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HomeMy WebLinkAbout3/11/2014 - RegularRoanoke County Board of Supervisors March 11, 2014 INVOCATION:Pastor James L. Armentrout St. Mark Lutheran Church PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: “Any invocation that may be offered before theofficial start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board.” Page 1of 5 Roanoke County Board of Supervisors Agenda March 11, 2014 Good afternoon and welcome to our meeting for March 11, 2014.Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedulewill 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 TOOR CHANGE THE ORDER OF AGENDA ITEMS C.PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS D.BRIEFINGS 1.Briefing on the February 2014 snow event (Joey Stump, Division Chief/Emergency Manager) 2.Briefing regardingthe Vinton Library Project (Richard Caywood, Assistant County Administrator) E.NEW BUSINESS Page 2of 5 F.FIRST READING OF ORDINANCES 1.Ordinance accepting and appropriating donations in the amount of $325 from citizens donating in the memory of Mr. Michael H. Farris for the purpose of purchasing medical supplies for Fire/Rescue Station 7 (Clearbrook)(Richard E. Burch, Jr., Chief of Fire and Rescue) 2.Ordinance accepting and appropriating funds in the amount of $89,600 to Fire and Rescue for a non-matching grant from the Virginia Department of Health (GRANT #WV-C11/01-14) for the purchase of computer hardware for posting EMS records to the Virginia Pre-Hospital Information Bridge (VPHIB) (Richard E. Burch, Jr., Chief of Fire and Rescue) 3.Ordinance accepting and appropriating a grant in the amount of $83,114 from the High Intensity Drug Trafficking Areas Program for the Roanoke Valley Regional Drug Unit (Howard B. Hall, Chief of Police) 4.Ordinance providing for refunding of the 2004 Lease Financing with Virginia Resources Authority (Rebecca Owens, Director of Finance) G.SECOND READING OF ORDINANCES 1.Ordinance accepting and appropriating a donation to the Roanoke County Public Library in the amount of $500 from the William L. Whitwell Trust (Diana Rosapepe, Director of Library Services) 2.Ordinance accepting and appropriating funds in the amount of $28,713.10 to the Department of Social Services from the Virginia Department of Social Services (Joyce Earl, Director of Social Services; Jimmy Lyon, Business Process and Management Analyst) H.APPOINTMENTS 1.Capital Improvement Program (CIP) Review Committee (appointed by District) 2.Roanoke County Community Leaders Environmental Action Roundtable (RCCLEAR) Page 3of 5 I.CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDAARE CONSIDERED BY THE BOARD TO BEROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1.Approval of minutes –February 11, 2014 2.Request for approval of extension and amendment to the July 1, 2009, Agreement with Appalachian Power Company for the purchase of electricity J.REQUESTS FOR WORK SESSIONS K.REQUESTS FOR PUBLIC HEARINGS L.CITIZENS’ COMMENTS AND COMMUNICATIONS M.REPORTS 1. General Fund Unappropriated Balance 2.Capital Reserves 3.Reserve for Board Contingency 4.Treasurer’s Statement of Accountability per Investment and Portfolio Policy as of February 28, 2014 N.WORK SESSIONS 1.Work session to review Roanoke County Joint Capital Funding Plan and Debt Information(Rebecca Owens, Director of Finance) O.CLOSED MEETING, pursuant to the Code of Virginia as follows 1.Section 2.2.3711.A.1.Personnel, namely discussion concerning appointments to the League of Older Americans; Ninth District Development Financing, Inc.; Roanoke Regional Airport Commission; Roanoke Valley Detention Commission; Roanoke Valley-Alleghany Regional Comprehensive Economic Development Commission Page 4of 5 EVENING SESSION –6:00 P.M . P.CERTIFICATION RESOLUTION Q.FUNDING REQUESTS FOR FISCAL YEAR 2014-2015 BUDGET 1.Health and Human Services Agencies 2.Cultural, Tourism and Other Agencies R.REPORTS AND INQUIRIES OF BOARD MEMBERS 1. P. Jason Peters 2. Charlotte A. Moore 3. Al Bedrosian 4.Joseph B. “Butch” Church 5. Joseph P. McNamara S.ADJOURNMENT Page 5of 5 ,SP^LIMQIV&SPIO1IILER`%VGLMXIGXW 00'  ;IWX2MRXL7XVIIX7YMXI`'PIZIPERH3LMS`[[[,&1EVGLMXIGXWGSQ` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 ORDINANCE ACCEPTING AND APPROPRIATING DONATIONS IN THE AMOUNT OF $325FROM CITIZENS DONATING IN THE MEMORY OF MR. MICHAEL H. FARISS FOR THE PURPOSE OF PURCHASING MEDICAL SUPPLIES FOR FIRE/RESCUE STATION 7 (CLEARBROOK) WHEREAS, the family of Mr. Michael H. Farris requested in lieu of flowers that donations be sent to the Clearbrook Rescue Squad to support the mission of providing Emergency Medical Services to the community; and WHEREAS, the individuals making the donationsdid not realize that the Clearbrook Rescue Squad dissolved in April of 2006 and prior to that date the Fire and Rescue Department had initiated 24/7 staffing of an ambulance which continues now; and WHEREAS, the donated funds of $325will be used to purchasemedical supplies for Station 7 (Clearbrook) as intended in the memory of Mr. Michael H. Farris;and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, first reading of this ordinance was held on March11, 2014, and the second reading was held onMarch 25, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $325is hereby appropriated from citizen donations in memory of Mr. Michael H. Farris;and Page 1 of 2 2.These funds are to be allocated to the Fire and Rescue Department for the purpose of purchasing medical supplies for the ambulances assigned to Station 7 (Clearbrook); and 3.That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $89,600TO FIRE AND RESCUEFOR ANON-MATCHING GRANT FROM THE VIRGINIA DEPARTMENT OF HEALTH(GRANT #WV-C11/01-14)FOR THE PURCHASE OF COMPUTER HARDWARE FOR POSTING EMS RECORDS TO THE VIRGINIA PRE HOSPITAL INFORMATION BRIDGE (VPHIB) WHEREAS, Roanoke County has been awarded a non-matchinggrant from the Virginia Department of Health (Grant #WV-C11/01-14) in the amount of $89,600; and WHEREAS, the Virginia Department of Health will provide funding in the amount $89,600to the Fire and Rescue Department; and WHEREAS, the purpose of these funds is to purchase computer hardware for posting EMS records to the Virginia Pre Hospital Information Bridge (VPHIB); and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriatedby ordinance; and WHEREAS, first reading of this ordinance was held on March 11, 2014, and the second reading was held on March 25, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $89,600is hereby accepted and appropriated from the Virginia Department of Health (Grant #WV-C11/01-14) to the Fire and Rescue Department; and 2. That this ordinance shall take effect from and after the date of adoption. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $83,114 TO THE POLICE DEPARTMENT FROM THE HIGH INTENSITY DRUG TRAFFICKING AREAS PROGRAM FOR THE ROANOKE VALLEY REGIONAL DRUG UNIT. WHEREAS, TheHigh Intensity Drug Trafficking Areas Program(HIDTA), created by Congress with the Anti-Abuse Act of 1988, provides assistance to Federal, State, Local and Tribal law enforcement agencies operating in areas determined to be critical drug-trafficking regions in the United States; WHEREAS, the purpose of the program is to reduce drug trafficking and production in the United States; WHEREAS, all of the jurisdictions within the territorial boundaries of Roanoke County were accepted into the HIDTA Program; WHEREAS, HIDTA will provide financial support in the amount of $83,114 to support this initiative; and WHEREAS, the use of these funds is intended to improve communications amongst criminal justice agencies and enhance the ability to disrupt and/or dismantle drug trafficking organizations within the Roanoke Valley; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriatedby ordinance; and WHEREAS, first reading of this ordinance was held on March 11, 2014, and the second reading was held on March 25, 2014. Page 1 of 2 BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $83,114is hereby accepted and appropriated from the High Intensity Drug Trafficking Areas Program to the Police Department; and 2. That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 Roanoke Valley Regional Drug Initiative Initiative Description: Elements from the existing Vice / Narcotics Units of the City of Roanoke, City of Salem, and Roanoke County will be combined into one regional unit. The Virginia State Police will be contributing two Special Agents and the Town of Vinton will provide one narcotics detective. DEA, ATF, and Homeland Security will be participating and have requested on site work space. United States Postal Inspection Service, FBI, and U. S. Marshals will also be participating on a part time basis but will not be co-located at this time. In addition to enforcement personnel, Roanoke City, Roanoke County, and Salem will be contributing existing surveillance equipment, office equipment and supplies, intelligence information, and administrative support staff that are currently assigned to the respective Vice / Narcotics units. These assets will remain the property of the respective departments but will be pooled for use by all members of the initiative. The participating agencies will provide appropriate vehicles for their personnel and Roanoke County will assist Vinton with the acquisition of a vehicle. All enforcement and administrative staff will be located on the second floor of the Roanoke County Police Department. Utilizing the space at the Roanoke County Police Department will eliminate the cost of leasing a work space and will greatly reduce the cost of furnishing a new work space. If in the future a more appropriate work space is identified, a feasibility and cost analysis will be conducted to determine if a move should take place. At the current time, the intention is to stay located at the Roanoke County Police Department. The Roanoke County Police Department will serve as the lead agency and the Roanoke County Department of Finance will serve as the fiscal agent and will be responsible for dispersal of funds to the participating agencies. The Commonwealth’s Attorney’s Offices of the City of Roanoke, City of Salem, and Roanoke County are participants in the initiative. For year one, the goal is to have an identified Assistant Commonwealth Attorney in each jurisdiction coordinate all drug prosecution and asset forfeitures. In the future, the goal is to have an Assistant Commonwealth Attorney, with the necessary administrative support staff, who will serve as the dedicated narcotics prosecutor in all three jurisdictions and will be able to work with the United States Attorney to prosecute cases in Federal Court. The goal will be to identify organized drug trafficking organizations and when possible to prosecute the cases as drug trafficking conspiracies. The Commonwealth’s Attorneys will partner with the U. S. Attorney’s Office in regards to identifying cases to be prosecuted in the federal courts. An additional component will be the creation of a local, multi-jurisdictional state grand jury. The initiative will continue to use drug purchases, confidential informants, and surveillance as the primary investigative approaches to identify drug trafficking organizations, the initiative will not focus on street level distribution. The focus of prosecutions will be on the disruption of organized drug trafficking groups which is anticipated to contribute to the overall reduction of violent crime and property crime in the Roanoke Valley. The initiative will also place a renewed emphasis on cases developed from package interdiction. The United States Postal Inspection Service has reported a large increase in the quantity of drugs being sent through the U. S. mail and is currently in the process of establishing a working group for package interdiction. Specifically, there has been a large increase of high grade marijuana being shipped in from California, Oregon, and other West Coast states. The goal is to not just to prosecute the person receiving the package but to identify the local distribution network and the out of state source of the drugs. USPS reports that there are currently two postal inspectors covering 13,000 square miles in the Roanoke Valley and southwest Virginia and that they do not have the resources to conduct package interdiction without substantial assistance from other law enforcement. The Roanoke Valley Regional Drug Initiative has already made a commitment of personnel to assist the USPS in this package interdiction effort. This effort will also include package interdiction at the various shippers to include UPS and Fed Ex. Performance Targets: Number of DTO’s to be disrupted or dismantled: 15 Drug Targets Marijuana: 100 kgs Heroin: ½ kilogram Methamphetamine: 20 labs Cocaine: 5 kgs Asset Seizure Targets: $300,000 Number of Firearms seized: 10 Number of Arrests: 100 Number of Leads passed on to other LEA’s: 50 Number of Cases Opened: 15 Number of Events to be Deconflicted: TBD Number of Title 3’s anticipated: TBD Budget: Facilities: Electronic Door: $ 1950 Door Reprogramming: $ 192 4 additional work spaces: $ 7,340 Off-site Storage Bay Utilities, approx. $60 per month: $ 720 Storage Cabinets for equipment $ 1, 000 Smart Board / Presentation System $ 5,000 IT Costs: 6 phones at $250 per phone: $ 1,500 12 additional phone lines at $4.00 per line per month: $ 575 Copier / Printer leasing costs: $ 3,000 Undercover Internet Account, $60 per month: $ 720 Radio Communications: Encrypt 8 City Radios and 1 Vinton radio at $700 per radio: $ 6,300 Purchase of 3 additional radios, for DEA, ATF, and Homeland $ 12,250 Security at $3,750 Personnel Costs: Part-time ( 29 hrs ) Administrative Assistant at $12.50 per hr, $ 12,567 $18,850 per year,pro-rated to start May 1 Other Costs: $12,130 PE/PI ( Purchase Evidence / Pay Informants) : Overtime: $17,870 Total $83,114 districts, to finance or refinance the cost of water supply and wastewater treatment facilities, solid waste disposal facilities, certain drainage projects, public safety facilities, local government buildings, infrastructure for broadband services, airport facilities, public transportation projects, remediation of brownfields and contaminated properties, renewable energy projects, oyster restoration, recovered gas energy facilities, the location or retention of federal facilities in the state and the support of the transition of former federal facilities to other uses, land conservation, park facilities, site acquisition for economic development, and certain local government infrastructure. VRA completed its summer issue of the Virginia Pooled Financing Program (VPFP) on August 14, 2013. The County of Roanoke participated in this sale taking advantage of the pool program issue structure that resulted in a blended "AAA/AA" rating from both Moody's and Standard & Poor's rating agencies. The ordinance authorized the refunding of the 2004 Bonds to provide annual debt service savings to be used for the replacement of the Integrated Financial System, a Tier one capital project which significantly impacts County operations. Original estimated savings from the refunding transaction were approximately $2.6 million. Unfortunately interest rates increased sharply and much of the anticipated savings were lost. Aftercareful analysis by staff, discussions with County administration and the recommendation of the County financial advisors, Raymond James, the County proceeded with this transaction refunding certain bond maturities that yielded at least a net present value savings of 6%. Total savings were $950,523 with the majority of the savings in 2013- 2014 and 2014-2015. The all in true interest cost was 3.4780% and the net present value savings was 7.14%. The County now has another opportunityto refund the remaining maturities that could result in additional saving opportunities. Nevertheless, the County will need to find a way to fund the Integrated Financial System in the near future. Debt Refunding Opportunity: The County, like many other surrounding municipalities, hasdebt that has been used for government and School projects. The County’s debt compares similarly to that of other governments.The County has a very conservative debt management program with a plan in place to fund the debt payments without adding any burden to the tax payers. Currently we are ratedby Moody’s, Standard and Poor’s and Fitch Aa1, AA+, and AA respectively. These ratings allow the County to borrow funds at very low interest rates. The County of Roanoke works with Financial Advisors, Raymond James & Associates, Inc., annually to review the County’s outstanding debt for potential refunding opportunities. Page 2of 4 Based on this review and current market conditions, the County has the opportunity to refund the remaining 2004 lease revenue bonds through Virginia Resources Authority (VRA). These bonds were originally issued through VRA to finance the Public Safety Center. 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. Current market conditions are showing projected refunding savings in the range of $400,000 to $600,000, however as with the last refunding the market is ever changing and difficult to predict.Staff will continue to work with financial advisor,Raymond James,and VRA to ensure that the County of Roanoke nets the most savings possible with the refunding. Below is the AAA MMD index of the 10 year maturity since May 2013. With the passage of time and the favorable interest rate environment, the County’s remaining VRA Series 2004A Bonds are generating savings in the current market. VRA Series 2004 Roanoke Refunding –July 2013 Attached is the tentative timeline for VRA. Tentative bond sale dates would be early May 2014.Staff willprovide an information report as has been done previously after the sale of the bonds. FISCAL IMPACT: Savings from the 2004 refunding opportunity will be appropriated through the 2014-2015 budgetto be used for the replacement of the Integrated Financial System. Page 3of 4 STAFF RECOMMENDATION: Staff recommendsapproval of the first reading of ordinance and scheduling the second reading for March 25, 2014. Page 4of 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 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; and 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"); and WHEREAS, VRA has advised the Local Government that the credit markets are currently favorable for the refunding of a portion of the VRA VPFP Bonds (the "Refunding Transaction"), which may enable VRA to pass on annual debt service savings to the Local Government; and 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"); and 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 redemption provisions of the VRA Refunding Bonds and such modifications will be Page 1 of 3 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 March11, 2014, and the second reading of this ordinance was held on March 25, 2014. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 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 of Supervisors is authorized to affix the Local Government's seal on any such documents and attest or counter-sign the same. Page 2 of 3 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 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 ORDINANCE ACCEPTING AND APPROPRIATING A DONATION IN THE AMOUNT OF $500 TO THE ROANOKE COUNTY PUBLIC LIBRARY FROM THE WILLIAM L. WHITWELL TRUSTFOR THE BENEFIT OF THE HOLLINS BRANCH LIBRARY WHEREAS,the Roanoke County Public Library system has received a donation in the amount of $500 from the William L. Whitwell Trust, to be used for the benefit of the Hollins Branch Library; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, first reading of this ordinance was held on February 25, 2014, and the second reading was held onMarch 11, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $500is hereby appropriated to the Roanoke County Public Library, Hollins Branch, to be used to purchase items for the collection; and, 2.That this ordinance shall take effect from and after the date of adoption. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $28,713.10 TO THE DEPARTMENT OF SOCIAL SERVICES FROM THE VIRGINIA DEPARTMENT OF SOCIAL SERVICES WHEREAS, The Statehas made available $28,713.10ofadditional appropriations tothe Department of Social Servicesforthe assumption ofadministrative responsibilities for the Family Access to Medical Insurance Security program; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, first reading of this ordinance was held on February 25, 2014, and the second reading was held on March 11, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $28,713.10 is hereby appropriated from the Commonwealthof Virginiaandto the Department of Social Services for the purposes as follows: $18,231.10for salary and benefits for an additional full time Benefit Programs Specialist and $10,482for overtime. 2.That this ordinance shall take effect from and after the date of adoption. Page 1 of 1 I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY,MARCH 11, 2014 RESOLUTION APPROVINGAND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FORTHIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for March 11, 2014, 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 2 inclusive, as follows: 1.Approval of minutes – February 11, 2014 2.Request for approval of extension and amendment to the July 1, 2009, Agreement with Appalachian Power Company for the purchase of electricity Page 1 of 1 County of Roanoke, Virginia Policy for County Capital Reserves I. Background The County of Roanoke recognizes one of the keys to sound financial management is the development of a systematic way to fund capital projects, including technology projects.In addition to the Debt Policy, the County believes it is important to set up a funding stream and guidelines to fund some capital and technology projects, or portions thereof, on a pay-as-you-go basis.The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). This policy addresses this standard. II. Purpose This policy will establish guidelines to set aside reserves to fund County capital projects, including technology projects III. Policy Guidelines for Major County Capital Reserve a. The Board of Supervisors hereby establishes a Major County Capital Reserve for the purpose of accumulating funds to pay-as-you-go for County Capital projects identified in the County Capital Improvements Plan that is adopted by the Board of Supervisors b. Funds will be deposited into the Major County Capital Reserve from the following sources: i. As specified in the Policy for Use of General Fund Revenue in Excess of Budget at Year End,the revenues in excess of budget will be allocated first to the General Fund Unappropriated Balance to the extent required, and next to the Major County Capital Reserve ii. Any additional funds that the Board of Supervisors appropriates to the Reserve Page 1 of 3 c. Funds may be allocated from the Major County Capital Reserve for the following purposes: i. Cash outlay for projects identified in the County Capital Improvements Plan adopted by the Board of Supervisors ii. Debt payments to expedite projects identified in the County Capital Improvements Plan adopted by the Board of Supervisors iii. Land purchase opportunities, even if they are not included in the County Capital Improvements Plan IV. Policy Guidelines for Minor County Capital Reserve a. The Board of Supervisors hereby renames the County Capital Fund Unappropriated Balance as the Minor County Capital Reserve. b. Funds will be deposited into the Minor County Capital Reserve from the following sources: i. As specified in the Policy for Use of Unspent Expenditure Appropriations at Year End,the unencumbered expenditure savings will be allocated 55% to the department, 10% to the Technology Reserve, and the remaining 35% to the Minor County Capital Reserve ii. As specified in the County Charter, the proceeds from the sale of land and fixed assets, unless specifically appropriated otherwise by the Board of Supervisors, will be deposited to the Minor County Capital Reserve iii. Any additional funds that the Board of Supervisors appropriates to the Reserve c. Funds may be allocated from the Minor County Capital Reserve for the following purposes: i. Cash outlay for minor County capital projects. These are projects that are not normally in the County Capital Improvements Plan, and are usually less than $500,000 ii. Architectural and engineering services for all capital projects, whenever possible iii. Other one-time expenditures iv. Major County Capital Projects as identified in the County Capital Improvements Plan, adopted by the Board of Supervisors Page 2 of 3 Policy Guidelines for County Technology Reserve V. a. The Board of Supervisors hereby establishes a County Technology Reserve for the purpose of accumulating funds to pay-as-you-go for County technology projects identified and prioritized by the Technology Governance Committee, and approved by the County Administrator. b. Funds will be deposited into the County Technology Reserve from the following sources; i. As specified in the Policy for use of Unexpended Appropriations at the End of Each Fiscal Year, the unencumbered expenditure savings will be allocated 55% to the department, 10% to the Technology Reserve, and the remaining 35% to the Minor Capital Reserve ii. The proceeds from the sale of IT equipment iii. Any additional funds that the Board of Supervisors appropriates to the Reserve c. Funds may be allocated from the Technology Reserve for the following purposes: i. Cash outlay for projects identified and prioritized by the Technology Governance Committee and approved by the County Administrator ii. Debt payments to expedite projects identified and prioritized by the Technology Governance Committee and approve by the County Administrator and the Board of Supervisors Page 3 of 3 County of Roanoke Policy for Use of Unexpended Expenditure Appropriations at Year End I. Background At the end of a fiscal year, unspent expenditure appropriations generally lapse and revert to a reserve or fund balance within the fund in which the appropriations originated. In some cases it is desirable to reappropriate a portion of these funds to allow for the completion of projects or purchases in process. The County provides for these instances by including wording in the Appropriation Ordinance that encompasses encumbrances, capital projects and school funds.The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). This policy addresses this standard. II. Purpose This policy would establish guidelines to fund the Minor County Capital Reserve, the Technology Reserve, and to distribute unspent funds at year end to departments for needed expenditures. This additional departmental funding will provide an opportunity for departments to invest in items that will assist them in meeting their service delivery objectives. Encouraging frugal management practices will provide a more flexible environment and allow innovative and efficient approaches to servicing our citizens. III. Performance Standard Departments will not engage in practices, for the purpose of solely generating savings, that will adversely affect the quality of service delivery, unless approved by the County Administrator and/or the Board of Supervisors. IV. Policy Guidelines A. When the County's accounts are closed out at the fiscal year-end, the unencumbered expenditure savings will be allocated as follows: a.55% of the unencumbered expenditure savings from each departmental budget of the General Fund will be designated for reappropriation to that department in the following fiscal year, b. 10% will be allocated to a Technology Reserve for technology prioritized by the Technology Governance Committee and approved by the County Administrator, and c. The remaining 35% of the unencumbered expenditure savings will revert to the Minor County Capital Reserve for future capital projects approved by the Board of Supervisors. B. Requests for the reappropriation of departmental funds will be evaluated and approved by the County Administrator on an item-by-item basisThese funds are -be used for expenditures such as vehicle replacement, computers, renovations, training or other purposes that relate to the department's mission and do not require expenditures in future fiscal years. These funds cannot be used for salary increases, additional personnel, or expansion of services. Page 1 of 2  C. The use of Technology Reserve funds are governed by a separate Technology Reserve Policy D. The use of Minor Capital Reserve funds are governed by a separate Capital Reserve Policy Page 2 of 2  County of Roanoke, Virginia Debt Policy I. Introduction The County of Roanoke recognizes one of the keys to sound financial management is the development of a debt policy.This need is recognized by bond rating agencies and development of a debt policy is a recommended practice by the Government Finance Officers Association.A debt policy establishes the parameters for issuing debt and managing outstanding debt. It also provides guidance to administration regarding the timing and purposes for which debt may be issued, types and amounts of permissible debt, and the method of sale that may be used. The debt policy should recognize an obligation to full and timely repayment of all debt as an essential requirement for entry into the capital markets. Adherence to a debt policy helps to ensure that a government maintains a sound position and that credit quality is protected. The debt policy is to be used in conjunction with the Operating and Capital Improvements Budget, the Capital Improvements Program (CIP), and other financial policies. Advantages of a debt policy are as follows: Enhances the quality of decisions. Rationalizes the decision-making process. Identifies objectives for staff to implement. Demonstrates a commitment to long-term financial planning objectives. Viewed positively by the rating agencies. II. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects including buildings, machinery, equipment, furniture and fixtures. When feasible, debt issuances will be pooled together to minimize issuance costs. The County will prepare and adopt annually a five year Capital Improvements Program to identify and establish an orderly plan to meet the . The Capital Improvements Program will also identify all debt-related projects and the debt service impact upon operations identified. III. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect philosophy concerning indebtedness:  The County will not use short-term borrowing to finance operating needs, except in instances as described under Revenue Anticipation Notes. Long-term debt will be used in compliance with all aspects of the debt policy. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. Each project proposed for financing through debt issuance will have an analysis performed for review of tax impact and future operating costs associated with the project and debt issuance. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals, if applicable, indicated in the ypes of Debt/Structural Features IV. Debt Limits The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: Net Debt as a percentage of Assessed Value will not exceed 3.0%. The Net Debt per Capita will not exceed a ratio of $2,500. General Obligation Debt Service as a percentage of General Governmental Expenditures will not exceed 10%. These ratios will be calculated each year in conjunction with the budget process and the audit. V. Types of Debt/Structural Features A. Bond Anticipation Notes The County may issue Bond Anticipation Notes (BANs) in expectation of General Obligation Bonds or Revenue Bonds when cash is required in order for the financed capital project to be initiated or continue or when long-term markets do not appear appropriate on a given date, but have a clear potential for improvement within 12 months. The County will issue BANs for a period not to exceed two years. No BANs will be rolled over more than one additional two year period. B. Revenue Anticipation Notes Revenues was designed to provide adequate cash flow to avoid the need for Revenue Anticipation Notes (RANs).  The County may issue RANs in an extreme emergency beyond source will be received subsequent to the timing of funds needed. The County will issue RANs for a period not to exceed the one year period permitted under the Constitution of Virginia, Article VII section 10. C. General Obligation Bonds The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue General Obligation (GO) Debt with no limit on the amount of GO Debt that a County may issue. The County may issue GO Debt for capital projects or other properly approved projects. All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum, with the exception of Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans which do not need approval by referendum. D. VPSA Bonds and State Literary Fund Loans School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. Approval of the School Board is required prior to approval by the Board of Supervisors. E. Revenue Bonds The County may issue Revenue bonds to fund enterprise activities or for capital projects which will generate a revenue stream. The bonds will include written covenants which will require that the revenue sources are sufficient to fund the debt service requirements. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. F. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures.  G. Moral Obligation Debt The County may enter into leases, contracts, or other agreements with other public bodies which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. While such moral obligation support does not affect the debt limit of the County, the amount of bonds issued with the potential demands on the County. There is no legal obligation, but the County is placing its good name and reputation on the line and there is every expectation that the County would make good any deficiencies when a default exists. VI. Credit Objectives The County of Roanoke will strive to maintain or improve its current bond ratings. The County will also maintain relationships with the rating agencies that aThe rating the Operating and Capital Improvements Budget. VII. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. VIII. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals to be selected through a competitive process. The finance professionals will include, but may not belimited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt,diverse financial structuring, and pricing municipal securities.  IX. Advance Refunding of Debt The County may issue advance refunding bonds in accordance with federal tax law. An advance refunding may be issued to reduce outstanding principal, reduce interest costs, to eliminate restrictive debt covenants, or in the event of financial emergencies or hardships.In determining whether to consider an advance refunding, the County will carefully consider whether further savings can be achieved by deferring the sale to a later date. The goal is that the savings (net of all issuance costs and any cash contribution to the refunding) will be at least 3 percent, unless otherwise justified by the County. X. Disclosures The County will maintain the following practices to ensure proper disclosures: The County will maintain good communications with bond rating agencies and Capital Improvements Budget. The County will follow the National Federation of Municipal Analysts and Government Finance Officers Association policy of full continuing disclosure. Comprehensive Annual Financial Report. debt ratios in the Operating and Capital Improvements Budget with an analysis of the impact, if any moral obligation debt would have on the debt ratios.  P AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2014 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member’s knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies;and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Page 1 of 1 FY2014-2015 Contributions Health and Human Services Agencies FY13FY14FY15FY15 AdoptedAdoptedRequestProposed Agency Name $8,900 Adult Care Center of the Roanoke Valley$8,900$8,800 $2,500 The Advancement Foundation$600$600 $5,000 American Red Cross$3,300$3,300 $8,910 Bethany Hall$1,100$1,300 $5,000 Big Brothers and Big Sisters of Roanoke Valley$4,300$4,400 $10,000 Blue Ridge Independent Living Center$1,000$1,000 $6,291 Blue Ridge Legal Services, Inc.$800$900 Blue Ridge Literacy $2,000 $1,100$1,200 (formerly Literacy Volunteers of Roanoke Valley) Boys & Girls Clubs of Southwest Virginia$900$1,000$7,500 Bradley Free Clinic$5,200$5,400$5,600 Brain Injury Services of SWVA$2,800$2,900$3,000 Child Health Investment Partnership (CHIP)$19,200$19,300$20,944 $9,500 Children's Trust$6,300$6,300 Christmas Store$2,200$2,300$3,000 Commonwealth Catholic Charities$400$500$2,500 Conflict Resolution Center, Inc.$1,100$1,400$5,000 Council of Community Svcs - Info and Referral Center$2,800$2,800$3,000 Council of Community Svcs - Nonprofit Resource Center$500$500$500 Family Promise (formerly Roanoke Valley Interfaith Hospitality $3,000 $1,000$1,000 Network ) Family Service of the Roanoke Valley$4,100$4,100$4,100 $5,000 Feeding America - Southwest Virginia$4,700$4,900 $600 Goodwill Industries of the Valleys$500$600 $3,000 Greenvale School$0$300 $2,000 Habitat for Humanity$1,600$1,600 $37,600 LOA Area Agency on Aging$14,900$15,100 $2,000 Manna Ministries$1,000$1,200 $1,000 Mental Health America of Roanoke Valley$1,000$1,000 $38,000 Mountain View Humane$0$0 $1,000 Presbyterian Community Center$800$800 $10,000 Rebuilding Together$400$500 $5,000 Roanoke Area Ministries$1,400$1,500 $4,500 Roanoke County Prevention Council$1,900$2,100 $3,000 Roanoke Valley SPCA$1,000$1,400 $2,000 Roanoke Valley Speech & Hearing Center$1,600$1,700 $10,000 Saint Francis of Assisi Service Dog Foundation$4,000$4,700 $5,000 Salem/Roanoke County Community Food Pantry$5,000$5,000 FY2014-2015 Contributions Health and Human Services Agencies FY13FY14FY15FY15 AdoptedAdoptedRequestProposed Agency Name Salvation Army$2,900$3,000$3,000 Southeast Rural Community Assistance Project, Inc.$600$600$2,000 Trust House$3,700$3,500$4,000 Total Human Service Agencies$114,600$118,500$254,945 7SGMEP7IVZMGI%KIRGMIW $22,300 TAP$22,900$22,300 $14,600 TAP - Transitional Living Center/Permanent Supportive Housing$14,700$14,600 Total Social Service Agencies $37,600$36,900$36,900 'SRXVEGXYEP6IPEXMSRWLMTJSV7IVZMGIW The BRBH budget request represents the County’s portion of the 10 percent local match that the Department of Behavioral Health and Developmental Disabilities mandates that local Community Service Boards obtain from local governments in its service area. Failure to fully fund this request could result in additional funding cuts from the Commonwealth. Although not funding the full local match could result in state cuts, this has never been enforced in past years when local funding fell short of the required match. $173,000$175,000$244,854 Blue Ridge Behavioral Healthcare Grand Total Health and Human Services Agencies$325,200$330,400$536,699 FY2014-2015 Contributions Cultural, Tourism, and Other Agencies FY13FY14FY15FY15 AdoptedAdoptedRequestProposed Agency Name Blue Ridge Land Conservancy (formerly Western Virginia Land Trust)$2,000$2,000 $2,500 Blue Ridge Soil and Water Conservation District$1,000$1,000$4,000 Center in the Square$33,500$33,700 $35,000 Center in the Square - Capital$10,200$10,200$15,000 Clean Valley Council, Inc$1,500$1,600 $5,000 FRIENDS of the Blue Ridge Parkway$8,000$8,400$17,800 Harrison Museum of African American Culture$400$800 $15,000 History Museum & Historical Society of Western Va. - O. Winston Link $2,400$2,500 $8,000 Museum History Museum & Historical Society of Western Va.$3,500$3,500 $12,000 Hollins University - The Eleanor D. Wilson Art Museum$15,900$16,000$19,161 Interstate 81 Corridor Coalition$0$0 $5,000 Jefferson Center Foundation$1,700$1,800$25,000 Mill Mountain Theatre$0$0 $5,000 Mill Mountain Zoo $10,200$10,300$15,000 Miss Virginia Pageant$1,000$1,000 $1,200 Miss Virginia Pageant - TV Sponsorship$2,200$2,300$4,950 Opera Roanoke$900$900 $2,000 Roanoke Higher Education Center$10,200$10,300$20,000 Roanoke River Basin Association$0$0 $4,000 Roanoke Symphony$4,800$5,000$8,000 Roanoke Valley Sister Cities$2,600$2,600 $2,800 Salem Museum and Historical Society$700$800$800 Salem-Roanoke Baseball Hall of Fame$1,400$1,500 $2,800 Salem/Roanoke County Chamber of Commerce$5,200$5,200$5,800 Science Museum of Western Virginia$15,800$15,700 $20,700 Small Business Development Center$3,000$3,000$5,000 Tri-County Lake Administrative Commission (TLAC) Smith Mtn Lake$0$0 $1,000 Vinton Chamber of Commerce - Business Recruitment$3,900$4,000$12,000 Vinton Dogwood Festival$1,000$1,000 $1,000 Vinton Historical Society$2,100$2,400$5,000 Virginia Amateur Sports$39,400$38,000 $45,000 Virginia Museum of Transportation$4,300$4,600$5,000 Williamson Road Area Business Association$2,000$2,400 $3,700 Young Audiences of Virginia, Inc.$1,000$1,000 $1,000 Sub-Total$191,800$193,500$335,211 FY2014-2015 Contributions Cultural, Tourism, and Other Agencies FY13FY14FY15FY15 AdoptedAdoptedRequestProposed Agency Name (YIW 4IV'ETMXE'SRXVMFYXMSRW These funding allocations represent memberships in the specific organization and, by nature, must be funded at the full amount to retain membership. YES NO KK International Council for Local Environmental Initiatives (ICLEI)$1,200$1,200$1,200 KK National Association of Counties$1,770$1,770$1,770 KK Roanoke Regional Chamber of Commerce - Dues$2,630$2,630$2,630 KK Roanoke Valley Alleghany Regional Commission$63,208$63,442$68,126 KK Salem/Roanoke County Chamber of Commerce$1,000$1,000$1,000 KK Vinton Chamber of Commerce - Dues$500$500$500 KK Virginia Association of Counties$20,391$20,391$20,391 Virginia First Industrial Authority (Contractual Agreement)$34,255$34,255$34,255$34,255 KK Virginia Institute of Government Membership$0$0$5,000 KK Virginia Municipal League$10,518$10,893$11,160 KK Virginia Western Community College - CCAP Program*$0$125,000 $125,000 Virginia Western Community College - Scholarship$15,354$0N/AN/A Virginia Western Community College - Site Development $40,579$0N/A N/A ( FY12-13 was last year of 5 year commitment) Sub-Total$191,405$261,081$271,032$34,255 'SQQYRMX]-RZIWXQIRXW These organizations have made prior agreements with Roanoke County for annual funding. The FY14-15 figures presented below represent the organizations' expecations for contribution/membership for the next fiscal year. YES NO Art Museum of Western Virginia (Taubman Museum) $40,000$40,000$40,000$40,000 Contractual Agreement Art Museum of Western Virginia (Taubman Museum) - Roanoke County Schools Education Program$41,700$41,700$41,700$41,700 Contractual Agreement KK Greenway Commission$34,400$34,300$35,080 KK Roanoke Regional Partnership $174,456$175,033$176,289 KK Roanoke Valley Convention and Visitors Bureau$201,600$447,168$436,839 Sub-Total$492,156$738,201$729,908 Grand Total Cultural, Tourism & Other$875,361$1,192,782$1,336,151