HomeMy WebLinkAbout12/17/2019 - RegularRoanoke County
Board of Supervisors
December 17, 2019
INVOCATION: Lead Pastor Ken Nienke
Fellowship Community Church
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
"Any invocation that may be offered before the official start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board."
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Roanoke County
Board of Supervisors
Agenda
December 17, 2019
Good afternoon and welcome to our meeting for December 17, 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 Friday at 7:00 p.m. and on Sunday at 4:00 p.m. Board of Supervisors
meetings can also be viewed online through Roanoke County's website at
www.RoanokeCountyVA.gov. Our meetings are closed -captioned, so it is important for
everyone to speak directly into the microphones at the podium. Individuals who require
assistance or special arrangements to participate in or attend Board of Supervisors
meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in
advance. Please turn all cell phones off or place on silent.
A. OPENING CEREMONIES
1. Roll Call
B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA
ITEMS
C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Recognition of the Police Department and Emergency Communications for their
re -accreditation by the Commission on Accreditation for Law Enforcement
Agencies (CALEA) (Chief Howard Hall and Susan Slough, Assistant Director of
Communications and Information Technology)
D. BRIEFINGS
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E. NEW BUSINESS
1. Resolution implementing a pilot program to establish fees and regulations to
facilitate the operation of Bicycle and E -Scooter Sharing Companies in the
County (Peter Lubeck, Acting County Attorney)
2. Resolution of the Board of Supervisors of Roanoke County, Virginia consenting
to the amendment of special assessment revenue note, series 2012, of the South
Peak Community Development Authority and Related Note Purchase Agreement
(Rebecca Owens, Assistant County Administrator; Richard Caywood, Assistant
County Administrator)
F. APPOINTMENTS
1. Board of Zoning Appeals (appointed by District)
2. Budget and Fiscal Affairs (BFAC) (appointed by District and At -Large)
3. Economic Development Authority (EDA) (appointed by District)
4. Library Board (appointed by District)
5. Parks, Recreation and Tourism (appointed by District)
G. CITIZENS' COMMENTS AND COMMUNICATIONS
H. REPORTS
1. Unappropriated, Board Contingency and Capital Reserves
2. Outstanding Debt Report
3. Comparative Statement of Budgeted and Actual Revenues as of November 30,
2019
4. Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of November 30, 2019
5. Accounts Paid — November 30, 2019
I. WORK SESSIONS
1. Work session to review recommendations for changes to the Comprehensive
Financial Policy and allocation of fiscal year 2019 funds (Meredith Thompson,
Budget Division Director)
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J. CLOSED MEETING, pursuant to the Code of Virginia as follows:
1. Section 2.2-3711.A.1 - Discussion, consideration, or interviews of prospective
candidates for employment; assignment, appointment, promotion, performance,
demotion, salaries, disciplining, or resignation of specific public officers,
appointees, or employees of any public body; namely the County Administrator
2. Section 2.2-3711.A.1 - Discussion, consideration, or interviews of prospective
candidates for employment; assignment, appointment, promotion, performance,
demotion, salaries, disciplining, or resignation of specific public officers,
appointees, or employees of any public body; namely the County Attorney
EVENING SESSION
K. CERTIFICATION RESOLUTION
L. NEW BUSINESS
1. Resolution accepting and approving recommended changes to the
Comprehensive Financial Policy (Laurie Gearheart, Director of Finance and
Management Services)
2. Request to allocate year-end funds for the fiscal year ended June 30, 2019
(Laurie Gearheart, Director of Finance and Management Services)
M. PUBLIC HEARING AND SECOND READING OF ORDINANCES
1. The petition of Bane International Company, LLC to obtain a Special Use Permit
in a AG -3, Agricultural/Rural Preserve, District to operate a campground on
approximately 48.06 acres, located at 2745 Loch Haven Lake Drive, Catawba
Magisterial District (POSTPONED AT THE REQUEST OF THE PETITIONER)
N. CITIZEN COMMENTS AND COMMUNICATIONS
O. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. David F. Radford
2. P. Jason Peters
3. George G. Assaid
4. Martha B. Hooker
5. Phil C. North
P. ADJOURNMENT
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ACTION NO.
ITEM NO. C.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
December 17, 2019
Recognition of the Police Department and Emergency
Communications for their re -accreditation by the
Commission on Accreditation for Law Enforcement Agencies
(CALEA)
Howard B. Hall
Chief of Police
APPROVED BY: Daniel R. O'Donnell
County Administrator
ISSUE:
Recognition
BACKGROUND:
At its November meeting, the Commission on Accreditation for Law Enforcement
Agencies (CALEA) re -accredited the Roanoke County Police Department and
Emergency Communications Center. Both agencies successfully completed the
assessment process in August after proving compliance with the relevant CALEA
standards. This is the ninth accreditation award for the Police Department and the
fourth for the Emergency Communications Center.
CALEA serves as the premier credentialing association for public safety agencies and
provides accreditation services for law enforcement organizations, public safety
communication centers, public safety training academies, and campus security
agencies. The standards are promulgated by a board of 21 commissioners,
representing a full spectrum of public safety leadership. The assessment process
includes extensive self-assessment, annual remote web -based assessments, and
quadrennial site-based assessments. Additionally, candidate agencies are presented to
the Commission for final consideration and credentialing. CALEA Accreditation is a
voluntary process and participating public safety agencies, by involvement, have
demonstrated a commitment to professionalism. The program is intended to enhance
Page 1 of 2
organization service capacities and effectiveness, serve as a tool for policy decisions
and management, promote transparency and community trust, and establish a platform
for continuous review.
The staffs of the Police Department and Emergency Communications Center have
worked diligently to maintain compliance with CALEA standards thereby demonstrating
their commitment to providing excellent service to the citizens of Roanoke County.
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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:
December 17, 2019
Resolution implementing a pilot program to establish fees
and regulations to facilitate the operation of Bicycle and E -
Scooter Sharing Companies in the County
SUBMITTED BY: Peter Lubeck
Acting County Attorney
APPROVED BY: Daniel R. O'Donnell
County Administrator
ISSUE:
Whether the County should implement a pilot program to establish fees and regulations
to facilitate the operation of bicycle and e -scooter sharing companies.
BACKGROUND:
In 2019, the General Assembly of the Commonwealth of Virginia enacted Section 46.2-
1315 of the Code of Virginia, in which it authorizes counties to regulate (by ordinance,
any governing body action, or administrative action) the operation of motorized
skateboards or scooters, bicycles, or electric power -assisted bicycles ("shared mobility
devices") for hire, provided that such regulation or other governing body or
administrative action exists prior to January 1, 2020.
DISCUSSION:
Although several businesses that offer shared mobility devices for hire have located or
expressed an intent to locate in neighboring localities, no such business has yet
requested to operate in the County.
However, if the County desires to retain the ability to regulate such activity, it must
preserve such ability by acting prior to January 1, 2020.
As such companies have located in other localities, concerns have included: limiting the
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areas in which such devices may be operated, user safety, improper parking of devices,
the company's commitment to respond to customer and community complaints/ issues
in a timely fashion, the number of devices that may be brought into the locality by the
company, whether to place speed limits or limiting software on the devices, minimum
age requirements for riders, and the company's provision of monthly data to the locality
for staff analysis.
The proposed resolution directs County Staff to develop a pilot program that would
establish fees, licensure, and regulations. Because there is no present indication that a
shared mobility device company desires to operate in the County, it is proposed that the
Board not set an expiration date on the pilot program; rather, if and when County staff
are able to develop recommendations for permanent regulations (based upon a period
of pilot program implementation), staff may then bring such recommendations before
the Board for further consideration.
FISCAL IMPACT:
At present, there is no fiscal impact associated with the development of such a pilot
program.
STAFF RECOMMENDATION:
Staff recommends that the Board adopt the resolution.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, DECEMBER 17, 2019
RESOLUTION IMPLEMENTING A PILOT PROGRAM TO ESTABLISH
FEES AND REGULATIONS TO FACILITATE THE OPERATION OF
BICYCLE AND E -SCOOTER SHARING COMPANIES IN THE COUNTY
WHEREAS, in 2019, the General Assembly of the Commonwealth of Virginia
enacted Section 46.2-1315 of the Code of Virginia, in which it authorizes counties to
regulate (by ordinance, any governing body action, or administrative action) the operation
of motorized skateboards or scooters, bicycles, or electric power -assisted bicycles
(hereafter "shared mobility devices") for hire, provided that such regulation or other
governing body or administrative action exists prior to January 1, 2020; and
WHEREAS, although several businesses that offer shared mobility devices for hire
have located or expressed an intent to locate in neighboring localities, no such business
has hitherto requested to operate in the County; and
WHEREAS, the County desires to proactively assess the viability of shared
mobility devices in the County and to understand the parameters that will allow these
devices to operate effectively and to avoid any public nuisance under the authority of
Virginia Code § 15.2-2018.
NOW, THEREFORE, BE IT RESOLVED:
1) That the Board of Supervisors directs County staff to develop and implement
a pilot program to establish fees and regulations to license and facilitate the
operation of shared mobility device companies in the County.
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2) The regulations in the pilot program shall be established and amended, as
needed, by administrative action.
3) Insofar as there is no present indication that any shared mobility device
company desires to operate in the County, the Board will not set an expiration
date on the pilot program. If and when County staff are able to develop further
recommendations for permanent regulations, based on a period of pilot
program implementation, the Board directs staff to bring such
recommendations before the Board for further consideration.
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ACTION NO.
ITEM NO. E.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
December 17, 2019
Resolution of the Board of Supervisors of Roanoke County,
Virginia consenting to the amendment of special assessment
revenue note, series 2012, of the South Peak Community
Development Authority and Related Note Purchase
Agreement
Rebecca Owens
Assistant County Administrator
Daniel R. O'Donnell
County Administrator
Resolution to amend the special assessment revenue note, series 2012 of the South
Peak Community Development Authority and Related Note Purchase Agreement
BACKGROUND:
On December 21, 2012, the South Peak Community Development Authority issued a $7
million Special Assessment Revenue Note, Series 2012, for the purpose of assisting in
the development of certain infrastructure improvements. The note was issued at 6.5%
interest for 20 years.
DISCUSSION:
Carter Bank & Trust has offered to reduce the interest rate on the outstanding 2012
Note from 6.5% to 6%. Analysis prepared by the Authority's administrator, MuniCap,
Inc. Public Finance, reflects a net present value savings projected at $157,785 or
2.63%.
The South Peak Community Development Authority Board approved a resolution
authorizing and approving the amendment of the Special Assessment Revenue Note,
Series 2012, and the Related Note Purchase Agreement and requesting the consent of
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the Board of Supervisors of Roanoke County to such amendments at their meeting on
November 26, 2019.
Counsel to the Authority has advised that the interest rate reduction will constitute a "re -
issuance" of the 2012 Note for federal tax purposes and pursuant to Section of the
Memorandum of Understanding the Board of Supervisors of Roanoke County must
consent to the issuance of bonds by the Authority.
FISCAL IMPACT:
Debt service payments for the 2012 Special Assessment Revenue Note are paid from
revenues collected for the South Peak Community Development Authority. There is no
fiscal impact to Roanoke County.
STAFF RECOMMENDATION:
Staff recommends approval of the resolution consenting to the amendment of special
assessment revenue note, Series 2012, of the South Peak Community Development
Authority and Related Note Purchase Agreement.
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 DECEMBER 17, 2019
RESOLUTION OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, CONSENTING TO THE AMENDMENT OF SPECIAL
ASSESSMENT REVENUE NOTE, SERIES 2012, OF THE SOUTH PEAK
COMMUNITY DEVELOPMENT AUTHORITY AND THE RELATED NOTE
PURCHASE AGREEMENT
WHEREAS, the Board of Supervisors of Roanoke County, Virginia (the "Board of
Supervisors"), established the South Peak Community Development Authority (the
"Authority") for the purpose of assisting in the development of certain infrastructure
improvements (the "Improvements") described in Exhibit B to the Memorandum of
Understanding dated as of February 1, 2011 (the "Memorandum of Understanding"),
between Roanoke County, Virginia (the "County") and Slate Hill I LLC; and
WHEREAS, Section 1 of the Memorandum of Understanding provides that the
Authority may not issue revenue bonds without first receiving the consent of the Board of
Supervisors to do so; and
WHEREAS, on December 21, 2012, pursuant to the Memorandum of
Understanding and with the prior consent of the Board of Supervisors, the Authority
issued its Special Assessment Revenue Note, Series 2012 (the "2012 Note"), and sold
the 2012 Note to Carter Bank & Trust (the "Bank"), pursuant to a Note Purchase
Agreement dated as of December 1, 2012 (the "Note Purchase Agreement"), between
the Authority and the Bank; and
WHEREAS, the Bank has offered to reduce the interest rate on the 2012 Note
from 6.5% to 6% and counsel to the Authority has advised that the reduction will result in
a "reissuance" of the 2012 Note for federal tax purposes; and
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WHEREAS, on November 26, 2019, the Board of the Authority adopted a
resolution (the "Authority Resolution") authorizing the amendment of the 2012 Note and
the Note Purchase Agreement to reflect the lower interest rate and requesting that the
Board of Supervisors consent to such amendments pursuant to the Memorandum of
Understanding; and
rd
WHEREAS, a copy of the Authority Resolution has been attached hereto as Exhibit
BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA:
1. The Board of Supervisors hereby consents to and approves the amendment
of the 2012 Note and the Note Purchase Agreement to reflect the reduction in the interest
rate from 6.50% to 6% as provided in the Authority Resolution.
2. The approval of the amendment of the 2012 Note does not constitute an
endorsement of the 2012 Note. The 2012 Note shall continue to be payable solely from
revenues received by the Authority. The 2012 Note, as amended, shall not be deemed
to constitute a debt, liability, or obligation of the County and shall not impact upon the
debt capacity of the County.
3. All acts and doings of the officers of the County and members of the Board
of Supervisors that are in conformity with the purposes and intent of this resolution shall
be, and the same hereby are, in all respects approved and confirmed.
4. This resolution shall take effect immediately upon its adoption.
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Exhibit A
RESOLUTION OF THE SOUTH PEAK COMMUNITY
DEVELOPMENT AUTHORITY AUTHORIZING AND APPROVING
THE AMENDMENT OF THE SPECIAL ASSESSMENT REVENUE
NOTE, SERIES 2012, AND THE RELATED NOTE PURCHASE
AGREEMENT AND REQUESTING THE CONSENT OF THE BOARD
OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, TO SUCH
AMENDMENTS
WHEREAS, on December 21, 2012, the South Peak Community Development Authority
(the "Authority") issued its $7,000,000 Special Assessment Revenue Note, Series 2012 (the "2012
Note"), for the purpose of assisting in the development of certain infrastructure improvements
described in Exhibit B to the Memorandum of Understanding dated as of February 1, 2011 (the
"Memorandum of Understanding"), between Roanoke County, Virginia (the "County"), and Slate
Hill I LLC; and
WHEREAS, the Authority sold the 2012 Note to Carter Bank & Trust (the "Bank") on the
terms set forth in the Note Purchase Agreement dated December 1, 2012 (the "Note Purchase
Agreement"), between the Authority and the Bank; and
WHEREAS, the Bank has offered to reduce the interest rate on the 2012 Note from 6.5%
to 6%; and
WHEREAS, both the Authority's administrator, MuniCap, Inc., and the finance staff of
the County, have reviewed the Bank's proposal and have recommended it to the Authority; and
WHEREAS, counsel to the Authority has advised that the interest rate reduction will
constitute a "reissuance" of the 2012 Note for federal tax purposes and pursuant to Section 1 of
the Memorandum of Understanding the Board of Supervisors of the County (the "County Board")
must consent to the issuance of bonds by the Authority.
BE IT RESOLVED BY THE BOARD OF THE SOUTH PEAK COMMUNITY
DEVELOPMENT AUTHORITY:
1. The Authority hereby approves the reduction of the interest rate on the 2012
Note from 6.5% to 6%. The reduction will be reflected in amendments to the 2012 Note and
the Note Purchase Agreement as set forth in an allonge to the 2012 Note (the "Allonge") and
a document amending the Note Purchase Agreement (the "Amendment"), forms of which
have been presented to this meeting.
2. The Chairman and Vice Chairman of the Authority (the "Authorized
Officers"), either of whom may act, are hereby authorized to execute and deliver the Allonge
and the Amendment, and the Secretary and the Assistant Secretary of the Authority, either
of whom may act, are authorized to have the seal of the Authority affixed or printed thereon
and to attest such seal. The Allonge and the Amendment shall be in substantially the forms
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presented to this meeting, with such completions, omissions, insertions and changes as an
Authorized Officer may approve, whose approval will be evidenced conclusively by the
execution and delivery of the Allonge and the Amendment. Notwithstanding the foregoing,
the Authorized Officers may not deliver the Allonge and the Agreement until the County
Board has provided its consent thereto.
3. The Authorized Officers, the Secretary and Assistant Secretary and such other
officers of the Authority as the Authorized Officers may direct are hereby authorized to
execute, deliver and record, as necessary, on the Authority's behalf any amendments to any
other documents associated with the issuance and sale of the 2012 Note to reflect the
amendments made by the Allonge and the Amendment and all other agreements, contracts,
documents, certificates and instruments approved by either Authorized Officer relating to
such amendments, and to take all such further action as any of them may deem necessary or
desirable in connection therewith, including without limitation the execution and delivery of
a certificate setting forth the expected use of the property financed by the 2012 Note to show
that such expected use will not violate the applicable provisions of the Internal Revenue Code
of 1986, as amended (the "Code"), and the regulations thereunder, and Form 8038-G to be
filed with the Internal Revenue Service.
4. Any authorization made hereby to the officers of the Authority to execute
documents shall include authorization to the Secretary or Assistant Secretary to affix the
seal of the Authority to such document and attest such seal and authorization to any officer
to provide for the recording of such document where appropriate and deliver it to the other
parties thereto.
5. The Authorized Officers are hereby authorized to provide for the presentation
of a certified copy of this resolution to the County Board and to request on the Authority's
behalf that the County Board consent to the Allonge and the Amendment. All other acts of
the officers of the Authority that are in conformity with the purposes and intent of this
resolution and in furtherance of the issuance and sale of the Series 2012 Note are hereby
authorized, ratified and approved.
6. This resolution shall take effect immediately upon its adoption.
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CERTIFICATE
The undersigned Secretary -Treasurer of the South Peak Community Development
Authority (the "Authority") hereby certifies that the foregoing is a true, correct and complete copy
of a resolution adopted by not less than a majority of the members of the Board of the Authority
present and voting at a meeting duly called and held on November 26, 2019, in accordance with
law, and that such resolution has not been repealed, revoked, rescinded or amended, and is in full
force and effect on the date hereof.
Dated: December , 2019
Secretary -Treasurer of the South Peak Community
Development Authority
Page 5 of 5
South Peak Community Development ALAthority
Roanoke County, Virginia
REFUNDING NOTE PROJECTIONS
(Series 2012 Note)
Prepared By:
Municap, Inc.
Pubiic Finance
November 8, 2019
South Peak Community Revelopment Authority
Roanoke County, Virginia
REFUNDING NOTE PROJECTIONS
T.b,e pf Contents
Projection of Note and Debt Se - . Sa -ngs
I.
S---.ry pf Net Present V..-. S. -i",
1
11.
Sources and Uses pf Funds - Refunding Note
2
III.
Refunded Note Debt S—i.. - Series 2012
3
IV.
Note Det S—i.. - 2021
Refunding bSeries
4
V.
Savings - Comparison of Debt S -ii..
5
Debt Se a Co age From Existing Development
V1.
Prj..ted Rea, Estate Tax R ------s
6
VII.
Prj..ted Persona, Property Tax R. --s
7
VI11.
Pr j..t.d Addition., Imre—t., Tax R -.,.n -es
8
IX.
Tot., Existing D--- -p—.-t R -----es
10
X.
Debt S—i.. C--.r.ge pn Refunded Note - Series 2012
11
X1.
Debt S—i.. C--.r.ge pn Refunding Note - Series 2021
12
Append x
A-1. Histpri.., T.- R------ Coii—tion A-1
South Peak Community Development Authority
Roanoke County, Virginia
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ACTION NO.
ITEM NO. F.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
AGENDA ITEM:
SUBMITTED BY:
APPROVED BY:
ISSUE:
December 17, 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. Board of Zoning Appeals (appointed by District)
Barry Beckner's five (5) year appointment representing the Cave Spring Magisterial
District expired on June 30, 2019
2. Budget and Fiscal Affairs Committee (BFAC) (appointed by District)
The following District appointments remain open:
Cave Spring Magisterial District
Vinton Magisterial District
Windsor Hills Magisterial District (2)
Budget and Fiscal Affairs Committee (BFAC) (At -Large)
Two open appointments
3. Economic Development Authority (EDA) (appointed by District)
Leon McGhee, representing the Vinton Magisterial District, has resigned from the
EDA effective February 1, 2019. This appointment has a four-year term and will
Page 1 of 2
not expire until September 26, 2021.
4. Library Board (appointed by District)
The following District appointment remains open:
Vinton Magisterial District
Windsor Hills Magisterial District
5. Parks, Recreation and Tourism (appointed by District)
Mike Roop's three (3) year term representing the Vinton Magisterial District has
expired effective June 30, 2019.
Fred W. Corbett's three (3) -year term representing the Cave Spring Magisterial
District has expired effective June 30, 2019.
Open Windsor Hills Magisterial District
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
Page 2 of 2
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COUNTY OF ROANOKE, VIRGINIA
CHANGES IN OUTSTANDING DEBT
Changes in outstanding debt for the fiscal year to date were as follows
Submitted By Laurie L. Gearheart
Director of Finance and Management Services
Approved By Daniel R. O'Donnell
County Administrator
Unaudited
Outstanding
Outstanding
June 30, 2019
Additions
Deletions
December 17, 2019
General Obligation Bonds
$ 1,866,987
$ -
$ -
$ 1,866,987
VPSA School Bonds
91,947,188
-
8,885,422
83,061,766
Lease Revenue Bonds
75,035,000
9,025,000
3,060,000
81,000,000
Subtotal
168,849,175
9,025,000
11,945,422
165,928,753
Premiums
11,356,389
1,245,358
-
12,601,747
$ 180,205,564
$ 10,270,358
$ 11,945,422
$ 178,530,500
Submitted By Laurie L. Gearheart
Director of Finance and Management Services
Approved By Daniel R. O'Donnell
County Administrator
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ACTION NO.
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: December 17, 2019
AGENDA ITEM: Accounts Paid - November 2019
SUBMITTED BY: Laurie L. Gearheart
Director of Finance and Management Services
APPROVED BY: Daniel R. O'Donnell
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Payments to Vendors
Payroll 11/01/19
Payroll 11/15/19
Payroll 11/29/19
Manual Checks
Grand Total
Direct Deposit Checks Total
$ - $ - $ 10,223,287.40
1,407,857.72 14,839.07 1,422,696.79
1, 783, 241.83 16, 033.40 1, 799, 275.23
1,615,840.85 69,300.49 1,685,141.34
2,915.91 2,915.91
$ 15,133,316.67
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:
December 17, 2019
Work session to review recommendations for changes to the
Comprehensive Financial Policy and allocation of fiscal year
2019 funds
Laurie Gearheart
Director of Finance and Management Services
Daniel R. O'Donnell
County Administrator
Review the recommended changes to the Comprehensive Financial Policies and
allocation of fiscal year 2019 funds with the Board of Supervisors.
BACKGROUND:
This presentation includes recommended changes to the Comprehensive Financial
Policy and the allocation of fiscal year 2019 funds in the amount of $3,119,959.
DISCUSSION:
This presentation will discuss changes to the Comprehensive Financial Policy including
updates to the Debt Management and Reserves sections. It will also provide information
on recommended fiscal year 2019 year end allocations in the amount of $3,119,959.
The Board of Supervisors received information on the audited results of the fiscal year
2019, year ending June 30, 2019. General Government revenue and expenditure
savings total $3,119,959 net of encumbrances and beginning balance appropriated
within Budget Ordinance 052819-4.
Per Section 13-3 of the County of Roanoke's Comprehensive Financial Policy,
amendments to the policy are to be made by resolution of the Board of Supervisors,
which is planned for the evening Board of Supervisors meeting on December 17, 2019,
Page 1 of 2
following the work session.
FISCAL IMPACT:
The Budget Ordinance 052819-4 provides that all unexpended general government
expenditures and revenues collected in excess of budget shall not lapse but be re -
appropriated and presented to the Board for recommendations of allocations and
designations based on the Comprehensive Financial Policy.
General Government revenue and expenditure savings total $3,119,959 net of
encumbrances and beginning balance appropriated within Budget Ordinance 052819-4.
The allocation of year end funds is planned for the evening Board of Supervisors
meeting on December 17, 2019, following the work session.
STAFF RECOMMENDATION:
Staff recommends that the Board of Supervisors receive
changes to the Comprehensive Financial Policy and the
fiscal year 2019 year end funds.
Page 2 of 2
information regarding the
recommended allocation of
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Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Restore Contribution to IT Infrastructure Replacement Program
The Adopted FY 2020 Capital Fund included a project budget of $225,000 in FY
2020 and then is planned to increase to $550,000 annually from FY 2021 through
FY 2029. The additional $250,000 in FY 2019 year end funding will increase the FY
2020 budget to $475,000.
Replacement Program planned to replace five ESX (virtual) host servers in FY 2020,
estimated at $363,000. Virtual servers will provide far more network resilience
than traditional servers. Additional planned replacements for FY 2020 include;
Switches/Router for Internet access. Disaster Resilience Site firewall and router,
and an Email Archive System Servers all estimated at approximately $180,000. Upon
receipt an installation of host servers, routers, switches, and other equipment will
be ordered and installed.
Funding will allow CommlT to stay on schedule with necessary maintenance and
upgrades without allowing equipment to go out of warranty and prevents both
funding and infrastructure shortfalls in future years.
Recommended Allocation Amount: $250,000
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Restore Contribution to Fleet Replacement Program
The Fleet and Equipment Replacement Plan is adopted as part of the Operating
Budget each year. General Services, Fire and Rescue, Parks, Recreation & Tourism,
and Community Development develop 10 year plans to replace existing vehicles
and equipment that best meet the needs of their departments. Each year, this plan
is evaluated to identify the most efficient use of funding to purchase necessary
equipment.
The FY 2020 Adopted Budget deferred the purchase of an engine for the Fire &
Rescue Department and a bulk solid waste truck for Solid Waste Operations
Departments agreed that the useful life of existing equipment could be extended
for one more year. Replacement of this equipment is a priority to departments,
Fleet Services, and Administration. Allocating year end funds would enable the
purchase of a Solid Waste and a Fire & Rescue vehicle.
Recommended Allocation Amount: $400,000
2
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Replacement of County of Roanoke's Electronic Pollbooks
The County purchased 66 HP ProBool<450 laptops in 2014 for use in conjunction
with Advocate, an electronic precinct management and pollbool< software made by
DemTech. The Virginia Department of Elections provided localities throughout the
Commonwealth with free access to Advocate software until it discontinued funding
and transferred the cost to local governments effective July 1, 2017. Since that
time, each precinct has received a pair of laptops linl<ed by single crossover cable,
which enables the pollbool< software to synchronize checl<-ins made on each
machine while preventing double checl<-ins and tracl<ing voter engagement.
The laptops have now surpassed their expected useful life and no longer perform
adequately or reliably on Election Day. With increased turnout expected in the
2020 presidential and federal election, the County needs electronic pollbool<s to
limit disruption of the electoral process.
Funding will be used to purchase electronic pollbool<s and associated software in
FY 2020, which will allow new electronic pollbool<s to be in place ahead of the 2020
Presidential Election.
Recommended Allocation Amount: $150,000
3
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Establish Matching Funds to Expand Rural Broadband Service
At the July 9, 2019 Joint Work Session with RCPS, staff presented information on
broadband access. The Virginia Telecommunication Initiative (VATI) is designed to
facilitate extending broadband service to currently underserved and unserved
areas. Grant packages are submitted by a private service provider in a partnership
with a local government committing to a 20% grant match. Consistent with the
enabling legislation, DHCD awarded $19 million in FY2020 to subsidize
construction costs and to provide last -mile services to unserved areas of the state.
The Governor has stated he will request additional funds in FY2021.
County CommlT staff are currently researching and gathering data on how other
localities have received funding, what areas could be considered for the grant, and
the total estimated cost to prepare matching funds. Municipalities must be prepared
to participate with match funding when the Grants are awarded. The allocation
would create initial funding with additional funding to be considered through the
development of the fiscal year 2021 operating budget.
Recommended Allocation Amount: $200,000
4
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Establish a General Government Fund Expenditure Contingency
At the November 6, 2019 Work Session, Board members received information
regarding the development of a contingency policy of 0.25% of General
Government Fund budget. The County of Roanoke's General Government Fund
(Fund C 100) Expenditure Contingency will be maintained to provide for
unanticipated expenditures of a non-recurring nature or to meet unanticipated
increased service delivery costs.
At year end in FY 2019, there was $320,986 remaining in the expenditure or 0.17%
remaining. With increased expenditures in budget issue areas in FY 2019 such as
CORTRAN, Western Virginia Regional Jail Housing of Prisoners, Children's
Services Act (CSA), and Tax Relief programs, the contingency could be used toward
an unexpected budget issue. Any use of the General Government Fund Expenditure
Contingency will be presented at a meeting of the Board of Supervisors as part of
the consent agenda.
Neighboring localities including the Cities of Salem, Roanoke, and Lynchburg, and
the Counties of Montgomery and Bedford have established contingencies, whether
they are established through formal policy or a target amount to include in each
adopted budget.
As this contingency is being established during FY 2020, staff will plan to increase
the contingency to meet policy as part of the FY 2021 budget process. To the
extent the contingency falls below the established policy, the contingency will be
restored to that level within two fiscal years. The establishment of the General
Government Fund Expenditure Contingency within the Comprehensive Financial
Policy is pending adoption of resolution to be presented at the December 17, 2019
Board of Supervisors meeting following the work session
Recommended Allocation Amount: $250,000
5
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Support the Joint County/School Capital Fund
Per the joint work session with Roanoke County Public Schools on December 3,
2019, Roanoke County and Roanoke County Public Schools will allocate $200,000
from FY 2019 year end funding to the Joint County/School Capital Funding Plan.
County and Schools plan to increase annual appropriation by $200,000 each year
beginning July 1, 2020.
New debt issuances will increase to $12 million per year pending adoption of
resolution to be presented at the December 17, 2019 Board of Supervisors meeting
following the work session.
Recommended Allocation Amount: $200,000
0
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Contribute to Public Private Partnership Account
Public Private Partnership funds provide funding for future economic development
initiatives and related capital projects.
Prior uses of this account include:
1-73 Coalition, 419 Town Center Plan including market analysis and Tanglewood
Mall redevelopment concepts, debt payments for Roanoke Valley Broadband
Authority, matching revenue sharing funds for Fallowater Lane Project, Catawba
Sustainability Center partnership with Virginia Tech, Corridor improvement
projects including Lila Drive, Engineering services; Examples include William Byrd,
Wood Haven, and other County properties, Go Virginia Matching Grants.
Below is a summary of the last five years:
Beginning Balance
Use of Funds 2016 2017 2018 2019 2020
$2,882,767 $2,746,912 $2,295,899 $1,673,753 $536,939
Professional Services
28,411.33
7,781.45
26,000.00
18,666.66 -
Regional Cooperative Programs
50,000.00
-
-
50,000.00 -
Misc. Costs
57,444.50
75,985.94
5,000.00
34,154.39 6,000
Architecture &Engineering Services
-
253,876.78
59,101.75
11,186.47 -
Roanoke County Broadband Initiative*
-
113,368.64
386,093.00
387,279.00 -
Woodhaven Property Acquisition/Improve ments*
-
-
145,951.26
133,287.00 -
Fallowater Lane **
-
-
-
502,240.00 282,899
Ending Balance
$2,746,912
$2,295,899
$1,673,753
$ 536,939 $248,040
* Expenses reflect debt service payments that are recurring. FY 2020 and FY 2021 are funded with EDA Funds
** Fallowater Lane is a Revenue sharing project and expense reflects required matching funds
Recommended Allocation Amount: $200,000
7
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Contribution to Capital Reserve
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.
Capital Reserve may be reappropriated in FY 2021 to fund capital projects in the
Capital Fund
Recommended Allocation Amount: $1,435,898
M
Attachment A
Recommendations for Allocation of FY 2019 Year End Funds
Maintain General Government Fund Balance of 12% of Budgeted Annual
Expenditures
Roanoke County Comprehensive Financial Policy Section 10 Reserves states that
Roanoke County will maintain a General Government Fund Balance of 12% of
Budgeted Annual Expenditures.
Allocation of $34,061 is needed to maintain the required 12% fund balance level.
Recommended Allocation Amount: $34,061
0
,°OANO COUNTY OF ROANOKE Policy Number PAGE 1 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 1 — Overview
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 2 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 2 — Financial Reporting
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
1. 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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 3 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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.
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
Revenues
,°OANO COUNTY OF ROANOKE Policy Number PAGE 4 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 5 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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).
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 6 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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 $50,000, though the Board has the discretion to alter that amount
through the budget appropriation process. The use of these funds require approval of the
Board of Supervisors.
7. Expenditure Budget Transfers
Language is included in the annual Operating and Capital Budget Ordinances providing the
County Administrator, or his/her designee, the authority to transfer funds within and between
appropriation functions. Amendments impacting the level of budget authority established by
fund through the Annual Operating and Capital Budget Ordinances must be approved by the
Board as a supplemental budget appropriation. Language governing expenditure budget
transfers will be reviewed by staff and approved by the Board on an annual basis.
8. Revenue and Expenditure Forecasting
A forecast of General Fund expenditures and revenues is developed as part of each year's
budget process and is periodically updated. Individual and aggregate revenue categories, as
well as expenditures, are projected by revenue and/or expenditure type. Historical growth
rates, economic assumptions and County expenditure priorities are all used in developing the
forecast. This tool is used as a planning document for developing the budget guidelines and
for evaluating the future impact of current year decisions. Forecasts of revenues and
expenditures are also developed for the County's Capital Improvement Program. Information
regarding those forecasts can be found in the section entitled "Capital Improvement Planning"
,°OANO COUNTY OF ROANOKE Policy Number PAGE 7 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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 Designations
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 will be presented to the Board of
Supervisors for approval during the final year-end report.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 8 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
ISIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 5 — Capital Improvement Planning
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.
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
NavePAher
-43December 17, 2019
PAGE 9 OF 18
Daniel R. O'Donnell
County Administrator
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:
,°OANO COUNTY OF ROANOKE Policy Number PAGE 10 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
A. Debt issuances are limited to $4-9-12 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 2023, FY 2026, and FY 2029; to the Schools, FY 2021, FY 2022, FY 2024, FY
2025, FY 2027, FY 2028 and FY2030. Effective with capital projects 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 $4-9-12 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. In addition, both the County
and the Schools will add an incremental $200,000 each year starting 4-F)L24July 1, 2020.
ddit;^ra"„ 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
1. The County does not have any Constitutional or Statutory Debt Limits. The County does
abide by the following self-imposed debt targets:
,°OANO COUNTY OF ROANOKE Policy Number PAGE 11 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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 The
General Government ExpendituFes Budget will not exceed ten percent (10%) in the
current fiscal year or subsequent fiscal years as detailed in the County's Capital
Improvement Program. The General Government GXPE?RditH & budget includes the
Governmental Fund expenditures, the School Board component unit expenditures, and
County and School transfers to capital projects and Proprietary Funds as outlined in the
County's Comprehensive Annual Financial Report (CAFR).
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 12 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital
projects that may generate a revenue stream, or issuance through the Virginia Resources
Authority.
B. If applicable, 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.
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 13 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE14 OF 18
Daniel R. O'Donnell
County Administrator
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.
2. General Government Fund Expenditure Contingency
A. The County of Roanoke's General Government Fund (Fund C100) Expenditure
Contingency will be maintained to provide for unanticipated expenditures of a non-
recurring nature or to meet unanticipated increased service delivery costs.
B. The General Government Fund's Expenditure Contingency Balance will be as follows:
C100 General Government Fund 0.25% of budgeted annual General
Expenditure Contingency Government expenditures
1. To the extent the contingency falls below the established policy, the contingency will
be restored to that level within two fiscal years.
C. Any use of the General Government Fund Expenditure Contingency will be presented at a
meeting of the Board of Supervisors as part of the consent agenda.
Other General Funds
A. For the funds listed below, an annual Unassigned Fund Balance shall be maintained as
follows:
Fund
Item
Number
Fund Name
Policy
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE 15 OF 18
Daniel R. O'Donnell
County Administrator
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.
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.
Children's Services
Fifteen percent (15%) 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 and
Five percent (5%) of budgeted annual
4.
C141
Information
expenditures
Technology
(CommlT)
Communications
Ten percent (10%) of budgeted annual
5.
C142
Shop
expenditures
Emergency
Five percent (5%) of budgeted annual
6.
C144
Communications
expenditures
Center (ECC)
Five percent (5%) of budgeted annual
7.
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.
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 16 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Internal Service Fund Reserves
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:
C
Fund
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.
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.
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.
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE 17 OF 18
Daniel R. O'Donnell
County Administrator
A reserve of $500,000 shall be established for
potential auto or property claims.
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.
Roanoke County Public Schools Reserves and Year End Allocation
A. Roanoke County Public Schools will maintain a $2 million unappropriated balance. This
balance is available for unexpected revenue shortfalls, unplanned significant expenditures
increases, and emergency appropriations. The balance will be reserved for financial
emergencies and when appropriations are necessary, the balance will be replenished with
the next available year end funds from the School Operations.
B. All School Operating Fund appropriations remaining at the end of the year will not lapse
but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital
projects, Capital Maintenance Program, School Safety and Security, and/or
Comprehensive Services Act reserves.
Section 11 —Cash Management/Investments
Maintaining the safety of the principal of the County's public investment is the highest priority
in the County's cash management policy. The secondary and tertiary priorities are the
maintenance of liquidity of the investment and optimization of the rate of return within the
parameters of the Code of Virginia, respectively. Funds held for future capital projects are
invested in accordance with these objectives, and in such a manner so as to ensure
compliance with U.S. Treasury arbitrage regulations. The County maintains cash and
temporary investments in several investment portfolios.
2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for
maintaining and updating a separate investment policy, which is approved by the Board of
Supervisors.
Section 12 — Internal Controls
,°OANO COUNTY OF ROANOKE Policy Number PAGE 18 OF 18
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Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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.
Section 13 — Administration and Approvals
Responsible Department
The Department of Finance and Management Services 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 changed or amended by resolution of the Board of Supervisors.
4. Review Date
This policy will be reviewed annually and updated as necessary for modifications.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, DECEMBER 17, 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
ACTION NO.
ITEM NO. L.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:
December 17, 2019
Resolution accepting and approving recommended changes
to the Comprehensive Financial Policy
Laurie Gearheart
Director of Finance and Management Services
Daniel R. O'Donnell
County Administrator
Acceptance of changes to the Comprehensive Financial Policy
BACKGROUND:
A work session was held earlier today to discuss recommended changes and updates
to the Comprehensive Financial Policy.
DISCUSSION:
As reviewed and discussed earlier today at the work session, the following are the
recommended changes to the current Comprehensive Financial Policy:
- Section 7 Item 3 A. the limit of $10 million has been changed to $12 million
- Section 7 Item 4 A. additional wording has been added for the additional
incremental $200,000 both the County and the Schools will be adding each year
starting July 1, 2020
- Section 8 Item 1 B. minor wording changes have been made to delete
"expenditures" and replace with "budget" where appropriate
- Section 10 Item 2 has been added to establish a Government Fund Expenditure
Contingency to provide for unanticipated expenditures of a non-recurring nature or
Page 1 of 2
to meet unanticipated increases in service delivery costs
- The effective date of the Comprehensive Financial Policy has been changed from
November 19, 2019 to December 17, 2019
FISCAL IMPACT:
There is no impact to the current fiscal year budget related to the proposed changes to
the Comprehensive Financial Policy.
STAFF RECOMMENDATION:
Staff recommends approval of the resolution accepting the recommended changes to
the Comprehensive Financial Policy.
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, DECEMBER 17, 2019
RESOLUTION ACCEPTING AND APPROVING RECOMMENDED
CHANGES TO THE COMPREHENSIVE FINANCIAL POLICY
WHEREAS, the County adopted a Comprehensive Financial Policy effective
November 19, 2019; and
WHEREAS, the policy is to be reviewed and updated as necessary for
modifications;
NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors of
Roanoke County, Virginia, as follows:
1. That under Section 7 Item 3 A. the limit of $10 million has been changed to
$12 million; and
2. That under Section 7 Item 4 A. additional wording has been added for the
additional incremental $200,000 both the County and the Schools will be
adding each year starting July 1, 2020; and
3. That under Section 8 Item 1 B. minor wording changes have been made to
delete "expenditures" and replace with "budget" where appropriate; and
4. That under Section 10 Item 2 has been added to establish a Government
Fund Expenditure Contingency to provide for unanticipated expenditures of
a non-recurring nature or to meet unanticipated increases in service
delivery costs; and
Page 1 of 2
5. The effective date of the Comprehensive Financial Policy has been changed
from November 19, 2019 to December 17, 2019
Page 2 of 2
,°OANO COUNTY OF ROANOKE Policy Number PAGE 1 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 1 — Overview
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 2 OF 18
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Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 2 — Financial Reporting
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
1. 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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 3 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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.
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
Revenues
,°OANO COUNTY OF ROANOKE Policy Number PAGE 4 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 5 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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).
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 6 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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 $50,000, though the Board has the discretion to alter that amount
through the budget appropriation process. The use of these funds require approval of the
Board of Supervisors.
7. Expenditure Budget Transfers
Language is included in the annual Operating and Capital Budget Ordinances providing the
County Administrator, or his/her designee, the authority to transfer funds within and between
appropriation functions. Amendments impacting the level of budget authority established by
fund through the Annual Operating and Capital Budget Ordinances must be approved by the
Board as a supplemental budget appropriation. Language governing expenditure budget
transfers will be reviewed by staff and approved by the Board on an annual basis.
8. Revenue and Expenditure Forecasting
A forecast of General Fund expenditures and revenues is developed as part of each year's
budget process and is periodically updated. Individual and aggregate revenue categories, as
well as expenditures, are projected by revenue and/or expenditure type. Historical growth
rates, economic assumptions and County expenditure priorities are all used in developing the
forecast. This tool is used as a planning document for developing the budget guidelines and
for evaluating the future impact of current year decisions. Forecasts of revenues and
expenditures are also developed for the County's Capital Improvement Program. Information
regarding those forecasts can be found in the section entitled "Capital Improvement Planning"
,°OANO COUNTY OF ROANOKE Policy Number PAGE 7 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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 Designations
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 will be presented to the Board of
Supervisors for approval during the final year-end report.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 8 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
ISIAw(;PAh(4r County Administrator
-43December 17, 2019
Section 5 — Capital Improvement Planning
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.
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
NavePAher
-43December 17, 2019
PAGE 9 OF 18
Daniel R. O'Donnell
County Administrator
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:
,°OANO COUNTY OF ROANOKE Policy Number PAGE 10 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
A. Debt issuances are limited to $4-9-12 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 2023, FY 2026, and FY 2029; to the Schools, FY 2021, FY 2022, FY 2024, FY
2025, FY 2027, FY 2028 and FY2030. Effective with capital projects 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 $4-9-12 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. In addition, both the County
and the Schools will add an incremental $200,000 each year starting 4-F)L24July 1, 2020.
ddit;^ra"„ 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
1. The County does not have any Constitutional or Statutory Debt Limits. The County does
abide by the following self-imposed debt targets:
,°OANO COUNTY OF ROANOKE Policy Number PAGE 11 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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 The
General Government ExpendituFes Budget will not exceed ten percent (10%) in the
current fiscal year or subsequent fiscal years as detailed in the County's Capital
Improvement Program. The General Government GXPE?RditH & budget includes the
Governmental Fund expenditures, the School Board component unit expenditures, and
County and School transfers to capital projects and Proprietary Funds as outlined in the
County's Comprehensive Annual Financial Report (CAFR).
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 12 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital
projects that may generate a revenue stream, or issuance through the Virginia Resources
Authority.
B. If applicable, 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.
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
,°OANO COUNTY OF ROANOKE Policy Number PAGE 13 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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
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
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE14 OF 18
Daniel R. O'Donnell
County Administrator
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.
2. General Government Fund Expenditure Contingency
A. The County of Roanoke's General Government Fund (Fund C100) Expenditure
Contingency will be maintained to provide for unanticipated expenditures of a non-
recurring nature or to meet unanticipated increased service delivery costs.
B. The General Government Fund's Expenditure Contingency Balance will be as follows:
C100 General Government Fund 0.25% of budgeted annual General
Expenditure Contingency Government expenditures
1. To the extent the contingency falls below the established policy, the contingency will
be restored to that level within two fiscal years.
C. Any use of the General Government Fund Expenditure Contingency will be presented at a
meeting of the Board of Supervisors as part of the consent agenda.
Other General Funds
A. For the funds listed below, an annual Unassigned Fund Balance shall be maintained as
follows:
Fund
Item
Number
Fund Name
Policy
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE 15 OF 18
Daniel R. O'Donnell
County Administrator
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.
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.
Children's Services
Fifteen percent (15%) 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 and
Five percent (5%) of budgeted annual
4.
C141
Information
expenditures
Technology
(CommlT)
Communications
Ten percent (10%) of budgeted annual
5.
C142
Shop
expenditures
Emergency
Five percent (5%) of budgeted annual
6.
C144
Communications
expenditures
Center (ECC)
Five percent (5%) of budgeted annual
7.
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.
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.
,°OANO COUNTY OF ROANOKE Policy Number PAGE 16 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
1833 FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
Internal Service Fund Reserves
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:
C
Fund
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.
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.
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.
of ,�°""'°� COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
Policy Number
EFFECTIVE DATE
IS, A,
-43December 17, 2019
PAGE 17 OF 18
Daniel R. O'Donnell
County Administrator
A reserve of $500,000 shall be established for
potential auto or property claims.
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.
Roanoke County Public Schools Reserves and Year End Allocation
A. Roanoke County Public Schools will maintain a $2 million unappropriated balance. This
balance is available for unexpected revenue shortfalls, unplanned significant expenditures
increases, and emergency appropriations. The balance will be reserved for financial
emergencies and when appropriations are necessary, the balance will be replenished with
the next available year end funds from the School Operations.
B. All School Operating Fund appropriations remaining at the end of the year will not lapse
but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital
projects, Capital Maintenance Program, School Safety and Security, and/or
Comprehensive Services Act reserves.
Section 11 —Cash Management/Investments
Maintaining the safety of the principal of the County's public investment is the highest priority
in the County's cash management policy. The secondary and tertiary priorities are the
maintenance of liquidity of the investment and optimization of the rate of return within the
parameters of the Code of Virginia, respectively. Funds held for future capital projects are
invested in accordance with these objectives, and in such a manner so as to ensure
compliance with U.S. Treasury arbitrage regulations. The County maintains cash and
temporary investments in several investment portfolios.
2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for
maintaining and updating a separate investment policy, which is approved by the Board of
Supervisors.
Section 12 — Internal Controls
,°OANO COUNTY OF ROANOKE Policy Number PAGE 18 OF 18
of
Roanoke, Virginia
COMPREHENSIVE
183$ FINANCIAL POLICY
EFFECTIVE DATE Daniel R. O'Donnell
NIAw(;PAh(4r County Administrator
-43December 17, 2019
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.
Section 13 — Administration and Approvals
Responsible Department
The Department of Finance and Management Services 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 changed or amended by resolution of the Board of Supervisors.
4. Review Date
This policy will be reviewed annually and updated as necessary for modifications.
ACTION NO.
ITEM NO. L.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:
December 17, 2019
Request to allocate year-end funds for the fiscal year ended
June 30, 2019
Laurie Gearheart
Director of Finance and Management Services
Daniel R. O'Donnell
County Administrator
Allocate year end funds for the fiscal year ended June 30, 2019
BACKGROUND:
Brown Edwards and Company completed the audit of the financial operations of the
County of Roanoke and the County of Roanoke Public Schools for the year ended June
30, 2019. The County Audit Committee met on November 19, 2019, to review the
results of the year's operations. Both the County and Schools received a clean and
unmodified opinion. Staff from Brown Edwards and Company presented the audit
information to the Board at the December 3, 2019 meeting.
DISCUSSION:
The General Government results of operations for the fiscal year ended June 30, 2019,
was shared with the Board at the December 3, 2019 Board meeting. The Board report
outlined explanations for revenue collections being above budget as well as expenditure
savings for a total of $3,119,959 being available for allocation by the Board.
Earlier today at the work session, staff recommended the following year-end allocations:
Page 1 of 5
- Restore Contribution to IT Infrastructure Replacement Program $250,000
The adopted fiscal year 2020 Capital Fund included a project budget of $225,000 in
fiscal year 2020 and then is planned to increase to $550,000 annually from fiscal
year 2021 through fiscal year 2029. The additional $250,000 in fiscal year 2019
year-end funding will increase the fiscal year 2020 budget to $475,000.
The Replacement Program planned to replace five ESX (virtual) host servers in
fiscal year 2020, estimated at $363,000. Virtual servers will provide far more
network resilience than traditional servers. Additional planned replacements for fiscal
year 2020 include; Switches/Router for Internet access; Disaster Resilience Site
firewall and router and an Email Archive System Server all estimated at
approximately $180,000. Upon receipt an installation of host servers, routers,
switches and other equipment will be ordered and installed.
Funding will allow CommlT to stay on schedule with necessary maintenance and
upgrades without allowing equipment to go out of warranty and prevents both
funding and infrastructure shortfalls in future years.
- Restore Contribution to Fleet Replacement Program $400,000
The Fleet and Equipment Replacement Plan is adopted as part of the Operating
Budget each year. General Services, Fire and Rescue, Parks, Recreation and
Tourism and Community Development develop ten (10) year plans to replace
existing vehicles and equipment that best meet the needs of their departments. Each
year, this plan is evaluated to identify the most efficient use of funding to purchase
necessary equipment.
The fiscal year 2020 adopted budget deferred the purchase of an engine for the Fire
and Rescue Department and a bulk solid waste truck for Solid Waste Operations.
Departments agreed that the useful life of existing equipment could be extended for
one (1) more year. Replacement of this equipment is a priority to departments, Fleet
Services and Administration. Allocating year-end funds would enable the purchase
of a Solid Waste and a Fire and Rescue vehicle.
- Replacement of Pollbooks $150,000
The County purchased 66 HP ProBook450 laptops in 2014 for use in conjunction
with Advocate, an electronic precinct management and pollbook software made by
DemTech. The Virginia Department of Elections provided localities throughout the
Commonwealth with free access to Advocate software until it discontinued funding
and transferred the cost to local governments effective July 1, 2017. Since that time,
each precinct has received a pair of laptops linked by single crossover cable, which
enables the pollbook software to synchronize check -ins made on each machine
while preventing double check -ins and tracking voter engagement.
Page 2 of 5
The laptops have now surpassed their expected useful life and no longer perform
adequately or reliably on Election Day. With increased turnout expected in the 2020
presidential and federal election, the County needs electronic pollbooks that limit
disruption of the electoral process.
Funding will be used to purchase electronic pollbooks and associated software in
fiscal year 2020, which will allow new electronic pollbooks to be in place ahead of
the 2020 Presidential Election.
- Establish Matching Funds to Expand Rural Broadband Access $200,000
At the July 9, 2019 joint work session with Roanoke County Public Schools, staff
presented information on broadband access. The Virginia Telecommunication
Initiative (VATI) is designed to facilitate extending broadband service to currently
underserved and unserved areas. Grant packages are submitted by a private
service provider in a partnership with a local government committing to a 20% grant
match. Consistent with the enabling legislation, the Virginia Department of Housing
and Community Development will award $19 million in fiscal year 2020 to subsidize
construction costs and providing last -mile services to unserved areas of the state.
The Governor has stated he will request additional funds in fiscal year 2021.
County CommlT staff are currently researching and gathering data on how other
localities have received funding, what areas could be considered for the grant, and
the total estimated cost to prepare matching funds. Municipalities must be prepared
to participate with match funding when the Grants are awarded. The allocation would
create initial funding with additional funding to be considered through the
development of the fiscal year 2021 operating budget.
- Establish a General Government Fund Expenditure Contingency $250,000
At the November 6, 2019 Work Session, Board members received information
regarding the development of a contingency policy of 0.25% of General Government
Fund budget. The County of Roanoke's General Government Fund (Fund C100)
Expenditure Contingency will be maintained to provide for unanticipated
expenditures of a non-recurring nature or to meet unanticipated increased service
delivery costs.
At year end in fiscal year 2019, there was $320,986 remaining in the expenditure
budget or 0.17% remaining. With increased expenditures in budget issue areas in
fiscal year 2019 such as CORTRAN, Western Virginia Regional Jail Housing of
Prisoners, Children's Services Act (CSA), and Tax Relief programs, the contingency
could be used toward an unexpected budget issue. Any use of the General
Government Fund Expenditure Contingency will be presented at a meeting of the
Page 3 of 5
Board of Supervisors as part of the consent agenda.
Neighboring localities including the Cities of Salem, Roanoke, and Lynchburg and
the Counties of Montgomery and Bedford have established contingencies, whether
they are established through formal policy or a target amount to include in each
adopted budget.
As this contingency is being established during fiscal year 2020, staff will plan to
increase contingency to meet policy as part of the fiscal year 2021 budget process.
To the extent the contingency falls below the established policy, the contingency will
be restored to that level within two fiscal years.
- Support the Joint County/School Capital Fund $200, 000
Per the joint work session with Roanoke County Public Schools on December 3,
2019, Roanoke County and Roanoke County Public Schools will allocate $200,000
from fiscal year 2019 year end funding to the Joint County/School Capital Funding
Plan. County and Schools plan to increase annual appropriation by $200,000 each
year beginning July 1, 2020.
- Contribute to Public Private Partnership Account $200,000
The Public Private Partnership account provides funding for future economic
development initiatives and related capital projects. No funds have been deposited
into this account over the last five (5) years. The balance in this account after
encumbrances is $248,040. This allocation of $200,000 will begin to restore funds to
this account.
- Contribution to Capital Reserve $1,435,898
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. Capital Reserve may be
reappropriated in fiscal year 2021 to fund capital projects in the Capital Fund.
- Maintain General Government Fund Balance of 12% of Budgeted Annual
Expenditures $34,061
The Roanoke County Comprehensive Financial Policy, Section 10 Reserves, states
that Roanoke County will maintain a General Government Fund Balance of 12% of
Page 4 of 5
Budgeted Annual Expenditures. This allocation is needed to maintain the required
fund balance level.
FISCAL IMPACT:
The Budget Ordinance 052819-4 provides that all unexpended general government
expenditures and revenues collected in excess of budget shall not lapse but be
reappropriated and presented to the Board for recommendations of allocations and
designations based on the Comprehensive Financial Policy.
STAFF RECOMMENDATION:
Staff recommends approving the allocation as presented.
Page 5 of 5
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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:
December 17, 2019
The petition of Bane International Company, LLC to obtain a
Special Use Permit in a AG -3, Agricultural/Rural Preserve,
District to operate a campground on approximately 48.06
acres, located at 2745 Loch Haven Lake Drive, Catawba
Magisterial District (POSTPONED AT THE REQUEST OF
THE PETITIONER)
Philip Thompson
Acting Director of Planning
Daniel R. O'Donnell
County Administrator
Agenda item for public hearing and second reading of ordinances to obtain a special
use permit for a campground.
BACKGROUND:
Loch Haven Lake Club currently operates a camp on the property that offers
swimming, boating, fishing, hiking, special events at the Chateau (main
clubhouse) and picnic shelters. The Bane family has owned and operated the
camp on this property for over 30 years. They want to add a primitive
campground to the property.
The Roanoke County Zoning Ordinance defines a campground as "facilities
providing camping or parking areas and incidental services for travelers in
recreational vehicles and/or tents."
A campground is allowed as a special use in the AG -3, Agricultural/Rural
Preserve, District.
DISCUSSION:
Page 1 of 3
The Planning Commission held a public hearing on this request on December 2, 2019.
Four citizens spoke in opposition to the petition. The major concerns expressed were an
increase in traffic on Timberview Road, road safety, increased noise, increased
concerns of brush fires and fire rescue response time, the overall location of the
proposed campground relative to the homes on Timberview Road, screening of port -a -
johns, concerns about the general upkeep and maintenance of the property and facility,
the existing vegetative buffer not being adequate especially along the power easement,
and decreased property values. A petition with signatures opposed to the campground
was submitted during the public hearing.
The Commission discussed proposed operation of the campground, including Health
Department Regulations (bathroom facilities), revisions to the concept plan based on
the Community meeting, layout of each individual campsite, proposed lighting, parking,
clarification on existing landscape buffer and potential grading within the campground
area. There was also discussion regarding the addition of no all -terrain vehicles (ATVs)
to one of the suggested conditions. The applicants agreed to this condition. The
applicant also informed the Commission they have met with the Fire Marshal and are
prepared to meet all the required standards, if the petition is approved. The Commission
inquired further of those standards and asked questions clarifying the locking of the
gate on Timberview Road and potential concerns this would create. A knox box was
suggested to be installed at the gate if emergency access is needed.
The Planning Commission recommends approval of the request to grant a special use
permit for a campground with the following conditions:
1. The campground shall be developed in substantial conformance with the
concept plan entitled "Loch Haven Lake Campground" prepared by Balzer
and Associates, Inc., dated October 8, 2019, and revised November 22,
2019, subject to any required changes during the site plan review process.
2. The maximum number of campsites shall be 36 campsites.
3. No recreational vehicles shall be operated by patrons within the campground
including ATVs (all -terrain vehicles).
4. The existing gated access on Timberview Road shall remain closed to
vehicular access except when needed for emergency response vehicles or to
allow access to Loch Haven Road if Timberview Road is blocked or closed.
Pedestrian and bicycle access shall be allowed via Timberview Road.
5. No generators shall be operated within the campground.
Page 2 of 3
6. The existing 50 -foot vegetated buffer shall remain along Timberview Road as
shown on the concept plan entitled "Loch Haven Lake Campground" prepared
by Balzer and Associates, Inc., dated October 8, 2019, and revised
November 22, 2019.
7. Large evergreen trees shall be provided along the western side of the
campground as shown on the concept plan entitled "Loch Haven Lake
Campground" prepared by Balzer and Associates, Inc., dated October 8,
2019, and revised November 22, 2019. The evergreen trees shall be planted
in a staggered pattern with a minimum spacing of 20 feet on center with a
minimum height of 6 feet above grade when planted.
FISCAL IMPACT:
There is no fiscal impact on this agenda item.
Page 3 of 3