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HomeMy WebLinkAbout12/1/2020 - Regular December 1 , 2020 581 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the first regularly scheduled meeting of the month of December 2020. Audio and video recordings of this meeting will be held on file for a minimum of five (5) years in the office of the Clerk to the Board of Supervisors. IN RE: OPENING CEREMONIES Before the meeting was called to order, a moment of silence was observed. The Pledge of Allegiance was recited by all present. IN RE: CALL TO ORDER Chairman Radford called the meeting to order at 3:02 p.m. The roll call was taken. MEMBERS PRESENT: Chairman David F. Radford; Supervisors Martha B. Hooker, Paul M. Mahoney, Phil C. North and P. Jason Peters MEMBERS ABSENT: None STAFF PRESENT: Daniel R. O'Donnell, County Administrator; Richard Caywood, Assistant County Administrator; Rebecca Owens, Assistant- County Administrator; Peter S. Lubeck, County Attorney; Amy Whittaker, Public Information Officer and Deborah C. Jacks, Chief Deputy Clerk to the Board IN RE: BRIEFINGS 1. Briefing to discuss with the Board of Supervisors the 2021 Real Estate Assessment and Roanoke Valley Economic Conditions (Kenneth Fay, Director of Real Estate; Meredith Thompson, Budget Division Director; Steve Elliott, Budget Manager) Mr. Fay presented a PowerPoint presentation and reviewed the real estate assessment for 2021. 582 December 1 , 2020 Supervisor Mahoney asked who was on the Board of Equalization and Real Estate Assessment, with Mr. Fay responding Steve Claytor, Bill Watson, Todd Ross and Herbert Kilbourn. Meredith Thompson, Budget Division Director, provided the fiscal impact. Steve Elliott, Budget Manager, provided economic conditions. Supervisor Peters stated as the business models have changed around us over this past year, a lot of employers are probably going to make working from home a new normal rather than having the overhead of office space. His concern is while he is very pleased with what has been shared with us today, he has a little bit of a concern and am just asking whether or not you have seen it or heard it. If people begin working from home more, what will that do to our commercial values in Roanoke County, more specifically to office space? Mr. Fay responded there have been a lot of updates lately. CoStar being a commercial provider of all kinds of information and a lot of webinars and it seems like right now that the property owners are holding their properties. The vacancies are a little bit higher, but they're not selling property, so we're not seeing the sales. Salespeople are just waiting in hopes that the vaccine might change the way the pandemic is handled and whether people will return back to the office. Now, there's a consensus among property owners, specifically office buildings, is that some may never come back. Working at home has certainly shown some benefits as far as office space. So a lot of the office buildings are looking to do more flex kind of space and offer different kinds of services than a typical office space rental in the past. So from a value standpoint, not sure yet, but there are some concerns. Supervisor Peters sated over the last couple of years, as a board, we know the pressure on retail space is more and more as things have moved online. There was an article several months ago, where there was a large company, he believes in California or maybe it was Oregon, maybe it was Washington State. It was on the West Coast and they had been working to build a new corporate headquarters. When COVID hit, they found that it's cheaper to have everybody work from home. So by the time they were able to occupy the building, they put it on the market to sell it. He is just concerned that when he see that, and having dealt with business owners personally through my job, they've expressed the same thing, they said, 'We found it's cheaper to send them home with a laptop and a printer and let them do it from home, and we don't have to worry about all the overhead of office space." So his concern is how that may trickle down to local government. Mr. Fay responded we have a concern in the office building, certainly hospitality and restaurants, how this will impact that. We're looking at those and we've recently sent out income request letters and we're getting those back and filtering through those as well. So we'll be certainly keeping an eye on it. Supervisor North stated with the concern and risk to some of the forecasts of office vacancies, he has read about redevelopment that is occurring in some properties. What are you hearing from your webinars that you participate in? Any news of potential redevelopment? In other words, making lemonade out of offices and maybe turning them into rentals for small businesses and/or for even residences? Mr. Fay December 1 , 2020 583 responded, there's been all kinds of ideas floating around how they have to be a little more flexible in their plans, and flexible also meaning flex space, and that's one of the items that they're really looking toward, is even though employees are working at home or teleworking, there's still opportunities for meetings and for temporary office space, and that's one of the areas I see. IN RE: NEW BUSINESS 1. Presentation of Year End Financial Results for June 30, 2020, acceptance of audit report and allocation of year end funds (Laurie Gearheart, Director of Finance and Management Services) A-120120-1 In attendance was Chris Banta, Partner at Brown Edwards, who provided a brief overview of the results. Last piece still waiting on federal government compliance. Supervisor Mahoney At the beginning of your comments, you talked about material events. What's the dollar definition of materiality these days? Mr. Banta IIIresponded materiality, actually it's interesting, but, so each different fund of the government actually has a different level of materiality. If you look at the County as a whole, it could be a million dollars; materiality is different. We have to look and think about all the different users of these financial statements. Who's looking at each fund? Who's looking at the general fund and who's looking at the capital projects fund? And who's making decisions based on those funds? And then come up with a range of what we think is a financial or numerical difference that would make a difference in a user's opinion. He has some clients where the general fund materiality could be a million and a half dollars, where we really get antsy about a problem, but then they have a small little internal service fund where materiality is $5,000 in the same audit, because each different fund is almost a separate audit. And whereas if you own a private company, you have one audit, one set of materiality, in a government, there's all sorts of different opinions, levels of materiality. Mr. Banta added sometimes it's not numerical. Sometimes it's qualitative. Sometimes we could look at something really small and say, "I could see a citizen being upset about that. Let's dig into that a little more." So it's a hard number. It's hard. Supervisor Mahoney then stated for Roanoke County's general fund, its a million dollars? Mr. Banta responded he does not have the number in front of me, but it's pretty decent. And then we use different levels of scopes and things of that nature that go even smaller than that. Supervisor North asked a question in general, he is not asking him to get specific with regards to other governments, but your firm does a lot of government audits all across the commonwealth. Interest rates are at an all-time low. People are buying homes, as we've seen earlier in the presentation, because interest rates are at 3 584 December 1 , 2020 or below 3% fixed 30 year mortgages. Bond rates are at an all-time low. No one can remember them ever being that low. With strong stable government, like Roanoke County, it might be a good time to give an eye over on capital plans to save money by borrowing now, rather than waiting four or five years when interest rates most likely will go back up again at the end of the next administration. What's your thoughts on that? Mr. Banta responded that is something for bond counsel or management to evaluate. IN RE: PUBLIC HEARING 1. Public hearing to receive citizen comments regarding proposed amendments to the fiscal year 2020-2021 budget in accordance with Code of Virginia Section 15.2-2507 (Laurie Gearheart, Director of Finance and Management Services) Chairman Radford recessed the meeting from 3:40 p.m. until 3:50 p.m. to allow for ecomments. Chairman Radford opened and closed the public hearing with no comments. IN RE: FIRST READING OF ORDINANCES 1. Ordinance authorizing Hazard Pay in the estimated amount of $452,668.25 and Gratitude Bonus in the estimated amount of $556,012.25 from General Funds and a bonus for sworn positions in the Sheriffs Office in the amount of $44,674.75 from General Funds to be mostly reimbursed by the Virginia Compensation Board (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) (Daniel R. O'Donnell, County Administrator) Daniel O'Donnell outlined the request for ordinance. Sheriff Orange stated his comments could have probably easily been shared with you via email, but thinks when it comes to a matter of genuine concern or appreciation, those are best expressed in person. While these comments come prior to a vote, he thinks that it's important that you all are also recognized for your service and dedication to the citizens of Roanoke County and to the staff that serve. So, he just want to share with you briefly some comments, and then I too will be available for questions, should you have any. He wanted to take a moment to express appreciation, specifically on behalf of the men and women of the Roanoke County Sheriffs Office, for your consideration of today's proposal regarding hazard gratitude and compensation with pass through funds. He would also like to thank you for your willingness to consider information submitted previously by myself and the two chiefs, regarding the December 1 , 2020 585 implementation of a public safety pay scale plan. Your desire and willingness to assist in addressing issues of recruitment, retention, compensation, and compression for members of Roanoke County Public Safety are greatly appreciated. As you are well aware, the men and women of our Police/Fire/Sheriffs office and the men and women throughout Roanoke County provide an unparalleled level of service, both in public safety and beyond. As such, your efforts in helping us to recruit and retain highly qualified staff is of the utmost importance. Actions such as the ones proposed here today in this agenda express your openness to discussion related to future actions, and also remind our staff that you as a board support and appreciate the sacrifice and service to our community. So again, thank you for your consideration here today, and God bless. There was no discussion. ORDINANCE 120120-2 AUTHORIZING HAZARD PAY IN THE ESTIMATED AMOUNT OF $452,668.25 AND GRATITUDE BONUS IN THE ESTIMATED AMOUNT OF $556,012.25 FROM GENERAL FUNDS AND A BONUS FOR SWORN POSITIONS IN THE SHERIFF'S OFFICE IN THE AMOUNT OF $44,674.75 FROM GENERAL FUNDS TO BE MOSTLY REIMBURSED BY THE VIRGINIA COMPENSATION BOARD WHEREAS, the COVID-19 pandemic created many uncertainties for the County budget; and WHEREAS, the original fiscal year 2021 budget, proposed on March 10, 2020, included a 2.75% across-the-board compensation adjustment for County employees, along with funding to be utilized to address findings from the recently conducted Compensation Study; and WHEREAS, as a result of COVID-19 and the resulting economic downturn, the County was required to decrease revenue projections by $11 million and to eliminate the previously proposed salary increases; and WHEREAS, accordingly, the approved fiscal year 2021 budget did not include any salary adjustments for employees; and WHEREAS, on August 11, 2020 the Roanoke County Board Supervisors authorized Hazard Pay to all full-time and part-time, sworn public safety employees through the Coronavirus Relief Funds (CRF) through the CARES Act; and WHEREAS, on August 11, 2020 the Roanoke County Board Supervisors also voted to provide a Gratitude Bonus for all other employees from use of fiscal year ending June 30, 2020 funds from the General Fund; and WHEREAS, Roanoke County employees have continued to provide stellar service and adapted to new working environments throughout the pandemic; and WHEREAS, to continue to retain and support employees and reward their hard work, it is recommended that unallocated general funds be used to provide a second round of hazard pay and gratitude bonus for County employees; and 111 WHEREAS, it has been proposed that uniformed employees in the departments of Police, Fire and Rescue, and Sheriff receive hazard pay as recognition for the increased risk assumed during the COVID-19 pandemic; and 586 December 1 , 2020 WHEREAS, it has further been proposed that all other County employees receive a gratitude bonus as recognition for increased risk assumed during the COVID-19 pandemic; and WHEREAS, the 2020 Special Session I of the General Assembly approved funding to reimburse a $500 bonus for Compensation Board funded and filled sworn positions as of November 5, 2020, WHEREAS, the Sheriff has approved a list of sworn employees to receive the $500 bonues; WHEREAS, Section 15.2-1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees, and WHEREAS, the Board of Supervisors of Roanoke County deems that it is in its best interests to authorize the payment of the proposed hazard pay and gratitude bonuses to recognize the services rendered by County officers and employees during these difficult economic times; and WHEREAS, the first reading of this ordinance was held on December 1, 2020; and because County Administration would like to make such payments to employees on December 11, 2020, the second reading of this ordinance has been dispensed with since an emergency exists, upon a 4/5ths vote of the members of the Board. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. The County Administrator is hereby authorized to pay hazard pay to uniformed employees in the departments of Police, Fire and Rescue, and Sheriff from - unallocated County General Fund as follows: a. Full-time uniformed, sworn public safety employees shall receive $1,000 in hazard pay. b. Part-time uniformed, sworn public safety employees shall receive $500 in hazard pay. c. Such total payments from the County General Fund are estimated at the amount of$452,668.25. 2. The County Administrator is hereby authorized to pay a gratitude bonus from the County General Fund to all other Roanoke County officers and employees as follows: a. All full-time employees not receiving hazard pay shall receive a $750 bonus. b. All regular part-time employees not receiving hazard pay shall receive a $250 bonus. c. Such total payments from the General Fund are estimated at the amount of $556,012.25. 3. The County Administrator is hereby authorized to pay a one-time bonus from the County General Fund for sworn sheriff department employees as follows: a. All eligible sworn positions identified by the Sheriff shall receive a $500 bonus to be mostly be reimbursed by the Compensation Board. 4. County employees qualifying for the hazard pay or gratitude pay bonus are further defined as full-time and regular part-time employees who are in active pay status at the time the hazard pay or gratitude pay bonus is paid. Regular part- time employees are those recommended by their respective department director. December 1 , 2020 587 Part-time casuals and temporaries, and members of boards and commissions are not eligible for the gratitude bonus. On motion of Supervisor North to adopt the ordinance as an emergency measure and waiving the second reading with a 4/5ths vote; seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 2. Ordinance to receive education grant awards related to the COVID-19 pandemic, and to appropriate $2,909,646.61 to the Roanoke County Public Schools' Grant Fund for fiscal year 2020- 2021 (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) (Susan Peterson, Director of Finance, Roanoke County Public Schools) Susan Peterson outlined the request for ordinance. Supervisor North thanked Ms. Peterson on behalf of the Board for the work she does with our staff. There was no discussion. ORDINANCE 120120-3 TO RECEIVE EDUCATION GRANT AWARDS RELATED TO THE COVID-19 PANDEMIC, AND TO APPROPRIATE $2,909,646.61 TO THE ROANOKE COUNTY PUBLIC SCHOOLS' GRANT FUND FOR FISCAL YEAR 2020- 2021 WHEREAS, the Virginia Department of Education accepted applications for the Coronavirus Aid, Relief, and Economic Security (CARES) Act awarded emergency relief funds to states for elementary and secondary education through the Elementary and Secondary Relief (ESSER) Fund and the Governor's Emergency Education Relief (GEER) Fund on August 14,2020; and WHEREAS, in addition, on October 9, 2020, the Virginia Department of Education notified all school divisions in the Commonwealth that the Governor had allocated $220.8 million of the federal Coronavirus Relief Fund (CRF) for educational purposes, and that each school division in the Commonwealth would receive a portion of such funds. These CRF awards are intended for costs incurred related to COVID-19 in re-opening and operating public schools during the first months of the 2020-2021 school year, but can be used for qualifying costs back to March 1, 2020; and WHEREAS, Roanoke County Public Schools received the following grants: 588 December 1 , 2020 A. $130,116.61 for the Coronavirus Aid, Relief, and Economic Security (CARES) Act Elementary and Secondary School Emergency Relief (ESSER) State Set- aside Fund. Grant funds will be used for facility upgrades and cleaning supplies. B. $419,900.00 for the Coronavirus Aid, Relief, and Economic Security (CARES) Act Governor's Emergency Education Relief (GEER) State Set-aside Fund. Grant funds will be used for hot spots for low income families with no access to internet. C. $2,359,630.00 for Federal Coronavirus Relief Funds (CRF) Awarded to School Divisions. Grant funds will be used for the replacement of laptops for all students learning through the 100% online program, air purifiers for all classrooms and other staff support; and WHEREAS, the first reading of this ordinance was held on December 1, 2020, and it has been proposed that in order to facilitate a timely distribution of funds to the Schools, that the second reading ordinance of this ordinance be dispensed with since an emergency exists, upon a 4/5ths vote of the members of the Board. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. Grant funds totalling $2,909,646.61, from the sources set forth above, are received and appropriated to the Roanoke County Public Schools' Grant Fund for fiscal year 2020-2021. 2. An emergency is deemed to exist, the second reading of this ordinance is dispensed with, and this ordinance shall be effective upon its adoption. On motion of Supervisor Hooker to adopt the ordinance as an emergency measure and waiving the second reading with a 4/5ths vote; seconded by Supervisor North and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 3. Ordinance authorizing the acquisition (with conditions) of Real Property from the Commonwealth of Virginia, located at 0 Old Cave Spring Rd. (Tax Map No. 076.20-03-05.00-0000), 4555 Old Cave Spring Rd. (Tax Map No. 076.00-03-02.00-0000), 4607 Old Cave Spring Rd. (Tax Map No. 076.20-03-01.00-0000), 4445 Brambleton Ave. (Tax Map No. 086.08-04-04.00-0000), and 4441 Brambleton Ave. (Tax Map No. 086.08-04-05.00-0000) in the Windsor Hills Magisterial District; and authorizing execution of a Memorandum of Agreement and deeds of conveyance (Richard L. Caywood, Assistant County Administrator) December 1 , 2020 589 Mr. Caywood outlined the request for ordinance and provided a PowerPoint presentation. There was no discussion. Supervisor Mahoney's motion to approve the first reading and set the second reading for January 12, 2021, was seconded by Supervisor Hooker and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 4. Ordinance accepting and appropriating $165,450 from the Virginia Outdoors Foundation for the purchase of a half-interest in 34 acres adjacent to Explore Park in Bedford and Roanoke Counties (Doug Blount, Director of General Services and Parks, Recreation and Tourism) Mr. Blount outlined the request for ordinance. Supervisor Mahoney asked if Mr. Blount had contact Bedford County; are they okay with Roanoke County acquiring property in Bedford County? Mr. Blunt responded staff has been having discussions with Bedford County in terms of a partnership with the Bedford County side of the Roanoke River. They are interested in potentially working with us in some form of a partnership, but there hasn't been any movement in terms of coming up with whether they want to own land within the Explorer Park section on Bedford County, or if they prefer for Roanoke County to own the land, and they just participate in the management. Supervisor Mahoney then asked for Mr. Blount or the County Attorney to advise if this ordinance is only authorizing the acceptance and appropriation of the funds. Mr. Blount responded in the affirmative. Supervisor Mahoney then asked if we would have subsequent ordinance later to actually accomplish the acquisition? Mr. Blount responded in the affirmative. There was no additional discussion. Supervisor Peters' motion to approve the first reading and set the second reading for December 15, 2020, was seconded by Supervisor North and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 590 December 1 , 2020 5. Ordinance authorizing a permanent drainage easement to the Commonwealth of Virginia Department of Transportation on Property owned by the Roanoke County Board of Supervisors (Tax Map No. 027.14-02-18.00-0000) for the purpose of constructing Route 11 (Williamson Road) and Route 117 (Peters Creek Road) Pedestrian Safety Improvements, Hollins Magisterial District (Megan Cronise, Transportation Planning Administrator) Ms. Cronise outlined the request for ordinance. There was no discussion. Supervisor North's motion to approve the first reading and set the second reading for December 15, 2020, was seconded by Supervisor Mahoney and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: SECOND READING OF ORDINANCES 1. Ordinance appropriating $5,990,386.83 for Roanoke County Public County Public Schools from fiscal year 2019-2020 year- end funds and re-appropriating $682,560.17 from the Roanoke County Public School Health Insurance Fund (Susan Peterson, Director of Finance, Roanoke County Public Schools) Supervisor Hooker stated prior to this being heard, she would like to remind everyone that she is employed by Roanoke County Schools and in order to avoid an appearance of impropriety, especially on this issue, she will abstain from deliberating or acting upon this matter. Ms. Peterson outlined there were no changes since the first reading held on November 17, 2020. Supervisor Mahoney stated he would like to make a couple of comments. First, he handed out a chart and asked the Clerk to put the chart upon on the screen so that everyone can see it. He wanted to indicate that he will be voting yes on the second reading of this ordinance. He thinks it is important that we provide some financial support for our teachers. He thinks as you've seen earlier in our agenda, we're providing bonuses, gratitude bonuses, for our responders, our police officers, our other county employees, and he thinks we should provide some financial support for our teachers. He disagrees respectfully with our school board. They are providing a one-step increase to their employees. He has tried to convince the school board members to do a bonus, but has been unsuccessful in convincing them of that approach; but wants to emphasize that we all have the same goal in mind; we just have different paths of getting there. What he is showing on the screen and he has had some assistance from Ms. Owens to December 1 , 2020 591 prepare this as he not an expert in putting together Excel spreadsheets. What he wanted to show was on the one hand, he felt that a $1,000.bonus would provide a whole lot more money immediately in teacher's pockets. What the chart shows is what a one-step increase would provide to various categories of employees. If you look on the chart, grades T1 through T5 are teacher grades. T1 is a teacher with a bachelor's degree. T3 is a teacher with a master's. T5 is a teacher with a doctorate. And then the others are, if you have one degree, but you get extra credits to go to the next. It also shows the number of employees in each of those categories. And then from the school boards' pay and classification plan, what a minimum salary would be, a midpoint and a maximum, that's over on the right, and then in the middle, it shows the gross amount of a one-step increase before taxes or other deductions. And I think you can see that, for many of the teachers, it's not like they're receiving a whole lot of money with a one-step increase. The grades 24 through 30, those are a variety of a central office positions. So 24s are supervisors, 30s are directors, 27s, 28s, 29s are the different principals, elementary, middle, and high school. You can see that the lion's share of the one-step increase is going to folks not necessarily teachers. What he also learned, what surprised him, is that there's one scale for teachers for a one-step increase and that's about 1.5%, but for all other employees, the scale for a step increase is 2.33%, which surprised him again. Again, it seems like the lion's share of the one-step is going to a different category other than just teachers. He keeps saying teachers, but it's really that category is teachers, librarians, and instructional aides. So again, he thinks the school board is making a mistake, but then as he has been lectured, he should stay out of the weeds. The weeds are the school board's issue, not my issue, and that is correct. That is their proposal to us and while he thinks it's the wrong path to take, he thinks we do have to support this endeavor because it is providing some benefit for our teachers. But, he does want to point out what he perceives to be the disparity in financial impact that's involved here. He is not an accountant, I'm not a CPA, but from 1979 to now, he has sat through hundreds of budget work sessions by governing bodies and every message that he ever heard from anybody in any one of those boards or budget work sessions is you don't take one time dollars and use those dollars for a recurring expense. Well, the one-time dollars are the money that's left over at the end of the year and the recurring expense is a step increase. That seems to violate basic budgeting to me. He thinks this is going to cause us, the school board and the Board of Supervisors, it will cause us some future budget headaches, and that's going to be a problem. The the other part is, he can remember the bad old days in the '80s and the '90s, when the school board and Board of Supervisors were always fighting with one another and then in the later '90s and later on Joe McNamara, Drew Barrineau, Penny Hodge and Diane Hyatt, put together a series of financial policies. Those financial policies have been revised and altered and polished up and tweaked over the years, but we have a financial policy those boards have agreed to. Those financial policies call for, when you have year-end money, you put it into major and minor capital. Then we've changed that a little bit and tried to address school safety because we were worried. We saw what was happening 592 December 1 , 2020 nationally with shootings and whatever, unfortunately, in schools. Then, we also were concerned about the comprehensive services act, which deals with helping special ed children, in our system and that's where those carry over dollars should go to not to recurring expenses like one step increases. So to him, it is troublesome that we abandoned our agreed financial policies for this year. Additionally, he thinks that's troublesome particularly where you have major capital. Major capital goes into the school construction program, which is like a down payment on buying your house. When you put more money in your down payment that means you borrow less in the future. We're going to be issuing all kinds of Virginia Public School Authority bonds and if we can put more money down upfront, that means we borrow less for the next 20 years. Which he feels helps all our taxpayers and citizens. So with all that, he appreciates the Board's patience in listening to his ranting and raving. There was no further discussion. ORDINANCE 120120-4 APPROPRIATING $5,990,386.83 FOR ROANOKE COUNTY PUBLIC SCHOOLS FROM FISCAL YEAR 2019-2020 YEAR-END FUNDS, RE-APPROPRIATING $682,560.17 FROM THE ROANOKE COUNTY PUBLIC SCHOOLS HEALTH INSURANCE FUND, AND TEMPORARILY SUSPENDING TERMS OF THE COUNTY'S COMPREHENSIVE FINANCIAL POLICY WHEREAS, Section 10(6) (B) of the County of Roanoke Comprehensive Financial Policy (the "Policy") states that "[a]II School Operating Fund appropriations remaining at the end of the year will not lapse but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital projects, Capital Maintenance Program, School Safety and Security, and/or Comprehensive Services Act reserves"; and WHEREAS, there were many uncertainties due to the onset of the COVID-19 pandemic in developing the fiscal year 2020-2021 budget for both County of Roanoke (the "County") and Roanoke County Public Schools (the "School Board"); and WHEREAS, the Board the School Board discussed flexibility in the use of available fiscal year 2019-2020, year-end funding for Roanoke County Public Schools; and WHEREAS, insofar as several of the School Board's proposed uses of year-end funds fall outside of the categories set forth in the Policy, it is necessary for the funds to revert back to the Board for re-appropriation; and WHEREAS, the School Board has requested the allocation of year-end funds in the amount of$5,990,386.83 of fiscal year 2019-2020 for various purposes which will be set forth below; and WHEREAS, the School Board has further requested the transfer of $682,560.17 from the Roanoke County Public Schools Health Insurance Fund, to supplement December 1 , 2020 593 funding from fiscal year 2019-2020 year-end to provide for a one-step retroactive raise for all Roanoke County Public Schools employees; and WHEREAS, the School Board has proposed. the Board re-appropriate funds to be used for the following purposes, in the following amounts: Proposed purposes for FY 2019-2020 year-end funds Amount Adopted FY 2021 CIP Project Funding $599,999.84 1-step raise for school employees 1,098,046.83 Transfer to Capital Maintenance Program 1,000,000.00 Rollover of Outstanding Purchase Orders 7,127.20 Bus Driver, Lot Attendant and Bus Aide Bonus 393,999.00 $500 bonus for all employees in grades 0 through 13 507,425.50 Laptop Credit Card Fees Refund 7,001.00 Laptop-Waiver and Refund 356,500.00 Parking Fees Waiver 36,800.00 Transfer to Fleet Replacement Fund 50,000.00 Transfer to Technology Replacement Fund 652,624.00 Curriculum Development for Remote Learning (COVID- 196,947.46 19) English Language Arts Textbook Adoption 993,916.00 CTE Equipment 50,000.00 Music Uniforms 20,000.00 Conferences and Travel (Mostly for Staff) 20,000.00 Proposed purpose of Transfer from Health Insurance Fund Amount 1-step raise for school employees $682.560.17 Total Funds for Appropriation $6,672,947.00 WHEREAS, the Board desires to re-appropriate the funds requested by the School Board in order to assist them in addressing the unique circumstances presented by the COVID-19 pandemic; and WHEREAS, the first reading of this ordinance was held on November 17, 2020, and the second reading of this ordinance was held on December 1, 2020; NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That A) the sum of $5,990,386.83 from Roanoke County Public Schools fiscal year 2019-2020 year-end funds, and B) the sum of $682,560.17 from the Roanoke County Public Schools Health Insurance Fund, are hereby re- appropriated to the Roanoke County Public Schools to be used as deemed necessary by the School Board. 2. In making such re-appropriations, and because of the unique circumstances caused by the COVID-19 pandemic, the Board temporarily suspends Section 594 December 1 , 2020 10(6) (B) of the County of Roanoke Comprehensive Financial Policy (only as it pertains to year-end, carryover funds from fiscal year 2019-2020). On motion of Supervisor North to adopt the ordinance, seconded by Supervisor Mahoney and carried by the following recorded vote: AYES: Supervisors Mahoney, North, Peters, Radford NAYS: None ABSTAIN: Supervisor Hooker 2. Ordinance approving a Site Use Agreement between Roanoke Gas Company and the County of Roanoke for use of a tower located on Poor Mountain, 8487 Honeysuckle Road; Windsor Hills Magisterial District and accepting and appropriating $275 monthly for the term of the lease (Susan Slough, Assistant Director of Communications and Information Technology) Supervisor Mahoney stated before we proceed with this matter, like he did back on November 17th, he wanted to make a disclosure that he owns approximately 350 shares of RGC resources, which is the parent of Roanoke Gas. Those shares are valued over $8000. In an abundance of caution, He consulted with Mr. Lubeck and together we reviewed this matter and the applicable provisions of the conflict of interest act. He has concluded that the provisions of the act do not prevent me from fully participating in this matter and is confident that he will be able to participate in this matter in a fair and impartial way. Mr. Hunter advised there were no changes since the first reading held on November 17, 2020. There was no discussion. ORDINANCE 120120-5 AUTHORIZING AND APPROVING A GROUND LEASE AGREEMENT BETWEEN ROANOKE COUNTY AND ROANOKE GAS COMPANY FOR A COMMUNICATIONS ANTENNA AT 8449 HONEYSUCKLE ROAD WHEREAS, Roanoke County and Roanoke Gas Company ("RGC"), wish to enter into a ground lease for an antenna site and ten square feet of space inside the County's equipment shelter on property owned by the County at 8449 Honeysuckle Road in the Windsor Hills Magisterial District, for purposes of installing and maintaining RGC communications equipment including but not limited to transceivers and antennas; and WHEREAS, RGC is the primary natural gas utility in the County and location of the antennas and communications equipment is critical to its operations; and December 1 , 2020 595 WHEREAS, the parties have determined that such ground lease will not adversely affect the County's emergency communications equipment and tower on the property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including leases, shall be accomplished by ordinance; the first reading of this ordinance was held on November 17, 2020 and the second reading was held on December 1, 2020. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. The 2020 ground lease between Roanoke County and Roanoke Gas Company be approved. 2. That the County Administrator or an Assistant County Administrator is hereby authorized to execute a lease agreement on behalf of the Board of Supervisors of Roanoke County and to execute such other documents and take such further actions as are necessary to accomplish this transaction, all of which shall be upon form and subject to the conditions by the County Attorney. 3. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Peters to adopt the ordinance; seconded by Supervisor Radford and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: CONSENT AGENDA RESOLUTION 120120-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for December 1, 2020, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 3 inclusive, as follows: 1. Confirmation of appointments to the Blue Ridge Behavioral Healthcare Board of Directors and the Western Virginia Regional Jail Authority 596 December 1 , 2020 2. Request to accept and allocate funds in the amount of $2,433.90 from the U.S. Department of Justice's Bulletproof Vest Partnership to the Roanoke County Sheriffs Office 3. Request to accept and allocate funds in the amount of $19,275 to the Clerk of the Circuit Court from the Commonwealth of Virginia for Technology Trust Funds On motion of Supervisor Peters to adopt the resolution; seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None A-120120-6.a A-120120-6.b A-120120-6.c IN RE: REPORTS Supervisor Mahoney moved to receive and file the following reports. The motion was seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 1. Unappropriated, Board Contingency and Capital Reserves 2. Outstanding Debt Report 3. Statement of Treasurer's Accountability per Investment and Portfolio Policy as of October 31, 2020 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Hooker stated she wanted to congratulate Doug Blunt and all of the Parks and Recreation team for continuing through with Illuminights under difficult circumstances. She looks forward to going, looking forward to participating in that and knows that many County residents will enjoy that too. So congratulations on that. Secondly, she would to send a note of condolences to the McElwee family on the passing of Richard McElwee, who was the Glenvar High School athletic director who passed actually on Thanksgiving Day after a valiant battle with cancer; he will be missed. Lastly, she hopes we all had a happy and safe Thanksgiving. We have much to be thankful for. December 1 , 2020 597 Supervisor North stated first of all, he would like to thank the staff for all the work they've done the last few weeks in preparation for answering and presenting our CIP questions that we'll hear about in the future. It was very timely and challenging and I want you to know that no good deed goes unpunished. So sorry about the timeliness. However, you've done a good job, I think. Secondly, we had some good comments in this afternoon's meeting. Unemployment is down 4.5%; still some ways to go and 50% of the jobs we heard will be recovered by the end of January. Concerns over small businesses and COVID impact still are on the horizon. Real estate assessments have been strong and we hear they're going to be about 3.68%, which is a positive sign of growth in the County in spite of the recession and downturn due to COVID. Real estate sales are high: 1350 homes. That makes a lot of people in the real estate market happy and also contributes to movement and growth in our real estate values. Our audit report was unmodified. Year-end audit, which is outstanding, we didn't discover any weaknesses, which is also good and is a testimony to all those responsible for that here in county government. Interest rates are at all-time lows. The Wall Street Journal today had the 30 year mortgage just under 3%, 15 year mortgage, much, much lower, and bond rates, he understands, are deeply low compared to what they'd been in many, many years. In fact, I've never seen them that low before. It's an opportunity for Roanoke County. In the stock market, you buy low and sell high. It's an opportunity to consider some capital projects with such low rates. If we ponder and wait, those rates won't be low probably in 45 years from now. So, lots to think about in the days ahead. He also wanted to thank everyone for their efforts, and is glad that everyone had a safe Thanksgiving. He hopes that we can continue to have a safe holiday season. Although every time you want to go out and do something, you've got to stop and think about, "What should I do? Where should I go? How should I do it?" And it's becoming second nature to the extent that I do hope one day that we can break out of this once the vaccines arrived. Supervisor Peters stated the only comments he has today are echoing what Miss Hooker said to Doug and his team at Explore Park at Illuminights. He encouraged everybody to come out. He has already heard great things before speaking to Doug tonight, and things on the public side of it were going very well. So I wanted to hear from the County side if things are going well. He assured me that it is. He appreciates the effort and continuing to make that a robust operation up there. He looks forward to getting there myself. Supervisor Mahoney stated he had the opportunity this morning to speak on the telephone with Mike Wray who is chairman of the Roanoke County School Board. I think many of you know that Mike has been in the hospital for about the last seven, eight days, but he is doing much better. He sounds pretty good, even though he's speaking through a mask. He stated he wanted to just give his hopes and wishes to Mike and his family that he continues to improve and get better. But he sounded good today and he's out of the hospital and that's good news. 598 December 1 , 2020 Supervisor Radford stated he agreed with Mr. North, that was a good report, a clean report, from our auditors and the team that is responsible for that. A lot of them were sitting out here and a big hand clap for all you do. It's a big responsibility and means that we've picked the right people that are in place. So,that's a great credit to the team sitting out there. Supervisor Radford stated he wanted to remind the community that we have our Christmas tree lighting; Monday, December the 7th at 6:00 PM. It'll be at Tanglewood Mall near the Firestone area. The only problem is you can't come. You're going to have to watch it virtually. We're going to turn it on and he is going to make a few remarks and we're going to broadcast all the details. Supervisor Radford asked Ms. Whittaker, Public Information Officer if it would be broadcast. Ms. Whittaker advised Facebook. So we'd still love to have the little ones watch the best they can. It'll be a short presentation and we'll hit the lights quick, again, Monday, December the 7th at 6:00 PM. In closing, Supervisor Mahoney thank you so much for taking a deep dive into the school. You stood your ground on your principles. You let them know how you thought. You did research. They called you up and told you what they felt. So there was dialogue, there was back and forth. That's what government is supposed to do. And if we don't have deliberations, then you know, it's just a rubber stamp. So he appreciates that deeper dive and look forward to getting more conversations about other things. He then congratulated Doug Blount for continuing through with Illuminights under difficult. His condolences to the McElwee family. IN RE: ADJOURNMENT Chairman Radford adjourned the meeting at 4:38 p.m. •4.4 ub itted by: Approved by: / • 4, Deborah C. 'ack� P. Jas Peters -f Deputy CI: to the Board Chairman