Loading...
HomeMy WebLinkAbout7/22/2014 - RegularRoanoke County Board of Supervisors July 22, 2014 INVOCATION: Pastor Darryl Crim North Roanoke 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." Page 1 of 4 Roanoke County Board of Supervisors Agenda July 22, 2014 Good afternoon and welcome to our meeting for July 22, 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 schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Friday at 7:00 p.m. and on Sunday 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 TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of Paramedic /Firefighters Jonathon Wacek and David Jones of Fire and Rescue for having each received a Western Virginia Emergency Services Regional Award for Outstanding Contribution to EMS (Richard E. Burch, Jr., Chief of Fire and Rescue) 2. Recognition of Roanoke County receiving a First Place Ranking in the 2014 National Digital Counties Survey (Bill Hunter, Director of Communications and Information Technology) 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to B. Clayton Goodman III, County Administrator, upon his retirement after more than five (5) years of service (Daniel R. O'Donnell, Assistant County Administrator) Page 2 of 4 D. BRIEFINGS E. NEW BUSINESS F. FIRST READING OF ORDINANCES 1. Ordinance appropriating up to $200,000 for the construction of the water spheroid design for the tower to be located at the Green Ridge Recreation Center from the Minor Capital account (Richard L. Caywood, Assistant County Administrator) G. SECOND READING OF ORDINANCES 1. Ordinance accepting and appropriating $120,377 from the Federal Emergency Management Agency and the Virginia Department of Emergency Management for reimbursement of expenditures as related to the June 2012 Derecho Storm (Anne Marie Green, Director of General Services) H. APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE 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 — June 10, 2014 2. Confirmation of appointments to the Roanoke Valley Convention and Visitors Bureau Board of Directors; Roanoke Broadband Authority; Roanoke Regional Partnership; Roanoke Valley - Alleghany Regional Commission; South Peak Community Development Authority; Western Virginia Regional Industrial Facility Authority; Western Virginia Regional Jail 3. Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management facilities post- construction inspection services to the Town of Vinton Page 3 of 4 4. Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management plan review J. CITIZENS' COMMENTS AND COMMUNICATIONS K. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Accounts Paid — June 30, 2014 5. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of June 30, 2014 L. 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 M. ADJOURNMENT Page 4 of 4 ACTION NO. ITEM NO. C -1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Recognition of Paramedic/Firefighters Jonathon Wacek and David Jones of Fire and Rescue for having each received a Western Virginia Emergency Services Regional Award for Outstanding Contribution to EMS SUBMITTED BY: APPROVED BY: Richard E. Burch, Jr. Chief of Fire and Recue B. Clayton Goodman County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Western Virginia Emergency Medical Services Council, Inc. paid tribute to the region's EMS personnel for their selfless acts of service and dedication at the annual regional EMS awards ceremony held June 12, 2014, at the Vinton War Memorial. Recipients of this year's regional awards will have the chance to compete for the prestigious 2014 Governor's EMS Awards, which will be announced at the Virginia EMS Symposium's Annual Awards Ceremony, November 8, 2014, in Norfolk. Winners will be presented with a trophy and a certificate signed by the Governor. Paramedic /Firefighter Jonathon Wacek received the Western Virginia EMS Council's Regional Award for Outstanding Prehospital Provider. Jonathon exemplifies outstanding dedication and services to his community through his involvement with emergency medical services. Jonathon is a National Registry Paramedic with the Fire and Rescue Department and serves as a field training officer (FTO). As an FTO, he provides teaching, guidance and mentorship to new EMS providers as well as many of the experienced providers. He stays abreast of current trends and treatments. Jonathon's personality and bedside manner are always positive and he provides a calming assurance to his patients. He is assigned to one Page 1 of 2 of the County's busiest stations —Cave Spring —and treats more patients than any other medic in the Department. Additionally, Jonathon is a preceptor for new paramedics and college students from both Jefferson College of Health Sciences (JCHS) and the American National University (ANU). His students often request to return to work under Paramedic Wacek as they feel he is valuable to their learning process. Furthermore, Jonathon teaches classes for the Department as well as Carilion Health System. He instructs not only EMS but also fire classes at the Roanoke Valley Regional Fire and EMS Training Center. Jonathon is also vital to the regional Heart Alert Program. He has presented multiple cases at the monthly Heart Alert meetings and has open dialog with Dr. Paul Frantz from Carilion Roanoke Memorial. Jonathon Wacek epitomizes outstanding dedication and service to his community through involvement in EMS and is a tremendous asset to the Fire and Rescue Department. Paramedic /Firefighter David H. Jones received the Western Virginia EMS Council's Regional Award for Outstanding Contribution to EMS Health & Safety for his efforts as the Department's wellness and fitness coordinator since 2004. The Wellness and Fitness Program has been recognized at both the state and national level for firefighter wellness. However, the majority of calls the department responds to are EMS in nature, so David has implemented a number of initiatives that directly help improve common injures that EMS professionals are prone to experience such as back strains and shoulder problems. The Department's Wellness and Fitness Program would not be a success without the dedication that David provides. The initial goals of the Department in 2004 were to develop a fitness program modeled after the International Association of Fire Chiefs (IAFC) and International Association of Fire Fighters (IAFF) Wellness Fitness Initiative. By far, the Department has met this goal and we are regularly called upon by other agencies to give advice on how to continue this type of program. In 2007, the Department was awarded a Fire Act Grant that provided exercise equipment to all stations totaling approximately $200.000. The grant allowed fire and rescue personnel to have use of the most modern fitness machines available including treadmills. The Department was awarded the grant based on the great work that David has done with our Wellness & Fitness Program. Annually, David oversees a fitness assessment for each staff member in conjunction with a thorough medical physical provided by a licensed Occupational Physician. The Fitness assessment evaluates blood pressure, pulse, respirations, flexibility, cardiovascular endurance, and strength —which David administers. If a concern is detected, David refers the employee to their personal physician or the Department's occupational physician for follow up. Each year, Jones reviews the employee's physical goals and charts progress from year to year. Jones is also able to identify any concerning health trends within the Department as a whole and implement remedies. Page 2 of 2 ACTION NO. ITEM NO. C -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Recognition of Roanoke County receiving a First Place Ranking in the 2014 National Digital Counties Survey SUBMITTED BY: Bill Hunter Director of Communications and Information Technology APPROVED BY: B. Clayton Goodman III County Administrator sy COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County is once again ranked among the top digital counties in the nation for its use of information and communication technology to support and provide public service, placing first (1St) in its population category in the annual Digital Counties Survey. Roanoke County's leadership in the use of information technology has been consistently recognized as one of the top five (5) counties since 2004. The Center for Digital Government's Digital Counties Survey is conducted in partnership with the National Association of Counties (NACo) annually in the spring: March - April. The online survey is open to all U.S. counties. Awards are based on four population classifications. Counties earned top rankings in their respective population categories for effectively and efficiently using digital technologies to serve their citizens, streamline operations and achieve measurable benefits. Hundreds of submissions were judged by a panel of experts, including Center for Digital Government executives. The Center for Digital Government is a national research and advisory institute on information technology policies and best practices in state and local government. The Center is a division of e.Republic, a national publishing, event, and research company focused on smart media for public sector innovation. NACo is a full - service organization that provides legislative, research, technical and public affairs assistance to county governments. Created in 1935, NACo continues to ensure that the nation's 3,068 counties are heard and understood in the White House and Congress. Page 1 of 1 ACTION NO. ITEM NO. C -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to B. Clayton Goodman III, County Administrator, upon his retirement after more than five (5) years of service SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: B. Clayton Goodman ,lll__ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: B. Clayton Goodman III, County Administrator, will be retiring on July 31, 2014, after five (5) years and four (4) months of service with Roanoke County. Mr. Goodman will be attending the Board meeting to receive his resolution and quilt. 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, JULY 22, 2014 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO B. CLAYTON GOODMAN III, COUNTY ADMINISTRATOR, UPON HIS RETIREMENT AFTER MORE THAN FIVE (5) YEARS OF SERVICE WHEREAS, B. Clayton Goodman III began as Roanoke County Administrator on March 16, 2009, and served in that position until his retirement on July 31, 2014, after five (5) years and four (4) months of steadfast, capable, and professional service; and WHEREAS, during his tenure, Mr. Goodman successfully guided Roanoke County through a prolonged period of economic turbulence, when national, state, and regional conditions created unprecedented challenges; and WHEREAS, despite a difficult fiscal situation, Mr. Goodman strongly supported economic development, helping recruit major employers, such as Ardagh Group, to Roanoke County, and encouraged cooperative projects among localities, namely the Roanoke County Criminal Justice Academy, the Western Virginia Regional Industrial Facility Authority, the Roanoke Valley Broadband Authority, the Regional CenterforAnimal Control and Protection, and the Emergency Communications Center with the Town of Vinton; and WHEREAS, Mr. Goodman represented Roanoke County, often in a leadership role, on various committees and boards, including the Roanoke Valley Broadband Authority, the Regional Center for Animal Control and Protection, the Western Virginia Regional Industrial Facility Authority, the Community Development Authority, the Roanoke Regional Partnership, the Roanoke Valley- Alleghany Regional Commission, the Roanoke Valley Convention & Visitors Bureau, and the Western Virginia Regional Jail Authority; and Page 1 of 3 WHEREAS, recognizing that a strong infrastructure is necessary to provide quality services to citizens, Mr. Goodman supported numerous school renovation projects, the inauguration of the Fleet Service Center and the North County Fire and Rescue Station Number 1, and the construction of the South County, Glenvar, and Vinton libraries; and WHEREAS, Mr. Goodman made issues directly affecting citizens a priority, as he endorsed and promoted the expansion of the Roanoke Valley Greenway System, helped negotiate a long -term lease to renew and revitalize Explore Park, and proactively addressed federally mandated stormwater management requirements; and WHEREAS, Mr. Goodman worked tirelessly to resolve the concerns of individual residents and to assist groups of citizens with more ambitious efforts, helping to establish the Catawba Sustainability Center in cooperation with Virginia Tech and the Bent Mountain Community Center; and WHEREAS, Mr. Goodman consistently provided thorough and open communication with all members of the Board of Supervisors, sharing the information and insights needed for thoughtful decision making; and WHEREAS, throughout his years as County Administrator, Mr. Goodman never wavered from his commitment to ethical behavior and acting in the best interests of citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to B. CLAYTON GOODMAN III for more than five (5) years of capable, loyal, and dedicated service to Roanoke County; and Page 2 of 3 FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 3 of 3 ACTION NO. ITEM NO. F -1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Ordinance appropriating up to $200,000 for the construction of the water spheroid design for the tower to be located at the Green Ridge Recreation Center from the Minor Capital account SUBMITTED BY: Richard Caywood Assistant County Administrator APPROVED BY: B. Clayton Goodman III County Administrator 1� COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: History: On December 10, 2013, the Roanoke County Board of Supervisors approved the execution of a lease between Roanoke County and the Western Virginia Water Authority for the construction of a water tower on the Green Ridge Recreation Center site. This water tower is needed to address significant water pressure issues in this area of North County as well as adjacent areas of the City of Roanoke. The Green Ridge location was selected after analysis of nine potential sites in the North County area. The lease has a forty (40) year initial term with renewals at a rent of $1 per year. The Water Authority has sixty (60) months from the execution of the lease to begin construction on its water tower or the County can terminate the lease. Two design concepts were presented to the Board of Supervisors and citizens prior to Board action on the lease. One design was a stand -pipe or cylindrical type design. The second design was a "water spheroid" or spherical design. Both tanks would serve the same function. It was noted that the spherical design would cost significantly more than the cylindrical design and that the Water Authority would seek funding from the County if that design were required. The County has final approval over the aesthetics of the tower due to the potential visual impacts to Green Ridge. Page 1 of 3 The Water Authority will be the owner of the tank and any support equipment. A potential source of revenue to help offset costs associated with the water tower would be the utilization of the tower as a cell site. The County and Authority will split any net sub -lease revenue (cell) 50 / 50 should this occur. When presented on December 10, 2013, a Board Member requested that staff present design choices to the Board before any selections were made. Staff indicated that this would be done at such time as there was better cost information available from the Water Authority. New Information and Current Issues: The Water Authority has developed estimates for the water spheroid design as well as the cylindrical design. The water spheroid is estimated to cost at least $300,000 more than the cylindrical design. Through negotiation with the County, the WaterAuthority has agreed to split any additional costs for this design with the County 50 / 50 in order to be cooperative to the County's potential desire to select this design. To be conservative, Roanoke County would need to be prepared to appropriate $150,000 to $200,000 to the Water Authority if the water spheroid design is selected. The County's Cellular consultant has indicated that the Green Ridge water tower is a potential prime cell site. Information relating to potential valuation for leasing was presented to the Board in closed session during the July 8, 2014, Board meeting. According to the County's cellular consultant, the water spheroid design is a better cell platform than the cylindrical design. Steps can be taken in design to improve the functionality and aesthetics of a water spheroid as a cell tower. These costs are unknown at this time and would also be split with the Water Authority on a 50 / 50 basis. Any additional costs for special paint colors or logos would be at one hundred percent (100 %) County cost. If the tower is to be used as a cell platform, this may limit the ability to have a logo or the desirability of a logo. The concurrence of the Board is needed to enable the County Administrator to select the desired tank design. Any additional appropriations, if the water spheroid design is chosen, would be made by ordinance. The current lease envisions the Water Authority as being the leasing agent for any potential cellular providers. However, the County is in discussions with the Authority to modify the lease to let the County have this authority since we are better positioned to market the site and develop the leases. If this course of action is taken, the Board would approve future cell provider leases. The project will require review by the Federal Aviation Administration (FAA). The County has hired a consultant who performed an engineering study and indicated that the proposed tower would not be a hazard to air operations at Roanoke Regional Airport based Page 2 of 3 on FAA regulations at the time of the review. The Western Virginia Water Authority would be responsible for all permitting associated with the site and any formal review by the FAA. The FAA recently received comments on potential revisions to its regulations under which the County's review was performed. The potential impacts of these regulatory changes, which are not yet in place, are unknown at this time. The proposed changes are described in the Federal Register as follows: DEPARTMENT OF TRANSPORTATION Federal Aviation Administration 14 CFR Part 77 [Docket No. FAA- 2014 -0134] RIN 2120 —AF90 Proposal To Consider the Impact of One Engine Inoperative Procedures in Obstruction Evaluation Aeronautical Studies. FISCAL IMPACT: Selection of the water spheroid design would require the appropriation of between $150,000 and $200,000 based on final design and detailed cost estimates. The recommend source for these funds would be the Minor Capital Account which currently has a balance of $1,607,630. This would leave a balance of approximately $1,407,630 based on the final estimate of the tank's cost. ALTERNATIVES: 1. Appropriate up to $200,000 from Minor Capital to be utilized by the Western Virginia Water Authority to construct the Water Spheroid Water Tower Design due to its superior ability to serve as a communications platform to both provide enhanced communication services for citizens and revenue for the County. 2. Direct the County Administrator to move forward with the more traditional Cylindrical (standpipe) design at no cost to Roanoke County other than for any special paint or logo designs that the board can consider once design work on the tower is complete. STAFF RECOMMENDATION: Staff recommends approval of the ordinance, appropriation of funds outlined in alternative one and scheduling the second reading for August 12, 2014. If the board does not intend to utilize the tower for cellular communication equipment, both alternatives are equivalent from a functional perspective and the staff recommendation would then be neutral between the two designs. Page 3of3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 22, 2014 ORDINANCE APPROPRIATING UP TO $200,000 FOR THE CONSTRUCTION OF THE WATER SPHEROID DESIGN FOR THE TOWER TO BE LOCATED AT THE GREEN RIDGE RECREATION CENTER FROM THE MINOR CAPITAL ACCOUNT WHEREAS, on December 10, 2013, the County approved the execution of a lease between Roanoke County and the Western Virginia Water Authority for the construction of a water tower on the Green Ridge Recreation Center site; and WHEREAS, this water tower is needed to address significant water pressure issues in this area of North County as well as adjacent areas of the City of Roanoke; and WHEREAS, design concepts and estimated costs of the cylindrical type and spherical design were presented to the Board of Supervisors during a work session on July 8, 2014; and WHEREAS, through negotiation the Water Authority has agreed to split any additional costs for the spherical design with the County 50/50; and WHEREAS, the estimated cost to the County for the spherical design is approximately $200,000; 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 July 22, 2014, and the second reading was held on August 12, 2014. Page 1 of 2 NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of up to $200,000 is hereby appropriated from the Minor Capital account to construct the Water Spheroid Water Tower Design to be paid to the Western Virginia Water Authority. 2. That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 ACTION NO. ITEM NO. G -1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 22, 2014 Ordinance accepting and appropriating $120,377 from the Federal Emergency Management Agency and the Virginia Department of Emergency Management for reimbursement of expenditures as related to the June 2012 Derecho Storm Anne Marie Green Director of General Services B. Clayton Goodman County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The June 2012 Derecho event was one of historical significance to much of the country including Virginia and Roanoke County. The County declared a state of emergency on June 30 and operated the County Emergency Operations Center until Friday, July 6, 2012. Initial response actions resulted in answering high 911 call volume, sheltering citizens, operating water distribution stations, and establishing increased general law enforcement presence due to the widespread power outages in the County. As the event transitioned to the recovery phase, the primary action required by the County was for debris removal from downed trees. Due to the magnitude of the storm, debris removal by General Services continued six (6) days per week through much of August 2012. Emergency declaration requests from Virginia to the Federal Government were approved. In a declaration such as this, local governments are eligible for up to seventy -five percent (75 %) reimbursement from the federal government through FEMA. Additionally, in this case, local governments are eligible for up to eighteen percent (18 %) reimbursement from the Virginia Department of Emergency Management (VDEM). All federal funds are transferred to the State which, in turn, transfers all approved monies to the locality after a lengthy review. The County's total documented claim of expenditures was over $350,000, which does not include any cost for the extensive staff time spent coordinating, Page 1 of 2 documenting, submitting, and following the claim through the Emergency Management process at VDEM. At this time, Roanoke County has received one payment in the amount of $196,608.71 and one of $2,760.11. This transfer will close out the process and Roanoke County will have received the maximum eligible amount from this event. The departments with documented costs approved are General Services, Parks and Recreation, Fire and Rescue, Police and CommlT. The Parks and Recreation request has been closed out, and the reimbursement for the other departments is to be distributed as follows: Fire and Rescue 8,265.86 Police 1,664.58 ECC 448.49 Comm /1T 1,289.34 General Services 108,708.73 Total $120,377.00 This request is to accept the $120,377.00 transferred from VDEM to Roanoke County for the federally- approved final amount. The State percentage was part of the initial payment. The first reading of this ordinance was held on July 8, 2014. FISCAL IMPACT: This funding is a partial reimbursement of expenditures and requires no match. The funding for General Services will be placed in the Solid Waste Vehicle Replacement Account for funding towards a new solid waste truck. Staff will be identifying potential funding for the remainder of the purchase and will be returning to the Board in the near future with a request for additional appropriation, as discussed during the recent budget process. The funding for the other departments is to be placed in their operating budgets. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. 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, JULY 22, 2014 ORDINANCE ACCEPTING AND APPROPRIATING $120,377 FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY AND THE VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT FOR REIMBURSEMENT OF EXPENDITURES RELATED TO THE JUNE 2012 DERECHO STORM WHEREAS, the County of Roanoke declared a state of emergency on June 30, 2012, and operated the County Emergency Operations Center until Friday, July 6, 2012; and WHEREAS, the emergency declaration request from Virginia was approved and a federal declaration approved; and WHEREAS, the County has submitted over $350,000 of expenditure reimbursements for three (3) separate projects under federal requirements; and WHEREAS, partial payment was received on all three of the submissions to date; 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 July 8, 2014, and the second reading was held on July 22, 2014. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $120,377 is hereby accepted and appropriated from the Federal Emergency Management Agency and Virginia Department of Page 1 of 2 Emergency Management as reimbursement to the various departments as follows Fire and Rescue 8,265.86 Police 1,664.58 ECC 448.49 Comm /IT 1,289.34 General Services 108,708.73 Total $120,377.00 2 That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 COMMONWEALTH of VIRGINIA JEFFREY D. STERN Department of Emergency Emergency Management 10501 Trade Court State Coordinator North Chesterfield, Virginia 23236 -3713 (804) 897 -6500 BRETT A BURDICK (TDD) 674 -2417 Deputy Coordinator May 21, 2014 FAX (804) 897 -6506 Mr. Joey Stump Roanoke County 5204 Bernard Drive, SW Roanoke, VA 24018 -4345 Re: FEMA- 4072 -DR -VA ID 161- 99161 -00 Dear Mr. Stump: The Federal Emergency Management Agency (FEMA) has approved Roanoke County for disaster assistance under the Public Assistance Program for Severe Storms and Straight -line Winds: June 29 -July 1, 2012. Attached is an Applicant's Statement for Project Worksheet 169 which details the amount of funding currently authorized to be disbursed for reimbursement of the eligible incurred costs by your organization. A payment for $28,543.28 (PA Invoice No. 407299039000) is being prepared by the Virginia Department of Emergency Management Finance Office. The Commonwealth will process the federal share of small project reimbursements automatically when funds are obligated unless no work is complete. The state share will be processed after your submission of source documentation and verification by state staff as to work completion. Funding for large projects will be released upon receipt of a Request for Reimbursement with submission of payment verification and source documentation. You will also be required to submit a Progress Report for each of your outstanding large projects when you submit information for the FIRMA Quarterly Report. You may complete this process electronically and submit additional requests for reimbursement at www.virginiapa.org Please have someone on your staff review the Subgrant Application (FEMA Form 90 -91) in its entirety to be aware of and adhere to any insurance or environmental compliance requirements. If you disagree with the determination rendered by FEMA, you as an eligible applicant have the right to request reconsideration of the decisions regarding the provision of assistance through the submission of an appeal to our state office within 60 days from the date of receipt of this notice. Sincerely, 9 Nealia A. Dabney Public Assistance Program Manager NAD Attachments "Working to Protect People, Property rrurl our Corrrmcrnities" Applicant Statement Current Applicant Applicant: Roanoke County DISASTER #: 4072 P.A. ID: 161 - 99161 -00 State ID #: 54- 6001572 PW # Cat INF PW Amount PW Amount to be disbursed FED SHARE $28,543.28 STATE SHARE $0.00 ADMIN COST $0.00 Total $28,543.28 169 B N $76,115.42 FED SHARE STATE SHARE ADM IN SHARE Total Applicant Disbursed $28,543.28 $0.00 $0.00 $28,543.28 PA Invoice Check Disb Processing Date ID Date $28,543.28 05/14/2014 $0.00 $0.00 $28,54 169 B N $76,115.42 FED SHARE STATE SHARE ADM IN SHARE Total Applicant Disbursed $28,543.28 $0.00 $0.00 $28,543.28 Federal Emergency Management Agency E- Grants Page 1 of 9 PA- 03- VA4072 -PW- 00169(0) P Applicant Name: Application Title: ROANOKE (COUNTY) ELR -005 - Emergency Protective Measures Period of Performance Start: Period of Performance End: 07 -27 -2012 01 -27 -2013 Subgrant Application - Entire Application Application Title: ELR -005 - Emergency Protective Measures Application Number: PA- 03 -VA- 4072 -Pw- 00160(0) Application Type: Subgrant Application (PW) FINAL 1N$P6CT MAR 1 ? 'Hll Prefix First Name Middle Initial Last Name Title Agency /Organization Name Address 1 Address 2 City State Zip Email Preparer Information Mr. Eric Rowland Project Specialist FEMA 9954 Maryland Drive Richmond VA 23233 Eric. Rowland @fema.dhs.gov 1 , Is the application preparer the Point of Contact? No https:Hisource. fema. net/ ernmie/ dispatchDestination. do"? menuTile= &topTile =dsHeader &b... 05/08/2014 Point of Contact Information Prefix Ms. First Name Nealia Middle Initial Last Name Dabney Title Public Assistance Program Manager Agency /Organization VDEM Address 1 10501 Trade Court Address 2 City Richmond State VA ZIP 23236 https:Hisource. fema. net/ ernmie/ dispatchDestination. do"? menuTile= &topTile =dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants Phone 804- 897 -9965 Fax 804- 897 -6536 Email nealia.dabney @vdem,virginia.gov Alternate Point of Contact Information Prefix First Name Middle Initial Last Name Title Agency /Organization Address 1 Address 2 City State ZIP Phone Fax Email Page 2 of 9 ,omments Attachments Damage Facilities (Part 1 of 2) Facility Site Number Facility Name Address County City State ZIP Previously Action Damaged? 1 ELR -005 - Emergency Protective Measures Roanoke VA No https: //i source. fema.net /emmie /di spatcbDestination. do? menuTile= &topTile= dsHeader &b... 05/08/2014 Project Description Disaster Number: 4072 Pre - Application Number: PA- 03- VA- 4072 -RPA -0025 Applicant ID: 161- 99161 -00 Applicant Name: ROANOKE (COUNTY) Subdivision: Project Number: ELR -005 Standard Project Number /Title: 299 - Emergency Protective Measures Please Indicate the Project Type: Neither Alternate nor Improved Application Title: ELR -005 - Emergency Protective Measures Category: B.PROTECTIVE MEASURES Percentage Work Completed? 100.0% As of Date: 08 -22 -2012 Page 2 of 9 ,omments Attachments Damage Facilities (Part 1 of 2) Facility Site Number Facility Name Address County City State ZIP Previously Action Damaged? 1 ELR -005 - Emergency Protective Measures Roanoke VA No https: //i source. fema.net /emmie /di spatcbDestination. do? menuTile= &topTile= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants Page 3 of 9 Comments 1) This is a large project PW. All costs, associated with this project, must be substantiated. Complete documentation must be furnished by the applicant, through the Governor's Authorized Representative (GAR), when all work is complete by way of a written request for final inspection and review. 2) Federal funding is contingent upon acquiring all necessary Federal, State and Local permits, Noncompliance with this requirement may jeopardize the receipt of Federal funds. It is the responsibility of the applicant to obtain all required permits prior to the commencement of work. 3) Complete records and cost documents for all approved work must be maintained for at least 3 years from the date the last project was completed or from the date final payment was received, whichever is later. 4) The sub grantee chooses not to claim costs to administer this project as a part of the Public Assistance Programs grant award. Declining such costs does not exempt the sub - grantee from maintaining records adequately and documenting the source and application of funds as required in the 44 CFR part 13. Attachments User Date Document Description Hard Copy File File Name Action PA -0 3 -VA- 4072 -P W -0 0169(0): During the event period of June 29th thru July 1st, 2012, The Derecho Type Reference TIMOTHY 10 -02- Project ELR -005 Subgrant In the applicant ELR -005 Subgrant INGRAM 2012 Worksheet Application -PW Part file Application -PW Part View 1 1.pdf(6.47 Mb) TIMOTHY 10 -02- Project ELR -005 Subgrant in the applicant ELR -005 Subgrant INGRAM 2012 Worksheet App lication -PW Part file Application -PW Part View 2 2.pdf(5.11 Mb) TIMOTHY 10 -02- Project ELR -005 Subgrant In the applicant ELR -005 Subgrant INGRAM 2012 Worksheet Application -PW -Part file Application -PW -Part View 3 3.pdf(8.44 Mb) TIMOTHY 10 -02- Project ELR -005 Subgrant In the applicant ELR -005 Subgrant INGRAM 2012 Worksheet Application -PW -Part file Application -PW -Part View 4 4.pdf(3.89 Mb) TIMOTHY 10 -02- Project ELR -005 Subgrant In the applicant ELR -005 Roanoke County B (2).xism(4.45 View INGRAM 2012 Worksheet Application -PW file Mb) Facility Name: ELR -005 - Emergency Protective Measures Address 1: Address 2: County: Roanoke City: State: VA ZIP: Was this site previously damaged? No Percentage Work Completed? % Location: PA- 03 -VA- 4072 -P W- 00169(0): Through Entire County - Roanoke County. PA -0 3 -VA- 4072 -P W -0 0169(0): During the event period of June 29th thru July 1st, 2012, The Derecho https:Hisource.fema.netlemmieldi spatchDestination.do ?menuTi le= &topTile= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants Page 4 of 9 Special Considerations 1. Does the damaged facility or item of work have insurance coverage and/or is it an insurable No risk (e.g., buildings, equipment, vehicles, etc)? 2. Is the damaged facility located within a floodplain or coastal high hazard area and/or does it No have an impact on a floodplain or wetland? 3. Is the damaged facility or item of work located within or adjacent to a Coastal Barrier No Resource System Unit or an Otherwise Protected Area? 4. Will the proposed facility repairs /reconstruction change the pre - disaster conditions (e.g., No https:Hisource.fema. net/ emmiel dispatchDestination. do? menuTile = &topTile= dsHeader &b... 05/08/2014 Storm caused widespread damages through the Town of Buchanan, Virginia. The storm produced heavy straight line winds that caused power Damage Description and outages and hindered traffic through the entire county. Dimensions: PA-0 3-VA-4072-PW-00 169(0): WORK COMPLETED: Applicant used force account labor, equipment, and materials to get generators running for essential areas; the police and fire departments patrolled the county and directed traffic and EOC workers answered calls from residents who were in need of help. The county also bought meals for emergency workers. Scope of Work: Labor- Applicant used 2445.55 total hours, 1964.30 hours ineligible regular time and 481.25 hours eligible overtime ($18,253.17). Equipment- Applicant used 6 generators for 520.25hr, 64.5 hours for road blocks and 260 miles for patrolling the county ($56,488.40). Materials- Applicant bought food for emergency workers ($1,373.85). Hazard Mitigation Proposal Is effective mitigation feasible on this site? If you answered Yes to the above question, the next question is required Will mitigation be performed on this site? If you answered Yes to the above question, the next question is required Do you wish to attach a Hazard Mitigation Proposal? If you answered Yes to the above question, the next two questions are required Please provide the Scope of Work for the estimate: (maximum 4000 characters) Would you like to add the Hazard Mitigation Proposal as a cost line item to the project cost? GIS Coordinates Project Location Latitude longitude Through Entire County - Roanoke 37.19178 - 80.01176 County Special Considerations 1. Does the damaged facility or item of work have insurance coverage and/or is it an insurable No risk (e.g., buildings, equipment, vehicles, etc)? 2. Is the damaged facility located within a floodplain or coastal high hazard area and/or does it No have an impact on a floodplain or wetland? 3. Is the damaged facility or item of work located within or adjacent to a Coastal Barrier No Resource System Unit or an Otherwise Protected Area? 4. Will the proposed facility repairs /reconstruction change the pre - disaster conditions (e.g., No https:Hisource.fema. net/ emmiel dispatchDestination. do? menuTile = &topTile= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E-Grants footprint, material, location, capacity, use of function)? 5. Does the applicant have a hazard mitigation proposal or would the applicant like technical No assistance for a hazard mitigation proposal? 6. Is the damaged facility on the National Register of Historic Places or the state historic No listing? Is it older than 50 years? Are there more, similar buildings near the site? 7. Are there any pristine or undisturbed areas on, or near, the project site? Are there large No tracts of forestland? 8. Are there any hazardous materials at or adjacent to the damaged facility and/or item of No work? Page 5 of 9 9. Are there any other environmental or controversial issues associated with the damaged No facility and/or item of work? Attachments Mitigation section is not applicable for your project category. Cost Estimate Is this Project Worksheet for (Preferred) Repair Sequence Code Material and/or Description Unit Quantity I Unit of Measure Unit Price Subgrant Budget Class Type Cost Estimate Action 1 0000 Work Completed TUnt tity $ 0.00 Price 2 9007 Labor 1 LS 18,253.17 PERSONNEL $ 18,253.17 Class 3 9008 Equipment 1 LS 56,488.40 EQUIPMENT $ 56,488.40 4 9009 Material 1 LS 73 $ 1 373 $ SUPPLIES $ 1,373.85 5 9903 No Direct Administrative Costs 1 LS $ 0.00 OTHER $ 0.00 Total Cost: $ 76,115.42 Insurance Adjustments (Deductibles, Proceeds and Settlements) - 590015901 Material and/or Unit of Unit 5ub Cost Sequence Code Description TUnt tity Measure Price Budget Type Estimate Action Class Total Cost : $ 0.00 Total Cost Estimate: $ 76,115.42 (Preferred Estimate Type + Insurance Adjustments) Comments Attachments Existing Insurance Information . https:Hisource.fema .net /emmie /dispatchDestination. do? menuTile= &topTilc= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants Insurance Type Policy No. Bldg /Property Content Insurance Deductible Amount Amount Amount Amount Page 6 of 9 Years Required Comments Attachments Comments and Attachments Name of Section Comment Attachment ELR -005 Subgrant Application- PW-Part 1) This is a large project PW. All costs, associated with this project, must be L.pdf ELR -005 substantiated. Complete documentation must be furnished by the applicant, Subgrant through the Governor's Authorized Representative (GAR), when all work is Application - complete by way of a written request for final inspection and review. 2) PW -Part Federal funding is contingent upon acquiring all necessary Federal, State and 2.pdf Local permits. Noncompliance with this requirement may jeopardize the ELR -005 receipt of Federal funds. It is the responsibility of the applicant to obtain all Subgrant Damage Facilities required permits prior to the commencement of work. 3) Complete records Application - and cost documents for all approved work must be maintained for at least 3 PW -Part years from the date the last project was completed or from the date final 3.pdf payment was received, whichever is later. 4) The sub grantee chooses not to ELR -005 claim costs to administer this project as a part of the Public Assistance Subgrant Programs grant award. Declining such costs does not exempt the sub- Application - grantee from maintaining records adequately and documenting the source PW-Part and application of funds as required in the 44 CFR part 13. 4.pdf ELR -005 Roan oke County B 2 .xlsm Roanoke County 4072 PW 169 FIR CAT B.xlsx Roanoke Application Level Tracking No. 4072 -0022. Final Inspection was held on 3/10/14 as requested 4072 PW 169 by the Grantee. No amendment is required. kgm 3/12/14 FIR CAT B Partl.pdf Roanoke 4072 PW 169 FIR CAT B y Part2, pdf Bundle Reference # Amendment # Date Awarded PA -03 -VA -4072- State - 0005 (4) 10 15 2012 Subgrant Application - FEMA Form 90 -91 Note: The Effective Cost Share for this application is 75% https: //i source. fema. net /emmie /dispatchDestination. do ?menuTile= &topTi le= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants Page 7 of 9 FEDERAL EMERGENCY MANAGEMENT AGENCY PROJECT WORKSHEET DISASTER PROJECT NO. PAID NO. DATE CATEGORY ELR -005 161 - 99161- 08 -22 -2012 B FEMA 4072 DR I -VA 00 APPLICANT: ROANOKE (COUNTY) WORK COMPLETE AS OF: 08 -22 -2012: 100 % Site 1 of 1 DAMAGED FACILITY: COUNTY: Roanoke ELR -005 - Emergency Protective Measures LOCATION: LATITUDE: LONGITUDE: 37.19178 - 80.01176 PA- 03 -VA- 4072 -PW- 00169(0): Through Entire County - Roanoke County. DAMAGE DESCRIPTION AND DIMENSIONS: PA- 03- VA- 4072 -PW- 00169(0): During the event period of June 29th thru July 1st, 2012, The Derecho Storm caused widespread damages through the Town of Buchanan, Virginia. The storm produced heavy straight line winds that caused power outages and hindered traffic through the entire county. SCOPE OF WORK: PA- 03 -VA- 4072 -PW- 00169(0): WORK COMPLETED: Applicant used force account labor, equipment, and materials to get generators running for essential areas; the police and fire departments patrolled the county and directed traffic and EOC workers answered calls from residents who were in need of help. The county also bought meals for emergency workers. Labor- Applicant used 2445.55 total hours, 1964.30 hours ineligible regular time and 481.25 hours eligible overtime ($18,253.17). Equipment- Applicant used 6 generators for 520.25hr, 64.5 hours for road blocks and 260 miles for patrolling the county ($56,488.40). Materials- Applicant bought food for emergency workers ($1,373.85). Does the Scope of Work change the pre - disaster conditions at the site. I._.'_: es : No i. Y Special Considerations included? _ :1 Yes ',� No Hazard Mitigation proposal included? [:J Yes Is there insurance coverage on this facility? Yes No No PROJECT COST ITEM CODE NARRATIVE QUANTITY /UNIT UNIT PRICE COST 1 0000 Work Completed OILS $ 0.00 $ 0.00 2 9007 Labor 11LS $ 18,253.17 $ 18,253.17 3 9008 Equipment 1 /LS $ 56,488.40 $ 55,488.40 4 9009 Material 1 /LS $ 1,373.85 $ 1,373.85 5 9903 No Direct Administrative Costs 1 /LS $ 0.00 $ 0.00 TOTAL COST $ 76,115.42 PREPARED BY Eric Rowland TITLE Project Specialist SIGNATURE https netl emmie/ dispatchDestination. do? menuTile= &topTile= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants APPLICANT REP, Nealia Dabney TITLE Public Assistance Program [ SIGNATURE Manager [ Page S of 9 ROANOKE (COUNTY) : PA- 03- VA4072 -PW -00169 Conditions Information Review Name Condition Type Condition Name Description Monitored Status This review does not address all federal, state and local requirements. Acceptance of federal funding requires Standard recipient to comply with all Final Review Other (EHP) Condition #2 federal, state and local laws. No Approved Failure to obtain all appropriate federal, state and local environmental permits and clearances may jeopardize federal funding. Any change to the approved Standard scope of work will require re- Final Review Other (EHP) Condition #1 evaluation for compliance with No Approved NEPA and other Laws and E=xecutive Orders. If ground disturbing activities occur during construction, applicant will monitor ground Standard disturbance and if any Final Review Other (EHP) Condition #3 potential archeological No Approved resources are discovered, will immediately cease construction in that area and notify the State and FEMA. This review does not address all federal, state and local requirements. Acceptance of federal funding requires Standard recipient to comply with all EHP Review Other (EHP) Condition #2 federal, state and local laws. No Recommended Failure to obtain all appropriate federal, state and local environmental permits and clearances may jeopardize federal funding. Any change to the approved Standard scope of work will require re- EHP Review Other (EHP) Condition #1 evaluation for compliance with No Recommended NEPA and other Laws and Executive Orders. If ground disturbing activities occur during construction, EHP Review Other (EHP) Standard applicant will monitor ground N Recommended Condition #3 disturbance and if any potential archeological resources are discovered, will https. Hi source , fema. net /emmie /disp atchD estination. do ?menuTile =& topTile= dsHeader &b... 05/08/2014 Federal Emergency Management Agency E- Grants immediately cease construction in that area and notify the State and FEMA. Page 9 of 9 Internal Comments No. Queue User Date /Time Reviewer Comments 4072 -0022 Final Inspection was held on March 10, 2014 as requested by the Grantee's letter of August 13, 2013; and no amendment is required. kgm 03112/2014 COMMENTS: During the event period of June 29th thru July 1st, 2012, The Derecho Storm caused widespread damages through the Final MCCABE 03 -12 -2014 Town of Buchanan, Virginia. The storm produced heavy 5 Claims KAREN 12:42 PM straight line winds that caused power outages and hindered GMT traffic through the entire county. The original Project Worksheet was obligated at $76,115.42; eligible amount $76,115.42. No Variance. RECOMMENDATION: Final eligible costs are $76,115.42 Close as -is. All work and costs appear necessary and reasonable. JJ 3110114 Award 10 -15 -2012 4 Review SYSTEM 03:01 PM ACCEPTED GMT 1011112012, the final review of this project is being approved 10 -11 -2012 as the work appears to be eligible. It is the responsibility of the 3 Final WYNN ERIC 02 :06 PM Grantee to ensure that all work is performed as outlined in the Review GMT scope of work and that the Applicant conforms to all Federal and state guidelines associated with this grant program. Eric Wynn, QAQC, PW 00169 Roanoke — County Wide (37.19178 - 80.01176).. The Town of Buchanan used force account labor, equipment, and materials to get generators running for essential areas; the police and fire departments patrolled the county and directed traffic and EOC workers answered calls from residents who 10-09-2012 were in need of help. The county also bought meals for 2 EHP ENGLEHART PM emergency workers. $76,115.42. - kbamat - 10/09/2012 Review MICHAEL GMT 18:16:29 GMT Per 44 CFR Part 9.5(c)(1), project is exempt from wetlands review, - kbamat - 10/09/2012 18:18:45 GMT Per 44 CFR Part 9.5(c)(1), project is exempt from floodplain management review. - kbamat - 10109/2012 18:18 :29 GMT Emergency actions exempt from Section 106 review. - kbamat - 10/09/2012 18:16:50 GMT 10 -03 -12 - The initial review of this large project is being 10 -03 -2012 approved as the work appears to be eligible. It is the 1 Initial SCHRADER 05:06 PM responsibility of the grantee to ensure that all work is Review DEBORAH GMT performed as outlined in the scope of work and that the applicant conforms to all federal and state guidelines associated with this grant program. Deborah Schrader, QA/QC https:Hisource.fema .net /emmie /dispatchDestination. do? menuTile— &topTil.e— dsHeader &b... 05/08/2014 � 1 COMMONWEAL Of VIRGINIA JEFFREY D. STERN Department of EYYlergency Management 10501 Trade Court State Coordinator North Chesterfield, Virginia 23236 -3713 (804) 897 -6500 BRETT A. BURDICK (TDD) 674 -2417 Deputy Coordinator June 9, 2014 FAX (804) 897 -6506 Mr. Joey Stump Division Chief Roanoke County 5204 Bernard Drive, SW Roanoke, VA 24018 -4345 Re: FEMA - 4072 -DR -VA ID 161- 99161 -00 Dear Mr. Stump: The Federal Emergency Management Agency (FEMA) has approved Roanoke County for disaster assistance under the Public Assistance Program for Severe Storms and Straight -line Winds: June 29 -July 1, 2012. Attached is an Applicant's Statement for Project Worksheet 44 which details the amount of funding currently authorized to be disbursed for reimbursement of the eligible incurred costs by your organization. A payment for $91,833.72 (PA Invoice No. 407299039012) is being prepared by the Virginia Department of Emergency Management Finance Office. The Commonwealth will process the federal share of small project reimbursements automatically when funds are obligated unless no work is complete. The state share will be processed after your submission of source documentation and verification by state staff as to work completion. Funding for large projects will be released upon receipt of a Request for Reimbursement with submission of payment verification and source documentation. You will also be required to submit a Progress Report for each of your outstanding large projects when you submit information for the FEMA Quarterly Report. You may complete this process electronically and submit additional requests for reimbursement at www.virginiapa.org Please have someone on your staff review the Subgrant Application (FEMA Form 90 -91) in its entirety to be aware of and adhere to any insurance or environmental compliance requirements. If you disagree with the determination rendered by FEMA, you as an eligible applicant have the right to request reconsideration of the decisions regarding the provision of assistance through the submission of an appeal to our state office within 60 days from the date of receipt of this notice. Sincerely, xe-4� a. 44t Nealia A. Dabney Public Assistance Program Manager NAD Attachments "Working to Protect People, Property and Our Communities" ACTION NO. ITEM NO. H -1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: B. Clayton GoodmanJ)I w County Administrator )y COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. Capital Improvement Program (CIP) Review Committee (appointed by District): The following one -year term expired on August 31, 2012: a) Becky Walter, representing the Hollins Magisterial District; Ms. Walter has served three consecutive terms and therefore cannot be reappointed. 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, JULY 22, 2014 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows That the certain section of the agenda of the Board of Supervisors for July 22, 2014, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows 1. Approval of minutes — June 10, 2014 2. Confirmation of appointments to the Roanoke Valley Convention & Visitors Bureau Board of Directors; Roanoke Broadband Authority; Roanoke Regional Partnership; Roanoke Valley - Alleghany Regional Commission; South Peak Community Development Authority; Western Virginia Regional Industrial Facility Authority; Western Virginia Regional Jail 3. Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management facilities post- construction inspection services to the Town of Vinton 4. Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management plan review Page 1 of 1 ACTION NO. ITEM NO. 1 -2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Confirmation of appointments to the Roanoke Valley Convention and Visitors Bureau Board of Directors; Roanoke Broadband Authority; Roanoke Regional Partnership; Roanoke Valley - Alleghany Regional Commission; South Peak Community Development Authority; Western Virginia Regional Industrial Facility Authority; Western Virginia Regional Jail SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: B. Clayton Goodman ,l��,� , County Administrato r �j COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. Roanoke Valley Convention and Visitors Bureau Board of Directors: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to complete the term of B. Clayton Goodman III who is retiring July 31, 2014. This term will expire June 13, 2015. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. 2. Roanoke Broadband Authority: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to complete the term of B. Clayton Goodman III who is retiring July 31, 2014. This term will expire December 13, 2017. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. Page 1 of 2 3. Roanoke Regional Partnership: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to replace Mr. B. Clayton Goodman III, who is retiring July 31, 2014. There is no term on this appointment. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. 4. Roanoke Valley — Alleghany Regional Commission: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to complete the term of Mr. B. Clayton Goodman III, who is retiring July 31, 2014. This term will expire June 30, 2017. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. 5. South Peak Community Development Authority: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Richard L. Caywood, Assistant County Administrator to complete the term of Mr. B. Clayton Goodman III, who is retiring July 31, 2014. This term will expire October 25, 2014 6. Western Virginia Regional Industrial Facility Authority: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to complete the term of Mr. B. Clayton Goodman I II, who is retiring July 31, 2014. This term will expire February 4, 2018. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. 7. Western Virginia Regional Jail Authority: During the closed session held on July 8, 2014, it was the consensus of the Board to add confirmation of the appointment of Daniel R. O'Donnell, Interim County Administrator to complete the term of Mr. B. Clayton Goodman III, who is retiring July 31, 2014. This term will expire December 31, 2014. Mr. O'Donnell will serve for the period of time that he is Interim County Administrator. Page 2 of 2 ACTION NO. ITEM NO. 1 -3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2014 AGENDA ITEM: Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management facilities post - construction inspection services to the Town of Vinton SUBMITTED BY: Tarek Moneir Deputy Director of Development Services APPROVED BY: B. Clayton Goodman III County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke and the Town of Vinton (TOV) desire to continue cooperatively working together to provide an optimum level of customer service to the community. Therefore, the TOV would like to renew and extend an agreement with Roanoke County Community Development Department to obtain post- construction inspection services of stormwater management facilities (SWM). Currently, the TOV has no means of providing inspecting stormwater management ponds or review services of post- construction of SWM facilities due to limited staff time and /or experiences. These services will include the preparation of communication documents associated with stormwater management reports related to the maintenance of the SWM facilities. Community Development Department will provide the necessary personnel, and materials services to perform inspection of such facilities. This past year, our staff preformed no post- construction inspections for TOV. As stated in the agreement, there are certain responsibilities listed for the TOV and the County as part of this agreement. This agreement is only good for and subject to renewal after two (2) years from this approval if both parties (County of Roanoke and TOV) agreed. A resolution provided by Susan N Johnson, Town Clerk dated July 15, 2014, agreeing to the terms and condition of the MOU is attached. Page 1 of 2 FISCAL IMPACT: There is no request for funding associated with this agreement. The TOV agrees to pay the County a minimum fee of $75 per hour per staff member and no less than $150 per incident (which applies of meetings, presentations, inspections, etc.) as agreed and approved by this agreement. ALTERNATIVES: A. Approve the attached resolution and enter into agreement as specified in the attached MOU with TOV for only a period of two (2) years in order to provide inspection services of SWM facilities for TOV; or B. Reject the attached MOU agreement and refuse providing such services to TOV STAFF RECOMMENDATION: Staff recommends alternative "A" and directs Community Development Department to provide services with TOV for two (2) years beginning August 13, 2014, and end on August 13, 2016. Attachments: a) Proposed Resolution for Roanoke County b) Letter from Ms. Susan N Johnson, TOV clerk c) An Executed MOU by Town of Vinton 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, JULY 22, 2014 RESOLUTION APPROVING THE EXECUTION OF MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN ROANOKE COUNTY AND THE TOWN OF VINTON PROVIDING FOR STORMWATER MANAGEMENT FACILITIES POST - CONSTRUCTION INSPECTION SERVICES WHEREAS, Roanoke County and the Town of Vinton desire to work cooperatively to provide an optimum level of customer service to the development and construction community and to streamline the review and post- construction inspection process; and WHEREAS, Resolution 081313 -4 approved the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management facilities post- construction inspection services; and WHEREAS, Roanoke County recognizes that, in order to maintain a high quality level of customer service to its development/construction community and to comply with federal, state, and local requirements for the stormwater management regulations, a close working relationship with the Town of Vinton is desirable and will be made possible through the re- execution of the above - mentioned Memorandum of Understanding extending this service for a two -year period ending August 12, 2016. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Memorandum of Understanding for providing stormwater management facilities post- construction inspection services to the Town of Vinton is hereby approved for a two (2) -year period ending August 12, 2016. Page 1 of 2 2. That the County Administrator, or his designee, is hereby authorized to execute the Memorandum of Understanding and any other necessary documents to accomplish this action, all to be upon a form approved by the County Attorney. Page 2 of 2 RESOLUTION NO. 2072 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 15, 2014, AT 7.00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA �3 ICS] %J VA 0 3i A I:�r`�T e�����►�_3� ���� WHEREAS, Roanoke County and the Town of Vinton entered into a Memorandum of Understanding for Providing Stormwater Management Plan Review Services dated August 13, 2013 and a Memorandum of Understanding for Providing Stormwater Manager Facilities Post - Construction Inspection Services dated August 13, 2013, both for an initial term of one year; and WHEREAS, the terms of both Memorandums of Understanding (MOUs) will expire on August 12, 2014 and Roanoke County and the Town have agreed to execute two new MOUs for an additional two year period; and WHEREAS, Council needs to authorize the Town Manager to execute two new MOUs which provide under Item IV, Agreement and Modifications, that they will now be effective for two years commencing on August 13, 2014 and terminating on August 12, 2016. NOW, THEREFORE, BE IT RESOLVED, that Vinton Town Council authorizes the Town Manager to execute the following MOUs: 1. Memorandum of Understanding (MOU) between Roanoke County Board of Supervisors and the Town of Vinton Town Council for Providing Stormwater Management Plan Review Services to the Town of Vinton. 2. Memorandum of Understanding (MOU) between Roanoke County Board of Supervisors and the Town of Vinton Town Council for Providing Stormwater Management Facilities Post - Construction Inspection Services to the Town of Vinton. This Resolution adopted on motion made by Council Member Nance and seconded by Council Member Adams, with the following votes recorded: AYES: Adams, Nance, Weeks, Grose NAYS: None ABSENT: Hare AP �� _ i� i � i 4 Bradley E. Grose, Mayor A TEST: OAS. Susan N. Tohnso , Town Clerk MEMORANDUM OF UNDERSTANDING BETWEEN ROANOKE COUNTY AND THE TOWN OF VINTON FOR PROVIDING STORMWATER MANAGEMENT FACILITIES POST - CONSTRUCTION INSPECTION SERVICES TO THE TOWN OF VINTON L PARTIES AND PURPOSE This Memorandum of Understanding (MOU) is made and entered into this day of , 20 by and between the County of Roanoke, Virginia, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the "County ", and the Town of Vinton, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the "Town" for the purpose of providing stormwater management facilities inspection services to the Town of Vinton. II. SCOPE OF WORK The Town is entering into this MOU to contract with the County, for the County Department of Community Development, to provide post - construction stormwater management facilities inspection and review services as needed, including the preparation of documents, such as, associated stormwater management reports related to the maintenance of the stormwater facilities including ponds, Best Management Practices (BMPs), etc. For the period hereinafter set forth, the County and Town will provide the necessary personnel, materials, services, facilities, funds, and otherwise perform all things necessary for or incidental to this MOU. A. Responsibilities of the Town Planning and Zoning Department 1. Provide and update, as needed, a list of the stormwater facilities including ponds, BMPs, etc. that need to be inspected. Inspection schedule will be reviewed and approved by the Town and County personnel. 2. Assume all the communication and enforcement of regulations with the owner /developer of the stormwater facilities including ponds, BMPs, etc. 3. Coordinate and attend any required and /or needed meeting(s) with owners and /or maintenance personnel of the stormwater facilities, BMPs, etc. B. Responsibilities of the County Engineering Services Division 1. Perform necessary inspections of the stormwater facilities including ponds, BMPs, etc. once notification is received from the Vinton Planning and Zoning Department. 2. Complete and provide a copy of the inspection report of the stormwater facilities to the Vinton Planning and Zoning Department. 3. Attend meetings with owner /developer and Vinton Planning and Zoning staff, when requested and/or needed. Roanoke County and Town of Vinton SWM MOU Facilities Inspection Services Page 1 III. FEE AND PAYMENT For furnishing all services as specified herein, the Town shall pay the County a minimum fee of $75.00 per hour per staff member and no less than $150.00 per inspection (minimum two hours charge). Charges shall also apply to meetings, presentations, etc. as agreed and approved by both parties. IV. PERIOD OF AGREEMENT AND MODIFICATIONS This MOU will be effective for TWO years, commencing on the day of , 20, and terminating on the day of ' 20 . The MOU may be modified, extended, or terminated at any time by mutual consent of the parties hereto, or may be terminated by either party by giving 90 days written notice to the other party. V. APPROPRIATION All obligations of the Town of Vinton under this MOU that require the expenditure or payment of funds by the Town are subject to annual appropriations by the Vinton Town Council. IN WITNESS WHEREOF, the parties have executed this MOU on the day, month, and year indicated: Roanoke County and Town of Vinton SWM MOU Facilities Inspection Services Page 2 FOR ROANOKE COUNTY: Approved as to Form: Paul Mahoney County Attorney STATE OF VIRGINIA, CITY /COUNTY OF The foregoing instrument was acknowledged before me this day of , 20 , by B. Clayton Goodman, III, County Administrator on behalf of the County of Roanoke, Virginia. Notary Public Registration Number: _ My commission expires: BOARD OF SUPERVISORS OF COUNTY OF ROANOKE, VIRGINIA By B. Clayton Goodman, III County Administrator to -wit: FOR TOWN OF VINTON: Approved as to Form: Elizabeth Dillon Town Attorney STATE OF VIRGINIA, CITY /COUNTY OF TOWN COUNCIL OF TOWN OF VINTON, VIRGINIA By (SEAL) Christopher S. Lawrence Town Manager to -wit: The foregoing instrument was acknowledged before me this day of , 20 , by Christopher S. Lawrence, Town Manager on behalf of the Town of Vinton, Virginia. Registration Number: _ My commission expires: Notary Public (SEAL) Roanoke County and Town of Vinton SWM MOU Facilities Inspection Services Page 3 ACTION NO. ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 22, 2013 AGENDA ITEM: Resolution approving the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management plan review SUBMITTED BY: Tarek Moneir Deputy Director of development Services APPROVED BY: B. Clayton Goodman County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke and Town of Vinton (TOV) desire to continue and cooperatively work together to provide an optimum level of customer service to the development and construction community and streamline the review process. On August 13, 2013, Roanoke County Board of Supervisors entered into an MOU contract for one year for the TOV to obtain stormwater management plan review services from Roanoke County Community Development on an as- needed basis for the review of constructions plans, concept stormwater management plans, site stormwater management plans and all of any documents included and associated with stormwater management reports related to the issuance of a development service permit. During the last twelve (12) months, our staff reviewed four (4) projects within the Town of Vinton with no associated problems. The County and the Town provided the necessary personnel, materials, services, facilities, funds and performed all processes necessary for or incidental to this MOU. The responsibilities for the County and the Town are outlined in the attached agreement. This new agreement, however will be effective fortwo (2) years commencing on August 13, 2014, and terminating on August 12, 2016. The MOU may be modified, extended or Page 1 of 2 terminated at any time by mutual consent of the parties or may be terminated by either party by giving ninety (90) days written notice to the other party. Susan N Johnson, Town Clerk has provided a copy of an executed resolution by the Town Council dated July 15, 2014, agreeing to the terms and condition of the MOU. FISCAL IMPACT: There is no request for funding associated with this agreement on behalf of Roanoke County. The TOV on the other hand agrees to pay the County a one -time fee per project as follow: Any project review of less than one (1) acre size of land disturbance requiring stormwater review, the TOV will pay the County's current plan review fees; or Any project review of more than one (1) acre size of land disturbance or part of a Common Plan of Development (VSMP is required) requiring stormwater review, the TOV will pay the County's current plan review fees plus fifty percent (50 %) of the local portion of the VSMP permit fee payment as specified by the fees schedule provided by the Commonwealth of Virginia. ALTERNATIVES: A. Approving the attached resolution to enter into an agreement with TOV as specified in the attached MOU for only a period of two (2) years to provide stormwater management review services; or B. Reject the attached MOU agreement and refuse providing such services to TOV STAFF RECOMMENDATION: Staff recommends alternative "A" and directs the Community Development Department to provide development review services to TOV for two (2) years beginning August 13, 2014, and ends on August 12, 2016. Attachments: a) Proposed Resolution for Roanoke County b) Letter from Ms. Susan N Johnson, TOV clerk c) An Executed MOU by Town of Vinton 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, JULY 22, 2014 RESOLUTION APPROVING THE EXECUTION OF A MEMORANDUM OF UNDERSTANDING BETWEEN ROANOKE COUNTY AND THE TOWN OF VINTON PROVIDING FOR STORMWATER MANAGEMENT PLAN REVIEW WHEREAS, Roanoke County and the Town of Vinton desire to work cooperatively to provide an optimum level of customer service to the development and construction community and to streamline the review and post- construction inspection process; and WHEREAS, Resolution 081313 -5 approved the execution of a Memorandum of Understanding (MOU) between Roanoke County and the Town of Vinton providing for stormwater management plan review; and WHEREAS, Roanoke County recognizes that, in order to maintain a high quality level of customer service to its development /construction community and to comply with federal, state, and local requirements for the stormwater management regulations, a close working relationship with the Town of Vinton is desirable and will be made possible through the re- execution of the above - mentioned Memoranda of Understanding extending this service for a two (2) -year period ending August 12, 2016 for providing stormwater management plan review services to the Town of Vinton. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 1 of 2 1. That the Memorandum of Understanding for providing stormwater management plan review services to the Town of Vinton is hereby approved (Exhibit A) for a two -year period ending August 12, 2016. 2. That the County Administrator, or his designee, is hereby authorized to execute the Memoranda of Understanding and any other necessary documents to accomplish this action, all to be upon a form approved by the County Attorney. Page 2 of 2 RESOLUTION NO. 2072 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 15, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA STORMWATER MANAGEMENT SERVICES WHEREAS, Roanoke County and the Town of Vinton entered into a Memorandum of Understanding for Providing Stormwater Management Plan Review Services dated August 13, 2013 and a Memorandum of Understanding for Providing Stormwater Manager Facilities Post - Construction Inspection Services dated August 13, 2013, both for an initial term of one year; and WHEREAS, the terms of both Memorandums of Understanding (MOUs) will expire on August 12, 2014 and Roanoke County and the Town have agreed to execute two new MOUs for an additional two year period; and WHEREAS, Council needs to authorize the Town Manager to execute two new MOUs which provide under Item IV, Agreement and Modifications, that they will now be effective for two years commencing on August 13, 2014 and terminating on August 12, 2016. NOW, THEREFORE, BE IT RESOLVED, that Vinton Town Council authorizes the Town Manager to execute the following MOUs: 1. Memorandum of Understanding (MOU) between Roanoke County Board of Supervisors and the Town of Vinton Town Council for Providing Stormwater Management Plan Review Services to the Town of Vinton. 2. Memorandum of Understanding (MOU) between Roanoke County Board of Supervisors and the Town of Vinton Town Council for Providing Stormwater Management Facilities Post - Construction Inspection Services to the Town of Vinton. This Resolution adopted on motion made by Council Member Nance and seconded by Council Member Adams, with the following votes recorded: AYES: Adams, Nance, Weeks, Grose NAYS: None ABSENT: Hare APPROVED: Bradley E. Grose, Mayor A TEST: r Susan N. Johnso , Town Clerk MEMORANDUM OF UNDERSTANDING BETWEEN ROANOKE COUNTY AND THE TOWN OF VINTON FOR PROVIDING STORMWATER MANAGEMENT PLAN REVIEW SERVICES TO THE TOWN OF VINTON I. PARTIES AND PURPOSE This Memorandum of Understanding (MOU) is made and entered into this day of , 20 by and between the County of Roanoke, Virginia, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the "County ", and the Town of Vinton, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the "Town" for the purpose of providing stormwater management plan review services to the Town of Vinton. The Vinton Town Council recognizes that in order to maintain a high quality level of customer service to its development /construction community and comply with federal, state, and local requirements of the stormwater management regulations, a close working relationship with the County is desirable and will be made possible through this MOU. II. SCOPE OF WORK The County and the Town desire to cooperatively work together to continue to provide an optimum level of customer service to the development /construction community. Therefore, the Town is entering into this MOU to contract with the County Department of Community Development to obtain stormwater management plan review services on an as- needed basis for the review of construction plans, concept stormwater management plans, site stormwater management plans and all or any documents including associated stormwater management reports related to the issuance of a development services permit. For the period hereinafter set forth, the County and Town will provide the necessary personnel, materials, services, facilities, funds, and otherwise perform all things necessary for or incidental to this MOU. A. Responsibilities of the Town Planning and Zoning Department I. Accept site and subdivision development plans for projects located in the Town and distribute for review and approval to the appropriate Town and County departments; 2. Collect all fees associated with the project; 3. Submit payment to the County for the stormwater management plan review services as specified hereinafter; 4. Coordinate and attend pre- review, pre - construction and /or any needed meetings with all parties involved in the review and approval of the Plans; 5. Act as Plan Approval Authority and facilitate all appropriate and /or needed meetings; 6. Monitor the progress of the project in the field through County Inspection; 7. Collect, administer, maintain, reduce, and release site development surety necessary for all construction projects; and, 8. Maintain all records (record keeping) for all projects. B. Responsibilities of the County Engineering Services Division Roanoke County and Town of Vinton SWM MOU Plan Review Services Page 1 1. Review concept and site stormwater management plans at the discretion of the Town and provide recommendations on whether a project proposal meets environmental site design to the maximum extent practicable; 2. Review construction plans as they pertain to stormwater; 3. Review stormwater management plan design revisions; 4. Review construction revisions to "issued permits "; 5. Provide conformity review for unissued projects due to ordinance, code or policy changes; 6. Review stormwater management plan and calculations; 7. Review all design calculations including stormwater management, hydraulic, hydrology, structural, mechanical (drain valves), etc.; 8. Review stormwater management plan studies; 9. Attend pre- review, pre - construction and/or any needed meetings with all parties involved in the review and approval of the site plans. When needed, a pre - construction meeting will be held on Thursdays; and, 10. Plan reviewers shall be accessible during normal business hours to attend meetings and/or answer questions concerning comments generated as part of the review of plans, and any other documents submitted as part of the permit process. III. FEE AND PAYMENT For furnishing of services as specified herein, the Town shall pay the County a one -time fee per project as follow: a) Any project review of less than one acre (no Virginia Stormwater Management Program (VSMP) permit is required) requiring Stormwater review, the Town will pay the County's current plan review fees. b) Any project review of more than one acre (VSMP is required) requiring Stormwater review, the Town will pay the County's current plan review fees plus 50% of the local portion of the VSMP permit fee payment as specified by the fees schedule. IV. PERIOD OF AGREEMENT AND MODIFICATIONS This MOU will be effective for TWO years, commencing on the day of , 20 and terminating on the day of , 20 The MOU may be modified, extended, or terminated at any time by mutual consent of the parties hereto, or may be terminated by either party by giving 90 days written notice to the other party. V. APPROPRIATION All obligations of the Town of Vinton under this MOU that require the expenditure or payment of funds by the Town are subject to annual appropriations by the Vinton Town Council. IN WITNESS WHEREOF, the parties have executed this Memorandum of Understanding on the day, month, and year indicated: Roanoke County and Town of Vinton SWM MOU Plan Review Services Page 2 FOR ROANOKE COUNTY: Approved as to Form: Paul Mahoney County Attorney STATE OF VIRGINIA, CITY /COUNTY OF The foregoing instrument was acknowledged before me this day of , 20 , by B. Clayton Goodman, III, County Administrator on behalf of the County of Roanoke, Virginia. Registration Number: _ My commission expires: BOARD OF SUPERVISORS OF COUNTY OF ROANOKE, VIRGINIA By B. Clayton Goodman, III County Administrator to -wit: FOR TOWN OF VINTON: Approved as to Form: Elizabeth Dillon Town Attorney STATE OF VIRGINIA, CITY /COUNTY OF TOWN COUNCIL OF TOWN OF VINTON, VIRGINIA By Notary Public (SEAL) Christopher S. Lawrence Town Manager to -wit: The foregoing instrument was acknowledged before me this day of , 20 , by Christopher S. Lawrence, Town Manager on behalf of the Town of Vinton, Virginia. Registration Number: _ My commission expires: Notary Public (SEAL) Roanoke County and Town of Vinton SWM MOU Plan Review Services Page 3 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Unaudited balance at June 30, 2014 Balance at July 22, 2014 Amount $ 21,266,557 $ 21, 266, 557 K -1 % of General Fund Revenue 11.00% * 10.73% ** Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally over several years. * 2013 -14 - Goal of 11 % of General Fund Revenues 2013 -14 General Fund Revenues 11 % of General Fund Revenues ** 2014 -15 - Goal of 11 % of General Fund Revenues 2014 -15 General Fund Revenues 11 % of General Fund Revenues $193,332,334 $21,266,557 $198,174,499 $21,799,195 The Unappropriated Fund Balance of the County is currently maintained at the goal of 11.00 %. Submitted By Rebecca E. Owens Director of Finance Approved By B. Clayton Goodma County Administrato K -2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural /engineering services, and other one -time expenditures.) Unaudited balance at June 30, 2014 July 8, 2014 Appropriation for replacement of Financial System Balance at July 22, 2014 Major County Capital Reserve Amount $3,107,630.00 ($1,500,000.00) $1,607,630.00 (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Unaudited balance at June 30, 2014 Submitted By Approved By Balance at July 22, 2014 Rebecca E. Owens Director of Finance B. Clayton Goodman 111 County Administrato $1,284,715.00 $1,284,715.00 K -3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2014 -2015 Original Budget $100,000.00 June 10, 2014 Transfer funds for Special Assistant for Legislative Relations (32,400.00) $ 67,600.00 Submitted By Approved By Balance at July 22, 2014 Rebecca E. Owens Director of Finance B. Clayton GoodmarIJ County Administrato ACTION NO. ITEM NO. K-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 22, 2014 Accounts Paid —June 2014 Rebecca E. Owens Director of Finance B. Clayton Goodman III County AdministratoK)3-1 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: SUMMARY OF INFORMATION: Payments to Vendors Payroll 06/06/14 Payroll 06/20/14 Manual Checks Grand Total Direct Deposit 1,196,222.83 1,158,055.57 Checks Total $ - $ 7,798,844.61 70,818.47 1,267,041.30 87, 735.32 1,245, 790.89 1,941.34 1,941.34 $ 10,313,618.14 A detailed listing of the payments to vendors is on file with the Clerk to the Board of Supervisors. Page 1 of 1 ACTION NO. ITEM NUMBER K -5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: July 22, 2014 AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of 30- Jun -14 SUMMARY OF INFORMATION: CASH INVESTMENT: SUNTRUST CON 18,349,920.84 18,349,920.84 GOVERNMENT: SCOTT STRINGFELLOW CONTRA 16,299.00 SCOTT STRINGFELLOW 48,013,134.68 WELLS FARGO 17,428,571.42 WELLS FARGO CONTRA (39,730.00) 65,418,275.10 LOCAL GOVT INVESTMENT POOL: 2,502,788.96 GENERAL OPERATION 8,169,258.08 8,169,258.08 MONEY MARKET: BRANCH BANKING & TRUST 1,079,852.94 SCOTT STRINGFELLOW - JAIL 1,102,144.27 SCOTT STRINGFELLOW 34,664,280.31 UNION FIRST 3,064,472.06 VALLEY BANK 2,502,788.96 WELLS FARGO 1,985,589.09 44,399,127.63 TOTAL 136, 336, 581.65 07/22/2014