HomeMy WebLinkAbout5/10/2016 - RegularRoanoke County
Board of Supervisors
INVOCATION: Pastor Loren Tate Mitchell
Covenant Presbyterian Church
May 10, 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."
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Roanoke County
Board of Supervisors
Agenda
May 10, 2016
NOTE: A meeting of the Audit Committee has been scheduled for 1:30 p.m. in
the Fourth Floor Training Room, 5204 Bernard Drive, Roanoke, VA
24018
Good afternoon and welcome to our meeting for May 10, 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 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. OPENING CEREMONIES
1. Roll Call
B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF
AGENDA ITEMS
C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Proclamation declaring May 2016 as Business Appreciation Month in the
County of Roanoke (Jill B. Loope, Director of Economic Development)
2. Proclamation declaring the week of May 15 through 21, 2016, as Emergency
Medical Services Week in the County of Roanoke (Stephen G. Simon, Chief
of Fire and Rescue)
D. BRIEFINGS
Page 2 of 5
E. NEW BUSINESS
1. Resolution approving the Roanoke County Public Schools (RCPS) budget for
fiscal year 2016-2017 upon certain terms and conditions (Mr. Mike Wray,
Chairman of the Roanoke County School Board; Dr. Greg Killough, RCPS
Superintendent; Mrs. Penny Hodge, RCPS Assistant Superintendent of
Finance and Operations; Rebecca Owens, Director of Finance; Christopher
Bever, Director of Management and Budget)
2. Request to adopt a resolution to the Virginia Retirement System (VRS)
approving the employer contribution rate option for the biennium beginning
July 1, 2016 (Rebecca Owens, Director of Finance)
3. Resolution approving participation in and conditions of the Virginia Juvenile
Community Crime Control Act (VJCCCA) Grant Program of the Department of
Juvenile Justice for fiscal years 2016-2017 and 2017-2018 and to allow
participation by the City of Salem (Daniel R. O'Donnell, Assistant County
Administrator)
F. PUBLIC HEARING AND FIRST READING OF ORDINANCES
1. Public hearing for citizen comments on the proposed fiscal year 2016-2017
Operating Budget and the proposed fiscal year 2017-2026 Capital
Improvement Program (Christopher Bever, Director of Management and
Budget)
2. Ordinance to appropriate funds for the fiscal year 2016-2017 budget and
approval of the Classification Plan for fiscal year 2016-2017 (Christopher
Bever, Director of Management and Budget; Rebecca Owens, Director of
Finance)
G. FIRST READING OF ORDINANCES
1. Ordinance authorizing the vacation of a 0.014 acre portion of a right-of-way
shown as Dawn Marie Court on the plat of Section No. 1, Hanging Rock
Estates, recorded in the Clerk's Office of the Circuit Court for the County of
Roanoke, Virginia in Plat Book 18, Page 156 and located in the Catawba
Magisterial District (Arnold Covey, Director of Community Development)
2. Ordinance approving Botetourt County's request to join the Roanoke Valley
Greenway Commission and to adopt The Amended and Restated
Intergovernmental Agreement establishing the Roanoke Valley Greenway
Commission (Doug Blount, Director of Parks, Recreation and Tourism)
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3. Ordinance accepting and appropriating grant funds in the amount of
$1,053,858.75 from the National Highway Traffic Safety Administration for a
Roanoke Valley Driving Under the Influence (DUI) task force (Howard B. Hall,
Chief of Police)
H. SECOND READING OF ORDINANCES
Ordinance accepting and appropriating $100,000 from the Virginia
Department of Transportation (VDOT) for the purpose of locally administering
the improvement of the drainage system at Kenwick Trail, Belle Meade Drive
and Merriman Road; Cave Spring Magisterial District (Tarek Moneir, Deputy
Director of Development)
2. Ordinance to accept and appropriate $1,000 from the Appalachian Power
Company in support of the Catawba Greenway (Lindsay Blankenship,
Greenway/Blueway Planner)
PUBLIC HEARING AND SECOND READING OF ORDINANCES
Ordinance approving the sale of the former Vinton Library to Richard H.
Macher and authorizing the execution of a contract of sale (Jill Loope,
Director of Economic Development)
J. APPOINTMENTS
1. Board of Zoning Appeals (BZA) (appointed by District)
2. Budget and Fiscal Affairs Committee (BRAC)(appointed by District and At
Large)
3. Clean Valley Council (At Large)
4. Economic Development Authority (EDA)(appointed by District)
K. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY
1. Approval of Minutes — March 9, 2016; March 22, 2016
L. CITIZENS' COMMENTS AND COMMUNICATIONS
M. REPORTS
1. General Fund Unappropriated Balance
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2. Capital Reserves
3. Reserve for Board Contingency
4. Outstanding Debt
5. Proclamations signed by the Chairman
N. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. George G. Assaid
2. Al Bedrosian
3. Martha B. Hooker
4. Joseph P. McNamara
5. P. Jason Peters
O. WORK SESSIONS
1. Work session to provide the Board of Supervisors an opportunity to discuss
the proposed Broadband initiative (Board of Supervisors Request)
P. ADJOURNMENT
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ACTION NO.
ITEM NO. C.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Proclamation declaring May 2016 as Business Appreciation
Month in the County of Roanoke
Jill Loope
Director of Economic Development
Thomas C. Gates
County Administrator
The Department of Economic Development is requesting the Board of Supervisors
declare the Month of May 2016 as Business Appreciation Month in Roanoke County.
BACKGROUND:
This month recognizes all businesses for their contributions to fostering an attractive
and prosperous economic environment in Roanoke County.
DISCUSSION:
Mr. John Higginbotham, Vice President, Corrugated Container Corporation and Mr.
Chad Tyson, Director of Virginia Operations, Corrugated Container Corporation will be
present to accept the proclamation on behalf of the Roanoke County business
community.
Corrugated Container Corporation (CCC) has maintained business operations in
Roanoke for more than 50 years. CCC's innovative packaging has resulted in their
receiving 14 American Advertising Awards. As a corporate citizen of the County, they
have donated nearly a quarter of a million dollars to well -deserving philanthropic and
charitable organizations that provide needed services throughout the community.
Corrugated Container Corporation exhibits all of the qualities that are valued and
celebrated during Business Appreciation Month and it is appropriate that they be
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recognized and represent all County businesses in celebration of Business Appreciation
Month.
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
Staff recommends approval of the proclamation.
Page 2 of 2
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DECLARING THE MONTH OF MAY 2016 AS
BUSINESS APPRECIATION MONTH
IN THE COUNTY OF ROANOKE
WHEREAS, the County of Roanoke is proud to have a dynamic base of
business and industry, which contributes to an emergent local
economy; and
WHEREAS, these business partners create wealth in the County of
Roanoke by capital investment and the creation of essential
employment opportunities for Roanoke citizens; and
WHEREAS, the County of Roanoke recognizes that existing businesses
play a crucial role in sustaining the economic well-being, and
in building a prosperous community through charitable, civic
and philanthropic contributions; and
WHEREAS, the Board wishes to acknowledge the leadership role
embodied by the entire existing business community, express
its respect and convey to these business partners the esteem
in which they are held.
NOW, THEREFORE, WE the Board of Supervisors of Roanoke County,
Virginia do hereby proclaim the month of May, 2016, as
BUSINESS APPRECIATION MONTH in the County of Roanoke;
and
FURTHER, by this proclamation give notice to our citizens that we
recognize the accomplishments of our existing businesses;
entrepreneurs; small, minority and women -owned businesses;
and the major employers that contribute greatly to our
economic vitality and the well-being of our citizens.
Presented this 10th day of May 2016
T� 0
George G. s
Al Bedros-ign
Martha Hooker
P. JasonlPeters
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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Proclamation declaring the week of May 15 through 21,
2016, as Emergency Medical Services Week in the County
of Roanoke
Stephen Simon
Chief of Fire and Rescue
Thomas C. Gates
County Administrator
Proclaiming the week of May 15 through 21, 2016, as Emergency Medical Services
Week in the County of Roanoke.
BACKGROUND:
The Fire and Rescue Department is requesting that the Board proclaim the week of May
15 through 21, 2016, as Emergency Medical Services Week. Emergency Medical
Services Week brings together local communities and medical personnel to publicize
safety and honor the dedication of those who provide the day-to-day lifesaving services
of medicine's "front line."
DISCUSSION:
There is no discussion associated with this agenda item.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends the Board proclaim the week of May 15 through 21, 2016, as
Emergency Medical Services Week.
Page 2 of 2
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DECLARING MAY 15 THROUGH 21, 2016 AS
EMERGENCY MEDICAL SERVICES WEEK
IN THE COUNTY OF ROANOKE
WHEREAS, emergency medical services is a vital public service; and
WHEREAS, the members of emergency medical services teams are ready to
provide lifesaving care to those in need 24 hours a day, seven
days a week; and
WHEREAS, access to quality emergency care dramatically improves the
survival and recovery rate of those who experience sudden
illness or injury; and
WHEREAS, the emergency medical services system consists of emergency
physicians, emergency nurses, emergency medical technicians,
paramedics, firefighters, dispatchers, educators, administrators
and others; and
WHEREAS, the members of emergency medical services teams, whether
career or volunteer, engage in thousands of hours of specialized
training and continuing education to enhance their lifesaving
skills; and
WHEREAS, it is appropriate to recognize the value and the accomplishments
of emergency medical services providers by designating
Emergency Medical Services Week.
NOW, THEREFORE, WE the Board of Supervisors of Roanoke County, Virginia
do hereby proclaim the week of May 15 through 21, 2016, as
EMERGENCY MEDICAL SERVICES WEEK in the County of
Roanoke; and
FURTHER, with the theme "EMS: Strong," we encourage the Roanoke
County community and beyond to observe this week with
appropriate programs, ceremonies and activities.
Presented this 10th day of May 2016
tl `
George G. Assaid
Al Bedrosign
006.
Martha Hooker
JaseeDh P. MrNamar--_
P. Jason`Peters
ACTION NO.
ITEM NO. E.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Resolution approving the Roanoke County Public Schools
(RCPS) budget for fiscal year 2016-2017 upon certain terms
and conditions
Rebecca Owens
Director of Finance
Thomas C. Gates
County Administrator
Resolution to approve the annual budget of the Roanoke County Public Schools.
BACKGROUND:
State Code 22.1-93 requires the governing body of a County to prepare and approve an
annual budget for education purposes by May 15 or within thirty (30) days of the receipt
of the County of the estimates of state funds, whichever shall later occur.
DISCUSSION:
The Roanoke County Public Schools (RCPS) School Board approved the attached
budget for fiscal year 2016-2017 on March 24, 2016. The table below summarizes the
budget for each RCPS fund. A comparison to the fiscal year 2015-2016 approved
RCPS budget is provided.
Fund
FY 15-16
Budget
FY 16-17
Budget
$ Increase/
(Decrease)
% Change
General Fund
$136,696,797
$143,158,586
$6,461,789
4.7%
Instructional
Resources Fund
988,820
1,109,752
120,932
12.2%
Grant Fund
5,460,094
6,773,852
1,313,758
24.1%
Page 1 of 2
Nutrition Fund
5,712,290
6,071,880
359,590
6.3%
Laptop Fund
350,350
100,000
(250,350)
-71.5%
Bus Fund
433,219
783,219
350,000
80.8%
Capital Fund
1,346,670
1,275,670
(71,000)
-5.3%
Total, All Funds
$150,988,240
$159,272,959
$8,284,719
5.5%
Mr. Mike Wray, RPCS School Board Chairman; Dr. Greg Killough, RCPS
Superintendent; and Mrs. Penny Hodge, RCPS Assistant Superintendent for Finance
and Operations will attend the Board of Supervisors meeting to present the RCPS
budget.
FISCAL IMPACT:
Per the revenue sharing agreement with RCPS, the County Administrator's proposed
fiscal year 2016-2017 Operating Budget provides a transfer in the amount of
$67,857,479 for RCPS operations. This represents a $1,052,772 increase over fiscal
year 2015-2016. Any changes to revenues shared by the County and RCPS per the
revenue sharing agreement may result in a change to the transfer amount to RCPS.
The appropriation of School funds will occur as part of the adoption of the fiscal year
2016-2017 budget ordinance. The first reading of the budget ordinance is scheduled for
May 10, 2016, with second reading scheduled for May 24, 2016.
STAFF RECOMMENDATION:
Staff recommends approving the RCPS fiscal year 2016-2017 budget to satisfy State
Code requirements.
Page 2 of 2
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
March 24, 2016
Roanoke County Public Schools
Empowering all students through technology and 21s' Century Skills:
Critical Thinking; Collaboration; Creativity; Communication
Roanoke County Public Schools does not discriminate with regard to race, color, age, national origin, sex, or handicapping
condition in an educational and/or employment policy or practice. Questions and/or complaints should be addressed to the Deputy
Superintendent/Title IX Coordinator at (540) 562-3900 ext. 10121 or the Director o_fPupil Personnel Services/504 Coordinator at
(540) 562-3900 ext. 10181
Roanoke County Public Schools
Proposed Budget 2016-2017
Table of Contents
INTRODUCTORY SECTION
TransmittalLetter......................................................................................................................... 3-4
ExecutiveSummary................................................................................................................... 5-15
MBAAward...................................................................................................................................16
PrincipalOfficials..........................................................................................................................17
FINANCIAL SECTION
Summaryof All Funds..................................................................................................................21
Summaryof All Funds.............................................................................................................22
Summary of All Funds By Department...................................................................................23
GeneralFund................................................................................................................................25
GeneralFund Revenue.......................................................................................................
26-27
General Fund Revenue Details..........................................................................................
28-29
General Fund Expenditures................................................................................................
30-32
General Fund Expenditure Details By Functional Cost Center...............................................33
Instructional Resources Fund......................................................................................................34
Instructional Resources Fund Budget Details..........................................................................35
GrantFund....................................................................................................................................37
Grant Resources Fund Budget Details...............................................................................
38-39
NutritionFund..............................................................................................................................40
Nutrition Fund Budget Details.................................................................................................41
LaptopFund..................................................................................................................................42
LaptopFund Budget Details....................................................................................................43
BusFund.......................................................................................................................................44
BusFund Budget Details.........................................................................................................45
CapitalFund.................................................................................................................................46
Capital Fund Budget Details....................................................................................................47
INFORMATIONAL SECTION
EnrollmentTrends.........................................................................................................................50
StudentEnrollment........................................................................................................................51
Student Enrollment By School................................................................................................. 52-53
LocalAppropriation.......................................................................................................................54
FundBalance.................................................................................................................................55
Capital Improvement Program................................................................. See Separate Publication
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DIGITAL C -CHANGE
Empowering all students through technology and
21st Century Skills: Critical Thinking, Collaboration,
Creativity, and Communication.
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Roanoke CountyPublic Schools
o5937 Cove ' • •
Roanoke, • . 0 •
March 24, 2016
To the Honorable Chairman and Members of the School Board,
and the Citizens of the County of Roanoke, Virginia:
We are pleased to submit to you the proposed budget for fiscal year 2016-2017 of the Roanoke
County Public Schools (the School System) for your consideration. The School Board is required
to submit an adopted budget to the County Board of Supervisors by April 1 of each year for the
fiscal year beginning July 1. The County adopts the School System budget on an annual basis at
the fund level. This annual budget serves as the foundation for the School System's financial
planning and control.
The annual school budget is the financial outline of the division's education program. It presents
a proposed plan of expenditures and the expected means of financing those expenditures. After
adoption, it provides the primary means of managing expenditures. The superintendent prepares,
with the approval of the School Board, and submits to the appropriating body, an estimate of the
amount of money needed during the next fiscal year for the operation of the public schools of the
school division. The estimate sets the amount of money needed for each major classification
prescribed by the Board of Education, the cost centers used for daily management of the budget,
and such other headings or items as may be necessary.
The budget is prepared by fund, function (e.g., instruction, attendance and health, nutrition), and
department (e.g., transportation, media services, personnel) for management purposes. The School
Board must seek approval from the County Board of Supervisors to transfer funds from one fund
to another. However, the School Board may transfer resources within funds as they see fit.
The School System provides a broad spectrum of general, special, gifted, career and technical
education opportunities for approximately 14,100 students (including pre -kindergarten) between
the ages of 3 and 21 at sixteen elementary schools, five middle schools, five high schools, and one
specialty center. The process of developing a budget each year is critically important for
allocating resources to the successful operation of these first class -educational and enrichment
programs.
The proposed budget for fiscal year 2016-2017 reflects revenues based on aid for education
released by the Virginia Department of Education. The proposed budget has been built with
enrollment projected at 13,950, as compared to 13,712 in the current year budget. This is a
significant increase in budgeted enrollment based on the results of the demographic study
conducted in 2016. With access to several external databases and the expertise of a demographer
calculating the overall population and student forecasts for the County of Roanoke, the School
Board has a higher degree of confidence in using a more aggressive enrollment estimate.
Budgets are built on the best information available at the time and reflect reasonable estimates
3
based on past experience and current knowledge. The School Board Emergency Reserve was
designed to address shortfalls in revenue collections and/or unanticipated significant
expenditure increases after the budget is adopted. The balance in the Emergency Reserve is
currently at $2,000,000 and is available should either of these situations result in a revenue deficit
in 2016-2017.
The School Board addressed the majority of their priorities identified early in the budget process
and the following are included in the 2016-2017 school budget:
• 2% cost of living salary adjustment for all contracted employees.
• Market adjustments to address internal and external salary inequities identified in the
Evergreen Solutions, LLC Compensation Study expected to be completed in April 2016.
• Technology replacement plan, including the replacement of aged student computers in
elementary classrooms (5 per classroom).
• Additional classroom teachers, instructional assistants, and special education staffing to
address class sizes, student needs, and critical instructional support areas.
• Portion of group health and dental premium increases.
• Mandatory increases in Virginia Retirement System premiums.
• Additional support staff including special education bus aides, plumber, benefits and
attendance assistants, and computer technicians.
The budget document following this letter outlines in greater detail the many components of the
School System budget. This document has been enhanced significantly this year as a means of
communicating more information in a clear and concise manner for our new School Board and
Board of Supervisor members, our staff, and our citizens. We anticipate continual improvement
in future budget documents and welcome your feedback.
As with all budgets, the funding is not endless. However, the School Board has made
systematic and methodical choices to fund quality programs and staff within the constraints of
available funding and essential budget needs. I want to commend the School Board and Board of
Supervisors for their strong leadership and enduring commitment to providing a high quality
education to the students of Roanoke County Public Schools. It has indeed been a team effort to
accomplish so much together. I would also like to thank our staff for their commitment and
dedication to providing quality learning experiences for our students, and to the many parents and
other citizens of Roanoke County who volunteer their time and expertise to help make our schools
a safe and caring place.
Respectfully submitted,
&0
Gregory N. Killough, Ed. D.
Superintendent
M
Penny A. Hodge, CPA, SFO, RSBO
Assistant Superintendent of Finance
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
This executive summary presents an abridged version of critical information contained in the
Proposed Budget 2106-17. It is "liftable," and as such presents the budget in a stand-alone manner
that can easily be pulled out without further explanation.
The School System is the 17`h largest of 132 school
systems in the Commonwealth of Virginia. The
County of Roanoke is located in the southwestern
part of the State and is the suburban hub of the
Roanoke Valley with a provisional population of
93,569 and a Metropolitan Statistical Area (MSA)
population of approximately 310,0001. Located in
the largest urban area west of Richmond, the School
System is one of the largest employers in the
Roanoke Valley.
The School System provides a broad spectrum of general, special, gifted, career and technical
education opportunities for approximately 14, 100 students (including pre -kindergarten) between
the ages of 3 and 21 at sixteen elementary schools, five middle schools, five high schools, and one
specialty center.
FISCAL DEPENDENC
Roanoke County Public Schools (School System) was established in 1870 to provide educational
opportunities to the residents of the County of Roanoke, Virginia (County). The School System
is a fiscally dependent school division pursuant to State law. As a fiscally dependent school
division without taxing authority, assessed and market value of taxable property and tax rates do
not apply nor does the school system maintain a debt service fund. State law prohibits the school
system from entering into debt that extends beyond the fiscal year without the approval of the local
governing body.
The members of the School Board are elected by the citizens of their magisterial district to serve
four-year terms. The School Board is responsible for setting the educational policies of the School
System and employs a superintendent to implement the School Board's policies.
Mr. Michael A. Wray, Chairman...................................................................... Cave Spring District
Mr. Timothy D. Greenway, Vice-Chairman............................................................. Vinton District
Mr. Jerry L. Canada.................................................................................................. Hollins District
Mr. Thomas W. McCracken III..............................................................................Catawba District
Mr. Jason B. Moretz....................................................................................... Windsor Hills District
1 Population source: VA Stats, Weldon Cooper Center, Charlottesville, VA
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
Superintendent..................................................................................................... Dr. Greg Killough
Assistant Superintendent of Human Resources and Instruction .............. Dr. Rebecca G. Eastwood
Assistant Superintendent of Operations ..........................................................Mrs. Penny A. Hodge
Director of Secondary Instruction..................................................................Dr. Kenneth E. Nicely
Director of Elementary Instruction................................................................... Dr. Linda F. Wright
Director of Testing............................................................................................ Mr. Ben J. Williams
Director of Career and Technical Education....................................................... Mr. Jason D. Suhr
Director of Special Education.....................................................................Dr. Jessica M. McClung
Director of Administration...............................................................................Dr. Paul N. Lineburg
Director of Facilities.....................................................................................Dr.
Martin W. Misicko
Chief Information Officer......................................................................................Mr. Jeff A. Terry
ISS10N
Empowering all students through technology and 21" Century Skills: Critical Thinking;
Collaboration; Creativity; Communication.
OBJECTIVLE
Roanoke County Public Schools seek to educate each student to:
I . become competent in the fundamental academic skills as demonstrated in the Standards of
Learning;
2. be qualified for further education and employment;
3. participate as a responsible citizen;
4. develop a positive and realistic self-image and develop ethical standards of behavior;
5. exhibit a responsibility for the enhancement of beauty and the environment;
6. practice sound habits of personal health; and
7. progress on the basis of achievement.
STRATEGIC PLANNING PROCES
School divisions and local schools are required by the Code of Virginia to adopt comprehensive,
long-range plans for continuous growth and improvement. The Comprehensive Plan and its
various components described within that document are designed to meet the state requirement.
A full copy can be obtained on our website at:
http://www.res.kl2.va.us/files/_AcCEs_/3d370af58dc595013745a49013852ec4/compp1an2014.pdf
0
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
DEPARTMENT STRATEGICPLAN: INSTRUCTION
Goal l: Students will attain a high level of knowledge and skills as assessed by multiple measures
of achievement that reflect a balance between SOL and performance-based formats.
Goal 2: RCPS students in grades K-12 will progressively develop the skills needed to be college
and career ready upon graduation.
Goal 3: RCPS students and staff will demonstrate effective 21st century skills (communication,
collaboration, creativity and critical thinking) to achieve learning and instructional goals.
DEPARTMENTSTRATEGICPLAN: ADMINISTRATION
Goal 1: RCPS will maintain a safe, disciplined and Healthy Environment that nurtures physical
and mental well-being of students and staff.
Goal 2: Review, develop, and implement policies and administrative procedures to provide
guidance and consistent support for instruction.
DEPARTMENTSTRATEGICPLAN: FINANCE
Goal 1: RCPS will develop financial policies, promote and model good stewardship in financial
matters, and prepare financial reports that reflect the financial plans and position of the school
division using best practices and compliance with generally accepted accounting procedures and
applicable legal regulations.
Goal 2: RCPS will balance providing appealing and nutritious daily meal choices to students and
staff and the operation of a financially self-supporting school nutrition program that complies with
state and federal school lunch regulations.
DEPARTMENTSTRATEGICPLAN: HUMANKESOURCES
Goal l: By September 2015, the HR department will recruit and hire highly qualified employees
to meet the academic needs of PK -12 students.
Goal 2: By September 2016, the HR department will retain and develop engaged employees who
will meet the academic needs of PK -12 students.
DEPARTMENTSTRATEGICPLAN: OPERATIONS
Goal 1: RCPS will perform preventative maintenance on HVAC systems to insure reliability,
maintain our BACnet controls system, and analyze our annual utility consumption for efficiency
in order to maintain a physical environment conducive to learning.
Goal 2: RCPS will consolidate bus stops to reduce fuel consumption, explore alternate fuel
sources for our buses, and improve on-time performance of bus arrivals.
7
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
SCHOOL BOARD POLICIES
The entire school board policy manual may be found at:
https://www.boarddocs.com/vsba/roecat /Board.nsf/ og to?open&id=86DGEC6692D6
The School Board and the Roanoke County Board of Supervisors have adopted financial policies
governing the treatment of year end balances for the School System. As a result of sound budget
and frugal management practices, the School System has historically ended each fiscal year with
both excess revenues and under spent expenditure budgets. The policy provides for the allocation
of 33% of the year-end balance to Minor Capital Reserves and 67% to Major Capital Reserves.
With this policy in place, the School System is building a funding stream for future school
construction projects and land purchases as well as current minor capital needs. Prior to the
adoption of this policy, the schools did not have a defined funding source for construction and the
local government had exhausted their current funding capacity. Although the policy remains
unchanged, it is expected that the amount of the year-end balances will decline in both fiscal year
2016 and 2017 as the School Board has approved actions to use those surpluses within the budget
year for capital expenditures.
REVENUES
Revenues are classified by three primary sources including local, state, and federal. Local
revenues include the County appropriation as well as interest income, tuition for summer school,
preschool, non-residents, and online classes, and miscellaneous rebates and refunds. State revenue
includes a share of the state-wide sales tax collections, funding of the Standards of Quality by the
Virginia General Assembly, and state grants. Federal revenues are primarily from the Carl Perkins
Act, Medicaid and federal special education grants.
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
EXPENDITURES
Expenditures in the General Fund are classified based on fund, function or department, and object.
Expenditures by function reflect the categories required by the state for annual reporting.
Expenditures by department reflect the different budget cost centers managed by the department
Directors. Objects are the lowest level of budgetary detail and include items such as personal
services, fringe benefits, contract services, materials, and equipment.
SIS OF
The accounts of the School System are organized and operated using fund accounting. A fund is
an independent fiscal and accounting entity with a self -balancing set of accounts. Fund accounting
segregates funds according to their intended purpose and is used to aid management in
demonstrating compliance with finance -related legal and contractual provisions. The minimum
number of funds maintained is consistent with legal and managerial requirements. All of the
budgeted funds adopted by the School Board are classified as governmental funds.
Budgets for all funds are adopted on a basis consistent with the accounting principles generally
accepted in the United States of America. The following is a brief description of the specific funds
used by the School System and their measurement focus and basis of accounting.
GOVERNMENTAL FUNDS account for expendable financial resources and are reported using the
current financial resources measurement focus and the modified accrual basis of accounting.
Revenues are recognized when they become susceptible to accrual; that is when they become both
measurable and available to finance expenditures of the current period. Grant and other
reimbursement -based revenues are recognized in the fiscal year in which all eligibility
requirements have been satisfied. All other revenue items are considered measurable and available
if collected within 30 days after year-end. Expenditures are recorded when liability is incurred,
except for compensated absences and capital lease obligations, which are recognized as
expenditures only when payment is due.
0
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
The individual governmental funds include:
• The General Fund is the primary operating fund used to account for all financial
resources except those required to be accounted for in another fund. This includes
expenditures necessary for the day-to-day operations of the School System, for
example: teacher salaries, instructional materials, supplies, equipment, and other
operating costs.
• The Instructional Resources Fund is a self -balancing fund that maintains a fund
balance from year-to-year, however it is collapsed into the General Fund for Financial
Statement Reporting at year-end. This fund consists of the costs associated with the
purchase of new textbooks (in hard copy or digital format) and consumable
instructional materials related to the subject areas. This fund is subsidized by the
School General Fund through an interfund transfer.
• The Bus Fund is a self -balancing fund that maintains a fund balance from year-to-year,
however it is collapsed into the General Fund for Financial Statement Reporting at
year-end. This fund consists of the costs associated with the purchase or replacement
of school buses and support vehicles. This fund is subsidized by the School General
Fund through an interfund transfer.
• The Grant Fund is a special revenue fund used to account for proceeds of specific
grants that are restricted to expenditures for specific purposes. The Grant Fund
accounts for federal, state, and private grants to provide critical support for the
instructional program.
• The Nutrition Fund is a special revenue fund used to account for activities of the
nutrition program. The Nutrition Fund accounts for the revenues and expenditures
necessary to operate school cafeterias. The primary source of funding for this budget
comes from cafeteria sales and federal reimbursements for free and reduced lunches.
This fund is self-supporting.
• The Capital Fund is used to account for financial resources used for the acquisition or
construction of major capital facilities, other than those financed by the General Fund.
PROPRIETARY FUND budgets are reported using the economic resources measurement focus and
the accrual basis of accounting. These funds distinguish operating from nonoperating revenues
and expenses wherein operating revenues and expenses generally result from providing services
in connection with the proprietary fund's principal ongoing operations. Specifically, operating
revenues include charges to departments, employees, and students for insurance premiums and
operating expenses include insurance claims and administrative expenses. All revenues and
expenses not meeting this definition are reported as nonoperating.
• The Laptop Fund includes laptop computer warranty reimbursements and the related
replacement of parts and batteries.
10
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
All appropriations are legally controlled at the fund level. Overall increases in fund budgets are
adopted by the School Board and then by the County Board of Supervisors. Budget transfers
within a fund are approved by the School Board only. Budget transfers between funds are
approved by the School Board and the Board of Supervisors. Unexpended appropriations on
annual budgets lapse at the end of each fiscal year.
The School System has assigned fund balance to liquidate outstanding encumbrances at year-end.
As part of the annual budget appropriation, the School Board authorizes the assignment of year-
end balance to outstanding encumbrances. The School Board has not authorized any officer to
make assignments of fund balance.
]BUDGET PROCESS AND TIMELINE
The Code of Virginia requires that school divisions must prepare annual budgets. The annual
school budget is the financial outline of the division's education program. It presents a proposed
plan of expenditures and the expected means of financing those expenditures. After adoption, it
provides the primary means of managing expenditures. The superintendent prepares, with the
approval of the School Board, and submits to the appropriating body, an estimate of the amount
of money needed during the next fiscal year for the support of the public schools of the school
division. The estimate sets up the amount of money needed for each major classification
prescribed by the Board of Education and such other headings or items as may be necessary.
The School System budget cycle is divided into a five-step process that includes planning,
preparation, adoption, implementation, and evaluation. The process is driven by two objectives:
to develop a budget that will provide every child in the school system with the best possible
educational opportunities and to optimize the use of available resources. Within this framework,
the School Board attempts to balance the educational needs of students with the resources available
to the school system from local, state, and federal sources.
October 2015
•
Identification and prioritization of budget initiatives
November 2015
•
Review School CIP and Bus Replacement Plan
January 2016
•
Budget kick-off, initial presentations to board and staff, preliminary
revenue estimates
•
Budget requests submitted, revenue estimates updated, public hearing
•
Joint work session with governing body
February 2016
•
Budget work sessions with board
•
Revenue estimates updated
March 2016
•
Budget work sessions with board
•
Joint work session with governing body
•
Budget balancing decisions
•
Finalize budget document
April 2016
•
Budget submission to governing body
May 2016
•
Adoption of school budget by governingbody
June 2016
•
Final adoption of state budget by General Assembly
11
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
CURRENT YEAR APPROACH AND CHALLENGES
The budget process for the 2016-2017 budget started early in the fiscal year much like the previous
budget cycles. Challenging times in our economy necessitate ongoing assessments of federal,
state, and local funding along with frequent revenue re -forecasts to compare budgeted revenues
with actual and expected collections.
BOARD PRIORITIES
Turnover on the School Board has not exceeded two members at a time in decades. A particularly
unique change to the budget process this year is the fact that four out of five of the School Board
members are new. To determine the budget priorities of the new board, a goal setting activity was
conducted.
During the school board work session on January 14, 2016, the Board Members were asked to
rank their spending priorities for additional money. They were instructed to allocate $10 based on
their priorities. The spending priorities for all five board members were as follows:
$14.00
$12.00
$10.00
$8.00
$4.00
52.Or
$-
Compensation Staffing- Staffing• Technoiogy- Health Professional Instructional Technology- Bus Nursesfull-
Study teachers support middle school insurance rate development materials infrastructure replacements time
pilot increases
Throughout the budget process, this exercise was performed with other stakeholders, including:
Elementary Principals, Middle School Principals, High School Principals, Employee Advisory
Committee, Student Advisory Committee, Instructional Mission Team, the Instructional
Department, and various other individual schools. The results were very similar with a major
focus on the Compensation study and Staffing.
12
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
COMPENSATION
Student achievement depends largely upon staffing highly qualified teachers in each and every
classroom in the school system. As such, the allocation of human and financial resources within
this budget is primarily directed to employee salaries and benefits. Education is a labor intensive
operation and offering a competitive compensation package for employees remains a priority.
In recent years, the School Board has focused on preserving jobs rather than salary increases and
consequently the salary scales remained frozen in FYI 0, FYI 1, FYI and FYI 4. Below is a graph
that depicts the raises provided compared to the inflation rate. Note that the 2016-2017 rates are
proposed at this time. As noted in the previous graph, the School Board's top priority is employee
compensation. They have committed approximately $1.8 million of new money to provide a 2%
cost of living adjustment for every employee.
It is evident from seeing the graph that employee compensation has suffered the most in times of
tight budgets. Since teacher scales and administrative support pay plans have been frozen for
several years, the pay scale itself has become compressed leading to inequities. In an effort to
correct this, the School System hired Evergreen Solutions, LLC to conduct a comprehensive
Compensation Study to identify internal and external inequities.
All employees were asked to complete the Job Assessment Tool to gather information from
employees about their jobs, specifically their roles, responsibilities, and duties. Responses were
received from 63.92% of employees. In addition Evergreen held 32 focus group sessions with 289
participants. These sessions were designed to pull employees together by their job position and
allow a question and answer session by the consultant.
13
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
In addition, Evergreen performed a market survey of 12 peers, including other school systems, and
local governments, and obtained 931 market comparisons. This equated to approximately seven
comparisons per position. The survey posed questions regarding their compensation plans and
was designed to identify external inequities in our pay plan.
Upon final completion of the market study, the consultant will provide an implementation plan to
address both internal and external inequities in the salary plans. The School Board is committed
to addressing the inequities identified in the study and have committed approximately $4.77
million in order to begin this process. It is anticipated that it will take 2-3 years to fully implement
the Compensation Study recommendations.
STAFFING
The School System is and has always been
committed to preserving positions for current
employees even during constrained budget
years. This becomes a challenge since the
majority of the school budget is tied to employee
salaries and benefits and not easily reduced
during volatile economic times.
As such, in most of these years, positions were
allowed to lapse without being refilled in order
to reduce expenditures. This attrition has led to
a reduction of 301 employees from fiscal year
2009 to fiscal year 2016. The graph shows the
effect on number of full-time equivalent
positions (FTE). The 2017 FTE is estimated.
The School Board's 2nd and 3rd priorities are to add teaching and support staff and preserve the
integrity of the classroom. They have committed approximately $1.74 million to this priority.
TECHNOLOGY
Technology in Roanoke County Schools is integrated into every grade, every school, and every
program. Due to the obsolescence factor implicit with technology in general, the significant
reliance on access to reliable technology resources, and the integration of technology into the
instructional curriculum, the school district is heavily reliant and dependent on stable, high-speed,
and high -performing equipment. Not only is this evident in the classrooms daily and testing
windows periodically, but other critical operating systems including the security swipe system,
visitor background check system, surveillance camera system, energy management system, and
student transportation system are dependent upon the district technology infrastructure on a daily
basis. The School Board included $579,799 for the technology infrastructure identified for
replacement in 2016-17. The School Board's 4th priority is to expand the one-to-one laptop
program to all grades in the middle schools. The program was piloted in the 8d` grade in 2015-16
and will expand to the 7d' grade in 2016-17.
14
Roanoke County Public Schools
Proposed Budget 2016-2017
Executive Summary
FACILITY USE AND DEMOGRAPHIC STUDY
During fiscal year 2016, Perkins & Will conducted a Facility Use and Demographic Study in order
to calculate the division's capacity and to forecast enrollment for the next ten years. This is the
first of this type of study Roanoke County Public Schools has performed. The study results will
be used to guide future school capital improvements.
The Facility Use Study identified the capacity of current facilities for housing students by grade
and school. This study found that based on current program usage, the student capacity at each
school in the Roanoke County Public Schools system is greater than its current enrollment.
However, by 2025-2026 five forecasted enrollments will exceed current capacity:
• Cave Spring High
• Cave Spring Elementary
• Clearbrook Elementary
• Glen Cove Elementary
• Glenvar Elementary
In addition this study found that ten schools have a considerable number of classrooms smaller in
size than recommended by the Virginia Department of Education:
• Cave Spring High
• Northside High
• William Byrd High
• Northside Middle
• Fort Lewis Elementary
• Glen Cove Elementary
• Green Valley Elementary
• Herman L. Horn Elementary
• Mount Pleasant Elementary
• W. E. Cundiff Elementary
The Demographic Study was presented with student enrollment forecasts for the next ten years
by school and grade. External data from many sources was used by the demographer to identify
trends, fertility rates, housing development and turnover, in and out migration, and other factors
that impact student enrollment in Roanoke County Public Schools. The final conclusion was that
despite the declining enrollment of the past six to seven years and despite the current year
growth, enrollment in our schools will remain relatively flat over the next ten years with little
growth or decline. The Demographic Study is available on Roanoke County Public Schools
Finance Webpage.
REQUESTS FOR INFORMATION
This budget document is designed to provide our citizens, taxpayers, and other stakeholders with a general
overview of the School System's budget and to demonstrate the School System's accountability for the
money it receives. Questions concerning this report or requests for additional financial information should
be directed to Penny A. Hodge, Assistant Superintendent of Operations, Roanoke County Public Schools,
5937 Cove Road, Roanoke, Virginia 24019, telephone (540) 562-3900, or visit the School System's web
site at www.res.kl2.va.us.
15
Roanoke County Public Schools
Proposed Budget 2016-2017
MBA Certificate
IsASSOCIATION OF
SCHOOL BUSINESS OFFICIALS
INTERNATIONAL
This Meritorious Budgct Ar atJ is presented to
ROANOKE COUNTY PUBLIC
SCHOOLS
For excellence in the prelmratit,as and issuance of; ts budget
for the Fiscal Year 2015-2016.
7lie hadr-et adhucs: k. sfre firil9::Pls s alnd sl:mdards
of AiBO Swleo A%QTX1 :3lW ia.
bark r°C[:G't^�,'v9�1, RS9ti.5FO
16
JOU1 G. M, W.U, Cliff „ ; : •rt
Dzei.ut'vr-- Dire -cm,
Mr. Michael A. Wray
Chairman
Cave Spring District
Mr. Jerry L. Canada
Hollins District
Roanoke County Public Schools
Proposed Budget 2016-2017
Principal Officials
Mr. Timothy D. Greenway
Vice -Chairman
Vinton District
Mr. Thomas W. McCracken III Mr. Jason B. Moretz
Catawba District Windsor Hills District
CHOOL ADMINISTRATIOl
Dr. Gregory N. Killough
Superintendent of Schools
Dr. Rebecca G. Eastwood
Assistant Superintendent of
Human Resources and Instruction
Mrs. Penny A. Hodge, CPA, SFO
Assistant Superintendent of
Operations
Mrs. Susan L. Peterson, CPA, MA............................................................ Senior Finance Manager
Mr. Cameron S. McCormick, CPA........................................................................Finance Manager
Mr. Robert B. Lee, MBA..................................................................................... Senior Accountant
Mrs. Robyn H. McKeever............................................................................................... Accountant
17
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DIGITAL C -CHANGE
Empowering all students through technology and
21st Century Skills: Critical Thinking, Collaboration,
Creativity, and Communication.
20
SUMMARY OF
ALL FUNDS
The following is a summary of all funds presented for the
School System. Details follow in subsequent sections.
21
Roanoke County Public Schools
Proposed Budget 2016-2017
Summary of All Funds
A summary of proposed budgets for all funds of the School System are as follows. The details of
each fund will be further discussed in later pages. The funds are shown compared to the budget
for the prior year.
2015-2016 2016-2017 Increase Percent
Budget Budget (Decrease) Change
General Fund
$ 136,696,797
$ 143,158,586 $
6,461,789
4.7%
Instructional Resources Fund
988,820
1,109,752
120,932
12.2%
Grant Fund
5,460,094
6,773,852
1,313,758
24.1%
Nutrition Fund
5,712,290
6,071,880
359,590
6.3%
Laptop Fund
350,350
100,000
(250,350)
-71.5%
Bus Fund
433,219
783,219
350,000
80.8%
Capital Fund
1,346,670
1,275,670
(71,000)
-5.3%
Total Funds
$ 150,988,240
$ 159,272,959 $
8,284,719
5.5%
Significant changes (greater than +/-10%) in year-to-year budgets are as follows:
• The Instructional Resources Fund increased for additional State directed SOQ funds.
• The Grant Fund increased from moving the Technology Initiative grant out of the Capital
Fund; additional State directed support for Title I elementary schools, with a high
disadvantaged population; and an additional contingency for potential mid -year grants.
• The Laptop Fund decreased from moving the student laptop fees to the General Fund,
where the student laptop lease is expended. The only funds remaining in the Laptop Fund
will be for warranty reimbursements for work performed by the technical staff.
• The Bus Fund increased by $100,000 to restore the transfer for bus purchases and by
$250,000 for expected diesel savings from the price lock and from running additional
propane buses, which are less expensive to fuel and maintain.
Funds
Percen
of Tota
Budgel
22
;tional
es Fund
7%
Grant Fund
4.3%
Jutrition Fund
3.8%
Laptop Fund
0.1%
Fund
.5%
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24
GENERAL
FUND
The ,General Fund is the primary operating fund used to account
for all financial resources except those required to be accounted
for in another fund. This includes expenditures necessary for the
day-to-day operations of the School System, for example: teacher
salaries, instructional materials, supplies, equipment, and other
operating costs.
25
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Revenue
The majority of General Fund budget comes from three main sources, as depicted below.
The following is a summary of proposed budget revenue by each source for the General Fund.
The details for each source will follow. The funds are shown compared to the budget for the prior
year. The revenue per pupil for the proposed budget increased 2% from $9,969 in the current year
budget. This is driven by the increase in State funding levels.
2015-2016 2016-2017 2016-2017 Revenue
Budget Budget Percentage Per Pupil
State Sales Tax $
14,636,793
$ 15,000,000
10.5%
$ 1,075
State Revenue
53,746,341
58,524,119
40.9%
4,195
Transfer from County
66,804,707
67,857,479
47.4%
4,864
Federal Revenue
660,787
634,807
0.4%
46
Other Revenue
654,369
1,142,181
0.8%
82
Transfers In
193,800
-
0.0%
-
Total Revenues $
136,696,797
$ 143,158,586
100.0%
$ 10,262
Estimated Average Daily Membership
13,950
Projections of these revenue sources are subject to change each year based on legislative actions at
the State and federal levels, local government revenue collections, and current economic
conditions. A Summary of significant assumptions used for estimating the revenues follows.
STATE REVENUE
State funds comprise about 51.4% of General Fund revenues with the state sales tax collections
26
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Revenue
accounting for 10.5%. Total State revenue is projected to increase by $5,150,985 in fiscal year
2016-17 attributable to an increase in state funding per pupil and state aid for a salary increase.
TRANSFER FROM COUNTY
The County of Roanoke provides significant support for the instructional program in Roanoke
County Public Schools funding 47.4% of the total budget. The local revenues are derived
from real estate and personal property taxes assessed by the local government for all services
provided to the citizens of Roanoke County. For fiscal year 2016-17, the local transfer will
increase by $1,052,772 using the revenue sharing formula based upon student enrollment and
county population, as approved by the School Board and County Board of Supervisors.
FEDERAL REVENUE
Other revenue mainly consists of E -rate reimbursement, Carl Perkins vocation education grants,
Medicaid reimbursements, and Air Force Junior ROTC program at William Byrd High School.
Most of these are based on actions expected at the federal government level. Overall this category
decreased from prior year by $25,980. The largest change in estimates is as follows:
• E -rate reimbursement is expected to decrease by $24,480 due to reductions in cell phone
eligibility.
• The Air Force Junior ROTC is expected to decrease by $1,500 tied to current ROTC
staffing mandates.
OTHER REVENUE
Other revenue mainly consists of tuition for various programs, student fees for laptops and parking,
facility rental fees, interest income and a grant contingency. Overall this category increased from
prior year by $487,812. The largest change in estimates is as follows:
• Student laptop fees are higher by $248,525 because they were moved from the Laptop
Fund.
• Tuition fees are expected to increase by $75,332 due to revisions in recurring tuition -based
programs.
• Grants and Grant Contingency are expected to increase by $107,639 for anticipated but
unidentified grants.
• The Taubman Museum Art Program transfer funded by the Board of Supervisors of
$41,700 was added to the budget.
TRANSFERS
A transfer of $193,800 was included in the prior year budget to reclassify the use of student laptop
fees as partial funding for the related lease payment which is paid out of the General Fund. Student
laptop fees were moved to the General Fund to eliminate the need for the recurrence of this transfer
in the proposed budget.
27
State SOQ Revenues
State Sales Tax
State Basic Aid
Special Education
Remedial Education
Vocational Education
Gifted Education
Remedial Summer School
Retirement
Social Security
Group Life
Total SOQ Revenues
Lottery Funded Programs
Compensation Supplement
At Risk
Additional Assistance
Foster Home Children
Special Education - Regional Tuition
Vocational Education - Equipment
Vocational Education - Adult Educatio
Vocational Education - Occup/Tech Ec
Regional Alternative School
Disparity: K-3
English as a Second Language
Total Incentive Revenue
State Categorical Revenues
Homebound Payments
State Grant Revenue
Total Categorical Revenue
Total State Revenue
Local Revenue
Local Appropriation -County
Total Local Revenue
Federal Revenue
E -rate Reimbursement
Medicaid Reimbursement
Medicaid Administrative Claiming
Medicaid Cost Report
AFJROTC Reimbursement
Federal Land Use
Federal Grants
Vocational Education - Carl Perkins A�
Federal Stimulus (ARRA)
Total Federal Revenue
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Revenue Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 13,874,668
$ 13,944,930
$ 14,468,308
$ 14,636,793
$ 15,000,000
$ 363,207
36,890,782
36,807,323
38,557,639
37,599,297
39,907,713
2,308,416
5,958,450
5,963,753
5,753,282
5,680,563
6,494,894
814,331
469,239
468,265
595,469
587,049
662,014
74,965
451,532
450,595
534,171
526,618
617,283
90,665
407,264
406,419
411,574
405,755
429,414
23,659
63,905
76,806
59,907
52,609
101,849
49,240
3,930,983
3,922,824
4,807,537
4,601,429
5,215,597
614,168
2,355,048
2,350,161
2,364,363
2,330,930
2,531,756
200,826
150,511
150,198
148,867
146,762
169,977
23,215
64,552,382
64,541,274
67,701,117
66,567,805
71,130,497
4,562,692
-
-
-
640,605
619,578
(21,027)
262,601
262,242
330,956
326,120
329,315
3,195
629,707
630,559
-
-
468,956
468,956
305,816
243,570
195,565
196,399
217,174
20,775
36,245
-
8,847
23,275
9,012
(14,263)
22,698
22,020
21,251
8,096
8,096
-
1,559
2,687
-
1,517
1,517
-
60,619
79,043
75,198
69,000
86,836
17,836
42,730
44,088
43,971
15,280
48,277
32,997
360,891
266,051
377,431
375,957
436,016
60,059
164,139
142,582
146,675
149,705
150,964
1,259
1,887,005
1,692,842
1,199,894
1,805,954
2,375,741
569,787
22,242
26,023
9,191
9,375
17,881
8,506
24,854
16,036
-
-
-
-
47,096
42,059
9,191
9,375
17,881
8,506
66,486,483
66,276,175
68,910,202
68,383,134
73,524,119
5,140,985
65,592,324
65,944,318
66,996,426
66,804,707
67,857,479
1,052,772
65,592,324
65,944,318
66,996,426
66,804,707
67,857,479
1,052,772
281,521
434,050
443,714
400,339
375,859
(24,480)
120,018
238,285
176,128
72,362
72,362
-
39,923
41,464
50,163
-
-
-
60,129
28,589
-
-
-
-
37,347
51,557
60,344
54,000
52,500
(1,500)
2,353
2,398
2,310
2,000
2,000
-
2,490
3,328
2,367
-
-
-
146,239
142,249
136,560
132,086
132,086
-
44,936
-
-
-
-
-
$ 734,956
$ 941,920
$ 871,586
$ 660,787
$ 634,807
$ (25,980)
Other Revenue
Bogle Field Recovered Costs
College Day
Grant Contingency
Industry Certifications
Interest Income
Other Miscellaneous Revenue
Rental of School Property
Roanoke County - Taubman Art Progra
Student Parking Fees
Student Laptop Fees 0
Teacher Certification
Transcript Fees
Tuition - Regular School
Tuition - Adult Education
Tuition - Gifted
Tuition - Preschool (LEAP)
Tuition - RCPS Online
Tuition - Summer School
Tuition from Other Localities
Total Other Revenue
Transfers
Transfer from Internal Service Fund
Transfer from Capital Fund
Total Transfers
Total General Fund Revenue
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Revenue Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 2,016
$ 1,559
$ 1,904
-
72,000
24,000
75,000
155,139
80,139
3,924
18,068
20,092
-
-
-
39,657
44,948
44,847
44,000
44,000
-
72,392
168,004
45,407
27,700
27,425
(275)
27,700
39,275
82,312
50,000
65,000
15,000
41,700
41,700
41,700
-
41,700
41,700
54,881
51,672
47,262
50,000
47,000
(3,000)
-
-
-
-
248,525
248,525
17,500
22,500
37,500
-
27,500
27,500
-
2,600
12,705
10,109
13,000
2,891
109,916
111,896
120,347
90,000
120,000
30,000
8,796
2,480
10,748
-
23,993
23,993
33,112
29,562
51,118
45,275
64,500
19,225
129,939
151,975
108,150
133,785
135,810
2,025
59,150
92,540
48,425
50,000
50,000
-
84,599
82,479
121,725
70,000
70,000
-
9,155
6,675
85289
81500
85589
89
6945437
9395933
8265531
6545369
151425181
4875812
152145911
158655116
1935800
-
(1935800)
55000
-
-
-
-
-
1,219,911
158655116
-
193,800
-
(193,800)
$ 13457285111
$ 13559675462
$ 13756045745
$ 136,696,797
$ 143,158,586
$ 6,461,789
0 In the 2016-2017 budget year the Student Laptop Fees were moved from the Laptop Fund to the Grant Fund.
29
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Expenditures
Below is a summary of the fiscal year 2014-2015 per pupil spending (compiled from the latest data
available) as compared to the graduation rates and low income rates for Roanoke County Public
Schools and surrounding school divisions.
2014-2015 Per Pupil Spending vs On -Time Graduation
Rates and Low Income Rates (latest data available)
$13,000
110%1
$12,000
95.8%
12,371
94.6%
94.2%
87.7%
87.6%
85.6%
$11,000
90%
10,729
10,783
$10,000
10,523
70%
56.47%
9,724
$9,000
J34.470
50%
$8,000
36.93%
34.16%
22.45%
.67%
��
30%
$7,000
�
$6,000
10%
Botetourt
Franklin
Montgomery Roanoke City
Roanoke
Salem City
County
County
County
County
— Wer Pupil Spending*
—4—On-Time Graduation Rates
.. Low
Income Rates
r
The School Board budget is prepared using functional cost centers for accountability and
management purposes. The majority of General Fund budget is allocated to the following five
main sources, as depicted below.
30
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Expenditures
The following is a summary of proposed budget expenditures by functional cost center for the
General Fund. The details for each functional cost center will follow. The funds are shown
compared to the budget for the prior year.
2015-2016 2016-2017 2016-2017 Cost
Budget Budget Percentage Per Pupil
Classroom Instruction
$ 6,720,657
$ 7,277,633
5.1% $
522
Personnel
102,551,474
108,402,112
75.7%
7,771
Central Support
20,609,798
21,013,206
14.7%
1,506
Support Services
6,577,173
6,240,137
4.4%
447
Special Programs
237,695
225,498
0.2%
16
$ 136,696,797
$ 143,158,586
100.0% $
10,262
Estimated Average Daily Membership
13,950
The education of students is a labor-intensive operation that is reflected in the allocation of the
financial resources of the school system. For fiscal year 2016-2017, total compensation and
benefits, excluding employee health and dental insurance, represent 75.7% of expenditures in the
operating budget. Health and dental insurance benefits represent an additional 7.3% of budget and
are managed in the Budget & Finance cost center. The fiscal year 2016-2017 General Fund
expenditure budget reflects an overall increase of 4.7% over the prior year. Significant increases
in expenditure budgets include the following.
CLASSROOM INSTRUCTION
These expenditures include classroom expenditures other than personnel such as the development
of curriculum and instructional programs which support the standards of quality and the
administration of schools and programs in compliance with state, federal, and school board
mandates, policies, and guidelines. Classroom instruction also includes expenditures associated
with educational testing, career education programs, special education services, homebound
instruction, and guidance services. The Classroom Instruction expenditures are expected to
increase 8.3% from prior year due to the following:
• Includes increase of $200,233 for implementing elementary laptop centers in every
classroom.
• Includes other items in the Technology replacement plan.
• Includes a reduction of $114,394 for broadband cost savings associated with a recent bid
process.
31
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Expenditures
PERSONNEL
This is the largest expenditure in the school operating fund. These departments include the
salary and fringe benefit costs, excluding employee health and dental benefits, for classroom
personnel, instructional and central office support staff, and school administration. The Personnel
expenditures are expected to increase 5.7% from prior year due to the following:
• Includes increase of $4.77 million for market adjustments based on Evergreen Solutions,
LLC compensation study.
• Includes increase of $1.83 million for cost of living adjustment for every employee.
• Includes increase of $1.74 million for additional instructional and support staffing.
• Includes a reduction of $2 million for salary lapse and vacancies.
• Includes a reduction of $878,986 for early retirement payouts associated with the 7 -year
incentive plan expiring in June 2016.
CENTRAL SUPPORT
These are departmental expenditures for the school board, school superintendent, budget and
finance, community relations, pupil assignment, and staff development. Property insurance for
school buildings, worker's compensation, and fund transfers for debt and textbooks are budgeted
under central support. The Central Support expenditures are expected to increase 2.0% from prior
year due to the following:
• Includes increase of $350,000 in the transfer to the bus fund for future replacement buses.
• Includes increase of $75,000 in the grant contingency.
SUPPORT SERVICES
These expenditures are related to providing transportation for regular, special, and summer school
programs and the maintenance and operation of all school facilities. The Support Services
expenditures are expected to decrease 5.1 % from prior year due to the following:
• Includes decrease of $250,000 in diesel fuel costs. This is mainly due to cost savings from
locking in the diesel prices and from adding more propane buses to the fleet.
SPECIAL PROGRAMS
The expenditures in this category capture the cost of providing summer school and adult education
classes. The Special Programs expenditures are expected to decrease 5.1 % from prior year due to
the following:
Includes a reduction of $26,500 to move Virtual High School program out of Summer
School and back to the Classroom Instruction department.
Includes an increase of $14,303 in the Adult Education program for additional classes.
32
Roanoke County Public Schools
Proposed Budget 2016-2017
General Fund Expenditure Details By Functional Cost Center
Classroom Instruction
Elementary Instruction
Secondary Instruction
Administration
Testing & Remediation
Career & Technical Education
Pupil Personnel Services
School Counseling Services
IT Services
Total Classroom
Instruction
Personnel
Instructional Personnel
Administrative Personnel
Classified Personnel
Total Personnel
Central Support
School Board
School Superintendent
Budget & Finance
Community Relations
Staff Development
Pupil Assignment
Total Central
Support
Support Services
Transportation
Facilities & Operations
Total Support
Services
Special Programs
Summer School
Adult Education
Total Special
Programs
Total expenditures
Beginning balance
Ending balance
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 535,359
$ 563,021
$ 608,533
$ 601,454
$ 399,530
$ (201,924)
483,603
495,571
609,907
490,660
867,059
376,399
1,320,276
1,354,216
1,351,750
1,426,927
1,426,927
-
366,192
347,395
363,202
388,342
393,481
5,139
449,347
481,550
493,181
411,867
411,867
-
599,351
693,394
691,998
673,791
673,791
-
77,722
77,939
46,115
62,658
62,383
(275)
1,923,800
1,998,225
2,139,493
2,664,958
3,042,595
377,637
5,755,650
6,011,311
6,304,179
6,720,657
7,277,633
556,976
77,610,297
78,316,023
79,843,483
75,617,181
80,375,856
4,758,675
8,806,107
8,937,680
9,035,883
8,891,764
9,038,157
146,393
20,307,273
20,434,691
20,077,255
18,042,529
18,988,099
945,570
106,723,677
107,688,394
108,956,621
102,551,474
108,402,112
5,850,638
240,299
262,867
293,734
270,813
255,813
(15,000)
218,370
114,625
38,733
130,780
124,400
(6,380)
16,188,049
13,422,326
15,299,541
19,782,142
20,207,830
425,688
7,864
13,746
9,219
15,900
15,000
(900)
199,434
154,787
208,443
210,825
210,825
-
108,610
104,902
135,998
199,338
199,338
-
16,962,626
14,073,253
15,985,668
20,609,798
21,013,206
403,408
1,583,517
1,674,510
1,596,573
1,498,251
1,161,215
(337,036)
5,089,252
5,029,461
4,860,907
5,078,922
5,078,922
-
6,672,769
6,703,971
6,457,480
6,577,173
6,240,137
(337,036)
260,432
248,310
185,269
228,005
201,505
(26,500)
11,652
5,167
10,795
91690
23,993
14,303
272,084
253,477
196,064
237,695
225,498
(12,197)
$136,386,806
$134,730,406
$137,900,012
$136,696,797
$143,158,586
$6,461,789
5,314,246
3,655,551
4,892,607
$ 3,655,551 $ 4,892,607 $ 4,597,340
33
INSTRUCTIONAL
RESOURCES FUND
The Instructional Resources Fund is a self -balancing fund that
maintains a fund balance from year-to-year, however it is
collapsed into the General Fund for Financial Statement
Reporting at year-end. This fund consists of the costs associated
with the purchase of new textbooks (in hard copy or digital
format) and consumable instructional materials related to the
subject areas. This fund is subsidized by the School General Fund
through an interfund transfer.
34
Revenues:
State reimbursement
Sale of textbooks
Other income
Transfer from operating fund
Total revenues
Expenditures:
Salaries and related costs
Instructional materials
Contracted textbooks
Small machinery
CTE resources
BCAT resources
Non -contracted textbooks
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Instructional Resources Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 794,430
$ 792,782
$ 842,589
$ 830,674
$ 982,106
$ 151,432
4,975
364
11,211
5,000
2,500
(2,500)
6,612
6,263
5,031
8,000
5,000
(3,000)
145,146
145,146
145,146
145,146
120,146
(25,000)
951,163
944,555
1,003,977
$ 988,820
$ 1,109,752
$ 120,932
$ 85,141
$ 84,341
$ 87,051
$ 100,754
$ 107,154
$ 6,400
26,776
222,072
231,274
206,566
177,242
(29,324)
327,823
541,473
642,509
550,000
694,606
144,606
-
-
6,495
-
-
-
-
45,149
5,586
6,000
6,000
-
-
2,101
3,201
3,500
6,000
2,500
495,083
70,952
48,255
122,000
118,750
(3,250)
934,823
966,088
1,024,371
$ 988,820
$ 1,109,752
$ 120,932
47,650
63,990
42,457
$ 63,990 $ 42,457 $ 22,063
Scheduled Adoptions/Purchases:
FY2015-16 - World Languages, Biology, AP Chemistry, AP Biology and AP Physics, Reading Grades 4 & 5
FY2016-17 - Social Studies, Health, and Drivers Education
FY2017-18 - Math
FY2018-19 - English 6-12, Reading K-5, Science
FY2021-22 - World Languages
35
36
GRANT
FUND
The Grant Fund is a special revenue fund used to account for
proceeds of specific grants that are restricted to expenditures for
specific purposes. The Grant Fund accounts for federal, state, and
private grants to provide critical support for the instructional
program.
37
Revenues:
Federal Grants
Title I, Part A
Title II, Part A
Title II, Part D
Title III
Title III, Immigrant and Youth
Title VI -B Flow-Thru Funds
Preschool Mini Grant- 1 yr
State Grants
Technology Initiative ( i
Early Reading Initiative
Algebra Readiness
GED Funding
Preschool Initiative
Visually Handicapped Grant
Dual Enrollment
Adult Basic Education
General Adult Education
Special Education in Regional Jail
Mentor
Jobs for Virginia Graduates
History to Life
Race for GED
Governors Academies
Private Grants
Allstate
LEAP Program
Other
Potential mid -year grants
Total revenues
Roanoke County Public Schools
Proposed Budget 2016-2017
Grant Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 1,249,368
$ 954,017
$ 1,331,244
$ 1,000,000
$ 1,300,000
$ 300,000
301,540
96,442
215,097
250,000
270,000
20,000
26
-
-
-
-
-
16,870
35,813
54,528
33,376
33,376
-
-
-
4,446
5,966
-
(5,966)
3,351,608
2,730,375
3,229,411
3,006,664
2,989,422
(17,242)
88,351
83,813
83,869
83,869
83,899
30
5,007,763
3,900,460
4,918,595
4,379,875
4,676,697
296,822
-
-
-
-
726,000
726,000
139,186
136,117
164,212
151,717
163,330
11,613
78,909
95,916
90,042
90,042
96,844
6,802
15,917
-
15,717
15,717
15,717
-
479,531
479,531
551,530
521,309
589,194
67,885
3,625
-
-
-
-
-
78,426
-
-
-
-
-
84,212
-
-
-
-
-
14,042
-
-
-
-
-
55,568
85,035
84,735
92,624
96,260
3,636
-
-
8,810
8,810
8,810
-
42,000
42,000
42,000
50,000
50,000
-
416
1,923
-
-
-
-
13,988
-
-
-
-
-
-
16,717
31000
-
-
-
1,005,820
857,239
960,046
930,219
1,746,155
815,936
-
-
1,000
-
1,000
1,000
-
-
1,000
-
1,000
1,000
-
-
-
150,000
350,000
200,000
$ 6,013,583
$ 4,757,699
$ 5,879,641
$ 5,460,094
$ 6,773,852
$ 1,313,758
0 In the 2016-2017 budget year the Technology Inititative was moved from the Capital Fund to the Grant Fund.
Expenditures:
Federal Grants
Title I, Part A
Title II, Part A
Title II, Part D
Title III
Title III, Immigrant and Youth
Title VI -B Flow-Thru Funds
Preschool Mini Grant- 1 yr
State Grants
Technology Initiative ( i
Early Reading Initiative
Algebra Readiness
GED Funding
Preschool Initiative
Visually Handicapped Grant
Dual Enrollment
Adult Basic Education
General Adult Education
Special Education in Regional Jail
Mentor
Jobs for Virginia Graduates
History to Life
Race for GED
Governors Academies
Private Grants
Allstate
LEAP Program
Other
Potential mid -year grants
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Grant Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 1,249,368
$ 954,017
$ 1,331,243
$ 1,000,000
$ 1,300,000
$ 300,000
301,539
96,442
215,098
250,000
270,000
20,000
26
-
-
-
-
-
16,870
35,813
54,528
33,376
33,376
-
-
-
4,446
5,966
-
(5,966)
3,351,607
2,730,375
3,229,411
3,006,664
2,989,422
(17,242)
88,351
83,813
83,868
83,869
83,899
30
5,007,761
3,900,460
4,918,594
4,379,875
4,676,697
296,822
-
-
-
-
726,000
726,000
139,186
136,117
164,212
151,717
163,330
11,613
78,910
95,916
90,043
90,042
96,844
6,802
15,917
16,717
15,717
15,717
-
(15,717)
479,531
479,531
551,532
521,309
589,194
67,885
3,625
-
-
-
-
-
61,740
15,539
-
-
-
-
84,212
-
-
-
-
-
14,042
-
-
-
-
-
55,568
85,035
84,733
92,624
96,260
3,636
-
-
8,810
8,810
8,810
-
42,000
42,000
42,000
50,000
65,717
15,717
416
1,916
7
-
-
-
13,988
-
-
-
-
-
-
-
3,000
-
-
-
989,135
872,771
960,054
930,219
1,746,155
815,936
-
-
979
-
1,000
1,000
-
1,398
-
-
-
-
-
(60)
-
-
-
-
-
1,338
979
-
1,000
1,000
-
-
-
150,000
350,000
200,000
5,996,896
4,774,569
5,879,627
$ 5,460,094
$ 6,773,852
$ 1,313,758
75,677
92,364
75,494
$ 92,364 $ 75,494 $ 75,508
0 In the 2016-2017 budget year the Technology Inititative was moved from the Capital Fund to the Grant Fund.
39
NUTRITION
FUND
The Vutrition Fund is a special revenue fund used to account for
activities of the nutrition program. The Nutrition Fund accounts
for the revenues and expenditures necessary to operate school
cafeterias. The primary source of funding for this budget comes
from cafeteria sales and federal reimbursements for free and
reduced lunches. This fund is self-supporting.
Revenues:
State reimbursement
Federal reimbursement
Charges for services
Rebates and refunds
Interest income
Other income
Grant contingency
Transfer from operating fund
Total revenues
Expenditures:
Salaries and related costs
Food and food supplies
Contractual services
Other supplies
Equipment
Training, travel, and memberships
Grant Contingency
Unappropriated
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Nutrition Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 102,964
$ 98,426
$ 96,790
$ 95,000
$ 102,110
$ 7,110
2,215,824
2,346,774
2,322,183
2,142,000
2,442,000
300,000
3,280,883
3,013,951
3,015,530
3,437,520
3,465,000
27,480
23,520
36,599
8,884
30,000
30,000
-
2,770
1,922
4,406
2,770
2,770
-
-
4,456
4,883
5,000
5,000
-
-
-
-
-
25,000
25,000
-
-
76,432
-
-
-
$ 5,625,961
$ 5,502,128
$ 5,529,108
$ 5,712,290
$ 6,071,880
$ 359,590
$ 2,979,921
$ 2,899,001
$ 2,297,392
$ 2,619,302
$ 2,624,706
$ 5,404
2,634,564
2,501,680
2,510,886
2,416,695
2,785,910
369,215
67,015
69,029
81,756
82,500
82,500
-
73,112
56,245
47,338
79,287
94,287
15,000
66,248
57,634
78,992
130,475
440,477
310,002
18,409
10,598
6,454
19,000
19,000
-
-
-
-
-
25,000
25,000
-
-
-
365,031
-
(365,031)
5,839,269
5,594,187
5,022,818
$ 5,712,290
$ 6,071,880
$ 359,590
1,245,254
1,031,946
939,887
$ 1,031,946 $ 939,887 $ 1,446,177
Note: Reimbursement rates are from 2015-2016, the 2016-2017 rates will not be available until July 1, 2016.
41
2012-2013
2013-2014
2014-2015
2015-2016 2016-2017
Meal Prices:
Actuals
Actuals
Actuals
Budget Budget
Elementary lunch
2.15*
2.25*
2.35*
2.35* 2.45*
Secondarylunch
2.15*
2.25*
2.35*
2.60* 2.70*
Reduced price lunch
0.40
0.40
0.40
0.40 0.40
Adult lunch
2.75
2.85
3.00
3.25 3.35
Full priced breakfast
1.00
1.10
1.15
1.25 1.25
Adult breakfast
1.25
1.35
1.50
1.75 1.75
Reduced breakfast
0.30
0.30
0.30
0.30 0.30
Preliminary Reimbursement Rates:
Breakfast
Lunch
Federal - paid meal
$0.28
$0.34
* Federally
Federal - reduced price meal
$1.32
$2.64
mandated rate
Federal - free meal
$1.62
$3.04
increases.
State reimbursement
none
$0.05
Note: Reimbursement rates are from 2015-2016, the 2016-2017 rates will not be available until July 1, 2016.
41
LAPTOP
FUND
The Laptop Fund includes the laptop computer warranty
reimbursements and the related replacement of parts and batteries.
42
Revenues:
Student Laptop Fees Jl
Fees from damaged parts
Warranty reimbursements
Interest income
Total revenues
Expenditures:
Warranty related:
Salaries and related costs
Printing supplies
Small equipment (batteries)
Small parts - student laptops
Other insurance
Lease payment - student laptops
Transfer to operating fund )
Small equipment (batteries)
Professional services
Unappropriated
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Laptop Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 226,288
$ 217,353
$ 219,888
$ 250,350
$ -
$ (250,350)
634
676
-
-
-
-
90,471
147,824
157,426
100,000
100,000
-
2,835
3,378
4,910
-
-
-
$ 320,228
$ 369,231
$ 382,224
$ 350,350
$ 100,000
$ 250,350
$ 5,242
$ 9,492
$ 7,753
$ 21,530
$ 21,530
$ -
21,227
15,662
23,143
22,918
22,918
-
77,350
2,495
67,188
35,552
35,552
-
79,285
78,184
58,520
20,000
20,000
-
105,160
-
-
-
-
-
-
-
193,339
-
-
-
-
-
-
193,800
-
(193,800)
-
-
135,000
-
-
-
-
-
15,000
-
-
-
-
-
-
56,550
-
(56,550)
288,264
105,833
499,943
$ 350,350
$ 100,000
$ 250,350
1,008,473
1,040,437
1,303,835
$ 1,040,437 $ 1,303,835 $ 1,186,116
0 In the 2016-2017 budget year the Student Laptop Fees were moved from the Laptop Fund to the General Fund.
43
BUS
FUND
The Bus Fund is a self -balancing fund that maintains a fund
balance from year-to-year, however it is collapsed into the
General Fund for Financial Statement Reporting at year-end.
This fund consists of the costs associated with the purchase or
replacement of school buses and support vehicles. This fund is
subsidized by the School General Fund through an interfund
transfer.
Revenues:
Sale of machinery and equipment
Insurance refunds
Interest income
Transfer from operating fund
Total revenues
Expenditures:
School bus replacements
Support vehicle replacements
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Bus Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 24,264
$ 34,382
$ 8,851
$ -
$ -
$ -
-
12,150
34,986
-
-
-
2,674
2,067
7,257
-
-
-
325,000
1,225,000
1,275,000
433,219
783,219
350,000
$ 351,938
$ 1,273,599
$ 1,326,094
$ 433,219
$ 783,219
$ 350,000
$ 741,650
$ 793,374
$ 1,191
$ 433,219
$ 783,219
$ 350,000
172,531
-
-
-
-
-
914,181
793,374
1,191
$ 433,219
$ 783,219
$ 350,000
1,476,839
914,596
1,394,821
$ 914,596 $ 1,394,821 $ 2,719,724
'k,
CAPITAL
FUND
The Capital Funt is used to account for financial resources used
for the acquisition or construction of major capital facilities, other
than those financed by the General Fund.
Revenues:
Roanoke County
State education grant
Technology Initiative ( i
Soft drink commission
Rental income and other fees
Other income
Sale of machinery and equipment
Insurance refunds
Proceeds from VPSA bonds
Transfer from operating fund
Future Capital Fund
Total revenues
Expenditures:
Major capital projects:
2003 VPSA Fall Bond
2009 VPSA Spring Bond
2011 VPSA Fall Bond
2014 VPSA Fall Bond
Major Capital Reserve
Minor capital projects:
Capital Improvements
Capital Maintenance Plan
Technology Initiative ( i
Total expenditures
Beginning balance
Ending balance
Roanoke County Public Schools
Proposed Budget 2016-2017
Capital Fund Budget Details
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Increase
Actuals
Actuals
Actuals
Budget
Budget
(Decrease)
$ 25,000
$ 25,000
$ 824,058
$ 25,000
$ 25,000
$ -
-
95,906
97,222
-
-
-
726,000
726,000
726,000
726,000
-
(726,000)
50,000
50,000
50,000
50,000
50,000
-
20,787
19,710
21,993
20,670
20,670
-
16
25,009
91,968
-
150,000
150,000
3,850
-
-
-
-
-
-
2,000
2,000
-
-
-
-
-
20,003,646
-
-
-
25,000
25,000
25,000
25,000
25,000
-
8,333,796
7,728,091
5,291,305
500,000
1,005,000
505,000
$ 9,184,449
$ 8,696,716
$27,133,192
$ 1,346,670
$ 1,275,670
$ 71,000
$ -
$ -
$ 6,537
$ -
$ -
$ -
217,492
-
560,841
-
-
-
4,447,591
923,685
223,094
-
-
-
-
230,416
18,118,642
-
-
-
1,026,465
3,129,554
1,465,955
500,000
5,000
(495,000)
5,858,406
4,400,760
2,877,235
120,670
270,670
150,000
-
-
-
-
1,000,000
1,000,000
726,000
726,000
726,000
726,000
-
(726,000)
12,275,954
9,410,415
23,978,304
$ 1,346,670
$ 1,275,670
$ 71,000
20,790, 828
17, 699, 323
16,985, 624
$17,699,323 $16,985,624 $20,140,512
0 In the 2016-2017 budget year the Technology Inititative was moved from the Capital Fund to the Grant Fund.
47
INFORMATIONAL
SECTION
Roanoke County Public Schools
Proposed Budget 2016-2017
Enrollment Trends
Student enrollment projections are a major
consideration when developing the School
Board budget as approximately 50% of the
revenues are calculated based on enrollment.
Enrollment is also significant because it drives
the number of instructional and support staff
needed to provide educational and support
services to students. The follow depicts the
Average Daily membership Trend of the
School System.
Because the majority of the school budget
hinges upon the stability of the enrollment
projection, the School Board uses several
methods to project enrollment at a
conservative estimate for the next year. For
purposes of the FY2016-2017 budget, The
School Board compared the following
calculations.
Virginia
The state uses the Weldon -Cooper Center to project enrollment for each school
14,136
Department
system in the state. As qualified by the state, "although we have confidence
Of
in the accuracy of our ADM projections on a statewide basis, experience has
Education
shown that the accuracy of our projections for individual divisions may vary."
We have seen large variances in VDOE accuracy in some years using this
method.
Grade
Using student data in the Student Information System, enrollment for the next
13,831
Progression
year is based on existing students moving up one grade (grade progression)
and estimating new kindergarten enrollments. We are estimating that 988
students in kindergarten will replace 1191 graduating seniors, representing a
net loss of 203 students.
Current Budgeted
Current budgeted ADM for FY2015-2016 is 13,712. The actual ADM
14,031
ADM versus
calculation is based on average enrollment through March 31, 2016 which will
Projected ADM
not be available to the School Board until after the adoption of the school
budget for 2016-2017.
Demographic
The Perkins + Will study conducted this year projects enrollment by school
14,006
Study
and grade for the next 10 years. The demographer is projecting enrollment in
FY2016-2017 of 14,084. The state ADM calculation excludes certain students
in attendance in the school system which are funded with other revenues
(Comprehensive Services Act, tuition paid, disabled students ages 20-21,
students in regional special education program). The projections in the
demographic study should be reduced by the excluded student count to arrive
at aprojected ADM.
The School Board weighed heavily on the Perkins + Will study and the use of external data
available for the first time in reaching unanimous consent to submit the 2016-2017 budget based
on an ADM projection of 13,950.
50
Roanoke County Public Schools
Proposed Budget 2016-2017
Student Enrollment
Fiscal Year
Method
September
Enrollment
Average Daily
Membership
Annual
Growth
Special
Education
Enrollment
ESL
Enrollment
0
0
0
0
2005-06
Actual
14,842
14,728
2.5%
2,331
254
2006-07
Actual
14,891
14,777
0.3%
2,222
271
2007-08
Actual
14,931
14,802
0.2%
2,218
327
2008-09
Actual
14,742
14,650
-1.0%
2,223
336
2009-10
Actual
14,583
14,474
-1.2%
2,192
401
2010-11
Actual
14,389
14,259
-1.5%
2,152
407
2011-12
Actual
14,157
14,074
-1.3%
2,164
397
2012-13
Actual
14,102
13,958
-0.8%
2,181
381
2013-14
Actual
14,054
13,929
-0.2%
2,159
352
2014-15
Actual
13,972
13,909
-0.1%
2,167
331
2015-16
Budgeted
14,135
13,712
-1.4%
2,189
360
2016-17
Proposed
13,950
1.7%
2017-18
Forecast
13,910
-0.3%
2018-19
Forecast
13,873
-0.3%
2019-20
Forecast
13,871
0.0%
Sources:
10 Deputy Superintendent of Administration (ADM based on average through March 31)
0 Office of Special Education and Pupil Personnel Services
O3 Office of English and ESL Services
Note: Enrollment projections for 2017-18 through 2019-20 were based on Perkins + Wills enrollment
projections less students ineligible for inclusion in the ADM calculation.
51
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Roanoke County Public Schools
Proposed Budget 2016-2017
Local Appropriation
% of
Local Revenue
45.51%
41.24%
41.14%
42.55%
42.81%
42.67%
43.00%
42.80%
42.38%
42.11%
Source: Local tax revenue from County of Roanoke Annual Fiscal Plan.
54
Total
Dollar
%
Total
% of
Local Tax
Year
Appropriation
Increase
Increase
Budget
Budget
Revenue
2007-08
62,902,796
3,662,382
6.18%
135,091,375
46.56%
138,217,000
2008-09
62,214,926
(687,870)
-1.09%
143,223,216
43.44%
150,850,732
2009-10
60,543,357
(1,671,569)
-2.69%
137,909,128
43.90%
147,179,000
2010-11
63,543,357
3,000,000
4.96%
128,821,750
49.33%
149,344,250
2011-12
64,484,024
940,667
1.48%
131,373,270
49.08%
150,620,340
2012-13
64,484,024
0
0.00%
132,912,485
48.52%
151,109,000
2013-14
65,045,318
561,294
0.87%
133,799,052
48.61%
151,259,000
2014-15
66,097,425
1,052,107
1.62%
135,738,864
48.69%
154,433,350
2015-16
66,804,707
707,282
1.07%
136,696,797
48.87%
157,626,175
2016-17
67,857,479
1,052,772
1.58%
143,158,586
47.40%
161,150,565
% of
Local Revenue
45.51%
41.24%
41.14%
42.55%
42.81%
42.67%
43.00%
42.80%
42.38%
42.11%
Source: Local tax revenue from County of Roanoke Annual Fiscal Plan.
54
Roanoke County Public Schools
Proposed Budget 2016-2017
Fund Balance
Fund Balance
Fiscal Operating Operating as a % of Emergency
Year Budget Fund Balance Budget Fund Balance
2005-06
118,007,240
6,282,978
5.32%
1,300,000
2006-07
127,332,873
6,992,833
5.49%
1,300,000
2007-08
135,091,375
5,288,063
3.91%
2,000,000
2008-09
143,223,216
4,651,042
3.25%
1,000,000
2009-10
137,909,128
6,949,138
5.04%
2,671,290
2010-11
128,821,750
9,883,843
7.67%
2,000,000
2011-12
131,373,270
3,314,246
2.52%
2,000,000
2012-13
132,912,485
1,655,551
1.25%
2,000,000
2013-14
133,799,052
2,857,888
2.14%
2,000,000
2014-15
135,738,864
2,463,513
1.80%
2,000,000
2015-16
136,696,797
Note: Emergency Fund Balance not included in Operating Fund Balance.
145 1
0
140
135
130
125
120
115
110
County Funding Trend Shown in Total
and as a Percent of Total School Budget
2005-06 2006-07 2007-08 2008-09 2009-10 2010-112011-12 2012-13 2013-14 2014-15
55
56
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, MAY 10, 2016
RESOLUTION APPROVING THE ROANOKE COUNTY PUBLIC SCHOOLS
BUDGET FOR FISCAL YEAR 2016-2017 UPON CERTAIN TERMS AND
CONDITIONS
WHEREAS, State Code 22.1-93 requires the governing body of a County to prepare
and approve an annual budget for education purposes by May 15 or within thirty (30) days
of the receipt by the County of the estimates of state funds, whichever shall later occur;
and
WHEREAS, the Roanoke County School Board approved their fiscal year 2016-
2017 budget on March 24, 2016.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County,
Virginia that the fiscal year 2016-2017 Roanoke County Schools budget as set forth by the
School Board's adoption on March 24, 2016, a copy of which is incorporated by reference
herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized
to execute and attest, respectively, on behalf of the County, any documentation, in form
approved by the County Attorney, necessary to evidence said approval.
Page 1 of 1
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:
AGENDA ITEM:
May 10, 2016
Request to adopt a resolution to the Virginia Retirement
System (VRS) approving the employer contribution rate
option for the biennium beginning July 1, 2016
SUBMITTED BY: Rebecca Owens
Director of Finance
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Resolution required by VRS for the employer to elect the alternate rate as the
contribution rate effective July 1, 2016.
BACKGROUND:
The County of Roanoke participates in the Virginia Retirement System (VRS), an agent
and cost-sharing multiple -employer defined benefit pension plan.
Employees are required by Title 51.1 of the Code of Virginia (1950), as amended, to
contribute five percent (5%) of their compensation toward their VRS retirement benefit.
In addition, the County is required to contribute the remaining amounts necessary to
fund its participation in the VRS using the actuarial basis specified by the Code of
Virginia and approved by the VRS Board of Trustees.
DISCUSSION:
The Appropriation Act allowed political subdivisions such as Roanoke County to elect to
pay either the employer contribution rate certified by the VRS or to pay an alternate
rate. Local governments may opt for one of the following options regarding the
employer's VRS contribution rate effective July 1, 2016:
Page 1 of 2
Pay the Certified Rate by VRS Board of Trustees for the 2016-2018 biennium,
which is 12.42%; or
Pay an Alternate Rate which is the higher of the rate certified by the VRS Board
for fiscal year 2012 or 90% of the VRS Board certified rate (11.18%).
The fiscal year 2016-2017 Operating Budget recommendation for Roanoke County
assumes the Alternate Rate of 11.18% as the employer's VRS contribution. The
Alternate Rate reduces the County's budgetary obligation for the upcoming budget year
by approximately $500,000. However, choosing the alternate rate will also reduce
contributions to the employer account, reduce investment earnings generated by VRS,
and result in a lower funded ratio of the County's pension obligation. During the next
actuarial review of the County's funding obligations, a higher calculated contribution rate
may be required at that time.
FISCAL IMPACT:
The selection of the alternate rate of 11.18% for the 2016-2018 biennium will save the
County of Roanoke approximately $500,000 in the 2016-2017 budget.
STAFF RECOMMENDATION:
Staff recommends adopting the attached resolution, which notifies VRS of using the
alternate rate of 11.18% for the 2016-2018 biennium.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
RESOLUTION TO THE VIRGINIA RETIREMENT SYSTEM (VRS) TO
ELECT THE ALTERNATE EMPLOYER CONTRIBUTION RATE OPTION
FOR THE BIENNIUM BEGINNING JULY 1, 2016
WHEREAS, the 2016 Appropriation Act Item 475(1)(1) requires that an employer
pay the contribution rate certified by the VRS Board of Trustees ("Certified Rate"),
unless the employer elects to pay an alternate rate as described in Item 475(1)(2)
("Alternate Rate"); and
WHEREAS, if an employer wishes to pay the Certified Rate, then the employer
need not take action on this resolution; and
WHEREAS, if an employer wishes to pay the Alternate Rate established in the
2016 Appropriation Act, then the employer must pass this resolution on or before July 1,
2016, to elect the Alternate Rate; and
WHEREAS, any local public school division that elects to pay the Alternate Rate
must receive a concurrence of its local governing body documented by a resolution of
the governing body on or before July 1, 2016.
NOW, THEREFORE , BE IT RESOLVED, that the County of Roanoke ("the
Employer") 55180, does hereby elect to pay the Alternate Rate and acknowledges that
its contribution rate effective July 1, 2016 shall be based on the higher of a) the
contribution rate in effect for fiscal year 2012, or b) ninety percent of the results of the
June 30, 2015 actuarial valuation of assets and liabilities as approved by the Virginia
Retirement System Board of Trustees for the 2016-18 biennium; and
Page 1 of 2
BE IT FURTHER RESOLVED, that the Employer does hereby certify to the
Virginia Retirement System Board of Trustees that it agrees to pay the Alternate Rate of
11.18% effective July 1, 2016; and
BE IT FURTHER RESOLVED, that the Employer does hereby acknowledge that,
if it is a school division, this resolution shall not become effective unless the Virginia
Retirement System receives a concurrence of its local governing body documented by a
resolution of the local governing body dated on or before July 1, 2016; and
BE IT FURTHER RESOLVED, that the Employer does hereby certify to the
Virginia Retirement System Board of Trustees that it has reviewed and understands the
information provided by the Virginia Retirement System outlining the potential future
fiscal implications of any election made under the provisions of this resolution.
NOW, THEREFORE, the officers of the Employer are hereby authorized and
directed in the name of the Employer to carry out the provision s of this resolution, and
said officers of the Employer are authorized and directed to pay over to the Treasurer of
Virginia from time to time such sums as are due to be paid by the Employer for this
purpose.
Page 2 of 2
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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Resolution approving participation in and conditions of the
Virginia Juvenile Community Crime Control Act (VJCCCA)
Grant Program of the Department of Juvenile Justice for
fiscal years 2016-2017 and 2017-2018 and to allow
participation by the City of Salem
Daniel R. O'Donnell
Assistant County Administrator
Thomas C. Gates
County Administrator
The Department of Juvenile Justice requires a resolution from the Board of Supervisors
to approve continued participation in the Virginia Juvenile Community Crime Control Act
(VJCCCA) grant program before funds can be released to the County of Roanoke.
BACKGROUND:
The County of Roanoke has participated in the VJCCCA program for many years. This
program allows the County to supplement the State's Court Services Unit by providing
State funds for staff and operational costs for enhanced probation activities associated
with the Juvenile Court. Through the Juvenile Intervention Services Program of
Roanoke County, the grant funds have been used to assist the court by providing
County staff to perform services such as immediate random urine screens, community
service supervision, restitution, and home electronic monitoring and outreach detention
services. This program is beneficial to the County as it's intensive intervention services
are effective alternatives to much more expensive placements of juveniles in the
Roanoke Valley Regional Juvenile Detention Center.
DISCUSSION:
The Juvenile Intervention Services Program works with youth that are within the
Page 1 of 2
Juvenile Justice System in Roanoke County and City of Salem, ranging from 10 to 18
years of age, male and female. The intensive supervision services (i.e. home electronic
monitoring and outreach detention services) provide the Court Services Unit with
additional services rather than the only other option of detaining the juvenile. Having
these programs in place decreases the number of youth remanded to detention which in
turns lowers the cost of detention that Roanoke County and the City of Salem are
responsible for paying. Each program within Juvenile Intervention Services maintains a
success rate of 90% or higher. The total number of youths served by this program in
fiscal year 2016 was 477.
The City of Salem has participated in the County program since its inception and has
approved their resolution to the Department of Juvenile Justice requesting that their
VJCCCA monies continue to be used in partnership with Roanoke County. Salem's
work load can be assumed by the staff of the Juvenile Intervention Services Program
and the additional case load will be funded through Salem's grant funds.
FISCAL IMPACT:
This grant requires the County to contribute $24,644 for fiscal year 2016-2017 and
again in 2017-2018 as our maintenance of effort. Salem will contribute $9,418 each
year. The County and Salem maintenance of effort has not changed in several years.
This will leverage state funds of $232,833. The alternative would be to incarcerate the
youth in the Roanoke Valley Regional Juvenile Detention Center at a County cost of
180 dollars per day.
These funds are included in the proposed Court Service Unit budget for 2016-2017 and
will be included for fiscal year 2017-2018. The amount of local match required has been
the same for several years.
STAFF RECOMMENDATION:
Staff recommends approval of the resolution to continue participation in the Virginia
Juvenile Court Community Corrections Act grant for fiscal years 2016-2017 and 2017-
2018.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
RESOLUTION APPROVING PARTICIPATION IN AND CONDITIONS OF
THE VIRGINIA JUVENILE COMMUNITY CRIME CONTROL ACT
(VJCCCA) GRANT PROGRAM OF THE DEPARTMENT OF JUVENILE
JUSTICE FOR FISCAL YEARS 2016-2017 AND 2017-2018 AND TO
ALLOW PARTICIPATION BY THE CITY OF SALEM
WHEREAS, the County of Roanoke has participated in the Virginia Juvenile
Community Crime Control Act (VJCCCA) program in the past allowing the Court Service
Unit to provide direct services, substance abuse services and probation activities
associated with the Juvenile Court; and
WHEREAS, through the Juvenile Intervention Services Program of Roanoke
County's Court Services Unit, the grant funds have been administered to assist the court
by providing immediate and random urine screens, community service, restitution and
providing intensive supervision such as Home Electronic Monitoring and Outreach
Detention services; and
WHEREAS, the Court Services Unit of the Juvenile Court serves the youth of both
the County of Roanoke and the City of Salem; and
WHEREAS, the Court Services Unit desires to provide services through the Juvenile
Intervention Services Program to serve the youth of both the County of Roanoke and the
City of Salem utilizing the funding from the VJCCCA grant and other appropriate funds.
Now, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County will participate in the Virginia Juvenile Community Crime Control Act forfiscal years
2016-2017 and 2017-2018 and will accept said funds, appropriating them for the purpose
set forth in this Act until it notifies the Department of Juvenile Justice, in writing, that it no
Page 1 of 2
longer wishes to participate in the program.
BE IT FURTHER RESOLVED that the County Administrator or the Assistant County
Administrator is hereby authorized to execute a local plan on behalf of the County of
Roanoke and City of Salem; and
BE IT FURTHER RESOLVED that the County of Roanoke will combine services and
grant resources with the City of Salem, and the County, as operator of the Juvenile
Intervention Services Program, will serve as fiscal agent for these localities.
Page 2 of 2
ACTION NO.
ITEM NO. F_1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 10, 2016
AGENDA ITEM: Public hearing for citizen comments on the proposed fiscal
year 2016-2017 Operating Budget and the proposed fiscal
year 2017-2026 Capital Improvement Program
SUBMITTED BY:
APPROVED BY:
ISSUE:
Christopher Bever
Director of Management and Budget
Thomas C. Gates
County Administrator
Conduct a public hearing for citizen comment on the proposed fiscal year 2016-2017
Operating Budget and the fiscal year 2017-2026 Capital Improvement Program.
BACKGROUND:
State Code requires a public hearing to receive written and oral comments on the
proposed fiscal year 2016-2017 Operating Budget and the proposed fiscal year 2017-
2026 Capital Improvement Program when the Board of Supervisors intends to adopt the
annual operating and capital budgets. This public hearing satisfies that requirement.
DISCUSSION:
This time has been set aside for a public hearing on the proposed annual budget for
fiscal year 2016-2017 and the fiscal year 2017-2026 Capital Improvement Program. The
public hearing was advertised in the Roanoke Times on April 26, 2016 and May 3,
2016. The budget documents can be found on the Roanoke County website at
www.roanokecountvva.gov, at any of the County libraries, and at the Roanoke County
Office of Management and Budget or Office of the Clerk of the Board of Supervisors,
located at 5204 Bernard Drive, Roanoke, Virginia 24018.
Page 1 of 2
FISCAL IMPACT:
None.
STAFF RECOMMENDATION:
Staff recommends conducting the public hearing to satisfy State code requirements.
Page 2 of 2
ACTION NO.
ITEM NO. F.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Ordinance to appropriate funds for the fiscal year 2016-2017
budget and approval of the Classification Plan for fiscal year
2016-2017
Christopher Bever
Director of Management and Budget
Thomas C. Gates
County Administrator
Conduct first reading of an ordinance to appropriate funds for the fiscal year 2016-2017
budget and approve the Classification Plan for fiscal year 2016-2017.
BACKGROUND:
The fiscal year 2016-2017 budget was presented to the Board of Supervisors on March
8, 2016. Public Hearings were held on April 12, 2016 and May 10, 2016, to receive
written and oral comment from the public concerning the proposed budget including
comments on the fiscal year 2017-2026 Capital Improvement Program. Attached for
your approval is the Budget Appropriation Ordinance for fiscal year 2016-2017 and the
Classification Plan for fiscal year 2016-2017.
DISCUSSION:
The total County budget for fiscal year 2016-2017 is $408,735,134, which includes all
inter -fund and intra -fund transfers. The General Government Fund budget is
$183,259,215 and includes the taxes and fees that support the general operations of
Roanoke County government. A list of all changes approved by the Board of
Supervisors since the budget was proposed is included as an attachment to this Board
Report Form.
Page 1 of 2
FISCAL IMPACT:
Approval of the fiscal year 2016-2017 Budget Appropriation Ordinance provides funding
for County operations effective July 1, 2016.
STAFF RECOMMENDATION:
The format of the appropriation ordinance conforms to the reporting basis used at year-
end in the Comprehensive Annual Financial Report (CAFR). This presentation allows
the same level of budget comparison as is required by Generally Accepted Accounting
Principles (GAAP) for financial reporting purposes.
Staff recommends approval of the first reading of the fiscal year 2016-2017 Budget
Appropriation Ordinance. Staff also recommends approval of the attached Classification
plan for fiscal year 2016-2017. The second reading and resolution adopting the budget
is scheduled for May 24, 2016.
Page 2 of 2
Board of Supervisors' Changes to County Administrator's FY 2016-2017 Proposed Budget
General Government Fund Only
Budget
Surplus/
4dj. # Budget Item Revenue Expenditure (Deficit)
:.ounty Administrator's Proposed General Government Budget $183,442,915 $183,442,915 $0
3.8.16
Board of Supervisors Approved Budget Adjustments (4.12.16)
GG 1
Machinery and Tools Tax Reduction ($2.95 to
(42,500)
(42,500)
$2.90/$100 A.V.)
GG 2
Eliminate New Commissioner of Revenue Tax Clerk
(39,296)
(39,296)
(42,500)
Position
GG 3
Eliminate New Treasurer Tax Clerk Position
(39,296)
(39,296)
(42,500)
GG 4
Eliminate New Fire Inspector Position
(62,608)
(55,216)
(49,892)
GG 5
Increase RVTV Contribution based on final RVTV
864
(50,756)
Budget (4.26.216 Board item approving RVTV Budget)
Reduce Transfer to Roanoke County Public Schools
GG 6
based on decrease in Machinery and Tools Tax
(18,103)
(32,653)
(Revenue Sharing Formula)
GG 7
Reduce Contribution to Fund Balance (maintains over
(32,653)
0
11 % contribution to fund balance)
Total, Revised Budqet with Adjustments as of 4.12.16
$183,259,215
$183,259,215
$0
Board of Supervisors Approved Budget Adjustments (4.26.16)
Reduce General Fund Transfer supporting Capital
GG 8 Improvement Program (reduction to VDOT Revenue (325,000) (325,000)
Sharing project)
GG 9 Add Broadband operating costs (part of Outside Agency - 325,000 0
contractual/partnership contributions)
Total, Revised Budget with Adjustments as of 4.26.16 $183,259,215 $183,259,215 $0
Board of Supervisors' Changes to All Funds Budget
Budget
4dj. # Budget Item Expenditure
411 Funds Proposed Budget $409,261,937
AF 1 All General Government adjustments noted above (183,700)
AF 2 Reduction to Capital Fund (reduction to VDOT revenue (325,000)
sharing)
AF 3 Reduction in Schools Operating Fund (tax rate (18,103)
reduction)
Total, Revised All Funds Budget $408,735,134
Prepared by the Office of Management and Budget
5/5/2016
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 24, 2016
ORDINANCE APPROPRIATING FUNDS FOR THE 2016-2017 FISCAL
YEAR BUDGET FOR ROANOKE COUNTY, VIRGINIA
WHEREAS, upon notice duly published in the newspaper, public hearings were
held on April 12, 2016 and May 10, 2016, concerning the adoption of the annual budget
for Roanoke County for fiscal year 2016-2017; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, approved
said budget on May 24, 2016, pursuant to the provisions of Section 13.02 of the
Roanoke County Charter and Chapter 25 of Title 15.2 of the 1950 Code of Virginia, as
amended; and
WHEREAS, the first reading of this appropriation ordinance was held on May 10,
2016, and the second reading of this ordinance was held on May 24, 2016, pursuant to
the provisions of Section 18.04 of the Roanoke County Charter.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the following appropriations are hereby made from the respective funds
for the period beginning July 1, 2016, and ending June 30, 2017, for the
functions and purposes indicated:
Page 1 of 8
County of Roanoke
FY 2016-2017 Budget
May 10, 2016
Revenues:
General Fund:
General Government
Communications & Information Technology
Children's Services
Law Library
Public Works Projects
Recreation Fee Class
Grants and Other Funds
Police Special Programs
Criminal Justice Academy
Fleet Service Center
Total General Fund
Debt Service Fund - County
Capital Projects Fund
Internal Service Fund
School Funds:
General
Nutrition
Grant
Capital
Instructional Resources
Bus
Laptop
Debt
Total School Fund
Total Revenue - All Funds
Page 2 of 8
$ 183,259,215
9,414,002
5,985,313
11,025
183,454
5,378,920
1,046,962
1,000
312,004
3,082,771
$ 208,674,666
$ 7,108,548
$ 10,148,428
$ 11,306,018
$ 143,140,483
6,071,880
6,773,852
1,275,670
1,109,752
783,219
100,000
12.242.618
$ 171,497,474
$ 408,735,134
Expenditures:
General Government:
General Administration
Board of Supervisors
$ 327,920
County Administrator
358,711
County Auditor
112,279
Public Information
186,601
Asst. Co. Administrators
379,496
Human Resources
770,248
County Attorney
555,150
Economic Development
517,462
Total General Administration
$ 3,207,867
Constitutional Officers
Treasurer $ 824,583
Commonwealth Attorney 1,129,852
Commissioner of the Revenue 763,772
Clerk of the Circuit Court 1,094,589
Sheriffs Office 9,685,319
Total Constitutional Officers $ 13,498,115
Judicial Administration
Circuit Court $ 237,972
General District Court 95,440
Magistrate 1,590
J & DR Court 39,086
Court Service Unit 430,144
Total Judicial Administration $ 804,232
Management Services
Real Estate Assessments $ 864,132
Finance 1,349,840
Public Transportation 420,000
Management and Budget 337,333
Procurement Services 363,480
Total Management Services $ 3,334,785
Page 3 of 8
Public Safety
Police $ 12,052,761
Fire and Rescue 15.199,223
Total Public Safety $ 27,251,984
Community Services
General Services $ 5,343,566
Community Development 4,346,390
Building Maintenance 2,288,165
Total Community Services $ 11,978,121
Human Services
Grounds Maintenance $ 2,273,678
Parks and Recreation 2,240,247
Public Health 500,358
Social Services 10,430,840
Contributions -Human Service, Cultural, Tourism, Dues 2,079,105
Library 3,738,374
VA Cooperative Extension 87,097
Elections 349,227
Total Human Services $ 21,698,926
Non -Departmental
Employee Benefits
$
2,134,710
Miscellaneous
7,764,270
Internal Service Charges
1,495,000
Total Non -Departmental
$
11,393,980
Transfers to Other Funds
Transfer to Debt - General & Schools
$
14,897,786
Transfer to (from) Capital
3,092,813
Transfer to Schools
67,839,376
Transfer to Public Works Projects
183,454
Transfer to Internal Services
1,665,195
Transfer to Comprehensive Services
1,853,000
Total Transfers to Other Funds
$
89,531,624
Unappropriated Balance
Board Contingency
$
50,000
Addition to Fund Balance
$
509,581
Total General Government
$
183,259,215
Page 4 of 8
Communications & Information Technology
$
9,414,002
Children's Services
$
5,985,313
Law Library
$
11,025
Public Works Projects
$
183,454
Recreation Fee Class
$
5,378,920
Grants and Other Funds
$
1,046,962
Police Special Programs
$
1,000
Criminal Justice Academy
$
312,004
Fleet Service Center
$
3,082,771
Total General Fund
$
208,674,666
Debt Service Fund - County
$
7,108,548
Capital Projects Fund
$
10,148,428
Internal Services Fund - Risk Management
$
11,306,018
School Funds:
Operating
$
143,140,483
Nutrition
6,071,880
Debt
6,773,852
Grants
1,275,670
Capital
1,109,752
Instructional Resources
783,219
Bus
100,000
Laptop Insurance Reserve
12,242,618
Total School Funds $ 171,497,474
Total Expenditures - All Funds $ 408,735,134
Page 5 of 8
2. That the County Administrator may authorize or delegate the authorization of
the transfer of any unencumbered balance or portion thereof from one
department to another.
3. That all funded outstanding encumbrances, both operating and capital, at
June 30, 2016, are re -appropriated to the 2016-2017 fiscal year to the same
department and account for which they are encumbered in the previous year.
4. That appropriations designated for capital projects will not lapse at the end of
the fiscal year but shall remain appropriated until the completion of the project
or until the Board of Supervisors, by appropriate action, changes or eliminates
the appropriation. Upon completion of a capital project, staff is authorized to
close out the project and transfer to the funding source any remaining
balances. This section applies to appropriations for capital projects at June
30, 2016, and appropriations in the 2016-2017 budget.
5. That all School Fund appropriations remaining at the end of the 2015-2016
fiscal year not lapse but shall be appropriated to the School Capital Fund in
fiscal year 2016-2017 as follows:
a.) Two-thirds of the year-end balance in the school operating fund will be
allocated to the Major School Capital Reserve;
b.) One-third of the year-end balance in the school operating fund will be
allocated to the Minor School Capital Reserve.
6. That all General Fund unexpended appropriations at the end of the 2015-
2016 fiscal year not lapse but shall be re -appropriated to the County Capital
Reserve.
Page 6 of 8
7. That all General Fund revenues collected in excess of appropriated revenues
shall be re -appropriated to the County Capital Reserve.
8. Account balances remaining in the Fee Class Fund collected by the Parks,
Recreation and Tourism Department will be allocated to accounts as defined
by the Fee Class Accounts Procedure.
9. Account balances remaining in Comprehensive Services (111), Confiscated
Property (120), Police Special Programs (121), Forfeited Asset Sharing
(122), Sheriff Jail Fees (124), Inventory (125), Criminal Justice Academy
(126), Police Training Facility (127), Garage (130), Motor Pool (132), Grants
(135), Communications and Information Technology (146), Fee Class (150),
Law Library (155), Public Works Fund (170), Social Services Building (175),
Debt Fund (310), Trust Fund (510), South Peak Community Development
Authority (655), Internal Service Fund (700), Special Welfare (810), Regional
Fire/Rescue Training Center (814), Commonwealth Fund (815), Regional
Center for Animal Control and Protection (895) funds will carry over 100%
and be re -appropriated to the individual funds.
10. That the Board of Supervisors anticipates receiving various grants, donations,
and other miscellaneous revenues. These anticipated funds are appropriated
to the Grants Fund for the various functions and purposes as provided
therein, and said appropriation shall be acknowledged and allocated to the
appropriate fund upon approval by the Board of Supervisors on the Consent
Agenda.
11. This ordinance shall take effect July 1, 2016.
Page 7 of 8
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ACTION NO.
ITEM NO. G.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: May 10, 2016
AGENDA ITEM: Ordinance authorizing the vacation of a 0.014 acre portion of
a right-of-way shown as Dawn Marie Court on the plat of
Section No. 1, Hanging Rock Estates, recorded in the Clerk's
Office of the Circuit Court for the County of Roanoke,
Virginia in Plat Book 18, Page 156 and located in the
Catawba Magisterial District
SUBMITTED BY: Arnold Covey
Director of Community Development
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Vacation of a 0.014 acre portion of a right-of-way known as Dawn Marie Court shown
on the plat of Section 1, Hanging Rock Estates.
BACKGROUND:
BGGT, LLC (Lot 44 Section No. 1, Hanging Rock Estates; Tax Map No. 035.04-04-
45.00-0000) and Graham -Thomas, LLC (Tax Map No. 035.04-02-33.00-0000) wish to
re -subdivide their properties to create three (3) additional lots at the end of Dawn Marie
Court. It is necessary to acquire the 0.014 acre portion of dedicated Dawn Marie Court
to provide the required road frontage of 60' for one (1) lot and 30' on the cul-de-sac bulb
for the other three (3) lots. Currently Dawn Marie Court is not in the Virginia
Department of Transportation (VDOT) Secondary Road System, however, BGGT, LLC
has agreed to take the necessary steps to get the entire road into the system.
DISCUSSION:
Dawn Marie Court was platted and built to the adjacent 32.99 acres of land for future
development. However, Graham -Thomas, LLC the current property owner of the 32.99
acres has determined that due to the topography, the extensive grading required, the
Page 1 of 2
stream and wetlands mitigation and the resulting low lot count, it is not economically
feasible to extend Dawn Marie Court.
FISCAL IMPACT:
The costs and expenses associated shall be the responsibility of BGGT, LLC.
STAFF RECOMMENDATION:
Approve first reading and schedule the second reading and public hearing for May 24,
2016.
Page 2 of 2
CAR ETot4 gR►NE
Lot 46
Edgar A. Wade &
Eve A Worthington
T.M. 1035.04-04-47.00-0000
Lot 45
Miller Miok
T.M. 1035.04-04-46.00-0000
EX. R.O.W. UNE
TO REMAIN
UNE 7ABLE
LINE
BEAR/NGl
TAN
L1
N81 -22 -00 -El
52.79
L2
NO6'1718 y
52.79
L3
N06'1718
18.55
1�
Lot 43
Gory Avis
T.M. 1035.04-04-44.00-0000
Ex. house currently
under construction
Existing
111—curl–de–sac
WSW t��
EX. R.O.W. UNE
TO REMAIN
Lot 44
BGGT, LLC
1035.04-04-45.00-0000
EXISTING LOT = 0.531 AC.
R.D.W. VACATION = 0.014 AC
NEW LOT = 0.545 AC.
APPROX. 589 S.F. OF EX.
R.O.W. TO BE VACATED
AND REVERT TO LOT 44
T.M. 1035.04-02-33.00-0000
Graham–Thomas, LLC
Approx. location
of ex. watercourse
Lot 42
BGGT, LLC
1035.04-04-43. 00-0000
h
m
Approx. location
of ex. watercourse
PL1 H OF
JOHN R. McADEN D
Lic. No.002002
0
�y j;No SUR`I�l
GRAPHIC SCALE
0 30 60 120
DATE:
CURVE'ABLE
1" = 60'
CURIE R40/US
ARC LENGTH CHORD BEAR/NG CHORD LENGTH DELTA ANG
AN N
Cl 55 00
84.14' N3T3221 E
76.17 8T39 16
52.79
C2 55.00
49.26 N3156 50
47.63 51'19 04
26.42
C3 25.00
22.39 N3156 50
21.65 51'19 04
12.01
GRAPHIC SCALE
0 30 60 120
DATE:
4/21/2016
SCALE:
1" = 60'
JOB NO:
04150022.00
DRAWN BY:
CPB
**NOTE: EXISTING RIGHT-OF-WAY AND PROPERTY LINES
ARE BASED ON THE PLAT OF SECTION NO. 1, HANGING
ROCK ESTATES, RECORDED IN PLAT BOOK 18, PAGE 156.
DAWN MARIE COURT
R.O.W. VACATION EXHIBIT FROM RECORDS
ROANOKE COUNTY, VIRGINIA
PLANNERS • ARCHITECTS• ENGINEERS• SURVEYORS
ROANOKE • RICHMOND • NEW RIVER VALLEY • SHENANDOAH VALLEY
1208 Corporate Clrole . Roanoke, Vlrglnla 24018 • Phone (540) 7729580 • Fax (540) 772-8050
EXISTING R.O.W.
TO BE VACATED
b4ap
AND ASSOCIATM INC.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
ORDINANCE AUTHORIZING THE VACATION OF A 0.014 ACRE
PORTION OF A RIGHT-OF-WAY SHOWN AS DAWN MARIE COURT ON
THE PLAT OF SECTION NO. 1, HANGING ROCK ESTATES,
RECORDED IN THE CLERK'S OFFICE OF THE CIRCUIT COURT FOR
THE COUNTY OF ROANOKE, VIRGINIA IN PLAT BOOK 18, PAGE 156
AND LOCATED IN THE CATAWBA MAGISTERIAL DISTRICT
WHEREAS, the plat of Section No. 1, Hanging Rock Estates recorded in the
Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 18, page 156,
established a 0.014 acre portion designated as Dawn Marie Court; and
WHEREAS, BGGT, LLC (Lot 44 Section No. 1 Hanging Rock Estates; Tax Map
No. 035.04-04-78.00-0000) and Graham -Thomas, LLC (Tax Map No. 035.04-02-33.00-
000) wish to re -subdivide their properties to create three (3) additional lots at the end of
Dawn Marie Court to provide the required road frontage of 60' for one (1) lot and 30' on
the cul-de-sac bulb for the other three (3) lots; and
WHEREAS, Dawn Marie Court on the plat of Section No. 1, Hanging Rock Estates
currently has never been improved and accepted into the Virginia Department of
Transportation (VDOT) Secondary Road System however, BGGT, LLC has agreed to
take the necessary steps to get the entire road into the system; and
WHEREAS, Dawn Marie Court was platted and built to the adjacent 32.99 acres
of land for future development. However, Graham -Thomas, LLC the current property
owner of the of the 32.99 acres has determined that due to topography, the extensive
grading required, the stream and wetlands mitigation and the resulting low lot count it is
not economically feasible to extend Dawn Marie Court; and
Page 1 of 3
WHEREAS, the above described 0.014 acre portion is indicated on the plat dated
4-21-2016, prepared by Balzar and Associates and attached hereto as Exhibit "A"; and
WHEREAS, no other property owner will be affected by the vacation of this
undeveloped portion of said Dawn Marie Court; and
WHEREAS, this vacation will not involve any costs to the County and the affected
County departments have raised no objection; and
WHEREAS, this notice has been given as required by Section 15.2-2204 of the
Code of Virginia (1950, as amended); and
THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia as follows:
1. That pursuant to the provisions of Section 18.04 of the Roanoke County
Charter, the acquisition and disposition of real estate can be authorized only by
ordinance. A first reading of this ordinance was held on May 10, 2016, and a second
reading and public hearing of this ordinance was held on May 24. 2016.
2. That pursuant to the provisions of Section 16.01 of the Roanoke County
Charter, the subject real estate (Dawn Marie Court, 0.014 acre portion ) is hereby
declared to be surplus and the nature of the interests in real estate renders it unavailable
for other public use.
3. That this 0.014 acre portion, Dawn Marie Court, being designated and shown
as Lot 44 Section No. 1 Hanging Rock Estates; Tax Map No. 035.04-04-78.00-0000) and,
Tax Map No. 035.04-02-33.00-000, plat of Section No.1, Hanging Rock Estates, Plat
Book 18, page 156, in the Catawba Magisterial District of the County of Roanoke, and
Page 2 of 3
hereby is vacated pursuant to Section 15.2-2272 of the Code of Virginia, 1950, as
amended.
4. That a 0.014 acre portion right-of-way is accepted, reserved and maintained for
public purposes in the area previously designated as "Dawn Marie Court" as shown on
the Exhibit "A" attached hereto.
5. That all costs and expenses associated herewith, including but not limited to
publication, survey and recordation costs, shall be the responsibility of the Petitioners.
6. That the County Administrator, or any Assistant County Administrator, is hereby
authorized to execute such documents and take such actions as may be necessary to
accomplish the provisions of this ordinance, all which shall be on form approved by the
County Attorney.
7. That this ordinance shall be effective on and from the date of its adoption, and
a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court
of Roanoke County, Virginia, in accordance with Section 15.2-2272 of the Code of Virginia
(1950, as amended).
Page 3 of 3
ACTION NO.
ITEM NO. G.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
May 10, 2016
Ordinance approving Botetourt County's request to join the
Roanoke Valley Greenway Commission and to adopt The
Amended and Restated Intergovernmental Agreement
establishing the Roanoke Valley Greenway Commission
Doug Blount
Director of Parks Recreation and Tourism
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Ordinance to adopt the Amended and Restated Intergovernmental Agreement
establishing the Roanoke Valley Greenway Commission to include Botetourt County.
BACKGROUND:
The purpose of the Roanoke Valley Greenway Commission ("Greenway Commission")
is to promote and facilitate coordinated direction and guidance in the planning,
development, and maintenance of a system of greenways throughout the Roanoke
Valley. Following completion of the 1995 Roanoke Valley Conceptual Greenway Plan,
the Greenway Commission was formed in 1997, when the Cities of Roanoke and
Salem, the County of Roanoke, and the Town of Vinton entered into an
Intergovernmental Agreement. The Roanoke Valley Conceptual Greenway Plan was
updated in 2007, and subsequently, the Intergovernmental Agreement was revised in
2008 and adopted by the Roanoke County Board of Supervisors (Ordinance No.
121608-8).
Since the Greenway Commission's establishment, much has been accomplished and
greenways have become a defining part of our region's identity. Greenways have
enhanced the quality of life for citizens in the Roanoke Valley by providing safe and
efficient alternative transportation links between recreational sites, open spaces,
residential areas, employment centers, and educational and cultural facilities.
Page 1 of 3
Furthermore, greenways have encouraged tourism, promoted economic development,
and protected environmental assets in the Roanoke Valley.
The Botetourt County Board of Supervisors adopted a resolution on October 27, 2015
requesting consideration of membership in the Greenway Commission. Connecting
trails in Botetourt County to the Roanoke Valley Greenway network will enable citizens
in the current member localities to access important outdoor recreational opportunities,
such as U.S. Bike Route 76 and the Appalachian Trail, as well as various trails in the
George Washington and Jefferson National Forests. Botetourt County has developed its
own Comprehensive Trail Plan and is actively working on construction of land and water
trails to include the Greenfield Trail System, the Upper James River Water Trail, and the
Daleville Greenway. Botetourt County has secured MAP-21/Transportation Alternatives
Program funding from the Virginia Department of Transportation (VDOT) for the
Daleville Greenway. Botetourt County would like to connect to existing trails in Carvins
Cove and proposed trails such as the Tinker Creek Greenway.
DISCUSSION:
The Amended and Restated Intergovernmental Agreement states that, "Additional
participating localities may be added as parties to this Agreement upon unanimous
approval of an amendment to this Agreement by the existing Participating Localities and
upon adoption of an ordinance by the governing body of the locality requesting to be
added." The Greenway Commission passed a resolution on March 23, 2016, to forward
Botetourt County's request to join the Greenway Commission to the Participating
Localities. The Greenway Commission supports the addition of Botetourt County.
The proposed amendments to the Greenway Commission Amended and Restated
Intergovernmental Agreement have been written in consultation with attorneys and staff
from each jurisdiction. In addition to adding Botetourt County to the document, proposed
changes include:
A Preamble establishing the intent of the Participating Localities;
Removing the Western Virginia Land Trust specifically as a group to work
closely with, and instead including the more general "nonprofit organizations";
Updating the name of the Roanoke Valley Transportation Planning
Organization;
Simplifying the non-voting member language; and
Adding the requirement that the Commission shall adopt an annual budget
which reflects current practice.
FISCAL IMPACT:
There is no fiscal impact to Roanoke County for fiscal year 2016-2017. The Greenway
Commission request to Roanoke County for fiscal year 2016-2017 is unchanged from
fiscal year 2015-2016 at $36,880. This amount is based upon the County's proportion of
Page 2 of 3
the total population represented. The total Greenway Commission fiscal year 2016-2017
budget is $94,220. If Botetourt County joins the Greenway Commission, its contribution
would be $14,475 for fiscal year 2016-2017. The budget of the Greenway Commission
would be adjusted accordingly.
Funding for the Greenway Commission is evaluated on an annual basis.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of this ordinance and scheduling of the
second reading on May 24, 2016.
Page 3 of 3
R O A N O K E V A L L E Y
GREENWAYS
April 8, 2016
Mr. Thomas C. Gates
Roanoke County Administrator
P.O. Box 29800
Roanoke, VA 24018
1206 KESSLER MILL ROAD Re: Request by Botetourt County to join the Greenway Commission
SALEM, VA 24153
Dear Mr. Gates:
540-777-6330
Botetourt County has requested to join the Roanoke Valley Greenway
540-387-6146 (FAX) Commission. This is exciting news and represents an important step in the
Ibelcher@roanokecountyva.gov growth of our greenway network, as well as recognition of the benefits of
greenways to all the Valley's citizens. Connecting Botetourt to our greenways will
www.greenways.org enable citizens in the current member localities to access important recreational
opportunities in Botetourt, such as the James River, Appalachian Trail, and
various National Forest lands. It will also add to prominence of our greenway
system, which is a major driver of economic development, and which has
become part of the identity of our region.
The Greenway Commission has explored this proposal with previous and current
staff from Botetourt and has discussed it at numerous meetings. Rather than just
forwarding Botetourt's resolution to you, we felt that we should explore the
ramifications of such an addition. We have done so, and at the March 23
meeting, the Commission unanimously passed a resolution to recommend
approval of Botetourt's request.
Our current Intergovernmental Agreement states that, in order to add a new
member, each existing member must pass an ordinance. The Board of
Supervisors took action approving that Agreement in 2008 with Ordinance No.
121608-8. Approval of a new member requires unanimous approval from the
existing members.
We have consulted with the attorneys from each jurisdiction and have drafted an
updated version of the Intergovernmental Agreement to include Botetourt County.
Changes are noted in the redline version, and a clean version is also attached.
These changes include updates in names and deletion of the Land Trust as a
voting member.
If we can be of further assistance, or can answer
hesitate to contact Liz Belcher, or myself. This
greenways in the valley, and we look forward to
forward into the future together.
Sincerely,
4�
Benjamin W. Tripp, Chairman
Roanoke Valley Greenway Commission
any questions, please do not
is an important moment for
working with you as we move
Attachments:
Botetourt County's Resolution Requesting Membership
Roanoke Valley Greenway Commission Resolution Recommending Approval
Amended Intergovernmental Agreement, Redline Version
Amended Intergovernmental Agreement, Black Version
Botetourt County, Virginia.
Board of Supervisors
1770
The regular meeting of the Botetourt County Board of Supervisors was held
o.
Firincacasde, Virginia 2409f1
1 tMa;nStreet, 09 � on Tuesday, October 27, 2015, in Rooms 226-228 of the Greenfield Education and
Phone (540) 473-8223 Training Center in Daleville, Virginia, beginning at 2:00 P. M.
Fax (540) 478-822.5
PRESENT; Members: Dr. Donald M. Scothorn, Chairman
Mr. L. W. Leffel, Jr., Vice -Chairman
Board of Supervisors Mr. John B. Williamson, III
Mr. Billy W. Martin, Sr.
Donald Scothorn
ChairmannMr. Todd L. Dodson
L. GIC Leffel,jr.
vice chairman ABSENT: Members: None
Todd L. Dodson
Billy W. Martin, Sr. On motion by Mr. Martin, seconded by Mr. Dodson, and carried by the fol -
John B. Wi]Gamson.III lowing recorded vote, the Board adopted the following resolution in support for
Botetourt County to be considered for membership into the Roanoke Valley Green-
way Commission and authorized the Chairman of the Board of Supervisors to
execute an Intergovernmental Agreement and any other associated documents,
upon review and approval of the County Attorney, should the request to join the
Commission be accepted.
AYES: Mr. Williamson, Mr. Dodson, Mr. Martin, Mr. Leffel, Dr. Scothorn
NAYS: None
ABSENT: None ABSTAINING: None
WHEREAS, in 1997, the City of Roanoke, the City of Salem, the County of
Roanoke and the Town of Vinton entered into an Intergovernmental Agreement
establishing the Roanoke Valley Greenway Commission; and
WHEREAS, the purpose of the Roanoke Valley Greenway Commission is to
promote and facilitate coordinated direction and guidance in the planning, develop-
ment and maintenance of a system of greenways throughout the Roanoke Valley;
and
WHEREAS, Botetourt County has recently established its own Comprehensive Trail
Plan and has been actively developing various trails throughout the County to
include the Greenfield Trail System, the Upper James River Water Trail, and the
Daleville Greenway; and
WHEREAS, many existing and nationally recognized trails exist in Botetourt County
including Bike Route 76, the Appalachian Trail, and numerous multimodal trails
throughout the George Washington and Jefferson National Forest; and
WHEREAS, Botetourt County would like to interconnect with existing trails within
Carvin's Cove and existing and planned future greenways within the greater
Roanoke Valley; and
NOW, THEREFORE, BE IT RESOLVED THAT, the Botetourt County Board of
Supervisors hereby requests consideration for membership into the Roanoke Valley
Greenway Commission as of July 1, 2016; and
NOW, THEREFORE LET IT BE FURTHER RESOLVED THAT, upon the existing
four members of the Roanoke Valley Greenway Commission authorizing the
acceptance of Botetourt County as a member, the Chairman of the Board of Super-
visors is authorized to enter into an Intergovernmental Agreement upon such form
as approved by the County Attorney.
A Copy TESTE:
Mrs. Kathleen D. Guzi
Botetourt County Administrator
AT A REGULAR MEETING OF THE ROANOKE VALLEY GREENWAY COMMISSION,
ROANOKE, VIRGINIA, March 23, 2016:
RESOLUTION 2016-03-001
RESOLUTION TO FORWARD BOTETOURT COUNTY'S REQUEST TO JOIN THE ROANOKE VALLEY
GREENWAY COMMISSION TO THE MEMBER LOCALITIES, WITH A RECOMMENDATION OF APPROVAL
WHEREAS, the Roanoke Valley Greenway Commission ("Greenway Commission") was formed in 1997 to
plan and support a network of greenways and trails throughout the member localities, and;
WHEREAS, since that time, much has been accomplished towards that goal, and greenways have become
a defining part of our region's identity, and;
WHEREAS, Botetourt County has requested to join the Greenway Commission through an action of its
governing body, and;
WHEREAS, the Intergovernmental Agreement which established the Greenway Commission states that a
new member mayjoin if unanimously approved through adoption of an ordinance by each of the current
member localities, and;
WHEREAS, the Greenway Commission has thoroughly considered the matter and recommends to the
localities that they support Botetourt County's request;
NOW THEREFORE BE IT RESOLVED: The Roanoke Valley Greenway Commission hereby forwards Botetourt
County's request to the member localities for consideration and action by July 1, .2016, and
BE IT FURTHER RESOLVED: The Greenway Commission recommends that the member localities approve
the request of Botetourt County to join the Greenway Commission.
Upon a call for an aye and a nay vote, the same stood as follows:
Aye 1'y
Nay
ATTEST:
4
/1" V
All
Benjamin W. Tripp
Chairman
AMENDED AND RESTATED
INTERGOVERNMENTAL AGREEMENT
ESTABLISHING THE
ROANOKE VALLEY GREENWAY COMMISSION
AMENDED AND RESTATED
INTERGOVERNMENTAL AGREEMENT ESTABLISHING
THE ROANOKE VALLEY GREENWAY COMMISSION
July 1, 2016
This Amended and Restated Intergovernmental Agreement Establishing the
Roanoke Valley Greenway Commission is made as of this 1St day of July, 2016, by and
among the City of Roanoke, Virginia, the City of Salem, Virginia, the Town of Vinton,
Virginia, the County of Roanoke, Virginia, and the County of Botetourt, Virginia.
PREAMBLE
A. The City of Roanoke, the City of Salem, the Town of Vinton, and the
County of Roanoke ("Original Participating Localities") entered into an
Intergovernmental Agreement Establishing the Roanoke Valley Greenway Commission
in 1997 ("Intergovernmental Agreement") and revised the Intergovernmental Agreement
in 2008.
B. The Original Participating Localities desire to amend and restate the
revised Intergovernmental Agreement to allow the County of Botetourt to join the
Roanoke Valley Greenway Commission as a participating locality.
C. The Original Participating Localities and the County of Botetourt have
submitted this Amended and Restated Intergovernmental Agreement Establishing the
Roanoke Valley Greenway Commission ("Agreement") to their governing boards for
approval, and each locality has approved the Agreement in accordance with Section
15.2-1300, Code of Virginia (1950), as amended.
D. The Original Participating Localities and the County of Botetourt
(collectively, the "Participating Localities") agree that this Agreement shall amend,
restate and replace the revised Intergovernmental Agreement.
1. PURPOSE
The purpose of the Roanoke Valley Greenway Commission ("Commission") is to
promote and facilitate coordinated direction and guidance in the planning, development,
and maintenance of a system of greenways throughout the Roanoke Valley.
2. BENEFITS OF A GREENWAY SYSTEM
This greenway system, in which each greenway is owned and operated by the
Participating Locality in which it is located, is intended to enhance the quality of life for
Valley citizens and visitors and to:
1
(a) Provide safe and efficient alternative transportation linkages
among recreational sites, open spaces, residential areas,
employment centers, educational and cultural facilities, and
other activity centers;
(b) Encourage citizen wellness and maintain environments which
promote opportunities for recreation activities;
(c) Protect environmental assets and retain beneficial ecological
habitats;
(d) Maintain a contiguous urban forest ecosystem to reduce
community wide environmental problems such as excessive
storm water runoff, air quality degradation, water pollution,
and urban climate change;
(e) Promote an appreciation for the Valley's natural, historical and
cultural resources and its neighborhoods;
(f) Protect and link significant remnants of the community's
undeveloped open spaces, woodlands, and wetlands; and
(g) Enhance the Valley's appearance to encourage tourism,
promote economic development, and improve the living
environment for residents.
3. EFFECTIVE DATE, ESTABLISHMENT OF COMMISSION, AND
PARTIES TO THE AGREEMENT
This Agreement, and any amendments thereto, shall be effective, and the
Commission shall be established, pursuant to §15.2-1300, Code of Virginia (1950), as
amended, upon its execution pursuant to the authority of ordinances adopted by the
governing bodies of each of the City of Roanoke, the City of Salem, the County of
Roanoke, the Town of Vinton, and the County of Botetourt, each herein being referred
to as a "Participating Locality". Additional participating localities may be added as
parties to this Agreement upon unanimous approval of an amendment to this
Agreement by the existing Participating Localities and upon adoption of an ordinance by
the governing body of the locality requesting to be added.
4. RESPONSIBILITIES AND DUTIES
The Commission shall have the following responsibilities and duties:
2
(a) To study the needs of the Roanoke Valley and the desires of
the Valley residents as expressed in the Roanoke Valley
Conceptual Greenway Plan, dated December 1995, the 2007
Update to the Roanoke Valley Conceptual Greenway Plan,
and other Roanoke Valley Greenway Plan updates, as
amended, to review these plans every five years and revise
as necessary; and to encourage inclusion of a coordinated
system of greenways into each Participating Locality's
planning efforts;
(b) To advise and inform the governing bodies and the citizens of
the Valley of existing, planned, and potential opportunities for
establishing greenways within the Valley;
(c) To make recommendations to the governing bodies relative to
desirable federal, state, and local legislation concerning
greenway programs and related activities;
(d) To investigate, recommend, and help solicit funding, grants,
and/or donations of land, property or services from the
Commonwealth of Virginia, the United States of America, their
agencies, private citizens, corporations, institutions and others
to promote, construct or maintain greenways within the
Roanoke Valley;
(e) To study and recommend uniform standards for the design
and construction of greenways, including sign standards, to
be employed Valley -wide;
(f) To actively pursue and promote public/private partnerships,
work closely with nonprofit organizations, and facilitate
cooperation among Valley governments in developing,
constructing, and maintaining a system of greenways
throughout the Valley;
(g) To coordinate the efforts of the federal, state and local
jurisdictions in the Valley to create a Valley -wide system of
greenways and trails that satisfy the needs of all the residents
of the Valley, including those with special needs;
(h) To assist the Participating Localities with developing project
plans and timetables for greenways and with defining roles
and responsibilities for each project; and
(i) To coordinate with Pathfinders for Greenways, Inc. in its use
of volunteers to assist Participating Localities with
3
construction and maintenance of greenways and in its
solicitation of private sector funding for greenway
development.
5. MEMBERSHIP
(a) The Roanoke Valley Greenway Commission shall be
composed of members, appointed as follows:
(1) Up to three (3) members from each of the
Participating Localities to be appointed by the
governing bodies, each for a term of three (3)
years, with appointments to be staggered. Each
member shall be a resident of the locality which
he or she represents;
(2) One (1) member appointed by the Roanoke
Valley Transportation Planning Organization for
a term of three (3) years;
(3) Up to two (2) staff member-& from each of the
Participating Localities, appointed by the chief
administrative officer; and
(4) One member appointed by Pathfinders for
Greenways, Inc., the nonprofit group established
to support greenways in the Roanoke Valley.
(b) In addition to the above members, one representative from
each of the following organizations shall serve as a non-voting
member of the Greenway Commission:
(1) The Western Virginia Water Authority;
(2) The Roanoke Valley Alleghany Regional
Commission; and.
(3) Such interested organizations as the
Commission may approve.
(c) A vacancy for the remainder of any term of any member shall
be filled by the governing body or person making the original
appointment.
12
(d) The members of the Commission shall serve without
compensation.
6. MEETINGS
(a) The Commission shall hold regular meetings at least once per
quarter each calendar year. All meetings and hearings of the
Commission shall be open to the public, except closed
meetings may be held pursuant to the provisions of the
Virginia Freedom of Information Act. Reasonable notice of the
time and place of all regular and special meetings shall be
given to the public. Meetings shall be called by the chair or
upon request of a majority of the members.
(b) The Commission shall adopt bylaws necessary to conduct the
affairs of the Commission.
7. OPERATING REVENUE
(a) The Commission shall not operate as a fiscal agent.
(b) Funding for the Commission shall be administered through an
agreed-upon fiscal agent.
(c) The Commission shall adopt an annual budget.
(d) Operating revenue for the Commission shall be funded by the
Participating Localities on an equal per capita basis as
determined by the most recent population estimates of the
Weldon Cooper Center for Public Service of the University of
Virginia.
(e) Annual funding requests from the Commission shall be made
by February 1 of each year to the governing bodies of the
Participating Localities.
(f) The Commission shall be authorized to apply for and receive,
through its fiscal agent, grants and donations for use in
support of the greenway program.
8. ADMINISTRATION
(a) An annual report shall be prepared and submitted to the
governing body of each Participating Locality each calendar
year.
(b) The Commission may establish any committees necessary to
fulfill the responsibilities and duties of the Commission.
9. DURATION
(a) This Agreement shall remain in force until terminated or
modified by action of the governing bodies of all Participating
Localities.
(b) A Participating Locality may withdraw from this Agreement by
adoption of an appropriate ordinance.
10. AMENDMENTS
This Agreement may be amended only by approval by the governing bodies of
each Participating Locality.
11. LIABILITY
To the extent permitted by law, the Participating Localities agree to indemnify,
keep and hold the members of the Commission and its staff free and harmless from any
liability on account of any injury or damage of any type to any person or property
growing out of performance of the duties and responsibilities imposed by this
Agreement. In the event of any suit or proceeding brought against members of the
Commission or its staff, the Participating Localities shall pay reasonable costs of
defense. Any costs of the Participating Localities under this section shall be shared on a
per capita basis as determined by the most recent population estimates of the Weldon
Cooper Center for Public Service of the University of Virginia.
SIGNATURES APPEAR ON FOLLOWING PAGES
0
WITNESS our hands and seals as of the date set forth at the beginning of this
Agreement.
ATTEST:
City Clerk
Approved as to form:
CITY OF ROANOKE
By
Christopher P. Morrill, City Manager
Ordinance No.:
City Attorney
ATTEST: COUNTY OF ROANOKE
By
County Clerk Thomas C. Gates, County Administrator
Approved as to form: Ordinance No.:
County Attorney
ATTEST: CITY OF SALEM
By
City Clerk Kevin S. Boggess, City Manager
Approved as to form: Ordinance No.:
City Attorney
7
ATTEST
Town Clerk
Approved as to form:
TOWN OF VINTON
By
Barry W. Thompson, Interim Town Manager
Ordinance No.:
Town Attorney
ATTEST: COUNTY OF BOTETOURT
By
County Clerk Gary Larrowe, County Administrator
Approved as to form: Ordinance No.:
County Attorney
0
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 24, 2016
ORDINANCE APPROVING BOTETOURT COUNTY'S REQUEST TO
JOIN THE ROANOKE VALLEY GREENWAY COMMISSION AND TO
ADOPT THE AMENDED AND RESTATED INTERGOVERNMENTAL
AGREEMENT ESTABLISHING THE ROANOKE VALLEY GREENWAY
COMMISSION
WHEREAS, in 1997, the City of Roanoke, the City of Salem, the County of
Roanoke and the Town of Vinton entered into an intergovernmental agreement to form
the Roanoke Valley Greenway Commission ("Greenway Commission"), and
WHEREAS, the purpose of the Greenway Commission is to plan and support a
network of greenways and trails throughout the member localities, and;
WHEREAS, since that time, much has been accomplished towards that goal, and
greenways have become a defining part of our region's identity, and;
WHEREAS, the Botetourt County Board of Supervisors has, in a Resolution issued
on October 27, 2015, requested to join the Greenway Commission as a member locality,
and;
WHEREAS, the intergovernmental agreement which established the Greenway
Commission states that a new member may join if unanimously approved through
adoption of an ordinance by each of the current member localities, and;
WHEREAS, the Greenway Commission has thoroughly considered the matter and
recommended, in a Resolution numbered 2016-03-001 and issued on March 23, 2016,
to the member localities that they approve Botetourt County's request, and;
WHEREAS, upon its recommendation to approve Botetourt County's request, the
Greenway Commission has prepared an Amended and Restated Intergovernmental
Page 1 of 2
Agreement Establishing the Roanoke Valley Greenway Commission, which has been
revised, in part, to include Botetourt County as a member locality, and;
WHEREAS, the first reading of this ordinance was held on May 10, 2016, and the
second reading was held on May 24, 2016; and
NOW THEREFORE, be it ordained by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That Botetourt County's request to join the Roanoke Valley Greenway Commission
is approved.
2. That the County Administrator is hereby authorized to execute the Amended and
Restated Intergovernmental Agreement Establishing the Roanoke Valley
Greenway Commission upon such form as approved by the County Attorney.
3. That this ordinance shall be in full force and effect from and after its passage.
Page 2 of 2
ACTION NO.
ITEM NO. G.3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
May 10, 2016
Ordinance accepting and appropriating grant funds in the
amount of $1,053,858.75 from the National Highway Traffic
Safety Administration for a Roanoke Valley Driving Under
the Influence (DUI) task force
Howard Hall
Chief of Police
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Appropriation of $1,053,858.75 in grant funding for a Roanoke Valley Driving Under the
Influence (DUI) task force.
BACKGROUND:
The use of DUI task forces to reduce the incidence of impaired driving has been
commonplace in the State. Typically DUI task forces have been funded for limited
periods of time with funding provided by the Virginia Highway Safety Office. These task
forces have been effective in reducing the most severe consequences of impaired
driving. The Roanoke Valley experiences fewer DUI related fatalities than the national
average. Regardless, the problem of impaired driving persists in our region. During the
period of 2011 through 2013 there were 732 alcohol-related crashes in the four
jurisdictions (County of Roanoke, City of Roanoke, City of Salem, and Town of Vinton)
with 251 resulting in injuries. There were 14 DUI related deaths.
DISCUSSION:
The Roanoke County Police Department has been awarded a grant from the National
Highway Traffic Safety Administration through the Virginia Department of Motor
Vehicles (DMV) to create a Roanoke Valley DUI Task Force with the responsibility to
identify and arrest impaired drivers across the region. The grant will be awarded on an
Page 1 of 2
annual basis, however, the Virginia DMV has indicated that funding is available to
renew the grant for at least five years.
Jurisdictions expected to participate in the Task Force include the County of Roanoke,
City of Roanoke, City of Salem, and the Town of Vinton. Grant funding will provide for
the creation of six new positions specifically assigned to the newly created Task Force.
Roanoke County and the City of Roanoke will each receive funding for two positions.
The City of Salem and the Town of Vinton will each receive funds for one staff position.
At the conclusion of the grant term, no participating jurisdiction will be required to
maintain funding for the positions created in support of the Task Force.
FISCAL IMPACT:
Awarded grant funds total $1,053,858.75 which includes a required local match of 20%
or $210,771.75. Roanoke County's portion of the grant match requirement will be met
by providing the fuel and vehicle maintenance necessary for its Task Force positions.
Acceptance of this grant will not require a County contribution of cash.
Roanoke County will serve as the fiscal agent for this grant and funds have been
included in the grant budget to cover the associated costs of grant administration in the
Finance Department.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of this ordinance and scheduling of the
second reading on May 24, 2016.
Page 2 of 2
COMMONWEALTH of VIRGINIA
Department of Motor Vehicles
Richard D. Holcomb 2300 West Broad Street Post office Box 27412
Commissioner Richmond, VA 23269-0001
March 31, 2016
Sergeant Tim Wyatt
Roanoke County Police Department
5925 Cove Road
Roanoke, VA 24019
Dear Sgt. Wyatt:
Safety has been and will continue to be a high priority in Virginia's overall transportation system. The McAuliffe
administration is committed to ensuring that safety is the highest priority in the development of the Commonwealth's
multi -modal transportation system.
I am pleased to inform you that the highway safety project proposal(s) listed below has been approved for pass-
through grant funding from the National Highway Traffic Safety Administration for Federal Fiscal Year (FFY) 2016.
Program Project ID# - CFDA# Project Title Amount Approved
154AL-2016-56426-6631-20.607 Roanoke Valley DUI Task Force $843,087.00
The availability of funds under this grant is contingent upon two conditions: (1) the project director and the fiscal
contact responsible for the financial management of your grant must attend a grantee workshop and (2) the release of
federal funds to the Commonwealth. Your assigned grant monitor will contact you to provide mandatory training.
You will receive the project agreement(s), scope of work, special conditions, and project budget during the
training session. As the recipient of a FFY 2016 grant award, it is important that you read and follow the information
carefully. If you have any questions regarding the conditions, please contact the grant monitor assigned to your grant.
Thank you for your commitment and participation in improving highway safety. We look forward to the positive
impact that your project will have on making our roadways safer.
Sincerely,
Richard D. Holcomb
RDH/sb
Grant Monitor: Steve Williams
PhnnP• NOM 497-7100 Tii17° 1-900-272-9769 Website: www.dmvNOW.com
IM511amy
www.dmvNoi#.com
Virginia Department of Motor Vehicles
Post Office Box 27412
Richmond, Virginia 23269-0001
Purpose: Virginia's Highway Safety Program Sub Recipients use this form to certify and assure that they will fully
comply with all terms of the Highway Safety Grant Agreement.
Instructions: Sub Recipients must read the contract, complete all applicable information on the first and last page, initial the
subsequent pages, and return all pages to the Department of Motor Vehicles.
This Highway Safety Grant Agreement is entered into between the Virginia Department of Motor Vehicles (hereinafter
"Department"), 2300 West Broad Street, Richmond, Virginia 23220, and the following:
Sub Recipient: Roanoke County Police Department
Project Title: Roanoke Valley DUI 'Task Force
Project Number/CFDA Number: 154AL-2016-56426-6631-20.607
Grant Award Amount
$843,087.00
Source of funds obligated to this award: U.S. Department of Transportation, National Highway Traffic Safety
Administration
Period of Performance for this project From October 1, 2015, or the date the Highway Safety Grant Agreement is signed
(hereinafter "Grant Period"): by the Director, Virginia Highway Safety Office (whichever is later) through
September 30, 2016. Allow 21 days for the Department to complete its review and
signature. FINAL VOUCHER IS DUE ON OR BEFORE NOVEMBER 5,
2016.
In performing its responsibilities under this Highway Safety Grant Agreement, the Sub Recipient certifies and assures that it will
fully comply with the following:
• Applicable Department regulations and policies and state and federal laws, regulations, and policies
• Statement of Work and Special Conditions and an Approved Budget, included with this Highway Safety Grant Agreement
• General Terms and Conditions, also included with this Highway Safety Grant Agreement
Sub Recipient's signature below indicates that the Sub Recipient has read, understands and agrees to fully comply with all terms
and conditions of this Highway Safety Grant Agreement without alteration. This Highway Safety Grant Agreement (hereinafter
"Grant Agreement"), consisting of this certification; the attached Statement of Work and Special Conditions; the attached General
Terms and Conditions; the attached Project Budget; the Sub Recipient's proposal; and the letter awarding the grant to the Sub
Recipient constitutes the entire agreement between the Department and the Sub Recipient, supersedes any prior oral or written
agreement between the parties and may not be modified except by written agreement as provided herein. Where any conflict
arises between terms, the following is the order of governance of one term over another: (1) applicable Department regulations
and policies, except where superseded by federal laws, regulations, or policies (2) applicable state laws, regulations, and policies,
except where superseded by federal laws, regulations, or policies; (3) applicable federal laws, regulations, and policies; (4)
Statement of Work and Special Conditions; (5) General Terms and Conditions; (6) Project Budget; (7) Sub Recipient's proposal;
and (8) grant award letter.
SIGNATURO OF'AUTHORIZED APPROVING OFFICIALS'..
For Sub Recipient:
v7►l`f L- WIATT S��C(11-Nt
N e and Title of Project Director (print)
q-5-1 /-
Signature Date
Name and Title of Authorized Approving Official (print)
Sub Recipient's DUNS Number ®il� aj 3 6) 0
Does your locality/legal entity expend $750,000 or more annually
in total federal funds? (check one) Yes No
Signature Date
For Virginia Department of Motor Vehicles:
John Saunders
Director, Virginia Highway Safety Office (print)
Signature
Date
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STATEMENT OF WORK AND SPECIAL CONDITIONS
Sub Recipient: Roanoke County Police Department
Project Number: 154AL-2016-56426-6631
1. Goals and Specific Program Elements. The goals and specific program elements of the sub recipient's
proposal are incorporated as the first item in this Statement of Work and Special Conditions.
ALCOHOL
STATEWIDE GOAL: To decrease alcohol impaired driving fatalities 4 percent from the 2013
calendar base year of 254 to 245 by December 31, 2016.
AGENCY GOAL:
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TASK
- 6TASK ID: 1
TASK DESCRIPTION: DUI Task Force Staff
PERFORMANCE GOALS:
• Create, recruit and staff a Multi -jurisdictional DUI Task Force to include:
■ 1full time Officer (Supervisor) to supervise DUI Squad by scheduling, reviewing reports,
planning operations and assuring goal are met.
■ 5 full time Police Officers for DUI Squad assigned solely to patrol for DUI violations and
other alcohol related traffic violations (from Roanoke County, Roanoke City, Salem City
and Town of Vinton).
ESTIMATED COMPLETION DATE: 9/30/2016
TASK ID: 2
TASK DESCRIPTION: DUI Task Force Equipment
PERFORMANCE GOALS:
• Fully equip and support staff of the DUI Task Force:
■ To fully equip 6 police vehicles for use by DUI Task Force members
■ To fully equip 1 Supervisor and 5 Police Officers as members of the DUI Task Force,
including laptop computers, cell phones & service, supplies, uniforms and maintenance
allowance
ESTIMATED COMPLETION DATE: 9/30/2016
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Initial Date
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TASK ID: 3
TASK DESCRIPTION: Selective Enforcement Activities
PERFORMANCE GOALS:
• To deploy the DUI Task Force staff across the Roanoke Valley jurisdiction based upon alcohol-
related crash data, enforcement data, as well as during special events known for increasing the
chance of impaired drivers.
■ To conduct individual patrols during high crash risk times and in high risk locations
■ To conduct checkpoints to increase visibility of enforcement and apprehend alcohol
impaired drivers
BASED ON ALCOHOL RELATED CRASH DATA (using crash data from VAHSO or other
approved local crash information):
percent of alcohol selective enforcement activities are to be conducted
between the hours of 1,5 DO - D 3 0 0
with special emphasis on the following days of the week:
The remaining percent of selective enforcement hours may be scheduled during
other DMV approved identified high -crash time periods.
o Enforcement is to be conducted using data -identified problem locations.
o Zero tolerance (no warnings) for violators during grant -funded work time.
ESTIMATED COMPLETION DATE: 9/30/2016
TASK ID: 4
TASK DESCRIPTION: Submit a completed required progress report each quarter to DMV Grant
Monitor by specific assigned dates.
PERFORMANCE INDICATORS: To submit quarterly progress report documenting activity
ESTIMATED COMPLETION DATE: Assigned date for each quarter
TASK ID: 5
TASK DESCRIPTION: DMV grant related trainings.
PERFORMANCE INDICATORS: To attend all mandatory DMV grant related trainings.
ESTIMATED COMPLETION DATE: 9/30/2016
2. State any special programmatic requirements here; e.g., Click It or Ticket Mobilizations must be
conducted during a specified time period during the grant year.
a. To conduct a minimum of D checkpoints and/or 40 individual patrols for (during) the
Click It or Ticket Mobilization period in May 2016.
b. To conduct a minimum of � checkpoints and/or "cZD individual patrols for the mandatory
Checkpoint Strike Force Campaign.
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1. Purpose and Background. The Department is awarding this grant to support the implementation of
highway safety projects by state, local and non-profit partnerships. Funds are made available for
projects that: (1) support statewide goals; (2) identify problems experienced by High Emphasis
Communities, which are jurisdictions with the highest crash severity problem; (3) creatively
incorporate alcohol awareness and occupant protection safety; (4) are innovative with potential
statewide application or ability to transfer to other jurisdictions; and (5) have statewide significance
and address the federal program areas under Public Law 109-59, the Safe, Accountable, Flexible,
Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) and Public Law 112-141,
Moving Ahead for Progress in the 21St Century Act (MAP -21).
2. Paid Media. Grants consisting of $100,000 or more in paid media funds will be required to perform
pre- and post -surveys during the Grant Period. The level of assessment is based on the cost of a
paid advertising campaign as follows:
a. Level 1, for a paid advertising campaign of up to $100,000:
At a minimum, an assessment must measure and document audience exposure to paid
advertised messages and the number of airings or print ads devoted to each announcement.
The size of the audience needs to be estimated using a source appropriate for the medium
used, such as Arbitron or Nielsen ratings for radio and TV. More specifically, all paid
advertising for which the state used 154, 402 and 405 funds must include documentation
stating how many paid airings or print ads occurred and the size of the audience reached.
Include the number of free airings or print ads that occurred and the size of the audience
reached.
b. Level 2, for a paid advertising campaign greater than $100,000:
In addition to providing the above Level 1 documentation, a more extensive assessment is
required to measure target audience reaction. One or more of the activities in the following
list may be used to assess how the target audience's knowledge, attitude, or actions were
affected by the message(s):
Mail surveys;
➢ Telephone surveys;
➢ Focus groups;
➢ Mall intercept interviews;
➢ Direct mailings;
Call-in centers;
Newspaper polls;
➢ Household interviews;
Before and after approach, which compares system status before and after the
introduction of the message; and
➢ Control region approach, which relates one study site exposed to the message to a
similar site that is not exposed to the message.
3. Equipment. Costs for equipment are allowable under specified conditions. Costs for new and
replacement equipment with a useful life of more than one year and an acquisition cost of $5,000 or
more must be pre -approved before a Sub Recipient purchases the equipment. Such approval shall
be obtained by the Department from the National Highway Traffic Safety Administration (NHTSA)
regional manager in writing, and Sub Recipient will be notified by the Department when this approval
has been secured. Federal government requirements mandate that the Department maintain an
accurate accounting and inventory of all equipment purchased using federal funds, and Sub Recipient
shall comply with applicable reporting requirements that may be specified in the Highway Safety
Grant Program Manual and amendments thereto.
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Sub Recipient must request advance, written approval from the Department to sell, transfer or
dispose of any and all non -expendable equipment purchased in whole or in part with the use of
federal highway safety funds. Disposition of funds from the sale of equipment to another entity must
be agreed upon by the Department and the Sub Recipient and approved by NHTSA and the
Department. In the event of a conflict between this section, 2 CFR Part 200 and 2 CFR Part 1201
(Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards -
referred to as the "Supercircular"), the provisions of the applicable CFR control, except where
inconsistent with statute.
4. Reports and Deliverables. Quarterly Progress and Monitor Reports shall be provided to the
Department by the dates indicated:
January 31, April 30, July 31, and November 5.
Each Progress and Monitor Report shall address the Sub Recipient's progress in fulfilling items listed
in the Statement of Work and Special Conditions, including funded elements of the Sub Recipient's
proposal. These reports should include the findings from the evaluation component of the proposal
and should indicate the criteria and methods by which the progress of the initiative has been
evaluated. The format for Progress and Monitor Reports will be provided to the Sub Recipient, but, at
a minimum, will require an assessment of the program's plan with actual accomplishments during the
past quarter, partnership involvement and satisfaction, expected follow-up, changes/problems with
the plan and how they will be addressed, a financial summary of expenditures for the reporting period
and planned accomplishments during the next quarter. The final Progress and Monitor Report shall
include a comprehensive, detailed report of all grant activities conducted during the full grant
performance period, including a final summary of expenditures.
Monitoring. The Department shall, throughout the Grant Period under this Grant Agreement and any
extension of the program which is the subject of the Grant Agreement, monitor and evaluate the
events, activities and tasks performed in connection with the program to include financial feasibility
and progress of the grant and the Sub Recipient's continuing fiscal responsibility and compliance with
applicable requirements and the terms and conditions of this Grant Agreement. Such monitoring and
evaluation shall not in any manner relieve or waive any obligations of Sub Recipient under this Grant
Agreement or pursuant to applicable state and federal law, regulations or rules. Any representation
to the contrary by the Sub Recipient to any third party is strictly prohibited and may be grounds for the
termination of this Grant Agreement by the Department.
5. Audit. Sub Recipients expending $750,000 or more in federal awards (single or multiple awards)
in a year are required to obtain an annual audit in accordance with the Single Audit Act (Public
Law 98-502) and subsequent amendments (refer to 2 CFR Part 200 and 2 CFR Part 1201,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards), and the American Institute of Certified Public Accountants' (AICPA) Statement on
Auditing Standards (SAS) 99, Consideration of Fraud in a Financial Statement Audit. The audit
report must be submitted to DMV by March 15. Sub Recipients are encouraged to submit their
audit report to the Federal Audit Clearinghouse (FAC) at http://harvester.census-oov/sac/. Failure
to meet the single audit requirements could result in your entity having to repay grant monies
and/or losing access to future federal funding.
The state auditor may conduct an audit or investigation of any entity receiving funds from the
Department, either directly under the Grant Agreement or indirectly through a subcontract under the
Grant Agreement. Acceptance of funds directly or indirectly under the Grant Agreement constitutes
acceptance of the authority of the state auditor to conduct an audit or investigation in connection with
those funds. In the event an audit reveals unallowable expenditures, the Sub Recipient will be
responsible for repayment to the Department of such unallowable expenditures.
6. Closeout. Sub Recipients are required to submit final requests for reimbursements and final Progress
Reports according to the schedule identified in this Grant Agreement. Requests for reimbursements
submitted after November 5 will be denied.
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Article 1. COMPLIANCE WITH LAWS
The Sub Recipient shall comply with all federal, state, and local laws, statutes, codes, ordinances, rules
and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any
matter affecting the performance of the Grant Agreement, including, without limitation, workers'
compensation laws, minimum and maximum salary and wage statutes and regulations, nondiscrimination
laws and regulations, and licensing laws and regulations. When required, the Sub Recipient shall furnish
the Department with satisfactory proof of its compliance therewith.
Article 2. STANDARD ASSURANCES
The Sub Recipient hereby assures and certifies that it will comply with all applicable laws, regulations,
policies, guidelines, and requirements, including 23 U.S.C. (United States Code) Chapter 4, Highway
Safety Act of 1966, as amended; 23 U.S.C. 405, National Priority Safety Programs; 2 CFR Part 200 and 2
CFR Part 1201 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards); the federal Highway Safety Grant Funding Guidance (Revised 2013); the federal
Uniform Guidelines for State Highway Safety Programs; the Procedures for the Transportation Safety
Grants Program and subsequent amendments; and the Guidelines for the Submission of Highway Safety
Grant Applications, as they relate to the application, acceptance, and use of federal or state funds for this
project. Also, the Sub Recipient assures and certifies that:
A. It possesses legal authority to apply for the grant and that a resolution, motion, or similar action
has been duly adopted or passed as an official act of the Sub Recipient's governing body,
authorizing the filing of the application, including all understandings and assurances contained
therein, and directing and authorizing the person identified as the authorized approving official of
the Sub Recipient to act in connection with the application and to provide such additional
information as may be required.
B. It does and will comply and its subcontractors will comply with Title VI of the Civil Rights Act of
1964 (Public Law 88-352), as amended, and, in accordance with that Act, no person shall
discriminate on the llasis of race, color, sex, national origin, age, religion, or disability.
C. It does and will comply with the provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits
the political activities of employees whose principal employment activities are funded in whole or
in part with Federal funds.
D. It will comply with the federal Fair Labor Standards Act's minimum wage and overtime
requirements for employees performing project work.
E. It will comply with all requirements imposed by the Department concerning special requirements
of law, program requirements, and other administrative requirements.
F. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties.
G. It will comply with the Virginia State and Local Government Conflict of Interests Act, Va. Code §§
2.2-3100 et seq., which defines and prohibits inappropriate conflicts and requires disclosure of
economic interests and is applicable to all state and local government officers and employees.
H. It will give the Department the access to and the right to examine all records, books, papers, or
documents related to the Grant Agreement.
I. It will ensure that all public records prepared or owned by, or in the possession of, the applicant
relative to this project shall be open to inspection and copying by any citizens of the
Commonwealth during regular office hours in accordance with the provisions of the Virginia
Freedom of Information Act, Va. Code §§ 2.2-3700 et seq., unless otherwise specifically provided
by law.
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J. If applicable, it will comply with the provisions of the Virginia Freedom of Information Act, Va.
Code §§ 2.2-3700 et seq., which require all meetings of public bodies to be open and every public
body to give notice of its meetings and to record minutes at all open meetings.
A. The method of payment for the Grant Agreement will be based on actual costs incurred up to and
not to exceed the limits specified in the Grant Agreement. The amount stated in the Project
Budget will be deemed to be the amount of the award to the Sub Recipient.
B. Reimbursement for travel costs shall be subject to the requirements and limitations set forth in the
State Travel Regulations established by the Virginia Department of Accounts.
C. All payments will be made in accordance with the terms of the Grant Agreement.
The maximum amount eligible for reimbursement shall not be increased above the total amount
stated in the Project, unless the Grant Agreement is amended as described in Article 5,
Amendments and Modifications to Grant Agreement.
D. To be eligible for reimbursement under the Grant Agreement, a cost must be incurred in
accordance with the Grant Agreement, within the time frame specified in the Grant Period
specified in the Grant Agreement, attributable to work covered by the Grant Agreement, and
which has been completed in a manner satisfactory and acceptable to the Department.
E. Federal or Department funds cannot supplant (replace) funds from any other sources. The term
"supplanting" refers to the use of federal or Department funds to support personnel or an activity
already supported by local or state funds.
F. Payment of costs incurred under the Grant Agreement is further governed by 2 CFR Part 200 and
2 CFR Part 1201..
G. A Sub Recipient may request an Indirect Cost Rate for grants that are not enforcement related.
The Sub Recipient must submit a copy of their federally negotiated indirect cost rate. A Sub
Recipient that does not have a federally negotiated indirect cost rate, may submit a letter
requesting a de minimis indirect cost rate of 10% of modified total direct costs (2 CFR §
200.414(f)). Payment for indirect costs will not be made until the aforementioned documents
have been received by the Department.
Indirect cost references and information can be found in 2 CFR Part 200.
H. The Sub Recipient will provide a monetary and/or in-kind match to the funded proposal. The
required matching percentage of the project cost will be determined by the Department. Grant
funds may not be used before the Sub Recipient can demonstrate that funds for the
corresponding portion of the matching requirement have been received by Sub Recipient. A
matching report must be submitted with each reimbursement voucher.
I. The Sub Recipient agrees to submit Requests for Reimbursement on a quarterly basis or no
more than one request per month, as outlined in the Highway Safety Grant Program Manual.
The original Request for Reimbursement, with the appropriate supporting documentation, must
be submitted to the DMV Grants Management Office. The Sub Recipient agrees to submit the
final Request for Reimbursement under the Grant Agreement within thirty-five (35) days of the
end of the Grant Period or November 5.
All grant funds must be encumbered by the end of the grant period (September 30), complete
with supporting invoices. At the end of the Grant Period, any unexpended or unobligated funds
shall no longer be available to the Sub Recipient. In no case shall the Sub Recipient be
reimbursed for expenses incurred prior to the beginning or after the end of the Grant Period.
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J. The Department will exercise good faith to make payments within thirty (30) days of receipt of
properly prepared and documented Requests for Reimbursement. Payments, however, are
contingent upon the availability of appropriated funds.
K. Grant Agreements supported with federal or state funds are limited to the length of the Grant
Period specified in the Grant Agreement. If the Department determines that the project has
demonstrated merit or has potential long-range benefits, the Sub Recipient may apply for funding
assistance beyond the initial Grant Period. Preference for funding will be given to those projects
for which the Sub Recipient has assumed some cost sharing, those which propose to assume the
largest percentage of subsequent project costs, and those which have demonstrated
performance that is acceptable to the Department.
L. When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or in part with federal money,
including this Grant Agreement, the Sub Recipient shall clearly state (1) the percentage of the
total cost of the program or project which will be financed with federal money, and (2) the dollar
amount of federal funds provided for the project or program.
Payment of costs incurred hereunder is contingent upon the availability of appropriated funds. If, at any
time during the Grant Period, the Department determines that there is insufficient funding to continue the
project, the Department shall so notify the Sub Recipient, giving notice of intent to terminate the Grant
Agreement, as specified in Article 11, Termination.
The Grant Agreement may be amended prior to its expiration by mutual written consent of both parties,
utilizing the Grant Agreement Amendment form designated by the Department. Any amendment must be
executed by the parties within the Grant Period specified in the Grant Agreement. Any proposed
modifications or amendments to this Grant Agreement as defined in Article 6, Additional Work and
Changes in Work, including the waiver of any provisions herein, must be submitted to the Department in
writing and approved as herein prescribed prior to Sub Recipient's implementation of the proposed
modification or amendment.
Any alterations, additions, or deletions to the Grant Agreement that are required by changes in federal or
state laws, regulations or directives are automatically incorporated on the date designated by the law,
regulation or directive.
The Department may unilaterally modify this Grant Agreement to deobligate funds not obligated by the
Sub Recipient as of the close of the Grant Period specified in this Grant Agreement. In addition, the
Department may deobligate funds in the event of termination of the Grant Agreement pursuant to
Article 11, Termination.
If the Sub Recipient is of the opinion that any assigned work is beyond the scope of the Grant Agreement
and constitutes additional work, the Sub Recipient shall promptly notify the Department in writing. If the
Department finds that such work does constitute additional work, the Department shall so advise the Sub
Recipient and a written amendment to the Grant Agreement will be executed according to Article 5,
Amendments and Modifications to Grant Agreement, to provide compensation for doing this work on the
same basis as the original work. If performance of the additional work will cause the maximum amount
payable to be exceeded, the work will not be performed before a written grant amendment is executed.
If the Sub Recipient has submitted work in accordance with the terms of the Grant Agreement but the
Department requests changes to the completed work or parts thereof which involve changes to the
original scope of services or character of work under the Grant Agreement, the Sub Recipient shall make
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such revisions as requested and directed by the Department. This will be considered additional work and
will be paid for as specified in this Article.
If the Sub Recipient submits work that does not comply with the terms of the Grant Agreement, the
Department shall instruct the Sub Recipient to make such revisions as are necessary to bring the work
into compliance with the Grant Agreement. No additional compensation shall be paid for this work.
The Sub Recipient shall make revisions to the work authorized in the Grant Agreement, which are
necessary to correct errors or omissions appearing therein, when required to do so by the Department.
No additional compensation shall be paid for this work.
The Department shall not be responsible for actions by the Sub Recipient or any costs incurred by the
Sub Recipient relating to additional work not directly associated with or prior to the execution of an
amendment.
Sub Recipients shall submit performance reports using forms provided and approved by the Department
as outlined in the Statement of Work and Special Conditions, Section 4, Reports and Deliverables.
The Sub Recipient shall promptly advise the Department in writing of events that will have a significant
impact upon the Grant Agreement, including:
A. Problems, delays, or adverse conditions, including a change of project director or other changes
in Sub Recipient personnel, that will materially affect the Sub Recipient's ability to attain
objectives and performance measures, prevent the meeting of time schedules and objectives, or
preclude the attainment of project objectives or performance measures by the established time
periods. This disclosure shall be accompanied by a statement of the action taken or
contemplated and any Department or federal assistance needed to resolve the situation.
B. Favorable developments or events that enable Sub Recipient to meet time schedules and
objectives earlier than anticipated or to accomplish greater performance measure output than
originally projected.
Article 9. RECORDS
The Sub Recipient agrees to maintain all reports, documents, papers, accounting records, books, and
other evidence pertaining to costs incurred and work performed hereunder, and Sub Recipient shall make
such records available at its office for the time period specified in the Grant Agreement. The Sub
Recipient further agrees to retain such records for three (3) years from the date of final payment under
the Grant Agreement, until completion of all audits, or until any pending litigation has been completely
and fully resolved, whichever occurs last.
Any representative of the U.S. Secretary of Transportation, the Comptroller General of the United States,
the General Accounting Office, the Virginia Office of the Secretary of Transportation, the Virginia
Department of Motor Vehicles, the Virginia State Comptroller or the Virginia Auditor of Public Accounts
shall have access to and the right to examine any and all books, documents, papers and other records
(including computer records) of the Sub Recipient that are related to this Grant Agreement, in order to
conduct audits and examinations and to make excerpts, transcripts, and photocopies. This right also
includes timely and reasonable access to the Sub Recipient's personnel and program participants for the
purpose of conducting interviews and discussions related to such documents. The Department's right to
such access shall last as long as the records are retained as required under this Grant Agreement.
Article 9. INDEMNIFICATION
The Sub Recipient, if other than a government entity, agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of
any kind or nature, whether at law or in equity, arising from or caused by the acts or omission of the Sub
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Recipient, its officers, agents or employees. The Sub Recipient, if other than a government entity, further
agrees to indemnify and hold harmless the Commonwealth of Virginia, its officers, agents, and employees
from any costs including, but not limited to, attorney fees and court costs, incurred by the Department in
connection with any such claims or actions.
If the Sub Recipient is a government entity, both parties to the Grant Agreement agree that no party is an
agent, servant, or employee of the other party and each party agrees it is responsible for its individual
acts and deeds, as well as the acts and deeds of its contractors, employees, representatives, and agents.
The Sub Recipient shall be responsible for the settlement of all contractual and administrative issues
arising out of procurement made by the Sub Recipient in support of Grant Agreement work.
Disputes concerning performance or payment shall be submitted to the Department for settlement, with
the Director of the Virginia Highway Safety Office or his or her designee acting as final referee.
Article 11. TERMINATION
The Department may terminate the Grant Agreement, in whole or in part, for cause if the Sub Recipient
fails to fulfill its obligations under the Grant Agreement; fails to comply with any applicable Department
policy or procedure or any applicable federal, state or local law, regulation or policy; or fails to correct a
violation of any such law, regulation, policy or procedure. This does not limit any other termination rights
that the Department may have under state or federal laws, regulations or policies.
The Grant Agreement shall remain in effect until the Sub Recipient has satisfactorily completed all
services and obligations described herein and these have been accepted by the Department, unless:
The Department terminates the Grant Agreement for cause and informs the Sub Recipient that
the project is terminated immediately; or
➢ The Department determines that the performance of the project is not in the best interest of the
Department and informs the Sub Recipient that the project is terminated immediately; or
The Grant Agreement is terminated in writing with the mutual consent of both parties; or
There is a written thirty (30) day notice to terminate by either party.
The Department shall compensate the Sub Recipient for only those eligible expenses incurred during the
Grant Period specified in the Grant Agreement which are directly attributable to the completed portion of
the work covered by the Grant Agreement, provided that the work has been completed in a manner
satisfactory and acceptable to the Department. The Sub Recipient shall not incur nor be reimbursed for
any new obligations after the effective date of termination.
Article 12. SUBCONTRACTS
No portion of the work specified in the Grant Agreement shall be subcontracted without the prior written
consent of the Department. In the event that the Sub Recipient desires to subcontract part of the work
specified in the Grant Agreement, the Sub Recipient shall furnish the Department the names,
qualifications and experience of their proposed subcontractors. For purposes of the Grant Agreement,
subcontractor(s) shall include, but are not limited to, recipients of mini grants and parties to cooperative
agreements and memoranda of understanding.
The Sub Recipient, however, shall remain fully responsible for the work to be done by its subcontractor(s)
and shall assure compliance with all the requirements of the Grant Agreement. In any agreement entered
into with a subcontractor, the Sub Recipient shall include or incorporate by reference all language
contained in the Statement of Work and Special Conditions and in the General Terms and Conditions
portions of this Highway Safety Grant Agreement, and the subcontractor shall agree to be bound by all
requirements contained therein.
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The Sub Recipient certifies that its grant application was made without collusion or fraud, and it has not
conferred on any public employee having official responsibility for the Highway Safety Grant process any
loan, gift, favor, service or anything of more than nominal value, present or promised, in connection with
its application. If Sub Recipient breaches or violates this certification, the Department shall have the right
to annul this Grant Agreement without liability.
Article 14. SUB RECIPIENT'S RESOURCES
The Sub Recipient certifies that it presently has adequate qualified personnel in its employment to
perform the work required under the Grant Agreement, or that Sub Recipient will be able to obtain such
personnel from sources other than the Department.
All employees of the Sub Recipient shall have such knowledge and experience as will enable them to
perform the duties assigned to them. Any employee of the Sub Recipient who, in the opinion of the
Department, is incompetent or whose conduct becomes detrimental to the project shall immediately be
removed from association with the project.
Unless otherwise specified, the Sub Recipient shall furnish all equipment, materials, supplies, and other
resources required to perform the work.
Article 15. SUB RECIPIENT SEAT BELT USE
The Sub Recipient agrees to adopt and enforce an on-the-job seat belt use policy requiring all employees
to wear a seat belt when operating any vehicle owned, leased or rented by the Sub Recipient, including
police vehicles.
The Sub Recipient shalt establish and administer a system to procure, control, protect, preserve, use,
maintain, and dispose of any property furnished to it by the Department or purchased pursuant to the
Grant Agreement in accordance with Virginia law and Department policies and procedures, provided that
such laws, policies and procedures are not in conflict with federal standards, as appropriate, in 2 CFR
Part 200 and 2 CFR Part 1201 (Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards).
In the event of conflict, such federal standards shall apply unless Virginia law or Department policies or
procedures impose more strict requirements than the federal standards.
11 1111171111! 1`11111
• �� , .•.
All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or
developed in the performance of this Grant Agreement shall become the sole property of the
Commonwealth in accordance with Va. Code §2.2-2822 and Executive Memorandum 4-95. On request,
the Sub Recipient shall promptly provide an acknowledgment or assignment in a tangible form
satisfactory to the Commonwealth to evidence the Commonwealth's sole ownership of specifically
identified intellectual property created or developed during the performance of the Grant Agreement.
Article 18. RESEARCH ON HUMAN SUBJECTS
The Sub Recipient shall comply with the National Research Act, Public Law 93-348, regarding the
protection of human subjects involved in research, development, and related activities supported by the
Grant Agreement.
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Article 19. ASSIGNMENT
The Grant Agreement shall not be assignable by the Sub Recipient in whole or in part without the written
consent of the Department.
Article 20. NONDISCRIMINATION
A. The Sub Recipient WILL COMPLY WITH ALL Federal Statutes and implementing regulations
relating to nondiscrimination. These include, but are not limited to:
1. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), which prohibits discrimination on the
basis of race, color or national origin (and 49 CFR Part 21);
2. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and
1685-1686), which prohibits discrimination on the basis of sex;
3. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), and the
Americans with Disabilities Act of 1990 (Pub. L. 101-336), as amended (42 U.S.C. 12101, et
seq.), which prohibits discrimination on the basis of disabilities (and 49 CFR Part 27);
4. The Age Discrimination Act of 1975, as amended (42 U.S.C. 6101-6107), which prohibits
discrimination on the basis of age;
5. The Civil Rights Restoration Act of 1987 (Pub. L. 100-259), which requires Federal -aid
recipients and all sub recipients to prevent discrimination and ensure nondiscrimination in all
of their programs and activities;
6. The Drug Abuse Office and Treatment Act of 1972 (Pub. L. 92-255), as amended, relating
to nondiscrimination on the basis of drug abuse;
7. The comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (Pub. L. 91-616), as amended, relating to nondiscrimination on
the basis of alcohol abuse or alcoholism;
8. Sections 523 and 527 of the Public Health Service Act of 1912, as amended (42 U.S.C.
290dd-3 and 290ee-3), relating to confidentiality of alcohol and drug abuse patient records;
9. Title VIII of the Civil Rights Act of 1968, as amended (42 U.S.C.3601, et seq.), relating to
nondiscrimination in the sale, rental or financing of housing;
10. Any other nondiscrimination provisions in the specific statute(s) under which application for
Federal assistance is being made; and
11. The requirements of any other nondiscrimination statute(s) which may apply to the
application.
B. The Sub Recipient certifies that it has disclosed to the Department any administrative and/or
court findings of noncompliance with nondiscrimination or equal opportunity laws, regulations or
policies during the two preceding years. If the Sub Recipient has been cited for noncompliance
with these laws, regulations or policies, the Sub Recipient will not be eligible to receive funding.
C. In all solicitations either by competitive bidding or negotiation made by the Sub Recipient for work
to be performed under a subcontract, including procurement of materials and equipment and
leasing of equipment, each potential subcontractor or supplier shall be notified by the Sub
Recipient of the Sub Recipient's obligations under this Grant Agreement and the laws, regulations
and policies relating to nondiscrimination on the basis of race, religion, color, sex, national origin,
age, disability, or any other basis prohibited by state or federal law.
Project Director's Initials 7LLJ
TSS 0128 (07/01/2015)
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D. The Sub Recipient shall provide all information and reports required by the laws, regulations and
policies relating to nondiscrimination, and directives issued pursuant thereto, and shall permit
access to its books, records, accounts, facilities and other sources of information, as may be
determined by the Department or the US DOT to be pertinent, to ascertain compliance with such
laws, regulations and policies relating to nondiscrimination. Where any information required of the
Sub Recipient is in the exclusive possession of another who fails or refuses to furnish this
information, the Sub Recipient shall so certify to the Department or the US DOT, whichever is
appropriate, and shall set forth what efforts the Sub Recipient has made to obtain the requested
information.
Article 21. DRUG-FREE WORKPLACE
The Sub Recipient certifies that it will provide a drug-free workplace in accordance with the requirements
of 29 CFR, Part 98, Subpart F.
Article 22. BUY AMERICA ACT
The Sub Recipient will comply with the provisions of the Buy America Act (49 U.S.C. 53230)), which
contains the following requirements:
Only steel, iron and manufactured products produced in the United States may be purchased with
Federal funds unless the Secretary of Transportation determines that such domestic purchases would be
inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory
quality, or that inclusion of domestic materials will increase the cost of the overall project contract by
more than 25 percent. Clear justification for the purchase of non-domestic items must be in the form of a
waiver request submitted to and approved by the Secretary of Transportation.
Article 23. DISADVANTAGED BUSINESS ENTERPRISE
It is the policy of the Department and the USDOT that Disadvantaged Business Enterprises, as defined in
49 CFR Part 26, shall have the opportunity to participate in the performance of agreements financed in
whole or in part with federal funds. Consequently, the Disadvantaged Business Enterprise requirements
of 49 CFR Part 26, apply to the Grant Agreement as follows:
➢ The Sub Recipient agrees to ensure that Disadvantaged Business Enterprises, as defined in 49
CFR Part 26, have the opportunity to participate in the performance of agreements and
subcontracts financed in whole or in part with federal funds. In this regard, the Sub Recipient shall
make good faith efforts, in accordance with 49 CFR Part 26, to ensure that Disadvantaged
Business Enterprises have the opportunity to compete for and perform agreements and
subcontracts.
➢ The Sub Recipient and any subcontractor shall not discriminate on the basis of race, color, sex,
national origin, or disability in the award and performance of agreements funded in whole or in
part with federal funds.
These requirements shall be included in any subcontract or sub agreement. Failure to comply with the
requirements set forth above shall constitute a breach of the Grant Agreement and, after the notification
by the Department, may result in termination of the Grant Agreement by the Department or other such
remedy as the Department deems appropriate.
Article 24. DEBARMENT/SUSPENSION
A. The Sub Recipient certifies, to the best of its knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from covered transactions by any state or federal department or agency
or otherwise excluded from or ineligible for participation in federal assistance programs under
Executive Order 12549, Debarment and Suspension;
Project Director's Initials ` IA r
TSS 0128 (07/01/2015)
Page 14
2. Have not within a three (3) year period preceding the Grant Agreement been convicted of or
had a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a federal, state, or local public
transaction or contract under a public transaction; violation of federal or state antitrust
statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a federal, state, or local
governmental entity with commission of any of the offenses enumerated in paragraph A. 2. of
this Article; and
4. Have not, within a three (3) year period preceding the Grant Agreement, had one or more
federal, state, or local public transactions terminated for cause or default.
B. Where the Sub Recipient is unable to certify to any of the statements in this Article, such Sub
Recipient shall attach an explanation to the Grant Agreement.
C. The Sub Recipient is prohibited from making any subcontract or sub award or permitting any
subcontract or sub award to any party that does not certify to the Sub Recipient that such party
meets the requirements set forth in Section A., Items 1 — 4 of this Article. When requested by the
Department, Sub Recipient shall furnish a copy of such certification.
D. The Sub Recipient shall require any party to a subcontract or purchase order awarded under the
Grant Agreement to certify its eligibility to receive federal grant funds, and, when requested by the
Department, to furnish a copy of the certification.
Article 25. LOBBYING CERTIFICATION
The Sub Recipient certifies to the best of his or her knowledge and belief that:
A. No federally appropriated funds have been paid or will be paid, by or on behalf of the Sub
Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any federal contract, the making of any
federal grant, the making of any federal loan, the entering into of any cooperative agreement, and
the extension, continuation, renewal, amendment, or modification of any federal contract, grant,
loan, or cooperative agreement.
B. If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this federal contract, grant, loan, or cooperative agreement, the party to the Grant
Agreement shall complete and submit Standard Form - LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
C. No funds appropriated under this Grant Agreement have been or will be expended for publicity or
propaganda purposes, for the preparation, distribution or use of any kit, pamphlet, booklet,
publication, radio, television or film presentation designed to support or defeat legislation pending
before the Congress or the Virginia General Assembly, except in presentation to the Congress or
General Assembly itself. In addition, grant funds shall not be used to pay the salary or expenses,
in whole or in part, of any Sub Recipient or agent acting for such Sub Recipient related to any
activity designed to influence legislation or appropriations pending before the Congress or the
Virginia General Assembly.
D. The Sub Recipient shall require that the language of this certification be included in the award
documents for all sub awards and subcontracts and that all subcontractors shall certify and
disclose accordingly.
Project Director's Initials I1-1,1�
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Page 15
E. This certification is a material representation of fact upon which reliance was placed when this
Grant Agreement was entered into. Submission of this certification is a prerequisite for entering
into this Grant Agreement imposed by Section 1352, Title 31, U.S. Code. Any person who fails to
file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
Article 26. RESTRICTION ON STATE LOBBYING
None of the funds under this program will be used for any activity specifically designed to urge or
influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal
pending before any State or local legislative body. Such activities include both direct and indirect (e.g.,
"grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary
is supported with NHTSA funds from engaging in direct communications with State or local legislative
officials, in accordance with customary State practice, even if such communications urge legislative
officials to favor or oppose the adoption of a specific pending legislative proposal.
Article 27. INTERPRETATION AND ENFORCEABILITY
In the event any terms or provisions of this Grant Agreement are breached by either party or in the event
that a dispute may arise between the parties regarding the meaning, requirements, or interpretation of
any terms and provisions contained in this Grant Agreement, then such breach or dispute shall be
resolved pursuant to the terms of this Grant Agreement and the remedies available under the Code of
Virginia. If the Sub Recipient is not a government entity, in the event the Department must initiate
proceedings to enforce the terms and conditions of this Grant Agreement or seek redress for damages
caused by Sub Recipient's breach of this Grant Agreement, the Department shall be entitled to recover all
costs including, without limitation, court costs and attorneys fees, incurred in such proceedings.
A. Signature Authorized. The Sub Recipient's authorized approving official, signing the certification
page of the Grant Agreement, has the legal authority to apply for Federal Assistance and has the
institutional, managerial, and financial capability (including funds sufficient to pay the non -Federal
share of project costs) to ensure proper planning, management and completion of the project
described in this application.
B. Headings. The captions and headings used in this Grant Agreement are intended for
convenience only and shall not be used for purposes of construction or interpretation.
C. Notice. All notices, requests and demands shall be directed as follows:
To the Department: Virginia Department of Motor Vehicles
ATTENTION: Director, Virginia Highway Safety Office
Post Office Box 27412
Richmond, Virginia 23269-0001
To Sub Recipient: LjA-. 10K_(" CO 11n0Ty Lo L;T7CZ— p 670)_
Any notice, unless otherwise specified herein, will be deemed to have been given on the date
such notice is personally delivered or is deposited in the United States certified mail, return
receipt requested, properly addressed and with postage prepaid.
Project Director's Initials T(,LJ
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE
AMOUNT OF $1,053,858.75 FROM THE NATIONAL HIGHWAY TRAFFIC
SAFETY ADMINISTRATION FOR A ROANOKE VALLEY DRIVING
UNDER THE INFLUENCE (DUI) TASK FORCE
WHEREAS, the Virginia Highway Safety Office has provided funding for several
DUI Task Forces throughout the Commonwealth; and
WHEREAS, although the prevalence of DUI related fatalities in the Roanoke Valley
is lower than the national average, the problem of impaired driving persists; and
WHEREAS, the Roanoke County Police Department has been awarded a grant
from the National Highway Traffic Safety Administration through the Virginia Department
of Motor Vehicles to create a DUI Task Force; and
WHEREAS, this task force will be the first grant funded multi -jurisdictional effort in
the Commonwealth of Virginia; and
WHEREAS, the grant will provide $843,087.00 federal funds and requires a
County match of $210,771.75 which will be provided through in-kind maintenance and
supplies; and
WHEREAS, the grant funds will be used to cover the salary, benefits, equipment
and vehicles for six (6) positions to decrease alcohol fatalities in the Roanoke Valley
through efforts of this grant; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
Page 1 of 2
WHEREAS, first reading of this ordinance was held on May 10, 2016, and the
second reading was held on May 24, 2016.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1. That the sum of $1,053,858.75 is hereby accepted and appropriated from
the National Highway Traffic Safety Administration to the Police
Department; and
2. That this ordinance shall take effect from and after the date of adoption.
Page 2 of 2
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: May 10, 2016
AGENDA ITEM: Ordinance approving the sale of the former Vinton Library to
Richard H. Macher and authorizing the execution of a
contract of sale
SUBMITTED BY:
APPROVED BY:
ISSUE:
Jill Loope
Director of Economic Development
Thomas C. Gates
County Administrator
This is the second reading and public hearing of an ordinance authorizing the sale of
the former Vinton Library to Richard H. Macher for the purpose of establishing a
Macado's restaurant at the property.
BACKGROUND:
The former Vinton Library was vacated by the County upon the completion and opening
of the new Vinton library in November 2015. At the direction of the Board of
Supervisors, the building and site were subsequently made available for public
acquisition. In December of 2015, Roanoke County entered into a contract with Poe &
Cronk Real Estate Group to provide commercial brokerage and marketing services for
the 419 and Vinton libraries. The County received and accepted a proposal from
Richard Macher to purchase the Vinton library property to establish a restaurant at this
location.
DISCUSSION:
The Contract of Sale provides for a 60 day due diligence period, to include a County
initiated rezoning of the property for the purchaser's intended use as a full service
restaurant.
No changes have been made since the first reading of this agenda item was held on
Page 1 of 2
April 26, 2016.
FISCAL IMPACT:
As outlined in the Contract of Sale, Richard Macher proposes to acquire the property
from Roanoke County in "as is" condition at a purchase price of $700,000. Following a
detailed staff analysis, it was concluded that the sale of the property would net an
immediate financial advantage to the County, while avoiding significant up -front capital
investments that would be required to maintain and lease the property.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
ORDINANCE APPROVING THE SALE OF THE FORMER VINTON
LIBRARY TO RICHARD H. MACHER AND AUTHORIZING THE
EXECUTION OF A CONTRACT OF SALE
WHEREAS, the Board of Supervisors owns property located at 800 Washington
Avenue, Vinton, Virginia 24179 consisting of one (1) parcel containing 1.27 acres
previously used as the Vinton branch for the Roanoke County Public Library known as
the "Former Vinton Library"; and
WHEREAS, upon completion of the new Vinton Library in downtown Vinton, the
Former Vinton Library was vacated and made available for public acquisition; and
WHEREAS, THAT PURSUANT TO THE PROVISION OF Section 16.01 of the
Charter of Roanoke County, the subject property, having been made available for other
public uses before permitting disposition by sale, is hereby declared to be surplus; and
WHEREAS, that a Request for Proposals to engage a licensed real estate broker
to aid and assist in the sale of the property was performed; and
WHEREAS, Poe and Cronk, Inc. was selected and the same marketed and made
the property available to the public by all advertising means available; and
WHEREAS, Richard H. Macher submitted an Offer to Purchase the property to
establish a full service restaurant for Macado's, Inc., which Offer the County accepted;
and
WHEREAS, a draft Contract of Sale has been prepared between the County and
Richard H. Macher, providing for the purchase of the property in "AS IS" condition at a
total purchase price of $700,000; and
Page 1 of 2
WHEREAS, this ordinance authorizes the conveyance of the former Vinton Library
located at 800 Washington Avenue to Richard H. Macher upon the terms and conditions
set out in the above-mentioned Contract; and
WHEREAS, Section 18.04 of the Roanoke County Charter directs the acquisition
and conveyance of real estate interests be accomplished by ordinance; the first reading
of this ordinance was held on April 26, 2016, and the second reading and public hearing
was held on May 10, 2016.
NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. The subject property is hereby declared surplus, was properly advertised to
the public and meets all legal requirements of disposal as required by the Roanoke
County Charter and the Roanoke County Code; and
2. That the conveyance of a 1.27 acres parcel of real estate known as the
former Vinton Library and located at 800 Washington Avenue (Tax Map Number 60.16-
06-32.00) to Richard H. Macher upon certain terms and conditions as set forth in a
Contract of Sale, is hereby approved and authorized; and
3. That the County Administrator or Assistant County Administrator is hereby
authorized to execute such documents and take such actions on behalf of Roanoke
County in this matter as are necessary to accomplish the acquisition of this real estate,
all of which shall be approved as to form by the County Attorney.
Page 2 of 2
CONTRACT OF SALE
THIS CONTRACT of sale made and entered into this day of
2016, by and between the BOARD OF
SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, its successors or assigns,
party or parties of the first part, hereinafter referred to as "Seller," and RICHARD H.
MACHER, or its assigns, party or parties of the second part, hereinafter referred to
as "Purchaser."
WITNESSETH:
NOW THEREFORE, in consideration of the premises and the mutual
promises, covenants, and conditions set forth herein, the parties agree as follows -
1 .
ollows:
1. PROPERTY: The Seller agrees to sell and the Purchaser agrees to
buy all that certain lot, tract or parcel of land, together with any improvements
thereon, rights incident thereto, and appurtenances thereunto belonging, situate in
the County of Roanoke, Virginia, and more particularly described as follows:
All that certain tract or parcel of land, together with any improvements
thereon, rights incident thereto, and appurtenances thereunto belonging,
situated in the Town of Vinton, Virginia, and more particularly shown and
designated as 1.27 acre parcel located at 800 Washington Avenue,
Vinton, Virginia 24179, Tax Map Number 60.16-06-32.00-0000
THIS BEING all of the same real estate conveyed to the Board of
Supervisors of Roanoke County by deed from the Town of Vinton,
Virginia, dated November 20, 1968 (Deed Book 876 Page 60).
Hereinafter referred to as the "Property."
2. PURCHASE PRICE: The total purchase price for the Property is Seven
Hundred Thousand Dollars ($700,000.00), which is payable to Seller as follows:
(A) Purchaser shall deliver to Poe & Cronk Real Estate Group, Inc., ("the
"Seller's Agent") the sum of Ten Thousand Dollars ($10,000) (hereinafter referred to
as the "Deposit") which shall be deposited into the Seller's Agent' non-interest
Page 1 of 7
bearing Escrow Account within (1) one business day following the approval of
Contract by the Board of Supervisors of Roanoke County, Virginia. The Deposit
shall be applied to the Purchase Price at closing or returned to the Purchaser in the
event the Conditions (see below) have not been satisfied or waived by Purchaser;
the Deposit shall be applied at Closing (see below) to the Purchase Price.
(B) The balance of the Purchase Price shall be paid to Seller at Closing by
Certified Check or its equivalent.
3. CONDITIONS: Purchaser shall have sixty (60) days following the
approval of this Contract of Sale by the Board of Supervisors of Roanoke County,
Virginia as a due diligence period to examine the Property and, at the Purchaser's
sole expense, complete any reviews, tests, studies, surveys, inquiries, and/or
investigations the Purchaser deems necessary, to include the examination of
documents and records of the Property. If, prior to the expiration of the due diligence
period, the Purchaser determines in its sole discretion that the Property is not
feasible for its intended use, the Purchaser may withdraw from this Contract of Sale,
its Deposit shall be immediately returned, and this Contract of Sale shall become null
and void. If no notice to withdraw is given prior to the expiration of the due diligence
period, then the Property shall be deemed acceptable to the Purchaser, and
finalization of the Contract of Sale shall proceed.
4. CLOSING: The consummation of the sale and purchase of the
Property (the "Closing") pursuant to the Contract of Sale shall occur at a time and
location to be determined by Buyer on a date mutually acceptable to Seller and
Buyer, but no later than the thirtieth (30th) day after the expiration of the Contingency
Period.
Page 2 of 7
5. TAXES: Real estate and other taxes, water, sewer, and other
customary charges shall be apportioned pro rata on a per diem basis between the
Seller and the Purchaser as of the date of Closing. The Seller shall be responsible
for preparation of the deed, payment of the tax imposed pursuant to the provisions of
Section 58.1-802 of the Code of Virginia, 1950, as amended, payment of any other
taxes properly payable by the Grantor/Seller, and payment of the Seller's attorney's
fees, if applicable. Except as otherwise specifically provided herein, all other costs
and recordation fees incurred in connection herewith shall be the responsibility of the
Purchaser.
6. TITLE TO PROPERTY: The Seller shall deliver to Purchaser a good
and sufficient deed for the Property at Closing, conveying to Purchaser title with
SPECIAL WARRANTY and free and clear of all liens, encumbrances, easements,
conditions, and restrictions, except as otherwise specifically provided herein or as
Purchaser may, at its option, waive in writing. Seller represents and warrants that
Seller has no knowledge of any reason or circumstance that would prevent Seller
from conveying such title. If a defect is found which can be remedied by legal action
within a reasonable time, Seller shall, at Seller's expense not to exceed $1,000.00,
promptly take such action as is necessary to cure the defect. If the Seller, acting in
good faith, is unable to have such defect corrected within sixty (60) days after written
notice of such defect is given, or is unable to have such defect corrected at a cost
not to exceed $1,000.00 and Seller elects not to expend additional sums for such
correction, then Purchaser may, at its option, either (i) terminate this Contract, in
which event the Purchaser shall be entitled to the return of the Deposit, shall have no
obligation to purchase the Property, and this Contract shall be null and void, or (ii)
waive the foregoing rights and enforce its rights to acquire the Property as provided
Page 3 of 7
herein. The parties may extend the date for Closing by mutual agreement in order to
comply with the requirements of this paragraph.
7. RISK OF LOSS: All risk of loss or damage to the Property shall remain
on the Seller until the date of Closing. In the event of substantial loss or damage to
the Property or its building or improvements prior to Closing, Purchaser shall have
the option of either (i) terminating this Contract and recovering the Deposit, or (ii)
affirming this Contract, in which event Seller shall assign to Purchaser all of Seller's
right under any policy or policies of insurance applicable to the Property and pay
over to Purchaser any sums received as a result of such loss or damage.
8. RIGHT OF ACCESS: Purchaser and/or its agents, employees, or
assigns, shall be entitled to enter the Property throughout the due diligence period
for the purpose of conducting any and all desired or required engineering and land
surveys, and for other tests, studies, examinations, and inspections as it deems
necessary and appropriate. However, Purchaser shall not unreasonably interfere
with Seller's use of the Property and shall endeavor to provide Seller advance notice
of intended entries onto and activities upon the Property. In the exercise of privileges
granted by this paragraph, Purchaser shall substantially restore the Property to its
original condition upon completion of such testing or engineering work and shall be
responsible for all loss, damage, or expense directly arising from or attributable to
Purchaser's use of the Property or entry thereon prior to Closing.
9. REAL ESTATE COMMISSION: Seller and Purchaser acknowledge that
they have dealt with no real estate brokers with respect to the transaction
contemplated in this Contract of Sale, other than Poe & Cronk Real Estate Group,
Inc., and its agents Matthew R. Huff and Bryan Musselwhite, who are serving as the
Seller's Agents, and Thalhimer, and its agent Barry Ward, who is serving as the
Page 4 of 7
Purchaser's Agent. Upon Closing, the Broker shall disburse from the Seller's
proceeds a sales commission equal to six percent (6%) of the Purchase Price to be
divided equally among the Purchaser's and Seller's Agents. The Seller's and
Purchaser's Agents shall not have any claim to a real estate commission until
Closing of the Contract of Sale occurs.
10. DEFAULT: In the event Seller neglects or fails to comply with the
provisions and covenants herein, Purchaser shall be at liberty to seek remedy in
specific performance. In the event of Purchaser's default, Seller shall retain the full
amount of the Deposit as liquidated damages.
11. APPROVAL: This Contract, and the terms contained herein, is subject
to approval by the Board of Supervisors of Roanoke County, Virginia. In the event
that this Contract is not approved by the Board of Supervisors, Seller shall promptly
provide notice of same to the Purchaser, at which time Seller shall return the Deposit
to the Purchaser and this Contract shall become null and void, and neither party
shall have any further rights or obligations in relation thereto.
12. MISCELLANEOUS:
(A) The County of Roanoke shall support a rezoning of the Property from
its current Residential Business classification to accommodate the Purchaser's
intended use as a full service restaurant and a future variety of expanded
businesses.
(B) No waiver of any breach of covenants or conditions herein shall be
construed as a waiver of a covenant or condition itself or any subsequent breach
thereof. The paragraph headings appearing in this Contract are for purposes of each
reference and shall not be considered a part of this Contract or in any way to modify,
amend, or affect the provisions hereof.
Page 5 of 7
(C) This Contract represents the entire Contract between the parties and
may not be modified or changed except by written instrument executed by the
parties. This Contract shall be construed, interpreted, and applied according to the
law of the Commonwealth of Virginia, and shall be binding upon and shall inure to
the benefit of the heirs, personal representatives, successors, and assigns of the
parties.
(D) Purchaser accepts the Property in an "AS IS" condition acknowledges
and agrees that Seller makes no representation or warranties with respect to the
Property. Purchaser agrees that Purchaser is taking the Property, including the
building and improvements, without any warranties or representations from the Seller
and that Purchaser has had sufficient opportunities to fully examine the Property,
including the building, and that Purchaser shall comply with all environmental and
other laws in renovating the building, including the proper removal of any asbestos
and lead paint on the Property, and any surplus personal property remaining in the
building.
(E) This Contract is executed in duplicate, with each having the effect of an
original, one of which shall be provided to each of the parties hereto.
13. The promises in this Contract and obligations of the Purchaser shall
survive closing and be incorporated into the deed.
IN WITNESS WHEREOF, the parties have signed this Contract as of the date
set forth in the first paragraph of this Contract.
Page 6 of 7
BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA
By:
Its:
RICHARD H. MACHER
By:
Its:
State/Commonwealth of
City/County of
I, , do certify that the foregoing Contract was
acknowledged before me this day of 2016 by
or assigns. He/she is personally known to me
or has produced identification.
Notary Public
Registration Number: _
My commission expires:
State/Commonwealth of
City/County of
I, , do certify that the foregoing Contract was
acknowledged before me this day of 2016 by
of the Board of Supervisors of Roanoke
County, a political subdivision of the Commonwealth of Virginia, on behalf of the
Board. He/she is personally known to me or has produced identification.
Notary Public
Registration Number:
My commission expires:
Page 7 of 7
ACTION NO.
ITEM NO. 1.1
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:
ISSUE:
May 10, 2016
Ordinance accepting and appropriating $100,000 from the
Virginia Department of Transportation (VDOT) for the
purpose of locally administering the improvement of the
drainage system at Kenwick Trail, Belle Meade Drive and
Merriman Road; Cave Spring Magisterial District
Tarek Moneir
Deputy Director of Development
Thomas C. Gates
County Administrator
Appropriation of $100,000 in VDOT funding for Kenwick Trail, Belle Meade Drive and
Merriman Road drainage projects.
BACKGROUND:
On October 14, 2014, the Board of Supervisors approved a resolution supporting an
application for $500,000 of matching transportation funding through the VDOT fiscal
year 2015-2016 Revenue Sharing Program. Stormwater projects in the area of Kenwick
Trail, Belle Meade Drive and Merriman Road were requested and approved for
Revenue Sharing funds. Project improvements are within the public right-of-ways.
DISCUSSION:
The Kenwick Trail project includes installation of inlets and storm -sewer pipe to alleviate
flooding at the intersection of Hartley Circle and adjacent homes. The estimated cost
for this project is $50,000.
Belle Meade Drive drainage improvements provide for installation of inlets and storm
sewer pipes crossing Belle Meade Drive, and drainage improvements in the existing
drainage easement. The estimated cost for this project is $50,000.
Page 1 of 2
Merriman Road drainage improvements include installation of inlets and storm sewer
pipes along Merriman Road from the intersection with Sunny Side Drive to the
intersection with Springlawn Avenue and discharging into a tributary of Mudlick Creek.
The estimated cost for this project is $100,000.
There have been no changes to this agenda item since the first reading held on April
26, 2016.
FISCAL IMPACT:
The total cost of these projects is estimated to be $200,000 of which $100,000 is
currently appropriated under the County stormwater maintenance of effort CIP project.
This action appropriates VDOT Revenue Sharing funds in the amount of $100,000 to
fully fund the projects.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
ORDINANCE ACCEPTING AND APPROPRIATING $100,000 FROM THE
VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) FOR THE
PURPOSE OF LOCALLY ADMINISTERING THE IMPROVEMENT OF
THE DRAINAGE SYSTEM AT KENWICK TRAIL, BELLE MEADE DRIVE
AND MERRIMAN ROAD, CAVE SPRING MAGISTERIAL DISTRICT
WHEREAS, on October 14, 2014, the Board of Supervisors approved a resolution
supporting an application of $500,000 of matching transportation funding through the
VDOT 2015-2016 revenue sharing program; and
WHEREAS, the Kenwick Tail, Belle Meade Drive and Merriman Road projects
were projects under this program; and
WHEREAS, a determination was made that these will be locally administered
projects; and
WHEREAS, $200,000 of the projects is within the VDOT right-of-way and is eligible
for a 50/50 revenue sharing grant; and
WHEREAS, $100,000 of the project budget will be funding from VDOT with a
match of $100,000 provided from the stormwater maintenance of effort funding; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on April 26, 2016, and the
second reading was held on May 10, 2016.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1. That the sum of $100,000 is hereby appropriated for the purpose of
Page 1 of 2
improving the drainage system at Kenwick Trail, Belle Meade Drive and
Merriman Road; and
2. That the sum of $100,000 is allocated from stormwater maintenance of
effort funding for the purpose of improving the drainage system at Kenwick
Trail, Belle Meade Drive and Merriman Road; and
3. That this ordinance shall take effect from and after the date of adoption.
Page 2 of 2
ACTION NO.
ITEM NO. 1.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 10, 2016
Ordinance to accept and appropriate $1,000 from the
Appalachian Power Company in support of the Catawba
Greenway
Doug Blount
Director of Parks Recreation and Tourism
Thomas C. Gates
County Administrator
Appropriation of $1,000 from Appalachian Power Company in support of the Catawba
Greenway.
BACKGROUND:
The Catawba Greenway is included in the 2007 Update to the Roanoke Valley
Conceptual Greenway Plan as a connection between the National Forest, the
Appalachian Trail (AT), the Catawba community, and the greater Roanoke Valley
greenway system. This network of new trails proposed at the Virginia Tech Catawba
Sustainability Center will provide connections between the AT, Catawba Center,
Homeplace Restaurant, post office, and U.S. Bicycle Route 76. This will be the first trail
in the Roanoke greenway system to serve a rural part of the community.
In 2012, Roanoke County and Virginia Tech entered into a long term license agreement
for the proposed trail system at the CSC with cooperation from the Roanoke Valley
Greenway Commission, and the Pathfinders for Greenways. Roanoke County, in
cooperation with Virginia Tech's Catawba Sustainability Center and greenway partners,
plan this greenway as a trail system that supports economic development and
enhances the quality of outdoor recreation amenities in the area. The trails will provide
AT thru-hikers with a safer alternative for accessing the Catawba community, residents
with a new hiking/birding facility, and tourists with expanded access to the popular
McAfee Knob section of the AT.
Page 1 of 2
DISCUSSION:
The Appalachian Power Company has offered to donate $1,000 to Roanoke County for
the Catawba Greenway project. The funds will be used for construction of the
pedestrian bridge needed to cross Catawba Creek.
There have been no changes to this agenda item since the first reading held on April
26, 2016.
FISCAL IMPACT:
Revenue of $1,000 appropriated for the section of the Catawba Greenway at the
Catawba Sustainability Center.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE
AMOUNT OF $1,000 FROM THE APPALACHIAN POWER COMPANY
TO THE CATAWBA GREENWAY
WHEREAS, the Roanoke Valley Greenway Commission was formed in 1997 to
plan and support a network of greenways and trails throughout the member localities;
WHEREAS, the Catawba Greenway is included in the 2007 Update to the
Roanoke Valley Conceptual Greenway Plan; and
WHEREAS, Roanoke County and Virginia Tech have a partnership to construct a
section of the Catawba Greenway at the Catawba Sustainability Center; and
WHEREAS, the Appalachian Power Company has agreed to donate $1,000 to
Roanoke County for a pedestrian bridge crossing of Catawba Creek; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on April 26, 2016, and the
second reading was held on May 10, 2016.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1. That the sum of $1,000 is hereby appropriated from the Appalachian Power
Company to the Department of Park, Recreation, and Tourism for the Catawba Greenway
for the purpose of constructing a pedestrian bridge; and
2. That this ordinance shall take effect from and after the date of adoption.
Page 1 of 1
March 21, 2016
H. Joseph Jones
Appalachian Power
P.O. Box 2021
Roanoke, VA 24022
Count of Roanoke
OFFICE OF THE COUNTY ADMINISTRATOR
PO Box 29800, 5204 Bernard Drive
Roanoke, Virginia 24018-0798
Re: Catawba Sustainability Center — AEP/Appalachian Power Donation for Pedestrian Bridge
Dear Mr. Jones,
On behalf of Roanoke County, thank you for agreeing to donate $1,000 for the pedestrian bridge proposed at
the Catawba Sustainability Center. Your company's generous donation will go towards the materials costs related to the
construction of a bridge crossing of Catawba Creek. The project is a partnership between Roanoke County, Virginia Tech,
and the Pathfinders for Greenways volunteers who are building the trail and assisting with installation of the bridge.
The proposed pedestrian bridge will serve as the first phase of the Catawba Greenway that will provide a
connection between the National Forest and the Roanoke Valley Greenway system. The trail system proposed at the
Catawba Sustainability Center will provide a critical link between the community and the Appalachian Trail. More
specifically, the project will provide a safer alternative for hikers who are traveling through the Catawba community.
Attached is the executed Nondiscrimination Certification Statement requested by Appalachian Power. The
donation from Appalachian Power will require approval and acceptance from the Roanoke County Board of Supervisors.
This item is anticipated to be on the Board of Supervisors meeting agendas scheduled for April 26 and May 10, 2016.
Following these meetings, Roanoke County will forward you a copy of the Board of Supervisors resolution related to the
donation.
Once you have received this correspondence, please send me written confirmation of AEP/APCO's willingness to
provide this generous donation for the Catawba Greenway. For more information about the project proposed at the
Catawba Sustainability Center, please visit the following website: http://www.cpe.vt.edu/sustainable/. If you have any
additional questions or concerns, please contact me at (540) 772-2004 or tBates@roanokecountyva.gov.
Sincerely,
Thomas C. des
County Administrator
CC: Mr. Doug Blount, Roanoke County Director of Parks, Recreation and Tourism
Mr. Josh Nease, Virginia Tech Catawba Sustainability Center Manager
ACTION NO.
ITEM NO. J.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:
ISSUE:
All open appointments.
BACKGROUND:
May 10, 2016
Appointments to Committees, Commissions and Boards
Deborah Jacks
Chief Deputy Clerk to the Board of Supervisors
Thomas C. Gates
County Administrator
1. Board of Zoning Appeals (appointed by District)
The Windsor Hills Magisterial District representative has passed away. Mr. Karr's
five (5) -year term expires June 30, 2016.
2. 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.
3. Clean Valley Council (At Large)
Adam Cohen has resigned his appointment to the Clean Valley Counsel. His three-
year term expired June 30, 2015.
Page 1 of 2
4. Economic Development Authority (EDA) (appointed by District)
The following four-year term expired on September 26, 2015:
a) Greg Apostolou, representing the Hollins Magisterial District is eligible for
reappointment
DISCUSSION:
There is no discussion associated with this agenda item.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
There is no staff recommendation associated with this agenda item.
Page 2 of 2
iN
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 10, 2016
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM K- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for May 10, 2016,
designated as Item K - Consent Agenda be, and hereby is, approved and concurred in as
to each item separately set forth in said section designated Items, as follows:
1. Approval of minutes — March 8, 2016; March 22, 2016
Page 1 of 1
GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
% of General
Amount Fund Revenue
Audited balance at June 30, 2015 $ 21,799,195
Appropriated from 2015-2016 budget 506,153
Balance at May 10, 2016 $ 22,305,348
Note: On December 21, 2004, the Board of Supervisors adopted a policy to increase the Genera
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
11.00% *
11.01 % **
COUNTY OF ROANOKE, VIRGINIA
CAPITAL RESERVES
Minor County Capital Reserve
(Projects not in the CIP, architectural/engineering services, and other one-time expenditures.)
Audited balance at June 30, 2015
Appropriated for 2015-16 Capital budget
July 28, 2015 Appropriation to purchase voting machines and equipment
November 10, 2015 Allocation from expenditures for year end close out June 30, 2015
Balance at May 10, 2016
Maior Countv Caaital Reserve
Amount
$ 1,586,627
(907,344)
(384,000)
649,431
$ 944,714
(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 May 10, 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 May 10, 2016 $ 214,058
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
From 2015-2016 Original Budget
November 10, 2015 Appropriated funds to initiate the Intervenor process and develop strategy
'April 26, 2016 Appropriated funds for employee picnic
Balance at May 10, 2016
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
Amount
$ 50,000
(15,000)
$ (11,000)
$ 24,000
COUNTY OF ROANOKE, VIRGINIA
CHANGES IN OUTSTANDING DEBT
Changes in outstanding debt for the fiscal year to date were as follows
Submitted By Rebecca E. Owens
Director of Finance
Approved By Thomas C. Gates
County Administrator
Outstanding
Outstanding
June 30, 2015 Additions
Deletions
May 10, 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. Gates
County Administrator
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1838
DECLARING THE MONTH OF MAY 2016 TO BE GUILLIAN-BARRE
SYNDROME (GBS) AND CHRONIC INFLAMMATORY DEMYLELINATING
POLYNEUROPATHY (CIDP) AWARENESS MONTH IN ROANOKE COUNTY
WHEREAS, the month of May 2016 has been designated as "GBS and CIDP Awareness
Month" to educate the public and to focus attention on Guillian-Barre
Syndrome (GBS) and Chronic Inflammatory Demyelinating Polyneuropathy
(CIDP) , which are rare, paralyzing and potentially catastrophic disorders of the
peripheral nerves; and
WHEREAS, the cause of GBS and CIDP is unknown. The length of the illness is
unpredictable. It is characterized by the rapid onset of weakness and often,
paralysis of the legs, arms, breathing muscles and face. Usually months of
hospital care are required with patients and families facing an uncertain future,
not knowing if and when recovery will occur. Some may face long-term
disabilities of varying degrees. GBS and CIDP can develop in any person at
any age, regardless of gender or ethnic background; and
WHEREAS, in 1980, the Guillian-Barre Syndrome Foundation International (now the
GBS/CIDP Foundation International), was founded to provide a support
network to patients and theirfamilies through the national office headquarters
in Philadelphia and its 174 chapters with more than 30,000 members
throughout the United States, Canada, Asia, Europe, South America and South
Africa; and
Whereas, Rick Forney is the Liaison for the local area chapter serving as the link
between the patients, physicians, nurses, and the families. The Foundation
provides educational materials including a comprehensive booklet, "GBS, an
Overview for the Layperson," and newsletters as well as funding medical
research and conducting symposia; and
WHEREAS, the Foundations Medical Advisory board includes prominent neurologists
active in GBS and CIDP research, leading physicians in rehabilitation
medicine, and physicians who, themselves, have had the disorder.
NOW, THEREFORE, 1, P. Jason Peters, CHAIRMAN, of the Board of Supervisors of Roanoke
County, DO HEREBY PROCLAIM the month of MAY as "GBS/CIDP
AWARENESS MONTH" in the County of Roanoke and encourage all citizens to
recognize the importance of raising public awareness of GBS and CIDP
Presented this 1 day of May 2016
�Jaon
'rs+,,Chairman
J ph P. McNamara, Vice -Chairman
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838
DECLARING SUNDAY, APRIL 24, 2016 AS
DR. ROBERT G. MOORE, III DAY IN THE COUNTY OF ROANOKE
WHEREAS, Dr. Robert G. Moore, III became pastor of Bonsack Baptist Church on October
4, 1976, and has faithfully served as its pastor for forty (40) years; and
WHEREAS, Dr. Moore will be retiring from his years of full-time service on Sunday April 24,
2016; and
WHEREAS, Dr. Moore that led his congregation to worship, educate, minister, fellowship,
growth and witness; and
WHEREAS, Dr. Moore has led the church to build an education wing, a new sanctuary and
fellowship hall, to complete a renovation project, to build a new children's
building, renovation of existing education and office space and to build a new
community life building; and
WHEREAS, Dr. Moore's heart for ministry has blessed the church with membership,
worship and Sunday school and has grown five hundred percent (600%) during
his service; and
WHEREAS, Dr. Moore has shared his many talents through his sermons, monologues,
children's choir musicals, the Maundy Thursday reenactment of the Lord's
Supper, Student Night at Christmas and in his creative writing and artistic
direction of Easter Pageants and musicals; and
WHEREAS, Dr. Moore's gift of teaching has inspired the hearts and minds of preschoolers,
children, youth, adults and ministers throughout the State through WEEC,
VBS, baptismal classes, rap sessions, Bible studies, prayer service,
discipleship training courses and continuing education classes and seminars;
and
WHEREAS, Dr. Moore's gift of music has been shared through his joy of singing, his
tendency to never pass by a piano without playing a few of his favorite tunes,
his ability to play any hymn in any key or style, and his love for the accordion;
and
WHEREAS, Dr. Moore has comforted, counseled and provided thought-provoking insight
for numerous couples and has ministered to all; and
WHEREAS, Dr. Moore has unselfishly served his church, his family and his community
with faith, love, tears and laughter as his own family for forty years.
NOW THEREFORE, I, P. Jason Peters, Chairman, on behalf of the Board of Supervisors of
Roanoke County, Virginia, do hereby proclaim and recognize Sunday, April 24,
2016 as DR. ROBERT G. MOORE, III DAY in the County of Roanoke and on
behalf of the Board of Supervisors extend our best wishes for a happy and
healthy retirement.
Presented this 24"' day of April 2016
P. Jaso6 Peters, Chairman
ACTION NO.
ITEM NO. 0.1
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:
ISSUE:
May 10, 2016
Work session to provide the Board of Supervisors an
opportunity to discuss the proposed Broadband initiative
Thomas Gates
County Administrator
Thomas C. Gates
County Administrator
Board of Supervisors' discussion of the proposed Broadband initiative.
BACKGROUND:
As part of the fiscal year 2016-2017 budget, staff provided both operating and capital
funding options to the Board of Supervisors to allow for construction of Broadband
infrastructure by the Roanoke Valley Broadband Authority (RVBA) in Roanoke County.
Funding for both capital and operating costs has been included in the fiscal year 2016-
2017 Operating Budget Ordinance. At the request of the Board, a work session is being
held to further discuss this issue. Mr. George Condyles a technical expert in the
telecommunications field will be available during the work session to address Board
member questions.
DISCUSSION:
This time has been scheduled at the request of the Board to discuss the proposed
Broadband initiative.
FISCAL IMPACT:
None
Page 1 of 2
STAFF RECOMMENDATION:
None
Page 2 of 2