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HomeMy WebLinkAbout6/10/2014 - RegularRoanoke County Board of Supervisors June 10, 2014 INVOCATION:Dr. Roger Bevins Free Will Baptist Church of Roanoke 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 notnecessarily 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 thebusiness of the Board.” Page 1of 5 Roanoke County Board of Supervisors Agenda June 10,2014 Good afternoon and welcome to our meeting for June 10, 2014.Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedulewill be announced.The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Board of Supervisors meetings can also be viewed online through Roanoke County’s website at www.RoanokeCountyVA.gov.Our meetings are closed-captioned, so it is important for everyone to speak directly into the microphones at the podium.Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A.OPENING CEREMONIES (3:00 p.m.) 1. Roll Call B.REQUESTS TO POSTPONE, ADD TOOR CHANGE THE ORDER OF AGENDA ITEMS C.PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1.Recognition of Roanoke County Police Department’s 2013 annual awards (Howard B. Hall, Chief of Police) 2.Recognition of Assistant Chief, Ralph C. Mason, for forty (40) years of service to Roanoke (Howard B. Hall, Chief of Police) D.BRIEFINGS 1.Briefing: Comparison of invocation policy to recent U. S. Supreme Court decision(Paul M. Mahoney, County Attorney) Page 2of 5 E.NEW BUSINESS 1.Request to transfer previously appropriated funds to open one or more libraries on Sundays (Diana Rosapepe, Director of Library Services) 2.Request to move work sessions from Training Room on the fourth floor to Board of Supervisors Chambers on the first floor of the Roanoke County Administration Center (RCAC)(B. Clayton Goodman III, County Administrator) 3.Resolution amending Resolution 111312-3 establishing a policy regarding opening invocations before meetings of the Board of Supervisors of Roanoke County (Paul M. Mahoney, County Attorney) F.FIRST READING OF ORDINANCES 1.Ordinance appropriatingthe 2014-2015 refund savings of the Virginia Resources Authority 2014 Spring Pool in the amount of $482,595.13 (Rebecca Owens,Director of Finance) 2.Ordinance to increase the salaries of the members of the Board of Supervisors of Roanoke County pursuant to Section 3.07 of the Roanoke County Charter and Section 15.2-1414.3 of the Code of Virginia (Paul M. Mahoney, County Attorney) 3.Ordinance accepting and appropriating funds in the amount of $783,700to the Department of Social Services from the Virginia Department of Social Services for fiscal year 2013-2014 (Joyce Earl, Director of SocialServices; Jimmy Lyon, Business Process and Management Analyst) G.SECOND READING OF ORDINANCES 1.Ordinance accepting and appropriating funds 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,Jr., 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) Page 3of 5 H.PUBLIC HEARING AND ADOPTION OF RESOLUTION 1.Resolution approving the Secondary Roads System Six-Year Improvement Plan for fiscal years 2015 through 2020, and the Construction Priority List and estimated allocations for fiscal year 2015(Arnold Covey, Director of Community Development) I.APPOINTMENTS 1.Capital Improvement Program (CIP) Review Committee (appointed by District) J.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 22, 2014 2.Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Drema A. Campbell, Library Services,upon her retirement after more than forty-five (45) years of service 3.Reappointment of Special Assistant for Legislative Relations; authorization to continue an agreement and transfer of previously appropriated funds inthe amount of $32,400for fiscal year 2014/2015 4.Confirmation of appointment to the Virginia Western Community College Board and the Western Virginia Water Authority K.CITIZENS’ COMMENTS AND COMMUNICATIONS L.REPORTS 1. General Fund Unappropriated Balance 2.Capital Reserves 2.Reserve for Board Contingency Page 4of 5 M.REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Al Bedrosian 2. Joseph B. “Butch” Church 3. P. Jason Peters 4.Charlotte A. Moore 5. Joseph P. McNamara N.WORK SESSIONS 1.Work session to discuss proposed Facility naming guidelines (Doug Blount, Director of Parks, Recreation and Tourism) 2.Work session to discuss the Virginia Retirement System (Rebecca Owens, Director of Finance) 3.Work session to discuss ICLEI and RCCLEAR (B. Clayton Goodman III, County Administrator) O.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. To discuss and consider the performance of specific public officers or employees, namely the County Attorney 3.Section 2.2-3711.A.29. To discuss the award of a public contract involving the expenditure of public funds and discussion of the terms or scope of such contract, namely, a proposal for a project under the Public-Private Educational Facilities and Infrastructure Act of 2002 for a stream restoration project, where discussion in open session would adversely affect the bargaining position or negotiating strategy of the County 4.Section 2.2-3711-A.29. Discussion of the terms or scope of a public contract involving the expenditure of public funds where discussion in open session would adversely affect the bargaining position or negotiating strategy of the County, namely, the performance agreement with English Construction Company, Inc. P.CERTIFICATION RESOLUTION Q.ADJOURNMENT Page 5of 5 Roanoke County Library Services - Alternative #1 Main Branches Open Year Round Sunday Opening - Staff starts 1 hour prior to opening* OPEN HOURLYOPEN RATE1-5*TOTAL9 - 5 * TOTAL PMAMPM South County Library $88.815.0$444.059.0$799.29 Library Staff (5) $9.695.0$48.459.0$87.21 Custodial Staff (PT - $9.00 plus FICA) $64.99$97.49 Electric (Avg. Monthly/30 days)$8.128.012.0 Natural Gas (Avg. Monthly/30 days)$1.608.0$12.8112.0$19.22 $7.65$11.47 Water & Sewer (Avg. Monthly/30 days)$0.968.012.0 Total Per Sunday Costs $577.95$1,014.68 Estimated Annual Costs (52 Sundays) $30,053.50$52,763.25 Glenvar Library $51.755.0$258.759.0$465.75 Library Staff (3) $48.45$87.21 Custodial Staff (PT - $9.00 plus FICA)$9.695.09.0 Electric (Avg. Monthly/30 days)$2.368.0$18.8612.0$28.29 $5.30$7.95 Natural Gas (Avg. Monthly/30 days)$0.668.012.0 Water & Sewer (Avg. Monthly/30 days)$0.468.0$3.7012.0$5.55 Total Per Sunday Costs $335.05$594.74 Estimated Annual Costs (52 Sundays) $17,422.79$30,926.50 Hollins Library $70.285.0$351.409.0$632.52 Library Staff (4) Custodial Staff (PT - $9.00 plus FICA)$9.695.0$48.459.0$87.21 $16.65$24.97 Electric (Avg. Monthly/30 days)$2.088.012.0 Natural Gas (Avg. Monthly/30 days)$0.528.0$4.1912.0$6.29 $1.19$1.79 Water & Sewer (Avg. Monthly/30 days)$0.158.012.0 Total Per Sunday Costs $421.88$752.78 Estimated Annual Costs (52 Sundays) $21,937.92$39,144.54 Vinton Library $51.755.0$258.759.0$465.75 Library Staff (3) $48.45$87.21 Custodial Staff (PT - $9.00 plus FICA)$9.695.09.0 Electric (Avg. Monthly/30 days)$1.168.0$9.2812.0$13.91 $4.88$7.33 Natural Gas (Avg. Monthly/30 days)$0.618.012.0 Water & Sewer (Avg. Monthly/30 days)$0.118.0$0.9012.0$1.35 Total Per Sunday Costs $322.26$575.55 Estimated Annual Costs (52 Sundays) $16,757.47$29,928.52 DAILY GRAND TOTAL ALL BRANCHES$1,657.15$2,937.75 ANNUAL GRAND TOTAL ALL BRANCHES$86,171.67$152,762.81 Roanoke County Library Services - Alternative #2 Main Branches Open During School Year Sunday Opening - Staff starts 1 hour prior to opening* OPEN HOURLYOPEN *TOTAL9 - 5 * TOTAL RATE1-5 PMAMPM South County Library $444.05$799.29 $88.815.09.0 Library Staff (5) $48.45$87.21 $9.695.09.0 Custodial Staff (PT - $9.00 plus FICA) $64.99$97.49 Electric (Avg. Monthly/30 days)$8.128.012.0 $12.81$19.22 Natural Gas (Avg. Monthly/30 days)$1.608.012.0 $7.65$11.47 Water & Sewer (Avg. Monthly/30 days)$0.968.012.0 Total Per Sunday Costs $577.95$1,014.68 Estimated Annual Costs (42 Sundays) $24,273.98$42,616.47 Glenvar Library $258.75$465.75 $51.755.09.0 Library Staff (3) $48.45$87.21 Custodial Staff (PT - $9.00 plus FICA)$9.695.09.0 $18.86$28.29 Electric (Avg. Monthly/30 days)$2.368.012.0 $5.30$7.95 Natural Gas (Avg. Monthly/30 days)$0.668.012.0 $3.70$5.55 Water & Sewer (Avg. Monthly/30 days)$0.468.012.0 Total Per Sunday Costs $335.05$594.74 Estimated Annual Costs (42 Sundays) $14,072.25$24,979.10 Hollins Library $351.40$632.52 $70.285.09.0 Library Staff (4) $48.45$87.21 Custodial Staff (PT - $9.00 plus FICA)$9.695.09.0 $16.65$24.97 Electric (Avg. Monthly/30 days)$2.088.012.0 $4.19$6.29 Natural Gas (Avg. Monthly/30 days)$0.528.012.0 $1.19$1.79 Water & Sewer (Avg. Monthly/30 days)$0.158.012.0 Total Per Sunday Costs $421.88$752.78 Estimated Annual Costs (42 Sundays) $17,719.09$31,616.74 Vinton Library $258.75$465.75 $51.755.09.0 Library Staff (3) $48.45$87.21 Custodial Staff (PT - $9.00 plus FICA)$9.695.09.0 $9.28$13.91 Electric (Avg. Monthly/30 days)$1.168.012.0 $4.88$7.33 Natural Gas (Avg. Monthly/30 days)$0.618.012.0 $0.90$1.35 Water & Sewer (Avg. Monthly/30 days)$0.118.012.0 Total Per Sunday Costs $322.26$575.55 Estimated Annual Costs (42 Sundays) $13,534.88$24,173.04 DAILY GRAND TOTAL ALL BRANCHES$1,657.15$2,937.75 ANNUAL GRAND TOTAL ALL BRANCHES$69,600.20$123,385.35 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 10, 2014 RESOLUTION AMENDING RESOLUTION 111312-3ESTABLISHING A POLICY REGARDING OPENING INVOCATIONS BEFORE MEETINGS OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY WHEREAS, by Resolution 111312-3 adopted on November 13, 2012, the Board of Supervisors of Roanoke County established a policy regarding opening invocations before meetings of the Board; and WHEREAS, theBoard now wishes to amend the policy. NOW, THEREFORE, BE IT RESOLVEDby the Board of SupervisorsofRoanoke County, Virginia, that theBoardhereby amendsthe following policy regarding opening invocations before meetings of the Board, to wit: 1. It isthe intent of the Boardto allow a private citizen to solemnize the proceedings of the Board of Supervisors. It is the policy of the Boardto allow for an invocation, which may include aprayer, a reflective moment of silence, or a short solemnizing message,to be offered before its meetings for the benefit of the Board. 2.Although tThe invocationmay be listed in the program or schedule of eventsunder Opening Ceremonieson a separate introduction page, itshall not be consideredan agenda item for the meeting or part of the public business. 3.No member or employee of the Boardor any other person in attendance at the meeting shall be required to participate in any prayer that is offered. 4.The prayer shall be voluntarily delivered by an eligible member of the clergy in theCounty of Roanoke, the Counties of Montgomery, Botetourt, Bedford and Franklin, the Town of Vinton, and the Cities of Roanoke and Salem. To ensurethat Page 1 of 7 such person (the “invocationspeaker”) is selected from among a wide pool of the region’sclergy, on a rotating basis, the invocationspeaker shall be selected according to the following procedure: a.The Clerk to the Board(the “Clerk”) shall compile and maintain a database (the “InvocationsList”) of the religious congregations with an established presence in theCounty of Roanoke, the Counties of Montgomery, Botetourt, Bedford and Franklin,the Town of Vinton, and the Cities of Roanoke and Salem. b.The InvocationsList shall be compiled by referencing the listing for “churches,” “congregations,” or other religious assemblies in the annual phonebook publication distributed by the company that holds the telecommunication franchisefor the Roanoke Valley, research from the Internet, and consultation with local chambersof commerce.All religious congregations with an established presence in the local communitiesof the County of Roanoke, the Counties of Montgomery, Botetourt, Bedford and Franklin, the Town of Vinton, and the Cities of Roanoke and Salemare eligible to be included in the InvocationsList, and any such congregation can confirm its inclusion by specific written request to the Clerk.In addition, the County shall solicit the participation of any private citizen or religious congregation through the County’s websiteand on Roanoke Valley Television (RVTV). Page 2 of 7 c. The policy is intended to be and shall be applied in a way that is all- inclusive of every diverse religious congregation in the County of Roanoke, the Counties of Montgomery, Botetourt, Bedford and Franklin, the Town of Vinton, and the Cities of Roanoke and Salem. The InvocationsList is compiled and used for purposes of logistics, efficiency, and equal opportunity for all of the community’s religious leaders, who may themselves choose whether to respond to the Board’s invitation and participate. Should a question arise as to the authenticity of a religious congregation, the Clerk shall refer to criteria used by the Internal Revenue Service in its determination of those religious organizations that would legitimately qualify for I.R.C. § 501(c)(3) tax-exempt status. d. The InvocationsList shall also include the name and contact information of any chaplain who may serve one or more of the fire departments or law enforcement agencies of County of Roanoke, the Counties of Montgomery, Botetourt, Bedford and Franklin, the Town of Vinton, and the Cities of Roanoke and Salem. e.The InvocationsList shall also include the name and contact information of any religious congregation located outside the region if such religious congregation is attended by at least one resident of the Countyand such resident requests the inclusion of said religious congregation by specific written communication to the Clerk. Page 3 of 7 f. The InvocationsList shall be updated, by reasonable efforts of the Clerk, in November of each calendar year. g. Within thirty (30) days of the effective date of this policy, and on or about December 1 of each calendar year thereafter, the Clerk shall mail an invitation addressed to the “religious leader” of each congregation listed on the InvocationsList, as well as to the individual chaplains included on the InvocationsList. h. The invitation shall be dated at the top of the page, signed by the Clerk at the bottom of the page, and read as follows: Dear Religiousleader, TheBoard of Supervisors of Roanoke Countymakes it a policy to invite members of the clergy in our regionto voluntarily offer an invocationbefore the beginning of its meetings, for the benefit and blessing of the Board. As the leader of one of the religious congregations with an established presence in the local community, or in your capacity as a chaplain for one of the local fire departments or law enforcement agencies, you are eligible to offer this important service at an upcoming meeting of the Board. If you are willing to assist the Boardin this regard, please send a written reply at your earliest convenience to the Clerk to the Boardat the address included on this letterhead. Clergy are scheduled on a first-come, first-serve basis.The dates of the Board’s scheduled meetings for the upcoming year are listed on the following, attached page. If you have a preference among the dates, please state that request in your written reply. This opportunity is voluntary, and you are free to offer the invocation according to the dictates of your own conscience. To maintain a spirit of respect and ecumenism, the Board requests that the opportunity not be exploited as an effort to Page 4 of 7 convert others to the particular faith of the invocation speaker,nor to disparage any faith or belief different than that of the invocationspeaker. The U.S. Court of Appeals for the Fourth Circuit opined in Joyner v. Forsyth County, 653 F.3d. 341, 349 (4Cir. 2011), that prayers at the th opening of legislative sessions “must strive to be nondenominational so long as it is reasonably possible[;] should send a signal of welcome rather than exclusion [;] should not reject the tenets of other faiths in favor of just one [; … and may not] repeatedly suggest the governmenthas put its weight behind a particular faith.”The Court further instructed the deliberative body to “be proactive in discouraging sectarian references”to avoid “occasional” references from becoming too “frequent”when the invocations are viewed as a collective. The County requests that you comply with these court guidelines accordingly. On behalf of the Board of Supervisors, I thank you in advance for considering this invitation. Sincerely, Clerk to the Board i.As the invitation letterindicates, the respondents to the invitation shall be scheduled on a first-come, first-serve basis to deliver the invocation. j.In the event an eligible member of the clergy believes that the clerk has not complied with the terms of this policy, the clergy member has the right to have the matter reviewed by the Board. k. Any private citizen, including those who do not belong to religious congregation may request the Clerk to be added to the list of persons delivering invocations. 5. No invocationspeakershall receive compensation for his or her service. 6. No guidelines or limitations shall be issued regarding an invocation’s content, except that the Boardshall request by the language of this policy that Page 5 of 7 invocations in the form of a prayer, when considered collectively,should avoid having “sectarian references” become too frequentandno invocationshould proselytize or advance any faith, or disparage the religious faith or non-religious views of others. 7. The Clerk shall make every reasonable effort to ensure that a variety of eligible invocationspeakers are scheduled for the Boardmeetings.In any event, no invocation speaker shall be scheduled to offer an invocationat consecutive meetings of the Board, or at more than three (3) Boardmeetings in any calendar year.If the scheduled invocation speaker fails to appear, then the Board shall solemnize the proceedings with a reflective moment of silence. 8. Neither the Boardnor the Clerk shall engage in any prior inquiry, review of, or involvement in, the content of any invocationto be offered by an invocation speaker. 9. To clarify the Board’s intentions, as stated herein above, the following disclaimer shall be included in at least ten (10) point font at the bottom of any printed program or schedule of events on the separate introduction page published by the Board: “Any invocation that may be offered before the official start of the Boardmeeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The viewsor beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Boardand do not necessarily represent the religious beliefs or views of the Boardin part or as a whole.No member of the community is required to attendor participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board.” Page 6 of 7 10. Shortly before the opening gavel that officially begins the meeting and the agenda/business of the public, theChairperson of the Boardshall introduce the invocation speaker and invite those who wish to show respect for the traditional observances and/or the Boardto stand. 11. This policy isnot intended, and shall not be implemented or construed in any way, to affiliate the Boardwith, nor express the Board’s preference for, any faith or religious denomination. Rather, this policy is intended to acknowledge and express the Board’s respect for the diversity of religious denominations and faiths represented and practiced among the citizens of Roanoke County. NOW, THEREFORE, BE IT FURTHER RESOLVEDthat this policy shall become effectivefrom and after June 11, 2014. Page 7 of 7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 10, 2014 ORDINANCE APPROPRIATING THE 2014-2015 REFUNDING SAVINGS OF THE VIRGINIA RESOURCES AUTHORITY 2014 SPRING POOL IN THE AMOUNT OF $482,595.13 WHEREAS,the Board authorized with ordinance number 032514-6 the refunding of the 2004 lease finance through the Virginia Resources Authority (VRA); and WHEREAS, VRA completed the spring issue of the Virginia Pooled Financing Program; and WHEREAS, market conditions were very favorable and cash savings over the remaining years of the bonds (2014-2034) totalled $1,011,660.12; and WHEREAS, the recommended use of the savings for 2014-2015 is to address the Integrated Financial System replacement capital project and use the remaining years savings to establish a new capital maintenance account to begin to address the County’s long-term maintenance needs; 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 June 10,2014, and the second reading was held on June 24, 2014; and BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $482,595.13is hereby appropriated from bond refunding savings to the Integrated Financial System replacement project; and Page 1 of 2 2.That the remaining years of bond refunding savings will be appropriated through the annual budget process to a newly established capital maintenance account; and 3. That this ordinance shall take effect July 1, 2014. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ONTUESDAY, JUNE10, 2014 ORDINANCE TO INCREASE THE SALARIES OF THE MEMBERS OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY PURSUANT TO SECTION 3.07 OF THE ROANOKE COUNTY CHARTER AND SECTION 15.2-1414.3 OF THE CODE OF VIRGINIA WHEREAS, Section 3.07 of the Charter of the County of Roanoke provides for the compensation of members of the Board of Supervisors and the procedure for increasing their salaries; and WHEREAS, Section 15.2-1414.3 of the 1950 Code of Virginia, as amended, establishes the annual salaries of members of boards of supervisors within certain population brackets; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has heretofore established the annual salaries of Board members at $17,083.46by Ordinance 061212-5 and further has established the additional annual compensation for the chairman for the Board to be $1,800 and for the vice-chairman of the Board to be $1,200; and WHEREAS, this section provides that the maximum annual salaries therein provided may be adjusted in any year by an inflation factor not to exceed five (5%) percent; and WHEREAS, the first reading on this ordinance was held on June 10,2014; the second reading and public hearing will be held on June 24, 2014. NOW, THEREFORE, it is hereby ORDAINED by the Board of Supervisors of Roanoke County, Virginia, that the annual salaries of members of the Board of Supervisors of Roanoke County, Virginia, are hereby increased by an inflation factor of Page 1 of 2 2% pursuant to the provisions of Section 3.07 of the Roanoke County Charter and Section 15.2-1414.3 of the 1950 Code of Virginia, as amended. The new annual salaries shall be $17,425.13for members ofthe Board. In addition, the chairman of the Board will receive an additional annual sum of $1,800 and the vice-chairman of the Board will receive an additional sum of $1,200. This ordinance shall take effect on July 1, 2014. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 10, 2014 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $783,700TO THE DEPARTMENT OF SOCIAL SERVICES FROM THE VIRGINIA DEPARTMENT OF SOCIAL SERVICESFOR FISCAL YEAR 2013-2014 WHEREAS, theStatehas made available $783,700ofadditional appropriations tothe Department of Social Servicesforstate adoption assistance, special needs adoption, foster care placements and related administrative costs; 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 June 10, 2014, and the second reading was held on June 24, 2014. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1.That the sum of $783,700is hereby appropriated from the Commonwealth of Virginiaand to the Department of Social Services for the purposes asfollows: $150,000 to Adoption Subsidy (602000-5771), $400,000 to Special Needs Adoption (602000-5770), $200,000 to Title IV-E Foster Care (602000-5730), $13,000 to Overtime (601000-1015), $4,000 to advertising (601000-3610), $1,000 to Tires, Tubes and Parts (601000-6091), $6,200 to Small Equipment & Supplies (601000-6013), $6,500 to technology equipment new (601000-8701), $3,000 to technology equipment replacement (601000-8702) 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, JUNE10, 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, JUNE 10, 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 $1,773.11. 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 ON JUNE 10, 2014 RESOLUTION APPROVING THE SECONDARY SIX-YEAR ROAD IMPROVEMENT PLAN FOR FISCAL YEARS 2015 THROUGH 2020AND THE CONSTRUCTION PRIORITY LISTAND ESTIMATED ALLOCATIONSFOR FISCAL YEAR 2015 WHEREAS, Sections 33.1-70.1 of the Code of Virginia (1950, as amended) provides the opportunity for Roanoke County to work with the Virginia Department of Transportation in developing a Secondary Six-Year Road Improvement Plan; and WHEREAS, this Board had previously agreed to assist in the preparation of the Secondary Six-Year Road Improvement Plan, in accordance with Virginia Department of Transportation policies and procedures; and WHEREAS, a public hearing which was duly advertised on the proposed Secondary Six-Year Improvement Planfor fiscal years 2015-2020and Construction Priority Listand Estimated Allocationsfor fiscal year 2015 was held on June 10, 2014, to receive comments and recommendations on Roanoke County’sSecondary Six-Year Road Improvement Plan for fiscal years 2015-2020as well as the Construction Priority List and Estimated Allocations for fiscal year 2015; NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors does hereby approve the Secondary Six-Year Road ImprovementPlanfor Roanoke Countyfor fiscal years 2015-2020; BE IT FURTHER RESOLVED, that the Board of Supervisors does also hereby approve the Construction Priority List and Estimated Allocations for fiscal year 2015; BE IT FURTHER RESOLVED that a copy of this resolution duly attested to be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office Page 1 of 2 along with a duly attested copy of the proposed Roanoke County Secondary Six-Year Road Improvement Plan for fiscal years 2015-2020by the Clerk to the Board. Page 2 of 2 J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY,JUNE 10, 2014 RESOLUTION APPROVINGAND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for June 10, 2014, designated as Item J - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1.Approval of minutes – April 22, 2014 2.Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Drema A. Campbell, Library Services, upon her retirement after more than forty-five (45) years of service 3.Reappointment of Special Assistant for Legislative Relations; authorization to continue an agreement and transfer of previously appropriated funds in the amount of $32,400 for fiscal year 2014/2015 4.Confirmation of appointment to the Virginia Western Community College Board and the Western Virginia Water Authority Page 1 of 1 ACTION NO. _______________ ITEM NO. ______ J-2_________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 10, 2014 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Drema A. Campbell, Library Services, upon her retirement after more than forty-five (45) years of service SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: B. Clayton GoodmanIII County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Drema A. Campbell, LibraryServices Budget Specialist, retired on May 31, 2014, after forty-five (45) years and eight (8) months ofservice with Roanoke County. Ms. Campbellis unable to attend the meeting and herresolution and County quilt will be mailed to herhome. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 10, 2014 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO DREMA A. CAMPBELL, LIBRARY SERVICES, UPON HER RETIREMENT AFTER MORE THAN FORTY-FIVE (45) YEARS OF SERVICE WHEREAS, Drema A. Campbell was first employed by the Roanoke County Department of Finance on September 16, 1968, and transferred to Library Services in 1987; and WHEREAS, Ms. Campbell retired from Roanoke County on May 31, 2014 as Library Department Budget Specialist, after forty-five(45)years and eight(8)months of service; and WHEREAS, when Ms. Campbell began her tenure in the Library, she was expected to perform only basic financial tasks but soon elevated the position to become an essential partner in every aspect of business operations, program support, and customer service; and WHEREAS, Ms. Campbell worked diligently throughout her career to save County funds and ensure they were leveraged to provide maximum impact; and WHEREAS, during her four and one-half decades of employment, Ms. Campbell demonstrated a consistent level of excellence in performance and a selfless commitment to service that are both unprecedented and unlikely to be surpassed; and WHEREAS, Ms. Campbell, through her employment with Roanoke County has been instrumental in improving the quality of life its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Page 1 of 2 Roanoke County to DREMA A. CAMPBELL for forty-five years of capable, loyaland dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 2 of 2 L-1 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA % of General AmountFund Revenue Audited balance at June 30, 2013$21,072,31810.96%* Addition of 2012-13 operations194,239 Balance at June 10, 2014$21,266,55711.00%** Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally over several years. *2012-13 - Goal of 11% of General Fund Revenues 2012-13 General Fund Revenues$192,297,746 11% of General Fund Revenues$21,152,752 **2013-14 - Goal of 11% of General Fund Revenues 2013-14 General Fund Revenues$193,332,334 11% of General Fund Revenues$21,266,557 The Unappropriated Fund Balance of the County is currently maintained at the goal of 11.00%. Submitted ByRebecca E. Owens Director of Finance Approved ByB. Clayton Goodman III County Administrator L-2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Amount Audited balance at June 30, 2013$3,744,587.00 Addition of 2012-13 operations$658,144.00 June 25, 2013Ordinance appropriating funds for capital projects(789,839.00) July 9, 2013Ordinance appropriating funds for repairs at Courthouse(65,000.00) October 22, 2013Ordinance appropriating funds for Roanoke County Criminal Justice Academy(324,262.00) November 12, 2013Ordinance appropriating funds for renovation of the Magistrate's Office(116,000.00) Balance at June 10, 2014$3,107,630.00 Major County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Audited balance at June 30, 2013$1,438,161.00 Addition of 2012-13 operations$784,715.00 June 25, 2013Ordinance appropriating funds for capital projects(938,161.00) Balance at June 10, 2014$1,284,715.00 Submitted ByRebecca E. Owens Director of Finance Approved ByB. Clayton Goodman III County Administrator L-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2013-2014 Original Budget$100,000.00 July 9, 2013Reappointment of Special Assistant for Legislative Relations(32,400.00) August 13, 2013Assessment of Appalachian Power Company negotiations(7,993.00) November 12, 2013Roanoke County litter prevention program(7,676.00) January 28, 2014Appropriation for expenses associated with the blighted property (5,000.00) 3060 Ivyland Rd, Roanoke, VA May 27, 2014Agreement with Springsted Inc for County Administrator search(21,000.00) Balance at June 10, 2014$ 25,931.00 Submitted ByRebecca E. Owens Director of Finance Approved ByB. Clayton Goodman III County Administrator ROANOKE COUNTY FACILITIES NAMING GUIDELINES Parks, Recreation and Tourism Advisory Commission Approved 5.15.14 The purpose of the following guidelinesis to establish a uniform standard for naming significant assets within Roanoke County, including parks, buildings, rooms, facility amenities or enhancements and prominent geographic features. Consideration may be given to name or rename any County-owned asset: a)After a geographic area where the facility is located; b)After an individual or family; c)To reflect the historical significance of the facility; or d)To reflect the function of the facility or of offices within or near it. 1.When naming or renaming a facility after an individual or family, the Board of Supervisors may consider naming itafter: a)A noteworthy public figure or official; b)A person of historical or cultural significance; c)Special County benefactors; d)A person or family particularly identified with the asset; or e)A volunteer who has made a significant contribution to an asset – i.e., a park, field, shelter, playground or garden – or to the users or maintainers of that facility. Roanoke County will accept naming applications bi-annually. Completed application forms are due to the appropriate department directors in Parks, Recreation and Tourism; Library Services; Fire & Rescue; or General Services by July 1 and December 1 of each year for processing and consideration. Roanoke County assets are separated into the following three (3) tiers for consideration, as defined below. The tier definitions, as well as the approval process for each, follow: TIER 1 ROANOKE COUNTY PARKS OR BUILDINGS Includes existing or new parks or buildings Parks, Recreation and Tourism Page 1 1. Presidents Council review and recommendation 2. Review and recommendationby PRT Advisory Commission 3. Final decision by Board of Supervisors Library Services 1. Library Director’s review and recommendation 2. Review and recommendation by Library Board of Trustees 3. Final decision by Board of Supervisors Fire & Rescue 1. Fire Chief’s review and recommendation 2. Final decision by Board of Supervisors General Services 1.General Services Director’s review and recommendation 2.Final decision by Board of Supervisors TIER 2 ROANOKE COUNTY PARK OR BUILDING AMENITIES BUILT OR REMODELED BY ROANOKE COUNTY Includes fields, trails, courts, shelters, playgrounds, rooms or areas in buildings and gardens Parks, Recreation and Tourism 1. Recreation Club’s board review and recommendation 2. Review and recommendation by PRT Advisory Commission 3. Final decision by Board of Supervisors Library Services 1. Library Director’s review and recommendation 2. Review and recommendation by Library Board of Trustees 3. Final decision by Board of Supervisors Fire & Rescue 1. Fire Chief’s review and recommendation 2. Final decision by Board of Supervisors Page 2 General Services 1.General Services Director’s review and recommendation 2.Final decision by Board of Supervisors TIER 3 ROANOKE COUNTY PARK OR BUILDING AMENITIES BUILT OR REMODELED BY COMMUNITY ORGANIZATIONS Includes concession stands, flag poles, dugouts, scoreboards, batting cages, special collections, art works or other enhancements Parks, Recreation and Tourism 1. Recreation Club’s Board of Directors review and recommendation 2. Review and recommendation by Presidents Council 3. Final decision by PRT Advisory Commission Library Services 1. Review and recommendation by Library Director 2. Final decision by Library Board of Trustees Fire & Rescue 1.Review, recommendation and final decision by Fire Chief General Services 1.Review, recommendation and final decision by General Services Director The nominating individual or organization is responsible for all costs associated with the naming of a Roanoke County asset. The responsible department director will identify the naming costs prior to the approval process and may include the cost of design, construction, recognition, and ongoing maintenance. Any citizen, member of the Board of Supervisors, community organization or elected or appointed official may initiate a request by filing an application and stating the reasons for the request. A naming request may be made for an individual that is living or deceased for any tier of facility. Page 3 The Board of Supervisors will approve the naming or renaming of any Tier 1 or Tier 2 facility by resolution. Nothing in these guidelinesis intended to prohibit the Board of Supervisors from entering into agreements naming or renaming facilities as part of a sponsorship or naming rights contract, nor to inhibit the Board of Supervisors’ right to rescind or revoke a naming privilege due to unforeseen circumstances. Page 4 General Services - Resource Allocation Model Summary Adjusted for Eliminating ICLEI Membership OriginalAdoptedDifference ICLEIRCCLEARICLEIRCCLEARICLEIRCCLEAR Allocated Salary and Benefits11,52325,58900(11,523)(25,589) (10% of Director, 25% Assistant Director) Operating 3013 - Professional Services 25025000(250)(250) 3530 - Printed Forms252500(25)(25) 5210 - Postage95000(95) 5230 - Telephone40040000(400)(400) 5235 - Cellular Phones300000(300) 5410 - Lease/Rent of Equipment20820800(208)(208) 5540 - Training & Education84084000(840)(840) 5801 - Dues & Memberships1,20045000(1,200)(450) 6010 - Office Supplies-General10810800(108)(108) 6018 - Copy Paper202000(20)(20) 6203 - Books100000(100) 6206 - Flags & Promotions100000(100) Total14,57428,48500(14,574)(28,485) (43,059) Total Resource Savings Resource Reallocation - General Services Program/Activity Environmental Management Energy Conservation 6,836 Salary/Benefits (Director and Asst. Director Time) 1,080 Operating Line Items (Training, Education, Office Supplies) Environmental Stewardship 11,523 Salary/Benefits (Director and Asst. Director Time) 993 Operating Line Items (Training, Education, Office Supplies) Administration Budget Administration 208 Operating Line Items (Lease/Rent of Equipment) Planning, Policy, and Practices 4,688 Salary/Benefits (Asst. Director Time) 2,658 Operating Line Items (Telephones, Dues/Memberships, Lease) Revenue and Cont. Agreements 14,065 Salary/Benefits ( Asst. Director Time) 1,008 Operating Line Items (Telephones, Lease/Rent of Equipment) Total Savings Reallocated43,059 P AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 10, 2014 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member’s knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies;and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia.