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Home My WebLink About4/11/2023 - SpecialRoanoke County Board of Supervisors April 11, 2023 INVOCATION: Pastor Harold Boyd Hollins Road Church of the Brethren PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: "Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board." Page 1 of 5 Roanoke County Board of Supervisors Agenda April 11, 2023 Good afternoon and welcome to our meeting for April 11, 2023. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Sunday from 10:00 a.m. until 5 p.m. Board of Supervisors meetings can also be viewed online through Roanoke County's website at www.RoanokeCountyVA.gov. Our meetings are closed -captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. BRIEFINGS 1. Briefing to update the Board of Supervisors on the work being done by Shentel/GloFiber (Chris Kyle, Vice President of Programming, Regulatory, and Business Development at Shentel) 2. Briefing to discuss with the Board of Supervisors the Roanoke County Public Schools proposed fiscal year 2023-2024 budget (Susan Peterson, Director of Finance, Roanoke County Public Schools) Page 2 of 5 D. NEW BUSINESS 1. Resolution approving the Roanoke Regional Airport Commission budget for fiscal year 2023-2024 (Mike Stewart, Executive Director, Roanoke Regional Airport Commission) 2. Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2023 tax year (Laurie Gearheart, Director of Finance and Management Services) E. PUBLIC HEARING AND ADOPTION OF RESOLUTION 1. Public hearing for citizen comments on the following items: Calendar Year 2023 Real Estate, Personal Property and Machinery and Tools Tax Rates (Laurie Gearheart, Director of Finance and Management Services) 2. Request to adopt the following taxes rates: (a) Resolution setting the tax rate on Real Estate in the County of Roanoke for the calendar year 2023; (b) Resolution setting the tax levy on Personal Property situate in the County of Roanoke for the calendar year 2023; (c) Resolution setting the tax levy on a classification of personal property - Machinery and Tools - situate in the County of Roanoke for calendar year 2023 (Laurie Gearheart, Director of Finance and Management Services) F. APPOINTMENTS 1. Roanoke County Board of Zoning Appeals (BZA) (appointed by District) 2. Roanoke County Economic Development Authority (EDA) (appointed by District) 3. Roanoke County Library Board (appointed by District) 4. Roanoke County Parks, Recreation and Tourism Advisory Commission (appointed by District) G. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes — January 10, 2023 Page 3 of 5 2. Proclamation recognizing the week of April 9-15, 2023 as National Telecommunicators Week in Roanoke County 3. Observance and Proclamation of Thursday, April 27, 2023, as National Arbor Day in Roanoke County 4. Resolution requesting the Virginia Department of Transportation (VDOT) accept Fairway Ridge Court of Ridge at Fairway Forest Section 3 in the Windsor Hills Magisterial District into the VDOT Secondary Road System 5. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2023-2024 6. Ordinance accepting and appropriating a donation from the Cave Spring First Aid and Rescue Squad, Inc. in the amount of $8,250 for use by the Roanoke County General Services Department (First Reading and Request for Second Reading) 7. Ordinance authorizing the acquisition of one-half (1/2) interest in three (3) parcels of real property containing approximately 42 acres adjacent to Explore Park, located in Roanoke County and in Bedford County, and authorizing execution of an amended purchase agreement, deeds of conveyance and other documents necessary to accomplish the acquisition of this real estate(First Reading and Request for Second Reading) H. CITIZENS' COMMENTS AND COMMUNICATIONS I. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves Report 2. Outstanding Debt Report J. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Paul M. Mahoney 2. David F. Radford 3. P. Jason Peters 4. Phil C. North 5. Martha B. Hooker K. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711.A.3 — To discuss or consider the acquisition of real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Specifically, the Board will consider the acquisition of potential property for Parks, Recreation and Tourism in the Catawba Magisterial District Page 4 of 5 2. Section 2.2-3711.A.5 - Discussion concerning the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community namely in the Catawba, Hollins and Vinton Magisterial Districts 3. Section 2.2-3711.A.1 — Discussion on the performance and/or compensation of specific public officers, appointees, or employees of Roanoke County; namely the elected Constitutional Officers, County Administrator and County Attorney L. CERTIFICATION RESOLUTION M. ADJOURNMENT Page 5 of 5 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: April 11, 2023 AGENDA ITEM: Briefing to update the Board of Supervisors on the work being done by Shentel/GloFiber SUBMITTED BY: Richard L. Caywood County Administrator APPROVED BY: Richard L. Caywood County Administrator ISSUE: This time has been set aside for Chris Kyle, Vice President of Programming, Regulatory and Business Development at Shentel to update the Board of Supervisors on the work currently being done by Shentel/GloFiber. Page 1 of 1 ACTION NO. ITEM NO. C.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Briefing to discuss with the Board of Supervisors the Roanoke County Public Schools proposed fiscal year 2023- 2024 budget SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Briefing for the Board of Supervisors regarding the Roanoke County Public Schools Proposed Fiscal Year 2023-2024 Budgets BACKGROUND: As part of the annual budget process, the Roanoke County Public Schools presents a balanced budget for consideration by the Board of Supervisors. This briefing provides an overview of the Roanoke County Public Schools Proposed Fiscal Year 2023-2024 Budget. DISCUSSION: This time has been scheduled to provide the Board of Supervisors with a briefing on the Roanoke County Public Schools Proposed Fiscal Year 2023-2024 Budget. FISCAL IMPACT: There is no fiscal impact associated with this briefing. The budget approval and appropriation of funds will occur at a later meeting. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding the Roanoke County Public Schools Proposed Fiscal Year 2023-2024 Operating Budget and Proposed Fiscal Year 2024-2033 Capital Improvement Program. Page 2 of 2 April 11, 2023 Board of Supervisor Meeting Budget Priorities The following pages include the final disposition of department reque 4/11/23 Roanoke County Public Schools Annual Budget 2023-2024 Department Requests Dept March 23 2023 Work Session General Fund Rank Funded Unfunded State general budget (House Crossover > Skinny Budget by $1.7 M) Roanoke County Revenue Sharing Formula (County Tax Relief will reduce) Revenue moved from Technology Replacement Fund State SISNA Program - related to Special Education Interest Preschool tuition program reduction Science Fair donations - related to Science Fair REVENUE CHANGES Teacher scale $45,000 beginning, 30 steps - base 1 Teacher scale $45,000 beginning, 35 steps - additional cost over base Implement non -teacher scale and adjustments from 2 compensation study Implement athletic stipend scale from compensation study 3 Implement academic stipend scale from compensation study 4 Continue hard -to -fill stipend for Special Education Teachers (grant ends 2023) Extend full-time health insurance rates to remaining part- 5 time employees Convert instructional assistants to 7.33-hour 188-day contract 7 (Original Split was 323/8, actual split 305/26) New overnight curricular -related activity stipend Implement athletic stipend scale from compensation study Employee Extended Work Plan Payroll lapse HUMAN RESOURCES Athletic allotments Copy paper costs Total Other Funds 7,129,779 - 7,129,779 7,993,719 - 7,993,719 3,001,739 - 3,001,739 576,113 - 576,113 25,000 - 25,000 (65,844) - (65,844) 1,500 - 1,500 I 18,662,006 - 18,662,006 3,900,000 - 3,900,000 1,300,000 185,000 185,000 16,500 5,650,000 50,000 5,700,000 (1,450,000) 215,200 - 215,200 - 60,450 - 60,450 - 465,000 465,000 Negligible - - - 522,152 522,152 47,846 4,000 1,000 5,000 - 8,560 (89,000) (21,000) (110,000) - (645,256) (104,744) (750,000) - 9,560,394 632,408 10,192,802 219,506 32,000 24,000 40,000 32,000 64,000 ADMINISTRATION 56,000 40,000 96,000 504 Facilitator and specialized testing support (5) 1 263,650 - 263,650 - Elementary school counseling instructional resources 2 33,000 - 33,000 - Middle school counseling instructional resources 3 10,000 - 10,000 - SCHOOL COUNSELING 306,650 - 306,650 - Roanoke County Public Schools Annual Budget 2023-2024 Department Requests March 23 2023 Work Session Rank I Funded Unfunded Dept Special Education early childhood teacher for preschool at 1 Bonsack SISNA relatable School psychologist (2) SISNA relatable 2 Behavior coach (2) SISNA relatable 3 Special education instructional assistants (6) SISNA relatable 4 Special education teacher for A -STEP program SISNA 5 relatable Lead nurse 6 Expanded Mandt training for all administrators (unfunded 7 mandate) BCBA for preschool Special Education early childhood teacher for preschool at Glen Cove SPECIAL EDUCATION & PUPIL PERSONNEL SERVICES General Fund Total Other Funds 66,071 - 66,071 - 165,178 - 165,178 - 68,612 - 68,612 - 186,780 - 186,780 - 66,071 - 66,071 - 68,913 - 68,913 - 50,000 50,000 - 71,154 66,071 I 621,625 50,000 671,625 137,225 Summer school payroll for extended days 1 128,768 190,272 319,040 - Assistant principal shared between two schools 2 86,401 - 86,401 - Interpreting 3 2,000 - 2,000 - Art allotment 4 - 3,000 3,000 - ELEMENTARY INSTRUCTION 217,169 193,272 410,441 - Summer school payroll for extended days 1 80,000 - 80,000 - Instrument repairs 2 - 9,500 9,500 - Health and PE first aid kits 3 2,500 - 2,500 - Science fair materials funded by extra donations 1,500 - 1,500 - SECONDARY INSTRUCTION 84,000 9,500 93,500 - Additional gifted specialist for elementary 1 67,794 67,794 ASSESSMENT AND RESEARCH Work -based learning coordinator 1 FACS allotment, supplies, and small equipment 2 National Navy Defense Cadet Corps allotment 3 Trade and industry allotment, supplies, and small equipment 4 Student travel 5 Technology education allotment, supplies, and small 6 equipment Supplies and small equipment 7 Business allotment 8 Instructional materials 9 Marketing allotment 10 CTE 67,794 67,794 59,208 59,208 - 3,000 3,000 - 3,000 - 3,000 - 3,038 3,038 - 2,350 2,350 - 2,815 2,815 - 1,795 1,795 - 780 780 - 700 700 - 360 360 - 3,000 74,046 77,046 - Roanoke County Public Schools Annual Budget 2023-2024 Department Requests Dept Rank March 23 2023 Work Session General Fund Funded Unfunded Total Other Funds Electric and gas utilities 1 757,500 - 757,500 - Natural gas utilities 2 656,000 - 656,000 - SSC contract increase based on CPI-W (vendor verified) 3 213,960 - 213,960 - FACILITIES 1,627,460 - 1,627,460 - HVAC increase 1 Plumber (2) 2 General maintenance employee (2) 3 On -call program (includes $250 stipend + Overtime) 4 Building and material costs 5 LED Lights division -wide replacements Fixed contracted services 5 5 Fire extinguisher expense 5 Fire code compliance 5 Boiler/chiller rental (for emergencies due to lag in supply 5 chain) Other equipment rental (scissor lift and others) 5 Safety and equipment supplies (steel -toed boots and PPE) 5 MAINTENANCE Diesel lock rate required 1 Gas average increase due to average prices 2 Convert administrative assistant to administrative analyst (2) 3 Convert lot attendants 12-month contract from 10-month 4 contract Add Non-CDL driver position 5 Summer school transportation 6 Vehicle Parts (2% inflation cost) 7 Tires (2% inflation cost) 7 Software 7 Supplies and small equipment (2% inflation cost) 7 TRANSPORTATION 110,000 - 110,000 - 105,168 - 105,168 - 105,168 105,168 - 22,400 - 22,400 38,400 57,600 96,000 - 24,000 36,000 60,000 - 40,000 - 40,000 - 10,000 15,000 25,000 - 8,000 12,000 20,000 - 8,000 12,000 20,000 - 4,000 6,000 10,000 - 1,200 1,800 3,000 - I 371,168 245,568 616,736 - 402,650 - 402,650 - 71,142 83,858 155,000 - 9,656 9,656 - - 13,426 13,426 - 20,454 - 20,454 - 53,825 - 53,825 20,540 20,540 41,080 - 16,000 16,000 32,000 - 4,377 4,377 8,754 - 1,100 1,100 2,200 - 590,088 148,957 739,045 - Roanoke County Public Schools Annual Budget 2023-2024 Department Requests March 23 2023 Work Session Rank I Funded Unfunded Dept Finance analyst 1 Convert 25 nutrition associate positions to nutrition lead Convert 3 field managers 230-day contract to 260-day contract Transfer to Joint Capital Fund Policy 2 Additional transfer for additional $21 million debt Revenue moved from Technology Replacement Fund Additional transfer to Technology Replacement Fund for 3 replacement plan Additional transfer to Fleet Replacement Fund for Fleet 4 replacement plan Additional CMP transfer 5 Additional transfer to Instructional Resources Fund for 6 textbook adoption Reduction in flood insurance for change in calculation FINANCE REVENUE CHANGES TOTAL REQUEST DIFFERENCE General Fund Total Other Funds 67,342 - 67,342 - 53,825 25,313 300,000 - 300,000 - 176,500 - 176,500 3,001,739 - 3,001,739 - 853,871 - 853,871 - 600,000 - 600,000 - 250,000 - 250,000 - 100,000 50,000 150,000 - (125,000) - (125,000) - I5,224,452 50,000 5,274,452 79,138 18,662,006 18,662,006 1,511,545 18,662,006 20,173,551 - (1,511,545) (1,511,545) General Funds The General Fund is the primary operating fund used to account for financial resources except those required to be accounted for in anoth fund. For Annual Reporting Purposes the General , Fleet Replacement, Instructional Resources, and Technology Replacement Funds are combined. 4/11/23 General Fund Revenues State revenues Local revenues Federal revenues Other revenues Transfers Total revenues 4/11/23 2020 Actual 2021 2022 Actual Actual 2023 Budget $ 80,426,479 $ 81,400,756 $ 85,043,462 72,303,722 71,514,710 73,700,490 574,231 429,989 688,537 1,349,571 230,228 391,909 3,627,857 988,715 $ 92,630,753 80,425, 970 440,458 652,063 428,890 154, 654, 003 157, 203, 540 160, 813,113 174, 578,134 General Fund Expenditures Salaries and related costs Contractual services Internal services Other charges Materials and supplies Payment to joint operations Capital outlay Debt service Contingencies Transfers Roanoke County Capital Funding Plan Roanoke County Comprehensive Services Act Roanoke County Shared Services Transfer to Fleet Replacement Fund Transfer to Instructional Resources Fund Transfer to Technology Replacement Fund Transfer to Capital Projects Transfer to Student Activity Fund Transfer to Nutrition Fund Transfer to Internal Services Fund Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 202 Buds 122,898,691 125,528,742 131,340,792 140,82 5,376,452 5,821,285 6,838,548 7,91 375,000 176,747 403,794 3i 4,985,250 4,997,565 5,938,595 6,05 3,615,549 2,696,534 2,901,242 2,75 70,810 30,487 92,751 1C 174,062 296,275 159,184 12 4,125,345 4,125,345 4,125,345 4,12 2 2,200,000 2,400,000 2,600,000 2,9C 1,804,000 1,804,000 2,879,000 1,8i 204,556 563,584 582,648 52 675,000 221,516 502,072 1,1 i 32,596 993,916 514,780 9C 1,100,000 2,978,084 1,165,960 2,32 6,101,207 1,620,000 5,672,901 1,1C 1,183,310 944,100 1,22 144,376 - 56,624 - - 153,795,142 155,581,766 166,661,712 174,5 i 858,861 1,621,774 (5,848,599) 7,131,525 7,938,616 9,560,390 $ 7,990,386 $ 9,560,390 $ 3,711,791 $ 4/11/23 Fleet Replace Revenues Federal revenues National Clean Diesel Rebate Program Other revenues Sale of machinery and equipment Insurance refunds Interest income Other income Grant contingency Transfers Transfer from General Fund Transfer from School Nutrition Fund Transfer from Student Activity Fund Total revenues Expenditures Materials and supplies Capital outlay Grant contingency Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 2020 Actual 2021 2022 Actual Actual 2023 Budget $ 200,000 $ - $ - $ 200,000 $ 27,462 16,466 30,659 15,000 11,158 5,973 34,625 10,000 19,985 1,319 1,644 - 14,298 (3,007) 3,346 - 675,000 221,516 502,072 1,175,000 52,867 7,007 16,108 10,000 947,903 249,274 641,321 1,410,000 12,447 6,349 6,347 8,109 1,160,472 25,006 681,443 1,373,073 200,000 1,172,919 31,355 687,790 1,581,182 (225,016) 217,919 (46,469) (171,182) 926,878 700,508 918,427 871,958 $ 701,862 $ 918,427 $ 871,958 $ 700,776 $ Fleet Replacement Plan Funding sources Insurance refunds Sale of equipment Transfer from General Fund Transfer from Student Activity Fund Total Replacement needs Regular Ed buses Special Ed buses Total buses 1 ton truck 3/4 ton truck 3/4 ton van Small SUV Mid -size car Total other vehicles Total cameras Total replacement needs Beginning fund balance Ending fund balance 4/11/23 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 1,775,000 2,275,000 2,300,000 2,300,000 2,300,000 2,300,000 2,300,000 2,300,000 2,300,000 2,300,000 2,300,000 ; 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 1,810,000 2,310,000 2,335,000 2,335,000 2,335,000 2,335,000 2,335,000 2,335,000 2,335,000 2,335,000 2,335,000 2 1,224,000 1,248,480 1,273,450 1,298,919 1,324,897 1,891,953 2,067,634 1,265,392 1,577,522 2,194,190 0 1 10 10 10 10 10 14 15 9 11 15 0 637,500 650,250 663,255 676,520 690,051 140,770 0 878,745 597,546 0 0 5 5 5 5 5 1 0 6 4 0 0 1,861,500 1,898,730 1,936,705 1,975,439 2,014,948 2,032,723 2,067,634 2,144,137 2,175,068 2,194,190 0 2, 15 15 15 15 15 15 15 15 15 15 0 0 149,630 152,623 51,892 158,789 0 110,136 168,508 0 0 0 0 3 3 1 3 0 2 3 0 0 0 0 0 31,391 64,037 0 33,312 0 0 35,351 36,058 0 0 0 1 2 0 1 0 0 1 1 0 182,070 132,651 54,122 82,806 56,308 86,151 29,291 59,755 60,950 62,169 31,706 7 5 2 3 2 3 1 2 2 2 1 0 89,141 22,731 23,186 0 0 0 0 0 26,111 26,633 0 4 1 1 0 0 0 0 0 1 1 62,424 63,672 64,946 66,245 67,570 68,921 70,300 71,706 73,140 149,205 76,095 3 3 3 3 3 3 3 3 3 6 3 244,494 435,094 325,813 288,166 282,667 188,384 209,727 299,969 169,441 273,543 134,434 10 15 10 10 8 7 6 8 6 10 5 8,109 8,271 8,437 8,605 8,777 8,953 9,132 9,315 9,501 9,691 9,885 2,114,103 2,342,095 2,270,955 2,272,210 2,306,392 2,230,060 2,286,493 2,453,421 2,354,010 2,477,424 144,319 2 371,500 67,397 35,302 99,347 162,137 190,745 295,685 344,192 225,771 206,761 64,337 ; 67,397 35,302 99,347 162,137 190,745 295,685 344,192 225,771 206,761 64,337 2,255,018 2, Instructional Resources Fund Revenues State revenues State reimbursement Other revenues Sale of textbooks Other income Transfers Transfer from General Fund Transfer from Student Activity Fund Total revenues Expenditures Salaries and related costs Contractual services Materials and supplies Reserve for future year budget Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget 2 Bt, $ 872,127 $ 898,337 $ 901,819 $ 1,109,402 $ 1 8,262 804 32,793 10,000 306 442 - - 32,596 993,916 514,780 900,000 1 182 225 500 913,291 1,893,681 1,449,617 2,019,902 2,933 4,696 6,316 6,460 535 - 118 - 795,684 1,904,672 1,539,541 1,611,290 2 402,152 799,152 1,909,368 1,545,975 2,019,902 2 114,139 (15,687) (96,358) - 41,628 155,701 140,014 43,656 $ 155,767 $ 140,014 $ 43,656 $ 43,656 $ Textbook Funding sources State funding Sale of books Transfer from General Fund Transfer from Student Activity Fund Total Replacement needs History (Adoption in 2024) Mathematics (Adoption in 2025) English (Adoption in 2028) Science (Adoption in 2029) Health, PE & Drivers Education ELL & World Languages Music and Performing Arts Miscellaneous Total Funding sources less needs Beginning fund balance Ending fund balance 4/11/23 \doption Plan 2024 2025 2026 2027 2028 1,125,559 1,127,663 1,127,663 1,127,663 1,127,663 10,000 10,000 10,000 10,000 10,000 1,000,000 1,175,000 1,175,000 1,175,000 1,175,000 200 200 200 200 200 2,135,759 2,312,863 2,312,863 2,312,863 2,312,863 ; 1,757,500 7,500 7,500 7,500 7,500 0 1,800,000 0 0 0 304,000 304,000 304,000 304,000 2,000,000 0 0 0 0 0 450,000 0 0 0 0 0 50,000 0 0 0 15,000 165,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 2,541,500 2,341,500 341,500 341,500 2,037,500 ; -405,741 445,800 -28,637 40,059 1,971,363 11,422 1,971,363 1,982,785 275,363 3,954,148 40,059 11,422 1,982,785 3,954,148 4,229,511 , Technology Replacement Fund Revenues State revenues Technology Initiative Infrastructure & Operations Per Pupil Fund Federal revenues E-rate reimbursement Other revenues Laptop fees Sale of machinery and equipment Rental of School Property Other Miscellaneous Revenue Transfers Transfer from General Fund Transfer from Laptop Replacement Fund Transfer from Student Activity Fund Total revenues 4/11/23 2020 Actual 2021 2022 Actual Actual 2023 Budget $ 726,000 $ 726,000 $ 726,000 1,045,752 1,397,555 559,992 610,698 721,379 343,815 (85,500) 109,408 110,905 126,330 23,311 24,014 24,735 6,563 3,706 6,457 1,100,000 2,978,084 1,165,960 102,397 10,576 $ 726,000 $ 1,354,255 581,573 41,000 25,428 2,346,129 3,000 2,869,089 5,516,056 4,178,992 5,077,385 Technology Replacement Fund Expenditures Contractual services Other charges Materials and supplies Capital outlay Transfer to Student Activity Fund Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget 443,540 409,600 2,548,803 3,363,019 3,466,241 4,334,277 159,230 - 15,390 - 730,140 1,162,405 1,147,880 909,768 75 - - 3,438,173 4,525,499 5,073,051 5,653,645 (569,084) 990,557 (894,059) (576,260) 1,359,751 789,019 1,779,576 885,517 $ 790,667 $ 1,779,576 $ 885,517 $ 309,257 $ Technology Replacement Plan 4/11/23 State technology initiative funds State infrastructure & operations funds E-rate reimbursement Sale of machinery and equipment Rental income (EBS lease) Transfer from General Fund Transfer from Student Activity Fund Total funding sources Building security Equipment lease -cameras Equipment lease -computers Equipment lease-prometheans Equipment lease -radios Distance learning equipment Radio license IP telephony Network Server Server license Wireless Total replacement needs Funding sources less needs Beginning fund balance Ending fund balance 2024 2025 2026 2 726,000 726,000 7 - 1,342,165 1,342,165 1,3 41,000 41,000 41,000 26,190 26,976 27,786 6,201,739 7,001,739 7,301,739 7,5 3,000 3,000 3,000 6,271,929 9,140,880 9,441,690 9,6. 95,000 95,000 189,000 507,293 507,293 507,293 5 2,263,687 2,538,167 2,941,542 2,8 1,102,186 1,102,186 1,102,186 1,1 648,891 648,891 648,891 6 60,000 - - 67,200 253,344 253,344 2 87,000 463,500 87,000 621,140 416,400 416,400 6 155,000 100,000 100,000 1 645,113 645,113 645,113 6 60,000 162,000 90,000 1 6,312,510 6,931,894 6,980,769 6,9' (40,581) 2,208,986 2,460,921 2,6 309,250 268,669 2,477,655 4,9 268,669 2,477,655 4,938,576 7,5, Special Revenue Funds Special Revenue Funds account for the proceeds of specific revenue sources (major capital projects) that are restricted or committed to expenditures for specified purposes. 4/11/23 Grant Fund Revenues State revenues Local revenues Federal revenues Other revenues Transfer from Student Activity Fund Total revenues Expenditures Salaries and related costs Contractual services Internal services Other charges Materials and supplies Capital outlay Contingencies Transfers Transfer to Student Activity Fund Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 2022 Actual Actual 2023 Budget 2024 Budget $ 908,564 $ 1,302,695 $ 1,815,777 $ 2,257,696 $ 2,110,051 33,843 35,049 41,700 41,700 4,824,708 12,288,478 12,855,960 5,505,008 5,415,781 10,723 46,092 24,363 549,601 541,601 4,888 8,000 8,000 5,743,995 13,671,108 14,736,037 8,362,005 8,117,133 4,462,552 5,180,116 11,659,810 5,880,489 6,287,137 408,578 765,875 887,128 443,136 584,291 229 - - - - 46,384 27,885 50,008 107,598 64,143 775,273 4,377,419 1,749,114 1,018,322 499,756 138,119 2,956,416 171,356 169,089 160,532 643,371 421,274 279,581 218,621 100,000 100,000 5,831,135 13,587,292 14,736,037 8,362,005 8,117,133 (87,140) 83,816 - - - (83,816) - - - $ (87,140) $ - $ - $ - $ - State Grant Descriptions 2023 Budget 2024 Budget Increase Description of Program or Grant (Decrease) Virginia Preschool Initiative (VPI) $ 1,360,337 $ 1,328,454 $ (31,883) Educational programs for unserved, at -risk 4-year old children. Early Reading Initiative 460,844 323,066 (137,778) Provides assistance to reduce the number of students needing reme reading services. Special Education in Regional Jail 136,272 140,511 4,239 Provides special education instruction to children with disabilities inje Algebra Readiness 130,293 130,127 (166) Serves 7th and 8th grade students who are at risk of failing the Alget course SOL. VPI Provisionally Licensed Teacher Incentive Program 30,000 30,000 Provides financial incentives to provisionally licensed teachers teachin - enrolled in VPI or other publicly -funded preschool programs operate school division. Jobs for Virginia Graduates 30,000 30,000 - Assists disadvantaged and at -risk students to graduate and transition Equipment Funding 22,305 20,651 (1,654) Secondary Career and Technical Education (CTE) approved equipmer ndustry Certifications Icompetency 18,000 16,756 (1,244) Student industry certification examinations, licensure tests, and occup assessments. SAEP Iout 16,465 16,405 (60) Program offering an alternative education plan for a student at risk o of school. Project Graduation 22,270 22270 To assist high school students to pass end -of -course SOL exams in o complete their diploma requirements. Stem-H Industry Credentials 6,850 6,292 (558) Industry credentialing for students and PD for instructors in science, t engineering, and mathematics -health sciences (STEM-H) CTE prograr Mentor Teacher 12,152 7,900 (4,252) Funds for providing mentors for new teachers with zero years of tea( experience. Additional Equipment Funding 5,000 16,117 11,117 Update CTE equipment to industry standards providing students with experiences that translate to the 21st century workforce. Workplace Readiness 4,290 3,884 (406) Workplace Readiness Skills (WRS) for the Commonwealth Examinatioi pretests, and/or other Board -approved industry certification assessn Adult Education 2,618 2,618 - To provide assistance for adult education. Community Provider Add -On Funds - 15,000 15,000 Educational program for unserved, at -risk 3-year old children. Total state revenues $ 2,257,696 $ 2,110,051 $ (147,645) 4/11/23 Local Grant Descriptions 2023 Budget 2024 Budget Increase Description of Program or Grant (Decrease) Grant contingency $ 400,000 $ 400,000 $ Stabilization amount to maintain a level fund appropriation adopted . - ordinance. Taubman Agreement 41,700 41,700 County program to educate students and teachers in art education al appreciation. Claude Moore Foundation 40,000 32,000 (8,000) Claude Moore Foundation Grant for Radiologic Technology equipme William M. Cage Library Trust 12,500 12,500 - Foundation provides library books for school divisions. Adult Education (Local) 8,000 8,000 - To provide assistance for adult education. Adult Education (Regional) 97,101 97,101 - To provide assistance for adult education. Allstate - - - Allstate Foundation Group Helping Hands grant support the drivers e Total local and other revenues $ 599,301 $ 591,301 $ (8,000) 4/11/23 Federal Grant Descriptions 2023 Budget 2024 Increase Description of Program or Grant Budget (Decrease) Department of Health and Human Services Provider Relief Fund $ 100,564 $ - $ (100,564) Third tranche of Medicaid allocation from Coronavirus Aid, Relief, ani Security Act signed into law March 2020. Elementary and Secondary Education Act Title I PartA Programs 1,524,458 Title 11 Part A Teacher Quality 266,972 Title III Part A Language 41,091 Title IV Student Support 98,506 1,389,962 (134,496) Supports 5 elementary schools with high disadvantaged population. 275,529 8,557 Supports professional development for teachers and principals. 49,030 7,939 Supports students who do not speak English as their primary languac 105,701 7,195 Supports student and academic enrichment. Individuals with Disabilities Education Act Title VI-B Flow Through 3,186,224 Title VI-B Preschool 92,267 Title VI-B Excellence in Co -Teaching 25,000 Title VI-B Parent Resource Center 5,000 Title VI-B Champions Together 8,000 3,297,471 111,247 Supports students with disabilities in K-12. 96,005 3,738 Supports programs for students with disabilities 2 years to KG. 25,000 - Supports teacher/programs that promote the collaboration between education and special education teachers actively co -teaching for acF by all students. 5,000 - Support PRCs in developing and implementing activities/products cei students and families with disabilities. 8,000 - Builds communities of acceptance and inclusion by engaging student without disabilities in interscholastic sports training and competition. Carl D. Perkins Career & Technical Education Act Carl Perkins 154,926 162,083 7,157 Supports the academic achievement of career and technical educatio Library of Congress (via Waynesburg University) Teaching with Primary Sources 2,000 Prog ram 2,000 - Library of Congress Grant provided to employee for conference expf Total federal revenues $ 5,505,008 $ 5,415,781 $ (89,227) 4/11/23 Nutrition Fund Revenues State revenues State reimbursement Federal revenues Federal reimbursement Other revenues Charges for services Rebates and refunds Interest income Other income Grant contingency Transfers Transfer from General Fund Transfer from Student Activity Fund Total revenues 4/11/23 2020 Actual 2021 2022 Actual Actual 2023 Budget B $ 123,453 $ 79,514 $ 128,833 3,075,285 2,184,869 48,855 59,713 4,095,486 96,772 25,887 5,759 144,376 111 8,838,119 137,750 32,150 9,506 265 $ 199,810 $ 3,087,518 3,155,547 30,000 5,000 25,000 5,492,175 4,447,905 9,146,623 6,502,875 Nutrition Fund Expenditures Salaries and related costs Contractual services Internal services Other charges Materials and supplies Capital outlay Contingencies Transfers Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget B 2,651,330 2,312,896 2,784,578 3,962,581 83,450 104,753 135,089 166,085 8,500 10,300 10,300 10,300 4,184 2,178 2,964 15,430 2,595,664 1,624,485 3,173,136 2,756,802 50,547 37,360 107,049 51,310 25,000 66 52,867 - 5,393,675 4,092,038 6,265,983 6,987,508 98,500 355,867 2,880,640 (484,633) 3,989,077 4,087,577 4,443,444 7,324,084 $ 4,087,577 $ 4,443,444 $ 7,324,084 $ 6,839,451 $ Nutrition Equipment Replacemer Funding Sources Nutrition Fund Total Replacement Needs Booster Heater Dishwasher Disposal Freezer Hot Holding Cabinet Hot Holding Pass Thru Hot Water Dispenser Ice Maker Micro Steam Milk Cooler Ove n Refrigerator Steam Kettle Steam and Hold Walk-in Combo Total 4/11/23 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 145,000 199,250 249,750 249,570 249,200 249,850 249,100 249,990 249,600 249,750 249,600 145,000 199,250 249,750 249,570 249,200 249,850 249,100 249,990 249,600 249,750 249,600 10,000 74,000 0 0 0 0 0 0 0 0 0 25,000 36,000 0 0 10,000 5,400 5,000 5,000 0 0 0 0 15,000 10,000 74,000 0 74,000 37,000 57,000 119,000 0 90,000 20,000 0 0 0 2,100 0 2,100 2,100 4,200 2,100 0 8,400 5,000 5,000 3,000 1,500 0 1,500 0 5,000 5,000 0 0 18,000 0 3,600 0 0 10,800 0 0 3,600 0 0 0 20,000 0 10,000 0 0 20,000 44,600 0 57,600 0 3,600 0 0 3,600 0 0 0 5,250 5,250 5,250 0 5,250 0 26,250 10,500 47,250 31,500 0 54,000 0 0 0 0 2,700 0 0 0 0 8,000 0 0 0 0 24,000 4,000 0 12,000 0 72,000 20,220 0 12,000 0 46,440 0 0 0 87,000 6,500 20,000 40,500 15,000 36,500 52,000 0 38,000 81,500 18,000 18,000 0 18,000 72,000 0 0 18,000 18,000 18,000 0 0 0 0 6,500 0 0 0 6,500 0 0 0 120,000 120,000 80,000 80,000 80,000 120,000 80,000 40,000 145,000 199,250 249,750 249,570 249,200 249,850 249,100 249,990 249,600 249,750 249,600 Student Activity Fund 2020 Actual 2021 2022 Actual Actual 2023 2024 Budget Budget Revenues Charges for Services Other revenues v - $ 1,755,083 $ 3,915,351 $ 5,549,920 $ 5,549,9 Tuition - Regular School - 201,108 150,549 181,000 184,E Tuition - Summer School 575 21,000 70,000 70,E Tuition - RCPS Online I 176,400 155,600 105,000 134,E Tuition - Gifted - - 300 Tuition - Gifted Quest - - - 3,500 3,5 Tuition - Behind the Wheel - 600 - Tuition - Gifted Art - 10,100 23,990 33,790 16,C Student Parking Fees - - - 35,800 36,E Rental of School Property - (3,380) (9,045) 35,600 32,6 Student Laptop Fees - 85,450 - Recovered costs - 11,938 20,108 15,000 15,E Damaged Property - 6,473 6,951 4,250 4,2 Tuition - Adult Education - - 3,000 8,000 8,8 Transfers Transfer from General Fund - 1,183,309 944,100 1,226,180 1,226,1 Transfer from Technology Replacement Fund - 75 - Transfer from Grant Fund - 279,581 218,621 1O0,000 100,C Transfer from Nutrition Fund - 66 - Transfer from Capital Projects Fund 30,272 20,690 Total revenues - 3,737,650 5,471,215 7,369,040 7,3E1,C 4/11/23 Student Activity Fund Expenditures Salaries and related costs Contractual services Other charges Materials and supplies Capital outlay Transfers Transfer to General Fund Transfer to Fleet Replacement Fund Transfer to Instructional Resources Fund Transfer to Technology Replacement Fund Transfer to Nutrition Fund Transfer to Grant Fund Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 2021 Actual Actual 2022 Actual 2023 Budget 20, Bud - (111,120) (335,908) - - 443,606 125,660 165,280 - 27,278 5,107 20,000 - 2,099,008 4,530,615 6,727,620 6,7 - 11,432 4,609 - - " ' 297 988,715 428,890 4 - 7,007 16,1088 15,000 - 182 225 1,250 - 102,396 10,576 3,000 - 111 - - - - 4,888 8,000 - 3,525,197 5,350,595 7,369,040 7,3 - 212,453 120,620 - - - 2,423,022 2,543,642 2,5 $ - $ 212,45 3 $ 2,543,642 $ 2,543,642 $ 2,5 Capital Projects Funds The Capital Projects Fund is used to account for financial resources used for the acquisition or construction of major capital facilities, oth( than those financed by the General Fund. The Capital Projects Fund includes Major and Minor Capital Funds. 4/11/23 Capital Projects Funds • Burton Center for Arts & Tech • Capital Maintenance Plan • Turf field renovations • Music uniforms • Grant contingency • 4/11/23 4/11/23 CMP (Capital Maintenance Plan) Funding Sources General Fund Transfer Total Replacement Needs Bleachers Digital Signs Electrical Exterior Maintenance Fencing Fire Panel Repair Furniture Grounds HVAC Parking Lots Playground Equipment Plumbing Preventative Maintenance Roofing Scoreboards Sidewalks Stormwater Management Windows Total 2024 2025 2026 2027 2028 2029 2030 2031 1,250,000 1,500,000 1,750,000 2,000,000 2,250,000 2,500,000 2,500,000 2,500,00C 1,250,000 1,500,000 1,750,000 2,000,000 2,250,000 2,500,000 2,500,000 2,500,00C 0 50,000 0 0 0 100,000 0 0 275,000 325,000 0 0 0 420,000 80,000 0 0 0 0 0 0 500,000 0 0 250,00C 50,000 50,000 75,000 75,000 75,000 70,000 75,00C 0 20,000 0 200,000 0 300,000 300,00C 0 124,000 0 0 0 200,000 100,00C 0 0 140,000 0 200,000 100,000 100,00C 0 0 0 0 0 100,000 100,00C 0 0 0 0 95,000 50,000 50,00C 185,000 300,000 0 100,000 0 200,000 200,00C 400,000 230,000 750,000 650,000 250,000 400,000 400,00C 275,000 376,000 795,000 325,000 720,000 220,000 250,00C 100,000 100,000 100,000 240,000 300,000 100,000 100,00C 0 0 0 0 0 100,000 100,00C 60,000 100,000 60,000 60,000 60,000 60,000 60,00C 0 370,000 0 0 500,000 200,000 200,00C 80,000 80,000 80,000 100,000 100,000 100,000 100,00C 0 0 0 0 200,000 200,000 100,00C 0 0 0 0 0 0 15,00C 350,000 0 0 0 0 100,000 C 1,250,000 1,500,000 1,750,000 2,000,000 2,250,000 2,500,000 2,500,000 2,500,00C CIP (Capital Improvement Plan) Prio 02 26 Budget Funding Sources For Future Planning Purposes Capital Reserves 1,069,122 2,000,000 25,000,000 640,703 116,750 600,000 600,000 600,000 600,000 600,000 600,000 600,000 600,000 600,000 County allocation for future bonds 1,560,000 55,000,000 58,000,000 - 20,000,000 - 20,000,000 20,000,000 - 20,000,000 County transfer for debt reserves 1,047,803 676,244 700,833 725,424 752,750 644,694 - - - - Countytransferforrefundingcredits 165,193 116,250 117,931 114,831 74,943 74,631 3,987 4,012 - - County transfer for cash in MOU - - 2,000,000 - - 1,750,000 - - 2,000,000 - - 2,250,000 - - 2,500,000 - - 2,500,000 - - 2,500,000 - - 2,500,000 - - 2,500,000 Grant Funds 4,307,078 - 1,250,000 - 1,500,000 General Fund transfer for CMP Total Funding Sources 8,149,196 29,007,453 59,892,494 61,168,764 3,440,255 23,677,693 3,819,325 23,103,987 23,104,012 3,100,000 23,100,000 Capital Projects Burton Center for Arts & Tech (1962) 5,677,435 27,257,453 - 51,216,504 - - - - - - - - - - WE Cundiff Elementary (1972) 1,235,881 3,587,995 29,709,381 714,831 708,912 - - Glen Cove Elementary (1972) 1,235,880 - 3,587,995 29,709,383 725,424 698,318 - - - - - Northside Middle (1969) - - - - - 20,020,463 1,319,325 17,804,212 - - - Glenvar Elementary (1959) - - - - - - - 2,799,775 15,210,225 - - Hidden Valley Middle (1972) - - - - - - - - 5,393,787 600,000 20,600,000 Burlington Elementary (1939) 1,250,000 500,000 Penn Forest Elementary (1972) Capital Maintenance Plan (Ongoing) 1,500,000 - 1,750,000 - 2,000,000 2,250,000 - - 2,500,000 - 2,500,000 - 2,500,000 - 2,500,000 - 2,500,000 - HR & Payroll Software (50%) Total Capital Costs 8,149,196 29,007,453 59,892,494 61,168,764 3,440,255 23,677,693 3,819,325 23,103,987 23,104,012 3,100,000 23,100,000 4/11/23 Proprietary Funds Internal Service Funds are used to account for the financing of servi provided by one department to another department of the School Division on a cost reimbursement basis. 4/11/23 Health Insurance Fund Revenues Other revenues Insurance benefits Insurance withholdings Interest income Total revenues Expenditures Claims Wellness and HRA benefits Reinsurance costs Administrative charges and taxes Transfers to General Fund Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget $ 13,245,713 $ 13,176,245 $ 13,492,679 $ 14,355,882 $ 5,862,813 5,477,138 5,365,753 5,588,051 131,422 13,321 12,674 - 19,239,948 18,666,704 18,871,106 19,943,933 15,108,067 14,770,573 17,660,087 17,483,701 1,445,275 1,504,249 1,622,421 1,908,942 1,092,336 381,014 203,132 408,000 125,411 137,279 128,406 143,290 2,682,560 - - 17,771,089 19,475,675 19,614,046 19,943,933 1,468,859 (808,971) (742,940) - 6,509,678 7,978,537 7,169,566 6,426,626 $ 7,978,537 $ 7,169,566 $ 6,426,626 $ 6,426,626 $ Dental Insurance Fund Revenues Other revenues Insurance benefits Insurance withholdings Interest income Transfer from General Fund Total revenues Expenditures Claims Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget $ 558,887 $ 540,287 $ 590,417 $ 621,492 $ 1,020,679 960,649 995,655 1,069,074 104 57 - 56,624 - - - 1,636,190 1,501,040 1,586,129 1,690,566 1,602,990 1,446,845 1,610,500 1,690,566 1,602,990 1,446,845 1,610,500 1,690,566 33,200 54,195 (24,371) - 12,059 45,259 99,454 75,083 $ 45,259 $ 99,454 $ 75,083 $ 75,083 $ Risk Management Fund Revenues Other revenues Risk Management Services Interest income Transfer from General Fund Total revenues Expenditures Claims Administrative charges Total expenditures Excess (deficiency) of revenues over (under) expenditures Beginning fund balance Ending fund balance 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget $ 383,500 $ 187,047 $ 414,094 $ 383,500 $ 26,542 3,558 2,576 - 410,042 190,605 416,670 383,500 111,671 225,777 576,264 268,500 104,828 114,120 124,596 115,000 216,499 339,897 700,860 383,500 193,543 (149,292) (284,190) - 1,152,355 1,345,898 1,196,606 912,416 $ 1,345,898 $ 1,196,606 $ 912,416 $ 912,416 $ Fiduciary Funds The OPEB Trust Fund was created in Fiscal year 2012 to account for assets held for and costs of other post employment benefits, also knov as retiree health insurance 4/11/23 OPEB Trust Fund Additions Employer contributions Investment income: Increase in fair value of investments Interest and dividends Total additions Deductions Less investment expenses Reserve for future spending Total deduction Net increase in net position Beginning net position Ending net position 4/11/23 2020 Actual 2021 Actual 2022 Actual 2023 Budget $ 92,290 $ 92,290 $ 92,290 $ 92,290 $ 29,896 326,195 (143,929) 40,000 469 653 916 530 122,655 419,138 (50,723) 132,820 1,592 1,728 2,100 1,600 131,220 1,592 1,728 2,100 132,820 121,063 417,410 (52,823) - 962,720 1,083,783 1,501,193 1,448,370 $ 1,083,783 $ 1,501,193 $ 1,448,370 $ 1,448,370 $ School Board Action 4/11/23 Fund Totals County of Roanoke ADM 2023 % of Total Budget Budget 2024 % of Total Budget Budget Difference Operations Capital 13,067 13,183 96 General Fund $ 174,578,134 74.05% $ 193,240,1-40 68.84% $ 18,662,006 $ 193,240.140 5 Fleet Replacement Fund 1,581,182 0,67% 2,314,103 0,82% 732,921 2,314,103 Instructional Resources Fund 2,019,902 0,86% 2,541,500 0.91% 521,598 2,541,500 Technology Replacement Fund 5,653,645 2,40% 6,312,510 2.25% 658,865 6,112,510 Grant Fund 8,362,005 3.55% 8,117,133 2,8996 (244,872) 8,117,133 Nutrition Fund 6,987,508 2.96% 8,506,864 3.0396 1,519,356 8,506.1364 School Activity Funds 7,369,040 3,13% 7,381,065 2,6396 12,025 7,381,065 Bond Fund - 0.00% 25,000,000 8,51% 25,000,000 - 25,000,0C Major Projects Fund 5,677,435 2.41% 2,757,453 0.98% (2,919,982) - 2,757,4! Minor Projects Fund 1,375,000 0.58% 1,625,000 0.58% 250,000 - 1,625,0( Health Insurance Fund 19,943,933 8.4696 24.722,738 7.3896 778,€805 20,722,738 Dental Insurance Fund 1,690,566 0.7296 1,68.2,564 0,60% (8,002) 1,682,564 Risk Management Fund 383,500 0,164E 383,500 0.14% - 383,500 OPEI3 Trust Fund 132,820 0,06% 142,790 0.05% 9.970 142,790 $ 2355.754,670 100.00% $ 280327,360 100.00% 5 44,972.690 $ 251,344,907 $ 29.382,45 Burton Center for Arts & Tech Capital Maintenance Plan Turf field renovations. Music uniforms Grant contingency 4/11/23 Board of Supervisor Ordinana 4/11/23 VDOE Major Classifications Instruction Administration, attendance and health Pupil transportation Operation and maintenance School food service and other noninstructional operations Facilities Debt and fund transfers Technology Contingency reserves Non -categorical spending 4/11/23 VDOE Definitions • Instruction includes activities directly with the interactio between teachers, aides, or classroom assistants and stuc • Administration and Attendance and Health includes a to establish and administer policy or the promotion and of children's attendance. • Pupil Transportation includes activities to transport stuc and from school and activities. • Operation and Maintenance includes activities to keep physical plant open, comfortable, and safe for use and th buildings, and equipment in effective working condition. It incudes maintaining safety in buildings, on t and in the vicinity of schools. 4/11/23 VDOE Definitions • School Food Services and Other Non -instructional Operations includes activities to provide non -instructional SE students, staff, or the community. • Facilities includes activities to acquire land and buildings, rer buildings, construct buildings and additions to buildings, inst service systems and other built-in equipment, and improve si • Debt Service and Fund Transfers includes debt service payr (principal and interest) and certain transfers of monies from c another. These accounts are not used with proprietary funds. • Technology captures technology -related expenditures involy of techno ogy for instructional, public information, administrz other use should be recorded exclusively in this function. Thi software and online content, technology hardware, and techr infrastructure and employees who directly oversee these tech 4/11/23 RCPS Definitions • Contingency Reserves have never been used because a can be classified in the prior categories, however going fl include: • $2 million emergency funds carried over from year to year • Major capital funds carried over or allocated from operations lz assigned to a project (currently known as Major Capital Reserve • Non -categorical spending includes (1) items that are pry in nature and (2) student activities and are appropriately from any other category • Health Insurance Fund, Dental Insurance Fund, Risk Manageme • OPEB Trust Fund • Some spending of the Student Activities Funds 4/11/23 Changes from prior ordinance • Restricting budget by major classification that has only been used • Finance worked with departments to reallocate amounts between functions budget with new reporting requirements directed by the Board of Supervise • Contingency reserves major classification • Will include carryover balances for emergency continency and major capita • Any reallocation from this category will require Board of Supervisor approvi • Restructure grant contingencies and all other capital reserves • We will record these in most relevant major classification and call them Spe spend them; • Any reallocation will not require Board of Supervisor approval unless if cros classification • Year-end closing process will be different • Finance moves transactions and final budget to comply with accounting ani reporting guidelines • Will require Board of Supervisors approval for any of these administrative E major classifications 4/11/23 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: April 11, 2023 AGENDA ITEM: Resolution approving the Roanoke Regional Airport Commission budget for fiscal year 2023-2024 SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Approval of the Roanoke Regional Airport Commission Budget for 2023-2024 BACKGROUND: The Roanoke Regional Airport Commission (the Commission) was established on July 1, 1987, by legislative act of the Commonwealth of Virginia to own and operate the Roanoke Regional Airport (now the Roanoke -Blacksburg Regional Airport). The Commission is composed of seven (7) members. Two (2) members are appointed by the Roanoke County Board of Supervisors and one (1) by the City of Salem and four (4) by Roanoke City Council. The County and the Cities are each responsible for their pro-rata share, based on population, of any year-end operating deficit or capital expenditures if any additional funding is required. The Commission is responsible for paying all outstanding debt. No subsidy has been required since inception. In accordance with the requirements of the Commission contract as amended, the Roanoke Regional Airport Commission is required to submit its budget to the Roanoke County Board of Supervisors and the Roanoke City Council for approval. At its meeting on March 28, 2023, the Commission approved the attached budget for fiscal year 2023- 2024 to be forwarded to the governing bodies of the three (3) localities. DISCUSSION: The 2023-2024 operating budget for the Roanoke Regional Airport Commission totals Page 1 of 2 $17,222,000. Total revenues are projected at $17,222,000, which includes pandemic grants in the amount of $4.6 million and total operating expenditures are projected at $11,753,821. At this time no additional appropriations are being requested or anticipated from the County of Roanoke or the Cities of Roanoke and Salem. The Commission also approved a capital expenditure program for projects totaling $16,393,750 as shown on Attachment II of the attached Roanoke Regional Airport Commission Budget. FISCAL IMPACT: No funds from the County of Roanoke are requested or anticipated for the fiscal year 2023-2024 budget. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the Roanoke Regional Airport Commission budget for the fiscal year 2023-2024. Page 2 of 2 ROANOKE REGIONAL AIRPORT COMMISSION Roanoke -Blacksburg Regional Airport 5202 Aviation Drive Roanoke, VA 24012-1148 (540) 362-1999 FAX (540) 563-4838 www.flyroacom Honorable Chair and Members Roanoke County Board of Supervisors P.O. Box 29800 Roanoke, Virginia 24018-0798 March 28, 2023 Re: Roanoke Regional Airport Commission Fiscal Year 2023- 2024 Budget and Proposed Capital Expenditures Dear Chair Hooker and Members of the Board: It is with pleasure that I enclose the RRAC Fiscal Year 2023-2024 Operating Budget (Attachment I) for your consideration and approval. This Budget was adopted by the Commis- sion at its meeting on March 28, 2023. Also enclosed is a separate listing of Capital Expendi- tures which are expected to exceed $100,000 in cost and are intended to benefit five or more future accounting periods (Attachment II). No deficit is anticipated in either the Operating Budget or for the listed Capital Expendi- tures; therefore, no additional appropriations are being requested or anticipated from the Cities of Roanoke or Salem or the County of Roanoke. Formal approval of the Operating Budget and the Capital Expenditure List by resolution of each of the participating political subdivisions would be appreciated. I will be glad to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your assistance and continued support of the Roanoke -Blacksburg Regional Airport and its vital role in the economic vitality of our entire region. Enclosures Sincerely, c-2. Mike Stewart Executive Director cc: Chair and Members, Roanoke Regional Airport Commission Eric Monday, General Counsel Richard Caywood, County Administrator Peter Lubeck, Roanoke County Attorney Debbie Jacks, Clerk to the Board, Roanoke County Board of Supervisors Roanoke Regional Airport Commission Budget Executive Summary Proposed Budget FY 24 vs. Actual Budget FY 23 Annual Budget FY 23 Proposed Budget FY 24 $ Change % Change Operating Revenues Airfield General Aviation Terminal Related Other Revenues Interest on Investments Gain/(Loss) on Sale of Assets State Funds Federal Reimbursable Funds Pandemic Grants Total Operating Revenues Operations and Maintenance Expenses Salaries, Wages and Benefits Operating Expenditures Other Maintenance & Improvement Projects Debt Service - Interest Total Operations and Maintenance Expenses Operating Net Income 1,370,000 873,000 5,953,888 1,404,132 84,000 10,000 323,000 115,000 6,876,000 1,507,000 1,033,000 6,398,000 1,388,000 1,863,000 10,000 310,000 113,000 4,600,000 137,000 160,000 444,112 (16,132) 1,779,000 - (13,000) (2,000) (2,276,000) 10% 18% 7% -1% 2118% 0% -4% -2% -33% 17,009,019 5,882,050 3,866,082 15,800 386,938 17,222,000 7,020,542 4,179,205 155,978 398,096 212,981 1,138,492 313,123 140,178 11,158 1% 19% 8% 887% 3% 10,150,870 11,753,821 1,602,951 16% 6,858,149 5,468,179 (1,389,970) -20% Capital Revenues Federal AIP Entitlements 6,527,250 5,850,000 (677,250) -10% State Entitlements - Current 1,737,000 1,760,000 23,000 1% State Entitlements - Prior Year 455,250 6,023,150 5,567,900 1223% Passenger Facility Charges (PFC) 398,000 1,958,100 1,560,100 392% Other Funds - Debt - - - -100% Retained Earnings 0 802,500 802,500 #DIV/0! Total Capital Revenues 9,117,500 16,393,750 7,276,250 80% Capital Expenses Capital Projects 9,117,500 16,393,750 7,276,250 80% Total Capital Projects 9,117,500 16,393,750 7,276,250 80% Customer Facility Charges Revenues 541,958 628,538 86,580 16% Expenses 42,000 53,250 11,250 27% Debt Service - Interest - CONRAC 319,066 198,475 -120,591 -38% CFC Net Income 222,892 430.053 207,171 93% ATTACHMENT II Approved Capital Expenditures (For projects expected to exceed $100,000 in cost and programmed for FY 2024) Projects: A. Replace RWY 34 Emergency Material Arresting System (EMAS) 1. Description: The original installation of the EMAS bed serving Runway 16-34 was completed in 2004 with a remediation in 2012 with a protective plastic cover installed over the EMAS bed to extend the life of the blocks. This EMAS bed is at the end of its useful life and needs to be replaced. This project was approved last year for $6.7M. Commission staff is seeking approval on updated cost estimates. 2. Estimated Cost: $11,200,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $3,330,000 b. State Aviation Grant Funds: $6,330,000 c. Passenger Facility Charge (PFC) Funds: $1,540,000 B. Environmental Assessment for Master Plan Projects 1. Description: With the completion of the Airport Master Plan in FY 2023, it is likely that a NEPA process will be required in order to proceed with the Airport Master Plan recommendations. This project is being budgeted anticipating that need. 2. Estimated Cost: $2,300,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $2,070,000 b. State Aviation Grant Funds: $230,000 C. Design Rehabilitate RWY 6-24 2. Description: Begin design work for rehabilitating aged runway surface. 3. Estimated Rehabilitation Cost: $500,000 4. Anticipated Funding Sources: a. Federal AIP Grant Funds: $450,000 b. State Aviation Grant Funds: $50,000 D. Security Fence Line Replacement — Phase II 1. Description: Replace 6' fence with TSA recommended 8' fence for airport security and wildlife prevention. 2. Estimated Cost: $432,500 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $346,000 b. PFC Funds: $86,500 E. TSA Security Gate 1. Description: Replace roll up security gate that is original to the terminal and replacement parts are becoming very scarce. 2. Estimated Cost: $158,750 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $127,000 b. PFC Funds: $31,750 F. Relocate Fire Panel 1. Description: Relocate fire panel for future office renovations or expansion. 2. Estimated Cost: $200,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $160,000 b. PFC Funds: $40,000 G. Terminal Boiler Burner Replacement 1. Description: Replace 35 year old burner. Parts are obsolete and difficult to locate. 2. Estimated Cost: $120,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $75,600 b. PFC Funds: $44,400 H. Terminal Lighting Control Replacement 1. Description: Replace lighting controls that are original to the terminal. Parts have been phased out and replaced with new technology. Energy savings 2. Estimated Cost: $465,500 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $292,950 b. PFC Funds: $172,550 Nordt Property Air Handlers 1. Description: Replace aged air handling units as current units are not supported by manufacturer and there is a difficulty in obtaining parts. 2. Estimated Cost: $100,000 3. Anticipated Funding Sources: a. Commission Capital Funds: $100,000 J. Thermoplastic Hold Bars & Surface Painted Signs — Phase II 1. Description: Reduce painting budget and extend the life of the airfield markings while maintaining Part 139 compliance. 2. Estimated Cost: $214,500 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $171,600 b. PFC Funds: $42,900 K. Building 51 Air Handler 1. Description: Replace aged air handling unit as current unit is not supported by manufacturer and there is a difficulty in obtaining parts. 2. Estimated Cost: $110,000 3. Anticipated Funding Sources: a. Commission Capital Funds: $110,000 L. Tunnel Emergency Lighting 1. Description: Install emergency generator and automatic transfer switch as recommended by VDOT inspection. 2. Estimated Cost: $102,500 3. Anticipated Funding Sources: b. Commission Capital Funds: $102,500 2 L. Tunnel Roadway Deck Repair 1. Description: Rehabilitate aged roadway surface. 2. Estimated Cost: $490,000 3. Anticipated Funding Sources: c. Commission Capital Funds: $490,000 II. Anticipated Funding Sources: Federal AIP Grant Funds State Aviation Grant Funds PFC Funds Commission Capital Funds Estimated Total Funding $ 5,850,000 $ 7,783,150 $ 1,958,100 $ 802,500 616,393,750 ROANOKE REGIONAL AIRPORT COMMISSION March 28, 2023 Resolution No. 04-032823 A RESOLUTION approving and adopting the Fiscal Year 2023-24 Budget for the operation of the Roanoke -Blacksburg Regional Airport. BE IT RESOLVED by the Roanoke Regional Airport Commission that: The Commission adopts the budget presented by the Director of Finance at its March 28, 2023 meeting, for the operation of the Roanoke -Blacksburg Regional Airport. Motion: Second: Ayes: Nays: Attest: Mr. Powers Mr. Gust Clements, Fralin, Guidry, Gust, Marko, Powers, Bishop None C'r--" /„..1(?7' Commission ecretary AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 11, 2023 RESOLUTION APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2023-2024 WHEREAS, Section 24.B of the Regional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provides that the Commission shall prepare and submit its operating budget for the forthcoming year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated March 28, 2023, a copy of which is on file in the office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the fiscal year 2023-2024 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2023-2024 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 28, 2023, report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 1 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: April 11, 2023 AGENDA ITEM: Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2023 tax year SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Establish the percentage for personal property tax relief in Roanoke County for the 2023 tax year BACKGROUND: The Personal Property Tax Relief Act (PPTRA or the Act) of 1998 established a State- wide program to provide relief to owners of personal use motor vehicles. The Act provides State funds to localities to reduce local government taxation of personal property. In 2004 and 2005, additional legislation was passed to amend the original Act. This legislation capped PPTRA at $950 million for all Virginia localities for tax years 2006 and beyond. PPTRA funds are allocated to individual localities based on each government's pro rata share of tax year 2004 payments from the Commonwealth. The County's share of the $950 million is $12,229,857. DISCUSSION: The amount the County receives from the State has stayed constant since 2006. However, the personal property tax base has continued to grow, which has caused less of the personal property tax bill to be offset by PPTRA Funds. The County used a new Personal Property Planning Model developed by the CommlT Page 1 of 2 staff to allocate the State block grant of $12,229,857. Based on this model, the calculated effective reimbursement rate for Roanoke County citizens for the tax year 2023 is 44.98% The Board is required by the State to annually adopt a resolution setting the percentage reduction in personal property for that year. The attached resolution establishes the percentage at 44.98% for the 2023 tax year. FISCAL IMPACT: The percentage reduction is calculated to distribute the $12,229,857 block grant allocation from the State as described above. There will be some timing delays in the receipt of the State funds since they are received in the following fiscal year (2023- 2024). However, we are allowed to accrue these funds back to the 2022-2023 year for accounting purposes, therefore our budget will be balanced. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution, which establishes the percentage reduction for personal property tax relief at 44.98% for Roanoke County for the 2023 tax year. 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, APRIL 11, 2023 RESOLUTION SETTING THE ALLOCATION PERCENTAGE FOR PERSONAL PROPERTY TAX RELIEF IN ROANOKE COUNTY FOR THE 2023 TAX YEAR WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly 2004 Special Session I, and as set forth in item 503.E (Personal Property Tax Relief Program or "PPTRA") of Chapter 951 of the 2005 Acts of Assembly, a qualifying vehicle (as defined in Section 58.1-3523 of the Code of Virginia) with a taxable situs within the County commencing January 1, 2023, shall receive personal property tax relief; and, WHEREAS, this resolution is adopted pursuant to Ordinance 122005-10 adopted by the Board of Supervisors on December 20, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued from $1,001 to $20,000 will be eligible for 44.98% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 44.98% tax relief on the first $20,000 of value; and Page 1 of 2 4. That all other vehicles which do not meet the definition of qualifying (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to Roanoke County by the Commonwealth of Virginia. 6. That this resolution shall be effective from and after the date of 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: April 11, 2023 AGENDA ITEM: Public hearing for citizen comments on the following items: Calendar Year 2023 Real Estate, Personal Property and Machinery and Tools Tax Rates SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Conduct a public hearing to receive citizen comment on the Calendar Year 2023 Real Estate, Personal Property and Machinery and Tools Tax rates. BACKGROUND: State Code requires a public hearing in advance of the adoption of tax rates. This public hearing satisfies that requirement. DISCUSSION: The public hearing scheduled for April 11, 2023, is to receive written and oral comments on setting the tax rates for calendar year 2023 to support the fiscal year 2023-2024 operating budget. The public hearing was advertised on March 28 and April 4, 2023, thereby satisfying State code requirements for public notice. The adoption of these tax rates was preceded by a public hearing on March 14, 2023, to receive written and oral comments on setting the maximum tax rates for calendar year 2023. Page 1 of 2 FISCAL IMPACT: There is no fiscal impact associated with this public hearing. STAFF RECOMMENDATION: Staff recommends conducting the public hearing to satisfy State code requirements and receive citizen comment on the Calendar Year 2023 Real Estate, Personal Property and Machinery and Tools Tax rates. Page 2 of 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: April 11, 2023 AGENDA ITEM: Request to adopt the following taxes rates: (a) Resolution setting the tax rate on Real Estate in the County of Roanoke for the calendar year 2023; (b) Resolution setting the tax levy on Personal Property situate in the County of Roanoke for the calendar year 2023; (c) Resolution setting the tax levy on a classification of personal property - Machinery and Tools - situate in the County of Roanoke for calendar year 2023 SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Board of Supervisors adoption of calendar year 2023 tax rates to support the fiscal year 2023-2024 operating budget. BACKGROUND: As part of the annual budget development process, the Board of Supervisors is required to adopt tax rates to support the operating budget. The adoption of calendar year 2023 tax rates will support the fiscal year 2023-2024 operating budget. DISCUSSION: Proposed tax rates for the twelve month period beginning January 1, 2023 and ending December 31, 2023, were advertised on March 28 and April 4, 2023 as follows: a. Real Estate Tax at a rate of not more than $1.09 per one hundred dollars assessed valuation b. Personal Property Tax at a rate of not more than $3.50 per one hundred dollars Page 1 of 3 assessed valuation c. Machinery and Tools Tax at a rate of not more than $2.80 per one hundred dollars assessed valuation. However, as discussed previously, the economy has changed dramatically in recent years with the COVID-19 pandemic, inflation, increased real estate and vehicle values, supply chain issues, higher energy and utility costs which in turn has impacted the cost of living for Roanoke County citizens. Because of rising real estate assessments, higher assessments for personal property, and continued higher levels of inflation, there has been much discussion regarding the potential to evaluate various tax rates as we continue in this period of rapid inflation. Based on these discussions, The County Administrator's Fiscal Year 2023-2024 Proposed Budget was shared with the Board during a briefing on March 28, 2023, and was based on the following tax rates: Real Estate Tax rate of $1.07 per one hundred dollars of assessed value Personal Property Tax rate of $3.40 per one hundred dollars of assessed value Machinery and Tools Tax rate of $2.80 per one hundred dollars of assessed value In addition to the above tax rates, the County Administrator's Proposed Fiscal Year 2023-2024 Operating Budget included a provision to increase the gross receipts threshold from $135,000 to $150,000 for which only a $50 fee is levied for business license fees. To make this change, County Code will be required to be amended by an ordinance which will be presented for consideration at the May 9, 2023 Board of Supervisors meeting. Since the briefing, the Board and administration have continued their discussions for tax relief to our Roanoke County citizens. Due to these discussions the attached resolutions propose to set the tax rates for calendar year 2023 as follows: Real Estate Tax rate of $1.06 per one hundred dollars of assessed value Personal Property Tax rate of $3.40 per one hundred dollars of assessed value Machinery and Tools Tax rate of $2.80 per one hundred dollars of assessed value A public hearing for citizen comment on the tax rates was held on April 11, 2023. A public hearing for citizen comment on the proposed fiscal year 2023-2024 operating budget and proposed fiscal year 2024-2033 Capital Improvement Program will be held on April 25, 2023. Page 2 of 3 FISCAL IMPACT: There will be a fiscal impact to both the current year and the fiscal year 2023-2024 budget from adopting the attached resolutions. The Board of Supervisors' adoption of these resolutions will impact revenue in the current fiscal year. The revenue impact of the three -cent reduction in the Real Estate tax rate will result in approximately $1,650,000 of less revenue. This represents the reduction for the second half of fiscal year 2023 real estate tax revenues in the County's General Government Fund. The revenue impact of the ten -cent reduction in Personal Property tax rate will be approximately $1,340,000 less revenue, and the impact of the five -cent reduction in Machinery and Tools tax rate will be approximately $50,000 less revenue. This totals a reduction in the current fiscal year revenues of approximately $3,040,000. There is no impact to the Roanoke County Public Schools (RCPS) revenue in the current fiscal year as the transfer to the Schools for fiscal year 2023 has already been finalized through our revenue sharing formula. In fiscal year 2023-2024, the revenue impact resulting from the three -cent change in the Real Estate tax rate will be a reduction in revenue of approximately $3,300,000. The revenue impact resulting from the ten -cent change in the Personal Property tax rate will reduce revenue by approximately $1,340,000 and the impact of the change in the Machinery and Tools Tax will be a reduction in revenue of approximately $50,000. This totals to a reduction in the fiscal year 2023-2024 revenues of $4,690,000. As a reminder, the County Administrator's Fiscal Year 2023-2024 Proposed Budget included these changes with the exception of one cent on the real estate tax rate. STAFF RECOMMENDATION: Staff recommends the Board of Supervisors adopt the attached resolutions for the calendar year 2023 tax rates. Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 RESOLUTION SETTING THE TAX LEVY ON PERSONAL PROPERTY SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2023 BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the levy for the twelve-month period beginning January 1, 2023, and ending December 31, 2023, be, and hereby is, set for a tax rate of $3.40 per one hundred dollars of assessed valuation on all taxable, tangible personal property, excluding that class of personal property generally designated as machinery and tools as set forth in Section 58.1-3507 of the 1950 Code of Virginia, as amended, and excluding all those classes of household goods and personal effects as are defined in Sections 58.1-3504 and 58.1-3505 of the 1950 Code of Virginia, as amended, but including the property separately classified by Sections 58.1-3500, 58.1-3501, 58.1-3502, 58.1-3506 in the 1950 Code of Virginia, as amended, of public service corporations based upon the assessed value thereof fixed by the State Corporation Commission and duly certified. 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, APRIL 11, 2023 RESOLUTION SETTING THE TAX RATE ON REAL ESTATE SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2023 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, that the levy for the twelve-month period beginning January 1, 2023, and ending December 31, 2023, be, and hereby is, set for a tax rate of $1.06 per one hundred dollars of assessed valuation on all taxable real estate and mobile homes classified by Sections 58.1-3200, 58.1-3201, 58.1-3506.A.8, and 58.1-3506.B of the 1950 Code of Virginia, as amended, situate in Roanoke County. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 RESOLUTION SETTING THE TAX LEVY ON A CLASSIFICATION OF PERSONAL PROPERTY - MACHINERY AND TOOLS - SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2023 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That there be, and hereby is, established as a separate class of personal property in Roanoke County those items of personal property set forth in Section 58.1- 3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. 2. That the levy for the twelve-month period beginning January 1, 2023, and ending December 31, 2023, be, and hereby is, set for a tax rate of $2.80 per one hundred dollars of assessed valuation on all taxable, tangible personal property as herein established as a separate classification for tax purposes and as more fully defined by Section 58.1-3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. 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: April 11, 2023 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Open district appointments BACKGROUND: 1. Roanoke County Board of Zoning Appeals: Robert Arthur's five (5) year term representing the Windsor Hills Magisterial District expired June 30, 2022. 2. Roanoke County Economic Development Authority (EDA)(appointed by District): Steve Musselwhite's four-year term on the EDA expired on September 26, 2021 and he does not wish to be reappointed. 3. Roanoke County Library Board (appointed by District): The following District appointments remain open: Vinton Magisterial District Windsor Hills Magisterial District Page 1 of 2 4. Roanoke County Parks, Recreation and Tourism Advisory Commission (appointed by District): The following appointments remain open: Mike Roop's three (3) year term representing the Vinton Magisterial District expired June 30, 2019. Rich Tomlinson's three (3) year term representing the Vinton Magisterial District expired June 30, 2021. Murray Cook's three (3) year term representing the Windsor Hills Magisterial District expired June 30, 2020. There is also one open Windsor Hills Magisterial District appointee. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. 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, APRIL 11, 2023 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM G- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for April 11, 2023, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7 inclusive, as follows: 1. Approval of minutes — January 11, 2023 2. Proclamation recognizing the week of April 9-15, 2023 as National Telecommunicators Week in Roanoke County 3. Observance and Proclamation of Thursday, April 27, 2023, as National Arbor Day in Roanoke County 4. Resolution requesting the Virginia Department of Transportation (VDOT) accept Fairway Ridge Court of Ridge at Fairway Forest Section 3 in the Windsor Hills Magisterial District into the VDOT Secondary Road System 5. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2023-2024 6. Ordinance accepting and appropriating a donation from the Cave Spring First Aid and Rescue Squad, Inc. in the amount of $8,250 for use by the Roanoke County General Services Department (First Reading and Request for Second Reading) 7. Ordinance authorizing the acquisition of one-half (1/2) interest in three parcels of real property containing approximately 42 acres adjacent to Explore Park, located in Roanoke County and in Bedford County; and authorizing execution of an updated purchase agreement, a deed of conveyance, and other documents necessary to accomplish the acquisition of this real estate (First Reading and Request for Second Reading) Page 1 of 1 ACTION NO. ITEM NO. G.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Proclamation recognizing the week of April 9-15, 2023 as National Telecommunicators Week in Roanoke County SUBMITTED BY: Susan Slough Assistant Director of Communications APPROVED BY: Richard L. Caywood County Administrator ISSUE: Request the Board of Supervisors to recognize the week of April 9-15, 2023, as National Telecommunicators Week in Roanoke County. BACKGROUND: This week-long event, held annually during the third week of April, honors telecommunications personnel in the public safety community. STAFF RECOMMENDATION: Staff recommends the Board recognize April 9-15, 2023, as National Telecommunicators Week in Roanoke County. Page 1 of 1 frnut1g of -iivanultE c tat/natio:It � pt0AN0� DECLARING APRIL 9 THROUGH 15, 2023 AS NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK IN THE COUNTY OF ROANOKE WHEREAS, the week of April 9 through April 15, 2023, has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America; and WHEREAS, the President of the United States issued a proclamation calling upon the people of the United States to observe that week with appropriate ceremonies and activities; and WHEREAS, problems of crime, fire and other disasters touch and affect all segments of our society, and if unabated, can undermine and erode both moral and economic strengths of our community; and WHEREAS, men and women are engaged in the operation of emergency response systems for the County of Roanoke; and WHEREAS, these professionals are responsible for responding to stressful telephone calls from the general public for police, fire, and emergency medical assistance, and for calmly and professionally dispatching appropriate assistance to help save the lives and property of our citizens; and WHEREAS, our Communications Officers daily serve the public in countless ways without recognition by the beneficiaries of their services. NOW, THEREFORE, We, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim the week of April 9 through April 15, 2023, as "National Public Safety Telecommunicators Week" and call upon the citizens of the County of Roanoke to observe this week with appropriate ceremonies and activities. Presented this 11th day of April 2023 H6uL Martha B. Hooker Uh4c\N1,\AAA\i-v4, ACTION NO. ITEM NO. G.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Observance and Proclamation of Thursday, April 27, 2023, as National Arbor Day in Roanoke County SUBMITTED BY: Alexander M. Jones Planner II APPROVED BY: Richard L. Caywood County Administrator ISSUE: Observance and Proclamation of Thursday, April 27, 2023, as National Arbor Day in Roanoke County BACKGROUND: The Arbor Day Foundation has named Roanoke County a 2022 Tree City USA Community for its commitment to effective urban forestry management. It is the 151st anniversary of Arbor Day. The Arbor Day Foundation, is the nation's largest nonprofit organization dedicated to planting trees. The Tree City USA program is sponsored in cooperation with the National Association of State Foresters and the USDA Forest Service. Roanoke County retained its Tree City USA designation by meeting the program's following four requirements: a tree board or department; a tree -care ordinance; an annual community forestry budget of at least $2 per capita; and an annual Arbor Day observance and proclamation. The funding for this year's Roanoke County's Arbor Day planting is provided through the Virginia Trees for Clean Water matching grant program, in partnership with the Virginia Department of Forestry and the Roanoke Valley-Alleghany Regional Commission. The Virginia Department of Forestry has developed the Virginia Trees for Clean Water program to improve water quality across the Commonwealth of Virginia through efforts Page 1 of 2 to plant trees. The grants awarded through this program encourage local government and citizen involvement in creating and supporting long-term and sustained tree canopy cover. Arbor Day celebrations enable local governments to raise public awareness about the benefits of planting trees for the health of our streams and rivers. DISCUSSION: Roanoke County will observe National Arbor Day on Thursday, April 27, 2023 with a celebration at Oak Grove Park. The celebration will consist of a ribbon cutting for the Oak Grove Park improvements, a ceremonial tree planting, a presentation by State foresters on the importance of trees, and a program by ASK (After School for Kids) program students from Oak Grove Elementary School. Roanoke County encourages residents, businesses, and organizations to plant a tree in the community in honor of National Arbor Day. Cleaner air, improved storm water management, energy savings and increased property values are among the benefits enjoyed by Tree City USA communities. FISCAL IMPACT: The Virginia Trees for Clean Water program is a 50/50 matching grant with funds awarded on a reimbursement basis. Overhead costs for administering the grant will be incurred by the Roanoke Valley-Alleghany Regional Commission. Roanoke County's contribution will be in the form of in -kind services. No direct funding from Roanoke County is required. STAFF RECOMMENDATION: Staff recommends that the Roanoke County Board of Supervisors proclaim, Thursday, April 27, 2023, as National Arbor Day in Roanoke County. Page 2 of 2 Qfluntu of at1anflIu eNxaclama#ra it DECLARING THURSDAY, APRIL 27, 2023, AS NATIONAL ARBOR DAY IN THE COUNTY OF ROANOKE WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS WHEREAS , this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and , 2023 is the 151st anniversary of Arbor Day which is now observed throughout the nation and the world, and will be celebrated in Roanoke County on Thursday, April 27, 2023; and WHEREAS, the Arbor Day Foundation in partnership with the U.S. Forest Service and the National Association of State Foresters has recognized Roanoke County as a Tree City USA Community for the 25th year; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and countless other wood products; and WHEREAS, trees in our county increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal. NOW, THEREFORE, We, the Board of Supervisors of Roanoke County, do hereby proclaim Thursday, April 27, 2023, as NATIONAL ARBOR DAY in Roanoke County; and urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands; and FURTHER, we urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. Presented this 11th day of April 2023 )1/1_aAtAlk..... 5'6 ivt_. Martha B. Hooker ACTION NO. ITEM NO. G.4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Resolution requesting the Virginia Department of Transportation (VDOT) accept Fairway Ridge Court of Ridge at Fairway Forest Section 3 in the Windsor Hills Magisterial District into the VDOT Secondary Road System SUBMITTED BY: Tarek Moneir Director of Development Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Resolution requesting the Virginia Department of Transportation (VDOT) accept Fairway Ridge Court, the Ridge at Fairway Forest - Section 3 into the Virginia Department of Transportation System, in the Windsor Hills Magisterial District. BACKGROUND: The County of Roanoke is requesting that the Board of Supervisors approve a resolution asking the Virginia Department of Transportation (VDOT) accept, as described by the AM-4.3, (See attachment A) 0.13 mile of Fairway Ridge Court from the intersection with Fairway Ridge Road (VA SEC. Route # 1396) to the end of its southern cul-de-sac. This road is located within the Ridge at Fairway Forest - Section 3 subdivision in the Windsor Hills Magisterial District. DISCUSSION: The staff has inspected this road along with representatives of the Virginia Department of Transportation and finds the road acceptable. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. Page 1 of 2 STAFF RECOMMENDATION: The staff recommends that the Board approve this resolution to VDOT requesting that they accept Fairway Ridge Court into the Secondary Road System. 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, APRIL 11, 2023 RESOLUTION REQUESTING ACCEPTANCE OF FAIRWAY RIDGE 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 Transportation's Subdivision 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 (VDOT) 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 Ruaice C uwiya �i; 2.C9742, Earl. 251 [ atcgr 't[ 5 �[1 Description Length ROW Width Services Fairway Ridge Court; From: Int. 1396 To: End of its southern cul-de-sac 0.134 mi 40 ft 28 ft 13/16 houses ROANOKE COUNTY DEPARTMENT OF DEVELOPMENT SERVICES ACCEPTANCE OF FAIRWAY RODGE COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM Form AM 4.3 (Rev 04/05/2023) VDOT COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPOR Form AM 4.3 In Roanoke County by Resolution of the governing body adopted 4/11/2023 The following VDOT Form AM-4.3 is hereby attached and incorporated as part of the governing be secondary system of state highways. A Copy Testee Signed (County Official): Report of Changes in the Secondary System of State Hic Project/Subdivision: Ridge at Fairway Forest Section 3 CHANGE TYPE RTE NUM & STREET NAME CHANGE DESCRIPTION FROM TERMINI TO TERMINI LENGTH NUR L Addition Rt. 1417 - Fairway Ridge Court New subdivision street §33.2-705 Intersection with Fairway Ridge Road, route 1396 end of cul-de-sac 0.1343 April 5, 2023 Attention: Mail Address: 38878123 SSR Voice: Email: Fax: Surety and Fees Needed for Ridge at Fairway Forest Section 3 Roanoke County Please be advised that the streets shown on the attached 'Inventory of Streets Proposed for VDOT Acceptance' are satisfactory and eligible to be accepted as part of the secondary system of state highways. After receiving your surety, applicable fees and any outstanding items listed on the attached 'Check List of Items Required to Complete VDOT Acceptance of Streets,' we will notify the local authorities of those facts and confirm the agenda item for the acceptance of these streets by the governing body at their meeting, scheduled for April 11, 2023. Their resolution initiates the final steps required for VDOT to accept these streets and begin maintenance. Based on the date of the local governing body's meeting indicated above, the Department has determined a surety expiration date and the amounts required for surety, maintenance payment, and administrative cost recovery fee as shown at the top of the attached 'Surety Addendum - Inventory of Streets Proposed for VDOT Acceptance.' If surety is required, your surety provider may, at their option, list these streets within the body of the document or incorporate the attached list of streets in their document by reference. For your convenience pre -approved surety forms are attached. Please note that surety must be delivered to the Residency Office. Please note that if all necessary documents and monies are not received by the end of business March 21, 2023, the necessary resolution by the governing body may be deferred, a new fmal inspection may be required, and the amount of the fees may be adjusted. We encourage you to avoid such delays and any potential increase in costs associated with the acceptance of these streets by delivering all outstanding items and fees to this office as soon as possible. Residency Administrator or Agent Attachments Check List of Items Required to Complete VDOT Acceptance of Streets In order for VDOT to notify the County that the streets in the subject subdivision are ready to be accepted by the Department for maintenance, please be advised that the developer is responsible for providing the following documents, or assuring they have been provided, to VDOT before the date of the Board of Supervisors meeting. ❑ Bond, Irrevocable Letter of Credit, Escrow Agreement or Cash Bond as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance, provided to the residency office and NOT to Richmond. Maintenance Fee as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance Administrative Cost Recovery fee as indicated in the attached Inventory of Streets Proposed for VDOT Acceptance An executed copy of any prescribed County -State Agreement for all County controlled grade separation structures (24 VAC 30-91-110.J) Crossings of dams (24 VAC 30-91-110.K.1) PE certification regarding hydraulic design and construction of dams (24 VAC 30-91-110.K.2) Stormwater management impoundments receiving run-off from a roadway (24 VAC 30-91-110.L) Railroad crossings (24 VAC 30-91-110.M.4.b) Permits for any non -compliant sidewalk, bicycle, and/or shared use path facility impacting the dedicated right of way (24 VAC 30-91-110.I.2) n Quitclaims of all prior easements that conflict with the dedicated right-of-way. "Remain in Place" permits from all utility companies and for all facilities impacting dedicated rights -of -way. n Two (2) normal size copies of the recorded subdivision plat for all sections Two (2) copies of the recorded plat reduced to 11 inches X 17 inches One (1) fully annotated and clearly readable sketch of the subdivision layout, ❑ providing a realistic representation of the street network, with north arrow, on paper not less than 8.5 inches by 11 inches and not greater than 11 inches by 17 inches. (See example provided) ❑ One (1) copy of the approved road plans and one copy of the road plans in electronic format (or 2 paper copies). One (1) set of detailed design and one (1) set of as -built plans for all bridges and culverts providing a contiguous opening of more than 36 square feet. Note: Some counties have adopted a county wide comprehensive storm water management agreement with VDOT that may relieve the requirement of providing such an agreement. Contact the residency's land development or permit section to determine if a such an agreement is required for your subdivision. Surety Addendum Instruction Page Provide this page, the Surety Addendum and Sample Surety Documents to Developer Printed by VDOT on: April 5, 2023 Mr. Developer: Provide this document along with the Surety Addendum and the sample surety documents provided by VDOT to the institution that you expect to issue your Surety. Please be advised that the Surety Addendum must be incorporated within the Surety by reference or otherwise the Surety must identify the County, the subdivision and list the streets covered within the Surety document. To be acceptable, the Surety must be capable of being drawn at a counter within the Commonwealth of Virginia or, if the streets covered are in a county contiguous with a bordering state, at a counter in either the Commonwealth of Virginia or the bordering state. Please note that you are responsible for paying by Cashier's Check the amounts indicated on the Surety Addendum as Maintenance Fee and the Administrative Cost Recovery Fee. These amounts may be combined in one check. Surety Issuer: The Surety Addendum may be incorporated by reference within the body of your Surety document by citing the name of the Subdivision, the name of the locality, and resolution date. Otherwise, in addition to that information, a listing of streets, termini and lengths must be included within the body of your Surety document. Surety must be delivered to the following address: Surety Addendum Surety and Fees Data for the Street Inventory Listed Below Recommended Surety Surety Inspection Maint Acr Fee Expiration Date Amount Fee Amount Amount 5/31/2024 $6,000 $450 800 The dollar amounts shown in the table titled "Fees and Surety for the Street Additions Listed Below" were calculated in accordance with §24 VAC 30-91-140 of VDOT's Subdivision Street Requirements (SSRs). The amounts are based on the following described inspection approach and the listed inventory of streets proposed for acceptance in the captioned subdivision. The fee amounts reported here govern over those in Appendix 1 of the Subdivision Street Requirements, which is illustrative and presumes standard VDOT inspection. The Surety Expiration date, if shown, is (a) the earliest surety expiration date acceptable to VDOT, (b) based on the date of the Local Government's resolution requesting VDOT to accept the streets, and (c) may include a processing period for VDOT's final acceptance. Surety and the Administrative Cost Recovery Fee is based on the following: Standard VDOT inspection procedures were used. Costs associated with intermittent VDOT inspections are recovered under the standard fee structure for the Administrative Cost Recovery Fee. Inventory of Streets Proposed for VDOT Acceptance Route Number Street Name From Termini Intersection with Fairway Fairway Ridge Road, 1417 Ridge Court route 1396 To Termini end of cul-de-sac Number Of Lane Length Lanes Miles Certification of Institution Issuing Surety 0.13 2 0.27 This 'Surety Addendum' is hereby incorporated as part of our Surety Instrument , Issued Name of Institution issuing surety Signature of Authorized Institution Officer and Date Surety Addendum Irrevocable Letter of Credit For Subdivision Streets to be Maintained by the Virginia Department of Transportation Beneficiary: Virginia Department of Transportation Issuer: Please send this document to the VDOT Office VDOT Office of Land Use 1401 East Broad Street Richmond, VA 23219 Developer: Address: City, State, Zipcode Issuing Bank Address City, State Zipcode Ridge at Fairway Forest Section 3 Subdivision Roanoke County 4/11/23 Locality and Date to the Governing Body's Resolution Bank Number Letter of Credit no. Issued Date Expiration Date Amount (US Dollars) $6,000.00 We hereby open this letter of credit in the amount shown above for the above named Developer in favor of the Virginia Department of Transportation. These funds shall be available by your sight draft signed by the VDOT Residency Administrator or his representative stating that the draw is for the specific purpose of recovering all loss, cost, damage or expense incurred to correct faulty workmanship or materials associated with the construction of one or more streets and/or related drainage facilities listed on the attached VDOT document entitled "Surety Addendum - Inventory of Streets Proposed for VDOT Acceptance" identified below for the Subdivision in the Locality named above. All sight drafts made pursuant to this instrument shall bear the clause "Drawn under (Institution's Name and Address) for Letter of Credit No. , Issued , Expiring , in the amount of $ We hereby engage with you that drafts in compliance with these terms shall be duly honored. This letter of credit becomes operative and will expire at our counters on the dates first written above. Except as expressly stated herein, this credit is subject to the Uniform Customs and Practice for Documentary Credits (1993 Revision, as amended), International Chamber of Commerce Publication No. 600. (Authorized Signature) (Printed Name) (Title) SEAL (Asset) Performance Bond A Surety for Subdivision Street Additions to the Secondary System of State Highways Maintained by the Virginia Department of Transportation Issuer: This document is to be provided to the Beneficiary's Office located at: Locality Roanoke County Subdivision Ridge at Fairway Forest Section 3 Name and Address of Principal (a.k.a Developer) Locality's Resolution Date Recommended Expiration Amount (US Dollars) 4/11/23 5/31/24 $6,000.00 Name and Address of Bonding Company and State of Incorportation KNOWN ALL MEN BY THESE PRESENTS, That we, that above named Principal, and the above named Bonding Company (hereinafter "Surety") are held and firmly bound unto the Commonwealth of Virginia in the full and just sum shown above as "Amount of Surety," current money of the United States, to be paid upon demand to the said Commonwealth of Virginia, to which payment thereof we hereby bind ourselves, each of us, and each of our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents, sealed with our seals and dated this day of , WHEREAS, the Principal has constructed the streets listed on the attached report titled "Surety Addendum", and the Commonwealth, acting through the Department of Transportation, anticipate accepting the inventory of streets shown thereon for maintenance as part of the VDOT maintained secondary system of state highways. NOW, THEREFORE, The condition of this obligation is such that the Principal shall, for a period not less than one year, following the date of the Locality's Resolution and ending on the date of expiration cited above, indemnify and save harmless the Commonwealth of Virginia from all loss, cost, damage, or expense incurred in the repair of said streets, including the drainage facilities pertaining to said streets, and to persons and property lawfully on such streets occasioned by defective materials and/or workmanship. This obligation shall remain in full force and effect through the expiration date cited above. IN WITNESS WHEREOF, said Principal and Surety have caused these presents to be executed and their seals affixed the day and year first above written. Signature of Principal O Witness: (Typed or Printed Name) ACKNOWLEDGMENT OF PRINCIPAL STATE/COMMONWEALTH OF , CITY/COUNTY OF to wit: I, , a notary public in the State and City/County aforesaid, do certify that (Name) , (Title) , a duly authorized representative of the Principal (Developer)', appeared before me and acknowledged the foregoing instrument this day of NOTARY PUBLIC ID Number My commission expires: A Surety (Performance Bond) for Subdivision Street Additions to the Secondary System of State Highways Maintained by the Virginia Department of Transportation Roanoke County - Ridge at Fairway Forest Section 3 Bonding Company Signature of Attorney -in -Fact: Countersigned Typed or Printed Name Resident Virginia Agent AFFIDAVIT AND ACKNOWLEDGEMENT OF SURETY STATE/COMMONWEALTH OF CITY/COUNTY OF , to wit: I, , a notary public in the State and City/County aforesaid, do certify that (Name) , (Title) , an Officer of the forenamed Surety, did appear before me and make oath that he is duly authorized to execute the foregoing bond by virtue of a certain power of attorney of said company, dated the day of and recorded in the Clerk's Office of the in/as , that said power of attorney has not been revoked; that the said company has complied with all the requirements of law regulating the admission of such companies to transact business in the Commonwealth of Virginia; that the said company holds the certificate of the Commissioner of Insurance authorizing it to do business of the Commonwealth of Virginia; that it has a paid up cash capital of not less than $250,000; that the paid up capital, plus the surplus and undivided profits of said company, is $ ; that the penalty of the foregoing bond is not in excess of ten per centum of said sum; that the said company is not by said bond incurring in he aggregate, on behalf or on account to the principal named in said bond, a liability for an amount larger than one tenth of its paid up capital, plus its surplus and undivided profits; that the said company is solvent and fully able to meet promptly all its obligations, and the said Officer thereupon, in the name and on behalf of the said company, acknowledged the foregoing writing as its act and deed. NOTARY PUBLIC ID Number My commission expires: Note: An original copy of all pages is to be filed with the Department of Transportation. Page 2 of 2 ACTION NO. ITEM NO. G.5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2023-2024 SUBMITTED BY: Rebecca Owens Deputy County Administrator APPROVED BY: Richard L. Caywood County Administrator ISSUE: Approval of the fiscal year 2023-2024 budget for the Roanoke Valley Resources Authority BACKGROUND: The Roanoke Valley Resource Authority (RVRA) was established on October 23, 1991, as a tax-exempt political subdivision within the Commonwealth of Virginia to acquire and construct a regional sanitary landfill and waste collection and transfer station with related treatment facilities. Members of the RVRA are County of Roanoke, City of Roanoke, Town of Vinton and City of Salem. As specified in the RVRA's Member Use Agreement, all members must approve the budget for it to be approved. On March 22, 2023, the Roanoke Valley Resource Authority (RVRA) Board adopted an operating and reserve budget for fiscal year 2023-2024. DISCUSSION: The fiscal year 2023-2024 operating budget for RVRA totals $15,913,793 and represents an overall increase of $1,057,638 from the prior year budget. The budget proposal reflects no increase in Municipal Tipping Fees. The Commercial Tipping Fee would be increased from $64.50/ton to $65.75/ton. Page 1 of 3 Highlights of the operating budget are as follows: Revenues Projected increase of $1,037,638 in tipping fees is primarily due to the projected increase in tonnage and an increase in the private per ton disposal fee; Projected increase of $95,000 in interest income due to the increase in interest rates offset by a decline of $75,000 in the sale of recyclable material Expenses Salary and Benefits increased by $197,587 primarily due to proposed average merit/performance salary adjustments of 5% for RVRA employees and the addition of three months of Chief Executive Officer salary for an overlap due to the retirement of the current Chief Executive Officer Operating Costs changes are primarily attributed to: Projected net increase of $929,019 in transportation costs to Smith Gap due to a 5% rate increase and a $163,502 decrease in leachate due to decreased quantities; and Projected increase of $61,323 in contracted services primarily due to budgeting for the cost for a letter of credit; and Projected increase of $151,800 due to increased costs for gasoline, oil and grease and diesel fuel Transfer to reserves decreased $104,921 Debt Service increased $1,601 based on the planned amortization schedules of the outstanding debt. See the attached Fiscal Year 2023-2024 Reserves and Budget for additional information. FISCAL IMPACT: The Roanoke Valley Resource Authority budget will impact the County in several ways: 1. Recycling and tipping fees totaling $2,589,000 are budgeted in the fiscal year 2023-2024 General Fund -Solid Waste budget. Page 2 of 3 2. The County will continue to receive a municipality fee of $350,000 annually from the RVRA to compensate for the siting of the landfill within the County. 3. The County will receive $61,182 during the fiscal year 2023-2024 for providing accounting services. All of the above impacts are included in the proposed fiscal year 2023-2024 County budget. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the operating budget of the Roanoke Valley Resource Authority for the fiscal year 2023-2024. Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2023-2024 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke and the Town Council of the Town of Vinton; and WHEREAS, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted the fiscal year 2023-2024 budget of the Roanoke Valley Resource Authority for approval. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2023-2024 budget for the Roanoke Valley Resource Authority, is hereby approved, and the County Administrator and the Clerk are authorized to execute and attest respectively, on behalf of the County, any documentation, in form by the County Attorney, necessary to evidence said approval. Page 1 of 1 ROANOKE VALLEY RESOURCE AUTHORITY FY 2023-24 ANNUAL OPTRA NG BUDG T1N.KER CREEK TRANSFER STATION IIMILI Roanoke Valley Resource Authority TABLE OF CONTENTS Budget Summary 1 & 2 Revenues 3-5 Expenses * Personnel 6-13 Administrative 7 Roanoke Transfer Station 8 Salem Transfer Station 9 Smith Gap 10 Totals 11 Classification 12 Employee by Location 13 * Operating 14-25 * Capital 26 * Reserves 27-28 Tipping Fees Breakdown 29 2022-2023 BUDGET Roanoke Valley Resource Authority REVENUE 2023-2024 Disposal Fees $ 15,688,893 Interest Income $ 100,000 Transfer from Contingency Reserve Fund $ Sale of Recyclable Material $ 50,000 Miscellaneous - Mulch $ 50,000 Miscellaneous Sales $ 24,900 EXPENSES Personnel Administrative $ 1,111,567 Tinker Creek Transfer Station $ 952,889 Salem Transfer Station $ 652,407 Smith Gap $ 1,000,505 Totals Operating Administrative $ 1,134,959 Tinker Creek Transfer Station $ 2,744,679 Salem Transfer Station $ 1,986,993 Smith Gap $ 2,207,495 Totals CAPITAL SUiN/I VIA Total $ 15,913,793 $ 3,717,368 $ 8,074,125 Totals $ RESERVES Administrative $ - Tinker Creek Transfer Station $ 138,720 Salem Transfer Station $ 76,240 Smith Gap $ 2,006,793 Totals DEBT SERVICE Principal $ 1,158,253 Interest $ 742,294 Totals $ 1,900,547 TOTALS Administrative $ 2,246,526 Tinker Creek Transfer Station $ 3,836,287 Salem Transfer Station $ 2,715,641 Smith Gap $ 5,214,792 Debt Service $ 1,900,547 $ 2,221,753 $ 1,900,547 Total $ 15,913,793 Y 2023-2024 BUDGET J 1 Roanoke Valley Resource Authority REVENUE SLTIVL/IARY 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Disposal Fees $12,583,250 $12,656,250 $12,147,125 $ 14,681,825 $ 14,651,255 $15,688,893 Interest Income $ 100,000 $ 140,000 $ 150,000 $ 50,000 $ 5,000 $ 100,000 Transfer from Contingency $ 21,161 $ 897,436 $ 147,572 $ - $ - $ Reserve Fund Sale of Recyclable $ 45,000 $ 52,000 $ 60,000 $ 68,000 $ 125,000 $ 50,000 Material Mulch sales $ 42,000 $ 42,000 $ 45,000 $ 50,000 $ 50,000 $ 50,000 Miscellaneous $ - $ 46,000 $ 47,900 $ 24,900 $ 24,900 $ 24,900 TOTAL $12,791,411 $13,833,686 $12,597,597 $ 14,874,725 $ 14,856,155 $15,913,793 EXPENSES Personnel $ 3054,035 _-$ 3,255,069 $ 3,295,455 $ 3,332,196 $ 3,519,781 $ 3,717,368 Operating $ 6,700,794 $ 8,606,178 $ 8,014,111 $ 6,635,818 $ 7,110,754 $ 8,074,125 Capital $ - $ 85,000 $ - $ - $ - $ Transfer to Reserves $ 1,760,000 $ 610,000 $ 10,000 $ 3,122,725 $ 2,326,674 $ 2,221,753 Debt Service $ 1,276,582 $ 1,277,439 $ 1,278,031 $ 1,783,986 $ 1,898,946 $ 1,900,547 TOTAL $12,791,411 $13,833,686 $12,597,597 $ 14,874,725 $ 14,856,155 $15,913,793 DISPOSAL FEES Municipal $ per ton 51.50 53.50 53.50 53.50 55.00 55.00 Private $ per ton 61.50 61.50 62.75 62.75 64.50 65.75 INCREASE -2.2% 8.1% -8.9% 18.1% -0.1% 7.1% in expenses 2023-2024 BUDGET 2 1 I • 1 1 1 1 — Roanoke Valley Resource Authority REVENUES CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 9202 Total Tipping Fees $14,651,255 $15,688,893 Based on tonnage receipts of : 211,150 Municipal 97,200 tons $ 5,632,330 Commercial 64,550 tons $ 4,290,188 Private 37,000 tons $ 2,779,225 Residential 12,400 tons $ 716,300 Contracted MSW 80,000 tons $ 2,270,850 Total $ 15,688,893 15100 Interest Income $ 5,000 $ 100,000 Operating & Other Reserve $ 100,000 40956 Transfer from Contingency Reserve Fund $ - $ - Funds available from Contingency Reserve 16916 Sale of Recyclable Material $ 125,000 $ 50,000 Sale of Recyclable Scrap Metal & Miscellaneous 18120 Mulch Revenue $ 50,000 $ 50,000 Mulch Sales 18100 Miscelaneous Revenue $ 24,900 $ 24,900 MVP Annual Easement Fee $ 24,900 Misc. Use Fees $ - Total $ 24,900 TOTAL REVENUE $14,856,155 $15,913,793 2023-2024 BUDGET 3 r • TIPPING FEES CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 16906 City of Roanoke $ 2,370,500 $ 2,377,600 Municipal Waste 41,000 tons @ 55.0 $ 2,255,000 Wood Waste 2,900 tons @ 37 $ 107,300 Tires 60 tons @ 255 $ 15,300 - mixed @ 5 $ - City of Roanoke Total $ 2,377,600 16907 County of Roanoke $ 2,186,600 $ 2,193,400 Municipal Waste 37,000 tons @ 55.0 $ 2,035,000 Wood Waste 4,000 tons @ 37 $ 148,000 Tires 40 tons @ 255 $ 10,200 40 mixed @ 5 $ 200 County of Roanoke Total $ 2,193,400 16908 Town of Vinton $ 181,040 $ 181,180 Municipal Waste 3,200 tons @ 55.0 $ 176,000 Wood Waste 140 tons @ 37 $ 5,180 Tires - tons @ 255 $ - - mixed @ 5 $ - Town of Vinton Total $ 181,180 16911 City Of Salem $ 880,150 $ 880,150 Municipal Waste 16,000 tons @ 55.0 $ 880,000 Wood Waste - tons @ 37 $ - Tires - tons @ 255 $ - 30 mixed @ 5 $ 150 City of Salem Total $ 880,150 2023-2024 BUDGET 4 II 1 1 1 i 1 1 TIPPING FEES CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 16914 Commercial $ 4,206,675 $ 4,290,188 Commercial Waste 64,550 tons @ 65.75 $ 4,244,163 Wood Waste 1,000 tons @ 37 $ 37,000 Tires 20 tons @ 255 $ 5,100 785 mixed @ 5 $ 3,925 Commercial Total $ 4,290,188 16914 Contracted Municipal $ 1,440,340 $ 2,270,850 Contracted MSW Solid Waste 80,000 CW tons @ 28.11 $ 2,248,800 500 RDS tons @ 44.10 $ 22,050 Contracted MSW $ 2,270,850 16915 Private $ 2,669,650 $ 2,779,225 Private Waste 37,000 tons @ 65.75 $ 2,432,750 Wood Waste 3,400 tons @ 37 $ 125,800 Tires 850 tons @ 255 $ 216,750 785 mixed @ 5 $ 3,925 Private Total $ 2,779,225 16917 Residential $ 716,300 $ 716,300 Residential Waste Based on Uniform Disposal Allocation City of Roanoke 43.5% $ 311,591 County of Roanoke 41.7% $ 298,697 Town of Vinton 3.6% $ 25,787 City of Salem 11.2% $ 80,297 Household 12,400 Tons @ $55.0 $ 682,000 Wood waste 800 Tons @ $37 $ 28,800 Tires 1,100 Tires @ $5 $ 5,500 Residential Total $ 716,300 TOTAL TIPPING FEES $14,651,255 $15,688,893 5 2023-2024 BUDGET 1 1 t 1 ■ 1 Roanoke Valley Resource Authority 1FR SONN1F1[ , CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 101010 Salaries $ 2,258,669 $ 2,394,716 Salaries for 41 employees position for 3 months of FY 23-24. 101015 Overtime $ 91,000 $ 91,000 Extra work required on Saturdays, Weekdays & Holidays 101020 Part - time $ 50,000 $ 50,000 Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 183,575 $ 193,982 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 360,709 $ 382,436 15.97 % of salaries 41 employees $ 2,394,716 202840 Deferred Comp. Match $ 26,000 $ 26,650 $25 per pay period 41 employees 202203 Retirement - VRS- Plan 2 $ - $ - 15.97 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ - $ - 15.97 % of salaries 0 employees $ - 202300 Hospitalization $ 319,905 $ 304,840 41 participating employees 5.0% Annual $ single 36 $ 233,633 em&sp 1 $ 9,687 family 2 $ 24,868 Em & Ch 2 $ 15,153 HRA $ 21,500 202310 Dental $ 17,760 $ 19,114 41 participating employees @ $39 per month 202400 Life Insurance - VRS $ 30,266 $ 32,089 1.34 % of salaries 41 employee: $ 2,394,716 202500 Long Term Disability Ins. $ 6,663 $ 7,064 0.59% salaries RVRA pays 50% $7,064 202510 Short Term Disability Ins. $ 2,000 $ 2,000 RVRA pays 100% 202700 Workers' Comp. Ins. $ 60,482 $ 56,738 Workers' Comp. Insurance 41 employees 202750 Retirement Health Insurance Credit $ 6,776 $ 7,184 0.30 % of salaries 41 employee: $ 2,394,716 202800 Termination Pay $ 65,000 $ 65,000 Flex Leave and Banked Sick Leave Payments 202810 Cash -in FLP $ 37,974 $ 81,553 Flexible Leave pay out 202830 Employee Benefits $ 3,000 $ 3,000 Retiree Health Insurance TOTAL PERSONNEL $ 3,519,781 $ 3,717,368 2023-2024 BUDGET i 6 • • 1 Roanoke Valley Resource Authority PERSONNEL ADMIN CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 101010 Salaries $ 651,398 $ 742,953 Salaries for 7 employees *Additional CEO salary included to account for a 41st position for 3 months of FY 23-24. 101015 Overtime $ - $ - Extra work required on Saturdays & Holidays 101020 Part - time $ - $ - Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 49,832 $ 56,836 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 104,028 $ 118,650 15.97 % of salaries 5 employees $ 742,953 202840 Deferred Comp. Match $ 3,900 $ 4,550 $25 per pay period 7 employees 202203 Retirement - VRS- Plan 2 $ - $ - 15.97 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ - $ - 15.97 % of salaries 2 employees $ - 202300 Hospitalization $ 50,940 $ 54,967 7 participating employees 5.0% Annual $ single 6 $ 38,533 em&sp 0 $ - family 1 $ 12,434 Em&Ch 0 $ - i-IRA $ 4,000 202310 Dental $ 2,664 $ 3,263 7 participating employees @ $39 per month 202400 Life Insurance - VRS $ 8,729 $ 9,956 1.34 % of salaries 7 employees $ 742,953 202500 Long Term Disability Ins. $ 1,922 $ 2,192 0.59% salaries RVRA pays 50°A $2,192 202510 Short Term Disability Ins. $ 300 $ 341 RVRA pays 100% 202700 Workers' Comp. Ins. $ 586 $ 669 Workers' Comp. Insurance 7 employees 202750 Retirement Health Insurance Credit $ 1,954 $ 2,229 0.30 % of salaries 7 employees $ 742,953 202800 Termination Pay ,$ 65,000 $ 65,000 Annual and sick leave payments 202810 Cash -in FLP $ 8,126 $ 49,449 Flexible Leave pay out 202830 Employee Benefits $ 450 $ 512 Retiree Health Insurance TOTAL PERSONNEL $ 949,829 $1,111,567 7 1 f t 1 1 Roanoke Valley Resource Authority PERSONNEL TCTS CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 101010 Salaries $ 577,138 $ 589,688 Salaries for 12 employees 101015 Overtime $ 44,000 $ 44,000 Extra work required on Saturdays, Evenings & Holidays 101020 Part - time $ 35,000 $ 35,000 Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 50,195 $ 51,155 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 92,169 $ 94,173 15.97 % of salaries 12 employees $ 589,688 202840 Deferred Comp. Match $ 7,800 $ 7,800 $25 per pay period 12 employees 202203 Retirement - VRS- Plan 2 $ - $ - 15.97 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ - $ - 15.97 % of salaries 0 employees $ - 202300 Hospitalization $ 88,597 $ 83,067 12 participating employees 5.0% Annual $ single 12 $ 77,067 em&sp 0 $ - family 0 $ - Em&Ch 0 $ - HRA $ 6,000 202310 Dental $ 5,328 $ 5,594 12 participating employees @ $39 per month 202400 Life Insurance - VRS $ 7,734 $ 7,902 1.34 % of salaries 12 employees $ 589,688 202500 Long Term Disability Ins. $ 1,703 $ 1,740 0.59% salaries RVRA pays 50% $1,740 202510 Short Term Disability Ins. $ 600 $ 585 RVRA pays 100% 202700 Workers' Comp. Ins. $ 20,442 $ 17,067 Workers' Comp. Insurance 12 employees 202750 Retirement Health Insurance Credit $ 1,731 $ 1,769 0.30 % of salaries 12 employees $ 589,688 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash -in FLP $ 5,876 $ 12,471 Flexible Leave pay out 202830 Employee Benefits $ 900 $ 878 Retiree Health Insurance TOTAL PERSONNEL $ 939,211 $ 952,889 2023-2024 BUDGET 1 8 r f 1 Roanoke Valley Resource Authority PERSONNEL STS CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 101010 Salaries $ 403,479 $ 479,191 Salaries for 8 employees 101015 Overtime $ 22,000 $ 22,000 Extra work required on Saturdays & Holidays 101020 Part - time $ 5,000 $ 5,000 Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 32,932 $ 34,363 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 64,436 $ 67,424 15.97 % of salaries 8 employees $ 422,191 202840 Deferred Comp. Match $ 5,200 $ 5,200 $25 per pay period 8 employees 202203 Retirement - VRS- Plan 2 $ - $ - 15.97 % of salaries employees $ - 202205 Retirement - VRS- Hybrid $ - $ - 15.97 % of salaries employees $ - 202300 Hospitalization $ 74,092 $ 57,032 8 participating employees 5.0% Annual $ single 7 $ 44,956 em&sp 0 $ - family 0 $ - Em& Ch 1 $ 7,577 HRA $ 4,500 202310 Dental $ 3,552 $ 3,730 8 participating employees @ $39 per month 202400 Life Insurance - VRS $ 5,407 $ 5,657 1.34 % of salaries 8 employees $ 477,191 202500 Long Term Disability Ins. $ 1,190 $ 1,245 0.59% salaries RVRA pays 50°A $1,245 202510 Short Term Disability Ins. $ 400 $ 390 RVRA pays 100% 202700 Workers' Comp. Ins. $ 15,453 $ 14,494 Workers' Comp. Insurance 8 employees 202750 Retirement Health Insurance Credit $ 1,210 $ 1,267 0.30 % of salaries 8 employees $ 479,191 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash -in FLP $ 10,960 $ 11,828 Flexible Leave pay out 202830 Employee Benefits $ 600 $ 585 Retiree Health Insurance TOTAL PERSONNEL $ 645,911 $ 652,407 2023-2024 BUDGET 9 1 li F r t 4 1 Roanoke Valley Resource Authority PERSONNEL SG CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 101010 Salaries $ 626,654 $ 639,883 Salaries for 14 employees 101015 Overtime $ 25,000 $ 25,000 Extra work required on Saturdays & Holidays 101020 Part - time $ 10,000 $ 10,000 Operations, Buildings, and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 50,617 $ 51,629 7.65 % of salaries, overtime, part time 202200 Retirement - VRS $ 100,077 $ 102,189 15.97 % of salaries 14 employees $ 639,883 202840 Deferred Comp. Match $ 9,100 $ 9,100 $25 per pay period 14 employees 202203 Retirement - VRS- Plan 2 $ - $ - 15.97 % of salaries 0 employees $ - 202205 Retirement - VRS- Hybrid $ - $ - 15.97 % of salaries 0 employees $ - 202300 Hospitalization $ 106,276 $ 109,774 14 participating employees 5.0% Annual $ single 11 $ 73,077 em&sp 1 $ 9,687 family 1 $ 12,434 Em & Ch 1 $ 7,577 HRA $ 7,000 202310 Dental $ 6,216 $ 6,527 14 participating employees @ $39 per month 202400 Life Insurance - VRS $ 8,397 $ 8,574 1.34 % of salaries 14 employees $ 639,883 202500 Long Term Disability Ins. $ 1,849 $ 1,888 0.59% salaries RVRA pays 50% $1,888 202510 Short Term Disability Ins. $ 700 $ 683 RVRA pays 100% 202700 Workers' Comp. Ins. $ 24,001 $ 24,508 Workers' Comp. Insurance 14 employees 202750 Retirement Health Insurance Credit $ 1,880 $ 1,920 0.30 % of salaries 14 employees $ 639,883 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash -in FLP $ 13,013 $ 7,806 Flexible Leave pay out 202830 Employee Benefits $ 1,050 $ 1,024 Retiree Health Insurance TOTAL PERSONNEL $ 984,829 $ 1,000,505 2023-2024 BUDGET 1 10 1 r f r E Roanoke Valley Resource Authority PERSONNEL TOTALS CODE DESCRIPTION FY23-24 AD TCTS STS SG 101010 Salaries $ 2,394,716 $ 742,953 $ 589,688 $ 422,191 $ 639,883 101015 Overtime $ 91,000 $ - $ 44,000 $ 22,000 $ 25,000 101020 Part - time $ 50,000 $ - $ 35,000 $ 5,000 $ 10,000 101116 Supplements $ - $ - $ - $ - $ - 202100 F.I.C.A. $ 193,982 $ 56,836 $ 51,155 $ 34,363 $ 51,629 202200 Retirement - VRS $ 382,436 $ 118,650 $ 94,173 $ 67,424 $ 102,189 202840 Deferred Comp. Match $ 26,650 $ 4,550 $ 7,800 $ 5,200 $ 9,100 202203 Retirement - VRS Plan 2 $ - $ - $ - $ - $ - 202205 Retirement - VRS Hybrid $ - $ - $ - $ - $ - 202300 Hospitalization $ 304,840 $ 54,967 $ 83,067 $ 57,032 $ 109,774 202310 Dental $ 19,114 $ 3,263 $ 5,594 $ 3,730 $ 6,527 202400 Life Insurance - VRS $ 32,089 $ 9,956 $ 7,902 $ 5,657 $ 8,574 202500 Long Term Disability Ins. $ 7,064 $ 2,192 $ 1,740 $ 1,245 $ 1,888 202510 Short Term Disability Ins. $ 2,000 $ 341 $ 585 $ 390 $ 683 202700 Workers' Comp. Ins. $ 56,738 $ 669 $ 17,067 $ 14,494 $ 24,508 202750 Retirement Health Insurance Credit $ 7,184 $ 2,229 $ 1,769 $ 1,267 $ 1,920 202800 Termination Pay $ 65,000 $ 65,000 $ - $ - $ - 202810 Cash -in FLP $ 81,553 $ 49,449 $ 12,471 $ 11,828 $ 7,806 202830 Employee Benefits $ 3,000 $ 512 $ 878 $ 585 $ 1,024 TOTAL PERSONNEL $ 3,717,368 $ 1,111,567 $ 952,889 $ 652,407 $ 1,000,505 2023-2024 BUDGET i!I 11 l r lik n U w 1 Roanoke Valley Resource Authority POSITION Director of Operations Technical Services Director of Operation Field Services Finance Manager PT, SO # GRADE CURRENT PAY RANGE 1 37 $ 82,554 to $ 131,261 1 37 $ 82,554 to $ 131,261 1 36 $ 78,623 to $ 125,011 Business Manager 1 30 $ 58,670 to $ 93,285 Operations Manager 4 27 $ 50,681 to $ 80,583 Administrative Coordinator 1 25 $ 45,969 to $ 73,091 Facilities Technician 1 23 $ 41,696 to $ 66,296 Operations Supervisor 4 23 $ 41,696 to $ 66,296 Senior Equipment Operator 3 22 $ 39,710 to $ 63,139 Motor Equipment Operator II 16 19 $ 34,303 to $ 54,542 Scale Operator 2 19 $ 34,303 to $ 54,542 Motor Equipment Operator I 4 17 $ 31,114 to $ 49,471 TOTAL SALARIES* _ 41 $ 2,280,682 1/3/2023 *Additional CEO salary included to account for a 41st position for 3 months of FY 23-24. Average Adjustments (5%): Increases $ 114,034 Average Adjustment/Promotions Total $ 114,034 TOTAL ADJUSTED SALARIES $ 2,394,716 2023 - 2024 BUDGET 1 12 Roanoke Valley Resource Authority P SONNET, EMPLOYEE BY LOCATION POSITION # GRADE ADMIN. TINKER SALEM LANDFILL CEO Director of Operations Technical Services Director of Operation Field Services Finance Manager 2 U 2 0 0 0 1 37 1 0 0 0 1 37 1 0 0 0 1 36 1 0 0 0 Business Manager 1 30 1 0 0 0 Operations Manager 4 27 0 2 1 1 Administrative Coordinator 1 25 1 0 0 0 Facilities Technician 1 23 0 1 0 0 Operations Supervisor 4 23 0 2 1 1 Senior Equipment Operator 3 22 0 1 1 1 Motor Equipment Operator II 16 19 0 4 4 8 Scale Operator 2 19 0 1 1 0 Motor Equipment Operator I 4 17 0 1 0 3 TOTAL EMPLOYEES 41 7 12 8 14 *Additional CEO salary included to account for a 41st position for 3 months of FY 23-24. 2023 - 2024 BUDGET 13 - Roanoke Valley Resource Authority OPERATING CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 300004 Medical Exams $ 2,000 $ 2,000 Physical exams for new employees; drug and alcohol random testing, more testing 300007 Contract Services $ 616,677 $ 678,000 Employee Assistance Program: $17.00 @ x 41 employees $ 697 Clean Valley Council -Annual $ 35,000 Landscaping- $520/month $ 6,240 Tire Disposal - 870 Tons @ $ 133,980 Copier Rental $790.00 /Month $ 9,480 HHW Disposal $ 66,808 Janitorial Services $ 48,000 Exterminating Services $ 2,781 Letter of Credit $ 125,000 Tire Transportation $ 52,000 Propeller Survey Processing $ 6,000 Salem Bond Debt $ 192,014 300100 Groundwater Sampling and Analysis -SG & RR $ 151,730 $ 158,480 Residential Drinking Water Sampling 24 @ $735 $ 16,800 Detection Monitoring -Lab $ 3,245 ACM Monitoring - Lab $ 43,260 Engineering $ 95,175 300102 Stormwater Sampling & Analysis -SG & TCTS $ 75,705 $ 79,490 *Permit Sampling Engineering (PCB added) $ 52,994 Laboratory $ 26,497 300103 Landfill Gas Monitoring - SG & RR $ 120,922 $ 140,500 SG - Monthly & Quarterly $ 104,500 Title V RR- Monthly & Quarterly $ 36,000 300013 Professional Services $ 55,105 $ 55,105 Engineering $ 18,540 Leachate sampling $ 5,150 Auditing Services $ 16,995 Software support $ 14,420 300017 Legal Services $ 45,320 $ 30,000 General Counsel $ 30,000 300029 Transportation to Smith Gap - Trailers $ 2,493,531 $ 3,422,550 Trucking tons shipped 211,150 21 tons/trailer = 10,054 5.0 % Rate Incr. Total $ 3,422,550 2023-2024 BUDGET 14 L r • 10. • ni Roanoke Valley Resource OPE 1'1 ATI G CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 300004 Medical Exams $ 2,000 Physical exams for new employees; drug and alcohol random testing $ 2,000 $ - $ - $ - 300007 Contract Services $ 678,000 Employee Assistance Program: $17.00 @ x 41 employees $ 697 Clean Valley Council 12 months $ 35,000 Landscaping- $520/month $ 6,240 Tire Disposal $ 133,980 Copier Rental $ 9,480 HHW Disposal $ 66,808 Janitorial Services $ 48,000 Exterminating Services $ 2,781 $ - $ 125,000 Tire Transportation $ 52,000 Propeller Survey Processing $ 6,000 Salem Bond Debt $ 192,014 $ 697 $ 35,000 $ 6,240 $ - $ 9,480 $ 66,808 $ 4,200 $ - $ - $ 125,000 $ - $ 6,000 $ 192,014 $ - $ - $ - $ 133,980 $ 8,400 $ 1,800 $ - $ 52,000 $ - $ - $ - $ - $ 6,300 $ 500 $ - $ - $ - $ - $ - $ - $ 29,100 $ 481 $ $ - 300100 Groundwater Sampling & Analysis SG & RR $ 158,480 Residential Drinking Water Samplin $ 16,800 Detection Monitoring & Lab $ 3,245 ACM Monitoring - Lab & $ 43,260 Engineering $ 95,175 $ - $ - $ 43,260 $ 62,000 $ - $ - $ - $ - $ - $ - $ - $ - $ 16,800 $ 3,245 $ - $ 33,175 300102 Stormwater Sampling & Analysis $ 79,490 *Permit Sampling Engineering (PCB added) $ 52,994 Laboratory $ 26,497 $ - $ - $ - $ 2,500 $ 1,500 $ - $ - $ - $ 50,494 $ 24,997 300103 Landfill Gas Monitoring - SG & RR $ 140,500 SG - Monthly & Quarterly $ 104,500 Title V RR- Monthly & Quarterly $ 36,000 $ - $ 36,000 $ - $ - $ - $ - $ 104,500 $ - 300013 Professional Services $ 55,105 Engineering $ 18,540 Leachate sampling $ 5,150 Auditing Services $ 16,995 Software support $ 14,420 $ - $ 2,000 $ 16,995 $ 14,420 $ - $ - $ - $ - $ - $ - $ - $ - $ 18,540 $ 3,150 $ - $ - 300017 Legal Services $ 30,000 General Counsel $ 30,000 Outside Legal $ - $ 30,000 $ - $ - $ - $ - $ - $ - $ - 300029 Transportation & Landfill $ 3,422,550 Total Tons to be Landfilled 211,150 21 tons/trailer = 10,054 $ - $1,893,850 $1,528,700 $ - 2023-2024 BUDGET • 15 r 1 i 111 Roanoke Valley Resource Authority ®P RA 1I G CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 300030 Waste Water Transportation $ 478,502 $ 315,000 Leachate Trailers 823 trls / 5,761,000 Gal. $ 315,000 300035 $ - $ - 310001 Temporary Help $ - $ - Buildings and Grounds Maintenance 320001 Contracted Repairs $ 588,500 $ 588,500 On Road Vehicles $ 18,500 Construction Equipment Off Road Vehicles $ 510,000 Miscellaneous Equip. $ 60,000 Includes Grinder Trailers, hydroseeder Mowers, truck scales 380380 Building Maintenance and Grounds $ 170,000 $ 170,000 Maintenance and repairs to all buildings and property; pump stations, septic & leachate tanks. 350010 Printed Forms $ 5,100 $ 5,100 Letterhead, envelopes, cards, scale tickets repair orders, purchasing forms includes General Counsel 360010 Advertising $ 8,850 $ 8,850 RFP, bids, public hearing, $ 8,000 etc. Handouts $ 150 User Brochures $ 400 HHW Brochures $ 200 Miscellaneous $ 100 2023-2024 BUDGET 16 i 1 Roanoke Valley Resource OPERA I1IN G CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 300030 Waste Water Transport $ 315,000 Leachate Hauling 823 trls / 5,761,000 Gal. $ - $ - $ - $ 315,000 300035 $ - 0 $ - $ - $ - $ - 310001 Temporary Help $ - Buildings & Grounds Maintenance $ - $ - $ - $ - 320001 Contracted Repairs $ 588,500 All road vehicles Construction Equipment Off Road Vehicles Miscellaneous Equip. 0 Sub -Totals $ 18,500 $ - $ - $ - $ 18,500 $ - $ 160,000 $ 20,000 $ - $ 180,000 $ - $ 50,000 $ 10,000 $ - $ 60,000 $ - $ 300,000 $ 30,000 $ - $ 330,000 380380 Building Maintenance and Grounds $ 170,000 Maintenance & repairs to all buildings and property; pump station, septic & leachate tanks $ 24,000 $ 44,000 $ 24,000 $ 78,000 350010 Printed Forms $ 5,100 Letterhead, envelopes, cards, scale tickets, etc. includes General Counsel $ 5,100 $ - $ - $ - 360010 Advertising $ 8,850 RFP, bids, public hearings, etc. Handouts User Brochures HHW Brochures Miscellaneous $ 8,000 $ 150 $ 400 $ 200 $ 100 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 2023-2024 BUDGET • 17 1 1 e Roanoke Valley Resource Authority OPERATING CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 360001 Marketing activities $ 400 $ 400 Recycling handouts, pens, pencils, miscellaneous items 360030 Special Events $ 6,500 $ 6,500 Annual Employee Functions & Customer Appreciation Day 400600 Central Services $ 75,600 $ 77,900 Administrative services, Roanoke County/Roanoke City for data processing, IT Support accounting, web updates, miscellaneous 510010 Electric $ 100,200 $ 110,220 RTS $2,475/month $ 29,700 SGRL $3,850/month $ 46,200 STS $2,200/month $ 26,400 RRLF $660/month $ 7,920 510021 Heating Services $ 2,000 $ 2,000 Transfer Station Natural Gas $ 2,000 510022 Fuel Oil Natural & Bottled Gas $ 20,000 $ 20,000 Propane Gas $ 20,000 Smith Gap Landfill 510041 Water Service - Transfer Station $ 15,000 $ 15,000 Water & Sewer Service for Transfer Stations 510042 Sewer Service - leachate $ 67,476 $ 48,122 Sewer Service - leachate Smith Gap 900,000 Gallons@ $4.62/1000 $ 4,158 7,230,000 Gallons@ $5.93/1000 $ 43,964 Plus Base Fee $ 48,122 520010 Postage $ 4,800 $ 4,800 Postage for all mailings and correspondence, postage meter rent, includes General Counsel 520030 Telephone $ 5,200 $ 5,200 Telephone service at all facilties, long distance calls, & credit card processing 520033 Internet Lines $ 16,740 $ 16,740 Fees for internet service @ Smith Gap Landfill, and Both Transfer Stations 520035 Cell Phones $ 10,000 $ 10,000 Service for cell phones 2023-2024 BUDGET 18 r Roanoke Valley Resource Authority OPERATING CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 360001 Marketing Activities $ 400 Recycling handouts, pens, pencils, miscellaneous items $ 400 $ - $ - $ - 360030 Special Events $ 6,500 Annual Employee Functions & Customer Appreciation Day $ 6,500 $ - $ - $ - 400600 Central Services $ 77,900 Administrative services, Roanoke County/Roanoke City for data processing, accounting, web update, misc. $ 77,900 $ - $ - $ - 510010 Utilities - Electricity $ 110,220 TCTS $2,475/month SGRLF $3,850/month STS $2,200/month RRLF $660/month $ 7,920 $ 29,700 $ 26,400 $ 46,200 510021 Heating Services $ 2,000 Transfer Station Natural Gas $ - $ 2,000 $ - $ - 510022 Fuel Oil Natural & Bottled Gas $ 20,000 Smith Gap Landfill Propane Gas $ - $ - $ - $ 20,000 510041 Water Service - Transfer Station $ 15,000 Water & Sewer Service for Transfer Stations $ - $ 8,500 $ 6,500 $ - 510042 Sewer Service $ 48,122 Sewer Service (leachate) Smith Gap & Rutrough $ 4,158 $ - $ - $ 43,964 520010 Postage $ 4,800 Postage for all mailings and correspondence, postage meter rent, includes General Counsel $ 4,800 $ - $ - $ - 520030 Telephone $ 5,200 Telephone Service $ 5,200 $ - $ - $ - 520033 Internet Lines $ 16,740 Fees for internet service $ 5,700 $ - $ 5,520 $ 5,520 520035 Cell Phones $ 10,000 Service for cell phones $ 10,000 $ - $ - $ - 2023-2024 BUDGET 19 Roanoke Valley Resource Authority 0 KRA ING G CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 530002 Property Insurance -Fire $ 33,075 $ 52,000 Coverage for all buildings, contents, and equipment i 530005 Motor Vehicle Insurance $ 36,304 $ 41,000 Insurance for on -road vehicles j 530007 Public Officials Insurance $ 2,205 $ 7,300 Insurance through VML or VACO pools 530008 General Liability Ins. $ 9,398 $ 6,880 Coverage for all facilities & property 540010 Rent of Equipment $ 80,000 $ 80,000 Rental of Miscellaneous Equipment 550001 Travel - Mileage $ 500 $ 500 Use of personal vehicles for RVRA business, staff, and Board Members 550020 Dinner Meetings - Luncheons $ 4,500 $ 4,500 Monthly Board meetings, dinners & luncheons associated with RVRA 550040 Travel and Lodging, Conference, Training and Education $ 24,400 $ 24,400 Conference registrations; $ 6,000 SWANA, VML, legal conferences Subsistence & Lodging $ 10,000 Operator training for $ 8,400 hazardous materials, certifications & educations 560001 Contributions $ 657,000 $ 657,000 Payments per contract to: Roanoke County $ 350,000 Roanoke City $ 150,000 Salem City $ 150,000 Town of Vinton $ 5,000 Volunteer fire and rescue $ 2,000 2023-2024 BUDGET 20 • 1 ■ 1 r • Roanoke Valley Resource Authority ERATIN G CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 530002 Property Insurance- Fire $ 52,000 Coverage for all buildings, contents, and equipment $ 52,000 $ - $ - $ - 530005 Motor Vehicle Ins. $ 41,000 Insurance for on -road vehicles $ 41,000 $ - $ - $ - 530007 Public Officials Ins. $ 7,300 Insurance through VML pools $ 7,300 $ - $ - $ - 530008 General Liability Ins. $ 6,880 Coverage for all facilities & property $ 6,880 $ - $ - $ - 540010 Rent of Equipment $ 80,000 Rental of Miscellaneous Equipment Heavy Equipment Emergency Equipment $ - $ 10,000 $ 2,500 $ 67,500 550001 Travel - Mileage $ 500 Use of personal vehicles for RVRA business, staff, and Board Members $ 500 $ - $ - $ - 550020 Dinner Meetings - Luncheons $ 4,500 Monthly Board meetings, dinners & luncheons associated with RVRA $ 4,500 $ - $ - $ - 550040 Travel - Lodging $ 24,400 Conference registrations; SWANA, VML, legal conferences $ 6,000 $ 6,000 $ - $ - $ - Subsistence & Lodging $ 10,000 $ 10,000 $ - $ - $ - Operator training for hazardous materials, certification, misc. $ 8,400 $ 8,400 $ - $ - $ - 560001 Contributions $ 657,000 Payments per contract to: Roanoke County $ 350,000 Roanoke City $ 150,000 Salem City $ 150,000 Town of Vinton $ 5,000 Volunteer fire & rescue $ 2,000 $ 5,000 $ 150,000 $ 150,000 $ 352,000 2023-2024 BUDGET ■ 21 r — Roanoke Valley Resource Authority OPERA 1 ING CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 580001 Dues $ 3,200 $ 3,200 Professional & Association dues: SWANA, SWVSWMA, & IAAP 580015 Warrants and Fees $ 142,958 $ 142,958 DEQ & City SW annual fees -$116,958 Credit Card fees $26,000 580023 Employee Recognition $ 7,000 $ 7,000 Awards and Certificates 601010 Office Supplies $ 5,200 $ 5,200 Office paper, pens, pencils, folders, etc. 601011 601013 Small Equipment & Supplies $ 75,000 $ 75,000 Items of office and shop equipment and supplies, tools, computers, lawn mowers, etc. 604040 Medical Supplies $ 1,000 $ 1,000 Supplies for first aid kits & medicine cabinet 605050 Janitorial Supplies $ 7,000 $ 7,000 Supplies for general cleaning & sanitation 607071 Radio Parts $ 13,000 $ 7,500 Communications Equipment & Fees 608080 Gasoline, Oil & Grease $ 59,200 $ 101,000 Fuel for all RVRA vehicles, mowers, lubricants 608082 Diesel fuel $ 350,000 $ 460,000 Fuel for all diesel equipment and vehicles 609094 Tires, Parts $ 130,000 $ 130,000 Replacement and maintenance parts & supplies for all equipment and vehicles 611030 Uniform and Wearing Apparel $ 34,050 $ 34,050 Safety Shoes & Jeans $ 11,050 Rain gear, shirts, hats, misc. $ 11,500 Purchase of uniforms $ 11,500 2023-2024 BUDGET 22 1 c M 1 • 1 Roanoke Valley Resource OPERATING CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 580001 Dues $ 3,200 Professional & Association dues: SWANA, SWVSWMA, & IAAP $ 3,200 $ - $ - $ - 580015 Warrants and Fees $ 142,958 DEQ Sr City SW annual fees-$116,958 Credit Card fees $26,000 $ 33,500 $ 6,500 $ 6,500 $ 96,458 580023 Employee Recognition $ 7,000 Awards and Certificates $ 7,000 $ - $ - $ - 601010 Office Supplies $ 5,200 Office paper, pens, pencils, folders, etc. $ 5,200 $ - $ - $ - 601011 $ - $ - $ - $ - $ - 601013 Small Equipment & Supplies $ 75,000 Items of office and shop equipment and supplies, tools, computers $ 20,000 $ 23,000 $ 8,000 $ 24,000 604040 Medical Supplies $ 1,000 Supplies for first aid kits & medicine cabinets $ 1,000 $ - $ - $ - 605050 Janitorial Supplies $ 7,000 Supplies for general cleaning & sanitation $ - $ 1,500 $ 1,500 $ 4,000 607071 Radio Parts $ 7,500 Communications Equipment & Fees $ - $ 2,000 $ 2,000 $ 3,500 608080 Gasoline, Oil & Grei $ 101,000 Fuel for all RVRA vehicles, mowers, lubr $ 44,000 $ 13,000 $ 14,000 $ 30,000 608082 Diesel fuel $ 460,000 Fuel for all diesel equipment $ - $ 106,000 $ 58,000 $ 296,000 609094 Tires, Tubes, & Parts $ 130,000 Replacement and maintenance parts supplies for all equipment and vehicles $ 5,000 $ 25,000 $ 50,000 $ 50,000 611030 Uniform & Wearing Apparel $ 34,050 Safety Shoes & Jeans Rain gear, shirts, hats, misc. Purchase of uniforms Totals $ 325 $ 3,500 $ 1,500 $ 5,325 $ 4,018 $ 2,909 $ 3,636 $ 10,564 $ 2,679 $ 1,939 $ 2,424 $ 7,042 $ 4,028 $ 3,152 $ 3,939 $ 11,119 2023-2024 BUDGET 23 f 0 • 1 i Roanoke Valley Resource Authority OPERATING CODE FY22-23 FY23-24 JUSTIFICATION DESCRIPTION 620001 Subscriptions/Books $ 500 $ 500 Professional magazines and manuals 650001 Other Operating Supplies $ 145,000 $ 145,000 Disinfectants, deodorizers, salt for roads, gravel and stone for roads, seed, mulch fertilizers and lime for seeding slopes, fill areas and other areas, miscellaneous expenses 650003 Fire Equipment and Supplies $ 4,000 $ 6,000 Fire hoses & extinguishers replacements & and for annual inspections for all facilities 650010 Safety Equipment $ 4,000 $ 5,000 Gloves, dust mask, safety glasses, etc. 967070 Unappropriated Balance $ 87,796 $ 99,681 For unexpected expenditures 1.25% TOTAL OPERATING $ 7,052,143 $ 8,074,125 2023-2024 BUDGET 24 — Roanoke Valley Resource ®P TING CODE DESCRIPTION FY23-24 JUSTIFICATION ADMIN TCTS STS LANDFILL 620001 Subscriptions /Books $ 500 Professional magazines and manuals $ 500 $ - $ - $ - 650001 Other Operating Supplies $ 145,000 Disinfectants, deodorizers, sa gravel for roads, seed, mulch fertilizers & lime for seeding slopes, fill areas & other areas, miscellaneous expenses $ 12,500 $ 5,000 $ 5,000 $ 122,500 650003 Fire Equipment & Supplies $ 6,000 Fire hoses & extinguishers replacements & and for annual inspections for all facilities $ 6,000 $ - $ - $ - 650010 Safety Equipment $ 5,000 Gloves, safety glasses, etc. $ 5,000 $ - $ - $ - Sub -totals $ 156,500 $ 24,000 $ 5,000 $ 5,000 $ 122,500 Sub -Totals 14-24 $ 7,974,445 $ 1,120,947 $ 2,710,794 $ 1,962,462 $ 2,180,242 967070 Unappropriated Balance $ 99,681 $ 14,012 $ 33,885 $ 24,531 $ 27,253 TOTAL OPERATING $ 8,074,125 $ 1,134,959 $ 2,744,679 $ 1,986,993 $ 2,207,495 2023-2024 BUDGET 25 1 1 1 Roanoke Valley Resource Authority CAPITAL CODE DESCRIPTION FY22-23 FY23-24 JUSTIFICATION 810001 Machinery & Equipment New $ - $ - Nothing Planned 810002 Machinery & Equipment Replacement $ - $ - Nothing Planned 820001 Furniture, Office Equipment New $ - $ - Nothing Planned 830001 Communications Equipment New $ - Nothing Planned 810001 Small Capital Outlay New $ - $ - Nothing Planned 870001 Technology Equipment - New $ - $ - Nothing Planned 870650 Computers Equipment Replacement $ - $ - Nothing Planned 870005 Computer Server $ - $ - Nothing Planned 890002 New Building $ - $ - Nothing Planned TOTAL CAPITAL $ - $ - 2023-2024 BUDGET 26 Roanoke Valley Resource Authority RIES HRVES CODE DESCRIPTION BALANCE 7/1/2023 (projected) DEPOSIT FY23-24 EXPENSE FY23-24 BALANCE 06/30/24 (projected) JUSTIFICATION C846 Landfill Closure $ 4,070,870 $ - $ 4,070,870 As required by State 9209 and Federal Regulations to close Smith Gap Landfill C847 Equipment $ 258,957 $ 400,000 $ 465,579 $ 193,378 For replacement of 9210 Reserve Fund equipment per equipment replacement schedule. C847 Groundwater $ 500,000 $ - $ - $ 500,000 Groundwater 9211 Protection Fund protection fund per local permit. C847 Landfill Host $ 249,475 $ 10,000 $ 10,000 $ 249,475 As per local permit. 9212 Community Intranet/property Improvement Fund C847 Property Value $ 370,430 $ - $ - $ 370,430 As per local permit. 9213 Protection Current fund is adequate based on anticipated sales. C848 Future Site $ 4,242,013 $ 1,761,753 $ 6,258,670 $ (254,904) For future construction 9214 Development of the landfill C848 Capital $ 251,082 $ 50,000 $ - $ 301,082 For maintenance and 9215 Improvement Fund improvements to the facilities. C840 Contingency $ 1,483,939 $ - $ - $ 1,483,939 For unexpected expense 9201 Reserve Fund and for tipping fee stabilization TOTAL RESERVE $11,426,766 $ 2,221,753 $ 6,734,249 $ 6,914,270 FUNDS 2023-2024 BUDGET 27 Roanoke Valley Resource Authority RESFRVES CODE DESCRIPTION JUSTIFICATION DEPOSIT FY23-24 ADMIN TCFS STS LANDFILL C846 Landfill Closure As required by State $ - $ - $ - $ - $ - 9209 and Federal regulations to close Smith Gap Regional Landfill C847 Equipment For replacement of $ 400,000 $ - $88,720 $ 76,240 $ 235,040 9210 Reserve Fund equipment per equipment replacement schedule. C847 Groundwater Groundwater $ - $ - $ - $ - $ - 9211 Protection Fund protection fund per local permit. C847 Landfill Host As per local permit. $ 10,000 $ - $ - $ - $ 10,000 9212 Community intranet/property Improvement Fund C847 Property Value As per local permit. $ - $ - $ - $ - $ - 9213 Protection Current fund is adequate based on anticipated sales. C848 Future Site For future construction $ 1,761,753 $ - $ - $ - $1,761,753 9214 Development of the landfill C848 Capital For maintenance and $ 50,000 $ - $ 50,000 $ - $ - 9215 Improvement Fund improvements to the facilities. C840 Contingency For unexpected expense, $ - $ - $ - $ - $ - 9201 Reserve Fund and for tipping fee stabilization TOTAL RESERVE $ 2,221,753 $ - $138,720 $ 76,240 $ 2,006,793 FUNDS 2023-2024 BUDGET 28 Roanoke Valley Resource Authority AIL OPERATIONS TIPPING FEE nREAK OWN CATEGORY ADMIN TCTS STS LANDFILL TOTAL PERCENT PERSONNEL $ 1,111,567 $ 952,889 $ 652,407 $ 1,000,505 $ 3,717,368 23% OPERATIONS $ 1,134,959 $ 2,744,679 $ 1,986,993 $ 2,207,495 $ 8,074,125 51% DEPOSITS AND RESERVES $ - $ 138,720 $ 76,240 $ 2,006,793 $ 2,221,753 14% DEBT SERVICE $ 1,900,547 $ - $ - $ - $ 1,900,547 12% TOTAL $ 4,147,073 $ 3,836,287 $ 2,715,641 $ 5,214,792 $ 15,913,793 100% PERCENTAGE 26% 24% 17% 33% 100% 2023-2024 BUDGET 29 Roanoke Valley Resource Authority RESERVE FUNDS SALEM 2023 2 24 RANSFIR STA ION Roanoke Valley Resource Authority TABLE OF CONTENTS RESERVE FUNDS PAGE# I. RVRA Financial & Reserve Policy 1-3 II. Annual Review 4-5 III. Consulting Engineer's Review 6-9 *Includes third party engineers 5-year review IV. Summary of Reserve Funds A. Ending 2022/2023 10 B. Ten-year Projections 11 V. Reserve Funds and Expenditure Plans 12-36 2023-2024 A. Landfill Closure Fund 12-13 B. Equipment Reserve Fund 14-18 C. Groundwater Protection Fund 19-20 D. Host Community Improvement Fund 21-22 E. Property Value Protection Fund 23-24 F. Further Site Development Fund 25-28 G. Capital Improvement Plan 29-31 H. Roanoke (Rutrough Rd) Regional Landfill 32-34 I. Contingency Fund 35-36 RESERVE FUNDS 1 1 1 1 1 1 1 1 1 1 ROANOKE VALLEY RESOURCE AUTHORITY FY 2023-2024 FINANCIAL AND RESERVES POLICY REVIEW I. Background The Authority recognizes one of the keys to sound fmancial management is the development of a systematic way to fund planned capital projects and on -going maintenance programs. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). The policy addresses this standard. H. Purpose The policy provides for the establishment and the planned funding level of maintenance and improvement reserve accounts for planned expenditures over a short-term planning period of five (5) years and a long-term planning period of ten (10+) years or more. Each individual account provides for a separate funding purpose to be designated as either "restricted" or "unrestricted" accounts. Restricted accounts must be used solely for their intended purpose as required by regulatory statute, contractual obligation, or operating permit conditions. Unrestricted funds are intended for planned capital and maintenance purposes, but may be periodically used by the Authority temporarily, for not more than six (6) months, to provide emergency funding for the Authority's operations, if needed. Reserve Accounts may be utilized to fund the same or separate projects as deemed necessary for supporting the mission of providing quality programs and facilities necessary to serve the Authority's Member Communities of Roanoke County, the City of Roanoke, the City of Salem, the Town of Vinton and their residents and businesses of the Roanoke Valley. III. Policy Guidelines for Reserve Fund Accounts A. The Authority will maintain reserve accounts and an initial beginning balance of funds will be deposited into accounts as identified for the current fiscal year. B. Annual funding transfers to restricted accounts, if deemed necessary, will occur in twelve (12) equal monthly transfers, or other frequencies as directed by the Board, from revenues received by the Authority and as budgeted for the current fiscal year. Annual funding transfers to unrestricted accounts may occur in twelve (12) equal monthly transfers or lump sum transfers, as directed by the Board, from revenues received by the Authority and as budgeted for the current fiscal year. • 1 C. Ongoing expenditures from the funds will occur as budgeted for the current fiscal year as costs are accrued. D. Planned deposits to the funds are calculated sufficient to maintain the desired fund balances with a positive fund balance, at a minimum, for any given fiscal year during the long-term planning period. E. Planned expenditures of the funds are calculated sufficient to provide cash funding for all planned capital projects and maintenance projects for any given fiscal year during the long-term planning period. F. Any end of year operating surplus and/or interest earnings may be allocated to one or more account, as determined by the Authority's Board of Directors. G. An internal review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities will occur annually to ensure the priorities are consistent with the goals of the Authority and to ensure the funding levels are adequate. H. An external third party review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities, will occur every five (5) years to ensure the funding levels are adequate. Draper Aden Associates (DAA) last completed an external assessment of the Reserve Accounts in FY 2023. IV. Account Definitions The Landfill Closure Fund (Unrestricted) provides a reserve for the costs of capping completed areas of the landfill and at the end of the landfill's useful life, to completely close any remaining area, install all monitoring and collection systems and perform all post -closure care activities per regulatory requirements. The Equipment Replacement Fund (Unrestricted) provides funds for the future purchases, regularly scheduled replacement of major operating equipment, and any uninsured risk, in an orderly fashion as to minimize annual operating costs, maximize any trade-in or surplus value, and to provide for the best overall purchasing value. The Ground Water Protection Fund (Restricted) provides funds to address any environmental effects the operation of the landfill may have on the surrounding area. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The Host Community Fund (Restricted) provides funds for the construction and maintenance of public improvements to Authority property within the Host Community, as requested by the Host Community, and as approved in a formal public improvement plan. The Property Protection Fund (Restricted) provides funds for the one-time payments under the Property Protection Policy to property owners within the Host Community for any actual realized decline in property values as a result of their relatively close proximity to the Smith Gap Regional Landfill. 2 The Site Development Fund (Unrestricted) provides funds for the construction of subsequent phases of the Smith Gap landfill, as necessary, to provide ongoing landfill disposal capacity. The Capital Improvement Fund (Unrestricted) was established to be used for various capital maintenance items and new capital projects anticipated for the ten-year planning period. Projects may be amended as solid waste operations and the industry in general continues to evolve. The Rutrough Road Landfill (RRLF) Post Closure Fund (Restricted) provides funding for the Authority's contractual obligation to provide for the ongoing post closure care of the closed Rutrough Road Landfill. This fund was principally depleted from capital expenditures associated with the construction of a new force main and sewer line that have substantially decreased annual operating expenses. Any remaining balance in this fund is anticipated to be spent for facility care in the next two years. Accordingly, the post closure care responsibilities are now funded by our annual revenues from the operating budget and the associated costs are budgeted as ongoing line -item expenditures in the general annual operating budget. This fund will be eliminated upon the full depletion of any remaining fund balance. The Contingency Fund (Unrestricted) provides funding to stabilize year-to-year rate adjustments and to provide a source of funding for any unforeseen increases in expenses or decreases in revenue that would otherwise cause a negative balance for the Authority's operating funds. V. Reporting The Treasurer will track reserve account deposits and expenditures on a monthly basis. A monthly report will be sent to the Chief Executive Officer and the Authority's Secretary, which will be included on the Board of Directors' agenda for review at all regularly scheduled meetings. The Treasurer will also ensure that all expenditures have been through the appropriate approval process. The Chief Executive Officer will provide an annual report to the Board of Directors as to the adequacy of the funding levels of each respective reserve account. 3 ANNUAL REVIEW RVRA RESERVE FUNDS PLAN & REPORT FY 2023-2024 In accordance with the Authority's "Financial and Reserves Policy," its Chief Executive Officer, a registered professional engineer in the Commonwealth of Virginia, reviewed its replacement reserve requirements and has determined the adequacy of the funding plan as submitted herein. The Authority, in its review, has defined adequacy to mean that sufficient funding, if funded as scheduled, exists in amounts equivalent to or exceeding the anticipated expenditures during a short-term period (next five subsequent fiscal years) and a long-term period (next ten subsequent fiscal years). In cases of shortfalls, the Authority may need to transfer funds from other fully funded unrestricted reserve funds. Additionally, certain amounts may need to be borrowed, if needed, as indicated in the expenditure plan to address insufficient funding. The Authority has established the funding and expenditure plan, as outlined in the "Summary of Reserve Funds: 10-Yr. Planning Period" (p. l l.) This Reserve Fund Plan and subsequent report is exclusive of all previous borrowing associated construction activities related to the now operational conversion from rail to truck at the Smith Gap Landfill and Tinker Creek Transfer Station. All debt service payments are accounted for within the FY 23-24 Operating Budget as obligated by the terms of the individual agreements. In addition, the RVRA has adjusted its previous anticipation of contracted waste via the existing County Waste (a commercial hauler) agreement from 100,000 tons annually to a more conservative estimate of 80,000 tons annually in FY'24. RVRA anticipates County Waste meeting its 100,000 tpy contracted waste volume starting in FY'25. According to staffs review, the Equipment Reserve Fund is deemed to be inadequate for the short and long-term planning periods. Staff may continue to elect to buy used equipment or from Government Surplus and modify to fit its needs as appropriate to further manage future costs. Again, as noted above, Staff is reviewing other purchasing options including deferment, renting and/or leasing certain pieces of equipment, purchasing government surplus equipment and modifying to fit its needs. The Capital Improvement Reserve Fund is deemed adequate for the short term period, but inadequate for the long-term period. The long-term shortage is predicated on providing funding for an asphalt overlay of the Transportation Corridor in FY'30. Sufficient time is available to plan for the appropriate funding mechanism, however, it must be addressed. At the start of FY'23, the Contingency Reserve Fund balance was $1,483,939. Staff does not project any expenditures or contributions to this fund in FY'24 and therefore the fund balance is anticipated to remain the same. The Authority's Policy includes a goal of retaining 8-10% of the annual operating budget 4 in its Contingency Reserve. This projected balance is 9.32% of the FY'24 operating budget and is therefore compliant with the Authority's Policy. Again, as noted last year, the Rutrough Road Post -Closure Account Reserve Fund is nearly depleted. Annual post closure care responsibilities were moved to the operations budget starting in FY 2018. Any remaining funds in the Rutrough Road Reserve account will be used exclusively for the Rutrough Road Landfill. Staff is taking measures to utilize any remaining funds in FY'24. This Fund is projected to be exhausted by FY'25 and will be eliminated from the Authority's Reserve Funds program upon its full depletion. The Site Development Reserve Fund is deemed adequate for the short and long-term periods. Phase VII engineering design was completed and construction is scheduled to start in FY'23 with completion projected in late FY'24 to early FY'25. Overall, the Reserve Funds remain sufficient over the next five and ten-year planning period with the funding levels shown, pending necessary actions to address any shortfalls as previously described. The cumulative balance of all Reserve Funds is deemed adequate for both short and long term periods. Staff is of the opinion that the overall and combined Reserve Funds are consistent with the needs and obligations of the Authority aapproved by the Authority's Board of Directors. 5 1 1 1 ■ ■ ■ CONSULTING ENGINEERS REVIEW The retirement of all outstanding bond debt in FY 2011 subsequently relieved the Authority of its former fmancial requirements as previously imposed by the Master Indenture of Trust, including the establishment and funding of certain reserve funds as recorded and reported in the annual report. While no longer obligated to the terms of the Master Indenture of Trust, several previously established reserve funds remain as ongoing obligations to the Authority due to start-up and operating restrictions imposed under the Authority's separate "Landfill & Transfer Station Permit Conditions & Operating Policies," including; The Groundwater Protection Fund (formerly known as "The Environmental Fund"); The Host Community Fund; and The Property Protection Fund. Additionally, the Authority is contractually obligated to maintain the post -closure care of the closed Roanoke Landfill (a.k.a. the Rutrough Road Landfill) with funds initially established and designated expressly for this purpose in The Rutrough Road Landfill Post -Closure Fund. Therefore, these four reserve funds are designated as "Restricted" reserve accounts which must be maintained and adequately funded for their express, respective purposes. The Rutrou-h Road Landfill Post -Closure Fund is nearing depletion and all remaining post closure care activities have been transitioned to the operating budget and will be eliminated upon its full depletion. As part of its initial post -bond debt, fiscal responsibility, the Authority recognized that one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on -going maintenance programs beyond its operating permit and contractual requirements. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies 6 and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). Therefore, the Authority established additional reserve funds for these purposes which are designated as "Unrestricted" reserve accounts since at this time there are no external conditions, other than sound financial management as outlined and approved in the RVRA RESERVES PLAN ("Plan"), requiring their existence and funding levels. The Unrestricted Funds include: The Closure Fund; The Equipment Fund; The Site Development Fund; The Capital Improvement Fund; and The Contingency Fund. The Closure, Equipment, and Site Development Funds were previously required under the former Master Indenture of Trust and funding levels were maintained and managed accordingly. The Capital Improvement and Contingency Funds, while not previously required per any outside obligation, were established and recognized as being necessary for sound financial management of the Authority's operations and its facilities. The Authority recognizes that periodically, it may need to add, delete, transfer, or amend its unrestricted funds as deemed to be in the best interest of the Authority and its members. The additional borrowing of funds (or debt) and the Ownership of the Salem Transfer Station has also impacted the future Reserve and Financial Policies of the Authority. Per its Financial and Reserve Policy (Section III. H.), an external, third party review of the account allocations and funding levels by a professional engineer, familiar with best management practices of solid waste operations and facilities, will occur every five (5) years to ensure the funding levels are adequate. That external review was last conducted by Draper Aden Associates (DAA) for FY 2023. Accordingly, the next external review is scheduled for FY 2028. law All funds required for expenditures for the five year planning period are currently projected to be available in the individual reserve accounts, respectively, with the exception of the Equipment Reserve Fund. Sufficient funds are deemed to be available for transfer from other reserve funds for the short term period, if necessary. Funds required for expenditures during the ten year planning period are currently projected to be available in the individual reserve fund accounts, respectively, with the exceptions of the Equipment and Capital Improvement Reserve Funds. Sufficient funds are deemed to be available for transfer from other reserve funds for most of the long term period, if necessary. However, the projected available funds would need to come from the Site Development Reserve Fund which in turn would need to be replenished upon the design and construction of Phase IX projected to begin in FY'34 and FY'35 (note: outside of current 1O-yr. study period), respectively. Projected shortages for equipment replacement should be addressed in the not - too -distant future with additional annual funding to address a longer term issue that continues to grow and increase, potentially to the extent of requiring additional borrowing of funds in the long term planning period. The Authority annually makes deposits to its reserve funds for funding future planned expenditures. These reserves allow the Authority to establish and project an orderly adjustment of its tipping fie revenues, as necessary, to prepare for future capital expenditures to coincide with its annual operating costs. Initial projections made in 1992 during the start-up, 20-year revenue bond issuance established a basis of anticipated costs and revenues for operating the new solid waste disposal system through the bond term. Three decades of actual operating experience of the Authority's systems has allowed the Authority to delay anticipated increases in tipping fees and offer rates less than originally projected. 8 In conclusion, each reserve fund has been reviewed by staff for its adequacy to meet the planned expenditures over a short-term period of five -years and for an extended, long-term, planning period of ten - years. As noted previously, the Equipment Reserve Fund is showing a shortage in the short and long-term planning periods. Sufficient funds are available in the unrestricted accounts, specifically the Site Development Reserve Funds to cover this shortfall for during both periods. However, utilizing this transfer of funds could require additional borrowing of funds for the future design and construction of Ph. IX which is outside the long term planning window. As a result, the Total Reserve Balances remain positive. Therefore, both short and long-term reserve balances are cautiously adequate. Staff re -assesses all the reserves every year and in some instances, equipment replacement and/or projects can be delayed or moved up depending on the situations at the time. In summary, while deficits are shown in the short and the long term reserve accounts, staff believes that the majority of those impacts can be mitigated as noted above. RespecJfi}lly Submitted, ,a Daniel D. Miles, P.E. Chief Executive Officer C I. 1• Roanoke Valley Resource Authority SUMMARY SUMMARY OF RESERVE FUNDS EXPENDITURES/DEPOSITS FOR FY 2024 BALANCE AT PLANNED/ACTUAL DEPOSITS BEGINNING EXPENDITURES BALANCE 07/01/23 2023/2024 1-Jul-2024 (anticipated) CLOSURE FUND $ 4,070,870 $ - $ - $ 4,070,870 EQUIPMENT $ 258,957 $ 465,579 $ 462,000 $ 255,378 ENVIRONMENTAL FUND $ 500,000 $ $ $ 500,000 HOST COMMUNITY $ 249,475 $ 10,000 $ 10,000 $ 249,475 PROPERTY VALUE PROTECTION $ 370,430 $ - $ $ 370,430 SITE DEVELOPMENT $ 6,038,392 $ 6,258,670 $ 1,700,000 $ 1,479,722 CAPITAL IMPROVEMENT FUND $ 251,082 $ $ 50,000 $ 301,082 TOTALS $ 11,739,206 $ 6,734,249 $ 2,222,000 $ 7,226,957 CONTINGENCY $ 1,483,939 $ $ $ 1,483,939 NOTES: GRAND TOTAL $ 13,223,145 $ 8,710,896 2023-2024 — RESERVE FUNDS 10 r Roanoke Valley Resource Authority SUMMARY Summary of Reserve Funds: Ten Year Planning Period Fiscal Year 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 2030-31 2031-32 2032-33 Deposits Closure 0 0 200 200 200 200 200 200 200 200 200 Equipment 462 462 1400 1300 1250 1100 1100 1100 1100 1100 1100 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 10 10 10 10 10 10 10 10 10 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 3458 1700 1700 1700 1700 1700 1700 1700 1700 1700 1700 Capital Improvement 90 50 90 90 90 90 90 90 90 90 90 total 4020 2222 3400 3300 3250 3100 3100 3100 3100 3100 3100 Expenditures Closure 607 0 135 2,518 0 0 0 213 2430 0 0 Equipment 1,430 466 1,403 2,065 1,690 2,500 1,792 1,836 1,551 2,095 2,937 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 10 10 10 10 10 10 10 10 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 36 6,259 0 0 555 7,700 0 0 0 0 0 Capital lmprovement 50 0 0 60 0 250 250 1000 0 0 0 total 2123 6735 1548 4653 2255 10,460 2052 3059 3991 2105 2947 Balances 5 year 10 year Closure 4,071 4,071 4,136 1,818 2,018 2,218 2,418 2,405 175 375 575 Equipment 259 255 252 -513 -953 -2,353 -3,045 -3,781 -4,232 -5,227 -7,064 Environmental 500 500 500 500 500 500 500 500 500 500 500 Host Community 249 249 249 249 249 249 249 249 249 249 249 Property Protection 370 370 370 370 370 370 370 370 370 370 370 Site Development 6,038 1,479 3,179 4,879 6,024 24 1,724 3,424 5,124 6,824 8,524 Capital lmprovement 251 301 391 421 511 351 191 -719 -629 -539 -449 total 11,738 7,225 9,077 7,724 8,719 1,359 2,407 2,448 1,557 2,552 2,705 Summary of Other Reserve Funds: Ten Year Planning Period Fiscal Year 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 2030-31 2031-32 2032-33 Deposits Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 0 0 0 0 0 Expenditures Rutrough Road 0 39 38 0 0 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 0 0 0 0 0 Balances 5 year 10 year Rutrough Road 77 38 0 0 0 0 0 0 0 0 0 Contingency 1,484 1,484 1,484 1,484 1,484 1,484 1,484 1,484 1,484 1,484 1,484 Totals 5 year 10 year All Funds 13,299 8,747 10,561 9,208 10,203 2,843 3,891 3,932 3,041 4,036 4,189 Unrestricted Funds 5 year 10 year All Funds 12,103 7,590 9,442 8,089 9,084 1,724 2,772 2,813 [ 1,922 2,917 3,070 L2023-2024 RESERVE FUNDS 11 CLOSURE FUND The Closure Fund provides a reserve for the costs of capping completed areas of the Smith Gap Regional Landfill and to install all groundwater and gas monitoring and collection systems per regulatory requirements. For the last four years, due to a loss of commercial revenue, no deposits were made to Closure Account. For the current planning period, again staff is not recommending any deposits to the Closure Reserve Account since the Funds are adequate for the immediate five-year planning period. Staff anticipates making $200,000 deposits to the Closure Account thereafter. As noted, deposits may be adjusted based on revised cost estimates and an increase or decrease in the amount of waste received in future years. The Closure Reserve Account funding levels are for capital costs associated with closing portions of the landfill and not intended to fund the post closure care. 12 Roanoke Valley Resource Authority CLSS E FUND .Landfill Closure Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 2,375,000 250,000 0 2,625,000 1999-20 2,625,000 250,000 0 2,875,000 2000-01 2,882,755 250,000 0 3,132,755 2001-02 3,132,755 250,000 0 3,382,755 2002-03 3,382,755 250,000 0 3,632,755 2003-04 3,632,755 250,000 0 3,882,755 2004-05 3,882,755 250,000 0 4,132,755 2005-06 4,132,755 250,000 0 4,382,755 2006-07 4,382,755 250,000 0 4,632,755 2007-08 4,632,755 1,050,000 10,291 5,672,464 Phase I Design 2008-09 5,672,464 600,000 29,817 6,242,647 Phase I Design & LFGCCS 2009-10 6,242,647 600,000 72,704 6,769,943 Phase I Design & LFGCCS 2010-11 6,769,943 400,000 1,589,591 5,580,352 Complete LFGCCS 2011-12 5,580,352 100,000 193,600 5,486,752 Misc. LFGCCS & LFGTE 2012-13 5,486,752 300,000 22,500 5,764,252 Closure & Misc LFGCCS 2013-14 5,764,252 300,000 21,915 6,042,337 Misc. LFGCCS 2014-15 6,042,337 300,000 97,867 6,244,470 Engineering 2015-16 6,244,470 200,000 9,870 6,434,600 Engineering 2016-17 6,434,600 200,000 831,181 5,803,419 Phase I Engr. & Constr. (7.6 Ac) 2017-18 5,803,419 250,000 891,229 5,162,190 Phase I Engr. & Constr. (7.6 Ac) 2018-19 5,162,190 0 0 5,162,190 2019-20 5,162,190 0 484,820 4,677,370 Engr & Const LFG expansion 2020-21 4,677,370 0 0 4,677,370 2021-22 4,677,370 0 0 4,677,370 2022-23 4,677,370 0 606,500 4,070,870 HDR Task I -II Closure & Ph. VII 2023-24 4,070,870 0 0 4,070,870 2024-25 4,070,870 200,000 135,000 4,135,870 Phase 11 Design & QC/QA 2025-26 4,135,870 200,000 2,518,263 1,817,607 Phase 11 Construction (10 Ac) 2026-27 1,817,607 200,000 0 2,017,607 2027-28 2,017,607 200,000 0 2,217,607 2028-29 2,217,607 200,000 0 2,417,607 2029-30 2,417,607 200,000 212,685 2,404,922 Closure Design (TBD) 2030-31 2,404,922 200,000 2,429,714 175,208 Closure Construction (TBD) Note: Additional funding from Surplus ($550,000) was added from FY06/07 budget in FY 07/08 2023-2024 RESERVE FUNDS 13 EQUIPMENT FUND The Equipment Fund is established to provide funds for the regularly scheduled replacement purchases of major operating equipment. Deposits for FY '24 are planned at $462,000 for new equipment next year. For FY 2025 and beyond, Staff has shown an increase in the funding levels to between $1,100,000 and $1,400,000 provided funds are available. The Equipment Reserve Account shows a negative balance of $513,000 at the end of FY '26 with a continued increase in the deficit going forward at the proposed funding levels primarily due to scheduling trailer replacement and the inclusion of funds to replace the existing wood grinder. The Authority owns and operates a fleet of fifty walking -floor trailers used daily to transport MSW from its transfer stations to the Smith Gap Landfill. Staff will continue to identify any obsolete or other excess machinery as part of normal operations that may generate additional revenues. Staff will prepare a Board Report declaring this equipment as surplus and to be auctioned off. The exact funds the Authority may recoup is unknown; therefore, no additional funding from the sale of surplus equipment is shown. Currently, the rotary tipper and all associated parts have been previously declared as "surplus" by the Board. Staff continues to pursue the most appropriate method of liquidating these assets. Staff continuously evaluates all purchasing options when a replacing a piece of equipment to ensure costs are managed. The Equipment Reserve fund also serves to assist in complying with post -closure requirements of financial assurance regulations. 14 Roanoke Valley Resource Authority EQUIP ENT FUND Equipment Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE Detailed Schedule 1999-20 3,127,939 375,000 288,289 3,214,650 See Attached 2000-01 3,214,650 375,000 555,535 3,034,115 See Attached 2001-02 3,034,115 375,000 987,595 2,421,520 See Attached 2002-03 2,421,520 375,000 680,098 2,116,422 See Attached 2003-04 2,116,422 400,000 459,327 2,057,095 See Attached 2004-05 2,057,095 400,000 561,464 1,895,631 See Attached 2005-06 1,895,631 400,000 323,589 1,972,042 See Attached 2006-07 1,972,042 400,000 492,652 1,879,390 See Attached 2007-08 1,879,390 674,231 1,280,731 1,272,890 See Attached 2008-09 1,272,890 400,000 1,103,483 569,407 See Attached 2009-10 569,407 600,000 351,088 818,319 See Attached 2010-11 818,319 600,000 625,485 792,834 See Attached 2011-12 792,834 600,000 937,839 454,995 See Attached 2012-13 454,995 1,250,000 651,277 1,053,718 See Attached 2013-14 1,053,718 1,100,000 858,452 1,295,266 See Attached 2014-15 1,295,266 1,100,000 1,292,433 1,102,833 See Attached 2015-16 1,102,833 1,000,000 316,228 1,786,605 See Attached 2016-17 1,786,605 1,000,000 1,443,855 1,342,750 See Attached 2017-18 1,342,750 1,400,000 1,518,729 1,224,021 See Attached 2018-19 1,224,021 268,412 1,146,681 345,752 See Attached 2019-20 345,752 200,000 241,463 304,289 See Attached 2020-21 304,289 0 220,406 83,883 See Attached 2021-22 83,883 1,239,326 96,397 1,226,812 See Attached 2022-23 1,226,812 461,935 1,429,790 258,957 See Attached 2023-24 258,957 462,000 465,579 255,378 See Attached 2024-25 255,378 1,400,000 1,402,500 252,878 See Attached 2025-26 252,878 1,300,000 2,065,048 -512,170 See Attached 2026-27 -512,170 1,250,000 1,690,000 -952,170 See Attached 2027-28 -952,170 1,100,000 2,500,097 -2,352,267 See Attached 2028-29 -2,352,267 1,100,000 1,792,243 -3,044,510 See Attached 2029-30 -3,044,510 1,100,000 1,835,670 -3,780,180 See Attached 2030-31 -3,780,180 1,100,000 1,550,837 -4,231,017 See Attached 2031-32 -4,231,017 1,100,000 2,095,070 -5,226,087 See Attached 2031-32 -5,226,087 1,100,000 2,936,659 -7,062,745 See Attached 2023-2024 RESERVE FUNDS 15 F-9 me En !MI MN Pm"' N M•jor Equipment.Replacement Schedule it site FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 FY 2031-32 FY 2032-33 1 SG $290,000 17 SG $765,000 1 SG 2 SG $500,000 $700,000 3 SG $713,836 9 SG $672,565 3 SG $662,626 2 SG $900,000 7 SG $620,000 7 SG $610,000 '6 SG $240,000 9 SG - $264,725 5 SG 9 SG 2 SG 0 SG $25,531 9 SG 3 SG $37,147 3 SG 1 SG $50,000 1 SG 0 SG $92,500 7 SG $40,000 8 SG $42,000 '.1 SG 6 SG 8 SG 9 SG 2 SG $50,000 3 SG $100,000 $292,500 $292,500 $1,162,626 $652,000 $1,227,147 $672,565 $765,000 $264,725 $713,836 $1,600,000 10 year total $ 7,642,899 Required funding ten year $ 764,290 16 IB. - - -__MB lell - - - r Ell MI I MU NMI I= Major Equipment Replacement Schedule 11 year site FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 FY 2031-32 FY 2032-33 2007 TCTS $430,000 $550,000 2016 TC1b $460,000 2007 TC1b $256,000 2015 TCTS $280,000 2016 R. $262,711 2016 TC.1S 2009 TC1S $262,711 2016 TC:1b $1,000,000 2007 TC;Ib $300,000 1983 TCTS 2015 TU1b $250,000 1997 TCTS $180,000 2016 TLIS $160,000 2016 TOTS $40,000 2007 'It 1b $35,000 2005 TCTS $92,500 2016 TCTS $50,000 1996 TC,lb $50,000 2015 TLtb $35,000 2016 TCTS 2014 TC1b 2017 TC.1b 2017 TC1b $42,000 2016 TCTS $156,000 2016 TCTS $156,000 $132,500 $610,000 $637,422 $728,000 $1,000,000 $400,000 $0 $530,000 $460,000 $550,000 $132,500 $610,000 $637,422 $728,000 $1,000,000 $400,000 $0 $530,000 $460,000 $550,000 10 year total $5,047,922 Required funding ten year $ 504,792 17 M jor Equipment Repl cement Schedule •ar site FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 FY 2031-32 FY 2032-33 118 Sib $ 310,000 117 STS $ 265,000 118 STS $ 272,950 117 Sib $ 150,000 110 STS 116 SIS $ 500,000 $ 719,678 $ 737,670 $ 756,112 $ 771,234 $ 786,659 16 bib $ 163,000 106 Sib 06 Sib 13 b lb $ 40,579 16 Sib 23 Slb $ 170,000 23 STS 20 Slb $ 40,579 $ 500,000 $ 265,000 $ 310,000 $ 272,950 $ 719,678 $ 1,070,670 $ 756,112 $ 921,234 $ 786,659 $ 292,500 $ 292,500 $ 1,162,626 $ 652,000 $ 1,227,147 $ 672,565 $ 765,000 $ 264,725 $ 713,836 $ 1,600,000 $ 132,500 $ 610,000 $ 637,422 $ 728,000 $ 1,000,000 $ 400,000 $ - $ 530,000 $ 460,000 $ 550,000 $ 465,579 $ 1,402,500 $ 2,065,048 $ 1,690,000 $ 2,500,097 $ 1,792,243 $ 1,835,670 $ 1,550,837 $ 2,095,070 $ 2,936,659 10 year total $18,333,702 Tinker Creek Transfer Station $ 5,047,922 27.53% Salem Transfer Station $ 5,642,881 30.78% Smith Gap $ 7,642,899 41.69% Available Funds on July 1, 2022 $ 1,532,000 Required funding ten year $ 1,680,170 18 GROUNDWA'1'FR PROTECTION FUND The Groundwater Protection Fund (formerly the Environmental Fund) is established to provide funds, if needed, to address any adverse environmental effects on the surrounding area within the Host Community area that may result from the operation of the Smith Gap Regional Landfill. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The existing fund balance is $500,000 and is adequate for the immediate five-year planning period as shown. No additional deposits are planned at this time. 19 Roanoke Valley Resource Authority GROUNDWATER RESERVE FUN Groundwater Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 2000-01 500,000 0 0 500,000 No Activity 2001-02 500,000 0 0 500,000 No Activity 2002-03 500,000 0 0 500,000 No Activity 2003-04 500,000 0 0 500,000 No Activity 2004-05 500,000 0 0 500,000 No Activity 2005-06 500,000 0 0 500,000 No Activity 2006-07 500,000 0 0 500,000 No Activity 2007-08 500,000 0 0 500,000 No Activity 2008-09 500,000 0 0 500,000 No Activity 2009-10 500,000 0 0 500,000 No Activity 2010-11 500,000 0 0 500,000 No Activity 2011-12 500,000 0 0 500,000 No Activity 2012-13 500,000 0 0 500,000 No Activity 2013-14 500,000 0 0 500,000 No Activity 2014-15 500,000 0 0 500,000 No Activity 2015-16 500,000 0 0 500,000 No Activity 2016-17 500,000 0 0 500,000 No Activity 2017-18 500,000 0 0 500,000 No Activity 2018-19 500,000 0 0 500,000 No Activity 2019-20 500,000 0 0 500,000 No Planned Uses 2020-21 500,000 0 0 500,000 No Planned Uses 2021-22 500,000 0 0 500,000 No Planned Uses 2022-23 500,000 0 0 500,000 No Planned Uses 2023-24 500,000 0 0 500,000 No Planned Uses 2024-25 500,000 0 0 500,000 No Planned Uses 2025-26 500,000 0 0 500,000 No Planned Uses 2026-27 500,000 0 0 500,000 No Planned Uses 2027-28 500,000 0 0 500,000 No Planned Uses 2028-29 500,000 0 0 500,000 No Planned Uses 2029-30 500,000 0 0 500,000 No Planned Uses 2030-31 500,000 0 0 500,000 No Planned Uses 2031-32 500,000 0 0 500,000 No Planned Uses 2032-33 500,000 0 0 500,000 No Planned Uses 2023-2024 RESERVE FUNDS 20 HOST COMMUNITY FUND The Host Community Fund is established to fund the construction, operation, and/or maintenance of public improvements for the benefit of the Host Community which is defined as the area within a 5,000 ft. radius of the Smith Gap Regional Landfill property lines. Funded improvements will be established with input from the Host Community and set out in a public improvement plan as prepared and presented to the Authority by the Bradshaw Citizens Association (BCA). Originally, annual deposits were made in the amount of $10,000 on a monthly basis with the balance not to exceed $150,000. However, the Host Community with assistance from Staff, increased the limit from $150,000 to $250,000 in FY 2014. The Host Community, through the BCA; is exploring its options for the use of the Host Community Fund. Existing and proposed funds are adequate for the immediate five-year planning period as shown. 21 Roanoke Valley Resource Authority HOST COMMUNITY Host Community Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1993-94 0 8,000 0 8,000 1994-95 8,000 10,000 0 18,000 1995-96 18,000 10,000 0 28,000 1996-97 28,000 10,000 29,385 8,615 Computers ($25,385), F&R ($4,000) 1997-98 8,615 10,000 615 18,000 Playground Equipment 1998-99 18,000 10,000 0 28,000 1999-20 28,000 10,000 0 38,000 2000-01 38,000 10,000 0 48,000 2001-02 48,000 10,000 0 58,000 2002-03 58,000 10,000 0 68,000 2003-04 68,000 10,000 0 78,000 2004-05 78,000 10,000 0 88,000 2005-06 88,000 10,000 0 98,000 2006-07 98,000 10,000 0 108,000 2007-08 108,000 10,000 0 118,000 2008-09 118,000 10,000 0 128,000 2009-10 128,000 10,000 0 138,000 2010-11 138,000 10,000 0 148,000 No Planned Uses 2011-12 148,000 10,000 3,681 154,319 Intranet/property 2012-13 154,319 0 4,319 150,000 Intranet/capped 2013-14 150,000 10,000 525 159,475 Misc. Expenses 2014-15 159,475 10,000 0 169,475 No Known Uses 2015-16 169,475 10,000 0 179,475 No Known Uses 2016-17 179,475 10,000 0 189,475 No Known Uses 2017-18 189,475 10,000 0 199,475 No Known Uses 2018-19 199,475 10,000 0 209,475 No Known Uses 2019-20 209,475 10,000 0 219,475 No Known Uses 2020-21 219,475 10,000 0 229,475 No Known Uses 2021-22 229,475 10,000 0 239,475 No Known Uses 2022-23 239,475 10,000 0 249,475 No Known Uses 2023-24 249,475 10,000 10,000 249,475 Misc. Expenses 2024-25 249,475 10,000 10,000 249,475 Misc. Expenses 2025-26 249,475 10,000 10,000 249,475 Misc. Expenses 2026-27 249,475 10,000 10,000 249,475 Misc. Expenses 2027-28 249,475 10,000 10,000 249,475 Misc. Expenses 2028-29 249,475 10,000 10,000 249,475 Misc. Expenses 2029-30 249,475 10,000 10,000 249,475 Misc. Expenses 2030-31 249,475 10,000 10,000 249,475 Misc. Expenses 2031-32 249,475 10,000 10,000 249,475 Misc. Expenses 2031-32 249,475 10,000 10,000 249,475 Misc. Expenses 2023-2024 RESERVE FUNDS 22 PROPERTY PROTECTION FUND The Property Protection Fund provides funds for payments under the Property Value Protection Policy for any actual decline in property values that may be directly attributed to their proximity to the Smith Gap Regional Landfill, as determined and outlined under the Policy. The Property Protection Fund balance of $370,430 is deemed to be sufficient for its intended purpose. Deposits to this fund may also be made from the proceeds of any property purchased and then resold under the terms of the Policy. Existing funds are adequate for the immediate five-year planning period as shown unless there is a major unforeseen issue arising at the landfill. 23 Roanoke Valley Resource Authority PRO ERTY Property Protection Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1999-20 502,099 0 150 501,949 Appraisal - Brunk 2000-01 501,949 0 0 501,949 None 2001-02 501,949 0 125,317 376,632 Crawford , Johnson 2002-03 376,632 0 697 375,935 Miscellaneous 2003-04 375,935 92,258 25,000 443,193 Sale of Crawford, Markle 2004-05 443,193 0 0 443,193 None 2005-06 443,193 0 0 443,193 None 2006-07 443,193 0 0 443,193 None 2007-08 443,193 0 0 443,193 None 2008-09 443,193 0 0 443,193 None 2009-10 443,193 0 0 443,193 None 2010-11 443,193 0 0 443,193 None 2011-12 443,193 0 0 443,193 None 2012-13 443,193 0 0 443,193 None 2013-14 443,193 0 0 443,193 None 2014-15 443,193 0 45,950 397,243 Sale of 8385 Bradshaw Rd 2015-16 397,243 200,000 212,464 384,779 See Note Below 2016-17 384,779 0 150 384,629 Misc Expense 2017-18 384,629 0 0 384,629 None 2018-19 384,629 0 0 384,629 None 2019-20 384,629 0 14,199 370,430 8827 Williby Road 2020-21 370,430 0 0 370,430 None 2021-22 370,430 0 0 370,430 None 2022-23 370,430 0 0 370,430 None 2023-24 370,430 0 0 370,430 None Projected 2024-25 370,430 0 0 370,430 None Projected 2025-26 370,430 0 0 370,430 None Projected 2026-27 370,430 0 0 370,430 None Projected 2027-28 370,430 0 0 370,430 None Projected 2028-29 370,430 0 0 370,430 None Projected 2029-30 370,430 0 0 370,430 None Projected 2030-31 370,430 0 0 370,430 None Projected 2031-32 370,430 0 0 370,430 None Projected 2023-2024 RESERVE FUNDS 24 S1"1'E DEVELOPMENT FUND The Site Development Fund provides funds for the construction of subsequent phases of the Smith Gap Regional Landfill cells. For the current planning period (FY '24), funding levels are planned at $1,700,000 due to the planned construction of Phase VII in FY 2024. In order to better define the cost and the need for Phase VII, staff has not only revisited the existing internal estimates but previously moved the engineering to the FY '23. Once the design and approvals are received, staff will have a better construction cost estimate and understanding of the Phase VII timeline. Currently, Phase VII construction is planned to be completed in FY 25 based on the latest airspace modeling and ongoing design/build schedule. This planned activity creates an estimated $24,000 balance in the short-term; however, there are sufficient funds in the Closure Reserve account to offset some increased costs that produce a shortage to construct Phase VII. The amount of air space used is reviewed every year and adjustments are made as necessary. 25 Roanoke Valley Resource Authority SITE DEVELOPMENT Site Development Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1999-20 3,205,000 500,000 914,591 2,790,409 Phase III/IV Construction 2000-01 2,790,409 500,000 660,033 2,630,376 Phase III/IV Construction 2001-02 2,630,376 500,000 104,491 3,025,885 Misc. Engineering 2002-03 3,025,885 500,000 105,973 3,419,912 Misc. Engineering 2003-04 3,419,912 500,000 167,375 3,752,537 Misc. Engineering 2004-05 3,752,537 500,000 47,057 4,205,480 Misc. Engineering 2005-06 4,205,480 500,000 41,582 4,663,898 Misc. Engineering 2006-07 4,663,898 500,000 904,313 4,259,585 Phase V Construction 2007-08 4,259,585 1,500,000 4,414,187 1,345,398 Phase V Construction 2008-09 1,345,398 500,000 1,096,295 749,103 Phase V Construction 2009-10 749,103 300,000 98,985 950,118 Phase V Construction 2010-11 950,118 100,000 0 1,050,118 No Expentiture 2011-12 1,050,118 100,000 0 1,150,118 No Expentiture 2012-13 1,150,118 500,000 0 1,650,118 No Expentiture 2013-14 1,650,118 500,000 0 2,150,118 No Expentiture 2014-15 2,150,118 500,000 0 2,650,118 No Expentiture 2015-16 2,650,118 500,000 0 3,150,118 No Expentiture 2016-17 3,150,118 500,000 598,125 3,051,993 Phase VI Construction _, 2017-18 3,051,993 700,000 2,576,778 1,175,215 Phase VI Construction 2018-19 1,175,215 850,000 14,235 2,010,980 StormwaterStudy 2019-20 2,010,980 400,000 49,735 2,361,245 See Attached 2020-21 2,361,245 0 2,505 2,358,740 See Attached 2021-22 2,358,740 277,261 19,858 2,616,143 Misc. Engineering 2022-23 2,616,143 3,458,019 35,770 6,038,392 Misc. Engineering 2023-24 6,038,392 1,700,000 6,258,670 1,479,722 Phase VII Construction & PM 2024-25 1,479,722 1,700,000 0 3,179,722 No Expentiture 2025-26 3,179,722 1,700,000 0 4,879,722 No Expentiture 2026-27 4,879,722 1,700,000 555,243 6,024,479 Phase VIII Engineering 2027-28 6,024,479 1,700,000 7,700,000 24,479 Phase VIII Construction & PM 2028-29 24,479 1,700,000 0 1,724,479 No Expentiture 2029-30 1,724,479 1,700,000 0 3,424,479 No Expentiture 2030-31 3,424,479 1,700,000 0 5,124,479 No Expentiture 2031-2032 5,124,479 1,700,000 0 6,824,479 No Expentiture 2032-2033 6,824,479 1,700,000 0 8,524,479 No Expentiture 2023-2024 RESERVE FUNDS 26 Roanoke Valley Resource Authority SMITH GAP LANDFILL SUE DEVELOPMENT COSTS FISCAL YEAR ACTIVITY EXPENSES 2018-19 no activity $ - $ - 2019-20 no activity $ - $ - 2020-21 no activity $ - $ - 2021-22 Misc. Engineering $ 598,125 $ 598,125 2022-23 Misc. Engineering $ 2,576,778 $ 2,576,778 2023-24 Construction phase VII Liner (10.07ac) $ 5,763,170 Construction management (CQ/CA) $ 495,500 $ 6,258,670 2024-25 no activity $ - $ - 2025-26 no activity $ - $ - 2026-27 Phase VIII Engineering $ 555,243 $ 555,243 2023 - 2024 Reserve Funds 27 Roanoke Valley Resource Authority Sill DEVELOPMENT COSTS CONTINUED FISCAL YEAR ACTIVITY EXPENSES 2027-28 Construction phase VIII Liner (8.8ac) $ 7,020,382 Construction management $ 679,618 $ 7,700,000 2028-29 no activity $ - $ - 2029-30 no activity $ - $ - 2030-31 no activity $ - $ - 2031-32 no activity $ - $ - 2032-33 no activity $ - $ - estimated costs $ 14,513,913 available funds 7/1/2023 $ 6,038,392 additional funds required $ 8,475,521 deposit years 5 annual deposits required $ 1,695,104 NOTES Projections based on actual and estimated costs. 2023 - 2024 Reserve Funds 28 1 1 1 1 1 CAPITAL IMPROVEMENT FUND In FY 2008 - 2009, The Capital Improvement Fund was established by the Authority, outside the Master Indenture of Trust, to be used for various capital maintenance items and new projects anticipated for the short and long-term ten-year planning periods. Examples of the projects include: Concrete floor overlay, facility updates (i.e. carpet/flooring, bathroom/locker room/break room remodels), re -surfacing all asphalt internal roads and parking lots, replacing the heating and cooling systems, renovation and maintenance of all existing building structures, construction of a residential service area, and possibly a new and additional automated, in -bound scale. Projects may be added or amended as the solid waste operations and industry continues to evolve and funds are available. The Authority previously identified several needs/upgrades to include, retaining walls, concrete overlay (both transfer stations), and roofing repairs. There are no deficits shown in the five-year planning period and funding levels are sufficient to fully fund all of the improvements that are identified. There are deficits shown in ten-year planning period due to planned expenses associated with pavement overlay of the spur road as part of the road maintenance plan. All planned improvements/expenses are identified on the following page. The Capital Improvement Fund also serves to assist in complying with post -closure requirements of financial assurance regulations. 25 Roanoke Valley Resource Authority CAPITAL C°ti'l L i prwement Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 2009-10 460,000 200,000 21,356 638,644 SG Dust & Od Control 2010-11 638,644 200,000 319,917 518,727 Tipper & TS Floor 2011-12 518,727 200,000 220,271 498,456 Tipper & Hollins Road 2012-13 498,456 100,000 108,900 489,556 Tipper & Roofing 2013-14 489,556 613,407 109,798 993,165 RSA Engring & Dirt, HVAC 2014-15 993,165 190,000 793,014 390,151 RSA & Roofing TS 2015-16 390,151 390,000 799,828 -19,677 RSA 2016-17 -19,677 390,000 120,314 250,009 RSA 2017-18 250,009 253,133 50,000 453,142 Bond $ Deposit 2018-19 453,142 860,000 360,514 952,628 Misc Work 2019-20 952,628 0 741,546 211,082 Outbound Scale 2020-21 211,082 0 0 211,082 No Expense 2021-22 211,082 0 0 211,082 No Expense 2022-23 211,082 90,000 50,000 251,082 SG Roof Repairs 2023-24 251,082 50,000 0 301,082 No Expense 2024-25 301,082 90,000 0 391,082 No Expense 2025-26 391,082 90,000 60,000 421,082 See Attached 2026-27 421,082 90,000 0 511,082 No Expense 2027-28 511,082 90,000 250,000 351,082 See Attached 2028-29 351,082 90,000 250,000 191,082 See Attached 2029-30 191,082 90,000 1,000,000 -718,918 See Attached 2030-31 -718,918 90,000 0 -628,918 No Expense 2031-32 -628,918 90,000 0 -538,918 No Expense 2032-33 -538,918 90,000 0 -448,918 No Expense 2023-2024 RESERVE FUNDS 30 source Autnonty __ ,_ _ z , ,y _.. _a _ . _ .... .— LIST FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 29-30 FY 30-31 FY 31-32 FY 32-33 fall (Mulch) $ 60,000 $ 250,000 $ 250,000 $ 1,000,000 $ - $ - $ 60,000 $ - $ 250,000 $ 250,000 $ 1,000,000 $ - $ - $ - Totals Annual Deposits Rnennin Required P. mile $ 1,560,000 $ 156,000 31 RUTROUGH ROAD LANDFILL POST -CLOSURE FUND The Rutrough Road Landfill Post -Closure Fund (RRLF PC Fund) was established with an initial contribution of $5,500,000 per the terms of the "Implementation Agreement For (i) Distribution and Indemnification Agreement dated October 23, 1991 and (ii) Assignment Agreement dated October 23, 1991." The sole purpose of the RRLF PC Fund was to provide the funding necessary for the Authority to manage the post -closure care of the closed Rutrough Road Landfill until (i) such time as the funds in the account are depleted; or, (ii) the Authority determines the account is no longer needed for its intended purpose, in which case, any funds remaining in the account shall be available for use by the Authority for any authorized purpose. The RRLF PC Fund is essentially depleted. Funds will remain in the Rutrough Road account to cover pump replacement/repair, site maintenance, or any other items that may arise. We anticipate that the remaining balance will be depleted by FY'25 when this Reserve account will be deleted from future Budgets. 32 m ilm•i- imr -Paw - 111 ^ -- -I= - -- - ® MIII-111•1 -Mr ROANOKE VALLEY RESOURCE AUTHORITY APPROXIMATE POST -CLOSURE CARE COSTS RUTROUGH ROAD LANDFILL FOR THE YEARS 1996 THROUGH 2024 Date: January 31, 2023 G/W GAS SYST LEACHATE TOTAL INITIAL INTEREST FUND SC MOWING SAMPLING O & M O & M CAPITAL ADMIN EXPENSES DEPOSIT INCOME BALANCE - $ - $ - $ - $ - $ - $ - $ 260,602 $ 6,452,077 $ 367,686 $ 6,559,161 - $ - $ - $ - $ - $ - $ - $ 143,180 $ 6,561,769 $ 296,018 $ 6,714,607 - $ - $ - $ - $ - $ - $ - $ 699,337 $ 6,772,712 $ 415,543 $ 6,488,918 - $ - $ - $ - $ - $ - $ - $ 373,485 $ 6,656,586 $ 357,990 $ 6,641,091 - $ - $ - $ - $ - $ - $ - $ 274,596 $ 6,502,918 $ 454,557 $ 6,682,879 7,705 $ - $ 57,565 $ 18,323 $ 98,018 $ 35,819 $ 40,659 $ 263,887 $ 6,418,992 $ 483,446 $ 6,902,438 1,431 $ - $ 50,100 $ 8,402 $ 61,006 $ 4,958 $ 47,553 $ 183,450 $ 6,718,988 $ 215,808 $ 6,934,796 6,479 $ - $ 44,057 $ 14,130 $ 146,909 $ - $ 52,589 $ 322,159 $ 6,612,637 $ 118,499 $ 6,731,136 7,231 $ 5,347 $ 83,773 $ 11,443 $ 178,053 $ 108,874 $ 59,301 $ 454,021 $ 6,277,115 $ 87,268 $ 6,364,383 0,295 $ 5,347 $ 74,232 $ 19,543 $ 327,074 $ 283,422 $ 62,665 $ 786,379 $ 5,578,005 $ 86,747 $ 5,664,751 9,694 $ 5,347 $ 59,511 $ 11,493 $ 218,653 $ 83,006 $ 67,205 $ 454,908 $ 5,209,843 $ 181,687 $ 5,391,530 2,627 $ 5,880 $ 32,548 $ 25,751 $ 244,000 $ - $ - $ 307,230 $ 5,084,300 $ 249,892 $ 5,104,903 6,682 $ 6,500 $ 34,172 $ 9,480 $ 129,604 $ 27,736 $ - $ 378,869 $ 5,104,903 $ 230,103 $ 5,059,804 4,202 $ 8,815 $ 43,774 $ 17,230 $ 187,143 $ - $ - $ 262,822 $ 4,842,081 $ 104,100 $ 4,901,082 2,078 $ 8,815 $ 112,082 $ 30,869 $ 327,489 $ - $ - $ 534,751 $ 4,366,331 $ 25,384 $ 4,391,715 2,794 $ 8,815 $ 72,618 $ 37,574 $ 221,058 $ 335,178 $ 125,000 $ 810,812 $ 3,580,903 $ 15,900 $ 3,596,803 4,410 $ 8,905 $ 58,716 $ 33,548 $ 323,970 $ 125,000 $ 561,005 $ 3,035,798 $ 9,261 $ 3,045,059 2,056 $ 12,254 $ 80,760 $ 26,184 $ 206,912 $ 56,992 $ 385,158 $ 2,659,901 $ 7,470 $ 2,667,371 5,297 $ 21,159 $ 48,575 $ 30,501 $ 359,747 $ 21,783 $ 11,914 $ 501,125 $ 2,166,246 $ 6,820 $ 2,173,066 3,291 $ 3,450 $ 98,177 $ 33,069 $ 299,200 $ - $ - $ 437,187 $ 1,735,879 $ 8,019 $ 1,743,898 4,155 $ 9,475 $ 75,090 $ 28,604 $ 306,400 $ - $ - $ 429,751 $ 1,314,147 $ 7,993 $ 528,192 $ - $ 528,192 $ - $ 528,192 $ - $ 528,192 $ - $ 528,192 $ 427,182 $ 427,182 $ 101,010 $ 102,196 $ (15,444) $ 86,752 $ 719 $ 87,471 $ (11,840) $ 75,631 $ 600 $ 76,231 $ - $ 76,231 $ 600 $ 76,831 $ - $ 76,831 $ 600 $ 77,431 $ (39,788) $ 37,643 $ 600 $ 38,243 0,426 $ 110,107 $ 1,025,751 $ 356,144 $ 3,635,237 $ 1,384,950 $591,886 $9,184,824 $ 3,733,310 33 RR expenses 34 1mi M ROANOKE VALLEY RESOURCE AUTHORITY POST -CLOSURE CARE ESTIMATES RUTROUGH ROAD LANDFILL FOR THE YEARS 2017 THROUGH 2026 ASSUMED END OF POST CLOSURE CARE Date: January 31, 2023 Only LD MISC G/W GAS SYST LEACHATE TOTAL INITIAL INTEREST FUND IT. EXPENSE MOWING SAMPLING O & M O & M CAPITAL ADMIN EXPENSES DEPOSIT INCOME BALANCE $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 so $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 The remaining - see post cloure post project were care funds transferred are being to the used to comply Authority's with operating a DEQ letter budget for of compliance. FY 2019. The Please care activities closure status reports. - $ - $ - $ - $ - $ - $ - $o $ - $ - rrce main and lift station wed to the annual budget and are funded from the administration accounts 34 CONTINGENCY FUND The purpose of the Contingency Fund is to provide (i) rate stabilization on an annual basis; and (ii) emergency funding for unforeseen increases in expenses or decreases in revenues. As noted in earlier in this report, Staff projects a balance of $1,483,939 that will be available in the Contingency Reserve Fund as of the start of FY '24. The Authority's Policy has the goal of retaining 8-10% of its annual operating budget in its Contingency Reserve. This projected balance is 9.32% of the FY '24 operating budget of approximately $15.9M and is therefore compliant with the Authority's Policy. The Contingency Fund also serves to assist in complying with post -closure requirements of fmancial assurance regulations. 35 Roanoke Valley Resource Authority CONTINGENCY RESERVE FUND FISCAL BEGINNING YEAR BALANCE DEPOSITS TRANSFERS BALANCE COMMENTS 1994-1995 296,864 836,358 0 1,133,222 Surplus from Operations 1995-1996 1,133,222 989,940 0 2,123,162 Surplus from Operations 1996-1997 2,123,162 335,254 0 2,458,416 Surplus from Operations 1997-1998 2,458,416 0 920,000 1,538,416 Transfer to Site Development 1997-1998 1,538,416 243,053 0 1,781,469 Transfer from Recycling Fund 1997-1998 1,781,469 1,017,184 0 2,798,653 Surplus from Operations 1998-1999 2,798,653 1,216,266 0 4,014,919 Surplus from Operations 1999-2000 4,014,919 1,808,425 0 5,823,344 Surplus from Operations 2000-2001 5,823,344 1,363,227 0 7,186,571 Surplus from Operations 2001-2002 7,186,571 0 494,012 6,692,559 Deficit from Operations 2002-2003 6,692,559 0 451,845 6,240,714 Deficit from Operations 2003-2004 6,240,714 224,069 0 6,464,783 Surplus from Operations 2004-2005 6,464,783 18,773 0 6,483,556 Surplus from Operations 2005-2006 6,483,556 276,040 0 6,759,596 Surplus from Operations 2006-2007 6,759,596 0 783,555 5,976,041 Transfer to Operating Budget 2007-2008 5,976,041 0 926,499 5,049,542 Transfer to Operating Budget 2007-2008 5,049,542 873,246 0 5,922,788 Surplus from Operations 2008-2009 5,922,788 0 1,289,635 4,633,153 Transfer to Operating Budget 2008-2009 4,633,153 70,441 0 4,703,594 Surplus from Operations 2009-2010 4,703,594 0 2,053,044 2,650,550 Transfer to Operating Budget 2009-2010 2,650,550 637,465 0 3,288,015 Surplus from Operations 2010-2011 3,288,015 0 3,171,248 116,767 Transfer to Pay Bond Debt 2010-2011 116,767 244,082 0 360,849 Surplus from Operations 2011-2012 360,849 244,000 0 604,849 Transfer from Post Development 2011-2012 604,849 1,140,111 0 1,744,960 Surplus from Operations 2012-2013 1,744,960 0 490,991 1,253,969 Transfer to Operating Budget 2012-2013 1,253,969 0 62,130 1,191,839 Transfer for Residential Area 2012-2013 1,191,839 425,662 0 1,617,501 Surplus from Operations 2013-2014 1,617,501 0 405,405 1,212,096 Transfer to Operating Budget 2013-2014 1,212,096 543,103 0 1,755,199 Surplus from Operations 2014-2015 1,755,199 0 456,323 1,298,876 Transfer to Operating Budget 2014-2015 1,298,876 812,290 0 2,111,166 Surplus from Operations 2015-2016 2,111,166 0 200,000 1,911,166 Transfer to Property Protection 2015-2016 1,911,166 0 434,974 1,476,192 Transfer to Operating Budget 2015-2016 1,476,192 986,254 0 2,462,446 Surplus from Operations 2016-2017 2,462,446 1,095,038 0 3,557,484 Surplus from Operations 2017-2018 3,557,484 1,246,947 0 4,804,431 Surplus from Operations 2018-2019 4,804,431 0 1,081,298 3,723,133 Deficit & transfer to Operations 2019-2020 3,723,133 0 0 3,723,133 Transfer to Operating Budget 2020-2021 3,723,133 0 0 3,723,133 Transfer to Operating Budget 2021-2022 3,723,133 0 2,239,194 1,483,939 NS Payment, Ops., LOC 2022-2023 1,483,939 0 0 1,483,939 Nothing Planned 2023-2024 1,483,939 0 0 1,483,939 Nothing Planned Contingency Funds Available $ 1,483,939 Proposed Transfer for FY 2023-2024 Budget $ Contingency Balance $ 1,483,939 2023-2024 36 RESERVE FUNDS ACTION NO. ITEM NO. G.6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Ordinance accepting and appropriating a donation from the Cave Spring First Aid and Rescue Squad, Inc. in the amount of $8,250 for use by the Roanoke County General Services Department SUBMITTED BY: Ashley King Assistant Director of General Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Acceptance and appropriation of $8,250 received as a donation from the Cave Spring First Aid and Rescue Squad, Inc. to be used towards the replacement of the floor in the large conference room at Cave Spring Rescue Station #3. BACKGROUND: The Cave Spring First Aid and Rescue Squad, Inc. is a 501(c)3 organization that has been using Cave Spring Rescue Station #3 since it was built in 1989. They use the large conference room for full crew meetings, training sessions, EMT certification courses, Auxiliary meetings, regional VAVRS meetings and the Auxiliary's chicken BBQ. Because of their vested interest and use of this room, they would like to donate $8,250 towards replacing the flooring. DISCUSSION: The General Services Department will use the funds to supplement the costs associated with replacing the floor in this conference room. FISCAL IMPACT: Funds in the amount of $8,250 are from the Cave Spring First Aid and Rescue Squad, Page 1 of 2 Inc. to be used towards replacing the floor in the large conference room at Cave Spring Rescue Station #3. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the attached ordinance and setting the second reading for April 25, 2023. Page 2 of 2 December 7, 2022 To Whom It May Concern: I am writing to inform whom it may concern that Cave Spring First Aid and Rescue Squad (CSRS) has voted and approved to allocate $8250 towards the restoration and repair of the floor in the large conference room on the second floor of 3206 Valley Forge Avenue, Roanoke, VA. This was approved by the general membership of the crew at our September 2022 business meeting. As CSRS has been the sole renter of this establishment since it was built in 1989, CSRS has a vested interest in the management and upkeep of this building owned by the Roanoke County Board of Supervisors. CSRS uses this specific space at least twice a month for full crew meetings and trainings, twice a week for four months to host an initial EMT certification course, once a month for Auxiliary meetings, several times a year for regional VAVRS meetings, and twice a year for our Auxiliary's chicken BBQ. CSRS fully appreciates the willingness of the Board of Supervisors and Roanoke County and Fire and Rescue Department to continue to enter into these joint ventures to maintain and improve the space. Laura Ale President Cave Spring First Aid and Rescue Squad, Inc A 501(c)3 organization FIN: 54-1553832 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $8,250 FROM THE CAVE SPRING FIRST AID AND RESCUE SQUAD, INC. FOR USE BY THE ROANOKE COUNTY GENERAL SERVICES DEPARTMENT WHEREAS, the Cave Spring First Aid and Rescue Squad, Inc., a 501(c)3 organization, has been using the large conference room at Cave Spring Rescue Station #3 since 1989 for full crew meetings, training sessions, EMT certification courses, Auxiliary meetings, regional VAVRS meetings, and the Auxiliary's chicken BBQ; and WHEREAS, due to the Cave Spring First Aid and Rescue Squad, Inc.'s vested interest and use of this room, it would like to donate $8,250 to the General Services Department toward replacement of the conference room flooring; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, the first reading of this ordinance was held on April 11, 2023, and the second reading was held on April 25, 2023. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $8,250 made available to the General Services Department toward replacement of the flooring in the large conference room at Cave Spring Rescue Station #3 is accepted and appropriated to the general fund. 2. That this ordinance shall take effect from and after the date of adoption. Page 1 of 1 ACTION NO. ITEM NO. G.7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 11, 2023 AGENDA ITEM: Ordinance authorizing the acquisition of one-half (1/2) interest in three (3) parcels of real property containing approximately 42 acres adjacent to Explore Park, located in Roanoke County and in Bedford County, and authorizing execution of an amended purchase agreement, deeds of conveyance and other documents necessary to accomplish the acquisition of this real estate SUBMITTED BY: Lindsay B. Webb Parks Planning and Development Manager APPROVED BY: Richard L. Caywood County Administrator ISSUE: Ordinance authorizing the acquisition of one-half (1/2) interest in three parcels of real property containing approximately 42.94 acres adjacent to Explore Park, located in Roanoke County and in Bedford County; and authorizing execution of an amended purchase agreement, a deed of conveyance, and other documents necessary to accomplish the acquisition of this real estate BACKGROUND: Roanoke County has operated Explore Park since 2013 under a 99-year lease from the Virginia Recreational Facilities Authority (VRFA), a political subdivision of the Commonwealth that owns over 1,100 acres along the Roanoke River in Bedford and Roanoke Counties. Following an extensive public involvement process, Roanoke County developed the 2016 Explore Park Adventure Plan that proposed a new vision for Explore Park as an outdoor adventure recreation destination. The Adventure Plan also proposed preserving much of Explore Park in its natural state to allow for passive recreation, open space, and forest conservation. There are three parcels totaling 42.94 acres that are located north of the Roanoke River Page 1 of 3 within the boundaries of Explore Park. The parcels are located in Bedford and Roanoke Counties identified as Tax Parcel Numbers 080.00-05-17.00-0000, 172 A 42, and 172 A 14A, as shown on the attached map and plat. These parcels are co -owned by the VRFA and Betty W. Mayes, who each own a one-half interest (50%). Ms. Mayes approached Roanoke County expressing her willingness to sell her one half -interest in the three parcels. Roanoke County submitted a grant application in 2018 to the Virginia Outdoors Foundation (VOF) Forest CORE Program for acquisition of Ms. Mayes' interest that was awarded. The Roanoke County Board of Supervisors approved Ordinance 121520-6 in 2020 accepting and appropriating $165,450 from the VOF, and a grant agreement was executed between Roanoke County and the VOF for acquisition of Ms. Mayes interest in the parcels. The Board of Supervisors approved Ordinance No. 081021-5 in 2021 authorizing staff to execute a Purchase Agreement with Ms. Mayes in the amount of $58,600, as well as a deed of conveyance and other documents necessary to accomplish this real estate transaction. The purchase price was based on 2021 real estate assessments, plus $10,000. The Purchase Agreement was executed between Ms. Mayes and Roanoke County on August 17, 2021. DISCUSSION: Throughout the administration of the VOF grant, the deeds, boundary survey, preliminary plat, title report, appraisal, and Phase 1 Environmental Assessment have been completed. The appraisal report was completed on December 28, 2022 in conformance with the Uniform Standards of Professional Appraisal Practice (USPAP). Based upon that report, the estimated fee simple market value of the three properties identified as Tax Parcel Numbers 080.00-05-17.00-0000, 172 A 42, and 172 A 14A is $165,000; therefore, the estimated value of Ms. Mayes' one-half interest in the three parcels is $82,500. Staff are requesting approval of an ordinance authorizing staff to increase the compensation amount due to Ms. Mayes from $58,600.00 to $82,500.00. Roanoke County proposes to manage these three parcels as part of Explore Park, remaining forested and largely undeveloped, except for trails and similar facilities for outdoor recreation, as outlined in the Explore Park Adventure Plan. Planned restoration management activities will follow the guidance of a forest management plan, written with forest health as the management objective. County staff have met with the VRFA Board of Directors who are supportive of Roanoke County owning a one-half interest in the parcels and recording an open space easement with forest management restrictions on the parcels. FISCAL IMPACT: The VOF Forest CORE Program provides one -hundred percent (100%) of the costs Page 2 of 3 associated with the land acquisition, including the appraisals, survey, environmental assessments, title reports, and closing costs. There is no local match required. Funding for the purchase and incidental costs of the acquisition is available in the County's grant fund, which was created pursuant to Ordinance 121520-6 whereby the Board accepted and appropriated $165,450.00 from the VOF for the purchase of the land. Per the grant agreement executed in 2021 and amended in 2022, the VOF grant funds distributed shall not exceed the approved appraised value of the three properties acquired plus eligible costs incurred, and shall not exceed the total grant amount of $165,450. The grant funds may be released in stages as each of the parcels are acquired and subsequent required enhancement activities occur. Roanoke County staff will request reimbursement for eligible grant expenses after the one-half interest is acquired from Ms. Mayes. STAFF RECOMMENDATION: Staff recommends approval of the first reading of this ordinance and scheduling the second reading for April 25, 2023. Page 3 of 3 MayesNRFA (Tax Map No. 172-A-14A, 8.1053 acres) ▪ MayesNRFA (Tax Map No. 172-A-42, 11.7267 acres) Q MayesNRFA (Tax Map No. 080.00-05-17.00-0000, 23.1109 acres) ▪ Explore Park I= National Park Service Jurisdictional Boundary t Railroad Tracks 800 1,600 Feet 3,200 Proposed Property Acquisition from Betty W. Mayes A ROANOKE COUNTY VA Virginia Outdoors Foundation Forest CORE Grant Fund PARKS, RE TOURISM March 30, 2023 21308a102-sheet 1.plt TITLE REPORT CASE No. LRR 21-039 DEEDED EASEMENT: NONE TITLE REPORT CASE No. LRR 21-039 ITEMS SHOWN ON OTHER PLATS OF RECORD: 1. PLAT OF BASE ACREAGE RECORDED IN BEDFORD COUNTY DEED BOOK 111, PAGE 450. DOES NOT AFFECT THE THESE TRACTS WERE TAKEN OUT LOT No. 1 AS SHOWN ON SAID PLAT. LEGAL DESCRIPTION: THE FOLLOWING PARCEL DESIGNATED ROANOKE COUNTY, VIRGINIA TAX # 080.00-05-17.00-0000, THE PROPERTY OF VIRGINIA RE HALF INTEREST) AS ACQUIRED IN DEED BOOK 705, PAGE 310, PARCEL 11 OF 7HE CLERK'S OFFICE OF THE CIRCUIT COURT OF BED BOOK 1294, PAGE 313, PARCEL I1 OF THE CLERK'S OFFICE OF THE CIRCUIT COURT OF ROANOKE COUNTY, VIRGINIA AND THE PRO! INTEREST) AS ACQUIRED IN WILL INSTRUMENT # 180000218 OF SAID BEDFORD COUNTY CLERK'S OFFICE BEING LOCATED WEST OF LANE, A 50' NON—EXCLUSIVE INGRESS/EGRESS RIGHT—OF—WAY EASEMENT NEAR THE BEDFORD AND ROANOKE COUNTY LINE, EAS' FEET NORTH OF WHERE THE EASTERLY RIGHT—OF—WAY LINE OF THE NORFOLK SOUTHERN RAILWAY LINE CROSSES FROM ROANOKE DESCRIBED AS FOLLOWS PORTION EASTERLY OF NORFOLK SOUTHERN RAILWAY RIGHT-OF-WAY: COMMENCING AT A POINT ON THE ROANOKE AND BEDFORD COUNTY LINE AT THE COMMON PROPERTY CORNER OF 771E HEREIN DE # 172 A 48 AND BEDFORD COUNTY TAX f 172 A 14A FOR THE POINT OF BEGINNING. BEDFORD COUNTY TAX # 172 A 48 BEING THE PROPERTY OF VIRGINIA RECREA71ONAL FAC/U71ES AUTHORITY AS ACQUIRED IN DEE COUNTY CLERK'S OFF10E AND TAX # 172 A 14A BEING 7HE PROPERTY OF VIRGINIA RECREA71ONAL FAC/U71ES AUTHORITY (A HALF 705, PAGE 310, PARCEL 11 OF 7HE CLERK'S OFF10E OF 7HE CIRCUIT COURT OF BEDFORD COUNTY, VIRGINIA AND IN DEED BOOK 1: OFF10E OF 7HE CIRCUIT COURT OF ROANOKE COUNTY, VIRGINIA AND 7HE PROPERTY OF BETTY W. MAYES (A HALF INTEREST) AS 180000218 OF SAID BEDFORD COUNTY CLERK'S OFFICE; THENCE LEAVING TAX 1172 A 14A AND WITH 7HE HEREIN DESCRIBED PR A 48, N 87' 27' 521 E, PASSING 7HE COMMON CORNER OF NORFOLK SOUTHERN RAILWAY AND TAX # 172 A 48 AT A DISTANCE 197.82 FEET TO A SET IRON PIN ON 7HE EASTERLY RIGHT—OF—WAY LINE OF 7HE NORFOLK SOUTHERN RAILWAY LINE AND LYING 7HE RAILROAD TRACK ACCORDING TO 7HE VIRGINIA RAILWAY COMPANY RIGHT—OF—WAY TRACK MAP V2-62; THENCE WITH 7HE EA NORFOLK SOUTHERN RAILWAY FOR 7HE FOLLOWING FOUR (4) COURSES N 14' 56' 25" W, A DISTANCE OF 740.07 FEET TO THE F LYING 100' EAST FROM 7HE CENTERLINE OF 7HE RAILROAD TRACK ACCORDING TO THE VIRGINIA RAILWAY COMPANY RIGHT —OF —WA FEET ALONG A SPIRAL CURVE TO 7HE RIGHT AND PARALLEL TO 7HE CENTERLINE SPIRAL WHICH HAS A DELTA ANGLE OF 2' 30' d 06' 59" W, A DISTANCE OF 195.62 FEET TO 7HE POINT OF SPIRAL CURVE AT STATION 639+04.6 LYING 100' EAST OF 7HE CENTS ACCORDING TO 7HE AFORESAID TRACK MAP V2-62; THENCE 295.84 FEET ALONG 7HE ARC OF A CIRCULAR CURVE TO 7HE RIGHT TANGENT OF 148.14 FEET, A DELTA ANGLE OF 7 44' 00" AND A CHORD OF N 08' 34' 25" W, A DISTANCE OF 295.61 FEET TO 71 642+13.9 LYING 100' EAST FROM 7HE CENTERLINE OF 7HE RAILROAD TRACK ACCORDING TO 7HE VIRGINIA RAILWAY COMPANY RIG 70.43 FEET ALONG A SPIRAL CURVE TO 7HE RIGHT AND PARALLEL TO 7HE CENTERLINE SPIRAL WHICH HAS A DELTA ANGLE OF 2 N 03' 54' 12" W, A DISTANCE OF 70.43 FEET TO A SET IRON PIN AT 7HE SOUTHWESTERLY PROPERTY CORNER OF ROANOKE COL PROPERTY OF MG/NIA RECREATIONAL FAC/LI71ES AUTHORITY AS ACQUIRED IN DEED BOOK 1289, PAGE 1481 OF 7HE SAID ROANOI LEAVING 7HE EASTERLY RIGHT—OF—WAY LINE OF SAID NORFOLK SOUTHERN RAILWAY AND WITH SAID ROANOKE COUNTY TAX # 07 TWO (2) COURSES S 70' 45' 00" E, A DISTANCE OF 303.41 FEET TO A SET IRON PIN; THENCE N 19' 15' 00" E, A DISTANCE OF ROANOKE AND BEDFORD COUNTY LINE; THENCE LEAVING ROANOKE COUNTY TAX 1071.00-01-13.00-0000 AND W17H 7HE ROANO FOLLOWING TWD (2) COURSES: S 16' 19' 12" W, A DISTANCE OF 781.50 FEET TO A POINT THENCE S 13' 57' 28" W, A DISTANCE BEGINNING AND CONTAINING 829,757 SQUARE FEET, 19.0486 ACRES MORE OR LESS AND LYING EAST OF 7HE NORFOLK SOUTHER! PORTION WESTERLY OF NORFOLK SOUTHERN RAILWAY RIGHT-OF-WAY 7HE FOLLOWING IS A DESCRIP71ON OF ROANOKE COUNTY TAX # 080.00-05-17.00-0000 LYING WEST OF 7HE NORFOLK SOUTHERN COMMENCING AT A SET IRON PIN ON 7HE WESTERLY RIGHT—OF—WAY LINE OF 7HE AFORESAID NORFOLK SOUTHERN RAILWAY, N 8; WEST OF 7HE ROANOKE AND BEDFORD COUNTY LINE FOR 7HE POINT OF BEGINNING; THENCE WITH 7HE WESTERLY RIGHT—OF—WAY OF SAID RAILWAY N87' 27' 52" W, A DISTANCE OF 26.21 FEET TO A POINT ON AFO 48, IN ALL 245.15 FEET TO A SET IRON PIN ON 7HE EASTERLY BANK OF 7HE ROANOKE RIVER; THENCE LEAVING BEDFORD COUN ROANOKE RIVER FOR 7HE FOLLOWING EIGHT (8) COURSES: N 28' 13' 58" W A DISTANCE OF 112.32; THENCE N 00' 26' 38" E A PIN; THENCE N 08' 10' 14" E A DISTANCE OF 192.45 FEET TO A SET IRON PIN; THENCE N 03' 29' 27" W A DISTANCE OF 129.0 56' 37" W A DISTANCE OF 197.46 FEET TO A SET IRON PIN; THENCE N 04' 53' 59" W A DISTANCE OF 169.26 FEET TO A SET I! DISTANCE OF 171.67 FEET TO A SET IRON PIN; THENCE N 00' 06' 07" E A DISTANCE OF 157.25 FEET TO A SET IRON PIN ON 71 ROANOKE COUNTY TAX 1071.00-01-13.00-0000; THENCE LEAVING 7HE BANK OF 7HE ROANOKE RIVER AND WITH 7HE SOUTHER TAX # 071.00-01-13.00-0000, S 70' 45' 00" E A DISTANCE OF 53.18 FEET TO A SET IRON PIN ON 7HE WESTERLY RIGHT—OF—N SOUTHERN RAILWAY,• THENCE LEAVING ROANOKE COUNTY TAX 1071.00-01-13.00-0000 AND WITH 7HE WESTERLY RIGHT —OF —WA' SOUTHERN RAILWAY FOR 7HE FOLLOWING FOUR (4) COURSES: THENCE 147.11 FEET ALONG A SPIRAL CURVE TO 7HE LEFT 75.00' CENTERLINE SPIRAL WHICH HAS A DELTA ANGLE OF 2' 30' AND A SPIRAL LENGTH OF 200 FEET, S 03' 20' 34" E, A DISTANCE 0 21308a102-sheet 2.plt ABBREVIATIONS AC. ACRES CO. COUNTY D.B. DEED BOOK EX. EXISTING IP IRON PIN P.B. PLAT BOOK PG. PAGE P.S. POINT OF SPIRAL P.S.C. POINT OF SPIRAL CURVE P.C.S. POINT OF CURVE SPIRAL P.S.T. POINT OF SPIRAL TANGENT R/W RIGHT—OF—WAY S.F. SQUARE FEET 1 TAX , 071.00-01-13.00-0000 •1 '1RGINIA RECREA110NAL FACILITIES AUTHORITY D.B. 1289, PG. 1481 (ROANOKE CO.) BOUNDARY LINE TABLE LINE BEARING DISTANCE SPIRAL LENGTH L1 N 2813'58" W 112.32' L2 N 00 26'38" E 21Z95' L3 N 08'10'14" E 192.45' L4 N 0329'27" W 129.09' .. ,.,.._,.,_," ... ..., ..., i • ZONE X a (SHADED) ZONE X (UN -SHAD! 646+40.7 P.S. I EDGE OF • RIVER SET IP' 3,18,: • 188; (ne) SET IP SET IP SET IP 0 00 1 0 SET IP 21308a101-layout1.plt TITLE REPORT CASE No. LRR 21-039 DEEDED EASEMENT: EASEMENT GRANTED TO APPALACHIAN POWER COMPANY, DATED DECEMBER 23, 1969, RECORDED IN DEED BOOK OF EASEMENT IS BLANKET IN NATURE AND EXACT LOCATION IS UN -KNOWN. EASEMENT GRANTED TO COMMONWEALTH OF VIRGINIA, DATED JANUARY 12, 1965, RECORDED IN DEED BOOK 326 A DRAINAGE DITCH ADJACENT TO ROUTE 1635. EASEMENT GRANTED TO COMMONWEALTH OF VIRGINIA, DATED JANUARY 20, 1965, RECORDED IN DEED BOOK 326 A DRAINAGE DITCH ADJACENT TO ROUTE #635 TITLE REPORT CASE No. LRR 21-039 ITEMS SHOWN ON OTHER PLATS OF RECORD: 1. PLAT OF BASE ACREAGE RECORDED IN PLAT BOOK 10, PAGE 9. DOES NOT AFFECT THE SUBJECT PROPERTY. 2. PLAT OF THE SUBJECT PROPERTY RECORDED IN PLAT BOOK 12, PAGE 66: TITLE TO THAT PORTION OF THE LYING WITHIN THE BOUNDARIES OF THE TURNAROUND OF THE "50' ROAD". DOES NOT AFFECT THE SUBJECT TITLE REPORT CASE No. LRR 21-039 OTHER MATTERS: EASEMENT CONVEYED TO COMMONWEALTH OF VIRGINIA, DATED JANUARY 11, 1965, RECORDED IN DEED BOOK 32 GRANTING RIGHT-OF-WAY ALONG ROUTE #635. EASEMENT CONVEYED TO COMMONWEALTH OF VIRGINIA, DATED JANUARY 20, 1965, RECORDED IN DEED BOOK 32 GRANTING RIGHT-OF-WAY ALONG ROUTE #635. TAX 11)7100-01-13 00-0000 3Tf SET IP VIRGINIA RECREATIONAL ! \ o FACILITIES AUTHORITY D.B. 1289, PG 1481 (ROANOKE CO.) 1 i CP I 1 N 86'46'39" E \ EX. IP \\\\\\\ \ 0o / 845.26'1 1 EX. IP 0" TAX #172 A 14 VIRGINIA RECREATIONAL FACILITIES AUTHORITY D.B. 696, PG. 614 (BEDFORD CO.) ABB: AC. CO. D.B. EX. IP P.B. PG. R/W S.F. TAX #172 A 15 VIRGINIA RECREATIONAL FACILITIES AUTHORITY D.B. 696, PG. 614 (BEDFORD CO.) 748.53' EX. IP N 8019'; 198.E TAX #172 A 42 VIRGINIA RECREATIONAL FACILITIES, AUTHORITY D.B. 705, PG. 310 (PARCEL 11) (BEDFORD D.B. 1294, PG. 313 (PARCEL 11) (ROANOKE & BETTY W. MAYFS WILL INSTRUMENT #180000218 (BEDFORD 11.7267 AC. %, 510,814 S.F. 686.03' 846.03, EX. IP 159.95' TAV 1147,E A / 7 • SUMMARY OF SALIENT FACTS AND CONCLUSIONS LOCATION: PROPERTY RIGHTS APPRAISED: EFFECTIVE DATE OF APPRAISAL: DATE OF THE OBSERVATION: DATE OF THE REPORT: TAX MAP NUMBERS: OWNER OF RECORD: LAND AREA/SHAPE/FRONTAGE: ZONING: PRESENT USE: HIGHEST AND BEST USE — AS IF VACANT: VALUE INDICATIONS — LAND VALUE BY SALES COMPARISON APPROACH: FINAL ESTIMATE OF MARKET VALUE: West of Breezewood Lane (private) and East of the Roanoke River and Adjoining Explore Park Roanoke and Bedford Counties, Virginia 24179 Fee simple estate November 17, 2022 November 17, 2022 December 28, 2022 080.00-05-17.00-0000, 172 A 42 and 172 A 14A Betty W. Mayes and Virginia Recreational Facilities Authority ±42.9429 acres / irregular / limited frontage along the northern side of Breezewood Lane (private road) EP, Explore Park District Recreational land Recreational use and passive timber growth with future rural acreage homesites $165,000 $165,000 This "Summary of Salient Facts and Conclusions" must remain attached to this report, which contains 42 pages, plus related exhibits, in order for the value opinion to be considered valid. iv Miller, Long & Associates, Inc. SUBJECT PHOTOGRAPHS PHOTOGRAPH OF THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 42) AT THE END OF BREEZEWOOD LANE TAKEN FACING SOUTH PHOTOGRAPH OF A CREEK ON THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 42) CLOSE TO THE EASTERN CORNER -- TAKEN FACING NORTHEAST PHOTOGRAPHS OF THE CREEK ON THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 42) CLOSE TO THE EASTERN CORNER — TAKEN FACING EAST AND WEST RESPECTIVELY PHOTOGRAPHS OF A SOIL ROAD BED ON THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 42) — TAKEN FACING EAST AND WEST RESPECTIVELY 1 Miller, Long & Associates, Inc. PHOTOGRAPHS OF SURVEY TAPE MARKING A CORNER OF THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 14A) AND VIEWS FROM THE SUBJECT -- TAKEN FACING WEST PHOTOGRAPHS OF SURVEY TAPE MARKING ANOTHER CORNER OF THE SUBJECT PROPERTY (TAX MAP NUMBER 172 A 14A) AND VIEWS FROM THE SUBJECT — TAKEN FACING EAST PHOTOGRAPHS OF THE TOP OF THE RIDGE ON THE SUBJECT (TAX MAP NUMBER 172 A 42) AND THE STEEP SLOPE DOWN TOWARDS THE ROANOKE RIVER (TAX MAP NUMBER 172 A 14A) — TAKEN FACING WEST AND SOUTHWEST RESPECTIVELY 2 Miller, Long & Associates, Inc. PHOTOGRAPHS OF THE SLOPING TOPOGRAPHY OF THE SUBJECT PROPERTY (TAX MAP NUMBER 080.00-05- 17.00-0000) — TAKEN FACING SOUTH AND NORTH RESPECTIVELY PHOTOGRAPHS OF THE SUBJECT PROPERTY (TAX MAP NUMBER 080.00-05-17.00-0000) — TAKEN FROM ACROSS THE ROANOKE RIVER AND FACING NORTHEAST AND SOUTHEAST RESPECTIVELY PHOTOGRAPHS OF THE SUBJECT PROPERTY (TAX MAP NUMBER 080.00-05-17.00-0000) — TAKEN FROM ACROSS THE ROANOKE RIVER AND FACING NORTHEAST AND SOUTHEAST RESPECTIVELY 3 Miller, Long & Associates, Inc. STREET SCENES PHOTOGRAPH OF BREEZEWOOD LANE — TAKEN FACING EAST PHOTOGRAPH OF SHADY RUN LANE (STATE ROUTE 635) — TAKEN FACING NORTHWEST 4 Miller, Long & Associates, Inc. PREPARED BY: Rachel W. Lower, Sr. Assistant County Attorney VSB # 88094 Office of the County Attorney 5204 Bernard Drive Roanoke, VA 24018 Consideration: Assessed Value: Title Insurance: Fidelity National Title Insurance Company Roanoke County Tax Map Number: 080.00-05-17.00-0000 This instrument is exempt from the imposition of recordation taxes (other than those recordation taxes imposed by § 58.1-802) pursuant to § 58.1-811(A)(3) of the Code of Virginia (1950), as amended. THIS DEED is made and entered into this day of , 2023, by and between BETTY W. MAYES, party of the first part (the "Grantor"), and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia, party of the second part (the "Grantee"). WITNESSETH: WHEREAS, Grantor has the authority to execute this deed of conveyance; and WHEREAS, Grantor is the owner of one-half (1/2) interest in the parcel of real estate that is the subject of this Deed (the "Property"); and WHEREAS, the remaining one-half (1/2) interest in the Property is owned by the Virginia Recreational Facilities Authority, a political subdivision of the Commonwealth of Virginia; and WHEREAS, Grantor desires to sell Grantor's one-half (1/2) interest in the Property to Grantee, and Grantee desires to purchase the Grantor's interest in the Property; and WHEREAS, the Grantee has received a grant from the Virginia Outdoors Foundation ("VOF") Forest CORE Fund, and VOF and Grantee entered into a Grant Agreement in which 1 Grantee agreed to manage the property for outdoor recreation and to designate the properties as open -space land in exchange for VOF's agreement to provide such grant. NOW, THEREFORE, in consideration of the sum of Ten Dollars ($10.00) in hand paid to Grantor, at and before the signing, sealing, and delivery of this deed and other good and valuable consideration, receipt whereof is hereby acknowledged by Grantor, Grantor does hereby grant, bargain, sell, and convey in fee simple with General Warranty and English Covenants of Title unto Grantee all of her one-half interest as a tenant in common in the following described real property located in the Vinton Magisterial District, Roanoke County, Virginia, to -wit: All that certain tract or parcel of land lying, being, and situate in the Vinton Magisterial District, Roanoke County, Virginia, bearing Roanoke County Tax Map No. 080.00-05- 17.00-0000 and containing 23.1109 acres (19.0486 acres east of the Norfolk Southern Railway track and 4.0623 acres west of the Norfolk Southern Railway track) as shown on that plat entitled "PLAT SHOWING ALTA/NSPS LAND TITLE SURVEY OF 31.2126 AC. 1,359,780 S.F. BEING TAX #172 A 14A 8.1053 ACRES (353,068 S.F.) AND TAX #080.00-05-17.00-0000 23.1109 ACRES (1,006,712 S.F.) PROPERTY OF VIRGINIA RECREATIONAL FACILITIES AUTHORITY D.B. 705, PG. 310 (PARCEL AStII) (BEDFORD COUNTY) D.B. 1294, PG. 313 (PARCEL II) (ROANOKE COUNTY) AND BETTY W. MAYES WILL INSTRUMENT #180000218 (BEDFORD COUNTY) WILL INSTRUMENT #202100621 (ROANOKE COUNTY) SITUATED NEAR THE TERMINUS OF BREEZEWOOD LANE BLUE RIDGE MAGISTERIAL DISTRICT BEDFORD COUNTY, VIRGINIA VINTON MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA" dated November 22, 2022 which is attached hereto and is to be recorded herewith as Schedule A. It being all that one-half interest as tenant in common in property conveyed to the Grantor herein by Instrument 2 #202100621 recorded in the land records of the Roanoke County Circuit Court Clerk's Office on December 1, 2021. The Property is shown as Tax Map No. 080.00-05-17.00-0000 among the land records of the County of Roanoke, Virginia. Even if the Property may have been acquired previously as separate parcels, it shall be considered one parcel for purposes of this Deed, and the restrictions and covenants of this Deed shall apply to the Property as a whole. Grantee hereby designates and declares that the Property described above is to be used in perpetuity only as open -space land in accordance with the Open -Space Land Act (Va. Code § 10.1-1700 et seq.) Code of Virginia (1950), as amended. This conveyance is made subject to all recorded easements, conditions, reservations, and restrictions now affecting the Property. This Deed is executed by Beverly S. Duvall on behalf of Betty W. Mayes by virtue of the authority granted to Beverly S. Duvall by Betty W. Mayes under a General Power of Attorney dated November 17, 2020. This Deed is executed by the County Administrator, Deputy County Administrator, or Assistant County Administrator of Roanoke County on behalf of the Board of Supervisors of Roanoke County pursuant to Ordinance # adopted by the Board of Supervisors of Roanoke County on the day of , 2023. WITNESS the following signatures and seals: [Signatures and notary acknowledgement on following page] 3 GRANTOR: BETTY W. MAYES, BY BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY personally appeared before me this day and acknowledged the foregoing instrument. 20 WITNESS my hand and official seal this day of Notary Public My commission expires: [Signatures and notary acknowledgement on following page] 4 GRANTEE: ROANOKE COUNTY BOARD OF SUPERVISORS By: Title: COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that personally appeared before me this day and acknowledged the foregoing instrument. 20 WITNESS my hand and official seal this day of Notary Public My commission expires: Approved as to form: County Attorney 5 PREPARED BY: Rachel W. Lower, Sr. Assistant County Attorney VSB # 88094 Office of the County Attorney 5204 Bernard Drive Roanoke, VA 24018 Consideration: Assessed Value: Title Insurance: Fidelity National Title Insurance Company Bedford County Tax Map Numbers: 172 A 14A and 172 A 42 This instrument is exempt from the imposition of recordation taxes (other than those recordation taxes imposed by § 58.1-802) pursuant to § 58.1-811(A)(3) of the Code of Virginia (1950), as amended. THIS DEED is made and entered into this day of , 2023, by and between BETTY W. MAYES, party of the first part (the "Grantor"), and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia, party of the second part (the "Grantee"). WITNESSETH: WHEREAS, Grantor has the authority to execute this deed of conveyance; and WHEREAS, Grantor is the owner of one-half (1/2) interest in the parcels of real estate that are the subject of this Deed (the "Property"); and WHEREAS, the remaining one-half (1/2) interest in the Property is owned by the Virginia Recreational Facilities Authority, a political subdivision of the Commonwealth of Virginia; and WHEREAS, Grantor desires to sell Grantor's one-half (1/2) interest in the Property to Grantee, and Grantee desires to purchase the Grantor's interest in the Property; and WHEREAS, the Grantee has received a grant from the Virginia Outdoors Foundation ("VOF") Forest CORE Fund, and VOF and Grantee entered into a Grant Agreement in which 1 Grantee agreed to manage the property for outdoor recreation and to designate the properties as open -space land in exchange for VOF's agreement to provide such grant. NOW, THEREFORE, in consideration of the sum of Ten Dollars ($10.00) in hand paid to Grantor, at and before the signing, sealing, and delivery of this deed and other good and valuable consideration, receipt whereof is hereby acknowledged by Grantor, Grantor does hereby grant, bargain, sell, and convey in fee simple with General Warranty and English Covenants of Title unto Grantee all of her one-half interest as a tenant in common in the following described real properties located in the Blue Ridge Magisterial District, Bedford County, Virginia, to -wit: BEDFORD COUNTY PARCEL 1: All that certain tract or parcel of land lying, being, and situate in the Blue Ridge Magisterial District, Bedford County, Virginia, bearing Bedford County Tax Map No. 172 A 14A and containing 8.1053 acres as shown on that plat entitled "PLAT SHOWING ALTA/NSPS LAND TITLE SURVEY OF 31.2126 AC. 1,359,780 S.F. BEING TAX #172 A 14A 8.1053 ACRES (353,068 S.F.) AND TAX #080.00-05- 17.00-0000 23.1109 ACRES (1,006,712 S.F.) PROPERTY OF VIRGINIA RECREATIONAL FACILITIES AUTHORITY D.B. 705, PG. 310 (PARCEL II) (BEDFORD COUNTY) D.B. 1294, PG. 313 (PARCEL II) (ROANOKE COUNTY) AND BETTY W. MAYES WILL INSTRUMENT #180000218 (BEDFORD COUNTY) WILL INSTRUMENT #202100621 (ROANOKE COUNTY) SITUATED NEAR THE TERMINUS OF BREEZEWOOD LANE BLUE RIDGE MAGISTERIAL DISTRICT BEDFORD COUNTY, VIRGINIA VINTON MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA" dated November 22, 2022 which is attached hereto and is to be recorded herewith as Schedule A. and BEDFORD COUNTY PARCEL 2: All that certain tract or parcel of land lying, being, and situate in the Blue Ridge Magisterial District, Bedford County, Virginia, bearing 2 Bedford County Tax Map No. 172 A 42 and containing 11.7267 acres as shown on that plat entitled "PLAT SHOWING ALTA/NSPS LAND TITLE SURVEY OF 31.2126 AC. 1,359,780 S.F. BEING TAX #172 A 14A 8.1053 ACRES (353,068 S.F.) AND TAX #080.00-05- 17.00-0000 23.1109 ACRES (1,006,712 S.F.) PROPERTY OF VIRGINIA RECREATIONAL FACILITIES AUTHORITY D.B. 705, PG. 310 (PARCEL II) (BEDFORD COUNTY) D.B. 1294, PG. 313 (PARCEL II) (ROANOKE COUNTY) AND BETTY W. MAYES WILL INSTRUMENT #180000218 (BEDFORD COUNTY) WILL INSTRUMENT #202100621 (ROANOKE COUNTY) SITUATED NEAR THE TERMINUS OF BREEZEWOOD LANE BLUE RIDGE MAGISTERIAL DISTRICT BEDFORD COUNTY, VIRGINIA VINTON MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA" dated November 22, 2022 which is attached hereto and is to be recorded herewith as Schedule A. It being all that one-half interest as tenant in common in property conveyed to the Grantor herein by Instrument #WF180000218 recorded in the land records of the Bedford County Circuit Court Clerk's Office on May 29, 2018. The Property is shown as Tax Map Nos. 172 A 14A and 172 A 42 among the land records of the County of Bedford, Virginia. Even if the Property may have been acquired previously as separate parcels, it shall be considered one parcel for purposes of this Deed, and the restrictions and covenants of this Deed shall apply to the Property as a whole. Grantee hereby designates and declares that the Property described above is to be used in perpetuity only as open -space land in accordance with the Open -Space Land Act (Va. Code § 10.1-1700 et seq.) Code of Virginia (1950), as amended. This conveyance is made subject to all recorded easements, conditions, reservations, and restrictions now affecting the Property. 3 This Deed is executed by Beverly S. Duvall on behalf of Betty W. Mayes by virtue of the authority granted to Beverly S. Duvall by Betty W. Mayes under a General Power of Attorney dated November 17, 2020. This Deed is executed by the County Administrator, Deputy County Administrator, or Assistant County Administrator of Roanoke County on behalf of the Board of Supervisors of Roanoke County pursuant to Ordinance # adopted by the Board of Supervisors of Roanoke County on the day of , 2023. WITNESS the following signatures and seals: [Signatures and notary acknowledgement on following page] 4 GRANTOR: BETTY W. MAYES, BY BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY personally appeared before me this day and acknowledged the foregoing instrument. 20 WITNESS my hand and official seal this day of Notary Public My commission expires: [Signatures and notary acknowledgement on following page] 5 GRANTEE: ROANOKE COUNTY BOARD OF SUPERVISORS By: Title: COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that personally appeared before me this day and acknowledged the foregoing instrument. 20 WITNESS my hand and official seal this day of Notary Public My commission expires: Approved as to form: County Attorney 6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 ORDINANCE AUTHORIZING THE ACQUISITION OF ONE-HALF (1/2) INTEREST IN THREE (3) PARCELS OF REAL PROPERTY CONTAINING APPROXIMATELY 42 ACRES ADJACENT TO EXPLORE PARK, LOCATED IN ROANOKE COUNTY AND IN BEDFORD COUNTY, AND AUTHORIZING EXECUTION OF AN AMENDED PURCHASE AGREEMENT, DEEDS OF CONVEYANCE AND OTHER DOCUMENTS NECESSARY TO ACCOMPLISH THE ACQUISITION OF THIS REAL ESTATE WHEREAS, Betty W. Mayes is the owner of one-half (1/2) interest in three parcels of property, containing approximately 42.94 acres, located in Roanoke County (identified as Roanoke County Tax Map Number 080.00-05-17.00-0000) and in Bedford County (identified as Bedford County Tax Map Numbers 172 A 14A and 172 A 42); and WHEREAS, the remaining one-half (1/2) interest in the three parcels (3) is owned by the Virginia Recreational Facilities Authority, a political subdivision of the Commonwealth of Virginia; and WHEREAS, the Board approved Ordinance 081021-5 on August 10, 2021, authorizing staff to execute a purchase agreement and other documents necessary to effectuate the purchase for a purchase price of $58,600; and WHEREAS, an appraisal on the properties was completed on December 28, 2022, finding that the estimated value of the three parcels is $165,000, and finding that the estimated market value of one-half (1/2) interest in the three parcels is $82,500; and WHEREAS, staff recommends an amended purchase price of $82,500 for the purchase of the one-half (1/2) interest in the three (3) parcels; and Page 1 of 3 WHEREAS, the Virginia Outdoors Foundation ("VOF") has awarded Roanoke County $165,450 in grant funds for the purchase of the one-half (1/2) interest in the three (3) parcels, which are adjacent to Explore Park; and WHEREAS, on December 15, 2020, the Board of Supervisors appropriated $165,450.00 from the VOF for the purchase of the one-half (1/2) interest in the three (3) parcels; and WHEREAS, the three (3) parcels will be used to manage the property as part of Explore Park, remaining forested and largely undeveloped, except for trails and similar facilities for outdoor recreation; and WHEREAS, the Board of Supervisors of Roanoke County has determined that it is in the public interest to acquire a one-half (1/2) interest in the three (3) parcels; and WHEREAS, § 2.03 of the Roanoke County Charter provides that the County, upon a showing of public necessity, may acquire property within or without its boundaries for any of its facilities or functions; and WHEREAS, the Board finds that there is a showing of public necessity for the County to purchase those portions of the property, which are located in Bedford County, as they are immediately adjacent to Roanoke County, are included in the 2016 Explore Park Adventure Plan, and will provide benefits to citizens such as trails and similar facilities for outdoor recreation; and WHEREAS, § 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 to be held on April 11, 2023, and the second reading to be held on April 25, 2023; Page 2 of 3 NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That there is a showing of public necessity for the County to acquire property without its boundaries for the purpose of expanding Explore Park. 2. That the acquisition of approximately 42.94 acres located in Roanoke County (identified as Roanoke County Tax Map Number 080.00-05-17.00-0000) and in Bedford County (identified as Bedford County Tax Map Numbers 172 A 14A and 172 A 42) is hereby authorized and approved at the amended purchase price of $82,500. 3. Funding for the purchase and incidental costs to the acquisition is available in the County's grant fund, which was created pursuant to Ordinance 121520-6 whereby the Board accepted and appropriated $165,450 from the VOF for the purchase of the land. 4. That the County Administrator, Deputy County Administrator, or Assistant County Administrator are hereby authorized to execute such documents, including but not limited to the amended purchase agreement, the deeds of conveyance (with any changes as approved by the County Attorney's Office), and any other documents necessary to accomplish the acquisition and to take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this real estate, all of which shall be approved as to form by the County Attorney. 5. That this ordinance is to be in full force and effect upon its passage. Page 3 of 3 THIS AMENDED AGREEMENT OF SALE AND PURCHASE ("this Amended Agreement") is made and entered into this day of , 2023 ("the Effective Date"), by and between BETTY W. MAYES, whose address is 242 Trevey Road, Buchanan, Virginia 24066 ("Seller"), and the ROANOKE COUNTY BOARD OF SUPERVISORS, of the County of Roanoke, Virginia, a political subdivision of the Commonwealth of Virginia, whose address is 5204 Bernard Drive, Roanoke, Virginia 24018 ("Purchaser"). The parties acknowledge that no real estate broker was involved in this transaction. Purchaser, through its employees, has negotiated directly with Seller. RECITALS Seller is the owner of one-half (1/2) interest in the following three (3) unimproved parcels of real property: (1) Parcel 1, located in Roanoke County, Virginia, bearing County of Roanoke Tax Map No. 080.00-05-17.00-0000, and containing approximately 23.1109 acres ("Parcel 1"); (2) Parcel 2, located in Bedford County, Virginia, bearing County of Bedford Tax Map No. 172 A 14A, and containing approximately 8.1053 acres ("Parcel 2"); and (3) Parcel 3, located in Bedford County, Virginia, bearing County of Bedford Tax Map No. 172 A 42, and containing approximately 11.7267 acres ("Parcel 3"). The remaining one-half (1/2) interest in Parcel 1, Parcel 2, and Parcel 3 are owned by the Virginia Recreational Facilities Authority, a political subdivision of the Commonwealth of Virginia. Seller desires to sell her one-half (1/2) interest in Parcel 1, Parcel 2, and Parcel 3 to Purchaser, and Purchaser desires to purchase the Property from Seller, on the terms and conditions set forth in this Amended Agreement. 1 The parties entered into an Agreement of Sale and Purchase on August 17, 2021, and it is the intent of the parties to amend that Agreement of Sale and Purchase by executing this Amended Agreement of Sale and Purchase. WITNESSETH Now, therefore, in consideration of the premises and of the mutual covenants set forth herein, the parties agree as follows: (1) Sale and Purchase. In consideration of the sum of Eighty Two Thousand Five Hundred Dollars ($82,500.00) ("the Amended Purchase Price") to be paid by Purchaser to Seller in cash (by wire transfer of good funds or bank check) in full, at the Closing hereinafter provided for, Seller hereby agrees to sell, and agrees to grant and convey to Purchaser, and Purchaser hereby agrees to purchase, and agrees to accept conveyance of, the Property from Seller, on the terms and subject to the conditions of this Amended Agreement. (2) Right of Access for Inspections. (a) Between the Effective Date and the date which is ninety (90) days after the Effective Date ("the Inspection Period"), Purchaser and its agents and contractors shall have the right of free access to and entry upon the Property for the purpose of making such surveys, inspections, surface and subsurface explorations, tests, borings, appraisals, and other site evaluations and analyses as Purchaser may desire to make. Purchaser shall (i) indemnify Seller and hold Seller harmless from and against any loss, cost, damage, or liability arising out of or resulting from the exercise by Purchaser or Purchaser's agents or contractors of the rights granted by this paragraph (2), to the extent allowed under the laws of the Commonwealth of Virginia, and (ii) if Closing does not occur under this Amended Agreement, at its expense, restore the Property substantially to its condition immediately prior to those tests and inspections. 2 (b) If Closing does not occur, Purchaser shall deliver to Seller copies of the results of any and all such surveys, tests, and studies no later than ten (10) days after termination or expiration of the Inspection Period. (c) Purchaser may, at any time prior to the end of the Inspection Period (including on the final day of the Inspection Period), by written notice to Seller terminate this Amended Agreement, for any reason or no reason. If Purchaser does not terminate this Amended Agreement before the expiration of the Inspection Period, then Purchaser shall be deemed to have waived its rights to terminate the Amended Agreement under this paragraph (2). (3) Title Examination. Purchaser shall, at its expense, obtain such examination of the title to the Property as Purchaser shall deem necessary or advisable. Should any title examination indicate that Seller cannot convey to Purchaser good and marketable fee simple title to the Property, other than because of liens in a total amount less than the Purchase Price which can be satisfied by the payment of money deducted from the Purchase Price at Closing, then Purchaser shall give Seller written notice of any conditions, restrictions or encumbrances which Purchaser will not waive ("the Title Exceptions"), and Seller will have a period of sixty (60) days from its receipt of such notice to take such action as Seller wishes to take to cure the Title Exceptions (the "Title Cure Period"). "Cure" of any Title Exception may be accomplished either by resolving and removing the Title Exception or by obtaining the agreement of Purchaser's title insurer to insure Purchaser against loss resulting from the exception, on terms reasonably satisfactory to Purchaser. If all Title Exceptions have not been cured within the Title Cure Period, then Purchaser shall have the option either (i) to terminate this Amended Agreement or (ii) to allow this Amended Agreement to continue in effect and to proceed with Closing with no reduction in the Purchase Price. Seller agrees that it will not, from the Effective Date until the date of Closing, convey any rights in the 3 Property (including by lease) to any other person or entity without the specific written consent of Purchaser, which consent Purchaser may grant, condition, or withhold in its sole discretion. (4) Existing Lease. Seller and Purchaser acknowledge that the Property is currently subject to a lease between the Virginia Recreational Facilities Authority and the Roanoke County Board of Supervisors. (5) Closing; Closing Costs. Closing shall take place on a date as agreed upon by Seller and Purchaser, at a location selected by Purchaser. Purchaser may select any closing agent solely at Purchaser's discretion. At Closing, Purchaser shall pay to Seller the Purchase Price and Purchaser shall also pay all closing costs except those that are specifically provided in this paragraph (5) to be paid by Seller. At Closing, Seller shall deliver to Purchaser a fully executed and notarized general warranty deed with modern English covenants of title, conveying good and marketable fee simple title to the Property to Purchaser, subject only to real estate taxes which are not yet delinquent and to such other Title Exceptions as Purchaser shall have agreed in writing, prior to Closing, to accept or otherwise accepted in accordance with paragraph (3). The deed shall convey the Property to Purchaser with all appurtenances and by description based on the current survey obtained by Purchaser, or if Purchaser has not obtained a current survey, by the description(s) set forth in the deed(s) conveying the Property to Seller. Seller shall also deliver such other documents, instruments, certificates, and affidavits as shall be reasonably and customarily required by Purchaser and its title insurer to complete and evidence the purchase and sale transaction. Seller shall pay its own attorneys' fees. Real estate taxes shall be prorated as of the date of the Closing. (6) Risk of Loss. If after the expiration of the Inspection Period (and Purchaser not having elected to terminate this Amended Agreement during the Inspection Period), but prior to Closing the Property is materially damaged by a casualty or the environmental condition of the Property is materially and adversely changed (and such change is not due to the acts of Purchaser 4 or its agents or contractors), then, Purchaser shall have ten (10) business days within which to notify Seller whether it wishes to (a) proceed to close and be entitled to an assignment of all insurance proceeds of Seller's at Closing; or (b) terminate this Amended Agreement which shall have no further force or effect except for any liability pursuant to the indemnity provisions of paragraph (2). For purposes of this paragraph (6), the Property shall be considered materially damaged if the cost of repair or cure exceeds Thirty Thousand and 00/100 Dollars ($30,000.00). Seller agrees that if the Property is damaged within thirty (30) days of the Closing date as a consequence of an insured casualty for which Seller has not commenced repair, then Seller will assign any insurance proceeds received by Seller and associated with that casualty to Purchaser at Closing. (7) Possession. Seller shall deliver exclusive possession of the Property to Purchaser on the date of Closing and shall, prior to Closing, remove any of Seller's personal property from the Property. (8) Assignment. Purchaser may assign its rights under this Amended Agreement at any time prior to the Closing date, in which case it shall give Seller written notice of assignment stating the name and address of the assignee. In the event of an assignment, the assignee shall succeed to all of the rights and obligations of the Purchaser under this Amended Agreement. (9) Notices. Any notice required or permitted to be given under this Amended Agreement shall be in writing, addressed to the parties at the addresses set forth above in the opening paragraph of this Amended Agreement, and sent either by certified mail, return receipt requested, via the United States Postal Service, or by a nationally recognized overnight delivery service. The postmark date, in the case of a mailed notice, or the date of deposit with the overnight delivery service, in the case of use of an overnight courier, shall be the effective date of such notice. Any notice sent to Purchaser shall be addressed to the Roanoke County Attorney's Office. (10) Default. 5 (a) If Purchaser is ready, willing and able to close and tenders closing on the date set for Closing, but Seller fails to deliver to Purchaser on or before the Closing date the executed deed and other Closing documents required by paragraph (5) above and/or is unable to deliver to Purchaser exclusive possession of the Property as required by paragraph (7) above and to proceed with Closing, then Seller shall be in default under this Amended Agreement. (b) If Seller is ready, willing and able to close on the date set for Closing, but Purchaser fails to close, then Purchaser shall be in default under this Amended Agreement. (c) Prior to the exercise of any default remedies, the non -defaulting party shall provide written notice of any default(s) to the defaulting party (the "Default Notice") permitting the defaulting party ten (10) business days to cure any such default(s). If the defaulting party does not cure the default(s) or does not respond to the Default Notice, then the non -defaulting party may pursue any legally available remedies provided by law. (11) Seller's Warranties. Seller represents and warrants to Purchaser that: (a) Seller has good and marketable fee simple title to the Property to be conveyed herein; (b) Seller has full right and power to enter into and perform her obligations under this Amended Agreement; (c) this Amended Agreement constitutes the valid and binding agreement of Seller and is fully enforceable in accordance with its terms; (d) there are no actions, suits or proceedings at law or in equity pending, threatened against, or affecting the Property before or by any federal, state, municipal, or other governmental depai intent, commission, board, bureau, agency, or instrumentality; and (e) to the best of Seller's actual knowledge: no toxic or hazardous materials (as said terms are defined in any applicable federal or state laws) have been used, discharged or stored on or about the Property in violation of said laws, no such toxic or hazardous materials are now or will be at Closing located 6 on or below the surface of the Property, and there are no petroleum storage tanks located on or beneath the surface of the Property. (12) Agents and Brokers. Each party represents and warrants that it did not consult or deal with any agent or broker with regard to this Amended Agreement or the transaction contemplated herein and, to the extent permitted by law, each party hereto agrees to indemnify and hold harmless the other party from all liability, expense, loss, cost or damage, including reasonable attorneys' fees, that may arise by reason of any claim, demand or suit of any agent or broker arising out of facts constituting a breach of the foregoing representation and warranty. (13) Entire Agreement; Amendment Governing Law. This Amended Agreement contains the entire agreement of the parties with respect to its subject matter, and it shall not be amended except by a written amendment signed by both Seller and Purchaser. By execution of this Amended Agreement, the Agreement of Sale and Purchase entered into by the parties on August 17, 2021 is hereby terminated. This Amended Agreement shall be governed by and construed under the laws of the Commonwealth of Virginia, and any actions or suits relating to this Amended Agreement shall be brought in the courts of the County of Roanoke. (14) Successors and Assigns. This Amended Agreement shall inure to the benefit of and be binding upon and enforceable against the parties hereto and their respective personal representatives, heirs, successors and assigns. (15) Execution. This Amended Agreement may be executed in duplicate, each of which shall constitute an original. The Effective Date of this Amended Agreement shall be the date on which this Amended Agreement is signed by both parties. (16) Authority of Agent. This Amended Agreement is executed by Beverly S. Duvall on behalf of Betty W. Mayes by virtue of the authority granted to Beverly S. Duvall by Betty W. Mayes under a General Power of Attorney dated November 17, 2020. Beverly S. Duvall represents 7 and warrants that she has the full authority to execute this Amended Purchase Contract on behalf of Betty W. Mayes. (17) Authority of County Administrator. This Amended Agreement is executed by the County Administrator, Deputy County Administrator, or Assistant County Administrator of Roanoke County on behalf of the Board of Supervisors of Roanoke County pursuant to Ordinance # adopted by the Board of Supervisors of Roanoke County on the day of , 2023. WITNESS the signatures and seals of the parties as of the date first above written: [Signatures and notary acknowledgement on following page] 8 Seller: BETTY W. MAYES, BY BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that BEVERLY S. DUVALL AS AGENT UNDER GENERAL POWER OF ATTORNEY personally appeared before me this day and acknowledged the foregoing instrument. WITNESS my hand and official seal this day of , 20 Notary Public My commission expires: [Signatures and notary acknowledgement on following page] 9 Purchaser: ROANOKE COUNTY BOARD OF SUPERVISORS By: Title: COMMONWEALTH OF VIRGINIA, CITY/COUNTY OF , TO WIT: I, , a Notary Public for the Commonwealth of Virginia, hereby certify that personally appeared before me this day and acknowledged the foregoing instrument. WITNESS my hand and official seal this day of , 20 Notary Public My commission expires: 10 County of Roanoke Unappropriated Balance, Board Contingency, and Capital Reserves Fiscal Year 2022-2023 General Government Capita Unappropriated Balance % of Revenues Board Contingency Expenditure Contingency Reserves 22 $ 24,124,662 $ - $ 502,597 $ 7,923,936 id close out of completed projects 35,604 mbulances and fire arms(Ordinance 02283-4) 216,832 ;et (Ordinance 051022-4) 2,093,025 50,000 43,605 tions - December 13, 2022 7,547,689 t (Ordinance 051022-5) (3,225,059) acres at Read Mountain Preserve (Ordinance 101122-1) (75,000) id fire arms (Ordinance 022823-4) (613,339) $ 26,217,687 12.0% $ 50,000 $ 546,202 $ 11,810,663 COUNTY OF ROANOKE, VIRGINIA CHANGES IN OUTSTANDING DEBT Changes in outstanding debt for the fiscal year to date were as follows: VPSA School Bonds Lease Revenue Bonds Subtotal Premiums Audited Outstanding Outstanding June 30, 2022 Additions Deletions April 11, 2023 $ 85,873,052 $ $ 8,043,501 $ 77,829,551 73,900,000 12,660,000 3,800,000 82,760,000 159,773,052 12,384,805 12,660,000 812,376 11,843,501 160,589,551 13,197,181 $ 172,157,857 $ 13,472,376 $ 11,843,501 $ 173,786,732 Submitted By Laurie L. Gearheart Director of Finance and Management Services Approved By Richard L. Caywood County Administrator AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2023 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Page 1 of 1