October 2012 Fire Truck loan payment for 2012 -13
Addition of 2011-12 operations
Balance at March 12, 2013
Major County Capital Reserve
Amount
$1,674,126-06
300, 000.00
1
$3
(Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.)
Audited balance at June 30, 2012 $938, 161 .00
Balance at March 12, 2013
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County Administrator
$938,161-00
L3
RESERVE FOR BOARD CONTINGENCY
COUNTY of ROANOKE, VIRGINIA
Amount
From 2012 -13 Original Budget $100,000.00
June 26, 2012 Appropriation for Legislative Liaison (32,400.00)
August 14, 2012 Appropriation for relocation of three Roanoke County polling precincts (3
December 11 , 2012 Appropriation for retiring debt of the Veteran's Monument at the Vinton (5
War Memorial
Balance at March 12, 2013 $ 59,350.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman , _
III
�
County Administrator �7
ACTION NO.
ITEM NO. M -1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Work session to discuss the Partnership for a Livable Roanoke
Valley
SUBMITTED BY: Deborah C. Jacks
Clerk to the Board of Supervisors
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside for Jake Gilmer to provide the Board with a presentation that
highlights - the Virginia Tech survey results, both regionally and for Roanoke County; explain
the proposed focus of the efforts of Livable Roanoke Valley and ask for feedback and
comments on the proposed goals and their processes to develop collaborative, integrated
strategies in these areas.
Page 1 of 1
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ACTION NO.
ITEM NO. M -2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Work session to discuss fiscal year 2013 -2014 budget
development
SUBMITTED BY: Brent Robertson
Director of Management and Budget -
APPROVED BY: B. Clayton Goodman, III
County Administrator QV
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside to provide an update on fiscal year 2013 -2014 budget
development. An overview of the following areas will be presented for discussion:
• Review of final General Assembly approved budget
• Update on Current year and fiscal year 2013 -2014 revenue projections
• Status of budget process and remaining schedule for budget adoption
Page 1 of 1
ACTION NO.
ITEM NO. M -3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2012
AGENDA ITEM: Work session on proposed Vinton Library A &E casts and
project budget
SUBMITTED BY: Daniel R. O'Donnell
Assistant County Administrator
APPROVED BY: B. Clayton Goodman III
County Administrator Wyr
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The purpose of this work session is to bring the Board of Supervisors up to date on the
selection of the A &E firm for the design of the proposed Vinton Library, and how the
previously appropriated $557,900 will be utilized to get the project ready for bid should the
Board choose to move forward to construction. Staff would also like to discuss waiving an
expensive full Value Engineering study in favor of a less costly and effective peer review of
the design. Finally staff would like to present the conRiplete project budget as all cost items
in the budget have been identified.
FISCAL IMPACT
Previously the Board appropriated $567,900 for A&E services. Staff believes this is
sufficient at this time in order to get the project to the construction bid stage.
Page 1 of 1
PROPOSED VINTON LIBRARY WORKSESSION — March 22, 2013
A &E Selection Process
Committee Process — Members
Diana Rosepepe — Libraries
Ann Tripp — Libraries
Tarek Monier — Community Development
John Patten — General Services
Chris Lawrence — Vinton Town Manager
Dan O'Donnell —Asst. County Administrator
Rob Light — Purchasing Manager
11 firms submitted proposals — 4 short listed and interviewed
Toured three Libraries designed by the two finalists
The committee recommended Holzheimer, Bolek and Meehan for negotiation.
1
Proposed HBM A &E Contract
Construction Budget of $6,990,000 —Site, Demolition, Building Construction
Project Budget of $8,973,331— All hard and soft costs
Diane Hyatt's Original Budget was $8,962,900 in August `12
HBM COSTS
Basic Services =Site and Building Design 531
Additional Services = Interior Design, Programming
Community Meetings (3)
LEED Management
Architectural Renderings 160
Total Contract Price for A &E Work 692,500 9.9%
Contract also has an option for Construction Management
On site for up to $125,000 Full Time —less for part time
Also has an allowance for reimbursable expenses of $35,000
2
Phase One — Design Phase up to Bidding
Funds previously appropriated by BoS 567,900
Architect and Engineer Fees (HBM) 531
Preliminary Commissioning 5
Reimbursables 8
LEED Registration 1
Site Survey, Geotech and Asbestos Survey 17
3rd Party Limited Value Engineering ** 5
Unallocated 195
Total Phase One $567,900
*HBM Contract only authorizes work up to this phase unless additional funds are
appropriated.
* *Request to Waive Full Value Engineering Study
Under Virginia State Code and Roanoke County procurement regulations a full 40
hour Value Engineering study must be undertaken for construction projects over
S million dollars unless waived in writing by the Board of Supervisors. Staff
recommends waiving the full VE Study in favor of a limited peer review where we
would hire a second A &E firm to review and provide comments on the design for
consideration by the owner and the architect. This is the process we used
successfully in Glenvar. 3
Reasons for waiver
1) Experience and expertise of the A &E team
2) Cost of the full VE study could exceed $50,000 vs $5,000 for peer review
3) Schedule impact of VE study could add 2 - 4 weeks to the phase one
schedule.
If there is a consensus we will place an item for approval on the next BoS meeting
consent agenda to waive the full 40 hour VE study.
Project Schedule — If funded for construction
3 Public Meetings tentatively starting April 18
10 month design period
Bonding (if approved) August
Building demolition September
Construction Period 14 months
Completion in late Winter /Spring of 2015
0
Planning for Vinton Library
(For Planning and Discussion Purposes)
Current estimate of Vinton Library Project
Project Cost $ 9
Issuance Cost 150,000
9,15 0, 000 $ 9
Funding Sources
Currently appropriated funds $ 567,900
Other sources available
Remaining from South County Library 1,500,000
Remaining from Merriman Roundabout 200,000
Vinton Library Revenues:
From Town of Vinton 377
From Dunman Lease (August 2011 -June 2013) 86,250
Major Capital (total available is $938,161) 938,161
Minor Capital (total available is $3,245,055) 730,189
3 3
Future Sources - Bond issue 4,750,000
$ 9,150,0
Based on historic low interest rates, the County will have projected additional bonding capacity for other
capital projects in the range of $12 -13 million
ITEM NO. M -4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMIT "f ED BY:
APPROVED BY:
March 12, 2013
Work session on Roanoke
Management Ordinance
Tarek Moneir
Deputy Director of Development
B. Clayton Goodman, III /
County Administrator�'j`{
County's Sto rmwate r
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY of INFORMATION:
The staff will provide the Board with a brief overview for the submittal of the State's new
Stormwater Management Model Ordinance; dates of submittal of a draft ordinance for
Roanoke County, staffing and funding plan. In addition, the staff will provide a brief
update of the upcoming Municipal Storm Sewer System (MS4 permit) upcoming cycle
and a brief overview of the impact on the Total Maximum Daily Load (TMDQ pollutants
implementation plan.
Page 1 of 1
ITEM NO. N -'I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF RoANoKE
COUNTY, VIRGINIA HELD AT THE RoANoKE COUNTY ADMINISTRATION CENTER
MEETING DATE: March 12, 2013
AGENDA ITEM: Funding requests from cultural, tourism and other agencies for
fiscal year 201 3 -201 4
SUBMITTED BY: W. Brent Robertson
Director of Management and Budget
APPROVED BY: B. Clayton Goodman III
County Administrator 7�;C�
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside for presentations to allow cultural, tourism and other agencies
the opportunity to orally submit funding requests to the Board of Supervisors for inclusion in
the fiscal year 201 3 -2014 budget.
Organizations that submitted funding requests for fiscal year 2013-2014 were instructed to
submit an Appearance Request Form to the clerk to the Board of Supervisor's if they
wanted to make an oral presentation. The written requests and accompanying literature
submitted by each organization are available in the Clerk's office for your review prior to the
presentations.
Attached is a summary that lists each agency's budget history and requested funding
amount. At the meeting, budget staff will provide a list of speakers as well as individualized
scoring sheets.
Based on input received from the Board, the County Administrator will make
recommendations for funding and present them as part of the fiscal year 2013-2014
proposed budget.
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FY2013 -2014 Contributions
Cultural, Tourism, and Other Agencies
Agency Name
FY12
Adopted
FY13
Adopted
FY14
Request
FY14
Proposed
Arts Council of the Blue Ridge (closed December 15, 2012)
$1
$1
$0
$2,500
$4,000
$35
$100
$3
$14
$20,000
$2
$3,500
$18
$5
$5
$15
$1,200
$4
$2,000
$20,000
$4
$6
$2
$700
$2,800
$5
$25,000
$5,000
$1
$4
$1
$5
$39,400
$5
$2
$1,000
Blue Ridge Land Conservancy (formerly Western Virginia Land Trust)
$2
$2
Blue Ridge Soil and Water Conservation District
$1
$1
Center in the Square Operating
$34
$33
Center in the Square - Igniting Dreams, Energizing Promises Campaign
$0
$10
Clean Valley Council, Inc
$1
$1
FRIENDS of the Blue Ridge Parkway
$8
$8
Harrison Museum of African American Culture
$0
$400
History Museum & Historical Society of Western Va. - O. Winston Link
Museum
$2
$2
History Museum & Historical Society of Western Va.
$3
$3
Hollins University - The Eleanor D. Wilson Art Museum
$16
$15
Interstate 81 Corridor Coalition (request is for 3 year commitment)
$0
$0
Jefferson Center Foundation
$1
$1
Mill Mountain Zoo
$10
$10
Miss Virginia Pageant
$1
$1
Miss Virginia Pageant - TV Sponsorship
$2
$2
Opera Roanoke
$700
$900
Roanoke Higher Education Center
$10
$10
Roanoke River Basin Association
$0
$0
Roanoke Symphony
$5
$4
Roanoke Valley Sister Cities
$2
$2
Salem Museum and Historical Society
$700
$700
Salem- Roanoke Baseball Hall of Fame
$1
$1
Salem /Roanoke County Chamber of Commerce - Operating
$5
$5
Science Museum of Western Virginia - Operating
$16
$15
Small Business Development Center
$3
$3
Tri- County Lake Administrative Commission (TLAC) Smith Mtn Lake
$0
$0
Vinton Chamber of Commerce - Business Recruitment
$3
$3
Vinton Dogwood Festival
$1
$1
Vinton Historical Society
$2
$2
Virginia Amateur Sports
$40
$39
Virginia Museum of Transportation
$4
$4
Williamson Road Area Business Association
$2
$2
Young Audiences of Virginia, Inc.
$1
$1
Sub -Total $188 $193
$3679132
FY2013 -2014 Contributions
Cultural, Tourism, and Other Agencies
Dues & Per Capita Contributions: These funding allocations represent memberships in the specific organization and, by nature, must
be funded at the full amount to retain membership.
Yes or No
FY12
FY13
FY14
FY14
Agency Name
Adopted
Adopted
Request
Proposed
Dues & Per Capita Contributions: These funding allocations represent memberships in the specific organization and, by nature, must
be funded at the full amount to retain membership.
Yes or No
National Association of Counties
$1
$1
$1,770
O O
Roanoke Regional Chamber of Commerce - Dues
$2
$2
$2
O O
Roanoke Valley Alleghany Regional Commission
$62
$63
$63,442
O O
Salem /Roanoke County Chamber of Commerce - Dues
$1
$1
$1
O O
Vinton Chamber of Commerce - Dues
$500
$500
$500
O O
Virginia Association of Counties
$20
$20
$209391
O O
Virginia First Industrial Authority (Contractual Agreement)
$34
$34
$34,255
O O
Virginia Institute of Government Membership
$0
$0
$5,000
O O
Virginia Municipal League
$10
$10
$10
O O
Virginia Western Community College - CCAP Program*
$0
$0
$125,000
O O
Virginia Western Community College - Scholarship
$13
$15
N/A
N/A
Virginia Western Community College - Site Development
(FYI 2-13 was last year of 5 year commitment)
$40
$40
N/A
N/A
Sub -Total $187
$190,205
$264
* The VWCC site development and scholarship allocation from FY12 -13 is being rolled into the FY13 -14 CCAP Program request along with an
additional $69,187 in order to fully fund the program's $125,000 request.
Community Investments: These organizations have made prior agreements with Roanoke County for annual funding. The FY13 -14
figures presented below represent the organizations' expecations for contribution /membership for the next fiscal year.
Art Museum of Western Virginia (Taubman Museum)
$40
$40
$40,000
$40
Contractual Agreement
Art Museum of Western Virginia (Taubman Museum) -
Roanoke County Schools Education Program
$41
$41
$41,700
$41
Contractual Agreement
Greenway Commission
$28
$34
$34,300
$34
Roanoke Regional Partnership
$173
$174
$175,033
$175
Roanoke Valley Convention and Visitors Bureau
$162
$201
$447,168
$447
Sub -Total $445,856 $492,156
$738,201
Grand Total Cultural, Tourism & Other $821 $875 $173707214