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5/12/2020 - Regular
INVOCATION: Roanoke County Board of Supervisors May 12, 2020 PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: "Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board." Page 1 of 4 Roanoke County Board of Supervisors Agenda May 12, 2020 Good afternoon and welcome to our meeting for May 12, 2020. 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. Because of the present state of emergency, and until further notice, members of the public are urged not to attend Board of Supervisor meetings in person. All are encouraged to view and participate in meetings through electronic means. Meetings may be viewed live on RVTV, Channel 3, or on the County's website https://roanokecountyva.gov (and accessed by clicking on the "Watch Board Meetings Online" button). Prior to and during meetings, citizens may share comments by email (to diacks(&roanokecountyva.gov) or by phone (540-776- 7278). When submitting comments, please include your name and address. Comments submitted by email and by phone will be read aloud during meetings, subject to reasonable time limitations. A. OPENING CEREMONIES 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. BRIEFINGS 1. Briefing to discuss with the Board of Supervisors the County Administrator's Revised Fiscal Year 2021 Proposed Operating and Capital Budget (Daniel R. O'Donnell, County Administrator) Page 2 of 4 D. FIRST READING OF ORDINANCES 1. Ordinance accepting and appropriating grant funds in the amount of $64,836 from the U.S. Department of Justice Coronavirus Emergency Supplemental Funding Program (Due to the Pandemic Disaster, it is requested, upon a four-fifths vote of the Board, the second reading be waived and the ordinance adopted as an emergency measure.) (Richard L. Caywood, Assistant County Administrator) E. APPOINTMENTS 1. Library Board (appointed by District) 2. Parks, Recreation and Tourism (appointed by District) F. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes — March 24, 2020, March 31, 2020, April 14, 2020 2. Request acceptance of a donated canine valued at approximately $8,000 for use by the Police Department's K-9 Unit 3. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2020-2021 4. Request to approve the revised Cable Television budget for fiscal year 2020- 2021 G. CITIZENS' COMMENTS AND COMMUNICATIONS H. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves 2. Outstanding Debt Report 3. Proclamations signed by the Chairman — GBS Awareness Month I. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. P. Jason Peters 2. Paul M. Mahoney Page 3 of 4 3. Martha B. Hooker 4. Phil C. North 5. David F. Radford J. WORK SESSIONS 1. Work session to discuss with the Board of Supervisors the County Administrator's Proposed Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program (Laurie Gearheart, Director of Finance and Management Services) K. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. 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 Hollins Magisterial District L. CERTIFICATION RESOLUTION M. ADJOURNMENT Page 4 of 4 ACTION NO. ITEM NO. C.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: May 12, 2020 Briefing to discuss with the Board of Supervisors the County Administrator's Revised Fiscal Year 2021 Proposed Operating and Capital Budget Laurie Gearheart Director of Finance and Management Services Daniel R. O'Donnell County Administrator Briefing for the Board of Supervisors regarding the County Administrator's Revised Fiscal Year 2021 Proposed Operating and Capital Budget BACKGROUND: This briefing provides an overview of the County Administrator's Revised Proposed Fiscal Year 2021 Operating and Capital Budget. Originally, the Operating Budget and Capital Improvement Program were presented to the Board on March 10, 2020 and January 28, 2020, respectively. The revised proposal is based on updated revenue estimates impacted by the COVID-19 pandemic. DISCUSSION: This time has been scheduled to provide the Board of Supervisors with a briefing on the County Administrator's Proposed Fiscal Year 2021 Operating Budget and Fiscal Year 2021-2030 Capital Improvement Program (CIP). The revised proposal is based on updated revenue estimates impacted by the COVID-19 pandemic. A Power Point presentation providing an overview of the operating and capital budget will be presented to the Board. The proposed operating budget and CIP document will be distributed to the Board of Supervisors at the May 12, 2020 meeting. A work session Page 1 of 2 on the Proposed Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program will be held on May 12, 2020. FISCAL IMPACT: There is no fiscal impact associated with this briefing. The fiscal impact of the operating budget will be determined at budget adoption scheduled for June 23, 2020. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding the County Administrator's Proposed Fiscal Year 2021 Operating and Capital Budget. Page 2 of 2 ACTION NO. ITEM NO. D.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: May 12, 2020 Ordinance accepting and appropriating grant funds in the amount of $64,836 from the U.S. Department of Justice Coronavirus Emergency Supplemental Funding Program (Due to the Pandemic Disaster, it is requested, upon a four- fifths vote of the Board, the second reading be waived and the ordinance adopted as an emergency measure.) SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: Daniel R. O'Donnell County Administrator ISSUE: Acceptance and appropriation of $64,836 for the Coronavirus Emergency Supplemental Funding Program to the Roanoke County Police Department. BACKGROUND: The Coronavirus Emergency Supplemental Funding (CESF) Program provides funding to assist eligible states, local units of government, and tribes in preventing, preparing for, and responding to the coronavirus. DISCUSSION: The U.S. Department of Justice awarded the Roanoke County Police Department grant funds in the total amount of $64,836 to purchase personal protective equipment, electrostatic spraying disinfectant equipment and other materials that will help reduce the risk of department and County personnel of the coronavirus. FISCAL IMPACT: The total amount of the grant awarded is $64,836. This grant is a draw -down grant, Page 1 of 2 which does not require a match. STAFF RECOMMENDATION: Staff recommends the acceptance and allocation of $64,836 to the Police Department from the U.S. Department of Justice Program. Additionally, It is requested, upon a four- fifths vote of the Board, the second reading be waived and the ordinance adopted as an emergency measure. Page 2 of 2 Department of Justice (DOJ) Office of Justice Programs Office of Communications Washington, D.C. 20531 GRANT NOTIFICATION Grant Number: 2020 -VD -BX -0280 Name & Address of Recipient: County Of Roanoke 5925 Cove Road City, State & ZIP: Roanoke, Virginia 24019-2403 Recipient Project Director/Contact: Dan O'Donnell County Administrator Phone: (540)777-5259 Title of Program: FY 20 Coronavirus Emergency Supplemental Funding Program Title of Project: FY 20 Coronavirus Emergency Supplemental Funding Program Amount of Award: $ 64,836 Date of Award: 04/30/2020 Awarding Agency: Bureau of Justice Assistance Kathy Manning Supplement: No Statutory Authority for Program: FY20(BJA - CESF) Pub. L. No. 116-136, Div. B; 28 U.S.C. 530C Impact/Focus: Formula CFDA Number: 16.034 Project Description: The Coronavirus Emergency Supplemental Funding (CESF) Program allows States, U.S. Territories, the District of Columbia, units of local government, and federally recognized tribal governments to support a broad range of activities to prevent, prepare for, and respond to the coronavirus. Funded projects or initiatives may include, but are not limited to, overtime, equipment (including law enforcement and medical personal protective equipment), hiring, supplies (such as gloves, masks, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas), and addressing the medical needs of inmates in state, local, and tribal prisons, jails, and detention centers. NCA/NCF For more information about this grant, contact the Office of Justice Program's Office of Communications at (202) 307-0703. Program Narrative Coronavirus Emergency Supplemental Funding Program Solicitation FY 2020 The Roanoke County Police Department (RCPD) is a force of 142 sworn officers serving a population of 93,500; there are approximately 1.2 officers per 1,000 citizens in Roanoke County (VA). The County is comprised of 251 square miles and is divided into nine patrol districts. The County surrounds the independent Cities of Salem and Roanoke and the Town of Vinton. The RCPD is the primary law enforcement agency for the County of Roanoke and has concurrent jurisdiction within the cities of Salem & Roanoke and the town of Vinton. The Roanoke County/Salem Jail Complex is part of the Roanoke County Court Complex in the City of Salem, Virginia. The 63,000 sq. ft. facility is operated by the Roanoke County Sheriff's Office and provides correctional services for the City of Salem, County of Roanoke, and the Town of Vinton. The jail facility has a rated capacity of 108, and does not house juvenile offenders. The first level of the facility includes the sally port, magistrate's office, intake/booking area, classification holding cells, medical and handicapped cells, visitation monitors, medical section, central control and jail administrative space. The second floor contains the classification section and inmate programs including the library, a multi- purpose classroom, gymnasium, laundry, food services and maintenance. The COVID-19 pandemic has significantly affected patrol operations, jail operations, and basic and in- service training for both agencies. RCPD and RCSO quickly implemented strategies to protect officers, civilian staff and citizens allowing us to balance public safety and public health. For first line officers, the agencies, have increased usage of personal protective equipment (PPE), adjusted response to calls for service and intake procedures, and added procedures to closely monitor officers' health. Initially, the RCPD and RCSO were able to distribute the minimum level of PPE to officers from agency inventory but did not have allocated budget to purchase additional PPE. As the risk of exposure to COVID-19 rises both agencies will be challenged to sustain the rapid, daily burn rate of PPE. As COVID positive cases have increased in Virginia and within the Roanoke Valley, concerns have also grown about how to isolate an on -duty officer who was exposed to a presumed or known COVID positive person. In response, RCPD and RCSO collaborated with the Roanoke County Parks and Recreation Department to utilize a County -owned summer camp facility for temporary, emergency housing for employees who might be exposed while on duty. RCPD incurred cost for adding modest amenities to outfit each cabin to meet the needs of a quarantined officer. In the event the camp is activated, meal service and provisions would be provided to the exposed officer(s) during the duration of the quarantine. RCPD operates an independent training academy and provides basic and in-service training to both RCPD and RCSO staff. Training is an essential operation and Academy staff has taken practical steps to increase social distancing, added procedures for the use of PPE, and implemented health screening to all personnel who access the building. These steps have allowed certain aspects of training to continue but Academy staff has temporarily suspended defensive tactics training. Currently, staff is researching alternative protocols to reinstate this training in the safest manner possible. For RCPD and RCSO to continue to operate in a post-COVID-19 environment additional equipment is needed to protect officers, staff, citizens, and inmates. However, with State and local revenues being adversely impacted by the pandemic it is highly unexpected the agencies would have the funding to make any additional purchases required to mitigate a future outbreak. The RCPD and RCSO will use the allocated grant funds to purchase a large stock of PPE, UV light sanitizers, and commercial grade hydrostatic spray disinfectant sanitizing systems and make funds available to for housing costs for officers quarantined at camp. Budget Narrative Coronavirus Emergency Supplemental Funding Program Solicitation FY 2020 Replacement of Personal Protective Equipment Roanoke County will purchase PPE for the RCPD and RCSO to replenish inventory levels and build a cache for future use. • N95 Masks • Nitrile gloves • Personal Protective Kits • Light Duty Face Mask Emergency Housing Costs: Quantity: 2700 Price: $14,850 Quantity: 20,000 Price: $3,000 Quantity: 200 Price: $5,500 Quantity: 3000 Price: $326 • Reimbursement for purchase of amenities for cabins • Meal cost for 6 officers Price: $10,000 Portable UV Sanitizing Wands UV Sanitizing wands will enable staff to quickly disinfect documents, objects, and other materials they encounter daily. UV -C lighting has been proven disinfect objects through direct exposure. These items will be used in the office, courtroom, evidence rooms and in the field to mitigate the spread of COVID- 19. • UV -C Sanitizing Wands (medical grade) Quantity: 12 Price: $6,000 Electrostatic Spraying Disinfectant Systems The electrostatic spraying disinfectant systems have multi applications to minimize the spread of virus and bacteria, to include COVID-19. These systems will allow the agencies to quickly disinfect patrol cars, classrooms, training mats and gear, courtrooms, office spaces, and detention cells. • ESS—suitcase model (SC -EB) Quantity: 1 Price: $3,550 • ESS—Commercial model (XT -3) Quantity: 3 Price: $13,650 • ESS — Cleaning Solutions Quantity: 26 Price: $2,960 UV -C Room Sanitizers Unit UVC has been long proven in independent laboratory testing to successfully disinfect against all microbes including the most difficult bacteria and viruses. These units will be used to disinfect the courtrooms, court, and jail offices. • Room UV Unit Quantity: 1 Price: $5,000 Total Cost: $64,836 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 2020 ORDINANCE ACCEPTING AND APPROPRIATING GRANT FUNDS IN THE AMOUNT OF $64,836 FROM THE U.S. DEPARTMENT OF JUSTICE CORONAVIRUS EMERGENCY SUPPLEMENT FUNDING PROGRAM WHEREAS, The Coronavirus Emergency Supplemental Funding (CESF) Program provides funding to assist eligible states, local units of government and tribes in preventing, preparing for and responding to the coronavirus; and WHEREAS, the Roanoke County Police Department applied for a U.S. Department of Justice Coronavirus Emergency Supplemental Funding Program and was awarded $64,836 to purchases personal protective equipment, electrostatic spraying disinfectant equipment and other materials that will help reduce the risk of department and County personnel of the coronavirus; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, the first reading of this ordinance was held on May 12, 2020; and the second reading has been dispensed with, upon an affirmative vote of 4/5ths of the members of the Board, this being deemed to be an emergency measure pursuant to Section 18.04 of the Roanoke County Charter. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows.. 1. That the sum of $64,836 is hereby accepted and appropriated to the Roanoke County Police Department. 2. That this ordinance shall take effect from and after the date of adoption. Page 1 of 1 ACTION NO. ITEM NO. E.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: May 12, 2020 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. Library Board (appointed by District) The following District appointments remains open: Vinton Magisterial District Windsor Hills Magisterial District 2. 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. Open Windsor Hills Magisterial District FISCAL IMPACT: There is no fiscal impact associated with this agenda item. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12, 2020 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM F- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows.. That the certain section of the agenda of the Board of Supervisors for May 12, 2020, designated as Item F- 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 — March 24, 2020, March 31, 2020, April 14, 2020 2. Request acceptance of a donated canine valued at approximately $8,000 for use by the Police Department's K-9 Unit 3. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2020-2021 4. Request to approve the revised Cable Television budget for fiscal year 2020- 2021 Page 1 of 1 ACTION NO. ITEM NO. F.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: May 12, 2020 Request acceptance of a donated canine valued at approximately $8,000 for use by the Police Department's K-9 Unit SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: Daniel R. O'Donnell County Administrator ISSUE: Acceptance of a two-year old Dutch Shepherd to the Police Department for the use as a dual purpose canine. DISCUSSION: The Police Department has been offered a donation from Jeffrey Franklin (owner of Cobra Canine) of a two-year old Dutch Shepherd to the Police Department for use as a dual purpose canine. The value of the canine is approximately $8,000. The Police Department intends to assign to a police officer handler in the K-9 Unit where she will be trained as a dual purpose canine in Patrol and Narcotics Detection. FISCAL IMPACT: The Police Department will supply necessary training, equipment, and a vehicle from its existing funds. No additional funding is requested. STAFF RECOMMENDATION: Staff recommends acceptance of this donation. Page 1 of 1 ACTION NO. ITEM NO. F.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: May 12, 2020 Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2020-2021 Rebecca Owens Assistant County Administrator Daniel R. O'Donnell County Administrator Approval of the fiscal year 2020-2021 budget for the Roanoke Valley Resources Authority BACKGROUND: The Roanoke Valley Resource Authority (RVRA) was established on October 23, 1991, as a tax exempt political subdivision within the Commonwealth of Virginia to acquire and construct a regional sanitary landfill and waste collection and transfer station with related treatment facilities. Members of the RVRA are County of Roanoke, City of Roanoke, Town of Vinton, and City of Salem. As specified in the RVRA's Member Use Agreement, all members must approve the budget for it to be approved. On April 22, 2020, the Roanoke Valley Resource Authority (RVRA) Board adopted an operating and reserve budget for the fiscal year 2020-2021 DISCUSSION: The fiscal year 2020-2021 operating budget for the RVRA totals $12,597,597 and represents an overall decrease of $1,236,089 (-8.9%) from the prior year budget. This budget does not include an increase in the Authority's municipal tipping fee rates of $53.50 a ton. Highlights of the operating budget are as follows: Page 1 of 3 Revenues Disposal fees decreased $509,125 primarily due to a projected decline of commercial waste received. Contingency reserve funds in the amount of $147,572 are being used to balance the budget to mitigate the increase to the municipalities during the COVID-19 pandemic. Expenses Salary and Benefits increased $40,386. This increase is primarily attributed to the increase in VRS rates from 12.32% to 14.38%. Operating Costs decreased $592,067. This decrease is primarily attributed to: Decrease of rent of equipment in the amount of $495,000, the result of paying off two (2) lease -to -own Volvo trucks Decrease to contracted repairs totaling $200,000. Increase to the Norfolk Southern Transportation contract in the amount of $227,360 for municipal solid waste and leachate. Decrease to contracted services totaling $193,928, primarily impacted by utilizing in-house drives to transport some previously contracted transportations services. Transfer to reserves decreased $600,000. o This decrease eliminates contributions made to reserves with the exception of $10,000 to the Host Community Fund. Funding allocated to equipment and other funds is deferred until the mode of transportation is confirmed. o Unrestricted reserve funds total approximately $12 million. Dan Miles, Chief Executive Officer of the RVRA, will be on standby in case the Board has any questions. See attached Fiscal Year 2020-2021 Reserves and Budget for additional information. FISCAL IMPACT: The Roanoke Valley Resource Authority budget will impact the County in several ways: 1. Recycling and tipping fees totaling $2,419,000 are budgeted in the fiscal year 2020-2021 General Fund -Solid Waste budget. 2. The County will continue to receive a municipality fee of $350,000 annually from the RVRA to compensate for the siting of the landfill within the County. Page 2 of 3 3. The County budgeted $55,985 during the fiscal year 2020-2021 for providing accounting services. All of the above impacts are included in the proposed fiscal year 2020-2021 County budget. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the operating budget of the Roanoke Valley Resource Authority for the fiscal year 2020-2021. Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 12 2020 RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2020-2021 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke and the Town Council of the Town of Vinton; and WHEREAS, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted the fiscal year 2020-2021 budget of the Roanoke Valley Resource Authority for approval. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2020-2021 budget for the Roanoke Valley Resource Authority, 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 by the County Attorney, necessary to evidence said approval. Page 1 of 1 ID OANO E VALLEY RESOURCE AUTHORITY ORS ITY 2020-z'�l RESER IV. EL BUDGE i A 4 CONNECTOR ECTOR : OA n ROANOK E VALLEY RESOURCE AUTHORITY 2020-21 -'DD UD GE h a* 5r• -- SMITH GAP ROTARY TIPPER Roanoke Valley Resource Authority TABLE OF CONTENTS Budget Summary Revenues Expenses * Personnel * Operating * Capital F ' * Reserves Tipping ing Fees Breakdown Appendix 1&2 3-5 26 27-28 29 2020-2021 BUDGET 6-13 Administrative 7 Roanoke Transfer Station 8 Salem TransfeT Station 9 Smith Gap 10 Totals 11 Classification 12 Employee by Location 13 14-25 26 27-28 29 2020-2021 BUDGET r-- Roanoke Valley Resource Authority 2020-2021 BUDGET Roanoke Valley Resource Authority Personnel REVENUE 2020-2021 Disposal Fees $ 12,147,125 Interest Income $ 150,000 Transfer from Contingency Reserve Fund $ 147,572 Sale of Recyclable Material $ 60,000 Miscellaneous - Mulch $ 45,000 Miscellaneous Sales $ 47,900 EXPENSES Personnel Administrative $ 794,689 Tinker Creek Transfer Station $ 964,725 Salem Transfer Station $ 489,582 Smith Gap $ 1,046,457 Totals Operating Administrative $ 1,054,300 Tinker Creek Transfer Station $ 3,579,746 Salem Transfer Station $ 791,502 Smith Gap $ 2,588,564 Totals CAPITAL Totals RESERVES Administrative $ _ Tinker Creek Transfer Station $ - Salem Transfer Station $ - Smith Gap $ 10,000 Totals D EBT SERVICE Principal $ 826,888 Interest $ 451,143 Totals $ 1,278,031 TOTALS Administrative $ 1,848,989 Tinker Creek Transfer Station $ 4,544,471 Salem Transfer Station $ 1,281,085 Smith Gap $ 3,645,021 Debt Service $ 1,278,031 Total Total \I \l �1 X11 $12,597,597 $ 3,295,455 $ 8,014,111 $ 10,000 $ 1,278,031 $ 12,597,597 2020-2021 BUDGET Roanoke Valley Resource Authority IIS `II� ��I 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 Disposal Fees $ 7,981,200 $ 8,172,350 $12,868,350 $12,583,250 $12,656,250 $12,147,125 Tnterestlncome $ 35,000 $ 50,000 $ 100,000 $ 100,000 $ 140,000 $ 150,000 Transfer from Contingency $ 434,974 $ 50,509 $ - $ 21,161 $ 897,436 $ 147,572 Reserve Fund $ 610,000 $ 10,000 Debt Service $ - $ - $ 1,412,185 $ 1,276,582 $ 1,277,439 Sale of Recyclable $ 38,000 $ 33,933 $ 37,000 $ 45,000 $ 52,000 $ 60,000 Material Mulch sales $ 36,000 $ 31,500 $ 40,000 $ 42,000 $ 42,000 $ 45,000 Miscellaneous $ - $ - $ - $ - $ 46,000 $ 47,900 TOTAL $ 8,525,174 $ 8,338,292 $13,045,350 $12,791,411 $13,833,686 $12,597,597 EXPENSES Personnel $ 2,183,227 $ 2,152,723 $ 2,863,727 $ 3,054,035 $ 3,255,069 $ 3,295,455 Operating $ 4,216,947 $ 4,055,569 $ 6,409,438 $ 6,700,794 $ 8,606,178 $ 8,014,111 Capital $ 25,000 $ 30,000 $ - $ - $ 85,000 $ - Transfer to Reserves $ 2,100,000 $ 2,100,000 $ 2,360,000 $ 1,760,000 $ 610,000 $ 10,000 Debt Service $ - $ - $ 1,412,185 $ 1,276,582 $ 1,277,439 $ 1,278,031 TOTAL $ 8,525,174 $ 8,338,292 $13,045,350 $12,791,411 $13,833,686 $12,597,597 DISPOSAL FEES Municipal $ per ton 49 49.50 49.50 51.50 53.50 53.50 Private $ per ton 59 59.50 59.50 61.50 61.50 62.75 % INCREASE 0.3% -2.2% 56.5% -1.9% 8.1% -8.9% in expenses 2020-2021 BUDGET - 2 quEs 2020-2021 BUDGET (CATION !ceipts of ; 202,000 $ 5,274,275 $ 3,785,950 $ 2,291,900 $ 681,000 $ 114,000 Total $12,147,125 serve $ 150,000 Contingency Reserve -ap is nt Fee $ 24,900 se Fee $ 23,000 Total $ 47,900 2020-2021 BUDGET if lf1DM-KTd� rElca FICATION 53.5 $ 2,086,500 35 $ 94,500 155 $ 10,850 5 $ 500 $ 2,192,350 53.5 $ 1,926,000 35 $ 115,500 155 $ 6,975 5 $ 375 1 $ 2,048,850 53.5 $ 171,200 35 $ 4,900 155 $ 775 5 $ $ 176,875 53.5 $ 856,000 35 $ - 155 $ -. 5 $ 200 $ 856,200 2020-2021 BUDGET TIPPING FEES CODE DESCRIPTION FY19-20 FY20-21 JUSTIFICATION 16914 Commercial $ 4,510,700 $ 3,785,950 Commercial Waste 59,800 tons © 62.75 $ 3,752,450 Wood Waste 800 tons ® 35 $ 28,000 Tires - tons © 155 $ - 1,100 mixed ® 5 $ 5,500 Commercial Total $ 3,785,950 16914 Contracted Mmiicipal $ 114,000 $ 114,000 Contracted MSW Solid Waste 2,000 tons © 57.0 $ 114,000 Contracted MSW $ 114,000 16915 Private $ 2,208,500 $ 2,291,900 Private Waste 34,000 tons © 62.75 $ 2,133,500 Wood Waste 2,300 tons Q 35 $ 80,500 Tires 480 tons ® 155 $ 74,400 700 mixed ® 5 $ 3,500 Private Total $ 2,291,900 16917 Residential $ 583,500 $ 681,000 Residential Waste Based on Uniform Disposal Allocation City of Roanoke 43.5% $ 296,235 County of Roanoke 41.7% $ 283,977 Town of Vinton 3.6% $ 24,516 City of Salem 11.2% $ 76,340 Household 12,000 Toms O $53.5 $ 642,000 Wood waste 900 Tons ® $35 $ 31,500 Tires 1,500 Tires @ $5 $ 7,500 Residential Total $ 681,000 TOTAL TIPPING FEES $12,656,250 $12,147,125 2020-2021 BUDGET Roanoke Valley Resource Authority +0 ONNEL 1N kdays & Holidays iintenance in time ployees $ 2,096,648 ployees ployees $ - ployees $ - 1.0% Annual $ $ 188,404 $ 17,548 $ 45,451 $ 21,165 $ 18,500 5 per month iployee: $ 2,096,648 iys 50% $6,185 Ays 100% 1ployees Zpioyee: $ 2,096,648 2020-2021 BUDGET Roanoke Valley Resource Authority PERSONNEL ADMIN CODE DESCRIPTION FY19-20 FY20-21 JUSTIFICATION 101010 Salaries $ 530,035 $ 534,691 Salaries for 5 employees 101015 Overtime $ - $ - Extra work required on Saturdays & Holidays 101020 Part - time $ - $ - Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 40,548 $ 40,904 7.65 W. of salaries, overtime, part time 202200 Retirement - VRS $ 58,518 $ 76,889 14.38 % of salaries 5 employees $ 534,691 202840 Deferred Comp. Match $ 3,250 $ 3,250 $25 per pay period 5 employees 202203 .Retirement - VRS- Plan 2 $ - $ - 14.38 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ 3,782 $ - 14.38 % of salaries 1 employees $ - 202300 Hospitalization $ 41,759 $ 39,336 5 participating employees 0.0% Annual $ single 3 $ 17,672 em&sp 0 $ - family 1 $ 11,275 Em & Ch 1 $ 6,889 retiree o $ - HRA $ 3,500 202310 Dental $ 2,100 $ 2,100 5 participating employees @ $35 per month 202400 Life Insurance - VRS $ 6,943 $ 7,165 1.34 °/. os salaries 5 employees $ 534,691 202500 Long Term Disability Ins. $ 1,564 $ 1,577 0.59% salaries RVRA pays 507( $1,577 202510 Short Term Disability Ins. $ 237 $ 238 RVRA pays 100% 202700 Workers' Comp. Ins. $ 802 $ 600 Workers' Comp. Insurance 5 employees 202750 Retirement Iealth Insurance Credit $ 1,590 $ 1,604 0.30 W. of salaries 5 employees $ 534,691 202800 Termination Pay $ 65,000 $ 65,000 Annual and sick leave payments 202810 Cash -in FLP $ 18,358 $ 20,978 Flexible Leave pay out 202830 Employee Benefits $ 357 $ 357 Retiree Health Insurance TOTAL PERSONNEL $ 774,843 $ 794,689 2020-2021 BUDGET Roanoke Valley Resource Authority PERSONNEL ']CC 'S COM DESCRIPTION F'Y19-20 FY20-21 JUSTIFICATION 101.010 Salaries $ 567,604 $ 596,101 Salaries for 14 employees 101015 Overtime $ 44,000 $ 44,000 Extra work required on Saturdays, Evenings & Holidays 101020 fart- time $ 35,000 $ 35,000 Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 49,465 $ 51,645 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 43,631 $ 85,719 14.38 % of salaries 14 employees $ 596,101 202840 Deferred Comp. Match $ 8,450 $ 9,100 $25 per pay period 14 employees 202203 Retirement - VRS- Plan 2 $ - $ - 14.38 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ 26,298 $ - 14.38 % of salaries 0 employees $ - 202300 Hospitalization $ 84,139 $ 86,246 13 participating employees 0.0% Annual $ single 11 $ 66,970 em&sp 0 $ - family 0 $ - Em & Ch $ 14,276 HRA $ 51000 One not participating 202310 Dental $ 5,460 $ 5,880 14 participating employees ® $35 per month 202400 Life Insurance - VRS $ 7,436 $ 7,988 1.34 % of salaries 14 employees $ 596,102 202500 Long Term Disability Ins. $ 1,674 $ 1,758 0.59% salaries RVRA pays 50% $1,758 202510 Short Term Disability Ins. $ 619 $ 667 RVRA pays 100% 202700 Workers' Comp. Ins. $ 31,923 $ 27,500 Workers' Comp. Insurance 14 employees 202750 Retirement Health Insurance Credit $ 1,703 $ 1,788 0.30 % of salaries 14 employees $ 596,101 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash -in FLP $ 10,419 $ 10,333 Flexible Leave pay out 202830 Employee Benefits $ 929 $ 1,000 Retiree Health Insurance TOTAL PERSONNEL $ 918,750 $ 964,725 2020-2021 BUDGET NNE]L STS )N Holidays Maintenance 1 wt time ployees $ 302,077 ployees Lployees $ - Lployees $ - .0% Annual$ $ 29,453 $ 8,774 $ 11,275 $ 4,500 i per month Lployees $ 302,077 )ays 50°,F $891 )ays 100% iployees iployees $ 302,077 2020-2021 BUDGET 10 )-NNEL 5G )N iolidays maintenance art time ployees $ 663,779 ployees ployees $ - ployees $ - .0% Annual $ $ 74,310 $ 8,774 $ 22,901 $ 5,500 5 per month iployees $ 663,779 ays 50°/. $1,958 ays 100% iployees iployees $ 663,779 2020-2021 BUDGET Roanoke Valley Resource Authority FIRSONNEL TOTALS CODE DESCRIPTION FY20-21 AD TOTS STS SG 101010 Salaries $ 2,096,648 $ 534,691 $ 596,101 $ 302,077 $ 663,779 10101.5 Overtime $ 91,000 $ - $ 44,000 $ 22,000 $ 25,000 101020 Part - time $ 50,000 $ - $ 35,000 $ 5,000 $ 10,000 101116 Supplements $ - $ - $ - $ - $ - 202100 F.I.C.A. $ 171,180 $ 40,904 $ 51,645 $ 25,174 $ 53,457 202200 Retirement - VRS $ 301,498 $ 76,889 $ 85,719 $ 43,439 $ 95,451 202840 Deferred Comp. Match $ 27,300 $ 3,250 $ 9,100 $ 4,550 $ 10,400 202203 Retirement - VRS Plan 2 $ - $ $ - $ - $ - 202205 Retirement - VRS Hybrid $ - $ - $ - $ - $ - 202300 Hospitalization $ 291,069 $ 39,336 $ 86,246 $ 54,002 $ 111,484 202310 Dental $ 17,640 $ 2,100 $ 5,880 $ 2,940 $ 6,720 202400 Life Insurance - VRS $ 28,095 $ 7,165 $ 7,988 $ 4,048 $ 8,895 202500 Long Term Disability Ins. $ 6,185 $ 1,577 $ 1,758 $ 891 $ 1,958 202510 Short Term Disability Ins. $ 2,000 $ 238 $ 667 $ 333 $ 762 202700 jWorkers'Comp. Ins. $ 91,500 $ 600 $ 27,500 $ 17,955 $ 45,445 202750 Retirement Health insurance Credit $ 6,290 $ 1,604 $ 1,788 $ 906 $ 1,991 202800 Termination Pay $ 65,000 $ 65,000 $ - $ - $ - 202810 Cash -in FLP $ 47,050 $ 20,978 $ 10,333 $ 5,767 $ 9,972 202830 Employee Benefits $ 3,000 $ 357 $ 1,000 $ 500 $ 1,143 TOTAL PERSONNEL $ 3,295,455 $ 794,689 $ 964,725 $ 489,582 $ 1,046,457 2020-2021 BUDGM 11 - Roanoke Valley Resource Authority - PERSONNEL POSITION # GRADE CURRENT PAY RANGE CEO 1 Ti Unclassified Director of Operations 1 37 $ 80,148 to $ 127,435 Director of Operation 0 36 $ 76,332 to $ 121,368 Technical Services Director of Operations 0 36 $ 76,332 to $ 121,368 Field Services Environmental & Safety Manager 1 34 $ 65;235 to $ 110,084 Business Manager 1 30 $ 56,960 to $ 90,566 Operations Manager 2 27 $ 49,204 to $ 78,234 Administrative Coordinator 1 25 $ 44,630 to $ 70,962 Operations Supervisor 3 23 $ 40,480 to $ 64,363 Business Supervisor 1 23 $ 40,480 to $ 64,363 Senior Equipment Operator 4 22 $ 38,553 to $ 61,299 Building Maintenance Mechanic 1 21 $ 36,717 to $ 58,380 Motor Equipment Mechanic 0 21 $ 36,717 to $ 58,380 Motor Equipment Operator II 21 19 $ 3b,303 to $ 52,952 Motor Equipment Operator I 2 17 $ 30,207 to $ 48,029 Administrative Secretary 1 17 $ 30,207 to $ 48,029 Scale Operator 2 16 $ 28,769 to $ 45,743 Laborer/Operator 0 13 $ 24,851 to $ 39,513 TOTAL SALARIES Adjustments: Performance Market TOTAL ADJUSTED SALARIES 42 $2,096,648 6/30/2020 0.00% $ 0.00% mid -point $ $2,141,672 Mid Point Adjustment/ promotions $ - Total $ - $ 2,096,648 2020 - 2021 BUDGET 12 Roanoke Valley Resource Authority PERSONNEL EMPLOYEE BY LOCATION POSITION # GRADE ADMIN. TINKER SALEM LANDFILL CEO 1 U 1 0 0 0 Director of Operations 1 37 1 0 0 0 Director of Operation 0 36 0 0 0 0 Technical Division Director of Operations 0 36 0 0 0 0 Field Services Division Environmental & Safety Manager 1 34 1 0 0 0 Business Manager 1 30 1 0 0 0 Operations Manager 2 27 0 1 0 1 Administrative Coordinator 1 25 1 0 0 0 Operations Supervisor 3 23 0 1 1 1 Business Supervisor 1 23 0 1 0 0 Senior Equipment Operator 4 22 0 1 1 2 Building Maintenance Mechanic 1 21 0 1 0 0 Motor Equipment Mechanic 0 21 0 0 0 0 Motor Equipment Operator II 20 19 0 6 4 10 Motor Equipment Operator I 3 17 0 0 0 3 Administrative Secretary 1 17 0 1 0 0 Scale Operator 2 16 0 1 1 0 Laborer/Operator 0 13 0 0 0 0 TOTAL EMPLOYEES 42 13 5 13 7 17 2020 - 2021 BUDGET n,...,,,.r.., v,.rrr.. n...,...._..., n..��,...s�_ 2020-2021 BUDGET Roanoke Valley Resource Authority OPERATING CODE DESCRIPTION FY19-20 FY20-21 JUSTIFICATION 300004 Medical Exams $ 1,000 $ 2,000 Physical exams for new employees; drug and alcohol random testing, more testing 300007 Contract Services $ 1,301,803 $ 1,116,625 Employee Assistance Program: $17.00 Q x 42 employees $ 714 Clean Valley Council -Annual $ 61,000 Landscaping- $304/month $ 3,648 Tire Disposal - 600 Tons $148.00 + Fuel Surcharge $ 88,800 Copier Rental $742/month $ 8,904 HHW Disposal $ 58,000 Janitorial Services $ 24,000 Exterminating Services $ 2,700 Cap Maintenance - mowing $ 25,000 Leachate Disposal (RR) $ 30,000 Trking from Salem to TC & NRRA $ 400,000 Salem Bond Debt $ 219,241 Rail Spur Inspections & Mainten $ 158,750 NRRA Landfill Fee (1,025 tons) $ 35,868 300100 Groundwater Sampling $ 147,032 $ 147,032 Residential Drinking Water Sampling and Analysis -SG & RR 24 © $668 $ 16,032 Detection Monitoring -Lab $ 3,000 ACM Monitoring -Lab $ 40,000 Engineering $ 88,000 *Permit Sampling 300102 Stormwater Sampling $ 28,000 $ 73,500 & Analysis -SG & TCTS Engineering (PCB added) $ 49,000 Laboratory $ 24,500 300103 Landfill Gas $ 108,800 $ 117,400 SG - Monthly & Quarterly $ 49,200 Monitoring - SG & RR SG Reporting $ 35,200 RR- Monthly © $2,000 $. 22,000 RR Reporting $ 11,000 300013 Professional Services $ 33,950 $ . 37,650 Engineering $ 11,000 Leachate sampling $ 4,000 Auditing Services $ 15,950 Software support $ 6,700 300017 Legal Services $ 44,000 $ 44,000 General Counsel $ 40,000 Outside Legal $ 4,000 300029 Transportation to Smith $ 2,861,536 $ 2,990,788 N S tons shipped 200,975 Gap - Gons 62 tons/car = 3,209 5.0 % Incr. 3,209 cars: $932/car $ 2,990,788 Total $ 2,990,788 2020-2021 BUDGET 14 15 VERAYING ADMIN TCTS STS LANDFILL $ 2,000 $ - $ _ $ 6 714 $ - $ _ $ _ 6 61,000 $ - $ _ $ 6 3,648 $ - $ - $ _ S 88,800 $ - $ _ $ - 8,904 6 58,000 4,200 $ 8,400 $ 6,300 $ 5,100 - $ 1,800 $ 500 $ 400 25,000 $ - $ - $ - 30,000 - $ - $ 400,000 $ - $ 219,241 $ 158,750 $ 35,868 G - $ - $ - $ 16,032 - $ - $ - $ 3,000 $ 40,000 $ - $ $ - $ 62,000 $ - $ - $ 26,000 6 - $ 2,500 $ - $ 46,500 6 - $ 1,500 $ - $ 23,000 S - $ - $ - $ 49,200 6 - $ - $ - $ 35,200 i 22,000 $ - $ $ - 6 11,000 $ - $ - $ - - $ 2,000 $ $ - - $ $ - - $ $ 11,000 2,000 15,950 $ - $ $ _ 3 6,700 $ - $ - $ _ $ 40,000 $ - $ - $ _ $ 4,000 $ - $ - $ i - $ 2,990,788 $ $ 2020-2021, BUDGFT g''�lflllf !ll�.j-1 I IIN �Tkjr 16 ►TION $ 266,162 `46 $ - ds Maintenance $ 18,500 trent $ 450,000 $ 60,000 ider oder ales $ 50,000 airs to all buildings stations, septic & s, cards, scale tickets using forms msel iring� $ 8,000 $ 150 $ 400 $ 200 $ 100 2020-2021 BUDGET f 6 /%O 7rn1n A r,n-,r-v\ T 4-1 17 2020-2021 BUDGET STS LANDFILL $ - $ 266,162 $ - $ $ 25,000 $ 325,000 $ 10,000 $ 30,000 $ - $ 50,000 $ 35,000 $ 405,000 $ 24,000 $ 78,000 2020-2021 BUDGET 18 kTING 'ATION )ens, s items nctions & Dn Da 'es, make ng, IT Support ates, miscellaneous $ 27,000 $ 42,000 $ 24,000 $ 7,200 $ 2,000 $ 20,000 ce for Transfer ate Smith Gap ite cars gal - WVWA Fee $ 41,360 .gs and :age ,jeneral Counsel all facilties, credit card processing ice Q Smith Gap Landfill, -itions �s 2020-2021 BUDGET �e'i,lfNlf !lf'A A rrr �I 19 2020-2021 BUDGET STS LANDFILL $ 24,000 $ 42,000 $ - $ 20,000 $ 7,000 $ - $ - $ 29,623 $ 5,520 $ 5,520 2020-2021 BUDGET n-DIPID A'I'TNTC 20 .TION igs, contents, ,ehicles L or VACO pools �s & property i Equipment OFF ROAD TRUCKS int s for RVRA Mrd Members gs, dinners & rith RVRA is; $ 6,000 $ 10,000 $ 8,400 ons to: $ 350,000 $ 150,000 $ 150,000 $ 5,000 ue $ 2,000 2020-2021 BUDGET 21 STS LANDFILL 2,500 $ 417,500 150,000 $ 352,000 2020-2021 BUDGET 22 .TION :ion dues; [A, mnual fees —$60,000 S cils, folders, etc. pies p equipment and ;ers, lawn mowers, etc. Es & medicine >.aning & sanitation )meat & Fees cles, mowers, etc. )ment and vehicles, tenance parts & Lent and vehicles $ 1.1,050 misc, $ 11,500 $ 11,500 2020-2021 BUDGET 23 2020-2021 BUDGET STS LANDFILL $ - $ 84,000 $ 8,000 $ 25,000 $ 1,500 $ 2,000 $ 2,000 $ - $ 500 $ 3,000 $ 40,000 $ 310,000 $ 27,000 $ 40,000 $ $ $ $ 2,679 1,939 2,424 7,042 $ $ $ $ 4,028 3,152 3,939 11,119 2020-2021 BUDGET rYUQJD A'-FTT\\Tf--' 24 'AT1ON and manuals cis, salt for roads, ids, seed, mulch seeding slopes, fifl miscellaneous ers replacements & ions for all facilities es, etc. itures 1.25% 2020-2021 BUDGET ,9'�lf5�lf�lfil A r -Hf -% Tdd 25 TCTS STS LANDFILL 51000 $ 5,000 $ 89,500 5,000 $ 5,000 $ 89,500 3,535,552 $ 781,730 $ 2,556,606 44,194 $ 9,772 $ 31,958 3,579,746 $ 791,502 $ 2,588,564 2020-2021 BUDGET JNSES )I JL A:Lr 2020-2021 BUDGET 26 LTION s & Air Compressors ystem for the leachate .th Gap 2020-2021 BUDGET Roanoke Valley Resource Authority 27 -RESERVES BALANCE JUSTIFICATION 06/30/21 $ 4,587,190 As required. by State and Federal Regulations to close Smith Gap Landfill $ 9,926 For replacement of equipment per equipment replacement schedule. $ 500,000 Groundwater protection fund per local permit. $ 229,475 As per local permit. Intranet/property $ 370,430 As per local permit. Current fund is adequate based on anticipated sales. $ 2,400,980 For future construction of the landfill $ 642,628 For maintenance and improvements to the facilities. New Scale TCTS $ 2,678,124 For unexpected expenseE and for tipping fee stabilization $ 11,418,753 2020-2021 BUDGET 28 2020-2021 BUDGET STS LANDFILL 10,000 10,000 2020-2021 BUDGET E 2020-2021 BUDGET 'T 'T 9InIFYb, Tkff Ir-E� Owa M W 2020-2021 BUDGET PERCENT 455 26% 111 64% 000 0% 031 10% 597 100% 2020-2021 BUDGET 2020-2021 SUDGFT RLSERVE FLJNDS 2020-2021 SMITH GAP LEASED OFF ROAD TRUCK Roanoke Valley Resource Authority 2020-2021 TABLE OF CONTENTS RESERVE FUNDS I. RVRA Financial & Reserve Policy II. Annual Review M. Consulting Engineer's Review N. Summary of Reserve Funds A. Ending 2020/2021 B. Ten-year Projections V. Reserve Funds and Expenditure Plans A. Landfill Closure Fund B. Equipment Reserve Fund C. Groundwater Protection Fund D. Host Community Improvement Fund E. Property Value Protection Fund F. Further Site Development Fund G. Capital Improvement Plan H. Roanoke (Rutrough Rd) Regional Landfill I. Contingency Fund PAGE# 1-3 4-5 6-9 10 11 12-36 12-13 14-18 19-20 21-22 23-24 25-28 29-31 32-34 35-36 RESERVE FUNIS Roanoke Valley Resource Authority IROANOK E VALLEY RESOURCE AUTHORITY TWAIN AAL AND R-ESIERV ES POLICY 1. Background The Authority recognizes one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). This policy addresses this standard. II. Purpose This policy will provide for the establishment and the planned funding level of maintenance and improvement reserve accounts for planned expenditures over a short-term planning period of five (5) years and a long-term planning period of ten (10+) years or more. Each individual account provides for a separate funding purpose to be designated as either "restricted" or "unrestricted" accounts. Restricted accounts must be used solely for their intended purpose as required by regulatory statute, contractual obligation, or operating permit conditions. Unrestricted funds are intended for planned capital and maintenance purposes, but may be periodically used by the Authority temporarily, for not snore than six (6) months, to provide emergency funding for the Authority's operations, if needed. Reserve Accounts may be utilized to fund the same or separate projects as deemed necessary for supporting the mission of providing quality programs and facilities necessary to serve the Authority's Member Communities of Roanoke County, the City of Roanoke, the City of Salem, the Town of Vinton and their residents and businesses of the Roanoke Valley. III. Policy Guidelines for Reserve Fund Accounts A. The Authority will maintain reserve accounts and an initial beginning balance of funds will be deposited into accounts as identified for the current fiscal year. B. Annual funding transfers will occur in twelve (12) equal monthly transfers from revenues received by the Authority and as budgeted for the current fiscal year. C. Ongoing expenditures from the funds will occur as budgeted for the current fiscal year as costs are accrued. D. Planned deposits to the funds are calculated sufficient to maintain the desired fund balances with a positive fund balance, at a minimum, for any given fiscal year during the long-term planning period. 2020-2021 RESERVE FUNDS 1 Roanoke Valley Resource Authority RESERVE POLICY E. Planned expenditures of the funds are calculated sufficient to provide cash funding for all planned capital projects and maintenance projects for any given fiscal year during the long-terin planning period. F. Any end of year operating surplus and/or interest earnings may be allocated to one or more account, as determined by the Authority's Board of Directors. G. An internal review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities will occur annually to ensure the priorities are consistent with the goals of the Authority and to ensure the funding levels are adequate. H. An external third party review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities, will occur every five (S) years to ensure the funding levels are adequate. DAA completed their assessment of the Reserve Accounts in 201 S. The next scheduled third party review should be conducted when preparing the FY 23 Budget. IV. Account Definitions The Landfill Closure Fund (Unrestricted) provides a reserve for the costs of capping completed areas of the landfill and at the end of the landfill's useful life, to completely close any remaining area, install all monitoring and collection systems and perform all post -closure care activities per regulatory requirements. The Equipment Replacement Fund (Unrestricted) provic'es funds for the future purchases, regularly scheduled replacement of major operating equipment, and any uninsured risk, in an orderly fashion as to minimize annual operating costs, maximize any trade-in or surplus value, and to provide for the best overall purchasing value. The Ground Water Protection Fund (Restricted) provides funds to address any environmental effects the operation of the landfill may have on the surrounding area. The fluid also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The Mast Commune fund (Restricted) provides funds for the construction and maintenance of public improvements to Authority property within the Host Community, as requested by the Host Community, and as approved in a formal public improvement plan. The Property Protection Fund (Restricted) provides fiends for the one-time payments under the Property Protection Policy to property owners within the Host Community for any actual realized decline in property values as a result of their relatively close proximity to the Smith Gap Regional Landfill. The Site Development Fund (Unrestricted) provides funds for the construction of subsequent phases of the Smith Gap landfill, as necessary, to provide ongoing landfill disposal capacity. 2020-2021 1 RESERVE FUNDS Roanoke Valley Resource Authority RESERVE POLICY The Capital Improvement Fund (Unrestricted) was established to be used for various capital maintenance items and new capital projects anticipated for the ten-year plaiming period. Projects may be amended as solid waste operations and the industry in general continues to evolve. The Rutrouah Road Landfill (I2RLF) Post Closure Fund (Restricted) provides funding for the Authority's contractual obligation to provide for the ongoing post closure care of the closed Rutrough Road Landfill. This fund is projected to be depleted from the capital expenditures associated with the construction of a new force main and sewer line that will ultimately decrease annual operating expenses. Accordingly, starting in FY18, the post closure care responsibilities will be funded by our annual revenues from the operating budget and the associated costs will be budgeted as ongoing line -item expenditures in the general annual operating budget. Upon exhaustion of funds, this reserve fund will be closed and eliminated from future reserve budget considerations. Exhaustion of the RRLF Post Closure Fund is projected to occur in FY'21. The Contingency Frond (Unrestricted) provides funding to stabilize year-to-year rate adjustments and to provide a source of funding for any unforeseen increases in expenses or decreases in revenue that would otherwise cause a negative balance for the Authority's operating funds. V. Reporting The Treasurer will trach reserve account deposits and expenditures on a monthly basis. A monthly report will be sent to the Chief Executive Officer and the Authority's Secretary, which will be included on the Board of Directors' agenda for review at all regularly scheduled meetings. The Treasurer will also ensure that all expenditures have been through the appropriate approval process. The Chief Executive Officer will provide an annual report to the Board of Directors as to the adequacy of the funding levels of each respective reserve account. 2020-2022 1RESERVE FUNDS Roanoke Valley Resource Authority .ANNUAL REVIEW RVRA RESERVE FUNDS PLAN & REPORT ]FY 2019 -- 2020 The Roanoke Valley Resource Authority reviewed its replacement reserve requirements as outlined per the Authority's "Financial and Reserves Policy" and has determined the adequacy of the funding plan as submitted herein. The Authority, in its review, has defined adequacy to mean that sufficient funding, if funded as scheduled, exists in amounts equivalent to or exceeding the anticipated expenditures during a short -tern period (next five subsequent fiscal years) and a long-term period (next ten subsequent fiscal years), with the understanding that certain amounts are to be borrowed, if needed, as indicated in the expenditure plan. The Authority has established the funding and expenditure plan, as outlined in the "Summary of Reserve Funds: 10 -Yr. Planning Period" (p.11.) This Reserve Fund Plan and subsequent report is based on continuing to truck the Authority's solid waste from its Salem Transfer Station to its Tinker Creek Transfer Station and placing the waste into gondolas for shipping by rail to the Smith Gap Regional Landfill for FY 2021. FY'21 will be the third year of our five-year transportation contract with Norfolk Southern (NS). The Authority has the sole option of cancelling any remaining annual terms of the existing contract by providing formai notice to NS at least ninety (90) days prior to the end of any annual term (i.e. by March 31St of any remaining annual term). Should the Authority elect to cancel any remaining annual terms, it would be responsible for paying NS a cancellation fee in the amount of $525,000 (end of 31d term); $260,000 (end of 4' term); and $0 (no early cancellation). The Authority is responsible for shipping a minimum of 1,800 gondolas/per annual term via NS to the Smith Gap Landfill. The penalty for the Authority failing to meet is minimum put is $350/gondola for each gondola the Authority is short for any annual term. According to staff's review, the Equipment Reserve Fund is deemed inadequate for the short and long-term planning periods. However, due to uncertainties in the transportation mode the Authority will be utilizing in the near future, staff is unable to adequately determine what its equipment needs are going to be for these same planning periods, The Site Development Reserve Fund is deemed adequate for the short- term period and inadequate for the long-term period. However, overall the total unrestricted reserve funds are adequate for the immediate short-term planning period barring any unforeseen circumstances (additional information on the equipment is discussed in the Equipment Reserve Account). Additional funding or future borrowing may be needed for the Equipment Replacement and the Site Development Reserve Funds for the latter years of the long-term planning period. Staff is reviewing other purchasing options to include renting 2020-2021 4 RESERVE FUNDS Roanoke Valley Resource Authority ANNUAL REVIFE and/or leasing certain pieces of equipment, purchasing government surplus equipment and modifying to fit our needs to minimize expenditures and to avoid Tier IV emission issues. Due to the loss of tonnages, specifically commercial waste, the Authority has significantly reduced its annual contributions to the Reserves Fund accounts the last two fiscal years to offset and minimize tipping fee increases. if this methodology is continued in subsequent years, borrowing and/or tipping fee increases may be required to adequately fund the Site Development and Equipment Reserve Fund accounts. The Connector Road Project was completed this fiscal year. The Smith Gap Regional Landfill's Phase R landfill gas expansion is expected to be completed by May 1, 2020. There are no other major capital expenses planned for FY 2020. Again, as noted last year, the Rutrough Road Post -Closure Account Reserve Fund is nearly depleted. Future post closure care responsibilities were moved to the operations budget starting in FY 2018. The remaining funds in the Rutrough Road account will be used exclusively for the Rutrough Road Landfill. This Fund is projected to be exhausted in FY'21 and will be eliminated from the Authority's Reserve Funds program. Since the Contract with Norfolk Southern was extended, some projects have been placed on hold until a final decision has been made on the long range transportation plan, including: the Salem Transfer Station Phase 11, the Tinker Creek Transfer Station modifications, and the Rail Spur Conversion projects. At this time, the Authority has borrowed $20 million dollars and the majority of those Funds have been expended except for the Engineering on the three remaining projects. For the immediate five-year (5) planning period, only the Equipment Reserve Account is showing a deficit. However, the unrestricted funds will remain at a steady balance over the next five-year planning period if funding levels are restored as noted in the report. The next major expenditure scheduled in the Reserve Funds will occur in FY 2025 or 2026 when the next phase (VII) of the landfill is needed and several acres will need to be closed. The long term impacts on the Site Development Reserve Account were marginalized somewhat last year due to a substantial reduction in Commercial Waste. In addition, staff anticipates additional commercial waste will be diverted out the area over the next year as well, if the Authority is unable to check escalating tipping fees that are driving commercial waste to other outlets. Again, and as noted last year in this report, due to uncertainties in its long-term transportation mode, staff cannot fully determine or ascertain its facility and operational needs. Staff is of the opinion that the overall and combined Reserve Funds are consistent with the needs and obligations of the Authority and has been approved by the Authority's Board of Directors. 2020-2021 RESERVE FUNDS 5 Roanoke Valley Resource Authority CONSULTING ENGINEERS REVHW The retirement of all outstanding bond debt in FY 2011 subsequently relieved the Authority of its former financial requirements as previously imposed by the Master Indenture of Trust, including the establishment and funding of certain reserve funds as recorded and reported in the annual report. While no longer obligated to the terms of the Master Indenture of Trust, several previously established reserve funds remain as ongoing obligations to the Authority due to start-up and operating restrictions imposed under the Authority's separate "Landfill & Transfer Station Permit Conditions & Operating Policies," including: The Groundwater Protection Fund (formerly known as "The Environmental Fund"); The Host Community Fund; and The Property Protection Fund. Additionally, the Authority is contractually obligated to maintain the post -closure care of the closed Roanoke Landfill (a.k.a. the Rutrough Road Landfill) with funds initially established and designated expressly for this purpose in The Rutrou h Road Landfill Post -Closure Fund.-. Therefore, these four reserve funds are designated as "Restricted" reserve accounts which must be maintained and adequately funded for their express, respective purposes. The Rutrou h Road Landfill Post -Closure Fund is nearing depletion and all remaining post closure care activities have been transitioned to the operating budget. As part of its initial post -bond debt, fiscal responsibility, the Authority recognized that one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs beyond its operating hermit and contractual requirements. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies 2020-2021 1 RESERVE FUNDS 6 Roanoke Valley Resource authority CONSULTING ENGINEERS REVIEW and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). Therefore, the Authority established additional reserve funds for these purposes which are designated as "Unrestricted" reserve accounts since at this time there are no external conditions, other than sound financial management as outlined and approved in the RVRA RESERVES PLAN ("Plan"), requiring their existence and funding levels. The Unrestricted Funds include: The Closure Fund; The Equipment Fund; The Site Development Fund; The Caitp al Improvement Fund; and The Contingency Fund. The Closure, Equipment, and Site Development Funds were previously required under the former Master Indenture of Trust and funding levels were maintained and managed accordingly. The Capital Improvement and Contingency Funds, while not previously required per any outside obligation, were established and recognized as being necessary for sound financial management of the Authority's operations and its facilities. The Authority recognizes that periodically, it may need to add, delete, or amend its unrestricted funds as deemed to be in the best interest of the Authority and its members. The additional borrowing of funds (or debt) and the Ownership of the Salem Transfer Station has also impacted the future Reserve and Financial Policies of the Authority. Per its Financial and Reserve Policy (Section III. H.), an external, third party review of the account allocations and funding levels by a professional engineer, familiar with best management practices of solid waste operations and facilities, will occur every five (5) years to ensure the funding levels are adequate. That external review was last conducted by Draper Aden Associates (DAA) in FY 2018, the next external review is scheduled for FY 2023. 2020-2021 II RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING ENGINEERS REVIEW E All funds required for expenditures for the five year planning period are currently available in the reserve's accounts with the exception of the Equipment Reserve Fund. However, sufficient Funds are available in the unrestricted balance to cover the short term planning period (for additional information on the Equipment Reserve, please see the Equipment Reserve Account). The long range (ten-year projections) shows positive balances except for two accounts: The Equipment and Site Development Reserve Accounts. Again, the Authority is reviewing its methodology for acquiring the necessary equipment to operate all of its facilities on a daily basis to include renting and/or leasing, and/or from government surplus for major purchases in the future. While the balance in the overall unrestricted funds is positive, the funding levels drop off precipitously after Phase VII and Phase II Closure have been completed in FY 2026. As noted last year and again this year, since the long range transportation methodology plan has not been finalized, the long range Equipment Funds cannot be adequately predicted. Also, as noted last year, some of the equipment shortages are driven by the replacement of the walking floor trailers every ten -years, however, since we will not be hauling all of the waste to the landfill by a road for at least anothor year or more, all trailers likely will not need to be initially replaced on a ten-year cycle. Staff will continuously assess the condition of the trailers on annual basis and modify the replacement as necessary. In addition, at this time we have more trailers than we need unless an emergency situation arises with the tipper or Norfolk Southern (NS) fails to provide additional pulls when the entire complement of trailers is needed. At this time, no funds are scheduled for the replacement of the gondolas. While the Plan is still fairly fluid it is consistent with the needs and obligations of the Authority and has been approved by the Authority's Board of Directors. The Authority annually makes deposits to its reserve funds for funding future planned expenditures. These reserves allow the Authority to establish and project an orderly adjustment of its tipping fee revenues as necessary to prepare for future capital expenditures to coincide with its annual operating costs. 2020-2021 I RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING�TENGINEERS RE W IFE Initial projections made in 1992 during the start-up, 20 -year revenue bond issuance established a basis of anticipated costs and revenues for operating the new solid waste disposal system through the bond term. More than two decades of actual operating experience of the Authority's systems has allowed the Authority to delay anticipated increases in tipping fees and offer rates less than originally projected. In conclusion, each reserve fund has been reviewed for its adequacy to meet the planned expenditures over a short-term period of five -years and for an extended, long-term, planning period of ten -years. As noted above, only the Equipment Reserve fund is showing a substantial shortage in the short and longterm planning periods; however, sufficient funds are available in the unrestricted accounts to cover this shortfall for the short-term period. No funding for any major Capital Replacement Projects is being provided until the Board determines the Authority's long range transportation methodology. The Site Development Reserve fund is showing a negative number in the long-term planning period; however, our Total Reserve Balances are still positive, albeit precariously low. Without additional revenue or significant reductions in our operating budgets, we may not be able to pass the Corporate Financial Test for our financial assurance obligations. Staff re -assesses all the reserves every year and in some instances equipment replacement and/or projects can be delayed or moved up depending on the situations at the time. In summary, while deficits are shown in the short and the long term reserve accounts, staff believes that the majority of those impacts can be mitigated as noted above. 2020-2021 VJ Respectfully Submitted, Daniel D. Miles, RE. Chief Executive Officer RESERVE FUNDS Roanoke Valley Resource Authority gTTXA-N AT A IXT SUMMARY OF RESERVE FUNDS EXPENDITURES/DEPOSITS FOR FY 2021 BALANCE AT PLANNEDIACTUAL DEPOSITS BEGINNING EXPENDITURES BALANCE 07101/20 2020/2021 1 -Jul -2021 (anticipated) CLOSURE FUND $ 4,587,190 $ - $ - $ 4,587,190 EQUIPMENT $ 320,926 $ 311,000 $ - $ 9,926 ENVIRONMENTAL FUND $ 500,000 $ - $ - $ 500,000 HOST COMMUNITY $ 219,475 $ - $ 10,000 $ 229,475 PROPERTY VALUE PROTECTION $ 370,430 $ - $ - $ 370,430 SITE DEVELOPMENT $ 2,400,980 $ - $ - $ 2,400,980 CAPITAL IMPROVEMENT FUND $ 732,628 $ 90,000 $ - $ 642,628 TOTALS $ 9,131,629 $ 401,000 $ 10,000 $ 8,740,629 CONTINGENCY NOTES: GRAND TOTAL $ 2,825,696 $ $ 91,957,325 147,572 $ - $ 2,678,124 $ 11,418,753 2020-2021 10 RESERVE FUNDS Roanoke Valley Resource Authority Summary of Reserve .Funds: Ten Year Planning Period Fiscal Year 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 Deposits Closure 0 0 100 100 100 100 100 100 100 100 100 Equipment 200 0 1200 1200 1200 1200 1200 1200 1200 1200 1200 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 10 10 10 10 10 10 10 10 10 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 400 0 700 700 700 700 700 700 700 700 700 Capital Improvement 0 0 100 100 100 100 100 100 100 100 100 total 610 10 2110 2110 2110 2110 2110 2110 2110 2110 2110 ' Expenditures Closure 575 0 0 0 0 280 2,405 0 0 0 0 Equipment 225 311 1,672 1,324 1,084 835 1,240 1,240 1,372 1,629 1,002 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 0 0 0 10 10 1r` 10 10 10 10 Property Protection 1 14 0 0 0 0 0 0 0 0 0 0 Site Development 10 0 0 0 0 300 6,540 0 0 0 0 Capital Improvement 0 90 180 950 85 0 350 0 0 0 0 total 824 401 1852 1474 1179 1425 10545 1250 1382 1639 1012 Balances 5 year 10 year Closure 4,587 4,587 4,687 4,787 4,887 4,707 2,402 2,502 2,602 2,702 2,802 Equipment 320 9 -463 -587 -471 -106 -146 -186 -358 -787 -589 Environmental 500 500 500 500 500 500 500 500 500 500 500 Host Community 219 229 239 249 249 249 249 249 249 249 249 Property Protection 370 370 370 370 370 370 370 370 370 370 370 Site Development 2,401 2,401 3,101 3,801 4,501 4,901 -939 -239 461 1,161 1,861 Capital Improvement 733 643 563 513 528 628 378 478 578 678 778 total 9,930 8,739 8,997 9,633 10,564 11,249 2,814 3,674 4,402 4,873 5,971 Summary of Other Reserve Funds; Ten Year Planning Period Fiscal Year 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 Deposits Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 0 0 0 0 0 Expenditures Rutrough Road 298 85 1 0 1 0 0 0 1 0 1 0 0 0 0 Contingency 897 1 489 0 0 0 0 0 1 0 0 0 0 Balances 5 year 10 year Rutrough Road 85 0 0 0 0 0 0 0 0 0 0 Contingency 2,826 2,337 2,337 2,337 2,337 2,337 2,337 2,337 2,337 2,337 2,337 Totals 5 year 10 year All Funds 12,041 11„076 11,334 1 11,970 12,901 13,586 5,151 6,011 1 6,739 7,210 8,308 Unrestricted Funds All Funds 1 10,867 9,977 1 10,22510,851 11,782 5 year 12,467 4,0;12 1 4,892 1 5,620 6,091 10 year 7,189 2020-2021 11 RESERVEFUNDS Roanoke Vafiey Resource Authority CLOSURE FUND The Closure Fund provides a reserve for the costs of capping completed areas of the Smith Gap Regional Landfill and to install all groundwater and gas monitoring and collection systems per regulatory requirements. Two years ago, due to a loss of revenue (Botetourt County's landfill reopening and subsequent County Waste announcement of constructing a Transfer Station in the Daleville area) and a need for a Capital Improvement project for the Rutrough Road Landfill no deposits were made to Closure Account. For the current planning period, and to keep from having a significant increase in the tipping fee, no deposits are planned for FY 2021. If Funding is available, we anticipate making $100,000 deposits to the Closure Account thereafter. As noted, deposits maybe adjusted based on revised cost estimates and an increase or decrease in the amount of waste received in fixture years. Portions of Smith Gap Regional Landfill were closed in Calendar Year 2018 and the cost per acre were significantly less than staff was estimating and the closure estimates have been adjusted. Funds are adequate for the short and long range planning period. The Closure Reserve Account funding levels are for closing portions of the landfill and not to fund the post closure care. 2020-2021 12 RESERVE FUNDS Roanoke Valley Resource Authority CLOSURE FUND Landfill Closure Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 2,375,000 250,000 0 2,625,000 1999-20 2,625,000 250,000 0 2,875,000 2000-01 2,882,755 250,000 0 3,132,755 2001-02 3,132,755 250,000 0 3,382,755 2002-03 3,382,755 250,000 0 3,632,755 2003-04 3,632,755 250,000 0 3,882,755 2004-05 3,882,755 250,000 0 4,132,755 2005-06 4,132,755 250,000 0 4,382,755 2006-07 4,382,755 250,000 0 4,632,755 2007-08 4,632,755 1,050,000 10,291 5,672,464 Phase I Design 2008-09 5,672,464 600,000 29,817 6,242,647 Phase I Design & LFGCCS 2009-10 6,242,647 600,000 72,704 6,769,943 Phase I Design & LFGCCS 2010-11 6,769,943 400,000 1,589,591 5,580,352 Complete LFGCCS 2011-12 5,580,352 100,000 193,600 5,486,752 Misc. LFGCCS & LFGTE 2012-13 5,486,752 300,000 22,500 5,764,252 Closure & Misc LFGCCS 2013-14 5,764,252 300,000 21,915 6,042,337 Misc. LFGCCS 2014-15 6,042,337 300,000 97,867 6,244,470 Engineering 2015-16 6,244,470 200,000 9,870 6,434,600 Engineering 2016-17 6,434,600 200,000 831,181 5,803,419 Phase I Engr. & Constr. (7.6 Ac) 2017-18 5,803,419 250,000 891,229 5,162,190 Phase I Engr. & Constr. (7.6 Ac) 2018-19 5,162,190 0 0 5,162,190 2019-20 5,162,190 0 575,000 4,587,190 Engr & Const LFG expansion 2020-21 4,587,190 0 0 4,587,190 2021-22 4,587,190 100,000 0 4,687,190 2022-23 4,687,190 100,000 0 4,787,190 2023-24 4,787,190 100,000 0 4,887,190 2024-25 4,887,190 100,000 280,000 4,707,190 Phase II Design & QC/QA 2025-26 4,707,190 100,000 2,405,000 2,402,190 Phase II Construction (10 Ac) 2026-27 2,402,190 100,000 0 2,502,190 2027-28 2,502,190 100,000 0 2,602,190 2028-29 2,602,190 100,000 0 2,702,190 2029-30 2,702,190 100,000 0 2,802,190 2030-31 Note: Additional funding from Surplus ($550,000) was added from FY06/07 budget in FY 07108 2020-2021 RESERVE FUNDS 13 Roanoke Valley Resource Authority LOULPMENT FUND The Equipment Fund is established to provide funds for the regularly scheduled replacement purchases of major operating equipment. As with the Closure Fund, no deposits are planned to be made for the upcoming Budget in FY 2021. At this time, last year, we were anticipating $1,400,000 to be deposited into this account and again due to the loss of revenue axad to maintain a reasonable tipping fee, funding levels have been decreased significantly. For the upcoming current planning period, we are delaying one new purchase and plan on purchasing a used Truck in lieu of a new one to assist in hauling trailers from Salem to minimize contractor transportation costs associated with that movement. For FY 2022 and beyond, we have shown an increase in the funding levels to $1,200,000, provided funds are available, but even with that, the Equipment Reserve Account shows a deficit for the long-term ten year planning period. As noted last year, all three of our haul trucks (large body) were scheduled to be replaced over the last three budget cycles; however, if the Authority elects to transition to trucking, these haul trucks would not be needed. Therefore, their replacement has been deferred. Due to equipment failure, we are renting to own to two used Volvo large 40 -tans trucks and leasing two new CAT 45 -ton trucks. These expenditures were in the operating budget under leased equipment. For FY'21, the Board authorized the pay-off of the two Volvo trucks using Financing Proceeds to reduce the Operating budget and thereby minimize the impact to the tipping fee. The Equipment Replacement schedule attached is based on the Authority electing to go trucking in FY 2022. If we go trucking, we will have several pieces of equipment that can be sold at an auction. We anticipate the surplus equipment to generate at least $200,000 to $300,000 and/or more if we can find a buyer for the tipper. We have also had reasonable success in converting military surplus equipment to fit our trucking needs and will continue to pursue this as an option going forward to minimize expenditures. As noted in the past, staff may be able to rent, lease or lease purchase equipment to off -set the long term deficit. Staff continuously evaluates other purchasing options when a replacing a piece of equipment. The Equipment Reserve fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. However, since the funding levels are negative, this account cannot assist in this calculation. 2020-2021 RESERVE FUNDS 14 Roanoke Valley Resource Authority EQUIPMENT ]FUND Equipment Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE Detailed Schedule 1998-99 2,704,000 375,000 260,000 3,127,939 See Attached 1999-20 3,127,939 375,000 288,289 3,214,650 See Attached 2000-01 3,214,654 375,000 555,535 3,034,115 See Attached 2001-02 3,034,115 375,000 987,595 2,421,520 See Attached 200203 2,421,520 375,000 680,098 2,116,422 See Attached 200304 2,116,422 400,000 459,327 2,057,095 See Attached 2004-05 2,057,095 1400,000 561,464 1,895,631 See Attached 2005-06 1,895,631 400,000 323,589 1,972,042 See Attached 2006-07 1,972,042 400,000 492,652 1,879,390 See Attached 2007-08 1,879,390 674,231 1,280,731 1,272,890 See Attached 2008-09 1,272,890 400,000 1,103,483 569,407 See Attached 2009-10 569,407 600,000 351,088 818,319 See Attached 2010-11 8'{8,319 600,000 625,485 792,834 See Attached 2011-12 792,834 600,000 937,839 454,995 See Attached 2012-13 454,995 1,250,000 651,277 1,053,718 See Attached 2013-14 1,053,718 1,100,000 858,452 1,295,266 See Attached 2014-15 1,295,266 1,100,000 1,292,433 1,102,833 See Attached 2015-16 1,102,833 1,000,000 316,228 1,786,605 See Attached 2016-17 1,786,605 1,000,000 9,443,855 1,342,750 See Attached 2017-18 1,342,750 1,400,000 1,518,729 1,224,021 See Attached 2018-19 1,224,021 200,000 1,078,269 345,752 See Attached 2019-20 345,752 200,000 224,826 320,926 See Attached 2020-21 320,926 0 311,000 9,926 See Attached 2021-22 9,926 1,200,000 1,671,627 -461,701 See Attached 2022-23 -461,701 1,200,000 1,324,074 1 -585,775 See Attached 2023-24 -585,775 1,200,000 1,084,016 -469,791 See Attached 2024-25 -469,791 1,200,000 835,422 -105,293 See Attached 2025-26 -105,213 1,200,000 1,240,000 -145,213 See Attached 2026-27 -145,213 1,200,000 1,240,000 -185,213 See Attached 2027-28 -185,213 1,200,000 1,371,978 -357,191 See Attached 2028-29 -357,191 1,200,000 1,628,816 -780,007 See Attached 2029-30 -786,007 1,200,000 1,002,832 -588,838 See Attached 2020-2021 15 RESERVE FUNDS O Cl? 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ILI-4 m 00 Roanoke Valley Resource Authority GROUNDWATER PROTECTION FUND The Groundwater Protection Fund (formerly the Environmental Fund) is established to provide funds, if needed, to address any adverse environmental effects on the surrounding area within the Host Community area that may result from the operation of the Smith Gap Regional Landfill. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations, The existing fund balance is $500,000 and is adequate for the immediate five-year planning period as shown. No additional deposits are planned at this time. 2020-2021 19 RESERVE FUNDS Roanoke Valley Resource Authority GROUNDWATER RESERVE ]FUND Groundwater Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998.99 500,000 0 0 500,000 No Activity 1999-20 500,000 0 0 500,000 No Activity 2000-01 500,000 0 0 500,000 No Activity 2001-02 500,000 0 0 500,000 No Activity 2002-03 500,000 0 0 500,000 No Activity 2003-04 500,000 0 0 500,000 No Activity 2004.05 500,000 0 0 500,000 No Activity 2005-06 500,000 0 0 500,000 No Activity 2006-07 500,000 0 0 500,000 No Activity 2007-08 500,000 0 0 500,040 No Activity 2008-09 500,000 0 0 500,000 No Activity 2009-10 500,000 0 0 500,000 No Activity 2010-11 500,000 0 0 500,000 No Activity 2011-12 500,000 0 0 500,000 No Activity 2012-13 500,000 0 0 500,000 No Activity 2013-14 500,000 0 0 500,000 No Activity 2014-15 500,000 .0 0 500,000 No Activity 2015-16 500,000 0 0 500,000 No Activity 2016-17 500,000 0 0 500,000 No Activity No Activity 2017-18 500,000 0 0 500,000 2018-19 500,000 0 0 500,000 No Planned Uses 2019-20 500,000 0 0 500,000 No Planned Uses 2020-21 500,000 0 0 500,000 No Planned Uses 2021-22 500,000 0 0 500,000 No Planned Uses 2022-23 500,000 0 0 500,000 No Planned Uses 2023-24 500,000 0 0 500,000 No Planned Uses 2024-25 500,000 0 0 500,000 No Planned Uses 2025-26 500,000 0 0 500,000 No Planned Uses 2026-27 500,000 0 0 500,000 No Planned Uses 2027-28 500,000 0 0 500,000 No Planned Uses 2028-29 500,000 0 0 500,000 No Planned Uses 2029-30 500,000 0 0 500,000 No Planned Uses 2030-31 500,000 2031-32 201202021 go - RESERVE FUNDS Roanoke Valley Resource Authority ]H[OS`][' COMMUNITY Y FUND The Host Community Fund is established to fund the construction and/or maintenance of public improvements to Authority property for the benefit of the Host Community which is defined as the area within a 5,000 ft. radius of the Smith Gap Regional Landfill property lines. Funded improvements will be established with input from the Host Community and set out in a public improvement plan. Originally Annual deposits were made in the amount of $10,000 on a monthly basis with the balance not to exceed $150,000. However, the Host Community with assistance from the Authority's staff, increased the limit from $150,000 to $250,000 in FY 2014. The Host Community is exploring its options for the use of the Host Community Fund. Existing and proposed funds are adequate for the immediate five-year planning period as shown. 2020-2021 21 RESERVE FUNDS 1. r- Roanoke Valley Resource Authority HOST COMMUNITY 2020-2021 RESERVE FUNDS 22 Host Community Deserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING I BALANCE USES 1992-93 0 0 0 0 1993-94 0 8,000 0 8,000 1994-95 8,000 10,000 0 18,000 1995-96 18,000 16,000 0 28,000 1996-97 28,000 10,000 29,385 8,615 Computers ($25,385), F&R ($4,000) 1997-96 8,615 10,000 615 18,000 Playground Equipment 1998-99 18,000 10,000 0 28,000 1999-20 28,000 10,000 0 38,000 2000-01 38,000 10,000 0 48,000 2001-02 48,000 10,000 0 58,000 2002-03 58,000 10,060 0 68,000 2003-04 68,000 10,000 0 78,040 2004-05 78,000 10,000 0 88,000 2005-06 88,000 10,000 0 98,000 2006-07 98,000 10,000 0 108,000 2007-08. 108,000 10,000 0 118,000 2008-09 118,000 10,000 0 128,000 2009-10 128,000 10,000 0 138,000 2010-11 138,000 16,000 0 148,000 No Planned Uses 2011-12 148,000 10,000 3,681 154,319 intranetiproperty 2012-13 154,319 0 4,319 150,000 Intranet/capped 2013-14 150,000 10,000 525 159,475 No Planned Uses 2014-15 159,475 1.0,000 0 169,475 No Known Uses 2015-16 169,475 10,000 0 179,475 No Known Uses 2016-17 179,475 10,000 0 189,475 No Known Uses 2017-18 189,475 10,000 0 199,475 No Known Uses 2018-19 199,475 10,000 0 209,475 No Known Uses 2019-20 209,475 10,000 0 219,475 No Known Uses 2020-21 219,475 10,000 0 229,475 No Known Uses 2021-22 229,475 10,000 0 239,475 No Known Uses 2022-23 239,475 10,000 0 249,475 No Known Uses 2023-24 249,475 10,000 10,000 249,475 Misc. Expenses 2024-25 249,475 10,000 10,000 249,475 Misc. Expenses 2025-26 249,475 10,000 10,000 249,475 Misc. Expenses 2026-27 249,475 10,000 10,000 249,475 Misc. Expenses 2027-28 249,475 10,000 10,000 249,475 Misc. Expenses 2028-29 249,475 10,000 10,000 249,475 Misc. Expenses 2029-30 249,475 10,000 10,000 249,475 Misc. Expenses 2030-31 2031-32 2020-2021 RESERVE FUNDS 22 Roanoke Valley Resource Authority RIOXOP ERTY PROTECTION FUND The Property Protection Fund provides funds for payments under the Property Value Protection Policy to property owners within 5,000 feet of the landfill for any actual decline in property values that may be directly attributed to their proximity to the Smith Gap Regional Landfill, as determined and outlined under the Policy. The Property Protection Fund balance of $370,430 is deemed to be sufficient for its intended purpose, Deposits to this fund may also be naade from the proceeds of any property purchased and then resold under the teens of the Policy. Existing funds are adequate for the immediate five-year planning period as shown unless there is a major unforeseen issue arising at the landfill. 2020-2021 23 RESERVE FUNDS Roanoke Valley Resource Authority PROPERTY Property Protection Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENMNG BALANCE USES 1998-99 504,061 0 1,962 502,099 Crawford, Johnson 1999-20 502,099 0 150 501,949 Appraisal - Brunk 2000-01 501,949 0 0 501,949 None 2001-02 501,949 0 125,317 376,632 Crawford , Johnson 2002-03 376,632 0 697 375,935 Miscellaneous 2003-04 375,935 92,258 25,000 443,193 Sale of Crawford, Markle 2004-05 443,193 0 0 443,193 None 2005-06 443,193 0 0 443,193 None 2006-07 443,193 0 0 443,193 None 2007-08 443,193 0 0 443,193 None 2008-09 443,993 0 0 443,193 None 2009-10 443,193 0 0 443,193 None 2010-11 443,193 0 0 443,193 None 2011-12 443,193 0 0 443,193 None 2012-13 443,193 0 0 443,193 None 2013-14 443,1.93 0 0 443,.193 None 2014-15 443,193 0 45,950 397,243 Sale of 8385 Bradshaw Rd 2015-16 397,243 200,000 212,464 384,779 See Note Below 2016-17 384,779 0 150 384,629 Misc Expense 2017-18 384,629 0 0 384,629 None 2018-19 384,629 0 0 384,629 None Projected 2019-20 384,629 0 14200 370,429 8827 Williby Road 2020-21 370,429 0 0 370,429 None Projected 2021-22 370,429 0 0 370,429 None Projected 2022-23 370,429 0 0 370,429 None Projected 2023-24 370,429 0 0 370,429 None Projected 2024-25 370,429 0 0 370,429 None Projected 2025-26 370,429 0 0 370,429 None Projected 2026-27 370,429 0 0 370,429 None Projected 2027-28 370,429 0 0 370,429 None Projected 2028-29 370,429 0 0 370,429 None Projected 2029-30 370,429 In FY 2015-2016, RVRA purchased 50 acres contiguous to the landfill although the property was not protected under property protection guidelines. 24 2020-2021 RESERVE FUNDS Roanoke Vaffoy Resource Authority SITE DEVELOPMENT FUND The Site Development Fund provides funds for the construction of subsequent phases of the Smith Gap Regional Landfill cells. For the current planning period and due to COVID 19 no deposits are anticipated to be made. Phase VI construction was completed in Calendar Year 2018 and we started filling in this Phase on July 13, 2018. Due to the reduction in Commercial tonnages, the Authority is able to delay the start of construction of Phase VII for one year, allowing a reduction in the funding levels for FY 2021 and $750,000 for subsequent years. There is a 7,ubstantial deficit (-$439,000) in FY 2026 and (-239,000) in FY 2027; however, this is only an estimate and funds are available in the unrestricted balance to cover this shortfall. Additional reductions in tonnages may cure this deficit. The amount of air space used is reviewed every year and adjustments are made as necessary. The Site Development Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2020-2021 25 RESERVE FUNDS Roanoke Valley Resource Authorlty SITE DEVELOPMENT Site Development Deserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 3,019,000 500,000 314,000 3,205,000 Phase III/IV Construction 1999-20 3,205,000 500,000 914,591 2,790,409 Phase III/IV Construction 2000-01 2,790,409 500,000 660,033 2,630,376 Phase MtlV Construction 2001-02 2,630,376 500,000 104,491 3,025,885 Misc. Engineering 2002-03 3,025,885 500,000 105,973 3,419,912 Misc, Engineering 2003-04 3,419,912 500,000 167,375 3,752,537 Misc, Engineering 2004-05 3,752,537 500,000 47,057 4,205,480 Misc. Engineering 2005-06 4,205,480 500,000 41,582 4,663,898 Misc. Engineering 2006-07 4,663,898 500,000 904,313 4,259,585 Phase V Construction 2007-08 4,259,585 1,500,000 4,414,187 1,345,398 Phase V Construction 2008-09 1,345,398 500,000 1,096,295 749,103 Phase V Construction 2009-10 749,103 300,000 98,985 950,118 Phase V Construction 2010-11 950,118 100,000 0 1,050,118 No Expentiture 2011-12 1,050,118 100,000 1 Q 1 1,150,118 No Expentiture 2012-13 1,150,118 500,000 0 1,650,118 No Expentiture 2013-14 1,6503118 500,000 0 2,150,118 No Expentiture 201415 2,150,118 500,000 0 2,66J,118 No Expentiture 2015-16 2,650,118 500,000 0 3,150,118 No Expentiture 2016-17 3,150,118 500,000 598,125 3,051,993 Phase VI Construction 2017-18 3,051,993 700,000 2,576,778 1,175,215 Phase VI Construction 2018-19 1,175,215 850,000 14,235 2,010,980 Stormwater Study 2019-20 2,010,980 400,000 10,000 2,400,980 See Attached 2020-21 2,400,980 0 0 2,400,980 See Attached 2021-22 2,400,980 700,000 0 3,100,980 See Attached 2022-23 3,100,980 700,000 0 3,800,980 See Attached 2023-24 3,800,980 700,000 Q 4,500,980 See Attached 2024-25 4,500,980 700,000 300,000 4,900,980 Phase VII Engineering 2025-26 4,900,980 700,000 6,539,871 -938,891 Phase VII Construction & PM 2026-27 -938,891 700,000 0 -238,891 See Attached 2027-28 -238,891 700,000 0 461,109 See Attached 2028-29 461,109 700,000 0 1,161,109 See Attached 2029-30 1,161,109 700,000 Q 1,861,109 See Attached 2030-31 Notes: 1. An additional deposit of $1,000,000 was added in FY 2007/2008 to this account from FY 06107 surplus funds. 2020-2021 RM RESERVE FUNDS Roanoke Valley Resource Authority SMITH GAP LANDFILL SITE DEVELOPMENT T FISCAL, YEAR ACTIVITY EXPENSES 2016-17 Phase VI Work started $ - $ 904,313 2017-18 Phase VI Completed contruction management $ - $ 4,414,187 2038-19 no activity $ - $ 2019-20 no activity $ - $ - 2020-21 no activity $ - $ - 2021-22 no activity $ - $ - 2022-23 no activity $ - $ - 2023-24 no activity $ - $ - 2024-25 engineering phase VII liner (10.07 ac) construction phase Vfl liner (10.07 ac) contruction management $ 300,000 $ - $ - $ 300,000 2020-2021 27 Reserve Funds Roanoke Valley Resource Authority SM DEVELOPMENT COSTS CONTINUED FISCAL YEAR ACTIVITY EXPENSES engineering phase VII liner (10.07 ac) $ - 2025-26 construction phase VII liner (I0.07ac) $ 6,107,028 $ 6,539,871 contruction management $ 432,843 2026-27 no activity $ - $ - 2027-28 no activity $ - $ 2028-29 no activity $ $ - 2029-30 no activity $ $ 2030-31 no activity $ - $ - estimated costs $ 6,839,871 available funds 711/2020 $ 2,400,980 additional funds required $ 4,438,891 deposit years 5 annual deposits required $ 887,778 NOTES Projections based on actual and estimated costs. 2020-2021 Reserve Funds 28 Roanoke Valley Resource Authority CAPITAL IMPROVEMENT ]FUND In FY 2008 - 2009, The Capital Improvement Fund was established by the Authority, outside the Master Indenture of Trust, to be used for various capital maintenance items and new projects anticipated for the short and long-term ten-year planning periods. Examples of the projects include: Concrete floor overlay, re -surfacing all asphalt internal roads and parking lots, replacing the heating and cooling systems, renovation and maintenance of all existing building structures, construction of a residential service area, scale maintenance and possibly a new and additional automated, in -bound scale. Projects may be added or amended as the solid waste operations and industry continues to evolve and funds are available. For FY 2020, the Authority had planned on overlaying the entire Tinker Creels Transfer Station; however, staff decided to complete a slurry seal since Hollins Road construction is anticipated to begin within the next year, and the Authority may resolve its mode of transportation by next FY. Staff anticipated replacing the outbound scale in FY 2020; however, due to a recent inspection and mechanical issues we will be replacing the outbound scale as soon as possible in the current fiscal year. We have also included Funds for the replacement of the inbound scale if necessary for next FY. Funds are available in the Capital Account to cover both of these transactions. Previously, the Board authorized an independent Facility Wide Assessment (Report) of the facilities owned and operated by the Resource Authority. The Report identified and prioritized several deficiencies that needed to be addressed and staff was anticipating handling these projects as the modifications were made to the facilities for the switch from rail to trucking. However, as noted previously, those improvements will not take place as planned although several are those are in need of repair now. While there are no deficits shown in the five-year or ten-year planning period, funding levels are insufficient to fully fund all of the improvements that are identified on the following page. The long range plan is adequate unless the gondolas will need to be replaced or something unforeseen arises. The Capital Improvement Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2020-2021. 29 RESERVE FUNDS Roanoke Valley Resource Authority CAPITAL Capital Improvement Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENC)ING BALANCE USES 2008-09 260,000 200,000 0 460,000 No Planned Uses 2009-10 460,000 200,000 21,356 638,644 SG Dust & Od Control 2010-11 638,644 200,000 319,917 518,727 Tipper & T5 Floor 2011-12 518,727 200,000 220,271 498,456 Tipper & Hollins Road 2012-13 498,456 100,000 108,900 489,556 Tipper & Roofing 2013-14 489,556 613,407 109,798 993,165 RSA Engring & Dirt, HVAC 2014-15 993,165 190,000 793,014 390,151 RSA & Roofing TS 2015-16 390,151 390,000 799,828 -19,677 RSA 2016-17 -19,677 390,000 120,314 250,009 RSA 2017-18 250,009 253,133 180,000 323,142 Bond $ Deposlk 2016-19 323,142 860,000 360,514 822,628 Misc Work 2019-20 822,628 0 90,000 732,628 Outbound Scale 2020-21 732,628 0 90,000 642,628 See Attached 2421-22 642,628 100,441) 180,000 562,628 See Attached 2022-23 562,628 100,000 150,000 512,.628 See Attached 2023-24 512,628 100,000 85,000 527,628 See Attached 2024-25 527,628 100,000 0 627,628 See Attached 2025-26 627,628 100,000 350,000 377,628 See Attached 2026-27 377,628 100,000 0 477,628 See Attached 2027-28 477,628 100,000 0 577,628 See Attached 2028-29 577,628 100,000 0 677,628 See Attached 2029-30 677,628 100,000 0 777,628 See Attached Notes: Funds ($423,407) from VDOT's purchase of the ROW were deposited in FY 2014 2020-2021 Funds from Initial Bond debt in FY 2018 deposited to fund Rutrough Road Phase IE water tine and the stand alone pump station. 30 RESERVE FUNDS Sq, \ ' E C) E 7 / W> g = / ! _ e a m ' Li) \ ~ a q G J \ § a / : . ® / < } § \ § e * \ k /2 g Cl) Cl) e _ 2 / § C C ] k \ g \ o CD ) k m A _ _ \ \ \ CD k \ CD . � - W, + rq C) \ \ k G CA \ L M a 5 w 4 0F e S 7 _ loo/ E { } ) G R z ƒ \ \ \ } ( \ j E / \ \ 2 _/ 2 9 § $ § / k d \ / k e ® z 5 0 < k / ® / & « \ ) c 0 f \ [ m m 2 3 = _ / / 7 t § \ E § § 2 g § § E » o n @ 2 = o ± o z z o c e \ Roanoke Valley Resource Authority RUTROUG]H[ ROAD LANDFILL POST -CLOSURE FUND The Rutrough Road Landfill Post -Closure Fund (RRLF PC Fund) was established with an initial contribution of $5,500,000 per the terms of the "Implementation Agreement For (i) Distribution and Indemnification Agreement dated October 23, 1991 and (ii) Assigninent Agreement dated October 23, 1991." The sole purpose of the RRLF PC Fund is to provide the funding necessary for the Authority to manage the post -closure care of the closed Rutrough Road Landfill until (i) such time as the funds in the account are depleted; or, (ii) the Authority determines the account is no longer needed for its intended purpose, in which case, any funds remaining in the account shall be available for use by the Authority for any authorized purpose. The RRLF PC Fund is almost depleted. Funds will remain in the Rutrough road account to cover pump replacement or any other items that may arise. We anticipate that the remaining balance will be depleted next FY and this account will be deleted from future Budgets. 2020-2021 32 RESERVE FUNDS fi) 6% r W N M S L!) (D h CO m 0 r N M V Lf] (p h W CA O r N M V Ln (D a m (A 0 0 0 O O O O O O O O O T r r r e- t" r N N N N N N N �.., m (A m CA O O O O O O O O O O O O O O O O O O O O O O O O O O p r r r r N N N N N. 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V3. 6r, fH FA fH 6% 6% W. 6% w 6r, 63 6r, h m N (D co N m h LC) Ln M O M r C'') W r (fl O h N O N h CD W M F- M M r O �t O O CO CO O (A O�t h V O r LC) O h h Lfj CA W CA (D O W (h cl 0 C7 O) h 61 Cl 0 r r c- O L+ N r N co N m m N [� co m V N (D C) Ln m (D n V ao ap (D (O h L� O O r r r h CD 00 O CO (D W M Lf) (D M N N CO V Lf) h (D LL) V h (C N LC) N O r CO C7 L!) O (D r h m LCj Ln W r (D (D (D (D (D (D (D (D (D LD LL) LL) Ln �t d CO CO N N r �- �. 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O N 'a 64 d3 64 2. 64 64 64 64 G 8 64 Oi 0 O 0 r 0 CV 00, v] V 0 47 0 r0 0 Uo O LL Q Roanoke Valley Resource Authority CONTINGENCY FUND The purpose of the Contingency Fund is to provide (i) rate stabilization on an annual basis; and (ii) emergency funding for unforeseen increases in expenses or decreases in revenues. All reasonable efforts will be made to maintain a minimum balance in the Contingency Fund equal to 5-10% of the Authority's total annual operating budget for the current fiscal year. Funds are adequate for the immediate planning period. The Contingency Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2020-2021 35 RESERVE FUNDS 11-11- CONTINGENCY 36 FUND COMMENTS plus from Operations plus from Operations plus from Operations plus from Operations ger to Site Development `er from Recycling Fund plus from Operations plus from OperaVons plus from Operations plus from Operations ficit from Operations ficit from Operations plus from Operations plus from Operations plus from Operations fer to Operating Budget fer to Operating Budget plus from Operations fer to Operating Budget plus from Operations fer to Operating Budget plus from Operations sfer to Pay Bond Debt plus from Operations �r from Post Development plus from Operations fer to Operating Budget fer for Residential Area plus from Operations fer to Operating Budget plus from Operations fer to Operating Budget 'plus from Operations er to Property Protection fer to Operating Budget -plus from Operations -plus from Operations 'plus from Operations t & transfer to Operations ;fer to Operating Budget ;fer to Operating Budget it the railraod spur 2020-2021 ACTION NO. ITEM NO. F.4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: May 12, 2020 Request to approve the revised Cable Television budget for fiscal year 2020-2021 Elaine Bays -Murphy Director of Cable Access Daniel R. O'Donnell County Administrator Approval of the revised Cable Television budget for fiscal year 2020-2021 BACKGROUND: Roanoke Valley Television, RVTV-3, serves Roanoke County, Roanoke City, the Town of Vinton, and their respective school systems. RVTV-3 was created in 1993 as an agreement between the three localities to form a Government & Educational Access Station. The station is located at the Jefferson Center, and is staffed by five full time staff members. RVTV-3 produces original video productions, monthly television shows, and covers live government meetings. Programming is cablecast on Cox Communications, Channel 3, and Comcast, Channel 3, in the West County area. RVTV-3 is governed by the Roanoke Valley Regional Cable Television Committee, which includes representatives from the County, the City, and the Town. Mr. Jason Peters represents the Board of Supervisors, Ms. Amy Whittaker represents Roanoke County Administration, and Mr. David Jones is the Member at Large. The operational budget for RVTV is provided by the three local governments, and is funded through the Virginia Communications Sales and Use Tax paid by Cox Communications. The budget amount paid by each locality is based on the proportion of Cox customers located in each jurisdiction. Roanoke County's share of the cable budget is 46%. RVTV-3 staff are included in the County's payroll and benefit system. Page 1 of 2 DISCUSSION: The Board of Supervisors of Roanoke County approved the RVTV budget for fiscal year 2020-2021 on March 10, 2020. Since that time, due to the economic impact of the COVID-19 pandemic, the budget was revised and approved by the Roanoke Valley Regional Cable Television Committee on April 29, 2020. The revised budget was approved in the amount of $447,002. The previously approved Operating Budget was in the amount of $481,538. The budget was reduced by $13,111, and is also being supplemented by the RVTV Operating Reserve Fund in the amount of $21,425. Elaine Bays -Murphy, Cable Access Director, will be on standby in case the Board has any questions concerning the revised budget. FISCAL IMPACT: Roanoke County's share of the cable budget for 2020-2021 is $205,621. STAFF RECOMMENDATION: The Roanoke Valley Regional Cable Television Committee recommends approval of the revised fiscal year 2020-2021 RVTV Operating Budget. Page 2 of 2 To: Roanoke Regional Cable Television Committee From: Elaine Bays -Murphy, Director of Cable Access Date: April 15, 2020 Re: FY2020-2021 RVTV Revised Operating Budget BACKGROUND INFORMATION: Due to the COVID-19 Pandemic, I have revised my approved FY2020-2021 RVTV Operating Budget. FISCAL IMPACT: The FY2020/2021 Revised Operating Budget request is $468,427. The approved FY2020/2021 Budget amount is $481,538. I have eliminated the employee salary increase, and health & dental insurance increase for a savings of $13,111. The operational budget for RVTV is provided by the three local governments, and it is funded through the Virginia Communications Sales and Use Tax Revenue paid by Cox Communications. The RVTV budget amount paid by each locality is based on the percentage of Cox Customers located in each jurisdiction. Cox calculates the percentage of Subscribers (12/31/2019) in each locality as follows: Locality 2019 Percentage 2018 Percentage City 50% 52% County 46% 44% Vinton 4% 4% Based on the above percentages, each Locality's contribution to the FY2020/2021 Revised Budget of $468,427 (Approved 02.05.20 amounts in parenthesis) is: Locality 2019/2020 Budget 2020/2021 Budget City $240,975 $234,214 ($240,769) County $203,902 $215,476 ($221,507) Vinton $18,536 $18,737 ($19,262) Total $463,413 $468,427 ($481,538) *In addition to the City's share of the above budget of $468,427, the City will also pay $2,112 for closed captioning for City Council Briefings. The County of Roanoke has requested that the Revised Budget use funds from the Operating Reserve to supplement the budget amount. The Operating Reserve balance is $115,110. A policy was approved in 2016 to keep 20% of the Operating Budget in the Operating Reserve. If approved by the Committee, $21,425 is available to supplement the budget. Each Locality's contribution to the FY2020/2021 Budget of $447,002 ($21,425 Supplemented by Operating Reserve) is: City $223,501, County $205,621, Vinton $17,880. The City will also pay $2,112 for closed captioning for City Council Briefings. ATTACHMENTS: RVTV FY2020/2021 Revised Operating Budget (Approved 2020/2021 Amounts in Parenthesis) Budget 2019-2020 101010 Regular (Actual $255,332) 253,502.00 202100 FICA 19,393.00 202200 Retirement - VRS 31,231.00 202840 Deferred Comp Match 1,950.00 202300 Group Health Insurance 53,898.00 202310 Group Dental Insurance 2,388.00 202500 VRS Life 3,321.00 202500 LTD Insurance 718.00 202750 VRS Health Credit 761.00 300013 Professional Services - Other 22,526.00 (Closed Captioning) 300013A CC - City Council Briefings 320001 Repairs Vehicles (By Garage) 300.00 330005 Maintenance Service Contracts 3,275.00 (Telephone, Security, Website) 520010 Postage 150.00 520030 Telephone 4,500.00 520033 Internet & Adobe Cloud 2,104.00 520035 Cellular Phones (2 Smart Phones) 1,200.00 530005 Motor Vehicle Insurance 1,700.00 530008 General Liability Insurance 3,600.00 540010 Lease/Rent of Buildings 50,796.00 (8 x $4,316.86 4 x $4,446.37) 550001 Travel (Mileage) 100.00 601010 Office Supplies - General 600.00 601013 Small Equipment & Video Supplies 4,000.00 608080 Gas, Oil & Grease 1,200.00 609091 Tires,Tubes & Parts 200.00 Total $463,413.00 * City Only Revised Budget 2020-2021 255,332.00 (265,545) 19,532.00 (20,314) 36,716.00 (32,715) 1,950.00 49,607.00 (55,537) 2,388.00 (2,436) 3,405.00 (3,479) 738.00 (769) 763.00 (797) 22,000.00 300.00 3,450.00 150.00 5,000.00 2,376.00 1,200.00 1,700.00 3,600.00 52,320.00 100.00 600.00 4,000.00 1,000.00 200.00 $468,427.00 ($481,538) *In addition to the City's share of the above budget of $468,427 the City will also pay $2,112 for closed captioning of City Council Briefings. 2 N Y O C m O O A O U 0000 O O 14 Ql Ql 00 M LM Ql 00 Cil N rl M Lr Lr Lr� i eq 00 m M W 0`00 y0)j r -I r -I .� N al uO O N O O M bA O •- m *' C O V a al O O C N o � 14 al O 00 Ql r -I l0 LM W N LM N O 00 Nal M L U C1 000 00I� M l0 N M Q M com N N C D U a1 0 C2 -a N ;;�- Ql U? 0 E � N OO r^I L 0 a) 0 O U a a) U ++ O C U C C � a1 a O 0 Q Ucn �+ a1 C O C -a m OA 0 M Ol O +' O N � O N O CL O O a) NN N L w N v « ELi T C m O N v o v m m 4- Vi 'o m L a) 'o L CL m C j CL O m j 0 Ol CL ° m a a -0 a a Q m a a Q Q Co 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 May 12, 2020 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 C�auufij of Yvvauokle f0m)\0 a mat -W t4a pF ROANOIt DECLARING THE MONTH OF MAY 2020 TO BE GUILLIAN-BARRE SYNDROME (GBS) AND CHRONIC INFLAMMATORY DEMYLELINATING POLYNEUROPATHY (CIDP) AWARENESS MONTH IN ROANOKE COUNTY WHEREAS, the month of May 2020 has been designated as "GBS and CIDP Awareness Month" to educate the public and to focus attention on Guiliian-Barre Syndrome (GBS) and Chronic Inflammatory Demyelinating Polyneuropathy (CIDP) , which are rare, paralyzing and potentially catastrophic disorders of the peripheral nerves; and WHEREAS, the cause of GBS and CIDP is unknown. The length of the illness is unpredictable. It is characterized by the rapid onset of weakness and often, paralysis of the legs, arms, breathing muscles and face. Usually months of hospital care are required with patients and families facing an uncertain future, not knowing if and when recovery will occur. Some may face long-term disabilities of varying degrees. GBS and CIDP can develop in any person at any age, regardless of gender or ethnic background; and WHEREAS, in 1980, the Guiliian-Barre Syndrome Foundation International (now the GBSICIDP Foundation International), was founded to provide a support network to patients and their families through the national office headquarters in Philadelphia and its 174 chapters with more than 30,000 members throughoutthe United States, Canada, Asia, Europe, South America and South Africa; and Whereas, Rick Forney is the Liaison for the local area chapter serving as the link between the patients, physicians, nurses, and the families. The Foundation provides educational materials including a comprehensive booklet, "GBS, an Overview for the Layperson," and newsletters as well as funding medical research and conducting symposia; and WHEREAS, the Foundations Medical Advisory board includes prominent neurologists active in GBS and CIDP research, leading physicians in rehabilitation medicine, and physicians who, themselves, have had the disorder. NOW, THEREFORE, I, David F. Radford of the Board of Supervisors of Roanoke County, DO HEREBY PROCLAIM the month of MAY as "GBS/CIDP AWARENESS MONTH" in the County of Roanoke and encourage all citizens to recognize the importance of raising public awareness of GBS and CIDP Presented this 12th day of May 2020 David F. Radford, ChairmA 6�4_g Phil C. North, Vice -Chairman � y z � 0 2 J 1838 A WHEREAS, the month of May 2020 has been designated as "GBS and CIDP Awareness Month" to educate the public and to focus attention on Guiliian-Barre Syndrome (GBS) and Chronic Inflammatory Demyelinating Polyneuropathy (CIDP) , which are rare, paralyzing and potentially catastrophic disorders of the peripheral nerves; and WHEREAS, the cause of GBS and CIDP is unknown. The length of the illness is unpredictable. It is characterized by the rapid onset of weakness and often, paralysis of the legs, arms, breathing muscles and face. Usually months of hospital care are required with patients and families facing an uncertain future, not knowing if and when recovery will occur. Some may face long-term disabilities of varying degrees. GBS and CIDP can develop in any person at any age, regardless of gender or ethnic background; and WHEREAS, in 1980, the Guiliian-Barre Syndrome Foundation International (now the GBSICIDP Foundation International), was founded to provide a support network to patients and their families through the national office headquarters in Philadelphia and its 174 chapters with more than 30,000 members throughoutthe United States, Canada, Asia, Europe, South America and South Africa; and Whereas, Rick Forney is the Liaison for the local area chapter serving as the link between the patients, physicians, nurses, and the families. The Foundation provides educational materials including a comprehensive booklet, "GBS, an Overview for the Layperson," and newsletters as well as funding medical research and conducting symposia; and WHEREAS, the Foundations Medical Advisory board includes prominent neurologists active in GBS and CIDP research, leading physicians in rehabilitation medicine, and physicians who, themselves, have had the disorder. NOW, THEREFORE, I, David F. Radford of the Board of Supervisors of Roanoke County, DO HEREBY PROCLAIM the month of MAY as "GBS/CIDP AWARENESS MONTH" in the County of Roanoke and encourage all citizens to recognize the importance of raising public awareness of GBS and CIDP Presented this 12th day of May 2020 David F. Radford, ChairmA 6�4_g Phil C. North, Vice -Chairman ACTION NO. ITEM NO. J.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: May 12, 2020 Work session to discuss with the Board of Supervisors the County Administrator's Proposed Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program Laurie Gearheart Director of Finance and Management Services Daniel R. O'Donnell County Administrator Work session with the Board of Supervisors regarding the County Administrator's Revised Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program BACKGROUND: The County Administrator presented his revised Fiscal Year 2021 Operating and Capital Budget to the Board of Supervisors on May 12, 2020. This work session will explain revisions made to capital projects, funding sources, and the fleet and equipment replacement program. DISCUSSION: The Fiscal Year 2021-2030 Capital Improvement Program (CIP) was presented to the Board on January 28, 2020, and the County Administrator Operating Budget on March 10, 2020. In the weeks following that proposal, the COVID-19 pandemic created economic uncertainties for the upcoming fiscal year. The Board of Supervisors approved an amended budget calendar on April 14, 2020, which included the presentation of a revised proposal. The Proposed Fiscal Year 2021 Operating and Capital Budget were presented to the Board at the regular meeting on May 12, 2020. Page 1 of 2 This time has been scheduled to provide the Board of Supervisors with a work session on the County Administrator's Proposed Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program. FISCAL IMPACT: There is no fiscal impact associated with the work session. STAFF RECOMMENDATION: Staff recommends the Board of Supervisors receive information regarding the County Administrator's Proposed Fiscal Year 2021 Capital Budget and Fleet and Equipment Replacement Program. 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, MAY 12, 2020 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