Press Alt + R to read the document text or Alt + P to download or print.
This document contains no pages.
HomeMy WebLinkAbout8/20/2024 - Adopted Board Records ACTION NO. 082024-1
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: August 20, 2024
AGENDA ITEM: Resolution Authorizing Economic Development Incentive
Agreements with (1) the County of Roanoke, the Roanoke
County Economic Development Authority, and Mack Trucks,
Inc., and (2) the County of Roanoke, the Virginia Economic
Development Partnership Authority, the Roanoke County
Economic Development Authority, and Mack Trucks, Inc.
SUBMITTED BY: Megan Baker
Director of Economic Development
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
These are economic development performance-based incentive agreements to assist
Mack Trucks with their expansion in Roanoke County.
BACKGROUND:
Mack Trucks is a privately held company headquartered in Greensboro, North Carolina,
with more than $1.32 billion in sales and approximately 4,500 employees. The company
is a leading manufacturer of medium-duty and heavy-duty trucks both in North America
and more than 30 countries worldwide. Mack currently produces its medium-duty truck
line at its Roanoke operations facility in Roanoke County, Virginia.
Mack Trucks seeks to grow its production capacity for medium-duty trucks as well as its
emergent Mack MD Electric model. The company, after reviewing options at other
facilities, decided to expand its operations in Roanoke County. In support of the
expansion, there are two proposed economic development incentive agreements: (1)
the County of Roanoke, the Roanoke County Economic Development Authority and
Mack Trucks, Inc. (the "Local Incentive Agreement"), and (2) the County of Roanoke,
the Virginia Economic Development Partnership Authority, the Roanoke County
Economic Development Authority, and Mack Trucks, Inc. (the "State Incentive
Page 1 of 3
Agreement").
Mack Trucks intends to make a capital investment of $14,500,000, of which
approximately $2,000,000 will be invested in machinery and tools, approximately
$2,500,000 will be invested in furniture, fixtures and business personal property, and
approximately $10,000,00 will be invested in the construction, expansion, and up-fit of
the buildings for the facility. The expansion, equipping, improvement, and operation of
the Facility will entail the creation and maintenance of 51 new jobs at the facility with an
average salary of$52,530.
The Local Incentive Agreement offers reimbursement of new tax revenues generated by
the project over seven years (the "Local Incentive Grant"). The total amount of the Local
Incentive Grant is estimated to be $842,520. The grant is conditioned upon the
Company's annual new job creation and retention. If the Company fails to meet the
benchmark of 51 jobs, the Local Incentive Grant for that year shall be reduced
proportionally.
The State Incentive Agreement offers $255,000 from the Commonwealth's Opportunity
Fund (the "COF Grant"). These grant funds will be disbursed when the Company
reaches an investment of at least $5,000,000 and creates and maintains 50 jobs.
FISCAL IMPACT:
The Virginia Economic Development Partnership agreement requires no additional
funds from Roanoke County beyond a portion of the Local Incentive Grant serving as
match to the COF grant. The Local Incentive Grant will be in the form of foregone
revenue. As such, no new funding is needed for this project.
STAFF RECOMMENDATION:
Staff recommends adoption of a resolution authorizing the execution of performance
agreements between (1) the County of Roanoke, the Roanoke County Economic
Development Authority and Mack Trucks, Inc., and (2) the County of Roanoke, the
Virginia Economic Development Partnership Authority, the Roanoke County Economic
Development Authority, and Mack Trucks, Inc.
VOTE:
Supervisor Hooker moved to adopt the resolution. Supervisor Radford seconded the
motion. Motion approved.
Page 2 of 3
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Peter S. Lubeck, County Attorney
Megan Baker, Director of Economic Development
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, AUGUST 20, 2024
RESOLUTION 082024-1 AUTHORIZING ECONOMIC DEVELOPMENT
INCENTIVE AGREEMENTS WITH (1) THE COUNTY OF ROANOKE,
THE ROANOKE COUNTY ECONOMIC DEVELOPMENT AUTHORITY,
AND MACK TRUCKS, INC., AND (2) THE COUNTY OF ROANOKE,
THE VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP
AUTHORITY, THE ROANOKE COUNTY ECONOMIC DEVELOPMENT
AUTHORITY, AND MACK TRUCKS, INC.
WHEREAS, Mack Trucks, Inc. is a privately held company headquartered in
Greensboro, North Carolina, with more than $1.32 billion in sales and approximately
4,500 employees. The company is a leading manufacturer of medium-duty and heavy-
duty trucks both in North America and more than 30 countries worldwide. Mack
currently produces its medium-duty truck line at its Roanoke operations facility in
Roanoke County, Virginia; and
WHEREAS, Mack Trucks seeks to grow its production capacity for medium-duty
trucks as well as its emergent Mack MD Electric model. The company, after reviewing
options at other facilities, decided to expand its operations in Roanoke County. In
support of the expansion, economic development incentive agreements are proposed
with (1) the County of Roanoke, the Roanoke County Economic Development Authority
and Mack Trucks, Inc. and (the "Local Incentive Agreement"), and (2) the County of
Roanoke, the Virginia Economic Development Partnership Authority, the Roanoke
County Economic Development Authority, and Mack Trucks, Inc. (the "State Incentive
Agreement"); and
WHEREAS, Mack Trucks intends to make a capital investment of $14,500,000,
of which approximately $2,000,000 will be invested in machinery and tools,
Page 1 of 3
approximately $2,500,000 will be invested in furniture, fixtures and business personal
property, and approximately $10,000,00 will be invested in the construction, expansion,
and up-fit of the buildings for the facility. The expansion, equipping, improvement, and
operation of the Facility will entail the creation and maintenance of 51 new jobs at the
facility with an average salary of$52,530; and
WHEREAS, the Local Incentive Agreement offers reimbursement of new tax
revenues generated by the project over seven years (the "Local Incentive Grant"). The
total amount of the Local Incentive Grant is estimated to be $842,520. The grant is
conditioned upon the Company's annual new job creation and retention. If the Company
fails to meet the benchmark of 51 jobs, the Local Incentive Grant for that year shall be
reduced proportionally; and
WHEREAS, the State Incentive Agreement offers $255,000 from the
Commonwealth's Opportunity Fund (the "COF Grant"). These grant funds will be
disbursed when the Company reaches an investment of at least $5,000,000 and creates
and maintains 50 jobs.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, as follows:
1. The Board authorizes the County Administrator, Deputy County
Administrator, or Assistant County Administrator to execute the above-
described Local and State Incentive Agreements, in substantially the
same form as today presented, with any minor amendments that may be
approved as to form by the County Attorney.
2. This resolution shall take effect immediately upon its adoption.
Page 2 of 3
On motion of Supervisor Hooker to adopt the resolution; seconded by
Supervisor Radford and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: No
i
A COPY TESTE: /
Ric L. Ca o , .E.
unty Admin ator/ Clerk to the Board of Supervisors
CC: Peter S. Lubeck, County Attorney
Megan Baker, Director of Economic Development
Page 3 of 3
ACTION NO. 082024-2
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: August 20, 2024
AGENDA ITEM: Ordinance authorizing the acquisition of real property
containing approximately 2.71 acres located at 4818 Starkey
Road, Roanoke, Virginia (Roanoke County Tax Map No:
087.07-01-16.00-0000)
SUBMITTED BY: Rachel Lower
Deputy County Attorney
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
In order to enhance services for Roanoke County residents and to improve the work
environment for Roanoke County employees, staff have identified a need for a new
Department of Parks, Recreation, and Tourism office.
BACKGROUND:
Staff have identified a need for a new Roanoke County Department of Parks,
Recreation, and Tourism office in Roanoke County. To accomplish this project, staff
initiated a search of real estate to acquire to achieve this purpose. County staff have
concluded that a certain property, containing approximately 2.71 acres and an existing
building, located at 4818 Starkey Road, would be the most appropriate property to
purchase and relocate Roanoke County's Department of Parks, Recreation, and
Tourism office to.
DISCUSSION:
The property located at 4818 Starkey Road is currently owned by the Economic
Development Authority of Roanoke County, Virginia. County staff have been in contact
with representatives of the Economic Development Authority of Roanoke County,
Virginia, and have mutually agreed upon terms of the sale of the property located at
4818 Starkey Road.
Page 1 of 2
FISCAL IMPACT:
The purchase price of the property located at 4818 Starkey Road will be $1,907,152.33.
The purchase price will include certain items of personal property that are currently
located in the building to be sold with the property.
Funding for purchase of the property and renovating the existing building located
thereon can come from Roanoke County's bonds through the Virginia Resource
Authority (VRA) as part of their 2022E Fall issuance. To use this bonding an
amendment must be made to the VRA bond financing lease and tax certificate
documents. The amendment is being presented to the Board as a separate agenda
item on August 20, 2024.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of this ordinance, and scheduling of the
second reading on September 10, 2024.
VOTE:
Supervisor Mahoney moved to approve the first reading of this ordinance and
scheduling the second reading and public hearing for September 10, 2024. Supervisor
North seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney /1 ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
Page 2 of 2
ACTION NO. 082024-3
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: August 20, 2024
AGENDA ITEM: Ordinance authorizing the reallocation of a portion of the
proceeds of the County's 2022 lease financing with Virginia
Resource Authority
SUBMITTED BY: Laurie Gearheart
Director of Finance and Management Services
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
First reading of an ordinance authorizing the reallocation of a portion of the proceeds of
the County's 2022 lease financing with Virginia Resource Authority
BACKGROUND:
The County of Roanoke issued $13 million in bonds through the Virginia Resource
Authority (VRA) as part of their 2022B Fall issuance. A portion of these proceeds,
$4.775 million, are being used for the board approved project titled "Public Service
Center Phase II" as described in Attachment A.
When the County submitted the application to participate in the issuance, the
description of the project was for"new construction of approximately 12,000 s.f. of office
space, renovation to an existing 21,000 s.f. storage warehouse, and new construction of
a 7,000 s.f. outdoor storage structure to relocate the Parks, Recreation, and Tourism
administrative offices and north and east PRT shops. Significant site grading, sanitary
sewer main relocation, and building sprinkler system are included in the project scope."
DISCUSSION:
However, during the final phase of construction document development, a cost estimate
was provided, showing a significant increase in the construction budget, which placed
the project cost above the overall project budget. It was determined that the project
Page 1 of 2
budget could not be achieved without significantly reducing the scope by
reprogramming spaces and redesigning the proposed facilities.
As an alternative to a complete redesign, the Parks, Recreation & Tourism
administration offices could be relocated to an existing building that would
accommodate the previously developed space program, require fewer renovations, less
site development, and significantly reduce new construction costs.
A building has been identified which is appropriately sized and structurally sound.
Although some interior renovations and building equipment replacement are required,
the purchase price and projected renovation costs are less than constructing a new
administration office facility. Parks operations will utilize the existing Hollins Road
warehouse, and the adjacent field will be developed into a storage laydown yard.
The VRA requires an amendment to the original description in order to use the bond
proceeds set aside for this project to buy a building versus new construction as
originally planned. The revised 2022 Financing Lease and the 2022 Tax document are
attached with the updated description along with the required ordinance to approve the
changes.
FISCAL IMPACT:
At this time, there is no fiscal impact as the project is estimated to stay within the
already board approved budget.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of the ordinance and scheduling the
second reading for September 10, 2024.
VOTE:
Supervisor Mahoney moved to approve the first reading of this ordinance and scheduling
the second reading and public hearing for September 10, 2024. Supervisor Hooker
seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
Page 2 of 2
Capital Improvement Program .,.,e
FY 2023 — FY 2032 = i Attachment A
Public Service Center Facility Replacement
Department: General Services Category: Replacement
Location: 1206 Kessler Mill Road, Salem, VA 24153 Est. Useful Life: 30 years
Magisterial District City of Salem Project Status: Active
Financial Summary
Through
Total Cost FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 23-FY 32
Total Project Cost 17,670,000 12,895,000 4,775,000 0 0 0 0 0 0 0 0 0 4,775,000
Funding Sources
Roanoke County-
Unrestricted Cash 500,000 500,000 0 0 0 0 0 0 0 0 0 0 0
Fleet Center Fund 50,000 50,000 0 0 0 0 0 0 0 0 0 0 0
Transfer From Capital 1,345,000 1,345,000 0 0 0 0 0 0 0 0 0 0 0
Lease/Revenue Bonds 15,775,000 11,000,000 4,775,000 0 0 0 0 0 0 0 0 0 4,775,000
Total Funding Sources 17,670,000 I 2,895,000 4,775,000 0 0 0 0 0 0 0 0 0 4,775,000
Operating Impacts 0 0 0 TBD TBD TBD TBD TBD TBD TBD TBD
Project Summary:
i The Public Service Center Facility Replacement Project implements a strategy that best blends operational efficiencies
ti.
•,«. with overall cost effectiveness based on a comprehensive Building Planning Study completed in FY 2017.This project
was initiated to address the multiple issues related to the current facility/site to include the condition of the facility,
- significant storm water challenges, location within the Federal Emergency Management Agency(FEMA) designated
_. is ■'.:.
100-year flood plain,and the cumulative resulting feasibility limitations for long term use of the site for existing
.3 ,,. a=° County functions. In FY 2020, $1 1.0 million in bond funds were appropriated for the construction of Phase I of the
• .Y� `: project. In FY 2021, $1.345 million was transferred from capital to cover bids from the Center for Research and
Technology project($1.045 million) and Edward Rose project($0.3 million).These funds were then reinstated with
FY 2020 year-end funds. Phase II of the project is planned for funding in FY 2023 with $4.775 million in bonds.
1-- 1
County of Roanoke , Virginia Page 124 of 158
Capital Improvement Program z ,.y ;f,9 Internal Services
FY 2023 — FY 2032 .11 At
Public Service Center Facility (continued)
Project Description and Justification:
The Public Service Center Facility Replacement Project began in FY 2017 with the completion of a Building Planning Project Highlights and Key
Study. In FY 2018, a contract for acquisition on or before July 2019 was executed on a key piece of property necessary Milestones:
for expansion of the existing County Fleet Service Center. • The building, originally
In FY 2019, Architectural and Engineering services for Phase I of the project were contracted and commenced. Phase I constructed in 1950, is
included expansion of the existing Fleet Services Center for all General Services department functions, renovation of a located in a flood plain, and
section of the facility adjacent to the Fleet Service Center for relocation of the Communications Shop and site flooded in 1985 and 2004.
management functions for Communications & Information Technology, utilization of the existing Public Service Center • The facility is regularly
site not located within the flood plain for Stormwater Operations, and the relocation a district shop for the Parks, impacted by water entering
Recreation, and Tourism Department to Green Hill Park. both office and operational
In FY 2020, the County purchased two additional properties on Hollins Road for the future relocation of Parks, space during periods of
Recreation and Tourism offices and warehouse needs as Phase II of the project. Phase II is currently anticipated to heavy rain due to
commence in FY 2023. inadequate drainage.
• In FY 2017, a Building
Additional Operating Impacts: Planning Study was
Maintenance costs for the building will likely decrease with the completion of multiple phases of the project. Non- commissioned to identify a
deferrable short and long term maintenance needs for the existing facility can be redirected for other facility replacement strategy.
infrastructure operating or maintenance needs.
• In FY 2019, Architectural
Conformance with Plans, Policies, and Legal Obligations: and Engineering design
The Public Service Center is a core facility that provides support to all departments and direct delivery of major services for Phase I were
services/programs to citizens. completed.
• In FY 2020, the County
Community Strategic Plan contracted for the
acquisition of property to
facilitate the relocation of
Keep Roanoke County Healthy,Clean,and Beautiful Parks, Recreation &
Tourism, currently planned
Outdoor Recreation & Natural Resources I Solid Waste& Recycling for FY 2023 construction.
County of Roanoke , Virginia Page 125 of 158
ACTION NO. 082024-4
ITEM NO. E.3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Ordinance approving the execution of a lease agreement
with .com Properties, IV, LLC for forty (40) parking spaces
located at 200 East Calhoun Street, Salem, Virginia
SUBMITTED BY: Peter S. Lubeck
County Attorney
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Roanoke County currently leases forty (40) parking spaces from .com Properties IV,
LLC to serve Roanoke County Department of Social Services' staff and clients near the
County-owned Department of Social Services building. The current lease with .com
Properties IV, LLC is set to expire on August 31 , 2024, and needs to be renewed.
BACKGROUND:
The Roanoke County Department of Social Services ("DSS") employs more than 100
employees and provides services to the citizens of Roanoke County, the Town of
Vinton, and the City of Salem. DSS is located in a building located at 220 East Main
Street in Salem, Virginia. The County owns property with parking spaces adjacent to the
DSS building, but such property is insufficient to meet the parking needs of all DSS staff
and clients.
There is an adjacent parking lot located at 200 East Calhoun Street with forty (40)
parking spaces owned by .com Properties IV, LLC that the County has leased for
parking for DSS employees since 2001 .
DISCUSSION:
County staff have discussed terms of a new lease agreement with representatives of
.com Properties IV, LLC for the continued lease of the forty (40) parking spaces at 200
Page 1 of 2
East Calhoun Street in Salem, Virginia. Representatives of .com Properties IV, LLC
request rent in the amount of $2,350.00 per month for a consecutive term of thirty-six
(36) months. Roanoke County would remain responsible for all maintenance, snow
removal, sealing and patching of the forty (40) parking spaces. The owner (.com
Properties IV, LLC) would remain responsible for the payment of real estate taxes on
the property.
FISCAL IMPACT:
The rental fee to lease the parking lot is $2,350.00 per month plus maintenance
expenses. Portions of the base rental fee are reimbursable by the Commonwealth of
Virginia for Department of Social Services purposes.
STAFF RECOMMENDATION:
Staff recommends that this ordinance be approved on an emergency basis, and that the
second reading be dispensed with upon an affirmative vote of 4/5ths of the members of
the Board, as this is an emergency measure due to the expiration of the current lease
with .com Properties IV, LLC on August 31, 2024.
VOTE:
Supervisor Hooker moved to approve the ordinance as an emergency ordinance, due to
time constraints, and to dispense the second reading upon an affirmative vote of 4/5ths
of the members of the Board. Supervisor Radford seconded the motion. Motion
approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Peter S. Lubeck, County Attorney
Susan Goad, Director of Social Services
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, AUGUST 20, 2024
EMERGENCY 082024-4 ORDINANCE APPROVING THE EXECUTION
OF A LEASE AGREEMENT WITH .COM PROPERTIES IV, LLC FOR
FORTY (40) PARKING SPACES LOCATED AT 200 EAST CALHOUN
STREET, SALEM, VIRGINIA
WHEREAS, the Roanoke County Department of Social Services ("DSS")
employs more than 100 employees and provides services to the citizens of Roanoke
County, the Town of Vinton, and the City of Salem; and
WHEREAS, DSS is located in a building located at 220 East Main Street in
Salem, Virginia; and
WHEREAS, Roanoke County owns property with parking spaces adjacent to the
DSS building, but such property is insufficient to meet the parking needs of all DSS staff
and clients; and
WHEREAS, there is an adjacent parking lot located at 200 East Calhoun Street
with forty (40) parking spaces owned by .com Properties IV, LLC that the County has
leased for parking for DSS employees and clients since 2001 ; and
WHEREAS, the current lease with .com Properties IV, LLC is set to expire on
August 31 , 2024 and needs to be renewed; and
WHEREAS, in order to maintain parking spaces for DSS employees and clients,
Roanoke County staff have discussed terms of a new lease agreement with
representatives of .com Properties IV, LLC for the continued lease of the forty (40)
parking spaces at 200 East Calhoun Street in Salem, Virginia; and
Page 1 of 3
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has
determined that it is in the public interest and that a public necessity exists to lease the
forty (40) parking spaces at 200 East Calhoun Street in Salem, Virginia; and
WHEREAS, § 18.04 of the Roanoke County Charter provides that the acquisition
and conveyance of real estate interests be accomplished by ordinance; the first reading
of this ordinance was held on August 20, 2024, and the second reading has been
dispensed with, upon an affirmative vote of 4/5ths of the members of the Board, this
being deemed to be an emergency measure pursuant to § 18.04 of the Roanoke
County Charter.
NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1 . That the execution of a Second Lease Agreement with .com Properties IV,
LLC for forty (40) parking spaces located at 200 East Calhoun Street, Salem,
Virginia is hereby authorized and approved.
2. That the County Administrator, Deputy County Administrator, or Assistant
County Administrator are hereby authorized to execute such documents,
including but not limited to the Second Lease Agreement (with any changes
as approved by the County Attorney's Office) and any other documents
necessary to accomplish this ordinance and to take such actions on behalf of
Roanoke County in this matter as are necessary to accomplish this
ordinance, all of which shall be approved as to form by the County Attorney.
3. That this ordinance is to be in full force and effect upon its passage.
Page 2 of 3
On motion of Supervisor Hooker to approve the ordinance as an emergency
ordinance, due to time constraints, and to dispense the second reading upon an
affirmative vote of 4/5ths of the members of the Board; seconded by Supervisor Radford
and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
Ric L. Caywood, P.E.
Cou ty Administrator / Clerk to the Board of Supervisors
CC: Peter S. Lubeck, County Attorney
Susan Goad, Director of Social Services
Page 3 of 3
ACTION NO. 082024-5
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: August 20, 2024
AGENDA ITEM: The petition of Joel Calfee to obtain a special use permit to
operate a short-term rental on approximately 0.2599 acre of
land zoned R-1 , Low Density Residential District, located at
1176 Nover Avenue, Hollins Magisterial District.
SUBMITTED BY: Philip Thompson
Director of Planning
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Agenda item for public hearing and second reading of ordinance for a special use
permit for short-term rental in a residential district.
BACKGROUND:
• The Roanoke County Zoning Ordinance defines a short-term rental as "the
provision of a room or space that is suitable or intended for occupancy for
dwelling, sleeping, or lodging purposes, for a period of fewer than 30 consecutive
days, in exchange for a charge for the occupancy. This use does not include
existing uses defined in this ordinance including bed and breakfast, bed and
breakfast inn, boarding house, country inn, and hotel/motel/motor lodge."
• A short-term rental has several use and design standards. In the R-1 and R-2
zoning districts, a special use permit is required for a short-term rental on lots
less than five (5) acres in size.
DISCUSSION:
The Planning Commission held a public hearing on this application on August 6, 2024.
No citizens spoke during the public hearing. The Planning Commission discussed: that
the short-term rental use has been operating since September 2023; the applicant's
preference for short-term rental use versus long-term rental use; the applicant operates
Page 1 of 4
several short-term rentals in the Roanoke area; the applicant's house rules; neighbors
have the applicant's contact information; applicant uses both VRBO and Airbnb
platforms; the maximum number of guests is six (6); the property is adjacent to
commercial property fronting Peters Creek Road; surrounding zoning and uses; and
future land use designation.
The Planning Commission recommends approval of the special use permit for a short-
term rental with the following conditions:
1. The short-term rental shall be limited to the finished area of the existing
residential dwelling (approximately 1 ,400 square feet).
2. The number of overnight guests shall not exceed six (6) people.
3. One (1 ) off-street parking space shall be provided for each guestroom in addition
to parking spaces required for the principal dwelling. All parking shall be
provided on-site and shall be located in driveways and other designated
approved parking areas.
4. The property owner shall provide and maintain in good working order every
smoke detector, carbon monoxide detector, and fire extinguisher required by law.
Exits required by law shall not be obstructed.
5. The property must maintain a residential appearance. No signage shall be
allowed with the short-term rental use.
6. No events such as parties, banquets, weddings, receptions, meetings, or similar
events shall be allowed with the short-term rental use.
7. A business license shall be obtained from the Commissioner of Revenue for the
short-term rental use.
FISCAL IMPACT:
There is no fiscal impact on this agenda item.
STAFF RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the second reading of an
ordinance for a special use permit to operate a short-term rental on approximately
0.2599 acre on property zoned R-1 , Low Density Residential District, with the following
conditions:
1 . The short-term rental shall be limited to the finished area of the existing
residential dwelling (approximately 1 ,400 square feet).
2. The number of overnight guests shall not exceed six (6) people.
3. One (1) off-street parking space shall be provided for each guestroom in addition
to parking spaces required for the principal dwelling. All parking shall be
Page 2 of 4
provided on-site and shall be located in driveways and other designated
approved parking areas.
4. The property owner shall provide and maintain in good working order every
smoke detector, carbon monoxide detector, and fire extinguisher required by law.
Exits required by law shall not be obstructed.
5. The property must maintain a residential appearance. No signage shall be
allowed with the short-term rental use.
6. No events such as parties, banquets, weddings, receptions, meetings, or similar
events shall be allowed with the short-term rental use.
7. A business license shall be obtained from the Commissioner of Revenue for the
short-term rental use.
VOTE:
Supervisor North found that the proposed special use permit:
1 . Meets the requirements of Section 30-19-1 of the Roanoke County Code and that
the proposed special use conforms with the standards set forth in article IV, use
and design standards of the Roanoke County Zoning Ordinance;
2. Is in conformance with the Roanoke County Comprehensive Plan; and
3. Will have a minimum adverse impact on the surrounding neighborhood and
community.
Therefore, moved that the Board approve the petition to obtain a special use permit,
with the following seven (7) conditions:
1 . The short-term rental shall be limited to the finished area of the existing
residential dwelling (approximately 1,400 square feet).
2. The number of overnight guests shall not exceed six (6) people.
3. One (1) off-street parking space shall be provided for each guestroom in addition
to parking spaces required for the principal dwelling. All parking shall be provided
on-site and shall be located in driveways and other designated approved parking
areas.
4. The property owner shall provide and maintain in good working order every
smoke detector, carbon monoxide detector, and fire extinguisher required by law.
Exits required by law shall not be obstructed.
5. The property must maintain a residential appearance. No signage shall be
allowed with the short-term rental use.
6. No events such as parties, banquets, weddings, receptions, meetings, or similar
events shall be allowed with the short-term rental use.
7. A business license shall be obtained from the Commissioner of Revenue for the
short-term rental use.
Supervisor Radford seconded the motion. Motion Approved.
Page 3 of 4
Yes No Absent
Mr. Radford Z ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Philip Thompson, Director of Planning
Page 4 of 4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
ORDINANCE 082024-5 GRANTING A SPECIAL USE PERMIT TO JOEL
CALFEE TO OPERATE A SHORT-TERM RENTAL ON
APPROXIMATELY 0.2599 ACRE OF LAND ZONED R-1 (LOW
DENSITY RESIDENTIAL) DISTRICT, LOCATED AT 1176 NOVER
AVENUE, HOLLINS MAGISTERIAL DISTRICT
WHEREAS, Joel Calfee has filed a petition for a special use permit to operate a
short-term rental on approximately 0.2599 acre of land zoned R-1 (Low Density
Residential) District, located at 1176 Nover Avenue (Roanoke County Tax Map Number
027.13-03-02.00-0000), in the Hollins Magisterial District; and
WHEREAS, the first reading of this ordinance was held on July 23, 2024, and the
second reading and public hearing were held on August 20, 2024; and
WHEREAS, the Roanoke County Planning Commission held a public hearing on
this matter on August 6, 2024; and
WHEREAS, the Roanoke County Planning Commission recommends approval of
the petition to obtain a special use permit, with seven (7) conditions; and
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of the
County of Roanoke, Virginia, as follows:
1 . The Board finds that the proposed special use meets the requirements of
Section 30-19-1 of the Roanoke County Code and that the proposed special use
conforms with the standards set forth in article IV, use and design standards of the
Roanoke County Zoning Ordinance.
Page 1 of 3
2. The Board further finds that the proposed special use is in conformance
with the Roanoke County Comprehensive Plan, and will have a minimum adverse
impact on the surrounding neighborhood and community.
3. The special use permit is hereby approved, with the following seven (7)
conditions:
a. The short-term rental shall be limited to the finished area of the existing
residential dwelling (approximately 1 ,400 square feet).
b. The number of overnight guests shall not exceed six (6) people.
c. One (1) off-street parking space shall be provided for each guestroom
(bedrooms or other rooms where guests sleep) in addition to parking
spaces required for the principal dwelling. All parking shall be provided
on-site and shall be located in driveways and other designated
approved parking areas.
d. The property owner shall provide and maintain in good working order
every smoke detector, carbon monoxide detector, and fire extinguisher
required by law. Exits required by law shall not be obstructed.
e. The property must maintain a residential appearance. No signage shall
be allowed with the short-term rental use.
f. No events such as parties, banquets, weddings, receptions, meetings,
or similar events shall be allowed with the short-term rental use.
g. A business license shall be obtained from the Commissioner of
Revenue for the short-term rental use.
Page 2 of 3
4. This ordinance shall be in full force and effect thirty (30) days after its final
passage.
On motion of Supervisor North to approve ordinance; seconded by
Supervisor Radford and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
/ Rich . Caywood, P.E.
unty Administrator / Clerk to the Board of Supervisors
CC: Philip Thompson, Director of Planning
Page 3 of 3
ACTION NO. 082024-6
ITEM NO. G.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Confirmation of appointment to the Social Services Advisory
Board (Appoint by District)
SUBMITTED BY: Rhonda Perdue
Chief Deputy Clerk to the Board of Supervisors
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Confirmation of appointment.
BACKGROUND:
Teena Wilkin's four-year term is set to expire July 31 , 2024 and wishes to be re-
appointed.
DISCUSSION:
Staff has recommended the following appointment:
Teena Wilkin, be re-appointed for a four-year term to expire July 31, 2028
It is the consensus of the board to approve the above recommendation.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
Staff recommends approval of the appointment.
Page 1 of 2
VOTE:
Supervisor Radford moved to approve the appointment. Supervisor Mahoney seconded
the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Susan Goad, Director of Social Services
Page 2 of 2
A T A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
RESOLUTION 082024-7.a-i APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS
AGENDA FOR THIS DATE DESIGNATED AS ITEM H - CONSENT
AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for August 20,
2024, designated as Item H - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 9
inclusive, as follows:
1 . Approval of minutes — July 23, 2024
2. Ordinance to accept and appropriate grant funds in the amount of$186,275
from the Virginia Opioid Abatement Authority along with local matches of
$48,000 from the Opioid Abatement Settlement Funds received by Roanoke
County. (Second Reading)
3. Request to accept and allocate the Virginia 9-1-1 Services Board fiscal year
2024 Data Maintenance and Data Transfer grant in the amount of $5,000.
4. Resolution requesting the Virginia Department of Transportation (VDOT) to
accept Foxfield Lane of Section 4 of the River Oaks Subdivision in the
Catawba Magisterial District into the VDOT Secondary Road System.
5. Request to approve holiday schedule for calendar year 2025.
6. Ordinance authorizing the Treasurer of the County of Roanoke to employ the
services of a private collection attorney to assist with the collection of
delinquent accounts and to authorize the imposition of a fee to cover the cost
of retaining a private collection attorney. (Second Reading)
7. Ordinance authorizing the granting of an easement to the Western Virginia
Water Authority for water and sewer improvement projects. (First Reading
and Request for Second Reading)
Page 1 of 2
8. The petition of Dale Wilkinson to rezone approximately 21 .39 acres of land
zoned I-1 ,Low Intensity Industrial District, to R-3, Medium Density Multi-
Family Residential District, in order to develop a 225-lot residential
subdivision, located at 7812 Sanderson Drive, Hollins Magisterial District.
(First Reading and Request for Second Reading and Public Hearing)
9. Resolution requesting the Virginia Department of Transportation (VDOT) to
accept Integrity Drive in the Vinton Magisterial District into the VDOT
Secondary Road System.
On motion of Supervisor Hooker to approve the resolution; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
and L. Caywood, P.E.
ounty Administrator / Clerk to the Board of Supervisors
CC: Madeline Hanlon, Community Engagement Director
Laurie Gearheart, Director of Finance and Management Services
Susan Slough, Director of Emergency Communications
Tarek Moneir, Director of Development Services
Elijah Daly, Director of Human Resources
Kevin Hutchins, Treasurer
Page 2 of 2
ACTION NO. 082024-7.b
ITEM NO. H2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Ordinance to accept and appropriate grant funds in the
amount of $186,275 from the Virginia Opioid Abatement
Authority along with local matches of $48,000 from the
Opioid Abatement Settlement Funds received by Roanoke
County
SUBMITTED BY: Madeline Hanlon
Assistant to County Administrator
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Ordinance to accept and appropriate $186,275 from the Virginia Opioid Abatement
Authority to abate and remediate the opioid epidemic in Roanoke County along with
local matches of $48,000 from the Opioid Abatement Settlement Funds received by
Roanoke County.
BACKGROUND:
The Opioid Abatement Authority (OAA) is an independent body, the purpose of which is
to abate and remediate the opioid epidemic in the Commonwealth through financial
support from the Fund, in the form of grants, donations, or other assistance, for efforts
to treat, prevent, and reduce opioid use disorder and the misuse of opioids in the
Commonwealth.
On March 26, 2024 a work session presentation to discuss Roanoke County's
participation in the Spring 2024 Opioid Abatement Grant application window was held.
At the consensus of the Board several individual and cooperative grant applications
were submitted.
Page 1 of 3
DISCUSSION:
The Virginia Opioid Abatement Authority has awarded Roanoke County grant funds to
assist in the abatement and remediation of the opioid epidemic to the following
programs in the following amounts for the fiscal year 2025.
Individual Grants:
Partnership for Community Wellness- $146,275 with a County "match" from existing
funds directly received from Opioid Abatement settlements of $16,500 for a total project
of $162,775 for fiscal year 2025.
Family Service of Roanoke Valley- $40,000 with a County "match" from existing funds
directly received from Opioid Abatement settlements of $4,000 for a total project of
$44,000 for fiscal year 2025.
Additionally the County in cooperation with the City of Roanoke was successfully
awarded the following cooperative grants. The City of Roanoke is the fiscal agent for
these projects.
Cooperative Grants:
Roanoke Valley Collective Response- $349,741 carryforward funds from fiscal year
2024. No additional County match.
Restoration Housing- $225,472 with a County "match" from existing funds directly
received from Opioid Abatement settlements of $27,500 and a City match of $27,500.
The City of Roanoke is administering this grant.
There have been no changes since the first reading held on July 23, 2024.
FISCAL IMPACT:
The total amount of the grants awarded to the County of Roanoke is $206,775 which
includes a local match of $20,500. The local match will be moved from the Opioid
Abatement Settlement Fund and moved to the Grant Fund.
In addition, $27,500 will be paid out of the Opioid Abatement Settlement Fund to the
City of Roanoke for our local match for the Restoration Housing Grant being
administered by the City of Roanoke.
No additional appropriation of County funds is required.
Page 2 of 3
STAFF RECOMMENDATION:
Staff recommends approval of the ordinance to accept and appropriate $186,275 in
grant funds along with the required local matches of$48,000.
VOTE:
Supervisor Hooker moved to accept and allocate the grant funds along with the requited
matches. Supervisor Shepherd seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® fl ❑
Mr. North ® ❑ ❑
CC: Madeline Hanlon, Community Engagement Director
Laurie Gearheart, Director of Finance and Management Services
Joshua Pegram, Finance
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, AUGUST 20, 2024
ORDINANCE 082024-7.b TO ACCEPT AND APPROPRIATE GRANT
FUNDS IN THE AMOUNT OF $186,275 FROM THE VIRGINIA OPIOID
ABATEMENT AUTHORITY ALONG WITH LOCAL MATCHES OF
$48,000 FROM THE OPIOID ABATEMENT SETTLEMENT FUNDS
RECEIVED BY ROANOKE COUNTY
WHEREAS, the Opioid Abatement Authority (OAA) is an independent body, the
purpose of which is to abate and remediate the opioid epidemic in the Commonwealth
through financial support from the Fund in the form of grants, donations, or other
assistance, for efforts to treat, prevent, and reduce opioid use disorder and the misuse of
opioids in the Commonwealth; and
WHEREAS, on March 26, 2024, a work session presentation to discuss Roanoke
County's participation in the Spring 2024 Opioid Abatement Grant application window was
held, and several individual and cooperative grant applications were submitted; and
WHEREAS, the Virginia Opioid Abatement Authority has awarded Roanoke
County individual grants to the following programs in the following amounts for the fiscal
year 2025 to assist in the abatement and remediation of the opioid epidemic:
1 . Partnership for Community Wellness--$146,275, with a County match from
existing funds directly received from Opioid Abatement settlements of
$16,500 for a total project of$162,775; and
2. Family Service of Roanoke Valley--$40,000, with a County match from
existing funds directly received from Opioid Abatement settlements of
$4,000 for a total project of $44,000; and
WHEREAS, additionally the County, with the City of Roanoke, was successfully
awarded cooperative grants to the following programs in the following amounts, of which
the City of Roanoke will be fiscal agent for these projects:
1. Roanoke Valley Collective Response--$349,741 carryforward funds from
fiscal year 2024, and no additional County match; and
2. Restoration Housing--$225,472, with a County match from existing funds
directly received from Opioid Abatement settlements of$27,500, and a City
match of $27,500; the City of Roanoke is administering this grant; and
WHEREAS, the total amount of the grants awarded to the County of Roanoke is
$206,775, which includes a local match of $20,500 that will be moved from the Opioid
Abatement Settlement Fund and moved to the Grant Fund; and
WHEREAS, an additional $27,500 will be paid out of the Opioid Abatement
Settlement Fund to the City of Roanoke for our local match for the Restoration Housing
Grant being administered by the City of Roanoke; 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 July 23, 2024, and the
second reading was held on August 20, 2024.
NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the sum of$186,275 is hereby accepted and appropriated to the Grant
Fund.
2. That the County's matching sum of $20,500 be reallocated from the Opioid
Abatement Settlement Fund and moved to the Grant Fund.
3. That an additional $27,500 will be paid out of the Opioid Abatement
Settlement Fund to the City of Roanoke for our local match for the
Restoration Housing Grant being administered by the City of Roanoke.
4. That this ordinance shall take effect from and after the date of adoption.
On motion of Supervisor Hooker to approve the ordinance; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
Rich . Caywood, P.E.
ou y Administrator / Clerk to the Board of Supervisors
CC: Madeline Hanlon, Community Engagement Director
Laurie Gearheart, Director of Finance and Management Services
Joshua Pegram, Finance
ACTION NO. 082024-7.c
ITEM NO. H.3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Request to accept and allocate the Virginia 9-1-1 Services
Board fiscal year 2024 Data Maintenance and Data Transfer
grant in the amount of $5,000
SUBMITTED BY: Susan Slough
Director of Emergency Communications
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Request to accept and allocate funds in the amount of $5,000 in grant funding from the
Virginia Department of Emergency Management.
BACKGROUND:
This is a recurring GIS and data grant program. Funds were requested by Virginia
Public Safety Answer Points (PSAPs) to meet local needs in keeping GIS data layers
critical for Next Generation 9-1-1 current and accurate to ground conditions and
available for Next Generation 9-1-1 Core services and local PSAP systems.
DISCUSSION:
The grant funds will be used to maintain the ETL (Extract, Transform and Load) script to
support the regional PSAPs mapping files used by Roanoke County, Roanoke City and
City of Salem 9-1-1 centers. This allows for when one locality updates information, all
the jurisdictions can update theirs.
FISCAL IMPACT:
Awarded grant state funds total $5,000. There is no County match required with the
acceptance of this grant.
Page 1 of 2
STAFF RECOMMENDATION:
Staff recommends the acceptance and allocation of grant funds for data maintenance
and data transfer in the amount of$5,000.
VOTE:
Supervisor Hooker moved to accept and allocate the grant funds. Supervisor Shepherd
seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Susan Slough, Director of Emergency Communications
Laurie Gearheart, Director of Finance and Management Services
Joshua Pegram, Finance
Page 2 of 2
ACTION NO. 082024-7.d
ITEM NO. H.4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Resolution requesting the Virginia Department of
Transportation (VDOT) to accept Foxfield Lane of Section 4
of the River Oaks Subdivision in the Catawba 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 to request the addition of Foxfield Lane - River Oaks Sec 4 into the Virginia
Department of Transportation (VDOT) Secondary System of State Highways, in the
Catawba Magisterial District.
BACKGROUND:
The County of Roanoke is requesting that the Board of Supervisors approve a
resolution asking VDOT accept, as described by the AM-4.3, (See attachment A) 0.1164
mile of Foxfield Lane from the intersection with Millwheel Drive (VA SEC. Route # 1167)
to the end of its western temporary turnaround. This road is located within the River
Oaks Section 4 subdivision in the Catawba Magisterial District.
DISCUSSION:
The staff has inspected this road along with representatives of VDOT 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 the attached resolution requesting that
VDOT accept Foxfield Lane into the Secondary System of State Highways.
VOTE:
Supervisor Hooker moved to approve the resolution. Supervisor Shepherd seconded
the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® LI ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® n ❑
Mr. North ® n ❑
CC: Tarek Moneir, Director of Development Services
Page 2 of 2
Attachment A
Form AM 4.3 IC R ID:40020316
(Rev 06/25/2024) SSR
`VDOT COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION
Form AM 4.3
In Roanoke County
by Resolution of the governing body adopted 8/20/2024
The following VDOT Form AM-4.3 is hereby attached and incorporated as part of the governing body's resolution for changes to the
secondary system of state highways.
A Copy Testee Signed(County Official):
Report of Changes in the Secondary System of State Highways
Project/Subdivision: River Oaks Section 4
CHANGE TYPE RTE NUM 8 CHANGE FROM TERMINI TO TERMINI LENGTH NUMBER OF RECORDAT ROW
STREET NAME DESCRIPTION LANES ION WIDTH
REFERENC
E
Addition Rt.1364-Foxfield New subdivision Intersection with End of Cul-de-sac 0.1164 2 40
Lane street§33.2-705 Millwheel Drive/
route 1167
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
RESOLUTION 082024-7.d REQUESTING ACCEPTANCE OF FOXFIELD
LANE (WESTERN PORTION) OF SECTION 4 OF THE RIVER OAKS
SUBDIVISION IN THE CATAWBA MAGISTERIAL DISTRICT INTO THE
VIRGINIA DEPARTMENT OF TRANSPORTATION ("VDOT")
SECONDARY SYSTEM OF STATE HIGHWAYS
WHEREAS, the street described on the attached Form AM-4.3, fully incorporated
herein by reference, is 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 meets the requirements established by the Virginia
Department of Transportation's Subdivision Street Requirements; and
WHEREAS, the County and the Virginia Department of Transportation entered into
an agreement on March 9, 1999, for comprehensive stormwater detention which applies
to this request for addition; and
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street described on the attached 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.
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded
to the Residency Administrator for the Virginia Department of Transportation.
BE IT FURTHER RESOLVED, this Board hereby guarantees the performance of
the street 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.
On motion of Supervisor Hooker to approve the resolution; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
Ric rd L. Caywood, P.E.
ounty Administrator/ Clerk to the Board of Supervisors
CC: Tarek Moneir, Director of Development Services
Attachment A
Form AM 4.3 ICR ID:40020316
(Rev 06/25/2024) SSR
VDOT COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION
Form AM 4.3
In Roanoke County
by Resolution of the governing body adopted 8/20/2024
The following VDOT Form AM-4.3 is hereby attached and i• orporated:s part of the governing body's resolution for changes to the
second. s - of s.te high ays.
A Copy Testee Signed(County Officia
Report of Chan• econdary Sy em of State Highways
Project/Subdivision: River Oaks Section 4
CHANGE TYPE RTE NUM& CHANGE FROM TERMINI TO TERMINI LENGTH NUMBER OF RECOROAT ROW
STREET NAME DESCRIPTION LANES ION WIDTH
REFERENC
E
Addition Rt.1364-Foxfield New subdivision Intersection with End of Cul-de-sac 0.1164 2 40
Lane street§33.2-705 Millwheel Drive/
route 1167
ACTION NO. 082024-7.e
ITEM NO. H.5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Request to approve holiday schedule for calendar year 2025
SUBMITTED BY: Elijah Daly
Director of Human Resources
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Approval of holiday schedule for calendar year 2025
BACKGROUND:
The Roanoke County handbook includes guidelines for the holiday schedule. Each year
in August we send the holiday calendar to the Board for your review and approval. We
need to approve this early in calendar year 2024 as Public Safety departments begin to
plan their schedules for calendar year 2025 and approve time off for staff.
DISCUSSION:
This year we have done some research and are interested in more closely aligning with
the State in terms of holidays. With this in mind, I would like to share some proposed
recommendations around the 2025 Holiday schedule for the County:
• Eliminate floating holidays and close on Presidents' Day and Veterans Day
• Close at noon (4 hours early) the Wednesday before Thanksgiving
• Close the day after Christmas
Many factors were considered when creating these recommendations including the
positive impact on the employee population, removing the burden of
processing/confusion around floating holidays, and as mentioned more closely aligning
with the State.
Page 1 of 3
Below is Roanoke County's Proposed Holiday Schedule for 2025:
Proposed County- 2025 Holiday Schedule
New Year's Day Wednesday, January 1
Martin Luther King Day Monday, January 20
Presidents' Day Monday, February 17 (closed not floating)
Memorial Day Monday, May 26
Juneteenth Thursday, June 19
Independence Day Friday, July 4
Labor Day Monday, September 1
Veterans Day Tuesday, November 11 (closed not floating)
Day Before Thanksgiving Wednesday November 26, (new) Close at 12:00pm
Thanksgiving Day Thursday, November 27
Day After Thanksgiving Friday, November 28
Christmas Eve Wednesday, December 24
Christmas Day Thursday, December 25
Day after Christmas Friday December 26th (new proposed day)
FISCAL IMPACT:
The estimated fiscal impact of the proposed additional hours attributed to closing early
the day before Thanksgiving and the day after Christmas is $250,000. This will impact
the FY2026 budget, so we have time to include this in the proposed budget for FY2026.
STAFF RECOMMENDATION:
Staff recommends approval of the calendar year 2025 holiday schedule.
VOTE:
Supervisor Hooker moved to approve the calendar year 2025 holiday schedule.
Supervisor Shepherd seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® n ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
Page 2 of 3
CC: Elijah Daly, Director of Human Resources
Page 3 of 3
ACTION NO. 082024-7.f
ITEM NO. H.6
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Ordinance authorizing the Treasurer of the County of
Roanoke to contract for the services of a private collection
attorney to assist with the collection of delinquent accounts
and to authorize the imposition of a fee to cover the
reasonable attorney's or collection agency's fees actually
contracted for
SUBMITTED BY: Kevin Hutchins
Treasurer
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
The Roanoke County Treasurer has identified a need to contract with an outside entity
for the collection of certain delinquent tax accounts. In order to do so, the Board must
approve of such, and the Board must also authorize the imposition of a fee (to be paid
by a delinquent taxpayer) to cover the reasonable attorney's and collection agency's
fees.
BACKGROUND:
Virginia Code § 58.1-3934 allows Virginia governing bodies to appoint or hire, with the
approval of the treasurer and upon such terms as may be agreed upon, one or more
attorneys to collect any local taxes or other charges which may have been delinquent
for six months or more.
Virginia Code § 58.1-3958 provides that the governing body of any county may impose,
upon each person chargeable with delinquent taxes or other delinquent charges, fees to
cover the reasonable attorney's or collection agency's fees actually contracted for. Such
attorney's or collection agency fees shall not exceed twenty (20) percent of the taxes or
other charges so collected. Such costs are in addition to all penalties and interest
incurred on a delinquent tax account.
Page 1 of 2
DISCUSSION:
The Roanoke County Attorney's Office handles collections of many kinds of unpaid
accounts for Roanoke County (including collection of unpaid personal property taxes,
unpaid business license taxes, etc.). The Treasurer of the County of Roanoke has
identified a need to contract with an outside entity for the collection of certain delinquent
tax accounts. The Virginia Code allows for such, and allows for the payment of
attorney's or collection agency fees not to exceed twenty (20) percent of the taxes or
other charges so collected. This proposal recognizes that the costs of collection of
delinquent accounts should be borne by those who have failed to meet their obligations,
and not borne by the general Roanoke County citizenry.
There have been no changes since the first reading of this ordinance held on July 23,
2024.
FISCAL IMPACT:
The fees imposed for informal collection efforts are chargeable against the delinquent
taxpayer, so there is no fiscal impact to Roanoke County. In the event litigation is
pursued by an outside entity for the collection of certain delinquent accounts, there may
be costs associated in the litigation process to Roanoke County.
STAFF RECOMMENDATION:
Staff recommends the Board approve the ordinance.
VOTE:
Supervisor Hooker moved to approve the ordinance. Supervisor Shepherd seconded
the motion. Motion approved.
Yes No Absent
Mr. Radford ® n
Ms. Hooker ® n
Mr. Mahoney ® n
Ms. Shepherd ® n n
Mr. North ® ❑
CC: Peter S. Lubeck, County Attorney
Kevin Hutchins, Treasurer
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, AUGUST 20, 2024
ORDINANCE 082024-7.f AUTHORIZING THE TREASURER OF THE
COUNTY OF ROANOKE TO CONTRACT FOR THE SERVICES OF A
PRIVATE COLLECTION ATTORNEY TO ASSIST WITH THE
COLLECTION OF DELINQUENT ACCOUNTS AND TO AUTHORIZE THE
IMPOSITION OF A FEE TO COVER THE REASONABLE ATTORNEY'S
OR COLLECTION AGENCY'S FEES ACTUALLY CONTRACTED FOR
WHEREAS, Virginia Code § 58.1-3934 allows Virginia governing bodies to appoint
or hire, with the approval of the treasurer and upon such terms as may be agreed upon,
one or more attorneys to collect any local taxes or other charges which may have been
delinquent for six months or more; and
WHEREAS, Virginia Code § 58.1-3958 provides that the governing body of any
county may impose, upon each person chargeable with delinquent taxes or other
delinquent charges, fees to cover the reasonable attorney's or collection agency's fees
actually contracted for; and
WHEREAS, Virginia Code § 58.1-3958 limits the fees to cover the reasonable
attorney's or collection agency's fees to no more than twenty (20) percent of the taxes or
other charges so collected; and
WHEREAS, the Treasurer of the County of Roanoke has identified a need to
contract with an outside entity for the collection of certain delinquent tax accounts; and
WHEREAS, it is in the interest of the County to contract with an outside entity to
assist with the collection of delinquent accounts and other charges; and
WHEREAS, the first reading of this ordinance was held on July 23, 2024, and the
second reading was held on August 20, 2024.
NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That, pursuant to Virginia Code § 58.1-3934, the Board hereby authorizes
the employment of the services of a private collection attorney to assist with
the collection of delinquent accounts.
2. That, pursuant to Virginia Code § 58.1-3958, the Board hereby imposes,
upon each person chargeable with delinquent taxes or other delinquent
charges, the maximum permitted fees to cover the reasonable attorney's or
collection agency's fees actually contracted for.
3. That this ordinance shall take effect from and after the date of adoption.
On motion of Supervisor Hooker to approve the ordinance; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
. Caywood, P.E.
County Administrator / Clerk to the Board of Supervisors
CC: Peter S. Lubeck, County Attorney
Kevin Hutchins, Treasurer
ACTION NO. 082024-7.g
ITEM NO. H.7
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Ordinance authorizing the granting of an easement to the
Western Virginia Water Authority for water and sewer
improvement projects
SUBMITTED BY:
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
The Western Virginia Water Authority (WVWA) has contacted Roanoke County staff to
advise about an upcoming project by the WVWA to install a new waterline extension in
Roanoke County. The project will affect property owned by the Board of Supervisors at
0 South Roselawn Drive. In order to complete the work, the WVWA needs to acquire a
permanent easement and a temporary construction easement from the Board of
Supervisors for the property at 0 South Roselawn Drive.
BACKGROUND:
On June 24, 1993, the Board of Supervisors acquired by a Deed of Gift a parcel located
at 0 South Roselawn Drive, containing .76 acres, and identified as Roanoke County Tax
Map Number 086.03-01-38.00-0000. At the time of acquisition, the County needed the
property due to location plans for the "South Transmission Line Project" and the
"Starkey Road Water Line Project." The Deed of Gift for the property includes a
restriction that the County will use the property for "utility projects only."
County staff attended a site visit to the property with a representative of the WVWA. The
property currently runs along a narrow section of South Roselawn Drive, is full of
vegetation, and a transmission line runs along the property.
DISCUSSION:
In order to install a new waterline extension in Roanoke County, the WVWA plans to
Page 1 of 2
install new, underground water pipes to provide an available municipal water source
throughout a section of South Roanoke County. The WVWA's project is titled "Poages
Mill Water and Sewer Improvements." In order to complete the work, the WVWA has
requested easements from the Board of Supervisors across the property owned by the
Board of Supervisors at 0 South Roselawn Drive. The WVWA has presented a Deed of
Easement and a plat to Roanoke County staff, and the Roanoke County Attorney's
Office has reviewed and approved of the terms of the Deed of Easement.
FISCAL IMPACT:
There is no fiscal impact associated with this agenda item.
STAFF RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the first reading of the
ordinance, and schedule a second reading for the Board of Supervisors September 10,
2024 meeting.
VOTE:
Supervisor Hooker moved to approve the first reading of this ordinance and scheduling
the second reading and public hearing for September 10, 2024. Supervisor Shepherd
seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ (I
Mr. North ® ❑ ❑
Page 2 of 2
ACTION NO. 082024-7.h
ITEM NO. H.8
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: The petition of Dale Wilkinson to rezone approximately 21 .39
acres of land zoned I-1 ,Low Intensity Industrial District, to R-
3, Medium Density Multi-Family Residential District, in order
to develop a 225-lot residential subdivision, located at 7812
Sanderson Drive, Hollins Magisterial District.
SUBMITTED BY: Philip Thompson
Director of Planning
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Consent agenda item for first reading of an ordinance.
BACKGROUND:
The first reading of this ordinance is accomplished by adoption of this ordinance in the
manner of consent agenda items. The adoption of these items does not imply approval
of the substantive content of the requested zoning actions; rather, approval satisfies the
procedural requirements of the County Charter and schedules the required public
hearing and second reading of these ordinances. The second reading and public
hearing on this ordinance is scheduled for September 24, 2024.
The title of this ordinance is as follows:
The petition of Dale Wilkinson to rezone approximately 21 .39 acres of land zoned I-
1 ,Low Intensity Industrial District, to R-3, Medium Density Multi-Family Residential
District, in order to develop a 225-lot residential subdivision, located at 7812 Sanderson
Drive, Hollins Magisterial District.
DISCUSSION:
Page 1 of 2
There is no discussion on this item.
FISCAL IMPACT:
There is no fiscal impact on this agenda item.
STAFF RECOMMENDATION:
Staff recommends as follows:
1. That the Board approve and adopt the first reading of this ordinance for the purpose
of scheduling the second reading and public hearing for September 24, 2024.
2. That this section of the agenda be, and hereby is, approved and concurred in as to
each item separately, and that the Clerk is authorized and directed where required
by law to set forth upon any of said items the separate vote tabulation for any such
item pursuant to this action.
VOTE:
Supervisor Hooker moved to approve the first reading of this ordinance and scheduling
the second reading and public hearing for September 24, 2024. Supervisor Shepherd
seconded the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
Page 2 of 2
ACTION NO. 082024-7.i
ITEM NO. H.9
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: Resolution requesting the Virginia Department of
Transportation (VDOT) to accept Integrity Drive in the Vinton
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 addition of Integrity Drive into the Virginia Department of
Transportation ("VDOT") Secondary System of State Highways, in the Vinton
Magisterial District.
BACKGROUND:
The County of Roanoke is requesting that the Board of Supervisors approve a
resolution asking VDOT to accept, as described by the attached AM-4.3 (see
attachment A), 0.16 mile of Integrity Drive from the intersection with Integrity Drive (VA
SEC. Route # 829) to the end of its cul-de-sac. This road is located within the Valley
Gateway Business Park in the Vinton Magisterial District.
DISCUSSION:
The staff has inspected this road along with representatives of VDOT and find 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 the attached resolution that VDOT
accept Integrity Drive into the Secondary System of State Highways.
VOTE:
Supervisor Hooker moved to approve the resolution. Supervisor Shepherd seconded
the motion. Motion approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Tarek Moneir, Director of Development Services
Page 2 of 2
Form AM 4.3 ICR ID:40093490
(Rev 07/18/2024) SSR
VDDT COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION
Form AM 4.3
In Roanoke County
by Resolution of the governing body adopted 8/20/2024
The following VDOT Form AM-4.3 is hereby attached and incorporated as part of the governing body's resolution for changes to the
secondary system of state highways.
A Copy Testee Signed(County Official):
Report of Changes in the Secondary System of State Highways
Project/Subdivision: Integrity Drive Street Acceptance
CHANGE TYPE RTE NUM a CHANGE FROM TERMINI TO TERMINI LENGTH NUMBER OF RECORDAT ROW
STREET NAME DESCRIPTION LANES ION WIDTH
REFERENC
E
Addition Rt.829-Integrity Access Project Current end of End of cul-de-sac 0.16 2 50
Drive(#0829-080- Industrial§33.2- state maintenance
321,501) 1509,§33.2-705
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
RESOLUTION 082024-7.i REQUESTING ACCEPTANCE OF INTEGRITY
DRIVE (ROUTE 829) IN THE VALLEY GATEWAY BUSINESS PARK IN
THE VINTON MAGISTERIAL DISTRICT INTO THE VIRGINIA
DEPARTMENT OF TRANSPORTATION ("VDOT") SECONDARY
SYSTEM OF STATE HIGHWAYS
WHEREAS, the street described on the attached Form AM-4.3, fully incorporated
herein by reference, is 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 meets the requirements established by the Virginia
Department of Transportation's Subdivision Street Requirements; and
WHEREAS, the County and the Virginia Department of Transportation entered into
an agreement on March 9, 1999, for comprehensive stormwater detention which applies
to this request for addition; and
WHEREAS, on February 22, 2005, the Board adopted Resolution 022205.5b
requesting acceptance of Integrity Drive into the Virginia Department of Transportation
Secondary System; and
WHEREAS, on February 22, 2005, the Board adopted Ordinance 022205-10
authorizing the vacation, quitclaim, and release of all easements within the right-of-way
of Integrity Drive upon the acceptance of Integrity Drive into the Virginia Department of
Transportation Secondary System and the issuance of a land use permit by the Virginia
Department of Transportation permitting existing waterlines and sewer mains to continue
to operate in Integrity Drive right-of-way; and
WHEREAS, prior to the adoption of Ordinance 022205-10, the Western Virgnia
Water Authority submitted Land Use Permit Application No. 251622 requesting the ability
to operate existing waterlines and sewer mains in Integrity Drive right-of-way; and
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the street described on the attached 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.
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded
to the Residency Administrator for the Virginia Department of Transportation.
BE IT FURTHER RESOLVED, this Board hereby guarantees the performance of
the street 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.
On motion of Supervisor Hooker to approve the resolution; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
Ric . Caywood, P.E.
ounty Administrator/ Clerk to the Board of Supervisors
CC: Tarek Moneir, Director of Development Services
Form AM 4.3 ICR ID:40093490
(Rev 07/18/2024) SSR
\VDOT COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION
Form AM 4.3
In Roanoke County
by Resolution of the govern adopted 8/20/2024
The following VDOT Form AM-4.3 is hereby attached d incorporated s part of the governi dy's resolution for changes to the
sec dary s f st e hi h ays.
A Copy Testee Signed(County Offi a . !/
Report of Chan es in the condary System of State Highways
Project/Subdivision: Integrity Drive Street Acceptance
CHANGE TYPE RTE NUM& CHANGE FROM TERMINI TO TERMINI LENGTH NUMBER OF RECORDAT ROW
STREET NAME DESCRIPTION LANES ION WIDTH
REFERENC
E
Addition Rt.829-Integrity Access Project Current end of End of cul-de-sac 0 16 2 50
Drive(#0829-080- Industrial§33.2- state maintenance
321,501) 1509,§33.2-705
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
RESOLUTION 082024-10 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.
On motion of Supervisor Radford to approve the resolution; seconded by
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: Tone
A COPY TESTE:
and L. Caywood, P.E.
County Administrator / Clerk to the Board of Supervisors
ACTION NO. 082024-11
ITEM NO. N.1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: August 20, 2024
AGENDA ITEM: The petition of Reed Road Solar 1 , LLC to obtain a special
use permit for a major utility service (solar farm) on
approximately 36.48 acres of land zoned AR
Agricultural/Residential District, located at 9150 Reed Road,
Windsor Hills Magisterial District.
SUBMITTED BY: Philip Thompson
Director of Planning
APPROVED BY: Richard L. Caywood
County Administrator
ISSUE:
Agenda item for public hearing and second reading of ordinance for a special use
permit for a major utility service (solar farm).
BACKGROUND:
• The Roanoke County Zoning Ordinance defines utility services, major as
"services of a regional nature which normally entail the construction of new
buildings or structures such as generating plants and sources, electrical
switching facilities and stations or substations, community wastewater treatment
plants, and similar facilities. Included in this definition are also electric, gas, and
other utility transmission lines of a regional nature which are not otherwise
reviewed and approved by the Virginia State Corporation Commission."
• Utility services, major is a special use in the AR, Agricultural/Residential District.
DISCUSSION:
The Planning Commission held a public hearing on this application on June 4, 2024. Six
(6) citizens spoke at the June 4th Planning Commission Public Hearing, three (3) in
favor of the application, and three (3) opposed to it. Those who spoke in favor of the
Page 1 of 8
application cited the economic and environmental benefits of solar energy systems, as
well as the possibility that this project could catalyze additional development of solar
energy systems in the region. Those who spoke in opposition to the application raised
concerns about noise, aesthetics, compatibility with surrounding uses, potential
trespassing, the unknowns associated with this type of infrastructure, and the amount of
tax revenue the project would generate. The Planning Commission voted to continue
the public hearing until August 6th to provide for a more thorough review and
consideration of the revised application. Of particular concern were a one-time $50,000
donation to the County proposed by the applicant, and the options for generating tax
revenue for the project.
The Planning Commission continued the public hearing on this application on August 6,
2024. At this hearing, five (5) people spoke during the public hearing, one person in
support, two people opposed, one person had questions, and another person
represented Energy Right, who spoke in general terms on the benefits or solar energy
projects. Those in support discussed the benefits of solar energy, job growth,
environmental protection, and energy availability. Those opposed discussed erosion
and water runoff concerns, impacts to wells, highest and best use for the property is not
a solar energy project, marketability of surrounding homes, construction impacts,
property values and buffers.
The Planning Commission discussed the following: berms, buffers, special use permit
conditions, decommissioning costs, solar energy subscription program, sureties,
lighting, noise, stormwater, grading, runoff, construction impacts, construction schedule,
solar panels, ground vegetation, property values, impacts to home values, visual
impacts, surrounding zoning and land uses, and the future land use designation.
The Planning Commission recommends approval of the special use permit for a major
utility service on approximately 36+ acres with the following conditions:
1. The site shall be developed in substantial conformance with the concept site plan
entitled "Special Use Permit Set - 9150 Reed Road, Bent Mountain, Virginia
24059" prepared by New Leaf Energy, Inc., revised July 11, 2024, subject to any
changes required during the comprehensive site plan review process.
2. Wherever possible, topsoil should remain undisturbed. Disturbed topsoil shall
remain on site to be used to support the growth of ground cover. Ground cover
shall consist of native grasses and pollinator species.
3. The County may retain qualified third-party consultants to review portions of the
site plan and to inspect the constructed facility as to any matters that may be
outside County representatives' area of expertise. The reasonable out-of-pocket
costs incurred by the County for such review by qualified third-party consultants
Page 2 of 8
shall be paid by the applicant. The third-party reviewers and the estimated costs
will be submitted to the applicant for approval before the costs are incurred. The
County may, in the alternative, accept reports of such review by qualified third-
party consultants selected, retained, and paid by the applicant.
4. Per Virginia Code § 15.2-2288.8, the Applicant shall pay the County $50,000 (the
"Fire Truck Payment") for use towards a four-wheel drive fire truck vehicle to
support the County's fire response readiness in the Bent Mountain community,
where the solar project is located. The Fire Truck Payment shall be paid to the
County within ninety (90) days of building permit approval.
5. If the project secures a place in the Shared Solar program, prior to beginning
commercial operation of the solar facility, the Applicant shall work in good faith
and use its best efforts to identify residents of Bent Mountain and Roanoke
County, Virginia to voluntarily subscribe to its community solar program ("Local
Subscribers").
6. After commercial operation has commenced, if operation ceases for 365 days
consecutively, the County may notify the facility owner by certified mail and
request information regarding the status of recommencing commercial operation.
If an attempt to notify the facility operator via certified mail is unsuccessful, then
notice may be posted on the property and the facility owner shall be deemed to
have received lawful notice invoking the provisions of this condition. The facility
owner shall send a response within 90 days of receipt of such notice providing
information regarding the status of operations and an estimated timeline for
recommencing commercial operations. If the facility owner fails to respond to the
request, or if the County deems the provided timetable for recommencing
commercial operations to be unreasonable, the County may hold a hearing
before the Board of Supervisors following notice pursuant to Virginia Code §
15.2-2204. The Board of Supervisors may determine whether to allow the permit
to remain, impose additional conditions regarding the timing of the
commencement of commercial operations, or to revoke the permit and require
decommissioning of the solar energy facility in compliance with the
decommissioning plan established for the facility.
7. Decommissioning of the site shall be in substantial conformance with the
Decommission Plan contained in the concept site plan entitled "Special Use
Permit Set - 9150 Reed Road, Bent Mountain, Virginia 24059" prepared by New
Leaf Energy, Inc., revised July 11, 2024.
8. Prior to the issuance of a building permit for the solar energy system, the
applicant shall submit to the Zoning Administrator an itemized cost estimate of
the work to be done to completely remove the entire solar energy system and
Page 3 of 8
restore the site to its original condition.
9. The applicant shall submit a bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County in the amount of the itemized cost
estimate approved by the Zoning Administrator. An updated itemized cost
estimate along with an updated bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County shall be submitted and approved
every five (5) years to reflect cost increases to remove the entire solar energy
system and restore the site to its original condition.
10.During decommissioning of the site, the applicant will ensure the bond,
irrevocable Letter of Credit, or other surety shall remain in full force and effect
until the County has inspected the site and verified that the solar energy system
has been removed and the site restored to its original condition, at which time the
County shall promptly release the bond, irrevocable Letter of Credit, or other
surety.
FISCAL IMPACT:
There is no fiscal impact on this agenda item.
STAFF RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the second reading of an
ordinance for a special use permit for a major utility service (solar far) on approximately
36.48 acres of land zoned AR Agricultural/Residential District with the following
conditions:
1 . The site shall be developed in substantial conformance with the concept site plan
entitled "Special Use Permit Set - 9150 Reed Road, Bent Mountain, Virginia
24059" prepared by New Leaf Energy, Inc., revised July 11 , 2024, subject to any
changes required during the comprehensive site plan review process.
2. Wherever possible, topsoil should remain undisturbed. Disturbed topsoil shall
remain on site to be used to support the growth of ground cover. Ground cover
shall consist of native grasses and pollinator species.
3. The County may retain qualified third-party consultants to review portions of the
site plan and to inspect the constructed facility as to any matters that may be
outside County representatives' area of expertise. The reasonable out-of-pocket
costs incurred by the County for such review by qualified third-party consultants
shall be paid by the applicant. The third-party reviewers and the estimated costs
will be submitted to the applicant for approval before the costs are incurred. The
Page 4 of 8
County may, in the alternative, accept reports of such review by qualified third-
party consultants selected, retained, and paid by the applicant.
4. Per Virginia Code § 15.2-2288.8, the Applicant shall pay the County $50,000 (the
"Fire Truck Payment") for use towards a four-wheel drive fire truck vehicle to
support the County's fire response readiness in the Bent Mountain community,
where the solar project is located. The Fire Truck Payment shall be paid to the
County within ninety (90) days of building permit approval.
5. If the project secures a place in the Shared Solar program, prior to beginning
commercial operation of the solar facility, the Applicant shall work in good faith
and use its best efforts to identify residents of Bent Mountain and Roanoke
County, Virginia to voluntarily subscribe to its community solar program ("Local
Subscribers").
6. After commercial operation has commenced, if operation ceases for 365 days
consecutively, the County may notify the facility owner by certified mail and
request information regarding the status of recommencing commercial operation.
If an attempt to notify the facility operator via certified mail is unsuccessful, then
notice may be posted on the property and the facility owner shall be deemed to
have received lawful notice invoking the provisions of this condition. The facility
owner shall send a response within 90 days of receipt of such notice providing
information regarding the status of operations and an estimated timeline for
recommencing commercial operations. If the facility owner fails to respond to the
request, or if the County deems the provided timetable for recommencing
commercial operations to be unreasonable, the County may hold a hearing
before the Board of Supervisors following notice pursuant to Virginia Code §
15.2-2204. The Board of Supervisors may determine whether to allow the permit
to remain, impose additional conditions regarding the timing of the
commencement of commercial operations, or to revoke the permit and require
decommissioning of the solar energy facility in compliance with the
decommissioning plan established for the facility.
7. Decommissioning of the site shall be in substantial conformance with the
Decommission Plan contained in the concept site plan entitled "Special Use
Permit Set - 9150 Reed Road, Bent Mountain, Virginia 24059" prepared by New
Leaf Energy, Inc., revised July 11, 2024.
8. Prior to the issuance of a building permit for the solar energy system, the
applicant shall submit to the Zoning Administrator an itemized cost estimate of
the work to be done to completely remove the entire solar energy system and
restore the site to its original condition.
Page 5 of 8
9. The applicant shall submit a bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County in the amount of the itemized cost
estimate approved by the Zoning Administrator. An updated itemized cost
estimate along with an updated bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County shall be submitted and approved
every five (5) years to reflect cost increases to remove the entire solar energy
system and restore the site to its original condition.
10.During decommissioning of the site, the applicant will ensure the bond,
irrevocable Letter of Credit, or other surety shall remain in full force and effect
until the County has inspected the site and verified that the solar energy system
has been removed and the site restored to its original condition, at which time the
County shall promptly release the bond, irrevocable Letter of Credit, or other
surety.
VOTE:
Supervisor Radford found that the proposed special use permit:
1. Meets the requirements of Section 30-19-1 of the Roanoke County Code and
that the proposed special use conforms with the standards set forth in article IV,
use and design standards of the Roanoke County Zoning Ordinance;
2. Involves a use (utility service) which is not contemplated in the Roanoke County
Comprehensive Plan's future land use categories, but is a use which is integral to
the needs of the citizens of Roanoke County (utility service); and
3. Will have a minimum adverse impact on the surrounding neighborhood and
community.
Therefore, moved that the Board approve the petition to obtain a special use permit,
with the following ten (10) conditions:
1 . The site shall be developed in substantial conformance with the concept site plan
entitled "Special Use Permit Set — 9150 Reed Road, Bent Mountain, Virginia
24059" prepared by New Leaf Energy, Inc., revised July 11 , 2024, subject to any
changes required during the comprehensive site plan review process.
2. Wherever possible, topsoil should remain undisturbed. Disturbed topsoil shall
remain on site to be used to support the growth of ground cover. Ground cover
shall consist of native grasses and pollinator species.
3. The County may retain qualified third-party consultants to review portions of the
site plan and to inspect the constructed facility as to any matters that may be
outside County representatives' area of expertise. The reasonable out-of-pocket
costs incurred by the County for such review by qualified third-party consultants
Page 6 of 8
shall be paid by the applicant. The third-party reviewers and the estimated costs
will be submitted to the applicant for approval before the costs are incurred. The
County may, in the alternative, accept reports of such review by qualified third-
party consultants selected, retained, and paid by the applicant.
4. Per Virginia Code § 15.2-2288.8, the Applicant shall pay the County $50,000 (the
"Fire Truck Payment") for use towards a four-wheel drive fire truck vehicle to
support the County's fire response readiness in the Bent Mountain community,
where the solar project is located. The Fire Truck Payment shall be paid to the
County within ninety (90) days of building permit approval.
5. If the project secures a place in the Shared Solar program, prior to beginning
commercial operation of the solar facility, the Applicant shall work in good faith
and use its best efforts to identify residents of Bent Mountain and Roanoke
County, Virginia to voluntarily subscribe to its community solar program ("Local
Subscribers").
6. After commercial operation has commenced, if operation ceases for 365 days
consecutively, the County may notify the facility owner by certified mail and
request information regarding the status of recommencing commercial operation.
If an attempt to notify the facility operator via certified mail is unsuccessful, then
notice may be posted on the property and the facility owner shall be deemed to
have received lawful notice invoking the provisions of this condition. The facility
owner shall send a response within 90 days of receipt of such notice providing
information regarding the status of operations and an estimated timeline for
recommencing commercial operations. If the facility owner fails to respond to the
request, or if the County deems the provided timetable for recommencing
commercial operations to be unreasonable, the County may hold a hearing
before the Board of Supervisors following notice pursuant to Virginia Code §
15.2-2204. The Board of Supervisors may determine whether to allow the permit
to remain, impose additional conditions regarding the timing of the
commencement of commercial operations, or to revoke the permit and require
decommissioning of the solar energy facility in compliance with the
decommissioning plan established for the facility.
7. Decommissioning of the site shall be in substantial conformance with the
Decommission Plan contained in the concept site plan entitled "Special Use
Permit Set — 9150 Reed Road, Bent Mountain, Virginia 24059" prepared by New
Leaf Energy, Inc., revised July 11, 2024.
8. Prior to the issuance of a building permit for the solar energy system, the
applicant shall submit to the Zoning Administrator an itemized cost estimate of
the work to be done to completely remove the entire solar energy system and
restore the site to its original condition.
Page 7 of 8
9. The applicant shall submit a bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County in the amount of the itemized cost
estimate approved by the Zoning Administrator. An updated itemized cost
estimate along with an updated bond, irrevocable Letter of Credit, or other
appropriate surety acceptable to the County shall be submitted and approved
every five (5) years to reflect cost increases to remove the entire solar energy
system and restore the site to its original condition.
10.During decommissioning of the site, the applicant will ensure the bond,
irrevocable Letter of Credit, or other surety shall remain in full force and effect
until the County has inspected the site and verified that the solar energy system
has been removed and the site restored to its original condition, at which time the
County shall promptly release the bond, irrevocable Letter of Credit, or other
surety.
Supervisor Shepherd seconded the motion. Motion Approved.
Yes No Absent
Mr. Radford ® ❑ ❑
Ms. Hooker ® ❑ ❑
Mr. Mahoney ® ❑ ❑
Ms. Shepherd ® ❑ ❑
Mr. North ® ❑ ❑
CC: Philip Thompson, Director of Planning
Page 8 of 8
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, AUGUST 20, 2024
ORDINANCE 082024-11 GRANTING A SPECIAL USE PERMIT TO
REED ROAD SOLAR 1, LLC TO OPERATE A UTILITY SERVICE
(MAJOR) ON APPROXIMATELY 36.48 ACRES OF LAND ZONED AR
(AGRICULTURAL/RESIDENTIAL) DISTRICT, LOCATED AT 9150
REED ROAD, WINDSOR HILLS MAGISTERIAL DISTRICT
WHEREAS, Reed Road Solar 1 , LLC has filed a petition for a special use permit
to operate a utility service (major) on approximately 36.48 acres of land zoned AR
(Agricultural/Residential) District, for the purpose of operating a small solar energy
system on property located at 9150 Reed Road (Roanoke County Tax Map Number
103.00-02-10.02-0000), in the Windsor Hills Magisterial District; and
WHEREAS, the first reading of this ordinance was held on May 28, 2024, and the
second reading and public hearing were held on August 20, 2024; and
WHEREAS, the Roanoke County Planning Commission held a public hearing on
this matter on June 4, 2024; and
WHEREAS, five (5) days prior to the Planning Commission's public hearing the
applicant submitted a revised application; and
WHEREAS, at its June 4, 2024 public hearing the Planning Commission
continued the public hearing until August 6, 2024 to provide a more thorough review
and consideration of the revised application submitted by the applicant; and
WHEREAS, the Roanoke County Planning Commission resumed its public
hearing on August 6, 2024, and thereafter the Planning Commission recommended
approval of the revised application submitted by the applicant to obtain a special use
permit, with ten (10) conditions; and
Page 1 of 6
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of the
County of Roanoke, Virginia as follows:
1 . The Board finds that the proposed special use meets the requirements of
Section 30-19-1 of the Roanoke County Code and that the proposed special use
conforms with the standards set forth in article IV, use and design standards of the
Roanoke County Zoning Ordinance.
2. The Board further finds that the proposed special use involves a use
(utility service) which is not contemplated by the Roanoke County Comprehensive
Plan's future land use categories, but is a use which is integral to the needs of the
citizens of Roanoke County (utility service).
3. The Board further finds that the proposed use will have a minimum
adverse impact on the surrounding neighborhood and community.
4. The special use permit is hereby approved, with the following ten (10)
conditions:
a. The site shall be developed in substantial conformance with the
concept site plan entitled "Special Use Permit Set — 9150 Reed
Road, Bent Mountain, Virginia 24059" prepared by New Leaf
Energy, Inc., revised July 11 , 2024, subject to any changes
required during the comprehensive site plan review process.
b. Wherever possible, topsoil should remain undisturbed. Disturbed
topsoil shall remain on site to be used to support the growth of
ground cover. Ground cover shall consist of native grasses and
pollinator species.
Page 2 of 6
c. The County may retain qualified third-party consultants to review
portions of the site plan and to inspect the constructed facility as to
any matters that may be outside County representatives' area of
expertise. The reasonable out-of-pocket costs incurred by the
County for such review by qualified third-party consultants shall be
paid by the applicant. The third-party reviewers and the estimated
costs will be submitted to the applicant for approval before the
costs are incurred. The County may, in the alternative, accept
reports of such review by qualified third-party consultants selected,
retained, and paid by the applicant.
d. Per Virginia Code § 15.2-2288.8, the Applicant shall pay the County
$50,000 (the "Fire Truck Payment") for use towards a four-wheel
drive fire truck vehicle to support the County's fire response
readiness in the Bent Mountain community, where the solar project
is located. The Fire Truck Payment shall be paid to the County
within ninety (90) days of building permit approval.
e. If the project secures a place in the Shared Solar program, prior to
beginning commercial operation of the solar facility, the Applicant
shall work in good faith and use its best efforts to identify residents
of Bent Mountain and Roanoke County, Virginia to voluntarily
subscribe to its community solar program ("Local Subscribers").
f. After commercial operation has commenced, if operation ceases for
365 days consecutively, the County may notify the facility owner by
Page 3 of 6
certified mail and request information regarding the status of
recommencing commercial operation. If an attempt to notify the
facility operator via certified mail is unsuccessful, then notice may
be posted on the property and the facility owner shall be deemed to
have received lawful notice invoking the provisions of this condition.
The facility owner shall send a response within 90 days of receipt of
such notice providing information regarding the status of operations
and an estimated timeline for recommencing commercial
operations. If the facility owner fails to respond to the request, or if
the County deems the provided timetable for recommencing
commercial operations to be unreasonable, the County may hold a
hearing before the Board of Supervisors following notice pursuant
to Virginia Code § 15.2-2204. The Board of Supervisors may
determine whether to allow the permit to remain, impose additional
conditions regarding the timing of the commencement of
commercial operations, or to revoke the permit and require
decommissioning of the solar energy facility in compliance with the
decommissioning plan established for the facility.
g. Decommissioning of the site shall be in substantial conformance
with the Decommission Plan contained in the concept site plan
entitled "Special Use Permit Set — 9150 Reed Road, Bent
Mountain, Virginia 24059" prepared by New Leaf Energy, Inc.,
revised July 11 , 2024.
Page 4 of 6
h. Prior to the issuance of a building permit for the solar energy
system, the applicant shall submit to the Zoning Administrator an
itemized cost estimate of the work to be done to completely remove
the entire solar energy system and restore the site to its original
condition.
The applicant shall submit a bond, irrevocable Letter of Credit, or
other appropriate surety acceptable to the County in the amount of
the itemized cost estimate approved by the Zoning Administrator.
An updated itemized cost estimate along with an updated bond,
irrevocable Letter of Credit, or other appropriate surety acceptable
to the County shall be submitted and approved every five (5) years
to reflect cost increases to remove the entire solar energy system
and restore the site to its original condition.
j. During decommissioning of the site, the applicant will ensure the
bond, irrevocable Letter of Credit, or other surety shall remain in full
force and effect until the County has inspected the site and verified
that the solar energy system has been removed and the site
restored to its original condition, at which time the County shall
promptly release the bond, irrevocable Letter of Credit, or other
surety.
5. This ordinance shall be in full force and effect thirty (30) days after its final
passage.
On motion of Supervisor Radford to approve the ordinance; seconded by
Page 5 of 6
Supervisor Shepherd and carried by the following roll call and recorded vote:
AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North
NAYS: None
A COPY TESTE:
Richard L. ywood, P.E.
Count dministrator / Clerk to the Board of Supervisors
CC: Philip Thompso , erector of Planning
Page 6 of 6