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HomeMy WebLinkAbout2/11/2003 - Regular 87 February 11 , 2003 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 February 11, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of February, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 2:05 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice-Chairman Richard C. Flora, Supervisors Michael W. Altizer, Joseph B. “Butch” Church, H. Odell “Fuzzy” Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Diane S. Childers, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Keith Beasley, Good Shepherd Lutheran Church, Roanoke, Virginia. The Pledge of Allegiance was recited by all present. 88 February 11 , 2003 IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Certificate of recognition to Roanoke County Public Schools for receiving the Energy Star Label designation at the Roanoke County School Administration Building and Oak Grove Elementary School This item was postponed until February 25, 2003. 2. Certificate of recognition to Danielle Partridge, one of the County’s Emergency Medical Dispatchers, for her assistance during an emergency call. Chairman McNamara presented the certificate of recognition to Danielle Partridge. Also present at the meeting were Ray Lavinder, Chief of Police; Emily Totten, Communications Training Officer; Lieutenant Donna Furrow and Pat Shumate, Chief Communications Officer. 3. Introduction of Rebecca Owens as new Finance Director for Roanoke County Diane D. Hyatt, Chief Financial Officer, introduced Rebecca Owens who was appointed as the new Director of Finance effective January 2003. She reported that Ms. Owens has served as a Finance Manager in the Roanoke County Finance Department for the past three years, and was responsible for the implementation of the new GASB 34 accounting pronouncements. Ms. Owens holds a Bachelor’s Degree and a Master’s Degree in Business Administration. Prior to coming to Roanoke County, Ms. 89 February 11 , 2003 Owens was employed in the Finance Department for the City of Salem. Ms. Owens reported that she has enjoyed working at the County for the past three years, and indicated that she is looking forward to serving in the capacity of Director of Finance. Supervisors Minnix and Flora extended congratulations to Ms. Owens and stated that they have heard many positive comments regarding her quality of work and relationships with staff. IN RE: NEW BUSINESS 1. Resolution authorizing the County Administrator to enact compliance program for the Health Insurance Portability and Accountability Act (HIPAA) requirements (Dan O'Donnell, Assistant County Administrator) R-021103-1 Mr. O’Donnell reported that at a work session on January 28, staff outlined the steps necessary for compliance with HIPAA requirements. The resolution being presented today accomplishes two things: (1) It declares the County to be a “hybrid” entity which simplifies the procedures the County must go through for compliance. The services which will be affected include employee benefits and ambulance service. (2) It places the responsibility for HIPAA compliance with County administration and provides a formal record that the Board of Supervisors has taken appropriate steps to comply with the law. 90 February 11 , 2003 There was no discussion on this item. Supervisor Flora moved to adopt the resolution and commended staff for responding quickly in developing a plan for compliance. The motion passed by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-1ADOPTING A POLICY TO IMPLEMENT A COMPLIANCE PROGRAM WITH THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) FOR ROANOKE COUNTY WHEREAS, in 1996 the United States Congress adopted the Health Insurance Portability and Accountability Act (“HIPAA”) to govern the portability of health benefits, special enrollment, and non-discrimination rules; this Act is intended to make health care information systems more cost effective and efficient by requiring standardized electronic transmissions of certain claims related information; and, WHEREAS, the Department of Health and Human Services has issued final regulations governing privacy of health information, and covered entities are required to comply with these privacy rules by April 14, 2003; and, WHEREAS, the Roanoke County Board of Supervisors intends to comply with HIPAA, and to safeguard and protect confidential health information by adopting the following policy. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: Purpose The intent of this policy is to outline general guidance for compliance with the Health Insurance Portability and Accountability Act (HIPAA), specifically those regulations pertaining to privacy of individually identifiable health information as published in federal regulations 45 CFR Parts 160 and 164. It shall be the policy of Roanoke County to safeguard and protect confidential health information for all subscribers to the County’s self-funded health insurance program and other health benefits covered by HIPAA. Additionally, It shall be the policy of Roanoke County to safeguard and protect confidential health information of any client of medical services offered by Roanoke County that are determined to be covered services under HIPAA. 91 February 11 , 2003 Description of Roanoke County Under Hipaa and Applicability Roanoke County has been determined to be a hybrid entity under HIPAA (CFR 45 164.504). This determination means that the County has components that may be considered Health Plans, Medical Services or Clearinghouses as defined by HIPAA. These components shall be considered separate covered entities and the policies adopted by Roanoke County apply only to these components. The entire County shall not be considered covered by all HIPAA requirements. The County’s HIPAA compliance program shall pertain only to those functions and services described below. The specific components of the County that have been determined to be covered by HIPAA by virtue of being health plans, medical services or clearinghouses are as follows: ? Self Funded Health Insurance and other employee benefit plans including Dental Insurance, Employee Assistance Program and Flexible Spending Program. ? Medical services that perform covered electronic transactions or serve as a health plans or clearinghouses including emergency medical transportation service (ambulance) All other services of the County have been reviewed for HIPAA applicability and have been determined to be exempt from HIPAA compliance requirements as they do not fall under the definition of covered entities as described in the federal regulations. The County Administrator, or his designee, is hereby directed to adopt, implement and enforce such administrative rules and regulations as may be necessary to comply with HIPAA. The Finance, Fire and Rescue, and Human Resources Departments are identified as departments of the County that may have access to individually identifiable health information that may require additional training and departmental policies to ensure compliance with HIPAA. Minimum Necessary Information Roanoke County will use and disclose only the minimum amount of information necessary to provide services and benefits to employees covered by the County health insurance benefits and clients of the County provided medical services. (CFR 45 164.502) The minimum necessary policy does not apply to: ? Disclosures to or by a health care provider for treatment; ? Uses or disclosures made to the individual; ? Uses or disclosures authorized by the individual; ? Disclosures made to the Secretary of the United States Department of Health and Human Services in accordance with federal HIPAA regulations at 45 CFR, 160 Subpart C.; ? Uses or disclosures required by law; and ? Uses or disclosures that are required for compliance with federal HIPAA regulations at 45 CFR, Parts 160 and 164. 92 February 11 , 2003 Designation of Privacy Officer The County Administrator shall appoint a Privacy Officer (CFR 45 164.530). It shall be the responsibility of the Privacy Officer, in conjunction with the County Attorney, to coordinate the overall HIPAA compliance program for Roanoke County. The Privacy Officer may designate additional Privacy Officers at the program or department level to assist in the HIPAA compliance effort. The responsibilities of the Privacy Officer shall be as follows: 1) Provide overall coordination of the Roanoke County HIPAA compliance process. 2) Ensure that the Notice of Privacy Practices is distributed as appropriate to employees covered by the county health plan, and clients receiving covered health services from County agencies. 3) Investigate complaints of privacy violations under HIPAA. 4) Serve as the contact person responsible for receiving HIPAA based complaints. 5) Ensure that covered departments maintain logs of HIPPA based complaints and authorized disclosures. 6) Ensure that Business Associate agreements are executed with all vendors and outside entities handling protected health information on the County’s behalf. 7) Conduct internal audits of HIPAA covered services to ensure requirements are being met. 8) Ensure that HIPAA training is provided to appropriate personnel. 9) The Privacy Officer shall serve as the final step in all department and program level dispute resolutions arising from complaints or allegations of HIPAA privacy violations. Notice of Privacy Practices Roanoke County shall develop and distribute Notices of Privacy Practices for all services offered by the County for which HIPAA applies. Such notices shall be provided to all individuals served by County provided health plans, medical services and clearinghouses in accordance with federal law. (CFR 45 164.520) Sanctions Employees who are found to have violated HIPAA privacy requirements shall be subject to disciplinary actions in accordance with the Roanoke County Employee Handbook, up to and including termination of employment (CFR 45 16.530). These County sanctions may be in addition to the civil and criminal penalties described in the federal regulations. The specific sanctions shall be determined on a case-by-case basis depending upon the severity of the infraction. HIPAA violations committed by non- county business associates shall be considered grounds for termination of professional services contracts, in addition to any civil and/or criminal penalties levied by the federal government. 93 February 11 , 2003 Training All employees engaged in handling protected health information shall receive appropriate training on permitted uses of protected health information and HIPAA compliance requirements (CFR 45 164.530). Upon successfully completing the training, these employees will be required to sign a confidentiality agreement that certifies training has been received and that breaches of confidentiality are grounds for disciplinary and possibly legal action. Business Associates All outside entities that handle protected health information on behalf of Roanoke County shall enter into appropriate Business Associate agreements to be negotiated by or upon form approved by the County Attorney (CFR 45 160.103). Failure to sign a Business Associate agreement may be grounds for discontinuing the business relationship by the County. Departmental Policies Nothing contained in this policy shall preclude departments and programs to adopt additional policies to further safeguard the protected health information of clients. However, departmental privacy policies shall be approved by and filed with the Privacy Officer prior to enactment by the departments. Effective Date This Resolution shall be effective immediately upon its adoption. On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 2. Request for additional staffing at various County Fire and Rescue Stations. (Elmer Hodge, County Administrator; Dan O’Donnell, Assistant County Administrator; Richard Burch, Fire and Rescue Chief) A-021103-2 Mr. Hodge reported that at the work session on January 28, Supervisor Church requested the addition of three staff people at the Catawba Station. At that time, it was the consensus of the Board to proceed with this request. He reported that 94 February 11 , 2003 two years ago, the number of career staff was insufficient to handle the work load that exists today. Due to the increased level of service provided by the County, it takes longer to handle a call today than it did several years ago. It had been difficult to keep up with increasing call loads and as a result, staff wanted to move toward a 24 hour, 7 days per week coverage. The Board established a goal of providing Advanced Life Support (ALS) response to 80% of the citizens within six minutes. To move forward with this goal, Phase I staffing was authorized and 20 additional Fire and Rescue Paramedic Firefighter positions were approved. Almost immediately, it became apparent that additional staff would be necessary to cover other areas of the County. In Phase II, the Board authorized a Fee for Transport charge that provided funding for 15 additional positions. Shortly after Phase I and II staff were in place, the Volunteer Rescue Chief for the Mason’s Cove station contacted Chief Burch requesting assistance covering rescue calls in that area because there were not enough volunteers to answer calls. Due to this critical need, Mr. Hodge reported that he authorized Chief Burch to staff the Mason’s Cove station with the four authorized “over-hires” along with the one career person who had been assigned to the Catawba station. He noted that one person is not sufficient to operate a station: two people are required to operate an ambulance, and a minimum of three people are required to operate a fire truck. In order to maintain two individuals in a station, more people must be hired to allow for sick leave, vacation and schedule rotations. These staff members were placed at Mason’s Cove on a temporary basis until the volunteers could recruit additional members, which 95 February 11 , 2003 they have been unable to accomplish. This necessitates leaving these individuals at the Mason’s Cove station, and one of the actions needed today is to authorize the funding of four positions at Mason’s Cove. Mr. Hodge stated that Supervisor Church’s request is based on the concept that every station should have an adequate number of volunteers or career staff to provide service. If this is the Board’s consensus, then three additional individuals would need to be placed at the Catawba station at a cost of $135,000 per year. Additional fees in excess of the amount estimated have been collected from the Fee for Transport totaling $280,000 which is in reserve for Fire and Rescue services. The cost for staffing at the Mason’s Cove station totals $180,000 which will leave $100,000 to be appropriated toward funding for the Catawba station, leaving a deficit of $35,000. If it is the Board’s decision to proceed with this request, the individuals at Mason’s Cove are already in place and this poses a present need for funding. Any requests beyond this will necessitate staff being hired and trained through the Academy. Funding for these positions can be prorated depending upon when the hiring and training takes place. Mr. Hodge indicated that other needs exist throughout the County, and stated that staff will present an overview of all stations. One station of particular interest is the Hollins station, the busiest station in the County, which has additional staffing needs. Mr. Hodge stated that staff would like to receive direction from the Board at today’s meeting to begin planning for staffing, budgeting, and formation of a new rookie school at the Academy. 96 February 11 , 2003 Chief Burch reviewed Chart A, shown below, which illustrates how positions were assigned to County stations and the resulting improvements in coverage. Chief Burch noted that Phase I and II staffing provided for a total of 35 new positions, plus the four overhires at Mason’s Cove, and allowed the Fire and Rescue Department to achieve the Board’s goal of providing ALS to 80% of the citizens within six minutes. Chart A –2002 Phase I and II Staffing Allocation Second Personnel EMS Fire Ambulance/ StationStation NameIncreaseCoverageCoverageLadder Truck 424 / 7 ALS Hollins12 / 512 / 5 5 Cave Spring012 / 5 ALS12 / 512 / 5 3 724 / 7 ALS Vinton*12 / 512 / 5 2 924 / 7 ALS12 / 5 Fort Lewis12 / 5 9 Read Mountain0 12 424 / 7 ALS24 / 7 Clearbrook 7 524 / 7 ALS12 / 5 Mason Cove 10 312 / 5 ALS Mount Pleasant 6 112 / 5 ALS12 / 5 Back Creek 11 312 / 5 ALS Bent Mountain 8 Catawba0 4 3 Floating FTE's 39 Total *Includes Town employees February 11, 2003BOS Meeting1 Chief Burch stated that reports showing second due call statistics have pointed out other gaps in the system. Chart B, shown below, shows the number of calls for each station that were run by assisting or neighboring stations when the first due station was unable to respond to the call during calendar year 2002. These situations occur when there are not enough volunteers to staff the stations or when crews are already out on other calls. He noted that the Hollins station has the greatest need with 97 February 11 , 2003 206 calls run by other stations. The Fort Lewis station was second in terms of need with 123 calls. This situation improved in the third and fourth quarters due to the implementation of Phase II staffing. Chart B -2002 Calls Requiring Responses From Assisting Stations Station 1st 2nd 3rd 4th NumberStation NameQuarterQuarterQuarterQuarterTotal 5Hollins46514960206 9Fort Lewis46292721123 6Mount Pleasant28254027120 3Cave Spring2814223498 2Vinton1211172363 Mason's Cove and Catawba 4 & 10EMS24127750 12Read Mountain109151549 11Back Creek97111239 8Bent Mountain12361233 7Clearbrook6691031 10Masons Cove Fire and Accidents634518 4Catawba Fire and Accidents324110 February 11, 2003BOS Meeting2 Supervisor Church questioned when the last time this information was presented to the Board. Chief Burch reported that this information was last presented during the review of Phase I staffing. Supervisor Altizer noted that in the third and fourth quarter, statistics for the Mount Pleasant station increased. He stated that approximately a 22% increase occurred once the Phase II staffing was implemented. He questioned if this could be due to the fact that individuals begin using stations once the available staffing is in place whereas they may not have used them previously. Chief Burch stated that this may be 98 February 11 , 2003 part of the reason for the increase and noted that at one time, this area was covered by another station. Another possible reason is the Mount Pleasant rescue squad continues to have volunteer availability problems at night and on the weekends. Staffing is Monday-Friday at this station. In response to a question from Supervisor Altizer, Chief Burch reported that the number of calls answered has increased but he could not confirm, without further research, if the total number of calls has increased since the implementation of Phase II staffing. Mr. O’Donnell reported that the reason staff is now able to examine second due calls is that prior to the additional staffing provided by the Board, staff was not in a position to analyze backup calls because they were focusing on handling primary coverage. He noted that the fact that the County is now in a position to examine call statistics at this level of detail illustrates the great strides that have made in the last several years. In addition, he stated that this is a numerical approach to examining staffing needs. He noted that there are other valid approaches to coverage such as a geographic analysis. The Board can set the standards for how to evaluate the coverage. Staff is providing this information for the Board’s use in determining where coverage needs exist within the system. Chief Burch reviewed Chart C, shown below, which covers the fiscal impact of the staffing allocation. Due to a number of factors, the fee for transport program has generated projected additional revenues totaling $280,000. Chief Burch stated that the first priority is to fund the four additional positions at the Mason’s Cove 99 February 11 , 2003 station at a cost of approximately $180,000. Staff is requesting that this appropriation be made at today’s meeting. Chief Burch noted that this would leave a balance of $100,000 in the fee for transport program. If three persons are provided for 12 hours per day/ 5 days per week coverage at the Catawba station, this will result in an annual cost of $135,000, leaving a deficit of $35,000. With regard to the academy schedule, Chief Burch reported that the rookie school training is approximately one-third complete at this time. Due to the advertisement, testing and recruitment procedures, it will be approximately July before another school can begin. This will place new personnel available for assignment at the stations in October or November. Due to this scheduling, funding for Catawba will not be needed until the 2003-04 fiscal year. Chart C -Costs of Projected Needs Non Committed Annual Ambulance StationFTECoverageCostsFeesAnnual Fee Balance Masons Cove*424 / 7 ALS$180,000$280,000$100,000 Catawba312 / 5 ALS$135,000$100,000-$35,000 Total7$315,000$280,000-$35,000 * Currently staffed by temporary over hires. February 11, 2003BOS Meeting3 Supervisor Church stated that it was his hope that the Board would set a 100 February 11 , 2003 goal of providing ALS coverage to 100% of the County citizens within six minutes. He stated that the Board should “leave no citizen behind” in terms of service. He concurred that there are very few volunteers in the Catawba area and that Mason’s Cove responds when volunteers are not available, but he emphasized that there has never been a close timing sequence to the Catawba station with regard to the six minute goal. He requested that the order of the funding request be reversed. He noted that the staff is already in place at Mason’s Cove. He stated that, coincidentally, they are both in his district and noted that Hollins is in his district as well. He pointed out that Supervisor Flora represents a large portion of Hollins #5, but they also serve some of the Catawba district in North County. He stated that the County is fortunate to have received the $280,000 in funding from the fee for transport, but that this also indicates that large numbers of individuals required transport service. Supervisor Church moved to appropriate funding to provide three career personnel positions at the Catawba station along with the four positions for the Mason’s Cove station. Supervisor Flora noted that the need for additional staff at the Hollins station was discussed in the work session. The station currently runs approximately 4,000 calls per year and the area is continuing to experience growth. He stated that the Hollins station is experiencing difficulties with calls being backed up during the day and evening, and indicated that consideration may need to be given to opening an additional station to serve this area. He also commented that there is continued projected growth 101 February 11 , 2003 in the area. He stated that due to the increasing demands being placed on the Hollins station, it has become necessary to consider placing additional personnel at this station until a solution for the overall area can be determined. Supervisor Flora moved to amend Supervisor Church’s motion to include three additional personnel for the Hollins station subject to the Hollins Fire & Rescue station and Fire and Rescue Chief Burch agreeing to a memorandum of understanding setting forth the conditions and criteria that would determine when the three additional personnel would be reassigned. Supervisor Minnix stated that many of the County’s financial woes exist because “we are a City trapped in a County’s body”. The County cannot impose a cigarette tax, unlike our neighboring localities, despite the fact that the County is larger than approximately 80% of the cities in the Commonwealth of Virginia. He stated that he did not recall discussing the Mason’s Cove station at the work session on January 14, and indicated that the emphasis was placed on the number of calls at the Hollins station. Chief Burch responded that an overview of the total calls was provided at the work session and, at that time, Mason’s Cove was not on the agenda. He advised that discussions led into staffing issues and what was needed for the future, and the Mason’s Cove staffing needs have since been brought to the forefront. Supervisor Minnix questioned if there would be merit in leaving the floating over-hires at Mason’s Cove and sending the additional staff to be hired to the Hollins station. Mr. Hodge stated that as part of the last work session, information 102 February 11 , 2003 regarding Mason’s Cove was provided. He stated that Mason’s Cove is currently four positions over the number authorized by the Board. He noted that in the public safety area, there has been a policy of over-hiring due to the lead time required to hire and train personnel. The four over-hires were assigned to Mason’s Cove and the remainder of the needs have been handled through use of overtime and part-time personnel. Mr. Hodge indicated that staff needs authorization for the $180,000 necessary for these four positions. Supervisor Minnix stated that he agreed with Supervisor Church that the Board had committed at the work session to provide three positions at the Catawba station. He also concurred with Supervisor Flora that assistance is needed at the Hollins station. Supervisor Minnix indicated that although this action may not appear to be practical in terms of use of resources, it is important that all citizens be treated equally. He stated that he did not think it would be possible to achieve ALS service to 100% of citizens within six minutes, but he is encouraged that Roanoke County is able to attain 80% coverage within six minutes. This comes at a significant cost, but he encouraged the Board to proceed with this action. He voiced the need to consider staffing at the Hollins station, and indicated that he did not have any objection to this being handled through the budget process. Supervisor Flora questioned whether the statistics contained in Chart A, which shows Mason’s Cove with five personnel, includes the four over-hires or if the actual number at Mason’s Cove is nine. Chief Burch stated that the actual number of 103 February 11 , 2003 personnel at Mason’s Cove is five, which consists of four over-hires from May and the individual moved from the Catawba station. Supervisor Church stated that he concurred with Supervisor Minnix when he stated that he did not recall the discussion at the work session focusing on Mason’s Cove. He recalled that Supervisor Minnix supported staffing at the Catawba station, and requested additional information regarding staffing and funding needs at the Hollins station. He stated that Catawba is the only station with zero personnel. He referenced Supervisor Altizer’s comments regarding the increase in calls that occurred following the addition of staff at the Mount Pleasant station, and he stated that perhaps individuals in the Catawba district are simply not placing calls for service because they know there is no staff available at the Catawba station. He stated that in light of the fact that there are zero personnel at the Catawba station, he was requesting that Supervisor Flora consider withdrawing his amendment and consider the needs at the Hollins and other stations throughout the County during the budget process. Mr. Hodge stated that he felt the need to support the Hollins station because it is the busiest station in the County. This station had to turn 206 calls over to other stations for response, which are more calls turned over than several of the smaller stations in the County run in an entire year. This is the equivalent of a new, small station. This indicates the need to break up the district, which ties back in with the discussion for a new station in the Hanging Rock area. This was an item to be discussed as part of the Capital Improvement Program (CIP). Mr. Hodge recommended 104 February 11 , 2003 that the Board fund four positions at Mason’s Cove, three at Catawba, and three for the Hollins station. Supervisor Flora stated that he would not be doing a service to the individuals in North County if he were to withdraw his amendment to the motion currently on the floor. He stated that the need for additional personnel in this area has been clearly demonstrated, and he feels an obligation to give citizens in North County service as good as the citizens in Catawba. Supervisor McNamara stated that it is the Board’s responsibility to determine the level of service recognizing that higher service levels result in higher costs. He noted that Roanoke County places a high priority on public safety and stated that public safety staffing has increased by approximately 50% in terms of firefighter/paramedics during his tenure on the Board. He stated that the County will always have needs to be met, and the Board must be aware of the fact that the citizen’s tax dollars fund these needs. He stated that in the past, Bent Mountain, which is in his district, lost fire and rescue service based on an evaluation by the Fire Chief which indicated that the call volume was low and that individuals in this area could be served from the Back Creek station and the staff positions would be better utilized in other areas. He stated that if it is the Board’s desire to set the goal for ALS service to 100% of citizens within six minutes, this can be done. He does not, however, feel that the citizens will want to bear the resulting costs. His concern is that this becomes a political issue and noted that the staff recommendation states that they are “requesting 105 February 11 , 2003 permission to staff the Mason’s Cove station with four additional paramedic/firefighters and requests an appropriation of $180,000 from the increased revenue generated by fee for transport. This action will continue the 24 hour ALS ambulance service in the Mason’s Cove and Catawba coverage areas that we have provided on a temporary basis.” Supervisor McNamara stated that he supports using an objective determination of staffing levels including criteria such as average response times, call volume, the number of times a call comes into a station when no one is available, etc. He stated that the pending motion on the floor has the Board in a deficit position of approximately $170,000 and he noted that no suggestions for funding this amount have been mentioned. In addition, he questioned how the County would be able to staff a station with two people for 12 hours per day/5 days per week (120 hours) with only three individuals. Chief Burch reported that this is based on an equivalency formula used by fire and rescue to determine staffing needs. He stated that in this case, it comes to 3.37 people. The equivalency number is rounded up or down and adjustments are made through use of overtime, as necessary. Supervisor McNamara noted that this does not allow sufficient time for training, sick leave, etc. Supervisor Church stated that the County should strive for ALS service to 100% of the citizens and should never be satisfied with 80% coverage. He indicated to Supervisor Flora that Catawba and North County are the same. He stated that this issue is a matter of safety and the only reason he asked Supervisor Flora to withdraw his motion was because he wanted to be sure that the Catawba station was adequately 106 February 11 , 2003 staffed before addressing the needs of the Hollins station. He stated that he did not want the individuals in North County, whom he also represents, to misunderstand his actions and assume that he did not wish to support additional staffing for the Hollins area. He withdrew his request for Supervisor Flora to withdraw the amendment to his motion. Supervisor Minnix noted that Mr. Hodge’s original request was for ten additional firefighters – three for the Catawba station and the rest to be utilized as necessary. Mr. Hodge summarized that four positions were needed to fill the temporary positions at Mason’s Cove, three at Catawba, and three at Hollins. He noted that Chief Burch has been meeting with the Hollins station firefighters to determine their needs, and it was agreed that there was a need for three additional staff members at this station. Supervisor Minnix made a substitute motion to hire ten additional personnel to be utilized three at Catawba, four at Mason’s Cove, and three at Hollins. Chairman McNamara noted that this is the motion currently on the floor. Supervisor Flora noted that there are two motions on the floor, and the pending amended motion is the same as Supervisor Minnix’s substitute motion. Supervisor Flora’s amended motion to appropriate funding to provide three positions at the Catawba station, four positions at the Mason’s Cove station, and three additional personnel for the Hollins station, subject to the Hollins Fire & Rescue station and Fire and Rescue Chief Burch agreeing to a memorandum of understanding 107 February 11 , 2003 setting forth the conditions and criteria that would determine when the three additional personnel would be reassigned, was re-stated for the record. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 3. Amendment to resolution approving the refunding of outstanding County of Roanoke General Obligation Public Improvement and Refunding Bonds, Series 1993, to also include Series 1991. (Diane D. Hyatt, Chief Financial Officer) R-021103-3 Ms. Hyatt stated that in October 2002, the Board adopted a resolution approving the issuance of up to $30 million to refund the outstanding County of Roanoke General Obligation Public Improvement and Refunding Bonds, Series 1993. The underwriter that has been selected to negotiate the sale anticipates that the County may also have savings from including the outstanding Series 1991 Bonds. In order to include these bonds, it is necessary to amend the resolution adopted on October 22, 2002 to include reference to the Series 1991 bonds. Ms. Hyatt stated that the refinancing can still be accomplished within the $30 million threshold that was originally established in the resolution. She reported that the current estimate of savings is approximately $136,000 annually through June 30, 2021, for a total savings of $2,595,000 (present value of $1,913,000). This is a 7.2% savings on the remaining 108 February 11 , 2003 debt service. Approximately 10% of the refunding savings will be in the water and sewer funds. Staff recommends approving the resolution to add the Series 1991 general obligation bonds to the approved refunding. Staff also recommends that the portion of savings not related to water and sewer funds be used to fund ongoing County capital projects, such as the vehicle maintenance and building maintenance program that will be discussed by the Board in work session later today. Supervisor Minnix applauded the staff’s efforts to save the taxpayers of the County money. Supervisor Flora questioned whether the $26 million included school bonds. Ms. Hyatt reported that there were school bonds included as portions of these bonds but the exact percentage was not available. Supervisor McNamara questioned how much of the $136,000 is not related to water and sewer funds. Ms. Hyatt stated that approximately 90% is not water and sewer related. Supervisor Minnix moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-3AMENDING AND SUPPLEMENTING A RESOLUTION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA ADOPTED ON OCTOBER 22, 2002 WHICH 109 February 11 , 2003 AUTHORIZED THE ISSUANCE AND SALE OF GENERAL OBLIGATION REFUNDING BONDS WHEREAS, the Board of Supervisors (the "Board") of Roanoke County, Virginia (the "County") on October 22, 2002 adopted a resolution (the "October Resolution") authorizing the issuance of general obligation refunding bonds to refund all or a portion of the County's General Obligation Public Improvement and Refunding Bonds, Series 1993 (the "Series 1993 Bonds"); and WHEREAS, the County's staff, in consultation with its financial and legal advisors, has subsequently identified the County's General Obligation Water System Bonds, Series 1991 (the "Series 1991 Bonds") as additional refunding candidates; and WHEREAS, the Board desires to amend and supplement the October Resolution to accommodate the refunding of Series 1991 Bonds and Series 1993 Bonds according to a single plan of finance; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA 1. Certain Amendments. The Board hereby makes the following changes to the October Resolution to accommodate the additional refunding candidates: (a) All references to the "Prior Bonds" shall include the Series 1991 Bonds; and (b) All references to "Resolution" in the form of bond set forth in Exhibit A to the October Resolution shall refer to the October Resolution as amended and supplemented by this Resolution. 2. Effective Date. This Resolution shall take effect immediately. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: APPOINTMENTS 1. Commission for Senior and Challenged Citizens (Appointed by District) Supervisor Flora nominated Ms. Marie Papp, Hollins Magisterial District, to serve on this committee. There is no term limit. 110 February 11 , 2003 IN RE: CONSENT AGENDA R-021103-4, R-021103-4.b, R-021103-4.c, R-021103-4.d, R-021103-4.e Supervisor Church confirmed with the Clerk that the changes in the minutes that he had requested had been made. Supervisor Minnix moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-4APPROVING 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: 1. That the certain section of the agenda of the Board of Supervisors for February 11, 2003 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 - December 17, 2002, January 17 and January 28, 2003 2. Confirmation of appointments to the Grievance Panel and the Roanoke Regional Airport Commission 3. Resolutions of appreciation upon the retirement of the following individuals: (a) Anita G. MacKenzie, Sheriff’s Office, after twenty-four years of service (b) Ernest R. Miller, Jr., General Services, after thirty-one years of service (c) Ruben L. Roseboro, Fire and Rescue Department, following twenty- seven years of service (d) Robert R. Smith, Jr., Fire and Rescue Department, following 19 years of service 4. Acceptance of water and sewer facilities serving Plantation Grove, Section 3 and 4 111 February 11 , 2003 5. Request to accept and appropriate grant in the amount of $198,006 on behalf of Unified Human Services Transportation System That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Minnix to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-4.bEXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ANITA G. MACKENZIE, SHERIFF’S OFFICE WHEREAS, Anita G. MacKenzie was employed by Roanoke County on September 1, 1978, by the Sheriff’s Office as a Clerk Typist, and also served as Secretary and Civil Process Clerk; and WHEREAS, Ms. MacKenzie retired from Roanoke County as the Control Room Operator on February 1, 2003, after twenty-four years and five months of service with the Sheriff’s Office; and WHEREAS, Ms. MacKenzie also worked in the County’s Records Department from December 6, 1977 through August 11, 1978, as part of the Comprehensive Employment Training Act (CETA); and WHEREAS, Ms. MacKenzie was nominated for an Extra Mile Club Award on July 31, 1992, for her assistance to the public by telephone and in person, for always being willing to provide help to her co-workers, and for being a good influence in the office; and WHEREAS, Ms. MacKenzie has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens ANITA G. MACKENZIE of Roanoke County to for more than twenty-four years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 112 February 11 , 2003 RESOLUTION 021103-4.cEXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ERNEST R. MILLER, JR., GENERAL SERVICES DEPARTMENT WHEREAS, Ernest R. Miller, Jr. was employed by Roanoke County on May 1, 1971, by the General Services Department; and WHEREAS, Mr. Miller retired from Roanoke County as a Solid Waste Collection Foreman on February 1, 2003, after thirty-one years and eight months of service; and WHEREAS, Mr. Miller was instrumental in the achievement of automated refuse collection by the County; and WHEREAS, Mr. Miller has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens ERNEST R. MILLER, JR. of Roanoke County to for more than thirty-one years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-4.dEXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF RUBEN L. ROSEBORO, FIRE & RESCUE DEPARTMENT WHEREAS, Ruben L. Roseboro was employed by Roanoke County on December 1, 1975, by the Fire & Rescue Department as a Firefighter; and WHEREAS, Mr. Roseboro retired from Roanoke County on February 1, 2003, after twenty-seven years and two months of service with the Fire & Rescue Department ; and WHEREAS, Mr. Roseboro has performed a crucial role in protecting the life and property of citizens in one of the most hazardous professions, and Roanoke County is very fortunate to have benefited from his dedication and many years of experience; and WHEREAS, Mr. Roseboro has served with professionalism and integrity and, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 113 February 11 , 2003 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens RUBEN L. ROSEBORO of Roanoke County to for more than twenty-seven years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-4.eEXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF ROBERT R. SMITH, JR., FIRE & RESCUE DEPARTMENT WHEREAS, Robert R. Smith, Jr. was employed by Roanoke County on April 1, 1983, by the Fire & Rescue Department as a Firefighter and rose to the rank of Fire Captain; and WHEREAS, Mr. Smith retired from Roanoke County on February 1, 2003, after nineteen years and ten months of service with the Fire & Rescue Department ; and WHEREAS, Mr. Smith has performed a crucial role in protecting the life and property of citizens in one of the most hazardous professions, and Roanoke County is very fortunate to have benefited from his dedication and many years of experience; and WHEREAS, Mr. Smith has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens; and NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens ROBERT R. SMITH, JR. of Roanoke County to for more than nineteen years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: CITIZENS' COMMENTS AND COMMUNICATIONS Ms. Annie Krochalis spoke in support of staffing at all County fire and 114 February 11 , 2003 rescue stations. She also asked that trends in fire and rescue staffing be examined as part of a comprehensive plan and that rural areas be given equal consideration with regard to staffing decisions. IN RE: REPORTS Supervisor McNamara questioned the $250,000 balance remaining in the future school capital reserve, Item M-4 . He noted that in the prior year, $566,000 was split between the County and Schools and zeroed out this balance. Ms. Hyatt reported that the balance was zeroed out because part of the money had been loaned for the purchase of refuse vehicles. The $250,000 was repaid during this fiscal year and will be available during the coming budget year. Supervisor McNamara moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Accounts Paid – November 2002 6. Accounts Paid – December 2002 7. Accounts Paid – January 2003 115 February 11 , 2003 8. Statement of Expenditures and Estimated and Actual Revenues for the month ended November 2002 9. Statement of Expenditures and Estimated and Actual Revenues for the month ended December 2002 10. Statement of the Treasurer’s Accountability per Investment and Portfolio Policy as of December 31, 2002 11. Clean Valley Council IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Minnix : (1) He stated that some of the residents in his district have been having problems with vultures/turkey buzzards, and that Mr. Hodge is currently working to resolve this problem. Supervisor Altizer : (1) He issued a reminder that he will be out of town the week of February 17-21. Supervisor Flora: (1) He verified with Mr. Hodge that the action that was taken earlier in the meeting pertaining to Item E-2, Fire & Rescue staffing, adequately addressed appropriation of the necessary funding. Supervisor Church : (1) He congratulated the Northside and Glenvar teams for their performance during the season, and requested that the Board recognize Allison Fasnacht, named All Timesland and Player of the Year, at a future Board meeting. 116 February 11 , 2003 Supervisor McNamara : (1) He requested that staff follow up with the Virginia Department of Transportation regarding a stoplight at Pleasant Hill Drive. (2) He noted that April 5 is Clean Valley Day, and the Clean Valley Council is looking for volunteers to help with litter collection on this day. The number to contact to volunteer is 345-5523. IN RE: CLOSED MEETING At 3:45 p.m. Chairman McNamara moved to go into closed meeting following the work session pursuant to the Code of Virginia Section 2.2-3711 A (7) consultation with legal counsel and briefings by staff pertaining to water and sewer authority. TH IN RE: WORK SESSIONS (4 FLOOR CONFERENCE ROOM) 1. Work session on Fiscal Year 2003-2004 budget development. (Brent Robertson, Budget Director) (a) Revenue update (b) Schedule of dates and departmental presentations (c) Capital Improvement Program (CIP) (d) Facilities Maintenance (e) Vehicle Replacement Policy Time: 3:55 p.m. until 5:39 p.m. 117 February 11 , 2003 The work session was presented by Brent Robertson and was held from 3:55 p.m. until 5:39 p.m. An overview of the proposed budget process for fiscal year 2003-04 was presented. The following areas of the budget were discussed: (a) Revenues: Mr. Robertson reported that current year revenues are on target and the revenue schedules presented at the work session reflect state funding reductions. There is a projected increase in total revenues for fiscal year 2003-04 of 2.7%. (b) Departmental Budget Presentations: It was the consensus of the Board to schedule three additional work sessions to review departmental budgets on February 18, March 4 and March 18. The work sessions will begin at 5:00 p.m. in the th 4 floor training room at the Roanoke County Administration Center, with the exception of the meeting on February 18 which will be held in the General Services Training Room, 1216 Kessler Mill Road. (c) Capital Improvement Program (CIP): Staff identified three priorities for the CIP: (1) Public Safety Center - It was reported that the public safety center has inadequate space and is not suitable for modern technology upgrades. It is also experiencing roofing and electrical problems. There was discussion concerning whether it is more cost effective to renovate the current building or build a new public safety center. It was noted that an architectural and engineering study will be necessary to examine these issues. (2) HP Migration - the HP migration continues on schedule and will require $5 million over the next 5 years. The $500,000 budgeted in 118 February 11 , 2003 the current fiscal year is not recurring revenue. It was reported that the HP migration will move the County from a proprietary system to an industry standard system. (3) Salem Office Supply – Plans to renovate the building and relocate the Court Services Unit and the Sheriff’s Offices to this location were discussed. Anne Marie Green reported that $500,000 in prior year funding is available, and the project is estimated to cost $1.3 million. There are also funds available from the sale of the Lloyd property st which can be used for this purpose. The $1.3 million will cover renovations to the 1 nd floor and at least rough in the 2 floor. The building contains 19,000 square feet. Ms. Green reported that the pre-bid conference is February 26, 2003. (d) Facilities Maintenance: It was reported that the Board has appropriated $225,000 annually since 1999 for facilities maintenance. Since 1999, the County has spent $1.36 million for maintenance and upgrade of facilities. Projects for the next five years total $2 million, and staff recommended additional funding be set aside for facilities maintenance and that an account be established for this purpose. (e) Vehicle Replacement: Current guidelines for vehicle replacement were reviewed and it was noted that departments have been handling vehicle replacement in a variety of methods. The current funding needed for vehicle replacement is $920,900 based on mileage and age of vehicles. A vehicle replacement policy team has been established to formulate a new policy based on the following criteria: age of vehicle, mileage, repair costs, use of vehicle, method of replacement (new vs. used), and the type of vehicle needed (least expensive and most efficient for the task). Potential 119 February 11 , 2003 funding sources identified include proceeds from surplus auctions, departmental line items, year-end rollovers, and specific appropriations for replacement vehicle fund. IN RE: CLOSED MEETING The closed meeting was held from 5:40 p.m. until 5:59 p.m. IN RE: CERTIFICATION RESOLUTION R-021103-5 At 5:59 p.m., Supervisor McNamara moved to return to open session and adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 021103-5 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor McNamara to adopt the Resolution and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara 120 February 11 , 2003 NAYS: None IN RE: ADJOURNMENT Chairman McNamara adjourned the meeting at 5:59 p.m. until Tuesday, February 18, 2003 at 5:00 p.m. for a budget work session at the General Services Training Room, 1216 Kessler Mill Road, Salem, Virginia. Submitted by: Approved by: ________________________ ________________________ Diane S. Childers Joseph P. McNamara Clerk to the Board Chairman