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HomeMy WebLinkAbout6/11/2013 - Adopted Board RecordsAT 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 061113 -1 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; and 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 2 On motion of Supervisor Altizer to adept the resolution and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Flora, Church, Elswick, Altizer NAYS: None A C4lWY TESTE: LJz;UU1 dl I %a. OCdl,11J Clerk to the Board Supervisors Page 2of2 ACTION NO. A- 061113 -2 ITEM NO. E -1 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 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 Administrator 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. VOTE: Supervisor Flora moved to approve the staff recommendation. Motion approved. cc: Rebecca Owens, Director of Finance Page 2 of 2 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: Rebecca Owens, Director of Finance Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 11, 2013 RESOLUTION 061113 -3 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 thrAehnlrl 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 3 of 4 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. On motion of Supervisor Altizer to adopt the resolution and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Flora, Church, Elswick, Altizer NAYS: None cc: Rebecca Owens, Director of Finance A WPY TESTE: ueuurarI v. jauKS Clerk to the Boar of Supervisors Page 4 of 4 ACTION NO. A- 061113 -4 ITEM NO. E -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: 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 3 • 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 will 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 w i l l 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. ALTERNATIVES: 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 3 VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. cc: Rebecca Owens, Director of Finance Page 3of3 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: Rebecca Owens, Director of Finance Page 3of3 ACTION NO. A- 061113 -5 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, 2013 AGENDA ITEM: SUBMITTED BY: Request to authorize the termination of a the lease with B. Wayne Dunman and Rebecca J. Dunman B. Clayton Goodman III 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, 2011, the Board adopted Ordinance #062811 -14, which authorized the lease of 0.761 acre and 1.24 acres located 304 Pollard Street, Vinton, Virginia to the Tenant for one (1) year beginning August 1, 2011, 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 (3 annual lease term the County could notify the Tenant of its intention not to renew the lease. The Tenant pays the County $45,000 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 September 30, 2013, in order that the Vinton Library Project can proceed with an aggressive schedule. Like the Glenvar 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, 2013. This will allow the project to move forward to the construction phase by February, 2014. The current schedule indicates bidding on January 1 of 2014 and construction beginning in mid - February of 2014. This same schedule indicates a final Page 1 of 3 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 $5.6 million for the building only, so an eighteen (18) 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 RECOMMENDATION: Staff recommends that the Board consider authorizing the early termination of the lease with B. Wayne Dunman and Rebecca J. Dunman and providing a payment of $40,000 from the Vinton Library Project. Page 2of3 VOTE: Supervisor Altizer moved to approve the staff recommendation. Motion approved. cc: B. Clayton Goodman III, County Administrator Rebecca Owens, Director of Finance Page 3of3 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: B. Clayton Goodman III, County Administrator Rebecca Owens, Director of Finance 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 061113 -6 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 WHEREAS, 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. On motion of Supervisor Altizer to adopt the ordinance and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Flora, Church, Elswick, Altizer NAYS: None A CIdEPY TESTE: Deborah C. Jacks Clerk to the Board Supervisors cc: Paul M. Mahoney, County Attorney Page 2of2 ACTION NO. A- 061113 -7 . b 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 ADMINISTRATOR'S 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 Order 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. Adopt 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 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. cc: Doug Blount, Director of Parks, Recreation and Tourism Page 3of3 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: Doug Blount, Director of Parks, Recreation and Tourism Page 3of3 ACTION NO. A- 061113 -7 . a 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 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 Control and Protection, in substantially the format submitted, and authorizing the County Administrator to sign the agreement. Page 1 of 2 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. cc: Laurie Gearheart, Assistant Director of Finance B. Clayton Goodman III, County Administrator Rebecca Owens, Director of Finance Page 2 of 2 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: Laurie Gearheart, Assistant Director of Finance B. Clayton Goodman III, County Administrator Rebecca Owens, Director of Finance Page 2 of 2 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 I WWJJ Its: COUNTY ADMINISTRATOR Page 3of4 Approved as to form: Its: COUNTY ATTORNEY REGIONAL CENTER FOR ANIMAL CONTROL AND PROTECTION go Its: Chief Executive Officer Approved as to form: Its: General COUNSEL Page of ACTION NO. A- 061113 -7 . c 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 INFORMATION: 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. Page 1 of 2 VOTE: Supervisor Church moved to approve the staff recommendation. Motion approved. cc: John Murphy, Zoning Administrator Ms. Christina Siegel, Executive Director Clean Valley Council Page 2 of 2 Yes No Absent Ms. Moore � ❑ ❑ Mr. Flora � ❑ ❑ Mr. Church � ❑ ❑ Mr. Elswick � ❑ ❑ Mr. Altizer � ❑ ❑ cc: John Murphy, Zoning Administrator Ms. Christina Siegel, Executive Director Clean Valley Council Page 2 of 2 AT REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 11, 2013 RESOLUTION 061113-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM! I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for 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) On motion of Supervisor Church to adopt the resolution and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Flora, Church, Elswick, Altizer NAYS: None ,- - - - 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, JULIE 11 , 2013 RESOLUTION 081113 -8 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. On motion of Supervisor Altizer to adopt the resolution and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Flora, Church, Elswick, Altizer NAYS: None A C Y TESTE: Deborah C. Ja k Clerk to the Boar of Supervisors 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 RESOLUTI LUTI 061113- CANCELING THE 3:00 PM MEETING OF THE BOARD OF SUPERVISORS T BE HELD ON TUESDAY, JUNE 25, 2013 WHEREAS, by Resolution 121112 -10.b the Board Of Supervisors es tar li h d ar meeting schedule for the 2013 calendar year, w hich scheduled a 3:00 p.m. meeting n Tuesday, June 1, 2013; and WHEREAS, due to aM reduced agenda, the Board o Supervisors desires t0 cancel this meeting; and NOW, THEREFORE, be it resolved by the Board of Supervisors of Roanoke County that this Board hereby cancels its 3:00 pm meeting scheduled On Tuesday, Juno 2, 2013. BE IT FURTHER resolved that the Clerk to the Board be, and hereby is directed to pot this resolution in a public location at which notices are regularly posted and in the Office Of the Clerk to the Board. In addition, the Clerk is relieved of the obligation to send each Board member written notice by registered rail of the cancellation of this meeting. On motion of Supervisor Flom t0 adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Flora, Chur h,Al wi k, Altizer A C PY TESTE: 4 Debora h C. J ' r Clerk to the Board f risor cc Paul Mahoney, County Attorney Paige 1 of 1