HomeMy WebLinkAbout6/11/2013 - RegularRoanoke County
Board of Supervisors
June 11, 2013
INVOCATION: Pastor Greg Irby
Temple Baptist Church
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer.
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
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Roanoke County
Board of Supervisors
Agenda
June 11, 2013
Good afternoon and welcome to our meeting for June 11, 2013. 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 students at William Byrd High School:
(a) Resolution of congratulations to the William Byrd High School Air
Force JROTC for receiving First Place in the State Armed Exhibition
Drill
(b) Certificate of recognition to Michael Bryant, State AA Wrestling
Champion
D. BRIEFING
Page 2 of 5
E. NEW BUSINESS
1. Request to authorize staff to work with financial advisors to obtain bids for
refunding a portion of the 2003 General Obligation Bonds (Rebecca Owens,
Director of Finance)
2. Resolution adopting a policy for Roanoke County Health Insurance (Rebecca
Owens, Director of Finance)
3. Request to transfer $1.5 million from Health Insurance Reserve to the
General Fund Unappropriated, Major Capital and Minor Capital (Rebecca
Owens, Director of Finance)
4. Authorization to terminate the lease with B. Wayne Dunman and Rebecca J.
Dunman (B. Clayton Goodman III, County Administrator)
F. FIRST READING OF ORDINANCES
1. Ordinances:
1) Ordinance of the Board of Supervisors of the County of Roanoke, Virginia
approving the lease financing of various capital projects for the County
and authorizing the leasing of certain County -owned property, the
execution and delivery of a Prime Lease and a Local Lease Acquisition
Agreement and Financing Lease, and other related actions
2) Ordinance providing for the refunding of 2004 lease financing with Virginia
Resources Authority
3) Ordinance authorizing an amendment to the fiscal year 2013 -2014 budget
by the appropriation of $13,973,416 to finance various public facility
projects (Paul M. Mahoney, County Attorney)
2. Ordinance authorizing the vacation of (1) a portion of an unimproved fifty foot
(50') right -of -way designated as Circleview Drive, (2) a twenty foot (20')
access easement to Stormwater Management Area, and (3) a Stormwater
Management easement (plat of Suncrest Heights, Section 3, Plat Book 13,
Page 165) and accepting the dedication of 0.117 acre for the completion of a
cul -de -sac at the end of Circleview Drive and a public drainage easement as
shown on a plat entitled "Resubdivision Plat from records for John A. Hall &
Company, Inc. and Kent S. Greenawalt Revocable Trust ", located in the Cave
Spring Magisterial District (Arnold Covey, Director of Community
Development)
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G. PUBLIC HEARING AND SECOND READING OF ORDINANCES
1. Ordinance to accept the conveyance of the old William Byrd High School (Tax
Map #60.11 -4.17 and 60.11 -11 -4.20 and the Roland E. Cook Elementary
School (Tax Map #60.16- 09 -40) from the Roanoke County School Board to
the Board of Supervisors (Paul M. Mahoney, County Attorney)
H. APPOINTMENTS
1. Board of Zoning Appeals (appointed by District)
2. Capital Improvement Program (CIP) Review Committee (appointed by
District)
3. Parks, Recreation and Tourism Advisory Commission (appointed by District)
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 — May 28, 2013
2. Request to approve the Fiscal Agent Agreement with the Regional Center for
Animal Control and Protection
3. Adoption of revised Parks, Recreation and Tourism Advisory Commission
Bylaws
4. Confirmation of appointment to the Clean Valley Council; Board of Zoning
Appeals (appointed by 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
Page 4 of 5
3. Reserve for Board Contingency
N. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Richard C. Flora
2. Joseph B. "Butch" Church
3. Eddie "Ed" Elswick
4. Charlotte A. Moore
5. Michael W. Altizer
O. 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 Court Community Corrections Program Regional
Community Criminal Justice Board
2. Section 2.2- 3711.A.7, Consultation with legal counsel and briefings by staff
members pertaining to probable litigation, namely, G &H Construction, where
such consultation or briefing in open meeting would adversely affect the
negotiating or litigating posture of the public body
P. CERTIFICATION RESOLUTION
Q. ADJOURNMENT
Page 5 of 5
ACTION NO.
ITEM NO. C- 1(a)(b)
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: June 11, 2013
AGENDA ITEM: Recognition of students at William Byrd High Scheel:
(a) Resolution of congratulations to the William Byrd High
School Air Force JROTC for receiving First Place in the
State Armed Exhibition Drill
(b) certificate of recognition to Michael Bryant, State AA
Wrestling Champion
SUBMITTED BY: Deborah C. Jacks
Clerk to the Board of Supervisors
APPROVED BY: B. Clayton Goodman III
County Administrator War
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The William Byrd High School ROTC received First Place in the State Armed Exhibition
Drill.
SMSgt. Paul Richardson of the AFJROTC is expected to attend to accept the resolution as
well as members of the team and their families.
In addition, a certificate of Recognition will be awarded to Michael Bryant, State AA
Wrestling champion.
Michael and his family are to be joined by the coaches and Dr. Turner.
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, JUNE 11, 2013
RESOLUTION OF CONGRATULATIONS TO THE WILLIAM BYRD
HIGH SCHOOL AIR FORCE JROTC FOR RECEIVING FIRST PLACE IN
THE STATE ARMED EXHIBITION DRILL
WHEREAS, team events are an important part of the curriculum at schools in
Roanoke County teaching cooperation, sportsmanship and athletic skill; and
WHEREAS, the William Byrd High School Air Force JROTC won the 2013 State
Armed Exhibition Drill in Richmond, Virginia on April 27, 2013.
WHEREAS, Armed Exhibition Drill is one of six events at the Air Force JROTC
State Drill Championship in which the team is required to develop their own drill routine
within strict parameters; and
WHEREAS, this Drill Team is judged on originality, execution as a team,
appearance standards, military bearing and difficulty of their maneuvers; and
WHEREAS, the William Byrd High School Air Force JROTC is coached by
SMSgt. Paul Richardson.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County, Virginia does hereby extend its sincere congratulations to the
members of the WILLIAM BYRD HIGH SCHOOL AIR FORCE JROTC: Michael
Adams, Justin Creasy, Justin Fix, James Hodges, Matthew King, Kwame Legans, Sean
Schwallenberg, Tucker Solander and Katelyn Townley for receiving First Place in the
State Armed Exhibition Drill; and
BE IT FURTHER RESOLVED that the Board of Supervisors extends its best
wishes to the members of the team, the coaches and the school in their future
endeavors.
Page 1 of 1
ACTION NO.
ITEM NO. E -1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEE'I•ING DATE: June 11, 2013
AGENDA ITEM: Request to authorize staff to work with financial advisors to
obtain bids for refunding a portion of the 2003 General
Obligation Bonds
SUBMITTED BY: Rebecca Owens
Director of Finance
APPROVED BY: B. Clayton Goodman III
County Administrate
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The County of Roanoke contracts with Raymond James & Associates, Inc., to provide
financial advisory services. Annually staff works with our financial advisors to review the
County's outstanding debt for potential refunding opportunities.
Based on this review and current market conditions, the County has the opportunity to
refund a portion of the 2003 General Obligation Bonds. These bonds were originally used
for various County projects. The current estimate of savings is approximately $525,000.
As has been previously done, the refunding will provide the opportunity of funds for much
needed capital while reducing the interest costs and leaving the final maturity the same.
As reviewed with the Board at the May 28, 2013, work session, the recommended use of
savings is the replacement of two refuse collection vehicles, a critical operational need that
was not able to be addressed during previous budget development and significantly impact
County operations.
Upon your approval, staff will work with Financial Advisors, Raymond James and
Associates to obtain bids for the refunding. Information obtained from the bid process will
be brought back to the Board in July 2013 for approval and appropriation.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends authorizing staff to work with Financial Advisors, Raymond James and
Associates, to obtain bids for the refunding of a portion of the 2003 General Obligation
Bonds.
Page 2 of 2
ACTION NO.
ITEM NO. E -2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROAN OKE COUNTY ADMINISTRATION CENTER
MEETING DATE: June 11, 2013
AGENDA ITEM: Resolution adopting a policy for Roanoke County Health
Insurance
SUBMITTED BY: Rebecca Owens
Director of Finance
APPROVED BY: B. Clayton Goodman III
County Administrator3
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
One of the measures of a fiscally well managed local government is the adoption of formal
fiscal policies.
Local governments (plan sponsors) sponsoring health plans face challenges in providing
stable, sustainable health -care benefits. Plan sponsors need to find ways to manage the
costs of their health -care plans within the organization's financial framework and structure
in order to be more efficient while continuing to offer a slate of health -care benefits that
allows the County to be competitive in the marketplace.
This policy will establish guidelines to provide affordable health insurance coverage to all
eligible employees that would like to participate, and to qualified retirees while maintaining
health reserves. The County wishes to contain the costs of the benefit plan while
simultaneously promoting a healthy workforce.
FISCAL IMPACT:
This policy will formalize what the County has done for years, contain our liability related to
other post - employment benefits as impacted by the Affordable Care Act, and ensure
adequate reserves.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends adopting the attached resolution which establishes the Roanoke County
Health Insurance Policy.
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, JUNE 11, 2013
RESOLUTION ADOPTING A POLICY FOR ROANOKE COUNTY
HEALTH INSURANCE
WHEREAS, one of the measures of a well- managed locality is the adoption of
formal policies; and
WHEREAS, the Board of Supervisors recognizes the need to provide affordable
health insurance coverage; and
WHEREAS, it is important to the Board of Supervisors to contain costs of the
benefit plan while simultaneously promoting a healthy workforce and maintain adequate
reserves.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors of
Roanoke County, Virginia, as follows;
1. That the policy for County Health Insurance is hereby adopted as follows; and
2. That this policy shall be in effect for fiscal year 2012 -2013, and the
subsequent fiscal years unless otherwise amended by the Board of
Supervisors
Page 1 of 4
County of Roanoke, Virginia
Policy for County Health Insurance
I. Background
Sponsors of public- sector health plans face challenges in providing stable,
sustainable health -care benefits. Plan sponsors need to find ways to manage
the costs of their health -care plans within the organization's financial
framework and structure in order to be more efficient while continuing to offer
a slate of health -care benefits that allows the County to be competitive in the
marketplace.
II. Purpose
This policy will establish guidelines to provide affordable health insurance
coverage to all eligible employees that would like to participate, and to
qualified retirees. The County wishes to contain the costs of the benefit plan
while simultaneously promoting a healthy workforce.
III. Policy Guidelines for Health Insurance
1. Guidelines for the purchase of employee health insurance. The County
has determined the following are in the best interest of providing
affordable health insurance:
a. The County is self- insured for health insurance, and bids the
administration and excess coverage of the insurance every 3 -5
years.
b. The County purchases health insurance administration and excess
coverage in a group that includes the Roanoke County Schools and
entities for which the County serves as fiscal agent. The County
will continue to participate in this group purchase, as long as it is
beneficial.
c. The County contracts with an independent health insurance
consultant. This consultant assists the County in bidding the health
insurance package every 3 -5 years. In non - bidding years, the
consultant assists in negotiating renewal contracts with the existing
vendor. The consultant also helps as needed to evaluate new
programs or other matters involving health insurance.
Page 2 of 4
2. Keep medical plan costs for County, Schools, et al, below the excise tax
throchnlrl
a. On an annual basis, a committee composed of employees from
Roanoke County, Roanoke County Schools, the WVRJA and the
RVRA meet with our insurance consultant to decide what changes
will be made in the health insurance benefits and rates.
b. Review any changes required by federal or state legislation.
c. Review the increase in the cost of health insurance over the
previous year.
d. Make plan design changes such that the excise threshold will not
be exceeded. These changes include:
i. Reducing benefits
ii. Increasing co -pays or deductibles
iii. Reviewing the excess coverage levels
e. The County will evaluate the long -range sustainability of any benefit
changes before adopting the change.
f. The cost sharing arrangements shall be structured to give the
employees a stake in lower costs.
3. Wellness Initiatives. The County supports a wellness program with
established goals of helping employees lead healthier lives and the
County to stabilize healthcare costs. Aspects of the initiative may include
an onsite employee health center, biometric screenings, health risk
assessments, and educational sessions. The County will partner with a
third party business associate to operate the health center and wellness
program and will offer an incentive to encourage participation.
Page 3of4
4. Establishment of Health Insurance Reserves The County believes that
sufficient reserves must be established to fund the self- insured program.
The County has set the level of the Reserves as follows:
a. An adequate and healthy reserve should allow funding for the
following
i. Claims incurred but not reported
ii. Self- insure for an aggregate risk level of 115%
iii. Adverse claim fluctuations, sharp rate increases and
uncertainty in the market
iv. Health Care Reform
v. Wellness Program
b. Based on the above, the current level of needed health insurance
reserves is set at an amount recommended by an independent
consultant providing an expert opinion on the level of funding
required.
c. The level of the health insurance reserve will be reviewed on an
annual basis during the budget process.
Page 4 of 4
ACTION NO.
ITEM NO. E -3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEE'rING DATE: June 11, 2013
AGENDA ITEM: Request to transfer $1.5 million from Health Insurance
Reserve to the General Fund Unappropriated, Major Capital
and Minor Capital
SUBMITTED BY: Rebecca Owens
Director of Finance
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The County of Roanoke and Roanoke County Public Schools participate in a joint health
insurance program for eligible employees. The Roanoke Valley Resource Authority
(RVRA), and the Western Virginia Regional Jail Authority (WVRJA) also participate in our
plan. This medical plan is self- funded with reinsurance coverage to protect the financial
risk assumed. Under the current contract, reinsurance is composed of specific stop loss.
The specific stop loss threshold is $200,000. Specific reinsurance protects the plan from
any catastrophic claims paid on a member during the plan year. There are no annual or
lifetime maximum limits for the plan as we have negotiated unlimited stop loss protection.
Over the past several years the health insurance reserves have increased as a result of
premiums set at an aggregate limit of 105 %, lower claims experiences and transfer of
unused health budgets to reserves.
At the May 28, 2013, Board meeting during a work session a presentation on the health
insurance reserves was made to the Board. Staff reviewed the expert opinion from Ms.
Claire Holbrook, Senior Vice President of Wells Fargo Insurance Services recommending
the County hold anywhere from $4.0 to $4.2 million in the health insurance reserve for next
year.
An adequate and healthy reserve should allow funding for the following:
Page 1 of 2
• Claims incurred but not reported (IBNR)
• Aggregate risk level (115 %)
• Adverse claim fluctuations, sharp rate increases, and uncertainty in the market
• Health care reform
• Wellness Clinic
After a review of the information presented and discussion, the Board indicated a reserve
in the amount of $5 million continued to bean appropriate amount. This was mainly in part
due to the County funding a wellness program and several years of budget increases from
the reserve.
Discussion among the Board for use of the excess funds, ranged from putting the funds
towards other projects, to transferring $1.5 million from health insurance reserves and
allocating $500,000 to General Fund Unappropriated, $500,000 to Major Capital and
$500,000 to the Minor Capital, to leaving the funds in the health reserve for uncertainty of
the costs associated with the Affordable Care Act.
FISCAL IMPACT:
Health insurance reserves are projected to be at approximately $5 million at June 30, 2013,
after transferring $1.5 million to the General Fund and Capital Fund. The General Fund
Unappropriated balance w i l l increase to $21,072,318, which is 10.96% of 2012 -2013
General Fund revenues. The County's policy goal is 11 %. The Minor and Major Capital
will increase by $500,000 each.
No appropriation is required as this transaction is merely re-allocating funds from one
reserve to another. Board action and appropriation will be required at a later time when
there is a request to spend the funds.
AL'rERNATIVES:
1. Transfer $1.5 million from the health insurance reserves and allocate $500,000 to
the General Fund Unappropriated balance, $500,000 to the Major Capital and
$500,000 to the Minor Capital reserves.
2. Transfer $1.5 million from the health insurance reserves and put toward other
projects as defined by the Board.
3. Do not transfer any funds out of the health insurance reserve.
STAFF RECOMMENDATION:
Staff recommends, alternative 1, transferring $1.5 million from the health insurance
reserves and allocating $500,000 to the General Fund Unappropriated balance, $500,000
to the Major Capital and $500,000 to the Minor Capital reserves.
Page 2 of 2
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ACTION NO.
ITEM NO. E -4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: June 11, 2413
AGENDA ITEM:
SUBMITTED BY:
Request to authorize the termination of a the lease with B.
Wayne Dunman and Rebecca J. Dunman
B. Clayton Goodman KI
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This is a request to authorize the early termination of a lease between the Board of
Supervisors of Roanoke County and B. Wayne Dunman and Rebecca J. Dunman t/a
Dunman Floral Supply, Inc. (Tenant). To accomplish this early termination it is
necessary to compensate the Tenant.
On June 28, 2411, the Board adopted Ordinance #442811 -14, which authorized the
lease of 4.741 acre and 1.24 acres located 344 Pollard Street, Vinton, Virginia to the
Tenant for one (1) year beginning August 1, 2411, with automatic renewals for two (2)
additional one (1) year terms, unless the Tenant notified the County of its intention not
to renew. After the third (3rd) annual lease term the County could notify the Tenant of its
intention not to renew the lease. The Tenant pays the County $45,444 per year as rent.
The County and the Town of Vinton desire to accelerate the construction of the
proposed new library. The County Administrator has negotiated an early termination of
this lease with the Tenant. The Tenant is requiring the payment of $60,000 to terminate
this lease. Staff believes it is beneficial to have the tenant relocated by August 31,
2413, in order that the Vinton Library Project can proceed with an aggressive schedule.
Like the Olenvar Library Project, County staff is recommending that the building and site
demolition be scheduled separately from building construction. It would be scheduled
for late fall, 2413. This will allow the project to move forward to the construction phase
by February, 2414. The current schedule indicates bidding on January 1 of 2414 and
construction beginning in mid - February of 2414. This same schedule indicates a final
Page 1 of 2
construction inspection (project completion) of June 15, 2015. This is the current project
schedule and is subject to change due to ongoing design and other work on the project.
FISCAL IMPACT:
The Tenant is requiring the payment of $60,000 to terminate this lease. The Town of
Vinton has agreed to pay $20,000, if the County pays the remaining $40,000.
The County projects that it will have $40,000 available in the Vinton Library Project to
cover this cost. It is anticipated that the County will receive the $20,000 from the Town
of Vinton, so that we can provide one check to Mr. Dunman for the termination of this
lease. Once the funds are received from the Town of Vinton, a Board report will be
completed to appropriate the funds.
Staff has reviewed the construction cost index to determine the present value of
accelerating the construction of this library. The current annual index is +2.3 %. The
County's anticipated construction cost for Vinton Library is $5.5 million for the building
only, so an eighteen (118) month delay at +2.3% would yield a conservative estimate of a
cost increase of $193,200. If the +2.3% increase is applied to the entire project (such
as furnishings, demolition, etc.) then a total project increase of $309,545 is estimated.
Borrowing costs due to possible increases in interest rates could also increase total
project costs. An expenditure of $60,000 that allows work to start eighteen (18) months
earlier than would otherwise be the case is clearly justifiable from a cost perspective.
STAFF RECOMMENDA'rION:
Staff recommends that the Board consider authorizing the early termination of the lease
with B. Wayne Duriman and Rebecca J. Dunman and providing a payment of $40,000
from the Vinton Library Project.
Page 2 of 2
ACTION NO.
ITEM NO. F- 1.(1)(2)(3)
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:
June 11, 2013
Ordinances:
1) Ordinance of the Board of Supervisors of the County of
Roanoke, Virginia approving the lease financing of
various capital projects for the County and authorizing
the leasing of certain Roanoke County -owned property,
the execution and delivery of a Prime Lease and a
Local Lease Acquisition Agreement and Financing
Lease, and other related actions
2) Ordinance providing for the refunding of 2004 lease
financing with Virginia Resources Authority
3) Ordinance authorizing an amendment to the fiscal year
2013 -2014 budget by the appropriation of $'13,973,410
to finance the various public facility projects
Paul Mahoney
CoLl my Attorney
B. Clayton Goodman III
County Administratort�$
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
On May 14, 2013 and May 28, 2013, the Board of Supervisors held work sessions on the
County's Capital Improvements Program Tier 1 Priority Projects and recommended funding
for the following projects:
• Replacing fuel tanks at Kessler Mill Road (one 10,000 gasoline tank and two 10,000
gallon diesel tanks, new wiring and electronics)
• Purchasing replacement generators at four or five fire stations
• Installing sports field lighting (3 fields at Shell Park, 2 fields at Arnold R. Burton, and
1 field at Merriman Soccer complex)
• Making necessary repairs to the Social Services building (including roof
replacement, HVAG system replacement and parking lot repairs)
• Funding the construction of a new library in the Town of Vinton
Page 1 of 5
• Replacement of Integrated Financial System
The fiscal policies adopted by the Board have worked well, and allow us the opportunity to
proceed with these needed capital projects now, while interest rates are low. The County
recommends funding the projects by the following means:
• Reallocating funds from various other completed projects
• Appropriating funds from Major and Minor Capital Accounts
• Appropriating funds from Salem Bank and Trust Fund
• Appropriating lease proceeds
• Appropriating funds from the Town of Vinton
• Appropriating funds from the City of Salem
• Appropriating funds from a refunding and bond proceeds through Virginia Resources
Authority
Bond Issue through Virginia Resources Authority
Roanoke County proposes to build a new one -story branch library of approximately 20,000
( + / -) square feet on a combined two (2) -acre parcel at 304 S. Pollard Street, in the Town of
Vinton, Virginia. The estimated cost is $9 million. The lot is zoned CB (Central Business
District) and constitutes an entire city block, with four (4) street frontages. The project
includes the demolition of an existing approximate 27,000 square foot building originally
constructed for use as a grocery store.
The County has already appropriated $567,900 to the Vinton Library project. Another
$463,750 will be appropriated from the Town of Vinton and lease proceeds. This leaves a
balance of $7,968,350 plus issuance costs to be financed through a bond sale. A
reimbursement resolution was approved by the Board at the October 23, 2012, meeting.
Based on the Boards direction to staff to bring this item back for all approvals at its
meetings in June, staff recommends participating in the summer pool of the Virginia
Resources Authority (VRA). Participation in the summer pool will allow us to meet the
Board's timeline while taking advantage of the low interest rates and realize savings on
bond issuance costs. It should be noted that since we are issuing bonds earlier than when
we need the proceeds for the project, the cost associated for this over the life of the bonds
is approximately $154,092.
The attached ordinance authorizes the approval of the Prime Lease to VRA, the Financing
Lease (leasing by the County of the property), and the Local Lease Acquisition Agreement.
This lease will secure the borrowing of funds from the VRA to construct a new library in the
Town of Vinton.
The lease of Roanoke County real estate and lease -back from the VRA requires the
adoption of an ordinance under the County Charter.
Page 2 of 5
The ordinance authorizes the sale of up to $8,795,000 million of bonds, a true interest cost
not to exceed four percent (4 %), and a term to maturity not to exceed twenty (20) years.
This is a maximum amount, so that the underwriters will have the flexibility to price the
bonds to achieve the lowest, net cost to the County.
As part of the joint capital plan that the County and School have had in place since 2005,
the County has the opportunity to borrow funds on every third year. This plan provides a
mechanism to pay for the debt without adding any tax burden to the taxpayer. The plan
allows for principal and interest payments of $871,850 beginning in 2014 -2015. The County
will capitalize interest for any payments due until July 1, 2014, after which time funds will be
included in the budget annually from the future debt service fund. Debt service on the
proposed bond amount is projected to be $578,000 approximately; however this will be
dependent on market conditions at the time of the sale and final amortization schedules
provided by VRA.
The County's obligation to make payments to VRA under the Financing Lease is subject to
annual appropriations by the Board, and does not constitute a pledge of the full faith and
credit or taxing power of the County.
The County's debt policy established parameters for issuing debt and managing
outstanding debt. The County does not have any Constitutional or Statutory Debt Limits.
The County does abide by self- imposed debt targets. The proposed bond issue in the
amount of approximately $8.2 million will allow the County to stay well within it limits of the
County debt policy approved by the Board.
Advance Refunding through Virginia Resources Authority 2004 Bonds
The County of Roanoke works with Financial Advisors, Raymond James & Associates, Inc.,
annually to review the County's outstanding debt for potential refunding opportunities.
Based on this review and current market conditions, the County has the opportunity to
refund the 2004 lease revenue bonds through Virginia Resources Authority (VRA). These
bonds were originally issued through VRA to finance the Public Safety Center. The current
estimate of savings is approximately $2.6 million with savings in the 2014 through 2018
year. As has been previously done, the refunding will provide the opportunity of funds for
much needed capital while reducing the interest costs and leaving the final maturity the
same. Saving in the 2013 -2014 fiscal year will be appropriated in this report and all future
year savings will be appropriated through the budget process.
As reviewed with the Board at the May 28, 2013, work session, the recommended use of
these funds is an excellent opportunity to address an additional Tier One capital project that
currently has no identified funding source (Integrated Financial System replacement), which
significantly impact County operations.
While this advance refunding may have negative arbitrage of approximately $426,308, the
advance refunding provides for a present value of savings of 14.8 %. Negative arbitrage is
an opportunity cost that occurs when the interest rate a borrower pays on its debt is higher
Page 3of5
than the interest rate the borrower earns on the money used to pay the debt. Currently
most professionals would consider eight to nine percent (8 to 9 %) the appropriate range for
a refunding opportunity.
The attached ordinance provides for the refunding of the 2004 Lease Financing with
Virginia Resources Authority.
Appropriation of Funds:
As was discussed above, County staff recommended that these projects be funded by a
variety of means and now requires the following appropriations:
$ 13,973,416
$ 13,973,416
This ordinance amends the 2013 -2014 budget appropriation ordinance in order to finance
various public facility projects.
This budget appropriation ordinance requires a public hearing because it exceeds one
percent (1 %) of the total County budget. Section 15.2 -2507 of the Code of Virginia
provides that locality may amend its budget to adjust the aggregate amount appropriated;
however, any such amendment which exceeds one percent (1 %) of the total expenditures
in the adopted budget must be accomplished by publishing a notice of a meeting and a
public hearing in the newspaper.
Notice of this was published in the Roanoke Times on June 11, 2013, and June 18, 2013
Page 4 of 5
Amount
Amount of source
Project
Appropriated
Source of Funds
of funds
Fuel Storage Tanks
250,000
From Merriman Roundabout
200,000
From South County Library
50,000
Fire and Rescue Generators
928,000
From Merriman Roundabout
928,000
P & R Sports Field Lighting
750,000
From South County Library
522,000
From Minor Capital
228,000
Social Services
3,000,000
From Salem City
500,000
From Salem Bank and Trust Fund
1,000,000
From Major Capital
938,161
From Minor Capital
561,839
Library
8,682,100
2013 Bond Issue -VRA
8,218,350
Town of Vinton
377,500
Lease Proceeds
86,250
Integrated Financial System
363,316
2004 VRA Refunding
363
$ 13,973,416
$ 13,973,416
This ordinance amends the 2013 -2014 budget appropriation ordinance in order to finance
various public facility projects.
This budget appropriation ordinance requires a public hearing because it exceeds one
percent (1 %) of the total County budget. Section 15.2 -2507 of the Code of Virginia
provides that locality may amend its budget to adjust the aggregate amount appropriated;
however, any such amendment which exceeds one percent (1 %) of the total expenditures
in the adopted budget must be accomplished by publishing a notice of a meeting and a
public hearing in the newspaper.
Notice of this was published in the Roanoke Times on June 11, 2013, and June 18, 2013
Page 4 of 5
STAFF RECOMMENDATION:
Staff recommends approving the first reading of an ordinance authorizing:
1. The lease financing of various capital projects for the County and authorizing the
leasing of certain County -owned property, the execution and delivery of a Prime
Lease and a Local Lease Acquisition Agreement and Financing Lease, and other
related actions
2. The refunding of 2004 lease financing with Virginia Resources Authority
3. An amendment to the fiscal year 2013 -2014 Budget by the appropriation of
$13,973,416 to finance the various public facility projects
The second reading and public hearing is scheduled for June 25, 2013.
Page 5of5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 2013
ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY
OF ROANOKE, VIRGINIA APPROVING THE LEASE FINANCING OF
VARIOUS CAPITAL PROJECTS FOR THE COUNTY AND
AUTHORIZING THE LEASING OF CERTAIN COUNTY -OWNED
PROPERTY, THE EXECUTION AND DELIVERY OF A PRIME LEASE
AND A LOCAL LEASE ACQUISITION AGREEMENT AND FINANCING
LEASE, AND OTHER RELATED ACTIONS
WHEREAS, the Board of Supervisors (the "Board ") of the County of Roanoke,
Virginia (the "County "), intends to finance all or a portion of the costs (or to reimburse
the County for payment of such costs) of various capital improvements, including the
construction of a new public library in the Town of Vinton, Virginia (the "Project ");
WHEREAS, the Board has determined that it is in the best interest of the County
to enter into a lease arrangement in order to obtain funds to finance the Project;
WHEREAS, the Board is authorized, pursuant to Section 15.2 -1800 of the Code
of Virginia of 1950, as amended, to lease any improved or unimproved real estate held
by the County;
WHEREAS, the first reading of this ordinance was held on June 11, 2013 and the
second reading and public hearing was held on June 25, 2013;
WHEREAS, Virginia Resources Authority ( "VRA ") intends to issue its
Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing
Program), Series 2013B (the "VRA Bonds "), and to provide a portion of the proceeds to
the County to finance the Project pursuant to the terms of a Local Lease Acquisition
Agreement and Financing Lease (the "Financing Lease "), between the County and
VRA;
Page 1 of 9
WHEREAS, the County will enter into a Prime Lease (the "Prime Lease ") with
VRA whereby the County will lease certain real estate, which may include any or all of
the parcel or parcels of real estate on which the Project is located or on which the
County's public safety building is located, as may be required by VRA (the "Real
Estate ") and the associated improvements and property located thereon (the
"Improvements") to VRA;
WHEREAS, the County will enter into the Financing Lease with VRA pursuant to
which VRA will lease the Real Estate and the Improvements back to the County and the
County will make rental payments corresponding in amount and timing to the debt
service on the portion of the VRA Bonds issued to finance the Project (the "Rental
Payments ");
WHEREAS, pursuant to the Financing Lease the County will undertake and
complete the Project;
WHEREAS, the County intends to pay the Rental Payments out of appropriations
from the County's General Fund;
WHEREAS, the Financing Lease shall indicate that approximately $8,218,350 (or
such other amount as requested by the County and approved by VRA prior to the
pricing of the VRA Bonds) is the amount of proceeds requested (the "Proceeds
Requested ") from VRA;
WHEREAS, VRA's objective is to pay the County an amount which, in VRA's
judgment, reflects the market value of the Rental Payments under the Financing Lease
(the "VRA Purchase Price Objective "), taking consideration of such factors as the
purchase price to be received by VRA for the VRA Bonds, the issuance costs of the
Page 2of9
VRA Bonds (consisting of the underwriters' discount and other costs incurred by VRA
(collectively, the "VRA Costs ")) and other market conditions relating to the sale of the
VRA Bonds;
WHEREAS, such factors may result in the County receiving an amount other
than the par amount of the aggregate principal components of the Rental Payments
under the Financing Lease and consequently (i) the aggregate principal components of
the Rental Payments under the Financing Lease may be greater than the Proceeds
Requested in order to receive an amount of proceeds that is substantially equal to the
Proceeds Requested, or (ii) if the maximum authorized aggregate principal components
of the Rental Payments under the Financing Lease set forth in paragraph 4 of this
Ordinance does not exceed the Proceeds Requested by at least the amount of the VRA
Costs and any original issue discount, the amount to be paid to the County, given the
VRA Purchase Price Objective and market conditions, will be less than the Proceeds
Requested;
WHEREAS, the Prime Lease and the Financing Lease are referred to herein as
the "Documents." Copies of the Documents are on file with the County Administrator.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS
OF THE COUNTY OF ROANOKE, VIRGINIA:
1. Approval of Lease - Leaseback Arrangement The lease- leaseback
arrangement with VRA to accomplish the financing of the Project is hereby approved.
The County Administrator is authorized to determine the Real Estate and
Improvements, as may be required by VRA, to be subject to the lease- leaseback
arrangement.
Page 3of9
2. Approval of Prime Lease The leasing of the Real Estate and the
Improvements by the County, as lessor, to VRA, as lessee, pursuant to the terms of the
Prime Lease is hereby approved.
3. Approval of the Financing Lease The leasing of the Real Estate and
the Improvements by VRA, as lessor, to the County, as lessee, pursuant to the terms of
the Financing Lease is hereby approved.
4. Approval of the Terms of the Rental Payments The Rental Payments
set forth in the Financing Lease shall be composed of principal and interest components
reflecting an original aggregate principal amount not to exceed $8,795,000, a true
interest cost not to exceed 4.00% per annum (taking into account any original issue
discount or premium) and a term not exceeding twenty (20) years from the date of the
closing of the VRA Bonds.
It is determined to be in the best interest of the County to accept the offer of VRA
to enter into the Financing Lease with the County for an amount determined by VRA to
be fair, subject to the conditions set forth in this Ordinance, which Financing Lease shall
be executed by the Chairman of the Board (the "Chairman ") and the County
Administrator, or either of them. Given the VRA Purchase Price Objective and market
conditions, it may become necessary to enter into the Financing Lease with aggregate
principal components of the Rental Payments greater than the Proceeds Requested. If
the limitation on the maximum aggregate principal components of Rental Payments on
the Financing Lease set forth in this paragraph 4 restricts VRA's ability to generate the
Proceeds Requested, taking into account the VRA Costs, the VRA Purchase Price
Page 4 of 9
Objective and market conditions, the County Administrator is authorized to accept a
purchase price for the Bond at an amount less than the Proceeds Requested.
The Financing Lease, in substantially the form presented to this meeting, is
hereby approved, with such completions, omissions, insertions and changes not
inconsistent with this Ordinance as may be approved by the Chairman or the County
Administrator. The Chairman and the County Administrator, either of whom may act are
hereby authorized and directed to enter into the Financing Lease.
The actions of the Chairman and the County Administrator in accepting the final
terms of the Rental Payments shall be conclusive, and no further action shall be
necessary on the part of the Board.
5. Other Payments under Financing Lease The County agrees to pay all
amounts required by the Financing Lease, including any amounts required by Section
5.1(b) of the Financing Lease, including the "Supplemental Interest," as provided in
such section.
6. Execution and Recordation of Documents The Chairman and the
County Administrator, either of whom may act, are authorized and directed to execute
the Documents and deliver them to the other parties thereto. The Chairman and the
County Administrator, either of whom may act, are further authorized to cause the Prime
Lease and the Financing Lease, to be recorded in the Clerk's Office of the Circuit Court
of Roanoke County.
7. Form of Documents The Documents shall be in substantially the forms
on file with the County Administrator, which are hereby approved with such completions,
omissions, insertions and changes as may be approved by the Chairman and the
Page 5of9
County Administrator, either of whom may act, with the execution and delivery of the
Documents by the Chairman and /or the County Administrator constituting conclusive
evidence of the approval of any such completions, omissions, insertions, and changes.
8. Essentiality of the Project and Real Estate The Project, the Real
Estate and the Improvements are hereby declared to be essential to the efficient
operation of the County, and the County anticipates that the Project, the Real Estate
and the Improvements will continue to be essential to the operation of the County during
the term of the Financing Lease.
9. Annual Budget While recognizing that it is not empowered to make any
binding commitment to make Rental Payments and any other payments required under
the Financing Lease beyond the current fiscal year, the Board hereby states its intent to
make annual appropriations for future fiscal years in amounts sufficient to make all such
payments and hereby recommends that future Boards do likewise during the term of the
Financing Lease. The Board directs the County Administrator, or such other officer who
may be charged with the responsibility for preparing the County's annual budget, to
include in the budget request for each fiscal year during the term of the Financing Lease
an amount sufficient to pay the Rental Payments and all other payments coming due
under the Financing Lease during such fiscal year. If at any time during any fiscal year
of the County throughout the term of the Financing Lease, the amount appropriated in
the County's annual budget in any such fiscal year is insufficient to pay when due the
Rental Payments and any other payments required under the Financing Lease, the
Board directs the County Administrator, or such other officer who may be charged with
the responsibility for preparing the County's annual budget, to submit to the Board at the
Page 6of9
next scheduled meeting, or as promptly as practicable but in any event within 45 days, a
request for a supplemental appropriation sufficient to cover the deficit.
10. Rental Payments Subject to Appropriation The County's obligation to
make the Rental Payments and all other payments pursuant to the Financing Lease is
hereby specifically stated to be subject to annual appropriation therefor by the Board,
and nothing in this Ordinance or the Documents shall constitute a pledge of the full faith
and credit nor taxing power of the County or compel the Board to make any such
appropriation.
11. Disclosure Documents The County authorizes and consents to the
inclusion of information with respect to the County to be contained in VRA's Preliminary
Official Statement and VRA's Official Statement in final form, both to be prepared in
connection with the sale of the VRA Bonds. If appropriate, such disclosure documents
shall be distributed in such manner and at such times as VRA shall determine. The
County Administrator is authorized and directed to take whatever actions are necessary
and /or appropriate to aid VRA in ensuring compliance with Securities and Exchange
Commission Rule 15c2 -12.
12. Tax Documents The County Administrator and the Director of Finance,
either of whom may act, is authorized to execute a Nonarbitrage Certificate and Tax
Compliance Agreement and /or any related document (the "Tax Documents ") setting
forth the expected use and investment of the proceeds of the VRA Bonds to be received
pursuant to the Documents and containing such covenants as may be necessary in
order for the County and /or VRA to comply with the provisions of the Internal Revenue
Code of 1986, as amended (the "Tax Code "), with respect to the VRA Bonds and the
Page 7of9
Documents including the provisions of Section 148 of the Tax Code and applicable
regulations relating to "arbitrage bonds." The County covenants that the proceeds of
the VRA Bonds to be received pursuant to the Documents will be invested and
expended as set forth in the Tax Documents, to be delivered simultaneously with the
issuance and delivery of the Financing Lease and that the County shall comply with the
other covenants and representations contained therein.
13. Other Actions All other actions of the officers of the County in
conformity with the purpose and intent of this Ordinance are hereby approved and
confirmed. The officers of the County are hereby authorized and directed to execute
and deliver all certificates and instruments and to take all such further action as may be
considered necessary or desirable in connection with the execution and delivery of the
Documents.
14. SNAP Investment Authorization The County has heretofore received
and reviewed the Information Statement (the "Information Statement ") describing the
State Non - Arbitrage Program of the Commonwealth of Virginia ( "SNAP ") and the
Contract Creating the State Non - Arbitrage Program Pool I (the "Contract "), and the
County has determined to authorize the Director of Finance to utilize SNAP in
connection with the investment of the proceeds of the lease- leaseback transaction if the
Director of Finance determines that the utilization of SNAP is in the best interest of the
County. The Board acknowledges that the Treasury Board of the Commonwealth of
Virginia is not, and shall not be, in any way liable to the County in connection with
SNAP, except as otherwise provided in the contract creating the investment program
rm�
Page 8of9
15. Effective Date This Ordinance shall take effect immediately.
Page 9of9
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 2013
ORDINANCE PROVIDING FOR THE REFUNDING OF 2004 LEASE
FINANCING WITH VIRGINIA RESOURCES AUTHORITY
WHEREAS, on June 1, 2004, the County of Roanoke, Virginia (the "Local
Government ") entered into a Financing Lease (the "Original Financing Lease "), with
Virginia Resources Authority ( "VRA"), and VRA acquired the Original Financing Lease
pursuant to a Local Lease Acquisition Agreement dated as of June 16, 2004, between
VRA and the Local Government;
WHEREAS, VRA acquired the Original Financing Lease with a portion of the
proceeds of one of the series of VRA's Virginia Pooled Financing Program Bonds (the
"VRA VPFP Bonds ");
WHEREAS, VRA has advised the Local Government that the credit markets are
currently favorable for the refunding of a aortion of the VRA VPFP Bonds (the
"Refunding Transaction "), which may enable VRA to pass on annual debt service
savings to the Local Government;
WHEREAS, VRA will effect the Refunding Transaction through the issuance and
sale of a series of refunding bonds issued under VRA's Virginia Pooled Financing
Program (the "VRA Refunding Bonds ") ;
WHEREAS, VRA has indicated that if the Local Government participates in the
Refunding Transaction the most significant modifications required to the terms of the
Original Financing Lease will be to reconcile the Rental Payments and redemption
provisions of the Original Financing Lease with the debt service payments and
Page 1 of 3
redemption provisions of the VRA Refunding Bonds and such modifications will be
embodied in amendments to the Original Financing Lease or in replacements thereof
(the "Local Refunding Documents "); and
WHEREAS, unless otherwise defined each capitalized term used in this
Ordinance shall have the meaning given it in the Original Financing Lease; and
WHEREAS, the first reading of this ordinance was held on June 11, 2013 and
the second reading and public hearing was held on June 25, 2013.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS
OF THE LOCAL GOVERNMENT:
1. Agreement to Participate. The Local Government's participation in the
Refunding Transaction is hereby approved provided that (i) the minimum savings
threshold to be realized by the Local Government shall be not less than three percent
(3 %) savings on a present value basis compared to the existing and outstanding Rental
Payments under the Original Financing Lease or portion thereof to be refunded and (ii)
the term of the Original Financing Lease as amended or replaced in the Refunding
Transaction shall not be extended past the end of the fiscal year in which occurs the
current final Rental Payment under the Original Financing Lease.
2. Authorization of Local Refunding Documents. Each of the Local
Government's Chairman of the Board of Supervisors, County Administrator and Director
of Finance (each a "Local Representative ") is authorized to execute and deliver the
Local Refunding Documents in such form as will reflect and facilitate the Refunding
Transaction within the parameters and intent of this Ordinance. The Clerk to the Board
Page 2of3
of Supervisors is authorized to affix the Local Government's seal on any such
documents and attest or counter -sign the same.
3. Official Statement. The Local Government authorizes and consents to the
inclusion of information with respect to the Local Government in VRA's Preliminary
Official Statement and Official Statement, both to be prepared in connection with the
sale of the VRA Refunding Bonds.
4. Other Actions. Each Local Representative is authorized to execute and
deliver all certificates, documents, agreements and instruments and to take all such
further action as they may consider necessary and desirable in connection with the
refunding of all or a portion of the Original Financing Lease and the consummation of
the Refunding Transaction, including the execution and delivery of such documents and
the making of such elections as may be reasonably requested by VRA to maintain or
establish a tax - favored status for the VRA Refunding Bonds.
5. Effective Date. This Ordinance shall take effect immediately.
Page 3of3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 2013
ORDINANCE AUTHORIZING AN AMENDMENT TO THE FISCAL YEAR
2013 -2014 BUDGET BY THE APPROPRIATION OF $13,973,416 TO
FINANCE VARIOUS PUBLIC FACILITY PROJECTS
WHEREAS, on May 14, 2013, the Board of Supervisors of Roanoke County held
a work session on the County's Capital Improvements Program Tier 1 Priority Projects;
and
WHEREAS, the Board considered County staff recommendations for funding
capital projects by appropriating or re- appropriating funds from various other sources;
and
WHEREAS, Section 15.2 -2507 of the Code of Virginia provides that a locality
may amend its budget to adjust to adjust the aggregate amount appropriated; however,
any such amendment which exceeds one percent of the total expenditures in the
adopted budget must be accomplished by publishing a notice of a meeting and a public
hearing in the newspaper and that such notice shall state the governing bodies intent to
amend the budget and include a brief synopsis of the proposed budget amendment;
and
WHEREAS, the Roanoke County Charter provides that funds be appropriated by
ordinance; and
WHEREAS, first reading of this ordinance was held on June 11, 2013, and the
second reading and public hearing was held on June 25, 2013.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
Page 1 of 2
1. That the Roanoke County 2013 -2014 Budget and Appropriation Ordinance
be amended by the appropriation of $13,973,416 from the sources and for the purposes
as follows:
Amount
Project Appropriated
Fuel Storage Tanks 250,000
Fire and Rescue Generators
P & R Sports Field Lighting
928,000
750,000
Social Services
Li bra ry
Integrated Financial System
3
8
363,316
Source of Funds
From Merriman Roundabout
From South County Library
From Merriman Roundabout
From South County Library
From Minor Capital
From Salem City
From Salem Bank and Trust Fund
From Major Capital
From Minor Capital
2013 Bond Issue -VRA
Town of Vinton
Lease proceeds
2004VRA Refunding
Amount of source
of funds
200,000
50,000
928,000
522,000
228,000
500,000
1
938,161
561,839
8,218,350
377,500
86,250
363,316
$ 13, 973, 416 $ 13,973
2. That this ordinance shall take effect from and after July 1, 2013.
Page 2 of 2
ACTION NO.
ITEM NO. F -2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
June 11, 2013
Ordinance authorizing the vacation of (1) a portion of an
unimproved fifty foot (50') right -of -way designated as
Circleview Drive, (2) a twenty foot (20') access easement to
stormwater management area, and (3) a stormwater
management easement (plat of Suncrest Heights, Section 3,
Plat Book 13, Page 1 65) and accepting the dedication of 0.117
ac. for the completion of a cul -de -sac at the end of Circleview
Drive and a public drainage easement as shown on a plat
entitled "Resubdivision Plat from records for John A. Hall &
Company, Inc. and Kent S. Greenawalt Revocable Trust
located in the Cave Spring Magisterial District
Arnold Covey
Director, Community Development
Clay Goodman
County Administrator'J" �
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This request was submitted by John A. Hall, the heir to the John A. Hall & Company, Inc.,
the original developer. Mr. Hall is requesting the vacation of the following, which were
dedicated by plat of Suncrest Heights, Section 3, Plat Book 13, Page 165.
(1) Portion of an unimproved Fifty foot (50') right -of -way designated as Circleview
Drive
(2) Twenty foot (20') access easement to stormwater management area
(3) 0.3258 acre stormwater management easement
Mr. Hall and Mr. Greenawalt will dedicate to the public the following:
(1) 0.3285 acre public drainage easement
(2) 0.117 acre cul -de -sac
Page 1 of 3
BACKGROUND
The plat of Suncrest Heights Section 3 was submitted by John A. Hall &Company, Inc. and
approved by the County of Roanoke in 1991. The original total development of Suncrest
Heights Section 3 was 16.226 acres containing thirteen (13) lots and approximately 1000
linear feet of public right -of -way (1.759 acres) as shown on P. B. 13 Page 165 (Exhibit "A ").
In November of 2008, the adjacent property owner, Kent Greenawalt, purchased six (6) lots
(Lots 1, 2, 10, 11, 12 and 13) of the original thirteen (13) lots in Section 3 of Sunset Heights
and combined those six (6) lots with his property. (Instrument #200815329).
The Developer is offering to combine Lots 1, 2, and 3, Block 2 into new Lot 1 -A to further
reduce the development potential of Suncrest Heights, Section 3. This combination will
leave only two (2) undeveloped lots as shown on Exhibit "B" (Lots 3 -A and 1 -A).
Staff concurs with the Petitioners requests for the fallowing reasons:
1. Mr. Greenawalt's purchase of the six (5) lots and combining those lots
with his property eliminates the need for Hall to build the remaining 525 linear feet
(1.103 ac.) of the public right -of -way as shown in green on Exhibit "B ". The 525
linear feet provides no public access and therefore should be vacated.
2. To eliminate any downstream flooding issues, several years ago, the
Roanoke County Drainage Division improved the drainage channel from the outfall
of the Suncrest Stormwater Management Easement. Reducing the number of
developable lots from thirteen (13) to four (4) allows the Developer to reduce the
length of Circleview Drive. This reduction in roadway reduces the amount of
impervious area from 33,058 sq. ft to 13,271 sq. ft. reducing the stormwater impact
thereby eliminating the need for the stormwater management easement and
therefore it should be vacated as shown in blue on Exhibit "B ".
3. Roanoke County's Stormwater Design Manual, requires stormwater
management access roads on slopes greater than ten percent ('10 %) shall have a
paved surfaced and a minimr.im width of twelve (12) feet. To construct the
stormwater management access road for this subdivision would require extensive
grading, removal of a large number of trees and the access road would have to be
approximately 380 feet in length. With the elimination of the stormwater
management easement, the need for the twenty foot (20') stormwater access road
is also eliminated and therefore it should be vacated as shown in orange on Exhibit
"B ", which will help reduce an additional 4,580 sq. ft of impervious area.
4. Due to the reduction in the number of developable lots in Section 3 of
Suncrest Heights, the public right -of -way necessary to meet the Roanoke County
Subdivision Ordinance regulations is approximately 475 linear feet as shown on
Exhibit "B ". Hall and Greenawalt will dedicate the necessary 475 linear feet (0.117
acre) to the public for completion of a cul -de -sac at the end of Circleview Drive as
Page 2 of 3
shown in red on Exhibit "B ".
8. To replace the vacated stormwater management easement, Hall will
dedicate a 0.3288 acre public drainage easement as shown in blue on Exhibit "B ".
FISCAL IMPACT:
The costs and expenses associated herewith, including but not limited to publication,
survey, and recordation costs, shall be the responsibility of the petitioners.
AUERNATIVES:
1. Approve the vacations of 525 linear feet of Circleview Drive Right -of -Way, stormwater
management access easement and twenty foot (20') access easement to stormwater
management easement. Accept the dedication of 475 linear feet (0.117 ac.) for the
completion of a cul -de -sac at the end of Circleview Drive and accept the dedication of a
0.3285 public drainage easement.
2. Approve right -of -way vacation but deny vacating the stormwater management access
easement, and stormwater management easement.
3. Deny the request.
STAFF RECOMMENDATION:
Staff recommends Alternative 1.
Page 3 of 3
827
S1 TE:
CLEARBROO
72A
yicnyiTyMAP
Exhibit "A"
Nu.K-.zH
074 @L27 PROPVM Or
SE E SR EET .3 (F 3 -J7,riN A. HALL AND C-0- IN A LEGEND
11 TAY 0 saciz-1-1�
qrL FOR CURVE DATA D 107E K. 209 "L WIN6404 BULDXG LNE
!174 N (3 Tl ; RIE REMAINING PROPEMY P-U-E KUJO UM4 Ulf EASEWE
CLEAMOOK WLL BE DESIGNATED AS D-E, DRAINAGE EASEWiDiT
CF
a R/W RIGH
TAX P 11B.02-1-11. OWN -( 0 SANJAR WAY Y WHO MANIHICU
By JOHN A- HALL ANO 00. 5WTARY SEY01 UKE
CONTAINING 60,27 ACIRES. AAl ER VALVE
LOCAMN AP 52 5 WATEER METIM
1-596 Ae, ;I; Hn%w r
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NATURAL 11WER
ECTICIN 3
SUNCREST HEIGHTS
f, %7 Ar-
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ea-0 -5 as Sa SH, 7 JOHN A, HALL & COWAN Y, INC. -xfi :9TL,1ATE ON CIRCLEVIEW ORM
A -GA%F- SPRIN'V, M4MTMAL DWRICT
.1
ROAN(N<r-' r-DURTY, WI;INIA
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I
DESCRIPTION
AREA
ROW
WIDTH
Acres
Feet
Feet
Description for ori ROW for Circleview Drive in
Suncrest Hei Section 3 shown in purple
1.759
Variable
20
ROANOKE COUNTY
DEPARTMENT OF ORIGINAL PLAT FOR SUNCREST HEIGHTS SECTION 3
COMMUNITY DEVLOPMENT
C I-E A RBRO OK
7
yicnyiTyMAP
Exhibit "B"
NORTH
".~-W
WI.13.L, WIN DALDNG LINE
P.Q.E. UTNIT1 Ek $9W
D.E. MANAGE EASIEWENI
14/W RIGHT OF 110
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SANITAIVY SE't1M LIU
WATER VALVE
WATER WETER
H' Rmf PROPUtT1' OF
0 PROP ERTY DER L80A S L1 PIE
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Feet
Feet
1. ROW for Circleview Drive being vacated is shown in
REVXA8if TRUST
green
1Z+a¢M F lPf VA f'4 • ni 6W OF
Variable
20
2. Stormwater management access easement to be
E NEW FS' (ea IA PC 14ya�
1.103 ACRES (P.8i 15, PC. 165)
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HERLUY VAGA ILD BY
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STUATE ON C;IRCLE"EW MME
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(VA. SECT. RM 726)
CAVE SPFRNG MACISTEMAL CWSTRICT
SEE NUM 6
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DESCRIPTION
AREA
ROW
WIDTH
Acres
Feet
Feet
1. ROW for Circleview Drive being vacated is shown in
green
1.103
Variable
20
2. Stormwater management access easement to be
vacated which is shown in orange.
0.21
N/A
20
3. Stormwater management easement to be changed to
a public drainage easement shown in light blue.
0.28
N/A
Variable
4. ROW for Circleview Drive being dedicated is shown in
red
0.117
Variable
Variable
ROANOKE COUNTY
DEPARTMENT OF PROPOSED PLAT FOR SUNCREST HEIGHTS SECTION 3
COMMUNITY DEVLOPMENT
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 2013
ORDINANCE AUTHORIZING THE VACATION OF (1) A PORTION OF AN
UNIMPROVED FIFTY FOOT (50') RIGHT -OF -WAY DESIGNATED AS
CIRCLEVIEW DRIVE, (2) A TWENTY FOOT (20') ACCESS EASEMENT TO
STORMWATER MANAGEMENT AREA, AND (3) A STORMWATER
MANAGEMENT EASEMENT (PLAT OF SUNCREST HEIGHTS, SECTION
3, PLAT BOOK 13, PAGE 165) AND ACCEPTING THE DEDICATION OF
0.117 AC. FOR THE COMPLETION OF A CUL -DE -SAC AT THE END OF
CIRCLEVIEW DRIVE AND A PUBLIC DRAINAGE EASEMENT AS SHOWN
ON A PLAT ENTITLED "RESUBDIVISION PLAT FROM RECORDS FOR
JOHN A. HALL & COMPANY, INC. AND KENT S. GREENAWALT
REVOCABLE TRUST", LOCATED IN THE CAVE SPRING MAGISTERIAL
DISTRICT
WHEREAS, the map of Sunset Heights, Section 3, (Exhibit "A ") recorded in the
Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 13, page 165,
dedicated a fifty foot (50') right -of -way designated as Circleview Drive, a twenty foot (20')
access easement to a stormwater management easement, and a 0.3285 ac. stormwater
management easement; and
WHEREAS, a portion of the area dedicated and set aside for public use as
Circleview Drive on Plat Book 13, Page 165 has never been improved and is no longer
needed to meet the County Subdivision Ordinance regulations; and
WHEREAS, a 0.3285 stormwater management easement is no longer necessary
due to the reduction in the amount of impervious area in Sunset Heights, Section 3 also
eliminating the need for the 20' access easement to the stormwater management
easement; and
WHEREAS, John A. Hall & Company, Inc., the developer of Sunset Heights, Section
3, and Kent Greenawalt, an adjoining property owner who has purchased six (6) lots of the
original thirteen (13 lots in Section 3 of Sunset Heights, have requested, pursuant to
Page 1 of 4
Section 15.2 -2272 of the Code of Virginia (1950, as amended), the Board of Supervisors of
Roanoke County, Virginia, vacate of a portion of Circleview Drive, a twenty foot (20')
access easement to a stormwater easement, and a 0.3285 so as to permit these property
owners to make improvements to their properties; and
WHEREAS, no other property owner will be affected by the vacation of this
undeveloped portion of said Circleview Drive, twenty foot (20') access easement to
stormwater management easement, and stormwater management easement and their
current existence imposes an impediment to the adjoining property owners making
improvements to their properties; and
WHEREAS, this vacation will not involve any cost to the County and the affected
County departments have raised no objection; and
WHEREAS, notice has been given as required by Section 15.2 -2204 of the Code of
Virginia (1950, as amended); and
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 June 11, 2013, and a second reading and
public hearing of this ordinance was held on June 25, 2013.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the subject real estate (a portion of Circleview Drive, a fifty foot (50') wide street
containing approximately 525 linear feet and 1.103 acres and shown as Area #1 on the
attached Exhibit "B ") is hereby declared to be surplus and the nature of the interests in real
Page 2 of 4
estate renders it unavailable for other public use, pursuant to Section 15.2 -2272 of the
Code of Virginia, 1950, as amended.
4. That the 20' access easement to stormwater management easement and the
stormwater management easement shown as Areas #2 and #3 as described and shown
on Exhibit "B" attached hereto, be and hereby are, vacated pursuant to Section 15.2 -2272
of the Code of Virginia of 1950, as amended.
5. That Roanoke County hereby accepts the dedication to the public by John A.
Hall & Company, Inc. and Kent S. Greenawalt Revocable Trust of a 0.3285 acre public
drainage easement (Area # 3 on Exhibit "B ") and a 0.117 acre parcel for the completion of
the cul -de -sac at the end of Circleview Drive (Area #4 on Exhibit "B ") to be dedicated by the
recordation of a plat entitled "Resubdivision Plat from records for John A. Hall & Company,
Inc. and Kent S. Greenawalt Revocable Trust showing the vacation of 1.103 Acres of
Circleview Drive, Section 3, Suncrest Heights (PB13, PG 165) Being Vacated by the
County of Roanoke and the Dedication of a 0.117 Acre Cul -de- Sac..." dated May 20, 2013,
prepared by Parker Design Group; and
6. That all costs and expenses associated herewith, including but not limited to
publication, survey and recordation costs, shall be the responsibility of the Petitioners.
7. That the County Administrator, or any Assistant County Administrator, is
hereby authorized to execute such documents and take such actions as may be necessary
to accomplish the provisions of this ordinance, all of which shall be on form approved by the
County Attorney.
8. That this ordinance shall be effective on and from the date of its adoption, and a
certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of
Page 3 of 4
Roanoke County, Virginia, in accordance with Section 15.2 -2272 of the Code of Virginia
(1950, as amended).
Page of
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:
June 11, 2013
Ordinance to accept the conveyance of the old William Byrd
High School (Tax Map #60.11 -4 -17 and 60.11- 11 -4 -20) and
the Roland E. Cook Elementary School (Tax Map #60.16 -09-
40) from the Roanoke County School Board to the Board of
Supervisors
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This ordinance authorizes the acceptance of a conveyance from the county School
Board of Roanoke County of the old William Byrd High School and the Roland E. Cook
Elementary School.
On May 23, 2013, the School Board adopted a resolution declaring these properties to
be surplus and authorizing the conveyance of these properties, along with the personal
property contained therein, to the Roanoke County Board of Supervisors.
If in the future the Board of Supervisors decides to sell this property, then the proceeds
of any sale of this real estate shall be shared equally with the School Board. The
County's share of the proceeds shall be paid into the County's capital facilities accounts
and expended solely for the purpose of acquisition, construction, maintenance, or
replacement of other capital facilities, as provided in Section 10.01 of the Roanoke
County charter. The School Board's share shall be paid into its capital facilities
accounts and expended solely for the purpose of acquisition, construction,
maintenance, or replacement of other school capital facilities
STAFF RECOMMENDATION:
Staff recommends that the Board favorably consider the adoption of this ordinance.
The first reading was held on May 28, 2013 and the public hearing and second reading
is scheduled for June 11, 2013.
Page 1 of 1
ACTION #
ITEM NUMBER
AT A REGU MEETING OF THE COUNTY SCHOOL BOARD OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY SCHOOLS ADMINISTRATION BUILDING
RESOLUTION
WHEREAS, the Roanoke County School Board has determined that it has no further use for
the old William Byrd High School (Tax Map #s 60.11 -4 -17 and 60.11- 4 -20,); and
WHEREAS, by resolution adopted on September 24, 2012, the Roanoke County School
Board previously determined that it has no further use for the Roland E. Cook Elementary School
(Tax Map #60.16- 09 -40); and
WHEREAS, the School Board desires to transfer all of this real estate and the personal
property located thereinto the Roanoke County Board of Supervisors pursuant to Section 22.1-
129A of the Code of Virginia.
NOW, THEREFORE, BE IT RESOLVED that the Roanoke County School Board pursuant to
Section 22.1 -129A of the Code of Virginia hereby declares these properties to be surplus; and it
requests the Board of Supervisors to sell these properties by appropriate competitive methods,
and to share equally the net proceeds from any sale with the School Board; and
BE IT FURTHER RESOLVED that a copy of this Resolution signed by the Chairman and
certified by the Clerk shall be filed with the Clerk of the Circuit Court of Roanoke County; and
BE IT FURTHER RESOLVED that the Chairman and the Clerk are authorized to execute a
deed and such other documents and to do such other things as may be necessary to transfer title to
these properties to the Roanoke County Board o upervisors.
Chairman
Certificate
I hereby certify that the foregoing Resolution was duly adopted by the Roanoke County
School Board at its regular meeting held on May 23, 2013.
Clerk
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 2013
ORDINANCE TO ACCEPT THE CONVEYANCE OF THE OLD WILLIAM
BYRD HIGH SCHOOL (TAX MAP #60.11 -4 -17 AND 60.11- 11 -4 -20) AND
THE ROLAND E. COOK ELEMENTARY SCHOOL (TAX MAP #60.16-
09-40) FROM THE ROANOKE COUNTY SCHOOL BOARD TO THE
BOARD OF SUPERVISORS
WHEREAS, at their meeting on May 23, 2013, the County School Board
declared the old William Byrd High School and the Roland E. Cook Elementary School,
along with all of the personal property located therein, to be surplus property, thus
allowing the Board of Supervisors to obtain ownership of the property upon approval of
this ordinance and recordation of a deed; and
WHEREAS, the County School Board desires to transfer all of this real estate
and the personal property located therein to the Board of Supervisors pursuant to
Section 22.1 -129A of the Code of Virginia; and
WH ERAS, Resolution 100912 -3 is hereby rescinded; and
WHEREAS, Section 18.04 of the Roanoke County Charter directs that the
acquisition and conveyance of real estate interests be accomplished by ordinance; the
first reading of this ordinance will be held on May 28, 2013, and the second reading and
public hearing will be held on June 11, 2013.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the acquisition from the County School Board of Roanoke County of
approximately 17.829 acres of real estate known as the old William Byrd High School
(Tax Map #s 60.11 -4 -17 and 60.11 -4 -20) and of approximately 0.8953 of an acre of real
estate known as the Roland E. Cook Elementary School (Tax Map # 60.16- 09 -40),
along with all the personal property located therein is hereby authorized and approved.
2. That the proceeds of any sale of this real estate shall be shared equally
with the School Board, and be paid into the School Board's and the County's capital
facilities accounts and expended solely for the purpose of acquisition, construction,
Page 1 of 2
maintenance, or replacement of other capital facilities, as provided in Section 16.01 of
the Roanoke County Charter.
3. That the County Administrator or Assistant County Administrator are
hereby authorized to execute such documents and take such actions on behalf of
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 2 of 2
ACTION NO.
ITEM NCB. 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: June 11 , 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 i
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Board of Zoning Appeals (appointed by District)
The five -year term of Richard Jones, representing the Catawba Magisterial District, will
expire on June 30, 2013.
During the May 28, 2013, Board meeting, Supervisor Church requested the Clerk
contact Mr. Jones to see if he would be willing to serve an additional five -year term.
Mr. Jones has agreed to represent the Catawba Magisterial District for an additional
five -year term, which will expire on June 30, 2018. Confirmation of this appointment
has been placed on the Consent Agenda.
2. Capital Improvement Program (CIP) Review Committee (appointed by District)
The one -year term of Becky Walter, representing the Hollins Magisterial District,
expired on August 31, 2012. Ms. Walter has served three consecutive terms and
cannot be reappointed.
3. Parks, Recreation and Tourism Advisory Commission (appointed by District)
The three -year term of Roger L. Falls, representing the Vinton Magisterial District,
expired on June 30, 2012.
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, JUNE 11, 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 June 11,
2013, designated as Item I - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 4
inclusive, as follows:
1. Approval of minutes — May 28, 2013
2. Request to approve the Fiscal Agent Agreement with the Regional Center for
Animal Control and Protection
3. Adoption of revised Parks, Recreation and Tourism Advisory Commission
Bylaws
4. Confirmation of appointment to the Clean Valley Council; Board of Zoning
Appeals (appointed by 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: June 11, 2013
AGENDA ITEM: Request to approve the Fiscal Agent Agreement with the
Regional Center for Animal Control and Protection
SUBMITTED BY: Laurie Gearheart
Assistant Director of Finance
APPROVED BY: B. Clayton Goodman III
County Administrator �O4�
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
On December 11, 2012, the Board approved an ordinance establishing an
Intergovernmental Agreement between Botetourt and Roanoke Counties, Roanoke City
and the Town of Vinton to operate a Regional Animal Shelter which has been titled the
Regional Center for Animal Control and Protection (RCACP). This agreement established
the County of Roanoke as the fiscal agent effective July 1, 2013.
The attached fiscal agent agreement outlines this arrangement for a cost of $50,400
beginning July 1, 2013.
FISCAL IMPACT:
The RCACP will pay the County of Roanoke $50,400 annually to provide fiscal agent
services. This cost will be included in the RCACP's approved 2013 -2014 fiscal year
budget. This arrangement will continue through June 30, 2015.
RECOMMENDATION:
Staff recommends approval of the attached Fiscal Agent Agreement with the Regional
Center for Animal Contras and Protection, in substantially the format submitted, and
authorizing the County Administrator to sign the agreement.
Page 1 of 1
Fiscal Agent Agreement
Between
The County of Roanoke,
And
The Regional Center for Animal Control and Protection
This agreement is made the 11 t" day of June, 2013, by and between the Board of
Supervisors of Roanoke County ( "County "), a political subdivision and county of the
Commonwealth of Virginia, and The Regional Center for Animal Control and
Protection, an intergovernmental agreement between the County of Roanoke, City of
Roanoke, Town of Vinton, and Botetourt County.
RECITALS
1. The Regional Center for Animal Control and Protection (Regional Pound) was
created by an intergovernmental agreement dated December 11, 2012 between the
charter members of the City of Roanoke, County of Roanoke, Town of Vinton, and
Botetourt County pursuant to code section 3.26546 of the Code of Virginia which requires
the governing body of each county, town, or city to maintain or cause a "pound" to be
maintained and allows one or more local governing bodies to operate a single "pound" in
conjunction with one another.
2. Section 3.2 of the intergovernmental agreement designates the County of
Roanoke to be the fiscal agent until otherwise agreed to by a unanimous vote of the
Executive Committee, and the fiscal agent is required to maintain a program account for
the receipt of funds paid by the Participating Localities and fees paid by the general
public, and for payment expenses for the operation, maintenance, repairs, and capital
improvements to the Regional Pound.
AGREEMENT
The County is hereby authorized to serve as Fiscal Agent for the Regional Pound as
set forth herein. As such, the Regional Pound and the County agree to the provisions
outlined below:
1. Maintenance of Books. The County will establish a separate fund(s) on the
County financial system to maintain the financial records of the Regional Pound.
2. Pooled Cash. As part of the overall pooled cash concept that is used by the
County, the cash of the Regional Pound will be accounted for separately but may be
pooled with the cash of the County and other agencies that the County serves as fiscal
agent. As such, the Treasurer of the County is authorized to make investments for the
pooled cash in accordance with applicable law, including, without limitation, the
Investment of Public Funds Act, 2.2 -4500 et seq., Code of Virginia (1950), as amended,
Page 1 of 4
and the Virginia Security for Public Deposits Act, 2.2 -4400 et seq., Code of Virginia
(1950), as amended .
3. Negative Cash. As a participant in the pooled cash concept of the County, the
Regional Pound may have a negative cash balance from time to time. The Regional
Pound agrees to minimize the negative cash to the extent possible. The cash balance
must be positive at the end of the fiscal year.
4. Interest Income. At the end of each month, the County allocates interest income
earned during that month to all of the funds based upon the percentage participation on
the pooled cash. If the net interest income is negative at the end of a month, then
negative interest will be allocated to the fund.
5. Loss on Investments. In the unlikely event that the County pooled cash has a
loss on an investment through default, market decline, or other reason except for
negligence, theft, or legal violations by the County and /or its agents, the Regional Pound
will share in the loss using the methodology described in paragraph 4.
6. Revenues. All revenues of the Regional Pound will be deposited with the County
Treasurer.
7. Payment of Vendors. The County will make vendor payments for the Regional
Pound. These payments will be made in a manner consistent with County procedures.
These payments will be combined into the normal County vendor payment process, and
as such the check stock used will be the County of Roanoke, and will be signed
electronically with the signatures that appear on County checks. Reference to the
Regional Pound may be made on the description line of the check.
8. Payment of Pam The County will process the payroll for the Regional Pound.
These payments will be made in a manner consistent with County procedures and follow
the County payroll cycle.
9. Processing of Payroll Taxes. The County will file all payroll taxes for the
Regional Pound.
10. Procurement. The County is available for consulting on Procurement activities
as requested by the Regional Pound.
11. Risk Management. The County is available for consulting on insurance coverage
as requested by the Regional Pound. The Regional Pound will be charged directly for the
costs associated with worker's compensation, insurance for property and equipment, and
the cost of health insurance not covered by premiums.
12. Financial Reports. The County will work with the Regional Pound staff and
Executive Committee to provide meaningful financial reports, as needed, for the Regional
Page 2 of 4
Pound on a mutually convenient schedule. This will include monthly and annual financial
reports prepared for the Regional Pound's scheduled Executive meetings.
13. Systems. The County will provide access to the County's Financial System.
14. Audit. The County will assemble a review team that will include staff of the
Regional Pound and the County. This team will procure an audit firm to conduct the
Regional Pound's annual audit. The County will work with the auditors selected to
prepare the audit of the Regional Pound. The Regional Pound will maintain overall
responsibility for the integrity of the Regional Pound's financial records that are provided
to the County and the auditor. The Regional Pound will be charged for the cost of the
audit.
15. Errors and Omissions. It is the responsibility of the Regional Pound to ensure
that all of the Regional Pound's financial information which shall be provided to the
County and \or any audit firm procured by the County on behalf of the Regional Pound is
correct, accurate, and complete.
16. Ownership. All funds and obligations of the Regional Pound are the property of
the Regional Pound. Upon termination of this Agreement, all funds and obligations will be
remitted to the Regional Pound, or its new fiscal agent.
17. Cost. The fiscal agent services outlined above will be provided to the Regional
Pound for a fee of $4,200.00 a month ($50,400.00 annually). The County has permission
to transfer funds from the Regional Pound funds to the County funds by journal entry to
pay for this service.
Term. This agreement shall begin on July 1, 2013 and shall terminate on June 30, 2015.
Further, either the County or the Regional Pound may terminate the Agreement at any time
with one year written notice to the other.
In witness whereof, the parties have caused this Fiscal Agent Agreement to be
executed by their authorized officers.
BOARD OF SUPERVISORS OF ROANOKE COUNTY
MR
Its: COUNTY ADMINISTRATOR
Page 3 of 4
Approved as to form:
Its: COUNTY ATTORNEY
REGIONAL CENTER FOR ANIMAL CONTROL AND
PROTECTION
Its: Chief Executive Officer
Approved as to form:
Its: General COUNSEL
Page of
ACTION NO.
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: June 11, 2013
AGENDA ITEM: Adoption of revised Parks, Recreation and Tourism Advisory
Commission Bylaws
SUBMITTED BY: Doug Blount
Director of Parks, Recreation and Tourism
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATORS COMMENTS:
SUMMARY OF INFORMATION:
The Parks, Recreation and Tourism Advisory Commission serves as an advisory body to
the Roanoke county Parks, Recreation and Tourism Department and the Roanoke County
Board of Supervisors. The Commission serves as a liaison between the Parks, Recreation
and Tourism Director, the Board of Supervisors, and the citizens of the community. The
bylaws for the Advisory Commission have not been updated since 1995. The Advisory
Commission has reviewed the bylaws and made a format change along with a four (4)
document edits to reflect the current work of the Advisory Commission.
The edits made to the bylaws are in accordance with the provisions of the State Code of
Virginia, Chapter 8, Sections 15.1 and 15.1 -272 and the ordinances of the County of
Roanoke, Virginia.
The following edits have been made to the proposed bylaws:
1. The word "Tourism" was added to the title of the Advisory Commission.
2. Article 3, Section 2: In 1995, the wording was
Page 1 of 3
The Commission shall consist of eleven members. The Board of Supervisors shall
appoint three (3) members for a term of one (1) year; three (3) members for a term
of two (2) years; and five (5) members for a term of three (3) years. Terms shall
expire on June 30th of each year. Upon the expiration of their original terms of
office, each succeeding term shall be for three (3) years and until their successor
qualify for office.
The new recommended wording is: The Commission shall consist of eleven
members. The Board of Supervisors shall appoint members for a term of three (3)
years on varying years so that no more than three (3) members are being replaced
in any one (1) year. Terms shall expire on June 30th of each year
3. Article 5, Section 9: In 1995, the Carder of Business was:
Order of Business
a. Call to Order
b. Roll Call
C. Consideration of minutes of last regular meeting and of any special meetings
held subsequently and their approval or amendment.
d. Unfinished business
e. Reports of standing committee
f. Reports of special committee
g. Reports of the Commission
h. Report of the Chief Executive
i. Petitions and communications
j. New business
k. Other business
I. Adjournment
The new recommended wording for Order of Business is:
Order of Business
a. Call to Order
b. Roll Call
C. Consideration of minutes of last regular meeting and of any special meetings
held subsequently and their approval or amendment.
d. Unfinished Business
e. Reports (as necessary to conduct business)
f. Petitions and Communications
g. New Business
Page 2 of 3
h. other Business
I. Adjournment
4. Article 6, Section 7
Added item c: Provide advice and guidance to the Department regarding modifications,
additions and deletions to Department programs and projects to meet the needs and
mission of the Department.
FISCAL IMPACT
There is not a fiscal impact.
ALTERNATIVES
1. Adapt revised Parks, Recreation and Tourism Advisory Commission Bylaws.
2. Do not adopt revised Recreation Advisory Commission Bylaws.
STAFF RECOMMENDATION:
Staff recommends Alternative 1.
ATTACHMENTS
1. Revised Bylaws dated April 19, 2013
2. 1995 Parks and Recreation Advisory Commission Bylaws
Page 3 of 3
BY -LAWS FOR THE ROANOKE COUNTY
PARKS, RECREATION AND TOURISM ADVISORY COMMISSION
Revised April 19, 2013
The Roanoke County Parks, Recreation and Tourism Advisory Commission has adopted the following articles
in order to facilitate its powers and duties in accordance with the provisions of the State Code of Virginia,
Chapter 8, Sections 15.1 -271 and 15.1 -272 and the ordinances of the County of Roanoke, Virginia.
Article 1
That there is hereby created a Commission to be known as the Roanoke County Parks, Recreation and
Tourism Advisory Commission, hereinafter referred to as "the Commission ".
Article 2
Purpose of the Commission
The Commission shall serve as an advisory body to the Roanoke County Parks, Recreation and Tourism
Department hereinafter referred to as "the Department" and the Roanoke County Board of Supervisors. The
Commission shall serve as a liaison between the Parks, Recreation and Tourism Director hereinafter referred
to as the "Department Director ", the Board of Supervisors, and the citizens of the community. The Commission
may be asked to consult with and advise the County Administrator, the Department Director, the Department
management staff and the Board of Supervisors in matters affecting policies, programs, personnel, finances,
and the acquisition and disposal of lands and properties related to the total community recreation program, and
to its long- range, projected program for the Department.
Article 3
Membership
Section 1. The Commission shall be appointed by the Board of Supervisors according to the following
schedule: two members from each of the Magisterial Districts in the County and one member At
Large from the County of Roanoke. The Director of Parks, Recreation and Tourism shall serve
as a non - voting, ex- officio member of the Commission.
Section 2. The Commission shall consist of eleven members. The Board of Supervisors shall appoint
members for a term of three (3) years on varying years so that no more than three (3) members
are being replaced in any one (1) year. Terms shall expire on June 30th of each year.
Section 3. Attendance at Commission meetings is imperative, and acceptance of appointment constitutes
an obligation to attend and participate in monthly meetings to the fullest extent. Three (3)
consecutive absences or four (4) absences in any 12 -month period, except in the case of illness
or emergency, will be considered non - committal and will be addressed on an individual basis.
Non - committal members may be asked to resign from the Commission or upon request for
removal by the Board of Supervisors. Furthermore, excessive partial attendance at meetings
will be addressed on an individual basis, resulting in possible resignation or request for removal
by the Board of Supervisors.
Section 4. The Chairperson of the Board of Supervisors may, by and with consent of the Commission, on
recommendation of the Commission, remove any member of the Commission for misconduct or
neglect of duty.
Section 5. Vacancies occasioned by removal, resignation, or otherwise shall be reported to the Board of
Supervisors by the Department Director, and shall be filled in like manner as original
appointments, except that the term of office is restricted to the unexpired term of office.
Section 6. Commission members shall serve without monetary compensation. If previously approved by
the Department Director and the Commission Chairperson, members can be reimbursed for
travel and subsistence to professional recreation meetings, conferences and workshops, and
such reimbursement being made in compliance with the general policies of Roanoke County.
Article 4
Officers
Section 1. The Officers of the Commission shall be a Chairperson, Vice - Chairperson, Secretary, and /or
Past Chairman. The Officers shall be elected at the organizational meeting in October to serve
for one (1) year with each officer position rotating forward, or until a successor or vacancy
occurs. Commission members must have served one (1) full year before being eligible for
election to an officer position No officer shall serve more than two (2) consecutive terms in the
same position.
Section 2. The Commission shall adopt by -laws, rules and regulations governing its procedure that are
consistent with the provisions of the State law and the approved ordinance as set forth by the
Roanoke County Board of Supervisors.
Article 5
Meetings
Section 1. Regular meetings shall be held the third Thursday of each month during the year.
Section 2. Special meetings shall be called by the Chairperson or upon the written request of at least two
(2) members; the time and place to be designated in the notice of such call.
Section 3. The time and place for the meeting shall be designated by the Chairperson.
Section 4. The first regular meeting in October of each year shall be called the organizational meeting.
The purpose of this meeting shall be the election of officers, the presentation of the annual
report, reviewing the inventory report, and other business that may need to come before such
meetings.
Section 5. The majority of the members present in person at any duly constituted meeting shall have the
full authority of the Commission, except the amendment of these By -Laws, and provided that no
fewer than six (6) members shall constitute an annual meeting.
Section 6. All meetings are open to the public.
Section 7. Meetings shall be conducted in accordance with procedures prescribed in the By -Laws and
decisions reached only after full consideration and debate on the issue in question.
Section 8. The following shall be the order of business of the Commission, by the Rules of Order may be
suspended and any matters considered or postponed by action of the Commission.
Section 9. Order of Business
a. Call to Order
b. Roll Call
c. Consideration of minutes of last regular meeting and of any special meetings held
subsequently and their approval or amendment.
d. Unfinished Business
e. Reports (as necessary to conduct business)
f. Petitions and Communications
g. New Business
h. Other Business
i. Adjournment
Section 10. Commission meeting minutes will be prepared and distributed by a Department staff member.
Meeting minutes will be distributed at least one (1) week prior to the next Commission meeting.
Article 6
Duties and Responsibilities of the Commission
Section 1. The Commission shall make recommendations for the following: establishment of supervised
recreation and tourism activities for the County; to set apart for use as parks, playground,
recreation centers, water areas, or other recreation areas and structures, any lands or buildings
owned by or leased to the County and for approval by the Board of Supervisors, and may
suggest improvements of such lands, buildings, and structures as may be necessary to the
recreation program within those funds allocated to the Department; in the construction,
equipping, operation and maintenance of parks, playgrounds, recreation centers, and all
buildings and structures necessary or useful to Department function; in regard to other
recreation facilities which are owned or controlled by the Department of leased or loaned to the
Department.
Section 2. The Commission shall advise in the acceptance by the County any grant, gift, bequest or
donation of any personal or real property which is to be made available for public recreation
purposes and which is judged to be of present or possible future use for recreation or parks.
Section 3. The Commission shall advise and provide comments and input in the area of Department
staffing levels and needs recommended by the Director, contingent upon appropriate funding in
the Budget.
Section 4. The Commission shall interpret the services of the Department to the community and interpret
the needs and desires of the community to the Department and as necessary or requested to
the Board of Supervisors.
Section 5. The Commission shall determine and establish the general policies to be followed in carrying
out the purpose for which the Commission was established.
Section 6. Financial Duties and Responsibilities: The Commission shall have no authority to enter into any
contract or incur any obligation binding the governing body of Roanoke County.
a. The Commission shall provide advice and input to the Department Director during the
budget preparation process. The Commission shall offer an endorsement to the County
Administrator, through a vote during a Commission meeting, that the annual budget is
sufficient to finance the programs of the Department and is necessary for the welfare of the
residents of the County of Roanoke. The budget shall be submitted to the County
Administrator to hear the requests.
b. The Commission shall offer an endorsement to the Board of Supervisors via the County
Administrator through a vote during a Commission meeting that a budget for capital
improvements acquisition and development prepared by the Department Director is in
accordance with the Master Plan for Parks, Recreation and Tourism for the County and is
sufficient to meet the needs of the residents of the County of Roanoke.
Section 7. Planning Duties and Responsibilities:
a. Participate in the development of the Master Plan for Parks, Recreation and Tourism in
cooperation with the Department and the Planning Commission for the acquisition and
development of an adequate system of parks, facilities, and recreational programs for the
residents of the County of Roanoke. and update same yearly, consistent with the Master
Plan.
b. Investigate and determine the needs and interest of the community for recreation facilities
and programs and recommend a recreation program to meet these needs.
c. Provide advice and guidance to the Department regarding modifications, additions and
deletions to Department programs and projects to meet the needs and mission of the
Department.
Article 7
Section 1. Director's Relationship: The Director shall have a continuing responsibility to explain the
organization, responsibilities, and working relations to the Commission, explain program
objectives to them in details of organization, and assist in all matters of interest to the operation
of the efficient program. He is an ex- officio member (by virtue of this office) and attends
committee meetings. He keeps the Commission informed concerning the interests, needs,
objectives, progress, plans and other factors of importance to them. The Director shall be the
official medium of communication between the employees of the Department and the
Commission.
Section 2. Chairperson: The Chairperson shall preside at all meetings, sign official papers, appoint
committees, call special meetings when he or she deems it advisable, and perform all such
duties as usually handled by a chairperson, except when such duties are properly delegated.
The Chairperson may succeed his or her self and shall be elected from among the members
who have served more than one (1) year.
Section 3. Vice - Chairperson: The Vice - Chairperson of the Commission in the absence of the Chairperson
shall perform all the duties of the Chairperson. The Vice - Chairperson shall be charged with the
responsibility to see that all standing and temporary committees function as planned by the
Commission.
Section 4. Secretary: The Secretary shall perform the usual duties pertaining to the office. In the absence
of both the Chairperson and Vice - Chairperson, the Secretary shall perform all duties of the
Chairperson. In the absence of all elected officers, the Commission shall elect a Chairperson
Pro Tempore who shall perform the duties of the Chairperson; The Secretary shall keep, or
cause to be kept, a full and true permanent record of all meetings of the Commission. This
includes regular meetings plus reports of standing committees shall be the custodian of all
documents committed to his /her care. The Secretary shall issue, or cause to be issued, notices
of the regular and special meetings. Also, the Secretary shall issue minutes of the previous
meeting to the Commission prior to the meetings. The Secretary may elect to delegate the
record keeping and distribution of meeting minutes to a Department staff member.
Article 8
The Commission shall make full and complete reports to the Roanoke County Administrator and /or Board of
Supervisors as requested and at such other times as the Commission deems appropriate. The fiscal year of
the Commission shall conform to that of the governing body of Roanoke County.
Article 9
Amendments
These By -Laws may be amended by the membership of the Commission at a meeting at which there is a
quorum, held after reasonable notice to the members of the Commission, and upon concurrence of the
Roanoke County Board of Supervisors.
APPROVED BY:
April 22, 2013
DATE Chairperson, Roanoke County Parks, Recreation
and Tourism Advisory Commission
Edited by: Arlain Martin (April 22, 2013)
BY -LAWS FOR THE ROANOKE COUNTY
PARKS AND RECREATION ADVISORY COMMISSION
1995
The Roanoke County Parks and Recreation Advisory Commission has adopted the following articles in order to
facilitate its powers and duties in accordance with the provisions of the State Code of Virginia, Chapter 8, Sections
15.1 -271 and 15.1 -272 and the ordinances of the County of Roanoke, Virginia.
Article 1
That there is herby created a Commission to be known as the Roanoke County Parks and
Recreation Commission, hereinafter referred to as "the Commission ".
Article 2
Purpose of the Commission
The Parks and Recreation Commission shall serve as the advisory body of the Roanoke County
Board of Supervisors. The Commission shall serve as a liaison between the Parks and Recreation
Director, the Board of Supervisors, and the citizens of the community. The Commission shall
consult with and advise the County Administrator, the Parks and Recreation Director, and the
Board of Supervisors in matters affecting recreation policies, programs, personnel, finances, and
the acquisition and disposal of lands and properties related to the total community recreation
Program, and to its long- range, projected program for recreation.
Article 3
Membership
Section 1. The Commission shall be appointed by the Board of Supervisors according to the following
schedule (1) two (2) members from each of the districts in the County; (2) two one (1) member at
large from the County of Roanoke. The Director of Parks and Recreation shall serve as a non-
voting, ex- officio member of the Commission.
Section 2. The Commission shall consist of eleven members. The Board of Supervisors shall appoint three
(3) members for a term of one (1) year; three (3) members for a term of two (2) years; and five (5)
members for a term of three (3) years. Terms shall expire on June 30 of each year. Upon the
expiration of their original terms of office, each succeeding term shall be for three (3) years and
until their successor qualify for office.
Section 3. Attendance at Commission meetings is imperative, and acceptance of appointment constitutes an
obligation to attend and participate in monthly meetings to the fullest extent. Three (3)
consecutive absences or 4 absences in any 12 month period, except in the case of illness or
emergency, will constitute a resignation or subsequent removal. Further, excessive partial
attendance at meetings will be addressed on an individual basis, resulting in possible resignation
or removal.
Section 4. The Chairperson of the Board of Supervisors may, by and with consent of the Commission, on
recommendation of the Commission, remove any member of the Commission for misconduct or
neglect of duty.
Section 5. Vacancies occasioned by removal, resignation, or otherwise shall be reported to the Board of
Supervisors, and shall be filled in like manner as original appointments, except that the term of
Office is restricted to the unexpired term of office.
Section 6. Commission members hall serve without monetary compensation. Members shall be reimbursed
for travel and subsistence to professional recreation meetings, conferences and workshops, and
such reimbursement being made in compliance with the general policies of Roanoke County.
Article 4
(lffi opnz
Section 1. The Officers of the Commission shall be a Chairperson, a Vice - Chairperson, and a Secretary. The
Officers shall be elected at the organization meeting in October to serve for one (1) year or until a
Successor shall be elected. No officer shall serve more than two (2) consecutive terms.
Section 2. The Commission shall adopt by -laws, rules and regulations governing its procedure and not
inconsistent with the provisions of the State laws and the approved ordinance as set forth by the
Roanoke County Board of Supervisors.
Article 5
Meetings
Section 1. Regular meetings shall be held the third Thursday of each month during the year.
Section 2. Special meetings shall be called by the Chairperson or on the written request of at least two (2)
members, the time and place to be designated in the notice of such call.
Section 3. The time and place for the meeting shall be designated by the Chairperson.
Section 4. The first regular meeting in October of each year shall be called the organizational meeting.
The purpose of this meeting shall be the election of officers, the presentation of the annual report,
reviewing the inventory report, and other business that may need to come before such meetings.
Section 5. The majority of the members present in person at any duly constituted meeting shall have the full
authority of the Commission, except the amendment of these By -Laws, and provided that no
fewer than six (6) members shall constitute an annual meeting.
Section 6. All meetings are open to the public.
Section 7. Meetings shall be conducted in accordance with procedures prescribed in the By -Laws and
decisions reach only after full consideration and debate on the issue in question.
Section 8. The following shall be the order of business of the Commission, by the Rules of Order may be
suspended and any matters considered or postponed by action of the Commission.
Section 9. Order of Business
a. Call to Order
b. Roll Call
c. Consideration of minutes of last regular meeting and of any special meetings held subsequently
and their approval or amendment.
d. Unfinished business
e. Reports of standing committee
f. Reports of special committee
g. Reports of the Commission
h. Report of the Chief Executive
i. Petitions and communications
j. New business
k. Other business
1. Adjournment
Article 6
Duties and Responsibilities of the Commission
Section 1. The Parks and Recreation Commission shall make recommendations: for the establishment of a
supervised recreation for the County; to set apart for use as parks, playground, recreation
centers, water areas, or other recreation areas and structures, any lands or buildings owned by
or leased to the County and for approval by the Board of Supervisors, and may suggest
improvements of such lands, buildings, and structures as may be necessary to the recreation
program within those funds allocated to the Department; in the construction, equipping, operation
and maintenance of parks, playgrounds, recreation centers, and all buildings and structures
necessary or useful to Department function; in regard to other recreation facilities which are
owned or controlled by the Department of leased or loaned to the Department.
Section 2. The Commission shall advise in the acceptance by the County of any grant, gift, bequest or
Donations, any personal or real property or made available for recreation purposes and which is
judged to be of present or possible future use for recreation or parks.
Section 3. Additional personnel will be added by the Director, contingent upon appropriate funding in the
Budget.
Section 4. Interpret the recreation and park services of the Department to the community and interpret the
Needs and desires of the community to the Board of Supervisors.
Section 5. Determine and establish the general policies to be followed in carrying out the purpose for which
The Commission was established.
Section 6. Financial Duties and Responsibilities: The Commission shall have no authority to enter into any
Contract or incur any obligation binding the governing body of Roanoke County.
a. The Commission and the Parks and Recreation Director shall prepare and recommend to the
County Administrator an annual budget sufficient to finance the program of Recreation and
Parks the Commission feels is necessary for the welfare of the residents of the County of
Roanoke. The budget shall be submitted to the County Administrator to hear the requests.
b. The Commission shall annually recommend to the Board of Supervisors a budget for capital
improvements (acquisition and development) in accordance with the Master Plan for Parks
and Recreation for the County.
Section 7. Planning Duties and Responsibilities:
a. Prepare a Master Plan in cooperation with the Planning Commission for the acquisition and
development of an adequate system of parks, facilities, and recreation programs for the
residents of the County of Roanoke and update same yearly, consistent with the County's
Master Plan.
b. Investigate and determine the needs and interest of the community for recreation facilities
and programs and recommend a recreation program to meet these needs.
Article 7
Section 1. Director's Relationship: The Director shall have a continuing responsibility to explain the
organization, responsibilities, and working relations to the Commission, explain program
objectives to them in details of organization, and assist in all matters of interest to the operation
of the efficient program. He is an ex- officio member (by virtue of this office) and attends
committee meetings. He keeps the Commission informed concerning the interests, needs,
objectives, progress, plans and other factors of importance to them. The Director shall be the
official medium of communication between the employees of the Parks and Recreation
Department and the Commission.
Section 2. Chairperson: The Chairperson shall preside at all meetings, sign official papers, appoint
committees, call special meetings when he /she deems it advisable, and perform all such duties as
usually handled by a chairperson, except when such duties are properly delegated. The Chair
Person may succeed himself and shall be elected from among the members who have served more
Than one (1) year.
Section 3. Vice - Chairperson: The Vice - Chairperson of the Commission in the absence of the Chairperson
Shall perform all the duties of the Chairperson. In the absence of both the Chairperson and Vice -
Chairperson, the Commission shall elect a Chairperson Pro Tempore who shall perform the duties
Chairperson. The Vice - Chairperson shall be charged with the responsibility to see that all
standing and temporary committees function as planned by the Commission.
Section 4. Secretary: The Secretary shall perform the usual duties pertaining to the office. The Secretary
Shall keep or cause to be kept a full and true permanent record of all meetings of the Commission.
This includes regular meetings plus reports of standing committees and shall be the custodian of
all documents committed to his care. The Secretary shall issue or cause to be issued notices of
the regular and special meetings. Also, the Secretary must issue minutes of the previous meeting
to the Commission prior to the meetings.
Article 8
The Parks and Recreation Commission shall make full and complete reports to the governing body
At such times as may be requested and at such other time as to the governing body may seem
proper. The fiscal year of the Commission shall conform to that of the governing body of
Roanoke County.
Article 9
AmPndmPntc
These By -Laws may be amended by the membership of the Commission at a meeting at which
There is a quorum, held after reasonable notice to the members of the Commission and upon
Concurrence of the Roanoke County Board of Supervisors.
APPROVED BY:
DATE
Chairperson, Parks & Recreation Commission
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 DATE: June 11, 2013
AGENDA ITEM: Confirmation of appointments to the Clean Valley Council;
Board of Zoning Appeals (appointed by District)
SUBMITTED BY: Deborah C. Jacks
Clerk to the Board
APPROVED BY: B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMAmnON:
'1. Clean Valley Council:
During the closed session on May 14, 2013, the Board of Supervisors recommended
the reappointment of Theresa Passeretti as Board Liaison to an additional two -year
appointment to expire June 30, 2015. The clerk to the Board has contacted Mrs.
Passeretti who advised she is willing to serve an additional term.
2. Board of Zoning appeals (appointed by District)
The five -year term of Richard Jones, representing the Catawba Magisterial District was
due to expire on June 30, 2013. During the May 28, 2013, Board Meeting, Supervisor
Church requested the Clerk contact Mr. Jones to see if he would be willing to serve an
additional five -year term. Mr. Jones has agreed to an additional term, which will expire
on June 30, 2018. Confirmation has been placed on this Consent Agenda for
confirmation by the Board.
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GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Audited balance at June 30, 2012
Amount
M -1
% of General
Fund R evenue
$ 20 572, 318 1 0.67% *
Balance at June 11, 2013 $ 20,572,318 1 0.70% **
Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General
Fund Unappropriated Balance incrementally over several years.
* 201 1 -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
$21
The Unappropriated Fund Balance of the county is currently maintained at 10.70 %.
The county's goal is to increase the balance over time to 11.0%
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County AdministratoG�0�
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 2011 -12 operations
Balance at June 11, 2013
Maior County Capital Reserve
Amount
$1
360, 666.60
1
$3
(Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.)
Audited balance at June 30, 2012
Balance at June 11, 2013
Submitted By Rebecca E. Owens
Director of Finance
$938,161.00
$938,161.00
Approved By B. Clayton Goodman III
County Administratorw"�
M-3
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
Amount
From 2012-13 Original Budget $1 00,000.00
June 26, 2012 Appropriation for Legislative Liaison (32,400.00)
August 14, 2012 Appropriation for relocation of three Roanoke County polling precincts (3,250.00)
December 11, 2012 Appropriation for retiring debt of the Veteran's Monument at the Vinton (5
War Memorial
April 9, 2013 Appropriation for Bent Mountain Community Center (4
May 14, 2013 Appropriation for Democratic Primary Election June 11, 2013 (20,015.00)
Balance at June 11, 2013 $ 35
Submitted By Rebecca E. Owens
Director of Finance
Approved By B. Clayton Goodman III
County AdministratorW�
1�
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 11, 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.
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