HomeMy WebLinkAbout6/10/2014 - Regular (2)Roanoke County
Board of Supervisors
May 27, 2014
INVOCATION:Pastor Mark Washington
Hollins Road Baptist Church
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
“Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board.”
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Roanoke County
Board of Supervisors
Agenda
May 27,2014
NOTE: An Audit Committee Meeting will be held at 1p.m. in the Third Floor
Human Resources Training Room of the Roanoke County Administration
Building.
Good afternoon and welcome to our meeting for May 27, 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 willbe
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, RECOGNITIONSAND AWARDS
1. Proclamation declaring the week of June 2-7, 2014, as Business Appreciation
Week in the Countyof Roanoke (Jill Loope, Director of Economic
Development)
D.BRIEFINGS
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E.NEW BUSINESS
1.Request to approve submission of a grant application to theU. S. Department
of Justice, Justice Administration Grant Section, for an Edward Byrne
Memorial Justice Assistant Grant (JAG) Program fiscal year2014 Local
Solicitation, in the amount of $14,183(Howard B. Hall, Chief of Police)
2.Request to approve an agreement with Springsted, Inc. andtransfer of
previously appropriated funds in the amount of $21,000related to the search
for a new County Administrator (Paul M. Mahoney, County Attorney)
F.FIRST READING OF ORDINANCES
1.Ordinance accepting and appropriatingfunds in the amount of $70,909 from
Roanoke City and Salem City to the Roanoke County Fire and Rescue
Department for the completion of capital projects at the Roanoke Valley
Regional Fire/EMS Training Center (Richard E. Burch, Chief of Fire and
Rescue)
2.Ordinance accepting and appropriating funds in the amount of $18,534 to the
Clerk of the Circuit Court from the Commonwealth of Virginia for fiscal year
2013/2014(Rebecca Owens, Director of Finance)
G.ADOPTION OF PROPOSED BUDGET AND SECOND READING OF
ORDINANCE
1.Resolution adopting the fiscal year 2014-2015budget,including the fiscal
years 2015-2019Capital Improvement Plan, for Roanoke County, Virginia
(W. Brent Robertson, Director of Management and Budget)
2.Ordinance to appropriate funds for the fiscal year 2014-2015budget and
approval of the Classification Plan for fiscal year 2014-2015(W. Brent
Robertson, Director of Management and Budget)
H.PUBLIC HEARING
1.Public hearing to receive citizen comments regarding proposed amendments
to the fiscal year 2013-2014budget in accordance with Section 15.2-2507,
Code of Virginia(W. Brent Robertson, Director of Management and Budget)
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I.SECOND READING OF ORDINANCES
1.Ordinance accepting and appropriating grant funds in the amount of
$1,279,503 from the FederalRegional Surface Transportation Program to the
Department of Community Development for fiscal years 2014-2016 for the
Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project
(David Holladay, Planning Administrator)
2.Ordinance accepting andappropriating grant funds in the amount of $511,130
from the FederalTransportation Alternatives Program to the Department of
Community Development for the Plantation Road Bicycle, Pedestrian and
Streetscape Improvement Project(David Holladay, Planning Administrator)
3.Ordinance accepting and appropriating funds in the amount of $17,860.48
from The Roanoke Valley Career Education Consortium to Roanoke County
Public Schools for dissolution of the consortium (Rebecca Owens, Director of
Finance)
4.Ordinance accepting and appropriating grant funds in the amount of
$10,222.63 from the Virginia Department of Education to Roanoke County
Public Schools for Mentor Teacher Programs (Rebecca Owens, Director of
Finance)
5.Ordinance accepting and appropriating $2,000 fromthe Virginia Department
of Education to Roanoke County Public Schools for the Science, Technology,
Engineering and Mathematics (STEM) Teacher Recruitment and Retention
Incentive Continuing Awards (Rebecca Owens, Director of Finance)
6.Ordinance accepting and appropriating $3,120 to Roanoke County Public
Schools for Elementary Gifted and Talented for the 2013-2014 school year
(Rebecca Owens, Director of Finance)
7.Ordinance accepting and appropriating donations in the amount of $250 from
citizens donating in the memory of Mr. Michael H. Farris for Fire/Rescue
Station 7 (Clearbrook) (Richard E. Burch, Jr., Chief of Fire and Rescue)
J.APPOINTMENTS
1.Capital Improvement Program (CIP) Review Committee (appointed by
District)and the Roanoke County Planning Commission (appointed by
District)
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K.CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDAARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY
1.Approval of minutes –April 8, 2014
2.Confirmation of appointments of the Court Community Corrections Alcohol
Safety Action Policy Board; Parks, Recreation and Tourism Advisory
Commission; Planning Commission (appointed by District); Roanoke Valley-
Alleghany Regional Commission; Roanoke Valley Area Metropolitan Planning
Organization; Roanoke Valley Regional Juvenile Detention Commission;
Virginia’s First Regional Industrial Facility Authority
3.Request for donation of surplus vehicle to the Town of Pulaski, Virginia
4.Request to accept adonated vehicle from the Western Virginia Regional Jail
for use by the Sheriff’s office
L.REQUESTS FOR WORK SESSIONS
M.REQUESTS FOR PUBLIC HEARINGS
N.CITIZENS’ COMMENTS AND COMMUNICATIONS
O.REPORTS
1. General Fund Unappropriated Balance
2.Capital Reserves
3.Reserve for Board Contingency
4.Comparative Statement of Budgeted and Actual Revenues as of April 30,
2014
5.Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of April 30, 2014
6.Accounts Paid –April 30, 2014
7.Treasurer’s Statement of Accountability per Investment and Portfolio Policy
as of April 30, 2014
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P.WORK SESSIONS
1.Work session to discuss supporting Congressional action to enact legislation
that promotes fairness for brick and mortar and internet businesses within
Roanoke County (B. Clayton Goodman III, County Administrator)
Q.CLOSED MEETING, pursuant to the Code of Virginia as follows:
1.Section 2.2-3711.A.1, To discuss and consider the employment, appointment
and resignation of specific public officers, appointees, or employees, namely
the County Administrator
2.Section 2.2.3711.A.1 namely discussionconcerning an appointment to the
Virginia Western Community College Board and the Western Virginia Water
Authority
EVENING SESSION
R.CERTIFICATION RESOLUTION
S.NEW BUSINESS
1.Resolution supporting Congressional action to enact legislation that promotes
fairness for brick and mortar and internet businesses within Roanoke County
(B. Clayton Goodman III,County Administrator)
T.PUBLIC HEARING AND SECOND READING OF ORDINANCE
1.Ordinance authorizing the issuance of not to exceed $20,000,000 of General
Obligation School Bonds to be sold to the Virginia Public School Authority
(VPSA) and appropriation of funds in the amount of $22,255,000 forthe
renovation of Glenvar High School(Rebecca Owens, Director of Finance)
2.The petition of Airport Road Holdings II, LLC to amend the proffered
conditions including the Masterplan in a R-4C, High Density Multi-Family
Residential Development District with conditions for the Suncrest Community,
a residential development with a maximum of 115 dwelling units, located on
approximately 6.656 acres near 6044 Peters Creeks Road, Hollins Magisterial
District. The amended proffers and Masterplan would replace thirty-six (36)
townhomes with thirty-six (36) multi-family dwelling units (apartments,) which
would result in all the residential units being multi-family dwelling units
(apartments) (Philip Thompson, Deputy Director of Planning)
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3.The petition of Corporate Properties Services, Inc. to obtain a special use
permit for a restaurant, drive-in or fast food in a C-1, Low Intensity
Commercial, District, on approximately 1.3825 acres located at 3814
Challenger Avenue, Hollins Magisterial District (Philip Thompson, Deputy
Director of Planning)
4.Ordinance amending Chapter 2. “Administration”, Article V. –“County Board
Organization and Procedure”, Section 2-112 –“Rules of Order”, Section 2-
113–“Order of Business”, Section 2-114 –“Agenda”, Section 2-115 –“Rules
of Debate” (Paul M. Mahoney, County Attorney)
U.CITIZEN COMMENTS AND COMUNICATIONS
V.REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Charlotte A. Moore
2. Al Bedrosian
3. Joseph B. “Butch” Church
4.P. Jason Peters
5. Joseph P. McNamara
W.ADJOURNMENT
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U.S. Department of Justice
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Bureau of Justice Assistance
The U.S. Department of Justice (DOJ), Office of Justice Programs' (OJP) Bureau of Justice
Assistance (BJA) is seeking applications for funding under the Edward Byrne Memorial Justice
assisting
state, local, and tribal efforts to prevent or reduce crime and violence.
Edward Byrne Memorial
Justice Assistance Grant (JAG) Program
FY 2014 Local Solicitation
Eligibility
Applicants are limited to units of local government appearing on the FY 2014 JAG Allocations
List. To view this list, go to www.bja.gov/programs/jag/14jagallocations.html.For JAG Program
purposes, a unit of local government is: a town, township, village, parish, city, county, borough,
or other general purpose political subdivision of a state; or, it may also be a federally recognized
Indian tribe that performs law enforcement functions (as determined by the Secretary of the
Interior). Otherwise a unit of local government may be any law enforcement district or judicial
enforcement district established under applicable state law with authority to independently
establish a budget and impose taxes. In Louisiana, a unit of local government means a district
attorney or parish sheriff. In the District of Columbia or any U.S. Trust Territory, a unit of local
government is any agency of the District of Columbia or federal government performing law
enforcement functions for the District of Columbia or U.S. Trust Territory.
Deadline
Applicants must register in (GMS) prior to submitting an
tpage 20 for more details. All registrations
and applications are due by 8:00 p.m. eastern time on June 10, 2014. (
4.)
Contact Information
For technical assistance with submitting an application, contact the Grants Management System
Support Hotline at 18885499901, option 3, or via e-mail to GMS.HelpDesk@usdoj.gov. The
GMS Support Hotline hours of operation are MondayFriday from 6:00 a.m. to 12 midnight
eastern time, except federal holidays.
Applicants that experience unforeseen GMS technical issues beyond their control that prevent
them from submitting their application by the deadline must e-mail the BJAcontact identified
within 24 hours after the application deadline
below and request approval to submit their
application.
For assistance with any other requirement of this solicitation, contact the BJA Justice
Information Center at 18779275657, via e-mail to JIC@telesishq.com, or by live web chat.
The BJA Justice Information Center hours of operation are 8:30 a.m. to 5:00 p.m. eastern time,
Monday through Friday, and 8:30 a.m. to 8:00 p.m. eastern time, on the solicitation close date.
You may also contact your State Policy Advisor.
Release date:
April 24, 2014
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Contents
Overview .................................................................................................................................... 4
Deadlines: Registration and Application ..................................................................................... 4
Eligibility ..................................................................................................................................... 4
Program-Specific Information ..................................................................................................... 4
Amount and Length of Awards ........................................................................................... 6
Budget Information ............................................................................................................. 7
Other JAG Requirements ................................................................................................... 9
Reporting Requirements, Accountability Measures, and JAG Showcase .................................11
Priorities ...................................................................................................................................12
What an Application Should Include ..........................................................................................14
Information to Complete the Application for Federal Assistance (SF-424)
Required
()..........................14
Required
Project Abstract ()14
Required
Program Narrative () ..........................................................................................15
Required
Budget and Budget Narrative () ..........................................................................15
Required
Review Narrative () ............................................................................................15
Required
Applicant Disclosure of Pending Applications () .................................................16
Memorandum of Understanding (if applicable) ..................................................................17
Tribal Authorizing Resolution (if applicable) .......................................................................17
Applicant Disclosure of High Risk Status ...........................................................................17
Additional Attachments (if applicable) ................................................................................18
Accounting System and Financial Capability Questionnaire ..............................................18
Review Process ........................................................................................................................19
Additional Requirements ...........................................................................................................19
How to Appy .............................................................................................................................20
Provide Feedback to OJP .........................................................................................................22
Application Checklist ................................................................................................................23
3
Edward Byrne Memorial Justice Assistance Grant (JAG)
Program: FY 2014 Local Solicitation
(CFDA #16.738)
Overview
The Edward Byrne Memorial Justice Assistance Grant (JAG) Program (42 U.S.C. 3751(a)) is
the primary provider of federal criminal justice funding to state and local jurisdictions. The JAG
Program provides states and units of local governments with critical funding necessary to
support a range of program areas including law enforcement, prosecution and court programs
including indigent defense, prevention and education programs, corrections and community
corrections, drug treatment and enforcement, crime victim and witness initiatives, and planning,
evaluation, and technology improvement programs.
Deadlines: Registration and Application
Applicants must register in GMS prior to submitting an application for this funding opportunity.
The deadline to register in GMS and the deadline to apply for funding under this announcement
is 8:00 p.m. eastern time on June 10, 2014. See Tpage 20 for details.
Eligibility
Refer to the title page for eligibility under this program.
Program-Specific Information
Program Areas
JAG funds may be used for state and local initiatives, technical assistance, strategic planning,
research and evaluation (including forensics), data collection, training, personnel, equipment,
forensic laboratories, supplies, contractual support, and criminal justice information systems that
will improve or enhance such areas as:
Law enforcement programs.
Prosecution and court programs, including indigent defense.
Prevention and education programs.
Corrections and community corrections programs.
Drug treatment and enforcement programs.
Planning, evaluation, and technology improvement programs.
Crime victim and witness programs (other than compensation).
*Please note that JAG funding may be utilized in support of:
Systems upgrades (hardware/software), including potential upgrades necessary for
state, territories, units of local government and/or tribes to come into compliance with the
s UCR Redevelopment Project (UCRRP).
Developing or sustaining state compatible incident based reporting systems.
4
Award Recipient Responsibilities:
The Chief Executive Officer (CEO) of an eligible unit of
local government or other officer designated by the CEO must submit the application for JAG
funds. A unit of local government receiving a JAG award will be responsible for the
administration of the funds including: distributing the funds; monitoring the award; submitting
quarterly financial status (SF-425) and performance metrics reports and annual programmatic
reports; and providing ongoing oversight and assistance to any subrecipients of the funds.
Governing Body Review:
No fewer than 30 days prior to application submission, the applicant
agency (fiscal agent in disparate situations) must make the grant application available for review
See the
by the governing body (or to the organization designated by the governing body.
Review Narrative section on page 15 for additional information.
Public Comment:
At the time of application submission, the applicant agency (the fiscal agent
in disparate situations) must provide an assurance that the application was made public and an
opportunity to comment was provided to citizens and neighborhood or community organizations
to the extent the applicable law or established procedure makes such an opportunity available.
See the Review Narrative section on page 15 for additional information.
Prohibited Uses:
No JAG funds may be expended outside of JAG program areas. Even within
these program areas, however, JAG funds cannot be used directly or indirectly for security
enhancements or equipment for nongovernmental entities not engaged in criminal justice or
JAG funds may not be used directly or indirectly to pay for any
public safety. Additionally,
of the following items unless the BJA Director certifies that extraordinary and exigent
circumstances exist,
making them essential to the maintenance of public safety and good
order:
*Vehicles, vessels, or aircraft.
**Unmanned aerial vehicles/unmanned aircraft, aircraft system, or aerial vehicles
(UA/UAS/UAV).
Luxury items.
Real estate.
Construction projects (other than penal or correctional institutions).
Any similar items.
*Police cruisers, police boats, and police helicopters are allowable vehicles under JAG
and do not require BJA certification.
Unmanned Aircraft, Aircraft System, or Aerial Vehicles (UA/UAS/UAV):
**No JAG funds
may be expended on these items unless the BJA Director certifies that extraordinary and
exigent circumstances exist, making them essential to the maintenance of public safety and
good order. In addition, no JAG funds may be expended for this purpose without Federal
Aviation Administration (FAA) approval and certification that the use is legal in the local
jurisdiction. Also, any grant award using funds for this purpose may be subject to additional
conditions and reporting criteria, which will be spelled out in a customized special condition
attached to the grant award.
For information related to requesting a waiver to obtain BJA certification for any
prohibited item, or for examples of allowable vehicles that do not require BJA
JAG web page.
5
Evidence-Based Programs or Practices
OJP strongly emphasizes the use of data and evidence in policy making and program
development in criminal justice, juvenile justice, and crime victim services. OJP is committed to:
improving the quantity and quality of evidence OJP generates;
integrating evidence into program, practice, and policy decisions within OJP and the
field; and
improving the translation of evidence into practice.
OJP considers programs and practices to be evidence-based when their effectiveness has been
demonstrated by causal evidence, generally obtained through one or more outcome
evaluations. Causal evidence documents a relationship between an activity or intervention
(including technology) and its intended outcome, including measuring the direction and size of a
change, and the extent to which a change may be attributed to the activity or
intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent
possible, alternative explanations for the documented change. The strength of causal evidence,
based on the factors described above, will influence the degree to which OJP considers a
program or practice to be evidence-based.
OJCrimeSolutions.gov web site is one resource that applicants may use to find information
about evidence-based programs in criminal justice, juvenile justice, and crime victim services.
Additionally, when considering evidence-based programs and practices specific to reentry, it is
recommended that jurisdictions review the What Works in Reentry Clearinghouse for important
research on the effectiveness of a wide variety of reentry programs and practices. The
Clearinghouse provides a one-stop shop for practitioners and service providers seeking
guidance on evidence-based reentry interventions.
Amount and Length of Awards
Eligible allocations
www.bja.gov/ProgramDetails.aspx?Program_ID=59.
Awards of at least $25,000 or more are 4 years in length with an award period of October 1,
2013 through September 30, 2017. Extensions beyond a 4-year period may be made on a case-
by-case basis at the discretion of BJA and must be requested via the Grants Management
no less than 30 days prior to the grant end date
System (GMS) .
Awards that are less than $25,000 are 2 years in length with an award period of October 1,
2013 through September 30, 2015. Requests for up to an additional 2 years to complete
performance of the award will be granted automatically, pursuant to 42 U.S.C. § 3751(f).
Extensions beyond a 4-year period may be made on a case-by-case basis at the discretion of
no less than 30 days
BJA and must be requested via the Grants Management System (GMS)
prior to the grant end date
.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
6
Budget Information
AG awards are based on a statutory formula as described below.
Although JAG grantees and subgrantees are required to report on quarterly
ose
reports are intended to promote greater transparency about the use of JAG funds and do
not determine the amount of JAG funds allocated to a state and/or localities.
Applicants must submit a budget and budget narrative outlining how JAG funds, including
See the
administrative funds if applicable, will be used to support and implement the program.
t(page 20) for more
information.
JAG Formula:
partners with the Bureau of Justice Statistics (BJS) to begin a four-step grant award calculation
process which consists of:
1. Computing an initial JAG allocation for each state and territory, based on their share of
violent crime and population (weighted equally).
2. Reviewing the initial JAG allocation amount to determine if the state or territory allocation
is less than the mini
(0.25 percent of the total). If this is the case, the state or territory is funded at the
minimum level, and the funds required for this are deducted from the overall pool of JAG
funds. Each of the remaining states receives the minimum award plus an additional
amount based on their share of violent crime and population.
3.
Columbia) between state and local governments at a rate of 60 and 40 percent,
respectively.
4. Determining local unit of government award allocations, which are based on their
-year violent crime average. If a local eligible award amount is
less than $10,000, the funds are returned to the state to be awarded to these local units
of government through the state agency. If the eligible award amount is $10,000 or
more, then the local government is eligible to apply for a JAG award directly from BJA.
Administrative Funds:
A unit of local government may use up to 10 percent of the award,
including interest, for costs associated with administering JAG funds.
Supplanting:
Supplanting is prohibited under JAG. Applicants cannot replace or supplant non-
federal funds that have been appropriated for the same purpose. S
JAG web page for examples of supplanting.
Leveraging of Grant Funds:
Although supplanting is prohibited, the leveraging of federal
funding is encouraged. For example, a city may utilize JAG and Homeland Security Grant
Program (HSGP) money to fund different portions of a fusion center project. In instances where
leveraging occurs, all federal grant funds must be tracked and reported on separately and may
not be used to fund the same line items. Additionally, federal funds cannot be used as match for
other federal awards.
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Disparate Certification:
A disparate allocation occurs when a city or municipality is allocated
one-and-one-half times (150 percent) more than the county, while the county bears more than
violent crimes. A disparate allocation also occurs when multiple cities or municipalities are
collectively allocated four times (400 percent) more than the county, and the county bears more
than 50 percent of the collective costs associated with prosecution or incarceration of each
joint
Jurisdictions certified as disparate must identify a fiscal agent that will submit a
application
for the aggregate eligible allocation to all disparate municipalities. The joint
application must determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
application process, a Memorandum of Understanding (MOU) that identifies which
jurisdiction will serve as the applicant/fiscal agent for joint funds must be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed
MOU should be attached to the application. For a sample MOU, go to
www.bja.gov/Funding/JAGMOU.pdf.
Trust Fund:
SAAs may draw down JAG funds in advance. To do so, a trust fund must be
established in which to deposit the funds. The trust fund may or may not be an interest-bearing
account. If subrecipients draw down JAG funds in advance, they also must establish a trust fund
in which to deposit funds. This trust fund requirement does not apply to direct JAG award
recipients or subrecipients that draw-down on a reimbursement basis rather than in advance.
Match Requirement:
Match is not required under the JAG Program. Although match is an
effective strategy to expand justice funds and build buy-in for local criminal justice initiatives,
BJA encourages states to consider financial and other potential local constraints related to
imposing a match requirement on subgrantees, as it may adversely affect small local
jurisdictions. Matching funds become part of the overall award amount, and as such are subject
to audit and should be expended prior to closeout.
Limitation on Use of Award Funds for Employee Compensation; Waiver
With respect to any award of more than $250,000 made under this solicitation, recipients may
not use federal funds to pay total cash compensation (salary plus cash bonuses) to any
employee of the award recipient at a rate that exceeds 110 percent of the maximum annual
salary payable to a member of the federal g
agency with a Certified SES Performance Appraisal System for that year. The 2014 salary table
for SES employees is available at www.opm.gov/salary-tables.Note: A recipient may
compensate an employee at a greater rate, provided the amount in excess of this compensation
limitation is paid with non-federal funds. (Any such additional compensation will not be
considered matching funds where match requirements apply.)
The Assistant Attorney General for OJP may exercise discretion to waive, on an individual
basis, the limitation on compensation rates allowable under an award. An applicant requesting a
waiver should include a detailed justification in the budget narrative of the application. Unless
the applicant submits a waiver request and justification with the application, the applicant should
anticipate that OJP will request the applicant to adjust and resubmit the budget.
The justification should include the particular qualifications and expertise of the individual, the
uniqueness of the service the individual will
8
program or project being undertaken with award funds, and a statement explaining that the
his/her qualifications and expertise, and for the work to be done.
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs
OJP strongly encourages applicants that propose to use award funds for any conference-,
meeting-, or training-related activity to review carefullybefore submitting an applicationthe
www.ojp.gov/funding/confcost.htm. OJP policy and guidance (1) encourage minimization of
conference, meeting, and training costs; (2) require prior written approval (which may affect
project timelines) of most such costs for cooperative agreement recipients and of some such
costs for grant recipients; and (3) set cost limits, including a general prohibition of all food and
beverage costs.
Costs Associated with Language Assistance (if applicable)
If an applicant proposes a program or activity that would deliver services or benefits to
individuals, the costs of taking reasonable steps to provide meaningful access to those services
or benefits for individuals with limited English proficiency may be allowable. Reasonable steps
to provide meaningful access to services or benefits may include interpretation or translation
services where appropriate.
For additional information, see the "Civil Rights Compliance" section of the OJP "Other
Requirements for OJP Applications" web page at
www.ojp.usdoj.gov/funding/other_requirements.htm.
Other JAG Requirements
Body Armor Certification
Ballistic-resistant and stab-resistant body armor can be funded through two BJA-
administered programs: the JAG Program and the Bulletproof Vest Partnership (BVP)
Program.
The BVP Program is designed to provide a critical resource to state and local law
enforcement through the purchase of ballistic-resistant and stab-resistant body armor. A
jurisdiction is able to request up to 50 percent of the cost of a vest with BVP funds. For more
information on the BVP Program, including eligibility and application, refer to the BVP web
page.
JAG funds may also be used to purchase vests for an agency, but they may not be used to
pay for that portion of the ballistic-resistant vest (50 percent) that is not covered by BVP
funds. Unlike BVP, JAG funds used to purchase vests do not require a 50 percent match.
Vests purchased with JAG funds may be purchased at any threat level, make, or model from
any distributor or manufacturer, as long as the vests have been tested and found to comply
with the latest applicable National Institute of Justice (NIJ) ballistic or stab standards. In
addition, vests purchased must be American-made. Information on the latest NIJ standards
can be found at: www.nij.gov/topics/technology/body-armor/safety-initiative.htm.
As is the case in BVP, grantees who wish to purchase vests with JAG funds must certify that
law enforcement agencies receiving vests have a written "mandatory wear" policy in effect.
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FAQs related to the mandatory wear policy and certifications can be found at
www.bja.gov/Funding/JAGFAQ.pdf. This policy must be in place for at least all uniformed
officers before any FY 2014 funding can be used by the agency for vests. There are no
requirements regarding the nature of the policy other than it being a mandatory wear policy
must
for all uniformed officers while on duty. The certification be signed by the certifying
must
official and be attached to the application. If the grantee proposes to change project
activities to utilize JAG funds to purchase bulletproof vests after the application period
(during the project period), the grantee must submit the signed certification to BJA at that
time. A mandatory wear concept and issues paper and a model policy are available by
contacting the BVP Customer Support Center atvests@usdoj.gov or toll free at 1877758
3787.
A copy of the certification related to the mandatory wear can be found at:
www.bja.gov/Funding/BodyArmorMandatoryWearCert.pdf.
Interoperable Communications
Grantees (including subgrantees) that are using FY 2014 JAG Program funds to support
emergency communications activities (including the purchase of interoperable
communications equipment and technologies such as voice-over-internet protocol bridging
or gateway devices, or equipment to support the build out of wireless broadband networks in
the 700 MHz public safety band under the Federal Communications Commission (FCC)
Waiver Order) must ensure:
Compliance with the FY 2014 SAFECOM Guidance on Emergency Communications
Grants(including provisions on technical standards that ensure and enhance
interoperable communications).
Adherence to the technical standards set forth in the FCC Waiver Order, or any
succeeding FCC orders, rules, or regulations pertaining to broadband operations in the
700 MHz public safety band.
Projects support the Statewide Communication Interoperability Plan (SCIP) and are fully
coordinated with the full-time Statewide Interoperability Coordinator (SWIC) in the state
SWIC plays a critical role, and can serve as a valuable resource. SWICs are
responsible for the implementation of the SCIP through coordination and collaboration
with the emergency response community. The U.S. Department of Homeland Security
Office of Emergency Communications maintains a list of SWICs for each of the 56
states and territories. Contact OEC@hq.dhs.gov.
All communications equipment purchased with grant award funding (plus the quantity
purchased of each item) is identified during quarterly performance metrics reporting.
Use of Global Standards Package
In order to promote information sharing and enable interoperability among disparate systems
across the justice and public safety community, OJP requires the grantee to comply with DOJ's
Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for
this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all
constituent elements, where applicable, as described at: www.it.ojp.gov/gsp_grantcondition.
Grantees shall document planned approaches to information sharing and describe compliance
10
to the GSP and appropriate privacy policy that protects shared information, or provide detailed
justification for why an alternative approach is recommended.
DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database
If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible
DNA profiles must be uploaded to the Combined DNA Index System (CODIS, the national DNA
database operated by the Federal Bureau of Investigation (FBI)) by a government DNA lab with
access to CODIS. No profiles generated with JAG funding may be entered into any other non-
governmental DNA database without prior express written approval from BJA. For more
information, refer to the NIJ FY 2014 DNA Backlog Reduction Program, available at
https://ncjrs.gov/pdffiles1/nij/sl001112.pdf.
In addition, funds may not be used for purchase of DNA equipment and supplies when the
resulting DNA profiles from such technology are not accepted for entry into CODIS.
Reporting Requirements, Accountability Measures, and JAG
Showcase
Award recipients will be required to submit quarterly financial status (SF-425) and annual
programmatic reports through GMS, quarterly accountability metrics reports (see below) through
ment Tool (PMT), and Federal Funding Accountability and
Transparency Act (FFATA) reports through the FFATA Sub-award Reporting System (FSRS) as
necessary (see FFATA section below).
Accountability Measures
To assist the Department in fulfilling its responsibilities under the Government Performance and
Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010,
Public Law 111352, applicants who receive funding under this solicitation must provide data
Quarterly accountability
that measures the results of their work done under this solicitation.
metrics reports mus, available at
www.bjaperformancetools.org. The accountability measures can be found at:
www.bjaperformancetools.org/help/JAGMeasuresQuestionnaire.pdf.
Data reported by JAG grantees and subgrantees for this report does not determine JAG
funding, which is calculated based on a statutory formula combining population and Uniform
Crime Reporting Part I crime data. BJA encourages JAG grantees to make decisions on funding
through a collaborative process involving all major stakeholders including law enforcement,
courts, indigent defense, prosecution, corrections and community corrections, treatment
providers, crime victims, and others. The measures are not designed to replace the planning
that should occur at the state and local level.
Submission of accountability measures data is not required for the application. Instead,
applicants should discuss in their application their proposed methods for collecting data for
accountability page 14
for additional information.
Note on Project Evaluations
Applicants that propose to use funds awarded through this solicitation to conduct project
evaluations should be aware that certain project evaluations (such as systematic investigations
11
designed to develop o for
purposes of applicable DOJ human subjects protection regulations. However, project
evaluations that are intended only to generate internal improvements to a program or service, or
are conducted only performance measure data reporting requirements likely do
whether the particular project they proposewould either intentionally or unintentionally collect
and/or use information in such a way that it meets the DOJ regulatory definition of research.
Research, for the purposes of human subjects protections for OJP-funded programs, is defined
opment, testing, and evaluation,
28 C.F.R. § 46.102(d). For
additional information on determining whether a proposed activity would constitute research,
see the decision tree to assist applicant
web page
(www.ojp.usdoj.gov/funding/other_requirements.htm). Applicants whose proposals may involve
a research or statistical component
page.
JAG Showcase
JAG Showcase
The was designed to identify and highlight JAG projects that have
demonstrated success or shown promise in reducing crime and positively impacting
communities. BJA has now expanded the concept of the JAG Showcase to other BJA grant
BJA Success Story web page
programs and created a new . This new web page will be a
valuable resource for states, localities, territories, tribes and criminal justice professionals who
seek to identify and learn about JAG and other successful BJA funded projects linked to
innovation, crime reduction, and evidence based practices.
My BJA account
If you have a JAG Success Story you would like to submit, sign in to your to
My BJA account
access the Success Story Submission form. If you do not have a , please
Register
. Once you register, one of the available areas on your My BJA page will be "My
Success Stories". Within this box, you will see an option to add a Success Story.
BJA Success
Once reviewed and approved by BJA, all success stories will appear on the new
Story web page.
Priorities
BJA recognizes that the downturn in the economy has resulted in significant pressures on state
and local criminal justice systems. In these challenging times, shared priorities and leveraged
resources can make a significant impact. In light of this, it is important to make SAAs and local
JAG recipients aware of several areas of priority that may be of help in maximizing the
effectiveness of JAG funding at the state and local level.
In addition to our longstanding and unwavering commitment to keeping violent crime at its
lowest level in decades,the following priorities represent key areas where BJA will be focusing
nationally and invite each state and local JAG recipient to join us in addressing these challenges
as a part of our JAG partnership.
12
Reducing Gun Violence
Gun violence has touched every state, county, city, town, and tribal government in America. In
the aftermath of the Sandy Hook Elementary School tragedy and recent mass shooting at the
Washington Navy Yard, BJA continues to encourage states and localities to invest valuable JAG
funds in programs to: combat gun violence, enforce existing firearms laws, improve the process
used to ensure that those prohibited from purchasing or owning guns are prevented from doing
so, enhance reporting to the
and provide active shooter response training to law enforcement officers and first responders.
Recidivism Reduction, Pretrial Reform and Justice System Realignment
In this time of fiscal austerity and smaller state and local budgets, reducing unnecessary
incarceration in a manner that promotes public safety is a paramount goal. Effective community
supervision coupled with evidence-based program interventions can result in significant
reductions in recidivism. A priority funding area is the implementation of effective pretrial
services programs. The use of validated risk assessment tools to inform pre-trial release
decisions is critical. For a variety of resources, or to request BJA supported technical assistance
from the Pre-trial Justice Institute, see www.pretrial.org. Another priority for JAG funding is to
support innovative programs and approaches in probation and parole supervision that improve
services to offenders and increase collaborative efforts among community supervision agencies
with law enforcement and the courts. Another promising approach to justice systems reform is
the Justice Reinvestment Initiative (JRI), a public-private partnership between BJA and the PEW
Public Safety Performance Project. Currently, 19 states and 17 local governments are working
to control spiraling incarceration costs through JRI and reinvestment savings in evidence-based
criminal justice programs and strategies. Strategic investment of JAG funds to implement JRI
legislation and policy changes in those states and localities can augment federal funds and
achieve greater cost savings and reinvestments in programs to promote public safety. (See the
Urban Institute Justice Reinvestment Initiative State Assessment Report.)
Indigent Defense
Another key priority area is support for indigent defense. BJA continues to encourage states and
units of local government to use JAG funds to support the vital needs of the indigent defense
community. Attorney General Holder has consistently stressed that the crisis in indigent defense
reform is a serious concern which must be addressed if true justice is to be achieved in our
nation. In 2002, the American Bar Association (ABA) published Ten Principles of a Public
Defense Delivery System which represent fundamental building blocks for implementing quality
legal representation for indigent defendants. (See Ten Principles of a Public Defense
Delivery System.)
Improving Mental Health Services
Disproportionate numbers of people with mental illness are involved in the criminal justice
system often as a result of untreated or undertreated mental illness. This is an issue that
impacts numerous facets of the criminal justice system. After the Newtown tragedy, numerous
states began pushing for and adopting policies supporting early identification and intervention.
States aimed to enhance mental health screening services to identify emerging mental illness in
children and adolescents and to ensure adequate access to care. BJA encourages states and
units of local government to utilize JAG funding in support of programs and policy changes
13
aimed at the following: identifying and treating people with severe mental illness before they
reach crisis point; training law enforcement and correctional officers on mental health and
mental health related crisis-intervention; increasing justice system diversion strategies to divert
offenders with mental illness from unnecessary arrest and incarceration to more appropriate and
cost-effective community-based treatment and supervision; mental health courts, allowing
inmates to continue psychotropic medication in jails; and improving oversight of mental health
care in jails, increasing post-jail housing options and enhancing community mental health
services. (See Adults with Behavioral Health Needs under Correctional Supervision.)
Evidence-Programs
Many criminal justice agencies continue to experience unprecedented budget cuts, layoffs, and
reductions in force. These challenges must be met by making wider use of advancements in the
criminal justice field in the last several decades which rely on use of data, crime analysis, cutting
edge technology, research and evaluations regarding evidenced-based and high-performing
programs. A useful matrix of evidence-based policing programs and strategies is available
through the Center for Evidence-Based Policy at George Mason University. In the re-entry field,
a summary of research-based re-entry strategies is available on the National Reentry Resource
What Works in Reentry Clearinghouse link. BJA offers a number of program models
designed to effectively implement evidence based strategies including Smart Policing, Smart
Supervision, Smart Pretrial, and Smart Prosecution.
BJA encourages states and units of local government
on crime
with non-traditional criminal justice partners.
What an Application Should Include
Applicants should anticipate that if they fail to submit an application that contains all of the
specified elements, it may negatively affect the review of their application; and, should a
decision be made to make an award, it may result in the inclusion of special conditions that
preclude the recipient from accessing or using award funds pending satisfaction of the
conditions.
Refer to the BJA Grant Writing and Management Academy and OJP 101 for an
overview of what should be included in each application requirement. These trainings can be
found at bja.ncjrs.gov/gwma/index.html and www.ojp.gov/grants101/.
Information to Complete the Application for Federal Assistance (SF-424)
1.
The SF-424 is a standard form required for use as a cover sheet for submission of pre-
applications, applications, and related information. GMS takes information from the
Project Abstract
2.
must
Applicants provide an abstract that includes the applicant's name, title of the project,
goals of the project, and a description of the strategies to be used. In addition, above or
must identifyup to5 project identifiers
below the abstract narrative, applicants that would
14
be associated with proposed project activities. The list of all identifiers can be found at
should not
www.bja.gov/funding/JAGIdentifiers.pdf. The abstract exceed a half-page, or
400-500 words.
Failure to submit this required information will result in an application being returned
in the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
3. Program Narrative
must
Applicants submit a program narrative that generally describes the proposed program
activities for the two or four year grant period. The narrative must outline the type of
programs to be funded by the JAG award and provide a brief analysis of the need for the
programs. Narratives must also identify anticipated coordination efforts involving JAG and
joint application
related justice funds. Certified disparate jurisdictions submitting a must
specify the funding distribution to each disparate unit of local government and the purposes
for which the funds will be used.
Failure to submit this required information will result in an application being returned
in the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
4. Budget and Budget Narrative
Applicants must submit a budget and budget narrative outlining how JAG funds, including
administrative funds if applicable, will be used to support and implement the program. This
narrative should include a full breakdown of administrative costs, as well as an overview of
how funds will be allocated across approved JAG purpose areas. Applicants should utilize
the following approved budget categories to label the requested administrative and/or sub-
grant expenditures: Personnel, Fringe Benefits, Travel, Equipment, Supplies,
Consultants/Contracts, and an Other category. For informational purposes only, a sample
budget form may be found at www.ojp.usdoj.gov/funding/forms/budget_detail.pdf.
For questions pertaining to budget and examples of allowable and unallowable costs, see
the OJP Financial Guide at www.ojp.usdoj.gov/financialguide/index.htm.
Failure to submit this required information will result in an application being returned
in the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
a. Non-Competitive Procurement Contracts In Excess of Simplified Acquisition
Threshold
If an applicant proposes to make one or more non-competitive procurements of products
or services, where the non-competitive procurement will exceed the simplified
acquisition threshold (also known as the small purchase threshold), which is currently
set at $150,000, the application should address the considerations outlined in the OJP
Financial Guide.
5. Review Narrative
must
Applicants submit information documenting that the date the JAG application was
made available for review by the governing body, or to an organization designated by that
governing body, not less than 30 days before the application was submitted to BJA. The
attachment must also specify that an opportunity to comment was provided to citizens prior
15
to application submission to the extent applicable law or established procedures make such
opportunity available.
Below are notification language templates that can be utilized in completing this
section of the application.
provide name of City/County/Tribe
The () made its Fiscal Year 2014 JAG application
provide name of governing body
available to the () for its review and comment on
provide dateprovide date
(); or intends to do so on ().
provide name of City/County/Tribe
The () made its Fiscal Year 2014 JAG application
provide means of
available to citizens for comment prior to application submission by (
notification
); or the application has not yet been made available for public review/comment.
Failure to submit this required information will result in an application being returned
in the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
6. Applicant Disclosure of Pending Applications
Applicants are to disclose whether they have pending applications for federally funded
grants or subgrants (including cooperative agreements) that include requests for funding to
support the same project being proposed under this solicitation and will cover the identical
cost items outlined in the budget narrative and worksheet in the application under this
solicitation. The disclosure should include both direct applications for federal funding (e.g.,
applications to federal agencies) and indirect applications for such funding (e.g., applications
to state agencies that will subaward federal funds).
OJP seeks this information to help avoid any inappropriate duplication of funding.
Leveraging multiple funding sources in a complementary manner to implement
comprehensive programs or projects is encouraged and is not seen as inappropriate
duplication.
Applicants that have pending applications as described above are to provide the following
information about pending applications submitted within the last 12 months:
the federal or state funding agency
the solicitation name/project name
the point of contact information at the applicable funding agency.
Federal or State Solicitation Name/Phone/E-mail for Point of Contact at Funding
Funding Name/Project Name Agency
Agency
SAMPLE
DOJ/COPS COPS Hiring Program Jane Doe, 202/000-0000; jane.doe@usdoj.gov
HHS/ Substance Drug Free Communities John Doe, 202/000-0000; john.doe@hhs.gov
Abuse & Mental Mentoring Program/
Health Services North County Youth
Administration Mentoring Program
16
applications as described above are to include a statement to this effect in the separate
-424] does not have pending applications
submitted within the last 12 months for federally funded grants or subgrants (including
cooperative agreements) that include requests for funding to support the same project being
proposed under this solicitation and will cover the identical cost items outlined in the budget
7. Memorandum of Understanding (if applicable)
mustjoint
Jurisdictions certified as disparate identify a fiscal agent that will submit a
application
for the aggregate eligible allocation to all disparate municipalities. The joint
must
application determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
application process, a Memorandum of Understanding (MOU) that identifies which
must
jurisdiction will serve as the applicant/fiscal agent for joint funds be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed MOU
must
be attached to the application. For a sample MOU, go to
www.bja.gov/Funding/JAGMOU.pdf.
Failure to submit this required information will result in an application being change
requested in the Grants Management System (GMS) for inclusion of the missing
information OR the attachment of a withholding special condition at the time of award
if time does not permit for a change request process.
8. Tribal Authorizing Resolution (if applicable)
Tribes, tribal organizations, or third parties proposing to provide direct services or assistance
to residents on tribal lands should include in their applications a resolution, a letter, affidavit,
or other documentation, as appropriate, that certifies that the applicant has the legal
authority from the tribe(s) to implement the proposed project on tribal lands. In those
instances when an organization or consortium of tribes applies for a grant on behalf of a
tribe or multiple specific tribes, then the application should include appropriate legal
documentation, as described above, from all tribes that would receive services/assistance
under the grant. A consortium of tribes for which existing consortium bylaws allow action
without support from all tribes in the consortium (i.e., without an authorizing resolution or
comparable legal documentation from each tribal governing body) may submit, instead, a
copy of its consortium bylaws with the application.
Applicants unable to submit an application that includes a fully-executed (i.e.,signed) copy
of appropriate legal documentation, as described above, consistent with the applicable
legal documentation as part of its application (except in cases in which, with respect to a
tribal consortium applicant, consortium bylaws allow action without the support of all
consortium member tribes). If receiving funding, BJA will make use of and access to funds
will be contingent on receipt of the fully-executed legal documentation.
9. Applicant Disclosure of High Risk Status
Applicants are to disclose whether they are currently designated high risk by another federal
grant making agency. This includes any status requiring additional oversight by the federal
agency due to past programmatic or financial concerns. If an applicant is designated high
risk by another federal grant making agency, you must email the following information to
17
OJPComplianceReporting@usdoj.gov at the time of application submission:
The federal agency that currently designated the applicant as high risk;
Date the applicant was designated high risk;
The high risk point of contact name, phone number, and email address, from that
federal agency; and
Reasons for the high risk status.
OJP seeks this information to ensure appropriate federal oversight of any grant award.
Unlike the Excluded Parties List, this high risk information does not disqualify any
organization from receiving an OJP award. However, additional grant oversight may be
included, if necessary, in award documentation.
10. Additional Attachments(if applicable)
Research and Evaluation Independence and Integrity
If a proposal involves research and/or evaluation, regardless of the other
merits, in order to receive funds, the applicant must demonstrate research/evaluation
independence, including appropriate safeguards to ensure research/evaluation objectivity
and integrity.
For purposes of this solicitation, research and evaluation independence and integrity
pertains to ensuring that the design, conduct, or reporting of research and evaluation funded
by BJA grants, cooperative agreements, or contracts will not be biased by any personal or
financial conflict of interest on the part of the investigators responsible for the research and
evaluation or on the part of the applicant organization. Conflicts can be either actual or
apparent. Examples of potential investigator (or other personal) conflict situations may
include those in which
product (actual conflict), or an investigator would be in a position to evaluate the work of a
former colleague (potential apparent conflict). With regard to potential organizational
conflicts of interest, as one example, generally an organization could not be given a grant to
evaluate a project if that organization had itself provided substantial prior technical
assistance to that project, as the organization in such an instance would appear to be
evaluating the effectiveness of its own prior work. The key is whether a reasonable person
understanding all of the facts would be able to have confidence that the results of any
research or evaluation project are objective and reliable. Any outside personal or financial
interest that casts doubt on that objectivity and reliability is a problem.
In the attachment dealing with research and evaluation independence and integrity, the
applicant should explain the process and procedures that the applicant has put in place to
identify and eliminate (or, at the very least, mitigate) potential personal or financial conflicts
of interest on the part of its staff, consultants, and/or subrecipients. It should also identify
any potential organizational conflicts of interest on the part of the applicant with regard to the
proposed research/evaluation. If the applicant reasonably believes that no potential personal
or organizational conflicts of interest exist, then the applicant should provide a brief narrative
explanation of how and why it reached that conclusion. Documentation that may be helpful
in this regard could include organizational codes of ethics/conduct or policies regarding
organizational, personal, and financial conflicts of interest.
18
For situations in which potential personal or organizational conflicts of interest exist, in the
attachment, the applicant should identify the safeguards the applicant has or will put in place
to eliminate, mitigate, or otherwise address those conflicts of interest.
Considerations in assessing research and evaluation independence and integrity will
that could affect the objectivity or integrity of the proposed staff and/or the organization in
carrying out the research, development, or evaluation activity; and the adequacy of the
11. Accounting System and Financial Capability Questionnaire
Any applicant (other than an individual) that is a non-governmental entity and that has not
received any award from OJP within the past 3 years must download, complete, and submit
this form.
Review Process
OJP is committed to ensuring a fair and open process for awarding grants. BJA reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation. BJA will review
applications for formula awards to ensure statutory requirements have been met.
Absent explicit statutory authorization or written delegation of authority to the contrary, the
Assistant Attorney General will make all final award decisions.
Additional Requirements
Applicants selected for awards must agree to comply with additional legal requirements upon
acceptance of an award. OJP encourages applicants to review the information pertaining to
these additional requirements prior to submitting an application. Additional information for each
requirement can be found at www.ojp.usdoj.gov/funding/other_requirements.htm.
Civil Rights Compliance
Civil Rights Compliance Specific to State Administering Agencies
Faith-Based and Other Community Organizations
Confidentiality
Research and the Protection of Human Subjects
Anti-Lobbying Act
Financial and Government Audit Requirements
Reporting of Potential Fraud, Waste, and Abuse, and Similar Misconduct
National Environmental Policy Act (NEPA)
19
DOJ Information Technology Standards (if applicable)
Single Point of Contact Review
Non-Supplanting of State or Local Funds
Criminal Penalty for False Statements
Compliance with Office of Justice Programs Financial Guide
Suspension or Termination of Funding
Non-profit Organizations
For-profit Organizations
Government Performance and Results Act (GPRA)
Rights in Intellectual Property
Federal Funding Accountability and Transparency Act of 2006 (FFATA)
Awards in Excess of $5,000,000 Federal Taxes Certification Requirement
Active SAM Registration
Policy and Guidance for Approval, Planning, and Reporting of Conferences (including
Meetings and Trainings)
OJP Training Guiding Principles for Grantees and Subgrantees
How to Apply
Applicants must submit applications through the Grants Management System (GMS), which
provides cradle to grave support for the application, award, and management of awards at OJP.
must register in GMS for each specific funding opportunity.
Applicants Although the
register
registration and submission deadlines are the same, OJP urges applicants to
promptly
, especially if this is their first time using the system. Find complete instructions on
how to register and submit an application in GMS at www.ojp.usdoj.gov/gmscbt/. Applicants that
experience technical difficulties during this process should e-mail GMS.HelpDesk@usdoj.gov or
call 888-549-9901 (option 3), MondayFriday from 6:00 a.m. to midnight eastern time, except
register promptly
federal holidays. OJP recommends that applicants to prevent delays in
submitting an application package by the deadline.
Note on File Types: GMS does not accept executable file types as application
attachments
. These disallowed file types include, but are not limited to, the following
20
All applicants should complete the following steps:
1. Acquire a Data Universal Numbering System (DUNS) number.
In general, the Office of
Management and Budget requires that all applicants (other than individuals) for federal
funds include a DUNS number in their application for a new award or a supplement to an
existing award. A DUNS number is a unique nine-digit sequence recognized as the
universal standard for identifying and differentiating entities receiving federal funds. The
identifier is used for tracking purposes and to validate address and point of contact
information for federal assistance applicants, recipients, and subrecipients. The DUNS
number will be used throughout the grant life cycle. Obtaining a DUNS number is a free,
one-time activity. Call Dun and Bradstreet at 866-705-5711 to obtain a DUNS number or
apply online at www.dnb.com. A DUNS number is usually received within 1-2 business days.
2. Acquire registration with the System for Award Management (SAM).
SAM isthe
repository for standard information about federal financial assistance applicants, recipients,
and subrecipients. OJP requires that all applicants (other than individuals) for federal
financial assistance maintain current registrations in the SAM database. Applicants must
update or renew their SAM registration annually
to maintain an active status.
Information about SAM registration procedures can be accessed at www.sam.gov.
3. Acquire a GMS username and password
. New users must create a GMS profile by
selecting the irst Time User link under the sign-in box of the GMS home page. For more
information on how to register in GMS, go to www.ojp.usdoj.gov/gmscbt/.
4. Verify the SAM (formerly CCR) registration in GMS.
OJP requests that all applicants
verify their SAM registration in GMS. Once CCR
the left side of the default screen. Click the submit button to verify the SAM (formerly CCR)
registration.
5. Search for the funding opportunity on GMS.
After logging into GMS or completing the
GMS profile for username and password, go to the Funding Opportunities link on the left
side of the page. Select
Justice Assistance Grant (JAG) ProgramLocal
6. Register by selecting the Apply Online button associated with the funding
opportunity title.
The search results from step 5 will display the funding opportunity title
along with the registration and application deadlines for this funding opportunity. Select the
Apply Online button in the Action column to register for this funding opportunity and
create an application in the system.
7. Complete the Disclosure of Lobbying Activities, if applicable.
Any applicant that
expends any funds for lobbying activities must provide the detailed information requested on
the form, Disclosure of Lobbying Activities (SF-LLL).
8. Follow the directions in GMS to submit an application consistent with this
solicitation.
Once submitted, GMS will display a confirmation screen stating the submission
Important:
was successful. In some instances, applicants must wait for GMS approval
at least 72
before submitting an application. OJP urges applicantsto submit the application
hoursprior
to the application due date.
21
Note: Duplicate Applications
If an applicant submits multiple versions of an application, BJA will review the most recent
version submitted.
Experiencing Unforeseen GMS Technical Issues
Applicants that experience unforeseen GMS technical issues beyond their control that prevent
them from submitting their application by the deadline must e-mail your State Policy Advisor
within 24 hours after the application deadline
and request approval to submit their
application. The e-mail must describe the technical difficulties and include a timeline of the
submission efforts, the complete grant application, the applicant DUNS number,
Note: BJA approve requests
and any GMS Help Desk or SAM tracking number(s). does not
automatically
.After the program office reviews the submission, and contacts the GMS Help
Desk to validate the reported technical issues, OJP will inform the applicant whether the request
to submit a late application has been approved or denied. If OJP determines that the applicant
failed to follow all required procedures, which resulted in an untimely application submission,
The following conditions are generally insufficient to justify late submissions:
failure to register in SAM or GMS in sufficient time
failure to follow GMS instructions on how to register and apply as posted on the GMS
Web site
failure to follow each instruction in the OJP solicitation
information technology environment,
including firewalls.
Notifications regarding known technical problems with GMS, if any, are posted at the top
of the OJP funding Web page at www.ojp.usdoj.gov/funding/solicitations.htm.
Provide Feedback to OJP
To assist OJP in improving its application and award processes, we encourage applicants to
provide feedback on this solicitation, the application submission process, and/or the application
review/peer review process. Provide feedback to OJPSolicitationFeedback@usdoj.gov.
IMPORTANT:not
This e-mail is for feedback and suggestions only. Replies are sent from this
mailbox. If you have specific questions on any program or technical aspect of the solicitation,
you must
directly contact the appropriate number or e-mail listed on the front of this solicitation
document. These contacts are provided to help ensure that you can directly reach an individual
who can address your specific questions in a timely manner.
If you are interested in being a reviewer for other OJP grant applications, please e-mail your
resume to ojppeerreview@lmbps.com. The OJP Solicitation Feedback email account will not
Note:
forward your resume. Neither you nor anyone else from your organization can be a peer
reviewer in a competition in which you or your organization have submitted an application.
22
Application Checklist
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
FY 2014 Local Solicitation
This application checklist has been created to assist in developing an application.
What an Applicant Should Do:
Prior to Registering in GMS:
_____ Acquire a DUNs Number (see page 21)
_____ Acquire or renew registration with SAM (see page 21)
ToRegister with GMS:
_____ For new users, acquire a GMS username and password* (see page 21)
_____ For existing users, check GMS username and password* to ensure account access (see
page 21)
_____ Verify SAM registration in GMS (see page 21)
_____ Search for correct funding opportunity in GMS (see page 21)
_____
title (see page 21)
*Password Reset Notice GMS users are reminded that while password reset capabilities exist,
this function is only associated with points of contacts designated within GMS at the time the
account was established. Neither OJP or the GMS Help Desk will initiate a password reset
unless requested by the authorized official or a designated point of contact associated with an
award or application.
General Requirements
:
_____ Other Requirements
Eligibility Requirement:
_____ Jurisdiction listed as the legal name on the application corresponds with the eligible
JAG web page
_____ Federal amount requested is within the allowable limit of the FY 2014 JAG
JAG web page
What an Application Should Include:
_____ Application for Federal Assistance (SF-424) (see page 14)
_____ Project Abstract (see page 14)
_____ Program Narrative (see page 15)
_____ Budget and Budget Narrative (see page 15)
_____ Review Narrative (see page 15)
_____ Applicant Disclosure of Pending Applications (see page 16)
_____ Memorandum of Understanding, if applicable (see page 17)
_____ Tribal Authorizing Resolution, if applicable (see page 17)
_____ Applicant Disclosure of High Risk Status (see page 17)
_____ Research and Evaluation Independence and Integrity, if applicable (see page 18)
_____ Accounting System and Financial Capability Questionnaire (if applicable) (see page 19)
_____ Disclosure of Lobbying Activities, if applicable (SF-LLL) (see page 21)
23
ACTION NO. _______________
ITEM NO.________E-2_______
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
May 27, 2014
AGENDA ITEM:
Request to approvean agreement with Springsted,
Incorporated andtransfer of previously appropriated funds in
the amount of $21,000 related to the search for a new
County Administrator
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Board of Supervisors of Roanoke County isinterested in contracting for Executive
Search services for a new County Administrator. The Board has decided to take
advantage of cooperative procurement opportunities under the Code of Virginia to
select Springsted, Incorporated to assist it in the search for a new County Administrator.
Springsted will perform these services for the County Administrator search for a
professional fee of $16,500 and direct out-of-pocket expenses are calculated not to
exceed $4,500.
STAFF RECOMMENDATION:
It is recommended that the Board approve an agreement with Springsted, authorize the
Chairman of the Board of Supervisors to execute this agreementand to appropriate
$21,000 from the Board contingency for this purpose.
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, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE
AMOUNT OF $70,909 FROM ROANOKE CITY AND SALEM CITY TO
THE FIRE AND RESCUE DEPARTMENT FOR THE COMPLETION OF
CAPITAL PROJECTS AT THE ROANOKE VALLEY REGIONAL
FIRE/EMS TRAINING
WHEREAS, the Roanoke Valley Regional Fire/EMS Training Centeris jointly
operated on funding contributed by Roanoke County, Roanoke City, City of Salem and
the Town of Vinton on a percentage basis; and
WHEREAS, the facility is in need of capital maintenance and equipment
replacementstotalling $136,364; and
WHEREAS, Roanoke County and the Town of Vinton paid their contribution to
theproject in a prior fiscal year; and
WHEREAS, Roanoke City’s share is $60,000 and Salem City’s share is $10,909;
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 May 27, 2014, and the
second reading was held on June 10, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $60,000is hereby accepted and appropriated from
Roanoke Cityto the Fire and Rescue DepartmentOCA 487700-0451; and
Page 1 of 2
2.That the sum of $10,909 is hereby accepted and appropriated from Salem
City to the Fire and Rescue Department OCA 487700-0496; 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, MAY 27, 2014
ORDINANCE APPROPRIATING $18,534TO CLERK OF THE CIRCUIT
COURT FROM THE COMMONWEALTH OF VIRGINIA FOR FISCAL
YEAR 2013/2014 FOR TECHNOLOGY TRUST FUNDS
WHEREAS, Technology Trust Funds, which represents fees collected by the
Roanoke County Circuit Court Clerk’s office, have been received from the State in the
amount of $18,534; and
WHEREAS, Section 18.04 ofthe Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on May 27, 2014, and the
second reading was held on June 10, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $18,534is hereby appropriated to the Clerk of the Circuit
Courtandbe earmarked for the purpose ofmaintenance and postage needs into
10287-5850 in the amount of $16,760.89 and 331000-5210 in the amount of$1,772.11.
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 ONTUESDAY, May 27, 2014
RESOLUTION APPROVING THE FISCAL YEAR 2014-2015 BUDGET FOR
ROANOKE COUNTY, VIRGINIA
WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides
that the governing body of the County shall prepare and approve an annual budget; and
WHEREAS, said budget shall be prepared and approved for informative and fiscal
planning purposes only; and
WHEREAS, this budget contains a complete itemized and classified plan of all
contemplated expenditures and all estimated revenues and borrowings for the ensuing
fiscal year; and
WHEREAS, a brief synopsis of said budget was published as required by the
provisions of Section 15.2-2506 of the State Code, and the public hearing as required
thereon was held on April 22, 2014.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia:
1.That there is hereby approved the annual budget forfiscal year 2014-2015 for
Roanoke County, Virginia, as shown on the attached Schedules.
2.That the preparation and approval of this budget is for informative and fiscal
planning purposes only.
Page 1 of 1
County of Roanoke
Adopted FY 2014-2015 Budget
May 27, 2014
Revenue EstimatesAmount
General Fund
General Government
General Property Taxes$120,539,350
Local Sales Tax10,000,000
Telecommunications Tax3,960,000
Business License Tax6,400,000
Bank Franchise Tax450,000
Utility Consumer Tax3,775,000
Motor Vehicle License Tax2,150,000
Recordation/Conveyance Tax1,425,000
Meals Tax4,025,000
Hotel/Motel Tax1,075,000
Other Local Taxes634,000
Permits, Fees & Licenses526,560
Fines and Forfeitures681,500
Interest Income124,100
Charges for Services3,690,433
Commonwealth9,372,358
Federal3,275,000
Other2,125,995
Total General Government$174,229,296
Communications & Information Technology8,465,123
Comprehensive Services5,237,945
Law Library27,175
Public Works Projects183,433
S B & T Building486,510
Recreation Fee Class5,425,455
Grants and Other Funds1,041,895
Police Special Programs1,000
Criminal Justice Academy239,285
Fleet Service Center2,837,382
Total General Fund$198,174,499
Debt Service Fund - County7,261,146
Capital Projects Fund6,797,195
Internal Service Fund1,633,921
School Operating Fund135,738,864
School Nutrition Fund5,712,290
School Debt Service Fund13,617,491
School Grants Fund5,435,746
School Capital Fund846,070
School Instructional Resources Fund994,212
School Bus Fund325,000
School Laptop Insurance Reserve467,800
Total Revenues All Funds$377,004,234
Less: Transfers(109,026,015)
Total Net of Transfers$267,978,219
County of Roanoke
Adopted FY 2014-2015 Budget
May 27, 2014
Proposed ExpendituresAmount
General Fund
General Government
General Administration$2,829,852
Constitutional Officers13,238,735
Judicial Administration810,732
Management Services3,295,385
Public Safety25,338,062
Community Services11,557,911
Human Services18,829,385
Non-Departmental12,524,786
Transfers to School Operating Fund65,620,127
Transfers to School Insurance - Dental477,299
Transfers to (from) Capital Fund138,047
Transfers to Debt Service Fund16,165,423
Transfer to Public Works Projects183,433
Transfer to Comprehensive Services1,853,000
Other1,367,119
Total General Government$174,229,296
Communications and Information Technology8,465,123
Comprehensive Services5,237,945
Law Library27,175
Public Works Projects183,433
S B & T Building486,510
Recreation Fee Class5,425,455
Grants and Other Funds1,041,895
Criminal Justice Academy1,000
Police Special Programs239,285
Fleet Service Center2,837,382
Total General Fund$198,174,499
Debt Service Fund - County7,261,146
Capital Projects Fund6,797,195
Internal Service Fund1,633,921
School Operating Fund135,738,864
School Nutrition Fund5,712,290
School Debt Fund13,617,491
School Grants Fund5,435,746
School Capital Fund846,070
School Textbook Fund994,212
School Bus Fund325,000
School Laptop Insurance Reserve467,800
Total Expenditures All Funds377,004,234
Less: Transfers$(109,026,015)
Total Net of Transfers$267,978,219
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
ORDINANCE APPROPRIATING FUNDS FOR THE 2014-2015 FISCAL
YEAR BUDGET FOR ROANOKE COUNTY, VIRGINIA
WHEREAS, upon notice duly published in the newspaper, a public hearing was
held on April 22, 2014, concerning the adoption of the annual budget for Roanoke
County for fiscal year 2014-2015; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, approved
said budget onMay27, 2014, pursuant to the provisions of Section 13.02 of the
Roanoke County Charter and Chapter 25 of Title 15.2 of the 1950 Code of Virginia, as
amended; and
WHEREAS, the first reading of this appropriation ordinance was held on May13,
2014, and the second reading of this ordinance was held on May 27,2014, pursuant to
the provisions of Section 18.04 of the Roanoke County Charter.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the following appropriations are hereby made from the respective funds
for the period beginning July 1, 2014, and ending June 30, 2015, for the functions and
purposes indicated:
2. That the County Administrator may authorize or delegate the authorization of
the transfer of any unencumbered balance or portion thereoffrom one department to
another.
County of Roanoke
Adopted FY 2014-2015 Budget
May 13, 2014
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County of Roanoke
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3. That all funded outstanding encumbrances, both operating and capital, at
June 30, 2014, are re-appropriated to the 2014-15 fiscal year to the same department
and account for which they are encumbered in the previous year.
4. That appropriations designated for capital projects will not lapse at the end of
the fiscal year but shall remain appropriated until the completion of the project or until
the Board of Supervisors,by appropriate action, changes or eliminates the
appropriation. Upon completion of a capital project, staff is authorized to close out the
project and transfer to the funding source any remaining balances. This section applies
to appropriations for Capital Projects at June 30, 2014, and appropriations in the 2014-
2015 budget.
5.That all school fund appropriationsremaining at the end of the 2013-2014
fiscal year not lapse but shall be appropriated to the School Capital Fund in fiscal year
2014-2015 as follows:
a.)Two-thirds of the year-end balance in the school operating fund will be
allocated to the Major School Capital Reserve;
b.)One-third of the year-end balance in the school operating fundwill be
allocated to the Minor School Capital Reserve;
6. That all General Fund unexpended appropriations at the end ofthe 2013-
2014fiscal year not lapse but shall be re-appropriated, as provided by Resolution
111213-12.e,as follows:
a) Thirty-five percent (35%) of these unexpended appropriations shall be
transferred to the un-appropriated Minor County Capital Fund Reserve;
b)Fifty-five percent (55%) of these unexpended appropriations shall be re-
appropriated to the same department for expenditure in fiscal year 2014-
2015.
c) Ten percent (10%) of the unexpended appropriations shall be
transferred to the Technology Reserve;
7. That all General Fundrevenues collected in excess of appropriated revenues
shall be re-appropriated, as provided by Resolution 122104-5, as follows:
a.)Revenues in excess of budget will first be allocated to the General Fund
Un-appropriated Balance, until the maximum amount for the current year
is met, as specified in the General Fund Un-appropriated Balance Policy,
as adopted by Resolution 061411-6.f;
b.)The remainder of revenues in excess of budget will then be allocated to
the MajorCounty Capital Fund Reserve.
8. Rescue fees collected by the Fire & Rescue Department in excess of
budgeted amounts will be re-appropriated and allocated to the Fire and Rescue Capital
Reserve.
9. Account balances remaining in the Fee Class collected by the Parks and
Recreation Department will be allocated to accounts as defined by the Fee Class
Accounts Procedure.
10.Account balances remaining in funds 111-175, 310, 510, 655, 700, 810, 814,
815, and 895 will carry over 100% and be re-appropriated to the individual funds.
11.That the Board anticipates receiving various grants, donations, and other
miscellaneous revenues. These anticipated funds are appropriated to the Grants Fund
for the various functions and purposes as provided therein, and said appropriation shall
be acknowledged and allocated to the appropriate fund upon approval by the Board on
the Consent Agenda.
12. This ordinance shall take effect July 1, 2014.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON MAY 27, 2014
ORDINANCEACCEPTING AND APPROPRIATINGGRANT FUNDS IN
THE AMOUNT OF $1,279,503 FROM THE FEDERAL REGIONAL
SURFACE TRANSPORTATION PROGRAM TO THE DEPARTMENT OF
COMMUNITY DEVELOPMENT FOR FISCAL YEARS 2014-2016 FOR
THE PLANTATION ROAD BICYCLE, PEDESTRIAN AND
STREETSCAPE IMPROVEMENT PROJECT
WHEREAS,on April 19, 2013, Roanoke County submitted a request to the
Roanoke Valley Area Metropolitan Planning Organization for Regional Surface
Transportation Program funds for thePlantation Road Bicycle, Pedestrian and
Streetscape Improvement Project; and
WHEREAS, on May 23, 2013, the Roanoke Valley Area Metropolitan Planning
Organization endorsed the Regional Surface Transportation Program project priorities
and six-year financial plan, which included $1,279,503in funds to Roanoke County for
the Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project; and
WHEREAS,on June 19, 2013, the Commonwealth Transportation Board
adopted the fiscal year 2014-2019 Six-year Improvement Program, which allocated the
Regional Surface Transportation Program funds; and
WHEREAS, these funds are scheduled to be allocated over three (3) fiscal years
from fiscal year 2014 through fiscal year 2016; and
WHEREAS, the grant award does not require matching funds from Roanoke
County;
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, the first reading of this ordinance was held on May 13, 2014, and the
Page 1 of 2
second reading was held on May 27, 2014.
BE IT ORDAINEDbythe Board of Supervisorsof Roanoke County, Virginia as
follows:
1.That the sum of $1,279,503is hereby appropriated from the Regional Surface
Transportation Program to the Department of Community Development for
fiscal years 2014-2016; and
2.The funds are to be allocated to the Plantation Road Bicycle, Pedestrian and
Streetscape Improvement Project; and
3.That appropriations designated for the Plantation Road Project will not lapse
at the end of the fiscal year but shall remain appropriated untilthe completion
of the project; and
4.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 MAY27, 2014
ORDINANCEACCEPTING AND APPROPRIATINGGRANT FUNDS IN
THE AMOUNT OF $511,130 FROM THE FEDERAL TRANSPORTATION
ALTERNATIVES PROGRAMTO THE DEPARTMENT OF COMMUNITY
DEVELOPMENT FOR FISCAL YEARS 2013-2014 FOR THE
PLANTATION ROAD BICYCLE, PEDESTRIAN AND STREETSCAPE
IMPROVEMENT PROJECT
WHEREAS,on January 22, 2013, the Board of Supervisorssubmitted a request
to the Commonwealth Transportation Boardfor Transportation AlternativeProgram
funds for thePlantation Road Bicycle, Pedestrian and Streetscape Improvement
Project; and
WHEREAS, on March 28, 2013, the Roanoke Valley Area Metropolitan Planning
Organization allocated$70,904 in Transportation Alternatives Program funds to
Roanoke County; and
WHEREAS, on June 19, 2013, the Commonwealth Transportation Board
allocated $338,000in Transportation Alternatives Program fundsto Roanoke County;
and
WHEREAS, the grant allocations totaling $511,130requirestwenty percent
(20%) matching fundsin the amount of $102,226from Roanoke County; and
WHEREAS, the County match of $102,226 is through a combination of in-kind
services of staff time, funds from the Economic Development Authority, funds from the
Roanoke County Public Private Partnershi, and potential right-of-way donation value;
and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
Page 1 of 2
WHEREAS, the first reading of this ordinance was held on May 13, 2014, and the
second reading was held on May 27, 2014.
BE IT ORDAINEDbythe Board of Supervisorsof Roanoke County, Virginia as
follows:
1.That the sum of $408,904is hereby appropriated from the Transportation
AlternativesProgram to the Department of Community Development for the
Plantation Road Project; and
2.That Roanoke County shall provide matching funds for the grantin the
amount of $102,226througha combination of in-kind services of staff time,
funds from the Economic Development Authority, funds from the Roanoke
County Public Private Partnership, and potential right-of-way donation value;
and
3.The funds are to be allocated to the Plantation Road Bicycle, Pedestrian and
Streetscape Improvement Project; and
4.That appropriations designated for the Plantation Road Project will not lapse
at the end of the fiscal year but shall remain appropriated until the completion
of the project;and
5.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, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE
AMOUNT OF $17,860.48 FROM THE ROANOKE VALLEY CAREER
CONSORTIUMTO THE ROANOKE COUNTY PUBLIC SCHOOLS FOR
DISSOLUTION OF THE CONSORTIUM
WHEREAS, The Roanoke Valley Career Consortium dissolvedin July 2013 by
unanimous vote of member organizations; and
WHEREAS, the balance of fundswasdistributed to the member organizations
based onmember organizationlevel and their annual contributions; and
WHEREAS, Roanoke County Public Schools received a sum of $17,860.48 as
their balance of fundsbased on their level and annual contribution, and
WHEREAS, the fundinghas been requested to be used for purchases of a
keyboarding program in the school computer labs as well as mandated software
upgrades, 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 May 13, 2014, and the
second reading was held on May 27, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $17,860.48is hereby accepted and appropriated to the
County School Board of Roanoke County.
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, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING GRANT FUNDS IN
THE AMOUNT OF $10,222.63 FROM THE VIRGINIA DEPARMENT OF
EDUCATION TO ROANOKE COUNTY PUBLIC SCHOOLS FOR
MENTOR TEACHER PROGRAMS
WHEREAS, Roanoke CountyPublic Schoolsreceived notification of a grant
award to implement and enhance the mentor teacher programs; and
WHEREAS, the allocated funds from the Virginia Department of Education are
based on a non-duplicated count of the number of teachers with zero years of
experiencesubmitted via an affidavit from the Roanoke County Public Schools for 2013-
2014; 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 May 13, 2014, and the
second reading was held on May 27, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $10,222.63is hereby accepted and appropriated to the
Roanoke County School Board for the Mentor Teacher Program.
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, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING $2,000 FROM THE
VIRGINIA DEPARTMENT OF EDUCATION TO ROANOKE COUNTY
PUBLIC SCHOOLS FOR THE SCIENCE, TECHNOLOGY,
ENGINEERING AND MATHMATICS (STEM) TEACHER RECRUITMENT
AND RETENTION INCENTIVE CONTINUING AWARDS
WHEREAS,The Virginia Department of Education funds the Science,
Technology, Engineering, and Mathematics (STEM) Teacher Recruitment and
Retention Incentive Continuing Awards; and
WHEREAS, The Virginia Department of Educationhas awarded a continuing
incentive of $1,000 toeacheligible recipientwho received the initial 2012-2013 school
year award; and
WHEREAS, the two (2) Roanoke County teacherswhoreceived the initial award
in 2012-2013school year have been selected to receive the continuing awardin 2013-
2014school year, and
WHEREAS,The Virginia Department of Education recognizes that the teacher
will be eligible to receive the award after completing a second year of teaching in an
assigned qualifying STEM subject and receive a satisfactory performance evaluation;
and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated byordinance; and
WHEREAS, first reading of this ordinance was held on May 13, 2014, and the
second reading was held on May 27, 2014.
Page 1 of2
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $2,000is hereby accepted and appropriated to the
Roanoke County School Board for the continuing incentivefrom the Virginia
Department of Education.
2.That this ordinance shall take effect from and after the date of adoption.
Page 2 of2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING$3,120 TO
ROANOKE COUNTY PUBLIC SCHOOLS FOR ELEMENTARY GIFTED
ANDTALENTED FOR THE 2013-2014 SCHOOL YEAR
WHEREAS, Roanoke CountyPublic Schools’ elementary gifted program offers to
students identified for the gifted program queries, unique experiences, explorations,
scientific discoveries and technological activities; and
WHEREAS, there is a fee charged to the students participating in the afterschool
QUEST activities; and
WHEREAS, based on previous fiscal yearsit is anticipated $3,120 will be
collected for the 2013-2014 school year; 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 May 13, 2014, and the
second reading was held on May 27, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum up to $3,120is hereby accepted and appropriated to the
Roanoke County School Board forQUEST activities.
2.That this ordinance shall take effect from and after the date of adoption.
Page 1 of 1
Q
ueries
U
nique experiences
E
xplorations
S
cientific discoveries
T
echnological endeavors
2013-2014
Grades 1-8
Roanoke County Public Schools
Gifted Program
Q.U.E.S.T. 2013-2014
stth
Grades 1-8
The gifted program is offering a number of Q.U.E.S.T. activities (all game related) for students in
This brochure describes the entire 2013-2014 school year’s offerings.
grades 1-8. You may
access it throughout the year on the gifted web page. There is one session for middle school
(grades 6-8), and it will be held at our central office on Cove Road. All other sessions will be held
at Glen Cove Elementary.
Registration forms are dated when received to ensure placement of those applying first. Once a
If your child is on a waiting list,
class has reached its capacity, a waiting list will be established.
you will be notified.Otherwise, you may assume that your child is enrolled for the
workshop.
If a class is full, and we have enough on a waiting list to repeat the class, we will
Please include a
make every effort to do so. You will be notified if repeat classes are scheduled.
clearly written
email address and/or a phone number on the registration form.
If a student is unable to attend an activity in which he or she has been enrolled, please notify the
Gifted Department office so a student on the waiting list will have the opportunity to participate in
the session. Students will be reimbursed if a workshop is unavailable and a substitute session
Reimbursement will not be made to those
cannot be agreed upon or if a session is canceled.
who register but do not attend a workshop.
Parents will provide transportation to and from the workshop sites. All students should be picked
up from workshops on time. Sometimes inclement weather interferes with scheduled workshops.
If in doubt about the status of a planned event, contact Dawn Bowyer at dbowyer@rcs.k12.va.us or
call 562-3900 ext 10225. Email is the best method for contact because resource teachers are
If schools are closed or close early
typically in their various schools during the school day.
due to inclement weather, Q.U.E.S.T. sessions will not be held.
Please submit the registration form (with emergency information completed legibly on the
back) payment in the appropriate amount (by check to Roanoke County Schools) for
andall
sessions you want your child to attend this year. Cash cannot be accepted.
Application and payment deadline: October 4, 2013
No reminders will be sent, so please keep a record of
the session(s) your child is attending.
Q.U.E.S.T. Registration Form
To enroll your child for a Q.U.E.S.T. activity, complete the following information:
()
Pleaseprint legibly
Student’s Name Date Received
(office use)
School Grade
Parent/Guardian’s Name
Home Phone Work Phone Cell Phone
Check the session(s) in which you would like your child to participate.
Scholarships available. Contact gifted department for information.
SessionTitleDates/TimesFee
Oct. 8 3:00-5:00
Create Your Own Computer Game (3 parts)
1 Oct. 12 9:00-12:00 $30.00
(Grades 4-5)
Oct. 15 3:00-5:15
Playground Games
Oct. 15 3:00-5:00 $10.00
(Grades 1-3)
2
Playground Games
3 Oct. 17 3:00-5:00 $10.00
Grades 4-5)
Oct. 22 3:00-5:00
Tabletop Games
4 Oct. 24 3:00-5:00
(Grades 1-3)
$30.00
Oct. 2 3:00-4:45
Computer Game Coding (2 parts)
Nov. 7 3:00-4:30
5 $20.00
(Grades 1-3)
Nov. 12 3:00-4:30
Abstract Games
6 Nov. 14 3:00-5:00 $10.00
(Grades 3-5)
Game Show (3 parts)
Feb. 4 3:00-5:30
(Grades 4-5)
Feb. 8 9:00-12:00
7 $30.00
Feb. 11 3:00-5:30
Games Around the World
8 March 4 3:00-5:00 $10
(Grades 1-3)
Games Around the World
9 March 6 3:00-5:00 $10.00
(Grades 4-5)
Minute to Win It
10 March 18 3:00-5:00 $10.00
(Grades 4-5)
Minute to Win It
11 April 1 3:00-5:00 $10.00
(Grades 1-3)
Team Building Games
12 April 28 4:30-6:30 $10.00
Grades 6-8)
(
*Also complete the required emergency information on back.
Application deadline: October 4, 2013
If you have any questions, please contact Dawn Bowyer
dbowyer@rcs.k12.va.us
(540) 562-3900 ext. 10225
Mail registration form and check (payable to Roanoke County Public Schools – Q.U.E.S.T) to:
Roanoke County Public Schools – Gifted Program
Q.U.E.S.T.
5937 Cove Road
Roanoke, Virginia 24019
REQUIRED EMERGENCY INFORMATION FOR ALL WORKSHOPS AND FIELD TRIPS
(PLEASE PRINT LEGIBLY)
Student's Name ___________________________________________ School ______________________________ Grade ___________
Address _______________________________________________________________________ Telephone __________________
Student’s Social Security No. _______________________________ Age __________ Date of Birth _____________________
Names of custodial parents/legal guardians ______________________________________________________________________
Mother’s/female guardian's work phone number ___________________________cell phone no.______________________________
Father’s/male guardian's work phone number _____________________________ cell phone no. ____________________________
Alternate contact name and phone number if neither parent/guardian can be reached:
_________________________________________________________________________________________________
List any medical conditions/allergies, dietary restrictions, etc. of which school staff should be aware:
______________________________________________________________________________________________
List prescription medication(s) that must be administered by the designated chaperone:
Dosage _____________________________ Time(s) to be given ___________________________________________________
Please list any over-the-counter medications you will permit your child to carry and take at his/her discretion.
_______________________________________________________________________________________________
No If yes, company name __________________________and policy no._________________
Private insurance: Yes
School Insurance: Yes No Last tetanus shot _______________
PARENTAL PERMISSION
_________________________________ has my permission to go on the field trip or take part in the activity(ies)
which I had indicated in the attached form. In granting my permission for my child to participate in the field trip or
activity(ies), I further agree to release and hold harmless the Roanoke County School Board and its officers,
agents and employees from liability for any accident, injury, illness or death, sustained by the above student in
connection with or while participating in the field trip or activity(ies) indicated on the attached form.
In the event of an illness or injury, I hereby consent to whatever x-ray, examination, anesthetic, medical,
surgical or dental diagnosis or treatment and hospital care from a licensed dentist, physician and/or surgeon as
deemed necessary for the student's safety and welfare. It is understood that the resulting expenses will be the
responsibility of the parent/guardian and not the Roanoke County School Board. I give permission and will accept
financial responsibility for my child to receive medications, and/or health procedures, and emergency care as
needed.
It is important that all families understand that should conditions in our country at the time of the trip be such that the
school administration believes the trip to be an unsafe destination, the trip will be canceled. While this would
indeed be unfortunate for all involved, we must make safety our first priority. Should this occur, the money paid
for the trip will not be refunded. Most of the costs associated with the trip must be paid in advance. Therefore, the
school will not have the money to refund. We will make every effort to recoup money spent. However, it is highly
unlikely that refunds will be issued.
Parent/Guardian's Signature ___________________________________________ Date ________________
Student's Signature __________________________________________________ Date ________________
During the current school year, Roanoke County Public Schools has my permission to use and distribute the name,
picture, voice, visual image, or opinions of this student in any school- related materials aired on television or
radio, or printed in local newspaper and/or in brochures published by RCPS.
Yes No
______________
Parent/Guardian's Signature ___________________________________________ Date __
-8
(Please note grade levels for each workshop!)
____
Session 1: Create Your Own Computer Game II (3 Parts)
(Grades 4-5)
Learn how to create and program a computer game using an internet application named Scratch,
invented and run by MIT for children (however, it is great for all ages!). Starting from "scratch" you will
create backgrounds, manipulate "sprites" (no, not the sodas!), add sound, and so much more, through
meticulous, detailed thinking...Oh, and it is awesomely addictive fun!
The first session will entail learning commands and practicing putting them together like Legos. During
the other sessions, students will be creating their own games and sharing them with everyone.
In this QUEST adventure students must have, and bring, an email address to the first session because a
login will be required to save and share projects. A user name is all that is shown online and the website
asks that users do NOT use their real names. As a bonus, pupils will be able to access their projects at
home where they can continue to work on them and create new ones! This class is just the beginning!
Please do not sign up for this QUEST activity if you know you will not be able to attend all 3
sessions.
Part 1
Location: Glen Cove Elementary Instructors: Debbie Dawson and Sue Bostic
Date: Oct. 8 Cost: $30 (total for all three parts)
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Part 2
Date: Oct. 12
Time: 9:00-12:00
Part 3
Date: Oct. 15
Time: 3:00-5:15
Session 2: Playground Games
(Grades 1-3)
Let’s have fun being active by playing some traditional playground games. After playing games for the first
half of class, students will then work in groups and create new playground games, using the materials
provided.
Location: Glen Cove Elementary Instructors: Lauren Cundiff and Dawn Bowyer
Date: October 15 Cost: $10
Wear non-marking tennis shoes
Time: 3:00-5:00 Special Instructions:
Session 3: Playground Games
(Grades 4-5)
Let’s have fun being active by playing some traditional playground games. After playing games for the first
half of class, students will then work in groups and create new playground games, using the materials
provided.
Location: Glen Cove Elementary Instructors: Lauren Cundiff and Dawn Bowyer
Date: October 17 Cost: $10
Wear non-marking tennis shoes
Time: 3:00-5:00 Special Instructions:
Session 4: Tabletop Games (3 Parts)
(Grades 1-3)
Enjoy some time playing and creating games with friends. On the first day, groups of students will play
various tabletop games and receive a design brief with criteria for creating their own game. They will be
asked to brainstorm ideas for their new game before they return for the second class. On day two, student
groups will share their ideas and create new tabletop games according to the criteria on the design brief and
using only the materials provided. On the third meeting day, groups will share and play their games
Please do not sign up for this QUEST activity if you know you will not be able to attend all 3
sessions.
Part 1
Location: Glen Cove Elementary Instructors: Lauren Cundiff and Dawn Bowyer
Date: Oct.22 Cost: $30 (total for all three parts)
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Part 2
Date: Oct. 24
Time: 3:00-5:00
Part 3
Date: Oct. 29
Time: 3:00-4:45
Session 5: Computer Game Coding (2 Parts)
(Grades 1-3)
Our children play many games on their computer and portable devices. This session will introduce the
concept of coding behind those games. Using a combination of activities, including some apps for iPad,
students will experiment with coding through game play.
Please do not sign up for this QUEST activity if you know you will not be able to attend both
sessions
Part 1
Location: Glen Cove Elementary Instructors: Debbie Dawson and Sue Bostic
Date: Nov. 7 Cost: $20 (total for both parts)
Time: 3:00-4:30 Special Instructions: Bring a snack and water.
Part 2
Date: Nov. 12
Time: 3:00-4:30
Session 6: Abstract Games
(Grades 3-5)
Spend an afternoon playing and learning about abstract games. Using the concept attainment strategy and
a matrix, students will play and analyze various abstract games in pairs. By the end of class, students will
write their own definition of an abstract game.
Location: Glen Cove ElementaryInstructors: Dawn Bowyer and Lynez Humphries
Date: Nov. 14 Cost: $10
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Session 7: Game Show
(Grades 4-5)
Participants will be divided into two groups for this activity. Each group will create a unique game show that
will be recorded for a later showing. Both groups will be involved in playing roles as game show entertainers
and contestants as well as learning how to enhance their video production by using sound effects, music
Please do not
and visual effects. Each participant will be given a DVD of the final game show performance.
sign up for this QUEST activity if you know you will not be able to attend all 3 sessions.
Part 1
Location: Glen Cove Elementary Instructors: Sue Bostic, Debbie Dawson, Debbie Bauer
Date: Feb. 4 Cost: $30 (total for all three parts)
Time: 3:00-5:30 Special Instructions: Bring a snack and water.
Part 2
Date: Feb. 8
Time: 9:00-12:00
Part 3
Date: Feb. 11
Time: 3:00-5:30
Session 8: Games Around the World
(Grades 1-3)
Join us to play, compare, and analyze games from various countries. Students will carry passports to
record information for each country’s game. We will discuss the objectives, strategies, and chance involved
in the games we play.
Location: Glen Cove Elementary Instructors: Lauren Cundiff and Dawn Bowyer
Date: March 4 Cost: $10
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Session 9: Games Around the World
(Grades 4-5)
Join us to play, compare, and analyze games from various countries. Students will carry passports to
record information for each country’s game. We will discuss the objectives, strategies, and chance involved
in the games we play.
Location: Glen Cove Elementary Instructors: Dawn Bowyer and Lauren Cundiff
Date: March 6 Cost: $10
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Session 10: Minute to Win It
(Grades 4-5)
Come try your hand at completing hands-on tasks with the added challenge of a one minute time frame.
Students will work in teams to attempt various challenges.
Location: Glen Cove Elementary Instructors: Dawn Bowyer and Sue Bostic
Date: March 18 Cost: $10
Time 3:00-5:00 Special Instructions: Bring a snack and water.
Session 11: Minute to Win It
(Grades 1-3)
Come try your hand at completing hands-on tasks with the added challenge of a one minute time frame.
Students will work in teams to attempt various challenges.
Location: Glen Cove Elementary Instructors: Dawn Bowyer and Sue Bostic
Date: April 1 Cost: $10
Time: 3:00-5:00 Special Instructions: Bring a snack and water.
Session 12: Team Building Activities
(Grades 6-8)
thth
Team building and leadership classes are being held with 6-8 graders once per nine weeks for the first
nine weeks of the 2013-2014 school year. This QUEST session is an extension of those classes. Students
will work together as they participate in creative problem solving activities and work to come up with unique
solutions.
Location: Central Office (5937 Cove Rd) Instructors: Gifted Resource Teachers
Room E
Date: April 28 Cost: $10
Time: 4:30-6:30 Special Instructions: Bring a snack and water.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
ORDINANCE ACCEPTING AND APPROPRIATING DONATIONS IN
THE AMOUNT OF $250FROM CITIZENS DONATING IN THE MEMORY
OF MR. MICHAEL H. FARISS FOR 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 $250will 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 May 13, 2014, and the
second reading was held onMay 27, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $250is 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
K
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY,MAY 27, 2014
RESOLUTION APPROVINGAND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM K- 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 May 27, 2014,
designated as Item K - Consent Agenda be, and hereby is, approved and concurred in as
to each item separately set forth in said section designated Items 1 through 3 inclusive, as
follows:
1.Approval of minutes – April 8, 2014
2.Confirmation of appointments of the Court Community Corrections Alcohol
Safety Action Policy Board; Parks, Recreation and Tourism Advisory
Commission; Planning Commission; Roanoke Valley-Alleghany Regional
Commission; Roanoke Valley Area Metropolitan Planning Organization;
Roanoke Valley Regional Juvenile Detention Commission; Virginia’s First
Regional Industrial Facility Authority
3.Request for donation of surplus vehicle to the Town of Pulaski, Virginia
4.Request to accept a donated vehicle from the Western Virginia Regional Jail
for use by the Sheriff’s office
Page 1 of 1
ACTION NO.___________________
ITEM NUMBER______O-7_________
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: May 27, 2014
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
30-Apr-14
SUMMARY OF INFORMATION:
CASH INVESTMENT:
SUNTRUST CON3,830,654.853,830,654.85
GOVERNMENT:
SCOTT STRINGFELLOW CONTRA21,943.00
SCOTT STRINGFELLOW 42,013,659.95
WELLS FARGO18,428,571.42
WELLS FARGO CONTRA(41,560.00)60,422,614.37
LOCAL GOV'T INVESTMENT POOL:
GENERAL OPERATION 8,167,978.198,167,978.19
MONEY MARKET:
BRANCH BANKING & TRUST1,079,627.38
SCOTT STRINGFELLOW - JAIL1,102,108.24
SCOTT STRINGFELLOW 20,644,867.38
STELLAR ONE3,063,145.90
VALLEY BANK2,501,743.60
WELLS FARGO956,298.5229,347,791.02
TOTAL
101,769,038.43
05/27/2014
R
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, theBoard 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.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
RESOLUTION SUPPORTING CONGRESSIONAL ACTION TO ENACT
LEGISLATION THAT PROMOTES FAIRNESS FOR BRICK AND
MORTAR AND INTERNET BUSINESSES WITHIN ROANOKE COUNTY
WHEREAS, local retailers have been hurt in recent years by online and catalog
purchases by customers who believe they get a discount by not paying sales tax, and
WHEREAS, a brick and mortar retailer collects the sales tax at the time of purchase in a
store, but the responsibility for paying the tax from a remote online purchase shifts to
the Internet customer who should pay the sales tax when filing an annual state tax
return;and
WHEREAS, most taxpayers are not aware of the responsibility to remit these
taxes;and
WHEREAS, State and local governments do not have a mechanism to collect
such Internet sales taxand thus put retailers located in Roanoke County at a five point
three percent (5.3%) competitive price disadvantage to remote sellers;and
WHEREAS, the current taxation system creates a confusing sales tax payment
system; and
WHEREAS, local brick and mortar retailers serve as a foundation of the local
economyand are permanent, engaged members of the community who employ County
citizens and support the local community.
NOW, THEREFORE, BE IT RESOLVED, that the Roanoke County Board of
Supervisors does hereby encourage Congress to enact appropriate legislation
consistent with the seven principles defined by the House Judiciary Committee to help
Page 1 of 2
level the playing field between brick-and-mortar retailers and remote online competitors;
and
FURTHERMORE, BE IT RESOLVED, That the Clerk to the Board of Supervisors
isdirected to send an attested copy of this resolution to the appropriate federal
representatives for Roanoke County
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 MAY 27, 2014
ORDINANCEAUTHORIZING THE ISSUANCE OF NOT TO EXCEED
20,000,000GENERAL OBLIGATION SCHOOL BOND OF THECOUNTY
$
OF ROANOKE, VIRGINIA, TO BE SOLD TO THEVIRGINIA PUBLIC
SCHOOL AUTHORITY AND PROVIDINGFOR THE FORM AND DETAILS
THEREOF
WHEREAS, the Board of Supervisors (the "Board") of the County of Roanoke,
Virginia (the "County"), has determined that it is necessary and expedient to borrow an
amount not to exceed $20,000,000 and to issue its general obligation school bond (as
more specifically defined below, the "Local School Bond") for the purpose of financing
(a) capital school improvement projects for public school purposes(collectively, the
"Project"), consisting primarily of the renovation of Glenvar HighSchool and (b) costs of
issuing the Local School Bond;and
WHEREAS, the County held a public hearing, duly noticed, on May 27, 2014, on
the issuance of the LocalSchool Bond in accordance with the requirements of Section
15.2-2606, Code of Virginia 1950, as amended (the "Virginia Code"); and
WHEREAS, the School Board of the County has, by resolution, requested the
Board to authorize the issuance of the Local School Bond and consented to the issuance
of the Local School Bond; and
WHEREAS, Virginia Public School Authority ("VPSA") has offered to purchase the
Local School Bond along with the local school bonds of certain other localities with a
portion of the proceedsof certain bonds to be issued by VPSA (the "VPSA Bonds");and
Page 1 of 12
WHEREAS, the Bond Sale Agreement (as defined below) shall indicate that
$20,000,000is the amount of proceeds requested (the "Proceeds Requested") from VPSA
in connection with the sale of the Local School Bond;and
WHEREAS, VPSA's objective is to pay the County a purchase price for the Local
School Bond which, in VPSA's judgment, reflects the Local School Bond's market value
(the "VPSA Purchase Price Objective"), taking into consideration of such factors as the
amortization schedule the County has requested for the Local School Bond relative to the
amortization schedules requested by other localities, the purchase price to be received by
VPSA from the sale of the VPSA Bonds and other market conditions relatingto the sale of
the VPSA Bonds;and
WHEREAS, such factors may result in the Local School Bond having a purchase
price other than par and consequently (i) the County may have to issue the Local School
Bond in a principal amount that is greaterthan or less than the Proceeds Requested in
order to receive an amount of proceeds that is substantially equal to the Proceeds
Requested, or (ii) if the maximum authorized principal amount of the Local School Bond
set forth in section 1 below does not exceed the Proceeds Requested by at least the
amount of any discount, the purchase price to be paid to the County, given the VPSA
Purchase Price Objective and market conditions, will be less than the Proceeds
Requested; and
WHEREAS, the first reading of this ordinance was held on May 13, 2014 and the
second reading of this ordinance was held on May 27, 2014.
NOW, THEREFORE, BE IT ENACTED BY THE BOARD OF SUPERVISORS OF
THE COUNTY OF ROANOKE, VIRGINIA:
Page 2 of 12
1.Authorization of Local School Bond and Use of Proceeds
. The Board
hereby determines that it is advisable to contract a debt and issue and sell its general
obligation school bond in an aggregate principal amount not to exceed $20,000,000(the
"Local School Bond") for the purpose of financing the Project. The Board hereby
authorizes the issuance and sale of the Local School Bond in the form and upon the
terms established pursuant to this Ordinance. The Board hereby accepts the proceeds
of this Local School Bond and appropriates these proceeds and $2,255,000 from debt
fund reserves to the School Board for the Project.
2.Sale of the Local School Bond
. The sale ofthe Local School Bond,
within the parameters set forth in paragraph 4 of this Ordinance, to VPSA is authorized.
Given the VPSA Purchase Price Objective and market conditions, the County
acknowledges that the limitation on the maximum principal amount on the Local School
Bond set forth in paragraph 1 of this Ordinancerestricts VPSA's ability to generate the
Proceeds Requested, however, the Local School Bond may be sold for a purchase
price not lower than 95% of the Proceeds Requested. The Chairman of theBoard, the
County Administrator, or either of them (each a "Delegate") and such other officer or
officers of the County as either may designate are hereby authorized and directed to
enter into an agreement with VPSA providing for the sale of the Local School Bond to
VPSA (the "Bond Sale Agreement"). The Bond Sale Agreement shall be in substantially
the form submitted to the Board at this meeting, which form is hereby approved.
3.Details of the Local School Bond
. The Local School Bond shall be dated
16 daysprior to the date of its issuance and delivery or such other date designated by
VPSA; shall be designated "General Obligation School Bond, Series 2014"; shall bear
interest from its dated date payable semi-annually on each January 15 and July 15
beginningon a date designated by VPSA(each an "Interest Payment Date"), at the rates
established in accordance with paragraph 4 of this Ordinance; and shall mature on July 15
in the years (each a "Principal Payment Date") and in the amount acceptable to a
Delegate (the "Principal Installments"), subject to the provisions of paragraph 4 of this
Ordinance.
4.Interest Rates and Principal Installments
.Each Delegate is hereby
authorized and directed to accept the interest rates on the Local School Bond established
by VPSA, provided that each interest rate shall be five one-hundredths of one percent
(0.05%) over the interest rate to be paid by VPSA for the corresponding principal payment
date of the VPSA Bonds, a portion of the proceeds of which will be used to purchase the
Local School Bond, and provided further that the true interest cost of the Local School
Bond does not exceed five and fifty one-hundredths percent (5.50%) per annum. The
Interest Payment Dates and the Principal Installments are subject to change at the request
of VPSA. Each Delegate is hereby authorized and directed to accept changes in the
Interest Payment Dates and the Principal Installments at the request of VPSA based on
the final term to maturity of the VPSA Bonds, requirements imposed on VPSA bythe
nationally-recognized rating agencies and the final principal amount of the Local School
Bond; provided, however, that the principal amount of the Local School Bond shall not
exceed the amount authorized by this Ordinanceand the final maturity date of the Local
Page 3 of 12
School Bond may not be later than 21years after the issuance thereof. The execution and
delivery of the Local School Bond as described in paragraph 8 hereof shall conclusively
evidence the approval and acceptance of all of the details of the Local School Bond by the
Delegate as authorized by this Ordinance.
5.Form of the Local School Bond
. The Local School Bond shall be initially
in the form of a single, temporary typewritten bond substantially in the form attached
hereto as ExhibitA.
6.Payment; Paying Agent and Bond Registrar
. The following provisions
shall apply to the Local School Bond:
For as long as VPSA is the registered owner of the Local School
E
Bond, all payments of principal, premium, if any, and interest on the Local School Bond
shall be made in immediately available funds to VPSA at, or before 11:00 a.m. on the
applicable Interest Payment Date, Principal Payment Date or date fixed for prepayment
or redemption, or if such date is not a business day for Virginia banks or for the
Commonwealth of Virginia, then at or before 11:00 a.m. on the business day next
succeeding such Interest Payment Date, Principal Payment Date or date fixed for
prepayment or redemption.
All overdue payments of principal and, to the extent permitted by law,
F
interest shall bear interest at the applicable interest rate or rates on the Local School
Bond.
U.S. Bank National Association,Richmond, Virginia, is designated as
G
Bond Registrar and Paying Agent for the Local School Bond.
7.Prepayment or Redemption
.With respect to any Local School Bond
sold to VPSA in the Fall 2014 sale, the Principal Installments of the Local School Bond
held by VPSA coming due on or before July 15, 2024, and the definitive bond for which the
Local School Bond held by VPSA may be exchanged that mature on or before July 15,
2024, are not subject to prepayment or redemption prior to their stated maturities. The
Principal Installments of the Local School Bond held by VPSA coming due on or after July
15, 2025, and the definitive bond(s) for which the Local School Bond held by VPSA may
be exchanged that mature on or after July 15, 2025, are subject to prepayment or
redemption at the option of the County prior to their stated maturities in whole or in part, on
any date on or after July 15, 2024, upon payment of the prepayment or redemption prices
(expressed as percentages of Principal Installments to be prepaid or the principal amount
of the Local School Bond to be redeemed) set forth below plus accrued interest to the date
set for prepayment or redemption:
Page 4 of 12
Dates Prices
July 15, 2024 through July 14, 2025 101%
July 15, 2025 through July 14, 2026 100½
July 15, 2026 and thereafter 100
Provided,however, that the Local School Bond shall not be subject to prepayment
or redemption prior to their stated maturities as described above without first obtaining the
written consent of VPSA or other registered owner of the Local School Bond. Notice of
any such prepayment or redemption shall be given by the Bond Registrarto VPSA or
other registered owner by registered mail not more than ninety (90) and not less than sixty
(60) days before the date fixed for prepayment or redemption.
With respect to any Local School Bond sold to VPSA in asubsequent sale, the
Principal Installments of such Local School Bonds will be subject to similar prepayment or
redemption provisions as may be set forth by VPSA at the time of such sale.
8.Execution of the Local School Bond
. The Chairman or Vice Chairman
and the Clerk or any Deputy Clerk of the Board are authorized and directed to execute
and deliver the Local School Bond and to affix the seal of the County thereto.
9.Pledge of Full Faith and Credit
. For the prompt payment of the principal
of, premium, if any, and the interest on the Local School Bond as the same shall become
due, the full faith and credit of the County are hereby irrevocably pledged, and in each
year while any portion of the Local School Bond shall be outstanding there shall be levied
and collected in accordance with law an annual advaloremtax upon all taxable property in
the County subject to local taxation sufficient in amount to provide for the payment of the
principal of and premium, if any, and the interest on the Local School Bond as such
principal, premium, if any, and interest shall become due, which tax shall be without
limitation as to rate or amount and in addition to all other taxes authorized to be levied in
the County to the extent other funds of the County are not lawfully available and
appropriated for such purpose.
10.Use of Proceeds Certificate and Tax Compliance Agreement
. The
Chairman of the Board, the County Administrator and such other officer or officers of the
County or the School Board as either may designate are hereby authorized and directed to
execute and deliver on behalf of the Countya Use of Proceeds Certificate and Tax
Compliance Agreement (the "Tax Compliance Agreement") setting forth the expected use
and investment of the proceeds of the Local School Bond and containing such covenants
as maybe necessary in order to show compliance with the provisions of the Internal
Revenue Code of 1986, as amended (the "Code"), and applicable regulations relating to
the exclusion from gross income of interest on the VPSA Bonds. The Board covenants on
behalf of the County that (i) the proceeds from the issuance and sale of the Local School
Bond will be invested and expended as set forth in such Tax Compliance Agreement and
that the County shall comply with the other covenants and representations contained
therein and (ii) the County shall comply with the provisions of the Code so that interest on
Page 5 of 12
the VPSA Bonds will remain excludable from gross income for federal income tax
purposes.
11.State Non-Arbitrage Program; Proceeds Agreement
. The Board hereby
determines that it is in the best interests of the County to authorize and direct the County
Treasurerto participate in the State Non-Arbitrage Program in connection with the Local
School Bond. The Chairman of the Board,the County Administratorand such officer or
officers of the County as either may designate are hereby authorized and directed to
execute and deliver a Proceeds Agreement with respect to the deposit and investment of
proceeds of the Local School Bond by and among the County, the other participantsin the
sale of the VPSA Bonds, VPSA, the investment manager and the depository, substantially
in the form submitted to the Board at this meeting, which form is hereby approved.
12.Continuing Disclosure Agreement
. The Chairman of the Board, the
County Administrator and such other officer or officers of the County as either may
designate are hereby authorized and directed to execute a Continuing Disclosure
Agreement, as set forth in Appendix F to the Bond Sale Agreement, setting forth the
reports and notices to be filed by the County and containing such covenants as may be
necessary in order to show compliance with the provisions of the Securities and Exchange
Commission Rule 15c2-12, under the Securities Exchange Act of 1934, as amended, and
directed to make all filings required by Section 3 of the Bond Sale Agreement should the
County be determined by VPSA to be a MOP (as defined in the Bond Sale Agreement).
13.Refunding.
The Board hereby acknowledges that VPSA may issue
refunding bonds to refund any bonds previously issued by VPSA, including the VPSA
Bonds issued to purchase the Local School Bond, and that the purpose of such refunding
bonds would be to enable VPSA to pass on annual debt service savings to the local
issuers, including the County. Each of the Delegates is authorized to execute and deliver
to VPSA such allonge to the Local School Bond, revised debt service schedule, IRS Form
8038-G or such other documents reasonably deemed necessary by VPSA and VPSA's
bond counsel to be necessary to reflect and facilitate the refunding of the Local School
Bond and the allocation of the annual debt service savings to the County by VPSA. The
Clerk to the Board of Supervisors is authorized to affix the County's seal on any such
documents and attest or countersign thesame.
14.Filing of Ordinance
. The appropriate officers or agents of the County are
hereby authorized and directed to cause a certified copy of this Ordinanceto be filed with
the Circuit Court of the County.
15.Election to Proceed under Public Finance Act
. Inaccordance with
Section 15.2-2601 of the Virginia Code, the Board elects to issue the Local School Bond
pursuant to the provisions of the Public Finance Act of 1991, Chapter 26 of Title 15.2 of
the Virginia Code.
16.Further Actions
. The members of the Boardand all officers, employees
and agents of the County are hereby authorized to take such action as they or any one of
them may consider necessary or desirable in connection with the issuance and sale of the
Page 6 of 12
Local School Bond and otherwise in furtherance ofthis Ordinanceand any such action
previously taken is hereby ratified and confirmed.
17.Effective Date
. This Ordinanceshall take effect immediately.
* * *
Page 7 of 12
EXHIBIT A
(FORM OF TEMPORARY BOND)
NO. TR-1 $___________
UNITED STATESOF AMERICA
COMMONWEALTH OF VIRGINIA
COUNTY OF ROANOKE
General Obligation School Bond
Series 2014
Dated Date: _____________ [16 days prior to issuanceof VPSA Bonds], 20__
COUNTY OF ROANOKEVIRGINIA
The ,(the "County"), for value received,
VIRGINIA PUBLIC
hereby acknowledges itself indebted and promises to pay to the
SCHOOL AUTHORITY
the principal amount of _____________ DOLLARS
($__________), in annual installments in the amounts set forth on Schedule I attached
hereto payable on July 15, 20__ and annually on July 15 thereafter to and including July
15, 20__ (each a "Principal Payment Date"), together with interest from the dated date
of this Bond on the unpaid installments, payable semi-annually on January 15 and July
15 of each year, commencing on __________15, 20__(each an "Interest Payment
Date"; together with any Principal Payment Date, a "Payment Date"), at the rates per
annum set forth on Schedule I attached hereto, subject to prepayment or redemption as
hereinafter provided. Principal ofand interest and premium, if any, on this Bond are
payable in lawful money of the United States of America.
For as long as the Virginia Public School Authority is the registered owner of this
Bond, U.S. Bank National Association, as bond registrar (the "Bond Registrar"), shall make
all payments of the principal of and interest and premium, if any, on this Bond, without the
Page 8 of 12
presentation or surrender hereof, to the Virginia Public School Authority, in immediately
available funds at or before 11:00 a.m. on the applicable Payment Date or date fixed for
prepayment or redemption. If a Payment Date or date fixed for prepayment or redemption
is not a business day for banks in the Commonwealth of Virginia or for the Commonwealth
of Virginia, then the payment of theprincipal of and interest and premium, if any, on this
Bond shall be made in immediately available funds at or before 11:00 a.m. on the
business day next succeeding the scheduled Payment Date or date fixed for prepayment
or redemption. Upon receipt by the registered owner of this Bond of said payments of
principal, premium, if any, and interest, written acknowledgment of the receipt thereof shall
be given promptly to the Bond Registrar, and the County shall be fully discharged of its
obligation on this Bond to the extent of the payment so made. Upon final payment, this
Bond shall be surrendered to the Bond Registrar for cancellation.
The full faith and credit of the County are irrevocably pledged for the payment of the
principal of and the premium, if any, and interest on this Bond. The ordinanceenactedby
the Board of Supervisors authorizing the issuance of this Bond provides, and Section 15.2-
2624, Code of Virginia 1950, as amended (the "Virginia Code"), requires, that there shall
be levied and collected an annual tax upon all taxable property in the County subject to
local taxation sufficient to provide for the payment of the principal of and interest and
premium, if any, on this Bond as the same shall become due which tax shall be without
limitation as to rate or amount and shall be in addition to all other taxes authorized to be
levied in the County to the extent other funds of the County are not lawfully available and
appropriated for such purpose.
Page 9 of 12
This Bond is duly authorized and issued in compliance with and pursuant to the
Constitution and laws of the Commonwealth of Virginia, including the Public Finance Act of
1991, Chapter 26, Title 15.2 of the Virginia Code,an ordinance duly enactedby the Board
of County Supervisors of the County and a resolution duly adopted by the School Board of
the County to provide funds for capital projects for school purposes.
This Bond may be exchanged without cost, on twenty (20) days written notice from
the Virginia Public School Authority, at the office of the Bond Registrar on one or more
occasions for one or more temporary bonds or definitive bonds in marketable form and, in
any case, in fully registered form, in denominations of $5,000 and whole multiples thereof,
and having an equal aggregate principal amount, having principal installments or
maturities and bearing interest at rates corresponding to the maturities of and the interest
rates on the installments of principal of this Bond then unpaid. This Bond is registered in
the name of the Virginia Public School Authority on the books of the County kept by the
Bond Registrar, and the transfer of this Bond may be effected by the registered owner of
this Bond only upon due execution of an assignment by such registered owner. Upon
receipt of such assignment and the surrender of this Bond, the Bond Registrar shall
exchange this Bond for definitive bonds as hereinabove provided, such definitive bonds to
be registered on such registration books in the name of the assignee or assignees named
in such assignment.
The principal installments of this Bond coming due on or before July 15, 20__and
the definitive bonds for which this Bond may be exchanged that mature on or before July
15, 20__, are not subject to prepayment or redemption prior to their stated maturities. The
principal installments of this Bond coming due on or after July 15, 20__, and the definitive
Page 10of 12
bonds for which this Bond may be exchanged that mature on or after July 15, 20__, are
subject to prepayment or redemption at the option of the County prior to their stated
maturities in whole or in part, on any date on or after July 15, 20__, upon payment of the
prepayment or redemption prices (expressed as percentages of principal installments to
be prepaid or the principal amount of this Bond to be redeemed) set forth below plus
accrued interest to the date set for prepayment or redemption:
Dates Prices
July 15, 20__through July 14, 20__ 101%
July 15, 20__ through July 14, 20__ 100½
July 15, 20__and thereafter 100
Provided,however, that the principal installments on this Bond shall not be
subject to prepayment or redemption prior to their stated maturities as described above
without the prior written consent of VPSA or other registered owner of this Bond. Notice
of any such prepayment or redemption shall be given by the Bond Registrar to VPSA or
other registered owner by registered mail not more than ninety (90) and not less than
sixty (60) days before the date fixed for prepayment or redemption.
All acts, conditions and things required by the Constitution and laws of the
Commonwealth of Virginia to happen, exist or be performed precedent to and in the
issuance of this Bond have happened, exist and have been performed in due time, form
and manner as so required, and this Bond, together with all other indebtedness of the
County, is within every debt and other limit prescribed by the Constitution and laws of the
Commonwealth of Virginia.
Page 11of 12
ASSIGNMENT
FOR VALUE RECEIVED, the undersigned sells, assigns and transfers unto
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
(PLEASE PRINT OR TYPEWRITE NAME AND ADDRESS, INCLUDING ZIP CODE, OF
ASSIGNEE)
PLEASE INSERT SOCIAL SECURITY OR OTHER
IDENTIFYING NUMBER OF ASSIGNEE: ____________________________
the within Bond and irrevocably constitutes and appoints
__________________________________________________ attorney to exchange said
Bond for definitive bonds in lieu of which this Bond is issued and to register the transfer of
such definitive bonds on the books kept for registration thereof, with full power of
substitution in the premises.
Date:
Registered Owner
Signature Guaranteed:
(NOTICE: The signature above must
correspond with the name of the
(NOTICE: Signature(s) must be Registered Owner as it appears on the
guaranteed by an "eligible guarantor front of this Bond in every particular,
institution" meeting the requirementswithout alteration or change.)
of the Bond Registrar which
requirements will include Membership or
participation in STAMP or such other
"signature guarantee program" as may
be determined by the Bond Registrar in
addition to, or in substitution for, STAMP,
all in accordance with the Securities
Exchange Act of 1934, as amended.
Page 12of 12
T-2
PETITIONER: Airport Road Holdings II, LLC
CASE NUMBER: 6-5/2014
st
Board of Supervisors Consent 1Reading Date:April 22, 2014
Planning Commission Hearing Date:May 6, 2014
nd
Board of Supervisors Hearing & 2Reading Date:May 27, 2014
A.REQUEST
To amend proffered conditions accepted for the Suncrest Development in aHigh
Density Multi-Family ResidentialDistrict(R-4C), ontwo parcels located at 6044
Peters Creek Road at Airport Road in the HollinsMagisterial District.
B.CITIZEN COMMENTS
Nocitizensspokeonthis petition.
C.SUMMARY OF COMMISSION DISCUSSION
Mary Zirklesummarized the staff report.Robert Fralin, applicant,presented an
overview of the proposed change and how it was an adjustment to market
conditions for the multi-family housing market. He stated the change would
produce more green space and less traffic with the number of bedrooms.
Commissioner Jarrell noted the request isa good project and he was in favor of
the additional open space.Mr. James asked for clarification on the buffer at
Nover and Vivian avenues andonthe required 25-foot rear setback for
townhouse versus multi-family dwellinguses. Mr. James made a declaration that
his company has a contract with the applicant but is not involved in the Suncrest
project.
D.PROFFERED CONDITIONS
1.The developer hereby proffers substantial conformance with the "Suncrest
Masterplan", prepared by Balzer and Associates, Inc. dated 3/17/2014.
2.The developer proffers a maximum of 115 residential units for the R-4 portion
of the subject property.
3.There will be no vehicular access from Vivian Avenue to the subject parcel.
4.Signage for the Suncrest community will be provided by a monument style
sign not to exceed 8' in height and 15' in width and be in compliance with
Section 30-93 Signs of the Roanoke County Zoning Ordinance.
5.Site and parking lot lighting shall be provided utilizing residential post top
mounted fixtures.
6.A 15' buffer yard shall be provided along the eastern property line and a
portion of the northern property line as indicated in Section 30-92-6 of the
Roanoke County Zoning Ordinance.
7.The community walking trail shall be a minimum of 5' in width and be
constructed of asphalt, concrete, or a crushed stone material to be completed
with each residential phaseof construction.
8.The developer hereby proffers substantial conformance with the "Suncrest
Multifamily Residential Development Front Elevation", prepared by Balzerand
Associates, Inc. dated 4/15/2014.
9.The only construction entrance for this development shall be from Peters
Creek Road.
E.COMMISSION ACTION
Mr. Jarrellmade a motion to recommend approval of the petitionto amend
accepted proffered conditions with the 9conditionsprofferedfor the requested
change in use type.The motion passed 4-0.
F.DISSENTING PERSPECTIVE
None.
G.ATTACHMENTS:XConcept PlanXRelatedMaps
XStaff ReportXOther
Philip Thompson, Secretary
Roanoke County Planning Commission
STAFF REPORT
Petitioner: Airport Road Holdings II, LLC for Suncrest Community
Request: Amend Conditions Voluntarily Proffered and Accepted with Board
Ordinance 102709-5 (Case number 6-5/2014)
Location: 6044 Peters Creek Road
MagisterialHollins District
District:
Proffered
1. The developer hereby proffers substantial conformance with the
Conditions
"Suncrest Masterplan", prepared by Balzer and Associates, Inc. dated
(4/24/2014):3/17/2014.
2. The developer proffers a maximum of 115 residential units for the R-4
portion of the subject property.
3. There will be no vehicular access from Vivian Avenue to the subject
parcel.
4. Signage for the Suncrest community will be provided by a monument
style sign not to exceed 8' in height and 15' in width and be in
compliance with Section 30-93 Signs of the Roanoke County Zoning
Ordinance.
5. Site and parking lot lighting shall be provided utilizing residential post
top mounted fixtures.
6. A 15' buffer yard shall be provided along the eastern property line and a
portion of the northern property line as indicated in Section 30-92-6 of
the Roanoke County Zoning Ordinance.
7. The community walking trail shall be a minimum of 5' in width and be
constructed of asphalt, concrete, or a crushed stone material to be
completed with each residential phase of construction.
8. The developer hereby proffers substantial conformance with the
"Suncrest Multifamily Residential Development Front Elevation",
prepared by Balzer and Associates, Inc. dated 4/15/2014.
9. The only construction entrance for this development shall be from
Peters Creek Road.
EXECUTIVE SUMMARY:
Airport Road Holdings II, LLC is seeking to amend voluntarily proffered conditions accepted
with Board of Supervisors’ ordinance 102709-5 for rezoning project 7-6/2009 on Peters Creek
Road at Airport Road. The property in question was rezoned to High-Density Multi-Family
Residential with Conditions (R-4C) on October 27, 2009 with 10 proffered conditions. The uses
listed on the master plan included townhouses and multi-family dwellings (apartments). The
applicant proposes to change the approved townhouse use to entirely multi-family dwellings. A
change in density from what was approved is not proposed.
1
This site is designated as Transition future land use in the 2005 Comprehensive Plan. The
Transition designation encourages the orderly development of highway frontage parcels.
Transition areas generally serve as developed buffers between highways and nearby or
adjacent lower-intensity development. The Land Use Types specified in this category include
“Multifamily Residential” “garden apartments” with a density range of 12 to 24 units per acre.
Transition also lists townhouses with a density of 6 units or more per acre in a planned
community.
1. APPLICABLE REGULATIONS
The Roanoke County Zoning Ordinance defines a “Multi-family Dwelling” as “A building
or portion thereof which contains three (3) or more dwelling units for permanent
occupancy, regardless of the method of ownership. Included in the use type would be
garden apartments, low and high rise apartments, apartments for elderly housing and
condominiums.” In contrast, the Townhouse residential use is defined as “A grouping of
three (3) or more attached single family dwellings in a row in which each unit has its own
front and rear access to the outside, no unit is located over another unit, and each unit is
separated from any other unit by one (1) or more common walls.”
Both uses are allowed by right in the R-4 zoning district. General and zoning district-
specific development standards required for each use are found in Article IV (attached).
The standards set the minimum area required for each unit, for minimum open space
and recreational areas, and setbacks and densities.
Roanoke County site development review will be required. The original site plan was
approved on September 20, 2013 and will need to be amended in order to be reviewed
for any changes that may be approved with this request.
Section 30-15-4 of the Zoning Ordinance allows an applicant to request an amendment
to voluntarily proffered conditions that were accepted with a zoning amendment. The
original conditions reference a master plan that illustrates and lists townhouse use as
well as multi-family dwelling use. The requested change would replace townhouses with
multi-family dwellings. In addition, the conditions reference a rendering of the buildings
proposed, which are requested to be amended to reflect the new building elevation
rendering. Public hearings are to be held per Section 30-15-4(B).
2. ANALYSIS OF EXISTING CONDITIONS
Background – The Suncrest community development was the subject of a rezoning
approved in 2009. With the rezoning to R-4C, 10 conditions were proffered for the final
master plan dated August 31, 2009, which included townhouse and multi-family dwelling
use types, density, site features and access. The Airport Overlay zoning district is also
present on the two parcels and has not changed.
In this current request, the applicant proposes to change the proffered master plan
(original Proffered Condition 1) to replace four townhouse buildings shown along the
Vivian Avenue parcel line with two multi-family buildings (24-unit and 12-unit). With this
change in use type, proffered building elevations (original Proffer 8) must also change to
2
reflect the proposed 12-unit building that was not shown on the proffered graphic dated
September 16, 2009.
This site is currently undergoing construction for the multi-family dwellings, roads and
amenities approved with the R-4C rezoning and approved site plan # SB-1001457. The
County received the proffered 5.5 acre-parcel from the developer for the floodway and
stormwater facility (original Proffer 9).
Topography / Vegetation – The site is being graded for the roads and structures in the
development. The site is lower in elevation than Nover and Vivian avenues. The
property has been cleared of vegetation.
Surrounding Neighborhoods – The two parcels are bordered on the north by Carriage
Park, to the northeast by Vivian Avenue and Dwight Hill subdivisions, to the south by the
Villas of the Valley, to the west by Waterford, and to the east by commercial parcels
fronting on Peters Creek Road. The West Fork of Carvin Creek separates the project
area from Waterford and Villas of the Valley.
Nover Avenue is being extended into the site to meet VDOT Secondary Street
Acceptance Requirements for connectivity. Nover provides access to Archcrest Drive,
which leads to Peters Creek Road at the signalized Airport Road intersection.
3.ANALYSIS OF PROPOSED DEVELOPMENT
Site Layout / Architecture – The proposed layout indicates the replacement of four two-
story townhouse buildings with two three-story multi-family (apartment) buildings. The
townhouse buildings provided 36 units. The two proposed apartment buildings are
shown as a 24-unit building and a 12-unit building, for a total of 36 units. Three of the
townhouse buildings were adjacent to the Vivian Avenue property line and are now
replaced with the 12-unit building, dumpster and undefined open area (plan dated
3/17/2014).
An elevation rendering of the 24-unit building was originally proffered and has been
proffered again with Condition 8. The original townhouse elevation has been removed
from the rendering and replaced with a graphic of the 12-unit building (graphic dated
4/15/2014).
Access / Traffic Circulation – The site access is not proposed to change from the
approved layout with access from Archcrest Drive and Nover Avenue. The original
Proffer 1 intended to discourage residents from exiting the development through the
Dwight Hill neighborhood using Nover Avenue by providing one connection at Archcrest
Drive closer to Peters Creek Road.
VDOT – The original rezoning submittal in 2009 required a traffic impact analysis. VDOT
provided comment on the report at that time and the report was amended to address the
comments. For this current request, VDOT stated the change “will not adversely impact
VDOT rights of way”.
Western VA Water Authority – No comments.
3
Fire & Rescue – No concerns from the Fire Marshal based on original rezoning review.
Economic Development – No objections.
General Services – Trash pick-up will be provided by private services from the
dumpsters, which are shown on the master plan.
Community Meeting – A community meeting was held April 17, 2014, at Burlington
Elementary School. Approximately 11 citizens were in attendance as well as County
staff and the petitioner. Staff and the petitioner presented project information and were
available for questions. Most all of the questions involved traffic concerns through Nover
Avenue and the condition of this road. Residents were concerned with property owners
using the extended Nover Avenue for the left turn light at Peters Creek and Airport
roads, as well as encouraging The Achievement Center traffic to use Nover with the light
instead of Dwight Street or Alpine Road. There were concerns about the off-site
stormwater detention facility owned by the County as well.
Outstanding Zoning Issues / Adherence to Proffered Conditions – Prior to the community
meeting, the County had received complaints about the use of Nover Avenue as a
construction entrance. Original Proffer 10 required use of Peters Creek Road as the only
construction entrance. The access from Nover Avenue was subsequently closed with a
cable and new Proffer 9 is the same as original Proffer 10.
4. CONFORMANCE WITH ROANOKE COUNTY COMMUNITY PLAN
This site is predominantly designated “Transition” in the 2005 Comprehensive Plan as a
future land use area that encourages the orderly development of highway frontage
parcels. Transition areas generally serve as developed buffers between highways and
nearby or adjacent lower intensity development. Intense retail and highway oriented
commercial uses are discouraged in transition areas, which are more suitable for office,
institutional and small-scale, coordinated retail uses.
The comprehensive plan specifically states that both multi-family residential communities
of 12 to 24 units per acre and townhome communities with 6 units or more per acre are
appropriate Land Use Types for transitional areas.
5. PROFFERED CONDITIONS
The applicant has voluntarily proffered nine conditions that would replace the original 10
accepted by the Board with Ordinance 102709-5. The new conditions shall meet the
standards set out in Section 30-15(C). As currently written and signed, Proffers 1 and 8
reflect changes to the approved master plan and building elevations for the multi-family
use. Proffer 2 has not changed regarding the 115-unit density. Proffer 3 still prevents
use of Vivian Avenue to the development. Proffer 4 related to signage has not changed
and is not specific about the sign location within the development but does offer a
monument sign with a height lower than required by the ordinance. Proffer 5 still
references “residential post top mounted [light] fixtures”. Proffer 6 is required by the
zoning ordinance for the buffer yard and is, therefore, not necessary. Proffer 7 is related
to the required open space required for each parcel under consideration. It does not
reference the master plan dated 3/17/2014 leaving the location to be determined.
4
Original Proffer 9 is not included and was met with the transfer to the County of the
adjacent 5.5-acre parcel for the floodplain and stormwater management facility. Original
Proffer 10 regarding construction entrances is now included as condition 9 in this current
list.
6. STAFF CONCLUSIONS
This proposal is consistent with the approved zoning and the Future Land Use
“Transition” designation of the property. The Proffered Conditions reflect the change in
use type and do not propose a change in the approved density.
CASE NUMBER: 6-5/2014
PREPARED BY: Mary A. Zirkle
HEARING DATES: PC: 5/6/2014 BOS: 5/27/2014
ATTACHMENTS:
1. Application
2. Aerial Map
3. Land Use
4. Zoning Map
5. Floodplain Map
6. Ordinance 102709-5
7.
Multi-family Dwelling Use & Design Standards
8.
Townhouse Use & Design Standards
5
Sec. 30-82-11. Multi-family Dwelling.
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3VH2S
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY,MAY 27, 2014
ORDINANCEAMENDING THE PROFFERED CONDITIONS INCLUDING
THE MASTERPLAN IN A R-4C, HIGH DENSITY MULTI-FMAILY
RESIDENTIAL DEVELOPMENT DISTRICT WITH CONDITIONS FORTHE
SUNCREAST COMMUNITY,A RESIDENTIAL DEVELOPMENT WITH A
MAXIMUM OF 115 DWELLING UNITS, LOCATED ON APPROXIMATELY
6.656 ACRES NEAR 6044 PETERS CREEK ROAD,HOLLINS
MAGISTERIAL DISTRICT. THE AMENDED PROFFERS AND
MASTERPLAN WOULD REPLACE THRITY-SIX (36) TOWNHOMES WITH
THIRTY-SIX (36) MULTI-FAMILYDWELLING UNITS (APARTMENTS),
WHICH WOULD RESULT IN ALL THE RESIDENTIAL UNITS BEING
MULTI-FAMILY DWELLING UNITS (APARTMENTS)
WHEREAS, the petitioner, Airport Road Holdings II, LLC, is seeking to amend
voluntarily proffered conditions accepted by the Board of Supervisors by Ordinance
102709-5 adopted on October 27, 2009; and
WHEREAS, the first reading of this ordinance washeld onApril22, 2014, and the
second reading and public hearing were heldMay 27, 2014; and,
WHEREAS, the Roanoke County Planning Commission held a public hearing on
this matter onMay 6, 2014; and
WHEREAS, legal notice and advertisement has been provided as required by law.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the proffered conditions ona certain tract of real estate containing
approximately 6.656acreslocated at 6044 Peters Creek Road (Tax Map Numbers026.16-
02-14.00-0000 and 14.06-0000) in the HollinsMagisterial District, are hereby changed as
follows:
1.The developer hereby proffers substantial conformance with the
"Suncrest Masterplan", prepared by Balzer and Associates, Inc. dated
Page 1of 3
3/17/2014.-3-09, revised 8-7-09, and last revised 8-31-09.The
“Suncrest Masterplan” is further revised by closing the easternmost
entrance for the townhomes so that traffic will be encouraged to exit
through the commercial entrance and away from Nover Ave.
2.The developer proffers a maximum of 115 residential units for the R-4
portion of the subject property.
3.There will be no vehicular access from VivianAvenue to the subject
parcel.
4.Signage for the Suncrest community will be provided by a monument
style sign not to exceed 8’ in height and 15’ in width and be in compliance
with Section 30-93 Signs of the Roanoke County Zoning Ordinance.
5.Site and parking lot lighting shall be provided utilizing residential post top
mounted fixtures.and be in compliance with Section 30-94 Exterior
Lighting of the Roanoke County Zoning Ordinance.
6.A 15’ buffer yard shall be provided along the eastern property line and a
portion of the northern property line as indicated in Section 30-92-6 of the
Roanoke County Zoning Ordinance.
7.The community walking trail shall be a minimum of 5’ in width and be
constructed of asphalt, concrete, or a crushed stone material to be
completed with each residential phase of construction.
8.The developer hereby proffers substantial conformance with the
"SuncrestMultifamily Residential Development Front Elevation", prepared
by Balzer and Associates, Inc. dated4/15/2014.9-16-09
9.The developer shall dedicate fee simple to the Roanoke County Board of
Page 2of 3
Supervisors approximately 5.5 acres as shown on the “Suncrest
Masterplan” prepared by Balzer & Associates Inc. dated 4-3-09, revised
8-7-09, and last revised 8-31-09. This dedication shall take place upon
the approval of the subdivision plat or site plan for the first residential
phase of the project.
10.The only construction entrance for this development shall be from Peters
Creek Road.
2.That this action is taken upon the application of Airport Road Holdings II,
L.L.C.
3.That said real estate is more fully described as follows:
Tax Map Nos. 26.16-02-14.00-0000 and 026.16-02-14.06-0000containing 6.656acres
4.That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized by
this ordinance.
Page 3of 3
T-3
PETITIONER: Corporate Property Services, Inc.
CASE NUMBER: 3-4/2014
st
Board of Supervisors Consent 1Reading Date:March 25,2014
Planning Commission Hearing Date:April 1,2014
Planning Commission Action Date:May 6, 2014
nd
Board of Supervisors Hearing & 2Reading Date: May 27,2014
A.REQUEST
Toobtain a Special Use Permit for a restaurant, drive-in or fast food in a
C-1, Low Intensity Commercial, District, on approximately 1.3825 acres
located at 3814 Challenger Avenue,HollinsMagisterial District.
B.CITIZEN COMMENTS
The public hearing was opened and closed during the Commission’s April
stst
1public hearing. During the April 1public hearing, one citizen spoke in
favor of the petition, and four citizens spoke against the petition citing
traffic concerns.
C.SUMMARY OF COMMISSION DISCUSSION–May 6, 2014
TaraPattisallprovided the Planning Commission with the revised site plan
showing the right out only entrance configuration.Gary Jarrell asked Brian
Blevins from VDOT about the new location of the dumpster on the revised
site plan. Brian responded that it could impede egress based on the timing
of trash removal. Engineer for the petitioner, Gary Rouse, responded that
Chick Fil-A uses a private trash removal service and can set the times of
service during non-peak restaurant hours to prevent congestion. Mr.
Jarrell also asked about making that a condition to which Mr. Rouse
responded affirmatively. Mr. Jarrell asked about several questions
regarding the dumpster enclosurearea. Mr. Rouse responded that it is
brick with a gate on the front area which will be closed at all times,
otherwise it hinders the drive-thru lane. It also includes a small storage
area for promotional materials.
D.CONDITIONS
1. The site shall be developed in substantial conformance to the
site plan prepared by GBC Design, Inc. dated 02/04/14 subject
to any revisions required during site plan review.
2. The site shall be developed in substantial conformance to the
architectural renderings titled “Challenger Avenue FSU-
Roanoke, VA Store #03375” subject to any revisions required
during site plan review and building plan review.
3. The dumpster shall only be serviced during the hours of 7:00 a.m.
and 7:00 p.m.
E.COMMISSION ACTION
Mr. Jarrellmade a motion to approve the petition with three conditions.
The motion carried 4-0.
F.DISSENTING PERSPECTIVE
None.
G.ATTACHMENTS:XConcept PlanXVicinity Map
XStaff ReportXOther
Philip Thompson, Secretary
Roanoke County Planning Commission
DCD
EPARTMENT OF OMMUNITY EVELOPMENT
M
EMORANDUM
TO: Board of Supervisors
FROM: Philip Thompson, AICP
Deputy Director of Planning
DATE: May 21, 2014
SUBJECT: &RUSRUDWH3URSHUW\6HUYLFHV
Corporate Property Services has submitted a Special Use Permit application for a drive-
in or fast food restaurant (Chick-fil-A) located on Challenger Avenue (Rt. 460) and West
Ruritan Road (Route 610). Most of the public comments and discussion at the Planning
Commission meetings have focused on traffic issues. The applicant has submitted four
separate Traffic Impact Analyses (TIAs) to the Virginia Department of Transportation
(VDOT) for review and comment. The latest TIA was submitted to VDOT on May 16
th
(TIA supplement attached without appendices). VDOT has reviewed this TIA and has
issued a concurrence letter dated May 20 (attached).
th
In addition to the TIAs, the applicant has submitted a Design Waiver Request to VDOT
for Intersection Sight Distance and Lane Tapers and an Access Management Exception
Request for Corner Clearance. The Design Waiver Request was approved by VDOT on
May 19 and the Access Management Exception Request was approved on May 21
thst
(both documents attached).
The site plan has been revised which shows a modified entrance which would prohibit
left turns coming out of the site and a right turn lane on West Ruritan Road that would
be constructed by the applicant. The revised site plan is attached to this memorandum
along with a cross sectional drawing and a revised landscaping plan.
If you have any questions, please contact me by phone at (540) 772-2068 ext. 365 or by
email at pthompson@roanokecountyva.gov.
Attachments
TIA Supplement dated May 16, 2014 (without appendices)
VDOT Concurrence Letter dated May 20, 2014
Design Waiver Request
Access Management Exception Request
Revised Site Plan
Cross Sectional Drawing
Revised Landscaping Plan
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40
December 2013
ACCESS MANAGEMENTEXCEPTION REQUEST: AM-E
ACCESS MANAGEMENT REGULATIONS
24 VAC 30-73
SECTION 120
Submitted by:Date:
1MGLEIP7%KII
Email Address:Phone:
QWEKII$QEXXIVRERHGVEMKGSQ
Address:
*MVWX7XVIIX6SERSOI:%
Project Name:Rte #Locality:
'LMGOJMP%'SYRX]SJ6SERSOI
Description of Project:
4VSTSWIH'LMGOJMP%*EWX*SSH6IWXEYVERXTVSTSWIHSR;IWX6YVMXER6SEHNYWXRSVXLSJWMKREPM^IHMRXIVWIGXMSRSJ
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XLI8-%ERH4VSTSWIH7MXI4PEREGGSQTER]MRKXLMW%1)JVSQ
VDOT District:Area Land Use Engineer:
7EPIQ
NOTES:
(1). Submit this form and any attachments to one of the District’s Area Land Use Engineers.
(2). See Section 120 of the Regulations for details on the requirements, exceptions, and exception request review process.
(3). Attach additional information as necessary to justify the exception request(s).
(4). If a traffic engineering study is required, the decision on the request will be based on VDOT engineering judgment.
(5). Use the LD-440 Design Exception or the LD-448 Design Waiver forms for design and engineering standards, e.g. radius,
grade, sight distance. Seeon VDOT web sitefor additional instructions.
IIM-LD-227
Select the Exception(s) Being Requested
Exception to the shared commercial entrancerequirement.
(Access M. Regulations Section 120 C.2)
Reason for exception:
An agreement to share the entrance could not be reached with adjoining property owner
A. .
Attached: Written evidence that adjoining property owner will not share the entrance.
Physical constraints: topography, adjacent hazardous land use, stream, wetland, other.
B.
Specify constraint:
Attached: Documentation of constraint such as aerial photo or topographic map.
Exception to the vehicularconnection to adjoining undeveloped property requirement.
(Section 120 C.4)
Reason for exception:
Physical constraints: topography, adjacent hazardous land use, stream, wetland, other
A. .
Specify constraint:
Attached: Documentation of constraint such as aerial photo or topographic map.
Other reason
B.:
1
December 2013
Exception to the commercial entrance shall not be located within the functional area of an intersection
requirement.
(See Regulation Section 120 C. 1; Appendix F, Rd Design Manual)
Attached: A traffic engineering study documenting that the operation of the intersection and
public safety will not be adversely impacted.
EXCEPTION TO THE SPACING STANDARDS FOR:
Commercial entrances; intersections/median crossovers ;
(Table 2-2)
Commercial entrances/intersections near interchange ramps ; or
(Tables 2-3, 2-4)
Corner clearance .
(Figure 4-4)Appendix F, Road Design Manual
Information on the Exception Request
ON A STATE HIGHWAY
Functional classification: Principal Arterial: Minor Arterial: Collector: Local:
Posted speed limit:mph
(Submittal of a traffic engineering study required)
NEAR AN INTERCHANGE RAMP
(Submittal of a traffic engineering study required)
CORNER CLEARANCE
Type of intersection/entrance: SignalizedUnsignalized Full Access Partial Access
Required spacing distanceft
Proposed spacing distanceft
Requested exception: Reduction in required spacingft
REASON FOR EXCEPTION:
ATo be located on an older, established business corridor along a highway where existing spacing
.
did not meet the standards prior to 7/1/08 or 10/14/09.
(Regulation Section 120 C.3.c)
Attached: Dated aerial photo of corridor identifying proposed entrance/intersection location.
BNot enough property frontage to meet spacing standard, but the applicant does not want a
.
partial access right-in/right-out entrance.
(Section 120 C.3.f)
Attached: A traffic engineering study documenting that left turn movements at the entrance will not
have a negative impact on highway operation or safety.
CTo be located within a new urbanism mixed use type development
. .
(Section 120 C.3.d)
Attached: The design of the development and compliance with intersection sight distance.
DThe proposed entrance meets the signal warrants but does not meet the signalized
.
intersection spacing standard. The applicant requests an exception to the spacing standard
.
Attached: A traffic engineering study that (i) evaluates the location’s suitability for a roundabout and (ii)
provides documentation that the proposed signal will not impact safety and traffic flow.
(Section 120 C.5)
2
December 2013
nd
EThe development’s 2 (or additional) entrance does not meet the spacing standards but is
.
necessary for the streets to be accepted into the secondary system
.
(Section 120 C.3.e)
Attached: Information on the development that identifies the location of entrances.
FTo be located within the limits of a VDOT and locality approved access management corridor plan
. .
Attached: Aerial photo of corridor identifying proposed entrance/intersection location.
(Sect 120 C.3.b)
FOR VDOT USE ONLY
Recommendation on Exception Request:
Date:
ApproveDeny
Area Land Use Engineer or :Name
Remarks:
Exception Request Action:
Date:
ApprovedDenied
District Administrator or Designee:
Name (and position if Designee)
Remarks:
District Staff: Please email copy to
Paul.Grasewicz@VDOT.Virginia.Gov
3
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
ORDINANCE GRANTING A SPECIAL USE PERMIT FORA
RESTAURANT, DRIVE-IN, OR FAST FOOD IN A C-1, LOW INTENSITY
COMMERCIAL DISTRICTONAPPROXIMATELY 1.3825ACRES
LOCATED AT3814 CHALLENGER AVENUE(TAX MAP NO.050.05-01-
19.00-0000)HOLLINSMAGISTERIAL DISTRICT, UPON THE PETITION
OFCORPORATE PROPERTY SERVICES, INC.
WHEREAS,Corporate Property Services, Inc. fileda petition for a special use
permit forrestaurant, drive-in, or fast food in a C-1 Low Intensity Commercial Districtto
be located at3814 Challenger Avenue(Tax Map No.050.05-01-19.00-0000)in the
Hollins Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on
April 1, 2014,and acted on this matter on May 6, 2014;and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first
reading on this matter onMarch 25, 2014;the second reading and public hearing on
this matter was held onMay 27, 2014.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1.That the Board finds that the granting of a special use permit to Corporate
Property Services, Inc.for a restaurant, drive-in or fast foodlocated at 3814 Challenger
Avenuein the Hollins Magisterial District is substantially consistent with surrounding
land uses along Challenger Avenue, but is not in conformance with the Transition area
of the Future Land Use Map in the adopted 2005Community Plan, as amended,
pursuant to the provisions of Section 15.2-2232 of the 1950 Code of Virginia, as
amended, and that it shall have a minimum adverse impact on the surrounding
Page 1of 2
neighborhood or community, and saidspecial use permit is hereby approvedwith the
following conditions:
1)The site shall be developed in substantial conformance to the site plan
prepared by GBC Design, Inc. dated 02/04/14,subject to any revisions
required during site plan review.
2)The site shall be developed in substantial conformance to the architectural
renderings titled “Challenger Avenue FSU –Roanoke, VA Store #03375”
subject to any revisions required during site plan review and building plan
review.
3)The dumpster shall only be serviced during the hours of 7:00 a.m. and 7:00
p.m.
2.That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The provisions of this special use
permit arenot severable. Invalidation of any word, phrase, clause, sentence or
paragraph shall invalidate the remainder.The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
Page 2of 2
ACTION NO. _______________
ITEM NO. _______T-4________
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
May 27, 2014
AGENDA ITEM:
Ordinance amending Chapter 2. “Administration”, Article V. –
“County Board Organization and Procedure”, Section 2-112–
“Rules of Order”, Section 2-113–“Order of Business”, Section
2-114–“Agenda”, Section 2-115–“Rules of Debate”
SUBMITTED BY:
Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Supervisor McNamarahas introduced and sponsored this ordinance.
The draftordinance amends various sections of Article V. “County Board Organization and
Procedure” of Chapter 2. “Administration” of the Roanoke County Code.
Section 2-112–“Rules of Order” referred to the 1990 Edition of Robert’s Rules of Order.
This section has been revised to adopt the Eleventh Edition 2011, the most recent edition
of Robert’s Rules of Order.
Section 2-113–“Order of Business” has been revised to change “Executive session” to
“Closed meeting or session”. This change conforms the County’s ordinance to the State
Code definition in the Freedom of Information Act.
Section 2-114–“Agenda” has been revised in section (c) The agenda shall provide a time
when any board member may bring before the board any business that he feels should be
deliberated upon by the board. These matters need not be specifically listed on the
agenda, but formal action on such matters shall be deferred until the next board meeting,
except that immediate action may be taken upon themajority consent of the members of
the board section (d) to include a stipulation that any board member may request a public
hearing on any matter not otherwise required by the general law or the County Charter only
upon majority consentby the board.
Page 1of 2
Section 2-115(c) –“Rules of Debate” has been revised to limit to ten (10) minutes the
length of time any board member may speak on any motion, report or inquiry, unless the
board member obtains the consent of two-thirds (4 members) of the board.
Section 2-115(h) –“Rules of Debate” has also been revised by the addition of language
limiting the renewal of motions previously decided within eleven (11) months of decision or
if an intervening board election has occurredor with the majority consent of the members
of the board.
STAFF RECOMMENDATION:
Staff makes no recommendationon this proposed ordinance.
Page 2of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 27, 2014
ORDINANCE AMENDING CHAPTER 2. “ADMINISTRATION”,ARTICLE
V.-“COUNTY BOARD ORGANIZATION AND PROCEDURE”,
SECTION 2-112-“RULES OF ORDER”, SECTION 2-113-“ORDER OF
BUSINESS”,SECTION 2-114-“AGENDA”,SECTION 2-115-“RULES
OF DEBATE”
WHEREAS, by Ordinance 011299-2adopted by the Board of Supervisors of
Roanoke County on January 12, 1999, the Board adoptedRules of Organization and
Procedure for the conduct of its meetings; and
WHEREAS, the Board has amended its procedures from time to time; and
WHEREAS, the first reading of this ordinance was held on April 22, 2014, and a
public hearing and the second reading was held on May 27, 2014.
NOW THEREFORE, BE IT ORDAINED, by the Board of Supervisors of Roanoke
County, Virginia as follows:
1.That Chapter 2 of the Roanoke County Code, be amended to read and
provide as follows:
Chapter 2 –Administration
Article V. –County Board Organization and Procedure
Sec. 2-112. -Rules of order.
"The Scott, Foresman Robert's Rules of Order Newly Revised (EleventhEdition2011
1990 Edition)" shall govern the proceedings of the board in all cases, unless Robert's
Rules are in conflict with these rules.
Sec. 2-113. -Order of business.
Promptly at the hour set by law on the day of each regular meeting, the members of the
board shall take their regular stations in the board meeting room, and the business of
the board shall be taken up for consideration and disposition as follows, provided
however, that the chair may, during the meeting, rearrange items on the agenda to
conduct the board's business in a more expeditious manner, subject to consent of
majority of the board.
Page 1of 4
Opening Ceremonies
Requests to postpone, add to, or change the order of agenda items
Proclamations, resolutions, recognitions and awards
Briefing.
New business
Request for public hearings and first reading of rezoning ordinance-consent agenda.
First reading of ordinances
Second reading of ordinances
Appointments
Consent agenda
Citizens' comments and communications
Reports
Work sessions
Executive sessionClosedmeetingor session (as required)
Public hearing and first reading of ordinances
Public hearing and second reading of ordinances
Reportsand inquiries of board members
Adjournment
Sec. 2-114. -Agenda.
(a)The chairman of the board and the county administrator shall establish the
agenda for each meeting, arrange a list of the matters to be considered
according to the order of business, and shall see that all items are properly
coordinated and prepared. All reports, communications, ordinances,
resolutions, action items, contract documents, or other matters to be
submitted to the board will be prepared by the appropriate department and
reviewed and approved by the county administrator. The finance director, or
his/her designee, shall review all matters for their fiscal impact, and certify the
sufficiency of funds or recommend a source of supplemental appropriation.
Ordinances, resolutions, contract documents or other matters requiring action
by the county attorney shall be submitted to the county attorney, or his/her
designee, for preparation or review, as necessary. The clerk to the board
shall assist in the preparation of the agenda and shall furnish each member of
the board, the county administrator and the county attorney with a copy of the
Page 2of 4
same at least twenty-four (24) hours prior to the board meeting and as far in
advance of the meeting as timefor preparation will permit.
(b)After distribution of the agenda, matters requiring the board's immediate
attention shall be presented to the board, as requested by the county
administrator or the county attorney.
(c)The agenda shall provide a time when any board member may bring before
the board any business that he feels should be deliberated upon by the
board. These matters need not be specifically listed on the agenda, but formal
action on such matters shall be deferred until the next board meeting, except
that immediate action may be taken upon the unanimousmajority consent of
the members of the board.
(d)Any board member may request apublic hearing on any matter not otherwise
required by the general law or the County Charter only upon majority consent
bythe board.
Sec. 2-115. -Rules of debate.
(a)The chair or vice chair or such other member of the board as may be
presiding may move and debate from the chair, subject only to such
limitations of debate as are by these rules imposed on all members and shall
not be deprived of any of the rights and privileges of a board member by
reason of acting as the presiding officer.
(b)Every member desiring to speak shall address the chair, and, upon
recognition by the presiding officer, shall confine himself to the question under
debate, avoiding all personalities and indecorous language.
(c)A member, once recognized, shall not be interrupted when speaking unless it
is to be called to order, or as herein otherwise provided. If a member, while
speaking, be called to order, heshall cease speaking until the question of
order be determined, and, if in order, he shall be permitted to proceed. A
board member may speak no longer than ten (10) minutes on any motion,
reports and inquiries, unless he or she obtains the consent of two-thirds (four
(4) members) of the board.
(d)The board member moving the adoption of an ordinance or resolution shall
have the privilege of closing the debate.
(e)When any motion, resolution, or ordinance has been once acted upon the
board, it cannot be considered again at the same meeting except by a motion
to reconsider. Any action of the board, including final action on applications
for changes in land use classifications, motions to suspend the rules, an
affirmative vote to lay on the table or to take from thetable, shall be subject to
a motion to reconsider. When a motion to reconsider has been once acted
upon, it (the motion to reconsider) cannot be repeated on the same question
unless the question was amended when previously considered. A motion to
reconsider any action taken by the board may be made only at the meeting
such action was taken or at the next regular meeting. Such motion must be
Page 3of 4
made by one (1) member of the prevailing side, and may be made at anytime
and have precedence over all other motions or while a member has the floor;
it shall be debatable. All motions to reconsider shall be decided by a majority
vote of the members present; provided a quorum is present.
(f)Upon passage of a motion to reconsider, the subject matter shall be placed
on the agenda of the next regular board meeting for any action the board
deems advisable. Upon passage of a motion to reconsider on an application
for change in land use classification, the subject matter shall be scheduled for
a public hearing after publication of legal notice at a subsequent meeting of
the board.
(g)When the board wishes to annul some action it has previously taken and it is
too late to reconsider the vote, a motion to rescind the objectionable
resolution, order, or other proceeding may be made. Any action of the board
may be rescinded regardless of the time that has elapsed. A motion to
rescind is not in order if action has already been taken which cannot be
undone.
(h)Nothing herein shall be construed to prevent any member of the board from
making or remaking the same or any other motion at a subsequent meeting of
the board, provided that the same motion cannot be renewedwithin eleven
(11) months of its initial action,or if an intervening election for members of the
board of supervisorshas occurredor with the majority consent of the
members of the Board.
(i)No second to motions shall be required in order for the board to consider that
motion.
2.That this ordinance shall be effective from and after the date of its
adoption.
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