Loading...
HomeMy WebLinkAbout10/11/2016 - Adopted Board RecordsACTION NO. A-101116-1 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: October 11, 2016 Request to approve proposed amendment to the Volunteer Incentive Program (VIP) Stephen Simon Chief of Fire and Rescue Thomas C. Gates County Administrator Chief Stephen Simon, the joint Chairs of the Volunteer Fire and Rescue Chiefs Board, and the VIP Board of Trustees are requesting to eliminate the call percentage requirement for volunteers while maintaining accountability for volunteers who receive a stipend under the VIP program. BACKGROUND: The Fire & Rescue Department's VIP program was established in January of 2006 as a way to reward fire and rescue volunteers for meeting minimum service criteria. The program currently has an annual budget of $150,000 with a payout maximum of $500 per volunteer per year. The program is audited annually by an outside auditor to ensure program compliance. The VIP Board of Trustees members are appointed by the Roanoke County Board of Supervisors and meetings are held monthly to review the administration of the program. In 2012, the VIP program initiated an additional pre -qualifier that required volunteers to document answering 10% of the total calls dispatched to their station during volunteer hours unless they are a member of a "high call volume" station (defined by dispatched calls during volunteer hours totaling more than 1000 calls per calendar year). Volunteers who are members of "high call volume" stations are required to answer 3% of the total calls dispatched to their station during volunteer hours. The Fire & Rescue Department staff prepares an annual call report that is utilized to benchmark individual Page 1 of 2 volunteer call activity for each of the 15 volunteer organizations. Fire/EMS response is performed by a combination of career personnel and volunteer staff. Career staff is present at every County station and as a result, it is increasingly impractical to separate calls performed solely by volunteer staff. Additionally, Advanced Life Support (ALS) service calls, lengthy wilderness rescues, and the routine need to re- deploy volunteer personnel, all result in skewed volunteer reporting data. As a result, it is recommended the County discontinue volunteer call reporting requirements and effectively return the VIP system to pre 2012 qualification standards. Volunteers will continue to document their activity and provide the appropriate forms that clearly demonstrate their service to the County, however, specific call volume standards will be eliminated. The revised form approved by the VIP Board is attached. FISCAL IMPACT: Funding is already approved for the VIP program. STAFF RECOMMENDATION: Approve the proposed amendment to the VIP program eliminating the call percentage requirement beginning with the 2016 calendar year submissions while maintaining the annual audit process. VOTE: Supervisor McNamara moved to approve the proposed amendment; Supervisor Hooker seconded the motion. Motion approved. cc: Stephen G. Simon, Chief of Fire and Rescue Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Stephen G. Simon, Chief of Fire and Rescue Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 11, 2016 ORDINANCE 101116-2 OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA AUTHORIZING ROANOKE COUNTY SUPPORT OF FINANCING BY THE WESTERN VIRGINIA REGIONAL INDUSTRIAL FACILITY AUTHORITY WHEREAS, the Western Virginia Regional Industrial Facility Authority (the "Authority") is a political subdivision of the Commonwealth of Virginia duly created pursuant to the Virginia Regional Industrial Facilities Act, Chapter 64 of Title 15.2 of the Code of Virginia of 1950, as amended (the "Act"); and WHEREAS, the Act authorizes the Authority to borrow money to pay the costs of real estate and facilities for manufacturing, warehousing, distribution, office or other commercial purposes in order to promote economic development in the geographical area served by the Authority, to accept funds from counties, cities and towns and use the same for Authority purposes, to make loans and to enter into contracts of any kind to accomplish the purposes of the Authority; and WHEREAS, in order to further the purposes of the Act, the Authority proposes to undertake the financing of land acquisition and related improvements and facilities, including necessary expenses incidental thereto (collectively, the "Project"), and to obtain the funds therefor by the issuance of the Authority Revenue Bond (as hereinafter defined); and WHEREAS, the County of Roanoke, Virginia (the "County"), the City of Roanoke, Virginia and the City of Salem, Virginia (together with the County, collectively the "Participants" and each individually, including the County, a "Participant") agree with the need for the Project and that the Project will facilitate the Page 1 of 8 development of real estate and facilities as described above and promote commerce and the prosperity of the citizens in the geographical area served by the Authority; and WHEREAS, to finance the Project, the Authority has determined to issue pursuant to the terms of a Bond Purchase and Loan Agreement dated as of October 11, 2016 (the "Bond Purchase and Loan Agreement") between the Authority and Union Bank & Trust (the "Bank"), its Revenue Bond, Series 2016 in the maximum principal amount of $10,000,000 (the "Authority Revenue Bond") and to use the proceeds thereof to finance costs incurred in connection with the Project and to pay certain costs of issuance of the Authority Revenue Bond; and WHEREAS, such Authority Revenue Bond will be secured by a pledge of the revenues and receipts received by the Authority from payments made by the County pursuant to the Support Agreement and the Lease Agreement (each as defined below) and payments made by the other Participants pursuant to separate agreements between the Authority and the other Participants as further described herein, such payments from the County to constitute a percentage of amounts due under the terms of the Authority Revenue Bond and the Bond Purchase and Loan Agreement (the "Roanoke County Portion of Support"); and WHEREAS, payments from other Participants in support of payments due in connection with financing of the Project will be due in the percentages set forth in the Bond Purchase and Loan Agreement from the City of Roanoke and the City of Salem, and the obligation of the Authority to pay principal and interest on the Authority Revenue Bond will be limited to payments received from the Participants in accordance with the terms of the Bond Purchase and Loan Agreement; and Page 2 of 8 WHEREAS, all such payments from the Participants (including the Roanoke County Portion of Support) have been assigned from the Authority to the Bank for the payment of debt service on the Authority Revenue Bond pursuant to an Assignment Agreement between the Authority and the Bank, dated as of October 11, 2016 (the "Assignment Agreement"); and WHEREAS, the Authority will lease the Leased Property (as defined below) from the County for an approximately 25 year term under the Ground Lease (as defined below) and in turn, lease the Leased Property to the County for approximately 21 years under the Lease Agreement (as defined below), and the Roanoke County Portion of Support will be secured by an assignment of the Authority's rights under such lease agreements to the Bank (except the right to receive indemnification, to receive notices and to give consents and to receive its administrative expenses) under the Assignment Agreement, which is to be acknowledged and consented to by the County; WHEREAS, there have been presented to this meeting drafts of the following documents (collectively, the "Documents") in connection with the transactions described above, copies of which shall be filed with the records of the Board of Supervisors: a. a Ground Lease, dated as of October 11, 2016, between the County and the Authority (the "Ground Lease") conveying to the Authority a leasehold interest in the selected property, as described therein (the "Leased Property"); Page 3 of 8 b. a Lease Agreement, dated as of October 11, 2016, between the Authority and the County (the "Lease Agreement") conveying to the County a leasehold interest in such Leased Property; c. a Support Agreement between the Authority and the County, dated as of October 11, 2016 (the "Support Agreement") setting forth the County's moral obligation toward payment of rent payments under the Lease Agreement in amounts equal to the Roanoke County Portion of Support; d. the Bond Purchase and Loan Agreement; e. the Assignment Agreement, assigning to the Bank certain of the Authority's rights under the Support Agreement, the Lease Agreement and the Ground Lease, which is to be acknowledged and consented to by the County (the "Assignment Agreement"); f. a Specimen Authority Revenue Bond. The first reading of this ordinance was held on September 27, 2016 and the second reading of this ordinance was held on October 11, 2016. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of the County of Roanoke, Virginia: 1. The following plan for financing is approved. The Authority shall use the proceeds from the issuance of the Authority Revenue Bond to finance the Project. The Authority shall lease the Leased Property from the County for a lease term of approximately 25 years and lease the Leased Property to the County for a lease term not less than the term of the Authority Revenue Bond at a rent sufficient to pay when due the Roanoke County Portion of Support. Page 4 of 8 The obligation of the Authority to pay principal and interest on the Authority Revenue Bond will be limited to payments received from the Participants in accordance with the terms of the Bond Purchase and Loan Agreement. The obligation of the County to pay the Roanoke County Portion of Support will be subject to the Board of Supervisors of the County making annual appropriations for such purpose. The amount of the Roanoke County Portion of Support designated for support of the principal amount of the Authority Revenue Bond shall not exceed $5,000,000. The Board of Supervisors on behalf of the County will set forth in the Support Agreement its moral obligation toward the payment of the Roanoke County Portion of Support. If the Board of Supervisors exercises its right not to appropriate money for rent payments due under the Lease Agreement in the amount of the Roanoke County Portion of Support, the bondholder may terminate the Lease Agreement or otherwise exclude the County from possession of the Leased Property. The issuance of the Authority Revenue Bond on the terms set forth in the Bond Purchase and Loan Agreement is hereby approved. 2. The Board of Supervisors hereby approves, acknowledges and consents to, as appropriate, the Documents in substantially the forms submitted to this meeting with such completions, omissions, modifications, insertions and changes as may be approved by the Chairman or Vice Chairman of the Board of Supervisors or the County Administrator, whose execution of the Documents to be signed by the County shall be conclusive evidence of such approval, acknowledgement and consent. The final terms and interest rate of Page 5 of 8 the Authority Revenue Bond in a maximum principal amount of $10,000,000 will be approved as authorized by the Authority. 3. Any authorization herein to execute a document shall include authorization to deliver it to the other parties thereto and to record such document where appropriate. 4. The Board of Supervisors finds and determines that the Project is in furtherance of lawful purpose and objectives and will be in the public interest, will benefit the citizens of the County, will increase commerce and will promote the safety, health, welfare, convenience and prosperity of the County and its citizens. 5. The Chairman or Vice Chairman of the Board of Supervisors, or either of them, and the County Administrator and Clerk of the Board of Supervisors are each hereby authorized and directed to execute the Documents to be signed by the County as described above and such other instruments, agreements and documents as are necessary to the proper execution and delivery of the Support Agreement, to lease the Leased Property and to create and perfect a complete assignment of the rents and revenues due or to become due in favor of the Bank in accordance with the Support Agreement and the Lease Agreement. The officers, employees and representatives of the County are authorized and directed to work with representatives of the Authority, the Bank, the Authority's financial advisor, the Authority's bond counsel and representatives of the other Participants to take such actions, authorize such services and prepare all documentation Page 6 of 8 (including but not limited to fulfilling Bank title search and other requirements related to the Leased Property) necessary to issue the Authority Revenue Bond in accordance with the Documents and to otherwise carry out the intent of this Ordinance. 6. All other acts of the officers, employees, agents and representatives of the County that are in conformity with the purposes and intent of this Ordinance and in furtherance of the issuance and sale of the Authority Revenue Bond, the leasing of the Leased Property, the execution and delivery of the Documents and the undertaking of the Project are hereby approved, ratified and confirmed. 7. Nothing in this Ordinance, the Authority Revenue Bond or any documents executed or delivered in relation thereto shall constitute a debt or a pledge of the faith and credit of the County, and the County shall not be obligated to make any payments under or in relation to the Documents except from payments made by or on behalf of the County under the Lease Agreement pursuant to annual appropriation thereof in accordance with applicable law. The Board of Supervisors, while recognizing that it is not empowered to make any binding commitment to make appropriations beyond the current fiscal year, hereby states its intent to make annual appropriations in future fiscal years in amounts sufficient to pay the Roanoke County Portion of Support and hereby recommends that future Boards of Supervisors do likewise during the term of the Authority Revenue Bond. 8. This Ordinance shall take effect immediately. Page 7 of 8 On motion of Supervisor McNamara to adopt the ordinance, seconded by Supervisor Peters and carried by the following recorded vote: AYES: Supervisors Assaid, Hooker, McNamara, Peters NAYS: Supervisor Bedrosian A COPY TESTE: Deborah C. Jacks) Chief Deputy Clerkthe Board of Supervisors cc: Thomas C. Gates, County Administrator Ruth Ellen Kuhnel, County Attorney Jill Loope, Director of Economic Development Philip Thompson, Deputy Director of Planning Rebecca Owens, Director of Finance Page 8 of 8 ACTION NO. 101116-3.a ITEM NO. 1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 11, 2016 AGENDA ITEM: Two monetary donations given to the Roanoke County Police Department to be used for the Project Lifesaver Program SUBMITTED BY: APPROVED BY: ISSUE: Howard Hall Chief of Police Thomas C. Gates County Administrator Acceptance of two donations to the Project Lifesaver Program BACKGROUND: Mr. Brian Asbury and Mrs. Jackie Asbury donated $300 on June 20, 2016. Mr. Joseph Shepard and Mrs. Karen Shepard also donated $300 on June 27, 2016 to be used for the Project Lifesaver Program. DISCUSSION: The funds for Project Lifesaver are used to purchase electronic tracking bracelets that allow an individual with Alzheimer's/Dementia, (or a child with Autism), to be electronically tracked by the police when they wander away from their caregiver. The bracelets can mean the difference between life and death - especially in the event of extreme weather conditions. FISCAL IMPACT: There is no fiscal impact. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends acceptance of this donation. VOTE: Supervisor Peters moved to approve two monetary donations; Supervisor McNamara seconded the motion. Motion approved. cc: Howard B. Hall, Chief of Police Chris Bever, Director of Management and Budget Rebecca Owens, Director of Management and Budget Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Howard B. Hall, Chief of Police Chris Bever, Director of Management and Budget Rebecca Owens, Director of Management and Budget Page 2 of 2 ACTION NO. A -101116-3.b ITEM NO. 1-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: October 11, 2016 Confirmation of appointment to the Economic Development Authority (EDA) (appointed by District) Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Confirmation of appointment. BACKGROUND: Economic Development Authority (EDA)(appointed by District) The four-year term of Linwood P. Windley, representing the Windsor Hllls Magisterial District expired September 26, 2016. DISCUSSION: Economic Development Authority (EDA)(appointed by District) Supervisor Joseph P. McNamara has recommended Linwood P. Windley for an additional four-year term to expire September 26, 2020. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends approval of Supervisor McNamara's recommendation. Page 1 of 2 VOTE: Supervisor Peters moved to confirm the appointment. Supervisor Hooker seconded the motion. Motion approved. cc: Jill Loope, Director of Economic Development Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Jill Loope, Director of Economic Development Page 2 of 2 ACTION NO. A -101116-3.c ITEM NO. 1-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: October 11, 2016 Request to approve holiday schedule for calendar years 2017 and 2018 Anne -Marie Green Director of Human Resources Thomas C. Gates County Administrator Approval of the Calendar Year 2017 and 2018 Holiday Schedule. BACKGROUND: The Board of Supervisors approves the Holiday Schedule for Roanoke County offices on a bi-annual basis. Attached is the proposed schedule for calendar years 2017 and 2018. DISCUSSION: The County's current Holiday Schedule includes Columbus Day as a "floating" holiday. A "floating" holiday granted by the County permits employees to choose any day of the calendar year as a holiday, subject to staffing needs of the Department. Floating holidays offer the benefit of keeping the government open during lesser observed holidays (ie. Columbus Day) while granting employees discretion in how they use their leave benefit. For the 2017 and 2018 Holiday Schedule, staff is recommending the "floating" holiday currently granted for Columbus Day be eliminated and that the County adopt Christmas Eve as a scheduled holiday. Experience suggests minimal public utilization of County facilities on Christmas Eve and considerable leave usage by employees. Staff has consulted with the Employee Advisory Committee (EAC) and the EAC has offered their Page 1 of 2 support for the proposed change. FISCAL IMPACT: There is nominal fiscal impact from this recommended change. There would be some operational savings from the closing of public facilities on Christmas Eve. County employees may "bank" floating holidays and be paid for them upon termination. This change would reduce future leave liabilities. STAFF RECOMMENDATION: Staff recommends that the Board approve the attached Holiday Schedule for 2017 and 2018. VOTE: Supervisor Peters moved to approve the schedule; Supervisor Hooker seconded the motion. Motion approved. cc: Anne -Marie Green, Director of Human Resources Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Anne -Marie Green, Director of Human Resources Page 2 of 2 2017 Holidays New Year's Day Monday, January 2 (Observed) Martin Luther King Day Monday, January 16 Presidents' Day Monday, February 13 - Floating [Memorial Day Monday, May 29 Fndependence Day Tuesday, July 4 Tabor Day Monday, September 4 Veteran's Day Friday, November 10 (Observed) - Floating Thanksgiving Day Thursday, November 23 Day after Thanksgiving Friday, November 24 Christmas Eve Tuesday, December 26 Christmas Day Monday, December 25 2018 Holidays New Year's Day Monday, January 1 Martin Luther King Day Monday, January 15 Presidents' Day Monday, February 12 - Floating Memorial Day Monday, May 28 Independence Day Wednesday, July 4 Labor Day Monday, September 3 Veteran's Day Monday, November 12 — (Observed) - Floating Thanksgiving Day Thursday, November 22 Day after Thanksgiving Friday, November 23 Christmas Eve Monday, December 24 Christmas Day Tuesday, December 25 ACTION NO. A -101116-3.d ITEM NO. 1-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 11, 2016 AGENDA ITEM: Designation of voting delegate to the Virginia Association of Counties (VACo) Conference to be held November 13-15, 2016 SUBMITTED BY: APPROVED BY: ISSUE: Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Designation of voting delegate to VACo BACKGROUND: The Virginia Association of Counties' (VACo) annual conference will be held November 13-15, 2016. They have requested that each county designate a representative of its Board of Supervisors as well as an alternate to cast its votes at the annual business meeting on Tuesday, November 15, 2016. The voting credentials form must be submitted to VACo by November 1, 2016. DISCUSSION: Vice Chairman Joseph P. McNamara will be attending the conference and it is recommended that he be appointed as Roanoke County's voting representative for 2016. Additionally, it is recommended that Ruth Ellen Kuhnel, County Attorney, be designated as the alternate. FISCAL IMPACT: There is no fiscal impact associated with this Board action. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends appointing Joseph P. McNamara and Ruth Ellen Kuhnel as the voting representatives for 2016. VOTE: Supervisor Peters moved to approve the voting delegates; Supervisor Hooker seconded the motion. Motion approved. cc: Joseph P. McNamara, Supervisor Ruth Ellen Kuhnel, County Attorney Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Joseph P. McNamara, Supervisor Ruth Ellen Kuhnel, County Attorney Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 11, 2016 RESOLUTION 101116-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for October 11, 2016, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5 inclusive, as follows: 1. Approval of minutes — September 13, 2016 2. Two monetary donations given to the Roanoke County Police Department to be used for the Project Lifesaver Program 3. Confirmation of appointment to the Economic Development Authority (EDA)(appointed by District) 4. Request to approve holiday schedule for calendar years 2017 and 2018 5. Designation of voting delegate to the Virginia Association of Counties (VACo) Conference to be held November 13-15, 2016 On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor McNamara and carried by the following recorded vote: AYES: Supervisors Assaid, Bedrosian, Hooker, McNamara, Peters NAYS: None Deborah C. J Chief Deputy Page 1 of 1 the Board of Supervisors