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HomeMy WebLinkAbout5/26/2015 - Adopted Board RecordsAT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 RESOLUTION 052615-1 APPROVING THE REORGANIZATION AND EXPANSION OF THE WESTERN VIRGINIA WATER AUTHORITY ("AUTHORITY") BY PROVIDING THAT BOTETOURT COUNTY, VIRGINIA, JOIN THE AUTHORITY; APPROVING AND AUTHORIZING THE EXECUTION OF A SECOND AMENDED AND RESTATED ARTICLES OF INCORPORATION OF THE WESTERN VIRGINIA WATER AUTHORITY TO ACCOMPLISH SUCH JOINDER; AND AUTHORIZING THE APPROPRIATE PUBLIC OFFICIALS TO TAKE ANY ACTIONS AND EXECUTE ANY DOCUMENTS NECESSARY TO ACCOMPLISH SUCH MATTERS, ALL IN ACCORDANCE WITH VIRGINIA CODE SECTION 15.2-5112 WHEREAS, the Council of the City of Roanoke, Virginia, ("City of Roanoke"), the Board of Supervisors of Franklin County, Virginia, ("Franklin County"), and the Board of Supervisors of Botetourt County, Virginia, ("Botetourt County") have or will determine that it is in the best interest of their citizens that Botetourt County, Virginia, join and become a member of the Western Virginia Water Authority pursuant to the provisions of the Virginia Water and Waste Authorities Act, Chapter 51, Title 15.2 of the 1950 Code of Virginia, as amended (the "Act"); and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, ("Board of Supervisors") desires to approve of Botetourt County, Virginia, becoming a member of the Authority by the adoption of this resolution concurrently (or in concert) with resolutions adopted or to be adopted by the City of Roanoke, Franklin County, and Botetourt County" and WHEREAS, after proper advertisement, a public hearing has been held by this Board in accordance with the requirements of Section 15.2-5104 of the Act. Page 1 of 10 NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1 . The Board of Supervisors of Roanoke County, Virginia, hereby determines that it is in the best interest of the citizens of Roanoke County, Virginia, that Botetourt County, Virginia, join and become a member of the Western Virginia Water Authority and approves the terms of the Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority as contained in Section 6 of this resolution. 2. The Board of Supervisors hereby authorizes the Chairman and the Clerk to the Board to execute and attest or witness, respectively, such Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority in a form substantially similar to those set forth in Section 6 below, with such minor revisions and adjustments as the Chairman shall approve. 3. The Board of Supervisors hereby agrees that the Authority shall be reorganized and expanded in accordance with the terms of the Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority mentioned above upon the issuance of a Certificate of Joinder and/or Restatement issued by the Virginia State Corporation Commission. 4. The Board of Supervisors does hereby FIND as a matter of fact that inclusion in the Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority of preliminary estimates of capital costs, proposals for any specific projects to be undertaken by the Authority, and preliminary estimates of initial rates for services of such projects as certified by responsible engineers is impractical. Page 2 of 10 5. As provided for in the Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority, the Board of Supervisors hereby appoints the following three (3) persons to be the Roanoke County representatives and that such persons' initial terms will start on the date of issuance by the Virginia State Corporation Commission of a Certificate of Joinder and/or Restatement and expire on the dates indicated next to their names. Roanoke County Appointees NAME ADDRESS EXPIRATION OF INITIAL TERM Donald L. Davis 1031 Halliahurst Avenue June 30, 2018 Vinton, VA 24179 Thomas C. Gates 5204 Bernard Drive June 30, 2019 Roanoke, Virginia 24018 H. Odell Minnix 3314 Kenwick Trail June 30, 2016 Roanoke, VA 24018 Upon expiration of the initial term of office, and any future term of office, the Board of Supervisors shall appoint a person (who can be the same person whose term expired) to be a member of the Board of the Authority for four (4) years from the date of the initial expiring term and any future expiring term of office. The total number of members that Roanoke County, Virginia, will have on the Board of the Authority will be three (3) members. 6. The Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority are set forth below. They shall be deemed amended, restated, and effective upon the date of issuance of a Certificate of Joinder and/or Restatement by the Virginia State Corporation Commission as provided for in Virginia Code Section 15.2-5112. Page 3 of 10 SECOND AMENDED AND RESTATED ARTICLES OF INCORPORATION OF THE WESTERN VIRGINIA WATER AUTHORITY The Board of Supervisors of Roanoke County, Virginia, the Council of the City of Roanoke, Virginia, the Board of Supervisors of Franklin County, Virginia, and the Board of Supervisors of Botetourt County, Virginia, as well as the Board of Directors of the Western Virginia Water Authority, have by concurrent resolutions adopted the following Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority, pursuant to the Virginia Water and Waste Authorities Act (Chapter 51, Tile 15.2 of the 1950 Code of Virginia as amended) (the "Act") ARTICLE I The name of the Authority shall be the Western Virginia Water Authority (the "Authority") and the address of its principal office is 601 South Jefferson Street, Roanoke, Virginia 24011. ARTICLE 11 The names of the political subdivisions participating in the Authority are Roanoke County, Virginia, the City of Roanoke, Virginia, Franklin County, Virginia, and Botetourt County, Virginia, (collectively the "Localities"), each of which hereby acknowledges, covenants, and agrees that these Second Amended and Restated Articles of Incorporation shall not be further amended or changed without the express agreement of each of the governing bodies of each of the Localities. None of the following actions shall be taken or permitted to occur by the Board of the Authority without the affirmative vote of a majority of the members from the City of Roanoke and Roanoke County. (1) The inclusion of additional political subdivisions in the Authority-, and Page 4 of 10 (2) Additional agreement with other political subdivisions, entities, or persons, for the bulk sale of surplus water or for the acceptance and treatment of waste water. ARTICLE III The Board of the Authority shall consist of eight (8) members. The names, addresses, and terms of office of the initial members of the reconstituted Board of the Western Virginia Water Authority are as follows: The initial term of each member shall start on the date of issuance by the Virginia State Corporation Commission of a certificate of joinder or restatement and expire on the date indicated below. Name John P. Bradshaw, Jr Donald L. Davis Address 3132 Burnleigh Road, SW Roanoke, Virginia 24014 (Roanoke City Appointee) 1031 Halliahurst Avenue Vinton, Virginia 24179 (Roanoke County Appointee) Marc Fink Finks Jewelers 3545 Electric Rd Roanoke Virginia 24018 (Roanoke City Appointee) R. Gray Goldsmith Valley Bank 36 Church Avenue Roanoke, Virginia 24001 (Roanoke County Appointee) Page 5 of 10 Expiration of Term of Office June 30, 2017 June 30, 2018 June 30, 2015* June 30, 2015* Shirley B. Holland 161 Lila Lane June 30, 2018 Boones Mill, Virginia 24065 (Franklin County Appointee) Harvey Brookins Freedom First June 30, 2016 5240 Valley Park Drive Roanoke, Virginia 24019 (Roanoke City Appointee) H. Odell Minnix 3314 Kenwick Trail June 30, 2016 Roanoke, Virginia 24018 (Roanoke County Appointee) TBA* June 30, 2017 *The appointments for the member positions of Mr. Goldsmith by Roanoke County and of Mr. Fink by the City of Roanoke and the appointment of Botetourt County's member have not been determined as of the date of advertisement of the public hearing on this resolution and these Articles will be conformed to the appointments made prior to the filing of these Articles with the State Corporation Commission in June, 2015. All terms will end on June 30 in the last year of the appointed terms. This note will be removed from these Articles when they are filed with the State Corporation Commission. Upon expiration of the foregoing terms of office, the governing body of the participating political subdivision that appointed the person whose term expired shall appoint, for the times set forth below, a person to be such participating political subdivision's appointee, which can be the same person whose term expired, and the total number of members for each participating political subdivision will be the number of members set forth opposite its name below: Roanoke County — Three, for terms of four years each City of Roanoke — Three, for terms of four years each Franklin County — One, for a term of four years Page 6 of 10 Botetourt County — One, for a term four years The governing body of each of the Localities shall be empowered to remove at any time, without cause, any member appointed by it and to appoint a successor member to fill the unexpired portion of the removed member's term, and shall be empowered to appoint a successor member to fill the unexpired term of a member such Locality appointed who may resign or no longer be able to serve. Each Board member shall be reimbursed by the Authority for the amount of actual expenses incurred in the performance of Authority duties. Upon expiration of the term of a member, such member will continue to serve until the governing body of the Locality appointing such member appoints a successor member, removes such member, or reappoints such member. ARTICLE IV The purposes for which the Authority is being reorganized are to exercise all the powers granted to the Authority to acquire, finance, construct, operate, manage and maintain water, waste water, sewage disposal, and stormwater control systems and related facilities pursuant to the Act. The Authority shall have all of the rights, powers, and duties of an authority under the Act. It is not practicable to set forth herein information regarding preliminary estimates of capital costs, proposals for specific projects to be undertaken, or initial rates for services of the proposed projects. Page 7 of 10 ARTICLE V The Authority shall serve Roanoke County, the City of Roanoke, Franklin County, and Botetourt County, Virginia, and, to the extent permitted by the Act and the terms of these Articles, such other public or private entities as the Authority may determine upon the terms and conditions established pursuant to appropriate contracts, either within or without Roanoke County, Virginia, the City of Roanoke, Virginia, Franklin County, Virginia, or Botetourt County, Virginia. ARTICLE VI The Authority shall cause an annual audit of its books and records to be made by an independent certified public accountant at the end of each fiscal year and a certified copy thereof to be filed promptly with the governing body of each of the incorporating political subdivisions. IN WITNESS WHEREOF the Board of Supervisors of Roanoke County, Virginia, the Council of the City of Roanoke, Virginia, the Board of Supervisors of Franklin County, Virginia, and the Board of Supervisors of Botetourt County, Virginia and the Board of Directors of the Western Virginia Water Authority have caused these Second Amended and Restated Articles of Incorporation to be executed in their respective names, and their respective seals have been affixed hereto and attested by the respective secretaries and/or clerks of each. [SIGNATURE PAGE TO FOLLOW] [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] Page 8 of 10 SIGNATURE PAGE TO SECOND AMENDED AND RESTATED ARTICLES OF INCORPORATION OF THE WESTERN VIRGINIA WATER AUTHORITY WESTERN VIRGINIA WATER AUTHORITY CITY OF ROANOKE, VIRGINIA Bv: Shirley B. Holland, Chair Attest'. (SEAL) Gayle Shrewsbury, Secretary ROANOKE COUNTY, VIRGINIA Bv: David A. Bowers, Mayor Attest'. (SEAL) Stephanie M. Moon Reynolds, City Clerk FRANKLIN COUNTY, VIRGINIA By: By: P. Jason Peters, Cline Brubaker, Chairman, Board of Supervisors Chairman, Board of Supervisors Attest'. (SEAL) Attest'. (SEAL) Deborah C. Jacks, Sharon K. Tudor, Clerk to the Deputy Clerk to the Board Board BOTETOURT COUNTY, VIRGINIA By: Dr. Donald M. Scothorn Chairman, Board of Supervisors Attest'. Clerk to the Board (SEAL) [End of Form of Articles] Page 9 of 10 7. The Board of Supervisors further authorizes the Chairman and/or the County Administrator to take any action and execute any documents, including the Application for Joinder, necessary to accomplish the matters set forth in this resolution and to cause the Second Amended and Restated Articles of Incorporation of the Western Virginia Water Authority to become effective so that Botetourt County, Virginia, becomes a member of the Authority. 8. This resolution shall take effect immediately upon its adoption. On motion of Supervisor McNamara to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None 0 Deputy Clerk to the Board of Supervisors cc: Paul M. Mahoney, County Attorney Ruth Ellen Kuhnel, Senior Assistant County Attorney Page 10 of 10 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 RESOLUTION 052615-2 APPROVING THE FISCAL YEAR 2015-2016 BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides that the governing body of the County shall prepare and approve an annual budget-, and WHEREAS, said budget shall be prepared and approved for informative and fiscal planning purposes only-, and WHEREAS, this budget contains a complete itemized and classified plan of all contemplated expenditures and all estimated revenues and borrowings for the ensuing fiscal year-, and WHEREAS, a synopsis of said budget was published as required by the provisions of Section 15.2-2506 of the State Code, and the public hearing as required thereon was held on April 28, 2015. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1 . That there is hereby approved the annual operating and capital budget for fiscal year 2015-2016 for Roanoke County, Virginia, as shown on the attached Schedules. 2. That the preparation and approval of this budget is for informative and fiscal planning purposes only. Page 1 of 2 On motion of Supervisor McNamara to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, McNamara, Peters ABSENT: Supervisor Church NAYS-. Supervisor Bedrosian A CORY TESTE: Debobh C. Jacks ) Deputy Clerk to the Bd�rd of Supervisors cc: Thomas C. Gates, County Administrator Daniel O'Donnell, Assistant County Administrator Richard L. Caywood, Assistant County Administrator W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Paul M. Mahoney, County Attorney Page 2 of 2 County of Roanoke Adopted FY 2015-2016 Budget May 26, 2015 Revenue Estimates Amount General Fund General Government General Property Taxes $ 123,637,615 Local Sales Tax 10,100,000 Telecommunications Tax 3,975,000 Business License Tax 6,399,100 Bank Franchise Tax 450,000 Utility Consumer Tax 3,825,000 Motor Vehicle License Tax 2,225,000 Record ation/Conveya nce Tax 1,250,000 Meals Tax 4,071,850 Hotel/Motel Tax 1,058,610 Other Local Taxes 634,000 Permits, Fees & Licenses 551,560 Fines and Forfeitures 556,500 Interest Income 131,600 Charges for Services 898,200 Commonwealth 10,783,112 Federal 3,275,000 Other 4,958,604 Total General Government 178,780,751 Communications & Information Technology 8,543,083 Comprehensive Services 4,809,612 Law Library 11,025 Public Works Projects 183,712 DSS -Social Services Building 493,483 Recreation Fee Class 5,397,645 Grants and Other Funds 1,041,895 Police Special Programs 1,000 Criminal Justice Academy 259,374 Fleet Service Center 3,134,746 Total General Fund 202,656,326 Debt Service Fund - County 7,495,470 Capital Projects Fund 11,919,281 Internal Service Fund 1,880,083 School Operating Fund 136,654,796 School Nutrition Fund 5,712,290 School Debt Service Fund 13,813,014 School Grants Fund 5,460,094 School Capital Fund 1,346,670 School Instructional Resources Fund 988,820 School Bus Fund 433,219 School Laptop Insurance Reserve 350,350 Total Revenues All Funds $ 388,710,413 Less: Transfers (112,529,947) Total Net of Transfers $ 276,180,466 County of Roanoke Adopted FY 2015-2016 Budget May 26, 2015 Proposed Expenditures Amount General Fund General Government General Administration $ 3,025,454 Constitutional Officers 13,341,839 Judicial Administration 810,732 Management Services 3,249,394 Public Safety 26,836,083 Community Services 11,352,642 Human Services 20,485,589 Non -Departmental 11,025,729 Transfers to School Operating Fund 66,327,408 Transfers to School Insurance - Dental 477,299 Transfers to (from) Capital Fund 1,218,101 Transfers to Debt Service Fund 16,522,413 Transfer to Public Works Projects 183,712 Transfer to Comprehensive Services 1,853,000 Other 2,071,356 Total General Government 178,780,751 Communications and Information Technology 8,543,083 Comprehensive Services 4,809,612 Law Library 11,025 Public Works Projects 183,712 DSS Social Services Building 493,483 Recreation Fee Class 5,397,645 Grants and Other Funds 1,041,895 Criminal Justice Academy 1,000 Police Special Programs 259,374 Fleet Service Center 3,134,746 Total General Fund 202,656,326 Debt Service Fund - County 7,495,470 Capital Projects Fund 11,919,281 Internal Service Fund 1,880,083 School Operating Fund 136,654,796 School Nutrition Fund 5,712,290 School Debt Fund 13,813,014 School Grants Fund 5,460,094 School Capital Fund 1,346,670 School Textbook Fund 988,820 School Bus Fund 433,219 School Laptop Insurance Reserve 350,350 Total Expenditures All Funds 388,710,413 Less: Transfers $ (112,529,947) Total Net of Transfers $ 276,180,466 0 a. 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BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That the following appropriations are hereby made from the respective funds for the period beginning July 1, 2015, and ending June 30, 2016, for the functions and purposes indicated: County of Roanoke Adopted FY 2015 - 2016 Budget May 26, 2015 Revenues: General Fund: General Government $ 178,780,751 Communications & Information Technology 8,543,083 Comprehensive Services 4,809,612 Law Library 11,025 Public Works Projects 183,712 DSS -Social Services Building 493,483 Recreation Fee Class 5,397,645 Grants and Other Funds 1,041,895 Police Special Programs 1,000 Criminal Justic Academy 259,374 Fleet Service Center 3,134,746 Total General Fund $ 202,656,326 Debt Service Fund - County $ 7,495,470 Capital Projects Fund $ 11,919,281 Internal Service Fund - Risk Management $ 1,880,083 School Funds: Operating $ 136,654,796 Nutrition 5,712,290 Debt 13,813,014 Grants 5,460,094 Capital 1,346,670 Instructional Resources 988,820 Bus 433,219 Laptop Insurance Reserve 350,350 Total School Fund $ 164,759,253 Total All Funds $ 388,710,413 County of Roanoke Adopted FY 2015 - 2016 Budget May 26, 2015 Expenditures: General Government: General Administration Board of Supervisors $ 308,984 County Administrator 409,635 Public Information 211,678 Asst. Co. Administrators 369,067 Human Resources 722,274 County Attorney 522,908 Economic Development 480,910 Total General Administration $ 3,025,454 Constitutional Officers Treasurer $ 797,460 Commonwealth Attorney 1,134,948 Commissioner of the Revenue 752,576 Clerk of the Circuit Court 1,111,267 Sheriff s Office 9,545,588 Total Constitutional Officers $ 13,341,839 Judicial Administration Circuit Court $ 237,972 General District Court 69,940 Magistrate 1,590 J & DR Court 21,086 Court Service Unit 480,144 Total Judicial Administration $ 810,732 Management Services Real Estate Assessments Finance Public Transportation Management and Budget Procurement Services $ 832,502 1,329,908 420,000 322,889 344,096 Total Management Services $ 3,249,394 County of Roanoke Adopted FY 2015 - 2016 Budget May 26, 2015 Public Safety Police Fire and Rescue Total Public Safety Community Services General Services Community Development Building Maintenance Total Community Services Human Services 11,779,631 15,056,452 26,836,083 $ 5,359,929 4,041,770 1,950,943 $ 11,352,642 Grounds Maintenance $ 2,269,974 Parks and Recreation 2,260,695 Public Health 500,358 Social Services 9,770,909 Contributions -Human Service, Cultural, Tourism, Dues 1,669,930 Library 3,599,278 VA Cooperative Extension 87,097 Elections 327,349 Total Human Services $ 20,485,589 Non -Departmental Employee Benefits $ 1,888,570 Miscellaneous 1,511,500 Internal Service Charges 7,625,659 Total Non -Departmental $ 11,025,729 Transfers to Other Funds Transfer to Debt - General & Schools $ 16,522,413 Transfer to (from) Capital 1,218,101 Transfer to Schools 66,804,707 Transfer to Public Works Projects 183,712 Transfer to Internal Services 1,515,195 Transfer to Comprehensive Services 1,853,000 Total Transfers to Other Funds $ 88,097,128 Unappropriated Balance Board Contingency $ 50,000 Addition to Fund Balance $ 506,160 Total General Government $ 178,780,751 Communications & Information Technology $ 8,543,083 Comprehensive Services $ 4,809,612 Law Library $ 11,025 Public Works Projects $ 183,712 County of Roanoke Adopted FY 2015 - 2016 Budget May 26, 2015 DSS -Social Services Building Recreation Fee Class Grants and Other Funds Police Special Programs Criminal Justice Academy Fleet Service Center Total General Fund Debt Service Fund - County Capital Projects Fund Internal Services Fund - Risk Management School Funds: Operating Nutrition Debt Grants Capital Instructional Resources Bus Laptop Insurance Reserve Total School Funds Total All Funds $ 493,483 $ 5,397,645 $ 1,041,895 $ 1,000 $ 259,374 $ 3,134,746_ $ 202,656,326 $ 7,495,470 $ 11,919,281 $ 1,880,083 $ 136,654,796 5,712,290 13,813,014 5,460,094 1,346,670 988,820 433,219 350,350 $ 164,759,253 $ 388,710,413 2. That the County Administrator may authorize or delegate the authorization of the transfer of any unencumbered balance or portion thereof from one department to another. 3. That all funded outstanding encumbrances, both operating and capital, at June 30, 2015, are re -appropriated to the 2015-2016 fiscal year to the same department and account for which they are encumbered in the previous year. 4. That appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate action, changes or eliminates the appropriation. Upon completion of a capital project, staff is authorized to close out the project and transfer to the funding source any remaining balances. This section applies to appropriations for Capital Projects at June 30, 2015, and appropriations in the 2015- 2016 budget. 5. That all school fund appropriations remaining at the end of the 2014-2015 fiscal year not lapse but shall be appropriated to the School Capital Fund in fiscal year 18411161 KII 1-1 F. M fel 1 re MT a.) Two-thirds of the year-end balance in the school operating fund will be allocated to the Major School Capital Reserve-, b.) One-third of the year-end balance in the school operating fund will be allocated to the Minor School Capital Reserve-, 6. That all General Fund unexpended appropriations at the end of the 2014- 2015 fiscal year not lapse but shall be re -appropriated to the County Capital Reserve. 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LU q9t LO (D (D 1-- 00 CF) C) CN V) (D r— 00 C) CO LO (0 00 C) C-4 (0 0-) r— LU — — — — — — — — N LO LO (0 (0 (0 M 1-- 0 M I-- N M M LO 0 M 1-- 0 N 0 LO M C) LO N LO M N V) C) qqt 00 LO V) 0 r— LO r— C4) q-* (N co C4) co (D co LO C) q-* C) M N LO C) M [�- LO [�- [�- [�- — N LO M 0 5; [-- V) — CN LO — M — LO M q9t M W C) M M W M q9t 0 q9t W M M 0 [-- 0 LU 7 q 7 q 7 1-- m LO m q q1t m 9 9 9 7 m LO w 7 LO q " m I-- q 4-j W M M C) C) — — N M q-* LO 0 1-- M M C) — (N V) LO (D 00 0') (N LO 0') 0 — — — — — — — — — — — — — — z 7. That all General Fund revenues collected in excess of appropriated revenues shall be re -appropriated to the County Capital Reserve. 8. Account balances remaining in the Fee Class collected by the Parks and Recreation Department will be allocated to accounts as defined by the Fee Class Accounts Procedure. 9. Account balances remaining in Comprehensive Services (111), Confiscated Property (120), Police Special Programs (121), Forfeited Asset Sharing (122), Sheriff Jail Fees (124), Inventory (125), Criminal Justice Academy (126), Police Training Facility (127), Garage (130), Motor Pool (132), Grants (135), Communications and Information Technology (146), Fee Class (150), Law Library (155), Public Works Fund (170), Social Services Building (175), Debt Fund (310), Trust Fund (510), South Peak Community Development Authority (655), Internal Service Fund (700), Special Welfare (810), Regional Fire/Rescue Training Center (814), Commonwealth Fund (815), Regional Center for Animal Control and Protection (895) funds will carry over 100% and be re -appropriated to the individual funds. 10. That the Board anticipates receiving various grants, donations, and other miscellaneous revenues. These anticipated funds are appropriated to the Grants Fund for the various functions and purposes as provided therein, and said appropriation shall be acknowledged and allocated to the appropriate fund upon approval by the Board on the Consent Agenda. 11. That all Resolutions, including but not limited to Resolutions 111213-12.e (Policy of the use of unexpended appropriations at the end of each fiscal year), 122104- 3 (Policy for County Capital Reserves), and 122104-5 (Policy for the use of general fund revenues in excess of budget at the end of the fiscal year) and Ordinances in conflict with this Ordinance are hereby repealed. 12. This ordinance shall take effect July 1, 2015. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following roll call and recorded vote. - AYES: Supervisors Moore, McNamara, Peters ABSENT: Supervisor Church NAYS: Supervisor Bedrosian A CIDF?Y TESTE: Debb�rah C. Jacks ' Deputy Clerk to the Board of Supervisors cc: Thomas C. Gates, County Administrator Daniel O'Donnell, Assistant County Administrator Richard L. Caywood, Assistant County Administrator W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Paul M. Mahoney, County Attorney AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 ORDINANCE 052615-4 TO APPROVE AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE COUNTY OF ROANOKE, THE CITY OF ROANOKE, AND THE COUNTY OF FRANKLIN FOR JOINT USE OF THE DIGITAL RADIO SYSTEM KNOWN AS THE ROANOKE VALLEY RADIO SYSTEM WHEREAS, the City of Roanoke, the County of Roanoke and the County of Franklin (the "Partners") desire to enter into an Intergovernmental Agreement (the "Agreement") for the purpose of the joint use of the existing Roanoke Valley Radio System ("RVRS") which serves fire, police, emergency and other radio communications of the Partners' respective localities-, WHEREAS, Roanoke City and Roanoke County entered into a joint Intergovernmental Agreement that established the RVRS dated December 14, 2011, for the above stated purpose, and now the County of Franklin desires to become a Partner in the RVRS-1 WHEREAS, Section 15.2-1300 of the Code of Virginia, 1950, as amended, (the "Code") allows the Partners to exercise jointly their powers with respect to the System, (described with the Agreement), whose governing bodies shall adopt ordinances as required by the Code, approving this Agreement-, WHEREAS, the Partners desire to enter into this Agreement for the purposes of providing the details relating to the operation of RVRS and defining the relationships among the Partners, as required by the Code-, Page 1 of 3 WHEREAS, this Agreement will replace the Agreement dated December 14, 2011, between the City of Roanoke and the County of Roanoke, which shall become null and void upon execution of all the parties; and WHEREAS, the first reading of this ordinance was heard on May 12, 2015 and the second reading was heard on May 26, 2015. NOW THEREFORE, BE IT ORDAINED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the execution of an Intergovernmental Agreement between the City of Roanoke, the County of Roanoke and the County of Franklin is hereby approved by the Board for the purpose of establishing a joint public radio system known as the Roanoke Valley Radio System. 2. That the County Administrator, or an Assistant County Administrator, is authorized and directed to execute this Agreement, which Agreement shall be approved by form by the County Attorney's office. 3. That the former Intergovernmental Agreement between the City of Roanoke and the County of Roanoke shall be null and void only upon execution of the Agreement by all the Partners. Page 2 of 3 On motion of Supervisor Peters to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None A C Y TESTE: &0'I[TebN0rah C. Jackg V Deputy Clerk to the Board of Supervisors cc: Bill Hunter, Director of Communications and Information Technology W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Ruth Ellen Kuhnel, Assistant Senior County Attorney Page 3 of 3 THIS INTERGOVERNMIENTAL AGREEMIENT ("Agreement") for the establishment of a Joint Public Safety Radio System referred to herein as the Roanoke Valley Radio System ("RVRS"), is entered into as of the _ day of 7 2015, amongst the CITY OF ROANOKE, VIRGINIA, a Virginia municipal corporation ("City of Roanoke"), the COUNTY OF ROANOKE, a political subdivision of the Commonwealth of Virginia ("Roanoke County"), and the COUNTY OF FRANKLIN a political subdivision of the Commonwealth of Virginia. ("Franklin County," and, together with the City of Roanoke and Roanoke County, the "Partners"), RECITALS WHEREAS, each of the Partners has the power to establish a system that serves the fire, police, emergency and other radio communications of their respective localities; and WHEREAS, pursuant to an Intergovernmental Agreement dated December 14, 2011 ("Agreement"), the City of Roanoke and Roanoke County entered into a joint intergovernmental agreement that established the RVRS that facilitated fire, police, emergency, and other public safety radio communications between those localities, WHEREAS, the County of Franklin desires to become a Partner in the RVRS, and the City of Roanoke and Roanoke County desire that Franklin County become a Partner, WHEREAS, the Partners have determined that it is in their mutual best interest to jointly cause the existing Roanoke Valley Radio System's 800 MHz trunked radio communications system, as described in the System Diagram attached as Appendix A which is incorporated herein, to be equipped to serve the fire, police, emergency and other public safety radio communication needs of the Partners, WHEREAS, pursuant to Section 15.2-1300 of the Code of Virginia, 1950, as amended (the "Code"), the Partners have determined to exercise jointly their powers with respect to the System (as defined below), as provided for in this Agreement, whose governing bodies have adopted ordinances as required by Section 15.2-1300 of the Code, approving this Agreement in furtherance thereof, and WHEREAS, the Partners desire to enter into this Agreement for the purpose of providing the details relating to the operation of the System and the relationship among the Partners, as required under Section 15.2-1300 of the Code. WITNESSETH THAT FOR AND IN CONSIDERATION of the mutual covenants and agreements contained herein, and the above recitals which are incorporated by reference herein, the parties hereto pursuant to the provisions of Section 15.2-1300 of the Code of Virginia (1950), as amended, do covenant and agree to the following:, (W2924049.1 011185-089252 1 I ARTICLE 1. DEFINITIONS "Agreement" shall mean this Intergovernmental Agreement, and any and all amendments hereto. "Associated System Assets" shall mean System assets and equipment not designated as Fixed Network Equipment, which is required for operation of the System, and shall include and not be limited to, buildings, dispatch center furniture, fences, generators, grounding systems, HVAC systems, rights of way, roadways, site leases, towers, uninterruptible power supplies (UPS) and the fire alerting equipment. "Common Equipment" shall mean all equipment used by all Partners as further described in Appendix B, including the System Core. "Fixed Network Equipment" shall mean the infrastructure equipment necessary to facilitate the use of subscriber units on the digital 800 MHz trunked radio system and other radio communications systems. Fixed Network Equipment may include some Common Equipment. "Subscriber Equipment" shall mean the mobile and portable radios used by the RVRS. "System" shall mean the portions of the radio communications system that comprise the RVRS to be jointly constructed and operated by the City of Roanoke, County of Roanoke, and Franklin County. "System Core" shall mean the prime location of the System, where all public communication transmissions of the System are received and transmitted, located at Roanoke, County's facility at 5425 Cove Road, Roanoke, Virginia, 24019. "System Managers" shall mean the directors of the Partners' respective departments of technology or departments of information technology, whom shall be responsible for the management and operation of their locality's respective share of the System. ARTICLE 11 REPRESENTATIONS AND WARRANTIES Each of the Partners respectively make the following representations and warranties, all of which shall continue for the duration of this Agreement: (a) It has full power and authority to enter into this Agreement and to consummate and carry out the transactions contemplated by this Agreement. it has taken, or will take, all action required by this Agreement and other applicable laws in connection therewith. (W2924049.1 011185-089252 1 OA (b) It has duly authorized the execution and delivery of this Agreement by ordinance adopted by its governing body. (c) The execution and delivery of this Agreement and the performance of its obligations hereunder are within its corporate powers, and will not conflict with, or constitute a breach or result in a violation of (1) any Federal or Virginia Constitutional or statutory provision, (2) in any material respect, any agreement or other instrument to which such party is a party or by which it is bound, or (3) any order, rule, regulation, decree or ordinance of any court, government or governmental authority having jurisdiction over it or its property. (d) There is no litigation at law or in equity or any proceeding before any governmental agency pending or, to its knowledge, threatened with respect to (1) its existence, (2) its authority to execute and deliver this Agreement, (3) the validity or enforceability of this Agreement or the transactions contemplated hereby, (4) the title of its officers who are executing this Agreement, or (5) any authority or proceedings relating to its execution and delivery of this Agreement. (e) It is a duly organized and validly existing public body politic and corporate. ARTICLE III DURATION OF AGREEMENT This Agreement shall take effect upon its proper execution pursuant to and by ordinance of the governing bodies of the parties hereto. The initial term of this Agreement shall be fifteen (15) years following the date of this Agreement, unless otherwise terminated by the parties as provided in Article X. Upon expiration of the term of the Agreement, this Agreement may be renewed subsequent terms of five years each upon the mutual agreement of the parties, until terminated by the parties as provided in Article X of this Agreement, or the Agreement is not otherwise renewed. ARTICLE IV PURPOSE The purpose of this Agreement is to provide the terms and conditions of the joint undertaking of the parties hereto with respect to the System as required by Section 15.2-1300 of the Code. The joint undertaking will involve shared operation and maintenance of the System, and all other things necessary or proper to carry out the foregoing purpose. Details of governance, technical operations and administrative management of the shared radio system will be maintained in a separate document, the Roanoke Valley Radio System Governance and Operations Manual, designated as Appendix C which is incorporated herein by reference and made a part of this Agreement. {W2924049.1 011185-089252 1 3 ARTICLE V. SYSTEM CONSTRUCTION AND FINANCING Section 5.1 "BUY IN" TO SYSTEM BY PARTNERS. The Partners acknowledge and agree that Roanoke County has upgraded the existing System from an analog format to a digital format, and incurred the initial costs in upgrading the System's infrastructure at its sole expense. The Partners further acknowledge and agree that the City of Roanoke has already contributed its share of the costs of the System's upgrade and transition to a digital format, by reimbursing the County of Roanoke, the City of Roanoke's share of such costs in the amount of $1,470,202.00. The Partners further agree that Franklin County will pay the amount of $217,747.67 to the County of Roanoke, as Franklin County's required contribution to the System to become a partner in the RVRS. Franklin County agrees to pay such amount to the County of Roanoke when Franklin County, RVRS and Motorola Solution Inc. agree to system acceptance. Section 5.2 FIXED NETWORK EQUIPMENT. The System shall be constructed with the Partners jointly acquiring such Fixed Network Equipment as necessary to meet their individual and mutual communication goals. The System will be comprised of two (2) simulcast cells one providing day to day communications in Roanoke City and Roanoke County, and one providing communications in Franklin County as outlined in the diagram of the System attached as Appendix A. The Partners agree that the costs for the maintenance, repair, and replacement of Fixed Network Equipment shall be the responsibility of the Partner who owns the equipment, except for the System Core, which costs shall be shared equally by the Partners. There shall be no charge to Partners for access to Fixed Network Equipment at any site for radio communications purposes. Section 5.3 ASSOCIATED SYSTEM ASSETS. The Partners agree that the costs for the maintenance, repair, and replacement of Associated System Assets shall be the responsibility of the Partner who owns the equipment.. Section 5.4 COMMON EQUIPMENT: The Partners agree that the costs for the maintenance, repair, and replacement of Common Equipment shall be shared by the Partners. The Purchasing Division of the Roanoke County Finance Department, or its successor agency, will serve as the primary contractor for procurement purposes for Common Equipment. Section 5.5 SUBSCRIBER EQUIPMENT. Each Partner will purchase and maintain its own respective subscriber units. Section 5.6 CLAIMS FOR COSTS OR DAMAGES. In the event that any claim for costs or damages is made against any Partner arising out of the Contract or as a consequence of the operation of this Agreement, the Partners' System Managers, as defined herein, shall jointly develop and recommend to their governing bodies a proposal for allocation of such costs or damages and for settlement of any claim. If the System Managers are unable to agree to a recommendation, the claim will then be handled in accordance with the procedure for "Resolution of Disputes" as set forth in Section 7.3. (W2924049.1 011185-089252 1 E Section 5.7 FINANCING OF EQUIPMENT. The Partners hereby acknowledge that each Partner may acquire and finance Fixed Network Equipment serving as part of the System to be owned by that Partner, but located at sites owned by other Partners. The Partners agrees for the benefit of each other Partner that no part of such equipment shall become, or it to be considered as a fixture being affixed to such real estate, it being the intention of all Partners that such equipment shall be and remain the property of the Partner acquiring such Fixed Network Assets. The Partners acknowledge that the Partner acquiring such Fixed Network Assets may enter into a leasing or other financing arrangement, including financing and security agreements for such Fixed Network Assets with one or more third party financing entities. In connection therewith, the Partners (i) consent to the installation of such Fixed Network Assets, (ii) disclaim any interest in the Fixed Network Assets not acquired by such Partner, as fixtures or otherwise; and (iii) agree that such Fixed Network Assets may be removed at any time by the third party financing entity without recourse to legal proceedings, provided: (1) such removal is undertaken in compliance with the provisions of the applicable financing arrangement and the access provisions applicable to each Partner set forth herein, (2) the removal of such equipment does not reduce the functionality of the remainder of the System thereby posing a threat to public health and safety, (3)the System Core is not being removed, (4) written notice is provided to each of the Partner at least thirty (30) days prior to such removal, and (5) the lien securing such equipment is only attached to equipment that is owned by the Partner that financed the purchase of such equipment. ARTICLE VI. OWNERSHIP OF SYSTEM ASSETS Section 6.1 EXISTING SITES AND EQUIPMENT. Ownership of the existing sites, including all real and personal property at each site owned by the City of Roanoke, the County of Roanoke and Franklin County, respectively, at the date of this Agreement, shall not change. Each Partner shall retain ownership of any Associated System Assets, Fixed Network Equipment, including FCC licensed radio equipment, or Subscriber Equipment currently owned by that Partner. Section 6.2 NEW SYSTEM EQUIPMENT. Ownership of any new Fixed Network Equipment acquired by any Partner for use in the operation of the System shall remain with the Partner purchasing such equipment, if purchased solely by that party. If purchased with joint funds of both parties, ownership shall be divided among the purchasing parties in the same proportion that each party contributed toward the purchase. Section 6.3 NEW SUBSCRIBER EQUIPMENT. Ownership of any new Subscriber Equipment acquired for use in the operation of the System shall remain with the Partner purchasing such equipment. Section 6.4 INVENTORY OF SYSTEM ASSETS. The Partners to this Agreement shall cooperate in the development of an accurate inventory of substantial system assets, generally defined as those assets exceeding One 'I"housand Dollars ($ 1,000) in value, to distinguish jointly owned assets from assets to be individually owned by the Partners during the term of this agreement or upon its termination or cancellation. (W2924049.1 011185-089252 1 5 ARTICLE VII REPLACEMENT OF SYSTEM ASSETS Section 7.1 EXISTING ASSOCIATED SYSTEM ASSETS. Each Partner represents and warrants to the other Partners that the Associated System Assets owned by that Partner is performing within acceptable specifications on the date of the signing of this Agreement by that Partner. In the event that any existing Associated System Asset is not initially (within thirty days of the date of this Agreement) performing within such specifications, it shall be the responsibility of the owning Partner to replace such equipment with mutually approved equipment at that Partner's expense. Each Partner is solely responsible for replacing Associated System Assets owned by the Partner. Section 7.2 NEW AND EXISTING COMMON EQUIPMENT. The Partners shall be jointly responsible for the replacement as necessary of Common Equipment, to include system software updates, utilized in the System for the mutual benefit of the Partners. Replacement costs shall be shared equally by all partners unless as otherwise mutually agreed. Ownership of replacement equipment shall be equally divided between the Partners unless as mutually agreed by all Partners. Section 7.3 SUBSCRIBER EQUIPMENT. Each Partner shall be solely responsible for the replacement of all Subscriber Equipment owned by that Partner. ARTICLE VIII SYSTEM MANAGEMENT AND MAINTENANCE Section 8.1 SYSTEM MANAGERS. The City of Roanoke, Virginia's Director of its Department of Technology will serve as the City of Roanoke's System Manager, Roanoke County's Director of Communications and Information Technology will serve as the County System Manager. The Franklin County Emergency Communications Co -coordinator will serve as Franklin County System Manager. Section 8.2 SYSTEM MANAGER RESPONSIBILITIES. The RVRS System Managers will jointly develop and implement policies and procedures necessary for the efficient and effective operation and maintenance of the combined System. In addition, they will oversee maintenance functions of the system and be responsible for administrative functions, including billing for maintenance. Finally, they will develop a record keeping system adequate to facilitate the effective administration of this Agreement, to include accurate initial and on-going listings of System assets owned by all Partners. The Partners desire that such inventory listing shall be updated and verified on each anniversary date of this Agreement. Section 8.3 RESOLUTION OF DISPUTES. Any System management issues that cannot be resolved by the System Managers will be referred to the City of Roanoke, Virginia's City Manager, Roanoke County's County Administrator and Franklin County's County Administrator for review and resolution. If there is no resolution at this level, the issue will be submitted to nonbinding alternative dispute resolution procedures as shall be agreed upon by the parties (W2924049.1 011185-089252 1 no Section 8.4 SYSTEM ASSET MAINTENANCE & UPGRADES Associated System Assets — Cost and labor associated with the routine maintenance of Associated Systems Assets shall be the responsibility of the Partner who owns the equipment. Each Partner must maintain Associated Systems Assets in a manner that will not interfere with the operation of the combined System. Expenses for major repairs, including the overhaul or replacement of major units such as a generator, tower, or UPS, will be the responsibility of the Partner that owns or leases the site where the equipment is to be replaced. Common Equipment- The costs for maintaining the System Core shall be shared equally by all Partners. The maintenance of the remaining equipment is the responsibility of the Partner which owns the Equipment. Maintenance expense shall be shared on all the components of the Common Equipment. Roanoke County shall serve as the contracting agent as it pertains to this agreement for the establishment of a maintenance contract with Motorola Solutions, Inc. The City of Roanoke System Manager and the Franklin County System Manager shall have a right of approval before Roanoke County enters into such a contract and upon any changes to such a contract. Roanoke County shall bill for the Franklin County and the City of Roanoke portion of the Agreement , which shall be based on a division of the costs for the Common Equipment maintenance. Software Upgrades & AntiVirus — It is imperative that the proper software versions and anti-virus signatures be maintained at satisfactory versions. All Partners shall be jointly and equally responsible for the costs associated with software upgrades. Software upgrades will be conduct in a timely manner, as defined by the Governance. Planning for, funding of and scheduling of software upgrades, and necessary equipment upgrade and or replacement, will be coordinated through the Governance team, as defined in the Roanoke Valley Radio System Governance and Operations Manual — as described in Appendix C. Common Equipment — All Partners shall be jointly responsible for the maintenance of the Common Network Equipment beginning when Franklin County, RVRS and Motorola Solutions, Inc. agree to system acceptance. Any costs with Associated System Assets used by only one Partner shall be paid exclusively by that Partner. Maintenance or costs not covered by such a contract will be agreed to in advance by all Partners and paid by Roanoke County. Roanoke County will invoice the City of Roanoke, Virginia, and Franklin County for the agreed upon portion of the bill. All invoices from either party shall be paid in full by the other party within 30 days of the invoice date. Roanoke County will keep detailed records of such maintenance actions for a period not less than 3 years. These records shall be available for review by the City of Roanoke, Virginia's System Manager and Franklin County's System Manager upon request. Maintenance expenses may include, but are not limited to, Motorola Solutions, Inc. or other maintenance contracts for repair or replacement of cards, boards, units, replacement parts and preventative maintenance of the Fixed Network Equipment that is utilized in the System for the mutual benefit of all Partners. (W2924049.1 011185-089252 1 7 When the capacity of the system is no longer adequate to meet the aggregate needs of the parties, or as new technologies emerge that will provide an improved radio system, the Partners shall jointly pursue the acquisition of additional frequencies or equipment necessary to utilize such technologies or frequencies. A mutually agreeable cost sharing arrangement shall be negotiated by the Partners for the acquisition of necessary equipment, and incorporated as an amendment to this Agreement. Subscriber Equipment — Each Partner shall be solely responsible for maintenance, repair, and replacement of Subscriber Equipment owned by that Partner. Section 8.5 ADDITION OF NEW GOVERNMENTAL USERS. RVRS System Managers must agree to the conditions under which additional governmental users that do not have radio unit allocations may be added to the System. The governing body of each party to this Agreement shall formally agree to any third party addition to the RVRS. Section 8.6 GOVERNING BOARD. As stated in the governance policy attached as Appendix C, the Department Managers and Radio Managers of the respective Departments of Technology of each Partner shall comprise the governing board for purposes of management and oversight of this Agreement. ARTICLE IX INSURANCE OF EQUIPMENT Roanoke County shall insure the personal property (Fixed Network Assets) that comprises equipment located at either the Roanoke County or City of Roanoke sites. Roanoke County shall maintain an insurance deductible of not more than $ 1000 per occurrence, subj ect to the availability on the commercial market, or otherwise will not hold City of Roanoke, Virginia, liable for any amount over 50% of the deductible per occurrence as a result of damage or loss occurring to the equipment that is covered by insurance. The County may bill City of Roanoke, Virginia for the cost differential in insurance premiums resulting from adding Roanoke City equipment locations to Roanoke County's current insurance policy. Associated System Assets that are eligible to be insured under Roanoke County's policy may also be insured in the same manner with the owning agency being responsible for the additional insurance premiums. Franklin County shall insure the personal property (Fixed Network Assets) that comprises equipment located at Franklin County Communication sites. Common Equipment insurance costs shall be shared equally by all Partners. ARTICLE X TERMINATION OF AGREEMENT SectionI0.1 RIGHT TO WITHDRAW. Any Partner to this Agreement has the right to withdraw from this Agreement after its initial term. No such termination shall become effective until twenty-four (24) months after written notice thereof shall have been given to all the other Partners. (W2924049.1 011185-089252 1 M Section 10.2 DISPOSITION OF JOINT EQUIPMENT. In the event of termination or cancellation of this Agreement, equipment purchased with joint funds of the Partners shall remain on the site to which assigned, and the terminating Partner shall be reimbursed for its share of the equipment purchased with joint funds. The reimbursement shall be the original cost less depreciation, as determined by an independent auditor qualified to value public radio systems jointly selected and compensated jointly in equal amounts by all Partners. Reimbursement shall occur within twelve (12) months of the date of termination. Section 10.3 DISPOSITION OF SEPARATE EQUIPMENT. The terminating Partner may remove any or all of its own separate equipment, unless the removal of the equipment will render the System inoperable. In such case, the Partner may not remove the equipment, but shall be reimbursed pursuant to section 10.2. ARTICLE XI MISCELLANEOUS Section 11.1 AMENDMENTS. This Agreement may not be amended, modified or otherwise altered without the express written consent of all Partners. Section 11.2 SEVERABILITY. If any provision of this Agreement is held invalid by any court of competent jurisdiction, the holding will not invalidate any other provision. Section 11.3 GOVERNING LAW. This Agreement will be governed by the laws of the Commonwealth of Virginia. Section 11.4 COUNTERPARTS. This Agreement may be simultaneously executed in several counterparts, each of which will be original and all of which taken together will constitute one and the same instrument. Section 11.5 TERMINATION OF EXISTING JOINT AGREEMENT. The parties agree that the joint intergovernmental agreement between the City of Roanoke, Virginia, and the County of Roanoke, Virginia, dated on or around January 2012, is hereby terminated and superseded by this Agreement. The parties represent that neither has any obligations due and owing the other under the terms of such agreement. APPENDICES A. SYSTEM DIAGRAM B. SYSTEM INVENTORY C. ROANOKE VALLEY RADIO SYSTEM GOVERNANCE AND OPERATIONS MANUAL, which is made a part of and incorporated into this Agreement. {W2924049.1 011185-089252 1 I IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on their behalf by their duly authorized officers: ATTEST: By: _ Title: Date: Authorized pursuant to Ordinance No. {W2924049.1 011185-089252 1 10 CITY OF ROANOKE, VIRGINIA, a Virginia municipal corporation L-02 Title: Date: ATTEST: By: _ Title: Date: Authorized pursuant to Ordinance No.052615-4 ATTEST: By: _ Title: Date: Authorized Pursuant to Ordinance No. {W2924049.1 011185-089252 1 I I COUNTY OF ROANOKE, VIRGINIA 0 Title: Date: COUNTY OF FRANKLIN, VIRGINIA In Title: Date: AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 ORDINANCE 052615-5 APPROVING A LEASE ADDENDUM AND EXTENSION FOR THE TINKER MOUNTAIN TOWER SITE WHEREAS, the County of Roanoke leases a site located on Tinker Mountain in the County of Botetourt, Virginia, on property previously held by Lee C. Hartman, Jr. and is now owned by John W. Brandemuehl, and is property designated in the Botetourt County Land Records as Tax Map No 106-45-1 and WHEREAS, the purpose of the site is maintaining towers, antennae and equipment buildings for the operation of its public safety radio communications, systems to provide for E91 1 coverage to critical areas and to provide back-up capabilities for the public safety system-, and WHEREAS, the current lease had a term of five (5) years, July 1, 2010 through June 30, 2015, which was approved by Ordinance 091410-3 on September 14, 2010-) and WHEREAS, Roanoke County staff has negotiated an additional five (5) -year term, with a five percent (5%) annual escalation in rent, which is the same percentage increase under the current, expiring lease agreement-, and WHEREAS, the provisions of Section 18.04 of the Charter of Roanoke County require that the acquisition of any interest in real estate, shall be accomplished by ordinance; the first reading of this ordinance was heard on May 12, 2015 and the second reading was heard on May 26, 2015. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 1 of 3 1. That an extension of the lease, (attached as "Addendum to Lease Agreement") for a parcel of land owned by John W. Brandemuehl, consisting of 0.0363 acre, more or less, as shown on Exhibit A of the original lease agreement, attached hereto, together with the non-exclusive right of ingress, egress and regress from Tinker Top Road (Frontage Road) over the existing gravel access and private driveway to the site, for an extended term of five years effective as of July 1, 2015, through June 30, 2020 with the rent escalating by five percent (5%) each year is hereby authorized and approved. 2. That the annual rental rate in the first year beginning July 1, 2015, will be Five Thousand Four Hundred Twenty Seven and 79/100 ($5,427.39) for the first (1st) year in the extended lease-, the second (2 nd) year beginning July 1, 2016, will be Five Thousand Six Hundred Ninety Eight and 76/100 ($5,698.76)-1 the third (3 d) year beginning July 1, 2017, will be Five Thousand Nine Hundred Eighty Three and 70/100 ($5,983.70)-1 the fourth (4 th) year beginning July 1, 2018, will be Six Thousand Two Hundred Eighty Two and 88/100 ($6,282.88)-) and the fifth (5 th) year beginning July 1, 2019, will be Six Thousand Five Hundred Ninety Seven and 03/100 ($6,597.03) is hereby authorized and approved. 3. That the rent payment shall be paid from the E91 1 Maintenance Account. 4. That the County Administrator, or any Assistant County Administrator, or any designee is authorized to execute this lease addendum on behalf of the Board of Supervisors of Roanoke County and to execute such other documents and take such further actions as are necessary to accomplish this Page 2 of 3 transaction, all of which shall be upon form approved by the County Attorney's office. On motion of Supervisor Peters to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None A COPY TESTE: Deborah C. Jacks Deputy Clerk to the Board of Supervisors cc: Rob Light, Acting Director of General Services Susan Slough, Assistant Director of Communications W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Ruth Ellen Kuhnel, Assistant Senior County Attorney Page 3 of 3 ADDENDUM TO LEASE AGREEMENT This Addendum to Lease Agreement, made this 27th day of May, 2015 by and between JOHN W. BRANDEMUEHL (hereafter referred to as "Landlord"), and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, (hereinafter referred to as "Tenant"). WITNESSETH WHEREAS, the Landlord and the Tenant entered into a Lease Agreement on July 1, 2010, for the Premises, certain real property in the County of Botetourt County, Virginia (Tax Map No. 106-45, as shown on the drawing dated January 13, 2003, attached to the original Lease Agreement as Exhibit A, for the purpose of maintaining towers, antennae and equipment building for the operation of its public safety radio communications systems; and WHEREAS, Roanoke County leased this site to provide E911 coverage to critical areas and to provide back-up capabilities for the public safety system; and WHEREAS, the Roanoke County Board of Supervisors adopted Ordinance 091410-3 which approved the five-year lease; and WHEREAS, the Lease Agreement had a term of five (5) years, July 1, 20 10 through June 30,2015;a,nd WHEREAS, the parties herein wish to extend the Lease Agreement by Addendum for an additional five (5) years for agreed upon rental payments. THEREFORE, in consideration of these mutual covenants and conditions, the Landlord and the Tenant agree to amend the existing Lease Agreement, by Addendum, to reflect the following: I . The extended term of this Lease Agreement shall be for an additional five (5) years, said term commencing as of July 1, 2015 and continuing until June 30, 2020 for a parcel of land owned by John W. Brandemuehl, consisting of 0.0363 acre, more or less shown as Exhibit A of the original lease agreement, attached hereto, together with the non-exclusive fight of ingress, egress and regress from Tinker Top Road (Frontage Road) over the existing gravel access and private driveway to the site. 2. Tenant shall pay the rental amounts as follows: July 1, 2015 Five Thousand Four Hundred Twenty Seven and 39/100, ($5,427.39) July 1, 2016 Five Thousand Six Hundred Ninety Eight and 76/100, ($5,698.76) Page 1 of 2 July 1, 2017 Five Tbousand Nine Hundred Eighty Three and 70/100, ($5,983.70) July 1, 2018 Six Thousand Two Hundred Eighty Two and 88/100, ($6,282.88) July 1, 2019 Six Thousand Five Hundred Ninety Seven and 03/100, ($6,597.03) 3. Each payment shall be due on the first day of each term (July 1), payable without demand to Landlord at 1896 Tinker Top Road, Daleville, Virginia 24083. A late fee of $100 shall be imposed for any payments not made within 30 days of the due date. 4. Tenant's obligation to pay continues to be subject to annual appropriations for such payments to the extent necessary in each fiscal year or annual budgets submitted for the purpose of obtaining funding, and, will do no act or make any statement that will cause the disapproval of the appropriation. 5. All the terms of original Lease Agreement dated July 1, 2010 remain in full force and effect, with it being the intent of the parties to only modify and/or change the rental payment and term of the lease agreement. Either the County Administrator of Roanoke County, Virginia, or his designee, hereby joins in the execution of this instrument to signify the acceptance and approval by the Board of Supervisors of Roanoke County, Virginia, pursuant to Ordinance No. 052615-5 adopted by the Board of Supervisors on the 26th day of May, 2015. Witness the following signatures and seals: (SEAL) John W. Brandemeuhl Approved as to form: Board of Supervisors of Roanoke County, VA (SEAL) Paul M. Mahoney Thomas C. Gates County Attorney County Administrator Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON MAY 26, 2014 ORDINANCE 052615-6 ACCEPTING AND APPROPRIATING A STORMWATER MANAGEMENT (SWM) PROGRAM FEE IN THE AMOUNT OF $14,904 FROM THE DEPARTMENT OF ENVIRONMENTAL QUALITY TO THE DEPARTMENT OF COMMUNITY DEVELOPMENT'S MINOR CAPITAL NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) ACCOUNT FOR STORMWATER PERMIT FEES COLLECTED FROM LOCAL PROJECTS PRIOR TO JULY 1, 2014 WHEREAS, on July 1, 2014, Roanoke County became the Local Authority for the Virginia Stormwater Management Program (VMSP); and WHEREAS, part of administering the program, the County collects permit fees associated with VMSP program activity. The permit fee is to help pay for costs associated with administration and management of the program and the County splits the collected fees with the Virginia Department of Environmental Quality (DEQ) 28% to 72% respectively; and WHEREAS, prior to July 1, 2014, DEQ collected fees associated with providing coverage under the state General Permit for Discharge of Stormwater from Construction Activities and as part of the program transition from State to Local administration, DEQ has now forwarded Roanoke County's portion of the program fees to the County in the amount of $14,904-1 and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance-, and WHEREAS, the first reading of this ordinance was held on May 12, 2015, and the second reading was held on May 26, 2015. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as Page 1 of 2 follows: 1. That the sum of $95,386 is hereby appropriated from the Virginia Department of Environmental Quality to the Department of Community Development; and 2. The funds are to be allocated to the "National Pollutant Discharge Elimination System" (NPDES) account (103109-6509) to provide for technology that will enhance and improve efficiency of the programs; and 3. That this ordinance shall take effect from and after the date of adoption. On motion of Supervisor Moore to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None cc: Tarek Moneir, Deputy Director of Development W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Paul M. Mahoney, County Attorney Page 2 of 2 ACTION NO. A -052615-7.a ITEM NO. L-2 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: May 26, 2015 Confirmation of appointments to the Clean Valley Council, Roanoke Valley -Alleghany Regional Commission, Roanoke Valley Convention and Visitors Board and the Western Virginia Regional Water Authority Deborah C. Jacks Deputy Clerk to the Board Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Clean Valley Council: Supervisor Moore has recommended the reappointment of Theresa Passeretti as Board Liaison to the Clean Valley Council foran additional two-yearterm to expire June 30, 2017. Roanoke Valley -Alleghany Regional Commission: Supervisor Moore has recommended the reappointment of Lee Osborne as a citizen appointment to the above Commission. This is a three-year term and will expire June 30, 2018. Roanoke Valley Convention and Visitors Board: Staff has recommended the reappointment of Richard L. Caywood, Assistant County Administrator and Douglas M. Blount, Director of Parks, Recreation and Tourism to an additional three-year term, which will expire June 30, 2018. Page 1 of 2 Western Virginia Water Authority: During closed session on May 12, 2016, it was the consensus of the Board to recommend the appointment of Thomas C. Gates, County Administrator to the Authority for a four-year term, which will expire June 30, 2019. VOTE: Supervisor McNamara moved to approve confirmation of the above appointments. Motion approved. Page 2 of 2 Yes No Absent Ms. Moore EI EI Mr. Bedrosian EI EI Mr. Church EI M Mr. McNamara EI EI Mr. Peters EI EI Page 2 of 2 ACTION NO. A -052615-7.b ITEM NO. L-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 26, 2015 AGENDA ITEM: Request to accept and allocate funds in the amount of $1,382.64 to the Clerk of the Circuit Court from the Commonwealth of Virginia for fiscal year 2014/2015 SUBMITTED BY: Steven A. McGraw Clerk of Circuit Court APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Technology Trust Funds, representing fees collected by the Roanoke County Circuit Court Clerk's Office, have been received from the State in the amount of $1,382.64. These funds have been earmarked for the purpose of maintenance and postage needs. These funds need to be appropriated to the Clerk of Circuit Court. FISCAL IMPACT: Ordinance #052714-4 appropriated various grants, donations, and other miscellaneous revenues for various functions and purposes for the 2014-2015 fiscal year. Funds in the amount of $1,382.64 will need to be appropriated as follows- 102817-5850- $1,291.64 and 331000-5210 $91. STAFF RECOMMENDATION: Staff recommends appropriating $1,382.64 to the Clerk of Circuit Court for the fiscal year 2014/2015. Page 1 of 2 VOTE: Supervisor McNamara moved to accept and allocated funds in the amount of $1,382.64 to the Clerk of Circuit Court. Motion approved. cc- Steve McGraw, Clerk of Circuit Court W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Page 2 of 2 Yes No Absent Ms. Moore F -I F -I Mr. Bedrosian F -I F -I Mr. Church F -I M Mr. McNamara F -I F -I Mr. Peters F -I F -I cc- Steve McGraw, Clerk of Circuit Court W. Brent Robertson, Director of Management and Budget Rebecca Owens, Director of Finance Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 RESOLUTION 052615-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM L- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for May 26, 2015, designated as Item L - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 3 inclusive, as follows: 1. Approval of minutes — April 28, 2015 2. Confirmation of appointments to the Clean Valley Council, Roanoke Valley - Alleghany Regional Commission, Roanoke Valley Convention and Visitors Board and the Western Virginia Regional Water Authority 3. Request to accept and allocate funds in the amount of $1,382.64 to the Clerk of the Circuit Court from the Commonwealth of Virginia for fiscal year 2014/2015 On motion of Supervisor McNamara to adopt the resolution, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None A GORY TESTE: Deborah C. Jacks ' � �// Deputy Clerk to the B'd'ard of Supervisors Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 ORDINANCE 052615-8 AMENDING A SPECIAL USE PERMIT CONDITION TO ALLOW FOR THE ADDITION OF A MICROWAVE ANTENNA TO AN EXISTING BROADCASTING TOWER IN AN AG -1S, AGRICULTURAL/RURAL LOW DENSITY, DISTRICT WITH SPECIAL USE PERMIT AND AV, AGRICULTURAL/VILLAGE CENTER, DISTRICT ON APPROXIMATELY 35.85 ACRES, LOCATED AT 6334 FRANKLIN ROAD, CAVE SPRING MAGISTERIAL DISTRICT, UPON THE PETITION OF PEG BANDWIDTH WHEREAS, PEG Bandwidth has filed a petition to amend the conditions for a special use permit granted by Ordinance 092397-9 to construct a communications tower-, and WHEREAS, the petitioner requests approval of an amendment to the conditions imposed in 1997 to allow for the addition of a microwave antenna to the existing broadcasting tower located on approximately 35.85 acres at 6334 Franklin Road (Tax Map No. 107.00-02-19.00) in the Cave Spring Magisterial District-, and WHEREAS, the Planning Commission held a public hearing on this matter on May 5, 2015-1 and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on April 28, 2015-1 the second reading and public hearing on this matter was held on May 26, 2015. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1 . That the Board finds that amending the special use permit condition imposed in 1997 as set out below is substantially in accord with the adopted 2005 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of the Page 1 of 3 1950 Code of Virginia, as amended, and that it shall have a minimum adverse impact on the surrounding neighborhood or community, and said special use permit is hereby approved with the following amended condition(s): (1) The height of the tower structure, excluding any antenna attached to the structure, shall not be more than one hundred fifty two (152) feet. No microwave dish shall be allowed over one hundred fifty two (152) feet above ground level (AGL). This structure shall be constructed to accommodate a structure capable of being increased to one hundred ninety five (195) feet-, however, the tower structure shall not be increased to one hundred ninety five (195) feet unless the increase is required to accommodate co -location of equipment for another vendor/provider, and any increase shall be subject to an additional special use permit application. (2) The tower structure and all attached support hardware shall be painted a flat matted color so as to better blend into the landscape and reduce visibility and light reflection. (3) No lighting shall be installed on the tower structure or equipment building except for secondary lighting not to exceed a height of twenty-five (25) feet. (4) This tower shall be structurally designed to carry sufficient loading and the site developed to accommodate the additional buildings necessary to accommodate co -locating of communications equipment of at least one other vendor/provider in order to minimize the proliferation of towers in the vicinity of this site. In addition, by executing the special use permit requested, the applicant agrees to make the tower available for lease within the structural capacity of the tower and at reasonable costs adequate to recover the capital, operating and maintenance costs of the tower location required by the additional capacity. (5) If the use of the tower structure for wireless communications is discontinued, the tower structure shall be dismantled and removed from the site within thirty (30) days of notice by the County and the special use permit shall become void. (6) Any damage to the existing road, resulting from the construction or operation of the tower, shall be repaired at the expense of the petitioner. (7) Public emergency communications equipment shall be accommodated at no expense to the County. (8) The applicant shall install a locked gate at the entrance to the private right-of-way. Page 2 of 3 2. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The provisions of this special use permit are not severable. Invalidation of any word, phrase, clause, sentence or paragraph shall invalidate the remainder. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Moore to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS: None A CORY TESTE: Debdrah C. Jacks - IV Deputy Clerk to the [Toard of Supervisors cc: Arnold Covey, Director of Community Development Philip Thompson, Deputy Director of Planning Tarek Moneir, Deputy Director of Development William Driver, Director of Real Estate Valuation John Murphy, Zoning Administrator Paul Mahoney, County Attorney Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 26, 2015 ORDINANCE 052615-9 GRANTING A SPECIAL USE PERMIT FOR EQUIPMENT SALES AND RENTALS ON PROPERTY LOCATED IN THE 5100 BLOCK OF PETERS CREEK ROAD IN A C -2C, HIGH INTENSITY COMMERCIAL DISTRICT WITH CONDITIONS, ON 1.5 ACRE (TAX MAP NO. 037.08-01-06.04) CATAWBA MAGISTERIAL DISTRICT, UPON THE PETITION OF THE BRANCH FAMILY, LLC WHEREAS, The Branch Family, LLC has filed a petition for a special use permit for equipment sales and rentals on property located in the 5100 block of Peters Creek Road (Tax Map No. 037.08-01-06.04) in the Catawba Magisterial District-, and WHEREAS, the Planning Commission held a public hearing on this matter on May 5, 2015-1 and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on April 28, 2015-1 the second reading and public hearing on this matter was held on May 26, 2015. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the Board finds that the granting of a special use permit to The Branch Family LLC for equipment sales and rentals on a 1.5 acre parcel located in the 5100 block of Peters Creek Road in the Catawba Magisterial District is substantially in accord with the adopted 2005 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of the 1950 Code of Virginia, as amended, and that it shall have a minimum adverse impact on the surrounding neighborhood or community, and said special use permit is hereby approved with the following condition(s): Page 1 of 2 (a) The portion of the property specifically used for incidental storage, maintenance and servicing of equipment, which is adjacent to the property of Big Lick Development Corporation at 5160 Peters Creek Road (TM#: 037.08-01- 06.02-0000) will continue to have a six foot (6') high wooden privacy fence along the southern and southwestern boundaries, as consistent with the fencing currently located on the property, as shown on the Concept Plan. 2. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The provisions of this special use permit are not severable. Invalidation of any word, phrase, clause, sentence or paragraph shall invalidate the remainder. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following roll call and recorded vote: AYES: Supervisors Moore, Bedrosian, McNamara, Peters ABSENT: Supervisor Church NAYS-. None A COFPY TESTE: Deborah C. Jacks �,/ Deputy Clerk to the Bffard of Supervisors cc: Arnold Covey, Director of Community Development Philip Thompson, Deputy Director of Planning Tarek Moneir, Deputy Director of Development William Driver, Director of Real Estate Valuation John Murphy, Zoning Administrator Paul Mahoney, County Attorney Page 2 of 2