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HomeMy WebLinkAbout10/13/2015 - RegularRoanoke County Board of Supervisors October 13, 2015 INVOCATION: Pastor Jason Gault Mineral Springs Baptist Church PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: "Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board." Page 1 of 5 Roanoke County Board of Supervisors Agenda October 13, 2015 Good afternoon and welcome to our meeting for October 13, 2015. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. 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. Resolution of appreciation of the Board of Supervisors of Roanoke County to Thomas J. Bier, Battalion Chief — Operations (Fire and Rescue) after more than twenty-nine (29) years of service (Stephen G. Simon, Chief of Fire and Rescue) 2. Proclamation declaring October 25 -October 31, 2015, as Red Ribbon Week in the County of Roanoke (Sheila L. Lythgoe, Chair of Red Ribbon Week; Kathy Graham Sullivan, Director, Roanoke Area Youth Substance Abuse Coalition (RAYSAC) Page 2 of 5 D. BRIEFINGS 1. Briefing to update the Board of Supervisors on the award winning Real Estate Property Report App (Bill Hunter, Director of Comm IT; David Wray, GIS Manager) 2. Briefing to update the Board of Supervisors on Police Department activities and public facing crime maps (Howard B. Hall, Chief of Police) E. NEW BUSINESS 1. Request to approve appointment of Building Commissioner (Tarek Moneir, Deputy Director of Development) F. FIRST READING OF ORDINANCES 1. Ordinance accepting and appropriating grant funds in the amount of $627,482 from the Office of Justice Programs at the Department of Justice to the Roanoke County Police Department for the fiscal year 2015-2016 Smart Policing Initiative (Howard B. Hall, Chief of Police) 2. Ordinance accepting and appropriating funds in the amount of $31,883.27 to the Roanoke County Public Schools for various allocations (Rebecca Owens, Director of Finance) 3. Ordinance amending Section 10-45 "Peddler and Itinerant Merchants" of Chapter 10 "Licenses" of the Roanoke County Code by reducing the license tax for this category of persons and businesses (Nancy Horn, Commissioner of the Revenue) G. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Ordinance authorizing the lease of space in the Vinton Library to Nature's Cool Coffee d/b/a/ Land of a Thousand Hills Coffee Company for the operation of a coffee shop (Richard L. Caywood, Assistant County Administrator) 2. Ordinance authorizing the purchase of approximately five point two five (5.25) acres of real estate (Tax Map No. 080.00-05-19.00-0000) located at the corner of Rutrough Road and Chestnut Ridge Road from Timothy and Sean Martin for public use as a recreational amenity in the Vinton Magisterial District for $159,900 and reallocate funds from the Parks, Recreation and Tourism Reserve Account for such purpose (Doug Blount, Director of Parks, Recreation and Tourism) Page 3 of 5 H. APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Clean Valley Counsel (At Large) 3. Economic Development Authority (EDA) (appointed by District) 4. 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 —August 31, 2015; September 8, 2015 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Billy T. Smith, Police Officer, upon his retirement after fifteen (15) years of service 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Jeannine Blackburn, Self Sufficiency Supervisor, Social Services, upon her retirement after more than fourteen (14) years of service 4. Resolution of appreciation of the Board of Supervisors of Roanoke County to Jerome M. Hoer, Business Ordinance Inspector, after more than thirty-one (31) years of service 5. Confirmation of designation of voting delegate to the Virginia Association of Counties (VACo) conference to be held November 6-10, 2015 6. Request to accept and appropriate grant funds in the amount of $112,500 from the Division of Motor Vehicles to the Roanoke County Police Department J. CITIZENS' COMMENTS AND COMMUNICATIONS K. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves Page 4 of 5 3. Reserve for Board Contingency 4. Outstanding Debt 5. Annual Report of the County of Roanoke Local Finance Board L. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Joseph B. "Butch" Church 2. Joseph P. McNamara 3. Charlotte A. Moore 4. Al Bedrosian 5. P. Jason Peters M. WORK SESSIONS 1. Work session to discuss with the Board of Supervisors fiscal year 2016-2017 transportation budget, and applications for Revenue Sharing Program and Transportation Alternatives Program (David Holladay, Planning Administrator) 2. Work session to discuss with the Board of Supervisors the Virginia Conflict of Interests Act (Paul M. Mahoney, County Attorney) N. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711.A.7. Consultation with legal counsel and briefings by staff members pertaining to probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the Board O. CERTIFICATION RESOLUTION P. 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: October 13, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Thomas J. Bier, Battalion Chief — Operations, after more than twenty-nine (29) years of service SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Battalion Chief Thomas J Bier, retired on October 1, 2015, after more than twenty-nine (29) years of service with Roanoke County. Battalion Chief Bier is expected to attend the meeting to receive his resolution and quilt. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 13, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO THOMAS J. BIER, BATTALION CHIEF -OPERATIONS, UPON HIS RETIREMENT AFTER MORE THAN TWENTY-NINE (29) YEARS OF SERVICE WHEREAS, Thomas J. Bier was employed by Roanoke County on July 1, 1986, and has served as a Firefighter, Lieutenant, Fire Captain and Battalion Chief- Operations during his tenure with the Fire and Rescue Department, and WHEREAS, Chief Bier retired on October 1, 2015, after twenty-nine (29) years and three (3) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Chief Bier started his service to Roanoke County as a volunteer with the Bent Mountain Fire Department; and WHEREAS, Chief Bier, 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, Chief Bier has been one of the strongest advocates for improving firefighter safety in the Department; and WHEREAS, Chief Bier has implemented many safety programs and is a recognized leader in this area of the Fire -Rescue Service; and WHEREAS, Chief Bier immersed himself in the latest computer software from GIS mapping to disaster modeling software to ensure the Department was always keeping focused on the ever changing technology enhancements forthe Fire -Rescue Service ; and WHEREAS, Chief Bier through his mentoring ofjunior officers have ensured that the Department is well prepared for the future; and Page 1 of 2 WHEREAS, 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 THOMAS J. BIER for more than twenty-nine (29) 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. C-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Proclamation declaring October 25 through October 31, 2015, as Red Ribbon Week in the County of Roanoke, symbolizing a commitment to a drug-free lifestyle SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION RAYSAC, the Roanoke Area Youth Substance Abuse Coalition, and the Blue Ridge Behavioral Healthcare have asked that the Board proclaim October 25 through October 31, 2015, as Red Ribbon Week. The red ribbon has been designated as the symbol of intolerance of the illegal use of drugs and a commitment to a drug-free lifestyle. Communities recognize the last week in October as Red Ribbon Week across the country. In the Roanoke Valley, a number of events are scheduled: ➢ Many area elementary, middle and high schools will participate in awareness campaigns using this year's theme "Respect Yourself. Be Drug Free!" This will be an opportunity for schools to raise awareness about the dangers of and health risk associated with substance abuse. ➢ RAYSAC will sponsor Red Ribbon Week contests including school awards and poster/media contest. ➢ A Candlelight Ceremony will be held on Sunday, November 8, 2015, at 3:30 p.m. at the Hotel Roanoke Conference Center. This will be a time to remember those whose lives have been affected by substance abuse and recognize Red Ribbon Weeks contest winners. Page 1 of 2 ➢ The community at large will be encouraged to support the essence of Red Ribbon Week. Ms. Sheila L. Lythgoe, Chairman of Red Ribbon Week and Kathy Graham Sullivan, Director, Roanoke Area Youth Substance Abuse Coalition (RAYSAC) are expected to be present to accept the proclamation at the Board meeting. Page 2 of 2 C-2 � uixntg of �Rvauvkr -0, F a. 83 DECLARING OCTOBER 25 THROUGH OCTOBER 31, 2015, AS RED RIBBON WEEK IN THE COUNTY OF ROANOKE WHEREAS, alcohol and other drug abuse in this nation has reached epidemic stages; and WHEREAS, it is imperative that visible, unified prevention education efforts by community members be launched to eliminate the demand for drugs; and WHEREAS, National Family Partnership (NFP) is sponsoring the National Red Ribbon Campaign offering citizens the opportunity to demonstrate their commitment to drug-free lifestyles (no use of illegal drugs, no illegal use of legal drugs); and WHEREAS, the National Red Ribbon Campaign will be celebrated in every community in America during "Red Ribbon Week", October 25-31, 2015; and WHEREAS, business, government, parents, law enforcement, media, medical, religious institutions, schools, senior citizens, service organization and youth will demonstrate their commitment to healthy, drug-free lifestyles by wearing and displaying Red Ribbons during this week- long campaign; and WHEREAS, we intend to further commit our resources to ensure the success of the Red Ribbon Campaign. NOW, THEREFORE, We, The Board of Supervisors or Roanoke County, Virginia on behalf of all of its citizens, do hereby proclaim October 25-31, 2015, as RED RIBBON WEEK in Roanoke County, Virginia; and FURTHER, encourage all of our citizens to participate in drug prevention education activities, making a visible statement that we are strongly committed to a drug-free state. Presented this 13th day of October 2015 P. Jas6n Peters Chairman ?42 P amara Vice -Chairman Al ed ian Joseph B. "Butch" Church Charlotte A. Moore 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: October 13, 2015 Briefing to update the Board of Supervisors on the award winning property Real Estate Property Report App Deborah C. Jacks Chief Deputy Clerk to the Board Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Bill Hunter, Director of Comm IT, and David Wray, GIS Manager, will brief the Board on the Real Estate Property Report App, which received the Governor's Technology Award. Page 1 of 1 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: October 13, 2015 AGENDA ITEM: Briefing to update the Board of Supervisors on Police Department activities and public facing crime maps SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time will be used to discuss the Police Department activities in Roanoke County and will provide an introduction to public facing crime maps. The attached presentation will be used. 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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: October 13, 2015 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to approve appointment of Building Commissioner Tarek Moneir Deputy Director of Development Services Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Robert "Morgan" Yates who is currently serving as Acting Building Commissioner for Roanoke County has now attained all necessary certificates (see attached) as Certified Building Official (CBO) as provided by International Code Council (ICC) and in accordance with the Virginia Department of Housing and Community Development (DHCD). The Virginia Uniform Statewide Building Code requires that every local building safety division have a building official and that the building official must be appointed by the local governing body. The Virginia Construction Code (Part 1) requires all acting or permanently appointed officials to certify within twelve (12) months of appointment. RECOMMENDATION: Staff recommends the appointment of Robert "Morgan" Yates as Building Commissioner for Roanoke County effective October 14, 2015. Page 1 of 1 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: October 13, 2015 AGENDA ITEM: Request to accept and appropriate grant funds in the amount of $627,482 from the Office of Justice Programs at the Department of Justice to the Roanoke County Police Department for the fiscal year 2015-2016 Smart Policing Initiative SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Last year, the Roanoke County Police Department (RCPD) responded to approximately five hundred and fifty seven (557) calls for service related to the mentally ill. Although mental illness related calls only account for about two percent (2%) of total calls, they disproportionately consume available police resources. The average police time spent on mental health related calls is about two (2) hours and twenty-eight (28) minutes, while all other calls take approximately thirty-nine (39) minutes. Additional time is required when an officer initiates an Emergency Custody Order (ECO), when a Temporary Detention Order (TDO) is issued for cases where the individuals were believed to possibly cause harm to themselves or others, or when an individual lacks self-care capability. The Department of Justice Smart Policing Initiative grant will allow RCPD, in collaboration with The Center for Evidence -Based Crime Policy at George Mason University (CEBCP- GMU) and Intercept Youth Services, Inc., to develop and implement cost-effective interventions using evidenced -based approaches to improve the lives of people with serious mental illnesses in the community and enhance the safety of first responders, people with mental illness, and community in general. Specifically, the collaborative will: Page 1 of 2 1) Develop a standard response protocol for mental health related cases and implement the service in an experimental context examining its impact on recidivism (or repeat victimization), number of mental health related calls and other outcomes. 2) Improve the level and quality of assessment for people in mental crisis that come into contact with RCPD and create a strong and sustainable link to mental health practitioners. 3) Evaluate findings from the initiative for the purpose of developing evidenced -based practices and improving police efficiency in mental health related cases. 4) Develop policy, standard operating procedures, and training in an effort to institutionalize research into police practice. The RCPD will be the primaryaward recipient. CEBCP-GMU and Intercept Youth Services, Inc. will be considered sub -recipients for the purpose of this project. Sub -recipient monitoring and compliance will be completed by RCPD and Roanoke County Department of Finance. The grant has a three-year project period that will begin on October 1, 2015 and end on September 30, 2018. FISCAL IMPACT: The grant amount of $627,482 does not require any matching funds. ALTERNATIVES: 1. Staff recommends approval of the first reading of this ordinance and scheduling of the second reading on October 27, 2015. 2. Do not accept the grant. STAFF RECOMMENDATION: Staff recommends Alternative 1. 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 OCTOBER 13, 2015 ORDINANCE ACCEPTING AND APPROPRIATING GRANT FUNDS IN THE AMOUNT OF $627,482 FROM THE OFFICE OF JUSTICE PROGRAMS AT THE DEPARTMENT OF JUSTICE TO THE ROANOKE COUNTY POLICE DEPARTMENT FOR THE FISCAL YEAR 2015-2016 SMART POLICING INITIATIVE WHEREAS, the Office of Justice Programs awarded the Roanoke County Police Department funding under the Smart Policing Initiative; and WHEREAS, this grant will be a collaborative effort with George Mason University's Center for Evidence -Based Crime Policy and Intercept Youth Service, Inc. to develop and implement cost -effect interventions using evidence -based approaches to improve the lives of people with serious mental illness and the community in general; and WHEREAS, this grant project period is three (3) years; and WHEREAS, the grant award does not require matching funds from Roanoke County; WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, the first reading of this ordinance was held on October 13, 2015, and the second reading was held on October 27, 2015. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as follows.. 1. That the sum of $627,482 is hereby appropriated from the Office of Justice Programs at the Department of Justice to the Roanoke County Police Page 1 of 2 Department; and 2. The funds are to be allocated for the Smart Policing Initiative; and 3. That the County Administrator or any Assistant County Administrator is authorized to execute such documents or agreements with George Mason University's Center for Evidence -Based Crime Policy and Intercept Youth Service, Inc. as may be necessary to accomplish the goals and purposes of this grant, all on form approved by the County Attorney. 4. That appropriation will not lapse at the end of the fiscal year, but shall remain appropriated until the completion of the project; and 5. That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 GRANT PROCESSING REQUEST FORM Department of Finance DATE: June 22, 2015 DEPARTMENT: Police GRANT PROGRAM: BJA FY 15 Smart Policing Initiative GRANTING AGENCY: Bureau of Justice Assistance AGENCY CONTACT: Flora D. Lawson AGENCY PHONE NO: 1-888-549-9901 IF FEDERAL GRANT... CFDA # 16.738 EXAMPLE OF NUMBER Dept: Department of Education (Agency No.) 84.XXX (Grant Program No.) PROGRAM TITLE: Improving Police Response to Mental Health Crisis in a Rural Area FUNDING REQUEST: FEDERAL STATE LOCAL MATCH OTHER TOTAL REQUEST $627,482.00 10 10 10 $627,482.00 IF LOCAL MATCH IS REQUIRED, ARE FUNDS AVAILABLE IN DEPARTMENT BUDGET? YIN ACCOUNT TO WHICH THE MATCH WILL BE CODED: INDIRECT COSTS? YIN No AMOUNT REIMBURSEMENT GRANT? YIN Yes FINANCIAL & PROGRESS REPORTS PREPARED BY: Department XX Finance REQUEST FOR FUNDS SUBMITTED BY: Department XX Finance PROJECT DIRECTOR: Asst. Chief James Chapman PHONE: 777-8603 FAX: EMAIL: jchapman@roanokecountyva.gov DEPT. DIRECTOR OR THEIR DESIGNEE SIGNATURE: DATE: APPROVING SUBMISSON: 7X711 REVIEWED & APPROVED BY FINANCE: I SIGNATURE: I DATE: Q110115 REVIEWED & APPROVED BY COUNTY SIGNATU DATE: ADMINIST54 I L,h, % V Improving Police Response to Mental Health Crisis in a Rural Area Agency: Roanoke County Police Department Research Partner: Center for Evidence -Based Crime Policy, George Mason University For the BJA Smart Policing Initiative Solicitation, "Purpose Area l. -Smart Policing Innovation BJA-2015-4066" Agency Information: Roanoke County Police Department Contact: Howard B. Hall Chief of Police Key personnel: James A. Chapman, Assistant Chief of Police, Brittni Money, Crime Analyst Research Partners: Center for Evidence -Based Crime Policy, George Mason University Research Partner Personnel: Sue -Ming Yang, Ph.D. (Principal Investigator, George Mason University); Charlotte Gill, Ph.D. (Co -Principal Investigator, George Mason University) Service Partners: Intercept Youth Services, Inc. Total Funding Requested: $627,482.00 Abstract The Roanoke County Police Department (RCPD) in collaboration with The Center for Evidence -Based Crime Policy at George Mason University (CEBCP-GMU) and Intercept Youth Services, Inc. propose a three-year Smart Policing Initiative. The goal of this initiative is to develop and implement cost-effective interventions using evidenced -based approach to improve the lives of people with serious mental illnesses in the community and enhance the safety of first responders, people with mental illness, and community in general. The rising number of calls for service involving individuals with mental health issues has become a real challenge to criminal justice system in general. The deinstitutionalization of mentally ill starting in the 1960s did not necessarily place individuals with needs in community-- based services; rather, the "tough on crime" mentality indirectly re -institutionalized a significant proportion of the mentally ill in the criminal justice system (Manderscheid, Atay, & Crider 2009). According to a 2006 BJS analysis, 24% of state prisoners report a recent history of mental illness, as do 21% of jail inmates and 14% of federal prisoners. In fact, there are more people with mental health issues in the major US cities jails on any given day than any hospital in the United States (Frank & McGuire 2012; Reuland 2004). This phenomenon is especially seriot►s in rural areas where the accessibility and availability of mental health resources are lacking. In response to the problem, RCPD will work with the research team from CEBCP and Intercept throughout the grant to accomplish the following tasks: identify the extent of problems; develop and implement a randomized controlled trial to deliver service treatment; conduct focus groups with first responders and individuals who have contact with the police; analyze outcome data from the experiment to identify the effects of the treatment; and, finally, to incorporate the knowledge into policy, standard operating procedures, and training in an effort to institutionalize research into police practice. Consent: OJP has permission to share this project abstract publicly as well as any outcomes of the project. Improving Police Response to Mental Health Crisis in a Rural Area Agency: Roanoke County Police Department Research Partner: Center for Evidence -Based Crime Policy, George Mason University For the BJA Smart Policing Initiative Solicitation, "Purpose Area 1: Smart Policing Innovation RIA -2015-4066 " A. INTRODUCTION The Roanoke County Police Department (RCPD) in collaboration with The Center for Evidence -Based Crime Policy at George Mason University (CEBCP-GMU) and Intercept Youth Services, Inc. propose a three-year Smart Policing Initiative under Purpose Area 1: Smart Policing Innovation (BJA-2015-4066). The goal of this initiative is to develop and implement cost-effective interventions using evidenced -based approaches to improve the lives of people with serious mental illnesses in the community and enhance the safety of first responders, people with mental illness, and the community in general. This partnership will enable the RCPD to provide flexible treatment options aimed at preventing incidents and tragedies, diverting the mentally ill from the criminal justice system to community-based services to maintain familial attachment and their pre -crisis levels of functioning, and reducing injuries of police and suspects due to use of force while strengthening police legitimacy within their respective communities. Specifically, the collaborative will: 1) Develop a standard response protocol for mental health related cases and implement the service in an experimental context examining its impact on recidivism (or repeat victimization), number of mental health related calls, and other outcomes. 2) Improve the level and quality of assessment for people in mental crisis that come into contact with RCPD and create a strong and sustainable link to mental health practitioners. 3) Evaluate findings from the experiment for the purpose of developing evidenced -based practices and improving police efficiency in mental health related cases. Page 1 of 10 4) Translate these activities into policy, standard operating procedures, and training in an effort to institutionalize research into police practice. B. STATEMENT OF THE PROBLEM The RCPD is a force of 140 sworn officers serving a population of 93,500; there are approximately 1.2 officers per 1,000 citizens in Roanoke County. The County is comprised of 251 square miles and is divided into nine patrol districts. The County surrounds the independent Cities of Salem and Roanoke and the Town of Vinton. The RC13D is the primary law enforcement agency for the County of Roanoke and has concurrent jurisdiction within the cities of Salem & Roanoke and the town of Vinton. The RCPD is known as a progressive police agency and strives to incorporate data -driven and evidence -based practices into its policies and operations. The RCPD utilizes Data Driven Approaches to Crime and Traffic Safety (DDACTS) as its operational model for the purpose of reducing crime, traffic crashes and other social harms. In addition, the RCPD has recently implemented the evidence -based practice, Lethality Assessment Tool, for the purpose of reducing intimate partner violence and increasing services to the most at -risk victims. Although the county may have a low crime rate, compared to larger cities, as with other small, rural, and mixed -used communities, a number of issues are paramount to our citizens and our police service. Mental health related calls are one major concern. Police officers encounter people in mental crisis in various capacities, including as criminal offenders, victims of crime, missing persons, and disorderly persons. Often time, police officers find themselves playing dual roles as law enforcers and psychiatric social workers. Last year, RCPD responded to 28,100 calls for service, out of which 557 were related to the mentally ill. Although mental illness related calls only account for about 2% of total calls, they have disproportionately consumed a great Page 2 of 10 extent of police resources. The average police time spent on mental health related calls is about 2 hours and 28 minutes while all other calls take around 39 minutes. The number is even higher for the Emergency Custody Order (ECO) or Temporary Detention Order (TDO) cases where the individuals were believed to possibly cause harm to themselves or others, or lacked self-care capability (between 3.5 hours and 6 hours). The repeat calls (or hot spots) related to persons with mental health issues further exacerbate the problem. In 2014, 26% of mental illness related calls came from 10 locations and the top location generated 66 calls in a year. These reoccurring episodes can probably be explained by the fact that approximately 50% (144) of the ECOs resulted in the person being released back into the community without a treatment plan or rehabilitative referrals. When it comes to assisting persons affected by mental illnesses, the police serve as gatekeepers to both the criminal justice and mental health systems. Most police departments generally adopt one of following types of approaches: Police -based specialized police response (Crisis Intervention Programs, CIT); Police -based specialized mental health response; and mental health -based mental health response (Deane et al., 1999). The RCPD has invested heavily into training its personnel and has 70 CIT officers on the force. Starting in 2014, CIT was added to the entrance -level training curriculum to ensure that all new officers receive this training. The RCPD, like many other agencies across the country, faces a real challenge dealing with the rising number of cases related to the mentally ill. In a PERF report (2004), mental illness related calls for service were found to account for between seven to 10 percent of calls nationwide. According to a 2006 BJS analysis, 24% of state prisoners report a recent history of mental illness, as do 21% of jail inmates and 14% of federal prisoners. Reuland (2004) argues that "[T]he Los Angeles County Jail, the Cook County Jail in Chicago, and Riker's Island in New Page 3 of 10 York City each hold more people with mental illness on any given day than any hospital..." Nonetheless, the fact persons with mental illness overflow the correctional facilities is not an urban phenomenon; Sullivan and Spritzer (1997) found a systematic use of jails as temporary holding facilities for persons with mental illness in rural areas. Nevertheless, past research examining the effects of partnership between law enforcement and the mental health community has focused primarily on urban areas (see Deane et al. 1999). Additionally, the shortage of mental health professionals in rural areas makes it harder for people in need to access to comprehensive service, which further stigmatizes people with mental health issues (Mohatt 2006). The collaboration between the RCPD and partners provides a perfect opportunity for this Smart Policing Initiative solicitation. The RCPD has committed to transform their current approach by providing quality mental health service to the mentally ill who have contact with the police. We have also established a strong partnership with the CEBCP-GMU, who will help design a randomized controlled trial to evaluate the effects of interventions on mentally ill persons' short-term and long-term outcomes, familial relationships, and reduction of police time consumed by calls involving people with mental illness. The need for more information about the effects of crisis intervention in cases related to mentally ill persons cannot be understated. According to a report created by the Substance Abuse and Mental Health Services Administration in 2011, more than 41 million U.S. adults (18%) had a mental illness; nearly 9 million U.S. adults (4%) had a mental illness that greatly affected day- to-day living, or serious functional impairment. Though most persons with severe mental health issues do not necessarily pose a threat to others and are often involved in minor offenses such as disorderly conduct, the extent of their behavioral problem can escalate quickly without appropriate treatment. Additionally, the likelihood of violent behavior among individuals with Page 4 of 10 mental illness increases dramatically when they also use substances (Clark et al. 1999; Steadman et al. 1998). Finally, violent acts increase the chance of police use of force in an effort to control the situation. The RCPD's annual analysis indicated approximately 25% of the incidents where RCPD officers used force involved a person with a known mental illness. As such, it is important to provide immediate assessment and identify effective treatment programs for cases in mental crisis to prevent repeated episodes from happening and to better use limited police resources. C. PROJECT DESIGN AND IMPLEMENTATION To achieve these goals, the RCPD, CEBCP-GMU and Intercept will work together to design and implement a standard treatment response to cases related to the mentally ill in an experimental context in order to evaluate.the effects. The three-year project involves a six-month planning phase during which we will identify the extent of problem, develop training and intervention protocols, and collect baseline measures; a 20 -month intervention phase during which we will randomly refer 120 eligible subjects to service programs and 120 subjects to control group and continue to collect outcome measures from those people up to one year follow-up period, and a 10 -month analysis and assessment phase during which we will complete data collection and analyze measures of effectiveness (see attached timeline). Planning Phase: During this period of time, the RCPD will work with Intercept and CEBCP- GMU research team to identify eligibility criteria for the service, develop a crisis response protocol and an implementation procedure, and determine appropriate outcome measures for the mental illness subjects in Roanoke County. The research partners and service providers will first review prior mental health related cases to better understand the nature of the problem in the area. Spatial analysis will be conducted to understand the geographic distribution of mental health and co -morbid related incidents and problems in local areas. Intercept will identify Page 5 of 10 appropriate services that have empirical support and match the needs of different types of clients and families. We will then design a standard procedure and develop specialized training sessions to help the CIT officers evaluate the situation more efficiently and refer eligible cases to the service provider for initial screening before assembling an individualized service package. Intervention Phase: The intervention phase builds upon the work plan developed in the previous phase. To balance between the limited resources available and to identify rigorous evidence - based practices, a randomized control trial will be used to determine the allocation of intervention services. When encountering a mental health related call, if the CIT officers deem no severe injuries that require immediate medical attention or arrest, the research team will randomize the individual to either treatment or control condition and communicate with the field officers about the decision via cellular phone. Subjects in the treatment group will be referred to Intercept for initial screening. Intercept's Crisis One provides 24/7 mobile crisis services to individuals at risk of psychiatric hospitalization or in need of interventions due to mental or behavioral health issues. Crisis One is designed to stabilize individual in the community and reduce the need for ECO/TDO. In prior literature, the outpatient service was found to increase the chance that people with mental illness will receive proper treatment and medication, thereby decreasing the likelihood of the need for police intervention (Cordner, 2006). In total, 120 subjects will be randomized to treatment group receiving service provided by Intercept and another 120 subjects will be selected into the control condition and be handled by CIT officers following the original practices prior to the partnership. The random allocation of service will allow the CEBCP-GMU to carry out a strictly controlled experimental comparison to examine the impacts of the mental health service on individuals' future outcomes (specifically, number of repeated episodes, elapsed times, behavioral problems), post -intervention satisfaction (of given Page 6 of 10 individual and the family), and total number of mental health related calls and quality of police response in Roanoke County. Trained counselors at Intercept's Crisis One are experienced and utilize evidence -based practices to help people who are experiencing mental crisis and acute psychiatric dysfunction. The standard service includes three phases: initial assessment (1-3 hours), crisis stabilization (on average 40 hours per client), and crisis intervention (on average 16 hours per client). After the initial assessment, the Intercept will tailor-made a service package to best fit individual's needs. Crisis One consists of de-escalation, safety monitoring, identification of triggers, coping and anger management skills development, individual and family counseling, and psychiatric evaluation. They follow evidence -based practice and use various techniques to stabilize an individual through their mental health crisis and reduce the need for additional interventions by law enforcement or emergency room visits. The available approaches include the following (but are not limited to): (1) Cognitive Behavioral Therapies — treatment that focuses on the relationship between thoughts, feeling and behaviors, and exploring patterns of thinking that lead to self-destructive actions and beliefs; (2) Trauma Informed Care — a treatment framework that involves understanding, recognizing and responding to the effects of trauma; (3) Solution - Focused Brief Therapy — an approach that focuses on the solution instead of the symptoms or issues; (4) Motivational Interviewing — a conversational approach designed to help people discover their own interest in considering and/or making a change in their life, express in their own words their desire for change that addresses ambivalence to change; (5) Crisis Intervention Therapy - effective in eliminating the reversion to maladaptive coping skills - in other words, avoiding psychological breakdown. Additionally, it seeks to help the individual in returning to pre -crisis levels of functioning; (6) Parent Training — an effective approach in changing the effect Page 7 of 10 of mental health on behavior in children and adolescents involves training parents to use specific child management skills; (7) Home Visitation - Home visitation has shown significant long-term effects on violence, delinquency, and related risk factors. In addition to designing the experiment and monitoring the implementation procedure regularly to ensure the integrity of the research component, the research team from CEBCP- GMU will also conduct focus group interviews with the CIT officers, the family members of the mentally ill, and the community to gather detailed feedback on the service, the procedure in which the service is delivered, and other outcome measures. Analysis and Assessment Phase: Our research partners from CEBCP-GMU will complete data collection, analysis, and evaluation of the program's effectiveness. Various statistical tools will be used to determine the extent of impact. Survival analysis will be applied to quantify whether receiving service help stabilize cases with mental health issues and maintain their levels of functioning for an extended period of time. Performance between the experimental and control groups will be compared to see if intervention leads to better outcomes. This data, and the data from previous phases, will be used in accordance with the SPI approach, to develop knowledge and information -based policies and practices that are also informed by existing research on mental health issues. The information gathered will then be used to carefully construct policies, training, and implementation guidelines toward those ends. During the final phase of the project, if resources permit, service will be provided to individuals that were originally assigned to the control group in previous phase to maximize the benefits and effects of service programs. D. CAPABILITIES AND COMPETENCIES The RCPD is completely committed to every aspect of this project. The team will be led by Chief Hall, Assistant Chief Chuck Mason, Assistant Chief Jimmy Chapman, and Commander Page 8 of 10 Kevin Slough, who together have over 95 years of extensive experience in all aspects of policing and have been trained on evidence -based approaches, DDACTs, and Crisis Intervention. They will be supported by Crime Analyst, Brittni Money. Intercept has been providing crisis services since 2009 and has a 92% success rate in helping clients maintain their current placement, without disruption due to hospitalization or incarceration. Intercept follows an evidence -based approach and has partnered with police departments, community service boards, hospitals, the Department of Human Services/Social Services, schools, psychiatrics, and other agencies across the state in an effort to identify and work with individuals with mental illness to be stabilized and maintained in the community. The RCPD will partner with the Center for Evidence -Based Crime Policy, led by George Mason University professors Sue -Ming Yang (Senior Fellow of the CEBCP) and Charlotte Gill (Deputy Director). Director Cynthia Lum will provide oversight and mentorship on this project as well. The CEBCP at George Mason University is one of the pioneers of evidence -based policing, and also has conducted extensive and innovative evaluation research in policing. In particular, Yang has worked with police agencies in both the United States and abroad. She has prior experiences working with mental health patients in both institutional and correctional settings. She has worked on several projects utilizing experimental designs to study topics related to victimization, fear of crime, and disorder perception. She also has an extensive experience working with police data, both cross-sectional and longitudinal. For example, her work with Seattle Police Department on a large retrospective study of hot spots led to a change in their crime control practices. Gill is the Deputy Director of CEBCP. She has worked on randomized trials of police -led restorative justice conferencing in the U.K. and probation caseload management in Philadelphia. Currently, she serves as a research partner on BCJI and SPI Page 9 of 10 programs in collaborating with the City of Seattle and Brooklyn Park (MN) police department. Their qualifications and resumes can be obtained at http://cebcp.org/team/ In addition to their individual skills, the PIs will be supported by the infrastructure of the CECBP and George Mason University. This includes the support of advanced graduate research assistants, all with experience and training in evaluation and experimental research, statistical analysis, qualitative and ethnographic research, geographic analysis, and evidence -based policy. E. PLAN FOR COLLECTING THE DATA FOR PERFORMANCE MEASURES In accordance with the US Department of Justice's requirements to fulfill its responsibilities under the Government Performance and Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111-352, the RCPD will provide data that measure the results of their work done under this solicitation through the requisite channels as required by the BJA and described in the "Data Grantee Provides" of this solicitation. The RCPD will submit quarterly performance metrics through BJA's online Performance Measurement Tool (PMT). We are committed to the use of the most rigorous methods possible to evaluate the effectiveness of the service program and therefore decide to use a randomized controlled trial to carry out this project. We will measure the following outcomes, and hypothesize that we will observe the following effects: reduced victimization or recidivism of people with mental illness; increased referrals to community-based services; increased post -incident satisfaction of all parties involved; and decreased use of force in incidents and arrests/detentions related to the mentally ill. We will also measure total number of calls for service involving people with mental illness, the time spent by officers in related incidents and the number of officers called to the scene, and the "hot spots" and the geographic distribution of mental health cases. Page 10 of 10 George Mason University - Proposal Budget Summary Coeus Number. 00004949 Proposal Number: 116864 Proposal Title: GMU Partnership with Roanoke County Police Department Delivering Meatal Health Treatment Program Investigator. Yang, Sue -Ming Sponsor: Roanoke County Police Department Effort% Period 1 Period 2 Period 3 Total 10/01/2015 10/01/2016 10101/2017 to to to 09/30/2016 09/30/2017 09/30/2016 Senior Personnel Yang, Sue -Ming Faculty Sumner Salary Dr. Yang 66.66 $15,563 $16,030 $18,511 $48,103 Yang, Sue -Ming Faculty Salary: Academic or Dr. Yang 15 $10,438 $10,751 $11,074 $32,263 Calendar Year Gill, Charlotte E Faculty Salary: Academic or Dr. Gill 10 $6,549 $6,746 $6,948 $20,243 Calendar Year Graduate Students GRA's Salaries $10,000 $20,000 $10,000 $40,000 Other Personnel Student Wages $3,250 53,250 $3,250 $9,750 Fringe Benefits $7,000 $7,203 $7,413 $21,616 Subtotal Personnel+ Fringe: $52,800 $63,980 $55,195 $171,976 Travel - Domestic Domestic Travel $818 $818 $409 $2,045 Subtotal Travel: $818 $81B $409 $2,045 Other operating Expenses Tuition and Fees 12 crds. ®instate $6,7G4 $7,240 $7,819 $21,762 Graduate Student Health $2,512 $2,512 $2,512 $7,536 Insurance Other Direct Expenditures software $800 $0 $0 $800 Tuition and Fees ERF ® $80/semester $120 $120 $120 $360 Subtotal Other operating Expenses: $10,136 $9,872 $10,451 $30,458 Total Direct Costs: $63,754 $74,670 $66,055 $204,479 FSA (Indirect) Costs (MTDC OH Campus -Remote 26.0%): $14,149 $18,848 $14,457 $45,453 Total Costs: $77,903 $91,517 $80,512 $249,933 INTERCEPT YOUTH SERVICES SERVICE TREATMENT Year 1 Year 2 Year 3 Clients Unit Hours Total Stabilization 25 50 0 75 $89.00 40 $267,000.00 Intervention 8 15 0 23 $30.79 64 $45,322.88 Service Treatment Total: $312,322.88 PERSONNEL Year 1 Year 2 Year 3 Total Adminissions Coordinator $20,400.00 $20,400.00 $20,400.00 $61,200.00 Personnel Total: $61,200.00 Service Treatment/Personnel Total: $373,522.88 ROANOKE COUNTY POLICE DEPARTMENT Intercept Youth Services PERSONNEL Year 1 Year 2 Year 3 Total Salary - Brittni Money $170,04 $170.04 $170.04 $510.12 Personnel Total: $510.12 TRAVEL Year 1 Year 2 Year 3 Total Meals (4 total) $284.00 $284.00 $284.00 $852.00 Hotel (4 total) $888,00 $888.00 $888.00 $2,664.00 Travel Total: $3,516.00 Personnel/Travel Total: $4,026.12 Proposed Budget Summary Intercept Youth Services $373,522.88 Roanoke County Police $4,026.12 George Mason University $249,933.00 TOTAL: $627,482.00 Department of Justice Office of Justice Programs .€, Bureau of Justice Assistance Grant PAGE 1 OF 6 1. RECIPIENT NAME AND ADDRESS (Including Zip Code) 4. AWARD NUMBER: 2015 -WY -BX -0007 County of Roanoke 5204 Bernard Drive 5. PROJECT PERIOD: FROM 10/01/2015 TO 09/30/2018 Roanoke, VA 24018 BUDGET PERIOD: FROM 10/01/2015 TO 09/30/2018 6. AWARD DATE 08/26/2015 8. SUPPLEMENT NUMBER 7. ACTION Initial 2a. GRANTEE IRSNENDOR NO. 546001572 00 2b. GRANTEE DUNS NO. 062353610 9. PREVIOUS AWARD AMOUNT so 3. PROJECT TITLE 10. AMOUNT OF THIS AWARD $ 627,482 Improving Police Response to Mental Health Crisis in a Rural Area 11. TOTAL AWARD $ 627,482 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported under FY 15(BJA - Smart Policing) Pub. L. No. 113-235, 128 Stat 2130, 2192 14. CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number) 16.751 - Edward Byrne Memorial Competitive Grant Program 15. METHOD OF PAYMENT GPRS AGENCY APPROVAL GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Karol Virginia Mason Thomas C. Gates Assistant Attorney General County Administrator 17. SIGNATURE OF APPROVING OFFICIAL 19. SIGNATURE F AUTHORIZE RECIP NT OFFICIAL 19A. DATE AGENCY USE ONLY 21. PWYUGT0328 20. ACCOUNTING CLASSIFICATION CODES FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B WY 80 00 00 627482 OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs Bureau of Justice Assistance AWARD CONTINUATION SHEET Grant PROJECT NUMBER 2015-WY-BX-OW7 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 1. Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by the Department of Justice (DOJ) in 2 C.F.R. Part 2800 (the "Part 200 Uniform Requirements") apply to this 2015 award from the Office of Justice Programs (OJP). For this 2015 award, the Part 200 Uniform Requirements, which were first adopted by DOJ on December 26, 2014, supersede, among other things, the provisions of 28 C.F.R. Parts 66 and 70, as well as those of 2 C.F.R. Parts 215, 220, 225, and 230. If this 2015 award supplements funds previously awarded by OJP under the same award number, the Part 200 Uniform Requirements apply with respect to all award funds (whether derived from the initial award or a supplemental award) that are obligated on or after the acceptance date of this 2015 award. Potential availability of grace period for procurement standards: Under the Part 200 Uniform Requirements, a time- limited grace period may be available under certain circumstances to allow for transition from policies and procedures that complied with previous standards for procurements under federal awards to policies and procedures that comply with the new standards (that is, to those at 2 C.F.R. 200.317 through 200.326). For more information on the Part 200 Uniform Requirements, including information regarding the potentially -available grace period described above, see the Office of Justice Programs (OJP) website at littp://ojp.gov/fLinding/Part2OOUniformRequirements.htin. In the event that an award -related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. 2. The recipient agrees to comply with the Department of Justice Grants Financial Guide as posted on the OJP website (currently, the "2015 DOJ Grants Financial Guide"). 3. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302) that is approved by the Office for Civil Rights is a violation of the Standard Assurances executed by the recipient, and may result in suspension of funding until such time as the recipient Is in compliance, or termination of the award. 4. The recipient understands and agrees that OJP may withhold award funds, or may impose other related requirements, if the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 5. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. 6. The recipient and any subrectpients must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has -- (I ) submitted a claim for award funds that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving award funds. Potential fraud, waste, abuse, or misconduct should be reported to the OIG by - mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Room 4706 Washington, DC 20530 e-mail: oig.hothne@,)usdoj.gov hotline: (contact information in English and Spanish): (800) 869-4499 or hotline fax: (202) 616-9881 Additional information Is available from the DOJ OIG website at www.usdoj.gov/olg OJP FORM 4000/2 (REV. 4-88) jn,Y�� I Department of Justice Office of Justice Programs Bureau of Justice Assistance PROJECT NUMBER 2015 -WY -BX -0007 AWARD CONTINUATION SHEET Grant AWARD DATE 08/26/2015 SPECIAL CONDITIONS 7. Restrictions and certifications regarding non -disclosure agreements and related matters No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting On accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the recipient -- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it Is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the agency making this award, and will resume (or permit resumption onsuch obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authonzed to make subawards or contracts under this award -- a. it represents that -- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward, contract, or subcontract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) 1t has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, 1t will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 8. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP. 9 The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high-nsk grantee. Cf. 28 C.F.R. parts 66, 70, OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION p € Bureau of Justice Assistance SHEET PAGE 4 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPF.CL4L CONDITIONS 10. The recipient agrees to comply with applicable requirements regarding registration with the System for Award Management (SAM) (or with a successor government -wide system officially designated by OMB and OJP). The recipient also agrees to comply with applicable restrictions on subawards to first-tier subrecipients that do not acquire and provide a Data Universal Numbering System ( DUNS) number. The details of recipient obligations are posted on the Office of Justice Programs web site at littp://www.ojp.gov/funding/sam.litm (Award condition: Registration with the System for Award Management and Universal Identifier Requirements), and are incorporated by reference here. This special condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 11. Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October I, 2009), the Department encourages recipients and sub recipients to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 12. The recipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "2015 DOJ Grants Financial Guide"). 13. The recipient understands and agrees that any training or training materials developed or delivered with funding provided under this award must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at littp://www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm. 14. The recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this OJP award, and those award funds have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this OJP award, the recipient will promptly notify, in writing, the grant manager for this OJP award, and, if so requested by OJP, seek a budget -modification or change -of -project -scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 15. The recipient understands and agrees that award funds may not be used to discriminate against or denigrate the religious or moral beliefs of students who participate in programs for which financial assistance is provided from those finds, or of the parents or legal guardians of such students. 16. The recipient understands and agrees that - (a) No award funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography, and (b) Nothing in subsection (a) limits the use of funds necessary for any Federal, State, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or adjudication activities. 17. A recipient that is eligible under the Part 200 Uniform Requirements to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(t), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC). 18. The recipient must collect, maintain, and provide to OJP, data that measure the performance and effectiveness of activities under this award, in the manner, and within the timeframes, specified in the program solicitation, or as otherwise specified by OJP. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act, and other applicable laws. OJP FORM 4000/2 (REV 4-88) L C \ AWARD CONTINUATION SHEET Grant AWARD DATE 08/26/2015 SPECIAL CONDITIONS PAGE 5 OF 6 19. The recipient agrees to comply with applicable requirements to report first-tier subawards of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward Reporting System (FSRS). The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the Office of Justice Programs web site at http://www.ojp.gov/funding/ffata.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, and its reporting requirement, does not apply to grant awards made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 20. The recipient agrees to submit to BJA for review and approval any curricula, training materials, proposed publications, reports, or any other written materials that will be published, including web -based materials and web site content, through funds from this grant at least thirty (30) working days prior to the targeted dissemination date. Any written, visual, or audio publications, with the exception of press releases, whether published at the grantee's or government's expense, shall contain the following statements: "This project was supported by Grant No. 2015 -WY -BX -0007 awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice.” The current edition of the OJP Financial Guide provides guidance on allowable printing and publication activities. 21. The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. 22. All procurement (contract) transactions under this award must be conducted in a manner that is consistent with applicable Federal and State law, and with Federal procurement standards specified in regulations goveming Federal awards to non -Federal entities. Procurement (contract) transactions should be competitively awarded unless circumstances preclude competition. Noncompetitive (e.g., sole source) procurements by the award recipient in excess of the Simplified Acquisition Threshold (currently $150,000) set out in the Federal Acquisition Regulation must receive prior approval from the awarding agency, and must otherwise comply with rules governing such procurements found in the current edition of the OJP Financial Guide. 23. Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the Office of Justice Programs (OJP) program office prior to obligation or expenditure of such funds. 24, With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds 110% of the maximum annual salary payable to a member of the federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. OJP FORM 4000/2 (REV, 4-88) Department of Justice „s ?' 'k y Office of Justice Programs a Bureau of Justice Assistance I PROJECTNUMBER 2015 -WY -BX -0007 AWARD CONTINUATION SHEET Grant AWARD DATE 08/26/2015 SPECIAL CONDITIONS PAGE 5 OF 6 19. The recipient agrees to comply with applicable requirements to report first-tier subawards of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward Reporting System (FSRS). The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the Office of Justice Programs web site at http://www.ojp.gov/funding/ffata.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, and its reporting requirement, does not apply to grant awards made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 20. The recipient agrees to submit to BJA for review and approval any curricula, training materials, proposed publications, reports, or any other written materials that will be published, including web -based materials and web site content, through funds from this grant at least thirty (30) working days prior to the targeted dissemination date. Any written, visual, or audio publications, with the exception of press releases, whether published at the grantee's or government's expense, shall contain the following statements: "This project was supported by Grant No. 2015 -WY -BX -0007 awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice.” The current edition of the OJP Financial Guide provides guidance on allowable printing and publication activities. 21. The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. 22. All procurement (contract) transactions under this award must be conducted in a manner that is consistent with applicable Federal and State law, and with Federal procurement standards specified in regulations goveming Federal awards to non -Federal entities. Procurement (contract) transactions should be competitively awarded unless circumstances preclude competition. Noncompetitive (e.g., sole source) procurements by the award recipient in excess of the Simplified Acquisition Threshold (currently $150,000) set out in the Federal Acquisition Regulation must receive prior approval from the awarding agency, and must otherwise comply with rules governing such procurements found in the current edition of the OJP Financial Guide. 23. Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the Office of Justice Programs (OJP) program office prior to obligation or expenditure of such funds. 24, With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds 110% of the maximum annual salary payable to a member of the federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. OJP FORM 4000/2 (REV, 4-88) Department of Justice Office of Justice Programs 4 Bureau of Justice Assistance PROJECT NUMBER 2015 -WY -BX -0007 AWARD CONTINUATION SHEET Grant AWARD DATE 08/26/2015 SPEC/AL CONDITIONS PAGE 6 OF 6 25. Award recipients must verify Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and e-mail address. If any information is incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grants Management System (GMS) to document changes. 26. Recipient understands and agrees that it must submit quarterly Federal Financial Reports (SF -425) and semi-annual performance reports through GMS (https://grants.ojp.usdoj.gov), and that it must submit quarterly performance metrics reports through BJA's Performance Measurement Tool (PMT) website (www.bjaperformancetools.org). For more detailed information on reporting and other requirements, refer to BJA's website. Failure to submit required reports by established deadlines may result in the freezing of grant funds and High Risk designation. 27. The recipient agrees to participate in BJA-sponsored training events, technical assistance events, or conferences held by BJA or its designees, upon BJA's request. 28. The recipient agrees to comply with OJP grant monitoring guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) on all grant monitoring requests, including requests related to desk reviews, enhanced programmatic desk reviews, and/or site visits. The recipient agrees to provide to OJP all documentation necessary to complete monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's grant monitoring activities may result in sanctions affecting the recipient's DOJ awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to grant funds; referral to the Office of the Inspector General for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 29. The award recipient agrees to participate in a data collection process measuring program outputs and outcomes. The data elements for this process will be outlined by the Office of Justice Programs. 30. Grantee agrees to comply with the requirements of 28 C.F.R. Part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 31. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C. section 37898 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. Grantee further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, section 22.23. 32. The recipient is authorized to incur obligations, expend, and draw down funds in an amount not to exceed $150,000 for the sole purpose of developing an SPI Action Plan. The grantee is not authorized to incur any additional obligations, or make any additional expenditures or draw -downs until BJA has reviewed and approved the recipient's SPI Action Plan, and a Grant Adjustment Notice (GAN) has been issued to remove this Special Condition. OJP FORM 4000/2 (REV. 4-88) n4c Department of Justice Office of Justice Programs Bureau of Justice Assistance Wushmgl i, D.C. 20531 Memorandum To: Official Grant File From: Orbin Terry, NEPA Coordinator Subject: Categorical Exclusion for County of Roanoke The National Initiative: Smart Policing: Evidence -Based Law Enforcement Initiative helps improve criminal justice systems and provides national programs and efforts, such as training and technical assistance, to address the needs of state and local justice systems and communities. Awards under this program will be used to develop national demonstration, training, and technical assistance programs. None of the following activities will be conducted whether under the Office of Justice Programs federal action or a related third party action: (I) New construction. (2) Renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100 -year flood plain. (3) A renovation which will change the basic prior use of a facility or significantly change its size. (4) Research and technology whose anticipated and future application could be expected to have an effect on the environment. (5) Implementation of a program involving the use of chemicals. Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of the Code of Federal Regulations. Additionally, the proposed action is neither a phase nor a segment of a project which when reviewed in its entirety would not meet the criteria for a categorical exclusion. Orbin Terry NEPA Coordinator Department of Justice GRANT MANAGER'S MEMORANDUM, PT. I: Office of Justice Programs PROJECT SUMMARY 4 Bureau of Justice Assistance ':: �•,, �, Grant PROJECT NUMBER PAGE 1 OF 1 2015 -WY -BX -0007 This project is supported under FYI5(BJA - Smart Policing) Pub. L. No. 113-235, 128 Stat 2130, 2192 1. STAFF CONTACT (Name & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) Flora D. Lawson James Chapman (202) 305-9216 Assistant Chief of Police 5204 Bernard Drive Roanoke, VA 24018 (540)777-8603 3a. TITLE OF THE PROGRAM 3b. POMS CODE (SEE INSTRUCTIONS ON REVERSE) B]A FY 15 Smart Policing Initiative: Smart Policing Innovation 4. TITLE OF PROJECT Improving Police Response to Mental Health Crisis in a Rural Area 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS OF SUBGRANTEE County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 7. PROGRAM PERIOD 8. BUDGET PERIOD FROM: 10/01/2015 TO: 09/30/2018 FROM: 10/01/2015 TO: 09/30/2018 9. AMOUNT OF AWARD 10. DATE OF AWARD $627,482 08/26/2015 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse) The Smart Policing Initiative seeks to build upon the concepts of offender -based and place -based policing and broaden the knowledge of effective policing strategies. The most convincing research demonstrates that place -based or hotspot policing reduces violent crime and neighborhood disorder. This initiative addresses the need for effective policing that requires a tightly focused, collaborative approach that is measurable, based on sound, detailed analysis and includes policies and procedures for accountability. This grant program seeks to build upon data -driven, evidence -based policing by encouraging state and local law enforcement agencies to develop effective, economical, and innovative responses to precipitous or extraordinary increases in crime, or in a type or types of crime within their jurisdictions. The Roanoke County Police Department (RCPD), will utilize SPI funds in partnership with research partners to develop and implement cost-effective interventions using an evidence -based approach to improve the lives of people with serious mental illnesses in the community and enhance the safety of first responders, people OJP FORM 4000/2 (REV. 4-88) with mental illness, and community to general. The partnership will enable the RCPD to provide flexible treatment options aimed at preventing incidents and tragedies, diverting the mental ill from the criminal justice system to community-based services to maintain familial attachment and their pre -crisis levels of functioning, and reducing injuries of police and suspects due to use of force while strengthening police legitimacy within their respective communities. The goals of the project are to identify the extent of the problems; develop and implement a randomized controlled trial to deliver service treatment; conduct focus groups with first responders and individuals who have contact with the police; analyze outcome data from the experiment to identify the effects of the treatment; and, finally, to incorporate the knowledge into policy, standard operating procedures, and training in an effort to institutionalize research into police practice. CA/NCF �s Department of Justice Office of Justice Programs Office of the Assistant Attorney General Washington, D.C. 20531 August 26, 2015 Mr. Thomas C. Gates County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 Dear Mr. Gates: On behalf of Attorney General Loretta Lynch, it is my pleasure to inform you that the Office of Justice Programs has approved your application for funding under the FY 15 Smart Policing Initiative: Smart Policing Innovation in the amount of $627,482 for County of Roanoke. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact: - Program Questions, Flora D. Lawson, Program Manager at (202) 305-9216; and - Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at (800) 458-0786, or you may contact the CSC at ask.ocfo@usdoj.gov. Congratulations, and we look forward to working with you. Sincerely, �� v . ma'jz� Karol Virginia Mason Assistant Attorney General Enclosures August 26, 2015 Mr. Thomas C. Gates County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 Dear Mr. Gates: Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of federal funding to compliance with federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) is responsible for ensuring that recipients of financial assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW) comply with the applicable federal civil rights laws. We at the OCR are available to help you and your organization meet the civil rights requirements that come with DOJ funding. Ensuring Access to Federally Assisted Programs Federal laws that apply to recipients of financial assistance from the DOJ prohibit discrimination on the basis of race, color, national origin, religion, sex, or disability in funded programs or activities, not only in employment but also in the delivery of services or benefits. A federal law also prohibits recipients from discriminating on the basis of age in the delivery of services or benefits. In March of 2013, President Obama signed the Violence Against Women Reauthorization Act of 2013. The statute amends the Violence Against Women Act of 1994 (VAWA) by including a nondiscrimination grant condition that prohibits discrimination based on actual or perceived race, color, national origin, religion, sex, disability, sexual orientation, or gender identity. The new nondiscrimination grant condition applies to certain programs funded after October 1, 2013. The OCR and the OVW have developed answers to some frequently asked questions about this provision to assist recipients of VAWA funds to understand their obligations. The Frequently Asked Questions are available at http://ojp.gov/abouUocr/vawafags.htm. Enforcing Civil Rights Laws All recipients of federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of employees in the workforce, are subject to prohibitions against unlawful discrimination. Accordingly, the OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, the OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal opportunity standards. OFFICE FOR CIVIL RIGHTS a ,j Office of Justice Programs ='° M Department of Justice 810 7th Street, NW Washington, DC 20531 Tel: (202) 307-0690 TTY: (202) 307-2027 E-mail: askOCR@usdoj.gov Website: www.ojp.usdoj.gov/ocr August 26, 2015 Mr. Thomas C. Gates County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 Dear Mr. Gates: Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of federal funding to compliance with federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) is responsible for ensuring that recipients of financial assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW) comply with the applicable federal civil rights laws. We at the OCR are available to help you and your organization meet the civil rights requirements that come with DOJ funding. Ensuring Access to Federally Assisted Programs Federal laws that apply to recipients of financial assistance from the DOJ prohibit discrimination on the basis of race, color, national origin, religion, sex, or disability in funded programs or activities, not only in employment but also in the delivery of services or benefits. A federal law also prohibits recipients from discriminating on the basis of age in the delivery of services or benefits. In March of 2013, President Obama signed the Violence Against Women Reauthorization Act of 2013. The statute amends the Violence Against Women Act of 1994 (VAWA) by including a nondiscrimination grant condition that prohibits discrimination based on actual or perceived race, color, national origin, religion, sex, disability, sexual orientation, or gender identity. The new nondiscrimination grant condition applies to certain programs funded after October 1, 2013. The OCR and the OVW have developed answers to some frequently asked questions about this provision to assist recipients of VAWA funds to understand their obligations. The Frequently Asked Questions are available at http://ojp.gov/abouUocr/vawafags.htm. Enforcing Civil Rights Laws All recipients of federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of employees in the workforce, are subject to prohibitions against unlawful discrimination. Accordingly, the OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, the OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal opportunity standards. Providing Services to Limited English Proficiency (LEP) Individuals In accordance with DOJ guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). See U.S. Department of Justice, Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons, 67 Fed. Reg. 41,455 (2002). For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website http://www.lep.gov. Ensuring Equal Treatment for Faith -Based Organizations The DOJ regulation, Equal Treatment for Faith -Based Organizations, 28 C.F.R. pt. 38, requires State Administering Agencies (SAAB) to treat faith -based organizations the same as any other applicant or recipient. The regulation prohibits SARs from making awards or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious composition of its board of directors. The regulation also prohibits faith -based organizations from using financial assistance from the DOJ to fund inherently (or explicitly) religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must hold them separately from the program funded by the DOJ, and recipients cannot compel beneficiaries to participate in them. The Equal Treatment Regulation also makes clear that organizations participating in programs funded by the DOJ are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see the OCR's website at http://www.ojp.usdoj.gov/about/ocr/equal—fbo.htm. SARs and faith -based organizations should also note that the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, as amended, 42 U.S.C. § 3789d(c); the Victims of Crime Act of 1984, as amended, 42 U.S.C. § 10604(e); the Juvenile Justice and Delinquency Prevention Act of 1974, as amended, 42 U.S.C. § 5672(b); and VAWA, Pub. L. No. 113-4, sec. 3(b)(4), 127 Stat. 54, 61-62 (to be codified at 42 U.S.C. § 13925(b)(13)) contain prohibitions against discrimination on the basis of religion in employment. Despite these nondiscrimination provisions, the DOJ has concluded that it may construe the Religious Freedom Restoration Act (R -FRA) on a case-by- case basis to permit some faith -based organizations to receive DOJ funds while taking into account religion when hiring staff, even if the statute that authorizes the funding program generally forbids recipients from considering religion in employment decisions. Please consult with the OCR if you have any questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment. Using Arrest and Conviction Records in Making Employment Decisions The OCR issued an advisory document for recipients on the proper use of arrest and conviction records in making hiring decisions. See Advisory for Recipients of Financial Assistance from the U.S. Department of Justice on the U.S. Equal Employment Opportunity Commission's Enforcement Guidance: Consideration of Arrest and Conviction Records in Employment Decisions Under Title VII of the Civil Rights Act of 1964 (June 2013), available at http://www.ojp.usdoj.gov//about/ocr/pdfs/UseofConviction_Advisory.pdf. Recipients should be mindful that the misuse of arrest or conviction records to screen either applicants for employment or employees for retention or promotion may have a disparate impact based on race or national origin, resulting in unlawful employment discrimination. In light of the Advisory, recipients should consult local counsel in reviewing their employment practices. if warranted, recipients should also incorporate an analysis of the use of arrest and conviction records in their Equal Employment Opportunity Plans (EEOPs) (see below). Complying with the Safe Streets Act An organization that is a recipient of financial assistance subject to the nondiscrimination provisions of the Safe Streets Act, must meet two obligations: (1) complying with the federal regulation pertaining to the development of an EEOP (see 28 C.F.R. pt. 42, subpt. E) and (2) submitting to the OCR findings of discrimination (see 28 C.F.R. §§ 42204(c), 205(c)(5)). Meeting the EEOP Requirement If your organization has less than fifty employees or receives an award of less than $25,000 or is a nonprofit organization, a medical institution, an educational institution, or an Indian tribe, then it is exempt from the EEOP requirement. To claim the exemption, your organization must complete and submit Section A of the Certification Form, which is available online at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf If your organization is a government agency or private business and receives an award of $25,000 or more, but less than $500,000, and has fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form), but it does not have to submit the report to the OCR for review. Instead, your organization has to maintain the Utilization Report on file and make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to the OCR. The Certification Form is available at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf If your organization is a government agency or private business and has received an award for $500,000 or more and has fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form) and submit it to the OCR for review within sixty days from the date of this letter. For assistance in developing a Utilization Report, please consult the OCR's website at http://www.ojp.usdoj.gov/abouUocr/eeop.htm. In addition, your organization has to complete Section C of the Certification Form and return it to the OCR. The Certification Form is available at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf To comply with the EEOP requirements, you may request technical assistance from an EEOP specialist at the OCR by telephone at (202) 307-0690, by TTY at (202) 307-2027, or by e-mail at EEOsubmisson@usdoj.gov. Meeting the Requirement to Submit Findings of Discrimination If in the three years prior to the date of the grant award, your organization has received an adverse finding of discrimination based on race, color, national origin, religion, or sex, after a due -process hearing, from a state or federal court or from a state or federal administrative agency, your organization must send a copy of the finding to the OCR. Ensuring the Compliance of Subrecipients SAAB must have standard assurances to notify subrecipients of their civil rights obligations, written procedures to address discrimination complaints filed against subrecipients, methods to monitor subrecipients' compliance with civil rights requirements, and a program to train subrecipients on applicable civil rights laws. In addition, SAAB must submit to the OCR every three years written Methods of Administration (MOA) that summarize the policies and procedures that they have implemented to ensure the civil rights compliance of subrecipients. For more information on the MOA requirement, see http://www.ojp.usdoj.gov/funding/other_ requirements.htm. If the OCR can assist you in any way in fulfilling your organization's civil rights responsibilities as a recipient of federal financial assistance, please contact us. Sincerely, a A&A -- Michael L. Alston Director cc: Grant Manager Financial Analyst Department of Justice Office of Justice Programs II� \e� Office of the Chief Financial Officer Washington, D.C. 20531 August 26, 2015 Mr. Thomas C. Gates County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 Reference Grant Number: 2015 -WY -BX -0007 Dear Mr. Gates: 1 am pleased to inform you that my office has approved the following budget categories for the aforementioned grant award in the cost categories identified below: Category Budget Personnel $0 Fringe Benefits $0 Travel $3,516 Equipment $0 Supplies $510 Construction $0 Contractual $623,456 Other $0 Total Direct Cost $627,482 Indirect Cost $0 Total Project Cost $627,482 Federal Funds Approved: $627,482 Non -Federal Share: $0 Program Income: $0 Match is not required for this grant program. All Sole Source procurement in excess of $150,000 requires written justification and the prior approval of OJP. The line item labeled "Contractual' may include contracts, subawards, or consultants. If you have questions regarding this award, please contact: - Program Questions, Flora D. Lawson, Program Manager at (202) 305-9216 - Financial Questions, the Office of Chief Financial Officer, Customer Service Center(CSC) at (800) 458-0786, or you may contact the CSC at ask.ocfo@usdoj.gov. Congratulations, and we look forward to working with you. Sincerely, Leigh Benda Chief Financial Officer — Department of Justice ` Office of Justice Programs (s �� PAGE I OF 6 Bureau of Justice Assistance Grant 1. RECIPIENT NAME AND ADDRESS (Including Zip Code) 4. AWARD NUMBER: 2015 -WY -BX -0007 County of Roanoke 5204 Bernard Drive 5. PROJECT PERIOD: FROM 10/01/2015 TO 09/30/2018 Roanoke, VA 24018 BUDGET PERIOD: FROM 10/01/2015 TO 09/30/2018 6. AWARD DATE 08/26/2015 8. SUPPLEMENT NUMBER 7. ACTION Initial 2a. GRANTEE IRSNENDOR NO. 546001572 00 2b. GRANTEE DUNS NO. 9. PREVIOUS AWARD AMOUNT $ 0 062353610 3. PROJECT TITLE 10. AMOUNT OF THIS AWARD $ 627,482 Improving Police Response to Mental Health Crisis in a Rural Area 11. TOTAL AWARD $ 627,482 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported under FY 15(BJA - Smart Policing) Pub. L. No. 113-235, 128 Stat 2130, 2192 14. CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number) 16.751 - Edward Byrne Memorial Competitive Grant Program 15. METHOD OF PAYMENT GPRS AGENCY APPROVAL GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Karol Virginia Mason Thomas C. Gates County Administrator Assistant Attorney General 17. SIGNNAATU.R—E OFF APPROVING OFFICIAL 19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES 21. PWYUGT0328 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B WY 80 00 00 627482 OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION o) �� Bureau of Justice Assistance SHEET PAGE 2 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 1. Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by the Department of Justice (DOJ) in 2 C.F.R. Part 2800 (the "Part 200 Uniform Requirements") apply to this 2015 award from the Office of Justice Programs (OJP). For this 2015 award, the Part 200 Uniform Requirements, which were first adopted by DOJ on December 26, 2014, supersede, among other things, the provisions of 28 C.F.R. Parts 66 and 70, as well as those of 2 C.F.R. Parts 215, 220, 225, and 230. If this 2015 award supplements funds previously awarded by OJP under the same award number, the Part 200 Uniform Requirements apply with respect to all award funds (whether derived from the initial award or a supplemental award) that are obligated on or after the acceptance date of this 2015 award. Potential availability of grace period for procurement standards: Under the Part 200 Uniform Requirements, a time- limited grace period may be available under certain circumstances to allow for transition from policies and procedures that complied with previous standards for procurements under federal awards to policies and procedures that comply with the new standards (that is, to those at 2 C.F.R. 200.317 through 200.326). For more information on the Part 200 Uniform Requirements, including information regarding the potentially -available grace period described above, see the Office of Justice Programs (OJP) website at http://ojp.gov/ftmding/Part2OOUnifonnRequirements.htm. In the event that an award -related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. 2. The recipient agrees to comply with the Department of Justice Grants Financial Guide as posted on the OJP website (currently, the "2015 DOJ Grants Financial Guide"). 3. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302) that is approved by the Office for Civil Rights is a violation of the Standard Assurances executed by the recipient, and may result in suspension of funding until such time as the recipient is in compliance, or termination of the award. 4. The recipient understands and agrees that OJP may withhold award funds, or may impose other related requirements, if the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 5. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. 6. The recipient and any subrecipients must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has -- (1) submitted a claim for award funds that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving award funds. Potential fraud, waste, abuse, or misconduct should be reported to the OIG by - mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Room 4706 Washington, DC 20530 e-mail: oig.hotline@usdoj.gov hotline: (contact information in English and Spanish): (800) 869-4499 or hotline fax: (202) 616-9881 Additional information is available from the DOJ OIG website at www.usdoj.gov/oig OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION o) �� Bureau of Justice Assistance SHEET PACE 3 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 7. Restrictions and certifications regarding non -disclosure agreements and related matters No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the recipient -- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the agency making this award, and will resume (or permit resumption of)such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized to make subawards or contracts under this award -- a. it represents that -- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward, contract, or subcontract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 8. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP. 9. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high-risk grantee. Cf. 28 C.F.R. parts 66, 70. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION o) �� Bureau of Justice Assistance SHEET PAGE 4 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 10. The recipient agrees to comply with applicable requirements regarding registration with the System for Award Management (SAM) (or with a successor government -wide system officially designated by OMB and OJP). The recipient also agrees to comply with applicable restrictions on subawards to first-tier subrecipients that do not acquire and provide a Data Universal Numbering System (DUNS) number. The details of recipient obligations are posted on the Office of Justice Programs web site at http://www.ojp.gov/fimding/sam.htm (Award condition: Registration with the System for Award Management and Universal Identifier Requirements), and are incorporated by reference here. This special condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 11. Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), the Department encourages recipients and sub recipients to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 12. The recipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "2015 DOJ Grants Financial Guide"). 13. The recipient understands and agrees that any training or training materials developed or delivered with funding provided under this award must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at http://www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm. 14. The recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this OJP award, and those award funds have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this OJP award, the recipient will promptly notify, in writing, the grant manager for this OJP award, and, if so requested by OJP, seek a budget -modification or change -of -project -scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 15. The recipient understands and agrees that award funds may not be used to discriminate against or denigrate the religious or moral beliefs of students who participate in programs for which financial assistance is provided from those funds, or of the parents or legal guardians of such students. 16. The recipient understands and agrees that - (a) No award funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography, and (b) Nothing in subsection (a) limits the use of funds necessary for any Federal, State, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or adjudication activities. 17. A recipient that is eligible under the Part 200 Uniform Requirements to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC). 18. The recipient must collect, maintain, and provide to OJP, data that measure the performance and effectiveness of activities under this award, in the manner, and within the timeframes, specified in the program solicitation, or as otherwise specified by OJP. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act, and other applicable laws. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION o) �� Bureau of Justice Assistance SHEET PAGE 5 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 19. The recipient agrees to comply with applicable requirements to report first-tier subawards of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward Reporting System (FSRS). The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the Office of Justice Programs web site at http://www.ojp.gov/fimding/ffata.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, and its reporting requirement, does not apply to grant awards made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 20. The recipient agrees to submit to BJA for review and approval any curricula, training materials, proposed publications, reports, or any other written materials that will be published, including web -based materials and web site content, through funds from this grant at least thirty (30) working days prior to the targeted dissemination date. Any written, visual, or audio publications, with the exception of press releases, whether published at the grantee's or government's expense, shall contain the following statements: "This project was supported by Grant No. 2015 -WY -BX -0007 awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice." The current edition of the OJP Financial Guide provides guidance on allowable printing and publication activities. 21. The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. 22. All procurement (contract) transactions under this award must be conducted in a manner that is consistent with applicable Federal and State law, and with Federal procurement standards specified in regulations governing Federal awards to non -Federal entities. Procurement (contract) transactions should be competitively awarded unless circumstances preclude competition. Noncompetitive (e.g., sole source) procurements by the award recipient in excess of the Simplified Acquisition Threshold (currently $150,000) set out in the Federal Acquisition Regulation must receive prior approval from the awarding agency, and must otherwise comply with rules governing such procurements found in the current edition of the OJP Financial Guide. 23. Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the Office of Justice Programs (OJP) program office prior to obligation or expenditure of such funds. 24. With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds 110% of the maximum annual salary payable to a member of the federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION o) �� Bureau of Justice Assistance SHEET PAGE 6 OF 6 Grant PROJECT NUMBER 2015 -WY -BX -0007 AWARD DATE 08/26/2015 SPECIAL CONDITIONS 25. Award recipients must verify Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and e-mail address. If any information is incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grants Management System (GMS) to document changes. 26. Recipient understands and agrees that it must submit quarterly Federal Financial Reports (SF -425) and semi-annual performance reports through GMS (https://grants.ojp.usdoj.gov), and that it must submit quarterly performance metrics reports through BJA's Performance Measurement Tool (PMT) website (www.bjaperformancetools.org). For more detailed information on reporting and other requirements, refer to BJA's website. Failure to submit required reports by established deadlines may result in the freezing of grant funds and High Risk designation. 27. The recipient agrees to participate in BJA-sponsored training events, technical assistance events, or conferences held by BJA or its designees, upon BJA's request. 28. The recipient agrees to comply with OJP grant monitoring guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) on all grant monitoring requests, including requests related to desk reviews, enhanced programmatic desk reviews, and/or site visits. The recipient agrees to provide to OJP all documentation necessary to complete monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's grant monitoring activities may result in sanctions affecting the recipient's DOJ awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to grant funds; referral to the Office of the Inspector General for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 29. The award recipient agrees to participate in a data collection process measuring program outputs and outcomes. The data elements for this process will be outlined by the Office of Justice Programs. 30. Grantee agrees to comply with the requirements of 28 C.F.R. Part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 31. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C. section 3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. Grantee further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, section 22.23. 32. The recipient is authorized to incur obligations, expend, and draw down funds in an amount not to exceed $150,000 for the sole purpose of developing an SPI Action Plan. The grantee is not authorized to incur any additional obligations, or make any additional expenditures or draw -downs until BJA has reviewed and approved the recipient's SPI Action Plan, and a Grant Adjustment Notice (GAN) has been issued to remove this Special Condition. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs Bureau of Justice Assistance Washington, D.C. 20531 Memorandum To: Official Grant File From: Orbin Terry, NEPA Coordinator Subject: Categorical Exclusion for County of Roanoke The National Initiative: Smart Policing: Evidence -Based Law Enforcement Initiative helps improve criminal justice systems and provides national programs and efforts, such as training and technical assistance, to address the needs of state and local justice systems and communities. Awards under this program will be used to develop national demonstration, training, and technical assistance programs. None of the following activities will be conducted whether under the Office of Justice Programs federal action or a related third party action: (1) New construction. (2) Renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100 -year flood plain. (3) A renovation which will change the basic prior use of a facility or significantly change its size. (4) Research and technology whose anticipated and future application could be expected to have an effect on the environment. (5) Implementation of a program involving the use of chemicals. Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of the Code of Federal Regulations. Additionally, the proposed action is neither a phase nor a segment of a project which when reviewed in its entirety would not meet the criteria for a categorical exclusion. Orbin Terry NEPA Coordinator Department of Justice Office of Justice Programs GRANT MANAGER'S MEMORANDUM, PT. L• PROJECT SUMMARY Bureau of Justice Assistance Grant PROJECT NUMBER PAGE 1 OF 1 2015 -WY -BX -0007 This project is supported under FY15(BJA - Smart Policing) Pub. L. No. 113-235,128 Stat 2130, 2192 1. STAFF CONTACT (Name & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) Flora D. Lawson James Chapman (202) 305-9216 Assistant Chief of Police 5204 Bernard Drive Roanoke, VA 24018 (540)777-8603 3a. TITLE OF THE PROGRAM 3b. POMS CODE (SEE INSTRUCTIONS BJA FY 15 Smart Policing Initiative: Smart Policing Innovation ON REVERSE) 4. TITLE OF PROJECT Improving Police Response to Mental Health Crisis in a Rural Area 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS OF SUBGRANTEE County of Roanoke 5204 Bernard Drive Roanoke, VA 24018 7. PROGRAM PERIOD 8. BUDGET PERIOD FROM: 10/01/2015 TO: 09/30/2018 FROM: 10/01/2015 TO: 09/30/2018 9. AMOUNT OF AWARD 10. DATE OF AWARD $ 627,482 08/26/2015 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse) The Smart Policing Initiative seeks to build upon the concepts of offender -based and place -based policing and broaden the knowledge of effective policing strategies. The most convincing research demonstrates that place -based or hotspot policing reduces violent crime and neighborhood disorder. This initiative addresses the need for effective policing that requires a tightly focused, collaborative approach that is measurable, based on sound, detailed analysis and includes policies and procedures for accountability. This grant program seeks to build upon data -driven, evidence -based policing by encouraging state and local law enforcement agencies to develop effective, economical, and innovative responses to precipitous or extraordinary increases in crime, or in a type or types of crime within their jurisdictions. The Roanoke County Police Department (RCPD), will utilize SPI funds in partnership with research partners to develop and implement cost-effective interventions using an evidence -based approach to improve the lives of people with serious mental illnesses in the community and enhance the safety of fust responders, people OJP FORM 4000/2 (REV. 4-88) with mental illness, and community in general. The partnership will enable the RCPD to provide flexible treatment options aimed at preventing incidents and tragedies, diverting the mental ill from the criminal justice system to community-based services to maintain familial attachment and their pre -crisis levels of functioning, and reducing injuries of police and suspects due to use of force while strengthening police legitimacy within their respective communities. The goals of the project are to identify the extent of the problems; develop and implement a randomized controlled trial to deliver service treatment; conduct focus groups with fust responders and individuals who have contact with the police; analyze outcome data from the experiment to identify the effects of the treatment; and, finally, to incorporate the knowledge into policy, standard operating procedures, and training in an effort to institutionalize research into police practice. CA/NCF ACTION NO. ITEM NO. F-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Ordinance accepting and appropriating funds in the amount of $31,883.27 to the Roanoke County Public Schools for various allocations SUBMITTED BY: APPROVED BY: Rebecca Owens Director of Finance Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On an annual basis, the Virginia Department of Education allocates funds for school divisions for secondary Career and Technical Education equipment. Staff estimated an initial budget appropriation of $8,800. The Virginia Department of Education notified Roanoke County Public Schools that the actual appropriation for this year is $21,311.22. The supplemental appropriation difference of $13,511.22 requires appropriation. The Virginia Department of Education notified Roanoke County Public Schools that they have been allocated $18,372.05 for certain Career and Technical Education (CTE) industry certification examinations, licensure tests and occupational competency assessments for students enrolled in CTE classes that are eligible for such examinations. The full amount of the $18,372.05 allocation requires appropriation. FISCAL IMPACT: The Career and Technical Education of the Schools budget will be increased by $31,883.27. STAFF RECOMMENDATION: Staff recommends approval of the first reading of this ordinance and scheduling of the second reading on October 27, 2015. 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, OCTOBER 13, 2015 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $31,883.27 TO THE ROANOKE COUNTY PUBLIC SCHOOLS FOR VARIOUS ALLOCATIONS WHEREAS, the Virginia Department of Education allocates funds for school divisions for secondary Career and Technical Education equipment on an annual basis. Initial budget appropriation of $8,800 was appropriated with ordinance 052615-3. The Virginia Department of Education notified Roanoke County Public Schools that the actual appropriation for this year is $22,311.22, which requires an additional supplemental appropriation of $13,511.22; and WHEREAS, the Virginia Department of Education notified Roanoke County Public Schools that they have been allocated $18,372.05 for certain Career and Technical Education (CTE) industry certification examinations, licensure tests and occupational competency assessments for students enrolled in CTE classes that are eligible for such examination. This requires an appropriation of $18,372.05; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, first reading of this ordinance was held on October 13, 2015, and the second reading was held on October 27, 2015. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That the sum of $31,883.27 is hereby appropriated to the Roanoke County Public Schools; and Page 1 of 2 That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 ACTION NO. ITEM NO. F-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Ordinance amending Section 10-45 "Peddler and itinerant merchants" of Chapter 10 "Licenses" of the Roanoke County Code by reducing the license tax for this category of persons and businesses SUBMITTED BY: Nancy Horn Commissioner of the Revenue APPROVED BY: Thomas G. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This ordinance amends Roanoke County's business license ordinance by reducing the annual license fee from $250 to $50 on peddlers and itinerant merchants of "family supplies of a perishable nature", including meals from food trucks within this definition. The remaining provisions of this section remain unchanged. The Commissioner of the Revenue and County administration have received inquiries about the application of the County's business license to new businesses, namely food trucks. Based upon the Commissioner's interpretation of both State law and County Code food trucks fall within the license taxation classification of peddlers and itinerant merchants. The Commissioner and County staff have reviewed the license ordinance of neighboring jurisdictions and have determined that a reduction in the County's license tax for these activities would be appropriate. In addition, a reduction in the County's license tax would promote consistency in treatment for these businesses in the Roanoke Valley. County staff has also determined that additional amendments to the County's zoning ordinance and other regulatory codes may be required to apply to food trucks. Staff is researching these alternatives and will recommend additional amendments to the Board in the near future. Page 1 of 2 FISCAL IMPACT: Unknown as this time. The number of licenses issued to peddlers and itinerant merchants in Roanoke County is minimal. Only three (3) such licenses have been issued so far in 2015. It is anticipated that the increase in meal's tax revenue will offset any loss of revenue resulting from this proposed reduction in license fee. STAFF RECOMMENDATION: Approve the adoption of the proposed ordinance at first reading and schedule a second reading and public hearing for October 27, 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, OCTOBER 13, 2015 ORDINANCE AMENDING SECTION 10-45 "PEDDLER AND ITINERANT MERCHANTS" OF CHAPTER 10 "LICENSES" OF THE ROANOKE COUNTY CODE BY REDUCING THE LICENSE TAX FOR THIS CATEGORY OF PERSONS AND BUSINESSES WHEREAS, the Board of Supervisors of Roanoke County finds that reducing the business license tax for a growing and new classification of businesses known as food trucks, which are currently classified as "peddlers and itinerant merchants", would promote economic development in Roanoke County; and WHEREAS, reducing the business license for this classification of businesses would encourage the entrepreneurial development of small businesses in Roanoke County; and WHEREAS, reducing this license tax from a maximum of $500 in any one (L1 year to a maximum of fifty dollars 1$501 in any one Ll year would be consistent with a neighboring jurisdiction. WHEREAS, the first reading of this ordinance was held on October 13, 20151 and the second reading and public hearing was held on October 27, 2015. NOW THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as follows: 1. That Section 10-45. — Peddler and itinerant merchants of Article III. — Special License Provisions of Chapter 10 — Licenses be amended to read and provide as follows: Sec. 10-45. - Peddler and itinerant merchants. Page 1 of 2 (a) Any person who shall carry from place to place any goods, wares, or merchandise and offer to sell or barter the same, or actually sell or barter the same, shall be deemed to be a peddler. Peddlers of family supplies of a perishable nature and peddlers of ice, wood, or coal shall pay for the privilege of engaging in such business a license tax of fifty dollars ($50.00) per year FRE)R+"�A_t+e.P t#ereef, f9r rh "tee GGYGRty fiV8 i-lr_ll.Aro earGh yehinle Pet te'—exreed five "i iPdrPP1 crnaTc—rnT� Tv�—rtcrnurccr dellars ($500.00) . Peddlers of general merchandise shall pay for the privilege of engaging in such business a license tax of two hundred fifty dollars ($250.00) per month, or fraction thereof, per vehicle and not to exceed five hundred dollars ($500.00) in any one year. (b) An itinerant merchant is any person who engages in, does or transacts any temporary or transient business in the county and who, for the purpose of carrying on such business, occupies any location for a period of less than one year. Any itinerant merchant of family supplies of a perishable nature and of ice, wood, or coal shall pay for the privilege of engaging in such business a license tax of t.AVA "- r,rrrori fifty dollars ($250-00 50.00) per year meRth, er frar--tieRhereef,and- RE)t tGexGGacfig-hzpdred . Itinerant merchants of general merchandise shall pay for the privilege of engaging in such business an annual license tax in the amount of five hundred dollars ($500.00). (c) For purposes of this section, "family supplies of a perishable nature" shall include meals from food trucks, meats, milk, butter, eggs, poultry, game, vegetables, fruits, flowers, plants, seafood, sandwiches, or other farm products. All other products— except ice, wood, or charcoal—shall be considered "general merchandise." Prior to the issuance of any business license to a peddler or itinerant merchant of family supplies of a perishable nature, the applicant shall provide proof of any required permit or license from the Health Department. (d) This section shall not apply to those who sell or offer for sale in person or by their employees ice, wood, charcoal, or family supplies of a perishable nature grown or produced by them and not purchased by them for sale. Anyone exempt under this paragraph must provide proof of such exemption upon request. 2. That this ordinance shall be in full force and effect from and after its adoption. Page 2 of 2 ACTION NO. ITEM NO. G-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Ordinance authorizing the lease of space in the Vinton Library to Natures Cool Coffee d/b/a Land of a Thousand Hills Coffee Company for the operation of a coffee shop SUBMITTED BY: Richard Caywood Assistant County Administrator APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Approval of this ordinance would authorize execution of a lease for a coffee shop at the Vinton library. Key terms of the lease are as follows: 1. Five (5) year initial term 2. Two (2) three (3) year renewals are possible through mutual agreement 3. Rent is five percent (5%) of gross receipts with the first six (6) months' rent abated to help offset startup costs 4. Street oriented vending is permitted from the parking lot (with appropriate permission from the town of Vinton) to allow the coffee shop to sell during town festivals The selection of the vendor was made through an open, competitive process. The vendor currently operates a storefront coffee shop at the Daleville Town Center in Botetourt County. Page 1 of 2 The first reading of this ordinance was held on September 22, 2015. FISCAL IMPACT: This action has no fiscal impact other than the receipt of rental income. The County has an existing coffee shop lease at the South County Library. For fiscal year 2014 the County received $3,494.61 in rent. For fiscal year 2015, the County received $5,649.94. STAFF RECOMMENDATION: Staff recommends approval of this action. 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, OCTOBER 13, 2015 ORDINANCE AUTHORIZING THE LEASE OF SPACE IN THE VINTON LIBRARY TO NATURES COOL COFFEE d/b/a LAND OF A THOUSAND HILLS COFFEE COMPANY FOR THE OPEATION OF A COFFEE SHOP WHEREAS, the new Vinton Library is currently being constructed and will include a coffee shop area in the community section of the building consisting of a cafe preparation area, counter area, seating area as well as a drive through window; and WHEREAS, the County has negotiated a lease agreement with Natures Cool Coffee d/b/a Land of a Thousand Hills Coffee Company for the operation of the coffee shop for the initial five (5) year period beginning November 16, 2015, through November 16, 2020, with the option to extend the lease for two (2) additional three (3) year terms, upon the certain terms and conditions, and that the rent for the leased premises will be abated for the first six (6) months of the lease and begin for the seventh (7) month and will be based on five (5) percent of the gross monthly sales; the rent schedule for any renewals are subject to change and mutual agreement; and BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading concerning the disposition of the herein -described real estate was held on September 22, 2015; the second reading and public hearing was held on October 13, 2015; and Page 1 of 2 2. That the property to be leased consists of two hundred and fifty-five (255) square feet located on the mezzanine of the Vinton Library, as shown on the attached Exhibit "A"; and 3. That it is in the County's best interests to lease this property to Nature's Cool Coffee d/b/a Land of a Thousand Hills Coffee Company for the operation of a coffee shop area in the Vinton Library. 4. That the County Administrator, or his designee, is authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish this transaction, all of which shall be upon a form approved by the County Attorney. Page 2 of 2 LEASE AGREEMENT BETWEEN THE COUNTY OF ROANOKE AND NATURE'S COOL COFFEE d/b/a LAND OF A THOUSAND HILLS COFFEE COMPANY LEASE AGREEMENT THIS LEASE AGREEMENT, made and entered into this day of , 2015, by and between the COUNTY OF ROANOKE, VIRGINIA, a political subdivision of the Commonwealth of Virginia ("County"), and NATURE'S COOL COFFEE d/b/a LAND OF A THOUSAND HILLS COFFEE COMPANY ("Tenant"); and WHEREAS, the County owns certain property located at 300 Pollard Avenue, Vinton, Virginia 24179 commonly referred to as the Vinton Library; and WHEREAS, the County desires to lease space for a coffee shop, to serve its citizens and the public at large, located within the Library and has negotiated a lease with the Tenant. NOW THEREFORE, IN CONSIDERATION of the recitals and mutual covenants contained herein, the parties hereto agree as follows: 1. Leased Premises. The County hereby leases to Tenant, subject to and upon the terms and conditions hereinafter set forth, those certain premises on the 1St Floor of the Vinton Library consisting of two hundred and fifty-five (255) square feet for a coffee shop, in those rooms designated as 205(A) and 205(B), being for joint use shown on the attached drawing and/or sketch made a part of the Lease Agreement as "Exhibit A." 2. County's Warranties. County represents and warrants that County is the sole owner in fee simple of the Leased Premises and has full right and power to grant the estate demised and to execute and perform this Lease. Page 1 of 19 3. Term of Lease. Tenant shall have and hold the Leased Premises for a term of five (5) years with two additional three (3) year terms, which additional terms subject to mutual agreement. The original five year term shall begin on November 16, 2015, and expire on November 15, 2020. Tenant shall have the right to renew for the additional terms by providing written notice to the County no later than ninety (90) days before the expiration of the initial term, or the first of the two additional terms. The County and Tenant shall then agree to mutually acceptable terms before sixty (60) days of the current expiration date with a resulting negotiated Agreement of Terms. If no acceptable Agreement of Terms is reached between the parties, then the expiration date is final. 4. County's and Tenant's Representations. (A) County shall provide the space identified in Exhibit A constructed for Tenant's purposes. The extent of the construction shall be outlined in "Exhibit B." "Exhibit B" shall be an "as built" drawing/sketch showing the specific condition at which the space shall be turned over to the Tenant for lease. "Exhibit C" shall be a list of equipment which shall be purchased by County but provided for exclusive use, maintenance, repair, and upkeep by Tenant. If equipment necessitates replacement during the life of the Lease, then County may require Tenant to contribute to up to half of the replacement cost. The items in "Exhibit C" shall remain with the County upon the final expiration of a term. Page 2 of 19 (B) Tenant shall be responsible for obtaining any and all necessary permits to operate the coffee shop. These permits shall include any permits required by the health department or other related permits to operating a food service business. (C) County hereby agrees to make all structural repairs to the Leased Premises as necessary. Structural repairs are defined as repairs which include but are not limited to repairs to the roof, electrical wiring, heating and air conditioning systems, water, water pipes, toilet, gas, plumbing, other electrical fixtures and the exterior and interior walls. The County further agrees to maintain at its expense all exterior areas including parking areas, driveways, pavement and sidewalks, including the provision of exterior lighting, grass cutting and trimming and timely snow and ice removal. (D) Tenant, at its sole cost and expense, notwithstanding County's obligation for structural repairs, shall keep and maintain the Leased Premises in good repair, condition and appearance during the term of this Lease, ordinary wear and tear excepted, and not operate any part of the Leased Premises in a negligent manner. Tenant acknowledges and agrees to make any and all non-structural repairs to the Leased Premises and its personal property at its sole expense; provided that Tenant shall make all non-structural changes of every kind or nature which may be required to be made for any reason in connection with Tenant's use of the Leased Page 3 of 19 Premises, only after Tenant received written approval by County if such changes might cause a disruption to the library setting. (E) Tenant shall not make any material alterations of, additions to or changes in the Leased Premises or equipment without the prior written approval of County, which approval shall not be unreasonably withheld. (F) County shall furnish electricity, plumbing, water, sewer, fire suppression, heating, and air conditioning services for the Leased Premises as those services are supplied to areas of the building. The County represents that such services shall comply with all applicable laws and regulations. Tenant hereby agrees to provide its own janitorial services and those services required to maintain its own personal property, at its sole expense. However, unless due to the negligence of the County, its agents, representatives or employees, Tenant agrees that County shall not be liable to Tenant for any damage to Tenant or Tenant's business resulting in whole or in part from any lack of utilities. The County will provide one yard dumpster and it is expected that it will be either emptied or replaced one time each week. In the event Tenant's usage requires additional dumpster services, Tenant will pay its pro -rata share of the additional charges caused by its portion of its additional usage. Tenant shall promptly notify the County in writing of any repairs it believes need to be made to the Leased Premises, and the County shall make repairs to the Leased Premises as it deems necessary. Page 4 of 19 (G) Tenant shall be solely responsible for and pay all telephone, data, other communications lines and wireless communications equipment and services which may be desired by Tenant. Specific plans for the installation or repair of any wireless service, computer service and telephone service, including wiring, which might affect the Vinton Library's structure, electrical wiring or systems, or computer or wireless systems, must be approved by the County prior to said installation or repair. Such installations and any subsequent repairs shall be at Tenant's sole cost and expense. (H)Tenant agrees that all signage shall be approved by County at County's sole and exclusive discretion. All permanent alterations, changes and improvements to the structure made by County shall become the property of the County. Nothing contained in this paragraph shall be construed as requiring County to make any repairs or replacements, including to equipment, except structural repairs, as specified above. (1) Tenant agrees to conduct itself, at all times, in a first-class, professional, and businesslike manner, with integrity consistent with reputable business standards and practices, to provide prompt, efficient, and courteous services to customers of the Leased Premises, and to ensure that the behavior of its employees is consistent with promoting a high reputation and positive image of the County of Roanoke. (J) Tenant agrees to operate and maintain the Leased Premises in a clean and sanitary manner at all times. Page 5 of 19 (K) County agrees that Tenant will be allowed to change the locks to Leased Premises, provided that Tenant shall provide County a set of keys to the Leased Premises. Tenant further agrees to inform County in each instance when there is a turnover in management, and to provide a current list of the names and addresses of management personnel in each instance of turnover. Prior to beginning work at the Leased Premises, a criminal history search will be conducted for all Tenants' employees, either performed by the County or Tenant but paid for by Tenant. If the County believes an employee of Tenant demonstrates inappropriate behavior at the Leased Premises, the County may request of Tenant that the employee no longer work at the Leased Premises, and such request will not be unreasonably denied. (L) Tenant agrees to operate its business during regular library hours and/or by mutual agreement, as needed for hours of special events at the library. Tenant and County acknowledge that the mutual agreement may contain hours earlier than the library hours. Tenant may not close its business any day of the year except those days the building is not open, without approval from the County Library Director which approval shall not be unreasonably withheld. (M) Tenant may provide catering to any event in the library. Tenant may provide the County Library with catering information to be relayed to persons using the library facilities. Page 6 of 19 5. Rent. ***Rent shall be abated for the first six (6) months of the initial term, which does not include additional terms.*** Tenant shall pay rent to the County for the use of the Leased Premises based on gross monthly sales as follows: five percent (5%) of gross sales, calculated monthly. The gross sales shall include all catering done on Library property, as well as the sales of the coffee shop. The rent schedule shall be for the initial term, only and shall be renegotiated by mutual agreement for the two additional terms. Payment for each month based upon sales of that month must be remitted, no later than the 15th of the following month. The rent check and monthly gross sales data should be remitted to the attention and address in the Notices section of this Lease Agreement and made out to the Roanoke County Treasurer. No bills will be sent to Tenant. In the event the check is not received by the 25th of the month, a five percent (5%) late payment fee will be added to the amount of the rent due that month. 6. Security Deposit. The Tenant shall pay to County one thousand dollars ($1,000) as a Deposit. Unless offset for charges due under this Lease Agreement by the agreement of the parties, the security deposit will be returned to Mill Mountain within fourteen (14) business days following the termination of the Lease Agreement. 7. Use of Premises. (a)Tenant hereby agrees that the Leased Premises will be used by its employees and the general public for the purpose of providing meals, beverages, snacks and branded merchandise. The Leased Premises Page 7 of 19 shall not be put to any other use without the prior written consent of the County. (b)Tenant and the County agree that, except for Vinton County Library information and information from Tenant relating to its business, no notices or advertising of any type, such as might be portrayed on posters, handbills, flyers and business cards, is permitted to be posted, affixed or displayed in and around the Leased Premises. Tenant and the County agree that except for personal players used by the public with headphones or earbuds and heard only by the user, no music is permitted on and around the Leased Premises. (c) CAFE and PATIO SPACE: Tenant and Tenant's customers have the non- exclusive use of the Cafe area and the Patio area (as shown on "Exhibit A") Any litter or other associated evidence of use by the Tenant or its customers is the responsibility of the Tenant to control and remove. Tenant has an affirmative and continuous duty to clean such usage throughout the day. Any dispute regarding this usage should be brought to Landlord's attention immediately for resolution. 8. Inspection. Tenant shall permit County or its authorized agents to enter the Leased Premises for the purpose of inspection at any reasonable time or times and upon reasonable notice during the term of this Lease provided, however, that such inspections shall not unreasonably interfere with Tenant's use and occupancy of the Leased Premises. Page 8 of 19 9. Indemnification. Unless due in party by an act or omission of the County, its officers, employees, agents, volunteers or representatives, or patrons of the Vinton Library, Tenant agrees and binds itself and its successors and assigns to indemnify, keep and hold the County and its officers, employees, agents, volunteers and representatives free and harmless from any liability on account of any injury or damage of any typed to any person or property growing out of or directly or indirectly resulting from any negligent or intentional act or omission of Tenant including: (a) Tenant's use of the Leased Premises; (b) the exercise of any right or privilege granted by or under this Lease Agreement; or (c) the failure, refusal or neglect of Tenant to perform any duty imposed upon or assumed by Tenant by or under this Lease Agreement or by applicable law. In the event that any suit or proceeding shall be brought against the County or any of its officers, employees, agents, volunteers or representatives at law or in equity, either independently or jointly with Tenant on account of such indemnification, Tenant, upon notice giving to it by the County or any of its officers, employees, agents, volunteers or representatives, will pay all costs of defending the County or any of its officers, employees, agents, volunteers or representatives in any such action or other proceeding. In the event of any final judgment being awarded against the County or any or its officers, employees, agents, volunteers or representatives, either independently or jointly with Tenant, then Tenant will pay such judgment in full or will comply with such decree, pay all costs and Page 9 of 19 expenses of whatsoever nature and hold the County or any of its officers, employees, agents, volunteers or representatives harmless there from. 10. Insurance. Tenant shall, at its sole expense, obtain and maintain during the life of this Lease Agreement, the insurance policies required by this Section. Any required insurance policies shall be effective prior to the beginning date of this Lease Agreement. The following policies and overages are required: (a) Commercial General Liability. Commercial General Liability Insurance, written on an occurrence basis, including products/completed operations overage and fire damage legal liability coverage, shall insure against all claims, loss, cost, damage, expense or liability from loss of life or damage or injury to persons or property arising out of the Tenant's actions under this Lease Agreement. The minimum limits of liability for this coverage shall be $1,000,000 combined single limit for any one occurrence. Contractual Liability. Broad form Contractual Liability insurance shall include the indemnification obligation set forth in Section 9 of this Lease Agreement. (c) Tenant's Insurance. Tenant shall, at its sole cost and expense, obtain and maintain during the life of this Lease Agreement a property insurance policy written on an "all risk" basis insuring all of tenant's personal property, including, but not limited to, equipment, furniture, fixtures, furnishings, and leasehold improvements which are Tenant's responsibility, for not less than full replacement cost of such property. Page 10 of 19 All proceeds of such insurance shall be used to repair or replace Tenant's property. Workers' Compensation. Workers' Compensation insurance covering Tenant's statutory obligation under the laws of the Commonwealth of Virginia and Employer's Liability insurance shall be maintained for all its employees engaged in work on the Leased Premises. Minimum limits of liability for Employer's Liability shall be $100,000 bodily injury by disease (policy limit); and $100,000 bodily injury by disease (each employee). With respect to Workers' Compensation coverage, the Tenant's insurance company shall waive rights of subrogation against the County, its officers, employees, agents, volunteers and representatives. The insurance overages and amounts set forth in subsections (a), (b), (c) and (d) of this Section may be met by an umbrella liability policy following the form of the underlying primary coverage. Should an umbrella liability insurance coverage policy be used, such overage shall be accompanied by a certificate of endorsement stating that it applies to the specific policy numbers indicated for the insurance providing the overages required by subsection (a), (b), (c) and (d), and it is further agreed that such statement shall be made a part of the certificate of insurance furnished by Tenant to the County. All insurance shall meet the following requirements: Page 11 of 19 (a) Tenant shall furnish the County a certificate or certificates of insurance showing the type, amount, effective dates and date of expiration of the policies. Certificates of insurance shall include any insurance deductibles. (b) The required certificate or certificates of insurance shall include substantially the following statement: "The insurance covered by this certificate shall not be canceled or materially altered, except after thirty (30) days written notice has been received by the Risk Management Officer for the County of Roanoke." (c) The required certificate or certificates of insurance shall name the County of Roanoke, its officers, employees, agents, volunteers and representatives as additional insureds. (d) Where waiver of subrogation is required with respect to any policy of insurance required under this Section, such waiver shall be specified on the certificate of insurance. (e) Insurance coverage shall be in a form and with an insurance company approved by the County which approval shall not be unreasonably withheld. Any insurance company providing coverage under this Lease Agreement shall be authorized to do business in the Commonwealth of Virginia. 11. Destruction of Premises. (A) Tenant shall be responsible for insuring all Personal property, equipment, and trade fixtures, and Tenant shall hold County harmless for said items, if destroyed or damage by fire or Page 12 of 19 otherwise. (B) If the Leased Premises are damaged or destroyed in whole or in part by fire or other casualty and the same can be repaired or restored within one hundred twenty (120) days from the date of the damage, County shall repair the Leased Premises within the said period and no rent shall be due until repaired and certified for occupancy. (C) In the event the Leased Premises are damaged and destroyed and cannot be repaired or restored within one hundred twenty (120) days from the date of the damage, either County or Tenant may terminate this Lease by giving written notice to the other within thirty (30) days after the damage occurs, in which event this Lease shall terminate, and rent shall abate in total from the date of such damage or destruction. If neither party elects to terminate this Lease, County shall proceed with due diligence to repair and restore the Leased Premises and the rent shall abate in proportion to the extent Tenant is unable to conduct its business in a normal manner from the date of such damage or destruction. 12. Assignment. Tenant shall not assign or transfer this Lease in whole or in part, sublet or license the Leased Premises or any part thereof without the prior written consent of the County, which consent shall not be unreasonably withheld. Unless otherwise agreed to by the County, if consent to assign or sublease is given, no such assignment or sublease shall in any way release or relieve Tenant from any of its covenants or undertakings contained in this Lease, and Tenant shall remain liable on this Lease during the term thereof. Page 13 of 19 13. Default. It is understood and agreed by and between the County and the Tenant that in the event of breach by County or Tenant of any of the covenants and agreements herein contained, the aggrieved [arty may serve a written thirty (30) day notice of default, specifying such default, on the breaching party. If such default is not remedied within said thirty (30) days, this Lease Agreement shall automatically end and expire; provided, however, if the default involves the failure of County to perform its maintenance obligations under Paragraph 4 and the failure impairs Tenants business operations, County shall have a reasonable period of time to cure not to exceed forty-five (45) days. In the event rent is not paid according to the terms of this lease, County reserves the right to have this tenancy expire at its option, unless County gives Tenant additional time to pay the rent. In the event County terminates this lease, County shall have the right to immediately reenter and take back the Leased Premises without resort to any legal proceedings. 14. Taxes and Assessments. Tenant agrees that it will be responsible for the payment of any leasehold taxes or other legal taxes, charges or assessments imposed by virtue of its occupancy of the Leased Premises. Tenant agrees to pay all applicable local taxes, including but not limited to meals tax, sales tax, business license tax, and business personal property taxes. 15. Compliance with Laws and Food Safety Practices. Tenant agrees to conform to and not to violate the U.S. Food and Drug Administration (FDA) Food Code, the Americans with Disabilities Act (ADA), in addition to all other Page 14 of 19 applicable laws, ordinances, rules, regulations, and requirements of federal, state, county, municipal, or other governmental authorities and the various departments thereof now existing or hereinafter created affecting Tenant's use and occupancy of the Leased Premises. Tenant specifically agrees to comply with all laws relevant to food safety practices that are standard in the restaurant industry and to adhere to proper food preparation, storage, and disposal practices. Tenant shall regularly inspect its inventory and promptly dispose of and not sell or use any products that have expired or whose sell by date has passed. In the event that Tenant breaches this duty, or such breach is not cured within twenty-four hours after Tenant receives notice of such breach, or if Tenant receives more than five (5) violations from the Virginia Department of Health within six months County reserves the right to terminate this lease agreement without incurring any liability to Tenant. 16. Tenant's Obligation to Quit Premises. Tenant shall, upon the expiration or termination of this Lease, peaceably quit and deliver to County possession of the Leased Premises in the same condition as the date of commencement, normal wear and tear and damage caused by fire, or natural disaster excepted, and shall promptly clean up and remove all its personal property and non -fixture items on the Leased Premises. 17. Fixtures. (A) All fixtures, equipment, improvements, and appurtenances permanently vacated to or built into the Leased Premises, whether or not by or at the expense of Tenant, and any personal property of the County or Page 15 of 19 installed by the County in the Leased Premises shall be and remain a part of the Leased Premises and shall be deemed property of the County and shall not be removed by Tenant. (B) All moveable partitions, furnishings, furniture, machinery and equipment, communications equipment, and other personal property located in the Leased Premises and acquired by or for the account of Tenant without expenses to County may be removed by Tenant at any time during the term hereof, provided that Tenant shall repair any damage to the Leased Premises resulting from such removal to the reasonable satisfaction of the County. 18. Peaceful Enjoyment. County covenants and agrees that it and so long as Tenant shall pay the rent called for under this Lease as the same shall become due and shall keep all the covenants and agreements required by it to be kept during the Lease and shall perform all its other obligations hereunder, Tenant shall have the peaceful and quiet occupation and enjoyment of the Leased Premises. 19. Notices. Notices given under the terms of this Lease shall be deemed property served if such notice is mailed by Certified United States Mail, Return Receipt Requested; if to County addressed to the Purchasing Manager, County of Roanoke, P.O. Box 29800, Roanoke, Virginia 24018 and if to Tenant addressed to 90 Towncenter Street, Suite 106; Daleville, VA 24085. Notice mailed in accordance with the provisions hereto shall be deemed to have been given as of the date of receipt or the third business day following the date of such mailing, whichever date is earlier. Page 16 of 19 20. Covenants and Conditions. Each provision of this Lease shall be deemed to be both a covenant and a condition running with the land unless otherwise provided. 21. Conveyances. If County sells, conveys or passes title to the Leased Premises, the Tenant shall be bound by the terms and conditions herein to the new owner of the Leased Premises and the new owner shall take title subject to this leasehold interest. In the event of any such sale or conveyance, Tenant shall have the right to terminate this Lease as of the closing date or at any time within thirty calendar days following such sale or conveyance. 22. Severability. If any clause or provision of this Lease is or becomes illegal or unenforceable because of present or future laws or rules or regulations of any governmental body or entity, effective during the term of this Lease, the intention of the parties hereto is that the remaining parts of this Lease shall not be affected thereby unless such clause or provision is, in the reasonable determination of both Tenant and County, essential and marital to their respective rights, in which event either party shall have the right to terminate this Lease upon thirty (30) days written notice to the other party. 23. Non -waiver. Both parties agree that the other party's waiver or failure to enforce or require performance of any term or condition of the Lease Agreement or any waiver of any particular breach of the Lease Agreement extends to that instance only. Such waiver or failure is not and shall not be a waiver of any of the terms or conditions of the Lease Agreement or a waiver Page 17 of 19 of any breaches of that agreement and does not bar either party from requiring the other party to comply with all the terms and conditions of the Lease Agreement and does not bar the Assertion of any and all rights and remedies under the Lease Agreement or by law. 24. Successors and Assigns. This Lease Agreement shall be binding upon the parties and their successors and assigns. 25. Governing Law. This Lease Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia. 26. No Broker. The parties covenant that this Lease Agreement was directly negotiated between them and no broker was involved in bringing about this Agreement. No claim of a broker's fee shall be made against either party. 27. Completeness of Agreement. This document, together with Exhibit A, B. and C, constitutes the entire agreement between the parties and supersedes any prior understanding or written or oral agreements between the parties respecting the within subject matter. No changes or modifications of any of the covenants, terms or conditions hereof shall be valid unless in writing and signed by authorized officers of the parties hereto. IN WITNESS WHEREOF, the parties hereto have affixed their signatures the day and year first above written. Page 18 of 19 ATTEST: Chief Deputy Clerk ATTEST: ATTEST: Approved as to Form: COUNTY OF ROANOKE, VIRGINIA LIZ Thomas C. Gates County Administrator Gregory Felts President and Co -Owner Nature's Cool Coffee, Inc. d/b/a Land of a Thousand Hills Coffee Company Tenant :0 Page 19 of 19 Penny P. Felts Co-owner/officer Nature's Cool Coffee, Inc. d/b/a Land of a Thousand Hills Coffee Company k 4� I ' N 9! ACTION NO. ITEM NO. G-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Ordinance authorizing the purchase of approximately five point two five (5.25) acres of real estate (Tax Map No. 080.00-05- 19.00-0000) located at the corner of Rutrough Road and Chestnut Ridge Road from Timothy and Sean Martin for public use as a recreational amenity in the Vinton Magisterial District for $159,900 and reallocate funds from the Parks, Recreation and Tourism Reserve Account for such purpose SUBMITTED BY: Doug Blount Director of Parks, Recreation and Tourism APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The County of Roanoke has negotiated a contract to acquire approximately five point two five (5.25) acres from Timothy and Sean Martin for $154,900. The parcel (Tax Map No. 080.00-05-19.00-0000) is located in the Vinton Magisterial District and lies adjacent to the Rutrough Road (State Route 618) and Chestnut Ridge Rd (private road) at the service entrance of Explore Park. County staff recently became aware of a property for sale, which lies adjacent to the service road entrance to Explore Park. The property is currently owned by Timothy and Sean Martin who advertised the sale of the property in June of 2015 through Anglin Realty. The listing price is $162,900, which is equivalent to the Roanoke County assessment value. The land is in good condition with an extensive tree canopy and a small pond. The dwelling on the property was built in 1954 and will need a few repairs but could be used for park operations. Benefits to Explore Park and Roanoke County's park system in general include: a. Additional acreage to the existing four hundred (400) -acre track at Explore Park. Page 1 of 2 b. Topography, which can be used for a variety of recreational amenities such as camping, camps, retail operations, etc. as well as additional open space for parking, trails, picnicking and passive recreation functions. All of these park needs/desires will be evaluated in the master plan for Explore Park. c. Additional development value to the main four hundred (400) -acre track (i.e., upgrading Chestnut Ridge Road to a public road). d. Creation of a buffer between the area residents and the park. Acquisition of this property will provide flexibility in the master planning of the existing eleven hundred (1,100) acres as well increase the park buffer with the residents in the community. FISCAL IMPACT The purchase price of the property is $154,900. In addition, staff will need approximately $5,000 for the Phase I environmental assessment, boundarysurvey, title examination, title insurance and recordation expenses. The sum of $159,900 is available in the Parks, Recreation and Tourism department reserve account and will be reallocated for such purpose In accordance with the Contract, the sale of the property is contingent upon a boundary survey, title examination, and environmental assessment. Each of these items is currently being performed, and staff anticipates the receipt of these reports for presentation to the Board at the second reading on October 13, 2015. If unsatisfactory reports are received, the County may elect to terminate this contact upon written notice to the seller. ALTERNATIVES 1. Approve ordinance to purchase approximately five point two five (5.25) acres at 3906 Rutrough Road from Timothy and Sean Martin and reallocate $159,900 for this purpose. 2. Do not approve the ordinance for the land purchase. STAFF RECOMMENDATION: Staff recommends Alternative 1 to approve the attached ordinance authorizing the purchase of approximately 5.25 acres of real estate (Tax Map No. 080.00-05-19.00-0000) from Timothy and Sean Martin for recreational purposes. ATTACHMENTS 1. Property Map Oblique 2. Tax Summary for Parcel No. 080.00-05-19.00-0000 Page 2 of 2 0 ct U 0 O O a O —_ O y O V L CL o — 0 0 O O co O i O CL LO N co M 7 z c 7 O 0 0 a A N Q O aL 3 O J f4 7 C O E 0 C t/1 d ca co N CL 0 a c i 7 A lim O 0 N O N co O � V �a �i w LO 0 T- N O N ui L m L a C J N N E N CL L- CL .mss F'� I N yyA 4 dIp ] J N V mil0 s� II n u❑ N4 E❑ �J ] ❑J Nm� a n N N a n cl m o Na y 4 M cl ❑ cl n e m m N N N m AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, OCTOBER 13, 2015 ORDINANCE TO APPROVE THE PURCHASE OF FIVE POINT TWO FIVE (5.25) ACRES OF REAL ESTATE (TAX MAP NO. 080.00-05-19.00- 0000) FOR PUBLIC USE AS A RECREATIONAL AMENITY, VINTON MAGISTERIAL DISTRICT WHEREAS, Timothy and Sean Martin (the "Owners") are the owners of a five point two five (5.25) acre parcel located at the corner of Rutrough Road and Chestnut Ridge Road in the Vinton Magisterial District ; and WHEREAS, the Board of Supervisors of Roanoke County has determined that it is in the public interest to acquire this property for public use as a recreational amenity; and WHEREAS, the Board of Supervisors and the Owners negotiated a contract with a contract price of $154,900, with funds from the Parks, Recreation and Tourism Reserve account; and WHEREAS, the contract provided the County with a three (3) month due diligence period for examination of title, environmental and survey, which have now been completed to the satisfaction of the County ; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition and conveyance of real estate interests be accomplished by ordinance; the first reading of this ordinance to be held on September 22, 2015; and the second reading and public hearing to be held on October 13, 2015. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 1 of 2 1. That the acquisition of the five point two five (5.25) acre parcel of real estate located on the Vinton Magisterial District (Tax Map No. 080.00-05-19.00- 0000) is hereby authorized and approved at the purchase price of $ 154,900. 2. That the expenditure of funds for Phase I environmental assessment, boundary survey, title examination, title insurance and recordation expenses. totaling $5,000 is hereby authorized and approved. 3. That funds are available in the adopted budgets of the Parks, Recreation and Tourism Reserve Account to pay the costs of this acquisition. 4. That the County Administrator or Assistant County Administrator are hereby authorized to execute such documents and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this real estate, all of which shall be approved as to form by the County Attorney. Page 2 of 2 CONTRACT THIS CONTRACT of sale made and entered into this day of 2015, by and between, Timothy J. Martin, and Sean A. Martin, parties of the first part, (hereinafter referred to as "Sellers'), and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, party of the second part (hereinafter referred to as 'Buyer"). WITNESSETH That for and in consideration of the premises and the mutual covenants contained herein, the parties hereby agree as follows: PROPERTY The Sellers agrees to sell and the Buyer agrees to buy that certain lot, tract, or parcel of land, with all improvements thereon and appurtenances thereunto belonging, located in the Vinton Magisterial District of Roanoke County, Virginia, containing 5.2 acres, more or less, and designated as 3906 Rutrough Road, as shown on the attached Exhibit "A" incorporated herein by reference, said parcel being further designated upon the Roanoke County Land Records as Tax Map No. 080.00-05-19.00-0000 (the "Property"). PURCHASE PRICE The purchase price for the property is one hundred fifty-four thousand, nine hundred dollars ($154,900), which is payable to Sellers as follows: (a) fifteen thousand, four hundred ninety dollars ($15,490) deposit paid to Sellers or Sellers' agent upon the execution of this Contract. The Deposit shall be applied at settlement to the purchase price or settlement costs. (b) The balance of the purchase price shall be paid to Sellers at settlement. SETTLEMENT Settlement shall be made at the office of the Roanoke County Attorney, or at such other place as may be designated by the Buyer, within thirty (30) days of all contingencies in the contract being fulfilled, including, without limitation, the examination of title, acquisition of necessary approvals, corrections by the Sellers of any title defects or objections reported by the title examiner, and preparation of closing documents, but in any event, closing shall be no later than 2015. Formatted: Font: (Default) Arial Formatted: Font: (Default) Anal 1 of 7 Real estate taxes shall be prorated between the Sellers and the Buyer as of the date of actual settlement. The Sellers shall be responsible for payment of the tax imposed pursuant to the provisions of Section 58.1-802 of the Code of Virginia, 1950, as amended, and any other taxes properly payable by the Grantor. Except as otherwise specifically provided herein, all other costs and recordation fees incurred in connection herewith shall be the responsibility of the Buyer, including preparation of the deed for Sellers, but exclusive of Sellers's attorney's fees. TITLE TO PROPERTY Sellers agrees to convey the Property to the Buyer at settlement by a good and sufficient deed with General Warranty and English Covenants of Title, free and clear of all liens, encumbrances, easements, conditions and restrictions which adversely affect marketability of title for the use of the Property as intended, except as otherwise specifically provided herein or as Buyer may, at its option, waive in writing. Sellers represent and warrant that Sellers have no knowledge of any reason or circumstance that would prevent Sellers from conveying such title. Buyer shall be responsible for conducting and paying for such title examination of the title to the Property. Should Sellers be unable or unwilling to remedy any valid title objections reported by the examiner, the Buyer may, at its option, either (i) terminate this contract and recover the deposit, Sellers or (ii) waive the foregoing rights and enforce its rights to purchase the property as provided herein without reduction in the purchase price. SPECIAL CONDITIONS, CONTINGENCIES AND COVENANTS (A) This contract and the terms contained herein are subject to approval by the Board of Supervisors of Roanoke County, Virginia. In the event that this contract is not approved by the Board of Supervisors, Buyer shall promptly provide notice of same to the Sellers, at which time Sellers shall return the Deposit to the Buyer and this contract shall become null and void, and neither party shall have any further rights or obligations in relation thereto. This approval shall be completed by _, 2015 . If such approval is not obtained, then the Sellers agree to fully refund the Buyer the Deposit. (B) From the date of this Agreement through October _, 2015 (the "Due Diligence Period"), Buyer and its duly authorized agents and employees shall be entitled to reasonable access to the Property for the purpose of inspecting the Property and making surveys, examinations, environmental audits and other tests, measurements, soil tests, engineering and other findings, and to otherwise make investigation regarding the zoning and outstanding permits regarding the Property, all to determine if the Property Formatted: Font: (Default) Arial Formatted: Font: (Default) Anal 2of7 is suitable for its intended uses, in the sole discretion of Buyer; provided that such studies do not result in any material damage to the Property. If the Buyer does not acquire the Property, the Buyer agrees to repair any damage arising as a result of its exercise of the right of access granted in this paragraph. Buyer agrees to indemnify and hold the Sellers harmless from any and all liability of any kind or nature whatsoever as a result of the exercise of such right of access, other than as a result of the Sellers' gross negligence or willful misconduct. If, prior to the expiration of the Due Diligence Period, Buyer does not provide written notice to Sellers of any objection to the condition of the Property, Buyer shall be deemed to have waived this paragraph, and shall be obligated to consummate the Settlement. (C) Buyer acknowledges it will have full opportunity to inspect the Property. Accordingly, Buyer agrees to accept title to the Property and all improvements "AS IS", with no warranties, expressed or implied, by Sellers, and Sellers disclaims all other warranties and representations. (D) If at any time during the Due Diligence Period, Buyer determines, in its sole discretion, that the Property is unacceptable for any reason, then Buyer shall notify Sellers immediately of its intent to terminate this Contract and Sellers will have one week from receipt of such notice to return the Deposit and neither party shall have any further rights or obligations hereto. (D) Leases. Sellers warrant that there are no leases with respect to the Property. DEFAULT In the event either party neglects or fails to comply with the provisions and covenants herein, the non -defaulting party shall be at liberty to seek remedy in compensatory damages or specific performance, together with all costs, including reasonable attorney's fees, in the recovery thereof. If Buyer defaults under this Agreement, Buyer shall forfeit and Sellers shall retain the Pepesit__�Deposit. The retention of the Deposit by Sellers shall not preclude Buyer from seeking additional damages from Sellers_ MISCELLANEOUS The Sellers and Buyer acknowledge that Jack Peay, real estate agent was involved in this sale and Timothy and Sean Martin agrees to pay the full commission and hold the other party harmless from any other claims for a commission by reason of any action on their part. This Contract represents the entire agreement between the parties and may not be modified or changed except by written instrument executed by the parties. To the extent any handwritten terms herein conflict with, or are inconsistent with the printed terms hereof, the handwritten terms shall control. No waiver of any breach of covenants or condition herein shall be construed as a waiver of a covenant or condition itself or any subsequent breach thereof. The paragraph headings appearing in this Contract are for purposes of each reference and shall not be considered a part of this Contract or in any way to modify, amend, or affect the provisions hereof. Time is expressly declared to be of the essence in this Contract, unless the parties agree in writing. Sellers warrants to Buyer that it has full capacity, power and authority to enter into and perform this Contract according to its terms. SellersThis Contract shall be binding upon and shall inure to the benefit of the heirs, personal representatives, successors, and assigns of the parties. NOTICES To the Sellers: Roanoke County Board of Supervisors % County Attorney's Office P.O. Box 29800 or 5204 Bernard Drive Roanoke, Virginia 24014 Phone: (540) 772-2007 Fax/ email: (540) 772-2089 rkuhnel@roanokecoun!yva.gov To the Buyer: Timothy J. Martin 3906 Rutrough Rd Roanoke, VA 24014 Fax/ Sean Aubra Martin 4947 Linden Place Pearland TX 77584 Phone: Email: teresa@tcmartin.com With a copy to: Michael S. Whitlow, Esquire Whitlow & Youell, PLC P.O. Box 779 Roanoke, VA 24004 Phone: 540-904-7835 Fax/ email: 1-866-684-7835 / mwhitlow@whitlowyouell.com WITNESS the following signatures and seals: SELLERS: Timothy Martin Sean Martin BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA By Thomas C. Gates County Administrator Formatted: Indent: Left: 0.5" EXHIBIT A Legal Description Formatted: Font: Book Antigua Formatted: Centered ACTION NO. ITEM NO. H.1-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: October 13, 2015 Appointments to Committees, Commissions and Boards Deborah C. Jacks Chief 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. The following one-year appointments expired on August 31, 2015: a) Paul St. Clair, representing the Vinton Magisterial District b) Christina Flippen, representing the Catawba Magisterial District; 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. Economic Development Authority (EDA) (appointed by District) The following four-year terms will expire on September 26, 2015: a) Greg Apostolou, representing the Hollins Magisterial District is eligible for reappointment 4. Parks, Recreation and Tourism Advisory Commission (appointed by District) The following three-year terms expired on June 30, 2015: b) Atul Patel, representing the Windsor Hills Magisterial District has resigned his appointment effective August 27, 2014. c) Max Beyer, representing the Hollins Magisterial District; Mr. Beyer is eligible for reappointment. 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, OCTOBER 13, 2015 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for October 13, 2015, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6 inclusive, as follows: 1. Approval of minutes — August 31, 2015; September 8, 2015 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Billy T. Smith, Police Officer, upon his retirement after fifteen (15) years of service 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Jeannine Blackburn, Self Sufficiency Supervisor, Social Services, upon her retirement after more than fourteen (14) years of service 4. Resolution of appreciation of the Board of Supervisors of Roanoke County to Jerome M. Hoer, Business Ordinance Inspector, after more than thirty-one (31) years of service 5. Confirmation of designation of voting delegate to the Virginia Association of Counties (VACo) conference to be held November 6-10, 2015 6. Request to accept and appropriate grant funds in the amount of $112,500 from the Division of Motor Vehicles to the Roanoke County Police Department Page 1 of 1 ACTION NO. ITEM NO. 1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Billy T. Smith, Police Officer, upon his retirement after fifteen (15) years of service SUBMITTED BY: APPROVED BY: Deborah C. Jacks Chief Deputy Clerk to the Board Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Officer Billy T. Smith retired on September 1, 2015, after fifteen (15) years and one (1) month of service with the Roanoke County Police Department. Officer Smith 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, OCTOBER 13, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO BILLY T. SMITH, POLICE OFFICER, UPON HIS RETIREMENT AFTER MORE THAN FIFTEEN (15) YEARS OF SERVICE WHEREAS, Billy T. Smith was employed by Roanoke County on August 12, 2000, and has served as a Police Officer during his tenure with the Police Department; and WHEREAS, Mr. Smith retired on September 1, 2015, after fifteen (15) years and one (1) month of devoted, faithful and expert service to Roanoke County; and WHEREAS, Office Smith, 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, during Office Smith's time serving the citizens of Roanoke County, has maintained a high degree of proficiency in the area of traffic enforcement and traffic crash investigations. Every year he was a leader in the number of arrests for driving under the influence of alcohol or drugs in Roanoke County, thus making the roads a safer place for citizens to drive upon. For this he received many annual awards from the Mothers Against Drunk Driving organization. WHEREAS, 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 BILLY T. SMITH for more than fifteen (15) 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. 1-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Jeannine Blackburn, Self Sufficiency Supervisor, Social Services, upon her retirement after more than fourteen (14) of service SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Jeannine Blackburn, Self Sufficiency Supervisor, retired on October 1, 2015, afterfourteen (14) years and three (3) months service with the Roanoke County Department of Social Services. Ms. Blackburn 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, OCTOBER 13, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JEANNINE B. BLACKBURN, SELF-SUFFICIENCY SUPERVISOR, UPON HER RETIREMENT AFTER MORE THAN FOURTEEN (14) YEARS OF SERVICE WHEREAS, Jeannine B. Blackburn was employed by Roanoke County on July 9, 2001, and has served as an Employment Services Supervisor and Self-sufficiency Supervisor during her tenure with the Department of Social Services; and WHEREAS, Ms. Blackburn retired on October 1, 2015, afterfourteen (14) years and three (3) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Ms. Blackburn, 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, during Ms. Blackburn's time serving the citizens of Roanoke County, she supervised staff responsible for providing needs assessments, vocational evaluations, counseling services, and employment preparation forthe Virginia Initiative for Employment not Welfare program (VIEW). Ms. Blackburn regularly monitored casework, approved program sanctions and terminations, provided staff development and training while assisting with complex questions and special projects. WHEREAS, Ms. Blackburn demonstrated teamwork to meet the needs of our citizens; including accepting supervision of the Service Intake program where all initial customer contact is made to our office, documenting and communicating to appropriate staff the reports of both child and adult abuse and neglect; administering the Energy Program, serving both the aging and at -risk community population in maintaining heat and Page 1 of 2 air conditioning throughout the year. WHEREAS, Ms. Blackburn served on many committees in her time with Roanoke County, made presentations to promote the overall employment services program and wrote several grants that aided in the employability of many of our citizens. Ms. Blackburn faced many changes throughout the years, each met with determination and commitment. WHEREAS, Ms. Blackburn was an advocate for our citizens and customers, identifying and prioritizing their needs in an effort to target and assuage employment barriers such as childcare and lack of resources. She worked tirelessly during her tenure with Roanoke County ensuring staff provided in-depth support to their clients while building and maintaining relationships with valuable community resources in order to better serve our disadvantaged population. WHEREAS, 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 JEANNINE B. BLACKBURN for more than fourteen (14) 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. 1-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Jerome M. Hoer, Business Ordinance Inspector, after more than thirty-one (31) years of service SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Jerry Hoer, Business Ordinance Inspector, retired on October 1, 2015, after more than thirty-one (31) years of service with the Commissioner of the Revenue's office. Mr. Hoer, has moved from the area and 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, OCTOBER 13, 2015 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JEROME M. HOER, BUSINESS ORDINANCE INSPECTOR, UPON HIS RETIREMENT AFTER MORE THAN THIRTY-ONE (31) YEARS OF SERVICE WHEREAS, Jerome M. Hoer was hired on January 9, 1984, and has served as Tax Clerk I, Tax Clerk II and Business License Ordinance Inspector in the Commissionerof the Revenue's office during his career with Roanoke County; and WHEREAS, Mr. Hoer retired on September 30, 2015 after thirty one (31) years and nine (9) months of devoted, faithful and expert service with the County; and WHEREAS, during his time serving Roanoke County, Mr. Hoer provided on-site assistance in the Town of Vinton for the citizens of Roanoke County and Town of Vinton during the personal property renewal period. During his tenure, Mr. Hoer also served the public at the Department of Motor Vehicles (DMV) office and made many field visits to insure compliance; and WHEREAS, Mr. Hoer has assisted Roanoke County citizens with Personal Property Tax, Business Personal Property Tax and Business License Tax. Mr. Hoer mastered the IRMS AND EESMC DEPARTMENT OF TAXATION software and provided records of Daily Rental Tax, Sales Tax and Schedule C's for auditing purposes; and WHEREAS, on July 1, 2006, Mr. Hoer earned his Master Deputy Certification from the Weldon Cooper Center at UVA, which requires a successful passage of a tested, multi- year course of professional continuing education courses as well as minimum experience levels thereby, ensuring the highest quality of services to our constituencies/stakeholders and the development of strategic relationships to further our organizational goals. Mr. Hoer Page 1 of 2 has attended many regional and state educational seminars and meetings to improve overall performance; and WHEREAS, Mr. Hoer's wealth of accumulated knowledge of opinions rendered by Virginia's Attorney Generals, of Title 58 Code of Virginia and of Federal regulations has aided and assisted many constituents and colleagues across the State of Virginia; and WHEREAS, Mr. Hoer's desire to serve the public was a profound devotion to his family, his faith and the citizens of Roanoke County; and WHEREAS, Mr. Hoer's served honorable and was a true public servant. 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 JEROME M. HOER, Business Ordinance Inspector 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. Page 2 of 2 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 :dI % of General Fund Revenue 11.00% * Balance at October 13, 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 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Unaudited balance at June 30, 2015 Appropriated for 2015-16 Capital budget July 28, 2015 Appropriation to purchase voting machines and equipment Balance at October 13, 2015 ►d� Amount 1,612,726 (907,344) (384,000) $ 321,382 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 $ Appropriated for 2015-16 Capital budget Balance at October 13, 2015 Technoloav Caoital Reserve 2,601,112 (1,583,412) $ 1,017,700 (Projects identified and prioritized by the Technology Governance Committee and approved by the County Administrator.) Unaudited balance at June 30, 2015 $ 314,058 Allocation to Computer Replacement Account (100,000) Balance at October 13, 2015 $ 214,058 Submitted By Approved By Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator Submitted By Approved By RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA From 2015-2016 Original Budget Balance at October 13, 2015 Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator K-3 Amount $ 50,000 $ 50,000 r� 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 October 13, 2015 General Obligation Bonds $ 5,332,236 $ - $ - $ 5,332,236 VPSA School Bonds 104,311,123 7,761,248 96,549,875 State Literary Loans 1,825,775 - 1,825,775 - Lease Revenue Bonds 76,949,408 - 935,286 76,014,122 Capital Lease obligation 741,516 - 741,516 - $ 189,160, 058 $ - $ 11, 263, 825 - $ 177, 896, 233 Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator County of Roanoke, Virginia Funds Invested in the VML / VACO OPEB Pooled Trust Portfolio I Annual Report to the Board of Supervisors Beginning Balance Contributions Investment Income Membership fee Program and bank fees Net unrealized gain (loss) K-5 Prior Fiscal Fiscal Year Ended Cumulative Years June 30, 2015 Total $ 4,125,767.49 $ 4,705,477.64 $ - 3,274,557.00 49,852.00 3,324,409.00 3,981.52 1,874.31 5,855.83 (5,000.00) - (5,000.00) (19,015.26) (6,090.87) (25,106.13) 1,450,954.38 119,049.17 1,570,003.55 $ 4,705,477.64 $ 4,870,162.25 $ 4,870,162.25 The OPEB pooled trust fund is a fund set up to pay for the future liabilities associated with the provision of post-retirement health insurance benefits to retirees. The annual contributions based on an actuarial study that projects future costs associated with current employee data. The latest actuary report projects a trust fund contribution of $177,591 for FY15-16. The above schedule summarizes the funds that are under the responsibility of the Local Finance Board. These funds are invested in the VML /VACO OPEB Investment Pool, Portfolio I, as authorized by the Roanoke County Board of Supervisors. The contributions to the OPEB Trust Fund have generated a gain (net of fees and expenses) of 31.7% since its inception. The Local Finance Board of the County of Roanoke, Virginia has met all of its obligations for FY 2014-15. The Local Finance Board members are Kevin Hutchins, Penny Hodge, Paul Mahoney, and Rebecca Owens. Submitted by: Kevin Hutchins Chairman, Roanoke County Local Finance Board ACTION NO. ITEM M-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 October 13, 2015 Work session to discuss with the Board of Supervisors fiscal year 2016-2017 transportation budget, and applications for Revenue Sharing Program and Transportation Alternatives Program David Holladay Planning Administrator Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The October 13, 2015, work session is the first in a series of discussions with the Board of Supervisors regarding the fiscal 20016-2017 budget. An overview of current transportation projects and funding sources will be presented. Staff will also review proposed applications for Virginia Department of Transportation Revenue Sharing Program and Transportation Alternatives Program funds. 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N lIN IF ' Z � X11 * •— 1• b 1 e1pp�AaN� �� Y � mer Q� p ---Q ED '�, c o — Gs O • 3 � ,c¢° � t � L i tm co +� v d y Z fA d y OIleO UNSAS for 2 IO QQv� � . � i Z.0 X66, �i F C) O 69 649� 0 �0 0 0 N 0 N N LO LO 0 M M 0 O 69 69 U -� c O O 0O O 00 00 co LiUoo-oo O a 69 0 0 N O O 9O69- 0 U 0 0 00 O O 69 b9 O 0 > O O O O O O CO � 0 00 -� LiUoo-oo a WIN Cl) am w F U) X (1)z 0) z 0 FW--cnLU C1 ACTION NO. ITEM NO. M-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 13, 2015 AGENDA ITEM: Work session to discuss with the Board of Supervisors the Virginia Conflict of Interests Act SUBMITTED BY: Paul M. Mahoney County Attorney APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time will be used to discuss the Conflict of Interest Act. The attached PowerPoint presentation will be used. 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ML� 0 cr s 0 LJa � � � v s •- O L L O 0 O A O LO ,,..a _ 64!) - O s L s F co L s O a • � W 0.0 s � � v O.OEM% O L O 0 O A O LO ,,..a _ 64!) - CL O A v s V V }= V• co 0i �0 CL a) Olow +� O � O > � O O Lo y- .- CD 0 z LO T- ■ L(1) > 0 o L .- O � o W% ow a� om ,_ > a O L o� ._ cn0 O � � � o � LM O c� LL LO T- 0 z L L O O _ •> O •- " Oi ■- L V = S ♦, CD V v LM E " � O v •- c� E V L W w F -:g O " v O 0 h 4 • o Lrr- • Q " CZD � LU) Lm o E 0 Ll L O i s o > m L •- �■■� CL >+ O N M o 0o.2 L 1 S a • � L L Lo coy s � o � E '� s E O o— E >,cas O = L � o _ .- ai O ai==wMo O — '- L V ■N O -0 ° L o 0 L 0 E 0 0 m moo L � _ o �s 0. a oc�ca�mo • c� 0 L 0 a 7s y 9 0 L 0 11 11 r M O M N N tr0� L O� a O E � L O E E �L E O � O O L O E 4) 0 E _ L i O O 11 11 r M O M N N tr0� L O� LM O O r a 4- O i N O N O > E > �0cr _ Ecr 0 E m L L O 00 t/� O _ Q M Cl) O 0 O m i M O v Z a O O m Z cn N N N M N AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 13, 2015 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Page 1 of 1