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7/14/2015 - Regular
INVOCATION: Pastor James Calloway Bethlehem Baptist Church Roanoke County Board of Supervisors July 14, 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." Page 1 of 5 Roanoke County Board of Supervisors Agenda July 14, 2015 Good afternoon and welcome to our meeting for July 14, 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. Board of Supervisors meetings can also be viewed online through Roanoke County's website at www.RoanokeCountyVA.gov. Our meetings are closed -captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Recognition of EMT Lindsey Arnold and EMT Emma Duff, both of the Cave Spring Rescue Squad for having each received a Western Virginia Emergency Medical Services Regional Award for Outstanding Contribution to EMS (Joey Stump, Acting Chief of Fire and Rescue) D. BRIEFINGS 1. Briefing to update the Board of Supervisors on the Mountain Valley Pipeline (MVP) Project (Richard L. Caywood, Assistant County Administrator) 2. Briefing on the Roanoke County agenda process (P. Jason Peters, Chairman, Roanoke County Board of Supervisors) Page 2 of 5 E F G NEW BUSINESS 1. Request to amend the Procurement Policy for the County of Roanoke (Ashley King, Purchasing Manager) FIRST READING OF ORDINANCES 1. Ordinance appropriating funds in the amount of $384,000 to purchase voting machines and equipment (Judith Stokes, Registrar) APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Clean Valley Counsel (At Large) 3. Parks, Recreation and Tourism Advisory Commission (appointed by District) CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes — June 9, 2015 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to David J. Hunt, Refuse Collector, upon his retirement after more than twenty-five (25) years of service 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Beth J. Guers, Systems Analyst, upon her retirement after twenty (20) years of service 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Todd Maxey, Deputy Chief -Support and Community Service, upon his retirement after more than thirty-one (31) years of service 5. Request to accept and allocate funds in the amount of $1,899.48 to the Clerk of the Circuit Court from the Commonwealth of Virginia for fiscal year 2014/2015 Page 3 of 5 6. Request to accept and allocate grant funds in the amount of $91,763.36 from the Virginia Office of Emergency Medical Services for the annual Four for Life distribution 7. Confirmation of appointments to the Virginia Western Community College Board (At -Large) CITIZENS' COMMENTS AND COMMUNICATIONS J. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Outstanding Debt 5. Resolution #317(06-15) of the Western Virginia Water Authority thanking Grayson "Gray" Goldsmith for his service as a Director of the Authority K. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Charlotte A. Moore 2. Al Bedrosian 3. Joseph B. "Butch" Church 4. Joseph P. McNamara 5. P. Jason Peters L. WORK SESSION M. CLOSED MEETING, pursuant to the Code of Virginia as follows: Section 2.2-3711.A.29. To discuss the terms or scope of a public contract involving the expenditure of public funds where discussion in open session would adversely affect the bargaining position or negotiating strategy of the county, namely the performance agreement with English Construction Company, Inc. 2. Section 2.2-3711.A.1. To discuss and consider the performance of specific public officers or employees, namely the County Administrator 3. Section 2.2-3711.A.1. To discuss and consider the performance of specific public officers or employees, namely the County Attorney Page 4 of 5 4. Section 2.2-3711.A.1. To discuss and consider the employment, appointment and resignation of specific public officers, appointees, or employees; namely the County Attorney N. CERTIFICATION RESOLUTION O. ADJOURNMENT Page 5 of 5 ACTION NO. ITEM NO. C-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 14, 2015 Recognition of EMT Lindsey Arnold and EMT Emma Duff, of the Cave Spring Rescue Squad, for having each received a Western Virginia Emergency Medical Services Regional Award for Excellence in EMS Joey Stump Interim Chief of Fire and Rescue Thomas H. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Western Virginia Emergency Medical Services Council, Inc. recently awarded Lindsey Arnold and Emma Duff with regional awards during their annual ceremony held in June. Lindsey Arnold, a long serving Emergency Medical Services provider with the Cave Spring First Aid and Rescue Squad, received the Western Virginia EMS Council's Regional Award for Excellence in EMS. Emma Duff, a young member of the Cave Spring First Aid & Rescue Squad received the Western Virginia EMS Council's Regional Award for Outstanding Contribution to EMS by a High School Senior and received a $1,000 scholarship. See attachment for more details. Page 1 of 3 Two Cave Spring Rescue Volunteers Receive Regional EMS Awards Lindsey Arnold, Emma Duff recognized for excellence in EMS The Western Virginia Emergency Medical Services Council, Inc. paid tribute to the region's EMS personnel for their selfless acts of service and dedication at the annual regional EMS awards ceremony held June 11, 2015, at the Vinton War Memorial. Recipients of this year's regional awards will have the chance to compete for the prestigious 2015 Governor's EMS Awards, which will be announced at the Virginia EMS Symposium's Annual Awards Ceremony, Nov. 7 in Norfolk. Winners will be presented with a trophy and a certificate signed by the Governor. EMT Lindsey Arnold received the Western Virginia EMS Council's Regional Award for Excellence in EMS. Lindsey exemplifies outstanding dedication and service to not only the Cave Spring Rescue Squad, where has volunteered for more than 41 years, but to the region and Commonwealth EMS system as a whole. During the four decades of service, he has served as the agency's equipment officer for 35 years, president for 24 years and has served as the operations officer for the past se% Cardiac Technicians certified in the Valley and ha: (ALS) to the community for more than 35 years. Fort Wirt, WVEMS President presents Lindsey Arnold with his award for Excellence in EMS. Lindsey has also served on many of the County -wide committees including the EMS Ambulance and Truck Specifications Committee and the Health & Safety Committee where he has promoted safety initiatives and reviewed accident investigations involving public safety vehicles. Perhaps the most impressive contribution Lindsey has made in his 41 years of service is his leadership ability. He has a unique and helpful way of looking at challenges from both an operational and business perspective that has been extremely beneficial in running a successful volunteer EMS organization. He has also been praised for helping many young - adult volunteers learn how to run a meeting, motivate their peers to do an excellent job, and be community focused. Lindsey has been a true asset to his agency, the region, and the Commonwealth. Page 2 of 3 EMT Emma Duff received the Western Virginia EMS Council's Regional Award for Outstanding Contribution to EMS by a High School Senior and received a $1,000 scholarship from the Council. Emma joined the Cave Spring Volunteer First Aid and Rescue Squad in December 2013, quickly enrolled in an Emergency Medical Technician (EMT) Course in February 2014 and completed EMT national testing in July 2014. She completed her probationary membership that involved familiarization with ambulance layout, equipment use, basic patient assessment skills, and organizational logistics. Emma attends weekly team duty shifts on a rotating schedule serving 5 to 24 hours depending on the shift and willingly assists with additional coverage to increase staffing. She attends monthly business meetings to participate in decision making for the Ford Wirt congratulates Emma Duff for receiving the Outstanding Contribution to EMMS by a High School Senior award that comes with a $1,000 scholarship. organization and attends monthly training meetings to stay well-informed of new information and protocols. She has assisted in coverage for additional community events including high school sporting events and fund-raising events. Emma assists with instruction of patient care and assessment skills for the agency's new EMT students. While serving on the rescue squad, Emma also attended Hidden Valley High School during her Junior and Senior years with a full course schedule. Additionally, she was an active member of the HiddenValley High School Marching Band, BETA Club, KEY Club, National Honors Society, and National Science Honors Society. Emma graduated in June as a Valedictorian with a 4.03 -grade point average. Emma will attend Roanoke College in August and plans to study chemistry, continue her studies in the medical field, and eventually obtain her medical degree. Page 3 of 3 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 14, 2015 Briefing to update the Board of Supervisors on the Mountain Valley Pipeline (MVP) Project Richard L. Caywood Assistant County Administrator Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Note: The Pipeline Advisory Committee will be meeting on July 13, 2015. Additional/ updated information may be presented to the Board based on the outcome of this meeting. Two items will be presented to the Board during this briefing. The first item is a mapping discrepancy that has been discovered involving the potential alignment of "Alternate 135" in Roanoke County. The second relates to survey access for Camp Roanoke. Since February of 2015, an alignment for "Alternate 135" has been shown on MVP's website for Roanoke County. In April, 2015 MVP published "Draft Resource Report 10" which included a different "Alternate 135" This new / revised "Alternate 135" was not depicted on MVP's website until July, 2015 and neither staff nor the PAC aware of this difference until mid-June, 2015. The PAC is concerned that the existence of two "Alternate 135" routes during the scoping process creates confusion for both the public and resource agencies who provided comments on one of the "Alternate 135s". In addition to the map attached to this board report, an updated GIS map will also be presented to the Board more clearly showing the changes to "Alternate 135" Page 1 of 2 On June 26, 2015, the Roanoke County Board of Supervisors received a certified letter from MVP indicating its intention to perform survey of Camp Roanoke despite the County's previous refusal to allow survey access. In order to avoid potential risks to Camp Roanoke operations that could occur if uncoordinated survey attempts were made, the County has indicated to MVP that survey access will be allowed under coordinated and controlled circumstances. County staff participated in a conference call with MVP representatives on July 9, 2015. During this call staff indicated our willingness to allow this survey access under carefully controlled and coordinated circumstances. A certified letter detailing our access requirements has been sent to MVP. Page 2 of 2 F1 Mountain Valley PIPELINE 550 N. Eisenhower Drive, Beckley, WV 25801 June 24, 2015 Roanoke County Board of Supervisors P. O. Box 29800 Roanoke VA 24018 NOTE: Sent via Certified Mail Re: Property Access for Surveying Work: Proposed Mountain Valley Pipeline Tax Map 083.00-01-16.04-0000 Roanoke County, VA Tract No. VA-RO-015 Dear Roanoke County Board of Supervisors: Mountain Valley Pipeline, LLC (MVP) hereby provides you notice required by Virginia Code § 56-49.01 of its intent to enter your property to conduct examinations, tests, appraisals and surveys to satisfy regulatory requirements and help determine the best route for its proposed 300 -mile natural gas pipeline. These surveys are required by the FERC and are a critical step in the process as they are designed to evaluate the proposed pipeline routes currently considered to ultimately determine the route that has the least overall impact on the environment, landowners, and cultural and historic resources. We intend to enter your property on the updated dates listed below to begin performing these activities and remain willing to work with you to accommodate your schedule for a more convenient time, if necessary. If you wish to contact us to schedule a more convenient time for these surveying activities, please contact the MVP Field Office at (681-238-6128). Routing Survey 7-20/7-21 Cultural August 3 & 4 Wetlands July 25 - 26 Portal Search July 15 —19 Aquatics July 14 — July 20 Very truly yours, '4— -1-- Kevin Wagner" Regional Land Director Spring hb/low A jCamp Roanoke I 73s Original Route Alternate 135 Alt. 135 Updated Route Alternate 135 h N Mountain Valley Pipeline - Original and Updated Pipeline Routes (Alternate 135) Miles Preparation Date: 6/19/2015 0 0.2 0.4 0.8 PAUL M. MAHONE)' c OUNTY XI'TORNEA' (-rop / Y 101f �?Vloraulorhv OFFICE OF THE COUNTY ATTORNEY 5204 BERNARD DRIVE P.O. BOX 29800 KATHERINE HOWE .10NES ROANOKE, VIRGINIA 24018-079; (540) 772-2007 FAX (540) 772-2089 July 7, 2015 Mr. Kevin Wagner Regionai Land Director EQT/Mountain Valley Pipeline 550 N. Eisenhower Drive Beckley, West Virginia 25801 RUTH ELLEN KUHNEL SENIOR ASSISTANT COUNTY ATTORNFYS PETER S. LUBECK ASSISTANT C'OUN rY AT FORNEY Re: Response Property Access for Surveying Work: Tax Map H083.00-01-116.00- 0000; 083.00-01-16.00- 0000; Tract No. VA -110-015 Dear Mr. Wagner: As you are aware, Richard Caywood, Assistant County Administrator, discussed your certified letter dated June 24, 2015 with staff associated with the Mountain Valley Pipeline (MVP). "That letter advised that MVP was complying with §56-49.01 of the Code of Virginia in notifying Roanoke County of its intent to enter County property (Tax Map 1108100-0 1 -16.00- 0000) 1083,00-01-16.00- 0000) icer the purpose of conducting examinations, tests, appraisals and surveys in determining the 300 -mile natural gas pipeline route. At this time, Roanoke County does not autlu3rire access or entry to its property as requested by letter dated June 24, 2015 signed by Kevin Wagner. Mr. Caywood explained that this property, Camp Roanoke, is an active camp for children, which has a residential and non-residential component. Roanoke County must comply with safety guidelines to protect the children entrusted to its care and to retain its accreditation with the American Camp Association. One of those requirements is that ail adriIts coming onto the property have proper- background checks for obvious reasons. One of the dates suggested by MVP. July 20-21 for example, coincides with an accreditation visit. Even after the summer months, special retreats, events and weddings book the Camp on specific dates, some which are known at this time and same which are not known at this time. Knowing the nature of surveying and information gathering' practices, the County understands that I?Q'T/MVP will be using subcontractors which could create a situation difficult for our staff to assess and manage. In addition, scheduling among several MVP associated groups (botanists, geologists, etc.) could be difficult for our staff that has responsibilities associated with the children. These concerns could also include inquiry and explanation to parents ifchildren claim to sec strangers within the camp grounds or perimeter. In light of the above explanation, it is Roanoke County's request that EQT/MVP and the County agree that no entity associated with the Mountain Valley Pipeline project (including, but Page 2 July 7, 2015 not limited to, Coates Field Services) shall enter Camp Roanoke, or attempt to conduct any field work from the perimeter of the property, until Monday, August 24"' or after. This entry can be achieved by coordinating with Doug Blount, Director of Parks, Recreation and "tourism, dblount(ciiroanolceeountyva.gov and 540 777-6321, Roanoke County will expressly grant permission for MVP to enter its property @Iercoordination with Mr. Blount, on agreed upon dates and times. The commeInication shall be written and contain the language: "Roanoke County hereby authorizes EQT/MVP and it associated entities express authorization to enter upon it property known as Camp Roanoke, (Tax Map 4083.00-01-16.00-0000,) for the dates and times specified below: (Insert dates and times). The County does not authorize any entry onto the property outside the dates and times hereby expressed. The dates and times may only be changed by written modification." If you have any questions regarding this letter, please either have counsel contact nye at direct dial (540) 772-2012 or rekuhnel@roanolcecountyva.gov or have staff contact Richard Caywood at direct dial (540) 776-7190. We look forward to continuing open communication between Roanoke County and EQT/MVP. Very truly yours, Ruth Ellen Kuhnel Senior Assistant County Attorney cc: Doug Blount, Director Parks, Rec, & "tourism Richard Caywood, Assist. Co. Administrator Thomas C. Gates, County Administrator Paul M. Mahoney, County Attorney James F. Moore, Christian Barton L.L.P., counsel to MVP Maurice Royster, MVP Aaron Ruby, Capital Results on behalf of MVP 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 14, 2015 Briefing of the Roanoke County agenda process P. Jason Peters Chairman, Roanoke County Board of Supervisors Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside at the request of Supervisor Bedrosian to discuss the agenda process. Page 1 of 1 ACTION NO. ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Request to amend the Procurement Policy for the County of Roanoke SUBMITTED BY: Ashley King Purchasing Manager APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Purchasing Division of the Finance Department is a service organization that has the responsibility of purchasing commodities, services and professional services forthe County of Roanoke, Roanoke County Public Schools and those agencies for which we serve as fiscal agent. It is the Purchasing Division's policy to operate in accordance with all Federal, State and County regulations and laws pertaining to public procurement as outlined in the Virginia Public Procurement Act (VPPA) and Chapter 17 -Procurement Code. The County strives to stimulate competitive bidding and to provide all interested vendors/firms with an opportunity to offer their products and/or services to Roanoke County. The last update to the purchasing levels of authority was in 2006. During a work session on June 23, 2015, staff reviewed recommended changes to the Procurement Policy as outlined on Attachment A. Page 1 of 3 Below is a summary of current purchasing levels handled at the department level, current state level, and the recommendation for the County of Roanoke: Roanoke County Levels of Purchasing Authority Single -Quote Purchase Up to $2,500 Up to $5,000 Three Documented Quotes Over $2,500-$10,000 N/A Informal Solicitation Over $10,000 - $50,000 Formal Solicitation Over $50,000 Current Single -Quote Purchase Up to $2,500 Three Documented Quotes Over $2,500-$10,000 Informal Solicitation Over $10,000 - $30,000 Formal Solicitation Over $30,000 Recommended Up to $5,000 Over $5,000-$50,000 Over $5,000 - $100,000 Over $50,000 - $100,000 Over $100,000 Over $100,000 and solicitations that will result in a yearly contract State Recommended Up to $5,000 Up to $5,000 N/A N/A Over $5,000 - $60,000 Over $5,000 - $60,000 Over $60,000 Over $60,000 Increasing the level of purchasing authority as described has several benefits: 1. The proposed procurement levels would allow the Purchasing Division to continue to manage an increasing workload with the current staffing levels while maintaining responsiveness to Departments. 2. More staff attention would be placed on larger purchases where there is greater opportunity for substantial savings. Increasing the County's threshold will reduce the total number of formal processes (bids and proposals) without exposing the County to additional risk or reduced, business opportunities. 3. Purchasing staff will continue to perform internal audits of purchases and provide training to ensure adherence to purchasing policies and procedures. These changes were reviewed by our external auditors. No objections to these changes were noted. Page 2 of 3 FISCAL IMPACT: There is no fiscal impact that directly results from the change in purchasing level authority. The ability to focus more staff resources on large purchases may yield greater cost efficiency, but this cannot be quantified at this time. STAFF RECOMMENDATION: Staff recommends approving the changes to the Procurement Policy outlined in Attachment A. Page 3 of 3 County of Roanoke Procurement Policy & Procedures Manual Part I Procurement Policy Manual O: Attachment A �4) a . a nw• 9� County of Roanoke Procurement Policy & Procedures Manual Part I Procurement Policy Manual L -- SECTION 1 ADMINISTRATION OF PROCUREMENT FUNCTIONS 1.1 Authority The statutes governing the procurement of goods and services from nongovernmental sources are contained in the Virginia Public Procurement Act (VPPA). The Board of Supervisors has adopted Chapter 17 of the Roanoke County Code, which establishes procurement authority and provides that the VPPA will serve as the regulation for procurement except in those instances where the Board has approved alternative policies. Procurement of goods and services shall be conducted to be cost effective and beneficial to the County and its residents, and to otherwise conform to the goals of the Virginia Public Procurement Act. 1.2 Delegation of Authority The Roanoke County Board of Supervisors delegates the procurement responsibility to the County Administrator subject to the limitations and terms included in this Policy. In all cases, reference to County Administrator or other official in this Policy shall be deemed to include designees of the official. The County Administrator shall be responsible for the purchase of all goods and services for the County and for disposal of surplus property. The County Administrator may designate the Purchasing Agent to be responsible for procurement, and disposal of surplus property. Any purchase not made in accordance with the applicable laws, this Policy, or Procedures shall be deemed an unauthorized purchase for which the County shall not be obligated. Any employee who engages in purchasing goods or services in a manner inconsistent with the applicable laws, this Policy, or Procedures shall be subject to disciplinary measures as defined in the Roanoke County's Personnel Policies. No obligation shall be made for any purchase in excess of the amount appropriated for that purpose as reflected in the budgetary accounts of the County. 1.3 Purpose and Applicability 1.3.1 This Policy is adopted to guide the County in obtaining high quality goods and services at reasonable cost, in conducting all procurement procedures in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety, in providing access to the County's public business for all qualified vendors, and in promoting efficient procurement practices among all County departments. 1.3.2 Rules governing contract awards shall be made clear in advance of the competition, specifications shall reflect the procurement needs of the County rather than being drawn to favor a particular vendor, and the County and the vendor shall freely exchange information concerning what is sought to be procured and what is offered. In addition, surplus property is to be disposed of on a competitive basis whenever practicable. 1.3.3 This Policy establishes a means of purchasing materials, supplies, equipment and services by the County. Unless specifically exempted in this manual, these Policies are applicable to all departments and agencies of County government funded in whole or in part by the County including Roanoke County Schools but not limited to and for which obligations are paid through the Roanoke County Finance Department. 1.3.4 Procurement of goods and services and disposal of surplus property shall be conducted in accordance with the Virginia Public Procurement Act, ("the Act"), except as amended by alternative regulations adopted by the Roanoke County Board of Supervisors. The provisions of the Act are incorporated herein by reference, except as amended by alternative regulations. SECTION 2 AUTHORITY TO: -AWARD, REJECT AND CANCEL SOLICITATIONS -APPROVE DISPOSAL OF SURPLUS PROPERTY -MAKE DETERMINATIONS OF NONRESPONSIBILITY -SIGN CONTRACTS -ESTABLISH POLICIES, REGULATIONS AND PROCEDURES -GOVERNING PROCUREMENT FUNCTIONS 2.1 General Authority The County reserves the right to accept, reject or cancel any or all solicitations or parts thereof, to waive informalities, and to reissue solicitations. The County also reserves the right to award the contract as it deems will best serve its interests. It further reserves the right to award the contract on a lump sum basis, individual item basis, or such combination as shall best serve the interest of the County. This may include multiple awards if provided for in the solicitation. 2.2 Specific Levels of Authority The levels of authority for the award of contracts, rejection and cancellation of solicitations, and other procurement functions including the purchase of goods and services, construction, sole source purchases, emergency purchase, issuance of change orders, and debarment of vendors are listed below. 2.2.1 Department Level 2.2.1.1 Purchase of Goods, Services, and Sole Source Purchases ................................................ 2.2.2 Department Staff with Delegation of Authority 2.2.2.1 Purchase of Goods, Services, and Sole Source Purchases 2.2.3 Purchasing Staff AUTHORIZATION LEVEL .............$5885,000 & less AUTHORIZATION LEVEL ...........................................................$10,00850,000 & less AUTHORIZATION LEVEL 2.2.3.1 Award of Contracts for Goods, Services, Construction and Sole Source Purchases..........................................................................................................................................No Limit 2.2.3.2 Change Orders/Contract Modifications ................... 2.2.3.3 Sign Contracts....... ........... Up to 10% of the original contract amount or $10,000 whichever is greater upon approval of department director ......................................No Limit 2.2.3.4 Emergency Purchases, Cancellation and Rejection of Solicitations, 2.3 Prequalification of Bidders/Offerors, Use of State Contracts, GSA Contracts and Other Cooperative Contracts.......................................................................No Limit 2.2.3.5 Renewal of Contracts ............. .................................No Limit 2.2.4 County Administrator AUTHORIZATION LEVEL 2.2.4.1 Award of Contracts for Goods, Services Construction and Sole Source Purchases...............................................................................No Limit 2.2.4.2 Change Orders/Contract Modifications .......................... up to 25% of the original contract amount or $10,000 whichever is greater. 2.2.4.3 Sign Contracts...............................................................................................................................................No Limit 2.2.4.4 Emergency Purchases, Cancellation and Rejection Of Solicitations, Prequalification of Bidders/Offerors, Use of State Contracts, GSA Contracts and Other Cooperative Contracts..........................................................................No Limit 2.2.4.5 Renewal of Contracts ................ .......No Limit 2.2.4.6 Approve Disposal or Transfer of Surplus Property..............................................................No Limit 2.2.5 Board of Supervisors AUTHORIZATION LEVEL 2.2.5.1 Change Orders/Modifications to Contracts ........................... 2.2.5.2 Contract Award (Negotiation with low bidder) 2.2.5.3 Approve Gift or Donation of Surplus Property .......... In excess of the greater of 25% of the original contract amount or over $x-050,000 whichever is greater ....If bid for construction project exceeds available funds by more than 10% .............................No Limit 2.2.5.4 Approve Disposal or Transfer of Surplus Real Property...............................................No Limit Award of Annual Contracts For the purposes of this Policy, the procedure for award of annual contracts shall be determined by the estimated annual value of the contract for the initial term of the contract. The Purchasing Staff shall establish the length of these contracts and the number of renewals. 2.4 Issuance of Procedures The Purchasing Staff, under the authority of the Director of Finance, shall issue Procedures upon the approval of the County Administrator, may issue additional requirements for procurement functions, and shall interpret and administer the applicable laws and regulations. SECTION 3 LEVELS OF PROCUREMENT AUTHORITY 3.1 Non -Professional Services Up to $2,5005,000 Over $2,5005,000 to $10,00050 , 000 Over $10,00050,000 to $g0,o00100,000 Over $5000100,000 and any procurement that will result in a ,yearly contract (this procedure may also be used for lesser amounts when necessary) 3.2 Professional Services Department obtains one documented quotation. A Voucher or County Purchasing Card may be utilized for such purchases. Purchasing Staff or departments with "Delegation of Authority" will obtain a minimum of three (3) documented quotations. Purchasing staff will solicit a minimum of four 4 valid sources i informal solicitation process. Purchasing staff will solicit from all registered vendors with the county for the service or commodity. One of the following methods will be used depending on the type of service and/or commodity: 1- Competitive sealed bidding. 2- Competitive negotiation. Up to $5,000 Departments may negotiate with one vendor for services. Over $5,000 to $60,000 Departments will contact the Purchasing Division to begin informal competitive negotiations with at least four (4) vendors for services. If there is a Qualified Vendor List on file for the desired work, vendors will be selected from this list. Over $60,000 Departments will contact the Purchasing Division to begin formal competitive negotiations for services. SECTION 4 SECURITY. INSURANCE. AND INDEMNIFICATION 4.1 Bonds The County of Roanoke will require bid bonds of 5% for construction contracts over $100,000. Security may be in the form of cash escrow, letter of credit or bond from a surety company authorized to do business in Virginia and acceptable to the County. 4.2 Insurance In consultation with the user department, Purchasing Department staff will determine the appropriate types and levels of insurance coverage to be included in solicitations. Departments are encouraged to consult with Purchasing staff for appropriate insurance types and amounts for quotes obtained by departments. 4.3 Indemnification Purchasing staff shall include an indemnification provision in all formal written solicitations issued by the Purchasing staff. SECTION 5 USE OF VALUE ENGINEERING 5.1 The purchasing agent shall ensure that value engineering is employed for any capital construction project costing more than five million dollars ($5,000,000.00). Applicable staff will evaluate each substantial project below this amount and may apply the Value Engineering process or selected principles individually as warranted from cost/benefit analysis. The Board of Supervisors may waive the requirements of this Section for any proposed capital construction project for compelling reasons. Any such waiver shall be in writing, state the reasons for the waiver, and apply only to a single capital construction project. SECTION 6 MODIFICATIONS OR CHANGE ORDERS TO CONTRACTS 6.1 No fixed-price contract may be increased by more than 25% of the amount of the contract or fifty thousand ($4-950,000), whichever is greater, without the advance written approval of the Board of Supervisors. 6.2 Fixed-price contract may be increased up to, but no more than 10% of the contract amount with prior approval from the Department Head. 6.3 Fixed-price contract may be increased over 10%, but no more than 25% of the amount of the contract with prior approval of the County Administrator. SECTION 7 CONTRACT AWARD GENERALLY 7.1 A contract shall be awarded with reasonable promptness, by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids. In the event all bids for a construction project exceed available funds and the lowest responsive and responsible bid does not exceed such funds by more than ten (10) percent, the Board of Supervisors may authorize, when time or economic considerations preclude re -solicitation of work of a reduced scope, negotiations of an adjustment of the bid price with the lowest responsive and responsible bidder in order to bring the bid within the amount of available funds. SECTION 8 ETHICS 8.1 ETHICS 8.1.1 The Purchasing staff and all County employees engaged in procurement activities are subject to and should be generally familiar with the provisions of the Virginia Conflict of Interests Act and the provisions of the Virginia Public Procurement Act relative to ethics in public contracting. Copies of the statutes shall be available in the Purchasing Division of the Finance Department and questions should be directed to the Purchasing staff. 8.1.2 In accordance with the Virginia Public Procurement Act, solicitation or acceptance of gifts from bidders, Offerors, contractors or subcontractors is prohibited. No official or employee shall have a personal interest in a transaction or contract if such interest is prohibited by the Virginia Conflict of Interests Act. The County Administrator shall endeavor to provide appropriate information regarding these prohibitions to employees and affected volunteers. 8.1.3 No County employee or volunteer shall accept vendor paid trips to vendor sites or other locations if the trip or any expenses associated with the trip are paid by anyone other than the employee, volunteer or County without prior written approval of the County Administrator. SECTION 9 NONDISCRIMINATION 9.1 NONDISCRIMINATION The County does not discriminate in the solicitation or award of contracts because of race, religion, color, gender, age, disability or national origin of the bidder or Offeror. It is the responsibility of County employees, particularly those employees involved in procurement, to ensure that all vendors are permitted equal opportunity and access to participate in County procurement opportunities, and that no vendor be denied equal opportunity or access because of race, religion, color, gender, or national origin. SECTION 10 ENVIRONMENTAL/ENERGY STEWARDSHIP 10.1 Energy Star The County will purchase Energy Star certified products when available and practical for energy consuming equipment. The Energy Star label is a program of the U.S. Environmental Protection Agency and the Department of Energy that identifies energy-efficient models of electronics, appliances and other types of equipment. Exceptions to this policy shall be authorized by the County's Purchasing Manager. 10.2 LEED The County will seek Leadership in Energy and Environmental Design (LEED) certification for substantial construction projects. LEED is a program administered by the U.S. Green Building Council that creates standards for environmentally friendly and sustainable building. The determination of specific LEED levels to be sought and written exceptions to this policy shall be made on an individual basis by the Roanoke County Building Team. (End of Part I - Procurement Policy Manual) ACTION NO. ITEM NO. F-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Ordinance appropriating funds in the amount of $384,000 to purchase voting machines and equipment SUBMITTED BY: Judith Stokes Registrar APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On April 14, 2015, the State Board of Elections (SBE) officially decertified the AVS WINVote voting equipment that is currently utilized by Roanoke County. Decertification means, effective immediately, the WINVote system can no longer be used in elections in the Commonwealth of Virginia. The touchscreen voting units that Roanoke County and twenty-nine (29) other localities currently utilize came under scrutiny after the 2014 elections. Governor McAuliffe called for an investigation into voting machine irregularities and the SBE made the unanimous decision to undertake a review of all voting equipment utilized throughout Virginia. Serious security concerns were identified in the current system used by Roanoke County and other jurisdictions and the State determined that the WINVote system be decertified for use. Roanoke County must now acquire voting equipment that is capable of scanning paper ballots, thus leaving a physical paper trail for purposes of accountability. The County will acquire OpenElect Voting Optical Scan (OVO) equipment. If purchase of this equipment is approved, the voting machine units are anticipated to arrive in August and training is to be conducted throughout October. Page 1 of 2 FISCAL IMPACT: The acquisition of these machines includes one-time and recurring cost considerations. The initial investment requires a capital outlay in the amount of $370,000. The itemized components of this cost are as follows: 33 - OVO Digital Scanners $188,430 3 — OVO Digital Scanners (backups/spares) 16,230 35 — OVI-VC 15 -inch screen units 118,650 185 — Voting Booths 33,115 Installation and Training 4,735 Shipping and Handling (estimated) 8,840 Total One Time Capital Cost $370,000 In addition to one-time capital costs, there are also costs associated with ballot printing and machine coding, totaling $14,000. The total investment for the purchase of the voting machines is $384,000 and funding is available in the County's Minor Capital Fund. It should be noted there will be recurring costs of $15,525 for printing, coding, and warranty that will need to be included in the fiscal year 2016-2017 budget. The State is not providing any funding for the purchase of this new equipment. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance to appropriate $384,000 to the Department of Elections for the purchase of voting equipment and associated equipment costs for fiscal year 2015-2016 and the scheduling of the second reading for July 28, 2015. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 2015 ORDINANCE APPROPRIATING FUNDS IN THE AMOUNT OF $384,000 TO PURCHASE VOTING MACHINES AND EQUIPMENT WHEREAS, On April 14, 2015, the State Board of Elections decertified the AVS WINVote equipment previously used by Roanoke County; and WHEREAS, Roanoke County must acquire voting machines and equipment that are capable of scanning paper ballots; and WHEREAS, the equipment selected by the Roanoke County Board of Elections is known as OpenElect Voting Optical Scan; and WHEREAS, new voting machines that comply with State Board of Elections standards must be acquired before November 2015 elections; and WHEREAS, the acquisition of these machines includes one-time and recurring costs totalling $384,000; and WHEREAS, the State is not providing any funding for the purchase of this new equipment; and WHEREAS, funding is available in the County Minor Capital Fund for this purchase; and WHEREAS, first reading of this ordinance was held on July 14, 2015, and the second reading was held on July 28, 2015. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows.. Page 1 of 2 1. That the sum of $384,000 is hereby appropriated from the Minor County Capital Fund to the Department of Elections for the purchase of voting machines and equipment. 2. That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 * VIRGINIA i DEPARTMENT of ELECTIONS News Release For More Information: For Immediate Release: Commissioner Edgardo Cortes 804.864.8903 April 14, 2015 Edgardo.Corteskelections.virginia.gov STATE BOARD OF ELECTIONS DECERTIFIES WINVOTE VOTING EQUIPMENT Richmond — The State Board of Elections (SBE) decertified the AVS WINVote equipment at its public meeting today. The WINVote system is currently used in 30 localities, totaling more than 560 precincts around the state. This decision was reached after careful review of the serious security concerns identified in this system, feedback from election officials across the Commonwealth, and public comments from Virginians, technology experts, and other stakeholders. Decertification means the WINVote system can no longer be used in elections in Virginia, effective immediately. In response to the widely reported issues experienced by Virginians on Election Day in 2014, Governor McAuliffe called for an investigation into voting machine irregularities. SBE unanimously approved a proposal from the Commissioner of Elections to conduct the first comprehensive review undertaken of voting equipment used across the Commonwealth. Today's meeting was held shortly after serious security concerns associated with WINVote machines were uncovered by the Department during the ongoing review of voting equipment. The report and associated documents are available here: htlp://elections.vir ig nia.gov/webdocsNotingEguipReport/ After weighing the dire potential consequences of the continued use of WINVotes against the fiscal and election administration burdens faced by many localities across the state, the Board concluded that protecting every eligible voter's right to have their voted counted outweighed these other concerns. "The Board and the Department took immediate action to address the serious security concerns identified with this equipment and to protect Virginia's electoral system from potential significant problems in the future," said Department of Elections Commissioner Edgardo Cortes. "Today's decision to decertify WINVote voting equipment showed a bipartisan commitment to ensuring the integrity of elections in the Commonwealth." The ability to meaningfully participate in our democracy is one of the most important rights that we have as citizens, and the Department and the State Board of Elections are dedicated to maintaining voters' confidence in the democratic process. The State Board of Elections is charged with supervising and coordinating the work of local electoral boards and registrars, through the Department of Elections, in order to obtain uniformity in practices used across the Commonwealth and legality and purity in all elections, pursuant to the Code of Virginia § 24.2-103. In compliance with this mandate, the Department of Elections promotes and supports accurate, fair, open and secure elections for the citizens of the Commonwealth. i Americans with Disabilities Act (ADA) Features HAVA compliant keypad, sip -and -puff, zoom -in ballot and headphone functionality Allows voters to prepare ballots independently and privately Allows voters to correct mistakes (second chance voting) Early Voting • Contains all ballot styles for non -geographical use at early voting locations • Can be used for write-in candidates when authorized Ballots can be printed in easy to read format for review Ranked Choice Voting (RCV) • Familiar runoff process done in a single election • Works equally well when there are multiple seats to fill • Combines two elections into one, so that voters only have to make one trip to the poll Transparent System that Supports Accountability • Reviewed by an EAC -accredited Laboratory • Lab Reports are made public as part of our transparent process • Software code is disclosed as part of a procurement process with a jurisdiction High Levels of Physical and Software Security Physical measures, coupled with comprehensive procedures, ensure proper and effective security and integrity during equipment preparation, testing, repair and use. Flexibility in Program Design and Support Services Resources.. best practices and leading-edge technology provides our clients with the skills and tools needed to revolutionize local elections. ©VC Features and Benefits • Supports multiple languages • Modular design provides easy transport and set up for poll workers • Ballots can be printed in easy to read format for review • Produces a variety of precinct logs and reports • Ballots can be scanned into the Open Elect` Voting Optical Scan (OVO)or the OpenElect" Voting Central Scan (OVCS) Unisyn Voting Solutions` is a different kind of company Embracing the standards set forth by the voting community, we are the first Company to offer a digital optical scanning system certified to the 2005 Voluntary Voting System Guidelines set forth by the U.S. Election Assistance Commission (EAC). Our products provide a wide array of choices in selecting a voting system. Contact our Election Specialists today to learn more! Unisyn Voting Solution0: 2310 Cousteau Court, Vista, California 52081-8946 USA ' T)1-760-734-3233 F)1-760-598-0219 E) marketing@unisynvoting.com !% •11S Vota��g� \M www.urtisynvoting.com C2010 openElefl ng Innovation in the Elution Industry )penElect', Voting Optical Scan (OVO) is a comprehensive and secure ised digital optical scan voting system that both validates and tabulates t each precinct. its Ranked Choice Voting (RCV) ar runoff process done in a single electron equally well when there are multiple seats to fill Ines two elections into one, so voters only have to make one trip to It Integrity, Confidence and Flexibility 2005 Certification of the Voluntary Voting System Guidelines (VVSG) from the United States Election ,! Assistance Commission (EAC) Hardened Linux and Java platform provides multiple layers of security and flexibility High levels of Physical and Software Security 'hysical measures, coupled with comprehensive procedures, ensure )roper and effective security and integrity during equipment preparation, esting, repair and use. Transparent System that Supports Accountability Reviewed by an EAC -accredited Voting System Testing Laboratory (VSTL) Lab reports are made public as part of our transparent process Software code is disclosed as part of a procurement process with a jurisdiction eatures and Benefits )ntained ballot counter includes a full color touch screen display, ballot :r, and precinct report printer es the voter easy to follow onscreen instructions for all valid operations ballots quickly Is and deposits ballots into a locked ballot box reports and receipts ar design and compact size provides easy transport and set-up Flexibility in Program Design and Support Services Resources, best practices and leading-edge technology provides our clients with the skills and tools needed to revolutionize local elections. Unisyn Voting Solutions"is a different kind of company! Embracing the standards set forth by the voting community, we are the first Company to offer a digital optical scanning system certified to the 2005 Voluntary Voting System Guidelines set forth by the U.S. Election Assistance Commission (EAC). Our products provide a wide array of choices in selecting a voting system. Contact our Election Specialists today to learn more! Unisyn Voting Solutions': 2310 Cousteau Court, Vista CA 92081 T) 1-760-734-3233 F) 1-760-598-0219 E) marketing@unisynvoting.com Vv) www.unisynvoting.com @2010 Unj�,--� a' 8119 OperEiea •,s .+ ACTION NO. ITEM NO. G.1-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 14, 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. Capital Improvement Program (CIP) Review Committee (appointed by District): The following one-year term expired on August 31, 2012: a) Becky Walter, representing the Hollins Magisterial District; Ms. Walter has served three consecutive terms and therefore cannot be reappointed. The following one-year term expired on August 31, 2014: a) Jason B. Moretz, representing the Windsor Hills Magisterial District; Mr. Moretz is eligible for reappointment 2. Clean Valley Counsel (At Large) Adam Cohen has resigned his appointment to the Clean Valley Counsel. His three- year term expired June 30, 2015. Page 1 of 2 3. Parks, Recreation and Tourism Advisory Commission (appointed by District) The following three-year terms will expire on June 30, 2015: a) Atul Patel, representing the Windsor Hills Magisterial District has resigned his appointment effective August 27, 2014. b) Max Beyer, representing the Hollins Magisterial District; Mr. Beyer is eligible for reappointment. c) Donna Wooldridge, representing the Catawba Magisterial District; Ms. Wooldridge is eligible for reappointment. Page 2 of 2 H AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 2015 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows.. That the certain section of the agenda of the Board of Supervisors for July 14, 2015, designated as Item H - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7 inclusive, as follows.. 1. Approval of minutes — June 9, 2015 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to David J. Hunt, Refuse Collector, upon his retirement after more than twenty-five (25) years of service 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Beth J. Guers, Systems Analyst, upon her retirement after twenty (20) years of service 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Todd Maxey, Deputy Chief -Support and Community Service, upon his retirement after more than thirty-one (31) years of service 5. Request to accept and allocate funds in the amount of $1,899.48 to the Clerk of the Circuit Court from the Commonwealth of Virginia for fiscal year 2014/2015 6. Request to accept and allocate grant funds in the amount of $91,763.36 from the Virginia Office of Emergency Medical Services for the annual Four for Life distribution 7. Confirmation of appointments to the Virginia Western Community College Board (At -Large) Page 1 of 1 ACTION NO. ITEM NO. H-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to David J. Hunt, Refuse Collector, upon his retirement after more than twenty-five (25) years of service SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. David J. Hunt, Refuse Collector, retired on July 1, 2015, after twenty-five (25) years and ten (10) months of service with Roanoke County. Mr. Hunt is unable to attend the meeting and his resolution and quilt will be mailed to his 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, JULY 14, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO DAVID J. HUNT, REFUSE COLLECTOR, UPON HIS RETIREMENT AFTER MORE THAN TWENTY- FIVE (25) YEARS OF SERVICE WHEREAS, David J. Hunt was employed by Roanoke County on September 18, 1989, and has served as a Refuse Collector during his tenure; and WHEREAS, Mr. Hunt retired on July 1, 2015, after twenty-five (25) years and ten (10) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Mr. Hunt, throughout his employment with Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County; and WHEREAS, throughout Mr. Hunt's career with Roanoke County, he worked diligently to maintain the cleanliness of his routes. His fellow employees found him to be pleasant and hardworking and always willing to go the extra mile. Mr. Hunt received several letters of appreciation from the citizens during his tenure with the county: and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to DAVID J. HUNT for more than twenty-five (25) years 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 1 of 1 ACTION NO. ITEM NO. H-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Beth J. Guers, Systems Analyst, upon her retirement after twenty (20) 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. Beth J. Guers, System Analyst, retired on July 1, 2015, after twenty (20) years of service with Roanoke County. Ms. Guers is unable to attend the meeting and her resolution and quilt will be mailed to her 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, JULY 14, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO BETH J. GUERS, SYSTEMS ANALYST, UPON HER RETIREMENT AFTER TWENTY YEARS (20) YEARS OF SERVICE WHEREAS, Beth J. Guers was employed by Roanoke County on June 5, 1995, and has served as a Systems Analyst during her tenure; and WHEREAS, Ms. Guers retired on July 1, 2015, after twenty (20) years of devoted, faithful and expert service to Roanoke County; and WHEREAS, Ms. Guers throughout her employment with Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County; and WHEREAS, throughout Ms. Guers' career with Roanoke County on the Information Technology application development team, she provided excellent development and support for Utility Billing, Personal Property and Real Estate Tax Billing applications, as well as programming for forms and reports. She devoted many hours to conversion and testing for the migration from HP to the Munis system, and every system upgrade. She performed her work with patience, dedication, and able assistance to her co-workers and the system users in the Commissioner of Revenue, Clerk of Court, Finance and Roanoke and Town of Vinton Treasurer's offices. Ms. Guers was a trusted resource for business process knowledge provided to supported departments and application vendors. She maintained a level of calmness at all times and was always prepared with explanations or information when needed, or a smile or project anecdote for anyone stopping by. She will be missed by all of her team and co-workers; and Page 1 of 2 WHEREAS, Ms. Guers fostered communication between the employees and the Administration by serving on the Employee Advisory Committee for nineteen years and therefore was involved in multiple joint collaborations with Human Resources during transitional times for health care implementations, benefit changes and/or additions and many key employee programs during her time on the Employee Advisory Committee. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to BETH J. GUERS fortwenty (20) years 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. H-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Todd Maxey, Deputy Chief - Support and Community Service, upon his retirement after more than thirty-one (31) years of service SUBMITTED BY: Deborah C. Jacks Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. Todd Maxey, Deputy Chief, Support and Communications, retired on July 1, 2015, after thirty-one (31) years and two (2) months of service with Roanoke County. Mr. Maxey is unable to attend the meeting and his resolution and quilt will be mailed to his 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, JULY 14, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO TODD MAXEY, DEPUTY CHIEF, SUPPPORT AND COMMUNICATIONS, UPON HIS RETIREMENT AFTER MORE THAN THIRTY-ONE (31) YEARS OF SERVICE WHEREAS, Todd Maxey was employed by Roanoke County on April 23, 1984, and has served as Firefighter/EMT, Fire Lieutenant, Fire Captain, Battalion Chief -Operations, Division Chief -Operations and Deputy Chief — Support and Communications during his tenure; and WHEREAS, Mr. Maxey also served as a hazardous materials team leader and completed the Virginia Department of Emergency Management Hazardous Materials Technician and Specialist programs. WHEREAS, Mr. Maxey retired on July 1, 2015, after thirty-one (31) years and two (2) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Mr. Maxey, throughout his employment with Roanoke County, was dedicated to improving the quality of life and providing services to the citizens of Roanoke County; and WHEREAS, Mr. Maxey was, throughout his career with Roanoke County, instrumental in the delivery of several training program within fire and rescue especially in the area of firefighter safety. Most notably he led the program delivery of all personnel through the MayDay program; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to TODD MAXEY for more than thirty-one (31) years of capable, loyal and Page 1 of 2 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. H-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Request to accept and allocate funds in the amount of $1,899.48 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 $1,899.48. These funds have been earmarked for the purpose of postage needs. These funds need to be accepted and allocated to the Clerk of Circuit Court. FISCAL IMPACT: One hundred percent (100%) State funds. Ordinance #052714-4 appropriated various grants, donations, and other miscellaneous revenues for various functions and purposes for the 2014-15 fiscal year. Funds are to be accepted and allocated as follows 331000- 5210: $1,899.48. STAFF RECOMMENDATION: Staff recommends accepting and allocating $1,899.48 to the Clerk of Circuit Court for the fiscal year 2014/2015. Page 1 of 1 ACTION NO. ITEM NO. H-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Request to accept and allocate grant funds in the amount of $91,763.36 from the Virginia Office of Emergency Medical Services for the annual Four for Life distribution SUBMITTED BY: APPROVED BY: Joey Stump Acting Fire and Rescue Chief Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Virginia Department of Health, Office of Emergency Medical Services, has awarded the Fire and Rescue Department a disbursement totaling $91,763.36 for the annual Four for Life funding. This amount is awarded to localities to purchase EMS equipment that meets state guidelines. Approval of funding is dependent upon appropriate and timely submission of required annual reporting. The amount of $91,763.36 should be allocated to the established account in the Fire and Rescue budget (486500-5832). FISCAL IMPACT: No matching funds are required. Ordinance #052714-4 appropriated grant funds for grants that are routine and usual in nature for the 2014-15 fiscal year. Funds in the amount of $91,763.36 will be allocated from the grant account to the Four for Life account. STAFF RECOMMENDATION: Staff recommends alternative 1. Page 1 of 1 ACTION NO. ITEM NO. H-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 2015 AGENDA ITEM: Confirmation of appointments to the Virginia Western Community College Board 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. Virginia Western Community College Board It is the consensus of the Board to recommend the following appointments: The appointment of Jim McAden expired on June 30, 2015. Dr. Robert Sandel has recommended the reappointment of Mr. McAden to an additional four-year term, which will expire on June 30, 2019. This will be Mr. McAden's final term. The appointment of Lorraine Lange expired on June 30, 2015. She has served two terms and is not eligible for reappointment. The Board has recommended Dr. Gregory Killough, Superintendent of Roanoke County Public Schools to a four-yearterm, which will expire on June 30, 2019. Page 1 of 1 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited balance at June 30, 2015 $ 21,799,195 Appropriated from 2015-2016 budget 506,153 J-1 % of General Fund Revenue 11.00% * Balance at July 14, 2015 $ 22,305,348 11.01 % ** Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally over several years. * 2014-15 - Goal of 11 % of General Fund Revenues 2014-15 General Fund Revenues $198,174,499 11 % of General Fund Revenues $21,799,195 ** 2015-16 - Goal of 11 % of General Fund Revenues 2015-16 General Fund Revenues $202,656,326 11% of General Fund Revenues $22,292,196 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 J-2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Amount Unaudited balance at June 30, 2015 $ 1,612,726 Appropriated for 2015-16 Capital budget (907,344) Balance at July 14, 2015 $ 705,382 Major County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Unaudited balance at June 30, 2015 $ 2,601,112 Appropriated for 2015-16 Capital budget (1,583,412) Balance at July 14, 2015 $ 1,017,700 Technology Capital Reserve (Projects identified and prioritized by the Technology Governance Committee and approved by the County Administrator.) Unaudited balance at June 30, 2015 $ 314,058 Submitted By Approved By Balance at July 14, 2015 Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator $ 314,058 Submitted By Approved By RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA From 2015-2016 Original Budget Balance at July 14, 2015 Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator J-3 Amount $ 50,000 $ 50,000 COUNTY OF ROANOKE, VIRGINIA CHANGES IN OUTSTANDING DEBT Changes in outstanding debt for the fiscal year to date were as follows Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator Outstanding Outstanding June 30, 2015 Additions Deletions July 14, 2015 General Obligation Bonds $ 5,332,236 $ - $ 5,332,236 VPSA School Bonds 104,311,123 104,311,123 State Literary Loans 1,825,775 - 1,825,775 Lease Revenue Bonds 76,949,408 - 76,949,408 Capital Lease obligation 741,516 - 741,516 $ 189,160, 058 $ - $ - - $ 189,160, 058 Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator J-5 RESOLUTION #317 (06-15) OF THE WESTERN VIRGINIA WATER AUTHORITY Thanking Grayson "Gray" Goldsmith for his Service as a Director of the Authority WHEREAS, the Western Virginia Water Authority (the "Authority"), a public service authority formed and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act §§ 15.2- 5100-15.2-5158 (the "Act"), has benefited from the thoughtful and considerate service of its director, Gray Goldsmith; and WHEREAS, heretofore on October 9, 2007 the Board of Supervisors of the County of Roanoke, Virginia, appointed Gray Goldsmith to serve a four-year term as a director of the Western Virginia Water Authority and, when that term ended, reappointed him June 14, 2011 to serve a second four-year term; and, WHEREAS, Gray Goldsmith has graciously and capably served in such position, giving of his time and always with a cheerful and optimistic outlook; and, WHEREAS, Gray Goldsmith will end his service as a Director after serving the customers of the Authority with distinction for eight years; and, WHEREAS, Gray Goldsmith has been known to provide discerning opinions on policy issues, demonstrated a deep commitment to customer service, has volunteered with staff on community projects, and never fails to recognize employees for a job well done; and, WHEREAS, the Authority has determined to present this Commendation Resolution in an open meeting of the Authority in spite of the fact that Mr. Goldsmith would likely prefer his exceptional leadership not be recognized; NOWTHEREFORE, be it resolved by the Directors of the Western Virginia Water Authority that they extend their heartfelt thanks and gratitude to Gray Goldsmith for his exceptional service to the Authority and its customers, and that they send him on his way with warm regards and best wishes for his continued health and success. AND BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Board of Supervisors of Roanoke County, Virginia, with the request that it be read into the permanent public records of such governing body. This resolution shall take effect immediately. -1- Directors absent Votes For 5 Votes Against Q Abstentions CERTIFICATION J-5 The undersigned secretary of the Western Virginia Water Authority does hereby certify that the foregoing is a true, complete and correct Resolution adopted by a vote of majority of the Directors of the Western Virginia Water Authority, present at a regular meeting of the Board of Directors of the Western Virginia Water Authority duly called and held June 18, 2015, at which a quorum was present and acting throughout, and that the same has not been amended or rescinded and is in full force and effect as of the date of this certification, June 18, 2015. -A - (a -S6'n Gayle Shre sbury, Secretary Western V ginia Water Authority -2- N AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 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