HomeMy WebLinkAbout4/28/2020 - Regular 111 April 28, 2020 169
Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
The Board of Supervisors of Roanoke County, Virginia met this day at the
Roanoke County Administration Center, this being the fourth Tuesday and the second
regularly scheduled meeting of the month of April 2020. Audio and video recordings of
this meeting will be held on file for a minimum of five (5) years in the office of the Clerk
to the Board of Supervisors.
IN RE: OPENING CEREMONIES
Before the meeting was called to order a moment of silence was
observed. The Pledge of Allegiance was recited by all present.
IN RE: CALL TO ORDER
Chairman Radford called the meeting to order at 3:01 p.m. The roll call
was taken.
MEMBERS PRESENT: Chairman David F. Radford; Supervisors Martha B. Hooker,
Paul M. Mahoney, Phil C. North and P. Jason Peters
MEMBERS ABSENT: None
STAFF PRESENT: Daniel R. O'Donnell, County Administrator; Richard
Caywood, Assistant County Administrator; Rebecca Owens,
Assistant County Administrator; Peter S. Lubeck, County
Attorney; Amy Whittaker, Public Information Officer and
Deborah C. Jacks, Chief Deputy Clerk to the Board
IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
Peter S. Lubeck, County Attorney recommended that agenda items D-1
Resolution authorizing the temporary extension of the existing Fire Station Agreement
with Botetourt County, and the creation of a new Agreement with the County of
Botetourt for mutual fire and emergency medical services be amended to only discuss
the temporary extension of the existing Fire Station agreement and to postpone the
creation of a new Agreement with the County of Botetourt and to postpone item D.2
Resolution approving the donation of property to Botetourt County. There were no
objections.
170 April 28, 2020
IN RE: NEW BUSINESS
1. Resolution authorizing the temporary extension of the existing
Fire Station Agreement with Botetourt County, and the crea4ion of
a new Agreement with the County of Botetenrt for mutual fire and
emergency ^ edical services (Stephen G. Simon, Chief of Fire and
Rescue)
Chief Simon outlined the resolution authorizing the temporary extension of
the agreement. The remainder of the item was postponed until a later date. There was
no discussion.
RESOLUTION 042820-1 APPROVING THE TEMPORARY
EXTENSION OF AN EXISTING FIRE STATION AGREEMENT
WITH BOTETOURT COUNTY
WHEREAS, §§ 27-2, 27-4, and 27-23.9 of the Code of Virginia (1950), as
amended, authorize local governments to cooperate in the furnishing of fire and
emergency medical response and related issues; and
WHEREAS, the County of Botetourt and the County of Roanoke have
demonstrated a pattern of successful cooperation through the joint operation of the
Read Mountain Fire Station; and
WHEREAS, pursuant to an agreement dated May 10, 1990, the Roanoke County
Fire and Rescue Department and the Botetourt County Fire and Rescue Department
have.been jointly operating the Read Mountain Fire Station, located at 43 Eastpark Dr.,
Roanoke, VA 24019 (the Fire Station Agreement); and
WHEREAS, the Fire Station Agreement will expire on May 11, 2020. Upon the
expiration of the Fire Station Agreement, Botetourt County will assume sole ownership
and management of the Read Mountain Fire Station; and
WHEREAS, it is proposed that the Fire Station Agreement be temporarily
extended until June 30, 2020 (the end of the current fiscal year); and that that a new
mutual aid agreement between the parties be created, wherein emergency services will
continue to be provided to all areas of both Botetourt and Roanoke Counties, as they
are presently offered from the Read Mountain Fire Station. It is anticipated that a new
mutual aid agreement will be brought before the Board at a later date.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, that:
1. The continued joint exercise of powers, privileges and authority with the
County of Botetourt and the County of Roanoke, in the establishment and
April 28, 2020 171
maintenance of mutual aid for emergency fire and medical services, is hereby
approved.
2. The Board hereby authorizes the extension of the existing above-mentioned
Fire Station Agreement to June 30, 2020, in substantially the form as
attached to this resolution, and authorizes the County Administrator and Chief
of Fire and Rescue, or their designees, to execute this agreement extension
on behalf of Roanoke County, upon a form as approved by the County
Attorney.
3. This resolution shall be effective from and after the date of its adoption.
On motion of Supervisor North to adopt the resolution, seconded by Supervisor
Peters and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
2,-,-ReselutiGn-appr-eving-the-donatien-ef-preperty-te-Beteteurt-County
(StePhen G. Simon, Chief of Fire and Rescue)
This item was postponed to a later date.
3. Resolution appointing Zoning Administrator for Roanoke County
(Philip Thompson, Director of Planning)
Mr. Thompson outlined the request for resolution. There was no
discussion.
RESOLUTION 042820-2 APPOINTING REBECCA M. JAMES AS
ZONING ADMINISTRATOR FOR ROANOKE COUNTY
WHEREAS, §15.2-2286.A.4 of the Code of Virginia provides for the appointment
or designation of a zoning administrator to administer and enforce the localities zoning
ordinance; and
WHEREAS, §30-5 of the Roanoke County Code lists the powers, duties and
responsibilities of the zoning administrator; and
WHEREAS, on February 25, 2020, the Board of Supervisors authorized the
appointment of Rebecca M. James as Acting Zoning Administrator; and
NOW, THEREFORE, BE IT RESOVLED by the Board of Supervisors of Roanoke
County, as follows:
1. That it rescinds the appointment of Rebecca M. James as Acting Zoning
Administrator.
2. That it appoints Rebecca M. James as Zoning Administrator for Roanoke
County.
172 April 28, 2020
3. That the Zoning Administrator is authorized to designate such deputy or
assistant zoning administrator as she may deem appropriate to assist in the
administration and enforcement of the Roanoke County Zoning Ordinance.
4. That this resolution shall be effective May 4, 2020.
On motion of Supervisor Hooker to adopt the resolution, seconded by Supervisor
North and carried by the following recorded vote:
AYES: Supervisors Hooker, North, Peters, Radford
ABSTAIN: Supervisor Mahoney
NAYS: None
IN RE: REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF
REZONING ORDINANCES - CONSENT AGENDA
1. The petition of Western Virginia Regional Industrial Facility
Authority to rezone 2.02 acres from R-1, Low Density Residential,
District to PTD, Planned Technology Development, District for the
development of the Wood Haven Technology Park, and to amend
a portion (43.72 acres) of the Wood Haven Technology Park
Master Plan, located in the 7800 and 7900 blocks of Wood Haven
Road, including 7875 Wood Haven Road, Catawba Magisterial
District
Supervisor Hooker's motion to approve the first reading and set the public
hearing and second reading for May 26, 2020, was seconded by Supervisor Mahoney
and approved by the following vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
IN RE: CONSENT AGENDA
RESOLUTION 032820-3 APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS
ITEM G CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
April 28, 2020 1 73
That the certain section of the agenda of the Board of Supervisors for April 28,
2020, designated as Item G - Consent Agenda be, and hereby is, approved and
concurred in as to each item separately set forth in said section designated Items 1
through 4 inclusive, as follows:
1. Approval of minutes—February 25, 2020; March 10, 2020; March 17, 2020
2. Request to accept and allocate funds in the amount of $6,849.68 from the
Commonwealth of Virginia to the Clerk of the Circuit Court
3. Resolution approving the Roanoke Regional Airport Commission budget for
fiscal year 2020-2021
4. Resolution supporting participating in the Virginia Juvenile Community Crime
Control Act (VJCCCA) Grant Program of the Department of Juvenile Justice
for the 2020-2021 and 2021-2022 fiscal years
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
North and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
A-042820-3.a
RESOLUTION 042820-3.b APPROVING THE ROANOKE
REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL
YEAR 2020-2021
WHEREAS, Section 24.B of the Regional Airport Commission Act and Section
17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke
Regional Airport Commission provides that the Commission shall prepare and submit its
operating budget for the forthcoming year to the Board of Supervisors of the County and
City Council of the City; and
WHEREAS, by report dated April 21, 2020, a copy of which is on file in the office
of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport
Commission has submitted a request that the County approve the fiscal year 2020-2021
budget of the Roanoke Regional Airport Commission.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia that the fiscal year 2020-2021 budget and proposed capital
expenditures for the Roanoke Regional Airport Commission as set forth in the April 21,
2020, report of the Commission Executive Director, a copy of which is incorporated by
reference herein, is hereby APPROVED, and the County Administrator and the Clerk
are authorized to execute and attest, respectively, on behalf of the County, any
documentation, in form approved by the County Attorney, necessary to evidence said
approval.
r
174 April 28, 2020
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
North and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
RESOLUTION 042820-3.c TO APPROVE PARTICIPATION IN
AND CONDITIONS OF THE VIRGINIA JUVENILE COMMUNITY
CRIME CONTROL ACT (VJCCCA) GRANT FOR FISCAL YEARS
2020-2021 and 2021-2022 AND TO ALLOW PARTICIPATION BY
THE CITY OF SALEM
WHEREAS, the County of Roanoke has participated in the Virginia Juvenile
Community Crime Control Act (VJCCCA) program in the past allowing the Court Service
Unit to provide direct services, substance abuse services and probation activities
associated with the Juvenile Court; and
WHEREAS, through the Juvenile Intervention Services Program of Roanoke
County's Court Services Unit, the grant funds have been administered to assist the
court by providing immediate and random urine screens, community service, restitution
and providing intensive supervision such as Home Electronic Monitoring and Outreach
Detention services; and
WHEREAS, the Court Services Unit of the Juvenile Court serves the youth of
both the County of Roanoke and the City of Salem; and
WHEREAS, the Court Services Unit desires to provide services through the
Juvenile Intervention Services Program to serve the youth of both the County of
Roanoke and the City of Salem utilizing the funding from the VJCCCA grant and other
appropriate funds.
Now, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
Roanoke County will participate in the Virginia Juvenile Community Crime Control Act
for Fiscal Years 2020-2021 and 2021-2022 and will accept said funds, appropriating
them for the purpose set forth in this Act until it notifies the Department of Juvenile
Justice, in writing, that it no longer wishes to participate in the program.
BE IT FURTHER RESOLVED that the County Administrator or the Assistant
County Administrator is hereby authorized to execute a local plan on behalf of the
County of Roanoke and City of Salem, and
BE IT FURTHER RESOLVED that the County of Roanoke will combine services
and grant resources with the City of Salem, and the County, as operator of the Juvenile
Intervention Services Program, will serve as fiscal agent for these localities.
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
North and carried by the following recorded vote:
April 28, 2020 175
II
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
IN RE: CITIZENS' COMMENTS AND COMMUNICATIONS
Vida Leas of 5415 Meadow Crest, Roanoke, Virginia 24019 asked that
the following be read. "I know this is asking a lot of The County of Roanoke Board of
Supervisors, especially after you pretty much just passed the same prices for taxes on
property and personal property taxes from last year. We the citizens of Roanoke County
ask for a review of this already.passed item of business by the board. We are in a
Pandemic, we are asking for the taxes to be reduced or free, we need help with our
bills. One person on the Internet moved here from another state two years ago said
can't believe I keep paying taxes every year for the same item i paid taxes on to begin
with when I purchased the item. A lot of states do not even have any kind of taxes like
personal property or property. We are in a Pandemic, most of us are forced to close our
businesses or not go to work. Depending to our usual income we have taxes based on
that. The United States Congress and Senate have stimulus package in the works for
states and the localities in those states based on the 2010 census. According to that
census Roanoke County although separate from the cities it surrounds which are part of
it. Because all legal business of Roanoke County is conducted in Salem, VA, Roanoke
city is definitely a part of the county completely surrounded by it. Which puts us as
number 6 on the list only below Newport News, VA and above Richmond, VA., which
means per citizen we would get an extremely large stimulus check in Roanoke County.
We need our money. The county will get plenty. Please save the citizens from undo
hardship."
IN RE: REPORTS
Supervisor North moved to receive and file the following reports. The
motion was seconded by Supervisor Hooker and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
1. Unappropriated, Board Contingency and Capital Reserves
2. Outstanding Debt Report
3. Comparative Statement of Budgeted and Actual Revenues as of March
31, 2020
4. Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of March 31, 2020
5. Accounts Paid —March 31, 2020
6. Statement of Treasurer's Accountability per Investment and Portfolio
Policy as of March 31, 2020
176 April 28, 2020
IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor North commented he looks forward to a mutually agreeable
Fire and EMS Agreement in the new future beginning July 1, 2020, with Botetourt
County for the long-term Fire and Rescue service protection of East County and
Roanoke County and the Orchards precinct in particular. In addition, he wished
everyone well wishes and hopefully we will be through this pandemic in the near future.
Supervisor Mahoney commented many of you may have read in the
obituaries of the recent passing of Bob Patterson, a long-time principal of William Byrd.
Back in the day when the County Attorney's office also represented Roanoke County
Schools, he had an opportunity to work with Mr. Patterson. He was a fine gentleman, a
tremendous leader for Roanoke County Schools. He and his wife and all of the Board
would like to give our best wishes and condolences to the Patterson family. Secondly,
he thinks all of the Board has received the updates from Jill Loope, our Director of
Economic Development of some of the different initiatives that the Economic
Development Department in Roanoke County are taking to try and help some of our
local businesses. Ms. Loope had mentioned in her report that a $126,000 grant from
the Virginia Economic Development Partnership was awarded to six (6) or (7)
businesses in Roanoke County. He knows that Ms. Loope is also working on several
other grants trying to help some of our local businesses, either through the Department,
of Hhousing and Community Development or the GO Virginia grants. Those are several
million dollars Statewide, so he does not know if we would be successful in achieving
any of those to help any of our local businesses, but in these difficult times, he is glad to
see the County is taking steps to try to help our local businesses.
Supervisor Radford stated we just got an email this morning as we are
starting to hear news from different states and localities turning back on opening. We
heard from Chief Simon that elective surgeries would be able to be performed started
May 1, 2020. This is great news for our medical facilities here in town. Probably later
this week, he will be doing an update with Amy Whittaker on the County and some
information on how we have been progressing with COVID-19. We will release that
through a video.
IN RE: CLOSED MEETING
At 3:19 p.m., Supervisor Radford moved to go into closed meeting
following the work sessions pursuant to the Code of Virginia Section 2.2-3711 A 3,
Discussion or consideration of the acquisition of real property for a public purpose, or of
the disposition of publicly held real property, where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the public body,
in the Cave Spring Magisterial District. The motion was seconded by Supervisor North
and carried by the following recorded vote:
April 28, 2020 177
AYES: Supervisors Mahoney, Hooker, North, Peters Radford
NAYS: None
The closed session was held from 5:02 p.m. until 5:36 p.m.
At 3:20 p.m. Chairman Radford recessed to the fourth floor for work
session and closed session.
IN RE: WORK SESSIONS
1. Work session to update the Board of Supervisors on the
projected revenues and expenditures for fiscal year ending June
30, 2020 and revenue projections for fiscal year 2020-2021 (Laurie
Gearheart, Director of Finance and Management Services)
Mr. Daniel R. O'Donnell, County Administrator, provided an overview and
indicated we would also review the schools info provided by Rebecca Owens, Assistant
11 County Administrator. Ms. Gearheart provided the PowerPoint presentation; a copy of
which is on file in the office of the Clerk to the Board of Supervisors.
Supervisor North commented that he had done some "back of the
envelope" number and figured we would miss 2019-2020 projections by $854,000 for a
three-month period.
Ms. Owens stated for the sales tax, we were trending above what we
thought we would be and we project that what we will receive for the March and April
timeframe might actually help the sales tax. For the hotel and meals tax, we are
projecting that we are not going to receive little, if any, additional revenues.
Supervisor Radford asked if the forecast would be updated in thirty (30)
days. Ms. Owens and Ms. Gearheart responded in the affirmative.
Supervisor North noted we don't know what is going to happen when the
General Assembly gets back. It could be that we have some bad news coming down
the road.
Mr. O'Donnell stated we also do not know what is going on at the federal
level.
178 April 28, 2020
Supervisor Peters inquired about what was already delegated to go to the
states; how is that going to be allocated? Mr. O'Donnell responded that is for direct
expenses related to COVID and each department is documenting those expenses.
Supervisor Peter asked if each state guaranteed $1.25 billion. Mr. O'Donnell advised
he could not remember. Ms. Gearheart responded there is a piece of that if you were a
locality over $500,000, you were to receive X amount of that on top, but we don't come
close to meeting that. The remainder of that money is supposed to be allocated out and
allocated based on population. There have not been given any details and you cannot
count on it because it will be up to the Governor as to what he does with the rest of it.
Mr. O'Donnell stated FEMA reimbursements take two (2) years.
Supervisor North stated we are going to find out what the scorecard looks
like in May and June with Ms. Owens responding in the affirmative, noting that we are
watching it closely. Supervisor North noted he had spoken with his local Chick-Fil-A
and the manager said they are not hurting. All of his employees are working.
Supervisor North then added that according to Jill Loope, Director of
Economic Development, 49% of our business licenses are home-based businesses,
which may or may not be effected because they can work virtually.
Supervisor Radford commented with the elective surgeries coming back
on May 1 that should hopefully give us some additional sales tax.
Supervisor Mahoney inquired when going back to the great recession,
2009-2010, can you recall what was the percentage with respect to growth in real estate
tax assessment? Was it similar to what we are talking about now or was it more
severe? Ms. Owens responded that it took a couple of years to make the decline on the
real estate so this is a sharper decline in just a six (6) month period. We were always
about 18-24 months behind the Northern Virginia areas and it took us a while to actually
get to that point. Our growth has been gradual. We have worked with our real estate
assessor and he is still seeing very strong real estate sales and market values. We will
keep a watch on as well. Supervisor Mahoney stated he is seeing that and it's
anecdotal.
Supervisor Peters stated what he thinks we are going to see is for the last
half of the year, we are already starting to see it in the mortgage market, people have
already been preapproved, but going forward you have disruptions such as people
being laid off or reduced hours, just the market as a whole. Even if we get back to work
next month, the shock wave has already gone through and people are not going to be
as anxious to buy that home as they were three (3) months ago. He thinks staff is
correct in reducing that number. Mr. O'Donnell commented there is usually a year lag.
Supervisor Hooker commented that every time she goes by Kroger, Home
Depot, the hardware store, etc. they are packed. People have time on their hands.
April 28, 2020 179
Ms. Owens stated the sales tax will be the one that we will have more of
an idea in the next couple of months. So, our restaurants actually collect sales tax as
well. She thinks they are going to see on the restaurants a potential decline in sales
tax, but we could actually see an uptick potentially on citizens being home and wanting
to work on projects.
Supervisor Peters asked with regard to the $12 million block, when do we
normally receive with Ms. Gearheart advising they normally receive in July and accrue
for in June.
Supervisor Radford asked if we have any way of tracking internet sales
tax with Ms. Owens advising in the negative, stating Steve Elliott in the budget office
works closely with the Commissioner of the Revenue and the reporting they receive
does not indicate this
Supervisor Mahoney stated assuming these numbers are our reality for
2020-2021, worse case, do you anticipate that in February or March the County would
have to issue revenue anticipation notes to get us through to May and June when the
money comes in. Ms. Owens responded in the negative. Supervisor Mahoney asked
how bad would it have to be before we would have to go back to revenue anticipation
notes; we have not had to do revenue anticipation notes for 25 to 20 years. Ms. Owens
responded that when they looked at cash, our total pooled cash (cash included not only
cash in our general funds, but in other funds, i.e. Schools, health funds, etc.) there is
cash in the neighborhood of$70 to 80 million in total. It would take a lot for us to get to
where we would need to come to the Board and need to do that. Supervisor Mahoney
stated he knows it sounds silly thinking that in a way, he sees this as an optimistic
revenue projection because Sunday night he was rereading the document that Mr.
Caywood gave us from the Imperial College of London, where they projected in one
model a new surge in November-December time frame. He thinks a lot of what we are
looking at here is things will be getting better in January and February of next year. It
seems to him in a way, we are optimistic that things will get better in the third and fourth
quarter, January, February March of next year if the folks in Great Britain and their
models are correct. He knows that model has suddenly been forgotten and nobody
pays attention to it anymore and now we are looking at Murray's model out of
Washington. He finds it interesting that the Imperial College of London model was the
one that precipitated a lot of the more stringent lockdowns and now it seems we are
forgetting that model and looking at something else. Mr. O'Donnell advised in reality
our budget is modeled with a very bleak first quarter and increasing in the second and
fairly strong in the fourth quarter. Supervisor Mahoney stated that is what he is saying,
if we have a new surge in October, November and December. Mr. O'Donnell stated
that staff has been monitoring a lot of other localities across the State; he "googles"
County budget every day. Some places are flat, some places are increasing and a
whole lot of them are doing what we are doing.
180 April 28, 2020
Supervisor Mahoney stated he guesses that is a nightmare scenario for the second
surge. Ms. Owens responded others are making the assumption that their budget is
going to have no growth, but it is going to be the same thing that it is today. She stated
she would not be comfortable with that. Ms. Owens added that she thinks we are going
to see a period of time where we open up a little bit and may have to close back down,
but eventually we are going to get to where we are going to understand how we have to
transact and do business because until we have a cure, a vaccine it is just going to be
our new world. So, that she thinks our approach going into the year, coming to the
Board and having regular meetings where we are reporting the revenues and may need
to adjust them down and we would do just what we have done this year. We would
curtail spending and we will probably actually go into the next fiscal year with some of
the same fiscal restraints that are in place today, hiring freeze, curtailed spending, no
capital spending and that is where we are going to be until we are comfortable and get
back to some level of normalcy.
Supervisor North commented the State numbers went back up after a two-
day decline so we are counting down again. This is the 28th day of April and he had one
call last week we thought the peak would happen sometime in May for this region and
the Governor says he is ready to open regions, but not now. You just don't know and
that goes back to the only we do know and that is a vaccine would be cure-all, but that
does not seem to be coming inside of this year, maybe late this year.
Ms. Owens added the last item she wanted to share with the Board, she
sent an email recapping what she and Mr. O'Donnell thought was a very good meeting
with the schools. Susan Peterson, their finance director is a part of our revenue team.
So, she was very familiar with all the revenue projections and assumptions. We did
share with the schools that we have run that school revenue sharing formula and it
basically shows that their revenue from the County will decline $2.47 million. We had
good conversations around the County's approach to balancing the budget, while
maintaining all staff on payroll, not giving employee raises and all the things she just
mentioned and so they came in prepared to actually talk about a similar approach. So,
in the summary document that she had sent out to the Board earlier, there were a
couple of items that they did bring up and we mentioned that it would really need the
County's Board approval. The first item is they currently they spend $1 million on their
expenditure side to put towards capital maintenance. They wanted to be able to defer
that and not actually spend that this year, but because it is in our policy, it really requires
the Board's approval that they are okay or not with that.
April 28, 2020 181
She was hoping we would have a conversation and then Mr. O'Donnell
can share with Dr. Nicely the outcome. The first item is the deferred maintenance; the
$1 million they put to the Capital Maintenance Program, which would help them in
balancing. They would be getting $2.47 .million less from us. They are looking at
getting an additional $1 million from the State, they would be looking at receiving $1
million from the Cares Act funding. They also have increased costs. They have VRS
and other contractual obligations. While they are getting new money, they also have
additional expenses. She added that she and:Mr. O'Donnell were comfortable with this.
Supervisor North stated he believed this has been done in the past.
Supervisor Mahoney stated he did not know the school budget, but what
happens if we authorize it and in November the roof at one of the high schools
collapses. What other source of money do they have to address a capital maintenance
program like that other than this? Ms. Owens explained they have balances in their
capital accounts, similar to us, and for that example they have $2 million. Supervisor
Mahoney stated so there is another source out there.
• Supervisor Hooker asked if they had a list of the maintenance items they
will be deferring. Ms. Owens stated they did not provide, but she feels she can get and
provide to the Board. Supervisor Hooker it is her opinion that it is a reasonable request,
and we would want to do the same thing.
Supervisor North stated he did not have a problem with it.
Supervisor Peters asked if they have a net number as to how much their
budget would go down. They are getting additional money from the State. Mr.
O'Donnell stated they also have some savings. Ms. Owens stated we will have that
soon. They did share they had about $2 million in increased operating costs, i.e. VRS,
contractual obligations, etc. They have a long list in their original proposed budget that
they will not be doing.
Supervisor Hooker stated she knows the County has a hiring freeze, but
are they? Mr. O'Donnell stated they are not adding positions.
Supervisor Hooker stated so if they had a person that left, they would
replace that person. Ms. Owens stated they would discuss, but it was not immediately
go hire. Supervisor Hooker stated she just knows there was some discussion about
additional mental health counselors. Ms. Owens stated they are deferring the three (3)
mental health counselors, three (3) maintenance positions. No new positions. No
salary increases.
1 82 April 28, 2020
Ms. Owens stated another ask the schools had was they are projected in
the current year to have a $300,000 shortfall on their revenues from the State because
the student population is going to be 34 less; therefore they are projecting $300,000 on
the revenue side. They are projecting $4 million of expenditure savings. Normally, your
policy for them would say those funds would go directly to capital and would be split 50-
50. Their ask is that they want to be able to have the flexibility to in addition to put that
to capital, that if there is something on this deferred list becomes an absolute need, they
want the flexibility to use those funds for that. Mr. O'Donnell explained this would refer
to something that is quasi-capital or operating. He was fine with it as long as it was not
personnel.
Supervisor North indicated he was fine with it, but would like to see the
list.
Supervisor Radford stated the bullet point says to fund specific non-
capital, not personnel operating costs.
Supervisor Hooker stated it was a stop-gap measure, but if they are
continuing to do that then it is not sustainable.
Supervisor Hooker, Supervisor Radford and Supervisor Mahoney stated
they were okay with this.
Next, in no particular order, one of the items that they would like to defer is
the $200,000 that we had said we would begin in this fiscal year. Ms. Owens stated she
did run it back through the model and it essentially decreases that cash value. When
we looked at this we said in 2029, what would the cash value be if we began to do $12
million of debt each and every year and we incrementally each side increase by
$200,000. We were at $5.7 million would be the cash value in the future debt fund in
2029. She reran it through the model and basically if we just delayed it one year and
picked it back up in 2022, it basically takes the cash balance to $2.5.
Supervisor North stated he thinks the Board worked very hard to increase
our funding $2 million. It was predicated on $200,000. He looks at this as a mortgage
payment; if you don't pay this it is not going away but has to be paid further down the
road. It is not going away. Supervisor North stated he would like to see us come up
with an agreeable figure on both sides that we save something. If it is not the $200,000,
he would be willing to consider something less.
Supervisor Radford stated he agreed, if the $200,000 is divided into 12
payment and one quarter is going to be lost, then we are looking at three (3) quarters or
something like that.
Supervisor Hooker stated she just wanted to know how dire it is. Are we
to that point that we need to look at that?
April 28, 2020 183
Supervisor Peters stated it is a given on the $1 million, he feels like the
$200,000 is something that he feels strongly about because the Board worked very hard
to get to that point to increase the funding, to increase the leverage and for $200,000
and if things get bad next year maybe we can do that, but feels that things are not that
dire that we should skip this year. He would like to see both sides maintain that
because it was something very important to both sides as we went through this last
year. The school board was very passionate about moving it to $12 million and willing
to do the funding and he feels like this is something we should hold firm to.
Supervisor North stated just listening to the $5.7 cash value to $2.5 is a
wide spread. He is willing to compromise. We are looking at 6% in the model; inflation
may come into play. He is open to a suggested number.
Supervisor Peters stated until we know that net number of their budget.
They are getting money from the Cares Act, from the government. It does not sound
like there is a whole lot of discrepancy. Until he sees a more dire situation, he would
prefer to hold off.
Supervisor Mahoney stated he was not on the Board when the Board
voted on this, but was sitting in the audience when the Board went through the difficult
discussions to reach this point and he remembers there was even a push to even go
beyond that amount. He.respects Ms. Owen's opinion, as to the how the numbers will
work out 10 to 20 years down the road. This is a good faith commitment and if you are
going to back off part of it, the $200,000, but you still want the benefit sets off alarm
bells. If you want to do the $200,000, he will vote for it, but then you go back to the $10
million. You made a deal, if you want to change it, then go back to what the number was
in November.
Supervisor Mahoney stated he also thought, maybe he did not hear it
correctly, he thought part of the deal was to increase the contribution to capital to take it
to $12 million so you could accelerate Byrd and the two (2) elementary schools. It was
his recollection that the schools were pushing to put more money into it so that the
schools could accelerate those projects. Supervisor Peters stated that was correct.
Supervisor Mahoney asked if all of that would have to be revisited? Ms. Owens
explained what she understood in their CIP, they have some cash set aside for William
Byrd and they have $12 million in 2021, but they cannot move forward until they have
the full project funds. So their remaining $3 million of bonds in 2022, they would be
using $3 million of the $12 million for William Byrd.
Supervisor North stated he thought they were going to do William Byrd
this year. Ms. Owens stated they do not have the full amount so they would not have
the full bonding capacity until July 1 of 2021.
184 April 28, 2020
Supervisor Peters asked if Ms. Owens could give an example of in the
past that we have front-loaded a project rather than waiting for it to accumulate? He
added if he is not mistaken Cave Spring had to build up for three years. Have we ever
front-loaded a project? Ms. Owens stated she cannot remember doing that. Ms.
Owens stated they cannot do that because they do not have appropriation authority.
Supervisor Peters stated but that is what they are asking for. Ms. Owens responded in
the affirmative. It was the consensus of the Board that the $200,000 must remain.
Ms. Owens stated they are anxious for us to change the revenue sharing
formula and to suspend it in the current year. They wanted one that was less complex
and remove the ADM factoring. She advised them that is a conversation that takes
months and months.
Lastly, they wanted the budget process be an ongoing process throughout
the year.
Supervisor Mahoney asked Ms. Owens to go back to the first bullet under
your other list. He was intrigued by the comment that yes this is only for one year, but if
it goes longer we need to look at structural changes. He is hard pressed to even think
of a structural change. He feels like what we do is what we have to do; not just us,
Roanoke County Schools, Roanoke County. What is an example of what a structural
change would be? Ms. Owens stated their conversations around that would be service
level reductions. It is not where we want to go, but if we continue to have revenue
declines, and you will see when you see the proposed budget that we are hitting the
pause button and we are not putting any money to things that we have worked on over
the last several years to get in the base budget, i.e. capital maintenance, vehicle
replacement, establishment of good, solid revenues and we still have all of those things,
but this budgeting approach is not sustainable.
The work session was held from 3:30 p.m. until 4:53 p.m.
IN RE: CERTIFICATION RESOLUTION
At 5:37 p.m., Supervisor Radford moved to return to open session and
adopt the certification resolution.
RESOLUTION 042820-4 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.
April 28, 2020 185
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.
On motion of Supervisor Radford to adopt the resolution, seconded by
Supervisor North and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
IN RE: ADJOURNMENT
Chairman Radford adjourned the meeting at 5:38 p.m.
b itted by: Approved by:
/ IX 4/
-borah C. Jac avid F. Radford
Chief Deputy -rk to the Board Chairman
186 April 28, 2020
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