HomeMy WebLinkAbout5/24/2016 - RegularINVOCATION: Pastor Nathan Anderson
Brookhill Baptist Church
Roanoke County
Board of Supervisors
May 24, 2016
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
Page 1 of 5
Roanoke County
Board of Supervisors
Agenda
May 24, 2016
Good afternoon and welcome to our meeting for May 24, 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
D. BRIEFINGS
E. NEW BUSINESS
F. FIRST READING OF ORDINANCES
1. Ordinance accepting and appropriating funds in the amount of $14,000 to the
Roanoke County Public Schools from the Virginia Department of Education for
Science, Technology, Engineering and Math Recruitment and Retention
Incentive Awards (Rebecca Owens, Director of Finance)
Page 2 of 5
G. PUBLIC HEARING AND 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)
H. SECOND READING OF ORDINANCES
1. 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)
2. 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)
I. ADOPTION OF PROPOSED BUDGET AND SECOND READING OF ORDINANCE
1. Resolution adopting the fiscal year 2016-2017 budget, the fiscal year 2016-2017
capital budget, and the fiscal year 2017-2026 Capital Improvement Program for
Roanoke County, Virginia (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)
J. APPOINTMENTS
1. Board of Zoning Appeals (BZA) (appointed by District)
2. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At Large)
3. Clean Valley Council (At Large)
4. Economic Development Authority (EDA) (appointed by District)
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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 — April 12, 2016
2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Sandra L. Bowen, Senior Family Services Specialist, upon her
retirement after more than twenty-eight years of service
3. Request to accept and allocate grant funds in the amount of $42,564 from the
Virginia Department of Emergency Management (VDEM) for an Emergency
Management Performance Grant
4. Request to accept and allocate grant funds in the amount of $5,000 from the
Office of the Attorney General for the Virginia Rules Camp Grant Program
5. Request to accept and allocate funds in the amount of $4,809 to the Clerk of the
Circuit Court from the Commonwealth of Virginia
6. Confirmation of appointment to the Roanoke Valley Convention and Visitors
Bureau (RVCVB) Board of Directors
L. CITIZENS' COMMENTS AND COMMUNICATIONS
M. REPORTS
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt
3. Comparative Statement of Budgeted and Actual Revenues as of April 30, 2016
4. Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of April 30, 2016
5. Accounts paid - April 30, 2016
6. Treasurer's Statement of Accountability per Investment and Portfolio Policy as of
April 30, 2016
7. Proclamations signed by the Chairman
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EVENING SESSION
N. PUBLIC HEARING AND SECOND READING OR ORDINANCES
1. The petition of Star City Church of Christ to obtain a Special Use Permit in a C-2,
High Intensity Commercial, District for the operation of religious assembly on
approximately 1.21 acres, located at 5933 Williamson Road, Hollins Magisterial
District (Philip Thompson, Deputy Director of Planning)
2. The petition of Julie Abernethy, Friendship Apartment Village Corporation, to
obtain a Special Use Permit in a C-2CS, High Intensity Commercial, District with
conditions and special use permit for outdoor gatherings on approximately 10.51
acres, located at 450 Springbeauty Street and Florist Road, Hollins Magisterial
District (Philip Thompson, Deputy Director of Planning)
O. CITIZEN COMMENTS AND COMMUNICATIONS
P. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Al Bedrosian
2. Martha B. Hooker
3. Joseph P. McNamara
4. George G. Assaid
5. P. Jason Peters
Q. ADJOURNMENT
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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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 24, 2016
Ordinance accepting and appropriating funds in the amount
of $14,000 to the Roanoke County Public Schools from the
Virginia Department of Education for Science, Technology,
Engineering and Math Recruitment and Retention Incentive
Awards
Rebecca Owens
Director of Finance
Thomas C. Gates
County Administrator
Appropriation of $14,000 received by The Roanoke County Public Schools from the
Virginia Department of Education (VDOE) for Science, Technology, Engineering and
Math (STEM) Recruitment and Retention Incentive Awards.
BACKGROUND:
The STEM Recruitment and Retention Incentive Award program seeks to attract, recruit
and retain high-quality individuals to teach STEM subjects in Virginia's middle and high
schools. The program provides monetary incentive awards to teachers who meet
specific criteria and are employed in a Virginia public school.
DISCUSSION:
Roanoke County Public Schools have fourteen teachers that have been selected as
recipients of the STEM grant award from the VDOE. Each teacher will receive a $1,000
payment which is taxable. The school division assumes responsibility for ensuring all
taxes are remitted.
Page 1 of 2
FISCAL IMPACT:
The Virginia Department of Education will provide one hundred percent (100%) funding
for the incentives. No matching funds are required.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of this ordinance and scheduling of the
second reading on June 14, 2016.
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 24, 2016
ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE
AMOUNT OF $14,000 TO ROANOKE COUNTY PUBLIC SCHOOLS
FROM THE VIRGINIA DEPARTMENT OF EDUCATION FOR SCIENCE,
TECHNOLOGY, ENGINEERING, AND MATH RECRUITMENT AND
RETENTION INCENTIVE AWARDS
WHEREAS, the Virginia Department of Education provides funds to award
incentives to teachers who receive a satisfactory evaluation and teaches a qualifying
Science, Technology, Engineering, and Math (STEM) subject in which they have an
endorsement in the same Virginia school division following the year in which the teacher
received the initial award; and
WHEREAS, fourteen teachers in the Roanoke County Public Schools have been
selected to receive the $1,000 incentive for meeting the specified criteria; and
WHEREAS, the incentive is taxable to the recipient and the school division
assumes responsibility for ensuring all taxes are remitted; 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 May 24, 2016, and the
second reading was held on June 14, 2016.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1. That the sum of $14,000 is hereby appropriated to the Roanoke County
Public Schools; and
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That this ordinance shall take effect from and after the date of adoption.
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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:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 24, 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
Arnold Covey
Director of Community Development
Thomas C. Gates
County Administrator
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:
Staff recommends holding the public hearing; approving the first reading and scheduling
the second reading for June 14, 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 24, 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 public hearing and first reading of this ordinance was held on May 24, 2016,
and a second reading of this ordinance was held on June 14, 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. H.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:
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
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.
There have been no changes since the first reading on May 10, 2016.
FISCAL IMPACT:
There is no fiscal impact to Roanoke County for fiscal year 2016-2017. The Greenway
Page 2 of 3
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
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 this ordinance.
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
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
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
ACTION NO.
ITEM NO. H.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
May 24, 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.
There have been no changes from the first reading held on May 10, 2016.
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 this ordinance.
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)
Page 13
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�
TSS 012B (07/01120/5)
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 24, 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. 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:
May 24, 2016
Resolution adopting the fiscal year 2016-2017 budget, the
fiscal year 2016-2017 capital budget, and the fiscal year
2017-2026 Capital Improvement Program for Roanoke
County, Virginia
Christopher Bever
Director of Management and Budget
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Resolution adopting the fiscal year 2016-2017 budget, the fiscal year 2016-2017 capital
budget, and 2017-2026 Capital Improvement Program.
BACKGROUND:
Attached is a resolution approving the fiscal year 2016-2017 budget for Roanoke
County, Virginia. This resolution is detailed by fund and subfund and includes all
transfers between funds. The Roanoke County Public School's budget is included in the
overall County budget as presented in the attached resolution.
Prepared in conjunction with the fiscal year 2016-2017 operating budget, the fiscal year
2016-2017 capital budget and fiscal year 2017-2026 Capital Improvement Program are
included as part of this resolution. A summary of sources of funds and projects included
as part of the capital budget and Capital Improvement Program is attached.
Adoption of these documents does not represent an appropriation of funds. The
commitment of funds will not occur until the second reading and approval of the fiscal
year 2016-2017 Budget Appropriation Ordinance, scheduled for May 24, 2016.
In regards to the Capital Improvement Program, only the fiscal year 2016-2017 capital
budget will be appropriated as part of the Budget Appropriation Ordinance. Adoption of
Page 1 of 2
the ten-year plan does not represent an appropriation of funds for all years of the plan.
Years two through ten of the Capital Improvement Plan are presented for informational
and planning purposes only.
DISCUSSION:
The proposed fiscal year 2017-2026 Capital Improvement Program was presented to
the Board of Supervisors on January 26, 2016. The proposed fiscal year 2016-2017
budget, which included the proposed fiscal year 2016-2017 capital budget, was
submitted to the Board on March 8, 2016. Public hearings on the proposed budget and
Capital Improvement Program were held on April 12, 2016 and May 10, 2016.
The figures presented for adoption have been developed by staff from budget work
sessions with the Board of Supervisors.
The adoption of the budget is being requested to fulfill the County's legal requirements
of adopting, and then having a first and second reading of the Budget Appropriation
Ordinance before July 1, 2016 and to allow adequate time for County and School staff
to prepare and disburse employment contracts, institute pay changes, and other
administrative tasks necessary for final budget implementation.
FISCAL IMPACT:
Approval of the resolution adopting the fiscal year 2016-2017 budget, fiscal year 2016-
2017 capital budget, and fiscal year 2017-2026 Capital Improvement program followed
by approval of the second reading of the fiscal year 2016-2017 Budget Appropriation
Ordinance provides funding for County operations effective July 1, 2016.
STAFF RECOMMENDATION:
Staff recommends approval of the resolution adopting the fiscal year 2016-2017 budget,
fiscal year 2016-2017 capital budget, and fiscal year 2017-2026 Capital Improvement
Program.
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 24, 2016
RESOLUTION ADOPTING THE FISCAL YEAR 2016-2017 BUDGET, THE
FISCAL YEAR 2016-2017 CAPITAL BUDGET, AND FISCAL YEAR 2017-
2026 CAPITAL IMPROVEMENT PROGRAM FOR ROANOKE COUNTY,
VIRGINIA
WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides
that the governing body of the County shall prepare and approve an annual budget; and
WHEREAS, said budget shall be prepared and approved for informative and fiscal
planning purposes only; and
WHEREAS, this budget contains a complete itemized and classified plan of all
contemplated expenditures and all estimated revenues and borrowings for the ensuing
fiscal year; and
WHEREAS, a brief synopsis of said budget was published as required by the
provisions of Section 15.2-2506 of the State Code, and the public hearings as required
thereon were held on April 12, 2016 and May 10, 2016; and
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia:
1. That there is hereby approved the annual budget for fiscal year 2016-2017
for Roanoke County, Virginia, as shown on the attached Schedules.
2. That there is hereby approved the capital budget for fiscal year 2016-2017
and Capital Improvement Program for fiscal year 2017-2026 for Roanoke
County, Virginia, as shown on the attached Schedules.
3. That the preparation and approval of these budgets is for informative and
fiscal planning purposes only.
Page 1 of 4
County of Roanoke
Adopted FY 2016-2017 Budget
May 24, 2016
Revenue
Amount
General Fund
General Government
General Property Taxes
$
126,336,323
Local Sales Tax
10,252,000
Telecommunications Tax
3,796,000
Business License Tax
6,447,000
Bank Franchise Tax
450,000
Consumer Utility Tax
3,913,000
Motor Vehicle License Tax
2,258,300
Recordation/Conveyance Tax
1,395,600
Meals Tax
4,362,750
Hotel/Motel Tax
1,184,500
Other Local Taxes
634,000
Permits, Fees & Licenses
501,000
Fines and Forfeitures
450,000
I nterest Income
271,600
Charges for Services
4,161,433
Commonwealth
10,972,703
Federal
4,075,000
Other
1,798,006
Total General Government
$
183,259,215
Communications and 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
Page 2 of 4
County of Roanoke
Adopted FY 2016-2017 Budget
May 24, 2016
Revenue (continued)
Amount
Debt Service Fund - County
$ 7,108,548
Capital Projects Fund
10,148,428
Internal Service Fund
11,306,018
School General Fund
143,140,483
School Nutrition Fund
6,071,880
School Debt Service Fund
12,242,618
School Grants Fund
6,773,852
School Capital Fund
1,275,670
School Instructional Resources Fund
1,109,752
School Bus Fund
783,219
School Laptop Insurance Reserve
100,000
Total Revenues All Funds
$ 408,735,134
Less: Transfers
(107,908,913)
Total Net of Transfers
$ 300,826,221
Page 3 of 4
County of Roanoke
Adopted FY 2016-2017 Budget
May 24, 2016
Expenditures
Amount
General Fund
General Government
General Administration
$
3,207,867
Constitutional Officers
13,498,115
Judicial Administration
804,232
Management Services
3,334,785
Public Safety
27,251,984
Community Services
11,978,121
Human Services
21,663,626
Non -Departmental
11,393,980
Transfers to School Operating Fund
67,362,077
Transfers to School Insurance - Dental
477,299
Transfers to (from) Capital Fund
3,092,813
Transfers to Debt Service Fund
14,897,786
Transfer to Public Works Projects
183,454
Transfer to Comprehensive Services
1,853,000
Other
2,260,076
Total General Government
$
183,259,215
Communications and 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
Criminal Justice Academy
1,000
Police Special Programs
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 Service Fund
11,306,018
School Operating Fund
143,140,483
School Nutrition Fund
6,071,880
School Debt Fund
12,242,618
School Grants Fund
6,773,852
School Capital Fund
1,275,670
School Textbook Fund
1,109,752
School Bus Fund
783,219
School Laptop Insurance Reserve
100,000
Total Expenditures All Funds
408,735,134
Less: Transfers
$
(107,908,913)
Total Net of Transfers
$
300,826,221
Page 4 of 4
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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 24, 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 second 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:
At first reading of the Budget Appropriation Ordinance on May 10, 2016, the Board of
Supervisors approved the following changes to the proposed fiscal year 2016-2017
General Government operating budget presented as part of first reading on the Budget
Appropriation Ordinance:
Non -contractual outside agency funding was reduced by $45,300 from the fiscal
year 2016-2017 proposed operating budget. A list of funding amounts by agency
is included as an attachment.
Page 1 of 2
Funding for six additional hours at the Mt. Pleasant Branch Library in the amount
of $10,000 was added to the Library budget.
The contribution to fund balance was increased by $35,300.
The Board of Supervisors' changes noted above did not impact the total General
Government or all funds budgets as presented at first reading of the Budget
Appropriation Ordinance. 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.
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 second reading of the fiscal year 2016-2017 Budget
Appropriation Ordinance. Staff also recommends approval of the attached Classification
plan for fiscal year 2016-2017. First reading of the budget was held on May 10, 2016
with second reading and a resolution adopting the budget scheduled for approval on
May 24, 2016.
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 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 7
County of Roanoke
FY 2016-2017 Budget
May 24, 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 - Risk Management
School Funds:
General
Nutrition
Grant
Capital
Instructional Resources
Bus
Laptop
Debt
Total School Fund
Total Revenue - All Funds
Page 2 of 7
$ 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
County Administrator
County Auditor
Public Information
Asst. Co. Administrators
Human Resources
County Attorney
Economic Development
Total General Administration
Constitutional Officers
Treasurer
Commonwealth Attorney
Commissioner of the Revenue
Clerk of the Circuit Court
Sheriffs Office
Total Constitutional Officers
Judicial Administration
Circuit Court
General District Court
Magistrate
J & DR Court
Court Service Unit
Total Judicial Administration
Management Services
Real Estate Assessments
Finance
Public Transportation
Management and Budget
Procurement Services
Total Management Services
Page 3 of 7
$ 327,920
358,711
112,279
186,601
379,496
770,248
555,150
517.462
$ 3,207,867
$ 824,583
1,129,852
763,772
1,094,589
9,685.319
$ 13,498,115
$ 237,972
95,440
1,590
39,086
430.144
$ 804,232
$ 864,132
1,349,840
420,000
337,333
363,480
$ 3,334,785
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 2,033,805
Library 3,748,374
VA Cooperative Extension 87,097
Elections 349,227
Total Human Services $ 21,698,926
Non -Departmental
Employee Benefits $ 2,134,710
Transfer to Communications/IT 7,764,270
Miscellaneous 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
$
544,881
Page 4 of 7
Total General Government $ 183,259,215
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 7
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 7
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 7
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 Approved Budget Adjustments (5.10.16)
GG 11 Reduce non -contractual outside agency funding as
detailed in Budget Memorandum #17
(45,300) 45,300
GG 12 Increase Library funding for six additonal hours at the 10,000 35,300
Mt. Pleasant Branch Library
GG 13 Increase contribution to fund balance 35,300 0
Total, Revised Budget with Adjustments as of 5.10.16 $183,259,215 $183,259,215 $0
Prepared by the Office of Management and Budget
5/12/2016
Board of Supervisors' Changes to County Administrator's FY 2016-2017 Proposed Budget
Board of Supervisors' Changes to All Funds Budget
Budget
Adj. # Budget Item Expenditure
All Funds Proposed Budget $409,261,937
AF 1 All General Government adjustments on previous page (183,700)
AF 2 Reduction to Capital Fund (reduction to VDOT revenue (325,000)
sharing)
AF 3 Reduction in Schools Operating Fund (tax rate
reduction)
(18,103)
Total, Revised All Funds Budget $408,735,134
Prepared by the Office of Management and Budget
5/12/2016
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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 24, 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
K
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
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 24, 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 1 through 6 inclusive, as
follows..
1. Approval of minutes — April 12, 2016
2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Sandra L. Bowen, Senior Family Services Specialist, upon her
retirement after more than twenty-eight years of service
3. Request to accept and allocate grant funds in the amount of $42,564 from the
Virginia Department of Emergency Management (VDEM) for fiscal year 2015
Emergency Management Performance Grant
4. Request to accept and allocate grant funds in the amount of $5,000 from the
Office of the Attorney General for the Virginia Rules Camp Grant Program
5. Request to accept and allocate funds in the amount of $4,809 to the Clerk of the
Circuit Court from the Commonwealth of Virginia
6. Confirmation of appointment to the Roanoke Valley Convention and Visitors
Bureau Board of Directors
Page 1 of 1
ACTION NO.
ITEM NO. K.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 24, 2016
Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Sandra L. Bowen, Senior
Family Services Specialist, upon her retirement after more
than twenty-eight years of service
Deborah Jacks
Chief Deputy Clerk to the Board of Supervisors
Thomas C. Gates
County Administrator
Recognition of Sandra L. Bowen's retirement.
BACKGROUND:
Sandra L. Bowen, Senior Family Services Specialist, retired on May 1, 2016, after
twenty-eight years and seven months of service to the Department of Social Services.
Ms. Bowen is unable to attend the meeting and her resolution and quilt will be mailed to
her home.
DISCUSSION:
There is no discussion associated with this agenda item.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
Staff recommends approval of the attached resolution.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, MAY 24, 2016
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO SANDRA L. BOWEN,
SENIOR FAMILY SERVICES SPECIALIST, UPON HER RETIREMENT
AFTER MORE THAN TWENTY-EIGHT YEARS OF SERVICE
WHEREAS, Sandra L. Bowen was employed by Roanoke County on October 15,
1987; and
WHEREAS, Ms. Bowen retired on May 1, 2016, after twenty-eight years and seven
months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, Ms. Bowen served as a Social Worker and a Senior Family Services
Specialist, during her tenure with Roanoke County and has served with professionalism
and dedication in providing services to the citizens of Roanoke County; and
WHEREAS, during Ms. Bowen's time serving the citizens of Roanoke County, she
provided services to foster care children, child care services, and adult services/adult
protective services. Ms. Bowen was very passionate and diligent about her work with the
citizens she encountered in these roles. Ms. Bowen assisted the individuals she worked
with to enhance their self sufficiency and improve their quality of life. Ms. Bowen provided
services to protect older adults and incapacitated adults from abuse, neglect, and
exploitation. She provided services to prevent abuse, neglect and exploitation of older
adults and incapacitated adults. Ms. Bowen also provided education to mandated reporters
and other community groups about Adult Protective Services and Adult Services.
WHEREAS, NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors
of Roanoke County expresses its deepest appreciation and the appreciation of the citizens
of Roanoke County to SANDRA L. BOWEN for more than twenty-eight years of capable,
Page 1 of 2
loyal and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 2 of 2
ACTION NO.
ITEM NO. K.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 24, 2016
Request to accept and allocate grant funds in the amount of
$42,564 from the Virginia Department of Emergency
Management (VDEM) for an Emergency Management
Performance Grant
Stephen Simon
Chief of Fire and Rescue
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Acceptance and allocation of an Emergency Management Performance Grant in the
amount of $42,564 from the Virginia Department of Emergency Management (VDEM).
BACKGROUND:
The technology and equipment in the Emergency Operations Center (EOC) is
approaching ten years of age and is outdated or in declining condition. Reliable and up-
to-date technology is critical to the success of emergency response and coordination
during an EOC activation. This grant will provide funding to update technology utilized in
County emergencies.
DISCUSSION:
The grant will provide funding for Fire and Rescue to update television monitors in the
EOC and improve software and hardware used by the EOC, public safety facilities, and
other County facilities for the purpose of conference calling, coordination during
emergencies, and training during non -emergency situations.
FISCAL IMPACT:
Awarded grant funds total $42,564 which includes a required local match of 50% or
Page 1 of 2
$21,282. Terms and conditions of the grant permit Roanoke County to use a portion of
the existing Emergency Manager's salary to meet the match requirement of the grant.
Acceptance of this grant will not require a County contribution of cash.
STAFF RECOMMENDATION:
Staff recommends the acceptance and allocation of grant funds to the Fire and Rescue
Department in the amount of $42,564 from VDEM.
Page 2 of 2
ACTION NO.
ITEM NO. K.4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
May 24, 2016
Request to accept and allocate grant funds in the amount of
$5,000 from the Office of the Attorney General for the
Virginia Rules Camp Grant Program
Howard Hall
Chief of Police
Thomas C. Gates
County Administrator
Acceptance and appropriation of $5,000 from the Office of the Attorney General for the
Virginia Rules Camp Grant.
BACKGROUND:
Virginia Rules Camp, a signature project of the Office of Attorney General, is Virginia's
law education program designed to help middle and high school students make good
decisions, avoid breaking laws, and become responsible, active citizens within their
schools and communities.
DISCUSSION:
The Roanoke County Police Department has been awarded a grant from the Office of
Attorney General to create a Virginia Rules Camp. The camp is a series of summer day
camps that will provide opportunities for young people to build positive relationships with
law enforcement officers within their community, have outdoor camp -style experiences,
and learn about Virginia law. The grant will cover costs for transportation, materials and
scholarships.
Page 1 of 2
FISCAL IMPACT:
The grant from the Office of the Attorney General will provide one hundred percent
(100%) funding. No County funds are required.
STAFF RECOMMENDATION:
Staff recommends accepting and allocating grants fund in the amount of $5,000 from
the Office of Attorney General for the Virginia Rules Camp Grant Program to the Police
Department.
Page 2 of 2
GRANT PROCESSING REQUEST FORM
Department of Finance
DATE:
04192112016
DEPARTMENT:
Police
GRANT PROGRAM:
Virginia Rules Camp Grant
GRANTING AGENCY:
AGENCY CONTACT:
AGENCY PHONE NO:
Office of the Attorney General
Shannon Freeman
804 225.3064
EXAMPLE OF NUMBER
IF FEDERAL GRANT... CFDA #
Dept: Department of Education
(Agency No.) 84.XXX (Grant Program No.)
PROGRAM TITLE:
Virginia Rules Camp Program
FUNDING REQUEST:
FEDERAL
STATE
LOCAL MATCH
OTHER
TOTAL REQUEST
$5000.00
$ 5000.00
IF LOCAL MATCH IS REQUIRED, ARE FUNDS AVAILABLE IN DEPARTMENT BUDGET? YIN NIA
ACCOUNT TO WHICH THE MATCH WILL BE CODED:
NIA
INDIRECT COSTS? YIN N
AMOUNT NIA
REIMBURSEMENT GRANT? YIN Y
FINANCIAL & PROGRESS REPORTS PREPARED BY:
REQUEST FOR FUNDS SUBMITTED BY:
XX Department Finance
XXX Department Finance
PROJECT DIRECTOR:
James Chapman
PHONE:
FAX:
jchapman@roanokecountyva.gov
540 777.8601
540 777.9766
DEPT, DIRECTOR OR THEIR DESIGNEE SIGNATURE: DATE:
APPROVING SUBMISSON: - 04194/2096
Chief Howard B. Hall F
REVIEWED & APPROVED BY FINANCE:
SI ATURE:
DATE: q!/l
j
REVIEWED & APPROVED BY COUNTY SIGN E: DATE:
ADMINISTRATION;
�Y,r ` 1 '`o Ci �C.Lr C' i.t!'1� A-Aml it '� 1 !`
Virginia Rules Camp Grant Program
Sponsored by the Office of Attorney General Mark Herring
PROJECT APPLICATION
AGENCY APPLICANT (must be a law enforcement agency):
Roanoke County Police Dept.
ADDITIONAL, PARTNER ORGANIZATIONS (if applicable):
PROJECT TITLE: Virginia Rules Camp Grant
AMOUNT OF FUNDING REQUESTED: $5,000.00
ADDITIONAL FUNDING SOURCES AND AMOUNTS:
CAMP LOCATION: Camp Roanoke
CAMP DATE: July 11, 2016 to July 15, 2016
PROJECT DESCRIPTION
• Document the need for funding.
• Provide an overview of the catnp plan for the week, including tentative agenda (can be attached if necessary).
• iletau any oreanizationsiagencies tnat wit couanorate to ensure the success of the project.
Roanoke County Police Department created an annual camp for middle school aged children in 1995.
The camp is called C.O.P.S. (Challenging Opportunities for Police and Students) Camp. The Police
Department partnered with the Roanoke County Parks and Recreation Department to provide the
children an opportunity to learn about and enjoy the outdoors. The students and School Resource
Officers work together in a variety of confidence building exercises to develop stronger social skills,
enhance teamwork, strengthen leadership traits, while doing so within a robust, ethically sound
environment. Recently, the Department has not been able to fund the camp due to the budget
restrictions in Roanoke County. Therefore, the Department reaches out to the local businesses for
donations to help run the camp, which costs around $17000. There is a $175 fee that the Department
charges each participant to attend the camp. However, the camp costs $245 per child. The Department
covers the cost difference to keep the participants cost down and reasonable for them to attend. The
Department also gives scholarships for the fee based on need of the individual.
Page 1 of 3
TARGET POPULATION
• Age and number of camp participants
• How 'I m participants ne recrunen 1 sciectea.
Ages 11-15. 60-75 participants. The Department provides scholarships to campers who do not have the
financial means to attend the camp.
The applications is reviewed by the School Resource Officer. The applications are based on citizenship,
character, trustworthiness and must be in good standing within their school in order to attend the camp.
VIRGINIA RULES MODULES
• Which Virginia Rules lessons do you plan on incorporating into the camp (at least three lessons must be included
during the course of the week)?
The three Virginia Rules lessons that we plan on incorporating into the camp are;
1. Drugs
2. Bullying
3. Teens and Crime Prevention
The School Resource Officers has noticed an increase in drug use and bullying in the schools. This is a
great opportunity for the Department to educate children in a less formal environment about their role in
preventing bullying, crime and the dangers of illicit drugs.
Please see attached schedule for the upcoming camp.
EVALUATION AND FOLLOW-UP
• How will you evaluate the program's success during or after camp?
• What, if any, follow-up or ongoing contact will you have with participants?
The School Resource Officers will obtain feedback from the participants at the end of each day. The
School Resource Officer will also be working with the participants in groups throughout each day in
order to obtain verbal feedback.
Each participant will receive an evaluation after the Camp. The evaluation will help in determining how
successful the camp was and what changes the camp may need to make for next year.
Each member of the camp staff will submit an evaluation of the camp.
All of these evaluations will be used to determine what necessary changes should be implemented for next
year's camp. These evaluations will be reviewed by Sergeant Pascoe (Roanoke County Police
Department), Officer Johnny Runyon (Coo -Coordinator of the Camp) and Greg Martin (Outdoor
Services Manager- Roanoke County Parks, Recreation and Tourism).
Page 2 of 3
FUTURE GOALS
• Describe how the project may be sustained in future years if grant funding is not available.
This year, the plan is to include the VA Rules Camp into the Department's COPS Camp for this year
only due to us already advertising for the camp in July. Beginning next year and beyond, the plan is to
hold two camps, one being the Roanoke County C.O.P.S. Camp (which is overnight at Camp Roanoke)
and the VA Rules Camp at the Explore Park.
FOR PREVIOUS VIRGINIA RULES CAMP GRANT RECIPIENTS ONLY
• Based on lessons learned from last vear's camp, what chanl!eshm prove ments ww ,you incorporate tms year.,
BUDGET DETAIL
breakdown for the requested funding and its
Please see itemized Budget on attached sheet.
Page 3 of 3
Project Director
ProjectOfficer
Howard Hall
Mia Nguyen
Name:
Kevin Slough
Title:
Commander
Chief of Police
Budget Specialist
Address:
5925 Cove Road
Roanoke, Va 24019
5925 Cove Road
Roanoke, Va 24019
5925 Cove Road
Roanoke, Va 24019
Phone:
(540) 777-8645
(540) 777-8601
540 777-8614
Fax:
540 777-8766
540 777-8766
(540)777-8766
E-mail:
kslough(aroanolcecountyva. ov
1 hhall*roanokecountyva.gov
I mn uyen roanokecountyva.gov
Signature of Project Administrator (signature indicates understanding that this grant operates on a cost reimbursable
basis):
imm -
Page 3 of 3
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PROPOSED INVOICE
Invoice Date: 4/14/2016
Terms: Payment Due 08/15/2016
Program: Roanoke County's VA Rules C.O.P.S. Camp
Bill To:
Kevin Slough
5925 Cove Road
Roanoke, VA 24019
(540)777-8645
Description
Date
Quantity
Price per
participant
Totals
Staffing
7111-15116
24 camp staff
varied
$6,450.00
Food
7111-16116
15 meals x
campers/staff/COPS
varied
$6,350.00
Lodging
7/11-16/16
60 campers x 4
$13.501 per
$3,240.00
nights
camper
Utility
7/11-16116
60 campers x 5 days
$3.001 per
$900.00
Consumption Fee
camper
Swimming
7112,14/16
60 campers x 2
$3.001 per
$360.00
nights
camper
Amount Due:
$17,300.00
Please remit to:
Camp Roanoke
6498 Dry Hollow Rd
Salem, VA 24153
Phone: (540) 387-6114
Fax: (540) 387-6146
Comments
THANK YOU FOR CHOOSING CAMP ROANOKE!
ACTION NO.
ITEM NO. K.5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
May 24, 2016
Request to accept and allocate funds in the amount of
$4,809 to the Clerk of the Circuit Court from the
Commonwealth of Virginia
SUBMITTED BY: Jill Camilletti
APPROVED BY: Thomas C. Gates
County Administrator
ISSUE:
Request to accept and allocate funds in the amount of $4,809 to the Clerk of the Circuit
Court from the Commonwealth of Virginia for fiscal year 2015/2016.
BACKGROUND:
Technology Trust Funds are fees collected by Roanoke County Circuit Court Clerk's
Office.
DISCUSSION:
Funds in the amount of $4,809 were received from the Commonwealth of Virginia and
are earmarked for the purpose of maintenance needs for the Clerk of Circuit Court.
FISCAL IMPACT:
All funds are provided by the Commonwealth of Virginia. Ordinance #052615-3
appropriated various grants donations, and other miscellaneous revenues for various
functions and purposes that are routine and usual in nature for the 2015-2016 fiscal
year. Funds in the amount of $4,809 are to be accepted and allocated to account
102817-5850.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends allocating $4,809 to the Clerk of Circuit Court for the fiscal year
2015/2016.
Page 2 of 2
ACTION NO.
ITEM NO. K.6
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 24, 2016
Confirmation of appointment to the Roanoke Valley
Convention and Visitors Bureau (RVCVB) Board of Directors
Deborah Jacks
Chief Deputy Clerk to the Board of Supervisors
Thomas C. Gates
County Administrator
Appointment to the Roanoke Valley Convention and Visitors Bureau (RVCVB) Board of
Directors.
BACKGROUND:
The current appointment of Richard Caywood to the RVCVB Board of Directors is a
three-year appointment that will expire on June 30, 2018, although the Board may
designate a different individual as Roanoke County's representative to the Board at any
time.
DISCUSSION:
Staff has requested that Mr. Gates replace Mr. Caywood on this Board. It is the
consensus of the Board of Supervisors to confirm this appointment.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
Staff recommends confirmation of this appointment
Page 1 of 1
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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 24, 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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ACTION NO.
ITEM NO. M-5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
May 24, 2016
Accounts Paid- April 2016
Rebecca E. Owens
Director of Finance
Thomas C. Gates
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Payments to Vendors
Payroll 04/08/16
Payroll 04/22/16
Manual Checks
Grand Total
Direct Deposit
1,295,015.29
1,183,473.37
Checks
53,122.00
53,197.47
1,601.49
Total
$ 9,586,707.20
1,348,137.29
1,236,670.84
1,601.49
$ 12,173,116.82
A detailed listing of the payments to vendors is on file with the Clerk to the Board of Supervisors.
ACTION NO.
ITEM NUMBER M-6
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: May 24, 2016
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
30 -Apr -16
SUMMARY OF INFORMATION:
CASHINVESTMENT:
SUNTRUST CON 2,150,649.65 2,150,649.65
CrZsPA=1N �il�►��
SCOTT STRINGFELLOW CONTRA 4,295.00
SCOTT STRINGFELLOW 55,009,019.36
WELLS FARGO 15,000,000.00
WELLS FARGO CONTRA 700.00 70,014,014.36
LOCAL GOVT INVESTMENT POOL:
GENERAL OPERATION 4,197,147.78 4,197,147.78
MONEY MARKET:
BRANCH BANKING & TRUST
1,083,345.92
SCOTT STRINGFELLOW - JAIL
1,104,755.18
SCOTT STRINGFELLOW
302,714.72
UNION FIRST
3,078,558.92
VALLEY BANK/BNC
2,516,139.88
WELLS FARGO
1,141,406.70 9,226,921.32
TOTAL 85,588,733.11
05/24/2016
M -7-A
C�Oun#g Of ?9vaujakle
�r ter
F
Z
1838
EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY
TO JUDY H. CABANISS, DEPUTY CLERK FOR THE GENERAL
DISTRICT COURT FOR THE COUNTY OF ROANOKE UPON HER
RETIREMENT AFTER MORE THAN FORTY-SIX YEARS OF DEDICATED
SERVICE TO THE COURTS IN THE 23RD JUDICIAL DISTRICT
WHEREAS, Judy H. Cabaniss began her employment with the General
District Court in the 23rd Judicial District as a Deputy Clerk on
July 16, 1970 and;
WHEREAS, Judy H. Cabaniss left the District Court Clerk's office in July, 1994
to serve as Secretary to the Honorable Richard A. Pattisal during
his tenure as a Circuit Court Judge presiding in the 23rd Judicial
District and;
WHEREAS, Judy H. Cabaniss returned to work as a Deputy Clerk for the
General District Court for the County of Roanoke on March 3,
1998 after the retirement of the Honorable Richard A Pattisal and;
WHEREAS Judy H. Cabaniss served the citizens of the County of Roanoke
with dedication and respect and;
WHEREAS, Judy H. Cabaniss retired on June 1, 2016, after more than forty-
six (46) years of devoted and faithful service to the County of
Roanoke and the 23rd Judicial District.
NOW, THEREFORE, I, P. Jason Peters, Chairman, on behalf of the Board of
Supervisors of Roanoke County, Virginia express its deepest
appreciation and that of the citizens of Roanoke County to JUDY
H. CABANISS for more than forty-six (46) years of capable, loyal
and dedicate service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
Presented this 24th day of May 2016
P. Jason ters, Chairman
7iZ7
Thomas C. Gates, Co my Administrator
M -7-B
(1�uixxc#g of Ytoanoke
�C
ta4O`` EtOANp�F
Z M
1838
EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY
TO THERESA A. CHILDRESS, CLERK OF THE GENERAL DISTRICT
COURT FOR THE COUNTY OF ROANOKE UPON HER RETIREMENT
AFTER MORE THAN FORTY-SIX YEARS OF DEDICATED SERVICE
TO THE COUNTY OF ROANOKE
WHEREAS, Theresa A. Childress began her employment with the Municipal
and County Court for the County of Roanoke as a Deputy Clerk
on April 1, 1970 and;
WHEREAS, Theresa A. Childress served as a Deputy Clerk for the General
District Court for the County of Roanoke beginning July 1,1973
after the repeal of legislation creating Municipal and County
Courts and;
WHEREAS, Theresa A. Childress served as Clerk of the General District Court
for the County of Roanoke from April 2,1986 until her retirement
on June 1, 2016 and;
WHEREAS, Theresa A. Childress worked tirelessly to improve the efficiency
of the operation of her office and to provide outstanding
customer service to all users of the General District Court for the
County of Roanoke and;
WHEREAS, Theresa A. Childress served the citizens of the County of
Roanoke with professionalism, distinction, dedication and
respect and;
WHEREAS, Theresa A. Childress retired on June 1, 2016, after more than
forty- six (46) years of devoted and faithful service to the County
of Roanoke.
NOW, THEREFORE, I, P. Jason Peters, Chairman, on behalf of the Board of
Supervisors of Roanoke County, Virginia express its deepest
appreciation and that of the citizens of Roanoke County to
THERESA A. CHILDRESS for more than forty-six (46) years of
capable, loyal and dedicate service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
Presented this 24th day of May 2016
Dori
P. Jason eters, Chairman
Thomas C. Gates, County Administrator
ACTION NO.
ITEM NO. N.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 24, 2016
The petition of Star City Church of Christ to obtain a Special
Use Permit in a C-2, High Intensity Commercial, District for
the operation of religious assembly on approximately 1.21
acres, located at 5933 Williamson Road, Hollins Magisterial
District
Philip Thompson
Deputy Director of Community Development
Thomas C. Gates
County Administrator
Agenda item for public hearing and second reading of ordinances on an application to
obtain a special use permit for religious assembly.
BACKGROUND:
Star City Church of Christ has operated in the basement of Frank's Pizza for the past
two years. During a routine fire inspection last year, the Fire Marshall notified
Community Development staff of the religious assembly use. In order to comply with
the Zoning Ordinance, a special use permit is required for a religious assembly in the C-
2 district.
DISCUSSION:
The Planning Commission held a public hearing on this request on May 3, 2016. The
applicant, James Martin, and the property owners clarified several issues for the
Planning Commission which included: the church currently utilizes less than 1,250
square feet of the building; they have not received any complaints from surrounding
property owners; they intend to comply with all necessary building and fire code
requirements; a fire hydrant is located within 250 feet of the building; and that when they
reach the capacity (49 people) for their current space, they will look for another location
Page 1 of 2
to operate.
There were no citizens to speak on this request. The Planning Commission
recommends approval of this special use permit petition with a condition that limits the
religious assembly use to a maximum of 1,250 square feet.
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
Staff recommends that the Board approve the second reading of the ordinance to allow
a special use permit for religious assembly.
Page 2 of 2
Petitioner:
Request:
Location:
Magisterial District:
Suggested Conditions:
EXECUTIVE SUMMARY:
STAFF REPORT
Star City Church of Christ
To obtain a Special Use Permit for Religious Assembly in a C-2, High Intensity
Commercial District, on approximately 1.21 acres
5933 Williamson Road
Hollins
1. The Religious Assembly use shall be limited to one thousand two hundred
fifty (1,250) square feet.
Star City Church of Christ proposes operating a place of Religious Assembly at 5933 Williamson Road, on property
currently zoned C-2, High Intensity Commercial.
The Church has operated in the basement of Frank's Pizza, an existing general restaurant use, for the past two
years. Staff has received no zoning complaints indicating adverse effects to the surrounding community regarding
the Church's activities. The proposed use does meet requirements of the Roanoke County Zoning Ordinance.
While the 2005 Roanoke County Comprehensive Plan indicates the future land use designation for this land parcel
is Core, and unsuitable for tax-exempt entities, the proposed use is renting space in a commercial building.
APPLICABLE REGULATIONS
Section 30-29-3 of the Roanoke County Zoning Ordinance defines a " Religious Assembly " as:
"A use located in a permanent building and providing regular organized religious worship and related
incidental activities, except primary or secondary schools and day care facilities."
A Religious Assembly use is only allowed with a Special Use Permit in the C-2 zoning district. Section 30-
83-9 provides use and design standards for Religious Assemblies, as follows:
1. Any outdoor activity area, swimming pool, or ball field or court which adjoins a residential use type shall
be landscaped with one (1) row of small evergreen trees in accordance with Section 30-92 along the
property line adjoining the residential use type. Where night-time lighting of such areas is proposed
large evergreen trees shall be required.
2. When a place of Religious Assembly adjoins a residential use type, a Type C buffer yard in accordance
with Section 30-92 shall be provided between the parking area(s) and the residential use type.
3. Expansions of existing uses are permitted by right.
2. ANALYSIS OF EXISTING CONDITIONS
Background — The property owners, Luigi Greco and Rhonda Thomas, have operated Frank's Pizza since
2012. The Church has operated in the basement of the existing structure since 2013. Staff became aware
of the Religious Assembly use in May of 2015, only after Fire Marshall Brian Simmons' staff conducted a
routine, yearly fire inspection. Since that point, the Department of Community Development, Fire Marshall,
and Department of Building Safety have attempted to work with the applicant to meet all requirements. In
order to comply with zoning standards, and operate a Religious Assembly on the land parcel, the applicant
will need to obtain a Special Use Permit.
Topography/Vegetation — There is a sparse distribution of trees and bushes separating the East and South
sides of the building from both Florist Road and the adjacent residentially zoned parcel. There are no natural
watercourses on the property.
Surrounding Neighborhood — The surrounding land parcels are zoned C-2, High Intensity Commercial and R-
2, Medium Intensity Residential. To the East of the Church, and across Florist Road, the adjacent property
owner operates a golf course. To the South, the residential land parcel is undeveloped and the commercial
parcels are utilized by Personal Services and General Office uses, as well as the Western Virginia Water
Authority. To the West, and across Williamson Road, a Retail, Consumer Repair, and Antique Shop use
operates on the land parcels nearest the Church.
3. ANALYSIS OF PROPOSED DEVELOPMENT
Site Lavout/Architecture — The applicant proposes no permanent changes to either the site or building.
Available parking would conform to zoning requirements related to shared parking. Existing vegetation can
be credited in buffering the area between the proposed use and the adjacent, undeveloped residential land
parcel. The Church has operated in the basement of the existing structure, comprised of approximately one
thousand two hundred fifty (1,250) square feet. The existing building is approximately twenty-six hundred
fifty (2,650) square feet. The land parcel has twenty-nine (29) parking places on the site. The applicant
reports that, on average, fifteen members attend each church function. The Church holds a bible study
class, as well as a morning and evening service on Sunday. The Church also holds an evening bible study
class on Wednesdays. The religious assembly use would conform to both the Zoning Ordinance and
applicable Use and Design Standards.
Access/Traffic Circulation — The parcel is directly accessed from both Florist and Williamson Roads. The
business and Church would utilize shared parking in a manner consistent with the Zoning Ordinance. The
Roanoke County Police Department had no objection to the applicant's petition. The Virginia Department of
Transportation did not comment on Mr. Martin's proposal.
Fire & Rescue/Utilities — According to Roanoke County Fire Marshall Brian Simmons, the building must
undergo a change of use to a place of assembly. The building will need to meet fire flow, fire lane and
access requirements during the change of use process (See attached letter).
Economic Development — The Department had no objection to the applicant's proposal.
Building Safety — Building Commissioner Morgan Yates stated the building owners would have to undergo a
change of use process to conform to the 2012 Virginia Construction Code.
4. CONFORMANCE WITH ROANOKE COUNTY COMMUNITY PLAN
The Roanoke County Comprehensive Plan designated the Future Land Use of the property as Core, where
high intensity urban development is encouraged. Land uses within Core areas may parallel the central
business districts of Roanoke, Salem and Vinton. Core areas may also be appropriate for larger -scale
highway -oriented retail uses and regionally -based shopping facilities. Due to limited availability, areas
designated as Core are not appropriate for tax-exempt facilities.
5. STAFF CONCLUSIONS
Staff anticipates that the proposed religious assembly use will have a minimal impact on the surrounding
neighborhood. Additionally, the Church has operated for some time with no known complaints regarding
adverse community impact. While the religious assembly is tax-exempt, as related to the Core designation
of the 2005 Roanoke County Comprehensive Plan, a business operates within the same building as the
Church. Approval of the Special Use Permit would not exempt the petitioner or property owner from any
requirements of the Virginia Building or Fire Prevention Codes. To maintain the commercial viability of this
land parcel, staff suggests Planning Commission recommend the Religious Assembly use be limited to one
thousand two hundred fifty (1,250) square feet, the first floor of the structure and space in which the Church
currently operates.
CASE NUMBER: 1-312016
PREPARED BY: Brian W. Hughes
HEARING DATES: PC: 5/3/2016 BOS: 5/25/2016
ATTACHMENTS: Application
Aerial Map
Land Use Map
Zoning Map
C-2 District Standards
Religious Assembly Use and Design Standards
County of Roanoke
Community Development
Planning & Zoning
5204 Bernard Drive
P O Box 29800
Roanoke, VA 24018
(540) 772-2068 FAX (540) 776-7155
For Staff Use Only
Date deceived: Rppeceivejdyhy: `
�t�i\
fee: I PC/BZA date:
Placards issued: BOS date:
Case Number 1 - 3 / Q ✓� ti
Check type of application filed (check all that apply)
0 RezoningXSpecial Use 11 Variance 0 Waiver 0 Administrative Appeal 0 Comp Plan (15.2-2232) Review
Applicants name/ ddress w/zip Phone: D'I U-,) J /- 5 7./5
5j, , 6 4-,, �� vr�"1 n �� 5 Work:
(�r1 JAZ Cell
F o�tit� 114-a40� Fax No.:
Owner's name/address w zip Phone #:
Work:
�J►'i l '" ` Fax No, #;
Property Location , 1 t AOA 5cr1 `
!nn ' Magisterial District: 7aEky�N.�
V-C1M t- VA-dgD Community Planning area:
Tax Map No.:
0,60, (76' y -ot �0a -0000 Existing Zoning: C 7—
Size
Size of parcel(s): Acres: 1"2-) Existing Land Use: G0 6E
Proposed Zoning: C 2-
P top os e d Land Us e: 01 r,
ProposedLandUse:l1±rlrois �;Scn,r3i,Y
Variance/Waiver of Section(s) of the Roanoke County Zoning Ordinance in order to
Appeal of Zoning Administrator's decision to
Appeal of Interpretation of Section(s): of the Roanoke County Zoning Ordinance
Appeal of Interpretation of Zoning Map to
Is the application complete? Please check if enclosed. APPLICATION WILL NOT BE ACCEPTED TF ANY OF THESE
ITEMS ARE MISSING OR INCOMPLETE.
R/SiW/CP V/AA R/S/W/CP V/Ari RJS/W/CP Y/AA
Consultation 8,112" x 11" concept pian Application fee
Application Metes and bounds description Proffers, if applicable
Justification Water and sewer application Adjoining property owners
I hereby certify that I am either the owner of the property or the owner's agent or contract purchaser and am acting with the Rowledge and
consent f the owner.
Owner's Signature
2
The Planning Commission will study rezoning, special use permit waiver or community plan (15.2-2232) review requests to
determine the need and justification for the change in terms of public health, safety, and general welfare. Please answer the
following questions as thoroughly as possible. Use additional space if necessary.
Please explain how the request furthers the purposes of the Roanoke County Ordinance as well as the purpose found at the
beginning of the applicable zoning district classification in the .Zoning Ordinance.
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Please explain how the project conforms to the general guidelines and policies contained in the Roanoke County
Community Plan.
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Please describe the impact(s) of the request on the property itself, the adjoining properties, and the surrounding area, as
well as the impacts on public services and facilities, including water/sewer, roads, schools, parkshecreation and fire and
rescue.
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A concept plan of the proposed project must be submitted with the application. The concept plan shall graphically depict
the land use change, development or variance that is to be considered_ Further, the plan shall address any potential land use
or design issues arising from the request. In such cases involving rezonings, the applicant may proffer conditions to limit
the future use and development of the property and by so doing, correct any deficiencies that may not be manageable by
County permitting regulations.
The concept plan should not be confused with the site plan or plot plan that is required prior to the issuance of a building
permit. Site plan and building permit procedures ensure compliance with State and County development regulations and
may require changes to the initial concept plan. Unless limiting conditions are proffered and accepted in a rezoning or
imposed on a special use permit or variance, the concept plan may be altered to the extent permitted by the zoning district
and other regulations.
A concept plan is required with all rezoning, special use permit, waiver, community plan (15.2-2232) review and variance
applications. The plan should be prepared by a professional site planner. The level of detail may vary, depending on the
nature of the request. The County Planning Division staff may exempt some of the items or suggest the addition of extra
items, but the following are considered minimum:
ALL APPLICANT'S
a. Applicant name and name of development
b. Date, scale and north arrow
c. Lot size in acres or square feet and dimensions
d. Location, names of owners and Roanoke County tax map numbers of adjoining properties
e. Physical features such as ground cover, natural watercourses, floodplain, etc,
f The zoning and land use of all adjacent properties
g. All property lines and easements
h. All buildings, existing and proposed, and dimensions, floor area and heights
i. Location, widths and names of all existing or platted streets or other public ways within or adjacent to the
development
j. Dimensions and locations of all driveways, parking spaces and loading spaces
Additional information required for REZON VG and SPECI.rlL USE PE7Z WT APPLICr1NTS
k. Existing utilities (water, sewer, storm drains) and connections at the site
1. Any driveways, entrances/exits, curb openings and crossovers
m. Topography map in a suitable scale and contour intervals
n. Approximate street grades and site distances at intersections
o. Locations of all adjacent fire hydrants
p. Any proffered conditions at the site and how they are addressed
q. If project is to be phased, please show phase schedule
I certify that ail items required in the checklist above are complete.
Signature of applicant
Date
no
Community Development Planning & Zoning Division
838
POTENTIAL OF NEED FOR TRAFFIC ANALYSIS AND/OR TRAFFIC NIPACT STUDY
The following is a list of potentially high traffic -generating land uses and road network situations
that could elicit a more detailed analysis of the existing and proposed traffic pertinent to your
rezoning, subdivision waiver, public street waiver, or special use permit request. If your request
involves one of the items on the ensuing list, we recommend that you meet with a County
planner, the County traffic engineer, and/or Virginia Department of Transportation staff to
discuss the potential additional traffic related information that may need to be submitted with
the application its order to expedite your application process.
(Note this list is not inclusive and the County staff and VDOT reserve the right to rerluest a
traffic study at any time, as deemed necessary,)
High Traffic -Generating Land Uses:
• Single-family residential subdivisions, Multi -family residential units, or Apartments with
more than 75 dwelling units
• Restaurant (with or without drive-through windows)
• Gas station/Convenience store/Car wash
• Retail shop/Shopping center
• Offices (including: financial institutions, general, medical, etc.)
• Regional public facilities
• Educational/Recreationa[ facilities
• Religious assemblies
• [hotel/Motel
• Golf course
• Hospital/Nursing home/Clinic
• Industrial site/Factory
• Day care center
• Bank
• Non-specific use requests
Road Network Situations:
• Development adjacent to/with access onto/within 500 -ft of intersection of a roadway
classified as an arterial road (e.g., Rte 11, 24, 115, 117, 460, 11/460, 220, 221, 419, etc)
• For new phases or changes to a development where a previously submitted traffic study is
more than two (2) years old and/or roadway conditions have changed significantly
• When required to,evaluate access issues
• Development with ingress/egress on roads planned or scheduled for expansion, widening,
improvements, etc. (i.e. on Long Range Transportation Plan, Six -Yr Road Plan, etc.)
• Development inan area where there is a [mown existing traffic and/or safety problem -
• Development would potentially negatively impact existing/planned traffic signal(s)
• Substantial departure from the Community Plan
• Any site that is expected to generate over one hundred (104) trips during the peak hour of
the traffic generator or the peak hour on the adjacent streets, or over seven hundred fifty
(750) trips in an average day
Effective date: April 19, 2W6
7
R Ary 1
F
Community Development r Planning & Zoning Division
Y838
NOTICE TO APPLICANTS FOR REZONING, SUBDIVISION WAIVER, PUBLIC
STREET WAIVER, OR SPECIAL USE PER1tiIIT PETITION
PLANNNG CONNISSION APPLICATION ACCEPTANCE PROCEDURE
The Roanoke County Planning Commission reserves the right to continue a Rezoning, Subdivision
Waiver, Public Street Waiver or Special Use Permit petition if new or additional information is presented
at the public hearing. If it is the opinion of the majority of the Planning Commissioners present at the
scheduled public hearing that sufficient time was not available for planning staff and/or an outside referral
agency to adequately evaluate and provide written comments and suggestions on the new or additional
information prior to the scheduled public hearing then the Planning Commission may vote to continue the
petition. This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the
new or additional information and provide written comments and suggestions to be included in a written
memorandum by planning staff to the Planning Commission. The Planning Commission shall consult
with planning staff to determine if a continuance may be warranted.
POTENTIAL OF NEED FOR TRAFFIC ANALYSES AND/OR TRAFFIC LmPACT STUDY
The Roanoke"eounty Planning Commission reserves the right to continue a Rezoning, Subdivision
Waiver, Public Street Waiver, or Special Use Permit petition if the Countv Traffic Engineer or staff frnm
the Virginia Department of Transportation requests further traffic analyses and/or a traffic impact study
that would be beneficial in making a land use decision (Note: a list of potential land uses and situations
that would necessitate further study is provided as part of this application package).
This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the required
traffic analyses and/or traffic impact study and to provide written comments and/or suggestions to the
planning staff and the Planning Commission. If a continuance is warranted, the applicant will be notified
of the continuance and the newly scheduled public hearing date.
Effective date: April 19, 2008
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9
Star City Church of Christ
James Martin
3016 Bandy Road
Roanoke, VA 24014
FIRE AND RESCUE DEPARTMENT
April 20, 2016
Luigi Greco and Rhonda Thomas
P.O. Box 8103
Roanoke, VA 24014
RE: Star City Church of Christ Change of Use
Mr. Martin, Mr. Greco, and Ms. Thomas:
The Roanoke County Fire Marshal's Office and Office of Building Safety have been
informed that you are in the process of obtaining a special use permit to operate a place
of religious worship. The church is located in the same building as Frank's Restaurant in
a space below. The current use group of the building is classified as an A-2 Restaurant
and the use of a place of religious worship is an A-3.
In accordance to section 301.3 of the 2012 edition of the Statewide Fire Prevention Code,
an occupancy shall be continued as originally permitted under the codes that were in
effect at the time of construction. Section 301.3 further states that the occupancy of a
structure shall not change to another occupancy that will subject the structure to any
special provisions of the SFPC or the Uniform Statewide Building Code (USBC). As
such, you will need to contact the Office of Building Safety at 772-2065 for the change of
use process.
One part of the change of use process is meeting all the requirements for fire flow,
access, and fire lane requirements. For example, for an A-3 use, a fire hydrant would
5925 COVE ROAD, NW s ROANOKE, VA 24019 a (540) 777-8701 ® FAX: (540) 777-9773
need to be located within 350 feet of the most remote portion of the building and be
capable of supplying 2,000 gallons per minute. You would also have to satisfy any
requirements of the USBC in regards to construction features, life safety systems, etc.
The Fire Marshal's Office and Office of Building Safety does not object for the church to
continue to occupy the space until the special use permit process and change of use
process is complete. However, once the special use permit process is completed, you will
have 30 days to submit application with the Office of Building Safety for the change of
use process. Until the change of use is approved, the space shall be limited to 49
occupants or less depending upon the square footage and fire extinguishers with a
minimum size of 2-A:10-B:C shall be mounted in the space and readily accessible.
Please feel free to contact Building Commissioner Morgan Yates at (540) 772-2065 or
me at (540) 777-8721 if you should have any additional questions.
Sincerely,
Brian W. Simmons
i�� c� C•
Morgan Yates
Fire Marshal Building Commissioner
C-2 District Regulations
SEC. 30-54. C-2 HIGH INTENSITY COMMERCIAL DISTRICT.
Sec. 30-54-1. Purpose.
(A) The purpose of this district is to provide locations for a variety of commercial and service
related activities within the urban service area serving a community of several
neighborhoods or large areas of the county. This district is intended for general
application throughout the county. High intensity commercial districts are most
appropriately found along major arterial thoroughfares which serve large segments of the
county's population. The C-2 district permits a wide variety of retail and service related
uses. Land uses permitted in this district are generally consistent with the
recommendations set forth in the transition and core land use categories of the
comprehensive plan. Site development regulations are designed to ensure compatibility
with adjoining land uses.
(Ord. No. 042208-16, § 1, 4-22-08, Ord. No. 111213-15, § 1, 11-12-13)
Sec. 30-54-2. Permitted Uses.
(A) The following uses are permitted by right subject to all other applicable requirements
contained in this ordinance. An asterisk (*) indicates additional, modified or more
stringent standards as listed in article IV, use and design standards, for those specific
uses.
Residential Uses
Accessory Apartment *
Home Beauty/Barber Salon *
Home Occupation, Type I *
Multi -Family Dwelling *
Two -Family Dwelling *
2. Civic Uses
Administrative Services
Clubs
Cultural Services
Day Care Center *
C-2 District Regulations
Educational Facilities, College/University
Educational Facilities, Primary/Secondary
Family Day Care Home
Guidance Services
Park and Ride Facility
Post Office
Public Assembly
Public Parks and Recreational Areas
Safety Services *
Utility Services, Minor
3. Office Uses
Financial Institutions
General Office
Medical Office
Laboratories
4. Commercial Uses
Agricultural Services
Antique Shops
Automobile Dealership
Automobile Repair Services, Minor
Automobile Rental/Leasing
Automobile Parts/Supply, Retail
Bed and Breakfast *
2
Boarding House
Business Support Services
Business or Trade Schools
Commercial Indoor Entertainment
Commercial Indoor Sports and Recreation
Commercial Outdoor Entertainment
Commercial Outdoor Sports and Recreation
Communications Services
Construction Sales and Services *
Consumer Repair Services
Convenience Store *
Fuel Center *
Funeral Services
Garden Center *
Gasoline Station *
Hospital
Hotel/Motel/Motor Lodge
Kennel, Commercial
Pawn Shop
Personal Improvement Services
Personal Services
Restaurant, Drive-in or Fast Food *
Restaurant, General
3
C-2 District Regulations
C-2 District Regulations
Retail Sales
Studio, Fine Arts
Veterinary Hospital/Clinic
5. Industrial Uses
Recycling Centers and Stations
6. Miscellaneous Uses
Amateur Radio Tower
Parking Facility *
(B) The following uses are allowed only by special use permit pursuant to section 30-19. An
asterisk (*) indicates additional, modified or more stringent standards as listed in article
IV, use and design standards, for those specific uses.
1. Civic Uses
Adult Care Residences
Halfway House
Life Care Facility
Nursing Home
Religious Assembly
Utility Services, Major
2. Commercial Uses
Adult Business *
Automobile Repair Services, Major
Car Wash *
Commercial Indoor Amusement
Dance Hall
S
C-2 District Regulations
Equipment Sales and Rental *
Manufactured Home Sales *
Mini -warehouse *
Outpatient Mental Health and Substance Abuse Center
Recreational Vehicle Sales and Service *
Surplus Sales
Truck Stop *
3. Industrial Uses
Custom Manufacturing *
Industry, Type I
Landfill, Rubble *
Transportation Terminal
4. Miscellaneous Uses
Broadcasting Tower *
Outdoor Gatherings *
(Ord. No. 82493-8, § 2, 8-24-93; Ord. No. 022796-14, § 1, 2-27-96; 042297-14, § 1, 4-22-97;
Ord. No. 042799-11, § 2, 4-27-99; Ord. No. 102803-15, § 2, 10-28-03; Ord. No. 102505-7, § 2,
10-25-05; Ord. No. 042208-16, § 1, 4-22-08; Ord. No. 052411-9, § 1, 5-24-11, Ord. No. 111213-
15, § 1, 11-12-13)
Sec. 30-54-3. Site Development Regulations.
General Standards. For additional, modified, or more stringent standards for specific uses, see
Article IV, Use and Design Standards.
(A) Minimum lot requirements.
1. Lots served by private well and sewage disposal system;
a. Area: 1 acre (43,560 square feet).
5
C-2 District Regulations
b. Frontage: 100 feet on a publicly owned and maintained street.
2. Lots served by either public sewer or water, or both:
a. Area: 15,000 square feet.
b. Frontage: 75 feet on a publicly owned and maintained street.
(B) Minimum setback requirements.
1. Front yard:
a. Principal structures: 30 feet, or 20 feet when all parking is located behind
the front building line.
b. Accessory structures: Behind the front building line.
2. Side yard: None.
3. Rear yard:
a. Principal structures: 15 feet.
b. Accessory structures: 3 feet.
4. Where a lot fronts on more than one street, front yard setbacks shall apply to all
streets.
(C) Maximum height of structures.
1. Height limitations:
a. Principal structures: When adjoining property zoned R-1 or R-2, 45 feet,
including rooftop mechanical equipment. The maximum height may be
increased, provided each required side and rear yard adjoining the R-1 or
R-2 district is increased two feet for each foot in height over 45 feet. In all
locations the height is unlimited unless otherwise restricted by this
ordinance.
b. Accessory structures: actual height of principal structure.
(D) Maximum coverage.
1. Building coverage: 50 percent of the total lot area.
2. Lot coverage: 90 percent of the total lot area.
C:
C-2 District Regulations
(Ord. No. 62293-12, § 10, 6-22-93)
Use & Design Standards — Civic Uses
Sec. 30-83-9. Religious Assembly.
(A) General standards:
Any outdoor activity area, swimming pool, or ball field or court which adjoins a
residential use type shall be landscaped with one (1) row of small evergreen trees
in accordance with Section 30-92 along the property line adjoining the residential
use type. Where night-time lighting of such areas is proposed large evergreen
trees shall be required.
2. When a place of religious assembly adjoins a residential use type, a Type C buffer
yard in accordance with Section 30-92 shall be provided between the parking
area(s) and the residential use type.
Expansions of existing uses are permitted by right.
(Ord. No. 42694-12, § 19, 4-26-94; Ord. No. 042799-11, § 2, 4-27-99; Ord. No. 052411-9, § 1,
5-24-11, Ord. No. 111213-15, § 1, 11-12-13)
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 GRANTING A SPECIAL USE PERMIT FOR RELIGIOUS
ASSEMBLY IN A C-2, HIGH INTENSITY COMMERCIAL DISTRICT, ON
APPROXIMATELY 1.21 ACRES, AT A PARCEL LOCATED AT 5933
WILLIAMSON ROAD, HOLLINS MAGISTERIAL DISTRICT, UPON THE
PETITION OF STAR CITY CHURCH OF CHRIST
WHEREAS, Star City Church of Christ has filed a petition for a special use permit
for religious assembly at 5933 Williamson Road (Tax Parcel No. 038.06-09-01.00-
0000), in a C-2, High Intensity Commercial District, on approximately 1.21 acres, in the
Hollins Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on
May 3, 2016; and
WHEREAS, the Planning Commission recommends approval of the petition with
the condition that the religious assembly use shall be limited to a maximum of one -
thousand two -hundred and fifty (1,250) square feet; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first
reading on this matter on April 26, 2016; the second reading and public hearing on this
matter was held on May 24, 2016.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board finds that the granting of a special use permit to Star City
Church of Christ for religious assembly use at 5933 Williamson Road (Tax Parcel No.
038.06-09-01.00-0000), in a C-2, High Intensity Commercial District, on approximately
1.21 acres, in the Hollins Magisterial District, is substantially in accord with the adopted
Page 1 of 2
2005 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of
the 1950 Code of Virginia, as amended, and that it shall have a minimum adverse
impact on the surrounding neighborhood or community, and said special use permit is
hereby approved with the following condition:
(a) The religious assembly use shall be limited to a maximum of one -
thousand two -hundred and fifty (1,250) square feet.
2. That this ordinance shall be in full force and effect immediately after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The provisions of this special use
permit are not severable. Invalidation of any word, phrase, clause, sentence or
paragraph shall invalidate the remainder. The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
Page 2 of 2
ACTION NO.
ITEM NO. N.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 24, 2016
The petition of Julie Abernethy, Friendship Apartment Village
Corporation, to obtain a Special Use Permit in a C-2CS,
High Intensity Commercial, District with conditions and
special use permit for outdoor gatherings on approximately
10.51 acres, located at 450 Springbeauty Street and Florist
Road, Hollins Magisterial District
Philip Thompson
Deputy Director of Community Development
Thomas C. Gates
County Administrator
Agenda item for public hearing and second reading of ordinances on an application to
obtain a special use permit for outdoor gatherings.
BACKGROUND:
Julie Abernethy, at the behest of Friendship Living, proposes holding a series of outdoor
concert events at 450 Springbeauty Street. The applicant held a similar event last year
but at a smaller scale. Since the applicant is proposing to sell approximately 600 tickets
per event, a special use permit is required for outdoor gatherings in the C-2 zoning
district. An outdoor gathering is defined as a temporary organized gathering expected
to attract 500 or more people at one time in open spaces outside an enclosed structure.
DISCUSSION:
The Planning Commission held a public hearing on this request on May 3, 2016. The
applicant, Julie Abernethy, clarified several issues for the Planning Commission which
included: they plan on holding five (5) outdoor concerts between May and September;
the time of the concerts will be from 6:00 p.m. to 8:00 p.m. on the proposed dates; they
plan to limit the number of tickets to 600 per event; there will only be a couple of access
Page 1 of 2
points into the concert area; and that she was unaware of any complaints from
surrounding property owners.
There were no citizens to speak on this request. The Planning Commission
recommends approval of this special use permit petition with a condition that limits the
outdoor gatherings to five outdoor concerts between May 1st and September 30th of
2016.
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
Staff recommends that the Board approve the second reading of the ordinance to allow
a special use permit for outdoor gatherings.
Page 2 of 2
Petitioner:
Request:
Location:
Magisterial District:
Suggested Conditions:
EXECUTIVE SUMMARY:
STAFF REPORT
Julie Abernethy (Friendship Living)
To obtain a Special Use Permit for Outdoor Gathering(s) in a C -2C, High Intensity
Commercial District with Conditions, on approximately 10.51 acres
450 Springbeauty Street
Hollins
1. The outdoor gatherings shall be limited to five (5) outdoor concerts between
May 1, 2016 and September 30, 2016.
Julie Abernethy, at the behest of Friendship Living, proposes holding a series of outdoor concert events at 450
Springbeauty Street. The applicant proposes five events between May and September of 2016, on property
currently zoned C -2C, High Intensity Commercial, with conditions.
If approved through a Special Use Permit, the outdoor concerts would have a minimal impact on the community
during event times. The applicant hopes to limit adverse community impacts through the standards outlined in their
application. Through compliance with the submitted event plans, and Use and Design requirements, the proposed
use would meet requirements of the Roanoke County Zoning Ordinance and conform to the 2005 Roanoke County
Comprehensive Plan.
APPLICABLE REGULATIONS
Section 30-29-7 of the Roanoke County Zoning Ordinance defines an "Outdoor Gathering" as:
"Any temporary organized gathering expected to attract five hundred (500) or more people at one time in
open spaces outside an enclosed structure. Included in this use type would be music festivals, church
revivals, carnivals and fairs, and similar transient amusement and recreational activities not otherwise listed
in this section. Such activities held in public parks, university campuses or on public school property shall
not be included within this use type."
An Outdoor Gathering use is allowed in the C-2 with a Special Use Permit. Section 30-87-3 of the Roanoke
County Zoning Ordinance provides use and design standards for outdoor gatherings, as follows:
1. As part of the application for a special use permit the petitioner shall submit information indicating the
individuals and/or parties sponsoring the event, the nature of the gathering, the events, displays, and/or
entertainment scheduled, the number of tickets to be sold, an estimate of the total number of people
expected to attend, and the dates for which the permit is requested.
In addition, a detailed plan shall be submitted of all facilities to be provided in accordance with the
following guidelines.
a. Adequate provisions for sanitation facilities, garbage and trash collection and disposal, and facilities for
providing food, water and lodging for persons at the gathering shall be provided.
b. The sponsors shall provide for adequate medical facilities, fire protection and security of the site.
c. Adequate on-site parking shall be provided for all employees and patrons of the gathering. The parking
layout shall be determined in advance of the festival, adequately marked on the site and shall be
supervised during the festival in such a manner as to provide safe and convenient access to all patrons
and employees, and to accommodate emergency service vehicles.
d. Adequate off-site circulation and traffic controls to provide safe ingress and egress to the gathering
without burdening the existing road network or substantially disrupting the normal flow of traffic.
e. Any lighting installed for the gathering shall be directed away from adjoining properties and public
rights-of-way, and shall not exceed one-half (0.5) foot candle measured at the property boundary of the
site.
f. The level of any music and other noise created by the gathering shall be directed away from any
adjoining residence and may be specifically limited by the board of supervisors.
Through her application, the petitioner indicated she will meet applicable Use and Design standards by the
following actions:
1. Friendship Living will provide five port -a -johns, fifteen portable cardboard trash receptacles, and two food
trucks at the event.
2. An ambulance will be on the property for each concert, for the sole purpose of providing emergency
medical services to event attendees and staff.
3. Five volunteers and two off duty Roanoke County police officers will direct traffic and help expeditiously
park vehicles during event times.
4. On-site parking will take place in an approximately 92,336 square foot field, with additional parking
available on two adjacent land parcels owned by Friendship Living. Should the event require overflow
parking, Friendship Living has an agreement with Crossroads Church (4827 Delray Street) to provide
additional parking, with shuttle buses used to transport attendees to and from the event.
5. Friendship Living will limit ticket sales to six -hundred (600).
6. The event stage is oriented away from any residential area. Additionally, the petitioner contracted a
sound engineer, in part to keep the music volume at a level that does not disturb surrounding
neighborhoods.
7. When used, Friendship staff will direct event lighting at the ground and away from any adjoining land
parcels or rights-of-way. While the proposed events would end at 8:00 p.m., the lights will remain on until
9:00 p.m., as necessary for event clean up.
2. ANALYSIS OF EXISTING CONDITIONS
Background — Friendship Living would primarily hold these events on the property at 450 Spring Beauty
Street. The business is a retirement community providing independent and assisted living, as well as
rehabilitation services. The Friendship Living campus includes most of the surrounding commercially zoned
land parcels (twelve Roanoke County land parcels), including a large land parcel located across
Hershberger Road within Roanoke City. The applicant held a similar, but smaller event in May of 2015, with
no known citizen complaints regarding the concert operation. Because of her intent to attract more than
five -hundred (500) individuals to each event, the applicant must obtain a Special Use Permit for Outdoor
Gathering(s), as defined by the Roanoke County Zoning Ordinance.
Topography/Vegetation — A wooded area approximately two hundred and thirty two feet (232) in depth
separates the event site from the closest residential parcel. The topography slopes from the stage to this
residential area. No portion of the event would take place inside any required buffer yard. While a small
stream exists on the property, the wooded area separates the watercourse from the event site.
Surrounding Neighborhood —The surrounding properties are zoned either R-1, Low Density Residential, or
C-2, High Intensity Commercial. The closest residence is located approximately four hundred and thirty
nine (439) feet from the event stage, which faces away from the closest single family homes and towards
large buildings owned by Friendship Living. Furthermore, the adjacent commercial properties are primarily
owned by Friendship Living, who employs the petitioner.
ANALYSIS OF PROPOSED DEVELOPMENT
Site Lavout/Architecture — The applicant proposes no permanent changes to either the site or any structures
on or near the site. The applicant provided maps and other diagrams demonstrating the design and
operation of the site during event dates and times. These documents, along with other information provided
by the applicant, indicate overall conformance with the Zoning Ordinance and applicable Use and Design
Standards. Additionally, the applicant conducted a similar, but less attended, concert in May of 2015, with
no known citizen complaints regarding the event. The applicant intends to have a beer truck at the event,
and has been in contact with the Virginia Department of Alcoholic Beverage Control in order to meet State
requirements regarding alcohol use at outdoor venues. Mrs. Abernathy has also contacted the Health
Department regarding any State food and sanitation requirements.
Access/Traffic Circulation — The subject parcel is directly accessed from Florist Road, which is adjacent to
the primary event parking area. The applicant proposes utilizing five volunteers, and two off-duty Roanoke
County Police officers, to direct traffic at the site and assist in expeditiously parking vehicles. The Roanoke
County Police Department stated the applicant seemed to adequately address traffic, noise and safety
concerns in their application. The Virginia Department of Transportation did not comment regarding the
applicant's outdoor gathering proposal and submitted plan.
Fire & Rescue/Utilities — The applicant proposes having an ambulance on the premises for each event,
dedicated to any medical emergencies occurring during the concert. Additionally, the North County Fire
Rescue Station, containing a fire engine and ambulance, is located within one mile of the proposed event
site. The Roanoke County Fire Rescue Department has no objection to the applicant's petition and the Fire
Marshall's office worked with the applicant as she planned the events. A Fire Marshall representative will
be present at each concert.
Economic Development — The Department had no objection to the applicant's proposal.
4.
Building Safety — No impact anticipated.
Community Meeting — The applicant and staff held a community meeting at the North County Fire Rescue
Station on April 11, 2016 from 6 to 8 p.m. Two citizens attended this meeting. Both attendees had
questions concerning the amount of noise generated by the proposed events. Both citizens stated the
applicant addressed their concerns during this meeting. The citizens went on to state they were in support
of the events.
CONFORMANCE WITH ROANOKE COUNTY COMMUNITY PLAN
The Roanoke County Comprehensive Plan designated the Future Land Use of the property as Core, where
high intensity urban development is encouraged: Land uses within Core areas may parallel the central
business districts of Roanoke, Salem and Vinton. Core areas may also be appropriate for larger -scale
highway -oriented retail uses and regionally -based shopping facilities. Due to limited availability, areas
designated as Core are not appropriate for tax-exempt facilities.
STAFF CONCLUSIONS
Staff anticipates that the proposed Outdoor Gathering use will have a minimal impact on the surrounding
neighborhood only during event times, when use and design standards are followed by the applicant. The
petitioner provided information in their application which demonstrates a detailed plan to mitigate significant,
adverse impact to the surrounding neighborhood. Additionally, the applicant conducted a similar event,
albeit on a smaller scale in 2015, with no known citizen complaints regarding negative effects in the
community. To date, the Department heard no public objection regarding the proposed events. The
proposed use meets the requirements of the Roanoke County Zoning Ordinance and conforms to the
Roanoke County Comprehensive Plan.
CASE NUMBER:
PREPARED BY:
HEARING DATES:
ATTACHEMENTS:
3-512016
Brian W. Hughes
PC: 5/3/2016
Application
Application: Addendum A
Event Map
Aerial Map
Land Use Map
Zoning Map
C-2 District Standards
BOS: 5/24/2016
Outdoor Gathering Use and Design Standards
0
APPLICATION FOR
OUTDOOR GATHERING
Friendship Living
March 25, 241E
Contents
Introduction.........................................................................................................................................
OutdoorGathering Specifics................................................................................................................
SafetyPlan.......................................................................................................................................
ParkingPlan..........................................................................................................................................
Circulation/Traffic Plan........................................................................................................................
LightingSpecifics..................................................................................................................................
SanitizationPian...................................................................................................................................
FoodSafety Plan...................................................................................................................................
OtherAttachments: ........ ........................................... ............. .................... .....................................
.. 2
.. 2
-3
.. 4
.. 4
4
..5
..5
..5
Introduction
Julie Abernethy, the Assistant Director of Resident Services in Friendship Living is applying for
an Outdoor Gathering Permit for an outdoor musical event, hereafter referred to as the
Friendship Summer Concert Series, that will be held on a Saturday once a month from May
through September. The property intended for the use of the outdoor gathering is determined
to be a Transition area, specifically a multi -family residential use area.
Outdoor Gathering Specifics
Friendship is the sole sponsor of the Friendship Summer Concert Series, a charitable event
where all admission and beer/wine sale proceeds are donated to local charities. Friendship is
the sponsor and underwrites all the event expenses. Friendship has contracted with five
different musical guests one for each of the dates from May through September to perform in
our Friendship Amphitheater (map attached). All concerts run from 6:00 p.m. to 8:00 p.m. The
Concert Series dates are set as follows:
1. Saturday, May 28, 2016 — The Key West Band
2. Saturday, June 25, 2016—Absoulut
3. Saturday, July 23, 2016 —Jane Powell
4. Saturday, August 27, 2016 — Seven Mile Ford
5. Saturday, September 10, 2016 — The Legacy Motown Revue
To further engage the local community, Friendship is working with the Development Director
Amy Milberger of the Jefferson Center to have each concert date opened by a student artist
from the Jefferson Center Music Lab. The Director of Education and Outreach John Maroun is
working to prepare these students now to play as opening acts for these outdoor concerts.
Friendship has contracted with SRO Productions, managed by Kent Martin, to handle audio on
each scheduled date. SRO Productions sets up a sound table and adjusts sound levels for the
musicians. Friendship management decided to hire one sound company to manage sound for
all events to ensure consistent sound levels as to not negatively affect the surrounding
apartments or neighborhood. Kent Martin has a history of musical event production in the
Roanoke Valley, specifically with Party in the Park in Roanoke, and contributed greatly to the
planning of the event in 2015.
In addition to the band performance, Friendship will also be contracting with up to two (2) local
food trucks and one (1) local beer truck business for attendees to enjoy (See Map). The Fire
Marshal walks through the event date prior to show opening time to inspect the fire -safety
devices of each of the kitchens on the food trucks. Furthermore, the Roanoke County Fire
Marshal, Brian Simmons, with whom Friendship consulted in the planning of the 2015 event,
insisted Friendship have extinguishers at each 10 ft. x 10 ft. tent location as well as at the
Budweiser beer truck and the food truck kitchens. To be overly prepared, Friendship Living staff
purchased additional fire extinguishers on behalf of our food vendors to be in compliance.
We expect approximately 100 of our retirement community residents to be in attendance, and
we are estimating an additional 300 people from the general public to attend.
• Sponsors of the event: Friendship Living
• Nature of the gathering: Charitable Outdoor Concert
• Events planned:
a. Saturday, May 28, 2016 — The Key West Band
b. Saturday, June 25, 2016 — Absoulut
c. Saturday, July 23, 2016 — Jane Powell
d. Saturday, August 27, 2016 —Seven Mile Ford
e. Saturday, September 10, 2016 — The Legacy Motown Revue
• Displays/entertainment: Food trucks, beer truck, live music
Number of tickets sold: admission wristbands are sold at the gate
• Estimate of attendance: 400-500
• Event Times: Saturday evenings from 6:00 p.m. — 8:00 p.m.
Safety Plan
One of our main goals is to ensure the safety of all participants. To that end, we have
consulted with the Fire Marshal and are working closely with Safety Station #1. Last
year, in 2015 we had one EMS truck from Cave Spring Rescue Squad with three EMS
staff on location parked at our event in case of medical emergencies.
We will also have a minimum of 20 Friendship staff members in attendance to ensure
the safety and security of all attendees. Each Friendship volunteer wears a bright -
colored lime green event shirt with "EVENT STAFF" in bold font across the back as to
be spotted easily for event attendees. The volunteer coordinator, Julie Abernethy,
meet with the volunteers at the beginning of the event to review event procedures
and answer questions. Volunteers are assigned to the following areas:
• Parking lot entrance from Florist Road
• Admission Tent #1 from Parking Lot
• Admission Tent #2 from Bluebell Lane
ID Check station & Beer Ticket Sales
• Beer Truck serving
• Golf carts to help seat patrons
Friendship hires two off-duty Police Officers from Roanoke County to be present at the
event in uniform to have an authoritative presence in case of an emergency. The two
officers are located primarily at the Florist Road entrance for all visitors to see as they
arrive. In addition to hired police presence, Friendship Security staffs offers an
additional Friendship Security officer at our event, just for increased assistance as
needed.
Parking Plan
Friendship provides onsite parking for employees and patrons (See Map). The majority
of event attendee parking is directed to field location as managed by Friendship
parking volunteers. For those patrons who need handicapped parking, Friendship
volunteers direct them to our Employee and Overflow Parking Lot. A golf cart shuttle
runs from the parking lot down into the field.
If the use of the Assisted Living Parking Lot is required, we small bus and golf cart
shuttles attendees from the Lot to the Amphitheater and back. If it is necessary that
we use a small bus, the driver will be a Friendship Transportation staff member with an
appropriate Commercial Driver's License through the Commonwealth of Virginia.
The main grassy -area parking lot will be monitored by a minimum of five parking
volunteers, and an additional minimum of two volunteers monitor the resident parking
area to ensure that no event -goers park in Resident Parking lots.
Cave Spring Rescue Squad, or another EMS vehicle, parked on our event location inside of the event
area and set-up a tent with their staff. They are available throughout the event in the case of an
emergency.
Circulation /Traffic Plan
Friendship will have a minimum of five Friendship volunteers to assist in the flow of traffic from
Florist Rd. onto Spring Beauty Street. Directional parking signs line the property and directing
the flow of visitors to the large grassy parking area.
One volunteer will be stationed near the entrance of the Friendship Health and
Rehabilitation on Hershberger Road to direct the west -bound flow of traffic to the
campus.
One volunteer will be stationed at the entrance of the Friendship Independent Living
Campus on Hershberger Road to direct the east -bound flow of traffic to campus. This
volunteer will also direct traffic to the Friendship Assisted Living Parking Lot if the
additional parking space becomes necessary.
One volunteer will be stationed at the entrance of the Independent Living Campus on
Florist Road to direct the north- and south -bound flow of traffic to the campus.
One volunteer will be stationed at the intersection of Springbeauty Street and Bluebell
Lane to direct the flow of traffic to the parking lot entrances.
Lighting Specifics
In the late summer, rental lights from United Rentals on Orange Avenue are utilized at the very
end of the concert at concert goers are leaving. These lights are directed into the property as to
not affect our surrounding neighbors. These lights are gas -operated and will be in use from
approximately 5:00 p.m. -9:00 p.m., again only in August and September due to lighting needs
in the late summer.
Sanitization Plan
Friendship will be providing three port -a -johns for the use of attendees. Each port -a -john will
be equipped with sanitization equipment. Friendship will also have hand sanitization available
near each food or beer truck. The sanitation station provides hand sanitizer and paper towels
outside of the port -a -johns and the food area.
Food Safety Plan
Food trucks are included by invitation only from the most respected local food trucks in business in the
Roanoke Valley.
Other Attachments:
• Signed and dated letter,on letterhead from the property manager/owner -approval for
event
• Planned community meetings with surrounding community:
o Planning Commission Hearing Date: May 3,2016,7:00 p.m.
o Board of Supervisors Hearing Date: May 24, 2016, 7:00 p.m.
t.J�J
March 25, 2016
To Whom It May Concern:
I, Julie Abernethy, give my permission for Friendship Village Corporation to hold the Friendship Summer
Concert Series.
Sincerely,
Julie ernethy
Assistant Director of Resident Services, Friendship Retirement
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Application Requirements
Consultation with the County Planning staff to review the feasibility of the proposal and to
obtain recommended procedures and technical assistance. Applicant is encouraged to
contact adjoining property owners to inform them of the proposal.
Application must be legible and signed by property owner, contract purchaser, or owner's
agent.
Justification stating in general terms the change in use of the property, the effect of the changes on the surrounding
area, the reasons for the request, the consistency of the request with the Community Plan, and the consistency of the
request with the general purposes of the Zoning Ordinance and the purpose stated at the beginning of the applicable
district regulations.
Concept Plan of the proposed project and the concept plan checklist must be submitted with the applications. Plan
must be 8.5" x 1 1 ".
Metes and bounds description must accompany rezoning and special use permit application.
Water and sewer application and plauivaetrie maps must accompany rezoning and special use permit application, if
applicable.
List of adjoining property owners including owner's names, addresses (mailing address including zip code) and tax
map numbers of all adjoining properties and those directly across any public right-of-way must accompany
application, including those in adjacent jurisdictions. Refer to tax records in the County Assessor's office.
Application fees must accompany application and are as follows:
Rezoning — Agri/Single/Two
$115
+ $20/acre or porion thereof
Rezoning — Multi -family
$860
+ $25/acre or portion thereof
Rezoning — industrial
$840
+ $30/acre or portion thereof
Rezoning — Commercial
$915
+ $32/acre or portion thereof
Land Use Plan Amendment
$710
Special Use B Landfill
$1,875
Special Use D Other
$40
Variance
$190
Waiver
$190
Administrative Appeal
$275
In addition, the applicant must pay legal advertlsement.fees. Staff will prepare ad for the applicant and deliver ad to
The Roanoke Times. The applicant will be billed by The Roanoke Times for the ad.
Public Hearing Notices must be posted at clearly visible locations along the street frontage or property lines of the
subject property. Notices will be issued by Planning &.Zoning following receipt of the completed application.
For further information or assistance, please contact:
Department of Community Development - Planning & Zoning
5204 Bernard Drive, SW P O Boa 29800
Roanoke, VA 24018-0798
Phone (540)772-2068 - Fax (540)776-7155
E -Mail: planninae roanokecount va. ov
All required items must be submitted before the application deadline.
County of Roanoke
Community Development
Planning & Zoning
5204 Bernard Drive
P O Box 29800
Roanoke, VA 24018
(540) 772-2068 FAX (540) 776-7155
For Staff Use Only
D to r ce vett: j Received by:
Application fee: ['CTIA da e:
a.o
Placards issued: 130S date:
Case Number , -- � 6 1 1 A
ALL APPLICANTS
Check type of application filed (check all that apply)
❑ Rezoning El Special Use ❑ Variance ❑ Waiver ❑ Administrative Appeal ❑ Comp Plan (15.2-2232) Review
Applicants name/address w/zip Phone: 540) 204-6049
Work: (540) 777_-4612
Julie Abernethy, Asst. Director of Resident Services Cell #:
397 Hershberger Road, Roanoke, VA 24012 Fax No.: (540) 777-5955
Owner's name/address whip Phone 4: 540 777-7599
Work: (540) 777-4612
Friendship Apartment Village Corp Fax No. #: (540) 777-5955
397 Hershberger Road, Roanoke, VA 24012
Property Location
Magisterial District: Hollins
Community Planning area: Hollins
450 Springbeauty Street, Roanoke, VA 24012
Tax Map No.: 038.15-01-01.00-0000
Existing Zoning: C2 - High Intensity Commercial
Size ofparcel(s): Acres: 10.51AC
Existing Land Use: Transitional
REZONING, SPECIAL USE PERMIT, WAIVER AND COMP PLAN (15.2-2232) REVIEW APPLICANTS. (R/SIW/CP) .'
Proposed Zoning: N/A
Proposed Land Use: NIA
Does the parcel meet the minimum lot area, width, and frontage requirements of the requested district?
Yes No , IF NO, A VARIANCE IS REQUIRED FIRST.
Does the parcel meet the minimum criteria for the requested Use Type? Yes No
IF NO, A VARIANCE IS REQUIRED FIRST
If rezoning request, are conditions being proffered with this request? Yes No
VARIANCE, WAIVER AND ADMINISTRATIVE APPEAL APPLICANTS ,(VIKAA)
Variance/Waiver of Section(s) NIA of the Roanoke County Zoning Ordinance in order to:
NIA
Appeal of Zoning Administrator's decision to NIA
Appeal of Interpretation of Section(s): NIA of the Roanoke County Zoning Ordinance
Appeal of Interpretation of Zoning Map to NIA
Is the application complete? Please check if enclosed. APPLICATION WILL NOT BE ACCEPTED IF ANY OF THESE
ITEMS ARE MISSING OR INCOMPLETE.
R/SAVICP v/AA R/SAV/CP V/AA RISnv/CP N'/AA
Consultation 8 1/2" x I V concept plan Application fee
Application Metes and bounds description Proffers, if applicable
Justification Water and sewer application Adjoining property owners
I hereby certify that I am either the owner of the property or the owner's agent or contract purchaser and am acting with the knowledge and
consent rthe owner.
Owner's Signature
2
JUSTIFICATION FOR.REZONING, SPECIAL USE PERMIT WAIVER OR. COWMAN (15.2-22.32) REVIEW
REQUESTS
Applicant Julie Abernethy, Assistant Director of Resident Services, Friendship
The Planning Commission will study rezoning, special use permit waiver or community plan (15.2-2232) review requests to
deten-nine the need and justification for the change in terms of public health, safety, and general welfare. Please answer the
following questions as thoroughly as possible. Use additional space if necessary.
Please explain how the request furthers the purposes of the Roanoke County Ordinance as well as the purpose found at the
beginning of the applicable zoning district classification in the Zoning Ordinance.
Please see attached documents.
Please explain how the project conforms to the general guidelines and policies contained in the Roanoke County
Community Plana
Please see attached documents.
Please describe the impact(s) of the request on the property itself, the adjoining properties, and the surrounding area, as
well as the impacts on public services and facilities, including water/sewer, roads, schools, parks/recreation and fire and
rescue.
Please see attached documents.
JUSTIFICATION FOR VARIANCE. REQUEST
Applicant
The of Zoning Appeals is required by Section 15.2-2309 of the Code of Virginia to consider the following factors before a
variance can be granted. Please read the factors listed below carefully and in your own words, describe how the request meets
each factor. If additional space is needed, use additional sheets of paper.
1. The variance shall not be contrary to the public interest and shall be in harmony with the intended spirit and purpose of
the Zoning Ordinance,
NIA
2. The variance will not be of a substantial detriment to the adjacent properties or the character of the district.
NIA
3. Evidence supporting claim:
NIA
4
JUSTIFICATION FOR ADMINISTRATIVE APPEAL REQUEST
Applicant
Please respond to the following as thoroughly as possible. If additional space is needed, use additional sheets of paper.
1. Reasons for appeal:
NIA
2. Evidence supporting claim:
NIA
S
CONCEPT PLAN CHECKLIST
A concept plan of the proposed project must be submitted with the application. The concept plan shall graphically depict
the land use change, development or variance that is to be considered. Further, the plan shall address any potential land use
or design issues arising from the request. In such cases involving rezonings, the applicant may proffer conditions to limit
the future use and development of the property and by so doing, correct any deficiencies that may not be manageable by
County permitting regulations.
The concept plan should not be confused with the site plan or plot plan that is required prior to the issuance of a building
permit. Site plan and building permit procedures ensure compliance with State and County development regulations and
may require changes to the initial concept plan. Unless limiting conditions are proffered and accepted in a rezoning or
imposed on a special use permit or variance, the concept plan may be altered to the extent permitted by the zoning district
and other regulations.
A concept plan is required with all rezoning, special use permit, waiver, community plan (15.2-2232) review and variance
applications. The plan should be prepared by a professional site planner. The level of detail may vary, depending oil the
nature of the request. The County Planning Division staff may exempt some of the items or suggest the addition of extra
items, but the following are considered minimum:
ALL,APPLICANTS
Applicant name and name of development
b. Date, scale and north at -row
E4< Lot size in acres or square feet and dimensions
Lal'd. Location, names of owners and Roanoke County tax map numbers of adjoining properties
L/ Physical features such as ground cover, natural watercourses, floodplain, etc.
ER f. The zoning and land use of all adjacent properties
All property lines and easements
h. All buildings, existing and proposed, and dimensions, floor area and heights
ff-i. Location, widths and names of all existing or platted streets or other public ways within or adjacent to the
development
j. Dimensions and locations of all driveways, parking spaces and loading spaces
Additional h?1brinafion requh-ed for REZONING and SPECIAL USE PERMIT APPLICANTS
EO/k. Existing utilities (water, sewer, storm drains) and connections at the site
1. Any driveways, entrances/exits, curb openings and crossovers
m. Topography map in a suitable scale and contour intervals
ED"n. Approximate street grades and site distances at intersections
o. Locations of all adjacent fire hydrants
p. Any proffered conditions at the site and how they are addressed
q. if project is to be phased, please show phase schedule
certify that all items required in the checklist above are complete.
K
Signature 6
applicant
3/25/2016
Date
6
Community Development •Y P
Planning & Zoning Division
3
POTENTIAL OF NEED FOR TRAFFIC ANALYSIS AND/OR TRAFFIC IMPACT STUDY
The following is a list of potentially high traffic -generating land uses and road network situations
that could elicit a more detailed analysis of the existing and proposed traffic pertinent to your
rezoning, subdivision waiver, public street waiver, or special use permit request. If your request
involves one of the items on the ensuing list, we recommend that you meet with a County
planner, the County traffic engineer, and/or Virginia Department of Transportation staff to
discuss the potential additional traffic related information that may need to be submitted with
the application in order to expedite your application process.
(Note this list is not inclusive and the County staff and VDOT reserve the right to request a
traffic study at any time, as deemed necessary.)
High Traffic --Generating Land Uses:
• Single-family residential subdivisions, Multi -family residential units, or Apartments with
more than 75 dwelling units
• Restaurant (with or without drive-through windows)
• Gas station/Convenience store/Car wash
• Retail shop/Shopping center
• Offices (including: financial institutions, general, medical, etc.)
• Regional public facilities
• Educational/Recreational facilities
• Religious assemblies
• Hotel/Motel
• Golf course
• Hospital/Nursing home/Clinic
• Industrial site/Factory
• Day care center
• Bank
• Non-specific use requests
Road Network Situations:
• Development adjacent to/with access onto/within 500 -ft of intersection of a roadway
classified as an arterial road (e.g., Rte 11, 24, 115, 117, 460, 11/460, 220, 221, 419, etc)
• For new phases or changes to a development where a previously submitted traffic study is
more than two (2) years old and/or roadway conditions have changed significantly
• When required to evaluate access issues
• Development with ingress/egress on roads planned or scheduled for expansion, widening,
improvements, etc. (i.e. on Long Range Transportation Plan, Six -Yr Road Plan, etc.)
• Development in an area where there is a known existing traffic and/or safety problem
• Development would potentially negatively impact existing/planned traffic signal(s)
• Substantial departure from the Community Plan
• Any site that is expected to generate over one hundred (100) trips during the peak hour of
the traffic generator or the peak hour on the adjacent streets, or over seven hundred fifty
(750) trips in an average day
Effective date: April 19, 2005
7
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Community Development _ Planning & Zoning Division
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NOTICE TO APPLICANTS FOR REZONING, SUBDIVISION WAIVER, PUBLIC
STREET WAIVER, OR SPECIAL USE PERMIT PETITION
PLANNING COMMISSION APPLICATION ACCEPTANCE PROCEDURE
The Roanoke County Planning Commission reserves the right to continue a Rezoning, Subdivision
Waiver, Public Street Waiver or Special Use Permit petition if new or additional information is presented
at the public hearing. If it is the opinion of the majority of the Planning Commissioners present at the
scheduled public hearing that sufficient time was not available for planning staff and/or an outside referral
agency to adequately evaluate and provide written comments and suggestions on the new or additional
information prior to the scheduled public hearing then the Planning Commission may vote to continue the
petition. This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the
new or additional information and provide written comments and suggestions to be included in a written
memorandum by planning staff to the Planning Commission. The Planning Commission shall consult
with planning staff to determine if a continuance may be warranted.
POTENTIAL OF NEED FOR TRAFFIC ANALYSES AND/OR TRAFFIC IMPACT STUDY
The Roanoke County Planning Commission reserves the right to continue a Rezoning, Subdivision
Waiver, Public Street Waiver, or Special Use Permit petition if the County Traffic Engineer or staff from
the Virginia Department of Transportation requests further traffic analyses and/or a traffic impact study
that would be beneficial in malting a land use decision (Note: a list of potential land uses and situations
that would necessilale farrther sludy is provided as part of this applicalion package).
This continuance shall allow sufficient time for all necessary reviewing parties to evaluate the required
traffic analyses and/or traffic impact study and to provide written comments and/or suggestions to the
planning staff and the Planning Commission. If a continuance is warranted, the applicant will be notified
of the continuance and the newly scheduled public hearing date.
Effective date: April 19, 2005
NIA
Name of Petition
Petitioner's Signature
Date
Unofficial Property Record Card - Roanoke County, Virginia
General Property Data
Parcel ID 038.95-01-01.00-0000
Prior Parcel ID --
PropertyOwner FRIENDSHIP APARTMENT VILLAGE -
CORPORATION
Mailing Address P O BOX 5009
City ROANOKE
Mailing State VA Zip 24012
Account Number 13443
Property Location 450 SPRINGBEAUTY ST
Property Use COMMERCIAL
Most Recent Sale Date 7/2712007
Legal Reference DB200711647
Grantor FRIENDSHIP MANOR APT VILLAGE CORP,
Sale Price 0
Jurisdiction-ZoningCode-County-C2CS-General Land Area 10.51 -AC
Description Commercial]GondSUP
Current Property Assessment
Card 1 Value Building Value 0 Xtra Features 39,000 Land Value 735,700 Total Value 774,700
Value
Building Description
Building Style NIA
# of Living Units NIA
Year Built NIA
StyielStory Height NIA
Insulation NIA
Foundation Type NIA
Frame Type NIA
Roof Structure NIA
Roof Cover NIA
Primary Ext. Siding NIA
Flooring Type NIA
Basement Floor NIA
Heating Type NIA
Heating Fuel NIA
Air Conditioning 0%
Finished Area (SF) NIA Interior Walls NIA # of Bsmt Garages 0
Number Rooms 0 # of Bedrooms 0 # of Full Baths 0
# of 314 Baths 0 # of 112 Baths 0 # of Other Fixtures 0
Legal Description
REMAINING FOR OF RESUSD TR F1 HERSHBERGER RD & FLORIST RD
Narrative Description of Property
This property contains 10.51 -AC of land mainly classified as COMMERCIAL with a(n) NIA style building, built about NIA, having NIA
exterior and NIA roof cover, with NIA unit(s), 0 room(s), 0 bedroom(s), 0 bath(s), 0 half bath(s).
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APPLICATION FOR
OUTDOOR GATHERING
ADDENDUM A
Friendship Living
April 6, 2016
Contents
LimitingTicket sales..................................................................................................................................2
Port-a-Johns.............................................................................................................................................. 2
Beerand Food Trucks............................................................................................................................... 2
ParkingAccommodations.........................................................................................................................2
TrafficDirectors........................................................................................................................................2
TrashReceptacles.....................................................................................................................................2
Limiting Ticket Sales
If approved for Friendship to accept over 500 admissions, we will limit ticket sales to 600 admissions as
this would be double what we accommodated last year.
Port -a -Johns
We plan to have five port -a johns in order to have enough for a maximum of 600 people.
Beer and Food Trucks
Beer and Food trucks will be located south east of the amphitheater. Specific locations are notated on the
attached map.
Parking Accommodations
During our 2015 Summer Concert Series, Friendship hosted approximately 300 attendees. During those
events, the designated parking area did not reach half of capacity The attached map gives a rough
estimate of maximum capacity. Additionally, we have a relationship with Crossroads Church (4827 Delray
Street, NW, Roanoke, VA 24012) who has agreed to work with us for overflow parking, should it become
necessary. In that circumstance, Friendship would provide shuttle buses to transport people to and from
the concert venue.
Traffic Directors
Five volunteers and two off duty police officers adequately managed traffic during the 2015 Summer
Concert Series. However, with expected growth, Friendship will assign three additional volunteers to
manage traffic during the heavy traffic hours prior to the event and at the event closing.
Trash Receptacles
Friendship will supply 15 cardboard trash cans from the Corrugated Container Corporation. The trash
receptacles will be scattered proportionately throughout the event area and at meeting points (entrance
tents, beer tents, sanitation station).
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C-2 District Regulations
SEC. 30-54. C-2 HIGH INTENSITY COMMERCIAL DISTRICT.
Sec. 30-54-1. Purpose.
(A) The purpose of this district is to provide locations for a variety of commercial and service
related activities within the urban service area serving a community of several
neighborhoods or large areas of the county. This district is intended for general
application throughout the county. High intensity commercial districts are most
appropriately found along major arterial thoroughfares which serve large segments of the
county's population. The C-2 district permits a wide variety of retail and service related
uses. Land uses permitted in this district are generally consistent with the
recommendations set forth in the transition and core land use categories of the
comprehensive plan. Site development regulations are designed to ensure compatibility
with adjoining land uses.
(Ord. No. 042208-16, § 1, 4-22-08, Ord. No. 111213-15, § 1, 11-12-13)
Sec. 30-54-2. Permitted Uses.
(A) The following uses are permitted by right subject to all other applicable requirements
contained in this ordinance. An asterisk (*) indicates additional, modified or more
stringent standards as listed in article IV, use and design standards, for those specific
uses.
Residential Uses
Accessory Apartment *
Home Beauty/Barber Salon *
Home Occupation, Type I *
Multi -Family Dwelling *
Two -Family Dwelling *
2. Civic Uses
Administrative Services
Clubs
Cultural Services
Day Care Center *
C-2 District Regulations
Educational Facilities, College/University
Educational Facilities, Primary/Secondary
Family Day Care Home
Guidance Services
Park and Ride Facility
Post Office
Public Assembly
Public Parks and Recreational Areas
Safety Services *
Utility Services, Minor
3. Office Uses
Financial Institutions
General Office
Medical Office
Laboratories
4. Commercial Uses
Agricultural Services
Antique Shops
Automobile Dealership
Automobile Repair Services, Minor
Automobile Rental/Leasing
Automobile Parts/Supply, Retail
Bed and Breakfast *
2
Boarding House
Business Support Services
Business or Trade Schools
Commercial Indoor Entertainment
Commercial Indoor Sports and Recreation
Commercial Outdoor Entertainment
Commercial Outdoor Sports and Recreation
Communications Services
Construction Sales and Services *
Consumer Repair Services
Convenience Store *
Fuel Center *
Funeral Services
Garden Center *
Gasoline Station *
Hospital
Hotel/Motel/Motor Lodge
Kennel, Commercial
Pawn Shop
Personal Improvement Services
Personal Services
Restaurant, Drive-in or Fast Food *
Restaurant, General
3
C-2 District Regulations
C-2 District Regulations
Retail Sales
Studio, Fine Arts
Veterinary Hospital/Clinic
5. Industrial Uses
Recycling Centers and Stations
6. Miscellaneous Uses
Amateur Radio Tower
Parking Facility *
(B) The following uses are allowed only by special use permit pursuant to section 30-19. An
asterisk (*) indicates additional, modified or more stringent standards as listed in article
IV, use and design standards, for those specific uses.
1. Civic Uses
Adult Care Residences
Halfway House
Life Care Facility
Nursing Home
Religious Assembly
Utility Services, Major
2. Commercial Uses
Adult Business *
Automobile Repair Services, Major
Car Wash *
Commercial Indoor Amusement
Dance Hall
S
C-2 District Regulations
Equipment Sales and Rental *
Manufactured Home Sales *
Mini -warehouse *
Outpatient Mental Health and Substance Abuse Center
Recreational Vehicle Sales and Service *
Surplus Sales
Truck Stop *
3. Industrial Uses
Custom Manufacturing *
Industry, Type I
Landfill, Rubble *
Transportation Terminal
4. Miscellaneous Uses
Broadcasting Tower *
Outdoor Gatherings *
(Ord. No. 82493-8, § 2, 8-24-93; Ord. No. 022796-14, § 1, 2-27-96; 042297-14, § 1, 4-22-97;
Ord. No. 042799-11, § 2, 4-27-99; Ord. No. 102803-15, § 2, 10-28-03; Ord. No. 102505-7, § 2,
10-25-05; Ord. No. 042208-16, § 1, 4-22-08; Ord. No. 052411-9, § 1, 5-24-11, Ord. No. 111213-
15, § 1, 11-12-13)
Sec. 30-54-3. Site Development Regulations.
General Standards. For additional, modified, or more stringent standards for specific uses, see
Article IV, Use and Design Standards.
(A) Minimum lot requirements.
1. Lots served by private well and sewage disposal system;
a. Area: 1 acre (43,560 square feet).
5
C-2 District Regulations
b. Frontage: 100 feet on a publicly owned and maintained street.
2. Lots served by either public sewer or water, or both:
a. Area: 15,000 square feet.
b. Frontage: 75 feet on a publicly owned and maintained street.
(B) Minimum setback requirements.
1. Front yard:
a. Principal structures: 30 feet, or 20 feet when all parking is located behind
the front building line.
b. Accessory structures: Behind the front building line.
2. Side yard: None.
3. Rear yard:
a. Principal structures: 15 feet.
b. Accessory structures: 3 feet.
4. Where a lot fronts on more than one street, front yard setbacks shall apply to all
streets.
(C) Maximum height of structures.
1. Height limitations:
a. Principal structures: When adjoining property zoned R-1 or R-2, 45 feet,
including rooftop mechanical equipment. The maximum height may be
increased, provided each required side and rear yard adjoining the R-1 or
R-2 district is increased two feet for each foot in height over 45 feet. In all
locations the height is unlimited unless otherwise restricted by this
ordinance.
b. Accessory structures: actual height of principal structure.
(D) Maximum coverage.
1. Building coverage: 50 percent of the total lot area.
2. Lot coverage: 90 percent of the total lot area.
C:
C-2 District Regulations
(Ord. No. 62293-12, § 10, 6-22-93)
Use & Design Standards — Miscellaneous Uses
Sec. 30-87-3. Outdoor Gatherings.
(A) General standards:
As part of the application for a special use permit the petitioner shall submit
information indicating the individuals and/or parties sponsoring the event, the
nature of the gathering, the events, displays and/or entertainment scheduled, the
number of tickets to be sold, an estimate of the total number of people expected to
attend, and the dates for which the permit is requested.
2. In addition, a detailed plan shall be submitted of all facilities to be provided in
accordance with the following guidelines:
a. Adequate provisions for sanitation facilities, garbage and trash collection
and disposal, and facilities for providing food, water and lodging for
persons at the gathering shall be provided.
b. The sponsors shall provide for adequate medical facilities, fire protection
and security of the site.
C. Adequate on-site parking shall be provided for all employees and patrons
of the gathering. The parking layout shall be determined in advance of the
festival, adequately marked on the site and shall be supervised during the
festival in such a manner as to provide safe and convenient access to all
patrons and employees, and to accommodate emergency service vehicles.
d. Adequate off-site circulation and traffic controls to provide safe ingress
and egress to the gathering without burdening the existing road network or
substantially disrupting the normal flow of traffic.
e. Any lighting installed for the gathering shall be directed away from
adjoining properties and public rights-of-way, and shall not exceed one-
half (0.5) foot candle measured at the property boundary of the site.
f. The level of any music and other noise created by the gathering shall be
directed away from any adjoining residence and may be specifically
limited by the board of supervisors.
(Ord. No. 052411-9, § 1, 5-24-11)
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 GRANTING A SPECIAL USE PERMIT FOR OUTDOOR
GATHERINGS IN A C-2CS, HIGH INTENSITY COMMERCIAL DISTRICT
WITH CONDITIONS AND SPECIAL USE PERMIT, ON
APPROXIMATELY 10.51 ACRES, AT A PARCEL LOCATED AT 450
SPRINGBEAUTY STREET, HOLLINS MAGISTERIAL DISTRICT, UPON
THE PETITION OF JULIE ABERNATHY, AGENT FOR FRIENDSHIP
APARTMENT VILLAGE CORP.
WHEREAS, Julie Abernethy, agent for Friendship Apartment Village Corp. has
filed a petition for a special use permit for outdoor gatherings at 450 Springbeauty
Street (Tax Parcel No. 038.15-01-01.00-0000), in a C-2CS, High Intensity Commercial
District with Conditions and Special Use Permit, on approximately 10.51 acres, in the
Hollins Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on
May 3, 2016; and
WHEREAS, the Planning Commission recommends approval of the petition with
the condition that the outdoor gatherings shall be limited to five outdoor concerts
between May 1st and September 30th of 2016; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first
reading on this matter on April 26, 2016; the second reading and public hearing on this
matter was held on May 24, 2016.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the Board finds that the granting of a special use permit to Julie
Abernethy, agent for Friendship Apartment Village Corp., for outdoor gathering use at
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450 Springbeauty Street (Tax Parcel No. 038.15-01-01.00-0000), in a C-2CS, High
Intensity Commercial District with Conditions and Special Use Permit, on approximately
10.51 acres, in the Hollins Magisterial District, is substantially in accord with the adopted
2005 Community Plan, as amended, pursuant to the provisions of Section 15.2-2232 of
the 1950 Code of Virginia, as amended, and that it shall have a minimum adverse
impact on the surrounding neighborhood or community, and said special use permit is
hereby approved with the following condition:
(a) The outdoor gatherings shall be limited to five outdoor concerts
between May 1st and September 30th of 2016.
2. That this ordinance shall be in full force and effect immediately after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The provisions of this special use
permit are not severable. Invalidation of any word, phrase, clause, sentence or
paragraph shall invalidate the remainder. The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
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