HomeMy WebLinkAbout11/3/2021 - RegularPage 1 of 3
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
November 3, 2021
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Good afternoon and welcome to our meeting for November 3, 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. FIRST READING OF ORDINANCES
1. Ordinance accepting grant funds in the amount of $23,207 from the Library of
Virginia and appropriating the funds to Roanoke County's Grant Fund (Toni Cox,
Acting Director of Library Services)
D. APPOINTMENTS
1. Library Board (appointed by District)
2. Parks, Recreation and Tourism Advisory Commission (appointed by District)
Roanoke County
Board of Supervisors
Agenda
November 3, 2021
Page 3 of 3
E. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY
THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION
IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT
ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE
CONSIDERED SEPARATELY
1. Approval of minutes – July 27, 2021
2. Request to accept and allocate funds in the amount of $32,745 to the Clerk of the
Circuit Court from the Commonwealth of Virginia for Technology Trust Funds
F. CITIZENS' COMMENTS AND COMMUNICATIONS
G. REPORTS
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt Report
3. Statement of Treasurer's Accountability per Investment and Portfolio Policy as of
September 30, 2021
H. REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Phil C. North
2. David F. Radford
3. Paul M. Mahoney
4. Martha B. Hooker
5. P. Jason Peters
I. WORK SESSIONS
1. Work session to provide a stormwater drainage program review with t he Board of
Supervisors (Tarek Moneir, Director of Development Services)
J. ADJOURNMENT
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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: November 3, 2021
AGENDA ITEM: Ordinance accepting grant funds in the amount of $23,207
from the Library of Virginia and appropriating the funds to
Roanoke County's Grant Fund
SUBMITTED BY: Toni Cox
Acting Director of Library Services
APPROVED BY: Daniel R. O’Donnell
County Administrator
ISSUE:
Acceptance and appropriation of a sub-grant for $23,207 from the Library of Virginia.
BACKGROUND:
The Library of Virginia (LVA) is dispensing funding received from the American Rescue
Plan Act (ARPA) to Virginia public libraries in order to help communities respond directly
and immediately "to the COVID-19 pandemic, as well as to related economic and
community needs through equitable approaches in digital inclusion and library services."
The amount of funding that is being distributed to localities’ public libraries is based
upon the current LVA state aid formula. The LVA approved sub -grant funding for
Roanoke County Public Libraries (the "Library") in the amount of $23,207. If accepted
and appropriated by the Board, the Library anticipates using such funds to purchase
additional internet hotspot devices, which will enable the Library to advance digital
inclusion efforts in the County.
DISCUSSION:
The Library serves urban, suburban, and rural residents. Some patrons live in areas
that do not yet have access to internet services, and need a way to access educational
websites, to telework, and to access telemedicine resources. This funding will also allow
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more patrons to participate in virtual library programming, and to access digital library
resources from home.
FISCAL IMPACT:
There are no matching funds required.
STAFF RECOMMENDATION:
Staff recommends approval of the first reading of the ordinance to accept and
appropriate funds for $23,207, and scheduling the second reading for November 17,
2021.
MEMORANDUM OF AGREEMENT
MOA Number: LVA‐ARPA‐081
I.PARTIES TO THE AGREEMENT:
This Memorandum of Agreement (MOA) is entered into by Roanoke County on behalf of it s Public
Library, hereafter called the “PUBLIC LIBRARY,” and the Commonwealth of Virginia through the
Library of Virginia, hereafter called the “LVA.”
WHEREAS, LVA ente rs into an agreement to assis t the Public Library in responding to the Covid‐19
Pandemic and the PUBLIC LIBRARY desires to perform such services.
THEREFORE, in consideration of their respective undertakings, the LVA and PUBLIC LIBRARY hereby
agree to the following terms.
II.PURPOSE:
LVA received funding from the American Rescue Plan Act (Public Law 117‐2) and the Institute of
Museum and Library Services (IMLS) authorization statute (20 U.S.C. § 9101 et seq.) to administer in
accordance with our existing LSTA program.
III.PROJECT DESCRIPTION:
The LVA will use funds under the American Rescue Plan Act (ARPA) to help communities respond
directly and immediately to the pandemic as well as to related economic and community
needs through equitable approaches in digital inclusion and library services. They will continue to
support the goals of their Five‐Year Plan for FY 2018‐ 2022. Specific state goa ls include: 1) foste r th e
development of the evolving neighborhood/community library as a center for lifelong learning and
civic engagement; 2) facilitate access to information and the discovery of knowledge and cultural
heritage for the purpose of cultivating an informed and engaged community; and 3) support the
training and development of proactive library leadership and skilled staff to meet the rapidly changing
environment.
IV.SCOPE OF SERVICES:
A.Public Library
ARPA funds must be used to further goals of the American Rescue Plan Act:
1.To enable Public Libraries to reach residents with internet hotspots, accessible Wi‐Fi, and other digital
inclusion efforts, particularly in support of education, health, and workforce development. The
following types of data, among others, can inform efforts to reach underserved populations:
Poverty/Supplemental Nutrition Assistance Program (SNAP)
Unemployment
Broadband availability
2.To provide rapid emergency relief to Public Libraries, allowing them to safely respond to the pandemic
and implement public health protocols.
3.To support Public Library services that meet the needs of communities, including costs such as
technology, training, materials, supplies, equipment, and associated costs.
B.LVA:
Proffer $2,275,000 in Public Library sub‐grants and calculate the amount of that total for each
Public Library by using the LVA state aid formula.
Dispense ARPA funds to Virginia Public Libraries.
Monitor the Public Library’s adherence to the MOA requirements.
Provide support and troubleshooting to recipient libraries.
FEDERAL AWARD INFORMATION:
Federal Award ID Number LS‐250242‐OLS‐21
Award Recipient: Commonwealth of Virginia, Library of Virginia
Project Title: LSTA ARPA State Grants
Federal Awarding Agency: Institute of Museum and Library Services
CFDA#: 45.310 – State Library Program
Federal Award Date: 4/09/2021
Research and Development: No
Indirect Cost Rate: Indirect Costs are not allowable for this award per IMLS
Total Federal Award: $3,871,764
SUB‐RECIPIENT INFORMATION:
Name: Roanoke County Public Library
Address: 6303 Merriman Road, Roanoke, VA 24018
DUNS (Unique Entity Identifier): 062353610
Award Amount: $23,207
Award Period: 4/08/2021 – 9/30/2022
Final Report Due: 10/31/2022
V.FUNDS GRANTED TO PUBLIC LIBRARY:
A.The ARPA award is a reimbursement grant but requests for advance payments will be reviewed on
a case by case basis.
B.LVA approved pre‐award costs may be reimbursed that were charged back to March 15, 2021. The
request for reimbursement for pre‐award costs must be submitted to LVA by November 30, 2021.
C.LVA will dispense funds to the Public Library using the same method of payment as LVA dispenses
State Aid funds to the Public Library.
D.The Public Library must spend all grant money in accordance with the LVA approved budget; all
expenses must be on the approved budget submitted with Public Library application.
E.The Public Library is required to return all funds expended that were not used for allowable
expenditures, per the LVA approved budget. Please see Section VI, F: Audit Requirements and
Section VII, L: Default.
F.All budget change requests must be submitted to the contacts listed in Section VIII of this
agreement for approval. Only expenditures on the LVA approved budget or changes approved in
writing by LVA are considered allowable and therefore eligible as expenditures for the ARPA award.
VI.PUBLIC LIBRARY ‐ REQUIRED ACTIONS:
A.Pre‐Award Requirements
The Library Director or Library Program Designee must attend a mandatory pre‐award meeting
with all ARPA recipients and designated LVA personnel. This meeting will serve as a question and
answer session for all recipients.
B.Financial Requirements
1.Invoices for allowable expenses that have been received and approved by the Public Library
must be submitted to LVA on a monthly basis no later than the 15th of the following month to:
lva.accountspayable@lva.virginia.gov
2.Your submission must include ALL expenditures for the month. Please complete the attached
template each month for your submission, which must be signed and dated by the Public
Library Director. The signature by the Public Library Director is to certify that the expenditures
align with the Public Library’s approved budget and that the products or services have been
delivered and tested. Please submit the invoices and all relevant backup documentation with
the template.
3.All grant funds must be obligated by September 30, 2022 and the final monthly reimbursement
submission for the grant period is due by October 31, 2022.
C.Sub‐recipient Monitoring Requirements
The Library Director or Program Designee must attend a mandatory monthly meeting with his or
her Contract Monitor. LVA has identified the Public Library Contract Monitor in Section VIII of this
MOA. Your Contract Monitor will review all monthly expenditures, ensuring they are allowable via
the LVA approved budget and plan, and analyze your spending progress during the grant period.
D.Sub‐recipient Reporting Requirements
1.The LVA will monitor the Public Library to evaluate the progress and performance of the
program. The Public Library shall submit mandatory quarterly progress reports to the LVA
contacts listed in Section VIII on the requirements outlined in this section, Section D, number 3
of the agreement. The Mandatory quarterly progress report due dates are as follows:
Mandatory Quarterly Progress Report Due Dates:
1)January 15, 2022
2)April 15, 2022
3)July 15, 2022
4)October 31, 2022 ‐ Final
2.The LVA and Federal personnel must be provided access to all program‐related records and
facilities under reasonable request.
3.The Public Library is required to measure the outputs and outcomes of your project(s)
quarterly. These elements will be added to the annual state library survey, Bibliostat. For
outputs, use such tools as usage/circulation statistics, holds stats, fulfillment rates, # of cleaning
rounds, etc. For outcomes, use surveys, Evaluation Continuum/Likert Scale, voting,
observation/anecdotes, focus group questionnaires, social media interaction, etc. The
measures can include, but are not limited to, the following items:
Outputs (countable products or activities)
Number of patron borrowed hotspots.
Number of patrons utilizing routers.
Number of patron borrowed tablets or laptops.
Number of patrons participating in virtual programming.
Percentage of increase in use of Public Library's digital resources.
Number of patrons picking up items in lockers.
Number of items circulated via the locker project and the percent of increase in
circulation.
Number of outreach program attendance and the percentage of increase in outreach
programs.
Number of additional outreach events.
Number craft packages distributed.
Number of workshops held and the number of attendees.
Number of tests proctored.
Outcomes (changes in participant behaviors, skills, knowledge, or life conditions
Percentage of students and adults who demonstrate information literacy skills.
Percentage of patrons who will report that their student or work lives improved
through connectivity.
Percentage of patrons who learned something new or were entertained due to new
locker service.
Percentage of children and adults who will report that they learned something new or
were entertained by new outreach reading activities.
Percentage of attendees who will report new knowledge or increased skills after
attending a workshop.
Percentage of job seeking attendees who report subsequent employment.
4.You are required to collect descriptive information throughout the project so that LVA may develop
a narrative to support the data that LVA will report at the end of the grant. This narrative must include
a brief description of the project’s innovation, vision, impact on targeted audience, or service to a new
population group. While the narrative is primarily descriptive and succinct, it is highly recommended
that you collect testimonials and even anecdotal stories to emphasize impact whenever possible.
E. TIME AND EFFORT REPORTING:
LVA will not allow Salary expenses for the ARPA sub‐grant.
F. AUDIT REQUIREMENTS:
The Public Library must retain all books, accounts, reports, files and other records relating to the
performance of the agreement for a period of five years after its completion. All accounting records
must be supported by source documentation and retained in order to show for what purpose funds
were spent. All such records must be made available and produced for inspection when required by
the LVA.
Should an audit by authorized state or federal official result in disallowance of amounts previously paid
to the Public Library, the Public Library must reimburse the LVA upon demand.
§ 200.501 Audit requirements:
(a)Audit required. A non‐Federal entity that expends $750,000 or more during the non‐Federal entity's
fiscal year in Federal awards must have a single or program‐specific audit conducted for that year in
accordance with the provisions of this part.
(b)Single audit. A non‐Federal entity that expends $750,000 or more during the non‐Federal entity's fiscal
year in Federal awards must have a single audit conducted in accordance with § 200.514 Scope of audit
except when it elects to have a program‐specific audit conducted in accordance with paragraph (c) of this
section.
(c)Program‐specific audit election. When an auditee expends Federal awards under only one Federal
program (excluding R&D) and the Federal program's statutes, regulations, or the terms and conditions of
the Federal award do not require a financial statement audit of the auditee, the auditee may elect to have
a program‐specific audit conducted in accordance with § 200.507 Program‐specific audits. A program‐
specific audit may not be elected for R&D unless all of the Federal awards expended were received from
the same Federal agency, or the same Federal agency and the same pass‐through entity, and that Federal
agency, or pass‐through entity in the case of a subrecipient, approves in advance a program‐specific audit.
(d)Exemption when Federal awards expended are less than $750,000. A non‐Federal
entity that expends less than $750,000 during the non‐Federal entity's fiscal year in Federal awards is
exempt from Federal audit requirements for that year, except as noted in § 200.503 Relation to other
audit requirements, but records must be available for review or audit by appropriate officials of
the Federal agency, pass‐through entity, and Government Accountability Office (GAO).
VII. TERMS AND CONDITIONS:
A.APPROPRIATIONS:
The PUBLIC LIBRARY acknowledges the understanding that this Agreement is subject to appropriations
and constraints by the State or the Federal government budget.
SUBCONTRACTS:
No portion of the work can be subcontracted without prior written consent of the LVA. In the event
that the PUBLIC LIBRARY desires to subcontract some part of the work specified herein, the Public
Library shall furnish the names, qualifications, and experience of their proposed sub‐contractor(s) and
must assure compliance with all requirements of this agreement.
B.INTEGRATION AND MODIFICATION:
This Agreement constitutes the entire understanding of the parties as to the matters contained herein.
No alteration, amendment or modification of this Agreement shall be effective unless in writing and
signed by the duly authorized officials of both the LVA and the PUBLIC LIBRARY.
C.CONFIDENTIALITY OF PROPRIETARY INFORMATION, DUPLICATION AND DISCLOSURE:
The PUBLIC LIBRARY agrees that proprietary information disclosed by LVA to the PUBLIC LIBRARY for the
purpose of an MOA shall be held in confidence and used only in the performance of the agreement. No
item designed for or by the LVA shall be duplicated or furnished to others without prior written consent.
All products and materials including but not limited to papers, data, reports, forms, records, materials,
creations, or inventions relating to this agreement are sole and exclusive property of the LVA. All such
materials shall be delivered to the LVA in usable condition at any time requested by the LVA.
D.DRUG‐FREE WORKPLACE:
During the performance of this agreement, the Public Library agrees to (i) provide a drug‐free
workplace for the Library's employees; (ii) post in conspicuous places, available to employees and
applicants for employment, a statement notifying employees that the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in
the Public Library's workplace and specifying the actions that will be taken against employees for
violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or
on behalf of the Public Library that the Public Library maintains a drug‐free workplace; and (iv) include
the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that
the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drug‐free workplace” means a site for the performance of work done
in connection with a specific agreement awarded to the Public Library, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or
use of any controlled substance or marijuana during the performance of the agreement.
E.IMMIGRATION REFORM AND CONTROL ACT OF 1986:
By entering into a written agreement with the Commonwealth of Virginia, the Public Library certifies
that it does not, and shall not during the performance of the agreement for goods and services in the
Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration
Reform and Control Act of 1986.
F.ANTI‐DISCRIMINATION:
By signing this agreement the Public Library certifies to the Commonwealth that they will conform to
the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities
Act, the Americans With Disabilities Act and § 2.2‐4311 of the Virginia Public Procurement Act
(VPPA). If the award is made to a faith‐based organization, the organization shall not discriminate
against any recipient of goods, services, or disbursements made pursuant to the agreement on the
basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the
basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be
subject to the same rules as other organizations that agreement with public bodies to account for the
use of the funds provided; however, if the faith‐based organization segregates public funds into
separate accounts, only the accounts and programs funded with public funds shall be subject to audit
by the public body. (Code of Virginia, § 2.2‐4343.1E).
1. During the performance of this agreement, the Public Library agrees as follows:
a. The Public Library will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, sexual orientation, gender identity, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination in employment,
except where there is a bona fide occupational qualification reasonably necessary to the normal
operation of the Public Library. The Public Library agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. The Public Library, in all solicitations or advertisements for employees placed by or on behalf
of the Public Library, will state that such Public Library is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
d. If the Public Library employs more than five employees, the Public Library shall (i) provide
annual training on the Public Library’s sexual harassment policy to all supervisors and employees
providing services in the Commonwealth, except such supervisors or employees that are required
to complete sexual harassment training provided by the Department of Human Resource
Management, and (ii) post the Public Library's sexual harassment policy in (a) a conspicuous public
place in each building located in the Commonwealth that the Public Library owns or leases for
business purposes and (b) the Public Library's employee handbook.
e. The requirements of these provisions are a material part of the agreement. If the Public
Library violates one of these provisions, the Commonwealth may terminate the affected part of this
agreement for breach, or at its option, the whole agreement. Violation of one of these provisions
may also result in debarment from State contracting regardless of whether the specific agreement
is terminated.
f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the Public
Library, in its employment practices, subcontracting practices, and delivery of goods or services, on
the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age,
political affiliation, disability, or veteran status, is hereby incorporated in this agreement.
G.APPLICABLE LAWS AND COURTS:
This solicitation and any resulting agreement will be governed in all respects by the laws of the
Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with
respect thereto shall be brought in the circuit courts of the Commonwealth. The LVA and the PUBLIC
LIBRARY are encouraged to resolve any issues in controversy arising from the award of the agreement
or any agreement dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, §
2.2‐4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The PUBLIC LIBRARY
shall comply with all applicable federal, state and local laws, rules and regulations.
H.AVAILABILITY OF FUNDS:
It is understood and agreed between the parties herein that the agency shall be bound only to the
extent that the legislature has appropriated funds that are legally available or may hereafter become
legally available for the purpose of this Agreement.
I.RENEWAL OF AGREEMENT:
This Agreement will not be renewed.
J.ANTITRUST:
By entering into an agreement, the PUBLIC LIBRARY conveys, sells, assigns, and transfers to the
Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or
hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia,
relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia
under said agreement.
K.ASSIGNMENT OF AGREEMENT:
An agreement shall not be assignable by the PUBLIC LIBRARY in whole or in part without the written
consent of the Commonwealth.
L.DEFAULT:
In case of the failure of the Public Library to deliver the LVA approved ARPA plan in accordance with
this agreement terms and conditions, your LVA approved application, and your LVA approved budget
detailing allowable expenditures, LVA will may terminate this agreement after due written notice. As a
result of this termination, all remaining unspent grant funds issued in advance and all amounts
previously paid to the Public Library that LVA determines were not used for allowable expenses must be
reimbursed to LVA upon demand. LVA may hold the PUBLIC LIBRARY responsible for any resulting
additional purchase and administrative costs. This remedy shall be in addition to any other remedies
that the Commonwealth may have. If LVA terminates this agreement with the Public Library, the Public
Library may no longer be eligible to apply for future LVA grant opportunities.
VIII. LVA CONTACTS:
Your designated Contract Monitor is Kim Armentrout.
Please contact your Contract Monitor for programmatic inquires at kim.armentrout@lva.virginia.gov.
The Grant Administrator is Nan Carmack, nan.carmack@lva.virginia.gov.
Please contact Wendy Hupp for financial inquires at wendy.hupp@lva.virginia.gov.
IX. SIGNATURES:
IN WITNESS WHEREOF, the parties have caused this MOA to be duly executed intending to be bound
thereby. This Memorandum of Agreement becomes effective on the date of the last signature. Once signed,
please return the entire document to wendy.hupp@lva.virginia.gov.
Note: This public body does not discriminate against faith‐based organizations in accordance with the Code
of Virginia, § 2.2‐4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin,
age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis
prohibited by state law relating to discrimination in employment.
LVA Authorized Representative
Signature and Date
Name and Title (Printed)
Public Library Authorized Representative
Signature and Date
Name and Title (Printed)
From :"A rm en tro u t, K im berley " <k im .arm en trou t@lva.v irgin ia.gov >
To:Sara M c Kn igh t <SM C K NIGH T@roan okec ou n ty v a.gov>
Dat e :10/26/2021 2:22 P M
Subje c t :[EXTERN A L ] - F w d: A RP A applic ation approv al
Hi Sara,
Here is the original approval email. Let me know if you need anything else.
Sincerely,
Kim
---------- Forwarded message ---------
From: Armentrout, Kimberley <kim.armentrout@lva.virginia.gov>
Date: Wed, Aug 18, 2021 at 4:27 PM
Subject: ARPA application approval
To: Shari Henry <SHENRY@roanokecountyva.gov>, Hupp, Wendy <wendy.hupp@lva.virginia.gov>
Dear Shari,
Congratulations! Your ARPA application has been approved. The next step will be to countersign an MOA, about which Wendy (copied here)
will be in touch. If you would like to assume the slight risk that something goes awry with the MOA, you may begin executing your plans,
otherwise, please wait until the MOA is complete to continue.
Sincerely,
Kim
--
Kim Armentrout
Grants and Data Coordinator
Library Development and Networking Division
Library of Virginia
800 East Broad Street
Richmond, VA 23219
804-692-3601
--
Kim Armentrout
Grants and Data Coordinator
Library Development and Networking Division
Library of Virginia
800 East Broad Street
Richmond, VA 23219
804-692-3601
WARNING: This message was sent from outside the Roanoke County email system.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, NOVEMBER 03, 2021
ORDINANCE ACCEPTING GRANT FUNDS IN THE AMOUNT OF
$23,207 FROM THE LIBRARY OF VIRGINIA, AND APPROPRIATING
THE FUNDS TO ROANOKE COUNTY’S GRANT FUND
WHEREAS, the Library of Virginia (LVA) is dispensing funding received from the
American Rescue Plan Act (ARPA) to Virginia public libraries in order to help communities
respond directly and immediately to the COVID-19 pandemic, as well as to related
economic and community needs through equitable approaches in digital inclusion and
library services; and
WHEREAS, the amount of funding that is being distributed to localities’ public
libraries is based upon the current LVA state aid formula. The LVA has approved sub -
grant funding for Roanoke County Public Libraries (the “Library”) in the amount of
$23,207. If accepted and appropriated by the Board, the Library anticipates using such
funds to purchase additional internet hotspot devices, which will enable the Library to
advance digital inclusion efforts in the County by enabling citizens to access educational
websites, telework capabilities, and telemedicine resources; and
WHEREAS, the grant funding will additionally allow more Library patrons to
participate in virtual library programing, and to access digital library resources from home;
and
WHEREAS, the first reading of this ordinance was held on November 3, 2021, and
the second reading was held on November 17, 2021.
NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke
County, Virginia, that grant funds totalling $23,207, from the Library of Virginia, are hereby
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accepted and appropriated to the Roanoke County Grant Fund, to be used for library
purposes.
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: November 3, 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.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, NOVEMBER 3, 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 November 3,
2021, designated as Item E - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 2
inclusive, as follows:
1. Approval of minutes – July 27, 2021
2. Request to accept and allocate funds in the amount of $32,745 to the Clerk of
the Circuit Court from the Commonwealth of Virginia for Technology Trust
Funds
Page 1 of 2
ACTION NO.
ITEM NO. E.2
AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: November 3, 2021
AGENDA ITEM: Request to accept and allocate funds in the amount of
$32,745 to the Clerk of the Circuit Court from the
Commonwealth of Virginia for Technology Trust Funds
SUBMITTED BY: Jill Camilletti
Deputy Clerk IV
APPROVED BY: Daniel R. O’Donnell
County Administrator
ISSUE:
Acceptance and allocation of funds in the amount of $32,745 to the Clerk of the Circuit
Court from the Commonwealth of Virginia
BACKGROUND:
Technology Trust Funds represent fees collected by the Roanoke County Circuit Court
Clerk's Office, and have been received from the State in the amount of $32,745 In
accordance with State of Virginia Code Section 17.1 -279, the Circuit Court Clerks
Office shall assess a $5.00 fee called Technology Trust Fund Fee. Each month, the
Clerk's Office can request the fees that were assessed the pre vious month. The code
section further states that four of every five dollar fee shall be allocated by the
Compensation Board from the trust fund for the purposes of obtaining and updating
office automation and information technology equipment including software and
conversion services; preserving, maintaining and enhancing court records, including but
not limited to the costs of repairs, maintenance, land records, consulting services,
service contracts, redaction of social security numbers from land records and system
replacement or upgrades and improving public access to court records.
DISCUSSION:
The funds received from the Commonwealth of Virginia have been earmarked for
maintenance needs for the Clerk of Circuit Court, specifically towards the twice y early
Page 2 of 2
maintenance bill from the Supreme Court for maintaining their records, offset the cost of
postage, equipment, etc.
FISCAL IMPACT:
All funds are provided by the Commonwealth of Virginia. No County matching funds
are required.
STAFF RECOMMENDATION:
Staff recommends accepting and allocating $32,745 to the Clerk of Circuit Court from
the Commonwealth of Virginia.
Changes in outstanding debt for the fiscal year to date were as follows:
Unaudited
Outstanding Outstanding
June 30, 2021 Additions Deletions November 3, 2021
VPSA School Bonds 74,515,490$ -$ 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
09/21/2021
ACTION NO.___________________
ITEM NUMBER_______________
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
: November 3, 2021
: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
30-Sep-21
SUMMARY OF INFORMATION:
CASH INVESTMENT:
SUNTRUST CON 9,917,294.48 9,917,294.48
GOVERNMENT:
SCOTT STRINGFELLOW CONTRA (43,735.00)
SCOTT STRINGFELLOW 47,501,283.80
WELLS FARGO 0.00
WELLS FARGO CONTRA 0.00 47,457,548.80
LOCAL GOV'T INVESTMENT POOL:
GENERAL OPERATION 20,807,759.62 20,807,759.62
MONEY MARKET:
ATLANTIC UNION BANK 4,542,987.15
HOMETRUST BANK 4,037,098.22
SCOTT STRINGFELLOW 8,964,103.10
WELLS FARGO 5,288,359.42
22,832,547.89
TOTAL 101,015,150.79
Page 1 of 1
ACTION NO.
ITEM NO. I.1
AT A REGULAR MEETING OF THE BOARD OF SUPE RVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: November 3, 2021
AGENDA ITEM: Work session to provide a stormwater drainage program
review with the Board of Supervisors
SUBMITTED BY: Tarek Moneir
Director of Development Services
APPROVED BY: Daniel R. O’Donnell
County Administrator
ISSUE:
This time has been set aside to review the stormwater program with the Board of
Supervisors.
The purpose of this presentation is four-fold. The staff will review with the Board how
our stormwater drainage program works; our current projects backlog; potential
utilization of ARPA funds to reduce our backlog; and, Roanoke County l onger term
recommendations to enhance our capabilities of providing such services to county
citizens.
PRIORITY RATING
(1)
ESTIMATED PROJECT
COST DESCRIPTION Remarks
A
Construction Plans are 90% complete. Need easements on ~10 properties.
Have current consultant complete plans, prepare plats; obtain easements.
Assume given direction to proceed January 1, 2022; bid July 2022 for
construction in Fall 2022
10 4515 Girard Dr. $240,000.00 ~400 foot concrete channel; ~ 6' bottom width, 3:1 sideslopes, 2' deep. Need 10 easements
B
Survey and design is needed. Need to acquire easements. Combine these
projects into one design and construction contract. Assume given direction to
proceed January 1, 2021. Negotiate with consultant.
Design/survey/easements complete for bidding by end of 2022. Construction
summer/fall 2023. Assumes that easements are donated. Bid using additive
bid alternates
1 20 4615 Vest Dr. $312,000.00 ~600 foot 30" RCP; system improvement Need 4 easements
2 20 2737 Tull Dr. $624,000.00 ~400 foot 36" RCP, 4 inlets, re avin , curb re airs; s stem im rovemen Need 2 easements
3 20 2050 Denise Cir $228,000.00 ~200 foot 30" RCP, road crossin , 3 structures; s stem re lacement Nee 1 easement
4 4 5040 Falcon Rid e $156,000.00 ~200 foot 30" RCP, i e re lacement
5 4 3475 Richards Blvd. $524,400.00 ~1000 foot 30" RCP, i e re lacement Nee 8 easements
10 3026 Pebble Dr. $524,400.00 ~500 foot 36" RCP, 15' dee ; i e re lacement Need ~6 easements
Total $2,608,800.00
NOTES
1
2
3
4
Recommend bidding projects in 2 packages. One to be bid in July 2022, second to be bid in Dec 2022
Estimated costs are rough and include a 25%‐30% contingency, and 5% escalation for Group 1 and an 8% escalation factor for Group 2. Costs assume that only County funds are used. There will be additional costs if other funding sources are us
Depending on funding available projects can be designed/constructed based on their priority. Can match estimated cumulative cost to available funding.
ATTACHMENT "A" RECOMMENDED DRAINAGE PROJECTS FOR POSSIBLE CONTRACTING OUT
ADDRESS
Construction plans are 90% complete but
easement are needed
Survey, Construction plans and easements
are needed
Ratings vary from 4 ‐ Nuisance/minor damage/ yard flooding, to 20 ‐ Severe/Potential Life Threatening Situation/ home floodin
RATING
(1)DESCRIPTION
4 2949 Bradshaw Rd.Establish ade uate outfall to Mason Creek. 1
4 1701 Carleton Dr.Establish ade uate outfall channel. 2
10 5032 Cherokee Hills Dr.Install ade uate storm sewer s stem and outfall channel. 3
10 1521 Beechwood Dr.Install culvert across rivate road ro ert owner to urchase i e . 4
4 3060 East Ruritan Rd.Construct ade uate channel.5
10 3565 Colon Ln.Install ade uate stormsewer s stem.6
10 4921 North S rin Dr.Existin stormsewer to be re laced.7
4 4392 Dau hter Rd.Stabilize outfall channel.8
4 5233 Cave S rin Ln.Re lace existin stormsewer s stem.9
10 5521 Sweetfern Dr.Install manhole at intersectin i es 10
4 3520 Canter Cir.Establish ade uate channel.11
20 2804 Merino Dr.Erosion of channel. 12
4 5117 Norseman Dr.Establish ade uate channel.13
4 1396 Lon view Rd.Stabilize existin outfall channel.14
4 920 Starmount Ave.Re‐establish draina e easement.15
4 5720 Cove Rd.Re rade channel from 5720 to inlet behind 5702 16
4 8102 Otterview Dr.Establish ade uate channel.17
10 6172 Burnham Rd.Stabilize outfall of i e 18
4 4726 Hickor Hill Dr. Re rade channel 19
20 5304 Oakland Blvd.Install i e and manholes 20
4 2130 Beavers Ln.Ri ‐ra outfall channel 21
4 4933 Labradore Dr.Re rade channel behind houses from 4933 to 4833 Labradore Dr. 22
4 5918 Huntrid e Rd.Re rade channel behind 5918, 5922, and 5926 Huntrid e Rd. 23
4 4446 ‐ 4426 Brentwood Ct.Fix erosion in channel behind houses 24
4 4913 Colonial Ave.Stabilize Channel 25
4 1871 Elbert Dr.Re‐work outfall 26
4 3102 Garst Cabin Dr.Clean out silt at outfall of i e 27
4 6088 Roselawn Rd Outfall needs work 28
4 5651 S rin Meadow Dr.Di u as halt and com act Stone base and have it re aved 29
20 3041 Merino Dr.Inlets above need to be looked at. 30
20 2301 2325 Sorrel Ln.Inlets above need to be looked at.31
20 7041 Crown Rd Re lace existin inade uate storm sewer s stem with VDOT artici ation 32
4 4005 Po lar Grove Dr.Rework draina e channel 33
4 1713 Kin smill Dr.Grade channel to revent standin water 34
55 Chestnut Rid e Rd. Silted in Count Owned Stormwater ond, located behind Tavern at Ex lore Park needs work. to 35
4 5220 Rosecliff Rd.Establish Non‐ Erodible Channel 36
20 3448 South Park Cl.Re‐ establish channel 37
1. Ratings vary from 4 ‐ Nuisance/minor damage/ yard flooding, to 20 ‐ Severe/Potential Life Threatening Situation/ home flooding
Backlog goes back to 2004 due to easement availabilities/agreements
ATTACHMENT "B" EXISTING DRAINAGE PROJECT LIST
ADDRESS
STORMWATER DRAINAGE PROGRAM
Development Services
November 3, 2021
PURPOSE
•To understand how our stormwater drainage program works
•To understand our current project Backlog
•Potential utilization of ARPA funds to reduce our Backlog
•Longer term recommendations to enhance our capabilities
2 Development Services
AGENDA
•History of Roanoke County’s Stormwater Drainage Program
•Stormwater Drainage versus Water Quality
•What we do and don’t do
•Project Examples
•Program Challenges
•Options/ What Helps the Most
•Discussion
3 Development Services
HISTORY
Citizen drainage issues increased with suburban development in the
1960s and 70s. The flood of 1985 resulted in action by the BOS.
•1986 –BOS established a 2 person drainage crew.
•1992 -$1 M bond referendum passed for 7 major drainage projects.
•1998 –3rd full-time position authorized by the BOS
•2003 –2 drainage crew positions were added
•2006 –2 more drainage crew positions were added
4 Development Services
Current Staffing & Budget
Today the Drainage Program is implemented by 9 staff members:
•1 Operation Manager
•1 Operations Supervisor
•2 Foremen (One Foreman is currently on Medical Leave)
•5 Heavy Equipment Operators (1 position is currently vacant)
•A fleet of Construction Equipment
FY 2022 Budget
•Personnel $762,165
•Operating $170,768
•CIP (Materials) $200,000
Total = $1,132,933
5
HISTORY
Development Services
In the past 35 years steady progress has been made:
•Major reductions in residential flooding
•Strong partnership with VDOT which leads to cooperative effort
•Citizen drainage complaints received after severe rain storms have
dropped dramatically over the years
6
HISTORY
Development Services
STORMWATER DRAINAGE VERSUS
WATER QUALITY
Stormwater Drainage Program –Optional
•Flood Protection/Drainage
•Floodplain Regulation
•Storm Drainage Systems
•Private Systems
•VDOT Rights of Way
•County Storm Drainage Program –Generally the area downstream
from a public road until a natural drainage way is reached.
7 Development Services
STORMWATER DRAINAGE VERSUS
WATER QUALITY
Water Quality –Mandatory
•Municipal Separate Storm Sewer System (MS4) Permit –Issued to County by VA DEQ
•Water Quality Management
•Erosion and Sediment Control Program
•Best Management Practices (BMPs)
•Illicit Discharge Program
•Public Education
•Total Maximum Daily Loads (TMDLs) –Sediment, Bacteria, PCBs
•Stream Restoration Construction
•Stream Buffers (Optional)
•Water Quantity Management
•Virginia Stormwater Management Program
8 Development Services
WHAT DO WE DO?
•A wide variety of work with a small experienced, skilled work force.
•We maintain and improve storm drainage systems. Generally from the VDOT
right of way to a natural drainage course.
•We are responsible for drainage systems in public easements.
•Over 5,000 Structures
•Over 100 miles of Channels and Pipes
•Maintain other infrastructure (Hidden Valley Regional Stormwater
Management Facility, Dixie Caverns Landfill, Sink holes within our easements,
County Communication Tower Access Roads; and perform special projects
(Police Firing Range, demolish flood-prone homes)
9 Development Services
WHAT DO WE DO?
10 Development Services
11
Hidden Valley Regional Facility
Sediment Forebay
Hidden Valley Regional Facility
Retention Basin
Development Services
IN ADDITION
•Snow Removal -Emergency Operations Center, Courthouse and Jail, Social
Services, Public Service Center
•Mowing –Hidden Valley Regional Facility
•Special Projects –In support of other County Departments
12 Development Services
ADDITIONALLY
•Heavy Equipment maintenance and repair
13 Development Services
WHAT WE DON’T DO
•Address stormwater problems that are not related to runoff from a publicly maintained road or
within a public drainage easement
•Work in VDOT Rights of Way
•Address roof, gutter, or downspout problems; or groundwater issues
•Maintain private storm drainage systems
•Perform work in easements that the property owner could reasonable perform themselves
(Remove leaves from ditches, pick up trash, mow)
•Maintain streams or other natural drainage ways
•Remove downed trees, unless obstructing flow in a public easement
•Clean up debris on private property or streams after heavy rain or flooding
14 Development Services
DURING THE PAST YEAR
•Last Fiscal Year
•Construction of 63 projects that improved drainage for 89 properties
•6 Major Projects (more than 1 week)
•Rosevale Road
•Cave Spring Lane
•Explore Park –SWM Basin
•Explore Park –Rutrough Point
•Eveningwood Lane
•Courtland Road
•24 Small Projects (~ 1 week)
•13 Routine Projects (1-3 days)
•11 Emergency Projects, High Priority
•9 Inter-Departmental Projects
15 Development Services
Ambassador Drive
16 Development Services
Cortland Road
17 Development Services
18
Farmington Drive
Development Services
19
Farmington Drive
Development Services
20
Girard Drive
Development Services
21
Hammond Lane
Development Services
22
Hammond Lane
Development Services
23
Huntridge Road
Development Services
24
Orchard Park Drive
Development Services
25
Meadowlark Drive
Development Services
26
Spring Grove
Development Services
27
Cave Spring Lane
Development Services
28
Sugar Ridge Road
Development Services
29
Explore Park Stormwater Management Basin
Development Services
30
Hyde Park Drive
Development Services
31
Girard Drive
Development Services
Fence Installation Structure Demolition
32
Planting Equipment Repair Sanitary Sewer Installation
Placing Stamped Concrete
Development Services
In-House Designed/Fabricated Steel Grating In-House Fabricated Steel Reinforcement for Wall
33
Rusted Out Metal Pipe Results in Sink Holes
Development Services
Fenwick Sinkhole –Emergency Response
EMERGENCY PROJECTS
34 Development Services
EXISTING PROJECT BACKLOG
•There will always be a project backlog since storm damage and system
maintenance/replacement will always be ongoing.
•Current backlog, including the projects that are identified as suitable to be
bid out, represents approximately 15 years worth of work with current
resources. (Note that ~5 years worth of the backlog is for low priority
nuisance yard flooding)
•New projects will continue to be added, as needs are identified.
•Overall the existing backlog is slowly shrinking. We are continuing to make
progress.
35 Development Services
EXISTING PROJECT BACKLOG
Potential County Drainage Projects are ranked as follows:
After assigning a base ranking value, it is modified to account for frequency of event. The base value is
multiplied X2, if it occurs frequently (after a heavy rain). If the event occurs “occasionally”, the base value
is not modified.
Example –A property where the home floods every several years would be assigned a base ranking of 10,
that is multiplied by 2 to give a final ranking value of 20.
36
Condition Ranking Value
Potential Life Threatening Situation 25
Potential Damage to Home or Structure posing threat to inhabitants or public 10
Potential Damage to Property that could result in Loss of Use or Value 2
Potential for Minor Damage which could be considered a Nuisance 1
Development Services
CHALLENGES
•Construction is often in residential back yards (limited access)
•Citizens have high expectations during construction, and for restoration at the end of
construction
•Easements must be acquired voluntarily
•Severe storms seem to be increasing in frequency
•Increasing occurrence of failing systems (corroded metal pipes, crushed pipes), due to age
of systems
•Increasing need for routine maintenance (clearing sediment from channels) as the County
makes drainage improvements
•Sharp increases in material and other costs
•Salaries must be competitive to attract and retain staff
37 Development Services
RECOMMENDATIONS
•Utilize ARAP funds to reduce our backlog by accelerating projects that
can be contracted out
•Consider additional operating funds to create a larger crew to address
maintenance backlog of projects not suitable for contracting
Development Services38
A) Potential Utilization of ARPA funds to reduce our Backlog
•Contracting larger projects utilizing ARPA funding
•Generally larger projects that are some distance away from occupied
homes are most suitable for contracting
•Not appropriate for many smaller projects due to costs for plan / document
preparation and the need to work very close to occupied homes.
•Estimates preliminary, consider allocating approximately $3M in ARPA funds
See Attachment A
39
RECOMMENDATIONS
Development Services
B) Longer term recommendations to enhance our capabilities
•Additional staffing is the most appropriate way to reduce our long-term project
backlog (consider as part of our upcoming budget development process)
•Adding two positions would allow us to field two 4 person crews with one additional
person able to help either crew
•Two fully functioning crews would allow us to better utilize our existing heavy
equipment
•For many of our smaller project, our in-house resources can complete projects less
expensively than contracting especially though the avoidance of plan development
and contracting costs.
See Attachment B
40
RECOMMENDATIONS
Development Services
DISCUSSION