HomeMy WebLinkAbout1/12/2021 - RegularRoanoke County
Board of Supervisors
January 12, 2021
NOTE:The Board of Supervisors will holds its annual
organizational meeting at 2:00 p.m. in the Board
Meeting Room prior to the regularly scheduled Board
Meeting
Good afternoon and welcome to our organizational meeting for January 12, 2021.
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.
A.OPENING CEREMONIES
1.Roll Call
2.Organization of County Board
1.Election of Officers:
(1) Chairman
(2) Vice Chairman
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Roanoke County
Board of Supervisors
Agenda
January 12, 2021
INVOCATION:
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 businessof
the Board.”
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The Board is now returning to open session. The Board of Supervisors held its
annual organizational meeting earlier today at 2:00 p.m. in the Board meeting
room prior to the regularly scheduled Board meeting. All Board members are
present.
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 djacks@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.
For those individuals who desire to attend meetings in person, please be advised
that seating modifications and limits have been established in order to facilitate
social distancing; attendees who are not of the same household must sit six feet
apart; and attendance at meetings will be limited to 25 individuals.
B.REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA
ITEMS
C.BRIEFINGS
1.Briefing to update the Board of Supervisors on the Regional CTE Study(Jill
Loope, Director of Economic Development; Morgan Romeo, Executive Director,
Virginia Career Works - Blue Ridge)
D.NEW BUSINESS
1.Resolution amending and readopting Guidelines for the Implementation of the
Public-Private Education Facilities and Infrastructure Act of 2002(Peter Lubeck,
County Attorney)
2.Resolution of the Board of Superiors of the Board of Supervisors of Roanoke
County, Virginia declaring its intention to reimburse expenditures from the
proceeds of a financing for costs associated with the William Byrd High School
renovations(Laurie Gearheart, Director of Finance and Management Services)
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E.PUBLIC HEARINGAND ADOPTION OF RESOLUTIONS
1.Public hearing to receive citizen comments on two (2) proposed changes in the
Virginia Department of Transportation Secondary System of State Highways:
Intent to abandon State Route 1511, Old Mountain Road, for the length of the
state-maintained portion (0.04 mile) between the end of state maintenance at the
edge of pavement of State Route 1511 and the edge of pavement for State
Route 1296, Stoneledge Drive, in the Hollins Magisterial District; and Intent to
abandon State Route 866, Mount Pleasant Boulevard, for the length of the state-
maintained portion (0.12 mile) between the end of state maintenance at the edge
of pavement of State Route 866 and the end of state maintenance at the edge of
pavement of State Route 663, Mount Pleasant Boulevard, in the Vinton
Magisterial District(Megan Cronise, Transportation Planning Administrator)
2.Resolution requesting changes in the Virginia Department of Transportation
Secondary System of State Highways, Route 1511, Old Mountain Road, Hollins
Magisterial District(Megan Cronise, Transportation Planning Administrator)
3. Resolution requesting changes in the Virginia Department of Transportation
Secondary System of State Highways, Route 866, Mount Pleasant Boulevard,
Vinton Magisterial District(Megan Cronise, Transportation Planning
Administrator)
F. SECOND READING OF ORDINANCES
1.Ordinance authorizingthe 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)
(POSTPONED UNTIL FEBRUARY 23, 2021)
2. Ordinance approving the acquisition of permanent and temporary easements on
parcels owned by the Western Virginia Water Authority (Tax Map Numbers
4330301 Roanoke City and 070.11-01-09.00-0000 Roanoke County) for
development of the Roanoke River Greenway(Lindsay Webb, Park Planning and
Development Manager)
G. APPOINTMENTS
1.Library Board (appointed by District)
2.Parks, Recreation and Tourism (appointed by District)
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H. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDAARE 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 BEREMOVED FROM THE CONSENT AGENDA AND WILL BE
CONSIDERED SEPARATELY
1.Approval of minutes – November 17,2020
2. Resolution requesting the Virginia Department of Transportation (VDOT) accept
Leigh Lane Road into the Virginia Department of Transportation System
3. Resolution requesting the Virginia Department of Transportation (VDOT) accept
Summerville Lane and Beaufort Court into the Virginia Department of
Transportation System
4. Request to accept and allocate funds in the amount of $12,868.80 from the
Commonwealth of Virginia for the Library of Virginia's Records Preservation
Program
I. CITIZENS' COMMENTS AND COMMUNICATIONS
J. REPORTS
1.Unappropriated, Board Contingency and Capital Reserves
2.Outstanding Debt Report
K. REPORTS AND INQUIRIES OF BOARD MEMBERS
1.Martha B. Hooker
2.Paul M. Mahoney
3.Phil C. North
4.P. Jason Peters
5.David F. Radford
L. WORK SESSIONS
1.Work session to review with the Board of Supervisors Potential Projects and
Funding Sources for the Proposed Fiscal Year 2022 - 2031 Capital Improvement
Program (CIP)(Laurie Gearheart, Director of Finance andManagement
Services)
2.Work session to review recommendations for changes to the Comprehensive
Financial Policy(Laurie Gearheart, Director of Finance and Management
Services)
M. ADJOURNMENT
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ACTION NO.
ITEM NO. A.2.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Election of Officers: (1) Chairman (2) Vice Chairman
SUBMITTED BY: Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
APPROVED BY:
County Administrator
ISSUE:
Election of Chairman and Vice-Chairman for 2021
BACKGROUND:
Each year at the annual organizational meeting of the Board of Supervisors, the Board
elects a Chairman and Vice-Chairman. Section 3.08 of the Roanoke County Charter
provides as follows:
Section 3.08. Chairman and Vice-Chairman. - The Board shall, at its first meeting in
January of each year, elect one of its number as Chairman, who shall preside at such
meeting and all other meetings during the term for which so elected, if present. The
Board also may elect a Vice-Chairman who shall, if so elected, preside at meetings in
the absence of the Chairman and may discharge any other duty of the chairman during
his absence or disability. The Chairman and Vice-Chairman shall preside for a term of
one (1) year. The Chairman and Vice-Chairman may succeed themselves in office. In
the case of the absence from any meeting of the Chairman and Vice-Chairman, the
members present shall choose one of their number as temporary Chairman. In addition
to the compensation provided members of the Board of Supervisors, the Board may by
ordinance fix an additional sum to be paid to the Chairman and Vice-Chairman, not to
exceed the limit established by general law, without regard to the maximum salary
limits.
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Chairmen and Vice-chairmen may be elected to serve for terms corresponding to their
terms as supervisors or may be elected for such other period as determined by the
governing body. If the Board fails to designate a specific term of office for which a
chairman or vice-chairman is elected, it shall be presumed that such officers were
elected for a term of one (1) year, and shall serve until their successors have been
elected and qualify (see Sec. 15.2-1422 of the Code of Virginia). It has been the custom
of the Board of Supervisors of Roanoke County to elect these officers for terms of one
(1) year as provided in the Charter until the next organizational meeting
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ACTION NO.
ITEM NO. C.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Briefing to update the Board of Supervisors on the Regional
CTE Study
SUBMITTED BY: Jill Loope
Director of Economic Development
APPROVED BY:
County Administrator
ISSUE:
This time has been set for Morgan Romeo of the Virginia Career Works - Blue Ridge to
provide a briefing on the Regional CTE Study.
Page 1 of 1
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: January 12, 2021
AGENDA ITEM: Resolution amending and readopting guidelines for the
implementation of the Public-Private Education Facilities and
Infrastructure Act of 2002
SUBMITTED BY: Peter S. Lubeck
County Attorney
APPROVED BY:
County Administrator
ISSUE:
Amendment and readoption of guidelines for the implementation of the Public-Private
Educational Facilities and Infrastructure Act of 2002.
BACKGROUND:
The Public-Private Education Facilities and Infrastructure Act (PPEA) was enacted by
the 2002 General Assembly. Va. Code § 56-575.1 et seq. The PPEA authorizes a
"responsible public entity" (such as the County) to enter into an agreement with a
private entity to develop or operate a "qualifying project."
· Educational facilities and property,
· Buildings or facilities that meet a public purpose and are developed or operated
by or for the County,
· Any improvement or equipment necessary to enhance the public safety or
security of a building used principally by the County,
· Utility or telecommunications infrastructure,
· Recreational facilities,
· Technology infrastructure and services,
· Wireless broadband infrastructure,
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· Any improvements necessary or desirable to any improved state or locally
owned real estate, or
· Solid waste facilities that generate electricity.
In essence, most capital projects are covered by this broad definition. In order to enter
into an agreement with a private entity for such a qualifying project, the Board must first
find that:
· There is a public need for, or benefit from, the project,
· The estimated cost of the project is reasonable in relation to similar facilities, and
·
qualifying project.
The project may be either solicited by the County or proposed unsolicited.
The County must have adopted and made publicly available guidelines that are
sufficient for it to comply with the PPEA before it can request or consider a qualifying
project.
In May 2003, the Board adopted Resolution 051303-4, which adopted procedures for
the implementation of the PPEA. The Board in April 2006 and September 2006 again
amended and readopted the guidelines. Since 2006, some provisions of the PPEA have
al Services has
published Model Guidelines, which were last updated in 2009.
It is proposed that the County's guidelines again be amended and readopted in order to
bring them into compliance with the Code of Virginia, and in order to incorporate several
provisions of the Model Guidelines.
There are presently no proposed or contemplated qualifying projects; this matter is a
routine update.
DISCUSSION:
It is proposed that several amendments be made to the County's PPEA guidelines,
including the following:
·
comprehensive agreement, detailing the relationship between the County and a
private entity;
· Clarifying the applicability of the Freedom of Information Act to proposal
documents submitted by private entities;
· Requiring that the County engage the services of qualified professionals when
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evaluating the specifics, advantages, disadvantages, and the long-and short-term
costs of any request by a private entity for approval of a qualifying project, unless
the Board determines (by resolution) that such analysis shall be performed by
County employees;
· Requiring the County, if it rejects a proposal initiated by a private entity that
purports to develop specific cost savings, to specify the basis for the rejection;
· Explicitly stating that County staff are available to respond to inquiries and meet
with private entities that are considering the submission of a competing proposal;
· Requiring a public hearing during the proposal review process; and
·
FISCAL IMPACT:
There is no fiscal impact associated with this action.
STAFF RECOMMENDATION:
Staff recommends that the Board, by resolution, amend and readopt the County's PPEA
guidelines.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 12, 2021
RESOLUTION AMENDING AND READOPTING GUIDELINES FOR THE
IMPLEMENTATION OF THE PUBLIC-PRIVATE EDUCATION
FACILITIES AND INFRASTRUCTURE ACT OF 2002
WHEREAS, the Board of Supervisors of Roanoke County determined that it is in
the best interest of the County to adopt procedures for theimplementation of the Public-
Private Education Facilities and Infrastructure Act of 2002 pursuant to the provisions of
Section 56-575.16.4 of the 1950 Code of Virginia, as amended; and
WHEREAS, on May 13, 2003, the Board of Supervisors of Roanoke County
adopted Resolution 051303-4 which adopted procedures for the implementation of the
Public-Private Education Facilities and Infrastructure Act of 2002 (the “PPEA
Guidelines”); and
WHEREAS, on April 25, 2006, the Board adopted Resolution 042506-3b amending
and readopting the PPEA Guidelines; and
WHEREAS, on September 26, 2006, the Board adopted Resolution 092606-2.c
amending and readopting the PPEA Guidelines; and
WHEREAS, the Board has determined that it is in the best interests of the County
to amend these previously adopted procedures to incorporate amendments to the Code
of Virginia.
NOW THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke
County, Virginia, that the County’s PPEA Guidelines are hereby amended an readopted
as follows, and that this Resolution and these Amendments shall be in full force and effect
from and after the date of their adoption:
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37!
ACTION NO.
ITEM NO. D.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Resolution of the Board of Supervisors of Roanoke County,
Virginia declaring its intention to reimburse expenditures
from the proceeds of a financing for costs associated with
the William Byrd High School renovations
SUBMITTED BY: Laurie Gearheart
Director of Finance and Management Services
APPROVED BY:
County Administrator
ISSUE:
To adopt a resolution declaring the intent to reimburse expenditures from future bond
proceeds
BACKGROUND:
Renovations to the William Byrd High School is a project in the Roanoke County School
Board Capital Improvement Plan and a contract has been awarded as of November 12,
2020. Any funds that are currently being spent can be reimbursed to the School Board
at a later date with bond proceeds, if the County declares its intention to do so before
the funds are spent.
DISCUSSION:
The School Board intends to fund the renovations of William Byrd High School with a
combination of cash reserves and a scheduled bond issuance arising from the Joint
County and School Capital Financing Plan. The School allocation under the joint plan
allows for a County bond issuance on behalf of the School Board in 2021-2022. It is the
intent to participate in the Virginia Public School Authority Fall 2021 pooled bond
issuance.
The attached resolution will allow the School Board to reimburse itself at a later
Page 1 of 2
date. This resolution does not authorize the project or appropriate any funds to the
project at this time; it merely gives the flexibility to include current expenditures in
the future bond issuance, if the School Board chooses to do so.
FISCAL IMPACT:
This resolution gives the School Board the option to include expenditures
currently being made associated with the replacement.
STAFF RECOMMENDATION:
Staff recommends approving the attached reimbursement resolution for the
renovations of William Byrd High School.!
Page 2 of 2
AT A REGULARMEETINGOFTHE BOARDOF SUPERVISORSOFROANOKE
COUNTY, VIRGINIA,HELDATTHE ROANOKECOUNTYADMINISTRATIONCENTER
ONTUESDAY, JANUARY 12, 2021
RESOLUTIONOFTHEBOARDOFSUPERVISORSOFTHECOUNTY
OFROANOKE,VIRGINIA,DECLARINGITSINTENTIONTO
REIMBURSEEXPENDITURESFROMTHEPROCEEDSOF A
FINANCINGFORCOSTSASSOCIATEDWITHTHEWILLIAM BYRD
HIGH SCHOOL RENOVATIONS
Whereas,theBoardofSupervisorsoftheCountyofRoanoke,Virginia(the
"County") hasdeterminedthatitmaybenecessaryordesirabletoadvancemoneyto
paythe costs associatedwiththeWilliam Byrd High School renovationsProject(the
"Project")beforeundertaking a tax-exemptfinancingforsomeorallofthe costs ofthe
Project.
NOWTHEREFORE,BEITRESOLVED,BYTHEBOARDOFSUPERVISORS
OF ROANOKE COUNTY,VIRGINIA,asfollows:
1.TheBoardofSupervisorsadoptsthisdeclarationofofficialintentunder
TreasuryRegulationsSection1.150-2.
2.The BoardofSupervisorsreasonablyexpectsto reimburseadvancesmadeor
tobemadetopaythe costs ofdesigning,constructingandequippingtheProject
fromtheproceedsof a tax-exempt financing.
3.Onthedateeachadvanceismade,itwillbe a capitalexpenditure(orwould
bewith a properelection)undergeneralfederalincometaxprinciplesorwillotherwise
complywiththe requirementsofTreasuryRegulationsSection1.150-2(d)(3).
4.Theexpectedmaximumprincipalamountofthetax-exemptfinancingtobe
incurred for theProject is $ 15,000,000.
Page 1 of 2
5. The adoption of this resolution is consistent with the budgetary and financial
circumstances of the County.
6. This resolution shall take effect immediately upon its adoption.
Page 2 of 2
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: January 12, 2021
AGENDA ITEM: Public hearing to receive citizen comments on two (2)
proposed changes in the Virginia Department of
Transportation Secondary System of State Highways: Intent
to abandon State Route 1511, Old Mountain Road, for the
length of the state-maintained portion (0.04 mile) between
the end of state maintenance at the edge of pavement of
State Route 1511 and the edge of pavement for State Route
1296, Stoneledge Drive, in the Hollins Magisterial District;
and Intent to abandon State Route 866, Mount Pleasant
Boulevard, for the length of the state-maintained portion
(0.12 mile) between the end of state maintenance at the
edge of pavement of State Route 866 and the end of state
maintenance at the edge of pavement of State Route 663,
Mount Pleasant Boulevard, in the Vinton Magisterial District
SUBMITTED BY: Megan Cronise
Transportation Planning Administrator
APPROVED BY:
County Administrator
ISSUE:
Public hearing to receive citizen comments on two (2) proposed changes in the Virginia
Department of Transportation (VDOT) Secondary System of State Highways.
BACKGROUND:
VDOT has asked that Roanoke County request abandonment of short segments of
VDOT right-of-way that do not include roadways.
DISCUSSION:
The proposed changes in the VDOT Secondary System of State Highways include:
Page 1 of 2
1. Abandoning State Route 1511, Old Mountain Road, for the length of the state-
maintained portion (0.04 mile) between the end of state maintenance at the edge
of pavement of State Route 1511 and the edge of pavement for State Route 1296,
Stoneledge Drive, in the Hollins Magisterial District; and
2. Abandoning State Route 866, Mount Pleasant Boulevard, for the length of the
state-maintained portion (0.12 mile) between the end of state maintenance at the
edge of pavement of State Route 866 and the end of state maintenance at the
edge of pavement of State Route 663, Mount Pleasant Boulevard, in the Vinton
Magisterial District.
These changes are requested to reconcile actual and documented roadway mileage for
maintenance purposes.
FISCAL IMPACT:
There is no fiscal impact.
STAFF RECOMMENDATION:
Staff recommends that the Board hold the required public hearing. The resolutions
required to abandon the rights-of-way will be considered following the public hearing.
Page 2 of 2
²
ACTION NO.
ITEM NO. E.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Resolution requesting changes in the Virginia Department of
Transportation Secondary System of State Highways, Route
1511, Old Mountain Road, Hollins Magisterial District
SUBMITTED BY: Megan Cronise
Transportation Planning Administrator
APPROVED BY:
County Administrator
ISSUE:
Resolution requesting that the Virginia Department of Transportation (VDOT) abandon a
segment of right-of-way that is part of Route 1511, Old Mountain Road.
BACKGROUND:
VDOT has asked that Roanoke County adopt a resolution to request abandonment of a
short segment of VDOT right-of-way that does not include a roadway. The change is
requested in order to reconcile actual and documented roadway mileage for
maintenance purposes. !
!
DISCUSSION:
The right-of-way proposed for abandonment is 0.04 mile long, located between the end
of state maintenance at the edge of pavement of Route 1511, Old Mountain Road, and
the edge of pavement for Route 1296, Stoneledge Drive. The right-of-way is currently
grassed.
FISCAL IMPACT:
There is no fiscal impact.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends adoption of the resolution
.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 12, 2021
RESOLUTION REQUESTING CHANGES IN THE VIRGINIA
DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM OF
STATE HIGHWAYS, ROUTE 1511, OLD MOUNTAIN ROAD; HOLLINS
MAGISTERIAL DISTRICT.
WHEREAS, the project sketch and VDOT Form AM-4.3, attached and
incorporated herein as part of this resolution, defines adjustments necessary in the
Secondary System of State Highways as a result of the road no longer existing or being
utilized; and
WHEREAS, certain segments identified in the incorporated Form AM-4.3 appear
to no longer serve public convenience and should be abandoned as part of the Secondary
System of State Highways; and
WHEREAS, a public hearing to receive public comment was held on January 12,
2021 ; and
NOW, THEREFORE, BE IT RESOLVED:
1. The Board is finds and is satisfied that no public necessity exists for the
continuance of the segments of right-of-way, identified on the attached project
sketch and Form AM-4.3, as a public highway.
2. The Board hereby requests the Virginia Department of Transportation to take
the necessary action to abandon those segments identified on the attached
project sketch and Form AM-4.3 as part of the Secondary System of State
Highways, pursuant to §33.2-909 of the Code of Virginia.
3. A certified copy of this resolution be forwarded to the VDOT Salem Residency,
by the Clerk to the Board of Supervisors.
Page 1 of 2
Page 2 of 2
ACTION NO.
ITEM NO. E.3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Resolution requesting changes in the Virginia Department of
Transportation Secondary System of State Highways, Route
866, Mount Pleasant Boulevard, Vinton Magisterial District
SUBMITTED BY: Megan Cronise
Transportation Planning Administrator
APPROVED BY:
County Administrator
ISSUE:
Resolution requesting that the Virginia Department of Transportation (VDOT) abandon a
segment of right-of-way that is part of Route 866, Mount Pleasant Boulevard. !
BACKGROUND:
VDOT has asked that Roanoke County adopt a resolution to request abandonment of a
short segment of VDOT right-of-way that does not include a State roadway. The change
is requested in order to reconcile actual and documented roadway mileage for
maintenance purposes.
DISCUSSION:
The right-of-way proposed for abandonment is 0.12 mile long, located between the end
of State maintenance at the edge of pavement of Route 866 and the end of State
maintenance at the edge of pavement of Route 663, Mount Pleasant Boulevard. The
right-of-way is currently bisected by the Blue Ridge Parkway.
FISCAL IMPACT:
There is no fiscal impact.
STAFF RECOMMENDATION:
Page 1 of 2
Staff recommends adoption of the resolution.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 12, 2021
RESOLUTION REQUESTING CHANGES IN THE VIRGINIA
DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM OF
STATE HIGHWAYS, ROUTE 866, MOUNT PLEASANT BOULEVARD;
VINTON MAGISTERIAL DISTRICT
WHEREAS, the project sketch and VDOT Form AM-4.3, attached and
incorporated herein as part of this resolution, defines adjustments necessary in the
Secondary System of State Highways as a result of the road no longer existing or being
utilized; and
WHEREAS, certain segments identified in the incorporated Form AM-4.3 appear
to no longer serve public convenience and should be abandoned as part of the Secondary
System of State Highways; and
WHEREAS, a public hearing to receive public comment was held on January 12,
2021; and
NOW, THEREFORE, BE IT RESOLVED:
1. The Board is finds and is satisfied that no public necessity exists for the
continuance of the segments of right-of-way, identified on the attached project
sketch and Form AM-4.3, as a public highway.
2. The Board hereby requests the Virginia Department of Transportation to take
the necessary action to abandon those segments identified on the attached
project sketch and Form AM-4.3 as part of the Secondary System of State
Highways, pursuant to §33.2-909 of the Code of Virginia.
3. A certified copy of this resolution be forwarded to the VDOT Salem Residency,
by the Clerk to the Board of Supervisors.
Page 1 of 1
ACTION NO.
ITEM NO. F.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: 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
(POSTPONED UNTIL FEBRUARY 23, 2021)
SUBMITTED BY: Jill Loope
Director of Economic Development
APPROVED BY:
County Administrator
ISSUE:
The acquisition of residual parcels of real estate located at the intersection of Old Cave
Spring Road and Brambleton Avenue.
BACKGROUND:
In 2006, Roanoke County began working with Mennel Milling Company to assist with
relocating its manufacturing operation from Roanoke City to Roanoke County to a 26
acre industrial site Mennel owned between Starkey Road and Commonwealth Drive. !
!
In 2010, Roanoke County worked with Mennel and the Virginia Department of
Transportation (VDOT) to request support for legislation in the 2011 Session of the
Virginia General Assembly to authorize the exchange of real estate between the
Commonwealth and Mennel Milling Company. The exchange of real estate would
benefit the Commonwealth by providing VDOT with a more attractive site for an area
Page 1 of 4
maintenance headquarters for the southwestern portion of Roanoke County. It was also
planned to benefit Mennel Mill by providing additional land needed for their current and
future business operations, as well as improved on site mobility for rail cars and delivery
vehicles at their location off of Starkey Road. !
!
In 2013, Mennel Milling Company was fully built out at its current location in southwest
Roanoke County. It attempted to acquire the parcel of real estate owned by VDOT
adjacent to its existing facilities for future expansion through a strait purchase
transaction, but was informed by VDOT that a swap was the only transaction they would
entertain. As a result, Mennel acquired the former Fabricated Metals property nearby
with the intent of executing the exchange with VDOT. The property Mennel acquired
was for the sole purpose of facilitating the land swap and was of no use to Mennel.
VDOT was involved in the selection of the swap property prior to Mennel acquiring
same.
During this time, VDOT changed its mind and was no longer interested in the land
swap. The compromise solution formed was for the Commonwealth to declare the
property surplus and convey it to a public authority for a valid economic development
purpose. This approach was agreed to by all parties, and resulted in the County's
Economic Development Authority acquiring the property at fair market value and then
selling the property to Mennel.
Subsequent to this, VDOT began to search for a new parcel for its Area Headquarters.
Early in its search, VDOT identified three (3) parcels at the end of Clearbrook Village
Lane that it believed would be ideal for its use. Roanoke County suggested numerous
options for VDOT to explore that would not consume prime commercial property with a
non-taxable use that would not encourage additional quality development. However,
VDOT determined that the Clearbrook Village Lane site was its preferred site. As
Roanoke County has no zoning authority over Commonwealth projects, Roanoke
County is not in a position to prevent VDOT from choosing its preferred location for its
Area Headquarters.
DISCUSSION:
intersection of Clearbrook Lane and Clearbrook Village Lane, in the Cave Spring
Magisterial District, for the purpose of developing its South Roanoke County
Transportation Maintenance and Operations Facility.
district, and although the Commonwealth is except from County zoning restrictions, the
Page 2 of 4
district. It has been the vision of the County that the Clearbrook Properties would be
used for purposes that would contribute to the economic development in the County. It
has been proposed that the County acquire the following parcels, located in the County
of Roanoke (Windsor Hills Magisterial District), at the intersection of Old Cave Spring
Road and Brambleton Avenue, which are owned by the Commonwealth:
Address Tax Map No. Acreage
0 Old Cave Spring Road 076.20-03-05.00-0000 1.15
4555 Old Cave Spring 076.20-03-02.00-0000 0.29
Road
4607 Old Cave Spring 076.20-03-01.00-0000 0.49
Road
4445 Brambleton Ave. 086.08-04-04.00-0000 0.14
4441 Brambleton Ave. 086.08-04-05.00-0000 0.5
!
improvement of public highways, and have been held in the public interest since their
acquisition.
The Residue Parcels have economic-development potential; ownership of them would
facilitate access from Old Cave Spring Road to parcel 086.-8-04-03.00-0000 (4453
Brambleton Avenue), which parcel is 4.3 acres in size, and could provide a desirable
location for business.
Pursuant to § 33.2-1010 of the Code of Virginia, the Commissioner of Highways may
lease, sell, or exchange such residue parcels of land upon such terms and conditions as
in the judgment of the Commissioner of Highways may be in the public interest,
provided, however, that the Commissioner of Highways shall not use such parcels for
any commercial purpose; upon such sale or exchange, such residue properties must be
used for public use.
In recogni
order to ultimately facilitate potential economic development of the Residual Parcels
within the confines of Section 33.2-1010 of the Code of Virginia, the following
arrangement has been proposed:
A. The Commonwealth will convey, by deed, the Residual Parcels to the County,
upon the condition that the Residual Parcels be used for public purposes,
including the uses of equipment and material storage and project staging. The
Commonwealth will retain an easement in each of the Residual Parcels,
enabling the Commonwealth to continue to use the parcels for its public
Page 3 of 4
purposes; and
B. If and when the time comes that the County desires to convey the Residual
Parcels to the Roanoke County E
the purpose of furthering economic development in Roanoke County, the Parties
will execute a new deed with the following provisions:
a. The County will pay the Commonwealth the fair market value of the Residual
Parcels, as determined by an independent appraisal at the time of the
transaction;
b.
c. The County will convey fee simple ownership of the Residual Parcels to the
EDA; and
d. The EDA will pay the County the fair market value paid to the Commonwealth
as consideration; and
There have been no changes since the first reading held on December 1, 2020.
FISCAL IMPACT:
To initially acquire the properties from the Commonwealth of Virginia, there will be no
fiscal impact.
However, if and when the County decides to convey the property to the EDA for
economic development purposes, the County will pay the Commonwealth the fair
market value of the properties, which will be determined by an independent appraisal at
the time of the transaction. At present, the combined tax assessed value of the
properties is $681,200.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 4 of 4
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: January 12, 2021
AGENDA ITEM: Ordinance approving the acquisition of permanent and
temporary easements on parcels owned by the Western
Virginia Water Authority (Tax Map Numbers 4330301
Roanoke City and 070.11-01-09.00-0000 Roanoke County)
for development of the Roanoke River Greenway
SUBMITTED BY: Lindsay B. Webb
Parks Planning and Development Manager
APPROVED BY:
County Administrator
ISSUE:
Ordinance approving the acquisition of permanent and temporary easements on parcels
owned by the Western Virginia Water Authority (Tax Map Numbers 4330301 Roanoke
City and 070.11-01-09.00-0000 Roanoke County) for development of the Roanoke
River Greenway
BACKGROUND:
The Roanoke River Greenway is a regional bicycle and pedestrian trail developing
through the Roanoke Valley, linking the Cities of Roanoke and Salem, the Town of
Vinton, and Roanoke and Botetourt Counties. In 2018, the Roanoke Valley Greenway
Commission made the Roanoke River Greenway its number one priority in the update
to the Roanoke Valley Greenway Plan. For Roanoke County, this greenway is the
primary non-motorized transportation facility linking the downtown urban area to the
County Comprehensive Master Plan for Parks and Facilities identified the development
of greenways and trails as a high priority desired by citizens in Roanoke County.
DISCUSSION:
Roanoke County is overseeing the design and construction of the Roanoke River
Page 1 of 2
Greenway proposed between Roanoke City and Highland Road in the Vinton
Magisterial District (VDOT UPC Number 91191). The greenway project is a Locally
Administered Project with oversight from the Virginia Department of Transportation
(VDOT). For federal-aid projects, VDOT is required by the U.S. Department of
Transportation-Federal Highway Administration (FHWA) to certify local government
compliance with the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (Uniform Act), as amended, found in Title 42 Chapter 61 of the
United States Code and the implementing regulations found in 49 CFR Part 24.
The greenway has been designed and engineered by Hurt & Proffitt, and it will be an 8-
10 foot wide shared use path that is proposed along the south side of the Roanoke
River. Temporary and permanent easements are needed for the greenway proposed
across two parcels owned by the Western Virginia Water Authority (WVWA), identified
as Tax Map Number 4330301 located in Roanoke City at 1502 Brownlee Avenue SE
and Tax Map Number 070.11-01-09.00-0000 located in Roanoke County at 0 Underhill
Avenue. On July 16, 2020, the WVWA Board of Directors approved the donation and
conveyance of the required temporary and permanent easements, as shown on the
attached plat dated July 23, 2020 prepared by Hurt & Proffitt. The attached deed of
easement has been signed by Michael T. McEvoy, WVWA Executive Director.
FISCAL IMPACT:
The WVWA is donating the temporary and permanent easements to Roanoke County.
There are no costs associated with the acquisition of these easements.
The project design and construction is funded with federal and state Transportation
Alternatives (TA) and Regional Surface Transportation Program (RSTP) funding. The
TA program provides eighty percent (80%) federal reimbursement of eligible project
expenses and requires a minimum twenty percent (20%) local match; however, there is
no local match required for the RSTP funding. The value of the donated temporary and
permanent easements from the WVWA will count towards the 20% local match required
for the project.
Roanoke County will be responsible for the future maintenance of the greenway.
There have been no changes since the first reading on December 15, 2020.
STAFF RECOMMENDATION:
Staff recommends approval of this ordinance.
Page 2 of 2
A
Exhibit
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JANUARY 12, 2021
ORDINANCE AUTHORIZING THE ACQUISITION OF PERMANENT AND
TEMPORARY EASEMENTS ON PARCELS OWNED BY THE WESTERN
VIRGINIA WATER AUTHORITY (ROANOKE CITY TAX MAP NUMBER
4330301, ROANOKE COUNTY TAX MAP NUMBER 070.11-01-09.00-
0000) FOR DEVELOPMENT OF THE ROANOKE RIVER GREENWAY
WHEREAS, the Roanoke River Greenway is a regional bicycle and pedestrian trail
developing through the Roanoke Valley, linking the Cities of Roanoke and Salem, the
Town of Vinton, and Roanoke and Botetourt Counties; and
WHEREAS, in 2018 the Roanoke Valley Greenway Commission made the
Roanoke River Greenway its number one priority in the update to the Roanoke Valley
Greenway Plan; and
WHEREAS, Roanoke County is overseeing the design and construction of the
Roanoke River Greenway proposed between Roanoke City and Highland Road in the
Vinton Magisterial District; and
WHEREAS, temporary and permanent easements are needed for the greenway
proposed across two parcels owned by the Western Virginia Water Authority (WVWA),
identified as Tax Map Number 4330301 located in Roanoke City at 1502 Brownlee
Avenue SE and Tax Map Number 070.00-01-09.00-0000 located in Roanoke County at
0 Underhill Avenue; and
WHEREAS, on July 16, 2020, the WVWA Board of Directors approved the
donation and conveyance of the required temporary and permanent easements to
Roanoke County for design and construction of the Roanoke River Greenway; and
Page 1 of 2
WHEREAS, Section 18.04 of the Roanoke County Charter directs that the
acquisition and conveyance of real estate interests be accomplished by ordinance; the
first reading of this ordinance was held on December 15, 2020, and the second reading
was held on January 12, 2021.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the acquisition of permanent and temporary easements on parcels owned
by the Western Virginia Water Authority (Roanoke City Tax Map Number
4330301, Roanoke County Tax Map Number 070.11-01-09.00-0000) as shown
(CITY); 70.11-01-
2. That the County Administrator is authorized to execute, deliver and record the
deed, and any other documents on behalf of the County and to take such further
actions as he may deem necessary or desirable in connection with this project.
The form of the proposed deed is hereby approved with such completions,
omissions, insertions and changes as the County Administrator may approve,
whose approval shall be evidenced conclusively by the execution and delivery
thereof, all of which shall be approved as to form by the County Attorney.
3. That this ordinance shall be effective from and after the date of its adoption.
Page 2 of 2
ACTION NO.
ITEM NO. G.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Appointments to Committees, Commissions and Boards
SUBMITTED BY: Deborah C. Jacks
Chief Deputy Clerk to the Board of Supervisors
APPROVED BY:
County Administrator
ISSUE:
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)
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,JANUARY 12, 2021
RESOLUTION APPROVINGAND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM H-CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for January 12,
2021,designated as Item H-Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through4
inclusive, as follows:
1.Approval of minutes –November 17, 2020
2.Resolution requesting the Virginia Department of Transportation (VDOT) accept
Leigh Lane Road into the Virginia Department of Transportation System
3.Resolution requesting the Virginia Department of Transportation (VDOT) accept
Summerville Lane and Beaufort Court into the Virginia Department of
TransportationSystem
4.Request to accept and allocate funds in the amount of $12,868.80 from the
Commonwealth of Virginia for the Library of Virginia's Records Preservation
Program
Page 1of 1
ACTION NO.
ITEM NO. H.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Resolution requesting the Virginia Department of
Transportation (VDOT) accept Summerville Lane and
Beaufort Court into the Virginia Department of
Transportation System
SUBMITTED BY: Tarek Moneir
Director of Development Services
APPROVED BY:
County Administrator
ISSUE:
Resolution requesting the Virginia Department of Transportation (VDOT) accept
Summerville Lane and Beaufort Court into the Virginia Department of Transportation
System.
BACKGROUND:
The County of Roanoke is requesting that the Board of Supervisors approve a
resolution requesting that the Virginia Department of Transportation (VDOT) accept, as
described by the AM-4.3, 0.21 mile of Summerville Lane from the intersection with
Hollins Road (VA SEC. Route # 601) to its cul-de-sac, and, 0.07 mile of Beaufort Court
from the intersection with Summerville Lane to its cul-de-sac. These two sections are
located in the Holland Magisterial District. See exhibit A for exact location.
DISCUSSION:
The staff has inspected these roads along with representatives of the Virginia
Department of Transportation and finds the road is acceptable.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
Page 1 of 2
STAFF RECOMMENDATION:
The staff recommends approval of the attached resolution.
Page 2 of 2
PROPOSED ADDITION(S) SHOWN IN BLUE
DESCRIPTIONLENGTHROWWIDTHSERVICES
Houses
MilesFeetFeet(Current/Future)
36 (STA 9+81.33 -STA
17+76.76)
1.Summerville Lane; From: Int. Route 601,
0.21509/14
To: End of its cul-de-sac
28 (STA 18+25.00 -
STA 21+34.56)
2. Beaufort Court; From Int. Summerville
0.0746286/11
Lane, To: End of its cul-de-sac
ROANOKE COUNTY
ACCEPTANCE OF SUMMERVILLE LANE AND BEAUFORT
DEPARTMENT OF
COURT INTO THE VIRGINIA DEPARTMENT OF
TRANSPORTATION SCONDARY SYSTEM
DEVLOPMENT SERVICES
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON JANUARY 12, 2021T
RESOLUTION REQUESTING ACCEPTANCE OF SUMMERVILLE LANE
AND BEAUFORT COURT INTO THE VIRGINIA DEPARTMENT OF
TRANSPORTATION SECONDARY SYSTEM
WHEREAS, the streets described on the attached Addition Form AM-4.3, fully
incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the
Circuit Court of Roanoke County; and
WHEREAS, the representative for the Virginia Department of Transportation has
advised this Board that the street(s) meet the requirements established by the Virginia
Department of TransportationSubdivision Street Requirements; and
WHEREAS, the County and the Virginia Department of Transportation have
entered into an agreement on March 9, 1999 for comprehensive stormwater detention
which applies to this request for addition.
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street(s) described on the attached Additions
Form AM-4.3 to the secondary system of state highways, pursuant to §33.2-705, Code of
Virginia, and the Department's Subdivision Street Requirements, after receiving a copy
of this resolution and all outstanding fees and documents required of the developer,
whichever occurs last in time.
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted
right-of-way, as described, and any necessary easements for cuts, fills and drainage; and
BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded
to the Residency Administrator for the Virginia Department of Transportation.
Page 1 of 2
BE IT FURTHER RESOLVED, this Board hereby guarantees the performance of
the street(s) requested herein to become a part of the State maintained secondary system
of state highways for a period of one year from the date of the acceptance of the
referenced streets by VDOT into the secondary system of state highways. This Board will
reimburse all costs incurred by VDOT to repair faults in the referenced streets and related
drainage facilities associated with workmanship or materials as determined exclusively
by VDOT.
Page 2 of 2
ACTION NO.
ITEM NO. H.3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Resolution requesting the Virginia Department of
Transportation (VDOT) accept Leigh Lane Road into the
Virginia Department of Transportation System
SUBMITTED BY: Tarek Moneir
Director of Development Services
APPROVED BY:
County Administrator
ISSUE:
Resolution requesting the Virginia Department of Transportation (VDOT) accept Leigh
Lane into the Virginia Department of Transportation System.
BACKGROUND:
The County of Roanoke is requesting that the Board of Supervisors approve a
resolution requesting that the Virginia Department of Transportation (VDOT) accept, as
described by the AM-4.3, 0.13 miles of Leigh Lane from the intersection with Laryn Lane
(VA SEC. Route # 2063) to its eastern cul-de-sac. Leigh Lane is located within Hidden
Valley Villas in the Windsor hills Magisterial District. See exhibit A for exact location.
DISCUSSION:
The staff has inspected this road along with representatives of the Virginia Department
of Transportation and finds the road acceptable.
FISCAL IMPACT:
No County funding is required.
Page 1 of 2
STAFF RECOMMENDATION:
The staff recommends approval of the attached resolution.
Page 2 of 2
PROPOSED ADDITION(S) SHOWN IN BLUE
DESCRIPTIONLENGTHROWWIDTHSERVICES
Houses
MilesFeetFeet(Current/Future)
1.Leigh Lane; From: Int. LarynLane, To:
0.14402816/20
Int. End of its eastern cul-de-sac
ROANOKE COUNTY
ACCEPTANCE OF LEIGH LANE (EASTERN PORTION) INTO THE
DEPARTMENT OF
VIRGINIA DEPARTMENT OF TRANSPORTATION SCONDARY
SYSTEM
DEVLOPMENT SERVICES
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON JANUARY 12, 2021
RESOLUTION REQUESTING ACCEPTANCEOFLEIGH LANE
(EASTERN PORTION) INTO THE VIRGINIA DEPARTMENT OF
TRANSPORTATION SECONDARY SYSTEM
WHEREAS, the streets described on the attached Addition Form AM-4.3, fully
incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the
Circuit Court of Roanoke County;and
WHEREAS, therepresentative for the Virginia Department of Transportation has
advised this Board that the street(s) meet the requirements established by theVirginia
Department of Transportation’s Subdivision Street Requirements; and
WHEREAS, theCounty and the Virginia Department of Transportation have
entered into an agreement on March 9, 1999 for comprehensive stormwater detention,
which applies to this request for addition.
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street(s) described on the attached Additions
Form AM-4.3to the secondary system of state highways, pursuant to §33.2-705, Code of
Virginia, and the Department's SubdivisionStreet Requirements, after receiving a copy
of this resolution and all outstanding fees and documents required of the developer,
whichever occurs last in time; and
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted
right-of-way, as described, and any necessary easements for cuts, fills and drainage;and
BE IT FURTHER RESOLVED thata certified copy of this resolution be forwarded
to the Residency Administratorfor the Virginia Department of Transportation.
Page 1 of 2
BE IT FURTHER RESOLVED, this Board hereby guarantees the performance of
the street(s) requested herein to become a part of the State maintained secondary system
of state highways for a period of one year from the date of the acceptance of the
referenced streets by VDOT into the secondary system of state highways. This Board will
reimburse all costs incurred by VDOT to repair faults in the referenced streets and related
drainage facilities associated with workmanship or materials as determined exclusively
by VDOT.
Page 2 of 2
ACTION NO.
ITEM NO. H.4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Request to accept and allocate funds in the amount of
$12,868.80 from the Commonwealth of Virginia for the
Library of Virginia's Records Preservation Program
SUBMITTED BY: Lindsey Ayers
Deputy Clerk II
APPROVED BY:
County Administrator
ISSUE:
Acceptance and allocation of a grant in the amount of $12,868.80 from the
Commonwealth of Virginia for the Library of Virginia's Records Preservation Program
BACKGROUND:
The Library of Virginia administers and oversees the Circuit Court Records Preservation
Program (CCRP) to provide assistance to Circuit Courts. This program is designed to
help localities in restoring old records and creating microfilm and/or digital copies of
those records. Funding is handled in one cycle each year for this program and requires
an application to be filed each time to be considered for an award. The awards are
selected by the CCRP board with consideration given to the historical, informational and
administrative value of the records and the soundness of the proposed project.
DISCUSSION:
The Clerk of Circuit Court's Office received a grant from the Library of Virginia's
Records Preservation Program. This grant funding will be used to repair Land Record
Road Map Books.
FISCAL IMPACT:
Page 1 of 2
Grant funds totaling $12,868.80 from the Commonwealth of Virginia provides one
hundred percent (100%) funding. No County funds are required.
STAFF RECOMMENDATION:
Staff recommends accepting and allocating grant funds in the amount of $12,868.80
from the Commonwealth of Virginia to the Clerk of Circuit Court for the Virginia Circuit
Court Records Preservation Program for fiscal year 2020-2021.
Page 2 of 2
COUNTY OF ROANOKE, VIRGINIA
CHANGES IN OUTSTANDING DEBT
Changes in outstanding debt for the fiscal year to date were as follows:
Audited
OutstandingOutstanding
June 30, 2020AdditionsDeletionsJanuary 12, 2021
General Obligation Bonds$948,122$-$-$948,122
VPSA School Bonds83,061,766-8,546,27674,515,490
Lease Revenue Bonds81,000,000-3,470,00077,530,000
Subtotal165,009,888-12,016,276152,993,612
Premiums11,716,653--11,716,653
$176,726,541$-$12,016,276$164,710,265
Submitted ByLaurie L. Gearheart
Director of Finance and Management Services
Approved ByDaniel R. O'Donnell
County Administrator
ACTION NO.
ITEM NO. L.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Work session to review with the Board of Supervisors
Projects and Funding Sources for the Proposed Fiscal Year
2022 - 2031 Capital Improvement Program (CIP)
SUBMITTED BY: Laurie Gearheart
Director of Finance and Management Services
APPROVED BY:
County Administrator
ISSUE:
Review of projects and funding sources to be included within the proposed fiscal year
2022 - 2031 Capital Improvement Program (CIP) with the Board of Supervisors.
BACKGROUND:
As part of the annual budget development process, County staff conducts a series of
work sessions with the Board of Supervisors on the proposed capital and operating
budgets. This work session will provide information on projects and funding sources to
be included within the proposed fiscal year 2022 - 2031 Capital Improvement Program
(CIP), which will be presented to the Board of Supervisors on January 26, 2021.!
!
DISCUSSION:
This work session will provide information to the Board of Supervisors regarding the
projects and funding sources that may be proposed within the fiscal year 2022 - 2031
CIP. The attached Power Point presentation will be shown.
FISCAL IMPACT:
There is no fiscal impact associated with the receipt of the attached presentation.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends the Board of Supervisors receive information regarding proposed
projects and funding sources for the fiscal year 2022 - 2031 Capital Improvement
Program (CIP).
Page 2 of 2
Expenditures
Debt Service as % of General Government
Debt Service as % of Taxable Assessed Value
Millions
Millions
ACTION NO.
ITEM NO. L.2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: January 12, 2021
AGENDA ITEM: Work session to review recommendations for changes to the
Comprehensive Financial Policy
SUBMITTED BY: Laurie Gearheart
Director of Finance and Management Services
APPROVED BY:
County Administrator
ISSUE:
Review the recommended changes to the Comprehensive Financial Policies with the
Board of Supervisors.
BACKGROUND:
This presentation includes recommended changes to the Comprehensive Financial
Policy.
DISCUSSION:
This presentation will discuss changes to the Comprehensive Financial Policy including
updates to the Debt Management section and the Capital Project Status Update report.
Per Section 13-3 of the County of Roanoke's Comprehensive Financial Policy,
amendments to the policy are to be made by resolution of the Board of Supervisors,
which is planned for the Board of Supervisors meeting on January 26, 2021.
FISCAL IMPACT:
None
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends that the Board of Supervisors receive information regarding the
changes to the Comprehensive Financial Policy.
Page 2 of 2
Policy Number
PAGE 1 OF 18
!
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
!
Section 1 Overview
1. Background
establish the framework for financial planning and management and provide guidelines
against which budgetary performance can be measured and proposals for future funding can
be evaluated. The policies further ensure that the County continues to be a model for
excellence in government by providing direction in the areas of revenues, operating
expenditures, Capital Improvement Program, reserves and debt management.
2. Purpose
The primary objective of financial management policies is for the Board of Supervisors to
create the framework for making sound financial decisions. The County Administrator is
responsible for the daily administration of the Board's policies and general County operations.
The County Administrator may designate other County officials to assist in the administration
of these policies. These financial management policies are a statement of the guidelines and
goals that influence and guide the financial management practices of the County of Roanoke.
Financial management policies that are adopted, adhered to, and regularly reviewed are
recognized as the cornerstone of sound financial management.
3. Objectives
A.
economic disruption in order to ensure continuous delivery of public services.
B. To provide sound principles to guide the important decisions of the Board and of
management which have significant fiscal impact.
C. To assist sound management of County government by providing accurate and timely
information on financial condition.
D. To promote long-term financial planning in regards to both day-to-day operations and
capital improvements.
E. To set forth operational principles which minimize the cost of government, to the extent
consistent with services desired by the public, and which minimize financial risk.
F. To ensure the legal use of all County funds through a good system of financial security and
internal controls.
G. To employ policies which prevent undue or unbalanced reliance on certain revenues, which
distribute the costs of county government services as fairly as possible, and which provide
adequate funds to operate desired programs.
H.
facilities and its capital plan.
I. To enhance access to short-term and long-term markets by helping to achieve the highest
credit and bond ratings possible.
J.
Policy Number
PAGE 2 OF 18
!
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
!
Section 2 Financial Reporting
1.
A. Generally Accepted Accounting Principles of the United States of America (GAAP)
B. Government Accounting Standards (GAS), issued by the Comptroller General of the United
States
C. The Uniform Financial Reporting Manual, issued by the Auditor of Public Accounts of the
Commonwealth of Virginia
D. Specifications for Audits of Counties, Cities and Towns, issued by the Auditor of Public
Accounts of the Commonwealth of Virginia
E. Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations, Uniform
Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards,
and the Compliance Supplement, issued by the U.S. Office of Management and Budget
F.
in Financial Reporting and Distinguished Budget Presentation Award Programs
G.
2. The County will establish and maintain an internal control structure designed to protect the
County from loss, theft and misuse. The structure will be designed to provide reasonable
assurance of that objective; the concept of reasonable assurance recognizes that:
A. The cost of a control should not exceed the benefits likely to be derived
B. The valuation of costs and benefits requires estimates and judgments made by
management
3. The County will also maintain a complete inventory of capital assets meeting its capitalization
thresholds, in accordance with Generally Accepted Accounting Principles of the United States
of America.
4. A comprehensive, annual financial audit, including an audit of federal grants, will be conducted
by an independent public accounting firm, and the results of that audit will be presented
publicly to the Board of Supervisors by December 31, following the end of the previous fiscal
year.
Section 3 Annual Budget
1. Budget Ordinances
A.
accordance with the Local Government Budget and Fiscal Control Act (N. C. G. S 159-
Policy Number
PAGE 3 OF 18
!
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
!
8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net
revenues and appropriated fund balances is equal to appropriations.
B. The General Fund, Special Revenue Funds, Debt Service Funds, Capital Project Funds,
Schools and Internal Service Funds shall have legally adopted budgets through the annual
budget ordinances.
C. County staff shall provide for approval by the Board five ordinances providing
appropriations for County and Schools operating, capital, and transfers. These ordinances
will include:
1.
2.
3. transfers to, and on behalf of, the
Schools.
4.
5.
D. The Board does not legally adopt budgets in instances where the County acts as fiscal
agent for trust and agency funds.
2. Budgeting Process
A. County staff shall provide to the Board a calendar of significant dates and legal
requirements associated with the next fiscal year budget no later than October of each
year.
B. The County Administrator shall submit to the Board a balanced Capital Budget in January
and a balanced Operating Budget in March for the next fiscal year.
C. After a series of work sessions and public hearings on the budget, the Board of
Supervisors shall adopt the annual operating and capital budgets for both the County and
the Schools in May for appropriations effective July 1 of the next fiscal year.
3. Budgeting Philosophy
The budget will provide for current expenditures balanced with current revenues. It will
address the adequate maintenance and orderly replacement of capital assets, and the
adequate funding of all retirement systems and other post-employment benefits (OPEB).
Funding shall be identified for incremental operating costs associated withcapital projects in
the operating budget after being identified and approved in the Capital Improvement Program.
4. Budget Monitoring
The County will maintain a budget control system and staff will monitor and evaluate
expenditures and revenues as compared to budget and/or prior year-to-date reports. The
County Administrator will propose recommendations to the Board for adjustments as needed.
Policy Number
PAGE 4 OF 18
!
COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
!
Section 4 Revenues and Expenditures
1. Revenues
A. The County will strive to maintain a diversified and stable revenue system to shelter the
organization from fluctuations in any single revenue source and ensure its ability to provide
ongoing service.
B.
s policy for one-time revenues to be used to fund capital projects
or other non-recurring expenditures. County staff will provide revenue estimates for the
next fiscal year by using historical data, current economic conditions, and future economic
projections.
C. Revenue estimates are monitored on a regular basis to identify any potential trends that
would significantly impact the revenue sources. In January of each year, County staff will
provide for information to the Board a mid-year update of current year revenues as relates
to the adopted budget. In September of each year, or soon thereafter as preliminary year-
end revenue estimates are available, County staff will provide for information to the Board
a year-end comparison of budgeted to actual revenues for the previous fiscal year.
2. Revenue Team
A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets
to review current construction trends, the number of authorized building permits, housing
sales, mortgage rates, and other economic data which impact Real Estate Tax revenue
collections.
B. In addition, the Revenue Team uses statistical models to estimate revenue categories
including but not limited to: the Personal Property Tax; Local Sales Tax; Business,
Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax;
Meals Tax; and Recordation Tax.
3. Fees and Charges
A. Roanoke County, where possible, institutes user fees and charges for providing
specialized programs and services. Established rates recover operational costs, indirect
costs, and capital or debt service costs. The County will regularly review user fee charges
and related expenditures to determine if it is meeting pre-established recovery goals.
B. As part of the budget development process, County staff shall produce an annual Fee
Compendium to be adopted by the Board of Supervisors at the same time as adoption of
the Annual Budget Ordinances. The Fee Compendium will list all fees and charges
imposed by the County for providing specialized programs and services. The Fee
Compendium will provide details on the type of fee, authority to levy the fee, current fees,
and proposed changes to the current fees.
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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4. Revenue Sharing Formula with Schools
The Revenue Sharing formula establishes a mechanism to share County revenue with the
Schools through the application of a formula. The formula accounts for the shifting dynamic
between the level of student enrollment and the overall population of the County to determine
a revenue sharing ratio that provides both organizations an equitable amount of resources
relative to need. The allocation formula includes the following calculations:
A. Calculate Three-Year Average:
Establish a three year rolling average index for the changes in county population and
student enrollment. Using a rolling average eliminates significant fluctuations from year to
year while recognizing that these trends affect the provision of services. The statistics used
for this index will be derived from publicly available sources as follows:
1. County population - Population numbers published in the statistical section of the
Roanoke County Comprehensive Annual Financial Report (County CAFR).
2. Student enrollment - Average Daily Membership (ADM) published in the statistical
section of the Roanoke County Schools Comprehensive Annual Financial Report
(School CAFR) and the Budget and Salary Scales (adopted budget).
B. Calculate Net Allocation Change:
1. Calculate a payroll factor using the percentage of school personnel budget to total
personnel budget for the County and the Schools for the current year.
2. The payroll factor should be applied to the change in the three year rolling average
index and then applied to the current year index to arrive at a net tax allocation change
for the new budget year.
C. Calculate Increase/(Decrease) in School Transfer:
1. Apply the net tax allocation change to the allocation percent calculated in the prior year
to arrive at the new percent of adopted budget net taxes. This percent is then applied to
the projected County revenues for total general property taxes and total other local
taxes as published in the Roanoke County Annual Financial Plan (General Fund
Summary of Revenue).
2.
Supervisors action) will be subtracted from the General Property and Local Tax
projection.
3. New economic development incentives will be subtracted from the General Property
and Local Tax projection and added back when each incentive arrangement expires.
4. Increases in the amount budgeted for Comprehensive Services Act (CPMT) will be
subtracted from the General Property and Local Tax projection (since this provides
benefits to and satisfies obligations of both the school and general population).
5. The increase or decrease in the school transfer is then added to or deducted from the
transfer to schools for the previous year to arrive at the total transfer to schools for the
next budget.
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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D.
financial plan.
E. Other:
1. During each annual budget preparation cycle, County staff and School staff shall work
collaboratively to determine the increase or decrease in the operating allocation to the
schools from the County.
2. The allocation of revenues are subject to annual appropriations by the Board of
Supervisors.
5. Expenditures
non-departmental, and capital fund expenditures. In coordination with departments, Budget
staff will monitor expenditures throughout the fiscal year to ensure compliance with legal
requirements and accounting standards.
Expenditure estimates are monitored on a regular basis to identify any potential trends that
would significantly impact the approved budgeted expenditure levels. In January of each year,
County staff will provide for information to the Board a mid-year update of current year
expenditures as relates to the adopted budget. In September of each year, or soon thereafter
as preliminary year-end expenditure estimates are available, County staff will provide for
information to the Board a year-end comparison of budgeted to actual expenditures for the
previous fiscal year.
6. Board of Supervisors Contingency Expenditure Budget
The Board of Supervisors generally appropriates a Contingency budget to provide for
unanticipated expenditures that arise during the year. This budget is recommended to be
established at a minimum of $50,000, though the Board has the discretion to alter that amount
through the budget appropriation process. The use of these funds require approval of the
Board of Supervisors.
7. Expenditure Budget Transfers
Language is included in the annual Operating and Capital Budget Ordinances providing the
County Administrator, or his/her designee, the authority to transfer funds within and between
appropriation functions. Amendments impacting the level of budget authority established by
fund through the Annual Operating and Capital Budget Ordinances must be approved by the
Board as a supplemental budget appropriation. Language governing expenditure budget
transfers will be reviewed by staff and approved by the Board on an annual basis.
8. Revenue and Expenditure Forecasting
budget process and is periodically updated. Individual and aggregate revenue categories, as
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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Deleted: December 17, 2019
County Administrator
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well as expenditures, are projected by revenue and/or expenditure type. Historical growth
rates, economic assumptions and County expenditure priorities are all used in developing the
forecast. This tool is used as a planning document for developing the budget guidelines and
for evaluating the future impact of current year decisions. Forecasts of revenues and
9. Fiscal Impact Review
It is County policy that all items having potential fiscal impact be presented to the Board of
Supervisors for review. This review can be part of the annual operating or capital budgets, or
Board
agenda items. Effective management dictates that the Board of Supervisors and County
citizens be presented with the direct and indirect costs of all items as part of the decision
making process.
10. End of Year Designations
All General Government unexpended appropriations and all General Government revenues
collected in excess of appropriated revenues at the end of the fiscal year will not lapse but
shall be re-appropriated and recommendations for use will be presented to the Board of
Supervisors for approval during the final year-end report.
Section 5 Capital Improvement Planning
1. Ten-Year Capital Improvement Program (CIP)
The County Administrator annually will submit to the Board for its consideration a ten-year
Capital Improvement Program (CIP) pursuant to the timeline established in the annual budget
preparation schedule. For inclusion in the Capital Improvement Program, a project or
collection of projects generally must have an estimated useful life that exceeds five years with
a total project cost of at least $100,000. The Capital Improvement Program shall include the
following elements:
A. A statement of the objectives of the Capital Improvement Program and its relationship to
B. An estimate of the cost and anticipated sources of funds for each project included in the
Capital Improvement Program. Each year of the ten-year program must be balanced in
that all capital expenditures included in the plan must have an identified funding source.
C. A summary of capital projects considered, but not included in the balanced ten-year
program.
D. An estimate of the fiscal impact of the project, including additional operating costs or
E. Adherence to all policies related to debt and debt service as described in the section
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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2. Capital Year Budget
The first year of the Capital Improvement Program, also known as the Capital Year Budget,
will be appropriated by the Board as part of the adoption of the annual Capital Budget
Ordinance. The annual Capital Budget Ordinance shall set forth specific provisions regarding
funds remaining at project completion and the ability of the County Administrator to transfer
funds to facilitate the completion of an existing project.
3. Facilities Assessment
The County and Schools shall obtain an independent, professional, and comprehensive
facilities assessment to ascertain the present condition of each facility, and to assist the
County and the Schools in forecasting capital funding requirements to address deficiencies.
The assessment shall also be used to establish priorities for the maintenance, repair,
enhancement, or replacement of facilities and their component systems, and to be used in the
development of the Capital Maintenance Program and Capital Improvement Program. Further,
the analysis as presented in the assessment shall be useful when identifying and justifying
needs to support a future bond issue. This evaluation shall be reviewed internally by staff on
an annual basis and updated by an independent professional every 7-10 years after the initial
evaluation.
4. Capital Project Status Reports
, County staff shall provide the Board with a summary status of all active capital projects in
Deleted: On a bi-annual basis
October of each year. The summary shall include status of the project, preliminary financial
information through the end of the prior fiscal year, and other relevant information as
determined by staff.
Section 6 -as-you-
1. A number of options are available for financing the Capital Improvement Program, including
bond proceeds and other non-County funding sources (e.g. grants and private capital
contributions). The County generally looks to maximize the use of current revenue, -as-
you-
intent to show purposeful restraint in incurring long-term debt.
2. The decision for using current revenues to fund a capital project is based on the merits of the
particular project in relation to an agreed upon set of criteria, including balancing capital needs
-as-you--recurring
revenues should not be used for recurring expenditures.
Section 7 Debt Management
1. Legal Requirements
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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The County shall comply with all requirements of the Code of Virginia and other legal and
for the County or its debt issuing authorities. The County shall comply with the U.S. Internal
Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the
County will institute a control structure to monitor and ensure compliance with bond
covenants.
2. Purposes for Debt Issuance
The County may issue debt for the purpose of acquiring or constructing Capital Projects,
including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on
behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled
together to minimize issuance costs. The Capital Improvements Program will identify all debt-
related projects and the debt service impact upon operations identified.
3. Guidelines for Issuing Debt
The County recognizes that the essential components of a debt policy are the limitations and
concerning indebtedness:
A. Debt issuances are limited to $12 million annually with one year designated for County
capital projects and two years designated for School Capital projects included in the
adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County
in, FY 2023, FY 2026, and FY 2029; to the Schools, FY 2022, FY 2024, FY 2025, FY 2027,
Deleted: FY 2021,
FY 2028, FY 2030and FY 2031. Effective with capital projects appropriated on or after July
Deleted: and
capacity where project costs exceed the $12 million limit.
B. The County will not use short-term borrowing to finance operating needs, except in
C. Long-term debt will be used in compliance with all aspects of the debt policy.
D. The maturity of any debt will not exceed the expected useful life of the project for which the
debt is issued.!No bonds greater than twenty (20) years will be issued.
E. Each project proposed for financing through debt issuance will have a multi-year analysis
per
F. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by
the Board of Supervisors with additional approvals, if applicable, indicated in the section
4. Funding Sources for the Debt Payment Reserve Fund
A. Annual contributions to the Debt Payment Reserve Fund shall total $8.2 million from the
following sources: $4.2 million from County sources, $2.2 million from School sources, and
$1.8 million from expired Economic Development incentives. In addition, both the County
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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and the Schools will add an incremental $200,000 each year starting July 1, 2020.
Changes in debt service payments beneficial to the fund shall be retained by the Fund.
Contributions will be accounted for in the Debt Payment Reserve Fund.
Schools and County Incremental Contribution:
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B. The Debt Payment Reserve Fund will use a benchmark interest rate assumption of six
percent (6%). Contribution levels to support the capital financing plan will be reviewed
annually and changed upon mutual agreement of the Board of Supervisors and School
Board.
C. Funding in the amount of $1 million from the County and $1 million from the Schools will
continue for the Capital Maintenance Programs and be included in the Capital
Improvement Program.
Section 8 Debt Limits
1. The County does not have any Constitutional or Statutory Debt Limits. The County does
abide by the following self-imposed debt targets:
A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed
Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal
B. General Obligation Current and Projected Debt Service as a Percentage of The
General Government Budget will not exceed ten percent (10%) in the current fiscal year
or subsequent fisThe
General Government budget includes the Governmental Fund expenditures, the School
Board component unit expenditures, and County and School transfers to capital projects
and Proprietary
(CAFR).
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will
be calculated each year in conjunction with the budget process and the annualaudit.
Section 9 Types of Debt/Structural Features
1. Revenue Anticipation Notes
A.
flow to avoid the need for Revenue Anticipation Notes (RANs).
B. The County may issue RANs i
ability to forecast when the revenue source will be received subsequent to the timing of
funds needed.
C. The County will issue RANs for a period not to exceed the one year period permitted under
the Constitution of Virginia, Article VII section 10.
2. General Obligation Bonds
A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the
authority for a County to issue General Obligation (GO) Debt with no limit on the amount of
GO Debt that a County may issue. The County may issue GO Debt for capital projects or
other properly approved projects.
B. All debt secured by the general obligation of the County must be approved by the Board of
Supervisors and a public referendum, with the exception of Virginia Public School Authority
(VPSA) Bonds and State Literary Fund Loans, which do not need approval by referendum.
3. VPSA Bonds and State Literary Fund Loans
A. School capital projects may be constructed with debt, either through VPSA Bonds or State
Literary Fund Loans, and refunding bonds with preference given to accessibility and
interest rates.
B. Approval of the School Board is required prior to approval by the Board of Supervisors.
4. Lease/Revenue Bonds
A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital
projects that may generate a revenue stream, or issuance through the Virginia Resources
Authority.
B. If applicable, the bonds will include written covenants, which will require that the revenue
sources are sufficient to fund the debt service requirements.
C. Cost of issuance, debt service reserve funds and capitalized interest may be included in
the capital project costs and thus are fully eligible for reimbursement from bond proceeds.
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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5. Capital Acquisition Notes and Leases
The County may issue short-term notes or capital leases to purchase buildings, machinery,
equipment, furniture and fixtures.
6. Moral Obligation Debt
A. The County may enter into leases, contracts, or other agreements with other public bodies,
which provide for the payment of debt when revenues of such agencies may prove
insufficient to cover debt service.
B. Payment of such moral obligation debt service will be done when the best interest of the
County is clearly demonstrated.
C. While such moral obligation support does not affect the debt limit of the County, the
limit potential demands on the County. There is no legal obligation, but the County is
placing its good name and reputation on the line and there is every expectation that the
County would make good any deficiencies when a default exists.
7. Credit Objectives
The County of Roanoke will strive to maintain or improve its current bond ratings. The County
will als
Report
(CAFR) and the Operating and Capital Improvement Program Budget.
8. Authorized Methods of Sale
The County will select a method of sale that is the most appropriate in light of financial,
market, transaction-specific and issuer-related conditions. Debt obligations are generally
issued through competitive sale. If the County and its financial advisor determine that a
competitive sale would not result in the best outcome for the County, then a negotiated sale,
private placement or other method may be chosen.
9. Selecting Outside Finance Professionals
The County of Roanoke will retain external finance professionals to be selected through a
competitive process. The finance professionals will include, but may not be limited to, the
financial advisor, bond counsel and the underwriter. The finance professionals will assist in
developing a bond issuance strategy, preparing bond documents and marketing bonds to
investors. The length of the contracts will be determined by the County. The selection process
will require experience in the following: municipal debt, diverse financial structuring, and
pricing municipal securities.
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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Deleted: December 17, 2019
County Administrator
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10. Post-Issuance Compliance
A. The Director of Finance will oversee post-issuance compliance activities to ensure
compliance with federal guidelines and other legal regulatory requirements including:
1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt
debt purposes
2. Maintaining detailed records of all expenditures and investments related to debt funds
3. Ensuringthat projects financed are used in a manner consistent with legal
requirements
4. Reporting of necessary disclosure information and other required fillings in a timely
manner
5. Monitoring compliance with applicable arbitrage rules and performing required rebate
calculations in a timely manner
B. The Director of Finance may consult with bond counsel, financial advisors or other
professionals as deemed appropriate to meet the post-issuance compliance requirements.
Section 10 Reserves
1. General Government Fund
A.T
Balance will be maintained to provide the County with sufficient working capital and a
comfortable margin of safety to address emergencies and unexpected declines in
revenue.
B.The Ge
support recurring operating expenditures outside of the current budget year. If a budget
variance requires the use of Unassigned Fund Balance, the County will decrease the
General Govern
fiscal years to subsidize General Fund operations.
C. e as follows:
Fund
Number Fund Name Policy
C100 General Government Fund Twelve percent (12%) of budgeted annual
General Government expenditures
D.
provide for temporary funding of unforeseen emergency needs, the County shall restore
the balance to the twelve percent (12%) minimum, as defined above, within two fiscal
years following the fiscal year in which the event occurred. This will provide for full
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
January 26, 2021
Deleted: December 17, 2019
County Administrator
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recovery of the targeted General Government Fund Unassigned Fund Balance in a timely
manner.
E.Funds in excess of the maximum annual requirements outlined above may be considered
-as-you-
with Board approval.
2. General Government Fund Expenditure Contingency
A.
Contingency will be maintained to provide for unanticipated expenditures of a non-
recurring nature or to meet unanticipated increased service delivery costs.
B. The General Government Fu
C100 General Government Fund 0.25% of budgeted annual General
Expenditure Contingency Government expenditures
1. To the extent the contingency falls below the established policy, the contingency will
be restored to that level within two fiscal years.
C. Any use of the General Government Fund Expenditure Contingency will be presented at a
meeting of the Board of Supervisors as part of the consent agenda.
3. Other General Funds
A. For the funds listed below, an annual Unassigned Fund Balance shall be maintained as
follows:
Fund
Item Number Fund Name Policy
Fifteen percent (15%) of budgeted annual
1. C111
expenditures
Act (CSA)
Ten percent (10%) of budgeted annual
Criminal Justice
2. C126
expenditures
Academy
Seven and a half percent (7.5%) of budgeted
3. C130 Fleet Service Center
annual expenditures
Communications and Five percent (5%) of budgeted annual
Information expenditures
4. C141
Technology
(CommIT)
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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Deleted: December 17, 2019
County Administrator
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Ten percent (10%) of budgeted annual
Communications
5. C142
expenditures
Shop
Emergency Five percent (5%) of budgeted annual
6. C144 Communications expenditures
Center (ECC)
Five percent (5%) of budgeted annual
7. C150 Recreation Fee Class
expenditures
B. In the event that any
temporary funding of unforeseen emergency needs, the County shall restore the balance
to the minimum, as defined above, within two fiscal years following the fiscal year in which
the event occurred. This will provide for full recovery of the targeted Fund Unassigned
Fund Balance in a timely manner.
C. Funds in excess of the Unassigned Fund Balance policy outlined above may be
-as-you-recurring
expenditures with Board approval.
D.
balance but do not have a specific annual target. These County Funds are not permitted to
expend funds in excess of available revenues.
4. Capital Reserve Funds
-as-you-
capital projects as detailed in the approved Capital Improvement Program. Contributions to
the Capital Reserve Fund will primarily be made with year-end expenditure savings and
revenue surplus balances. On annual basis, County staff shall present to the Board for
consideration the allocation of year-end balances to support the Capital Reserve Fund. There
are no minimum fund balance requirements associated with the Capital Reserve Fund.
5. Internal Service Fund Reserves
The County has three funds classified as Internal Services Funds; they include the Health
Insurance Fund, Dental Insurance Fund, and Risk Management Fund.
A. Health Insurance Fund (Fund C700)
1. So as long as the County continues the current policy of self-insuring health insurance
costs, a reserve for healthcare costs shall be maintained as follows:
Fund
Number Fund NamePolicy
Policy Number
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COUNTY OF ROANOKE
Roanoke, Virginia
COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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Deleted: December 17, 2019
County Administrator
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C700 Health Insurance Fund Ten percent (10%) of budgeted healthcare
costs plus a reserve equal to the estimated
incurred but not reported (IBNR) claims.
2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be
restored to that level within two fiscal years. Funds in excess of the Unassigned Fund
Balance policies in all Other Funds outlined in this policy may be transferred to the
Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board
approval.
3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve
equal to the estimated incurred but not reported (IBNR) claims be used to reduce the
annual employee contribution to the Health Insurance Fund, except in cases where a
temporary rate adjustment has been made to restore minimum Health Insurance Fund
Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above
-as-you-
nonrecurring expenditures with Board approval.
B. Dental Insurance (Fund C705)
So as long as the County elects to provide a fully insured Dental plan, no reserve is
required. If the County elects to self-insure Dental Insurance costs in the future, a reserve
for dental costs will be established by the Board.
C. Risk Management (Fund C710)
1. So as long as the County continues the current policy of self-
Compensation costs, a reserve for Risk Management costs shall be maintained as
follows:
Fund
Number Fund NamePolicy
C710 Risk Management Fund Ten percent (10%) of budgeted risk
management costs plus a reserve equal to the
estimated incurred but not reported (IBNR)
claims.
A reserve of $500,000 shall be established for
potential auto or property claims.
2. To the extent the reserve falls below the established policy, the reserve will be restored
to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance
policies in all Other Funds outlined in this policy may be transferred to the Risk
Management Fund to restore the Risk Management Fund Balance policy with Board
approval.
Policy Number
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COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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6. Roanoke County Public Schools Reserves and Year End Allocation
A. Roanoke County Public Schools will maintain a $2 million unappropriated balance. This
balance is available for unexpected revenue shortfalls, unplanned significant expenditures
increases, and emergency appropriations. The balance will be reserved for financial
emergencies and when appropriations are necessary, the balance will be replenished with
the next available year end funds from the School Operations.
B. All School Operating Fund appropriations remaining at the end of the year will not lapse
but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital
projects, Capital Maintenance Program, School Safety and Security, and/or
Comprehensive Services Act reserves.
Section 11 Cash Management/Investments
1.
management policy. The secondary and tertiary priorities are the
maintenance of liquidity of the investment and optimization of the rate of return within the
parameters of the Code of Virginia, respectively. Funds held for future capital projects are
invested in accordance with these objectives, and in such a manner so as to ensure
compliance with U.S. Treasury arbitrage regulations. The County maintains cash and
temporary investments in several investment portfolios.
2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for
maintaining and updating a separate investment policy, which is approved by the Board of
Supervisors.
Section 12 Internal Controls
1. A comprehensive system of financial internal controls shall be maintained in order to protect
2. Managers at all levels shall be responsible for implementing sound controls and for regularly
monitoring and measuring their effectiveness.
Section 13 Administration and Approvals
1. Responsible Department
The Department of Finance and Management Services are responsible for the administration
of this policy.
2. Policy Authority
Policy Number
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COUNTY OF ROANOKE
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COMPREHENSIVE
FINANCIAL POLICY
EFFECTIVE DATE
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Deleted: December 17, 2019
County Administrator
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The Board of Supervisors authorizes the use of this policy.
3. Amendment of Policy
These rules may be changed or amended by resolution of the Board of Supervisors.
4. Review Date
This policy will be reviewed annually and updated as necessary for modifications.