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HomeMy WebLinkAbout10/19/2021 - 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 October 19, 2021 Page 2 of 5 Good afternoon and welcome to our meeting for October 19, 2021. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Friday 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. NEW BUSINESS 1. Resolution approving of the County's participation in the proposed settlement of opioid-related claims against McKesson, Cardinal Health, AmerisourceBergen, Janssen and their related corporate entities, and directing the County Attorney and/ or the County's Outside Counsel to execute the documents necessary to effectuate the County's participation in the settlements (Peter S. Lubeck, County Attorney) Roanoke County Board of Supervisors Agenda October 19, 2021 Page 3 of 5 D. REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCE-CONSENT AGENDA: Approval of these items does not indicate support for, or judge the merits of, the requested zoning actions but satisfies procedural requirements and schedules the Public Hearings which will be held after recommendation by the Planning Commission: 1. The petition of New Millennium Building Systems, LLC, to rezone approximately 2.00 acres from R-1C, Low Density Residential, District, to I-2, High Intensity Industrial, District, located at 3878 Garman Road, Catawba Magisterial District E. PUBLIC HEARING 1. Public hearing to receive citizen comments regarding a proposed amendment to the fiscal year 2021-2022 budget in accordance with Code of Virginia Section 15.2-2507 (Laurie Gearheart, Director of Finance and Management Services) F. SECOND READING OF ORDINANCES 1. Ordinance accepting and appropriating funds in the amount of $9,147,263 from the Department of the Treasury for the locality-based allocation distributed as a component of the American Rescue Plan Act (ARPA) of 2021 (Rebecca Owens, Assistant County Administrator) 2. Ordinance authorizing employee bonuses totaling $2,094,330.75 funde d from the Compensation Board, Public Safety Salary Reimbursement from CARES Act and General Fund Year End (P. Jason Peters, Chairman) G. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Ordinance authorizing 1) the conveyance of real property, located at 0 Old Cave Spring Road, (Tax Map No. 076.20-03-05.00-0000), 4555 Old Cave Spring Road (Tax Map No. 076.00-03-02.00-0000), 4607 Old Cave Spring Road (Tax Map No. 076.20-03-01.00-0000), 4445 Brambleton Ave. (Tax Map No. 086.08-04-04.00- 0000), and 4441 Brambleton Ave. (Tax Map No. 086.08 -04-05.00-0000), in the Windsor Hills Magisterial District, to the Roanoke County Economic Development Authority; and 2) The reallocation of funds in the amount of $655,000 from the County’s existing capital project for the purpose of compensating the Commonwealth of Virginia (Virginia Department of Transportation) to relinquish its easement in such parcels of real property (Jill Loope, Director of Economic Development) 2. Ordinance authorizing the transfer of title to the real estate in the Vinton Business Center from the Roanoke County Board of Supervisors to the Roanoke County Economic Development Authority (Jill Loope, Director of Economic Development) Page 4 of 5 H. APPOINTMENTS 1. Library Board (appointed by District) 2. Parks, Recreation and Tourism Advisory Commission (appointed by District) I. 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. Designation of voting delegate to the Virginia Association of Counties (VACo) Conference to be held November 14-16, 2021 2. Request to accept and approve recommended changes to the Comprehensive Financial Policy J. CITIZENS' COMMENTS AND COMMUNICATIONS K. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves Report 2. Outstanding Debt Report 3. Comparative Statement of Budgeted and Actual Revenues as of September 30, 2021 4. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of September 30, 2021 5. Accounts Paid – September 30, 2021 L. WORK SESSIONS 1. Work session to review with the Board of Supervisors the status of the County of Roanoke's Capital Improvement Program (CIP) projects (Laurie Gearheart, Director of Finance and Management Services) 2. Work session to discuss Police Department staffing issues with the Board of Supervisors (Howard B. Hall, Chief of Police) Page 5 of 5 EVENING SESSION – 7:00 P.M. M. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. The petition of the Economic Development Authority of Roanoke County to rezone approximately 30.5 acres from AR (Agricultural/Residential) District to I-2 (High Intensity Industrial) District, located at 5832 West River Road, Catawba Magisterial District (Philip Thompson, Director of Planning) N. CITIZEN COMMENTS AND COMMUNICATIONS O. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Martha B. Hooker 2. Phil C. North 3. David F. Radford 4. Paul M. Mahoney 5. P. Jason Peters P. ADJOURNMENT Page 1 of 3 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: October 19, 2021 AGENDA ITEM: Resolution approving of the County's participation in the proposed settlement of opioid-related claims against McKesson, Cardinal Health, AmerisourceBergen, Janssen and their related corporate entities, and directing the County Attorney and/ or the County's Outside Counsel to execute the documents necessary to effectuate the County's participation in the settlements SUBMITTED BY: Peter S. Lubeck County Attorney APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Approve the County's participation in the proposed settlement of opio id-related claims against McKesson, Cardinal Health, AmerisourceBergen, and Janssen Parmeceuticals, along with certain of their related corporate entities for their role in the distribution, manufacture, and sale of pharmaceutical opioid products that have fueled the opioid epidemic. BACKGROUND: The opioid epidemic that has cost thousands of human lives across the country impacts the County of Roanoke by adversely impacting the delivery of emergency medical, law enforcement, criminal justice, mental health and substance abuse services by the County's various departments and agencies. The County has been required and will continue to be required to allocate substantial taxpayer dollars, resources, staff energy and time to address the damage the opioid epidemic has caused and continues to cause the citizens of the County. DISCUSSION: Page 2 of 3 The County has filed suit against McKesson, Cardinal Health, and AmerisourceBergen (the "Distributors"), and Janssen Pharmaceuticals ("Janssen"), along with certain of their related corporate entities for their role in the distribution, manufacture, and sale of the pharmaceutical opioid products that have fueled the opioid epidemic that has harmed the County. The County's suit seeks recovery of the public funds previously expended and to be expended in the future to abate the consequences and harms of the opioid epidemic. Settlement proposals have been negotiated that will cause McKesson, Cardinal Health, AmerisourceBergen, and Janssen to pay up to $26 billion nationwide to resolve opioid- related claims against them. The County's outside opioid litigation counsel has recommended that the County participate in the settlements in order to recover its share of the funds that the settlement would provide. Key provisions of the proposed settlement include the following:  The Distributors will pay a maximum amount of $21 billion over 18 years. The payments will be made in annual installments of up to approximately $1.26 billion over the first ten payment years and up to $1.03 billion over the last eight payment years.  Janssen will pay a maximum amount of $5 billion over no more than 9 years. If certain participation incentives are achieved within states, $3.7 billion of that amount, including approximately $72.3 million to Virginia, will be paid by July 2022.  Virginia’s share of the Distributor and Janssen settlements will be approximately $530 million.  The funds that flow to Virginia will be allocated and distributed pursuant to the terms of the Virginia Opioid Abatement Fund and Settlement Allocation Memorandum of Understanding (“MOU”) to which the Board has agreed on July 7, 2021.  After January 2, 2022, the settling defendants have 30 days to assess whether, in their discretion, a sufficient critical mass (of participating localities) has been achieved. If they then elect to proceed with the settlement, a 60-day period for entry of consent judgments will be triggered. After entry of consent judgments, settlement payments will begin to flow.  The specific timing of settlement payments is as follows. On or by September 30, 2021, the Distributors will make the first of their yearly payments, and that payment will be held in escrow if and until the Distributor settlement is declared final and put into effect. The Distributors will make their second annual payment by July 15, 2022. By July 2022, Janssen will make its first and second -year Page 3 of 3 payments, and, if certain participation incentives described below are achieved, Janssen will accelerate their first five scheduled payments to July 2022. Annual payments will thereafter be due each July for both the Distributors and Janssen. The specific amount of the potential payments is not the exact same in each payment year, and the approximate amount of each payment to Virginia in each payment year is described below.  Roanoke County's total direct recovery is expected to be approximately $3,024,700.  As a reminder, the terms of our MOU with the Virginia Attorney General provide that  15% will go to participating political subdivisions (including the County); there will be no restrictions on the use of these funds,  70% will go to the “Virginia Opioid Abatement Share,” and  15% will go to the Commonwealth of VA.  The 70% going to the Opioid Abatement Share will then be further divided as follows: 15% shall be allocated to the participating political subdivisions and shall be used for approved abatement purposes, and 55% shall be allocated to the Virginia Opioid Abatement Fund, to be used, statewide, for abatement purposes. As discussed at the Board's meeting on July 7th, this is one of several potential payouts that the County may receive. FISCAL IMPACT: There is no fiscal cost to the County associated with the adoption of this resolution. STAFF RECOMMENDATION: Staff recommends adoption of the proposed 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, OCTOBER 19, 2021 RESOLUTION OF THE ROANOKE COUNTY BOARD OF SUPERVISORS APPROVING OF THE COUNTY’S PARTICIPATION IN THE PROPOSED SETTLEMENT OF OPIOID-RELATED CLAIMS AGAINST MCKESSON, CARDINAL HEALTH, AMERISOURCEBERGEN, JANSSEN, AND THEIR RELATED CORPORATE ENTITIES, AND DIRECTING THE COUNTY ATTORNEY AND/OR THE COUNTY’S OUTSIDE COUNSEL TO EXECUTE THE DOCUMENTS NECESSARY TO EFFECTUATE THE COUNTY’S PARTICIPATION IN THE SETTLEMENTS WHEREAS, the opioid epidemic that has cost thousands of human lives across the country also impacts the County of Roanoke by adversely impacting the delivery of emergency medical, law enforcement, criminal justice, mental health and substance abuse services, and other services by the County’s various departments and agencies; and WHEREAS, the County has been required and will continue to be required to allocate substantial taxpayer dollars, resources, staff energy and time to address the damage the opioid epidemic has caused and continues to cause the citizens of the County; and WHEREAS, the County has filed suit against McKesson, Cardinal Health, AmerisourceBergen, and Janssen Pharmaceuticals, along with certain of their related corporate entities for their role in the distribution, manufacture, and sale of the pharmaceutical opioid products that have fueled the opioid epidemic that has harmed the County; and Page 2 of 2 WHEREAS, the County’s suit seeks recovery of the public funds previously expended and to be expended in the future to abate the consequences and harms of the opioid epidemic; and WHEREAS, settlement proposals have been negotiated that will cause McKesson, Cardinal Health, AmerisourceBergen, and Janssen to pay up to $26 billion nationwide to resolve opioid-related claims against them; and WHEREAS, the County’s outside opioid litigation counsel has recommended that the County participate in the settlements in order to recover its share of the funds that the settlement would provide; and WHEREAS, the County Attorney has reviewed the available information about the proposed settlements and concurs with the recommendation of outside counsel. NOW THEREFORE BE IT RESOLVED that the Roanoke County Board of Supervisors approves of the County’s participation in the proposed settlement of opioid- related claims against McKesson, Cardinal Health, AmerisourceBergen, Janssen, and their related corporate entities, and directs the County Attorney and/or the County’s outside counsel to execute the documents necessary to effectuate the County’s participation in the settlements, including the required release of claims against settling entities. 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: October 19, 2021 AGENDA ITEM: The petition of New Millennium Building Systems, LLC, to rezone approximately 2.00 acres from R-1C, Low Density Residential, District, to I-2, High Intensity Industrial, District, located at 3878 Garman Road, Catawba Magisterial District SUBMITTED BY: Philip Thompson Director of Planning APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Consent agenda item for first reading on an ordinance. BACKGROUND: The first reading of this ordinance is accomplished by adoption of this ordinance in the manner of consent agenda items. The adoption of these items does not imply approval of the substantive content of the requested zoning actions; rather, approval satisfies the procedural requirements of the County Charter and schedules the required public hearing and second reading of these ordinances. The second reading and public hearing on this ordinance is scheduled for November 17, 2021. The title of this ordinance is as follows: 1. The petition of New Millennium Building Systems, LLC, to rezone approximately 2.00 acres from R-1C, Low Density Residential, District with conditions, to I-2, High Intensity Industrial, District, located at 3878 Garman Road, Catawba Magisterial District. DISCUSSION: There is no discussion on this item. Page 2 of 2 FISCAL IMPACT: There is no fiscal impact on this agenda item. STAFF RECOMMENDATION: Staff recommends as follows: 1. That the Board approve and adopt the first reading of this ordinance for the purpose of scheduling the second reading and public hearing for November 17, 2021. 2. That this section of the agenda be, and hereby is, approved and concurred in as to each item separately set forth as Item(s) 1, and that the Clerk is authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this action. Roanoke Cou nty, VA 2019, Sou rce: Esri, Maxar, GeoEye, Earthstar Geographics,CNES/Airbu s DS, USDA, USGS, AeroGRID, IGN, and the GIS User Commu nity,Roanoke Cou nty 2018 Roanoke Cou nty, Virginia2019 0 Aerial Map 3738 Garman Rd Salem VA 24153 Existing zoning: R1C Total Acreage: 48.73 Rezoning Acreage: 2 Tax Map Number: 055.03-02-14.00-0000 Proposed zoning: I2 Magisterial District: Catawba Roanoke Co. Planning (540) 772-2068 5204 Bernard Dr. Roanoke VA 24018 Subject site R1R1 I2I2 I1I1 C2SC2S I2CI2C C1C1 C2C2 R1CR1C C2CC2C Roanoke County, Virginia 2019 Roanoke County, Virginia2019 0 Zoning Zoning Map 3738 Garman Rd Salem VA 24153 Existing zoning: R1C Total Acreage: 48.73 Rezoning Acreage: 2 Tax Map Number:: 055.03-02-14.00-0000 Proposed zoning: I2 Magisterial District: Catawba Roanoke Co. Planning (540) 772-2068 5204 Bernard Dr. Roanoke VA 24018 PIPI NCNC GVGV DEDE RVRV Roanoke Cou nty, Virginia 2019 Roanoke Cou nty, Virginia2019 0 Ju risdictions Future Land UseGlenvar Village Ru ral Village Development Neighborhood Conservation Principal Indu strial Future Land Use 3738 Garman Rd Salem VA 24153 Existing zoning: R1C Total Acreage: 48.73 Rezoning Acreage: 2 Tax Map Number: 055.03-02-14.00-0000 Proposed zoning: I2 Magisterial District: Catawba Roanoke Co. Planning (540) 772-2068 5204 Bernard Dr. Roanoke VA 24018 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: October 19, 2021 AGENDA ITEM: Public hearing to receive citizen comments regarding a proposed amendment to the fiscal year 2021-2022 budget in accordance with Code of Virginia Section 15.2-2507 SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Public hearing for budget amendment BACKGROUND: This is a public hearing to secure citizen’s comments concerning amending the fiscal year 2021-2022 budget by adjusting the aggregate amount to be appropriated during the fiscal year by $9,147,263. DISCUSSION: Section 15.2-2507 of the Code of Virginia, as amended, provides that whenever such amendment exceeds one (1) percent of the total expenditures shown in the adopted budget, the County must publish notice of a meeting and public hearing. Th e notice must state the County’s intent to amend the budget and include a brief synopsis of the proposed budget amendment(s). This notice was published on October 12, 2021. FISCAL IMPACT: There is no fiscal impact as a result of the public hearing. Requests for the appropriation will occur later on this agenda. Page 2 of 2 STAFF RECOMMENDATION: It is recommended that the Board hold the required public hearing. Board action appropriating funds, as provided in this notice, will occur later during this meeting. Conducting the public hearing does not guarantee the requested appropriation will be approved. 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: October 19, 2021 AGENDA ITEM: Ordinance accepting and appropriating funds in the amount of $9,147,263 from the Department of the Treasury for the locality-based allocation distributed as a component of the American Rescue Plan Act (ARPA) of 2021 SUBMITTED BY: Rebecca Owens Assistant County Administrator APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Accept and appropriate funds in the amount of $9,147,263 from the Department of the Treasury BACKGROUND: On March 11, 2021, the American Rescue Plan Act of 2021 ("ARPA") was signed into law. The $1.9 trillion package includes funding for stimulus checks, unemployment assistance, education, public health, child tax credits, transportation and infrastructure, pensions, raising the federal minimum wage, support for businesses, child care and community support. In addition, $350 billion has been set aside for state and local governments. Of this amount, $65.1 billion has been set aside for counties, of which the County of Roanoke is expected to receive $18,294,526. The first half of the allocation was received on May 19, 2021 in the amount of $9,147,263. The remaining amount of the allocation will be received on May 19, 2022. DISCUSSION: The Treasury has released the Interim Final Rule which outlines the guidance on eligible and ineligible uses of the funds. However, the rules are not final and at this time Page 2 of 2 there is no information on when they will publish the final rules. Currently, the guidance for eligible uses of the funds are outlined in six broad categories which are; Support Public Health Response, Ad dress Negative Economic Impacts, Replace Public Sector Revenue Loss, Premium Pay for Essential Workers, Water and Sewer Infrastructure, and Broadband Infrastructure. In addition, the guidance states that ARPA funds may only be used to cover costs that were incurred during the period that began on March 3, 2021, and ends on December 31, 2024. Costs can be “incurred” by December 31, 2024 and expended through December 31, 2026. During a work session on September 21, 2021, staff reviewed with the Board of Supervisors ideas for the use of the funds to include funding broadband, cyber security, equipment, roads, water, sewer, stormwater, other infrastructure, grant assistance programs, and other shovel-ready projects. Staff continue to gather information on eligible uses of the funds and will come back at a later time to recommend specific projects for the Board to approve funding. There have been no changes since the first reading of this ordinance on October 5, 2021. FISCAL IMPACT: No County funds are required. Funds are 100% Federal funds. $9,147,263 will be appropriated to the Grant Fund. STAFF RECOMMENDATION: Staff recommends approval the ordinance to accept and appropriate $9,147,263 to the grant fund for the first payment received of the locally-based allocation for the ARPA of 2021. 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, OCTOBER 19, 2021 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $9,147,263 FROM THE DEPARTMENT OF THE TREASURY FOR THE LOCALITY-BASED ALLOCATION DISTRIBUTED AS A COMPONENT OF THE AMERICAN RESCUE PLAN ACT (ARPA) OF 2021 WHEREAS, in response to the present Coronavirus pandemic, on March 11, 2021, the American Rescue Plan Act of 2021 was signed into law in the amount of $1.9 trillion; and WHEREAS, $350 billion has been set aside for state and local governments and of this amount $65.1 billion has been set aside for counties; and WHEREAS, on May 19, 2021, the Department of the Treasury notified the County that its first allocation of funds made available through ARPA is $9,147,263; and WHEREAS, these funds may be used only for eligible expenses as outlined in the Interim Final Rule under the six broad categories of Support Public Health Response, Address Negative Economic Impacts, Replace Public Sector Revenue Loss, Premium Pay for Essential Workers, Water and Sewer Infrastructure, and Broadband Infrastructure; and ARPA may only be used to cover costs that 1) were incurred during the period that began on March 3, 2021, and ends on December 31, 2024 and 2) costs can be “incurred” by December 31, 2024 and expended through December 31, 2026 : and WHEREAS, the first reading of this ordinance was held on October 5, 2021; and the second reading was held on October 19, 2021. Page 2 of 2 BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $9,147,263, made available to the County through the Department of the Treasury from the American Rescue Plan Act, is accepted. 2. The sum of $9,147,263 is hereby appropriated to the County’s Grant Fund, to be used for those purposes allowable under the Act. 2. That this ordinance shall take effect from and after the date of adoption. Page 1 of 3 ACTION NO. ITEM NO. F.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Ordinance authorizing employee bonuses totaling $2,094,330.75 funded from the Compensation Board, Public Safety Salary Reimbursement from CARES Act and General Fund Year End SUBMITTED BY: Rebecca Owens Assistant County Administrator APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Authorize a one-time bonus for all eligible employees with funding in the amount of $235,311 from the Compensation Board, $938,026 funded from Public Safety Salary Reimbursement CARES Act Year End and $920,993.75 funded from General Fund year end. BACKGROUND: The 2021 General Assembly Special Session II approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one -time $3,000 bonus payment for Compensation Board funded sworn Sheriffs, sheriffs’ deputies and regional jail officers. The Board of Supervisors has agreed to accept the funding from the Compensation Board and pass this one time bonus to eligible Sheriff Office positions. Additionally the Board has identified providing a bonus to all other County employees as a priority in recognition and appreciation of employees hard work and dedication during COVID-19. DISCUSSION: Uniformed/sworn Roanoke County employees within the departments of Police, Fire and Rescue, and Sheriff and employees in the Emergency Communications Center who Page 2 of 3 answer the call of Roanoke County citizens are recommended for bonus as follows: · $3,000 for all Full Time and $1,000 for all regular Part time All other County employees are recommended for bonus as follows: · $1,000 for all Full Time and $250 for all regular Part-Time County employees qualifying for the bonus are further defined as full -time and regular part-time employees who are in an active pay status at the time the bonus is paid. Regular full-time employees are those listed in the Roanoke County Pay Classification Plan. Regular part-time employees are those actively working and recommended by the Department Director. It does not include part-time casuals and temporaries, boards and commissions. Section 15.2-1508 of the Code of Virginia, as amended, authorizes the governing body of any city, county, or town to pay a monetary bonus. The payment of the bonus must be authorized by ordinance. We are required by the Compensation Board to make the Sheriff payment by November 30, 2021, therefore we would like to make this payment to all employees on November 12, 2021. There have been several changes since the first reading held on October 5, 2021. These changes include: an increase in the reimbursement from the Compensation Board by $48,000, an increase in the bonus to Public Safety part -time from $250 to $1,000 and a reduction in the overall funds required by the General Fund by $24,586.13. FISCAL IMPACT The estimated cost to provide a bonus to all employees is approximately $2,094,330.75. Of this amount, approximately $235,311 will be reimbursed by the Compensation Board and appropriated once received, $938,026 will be funded from the balance of funds from Public Safety costs reimbursed from CARES Act, and the remaining funds of $920,993.75 reimbursed from year end funds. Expenses will be paid from current year and reimbursed through an appropriation from year end funds at the December 14, 2021 meeting. See Attachment A and B for details. Funding provided by the Virginia Compensation Board does not represent base salary funding, and consequently is in addition to and does not supplant local salary supplements or any recent local salary increases. Like all funding for salaries and expenses in constitutional offices, Roanoke County will be responsible for paying these expenses, and the Compensation Board will reimburse the majority of the actual expenses. Page 3 of 3 STAFF RECOMMENDATION: Staff recommends approval of the attached ordinance. Attachment A Employees $3,000 Bonus for Police, Fire&Rescue, Sheriff and ECC Full Time Employees $1,000 Bonus for all other Full Time employees $250 Bonus for Regular Part Time employees/$1000 Public Safety Total Cost of payment: Amount Full-time 979 1,314,000$ 541,000$ -$ 1,855,000$ Part-time (all others estimate)246 61,500 61,500 Part-time (Public Safety estimate)29 29,000 29,000 Benefits: Fica Full-time 100,521 41,387 6,923 148,831 Fica Part-time (estimate)- - - Funds available for payment: Compensation Board (estimate)235,311$ -$ -$ 235,311$ General Fund Year End 241,184 582,387 97,423 920,994 General Fund Year End (CARES ACT-Public Safety Reimbursement)938,026 - - 938,026 County of Roanoke Attachment B Expenses 1- Bonus- 58 FT Sworn Sheriff Comp Board Funded ($3,000 each)174,000.00$ FICA 13,311.00 This is the estimated amount the compensation board will reimburse 187,311.00 2- Bonus- Additional cost for 23 FT Sheriff Deputy not meeting comp board criteria ( $3,000 each)69,000.00 FICA 5,278.50 Compensation Board approved an additional estimate of $48,000 74,278.50 3- Bonus- 6 FT Sheriff civilian employees( $1000 each)6,000.00 FICA 459.00 6,459.00 4-Bonus for 134 FT sworn Police Officers ($3,000 each)402,000.00 FICA 30,753.00 432,753.00 5-Bonus for 14 FT Civilian police staff ($1000 each)14,000.00 FICA 1,071.00 15,071.00 6-Bonus for 521 all other employees (civilian Fire and Rescue included) ($1000 each)521,000.00 FICA 39,856.50 560,856.50 7-Bonus for 246 part-time employees ($250 each)-estimate will need to verify with departments 61,500.00 4,704.75 66,204.75 8-Bonus for 187 Fire and Rescue employees ($3,000 each)561,000.00 FICA 42,916.50 603,916.50 9-Bonus for 36 ECC employees ($3,000 each)108,000.00 8,262.00 116,262.00 10-Bonus for 29 part-time Public Safety employees ($1,000 each)-estimate will need to verify with departments 29,000.00 2,218.50 31,218.50 Total 2,094,330.75$ Less compensation board reimbursement-this is an estimate and could be more 235,311.00 Less remaining funds from savings from Public Safety salary reimbursement (CARES)938,026.00 Total County Cost 920,993.75$ County Bonus Pay 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, OCTOBER 19, 2021 ORDINANCE AUTHORIZING EMPLOYEE BONUSES TOTALING $2,094,330.75 FUNDED FROM THE COMPENSATION BOARD, PUBLIC SAFETY SALARY REIMBURSEMENT FROM CARES ACT, AND GENERAL FUND YEAR END WHEREAS, the 2021 General Assembly Special Session II approved the allocation of federal American Rescue Plan Act (ARPA) to the Compensation Board to provide a one-time $3,000 bonus payment for Compensation Board funded sworn sheriffs, sheriffs’ deputies and regional jail officers; and WHEREAS, the Board of Supervisors has agreed to accept the funding from the Compensation Board and pass this one -time bonus to eligible sheriff office positions; and WHEREAS, the Board has identified providing a bonus to all other County employees as a priority in recognition and appreciation of employees ’ hard work and dedication during COVID-19; and WHEREAS, Roanoke County employees have continued to provide stellar service and adapted to new working environments throughout the pandemic; and WHEREAS, to continue to retain and support employees and reward their hard work, it is recommended that General Fund year end funds be used to provide a bonus to County employees; and WHEREAS, it has been proposed that uniformed employees in the departments of Police, Fire and Rescue, and Sheriff, and certain Emergency Communications Center employees receive a $3,000 bonus; and Page 2 of 3 WHEREAS, it has further been proposed that all other full-time County employees receive a $1,000 bonus, that part-time County employees receive a $250 bonus and that certain part-time Public Safety employees receive a $1,000 bonus; and WHEREAS, Section 15.2-1508 of the 1950 Code of Virginia, as amended, authorizes the governing body of any locality to pay monetary bonuses to its officers and employees, and WHEREAS, the Board of Supervisors of Roanoke County deems that it is in its best interests to authorize the payment of the bonuses to recognize the services rendered by County officers and employees during the se difficult economic times; and WHEREAS, the first reading of this ordinance was held on October 5, 2021; and the second reading is scheduled for October 19, 2021 with pa yment of the bonus on the November 12, 2021 paycheck. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. The County Administrator is hereby authorized to pay a bonus to uniformed employees in the departments of Police, Fire and Rescue, and Sheriff and certain Emergency Communications Center (“ECC”) employees as follows: a. Full-time uniformed, sworn public safety employees shall receive $3,000. b. Full-time ECC employees answering calls from citizens shall receive $3,000 Page 3 of 3 c. Part-time uniformed, sworn public safety employees shall receive $1,000. 2. The County Administrator is hereby authorized to pay a bonus to all other Roanoke County officers and employees as follows: a. All other full-time employees shall receive a $1,000 bonus. b. All regular part-time employees shall receive a $250 bonus. 3. County employees qualifying for the above bonuses are further defined as full-time and regular part-time employees who are in active pay status at the time the bonus is paid; it is anticipated that the bonuses will be paid on November 12, 2021. Regular part-time employees are those recommended by their respective department director. Part-time casuals and temporaries, and members of boards and commissions are not eligible for a bonus. Page 1 of 3 ACTION NO. ITEM NO. G.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Ordinance authorizing 1) the conveyance of real property, located at 0 Old Cave Spring Road, (Tax Map No. 076.20 - 03-05.00-0000), 4555 Old Cave Spring Road (Tax Map No. 076.00-03-02.00-0000), 4607 Old Cave Spring Road (Tax Map No. 076.20-03-01.00-0000), 4445 Brambleton Ave. (Tax Map No. 086.08-04-04.00-0000), and 4441 Brambleton Ave. (Tax Map No. 086.08-04-05.00-0000), in the Windsor Hills Magisterial District, to the Roanoke County Economic Development Authority; and 2) The reallocation of funds in the amount of $655,000 from the County’s existing capit al project for the purpose of compensating the Commonwealth of Virginia (Virginia Department of Transportation) to relinquish its easement in such parcels of real property SUBMITTED BY: Jill Loope Director of Economic Development APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE(S): The conveyance of real property located at the intersection of Old Cave Spring Road and Brambleton Avenue to the Roanoke County Economic Development Authority, and the reallocation of funds from the County's capital project account to the general fund in order to compensate the Commonwealth to relinquish its easement in the property. BACKGROUND & DISCUSSION: On December of 2020, the Virginia Department of Transportation ("VDOT") purchased three (3) parcels located at the intersection of Clearbrook Lane and Clearbrook Village lane in the Cave Spring Magisterial District for the purpose of developing its South Roanoke County Transportation Maintenance and Operations Facility. Simultaneously, it was determined that five (5) parcels totaling 2.6218 acres located in the Windsor Hills Page 2 of 3 Magisterial District at the intersection of Old Cave Spring Road and Brambleton Avenue would be vacated upon the opening of the operations facility in Clearbrook. Upon determining that the five (5) parcels would contribute to the economic development goals of the County, the Board of Supervisors, on December 1, 2020, adopted an ordinance approving the acquisition of the parcels, and authorized the execution of a Memorandum of Agreement and a deed. Pursuant to the Memorandum of Agreement, the Board, acquired, by deed, the properties from the Commonwealth (VDOT), and VDOT retained an easement to continue to use the parcels for its public purposes. The Memorandum of Agreement further provided that if and when the Board desires to convey the five (5) parcels to the Roanoke County Economic Development Authority (“EDA”) for the purpose of furthering economic development in Roanoke County, the Parties will execute a new deed with the following provisions: a. The Board will pay the Commonwealth the fair market value of the five (5) parcels, as determined by an independent appraisal at the time of the transaction; b. The Commonwealth’s easement in the parcels will be extinguished; a nd c. The Board will convey fee simple ownership of the parcels to the EDA. It has been proposed that the Board now convey the properties to the EDA, and accordingly compensate VDOT to relinquish its easements in the parcels. An appraisal report, completed September 9, 2021, determined that the market value of the property is $655,000. It is proposed that the Board authorize the reallocation of $655,000 from the Center for Research and Technology (CRT) capital project account for the payment, and that th e Board pay the Commonwealth the $655,000 in order to relinquish its easements in the parcels. The Board will convey the parcels to the EDA. There have been no changes since the first reading on October 5, 2021. FISCAL IMPACT: In order for VDOT to relinquish its easement in the properties, the County will pay the Commonwealth the market value of the properties of $655,000. Funds are available for reallocation in the CRT capital project account and can be replenished from fiscal year 2021 year-end general funds. Page 3 of 3 STAFF RECOMMENDATION: Staff recommends approval of the attached ordinance. After recordation return to: County of Roanoke – Office of the County Attorney 5204 Bernard Drive - 1 - Roanoke, VA 24018 Tax Map No. Address Acreage 0 Old Cave Spring Road 076.20-03-05.00-0000 1.1880 4555 Old Cave Spring Road 076.20-03-02.00-0000 0.2896 4607 Old Cave Spring Road 076.20-03-01.00-0000 0.4818 4445 Brambleton Ave. 086.08-04-04.00-0000 0.1407 4441 Brambleton Ave. 086.08-04-05.00-0000 0.5217 PREPARED BY VDOT UNDER THE SUPERVISION OF THE OFFICE OF THE ATTORNEY GENERAL Roanoke County is exempted from recordation taxes and fees pursuant to §§ 58.1-811 & 17.1-266, Code of Virginia THIS QUITCLAIM DEED, made this _____ day of ____________, 2021, between the COUNTY OF ROANOKE, VIRGINIA, (“GRANTOR”), the ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA, (“GRANTEE”), and the COMMONWEALTH OF VIRGINIA, acting by and through the Commissioner of Highways (“COMMONWEALTH”). WITNESSETH: WHEREAS, pursuant to a QUITCLAIM DEED dated February 23, 2021 (“Exhibit A”), recorded in the land records of the County of Roanoke Circuit Court, the COMMONWELATH conveyed the following parcels (the “Properties”) to the GRANTOR, to be used for public (not commercial) uses, and the COMMONWEALTH retained an easement in each of the Properties to allow the COMMONWEALTH to use the Properties for its public purposes: Tax Map No. Address Acreage 0 Old Cave Spring Road 076.20-03-05.00-0000 1.1880 4555 Old Cave Spring Road 076.20-03-02.00-0000 0.2896 - 2 - 4607 Old Cave Spring Road 076.20-03-01.00-0000 0.4818 4445 Brambleton Ave. 086.08-04-04.00-0000 0.1407 4441 Brambleton Ave. 086.08-04-05.00-0000 0.5217 and; WHEREAS, as set forth in Exhibit A, the COMMONWEALTH and the GRANTOR agreed that if the GRANTOR should at some future time desire to convey the Properties to the GRANTEE for purposes of furthering economic development, that the GRANTOR would pay the COMMONWEALTH the fair market value of the Properties, as determined by an independent appraisal at the time of the transaction, and that the COMMONWEALTH’s easement in the Properties would be extinguished; and WHEREAS, it is now the desire of the GRANTOR to convey the Properties to the GRANTEE. NOW, THEREFORE, for and in consideration of the sum of $655,000.00, which sum is the fair market value of the Properties (an appraisal report, for all of the subject properties collectively, is attached as “Exhibit B,”) receipt of which is hereby acknowledged by the COMMONWEALTH, the COMMONWEALTH’S easement in the following properties is hereby extinguished, as are any restrictions on the use of the property by the GRANTOR or the GRANTEE: Address Tax Map No. Acreage 0 Old Cave Spring Road 076.20-03-05.00-0000 1.1880 4555 Old Cave Spring Road 076.20-03-02.00-0000 0.2896 4607 Old Cave Spring Road 076.20-03-01.00-0000 0.4818 4445 Brambleton Ave. 086.08-04-04.00-0000 0.1407 4441 Brambleton Ave. 086.08-04-05.00-0000 0.5217 - 3 - FURTHER, for and in consideration of the sum of $10.00, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the GRANTOR, the GRANTOR does release, remise and quitclaim unto the GRANTEE all of its right, title and interest in and to the following parcels of land (the “Properties”) and any and all improvements, all of which lie in the Windsor Hills Magisterial District, Roanoke County, Virginia: Address Tax Map No. Acreage 0 Old Cave Spring Road 076.20-03-05.00-0000 1.1880 4555 Old Cave Spring Road 076.20-03-02.00-0000 0.2896 4607 Old Cave Spring Road 076.20-03-01.00-0000 0.4818 4445 Brambleton Ave. 086.08-04-04.00-0000 0.1407 4441 Brambleton Ave. 086.08-04-05.00-0000 0.5217 For a more particular description of the land conveyed here, reference is made to the plat attached to Exhibit A, titled “PLAT SHOWING REMAINING PROPERTY OF COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION” by Randal C. Wright, LS, dated February 11, 2021 (herein referred to as the “Plat”). All or a portion of the said property conveyed here and shown on the Plat may be located within the 100 year flood plain as may be determined by the Federal Emergency Management Agency and may be restricted as to use by zoning ordinances and regulations of the jurisdictions wherein the land lies. It is understood and agreed by and between the Parties hereto, that this conveyance is subject to any right, privilege, easement, condition or restriction encumbering the herein described land, whether located above, upon, or under the surface, either presently in use or of record. (Remainder of page intentionally left blank) - 4 - THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA By:____________________________________ Daniel R. O’Donnell Roanoke County Administrator COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE, to-wit: The foregoing instrument was acknowledged before me this ___ day of _______________ 2021, by Daniel R. O’Donnell, County Administrator for the County of Roanoke, Virginia. Notary Public My commission expires: __________________. Approved as to form: ______________________________ County Attorney - 5 - AGREED TO BY: COMMONWEALTH OF VIRGINIA COMMISSIONER OF HIGHWAYS By: ___________________________________ Lori A. Snider State Right of Way and Utilities Director Department of Transportation COMMONWEALTH OF VIRGINIA CITY OF RICHMOND, to-wit: The foregoing instrument was acknowledged before me this ___ day of _______________ 20_____, by Lori A. Snider, State Right of Way and Utilities Director, Virginia Department of Transportation, who has been authorized to execute same by the Commissioner of Highways. Notary Public My commission expires: __________________. - 6 - ACCEPTED BY: THE ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA _____________________________________ Typed or printed name of signatory _____________________________________________ Title COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE, to wit: The foregoing instrument was acknowledged before me this the ____ day of ______________ 2021, by , Chairman of the Economic Development Authority of the County of Roanoke, Virginia. Notary Public My commission expires: __________________. Page 1 of 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 19, 2021 ORDINANCE AUTHORIZING 1) THE CONVEYANCE OF REAL PROPERTY, LOCATED AT 0 OLD CAVE SPRING RD. (TAX MAP NO. 076.20-03-05.00-0000), 4555 OLD CAVE SPRING RD. (TAX MAP NO. 076.00-03-02.00-0000), 4607 OLD CAVE SPRING RD. (TAX MAP NO. 076.20 -03-01.00-0000), 4445 BRAMBLETON AVE (TAX MAP NO. 086.08-04-04.00-0000), AND 4441 BRAMBLETON AVE. (TAX MAP NO. 086.08-04-05.00-0000), IN THE WINDSOR HILLS MAGISTERIAL DISTRICT, TO THE ROANOKE COUNTY ECONOMIC DEVELOPMENT AUTHORITY; AND 2) THE REALLOCATION OF FUNDS IN THE AMOUNT OF $655,000 FROM THE COUNTY’S EXISTING CAPITAL PROJECT FOR THE PURPOSE OF COMPENSATING THE COMMONWEALTH OF VIRGINIA (VIRGINIA DEPARTMENT OF TRANSPORTATION) TO RELINQUISH ITS EASEMENT IN SUCH PARCELS OF REAL PROPERTY WHEREAS, pursuant to Ordinance 022321-4, and a deed executed on February 23, 2021, the Board acquired the following parcels of real property located in the County of Roanoke (Windsor Hills Magisterial District), at the intersection of Old Cave Spring Road and Brambleton Avenue, which were owned by the Commonwealth: Address Tax Map No. Acreage and; WHEREAS, the above parcels were considered “residue parcels,” by the Commonwealth (hereafter the “Residual Parcels”) as set forth in § 33.2-1009 of the Code of Virginia, which were historically acquired by the Commonwealth’s Page 2 of 4 Commissioner of Highways, incidental to the construction and improvement of public highways, and have been held in the public interest since their acquisition; and WHEREAS, the Residue Parcels have economic-development potential; ownership of them would facilitate access from Old Cave Spring Road to parcel 086.-8- 04-03.00-0000 (4453 Brambleton Avenue), which parcel is 4.3 acres in size, and could provide a desirable location for business; and WHEREAS, pursuant to § 33.2-1010 of the Code of Virginia, the Commissioner of Highways may lease, sell, or exchange such residue parcels of land upon such terms and conditions as in the judgment of the Commissioner of Highways may be in the public interest, provided, however, that the Commissioner of Highways shall not use such parcels for any commercial purpose; upon such sale or exchange, such residue properties must be used for public use; and WHEREAS, in order to ultimately facilitate potential economic development of the Residual Parcels within the confines of Section 33.2 -1010 of the Code of Virginia, the Board, the Roanoke County Economic Development Authority, and the Commonwealth entered into a Memorandum of Understanding, dated February 23, 2021, in which the following arrangement was set forth and agreed upon: A. The Commonwealth agreed to convey, by deed, the Residual Parcels to the County, upon the condition that the Residual Parcels be used for public purposes, including the uses of equipment and material storage and project staging. The Commonwealth will retain an easement in each of the Residual Parcels, enabling the Commonwealth to continue to use the Page 3 of 4 parcels for its public purposes (such a deed was executed on February 23, 2021); and B. If and when the time comes that the County desires to convey the Residual Parcels to the Roanoke County Economic Development Authority (“EDA”) for the purpose of furthering economic development in Roanoke County, the Parties will execute a new deed with the following provisions: a. The County will pay the Commonwealth the fair market value of the Residual Parcels, as determined by an independent appraisal at the time of the transaction (an appraisal has been performed and the fair market value of the properties, collectively, has been determined to be $655,000.00); b. The Commonwealth’s easement in the Residual Parcels will be extinguished; c. The County will convey fee simple ownership of the Residual Parcels to the EDA; and WHEREAS, the Board now desires to convey the Residue Parcels to the Roanoke County Economic Development Authority in order to facilitate development of the parcels; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate interests be accomplished by ordinance; the first reading of this ordinance was held on October 5, 2021, and the second reading and public hearing was held on October 19, 2021. Page 4 of 4 NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, that: 1) The County Administrator, or any Assistant County Administrator, is hereby authorized to execute a deed and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the conveyance of the following real estate to the Roanoke County Economic Development Authority, which deed shall be approved as to form by the County Attorney: Address Tax Map No. Acreage 2) Funds in the amount of $655,000 shall be reallocated from the existing CRT capital project account to be used for the purpose of compensating the Commonwealth of Virginia (Virginia Department of Transportation) to relinquish its easement on such parcels and replenished from fiscal year 2021 year-end savings. 3) This ordinance is effective upon its adoption. 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: October 19, 2021 AGENDA ITEM: Ordinance authorizing the transfer of title to the real estate in the Vinton Business Center from the Roanoke County Board of Supervisors to the Roanoke County Economic Development Authority SUBMITTED BY: Jill Loope Director of Economic Development APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Conveyance of the County's 1/2 interest in the Vinton Business Center properties to the Roanoke County Economic Development Authority. BACKGROUND: The Board of Supervisors and the Vinton Town Council jointly own 71.903 Acres of real estate in the Vinton Business Center; each of the governing bodies owns a 1/2 interest in the parcels, which are being actively marketed for economic development purposes. The Roanoke County Charter requires the Board to authorize the sale of real esta te by the adoption of an ordinance. Adoption of an ordinance requires two readings at two regular meetings. Also, no property shall be sold at public or private sale until a public hearing has been held. These procedural requirements could delay the tra nsfer of real estate to an economic development prospect, and perhaps this delay could jeopardize the overall transaction. It has been the Board’s practice to first convey the property to the EDA. The EDA may then convey the property to an economic development prospect. It has been proposed that both the Board of Supervisors and the Vinton Town Council convey their interests in the Vinton Business Center properties to the EDA. This Page 2 of 2 conveyance to the EDA will shorten the time period involved in concludin g an economic development transaction, while still complying with the statutory procedural requirements. Conveying this real estate to the EDA now will satisfy the initial procedural requirements for any subsequent transaction. This conveyance will allow the County and the EDA to move more quickly to conclude economic development transactions. There have been no changes since the first reading on October 5, 2021. FISCAL IMPACT: This item has no fiscal impact STAFF RECOMMENDATION: Staff recommends that the Board favorably consider the adoption of this ordinance. {00432949.DOCX } 1 Prepared by: Peter S. Lubeck, VSB #71223 County Attorney Office of the County Attorney 5204 Bernard Drive Roanoke, VA 24018 Exemptions claimed: Grantors are exempted from recordation taxes and fees pursuant to §17.1-266, §17.1-279, §58.1-811(A)(3), and §58.1-811(C)(4), Code of Virginia (1950). Parcel Identification Nos. 071.07-03-01.00-0000; 071.07-03-02.00-0000; 071.07-03-03.00-0000; 071.07-03-04.00-0000; 071.11-01-01.00-0000; 071.11-01-01.02-0000; Property Owners: Roanoke County Board of Supervisors and Town of Vinton THIS DEED is made and entered into this ________ day of _______________ 2021, by and between the TOWN OF VINTON, a Virginia municipal corporation, and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, a political subdivision of the Commonwealth of Virginia, (“Grantors”) and the ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA (“EDA”), a political subdivision of the Commonwealth of Virginia (“Grantee”). WITNESSETH: WHEREAS, Grantor Town of Vinton is the owner of one-half (1/2) undivided interest in the six parcels of real estate that are the subject of this Deed (the “Property”), which is commonly known as the Vinton Business Center; and WHEREAS, Grantor Board of Supervisors of Roanoke County is t he owner of the remaining one-half (1/2) undivided interest in the same parcels; and WHEREAS, Grantor Town of Vinton approved the conveyance of its one-half (1/2) undivided interest in the Property by Ordinance adopted on October 19, 2021, following a public hearing; and {00432949.DOCX } 2 WHEREAS, Grantor Board of Supervisors of Roanoke County approved the conveyance of its one-half (1/2) undivided interest in the Property by Ordinance adopted on October 19, 2021, following a public hearing; and WHEREAS, Grantors each have the authority to execute this Deed of Conveyance; and WHEREAS, Grantors each desire to convey their one-half (1/2) undivided interest in the Property, and Grantee desires to receive the conveyance of the Property; NOW, THEREFORE, FOR AND IN CONSIDERATION of the sum of Ten Dollars ($10.00), cash in hand paid by Grantee to Grantors, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Grantors do hereby bargain, sell, grant and convey with General Warranty and Modern English Covenants of Title to Grantee, all of the following lots or parcels of land lying and being in the Vinton Magisterial District, County of Roanoke, Commonwealth of Virginia, and more particularly described as follows: Lot 1 (consisting of 12.16 acres), the Detention Lot (consisting of 11.31 acres), Lot 2 (consisting of 18.53 acres), Lot 4 (consisting of 16.86 acres), Lot 5 (consisting of 8.54 acres), and Lot 6 (consisting of 4.47 acres) as shown on the attached “Exhibit A,” “Plat of Subdivision for Vinton Business Center, Property of Town of Vinton, Virginia, Vinton Magisterial District, The County of Roanoke, Virginia,” dated October 16, 2003, and sealed by David A. Perfater on November 14, 2003, and recorded in the Clerk’s Office of the Circuit Court of Roanoke County, Virginia on November 24, 2003, in Plat Book 27, Page 55 (Instrument Number 200329007), and further identified by the following Tax Parcel ID numbers: {00432949.DOCX } 3 BEING the same property of which the Town of Vinton conveyed a one-half (1/2) undivided interest to the Board of Supervisors of Roanoke County by deed dated December 29, 2006, and recorded in the Clerk’s Office of the Circuit Court of Roanoke County, Virginia on February 6, 2007, as Instrument Number 200701817; AND BEING a part of the same property conveyed to the Town of Vinton by deed from Donald D. McDonald and Sarah M. Wall, Executor and Executrix of the Estate of Carrie B. McDonald, dated December 19, 1986, and recorded in the Deed Book 1251, Page 234, in the Clerk’s Office of the Circuit Court of Roanoke County, Virginia. Grantors covenant and agree that the conveyance by each of them of their one-half (1/2) undivided interest in the Property to Grantee shall not affect their respective obligations under their Agreement dated August 16, 2006, concerning the Vinton Business Center, which Agreement shall remain in full force and effect despite the conveyance of the Property, nor shall it affect any other agreements between them which relate to the Vinton Business Center. This conveyance is made subject to all recorded easements, conditions, reservations, and restrictions now affecting the Property, including, but not limited to, the Vinton Business Center Development Guidelines and Protective Covenants. {00432949.DOCX } 4 Grantee joins this deed acknowledging its acceptance of the aforesaid covenants and its acceptance of the conveyance. WITNESS the following signatures and seals: SIGNATURE PAGES TO FOLLOW. {00432949.DOCX } 5 GRANTOR: TOWN OF VINTON __________________________________________ By: Richard W. Peters, Jr., Town Manager COMMONWEALTH OF VIRGINIA ) COUNTY OF ROANOKE ) to-wit: The foregoing instrument was acknowledged before me this ________ day of ____________________, 2021 by Richard W. Peters, Jr., Town Manager for the Town of Vinton, Virginia. My commission expires: ________________________ __________________________________________ Registration No. __________ Notary Public Approved as to Form: __________________________________ Town Attorney {00432949.DOCX } 6 GRANTOR: BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA __________________________________________ By: Daniel R. O’Donnell, County Administrator COMMONWEALTH OF VIRGINIA ) COUNTY OF ROANOKE ) to-wit: The foregoing instrument was acknowledged before me this ________ day of ____________________, 2021 by Daniel R. O’Donnell, County Administrator for the County of Roanoke, Virginia. My commission expires: ________________________ __________________________________________ Registration No. __________ Notary Public Approved as to Form: __________________________________ County Attorney {00432949.DOCX } 7 GRANTEE: ECONOMIC DEVELOPMENT AUTHORITY OF ROANOKE COUNTY __________________________________________ By: Stephen A. Musselwhite Chairman COMMONWEALTH OF VIRGINIA ) CITY/COUNTY OF _________________ ) to-wit: The foregoing instrument was acknowledged before me this ________ day of ____________________, 2021 by Stephen A. Musselwhite, Chairman for the Economic Development Authority of Roanoke County, Virginia. My commission expires: ________________________ __________________________________________ Registration No. __________ Notary Public {00432949.DOCX } 8 EXHIBIT A 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, OCTOBER 19, 2021 ORDINANCE AUTHORIZING THE TRANSFER OF THE BOARD OF SUPERVISORS’ INTEREST THE TITLE TO THE REAL ESTATE IN THE VINTON BUSINESS CENTER FROM THE ROANOKE COUNTY BOARD OF SUPERVISORS TO THE ROANOKE COUNTY ECONOMIC DEVELOPMENT AUTHORITY WHEREAS, the Board of Supervisors and the Town of Vinton each own one -half (1/2) undivided interest in six parcels of real estate that are located in the Vinton Business Park. Specifically, the parcels (the “Properties”) are: Tax Map No. Lot No. Acreage and WHEREAS, the Board and the Town of Vinton, on August 16, 2006, entered an agreement that sets forth their respective obligations regarding the Properties; and WHEREAS, Properties in the Vinton Business Park are actively being marketed for economic development purposes; and WHEREAS, it has been proposed that both the Board of Supervisors and the Town of Vinton convey their interests in the above properties to the Roanoke County Economic Development Authority (“EDA”) in order to facilitate future conveyance of the properties to interested purchasers; and WHEREAS, the Town of Vinton is in agreement with this proposal. However, the Board and Town desire for their respective obligations under the August 16, 2006 Page 2 of 3 Agreement to remain in full force and effect, despite a potential conveyance of the Properties to the EDA; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition and disposition of real estate interests be accomplished by ordinance; the first reading of this ordinance was held on October 5, 2021, and the second reading and public hearing were held on October 19, 2021. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, that: 1) The County Administrator, or any Assistant County Administrator, is hereby authorized to execute a deed and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the conveyance of the Board’s one-half (1/2) undivided interest in the following real estate in the Vinton Business Park to the Roanoke County Economic Development Authority, which deed shall be approved as to form by the County Attorney: Tax Map No. Lot No. Acreage 2) Pursuant to the provisions of the draft deed, the Board and the Town of Vinton agree that they conveyance by each of them of their one -half (1/2) undivided interest in the property to the EDA shall not affect their respective obligations under their Agreement dated August 16, 2006, concerning the Vinton Business Page 3 of 3 Center, which Agreement shall remain in full force and effect despite conveyance of the Property, nor shall it affect any other agreements between them which relate to the Vinton Business Center. 3) This ordinance is effective upon its adoption. Page 1 of 2 ACTION NO. ITEM NO. H.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Appointments to Committees, Commissions and Boa rds SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Open district appointments BACKGROUND: 1. Library Board (appointed by District) The following District appointments remain open: Cave Spring Magisterial District Vinton Magisterial District 2. 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. Page 2 of 2 There is also one open Windsor Hills Magisterial District appointee. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 19, 2021 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- 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 October 19, 2021, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 2 inclusive, as follows: 1. Designation of voting delegate to the Virginia Association of Counties (VACo) Conference to be held November 14-16, 2021 2. Request to accept and approve recommended changes to the Comprehensive Financial Policy Page 1 of 1 ACTION NO. ITEM NO. I-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Designation of voting delegate to the Virginia Association of Counties (VACo) Conference to be held November 14-16, 2021 SUBMITTED BY: Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Designation of voting delegate to VACo BACKGROUND: The Virginia Association of Counties' (VACo) annual conference will be held November 14-16, 2021. They have requested that each county designate a representative of its Board of Supervisors as well as an alternate to cast its votes at the annual business meeting on Tuesday, November 6, 2021. The voting credentials form must be submitted to VACo by November 1, 2021. DISCUSSION: Supervisor Phil C. North will be attending the conference and it is recommended that he be appointed as Roanoke County's voting representative for 2021. Additionally, it is recommended that Supervisor Martha B. Hooker, be designated as the alternate as she will also be attending. FISCAL IMPACT: There is no fiscal impact associated with this Board action. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends appointing Phil C. North and Martha B. Hooker as the voting representatives for 2021. Page 2 of 2 Page 1 of 3 ACTION NO. ITEM NO. I.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Request to accept and approve recommended changes to the Comprehensive Financial Policy SUBMITTED BY: Rebecca Owens Assistant County Administrator APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Acceptance of changes to the Comprehensive Financial Policy BACKGROUND: The Comprehensive Annual Financial Policy requires an annual review. Meetings were held with the Board of Supervisors to discuss recommended changes and updates to the policy. The purpose of the policy changes is to better document in policy the practice that has occurred while ensuring adherence to the Code of Virginia. In addition, more flexibility is offered to the Schools to include transfers to the Fleet Replacement and the Technology Replacement as an option for year end appropriation. DISCUSSION: As reviewed and discussed at the meetings, 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 February 23, 2021 to October 19, 2021 Page 2 of 3 · Section 7 (Debt Management), paragraph 3(A) (Guidelines for Issuing Debt): deleted fiscal year 2022 (Schools) and added fiscal year 2032 (County) · Section 7 (Debt Management), paragraph 4A (Funding Sources for the Debt Payment Reserve Fund): added fiscal year 2030-31 and fiscal year2031-32 for County and School incremental contribution · Section 10 (Reserves), paragraph 6 (Roanoke County Public Schools Reserves and Year End Allocation) --added/update language as follows - A. Added "[p]ursuant to § 22.1-100 of the Code of Virginia, at the end of each fiscal year, all unexpended sums derived from the Board of Supervisors shall revert back to the funds of the Board of Supervisors. The Board of Supervisors anticipates re-appropriating such funds back to the School Board as follows:" B (a) Changed "unappropriated balance" to "emergency contingency" (b) Added "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) Added "[f]or the remaining balance of all unexpended appropriations after funding the emergency contingency and outstanding encumbrances, the School Board shall prepare a proposal, for the Board of Supervisors' consideration for which unexpended funds to be reappropriated for purposes limited to the following:" (i) Added language to require that at least 50% of the funds will be allocated for Major capital projects, (v) Added language to provide flexibility to contribute to fleet replacements and (vi) Added language to provide flexibility to contribute to technology replacements. Other categories of minor capital projects, capital maintenance, school safety and security and/or Comprehensive Services Act reserves remain unchanged. Once approved, the policy change will be effective October 19, 2021, and it is anticipated that the Schools will bring a first reading of an ordinance for the School June 30, 2021, year end proposal at the Board of Supervisor meeting on November 17, 2021. Page 3 of 3 FISCAL IMPACT: There is no impact to the current fiscal year budget related to the proposed changes to the Comprehensive Annual 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 19, 2021 Daniel R. O’Donnell 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 19, 2021 Daniel R. O’Donnell County Administrator COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 3 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell 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 4 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell 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 F unds, Schools and Internal Service Funds shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board five ordinances providing appropriations for County and Schools operating, capital, and transfers. These ordinances will include: 1. 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. An ordinance appropriating funds for the Schools’ fiscal year operations budget. 5. An ordinance appropriating funds for the Schools’ fiscal year capital budget. D. The Board does not legally adopt budgets in instance s where the County acts as fiscal agent for trust and agency funds. 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced Capital Budget in January and a balanced Operating Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for both the County and the Schools in May for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenue s. 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 5 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell 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 fo r 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 op erational 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 6 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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. 4. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need. The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment. Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population - Population numbers published in the statistical section of the Roanoke County Comprehensive Annual Financial Report (County CAFR). 2. Student enrollment - Average Daily Membership (ADM) published in the statistical section of the Roanoke County Schools Comprehensive Annual Financial Report (School CAFR) and the Budget and Salary Scales (adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease) in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget net taxes. This percent is then applied to the projected County revenues for total general property taxes and total other local taxes as published in the Roanoke County Annual Financial Plan (General Fund Summary of Revenue). 2. 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 7 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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. 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 annu al 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 8 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator fund through the Annual Operating and Capital Budget Ordinances must be approved by the Board as a supplemental budget appropriation. Language governing expenditure budget transfers will be reviewed by staff and approved by the Board on an annual basis. 8. Revenue and Expenditure Forecasting 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 includ e 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; COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 9 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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”. 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 deficienc ies. 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, incl uding 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- COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 10 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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 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. Debt issuances are limited to $12 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County in, FY2023, FY 2026, FY 2029, and FY 2032; to the Schools, FY 2024, FY 2025, FY 2027, FY 2028, FY 2030 and FY 2031. Effective with capital projects appropriated on or after July 1, 2018 (FY 2019), bond funding may be “banked” for purposes of accumulating bonding capacity where project costs exceed the $12 million limit. B. The County will not use short-term borrowing to finance operating needs, except in instances as described under “Revenue Anticipation Notes”. C. Long-term debt will be used in compliance with all aspects of the debt policy. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 11 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator D. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. No bonds greater than twenty (20) years will be issued. E. Each project proposed for financing through debt issuance will have a multi -year analysis 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. 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 Reserve Fund A. Annual contributions to the Debt Payment Reserve Fund shall total $8.2 million from the following sources: $4.2 million from County sources, $2.2 million from School sources, and $1.8 million from expired Economic Development incentives. In addition, both the County and the Schools will add an incremental $200,000 each year starting July 1, 2020. Changes in debt service payments beneficial to the fund shall be retained by the Fund. Contributions will be accounted for in the Debt Payment Reserve Fund. Schools and County Incremental Contribution: 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 2027-202 8 200,000 3,800,000 3,800,000 20 28-2029 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 B. The Debt Payment Reserve Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 12 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell 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 Comprehensive Annual Financial Report (CAFR). 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 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 capital projects or other properly approved projects. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 13 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell 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. 3. VPSA Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream, or issuance through the Virginia Resources Authority. B. If applicable, the bonds will include written covenants, which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 5. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures. 6. Moral Obligation Debt A. The County may enter into leases, contracts, or other agreements with other public bodies, which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. B. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. C. While such moral obligation support does not affect the debt limit of the County, the 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 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 14 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator various debt obligations. The rating agencies will be kept abreast of the County’s financial condition by providing them with the County’s Comprehensive Annual Financial Report (CAFR) and the Operating and Capital Improvement Program Budget. 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals to be selected through a competitive process. The finance professionals will include, but may not be limited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt, diverse financial structuring, and pricing municipal securities. 10. Post-Issuance Compliance A. The Director of Finance will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. 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 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 15 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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 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: 1. To the extent the contingency falls below the established policy, the contingency will be restored to that level within two fiscal years. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 16 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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 Children’s Services 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 17 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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 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 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported (IBNR) claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary rate adjustment has been made to restore minimum Health Insurance Fund Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement “pay-as-you-go” capital expenditures or other nonrecurring expenditures with Board approval. B. Dental Insurance (Fund C705) COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 18 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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 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 Board of Supervisors shall revert back to the funds of the Board of Supervisors. 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 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; COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 19 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator c. For the remaining balance of all unexpended School Operating Fund 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 Co unty 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 1. Responsible Department The Department of Finance and Management Services are responsible for the administration of this policy. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 20 OF 20 EFFECTIVE DATE October 19, 2021 Daniel R. O’Donnell County Administrator 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 1 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 2 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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 3 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell 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 4 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell 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 F unds, Schools and Internal Service Funds shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board five ordinances providing appropriations for County and Schools operating, capital, and transfers. These ordinances will include: 1. 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. An ordinance appropriating funds for the Schools’ fiscal year operations budget. 5. An ordinance appropriating funds for the Schools’ fiscal year capital budget. D. The Board does not legally adopt budgets in instance s where the County acts as fiscal agent for trust and agency funds. 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced Capital Budget in January and a balanced Operating Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for both the County and the Schools in May for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenue s. 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 5 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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. 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 fo r 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 op erational costs, indirect COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 6 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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. 4. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need. The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment. Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population - Population numbers published in the statistical section of the Roanoke County Comprehensive Annual Financial Report (County CAFR). 2. Student enrollment - Average Daily Membership (ADM) published in the statistical section of the Roanoke County Schools Comprehensive Annual Financial Report (School CAFR) and the Budget and Salary Scales (adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease) in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget net taxes. This percent is then applied to the projected County revenues for total general property taxes and total other local taxes as published in the Roanoke County Annual Financial Plan (General Fund Summary of Revenue). COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 7 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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. 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 annu al 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 8 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator through the budget appropriation process. The use of these funds require approval of the Board of Supervisors. 7. Expenditure Budget Transfers Language is included in the annual Operating and Capital Budget Ordinances providing the County Administrator, or his/her designee, the authority to transfer funds within and between appropriation functions. Amendments impacting the level of budget authority established by fund through the Annual Operating and Capital Budget Ordinances must be approved by the Board as a supplemental budget appropriation. Language governing expenditure budget transfers will be reviewed by staff and approved by the Board on an annual basis. 8. Revenue and Expenditure Forecasting 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 9 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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 includ e 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”. 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 deficienc ies. 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 10 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator Section 6 – “Pay-as-you-go” Financing 1. A number of options are available for financing the Capital Improvement Program, incl uding 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 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. Debt issuances are limited to $12 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County in, FY2023, FY 2026, andFY 2029, and FY 20292032; to the Schools, FY 2022, FY 2024, COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 11 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator FY 2025, FY 2027, FY 2028, FY 2030 and FY 2031. Effective with capital projects appropriated on or after July 1, 2018 (FY 2019), bond funding may be “banked” for purposes of accumulating bonding capacity where project costs exceed the $12 million limit. B. The County will not use short-term borrowing to finance operating needs, except in instances as described under “Revenue Anticipation Notes”. C. Long-term debt will be used in compliance with all aspects of the debt policy. D. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. No bonds greater than twenty (20) years will be issued. E. Each project proposed for financing through debt issuance will have a multi -year analysis 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. 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 Reserve Fund A. Annual contributions to the Debt Payment Reserve Fund shall total $8.2 million from the following sources: $4.2 million from County sources, $2.2 million from School sources, and $1.8 million from expired Economic Development incentives. In addition, both the County and the Schools will add an incremental $200,000 each year starting July 1, 2020. Changes in debt service payments beneficial to the fund shall be retained by the Fund. Contributions will be accounted for in the Debt Payment Reserve Fund. Schools and County Incremental Contribution: 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 2027-202 8 200,000 3,800,000 3,800,000 20 28-2029 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 12 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator B. The Debt Payment Reserve Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. C. Funding in the amount of $1 million from the County and $1 million from the Schools will continue for the Capital Maintenance Programs and be included in the Capital Improvement Program. Section 8 – Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal 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 Comprehensive Annual Financial Report (CAFR). 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 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. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 13 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 2. General Obligation Bonds A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue General Obligation (GO) Debt with no limit on the amount of GO Debt that a County may issue. The County may issue GO Debt for capital projects or other properly approved projects. B. All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum, with the exception of Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans, which do not need approval by referendum. 3. VPSA Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream, or issuance through the Virginia Resources Authority. B. If applicable, the bonds will include written covenants, which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 5. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures. 6. Moral Obligation Debt A. The County may enter into leases, contracts, or other agreements with other public bodies, which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. B. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 14 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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 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 fina ncial condition by providing them with the County’s Comprehensive Annual Financial Report (CAFR) and the Operating and Capital Improvement Program Budget. 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals to be selected through a competitive process. The finance professionals will include, but may not be limited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt, diverse financial structuring, and pricing municipal securities. 10. Post-Issuance Compliance A. The Director of Finance will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 15 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner B. The Director of Finance may consult with bond counsel, financial advisors or other professionals as deemed appropriate to meet the post -issuance compliance requirements. Section 10 – Reserves 1. General Government Fund A. 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 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 16 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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: 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 Children’s Services COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 17 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 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 annual basis, County staff s hall 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 18 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported (IBNR) claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary rate adjustment has been made to restore minimum Health Insurance Fund Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above 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 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 COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 19 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell County Administrator A. Pursuant to § 22.1-100 of the Code of Virginia, at the end of each fiscal year, all unexpended sums derived from the Board of Supervisors shall revert back to the funds of the Board of Supervisors. The Board of Supervisors anticipates re -appropriating such funds back to the School Board as follows: B. A.a. Roanoke County Public Schools will maintain a $2 million unappropriated balanceemergency 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 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 Fund appropriations remaining at the end of the year will not lapse butafter funding the emergency contingency and outstanding encumbrances, the School Board shall be appropriated to the Schools and used for 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 Capitalcapital projects, Minor Capital (it is expected that at least 50% of the funds will be allocated for such projects, ), ii. Minor capital projects, iii. Capital Maintenance Program, maintenance, iv. School Safety and Security,safety and/ security, v. Fleet replacements, vi. Technology replacements, and/ or B.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 Co unty maintains cash and temporary investments in several investment portfolios. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number PAGE 20 OF 20 EFFECTIVE DATE February 23October 19, 2021 Daniel R. O’Donnell 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 are 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. Changes in outstanding debt for the fiscal year to date were as follows: Unaudited Outstanding Outstanding June 30, 2021 Additions Deletions October 19, 2021 VPSA School Bonds 74,515,490$ -$ 8,552,438$ 65,963,052$ Lease Revenue Bonds 77,530,000 - 3,630,000 73,900,000 Subtotal 152,045,490 - 12,182,438 139,863,052 Premiums 10,777,149 - - 10,777,149 162,822,639$ -$ 12,182,438$ 150,640,201$ Submitted By Laurie L. Gearheart Director of Finance and Management Services Approved By Daniel R. O'Donnell County Administrator ACTION NO. _______________ ITEM NO. __________________ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Accounts Paid – September 2021 SUBMITTED BY: Laurie L. Gearheart Director of Finance and Management Services APPROVED BY: Daniel R. O’Donnell County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Direct Deposit Checks Total Payments to Vendors -$ -$ 14,215,777.26$ Payroll 09/03/21 1,468,036.12 26,547.85 1,494,583.97 Payroll 09/17/21 1,570,175.93 14,150.92 1,584,326.85 Manual Checks - 668.91 668.91 Grand Total 17,295,356.99$ A detailed listing of the payments to vendors is on file with the Clerk to the Board of Supervisors. Page 1 of 2 ACTION NO. ITEM NO. L.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Work session to review with the Board of Supervisors the status of the County of Roanoke's Capital Improvement Program (CIP) projects SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Provide the Board of Supervisors a summary status of completed and active capital projects as required by the Comprehensive Financial Policy BACKGROUND: Per Section 5-4 of the County of Roanoke's Comprehensive Financial Policy, County staff will provide a summary status of completed and active capital projects in October of each year. This presentation provides an overview of the status and financial information of capital projects included in the Capital Improvement Program, along with information regarding the County's Fleet and Equipment Replacement and Capital Maintenance Programs. DISCUSSION: The presentation will provide information on recently completed and active capital projects and information on the County’s Fleet and Equipment Replacement Program. Financial information included is through fiscal year ending June 30, 2021, which is preliminary and unaudited. Additional information to be provided to the Board of Supervisors at the meeting includes a budget and financial status of Capital Maintenance Program (CMP ) for Page 2 of 2 General Services, Parks, Recreation and Tourism. FISCAL IMPACT: There is no fiscal impact associated with the receipt of the presentation. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding the status of projects within the County's Capital Improvement Program. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 1 Recently Completed Projects Public Safety Jail Control Room & Security Cameras Sheriff’s Office  The Jail Control Room and Security Camera Upgrade project, funded in FY 2019, has replaced 135 obsolete analog cameras with internet protocol (IP) cameras while upgrading the control room’s touch screen security system.  Work began on the Control Room upgrade in August 2019.  The new control room has been in use since last fall, and final purchases are complete. General District Court Renovations General District Court and General Services  Funded in FY 2019, courtrooms 1 & 2 were renovated. New carpet, paint, refinishing of audience benches, judge benches, lighting improvements, and audio system upgrade.  These courtrooms had not been updated since the courthouse was constructed in 1985 other than carpet and paint 15 years ago.  General District Court staff are in the process of selecting furniture from the remaining balance of available funds. Community Services Restoration of Wolf Creek in Goode Park Development Services  This project is a part of the NPDES - MS4 BMP Construction Program. This project will protect and enhance the Wolf Creek Greenway, and reduce sediment erosion to improve water quality.  The project will improve approximately 1,200 linear feet of Wolf Creek.  State funding from the Stormwater Local Assistance Fund (SLAF) was utilized for 50% of the project costs.  Construction bids were received on September 25, 2020. Construction was completed in summer of 2021. Human Services Electronic Pollbook Replacement Elections/Registrar  The Board of Supervisors allocated $150,000 from FY 2019 year-end funds to replace electronic pollbooks ahead of the November 2020 Federal and Presidential election.  Since allocating funds for the project, the Department of Elections established new security standards, which are required to be in place for all election equipment in use in the Commonwealth.  The vendor was delayed due to meeting these new security standards put into place.  New pollbooks arrived in October 2020 and were in place for the 2020 Presidential election in November. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 2 Explore Park Parks, Recreation & Tourism  This project provides funds for the development of Explore Park infrastructure and implementation of the Explore Park Adventure Plan. It provides the necessary park infrastructure to support park operations for citizens and to market the facility for economic development.  The first phase of the project funds water and sewer connections, design of internal park water and sewer systems, design of the road system, bike skills park, building repairs, land studies, broadband connections, land purchase, and road paving.  This project goal is to complete the infrastructure necessary at Explore Park to allow it to serve as a regional destination for outdoor recreation.  The cabin campground, water & sewer lines, lift station, Treetop Quest and building demolition have been completed. All park buildings are operating on public water and sewer. Active Projects by Functional Team Public Safety Digital Microwave Ring Replacement Communications & Information Technology  The Digital Microwave Ring Replacement project, with funding scheduled from FY 2019 through FY 2021, replaces the County’s 14 Microwave Radios, which have been in service since 2006. This project will also include an additional Microwave link, to include spare radios.  The rings currently in use met their anticipated end-of-life date in 2017 and are no longer compatible with the newest operating and flash port software.  Replacement is under way and is expected to be completed in FY 2022. Public Safety Communications Infrastructure Communications & Information Technology  The Public Safety Communications Infrastructure project replaces the current mountaintop routers located at all of the Roanoke Valley Radio System sites. The vendor has provided an end of life date of 2021 to the equipment currently used, which has been in use for 12 years. New routers will be computer based and compatible with commercial communication devices.  This project was funded in FY 2021, which coincides with the Digital Microwave Ring Upgrade project. Completing these projects together provides for a more efficient and seamless upgrade to the overall connectivity of public safety radio system sites.  Installation is under way and is expected to be completed in FY 2022. Ballistic Body Armor Fire & Rescue  Project purchases ballistic body armor for all Fire and Rescue personnel to include vests and helmets along with tactical emergency medical equipment for the treatment and transport of patients during an active shooter/intentional mass casualty incident.  Due to the COVID-19 pandemic, the vendor’s production of body armor was halted to focus on PPE for healthcare providers. All products are ordered and are anticipated to be delivered and operational before the end of the current fiscal year. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 3 Diesel Exhaust Removal System Fire & Rescue  The Diesel Exhaust Removal System project installs emission capture equipment in approximately sixty apparatus bays to capture diesel emissions. This project mounts exhaust filtration equipment to capture these emissions.  Most fire apparatus and emergency response vehicles run on diesel fuel. The exhaust from these vehicles is expelled directly into the station bays. An apparatus-mounted exhaust filtration device will capture these emissions resulting in a cleaner environment.  As of September 15, 2021, all fire and rescue stations have diesel exhaust removal systems installed, except for Fire Station #3, which will be completed before the end of FY 2022. Community Services Fallowater Lane Extension Planning  The Fallowater Lane Extension project will reconstruct an existing private commercial drive to create a new public street to improve access for future development in the area designated as “The Ridges” as recommended by the 419 Town Center Plan.  The County is administering the Preliminary Engineering and Construction phases, while VDOT is administering the Right-of-Way phase.  Additional VDOT Revenue Sharing funds were requested in October 2019 to eliminate the estimated project deficit. The Commonwealth Transportation Board has not yet awarded these funds due to anticipated State budget reductions as a result of COVID-19.  Construction is underway and is anticipated to be complete by Spring 2022. Plantation Road, Phase II Planning  The Plantation Road Project Phase II continues pedestrian accommodations from the first phase of the project with sidewalk, curb and gutter extending from the Walrond Drive intersection to the Gander Way/Friendship Lane intersection. The Walrond Drive intersection will be realigned and pedestrian signals and crosswalks will be added to the Plantation Road/Gander Way/Friendship Lane traffic signal.  This project is County administered. Construction is underway and anticipated to be completed in Spring 2022. Williamson Road Pedestrian Improvements Planning  The Williamson Road Pedestrian Improvement project will construct sidewalks along the north side of Williamson Road between Peters Creek Road and Plantation Road.  This project will complete a vital missing link in the pedestrian network between existing and planned accommodations in the Hollins area.  The Preliminary Engineering phase is underway and the construction phase is likely to occur in FY 2023. VDOT is administering this project. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 4 Buck Mountain Road and Starkey Road Intersection Improvements Planning  The Buck Mountain Road and Starkey Road Intersection Improvements project anticipates replacing the existing “T” intersection with a roundabout. The need for this improvement project is based on a Traffic Analysis Report conducted by VDOT.  This project is VDOT administered and the Right-of-Way phase is underway.  SMART SCALE funding ($2.6 million) was awarded in 2021 to eliminate the project deficit. Construction is anticipated in FY 2023. NDPES – Leachate Management System Development Services  This project funds the replacement of the existing leachate management system for the closed Dixie Caverns Landfill.  Obtaining a discharge permit from the DEQ is not financially feasible due to additional treatment requirements. However, the WVWA has improved their downstream system, which has lessened the need for an immediate system upgrade. Therefore, the County will continue to operate the existing system with some minor upgrades to allow the ability for remote operation monitoring. NDPES – MS4 BMP Construction Development Services  This program funds capital projects to improve water quality in streams to meet state requirements. The department is currently evaluating options for future grant applications to the state Stormwater Local Assistance Fund (SLAF). Roanoke County Broadband Initiative Economic Development  The Roanoke Valley Broadband Authority (RVBA) now has approximately 100 miles of network fiber that traverses the region. Approximately 35 of those miles cross through Roanoke County and serve our local organizations in healthcare, government, and non-profit sectors.  Construction of the core fiber network in the County was completed in October 2017. Annual funding remains in the CIP to support debt service payments for the financing of the project.  In FY 2019, the RVBA expanded its local Roanoke County network from the County’s Center for Research and Technology (CRT) to the Western Virginia Regional Jail and then beyond to the Western Virginia Water Authority’s Spring Hollow Reservoir facility. Woodhaven Property Acquisition & Improvements Economic Development  This project creates a 100+ acre business park, which will be owned and developed by the Western Virginia Regional Industrial Facility Authority (WVRIFA).  The project aims to increase the amount of marketable property in the Roanoke Valley available for business development. The specific goal was to create new large parcels in the 50-100 acres size range, due to consistent prospect interest in larger sites.  Additional property (2 acres) was acquired and rezoned in 2019/2020 to improve the development. Water and sewer utilities were extended into the property in FY 2020. Grading of a 20-acre pad (of a designed and permitted 53-acre pad) is 90% complete. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 5 Rural Broadband Initiative Communications & Information Technology  The Rural Broadband Initiative project improves communication and data technology in both the business sector and in residential settings.  The County collected survey data to identify areas where citizens either do not have or have inadequate internet service. The survey results showed that more than 32% of Roanoke County households in the targeted areas were considered unserved or under-served by the FCC's minimum standards.  Completed projects have brought high-speed Internet access to 87 residents and some businesses. By November of 2022, this project will make services available to approximately 317 addresses and 26 businesses. Many addresses will receive service much sooner. Human Services East Roanoke River Greenway Parks, Recreation & Tourism  The extension of the Roanoke River Greenway from Roanoke City to Explore Park will add approximately 5 miles to the Roanoke Valley greenway network. The entire project is broken into three sections and is funded through various federal and state funding programs.  The scope of the Roanoke River Greenway proposed between Roanoke City and the Blue Ridge Parkway have been reduced to 1-mile on the western and eastern termini where right-of-way has been secured.  Construction is anticipated between 2022 and 2024. Mount Pleasant Library Improvements Libraries and General Services  In 2011, Roanoke County purchased the Mount Pleasant Library after leasing it for 2 years.  Initially this project was funded to renovate the facility including updated restrooms, windows, flooring, and upgrading shelving and furniture.  Prior to beginning any design work for potential renovations for the building, the County initiated a due diligence process to determine the feasibility of the septic system for both the short term and for any such changes that would impact the system.  It was determined that the existing septic system has reached the end of its useful life and per the Health Department will not support any added fixtures.  The Western Virginia Water Authority has provided an estimate to connect to public sewer.  Engineering plans have been drawn to address septic issues. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 6 Internal Services Global HR: Human Resources and Payroll Modules Human Resources and Finance & Management Services  Roanoke County, Roanoke County Public Schools, and the Western Virginia Regional Jail began a joint project in September of 2018 to implement Infor's Global Human Resources platform and to migrate the existing Lawson payroll system to Infor's CloudSuite platform.  Phase I of the project implemented the base HR system and integration of the HR system with the Lawson payroll system. This phase provided employees with a new Employee Space employee portal. Implementation for this phase occurred in March 2020.  The COVID-19 pandemic delayed progress on Phase II to implement Performance and Goals and Talent Acquisition, which are now planned to be completed during FY 2022. Dynamics D365 Upgrade Finance & Management Services  The Dynamics D365 Upgrade Project, upgraded the integrated financial system for the County, Roanoke County Public Schools and the entities for whom the County serves as fiscal agent.  The Finance Department went live with Microsoft Dynamics AX 2012 as the County’s integrated financial system platform in July of 2016. Microsoft will no longer support the County’s current platform starting in October 2021. This project focused on the upgrade of Dynamics AX 2012 to the next generation of the Dynamics platform, D365.  This project began in September 2020 and the upgrade was implemented in Spring 2021. Public Service Center Facility Replacement General Services  The Public Service Center Facility Replacement Project began in FY 2017 with the completion of a Building Planning Study.  In FY 2018, County contracted for the acquisition of property to facilitate expansion of Fleet Service Center. In FY 2019, Architectural and Engineering design services for Phase I were contracted and commenced.  Construction of Phase I of the project is expected to conclude in January 2023. Phase I includes expansion of the existing Fleet Services Center for all General Services department functions, renovation of a section of the facility adjacent to the Fleet Service Center for relocation of the Communications Shop and site management functions for Communications & Information Technology, utilization of the existing site not located within the flood plain for Stormwater Operations, and the relocation a district shop for the Parks, Recreation, and Tourism Department to Green Hill Park.  In FY 2020, the County purchased two additional properties on Hollins Road for the future relocation of Parks, Recreation and Tourism offices and warehouse needs as Phase II of the project. Phase II is currently anticipated to commence in FY 2023.  Phase II internal discussions and planning will begin in late 2022. Architectural and Engineering services are anticipated to commence in July 2022. Attachment A: Status of Capital Projects Board of Supervisors Work Session October 19, 2021 7 Bent Mountain Community Center General Services  The priority is to address the replacement and repair work necessary for the roof as the condition of all of the flat roof sections is critical.  Phase I of this project will address the significant roofing issues related to the building. The design work has been completed, and approval has been provided by the Commonwealth of Virginia Department of Historic Resources.  A subsequent Phase II for the project will prioritize design and construction needs with remaining project funding. Part of the Phase II portion of the project has been to replace the HVAC system in the Center, which is scheduled to be completed in FY 2022. C o u n t y o f R o a n o k e , V i r g i n i a Appendix D – VDOT Transportation Projects Capital Improvement Program FY 2022 – FY 2031 County of Roanoke, Virginia FY 2022 – FY 2031 Adopted Capital Improvement Program VDOT Transportation Projects A number of projects within the FY 2022 – FY 2031 Capital Improvement Program (CIP) receive funding from and/or are administered by the Virginia Department of Transportation . Details on VDOT Transportation Projects in the CIP can be found below. Project Name:Plantation Road Bicycle, Pedestrian and Streetscape Improvement, Phase II Funding Sources:VDOT UPC:111366 Project Status: Roanoke County CIP $200,000 Administered By:Roanoke County Preliminary Engineering Complete SMART SCALE 4 $2,092,142 County-Funded Portion:8.73%Right of Way Complete Total Project Estimate:$2,292,142 Construction Under Construction Project Description: Project Name:Fallowater Lane Extension Funding Sources:VDOT UPC:112304 Project Status: County Revenue Sharing $1,422,297 Administered By:Roanoke County Preliminary Engineering Complete VDOT Revenue Sharing1 $1,422,297 County-Funded Portion:32.77%Right of Way Complete SSYP5 $1,495,521 Construction Under Construction Total Project Estimate: Project Description: Construct sidewalk, curb, gutter, drainage systems between Walrond Drive and Gander Way on the west side of Plantation. Add pedestrian signals and continental crosswalks to the Gander Way/Friendship Lane traffic signal. The Walrond Drive/Plantation Road intersection will be widened and realigned to provide a turn lane and improve sight distance for drivers turning out of Walrond Drive. $4,340,115 Beginning at Route 419, this project upgrades the private driveway of Chuck E. Cheese to public road standards and constructs a new section between the end of the private driveway and Almond Road, an existing private road. Almond Road will be rebuilt to public standards to the intersection of Chevy Road, an existing public road. Page 153 of 158 Attachment B C o u n t y o f R o a n o k e , V i r g i n i a Appendix D – VDOT Transportation Projects Capital Improvement Program FY 2022 – FY 2031 Project Name:West Main Street Pedestrian Improvements, Phase 2 Funding Sources:VDOT UPC:108882 Project Status: County Revenue Sharing $67,000 Administered By:VDOT Preliminary Engineering Complete VDOT Revenue Sharing1 $67,000 County-Funded Portion:6.46%Right of Way Complete SMART SCALE 4 $902,699 Construction Summer 2021 Total Project Estimate:$1,036,699 Project Description: Project Name:Huffman Lane Reconstruction (Construction Only) Funding Sources:VDOT UPC:112665 Project Status: County Revenue Sharing $50,000 Administered By:VDOT Preliminary Engineering N/A VDOT Revenue Sharing1 $50,000 County-Funded Portion:50.00%Right of Way N/A Total Project Estimate:$100,000 Construction Late 2021 Project Description: Project Name:East Roanoke River Greenway - Water Treatment Plant to Blue Ridge Parkway Funding Sources:VDOT UPC:91191 Project Status: County Match $193,250 Administered By:Roanoke County Preliminary Engineering Complete TE/TAP 2 $773,000 County-Funded Portion:2.80%Right of Way Underway RSTP/STBG3 $5,857,840 Construction Anticipated in FY 2022 Local Funds $81,312 Total Project Estimate:$6,905,402 Project Description: Reconstruct 0.1 miles of Huffman Lane and construct a turnaround. Project scope has been reduced due to right-of-way acquisition issues. Construction of a 0.50-mile section of the greenway from Roanoke City across properties owned by the Western Virginia Water Authority and AEP. Construction of a 0.50-mile section of the greenway across Explore Park property owned by the Virginia Recreational Facilities Authority adjacent to the Blue Ridge Parkway. A trailhead/parking lot is proposed on Highland Road. Provide sidewalk between the City of Salem and Technology Drive at Valley Tech Park with pedestrian signals and crosswalks at Daugherty Road and Alleghany Drive. Page 154 of 158 Attachment B C o u n t y o f R o a n o k e , V i r g i n i a Appendix D – VDOT Transportation Projects Capital Improvement Program FY 2022 – FY 2031 Project Name:East Roanoke River Greenway - Blue Ridge Parkway Crossing along Highland Road Funding Sources:VDOT UPC:113356 Project Status: County Match $141,652 Administered By:Roanoke County Preliminary Engineering Complete TE/TAP 2 $566,606 County-Funded Portion:20.00%Right of Way Underway Total Project Estimate:$708,258 Construction Anticipated in FY 2022 Project Description: Project Name:West Roanoke River Greenway - Riverside Park (Roanoke County) to Green Hill Park (City of Salem) Funding Sources:VDOT UPC:97171 Project Status: RSTP/STBG3 $2,990,760 Administered By:Roanoke County Preliminary Engineering Complete SMART SCALE 4 $4,542,105 County-Funded Portion:0.00%Right of Way Underway Open Container $499,166 Construction Anticipated in FY 2022 Total Project Estimate:$8,032,031 Project Description: Project Name:Williamson Road Pedestrian Improvements, Peters Creek to Plantation Funding Sources:VDOT UPC:111317 Project Status: County match $54,356 Administered By:VDOT Preliminary Engineering Underway TE/TAP 2 $217,424 County-Funded Portion:2.81%Right of Way Anticipated in 2022 SMART SCALE 4 $1,662,220 Construction Anticipated in 2023 Total Project Estimate:$1,934,000 Project Description:Construct sidewalk between pedestrian signals under construction at Peters Creek Road and the existing shared use path on Plantation Road. Construction of 0.3 miles of the East Roanoke River Greenway along Highland Road that will cross beneath the Blue Ridge Parkway through an existing overpass. Project scope has been reduced due to right-of-way acquisition issues. Construction of 1.50 miles of the greenway in Roanoke County and the City of Salem from Green Hill Park to the existing greenway along West Riverside Drive. Two bridges are proposed across the Roanoke River and a trailhead/parking lot is proposed on West Riverside Drive. Page 155 of 158 Attachment B C o u n t y o f R o a n o k e , V i r g i n i a Appendix D – VDOT Transportation Projects Capital Improvement Program FY 2022 – FY 2031 Project Name:Dry Hollow Road Safety Improvements Funding Sources:VDOT UPC:107309 Project Status: County Revenue Sharing $613,000 Administered By:VDOT Preliminary Engineering Underway VDOT Revenue Sharing1 $613,000 County-Funded Portion:28.05%Right of Way Anticipated in 2022 SSYP5 $959,000 Construction Anticipated in 2023 Total Project Estimate:$2,185,000 Project Description: Project Name:Starkey Road/Buck Mountain Road Intersection Improvements Funding Sources:VDOT UPC:113144 Project Status: County Revenue Sharing $573,278 Administered By:VDOT Preliminary Engineering Complete VDOT Revenue Sharing1 $573,278 County-Funded Portion:9.81%Right of Way Underway SSYP5 $13,444 Construction Anticipated in 2023 RSTP/STBG3 $2,098,115 SMART SCALE 4 $2,583,365 Total Project Estimate:$5,841,480 Project Description: Project Name:East Roanoke River Greenway - Explore Park to Rutrough Road Funding Sources:VDOT UPC:113567 Project Status: RSTP/STBG3 $3,020,308 Administered By:Roanoke County Preliminary Engineering Underway Total Project Estimate:$3,020,308 County-Funded Portion:0.00%Right of Way N/A Construction Anticipated in FY 2023 Project Description: Improve safety by widening roadway under railroad trestle near the intersection of West River Road. This project will convert the unsignalized "T" intersection at Starkey Road and Buck Mountain Road to a single lane roundabout. Pedestrian accommodations are included in the design to extend along each leg and to the Branderwood subdivision. Construction of 1.50 miles of the greenway through Explore Park to Rutrough Road. Page 156 of 158 Attachment B C o u n t y o f R o a n o k e , V i r g i n i a Appendix D – VDOT Transportation Projects Capital Improvement Program FY 2022 – FY 2031 Project Name:East Roanoke River Greenway - Blue Ridge Parkway to Explore Park Funding Sources:VDOT UPC:110155 Project Status: County Match $284,750 Administered By:Roanoke County Preliminary Engineering Complete FLAP6 $1,387,000 County-Funded Portion:16.42%Right of Way Complete Private Contributions $20,000 Construction Anticipated in FY 2023 RVRA and VRFA Easement Value*$42,000 Total Project Estimate:$1,733,750 Project Description: Description of Funding Sources: If a project contains Roanoke County funding or a match provided by the County, it is shown in the first row of funding sources and reflected in Italics. 3 Surface Transportation Block Grant (STBG) previously named Regional Surface Transportation Program (RSTP): 100% funding awarded through the Roanoke Valley Transportation Planning Organization; applications due September 2021 6 FLAP: Federal Lands Access Program, supplements State and local resources for public roads, transit systems, and other transportation facilities, with an emphasis on high-use recreation sites and economic generators. 4 SMART SCALE previously named House Bill 2 (HB2): 100% funding awarded through the Commonwealth Transportation Board; call for applications in even years; pre-application window opens Marc h 2022 with final applications due August 2022 with awards June 2023 for funding at least five years out 5 Secondary Six-Year Program (SSYP): 100% VDOT funding to improve secondary routes (number 600 and higher); Telefees and District Grant funds (for unpaved roads) available annually; Board of Supervisors adoption required prior to June 30 every year 1Revenue Sharing: 50/50 County/VDOT funding; call for applications in odd years; next due date October 1, 2021 for FY 2027/2028 2 Transportation Alternatives (TE/TAP): 80/20 VDOT/County funding; call for applications in odd years; next due date October 1, 2021 for FY 2023/2024 This project will construct an approximately 1.8 mile section of the Roanoke River Greenway from the 3400 block of Highland Road near the intersection with Rutrough Road, through property owned by the Roanoke Valley Resource Authority, connecting to a Federal overlook, passing underneath the Roanoke River Parkway, crossing properties owned by the National Park Service and ending at Explore Park. A trailhead/parking lot is proposed on Rutrough Road. *The RVRA and VRFA Easement Value is a non-cash match to receive FLAP funds and is not reflected in County financial system. Page 157 of 158 Attachment B Capital Project Status Update Board of Supervisors Work Session October 19, 2021 Work Session Agenda •Recently Completed Capital Projects •Capital Projects by Functional Team •Capital Maintenance Programs •Fleet and Equipment Replacement Program •FY 2022 –FY 2031 Capital Improvement Program Enhancements •Next Steps 2 Recently Completed Capital Projects 3 Recently Completed Capital Projects – Public Safety Department / Function Project Project Budget Total Spent Variance Sheriff Jail Control Room and Security Cameras $600,000 $600,000 - General District Court General District Court Renovations & Furnishings $125,000 $104,776 $20,224 Photos: Jail Control Room & Security Cameras (Left), General District Court (Right) *Represents preliminary and unaudited expenditures through June 30, 2021. 4 Recently Completed Capital Projects – Community Services Department / Function Project Project Budget Total Spent Variance Stormwater Restoration of Wolf Creek Phase I $600,000 $596,448 $3,552 Photos: Wolf Creek Restoration at Goode Park *Represents preliminary and unaudited expenditures through June 30, 2021. 5 Recently Completed Capital Projects – Human Services Department / Function Project Project Budget Total Spent Variance Elections Electronic Pollbook Replacement $150,000 $120,577 $29,423 PR&T Explore Park –Phase I $5,428,940 $5,428,940 - *Represents preliminary and unaudited expenditures through June 30, 2021. Phase I of Explore Park included: •design and implementation of internal park water and sewer systems •design of the road system and paving •bike skills park •building repairs and demolition •land studies and purchase •broadband connections •the cabin campground •lift station •Treetop Quest 6 Explore Park –Phase I Completion 7 Active Capital Project Status Update 8 Public Safety Capital Projects Department/ Function Project Budget FY 2015 - FY 2021 Expenditure FY 2015 - FY 2020 Expenditure FY 2021 TOTAL Expenditure FY 2015 – FY 2021 CommIT Digital Microwave Ring Replacement $920,567 $59,089 $496,334 $555,423 CommIT Public Safety Communications Infrastructure $150,000 --- Fire & Rescue Ballistic Body Armor $137,000 $36,431 $27,994 $64,425 Fire & Rescue Diesel Exhaust Removal System $150,000 $50,000 $100,000 $150,000 *Represents preliminary and unaudited expenditures through June 30, 2021. 9 Community Services Capital Projects Department/ Function Project Budget FY 2015 - FY 2021 Expenditure FY 2015 - FY 2020 Expenditure FY 2021 TOTAL Expenditure FY 2015 – FY 2021 Transportation Fallowater Lane Extension1 $3,948,670 $738,534 $56,544 $795,078 Transportation Plantation Road, Phase II2 $2,457,352 $185,844 $283,422 $469,266 Transportation Williamson Road Pedestrian Improvements3 $55,000 --- Transportation Buck Mountain Rd/Starkey Rd Intersection3 $580,000 $573,278 -$573,278 1 Project is County and VDOT administered. Funding represents County contribution toward project costs; VDOT funding sources are not included. 2 Project is County administered. Funding represents the total project costs. 3 Project is VDOT administered. Funding represents County contribution toward project costs; VDOT funding sources are not included. *Represents preliminary and unaudited expenditures through June 30, 2021. 10 Community Services Capital Projects (Continued) Department/ Function Project Budget FY 2015 - FY 2021 Expenditure FY 2015 - FY 2020 Expenditure FY 2021 TOTAL Expenditure FY 2015 – FY 2021 Stormwater NPDES –Leachate Management System $300,000 $271,834 $143,049 $414,883 Stormwater NPDES –MS4 BMP Construction $419,063 $368,203 $11,061 $379,264 CommIT Rural Broadband Initiative $2,386,030 -$79,608 $79,608 Economic Development Broadband Authority Debt Service (payments planned through FY 2027) $1,588,495 $1,193,785 $380,490 $1,574,275 Economic Development Woodhaven Property Acquisition & Improvements1 $690,554 $478,963 $126,780 $605,743 1Woodhaven Debt Service payments planned through FY 2037 *Represents preliminary and unaudited expenditures through June 30, 2021. 11 Human Services Capital Projects Department/ Function Project Budget FY 2015 - FY 2021 Expenditure FY 2015 - FY 2020 Expenditure FY 2021 TOTAL Expenditure FY 2015 – FY 2021 Parks, Rec. & Tourism East Roanoke River Greenway $8,994,058 $346,739 $35,968 $382,707 Library Mount Pleasant Library Improvements1 $173,579 -$100,000 $100,000 1 FY 2021 Expenditure transferred $100,000 toward Minor Transportation Studies, which will be restored with FY 2021 year end surplus. *Represents preliminary and unaudited expenditures through June 30, 2021. 12 Internal Services Capital Projects Department/ Function Project Budget FY 2015 - FY 2021 Expenditure FY 2015 - FY 2020 Expenditure FY 2021 TOTAL Expenditure FY 2015 – FY 2021 HR / Finance & Management Services Global Human Resources/Payroll $2,885,637 $2,215,763 $77,989 $2,293,752 Finance & Management Services Dynamics D365 Upgrade $720,000 -$566,321 $566,321 General Services Public Service Center Facility Replacement $13,451,309 $2,861,310 $5,935,182 $8,796,492 General Services Bent Mountain Community Center Repairs $700,000 $206,541 $214,965 $421,506 *Represents preliminary and unaudited expenditures through June 30, 2021. 13 Capital Maintenance Programs 14 General Services CMP Facility FY 2021 Actual* Administration Center & Employee Health $88,713 Courthouse & Court Services $57,136 General Services &Fleet Center $27,682 Public Safety Building $95,982 Social Services $49,885 Recreation Centers $35,419 Fire & Rescue Stations & Regional Training Center $185,407 Libraries $84,036 Other Building & Facility Maint.$21,221 Total Spent in FY 2021 $645,481 Photos (from top, clockwise): Light Pole at Employee Health, Repair of parking lot from sprinkler main break at RCAC, and air rotation unit at Brambleton Recreation Center*Represents expenditures through Fiscal Year 2021, which are preliminary and unaudited. This image cannot currently be displayed. This image cannot currently be displayed. 15 Parks, Recreation & Tourism CMP Park/Facility FY 2021* Actual Countywide Updates $215,747 Green Ridge $132,746 Explore Park $78,592 Garst Mill Park $62,208 Green Hill Park $43,287 Stonebridge Park $44,910 Camp Roanoke $29,217 Catawba Trailhead $40,208 Other Improvements $192,318 Total Spent in FY 2021 $839,233 *Represents expenditures through Fiscal Year 2021, which are preliminary and unaudited.Photos (from top, clockwise): Catawba Trailhead, Explore Park Stormwater Pond Restoration/Construction, Green Ridge Slide Restoration and Painting 16 Information Technology and Computer Replacement Programs Department/ Function Project FY 2021 Actual* CommIT County-Wide Computer Replacement Program $214,754 CommIT IT Infrastructure Replacement Program $75,098 Library Library Public Use Computer Replacement - *Represents expenditures through Fiscal Year 2021, which are preliminary and unaudited. 17 Fleet and Equipment Replacement Program 18 Fleet and Equipment Replacement FY 2020-2021 Replacement Category FY 2021* Actual Light Fleet:$890,712 Police (16), CommIT (1), Fire & Rescue (1) GS/PRT (2), Social Services (1) Heavy Truck –Solid Waste $586,857 Heavy Fleet –Fire/Rescue $8,775 Equipment $39,562 Total, FY 2020-2021 $1,525,906 •Fleet & Equipment Replacement in FY 2021 included: •21 in Light Fleet and fleet management software (FASTER Web)upgrade •2 in Heavy Truck -Solid Waste •Upfit for Fire/Rescue •Sand Pro, Rotary Cutter and Snow Blower for PRT *Represents expenditures through Fiscal Year 2021, which are preliminary and unaudited. 19 FY 2022 –FY 2031 CIP Enhancements 20 FY 2022 –FY 2031 CIP Enhancements Roanoke County GIS Application: Capital Improvement Viewer •Interactive map shows details on current and planned projects •View projects by functional team or magisterial district •Individual project descriptions linked to published CIP on County’s website 21 FY 2022 –FY 2031 CIP Enhancements (continued)Appendix D: VDOT Transportation Projects •Added to the Adopted FY 2022 – FY 2031 CIP Document (Pages 153-157) •Shows all funding sources and portion funded by the County •Includes VDOT UPC and project status information 22 Next Steps 23 FY 2023-2032 Capital Improvement Program Important Dates Date Item October 1, 2021 Project requests from departments were due for County staff review Nov. –Dec. 2021 County Administrator and Staff develop balanced ten-year CIP for proposal December 2021 School Board approves ten-year CIP for Board of Supervisors consideration January 11, 2022 Budget Work Session Preliminary Discussion of Proposed FY 2023-2032 CIP January 25, 2022 Board of Supervisors receives County Administrator’s Proposed FY 2023-2032 CIP February 22, 2022 Budget Work Session on Proposed FY 2023-2032 Capital Improvement Plan April 12, 2022 Public Hearing #1: Operating and Capital Budgets April 26, 2022 Public Hearing #2: Operating and Capital Budgets First reading of County and Schools Capital Budget Ordinances May 10, 2022 Second reading (and adoption) of County and Schools Capital Budget Ordinances 24 Questions and Comments 25 Page 1 of 1 ACTION NO. ITEM NO. L.2 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: Work session to discuss Police Department staff ing issues with the Board of Supervisors SUBMITTED BY: Howard B. Hall Chief of Police APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: This time will be used for a work session to update the Board of Supervisors on Police Department staffing issues. Police Staffing Review 1 Board of Supervisors Work Session October 19, 2021 Agenda: 2 •Implementation of Pay Plan •Retention •Hiring •Current Staffing and Implications •Recruiting •Next Steps Implementation of Pay Plan 3 Retention 4 2021 Separations •Other job (outside of LE):7 •Recruits resigned:5 •Retirement:3 •Other/unknown:2 •Other job (LE):2 Separations •2017: 17 •2018: 12 •2019: 13 •2020: 28 •2021: 19 (as of 10/11/21) Hiring 5 Recruits Certified Total 2019:16 (12 graduated)3 19 2020:12 (7 graduated)2 14 2021:14 (8 graduated)7 21 Current Staffing 6 RCPD Staffing (10/11/21) Authorized (sworn):140 Vacancies:9 Academy:5 Field Training:3 Unavailable:11 Available strength:112 (20% shortage) Implications •Service reductions School Resource Officers Traffic Unit Community Service Officers •Less proactive enforcement •Fewer career development opportunities •Overtime 7 Recruiting 8 Number tested 2017:87 (22%) 2018: 68 (13%) 2019: 69 (18%) 2020: 75 (27%) 2021: 58 (25%) Applicants 2017:383 2018: 501 2019: 378 2020: 283 2021: 231 Recruiting •Recruiting bonus •Digital advertising •Job fairs 9 Next Steps •January Academy •Salary review •Continued recruiting •Military bases •College externships •Contingencies 10 Page 1 of 2 ACTION NO. ITEM NO. M.1 AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 19, 2021 AGENDA ITEM: The petition of the Economic Development Authority of Roanoke County to rezone approximately 30.5 acres from AR (Agricultural/Residential) District to I-2 (High Intensity Industrial) District, located at 5832 West River Road, Catawba Magisterial District SUBMITTED BY: Philip Thompson Director of Planning APPROVED BY: Daniel R. O’Donnell County Administrator ISSUE: Agenda item for public hearing and second reading of an ordinance to rezone property from agricultural to industrial. BACKGROUND: · The property is owned by the Ashworth Family Irrevocable Income Only Trust, and the Economic Development Authority of Roanoke County has filed the petition for a rezoning on behalf of the property owner. Rebecca A. Cairns, Trustee of the Ashworth Family Irrevocable Income Only Trust signed the rezoning application and (along with the Ashworths, who presently reside on the property) is in approval with the rezoning request. · The property is divided into two tracts by an active Norfolk Southern rail line. The eastern tract (Tract A) is 21.5 acres in size and the western tract (Tract B) is 9 acres in size. · There are no immediate development plans associated with this rezoning. The applicant has provided a preliminary site investigation report, which shows potential development alternatives on the property. Page 2 of 2 · The proposed rezoning is consistent with the "Principal Industrial" future land use designation, is consistent with the goals, objectives, and implementation strategies listed in the Economic Development Plan component of the Comprehensive Plan (2005), and is consistent with the vision statement and several goals of the Glenvar Community Plan (2012). DISCUSSION: The Planning Commission held a public hearing on this request on October 4, 2021. Four citizens spoke during the public hearing (one in favor, three in opposition). Comments and concerns raised included: increased traffic; unknown industrial use; the need to protect the scenic beauty of the area; viewshed impacts to property owners along Route 460; adjacent I-2 zoning; more jobs for the valley; weight limits/capacity of bridge over Roanoke River; traffic safety at Dow Hollow Road/Route 460 intersection; land available at CRT; stormwater runoff; and erosion and sediment control. The Planning Commission discussed several issues including: rail lines; existing entrance on the property; the amount of land zoned industrial in the County; floodplain regulations; Route 460/Dow Hollow Road intersection; bridge over the Roanoke River; sites available at CRT; stormwater regulations; ligh ting; noise; erosion and sediment control regulations; surrounding zoning; future land use designation of "Principal Industrial"; and consistency with the Comprehensive Plan and the Glenvar Community Plan. The Planning Commission unanimously recommends approval of the rezoning request from AR (Agricultural/Residential) District to I-2 (High Intensity Industrial) District. FISCAL IMPACT: There is no fiscal impact on this agenda item. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the second reading of an ordinance to rezone approximately 30.5 acres from AR (Agricultural/Residential) District to I-2 (High Intensity Industrial) District. STAFF REPORT Petitioner: Economic Development Authority of Roanoke County Request: Rezone approximately 30.5 acres from AR, Agricultural/ Residential, District to I-2, High Intensity Industrial, District The Economic Development Authority of Roanoke County (EDA) is petitioning to rezone approximately 30.5 acres from AR, Agricultural / Residential, District to I-2, High Intensity Industrial, District, located at 5832 West River Road, Catawba Magisterial District. The EDA is acting as the agent on behalf on the Ashworths. The property is flat with adequate water and sewer capacity along Route 460 (600 feet from the site), and is located less than a mile from Exit 132 (Dixie Caverns) on I-81. The 2005 Roanoke County Comprehensive Plan indicates the Future Land Use Designation of this parcel as Principal Industrial. A future land use area where a variety of industry types are encouraged to locate. Principal Industrial areas are existing and planned regional employment centers and are distributed throughout the county, convenient to major residential areas and suitable highway access. The proposed rezoning is consistent with the Principal Industrial land use designation, is consistent with the goals, objectives, and implementation strategies listed in the Economic Development Plan component of the Comprehensive Plan (2005), and is consistent with the vision statement and several goals of the Glenvar Community Plan (2012). 1. APPLICABLE REGULATIONS No use is proposed at this time. If the property is developed, that development would be subject to site plan and building plan review and approval of the required agencies, which would include, but not be limited to: Engineering, Stormwater, Office of Building Safety, Virginia Department of Transportation, Western Virginia Water Authority, Zoning, Solid Waste, and Fire and Rescue. This property contains land that is within the floodway and the 100 year flood plain. That portion of the property would be subject to the Floodplain Overlay (FO) regulations. The majority of the parcel also falls within the Roanoke River Conservation and Overlay District (RRCO). The purpose of the RRCO is to recognize and designate the river corridor as a cultural and recreational resource, critical floodway, water source and important natural habitat worthy of coordinated conservation efforts and to take those measures necessary to protect this resource. In addition, through careful planning and design, clearing and grading activities or similar activities that disturb or destroy site vegetation can be minimized, with the goal that the natural vegetation, features and qualities of sites and properties along the Roanoke River corridor will be retained to the maximum extent possible. Finally, through implementation of additional erosion and sediment control practices, the maintenance and installation of buffer strips of natural vegetation, and use of best management practices, the impacts of excessive soil loss and adverse effects of nonpoint source 2. ANALYSIS OF EXISTING CONDITIONS Background – The property has served as a single family residence for approximately 200 years. The residence on the property was constructed around the year 1812. elevation. The topography does drop off at steep levels in areas where it joins the Roanoke River and at the south of the property where it adjoins the railroad. The area along the Roanoke River (western and southern boundaries of the property) is also wooded and has thick vegetation. parcel into two pieces, and the other is located along the eastern property line. To the north across West River Road are two single family homes and a church zoned AR (Agricultural/Residential), and vacant parcels zoned I-2 (High Intensity Industrial). The Western Virginia Regional Jail is located less than ½ mile away to the north. To the east across the railroad tracks is a vacant piece of property zoned AR owned by Appalachian Power. To the south across the Roanoke River are a vacant piece of property zoned I-2 owned by Appalachian Power and an asphalt plant zoned I-2. To the west across the Roanoke River are Peaceful Drive and Route 11/460. 3.ANALYSIS OF PROPOSED DEVELOPMENT Site Layout/Architecture – There are no immediate development plans associated with this rezoning. The applicant has provided a preliminary site investigation report, which shows potential development alternatives on the property. As mentioned above, the property is divided into two tracts by an active Norfolk Southern rail line. The eastern tract (Tract A) is 21.5 acres in size and the western tract (Tract B) is 9 acres in size. According to the report, Tract A is considered the most readily developable portion of the property. It appears that a rail served pad of approximately 14 acres is feasible for this property. If served by rail it appears that Tract A can accommodate up to a 270,000 square foot building. If the building does not require rail service then the property can accommodate a larger building up to 300,000 square feet. Tract B does not have road access. If road access is gained, it appears that a pad area of approximately 4 acres is feasible that could accommodate a building up to approximately 50,000 square feet. Agencies Comments: The following agencies provided comments on this application: Office of Building Safety – All construction shall meet the requirements of the current Virginia Uniform Statewide Building Code in effect at that time. Roanoke County Transportation – Comments include the 2018 Roanoke Valley Greenway Plan and the 2012 Glenvar Community Plan. The entire list of comments is attached. Fire and Rescue – Fire and Rescue does not object and this would not increase the services we currently provide. However, fire flow and access requirements would need to be met during the site plan review process for any proposed building. Stormwater – Based on the information provided, site elevations and proposed layout; it does appear that they can meet the development requirements set forth in the zoning ordinance for floodplain development. VDOT – 1. A Land Use Permit will be required if a new entrance is needed from the VDOT right-of-way or for the change in use of an existing entrance. 2. The VDOT Road Design Manual, Appendix F: Access Management Design Standards for Entrances and Intersections must be adhered to where applicable for commercial entrances. This includes but is not limited to commercial entrance spacing and intersection sight distance. The intersection sight distance must be field verified and measures taken to ensure the minimum required distances can be met. 3. A Traffic Impact Analysis will be required to evaluate how additional traffic volume generated by this development will affect traffic along West River Road. 4. The department will not issue an approval of the plans or any necessary Land Use Permits until the locality approves this request. In addition, information regarding any changes to the existing drainage system should also be included for review. 4. CONFORMANCE WITH ROANOKE COUNTY COMMUNITY PLAN The 2005 Roanoke County Comprehensive Plan indicates the Future Land Use Designation of this parcel as Principal Industrial. A future land use area where a variety of industry types are encouraged to locate. Principal Industrial areas are existing and planned regional employment centers and are distributed throughout the county, convenient to major residential areas and suitable highway access. Due to limited availability, areas designated as Principal Industrial are not appropriate for tax-exempt facilities. The proposed rezoning is consistent with the Principal Industrial Future Land Use Designation. This proposal also meets several goals listed in the Economic Development Plan section of the County’s Comprehensive Plan (2005). These include: • To market the County’s industrial/commercial property and attract compatible business and industry to the community, and to increase the commercial and industrial tax base and related employment opportunities. • To encourage the retention and growth of local enterprise by creating and maintaining a positive business climate countywide. • To create and maintain a marketable inventory of quality industrial/commercial real property sufficient to meet market demand. This proposal is also consistent with the vision statement and several goals of the Glenvar Community Plan (2012). These include: • Vision Statement – The Glenvar area strives to be a visually appealing, healthy and sustainable community that encourages a mix of land uses in a manner that is consistent with the community’s rural character. • Goal - Ensure that public services and facilities will adequately serve the needs of residents and businesses within the Glenvar community and that such services and facilities are adaptable to future growth. • Goal - Provide a mix of environmentally-sensitive commercial and industrial uses at appropriate locations in the Glenvar community that meet the needs of current and future residents. • Goal - Maintain a healthy, safe and sustainable community that ensures opportunities for a multi- generational community to live, work, recreate and raise a family. 5. STAFF CONCLUSIONS The Economic Development Authority of Roanoke County (EDA) is petitioning to rezone approximately 30.5 West River Road, Catawba Magisterial District. The proposed rezoning is consistent with the Principal Industrial land use designation, the Economic Development goals of the Comprehensive Plan (2005), and the vision and goals of the Glenvar Community Plan. While a specific use is not proposed with this rezoning, future development plans would have to be reviewed and approved by several agencies including, but not limited to, Engineering, Stormwater, Office of Building Safety, VDOT, WVWA, Zoning, Solid Waste, and Fire and Rescue. CASE NUMBER: # 5-10/2021 PREPARED BY: Alyssa Dunbar HEARING DATES: PC: October 4, 2021 BOS: October 19, 2021 ATTACHMENTS: Application Materials Maps (Aerial, Zoning, Future Land Use) Photographs AR District Regulations I-2 District Regulations Roanoke River Conservation and Overlay (RRC) District Standards Principal Industrial Land Use Designation Roanoke County Transportation Full Comments Roanoke County, VA 2019, Source: Esri, Maxar, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AeroGRID, IGN, and the GIS User Community, Roanoke County 2018 Roanoke County, Virginia 2019 0 Aerial Map 5832 West River Rd. Salem VA 24153 Existing zoning: AR Total Acreage: 30.51 Tax Map Number: 073.00-01-02.00-0000 Proposed zoning: I2 Magisterial District: Catawba Subject site Roanoke Co. Planning (540) 772-2068 5204 Bernard Dr. Roanoke VA 24018 ARAR I2I2 I2SI2S R1R1 R1CR1C AG3SAG3S ARCARC C2C2 AG3AG3Roanoke Cou nty, Virg inia 2019 Roanoke Cou nty, Virg inia2019 0 Zoning Map 5832 West River Rd. Salem VA 24153 Existing zoning: AR Total Acreage: 30.51 Tax Map Number: 073.00-01-02.00-0000 Proposed Zoning: I2 Magisterial District: Catawba Subject site Roanoke Co. Planning (540)772-2068 5204 Bernard Dr. Roanoke VA 24018 Zoning AG3 AR C2 I2 R1 PIPI RPRP TRTR MUMU RVRV Roanoke County, Virginia 2019 Roanoke County, Virginia2019 0 Future Land Use Map 5832 West River Rd. Salem VA 24153 Existing zoning: ARAR Total Acreage: 30.51 Tax Map Number: 073.00-01-02.00-0000 Proposed Zoning: I2 Magisterial District: Catawba Future Land Use: Principal Industrial Subject site Future Land Use Roanoke Co. Planning (540)772-2068 5204 Bernard Dr. Roanoke VA 24018 AR District Regulations 1 SEC. 30-34. AR AGRICULTURAL/RESIDENTIAL DISTRICT. Sec. 30-34-1. Purpose. (A) These areas are generally characterized by very low density residential and institutional uses mixed with smaller parcels that have historically contained agricultural uses, forest land and open space outside the urban service area. These areas provide an opportunity for rural living in convenient proximity to urban services and employment. Agricultural uses should be encouraged to be maintained. Over time, however, these areas are expected to become increasingly residential in character, with residential development becoming the dominant use over agricultural and more rural type uses. The purpose of this district, consistent with the Rural Village land use category in the comprehensive plan, is to maintain these areas essentially in their rural state, consistent with the level of services anticipated by the county. These areas are generally suitable for low density residential development and other compatible land uses. (Ord. No. 62795-10, 6-27-95; Ord. No. 042799-11, § 1f., 4-27-99; Ord. No. 042208-16, § 1, 4- 22-08) Sec. 30-34-2. Permitted Uses. (A) The following uses are permitted by right subject to all other applicable requirements contained in this ordinance. An asterisk (*) indicates additional, modified or more stringent standards as listed in article IV, use and design standards, for those specific uses. 1. Agricultural and Forestry Uses Agriculture * Agritourism * Farm Brewery * Farm Distillery * Farm Winery * Forestry Operations * Stable, Commercial * Stable, Private * Wayside Stand * AR District Regulations 2 2. Residential Uses Accessory Apartment * Home Beauty/Barber Salon * Home Occupation, Type II * Manufactured Home * Manufactured Home, Emergency * Multiple Dog Permit * Residential Human Care Facility Single Family Dwelling, Detached Single Family Dwelling, Detached (Zero Lot Line Option) * 3. Civic Uses Community Recreation * Family Day Care Home * Park and Ride Facility * Public Parks and Recreational Areas * Religious Assembly * Utility Services, Minor 4. Commercial Uses Bed and Breakfast * Veterinary Hospital/Clinic 5. Miscellaneous Uses Amateur Radio Tower * Wind Energy System, Small * AR District Regulations 3 (B) The following uses are allowed only by special use permit pursuant to section 30-19. An asterisk (*) indicates additional, modified or more stringent standards as listed in article IV, use and design standards, for those specific uses. 1. Residential Uses Alternative Discharging Sewage Systems * 2. Civic Uses Camps * Cemetery * Crisis Center Day Care Center * Educational Facilities, Primary/Secondary * Safety Services * Utility Services, Major * 3. Commercial Uses Antique Shops * Golf Course * Kennel, Commercial * Studio, Fine Arts 4. Industrial Uses Custom Manufacturing * Resource Extraction * 5. Miscellaneous Uses Broadcasting Tower * Outdoor Gatherings * AR District Regulations 4 (Ord. No. 42793-20, § II, 4-27-93; Ord. No. 82493-8, § 2, 8-24-93; Ord. No. 42694-12, § 7, 4- 26-94; Ord. No. 62795-10, 6-27-95; Ord. No. 042799-11, § 2, 4-27-99; Ord. No. 072605-7, § 1, 7-26-05; Ord. No. 042208-16, § 1, 4-22-08; Ord. No. 052609-22, § 1, 5-26-09; Ord. No. 030811- 1, § 1, 3-8-11, Ord. No. 111213-15, § 1, 11-12-13, Ord. No. 062816-4, § 1, 6-28-16, Ord. No. 082818-8, § 1, 8-28-18) Sec. 30-34-3. Site Development Regulations. General Standards. For additional, modified, or more stringent standards for specific uses, see Article IV, Use and Design Standards. (A) Minimum lot requirements 1. Lots served by private well and sewage disposal system: a. Area: 1 acre (43,560 square feet) b. Frontage: 110 feet on a publicly owned and maintained street. 2. Lots served by either public sewer or water: a. Area: 30,000 square feet b. Frontage: 100 feet on a publicly owned and maintained street. 3. Lots served by both public sewer and water: a. Area: 25,000 square feet b. Frontage: 90 feet on a publicly owned and maintained street. (B) Minimum setback requirements. 1. Front yard: a. Principal structures: 30 feet. b. Accessory structures: Behind the front building line. 2. Side yard: a. Principal structures: 15 feet b. Accessory structures: 15 feet behind front building line or 10 feet behind rear building line. AR District Regulations 5 3. Rear yard: a. Principal structures: 25 feet b. Accessory structures: 10 feet 4. Where a lot fronts on more than one street, front yard setbacks shall apply to all streets. 5. Where the principal structure is more than 150 feet from the street, accessory buildings may be located 150 feet from the street and 20 feet from any side property line. (C) Maximum height of structures. 1. All structures: 45 feet (D) Maximum coverage. 1. Building coverage: 25 percent of the total lot area. 2. Lot coverage: 50 percent of the total lot area. (Ord. No. 62293-12, § 10, 6-22-93, Ord. No. 111213-15, § 1, 11-12-13) I-2 District Regulations 1 SEC. 30-62. I-2 HIGH INTENSITY INDUSTRIAL DISTRICT. Sec. 30-62-1. Purpose. (A) The purpose of the I-2, high intensity industrial district is to provide areas within the urban service area which contain more intensive industrial uses or are suitable for such activities. These areas coincide with the principal industrial land use category contained in the comprehensive plan and are designated based on the suitability of the land in terms of slope and freedom from flooding and the relative remoteness and absence of substantial residential development which could be adversely affected by such development. In addition, the availability of adequate sewer and water capacity, access to arterial road network, and proximity to rail and airport facilities or the interstate highway system are major considerations. Distributing these areas around the county in a planned manner to create employment centers within close proximity to residential growth areas and reduce heavy traffic generation of industrial uses is encouraged. (Ord. No. 042799-11, § 1f., 4-27-99; Ord. No. 042208-16, § 1, 4-22-08, Ord. No. 111213-15, § 1, 11-12-13) Sec. 30-62-2. Permitted Uses. (A) The following uses are permitted by right subject to all other applicable requirements contained in this ordinance. An asterisk (*) indicates additional, modified or more stringent standards as listed in article IV, use and design standards, for those specific uses. 1. Agricultural and Forestry Uses Agriculture 2. Civic Uses Day Care Center * Guidance Services Park and Ride Facility Post Office Public Maintenance and Service Facilities Public Parks and Recreational Areas * Safety Services I-2 District Regulations 2 Utility Services, Major * Utility Services, Minor 3. Office Uses Financial Institutions * General Office Laboratories Medical Office 4. Commercial Uses Automobile Repair Services, Major * Business Support Services Business or Trade Schools * Equipment Sales and Rental * Laundry Personal Improvement Services 5. Industrial Uses Construction Yards * Custom Manufacturing * Industry, Type I Industry, Type II Landfill, Rubble * Meat Packing and Related Industries Railroad Facilities Recycling Centers and Stations * I-2 District Regulations 3 Scrap and Salvage Services * Transfer Station * Transportation Terminal Truck Terminal Warehousing and Distribution 6. Miscellaneous Uses Amateur Radio Tower * Parking Facility * Wind Energy System, Small* (B) The following uses are allowed only by special use permit pursuant to section 30-19. An asterisk (*) indicates additional, modified or more stringent standards as listed in article IV, use and design standards, for those specific uses. 1. Civic Uses Correctional Facilities 2. Commercial Uses Commercial Indoor Sports and Recreation Fuel Center * Mini-warehouse * Surplus Sales Truck Stop * 3. Industrial Uses Asphalt Plant * Composting * Industry, Type III I-2 District Regulations 4 Resource Extraction * 4. Miscellaneous Uses Aviation Facilities, Private * Broadcasting Tower * Outdoor Gatherings * Wind Energy System, Large * Wind Energy System, Utility * (Ord. No. 82493-8, § 2, 8-24-93; Ord. No. 042297-14, § 1, 4-22-97; Ord. No. 042799-11, § 2, 4- 27-99; Ord. No. 082807-18, § 1, 8-28-07; Ord. No. 042208-16, § 1, 4-22-08; Ord. No. 030811-1, § 1, 3-8-11; Ord. No. 052411-9, § 1, 5-24-11; Ord. No. 091311-7, § 1, 9-13-11, Ord. No. 111213-15, § 1, 11-12-13, Ord. No. 092215-9, § 1, 9-22-15, Ord. No. 062816-4, § 1, 6-28-16, Ord. No. 062717-4, § 1, 7-27-17) Sec. 30-62-3. Site Development Regulations. General Standards. For additional, modified, or more stringent standards for specific uses, see Article IV, Use and Design Standards. (A) Minimum lot requirements. 1. Lots served by private well and sewage disposal system; a. Area: 1 acre (43,560 square feet). b. Frontage: 100 feet on a publicly owned and maintained street. 2. Lots served by either public sewer or water, or both: a. Area: 20,000 square feet. b. Frontage: 100 feet on a publicly owned and maintained street. (B) Minimum setback requirements. 1. Front yard: 30 feet, or 20 feet when all parking is located behind the front building line. 2. Side yard: I-2 District Regulations 5 a. Principal structures: 10 feet. b. Accessory structures: behind front building line and 3 feet from side line. 3. Rear yard: a. Principal structures: 15 feet. b. Accessory structures: 3 feet. 4. Where a lot fronts on more than one street, front yard setbacks shall apply to all streets. (C) Maximum height of structures. 1. Height limitations: a. All structures: When adjoining property zoned Residential, seventy-five (75) feet, including rooftop mechanical equipment. The maximum height may be increased provided each required side and/or rear yard adjoining a residential district is increased two (2) feet for each foot in height over seventy-five (75) feet. This distance shall be measured from the portion of the structure which exceeds seventy-five (75) feet. In all other locations the height is unlimited. (D) Maximum coverage. 1. Building coverage: 75 percent of the total lot area. 2. Lot coverage: 90 percent of the total lot area. (Ord. No. 42694-12, § 9, 4-26-94; Ord. No. 042208-16, § 1, 4-22-08) RRCO District Regulations 1 SEC. 30-75. RRCO ROANOKE RIVER CONSERVATION AND OVERLAY DISTRICT. Sec. 30-75-1. Purpose. (A) The intent of this section is to establish a conservation overlay district along the Roanoke River. The purpose is to recognize and designate the river corridor as a cultural and recreational resource, critical floodway, water source and important natural habitat worthy of coordinated conservation efforts and to take those measures necessary to protect this resource. This is consistent with the 1985 community plan as amended in December 1990 to incorporate the analysis, conclusions and recommendations of the Roanoke River Corridor Study dated August 1990. It is the premise of these provisions that certain specific land uses pose a danger to this water resource and should be avoided. In addition, through careful planning and design, clearing and grading activities or similar activities that disturb or destroy site vegetation can be minimized, with the goal that the natural vegetation, features and qualities of sites and properties along the Roanoke River corridor will be retained to the maximum extent possible. Finally, through implementation of additional erosion and sediment control practices, the maintenance and installation of buffer strips of natural vegetation, and use of best management practices, the impacts of excessive soil loss and adverse effects of nonpoint source pollutants on the water quality of the Roanoke River can be minimized. (Ord. No. 102594-10, § 1, 10-25-94; Ord. No. 042799-11, § 1f., 4-27-99) Sec. 30-75-2. Creation of Overlay. (A) The requirements of this Section shall be considered an overlay to the underlying zoning district designations as shown on the official zoning map. As overlay regulations, this Section shall be supplemental to the underlying zoning district requirements contained in Article III of this ordinance. (B) The Roanoke River Conservation Overlay District shall consist of all lands located 500 feet landward from the shoreline of the Roanoke River, as established in Section 30-74-4 of this ordinance, and all lands located 500 feet landward of the shoreline of the North Fork of the Roanoke River to its intersection with State Route 697 (Sandy Ridge Road). (Ord. No. 102594-10, § 1, 10-25-94) Sec. 30-75-3. Applicability and Administration. (A) Within the Conservation Overlay District any land disturbing activity exceeding 2,500 square feet shall comply with the requirements of the Erosion and Sediment Control Ordinance of the County of Roanoke, unless exempted or waived in accordance with Section 30-75-6 below. RRCO District Regulations 2 (B) This district shall be administered through the Site Plan Review process required under Section 30-90 of this ordinance. Land disturbing activity not subject to Site Plan Review shall be administered through existing zoning permit processes in conjunction with the requirements of the Erosion and Sediment Control Ordinance requirements. (C) Nothing in the district shall in any way affect full compliance with the requirements of the Floodplain Overlay District contained in Section 30-74 (Ord. No. 102594-10, § 1, 10-25-94) Sec. 30-75-4. Permitted Uses and Use Restrictions. (A) The uses permitted in the Conservation Overlay District shall be governed by the underlying zoning district in which the property is located as shown on the official zoning maps, except as otherwise prohibited below. (B) The following uses shall be prohibited within the Roanoke River Conservation Overlay District: 1. Commercial feedlots. 2. Drilling for oil or gas. 3. Sanitary landfill. 4. Construction debris landfill. 5. Minor or major automobile repair services. This prohibition shall not pertain to the continuation or expansion of such uses in existence at the time of adoption of these provisions provided a waiver is obtained pursuant to Section 30-75-6(B). 6. Scrap and salvage services. 7. Underground storage of any chemical or petroleum products for commercial or industrial purposes. This prohibition shall not pertain to the continuation or expansion of such uses in existence at the time of adoption of these provisions provided a waiver is obtained pursuant to Section 30-75-6(B). 8. The application, depositing, spreading or spraying of any hazardous or toxic chemical and/or biological materials or substances from an industrial source, except that herbicides, insecticides, fungicides, and pesticides may be applied upon the land or on animals in accordance with the manufacturer's directions by an individual properly licensed by the Virginia Department of Agriculture & Consumer Services. RRCO District Regulations 3 9. Land application of sewage sludge or effluent and associated activities, and/or reclamation of sewage and industrial wastes. This prohibition shall not pertain to approved Waste Water Treatment Plants. (Ord. No. 102594-10, § 1, 10-25-94) Sec. 30-75-5. Development Regulations. (A) Setbacks - Except as otherwise provided in this section, no building or structure, nor any fences and/or walls, other than those determined to be necessary by the Administrator, shall be constructed: 1. In the 100 year floodplain, OR 2. Within 100 feet of the shoreline of the Roanoke River, whichever is less. (B) Vegetative Buffers 1. General Provisions: a. A 100-foot vegetative buffer area shall be retained and maintained if present or established and maintained where it does not exist. This buffer area shall minimize the adverse effects of land use activities on the Roanoke River and aquatic life by retarding runoff, preventing erosion, and filtering non-point source pollution from runoff. b. In lieu of the 100 foot buffer area, an alternative buffer area may be employed, if approved by the Administrator. The reduced buffer areas may either: i. Consist of a combination of buffer area not less than 50 feet in width, and appropriate Best Management Practices located landward of the buffer area, OR ii. If the lot was existing at the time of adoption of this ordinance and does not contain sufficient depth to provide the required buffer strip, the buffer strip may be reduced to fifty (50) percent of the available lot depth if Best Management Practices are utilized. c. Whenever the applicant proposes to reduce the 100 foot vegetative buffer area, the Erosion and Sediment Control Plan shall show how the proposed reduction, in combination with Best Management Practices, achieves at least the equivalent water quality protection, pollutant removal, and water resource conservation effect of a 100-foot buffer area. RRCO District Regulations 4 d. The required vegetated buffer area shall be located adjacent to and landward of the Roanoke River shoreline. e. Within the required buffer area, no vegetation may be cleared or otherwise significantly disturbed, no grading or excavation work may be performed, and no structures, fill, paving, or other materials may be placed except as shown on the approved Erosion and Sediment Control Plan. f. Run off from new development shall be directed towards areas covered with vegetation for surface infiltration catch basins, avoiding channeling and preventing concentrated flows of surface water. Piped storm sewers may be permitted only where other methods are determined to be infeasible by the Administrator. 2. Performance Criteria: a. In order to maintain the functional value of the buffer area, indigenous vegetation shall be preserved to the maximum extent possible. b. Removal of vegetation within the required buffer area will be allowed only in accordance with the following provisions: i. Trees may be pruned or removed as necessary to provide limited sight lines and vistas, provided that where removed, they shall be replaced with other vegetation that is equally effective in retarding runoff, preventing erosion and filtering non-point source pollution from runoff. ii. Dead, diseased, or dying trees may be removed and silvicultural thinning may be conducted based upon the best available technical advice of a professional forester. c. All exposed areas within the required buffer area shall be revegetated with appropriate riparian, erosion controlling plant material. Riparian vegetation is plant material which naturally occurs along the river and is suited to the conditions within the community. d. With the approval of the Administrator in consultation with the department of community development, riprap or other manmade materials may be used in conjunction with vegetation to stabilize riverbanks only where it is shown that vegetation alone will not stabilize the bank. e. Access paths shall be constructed and surfaced so as to effectively control erosion. RRCO District Regulations 5 (C) Agricultural Buffer Area Requirements 1. On land in agricultural use, a 100-foot vegetative buffer area shall be retained and maintained if present or established and maintained where it does not exist. 2. Agricultural lands in hayland or pasture land uses shall be deemed to comply with buffer area requirements as long as that portion of the hayland or pasture land within the 100-foot buffer is managed in accordance with the Best Management Practices Handbook for Agriculture. 3. The agricultural buffer area may be reduced as follows: a. To a minimum width of fifty (50) feet when Best Management Practices which meet specifications of the Best Management Practices Handbook for Agriculture are applied on the adjacent land, provided that the combination of the reduced buffer area and Best Management Practices achieve water quality protection, pollutant removal, and water resource conservation at least the equivalent of the 100-foot buffer area; OR b. To a minimum of twenty-five (25) feet when a soil and water quality conservation plan, as approved by the Soil and Water Conservation District, has been implemented on the adjacent land, provided that the combined buffer area and Best Management Practices achieve water quality protection at least the equivalent of that provided by the 100-foot buffer in the opinion of the Soil and Water Conservation District Board. Such plan shall be based on the Best Management Practices Handbook for Agriculture and accomplish water quality protection consistent with this ordinance. 4. The agricultural buffer area shall be managed to prevent channeling or concentrated flows of surface water from breaching the buffer area. 5. The Best Management Practices Handbook for Agriculture is intended to provide a list of options for meeting buffer area requirements. Without preference to a given practice, a selected Best Management Practice or combination of practices may be used to achieve the equivalent of the 100-foot buffer. (Ord. No. 102594-10, § 1, 10-25-94; Ord. No. 042799-11, § 1d., 4-27-99) Sec. 30-75-6. Exemptions and Waivers. (A) Exemptions - The following development activities are exempt from the requirements of the Conservation Overlay District: 1. Any land disturbing activity under 2,500 square feet in area; or RRCO District Regulations 6 2. Any maintenance, alteration, use or improvement to an existing structure not changing or affecting quality, rate, volume or location of surface water discharge, or involving the destruction of sensitive natural resources as determined by the Administrator; or 3. Emergency removal of debris resulting from floods or other natural disasters, as deemed appropriate by the Director of Community Development; or 4. Silvicultural operations that adhere to water quality protection procedures prescribed by the Department of Forestry in its "Best Management Practices Handbook for Forestry Operations." (B) Waivers - A waiver of the requirements of the ordinance may be obtained from the Administrator for installation of remedial lot stabilization, public roads, water dependent structures, utilities, rail lines, water wells, passive recreation, historic preservation, archaeological activities, other public activities, and those uses specifically eligible for a waiver as cited in Section 30-75-4. A waiver may be obtained by submitting an application on forms supplied by the Administrator and shall contain the following information: 1. The name, address and telephone number of the developer and owner; 2. A description and a drawing of the proposed development; 3. The location of the development; and 4. Any other information required by the Administrator that is reasonably necessary to evaluate the proposed development. The Administrator may grant a waiver if the application demonstrates that: 1. Any required permits, except those to which this waiver specifically applies, shall have been issued; 2. Sufficient and reasonable proof is submitted that the intended use will not deteriorate water quality; 3. The intended use does not conflict with nearby planned or approved uses; and 4. Any land disturbance exceeding an area of 2,500 square feet shall comply with all County erosion and sediment control requirements. (Ord. No. 102594-10, § 1, 10-25-94; Ord. No. 042799-11, § 1c., 4-27-99) Principal Industrial: A future land use area where a variety of industry types are encouraged to locate. Principal Industrial areas are existing and planned regional employment centers and are distributed throughout the county, convenient to major residential areas and suitable highway access. Due to limited availability, areas designated as Principal Industrial are not appropriate for tax-exempt facilities. Land Use Types: Agricultural - Industries which involve the manufacturing, storage, marketing and wholesaling of agricultural products. These industries may also be located outside of the Principal Industrial areas, within the rural designations, where agricultural skills may be found. Small Industries and Custom Manufacturing - These industries typically serve a local market and may involve the on-site production of goods by hand manufacturing. Mining and Extraction - These facilities locate according to the availability of natural resources. Industrial - Conventional freestanding industrial uses, warehouses, wholesalers, storage yards. Industrial Parks - Large tracts of land that are subdivided, developed and designed according to a unified plan. These parks are employment centers and may include mixed land uses including supporting retail services. These types of industries are encouraged to develop in Principal Industrial areas. Planned industrial parks should incorporate greenways, bike and pedestrian paths into their designs and link these features to surrounding neighborhoods where appropriate. Land Use Determinants: EXISTING LAND USE PATTERN - Locations where industry has historically developed. EXISTING ZONING - Locations zoned industrial. ECONOMIC OPPORTUNITY AREAS - Locations identified by Roanoke County as an economic opportunity area. EMPLOYMENT CENTERS - Locations where labor-intensive industries exist. TOPOGRAPHY - Locations that can be developed in an environmentally sensitive manner and that are outside of the designated floodplain. RESOURCE PROTECTION - Locations that can be developed in such a way as not to threaten valuable natural resources. WATER AND SEWER SERVICE AND SUPPLY - Locations where water and sewer service exist or can be provided in the near future. ACCESS - Locations served by an adequate public street system that does not direct traffic through existing residential neighborhoods. TRANSPORTATION CENTERS - Locations within close proximity to rail, airport and major street systems. URBAN SECTOR - Locations served by, or in close proximity to urban services. EDA Application for Ashworth Family Irrevocable Income Only Trust August 27, 2021 Rezoning Application Roanoke County Transportation comments that pertain to the subject property and/or its vicinity are as follows: The 2018 Roanoke Valley Greenway Plan shows several greenway and trail alignments in this area: Roanoke River Greenway, Map #40, Category 1: The Roanoke River Greenway has always been considered the backbone of the regional greenway and trail network. This bicycle/pedestrian path, projected to be 31 miles, will be the major west-east greenway, making it possible to travel from western Roanoke County near Spring Hollow Reservoir through the City of Salem to the City of Roanoke, Town of Vinton, Blue Ridge Parkway and Explore Park. The greenway will provide linkages to neighborhoods, industrial facilities and business complexes, ten parks, three schools, two sport complexes, Cardinal Criminal Justice Academy, the Blue Ridge Parkway and Montgomery and Franklin Counties. Perimeter Trail, Map # 36, Category 4: The Perimeter Trail will be a multi-use trail, on and off- road, circling the Roanoke Valley and connecting existing public lands. Existing trail networks to be connected include Carvins Cove, Havens Wildlife Management Area, Green Hill Park, Spring Hollow, the Blue Ridge Parkway, Explore Park, and the Jefferson National Forest. This greenway would provide a long distance trail for hikers, equestrians, and mountain bikers. Spring Hollow Trails, Map #42, Category 4: Spring Hollow is a major reservoir for the Roanoke Valley, now managed by the Western Virginia Water Authority. Adjacent lands are owned by Roanoke County, as is the adjacent Camp Roanoke. A master plan for the site completed in 1996 proposed numerous horse trails and other facilities, but these have not yet been developed. Spring Hollow is an important connection for the Perimeter Trail and a destination along Roanoke River Greenway. The 2012 Glenvar Community Plan also references the Roanoke River Greenway in this location in Section 6.4 Alternative Modes of Transportation: Roanoke River Greenway (2007 Greenway Plan #31): Establishment of the Roanoke River Greenway from Montgomery County to Franklin County through Roanoke County, the City of Salem, City of Roanoke and Town of Vinton is the Plan’s first priority. In the Glenvar Study Area, a one-mile long stretch along the river in Green Hill Park was completed in 2008. A phase of the Roanoke River Greenway West, from Spring Hollow Reservoir to Green Hill Park, was identified (and unfunded) in the 2011-2015 Roanoke County Capital Improvements Program (CIP). This phase includes preliminary engineering and the initial phase of right-of-way acquisition with a cost estimated at $450,000 dollars. In accordance with the above Greenway Plan and Glenvar Community Plan recommendations, Transportation staff recommend collaboration with General Services, Parks, Recreation and Tourism staff to determine if there is potential for future trails to be located on portions of the subject property that may be less suitable for development activities. R o a n o k e CountyRoanoke County C i t y of C i t y of R o a n okeRoanoke C i t y of C i t y of S a l emSalem T o w n of T o w n of V i n tonVinton B o t e t ourt B o t e t ourt C o u ntyCounty !(43 !(43 !(41 !(40 !(14 !(10 !(10 !(32 !(43 !(1 !(1!(1 !(5 C r a ig C r a ig C o u ntyCounty !(39 !(42 !(36 !(36 !(26 !(35 !(10 !(10!(10 !(8 !(8 !(8 !(43 !(40 !(2 !(36 !(3 !(30 !(27 !(37 !(24 !(6 !(12 !(17 !(18 !(44 !(34 !(9 !(28 !(10 !(41 !(27 !(7 !(40 !(23 !(27 !(1 !(44 !(31 !(43 !(38 !(34 !(22 !(5 !(15 !(21 !(29 !(16 !(20 !(19 !(33 !(5 !(40 !(10 !(40 !(10 2018 Greenway Plan Network Map 0 1.5 3 4.5 60.75 Miles ® 1 - Appalachian Trail 2 - Back Creek Greenway 3 - Barnhardt Creek Greenway 4 - Birding and Wildlife Trail Sites 5 - Blue Ridge Parkway Trails 6 - Carvin Creek Greenway 7 - Carvins Cove Trail Network 8 - Carvins Cove Connections 9 - Catawba Greenway 10 - City, County and Town Park Trails 11 - Craig Creek Trail 12 - Daleville Greenway* 13 - Eagle Rock Greenway 14 - Elizabeth Greenway 15 - Explore Park Trail Network 16 - Garden City Greenway 17 - Gish Branch Greenway 18 - Glade Creek Greenway 19 - Gladetown Trail 20 - Green Hill Park Trails 21- Greenfield Trails 22 - Hanging Rock Battlefield Trail 23 - Havens Wildlife Management Area Trails 24 - Hinchee Trail 25 - James River Greenway 26 - Jefferson National Forest Trails 27 - Lick Run Greenway 28 - Long Ridge Trail 29 - Mason Creek Greenway 30 - Masons Cove Greenway 31 - Mill Mountain Greenway 32 - Mill Mountain Park Trails 33 - Mudlick Creek Greenway 34 - Murray Run Greenway 35 - National Forest Connections 36 - Perimeter Trail 37 - Poor Mountain Trails 38 - Read Mountain Greenway 39 - Read Mountain Trails 40 - Roanoke River Greenway 41 - Roanoke River Greenway Extensions 42- Spring Hollow Trails 43 - Tinker Creek Greenway* 44 - Wolf Creek Greenway E a g l e RockEagle Rock B o t e t o u r t CountyBotetourt County !(13 B o t e t ourt B o t e t ourt C o u ntyCounty B u c h ananBuchanan !(1 !(26 !(25 !(35 *Please see Appendix E for more information about the alternative alignments for Tinker Creek and Daleville Greenways. Appalachian Trail National Forest Trails Legend Proposed Greenways U.S . Bicycle Route 76 Public Lands Category 1 Roanoke River Greenway, Unbuilt Locality Boundaries Category 4 Conceptual Greenways and Trails Category 5 Built Greenways and Trails Category 2 Hard Surface Greenways and Trails, Unbuilt Category 3 Greenways and Trails in Design Appendix H - 3 Economic Development Authority of Roanoke County Rezone Approximately 30.5 acres from AR to I-2 Board of Supervisors Public Hearing October 19, 2021 Location Map2 Regional Jail CRT Site Project Site •5832 West River Road •30.5 Acres •Property split by rail line •Tract A (East) is 21.5 Acres •Tract B (West) is 9 Acres •Future Industrial Use •Rural Residential Use 3 Project Site4 Floodplain Map5 6 Photographs Photographs7 Photographs8 9 Photographs 10 Development Alternatives •No immediate development plans associated with this rezoning. •Tract A –21.5 Acres •Development Pad of 14 Acres •Rail Served –270,000 Square Foot Building •Not Rail Served –300,000 Square Foot Building •Tract B –9 Acres •No Road Access •Development Pad of 4 Acres •50,000 Square Foot Building 11 Conceptual Alternatives 12 Conceptual Alternatives 13 Conceptual Alternatives Zoning Existing Zoning •AR –Agricultural / Residential 14 Proposed Zoning •I-2 –High Intensity Industrial Future Land Use15 Principal Industrial •Principal Industrial is a future land use where a variety of industry types are encouraged to locate. •Principal Industrial areas are existing and planned regional employment centers and are distributed throughout the county, convenient to major residential areas and suitable highway access. •Appropriate land use types in the Principal Industrial future land use designation includes agricultural industries, small industries and custom manufacturing, mining and extraction, freestanding industrial uses, and industrial parks. •This request is consistent with the future land use designation. Comprehensive Plan County’s Comprehensive Plan (2005) –Vision Statements •Roanoke County has played a major role in developing the Roanoke Valley into a center of industrial and commercial technology by adequately funding the Industrial Development Authority, enabling them to acquire property and providing the infrastructure to encourage economic growth. •Roanoke County encourages technological improvements/innovations in manufacturing, power transmission, communications, commerce and transportation to preserve and enhance the natural resources of the Roanoke Valley. Roanoke County facilitates a managed technological environment that balances education, productivity, social skills, health and the ecosystem. 16 Comprehensive Plan County’s Comprehensive Plan (2005) –Economic Development Plan Goals •To market the County’s industrial/commercial property and attract compatible business and industry to the community, and to increase the commercial and industrial tax base and related employment opportunities. •To encourage the retention and growth of local enterprise by creating and maintaining a positive business climate countywide. •To create and maintain a marketable inventory of quality industrial/commercial real property sufficient to meet market demand. 17 Comprehensive Plan Glenvar Community Plan (2012) –Vision Statement & Goals The Glenvar area strives to be a visually appealing, healthy, and sustainable community that encourages a mix of land uses in a manner that is consistent with the community’s rural character. •Ensure that public services and facilities will adequately serve the needs of residents and businesses within the Glenvar Community and that such services and facilities are adaptable to future growth. •Provide a mix of environmentally-sensitive commercial and industrial uses at appropriate locations in the Glenvar Community that meet the needs of current and future residents. •Maintain a healthy, safe and sustainable community that ensures opportunities for a multi-generational community to live, work, recreate and raise a family. 18 Comprehensive Plan The proposed rezoning is consistent with: •the Principal Industrial future land use designation in the County’s Comprehensive Plan; •the vision statements and the goals in the Economic Development Plan section of the County’s Comprehensive Plan; and •the vision statement and goals of the Glenvar Community Plan, a component of the County’s Comprehensive Plan. 19 Planning Commission Public Hearing –October 4, 2021 •Four (4) citizens spoke during the public hearing (one in support, three in opposition) •Citizen Comments/Concerns •Increased traffic •Unknown Industrial Use •Need to protect the scenic beauty of the area •View shed impacts to property owners along Route 460 •Adjacent I-2 zoning 20 Planning Commission •Citizen Comments/Concerns (cont.) •More jobs for the Roanoke Valley •Weight limits/capacity of the bridge over the Roanoke River •Traffic Safety at Route 460/Dow Hollow intersection •Land Available at CRT •Stormwater Runoff •Erosion & Sediment Control 21 Planning Commission •Planning Commission Discussion •Rail lines •Existing entrance on the property •Amount of land zoned industrial in the County •Floodplain /E & S/Stormwater Regulations •Route 460/Dow Hollow intersection •Bridge over the Roanoke River •Sites available at CRT •Lighting and Noise Impacts •Surrounding Zoning •Future Land Use Designation –Principal Industrial •Consistency with Comprehensive Plan & Glenvar Community Plan 22 Planning Commission Planning Commission recommends approval of the rezoning request from AR to I-2 23 Questions? 24 ROANOKE COUNTY OFFICE OF THE COUNTY ATTORNEY 5204 Bernard Drive, P.O. Box 29800 Roanoke, Virginia 24018-0798 TEL: (540) 772-2071 FAX: (540) 772-2089 Peter S. Lubeck COUNTY ATTORNEY Mary Beth Nash Rachel W. Lower Marta J. Anderson SENIOR ASSISTANT COUNTY ATTORNEYS SAMPLE MOTIONS The petition of the Economic Development Authority of Roanoke County to rezone approximately 30.5 acres from AR (Agricultural/Residential) District to I-2 (High Intensity Industrial) District, located at 5832 West River Road, Catawba Magisterial District. MOTION TO APPROVE I find that the proposed rezoning request: 1. Is consistent with the purpose and intent of the County’s adopted comprehensive plan and good zoning practice, and 2. Will not result in substantial detriment to the community. I therefore MOVE TO APPROVE the rezoning request as it has been requested. MOTION TO DENY I find that the proposed rezoning request: 1. Is inconsistent with good zoning practice, or 2. Will result in substantial detriment to the community. I therefore MOVE TO DENY the rezoning request as it has been requested. MOTION TO DELAY ACTION I find that the required information for the submitted proposal is incomplete. I therefore MOVE TO DELAY action until additional necessary materials are submitted to the Board of Supervisors. 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, OCTOBER 19, 2021 ORDINANCE REZONING APPROXIMATELY 30.5 ACRES FROM AR (AGRICULTURAL/RESIDENTIAL) DISTRICT TO I-2 (HIGH INTENSITY INDUSTRIAL) DISTRICT, LOCATED AT 5832 WEST RIVER ROAD, CATAWBA MAGISTERIAL DISTRICT (TAX MAP NO. 073.00-01-02.00- 0000) WHEREAS, the Economic Development Authority of Roanoke County is requesting to rezone approximately 30.5 acres, located at 5832 West River Road, Catawba Magisterial District, from AR (Agricultural/Residential) District to I -2 (High Intensity Industrial) District; and WHEREAS, the property is currently owned by the Ashworth Family Irrevocable Income Only Trust, and the Trustee of the Ashworth Family Irrevocable Income Only Trust signed and otherwise approved the rezoning petition of the Economic Development Authority of Roanoke County; and WHEREAS, the first reading of this ordinance was held on September 21, 2021, and the second reading and public hearing were held on October 19, 2021; and WHEREAS, the Roanoke County Planning Commission held a public hearing on this matter on October 4, 2021; and WHEREAS, the Planning Commission recommends approval of the petition as requested; and WHEREAS, legal notice and advertisement has been provided as required by law. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: Page 2 of 2 1. The petition of the Economic Development Authority of Roanoke County to rezone approximately 30.5 acres, located at 5832 West River Road, Catawba Magisterial District, from AR (Agricultural/Residential) District to I- 2 (High Intensity Industrial) District is approved. 2. The Board finds that the proposed rezoning request is consistent with the Future Land Use Designation of “Principal Industrial”, is otherwise good zoning practice, and will not result in substantial detriment to the community. 3. This ordinance shall be in full force and effect thirty (30) days after its final passage. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance.