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HomeMy WebLinkAbout4/8/2014 - Adopted Board RecordsACTION NO. A-040814-1 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: April 8, 2014 AGENDA ITEM: Request to accept a donated K-9 ballistic vest valued at $950 from Vested Interest in K9s, Inc. for use by a Police Department K-9 SUBMITTED BY: APPROVED BY: Howard B. Hall Chief of Police B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Vested Interest in K9s, Inc. is offering to donate a ballistic vest funded through their GROUPON Campaign. The vest to be donated is an Armor Express Gemini II, which is both bullet resistant and stab resistant (Ballistic Level II / Spike II). The vest is valued, at their cost, at $950 (full retail is $2,500). This vest will be assigned to Police K-9 Body, who performs patrol, tracking and narcotics detection duties for his handler, Officer Kristina Wilhelm. The vest will help protect K-9 Body should he be attacked by a suspect. The Police Department should receive the vest approximately fourteen (14) weeks after Vested Interested in K9s, Inc. is notified of the acceptance of the donation. The Police Department maybe eligible to receive additional K-9 ballistic vests from this organization in the near future. FISCAL IMPACT: None ALTERNATIVES: None Page 1 of 2 STAFF RECOMMENDATION: Staff recommends acceptance of this donation. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. cc: Howard B. Hall, Chief of Police Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Howard B. Hall, Chief of Police Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 8, 2014 RESOLUTION 040814-2 APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2014-2015 UPON CERTAIN TERMS AND CONDITIONS WHEREAS, Section 24.13 of the Regional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provides that the Commission shall prepare and submit its operating budget for the forthcoming year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated March 28, 2014, a copy of which is on file in the office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the fiscal year 2014-2015 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2014-2015 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 28, 2014 report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 2 On motion of Supervisor Church to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A DOPY TESTE: Deborah C. Jack Deputy Clerk to the and of Supervisors cc: Rebecca Owens, Director of Finance Jacqueline Shuck, Executive Director, Roanoke Regional Airport Stephanie Moon, Clerk, Roanoke City Council 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, APRIL 8, 2014 RESOLUTION 040814-3 APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2014-2015 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 27, 2014, a copy of which is on file in the office of the Clerk to the Board, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted a request that the County approve the fiscal year 2014-2015 budget of the Roanoke Valley Resource Authority. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2014-2015 budget for the Roanoke Valley Resource Authority as set forth in the March 27, 2014, report of the Authority Chief Executive Officer, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest respectively, on behalf of the County, any documentation, in form by the County Attorney, necessary to evidence said approval. Page 1 of 2 On motion of Supervisor Peters to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A COPY TESTE: D6borah C. Jacks/ Deputy Clerk to the oard of Supervisors cc: Anne Marie Green, Director of General Services Rebecca E. Owens, Director of Finance Daniel Miles, Chief Executive Officer, RVRA Stephanie Moon, Clerk, Roanoke City Council Susan Johnson, Clerk, Town of Vinton Page 2 of 2 ACTION NO. A-040814-4 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: April 8, 2014 AGENDA ITEM: Request to approve the Health Insurance Plan and rates for 2014-2015 SUBMITTED BY: Rebecca Owens Director of Finance APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Health Insurance Plan and premiums were presented to the Board during a work session on March 18, 2014. This is the same information presented during the meeting with the exception that the premium, County benefit and/or employee rate for health contributions have been adjusted by a penny up or down to account for rounding differences and payroll system requirements. As a recap, the County of Roanoke and Roanoke County Public Schools participate in a joint health insurance program for eligible employees. The Roanoke Valley Resource Authority (RVRA) and the Western Virginia Regional Jail Authority (WVRJA) also participate in our plan. This medical plan is self-funded with reinsurance coverage to minimize the financial risk assumed. Reinsurance is currently composed of specific stop loss (individual employee claims) at $200,000. Specific reinsurance protects the plan from any catastrophic claims paid on a member during the plan year. The plan purchases administrative services, access to the network physicians and facilities, and claims administration from Anthem. A review of paid claims experience of the joint health insurance program for the most recent twelve months reflected an overall increase in actual medical claim payments of 7.1%. In comparison to the prior year, the number of specific losses in excess of $200,000 has increased from four (4) to nine (9) and claims between $75,000 and $199,000 Page 1 of 5 increased from twenty to thirty-five (20 to 35) over the prior year. The volume of claims in excess of $100,000 this year is higher than the market average actuarial expectations and prior year experience. In addition to actual claims experience, increases in the cost of the specific stop loss reinsurance and provisions required by the Affordable Care Act under national healthcare reform are contributing to the increase in the renewal rates. Under the Affordable Care Act, there are two new fees charged to the plan including: 1. Patient Centered Outcomes Research Fee — This fee is established to fund research that evaluates and compares health outcomes, clinical effectiveness, risks and benefits of medical treatments and services in an attempt to make health care professional and policy makers better informed regarding treatment options. The fee is $1 per person covered under the plan per year and will be increased to $2 in year two and is payable directly to the Internal Revenue Service in July 2014. Estimated cost is $1,750 in first year. 2. Transitional Reinsurance Fee — This fee is intended to spread financial risk across all health insurers for greater market financial stability. It is expected that the State/Federal health exchanges will be covering individuals with greater health risk and these fees are intended to offset that additional cost of the exchanges. The fee is expected to be $5.25 per member per month and will be due in January 2015 and payable for at least the first three (3) years of the Exchanges' operations. Estimated costs are $125,000 per year. The original renewal calculation resulted in an overall increase in premiums of 9.4%. However, our consultant, Wells Fargo Insurance Services, recommended the following benefit revisions in the KeyCare 200 plan to reduce the overall premium increase to 5%: 1. Increase in doctor's office visit co -pays from $20/$40 to $30/$50 2. Increase in drug tier co -pays from $10/$25/$40 to $10/$30/$50 3. Increase in out of pocket maximums from $3,000/$6,000 to $4,000/$8,000 In an effort to provide both choice and a lower cost option to employees, a higher deductible health plan with a Health Reimbursement Arrangement (HRA) was implemented last year. Approximately 6.5% of the County participants are enrolled in this plan. The two Anthem plans include the following general provisions: Page 2 of 5 These revisions are comparable to neighboring local governments and reflect the need to contain growing medical costs within an employee cost-sharing program. Information provided by the County's Health Insurance consultant (Wells Fargo Insurance Services) from the 2012 Mercer Benefit Survey (the latest available), which is a survey of private companies, shows that the County's benefits are in line with the average plan with in network deductible being lower but the office visit co -pay and out-of-pocket maximum being higher. Since our medical plan is self-funded, the historical claims paid on the program are used to establish rates and employee contributions for the plan. Some cost drivers from the review period are outlined below: • Total claims, as a cost per member, have increased 7.1 % from calendar year 2012 to 2013 • Mandated Health Care Reform preventive benefits • New fees related to Health Care Reform • During the review period, there were nine (9) claimants who exceeded the $200,000 specific stop loss limit with one (1) claimant approaching $400,000. Additionally, there have been thirty-five (35) claimants with claims in excess of $75,000. The incidence of large claims is higher than the previous year and a significant factor in the renewal projections. • In -network utilization of the plan continues to be high with 98.8% of claim dollars submitted with network providers. The use of Anthem's network providers protects members from balance billing and lowers out-of-pocket costs. • Generic utilization of prescription drugs is very strong at 81.3% during 2013. The County of Roanoke has consistently kept overall medical costs below the national average with annual increases of 2.5% for 2013-2014, 0.0% for 2012-2013 (after reducing benefits), 4.8% for 2011-2012, and 4.1 % for 2010-2011, while national averages have ranged from 14% to 20% during that same time period. The Insurance Committee has been successful in maintaining favorable performance during this time through plan design changes that have addressed the underlying cost drivers of the program. Page 3 of 5 KeyCare 200 Plan KeyCare 1000 with HRA Plan In Network Deductible $200/$400 $1000/$2000 Out of Pocket Maximum $4000/$8000 $3500/$7000 Coinsurance after deductible 80%/20% 80%/20% HRA Contribution None $500/$1000 Doctor co -pays $30/$50 N/A — pay up to deductible Prescription drug benefit $10/$30/$50 or 20% $10/$25/$40 or 20% Preventive care Included Same as KeyCare 200 These revisions are comparable to neighboring local governments and reflect the need to contain growing medical costs within an employee cost-sharing program. Information provided by the County's Health Insurance consultant (Wells Fargo Insurance Services) from the 2012 Mercer Benefit Survey (the latest available), which is a survey of private companies, shows that the County's benefits are in line with the average plan with in network deductible being lower but the office visit co -pay and out-of-pocket maximum being higher. Since our medical plan is self-funded, the historical claims paid on the program are used to establish rates and employee contributions for the plan. Some cost drivers from the review period are outlined below: • Total claims, as a cost per member, have increased 7.1 % from calendar year 2012 to 2013 • Mandated Health Care Reform preventive benefits • New fees related to Health Care Reform • During the review period, there were nine (9) claimants who exceeded the $200,000 specific stop loss limit with one (1) claimant approaching $400,000. Additionally, there have been thirty-five (35) claimants with claims in excess of $75,000. The incidence of large claims is higher than the previous year and a significant factor in the renewal projections. • In -network utilization of the plan continues to be high with 98.8% of claim dollars submitted with network providers. The use of Anthem's network providers protects members from balance billing and lowers out-of-pocket costs. • Generic utilization of prescription drugs is very strong at 81.3% during 2013. The County of Roanoke has consistently kept overall medical costs below the national average with annual increases of 2.5% for 2013-2014, 0.0% for 2012-2013 (after reducing benefits), 4.8% for 2011-2012, and 4.1 % for 2010-2011, while national averages have ranged from 14% to 20% during that same time period. The Insurance Committee has been successful in maintaining favorable performance during this time through plan design changes that have addressed the underlying cost drivers of the program. Page 3 of 5 The County will continue to provide a wellness program to County employees and their spouses on the health insurance. This program is offered through Marathon Health for Life and provides employees access to a health center and requires three steps: online health history risk questionnaire, biometric screening and an appointment with the nurse practitioner to review results. The County continues to evaluate the success of the wellness program and has partnered with Kevin Cowden, Vice President of Population Health Management to develop a wellness strategy. The wellness program is funded from health insurance reserves. FISCAL IMPACT: During the recent recession years, the County Board has funded one hundred percent (100%) of the increases in the employee share of the health insurance premiums primarily due to an inability to provide salary increases. This has resulted in employees paying the same health insurance premium for the past 6 years. It is recommended that employees pick up the 2014-2015 premium increase for KeyCare 200 in this renewal. This will allow for recalibration of the portion that an employee pays of the total premium. There is no premium increase for KeyCare 1000. Also, wellness experts recommend that a wellness surcharge rather than a wellness credit be applied to the rate for those employees not participating in the wellness program. Attachment A and B are the proposed rates for the KeyCare 200 and KeyCare 1000 plans and reflects this pricing strategy. Employees have a choice of plans to enroll in for next year to reflect individual and family needs including the ability to pay more for greater coverage or less for higher cost sharing. Employees are eligible to move from the KeyCare 200 plan to the KeyCare 1000 plan during the open enrollment period. The premiums for the KeyCare 1000 plan next year will be lower than what the employee paid in the current year for the KeyCare 200 plan. STAFF RECOMMENDATION: Staff recommends approving the health insurance plan and rates for fiscal year 2014-2015. Page 4 of 5 VOTE: Supervisor McNamara moved to approve the staff recommendation. Motion approved. cc: Rebecca Owens, Director of Finance Joe Sgroi, Director of Human Resources Page 5 of 5 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Rebecca Owens, Director of Finance Joe Sgroi, Director of Human Resources Page 5 of 5 A a R a 0 0 0 Q E W 0 0 0 0 a W L 0 C E W E a ,i ,i (0(ONOO 0) (0 N (0 (0 0(0(ONN (Ord)00 r,r, 00000 r(0NCO 0)�,0)0ia r- (OCOCON NI(OINI(OIN (OrItN0) 0ItItWr. r-00NIt r�llco 22222 111111N(0 00007(0(0 0)It(00(0 (000N0 It0rWO (00cOroro 70000 00) co co ro00ItIt 0ro�COCO 0_N U E o °b + CO 0 L CO440 N N — 'C L co couwLL2 N 0 O It 0 O 0 O L O 0 v O R co It sU a> �Y0 E U v �+ �OCOro 0 0 i0 Or 7 N 0 UvU) u 0) Y JN +I+ (0(ON00 0)(ON(0(0 Lr) (OMNN a) N(00(0(0 C N L U 00000 00000 00000 00000 00000 00000 00000 00000 R O(OWNN 0(0It(0WOO(ON 0(0It(0� a 00. (D. 0)O 00(OIt. N 1.NLr)N000(OIt. 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ACTION NO. A-040814-5 ITEM NO. E-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 8, 2014 AGENDA ITEM: Request to approve the Dental Insurance Plan and rates for Roanoke County and School employees for fiscal year 2014- 2015 SUBMITTED BY: APPROVED BY: Rebecca Owens Director of Finance B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The dental plan and premiums were presented to the Board during a work session on March 18, 2014. This is the same information presented during the meeting with the exception that the County benefit and employee rate for dental contributions have been adjusted by a penny up or down to account for rounding differences and payroll system requirements. As a recap, the County participates through the Roanoke Valley Health Care Consortium in a fully insured plan. We are in the second year of our three (3) -year contract with the option to renew for two (2) additional one (1) year periods. The Delta Dental plan renewal reflected a 1.9% increase for fiscal year 2014-2015 and a rate cap guarantee of six percent (6%) for 2015-2016. Since the dental plan is on a calendar year basis, a blended rate is calculated for the premium each year in order to avoid changing the rates in the middle of the year. The retiree plan is rated separately and retirees pay a premium that is based on their experience in the dental plan. The dental premiums will need to be increased for 2014-2015 as outlined on Attachment A. FISCAL IMPACT: The employer share of the premium is included in the proposed budget for 2014-2015 and Page 1 of 2 will be covered from dental reserves. Estimated cost is $9,932. The increase in monthly premiums for employees for 2014-2015 will be as follows and is outlined on Attachment A: Subscriber only Subscriber + 1 Family STAFF RECOMMENDATION: $0.18 per month $0.52 per month $1.08 per month Staff recommends approving the Dental Insurance Plan and rates for fiscal year 2014- 2015. VOTE: Supervisor McNamara moved to approve the staff recommendation. Motion approved. cc: Rebecca Owens, Director of Finance Joe Sgroi, Director of Human Resources Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Rebecca Owens, Director of Finance Joe Sgroi, Director of Human Resources Page 2 of 2 Roanoke County and Roanoke County Schools Dental Insurance Renewal Rates 2014-15 Employees: Dental Plan Monthly County Premium Benefit Current 2013-14 Attachment A Increase Employee Employee for Retiree Rate Pays I Emolovee Rate Subscriber Only 29.62 22.74 6.88 23.23% $ - 43.92 Subscriber + 1 48.24 29.06 19.18 39.76% $ - 71.72 Family 83.46 43.12 40.34 48.33% $ - 124.90 Married School & County Couple 83.46 61.26 22.20 26.60% $ - n/a Renewal 2014-15 Dental Plan Subscriber Only 30.42 23.36 7.06 23.21% $ 0.18 44.75 Subscriber + 1 49.54 29.84 19.70 39.77% $ 0.52 73.08 Family 85.70 44.28 41.42 48.33% $ 1.08 127.27 Married School & County Couple 85.70 62.90 22.80 26.60% $ 0.60 n/a Subscriber Onl Subscriber + 1 Family Total Members Current Membership County Schools 411 777 197 338 256 516 864 1631 Retiree Membership County Schools 100 391 51 230 16 8 167 629 ACTION NO. A-040814-6 ITEM NO. E-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 8, 2014 AGENDA ITEM: Request to approve changes to the Roanoke County Alcohol Policy to allow use of alcohol at the Bent Mountain Center SUBMITTED BY: B. Clayton Goodman III County Administrator APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: The president of the Bent Mountain Center volunteers has asked that the County permit use of alcohol at the Bent Mountain Center. Bruce Coffey has advised that alcohol use at the Center will assist the volunteers in securing more events such as evening group meals, wine tasting events and other possible alcohol use. SUMMARY OF INFORMATION: The Board of Supervisors amended Section 15-10., to permit the use, consumption or possession of alcoholic beverages at Roanoke County Facilities. Please find copy of the amendments approved at the December 10, 2013, Board of Supervisor (BoS) meeting. As a result of the amendments, the "POLICY FOR USE, CONSUMPTION, OR POSSESSION OF ALCOHOLIC BEVERAGES AT ROANOKE COUNTY FACILITIES" was adopted. A copy of the policy is also attached for your review. If the Board of Supervisors would support this change, it is recommended that the Board amend the policy by adding the Bent Mountain Center to the list of County properties which permits allowing public use of alcoholic beverages. The policy currently lists Green Hill Park, Explore Park, Camp Roanoke (out of summer camp season), South County Library and Glenvar Library as sites at which alcoholic beverages are allowed. FISCAL IMPACT: None. The Bent Mountain Center volunteers anticipate that if use of alcoholic beverages is allowed at the Community Center, more events may be conducted at the Center, thus providing more rental income to help the volunteers funding the use of the Community Page 1 of 2 Center. ALTERNATIVES: Add the Bent Mountain Center to those Roanoke County -owned properties allowing outside groups to host events that include the service of alcoholic beverages. 2.) Deny request to add the Bent Mountain Center to those Roanoke County -owned properties allowing outside groups to host events that include the service of alcoholic beverages. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors consider approving option 1, to add the Bent Mountain Center to those Roanoke County -owned properties allowing outside groups to host events that include the service of alcoholic beverages. VOTE: Supervisor McNamara moved to approve the staff recommendation. Motion approved. cc: B. Clayton Goodman III, County Administrator Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ❑ ® ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: B. Clayton Goodman III, County Administrator Page 2 of 2 POLICY FOR USE, CONSUMPTION, OR POSSESSION OF ALCOHOLIC BEVERAGES AT ROANOKE COUNTY FACILITIES Roanoke County has the opportunity to increase use of Roanoke County -owned property and revenue by allowing outside groups to host events that include the service of alcoholic beverages. The term "alcoholic beverage" refers to beer, wine, and mixed beverages as defined in the Virginia Alcoholic Beverage Control Act. In this context, the term "use, consumption, or possession of alcoholic beverages" pertains only to alcohol service by permitted outside groups on County -owned property. PART I: AUTHORIZATION Departments must request authorization from the County Administrator to issue permits allowing public use of alcoholic beverages at the following County - owned properties: Bent Mountain Community Center, Green Hill Park, Explore Park, Camp Roanoke (out of summer camp season), South County Library and Glenvar Library. 2. Authorization may be denied based on lack of need and other considerations, such as but not limited to potential disruption to the County's daily business, facility availability and staffing. 3. The County Administrator may rescind a permit at any time, with or without cause. 4. The department director or designee will be responsible for the administration of the permitting process. 5. County funds may not be used to purchase alcoholic beverages. 6. All state and local laws and ordinances regarding alcoholic service must be obeyed. PART II: APPLICATION 1. A group or individual ("Applicant") wishing to serve alcoholic beverages at an event on Roanoke County property must complete a Roanoke County Alcoholic Beverage Use application and apply for the appropriate Virginia Alcoholic Beverage Control Board ("Virginia ABC") Banquet License. 2. The Applicant must be at least 21 years of age and present a valid form of identification. Page 1 of 3 3. The Applicant must attend the event and be responsible for ensuring that no person under the age of 21, or 21 and older but intoxicated, will be served or allowed to consume any alcoholic beverages. 4. The submitted application must be complete and accurate. Permission may be denied for any application that is incomplete, inaccurate, or misleading. 5. Alcoholic beverages may be served only during the times and dates, and in the areas specified in the application. 6. After the application receives preliminary approval, a tentative reservation is issued. The reservation is not confirmed until: a. The Applicant presents an original Virginia ABC Banquet License and a copy is made for the Applicant file. b. A security deposit is paid, in an amount determined by the department, to cover the cost of damages to County property or unanticipated costs to the County as a result of the use of County property. If there are no such costs, the security deposit will be returned, without interest, to the applicant within 30 calendar days following the event. The security deposit can be made by cash, credit card (when this option is available), or by certified check made payable to "Treasurer, Roanoke County." A returned check or denied credit will automatically cancel the reservation. A reservation confirmation will not be issued unless both criteria are met at least 14 days prior to the event. 7. The reservation may be cancelled at any time at the sole discretion of Roanoke County, with or without cause, and the County shall have no liability arising from the cancellation of any such permit. 8. The Applicant is required to indemnify the County, Roanoke County Board of Supervisors, its agents, volunteers, sponsors and employees from any liability associated with the use, consumption, or possession of alcoholic beverages on County property. 9. The Applicant must provide adequate liability insurance covering the applicant, the entity represented, and the County and its officers, agents, and employees from any such liability in the amount of 51,000,000 as set forth by Roanoke County's Office of Risk Management. PART III: MISCELLANEOUS 1. All applicable laws, ordinances, rules, and regulations apply. 2. All events serving alcohol must last six (6) or fewer hours. Page 2 of 3 3. Alcohol service must cease thirty (30) minutes before the scheduled close of the event. 4. Alcohol must be served and consumed in defined spaces only. No alcohol is to be served or consumed in parking areas, and no alcohol is to be taken off premises. 5. The bar must be tended at all times. 6. A department designee or ABC official shall be allowed free access to the applicant's event. 7. No one under the age of 21 will be allowed to supervise the event or sell or serve alcohol. 8. The applicant may be required to pay for extra security and building maintenance depending on the nature and size of the function. The department director will provide the final determination for security needs of a rental and or event. 9. Departments retain the right to refuse to permit alcohol consumption anywhere on County -owned property and to deny a reservation based on the type of event or the type of alcohol to be served. 10. Any violations of these rules or state or local laws during an event may result in a citation by police, immediate termination of an event, and forfeiture of the damage deposit and/or additional fees and penalties. Furthermore, the individual may be prohibited from attending or hosting another event at any Roanoke County facility. 11. Departments may have additional rules and regulations based on differences in event sites and staffing structures. Revised: April 8, 2014, Board Action A-040814-6 Page 3 of 3 ACTION NO. A-040814-7 ITEM NO. E-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 8, 2014 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to approve Short -Term and Long -Term Disability Plan and rates Anita Hassell Assistant Director Human Resources B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The short and long-term disability plans and recommended changes were presented to the Board during a work session on March 25, 2014. As a recap, Roanoke County currently offers a self-insured, short-term disability and fully insured contributory long-term disability plan. August 2014 will mark the end of our contract with Cigna. With changes in the Virginia Retirement System, County staff are now managing two (2) leave plans, three (3) retirement plans, two (2) disability plans, two (2) carriers to administer disability plans and employees are receiving benefit payments from multiple sources. In an effort to reduce administration complexities, a request for proposal (RFP) was prepared for the 2014-2015 renewal. This RFP required proposers to propose on the current disability plan design, a plan design comparable to the Hybrid Virginia Local Disability Plan (VLDP), an Advice to Pay administration method where the County cuts the disability benefit checks, and to include employees in both types of leave plans. Four (4) proposals were received and evaluated. Carriers submitting bids included Cigna, Guardian, National Insurance Services of Wisconsin and the Standard. Based on the bids submitted, follow up negotiations, references and evaluations, Cigna offered the requested proposal at the lowest cost. Attachment A details the differences in the current Short -Term disability plan and the VLDP Page 1 of 2 plan design. Attachment B and Attachment C details the Cigna offering for the Short and Long -Term Disability Plans. FISCAL IMPACT: The Cigna proposal includes reduced costs for both the short and long-term disability plans as follows: Current Cost Cigna Proposal Short-term disability $557 per claim $539 per claim Long-term disability* .387 per $100 .275 per $100 *LTD premium split between employee and employer 50/50 Rates are guaranteed for three (3) years. Funding for the disability plan was included in the 2014-2015 operating budget. Employer savings are projected at approximately $18,000. STAFF RECOMMENDATION: Staff recommends approving the Short -Term and Long -Term Disability Plans as outlined in Attachment A through C and rates for 2014-2015 effective July 1, 2014. VOTE: Supervisor McNamara moved to approve the staff recommendation. Motion approved. cc: Joe Sgroi, Director of Human Resources Anita Hassell, Assistant Director of Human Resources Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Joe Sgroi, Director of Human Resources Anita Hassell, Assistant Director of Human Resources Page 2 of 2 ACTION NO. A-040814-8 ITEM NO. E-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 8, 2014 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to revise the Roanoke County employee handbook with elimination of annual and sick leave plans Anita Hassell Assistant Director Human Resources B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: During the Board work session on March 25, 2014, a request was presented to eliminate the annual and sick leave plans and move these employees into the Flexible Leave Plan. At that time, background information and reasons for this request were provided. As a recap, Roanoke County implemented the Flexible Leave Plan (FLP) in 2006 as an alternative to the existing annual and sick leave plans. Employees were given the option of staying in the traditional leave plans or moving to FLP. Enrollment in FLP offered employees several benefits including the ability to use accrued leave for any reason, rather than designating these days as sick or vacation, the addition of Short and Long Term Disability coverage, and sick leave balances that were frozen and still available for use. Since 2006, employees have been allowed to move into FLP during each annual Open Enrollment period, and all new employees automatically go into FLP upon hire. Currently, ninety percent (90%) of full-time employees are in the Flexible Leave Plan. Due to the administrative complexities and inefficiencies of managing multiple leave, retirement and disability plans, Wells Fargo, the County's Healthcare and Benefits Consultant, was asked to provide a cost analysis of eliminating the traditional leave plans. This analysis was conducted as part of the Short and Long Term Disability Request for Proposal process. Wells Fargo has determined that a conservative annual savings of $36,950 can be achieved by eliminating the traditional plans and moving these employees Page 1 of 2 into the Flexible Leave Plan. A copy of the Leave Consolidation Analysis is provided as Attachment A. Chapter 4 of the employee handbook outlines both the Flexible Leave and the traditional Annual and Sick Leave Plans. Approving the elimination of the traditional leave plans will result in a change to the employee handbook as shown on Attachment B. We have asked the Directors to notify employees who are still in the traditional leave plans that these discussions are taking place. And to ensure employees benefit from this change, Cigna has agreed to waive the late enrollment evidence of insurability requirement so no one will be denied coverage. With your approval, we will work toward a July 2014 effective date and will develop a communication plan for employees to explain the transition. FISCAL IMPACT: This consolidation of leave plans is estimated to have a cost reduction of $36,950 per year. STAFF RECOMMENDATION: Staff recommends approving the request to revise the Roanoke County employee handbook and eliminate the annual and sick leave plans. VOTE: Supervisor McNamara moved to approve the staff recommendation. Motion approved. cc: Joe Sgroi, Director of Human Resources Anita Hassell, Assistant Director of Human Resources Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Joe Sgroi, Director of Human Resources Anita Hassell, Assistant Director of Human Resources 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, APRIL 8, 2014 ORDINANCE 040814-9 ACCEPTING AND APPROPRIATING A STORMWATER MANAGEMENT PROGRAM GRANT IN THE AMOUNT OF $949,200 FROM THE DEPARTMENT OF ENVIRONMENTAL QUALITY (DEQ) FOR RESTORATION OF GLADE CREEK NATURAL STREAM -WATER QUALITY IMPROVEMENT PROJECT AT VINYARD PARK -PHASE I WHEREAS, on November 12, 2013, the Board approved resolution number 111213-7 which authorized staff to apply for a grant from the Department of Environmental Quality (DEQ) for a Water Quality Improvement project at Vinyard Park; and WHEREAS, Roanoke County was awarded a competitive grant through Virginia's Stormwater Local Assistance Fund for a fifty percent matching grant; and WHEREAS, this project will improve water quality and assist the County in meeting its total maximum daily load requirements to lower sediment discharges to the Roanoke River; and WHEREAS, the estimated costs of the project are $949,200, excluding staff time for administration; and WHEREAS, the County accepts grant funds from DEQ in the amount of $474,600 and appropriates to Community Development; and WHEREAS, the County's match of $474,600 is available in various capital project accounts; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and Page 1 of 2 WHEREAS, first reading of this ordinance was held on March 25, 2014, and the second reading was held on April 8, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $474,600 is hereby appropriated from the Department of Environmental Quality for the restoration of Glade Creek Natural Stream - Water Quality Improvement Project at Vinyard Park -Phase I to Community Development. 2. That matching funds for the grant in the amount of $474,600 be appropriated from the following accounts: $26,699.19 Glade Creek Watershed (102630- 5850) and $447,900.81 NPDES/Phase II Compliance (103109-5850). 3. That this ordinance shall take effect from and after the date of adoption. On motion of Supervisor Peters to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A Y TESTE: Deborah C. Jacks Deputy Clerk to the Board of Supervisors cc: Tarek Moneir, Deputy Director of Development Rebecca Owens, Director of Finance Brent Robertson, Director of Management and Budget Page 2 of 2 ACTION NO. A -040814-10.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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: April 8, 2014 Observance and Proclamation of Friday, April 18, 2014, as National Arbor Day in Roanoke County Doug Blount Director of Parks, Recreation and Tourism Lindsay Blankenship Greenway Planner B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Arbor Day Foundation has named Roanoke County a 2013 Tree City USA Community for its commitment to urban forestry management. It is the sixteenth (16t") year that Roanoke County has earned this honor from the Arbor Day Foundation, the nation's largest nonprofit organization dedicated to planting trees. The Tree City USA program is sponsored in cooperation with the National Association of State Foresters and the USDA Forest Service. Roanoke County has met the following four standards to retain its Tree City USA community designation: • Tree City USA communities must have a tree board or department; • Tree City USA communities must have a tree -care ordinance; • Community forestry program with annual expenditures of at least $2 per capita; and • An annual Arbor Day observance and proclamation. This year, the Virginia Department of Forestry (VDOF) and the Clean Valley Council are partnering to sponsor Arbor Day projects in localities throughout the Roanoke Valley. Page 1 of 2 The Virginia Department of Forestry (VDOF) provides funding for the Arbor Day plantings through the Urban and Community Forestry (U&CF) Grant Assistance Program which is designed to encourage projects that promote tree planting, the care of trees, the protection and enhancement of urban and community forest ecosystems, and education on tree issues in cities, towns and communities across the nation. Grants are awarded through this program to encourage local government and citizen involvement in creating and supporting long-term and sustained urban and community forestry projects and programs at the local level. Roanoke County will observe National Arbor Day on Friday, April 18, 2014, with a celebration at Fort Lewis Elementary School. The ceremony will consist of a ceremonial tree planting, a presentation by state foresters on the importance of trees, and a presentation by students at Fort Lewis Elementary School. Roanoke County encourages residents, businesses and organizations to plant a tree in their community in honor of National Arbor Day. Attachments 1) Arbor Day Foundation 2013 Tree City USA Recertification, dated February 13, 2014 VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. cc: Doug Blount, Director of Parks, Recreation and Tourism Lindsay Blankenship, Greenway Coordinator Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Doug Blount, Director of Parks, Recreation and Tourism Lindsay Blankenship, Greenway Coordinator Page 2 of 2 ACTION NO. A -040814-10.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: April 8, 2014 AGENDA ITEM: Acceptance of the donation of a public drainage easement on the property of Kathy C. Croft located on Westmoreland Drive (Tax Map No. 077.13-04-35.00), Cave Spring Magisterial District SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of a public drainage easement being conveyed to the Board of Supervisors of Roanoke County in the Cave Spring Magisterial District of the County of Roanoke: a) Donation by Kathy C. Croft (Tax Map No. 077.13-04-35.00) of a New 15' Wide Drainage Easement to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present of future drainage courses, ditches, lines, pipes facilities, and other necessary or related structures, appurtenances and improvements for management, collection, transmission and distribution of any form of drainage, including, but not limited to stormwater drainage, together with the right of ingress and egress thereto from a public road, upon, over, under, and across a tract or parcel of land belonging to the Grantor, (the "Easement") as being shown and designated as 15' Drainage Easement to be conveyed to the County of Roanoke" upon the plat prepared by Caldwell White Associates, dated June 6, 2013 (the "Plat"). The location of the Easement is more particularly described on the Plat, which is attached hereto as "Exhibit A" and by reference incorporated herein. The location and dimensions of this easement have been reviewed and approved by the County's engineering staff. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends acceptance of this easement and that the County Administrator, or any Assistant County Administrator, be authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. cc: Paul M. Mahoney, County Attorney Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Paul M. Mahoney, County Attorney Page 2 of 2 NOTES - 1. THIS PLAT WAS PREPARED WI I HOUT THE BENEFIT OF A 777LE REPORT BY A LICSV ED ATTORNEY, THEREFORE; THERE MAY EXIST E rCUMBRANCES WHICH AFFECT THE SUBJECT PROPERTY THAT MAY NOT BE SHOWN HEREON. 2 THE SUBJECT PROPERTY LIES WITHIN 7HE LIMITS OF ZONE X" AS SHOWN ON 7HE A FLOOD INSURANCE RA TE MAP, 51161 CO232G, MAP WSED SEPTEMBER 28, 2007. 3. REFERENCE: MAP OF MOUNT ERNON HEIGHTS, SURVEY No. 1, BY C.B. MALCOLM AND DAVID DICK, DATED JULY 1, 1930 AND REWSE 9 FEBRUARY 5, 1931, RECORDED IN P.B. 2, PG. 67. 4. REFERENCE.' PLAT OF SURVEY FOR CRANWELL, FLORA & SEL BE, ATTORNEYS BY RAYMOND C. WEEKS DATED MARCH 15, 1979 AND RECORDED IN D.B. 1116, PG, 629, 5. THIS PLAT IS BASED ON A C RENT FIELD SURVEY. mwy � erty of ey AilaryPr eri e II lrts1. No. 20081 21 Ins N. 200814421y r Tax. No. 77.13- -33 Tax No. 77,13-04--34 I I S 746' 0" E ©ll IPF 75.00' 03 615_.. B > Property of `+ Q $tcnblaw & Q Property of Q JadwLg+a KuperKathy G. ftf# 10) D.B. 1242 Pg. 49 fe Inst Na 2009105W Tax. No, 7713-04-37 rax. Na 77.13--04-35 e f � �. O 1 STY @Rips STY RRU Hang 13430 j LL - Howe 04240 LOT .19 r"] w Property of Kathy C. anft Al NT A No. 20091(1566 h1 O Fox No. 77. f3-04-36 y 10.05' _75 00' + IPF N 5746'00" W IPF West m 0 r e P a n d D r i v e 50' R/W —15' DRAINAGE Fi4SE WENT TO HE COY W WED TO 7HE COUNTY OF ROANOKE LINE TABLE D B. LINE BEARING DISTANCE A-6 S J274'00" W 15.00' B -C N 574600" W 24.60' C -D N 7727'18" W 26.99' D -E S 7624'20" W 11.59' E -F S 4032'40" W 67.32' F -G S 65 30'43" W 13.09' G --H N 3274'00' E 65.55' H -J N 4032'40" E 19.17' J K N 7624'20" F 19.92' K -L S 7727'18" E 33.07' L-A S 5746'00" E 27.21' mwy � erty of ey AilaryPr eri e II lrts1. No. 20081 21 Ins N. 200814421y r Tax. No. 77.13- -33 Tax No. 77,13-04--34 I I S 746' 0" E ©ll IPF 75.00' 03 615_.. B > Property of `+ Q $tcnblaw & Q Property of Q JadwLg+a KuperKathy G. ftf# 10) D.B. 1242 Pg. 49 fe Inst Na 2009105W Tax. No, 7713-04-37 rax. Na 77.13--04-35 e f � �. O 1 STY @Rips STY RRU Hang 13430 j LL - Howe 04240 LOT .19 r"] w Property of Kathy C. anft Al NT A No. 20091(1566 h1 O Fox No. 77. f3-04-36 y 10.05' _75 00' + IPF N 5746'00" W IPF West m 0 r e P a n d D r i v e 50' R/W —15' DRAINAGE Fi4SE WENT TO HE COY W WED TO 7HE COUNTY OF ROANOKE r yTiH OF LIC. NO. 1335 eUK�g�/ EASEMENT PLAT FOR COUNTY OF ROANOKE SHOWNG A DRAINAGE EAS ENT (1959 Sq. Ft.) TO BE GRANTED TO THE COUNTY OF ROANOKE LOT 9 AND PART OF LOT 10, BLOCK 7 MOUNT VERNON HEIGHTS, SURVEY No. 1 P.B. 2, PG. 67 SITUATE 3430 WESTMORELAND DRIVE ROANOKE COUNTY, A CA DWELL WHITE ASSOCIATES TAX NO.: 77,13-04- ;5 SCALE: 1"= 30` NGMEERS / SURVEYORS / PLANNERS DATE: JUNE 6, 2013 N.B.: RKE COUNTY A9JSIVUE, N.X. P.O. 330x 6200 CALC. CLH CHK'D FBC Ro�loT�. vlllonrl� Eao�v-oleo DRAWN: CLH Tele 0. =.260-3400 960—$LOO Xaz. (640) 940-0702 CLOSED: CLH - su= Owzra—Olceeaol.aam W.O.: 12-0084 LEGEND D B. DEED BOOK IPF IRON PIN FOUND P. B. PLA T BOOK R/W RIGHT OF WAY STY STORY r yTiH OF LIC. NO. 1335 eUK�g�/ EASEMENT PLAT FOR COUNTY OF ROANOKE SHOWNG A DRAINAGE EAS ENT (1959 Sq. Ft.) TO BE GRANTED TO THE COUNTY OF ROANOKE LOT 9 AND PART OF LOT 10, BLOCK 7 MOUNT VERNON HEIGHTS, SURVEY No. 1 P.B. 2, PG. 67 SITUATE 3430 WESTMORELAND DRIVE ROANOKE COUNTY, A CA DWELL WHITE ASSOCIATES TAX NO.: 77,13-04- ;5 SCALE: 1"= 30` NGMEERS / SURVEYORS / PLANNERS DATE: JUNE 6, 2013 N.B.: RKE COUNTY A9JSIVUE, N.X. P.O. 330x 6200 CALC. CLH CHK'D FBC Ro�loT�. vlllonrl� Eao�v-oleo DRAWN: CLH Tele 0. =.260-3400 960—$LOO Xaz. (640) 940-0702 CLOSED: CLH - su= Owzra—Olceeaol.aam W.O.: 12-0084 ACTION NO. A -040814-10.d ITEM NO. 1-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: April 8, 2014 Request to approve a fiscal agent agreement with the Western Virginia Regional Jail Authority Rebecca Owens Director of Finance B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke currently serves as fiscal agent for the Western Virginia Regional Jail Authority (WVRJA) for $103,000 annually. This arrangement will continue through June 30, 2014. The attached agreement outlines the services provided by the County of Roanoke to the Western Virginia Regional Jail Authority as fiscal agent. The attached fiscal agent agreement renews the contract with no increase for 2014-2015 and an increase in the cost to $106,092 and $109,284 for fiscal years ending June 30, 2016 and 2017, respectively. This increased cost reflects the increasing costs for the work performed and the system utilization. The Western Virginia Regional Jail Authority approved this agreement at their meeting on April 3, 2014. FISCAL IMPACT: The Authority will pay the County of Roanoke $103,000, $106,092 and $109,284 for fiscal years ending June 30, 2015, 2016 and 2017, respectively to provide fiscal agent services. This amount will be included in the applicable fiscal year budget. This arrangement will continue through June 30, 2017. Page 1 of 2 RECOMMENDATION: Staff recommends approval of the attached Fiscal Agent Agreement with the Western Virginia Regional Jail Authority, in substantially the format submitted, and authorizing the County Administrator to sign the agreement. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. CC' Rebecca Owens, Director of Finance Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ CC' Rebecca Owens, Director of Finance Page 2 of 2 ACTION NO. A -040814-10.e ITEM NO. 1-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 8, 2014 AGENDA ITEM: Request to approve a fiscal agent agreement with the Roanoke Valley Resource Authority 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 currently serves as fiscal agent for the Roanoke Valley Resource Authority (The Authority) for $50,985 annually. This arrangement will continue through June 30, 2014. The attached agreement outlines the services provided by the County of Roanoke to the Roanoke Valley Resource Authority as fiscal agent. The attached fiscal agent agreement renews the contract with no increase for 2014-2015 and a three percent (3%) increase in the cost to $52,515, and $54,090 for fiscal years ending June 30, 2016 and 2017, respectively. This increased cost reflects the increasing costs for the work performed and the system utilization. The Roanoke Valley Resource Authority Board approved this agreement at its meeting on March 26, 2014. FISCAL IMPACT: The Authority will pay the County of Roanoke $50,985, $52,515, and $54,090 for fiscal years ending June 30, 2015, 2016, and 2017, respectively to provide fiscal agent services. This amount will be included in the applicable fiscal year budget. This arrangement will continue through June 30, 2017. Page 1 of 2 RECOMMENDATION: Staff recommends approval of the attached Fiscal Agent Agreement with the Roanoke Valley Resource Authority, in substantially the format submitted, and authorizing the County Administrator to sign the agreement. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. cc: Rebecca Owens, Director of Finance Page 2 of 2 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: Rebecca Owens, Director of Finance Page 2 of 2 ACTION NO. A -040814-10.f ITEM NO. 1-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: April 8, 2014 Confirmation of appointments to the Roanoke Valley -Alleghany Regional Comprehensive Economic Development Commission Deborah C. Jacks Deputy Clerk to the Board B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. Roanoke Valley -Alleghany Regional Comprehensive Economic Development Commission During closed session on March 23, 2014, it was the consensus of the Board to recommend Joseph P. McNamara be reappointed as the Board representative for an additional three-year term to expire on March 31, 2017. VOTE: Supervisor Moore moved to approve the staff recommendation. Motion approved. Page 1 of 1 Yes No Absent Ms. Moore ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Peters ® ❑ ❑ Mr. McNamara ® ❑ ❑ 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, APRIL 8, 2014 RESOLUTION 040814-10.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO SUSAN L DECKER UPON HER RETIREMENTAFTER MORE THAN FIVE YEARS (5) OF SERVICE WHEREAS, Susan L. Decker was hired on April 14, 2008, and has worked as a Data Analyst for the Fire/Rescue Department during her tenure with Roanoke County; and WHEREAS, Mrs. Decker retired on April 1, 2014, after five years and (11) months of devoted, faithful and expert service with the County; and WHEREAS, Mrs. Decker was instrumental in supporting multiple technology services for the Fire/Rescue Department; and WHEREAS, Mrs. Deckerwas the project leader on establishing electronic reporting of fire/EMS incident reports for both career and volunteer personnel to include training of new personnel and submission of all reports to the Department of Fire Programs; and WHEREAS, Mrs. Decker streamlined the process of submitting patient care reports to the County's contracted ambulance billing service through automation which allowed for faster reimbursement to the County: and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SUSAN L. DECKER, for over five (5) years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 1 of 2 On motion of Supervisor Moore to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A COPY TESTE: Deborah C. Jaclvs Deputy Clerk to thebard of Supervisors 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, APRIL 8, 2014 RESOLUTION 040814-10 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 April 8, 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 7 inclusive, as follows.. 1. Approval of minutes — February 25, 2014 2. Resolution of appreciation to Susan Decker, Data Analyst — Fire and Rescue, upon her retirement after more than five (5) years of service 3. Observance and Proclamation of Friday, April 18, 2014, as National Arbor Day in Roanoke County 4. Acceptance of the donation of a public drainage easement on the property of Kathy C. Croft located on Westmoreland Drive (Tax Map No. 077.13-04-35.00), Cave Spring Magisterial District 5. Request to approve a fiscal agent agreement between the County of Roanoke and the Western Virginia Regional Jail Authority 6. Request to approve a fiscal agent agreement with the Roanoke Valley Resource Authority 7. Confirmation of appointment to the Roanoke Valley -Alleghany Regional Comprehensive Economic Development Commission Page 1 of 2 On motion of Supervisor Moore to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A COPY TESTE: Deborah C. Jack Deputy Clerk to the and of Supervisors 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, APRIL 8, 2014 RESOLUTION 040814-11 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 2 On motion of Supervisor McNamara to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, Church, Peters, McNamara NAYS: None A COPY TESTE: Deputy Clerk to th Page 2 of 2 of Supervisors