HomeMy WebLinkAbout7/14/2015 - Adopted Board RecordsACTION NO. A-071415-1
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.
VOTE:
Supervisor Church moved to approve the request to amend the Procurement Policy forthe
County of Roanoke as per the attached.
Motion approved.
cc: Ashley King, Purchasing Manager
Rebecca Owens, Director of Finance
Page 3 of 3
Yes
No
Absent
Ms. Moore
®
❑
❑
Mr. Bedrosian
®
❑
❑
Mr. Church
®
❑
❑
Mr. McNamara
®
❑
❑
Mr. Peters
®
❑
❑
cc: Ashley King, Purchasing Manager
Rebecca Owens, Director of Finance
Page 3 of 3
County of Roanoke
Procurement Policy & Procedures Manual
Part I Procurement Policy Manual
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Attachment A
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County of Roanoke
Procurement Policy & Procedures Manual
Part I Procurement Policy Manual
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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)
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 071415-2 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 8 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)
8. Confirmation of appointment to the Parks, Recreation and Tourism Advisory
Board (by District)
Page 1 of 2
On motion of Supervisor Peters to adopt the resolution, and carried by the following
roll call and recorded vote:
AYES: Supervisors Moore, Bedrosian, Church, McNamara, Peters
NAYS: None
A COPY TESTE:
Deborah C. Jacks
Deputy Clerk to the Board of Supervisors
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
RESOLUTION 071415-2.a 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 2
On motion of Supervisor Peters to adopt the resolution, and carried by the following
roll call and recorded vote:
AYES: Supervisors Moore, Bedrosian, Church, McNamara, Peters
NAYS: None
A CORY TESTE:
Deborah C. Jacks'
Deputy Clerk to the45oard of Supervisors
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
RESOLUTION 071415-2.c 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
Page 1 of 2
Roanoke County to TODD MAXEY for more than thirty-one (31) 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.
On motion of Supervisor Peters to adopt the resolution, and carried by the following
roll call and recorded vote:
AYES: Supervisors Moore, Bedrosian, Church, McNamara, Peters
NAYS: None
A COPY TESTE:
Deborah C. Jacks
Deputy Clerk to the Board of Supervisors
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
RESOLUTION 071415-2.b 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 for twenty (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.
On motion of Supervisor Peters to adopt the resolution, and carried by the following
roll call and recorded vote:
AYES: Supervisors Moore, Bedrosian, Church, McNamara, Peters
NAYS: None
A COP TESTE:
Deborah C. Jacks
Deputy Clerk to the Board of Supervisors
Page 2 of 2
ACTION NO. A -071415-2.d
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 2
VOTE:
Supervisor Peters moved to approve the request to accept and allocate funds to the Clerk
of Circuit Court.
Motion approved.
cc: Steve McGraw, Clerk of Circuit Court
Jill Camilletti, Deputy Clerk
Rebecca Owens, Director of Finance
Page 2 of 2
Yes
No
Absent
Ms. Moore
®
❑
❑
Mr. Bedrosian
®
❑
❑
Mr. Church
®
❑
❑
Mr. McNamara
®
❑
❑
Mr. Peters
®
❑
❑
cc: Steve McGraw, Clerk of Circuit Court
Jill Camilletti, Deputy Clerk
Rebecca Owens, Director of Finance
Page 2 of 2
ACTION NO. A -071415-2.e
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 2
VOTE:
Supervisor Peters moved to accept and allocate grant funds to the Department of Fire and
Rescue.
Motion approved.
cc: Joey Stump, Acting Chief of Fire and Rescue
Rebecca Owens, Director of Finance
Page 2 of 2
Yes
No
Absent
Ms. Moore
®
❑
❑
Mr. Bedrosian
®
❑
❑
Mr. Church
®
❑
❑
Mr. McNamara
®
❑
❑
Mr. Peters
®
❑
❑
cc: Joey Stump, Acting Chief of Fire and Rescue
Rebecca Owens, Director of Finance
Page 2 of 2
ACTION NO. A -071415-2.a
ITEM NO. H-8
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 appointment to the Parks, Recreation and
Tourism Advisory Board (by District)
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. Parks, Recreation and Tourism Advisory Board:
Supervisor Church has recommended the re -appointment of Donna Wooldridge,
representing the Catawba Magisterial District to an additional three-year term, which
shall expire June 30, 2018.
VOTE:
Supervisor Peters moved to approve the appointment.
Motion approved.
Page 1 of 1
Yes
No
Absent
Ms. Moore
®
❑
❑
Mr. Bedrosian
®
❑
❑
Mr. Church
®
❑
❑
Mr. McNamara
®
❑
❑
Mr. Peters
®
❑
❑
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 071415-3 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.
On motion of Supervisor Peters to adopt the resolution, and carried by the following
roll call and recorded vote:
AYES: Supervisors Moore, Bedrosian, Church, McNamara, Peters
NAYS: None
A C Y TESTE:
Debo ah C. Jacks
Deputy Clerk to the Board of
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