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Home My WebLink About3/26/2013 - RegularRoanoke County Board of Supervisors March 26, 2013 INVOCATION: Pastor Brian Swafford Gospel Light 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." Page 1 of 6 Roanoke County Board of Supervisors Agenda March 26, 2013 Good afternoon and welcome to our meeting for March 26, 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 Department of Social Services Employee, Robin Salo, recipient of the 2013 Golden Halo Award (Joyce Earl, Director of Social Services) 2. Recognition of Assistant Chief of Police, Terrell Holbrook, recipient of the 2013 Golden Halo Award (Howard B. Hall, Chief of Police) 3. Recognition of the 2012 Roanoke County Police Department Employees of the Year and Introduction of the Department's New Assistant Chiefs (Howard B. Hall, Chief of Police) 4. Recognition of the 175 anniversary of the organization of the County of Roanoke, Virginia (Diana Rosapepe, Director of Library Services) Page 2of6 D. BRIEFINGS E. NEW BUSINESS 1. Resolution granting a waiver to the American Cancer Society and Relay for Life of Vinton under Section 13 -23 of the Roanoke County Code to the provisions of the County's Noise Ordinance, Article II. Noise of Chapter 13. Offenses - Miscellaneous (Paul M. Mahoney, County Attorney) 2. Request to adopt a resolution setting the allocation percentage for personal property tax relief for the 2013 tax year (Laurie L. Gearheart, Assistant Director of Finance) 3. Request to adopt the Roanoke County School Budget for the fiscal year 2013 -2014 (Rebecca Owens, Director of Finance; Jerry L. Canada, Chairman, Roanoke County School Board; Dr. Lorraine Lange, Superintendent of Schools and Penny Hodge, Assistant Superintendent of Finance, Roanoke County Schools) F. REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCE - CONSENT AGENDA: Approval of these items does not indicate support for, or judge the merits of, the requested zoning actions but satisfies procedural requirements and schedules the Public Hearings which will be held after recommendation by the Planning Commission 1. The petition of April Caudle to obtain a Special Use Permit in a R -2, Medium Density Residential, District for the operation of a family day care home on approximately 2.00 acres, located at 5629 Cove Road near the Glen Haven, Montclair Estates and Glen Cove subdivisions, Catawba Magisterial District G. FIRST READING OF ORDINANCES 1. Ordinance authorizing the Board of Supervisors of Roanoke County to enter into and execute an amended extraterritorial arrest powers agreement with the City of Roanoke, City of Salem and the Town of Vinton (Howard B. Hall, Chief of Police) APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Parks, Recreation and Tourism Advisory Commission (appointed by District) 3. Social Services Advisory Board (appointed by District) Page 3of6 I. 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 1. Approval of minutes — February 26, 2013 2. Request from the Fire and Rescue Department to accept and appropriate funds in the amount of $136,400 for grants #WV- CO3/12 -12 from the Virginia Department of Health 3. Resolution waiving the value engineering requirement for the Vinton Library Construction Project 4. Resolution amending 062811 -5.g, 062811 -5.h and 062811 -5.i requesting changes in the Virginia Department of Transportation Secondary System of State Highways, Route 766, Stable Road, Route 674, Clearbrook Lane and Route 675, Clearbrook Village Lane, Cave Spring Magisterial District 5. Request to accept and appropriate $19,161.80 in contributions from Cave Spring Volunteer Fire Company toward the shared purchase of apparatus upgrades to Ladder 3 6. Donation of five (5) drainage easements on property located in "Orchard Park" in the Hollins Magisterial District 7. Donation of a drainage easement on property located in the "Lindenwood" Subdivision in the Vinton Magisterial District J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency Page 4 of 6 4. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of February 28, 2013 5. Comparative Statement of Budgeted and Actual Revenues as of February 28, 2013 6. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of February 28, 2013 7. Accounts Paid — February 28, 2013 N. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2.3711.A.1, Personnel, namely discussion concerning an appointment to the Roanoke Valley Greenway Commission 2. Section 2.2- 3711.A.3, Disposition of real property, namely approval of the sale of School Board property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the County and the School Board EVENING SESSION O. CERTIFICATION RESOLUTION P. PUBLIC HEARING 1. Public hearings for citizen comment on the following items: (W. Brent Robertson, Director of Management and Budget) (a) Real estate, personal property and machinery and tools tax rates (b) General comment on the upcoming annual budget for fiscal year 2013- 2014 2. Request to adopt the following tax rates for calendar year 2014: (W. Brent Robertson, Director of Management and Budget) (a) Real estate tax rate of $1.09 per $100 assessed valuation (b) Personal property tax rate of $3.50 per $100 assessed valuation (c) Machinery and tools tax rate of $3.00 per $100 assessed valuation Page 5of6 Q. PUBLIC HEARING AND SECOND 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 granting an underground easement for AEP at 6461 Merriman Road at Starkey ball field No. 7, Cave Spring Magisterial District (Paul M. Mahoney, County Attorney) 4. POSTPONED AT THE REQUEST OF THE PETITIONER. The petition of Old Heritage Corporation to rezone approximately 1.880 acres from R -1, Low Density Residential, District to C -1 C, Office, District with proffered conditions, located near the intersection of Crossbow Circle and Franklin Road (Route 220 South) and including a portion of 5259 Crossbow Circle, Cave Spring Magisterial District R. CITIZEN COMMENTS AND COMUNICATIONS S. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Charlotte A. Moore 2. Richard C. Flora 3. Joseph B. "Butch" Church 4. Eddie "Ed" Elswick 5. Michael W. Altizer T. ADJOURNMENT Page 6of6 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: March 26, 2013 AGENDA ITEM: Recognition of Department of Social Services employee, Robin Salo, recipient of the 2013 Golden Halo Award SUBMITTED BY: Joyce Earl Director of Social Services APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Robin Salo, social worker with the Department of Social Services (DSS), has been selected as this year's recipient of the Golden Halo Award in the Child Protective Services category. This makes the fourth consecutive year that a Roanoke County DSS Child Protective Services social worker has won the award. The Golden Halo awards were created in 2008 to recognize and honor outstanding contributions to the cause of child abuse prevention, intervention and advocacy in the Roanoke Valley by the Children's Trust. Annually they honor individuals in the following categories: • Educator • Legal /Judicial • Child Protective Services • Medical Professional • Mental Health • Law Enforcement • Community Volunteer • Foster Parent Guardian Angel Nominations are submitted and a selection committee chooses the award winners who are recognized and honored at a reception. The year the benefit reception will be held on April 11 to at the Jefferson Center. Page 1 of 2 The Department is very proud that Robin Salo is being recognized by the Children's Trust for the work that she does in child protective services. Page 2 of 2 ACTION NO. ITEM NO. C -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 25, 2013 AGENDA ITEM: Recognition of Assistant Chief of Police, Terrell Holbrook, recipient of the 2013 Golden Halo Award SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Terrell Holbrook, Assistant Chief of Police, has been selected as this year's recipient of the Golden Halo Award in the Law Enforcement category. The Golden Halo awards were created in 2008 to recognize and honor outstanding contributions to the cause of child abuse prevention, intervention and advocacy in the Roanoke Valley by the Children's Trust. Annually they honor individuals in the following categories: • Educator • Legal /Judicial • Child Protective Services • Medical Professional • Mental Health • Law Enforcement • Community Volunteer • Foster Parent • Guardian Angel Nominations are submitted and a selection committee chooses the award winners who are recognized and honored at a reception. The year the benefit reception will be held on April 1 1 th at the Jefferson Center. Page 1 of 1 ACTION NO. ITEM NO. C -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Recognition of the 2012 Roanoke County Police Department Employees of the Year and Introduction of the Department's new Assistant Chiefs of Police SUBMIT'rED BY: Howard Hall Police Chief APPROVED BY: B. Clayton Goodman Ill County Administrator8n COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to recognize the 2012 Roanoke County Police Department Employees of the Year, commend longtime Assistant Chief Terrell Holbrook who will retire at the end of March, and introduce the Department's two new Assistant Chiefs of Police effective March 30. The 2012 Employees of the Year, as nominated by their peers, are: Uniform officer of the Year -- PO II John Musser Officer John Musser was selected by his peers for this award based on his outstanding job performance and notable accomplishments over the past year. In the words of one of his superiors, "Officer Musser is considered one of, if not the best, criminal investigators in the Uniform Division." Officer Musser was commended for his ability to carry out his day -to -day assignments with the utmost professionalism and attention to detail but also for going the extra -mile to work and solve complex cases. He was also applauded by his peers for his willingness to assist fellow officers and detectives with their assignments as well as the caring and positive way in which he interacts with subjects suffering with mental illness. Detective of the Year -- Andrea Morris Detective Andrea Morris was named Detective of the Year by her peers in - the Police Department's Criminal Investigations Division, During the past year, she was assigned a number of high profile investigations including a very public case involving the theft of more than $20,000 in vehicle batteries. Detective Morris used her experience and contacts with neighboring police departments to help solve this case and several others. She was also commended for her use of social media to reach out to the community to help solve crime. As one of her superiors wrote, "Several times throughout the year she was able to clear cases with the public's help by utilizing both traditional and social media" to gather information. special operations Officer of the Year — Johnny Runvon Police Officers are expected to show courage but we don't always hear the everyday stories that illustrate it. School Resource Officer Johnny Runyon exemplifies what it means to perform your job and to do it well — and why he was nominated for this honor by his peers. On September 25, Officer Runyon was in the William Byrd Middle School cafeteria when a student obviously in distress approached him and signaled that he was unable to breathe. The student was choking on food. Officer Runyon took quick action, performing the Heimlich maneuver on the child, along with back blows, causing the food to dislodge. Officer Runyon's quick reaction clearly prevented further injury to the student and possible brain injury or death due to choking. As one of his peers wrote, "Our job as an SRO is to protect and save the lives in our school. Johnny did this without any hesitation." Rookie of the Year - officer Christopher Gunter Officer Christopher Gunter was selected by his peers for this honor based on his outstanding work over the past year. Officer Gunter graduated from the Basic Academy in March 2612. Since then, he has answered 664 calls for service, issued 143 summonses, made 5 DUI arrests, obtained 48 warrants, and served 74 warrants for a total of 124 arrests. In the words of one of his superiors, "Officer Gunter is consistently one of the first to volunteer for special assignments — good and bad — and will modify his schedule to help the Department at a moment's notice." Officer Gunter is an excellent choice for Rookie of the Year and we are proud of his accomplishments. Leadership Award — s -qt. Chris Kuyper Sgt. Chris Kuyper was norniinated by his peers for his willingness to listen and help his fellow officers without hesitation — skills that are essential for a leader. Sgt. Kuyper was also commended for going out of his way to research new products to benefit the Department, as well as for his work mentoring and teaching fellow officers and recruits. As one of Sgt. Kuyper's peers wrote, he works hard to "make our life as patrol officers happy and safe... he is an asset to our Department and deserving of this award." Civilian of the Year — Mia Nguyen Mia Nguyen works in the Police Department's Records Division. She is a hard working and trusted employee who is to be commended for her years of dedication to the Department, willingness to help anyone at a moment's notice, as well as her warmth and enthusiasm. In nominating Mia for this award, one of her peers noted, "Mia is very organized and knowledgeable, never complains, always has a smile, and a positive attitude no matter what the situation." Assistant chiefs At the conclusion of the award's recognition, Chief Howard Hall will commend Assistant Chief of Police Terrell Holbrook for his many and dedicated years of service to - the Department. Assistant Chief Holbrook will retire from the Police Department at the end of March following more than 30 years of capable and loyal service with the County. On March 30, Lt. Chuck Mason and Lt. Mike Warner will officially become the Department's new Assistant Chiefs of Police. Lt. Mason will preside over operations and Lt. Warner will handle the Department's Administrative functions. UA Eel Wo Irk 11 1 14-01 ITEM NO. C -4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Recognition of the 1 75 Anniversary of the Organization of the County of Roanoke, VA SUBMITTED BY: Diana Rosapepe Director of Library Services APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMXnON: The County of Roanoke was formally organized on March 30, '1838, when it was simply a rural valley, carved out of what was then the vast county of Botetourt that stretched as far the Mississippi River and the Great Lakes. Time, circumstances, and truly visionary people have since transformed Roanoke County into a vibrant and thriving community that is both a successful commercial hub and a highly desirable residential area. Twenty -five years ago, the County appropriately celebrated its sesquicentennial, or 150 th anniversary, with a yearlong series of events and programs. Today, with this resolution, we mark the '175 anniversary as the halfway point to the next major milestone, the bicentennial in 2038. Many things undoubtedly will be different then but through all - the years of exciting change to come, during times of dynamic growth or economic stress, we can be confident that one constant will remain: Roanoke County will maintain its commitment to the well -being of its citizens. 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 26, 2013 PROCLAMATION BY THE BOARD OF SUPERVISORS RECOGNIZING THE 175 ANNIVERSARY OF THE ORGANIZATION OF THE COUNTY OF ROANOKE WHEREAS, the County of Roanoke was formally organized on March 30, 1838 when it was simply a rural valley, carved out of what was then the vast Botetourt land grant; and WHEREAS, time, circumstances and truly visionary people have since transformed Roanoke County into a vibrant and thriving community; and WHEREAS, this progress has stemmed from many sources, including dedicated County Supervisors and officials, citizens, business leaders, educators and others who saw its enormous potential and worked tirelessly to achieve it; and WHEREAS, the result of these efforts is now reflected in the high quality of life in Roanoke County that includes the government's ongoing commitment to provide excellent schools, ensure responsive public safety, support enhanced human services, and promote economic development opportunities; and, WHEREAS, twenty -five years (25) ago, Roanoke County appropriately celebrated its sesquicentennial, or 150 anniversary, with a yearlong series of events and programs; and WHEREAS, on March 30, 2013, Roanoke County will mark its 175 anniversary by acknowledging this date as the halfway point to the next major milestone, the bicentennial in 2038. Page 1 of 2 NOW, THEREFORE, WE, the Board of Supervisors of Roanoke County, Virginia do hereby proclaim the 175 anniversary of the organization of Roanoke County and reaffirms its support for the values and optimism that have sustained its growth and become its hallmark. Page of ACTION NO. ITEM NO. E -1 Wt AT A REGULAR MEETING OF THE BOARD of SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DA'rE: AGENDA ITEM: SUBMITTED BY: March 20, 2013 Resolution granting a waiver to the American Cancer Society and Relay for Life of Vinton under Section 13 -23 of the Roanoke County Code to the provisions of the County's Noise Ordinance, Article ll. Noise of Chapter 13. Offenses - Miscellaneous Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMA'T'ION: The American Cancer Society and Relay for Life of Vinton have requested a waiver from the county's noise ordinance under Section 13 -23 of the Roanoke County Code. The American Cancer Society and Relay for Life of Vinton are planning an annual overnight Relay for Life fundraiser at William Byrd High School beginning at 6:00 p.m. on Friday, April 19, 2013, and ending at 7:00 a.m. on Saturday, April 20, 2013. The County noise ordinance now prohibits noise as follows: Section 13 -21 (5) Operating or permitting the use or operation of any instrument, machine or any other device for the production of sound at a volume sufficient to be plainly audible through partitions common to two (2) residences within a building or plainly audible at 50 feet or more from such device or its source. This waiver would allow music and announcements overnight for this event. The attached resolution grants this waiver of the noise ordinance and authorizes the music and announcements to be made from 6;00 p.m. on April 19, 2013, to 7:00 a.m. on April 20, 2013. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends that the Board consider the adoption of the attached resolution. 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 26, 2013 RESOLUTION GRANTING A WAIVER TO THE AMERICAN CANCER SOCIETY AND RELAY FOR LIFE OF VINTON UNDER SECTION 13 -23 OF THE ROANOKE COUNTY CODE TO THE PROVISIONS OF THE COUNTY'S NOISE ORDINANCE, ARTICLE II. "NOISE" OF CHAPTER 13. "OFFENSES- MISCELLANEOUS" WHEREAS, Relay For Life of Vinton, a fundraiser for the American Cancer Society, will be holding its annual overnight Relay For Life event at William Byrd High School for the Town of Vinton, Roanoke County, and the general public on Friday, April 19 2013, from 6:00 p.m. to Saturday, April 20, 2013, at 7:00 a.m.; and WHEREAS, Relay for Life is held overnight to represent the journey of a cancer patient, and stress that cancer continues to exist even when the sun has set. In order to accommodate this atmosphere and bring the community together in the fight against cancer, American Cancer Society and Relay For Life of Vinton are requesting a waiver of the Roanoke County noise ordinance from 6:00 p.m. on Friday, April 19, 2013 to 7:00 a.m. on Saturday, April 20, 2013; and WHEREAS, Section 13 -23 of the Roanoke County Code establishes certain standards for the Board of Supervisors to grant waivers from the provision of the Roanoke County noise ordinance to avoid undue hardship upon consideration of certain factors set forth in sub - section (b) of Section 13 -23 and after making certain alternative findings. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 1 of 2 1. That the provisions of Section 13 -21. Specific acts as noise, sub - section (5) and Section 13 -20. General prohibition of Article II. Noise be waived from 6:00 p.m., April 19, 2013, to 7:00 a.m., April 20, 2013. 2. That this waiver is granted specifically to The American Cancer Society and Relay for Life of Vinton for the Relay for Life fundraiser at William Byrd High School on April 19 -20, 2013. Page of American Cancer Society 2840 Electric Road, Suite 105 Roanoke, VA 24018 March 5, 2013 Board of Supervisors of Roanoke 5204 Bernard Dr Fourth Floor Roanoke, VA 24018 To whom it May Concern: The Relay For Life of Vinton, a fundraiser for the American Cancer Society held. in Vinton located in Roanoke County, will be holding its annual overnight Relay For Life event at William Byrd High School for the Town of Vinton, Roanoke County, and the general public on Friday, April 19, 2013, from 6:00 PM to Saturday, April 20, 2013 at 7:00am. Relay For Life is held overnight to represent the journey of a cancer patient, and stress that cancer continues to exist even when the sun has set. In order to accommodate this atmosphere and bring the community together in the fight against cancer, the Relay For Life of Vinton is requesting a waiver of the Roanoke County noise ordinance for nine hours from 10:00 PM on Friday April 19, 2013 to 7 :00 AM on Saturday April 20, 2013. We have the capacity to control the volume of the music and announcements; however we would greatly appreciate not having to turn them off completely. The music and announcements beep the participants engaged at the event, and help to discourage them from leaving early. The money raised through Relay For Life is making a difference in the lives of cancer patients everywhere. Thanks in part to donations collected all across the United States of America, the American Cancer Society has helped to save 11 million cancer patients. Locally the money raised helps fund patient services such as free wigs, free rides to and from treatment, free breast cancer and prostate cancer support group, and to help beep our free 1 -800 number available all day, every day. Thank you for your consideration. Sincerely, Julie Satterwhite Angie Chewning Lewis American Cancer Society American Cancer Society Volunteer Community Manager Relay For Life of Vinton, Chairperson 1 0 a a! Big' (* K� 4 1 C, A t w 1 1 Q TZ k L rf 7, 7, 7 T � M i M, Al T o .7, #7 a 77 F74m :P. Lm !KAWA*AF;3!"- - IF, (q p A V7 O AZ RA AL r�l TY �- 1 ? F - ,1 � R � r7 1� S• -� !. . . 4v L"= � �� - "i PAW 11:1-1, 7 -4 7 1 - 1 - t ?7 - , 77 f 670 74 ( J ,I 7 7, -M V6 SUMMARY OF INFORMATION: The County uses The PPTRA Allocation Model developed by the State to calculate the effective reimbursement rate. This model uses historical trends and a five (5) -year rolling average to calculate the effective reimbursement rate. This same methodology for calculating the rate is used by many of our neighboring localities. In 2013, once again County staff computed the effective reimbursement rate based upon the PPTRA allocation model. The percentage is similar to those localities that are ready to adopt their resolutions. The rate for the County is 61.34% and The Town of Vinton is 64.48 %. The Board is required by the State to annually adopt a resolution setting the percentage reduction in personal property for that year. The attached resolution establishes the percentage reduction at 61.34% for the 2013 tax year. FISCAL IMPACT: The percentage reduction is calculated to distribute the $12,229,857 block grant allocation from the State in the manner described above. There will be some timing delays in the receipt of the State funds, since they are now being received in the following fiscal year (2013- 2014), but we will be allowed to accrue these funds back to the 2012 -2013 year for accounting purposes so that our budget will be balanced. STAFF RECOMMENDATION: Staff reviewed this calculation and recommend adopting the attached resolution which establishes the percentage reduction for personal property tax relief at 61.34% for Roanoke County for the 2013 tax year. Page of AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 RESOLUTION SETTING THE ALLOCATION PERCENTAGE FOR PERSONAL PROPERTY TAX RELIEF IN ROANOKE COUNTY FOR THE 2013 TAX YEAR WHEREAS, in accordance with the requirements set forth in Section 58.1 -3524 (C) (2) and Section 58.1 -3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or "PPTRA ") of Chapter 951 of the 2005 Acts of Assembly and qualifying vehicle with a taxable situs within the County commencing January 1, 2013, shall receive personal property tax relief; and WHEREAS, this Resolution is adopted pursuant to Ordinance 122005 -10 adopted by the Board of Supervisors on December 20, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued at $1,001 - $20,000 will be eligible for 61.34% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 61.34% tax relief on the first $20,000 of value; and 4. That all other vehicles which do not meet the definition of qualifying (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. Page 1 of 2 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to Roanoke County by the Commonwealth of Virginia. 6. Supplemental assessments for tax years 2005 and prior shall be deemed non - qualifying for purposes of State tax relief and the local share due from the taxpayer shall represent one hundred percent (100 %) of the assessed personal property tax. 7. That this Resolution shall be effective from and after the date of its adoption. Page of ACTION NO. ITEM NO. E -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINIslfRA CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Request to adopt the Roanoke County School Budget for the fiscal year 2013 -2014 SUBMITTED BY: Rebecca Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator �-- COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY of INFORMATION: The Roanoke County School Board has submitted the attached budget for the 2013 -2014 fiscal year. The School Board approved this budget at their meeting on March 14, 2013, and in accordance with State law, has now submitted it for Board of Supervisors approval. Jerry Canada (Chairman of the Roanoke County School Board), Dr. Lorraine Lange (Superintendent of Schools), and Penny Hodge (Assistant Superintendent of Finance) will attend the Board of Supervisors meeting to present the school budget. STAFF RECOMMENDATION: Staff recommends approving and adopting the attached school board budget for the 2013- 2014 fiscal year. Page 1 of 1 � � � � � � 1 11 o �� GOV NTY PUe�, �Z a 0 �9� l�� n � fNT � 1 � 1 / / � Roanoke County Public Schools School Board Members Jerry L. Canada, Chairman Hollins District C. Drew Barrineau, Vice Chairman Windsor Hills District H. Odell "Fuzzy" Minnix Cave Spring District Michael W. Stovall Vinton District David M. Wymer Catawba District IP Dr. Lorraine S. Lange School Superintendent Penny A. Hodge, CPA, SFO Assistant Superintendent of Finance David E. Atkins Finance Manager Susan L. Peterson, CPA Finance Manager 593 7 Cove Road, Roanoke, Virginia 24019 www. res. k12. va. us t Table of Contents ► Summary School Board Agenda Report ............................................... ............................... 1 -3 MissionStatement ...................................................................... ..............................4 Budget Development Calendar .................................................. ..............................5 Budget Development Process ............................................... ............................... 6 -8 Basisof Presentation .................................................................. ..............................9 Budget Summary - All Funds ................................................... .............................10 General Fund Revenues per Pupil ............................................ ..............................1 I General Fund Revenues .................................................... ............................... 12 -13 Description of General Fund Expenditures by Budget Categories ........................14 General Fund Expenditures per Pupil ....................................... .............................15 General Fund Expenditure Summary by Department ............... .............................16 StudentEnrollment ................................................................... .............................17 Historical Fund Balance Data ................................................... .............................18 Other School Funds GrantFund ........................................................................ ............................... 20 -21 NutritionFund ........................................................................... .............................22 Instructional Resources Fund .................................................... .............................23 CapitalFund .............................................................................. .............................24 DebtFund .................................................................................. .............................25 Laptop Insurance Reserves Fund .............................................. .............................26 BusFund ................................................................................... .............................27 MEETING DATE AGENDA ITEM March 14, 2013 Request to Adopt FY 2013 -14 School Budget SUMMARY OF INFORMATION The School Board is required by state code to adopt an annual school budget by April 1 of each year. The General Fund budget for 2013 -14 reflects revenues based on aid for education in the General Assembly budget released on February 28, 2013 via the Virginia Department of Education. A revenue revision has been made since the Budget Summit conducted on March 7, 2013 and includes the following budgetary impacts: • State revenue reductions of $412,150 have been reduced to $291,005 as a result of adding back state revenues associated with the joint alternative school program that had been backed out incorrectly. • The local revenue sharing formula has been updated with the revised state revenues and results in a reduction in the county transfer from $621,867 to $561,294. The General Fund budget of $133,799,052 reflects an increase of $886,567 or 0.7% more than the preceding year. The revenue changes include the following: • Decrease in state funding of $291,005. The state share of a 2% salary incentive has not been included in this budget. • Increase in the local appropriation from the County Board of Supervisors of $561,294. • Increase in other revenues of $130,014 primarily from an increase in E -rate reimbursements available with the expansion of the school broadband in 2013 -14. • Decrease in federal revenues of $28,852 from the expiration of federal stimulus funding. This does not include the federal sequestration cuts which are reflected in the separate grant fund budget. • Increase in the allocation from health reserves of $515,116 to offset the increase in the health and dental insurance premiums and the other post - employment benefits trust payment. The school budget for 2013 -14 will be increased for certain expenditures including the following: • Annual increase in the capital improvement joint financing plan in partnership with the Board of Supervisors • Health and dental insurance rate increases • Funding for special education positions that are essential and no longer funded within the federal grant award or as a result of the sequestration cuts to special education • Increase in the Governor's School tuition rate • Increase in rates for electricity The proposed budget does not include school closings or layoffs of full -time contracted employees. This budget continues the hiring freeze and many positions that are being voluntarily vacated through resignation or retirement will not be filled next year in order to balance the budget. The budget cuts that are recommended to balance to the state, federal, and local funding for the school division include the following: • Reduction in fuel budget by incorporating a new pricing methodology that locks in diesel fuel rates for the following year ensuring budget stability in this expenditure area • Elimination of employee positions due to retirements • Leasing of technology purchases to spread the cost over four years and ease into a refresh program for devices that now serve as the vehicle for accessing instructional resources • Reduction in Central Office positions (25.8 FTE's reduced since 2009) • Implementation of a custodial pilot program in three schools • Reduction of career and technical education equipment purchases to offset sequestration cuts in federal funding for this program area Although the General Assembly budget includes partial funding fora 2% salary increase for school employees, the proposed budget does not qualify for that funding. In 2012 -13 (current year), the School Board funded a 3.75% cost of living increase and the full 5% VRS salary adjustment (offset with a corresponding 5% employee deduction) with 100% local funding. The School Board and Superintendent lobbied the Governor and legislators to allow this investment in employee salaries to satisfy the 2% incentive funding criteria. Despite the fact that the School Board and Board of Supervisors made it a priority to address teacher salaries a year early, the General Assembly budget did not include language to allow our request without providing an additional 2% salary increase. It would require an additional $919,000 in local funds or further budget cuts to provide a 2% salary increase to all school employees. To that end, the General Fund budget reflects salary and benefit adjustments including the following: • Salaries were frozen in 2009 -10, 2010 -11, and 2011 -12. A salary increase was approved in 2012 -13 as outlined above. This proposed budget does not include a salary increase for school employees in 2013 -14. • Health and dental insurance premiums will increase in 2013 -14 but the increase in the employee rate will be funded with the health and dental reserves. • There is no change in the VRS retirement or life insurance rates. Information on the Other Funds: Grants — This fund will reflect sequestration cuts in special education and disadvantaged school programs. The special education positions cut by sequestration will be moved to the General Fund so that mandatory special education services will continue. School Nutrition — This fund is 100% self- sustaining with sales of breakfasts and lunches to students and staff. As required by federal law, the price of lunches will be increased by ten cents in 2013 -14 in secondary schools. This is not a voluntary increase but is required under the law. Instructional Resources —The local match for textbooks has been level funded and the focus on providing digital resources whenever appropriate will continue. Capital — This fund includes the joint funding of the Bogle field artificial turf reserve by the School Board and Board of Supervisors as well as the state technology initiative. Debt — This fund reflects the payment of principal and interest for all school debt and is jointly funded by the School Board and Board of Supervisors. 2 Laptop Reserve — This fund reflects the self- insured student laptop fee and warranty reimbursements for the student laptop program. The take home laptop program for grades 9 -12 will continue under this recommendation. The laptop insurance fee will remain at $50 per year. School Buses — The annual allocation for bus purchases will be level funded and reflect the second year of reduced funding for bus replacements. The School Board may choose to allocate funding from other sources including year -end balance or minor capital to purchase buses. There is no annual transfer for the replacement of support vehicles which was eliminated in 2012 -13 during the budget balancing process. The School Board will reevaluate the bus replacement plan in a board retreat to be held later this year. Since there will be no increase in employee salaries in 2013 -14, the salary scales will remain the same for 2013 -14 and the unified pay plan will be presented at a future School Board meeting for official approval. . STAFF RECOMMENDATION Staff recommends adoption of the attached budget for 2013 -14. In addition, staff recommends that all funded outstanding encumbrances, both operating and capital, at June 30, 2013, are re- appropriated to the 2013 -14 fiscal year to the same department and account for which they were encumbered in the previous year. This will allow budgeted amounts for purchases of goods near the end of the year to be rolled into the next budget year to cover the invoices received after year -end. 3 Roanoke County Public Schools Mission Statement The mission of Roanoke County Public Schools is to ensure quality learning experiences designed to equip all students with the skills to adapt and thrive in a changing global environment. Beliefs and Assumptions • All children can learn. • The individual school controls enough variables to assure that virtually all children can be motivated to learn. • A school's stakeholders are the most qualified people to implement needed changes. • School -by- school change is the best hope for reform. "Leaning for all, whatever it takes " 11 Roanoke County Public Schools Budget Development Calendar November 2012 ■ Identification and prioritization of budget initiatives and budget reductions based on Comprehensive Plan and state forecasts December 2012 • Budget kick -off and distribution of Budget Preparation Instructions to staff • Budget Development Calendar presented to School Board • Budget cycle discussed with Employee Advisory Committee • Preliminary revenue estimates prepared based on proposed Governor's budget January 2013 • Operating Budget Requests submitted to Finance Office by all departments • School Nutrition Services, Textbooks, Debt and Grant Budget Requests submitted to Finance Office • Draft Operating Budget compilations distributed to Senior Staff • Revenue projections updated based on proposed House and Senate budgets • Public comment on FYI 3 -14 Operating Budget Februar 2013 • Operating Budget discussions — Superintendent and Senior Staff • Joint meeting with School Board and Board of Supervisors • Preliminary revenue sessions with local government • Preliminary revenue projections updated based on General Assembly action • Budget work session with Employee Advisory Committee 1VMarr.h 7.(11 I • Budget Summit with School Board and staff • Joint Budget Work Session with Board of Supervisors • Presentation of Executive Budget Summary to School Board • School Board adoption of FYI 3-14 Operating Budget and Other Fund Budgets • School Board adopted budgets presented to Board of Supervisors April 2013 • Public hearings and discussions with School Board, School Staff and Board of Supervisors on Operating Budget • Finance Office distributes per pupil cost for public education in accordance with state law by April 15 Mgy 2013 ■ Board of Supervisors adopts FY13 -14 budget for school system 5 Roanoke County Public Schools Budget Development Process The School System budget cycle is divided into a five -step process that includes planning, preparation, adoption, implementation, and evaluation. The process is driven by two objectives: to develop a budget that will provide every child in the school system with the best possible educational opportunities and to optimize the use of available resources. Within this framework, the School Board attempts to balance the educational needs of students with the resources available to the school system from local, state, and federal sources. Budget Planning For the fiscal year that begins July 1, the budget planning process starts the prior year when the School Board adopts a budget calendar. The calendar includes important activities in the budget process and the dates on which important decisions are scheduled. Once adopted, the calendar represents the guidelines for the preparation and adoption of the budget for the school system. Preparation of the School Budget Preparation of the school operating budget includes input from each school and input from the following budget committees: Superintendent's Budget Committee Penny Hodge, Chairperson Lorraine Lange, Superintendent Jerry Canada, School Board Drew Barrineau, School Board Fuzzy Minnix, School Board Mike Stovall, School Board David Wymer, School Board Allen Journell, Deputy Superintendent Carol Whitaker, Assistant Superintendent Jessica McClung, Director, PPS /Special Ed Ken Nicely, Secondary Instruction Rebecca Eastwood, Elementary Instruction Martin Misicko, Director of Operations David Atkins, Budget and Finance Susan Peterson, Budget and Finance Rebecca Owens, Roanoke County Senior Staff Budget Committee Penny Hodge, Chairperson Lorraine Lange, Superintendent Allen Journell, Deputy Superintendent Carol Whitaker, Assistant Superintendent Ken Nicely, Instruction Rebecca Eastwood, Instruction Ben Williams, Testing and Remediation Michele Dowdy, School Counseling Services Fran Kiker, School Counseling Services Employee Advisory Committee Angela Davis, Green Valley Brian Ruble, Glenvar MS Carol Webster, BCAT Carolyn Penn, Northside Middle Craig Hodge, William Byrd MS Don Higgins, Maintenance Gloria Gibson, Mountain View Kathryn Foley, Fort Lewis Krista Lyle, Mount Pleasant Lauren Cundiff, Masons Cove Ben Williams, Testing /Remediation Dave Trumbower, Classified Personnel Martin Misicko, Operations David Atkins, Budget and Finance Brenda Chastain, School Board Clerk Angela Roberson, Deputy Clerk Ed Tutle, Nutrition Chuck Lionberger, Community Relations Susan Peterson, Budget and Finance Missy Chapman, Glenvar Elementary Nancy Hoffman, Cave Spring HS Nichole Huffman, Cave Spring MS Ralph Russo, Hidden Valley MS Sarah Hollett, William Byrd HS Sharon Falls, Burlington Sheree Anderson, W E Cundiff Sherry Siska, Glenvar HS Tammy Wood, Northside HS Thom Ryder, Oak Grove 0 Roanoke County Public Schools Budget Development Process Emnlovee Advisory Committee (continued Laurie Aylor, H L Horn Lori Clark, Clearbrook Marsha Wray, Cave Spring Elementary Lisa Sykes, Hidden Valley HS Michael Glascock, Bonsack Linda Carr, Back Creek Lee Sturgill, Glen Cove Budget Adoption The budget for the school division for the next fiscal year is presented at board meetings and work sessions in February and early March. On or before April 1 of each year, the School Board adopts the next fiscal year's budget and submits to the Board of Supervisors for approval. The school division operates as a legally separate component unit. However, the school division is fiscally dependent upon the County of Roanoke with approximately 49% of the school budget funded by local taxes. The final adoption and appropriation occur in May of each year. In 2012, the school system received its seventh Association of School Business Officials International (ASBO) Meritorious Budget Award for Excellence in the preparation and issuance of the 2012 -13 school system Annual Budget document. The award represents a significant achievement by Roanoke County Public Schools and reflects the commitment of the school division and staff to meeting the highest standards of school budgeting. Budget Implementation The fiscal year begins on July 1 of each year when the newly adopted budget becomes available for spending. Department administrators receive monthly reports which reflect the budgeted amount, year to date expenditures, encumbrances, and the amount remaining for expenditure. Upon review of these reports, the administrators may request budget transfers to align the budget with their spending priorities. The board members receive monthly and quarterly reports of revenues and expenditures to date. Budget Evaluation The last step in the budget process is the evaluation of the financial plan. The results of operation for the fiscal year are reported annually in the School Board's Comprehensive Annual Financial Report (CAFR), which is audited by a certified public accounting firm. The Superintendent's Annual School Report is also prepared annually in accordance with regulations set by the Virginia General Assembly. For the past twelve years, Roanoke County Public Schools has received two prestigious awards for its CAFR. The first award is the Certificate of Excellence in Financial Reporting from the Association of School Business Officials International (ASBO). This is an international award that recognizes excellence in preparation and issuance of school system financial reports. The second award received is the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) of the United States and Canada. The Certificate of Achievement is a national award that recognizes conformance with the highest standards for preparation of state and local government financial reports. 7 Roanoke County Public Schools Budget Development Process FY 2013 -14 Special Considerations The enclosed budget document represents the revenues of the school system as approved by the General Assembly for 2013 -14 including a reduction in state revenues of $291,005. The local appropriation is based on preliminary local tax revenues provided by the Board of Supervisors applied to the revenue sharing formula used by the School Board and Board of Supervisors for many years. The allocation to schools is subject to change pending the final analysis of the local tax revenues in late March. In addition, the school budget utilizes health reserve funds to offset the increased cost of the employee health insurance. The expenditure budget for 2013 -14 reflects increased costs for the school capital financing plan (in partnership with the Board of Supervisors), health and dental rate increases, funding for special education teaching positions no longer funded within federal grant awards or as a result of federal sequestration, increase in the regional Governor's School tuition rates, and increases in utility rates. It also includes a reduction in the fuel budget through the use of a new pricing methodology that locks in diesel prices for the following year, leasing of student laptops, implementation of a pilot custodial program, and reduction of an additional two Central Office positions. The proposed budget does not include a raise for school employees, changes in the state retirement premiums, closing of any schools, or the filling of several positions to be vacated through retirement or resignation as of June 30, 2013. Salaries for school employees were frozen in 2009 -10, 2010 -11, and 2011 -12. In 2012 -13, the School Board and Board of Supervisors funded a 3.75% salary increase and implemented the full 5% VRS employee deduction (and corresponding 5% salary adjustment as mandated by the General Assembly). The School Board will be unable to access state funds for a 2% salary incentive in 2013-14 due to the investment of 100% local funds for salary increases in 2012-13. The 2013-14 salary scales for school employees will remain the same as 2012-13. 0 Roanoke County Public Schools Basis of Presentation The accounting system of the Roanoke County Public School division is organized and operated on the basis of self - balancing accounts which comprise its assets, liabilities, fund balances, revenues, and expenditures, as appropriate. School system resources are allocated to and accounted for in individual funds based upon the purpose for which they are to be spent and the means by which spending activities are controlled. The various funds are as follows: General Fund The General Fund consists of the necessary expenditures for the day -to -day operations of the School System for the upcoming fiscal year. This includes costs such as teacher salaries, supplies, equipment, and other operating costs. Grants Fund The Grants Fund accounts for federal, state, and private grants to provide critical support for the instructional program. School Nutrition Fund The School Nutrition Fund accounts for the revenues and expenditures necessary to operate school cafeterias. The primary source of funding for this budget comes from cafeteria sales and federal reimbursements for free and reduced lunches. This fund is self - sustaining and does not receive any assistance from the General Fund. Instructional Resources Fund The Instructional Resources Fund consists of the costs associated with the purchase of new textbooks (in hard copy or digital format) and consumable instructional materials related to the subject areas. This fund is subsidized by the School General Fund through an interfund transfer. Capital Fund The Capital Fund represents state funding for technology and small capital projects. Debt Fund The Debt Fund represents the payment of principal and interest for loans used to build /renovate school facilities. Laptop Insurance Reserves Fund The Insurance Reserves Fund includes the student insurance fee, laptop computer warranty reimbursements, and the related replacement of parts and batteries. School Bus Fund The School Bus Fund accounts for school bus replacements. 9 Roanoke County Schools Budget Summary -All Funds FY 2013 -14 Fund Budget 2012 -13 Budget 2013-14 Increase (Decrease) Percent Change General Fund 132,912,485 133,799,052 886,567 0.7% Grants Fund 5,234,216 5,113,019 (121,197) -2.3% School Nutrition Fund 5,79100 5,81800 2700 0.5% Instructional Resources Fund 947,592 945,575 (2,017) -0.2% Capital Fund 82400 845,488 21,488 2.6% Debt Fund 14,158,141 14,177,897 19,756 0.1% Laptop Insurance Reserves Fund 35800 30500 (53,000) -14.8% School Bus Fund 32500 32500 0 0.0% Total Funds 160,551,034 161 X9,631 778,597 0.5% 10 Roanoke County Public Schools General Fund Revenues Per Pupil FY 2013 -14 Estimated Average Daily Membership 1 139835 Other Revenue ,Transfers In —Sales Tax Federal Revenue 11 Budget 2012 -13 Budget 2013-14 Percent of 2013-14 Revenue Per Pupil State Sales Tax 1306,793 1306,793 10.4% 104 State Revenue 52,100,605 510900 38.7% 3,745 Federal Revenue 275,300 246,448 0.2% 18 Transfer from County 64,484,024 65,045,318 48.6% 4,702 Other Revenue 815,763 945,777 0.7% 68 Transfers In 1,35000 1,865,116 1.4% 135 Total Revenues 132,912,485 133,799,052 100.0% 9,671 Estimated Average Daily Membership 1 139835 Other Revenue ,Transfers In —Sales Tax Federal Revenue 11 Roanoke County Public Schools General Fund Revenues FY 2013 -14 12 Actual 2009 -10 Actual 2010 -11 Actual 2011 -12 Budget 2012 -13 Budget 2013 -14 Increase (Decrease) State SOQ Revenues State Sales Tax 14,296,174 15,018,428 15,419,884 1306,793 1306,793 - State Basic Aid 39,530,775 35,206,332 35,979,230 36,597,238 36,247,075 (350,163) SOQ - Vocational Education 885,671 755,353 745,933 447,562 447,553 (9) SOQ - Special Education 5,891,640 5,930,916 5,856,953 5,906,067 5,923,490 17,423 SOQ - Gifted Education 433,209 41%640 414,407 40304 403,675 (9) SOQ - Remedial Education 375,448 400,990 395,989 465,114 465,104 (10) Retirement 2,416,342 1,426,777 2,154,917 3,896,424 3,896,340 (84) Social Security 2,502,984 2,415,263 2,385,143 2,334,344 2,334,294 (50) Group Life 67,388 83,928 8201 149,187 149,184 (3) English as a Second Language 200,263 - - - - - SOQ - Remedial Summer School 11%945 94,952 60,505 61,505 67,505 600 Support for School Operating costs - - 1,193,677 629,707 630,559 852 EpiPen Grant - - - 2,659 - (2,659) LCI Hold Harmless - 85001 - - - - Total SOQ Revenues 66,719,839 620200 640%519 64,780,284 64,451,572 (328,712) Lottery Funded Programs: At Risk 124,567 167,193 165,484 260,352 260,503 151 Foster Home Children 289,336 210,121 231,326 234,177 323,344 8% 167 Special Ed - Regional Tuition 51,376 6609 41,142 60,461 41,275 (I%186) Voc Ed -State Equipment 18,875 16,694 1%585 - 8,096 8,096 Voc Ed -State Adult Education 10,193 %055 2,757 - 1,517 1,517 Voc Ed -State Occup /Tech Ed 64,617 66,533 7709 84,966 5%387 (25,579) Disparity: K -3 423,732 - - 345,936 358,979 13,043 English as a Second Language - 171,569 186,164 201,203 167,921 (33,282) Enrollment Loss 361,380 - - - - - Support for Construction /Operating 1,111,421 - - - - - Total Incentive Revenue 2,455,497 707,174 724,127 1,187,095 1,221,022 33,927 State Categorical Revenues Homebound Payments 23,989 23,767 1%942 20,019 23,799 3,780 State Grant Revenue 1016 10,379 11,109 - - - Total Categorical Revenue 3405 34,146 31,051 20,019 23,799 3,780 Total State Revenue 69,209,341 63,343,980 65,444,697 65,987,398 65,696,393 (291,005) Federal Revenue Medicaid Reimbursement 13604 128,503 182,842 40,365 72,362 31,997 Medicaid - Administrative Claiming 36,388 40,927 3801 - - - Medicaid Cost Report - 115,737 122,824 - - - AFJROTC Reimbursement 47,311 50,071 55,572 4900 4100 (8,000) Federal Land Use 2,861 2,465 2,486 1,000 1,000 - Federal Grants 300 492 3,514 - - - Voc Ed - Carl Perkins Act 140,191 146,455 149,315 14000 13206 (7,914) Federal Stumulus (ARRA) 3,826,955 7,724,620 24,303 44,935 - (44,935) Total Federal Revenue 4,193,310 8,209,270 579,537 275,300 246,448 (28,852) Local Revenue 12 Roanoke County Public Schools General Fund Revenues FY 2013 -14 Total General Fund Revenue 138,968,577 136,964,053 133,141,895 132,912,485 133,799,052 886,567 13 Actual Actual Actual Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013 -14 (Decrease) Local Appropriation- County 61,066,058 62,341,696 6406,725 6406,725 64,568,019 561,294 Transfer from County - CSA 2,09900 1,775,390 1,59900 - - - Transfer from County - Dental 432,718 442,275 477,299 477,299 477,299 - Transfer from Alternative School - - 11501 - - - Transfer from Internal Services 1,130,863 - 78,844 1,35000 1,865,116 515,116 Total Local Revenue 64,728,639 64,559,361 66,276,949 65,834,024 66,910,434 1,076,410 Other Revenue Interest Income 67,219 97,476 63,379 8000 6500 (15,000) Student Parking Fees - - - 5000 5000 - Rental of School Property 6,073 5,225 22,775 - - - Tuition - Regular School 98,076 8301 88,776 8000 8000 - Tuition - Summer School 26,113 65,562 65,700 6000 6000 - Tuition - Summer Physical Ed 22,131 1% 175 - - - - Teacher Certification 3000 3000 2500 - - - Industry Certifications 12,055 10,569 11,536 - - - Tuition - Adult Education 22,314 - 3,899 - - - Tuition - Preschool (LEAP) 155,219 16303 121,190 16303 16303 - Roanoke County - Taubman - - 41,700 - - - Other Miscellaneous Revenue 8,890 11,310 26,548 300 300 - E -rate Reimbursement 24202 224,175 264,501 267,280 435,214 167,934 Bogle Field Recovered Costs 3,332 2,303 3,647 - - - Tuition from Other Localities 15,913 15,913 10,387 1300 1300 - Regional Alternative School 3%820 38,200 3%449 38,200 15,280 (22,920) Online High School Tuition 87,450 84,050 52,225 6000 6000 - Total Other Revenue 837,287 851,442 840,712 815,763 945,777 130,014 Total General Fund Revenue 138,968,577 136,964,053 133,141,895 132,912,485 133,799,052 886,567 13 Roanoke County Public Schools General Fund Expenditures by Budget Categories The education of students is a labor- intensive operation that is reflected in the allocation of the financial resources of the school system. For the 2013 -14 fiscal year, contract salaries and fringe benefits represent 83% of expenditures in the operating budget. The major department budget areas are described below. Classroom Instruction expenditures include classroom expenditures other than personnel such as the development of curriculum and instructional programs which support the standards of quality and the administration of schools and programs in compliance with state, federal, and school board mandates, policies, and guidelines. Classroom instruction also includes expenditures associated with educational testing, career education programs, special education services, homebound instruction, and guidance services. Personnel is the largest expenditure in the school operating fund. These departments include the salary and fringe benefit costs for classroom personnel, instructional and central office support staff, and school administration. Support services are expenditures related to providing transportation for regular, special, and summer school programs and the maintenance and operation of all school facilities. Central support departments include expenditures for the school board, school superintendent, budget and finance, community relations, pupil assignment, and staff development. Property insurance for school buildings, worker's compensation, and fund transfers for debt and textbooks are budgeted under central support. Special programs capture the cost of providing summer school and adult education classes. 14 Roanoke County Public Schools General Fund Expenditures Per Pupil FY 2013 -14 Estimated Average Daily Membership 13,835 15 Budget 2012 -13 Budget 2013-14 Percent of 2013-14% Cost Per Pupil Classroom Instruction 5,903,225 5,973,764 4.5% 432 Personnel 110,503,048 110,887,405 82.9% 8,015 Central Support 9,191,956 905,416 7.2% 700 Support Services 6,953,476 6,961,772 5.2% 503 Special Programs 360,780 290,695 0.2% 21 132,912,485 133,799,052 100.0% 9,671 Estimated Average Daily Membership 13,835 15 Roanoke County Public Schools General Fund Expenditures Summary by Department FY 2013 -14 Actual Actual Actual Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) Classroom Instruction: Instructional Programs - Elementary Instructional Programs - Secondary Deputy Superintendent of Administration Testing and Remediation Career and Technical Education Pupil Personnel and Special Education School Counseling Services Media Services Total Classroom Instruction Personnel: Instructional Personnel Administrative Personnel Classified Personnel Employee Insurance Benefits Total Personnel Central Support: School Board School Superintendent Budget & Finance Community Relations Staff Development Pupil Assignment Total Central Support Support Services: Transportation Facilities & Operations Total Support Services Special Programs: Summer School Adult & Continuing Education Total Special Programs Emergency Contingency Total General Fund Expenditures 553,066 514,146 924,917 545,707 577,124 31,417 486,438 492,633 523,024 438,448 455,693 17,245 1,266,207 1,337,603 1,337,636 1,472,901 1,472,901 - 338,915 362,175 364,761 377,767 396,267 18,500 471,176 466,739 472,972 433,291 415,171 (18,120) 575,074 800,839 686,080 655,545 687,542 31,997 75,044 85,982 76,883 76,803 76,803 - 1,382,886 4,347,701 2,967,567 1,902,763 1,892,263 (10,500) 5,148,806 8,407,818 7,353,840 5,903,225 5,973,764 70,539 75,068,859 72,768,677 73,319,702 73,437,830 73,739,442 301,612 9,303,898 8,011,080 8,311,113 8,706,716 8,622,069 (84,647) 20,588,729 19,583,885 19,434,923 17,502,475 17,351,711 (150,764) - 522,371 - 10,856,027 11,371,143 515,116 104,961,486 100,886,013 101,065,738 110,503,048 111,084,365 581,317 222,733 233,013 234,598 246,752 256,952 10,200 112,967 109,594 75,639 325,755 312,055 (13,700) 17,738,979 17,728,204 24,256,854 8,266,355 8,566,355 300,000 10,360 10,205 11,316 15,900 15,900 - 176,853 232,973 177,153 222,825 222,825 - 162,510 107,071 109,825 114,369 114,369 - 18,424,402 18,421,060 24,865,385 9,191,956 9,488,456 296,500 1,357,559 1,567,358 1,767,950 1,780,440 1,730,440 (50,000) 4,895,497 4,737,214 4,874,045 5,173,036 5,231,332 58,296 6,253,056 6,304,572 6,641,995 6,953,476 6,961,772 8,296 232,108 235,088 251,838 299,505 281,005 (18,500) 39,559 18,901 6,656 61,275 9,690 (51,585) 271,667 253,989 258,494 360,780 290,695 (70,085) 135,059,417 134,273,452 140,185,452 132,912,485 133,799,052 886,567 16 Roanoke County Public Schools Student Enrollment Fiscal Year Method September Enrollment Average Daily Membership Annual Growth 1995 -96 Actual 13,753 13,721 1996 -97 Actual 13, 881 13,863 1.0% 1997 -98 Actual 13,956 13,898 0.3% 1998 -99 Actual 13,875 13,862 -0.3% 1999 -00 Actual 13,852 13,856 0.0% 2000 -01 Actual 13,871 13,865 0.1% 2001 -02 Actual 13,911 13,930 0.5% 2002 -03 Actual 14,094 14,127 1.4% 2003 -04 Actual 14,385 14,279 1.1% 2004 -05 Actual 14,508 14,365 0.6% 2005 -06 Actual 14,842 14,728 2.5% 2006 -07 Actual 14,891 14,777 0.3% 2007 -08 Actual 14,931 1402 0.2% 2008 -09 Actual 14,742 14,650 -1.0% 2009 -10 Actual 14,583 14,474 -1.2% 2010 -11 Actual 14,389 14,259 -1.5% 2011 -12 Actual 14,157 14,074 -1.3% 2012 -13 Budgeted 14,102 13,835 2013 -14 Proposed - 13,835 17 Roanoke County Public Schools Historical Data Note: Emergency Fund Balance not included in Operating Fund Balance. 18 General School Operations Fund Balances Transfer from County General Fund Fiscal Year Fiscal Year Annual Phase 1 Reserve for Total Increase From Percent Ended June 30 Appropriation Capital Project- New Schools Appropriation Prior Year Increase 2001 -02 52,311,049 20000 1,500,000 55,811,049 3,013,258 5.71% 2002 -03 55,040,790 20000 57,040,790 1,229,741 2.20% 2003 -04 55,920,239 20000 57,920,239 879,449 1.54% 2004 -05 55,418,522 20000 57,418,522 (501,717) -0.87% 2005 -06 5707,370 20000 5907,370 2,248,848 3.92% 2006 -07 59,240,414 20000 61,240,414 1,573,044 2.64% 2007 -08 62,902,796 20000 64,902,796 3,662,3 82 5.98% 2008 -09 62,214,926 20000 64,214,926 (687,870) -1.06% 2009 -10 60,543,357 20000 62,543,357 (1,671,569) -2.60% 2010 -11 63,543,357 20000 65,543,357 30000 4.80% 2011 -12 64,484,024 20000 66,484,024 94007 1.44% 2012 -13 64,484,024 20000 66,484,024 0 0.00% 2013 -14 65,045,318 20000 67,045,318 561,294 0.84% Note: Emergency Fund Balance not included in Operating Fund Balance. 18 General School Operations Fund Balances Fiscal Year Fund Balance Emergency Ended Operating Operating as a % Fund June 30 Budget Fund Balance of Budget Balance 2002 98,162,402 4,008,278 4.08% 0 2003 102,259,339 4,190,156 4.10% 0 2004 110,986,972 3,670,525 3.31% 0 2005 112,448,453 5,3 85,687 4.79% 0 2006 11807,240 6,282,978 5.32% 1,30000 2007 127,332,873 6,992,833 5.49% 1,30000 2008 135,091,375 5,288,063 3.91% 20000 2009 143,223,216 4,651,042 3.25% 10000 2010 137,909,128 6,949,13 8 5.04% 2,671,290 2011 128,821,750 903,843 7.67% 20000 2012 131,373,270 3,314,246 2.52% 20000 Note: Emergency Fund Balance not included in Operating Fund Balance. 18 Roanoke County Public Schools Other School Funds �o 0 2013-2014 j a JA Roanoke County Public Schools School Grant Fund Revenues FY 2013 -14 20 Actuals 2009 -10 Actuals 2010 -11 Actuals 2011 -12 Budget 2012 -13 Budget 2013-14 Increase (Decrease) Federal Grants: Title 1, Distinguished Schools 18,874 55,123 28,245 - - - Title 1, (Stimulus Funds) 362,096 347,405 105,652 - - - Title I, Part A 983,395 1,180,087 1,354,733 900,000 1,000,000 100,000 Title 11, Part A 320,754 367,654 330,316 28500 26000 (25,000) Title 11, Part D 15,891 20,402 574 - - - Title III 65,010 45,040 41,412 3000 3000 - Title 111, Immigrant and Youth 12,763 12,319 6,398 - - - Title IV, Safe & Drug Free Schools 31,629 - - - - - Title VI -B Flow -Thru Funds 3,046,572 3,176,477 3,418,943 2,981,183 204,617 (96,566) Title VI -B (Stimulus Funds) 1,280,675 2,096,050 106,579 - - - Preschool Mini Grant- 1 yr 88,856 88,860 8065 8065 83,652 (5,013) Preschool Mini Grant (Stimulus Funds) 84,347 32,934 - - - - Technology Grant (Stimulus Funds) 2305 9,704 302 - - - Reg Tech Ed Training - 545 - - - - 6,334,747 7,43200 5,481,820 4,284,848 4,258,269 (26,579) State Grants: Early Reading Initiative 159,108 166,282 118,470 154,467 136,644 (17,823) Algebra Readiness 56,319 6304 60,744 87,227 85,153 (2,074) GED Funding 15,717 15,717 15,717 15,717 15,717 - High Schools That Work - WBHS 4,319 - - - - Preschool Initiative 430,985 486,576 494,424 479,531 479,531 - Visually Handicapped Grant 3,584 3,675 3,645 3,918 3,918 - Learn & Serve - Wolfcreek Walk 11,215 - - - - - Learn & Serve - Wolfcreek Watershed 21,343 - - - - - Dual Enrollment 14408 104,200 80,916 - - - Adult Basic Education 98,229 84,990 100,402 8500 - (85,000) General Adult Education 12,744 12,966 12,537 8,392 8,392 - Special Education in Regional Jail 8005 98,490 87,452 115,116 116,074 958 Mentor - - - - 9,321 9,321 Jobs for Virginia Graduates 39,387 4200 4200 - - - Race for GED 59,744 70,425 71,050 - - - 1,138,167 1,148,405 107,357 949,368 854,750 (94,618) Private Grants Rachel's Challenge - 23,167 - - - - Saturday School - 2,400 1,000 - - - - 25,567 1,000 - - - Total Grant Revenues 7,472,914 806,572 6,570,177 5,234,216 5,113,019 (121,197) 20 Roanoke County Public Schools School Grant Fund Expenditures FY 2013 -14 Total Grant Expenditures 7,395,557 8,633,491 6,652,450 5,234,216 5,113,019 (121,197) 21 Actuals 2009 -10 Actuals 2010 -11 Actuals 2011 -12 Budget 2012 -13 Budget 2013-14 Increase (Decrease) Federal Grants: Title I, Distinguished Schools 18,874 55,123 28,245 - - - Title I, (Stimulus Funds) 362,096 347,405 105,652 - - - Title I, Part A 983,395 1,180,086 1,354,733 900,000 1,000,000 100,000 Title II, Part A 317,754 367,652 330,317 28500 26000 (25,000) Title II, Part D 15,891 20,402 574 - - - Title III 65,010 45,040 41,412 3000 3000 - Title III, Immigrant and Youth 12,763 12,319 6,398 - - - Title IV, Safe & Drug Free Schools 31,629 - - - - - Title VI -B Flow -Thru Funds 3,046,572 3,176,477 3,418,942 2,981,183 204,617 (96,566) Title VI -B (Stimulus Funds) 1,280,675 2,096,053 106,579 - - - Preschool Mini Grant- 1 yr 88,856 88,860 8065 8065 83,652 (5,013) Preschool Mini Grant (Stimulus Funds) 84,347 32,934 - - - - Technology Grant (Stimulus Funds) 2305 9,704 302 - - - Reg Tech Ed Training - 545 - - - - 6,331,747 7,43200 5,481,818 4,284,848 4,258,269 (26,579) State Grants: Early Reading Initiative 159,108 166,282 118,470 154,467 136,644 (17,823) Algebra Readiness 49,692 69,711 60,744 87,227 85,153 (2,074) GED Funding (ISAEP) 15,717 15,717 15,717 15,717 15,717 - High Schools That Work - WBHS 4,319 - - - - Preschool Initiative 430,985 486,576 494,424 479,531 479,531 - Visually Handicapped Grant 3,584 3,675 3,645 3,918 3,918 - Learn & Serve - Wolfcreek Walk 11,215 - - - - - Learn & Serve - Wolfcreek Watershed 21,343 - - - - - Dual Enrollment 71,976 124,529 162,793 - - - Adult Basic Education 98,229 84,990 100,402 8500 - (85,000) General Adult Education 12,744 12,966 12,537 8,392 8,392 - Special Education in Regional Jail 8005 98,490 87,452 115,116 116,074 958 Mentor - - - - 9,321 9,321 Jobs for Virginia Graduates 39,387 4200 4200 - - - Race for GED 59,744 70,425 71,050 - - - 1,058,848 1,175,361 1,169,233 949,368 854,750 (94,618) Private Grants: Rachel's Challenge - 23,167 - - Saturday School - 2,363 1,037 - LEAP Program 4,962 - 362 - 4,962 25,530 1,399 Total Grant Expenditures 7,395,557 8,633,491 6,652,450 5,234,216 5,113,019 (121,197) 21 Roanoke County Public Schools School Nutrition Fund Revenues and Expenditures FY 2013 -14 Meal Prices: Actuals 2009 -10 Actuals 2010 -11 Actuals 2011 -12 Budget 2012 -13 Budget 2013-14 Increase (Decrease) Revenues: 2.00 2.05* 2.15* 2.15 Secondary lunch 2.00 Pupil, Adult & Other Sales 3,613,046 3,535,548 3,480,466 30000 3,49900 (101,000) Rebates & Refunds 16,197 5100 32,862 2000 2000 - State Reimbursement 83,985 91,741 97,205 9200 9500 300 Federal Reimbursement 1,886,591 207,897 2,162,971 2,07500 2,20000 12500 Interest Income 4,444 4,032 3,544 400 400 - Other Income 2,931 - - - - - Transfer from Internal Service 74,279 - - - - - Transfer from General Fund 6606 93,091 - - - - Total Revenues 5,748,279 503,909 5,777,048 5,79100 5,81800 2700 Expenditures: Salaries & Related Costs 2,928,318 2,881,344 2,797,077 3,02500 3,02500 - Contractual Services 76,994 71,797 73,272 8000 7500 (5,000) Travel 16,703 13,925 17,858 18,000 18,000 - Food Supplies 2,504,253 2,475,964 2,618,257 2,55000 2 0000 5000 Supplies 67,288 57,029 58,902 8000 7000 (10,000) Equipment 21,745 6300 299,127 3000 3000 - Unappropriated - - - 800 - (8,000) Total Expenditures 5,615,301 5,563,659 5,864,493 5,79100 5,81800 2700 Beginning Balance 977,509 879,472 1,012,450 1,332,700 1,332,700 - Ending Balance 879,472 1,012,450 1,332,700 1,332,700 1,332,700 - Meal Prices: FY 09 -10 FY 10 -11 FY 11 -12 FY 12 -13 FY 13-14 Elementary lunch 2.00 2.00 2.05* 2.15* 2.15 Secondary lunch 2.00 2.00 2.05* 2.15* 2.25* Reduced price lunch 0.40 0.40 0.40 0.40 0.40 Adult lunch 2.50 2.50 2.60 2.75 2.85 Full priced breakfast 1.00 1.00 1.00 1.00 1.10 Adult breakfast 1.25 1.25 1.25 1.25 1.35 Reduced breakfast 0.30 0.30 0.30 0.30 0.30 Current Reimbursement Rates: Breakfast Lunch Federal - paid meal $0.27 $0.27 Federal - reduced price meal $1.25 $2.46 Federal - free meal $1.55 $2.86 State reimbursement none $0.05 * Federally mandated rate increases. 22 Roanoke County Public Schools School Instructional Resources Revenues and Expenditures FY 2013 -14 Actuals Actuals Actuals Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) Revenues: Sale of Textbooks Other Revenue State Reimbursement Transfer from School Operating Fund Total Revenues Expenditures: Salaries & Related Costs Instructional Materials Contracted Textbooks Non - Contracted Textbooks Reserved for Lottery Pro - ration Total Expenditures Beginning Balance Ending Balance 5,341 2,391 15,497 500 500 - 6,183 9,776 6,481 10,000 800 (2,000) - 489,953 373,519 787,446 787,429 (17) 1,561,030 1,010,146 410,146 145,146 145,146 - 1,572,554 1,512,266 805,643 947,592 945,575 (2,017) 94,465 83,238 79,906 96,400 96,400 - 41,318 50,462 23,376 2500 2500 - 695,475 963,411 598,340 23000 50000 27000 444,283 286,611 800,430 1 37,407 324,175 186,768 - - - 458,785 - (458,785) 1,275,541 1,383,722 1,502,052 947,592 945,575 (2,017) 318,502 615,515 744,059 47,650 - - 615,515 744,059 47,650 47,650 - - Scheduled Adoptions/Purchases: FY13 -14 - K -5 Science FYI 5-16 - World Languages FY 16 -17 - Social Studies FYI 7-18 - Math FYI 8-19 - English 6 -12, Reading K -5, Science FY21 -22 - World Languages 23 Roanoke County Public Schools School Capital Fund Revenues and Expenditures FY 2013 -14 Expenditures: Actuals Actuals Actuals Budget Budget Increase 1,710 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) 39702 489,376 - - - School Projects (Pepsi) 8000 8000 Revenues: - 5000 5000 Equipment 1,664,428 1,618,674 202,060 Interest Income 128,305 24,579 3,713 - - - Other Income 4,136 297 5,299 - - - Soft Drink Commission 8000 8000 8000 - 5000 5000 State Technology Bond 882,729 752,030 77800 72600 72600 - Federal Stimulus Modernization 605,207 444,740 57,950 - - - Sale of Buildings 2 0000 - - - - - Rental Income 168,516 4800 - - - - Proceeds from VPSA Bonds - - 90000 - - - Proceeds from Bond Premiums - - 954,878 - - - Proceeds from EBS Lease - - - 4800 l%488 (28,512) Transfer - Bogle Field Reserve 2500 2500 2500 2500 2500 - County Transfer - Bogle Field Reserve 2500 2500 2500 2500 2500 - Transfers from Other Funds 14,49606 29,289,076 15,76502 - - - Total Revenues 18,415,499 30,688,722 26,775,442 824,000 845,488 21,488 Expenditures: Salaries & Related Costs 1,710 1,763 20,762 - - - Contracted Services 834,028 39702 489,376 - - - School Projects (Pepsi) 8000 8000 8000 - 5000 5000 Equipment 1,664,428 1,618,674 202,060 72600 72600 - Stimulus School Modernization 605,207 444,740 57,950 - - - Technology 523,418 4,840,176 2,97208 4800 19,488 (28,512) Land 400 485,296 - - - - Building Improvements 28,401,650 18,310,418 25,183,946 - - - Bogle Reserve 5000 5000 5000 5000 5000 - Transfers to Other Funds 607,246 18,740,205 457,375 - - - Total Expenditures 38,83107 44,968,874 31,313,557 82400 845,488 21,488 Beginning Balance 60,025,284 39,609,096 25,328,944 - - - Ending Balance 39,609,096 25,328,944 20,790,829 - - - 24 Roanoke County Public Schools School Debt Fund Revenues and Expenditures FY 2012 -13 Actuals Actuals Actuals Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) Revenues: Miscellaneous Revenue Transfer from General Fund Transfer from School Fund Total Revenues Expenditures: Principal on G. O. Bonds Principal on Literary Loans Principal on VPSA Bonds Interest on G. O. Bonds Interest on Literary Loans Interest on VPSA Bonds Bank Service Charges Total Expenditures Beginning Balance Ending Balance - 891,013 - - - V53,537 8,993,858 9,475,981 9,987,078 9,997,852 10,774 2,329,368 4,125,345 4,150,345 4,125,345 4,125,345 - M582M5 14,010,216 13,626,326 14,112,423 14,123,197 10,774 57500 60000 62000 64500 - (645,000) 45%321 447,817 447,817 447,817 447,817 - 5,367A4 7,539,289 7,526,025 7,953,108 7,913,010 (40,098) 103,031 7%625 57,100 32,250 - (32,250) 135,834 121,946 108,511 95,077 81,644 (13,433) 4,916,855 5,221,539 4,841,873 4,939,171 500,726 741,555 7,350 7,350 8,000 45,718 54,700 8,982 11,565,255 14,017,566 1309,326 14,158,141 14,177,897 19,756 35,418 53,068 45,718 45,718 54,700 8,982 53,068 45,718 62,718 - - - 25 Roanoke County Public Schools Laptop Insurance Reserve Revenues and Expenditures FY 2013 -14 Actuals Actuals Actuals Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) Revenues: Interest Income Fees from Students Lost /Damaged Parts Warranty Reimbursements Total Revenues Expenditures: Warranty related: Salaries & Related Costs Miscellaneous Operating (bags) Printing Supplies Small Equipment (batteries) Small Parts - Students Reserve related: Server Cooling System Laptops on carts: Carts 5th year warranty Total Expenditures Beginning Balance Ending Balance 308 2,593 3,000 - - - 141,817 114,561 219,867 20800 20500 (3,000) 5,911 25,093 250 - - - 18700 208,850 133,120 150,000 100,000 (50,000) 339,216 351,097 356,237 35800 30500 (53,000) 16,610 - 18,954 21,530 21,530 - 2,104 - - - - - 22M 8 22,847 15,379 22,918 22,918 - 85,552 8500 87,240 85,552 85,552 - 21 M42 42,748 19,815 2000 2000 - 3000 - - - - - 86,991 139,500 - - - - - 125,334 - 20800 15500 (53,000) 404,717 275,929 141,388 35800 30500 (53,000) 783,957 718,456 793,624 - - 718,456 793,624 1,008,473 - - - Note: FY13 -14 assumes laptop fees charged to grades 9 -12 students at $50 per year with laptops going home with students. 26 Roanoke County Public Schools School Bus Fund FY 2013 -14 Actuals Actuals Actuals Budget Budget Increase 2009 -10 2010 -11 2011 -12 2012 -13 2013-14 (Decrease) Revenues: Interest Income Sale of Machinery & Equipment Insurance Adjust & Refund Transfer from Capital Fund Transfer from General Fund Total Revenues Expenditures: School bus replacements Support vehicle replacements Total Expenditures Beginning Balance Ending Balance 4,995 4,691 3,720 - - - I I J 15 27,134 2909 - - - - 27,166 - - - - - - 257,375 - - - 81000 91000 91000 32500 32500 - 826J I0 968,991 1,200,184 32500 32500 - 667,874 885,514 1,084,872 32500 32500 - 15,548 169,610 - - - - 683,422 1,055,124 1,084,872 32500 32500 - 1,304,971 1,447,659 1,361,526 1,476,838 - - 1,447,659 1,361,526 1,476,838 1,476,838 - - 27 VIRSAI abm- omft MGM Pw� WI*NW*, admidwalbadwd Pill WRASIMPO a Ond-m"PMto Pam Qnd=W-N.o wo- �-P O-V a. -, (A.a. NMI ------ .... ;��IIF57777,-,M Feli M-g7s G7, i F 4) A W777, Ti, 1 01- -IMIL 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 March 25, 2013 AGENDA rrEM Requests for public hearing and first reading for rezoning ordinances; consent agenda SUBMITTED BY : Philip Thompson Deputy Director of Planning APPROVED BY : B. Clayton Goodman III County AdministratorXV COUNTY ADMINISTRATOR'S COMMENTS BACKGROUND: The first reading on this ordinance is accomplished by adoption of this ordinance in the manner of consent agenda items. The adoption of this item does not imply approval of the substantive content of the requested zoning actions; rather, approval satisfies the procedural requirements of the county Charter and schedules the required public hearing and second reading of this ordinance. The second reading and public hearing on this ordinance is scheduled for April 23 2013. The title of this ordinance is as follows: 1. The petition of April Caudle to obtain a Special Use Permit in a R -2, Medium Density Residential, District for the operation of a family day care home on approximately 2.00 acres, located at 5529 Cove Road near the Glen Haven, Montclair Estates and Glen Cove subdivisions, Catawba Magisterial District. Maps are attached. More detailed information is available in the Clerk's Office. Page 1 of 2 STAFF RECOMMENDATION Staff recommends as follows: 1. That the Board approve and adopt the first reading of this rezoning ordinance for the purpose of scheduling the second reading and public hearing for April 23 2013. 2. That this section of the agenda be, and hereby is, approved and concurred in as to each item separately set forth as Item 1 , and that the Clerk is authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this action. 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T { �, S• , ' . s + * 1. r+� __' 4 r i ra. - .ra +r_ 5+ ti 1 �ti ■ ,` I r L' r I■ ti' "�+1�'• �'� .F ��r.f•' I., { r 1 ��,''■ kp h! . f L i i . ti �s f .� : r I Z�Ra _ 1 1 _ : I ti �i 4•' I ' r �1 •� - . ti G I s I - . Y !7 46 r • `, ■.' ■ _ - �''? 7 X 1 7 !' Ir r _ {r i - � �"'� " 1 t t r • - r - �K+I+� { :� i., 5 . 1 ■ _� i . i rye �y { ` _ • r 1,, + 1 I L�1 _ ■am - !_ 4 1 r 1 t ` r 1T �! r 7 71 TSfr7'IT,YF 1111111 IMP L r r , , �, r .0 1 ,: Y �_f+ O f � �� I. ppj J. - - I-. x jw t , T r 'ir r 1 ' • r 7` . ti . I 06. &La _; i � .......... JUSTIFICATION FOR REZONING, SPECIAL USE PERMIT WAIVER OR COMP PLAN (15.2 -2232) REVIEW REQUEST Applicant A v) I The Planning Commission will study rezoning, special use permit waiver or community plan (15.2 -2232) review requests to determine the need and justification for the change in terms of public health, safety, and general welfare. Please answer the following questions as thoroughly as possible. Use additional space if necessary. Please explain how the project conforms to the general guidelines and policies contained in the Roanoke County Community Plan. JUSTIFICATION FOR VARIANCE REQUEST Applicant The of Zoning Appeals is required by Section 15.2 -2309 of the Code of Virginia to consider the following factors before a variance can be granted. Please read the factors listed below carefully and in your own words, describe hove the request meets each factor. If additional space is needed, use additional sheets of paper. 1. The variance shall not be contrary to the public interest and shall be in harmony with the intended spirit and purpose of the Zoning Ordinance. 2. The strict application of the zoning ordinance would produce undue hardship; a hardship that approaches confiscation (as distinguished from a special privilege or convenience) and would prohibit or unreasonably restrict the use of the property. 3. The hardship is not shared by other properties in the same zoning district or vicinity. Such hardships should be addressed by the Board of Supervisors as amendments to the Zoning Ordinance. 4. The variance will not be of a substantial detriment to the adjacent properties or the character of the district. JU T 5 IFICATION FOR AUMIMS TRATIVE APPEAL RE QUEST Applicant Please respond to the following as thoroughly as possible. If additional space is needed, use additional sheets of paper. I - Reasons for appeal: 2. Evidence supporting claim: CONCE PLAN CHECKLIST A concept plan of the proposed project must be submitted with the application. The concept plan shall graphically depict the land use change, development or variance that is to be considered. Further, the plan shall address any potential land use or design issues arising from the request. In such cases involving rezonings, the applicant may proffer conditions to limit the future use and development of the property and by so doing, correct any deficiencies that may not be manageable by County permitting regulations. The concept plan should not be confused with the site plan or plot plan that is required prior to the issuance of a building permit. Site plan and building permit procedures ensure compliance with State and County development regulations and may require changes to the initial concept plan. Unless limiting conditions are proffered and accepted in a rezoning or imposed on a special use permit or variance, the concept plan may be altered to the extent permitted by the zoning district and other regulations. A concept plan is required with all rezoning, special use permit, waiver, community plan (15.2 -2232) review and variance applications. The plan should be prepared by a professional site planner. The level of detail may vary, depending on the nature of the request. The County Planning Division staff may exempt some of the items or suggest the addition of extra items, but the following are considered minimum: AL PLICANTS a. Applicant name and name of development v/ b. Date, scale and north arrow c. Lot size in acres or square feet and dimensions d. Location names of ow ' wne s and Roanoke County tax map numbers of adjoining properties e. Physical ys cal features such as ground cover, natural watercourses, floodplain, etc. f. The zoning and land use of all adjacent properties A g. All property lines and easements h. All buildings, existing nd p and dimensions floor area and heights V oe" g p p � g i. Location widths names of all existing or platted streets or other public ways within or adjacent to the development j. Dimensions and locations of all driveways, parking spaces and loading spaces Additional information required for REZONING and SPECIAL USE PERMIT APPLICANTS Existing utilities (water, sewer, storm drains) and connections at the site 1. An driveways, entrance slexits curb openings Y y , p gs and crossovers m. Topography map in a suitable scale and contour intervals n. Approximate street grades and site distances at intersections o. Locations of all adjacent fire hydrants p. Any proffered conditions at the site and how they are addressed q. If project is to be phased, please show phase schedule I certify that all items required in the checklist above are complete. OAXI t/ y 1)14 Signa re of applicant /D R Boa Na�� Community Development - Plannin & Zoni Division z n z NOTICE TO APPLICANTS FOR REZONING, SUBDIVISION WAIVER, PUBLIC STREET WAIVER, OR SPECIAL USE PERMIT PETITION PLANNING COMMISSION APPLICATION ACCEPTANCE PROCEDURE The Roanoke County Planning Commission reserves the right to continue a Rezoning, Subdivision Waiver Public Street Waiver or Special Use Permit petition if new or additional information is presented at the public hearing. If it is the opinion of the majo of the Planning Commissioners present at the scheduled public hearing that sufficient time was not available for planning staff and./or an outside referral agency to ade uatel g Y q Y evaluate and provide written comments and suggestions on the new or additional information prior to the scheduled public hearing then the Planning Commission may vote to continue the petition. This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the new or additional information and provide written comments and suggestions to be included in a written memorandum b planning staff to Yp g the Planning Commission. The Planning Commission shall consult with planning staff to determine if a continuance may be Warranted. POTENTIAL OF NEED FOR TRAFFIC ANALYSES AND /OR TRAFFIC IMPACT STUDY The Roanoke County Planning Commission reserves the right to continue a Rezoning, Subdivision Waiver Public Street Waiver, or Special Use Permit petition if the County Traffic Engineer or staff from the vir 'nia Department of Transportation requests further traffic analyses and/or a traffic impact study that would be beneficial in making a land use decision ( Note,. - a list of potential land it ses and situations that would necessitate further study is provided as part of this application package). This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the required traffic analyses and/or traffic impact study and to provide written comments and/or suggestions to the pla nnin g staff • . p g and the Planning Commission. If a continuance is Warranted, the applicant will be notified of the continuance and the newly scheduled public hearing date. Effective date: April 19, 2005 k'2n(l�e- Name of Petition Petitioner's Signature L-1 3 Date i cVii' g�: ch L 1 1 17,7' NOT TO SChLE 1017 28.5 X 3.3 X 17.7=97.33 3 X 10.7=32.10 13S?-:95+97,35+32-10=1517A= 1517 SJI FT, (P) S3 �5 N �, ' �� w � r— M M C) U p (a ca aD (D N 0 (6 O N c � U) O Q- ti M II Q� U N U N 70 co clo ° �• (a U a L o (D L- U to \ U) O Q- O N C O N t� m •L D E o - U)� Qj U c' E :3 L 0 0 N � a) o c5 2 � v m U) 0 ... c N o _ L o Q E N V �--• cn O cn O m N N ._ = C) C/) U cn 9 (.c) LO Q Q W cL O a_ � O a X (a Q O N eV •s s LU C) C) z 7C3 0 0 C) C) 0 E 0 C) co CY) a) r-- IL a) C) CO m m -0 C) C%4 m 0 >1 C) (D clo 0 _r L- L) M C) 0 m LL L) (D LL O L- a) _ s v E: • 0 cn E cn (D (D m -0- L) w 0 N Z ca LM O a) C) cn 0 cn 0 (a 0 0 U. LO LLI a_ a_ Q 2-1 ACTION NO. ITEM NO. G -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 26, 2013 Ordinance authorizing the Board of Supervisors of Roanoke County to enter into and execute an amended Extraterritorial Arrest Powers Agreement with the City of Roanoke, the City of Salem, and the Town of Vinton Howard B. Hall Chief of Police B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This ordinance provides authority for the execution of an amended Extra - Territorial Arrest Powers agreement with the City of Roanoke, the City of Salem and the Town of Vinton. In October of 1985, the County of Roanoke and the City of Roanoke entered into an extraterritorial agreement which granted arrest powers to the County Sheriff's deputies and the City's police officers for certain traffic related offenses. In April of 1991, an amended extraterritorial agreement was executed by the County and the City to reflect the establishment of the Roanoke County Police Department and certain technical amendments to the Virginia Motor Vehicle Code. The success of these original agreements in providing enhanced law enforcement coverage for both jurisdictions has prompted negotiations to expand the arrest powers of officers in either jurisdiction to any violation of state law and to extend that authority to off -duty officers, except those engaging in off -duty secondary police related employment outside their normal jurisdictions. This agreement is a concrete example of governmental cooperation. The agreement is legally necessary to permit officers to take action upon serious law violations outside of the officer's legal jurisdiction and it is designed to benefit the public in Page 1 of 2 the County, the Cities of Roanoke and Salem, and the Town of Vinton. This agreement is authorized by Section 15.2 -1736 of the Code of Virginia; and it is also authorized by Section 15.2 -1300 of the Code of Virginia as a joint exercise of powers by political subdivisions. The police chiefs and legal counsel for each of the jurisdictions have reviewed this agreement, and recommend it to you for your favorable consideration. The first reading of this ordinance was held on March 26, 2013; and the second reading and public hearing of this ordinance will be held on April 9, 2013. FISCAL IMPACT: No funding from Roanoke County will be required for this request. ALTERNATIVES: 1. Approve the first reading of an ordinance authorizing the execution of an amended extraterritorial arrest powers agreement with the City of Roanoke, City of Salem and the Town of Vinton, and schedule a public hearing for March 26, 2013. 2. Decline to authorize the execution of this agreement. STAFF RECOMMENDATION: Staff recommends Alternative 1. Page of AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 ORDINANCE AUTHORIZING THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO ENTER INTO AND EXECUTE AN AMENDED EXTRATERRITORIAL ARREST POWERS AGREEMENT WITH THE CITY OF ROANOKE, THE CITY OF SALEM, AND THE TOWN OF VINTON WHEREAS, in October of 1985, the County of Roanoke and the City of Roanoke entered into an extraterritorial agreement which granted arrest powers to the County Sheriff's deputies and the City's police officers for certain traffic related offenses; and WHEREAS, in April of 1991 an amended extraterritorial agreement was executed by the County and the City to reflect the establishment of the Roanoke County Police Department and certain technical amendments to the Virginia Motor Vehicle Code; and WHEREAS, the success of these original agreements in providing enhanced law enforcement coverage for both jurisdictions has prompted negotiations to expand the arrest powers of officers in both jurisdictions and including the City of Salem and the Town of Vinton to any violation of state law and to extend that authority to off -duty officers, except those engaging in off -duty secondary police related employment outside their normal jurisdictions, as a concrete example of governmental cooperation; and WHEREAS, Section 15.2 -1736 of the 1950 Code of Virginia provides that the governing bodies of localities may enter in and become a party to contracts or mutual aid agreements for the use of their joint forces, both regular and auxiliary, their equipment and materials to maintain peace and good order; and WHEREAS, Section 15.2 -1300 of the 1950 Code of Virginia provides for the joint exercise of powers by political subdivisions of the Commonwealth of Virginia; and Page 1 of 2 WHEREAS, the first reading of this ordinance was held on March 26, 2013, and that the second reading and public hearing on this ordinance was held on April 9, 2013. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized, by and on behalf of the County of Roanoke, to enter into and execute an Extraterritorial Arrest Agreement between the County of Roanoke, the City of Roanoke, the City of Salem, and the Town of Vinton providing that an officer of a participating jurisdiction while in the any of the other participating jurisdictions shall possess extraterritorial arrest powers for all State law violations committed in the presence of any such officer while on duty or off -duty, excluding secondary police related employment, and upon such other terms and conditions as provided for therein. 2. This ordinance shall be effective from and after its adoption. Page of ACTION NO. ITEM NO. H -1 -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 20, 2013 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Deborah C. Jacks Clerk to the Board APPROVED BY: B. Clayton Goodman III County Administrator K4_ COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. capital Improvement Program (CIP) Review committee (appointed by District) The following one -year term expired on August 31, 20 1 2: 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. Social Services Advisory Board (appointed by District) The four -year term of Charles WVertalik, Vinton Magisterial District, expired July 31, 2012. Mr. WVertalik has moved from the Vinton Magisterial District and therefore cannot be reappointed. 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 26, 2013 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for March 26, 2013, designated as Item Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7 inclusive, as follows: 1. Approval of minutes — February 26, 2013 2. Request from the Fire and Rescue Department to accept and appropriate funds in the amount of $136,400 for grants #VW- CO3/12 -12 from the Virginia Department of Health 3. Resolution waiving the value engineering requirement for the Vinton Library Construction Project 4. Resolution amending 062811 -5.g, 062811-5.h and 062811-5.i requesting changes in the Virginia Department of Transportation Secondary System of State Highways, Route 766, Stable Road, Route 674, Clearbrook Lane and Route 675, Clearbrook Village Lane, Cave Spring Magisterial District 5. Request to accept and appropriate $19,161.80 in contributions from Cave Spring Volunteer Fire Company toward the shared purchase of apparatus upgrades to Ladder 3 6. Donation of five (5) drainage easements on property located in "Orchard Park" in the Hollins Magisterial District 7. Donation of a drainage easement on property located in the "Lindenwood" Subdivision in the Vinton Magisterial District Page 1of1 ACTION NO. ITEM NO. 1 -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Request from the Fire and Rescue Department to accept and appropriate funds in the amount of $136,400 for grants #WV- 0O3112 -12 from the Virginia Department of Health SUBMITTED BY: Richard E. Burch, Jr. Chief of Fire and Rescue APPROVED BY: B. Clayton Goodman III County AdministratorWY COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY of INFORMATION: The Roanoke County Fire and Rescue Department requests that the Board accept and appropriate the following grants: 1. The Virginia Department of Health, Office of Emergency Medical Services, has awarded the Fire and Rescue Department a fifty percent (50 %) matching grant #WV- CO3/12 -12 totaling $132,000 for a four (4)- wheel drive ambulance. The Virginia Department of Health will fund fifty percent (50 %) of the ambulance amount, which equates to $66,000. The remaining $66,000 will be funded by Fire and Rescue's existing budget in 487100 -8502. The ambulance will be assigned to the North County station. 2. The Virginia Department of Health, Office of Emergency Medical Services, has awarded - the Fire and Rescue Department a fifty percent (60 %) matching grant #WV- CO3112 -12 totaling $4,400 for extrication equipment. The Virginia Department of Health will fund fifty percent (60 %) of the equipment amount which equates to $2,200. The remaining $2,200 will be funded by Fire and Rescue's existing budget in 487600 -8101. Page 1 of 2 FISCAL IMPACT: The Roanoke County Fire and Rescue Department has budgeted $66,000 from 487100- 8502 for the fifty percent (50 %) match that the State requires for the grant to purchase the Ambulance and $2,200 from 487600 -8101 for the fifty percent (50 %) match that the State requires for the grant to purchase the extrication equipment. ALTERNATIVES: The department will not be able to purchase the new ambulance or extrication equipment without the matching funds from the State. (Grant #WV- CO3/12 -12) STAFF RECOMMENDA"rION: Staff recommends the acceptance and appropriation of the grant funds in the amount of $88,200 and matching funds in the amount of $88,200 into the Fire and Rescue Department's budget. The total amount of the ambulance purchase is $132,000 and the total amount of the extrication equipment purchase is $4,400. Page 2 of 2 UT�� 10 4 03 ITEM NO. 1 -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 25, 2013 AGENDA ITEM: Resolution waiving the value engineering requirement for the Vinton Library construction Project SUBMITTED BY: Rob Light Purchasing Manager APPROVED BY: B. Clayton Goodman III a County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County's Procurement Policy section 5.1 stipulates that Value Engineering (VE) be employed for any capital construction project costing more than five million dollars ($5,000,000). The Board of Supervisors may waive this requirement. Any such waiver shall be in writing, state the reasons for the waiver and apply only to a single capital construction project. During a work session with the Board on the proposed Vinton Library A &E costs and project budget held on March 12, 2013, staff provided a justification overview to the Board recommending a waiver of the formal Value Engineering process in favor of a Peer Review or Modified VE process. compelling reasons to waive the VE requirement include: the ability to capitalize on comparable endeavors for South county and Olenvar; the continuity of much of the systems and design methodology; the expense and schedule impacts; the significant experience with the proposed design team related to their level of expertise and ability to design a functional and buildable facility; an interactive approach of including applicable county stakeholders in the design process; and the success of a much less expensive peer review/modified VE process for Olenvar. A peer review /modified VE process for Vinton would provide an opportunity to utilize third party, expert evaluation of the Mechanical, Electrical and Plumbing systems or other targeted design aspects for the project in a more cost effective manner. Page 1 of 2 FISCAL IMPACT: A peer review /modified VE process would cost approximately ten percent (10 %) of the amount necessary for a formal VE. STAFF RECOMMENDATION: Staff recommends approval of a waiver for - the required Value Engineering process during the design of the proposed Vinton Library. 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 26, 2013 RESOLUTION WAIVING THE VALUE ENGINEERING REQUIREMENT FOR THE VINTON LIBRARTY CONSTRUCTION PROJECT WHEREAS, Roanoke County's Procurement Policy section 5.1 stipulates that Value Engineering (VE) be employed for any capital construction project costing more than five million dollars ($5,000,000); and WHEREAS, Board of Supervisors may waive this requirement, but that any such waiver shall be in writing, state the reasons for the waiver and apply only to a single capital construction project; and WHEREAS, the justifications for waiving the Value Engineering requirement include: 1. Comparability: the ability to capitalize on comparable endeavors for South County Library and Glenvar Library 2. Continuity: the continuity of much of the systems and design methodology 3. Impacts: the impacts on expenses and scheduling 4. Experience: the significant experience with the proposed design team related to their level of expertise and ability to design a functional and buildable faci I ity 5. Stakeholders: an interactive approach of including applicable County stakeholders in the design process 6. Success: and the success of a much less expensive peer review /modified Value Engineering process for the Glenvar Library project; and Page 1 of 2 WHEREAS, a peer review or modified Value Engineering process for the proposed Vinton Library would provide an opportunity to utilize a third party, expert evaluation of the Mechanical, Electrical and Plumbing systems or other targeted design aspects for the project in a more cost effective manner; and WHEREAS, a peer review or modified Value Engineering process would cost approximately ten percent (10 %) of the amount necessary for a formal Value Engineering process. NOW THEREFORE, BE IT RESOLVED, as follows: 1. That the Roanoke County Board of Supervisors does hereby waive Procurement Policy 5.1 requiring a Value Engineering process for the design of the Vinton Library. 2. That the Purchasing Director is hereby authorized to engage an independent third party to conduct a peer review or modified Value Engineering process for the proposed Vinton Library project. Page of ACTION NO. ITEM NO. 1 -4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DA'rE: AGENDA ITEM: SUBMIT'rED BY: APPROVED BY: March 26, 2013 Resolutions amending 662811 -5.g, 062811-5.h and 6628'11 - 5.i requesting changes in the Virginia Department of Transportation Secondary System of State Highways, Route 766, Stable Road, Route 674, Clearbrook Lane, and Route 675, Clearbrook Village Lane, Cave Spring Magisterial District David Holladay Planning Administrator B. Clayton Goodman III County Administrator?�� COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On June 28, 2611, the Board of Supervisors adopted resolutions 662811 -5.g, 062811- 5. h and 062811-5.i requesting changes to the secondary system of State highways for Route 766, Stable Road, Route 674, Clearbrook Lane and Route 675, Clearbrook Village Lane. The resolutions abandoned old road facilities, which no longer served the public need and subsequently added the new road facilities constructed as part of the site development for the Clearbrook Wal -Mart. The Virginia Department of Transportation (VDOT) has requested that Roanoke County revise those three (3) resolutions to clarify the guarantee of right of way. The resolutions stated that VDOT guarantees the right of way, when the statement should have read that the Board of Supervisors guarantees the right -of -way. The right of way for each of these resolutions was dedicated to Roanoke County by the recordation of a subdivision plat dated July 20, 2009, instrument #201102496. VDOT form AM -4.3 is attached and describes the sections of old and new road facilities. A map showing the proposed changes is also attached. Page 1 of 2 FISCAL IMPACT: None STAFF RECOMMENDATION: The staff recommends - that the Beard approve revised and amended resolutions to abandon and subsequently add the referenced sections of Stable Road, Clearbrook Lane, and Clearbrook Village Lane to the secondary system of State highways. Page 2 of 2 In the County - of Roanoke ----------------------------------------------------------------------------------------------------------- By resolution of the governing body adopted March 26, 2013 The following VDOT Form AM -4.3 is hereby attached and incorporated as part of the governing body's resolution for changes in the secondary system of state highways. A Copy Testee Signed (County Official): Report of Changes in the Secondary System of State Highways Project/Subdivision Developer Project, Clearbrook Walmart Type Change to the Secondary System of State Highways: Abandonment The following facilities of the Secondary System of State Highways are hereby ordered abandoned, pursuant to the statutory authority cited: Reason for Change: Pursuant to Code of Virginia Statute Developer Project - Section 33.1 -155 §33.1 -155 Street Name and /or Route Number ♦ Clearbrook Lane, State Route Number 674 Old Route Number: 0 -------------------------------------------- • From: 0.50 mi N intersection Rte 220 To: 0.65 mi. N intersection Rte. 220, a distance of: 0.15 miles. Street Name and /or Route Number ♦ Clearbrook Village Lane, State Route Number 675 Old Route Number: 0 -------------------------------------------- • From: 0.10 mi E Intersection at Route 220 To: 0.14 mi E Intersection at Route 220, a distance of: 0.04 miles. Street Name and /or Route Number ♦ Stable Road, State Route Number 766 Old Route Number: 0 -------------------------------------------- • From: Intersection at Rte. 220 N To: 0.16 mi N on Rte. 766, a distance of: 0.16 miles. Street Name and /or Route Number ♦ Clearbrook Lane, State Route Number 674 Old Route Number: 0 -------------------------------------------- • From: 0.46 mi. N intersection Rte 220 To: 0.50 mi. N intersection Rte 220, a distance of: 0.04 miles. VDOT Form AM -4.3 (4/20/2007) Maintenance Division Date of Resolution: March 26, 2013 Page 1 of 2 Report of Changes in the Secondary System of State Highways Project/Subdivision Developer Project, Clearbrook Walmart Type Change to the Secondary System of State Highways: Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Reason for Change: Pursuant to Code of Virginia Statute Developer relocated VDOT roadway §33.1 -229 Street Name and /or Route Number ♦ Clearbrook Lane, State Route Number 674 Old Route Number: 0 -------------------------------------------- • From: 0.46 mi N Intersection Rte 220 To: 0.50 mi N Intersection Rte 220, a distance of: 0.04 miles. Recordation Reference: N/A Right of Way width (feet) = 40 ft plus Street Name and /or Route Number ♦ Stable Road, State Route Number 766 Old Route Number: 0 -------------------------------------------- • From: Intersection at Route 220 To: 0.10 mi E, a distance of: 0.10 miles. Recordation Reference: N/A Right of Way width (feet) = 50 & var Street Name and /or Route Number ♦ Clearbrook Village Lane, State Route Number 675 Old Route Number: 0 -------------------------------------------- • From: 0.10 mi E int. Rte 220 To: 0.13 mi E int. Rte 220, a distance of: 0.03 miles. Recordation Reference: N/A Right of Way width (feet) = 90 ft plus VDOT Form AM -4.3 (4/20/2007) Maintenance Division Date of Resolution: Page 2 of 2 -- 1 \ I I I t , — -- — -- — -- — -- — H" – ROAD 8A 083 Ar a 1:313 H / � \ A 10 % I i� At / \\ �• ;: \. \ /� ` P H P P u G H ry.. P � H G H I .. 1-Z 5.- X BWACJ rID.TMAW X -n A CO) z 00 4) 1 00 CD U N) 41 Q0 U m Z (D CD 7 41 C0 ss m o xv � � r z 0 40 Project Tit m Maim SUPERCENTER *1301-02 XT 0 05 c CLEA ROOK VILLAGE SHOPPING CENTER Wolverton Associates 0 co C 0 W z ROANOKE COUNTY, VIRGINIA Consultin En + Land Surve 6745 Su Parkwa • S uite • Duluth, Gaor BY. WAL-MART REAL ESTATE BUSINESS TRUST Phone: ( 770 ) 447-8999 - Fax: ( 770 ) 447-9070 BENTONVILLE AR WWw.wolverion-assoc.com AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 RESOLUTION AMENDING RESOLUTION 062811 -5.i REQUESTING CHANGES IN THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM OF STATE HIGHWAYS, ROUTE 675, CLEARBROOK VILLAGE LANE, CAVE SPRING MAGISTERIAL DISTRICT WHEREAS the Commonwealth of Vir inia De artment of Trans ortation has . ... ... ... .......... ........ ........ ........ ........ ........ ........ ..g ...... ........ p. .p. ... ... ... ... ... ... ... ... requested that Roanoke County amend Resolution 062811 -5.i adopted by the Board of $u ervisors on June 28 2011 to state that the Board of Su v p � p er isors of Roanoke rrrrrrrr County, rather than the Virginia Department of Transportation, guarantees a clear and unrestricted right-of-way as described and an necessa easements for cuts fills and ./ . drainage, all as set below. WHEREAS, the street(s) described on the attached VDOT Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County; and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements; and WHEREAS, Wal -Mart Real Estate Business Trust, the developers of the Clearbrook Wal -Mart, request a resolution from the Roanoke County Board of Supervisors to abandon old road facilities, and subsequently add newly constructed road facilities. NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation abandon, and subsequently add, the facilities described Page 1 of 2 on the attached Form AM -4.3 to the secondary system of state highways, pursuant to §33.1 -155, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution. BE IT FURTHER RESOLVED, the it 11 L wo j u. LI I I It � f 1 1 L AI r� F %;0 A LLA I l ' 1 I Board of Supervisors of Roanoke g County, Virinia, uarantees a clear and unrestricted right-of- u ht -of- g g way, as described, and any necessary easements for cuts, fills and drainage. BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Page of AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 RESOLUTION AMENDING RESOLUTION 062811 -5.h REQUESTING CHANGES IN THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM OF STATE HIGHWAYS, ROUTE 674, CLEARBROOK LANE, CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, the Commonwealth of Virginia, Department of Transportation has ... ... ... ... ... ... ... ... �� ................................................................................. "I'l""I'll""I'll'll""I'll""I'll",'ll""I'll,'ll'I ... ... ... ... ... "I'l""I'll""I'll'll""I'll""I'll",'ll""I'll""I'll",'ll"'ll""I'll""I'll""I'll",'ll'I requested that Roanoke County amend Resolution 062811 -5.h adopted by the Board of Supervisors on June 28, 2011 to state that the Board of Supervisors of Roanoke County, rather than the Virginia Department of Transportation, guarantees a clear and unrestricted right -of -way, as described, and any necessary easements for cuts, fills and ............................... .. ... ... ... ... . ......................................... drainage, al I as set below. WHEREAS, the street(s) described on the attached VDOT Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County; and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements; and WHEREAS, Wal -Mart Real Estate Business Trust, the developers of the Clearbrook Wal -Mart, request a resolution from the Roanoke County Board of Supervisors to abandon old road facilities, and subsequently add newly constructed road facilities. NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation abandon, and subsequently add, the facilities described on the attached Form AM -4.3 to the secondary system of state highways, pursuant to Page 1 of 2 §33.1 -155, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution. �� BE IT FURTHER RESOLVED i \ /�rnir�� i flor»r�mor� of Tr�r��r�nrnr� , the � ,,� � N ' u' N om, « Li ,Board of Su ervisors of Roanoke Count Vir inia uarantees a clear and unrestricted rig ht -of- . ... ... ... ... ... ... ... ... . ... ... ... q g g way, as described, and any necessary easements for cuts, fills and drainage. BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Page of AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 RESOLUTION AMENDING RESOLUTION 062811 -5.g REQUESTING CHANGES IN THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM OF STATE HIGHWAYS, ROUTE 766, STABLE ROAD, CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, the Commonwealth of Virginia, Department of Transportation has ... ... ... ... ... ... ... ... �� ................................................................................. "I'l""I'll""I'll'll""I'll""I'll",'ll""I'll,'ll'I ... ... ... ... ... "I'l""I'll""I'll'll""I'll""I'll",'ll""I'll""I'll",'ll"'ll""I'll""I'll""I'll",'ll'I requested that Roanoke County amend Resolution 062811 -5.g adopted by the Board of Supervisors on June 28, 2011 to state that the Board of Supervisors of Roanoke County, rather than the Virginia Department of Transportation, guarantees a clear and unrestricted right -of -way, as described, and any necessary easements for cuts, fills and ............................... .. ... ... ... ... . ......................................... drainage, al I as set below. WHEREAS, the street(s) described on the attached VDOT Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County; and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements; and WHEREAS, Wal -Mart Real Estate Business Trust, the developers of the Clearbrook Wal -Mart, request a resolution from the Roanoke County Board of Supervisors to abandon old road facilities, and subsequently add newly constructed road facilities. NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation abandon, and subsequently add, the facilities described on the attached Form AM -4.3 to the secondary system of state highways, pursuant to Page 1 of 2 §33.1 -155, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution. BE IT FURTHER RESOLVED \ /irnin nnrvn r+mnn+ of Trnnon +inn , the -;, 1-1 . . . . �./rJ - I L1 , ....... V% .. �, ,....... of Supervisors of Roanoke CountyVirginia guarantees a clear and unrestricted right -of- way, as described and any necessary easements for cuts, fills and drainage. BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Page of ACTION NO. ITEM NO. 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 28, 2013 AGENDA ITEM: Request to accept and appropriate $19,1 81.80 in contributions from Cave Spring Volunteer Fire Company toward the shared purchase of apparatus upgrades to Ladder 3 SUBMITTED BY: Richard E. Burch, Jr. Chief of Fire and Rescue APPROVED BY: B. Clayton Goodman II County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Cave Spring Volunteer Fire Company and Roanoke County have entered into an agreement to share in the purchase of $38,323.80 in apparatus upgrades to Ladder 3. Ladder 3 was damaged when it struck power lines in September 2012. While the apparatus was at the manufacturer undergoing repairs, we have taken the opportunity to jointly purchase upgrades to this 2002 Pierce Aerial apparatus to prolong its useful life once it is returned to service. Cave Spring Volunteer Fire Company will contribute $19,161.80 to fund their portion of the upgrades and Roanoke County Fire and Rescue will fund the remainder of the upgrades out of its budget. Roanoke County Fire and Rescue seeks acceptance and appropriation of this $19,181.80 into 487100 -8502. FISCAL IMPACT: Cave Spring Volunteer Fire Company will contribute $19,161.80 towards the purchase of the upgrades. Page 1 of 2 STAFF RECOMMENDATION: Accept and appropriate $19,161.80 from Cave Spring Volunteer Fire Company to 487100- 8502. Page 2of2 ACTION NO. ITEM NO. 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 20, 2013 AGENDA ITEM: Donation of five (5) drainage easements on property located in "Orchard Park" in the Hollins Magisterial District SUBMITTED BY: Paul M. Mahoney County Attorney APPROVED BY: B. Clayton Goodman II County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of drainage easements on property located in "Orchard Park" being conveyed to the Board of Supervisors of Roanoke County to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present of future drainage courses, ditches, lines, pipes facilities, and other necessary or related structures, appurtenances and improvements for management, collection, transmission and distribution of any form of drainage, including, but not limited to stormwater drainage, together with the right of ingress and egress thereto from a public road, upon, over, under, and across a tract or parcel of land belonging to the following Grantors, Hollins Magisterial District: a) Donation by John L. Miller and Betty R. Miller (Tax Map No. 40.05 -8 -4) of a variable width drainage easement containing approximately 439 square feet and being shown and designated as "New Variable Width Drainage Easement on Lot 4, Section #4, "Orchard Park" (PB23, PG155) being granted to the Board of Supervisors of Roanoke County, Virginia," prepared by Lumsden Associates, P. C., dated January 12, 2012 (the "Plat "). The location of the easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. b) Donation by Gary M. Miller (Tax Map No. 40.05 -8 -5) of a variable width drainage easement containing approximately 83 square feet and a 10' drainage easement containing approximately 2,001 square feet and being shown and designated as "New 10' Page 1 of 2 and Variable Width Drainage Easement on Lot 5, Section #4, "Orchard Park" (PB23, PG165) being granted to the Board of Supervisors of Roanoke county, Virginia," prepared by Lumsden Associates, P. C., dated January 12, 2612 (the "Plat "). The location of the easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. C) Donation by Jonathan A. Hardv and Jennifer R. Hard (Tax Map No. 40.65 --5- 3) of a variable width drainage easement containing approximately 702 square feet and being shown and designated as "New Variable Width Drainage Easement on Lot 3, Section #4, "Orchard Park" (PB23, PG165) being granted to the Board of Supervisors of Roanoke county, Virginia," prepared by Lumsden Associates, P. C., dated January 12, 2012 (the "Plat "). The location of the Easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. d) Donation by Jason Garland and Kimberly Pannell Garland (Tax Map No. 40.05 -7 -10) of a variable width drainage easement containing approximately 2,473 square feet and being shown and designated as "New Variable Width Drainage Easement on Lot 6, Revised Section #3, "Orchard Park" (PB22, PG63) being granted to the Board of Supervisors of Roanoke county, Virginia," prepared by Lumsden Associates, P. C., dated January 12, 2012 (the "Plat "). The location of the easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. e) Donation by Adam R. Castner and Kimberly S. Castner (Tax Map No. 40.05- 7 -9) of a variable width drainage easement containing approximately 2,645 square feet and being shown and designated as "New Variable Width Drainage Easement on Lot 5, Revised Section #3, "Orchard Park" (PB22, PG63) being granted to the Board of Supervisors of Roanoke county, Virginia," prepared by Lumsden Associates, P. C., dated January 12, 2012 (the "Plat "). The location of the easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. The location and dimensions of these easements have been reviewed and approved by the county's engineering staff. STAFF RECOIV MENDA'rION: Staff recommends acceptance of these easements and that - the county Administrator, or any Assistant county Administrator, be 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. 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P6-1 .1 % N" jk I-,r- Ji., r MIMI Irr ;b.L J6 A-Lo M-r k L r t a IN Mr j 4 II I 6 111— L - �r6 z w�ti I '� . 'r y 1 � i_ �1 �' 1 � � ' JL- L :t- VIC I. jr 1116 ; I_ - . 7-w—: L 1 ■ r $I Ail' IN r Irr -d ZY M -Ne :% -. mi I r . 9 1 r r L.%111�, -%.. L 1 091 I MIMI MIMI — ! ELM 91 WILE I � r- M I MIMI f ir e IIIIIIII MIMI M"— JL. M L A I MW I m 21 I� ACTION NO. ITEM NO. 1 -7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Donation of a drainage easement on property located in the "Lindenwood" Subdivision in the Vinton Magisterial District SUBMITTED BY: Paul M. Mahoney County Attorney APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of a drainage easement on property located in the "Lindenwood" subdivision being conveyed to the Board of Supervisors of Roanoke county to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present of future drainage courses, ditches, lines, pipes facilities, and other necessary or related structures, appurtenances and improvements for management, collection, transmission and distribution of any form of drainage, including, but not limited to stormwater drainage, together with the right of ingress and egress thereto from a public road, upon, over, under, and across a tract or parcel of land belonging to the following Grantors, Hollins Magisterial District: a} Donation by Claudine B. Sumner (Tax Map No. 01.19 -4 -7) of a variable width drainage easement being shown and designated as "New Permanent Drainage Easement & Temporary Construction Easement for Roanoke County Board of Supervisors of Easterly Part Lot 4, Blk. 25, Map 10, Lindenwood and 0.010 acre" prepared by Parker Design Group, Inc., dated 22 February 2013 (the "Plat "). The location of the easement is more particularly described on the Plat which is attached hereto as " Exhibit A " and by reference incorporated herein. The location and dimensions of this easement has been reviewed and approved by the County's engineering staff. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends acceptance of this easement and that the county Administrator, or any Assistant county Administrator, be 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. 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S1•'�{ f't �•' ': L r� 1 r r' kr •.1 I r T+ rr r y e 0 0- � IrL I � � r..1 . � � ' — L L 1�, I ■ti L jr ' F� r % A .ti ■ � r+ 3 I 4 7?1 —�, - — LLLL ilk ANN 4 . ' ' L ~ 1 .11 •,,�,yy 1q��'!� _ 1 .zT 4 r hr r,: �iT��ir -- i - • - ' { - 1 ��+•{} ice{ I a _ -- - IIIIIIII-INIL r ■ ■ Em 1 : - 1 �rr:� f J' �ti �• 1 r,•,F 1 • I I i f �_ _ 1 + � _ 1 ■ I I r _ 1 I - yI I' r .1 � 1 ■ 1 + , _ �,r r IN pw§o 11 6w 3 - 1- a r III nm 4 e I- tit - IN- + LJ ■ 4r' f� [if .�r . L{ �F r 1i ■�• I F r i I I 1 Trti }■ I11 J T , � t. - �� i z r 1 ` 1 L r z f� ELF ' ' r-- 3 �_ T - i _ I 1 in a %mwd1j , LLLrrr - � . J r � � i� } 1 1 L jo r J.. r4-.'r r . ;-Fz r 1 ' - 'i I L L 1r��1,1, • I •� _5 •, Amm■ & f 11. r �� _ ti -- GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Audited balance at June 30, 2012 Balance at March 20, 2013 Amount M -1 % of General Fund Revenue $ 20, 572, 318 10.87% * $ 20, 572, 318 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 $21 $192,297,740 $21,152, 752 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 Administrator UJy M -2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural /engineering services, and other one -time expenditures.) Audited balance at June 36, 2612 October 2612 Fire Truck loan payment for 2612 -13 Addition of 2611 -12 operations Balance at March 26, 2613 Mayor County Capital Reserve Amount $1,674,126-06 366, 666.66 1, 276, 929.66 $3 (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Audited balance at June 36, 2612 Submitted By Approved By Balance at March 26, 2613 Rebecca E. Owens Director of Finance B. Clayton Goodman III County Administrator $938,161.66 $938,161.66 M -3 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 (5,000.00) War Memorial Balance at March 26, 2013 $ 59,350.00 Submitted By Rebecca E. Owens Director of Finance Approved By B. Clayton Goodman III County Administrator ACTION NO. ITEM NUMBER M -4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: March 26, 2013 AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of February 28, 2013, SUMMARY OF INFORMATION: CASH INVESTMENT: SUNTRUST CON 4 4 GOVERNMENT: SMI "rH BARNEY CONTRA 35 SMITH BARNEY 48 WELLS FARGO 17 WELLS FARGO CONTRA 3 65,055,244.05 LOCAL GOV'T INVESTMENT POOL: 5 27 GENERAL OPERATION 17,148 17 CD: BRANCH BANKING & TRUST 2 2 MONEY MARKET: BRANCH BANKING & TRUST 1 MORGAN STANLEY - JAIL 1 SMITH BARNEY 17 STELLAR ONE 3 WELLS FARGO 5 27 TOTAL 116 03/26/2013 M O N �-+ M � O � o C LL L C a) i 00 CY) M t4 ti (D LSD N 0) O 00 00 M 00 � I` r � f` � O M LO N LO I` M � 4 4 N LO U') CF) O 00 I` LO r O � M N � O � CY) (D r f` L6 M O O 6 L6 O M O r (D 6 O co 00 L6 (D 4 L6 N r N r M r N r M d) LO I` r LO M LO (D O 00 O CF) t9 (D r (0 O 00 I` r � LO O O V - � (3) d) 00 Lt) Ldp 00 (3) r r N M LO I` O tD M M r (D LO (. I` O LO M 1` f` f` 00 (D O LO (D I` r CD tD (D CD N N 0) ' (3) f` r LO M M O CD I` O M LO � R:f LSD r V V It r- CD r N O O r (D ' LO I` (D 1� ' M r LO r r ' N N M r ' (D O M f` d) � � M N 00 M C (D r f` I` N M LA r (D N O O M I` d) f` 4- O a� a O N r � I` O 00 dY r I` I` I` W) (D r CY) �L 00 'IT O N Lf5 M 00 p 4 00 I` N O _N I` (D o0 Lt7 4 ti d6 N Lf5 V a 1 4 r LO O (D � 00 (fl LO LO I� N r LSD LO LO LO m o 00 M (D E a O co r (D r G) N � (D d N m O O (D I` (D r (1) (n C (D CY) 00 r > N N L M M (D � � r L U r r r co V N It C) N co aco co N 00 00 O M .� p r CF) LSD 00 r 00 M (fl O7 r d7 O M (fl O r m I` O O N N M r O _ (D I` M O W d) 07 � co 07 Lt) CO r O .O (D r m o 0 O M ti d � (D 00 (D ;T N 0 C O C d7 00 ti r (D 00 O U Cl) o Ln 00 00 O 4) d O r (D S Z N r N L() L O LL L d } ' CL 00 00 a) It E LL f` �+ 'IT O . L. (fl M q;T U a � �+ N U r X O Q) O (D O L m M O N �-+ M � O � o C LL L C a) i 00 CY) M t4 ti (D LSD N 0) O 00 00 M 00 � I` r � f` � O M LO N LO I` M � 4 4 N LO U') CF) O 00 I` LO r O � M N � O � CY) (D r f` L6 M O O 6 L6 O M O r (D 6 O co 00 L6 (D 4 L6 N r N r M r N r M d) LO I` r LO M LO (D O 00 O CF) t9 (D r (0 O 00 I` r � LO O O V - � (3) d) 00 Lt) Ldp 00 (3) r r N M LO I` O tD M M r (D LO (. I` O LO M 1` f` f` 00 (D O LO (D I` r CD tD (D CD N N 0) ' (3) f` r LO M M O CD I` O M LO � R:f LSD r V V It r- CD r N O O r (D ' LO I` (D 1� ' M r LO r r ' N N M r ' (D O N f` d) 1�- M 00 00 M O (D r f` I` N M LA r (D N O O M I` d) f` N 00 O I` r � I` O 00 dY r I` I` I` W) (D r CY) O 00 'IT O N Lf5 M 00 p 4 00 I` N O (D I` (D o0 Lt7 4 ti d6 N Lf5 O 1 4 r LO O (D � 00 (fl LO LO I� N r LSD LO LO LO (D Lt) 00 M (D M LSD O co r (D r G) N � (D LO LO O O (D I` (D r (1) (n (D CY) 00 r N N N d) M M (D O co r r r (D It C) N co LO N 00 00 O M 00 LO r CF) LSD 00 r 00 M (fl O7 r d7 O M (fl O r M I` O O N N M r di M (D I` M O I` d) 07 � co 07 Lt) CO r ;T (D (D r (D N N M ti M lq (D 00 (D ;T N r d7 00 ti r (D 00 O 00 N q;T Ln 00 00 O ti O r (D d) N r O L() t4 CO I` } ' M 00 00 a) It r LL f` r 'IT cn M (fl M q;T N � �+ N U r X O Q) O (D O L N i--' a) NT m O � qq LL c a) Q) U N x C — c 0 0 0 0 0 o O o o O o o O o 0 0 0 o O LO LO O (D o O O O O O O O O O O O O O O O O O O O I` I� 00 V- C) O O O O O O O O O O O O O O O O O O 0) M CU LO N O O LO LO O C M LO LO LO LO LO O LO O LO r cr LO 00 N L O (D I` 00 r I` C r N (D I` N I` O I` O (D 0) C CO r N 1--+ N q;T M f` I` r LC) I` CY) (D O LO r N LO I� 0 � It 1-- I` a) 00 N E u) M 0) M (D 06 N r H _ M cn + r M O O UO w p U (D N E — r a U L cn cn L (a CLn- o0 (D ; r N co I� 'cn N r O O LO 00 0 I` � 00 I� 00 M O O 'IT NT M 00 M r CD M I` q;T N O LO M 00 D) O ti 00 O Lf) O O O N O N O 00 6 O N I` ti (D O 00 6 O N di c6 t0 (D I` C6 O O Lf5 LO O r (D It I* LO LO LO r m r (D q;T LO LO LO Ltd (D Q LO 0- f` I` M 0- I` LA q;T ti q;T 00 O N I` LO O O It O d) N r I` I` 00 N d7 00 q;T d7 qq O O7 N (fl LO 00 LO (D N O 1` d7 I` 'IT 'IT r LO (0 r d) q;T ti (D 00 00 I` I` It M (D N M 00 CY) r 00 I` r Ltd q;T M I` M CD O LSD 00 M LSD CY) C) T T N (fl It It Ltd M 'IT 00 (D 00 r d) ti CY) 'IT 'IT I` 'IT 'IT r qm L() CD M (D It 00 r q;T (D I` q N � r q;T O N � M � N N r N C) N N N N r N N M M M N LO N lq O O O O N O O O O O O O NT O O qq O O O O O O O O O O O O O O o O O O O � O O O O O O O O O O O O O O O O O O o I* O O Ltd ti Ldp N O O O r O O O O O O O M O O O O O O O O O M O CY) 'IT N O O O LO O Ln O lq O LSD Lo O LSD O Lo O r Ln (D 00 O M � CD 00 I` 00 O I` LO I` N N I` r I` M O co) LO LO (D O co I` (D r G) N � (D LO LO O O (D I` (D r (1) (n 00 I` N 0 � 07 M L6 N r M M 00 N r A L a) cn CL — > O > a- a) (1) (n m O ~ m a) (a ch O O a) 07 4-- X C: } ' LL a) LL cn cn >' p O �+ U � X O Q) O (D O L N i--' a) L m O � LL c a) Q) U N x C — c J O � L t6 a) ca O a) X N U Q) ca O — 4-a v � � � 4.0 N / 06 c >, CU c n c� J v_ � O � 0 0 m O 4-a LL L L U a) L a) a) L ^ X X O U >1 4 Q) N 1--+ d E O w w a) U to M U 1-- I` a) Q E u) .- � O . J 06 H _ (� cn + r O O UO w p U E — � a U L cn cn L (a CLn- �, a E 0 'cn ° x= � X L- � o O o a) O p O :3 to +r O to +r J C to a) a) � U U m U- 2 0 L Q J 0- LL U 0- 0 O O N 'IT CF) O r N M It LO (D I` 00 0) O O r N � ti 00 r � V N N N N N N N N N N F M M M M M M O O O O O O O O O O O O O O O O O O O O O O N M ---a O M � � 00 N N 00 C r p 00 LO O dY r O O I* O p p (D CD 1` 4- O a� a O N LA LO N 1` p N N ;�r O r O O LO O p ' L p d6 N Ld; N Lf5 r (36 O O Lt; _N 1` r N 1` O O to O p co V a M It I* (D M tD r r M M LO LO (3) LO LO O CD m o 00 N M E a 00 ' N (D r I-T M r LO d N m f` N 00 r to CY) p co LO LA N LO C N 00 O r > d) ti L LO � 00 � � r L U � Ltd O O 00 V N Go Lid 00 M a� 00 C) (3) (D d7 LA 00 1� r (D N d7 CD N N M M � (D r N m Go tm M N r M O _ O 1` 'IT W W) ti 1` ti M N tD CY) O OC .o O �, f` m o 0 O O 00 d N +� > m Q' O M r co O N M M U Cl) p p � � (D 4) d 1` M tD s � Lr) N L O LL L d r CL r > (D E L O �•�/ �+ O . 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kn M r M O � N In M M O N M k i \1 \O N M M llc� 00 �i oo l� N r In M 01 M \O 00 INC M 00 N r- `O O M N O ---a r- 00 01 M I�t `O M O �C 00 \c \c O kn kn In N `0 00 I�t N O 00 O M `O M I M -0 O 00 lzl M M In Pl O N O r-� 00 kr N N M N 'IT M 01 -� In 00 00 \O r- 00 00 In T o0 00 C1 i i \O M In 01 ---a N t� a1 00 N 01 of O O O N M kn C1 ^I N 00 O M I�t � 1 10 t- kn o0 O o0 O O O N `O 01 N N M 01 In 00 O O N M M `O O kn O C1 M o0 M 1 10 � \z `0 I�t kn 01 kn N � rm� kn kn 1 1.0 In In t� O O T.-O C1 INC oo M kn I `0 O M o0 N I�t t� 01 t� � O O O O T N � N � N O t- In kn 01 o0 l� r- kn M N C1 - kn 01 r O O � N 00 O t- N 00 N M k i \1 \O N M M llc� 00 �i O l� N r In M 01 M \O 00 M 00 M \c O oo 00 M r--a M N kn kn 't O 00 01 M I�t `O M O �C N IV kn \c I�t o0 C� 'IT 'IT t- M In O •-� N k. l-- -0 O O lzl M on .-� kn kn M 00 O N o0 kn oo O O t- l- O � M o0 kn kn O O O O O O o0 l-- \z N `C oo I�t r O N `C t- o0 \O M M 7� 00 O 01 O O `O M N M M 00 oo M M O t� kn 00 ---a O N O O N N N INC O \O 00 O M 01 N In l- N N oo N O ^� In •-� oo kn kn 't O O O l-- `O � kn N IV kn \c I�t o0 C� 'IT 'IT t- M In O •-� N k. l-- -0 O O lzl M on N M 00 on C1 r 00 kn 01 � r, � 01 N N O O O o a1 01 M C� INC N kn r--a O O r- kn kn O O O N M \O kn o0 oo V') a1 ---a t- O 00 M kn l� \O a1 kn I�t I�t 00 kn N r- I�t `O �T IV -� M C1 O I�t O a1 O M o0 N 01 `C O O O N M � M M o0 � 00 M 7� 00 O kn M INC 't O O C1 O ^m� M I�t N In In 00 N �T N o0 M kn l N 1 16 O N N k�K k O O 01 01 I M C1 007 kn I�t kn N O ^� In •-� M N ---a r- oc kn r- \C In kn 00 M r- C1 C1 !-- M O •-� .-� k. l-- -0 O O `O M N C1 M M a1 01 00 \O C\ N O I�t 00 N N O O O N O O O N N O O 01 00 l-- N M O i p o0 7� 00 01 a1 00 N \O N o0 M kn l N O O N O O ':; t- M 01 N oo M 00 O 00 I�t M OC C) r- t- M O O ) N k. l-- -0 O O 1 a\ N M � 00 C1 O O~ � i p 7� r--j ':; C) O ) W y -0 ° r-- L l U ,� A-a O U ° U O W U W Q N U rA N O M O O N O M kn O O N O O M't O O \c O � O 00 O O O 1 1O O 1 1O O O O O O O O O O 00 00 O O 00 O 00 O 00 O 00 O 00 O O 00 O 01 O O 01 C1 O O O ACTION NO. ITEM NO. M -7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 20, 2013 AGENDA ITEM: Accounts Paid — February 2013 SUBMITTED BY: Rebecca E. Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Direct Deposit Checks Total Payments to Vendors $ - $ - $ 5 Payroll 02/0 1/13 1 71 1 533.99 1 Payroll 02/15/13 1,190,112.10 73 1 1 203 1 200.87 Manual Checks - 570.18 570.18 Grand Total $ 7 A detailed listing of the payments is on file with the Clerk to the Board of Supervisors. Page 1 of 1 X AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2,2 -3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Page 1 of 1 ACTION NO. ITEM NUMBER P -1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 26, 2013 AGENDA ITEM: Public Hearings for Citizen Comment on the following items: (a) Real estate, personal property and machinery and tools tax rates (b) General cornment on the upcoming annual budget for fiscal year 2013-2014 SUBMITTED BY: W. Brent Robertson Director of Management and Budget APPROVED BY: B. Clayton Goodman I I I County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY of INFORMATION: As requested by the Board of Supervisors, staff advertised the proposed Real Estate, Personal Property, and Machinery and Tools Tax Rates for calendar year 2013 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. Consistent with past practices, the Board has expressed a desire to hold a public hearing to elicit "genera I" comment on the upcoming annual budget development process. This hearing gives citizens the opportunity to express their priorities and concerns for the Board Page 1 of 2 to consider during formulation of the upcoming budget. The public hearings scheduled for today are for receiving written and oral comment on these two topics. The public hearing on proposed tax rates was advertised on March 12 and March 19, 2913, and the General Comment for the fiscal year 2013-2014 budget was advertised on March 19, 2913, thereby satisfying State code requirements for public notice. Paget oft ACTION NO. ITEM NUMBER P -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DA`L'E: March 20, 2013 AGENDA ITEM: SUBMITwrED BY: APPROVED BY: Request to adopt the following tax rates for calendar year 2013: (a) Real estate tax rate of $1.09 per $100 assessed valuation (b) Personal property tax rate of $3.50 per $100 assessed valuation (c) Machinery and tools tax rate of $3.00 per $100 assessed valuation W. Brent Robertson Director of Management and Budget B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the direction of the Board of Supervisors, the proposed tax rates for the twelve month period beginning January 1, 2013 and ending December 31, 2013, were advertised on March 12 and March 19, 2013 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 A public hearing for citizen comment on the above advertised tax rates was held on March 26, 2013. STAFF RECOIV MENDA'rION: - rhe proposed budget for fiscal year 2013 -2014 is predicated on the advertised real estate, personal property, and machinery and tools tax rates; therefore, staff recommends that the aforementioned tax rates be established as advertised. Paget oft AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 ORDER SETTING THE TAX RATE ON REAL ESTATE SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2013 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, that the levy for the twelve -month period beginning January 1, 2013, and ending December 31, 2013, be, and hereby is, set for a tax rate of $1.09 per one hundred dollars of assessed valuation on all taxable real estate and mobile homes classified by Sections 58.1 -3200, 58.1 -3201 58.1- 3506.A.8, and 58.1-3506.13 of the 1950 Code of Virginia, as amended, situate in Roanoke County. Page 1of1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2013 ORDER SETTING THE TAX LEVY ON PERSONAL PROPERTY SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2013 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the levy for the twelve -month period beginning January 1, 2013, and ending December 31, 2013, be, and hereby is, set for a tax rate of $3.50 per one hundred dollars of assessed valuation on all taxable, tangible personal property, excluding that class of personal property generally designated as machinery and tools as set forth in Section 58.1 -3507 of the 1950 Code of Virginia, as amended, and excluding all those classes of household goods and personal effects as are defined in Sections 58.1 -3504 and 58.1 -3505 of the 1950 Code of Virginia, as amended, but including the property separately classified by Sections 58.1 -3500, 58.1 -3501, 58.1 -3502, 58.1 -3506 in the 1950 Code of Virginia, as amended, of public service corporations based upon the assessed value thereof fixed by the State Corporation Commission and duly certified. 2. That there be, and hereby is, established as a separate class of personal property in Roanoke County those items of personal property set forth in Section 58.1 -3506 of the 1950 Code of Virginia, as amended, and adopted by Ordinance No. 121592 -11, and generally designated as Motor Vehicles for Disabled Veterans. 3. That the levy for the twelve -month period beginning January 1, 2013, and ending December 31, 2013, be, and hereby is, set at fifty (50 %) percent of the tax rate established in paragraph 1 for the taxable, tangible personal property as herein established as a separate classification for tax purposes and as more fully defined by Section 58.1- Page 1 of 2 3506 of the 1950 Code of Virginia, as amended, and generally designated as Motor Vehicles for Disabled Veterans. Page of AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 2012 ORDER SETTING THE TAX LEVY ON A CLASSIFICATION OF PERSONAL PROPERTY - MACHINERY AND TOOLS - SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2013 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That there be, and hereby is, established as a separate class of personal property in Roanoke County those items of personal property set forth in Section 58.1 -3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. 2. That the levy for the twelve -month period beginning January 1, 2013, and ending December 31, 2013, be, and hereby is, set for a tax rate of $3.00 per one hundred dollars of assessed valuation on all taxable, tangible personal property as herein established as a separate classification for tax purposes and as more fully defined by Section 58.1 -3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. Page 1of1 ACTION NO. ITEM NO. Q -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: SUBMIT'rED BY: APPROVED BY: March 26, 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 Loope Acting Director of Economic Development B. Clayton Goodman III County Administrator W COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMA"rION: 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 Page 1 of 2 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 RECOMMENDA"rION: Staff recommends that the Board favorably consider the adoption of this ordinance transferring by deed the title to the CRT property from the Board of Supervisors to the Roanoke County Economic Development Authority. The first reading was held on March 12 2013, and the second reading and public hearing were held on March 26, 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 26, 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 Page 1 of 2 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. Page of ACTION NO. ITEM NO. Q -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: March 20, 2013 AGENDA ITEM: SUBMITTED BY: 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 Page 1 of 2 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 (1) -year term. Any of the local governments may terminate this agreement for any reason with a sixty (60) -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 first reading was held on March 12, 2013, and the second reading and public hearing were heldMarch 25, 2013. Page 2 of 2 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 t #1580067 -2, 077947 - 00001 -01} 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 t #1580067 -2, 077947 - 00001 -01} 2 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. t #1580067 -2, 077947- 00001 -01} 3 (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 /8 (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 (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 t #1580067 -2, 077947- 00001 -01} 4 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 t #1580067 -2, 077947- 00001 -01} 5 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 (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 (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 t #1580067 -2, 077947- 00001 -01} 6 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 (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 (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 t #1580067 -2, 077947 - 00001 -01} 7 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 (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 (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 t #1580067 -2, 077947- 00001 -01} 8 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: t #1580067 -2, 077947 - 00001 -01} 9 (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, t #1580067 -2, 077947- 00001 -01} 10 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 t #1580067 -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 t #1580067 -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. t #1580067 -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 t #1580067 -2, 077947 - 00001 -01} 14 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. t #1580067 -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. Drug 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 t #1580067 -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 t #1580067 -2, 077947- 00001 -01} 17 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 Ori ig nals 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 t #1580067 -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 By: President CITY OF ROANOKE, VIRGINIA By: City Manager CITY OF SALEM, VIRGINIA By: City Manager ROANOKE COUNTY, VIRGINIA By: County Administrator t #1580067 -2, 077947- 00001 -01} 19 ATTACHMENT 2012 -2013 WORK PROGRAM, MARKETING PLAN AND BUDGET (to be attached) { #1580067 -2, 077947- 00001 -01} 20 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 26, 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 7 2013 7 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 ACTION NO. ITEM NO. Q -3 aW AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SU BMIT'rED BY: March 26, 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 net 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 ROAN( PROPOSED 15' RIGHT OF WAY m I I 'FA'dwalm Roanoke County, Virginia T.D. 665000 Map Sections 37800348C4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, MARCH 26, 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 of PETITIONER: Old Heritage Corporation CASE NUMBER: 5- 4/2012 Board of Supervisors Consent 1 St Reading Date: February 26, 2013 Planning Commission Hearing Date: March 5, 2013 Board of Supervisors Hearing & 2nd Reading Date: March 26, 2013 A. REQUEST The petition of Old Heritage Corporation to rezone approximately 1.880 acres from R -1, Low Density Residential, District to C -1C, Office Commercial, District with proffered conditions, located near the intersection of Crossbow Circle and Franklin Road (Route 220 South) and 5259 Crossbow Circle, Cave Spring Magisterial District. B. CITIZEN COMMENTS Seventeen citizens spoke at the public hearing with one in favor of the project, one undecided and 15 opposed to the project. Most comments pertained to traffic safety and sight distance at and near the proposed development entrance. Other comments included: 1. Heavy traffic on Crossbow Circle and on Franklin Road; 2. Speeding traffic on Crossbow Circle; 3. Incompatibility of the proposed use with the existing neighborhood; and 4. Concerns about reductions in property values. C. SUMMARY OF COMMISSION DISCUSSION The Planning Commission asked questions regarding future land use, potential impacts to property values and accident history in the vicinity. Its discussion included grading necessary for the proposed development, neighborhood buffering, differences between the AECOM Traffic Impact Analysis and the neighborhood - generated traffic study, economic development and potential site development options. D. PROFFERS 1. The following building finishes are prohibited on any building constructed on the Property: a. Unpainted or bare metal panels b. Bare exposed concrete that is not exposed aggregate, hammered, sand blasted or covered with a cement based acrylic coating c. Unfinished wood other than cedar, mahogany, teak or redwood 2. Acceptable building finishes for any building on the Property include: a. Brick b. Wood, vinyl or composite wood substitute lap siding and trim c. Stucco or exterior insulated finish system (EIFS) d. Stone face colored concrete block e. Stone or cast stone f. Standing seam metal, copper, composite slate tile or asphalt shingle roof 3. The maximum height of a building on the property shall be 40 feet. 4. The roof of any building on the property shall be pitched, and not flat, and shall be residential in style, such as a gabled roof, hip roof or mansard roof. 5. Freestanding signs shall be monument style utilizing materials listed as acceptable building materials in proffer 2 above. Monument signs shall be located within the 90' monument sign setback area denoted on the Concept Plan prepared by Lumsden Associates, P.C. dated February 8, 2013. This does not preclude, however, directional signage being located outside the monument sign setback area. 6. Retaining walls shall be subject to proffers 1 and 2 above relating to construction materials or be composed of textured keystone blocks. 7. Required screening of service and trash areas shall be with finish materials matching the exterior finish material of the building for which it serves. 8. Site Lighting: a. All lighting on the Property shall be shielded "cut off' types to internalize illumination and avoid spillover to adjacent residential properties. b. No exposed fluorescent lighting shall be permitted. c. The maximum height of freestanding light fixtures shall be 18 feet. 9. Landscaping and Vegetation: In order to provide additional buffering to the adjoining residential neighborhoods, that portion of tax map parcel 087.08 -02 -04.00 for which rezoning is requested shall remain undeveloped except for installing such additional landscaping, grading or utilities related to storm water detention as may be needed to serve the balance of the Property. E. COMMISSION ACTION Mr. Marrano made a motion to recommend denial of this rezoning petition. The motion passed 3 -0. Mr. Jarrell and Mr. Woltz were absent. F. DISSENTING PERSPECTIVE None. G. ATTACHMENTS: X Concept Plan X Vicinity Map X Staff Report X Other Philip Thompson, Secretary Roanoke County Planning Commission Old Heritage Corporation P. U. Box 8425 Roanoke, Virginia 24014-0425 March 15, 2013 HAND DELIVERED Mr. John Murphy Zoning Administrator Roanoke County Planning & Zoning 5204 Bernard Drive Roanoke, Virginia 24018 -0798 Re: Rezoning Application: Old Heritage Corporation Roanoke County Tax Map Nos.: Portion of 088.05 -01- 01.00 -0000 Portion of 087.08 -02- 04.00 -0000 Address: Vacant lot located at intersection of Crossbow Circle and Franklin Road/ U.S. Route 220 South and 5259 Crossbow Circle Dear Mr. Murphy: Pursuant to Section 30 -14(E) of the Roanoke County Code, this is to request that the above - referenced rezoning application be put on hold. Thank you for your assistance and cooperation. Very truly yours, 0LD HE GE R WPO T By, ynthia W. Crba ar , Becre#aryffre s r