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HomeMy WebLinkAbout1/12/2016 - RegularRoanoke County Board of Supervisors January 12, 2016 NOTE: The Board of Supervisors will hold its annual organizational meeting at 2:00 p.m. in the Board meeting room prior to the regularly scheduled Board meeting. Good afternoon and welcome to our meeting for January 12, 2016. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Our meetings are now closed -captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. ORGANIZATIONAL MEETING (2:00 p.m.) 1. Roll Call 2. Organization of County Board (a) Election of Officers: (1) Chairman (2) Vice Chairman 3. Resolution establishing a meeting schedule for the Board of Supervisors of Roanoke County for calendar year 2016 Page 1 of 6 INVOCATION: Roanoke County Board of Supervisors January 12, 2016 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 2 of 6 Roanoke County Board of Supervisors Agenda January 12, 2016 Good afternoon and welcome to our meeting for January 12, 2016. 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 to Charlotte A. Moore, for her service as a member of the Board of Supervisors from 2007 through 2015 2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Charles I. Poff, for his service as Sheriff from November 1, 2014 through December 31, 2015 3. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Michael J. Warner, Chief Deputy Sheriff, upon his retirement after more than thirty-four (34) years of service 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Philip G. Weddle, Deputy Sheriff -Major (Civil Division), upon his retirement after more than twenty-six (26) years of service Page 3 of 6 5. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Carl L. Booth, Deputy Sheriff -Captain, upon his retirement after more than twenty-nine (29) years of service 6. Resolution of appreciation to P. Jason Peters for his service as Chairman of the Roanoke County Board of Supervisors in 2015 D. BRIEFINGS 1. Briefing to update the Board of Supervisors on the Community Strategic Plan Public Engagement Process and Schedule (Daniel R. O'Donnell, Assistant County Administrator) E. NEW BUSINESS 1. Resolution requesting the United Way of the Roanoke Valley to cease its financial support for Planned Parenthood Health Systems in Roanoke, Virginia (Requested by Supervisor Al Bedrosian) 2. Resolution of the Board of Supervisors of the County of Roanoke, Virginia, urging no action be taken by the General Assembly to diminish mental health services for the most seriously and persistently mentally ill citizens of Southwestern Virginia (Daniel R. O'Donnell, Assistant County Administrator) 3. Resolution accepting the employees of the Roanoke County Sheriff's Office into the pay and classification plan and the personnel system of the County of Roanoke (Ruth Ellen Kuhnel, County Attorney) 4. Request to amend the scope of services for the Professional Engineering Services contract with Whitman, Requardt & Associates to add Construction Management and Project Administration Services for the Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project, Hollins Magisterial (David Henderson, County Engineer) F. FIRST READING OF ORDINANCES 1. Ordinance amending Section 2-114 "Agenda" and Section 2-115 "Rules of Debate" of the Roanoke County Code to provide for the requirement of a "Second" for all motions before debate at the Board of Supervisors Meetings (Requested by Supervisor Joseph P. McNamara) G. APPOINTMENTS 1. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At Large) 2. Clean Valley Council (At Large) Page 4 of 6 3. Economic Development Authority (EDA) (appointed by District) 4. Parks, Recreation and Tourism Advisory Commission (appointed by District) 5. Planning Commission (appointed by District) H. 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. Resolution accepting Flora Farm Drive, Hollins Magisterial District, into the Virginia Department of Transportation Secondary Road System 2. Confirmation of appointment to the Planning Commission (appointed by District) I. CITIZENS' COMMENTS AND COMMUNICATIONS J. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Outstanding Debt 5. Comparative Statement of Budgeted and Actual Revenues as of November 30, 2015 6. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of November 30, 2015 7. Accounts Paid — November 30, 2015 8. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of November 30, 2015 Page 5 of 6 K. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. George B. Assaid 2. Al Bedrosian 3. Martha B. Hooker 4. Joseph P. McNamara 5. P. Jason Peters L. WORK SESSIONS 1. Work session to provide an Explore Park Master Plan update (Doug Blount, Director of Parks, Recreation and Tourism) 2. Work session to discuss with the Board of Supervisors the Children's Services Act (CSA) (Patience O'Brien, Assistant Director of Social Services; Jessica Webb, Children's Services Act (CSA) Coordinator; and Christopher Bever, Director Management and Budget) M. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711.A.1, Personnel, namely discussion concerning appointments to Partnership for a Livable Roanoke Valley, Roanoke Valley - Alleghany Regional Commission (Regional Stormwater Management Committee), Roanoke Valley Transportation Planning Organization, Roanoke Valley -Alleghany Regional Commission, Social Services Board, Total Action Against Poverty (TAP), Virginia Association of Counties, Virginia's First Regional Industrial Facility Authority and Western Virginia Regional Jail Authority 2. Section 2.2-3711.A.5, Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made N. CERTIFICATION RESOLUTION O. ADJOURNMENT Page 6 of 6 ACTION NO. ITEM NO. A-2 (a)(1)(2) AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Election of Officers: SUBMITTED BY: APPROVED BY: (1) Chairman (2) Vice Chairman Deborah C. Jacks Chief Deputy Clerk to the Board Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Each year at the annual organizational meeting of the Board of Supervisors, the Board elects a Chairman and Vice -Chairman. Section 3.08 of the Roanoke County Charter provides as follows: Section 3.08. Chairman and Vice -Chairman. — The Board shall, at its first meeting in January of each year, elect one of its number as Chairman, who shall preside at such meeting and all other meetings during the term for which so elected, if present. The Board also may elect a Vice -Chairman who shall, if so elected, preside at meetings in the absence of the Chairman and may discharge any other duty of the chairman during his absence or disability. The Chairman and Vice -Chairman shall preside for a term of one (1) year. The Chairman and Vice -Chairman may succeed themselves in office. In the case of the absence from any meeting of the Chairman and Vice -Chairman, the members present shall choose one of their number as temporary Chairman. In addition to the compensation provided members of the Board of Supervisors, the Board may by ordinance fix an additional sum to be paid to the Chairman and Vice -Chairman, not to exceed the limit established by general law, without regard to the maximum salary limits. Page 1 of 2 Chairmen and vice-chairmen may be elected to serve for terms corresponding to their terms as supervisors or may be elected for such other period as determined by the governing body. If the board fails to designate a specific term of office for which a chairman or vice-chairman is elected, it shall be presumed that such officers were elected for a term of one (1) year, and shall serve until their successors have been elected and qualify (see Sec. 15.2-1422 of the Code of Virginia). It has been the custom of the Board of Supervisors of Roanoke County to elect these officers for terms of one (1) year as provided in the Charter until the next organizational meeting. Page 2 of 2 ACTION NO. ITEM NO. A-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution establishing a meeting schedule for the Board of Supervisors of Roanoke County for calendar year 2016 SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Board of Supervisors of Roanoke County annually establishes a schedule for its meetings. It has been the custom of this Board to schedule its meetings on the second and fourth Tuesdays of each month. Normally, only one meeting is held in November and December. Staff requests that the meeting schedule be altered and that for 2016, two meetings be held in November and December. This request is being made to accommodate changes in the County's budget calendar. To address potential conflicts with the holiday, the meetings for the month of December would be the first and third Tuesdays. Additionally, staff suggests that due to a reduced number of action items that normally come become before the Board in July and August, the board may wish to consider holding only one meeting during these months. Finally, the Board must schedule an organizational meeting for January 2017. Staff recommends that the Board schedule its organizational meeting for Tuesday, January 10, 2017, at 2:00 p.m. STAFF RECOMMENDATION: It is recommended that the Board favorably consider the adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION ESTABLISHING A MEETING SCHEDULE FOR THE BOARD OF SUPERVISORS OF ROANOKE COUNTY FOR CALENDAR YEAR 2016 BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That for calendar year 2016, the regular meetings of the Board of Supervisors of Roanoke County, Virginia, are set forth below with public hearings scheduled for 7:00 p.m. unless otherwise advertised. Tuesday, January 12, 2016 at 3 pm Tuesday, January 26, 2016 at 3 pm and 7 pm Tuesday, February 9, 2016 at 3 pm Tuesday, February 23, 2016 at 3 pm and 7 pm Tuesday, March 8, 2016 at 3 pm Tuesday, March 22, 2016 at 3 pm and 7 pm Tuesday, April 12, 2016 at 3 pm Tuesday, April 26, 2016 at 3 pm and 7 pm Tuesday, May 10, 2016 at 3 pm Tuesday, May 24, 2016 at 3 pm and 7 pm Tuesday, June 14, 2016 at 3 pm Tuesday, June 28, 2016 at 3 pm and 7 pm Tuesday, July 12, 2016 at 3 pm Tuesday, August 9, 2016 at 3 pm Tuesday, September 13, 2016 at 3 pm Tuesday, September 27, 2016 at 3 pm and 7 pm Page 1 of 2 Tuesday, October 11, 2016 at 3 pm Tuesday, October 25, 2016 at 3 pm and 7 pm Tuesday, November 8, 2016 at 3 pm Tuesday, November 22, 2016 at 3 pm and 7 pm Tuesday, December 6, 2016 at 3 pm Tuesday December 20, 2016 at 3 pm and 7 pm 2. That the organizational meeting for 2017 shall be held on Tuesday, January 10, 2017, at 2:00 p.m. Page 2 of 2 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: January 12, 2016 AGENDA ITEM: Resolution of appreciation to Charlotte A. Moore, for her service as a member of the Board of Supervisors from 2007 through 2015 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: This time has been set aside to thank Ms. Moore for her service to Roanoke County. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION OF APPRECIATION TO CHARLOTTE A. MOORE FOR HER SERVICE AS A MEMBER OF THE BOARD OF SUPERVISORS FROM 2007 THROUGH 2015 WHEREAS, Charlotte A. Moore was first elected to represent the Cave Spring Magisterial District on the Board of Supervisors of Roanoke County in 2007, and served in that capacity through December 31, 2015; and WHEREAS, during her (8) years as a member of the Board, Supervisor Moore served with professionalism and dedication, working on behalf of the people of her district and all citizens of Roanoke County; and WHEREAS, throughout her tenure Ms. Moore worked tirelessly to protect the environment of Roanoke County through her support of various organizations and projects, including the work of RC -CLEAR, a citizens committee tasked with identifying and mitigating polluting activities; and WHEREAS, Ms. Moore concern for the environment was also demonstrated through her work and support in the creation of an award winning anti -litter campaign, which combined legislative action, citizen participation, and public outreach as a method to make County roadways cleaner ; and WHEREAS, Supervisor Moore participated on various committees on behalf of Roanoke County, including Roanoke Valley -Alleghany Regional Commission, the Roanoke Valley Regional Stormwater Management Committee, the Roanoke Valley area Metropolitan Planning Organization, National Association of Counties (NACo) Defined Contribution and Retirement Advisory Committee, Partnership for a Livable Page 1 of 2 Roanoke Valley, the School Construction Committee, Total Action Against Poverty (TAP) Board and Human Resources Committee; Virginia Association of Counties (Liaison Board Member), Western Virginia Regional Jail Authority and Virginia's First Regional Industrial Facility Authority; and WHEREAS, Supervisor Moore was appointed to the Commonwealth of Virginia CSA Workforce Board by Secretary Hazel in 2015 and was appointed and served on the Commonwealth of Virginia Human Resources Committee by Governor Kaine in 2010-2013; and WHEREAS, Supervisor Moore's leadership skills were recognized by her fellow Board members when she was chosen to serve as Vice Chairman of the Board of Supervisors in the years 2011 and 2013; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, expresses its deepest appreciation and that of the citizens of Roanoke County to CHARLOTTE A. MOORE for her commitment to public service, dedication to the welfare of her fellow citizens, and thoughtful leadership while a member of the Board of Supervisors; and FURTHER, the Board of Supervisors congratulates Supervisor Moore at the conclusion of her term of office and wishes her continued success in future endeavors. 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: January 12, 2016 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Charles I. Poff, for his service as Sheriff from November 1, 2014 through December 31, 2015 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: This time has been set aside to thank Mr. Poff for his service to Roanoke County. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION OF APPRECIATION TO CHARLES I. POFF FOR HIS SERVICE AS SHERIFF OF ROANOKE COUNTY FROM 2014 THROUGH 2015 WHEREAS, Charles I. Poff was first appointed Sheriff of Roanoke County in November 2014, and served in that capacity through December 31, 2015; and WHEREAS, Sheriff Poff also served as Deputy Sheriff from 2002-2005; Deputy Sheriff -Sergeant from 2005-2006 and Deputy Sheriff -Lieutenant Colonel; and WHEREAS, during his eight (8) years of service, Sheriff Poff served with professionalism and dedication, working on behalf of all citizens of Roanoke County; and WHEREAS, Sheriff Poff was responsible for the daily operation of the Roanoke County/Salem Jail, Civil Process Service and security for all courtrooms in the County of Roanoke. Sheriff Poff has been actively involved in the community and has had the pleasure to serve on numerous criminal justice boards and committees. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, expresses its deepest appreciation and that of the citizens of Roanoke County to CHARLES I. POFF for his commitment to public service, dedication to the welfare of his fellow citizens, and thoughtful leadership during his tenure with Roanoke County; and FURTHER, the Board of Supervisors congratulates Sheriff Poff at the conclusion of his term of office and wishes him continued success in future endeavors. Page 1 of 1 ACTION NO. ITEM NO. C-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Michael J. Warner, Chief Deputy Sheriff, upon his retirement after more than thirty-four (34) 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: Michael J. Warner, Chief Deputy Sheriff, retired on January 1, 2016, after thirty-four (34) years and six (6) months of service with Roanoke County. Mr. Warner 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, JANUARY 12, 2016 and RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO MICHAEL J. WARNER, CHIEF DEPUTY SHERIFF, UPON HIS RETIREMENT AFTER MORE THAN THIRTY-FOUR (34) YEARS OF SERVICE WHEREAS, Michael J. Warnerwas employed by Roanoke County on July 1, 1981; WHEREAS, Chief Deputy Sheriff Warner retired on January 1, 2016, after thirty- four (34) years and six (6) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Chief Deputy Sheriff Warner served as Corrections Officer, Road Deputy for the Roanoke County Sheriff's Office; and WHEREAS for the Police Department, as Uniform Patrol Officer, Police Office - Criminal Investigator, Detective: Vice/Narcotics and DEA Task Force, Police Officer - Sergeant, Police Office — Lieutenant: Uniform Division B Platoon and Lieutenant Services Divisions, and Assistant Chief of Police during his tenure with Roanoke County and has served with professionalism and dedication in providing services to the citizens of Roanoke County. 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 MICHAEL J. WARNER for more than thirty-four (34) 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. C-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Phillip G. Weddle, Deputy Sheriff -Major (Civil Division) upon his retirement after more than twenty-six (26) 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: Phillip G. Weddle, Deputy Sheriff -Major (Civil Division), retired on January 1, 2016, after twenty-six (26) years and five (5) months of service with Roanoke County. Mr. Weddle 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, JANUARY 12, 2016 and RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO PHILLIP G. WEDDLE, DEPUTY SHERIFF -MAJOR (CIVIL DIVISION), UPON HIS RETIREMENT AFTER MORE THAN TWENTY-SIX (26) YEARS WHEREAS, Phillip G. Weddle was employed by Roanoke County on July 29, 1989; WHEREAS, Deputy Sheriff Weddle retired on January 1, 2016, aftertwenty-six (26) years and five (5) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Deputy Sheriff Weddle served as a Deputy Sheriff -Corrections Division, Deputy Sheriff -Corporal -Corrections Division. In 1996, Corporal Weddle was appointed temporarily acting commander of the ERT. Corporal Weddle had full authority as commander in situations designated as emergency response potential; and WHEREAS Corporal Weddle, continued his career as Deputy Sheriff -Sergeant - Investigative, Deputy Sheriff -Lieutenant -Professional Standards, Deputy Sheriff -Lieutenant - Civil Division and Deputy Sheriff -Captain during his tenure with Roanoke County and has served with professionalism and dedication in providing services to the citizens of Roanoke County; 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 PHILIP G. WEDDLE for more than twenty-six (26) years and five (5) months of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 1 of 1 ACTION NO. ITEM NO. C-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Carl L. Booth, Deputy Sheriff -Captain, upon his retirement 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: Carl L. Booth, Deputy Sheriff -Capitan, retired on January 1, 2016, after twenty-nine (29) years and nine (9) months of service with Roanoke County. Mr. Booth 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, JANUARY 12, 2016 and RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO CARL L. BOOTH, DEPUTY SHERIFF -CAPTAIN, UPON HIS RETIREMENT AFTER MORE THAN TWENTY-NINE (29) YEARS OF SERVICE WHEREAS, Carl L. Booth was employed by Roanoke County on March 22, 1986; WHEREAS, Deputy Sheriff Booth retired on January 1, 2016, after twenty-nine (29) years and nine (9) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Deputy Sheriff Booth served as Deputy Sheriff -Corrections Division, Deputy Sheriff -Rehabilitation Counselor in the Corrections Division, Deputy Sheriff - Sergeant, Deputy Sheriff -Lieutenant -Corrections Division and Deputy Sheriff -Lieutenant - Administrative during his tenure with Roanoke County and has served with professionalism and dedication in providing services to the citizens of Roanoke County; and WHEREAS, during Deputy Sheriff Booth's time serving the citizens of Roanoke County, he was an Emergency Response Team member from 1987 to December 2009; and a State certified Breath Alcohol Operator since 1989, a State certified VCIN Operator since 1990, a State certified general instructor since 1994, and State certified Defensive Tactics instructor since 1996. Additionally, Mr. Booth graduated second in his class from the Law Enforcement Academy in 1992, was a certified OC Instructor since 1994, was on the Sheriff's Office Color Guard from 1995 until 2004 and was the Department PREA Coordinator since 2012. 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 Page 1 of 2 County to CARL L. BOOTH for more than twenty-six (26) years and five (5) months of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 2 of 2 ACTION NO. ITEM NO. C-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution of appreciation to P. Jason Peters for his service as Chairman of the Roanoke County Board of Supervisors in 2015 SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to recognize Supervisor Peters for his service as Chairman of the Board of Supervisors during 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, JANUARY 12, 2016 RESOLUTION OF APPRECIATION TO P. JASON PETERS FOR HIS SERVICE AS CHAIRMAN OF THE BOARD OF SUPERVISORS IN 2015 WHEREAS, P. Jason Peters served as Chairman of the Roanoke County Board of Supervisors during 2015; and WHEREAS, during Mr. Peters' term as Chairman, the County achieved a variety of accomplishments, including: ➢ The announcement of ten (10) new business and expansion projects totaling $13.8 million in new investment and the creation of over eight hundred (800) newjobs. Businesses included were AppTech Solutions, Atlantic Emergency Solutions, Texas Roadhouse, Walmart Neighborhood Market, First Citizens Bank, Magnets USA and WFXR News. ➢ The announcement of five hundred and thirty (530) newjobs at Wells Fargo ➢ The receipt of a $60,000 Community Business Launch grant from the Virginia Department of Housing and Community Development in partnership with The Advancement Foundation and the Town of Vinton to support entrepreneurial growth and small business development in the Vinton area. ➢ The receipt of over $141,000 in training funds from the Virginia Economic Development Partnership's Virginia Jobs Investment Program to support new job creation and the retraining of existing employees for three (3) Roanoke County companies. ➢ The opening of the new Chick Fil-A in Bonsack, a development project actively supported by Chairman Peters ➢ The opening of the Vinton Library ➢ Establishment of the Roanoke County "Pipeline Advisory Committee" ➢ Establishment of intergovernmental agreement between the County of Roanoke, the City of Roanoke, and the County of Franklin forjoint use of the digital radio system known as the Roanoke Valley Radio System. Page 1 of 2 ➢ Appointment of the new County Attorney WHEREAS, Chairman Peters emphasized sound financial strategies and practices and promoted regional economic development benefitting all the residents of the Roanoke Valley. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does hereby extend its deepest appreciation to P. Jason Peters for his service as Chairman during 2015 and for his belief in democracy and championing of citizen participation in local government. Page 2 of 2 ACTION NO. ITEM NO. D-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Briefing to the Board of Supervisors on the Community Strategic Plan Public Engagement Process and Schedule SUBMITTED BY: Daniel R. O'Donnell Assistant County Administrator APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff will provide to the Board of Supervisors a briefing on the public engagement activities to encourage focus group participation in the Community Strategic Planning process that will begin in January. A Community Strategic Plan web site has been developed and an online application process has been made available through the web site for interested citizens to sign up to participate in focus groups. These tools will be presented to the Board of Supervisors and the public. The schedule for the Community Strategic Planning process will be presented, a copy of which is attached to this Board Report. Page 1 of 1 Schedule for Community Strategic Plan Process January 12 - Board of Supervisors Meeting — Briefing to discuss public information process and schedule January 23 — Board Retreat — Presentation of Telephone Survey report Develop Vision Statement Create Focus Areas Early February — Individual Meetings with Staff and Board Members for facilitation training for Focus Group meetings Week of February 15 — Focus Group Meetings— Mondays or Thursday evenings Week of February 29- Focus Group Meetings Week of March 14 — Focus Group Meetings Week of April 4- Focus Group Meetings Staff to develop draft document by April 29 May 1— Draft Plan made available for Public Comment (30 days) May 16 and May 19 — Community Meetings June 14 — Board Work Session — staff presentation of Plan June 28 — Public Hearing and Adoption (Adoption could be first meeting in July if necessary) ACTION NO. ITEM NO. E- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNT, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution requesting the United Way of the Roanoke Valley to cease its financial support for Planned Parenthood Health Systems in Roanoke, Virginia SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Consideration of this resolution was tabled on November 10, 2015. Supervisor Bedrosian has requested the resolution be placed on the agenda for consideration. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION REQUESTING THE UNITED WAY OF THE ROANOKE VALLEY TO CEASE ITS FINANCIAL SUPPORT FOR PLANNED PARENTHOOD HEALTH SYSTEMS IN ROANOKE, VIRIGNIA WHEREAS, over three hundred and fifty (350) people (according to media reports) demonstrated outside of Planned Parenthood on Peters Creek Rd. in Roanoke, Virginia on August 22, 2015, protesting the direct and indirect funding of Planned Parenthood by local, State, and Federal governments; and WHEREAS, hundreds of individuals from around the Roanoke Valley take part every year in the Forty (40) Days for Life vigil outside of Planned Parenthood. This vigil is conducted for forty (40) consecutive days each Spring and Fall to bring attention to the atrocities being committed at Planned Parenthood and praying for the end of abortion and the closing of Planned Parenthood; and WHEREAS, every year on the first of October, one hundred to one hundred and fifty (100-150) individuals from around the Roanoke Valley gather at the intersection of Orange Ave and Williamson Rd. to pray for the end of abortion and the closing of Planned Parenthood; and WHEREAS, investigative, undercover videos appear to reveal that Planned Parenthood has been involved in the selling of body parts; and WHEREAS, in 2011 an undercover sting operation revealed that Planned Parenthood appeared to be aiding the sex traffickers of minor girls by supplying STD testing, confidential birth control and abortion information; and Page 1 of 3 WHEREAS, as citizens can view for themselves the types of activities that go on at Planned Parenthood of the Roanoke Valley at http://Iiveaction.org/blog/full-footage/- and WHEREAS, every year hundreds of babies are aborted at the Planned Parenthood on Peters Creek Rd. In 2014, 813 babies were aborted and their contributions to society were ended; and WHEREAS, the United Way of the Roanoke Valley has taken an extreme position with only five percent (5%) of other United Ways in supporting Planned Parenthood; ninety-five percent (95%) of other United Way organizations do NOT support Planned Parenthood; and WHEREAS, each year Roanoke County uses taxpayer dollars to help facilitate and promote The United Way of the Roanoke Valley and their fundraising efforts; and WHEREAS, all other services besides abortion that Planned Parenthood provides are services that women can receive from other organizations in the Roanoke Valley. BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia as follows: 1. That the Board of Supervisors is hereby requesting the United Way of the Roanoke Valley to cease its financial campaign support for and funding of Planned Parenthood Health Systems in Roanoke, Virginia. 2. That the United Way of the Roanoke Valley should concentrate on supporting organizations that have a positive impact on our Valley. Page 2 of 3 3. That the Clerk to the Board of Supervisors is directed to send this Resolution to United Way of the Roanoke Valley. Page 3 of 3 ACTION NO. ITEM NO. E-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution of the Board of Supervisors of the County of Roanoke, Virginia, urging no action be taken by the General Assembly to diminish mental health services for the most seriously and persistently mentally ill citizens of southwestern Virginia SUBMITTED BY: Daniel R. O'Donnell Assistant County Administrator APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Governor Terry McAuliffe's fiscal year 2017 budget proposal includes a request for $1,000,000 to plan for the closure of Catawba State Hospital in 2018. If Catawba State Hospital is closed, Roanoke County and Southwest Virginia will lose a vital part of its mental health service capacity. Catawba Hospital serves the most seriously impaired adult and geriatric populations and this resolution is to raise the awareness of the General Assembly of the consequences of closing the hospital for the region. FISCAL IMPACT: There is no direct fiscal impact from this resolution, but the closure of Catawba State Hospital will have a direct cost to public safety agencies who will have to transport prisoners and patients to Western State Hospital in Staunton. It will also have other negative impacts as listed in the resolution. STAFF RECOMMENDATION: Staff recommends approval of the resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA, URGING NO ACTION BE TAKEN BY THE GENERAL ASSEMBLY TO DIMINISH MENTAL HEALTH SERVICES FOR THE MOST SERIOUSLY AND PERSISTENTLY MENTALLY ILL CITIZENS OF THE ROANOKE REGION OF VIRGINIA WHEREAS, Governor Terry McAuliffe's fiscal year 2017 budget requests $1,000,000 for planning for the closing of Catawba Hospital in fiscal year 2018; and WHEREAS, Catawba Hospital serves the needs of the Roanoke region and much of Western Virginia for geriatric and adult patients with serious and persistent mental illness by providing fifty (50) adult beds and sixty (60) geriatric beds; and WHEREAS, according to a report by the Department of Behavioral Health and Developmental Services (Study of Piedmont Geriatric and Catawba Hospitals, November 15, 2015 - pg. 21) geriatric admissions to State hospitals increased sixty-one percent (61 %) in fiscal year 2015, thereby showing a need to keep these beds; and WHEREAS, Catawba Hospital provides beds mandated by Senate Bill 260 requiring State hospitals to provide beds for individuals on Temporary Detention Orders (TDO) when private beds are not available; and WHEREAS, Catawba Hospital saw an increase in admissions of forty-one percent (41%) in fiscal year 2015 (Study of Piedmont Geriatric and Catawba Hospitals, November 15, 2015 — pg. 22) indicating a substantial need for these TDO beds in our region; and Page 1 of 3 WHEREAS, Catawba Hospital currently serves the needs of the local and regional public safety agencies and jails effectively and efficiently by providing accessible emergency services for inmates and community members in crisis; and WHEREAS, the closest similar state facility is Western State Hospital in Staunton, nearly one hundred (100) miles away. The proposed substitute of Western State for Catawba services would cause substantial local government cost increases for transportation of prisoners and patients to Staunton for local and regional public safety agencies; and WHEREAS, the impact of closing Catawba Hospital would create an undue burden on patients in crisis and their families from the Roanoke Valley and nearby areas who would have to travel nearly one hundred (100) miles to Western State Hospital; and WHEREAS, in a proposed State bond issue, funding is requested to be provided to increase beds at Western State Hospital by only fifty-six (56) adult and geriatric beds, not nearly providing enough beds for Western Virginia based on the aforementioned increased need and the loss of one hundred ten (110) beds at Catawba; and WHEREAS, Catawba Hospital is a vital part of the region's continuum of care by providing in-patient services for adult and geriatric individuals with the most severe and persistent forms of mental illness; and WHEREAS, patients with the severe and persistent forms of mental illness and geriatric conditions simply cannot be served adequately in the less intensive community based services available in the region, according to Diane Kelly, Executive Director of Mental Health America of the Roanoke Valley; and Page 2 of 3 WHEREAS, Catawba Hospital employs approximately two hundred fifty (250) area residents and has a budget of approximately twenty (20) million dollars. The closure of Catawba Hospital would cause serious negative economic impacts for Roanoke County and the Roanoke Valley. NOW THEREFORE, BE IT RESOLVED, that the Board of Supervisors of the County of Roanoke, Virginia hereby urges the General Assembly to take no action that would move toward diminishing mental health services for the most seriously and persistently mentally ill citizens of the Roanoke region of Virginia; and BE IT FURTHER RESOLVED, that the Board of Supervisors of the County of Roanoke, Virginia hereby directs the County Administrator, or his designee, to transmit this resolution to Governor McAuliffe and all members of the Virginia Senate Finance Committee and Virginia House of Delegates Appropriations Committee in addition to all local State Delegates and Senators. Page 3 of 3 ACTION NO. ITEM NO. E-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution accepting the employees of the Roanoke County Sheriff's office into the pay and classification plan and the personnel system of the County of Roanoke SUBMITTED BY: Ruth Ellen Kuhnel County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Section 6.02 of the Roanoke County Charter provides for a personnel system. The personnel system includes a classification plan for service, a staff development plan, a uniform pay plan and a procedure for resolving grievances for employees of the Board. Employees of constitutional officers may participate in the personnel system "at the discretion of the board and upon concurrence of the constitutional officer." In 1980, the Board adopted resolutions accepting the employees of Roanoke County constitutional officers into the County personnel system. Similar action was taken in 1988 upon the election of two new constitutional officers: Mr. Burkhart and Mr. Kavanaugh. In 1992, the Board adopted resolutions accepting the employees of the Sheriff and the Clerk of the Circuit Court upon the election of Mr. Holt and Mr. McGraw. In 2001, the Board adopted a resolution accepting the employees of the Commissioner of the Revenue upon the election of Nancy Horn. In 2010, the Board adopted a resolution accepting the employees of the Sheriff upon the election of Mr. Winston. The election and assumption of office of a new constitutional officer revokes the former constitutional officer's decision to participate in the County personnel system. Page 1 of 2 Accordingly, a decision by the new constitutional officer to participate in the County personnel system is necessary. Based upon Section 6.02 of the Charter and historical precedent from 1980, each new constitutional officer has been requested to indicate his or her preference in participating in the County's personnel system. Roanoke County Sheriff Eric Orange has indicated his desire that Sheriff's office employees, below the rank of Captain, be accepted into and participate in the County's personnel system. Senior ranking officers of the Sheriff's office, specifically those ranked Captain and above, would not be participants of the County system and would only be subject to employment conditions as defined by the Sheriff and in accordance with State law. The proposed resolution accepts the employees of the Sheriff's office into the personnel system, provides for an exemption for the elected official, his chief deputy and persons in the rank of captain and above (the chief deputy and the top-ranking positions are deemed to be confidential, policy-making positions), as well as a revocation procedure and effective date. ALTERNATIVES: 1) Adopt the proposed resolution and accept the employees of the Sheriff's office into the Roanoke County personnel system. 2) Refuse to accept the employees of this constitutional officer into the Roanoke County personnel system. STAFF RECOMMENDATION: Staff recommends alternative one. Page 2 of 2 AT A REGULR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION ACCEPTING THE EMPLOYEES OF THE ROANOKE COUNTY SHERIFF'S OFFICE INTO THE PAY AND CLASSIFICATION PLAN AND THE PERSONNEL SYSTEM OF THE COUNTY OF ROANOKE BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That the employees of the Roanoke County Sheriff's Office, said constitutional officer having heretofore agreed in writing that his employees be accepted into the pay and classification plan and the personnel system of the County of Roanoke as authorized in Chapter 6 of the Charter of the County of Roanoke, be and such employees hereby are accepted into the pay and classification plan and the personnel system of the County of Roanoke; and 2. That all of the terms, provisions, and conditions of the pay and classification plan and the personnel system of the County of Roanoke as fully set forth in the Roanoke County Employee Handbook and/or Administrative policies regarding personnel shall from and after the adoption hereof be applicable to each of the employees of the Sheriff's office; and 3. That the Sheriff shall be exempt from the terms, provisions, and conditions of the County personnel system. The Chief Deputy of the Sheriff and the Sheriff's command staff (defined as those deputies with a rank of Captain or above) shall be exempt from the terms, provisions, and conditions of the County personnel system relating to the application, qualification, appointment, disciplining, dismissal, and grievance procedure provisions of the Roanoke County Employee Handbook and/or Page 1 of 2 Administrative policies regarding personnel. The Chief Deputy and the Sheriff's command staff are deemed to be a confidential, policy-making positions. These positions shall remain subject to the express provisions of Section 15.2-1603 of the State Code; and 4. That the participation of the employees of the Sheriff's office in the County personnel system shall continue until revoked by the Sheriff, either by written notice to the Chairman of the Board of Supervisors, or by the election, qualification, and assumption of office by a new individual; and 5. That the effective date of this resolution is January 13, 2016. 6. That an attested copy of this resolution be forthwith transmitted to the Sheriff of Roanoke County. Page 2 of 2 ACTION NO. ITEM NO. E-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: SUBMITTED BY: APPROVED BY: Request to amend the scope of services for the Professional Engineering Services contract with Whitman, Requardt & Associates to add Construction Management and Project Administration Services for the Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project, Hollins Magisterial District David Henderson County Engineer Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff is requesting authorization to amend and extend the Professional Engineering Services contract with Whitman, Requardt & Associates (WR&A) to provide utility relocation coordination, construction management and project administration services (construction phase services) for the Plantation Road Bicycle, Pedestrian and Streetscape Improvement Project. WR&A were originally selected through a qualification -based competitive process which included design, construction management and project administration services. However, the construction phase services scope and fee were not included with the original contract because the total scope of the project that would be constructed was unknown. All professional service contracts are awarded based on a qualification -based selection process, with the professional fees then negotiated with the selected firm. Staff believes that WR&A, as the project designer, is the most qualified to provide the necessary construction phase services, and that the negotiation position of Roanoke County is not now significantly different that it would have been if the construction Page 1 of 2 services had been negotiated at the beginning of the contract. Contract changes of this type are normally within the oversight of the County Administrator as all necessary funds have already been appropriated to the project budget. However, adding construction phase services to the current contract would result in a change order to the contract in excess of twenty-five percent (25%) of the original contract amount. According to Roanoke County procurement regulations and the Procurement Code of Virginia, change orders exceeding twenty-five percent (25%) must be approved by the Board of Supervisors. WR&A has provided a proposed fee of approximately $450,000 to provide construction phase services. Roanoke County and WR&A are currently negotiating some details. To allow the project to continue to proceed, without a delay, Staff is requesting the authority to execute an increase to the contract amount not to exceed $450,000. FISCAL IMPACT: There is no project budget impact. The $450,000 fee would be paid from existing Revenue Sharing project funds. All funds necessary for the contract have been appropriated. ALTERNATIVES: 1. Amend the scope of services. 2. Do not amend the scope of services. This would result in the need to advertise a Request for Qualifications for these services. In Staff's opinion this would result in project delay, greater risk to the County during construction (if we select another consultant for construction phase services), and probable higher cost. STAFF RECOMMENDATION: Staff recommends alternative #1. Page 2 of 2 Whitman, Req uardt & Associates, LLP vvii Engineers - Architects - Environmental Planners Est. 1915 Plantation Road Bicycle, Pedestrian and Streetscape Improvements (VDOT UPCs 98220 & 103607) Roanoke County RFP #2013-087 Construction Phase Services Scope of Work and Fee Proposal December 11, 2015 Whitman, Requardt & Associates, LLP (WRA), is pleased to provide professional construction engineering, management and inspection services to Roanoke County (County) for the construction of a portion of Route 115 (Plantation Road) as set forth in Roanoke County's RFP # 2013-087, and the Construction Plans and Project Manual prepared by WRA for this project. Generally these proposed services include the following: • Utility Relocation Coordination and Assistance • Construction Engineering • Construction Inspection • Construction Management • VDOT Locally Administered Projects (LAP) Coordination WRA notes that our proposed services will comply with VDOT's Policies, Procedures and Guidelines, and will be performed in accordance with VDOT's Locally Administered Projects Manual (most recent edition is April 2015). Please note the following for further description of the proposed services: PRE -CONSTRUCTION SERVICES • Prepare a Contract Time Determination CPM Schedule and Report to set the contract time duration. • Perform a constructability review on the final plans for submission, and perform a contract document review (bidability review) on the proposal prior to advertising. • Conduct the Pre -Construction Conference with the County, WRA, Contractor, VDOT, and other stakeholders, following topics identified in Chapter 13 Appendix C of the LAP Manual • Review the Project CPM Schedule submission, and provide recommendation for acceptance or rejection in accordance with project specifications within 15 days of the Preconstruction Conference. Provide assistance or training to the County's contractor if not sufficiently educated in the requirements of the schedule as defined by the LAP Manual. • Review Plan & Estimates provided by the following dry utility companies: o Verizon o Appalachian Power Company o Lumos Networks o Cox communications o Leve13 Communications o Roanoke Gas Company • Coordinate the relocation of the above utilities in advance of construction of the project. (As discussed, the limits of the dry utility relocation will be from Williamson Road to Waldron Drive; and some of the Roanoke Gas Company relocation will occur during construction.) 1700 Kraft Drive, Suite 1200 Blacksburg, Virginia 24060 Page 1 of 10 www.wralip.com , Phone: 540.951.3727 , Fax: 540.951.3741 Scope of Services and Fee Proposal VVR UPCs 98220 & 103607 - Plantation Road Improvements RFP # 2013-087 — Construction Phase Services December 11, 2015 CONSTRUCTION PHASE SERVICES Administration • Review shop drawings and submittals from the Contractor for conformity with the Contract Documents, and provide appropriate and clear instructions to the Contractor in regards to resubmittal. Maintain a shop drawing log that identifies all submittals required by the Contract Documents and the status of each. • Respond to Contractor correspondence and answer Contractor's questions during construction, to include interpreting the Contract Documents in response to all Requests for Information (RFIs) submitted by Contractor. Maintain a log of RFIs. • Appropriate design staff to attend monthly progress meetings. • Appropriate design staff will conduct site visits during construction at an average rate of one visit per month. • Appropriate design staff to review all Contractor monthly pay requests which relate to the water and sewer installation and betterment requests. • Review all Change Order requests and develop independent cost estimates. • After receiving notification of Substantial Completion of the water and sewer work from the Contractor, WRA shall provide a professional engineer to inspect the Work with their construction inspector and the Owner, and review the punch list work items as identified during and prior to the inspection meeting. WRA shall develop a final project punch list. • After the Contractor has addressed the water and sewer punch list item work, attend a final inspection. WRA will provide necessary certificate of completion letters for the Western Virginia Water Authority. Inspection • Provide fully VDOT-certified inspectors with experience in all areas of work covered by this project, including Work Zone safety, erosion and sediment control, OSHA safety, concrete, aggregate compaction, asphalt paving, utility relocation, and architectural and landscaping features. • Provide a Locally Administered Program Coordinator to coordinate between the County's LPA and VDOT, overseeing project -level compliance with requirements of the LAP Manual, and providing (or recommending) correspondence or notification to VDOT at critical points in the project. • Ensure compliance of all work with the plans and specifications. Key components of project include embankment fill, drainage, retaining wall installation, utility relocation, curb and gutter and sidewalk, subgrade, asphalt paving, lighting and landscaping. • Reject Non -conforming work and require rework and/or a reduction or adjustment in price • Coordinate with appropriate parties for any Special Inspections as required. • Communicate as appropriate with local businesses and neighborhoods associations to ensure access to their properties and minimal disruption to daily routines. Maintain communication on impacts and schedule throughout the project. • Attend project progress and scheduling meetings. Record meeting minutes. Sampling and Testing Materials & Materials Tracking • Review and approve materials submitted on Form C-25, Source of Materials. Update and maintain these forms, identifying federally required acceptance methods for each material. • Perform sampling and testing of materials in accordance with the VDOT Materials Manual of Instructions, as well as Chapter 13 of the LAP Manual. WRA will self -perform concrete field tests. WRA may self -perform or contract out sub -grade compaction, stone density, and asphalt density. Perform at frequencies as identified in LAP Manual Appendix 13.2-G. • Contract with an AASHTO Accredited Lab to perform materials testing to include: concrete cylinder breaks, concrete permeability tests, reinforcing steel properties, testing asphalt cores for density. • A formal Quality Assurance Plan (QAP) is not required by VDOT for this project. However, an informal plan detailing testing and inspection frequencies to assure quality compliance will be developed as part of a Construction Management Plan (CMP). • Produce test reports to be included as part of the permanent file. Page 2 of 10 Scope of Services and Fee Proposal UPCs 98220 & 103607 - Plantation Road Improvements RFP # 2013-087 — Construction Phase Services December 11, 2015 • Coordinate with VDOT as desired to allow for Independent Assurance/Independent Verification testing, giving VDOT an opportunity to perform comparison testing if desired. • Reject or recommend appropriate penalty or reduction in payment for materials that do not meet required properties and/or characteristics. • Maintain a Materials Notebook (TL -142) with an accounting of all materials used on the project, as well as a summary of all necessary information needed to certify each material. Utilize VDOT Approved Lists, the VDOT QA/QC Program, Manufacturer's Certifications, and, where required, review and assign Locality Tracking (LT) numbers to confirm certification. Project Documentation • Provide all documentation identified in Appendix 13.1-D of the LAP Manual, starting with a Daily Diary of all work performed on the project. • Develop and maintain a documentation tracking system, including the review status of all submittals. • Create a project team site using WRA's hosted project intranet site (SecureShares), which would allow 24-hour access to all project documentation for all project team members. • Review and recommend approval or modification of the monthly pay estimate. Ensure that materials used have proper certification to allow payment, that Civil Rights documentation is up to date, and that environmental commitments are met. Issue a certification each month with the submission of the Pay Application for the County to submit to VDOT for funding reimbursement. • Evaluate and pay applicable Materials -on -Hand per invoices and applicable Fuel / Price Adjustments. • Review Civil Rights documentation (see Civil Rights section below) • Provide updates for the County to VDOT on project progress, cost estimates & Civil Rights compliance • Write letters or other correspondence for the County as requested. • Perform independent cost analyses of all Change Orders using statewide cost data, producing documentation suitable for a Non -Federal Oversight (NFO) project. Provide recommendations for acceptance or rejection of Contractor cost proposals. • In case of disputes, collect and maintain data to protect the County's interests and withstand federal/state audit in case of a Claim. Civil Rights and DBE Compliance • Evaluate Civil Rights requirements on the project, including if a DBE goal exists (requiring the Contractor to complete Form C-63) or if there are Trainee goals on the project (requiring Trainee Enrollment Form C-65 and Weekly Training Report C-67). • Review Prevailing Wage Rates, and perform Davis Bacon Interviews quarterly. • Receive and confirm Contractor Certified Payrolls meet Davis Bacon prevailing wages. • Receive Form C-28 Hourly Wage Rates prior to the second estimate and every 90 days thereafter. • Receive Form C-57 Total Project Employment monthly for the first three months of project • Confirm copy of Company EEO meeting minutes is on file with VDOT Civil Rights, and that an EEO Officer has been designated. • Prepare Schedule B documentation as needed to ensure compliance with DBE requirements. • Check that EEO Bulletin Board is set up on the project and meets requirements • Confirm that prime's sub -contracts over $10,000 include EEO requirements, including FHWA-1273. • Follow all other requirements noted in LAP Manual Appendix 17C Environmental Compliance • Review environmental commitments noted in the SERP or NEPA documents, and enforce compliance with these commitments throughout the life of the project. • Perform environmental inspections using Form C-107 and the Minimum Standards. Page 3 of 10 Scope of Services and Fee Proposal UPCs 98220 & 103607 - Plantation Road Improvements RFP # 2013-087 — Construction Phase Services December 11, 2015 • Provide an Environmental Inspector with certifications in DEQ E&S Control — Inspector and DEQ SWM — Inspector to perform the required Storm Water Management and permit inspections throughout the construction phase of the project. PROJECT CLOSE-OUT • Create a Final Completion Punchlist, and participate in the Final Inspection of the project. • Coordinate with VDOT Civil Rights to ensure all close-out documentation is acquired. • Draft the Form C-5 and Road Inventory Notification Form MD4.01 for the County. • Prepare any appropriate As -built information and drawings for the County and the Western Virginia Water Authority. • Complete the Materials Certification using Form TL -131 for the County at the end of the project, certifying for future federal or state audits that all materials used on the project have been placed and tested in accordance with the contract specifications. • Review the final project records to confirm accuracy of payments throughout the course of the project. Recommend final payment to the County for Final Invoicing. EXCLUSIONS Items Furnished by Roanoke County at No Cost to WRA: • All reports, drawings, Contract Documents, maps, standard survey information, preliminary engineering data and correspondence, and other pertinent information to performing services on the project. • Access to County facilities and a City Contact for coordination as needed • A project field office with basic office amenities including a copier/scanner/fax machine, work stations and file and equipment storage areas • A nuclear gauge storage facility Items Not Included in the Scope of Work: • Field CEI Services beyond the original completion date set for the base bid or base bid plus Alternative #1. Currently, the base bid construction duration is anticipated to extend 12 months, and the Base Bid plus Alternative #1 is expected to last 16 months from Notice to Proceed to Final Completion. If there is an extension to the Project Completion Date, additional funds may be required. • Field surveying of existing features and utilities, or locating proposed project features. Surveying equipment. • Geotechnical investigations and approvals • Performing Special Inspections as may be required by the Roanoke County for permit or approval. • Duties assigned to the County's LPA by VDOT's Local Assistance Division SCHEDULE WRA's schedule for performing the services is based on providing full time inspection during the course of the construction duration. As part of the scope, WRA will develop a Contract Time Determination Report to recommend the construction duration and completion date for the project once the Advertisement date is set and the final design work is completed. An estimate of the schedule for performance is discussed further below under "Fee Proposal" section below, and detailed in the attached Project Schedule and Project Budget for Base Bid (Williamson to Hitech) and Base Bid Plus Additive 1 (Williamson to Walrond). Items shown in the Preconstruction Phase of the Scope of Work statement above will occur between the date of acceptance of the fee proposal and Notice to Proceed. WRA will discuss schedules for the Pre -Bid meeting, the Preconstruction Conference, the Scheduling Meeting and other preconstruction meetings after the Advertisement Date for the project is set. WRA will seek to provide the minimum staffing level possible to fulfill the full scope of work and ensure compliance on this federally funded LAP project. Short term, peak inspection needs will be handled by either the Construction Page 4 of 10 Scope of Services and Fee Proposal VVR UPCs 98220 & 103607 - Plantation Road Improvements RFP # 2013-087 — Construction Phase Services December 11, 2015 Manager or by additional inspectors assigned to the project only for the duration of the peak need. Work is anticipated to decrease during the winter of 2016/2017, during which WRA would anticipate reducing as much as practical while maintaining close to full time inspection during the winter months. WRA will not bill the County for the inspector during extended periods of weather not conducive to work and leading to project shutdown (unless there is productive project work required during that time period). To the extent possible, WRA will maintain audit ready books throughout construction in order to expedite the close- out phase of the project. It is expected that most documentation and project close-out activities can occur between Substantial Completion and Final Completion of the project; however, WRA would expect some time on the project for up to two weeks after Final Completion to complete final payments, ensure all materials documentation and certifications are complete, and to coordinate with VDOT for project close-out. PROJECT TEAM The Project Team was developed based on Roanoke County's RFP for the Plantation Road Improvements project referenced above and our meeting with you dated November 20, 2015. WRA will self -perform all construction management, utility coordination and engineering support services, with the exception of laboratory testing. WRA will contract with a VDOT-Certified laboratory to perform concrete and soils property testing prior to the start of construction. Assigned staff members and their roles include: Construction Services Lead / LAP Coordinator - Brian Henschel, P.E., CCM, PMP. Mr. Henschel heads up WRA's Virginia LAP construction engineering inspection services, and has provided LAP Coordination and support to localities throughout Virginia. His role on this project will be to provide LAP support on this project, such as coordinating with VDOT to ensure compliance, overseeing Civil Rights reviews, issuing Locality Tracking (LT) numbers to certify materials, reviewing the Project Schedule, and, as a value-added service, will be available to train County personnel as desired in various aspects of administering LAP projects. Mr. Henschel is a former VDOT Area Construction Engineer and Local Assistance Liaison who has over 19 years of program and project management experience successfully leading teams of professionals. Mr. Henschel's responsibilities will also include Quality Assurance of the services performed by our team, regular interaction with the County to ensure the WRA Team is exceeding client expectations, coordination with VDOT and other stakeholders to facilitate project progress, and technical support to the Project Team as needed. Anthony Revelle, P.E. will serve as the Construction Manager on the project. Anthony recently joined WRA after 10 years with the VDOT Lynchburg District as a Local Assistance Division Project Manager. He coordinated with the numerous area localities to assist the localities in administering their local programs. He acted as project manager in a variety of LAP projects including Revenue Sharing, Enhancement/Transportation Alternative, HSIP and UCI programs. He also processed reimbursement requests, performed constructability reviews of plans and bidability reviews of contracts prior to advertisement to provide quality assurance, provided guidance and direction to all stakeholders by administering federal requirements for those localities choosing to administer VDOT-funded projects, and provided construction oversight and offered assistance throughout project life cycle to the localities. Through this role, he is very familiar with and has pre -established relationships with the VDOT Salem District LAD. On this contract, Mr. Revelle will coordinate and manage the construction staff, serve as a day-to-day contact for the City of Danville on particular tasks, provide LAP assistance and coordinate with VDOT, and serve as a technical resource for construction and LAP compliance issues. Senior Inspector - Matthew Blankenship: Mr. Blankenship is a fully certified VDOT inspector with 13 years of experience as a project inspector covering a variety of construction activities. Mr. Blankenship will serve as the Project Inspector on the project, responsible for overseeing compliance of work in the field, performing MOT reviews, overseeing project documentation, reviewing contractor pay applications, coordinating schedules with the contractor, and recommending solutions to field issues. Mr. Blankenship has served on numerous locality projects in the region, including large local projects recently for the Town of Blacksburg. Mr. Blankenship is current the Project Inspector on the $6.2 M federally funded Route 11 Widening project at Exit 7 for the City of Bristol. This project is scheduled to complete in May 2016, which will lead to a comfortable transition to the Plantation Road project. Page 5 of 10 Scope of Services and Fee Proposal VVR UPCs 98220 & 103607 - Plantation Road Improvements RFP # 2013-087 — Construction Phase Services December 11, 2015 Senior Engineering Support — WRA will provide Contract Project Manager Brad Stipes, P.E. for transportation related engineering support, and Utility Engineers Gary Fern, P.E. and Paula Moore, P.E. for utility coordination and engineering support. All of these personnel have had a longstanding involvement in the project during the preliminary engineering phase. Junior Engineering Support — Andrew Koser, P.E.: Mr. Koser will assist Mr. Stipes in Engineering Support functions, providing services whenever senior level experience is not required. Peak Needs & Additional Resources: When additional inspection staff are needed for short terms to maintain at least the minimum inspection coverage required on federally funded projects, WRA will draw from over 17 inspectors and construction managers that live and work within commuting distance of the project. WRA will advise the County in advance of any short term placements, and provide a resume, proof of certification or other documentation prior to placement. FEE PROPOSAL WRA will perform the scope of services with the staff listed above, augmented or replaced with approved alternatives as required or requested by Roanoke County, based on Fixed Billable Rates (FBR) for the hours expended plus approved direct expenses with a not-to-exceed budget limit. An FBR table has been prepared (attached) for WRA that identifies our direct rates, FAR audited overhead rates, and profit used to create the fixed billable rate. Additional supporting information is available if desired to support these rates. Fixed Billable Rates are based on an average of certified payroll hourly rates for employees who may be assigned to the project plus our FAR audited overhead rates and a 10% profit. Because the specific employees that WRA plans to utilize on the project have been identified, in general the rates are based off that employees direct rate (or an average of rates where multiple employees may be used). Direct expenses are also estimated and included with supporting back-up. Anticipated direct expenses include: the testing laboratory invoices (based on average laboratory rates we have seen in the Roanoke County area), truck leases and leased vehicle mileage, a cell phone allowance, and the nuclear gauge rental. Cell phones are included at the VDOT maximum rate of $45.00/month. Truck leases are based on a 12 to 24 month lease, and mileage is based on the federal leased vehicle rate of $0.34/mile (for mileage on the project). The nuclear gauge rental quote is for a month-to-month rental of a gauge. The costs of all other testing equipment (field soils and concrete testing), basic office equipment such as a computer and air card, Personal Protective Equipment, and standard mechanical field measuring devices are included in our fixed billable rates. Back-up for direct expenses are available if desired. Invoices will include proof of expenses incurred in the form of invoices or bills for equipment used. Based on the anticipated Project Schedule for construction; the services requested by the County; the Fixed Billable Rate Table (provided separately to the County); and anticipated Direct Expenses, WRA has prepared the attached Budget Spreadsheet for both Base Bid work (Williamson to Hitech) and Base Bid Plus Additive 1 (Williamson to Walrond). The spreadsheet indicates WRA's assumptions regarding hours per month for each assigned position, overtime per month, and laboratory and other direct expenses per month. The total project budgets include Construction Engineering and Inspection Services plus requested Dry Utility Relocation Assistance Services (not included in the 20 Nov 2015 DRAFT Budget, and requested at the 20 Nov 2015 Meeting with County Staff). These items sub-total into estimated monthly expenditures, and into a Total Project Budget. As indicated, WRA anticipates total Not-to-Exceed Project Budgets of $348,844.32 (Base Bid) and $444,752.94 (Base Bid Plus Additive 1). WRA greatly appreciates the opportunity to extend our positive working relationship with Roanoke County into the construction phase of development on this important project. Respectfully yours, 19 U /Bradford J. 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ITEM NO. F- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Ordinance amending Section 2-114 "Agenda" and Section 2- 115 "Rules of Debate" of the Roanoke County Code to provide for the requirement of a "Second" for all motions before debate at the Board of Supervisors Meetings SUBMITTED BY: Ruth Ellen Kuhnel County Attorney COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Supervisor McNamara requests that the Board consider making two changes to Article V, Chapter 2, of the County Code to enhance the efficiency of the Board meetings. Amend Section 2-114(c). This section sets forth how a Board member can publicly place a matter on the next Board meeting's agenda. This proposed change requires that in order for a Board member to request a matter be placed on the next agenda, another Board member must second the motion. Amend Section 2-115(1). The section sets forth that no second to motions shall be required in order for the Board to consider a motion. This amendment would require another member second the motion before the motion can be considered by the Board in public debate. ALTERNATIVES: Do not change the Rules of Debate and no second will be required before discussion and vote on a motion in public debate. STAFF RECOMMENDATION: The staff does not have a recommendation. The proposed ordinance amendment pertains to the operating procedures of the Board of Supervisors. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JAN URAY 12, 2016 ORDINANCE AMENDING SECTION 2-114 "AGENDA" AND SECTION 2-115 "RULES OF DEBATE" OF THE ROANOKE COUNTY CODE TO PROVIDE FOR THE REQUIREMENT OF A "SECOND" FOR ALL MOTIONS BEFORE DEBATE AT BOARD OF SUPERVISORS MEETINGS WHEREAS, the Board of Supervisors believes that it is in the public interest to clarify its Rules of Board Procedure to specify that a second is required for any motion raised in a session; and WHEREAS, the Rules of the County Board Procedures are located in the Roanoke County Code, Article V, Chapter 2; and WHEREAS, Robert's Rules of Order, Newly Revised, 11th Edition (RRO) provides guidance for the use of the seconding of a motion to ensure that only germane business is before the session; and WHEREAS, the first reading of the ordinance was held on January 12, 2016, and the second reading of the ordinance was held on January 26, 2016. that: NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors as follows 1. Within Section 2-114. Agenda, Roanoke County Code, Article V, Chapter 2, new section "c" will replace, in its entirety, former section "c" to read: "The agenda shall provide a time when any board member may bring a motion requesting the board consider an action. Upon receiving a second, the action will be placed on the agenda, except immediate action may be Page 1 of 2 taken upon the majority consent of the members of the board." 2. Within Section 2-115. Rules of Debate, Roanoke County Code, Article V, Chapter 2, new section "i" will replace, in its entirety, former section I" to read: "All motions shall require a second. After another member seconds the motion, the chairman shall state the question on the motion, and then the motion shall be open to debate. At the conclusion of the debate, the chairman shall put the question to the vote." 3. This ordinance shall take effect from and after January 26, 2016. Page 2 of 2 ACTION NO. ITEM NO. G.1-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: January 12, 2016 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. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At -Large) The Budget and Fiscal Affairs Committee shall be comprised of eleven (11) members with each Board Supervisor having an appointment, five members appointed jointly by the Board of Supervisors, and one ex officio appointment representing County Administration. Mr. Gates is currently working with the Board on recommendations to this committee. 2. Clean Valley Council (At Large) Adam Cohen has resigned his appointment to the Clean Valley Counsel. His three- year term expired June 30, 2015. 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 Page 1 of 2 4. Parks, Recreation and Tourism Advisory Commission (appointed by District) The following three-year term expired on June 30, 2015: a) Max Beyer, representing the Hollins Magisterial District; Mr. Beyer is eligible for reappointment. 5. Planning Commission (appointed by District) Supervisor Hooker has recommended Donald T. Butzer to fill the unexpired term of Martha Hooker. This term will expire June 30, 2016. Confirmation of this appointment has been added to the Consent Agenda. Page 2 of 2 H AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 10, 2013 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 January 12, 2016, 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 2 inclusive, as follows: 1. Resolution accepting Flora Farm Drive, Hollins Magisterial District, into the Virginia Department of Transportation Secondary Road System 2. Confirmation of appointment to the Planning Commission (appointed by District) Page 1 of 1 ACTION NO. ITEM NO. H-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Resolution accepting Flora Farm Drive into the Virginia Department of Transportation Secondary System SUBMITTED BY: Tarek Moneir Deputy Director of Development Services APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Tinker Creek Developers, LLC, the developer of Village at Tinker Creek Subdivision in the Hollins Magisterial District, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation (VDOT) requesting the acceptance of 0.48 mile of Flora Farm Drive from the intersection with Plantation Road (VA SEC Route # 115) into the secondary road system. The staff has inspected this road section along with representatives of the Virginia Department of Transportation and finds the road acceptable. FISCAL IMPACT: The developer provides the Surety fee of $12,000 and Maintenance fee of $900 in addition to $1,100 administrative cost as required by VDOT. No additional cost to county funding is required. STAFF RECOMMENDATION: The staff recommends that the Board approve a resolution to VDOT requesting that they accept the addition of Flora Farm Drive into the Secondary Road System. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 RESOLUTION REQUESTING ACCEPTANCE OF FLORA FARM DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached VDOT Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition. NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM -4.3 to the secondary system of state highways, pursuant to §33.2-705, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time; and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage; and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Page 1 of 1 N NOTE: THIS PLAT DOES NOT REPRESENT A FIELD SURVEY AND ONLY MAY BE USED FOR THE PURPOSE OF ROAD ACCEPTANCE BY VOOT AND VACATING ANY RIGHT-OF-WAY NOT NECESSARY FOR PUBLIC USE, A RECORDED SUBDIVISION PLAT WAS USED TO DETERMINE EXISTING RIGHT-OF-WAY AND LENGTH OF ROAD TO B£ ADDEO TO STATE SECONDARY ROAD SYSTEM FOR MAINTENANCE. C�Ac�AL[,g �NkFR C� C) �Rffk \ VERROALE DR"E RT. 1867 DESCRIPTION LENGTH R -O -W WIDTH SERVICES Miles Feet Feet Houses FLORA FARM DRIVE Sta. 0+00 Intersection 0.48 50.60 37 115+55 Future Plantation Rd (SR115) 170 Total To Sta 25+50(End) TAX MAP NO. 27.20 70 EXHIBIT "A" OAN PLAT SHOWING F RIGHT OF WAY BEING CONVEYED f TO THE VIRGINIA DEPARTMENT OF TRANSPORTATION z FOR ACCEPTANCE INTO THE STATE SECONDARY ROAD SYSTEM o a.$ BY BOARD OF SUPERVISORS ROANOKE COUNTY, VIRGINIA SCALE: 1"-200' PREPARED BY,' ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE: 12-16-2015 ,Flora Farm Roafflom Farm Road.dwg In the County of Roanoke ----------------------------------------------------------------------------------------------------------------- By resolution of the governing body adopted January 12, 2016 The following VDOTForm AM -4.3 is hereby attached and incorporated as part of the governing body's resolution for changes in the secondary system of state highways. A Copy Testee Signed (County Official): Report of Changes in the Secondary System of State Highways Project/Subdivision Village at Tinker Creek Type Change to the Secondary System of State Highways: Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Reason for Change: New subdivision street Pursuant to Code of Virginia Statute: §33.2-705 Street Name and/or Route Number ♦ Flora Farm Road, State Route Number 1874 Old Route Number: 0 --—————————————————————————————————————————- • From: Int. Rt 115, Plantation Road To: End, Cul-de-sac, a distance of: 0.30 miles. Recordation Reference: Instr#:2007-00471 Right of Way width (feet) = 0 VDOT Form AM -4.3 (4/20/2007) Maintenance Division Date of Resolution: January 12, 2016 Page 1 of 1 COMMONWEALTH of VIRCjINIA DEPARTMENT OF TRANSPORTATION 714 South Broad Street CHARLES A. KILPATRICK, P.E. Salem, VA 24153 COMMISSIONER December 31, 2015 Samuel Camp Atlas Homebuilders 819 Walhalla Court Roanoke, VA 24019 Subject: Surety and Fees Needed for Street Additions in Village at Tinker Creek County of Roanoke Please be advised that the streets shown on the attached 'Inventory of Streets Proposed for VDOT Acceptance' are satisfactory and eligible to be accepted as part of the secondary system of state highways. After receiving your surety, applicable fees, and any outstanding items listed on the attached 'Check List of Items Required to Complete VDOT Acceptance of Streets,' we will notify the local authorities of those facts and confirm the agenda item for the acceptance of these streets by the governing body at their meeting, scheduled for January 12, 2016. Their resolution initiates the final steps required for VDOT to accept these streets and begin maintenance. Based on the date of the local governing body's meeting indicated above, the Department has determined a surety expiration date and the amounts required for surety, maintenance payment, and administrative cost recovery fee as shown at the top of the attached 'Surety Addendum - Inventory of Streets Proposed for VDOT Acceptance.' If surety is required, your surety provider may, at their option, list these streets within the body of the document or incorporate the attached list of streets in their document by reference. For your convenience, pre -approved surety forms are attached. Please note that if all necessary documents and monies are not received by the end of business December 22, 2015, the necessary resolution by the governing body may be deferred, a new final inspection may be required, and the amount of the fees may be adjusted. We encourage you to avoid such delays and any potential increase in costs associated with the acceptance of these streets by delivering all outstanding items and fees to this office as soon as possible. Brian K. Blevins, P.E. Salem Area Land Use Engineer Salem District Transportation and Land Use cc: Bob Atkinson—Roanoke County Attachments Check List of Items Required to Complete VDOT Acceptance of Streets In order for VDOT to notify the County that the streets in the subject subdivision are ready to be accepted by the Department for maintenance, please be advised that the developer is responsible for providing the following documents, or assuring they have been provided, to VDOT before the date of the Board of Supervisors meeting. ❑ Bond, Irrevocable Letter of Credit, Escrow Agreement or Cash Bond as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance, provided to the residency office and NOT to Richmond. ❑ Maintenance Fee as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance ❑ Administrative Cost Recovery fee as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance ❑ An executed copy of any prescribed County -State Agreement for all County controlled grade separation structures (24 VAC 30-91-110.J) Crossings of dams (24 VAC 30-91-110.K.1) PE certification regarding hydraulic design and construction of dams (24 VAC 30-91-110.K.2) Stormwater management impoundments receiving run-off from a roadway (24 VAC 30-91-1101) Railroad crossings (24 VAC 30-91-110.M.4.b) ❑ Permits for any non-compliant sidewalk, bicycle, and/or shared use path facility impacting the dedicated right- of-way (24 VAC 30-91-110.1.2) ❑ Quitclaims of all prior easements that conflict with the dedicated right-of-way. ❑ "Remain in Place" permits from all utility companies and for all facilities impacting dedicated rights-of-way. ❑ Two (2) normal size copies of the recorded subdivision plat for all sections. ❑ Two (2) copies of the recorded plat reduced to 11 inches X 17 inches. ❑ One (1) fully annotated and clearly readable sketch of the subdivision layout, providing a realistic representation of the street network, with north arrow, on paper not less than 8.5 inches by 11 inches and not greater than 11 inches by 17 inches. (See example provided) ❑ One (1) copy of the approved road plans and one copy of the road plans in electronic format (or 2 paper copies). ❑ One (1) set of detailed design and one (1) set of as -built plans for all bridges and culverts providing a contiguous opening of more than 36 square feet. Note: Some counties have adopted a county wide comprehensive storm water management agreement with VDOT that may relieve the requirement of providing such an agreement. Contact the residency's land development or permit section to determine if a such an agreement is required for your subdivision. 12/31/2015 Page 1 of 1 Mr. Developer: Typically, VDOT sees one of the four forms of Surety listed below. Enclosed you will find a partially completed Letter of Credit, Escrow Agreement, and Performance Bond that your financial institution may find helpful. The terms of these documents have been reviewed by the Office of the Attorney General and approved for use as a guidance document. If none of these customary forms of surety covering new subdivision streets is acceptable to you, VDOT will consider your proposal of an alternative form of surety. Non-interest bearing cash bond paid to the Commonwealth of Virginia, Virginia Department of Transportation Letter of Credit (usually issued by a commercial lending institution) Escrow Agreement (Note: VDOT does not act as a "Trustee.") Performance Bond (usually issued by a commercial bonding or insurance company) SURETY ADDENDUM Instructions Page Provide this page, the Surety Addendum and Sample Surety Documents to Developer Printed by VDOT on: December 31, 2015 Mr. Developer: Provide this document along with the Surety Addendum and the sample surety documents provided by VDOT to the institution that you expect to issue your Surety. Please be advised that the Surety Addendum must be incorporated within the Surety by reference or otherwise the Surety must identify the County, the subdivision and list the streets covered within the Surety document. To be acceptable, the Surety must be capable of being drawn at a counter within the Commonwealth of Virginia or, if the streets covered are in a county contiguous with a boardering state, at a counter in either the Commonwealth of Virginia or the bordering state. Please note that you are responsible for paying by Cashier's Check the amounts indicated on the Surety Addendum as Maintenance Fee and the Administrative Cost Recovery Fee. These amounts may be combined in one check. Surety Issuer• The Surety Addendum may be incorporated by reference within the body of your Surety document by citing the name of the Subdivision, the name of the locality, and resolution date. Otherwise, in addition to that information, a listing of streets, termini and lengths must be included within the body of your Surety document. Surety must be delivered to the following address: 714 S. Broad St., Salem, VA 24153 AMD Rev. 12-01-2007 SURETY ADDENDUM Total Lane Miles for Fees 0.60 1/10 mile Factor 6 The dollar amounts shown in the table titled "Fees and Surety for the Street Additions Listed Below" were calculated in accordance with §24 VAC 30-91-140 of VDOT's Subdivision Street Requirements (SSRs). The amounts are based on the following described inspection approach and the listed inventory of streets proposed for acceptance in the captioned subdivision. The fee amounts reported here govern over those in Appendix 1 of the Subdivision Street Requirements, which is illustrative and presumes standard VDOT inspection. The Surety Expiration date, if shown, is (a) the earliest surety expiration date acceptable to VDOT, (b) based on the date of the Local Government's resolution requesting VDOT to accept the streets, and (c) may includes a processing period for VDOT's final acceptance. Surety and the Administrative Cost Recovery Fee is based on the following: Standard VDOT inspection procedures were used. Costs associated with intermittent VDOT inspections are recovered under the standard fee structure for the Administrative Cost Recovery Fee. Inventory of Streets Proposed for VDOT Acceptance Project or Subdivision Village at Tinker Creek Locality and Anticipated County of Roanoke Resolution Date January 12, 2016 Route Street Name Termini Description and Length Lanes: Median Fee Lane Number Type: Lanes Miles 1874 Flora Farm Road From: Int. Rt 115, Plantation Road To: End, Cul-de-sac, 1 2 0.60 Length (mi): 0.30 Certification of Institution Issuing Surety This 'Surety Addendum' is hereby incorporated as part of our Surety Instrument , Issued Name of Institution issuing surety Signature of Authorized Institution Officer and Date /1��il�l:Z�if►��Sb��Uf/ Irrevocable Letter of Credit For Subdivision Streets to be Maintained by the Virginia Department of Transportation Beneficiary: Virginia Department of Transportation Issuer: Please send this document to the VDOT Office located at: Maintenence Division 1401 East Broad Street Richmond, Virginia 23219 Developer: Atlas Homebuilders Address: 819 Walhalla Court City, State, Zipcode Roanoke, VA 24019 Issuing Bank: Address City, State, Zipcode Amount (US Dollars) Salem 714 S. Broad St. Salem, VA 24153 080 Village at Tinker Creek Subdivision County of Roanoke 1/12/2016 Locality and Date to the Governing Body's Resolution Bank Number Letter of Credit No. Issue Date Expiration Date Twelve Thousand Dollars And No Cents ifezoUUI We hereby open this letter of credit in the amount shown above for the above named Developer in favor of the Virginia Department of Transportation. These funds shall be available by your sight draft signed by the VDOT Residency Administrator or his representative stating that the draw is for the specific purpose of recovering all loss, cost, damage or expense incurred to correct faulty workmanship or materials associated with the construction of one or more streets and/or related drainage facilities listed on the attached VDOT document entitled "Surety Addendum - Inventory of Streets Proposed for VDOT Acceptance" identified below for the Subdivision in the Locality named above. All sight drafts made pursuant to this instrument shall bear the clause "Drawn under (Institution's Name and Address) for Letter of Credit No. Issued , Expiring in the amount of $ " We hereby engage with you that drafts in compliance with these terms shall be duly honored. This letter of credit becomes operative and will expire at our counters on the dates first written above. Except as expressly stated herein, this credit is subject to the Uniform Customs and Practice for Documentary Credits (1993 Revision, as amended), International Chamber of Commerce Publication No. 600. (Authorized Signature) (Printed Name) (Title) (Asset) SEAL Attachment: 'Surety Addendum -Inventory of Streets Proposed for VDOT Acceptance,' dated: 12/31/2015 The Virginia Department of Transportation will accept this document duplicated on a financial institution's stationery or the institution's standard letter of credit format, provided all of the information and terms cited above are included. PERFORMANCE BOND A Surety for Subdivision Street Additions to the Secondary System of State Highways Maintained by the Virginia Department of Transportation Issuer: This document is to be provided to the Beneficiary's Office located at: Salem, 714 S. Broad St., Salem, VA 24153 Locality JCounty of Roanoke Subdivision 1080 Village at Tinker Creek Locality's Resolution Date 1/12/2016 Amount of Surety, alpha and numerically. ******************************** Twelve Thousand Dollars And No Cents $12,000.00 Surety Expiration Date 2/28/2017 Name and Address of Principal (a.k.a. Developer) Name and Address of Bonding Company and State of Incorporation Atlas Homebuilders 819 Walhalla Court Roanoke, VA 24019 KNOWN ALL MEN BY THESE PRESENTS, That we, that above named Principal, and the above named Bonding Company (hereinafter "Surety") are held and firmly bound unto the Commonwealth of Virginia in the full and just sum shown above as "Amount of Surety," current money of the United States, to be paid upon demand to the said Commonwealth of Virginia, to which payment thereof we hereby bind ourselves, each of us, and each of our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents, sealed with our seals and dated this day of , WHEREAS, the Principal has constructed the streets listed on the attached report titled "Surety Addendum", and the Commonwealth, acting through the Department of Transportation, anticipate accepting the inventory of streets shown thereon for maintenance as part of the VDOT maintained secondary system of state highways. NOW, THEREFORE, The condition of this obligation is such that the Principal shall, for a period not less than one year, following the date of the Locality's Resolution and ending on the date of expiration cited above, indemnify and save harmless the Commonwealth of Virginia from all loss, cost, damage, or expense incurred in the repair of said streets, including the drainage facilities pertaining to said streets, and to persons and property lawfully on such streets occasioned by defective materials and/or workmanship. This obligation shall remain in full force and effect through the expiration date cited above. IN WITNESS WHEREOF, said Principal and Surety have caused these presents to be executed and their seals affixed the day and year first above written. Signature of Principal (Atlas Homebuilders) Witness: Typed or Printed Name ACKNOWLEDGMENT OF PRINCIPAL STATE/COMMONWEALTH OF , CITY/COUNTY OF to wit: I, a notary public in the State and City/County aforesaid, do certify that (Name) (Title) , a duly authorized representative of the 'Principal (Developer)', appeared before me and acknowledged the foregoing instrument this day of , NOTARY PUBLIC ID Number My commission expires: Note: An original copy of all pages is to be filed with the Department of Transportation. AMD Rev. 12/01/2007 A Surety (Performance Bond) for Subdivision Street Additions to the Secondary System of State Highways Maintained by the Virginia Department of Transportation Locality County of Roanoke Subdivision 080 Village at Tinker Creek Bonding Company: Signature of Attorney -in -Fact: Typed or Printed Name Resident Virginia Agent: AFFIDAVIT AND ACKNOWLEDGEMENT OF SURETY STATE/COMMONWEALTH OF Countersigned: CITY/COUNTY OF , to wit: aforesaid, do certify that (Name) a notary public in the State and City/County (Title) , an Officer of the forenamed Surety, did appear before me and make oath that he is duly authorized to execute the foregoing bond by virtue of a certain power of attorney of said company, dated the day of , and recorded in the Clerk's Office of the in/as , that said power of attorney has not been revoked; that the said company has complied with all the requirements of law regulating the admission of such companies to transact business in the Commonwealth of Virginia; that the said company holds the certificate of the Commissioner of Insurance authorizing it to do business of the Commonwealth of Virginia; that it has a paid up cash capital of not less than $250,000; that the paid up capital, plus the surplus and undivided profits of said company, is $ that the penalty of the foregoing bond is not in excess of ten per centum of said sum; that the said company is not by said bond incurring in the aggregate, on behalf or on account to the principal named in said bond, a liability for an amount larger than one tenth of its paid up capital, plus its surplus and undivided profits; that the said company is solvent and fully able to meet promptly all its obligations, and the said Officer thereupon, in the name and on behalf of the said company, acknowledged the foregoing writing as its act and deed. NOTARY PUBLIC My commission expires: Page 2 of 2 ID Number Note: An original copy of all pages is to be filed with the Department of Transportation. AMD Rev. 12/01/2007 ESCROW AGREEMENT A Surety for Subdivision Street Additions to the Secondary System of State Highways Maintained by the Virginia Department of Transportation Issuer: This document is to be provided to the Beneficiary's Office located at: Salem, 714 S. Broad St., Salem, VA 24153 Locality lCounty of Roanoke Subdivision 1080 Village at Tinker Creek Locality's Resolution Date 1/12/2016 Amount of Surety, alpha and numerically. ******************************** Twelve Thousand Dollars And No Cents $12,000.00 Surety Expiration Date 2/28/2017 Name and Address of Principal (a.k.a. Developer) Name and Address of Bonding Company and State of Incorporation Atlas Homebuilders 819 Walhalla Court Roanoke, VA 24019 THIS AGREEMENT, made this day of and between the above named Developer, party of the first part, and" , by , hereinafter called "Trustee", party of the second part, and the Virginia Department of Transportation, hereinafter called the "Commonwealth", party of the third part." WITNESS: WHEREAS, the plat for the above named Subdivision is recorded in the above named Locality of Virginia, within which Developer constructed the streets listed on the attached report titled 'Surety Addendum,' which is fully incorporated herein by reference; and WHEREAS, the Developer is required to provide Surety against any defects in workmanship and/or materials used in the construction of the streets in the above subdivision and included on the 'Surety Addendum' for a period of one (1) year following the date of the Locality's Resolution date and expiring, as shown above; and WHEREAS, for the term of this Escrow Agreement, the Commonwealth has agreed that the Developer may deposit the above indicated Amount of Surety in escrow to cover costs incurred by the Virginia Department of Transportation to correct defects due to faults in workmanship or materials used in the construction of the streets described in the attached Surety Addendum. NOW, THEREFORE, for and in consideration of the foregoing premises and the following terms and conditions, the parties hereto agree as follows: 1 Developer has deposited with Trustee, and Trustee by the execution hereof acknowledges that he holds the above listed Amount of Surety under the terms of this agreement. 2 Trustee shall immediately place and maintain the above listed Amount of Surety with the Financial Institution named above in an interest bearing account conditioned to allow withdrawal of all or part of the funds by the Trustee at any time without penalty, until the expiration date cited above. 3 In the event the Commonwealth, in its sole discretion, deems it necessary to perform any work, including labor, use of equipment, or materials to correct defects in workmanship and/or materials used by the Developer in the construction of said streets during the period this Escrow Agreement is in force, either by its own forces or by contract, Trustee shall disburse to the Commonwealth within five (5) days of receipt of written demand such sum or sums for such work from the Amount of Surety stated above. 4 The Trustee shall pay any sum remaining in said account to the Developer not sooner than one (1) day after the Surety Expiration Date cited above, at which time this Escrow Agreement shall terminate. A Surety (Escrow Agreement) for the Addition of Streets to the Secondary System of State Highways. Locality County of Roanoke Subdivision 080 Village at Tinker Creek Witness the following signatures and seals: Principal (Atlas Homebuilders) Date COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , to wit: (Name) , a duly authorized representative of [Developer], party of the first part, acknowledged the foregoing instrument before me this day of , NOTARY PUBLIC ID Number My commission expires: Trustee Date COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , to wit: (Name) "Trustee", party of the second part, acknowledged the foregoing instrument before me this day of NOTARY PUBLIC ID Number My commission expires: Commonwealth Transportation Commissioner or Authorized Representative Date COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , to wit: (Name) , "Commonwealth Transportation Commissioner or authorized representative", party of the third part, acknowledged the foregoing instrument before me this day of , NOTARY PUBLIC ID Number My commission expires: Page 2 of 2 ACTION NO. ITEM NO. H-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: January 12, 2016 Confirmation of appointment to the Planning Commission (appointed by District) Deborah C. Jacks Chief Deputy Clerk to the Board Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Planning Commission (appointed by District): Supervisor Hooker has recommended the appointment of Donald Butzer to fill the unexpired term of Martha Hooker that will expire on June 30, 2016. Page 1 of 1 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Audited balance at June 30, 2015 $ 21,799,195 Appropriated from 2015-2016 budget 506,153 J-1 % of General Fund Revenue 11.00% * Balance at January 12, 2016 $ 22,305,348 11.01 % ** Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the General Fund Unappropriated Balance incrementally over several years. * 2014-15 - Goal of 11 % of General Fund Revenues 2014-15 General Fund Revenues $198,174,499 11 % of General Fund Revenues $21,799,195 ** 2015-16 - Goal of 11 % of General Fund Revenues 2015-16 General Fund Revenues $202,656,326 11% of General Fund Revenues $22,292,196 The Unappropriated Fund Balance of the County is currently maintained at the goal of 11.00%. Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator J-2 COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Amount Audited balance at June 30, 2015 $ 1,586,627 Appropriated for 2015-16 Capital budget (907,344) July 28, 2015 Appropriation to purchase voting machines and equipment (384,000) November 10, 2015 Allocation from expenditures for year end close out June 30, 2015 649,431 Balance at January 12, 2016 $ 944,714 Maior Countv Caaital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Audited balance at June 30, 2015 $ 2,614,612 Appropriated for 2015-16 Capital budget (1,583,412) November 10, 2015 Allocation from revenues for year end close out June 30, 2015 $1,631,084 Balance at January 12, 2016 $ 2,662,284 Technoloav Caaital Reserve (Projects identified and prioritized by the Technology Governance Committee and approved by the County Administrator.) Audited balance at June 30, 2015 $ 314,058 Allocation to Computer Replacement Account (100,000) Balance at January 12, 2016 $ 214,058 Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator J-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2015-2016 Original Budget $ 50,000 November 10, 2015 Appropriated funds to initiate the Intervenor process and develop strategy (15,000) Submitted By Approved By Balance at January 12, 2016 $ 35,000 Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator J-4 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 January 12, 2016 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 - 955,424 75,993,984 Capital Lease obligation 741,516 - 741,516 - $ 189,160, 058 $ - $ 11, 283, 963 - $ 177, 876, 095 Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. 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ITEM NO. J-7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: January 12, 2016 Accounts Paid -November 2015 Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Payments to Vendors Payroll 11/06/15 Payroll 11/20/15 Manual Checks Grand Total Direct Deposit 1,187, 308.03 1,537,472.16 Checks Total $ - $ 6,771,898.10 54,533.52 1,241,841.55 94,435.69 1,631,907.85 908.03 908.03 $ 9,646,555.53 A detailed listing of the payments to vendors is on file with the Clerk to the Board of Supervisors. Page 1 of 1 ACTION NO. ITEM NUMBER J-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: January 12, 2016 AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of 11/31/2015 SUMMARY OF INFORMATION: CASH INVESTMENT: SUNTRUST CON 11,729,374.50 11,729,374.50 GOVERNMENT: SCOTT STRINGFELLOW CONTRA (133,951.00) SCOTT STRINGFELLOW 46,010,197.52 WELLS FARGO 17,000,000.00 WELLS FARGO CONTRA (34,590.00) 62,841,656.52 LOCAL GOVT INVESTMENT POOL: 2,511,952.12 GENERAL OPERATION 10,181,369.72 10,181,369.72 MONEY MARKET: BRANCH BANKING & TRUST 1,081,770.26 SCOTT STRINGFELLOW - JAIL 1,103,060.44 SCOTT STRINGFELLOW 12,152,826.17 UNION FIRST 3,075,362.81 BNC/VALLEY 2,511,952.12 WELLS FARGO 2,581,623.51 22,506,595.31 TOTAL 107, 258, 996.05 01/12/2016 ACTION NO. ITEM NO. L-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: January 12, 2016 Work session to provide an Explore Park Master Plan update Doug Blount Director of Parks, Recreation and Tourism Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County hired Wallace Roberts and Todd as the lead design firm to develop a master plan for Explore Park. Along with Wallace Roberts and Todd (WRT), Pros Consulting and Balzer and Associates were also hired to develop the business plan and infrastructure analysis in the development of the master plan that started on July 1, 2016. The following goals were established for the development of the master plan: 1. Create a long term road map for decision-making 2. Understand connections among local, regional, and national park trends 3. Design a site plan to capitalize on existing and potential uses and resources 4. Generate an effective business plan that includes both public and private investment 5. Determine appropriate locations and necessary investments in park infrastructure and utilities 6. Raise awareness and foster stewardship for Explore Park and Roanoke County. As a part of the master plan process, Roanoke County focused on citizen engagement to learn more about the outdoor recreation needs and interests of our citizens. Roanoke County conducted twelve (12) stakeholder and four (4) community meetings in September Page 1 of 3 and October of 2015 with two hundred twenty five participants (225) at the meetings. Roanoke County also established an online survey as another tool to collect feedback from citizens. The survey produced one thousand one hundred thirty (1130) responses. Roanoke County and WRT utilized the feedback to develop a program matrix of potential activities, attractions and services to establish the basis for the first conceptual plan. Along with the program matrix, Roanoke County and WRT studied circulation needs for both for vehicles and pedestrians for site access, site circulation, regional access and Roanoke River access. All of these factors were taken into account with the first draft of the circulation plan Also as a part of the master plan, Roanoke County had a cultural and natural inventory of the "special places" identified on the property. Through this study, over 300 potential interpretive locations have been identified that will help to tell the authentic heritage of Explore Park. This theme will be blended into the culture of the park as interpretive options with signage, online resources, programs and events. This philosophical shift within the park will create many opportunities for citizens to learn about the park's heritage and because of the volume of the locations identified, this will create many return visits to the park throughout the different seasons to experience these "special places". Roanoke County staff throughout the master plan process have communicated with land owners around the property, National Park Service, Roanoke Valley Resource Authority, Bedford County, Regional Partnership and Virginia's Blue Ridge to receive feedback on the project. The first draft conceptual plan focuses on park circulation, land, air and water activities. It is also important from this master plan that the park has a year-round mix of activities and services to ensure that Explore Park is a twelve-month destination regardless of weather and temperatures. The draft plan provides a balance of passive and active recreation activities. The plan addresses the needs of additional trails, overnight accommodations, river access, high adventure, special events and retail/food services. The first draft conceptual plan also provides many opportunities for the park to have a positive economic impact on the community through public-private partnerships for the different identified activities. The first draft conceptual plan will be released to the public on Wednesday, January 13, 2016. Roanoke County will seek public input on first draft conceptual plan through Friday, February 5, 2016. Roanoke County will host two (2) community meetings during this time to receive citizen feedback. WRT is currently working on the business plan, infrastructure plan and cost estimates for the park. These documents will be completed in February. WRT will be before the Board of Supervisors in March to present the final Explore Park Master Plan. This work session will be devoted to discussing the first draft conceptual master plan in detail. Page 2 of 3 ATTACHMENTS 1. Explore Park "Top Ten List" Citizen Comments 2. Explore Park Executive Summary- Citizen Survey Results 3. Explore Park Trail Map Summary Page 3 of 3 Top Ten Public Comments Explore Park Master Plan - Community Meetings (Sep. -Oct. 2015) During the first round of public input, consultants and staff spoke with approximately 230 meeting attendees including both citizens and interested stakeholders. The categories below demonstrate the top 10 most frequently recorded comments from these meetings - ranked in order of popularity. 1) Trails and Connectivity - Participants were interested in the continued development of trails at Explore Park. They wanted to see various levels of difficulty, from paved walking paths for seniors or individuals with disabilities, to mixed use dirt paths with better directional markers. Suggestions were given for multi -use paths including walking, biking and equestrian. Regional connectivity was another often heard theme, including the extension of the Roanoke River Greenway to the park, alternative ways to access the park from downtown Roanoke, and water connections to Smith Mountain Lake. Within the park, participants wanted to see more connectivity to the Bedford County side of the property, whether through recreational use or a bridge connecting the two sides of the river. 2) Overnight Accommodations - Our second most heard topic was the need for overnight accommodations at the park. Solutions suggested included primitive or tent camping, rental cabins, RV parking with associated amenities and a lodge or hotel. 3) Water Access - Roanoke River frontage at the park was recognized as a valuable asset. Participants wanted to preserve the natural beauty of this area while allowing access for fishing, canoeing, tubing and kayaking. More specific ideas included creating an in -river kayak course, creating a delayed -harvest trout fishery, and improving the put-in/take-out points for boating. 4) Recreation Programs & Education - Participants saw the need for a variety of outdoor programs, especially those dealing with nature education and family recreation. Suggestions included a wide range of guided instructional activities led by Parks, Recreation and Tourism, as well as partnerships with schools and area cultural institutions. 5) Events & Venue Infrastructure - There were many suggestions for reoccurring special events at the park. These ranged from concert series and wine festivals to competitive races. The need was voiced for improved event infrastructure such as an amphitheater. 6) Nature Preservation - Our community places a high value on retaining the natural beauty of the landscape at Explore Park. They were cautious of over -development, yet mindful of opportunities for the public to better experience nature through overlooks, maintenance and overall park design. 7) Shopping & Dining - Many suggestions were made regarding commercial opportunities at the park. Often heard suggestions were a restaurant or brewery at the site. Others wanted to see areas to shop for crafts or be able to purchase or rent outdoor recreation equipment. 8) Adventure Sports - Participants saw the opportunityfor adventure -based outdoor recreation to play a large role in the park.This includes activities such as a high -ropes course/zip-line, mountain bike competitions, rock climbing, and shooting sports. 9) Cultural Heritage - A wide variety of comments were received regarding cultural heritage at the park. Many suggestions included the re -purposing of historical buildings on the site for other activities, while preserving history through kiosks or interactive exhibits. Other suggestions included the preservation of our region's art and music legacy at the park. 10) Destination Attraction - A final theme voiced at the meetings involved creating a quality attraction to bring in tourists from outside our area. This should be a unique feature worthy of repeated visits to the park. Participants were mindful of the need to balance local resident use versus tourist use through a well-balanced mix of recreation amenities. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Executive Summary Survey Analysis Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) The following five pages contain a question by question overview of survey results as part of the community feedback for Explore Park's master plan. The survey was open from September 20, 2015 through October 31, 2015, and collected a total of 1,137 responses. Survey Sample •This survey contained a fairly representative sample of the Roanoke Valley, crossing many age ranges. • Gender breakdown was approximately 50% male and 50% female •The top zip code sampled came from the Cave Spring area (24018), which also accounted for the highest percentage surveyed based on zip code population. • Half of those surveyed were Roanoke County residents, while the others came mostly from neighboring municipalities. • Nearly half of those surveyed had children in the household, with the largest group of children being in the 1 1- 15 year old age group. Broad Category - Desired Experiences • When asked to rank broad categories of park attributes, respondents scored terms such as"recreation"and "adventure" higher than"relaxation"and"education" Survey responses favored active park uses over passive ones. • Beauty also ranked very highly in the survey, serving as a reminder in planning to preserve the natural landscape. • In ranking broad categories of activities, the top ranking result was "adventure tourism;'which was scored as #1 by 40% of all respondents for that activity. Specific Amenity Rankings • When asked to rank each amenity in a list, the top results involved better accessing the wooded and river areas of the park through low -impact infrastructure. This includes such amenities as hiking trails, river walk, canoe/ kayak launch, observation areas, picnic areas, campsites and biking trails. • Survey responses reflect Roanoke County's goal to design a park for the top 90% usage. • Amenities with the highest rankings in this area were basic activities that are typically free to participate in. Where a fee typically applies, the top results were campsites, cabins and zip lines / aerial park. Written Responses Respondents were given several opportunities in the survey to provide free -response written suggestions for what types of attractions they would like to see, or bring guests to see at Explore Park. Staff compiled 3240 like suggestions and ordered their frequency of appearance in the survey results. The top results were: • Zip lines / aerial park • Hiking or dirt trails • Bike trails or bike park • Camping Needs Not Being Addressed • When asked which needs were not being addressed through other local parks, the top three responses were high adventure activities, campgrounds, and river access. •These three amenities/activities had a significantly higher response than other selections in the category, indicating respondents saw a clear need for them in our region. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Survey Analysis by Question Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) Italicized comments indicate data observations by staff. Question 1 — How often have you visited Explore Park About 81% of survey respondents have visited Explore Park in the past, and of those, 58% of them have visited at least occasionally within the past few years. This shows that o majority of those surveyed are familiar with the park. However 42% have not visited within 3 years or of all which presents o marketing opportunity to increase local visitor numbers. Question 2 — What was the purpose of your visit (if within last 3 years) About 80% of recent visitors came to the park for outdoor recreation, 20% for public events such as races, 12% for educational programs such as guided hikes and camps, and 5% for private special events such as wedding rentals. This appropriately reflects the currentprogrommotic makeup of the park. Question 3 — Rank top desired experiences and attributes Ranked in order of compiled scoring, survey respondents prioritize their park experience in the following order: 1) Recreation 2) Beauty 3) Adventure 4) Cleanliness 5) Relaxation 6) Safety 7) Accessibility 8) Education 9) Health A key point to notice is that the terms "recreation" and adventure" scored higher than 'education" and "relaxation" This indicates that survey respondents favored active uses for the park over passive ones. It is also important to note that "beauty" ranked number two, which is o reminder in planning to preserve the natural landscape. Question 4 — How often do you participate in outdoor recreation activities? Of the 1,128 responses, only 2.75% say they rarely or never participated in outdoor recreation activities. Only 7.09% ranked their participation as once or twice a year. In total less than 10% of respondents were not active in the outdoors. This is on indication that the vast majority of survey participants are active and therefore more likely to take advantage of amenities of Explore Park. Question 5- Rank your interest in types of activities Ranked in order of compiled scoring, survey respondents prioritize their park experience in the following order: 1) Adve ntu re To u rism 2) Equipment Rental 3) Special Events 4) Overnight Accommodation & Programs (tied) 5) Retail 6) Facility Rentals Adventure tourism not only came in number one in the overall score, but was scored os #7 by 40% of all respondents for that amenity. This shows o strong desire for active recreation among survey respondents. Rankings between the top 5 were fairlyclose, with the onlycleor bottom score coming from facility rentals. That can be explained by the more niche audience of weddings and corporate retreats. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Survey Analysis by Question Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) Italicized comments indicate data observations by staff Question 6 - Rate your interest in the listed amenities: TOP weighted scoring averages are as follows: 1) Hiking Trails 2) River Walk 3) Canoe/Kayak Launch 4) Observation/Overlooks 5) Picnic Area 6) Campsites 7) Biking Trails BOTTOM weighted scoring averages are: 1) Disc Golf 2) RV Camping 3) Public Art 4) Water Spray Feature / Splash Park This information reflects our goal to design a park for the top 909,6 usage. Amenities with the highest rankings on this question are basic activities that are typically free to participate in. Ordered average weight ranking of activities where a FEE typically applies: 1) Campsites 2) Cabins 3) Ziplines/ aerial park 4) Lodge 5) Water Spray Feature / Splash Park 6) RV Camping Ordering the information in this way may be helpful in prioritizing the build out ofpoy for service amenities. Question 7 -What type of attraction would YOU most like to see? (Free response) From the written responses, staff compiled 1490 like suggestions and ordered their frequency of appearance in the survey results (full list attached). Results are as follows: Tier 1: 100 or more appearances 1) Zipline/aerial park 2) Bike Trails or bike park 3) Hiking trails or dirt trails Tier 2: 51 to 100 or more appearances 1) Tent camping (or just "ca mping" with no indication of type) 2) Equestrian Trails 3) Disc Golf 4) History or heritage display Tier 3 - 30 to 50 appearances 1) Dining - Restaurant 2) Water park or spray features 3) Adventure Programs 4) RV park 5) River access 6) Canoeing or Kayaking 7) Brewery 8) Cabin Camping 9) Riverwalk 10) Fishing 11) Paved Greenway A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Survey Analysis by Question Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) Italicized comments indicate data observations by staff Question 8 -Type of attraction would you bring out of town GUESTS to see? (Free response) From the written responses, staff compiled 1750 like suggestions and ordered their frequency of appearance in the survey results (full list attached). Results are as follows: Tier 1:100 or more appearances 1) Zip lines/ ropes course 2) Hiking trails or dirt trails 3) Tent camping (or just"camping" with no indication of type) Tier 2:51 to 100 appearances 1) Amphitheater 2) Bike trails or bike park 3) Adventure programs 4) Canoe/kayak 5) History or heritage 6) Cabin camping 7) Dining - restaurant 8) Water park 9) White water park Tier 3: 30 to 50 appearances 1) Disc Golf 2) Whitewater park 3) History or heritage 4) Dining - restaurant 5) Water park or spray features 6) Adventure programs 7) RV park 8) River access 9) Canoe/kayak 10) Brewery 11) Cabin camping 12) River walktrail 13) Fishing 14) Greenway or paved trail Question 7 & 8 Observations An interesting point to examine here is what changed between question 7 and question 8, by shifting the focus of the question from "your family'to 'your guests" Here are a few things we noticed: • Zip lines & trails are at the top of both categories, indicating locals believe both they and visitors would use them. • Amphitheater moved much higher in rankings between 7 & 8, indicating people think outside guests would use the facility, but may not choose to visit themselves. • Tent and cabin camping increased in ranking between 7 & 8, while showing strength in both categories. This indicates locals see themselves using these facilities, and believe that visitors would use them even more. • Equestrian trails are listed high in the local use question, but fall below the top rankings in the visitor use question. This indicates locals would like to use the facility for themselves, but don't necessarily envision outsiders bringing horses here just for the trails. • Disc Golf ranked well in both questions 7& 8, after receiving the LOWEST weighted score in question 6. This may be on indication of the passion of that user group, as they have very specific desires for the park to express here in writing. The group could be strong advocates in development of this resource. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Survey Analysis by Question Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) Italicized comments indicate data observations by staff. Question 9 - Needs NOT being addressed through other local parks Ranked in order of weighted scoring, survey respondents chose the listed amenities in the following order of need: 1) High adventure activities 55% 2) Campgrounds 53% 3) River Access 52% 4) Trails (dirt) 39% 5) Open space (wooded) 28% 6) Education/interpretation programs 26% 7) Cultural Events 24% 8) Trails Paved 22% 9) Open Space (field), picnic areas and play areas for children (tie) - 15-16% 10) Health 9% The top three needs in this category had significantly higher responses than the other selections, indicating respondents saw a clear need for high adventure activities, campgrounds and river access not being met in this area. Question 10 -Other Helpful Feedback This question, as well as other areas of the survey, allowed unrestricted feedback for public record. Frequent topics listed here were connecting the Roanoke River greenway, boosting Roanoke's outdoor image, and many specific suggestions for comparison. A list of examples can be found on the written comments summary attachment. Question 11 - What is Your Age? 40% of those surveyed were age 31 to 40, 27% were age 51 to 65 and 14% were age 18 to 30. This is a fairly good sample crossing many age ranges. Question 12 - What is your Gender 50% male/48%female We were lucky to get o very even split of responses, which is unusual because many surveys tend to skew female. Question 13 - Where do you live? Nearly half of respondents, 48% were Roanoke County residents. Others came from nearby municipalities. This reflects o strong desire by residents to weigh in on the development of o County facility. Question 14 - Zip codes Here are the top 7 zip codes surveyed ZIP SURVEYED POPULATION PERCENTAGE OF POP 24018 234 28000 0.84% 24153 115 35523 0.32% 24015 100 15418 0.65% 24019 98 24713 0.40% 24014 90 22476 0.40% 24179 80 17495 0.46% 24012 56 27218 0.21% A heat map is available here. https://www.google.com/fusiontables/DataSource?docid=1 K7bWMLk3N8bfBsIrP88AV_1 d8wVEyoEogMkce7UY The southwest Roanoke area (24018, 24015) contained among the highest survey response and percentage of total population responding. As a general rule, these areas of our community have a higher income and younger age demoaranhics. This is a good preview ofa strong future market seamen t. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Survey Analysis by Question Explore Park Master Plan - Community Survey (Sep. -Oct. 2015) Italicized comments indicate data observations by staff Question 15 — How far do you have to travel? The large majority of respondents indicated travel time to the park to be 40 minutes or less. Only 10% described their trip as more than 40 minutes. This question measures perception ofdistonce. Destinations with travel time ofmore than 40 minutes are typicollyperceived to be further away and visited less frequently. Most respondents likely view the park as an easy afternoon trip from their homes. Question 16 —What are the ages of children in your household? 51% of respondents claimed NO children in household, while 49% claimed children of various ages. Of those with children, the largest group was 11-15 year old teenagers, followed by grade school age, and finally preschool age. The good news is that we received a good sample including on even mix of those with children and those without. A concerning note here is that there are fewer 'grodeschool" youth than "teen youth" Judging by local school enrollment numbers this is on accurate reflection of what is happening in our community. It is possibly and indication that a purely 'family" programming approach should only be part of the focus and a multi -generational approach might make more sense as that the number of young families may be declining. A Roanoke County Parks, Recreation and Tourism Facility Blue Ridge Parkway, Milepost 115 Master Plan Trail Map EXECUTIVE SUMMARY Explore Park is a 7, 700 acre facility located on the Blue Ridge Parkway and operated by Roanoke County, Virginia under a 99 -year lease with the Virginia Recreational Facilities Authority established in 2073.Over the next few months Roanoke County will be developing a mosterplon for the long term development of the facility, working with design firm Wallace Roberts & Todd, engineering firm Balzer& associates and ProsConsulting. The following pages contain details about this process, provide public information and clarify answers to our most frequently asked questions. • Why Develop a Master Plan for Explore Park Explore Park's unique location offers an opportunity to create a community asset for citizens, provide a regional attraction that fits into the region's outdoor tourism brand, create a positive economic impact, and improve overall quality of life for our area. • Past Investments in Explore Park Although over $50 million has been invested in the park since its inception in 1985, Explore Park has retained approximately half of that investment in viable infrastructure which provides a stable groundwork for park development. • Our Funding Approach Roanoke County will use the master plan to explore funding opportunities including public-private partnerships, grants, fundraising and cost recovery through recreation services - while keeping in mind the need to build and maintain free community level services. • Track Record of Success Roanoke County Parks, Recreation and Tourism is already among the nation's highest performing agencies in terms of cost recovery. We will leverage past successes such as Green Ridge Recreation Center and Camp Roanoke to move forward with this new park. • What the Plan Will Provide The plan will provide a road map for the future, including a site plan, cost model, business plan, and utilities plan. The finished document will align local needs with national trends and help Roanoke County with awareness and advocacy. • Project Timeline The master plan process will take approximately eight months from start to finish, culminating with a presentation to Roanoke County's Board of Supervisors in March, 2016. • Community Engagement During the master plan process, community feedback will be taken through a series of public meetings, a community -wide survey, and focus groups with stakeholders. • After the Master Plan After the plan is presented, Roanoke County will continue to engage with the community to make the vision a reality, while seeking grant opportunities and developing public-private partnerships. • Staying Informed Online resources are available at www.ExplorePark.org/MasterPlan as well as various social media channels. Staff will maintain communication with the media to help keep the public informed. A Roanoke Oounry Parrs, Recreation and'1''aurism facility 131 u Ridge Parkway, Milepost 115 Vision Statement We envision Explore Park as a destination for exploration - providing a clean, safe, fun and beautiful environment for outdoor recreation. Our goal is to be source of pride for area residents and a must -see stop along the Blue Ridge Parkway for visitors to our region. What Others Are Saying "The goal of the Roanoke Valley Convention &Visitors Bureau is to attract more visitors to Virginia's Blue Ridge resulting in an increased economic impact. In order to attract more visitors to the area off the Blue Ridge Parkway and Interstate 81, we must have a destination attraction. The Bureau is one year into a Destination Vision Plan to assess the region's needs for enhanced products and services for visitors. Explore Park has the potential to be that destination attraction and we support the leadership striving to bring this to fruition" Landon Howard President Roanoke Valley Convention & Visitors Bureau "Your Roanoke region is reinventing itself for the 21 st century as one of the greatest outdoor towns in the United States. Have we arrived? Nah, we're just getting started, and what Explore Park can become is something our entire community should get behind and support. With three out of four Americans engaging in outdoor recreation every year, the outdoors is much more than just hiking trails, it's a $646 billion industry. Explore Park has the potential to not only be a world-class park, but also a significant economic generator for the region. A world-class park in our backyard allows us to continue to leverage our outdoor assets to attract people, businesses, and investment to the area. It becomes another reason why living and working in Roanoke is so attractive" Pete Eshelman Director of Outdoor Branding Roanoke Regional Partnership A Roanoke Oounly Nrks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 Why Develop a Master Plan for Explore ParkP • Community Asset Master plan development will focus on ways to leverage a unique property to create a CLEAN, SAFE, FUN and BEAUTIFUL environment for citizens to play. The planning process will involve a large amount of public input, and include a long-term plan for development of the property.The final plan will meet community and regional outdoor recreation needs such as hiking, picnicking, boating and fishing, while ensuring a stable groundwork for more specialized park amenities and adventure tourism initiatives. • Regional Tourist Attraction Our region has become known for its beautiful natural scenery and abundant outdoor amenities, and recently established a new brand identity as"Virginia's Blue Ridge" Explore Park will provide a much needed attraction for area visitors while fitting into the Roanoke Valley Convention and Visitors Bureau's broader marketing strategy. • Unique Location Explore Park is uniquely positioned to be at the center of outdoor recreation development in Western Virginia.The park is located at the intersection of the Blue Ridge Parkway, the beautiful Roanoke River Gorge, the headwaters of Smith Mountain Lake, and the expanding Roanoke River Greenway system. Its close proximity to the Roanoke metropolitan area provides a "metro -mountain" mix, attractive to visitors seeking both recreation and culture. The park is also well placed to draw visitors from as far as Washington DC, Richmond VA, and Charlotte NC, all of which are approximately 3.5 hours away. • Economic Impact Preliminary master plan discussions have identified a public-private partnership model of development, whereby Roanoke County may seek out business partners to help develop park amenities, operate recreation services, and sub -lease areas of the facility to expand our offerings at Explore Park. These partnerships and their peripheral services will have a positive economic impact. • Overall Return on Investment Exceptional parks are community shaping infrastructure that span generations and create quality places to live and visit. Explore Park's long-term benefits include improved community health, higher quality of life and positive economic impact. A Ro.inoke Oounly Picks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 e IT ASL S'ARTS WITH AMBIT Past Investments in Explore Park Past Investments from 1985 to 2008 State Investment: $17 million (majority for property acquisition) Federal Investment: $13.6 million (majority for Roanoke River Parkway) Private Sources: $12.2 million Local Governments: $7.3 million (60% from Roanoke County) In -Kind Gifts: $1.5 million PAST INVESTMENT $51.6 million Roanoke County's share of the investment through the park's 2008 closure is estimated to total $4,483,681. Since that time Roanoke County has budgeted $54,000 annually to cover operations at the gift shop and limited maintenance. While much of the historical investment went towards park operations, Explore Park has retained approximately HALF of the initial investment in usable infrastructure. Existing Infrastructure Resulting from Past Investments Infrastructure Cost Roanoke River Parkway: $15.5 million Land Acquisition: $6 million Visitor Center Building: $1.5 million Brugh Tavern $1.4 million ArthurTaubman Center: $845k Basic Park Infrastructure: $500k (est) Mountain Union Church $239k Roads $75k Grist Mill $330k Trails $15k EXISTING INVESTMENT $26.4 million A Ro noke County Barks, Recreation and'Iburism facility Blue midge Parkway, Milepost 115 50% of all historic investment in Explore Park still exists in usable infrastructure. Our Funding Approach L OIRA Z • Public -Private Partnerships Whenever possible Roanoke County will seek out business partners to develop park amenities, operate recreation services, and sub -lease areas of the facility to expand our offerings. Examples: campground operators, restaurant vendors, adventure tourism partners • Grants and Fundraising Roanoke County will work with partners at the local, state and national level to seek out grant funding for infrastructure and amenities. Additionally, a 501(c)3 non-profit agency called "Leisure Legacy" has already been established to assist Roanoke County's department of Parks, Recreation and Tourism in fulfilling its mission. That organization will be leveraged to maximize community financial support for Explore Park, and possibly develop endowment programs. Incorporating legacy and sustainability concepts into the plan will ensure community commitment for generations while preserving the park's natural environment. • Cost Recovery through Recreation Services Roanoke County Parks, Recreation and Tourism currently recovers 55% of its operating costs through user fees and has over 98% cost recovery for recreation services. At Explore Park, we will evaluate all operating models to provide the best experience for residents and visitors, including a fee-for- service model for all but the most basic park amenities. • Community Level Services Explore Park is first and foremost a public park. That means that Roanoke County will continue to build and maintain infrastructure for free public use. With an inventory of over 40 park sites and several recreation facilities, Roanoke County already has staff and equipment in place for basic park maintenance. Future growth of amenities will be paired with new funding sources through the means listed above. Examples: playgrounds, trails, boat launches, picnic areas A Ro.inoke Counly Nrks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 Track Record of Success Roanoke County Parks, Recreation and Tourism is one of the largest municipal parks departments west of Richmond, and ranks among the top agencies in the nation for cost recovery. a.awn:.ksi, TULA]01WEi3 Ig FXIW..nCl i 11 it E'S ii 11]t1'� iaoanolio tounit y. 3ti 100 61#.063 SAOM 5,2,1119 SUN $11m Ro-■noke {ou6Yy 0M $0.$ inllllpta iFYlAI-153 Main 2VI0 ?621 201: $ZOM — LbwerQLArriLe IAIA 66266 9=2 61120 so — Median 62,312E $iA W $1,$l2.A $1}63 11,14Aa 2#10 2911 20,2 2913 2911 — LdwmQuirrilc #1,115.9 #1,911:1 $IAHI1 $1X7A.1 bio" -- w4ban. 1lt,M5 U7W PAR? 513W 51A31k UpwQUInik slim" aln'fi $11,1613 $il.=& $iklili Annual Direct 12P.vPnk3P.. (in CfJN slaN iaoanolio tounit y. 3ti 100 L$ A ®Arlan IFY14-151. SAOM SUN 12612 2VI0 ?621 201: 60,1 — LbwerQLArriLe IAIA 66266 9=2 61120 =ILI — Median 62,312E $iA W $1,$l2.A $1}63 11,14Aa L7pKrQuarli6!, 35. 2954 kM2 $ wA p $d92A2 $4II7i3 • Revitalizing Old Parks Camp Roanoke was acquired in 1995 as part of the Spring Hollow Reservoir project. Roanoke County took the abandoned summer camp, raised funds for reconstruction, and over the past 20 years has built a thriving program at the site. Summer 2015 was a record year, serving over 600 children with an average cost recovery of over 75%. A Rc,.inoke Oounly Birks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 • Cost Recovery Our department recovers 55% of its operating costs through user fees, and has over 98% cost recovery if you look at only recreation services. Green Ridge Recreation Center recovers 100% of its operating cost through user fees. As a result of our management techniques, Roanoke County tax dollars fund only $4.5 million in the department while citizens receive more than double in available services. According to data from the National Recreation and Park Society (left), Roanoke County is among the highest performing agencies in the country. • Building New Facilities Green Ridge Recreation Center and Splash Valley Water Park opened in January 2010, and was able to exceed its three-year revenue goals within six months. Direct operations continue to be fully financially self sustaining.The facility stands as a success story while providing a unique recreation amenity for the area. 1 What Will the Master Plan Provide? This master plan will establish a detailed framework, design development guidelines and strategic direction to guide the implementation and provision of Explore Park's open space, trails, facilities and amenities. The master plan is NOT a wish list, but an executable document. When completed, this plan will provide the following benefits as Explore Park is developed: • Road Map ("Trail Map") for Future The master plan will make specific recommendations for future park improvements while serving as a guide to manage development of the park over the next 20 years. • Alignment of Local Needs & National Trends This project will distinguish itself from past master plan efforts at Explore Park through an extensive public input process. The plan will take local and regional opinions into consideration, while evaluating current national trends in recreation. • Site Plan The design team will produce a site plan which will include a comprehensive recommendation for park infrastructure, programming, vehicular/pedestrian circulation, and storm water management. Maps and renderings will also be provided. • Costing Model and Business Plan Operational recommendations will be developed for all proposed amenities, including pricing strategy, staffing levels, maintenance standards and other components of park operation. A business plan will analyze funding options, implementation time -frame and projected operating budget. • Utilities Plan The master plan will include a detailed analysis of the utilities infrastructure required to achieve future park objectives, including water and sewer needs as well as the connections to existing gas, cable, lighting, storm drains and power utilities. • Awareness and Advocacy The completed plan will serve as a marketing tool to help secure additional funds from private, regional, state and national sources. A Ro.inoke Oounly Parks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 Project Timeline • Fall 2013 - Roanoke County Signs Lease Agreement VRFA agrees to 99 -year lease for Roanoke County to fully operate Explore Park.,;,, • Spring 2014 Celebrates Grand Opening ,,,,.;� Roanoke County re -opens 14 miles of trails, and renovates Taubman Center & Mountain Union Church • Fall 2014 - Roanoke County Submits RFP for Master Plan Vendors are solicited and interviewed by Roanoke County staff for creation of a master plan. • Spring 2015 - Master Plan Awarded Design firm Wallace, Roberts and Todd (WRT) is awarded the master plan bid. • July 2015 - Master Plan Kickoff Meeting 4'- WRT completes initial site visit and meets with project team, developing schedule & objectives. • September -October 2015 - Community Meetings Community meetings held with stakeholder groups and the general public. • October 2015 - Community Survey A comprehensive public input campaign launched to receive broader feedback. • November 2015 - Programming & Conceptual Development Feasibility study coordinated with steering committee, and utility recommendations are made. • December -January 2016 - Cost Modeling & Business Plan Preliminary site plan is developed, and business plan recommended for amenities and investment. • February 2016 - Final Master Plan Document Developed Draft technical document created and reviewed by steering committee. • March 2016 - Master Plan Presentation Final master plan is presented to Roanoke County's Board of Supervisors by WRT and partners. A Roanoke County Parrs, Recreation and'1'ourism facility 131 u Ridge Parkway, Milepost 115 Community Engagement Community Meetings A series of community meetings have been established from September to October 2015 to gather public feedback for the master plan. These meetings will be open to anyone who wishes to attend, and will be facilitated by our consulting team. •---------------------------------------------------------- PUBLIC MEETING DATES Wednesday, September 30 - 7:00pm at Vinton War Memorial ; Thursday, October 1 - 10:00am at Green Ridge Recreation Center Monday, October 19 - 7:00pm at??????? , Tuesday, October 20 - 7:00pm at Salem Civic Center ------------------------------------------------------------ Community Survey Beginning late September, the public will be invited to participate in a survey examining community interest for a variety of potential amenities at the park. Opportunities to take the survey will be: • Online at www.ExplorePark.org/MasterPlan • At GoFest on October 16-18 • Email invitation for subscribers to Roanoke County Parks, Recreation and Tourism monthly newsletters • Publicized through local media and social media A Roanoke Oounry Farms, Recreation and l''aurisrn facility 131 u Ridge Parkway, Milepost 115 Stakeholder Focus Groups Roanoke County will be reaching out to representatives from community groups that have a special interest in the park, as well as elected officials and community leaders for topic -focused discussions on topics such as: • Natural Resources • Outdoor Recreation • Arts & Culture • Heritage • Economic Development • Education After The Master Plan The master plan process will not end when Roanoke County receives the final document. Our goal is a long-term, executable plan that will shape the park's vision for generations. • Continued Community Engagement Stakeholder groups formed during the master plan process will continue to play a role in the development of Explore Park as we work to make the vision a reality. • Developing Public -Private Partnerships The master plan will be a key to used to approach businesses for investment in the park. With an established business plan, Roanoke County will have the tools needed to make the pitch to interested vendors. • Seeking Grant Opportunities Having a well-defined master plan and park vision makes it easier to apply for regional, state and national grants which will be crucial to Explore Park's development in the near term. • Implementation of the Master Plan Roanoke County plans to immediately begin using the master plan to guide decision making as we build the park, develop amenities and create community recreation programs. A Ro.inoke Oounly Nrks, Recreation and'Iburrism Facility Blue Ridge Parkway, Milcpost 115 JA'7L0M� Staying Informed Online Resources Visit www.ExplorePark.org/MasterPlan for complete updates on progress at Explore Park. On the site you will be able to do the following: • Sign up for email or text message updates about meetings and achievements. • Download documents relating to the project. • View the latest schedule of community and interest group meetings. • Find links to community surveys. Updates will also be available on social media at the following sites: • facebook.com/explorepark • facebook.com/roanokecountyparks • twitter.com/recreation MaMet Knn Updetr .ea,.•.. �.rs9Fwr4a 6 w.. rr+rar4 e{ u [esew hYf��efib.n.M M..wa�.P wb�� •r.. it B�+iWN+errs.+..}+i.i}W-r •FYYw ie bwriM wiepe• �e.w wf is Roanoke County Staff Contacts For general information: Email ExplorePark@RoanokeCounty�LA.gov or call (540) 777-6322 For media inquiries: Email sramsburg(@RoanokeCounty)LA.gov or call (540) 777-6327 Local Media Area media has paid close attention to the progress at Explore Park. We expect frequent updates to be available from the Roanoke Times, WDBJ7, WSLS, WFIRTalk Radio, and other news outlets. A Roanoke County Farms, recreation and'1'ourism facility 131 u Ridge Parkway, Milepost 115 ACTION NO. ITEM NO. L-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 12, 2016 AGENDA ITEM: Work session to discuss with the Board of Supervisors the Children's Services Act (CSA) SUBMITTED BY: Patience O'Brien, Assistant Director of Social Services; Jessica Webb, Children's Services Act (CSA) Coordinator; and Christopher Bever, Director of the Office of Management and Budget APPROVED BY: Thomas C. Gates County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been scheduled to discuss the Children's Services Act (CSA). The attached Power Point presentation will be shown. Page 1 of 1 H Z W a O J W W D H W D m H U Q W U W U) L- 0 U) W Q O N U) - Lim- N O � L C13 co Oco m ) U) Q U p � � U L Q U � C: U .> o i U T ° � O .> _ O cn U) (n 0 U) L . 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Lo L r- _ o0 0 09- • Lo O LO LO CO _(D N O co CDO CD C . 0 60- ce) c� . _ O N M C� C) CV . 69- 6F3 (1) .o o .o 4-0 O O c � � 00 Z w U LL U LL LL W" u i cn O Q � Q O �Co U L > a,Co U_ ku U) U l, O N -� 4--jE U C) �� CL �w °� E — c6 •co N .� N I CD cn Q U c6 0 U 0 0 U) U) U) El a-0 E i 42 ui L Q Q U T O 0 0 0 4-0 U) Com, a -j E L a� c� U 0 U - Cl) am w F U) > O _O .L i L L O .� O � 0 o O4-0 O CL QL � � O O U) x cn A--+ x >>> - - •> �, -0 4-1 W W W Z Q Q u F z LU 5:5:O U U) z O FM cnLU C1 N AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JANUARY 12, 2016 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.