HomeMy WebLinkAbout1/8/2019 - RegularRoanoke County
Board of Supervisors
Agenda
January 8, 2019
NOTE: The Board of Supervisors will hold its annual organizational meeting
at 2:00 p.m. in the Board Meeting Room prior to the regularly
scheduled Board Meeting
Good afternoon and welcome to our organizational meeting for January 8, 2019.
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.RoanokeCountvVA.gov. Our meetings are closed -captioned, so it is important
for everyone to speak directly into the microphones at the podium. Individuals who
require assistance or special arrangements to participate in or attend Board of
Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least
48 hours in advance. Please turn all cell phones off or place on silent.
A. OPENING CEREMONIES
1. Roll Call
2. Organization of County Board
1. Election of Officers:
(1) Chairman
(2) Vice -Chairman
Page 1 of 5
INVOCATION:
Roanoke County
Board of Supervisors
January 8, 2019
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
Page 2 of 5
B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA
ITEMS
C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Timothy E. Burford, Solid Waste Collection Foreman, upon his
retirement after more than thirty-nine (39) years of service (Rob Light, Director of
General Services)
2. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Howard Wayne King, Communications Officer II, upon his retirement
after more than twenty-five (25) years of service (Susan Slough, Assistant
Director of Communications)
D. BRIEFINGS
E. NEW BUSINESS
1. Resolution acknowledging the opioid addiction epidemic and its cost to the
County of Roanoke and authorizing the County Attorney to engage outside legal
counsel to take such action as she deems appropriate to recover the costs borne
by the County as a result of this opioid addiction epidemic (Mary Beth Nash,
Senior Assistant County Attorney)
F. FIRST READING OF ORDINANCES
G. SECOND READING OF ORDINANCES
1. Ordinance accepting and appropriating $323,484 from the Virginia Department of
Conservation to construct mountain bike trails and a trailhead at Explore Park
(Doug Blount, Director of Parks, Recreation and Tourism)
H. APPOINTMENTS
1. Budget and Fiscal Affairs (BFAC) (appointed by District and At -Large)
2. Economic Development Authority (EDA) (appointed by District)
3. Library Board (appointed by District)
Page 3 of 5
I. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY
THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION
IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT
ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE
CONSIDERED SEPARATELY
1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Vera L. Brown, Treasurer Clerk Supervisor, upon her retirement after
more than fifteen (15) years of service
2. Confirmation of appointments to the Blue Ridge Behavioral Health Care Board;
Community Policy Management Team; Roanoke Center for Animal Care and
Protection; Roanoke Outside, Roanoke Regional Partnership; Roanoke Valley
Broadband Authority; Roanoke Valley Regional Juvenile Detention Center;
Regional Court Community Corrections Advisory Board; Regional Drug Court
Advisory Board; Roanoke Valley Regional Commission; South Peak Community
Development Authority (CDA); Western Virginia Regional Industrial Facilities
Authority (including Participation Committee) Western Virginia Regional Jail
Authority; Western Virginia Water Authority and Virginia's Blue Ridge (CVB)
J. CITIZENS' COMMENTS AND COMMUNICATIONS
K. REPORTS
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt Report
3. Statement of Treasurer's Accountability per Investment and Portfolio Policy as of
November 30, 2018
L. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Martha B. Hooker
2. Phil C. North
3. David F. Radford
4. P. Jason Peters
5. George G. Assaid
M. WORK SESSIONS
1. Work session to review Comprehensive Financial Policy (Rebecca Owens,
Assistant County Administrator; Laurie Gearheart, Acting Director of Finance and
Christopher R. Bever, Director of Management and Budget)
Page 4 of 5
N. CLOSED MEETING, pursuant to the Code of Virginia as follows:
1. Section 2.2-3711.A.1, Personnel, namely discussion concerning appointments to
the Roanoke County Audit Committee; Roanoke County Grievance Panel;
Roanoke Valley -Alleghany Regional Commission; Virginia Association of
Counties (Liaison Board Member) (Legislative Contact); Western Virginia
Regional Jail Authority
2. Section 2.2-3711A. Section 2.2-3711.A.8, Consultation with legal counsel
employed or retained by a public body regarding specific legal matters requiring
the provision of legal advice by such counsel, namely the Vinton Gainsharing
Agreement
O. CERTIFICATION RESOLUTION
P. ADJOURNMENT
Page 5 of 5
ACTION NO.
ITEM NO. C.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
January 8, 2019
Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Timothy E. Burford, Solid
Waste Collection Foreman, upon his retirement after more
than thirty-nine (39) years of service
Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
Daniel R. O'Donnell
County Administrator
Recognition of the retirement of Timothy E. Burford
BACKGROUND:
Timothy E. Burford, Solid Waste Collection Foreman, retired on January 1, 2019, after
thirty-nine years and eight months of service with General Services
DISCUSSION:
Mr. Burford is expected to attend today's meeting to receive his quilt and resolution.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
Staff recommends adoption of the attached resolution.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2019
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO TIMOTHY E. BURFORD,
SOLID WASTE COLLECTION FOREMAN, UPON HIS RETIREMENT
AFTER MORE THAN THIRTY-NINE (39) YEARS OF SERVICE
WHEREAS, Mr. Burford was employed by Roanoke County on May 10, 1979; and
WHEREAS, Mr. Burford retired on January 1, 2019, after thirty-nine years and eight
months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Mr. Burford's tenure he has served as a Motor Equipment
Operator, Automated Refuse Equipment Operator, Solid Waste Equipment Operator and
Solid Waste Collection Foreman
WHEREAS, Mr. Burford, throughout his employment with Roanoke County, has
been instrumental in improving the quality of life and providing services to the citizens of
Roanoke County; and
WHEREAS, Mr. Burford, upon the implementation of automated collection, became
the first automated driver in the history of Roanoke County and was thus instrumental in
the expansion of the collection system to all areas of the County; and
WHEREAS, Mr. Burford rose through the ranks of the Solid Waste Division,
becoming proficient in all service areas of the division. As a result of his experience and
expertise, he won many driving awards at both the local and State level and ended his
employment as the Solid Waste Collection Foreman responsible for bulk and brush
collection; and
WHEREAS, Mr. Burford, in addition to being the first automated driver, was also
instrumental in the rolling phase-in of the entire County to automated collection by
Page 1 of 2
developing the collection routes, assisting with vehicle purchase decisions and training
new operators; and
WHEREAS, Mr. Burford with his comprehensive knowledge of all aspects of the
Solid Waste Division has consistently provided leadership to the division, serving as both a
mentor and a friend to all who have worked here; and
WHEREAS, Mr. Burford has been a valuable asset to Roanoke County and has
certainly helped the division achieve its goal of providing efficient and effective service to
Roanoke County citizens on a daily basis. Mr. Burford's friendly demeanor and work ethic
will be missed by both his co-workers and the citizens of Roanoke County; and
WHEREAS, Mr. Burford honorably and faithfully served his country for two (2) years
active duty in the United States Army from 1976 to 1978 and then twenty-two (22) years in
the Army National Guard, retiring with the rank of Sergeant First Class.
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 TIMOTHY E. BURFORD for more than thirty-nine years of capable, loyal and
dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 2 of 2
ACTION NO.
ITEM NO. C.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
January 8, 2019
Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Howard Wayne King,
Communications Officer II, upon his retirement after more
than twenty-five (25) years of service
Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
Daniel R. O'Donnell
County Administrator
Recognition of the retirement of Howard Wayne King
BACKGROUND:
Howard Wayne King retired on January 1, 2019, after more than twenty-five years of
service with Roanoke County's Information Technology Department.
Mr. King is expected to attend today's meeting to receive his resolution and quilt.
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 adoption of the attached resolution.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2019
and
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO HOWARD WAYNE KING,
COMMUNICATIONS OFFICER II, UPON HIS RETIREMENT AFTER MORE
THAN TWENTY-FIVE (25) YEARS OF SERVICE
WHEREAS, Mr. King was employed by Roanoke County on September 25, 1993;
WHEREAS, Mr. King retired on January 1, 2019, after twenty-five years and three
months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Mr. King's tenure he has served as a Communications Officer
and Communications Officer II and has supported both citizens and first responders
through fire, floods and earthquakes as a calm reassuring voice behind the radio and
telephone. Mr. King served with professionalism and dedication in providing services to the
citizens of Roanoke County;
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke
County expresses its deepest appreciation and the appreciation of the citizens of Roanoke
County to HOWARD WAYNE KING for more than twenty-five (25) years of capable, loyal
and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 1 of 1
ACTION NO.
ITEM NO. 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:
January 8, 2019
Resolution acknowledging the opioid addiction epidemic and
its cost to the County of Roanoke and authorizing the County
Attorney to engage outside legal counsel to take such action
as she deems appropriate to recover the costs borne by the
County as a result of this opioid addiction epidemic
Mary Beth Nash
Senior Assistant County Attorney
Daniel R. O'Donnell
County Administrator
Over the past several years, the County has experienced significantly increasing
demands on County resources, particularly public safety departments, as a result of
opioid addiction. The County attributes this, in part, to aggressive and misleading
marketing of prescription opioids by pharmaceutical manufacturers and distributors.
The County seeks to recoup its costs from those parties responsible for creating this
public health crisis.
BACKGROUND:
Pharmaceutical manufacturers and distributors have engaged in deliberate efforts to
increase the rate of opioid prescriptions for pain management. Increased prescriptions
have resulted in lucrative profits for these responsible parties. Pharmaceutical
manufacturers and distributors have engaged in aggressive and possibly misleading
practices to convince medical providers to prescribe opioids for patients, while
downplaying the extraordinarily high likelihood of addiction and overdose resulting from
opioid use for pain management. As a result, County public safety employees as well as
social services employees have experienced a significant increase in service calls for
crimes and health emergencies that have their genesis in opioid addiction.
Page 1 of 2
DISCUSSION:
Many local governments in the Commonwealth have retained outside counsel to pursue
remuneration against opioid pharmaceutical manufacturers and distributors to offset the
quantifiable public cost of this public health crisis. Outside counsel may achieve this
cost recovery through litigation and /or a voluntary compromise settlement on behalf of
the County and other affected localities. Outside counsel may also achieve either
voluntary or court-ordered injunctive relief to prohibit pharmaceutical manufacturers and
distributors from future deceptive marketing practices for opioids.
FISCAL IMPACT:
At the outset of litigation, there is no cost to the County to engage outside legal counsel
to pursue litigation and remuneration against pharmaceutical manufacturers and
distributors.
STAFF RECOMMENDATION:
Staff recommends that the Board authorize the County Attorney to engage outside legal
counsel to pursue all legal and equitable remedies available to the County to recover
costs borne by the County as a result of the public health epidemic caused by opioid
addiction.
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, JANUARY 8, 2019
RESOLUTION ACKNOWLEDGING THE OPIOID ADDICTION
EPIDEMIC AND ITS COST TO THE COUNTY OF ROANOKE AND
AUTHORIZING THE COUNTY ATTORNEY TO ENGAGE OUTSIDE
LEGAL COUNSEL TO TAKE SUCH ACTION AS SHE DEEMS
APPROPRIATE TO RECOVER THE COSTS BORNE BY THE COUNTY
AS A RESULT OF THIS OPIOID ADDICTION EPIDEMIC
WHEREAS, the County of Roanoke is battling an opioid addiction epidemic that
impacts its citizens across demographic lines, harming every economic class, race,
gender and age group; and
WHEREAS, Virginia's State Health Commissioner has declared the
Commonwealth's opioid addiction problem a public health emergency; and
WHEREAS, the County of Roanoke has allocated and will continue to be
required to allocate substantial public resources, taxpayer dollars, staff energy and time
to address the damages to the County caused by the opioid epidemic.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of
Roanoke as follows:
1. In order to abate the public nuisance described above and to recover the
monetary and non -monetary damages that the County of Roanoke has incurred as a
result of the opioid epidemic described above, the Board of Supervisors authorizes the
County Attorney execute such documents necessary to engage outside legal counsel
on behalf of the County, including but not limited to, the Retainer Agreement attached
hereto as Exhibit A ("the Retainer Agreement") to pursue remuneration and other
equitable relief through litigation against the parties that such outside legal counsel and
Page 1 of 2
the County Attorney determine to be responsible for causing and perpetuating the
opioid epidemic, consistent with the terms of the Retainer Agreement.
2. The County Attorney shall take such action, as she deems appropriate to
manage such litigation with outside legal counsel to ensure that the best interests of the
County and its citizens are served.
Page 2 of 2
RETAINER AGREEMENT
This Retainer Agreement ("Agreement") represents the understanding between County of
Roanoke ("Client") and Sanford Heisler Sharp, LLP and Kaufman & Canoles, P.C. (collectively,
"Attorneys") ("the Parties"). Attorneys' status is that of an independent contractor; Attorneys shall
not be considered an employee of Client for any purpose.
Retention of Attorneys
1. Client hereby retains Attorneys as lead counsel to represent Client in the
investigation and prosecution of any legal action against Purdue Pharma, L.P.; Purdue Pharma,
Inc.; the Purdue Frederick Company, Inc.; Mallinckrodt plc; Endo Health Solutions, Inc.; Endo
Pharmaceuticals, Inc.; McKesson Corporation; Cardinal Health, Inc.; AmerisourceBergen Drug
Corporation; CVS Health; Walgreens Boots Alliance, Inc.; Pharmacy Benefit Managers; and, any
other relevant defendants (collectively, "Defendants"), in connection with Defendants'
manufacture, marketing, sale, and distribution of prescription opioid products and the harm created
therefrom to Client. Collectively, these matters will be referred to herein as the "Lawsuit."
2. Attorneys intend to enter into a co -counsel agreement with The Cicala Law Firm
PLLC in the Lawsuit. Attorneys are further authorized to associate or consult in this representation
with other counsel upon consultation with Client and with Client's consent. Notwithstanding any
such association of other counsel, and unless such authority is expressly delegated by Attorneys to
other counsel with Client's consent, Attorneys shall at all times retain the full authority and
responsibility as Client's counsel in the investigation and prosecution of the Lawsuit.
Fee Sharing Agreement Between Attorneys
3. Sanford Heisler Sharp, LLP and Kaufman & Canoles, P.C. have agreed to share
fees on a two-thirds/one-third basis generally, with potential adjustments according to their
lodestar contribution of hours spent in pursuit of the Lawsuit.
Scope of Employment
4. Client authorizes Attorneys to investigate and, if appropriate after consultation with
and authorization by Client, prosecute Client's claims for opioid -related cost recovery involving
violations of the Virginia Consumer Protection Act, public nuisance, fraud, unjust enrichment,
negligence/gross negligence/negligence per se, among other claims. Attorneys' representation of
Client is limited to matters necessary to investigate and litigate the Lawsuit and to bring it to a
conclusion. The representation will include a First Step, involving the investigation of Client's
claims against Defendants including specifically an analysis of the damages sustained by Client as
a result of the opioid epidemic, followed by a Second Step, if appropriate after consultation and
authorization by Client, involving prosecution of Client's Lawsuit, if any, and determination of
Client's share of any award or settlement in all related proceedings. Client is not hereby obligated
to pursue the Lawsuit; however, Client hereby agrees that if it chooses to pursue the Lawsuit,
Client will utilize Attorneys to do so pursuant to the terms of this Agreement. If Client chooses
not to pursue the Lawsuit, in its sole discretion, there will be no costs, fees or expenses owed by
Client.
CONFIDENTIAL & PRIVILEGED PAGE 1 OF 6
5. Attorneys do not represent Client in connection with the negotiation of the terms of
this Agreement. Rather, Attorneys are acting on their own behalf. Client understands that the
provisions of this Agreement, including the compensation arrangements set forth below, are not
prescribed by law but are determined by negotiation and mutual agreement.
The Parties' Obligations
6. As part of Client's representation, Attorneys shall work closely with Client and its
representatives in investigating potential claims and keep Client informed about the status of the
Lawsuit, if any, shall provide advice and explanations necessary to permit Client to make informed
decisions regarding their representation, and shall comply with Client's reasonable requests for
information.
7. Client shall promptly provide any and all information reasonably requested by
Attorneys and shall assist fully in the investigation and prosecution of the Lawsuit, including, but
not limited to, gathering and sharing facts and evidence in support of the Lawsuit's allegations;
attending scheduled hearings and meetings; preserving all documents and tangible things,
including electronically stored information, relevant to the Lawsuit; answering truthfully any
interrogatories propounded to Client by opposing parties; appearing for and testifying at
depositions; and, cooperatively participating in any judicial or other proceeding as may arise
during the course of the Lawsuit.
8. In this matter, Client will have certain important document preservation
responsibilities. In particular, Client must ensure that any and all information that might potentially
relate to the claims asserted in the Lawsuit is properly preserved. Such information might include
communications about or with a party, research materials, and product -related materials.
Division of the Award
9. In consideration of the legal services and counsel to be rendered by Attorneys,
Client agrees to pay Attorneys a contingent fee representing a percentage of the Lawsuit's
settlement or judgment ("Award") which shall be calculated before reimbursement of costs and
expenses pursuant to Paragraph 12 of this Agreement. Attorneys' contingent fee percentage shall
be twenty-five percent (25%) of Client's recovery.
10. In the event that Defendants pay Client in a structured settlement or under any other
arrangement that results in Defendants' payment being made in installments rather than in a single
lump sum, the division of the Award according to the provisions of Paragraph 9 shall be applied
to each payment received by Client.
Award of Costs and Expenses
11. Sanford Heisler Sharp agrees to advance all out-of-pocket costs and expenses
associated with this engagement. Reasonable out-of-pocket costs and expenses that are incurred
or advanced by Attorneys shall be reimbursed from the Award after deduction of Attorney's
contingent fee and before distribution of the Award.
CONFIDENTIAL & PRIVILEGED PAGE 2 OF 6
12. To the extent that any costs and expenses advanced or incurred by Attorneys are
later awarded to Client by the Court or recovered by Client through settlement, Client hereby
assigns to Attorneys 100% of the proceeds of any such costs and expenses award or settlement.
13. Client authorizes Attorneys to advance costs and expenses while prosecuting the
Lawsuit, if any. Attorneys may on Client's behalf advance monies for expenses, costs, charges,
and disbursements, including, but not limited to, filing fees; court costs and fees; fees for service
of process; copying charges; transcription expenses; printing costs; computerized legal research;
investigative, expert and deposition costs; trial costs; exhibit preparation expenses; printing costs;
copying charges; witness fees; and, travel costs and expenses which in Attorneys' judgment are
necessary to incur in the prosecution and enforcement of the Lawsuit. Attorneys agree to keep
detailed records of their costs and expenses paid and/or incurred during the course of their
representation. In the event Client receives no recovery, Client shall be ultimately responsible for
any out of pocket disbursements or expenses incurred by Attorneys on Client's behalf. In the likely
event that the Lawsuit is pursued as a collective action in which Client is one of multiple similarly
situated plaintiffs represented by Attorneys, Client shall be responsible for only a percentage of
the total out of pocket disbursements or expenses Attorneys incurred while prosecuting the Lawsuit
on behalf of Client and other similarly situated plaintiffs. The specific percentage of the total costs
for which Client shall be responsible in the event that Client is one of multiple similarly situated
plaintiffs in a collective action shall be that portion of the aggregate damages Client's damage
claim represents in relation to the aggregate damage claim of all similarly situated plaintiffs.
Common Representation and Potential Conflicts
14. Client is aware that Attorneys contemplate entering into the same arrangement as
that set forth in this Engagement Letter with other counties and municipalities in Virginia.
Attorneys believe that the goals of Client are aligned with those of other counties and
municipalities regarding the Lawsuit. Attorneys do not believe that to achieve the goals of the
Lawsuit, either Client or another county or municipality must take a position that is adverse to the
interests of the other. However, to the extent any issue may arise in this matter about which Client
disagrees with another county or municipality and one of you wishes to pursue a course that
benefits one but is detrimental to the interest of the other, we cannot advise Client or assist Client
or any other county or municipality in pursuing such a course. Because Client's interests and those
of other counties and municipalities are aligned, Attorneys are confident that their representation
of Client will not be limited in this matter by representation of any other county or municipality,
but Client should consider these consequences of joint representation in deciding whether to waive
this conflict. By signing this Retainer Agreement, Client acknowledges and agrees to the above-
described representation.
15. In addition to the above, one of the consequences of joint representation of multiple
clients by a law firm is the sharing of confidential information concerning the subject matter of the
joint representation. Client acknowledges and agrees that communications between Attorneys and
other counties or municipalities relating to the Lawsuit will be treated as confidential and will not
be disclosed outside your group without your Attorneys' informed consent. Client also
acknowledges and agrees that any information that we receive concerning this matter, including
communications from Client, may be disclosed to the other jointly represented clients during the
course of the joint representation. Client further acknowledges that if a dispute arises between or
CONFIDENTIAL & PRIVILEGED PAGE 3 OF 6
among one or more of you, and Attorneys no longer represent Client in this matter, as the result of
a conflict of interest or otherwise, Attorneys may nevertheless use any confidential information
Attorneys have concerning this matter to the advantage of those we continue to represent in any
subsequent action relating to this matter.
Termination of Representation
16. Client may discharge Attorneys at any time by providing Attorneys 30 days' written
notice of Client's intent to discharge.
17. In addition, if Attorneys determine at any time that it is no longer feasible or
appropriate to pursue the Lawsuit, Attorneys may, by providing 30 days written notice to Client,
withdraw from further representation. Under such circumstances, Attorneys will take steps, to the
extent it is reasonably practicable, to protect Client's interests in a manner consistent with all rules
governing professional conduct.
18. Compensation of Attorneys after discharge or termination of representation
discussed in Paragraphs 16-17 will be governed by Paragraph 19 of this Agreement.
19. If Attorneys withdraw or are discharged and Client proceeds with the Lawsuit with
or without substitute counsel and Client or Client's substitute counsel receives by settlement or
judgement an Award or an award of costs and expenses related to the Lawsuit, Client shall pay
separately to Attorneys a portion of the Award and/or award of costs and expenses as follows:
a. Attorneys' contingent fee percentage of the Award calculated as if
Attorneys had not been discharged multiplied by the fraction calculated by
dividing the number of hours expended by the discharged Attorneys on the
Lawsuit as of the date of discharge by the total number of hours expended
by all Attorneys who have worked on the Lawsuit on behalf of Client and,
if any, substitute counsel; and
b. the value of any Award of Costs and Expenses equal to the costs and
expenses incurred by Attorneys in connection with the Lawsuit.
C. Subparagraph b. may be satisfied by providing a good faith opportunity for
Attorneys to obtain reasonable costs, expenses, and attorneys' fees from the
Court or as part of any settlement agreement.
Alternative Dispute Resolution Including Waiver of Jury Trial Rights
CONFIDENTIAL & PRIVILEGED PAGE 4 OF 6
20. Should any unresolvable dispute arise between the parties regarding fees, costs, or
any other matter that relates to this agreement, the Lawsuit or the engagement of the attorneys,
including, but not limited to, the quality of the services rendered, the parties agree to submit the
dispute to binding arbitration before a mutually agreed-upon arbitrator, or if the parties are unable
to agree upon an arbitrator and procedures, then pursuant to the then -applicable rules and
procedures for commercial disputes of the American Arbitration Association ("AAA") and by
arbitrator(s) selected by and through AAA. The parties agree that the arbitrator and the arbitration
shall be located in Norfolk, Virginia and that Virginia law will apply. The parties further agree that
all reasonable costs of the arbitration, including the prevailing party's attorneys' reasonable
attorneys' fees, shall be borne by the unsuccessful party or non -prevailing party. Nothing in this
paragraph shall prevent the parties from agreeing to submit any dispute to mediation.
Miscellaneous
21. Attorneys hereby agree that they will not negotiate or seek to resolve any claim to
attorneys' fees, costs, or expenses until an agreement in principle has been reached or a judgment
has been entered on the Lawsuit's substantive allegations.
22. Attorneys shall provide upon request a certificate of Attorneys' professional
liability insurance in an aggregate amount of not less than $10,000,000.
23. The entire Agreement between Client and Attorneys is contained herein. This
Agreement supersedes any prior oral or written agreement concerning this representation. No other
promises, inducements, or considerations have been offered, accepted, or given either by Client or
Attorneys. Client also agrees not to enter into any future agreements concerning the subject matter
of this Agreement without prior notice to Attorneys.
24. This Agreement is governed by the laws of the Commonwealth of Virginia and may
not be modified, changed, altered, or amended in any way except in a writing signed by all parties.
The parties expressly agree that no oral modification of this Agreement shall be effective,
notwithstanding any provisions of the governing law that may allow for oral modification.
25. The parties expressly agree that if any term of provision of this Agreement is held
invalid or unenforceable, every other term and provision remaining in the Agreement shall be valid
and shall be enforced to the fullest extent permitted by law.
26. The parties hereby acknowledge that they have read and understand the foregoing,
that they have had the opportunity to consult with independent counsel, and that they agree to the
representation on the terms set forth in this Agreement.
27. This Agreement may be executed in counterparts, each of which constitutes an
original and all of which constitute one and the same agreement.
28. Facsimile signatures or electronic copies thereof shall be as effective as original
signatures for purposes of this Agreement.
29. This Agreement is effective as of the last date below executed.
CONFIDENTIAL & PRIVILEGED PAGE 5 OF 6
SANFORD HEISLER SHARP, LLP
Date:
Kevin H. Sharp
KAUFMAN & CANOLES, P.C.
Date:
W. Edgar Spivey
COUNTY OF ROANOKE
Date:
Its:
CONFIDENTIAL & PRIVILEGED
17034605v1
PAGE 6 OF 6
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:
January 8, 2019
Ordinance accepting and appropriating $323,484 from the
Virginia Department of Conservation to construct mountain
bike trails and a trailhead at Explore Park
Doug Blount
Director of Parks Recreation and Tourism
Daniel R. O'Donnell
County Administrator
ISSUE:
Ordinance accepting and appropriating $323,484 from the Recreational Trails Program
through the Virginia Department of Conservation and Recreation for the construction of
mountain bike trails and trailhead at Explore Park
BACKGROUND:
Roanoke and Virginia's Blue Ridge are America's East Coast Mountain Biking Capital.
In 2018, the International Mountain Bicycling Association (IMBA) named Virginia's Blue
Ridge (VBR) as the East Coast's only Silver -level Ride Center.
The Blue Ridge Mountain Bike Center (BRMBC) is a central feature of Explore Park, as
envisioned in the 2016 Explore Park Adventure Plan. Explore Park will have a critical
mass of adventure activities, including mountain biking, hiking, horseback riding,
whitewater canoing/kayaking, treetop ropes challenge courses, zip lines, several types
of camping and special events.
But as with any other activity, mountain bike riders don't emerge fully capable and
skilled. Riders need places to get started with the sport and to develop strength,
stamina, and skills. BRMBC will be the primary location within VBR and its IMBA Ride
Center where beginners can go to develop new skills and confidence, and where
intermediate riders can enhance their skills.
Page 1 of 3
Trails are one of the three key systems in the 2016 Explore Park Adventure Plan. The
BRMBC will connect to about 14 miles of existing trails in Explore Park, including 7
miles of hiking trails and 7 miles of shared -use hiking/biking trails.
The 2016 Community Strategic Plan states that "Roanoke County's abundant outdoor
recreational opportunities are seen as a means to market the County's high quality of
life to young professionals, an increasingly important part of the equation in attracting
entrepreneurial businesses to the region. Outdoor recreation that capitalizes on
increasing the number of visitors to the area while providing healthy alternatives for
citizens is a high priority. Roanoke County will continue to expand and promote the
County's outdoor recreational advantages, especially amenities such as Explore Park,
greenways, and blueways."
DISCUSSION:
The BRMBC will be developed in phases. Phase 1 of the BRMBC will have about 8,550
linear feet (LF) of new and rehabilitated mountain bike trails, some with skills features,
plus about 600 LF of shared -use paths for bikes and pedestrians. The BRMBC trails will
tie into about 14 miles of existing hiking and biking trails within Explore Park.
Later phases of the BRMBC will add 5 more miles of new and rehabilitated trails, with
some existing mountain biking trails being obscured.
Most of the 8,550 LF trails at BRMBC will be single-track (30" to 48" wide) with natural
surfaces. Some trails will have optional skills features made of rock and other natural
materials. The exception in Phase 1 will be Trail 30, the Outer Skills Loop, which will
have an aggregate surface.
Total land disturbance is estimated at 41,850 SF, or 0.96 acres.
Trails: 8,550 LF x 36" w = 25,650 SF
Shared -use path: 600 LF x 60" w = 3,000 SF
Trailhead: (120'x 60') parking + (250 LF x 24'w) driveway = 13,200 SF
The mountain bike trails will be built according to IMBA and USDA Forest Service
guidelines.
The total project cost is $404,355. The Recreation Trails Program grant is a 80/20
financial split for the project. Virginia Department of Conservation and Recreation will
provide $323,384 in program funding. Roanoke County's project cost is $80,871.
There have been no changes since the first reading held on December 18, 2018.
Page 2 of 3
FISCAL IMPACT:
County funding is available through the Capital Budget in the Parks and Recreation
Capital Explore Park (CIP) project in the amount of $80,871. This funding will provide
the required County match for the Virginia Department of Conservation and Recreation
Trail Program funding. These funds will be transferred from the Capital Fund to the
newly created grant account.
Because funds in the Capital Improvement Program project have been previously
appropriated, an additional appropriation by the Board is not required for the County
match.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 3 of 3
RECREATIONAL TRAILS PROGRAM (RTP)
FEDERAL HIGHWAY ADMIlVISTRATION (FHWA)
VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION (DCR)
Project Agreement — Preliminary Engineering (PE)
Recipient: Roanoke County
Project Title: Blue Ridge Mountain Bike Center
Project Number: VRT-318-N-170
Project Period: Date of DCR Approval to June 30, 2020
Project Scope of Work: Roanoke County will perform the environmental analysis, surveying, and
planning for the Blue Ridge Mountain Bike Center, in accordance with their 2018 RTP grant application.
Grant Award Amount: $53,020.00
Funding Sources: FY 17 — Z940
Obligation of Construction Funds: Upon satisfactorily completing all requirements of this Preliminary
Engineering sub -grant agreement and a PE closeout being approved by DCR and the FHWA, DCR will
submit a request to the FHWA to obligate $270,464.00 in Construction funding for this project.
Upon signature of both parties below, the Department of Conservation and Recreation (DCR) and
Roanoke County hereinafter referred to as the "Recipient" mutually agree to perform this
agreement in accordance with the Recreational Trails Program as codified at 23 U.S.C. 206, the
provisions and conditions of the FHWA Interim Guidance dated April 1, 1999, as amended, and
with the regulations and requirements governing federal grants as stipulated in 2 CFR Parts 175,
200, 215, 225 and Federal Highway Administration regulations as outlined in 49 CFR Parts 18, 20,
29 and 32 (http://www.whitehouse.i!ov)
In accepting this grant, evidenced by the signature below, the Recipient agrees to comply, adhere
and abide with the following conditions of this grant agreement:
Proiect Execution:
1. Fiscal Procedures, Procurement and Bidding Procedures of the Recreational Trails Program as
outlined in Recreational Trails Program Manual.
2. Specific project application and amendments submitted for funding assistance under the
Recreational Trails Program.
3. All applicable state, federal and local laws, regulations and ordinances including but not limited
to compliance with the Virginia Erosion & Sediment Control and Virginia Stormwater
Management Laws & Regulations.
4. The recipient is expected to have a project manager assigned to the project as the primary contact
and a designated backup for communicating project status.
5. Submission of Quarterly Progress Reports on status of grant implementation. First report due no
later than April 5, 2019. All correspondence pertaining to this project must reference State Project
Number VRT-318-N-170.
6. The Recipient agrees to contact both the appropriate state and/or federal agency and DCR if any
unexpected environmental concerns are encountered during project construction.
7. The recipient agrees to comply with the Virginia Seed Law to ensure no noxious weed seeds are
introduced into the project area.
Rochelle Altholz
Deputy Director of
Matthew J. Strickler
Administration and Finance
Secretary of Natural Resources1
Russell Banter
Clyde E. Cristman
Deputy Director of
Director
Soil and water Conservation
and Dam Safety
COMMONWEALTH o f VIRGINIA
Thomas E. Smith
DEPARTMENT OF CONSERVATION AND RECREATION
Deputy Director of operations
RECREATIONAL TRAILS PROGRAM (RTP)
FEDERAL HIGHWAY ADMIlVISTRATION (FHWA)
VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION (DCR)
Project Agreement — Preliminary Engineering (PE)
Recipient: Roanoke County
Project Title: Blue Ridge Mountain Bike Center
Project Number: VRT-318-N-170
Project Period: Date of DCR Approval to June 30, 2020
Project Scope of Work: Roanoke County will perform the environmental analysis, surveying, and
planning for the Blue Ridge Mountain Bike Center, in accordance with their 2018 RTP grant application.
Grant Award Amount: $53,020.00
Funding Sources: FY 17 — Z940
Obligation of Construction Funds: Upon satisfactorily completing all requirements of this Preliminary
Engineering sub -grant agreement and a PE closeout being approved by DCR and the FHWA, DCR will
submit a request to the FHWA to obligate $270,464.00 in Construction funding for this project.
Upon signature of both parties below, the Department of Conservation and Recreation (DCR) and
Roanoke County hereinafter referred to as the "Recipient" mutually agree to perform this
agreement in accordance with the Recreational Trails Program as codified at 23 U.S.C. 206, the
provisions and conditions of the FHWA Interim Guidance dated April 1, 1999, as amended, and
with the regulations and requirements governing federal grants as stipulated in 2 CFR Parts 175,
200, 215, 225 and Federal Highway Administration regulations as outlined in 49 CFR Parts 18, 20,
29 and 32 (http://www.whitehouse.i!ov)
In accepting this grant, evidenced by the signature below, the Recipient agrees to comply, adhere
and abide with the following conditions of this grant agreement:
Proiect Execution:
1. Fiscal Procedures, Procurement and Bidding Procedures of the Recreational Trails Program as
outlined in Recreational Trails Program Manual.
2. Specific project application and amendments submitted for funding assistance under the
Recreational Trails Program.
3. All applicable state, federal and local laws, regulations and ordinances including but not limited
to compliance with the Virginia Erosion & Sediment Control and Virginia Stormwater
Management Laws & Regulations.
4. The recipient is expected to have a project manager assigned to the project as the primary contact
and a designated backup for communicating project status.
5. Submission of Quarterly Progress Reports on status of grant implementation. First report due no
later than April 5, 2019. All correspondence pertaining to this project must reference State Project
Number VRT-318-N-170.
6. The Recipient agrees to contact both the appropriate state and/or federal agency and DCR if any
unexpected environmental concerns are encountered during project construction.
7. The recipient agrees to comply with the Virginia Seed Law to ensure no noxious weed seeds are
introduced into the project area.
8. The project period shall begin with the date of approval of the project agreement and shall
terminate at the end of the stated or amended project period unless the project is completed or
terminated sooner; in which event, the project shall end on the date of completion or termination.
9. The Recipient will cause work on the project to be commenced within a reasonable time after
receipt of notification that funds have been approved and assure that the project will be pursued to
completion with reasonable diligence.
10. The Recipient will insure that the facilities under its ownership, lease or supervision which shall
be utilized in the accomplishment of the project are not listed on the Environmental Protection
Agency's (EPA) list of Violating Facilities, pursuant to 40 CFR, Part 15.20 and that it will notify
DCR of the receipt of any communication from the Director of the EPA Office of Federal
Activities indicating that a facility to be utilized in the project is under consideration for listing by
the EPA.
11. The Recipient will comply with the terms of Title II and Title III, the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646), 94 Stat. 1894
(1970), and the applicable regulations and procedures implementing such Act for all real property
acquisitions and where applicable shall assure that the Act has been complied with for property
to be developed with assistance under the project agreement.
12. The Recipient will comply with the provisions of. Executive Order 11988, relating to evaluation
of flood hazards; Executive Order 11288, relating to the prevention, control, and abatement or
water pollution, and Executive Order 11990 relating to the protection of wetlands.
13. The Recipient will comply with the flood insurance purchase requirements of Section 102(a) of
the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December
31, 1976. Section 102(a) requires the purchase of flood insurance in communities where such
insurance is available, as a condition for the receipt of any federal financial assistance for
construction or acquisition purposes, for use in any area that has been identified as an area having
special flood hazards by the Flood Insurance Administration of the Federal Emergency
Management Agency. The phrase "Federal financial assistance" includes any form of loan, grant,
guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any other form
of direct or indirect Federal assistance.
14. The recipient will take necessary actions to ensure compliance with Section 106 of the National
Historic Preservation Act of 1966 as amended (16 U.S.C. 470), Executive Order 11593, and the
Archeological and Historic Preservation Act of 1966 (16 U.S.C. 469a-1 et seq.) by (a) consulting
with the State Historic Preservation Officer on the conduct of investigations, as necessary, to
identify properties listed in or eligible for inclusion in the National Register of Historic Places
that are subject to effects (see CFR Part 800.8) by the activity, and notifying the Federal grantor
agency of the existence of any such properties, and by (b) complying with all requirements
established by the Federal grantor agency to avoid or mitigate adverse effects upon such
properties.
15. The Recipient shall secure completion of the work in accordance with approved construction
plans and specifications, and shall secure compliance with all applicable Federal, State, and local
laws and regulations.
16. The Recipient will comply with Executive Order 12432, "Minority Business Enterprise
Development as follows (a) place minority business firms on bidder's mailing lists, (b) solicit
these firms whenever they are potential sources of supplies, equipment, construction, or services,
(c) where feasible, divide total requirements into smaller needs, and set delivery schedules that
will encourage participation by these firms. The recipient will comply with the Disadvantaged
Business Enterprise (DBE) Program policy and procedures as outlined in the attached RTP DBE
policy. DCR and the Federal Highway Administration are committed to the objectives of this
policy and encourage all Recipients of its grants and cooperative agreements to take affirmative
steps to ensure such fairness.
17. Purchase of supplies, equipment or services must be in accordance with the Virginia Public
Procurement Act and all applicable state, local and federal laws.
18. Bid documentation must contain notice that the purchase or service is being offered or performed
in accordance with the Recreational Trails Program and the Compliance Guidance in the United
States Department of Transportation regulations in 49 CFR and applicable parts 18.19 and 26, as
amended.
19. Bid documentation must be administratively reviewed by DCR prior to awarding and signing of
contracts. Prior to any land disturbances associated with the project, a copy of the advertisement
for bid, the bid spreadsheet showing the lowest bidder, evidence of the good faith effort for
including DBEs in the bid process and a copy of the executed contract must be submitted to
DCR. The expectation is that the award will go to the lowest bidder. Federal procurement laws
prohibit negotiation with the lowest bidder. If only one bid response is received then the project
must be re -bid. Project work shall not be awarded to any vendor which is debarred or suspended
or is otherwise excluded for or ineligible for participation in Federal assistance programs under
Executive Order 12549, "Debarment and Suspension." All vendors and contractors providing
supplies, materials, goods, equipment, services, etc. for the project must be licensed in Virginia as
required.
20. Recipient must adhere to 23 U.S.C. 206; 2 CFR 200; the Commonwealth of Virginia's
construction procurement requirements; the Buy America Act; and the federal requirements
outlined in form FHWA 1273. If contradictions occur the Recipient must communicate them to
DCR for consultation with FHWA for instructions on how to proceed. Architectural and
engineering firms are to be informed that all projects are to be constructed in compliance with all
applicable state and local laws and regulations, FHWA 1273, and Buy America Executive Order
13788.
21. The recipient bears sole responsibility for ensuring that all contracts are in compliance with
federal and state laws concerning the solicitation of supplies, equipment and services.
22. Copies of the National Environmental Policy Act (NEPA) document (categorical exclusion,
environmental assessment, or environmental impact statement), the National Historic
Preservation Act section 106, the Endangered Species Act section 7, all permits (land disturber,
stormwater management, erosion and sediment control, Virginia Department of Transportation
right of way permit for ingress/egress and travel of ATVS across public road right of way,
nationwide, local building, etc.) issued for the project are required to be submitted to DCR for the
grant file.
23. The Recipient agrees that DCR's waiver or failure to enforce or require performance of any term
or conditions of this project agreement or DCR's waiver of any particular breach of this project
agreement by the Recipient extends to that instance only. Such a waiver or failure to enforce is
not and shall not be a waiver of any of the terms or condition of this project agreement or a
waiver of any other breaches of the project agreement by the Recipient and does not bar DCR
from asserting any and all rights and/or remedies it has or might have against the Recipient under
this project agreement or by law.
24. The Recipient understands that the Recreational Trails Program is a federally funded program
subject to actions by congress and regulatory changes which may impact the execution of this
project by the Recipient. DCR will work with the Recipient in adjusting to any changes that occur
during the life of this project.
Record Retention:
1. Financial records, supporting documents, statistical records, and all other records pertinent to this
grant shall be retained in accordance with 49 CFR for a period of three years; except the records
shall be retained beyond the three-year period if audit findings have not been resolved. The
retention period starts from the date of the final expenditure report for the project.
The Federal Highway Administration, Comptroller of the United States of America, DCR or any
of their authorized representatives shall have access to any books, documents, papers, and records
of the recipient which are pertinent to this Recreational Trails Program grant project for the
purpose of making audit, examination, excerpts and transcripts.
Project Termination:
1. DCR may terminate the project in whole, or in part, at anytime before the date of completion,
whenever it is determined that the Recipient has failed to comply with the conditions of the
project agreement. DCR will promptly notify the Recipient in writing of the determination and
the reasons for the termination, together with the effective date.
The recipient understands that terminated projects must return any RTP funding received to DCR
for return to the FHWA.
Termination by the Recipient either for cause or for convenience requires that any and all RTP
reimbursement payments must be returned to DCR for return to the FHWA.
Reimbursement Documentation:
1. The recipient understands all funding associated with the Recreational Trails Program is
federal funding made possible from the Federal Highway Administration. Reimbursements are
paid on an 80% matching reimbursement basis not to exceed the actual out of pocket expense or
the approved total award amount provided adequate documentation is submitted by the Recipient
to justify expenditures incurred and paid. The Recipient understands that no Commonwealth of
Virginia funding is associated with this project and no Commonwealth of Virginia funding will be
made available for this project under any circumstances.
2. The recipients understands that reimbursement by the Recreational Trails Program is not a right.
Reimbursements are contingent upon satisfactorily completing the authorized scope of work
within the approved performance period and submitting required documentation for
reimbursement.
3. Each reimbursement request must include:
a) A transmittal letter/performance report describing the work completed, challenges,
amount of DBE participation in the project (if any), a breakdown by percentage of the
total cash, donation, volunteer or in-kind work involved. The transmittal should include
the reimbursement amount being requested.
b) Receipts, delivery tickets and packing slips for materials and supplies purchased. This is
required for all projects including contractor performed work.
c) Invoices/Schedule of Values (SOV) itemizing charges. All invoices/SOV should reference
the RTP project. Invoices/Schedule of Values must be detailed with an explanation for
how the purchases relate to the RTP authorized work. Invoices/Schedule of Values with
expenses for materials and supplies without corresponding delivery tickets, packing slips,
etc. will not be honored and will be ineligible for reimbursement. When invoices contain
other purchases not related to the RTP project, the purchases applying to the RTP project
must be clearly identified.
d) All invoice/SOV expenditures must have an explanation for how the material, supply or
service relates to the RTP authorized work.
e) Time cards signed by both the employee and supervisor are required. Time cards are
needed for contract labor performed work, force account performed work and volunteer
performed work. A description indicating how the work performed by the employee ties to
the RTP authorized work is needed. "Trail work" is not acceptable. Unsigned timecards by
either the employee or supervisor are ineligible for seeking reimbursement. Incomplete
timecards are ineligible for seeking reimbursement. Unsigned and/or incomplete volunteer
time cards and/or logs are ineligible for seeking reimbursement. Timecards/volunteer logs
for multiple individuals that appear to be in the same handwriting will be deemed
ineligible.
I) All expenditures must have an accompanying proof of payment in the form of image of
cleared check (front and back of check), credit card receipt, payroll ledger or pay stub
copies, etc. Internal source documents are not sufficient to prove an outlay of funds.
g) Holiday, Annual, Sick leave and Overtime may not be charged to the RTP project.
h) Work logs indicating daily tasks completed for the RTP project. Daily work logs are
needed for force account, volunteer and contract built projects.
i) Materials notebook. The materials used on any project must be documented as
approved materials meeting specifications and documented as to the quantities used.
The materials notebook must contain the total quantities of materials incorporated into
the project including a description of the material, the material supplier and
manufacturer. Supporting documentation such as delivery tickets, test reports and
certifications demonstrating conformance to specifications is required to demonstrate
compliance with Presidential Order 13788 and Buy America Act. The Contractor's
quality control manager and the local project manager must sign the materials
notebook. Self -built projects require material books and should be signed by the
project manager.
j) Equipment records must clearly identify machinery, date, time, name of operator, rate of
the equipment and description how the equipment was used in accordance with the
authorized RTP scope of work. If discrepancies exists between the hours on the
operator's time sheets and the equipment records explanations are required to determine
eligibility for reimbursement purposes.
k) Buy America documentation must be submitted to support iron or steel products used in the
RTP project. Documentation includes, but is not limited to, certification by the
manufacturer, mill paperwork, etc. Reimbursement documentation must identify all iron,
steel, and aluminum parts incorporated into the project with the dollar value of each item as
delivered to the project site. Failure to demonstrate compliance with the Buy America Act
and Executive Order 13788 will result in no reimbursement being made to the recipient.
1) Documentation providing a summary of the procurement on the RTP project including the
Recipient's effort to including DBEs in the project. This documentation includes but is not
limited to the final Invitation For Bid, Project Manual, bid spreadsheet showing lowest,
responsive and responsible bidder and executed contract.
m) Each reimbursement request must be accompanied by a signed Virginia Recreational
Trails Program Reimbursement Certification Form.
The recipient understands the RTP program requires documentation to justify all expenditures
associated with the project before reimbursement can be authorized. Each RTP project is situation
specific and additional information to what is listed in this project agreement above may be
requested to receive reimbursement. The failure to provide suitable documentation for
authorization from the FHWA for payment can result in the inability to be reimbursed for work
performed, either in whole or in part. In situations where ambiguity exists in determining how an
expense related to the authorized RTP scope of work no reimbursement will be possible. In
situations where ambiguity exists regarding the eligibility of an expense no reimbursement will
be allowed.
5. A partial or final reimbursement must be submitted by July 5, 2019. A final reimbursement must
be submitted by the end of the grant agreement. Failure to do this results in project showing as
"inactive" and can result in rescission of funding and termination of this agreement.
6. Reimbursements are normally processed in thirty (30) days once documentation has been
received and verified by both DCR and the FHWA.
7. Projects utilizing other federal funds in addition to the Recreational Trails Program funding must
demonstrate adherence to the 95% rule which states that the total federal dollars on a project
cannot exceed 95%. Each reimbursement request must adhere to this rule. Other federal
funding added to the project after RTP approval will not be allowed as a match for the RTP
project and expenditures associated with the other federal funding will be ineligible for
reimbursement. Federal funds from other sources added after RTP approval could result in
rescission of the RTP award when the programs rules and regulations would prohibit the multiple
federal funding sources.
8. Twenty percent (20%) of the award amount is held in retainage until the work described in the
scope of work is completed and satisfactorily inspected by DCR.
9. RTP recipients with PE projects unable to go to construction within two years of the completion
of this PE grant are required to return all funding to DCR for return to the FHWA.
Special Conditions
1. The Facility Life assigned to this project scope of work after construction funding has
been added to the project is 50 years beginning with the date of final reimbursement.
Performance Period
1. The scope of work for this project agreement is expected to be complete and financially closed out
by June 30, 2020. Recipients unable to meet this deadline must contact DCR no less than 90 days
prior to project expiration.
Extensions are not a right and will only be considered in accordance with the extension policy as
outlined in the 2018 Recreational Trails Program grant application manual. An extension will only
be considered due to documented severe weather conditions, unexpected staff turnover during the
project performance period and delays due to unexpected environmental concerns.
Provision of a Drug -Free Workplace
In compliance with the Drug -Free Workplace Act of 1988 (43 CFR Part 12, Subpart D), upon signing
the Recreational Trails Program project agreement, the Recipient certifies that it must:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the Recipient's workplace and
specifying the actions that will be taken against employees for violation of such prohibition;
2. Establish an ongoing drug-free awareness program to inform employees about:
a) The dangers of drug abuse in the workplace;
b) The Recipient's policy of maintaining a drug-free workplace;
c) Any available drug counseling, rehabilitation and employee assistance programs, and
d) The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;
3. Require that each employee be engaged in the performance of a grant be given a copy of the
statement;
4. Notify the employee in the statement that, as a condition of employment under the grant, the
employee will:
a. Abide by the terms of the statement;
b. Notify the employer in writing of his or her convictions for a violation of a criminal drug
statute occurring in the workplace no later than five calendar days after such conviction.
5. Notify the agency in writing, within ten calendar days after receiving notice from an employee or
otherwise receiving actual notice of such conviction. Employers of convicted employees must provide
notice, including position title, to every grant officer on whose grant activity the convicted employee
was working, unless the FHWA designates a central point for the receipt of such notices. Notice shall
include the identification number(s) of each affected grant;
6. Take one of the following actions, within 30 calendar days of receiving notice, with respect to any
employee who is so convicted;
a) Taking appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended or
b) Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health, law
enforcement, or other appropriate agency;
7. Make a good faith effort to continue to maintain a drug-free workplace throughout project
implementation.
Non—Discrimination
All activities pursuant to this Agreement shall be in compliance with the requirements of
Executive Order 11246, as amended; Title VI of the Civil Rights Act of 1964, as amended, (78
Stat. 252; 42 U.S.C. §§2000d et seg.); Title V, Section 504 of the Rehabilitation Act of 1973, as
amended, (87 Stat. 394; 29 U.S.C. §794); the Age Discrimination Act of 1975 (89 Stat. 728; 42
U.S.C. §§6101 et seg.); and with all other federal laws and regulations prohibiting
discrimination on grounds of race, color, sexual orientation, national origin, disabilities,
religion, age, or sex.
Lobbying Prohibition
18 U.S.C. § 1913, Lobbying with Appropriated Moneys, as amended by Public Law 107-273,
Nov. 2, 2002 — No part of the money appropriated by any enactment of Congress shall, in the
absence of express authorization by Congress, be used directly or indirectly to pay for any
personal service, advertisement, telegram, telephone, letter, printed or written matter, or other
device, intended or designed to influence in any manner a Member of Congress, a jurisdiction,
or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any
legislation, law, ratification, policy, or appropriation, whether before or after the introduction
of any bill, measure, or resolution proposing such legislation, law, ratification, policy, or
appropriation; but this shall not prevent officers or employees of the United States or of its
departments or agencies from communicating to any such Members or official, at his request, or
to Congress or such official, through the proper official channels, requests for legislation, law,
ratification, policy, or appropriations which they deem necessary for the efficient conduct of the
public business, or from making any communication whose prohibition by this section might, in
the opinion of the Attorney General, violate the Constitution or interfere with the conduct of
foreign policy, counter intelligence, intelligence, or national security activities. Violations of
this section shall constitute violations of section 1352(a) of title 31.
In witness whereof, the parties hereto have executed this agreement as of the date entered below.
Commonwealth of Virginia
The Department of Conservation and Recreation
E
Danette Poole
Planning and Recreation Resources Division Director
Roanoke County
By
Print Name
Signature
Title
Date
Date
-40
o4-'DCR 2018
WginiaDepartment ofLonWFVation&Recreation Recreational Trails Program Application - DCR199-195.pdf
Read the Recreational Trails Program Application Manual Before Completing Application
Annlication Information
Applicant Name
Roanoke County Parks, Recreation & Tourism
Contact Name & Title
Wayne Wilcox / Park & Greenway Planner
Street Address
1206 Kessler Mill Rd
City, State, Zip Code
Salem, VA 24153
Telephone Number
540-777-6324
E-mail Address
WWilcox RoanokeCount VA. ov
Applicant Type ❑State OLocal ❑Federal ❑Non -Profit
Total Pro]ect Cost $ 404,355 *
* updated per conversation with
Synthia Waymack, Aug 22 2018 6
US Congressional District Number
Virginia State Senate District Number 19
Virginia House District Number 17
Project Classification El New Trail Construction
El Trail Rehabilitation
❑ Other
Award Request Amount $ 323,484
(See grant manual)
Name of Representative
Name of Representative
Name of Representative
Bob Goodlatte
David R. Suetterlein
Christopher T. Head
ONew Trailhead
❑ Trailhead Rehabilitation
Project Category ONon-motorized ❑Motorized ❑Diversified
Trail Uses ❑ Foot (walking, hiking, jogging, running, etc.) 0 Mountain Biking
❑ Cycling ❑ Equestrian
❑ ATV ❑ Dirt Biking
❑ OHV ❑ Biking
❑ Other
Right -of -Way Status ❑ Fee Simple Rights to project site ❑ Easement Rights to project site
❑ Do not currently have control of ROW for project site
0 Other Year 5 of a 99 -year lease
What is the physical location of the property?
The Blue Ridge Mountain Bike Center (BRMBC) is within Explore Park in eastern Roanoke
County. Explore Park is at the end of the Roanoke River Parkway, which is a spur of the
Blue Ridge Parkway at milepost (MP) 115.2.
Visitors also can reach Explore Park along Rutrough Rd (Rte 618) and Roanoke River
Greenway (completion estimated in 2020).
1. Purpose and Need
Give the purpose and need for the project. Indicate how the project is unique or significant.
PURPOSE:
= To provide a family -friendly, attractive, progressive setting for learning and enhancing skills
used in mountain biking; and,
= To provide a fun, challenging, high-profile system of mountain bike trails easily accessible
for the Roanoke Valley and for visitors from throughout the East Coast.
NEED:
A progressive introductory trail system for novices to receive basic instruction and experience
in mountain bike riding and develop fundamental skills for further growth.
EXPLANATION:
Roanoke and Virginia's Blue Ridge are America's East Coast Mountain Biking Capital.
In 2018, the International Mountain Bicycling Association (IMBA) named Virginia's Blue Ridge
(VBR) as the East Coast's only Silver -level Ride Center.
The Blue Ridge Mountain Bike Center (BRMBC) is a central feature of a re -branded Explore
Park, as envisioned in the 2016 Explore Park Adventure Plan. Explore Park will have a critical
mass of adventure activities, including mountain biking, hiking, horseback riding, whitewater
canoing/kayaking, treetop ropes challenge courses, zip lines,several types of camping,
special events, and the historical features that the original Explore Park plan featured.
But as with any other activity, mountain bike riders don't emerge fully capable and skilled.
Riders need places to get started with the sport and to develop strength, stamina, and skills.
BRMBC will be the primary location within VBR and its IMBA Ride Center where beginners
can go to develop new skills and confidence, and where intermediate riders can enhance their
skills.
Roanoke County Parks, Recreation & Tourism (RCPRT) developed a master plan for BRMBC
in 2017-18, based on a public outreach process which identified these desires:
_ "a regional outdoor activity base camp that will introduce people to adventure recreation,
bringing together many outdoor activities ranging from basic to moderate levels of
challenge.
_ "a top-notch, entry-level outdoor introduction with selective opportunities for intermediate
and advanced participants, and
_ "introducing and educating novices and families to activities, the skills for which can be
refined and applied in more remote and demanding conditions."
Finally, the 2016 Community Strategic Plan states that "Roanoke County's abundant outdoor
recreational opportunities are seen as a means to market the County's high quality of life to
young professionals, an increasingly important part of the equation in attracting
entrepreneurial businesses to the region. Outdoor recreation that capitalizes on increasing the
number of visitors to the area while providing healthy alternatives for citizens is a high priority.
Roanoke County will continue to expand and promote the County's outdoor recreational
advantages, especially amenities such as Explore Park, greenways, and blueways."
K
2. Describe the population service area for the project. Indicate the number of anticipated users
within a 15 minute walk or bike ride and 30 minute drive. Be sure to include census data and
other documentation to support statements.
The Roanoke MPO had a 2010 population of 227,507, and Explore Park expects to draw
adventure seekers from across the East Coast. Using the Environmental Systems Research
Institute (ESRI) Business Analyst for a 30 -minute drive yields these figures:
= Population: 2010: 199,897 in 85,196 households. 2023 projection: 211,165
= Median household income: 2018: $49,232. 2023 projection: $54,436
= Median age: 2018: 42.8 2023 projection: 43.2
= Race/ethnicity:
- White alone: 2010 : 77.6% 2023 projection: 72.3%
- Black alone: 2010: 16.4% 2023 projection: 17.7%
- Hispanic origin: 2010: 3.8% 2023 projection: 6.0%
The primary access to Explore Park is from the Blue Ridge Parkway, which draws 15 million
visitors each year. Explore Park had over 70,000 visits from July 2016 through June 2017, a
33% increase over the previous year.
Explore Park's pastoral setting is a primary and necessary part of its draw, so the areas within
a 15 -minute walk are lightly populated. ESRI Business Analyst appears to draw from
estimated data rather than actual data for reporting on the population service area, yielding
results that look obviously flawed, misleading, and not worth sharing.
3. Describe any linkages being made to other existing trails.
Trails are one of the three key systems in the 2016 Explore Park Adventure Plan. The Blue
Ridge Mountain Bike Center (BRMBC) will connect to about 14 miles of existing trails in
Explore Park, including 7 miles of hiking trails and and 7 miles of shared -use hiking/biking
trails.
4. Project Design, Methods and Long -Term Maintenance
A. Give the life expectancy for the trail facility.
Given proper routine and annual maintenance, Kay -Linn Enterprises estimates that
the BRMBC trails should have life expectancies of 50 years or more.
B. Quantitatively indicate in miles, linear feet, or other applicable unit what the RTP funding will
be used to accomplish.
Phase 1 of the Blue Ridge Mountain Bike Center will have about 8,550 LF of new
and rehabilitated mountain bike trails, some with skills features, plus about 600 LF of
shared use paths for bikes and pedestrians.
The BRMBC trails will tie into about 14 miles of existing hiking and biking trails within
Explore Park.
Later phases of the BRMBC will add 5 more miles of new and rehabilitated trails,
with some existing mountain biking trails being obscured.
C. Give the length and width of the trail to be constructed and/or rehabilitated. Give the total land
disturbance for the project. State what the trail surfacing will be.
Most of the 8,550 LF trails at BRMBC will be single-track (30" to 48" wide) with
natural surfaces. Some trails will have optional skills features made of rock and
other natural materials. The exception in Phase 1 would be Trail 30, the Outer Skills
Loop, which will have an aggregate surface.
Total land disturbance is estimated at 41,850 SF, or 0.96 acres.
Trails: 8,550 LF x 36" w = 25,650 SF
Shared use path: 600 LF x 60" w = 3,000 SF
Trailhead: (120'x 60') parking + (250 LF x 24'w) driveway = 13,200 SF
D. Identify and defend the design standards that will be used for the project.
The mountain bike trails at BRMBC will be built according to IMBA and USDA
Forest Service guidelines.
There are no other national, recognized guidelines on which mountain bike trails
are built. AASHTO and VDOT guidelines for shared use paths do not apply to these
specialized recreational trails.
E. Indicate how the applicant will accomplish the RTP project. Will it be competitively bid for
construction, involve volunteer and/or in-kind labor, donations, etc.?
Engineering Phase: Roanoke County has worked with a specialized consulting
team to develop a master plan (2018 Design Narrative) for BRMBC, and will
continue working with that team to develop documents for bidding and permitting.
Construction Phase: Roanoke County will procure the construction work through
competitive bidding.
F. Identify partners involved with the project and what their roles will be.
Roanoke County Department of Parks, Recreation & Tourism (RCPRT) will be the
grant recipient and will manage the project from planning and design through
construction and then operation and management. RCPRT operates Explore Park
under a 99 -year lease agreement with the Virginia Recreational Facilities Authority.
RCPRT selected a team of specialized consultants led by Balzer and Associates for
the planning, design and engineering of the BRMBC. The team includes Kay -Linn
Enterprises, Applied Trails Research, IMBA Trail Solutions, and Progressive Bike
Ramps.
The Roanoke Chapter of the International Mountain Biking Association (RIMBA) has
volunteered to assist with maintenance and upkeep of the trails.
G. Describe how this proposal addresses ADA accessibility.
We will design and construct the main trailhead area for full accessibility according
to current standards and guidelines, including pedestrian areas at the trailhead and
from there to the central skills park area. Viewing and seating areas at the central
skills park area also will be accessible.
The mountain bike trails themselves will be built according to standards and
practices that do not address accessibility due to their specialized recreational
character and needs. The ADA Accessibility Guidelines provide 4 exceptions for
Outdoor Developed Recreation Areas, including:
1. Compliance is not practicable due to terrain.
2. Compliance cannot be accomplished with the prevailing construction practices.
3. Compliance would fundamentally alter the function or purpose of the facility or
the setting.
Each of these three exceptions applies to the mountain bike trails in this skills park
to one degree or another, especially #3.
(36 CFR 1191, Appendix D, Section 1019)
[:i
H. Indicate who will be responsible for the long-term maintenance of the trail facility. State what
maintenance will occur and how often it will occur.
Roanoke County Parks, Recreation & Tourism will have primary responsibility for
long-term maintenance of the trails, which will include:
= operations and maintenance,
= trail grooming and repairs, and
= downed tree removals.
RIMBA will assist with trail maintenance and upkeep.
RCPRT and RIMBA will inspect trails on a regular basis, and will conduct special
inspections before special events and after major storms.
5. Project Readiness, Environmental Analysis and Permitting
A. Describe the legal control/access for the project property.
Roanoke County is in the 5th year of a 99 -year lease with the Virginia Recreational
Facilities Authority, which owns the property.
Access to Explore Park is via:
= the Blue Ridge Parkway and the Roanoke River Parkway lead to the central Adventure
Village of Explore Park, from which people can reach BRMBC by trail.
= Rutrough Road (Rte 618) leads to the main BRMBC trailhead.
= the Roanoke River Greenway will connect to the trails of BRMBC.
= the Roanoke River will have 2-3 landing points within Explore Park.
B. Describe the environmental analysis that has been conducted for the proposed RTP project.
Identify which resources were analyzed and the anticipated impacts to those resources as a
result of this project. If no environmental analysis has been conducted for this project then
state this.
In 2016, Roanoke County contracted with Michael Gaige for a Landscape Inventory and
Special Places Report. In his Field Inventory, he notes a few dozen ancient trees and
numerous landscape points of interest, aiming for both appreciation of the special places
and education about reading the landscape.
Environmental analysis has not yet been conducted but will be done as part of the
planning and design phase.
Construction of the mountain bike trails and skills park will "lay lightly on the land", with
minimal disturbance. Construction of the trailhead area will be designed to balance
benefits and impacts.
C. List the Federal, State and local permits and approvals that will be required for the RTP project.
Provide the purpose of each and their status.
Stormwater management: to improve the quality and quantity of surface runoff. The
methods of stormwater management will be determined during the detailed site design
process.
E&S/Land Disturbance permit: to prevent and/or mitigate the effects of erosion and
sedimentation during the construction phases. The methods will be determined during
the detailed site design process.
T&E for tree removals (bats): to limit impacts on habitats of threatened and endangered
species. The methods will be determined during the detailed site design process.
D. Identify and describe any mitigation that is being required for the project.
Environmental analysis has not yet been conducted but will be completed as part of the
Preliminary Engineering phase.
Mitigation as part of stormwater management might be handled in part by dedicating
conservation easements on lands owned by the County and/or by Virginia Recreational
Facilities Authority (VRFA). The methods will be determined during the detailed site
design process.
E. Are constructions plans complete for the project?
❑ Yes ❑ No ❑ Other
6. Virginia Outdoors Plan, ConservationVision Outdoor Recreation Model(s) and Local or Regional Plans
A. Indicate how this proposal addresses needs in the Virginia Outdoors Plan, ConservationVision
Recreation Model(s) and Local or Regional Plans. Attach maps from ConservationVision Recreation
Model(s) and excerpts from relevant plan(s) with information highlighted to support statements.
The 2013 Virginia Outdoors Plan (VOP) Chapter 10 Region 5 makes several references
to the desire for more mountain bike facilities in Virginia's Blue Ridge.
The "Trails and greenways" section includes these on page 10.58:
= Provide stacked loop trails for equestrians and mountain bikers.
= Balance the number of multiuse trails with single -use trail options.
= Design trails to minimize multiuse conflicts.
= Create a bike skills park that is visible along the river.
Roanoke County's involvement in Explore Park changed significantly after the 2013
VOP was published. The 2018 draft VOP (dated 6/13/18) included similar references.
= Fig. 2-4 sets mountain biking among the "top outdoor activities for growth".
= Fig 2-6 shows trails among the most needed recreational opportunities in the
Virginia Outdoor Demand survey
= Trails are a major way to enhance the economic benefits of parks (p.30)
= Chapter 8 is dedicated to trails.
= Chapter 10 Region 5 includes, "Implement the Explore Park master plan."
The 2016 Explore Park Adventure Plan began with public input and concluded with
findings that included the BRMBC.
In 2017-18, Roanoke County worked with a consulting team under Balzer & Associates
to develop the Mountain Bike Skills Area Development Design Narrative (2018).
IN
B. Planning Process
Describe the planning process that led to the submission of this RTP application. Indicate if the project is
a result of citizen survey, user survey, an approved local plan or other public input process. If public
commenting periods were held indicate when they were held, how long the commenting period was open
and how the project was modified as a result of receiving public input.
Two planning processes led to submission of this RTP application, each with robust public
engagement.
In 2016, Roanoke County worked with Wallace, Roberts & Todd (WRT) to revision Explore
Park in the Explore Park Adventure Plan. Fourteen meetings were held with county staff,
the steering committee, and the general public.
In an effort to engage the community in shaping the future of Explore Park, the County
conducted a broad public outreach program including designation of a steering committee
with a wide range of representation. The County conducted meetings with the steering
committee, stakeholders and general public both in person and by way of a user survey.
In 2017-18, Roanoke County worked with a consulting team under Balzer and Associates
to develop the Mountain Bike Skills Area Development Design Narrative (2018). The public
outreach process identified these desires:
= "a regional outdoor activity base camp that will introduce people to adventure recreation,
bringing together many outdoor activities ranging from basic to moderate levels of
challenge.
= "a top-notch, entry-level outdoor introduction with selective opportunities for intermediate
and advanced participants, and
= "introducing and educating novices and families to activities, the skills for which can be
refined and applied in more remote and demanding conditions."
Is
7. Budget
Attach a detailed, itemized budget showing the total project cost for the project (architectural and
engineering work, environmental analysis, permitting and construction). The total project cost of the
project will be used for adhering to the RTP categorical requirements. The engineering, environmental and
permitting fees will be used to determine the amount of the PE grant that will be awarded for selected
projects.
8. Match Composition
Clearly identify all funding sources and their amounts for the project. Identify which sources will be used
as a match. Designate if the match is a hard match (cash) or soft (volunteer, donations, etc.) Do not list the
RTP funding as a source. If other grants are involved with the proposed RTP project, a copy of the
authorized agreement and contact information for the awarding agency must be included with the RTP
grant application. Pending grants are ineligible.
Projects involving other federal funding must be able to adhere to the 95% rule for each reimbursement
request.
The Recreational Trails Program is an 80-20 matching reimbursement program. hi submitting the RTP
application for funding the applicant is certifying they have funding committed to the project for its
completion while seeking periodic reimbursement.
9. Application Attachments
A. Project Timeline
B. Location Maps: location within Virginia, location within locality, location within park, etc.
C. Graphic showing trail alignment, location of trailheads, overlooks, linkages to other existing trails,
etc.
D. Graphic showing trail alignment with beginning, mid -point, and end point, latitudes and longitudes
E. Documentation showing applicant has control of the right-of-way(deed, easement, license agreement,
etc.)
F. Supporting documentation to verify statements made within application (user data, financial
commitments for project, public notice announcements, ConservationVisions Model(s) maps,
Virginia Outdoor Plan citations,etc.)
G. Photographs
H. Letters of support (no more than 5)
10. Certification
By submitting this application for consideration for funding through the Recreational Trails Program, I
hereby certify the information contained in this application is true and correct. I understand this application
will be rated on the basis of the information submitted and the submission of incorrect or inaccurate data or
an incomplete application can result in this application becoming ineligible for funding.
I hereby certify that the applicant will comply with all Federal, Commonwealth of Virginia and local laws
and regulations.
I hereby certify that the applicant understands the Recreational Trails Program is an 80-20 matching
reimbursement program requiring verification of expenditures in order to receive reimbursement, either
partial or in full. Further, in signing and submitting this application, I hereby certify that the applicant has
IN
finding committed to the project and is capable of financing the project while seeking periodic
reimbursement.
Name Wayne T. Wilcox
Title Park & Greenway Planner
Applicant Signature
Date 7/17/18
13
Y S�Ib2Jl JNIlSIX3 NO GIV�213AO s�ozsv
z VE3U { S-1I1AS 87118 N[ViNnovq
o . S-11V2J1 L 3S`dHd '01N3INHOViiV NHvd 9801dx3
mo
4— I rs
o lo
W t J f
_ 3 O
DO'
�. a0. �1
dO 1
op f ��
�,�--
/ —
r % ',p
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2019
ORDINANCE APPROPRIATING $323,484 TO THE DEPARTMENT OF
PARKS, RECREATION AND TOURISM, FOR MOUNTAIN BIKE
TRAILHEAD CONSTRUCTION AND MOUNTAIN BIKE TRAIL
REHABILITATION AND CONSTRUCTION AT EXPLORE PARK
WHEREAS, Roanoke County has received a grant in the sum of $323,484 from
the Virginia Department of Conservation and Recreation for the County to enhance its
mountain biking trail system at Explore Park; and
WHEREAS, it is accordingly proposed that Roanoke County rehabilitate an
existing trail, build a new trailhead and construct a new series of loop mountain bike trails;
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 December 18, 2018, and
the second reading was held on January 8, 2019.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows..
1. That the sum of $323,484 is hereby appropriated to the Department of
Parks, Recreation and Tourism, for the construction of a mountain bike trailhead, and for
additional repair and construction of mountain bike trails Explore Park.
2. That this ordinance shall take effect from and after the date of adoption.
Page 1 of 1
ACTION NO.
ITEM NO. H.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
January 8, 2019
Appointments to Committees, Commissions and Boards
Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
Daniel R. O'Donnell
County Administrator
Open district appointments.
BACKGROUND:
1. Budget and Fiscal Affairs Committee (BFAC) (appointed by District)
The following District appointments remain open:
Cave Spring Magisterial District
Vinton Magisterial District
Budget and Fiscal Affairs Committee (BFAC) (At -Large)
Two open appointments
2. Economic Development Authority (EDA) (appointed by District)
The following four-year term expired on September 26, 2017:
a) Steve Anderson, representing the Cave Spring Magisterial District is
eligible for reappointment
Page 1 of 2
3. Library Board (appointed by District)
The following District appointment remains open:
Vinton Magisterial District
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
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, JANUARY 8, 2019
RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM I- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for January 8,
2019, designated as Item I - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 2
inclusive, as follows:
1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Vera L. Brown, Treasurer Clerk Supervisor, upon her retirement after
more than fifteen (15) years of service
2. Confirmation of appointments to the Blue Ridge Behavioral Health Care Board;
Community Policy Management Team; Roanoke Center for Animal Care and
Protection; Roanoke Outside, Roanoke Regional Partnership; Roanoke Valley
Broadband Authority; Roanoke Valley Regional Juvenile Detention Center;
Regional Court Community Corrections Advisory Board; Regional Drug Court
Advisory Board; Roanoke Valley Regional Commission; South Peak Community
Development Authority (CDA); Western Virginia Regional Industrial Facilities
Authority (including Participation Committee) Western Virginia Regional Jail
Authority; Western Virginia Water Authority and Virginia's Blue Ridge (CVB)
Page 1 of 1
ACTION NO.
ITEM NO. 1.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
January 8, 2019
Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Vera L. Brown, Treasurer
Clerk Supervisor, upon her retirement after more than fifteen
(15) years of service
Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
Daniel R. O'Donnell
County Administrator
Recognition of the retirement of Vera L. Brown
BACKGROUND:
Vera L. Brown retired on January 1, 2019, after more than fifteen years of service with
Roanoke County's Treasure's Office.
Ms. Brown is unable to attend today's meeting and her quilt and resolution 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 adoption of the attached resolution.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, ON TUESDAY, JANUARY 8, 2019
and
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO VERA L. BROWN,
TREASURER CLERK SUPERVISOR, UPON HER RETIREMENT AFTER
MORE THAN FIFTEEN (15) YEARS OF SERVICE
WHEREAS, Ms. Brown was employed by Roanoke County on February 17, 2003;
WHEREAS, Ms. Brown retired on January 1, 2019, after fifteen years and eleven
months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Ms. Brown's tenure she has served as a Treasurer Clerk III and
Treasurer Clerk Supervisor and served with professionalism and dedication in providing
services to the citizens of Roanoke County; and
WHEREAS, throughout Mrs. Browns career with Roanoke County, she chose to
advance her education and professionalism by participating in the Master Governmental
Deputy Treasurer program with the Treasurers Association of Virginia as adopted by the
Virginia General Assembly in 2004; and
WHEREAS, Mrs. Brown achieved and was awarded her designation as Master
Governmental Deputy Treasurer on November 15, 2010 by the Treasurers Association of
Virginia in conjunction with the Weldon Cooper Center at the University of Virginia,
subsequently recertifying in 2014 and 2018; and
WHEREAS, Mrs. Brown during her tenure with the Treasurer's Office also pursued
and received her third Bachelor's Degree in 2008, in Organization Management and
Development from Bluefield college; and
Page 1 of 2
WHEREAS, Mrs. Brown immediately utilized her field of study, in developing the first
set of truly comprehensive office procedure manuals, encompassing every position and
function within the office; and
WHEREAS, Mrs. Brown, went above and beyond her duties, by participating in
several key County and Office projects, including the accounts receivable software platform
change, and the County General Ledger platform change; and
WHEREAS, Mrs. Brown was an integral and reliable employee for the County of
Roanoke demonstrating the personal empathy and caring for all of our citizens and
employees.
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 VERA L. BROWN for more than fifteen years of capable, loyal and dedicated
service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 2 of 2
ACTION NO.
ITEM NO. 1.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
January 8, 2019
Confirmation of appointments to the Blue Ridge Behavioral
Health Care Board; Community Policy Management Team;
Roanoke Center for Animal Care and Protection; Roanoke
Outside, Roanoke Regional Partnership; Roanoke Valley
Broadband Authority; Roanoke Valley Regional Juvenile
Detention Center; Regional Court Community Corrections
Advisory Board; Regional Drug Court Advisory Board;
Roanoke Valley Regional Commission; South Peak
Community Development Authority (CDA); Western Virginia
Regional Industrial Facilities Authority (including
Participation Committee) Western Virginia Regional Jail
Authority; Western Virginia Water Authority and Virginia's
Blue Ridge (CVB)
Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
Daniel R. O'Donnell
County Administrator
Confirmation of appointments
BACKGROUND:
Due to changes in staff, appointments needed to be made to several Boards and
Commissions.
DISCUSSION:
It is the consensus of the Board to recommend the following appointments and terms:
Page 1 of 3
Blue Ridge Behavioral Health Care Board:
Richard Caywood, Assistant County Administrator, will fill the unexpired three-year term
of Daniel R. O'Donnell, which expires December 31, 2019.
Community Policy and Management Team:
Rebecca Owens will replace Daniel R. O'Donnell as the Roanoke County Local
Government Official. There is no term date to this appointment.
Laurie Gearheart will replace Rebecca Owens as the Roanoke County Finance
representative. There is no term date to this appointment.
Roanoke Valley Broadband Authority:
Daniel R. O'Donnell will be the Administrative appointee. There are no term limits
associated with this appointment.
Roanoke Valley Regional Juvenile Detention Center Commission:
Richard L. Caywood, Assistant County Administrator, will fill the unexpired four-year
term of Daniel R. O'Donnell, which expires June 30, 2022.
Regional Court Community Corrections Advisory Board:
Richard L. Caywood, Assistant County Administrator, will fill the unexpired three-year
term of Daniel R. O'Donnell, which will expire June 30, 2019.
Regional Drug Court Advisory Board:
Richard L. Caywood, Assistant County Administrator, will be the Administrative
appointee in accordance with State Code. There is no term limit
Roanoke Valley Regional Commission:
Daniel R. O'Donnell, County Administrator, will fill the unexpired three-year term of
Thomas C. Gates as the Non -Elected member on the Commission. This term will
expire June 30, 2020.
South Peak Community Development Authority (CDA):
Daniel R. O'Donnell, County Administrator, will fill the unexpired four-year term of
Thomas C. Gates. This term will expire October 25, 2020.
Page 2 of 3
Western Virginia Regional Industrial Facilities Authority (and Participation
Committee):
Daniel R. O'Donnell, County Administrator, will fill the unexpired four-year term of
Thomas C. Gates. This term will expire February 4, 2022.
Western Virginia Regional Jail Authority:
Richard C. Caywood, Assistant County Administrator, will fill the expired one-year term
as Administrative Official (alternate). This term will expire December 31, 2018.
Rebecca Owens, Assistant County Administrator, will fill the expired one-year term as
Administrative Official. This term will expire December 31, 2018.
Western Virginia Water Authority:
Daniel R. O'Donnell, County Administrator, will fill the unexpired four-year term of
Thomas C. Gates. This term will expire June 30, 2019.
Virginia's Blue Ridge (CVB):
Daniel R. O'Donnell, County Administrator, will fill the unexpired four-year term of
Thomas C. Gates. This term will expire June 30, 2021.
FISCAL IMPACT:
There is no fiscal impact associated by this item.
STAFF RECOMMENDATION:
Staff recommends approval of all appointments.
Page 3 of 3
CL CL
v
�
c
m
�
c
■
bD
c
a
0
U
2
§
m
�
�
2
2
�
■
m
CL
0
CL
CL
m
c
�
N
��
0
k
77
0
Ln
S
00
. E
e
00
,
�
�
'7p
00
00
k
k
= 2
/
Ln
tka§
u
�
»
§
§
.
f §
2
ILn
' §
q
Ln
00
0
CLCL
k
co
c
�
7
\
_
\00
0
00
�
)
\
0
./
ƒ
E
\>
2 m
e
o
/ ƒ00
\
>'
p
( 2
2
e
\
k \
0
\
,
/
0
06
§
\
\
m
_
E
Li2
k
§
°
k/
\
,
22
L
#
I
;
o
&
m m
;
}
§
@
a
/ /
CL
\
2 2Ait
2
COUNTY OF ROANOKE, VIRGINIA
CHANGES IN OUTSTANDING DEBT
Changes in outstanding debt for the fiscal year to date were as follows:
Audited
Outstanding
June 30, 2018 Additions Deletions
General Obligation Bonds $ 2,765,175 $ -
VPSA School Bonds 78,883,082 27,875,000
Lease Revenue Bonds 81,845,705
Outstanding
January 8, 2019
$ 2,765,175
8,121,855 98,636,227
2,935,000 78,910,705
$ 163,493,962 $ 27,875,000 $ 11,056,855 - $ 180,312,107
Submitted By Laurie L. Gearheart
Acting Director of Finance
Approved By Daniel R. O'Donnell
County Administrator
ACTION NO.
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: January 8, 2019
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
30 -Nov -18
SUMMARY OF INFORMATION:
CASHINVESTMENT:
SUNTRUST CON 29,225,689.86 29,225,689.86
CrZOPA=1N �il�►��
SCOTT STRINGFELLOW CONTRA
(258,728.00)
SCOTT STRINGFELLOW
44,004,447.50
WELLS FARGO
8,000,000.00
WELLS FARGO CONTRA
(75,980.00) 51,669,739.50
LOCAL GOVT INVESTMENT POOL:
3,514,892.55
GENERAL OPERATION
7,151,804.47 7,151,804.47
MONEY MARKET:
AMERICAN NATIONAL BANK
2,039,564.40
BRANCH BANKING & TRUST
96,150.73
HOMETRUST BANK
11,522.88
SCOTT STRINGFELLOW - JAIL
1,132,432.36
SCOTT STRINGFELLOW
3,514,892.55
WELLS FARGO
4,097,911.09
BANK OF THE JAMES
504,147.17 11,396,621.18
TOTAL
99,443,855.01
01/08/2019
ACTION NO.
ITEM NO. M.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:
January 8, 2019
Work session to review Comprehensive Financial Policy
Rebecca Owens
Assistant County Administrator
Daniel R. O'Donnell
County Administrator
Annual review of Comprehensive Financial Policy for the County of Roanoke
BACKGROUND:
One of the measures of a fiscally well managed local government is the adoption of
formal fiscal policies. Roanoke County has recognized the need to develop financial
management policies that reflect longstanding principles and practices that have
enabled the County to maintain its sound financial position.
DISCUSSION:
On April 24, 2018, the Board of Supervisors approved the Comprehensive Financial
Policy. This policy requires an annual review. The purpose of the work session is to
provide recommendations for changes/updates to the policy.
Page 1 of 1
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Section 1 — Overview
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 1 OF 16
Background
Fiscal integrity is a top priority for the County of Roanoke. The County's financial policies
establish the framework for financial planning and management and provide guidelines
against which budgetary performance can be measured and proposals for future funding can
be evaluated. The policies further ensure that the County continues to be a model for
excellence in government by providing direction in the areas of revenues, operating
expenditures, Capital Improvement Program, reserves and debt management.
2. Purpose
The primary objective of financial management policies is for the Board of Supervisors to
create the framework for making sound financial decisions. The County Administrator is
responsible for the daily administration of the Board's policies and general County operations.
The County Administrator may designate other County officials to assist in the administration
of these policies. These financial management policies are a statement of the guidelines and
goals that influence and guide the financial management practices of the County of Roanoke.
Financial management policies that are adopted, adhered to, and regularly reviewed are
recognized as the cornerstone of sound financial management.
3. Objectives
A. To contribute significantly to the County's ability to insulate itself from fiscal crises and
economic disruption in order to ensure continuous delivery of public services.
B. To provide sound principles to guide the important decisions of the Board and of
management which have significant fiscal impact.
C. To assist sound management of County government by providing accurate and timely
information on financial condition.
D. To promote long-term financial planning in regards to both day-to-day operations and
capital improvements.
E. To set forth operational principles which minimize the cost of government, to the extent
consistent with services desired by the public, and which minimize financial risk.
F. To ensure the legal use of all County funds through a good system of financial security and
internal controls.
G. To employ policies which prevent undue or unbalanced reliance on certain revenues, which
distribute the costs of county government services as fairly as possible, and which provide
adequate funds to operate desired programs.
H. To provide essential public facilities and prevent deterioration of the County's public
facilities and its capital plan.
I. To enhance access to short-term and long-term markets by helping to achieve the highest
credit and bond ratings possible.
J. To protect and enhance the County's credit rating and prevent default on any debts.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Section 2 — Financial Reporting
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 2 OF 16
The County's accounting and financial reporting will comply with:
A. Generally Accepted Accounting Principles of the United States of America (GAAP)
B. Government Accounting Standards (GAS), issued by the Comptroller General of the United
States
C. The Uniform Financial Reporting Manual, issued by the Auditor of Public Accounts of the
Commonwealth of Virginia
D. Specifications for Audits of Counties, Cities and Towns, issued by the Auditor of Public
Accounts of the Commonwealth of Virginia
E. Circular A-133 Audits of States, Local Governments, and Non -Profit Organizations, Uniform
Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards,
and the Compliance Supplement, issued by the U.S. Office of Management and Budget
F. The Government Finance Officers Association's Certificate of Achievement for Excellence
in Financial Reporting and Distinguished Budget Presentation Award Programs
G. The Code of Virginia, and other legal and regulatory bodies' requirements, as applicable
2. The County will establish and maintain an internal control structure designed to protect the
County from loss, theft and misuse. The structure will be designed to provide reasonable
assurance of that objective; the concept of reasonable assurance recognizes that:
A. The cost of a control should not exceed the benefits likely to be derived
B. The valuation of costs and benefits requires estimates and judgments made by
management
3. The County will also maintain a complete inventory of capital assets meeting its capitalization
thresholds, in accordance with Generally Accepted Accounting Principles of the United States
of America.
4. A comprehensive, annual financial audit, including an audit of federal grants, will be conducted
by an independent public accounting firm, and the results of that audit will be presented
publicly to the Board of Supervisors by December 31, following the end of the previous fiscal
yea r.
Section 3 — Annual Budget
Budget Ordinances
A. The County's Annual Budget Ordinances will be balanced, adopted and administered in
accordance with the Local Government Budget and Fiscal Control Act (N. C. G. S 159-
8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net
revenues and appropriated fund balances is equal to appropriations.
B. The General Fund, Special Revenue Funds, Debt Service Funds, Capital Project Funds,
Schools and Internal Service Funds shall have legally adopted budgets through the annual
budget ordinances.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 3 OF 16
C. County staff shall provide for approval by the Board five ordinances providing
appropriations for County and Schools operating, capital, and transfers. These ordinances
will include:
1. An ordinance appropriating funds for the County's fiscal year operations budget.
2. An ordinance appropriating funds for the County's fiscal year capital budget.
3. An ordinance appropriating funds for the County's transfers to, and on behalf of, the
Schools.
4. An ordinance appropriating funds for the Schools' fiscal year operations budget.
5. An ordinance appropriating funds for the Schools' fiscal year capital budget.
D. The Board does not legally adopt budgets in instances where the County acts as fiscal
agent for trust and agency funds.
2. Budgeting Process
A. County staff shall provide to the Board a calendar of significant dates and legal
requirements associated with the next fiscal year budget no later than October of each
year.
B. The County Administrator shall submit to the Board a balanced Capital Budget in January
and a balanced Operating Budget in March for the next fiscal year.
C. After a series of work sessions and public hearings on the budget, the Board of
Supervisors shall adopt the annual operating and capital budgets for both the County and
the Schools in May for appropriations effective July 1 of the next fiscal year.
3. Budgeting Philosophy
The budget will provide for current expenditures balanced with current revenues. It will
address the adequate maintenance and orderly replacement of capital assets, and the
adequate funding of all retirement systems and other post -employment benefits (OPEB).
Funding shall be identified for incremental operating costs associated with capital projects in
the operating budget after being identified and approved in the Capital Improvement Program.
4. Budget Monitoring
The County will maintain a budget control system and staff will monitor and evaluate
expenditures and revenues as compared to budget and/or prior year-to-date reports. The
County Administrator will propose recommendations to the Board for adjustments as needed.
Section 4 — Revenues and Expenditures
1. Revenues
A. The County will strive to maintain a diversified and stable revenue system to shelter the
organization from fluctuations in any single revenue source and ensure its ability to provide
ongoing service.
B. The County's annual revenue streams consist of local, state, federal and other financing
sources. It is the County's policy for one-time revenues to be used to fund capital projects
or other non-recurring expenditures. County staff will provide revenue estimates for the
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 4 OF 16
next fiscal year by using historical data, current economic conditions, and future economic
projections.
C. Revenue estimates are monitored on a regular basis to identify any potential trends that
would significantly impact the revenue sources. In January of each year, County staff will
provide for information to the Board a mid -year update of current year revenues as relates
to the adopted budget. In September of each year, or soon thereafter as preliminary year-
end revenue estimates are available, County staff will provide for information to the Board
a year-end comparison of budgeted to actual revenues for the previous fiscal year.
2. Revenue Team
A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets
to review current construction trends, the number of authorized building permits, housing
sales, mortgage rates, and other economic data which impact Real Estate Tax revenue
collections.
B. In addition, the Revenue Team uses statistical models to estimate revenue categories
including but not limited to: the Personal Property Tax; Local Sales Tax; Business,
Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax;
Meals Tax; and Recordation Tax.
3. Fees and Charges
A. Roanoke County, where possible, institutes user fees and charges for providing
specialized programs and services. Established rates recover operational costs, indirect
costs, and capital or debt service costs. The County will regularly review user fee charges
and related expenditures to determine if it is meeting pre -established recovery goals.
B. As part of the budget development process, County staff shall produce an annual Fee
Compendium to be adopted by the Board of Supervisors at the same time as adoption of
the Annual Budget Ordinances. The Fee Compendium will list all fees and charges
imposed by the County for providing specialized programs and services. The Fee
Compendium will provide details on the type of fee, authority to levy the fee, current fees,
and proposed changes to the current fees.
4. Revenue Sharing Formula with Schools
The Revenue Sharing formula establishes a mechanism to share County revenue with the
Schools through the application of a formula. The formula accounts for the shifting dynamic
between the level of student enrollment and the overall population of the County to determine
a revenue sharing ratio that provides both organizations an equitable amount of resources
relative to need. The allocation formula includes the following calculations:
A. Calculate Three -Year Average:
Establish a three year rolling average index for the changes in county population and
student enrollment. Using a rolling average eliminates significant fluctuations from year to
year while recognizing that these trends affect the provision of services. The statistics used
for this index will be derived from publicly available sources as follows:
1. County population - Population numbers published in the statistical section of the
Roanoke County Comprehensive Annual Financial Report (County CAFR).
COUNTY OF ROANOKE Policy Number PAGE 5 OF 16
Roanoke, Virginia
COMPREHENSIVE EFFECTIVE DATE
FINANCIAL POLICY JULY 1, 201
2. Student enrollment - Average Daily Membership (ADM) published in the statistical
section of the Roanoke County Schools Comprehensive Annual Financial Report
(School CAFR) and the Budget and Salary Scales (adopted budget).
B. Calculate Net Allocation Change:
1. Calculate a payroll factor using the percentage of school personnel budget to total
personnel budget for the County and the Schools for the current year.
2. The payroll factor should be applied to the change in the three year rolling average
index and then applied to the current year index to arrive at a net tax allocation change
for the new budget year.
C. Calculate Increase/(Decrease) in School Transfer:
1. Apply the net tax allocation change to the allocation percent calculated in the prior year
to arrive at the new percent of adopted budget net taxes. This percent is then applied to
the projected County revenues for total general property taxes and total other local
taxes as published in the Roanoke County Annual Financial Plan (General Fund
Summary of Revenue).
2. The amount budgeted to Visit Virginia's Blue Ridge (previously committed by Board of
Supervisors action) will be subtracted from the General Property and Local Tax
projection.
3. New economic development incentives will be subtracted from the General Property
and Local Tax projection and added back when each incentive arrangement expires.
4. Increases in the amount budgeted for Comprehensive Services Act (CPMT) will be
subtracted from the General Property and Local Tax projection (since this provides
benefits to and satisfies obligations of both the school and general population).
5. The increase or decrease in the school transfer is then added to or deducted from the
transfer to schools for the previous year to arrive at the total transfer to schools for the
next budget.
D. The Schools Revenue Sharing formula calculation shall be included in the County's annual
financial plan.
E. Other:
1. During each annual budget preparation cycle, County staff and School staff shall work
collaboratively to determine the increase or decrease in the operating allocation to the
schools from the County.
2. The allocation of revenues are subject to annual appropriations by the Board of
Supervisors.
5. Expenditures
The County's expenditure budget is divided into functional areas (departments), transfers,
non -departmental, and capital fund expenditures. In coordination with departments, Budget
staff will monitor expenditures throughout the fiscal year to ensure compliance with legal
requirements and accounting standards.
Expenditure estimates are monitored on a regular basis to identify any potential trends that
would significantly impact the approved budgeted expenditure levels. In January of each year,
County staff will provide for information to the Board a mid -year update of current year
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 6 OF 16
expenditures as relates to the adopted budget. In September of each year, or soon thereafter
as preliminary year-end expenditure estimates are available, County staff will provide for
information to the Board a year-end comparison of budgeted to actual expenditures for the
previous fiscal year.
6. Board of Supervisors Contingency Expenditure Budget
The Board of Supervisors generally appropriates a Contingency budget to provide for
unanticipated expenditures that arise during the year. This budget is recommended to be
established at a minimum of $50,000, though the Board has the discretion to alter that amount
through the budget appropriation process. The use of these funds require approval of the
Board of Supervisors.
7. Expenditure Budget Transfers
Language is included in the annual Operating and Capital Budget Ordinances providing the
County Administrator, or his/her designee, the authority to transfer funds within and between
appropriation functions. Amendments impacting the level of budget authority established by
fund through the Annual Operating and Capital Budget Ordinances must be approved by the
Board as a supplemental budget appropriation. Language governing expenditure budget
transfers will be reviewed by staff and approved by the Board on an annual basis.
8. Revenue and Expenditure Forecasting
A forecast of General Fund expenditures and revenues is developed as part of each year's
budget process and is periodically updated. Individual and aggregate revenue categories, as
well as expenditures, are projected by revenue and/or expenditure type. Historical growth
rates, economic assumptions and County expenditure priorities are all used in developing the
forecast. This tool is used as a planning document for developing the budget guidelines and
for evaluating the future impact of current year decisions. Forecasts of revenues and
expenditures are also developed for the County's Capital Improvement Program. Information
regarding those forecasts can be found in the section entitled "Capital Improvement Planning"
9. Fiscal Impact Review
It is County policy that all items having potential fiscal impact be presented to the Board of
Supervisors for review. This review can be part of the annual operating or capital budgets, or
as part of the "Fiscal Impact" section of a Board Report Form, which accompanies all Board
agenda items. Effective management dictates that the Board of Supervisors and County
citizens be presented with the direct and indirect costs of all items as part of the decision
making process.
10. End of Year Desianations
All General Government unexpended appropriations and all General Government revenues
collected in excess of appropriated revenues at the end of the fiscal year will not lapse but
shall be re -appropriated and recommendations for use and will be presented to the Board of
Supervisors for approval during the final year-end report.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Section 5 — Capital Improvement Planning
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 7 OF 16
Ten -Year Capital Improvement Program (CIP)
The County Administrator annually will submit to the Board for its consideration a ten-year
Capital Improvement Program (CIP) pursuant to the timeline established in the annual budget
preparation schedule. For inclusion in the Capital Improvement Program, a project or
collection of projects generally must have an estimated useful life that exceeds five years with
a total project cost of at least $100,000. The Capital Improvement Program shall include the
following elements:
A. A statement of the objectives of the Capital Improvement Program and its relationship to
the County's Strategic Plans, as applicable;
B. An estimate of the cost and anticipated sources of funds for each project included in the
Capital Improvement Program. Each year of the ten-year program must be balanced in
that all capital expenditures included in the plan must have an identified funding source.
C. A summary of capital projects considered, but not included in the balanced ten-year
program.
D. An estimate of the fiscal impact of the project, including additional operating costs or
revenues impacting the County's Operating Budget associated with the project.
E. Adherence to all policies related to debt and debt service as described in the section
entitled "Debt Management".
2. Capital Year Budget
The first year of the Capital Improvement Program, also known as the Capital Year Budget,
will be appropriated by the Board as part of the adoption of the annual Capital Budget
Ordinance. The annual Capital Budget Ordinance shall set forth specific provisions regarding
funds remaining at project completion and the ability of the County Administrator to transfer
funds to facilitate the completion of an existing project.
3. Facilities Assessment
The County and Schools shall obtain an independent, professional, and comprehensive
facilities assessment to ascertain the present condition of each facility, and to assist the
County and the Schools in forecasting capital funding requirements to address deficiencies.
The assessment shall also be used to establish priorities for the maintenance, repair,
enhancement, or replacement of facilities and their component systems, and to be used in the
development of the Capital Maintenance Program and Capital Improvement Program. Further,
the analysis as presented in the assessment shall be useful when identifying and justifying
needs to support a future bond issue. This evaluation shall be reviewed internally by staff on
an annual basis and updated by an independent professional every 7-10 years after the initial
evaluation.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 8 OF 16
4. Capital Project Status Reports
On a bi-annual basis, County staff shall provide the Board with a summary status of all active
capital projects. The summary shall include status of the project, financial information, and
other relevant information as determined by staff.
Section 6 — "Pay-as-you-go" Financing
1. A number of options are available for financing the Capital Improvement Program, including
bond proceeds and other non -County funding sources (e.g. grants and private capital
contributions). The County generally looks to maximize the use of current revenue, or "pay-as-
you-go" financing. Financing capital projects from current revenues indicates the County's
intent to show purposeful restraint in incurring long-term debt.
2. The decision for using current revenues to fund a capital project is based on the merits of the
particular project in relation to an agreed upon set of criteria, including balancing capital needs
versus operating needs. In determining the merits of "pay-as-you-go" financing, non-recurring
revenues should not be used for recurring expenditures.
Section 7 — Debt Management
1. Legal Requirements
The County shall comply with all requirements of the Code of Virginia and other legal and
regulatory bodies' requirements regarding the issuance of bonds and other financing sources
for the County or its debt issuing authorities. The County shall comply with the U.S. Internal
Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the
County will institute a control structure to monitor and ensure compliance with bond
covenants.
2. Purposes for Debt Issuance
The County may issue debt for the purpose of acquiring or constructing Capital Projects,
including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on
behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled
together to minimize issuance costs. The Capital Improvements Program will identify all debt -
related projects and the debt service impact upon operations identified.
3. Guidelines for Issuing Debt
The County recognizes that the essential components of a debt policy are the limitations and
guidelines set by the locality. The following guidelines reflect the County's philosophy
concerning indebtedness:
A. Debt issuances are limited to $10 million annually with one year designated for County
capital projects and two years designated for School Capital projects included in the
adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County
in FY 2020, FY 2023, 4H.4 FY 2026 and FY 2029; to the SchoolsFy 201 , FY 2021, FY
2022, FY 2024, FY 2025, FY 2027, and FY 2028. Effective with capital projects
COUNTY OF ROANOKE Policy Number PAGE 9 OF 16
Roanoke, Virginia
COMPREHENSIVE EFFECTIVE DATE
FINANCIAL POLICY JULY 1, 201
appropriated on or after July 1, 2018 (FY 2019), bond funding may be "banked" for
purposes of accumulating bonding capacity where project costs exceed the $10 million
limit.
B. The County will not use short-term borrowing to finance operating needs, except in
instances as described under "Revenue Anticipation Notes".
C. Long-term debt will be used in compliance with all aspects of the debt policy.
D. The maturity of any debt will not exceed the expected useful life of the project for which the
debt is issued. No bonds greater than twenty (20) years will be issued.
E. Each project proposed for financing through debt issuance will have a multi-year analysis
performed for review of the debt service impact on the County's General Government
Operating Budget and an analysis on the County's approved Debt Ratios as indicated in
the section entitled "Debt Limits".
F. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by
the Board of Supervisors with additional approvals, if applicable, indicated in the section
entitled "Types of Debt/Structural Features".
4. Funding Sources for the Debt Payment Reserve Fund
A. Annual contributions to the Debt Payment Reserve Fund shall total $8.2 million from the
following sources: $4.2 million from County sources, $2.2 million from School sources, and
$1.8 million from expired Economic Development incentives. Additionally, changes in debt
service payments beneficial to the fund shall be retained by the Fund. Contributions will be
accounted for in the Debt Payment Reserve Fund.
B. The Debt Payment Reserve Fund will use a benchmark interest rate assumption of six
percent (6%). Contribution levels to support the capital financing plan will be reviewed
annually and changed upon mutual agreement of the Board of Supervisors and School
Board.
C. Funding in the amount of $1 million from the County and $1 million from the Schools will
continue for the Capital Maintenance Programs and be included in the Capital
Improvement Program.
Section 8 — Debt Limits
The County does not have any Constitutional or Statutory Debt Limits. The County does
abide by the following self-imposed debt targets:
A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed
Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal
years as detailed in the County's Capital Improvement Program.
B. General Obligation Current and Projected Debt Service as a Percentage of General
Government Expenditures will not exceed ten percent (10%) in the current fiscal year or
subsequent fiscal years as detailed in the County's Capital Improvement Program. General
Government expenditures include the Governmental Fund expenditures, the School Board
component unit expenditures, and County and School transfer to capital projects and
Proprietary Funds as outlined in the County's Comprehensive Annual Financial Report
(CAFR).
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 10 OF 16
2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will
be calculated each year in conjunction with the budget process and the annual audit.
Section 9 — Types of Debt/Structural Features
1. Revenue Anticipation Notes
A. The County's General Government Fund Balance was designed to provide adequate cash
flow to avoid the need for Revenue Anticipation Notes (RANs).
B. The County may issue RANs in an extreme emergency beyond the County's control or
ability to forecast when the revenue source will be received subsequent to the timing of
funds needed.
C. The County will issue RANs for a period not to exceed the one year period permitted under
the Constitution of Virginia, Article VII section 10.
2. General Obligation Bonds
A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the
authority for a County to issue General Obligation (GO) Debt with no limit on the amount of
GO Debt that a County may issue. The County may issue GO Debt for capital projects or
other properly approved projects.
B. All debt secured by the general obligation of the County must be approved by the Board of
Supervisors and a public referendum, with the exception of Virginia Public School Authority
(VPSA) Bonds and State Literary Fund Loans, which do not need approval by referendum.
3. VPSA Bonds and State Literary Fund Loans
A. School capital projects may be constructed with debt, either through VPSA Bonds or State
Literary Fund Loans, and refunding bonds with preference given to accessibility and
interest rates.
B. Approval of the School Board is required prior to approval by the Board of Supervisors.
4. Lease/Revenue Bonds
A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital
projects that will generate a revenue stream.
B. The bonds will include written covenants, which will require that the revenue sources are
sufficient to fund the debt service requirements.
C. Cost of issuance, debt service reserve funds and capitalized interest may be included in
the capital project costs and thus are fully eligible for reimbursement from bond proceeds.
5. Capital Acquisition Notes and Leases
The County may issue short-term notes or capital leases to purchase buildings, machinery,
equipment, furniture and fixtures.
COUNTY OF ROANOKE Policy Number PAGE 11 OF 16
Roanoke, Virginia
COMPREHENSIVE EFFECTIVE DATE
FINANCIAL POLICY JULY 1, 201
6. Moral Obligation Debt
A. The County may enter into leases, contracts, or other agreements with other public bodies,
which provide for the payment of debt when revenues of such agencies may prove
insufficient to cover debt service.
B. Payment of such moral obligation debt service will be done when the best interest of the
County is clearly demonstrated.
C. While such moral obligation support does not affect the debt limit of the County, the
amount of bonds issued with the County's moral obligation should be controlled in order to
limit potential demands on the County. There is no legal obligation, but the County is
placing its good name and reputation on the line and there is every expectation that the
County would make good any deficiencies when a default exists.
7. Credit Objectives
The County of Roanoke will strive to maintain or improve its current bond ratings. The County
will also maintain relationships with the rating agencies that assign ratings to the County's
various debt obligations. The rating agencies will be kept abreast of the County's financial
condition by providing them with the County's Comprehensive Annual Financial Report
(CAFR) and the Operating and Capital Improvement Program Budget.
8. Authorized Methods of Sale
The County will select a method of sale that is the most appropriate in light of financial,
market, transaction -specific and issuer -related conditions. Debt obligations are generally
issued through competitive sale. If the County and its financial advisor determine that a
competitive sale would not result in the best outcome for the County, then a negotiated sale,
private placement or other method may be chosen.
9. Selecting Outside Finance Professionals
The County of Roanoke will retain external finance professionals to be selected through a
competitive process. The finance professionals will include, but may not be limited to, the
financial advisor, bond counsel and the underwriter. The finance professionals will assist in
developing a bond issuance strategy, preparing bond documents and marketing bonds to
investors. The length of the contracts will be determined by the County. The selection process
will require experience in the following: municipal debt, diverse financial structuring, and
pricing municipal securities.
10. Post -Issuance Compliance
A. The Director of Finance will oversee post -issuance compliance activities to ensure
compliance with federal guidelines and other legal regulatory requirements including:
1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt
debt purposes
2. Maintaining detailed records of all expenditures and investments related to debt funds
3. Ensuring that projects financed are used in a manner consistent with legal
requirements
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 12 OF 16
4. Reporting of necessary disclosure information and other required fillings in a timely
manner
5. Monitoring compliance with applicable arbitrage rules and performing required rebate
calculations in a timely manner
B. The Director of Finance may consult with bond counsel, financial advisors or other
professionals as deemed appropriate to meet the post -issuance compliance requirements.
Section 10 —Reserves
1. General Government Fund
A. The County of Roanoke's General Government Fund (Fund C100) Unassigned Fund
Balance will be maintained to provide the County with sufficient working capital and a
comfortable margin of safety to address emergencies and unexpected declines in revenue.
B. The General Government Fund's Unassigned Fund Balance should not be used to support
recurring operating expenditures outside of the current budget year. If a budget variance
requires the use of Unassigned Fund Balance, the County will decrease the General
Government Fund's expenditures and/or increase the General Government Fund's
revenues to prevent using the Unassigned Fund Balance for two consecutive fiscal years
to subsidize General Fund operations.
C. The General Government Fund's Unassigned Fund Balance will be as follows:
Fund
Number
Fund Name
Policy
C100
General Government Fund
Twelve percent (12%) of budgeted annual
General Government expenditures
D. In the event that the General Government Fund's Unassigned Fund Balance is used to
provide for temporary funding of unforeseen emergency needs, the County shall restore
the balance to the twelve percent (12%) minimum, as defined above, within two fiscal
years following the fiscal year in which the event occurred. This will provide for full recovery
of the targeted General Government Fund Unassigned Fund Balance in a timely manner.
E. Funds in excess of the maximum annual requirements outlined above may be considered
to supplement "pay-as-you-go" capital expenditures or other nonrecurring expenditures
with Board approval.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
2. Other General Funds
A. For the funds listed
follows..
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 13 OF 16
below, an annual Unassigned Fund Balance shall be maintained as
B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for
temporary funding of unforeseen emergency needs, the County shall restore the balance
to the minimum, as defined above, within two fiscal years following the fiscal year in which
the event occurred. This will provide for full recovery of the targeted Fund Unassigned
Fund Balance in a timely manner.
C. Funds in excess of the Unassigned Fund Balance policy outlined above may be
considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring
expenditures with Board approval.
D. All other County Funds structured under the County's General Fund may carry a reserve
balance but do not have a specific annual target. These County Funds are not permitted to
expend funds in excess of available revenues.
3. Capital Reserve Funds
The County will maintain funds for the specific use of providing "pay-as-you-go" funding for
capital projects as detailed in the approved Capital Improvement Program. Contributions to
the Capital Reserve Fund will primarily be made with year-end expenditure savings and
revenue surplus balances. On annual basis, County staff shall present to the Board for
consideration the allocation of year-end balances to support the Capital Reserve Fund. There
are no minimum fund balance requirements associated with the Capital Reserve Fund.
Fund
Item
Number
Fund Name
Policy
Children's Services
Twenty percent (20%) of budgeted annual
1.
C111
Act (CSA)
expenditures
Criminal Justice
Ten percent (10%) of budgeted annual
2.
C126
Academy
expenditures
Seven and a half percent (7.5%) of budgeted
3.
C130
Fleet Service Center
annual expenditures
Communications
Ten percent (10%) of budgeted annual
4.
C142
Shop
expenditures
Emergency
Seven and a half percent (7.5%) of budgeted
5.
C144
Communications
annual expenditures
Center (ECC)
Five percent (5%) of budgeted annual
6.
C150
Recreation Fee Class
expenditures
B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for
temporary funding of unforeseen emergency needs, the County shall restore the balance
to the minimum, as defined above, within two fiscal years following the fiscal year in which
the event occurred. This will provide for full recovery of the targeted Fund Unassigned
Fund Balance in a timely manner.
C. Funds in excess of the Unassigned Fund Balance policy outlined above may be
considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring
expenditures with Board approval.
D. All other County Funds structured under the County's General Fund may carry a reserve
balance but do not have a specific annual target. These County Funds are not permitted to
expend funds in excess of available revenues.
3. Capital Reserve Funds
The County will maintain funds for the specific use of providing "pay-as-you-go" funding for
capital projects as detailed in the approved Capital Improvement Program. Contributions to
the Capital Reserve Fund will primarily be made with year-end expenditure savings and
revenue surplus balances. On annual basis, County staff shall present to the Board for
consideration the allocation of year-end balances to support the Capital Reserve Fund. There
are no minimum fund balance requirements associated with the Capital Reserve Fund.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
4. Internal Service Fund Reserves
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE14 OF 16
The County has three funds classified as Internal Services Funds; they include the Health
Insurance Fund, Dental Insurance Fund, and Risk Management Fund.
A. Health Insurance Fund (Fund C700)
1. So as long as the County continues the current policy of self-insuring health insurance
costs, a reserve for healthcare costs shall be maintained as follows:
Fund
Fund Name
Policy
Number
Fund Name
Policy
C700
Health Insurance Fund
Ten percent (10%) of budgeted healthcare
costs plus a reserve equal to the estimated
incurred but not reported (IBNR) claims.
2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be
restored to that level within two fiscal years. Funds in excess of the Unassigned Fund
Balance policies in all Other Funds outlined in this policy may be transferred to the
Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board
approval.
3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve
equal to the estimated incurred but not reported (IBNR) claims be used to reduce the
annual employee contribution to the Health Insurance Fund, except in cases where a
temporary rate adjustment has been made to restore minimum Health Insurance Fund
Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above
may be considered to supplement "pay-as-you-go" capital expenditures or other
nonrecurring expenditures with Board approval.
B. Dental Insurance (Fund C705)
So as long as the County elects to provide a fully insured Dental plan, no reserve is
required. If the County elects to self -insure Dental Insurance costs in the future, a reserve
for dental costs will be established by the Board.
C. Risk Management (Fund C710)
1. So as long as the County continues the current policy of self-insuring Worker's
Compensation costs, a reserve for Risk Management costs shall be maintained as
follows:
Fund
Number
Fund Name
Policy
C710
Risk Management Fund
Ten percent (10%) of budgeted risk
management costs plus a reserve equal to the
estimated incurred but not reported (IBNR)
claims.
A reserve of $500,000 shall be established for
potential auto or property claims.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 15 OF 16
2. To the extent the reserve falls below the established policy, the reserve will be restored
to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance
policies in all Other Funds outlined in this policy may be transferred to the Risk
Management Fund to restore the Risk Management Fund Balance policy with Board
approval.
5. Roanoke County Public Schools Reserves and Year End Allocation
A. Roanoke County Public Schools will maintain a $2 million unappropriated balance. This
balance is available for unexpected revenue shortfalls, unplanned significant expenditures
increases, and emergency appropriations. The balance will be reserved for financial
emergencies and when appropriations are necessary, the balance will be replenished with
the next available year end funds from the School Operations.
B. All School Operating Fund appropriations remaining at the end of the year will not lapse
but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital
projects, Capital Maintenance Program, School Safety and Security, and/or
Comprehensive Services Act reserves.
Section 11 —Cash Management/Investments
1. Maintaining the safety of the principal of the County's public investment is the highest priority
in the County's cash management policy. The secondary and tertiary priorities are the
maintenance of liquidity of the investment and optimization of the rate of return within the
parameters of the Code of Virginia, respectively. Funds held for future capital projects are
invested in accordance with these objectives, and in such a manner so as to ensure
compliance with U.S. Treasury arbitrage regulations. The County maintains cash and
temporary investments in several investment portfolios.
2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for
maintaining and updating a separate investment policy, which is approved by the Board of
Supervisors.
Section 12 — Internal Controls
1. A comprehensive system of financial internal controls shall be maintained in order to protect
the County's assets and sustain the integrity of the County's financial systems.
2. Managers at all levels shall be responsible for implementing sound controls and for regularly
monitoring and measuring their effectiveness.
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
Section 13 — Administration and Approvals
Policy Number
EFFECTIVE DATE
JULY 1, 201
PAGE 16 OF 16
1. Responsible Department
The Department of Finance and the Office of Management and Budget are responsible for the
administration of this policy.
2. Policy Authority
The Board of Supervisors authorizes the use of this policy.
3. Amendment of Policy
These rules may be chanaed or amended by resolution of the Board of Suaervisors.
3-4. Review Date
This policy will be reviewed annually and updated as necessary for modifications.
N
O
O
O
00
ca
N
(3)
a -J
C6
0
Q
D
�
N
•O
�
N
QJ
_0
•-
Ln
N
_0
_0
ca
N
n1
bp
E
•V
N
X
-0
(o
Q)
s
•
•
Q)
Q)
m
oc
0
z
4-
0
O
E
N
O
�
Q
C6
_
�
C6
�
r -I
C6
O
N
N
—0
N
O
.Q
(3)
N
Q
>
N
O
cn
aJ
O
4-J
O
c
4--
ca
Q
t/7
Ile
E
to
O
0
00
-0
r'
a
E
o
O0-0
rO
0
CO
ca
4-J
O
ca
3
ca
.0
U
E
a)w
a
U
�oCL
a
°
w
CL
Q
0
w
LT-
co
.
w
C:
�U
m
LL
40iD
O
.
T
.
U
O
N
N
O
U
N
N
Q�
t
Q
0
a�
c
�
o
�
a
o
0
N
N
Q
N
D
I
10
b
(D
0
a�
0
Co
O
o
0
N
O
m
Ln
M
ti
CO
ti
O
o
0
N
00
00
O
M
CO
CO
O
o
0
N
00
f`
O
Ln
Ln
M
CO
CO
N
(6
�
CU
(6
N
M
C
c
N
U
E O
U
w
C
>
a
cn
N
0
0) X
0
cu
N
N
N
N
o
S
(6
N D
i
O
0
Q
(6
0
�
L Q
Z
�j
C7
Q N
C6
CSA
O
0
Q
�--+Q
E
Ol
�
rl
O
O
m
N
O
ca
N
'7
=3
L
4-J
=3
ca
�
O
pT
Q
Q
O
c
ca
N
O
_0
1
�
V
°
5
0
m
�
oCL
a�
•�
Q
_V
'
O
LL
.�
C
•>
i.L
Z
oc
N
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 8, 2019
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each member's knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies; and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
Page 1 of 1