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HomeMy WebLinkAbout7/11/2023 - RegularPage 1 of 5 INVOCATION: PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: “Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board.” Roanoke County Board of Supervisors July 11, 2023 Page 2 of 5 Good afternoon and welcome to our meeting for July 11, 2023. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, C hannel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Sunday from 10:00 a.m. until 5 p.m. Board of Supervisors meetings can also be viewed online through Roanoke County’s website at www.RoanokeCountyVA.gov. Our meetings are closed-captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772 -2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution congratulating the Northside High School Boys Basketball Team for winning the Virginia High School League (VHL) Class 3 Championship (Martha B. Hooker, Chairman of the Board of Supervisors) 2. Recognition of Library Staff for receiving two awards from the Virginia Public Library Directors Association (James Blanton, Director of Library Services) Roanoke County Board of Supervisors Agenda July 11, 2023 Page 3 of 5 D. FIRST READING OF ORDINANCES 1. Ordinance accepting funds in the amount of $325,799 from the Virginia Department of Criminal Justice Services (DCJS) and appropriating such funds for use by the Roanoke County Police Department for eight new school resource officers (Michael Poindexter, Chief of Police) E. SECOND READING OF ORDINANCES 1. Ordinance accepting and appropriating $339,000 from the Virginia Department of Criminal Justice Services (DCJS) to the Roanoke County Police Department for Law Enforcement Equipment (Michael Poindexter, Chief of Police) 2. Ordinance accepting and appropriating $170,680 in grant funding from the Virginia Department of Emergency Management (VDEM) and $88,140.30 from the Regional Center for Animal Care and Protection for the purchase and installation of an emergency generator at the Regional Center for Animal Care and Protection Animal Shelter (Jessica Beemer, Director of Finance and Management Services; Mike Warner, Interim Executive Director; Regional Center for Animal Care and Protection) 3. Ordinance accepting $280,000 from the U.S. Department of Transportation and appropriating such funds to the grant fund; and accepting $18,333 from Botetourt County and appropriating such funds to the grant fund; and accepting $4,434 from the Town of Vinton and appropriating such funds to the grant fund; and reallocating $47,233 from fiscal year 2023 Planning Department operating funds to the grant fund and to develop a Comprehensive Safety Action Plan for Roanoke County, Botetourt County and the Town of Vinton as part of the safe streets and roads for all discretionary grant program (Megan G. Cronise, Assistant Director of Planning) F. APPOINTMENTS 1. Roanoke County Board of Zoning Appeals (BZA) (appointed by District) 2. Roanoke County Economic Development Authority (EDA) (appointed by District) 3. Roanoke County Library Board (appointed by District) 4. Roanoke County Parks, Recreation and Tourism Advisory Commission (appointed by District) Page 4 of 5 G. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW . IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes – April 11, 2023 2. Resolution requesting the Virginia Department of Transportation (VDOT) to accept Foxfield Court of Section 6 in the Windsor Hills Magisterial District into the VDOT Secondary Road System 3. Ordinance approving easements and a memorandum of understanding with the Western Virginia Water Authority for sanitary sewer improvement projects at Starkey Park and C. Darrell Shell Park 4. Resolution accepting and approving recommended changes to the Comprehensive Financial Policy H. CITIZENS' COMMENTS AND COMMUNICATIONS I. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves Report 2. Outstanding Debt Report J. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. P. Jason Peters 2. Phil C. North 3. Paul M. Mahoney 4. David F. Radford 5. Martha B. Hooker K. WORK SESSIONS 1. Work session to discuss lot drainage recommendation with the Board of Supervisors (Tarek Moneir, Director of Development Services) L. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711.A.5 - Discussion concerning the expansion of an existing businesses or industries where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community, namely in the Hollins Magisterial District Page 5 of 5 M. CERTIFICATION RESOLUTION N. ADJOURNMENT Page 1 of 1 ACTION NO. ITEM NO. C.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Resolution congratulating the Northside High School Boys Basketball Team for winning the Virginia High School League (VHL) Class 3 Championship SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: This time has been set aside to congratulate the Northside High School Boys Basketball Team for winning the Virginia High School League (VHL) Class 3 Championship. The Basketball Team, Coach Pope and Principal Green are expected to be in attendance. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution. Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 RESOLUTION CONGRATULATING THE NORTHSIDE HIGH SCHOOL BOYS BASKETBALL TEAM FOR WINNING THE VIRGINIA HIGH SCHOOL LEAGUE (VHSL) CLASS 3 CHAMPIONSHIP WHEREAS, athletic competitions are an important and integral part of the team curriculum at schools in Roanoke County; teaching cooperation, sportsmanship, teamwork and athletic skill; and WHEREAS, on March 10, 2023, the Northside Boys basketball team won the class 3 State championship at the VCU Siegel Center in Richmond, Virginia after defeating Hopewell, 58-52; and WHEREAS, the Vikings led by as many as 17 points in the first half before the Blue Devils came back and took a four-point lead in the fourth quarter. But the Vikings made key plays down the stretch to get the victory, thanks to Lawrence Cole, Cy Hardy and Mykell Harvey, who all scored in double figures, combining for 53 of the Vikings’ 58 points. WHEREAS, the team represented their school and community with great character, poise and sportsmanship. They are a true asset to Roanoke County; and WHEREAS, the Highlanders are coached under the dedicated leadership of Coaches Bill Pope and with the win, notched the 620th victory of his coaching career and was named the Class 3 boys basketball coach of the year by the Virginia High School League; and WHEREAS, Senior Lawrence Cole and sophomore Cy Hardy made the Class 3 All- State first team. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia does hereby extend its sincere congratulations to the members of the Page 2 of 2 NORTHSIDE HIGH SCHOOL BOYS BASKETBALL TEAM: Ja’Chan Anthony, Lawrence Cole, Cy Hardy, Jayden Smith, Xavier Garrison, Nick Crawford, DJ Via, Mykell Harvey, Michael Pankey, Kai Logan, Elijah Trigg, Jamareay Lavender, Javin Gibson, Will Smith and Kavon Brown; and BE IT FURTHER RESOLVED that the Board of Supervisors extends its best wishes to the members of the team, the coaches and the school in their future endeavors. Page 1 of 2 ACTION NO. ITEM NO. C.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Recognition of Library Staff for receiving two awards from the Virginia Public Library Directors Association SUBMITTED BY: James L. Blanton Director of Library Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: The Library received two annual awards from the Virginia Public Library Directors Association: Outstanding Staff Member (Jennifer Whitcomb) and Outstanding Service Innovation (South County Library Children’s Department). BACKGROUND: The Virginia Public Library Directors Association annually recognizes libraries for excellence in a variety of service categories. Roanoke County Public Library was recognized in two categories for libraries serving a population size of 50,000 -200,000. DISCUSSION: The Library was recognized in the following service categories: Outstanding Staff Member: Jennifer Whitcomb (Senior Library Assistant, Vinton Branch Library) was recognized for her leadership abilities, commitment to the library profession, initiative, willingness to share her skill with others, and for the excellent service she provides to the community. Outstanding Service Innovation: The Library’s Books to Grow program, developed and launched by the South County Library Children’s Department (Rebecca Ventola, Tara Smith, Julie Scanlon, Di Gagnier, Julianne Woodson, Kennah Hebert, and Haley Page 2 of 2 McCoy), was honored in this category. The program offers a story time kit-in-a-box service for all patrons, supporting their efforts to focus on early literacy skills in the home. The service was recognized for its innovative approach, imp act for patrons, and its potential to be replicated at other libraries throughout the state. FISCAL IMPACT: None. STAFF RECOMMENDATION: Staff requests to recognize the staff who received the awards for their excellent work. Page 1 of 2 ACTION NO. ITEM NO. D.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Ordinance accepting funds in the amount of $325,79 9 from the Virginia Department of Criminal Justice Services (DCJS) and appropriating such funds for use by the Roanoke County Police Department for eight new school resource officers SUBMITTED BY: Michael Poindexter Chief of Police APPROVED BY: Richard L. Caywood County Administrator ISSUE: The acceptance and appropriation of $325,799 from the DCJS fiscal year 2024 a local match of $186,705 local match for a total of $512,504 for an additional eight School Resource Officers. BACKGROUND: DCJS has awarded funding to the Roanoke County Police Department through the School Resource Officer Grant Program Fund for fiscal year 2024, in the amount of $325,799 along with a local match up to $186,705 for a total of $512,504. This is a new grant for an additional eight (8) School Resource Officers, so currently there are no School Resource Officers under this grant. Funding will be utilized when the first grant is fully implemented. DISCUSSION: DCJS has awarded funding to the Roanoke County Police Dep artment to fund salaries and benefits for eight (8) new School Resource Officers to be assigned to eight of the sixteen (9-16) elementary schools located within Roanoke County. FISCAL IMPACT: Page 2 of 2 Awarded State funds total $325,799. This award requires a lo cal match up to $186,705. This match funding will come from the police departmental personnel and operating savings in fiscal year 2024, which has already been appropriated. All funds needed to cover the costs for the School Resource Officers will be deposited within the grant fund. STAFF RECOMMENDATION: Staff recommends approval of the first reading of this ordinance and scheduling the second reading for July 25, 2023. 1 June 23, 2023 Richard Caywood County Administrator 5204 Bernard Drive Roanoke,Virginia 24018 RE: 507934-FY24 SRO: SRO Incentive Grant Program Dear Richard Caywood: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 24-421-A and was approved for a total award of $512,504, funded through Award Number 2024-FREE-GRANT. The project period is 7/01/2023 through 06/30/2024. Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates, are now referred to as Conditions and Requirements and are posted online at https://www.dcjs.virginia.gov/grants/grant-requirements. In addition to the general Special Conditions, there may be grant specific Special Conditions related to your Grant Award called Encumbrances. If there are any, you are required to adhere to these conditions via the On-line Grants Management System (OGMS) at https://ogms.dcjs.virginia.gov/. If you have not previously done so, you must register to use this web-based system. The instructions on Registering for a New Account and Submitting Action Item Encumbrances are posted here https://www.dcjs.virginia.gov/grants/ogms-training-resources along with other resources and training videos. All registrants will be approved within 3 – 5 business days. We will be happy to assist you in any way we can to assure your project’s success. To indicate your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to grantsmgmt@dcjs.virginia.gov. If you have questions, contact your DCJS Grant Monitor Michelle Miles at 804-225-1846 or via email at Michelle.Miles@dcjs.virginia.gov. Sincerely, Jackson Miller 2 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219 Project Director Project Administrator Finance Officer Patrick Pascoe Commander 5925 Cove Road Roanoke, Virginia 24019 540-777-5258 ppascoe@roanokecountyva.gov Richard Caywood County Administrator 5204 Bernard Drive Roanoke, Virginia 24019 540-776-7190 rcaywood@roanokecountyva.gov Joshua Pegram Financial Analyst 5204 Bernard Drive Roanoke, Virginia 24018 540-283-8137 jpegram@roanokecountyva.gov *Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: ______________________________ Authorized Official (Project Administrator) Title: ______________________________ Date: _____________________________ 507934-FY24 SRO: SRO Incentive Grant Program Subgrantee: Roanoke County DCJS Grant Number: 24-421-A Grant Start Date: 07/01/2023 Grant End Date: 06/30/2024 Indirect Cost Rate: _____% *If applicable Federal Funds: State Special Funds: $325,799 Local Match: $186,705 Total Budget: $512,504 School Resource Officer (SRO) Grant July 11, 2023 Background •On June 27, 2023 the Board approved the 2nd year of the first SRO Grant •The grant provided funding for 8 part-time SRO’s •As of today’s date we have five SRO’s available to work at the beginning of the school year •Two newly hired SRO’s will be attending the Academy and will be available by February 2024 •Temporary Duty Assignments will be used to complete the three remaining positions for the upcoming school year •This board agenda item is funding for a 2nd SRO Grant for 8 additional part- time SRO positions 2 Overview •On February 1, 2023 Virginia Department of Criminal Justice Services (DCJS) opened a supplemental grant application process for School Resource Officers (SRO) •Grant applications were due March 10, 2023 •The Police Department applied for a 2nd SRO Grant and was awarded the grant on June 23, 2023 •The grant amount is up to $512,504 with $325,799 from the State and match from Roanoke County in the amount of $186,705 •The grant will fund 8 additional part-time SRO positions 3 DCJS Grant: New SROs •May be part-time officers •Eligible expenses include salary/benefits for coverage during school hours •No funding for equipment, supplies, training, etc. •Officers must be law enforcement certified with 2 years of experience •Must have MOU with schools •Must be assigned to a specific school •Must perform law enforcement activities, law related education, informal mentoring •Four year grant period based on available funding (Match Required 36.43%) 4 Hiring Part-Time Police Officers •RCPD currently employs five part time, sworn officers with the 1st SRO Grant •Established experience based pay rate •Currently offering insurance benefits •DCJS certification requirements •In-service training requirements •Accreditation requirements: •Hiring process must be the same as full time personnel •Selection criteria must be the same as full time personnel •All training required for full time personnel must be provided 5 Next Steps •Second reading and appropriation of the grant July 25, 2023 •$325,799 from State •$186,705 from County (local match) •Continue recruitment efforts for hiring of part-time SRO’s •County Administrator to sign grant award letter after July 25 meeting 6 Questions Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 ORDINANCE ACCEPTING FUNDS IN THE AMOUNT OF $325,799 FROM THE VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES (DCJS) AND APPROPRIATING SUCH FUNDS FOR USE BY THE ROANOKE COUNTY POLICE DEPARTMENT FOR EIGHT NEW SCHOOL RESOURCE OFFICERS WHEREAS, the Virginia Department of Criminal Justice Services (DCJS) has awarded $325,799 to the Roanoke County Police Department for fiscal year 2024 to fund salaries and benefits for eight new school resource officers (SROs) to be assigned to eight of the sixteen elementary schools located within Roanoke County; and WHEREAS, a local match of $186,705 is required, which will be appropriated from the general fund; and WHEREAS, the funds from this grant will not be utilized until funds from any prior school resource officer grants have been utilized; and WHEREAS, insofar as eight SRO positions have previously been funded (to SROs to eight of the sixteen Roanoke County public elementary schools), the funds from this grant will be utilized for eight new SRO positions, which will provide SROs to the remaining eight elementary schools; 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 11, 2023, and the second reading was held on July 25, 2023. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 2 of 2 1. That the sum of $325,799, made available to the Roanoke County Police Department by DCJS, is accepted and hereby appropriated to the County’s grant fund for the funding of salaries and benefits of eight new school resource officers. 2. That the sum of $186,705 is hereby appropriated from the general fund to the County’s grant fund for the funding of salaries and benefits of eight new school resource officers. 3. That this ordinance shall take effect from and after the date of adoption. Page 1 of 2 ACTION NO. ITEM NO. E.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Ordinance accepting and appropriating $339,000 from the Virginia Department of Criminal Justice Services (DCJS) to the Roanoke County Police Department for Law Enforcement Equipment SUBMITTED BY: Michael Poindexter Chief of Police APPROVED BY: Richard L. Caywood County Administrator ISSUE: The acceptance and appropriation of $339,000 from DCJS to the Roanoke County Police Department for Law Enforcement Equipment for the project period July 1, 2022 through June 30, 2024. BACKGROUND: DCJS has awarded funding through a state appropriation of f ederal funds through the American Rescue Plan Act ("ARPA") Law Enforcement and Technology Grant Program to the Roanoke County Police Department through fiscal year 2024. DISCUSSION: DCJS has awarded funding to the Roanoke County Police Department. The funds can be used to assist law enforcement agencies to reduce violent crime and gun violence, which has disproportionately increased due to the pandemic and impacted communities. Funds may be used to purchase equipment that improves or enhances the delivery of daily law enforcement services to the community and/or ensures the safety of citizens and officers. Equipment purchased and projects should seek to decrease violent crime within our community. The grant is awarded for a two (2) year period, July 1, 2022 through June 30, 2024. Page 2 of 2 There have been no changes since the first reading of this ordinance on June 27, 2023. FISCAL IMPACT: Total awarded funds are $339,000. No local matching funds are required. The award will be deposited in the Grant Fund. STAFF RECOMMENDATION: Staff recommends approval of the ordinance. June 6, 2023 Richard Caywood County Administrator 5204 Bernard Drive Roanoke,Virginia 24018 RE: 508516-LE ARPA - Law Enforcement Equipment Dear Richard Caywood: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 509345 and was approved for a total award of $339,000, funded through Award Number 21.027 (2023 ARPA). The project period is 7/1/2022 through 6/30/2024. Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Copies of the FY24 Special Conditions, Reporting Requirements, and Projected Due Dates are posted online at https://www.dcjs.virginia.gov/grants/grant-requirements for your review. In addition, there may be “Action Item” Special Conditions related to your grant award called Encumbrances that require your immediate attention. If there are any, please submit those documents via the On-line Grants Management System (OGMS) at https://ogms.dcjs.virginia.gov/. If you have not previously done so, you must register to use this web-based system. The instructions on Registering for a New Account and Submitting Action Item Encumbrances are posted here https://www.dcjs.virginia.gov/grants/ogms-training-resources along with other resources and training videos. All registrants will be approved within 3 – 5 business days. Additional reporting requirements will be necessary for purchases over $5000.00. Please refer to the grant conditions regarding the required documentation for claims submission and reimbursement on page 12 of the ARPA Grant Special Conditions. Documentation may include, but not be limited to: Equipment Type, VIN or Serial Number, Title Holder, Date of Acquired Goods/Services, and Description of Measures Taken to Prevent Loss, Damage. We will be happy to assist you in any way we can to assure your project’s success. To indicate your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to rr-learpagrants@dcjs.virginia.gov. Please note that you will not be able to draw down funds on this grant until DCJS receives the signed SOGA, and the grant is in Underway status in OGMS. Richard Caywood June 6, 2023 Page Two If you have any questions, please contact your DCJS Grant Monitor through the OGMS portal, or contact the ARPA staff at rr-learpagrants@dcjs.virginia.gov. Sincerely, Jackson Miller STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219 Project Director Project Administrator Finance Officer Commander 5925 Cove Roand Ronaoke, Virginia 24019 540-777-5258 ppascoe@roanokecountyva.gov County Administrator 5204 Bernard Drive Roanoke, Virginia 24019 540-776-7190 rcaywood@roanokecountyva.gov Financial Analyst 5204 Bernard Drive Roanoke, Virginia 24018 540-283-8137 jpegram@roanokecountyva.gov *Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: ______________________________ Authorized Official (Project Administrator) Title: ______________________________ Date: ______________________________ 508516-LE ARPA - Law Enforcement Equipment DCJS Grant Number: 509345 UEI Number: GX4HPU2KPHE3 Grant Start Date: 7/1/2022 Grant End Date: 6/30/2024 Federal Grant Number(s): 21.027 (2023 ARPA) Federal Awardee: U.S. Department of Treasury Federal Catalog Number: 21.027 Project Description: Coronavirus State and Local Fiscal Recovery Funds Federal Start Date: 7/1/2022 Federal Funds: State Funds: Local Match: ________ Total Budget: $339,000 Indirect Cost Rate: _____% *If applicable Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $339,000 FROM THE VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES (DCJS) TO THE ROANOKE COUNTY POLICE DEPARTMENT FOR LAW ENFORCEMENT EQUIPMENT WHEREAS, the Virginia Department of Criminal Justice Services (DCJS) has awarded funding through a state appropriation of federal funds through the Am erican Rescue Plan Act ("ARPA") Law Enforcement and Technology Grant Program to the Roanoke County Police Department through fiscal year 2024 ; and WHEREAS, the funds may be used to purchase equipment to improve or enhance the delivery of daily law enforcement services to the community and/or ensure the safety of citizens and officers and decrease violent crime within our community; and WHEREAS, the grant is awarded for a two (2) year period, July 1, 2022 through June 30, 2024; 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 June 27, 2023, and the second reading was held on July 11, 2023. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $339,000, made available to the Roanoke County Police Department by DCJS, is accepted. 2. That the sum of $339,000 is hereby appropriated to the County’s Grant Fund for law enforcement equipment. Department of Criminal Justice Services (DCJS) Law Enforcement Grant July 11, 2023 Background •On February 24, 2023 The Virginia Department of Criminal Justice Services(DCJS) announced the availability of Federal American Rescue Plan Act (ARPA) funds for law enforcement to reduce violent crime and gun violence. •On March 20, 2023 staff members completed the application •On June 6, 2023 we received notification of the grant award $339,000 •On June 27, 2023 BOS approval of the first reading of an ordinance 2 Equipment Purchases 3 •Optical accessories for firearms •Forensic Computer •Undercover Vehicles •Laptop computers and accessories to be used in patrol vehicles •Digital cameras to document evidence •Ballistic Helmets •Gas Mask Filters •Tourniquets •Hemostatic Gauze Next Steps •Second reading and appropriation-July 11, 2023 •Obtain signatures on the Statement of Grant Award •Work with the Department of Finance and Management Services to ensure appropriate procurement and reporting requirements for the grant 4 Questions Page 1 of 2 ACTION NO. ITEM NO. E.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Ordinance accepting and appropriating $170,680 in grant funding from the Virginia Department of Emergency Management (VDEM) and $88,140.30 from the Regional Center for Animal Care and Protection for the purchase and installation of an emergency generator at the Regional Center for Animal Care and Protection Animal Shelter SUBMITTED BY: Jessica Beemer Assistant Director of Finance APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate $170,680 in Virginia Department of Emergency Management (VDEM) Emergency Shelter Upgrade Assistance funding and $88,140.30 from the Regional Center for Animal Care and Protection for the purchase of an emergency generator on behalf of Roanoke Center for Regional Animal Care and Protection (RCACP). BACKGROUND: The Commonwealth of Virginia’s Emergency Shelter Upgrade Assistance Fund allows local governments to secure generators and retrofit shelters for the citizens across the Commonwealth. The purpose of this grant is to provide matching funds to localities to install, maintain, or repair infrastructure related to backup energy generation for emergency shelters. The Regional Center for Animal Care and Protection serves as the municipal animal shelter for the City of Roanoke, Counties of Botetourt and Roanoke, and the Town of Vinton. The physical building structure of RCACP was built in 2003 and was not fitted with an emergency backup generator. Page 2 of 2 When coordinating human sheltering options during an emergency, it is essential to have animal sheltering in place so that citizens feel comfortable using an emergency shelter and will not stay in unsafe conditions to remain with their animals. RCACP is an essential component of each jurisdiction’s emergency operation plan when resources are needed during an emergency event, serving a combin ed population of 238,585 and an estimated yearly pet population of 4,000. DISCUSSION: Funding of $251,000 was awarded to Roanoke County on behalf of RCACP for the purchase and installation of an emergency generator at the RCACP facility as shown on the attached award letter. This amount includes a state share of $170,680 (68%) and a local share of $80,320 (32%). However, the cost of this project totals $258,820.30. After considering the $170,680 in State funding awarded, RCACP approved capital funding at their meeting held on June 13, 2023, to cover the local match of $80,320 and the additional $7,820.30 needed to complete the project for a total RCACP contribution of $88,140.30. The RCACP funds will be transferred to the County upon approval and appro priation of the grant and all funds will be deposited in the Grant Fund. After completion of the purchase, installation and grant reporting requirements, the County will transfer the generator as a capital asset to RCACP. There have been no changes since the first reading held on June 27, 2023. FISCAL IMPACT: The total cost of the project will be covered by the $170,680 of State funding and the contribution from RCACP of $88,140.30. As such, there is no fiscal impact to the County. STAFF RECOMMENDATION: Staff recommends approval of the attached ordinance. COMMONWEALTH OF VIRGINIA Department of Emergency Management 9711 Farrar Court, Suite 200, North Chesterfield, Virginia 23236 TEL 804.267.7600 TDD 804.674.2417 FAX 804.272.2046 Saving lives through effective emergency management and homeland security. “A Ready Virginia is a Resilient Virginia.” Page | 1 State Coordinator of Emergency Management SEAN POLSTER Chief Deputy State Coordinator of Emergency Management May 08, 2023 Mr. Dustin Campbell Deputy Fire-Rescue Chief Roanoke County 5925 Cove Rd Roanoke, VA 24019 RE: FY2022 Emergency Shelter Upgrade Assistance Fund Dear Mr. Campbell: The Virginia Department of Emergency Management (VDEM) is pleased to announce your locality has been awarded $251,000 in total funding from the Commonwealth of Virginia’s Emergency Shelter Upgrade Assistance Fund for fiscal year 2022. The state share amount is $170,680 and the local share amount is $80,320. Appropriation authority for this program is the Code of Virginia Title §44-146.29:3 also known as the “Shelter Upgrade Fund”. The program allows local governments to secure generators and retrofit shelters for citizens across the Commonwealth. The grant can begin once you have completed the steps described under Accessing Your Grant, within 30 days from the date of this notification. The period of performance for this grant is April 15, 2023 through June 30, 2024. If you require additional time, please contact your grants administrator at least 60 days before the end of the period of performance. Program Purpose The purpose of the Shelter Upgrade fund is to provide matching funds to localities to install, maintain, or repair infrastructure related to backup energy generation for emergency shelters, including solar energy generators, and to improve the hazard- specific structural integrity (wind retrofit) of shelter facilities owned by the locality. Saving lives through effective emergency management and homeland security. “A Ready Virginia is a Resilient Virginia.” Page | 2 Mr. Dustin Campbell Page 2 May 08, 2023 Important Award Terms and Conditions Subrecipients must comply with the requirements in the Code of Virginia Title §44- 146.29:3 Emergency Shelter Upgrade Assistance Fund and Shelter Upgrade Fund Policy Guidance Accessing Your Grant To access your grant, you must complete the following steps within 30 days from the date of this notification: Step 1: Log in to the VDEM’s Grants Management System (https://vdem.emgrants.com) to upload a line item budget for your proposed project. If you do not have access to the Grants Management Portal visit the homepage at https://vdem.emgrants.com and register for an account. Step 2: Upload your letter of request for release of the Shelter Upgrade funding. This letter should be typed on official letterhead stationery and addressed to VDEM. It can be signed by the Emergency Manager or Coordinator. The content of your letter reiterates the focus of your project and your adherence to the period of performance listed in this letter. Please initiate the steps described under Accessing Your Grant within 30 days from the date of this notification. If you have any questions regarding this award, please contact Naashia Naufal, hazard mitigation grants administrator, at 804-398-9095 or at naashia.naufal@vdem.virginia.gov. Sincerely, Cheryl Adkins Chief Financial Officer CA/DJM/nn cc: Mike Guzo, Chief Regional Coordinator Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $170,680 FROM THE VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT (VDEM) AND $88,140.30 FROM THE REGIONAL CENTER FOR ANIMAL CARE AND PROTECTION (RCACP) FOR THE PURCHASE AND INSTALLATION OF AN EMERGENCY GENERATOR AT THE RCACP ANIMAL SHELTER WHEREAS, funding of $251,000 was awarded to Roanoke County on behalf of the Regional Center for Animal Care and Protection (RCACP) for the purchase and installation of an emergency generator at the RCACP, which amount includes a state share of $170,680 (68%) and a local share of $80,320 (32%); and WHEREAS, because the cost of this project totals $258,820.30, RCACP approved capital funding at their meeting held on June 13, 2023, to cover the local match of $80,320 and the additional $7,820.30 needed to complete the project for a total RCACP contribution of $88,140.30; and WHEREAS, the RCACP funds will be transferred to the County upon approval and appropriation of the grant and all funds will be deposited in the Grant Fund; and WHEREAS, after completion of the purchase, installation and grant reporting requirements, the County will transfer the generator as a capital asset to RCACP; 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 June 27, 2023, and the second reading was held on July 11, 2023. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 2 of 2 1. That the sum of $170,680 awarded to Roanoke County on behalf of RCACP, is accepted and hereby appropriated to the Grant Fund ; and 2. That the sum of $88,140.30 from RCACP is accepted and hereby appropriated to the Grant Fund, for the purchase and installation of an emergency generator at RCACP facility. 3. That this ordinance shall take effect from and after the date of adoption. Page 1 of 2 ACTION NO. ITEM NO. E.3 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Ordinance accepting $280,000 from the U.S. Department of Transportation and appropriating such funds to the grant fund; and accepting $18,333 from Botetourt County and appropriating such funds to the grant fund; and accepting $4,434 from the Town of Vinton and appropriating such funds to the grant fund; and reallocating $47,233 from fiscal year 2023 Planning Department operating funds to the grant fund and to develop a Comprehensive Safety Action Plan for Roanoke County, Botetourt County and the Town of Vinton as part of the safe streets and roads for all discretionary grant program SUBMITTED BY: Megan G. Cronise Assistant Director of Planning APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate funding from the U.S. Department of Transportation to develop a Comprehensive Safety Action Plan through the Safe Streets and Roads for All (SS4A) Discretionary Grant Program. BACKGROUND: The Bipartisan Infrastructure Law established the SS4A Discretionary Grant Program to fund initiatives to prevent roadway deaths and serious injuries. The U.S. Department of Transportation has appropriated $5 billion for the SS4A program over the next five (5) years. The first round of funding for fiscal year 2022 consists of up to $1 billion and has been split between Planning and Implementation grants. The SS4A program provides eighty percent (80%) Federal funding for a twenty percent (20%) local match. Applicants must first have an eligible Safety Action Plan in place in Page 2 of 2 order to apply for Implementation Grants in subsequent grant r ounds. Staff requested an Action Plan Grant for development of a Comprehensive Safety Action Plan in partnership with the Town of Vinton and Botetourt County. DISCUSSION: Roanoke County was notified of a $280,000 award on January 31, 2023, and execute d a Grant Agreement with the U.S. Department of Transportation effective April 27, 2023. Due to the original Scope of Services submitted with the grant application, the Comprehensive Safety Action Plan will officially begin on October 1, 2023, and is anticipated to be completed within 15 months. The Action Plan will include crash analysis and mapping, strategic project prioritization, community engagement including meetings with Planning Commissions and Boards of Supervisors/Town Council, the final Action Plan and detailed conceptual plans and estimates for each locality’s top prioritized project. It is anticipated that these top projects would then be submitted for funding as SS4A Implementation Projects in 2025. There have been no changes since the first reading on June 27, 2023. FISCAL IMPACT: The twenty percent (20%) match is split according to locality population: · Botetourt County match is $18,333 in fiscal year 2023 funds; · Town of Vinton match is $4,434 in fiscal year 2023 funds; and · Roanoke County match is $47,233 which is available in fiscal year 2023 Planning Department Operating funds. All funds will be deposited in the Grant Fund. STAFF RECOMMENDATION: Staff recommends approval of the attached ordinance. Page 1 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, JULY 11, 2023 ORDINANCE ACCEPTING $280,000 FROM THE U.S. DEPARTMENT OF TRANSPORTATION AND APPROPRIATING SUCH FUNDS TO THE GRANT FUND; AND ACCEPTING $18,333 FROM BOTETOURT COUNTY AND APPROPRIATING SUCH FUNDS TO THE GRANT FUND; AND ACCEPTING $4,434 FROM THE TOWN OF VINTON AND APPROPRIATING SUCH FUNDS TO THE GRANT FUND; AND REALLOCATING $47,233 FROM FISCAL YEAR 2023 PLANNING DEPARTMENT OPERATING FUNDS TO THE GRANT FUND TO DEVELOP A COMPREHENSIVE SAFETY ACTION PLAN FOR ROANOKE COUNTY, BOTETOURT COUNTY AND THE TOWN OF VINTON AS PART OF THE S AFE STREETS AND ROADS FOR ALL DISCRETIONARY GRANT PROGRAM WHEREAS, the Roanoke County Board of Supervisors is committed to advocating for and ensuring safe transportation facilities both in the County and in the region; and WHEREAS, an average of seven (7) deaths per year occurred on Roanoke County roads between 2016 and 2020; and WHEREAS, the Bipartisan Infrastructure Law established the Safe Streets and Roads for All Discretionary Grant Program to improve roadway safety by significantly reducing or eliminating roadway fatalities and serious injuries through Safety Action Plan development and implementation focused on all users; and WHEREAS, a Comprehensive Safety Action Plan would provide a holistic, well- defined strategy to prevent roadway fatalities and serious injuries, and would lead to further opportunities for infrastructure funding; and Page 2 of 3 WHEREAS, the Safe Streets and Roads for All program encourages joint applications that engage multiple jurisdictions in the same region to ensure collaboration; and WHEREAS, Roanoke County received $280,000 from the U.S. Department of Transportation to develop a Comprehensive Safety Action Plan, which provides eighty (80) percent of the project funding; and WHEREAS, the twenty (20) percent local match is split acc ording to locality population; and WHEREAS, Botetourt County is providing a local match of $18,333; and WHEREAS, the Town of Vinton is providing a local match of $4,434; and WHEREAS, Roanoke County is providing a local match of $47,233 available in fiscal year 2023 Planning Department Operating funds; 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 June 27, 2023, and the second reading was held on July 11, 2023. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That in order to develop a Comprehensive Safety Action Plan for Roanoke County, Botetourt County, and the Town of Vinton through the Safe Streets and Roads for All Discretionary Grant Program: a. The sum of $280,000 from the U.S. Department of Transportation is accepted and appropriated to the Grant Fund. Page 3 of 3 b. The sum of $18,333 from Botetourt County is accepted and appropriated to the Grant Fund. c. The sum of $4,434 from the Town of Vinton is accepted and appropriated to the Grant Fund. d. The sum of $47,233 is reallocated from Fiscal Year 2023 Planning Department Operating Funds to the Grant Fund. 2. That this ordinance shall take effect upon its adoption. Page 1 of 2 ACTION NO. ITEM NO. F.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Open district appointments BACKGROUND: 1. Roanoke County Board of Zoning Appeals: Robert Arthur’s five (5) year term representing the Windsor Hills Magisterial District expired June 30, 2022. 2. Roanoke County Economic Development Authority (EDA)(appointed by District): Steve Musselwhite’s four-year term on the EDA expired on September 26, 2021 and he does not wish to be reappointed. 3. Roanoke County Library Board (appointed by District): The following District appointments remain open: Vinton Magisterial District Windsor Hills Magisterial District Page 2 of 2 4. Roanoke County Parks, Recreation and Tourism Advisory Commission (appointed by District): The following appointments remain open: Mike Roop’s three (3) year term representing the Vinton Magisterial District expired June 30, 2019. Rich Tomlinson's three (3) year term representing the Vinton Magisterial District expired June 30, 2021. Murray Cook's three (3) year term representing the Windsor Hills Magisterial District expired June 30, 2020. There is also one open Windsor Hills Magisterial District appointee. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM G- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for July 11, 2023, designated as Item G - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1. Approval of minutes – April 11, 2023 2. Resolution requesting the Virginia Department of Transportation (VDOT) to accept Foxfield Court of Section 6 in the Windsor Hills Magisterial District into the VDOT Secondary Road System 3. Ordinance approving easements and a memorandum of understanding with the Western Virginia Water Authority for sanitary sewer improvement projects at Starkey Park and C. Darrell Shell Park 4. Resolution accepting and approving recommended changes to the Comprehensive Financial Policy Page 1 of 2 ACTION NO. ITEM NO. G.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Resolution requesting the Virginia Department of Transportation (VDOT) to accept Foxfield Court of Section 6 in the Windsor Hills Magisterial District into the VDOT Secondary Road System SUBMITTED BY: Tarek Moneir Director of Development Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Resolution requesting the Virginia Department of Transportation (VDOT) accept Foxfield Court - Foxfield Section 6 into the Virginia Department of Transportation System, in the Windsor Hills Magisterial District. BACKGROUND: The County of Roanoke is requesting that the Board of Supervisors approve a resolution asking the Virginia Department of Transportation (VDOT) accept, as described by the AM-4.3, (See attachment A) 0.12 mile of Foxfield Court from the intersection with Millwheel Drive (VA SEC. Route # 1167) to the end of its western temporary turnaround. This road is located within the Foxfield Section 6 subdivision in the Windsor Hills Magisterial District. DISCUSSION: Roanoke County staff have inspected this road, along with repres entatives of the Virginia Department of Transportation, and find the road acceptable. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. Page 2 of 2 STAFF RECOMMENDATION: Staff recommend that the Board approve the attached resolution to VDO T requesting that they accept Foxfield Court into the Secondary Road System. Foxfield Court; From: Int. 1167 To: End of its western temporary turnaround 0.12 mi 40 ft 28 ft 20/20 houses Description Length ROW Width Services ROANOKE COUNTY DEPARTMENT OF DEVLOPMENT SERVICES ACCEPTANCE OF FOXFIELD COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM Page 1 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 RESOLUTION REQUESTING ACCEPTANCE OF FOXFIELD COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Addition Form AM-4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County; and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation’s Subdivision Street Requirements; and WHEREAS, the County and the Virginia Department of Transportation entered into an agreement on March 9, 1999, for comprehensive stormwater detention, which applies to this request for addition. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, that 1) the Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM-4.3 to the secondary system of state highways, pursuant to §33.2-705, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. 2) The Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage. Page 2 of 2 3) A certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. 4) The Board hereby guarantees the performance of the street(s) requested herein to become a part of the State maintained secondary s ystem 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. The 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. COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION Form AM 4.3 Form AM 4.3 (Rev 06/27/2023) by Resolution of the governing body adopted 7/11/2023 In Roanoke County ICR ID: 39014429 SSR Report of Changes in the Secondary System of State Highways CHANGE TYPE RTE NUM & STREET NAME CHANGE DESCRIPTION FROM TERMINI TO TERMINI LENGTH NUMBER OF LANES RECORDAT ION REFERENC E ROW WIDTH Addition Rt. 1424 - Foxfield Court New subdivision street §33.2-705 Intersection with Mill Wheel Drive / Route 1167 0.12 mi west to Temporary Turnaround 0.12 2 40 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):__________________________________________________________ Project/Subdivision: Foxfield Section 6 Page 1 of 2 ACTION NO. ITEM NO. G.3 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Ordinance approving easements and a memorandum of understanding with the Western Virginia Water Authority for sanitary sewer improvement projects at Starkey Park and C. Darrell Shell Park SUBMITTED BY: Rachel Lower Senior Assistant County Attorney APPROVED BY: Richard L. Caywood County Administrator ISSUE: The Western Virginia Water Authority (WVWA) has requested easements from the County for sanitary sewer improvement projects in both Starkey Park and C. Darrell Shell Park. BACKGROUND: The Board of Supervisors owns both properties occupied by the County's Starkey Park (both North and South) as well as C. Darrell Shell Park behind Penn Forest Elementary. The WVWA has existing sanitary sewer lines in each of these County owned properties. DISCUSSION: The WVWA has requested new temporary construction and permanent sanitary sewer easements on the County's properties for a sanitary sewer improvement project. The WVWA intends to increase the capacity of the existing sanitary sewer lines from 10 inches to 18 inches. The WVWA hopes to begin construction on this project as early as mid-summer 2023. County staff has reviewed the easements and the plats proposed by the WVWA, and conducted site visits with the WVWA on each of the properties to be impacted. At the request of County staff, the WVWA agreed to a Memorandum of Understanding Page 2 of 2 executed by both the County and the WVWA agreeing that the construction of the project in the area near the lacrosse fields in Starkey Park South will be limited to November 1, 2023 through March 1, 2024 in order to limit impacts to youth sports programs in the park. There have been no changes since the first reading on June 27, 2023. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends approval of the ordinance granting the WVWA easements in Starkey Park and C. Darrell Shell Park for a sanitary sewer improvement project as well as a Memorandum of Understanding limiting the time of year that certain construction in Starkey Park South may occur. Page 1 of 2 Prepared and Recorded By: Western Virginia Water Authority Consideration: $1.00, see exemption below 601 S. Jefferson St., Suite 300 Roanoke, Virginia 24011 Tax Map No. 097.05-01-24.00-0000 Return to same address noted above This Deed is exempt (i) from recordation taxes pursuant to Section 58.1-811 (A)(3) and (C)(5) of the Code of Virginia (1950), as amended, and (ii) from the payment of Clerk's fees pursuant to Section 17.1 -266 of the Code of Virginia (1950), as amended. NOTICE TO THE CLERK: When indexing this instrument, please refer to the Western Virginia Water Authority Commonwealth Drive & Merriman Road Sanitary Sewer Replacement project THIS EASEMENT AGREEMENT, made this ________ day of _________________, 2023, by and between BOARD OF SUPERVISORS OF ROANOKE COUNTY, a political subdivision of the Commonwealth of Virginia (whether one or more, the "Grantor"); and the WESTERN VIRGINIA WATER AUTHORITY, a water and sewer authority created pursuant to Chapter 51 of Title 15.2 of the Code of Virginia (1950), as amended ("Grantee"). : W I T N E S S E T H : That for and in consideration of the sum of One Dollar ($1.00), paid in hand at and with the execution and delivery of this Easement Agreement, and other good and valuable consideration, the receipt, adequacy and sufficiency of which is hereby acknowledged, the Grantor does hereby GRANT and CONVEY with General Warranty and Modern English Covenants of Title unto the Grantee, its successors and assigns, the following described easements, to-wit: A new variable width RIGHT and EASEMENT of 14,170 square feet and a ten foot (10’) temporary construction easement to construct, install, improve, operate, inspect, use, maintain, repair or replace a sewer line or lines and communication infrastructure including but not limited to fiber optics cable together with related improvements including slope(s), if applicable (collectively, the “easement”), together with the right of ingress and egress thereto from a public road, upon, over, under, and across those tracts or parcels of land belonging to the Grantor, and recorded in the Clerk's Office for Circuit Court of the County of Roanoke, Virginia, as Instrument No. 200505547 and designated on the Land Records as Tax Map No. 097.05-01-24.00-0000 (the “Property”). The location of said easement is generally described on the exhibit attached hereto as “Exhibit A” and more particularly described as being centered over the constructed sewer line or lines. The Grantee agrees to restore and repair any actual damage to Grantor’s property which may be directly caused by the construction, reconstruction, or maintenance of said project except as hereinafter provided. The Grantor agrees that the Grantee will not be expected to restore the Property to the identical original condition, but rather as near thereto as is practicable to the condition at the time the easement was granted, and that the Grantor will cooperate with the Grantee in effectuating such restoration. It is expressly agreed between the parties hereto that the Grantee and its agents shall have the right to inspect the easement herein granted and to cut, clear, and remove all undergrowth, obstructions, or improvements lying within, upon, or adjacent to said easement, that in any way endangers or interferes with the proper use of the same. The Grantor covenants that no building or structure shall be erected upon or within the easement herein granted or placed in such location as to render said easement inaccessible. In the event that this covenant is violated, the Grantee shall not be obligated to repair, replace, or otherwise be responsible for such improvements if damaged or removed. The Grantor acknowledges that the plans for the aforesaid project as they affect the Property have been fully explained to Grantor or Grantor’s authorized representative. The fixtures, facilities, lines, utilities, and any other improvements placed upon, under, or across the Property by the Grantee or its assigns and further grantees shall remain the property of the Grantee or its assigns and further grantees. The easement herein granted is in addition to, and not in lieu of, any Page 2 of 2 easement or right-of-way now in existence or which may be acquired in the future. The Grantor covenants and agrees for themselves, and for their heirs, successors, successors in title, executors, legal representatives and assigns that the consideration aforementioned and the covenants herein shall be in lieu of any and all claims to compensation and damages by reason of the location, construction, operation, maintenance, or reconstruction of or within the easement herein granted. The grant and provision of this Easement Agreement shall constitute a covenant running with the land for the benefit of the Grantee, its successors and assigns forever. To have and to hold unto the Grantee, its successors and assigns forever. WITNESS the following signature(s): GRANTOR:_______________________________________ Richard L. Caywood – County Administrator Approved as to form: _______________________________ County Attorney COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of _____________, 2023, by Richard L. Caywood , Grantor. ___________________________________ Notary Public My Commission Expires: My Registration Number is: GRANTEE: WESTERN VIRGINIA WATER AUTHORITY By: _________________________________ Dr. Irene T. Okioga, P.E. Title: Director – Engineering Services COMMONWEALTH OF VIRGINIA CITY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of ___________________, 2023, by Irene T. Okioga, PE, Director of Engineering Services for the Western Virginia Water Authority, on behalf of said corporation, Grantee. ___________________________________ Notary Public My Commission Expires: My Registration Number is: Page 1 of 2 Prepared and Recorded By: Western Virginia Water Authority Consideration: $1.00, see exemption below 601 S. Jefferson St., Suite 300 Roanoke, Virginia 24011 Tax Map No. 097.01-02-11.00-0000 Return to same address noted above This Deed is exempt (i) from recordation taxes pursuant to Section 58.1-811 (A)(3) and (C)(5) of the Code of Virginia (1950), as amended, and (ii) from the payment of Clerk's fees pursuant to Section 17.1 -266 of the Code of Virginia (1950), as amended. NOTICE TO THE CLERK: When indexing this instrument, please refer to the Western Virginia Water Authority Commonwealth Drive & Merriman Road Sanitary Sewer Replacement project THIS EASEMENT AGREEMENT, made this ________ day of _________________, 2023, by and between BOARD OF SUPERVISORS OF ROANOKE COUNTY, a political subdivision of the Commonwealth of Virginia (whether one or more, the "Grantor"); and the WESTERN VIRGINIA WATER AUTHORITY, a water and sewer authority created pursuant to Chapter 51 of Title 15.2 of the Code of Virginia (1950), as amended ("Grantee"). : W I T N E S S E T H : That for and in consideration of the sum of One Dollar ($1.00), paid in hand at and with the execution and delivery of this Easement Agreement, and other good and valuable consideration, the receipt, adequacy and sufficiency of which is hereby acknowledged, the Grantor does hereby GRANT and CONVEY with General Warranty and Modern English Covenants of Title unto the Grantee, its successors and assigns, the following described easements, to-wit: A new variable width RIGHT and EASEMENT of 8,371 square feet and a ten foot (10’) temporary construction easement to construct, install, improve, operate, inspect, use, maintain, repair or replace a sewer line or lines and communication infrastructure including but not limited to fiber optics cable together with related improvements including slope(s), if applicable (collectively, the “easement”), together with the right of ingress and egress thereto from a public road, upon, over, under, and across those tracts or parcels of land belonging to the Grantor, and recorded in the Clerk's Office for Circuit Court of the County of Roanoke, Virginia, as Deed Book 1634, Page Number 1852 and designated on the Land Records as Tax Map No. 097.01-02-11.00-0000 (the “Property”). The location of said easement is generally described on the exhibit attached hereto as “Exhibit A” and more particularly described as being centered over the constructed sewer line or lines. The Grantee agrees to restore and repair any actual damage to Grantor’s property which may be directly caused by the construction, reconstruction, or maintenance of said project except as hereinafter provided. The Grantor agrees that the Grantee will not be expected to restore the Property to the identical original condition, but rather as near thereto as is practicable to the condition at the time the easement was granted, and that the Grantor will cooperate with the Grantee in effectuating such restoration. It is expressly agreed between the parties hereto that the Grantee and its agents shall have the right to inspect the easement herein granted and to cut, clear, and remove all undergrowth, obstructions, or improvements lying within, upon, or adjacent to said easement, that in any way endangers or interferes with the proper use of the same. The Grantor covenants that no building or structure shall be erected upon or within the easement herein granted or placed in such location as to render said easement inaccessible. In the event that this covenant is violated, the Grantee shall not be obligated to repair, replace, or otherwise be responsible for such improvements if damaged or removed. The Grantor acknowledges that the plans for the aforesaid project as they affect the Property have been fully explained to Grantor or Grantor’s authorized representative. The fixtures, facilities, lines, utilities, and any other improvements placed upon, under, or across the Property by the Grantee or its assigns and further grantees shall remain the property of the Grantee or its Page 2 of 2 assigns and further grantees. The easement herein granted is in addition to, and not in lieu of, any easement or right-of-way now in existence or which may be acquired in the future. The Grantor covenants and agrees for themselves, and for their heirs, successors, successors in title, executors, legal representatives and assigns that the consideration aforementioned and the covenants herein shall be in lieu of any and all claims to compensation and damages by reason of the location, construction, operation, maintenance, or reconstruction of or within the easement herein granted. The grant and provision of this Easement Agreement shall constitute a covenant running with the land for the benefit of the Grantee, its successors and assigns forever. To have and to hold unto the Grantee, its successors and assigns forever. WITNESS the following signature(s): GRANTOR:_______________________________________ Richard L. Caywood – County Administrator Approved as to form: _______________________________ County Attorney COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of _____________, 2023, by Richard L. Caywood , Grantor. ___________________________________ Notary Public My Commission Expires: My Registration Number is: GRANTEE: WESTERN VIRGINIA WATER AUTHORITY By: _________________________________ Dr. Irene T. Okioga, P.E. Title: Director – Engineering Services COMMONWEALTH OF VIRGINIA CITY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of ___________________, 2023, by Irene T. Okioga, PE, Director of Engineering Services for the Western Virginia Water Authority, on behalf of said corporation, Grantee. ___________________________________ Notary Public My Commission Expires: My Registration Number is: Page 1 of 2 Prepared and Recorded By: Western Virginia Water Authority Consideration: $1.00, see exemption below 601 S. Jefferson St., Suite 300 Roanoke, Virginia 24011 Tax Map No. 087.18-03-02.01-0000 Return to same address noted above This Deed is exempt from recordation taxes pursuant to Section 58.1-811 (A)(3) and (C)(5) of the Code of Virginia (1950), as amended, and (ii) from the payment of Clerk's fees pursuant to Section 17.1 -266 of the Code of Virginia (1950), as amended. NOTICE TO THE CLERK: When indexing this instrument, please refer to the Western Virginia Water Authority Commonwealth Drive Sanitary Sewer Replacement project THIS EASEMENT AGREEMENT, made this ________ day of _________________, 2023, by and between the BOARD OF SUPERVISORS OF ROANOKE COUNTY, a political subdivision of the Commonwealth of Virginia ("Grantor"); and the WESTERN VIRGINIA WATER AUTHORITY, a water and sewer authority created pursuant to Chapter 51 of Title 15.2 of the Code of Virginia (1950), as amended ("Grantee"). : W I T N E S S E T H : That for and in consideration of the sum of One Dollar ($1.00), paid in hand at and with the execution and delivery of this Easement Agreement, and other good and valuable consideration, the receipt, adequacy and sufficiency of which is hereby acknowledged, the Grantor does hereby GRANT and CONVEY with General Warranty and Modern English Covenants of Title unto the Grantee, its successors and assigns, the following described easements, to-wit: A new variable width RIGHT and EASEMENT of 5,449 square feet and a ten foot (10’) temporary construction easement, to construct, install, improve, operate, inspect, use, maintain, repair or replace a sewer line or lines and communication infrastructure including but not limited to fiber optics cable together with related improvements including slope(s), if applicable (collectively, the “easement”), together with the right of ingress and egress thereto from a public road, upon, over, under, and across those tracts or parcels of land belonging to the Grantor, acquired by deed, and recorded in the Clerk's Office for Circuit Court of the County of Roanoke, Virginia, as Deed Book 1191, Page Number 1387, and designated on the Land Records as Tax Map No. 087.18-03-02.01-0000 (the “Property”). The location of said easement is generally described on the exhibit attached hereto as “Exhibit A” labeled Figure 2 and more particularly described as being centered over the constructed sewer line or lines. The Grantee agrees to restore and repair any actual damage to Grantor’s property which may be directly caused by the construction, reconstruction, or maintenance of said project except as hereinafter provided. The Grantor agrees that the Grantee will not be expected to restore the Property to the identical original condition, but rather as near thereto as is practicable to the condition at the time the easement was granted, and that the Grantor will cooperate with the Grantee in effectuating such restoration. It is expressly agreed between the parties hereto that the Grantee and its agents shall have the right to inspect the easement herein granted and to cut, clear, and remove all undergrowth, obstructions, or improvements lying within, upon, or adjacent to said easement, that in any way endangers or interferes with the proper use of the same. The Grantor covenants that no building or structure shall be erected upon or within the easement herein granted or placed in such location as to render said easement inaccessible. In the event that this covenant is violated, the Grantee shall not be obligated to repair, replace, or otherwise be responsible for such improvements if damaged or removed. The Grantor acknowledges that the plans for the aforesaid project as they affect the Property have been fully explained to Grantor or Grantor’s authorized representative. The fixtures, facilities, lines, utilities, and any other improvements placed upon, under, or across the Property by the Grantee or its assigns and further grantees shall remain the property of the Grantee or its assigns and further grantees. The easement herein granted is in addition to, and not in lieu of, any Page 2 of 2 easement or right-of-way now in existence or which may be acquired in the future. The Grantor covenants and agrees for themselves, and for their heirs, successors, successors in title, executors, legal representatives and assigns that the consideration aforementioned and the covenants herein shall be in lieu of any and all claims to compensation and damages by reason of the location, construction, operation, maintenance, or reconstruction of or within the easement herein granted. The grant and provision of this Easement Agreement shall constitute a covenant running with the land for the benefit of the Grantee, its successors and assigns forever. To have and to hold unto the Grantee, its successors and assigns forever. WITNESS the following signature(s): GRANTOR:____________________________________________ Richard L. Caywood – County Administrator Approved as to form: _______________________________________ County Attorney COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of _____________, 2023, by____ Richard L. Caywood___, Grantor. ___________________________________ Notary Public My Commission Expires: My Registration Number is: GRANTEE: WESTERN VIRGINIA WATER AUTHORITY By: _________________________________ Dr. Irene Okioga, P.E. Title: Director – Engineering Services COMMONWEALTH OF VIRGINIA CITY OF ROANOKE to wit: The foregoing instrument was acknowledged before me this _______ day of ___________________, 2023, by Dr. Irene Okioga, P.E., Director of Engineering Services for the Western Virginia Water Authority, on behalf of said corporation, Grantee. ___________________________________ Notary Public My Commission Expires: My Registration Number is: Page 1 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 ORDINANCE AUTHORIZING THE GRANTING OF EASEMENTS AND A MEMORANDUM OF UNDERSTANDING WITH THE WESTERN VIRGINIA WATER AUTHORITY FOR SANITARY SEWER IMPROVEMENT PROJECTS AT STARKEY PARK AND C. DARRELL SHELL PARK WHEREAS, the Board owns three parcels in Roanoke County, in the Cave Spring Magisterial District, which are occupied by a portion of the County’s St arkey Park North (identified as Roanoke County Tax Map Number 097.05 -01-24.00-0000), Starkey Park South (identified as Roanoke County Tax Map Number 097.01 -02-11.00-0000), and C. Darrell Shell Park (identified as Roanoke County Tax Map Number 087.18 -03-02.01- 0000); and WHEREAS, the Western Virginia Water Authority (WVWA) has existing sanitary sewer lines in each of the above-mentioned properties; and WHEREAS, the WVWA has requested new temporary construction and permanent sanitary sewer easements on each of the above-mentioned properties for a sanitary sewer improvement project; and WHEREAS, at the request of County staff, the WVWA agreed to a Memorandum of Understanding agreeing that the construction of the sanitary sewer improvement project in the area near the lacrosse fields in Starkey Park South will be limited to November 1, 2023 through March 1, 2024 in order to limit impacts to youth sports programs in the Starkey Park South; 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 Page 2 of 3 WHEREAS, a first reading of this ordinance was held on June 27, 2023 and the second reading was held on July 11, 2023; 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 new temporary construction and permanent sanitary sewer easements. 2. That conveyance to the Western Virginia Water Authority of the new temporary construction and permanent sanitary sewer easements as shown on the exhibits titled “SEWER EASEMENT SKETCH - 097.05-01-24.00 COMMONWEALTH DRIVE SEWER REPLACEMENT” dated March 27, 2023, “SEWER EASEMENT SKETCH – 097.01-02-11.00 COMMONWEALTH DRIVE SEWER REPLACEMENT” dated March 27, 2023, and “SEWER EASEMENT SKETCH – 087.18-03.02.01 COMMONWEALTH DRIVE SEWER REPLACEMENT” dated May 22, 2023, copies of which are attached hereto as Exhibit A collectively, are hereby authorized and approved. 3. That a Memorandum of Understanding to be entered into by the County and the WVWA limiting the construction of the sanitary sewer improvement project in the area near the lacrosse fields in Starkey Park South to November 1, 2023 through March 1, 2024 is hereby authorized and approved. 4. That the County accepts and appropriates the payment of $1.00 as fair market value compensation for each of these easements. Page 3 of 3 5. 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 the deeds and the memorandum of understanding, all of which shall be on a form approved by the Cou nty Attorney. 6. That this ordinance shall be effective on and from the date of its adoption. Page 1 of 2 ACTION NO. ITEM NO. G.4 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Resolution accepting and approving recommended changes to the Comprehensive Financial Policy SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Acceptance of changes to the Comprehensive Financial Policy BACKGROUND: The Comprehensive Financial Policy has been reviewed for updated language and formatting changes. The main purpose of the policy changes is to change Section 7 (Debt Management) to reflect the newly adopted memorandum of understanding (MOU) bet ween the County and School Boards and changes in school budgeting. DISCUSSION: The following are changes to the current policy. The packet includes both a redlined version and clean copy of the policy. The changes are as follows: · Policy date changed from October 19, 2021 to July 11, 2023 · Updated language for the Schools from "Funds" to "Categories" due to the recent change for approving their budget Page 2 of 2 · Change the language from "Comprehensive Annual Financial Report" to "Annual Comprehensive Financial Report" due to reporting guideline changes required by the Government Finance Officers Association (GFOA) · Updated language in Section 7 (Debt Management), due to the newly adopted MOU between the County and School Boards · Updated Formatting changes, addition of more detailed language for improved clarification Once approved, the policy change will be effective July 11, 2023. FISCAL IMPACT: There is no impact to the current fiscal year budget related to the proposed changes to the Comprehensive Financial Policy. STAFF RECOMMENDATION: Staff recommends approval of the recommended changes to comprehensive financial policy. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 1 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator Section 1 – Overview 1. Background Fiscal integrity is a top priority for the County of Roanoke. The County’s financial policies establish the framework for financial planning and management and provide guidelines against which budgetary performance can be measured and proposals for future funding can be evaluated. The policies further ensure that the County continues to be a model for excellence in government by providing direction in the areas of revenues, operating expenditures, Capital Improvement Program, reserves and debt management. 2. Purpose The primary objective of financial management policies is for the Board of Supervisors to create the framework for making sound financial decisions. The County Administrator is responsible for the daily administration of the Board's policies and general County operations. The County Administrator may designate other County officials to assist in the administration of these policies. These financial management policies are a statement of the guidelines and goals that influence and guide the financial management practices of the County of Roanoke. Financial management policies that are adopted, adhered to, and regularly reviewed are recognized as the cornerstone of sound financial management. 3. Objectives A. To contribute significantly to the County’s ability to insulate itself from fiscal crises and economic disruption in order to ensure continuous delivery of public services. B. To provide sound principles to guide the important decisions of the Board and of management which have significant fiscal impact. C. To assist sound management of County government by providing accurate and timely information on financial condition. D. To promote long-term financial planning in regards to both day-to-day operations and capital improvements. E. To set forth operational principles which minimize the cost of government, to the extent consistent with services desired by the public, and which minimize financial risk. F. To ensure the legal use of all County funds through a good system of financial security and internal controls. G. To employ policies which prevent undue or unbalanced reliance on certain revenues, which distribute the costs of county government services as fairly as possible, and which provide adequate funds to operate desired programs. H. To provide essential public facilities and prevent deterioration of the County’s public facilities and its capital plan. I. To enhance access to short-term and long-term markets by helping to achieve the highest credit and bond ratings possible. J. To protect and enhance the County’s credit rating and prevent default on any debts. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 2 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator Section 2 – Financial Reporting 1. The County’s accounting and financial reporting will comply with: A. Generally Accepted Accounting Principles of the United States of America (GAAP) B. Government Accounting Standards (GAS), issued by the Comptroller General of the United States C. The Uniform Financial Reporting Manual, issued by the Auditor of Public Accounts of the Commonwealth of Virginia D. Specifications for Audits of Counties, Cities and Towns, issued by the Auditor of Public Accounts of the Commonwealth of Virginia E. Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, and the Compliance Supplement, issued by the U.S. Office of Management and Budget F. The Government Finance Officers Association’s Certificate of Achievement for Excellence in Financial Reporting and Distinguished Budget Presentation Award Programs G. The Code of Virginia, and other legal and regulatory bodies’ requirements, as applicable 2. The County will establish and maintain an internal control structure designed to protect the County from loss, theft and misuse. The structure will be designed to provide reasonable assurance of that objective; the concept of reasonable assurance recognizes that: A. The cost of a control should not exceed the benefits likely to be derived B. The valuation of costs and benefits requires estimates and judgments made by management 3. The County will also maintain a complete inventory of capital assets meeting its capitalization thresholds, in accordance with Generally Accepted Accounting Principles of the United States of America. 4. A comprehensive, annual financial audit, including an audit of federal grants, will be conducted by an independent public accounting firm, and the results of that audit will be presented publicly to the Board of Supervisors by December 31, following the end of the previous fiscal year. Section 3 – Annual Budget 1. Budget Ordinances A. The County’s Annual Budget Ordinances will be balanced, adopted and administered in accordance with the Local Government Budget and Fiscal Control Act (N. C. G. S 159- COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 3 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator 8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. B. The General Fund, Special Revenue Funds, Debt Service Funds, Capital Project Funds, Schools and Internal Service Funds, and Schools categories shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board five three ordinances providing appropriations for County and Schools operating and, capital, and Schools categoriestransfers. These ordinances will include: 1. An ordinance appropriating funds for the County’s fiscal year operations budget. 2. An ordinance appropriating funds for the County’s fiscal year capital budget. 3. An ordinance appropriating funds for the County’s transfers to, and on behalf of, the Schools. 4.3. An ordinance appropriating funds for the Schools’ fiscal year operations budgetcategories. 5. An ordinance appropriating funds for the Schools’ fiscal year capital budget. D. The Board does not legally adopt budgets in instances where the County acts as fiscal agent for trust and agency funds. 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced operating and Capital capital Budget in January and a balanced Operating Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for both the County and the categories for the Schools in May for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenues. It will address the adequate maintenance and orderly replacement of capital assets, and the adequate funding of all retirement systems and other post-employment benefits (OPEB). Funding shall be identified for incremental operating costs associated with capital projects in the operating budget after being identified and approved in the Capital Improvement Program. 4. Budget Monitoring The County will maintain a budget control system and staff will monitor and evaluate expenditures and revenues as compared to budget and/or prior year-to-date reports. The County Administrator will propose recommendations to the Board for adjustments as needed. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 4 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator Section 4 – Revenues and Expenditures 1. Revenues A. The County will strive to maintain a diversified and stable revenue system to shelter the organization from fluctuations in any single revenue source and ensure its ability to provide ongoing service. B. The County’s annual revenue streams consist of local, state, federal and other financing sources. It is the County’s policy for one-time revenues to be used to fund capital projects or other non-recurring expenditures. County staff will provide revenue estimates for the next fiscal year by using historical data, current economic conditions, and future economic projections. C. Revenue estimates are monitored on a regular basis to identify any potential trends that would significantly impact the revenue sources. In January of each year, County staff will provide for information to the Board a mid-year update of current year revenues as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year- end revenue estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual revenues for the previous fiscal year. 2. Revenue Team A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets to review current construction trends, the number of authorized building permits, housing sales, mortgage rates, and other economic data which impact Real Estate Tax revenue collections. B. In addition, the Revenue Team uses statistical models to estimate revenue categories including but not limited to: the Personal Property Tax; Local Sales Tax; Business, Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax; Meals Tax; and Recordation Tax. 3. Fees and Charges A. Roanoke County, where possible, institutes user fees and charges for providing specialized programs and services. Established rates recover operational costs, indirect costs, and capital or debt service costs. The County will regularly review user fee charges and related expenditures to determine if it is meeting pre-established recovery goals. B. As part of the budget development process, County staff shall produce an annual Fee Compendium to be adopted by the Board of Supervisors at the same time as adoption of the Annual Budget Ordinances. The Fee Compendium will list all fees and charges imposed by the County for providing specialized programs and services. The Fee Compendium will COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 5 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator provide details on the type of fee, authority to levy the fee, current fees, and proposed changes to the current fees. 4. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need. The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment. Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population - Population numbers published in the statistical section of the Roanoke County Annual Comprehensive Annual Financial Report (County ACAFR). 2. Student enrollment - Average Daily Membership (ADM) published in the statistical section of the Roanoke County Schools Annual Comprehensive Annual Financial Report (School ACAFR) and the Budget and Salary Scales (adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease) in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget net taxes. This percent is then applied to the projected County revenues for total general property taxes and total other local taxes as published in the Roanoke County Annual Financial Plan (General Fund Summary of Revenue). 2. The amount budgeted to Visit Virginia’s Blue Ridge (previously committed by Board of Supervisors action) will be subtracted from the General Property and Local Tax projection. 3. New economic development incentives will be subtracted from the General Property and Local Tax projection and added back when each incentive arrangement expires. 4. Increases in the amount budgeted for Comprehensive Services Act (CPMT) will be subtracted from the General Property and Local Tax projection (since this provides benefits to and satisfies obligations of both the school and general population). COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 6 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator 5. The increase or decrease in the school transfer is then added to or deducted from the transfer to schools for the previous year to arrive at the total transfer to schools for the next budget. D. The Schools Revenue Sharing formula calculation shall be included in the County’s annual financial plan. E. Other: 1. During each annual budget preparation cycle, County staff and School staff shall work collaboratively to determine the increase or decrease in the operating allocation to the schools from the County. 2. The allocation of revenues are subject to annual appropriations by the Board of Supervisors. 5. Expenditures The County’s expenditure budget is divided into functional areas (departments), transfers, non- departmental, and capital fund expenditures. In coordination with departments, Budget staff will monitor expenditures throughout the fiscal year to ensure compliance with legal requirements and accounting standards. Expenditure estimates are monitored on a regular basis to identify any potential trends that would significantly impact the approved budgeted expenditure levels. In January of each year, County staff will provide for information to the Board a mid-year update of current year expenditures as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year-end expenditure estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual expenditures for the previous fiscal year. 6. Board of Supervisors Contingency Expenditure Budget The Board of Supervisors generally appropriates a Contingency budget to provide for unanticipated expenditures that arise during the year. This budget is recommended to be established at a minimum of $50,000, though the Board has the discretion to alter that amount through the budget appropriation process. The use of these funds require approval of the Board of Supervisors. 7. Expenditure Budget Transfers Language is included in the annual Operating and Capital Budget Ordinances providing the County Administrator, or his/her designee, the authority to transfer funds within and between appropriation functions. Amendments impacting the level of budget authority established by fund through the Annual Operating and Capital Budget Ordinances must be approved by the Board as a supplemental budget appropriation. Language governing expenditure budget transfers will be reviewed by staff and approved by the Board on an annual basis. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 7 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator 8. Revenue and Expenditure Forecasting A forecast of General Fund expenditures and revenues is developed as part of each year’s budget process and is periodically updated. Individual and aggregate revenue categories, as well as expenditures, are projected by revenue and/or expenditure type. Historical growth rates, economic assumptions and County expenditure priorities are all used in developing the forecast. This tool is used as a planning document for developing the budget guidelines and for evaluating the future impact of current year decisions. Forecasts of revenues and expenditures are also developed for the County’s Capital Improvement Program. Information regarding those forecasts can be found in the section entitled “Capital Improvement Planning”. 9. Fiscal Impact Review It is County policy that all items having potential fiscal impact be presented to the Board of Supervisors for review. This review can be part of the annual operating or capital budgets, or as part of the “Fiscal Impact” section of a Board Report Form, which accompanies all Board agenda items. Effective management dictates that the Board of Supervisors and County citizens be presented with the direct and indirect costs of all items as part of the decision making process. 10. End of Year Designations All General Government unexpended appropriations and all General Government revenues collected in excess of appropriated revenues at the end of the fiscal year will not lapse but shall be re-appropriated and recommendations for use will be presented to the Board of Supervisors for approval during the final year-end report. Section 5 – Capital Improvement Planning 1. Ten-Year Capital Improvement Program (CIP) The County Administrator annually will submit to the Board for its consideration a ten-year Capital Improvement Program (CIP) pursuant to the timeline established in the annual budget preparation schedule. For inclusion in the Capital Improvement Program, a project or collection of projects generally must have an estimated useful life that exceeds five years with a total project cost of at least $100,000. The Capital Improvement Program shall include the following elements: A. A statement of the objectives of the Capital Improvement Program and its relationship to the County’s Strategic Plans, as applicable; B. An estimate of the cost and anticipated sources of funds for each project included in the Capital Improvement Program. Each year of the ten-year program must be balanced in that all capital expenditures included in the plan must have an identified funding source. C. A summary of capital projects considered, but not included in the balanced ten-year program. D. An estimate of the fiscal impact of the project, including additional operating costs or revenues impacting the County’s Operating Budget associated with the project. E. Adherence to all policies related to debt and debt service as described in the section entitled “Debt Management”. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 8 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator 2. Capital Year Budget The first year of the Capital Improvement Program, also known as the Capital Year Budget, will be appropriated by the Board as part of the adoption of the annual Capital Budget Ordinance. The annual Capital Budget Ordinance shall set forth specific provisions regarding funds remaining at project completion and the ability of the County Administrator to transfer funds to facilitate the completion of an existing project. 3. Facilities Assessment The County and Schools shall obtain an independent, professional, and comprehensive facilities assessment to ascertain the present condition of each facility, and to assist the County and the Schools in forecasting capital funding requirements to address deficiencies. The assessment shall also be used to establish priorities for the maintenance, repair, enhancement, or replacement of facilities and their component systems, and to be used in the development of the Capital Maintenance Program and Capital Improvement Program. Further, the analysis as presented in the assessment shall be useful when identifying and justifying needs to support a future bond issue. This evaluation shall be reviewed internally by staff on an annual basis and updated by an independent professional every 7-10 years after the initial evaluation. 4. Capital Project Status Reports County staff shall provide the Board with a summary status of all active capital projects in October of each year. The summary shall include status of the project, preliminary financial information through the end of the prior fiscal year, and other relevant information as determined by staff. Section 6 – “Pay-as-you-go” Financing 1. A number of options are available for financing the Capital Improvement Program, including bond proceeds and other non-County funding sources (e.g. grants and private capital contributions). The County generally looks to maximize the use of current revenue, or “pay-as- you-go” financing. Financing capital projects from current revenues indicates the County’s intent to show purposeful restraint in incurring long-term debt. 2. The decision for using current revenues to fund a capital project is based on the merits of the particular project in relation to an agreed upon set of criteria, including balancing capital needs versus operating needs. In determining the merits of “pay-as-you-go” financing, non-recurring revenues should not be used for recurring expenditures. Section 7 – Debt Management 1. Legal Requirements COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 9 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator The County shall comply with all requirements of the Code of Virginia and other legal and regulatory bodies’ requirements regarding the issuance of bonds and other financing sources for the County or its debt issuing authorities. The County shall comply with the U.S. Internal Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the County will institute a control structure to monitor and ensure compliance with bond covenants. 2. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects, including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled together to minimize issuance costs. The Capital Improvements Program will identify all debt- related projects and the debt service impact upon operations identified. 3. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect the County’s philosophy concerning indebtedness: A. A Memorandum of Understanding (MOU) between the Roanoke County Board of Supervisors and the Roanoke County School Board regarding the Joint Capital Funding was finalized on April 11, 2023. This MOU outlines the debt issuances allowed each year for the Schools for FY 2024 through FY 2027. The Schools are allowed to issue $25 million in FY 2024, $95 million in FY 2025. No debt issuance is allowed for the Schools in FY 2027 as this bonding authority was advanced to FY 2025. B. The County is allowed a debt issuance in FY 2026 of $17 million along with any “banked” bond funding from previous years. C. Beginning in FY 2028, Debt debt issuances are limited to $12 20 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County in, FY2023, FY 2026, FY 2029, and FY 2032; to the Schools, FY 2024, FY 2025, FY 2027, FY 2028, FY 2030, and FY 2031, and FY 2033. Effective with capital projects appropriated on or after July 1, 2018 2027 (FY 20192028), bond funding may be “banked” for purposes of accumulating bonding capacity where project costs exceed the $12 20 million limit. The following chart illustrates the planned issuances and applicable fiscal year: COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 10 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator Fiscal Year Schools*County* 2024 $25,000,000 $- 2025 95,000,000 - 2026 - 17,000,000 ** 2027 - - 2028 20,000,000 - 2029 - 20,000,000 2030 20,000,000 - 2031 20,000,000 - 2032 - 20,000,000 2033 20,000,000 - $200,000,000 $57,000,000 * Amounts subject to change based on future economy, needs and market changes **Plus any remaining "banked" bond funding from previous years A. B.D. The County will not use short-term borrowing to finance operating needs, except in instances as described under “Revenue Anticipation Notes”. C.E. Long-term debt will be used in compliance with all aspects of the debt policy. D.F. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. No bonds greater than twenty thirty (2030) years will be issued. E.G. Each project proposed for financing through debt issuance will have a multi-year analysis performed for review of the debt service impact on the County’s General Government Operating Budget and an analysis on the County’s approved Debt Ratios as indicated in the section entitled “Debt Limits”. F.H. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals, if applicable, indicated in the section entitled “Types of Debt/Structural Features”. 4. Funding Sources for the Debt Payment ReserveFuture Capital Projects Fund A. Annual contributions to the Debt Payment Reserve Future Capital Projects Fund shall total $810.2 million from the following sources: $45.2 million from County sources, $23.2 million from School sources, and $1.8 million from expired Economic Development incentives. In addition, both the County and the Schools will add an incremental $200300,000 for fiscal year 2023-2024 and the amount will increase to $530,000 each year starting July 1, 20204. The incremental increase will be evaluated annually in an effort to maintain positive cash in the fund. This evaluation is necessitated as a result of whether debt is issued at a premium or discount, actual interest rates versus assumptions and overall timing in the market. Field Code Changed Formatted: Font: (Default) Arial, 12 pt Formatted: Normal, Left, No bullets or numbering COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 11 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator Changes in debt service payments beneficial to the fund shall will be retained by the Fund. Contributions will be accounted for in the Debt Payment ReserveFuture Capital Projects Fund. Schools and County Incremental Contribution*: Budget Year Increase Schools Total Transfer County Total Transfer 2020-2021 200,000 2,400,000 2,400,000 2021-2022 200,000 2,600,000 2,600,000 2022-2023 200,00 0 2,800,000 2,800,000 2023-2024 200,000 3,000,000 3,000,000 2024-2025 200,000 3,200,000 3,200,000 2025-2026 200,000 3,400,000 3,400,000 2026-2027 200,000 3,600,000 3,600,000 2027-2028 200,000 3,800,000 3,800,000 2028-2029 200,00 0 4,000,000 4,000,000 2029-2030 200,000 4,200,000 4,200,000 2030-2031 200,000 4,400,000 4,400,000 2031-2032 200,000 4,600,000 4,600,000 Schools County Budget Year Increase *Total Transfer*Total Transfer* 2023-2024 $300,000 $3,200,000 $3,200,000 2024-2025 530,000 3,730,000 3,730,000 2025-2026 530,000 4,260,000 4,260,000 2026-2027 530,000 4,790,000 4,790,000 2027-2028 530,000 5,320,000 5,320,000 2028-2029 530,000 5,850,000 5,850,000 2029-2030 530,000 6,380,000 6,380,000 2030-2031 530,000 6,910,000 6,910,000 2031-2032 530,000 7,440,000 7,440,000 2032-2033 530,000 7,970,000 7,970,000 * Amounts subject to change based on future economy, needs and market changes B. The Debt Payment ReserveFuture Capital Projects Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. Field Code Changed COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 12 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator C. Funding in the amount of $1 million from the County and $1 million from the Schools will continue for the Capital Maintenance Programs and be included in the Capital Improvement Program. Section 8 – Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal years as detailed in the County’s Capital Improvement Program. B. General Obligation Current and Projected Debt Service as a Percentage of The General Government Budget will not exceed ten percent (10%) in the current fiscal year or subsequent fiscal years as detailed in the County’s Capital Improvement Program. The General Government budget includes the Governmental Fund expenditures, the School Board component unit expenditures, and County and School transfers to capital projects and Proprietary Funds as outlined in the County’s Annual Comprehensive Annual Financial Report (ACAFR). 2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will be calculated each year in conjunction with the budget process and the annual audit. Section 9 – Types of Debt/Structural Features 1. Revenue Anticipation Notes 1. A. The County’s General Government Fund Balance was designed to provide adequate cash flow to avoid the need for Revenue Anticipation Notes (RANs). B. The County may issue RANs in an extreme emergency beyond the County’s control or ability to forecast when the revenue source will be received subsequent to the timing of funds needed. C. The County will issue RANs for a period not to exceed the one yearone-year period permitted under the Constitution of Virginia, Article VII section 10. 2. General Obligation Bonds 2. A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue General Obligation (GO) Debt with no limit on the amount of GO Debt that a County may issue. The County may issue GO Debt for capital projects or other properly approved projects. Formatted: Highlight Formatted: Right: 0" Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 13 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator B. All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum., with the exception of Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans, which do not need approval by referendum. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 3. Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans 3. A. School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 4. Lease/Revenue Bonds 4. A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream, or issuance through the Virginia Resources Authority. B. If applicable, the bonds will include written covenants, which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 5. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures. 6. Moral Obligation Debt 6. A. The County may enter into leases, contracts, or other agreements with other public bodies, which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. B. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. C. While such moral obligation support does not affect the debt limit of the County, the amount of bonds issued with the County’s moral obligation should be controlled in order to limit potential demands on the County. There is no legal obligation, but the County is placing its Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 14 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator good name and reputation on the line and there is every expectation that the County would make good any deficiencies when a default exists. 7. Credit Objectives The County of Roanoke will strive to maintain or improve its current bond ratings. The County will also maintain relationships with the rating agencies that assign ratings to the County’s various debt obligations. The rating agencies will be kept abreast of the County’s financial condition by providing them with the County’s Annual Comprehensive Annual Financial Report (ACAFR) and the Operating and Capital Improvement Program Budget. 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals which may include, to be selected through a competitive process. The finance professionals will include, but may not be limited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt, diverse financial structuring, and pricing municipal securities. 10. Post-Issuance Compliance 10. A. The Director of Finance and Management Services will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: -0.02" + Indent at: 0.48" COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 15 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator B. The Director of Finance and Management Services may consult with bond counsel, financial advisors or other professionals as deemed appropriate to meet the post-issuance compliance requirements. Section 10 – Reserves 1. General Government Fund A. The County of Roanoke’s General Government Fund (Fund C100) Unassigned Fund Balance will be maintained to provide the County with sufficient working capital and a comfortable margin of safety to address emergencies and unexpected declines in revenue. B. The General Government Fund’s Unassigned Fund Balance should not be used to support recurring operating expenditures outside of the current budget year. If a budget variance requires the use of Unassigned Fund Balance, the County will decrease the General Government Fund’s expenditures and/or increase the General Government Fund’s revenues to prevent using the Unassigned Fund Balance for two consecutive fiscal years to subsidize General Fund operations. C. The General Government Fund’s Unassigned Fund Balance will be as follows: Fund Number Fund Name Policy C100 General Government Fund Twelve percent (12%) of budgeted annual General Government expenditures D. In the event that the General Government Fund’s Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the twelve percent (12%) minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted General Government Fund Unassigned Fund Balance in a timely manner. E. Funds in excess of the maximum annual requirements outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. 2. General Government Fund Expenditure Contingency A. The County of Roanoke’s General Government Fund (Fund C100) Expenditure Contingency will be maintained to provide for unanticipated expenditures of a non-recurring nature or to meet unanticipated increased service delivery costs. B. The General Government Fund’s Expenditure Contingency Balance will be as follows: COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 16 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator C100 General Government Fund Expenditure Contingency 0.25% of budgeted annual General Government expenditures 1. To the extent the contingency falls below the established policy, the contingency will be restored to that level within two fiscal years. C. Any use of the General Government Fund Expenditure Contingency will be presented at a meeting of the Board of Supervisors as part of the consent agenda. 3. Other General Funds A. For the funds listed below, an annual Unassigned Fund Balance shall be maintained as follows: Item Fund Number Fund Name Policy 1. C111 Children’s Services Act (CSA) Fifteen percent (15%) of budgeted annual expenditures 2. C126 Criminal Justice Academy Ten percent (10%) of budgeted annual expenditures 3. C130 Fleet Service Center Seven and a half percent (7.5%) of budgeted annual expenditures 4. C141 Communications and Information Technology (CommIT) Five percent (5%) of budgeted annual expenditures 5. C142 Communications Shop Ten percent (10%) of budgeted annual expenditures 6. C144 Emergency Communications Center (ECC) Five percent (5%) of budgeted annual expenditures 7. C150 Recreation Fee Class Five percent (5%) of budgeted annual expenditures B. In the event that any of the Fund’s Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 17 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator the minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County’s General Fund may carry a reserve balance but do not have a specific annual target. These County Funds are not permitted to expend funds in excess of available revenues. 4. Capital Reserve Funds The County will maintain funds for the specific use of providing “pay-as-you-go” funding for capital projects as detailed in the approved Capital Improvement Program. Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances. On an annual basis, County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. 5. Internal Service Fund Reserves The County has three funds classified as Internal Services Funds; they include the Health Insurance Fund, Dental Insurance Fund, and Risk Management Fund. A. Health Insurance Fund (Fund C700) 1. So as long as the County continues the current policy of self-insuring health insurance costs, a reserve for healthcare costs shall be maintained as follows: Fund Number Fund Name Policy C700 Health Insurance Fund Ten percent (10%) of budgeted healthcare costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported (IBNR) claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 18 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator rate adjustment has been made to restore minimum Health Insurance Fund Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. B. Dental Insurance (Fund C705) So as long as the County elects to provide a fully insured Dental plan, no reserve is required. If the County elects to self-insure Dental Insurance costs in the future, a reserve for dental costs will be established by the Board. C. Risk Management (Fund C710) 1. So as long as the County continues the current policy of self-insuring Worker’s Compensation costs, a reserve for Risk Management costs shall be maintained as follows: Fund Number Fund Name Policy C710 Risk Management Fund Ten percent (10%) of budgeted risk management costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. A reserve of $500,000 shall be established for potential auto or property claims. 2. To the extent the reserve falls below the established policy, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Risk Management Fund to restore the Risk Management Fund Balance policy with Board approval. 6. Roanoke County Public Schools Reserves and Year End Allocation A. Pursuant to § 22.1-100 of the Code of Virginia, at the end of each fiscal year, all unexpended sums derived from the County of Roanoke which are unexpended in any year in any school division Board of Supervisors shall revert back to the funds of the Board of SupervisorsCounty of Roanoke. The Board of Supervisors anticipates re-appropriating such funds back to the School Board as follows: B. a. Roanoke County Public Schools will maintain a $2 million emergency contingency. This balance is available for unexpected revenue shortfalls, unplanned significant expenditures increases, and emergency appropriations. The balance will be reserved COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 19 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator for financial emergencies and when appropriations are necessary, the balance will be replenished with the next available year end funds from the Schools Operations. b. All funded outstanding encumbrances at year-end will be re-appropriated to the subsequent fiscal year to the same department and account for which they are encumbered in the previous year; c. For the remaining balance of all unexpended School Operating FundCategories, appropriations after funding the emergency contingency and outstanding encumbrances, the School Board shall prepare a proposal, for the Board of Supervisors’ consideration, for such unexpended funds to be re-appropriated for purposes limited to the following: i. Major capital projects (it is expected that at least 50% of the funds will be allocated for such projects), ii. Minor capital projects, iii. Capital maintenance, iv. School safety and security, v. Fleet replacements, vi. Technology replacements, and/ or vii. Comprehensive Services Act reserves. Section 11 – Cash Management/Investments 1. Maintaining the safety of the principal of the County’s public investment is the highest priority in the County’s cash management policy. The secondary and tertiary priorities are the maintenance of liquidity of the investment and optimization of the rate of return within the parameters of the Code of Virginia, respectively. Funds held for future capital projects are invested in accordance with these objectives, and in such a manner so as to ensure compliance with U.S. Treasury arbitrage regulations. The County maintains cash and temporary investments in several investment portfolios. 2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for maintaining and updating a separate investment policy, which is approved by the Board of Supervisors. Section 12 – Internal Controls 1. A comprehensive system of financial internal controls shall be maintained in order to protect the County’s assets and sustain the integrity of the County’s financial systems. 2. Managers at all levels shall be responsible for implementing sound controls and for regularly monitoring and measuring their effectiveness. Section 13 – Administration and Approvals COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 20 OF 20 EFFECTIVE DATE October July 1911, 20212023 Daniel R. O’Donnell Richard L. Caywood County Administrator 1. Responsible Department The Department of Finance and Management Services are is responsible for the administration of this policy. 2. Policy Authority The Board of Supervisors authorizes the use of this policy. 3. Amendment of Policy These rules may be changed or amended by resolution of the Board of Supervisors. 4. Review Date This policy will be reviewed annually and updated as necessary for modifications. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 RESOLUTION ACCEPTING AND APPROVING RECOMMENDED CHANGES TO THE COMPREHENSIVE FINANCIAL POLICY WHEREAS, the County adopted a Comprehensive Financial Policy effective July 1, 2018; and WHEREAS, the policy is to be reviewed and any changes recommended annually. NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That language has been updated for the Schools from “Funds” to “Categories” due to the recent change for approving their budget; and 2. That language has been changed from “Comprehensive Annual Financial Report” to “Annual Comprehensive Financial Report” due to reporting guideline changes required by the Government Finance Officers Association; and 3. That language has been updated to reflect the newly adopted memorandum of understanding between the County and School Boards ; and 4. That formatting changes and additional detailed language has been added for improved clarification; and 5. The effective date of the Comprehensive Financial Policy has been changed from October 19, 2021 to July 11, 2023. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 1 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Section 1 – Overview 1. Background Fiscal integrity is a top priority for the County of Roanoke. The County’s financial policies establish the framework for financial planning and management and provide guidelines against which budgetary performance can be measured and proposals for future funding can be evaluated. The policies further ensure that the County continues to be a model for excellence in government by providing direction in the areas of revenues, operating expenditures, Capital Improvement Program, reserves and debt management. 2. Purpose The primary objective of financial management policies is for the Board of Supervisors to create the framework for making sound financial decisions. The County Administrator is responsible for the daily administration of the Board's policies and general County operations. The County Administrator may designate other County officials to assist in the administration of these policies. These financial management policies are a statement of the guidelines and goals that influence and guide the financial management practices of the County of Roanoke. Financial management policies that are adopted, adhered to, and regularly reviewed are recogn ized as the cornerstone of sound financial management. 3. Objectives A. To contribute significantly to the County’s ability to insulate itself from fiscal crises and economic disruption in order to ensure continuous delivery of public services. B. To provide sound principles to guide the important decisions of the Board and of management which have significant fiscal impact. C. To assist sound management of County government by providing accurate and timely information on financial condition. D. To promote long-term financial planning in regards to both day-to-day operations and capital improvements. E. To set forth operational principles which minimize the cost of government, to the extent consistent with services desired by the public, and which minimize financial risk . F. To ensure the legal use of all County funds through a good system of financial security and internal controls. G. To employ policies which prevent undue or unbalanced reliance on certain revenues, which distribute the costs of county government services as fairly as possible, and which provide adequate funds to operate desired programs. H. To provide essential public facilities and prevent deterioration of the County’s public facilities and its capital plan. I. To enhance access to short-term and long-term markets by helping to achieve the highest credit and bond ratings possible. J. To protect and enhance the County’s credit rating and prevent default on any debts. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 2 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Section 2 – Financial Reporting 1. The County’s accounting and financial reporting will comply with: A. Generally Accepted Accounting Principles of the United States of America (GAAP) B. Government Accounting Standards (GAS), issued by the Comptroller General of the United States C. The Uniform Financial Reporting Manual, issued by the Auditor of Public Accounts of t he Commonwealth of Virginia D. Specifications for Audits of Counties, Cities and Towns, issued by the Auditor of Public Accounts of the Commonwealth of Virginia E. Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, and the Compliance Supplement, issued by the U.S. Office of Management and Budget F. The Government Finance Officers Association’s Certificate of Achievement for Excellence in Financial Reporting and Distinguished Budget Presentation Award Programs G. The Code of Virginia, and other legal and regulatory bodies’ requirements, as applicable 2. The County will establish and maintain an internal control structure designed to protect the County from loss, theft and misuse. The structure will be designed to provide reasonable assurance of that objective; the concept of reasonable assurance recognizes that: A. The cost of a control should not exceed the benefits likely to be derived B. The valuation of costs and benefits requires estimates and judgments made by management 3. The County will also maintain a complete inventory of capital assets meeting its capitalization thresholds, in accordance with Generally Accepted Accounting Principles of the United States of America. 4. A comprehensive, annual financial audit, including an audit of federal grants, will be conducted by an independent public accounting firm, and the results of that audit will be presented publicly to the Board of Supervisors by December 31, following the end of the previous fiscal year. Section 3 – Annual Budget 1. Budget Ordinances A. The County’s Annual Budget Ordinances will be balanced, adopted and administered in accordance with the Local Government Budget and Fiscal Control Act (N. C. G. S 159- COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 3 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. B. The General Fund, Special Revenue Funds, Debt Service Funds, Capital Project Funds, Internal Service Funds, and Schools categories shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board three ordinances providing appropriations for County operating and capital, and Schools categories. These ordinances will include: 1. An ordinance appropriating funds for the County’s fiscal year operations budget. 2. An ordinance appropriating funds for the County’s fiscal year capital budget. 3. An ordinance appropriating funds for the Schools’ fiscal year categories. D. The Board does not legally adopt budgets in instances where the County acts as fiscal agent for trust and agency funds. 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced operating and capital Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for the County and the categories for the Schools for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenues. It will address the adequate maintenance and orderly replacement of capital assets, and the adequate funding of all retirement systems and other post-employment benefits (OPEB). Funding shall be identified for incremental operating costs associated with capital projects in the operating budget after being identified and approved in the Capital Improvement Program. 4. Budget Monitoring The County will maintain a budget control system and staff will monitor and evaluate expenditures and revenues as compared to budget and/or prior year-to-date reports. The County Administrator will propose recommendations to the Board for adjustments as needed. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 4 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Section 4 – Revenues and Expenditures 1. Revenues A. The County will strive to maintain a diversified and stable revenue system to shelter the organization from fluctuations in any single revenue source and ensure its ability to provide ongoing service. B. The County’s annual revenue streams consist of local, state, federal and other financing sources. It is the County’s policy for one-time revenues to be used to fund capital projects or other non-recurring expenditures. County staff will provide revenue estimates for th e next fiscal year by using historical data, current economic conditions, and future economic projections. C. Revenue estimates are monitored on a regular basis to identify any potential trends that would significantly impact the revenue sources. In January of each year, County staff will provide for information to the Board a mid-year update of current year revenues as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year - end revenue estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual revenues for the previous fiscal year. 2. Revenue Team A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets to review current construction trends, the number of authorized building permits, housing sales, mortgage rates, and other economic data which impact Real Estate Tax revenue collections. B. In addition, the Revenue Team uses statistical models to estimate revenue categories including but not limited to: the Personal Property Tax; Local Sales Tax; Business, Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax; Meals Tax; and Recordation Tax. 3. Fees and Charges A. Roanoke County, where possible, institutes user fees and charges for providing specialized programs and services. Established rates recover operational costs, indirect costs, and capital or debt service costs. The County will regularly review user fee charges and related expenditures to determine if it is meeting pre-established recovery goals. B. As part of the budget development process, County staff shall produce an annual Fee Compendium to be adopted by the Board of Supervisors at the same time as adoption of the Annual Budget Ordinances. The Fee Compendium will list all fees and charges imposed by the County for providing specialized programs and services. The Fee Compendium will provide details on the type of fee, authority to levy the fee, current fees, and proposed changes to the current fees. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 5 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 4. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need. The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment. Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population - Population numbers published in the statistical section of the Roanoke County Annual Comprehensive Financial Report (County ACFR). 2. Student enrollment - Average Daily Membership (ADM) published in the statistical section of the Roanoke County Schools Annual Comprehensive l Financial Report (School ACFR) and the Budget and Salary Scales (adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease) in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget n et taxes. This percent is then applied to the projected County revenues for total general property taxes and total other local taxes as published in the Roanoke County Annual Financial Plan (General Fund Summary of Revenue). 2. The amount budgeted to Visit Virginia’s Blue Ridge (previously committed by Board of Supervisors action) will be subtracted from the General Property and Local Tax projection. 3. New economic development incentives will be subtracted from the General Property and Local Tax projection and added back when each incentive arrangement expires. 4. Increases in the amount budgeted for Comprehensive Services Act (CPMT) will be subtracted from the General Property and Local Tax projection (since this provides benefits to and satisfies obligations of both the school and general population). 5. The increase or decrease in the school transfer is then added to or deducted from the transfer to schools for the previous year to arrive at the total transfer to schools for the next budget. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 6 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator D. The Schools Revenue Sharing formula calculation shall be included in the County’s annual financial plan. E. Other: 1. During each annual budget preparation cycle, County staff and School staff shall work collaboratively to determine the increase or decrease in the operating allocation t o the schools from the County. 2. The allocation of revenues are subject to annual appropriations by the Board of Supervisors. 5. Expenditures The County’s expenditure budget is divided into functional areas (departments), transfers, non - departmental, and capital fund expenditures. In coordination with departments, Budget staff will monitor expenditures throughout the fiscal year to ensure compl iance with legal requirements and accounting standards. Expenditure estimates are monitored on a regular basis to identify any potential trends that would significantly impact the approved budgeted expenditure levels. In January of each year, County staff will provide for information to the Board a mid -year update of current year expenditures as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year-end expenditure estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual expenditures for the previous fiscal year. 6. Board of Supervisors Contingency Expenditure Budget The Board of Supervisors generally appropriates a Contingency budget to provide for unanticipated expenditures that arise during the year. This budget is recommended to be established at a minimum of $50,000, though the Board has the discretion to alter that amount through the budget appropriation process. The use of these funds require approval of the Board of Supervisors. 7. Expenditure Budget Transfers Language is included in the annual Operating and Capital Budget Ordinances providing the County Administrator, or his/her designee, the authority to transfer funds within and between appropriation functions. Amendments impacting the level of budget authority established by fund through the Annual Operating and Capital Budget Ordinances must be approved by the Board as a supplemental budget appropriation. Language governing expenditure budg et transfers will be reviewed by staff and approved by the Board on an annual basis. 8. Revenue and Expenditure Forecasting A forecast of General Fund expenditures and revenues is developed as part of each year’s budget process and is periodically updated. I ndividual and aggregate revenue categories, as well as expenditures, are projected by revenue and/or expenditure type. Historical growth rates, COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 7 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator economic assumptions and County expenditure priorities are all used in developing the forecast. This tool is used as a planning document for developing the budget guidelines and for evaluating the future impact of current year decisions. Forecasts of revenues and expenditures are also developed for the County’s Capital Improvement Program. Information regarding thos e forecasts can be found in the section entitled “Capital Improvement Planning”. 9. Fiscal Impact Review It is County policy that all items having potential fiscal impact be presented to the Board of Supervisors for review. This review can be part of the annual operating or capital budgets, or as part of the “Fiscal Impact” section of a Board Report Form, which accompanies all Board agenda items. Effective management dictates that the Board of Supervisors and County citizens be presented with the direct and indirect costs of all items as part of the decision making process. 10. End of Year Designations All General Government unexpended appropriations and all General Government revenues collected in excess of appropriated revenues at the end of the fiscal year will not lapse but shall be re-appropriated and recommendations for use will be presented to the Board of Supervisors for approval during the final year-end report. Section 5 – Capital Improvement Planning 1. Ten-Year Capital Improvement Program (CIP) The County Administrator annually will submit to the Board for its consideration a ten -year Capital Improvement Program (CIP) pursuant to the timeline established in the annual budget preparation schedule. For inclusion in the Capital Improvement Program, a project or collection of projects generally must have an estimated useful life that exceeds five years with a total project cost of at least $100,000. The Capital Improvement Program shall include the following elements: A. A statement of the objectives of the Capital Improvement Program and its relationship to the County’s Strategic Plans, as applicable; B. An estimate of the cost and anticipated sources of funds for each project included in the Capital Improvement Program. Each year of the ten-year program must be balanced in that all capital expenditures included in the plan must have an identified funding sour ce. C. A summary of capital projects considered, but not included in the balanced ten -year program. D. An estimate of the fiscal impact of the project, including additional operating costs or revenues impacting the County’s Operating Budget associated with the project. E. Adherence to all policies related to debt and debt service as described in the section entitled “Debt Management”. 2. Capital Year Budget The first year of the Capital Improvement Program, also known as the Capital Year Budget, will be appropriated by the Board as part of the adoption of the annual Capital Budget Ordinance. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 8 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator The annual Capital Budget Ordinance shall set forth specific provisi ons regarding funds remaining at project completion and the ability of the County Administrator to transfer funds to facilitate the completion of an existing project. 3. Facilities Assessment The County and Schools shall obtain an independent, professional, and comprehensive facilities assessment to ascertain the present condition of each facility, and to assist the County and the Schools in forecasting capital funding requirements to address deficiencies. The assessment shall also be used to establish priorities for the maintenance, repair, enhancement, or replacement of facilities and their component systems, and to be used in the development of the Capital Maintenance Program and Capital Improvement Program. Further, the analysis as presented in the assessment shall be useful when identifying and justifying needs to support a future bond issue. This evaluation shall be reviewed internally by staff on an annual basis and updated by an independent professional every 7-10 years after the initial evaluation. 4. Capital Project Status Reports County staff shall provide the Board with a summary status of all active capital projects in October of each year. The summary shall include status of the project, preliminary financial information through the end of the prior fiscal year, and other relevant information as determined by staff. Section 6 – “Pay-as-you-go” Financing 1. A number of options are available for financing the Capital Improvement Program, including bond proceeds and other non-County funding sources (e.g. grants and private capital contributions). The County generally looks to maximize the use of current revenue, or “pay -as- you-go” financing. Financing capital projects from current revenues indicates the County’s intent to show purposeful restraint in incurring long-term debt. 2. The decision for using current revenues to fund a capital project is based on the merits of the particular project in relation to an agreed upon set of criteria, including balancing capital needs versus operating needs. In determining the merits of “pay-as-you-go” financing, non-recurring revenues should not be used for recurring expenditures. Section 7 – Debt Management 1. Legal Requirements The County shall comply with all requirements of the Code of Virginia and other legal and regulatory bodies’ requirements regarding the issuance of bonds and other financing sources for the County or its debt issuing authorities. The County shall comply with the U.S. Internal COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 9 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the County will institute a control structure to monitor and ensure compliance with bond covenants. 2. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects, including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled together to minimize issuance costs. The Capital Improvements Program will identify all debt - related projects and the debt service impact upon operations identified. 3. Guidelines for Issuing Debt The County recognizes that the essential components of a debt pol icy are the limitations and guidelines set by the locality. The following guidelines reflect the County’s philosophy concerning indebtedness: A. A Memorandum of Understanding (MOU) between the Roanoke County Board of Supervisors and the Roanoke County School Board regarding the Joint Capital Funding was finalized on April 11, 2023. This MOU outlines the debt issuances allowed each year for the Schools for FY 2024 through FY 2027. The Schools are allowed to issue $25 million in FY 2024, $95 million in FY 2025. No debt issuance is allowed for the Schools in FY 2027 as this bonding authority was advanced to FY 2025. B. The County is allowed a debt issuance in FY 2026 of $17 million along with any “banked” bond funding from previous years. C. Beginning in FY 2028, debt issuances are limited to $20 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County in FY 2029, and FY 2032; to the Schools, FY FY 2028, FY 2030, FY 2031, and FY 2033. Effective with capital projects appropriated on or after July 1, 2027 (FY 2028), bond funding may be “banked” for purposes of accumulating bonding capacity where project costs exceed the $20 million limit. The following chart illustrates the planned issuances and applicable fiscal year: COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 10 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Fiscal Year Schools*County* 2024 $25,000,000 $- 2025 95,000,000 - 2026 - 17,000,000 ** 2027 - - 2028 20,000,000 - 2029 - 20,000,000 2030 20,000,000 - 2031 20,000,000 - 2032 - 20,000,000 2033 20,000,000 - $200,000,000 $57,000,000 * Amounts subject to change based on future economy, needs and market changes **Plus any remaining "banked" bond funding from previous years D. The County will not use short-term borrowing to finance operating needs, except in instances as described under “Revenue Anticipation Notes”. E. Long-term debt will be used in compliance with all aspects of the debt policy. F. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. No bonds greater than thirty (30) years will be issued. G. Each project proposed for financing through debt issuance will have a multi -year analysis performed for review of the debt service impact on the County’s General Government Operating Budget and an analysis on the County’s approved Debt Ratios as indicated in the section entitled “Debt Limits”. H. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals, if applicable, indicated in the section entitled “Types of Debt/Structural Features”. 4. Funding Sources for the Future Capital Projects Fund A. Annual contributions to the Future Capital Projects Fund shall total $10.2 million from the following sources: $5.2 million from County sources, $3.2 million from School sources, and $1.8 million from expired Economic Development incentives. In addition, both the County and the Schools will add an incremental $300,000 for fiscal year 2023-2024 and the amount will increase to $530,000 starting July 1, 2024. The incremental increase will be evaluated annually in an effort to maintain positive cash in the fund. This evaluation is necessitated as a result of whether debt is issued at a premium or discount, actual interest rates versus assumptions and overall timing in the market. Changes in debt service payments beneficial to the fund will be retained by the Fund. Contributions will be accounted for in the Future Capital Projects Fund. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 11 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Schools and County Incremental Contribution*: Schools County Budget Year Increase *Total Transfer *Total Transfer* 2023-2024 $300,000 $3,200,000 $3,200,000 2024-2025 530,000 3,730,000 3,730,000 2025-2026 530,000 4,260,000 4,260,000 2026-2027 530,000 4,790,000 4,790,000 2027-2028 530,000 5,320,000 5,320,000 2028-2029 530,000 5,850,000 5,850,000 2029-2030 530,000 6,380,000 6,380,000 2030-2031 530,000 6,910,000 6,910,000 2031-2032 530,000 7,440,000 7,440,000 2032-2033 530,000 7,970,000 7,970,000 * Amounts subject to change based on future economy, needs and market changes B. The Future Capital Projects Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. Section 8 – Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal years as detailed in the County’s Capital Improvement Program. B. General Obligation Current and Projected Debt Service as a Percentage of The General Government Budget will not exceed ten percent (10%) in the current fiscal year or subsequent fiscal years as detailed in the County’s Capital Improvement Program. The General Government budget includes the Governmental Fund expenditures, the School Board component unit expenditures, and County and School transfers to capital projects and Proprietary Funds as outlined in the County’s Annual Comprehensive Financial Report (ACFR). 2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will be calculated each year in conjunction with the budget process and the annual audit. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 12 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Section 9 – Types of Debt/Structural Features 1. Revenue Anticipation Notes A. The County’s General Government Fund Balance was designed to provide adequate cash flow to avoid the need for Revenue Anticipation Notes (RANs). B. The County may issue RANs in an extreme emergency beyond the County’s control or ability to forecast when the revenue source will be received subsequent to the timing of funds needed. C. The County will issue RANs for a period not to exceed the one-year period permitted under the Constitution of Virginia, Article VII section 10. 2. General Obligation Bonds A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue General Obligation (GO) Debt with no limit on the amount of GO Debt that a County may issue. The County may issue GO Debt for capit al projects or other properly approved projects. B. All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum.. C. Cost of issuance, debt service reserve funds and capitalized interest may be in cluded in the capital project costs and thus are fully eligible for reimbursement from bond proceeds . 3. Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds . 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream, or issuance through the Virginia Resources Authority. B. If applicable, the bonds will include written covenants, which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds . COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 13 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 5. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures. 6. Moral Obligation Debt A. The County may enter into leases, contracts, or other agreements with other public bodies, which provide for the payment of debt when revenues of such agencies m ay prove insufficient to cover debt service. B. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. C. While such moral obligation support does not affect the debt limit of the County, the amount of bonds issued with the County’s moral obligation should be controlled in order to limit potential demands on the County. There is no legal obligation, but the County is placing its good name and reputation on the line and there is every expectation th at the County would make good any deficiencies when a default exists. 7. Credit Objectives The County of Roanoke will strive to maintain or improve its current bond ratings. The County will also maintain relationships with the rating agencies that assign ratings to the County’s various debt obligations. The rating agencies will be kept abreast of the County’s financial condition by providing them with the County’s Annual Comprehensive Financial Report (ACFR) and the Operating and Capital Improvement Program Budget. 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals which may include, but not limited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt, diverse financial structuring, and pricing municipal securities. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 14 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 10. Post-Issuance Compliance A. The Director of Finance and Management Services will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner B. The Director of Finance and Management Services may consult with bond counsel, financial advisors or other professionals as deemed appropriate to meet the post-issuance compliance requirements. Section 10 – Reserves 1. General Government Fund A. The County of Roanoke’s General Government Fund (Fund C100) Unassigned Fund Balance will be maintained to provide the County with sufficient working capital and a comfortable margin of safety to address emergencies and unexpected declines in revenue. B. The General Government Fund’s Unassigned Fund Balance should not be used to support recurring operating expenditures outside of the current budget year. If a budget variance requires the use of Unassigned Fund Balance, the County will decrease the General Government Fund’s expenditures and/or increase the General Government Fund’s revenues to prevent using the Unassigned Fund Balance for two consecutive fi scal years to subsidize General Fund operations. C. The General Government Fund’s Unassigned Fund Balance will be as follows: Fund Number Fund Name Policy C100 General Government Fund Twelve percent (12%) of budgeted annual General Government expenditures D. In the event that the General Government Fund’s Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the twelve percent (12%) minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted General Government Fund Unassigned Fund Balance in a timely manner. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 15 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator E. Funds in excess of the maximum annual requirements outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. 2. General Government Fund Expenditure Contingency A. The County of Roanoke’s General Government Fund (Fund C100) Expenditure Contingency will be maintained to provide for unanticipated expenditures of a non -recurring nature or to meet unanticipated increased service delivery costs. B. The General Government Fund’s Expenditure Contingency Balance will be as follows: C100 General Government Fund Expenditure Contingency 0.25% of budgeted annual General Government expenditures 1. To the extent the contingency falls below the established policy, the contingency will be restored to that level within two fiscal years. C. Any use of the General Government Fund Expenditure Contingency will be presented at a meeting of the Board of Supervisors as part of the consent agenda. 3. Other General Funds A. For the funds listed below, an annual Unassigned Fund Balance shall be maintained as follows: Item Fund Number Fund Name Policy 1. C111 Children’s Services Act (CSA) Fifteen percent (15%) of budgeted annual expenditures 2. C126 Criminal Justice Academy Ten percent (10%) of budgeted annual expenditures 3. C130 Fleet Service Center Seven and a half percent (7.5%) of budgeted annual expenditures 4. C141 Communications and Information Technology (CommIT) Five percent (5%) of budgeted annual expenditures COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 16 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 5. C142 Communications Shop Ten percent (10%) of budgeted annual expenditures 6. C144 Emergency Communications Center (ECC) Five percent (5%) of budgeted annual expenditures 7. C150 Recreation Fee Class Five percent (5%) of budgeted annual expenditures B. In the event that any of the Fund’s Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County’s General Fund may carry a reserve balance but do not have a specific annual target. These County Funds are not permitted to expend funds in excess of available revenues. 4. Capital Reserve Funds The County will maintain funds for the specific use of providing “pay-as-you-go” funding for capital projects as detailed in the approved Capital Improvement Program. Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances. On an annual basis, County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. 5. Internal Service Fund Reserves The County has three funds classified as Internal Services Funds; they include the Health Insurance Fund, Dental Insurance Fund, and Risk Management Fund. A. Health Insurance Fund (Fund C700) 1. So as long as the County continues the current policy of self -insuring health insurance costs, a reserve for healthcare costs shall be maintained as follows: COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 17 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Fund Number Fund Name Policy C700 Health Insurance Fund Ten percent (10%) of budgeted healthcare costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal yea rs. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported (IBNR) claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary rate adjustment has been made to restore minimum Health Insurance Fund Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. B. Dental Insurance (Fund C705) So as long as the County elects to provide a fully insured Dental plan, no reserve is required. If the County elects to self -insure Dental Insurance costs in the future, a reserve for dental costs will be established by the Board. C. Risk Management (Fund C710) 1. So as long as the County continues the current policy of self -insuring Worker’s Compensation costs, a reserve for Risk Management costs shall be maintained as follows: Fund Number Fund Name Policy C710 Risk Management Fund Ten percent (10%) of budgeted risk management costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. A reserve of $500,000 shall be established for potential auto or property claims. 2. To the extent the reserve falls below the established policy, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Risk COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 18 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator Management Fund to restore the Risk Management Fund Balance policy with Board approval. 6. Roanoke County Public Schools Reserves and Year End Allocation A. Pursuant to § 22.1-100 of the Code of Virginia, at the end of each fiscal year, all unexpended sums derived from the County of Roanoke which are unexpended in any year in any school division shall revert back to the funds of the County of Roanoke. The Board of Supervisors anticipates re-appropriating such funds back to the School Board as follows: B. a. Roanoke County Public Schools will maintain a $2 million emergency contingency. This balance is available for unexpected revenue shortfalls, unplanned significant expenditures increases, and emergency appropriations. The balance will be reserved for financial emergencies and when appropriations are necessary, the balance will be replenished with the next available year end funds from the School s. b. All funded outstanding encumbrances at year-end will be re-appropriated to the subsequent fiscal year to the same department and account for which they are encumbered in the previous year; c. For the remaining balance of all unexpended School Categories, appropriations after funding the emergency contingency and outstanding encumbrances, the School Board shall prepare a proposal, for the Board of Supervisors’ consideration, for such unexpended funds to be re-appropriated for purposes limited to the following: i. Major capital projects (it is expected that at least 50% of the funds will be allocated for such projects), ii. Minor capital projects, iii. Capital maintenance, iv. School safety and security, v. Fleet replacements, vi. Technology replacements, and/ or vii. Comprehensive Services Act reserves. Section 11 – Cash Management/Investments 1. Maintaining the safety of the principal of the County’s public investment is the highest priority in the County’s cash management policy. The secondary and tertiary priorities are the maintenance of liquidity of the investment and optimization of the rate of return within the parameters of the Code of Virginia, respectively. Funds held for future capital projects are invested in accordance with these objectives, and in such a manner so as to ensure compliance with U.S. Treasury arbitrage regulations. The County maintains cash and temporary investments in several investment portfolios. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 19 OF 19 EFFECTIVE DATE July 11, 2023 Richard L. Caywood County Administrator 2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for maintaining and updating a separate investment policy, which is approved by the Board of Supervisors. Section 12 – Internal Controls 1. A comprehensive system of financial internal controls shall be maintained in order to protect the County’s assets and sustain the integrity of the County’s financial systems. 2. Managers at all levels shall be responsible for implementing sound controls and for regularly monitoring and measuring their effectiveness. Section 13 – Administration and Approvals 1. Responsible Department The Department of Finance and Management Services is responsible for the administration of this policy. 2. Policy Authority The Board of Supervisors authorizes the use of this policy. 3. Amendment of Policy These rules may be changed or amended by resolution of the Board of Supervisors. 4. Review Date This policy will be reviewed annually and updated as necessary for modifications. Capital Unappropriated  % of Board Expenditure Balance Revenues Contingency Contingency Reserves Unaudited balance as of June 30, 2023 26,217,687$     ‐$              ‐$               11,810,663$   Addition of 2022‐23 operations and close out of completed projects Approved Sources: Appropriated from 2023‐24 budget (Ordinance 052323‐2) 2,974,113         50,000         608,162         Approved Uses:  Appropriated for 2023‐24 budget (Ordinance 052323‐3)(5,925,138)       MOU regarding the joint capital funding approved on April 11, 2023 (2,000,000)      Balance at July 11, 2023 29,191,800$    12.0% 50,000$       608,162$      3,885,525$     County of Roanoke Unappropriated Balance, Board Contingency, and Capital Reserves Fiscal Year 2023‐2024 General Government Changes in outstanding debt for the fiscal year to date were as follows: Unaudited Outstanding Outstanding June 30, 2023 Additions Deletions July 11, 2023 VPSA School Bonds 77,829,551$ -$ -$ 77,829,551$ Lease Revenue Bonds 82,760,000 - - 82,760,000 Subtotal 160,589,551 - - 160,589,551 Premiums 12,147,305 - - 12,147,305 172,736,856$ -$ -$ 172,736,856$ Submitted By Laurie L. Gearheart Director of Finance and Management Services Approved By Richard L. Caywood County Administrator Page 1 of 2 ACTION NO. ITEM NO. K.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 11, 2023 AGENDA ITEM: Work session to discuss lot drainage recommendation with the Board of Supervisors SUBMITTED BY: Tarek Moneir Director of Development Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Residential lot drainage issues have been a frequent source of citizen concerns. Drainage issues often involve multiple parcels. Staff will discuss recommendations with the Board that would help alleviate the most common drainage issues that are encountered with new construction BACKGROUND: Residential lot drainage issues are a frequent sour ce of citizen concerns / complaints that are received by County staff and individual Board members. Drainage issues often involve multiple parcels / owners. In addition, homeowners are often unaware of potential drainage issues at the time they purchase their homes, and it is often difficult for a homeowner to correct them. The construction of larger homes on smaller lots has increased these issues/challenges, especially given the steep terrain. There are different regulatory approaches that may be used to address these issues. In a work-session on August 25, 2015, staff presented proposed lot grading guidelines to the Board of Supervisors as part of a larger set of recommendations relating to the Erosion and Sediment Control Ordinance and the Stormwater Management Ordinance. At the same meeting, the Roanoke Regional Home Builders Association (RRHBA) made a formal presentation to the Board in opposition to the proposed changes regarding lot / subdivision grading. The lot grading items were removed and the remaining ordinance and regulatory Page 2 of 2 changes were subsequently adopted by the Board in early 2016. The Board directed the staff to work with RRHBA and bring back potential solutions and recommendation to the Board for adoption at a later time. For the last twelve months, County staff including the County Administrator, have consulted with the RRHBA and local professional engineers via multiple sessions. Staff developed several options and conducted several technical sessions to finalize the recommendations. In the last few weeks, Development Services staff and RRHBA representatives agreed on common ground for recommendations that would help remedy/alleviate the most common drainage issues that are encountered with new construction. The recommendations are summarized in five main points. This work session is set aside to review these recommendations. Board of Supervisors Work Session -Lot Drainage July 11, 2023 Today’s Presentation •Overview •History and review of common lot drainage issues •Summary of Recommendations •Recommended Actions •Next Steps 2 Development Services Overview •Residential lot drainage issues are a frequent source of citizen concern or complaints. •Drainage issues often involve multiple parcels and owners. •Homeowners are often unaware of drainage issues at the time of purchase. •Drainage issues are often difficult to correct. •Larger homes on smaller lots have increased issues. 3 Development Services History •Met with Board members in private sessions. •Developed options for discussion. •Presented options to the RRHBA. •Received comment from the RRHBA. •Conducted several technical sessions with RRHBA. Representatives. •Finalized recommendations for Board review. 4 Development Services Factors Considered •Drainage issues are challenging issues for homeowners to address. •Home buyers often assume Roanoke County has a more expansive regulatory program in this area than what currently exists. •Expanded regulations will have a cost to builders and home buyers. •Will increase plot plan preparation and review time. •Will reduce, but not eliminate drainage issues. 5 Development Services Issues in Combination 6 Development Services Five Main Recommendations 1.Adequate field survey. 2.Proposed Structures’ Finished Floor Elevations (FFEs). 3.Additional practical requirements for steep slopes. 4.Transfer of Ownership, prior to final stabilization. 5.General clarification of Ordinances and Design Manual. 7 Development Services Recommended Actions 1.Require adequate field survey •Require all development plans and plot plans to use current field survey from official national data. •Existing developments would continue to use data that they used for County approval (grandfathered). •Plot plans with a disturbed area of less than 10,000 square ft. on a parcel of at least 1 acre, would be exempt from the new field survey requirement. 8 Development Services Recommended Actions 2.Assure that Finished Floor Elevations (FFE) comply with the approved site plan •Require that FFE be placed on building plans. •Require a certification statement from a licensed surveyor that FFE meets requirements. 1.Required for all structures located 30 ft. or closer to a property line. 2.Required prior to foundation inspection. 3.Tolerance of +/-6-inches, unless otherwise noted on approved plans. 9 Development Services Recommended Actions 3.Address steep slopes •No slopes steeper than 2 horizontal to 1 vertical (2:1) allowed without an approved variance issued by the department director. •Additional requirements for slopes steeper than 3:1. 1.Concentrated flows to have water diversions at the top of slopes. 2.Reverse slope benches, with a maximum vertical separation of 20 ft. to be provided to collect and convey stormwater. 3.Round off to avoid sharp angles at the top/bottom/sides of slopes. 4.Place toe of fill slope no closer than 10 ft. from the top of an existing or proposed cut slope. 5.Place top/bottom of cut and fill slopes located no closer than 5 ft. from existing property lines. 10 Development Services Recommended Actions 3.Address steep slopes (continued) •Confirm steep slopes with an as-built survey. 1.Required for all slopes steeper than 2:1. 2.Required for all slopes steeper than 2.5:1 with a height of 5 ft. or greater. 3.Required for all slopes steeper than 3:1 with a height of 20 ft. or greater. 11 Development Services Recommended Actions 4.Property transfer before final stabilization (Existing Options) •If there is a site bond, then maintain bond (not required for single-family residence). •Developer may terminate permit if home buyer signs Property Owner Consent Form. •Developer may provide a seed bond. •Proposal -Increase seed bond from $1,500 to $2,500, if actual costs are greater the County may collect from Developer. 12 Development Services Recommended Actions 5.General Housekeeping/Cleanup •Coordinate differing wording for Right of Entry in ESC, SWM, and illicit discharge ordinances to remove confusion. •Correct various grammar and formatting issues. •Modify several definitions to clarify. •Clarify requirements for variances. •Reorganize civil penalties section for clarity and add several additional categories to assist in enforcement. 13 Development Services Next Steps •Board directs staff to develop specific regulatory language and related ordinance changes. •Staff continues engagement with the Roanoke Regional Homebuilders Association. •Staff submits revised Ordinances and Stormwater Management Design Manual for Board consideration and approval. 14 Development Services Questions 15 Development Services Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 11, 2023 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member’s knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia.