HomeMy WebLinkAbout1/13/2015 - RegularRoanoke County
Board of Supervisors
January 13, 2015
NOTE: The Board of Supervisors will hold its annual organizational meeting at
2:00 p.m. in the Board meeting room prior to the regularly scheduled Board
meeting.
Good afternoon and welcome to our meeting for January 13, 2015. 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 Thursday at 7-00 p.m. and on Saturday at 4-00 p.m. Our meetings are
now 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. ORGANIZATIONAL MEETING (2-00 p.m.)
1. Roll Call
2. Organization of County Board
(a) Election of Officers:
(1) Chairman
(2) Vice Chairman
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INVOCATION: Dr. Eddie Crabtree
Valley Word Church
Roanoke County
Board of Supervisors
Agenda
January 13, 2015
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
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B. REGULAR MEETING - OPENING CEREMONIES (3-00 p.m.)
C. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF
AGENDA ITEMS
D. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Presentation and request to accept and allocate funds in the amount of
$12,000 as a donation from the Roanoke Valley Detachment 426 of the
Marine Corps League to Camp Roanoke (Doug Blount, Director of Parks,
Recreation and Tourism)
2. Recognition of Gavin Dent for being named a grand prize winner in the
Library of Congress writing contest, "A Book That Shaped Me" (Diana L.
Rosapepe, Director of Library Services)
3. Resolution of appreciation to Joseph P. McNamara for his service as
Chairman of the Roanoke County Board of Supervisors in 2014
E. BRIEFINGS
1. Briefing on the old William Byrd High School surplus property giveaway on
December 13, 2014 (Doug Blount, Director of Parks, Recreation and Tourism)
F. NEW BUSINESS
1. Resolution authorizing and approving the First Amendment to the Ground
Lease Agreement between the County of Roanoke, Virginia, and the Western
Virginia Water Authority for the location of a water tank (Paul M. Mahoney,
County Attorney)
2. Approval of execution of a contract for the purchase of property contingent
upon completion of due diligence measures and to contract for any incidental
expenses in connection with the acquisition of 1.24 acres identified as "Lila
Drive", a part of the Plantation Road, Bicycle, Pedestrian and Streetscape
Improvement Project (Paul M. Mahoney, County Attorney-, Richard Caywood,
Assistant County Administrator)
G. SECOND READING OF ORDINANCES
Ordinance appropriating $2,042,611 from various sources for the Department
of Social Services Building Renovation Project and authorizing an internal
loan in the amount of $1.5 million from Major Capital to this project (Rebecca
Owens, Director of Finance; Richard Caywood, Assistant County
Administrator)
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H. APPOINTMENTS
1. Blue Ridge Behavioral Healthcare Board of Directors
2. Capital Improvement Program (CIP) Review Committee (appointed by
District)
3. Economic Development Authority (appointed by District)
4. Parks, Recreation and Tourism Advisory Commission (appointed by District)
5. Social Services Advisory Board (appointed by District)
CONSENTAGENDA
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 — October 28, 2014
2. Resolution of appreciation from the Roanoke County Board of Supervisors to
Jan Killgore, Program Support Specialist, upon her retirement after more than
eighteen (18) years of service
3. Request to accept and allocate grant funds in the amount of $10,000 from the
Virginia Department of Emergency Management (VDEM) to the Roanoke
County Fire and Rescue Department for the purchase of a trailer to transport
and apply fire suppression foam
4. Confirmation of appointments to the Blue Ridge Behavioral Healthcare Board
of Directors
J. CITIZENS'COMMENTS AND COMMUNICATIONS
K. REPORTS
1. General Fund Unappropriated Balance
2. Capital Reserves
3. Reserve for Board Contingency
4. Outstanding Debt
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5. Comparative Statement of Budgeted and Actual Revenues as of November
30,2014
6. Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of November 30, 2014
7. Accounts Paid — November 30, 2014
8. Treasurer's Statement of Accountability per Investment and Portfolio Policy
as of November 30, 2014
9. Treasurer's Statement of Accountability per Investment and Portfolio Policy
as of December 31, 2014
10. Proclamation signed by the Chairman
L. REPORTS AND INQUIRIES OF BOARD MEMBERS
M. WORK SESSIONS
1. Work session on Roanoke River Greenway progress in Roanoke County
(Doug Blount, Director of Parks, Recreation and Tourism)
N. CLOSED MEETING, pursuant to the Code of Virginia as follows:
1. Section 2.2.371 1.A.3 Discussion or consideration of the acquisition of real
property for a public purpose, or the disposition of publicly held real property,
where discussion in an open meeting would adversely affect the bargaining
position or negotiating strategy of the Board of Supervisors (419 Library)
0. CERTIFICATION RESOLUTION
P. ADJOURNMENT
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ACTION NO.
ITEM NO. A-2 (a)(1)(2)
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Election of Officers:
(1) Chairman
(2) Vice Chairman
SUBMITTED BY: Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Each year at the annual organizational meeting of the Board of Supervisors, the Board
elects a Chairman and Vice -Chairman. Section 3.08 of the Roanoke County Charter
provides as follows:
Section 3.08. Chainnan and Vice-Chairynan. — The Board shall, at its first meeting in
January of each year, elect one of its number as Chairman, who shall preside at such
meeting and all other meetings during the term for which so elected, if present. The
Board also may elect a Vice -Chairman who shall, if so elected, preside at meetings in
the absence of the Chairman and may discharge any other duty of the chairman during
his absence or disability. The Chairman and Vice -Chairman shall preside for a term of
one (1) year. The Chairman and Vice -Chairman may succeed themselves in office. In
the case of the absence from any meeting of the Chairman and Vice -Chairman, the
members present shall choose one of their number as temporary Chairman. In addition
to the compensation provided members of the Board of Supervisors, the Board may by
ordinance fix an additional sum to be paid to the Chairman and Vice -Chairman, not to
exceed the limit established by general law, without regard to the maximum salary
limits.
Chairmen and vice-chairmen may be elected to serve for terms corresponding to their
terms as supervisors or may be elected for such other period as determined by the
governing body. If the board fails to designate a specific term of office for which a
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chairman or vice-chairman is elected, it shall be presumed that such officers were
elected for a term of one (1) year, and shall serve until their successors have been
elected and qualify (see Sec. 15.2-1422 of the Code of Virginia). It has been the
custom of the Board of Supervisors of Roanoke County to elect these officers for terms
of one (1) year as provided in the Charter until the next organizational meeting.
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ACTION NO.
ITEM NO. D-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Presentation and request to accept and allocate funds in the
amount of $12,000 as a donation from the Roanoke Valley
Detachment 426 of the Marine Corps League to Camp
Roanoke
SUBMITTED BY: Doug Blount
Director of Parks, Recreation and Tourism
APPROVED BY: Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
I n its 1 9thyear, the Marine Corps Mud Run continues to be one of the Roanoke Valley's
signature running and fundraising events. This event is one that draws the interest of
many individuals and its team competition has become popular with school groups, athletic
teams, as well as teams made up of friends and neighbors. The event represents a long
running partnership, lead by the Roanoke Valley Detachment 426 of the Marine Corps
League with volunteer support from Marine Corps Reserve Unit, Company B, 4thCombat
Engineer Battalion, in cooperation with the Roanoke County Parks, Recreation and
Tourism and many other corporate sponsors. The beneficiaries of this event are the
nationally recognized Marine Toys for Tots program and on the local level, Camp Roanoke.
We are proud of our partnership with the Marine Corps League and look forward to working
with them for years to come. This year's $12,000 donation brings the total amount
contributed to over $150,200. These funds will be used for facility improvements at the
camp. A visit to Camp Roanoke will document the many improvements these funds have
made over the years and with the current economy, these types of donations are more
important than ever. A presentation will be made by Michael V. Shepherd — Commandant,
Marine Corps League Roanoke Valley Detachment #426 and the following people will be
attending to represent the Marine Corps League and Marine Corps:
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• Colonel Eugene Nervo - Marine Corps Retired, Sr. Vice Commandant
• Roger Flippen, Jr. Vice Commandant
• Lloyd Holland, Sergeant of Arms
• Doug Phillips, Chaplain
• Kathy Shepherd, Web Sergeant
• Captain Mary Close - Marine Corps Reserve
• Del Flippen
The $12,000 donation will be used to make the following facility improvements at Camp
Roanoke:
• Insulate bathroom buildings to allow for use during winter months to extend the
operating season.
• Repair drywall ceiling in Kiwanis Lodge.
• Treat exterior logs of the Nature Cabin to preserve the wood logs.
ALTERNATIVES:
1. Accept and allocate funds in the amount of $12,000 from the Roanoke Valley
Detachment 426 of the Marine Corps League to Camp Roanoke.
2. Do not accept the donation.
STAFF RECOMMENDATION:
Staff recommends alternative 1.
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ACTION NO.
ITEM NO. D-2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Recognition of Gavin Dent for being named a grand prize
winner in the Library of Congress writing contest, "A Book That
Shaped Me"
SUBMITTED BY:
APPROVED BY:
Diana L. Rosapepe
Director of Library Services
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Gavin Dent, a fifth grade student at Oak Grove Elementary School, has been named one
of three national grand prize winners in the Library of Congress "A Book That Shaped Me"
Summer Writing Contest. Gavin placed first (1 st) in Virginia and was later selected for this
higher award by a panel of judges assembled by the Library of Congress, including
educators, children's authors and staff. Gavin received his award at a ceremony in
Washington, D.C., on Saturday, October 18, 2014.
The Roanoke County Public Library was a participating library in the contest which
encourages rising fifth (5th)- and sixth (6th) -grade students to reflect on books that have
made a personal impact on their lives. The program began in 2012 and is administered as
part of summer reading programs at more than 270 public libraries.
Gavin's essay was based on the book Omaha Beach and Beyond. The Long March of
Sergeant Bob Slaughter, which he believes changed his life. In his essay, Gavin said that
not only has he come to appreciate the "greatest generation" and the sacrifices they have
made for America, he is more curious about history and the world around him. "I am aware
of more than school, friends and video games. I have become active in my community and
in the 29th Infantry Division Association ... I am proud of my community and country. I
strive to have the character of these humble and brave men."
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Gavin noted that he outwardly shows his respect for the veterans who have fought for this
country. He said he stands a little taller when saying the Pledge of Allegiance now, and
shakes the hands of veterans he meets and thanks them for their service.
Gavin will be accompanied at the Board meeting by his parents, Jane and Greg Dent, and
his older brother, Chase.
FISCAL IMPACT:
None
ALTERNATIVES:
None
STAFF RECOMMENDATION:
Staff recommends the Board of Supervisors commend Gavin Dent for his accomplishment.
Page 2 of 2
ACTION NO.
ITEM NO. D-3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Resolution of appreciation to Joseph P. McNamara for his
service as Chairman of the Roanoke County Board of
Supervisors in 2014
SUBMITTED BY: Deborah C. Jacks
Deputy Clerk to the Board of Supervisors
APPROVED BY: Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
This time has been set aside to recognize Supervisor McNamara for his service as
Chairman of the Board of Supervisors during 2014.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 13, 2015
RESOLUTION OF APPRECIATION TO JOSEPH P. MCNAMARA FOR HIS
SERVICE AS CHAIRMAN OF THE BOARD OF SUPERVISORS IN 2014
WHEREAS, Joseph P. McNamara served as Chairman of the Roanoke County
Board of Supervisors during 2014-1 and
WHEREAS, during Mr. McNamara's term as Chairman, the County achieved a
variety of accomplishments, including:
Major projects in economic development exceeding $70 million, while
creating and retaining more than seven hundred (700) jobs. These projects
included Allstate Insurance, Ardagh Group, The Retreat Apartments,
Friendship Health and Rehab, Hilton Garden Inn at South Peak, Walmart
Neighborhood Market, Suncrest Apartments, The Townes at Hidden Valley,
Goodwill Industries, Virginia Department of Forensic Science Laboratory and
Medical Examiner Facility, Potentially Chic, Berkshire Hathaway Real Estate
Brokerage, Greenbrier Nurseries Farm2Table, Southern States Capacity
Expansion, Explore Park, Pure Barre, Promenade Park Renovation,
Brambleton Computer, McDonalds in Clearbrook and Chick-fil-A in Bonsack;
Successfully completed the award-winning, anti -littering campaign-,
Roanoke County Police Department and surrounding law enforcement
agencies were accepted into the High Intensity Drug Trafficking Area
Program within the Office of National Drug Control-, protecting the safety and
security of our region in our highest priority in law enforcement-,
Information Technology launch of an award winning new generation of public
geography information system (GIS) on a state, national and international
recognition-,
Completion of the Criminal Justice Academy
Upgrade of Glenvar High School with a complete overhaul of the facility
�, Brambleton Area Merchants Association
WHEREAS, Chairman McNamara spearheaded a Board priority to fund stormwater
requirements within our current revenue streams-, and
WHEREAS, Mr. McNamara guided the Board through the hiring process of the new
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County Administrator, Thomas C. Gates-, and
WHEREAS, Chairman McNamara emphasized sound financial strategies and
practices and promoted regional projects and initiatives to benefit all the residents of the
Roanoke Valley.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, does hereby extend its deepest appreciation to Joseph P. McNamara for
his service as Chairman during 2014 and for his belief in democracy and championing of
citizen participation in local government.
Page 2 of 2
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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
January 13, 2015
Briefing on the old William Byrd High School surplus property
giveaway on December 13, 2014
Doug Blount
Director of Parks, Recreation and Tourism
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
At the November 18, 2014 Board of Supervisors Meeting, the Board of Supervisors
directed staff to give away the surplus property stored in the Industrial Shop Building on the
campus of the old William Byrd High School in Vinton as a pilot program to determine the
interest of the public for the surplus items and to assess the viability of the location to host
an event of this nature. Roanoke County had not offered a program like this previously.
There were approximately one thousand (1000) surplus items stored in the Industrial Shop
Building. The items included desks, adult chairs, children chairs, tables, drafting tables,
light fixtures, etc. The date selected for the giveaway event was December 13, 2014. All of
the items were to be given away for free to the public. The event was "first come, first
serve" for the surplus items. The only restriction placed on the event was that tractor trailer
trucks and box trucks would not be permitted.
A press release was sent out to the public on December 4, 2014, to promote the event.
Staff developed a plan with the support the Sheriffs Department to use Inmates, Sheriff
Deputies and Parks, Recreation Tourism staff to place all of the items on to pallets prior to
the event and move them outside on Friday, December 12, 2014. For two (2) weeks
leading up to the event, Parks, Recreation and Tourism staff and the Inmate Crew from the
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Sheriffs Department organized the items and prepared them to be moved. In addition, the
Sheriff s Department and Parks, Recreation and Tourism Department worked on an event
plan for public parking, surplus property pick up and ingress and egress for the location.
One of the challenges with the location of the old William Byrd High School is that there is
only one (1) entrance and exit point to the lower half of the property onto Gus Nicks Blvd.
Gus Nicks Blvd is a four (4)- lane road and there is not a traffic signal at the entrance to the
school. In addition, there is very limited parking on the site which could only accommodate
approximately one hundred (100) vehicles. To accommodate more vehicles, staff painted
additional parking lines to create parking spaces and vehicle "waiting lines" for picking up
surplus items on the football field to bring the parking capacity up to approximately two
hundred (200) vehicles.
Leading up to the event on December 13, 2014, the Parks, Recreation and Tourism
Department and County Administration received a significant number of calls on the
giveaway of surplus property as well as the event was well publicized by the local media.
We expected a high volume of people to attend the event.
Staff communicated with the Town of Vinton and the Vinton Police Department on the
logistics of the event and they were very supportive of Roanoke County with the event.
On Friday, December 12, 2014, Parks, Recreation and Tourism staff and the Inmate Crew
moved approximately one thousand (11000) items outside to the rear of the parking lot at
the Industrial Shop Building. The remaining part of the parking lot was reserved as a
loading zone for surplus items.
The Vinton Police communicated with Roanoke County staff on Saturday morning,
December 13, 2014, advising people visited the site overnight and took some of the
surplus items. When staff arrived on Saturday morning at 5:30 am, people were already
onsite looking through the items. Because of the early presence of people, limited parking
onsite and the interest of the public for surplus items, we allowed the event to begin prior to
the advertised 9 am start time.
By 8:00 am, the site was nearing capacity with over two hundred (200) vehicles onsite and
approximately five hundred to six hundred (500-600) people in attendance. We stopped
incoming traffic to the school property at 8:30 am, which increased the vehicular
congestion around the school complex. Residents on Highland Road behind the school
were particularly impacted by traffic.
By 9:00 am, most of the surplus items were claimed by the public. It took an additional two
(2) hours for vehicles to be loaded and exit the site. The remaining items left in the parking
lot were picked up by 1:00 pm. All of the approximate one thousand (1000) items were
taken by the public. The event was conducted safely and without incident.
The old William Byrd School Building and Annex still has approximately twenty thousand
(20,000) surplus property items stored in the two (2) buildings.
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While Roanoke County was able to successfully give away all of the surplus items from the
old Industrial Shop Building during this pilot program, lesson learned suggest other
methods are needed for dispersing the remaining surplus items so that more Roanoke
County citizens can be served.
Staff is currently considering the following modifications:
• Implement a scheduled reservation system for citizens to view and pick up surplus
items.
• Allow the surplus property to be given for free to only Roanoke County citizens.
County residency would be able to be verified through the reservation process.
• Limit the number of surplus items available to citizens.
• Invest in repair of the gym to allow an occupancy permit to be issued for public
access to only that part of the building.
• Auction a limited number (100-200) of the commercial grade and higher value items
such as stoves, refrigerators, equipment, walk in freezer, etc. to offset the cost of
building repairs and staffing.
• Inmate Crew to move items to the gym as space is freed up from reservations of
people visiting and taking items.
FISCAL IMPACT
Three hundred and twenty one (321) work hours were used to organize and move the
surplus items, prepare the site, set up and operate the event.
Sheriff Department inmates provided for sixty-four (64) hours of work time. Parks,
Recreation and Tourism staff and Sheriff Deputies provided two hundred and fifty-seven
(257) hours of staff time.
The total cost of staff time, supplies and materials for the event was $5,686, including
material costs of $1,362.69 and labor costs of $4,323.31.
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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: January 13, 2015
AGENDA ITEM: Resolution authorizing and approving the First Amendment to
the Ground Lease Agreement between the County of
Roanoke, Virginia, and the Western Virginia Water Authority
for the location of a water tank
SUBMITTED BY: Paul M. Mahoney
County Attorney
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County and the Western Virginia Water Authority (WVWA) entered into a Ground
Lease dated January 1, 2014, providing for the lease of a portion of County property
identified as Tax Map #026.18-01 -15.00-0000 to WVWA for the location of a water tank to
provide potable water to the north portion of Roanoke County commonly referred to as
"North County".
The purpose of the First Amendment to the Ground Lease is to provide Roanoke County
with the authority to negotiate contracts or sub -leases with any potential cellular providers
wishing to locate telecommunications equipment on the water tank. The Ground Lease
provides that any lease revenues derived from the installation of any communication
antennae would be shared equally between the County and the WVWA.
FISCAL IMPACT:
Unknown at this time.
STAFF RECOMMENDATION:
Staff recommends that the Board adopt the attached resolution authorizing and approving
the First Amendment to the Ground Lease Agreement between the County of Roanoke,
Virginia, and the Western Virginia Water Authority for the location of a water tank.
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, JANUARY 13,2015
RESOLUTION AUTHORIZING AND APPROVING THE FIRST
AMENDMENT TO THE GROUND LEASE AGREEMENT BETWEEN
THE COUNTY OF ROANOKE, VIRGINIA, AND THE WESTERN
VIRGINIA WATER AUTHORITY FOR THE LOCATION OF A WATER
TANK
WHEREAS, by Ordinance 121013-17, Roanoke County authorized and approved
a Ground Lease of approximately ten thousand (10,000) square feet of space (Portion
of Tax Map #026.18-01-15.00-0000) to the Western Virginia Water Authority (WVWA)
for the location of a water tank to provide potable water to North Roanoke County-, and
WHEREAS, the County and the WVWA wish to amend the Ground Lease to
provide the County with the authority to negotiate contracts or sub -leases with any
potential cellular providers wishing to locate telecommunications equipment on the
water tank-, and
WHEREAS, Section 18.04 of the Roanoke County Charter states in part that
Icafter any such ordinance shall have taken effect, all subsequent proceedings incidental
thereto and providing for the carrying out of the purposes of such ordinance may ... be
taken by resolution of the board.".
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS
OF ROANOKE COUNTY as follows:
1 . That the Board hereby authorizes and approves the First Amendment to
the Ground Lease Agreement between the County of Roanoke, Virginia, and the
Western Virginia Water Authority for the location of a water tank, which First
Amendment provides Roanoke County with the authority to negotiate contracts or sub -
Page 1 of 2
leases with any potential cellular providers wishing to locate telecommunications
equipment on the water tank-, and
2. That the County Administrator, or any Assistant County Administrators,
either of whom may act, are authorized to execute and deliver the First Amendment to
the Ground Lease, all of which shall be approved as to form by the County Attorney.
3. That this resolution shall be effective from and after the date of its
adoption.
Page 2 of 2
FIRST AMENDMENT TO
GROUND LEASE AGREEMENT BETWEEN
THE COUNTY OF ROANOKE, VIRGINIA, AND THE WESTERN VIRGINIA WATER AUTHORITY
This FIRST AMENDMENT to the Ground Lease between the COUNTY OF ROANOKE,
VIRGINIA, a county of the Commonwealth of Virginia, hereinafter referred to as "Landlord"
and the WESTERN VIRGINIA WATER AUTHORITY, a political subdivision of the
Commonwealth of Virginia, hereinafter referred to as "Tenant."
WITNESSETH
WHEREAS, the Landlord and the Tenant entered into a Ground Lease dated January
1, 2014, providing for the lease of a portion of County property identified as Tax Map
#26.18-1-15 ("Premises") to the Tenant for the location of a water tank to provide potable
water to the north portion of Roanoke County commonly referred to as "North County;"
and
WHEREAS, the Board of Supervisors of the County of Roanoke approved the
execution of the Ground Lease by Ordinance 121013-17 adopted on December 10, 2013,
and
WHEREAS, the Board of Supervisors of the County of Roanoke approved the
execution of the First Amendment to the Ground Lease by Ordinance
adopted on ; and
WHEREAS, the purpose of the First Amendment to the Ground Lease is to provide
the Landlord with the authority to negotiate contracts or sub -leases with any potential
cellular providers wishing to locate telecommunications equipment on the water tank; and
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WHEREAS, the Ground Lease provides that any lease revenues "derived from the
installation of any communication antennae" would be shared equally between the
Landlord and the Tenant.
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the parties agree to the following:
1. That Tenant, subject to the proviso at the end of this section, assigns to
Landlord the authority to negotiate and execute sub -leases with telecommunications
providers to install antennas, other telecommunications devices and equipment on the
water tank; PROVIDED that Landlord insure that nothing is done to impede or interfere
with Tenant's operations nor damage the water tank or any of Tenant's equipment and that
all telecommunication providers shall first submit drawings of their proposed
improvements or additions to the water tank and shall not attach or mount anything to the
water tank without the prior written approval of Tenant.
2. That Landlord and Tenant agree that any revenues derived from these sub-
leases will be shared equally between them. This revenue should include not only monthly
rental fees but also any development fees generated from third party transactions.
3. Tenant acknowledges that the design and aesthetic appearance of the
improvements is important to the Landlord, and Landlord retains approval authority over
the design and aesthetic appearance of any installed equipment, while Tenant retains the
right to review any structural impact to the water tank function.
4. That the term of the First Amendment shall begin upon execution and end on
December 31, 2054, at which time it shall automatically renew for successive five (5) year
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terms unless terminated by either party on written notice given at least six (6) months
prior to the end of any term hereof.
S. All of terms and provisions of the Ground Lease executed by the parties on
January 1, 2014, shall remain in full force and effect.
COUNTY OF ROANOKE, VIRGINIA
0
Approved as to form:
Paul M. Mahoney
County Attorney
Thomas C. Gates
County Administrator
WESTERN VIRGINIA WATER AUTHORITY
LOW
Approved as to form:
Gary Lee Robertson, P.E.
Executive Director - Water Operations
Attorney for the Western Virginia Water Authority
Page 3 of 3
ACTION NO.
ITEM NO. F-2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Approval of execution of a contract for the purchase of
property contingent upon completion of due diligence
measures and to contract for any incidental expenses in
connection with the acquisition of 1.24 acres identified as
"Lila Drive", a part of the Plantation Road, Bicycle,
Pedestrian and Streetscape Improvement Project
SUBMITTED BY Paul M. Mahoney
County Attorney
Richard Caywood
Assistant County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County desires to purchase 1.24 acres, identified as Tax Map No. 027.06-05-
13.00-0000 and known as Lila Drive from private citizen, John Henry Huffman. The
agreed upon contract/purchase price is the Roanoke County assessment value of
$21,700. This request is to authorize the County Administrator, or his designee to
execute a contract to purchase this property contingent upon completion of due
diligence measures and to contract for any incidental expenses, such as survey, title
search and environmental reports in pursuit of the purchase of the property.
This purchase is part of the Plantation Road Bicycle, Pedestrian and Streetscape
Improvement project ("Plantation Road Project" or the "Project") in the Hollins
Magisterial District. The acquisition of Lila Drive will enable a partial upgrade to Virginia
Department of Transportation ("VDOT") standards. The planned construction would
include several access management improvements and the installation of a traffic signal
on Plantation Road with crosswalks and pedestrian signals. It is anticipated that, once
improved, VDOT will accept the Lila Drive right of way into the state secondary system.
Roanoke County Community Development has been working on the Project since 2009.
The Project has approximately three million eight hundred thousand dollars ($3.8
Page 1 of 3
million) in federal, state and local funds allocated for Phase One, which includes
• Pedestrian and bicycle shared use path on the west side of Plantation Road from
Williamson Road to Walrond Drive;
• Sidewalk on the west side of Plantation Road from Walrond Drive to Gander
Way;
• Sidewalk on the east side of Plantation Road from Williamson Road to Friendship
Lane;
• Street trees, pedestrian lighting, crosswalks and pedestrian signals; and
• Curb, gutter, and storm drains.
The Lila Drive project is the next phase of the Plantation Road project. The Lila Drive
intersection is a critical component as it lies in the middle of the Plantation Road project
between the three largest employers in the area: Wells Fargo, Exelis, and BSC
Ventures/Double Envelope. The intersection is currently controlled by a stop sign on Lila
Drive, which is a privately -owned road.
In March 2014, VDOT determined that the Lila Drive traffic signal, crosswalks, four
hundred and twenty (420) feet of road reconstruction to public road standards, entrance
changes and on-site reconfig u rations at Exelis and BSC Ventures/Double Envelope
were allowable project costs as all of these improvements would contribute to enhanced
access management on the corridor. Roanoke County has requested additional VDOT
funds through the Regional Surface Transportation Program and Roanoke County funds
through the Capital Improvement Program to construct the Lila Drive intersection and
associated road reconstruction.
The Project's status is as follows:
• The Virginia Department of Transportation has agreed to the installation of a
traffic signal at the intersection of Plantation Road and Lila Drive based upon a
Traffic Signal Warrants Analysis performed by Whitman, Requardt and
Associates.
• Preliminary engineering is needed for the traffic signal, crosswalks, entrance
relocations and for about four hundred and twenty (420) feet of Lila Drive road
reconstruction to meet VDOT public road standards.
• Plantation Road surveying is complete; Lila Drive surveying is needed.
• Lila Drive was included in the Army Corps of Engineers Jurisdictional Waters
Determination Request for the Plantation Road project.
• The Programmatic Categorical Exclusion for the Plantation Road Project will
need to be modified.
• The remaining five hundred (500) feet of the road will also need to be upgraded
to VDOT standards at a future date. Roanoke County will be responsible for
maintenance until that time.
Reasons for fulfilling the Lila Drive component is that the Project will:
Page 2 of 3
• Be an instrumental component of the Plantation Road Project Address Plantation
Road safety issues and challenges as these enhancements will significantly
increase safety of vehicles, pedestrians and bicyclists using the Plantation Road
corridor and the Lila Drive intersection.
• Be an integral part of the Project's planned sidewalks, shared -use paths,
intersection crosswalks and pedestrian signals system.
• Enhance the integration and connectivity of the transportation system, across
and between modes, for people and/or freight.
• Promote walking and bicycling while reducing the number of short vehicle trips.
• Increase economic development opportunities, expand transportation options,
improve environmental quality and enhance overall quality of life for users.
The proposed contract provides Roanoke County with the opportunity to obtain a
survey, a title report and a Phase One environmental report to assess the feasibility and
advisability of purchasing the Property.
FISCAL IMPACTS:
The deposit for the contract is $1,000. The incidental due diligence expenses, which will
come out of the County Administrator's professional services, 213000-3013 budget/line
item, is estimated to be no greater than $10,000.
STAFF RECOMMENDATIONS:
1. Approve the authority to execute the contract and incur incidental expenses.
2. Do not approve the authority to execute the contract and incur incidental expenses.
Page 3 of 3
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CONTRACT
THIS CONTRACT of sale made and entered into this day of January,
2014, by and between JOHN HENRY HUFFMAN, party of the first part, (hereinafter
referred to as "'Seller"), and the BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA, party of the second part (hereinafter referred to as "'Buyer").
WITNESSETH
That for and in consideration of the premises and the mutual covenants contained
herein, the parties hereby agree as follows:
PROPERTY
The Seller agrees to sell and the Buyer agrees to buy that certain lot, tract, or parcel
of land, with all improvements thereon and appurtenances thereunto belonging, located in
the Hollins Magisterial District of Roanoke County, Virginia, containing 1.24 acre, more or
less, and designated as "Lila Drive" as shown on the attached Exhibit "'A" incorporated
herein by reference, said parcel being further designated upon the Roanoke County Land
Records as Tax Map No. 027.06-05-13.00 (the "'Property").
PURCHASE PRICE
The purchase price for the property is Twenty One Thousand Seven Hundred
Dollars ($21,700), which is payable to Seller as follows:
(a) One Thousand Dollars ($ 1000) deposit paid upon the execution of this Contract,
the receipt of which is hereby acknowledged; the deposit shall be applied at settlement to
the purchase price or settlement costs.
(b) The balance of the purchase price shall be paid to Seller at settlement.
SETTLEMENT
Settlement shall be made at the office of the Roanoke County Attorney, or at such
other place as may be designated by the Buyer, within ninety (90) days of all contingencies
in the contract being fulfilled, including, without limitation, the examination of title,
acquisition of necessary approvals, corrections by the Seller of any title defects or objections
reported by the title examiner, and preparation of closing documents, but in any event,
closing shall be no later than 20—.
Pagel of5
Real estate taxes shall be prorated between the Seller and the Buyer as of the date of
actual settlement. The Seller shall be responsible for payment of the tax imposed pursuant
to the provisions of Section 58.1-802 of the Code of Virginia, 1950, as amended, and any
other taxes properly payable by the Grantor. Except as otherwise specifically provided
herein, all other costs and recordation fees incurred in connection herewith shall be the
responsibility of the Buyer, including preparation of the deed for Seller, but exclusive of
Seller's attorney's fees.
TITLE TO PROPERTY
Seller agrees to convey the Property to the Buyer at settlement by a good and
sufficient deed with General Warranty and English Covenants of Title, free and clear of all
liens, encumbrances, easements, conditions and restrictions, except as otherwise
specifically provided herein or as Buyer may, at its option, waive in writing. Seller
represents and warrants that Seller has no knowledge of any reason or circumstance that
would prevent Seller from conveying such title. Buyer shall be responsible for conducting
and paying for such title examination of the title to the Property. Should Seller be unable or
unwilling to remedy any valid title objections reported by the examiner, the Buyer may, at
its option, either (i) terminate this contract and recover the deposit, (ii) take such action at
Seller's expense to remedy the title defects in the event they are of such character that they
readily may be remedied by legal action, whereupon the time herein specified for
settlement shall be extended for the period necessary for such action, or (iii) waive the
foregoing rights and enforce its rights to purchase the property as provided herein without
reduction in the purchase price.
SPECIAL CONDITIONS, CONTINGENCIES AND COVENANTS
(A) This contract and the terms contained herein are subject to approval by the
Board of Supervisors of Roanoke County, Virginia. In the event that this contract is not
approved by the Board of Supervisors, Buyer shall promptly provide notice of same to the
Seller, at which time Seller shall return the Deposit to the Buyer and this contract shall
become null and void, and neither party shall have any further rights or obligations in
relation thereto.
(B) Buyer or its agents or employees shall be entitled to enter upon the property
and the adjoining property of the Seller, from the date of this contract, for the purpose of
making engineering and land surveys, and for other tests, examinations, and inspections as
it deems appropriate. If the Buyer, in its sole discretion, that the Property is unacceptable
for its use due to an unsatisfactory site condition or for any other reason, then Buyer may
terminate this Contract and Seller shall return the deposit to Buyer with one week (seven
days) from Buyer's notice and neither party shall have any further rights or obligations
hereto.
Page 2 of 5
(C) Buyer may, at its option, conduct an environmental assessment of the
Premises. The cost of such environmental assessment shall be borne solely by Buyer. Buyer
and Buyers' agents and contractors shall be entitled to access to the Property at reasonable
times to undertake and assessment of the Property. Buyer shall promptly provide Seller
with a copy of any such environmental assessment and any other written documents
associated therewith. If Buyer determines, in its sole discretion that the environmental
assessment of the Property is unacceptable, Buyer may terminate this Contract, Seller shall
return the deposit to Buyer with one week (seven days) from Buyer's notice and neither
party shall have any further rights or obligations hereto.
(D) The Seller agrees that this Contract shall be subject to a boundary survey of
the Property, showing the exact acreage of the Property, estimated to be 1.24 acres, more or
less, as shown on Exhibit A attached to this Contract.
(E) Buyer covenants to grant Seller a non-exclusive easement at closing which
will traverse the length of the Property to benefit Seller's remaining property known as Tax
Map No. # 027.07-01-02.00-0000 until, and if, at such time the property is dedicated for
public use. This will be accomplished by a Deed of Easement, to be presented at closing
and will remain the Buyer's responsibility to record in the records at the Roanoke County
Circuit Clerk's office.
(F) It is the intentions of both parties that a future dedication of a portion of the
Property shall be for a public street. The aforementioned Deed of Easement shall state that
Seller consents in advance to the dedication of the Property as a public street, which Deed
of Easement shall be extinguished to the public portion at which time the Property is
dedicated.
DEFAULT
In the event Seller neglects or fails to comply with the provisions and covenants
herein, Buyer shall be at liberty to seek remedy in compensatory damages or specific
performance, together with all costs, including reasonable attorney's fees, in the recovery
thereof.
MISCELLANEOUS
The Seller and Buyer acknowledge that no real estate agent was involved in this sale
and each agrees to hold the other harmless from any claim for a commission by reason of
any action on their part.
Page 3 of 5
This Contract represents the entire agreement between the parties and may not be
modified or changed except by written instrument executed by the parties. To the extent
any handwritten terms herein conflict with, or are inconsistent with the printed terms
hereof, the handwritten terms shall control.
No waiver of any breach of covenants or condition herein shall be construed as a
waiver of a covenant or condition itself or any subsequent breach thereof. The paragraph
headings appearing in this Contract are for purposes of each reference and shall not be
considered a part of this Contract or in any way to modify, amend, or affect the provisions
hereof.
Time is expressly declared to be of the essence in this Contract, unless the parties
agree in writing.
Seller warrants to Buyer that it has full capacity, power and authority to enter into
and perform this Contract according to its terms.
The representations, warranties, covenants, and agreements of the Seller and Buyer
contained in this Contract shall survive the Closing hereunder and the delivery and
recordation of the Deed pursuant to this Contract.
This Contract shall be binding upon and shall inure to the benefit of the heirs,
personal representatives, successors, and assigns of the parties.
NOTICES
To the Seller: Roanoke Coun!y Board of Supervisors
% County Attorney's Office
P.O. Box 29800 or 5204 Bernard Drive
Roanoke, Virginia 24014
Phone: (540) 772-2007
Fax/email: (540) 772-2089
rkuhnel@roanokecoun!yva.gov
To the Buyer:
Phone:
Fax/email:
Page 4 of 5
WITNESS the following signatures and seals:
BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA
RA
Thomas C. Gates
County Administrator
JOHN HENRY HUFFMAN
Seller
Page 5 of 5
ACTION NO.
ITEM NO. G-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Ordinance appropriating $2,042,611 from various sources for
the Department of Social Services Building Renovation Project
and authorizing an internal loan in the amount of $1.5 million
from Major Capital to this project
SUBMITTED BY:
APPROVED BY:
Richard Caywood
Assistant County Administrator
Rebecca Owens
Director of Finance
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
I have included a Memorandum titled "Cost Analysis Department of Social Services
Building" for your consideration. This memorandum provides the Board with additional
analysis of the costs impacts of delaying additional renovation work on the DSS building.
This analysis supports the consistent recommendations of staff to complete renovations to
floors 1 — 4 as an expansion of the current construction contract. This analysis does not
result in any changes to the ordinance as approved at first reading.
SUMMARY OF INFORMATION:
This is the second reading of this ordinance. At its meeting on December 9, 2014, the
Roanoke County Board of Supervisors considered an ordinance to appropriate an
additional $542,611 to the Social Services Building renovation project. A substitute motion
was offered and approved at the December 9, 2014 meeting, which effectively
appropriated an additional $1.5 million to the project to complete renovations for floors 1
through 4. The ordinance presented for second reading is unchanged from the ordinance
presented at first reading. Staff has also provided additional cost analysis in the form of a
memorandum. The analysis provided in this memorandum supports the consistent
recommendation of staff to approve the ordinance as presented.
During a work session on October 28, 2014, staff provided an update on the Social
Services Building project, the need to expand the scope of the project to include
Page 1 of 3
renovations to the entire building and recommendations for funding the expanded project.
Renovations to the Social Services Building in Salem are underway and the construction
phase of the project has begun. The current scope of the construction contract with Martin
Brothers is to replace the roof, reconfigure the cell providers on the roof and fifth (5t') floor,
replace the HVAC system, provide increased fire protection via a sprinkler system, rebuild
the parking lot and renovate the fifth (5th) floor office spaces.
To complete building renovations to the entire building in one phase, Roanoke County will
need to modify existing contracts with Thompson and Litton for design and Martin Brothers
for construction since the added work will increase these contracts by more than twenty-
five percent (25%) of the amount of the existing contracts, all as required by Section 2.2-
4309 of the Code of Virginia.
Advantages of changing the scope of the project include cost savings by eliminating a
second bidding process, less disruption in the workplace by shortening the timeframe to
complete the total project and by providing an appropriate workplace for all of the staff and
clientele in a shortened timeframe.
FISCAL IMPACT:
Funding previously appropriated to the project to date is $3,126,929. Remaining funds
needed for the project are $2,042,611 and are as follows:
$292,611 appropriation from the Social Services Department June 30, 2014, year-
end rollover(This was reviewed with the Board during work session September 23,
2014 when the year-end information was presented and is consistent with our prior
practice of allowing departments to carryover operating balances for construction
projects);
$250,000 appropriation from the Social Service Building Fund Operating Account
(These are operating funds that have accumulated in the building fund from various
rents and leases less expenses of the building and debt service and require
appropriation to the project account to be used for the renovation)
$1,500,000 as a loan from the Major Capital with funds to be repaid from existing
rents and leases over four years beginning in 2015-2016 and ending in 2018-2019
as outlined on attachment A.
After the deposit from the June 30, 2014, year-end revenues and the loan to the Social
Services building renovation project, the balance in the Major Capital will be $1,090,463.
STAFF RECOMMENDATON
Staff recommends approving the ordinance appropriating $2,042,611 from various sources
for the Department of Social Services building project, authorizing an internal loan from
Page 2 of 3
Major Capital, authorizing the County Administrator or designee to execute any documents
or take such action as may be necessary to execute modifications of existing contracts
associated with the project.
Page 3 of 3
Thomas C. Gates County of Roanoke
Countv Administrator
Memo
To: Board of Supervisors Members
From: County Administrator, Thomas C. Gates
Date: January 7, 2015
Subject: Cost Analysis Department of Social Services Building
Executive Summary:
This memorandum provides additional information regarding the cost impact of deferring
renovation of the Department of Social Services (DSS) building (Floors 1-4). Staff analysis
of project cost concludes that the current $1.5 million renovation estimate for Floors 1-4, would
increase by a minimum of $0.7685 million if the project were delayed until Fiscal Year 2021
(Scenario 1). If renovations were to be addressed incrementally on a floor by floor basis
beginning in Fiscal Year 2017, costs would likely increase $1 million beyond current estimates.
Details for each scenario are provided below. Based on the analysis, staff continues to
recommend the additional work be completed while the current construction contract is in
place and that the Board appropriate approximately $1.5 million in additional funding in
support of this project.
Memorandum:
In June, 2013, the Board appropriated $3,000,000 to fund a partial renovation of the DSS
building. The original project scope of work included roof replacement, HVAC system
replacement, and rehabilitation of the facility's parking lot. Due to funding constraints,
building floors 1-4 were not included in the original project scope of work. In November,
2013, the Board appropriated an additional $126,929 to allow for the addition of a building
sprinkler system and renovation of the water damaged 5th floor office spaces.
In September, 2014, shortly before work commenced, staff proposed to expand the DSS
renovation project to include renovations of floors 1-4. This change would functionally result
in an entire renovation of the facility. The estimated cost for the change in project scope was
$1.5 million. Staff made this recommendation with the understanding that renovation of floors
1-4 of the DSS building remained a capital project priority and completing building
renovations in two separate phases of work would result in significantly increased expense. In
November, 2014, staff presented an appropriation ordinance to the Board requesting $1.5
million in project funding for the revised scope of work. The Board took no action in
November, 2014, however first reading of an ordinance to approve requested funds was
approved at the Board's December 2014, meeting.
At the December meeting of the Board, there was again discussion of the cost of delaying the
renovation of DSS building floors 1-4. Staff again suggested the cost for delay would be
greater than the proposed $1.5 million of expense that would be incurred if the entire building
was renovated under the existing project, however, the cost of delaying and/or staging the
renovations was not specifically quantified for the Board. Staff has now performed that
analysis. The analysis considers two alternatives. The first is a single project to complete
renovation work after all required funds have been accumulated. The second is a floor by floor
renovation that takes place as funds become available.
So as not to overstate the cost consequence of a staged renovation, costs determined by the
analysis are considered to be conservative and likely represent a minimum expected expense.
Some potential costs were not included in the analysis and given the protracted timeline
presumed in the scenarios, many of the included assumptions may be below what will be
experienced. This analysis and its corresponding assumptions have been reviewed by our
architect who agrees that the costs detailed below are conservative and represent a minimum
future cost.
Scenario 1: Renovation of Building Floors 1-4 as a Single Project
This scenario assumes renovation of the DSS building floors 1-4 (the remaining un -renovated
portion of the building) as a single project to be completed in 2021 as part of the County's
Capital Improvement Program (CIP). Delaying the project until Fiscal Year 2021 allows
project funding to be derived exclusively from DSS sources. No additional County resources
would be required.
The total anticipated cost for this alternative is approximately $2.265 million or $0.7658
million more than the estimated cost if the existing project scope were amended to include
floors 1-4 of the building under the existing contract agreement.
Detailed costs for this scenario are as follows:
Increase due to Construction Cost Inflation (1) 259,048
Additional Mobilization (2) 70,362
Additional Direct Cost for Staff (3) 50,000
Additional Site Management and Inspection (4) 105,000
Rework (5) 281,448
Total Cost Increase $ 765,858
Project Value Current Dollars 1,500,000
Estimated Future Project Value $ 2,265,858
Scenario 2: Four Individual Floor By Floor Projects
This scenario assumes renovation of the DSS building floors 1-4 (the remaining un -renovated
portion of the building) is completed on a "floor by floor" basis beginning in Fiscal Year 2017
and continuing each year until project completion in Fiscal Year 2020. Project funds would
be derived exclusively from DSS sources. No additional County resources would be required.
The total anticipated cost for this alternative is approximately $2.5 million or $1 million more
than the estimated cost if the existing project scope were amended to include floors 1-4 of the
building under the existing contract agreement.
Detailed costs for this scenario are as follows:
The analysis for both Scenario I and Scenario 2 account for the following factors and
assumptions:
1) Construction Cost Inflation: Calculated based on the ENR (Engineering News
Record) Building Construction Index (12/17/14).
2) Additional Mobilization and Efficiency Factor: If work is not completed with the
current project, future contractors will have mobilization costs that include moving
equipment to the site, securing the site, obtaining permits, and becoming familiar with
the building and the project. For scenario #1 these additional costs have been estimated
as 5% of future construction costs. Additionally, smaller projects are less efficient to
construct and have a higher mobilization as a percentage of overall construction cost
than a larger project. Therefore, for scenario #2 this additional cost has been
conservatively estimated to be 10% of total construction contract cost.
3) Additional Staff Relocation costs, Bidding and Contract Management Costs, and
Temporary Space Costs: These costs have been very conservatively estimated to be
$18,000 per project for preparation of bid documents, analysis of bids, development,
and negotiation of contracts, plus $8,000 per floor for employee relocation. For each
Project I of4
Project 2 of 4
Project 3 of4
Project 4 of 4
Total
Project Value Current Dollars
S 375,000
S 375,000
S 375,000
S 375,000
S 1,500,000
ENR Building Cost Index
397,365
415,010
433,439
452,686
1,698,500
Increase due to Construction Cost Inflation (1)
22,365
40,010
58,439
77,686
198,500
Additional Mobilization and Efficiency Factor (2)
31,789
33,201
34,675
36,215
135,880
Additional Direct Cost for Staff (3)
26,000
26,000
26,000
26,000
104,000
Additional Site Management and Inspection (4)
71,525
74,701
78,019
81,483
305,728
Rework (5)
63,578_
66,402
69,350
72,430
271,760
Total Cost Increase
$ 215,258
$ 240,313
$ 266,483
$ 293,814
$ 1,015,868
Project Value Current Dollars
375,000
375,000
375,000
375,000
1,500,000
Estimated Future Project Value
$ 590,258
S 615,313
S 641,483
S 668,814
$ 2,515,868
Fiscal Year funds available
2016-2017
2018-2019
2019-2020
2021-2022
The analysis for both Scenario I and Scenario 2 account for the following factors and
assumptions:
1) Construction Cost Inflation: Calculated based on the ENR (Engineering News
Record) Building Construction Index (12/17/14).
2) Additional Mobilization and Efficiency Factor: If work is not completed with the
current project, future contractors will have mobilization costs that include moving
equipment to the site, securing the site, obtaining permits, and becoming familiar with
the building and the project. For scenario #1 these additional costs have been estimated
as 5% of future construction costs. Additionally, smaller projects are less efficient to
construct and have a higher mobilization as a percentage of overall construction cost
than a larger project. Therefore, for scenario #2 this additional cost has been
conservatively estimated to be 10% of total construction contract cost.
3) Additional Staff Relocation costs, Bidding and Contract Management Costs, and
Temporary Space Costs: These costs have been very conservatively estimated to be
$18,000 per project for preparation of bid documents, analysis of bids, development,
and negotiation of contracts, plus $8,000 per floor for employee relocation. For each
floor this includes 20 employees spending time to vacate and move back into their
office space and staff time to prepare bid documents, review bids, and negotiate
contracts and related tasks.
4) Site Supervision: The County is paying $15,000 per month for an onsite architect's
representative and for the architect's oversight. We anticipate that adding the
additional work to the existing contract will extend the project's duration by 6 months.
For scenario #1 we anticipate an overall project duration of one year and a net increase
in oversight time of 6 months. For scenario #2 we anticipate the duration of each of
the four smaller projects at 6 months. This will result in an overall net increase in the
number of months needed for this service for all four smaller projects of 18 months.
Allocated over four projects, this yields an increase of 4.5 months per project. These
costs are inflated as the same rate as construction cost.
5) Rework: The additional renovation work will require changes to the mechanical,
electrical, and HVAC systems as well as changes and disturbances to ceiling tile and
grid and newly finished surfaces. A conservative estimating of these impacts
presumes an additional 20% of total contract value over what would occur if the work
were completed today as part of the existing contract.
Summary:
This memorandum expands upon earlier information presented to the Board and quantifies
costs if the additional renovation work is delayed. Staff continues to recommend appropriation
of $1.5 million to revise the scope of the existing project and complete renovation under the
current contract. As demonstrated there is a substantial fiscal advantage to incorporating
Floors 1-4 into the building renovation effort and completing the project without delay.
Further, given the condition and significant use of this project, it is reasonable to assume there
will be little opportunity to defer the renovation beyond the timeline that illustrated in the
scenarios above.
As always, I am pleased to answer any questions or provide additional information as needed.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 13,2015
ORDINANCE APPROPRIATING $2,042,611 FROM VARIOUS
SOURCES FOR THE DEPARTMENT OF SOCIAL SERVICES
BUILDING RENOVATION PROJECT AND AUTHORIZING AN
INTERNAL LOAN IN THE AMOUNT OF $1.5 MILLION FROM MAJOR
CAPITAL TO THIS PROJECT
WHEREAS, the renovations to portions of the Department of Social Services
building in Salem is underway and the construction phase has begun under a contract
with Martin Brothers; and
WHEREAS, these renovations include roof replacement, HVAC system
replacement, parking lot repairs, addition of a sprinkler system and renovations to the
fifth (5 th) floor of this building-, and
WHEREAS, funds are available from a variety of internal sources to complete the
renovations of the entire building (the "Project"), and to reimburse the Major Capital
Account over four (4) years from rents and leases paid into the building fund from the
County of Roanoke, the City of Salem and cell providers; and
WHEREAS, to complete the interior renovations to the remaining four floors of
the Department of Social Services building, the County must modify the existing
contracts with Thompson & Litton for design and Martin Brothers for construction since
this work will increase these contracts by more than twenty-five percent (25%) of the
amount of the existing contracts, all as required by Section 2.2-4309 of the Code of
Virginia-, and
Page 1 of 3
WHEREAS, funds in the amount of $250,000 are available in the operating
account of the Social Services building fund and recommended to be used towards the
project-, and
WHEREAS, funds in the amount of $292,611 are available from the year-end
expenditure savings from the Department of Social Services operating budget and
recommended to be used towards the project-, and
WHEREAS, remaining funds in the amount of $1,500,000 needed for the project
are available in the Major Capital Reserve-, and
WHEREAS, it is necessary and expedient to borrow an amount not to exceed
$1,500,000 from the Major Capital Fund to finance renovations to the Social Services
building-, and
WHEREAS, the Social Service Building account will repay the Major Capital
Fund with four (4) annual payments. The building account will repay the Major Capital
fund $300,000 beginning in July 2015 and continuing with annual installments of
$400,000 through June 2019. The loan will be fully paid and satisfied in June 2019.
The loan may be prepaid at any time without penalty-, and
WHEREAS, in an effort to facilitate the contract changes and avoid paying the
contractor for delays caused by the County-, and
WHEREAS, expediting this project is in the best interest of the County-, 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 December 9, 2014, and
the second reading was held on January 13, 2015.
Page 2 of 3
BE IT ORDAINED, by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1 . That the sum of $1,500,000 is appropriated to this Project for the purpose
of completing the renovations to the Department of Social Services
Building from Major Capital as a loan to be repaid as described above.
2. That the sum of $292,611 is appropriated from the 2013-2014 annual
budget rollover amounts to this Project for the purpose of completing the
renovations to the Department of Social Services Building.
3. That the sum of $250,000 is appropriated from the Department of Social
Services Building Account to this Project for the purpose of completing the
renovations to the Department of Social Services Building.
4. That the County Administrator or Assistant County Administrator is
authorized to execute such documents or to take such actions as may be
necessary to accomplish the purposes of this ordinance. In addition the
County Administrator or Assistant County Administrator is authorized to
execute modifications of existing contracts with Thompson & Litton for
design and Martin Brothers for construction in excess of twenty-five
percent (25%) above the original contract award amount in order complete
the renovations described in this ordinance contingent upon the architect
and contractor providing competitive pricing for the additional work.
5. That this ordinance shall take effect upon its adoption.
Page 3 of 3
ACTION NO.
ITEM NO. H-1.5
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:
January 13, 2015
Appointments to Committees, Commissions and Boards
Deborah C. Jacks
Deputy Clerk to the Board
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Blue Ridge Behavioral Healthcare Board of Directors (At -Large)
We have been advised by the Executive Director of Blue Ridge Behavioral of the
following reappointments and ratifications:
a) Rev. Keith Beasley (Roanoke County appointment) to be reappointed for a
three-year term to expire December 31, 2017.
b) Ms. Linda G. Manns (Roanoke County appointment) to be reappointed for a
three-year term to expire December 31, 2016.
c) Mr. Bruce Thomasson (At -Large appointment) to be ratified by the Board for a
three-year term to expire December 31, 2017
d) Mr. Vic Boddie (At -Large appointment) to be ratified by the Board for a three-
year term to expire December 31, 2016
Confirmation of these appointments has been added to the Consent Agenda.
2. 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
Page 1 of 2
served three consecutive terms and therefore cannot be reappointed.
The following one-year terms expired on August 31, 2014:
a) Jason B. Moretz, representing the Windsor Hills Magisterial District; Mr.
Moretz is eligible for reappointment
b) Barry Beckner, representing the Cave Spring Magisterial District; Mr. Becker
has advised that he cannot serve an additional term
3. Economic Development Authority (appointed by District)
The following four-year term expired on September 26, 2014:
b) Paul Henkel, representing the Hollins Magisterial District; Mr. Henkel is
eligible for reappointment
4. Parks, Recreation and Tourism Advisory Commission (appointed by District)
Troy Kincer, representing the Hollins Magisterial District has resigned his appointment
effective August 27, 2014. His appointment was a three (3) -year term that expires on
June 30, 2016.
Atul Patel, representing the Windsor Hills Magisterial District has resigned his
appointment effective August 27, 2014. His appointment was a three (3) -year term
that expires on June 30, 2015.
6. Social Services Advisory Board (appointed by District)
Janice Tawney, representing the Catawba Magisterial District has resigned her
appointment effective November 14, 2014. Her appointment was a four (4) -year term
that expires on July 31, 2017.
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, JANUARY 13, 2015
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM 11- 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 January 13,
2015, 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 — October 28, 2014
2. Resolution of appreciation from the Roanoke County Board of Supervisors to
Jan Killgore, Program Support Specialist, upon her retirement after more than
eighteen (18) years of service
3. Request to accept and allocate grant funds in the amount of $10,000 from the
Virginia Department of Emergency Management (VDEM) to the Roanoke County
Fire and Rescue Department for the purchase of a trailer to transport and apply
fire suppression foam
4. Confirmation of appointments to the Blue Ridge Behavioral Healthcare Board of
Directors
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: January 13, 2015
AGENDA ITEM: Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Jan Killgore, Program
Support Specialist, upon her retirement after more than
eighteen (18) years of service
SUBMITTED BY:
APPROVED BY:
Deborah C. Jacks
Deputy Clerk to the Board
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Ms. Jan Kiligore, Program Support Specialist, retired on January 1, 2015, after eighteen
(18) years and six (6) months of service with Roanoke County.
Ms. Killgore is unable to attend the Board meeting and her resolution and quilt will be
mailed to Ms. Killgore's home.
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, JANUARY 13, 2015
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO JAN KILLGORE, PROGRAM
SUPPORT SPECIALIST, UPON HER RETIREMENT AFTER MORE THAN
EIGHTEEN (18) YEARS OF SERVICE
WHEREAS, Jan Killgore was hired on June 17, 1996, and has worked as a
Secretary and Office Support Specialist during her tenure with Roanoke County-, and
WHEREAS, Mrs. Killgore retired on December 31, 2014, after eighteen (18) years
and six (6) months of devoted, faithful and expert service with the County-, and
WHEREAS, during hertime serving Roanoke County, Mrs. Killgore was responsible
for providing excellent customer services to the Roanoke County departments, the
Western Virginia Regional Jail Authority and the Roanoke County School system-, and
WHEREAS, during recent years Mrs. Killgore was focused primarily on purchasing
card administration-, and
WHEREAS, Mrs. Killgore was instrumental in setting up the purchasing card
program, assisted internal customers with the purchasing card program, provided training
and documented procedures-, and
WHEREAS, Mrs. Killgore was supportive of and worked closely with other County
departments and school staff to help process and ensure the accuracy of the monthly
transaction interface for all purchasing card transactions-, and
Page 1 of 2
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 Jan Killgore for eighteen (18) years and six (6) months of capable,
loyal and dedicated service to Roanoke County-, and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 2 of 2
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: January 13, 2015
AGENDA ITEM: Request to accept and allocate grant funds in the amount of
$10,000 from the Virginia Department of Emergency
Management (VDEM) to the Roanoke County Fire and Rescue
Department for the purchase of a trailer to transport and apply
fire suppression foam
SUBMITTED BY: Richard E. Burch, Jr.
Chief of Fire and Rescue
APPROVED BY: Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Given the increase in the rail transportation of crude oil and other flammable liquids
through the Roanoke Valley, the mitigation of rail incidents is a top priority to protect the
citizens and the environment. Roanoke County Fire and Rescue has been awarded a
Homeland Security Program Grant (SHSP) from the Virginia Department of Emergency
Services (VDEM) in the amount of $10,000 for the purchase of a trailer to transport and
apply fire suppression foam at emergency scenes involving flammable liquids. This will
allow the department to improve responses to these hazardous situations.
FISCAL IMPACT:
Ordinance #052714-4 appropriated grant funds for grants that are routine and usual in
nature for the 2014-2015 fiscal year. Funding in the amount of $10,000 will be allocated
from the grant account to the Foam Trailer Grant.
ALTERNATIVES:
1. Accept and allocate grant funds in the amount of $10,000 from the Virginia Department
of Emergency Services to the Fire and Rescue Department for the purchase of the
foam trailer.
Page 1 of 2
2. Do not accept the grant.
STAFF RECOMMENDATION:
Staff recommends alternative 1.
Page 2 of 2
7 . %
COMMONWEALTHof VIRGINIA
JEFFREY D. STERN, Ph.D. Department ofEmergency Management 10501 Trade Court
State Coordinator North Chesterfield, Virginia 23236-3713
(804) 897-6500
CURTIS C. BROWN (TDD) 674-2417
Chief Deputy Coordinator FAX (804) 897-6506
BRETT A. BURDICK December 11, 2014
Deputy Coordinator
Mr. Dan O'Donnell
Interim County Administrator
Roanoke County
5204 Bernard Drive
Roanoke, Virginia 24018
RE: Grant FY 2013 — SHSP
Dear Mr. O'Donnell:
The Virginia Department of Emergency Management (VDEM) is pleased to announce
the allocation of the 2013 State Homeland Security Program Grant (SHSP) (CFDA # 97.067)
from the U.S. Department of Homeland Security (DHS) Federal Emergency Management
Agency (FEMA). Appropriation authority for this program is The Consolidated Appropriations
Act, 2013 (Public Law 113-6). Your locality has been allocated funding for:
Project Title: Foam Trailer
Federal Grant Allocation: $10,000
Recipient's Required Cost Share/Match Amount: $0
Total Project: $10,000
The purpose of the State Homeland Security Program is to make grants to states to assist state
and local governments in support of the implementation of State Homeland Security Strategies to
address the identified planning, organization, equipment, training, and exercise needs to prevent,
protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events.
The FY 2013 SHSP plays an important role in the implementation of Presidential Policy
Directive 8 (PPD -8) by supporting the development and sustainment of core capabilities. Core
capabilities are essential for the execution of each of the five mission areas outlined in the National
Preparedness Goal (NPG). The development and sustairiment of these core capabilities are not
exclusive to any single level of government or organization, but rather require the combined effort of
the whole community.
"Working to Protect People, Property and Our Communities"
W1
Mr. Dan O'Donnell
December 11, 2014
Page 2
The obligation period for this program is September 1, 2014, to June 30, 2015.
Reimbursements may be requested for items procured during this period consistent with the
project intent. As a reminder, organizations that spend more than $500,000 in DHS funds during
a fiscal year are subject to an independent audit per OMB circular A- 133.
All projects must comply with Environmental and Historic Preservation (EHP)
requirements. Sub -recipients must not obligate and/or expend any (federal and/or non-federal
matching) funds on any project having the potential to impact environments planning and
historical preservation resources without the prior approval of FEMA. A current EHP review
evaluation form must be submitted as part of the VDEM application. For more information,
please visit http://www.vaemergency.gov/em-communit�/g[ants/ or contact your grant
administrator.
All applicants are required to submit a completed VDEM grant package and the
electronic grants on-line budget application. In order to complete the on-line budget, please
follow these instructions:
Step I - Please go on-line to the eGMS Grants System at
https://www.ttegms.com/virp,ini login.cfm. After logging in, you will see a
welcome screen. Click on Grant Management and then click on Budget
Application from the drop-down menu. Click the link of the project titled on page
one of this letter to complete your on-line budget application.
Step 2: The remaining required forms are attached and can also be found on VDEM's
website and in the eGMS. Below is a list of the documents that comprise the
VDEM grant application package:
Online Budget (eGMS)
POC Form
EHP Evaluation Form
Grant Assurances Form
FEMA 20-16C Form
SF -LLL — Certification Regarding Lobby Form
All successful applicants for all DHS grant and cooperative agreements are required to
comply with DIJS Standard Administrative Terms and Conditions available within Section 6.1.1
of hgp:llwww.dhs.y—ovlxlibLqala.vseLslcfo- ancial-managemen!ZWILc -manual. Upon
jL
approval ofan application, the award will be made in the l'orm ofa grant. The date the approval
of award is entered in the system is the "award date." Notification of award approval is made
through the eGMS Grants System through an automatic e-mail to the sub -grantee point of
contact listed in the initial application. Follow the directions in the notification to accept your
award documents. The authorized grant official should carefully read the award package for
instructions on administering the grant and to learn more about the terms and conditions
associated with responsibilities under federal awards.
"Working to Protect People, Property and Our Communities"
Mr. Dan O'Donnell
December 11, 2014
Page 3
In consideration of FEMA 113#379 and reduced period of performance, scope of work
changes to projects will not be allowed within the FY2013 cycle. Should the project submitted
and approved not be implemented contact your Grant Administrator as soon as possible to
receive instructions.
Sub -grantees are obligated to submit progress reports as a condition of their award
acceptance. Subgrantee Quarterly Reports must be submitted to the VDEM Grant Administrator
on a quarterly basis through email and later through the eGMS System. The Subgrantee
Quarterly Report must be based on the approved budget and any approved amendments. The
Subgrantee Quarterly Report is available at http://www.vaemergency.jzoN�/ei-n-
community/grants/all-grant-foryns. Sub -grantees are required to report on progress towards
implementing plans described in their application.
Within 30 days after the end of the period of performance sub -grantees must submit a final
progress report detailing all accomplishments throughout the period of performance. After this report
has been reviewed and approved by VDEM's Grant Office, a close-out notice will be completed to
close out the grant. The notice will indicate the period of performance as closed, list any remaining
ftinds that will be deobligated, and address the requirement of maintaining the grant records for five
years from the date of the final report. The grantee is responsible for returning any ftinds that have
been drawn down, but remain as unliquidated on grantee financial records.
Please review and sign the required documents and return them to the Grants
Management Office by January 12, 2015. If you have any questions regarding this award, please
contact Kerry Stuver with the VDEM Grants Management Office at (804) 205-6914.
Sincerely,
Jeffrey D. Stem
JDS/ks
cc: Dustin Campbell, Roanoke County Fire and Rescue
Mike Guzo, Virginia Department of Emergency Management
" Working toProtect People, Property and Our Communities "
ACTION NO.
ITEM NO. 1-4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM: Confirmation of appointments to the Blue Ridge Behavioral
Healthcare Board of Directors
SUBMITTED BY: Deborah C. Jacks
Deputy Clerk to the Board
APPROVED BY: Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Blue Ridge Behavioral Healthcare Board of Directors (At -Large)
We have been advised by the Executive Director of Blue Ridge Behavioral of the
following reappointments and ratifications:
a) Rev. Keith Beasley (Roanoke County appointment) to be reappointed for a
three-year term to expire December 31, 2017.
b) Ms. Linda G. Manns (Roanoke County appointment) to be reappointed for a
three-year term to expire December 31, 2016.
c) Mr. Bruce Thomasson (At -Large appointment) to be ratified by the Board for a
three-year term to expire December 31, 2017
d) Mr. Vic Boddie (At -Large appointment) to be ratified by the Board for a three-
year term to expire December 31, 2016
Page 1 of 1
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GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
% of General
Amount Fund Revenue
Audited balance at June 30, 2014 $ 21,266,557 11.00%
Addition of 2013-14 operations
532,638
Balance at January 13, 2015 $ 21,799,195 11.00%
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 Thomas C. Gates
County Administrator
K-2
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
Minor County Capital Reserve
(Projects not in the CIP, architecturailengineering services, and other one-time expenditures.)
Amount
Audited balance at June 30, 2014 $3,407,630.00
Addition of 2013-14 operations $605,096.00
Fire Truck Loan Repayment for 2014-15 $300,000.00
July 8, 2014 Appropriation for replacement of Financial System ($1,500,000.00)
August 12, 2014 Appropriation for construction of Water Spheroid Water Tower Design (200,000.00)
Balance at January 13, 2015 $2,612,726.00
Maim County Capital Reserve
(Projects in the CIP, debt payments to expedite projects identified in CiP, and land purchase opportunities.)
Audited balance at June 30, 2014
Addition of 2013-14 operations
Balance at January 13, 2015
$1,284,715.00
1,305,748.00
$2,590,463.00
Technology Capital Reserve
(Projects identified and prioritized by the Technology Governance Committee and approved by the County Administrator)
Audited balance at June 30, 2014 $121,137.00
Addition of 2013-14 operations
Balance at January 13, 2015
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
$192,921.00
$314,058.00
K-3
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
Balance at January 13, 2015 $ 67,600.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
Amount
From 2014-2015 Original Budget
$100,000.00
Addition from 2013-14 operations
28,231.00
June 10, 2014 Transfer funds for Special Assistant for Legislative Relations
(32,400.00)
October 14, 2014 Transfer funds to Hidden Valley High School for repairs to track
(28,231.00)
Balance at January 13, 2015 $ 67,600.00
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
COUNTY OF ROANOKE, VIRGINIA
CHANGES IN OUTSTANDING DEBT
Changes in outstanding debt for the fiscal year to date were as follows:
Outstanding
June 30, 2014 Additions Deletions
General Obligation Bonds
VPSA School Bonds
State Literary Loans
Lease Revenue Bonds
Capital Lease obligation
Submitted By
Approved By
$ 6,150,390
92,638,652
2,273,592
79,182,582
849,437
$ 181,094,653
Rebecca E. Owens
Director of Finance
Thomas C. Gates
County Administrator
K-4
Outstanding
January 13, 2015
$ - $ - $
6,150,390
19,973,906 8,301,994
104,310,564
- 167,000
2,106,592
2,114,054
77,068,528
- 107,921
741,516
$ 19,973,906 $ 10,690,969 - $
190,377,590
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ACTION NO.
ITEM NO. K-7
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
January 13, 2015
Accounts Paid—November 2014
Rebecca E. Owens
Director of Finance
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Direct Deposit
Checks
Total
Payments to Vendors $ - $ 7,482,798.16
Payroll 11/07/14 1,129,942.45 73,735.43 1,203,677.88
Payroll 11/21/14 1,484,052.31 118,146.78 1,602,199.09
Manual Checks 1,698.53 1,698.53
Grand Total $ 10,290,373.66
A detailed listing of the payments to vendors is on file with the Clerk to the Board of Supervisors.
ACTION NO.
ITEM NUMBER K-8
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: January 13, 2015
AGENDA ITEMS: Statement of the Treasurers Accountability per Investment and Portfolio Policy, as of
30 -Nov -14
SUMMARY OF INFORMATION:
CASHINVESTMENT:
SUNTRUST CON 18,878,818.60 18,878,818.60
GOVERNMENT:
SCOTT STRINGFELLOW CONTRA
34,565.00
SCOTT STRINGFELLOW
50,012,259.20
WELLS FARGO
16,428,571.42
WELLS FARGO CONTRA
(13,650,00) 66,461,745.62
LOCAL GOV'T INVESTMENT POOL:
2,505,412.85
GENERAL OPERATION
3,171,971.16 3,171,971.16
MONEY MARKET:
BRANCH BANKING & TRUST
1,080,418.90
SCOTT STRINGFELLOW - JAIL
1,102,251.17
SCOTT STRINGFELLOW
23,780,924.01
UNION FIRST
3,067,684.81
VALLEY BANK
2,505,412.85
WELLS FARGO
3,019,269.96 34,555,961.70
TOTAL
123,068,497.08
01/13/2015
ACTION NO.
ITEM NUMBER K-9
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: January 13,2015
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
31 -Dec -14
SUMMARY OF INFORMATION:
CASHINVESTMENT:
SUNTRUST CON 6,216,149.92 6,216,149.92
GOVERNMENT:
SCOTT STRINGFELLOW CONTRA
(51,990.00)
SCOTT STRINGFELLOW
64,012,133.57
WELLS FARGO
16,428,571.42
WELLS FARGO CONTRA
(41,891.43) 80,346,823.56
LOCAL GOV'T INVESTMENT POOL:
2,505,944.82
GENERAL OPERATION
3,172,244.99 3,172,244.99
MONEY MARKET:
BRANCH BANKING & TRUST
1,080,533.61
SCOTT STRINGFELLOW - JAIL
1,102,278.96
SCOTT STRINGFELLOW
20,807,765.97
UNION FIRST
3,068,336.17
VALLEY BANK
2,505,944.82
WELLS FARGO
3,041,995.23 31,606,854.76
TOTAL
121,342,073.23
01/13/2015
K-1 0
(IT
V_alurttv Of YVILIaniake
VA,
OA
1838
IN RECOGNITION AND APPRECIATION OF
THEODORE J. EDLICH III
WHEREAS, Theodore "Ted" J. Edlich III, served as president of Total Action
for Progress (TAP) for forty (40) years; and
WHEREAS, he led TAP to become one of the most progressive and effective
community action agencies in Virginia; and
WHEREAS, his commitment and utter devotion to the cause of alleviating
poverty is unquestionable; and
WHEREAS, he is respected by his colleagues for his leadership, passion and
vision; and
WHEREAS, his work has touched the lives of thousands of Virginians; and
WHEREAS, he was instrumental in the establishment of innovative programs
that helped transform the lives of low-income individuals, families
and communities; and
WHEREAS, several of the innovative programs became separate agencies that
have regional statewide and national impact, including Virginia
CARES, the Southeast Rural Community Assistance Project,
Project Discovery, Feeding America Southwest Virginia, the Child
Health Investment Partnership, the Legal Aid Society of Roanoke
Valley, Roanoke Area Dial -A -Ride and the Local Office on Aging;
and
WHEREAS, he acted as a friend and mentor to colleagues throughout his
tenure; and
WHEREAS, he has left an indelible mark not only on the communities in the
eleven (11) jurisdictions that TAP serves, but on the non-profit
landscape in southwest Virginia.
NOW, THEREFORE, We, Joseph P. McNamara, Chairman, and Charlotte A.
Moore on behalf of the Board of Supervisors of Roanoke County,
Virginia, recognize Ted Edlich's unwavering dedication to
ensuring that individuals of all walks of life have the opportunity to
direct the course of their lives and live with dignity, do hereby
officially extend our heartfelt thanks.
Presented this 9th day of January 2015
/J seph P. McNamara, Chairman
indsor Hills Magisterial District
Charlotte A. Moore
Cave Spring Magisterial District
ACTION NUMBER
ITEM NUMBER M-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 13, 2015
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
Work session on Roanoke River Greenway progress in
Roanoke County
Doug Blount
Director of Parks, Recreation and Tourism
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke River Greenway will be a thirty-one (31) -mile bicycle/pedestrian trail
through the Roanoke Valley, linking Roanoke County, the Cities of Roanoke and Salem,
and the Town of Vinton. The greenway system has been strongly supported by citizens,
businesses, civic organizations, and local governments. As such, the Roanoke Valley
Greenway Commission made the Roanoke River Greenway its number one priority in
the 2007 Update to the Roanoke Valley Conceptual Greenway Plan. Greenways were
also strongly supported by Roanoke County citizens during development of the
Department of Parks, Recreation and Tourism Comprehensive Parks Master Plan,
completed in 2007. The residents of Roanoke County identified greenways as a high
priority need for recreational facilities and amenities desired in our community.
On April 19, 2013, The Roanoke Valley Greenway Commission in conjunction with
Roanoke County submitted a grant application to the Roanoke Valley Area Metropolitan
Planning Organization for Regional Surface Transportation Program (RSTP) funding for
the western and eastern sections of the Roanoke River Greenway. The regional
application was sponsored by the City of Roanoke, City of Salem, County of Roanoke,
and Town of Vinton in cooperation with the Roanoke Valley Greenway Commission. In
its entirety, the regional application requested $12,775,000 for completion of the
Page 1 of 3
Roanoke River Greenway from Green Hill Park to the Blue Ridge Parkway for a 21.2 -
mile continuous bicycle and pedestrian trail across the Roanoke Valley.
As of the date of the RSTP application, 12.2 miles of this greenway were completed and
open, 1.7 miles funded, and 7.3 miles partially funded. As depicted on the map below,
the four sections of the greenway that needed additional funding, were- 1) Green Hill
Park to Woodbridge and Mill Lane to Riverside Park, 2) Eddy Avenue and Apperson
Drive bridges, 3) Roanoke/Salem line to Bridge Street, and 4) Water Pollution Control
Plant (WPCP) to Blue Ridge Parkway.
EAdditional Funding Needed El Completed L"
Funded For Construction El Future Planning
On May 23, 2013, the Roanoke Valley Area Metropolitan Planning Organization
endorsed the Regional Surface Transportation Program project priorities and six-year
financial plan, which included $8,848,600 in funds to Roanoke County for the East and
West Roanoke River Greenway projects. $5,857,840 was approved for the East project
and $2,990,760 was approved for the West project.
On June 19, 2013, the Commonwealth Transportation Board adopted the fiscal year
2014-2019 Six-year Improvement Program, which allocated the Regional Surface
Transportation Program funds. Regional Surface Transportation Program funds are
apportioned by the Commonwealth of Virginia to Metropolitan Planning Areas that have
been designated "Transportation Management Areas" by the U.S. Department of
Transportation. The urbanized area in and around the Roanoke Valley was recently
designated a Transportation Management Area, based on 2010 census data.
Page 2 of 3
City0f
City of
Roanoke,
Salern
Z
ieen Hill
Town of
ark
2
Tinter Vinton
Creek
Park
Wasena
3 Part
Milli
4
k&untalei
Roanoke County
Pa rk
EAdditional Funding Needed El Completed L"
Funded For Construction El Future Planning
On May 23, 2013, the Roanoke Valley Area Metropolitan Planning Organization
endorsed the Regional Surface Transportation Program project priorities and six-year
financial plan, which included $8,848,600 in funds to Roanoke County for the East and
West Roanoke River Greenway projects. $5,857,840 was approved for the East project
and $2,990,760 was approved for the West project.
On June 19, 2013, the Commonwealth Transportation Board adopted the fiscal year
2014-2019 Six-year Improvement Program, which allocated the Regional Surface
Transportation Program funds. Regional Surface Transportation Program funds are
apportioned by the Commonwealth of Virginia to Metropolitan Planning Areas that have
been designated "Transportation Management Areas" by the U.S. Department of
Transportation. The urbanized area in and around the Roanoke Valley was recently
designated a Transportation Management Area, based on 2010 census data.
Page 2 of 3
PROJECT FUNDING AND STATUS UPDATE:
In addition to the $2,990,760 of RSTP funding awarded for the West Roanoke River
Greenway project, Roanoke County has previously received fiscal year 2010 Federal
Open Container funding in the amount of $3,499,166. A portion of the Open Container
funding has been utilized for preliminary engineering to develop a Phase I Alignment
Study Technical Memorandum prepared by AECOM Technical Services, Inc. in June
2013. The scope of the project includes a 1.6 -mile section of the Roanoke River
Greenway proposed along the north and south sides of the Roanoke River between
Green Hill Park in Roanoke County and Riverside Park in the City of Salem. The cost
estimate for completing the West Roanoke River Greenway project is $7,241,031,
including $1.25 million in contingency funds.
Roanoke County currently has a professional engineering services agreement with
Anderson & Associates of Virginia, Inc. (A&A), effective March 3, 2014, for Phases 11
and III of the West Roanoke River Greenway Project. The RSTP funding will be utilized
for final engineering, environmental permitting, right-of-way acquisition, and construction
of the greenway that includes two (2) bridge crossings of the Roanoke River. The
Virginia Department of Transportation (VDOT) has recently conducted a Value
Engineering (VE) Study with project recommendations, and the project team is currently
working with A&A on preparation of final design and engineering documents. Over the
next twelve to eighteen (12-18) months, Roanoke County anticipates completing final
design and engineering, obtaining the environmental permits, completing right-of-way
acquisition, and beginning construction.
The scope of the East Roanoke River Greenway project includes a 2.7 -mile section of
the Roanoke River Greenway proposed along the south side of the Roanoke River from
the waste water treatment plant in the City of Roanoke to the Blue Ridge Parkway. The
cost estimate for completing the East Roanoke River Greenway project is $6,574,079.
In addition to the MAP -21 /Transportation Alternatives and RSTP funding awarded for
the East Roanoke River Greenway project ($5,857,840), Roanoke County has
previously received $716,250 in VDOT Transportation Enhancement funding. A portion
of this funding has been used to complete Phase I of the project that included
preliminary design and engineering that commenced in April 2012. The total funding
allocated for the project to date is $6,824,090.
On December 4, 2014, Roanoke County entered a professional engineering services
contract with Anderson & Associates of Virginia, Inc. for Phase 11 of the East Roanoke
River Greenway Project. The MAP -21 /Transportation Alternatives and RSTP funding
will be utilized for final engineering, environmental permitting, right-of-way acquisition,
bidding, and construction contract administration for the greenway.
During the work session, we will be discussing the progress of the two (2) projects and
provide an overview of the funding sources.
Page 3 of 3
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 13, 2015
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act-, and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each member's knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies-, and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
Page 1 of 1