Loading...
HomeMy WebLinkAbout9/10/2024 - Adopted Board Records ACTION NO. 091024-1 ITEM NO. C.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 10, 2024 AGENDA ITEM: Ordinance 1) accepting funds in the amount of $647,774 from the Virginia Department of Rail and Public Transportation (DRPT) and appropriating such funds to the County's grant fund for operation of the CORTRAN program, and 2) reallocating $26,991 from the CORTRAN Budget in the operating fund to the grant fund for the required match for operation of the CORTRAN program. SUBMITTED BY: Paula Benke Transit Planner APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate $647,774 of grant funding from (DRPT), to be used to offset the monthly cost of the CORTRAN program and reallocate $26,991 from the CORTRAN budget in the operating fund for the required local match. BACKGROUND: The CORTRAN program was established in 1985 in order to help County residents remain in their homes and independent with curb-to-curb transportation from their homes to destinations within Roanoke County, the City of Roanoke, the City of Salem and the Town of Vinton. The program is currently structured so that Roanoke County residents are eligible to use the CORTRAN program if they are either 65 years of age or better, or if they have a disability. While Roanoke County funds the program annually, staff started applying for grant funding through (DRPT) for fiscal year 2022 to offset the County's cost of the program. Previous awards include: Page 1 of 3 Fiscal Year Requested Amount Awarded Amount Local Match 2022 $207,568 $119,008 Urban only $61,334 2023 $613,338 $538,000 Urban and Rural $21,520 2024 $746,626 $465,091 Urban and Rural $19,379 DISCUSSION: Staff applied for FTA 5310 funding through DRPT on February 1, 2024. The Commonwealth Transportation Board adopted the Six-Year Improvement Program on June 18, 2024, which included an award of $674,765 for the CORTRAN program ($647,774, with a required local match of$26,991). DRPT has indicated that funding is still available from the Bipartisan Infrastructure Law providing additional funding to DRPT to be distributed to transit programs around the Commonwealth. This is the third time Roanoke County has received funding for the rural area of the county. The FTA Section 5310 grant for rural and urban funding is limited to be reimbursed monthly starting October 1, 2024, through September 30, 2025. FISCAL IMPACT: Roanoke County was awarded $196,574 in rural capital funding and $451,200 in urban capital funding totaling $647,774 for the CORTRAN program, which represents 80 percent (80%) Federal funding,16 percent (16%) State funding and requires a four percent (4%) local match of$26,991 for a total grant of$674,765. The FTA Section 5310 grant funding will be used to offset the monthly cost of the CORTRAN program. The local match funding is available in the CORTRAN fiscal year 2025 budget. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance and requests scheduling of the second reading for September 24, 2024. VOTE: Supervisor Hooker moved to approve the first reading of this ordinance and scheduling the second reading for September 24, 2024. Supervisor North seconded the motion. Motion approved. Page 2 of 3 Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 3 of 3 ACTION NO. 091024-2 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: September 10, 2024 AGENDA ITEM: Confirmation of Appointment SUBMITTED BY: Rhonda Perdue Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Confirmation of appointment BACKGROUND: Parks, Recreation & Tourism Advisory Committee (by District) Heather Davis - Vinton District - Term Expires: September 10, 2027 FISCAL IMPACT: There is no-fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends approval of appointments. VOTE: Supervisor Radford moved to approve all appointments. Supervisor Mahoney seconded the motion. Motion approved. Page 1 of 2 Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Allen Hayes, Director of Parks, Recreation and Tourism Heather Davis 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, SEPTEMBER 10, 2024 RESOLUTION 091024-3.a-f APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM E - 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 September 10, 2024, designated as Item E-Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6 inclusive, as follows: 1. Approval of minutes—August 20, 2024 2. Request to accept and allocate Selective Enforcement Grant Funds in the amount of $154,700 from the Division of Motor Vehicles for the purpose of Selective Enforcement. 3. Ordinance authorizing the granting of an easement to the Western Virginia Water Authority for water and sewer improvement projects. (Second Reading) 4. 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). (Second Reading) 5. Ordinance authorizing the reallocation of a portion of the proceeds of the County's 2022 lease financing with Virginia Resource Authority. (Second Reading) 6. Ordinance accepting Transportation Alternatives Program funds in the amount of $248,022 from the Roanoke Valley Transportation Planning Organization, reallocating $62,005 from the Peters Creek/Williamson Road Corridor Study Capital Improvement Program (CIP) Project and appropriating all funds to the Grant Fund for construction of the Glade Creek Greenway through Vinyard Park West in the Vinton Magisterial District and in the Town of Vinton. (First Reading and request for Second Reading) On motion of Supervisor Shepherd to adopt all matters on the consent agenda; Page 1 of 2 seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: ch L. Caywood, P.E. County Administrator/ Clerk to the Board of Supervisors CC: Laurie Gearheart, Director of Finance and Management Services Joshua Pegram, Finance Michael Poindexter, Chief of Police Rachel Lower, Deputy County Attorney Page 2 of 2 ACTION NO. 091024-3.b 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: September 10, 2024 AGENDA ITEM: Request to accept and allocate Selective Enforcement Grant Funds in the amount of $154,700 from the Department of Motor Vehicles for the purpose of Selective Enforcement. SUBMITTED BY: Michael Poindexter Chief of Police APPROVED BY: Richard L. Caywood County Administrator ISSUE: Acceptance and allocation of $154,700 in grant funding with a required local match of $77,350 from the Department of Motor Vehicles for traffic enforcement and training. BACKGROUND: The Virginia Highway Safety Office, part of the Virginia Department of Motor Vehicles, oversees the funding and coordination of various highway safety grant programs. These programs are designed to improve the safety of motorists by focusing on a variety of factors that contribute to motorist injury. The Roanoke County Police Department has been awarded Selective Enforcement Grants as part of the ongoing initiative to reduce traffic fatalities in the Commonwealth of Virginia. The Roanoke County Police Department has received grants from the Department of Motor Vehicles for approximately 25 years. The Police Department uses these grants to reduce alcohol and speed related fatalities and serious injuries in traffic crashes, increase occupant protection, and to provide additional speed enforcement on 1-81 and 1-581. DISCUSSION: The Department of Motor Vehicles awarded to the Roanoke County Police Department Page 1 of 3 the following grants: 1. Selective Enforcement Grant in the amount of $85,700 to reduce alcohol related fatalities and serious injuries in traffic crashes with a required local match of$42,850 2. Selective Enforcement Grant in the amount of $69,000 to provide additional speed and occupant protection enforcement with a required local match of$34,500 The grant funds will be utilized for personnel and training costs associated with each grant program, as well as the purchase of four additional in-car radars and ten Alco- Sensor breath testing units. FISCAL IMPACT: The total awarded grant funds are $232,050 which includes a required local match of $77,350. The County will meet the local match through operational funds budgeted for fuel and vehicle maintenance in the fiscal year 2024-2025 Police Department budget. STAFF RECOMMENDATION: Staff recommends acceptance and allocation of the grant funds to the Roanoke County Police Department in the amount of $154,700 from the Department of Motor Vehicles for the Selective Enforcement Grants and meeting the required local match through operational funds budgeted for fuel and vehicle maintenance in the fiscal year 2024- 2025 Police Department budget. VOTE: Supervisor Shepherd moved to accept and allocate the grant funds. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 2 of 3 CC: Michael Poindexter, Chief of Police Laurie Gearheart, Director of Finance and Management Services Joshua Pegram, Finance Page 3 of 3 ACTION NO. 091024-3.c 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: September 10, 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. There have been no changes since the first reading of this ordinance on held on August 20, 2024. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the ordinance. VOTE: Supervisor Shepherd moved to approve the ordinance. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Rachel Lower, Deputy County Attorney 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, SEPTEMBER 10, 2024 ORDINANCE 091024-3.c AUTHORIZING THE GRANTING OF AN EASEMENT TO THE WESTERN VIRGINIA WATER AUTHORITY FOR WATER AND SEWER IMPROVEMENT PROJECTS WHEREAS, the Board owns a vacant parcel for utility purposes in Roanoke County, in the Windsor Hills Magisterial District, located at 0 South Roselawn Drive (and identified as Roanoke County Tax Map Number 086.03-01-38.00-0000); and WHEREAS, the WVWA has requested a new ten (10)foot temporary construction easement (containing 5,054 square feet) and a new permanent waterline easement (containing 1,326 square feet)on the County's above-referenced property to install a new waterline extension in South Roanoke County; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition and disposition of real estate be authorized only by ordinance; and WHEREAS, a first reading of this ordinance was held on August 20, 2024 and the second reading was held on September 10, 2024; and NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of the County of Roanoke as follows: 1. That pursuant to the provision of Section 16.01 of the Roanoke County Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is hereby made available for conveyance to the Western Virginia Water Authority for purposes of a new ten (10)foot temporary construction easement and the new permanent waterline easement. 2. That conveyance to the Western Virginia Water Authority of a new ten (10) foot temporary construction easement and a new permanent waterline easement as shown on the exhibit titled "EASEMENT PLAT FOR WESTERN VIRGINIA WATER AUTHORITY SHOWING NEW PERMANENT WATERLINE EASEMENT AND NEW 10' TEMPORARY CONSTRUCTION EASEMENT BEING ACQUIRED FROM BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA SITUATED ON SOUTH ROSELAWN ROAD WINDSOR HILLS MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA"dated May 28, 2024, a copy of which is attached hereto as Exhibit A, is hereby authorized and approved. 3. That the County accepts and appropriates the payment of $1.00 as fair market value compensation for these easements. 4. That the County Administrator, Deputy County Administrator, or Assistant County Administrator, any of whom may act, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, including but not limited to signing a deed granting the easements with such changes as may be necessary and approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Shepherd to approve the ordinance; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: ch. -I L. Caywood, P.E. County Administrator/ Clerk to the Board of Supervisors CC: Rachel Lower, Deputy County Attorney ACTION NO. 091024-3.d ITEM NO. E_4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 10, 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 $1,907,152.00 (the board report for the first reading of this agenda item included an extra 33 cents on the purchase price). 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 2022B 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. STAFF RECOMMENDATION: Other than the minor change to the purchase price (less 33 cents), there have been no changes to this agenda item since the first reading. Staff recommends approval of this ordinance on September 10, 2024. VOTE: Supervisor Shepherd moved to approve the ordinance. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Rachel Lower, Deputy County Attorney 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, SEPTEMBER 10, 2024 ORDINANCE 091024-3.d AUTHORIZING THE ACQUISITION OF REAL PROPERTY CONTAINING APPROXIMATELY 2.71 ACRES LOCATED AT 4818 STARKEY ROAD, ROANOKE, VIRGINIA (ROANOKE COUNTY TAX MAP NUMBER 087.07-01-16.00-0000) WHEREAS, 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; and WHEREAS, 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; and WHEREAS, the Economic Development Authority of Roanoke County, Virginia is the owner of the property located at 4818 Starkey Road, bearing Roanoke County Tax Map Number 087.07-01-16.00-0000 and containing approximately 2.71 acres ("the Property"); and WHEREAS, the Economic Development Authority of Roanoke County, Virginia is willing to sell the Property to the Board of Supervisors of Roanoke County, Virginia; and WHEREAS, § 2.03 of the Roanoke County Charter provides that the County, upon a showing of public necessity, may acquire property within or without its boundaries for any of its facilities or functions; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia has determined that it is in the public interest and that a public necessity exists to acquire the Property; and Page 1 of 3 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 was held on September 10, 2024. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition of approximately 2.71 acres located at 4818 Starkey Road, Roanoke, Virginia (Roanoke County Tax Map Number 087.07-01- 16.00-0000) is hereby authorized and approved at the purchase price of $1,907,152.00. 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 deed of conveyance (with any changes as approved by the County Attorney's Office) and any other documents necessary to accomplish the acquisition and to take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this real estate, all of which shall be approved as to form by the County Attorney. 3. That this ordinance is to be in full force and effect upon its passage. On motion of Supervisor Shepherd to approve the ordinance; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None Page 2 of 3 A COPY TESTE: Ri• aro L. Ca ood, .E. ' ou ty Administrator/ Clerk to the Board of Supervisors CC: Rachel Lower, Deputy County Attorney Page 3 of 3 ACTION NO. 091024-3.e ITEM NO. E_5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 10, 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: 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 3 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. There have been no changes since the first reading of the ordinance. 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 ordinance. VOTE: Supervisor Shepherd moved to approve the ordinance. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 2 of 3 CC: Laurie Gearheart, Director of Finance and Management Services Rachel Lower, Deputy County Attorney Page 3 of 3 Capital Improvement Program ;_ FY 2023 — FY 2032 Arpir 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 TTotal Funding Sources 17,670,000 12,895,000 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: : ,. The Public Service Center Facility Replacement Project implements a strategy that best blends operational efficiencies 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 .ter• `'.+-e_i° �S} 100-year flood plain, and the cumulative resulting feasibility limitations for long term use of the site for existing _ t - " i County functions. In FY 2020, $I I.0 million in bond funds were appropriated for the construction of Phase I of the . r9 _ Y project. In FY 2021, $1.345 million was transferred from capital to cover bids from the Center for Research and Technology project($I.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. County of Roanoke , Virginia Page I24of I58 Capital Improvement Program Internal Services FY 2023 — FY 2032 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 contracted for the Community Strategic Plan acquisition of property to facilitate the relocation of Keep Roanoke County Healthy,Clean,and Beautiful Parks, Recreation & Tourism, currently planned Outdoor Recreation & Natural Resources Solid Waste & Recycling for FY 2023 construction. County of Roanoke , Virginia Page 125 of 158 CERTIFICATE OF CLERK The undersigned Clerk of the Board of Supervisors of the County of Roanoke, Virginia, hereby certifies that: 1 . A regular meeting (the "Meeting") of the Board of Supervisors of the County of Roanoke, Virginia (the "Board"), was held on September 10, 2024, at which the following members were present and absent: PRESENT: Phil North, Martha Hooker, David Radford, Paul Mahoney, Tammy Shepherd ABSENT: None 2. An Ordinance entitled "ORDINANCE AUTHORIZING THE REALLOCATION OF A PORTION OF THE PROCEEDS OF THE COUNTY'S 2022 LEASE FINANCING WITH VIRGINIA RESOURCES AUTHORITY" was duly adopted at the Meeting by the recorded affirmative roll-call vote of a majority of all of the members elected to the Board, the ayes and nays being recorded in the minutes of the Meeting as shown below: MEMBER VOTE Phil North Aye Martha Hooker Aye David Radford Aye Paul Mahoney Aye Tammy Shepherd Aye 3. Attached hereto is a true and correct copy of the foregoing ordinance as recorded in full in the minutes of the Meeting. 4. The attached ordinance has not been repealed, revoked, rescinded or amended and is in full force and effect on the date hereof. WITNESS my signature a the seal of the ounty of Roanoke, 'a, this 11th day of September 2024. r) (' -,, +s erk of the Board of Supervisors 1 of the County of Roanoke Virginia [SEAL] _— I85020769_4.docx AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 10, 2024 ORDINANCE 091024-3.e AUTHORIZING THE REALLOCATION OF A PORTION OF THE PROCEEDS OF THE COUNTY'S 2022 LEASE FINANCING WITH VIRGINIA RESOURCES AUTHORITY WHEREAS, by Ordinance 091322-4 adopted on September 13, 2022 (the "Series 2022 Ordinance"), the County of Roanoke, Virginia (the "County") authorized a lease- leaseback transaction with Virginia Resources Authority ("VRA") whereby the County would finance, among other things, certain costs associated with the site work, construction, equipping and renovation of office space, a storage warehouse and outdoor storage structures to relocate the County's Parks, Recreation and Tourism administrative offices and shops (the "Parks Building Construction Project"); WHEREAS, to evidence the financing of the Parks Building Construction Project, the County and VRA entered into a Prime Lease dated as of September 16, 2022 (the "Prime Lease") and the Local Lease Acquisition Agreement and Financing Lease dated as of September 16, 2022 (the "Financing Lease" and together with the Prime Lease, the "Leases"); WHEREAS, the County has determined to acquire and renovate an approximately 12,400 square foot office building, renovate an approximately 23,000 square foot storage warehouse, undertake mass grading for a new storage yard with perimeter fencing, and construct an approximately 7,000 square foot outdoor storage structure all for relocating the County's Parks, Recreation, and Tourism administrative offices and north and east -1- PRT shops (the "New Project") instead of constructing each of the new buildings for the Parks Building Construction Project contemplated by the Series 2022 Ordinance; WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia (the "Board")desires to authorize the expenditure of a portion of the proceeds of the Financing Lease, including interest earnings thereon, on the New Project; WHEREAS, the first reading of this ordinance was held on August 20, 2024, and the second reading was held on September 10, 2024. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Use of Financing Lease Proceeds and Ratification. The Board hereby approves of the use of up to $4,775,000 of the proceeds of the Financing Lease, including interest earnings thereon,to pay the costs of the New Project instead of the Parks Building Construction Project. The Board hereby ratifies and reaffirms the Series 2022 Ordinance, except as it has been supplemented by this Ordinance. 2. Further Actions. The members of the Board and all officers, employees and agents of the County are hereby authorized to take such action as they or any one of them may consider necessary or desirable in connection with the authorizations granted in this Ordinance provided that those actions are otherwise in furtherance of this Ordinance and any such action previously taken is hereby ratified and confirmed, including without limitation amendments or supplements to the Leases and any tax documents delivered in connection with the Leases. -2- 3. Effective Date. This Ordinance shall take effect immediately. On motion of Supervisor Shepherd to approve the ordinance; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: .' Ri► and L. aywoo:, P.E. ounty A d ' ' ator/ Clerk to the Board of Supervisors CC: Laurie Gearheart, : rector of Finance and Management Services Rachel Lower, Deputy County Attorney -3- ACTION NO. 091024-3.f ITEM NO. E_6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 10, 2024 AGENDA ITEM: Ordinance accepting Transportation Alternatives Program funds in the amount of $248,022 from the Roanoke Valley Transportation Planning Organization, reallocating $62,005 from the Peters Creek/Williamson Road Corridor Study Capital Improvement Program (CIP) project and appropriating all funds to the Grant Fund for construction of the Glade Creek Greenway through Vinyard Park West in the Vinton Magisterial District and in the Town of Vinton SUBMITTED BY: Megan G. Cronise Assistant Director of Planning APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate $310,027 in Transportation Alternatives Set-Aside (TA) Program funding to construct the Glade Creek Greenway through Vinyard Park West. BACKGROUND: The Glade Creek Greenway is identified in the 2018 Roanoke Valley Greenway Plan, which was adopted by the Roanoke County Board of Supervisors in September 2018. The Town of Vinton has constructed two segments of the greenway and a third segment is nearing completion. The Town has preliminary engineering funding for Phase 3 to design a connection between the Town's constructed greenway segments and the proposed Vinyard Park West segment (Phase 4). The proposed half-mile asphalt Glade Creek Greenway segment in Vinyard Park West, located in both Roanoke County and the Town of Vinton, will continue to extend the greenway east, towards Vinyard Park East and residential neighborhoods in the City of Roanoke and Roanoke County. These neighborhood connections will enable residents to walk and bike from their homes along the Glade Creek Greenway to the Tinker Creek Page 1 of 3 Greenway and to the Roanoke River Greenway. Roanoke County Planning, Development Services and Parks, Recreation and Tourism staff have collaborated with the Town of Vinton and the Virginia Department of Transportation (VDOT) staff on the design of the Glade Creek Greenway through Vinyard Park West. The alignment will: 1) Avoid existing sports fields; 2) Preserve existing access points to Glade Creek; 3) Provide an appropriate terminus on the western edge of the park for the Town of Vinton's Phase 3 greenway connection; and 4) Meet VDOT and federal design requirements. The timeline for this project includes: • September 21, 2021: Board of Supervisors held a public hearing and adopted a resolution supporting the project • October 1, 2021: Transportation Alternatives Program application submitted • June 21, 2022: Commonwealth Transportation Board adopted the Fiscal Year 2023-2028 Six-Year Improvement Program, including project funding • September 28, 2022: Board of Supervisors accepted and appropriated project funding • January 9, 2023: County staff initiated the preliminary engineering phase December 18, 2023: Right-of-Way Certification received • March 19, 2024: 100 percent plans approved • April 25, 2024: Environmental Certification received • May 2, 2024: Staff determined that the updated estimate (based on March Explore Park Greenway bids) exceeded available project funds May 22, 2024: Staff sent a letter to Roanoke Valley Transportation Planning Organization (RVTPO) staff with an out-of-cycle request for additional Transportation Alternatives Program balance entry funding to satisfy the project deficit • June 27, 2024: The RVTPO approved an out-of-cycle request for Transportation Alternatives Program balance entry funding for the project • July 22, 2024: Authorization received to advertise the project for construction bids DISCUSSION: Additional Transportation Alternatives Program funding was requested to satisfy the project deficit identified in the estimate updated in May. The project must show that it is fully funded before the Federal Highway Administration will authorize construction advertisement. With the addition of the Transportation Alternative Program funds from the RVTPO, the project now meets that requirement and was advertised for Page 2 of 3 construction on July 23, 2024. Construction bids are due on September 3, 2024. FISCAL IMPACT: Current funds on the project total $651,375, which includes $130,275 in twenty percent (20%) local match and $521,100 in eighty percent (80%) Federal funding. On June 27, 2024, the RVTPO approved $248,022 Transportation Alternatives Program balance entry funding for this project, which is eighty percent (80%) of the project deficit. The remaining twenty percent (20%) local match of $62,005 is available in the Peters Creek/Williamson Road Corridor Study CIP project. This CIP funding has not been needed because VDOT initiated a Project Pipeline Study in 2023 for this corridor. The Project Pipeline Study resulted in three SMART SCALE applications submitted in August 2024. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance and scheduling the second reading for September 24, 2024. VOTE: Supervisor Shepherd moved to approve the first reading of this ordinance and scheduling the second reading for September 24, 2024. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ 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, SEPTEMBER 10, 2024 RESOLUTION 091024-6 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 Mahoney to adopt the resolution; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: Richar ywood, P.E. C y Administrator/ Clerk to the Board of Supervisors