Loading...
HomeMy WebLinkAbout10/8/2024 - Adopted Board Records ACTION NO. 100824-1 ITEM NO. C.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: PROCLAMATION EXPRESSING THE APPRECIATION OF THE COUNTY OF ROANOKE, VIRGINIA TO ITS SISTER CITY, OPOLE, POLAND, FOR THIRTY YEARS OF SISTER CITY RELATIONSHIP SUBMITTED BY: APPROVED BY: Richard L. Caywood County Administrator ISSUE: Roanoke County, Virginia recognizes the 30th anniversary of formal sister city relationship with Opole, Poland. BACKGROUND: The beginnings of cooperation between Opole and Roanoke County date back to 1993, beginning as the "Manager to Manager" program through the Association of Local Government Managers in Virginia. The program consisted of the exchange of experiences between representatives of local governments during visits to Opole and Roanoke County. Thanks to this, Opole officials were able to familiarize themselves with, among other things, the structure of American local governments, economic development strategies, the necessary urban infrastructure and promotion methods, and then try to transfer some of them to the national environment. The "Manager to Manager" program resulted in the signing of the "Agreement on Establishing Friendly Contacts and Cooperation Between the City of Opole and Roanoke County" on November 30, 1994. Many joint projects have been successful, particularly in regards to arts and culture. Opportunities like art exchange students have created opportunities for integration, exchange of experiences and improvement of skills. Page 1 of 2 Overall, our Sister City relationship with Opole has allowed both communities the opportunity to gain new perspectives and insights into the inner workings of a local government in a different country. We are excited to welcome the Opole, Poland delegation for their visit! DISCUSSION: Roanoke County, Virginia welcomes Mr. Arkadiusz Winiewski, Mayor of Opole; Mr. Maciej Wujec, Deputy Mayor of Opole; Mr. Lukasz Sowada, Councillor (former Chairman of Opole City Council); Mr. Lukasz Smierciak, Director of the Department of Promotion; and Mr. Maciej WrObel, Department of Culture, Tourism and International Cooperation. STAFF RECOMMENDATION: Staff recommends recognition of the Opole, Poland delegation and adoption of the attached proclamation. VOTE: Supervisor Hooker moved to adopt the proclamation. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® n ❑ Ms. Shepherd ® ❑ ❑ Mr. North // ❑ ❑ CC: Roanoke Valley Sister Cities Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 PROCLAMATION EXPRESSING THE APPRECIATION OF THE COUNTY OF ROANOKE, VIRGINIA TO ITS SISTER CITY, OPOLE, POLAND, FOR THIRTY YEARS OF SISTER CITY RELATIONSHIP WHEREAS, the County of Roanoke, Virginia, United States of America, and the City of Opole, Poland, began their warm friendship to promote international understanding in 1993 through the Virginia Local Government Management Association; and WHEREAS, as communication prospered and the County of Roanoke hosted a delegation from Opole, it was suggested the County of Roanoke and Opole enter into a Sister City relationship; and WHEREAS, for the last thirty years, the County of Roanoke and Opole have remained in communication to host delegations and exchange students, thus implementing a mutual cultural exchange program; and WHEREAS, the County of Roanoke is thrilled to host a delegation from Opole; and WHEREAS, the County of Roanoke looks forward to showcasing County departments and regional highlights throughout the remainder of the delegation's stay; and WHEREAS, the Board of Supervisors wishes to support more prosperous years of cultural exchange and international engagement. NOW, THEREFORE, BE IT PROCLAIMED by the Board of Supervisors of Roanoke County that: 1. The Board of Supervisors welcomes the Opole delegation to Roanoke County, Virginia. 2. The Board appreciates the thirty years of friendship and international prosperity and looks forward to continuing this beneficial cultural exchange. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 PROCLAMATION 100824-1 EXPRESSING THE APPRECIATION OF THE COUNTY OF ROANOKE, VIRGINIA TO ITS SISTER CITY, OPOLE, POLAND, FOR THIRTY YEARS OF SISTER CITY RELATIONSHIP WHEREAS, the County of Roanoke, Virginia, United States of America, and the City of Opole, Poland, began their warm friendship to promote international understanding in 1993 through the Virginia Local Government Management Association; and WHEREAS, as communication prospered and the County of Roanoke hosted a delegation from Opole, it was suggested the County of Roanoke and Opole enter into a Sister City relationship; and WHEREAS, for the last thirty years, the County of Roanoke and Opole have remained in communication to host delegations and exchange students, thus implementing a mutual cultural exchange program; and WHEREAS, the County of Roanoke is thrilled to host a delegation from Opole; and WHEREAS, the County of Roanoke looks forward to showcasing County departments and regional highlights throughout the remainder of the delegation's stay; and WHEREAS, the Board of Supervisors wishes to support more prosperous years of cultural exchange and international engagement. NOW, THEREFORE, BE IT PROCLAIMED by the Board of Supervisors of Roanoke County that: 1. The Board of Supervisors welcomes the Opole delegation to Roanoke County, Virginia. 2. The Board appreciates the thirty years of friendship and international prosperity and looks forward to continuing this beneficial cultural exchange. On motion of Supervisor Hooker to adopt the proclamation; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: L Richard . C. ood, P.E. Cou A•ministrator/ Clerk to the Board of Supervisors CC: Roanoke Valley Sister Cities ACTION NO. 100824-2 ITEM NO. C.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Proclamation declaring October 20-26, 2024, as Red Ribbon Week in the County of Roanoke SUBMITTED BY: Rhonda Perdue Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Proclaiming October 20-26, 2024, as Red Ribbon Week in the County of Roanoke BACKGROUND: Citizens of the Roanoke Valley will be asked to take a stand against drug use and risky behaviors through the observance of Red Ribbon Week. Adam Neal, Director, Roanoke Area Youth Substance Abuse Coalition will be in attendance to accept the proclamation. VOTE: Supervisor Shepherd moved to adopt the proclamation. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Adam T. Neal Page 1 of ACTION NO. 100824-3 ITEM NO. D_1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Resolution of Support for Kidney Transplant Services Provided by Carilion Clinic at Carilion Roanoke Memorial Hospital SUBMITTED BY: Richard L. Caywood County Administrator APPROVED BY: Richard L. Caywood County Administrator ISSUE: Resolution of support for proposed kidney transplant services provided by Carilion Clinic at Carilion Roanoke Memorial Hospital. BACKGROUND AND DISCUSSION: Carillon Clinic is applying to the Commonwealth of Virginia for a Certificate of Public Need (COPN) to bring kidney transplant services to Southwest Virginia through its flagship hospital, Carilion Roanoke Memorial Hospital. The Centers for Disease Control and Prevention (CDC) estimate that 1 in 7 U.S. adults have chronic kidney disease, the 9th leading cause of death in the country. In Virginia, there are currently over 2,300 residents on the state's waitlist for kidneys. Patients in Roanoke and Southwest Virginia reside hours from a transplant center, making it difficult to access critical services, resulting in long waitlist times and care complications. There is a growing need for kidney transplant services among Southwest Virginia's population, and the proposed transplant services at Carilion Roanoke Memorial Hospital will allow for more cost-effective and timely care. Additionally, these services will increase the number of medical professionals and healthcare employment opportunities in the county. Carilion Roanoke Memorial Hospital already provides highly complex medical services that include a Level One Trauma Center, a Level Three Neonatal Page 1 of 2 Intensive Care Unit and 85 medical specialties. FISCAL IMPACT: There is no fiscal impact to the County associated with the adoption of the proposed resolution. STAFF RECOMMENDATION: Staff recommends adoption of the proposed resolution. VOTE: Supervisor North moved to adopt the resolution. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Mark S. Lawrence, Carilion Clinic Peter S. "Pete" Larkin, Carilion Clinic Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-3 OF SUPPORT FOR KIDNEY TRANSPLANT SERVICES PROVIDED BY CARILION CLINIC AT CARILION ROANOKE MEMORIAL HOSPITAL WHEREAS, Carillon Clinic is applying to the Commonwealth of Virginia for a Certificate of Public Need (COPN)to bring kidney transplant services to Southwest Virginia through its flagship hospital, Carillon Roanoke Memorial Hospital; and WHEREAS,the Roanoke County Board of Supervisors wishes to improve access to high-quality kidney transplant services for its residents and other citizens of the region;and WHEREAS,the Centers for Disease Control and Prevention(CDC)estimate that 1 in 7 U.S.adults have chronic kidney disease,the 9th leading cause of death in the country; and WHEREAS, in Virginia,there are currently over 2,300 residents on the state's waitlist for kidneys; and WHEREAS, patients in Roanoke and Southwest Virginia reside hours from a transplant center, making it difficult to access critical services,resulting in long waitlist times and care complications; and WHEREAS,there is a growing need for kidney transplant services among Southwest Virginia's population, and these local services will allow for more cost-effective and timely care; and WHEREAS, these services will increase the number of medical professionals and healthcare employment opportunities in the county; and WHEREAS, Carilion Roanoke Memorial Hospital already provides highly complex medical services that include a Level One Trauma Center, a Level Three Neonatal Page 1 of 2 Intensive Care Unit and 85 medical specialties. NOW, THEREFORE, BE IT RESOLVED,that the Board of Supervisors of Roanoke County, Virginia, supports the plans and efforts of Carillon Clinic to establish kidney transplant services at Carillon Roanoke Memorial Hospital. BE IT FURTHER RESOLVED that the Roanoke County Board of Supervisors enthusiastically supports the application of Carilion Clinic for a Certificate of Public Need (COPN) to bring kidney transplant services to Roanoke and Southwest Virginia and congratulates Carillon on its recognition by US News&World Report as the highest ranked hospital in Southwest Virginia and one of the top hospitals in the Commonwealth of Virginia. On motion of Supervisor North to adopt the resolution; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: - Ri • ar6 L. Caywood, P.E. o ty Administrator/Clerk to the Board of Supervisors CC: Mark S. Lawrence, Carillon Clinic Peter S. Larkin, Carillon Clinic Page 2 of 2 ACTION NO. 100824-4 ITEM NO. E.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: ORDINANCE AMENDING CHAPTER 21 (TAXATION), ARTICLE III (REAL ESTATE TAXES), DIVISION 3 (EXEMPTION FOR ELDERLY AND DISABLED PERSONS) OF THE ROANOKE COUNTY CODE SUBMITTED BY: P. Jason Peters Commissioner of Revenue APPROVED BY: Richard L. Caywood County Administrator ISSUE: Amendment of Division 3 of the County's Tax Code (Exemption for Elderly and Disabled Persons). BACKGROUND & DISCUSSION: It is proposed that Chapter 21 (Taxation), Article III (Real Estate Taxes), Division 3 (Exemption for Elderly and Disabled Persons) of the Roanoke County Code be amended in order to expand the eligibility for such tax benefits by increasing taxpayers' allowable income limit. Other minor amendments to the code have also been proposed, which 1) clarify the documents that must be submitted to the Treasurer when submitting applications for the exemption 2) expand the application period for tax application period for elderly and disabled taxpayers (now allowing applications to be submitted as early as January instead of February of each year), and 3) deleting the deadline for applications for tax relief for disabled veterans, insofar as such a deadline is in conflict with the provisions of Section 58.1-3219.5 of the Code of Virginia (which states that a disabled veteran becomes eligible for such tax relief upon receiving a disability rating from the U.S. Department of Veterans affairs). Page 1 of 2 FISCAL IMPACT: For tax year 2024, the expanding of eligibility by raising the allowable income limit (which is anticipated to affect approximately 837 parcels) will result in a loss of revenue of approximately $50,000. STAFF RECOMMENDATION: Staff recommends approval of the first reading and scheduling the second reading of the ordinance for October 22, 2024. VOTE: Supervisor Shepherd moved to approve the first reading of this ordinance and scheduling the second reading for October 22, 2024. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford • ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 2 of 2 ACTION NO. 100824-5 ITEM NO. E_2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance authorizing the issuance of not to exceed $75,000,000 General Obligation School Bonds of the County of Roanoke, Virginia, and providing for the form and details thereof SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Authorize issuance of not to exceed $75,000,000 in Literary Loan Funds for issuance of bonds BACKGROUND: Literary Fund loans are a part of the financing strategy, as outlined in the Memorandum of Understanding (MOU) between the County and Schools regarding Joint Capital Funding as approved by resolution by the Board of Supervisors on April 11, 2023, and amended on August 6, 2024. DISCUSSION: On October 24, 2023, the Board adopted an ordinance authorizing the submissions of applications to the Virginia Board of Education (collectively, the "Applications") for the purpose of borrowing an amount not to exceed $75,000,000 from the Commonwealth of Virginia's Literary Fund (the "Literary Fund") to finance, along with other available funds, the construction of a modern facility for the Career & Technical Education Center to allow expansion of the programs to better meet the needs of the business community and provide greater access to high-quality programs for students, (b) the renovation of Glen Cove and W. E. Cundiff Elementary Schools and (c) costs of issuing the Bonds. Page 1 of 3 The Virginia Board of Education (VBOE) accepted the final plans and specifications for the two elementary schools and on September 26, 2024, approved the loan applications. The loan application has been accepted by the VBOE for the Career & Technical Education Center and they are waiting to receive the final plans and specifications for this project. We anticipate this application will be added to their October 24 VBOE meeting agenda for action. Following board approval, County staff will coordinate with the Virginia Board of Education and a representative from the State Treasurer's office on the closing and initial draw against the two elementary school loans after the October 22, 2024, Board meeting. County staff will also coordinate with the VBOE and a representative from the State Treasurer's office on the closing and initial draw against the Career & Technical Education Center once the application receives final approval from the VBOE later this fall. FISCAL IMPACT: Funding for these school projects was included in the fiscal year 2025-2034 Capital Improvement Program and appropriated by the Board of Supervisors. Budgets for the three projects were revised as part of the amended MOU between the County and Schools regarding Joint Capital Funding. The annual interest rate shall be equal to the amount approved by the Virginia Board of Education which should not exceed 3% and the final maturity shall be not more than 21 years from the date of issuance of the bonds. The County's obligation to make payments on the State Literary Loans is subject to annual appropriations by the Board and does not constitute a pledge of the full faith and credit or taxing power of the County. The County's debt policies established parameters for issuing debt and managing outstanding debt. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by Board of Supervisors-imposed debt limits. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance and scheduling the second reading for October 22, 2024. Page 2 of 3 VOTE: Supervisor Hooker moved to approve the first reading of this ordinance and scheduling the second reading for October 22, 2024. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 3 of 3 • ACTION NO. 100824-6 ITEM NO. F.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Public hearing to receive citizen comments regarding the refinancing of lease transactions that originally financed various capital projects for the county and authorizing the continued leasing of certain county-owned property, the execution and delivery of prime leases and local lease acquisition agreement and financing leases, and other related actions in accordance with Code of Virginia Section 15.2-2606. SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Public hearing for refinancing of lease transactions BACKGROUND: This is a public hearing to secure citizen's comments regarding the refinancing of lease transactions that originally financed various capital projects for the county and authorizing the continued leasing of certain county-owned property, the execution and delivery of prime leases and local lease acquisition agreement and financing leases, and other related actions DISCUSSION: Section 15.2-2606 of the Code of Virginia, as amended, provides that before the final authorization of the issuance of any bonds by a locality, the governing body of the locality shall hold a public hearing on the proposed bond issue. This notice was published on September 26, 2024 and on October 1, 2024. Page 1 of 2 FISCAL IMPACT: There is no fiscal impact as a result of the public hearing. Requests for the approval of the ordinance will occur later on in this agenda. STAFF RECOMMENDATION: It is recommended that the Board hold the required public hearing. Board action approving the refinancing, as provided in this notice, will occur later during this meeting. Conducting the public hearing does not guarantee the requested refinancing will be approved. Page 2 of 2 ACTION NO. 100824-7 ITEM NO. G.1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Confirmation of Appointments to the Board of Zoning Appeals (BZA) (District) and Parks, Recreation, and Tourism Advisory Commission SUBMITTED BY: Rhonda Perdue Chief Deputy Clerk to the Board of Supervisors APPROVED BY: Richard L. Caywood County Administrator ISSUE: Confirmation of appointments BACKGROUND: Board of Zoning Appeals (BZA) (District) Supervisor Paul Mahoney has recommended the reappointment of Charlotte Moore to represent the Cave Spring Magisterial District for an additional five-year term to expire October 8, 2029. Parks, Recreation, and Tourism Advisory Commission Supervisor Martha Hooker has recommended the reappointment of Larry Peterson to represent the Catawba Magisterial District for an additional three-year term to expire October 8, 2027. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends approval of appointments. VOTE: Supervisor Radford moved to approve all appointments. Supervisor Hooker seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Rebecca James, Secretary of the Board of Zoning Appeals Terrie Cochran, Secretary to the PRT Advisory Commission Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-8.a-i APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for October 8, 2024, designated as Item H-Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 10 inclusive, as follows: 1. Approval of minutes—September 24, 2024 2. Ordinance authorizing the granting of new public drainage easements to the Board of Supervisors of Roanoke County, on property owned by the following: 1) Kerry L. Hall (Tax Map 036.20-01-02.00), located at 2731 Tully Drive; 2) Robert W. & Patrica A. Martin (Tax Map#036.20-01-03.00), located at 2737 Tully Drive; and 3) Michael R. & Linda M. Walker (Tax Map # 036.20-01-04.00), located at 2801 Neil Drive in Catawba Magisterial District for the purpose of constructing drainage improvements. (First Reading and Request for Second Reading) 3. Ordinance approving a Second Site Use Agreement between Craig Botetourt Electric Cooperative and the. County of Roanoke for use of space in a shelter and on a tower located on Fort Lewis Mountain and accepting and appropriating $6,000.00 per year for the term of the agreement. (Second Reading) 4. Ordinance authorizing the granting of new public drainage easements to the Board of Supervisors of Roanoke County, on property owned by the following: 1) David L. Bratton (Tax Map 079.01-01-62.00-0000), located at 3006 Pebble Drive; 2) Leonard W. & Rebecca G. Stiff (Tax Map 079.01-01-63.00-0000), located at 3012 Pebble Drive; 3) Roy M. Carpenter(Tax Map 079.01-01-61.00- 0000), located at 3017 Woodway Rd; and 4)Alice B. Kefauver(Tax Map 079.01- 01-64.00-0000), located at 3020 Pebble Drive in Vinton Magisterial District for the purpose of constructing drainage improvements in various magisterial districts. (Second Reading) Page 1 of 2 5. Request to approve the Board of Supervisors budget development calendar for fiscal year 2025-2026. 6. Resolution accepting and approving recommended changes to the Comprehensive Financial Policy. 7. Ordinance to accept and appropriate grant funds in the amount of$455,452 from the Virginia Department of Fire Programs for the Aid to Localities Funds(VDFP). (First Reading and Request for Second Reading) 8. Resolution to Support the Virginia America 250 Commission. 9. Ordinance of the Board of Supervisors of the County of Roanoke, Virginia approving the refinancing of lease transactions that originally financed various capital projects for the County and authorizing the continued leasing of certain County-owned property, the execution and delivery of prime leases and local lease acquisition agreement and financing leases, and other related actions. (Second Reading) 10.Resolution authorizing the County of Roanoke to enter a memorandum of Understanding with the Town of Vinton, for the County of Roanoke to act as the Virginia Erosion and Stormwater Management Program (VESMP)Authority for the Town of Vinton. On motion of Supervisor Mahoney to adopt resolution; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: d L. Caywood, P.E. C unty Administrator/ Clerk to the Board of Supervisors CC: Rachel Lower, Deputy County Attorney Tarek Moneir, Director of Development Services Susan Slough, Director of Emergency Communications Laurie Gearheart, Director of Finance and Management Services Joshua Pegram, Finance Page 2 of 2 ACTION NO. 100824-8.b ITEM NO. H.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance authorizing the approval of new public drainage easements for the purpose of constructing drainage improvements and authorizing the approval of vacations of certain portions of existing drainage easements on property owned by 1) Kerry L. Hall (Tax Map #036.20-01-02.00- 0000), located at 2731 Tully Drive, 2) Michael R. & Linda M. Walker (Tax Map #036.20-01-04.00-0000), located at 2801 Neil Drive, and Robert W. & Patricia A. Martin (Tax Map #036.20-01-03.00-0000), located at 2737 Tully Drive, in the Catawba Magisterial District SUBMITTED BY: Tarek Moneir Director of Development Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Ordinance authorizing the approval of new public drainage easements to the Board of Supervisors of Roanoke County for two properties for the purpose for drainage improvements, and for the vacation of portions of existing 1961 public drainage easements on three properties, all in the Catawba Magisterial District. BACKGROUND: Two property owners are granting drainage easements to the Roanoke County Board of Supervisors located as shown on the attached plat, and the County needs to vacate certain portions of existing 1961 public drainage easements on those two properties (and one adjacent property). These easements are for the purpose of improvements designed to correct long-standing drainage problems. Page 1 of 3 DISCUSSION: The subject parcels were developed in the early 1960s, and the drainage system consists of old corrugated metal pipe that is cracking and separating at the joints. Total failure of the pipe could result in significant flooding and property damage to the homes in the area. The owners of the impacted parcels (see "Attachment A") have agreed to donate public drainage easements to Roanoke County for construction and maintenance of the proposed improvements. A plat indicating the location of each proposed easement, and the locations of each existing easement to be vacated, are also attached to this report. The easements are necessary for the installation and maintenance of a new drainage system which will be designed and constructed to provide adequate drainage and positive drainage. FISCAL IMPACT: There is no cost to Roanoke County for preparation of the easement deeds as they have been prepared by Roanoke County staff. Roanoke County will advertise for bids for construction of the drainage improvements. The estimated cost of approximately $450,000 for this project is covered by the American Rescue Plan Act known as ARPA funding available for the Department of Development Services and approved by the Board of Supervisors. The plat was prepared by consultants as part of the project and the costs thereof are covered by the same ARPA funding. Future maintenance of the proposed easements will be covered by routine maintenance efforts by Department of Development Services. STAFF RECOMMENDATION: Staff recommends approval of this ordinance and scheduling the second reading for October 22, 2024. VOTE: Supervisor Mahoney moved to approve the first reading of this ordinance and scheduling the second reading for October 22, 2024. Supervisor Radford seconded the motion. Motion approved. Page 2 of 3 Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page3of3 0 O i2 co m � o0 C moo P % �csk l��C �.z P 5 p0 �cc�\ .�� cb• QP '\0' C3 0000�P N 01 0 �9P� o 90, T ri,1\\c��� 2 �������0 04§��04•�P o ��,0 •`40 -�t�OF 0' 60' 120' 180' SCALE:1"=60' R°A"0k DEPARTMENT OF °''� `�,4 °• ; TULLY DRIVE & NEIL DRIVE DEVELOPMENT Z:1 PARCELS NEEDING DRAINAGE - r �� SERVICES v 3 .dam 5204 BERNARD DRIVE EASEMENTS ROANOKE,VA 24018 1838 (540)772-2080 Attachment "A" NOTES: �/ THIS PLAT IS SUBJECT TO INFORMATION 6�00 ���iyy WHICH MAY BE DISCLOSED BY A TITLE LOT 3 REPORT BY A LICENSED ATTORNEY A 4 Y. o• .3 p THE SOLE PURPOSE OF THIS PLAT IS TO SslJ o I•P c�AF IDENTIFY THE AREA OF NEW EASEMENT 0 3zi73, CoB REQUIRED FOR THE COUNTY OF ROANOKE TO 0 40 LOT 4 5(.76..0 `s o INSTALL A REPLACEMENT STORM DRAIN to BLOCK 2 6' SYSTEM, AND TO IDENTIFY UNUSED AREAS OF A EXISTING EASEMENT TO BE VACATED. IT IS zN ") w LOT 5 �So NOTED THAT THE AREA OF EASEMENT SHOWN = a LOT 6 ����j TO BE VACATED IS APPROXIMATE, AS THE PLAT ORIGINALLY CREATING THE EASEMENT o �" ��• DID NOT PROVIDE DETAILED DIMENSIONS TO o ..v czn 10j4' 77E THE EASEMENT TO PROPERTY o cN • ��� BOUNDARIES. I 1. a> m - o X,r; w o ����� METES AND BOUNDS DESCRIPTIONS SHOWN • o m o • HEREON REPRESENT A COMPOSITE OF DEEDS, p ct1/4J •I o ¢ m �.�� Z PLATS, CALCULATED INFORMATION, AND FIELD 0 o z 1L ♦♦ 4- 77ES TO PROPERTY BOUNDARIES TO LOCATE c p o"uu {`•••��• w v THE POSITION OF THE EASEMENT IN RELATION IES. THIS SURVEY DOES o cE Q 2 M o 0, a w o� ���,, -5-1„. o 01 NOT REFLECT TO THE DARCOMPLETE AND ACCURATE Q..,..-.1 3 N �• v o BOUNDARY SURVEY OF THE SUBJECT co Q c.) ����� A ^� PROPERTIES. V I. IQ •4^%• m •�•41 KaNEW 2,142 SQ. FT. (0.0492 AC.) ��•�•• DRAINAGE EASEMENT BOUNDED BY .f• o 0_ CORNERS 1 THROUGH 7 INCLUSIVE, TO 1 ).....1 ►�;•. N 1 to 2 S 72'14' 13"E 61.68 1►� 0 0 2 to 3 N 85'08'35"E 11.37' i,•• 0 3 to 4 N 85'08'35"E 13.98' —a ��••�1 © o 4 to 5 S 17'45'47" W 39.50' N s�� © 5 to 6 N 54.35'45" W 32.17' x a Z •0:V _ 6 to 7 N 72.14' 13" W 72.08' �; n .4�, 7 to 1 N 59'12'00"E 26.68' oJa o �A� OD g o �. 1`\ I 3 to 6 (ATE ONLY) = 30.15' a a Q 2 ��IV i NEW 1,427 SQ. FT. (0.0328 �i I AC.)DRAINAGE EASEMENT IL Q i I ACROSS LOT 5, BOUNDED BY o`o0 1 1 CORNERS I to 2 to 3 to 6 to �~�o I 1 a 7 to 1. WQgN O o I a NEW 715 SQ. FT. (0.0164 AC.) N. e DECK ^ I -o DRAINAGE EASEMENT ACROSS � Ac'LI I T. LOT 6, BOUNDED BY CORNERS N k) ',CAR. i i a' 3 to 4 to 5 to 6 to 3. e I • BELOW Ui O`0R.? t` a 1 1I a `S06, • k x HOUSE I I 1p0F W ~ #2737WI I I o l'4e\ .9 0 i i IIi1 IPF .p6. R I I w I `'-SB.J0' I I I I Z. •0p' 1 I L=7Z00' NE/[ -�PF R=328.92' !/q R 1430 (R0 MOTH) L=1 .30' DELTA=36.59' CH:S 22'51'30"E, 208.64' o�4$1.' OF Dl, EASEMENT PLAT �' - FOR g • RANK B. CALDWELL,III ROANOKE COUNTY DEVELOPMENT SERVICES License No. 1335 SHOWING NEW STORM DRAIN EASEMENT ACROSS LOTS 5 AND 6, March,26,2024 BLOCK 2, AND PARTIAL VACATION OF AN EXIS71NG 15' STORM DRAIN EASEMENT ACROSS LOTS 4, 5, AND 6, BLOCK 2 4WD Suc O?.' GLEN COVE (PB 5. PG 4) CATAWBA MAGISTERIAL DISTRICT COUNTY OF ROANNOKEE,,/�VIRGINIA C `"�"OK 1 1 TAX NO.: VARIES SCALE: r= 50' CALDWELL WHITE ASSOCIATES DRAWN: CLW DATE: MAR. 26, 2024 ENGINEERS / SURVEYORS / PLANNERS CALC: CLW N.B.• RoCo#9 4203 MELROSE AVENUE. N.W. P.O. BOX 6260 CLOSED: CLW W.O.: 22-0070 ROANOKE, VIRGINIA 24017-0260 (540) 366-3400 CHK'D: FBC ACTION NO. 100824-8.c ITEM NO. H.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance approving a Second Site Use Agreement between Craig Botetourt Electric Cooperative and the County of Roanoke for use of space in a shelter and on a tower located on Fort Lewis Mountain and accepting and appropriating $6,000.00 per year for the term of the agreement SUBMITTED BY: Susan Slough Director of Emergency Communications APPROVED BY: Richard L. Caywood County Administrator ISSUE: Craig Botetourt Electric Cooperative leases space in a shelter and on a tower located on Fort Lewis Mountain and the term of the current lease has expired. A Second Site Use Agreement needs to be executed between the two parties. BACKGROUND: The County executed a Site Use Agreement with Craig Botetourt Electric Cooperative on November 1, 2014, for lease of space in a shelter and on a tower owned by the County of Roanoke located on Fort Lewis Mountain. The terms of the Site Use Agreement expired on November 1, 2023. DISCUSSION: County staff recommends continuing to allow Craig Botetourt Electric Cooperative to use space in a shelter and on a tower located on Fort Lewis Mountain. Continuing to allow Craig Botetourt Electric Cooperative to do so furthers the County of Roanoke's commitment to collaborate with surrounding jurisdictions. County staff have worked with the County Attorney's Office and a Second Site Use Page 1 of 2 Agreement has been drafted and executed by Craig Botetourt Electric Cooperative for their continued use of the shelter and the tower in exchange for $500.00 per month/$6,000.00 per year. FISCAL IMPACT: Craig Botetourt Electric Cooperative will pay to Roanoke County $500.00 per month/$6,000.00 per year for utilities and maintenance costs associated with the upkeep of the equipment and the leased premises. There have been no changes to this agenda item since the first reading of this ordinance. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. VOTE: Supervisor Mahoney moved to approve the ordinance. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Laurie Gearheart, Director of Finance and Management Services Susan Slough, Director of Emergency Communications Joshua Pegram, Finance Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 ORDINANCE 100824-8.c APPROVING A SECOND SITE USE AGREEMENT BETWEEN CRAIG BOTETOURT ELECTRIC COOPERATIVE AND THE COUNTY OF ROANOKE FOR USE OF SPACE IN A SHELTER AND ON A TOWER LOCATED ON FORT LEWIS MOUNTAIN AND ACCEPTING AND APPROPRIATING $6,000.00 PER YEAR FOR THE TERM OF THE AGREEMENT WHEREAS, pursuant to Ordinance 092314-3 enacted by the Board on September 23, 2014, the Board approved a Site Use Agreement with Craig Botetourt Electric Cooperative for their lease of space in a shelter and on a tower owned by the County of Roanoke on Fort Lewis Mountain; and WHEREAS, the Site Use Agreement between the County of Roanoke and Craig Botetourt Electric Cooperative expired on November 1, 2023; and WHEREAS, Craig Botetourt Electric Cooperative wishes to continue leasing space in a shelter and on a tower owned by the County of Roanoke on Fort Lewis Mountain; and WHEREAS, County staff recommends continuing to allow Craig Botetourt Electric Cooperative to use space in the shelter and on the tower in furtherance of the County's commitment to collaborate with surrounding jurisdictions; and WHEREAS, County staff have worked with the County Attorney's Office and a Second Site Use Agreement has been drafted and executed by Craig Botetourt Electric Cooperative for their continued use of the shelter and the tower in exchange for$500.00 per month/$6,000.00 per year; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that the conveyance of real estate interests be accomplished by ordinance and also that funds Page 1 of 2 be appropriated by ordinance; the first reading of this ordinance to be held on September 24, 2024, and the second reading to be held on October 8, 2024; NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Second Site Use Agreement between the County of Roanoke and Craig Botetourt Electric Cooperative is hereby approved. 2. That the County Administrator, Deputy County Administrator, or Assistant County Administrator are hereby authorized to execute such documents, including but not limited to the Second Site Use Agreement (with any changes as approved by the County Attorney's Office) and any other documents necessary to accomplish this ordinance, all of which shall be approved as to form by the County Attorney. 3. That the sum of $6,000.00 per year is hereby appropriated to the County's Radio Replacement Fund for the term of the Second Site Use Agreement. 4. That this ordinance is to be in full force and effect upon its passage. On motion of Supervisor Mahoney to approve the ordinance; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: Ri . Caywood, P.E. ounty Administrator/ Clerk to the Board of Supervisors CC: Susan Slough, Director of Emergency Communications Laurie Gearheart, Director of Finance and Management Services Page 2 of 2 ACTION NO. 100824-8.d ITEM NO. H.4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance authorizing the approval of new public drainage easements for the purpose of constructing drainage improvements on property owned by 1) David L. Bratton (Tax Map #079.01-01-62.00-0000), located at 3006 Pebble Drive; 2) Leonard W. & Rebecca G. Stiff (Tax Map #079.01- 01-63.00-0000), located at 3012 Pebble Drive; 3) Roy M. Carpenter (Tax Map #079.01-01-61.00-0000), located at 3017 Woodway Rd; and 4) Alice B. Kefauver (Tax Map #079.01-01-64.00-0000), located at 3020 Pebble Drive, in the Vinton Magisterial District SUBMITTED BY: Tarek Moneir Director of Development Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Ordinance authorizing the acquisition of new public drainage easements to the Board of Supervisors of Roanoke County for multiple properties for the purpose of drainage improvements, in the Vinton Magisterial District. BACKGROUND: Property Owners are granting drainage easements to the Roanoke County Board of Supervisors located as shown on the attached plats. These easements are for the purpose of correcting long-standing drainage problems. DISCUSSION: The subject parcels were developed decades ago, and the drainage system consists of old galvanized pipe that is failing. The proposed work will address long standing Page 1 of 3 problems. Total failure of the pipe could result in significant flooding and property damage to the homes in the area. The owners of the impacted parcels (as shown on the attached overall project rendering) have agreed to donate public drainage easements to Roanoke County for construction and maintenance of the proposed improvements. Maps indicating the location of each proposed easement are attached to the easements attached to this report. The easements are necessary for the installation and maintenance of a new drainage system. The new drainage system will be designed and constructed to provide adequate drainage. FISCAL IMPACT: There is no cost to Roanoke County for preparation of the easement deeds as they have been prepared by Roanoke County staff. Roanoke County will advertise for bids for construction of the drainage improvements. The estimated cost of $450,000 for this project is covered by the American Rescue Plan Act known as ARPA funding available for the Department of Development Services and approved by the Board of Supervisors. Plats were prepared by consultants as part of the project and will be covered by the ARPA funding. Future maintenance for this said easement will be covered by routine maintenance efforts by Department of Development Services. There have been no changes to this Board Report since the first reading of this matter. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. VOTE: Supervisor Mahoney moved to approve the ordinance. Supervisor Radford seconded the motion. Motion approved. Page 2 of 3 Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Rachel Lower, Deputy County Attorney Tarek Moneir, Director of Development Services Page 3 of 3 EXHIBIT "A" °1 . Vial PARHAM DR. RT. 949 `\ o\Q\°�� \ °°e (SO' R/1M 4" c;"°� ♦ o '. II • 1 71 1 m^o I6 ii - / o Tax % ♦ PII I #079.01-01-62.00 / \ l.' Property of v _1 _�-DAVID L.BRATTON 1 0 c \ IIT + r a."- ,--,,,, A °l \ \ % r 1 , 1 1 o`u s� I I / 2,.,�6' `/ e * ', Laos I 1 / '1, $ % \ ~ I1 1 11/1 'EX rn'PuerC(: 1 I , l • PBif,P�3IN .,, © �� 1 n N , g 1 O 1 _ Tax #079.01-01-60.00 ❑ I I I T"P79.07 1676—.00 _- Property of pi 1 O 1 I I Pro ALICE B.KEFAUVER 1/ RONALD J.HODGES *, a al I ; * 6.1 •0-- - . I I I 1 1 1 T I I ❑ = 2ty 4a/ I I Ex.16'PUBLIC 'm 1 1 \ 1 , r� i UPU.Y EASEYENI i yQ/ Y P.B.1,Pg.37 1 O I W* / III No , I L.——___ Tax p079.01-01-59.00 t7 __ EL--� Property of I r__i___ - _-,�,� KARNES LNING TRUST . 1 I 1 8 (n / 1 EX.D PUBLIC UEILIIY EAYNENI 1 I a]' / LP.B.1.Pg 3//-,] 1_- 1 �' / ' I — [ --- t— 1 O 1 o W / / 0 1 —H-- —� 1 XI IVTax /0Pr perty o65.00 r 1 , m Property of I I %,,,,,,/ i _ I 1 JOEL E.&BETTY D. PENDLETON I I Q I I I T1 —�/ _- / _ I I Too p07 r perty-58.00 0 % I �Y /V __ Property of (r1 BARRY W.& , ---------\ � \ 1 SANDRA W.WITT ,,,,,,/.. r 11 I 11 ,,, I A� 1 Too #079.01-01-66.00 I I �„ ,' /� 1 1 Property of I Too p079.01-01-57.00 W LORI E.GRUBB I I 1 Property of Q DUANE W.ISON Sr.& 5 ❑ JOYCE A.ISON M VICINITY MAP a co ,,,,.,,; m EDD,NCTON BR00� K 51k •• _ G\� o NEW VARIABLE WIDTH o�' •0 - PUBLIC DRAINAGE EASEMENT j / a COUP N 5\ q�^oifr s�noY'o\e a,L�� O ALICE B.KEFAUVER a Rr -- 3020 PEBBLE DR. 1 -. 6`-0 SITE sm.k.el a ROY M.CARPENTER �,f 'a ""�° o O 3017 WOODWAY DR. V8 . o �"i ` +t w�� LEONARD W.& . O 671+/- REBECCA G.STIFF O i Y m+, 06 Dr '� e "^`, ° ' 3012 PEBBLE DR. ``°°born cr DAVID L.BRATTON ..; . Cr S J et esD 1$ N s 4 O 3006 WOODWAY DR. I+4. rr 1' n Lon Dr p1 5 ,� 44111 VA Rf95I �''. \ o. n SCALE: 1'= 50' DATE: FEBRUARY 19, 2024 PREPARED BY ROANOKE COUNTY DEPARTMENT OF DEVELOPMENT SERVICES AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 ORDINANCE 100824-8.d AUTHORIZING THE APPROVAL OF NEW PUBLIC DRAINAGE EASEMENTS FOR THE PURPOSE OF CONSTRUCTING DRAINAGE IMPROVEMENTS ON PROPERTY OWNED BY 1) DAVID L. BRATTON (TAX MAP #079.01-01-62.00-0000), LOCATED AT 3006 PEBBLE DRIVE, 2) LEONARD W. STIFF AND REBECCA G. STIFF (TAX MAP #079.01-01-63.00-0000), LOCATED AT 3012 PEBBLE DRIVE, 3) ROY M. CARPENTER (TAX MAP #079.01-01-61.00-0000), LOCATED AT 3017 WOODWAY ROAD, AND 4) ALICE B. KEFAUVER (TAX MAP #079.01-01-64.00-0000), LOCATED AT 3020 PEBBLE DRIVE, IN THE VINTON MAGISTERIAL DISTRICT WHEREAS, it is proposed that David L. Bratton, Leonard W. Stiff and Rebecca G. Stiff, Roy M. Carpenter, and Alice B. Kefauver, who own properties located between Pebble Drive and Woodway Road in the Vinton Magisterial District, grant drainage easements to the Roanoke County Board of Supervisors to enable the Board to assist in correcting long-standing drainage problems; and WHEREAS, the owners of the impacted parcels have agreed to donate public drainage easements to Roanoke County for construction and maintenance of the proposed improvements to the following parcels, all of which are depicted on the attached "Exhibit A": 1) Property owned by David L. Bratton (Tax Map #079.01-01-62.00-0000), located at 3006 Pebble Drive, 2) Property owned by Leonard W. Stiff and Rebecca G. Stiff (Tax Map #079.01- 01-63.00-0000), located at 3012 Pebble Drive, Page 1 of 3 3) Property owned by Roy M. Carpenter (Tax Map# 079.01-01-61.00-0000), located at 3017 Woodway Road, and 4) Property owned by Alice B. Kefauver (Tax Map# 079.01-01-64.00-0000), located at 3020 Pebble Drive. WHEREAS, receipt of the proposed easements is necessary to enable the County to assist with the installation and maintenance of a new drainage system; and WHEREAS, the estimated cost for this project is proposed to be funded with distributions received by the County under the American Rescue Plan Act (ARPA); such funding was previously allocated by the Board for use by the Department of Development Services; and WHEREAS, the first reading of this ordinance was held on September 24, 2024, and the second reading of this ordinance was held on October 8, 2024. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the conveyance of new public drainage easements by 1) David L. Bretton, 2) Leonard W. Stiff & Rebecca G. Stiff, 3) Roy M. Carpenter, and 4) Alice B. Kefauver to the Roanoke County Board of Supervisors, as depicted on the attached Exhibit A, all of which are located in the Vinton Magisterial District, are hereby approved. 2. That the County Administrator, Deputy County Administrator, or Assistant County Administrator, any of whom may act, are authorized to execute, deliver, and record the deeds, and any other documents, on behalf of the County, and to take such further actions as any of them may deem Page 2 of 3 necessary or desirable in connection with this project. The form of the deeds is hereby approved with such completions, omissions, insertions and changes as the County Administrator may approve, whose approval shall be evidenced conclusively by the execution and delivery thereof, all of which shall be approved as to form by the County Attorney. 3. That this ordinance shall be effective from and after the date of its adoption. On motion of Supervisor Mahoney to approve the ordinance; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: • ar . Caywood, P.E. County Administrator/ Clerk to the Board of Supervisors CC: Rachel Lower, Deputy County Attorney Tarek Moneir, Director of Development Services Page 3 of 3 L EXHIBIT "A" °. PARHAM DR. RT. 949 `` okq (50` R/M/) `\,` 4°ch'° 0 \ c • ) 1 cT, ,,,1- * ----, . 7 , r • CO ° I o X; O CD I Tax % r ( #079.01-01-62.00 / \ \ \\ mI Property of � , c/ DAVID L.BRATTON I °+ I \ ° $g _ .I Iot I s --� � 2a1 �I o -'& , _�- , 1._� �� 3 I \ t I I /I r IX.IBXPUBIrc1 TIITY 7 I A I,P I rN 1 1 0 1- TaM79-O-01-4.060 � Tax p79o.p0e1r-ty010-f60.00 O 0 —tI I I I ALTCP8pEFAUER I/1 RONALD J.HODGES a , 1 si 1 * wO /I I I I �'/ I I �U111177 EASEMENT r EX.IV PUBLIC m I /� h?0 P.B.I,Pg.37 O ffa/ o v __ « / I I I 1D _ Tax/079.01-01-59.00 1 f---r--��- ---I I Property of Om I — _ KARNES LIVING TRUST - O I I I --7 /_� 1 I I I % 1 E%. SE PUBLIC ® , UMITY ^ EASEMENT N I m1 ge / LP B 1.Pg 37 MIN 1 o I w / / ;- —--—--—1 O �I L / NTax ;079.01-01-65.00 r \ Property of 1 ;,.,,�,�I I II 1 JOEL E.&BETTY D. ;,I 1 PENDLETON I I i 4 I I T .I -- / 1 1 Tax/079.01-01-58.00 5 O A I it �v __ Property of , (q I -71 --- -.` SANDRA W.WITT i W I t; F F.r ����I, 416 gii I e;,(agP4l., J. I �, 1 , • a I N 1 �-y--- —— — - I—— 71 — �/�I N e 11 1�-- T-- I W I I • Tox /Proper-01-ss.00 1 I I r Properly o1 I Tax #079.01-01-57.00 f` LORI E.GRUBB I I I Property of 03 DUANE W.ISON Sr.& O JOYCE A.ISON O lk 9 VICINITY MAP P° ' EDD,NGTON BR00" OP' • CP NEW VARIABLE WIDTH d'' 2 7 •- PUBLIC DRAINAGE EASEMENT • COP" s q'�4.fy ,,,no`o e° O ---L., ALICE B.KEFAUVER qs �7 .. m 1 3020 PEBBLE DR. .. SITE Smok.Rr ROY M.CARPENTER 1:N I. `I x s a 2 3017 WOODWAY DR. tb'a k o- le QJ a • LEONARD W.& t , . O 671+/- REBECCA G.STIFF O I �P .A4 M m 1J 1,ty ej Ms,w 6 C.Er 0 �I �.y a J _ 3012 PEBBLE DR. '' ' Fre 1 5 O • DAVID L. BRATTON ..; e �9 `rI ` a ,� g J x 1$ - $ 8 4 3006 WOODWAY DR. . •1+A'r 1' Lon Or ; S �c 1 was, a �' � C SCALE: 1"= 50• DATE: FEBRUARY 19, 2024 PREPARED BY ROANOKE COUNTY DEPARTMENT OF DEVELOPMENT SERVICES ACTION NO. 100824-8.e ITEM NO. H.5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Request to approve the Board of Supervisors budget development calendar for fiscal year 2025-2026 SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Planning for the fiscal year 2025-2026 operating and capital budgets is underway. Attachment A is the budget development calendar detailing required Board of Supervisors actions, public hearings, budget work sessions, and briefings associated with both the operating and capital budgets. BACKGROUND: As part of the annual budget development process, the Department of Finance and Management Services prepares a budget development calendar for approval by the Board of Supervisors. While the calendar is subject to change, it provides the Board of Supervisors and County staff a clear timeline to meet all legal obligations associated with both the operating and capital budgets. The budget calendar also adheres to requirements set forth within the Comprehensive Financial Policy. FISCAL IMPACT: There is no fiscal impact associated with the approval of the budget development calendar. STAFF RECOMMENDATION: Staff recommends approval of the fiscal year 2025-2026 budget development calendar. Page 1 of 2 VOTE: Supervisor Mahoney moved to approve the fiscal year 2025-2026 budget development calendar. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Laurie Gearheart, Director of Finance and Management Services Page 2 of 2 Attachment A Fiscal Year 2025-2026 Budget Development Calendar (dates subject to change) Date Board Actions Public Hearings Briefings/Work Sessions 9/24/2024 Approval of FY 2025-2026 budget Work Session:Fiscal Year 2023-2024 development calendar(consent Preliminary and Unaudited Year-End agenda) Overview,FY 2025-2026 Budget Development 10/8/2024 Approval of FY 2025-2026 budget development calendar(consent agenda) 10/22/2024 Work Session:Capital Projects Status Update 12/17/2024 Presentation of Year End Financial Results for June 30,2024, acceptance of audit report and allocation of year end funds 1/14/2025 Briefing:2025 Assessment(Assessor, Finance&Management Services) 1/28/2025 Work Session:FY 2024-2025 Mid-Year Revenue and Expenditure Update;Fiscal Year 2025-2026 Budget Issues 2/11/2025 Work Session:FY 2025-2026 Revenue Outlook;County Fees&Charges Compendium z 2/25/2025 Work Session:FY 2026-2035 Capital F" Improvement Program; c FY 2025-2026 Compensation Update, Outside Agency Funding 3/11/2025 Public Hearing: Effective Tax Rate 3/25/2025 Briefing: County Administrator's Proposed FY 2025-2026 Operating Budget and Capital Improvement Program Presentation 4/8/2025 Adoption of 2025 tax rates(order) Public Hearing:Tax Rate Work Session:Proposed FY 2025-2026 Adoption Operating Budget Information(first of two)if necessary 1 of 2 Attachment A Fiscal Year 2025-2026 Budget Development Calendar (dates subject to change) Date Board Actions Public Hearings Briefings/Work Sessions • 4/22/2025 Public Hearing:Operating and Work Session:Proposed FY 2025-2026 Capital Budgets(first of two) Operating Budget Information(second of two)if necessary 5/13/2025 First reading of budget ordinances Public Hearing:Operating and (total of three ordinances) Capital Budgets(second of two) Approval of School Board budget E" categories(resolution) 00 5/27/2025 Second reading of budget ordinances(total of three ordinances) Approval of operating and capital budgets,revenues and expenditures for County and Schools(resolution) 2 of 2 ACTION NO. 100824-8.f ITEM NO. H.6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Resolution accepting and approving recommended changes to the Comprehensive Financial Policy SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Acceptance of changes to the Comprehensive Financial Policy BACKGROUND: The Comprehensive Financial Policy has been reviewed for updated language and formatting changes. The main purpose of the policy changes is to add wording under Section 4 (Revenues and Expenditures) for grants and change Section 7 (Debt Management) to reflect the newly adopted memorandum of understanding (MOU) between the County and School Boards. DISCUSSION: The following are changes to the current policy. The packet includes both a redlined version and clean copy of the policy. The changes are as follows: • Policy date changed from July 11, 2023 to October 8, 2024 Page 1 of 2 • Updated language in Section 4 (Revenues and Expenditures) for grants which outlines who has the authority to accept or reject all grant funding and also who may submit applications for grants prior to approval by the Board of Supervisors, when the application or proposal shall be binding and who has the responsibility for the maintenance and administration of the Roanoke County Grants Procedure Manual. • Updated language in Section 7 (Debt Management), due to the newly adopted MOU between the County and School Boards • Updated formatting changes, addition of more detailed language for improved clarification Once approved, the policy change will be effective October 08, 2024. FISCAL IMPACT: There is no impact to the current fiscal year budget related to the proposed changes to the Comprehensive Financial Policy. STAFF RECOMMENDATION: Staff recommends approval of the recommended changes to comprehensive financial policy. VOTE: Supervisor Mahoney moved to approve the recommended changes to the comprehensive financial policy. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Laurie Gearheart, Director of Finance and Management Services Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-8.f ACCEPTING AND APPROVING RECOMMENDED CHANGES TO THE COMPREHENSIVE FINANCIAL POLICY WHEREAS, the Comprehensive Financial Policy has been reviewed for updated language and formatting changes; and WHEREAS, the main purpose of the policy changes is to add wording under Section 4 (Revenues and Expenditures) for grants and change Section 7 (Debt Management) to reflect the newly adopted Memorandum of Understanding (MOU) between the County and School Boards; and WHEREAS, the redlined version and clean copy of the proposed new policy are attached to this Resolution, and following are changes to the current policy: - Policy date changed from July 11, 2023 to October 8, 2024 - Updated language in Section 4 (Revenues and Expenditures) for grants which outlines who has the authority to accept or reject all grant funding and also who may submit applications for grants prior to approval by the Board of Supervisors, when the application or proposal shall be binding, and who has the responsibility for the maintenance and administration of the Roanoke County Grants Procedure Manual. - Updated language in Section 7 (Debt Management) due to the newly adopted MOU between the County and School Boards - Updated formatting changes, addition of more detailed language for improved clarification; and WHEREAS, once approved, the policy change will be effective October 08, 2024; and WHEREAS, there is no impact to the current fiscal year budget related to the proposed changes to the Comprehensive Financial Policy. NOW THEREFORE, be it resolved by the Board of Supervisors of Roanoke County as follows: 1. The changes to the Comprehensive Financial Policy are accepted and approved. 2. This resolution shall take effect immediately upon its adoption. On motion of Supervisor Mahoney to approve the resolution; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: Rich•:L. Caywood, P.E. C• •my Administrator/ Clerk to the Board of Supervisors CC: Laurie Gearheart, Director of Finance and Management Services pOA NO. J `l`k County of Roanoke,Virginia /:30 County Policy and Procedures No. 1 1.0 Purpose Fiscal integrity is a top priority for the County of Roanoke.The County's financial policies Policy Effective Date: establish the framework for financial planning and management and provide guidelines against which budgetary performance can be measured and proposals for future funding 102/?32024 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 Last Revision Date: expenditures,Capital Improvement Program,reserves and debt management. 10Y20232024 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 Next Review Date: 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 Policy Owner: the County of Roanoke. Financial management policies that are adopted,adhered to,and regularly reviewed are recognized as the cornerstone of sound financial management. Department of Finance and Management Services 2.0 Policy Policy Authors: Who wrote the policy Section 1—Overview This Policy has been created to: A. Contribute significantly to the County's ability to insulate itself from fiscal crises 1.o Purpose and economic disruption in order to ensure continuous delivery of public services. 2.0 Policy B. Provide sound principles to guide the important decisions of the Board and of management which have significant fiscal impact. 3.0 Procedures C. Assist sound management of County government by providing accurate and timely 4.0 Definitions information on financial condition. 5.0 References D. Promote long-term financial planning in regards to both day-to-day operations and 6.0 Approval capital improvements. E. 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. Ensure the legal use of all County funds through a good system of financial security and internal controls. G. 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. Provide essential public facilities and prevent deterioration of the County's public facilities and its capital plan. I. Enhance access to short-term and long-term markets by helping to achieve the highest credit and bond ratings possible. J.Protect and enhance the County's credit rating and prevent default on any debts Page I I pOAN.,}F [`Z County of Roanoke,Virginia 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 159-8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. B. The General Fund,Special Revenue Funds,Debt Service Funds,Capital Project Funds,Internal Service Funds, and Schools categories shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board three ordinances providing appropriations for County operating and capital,and Schools categories.These ordinances will include: 1. An ordinance appropriating funds for the County's fiscal year operations budget. 2. An ordinance appropriating funds for the County's fiscal year capital budget. 3. An ordinance appropriating funds for the Schools'fiscal year categories. D. The Board does not legally adopt budgets in instances where the County acts as fiscal agent for trust and agency funds. Page I 2 aoaw. jkal County of Roanoke,Virginia 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced operating and capital Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget,the Board of Supervisors shall adopt the annual operating and capital budgets for the County and the categories for the Schools for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenues. It will address the adequate maintenance and orderly replacement of capital assets,and the adequate funding of all retirement systems and other post-employment benefits(OPEB). Funding shall be identified for incremental operating costs associated with capital projects in the operating budget after being identified and approved in the Capital Improvement Program. 4. Budget Monitoring The County will maintain a budget control system and staff will monitor and evaluate expenditures and revenues as compared to budget and/or prior year-to-date reports.The County Administrator will propose recommendations to the Board for adjustments as needed. Section 4—Revenues and Expenditures I. 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 it relates to the adopted budget.In September of each year,or soon thereafter as preliminary year-end revenue estimates are available,County staff will provide for information to the Board a year-end comparison of budgeted to actual revenues for the previous fiscal year. 2. Revenue Team A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets to review current construction trends, the number of authorized building permits, housing sales, mortgage rates, and other economic data which impact Real Estate Tax revenue collections. B. In addition,the Revenue Team uses statistical models to estimate revenue categories including but not limited to: the Personal Property Tax; Local Sales Tax; Business, Professional, and Occupational License Tax; Consumer Utility Tax;Hotel and Motel Tax;Meals Tax;and Recordation Tax. 3. Fees and Charges A. Roanoke County,where possible, institutes user fees and charges for providing specialized programs and services. Established rates recover operational costs,indirect costs,and capital or debt service costs. The Page I 3 'et r of County of Roanoke,Virginia 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. Grants In order to further the goals and objectives of the County.supplemental sources of revenue may be sought through funding provided by individuals,non-profit agencies,or private businesses,as well as local, state,and federal sources. The Board of Supervisors has the authority to accept or reject all grant funding. • - {Formatted:Indent:Left 0.48" The County Administrator,or designee.may submit applications for grants prior to approval by the Board of Supervisors,in accordance with the Roanoke County Grants Procedure Manual. No such application or proposal shall be binding on the Board without its approval. Prior to acceptance.the County Attomev's Office shall ensure that none of the conditions of acceptance is in conflict with the policies of the Board,the objectives of the County, or State or federal law. • {Formatted:Indent:Left 0.48" The Department of Finance and Management Services is responsible for the maintenance and administration of the Roanoke County Grants Procedure Manual. • - - Formatted:Indent Left 0.48", No bullets or numbering 45. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need.The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment.Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services.The statistics used for this index will be derived from publicly available sources as follows: 1. County population-Population numbers published in the statistical section of the Roanoke County Annual Comprehensive Financial Report(County ACFR). 2. Student enrollment-Average Daily Membership(ADM)published in the statistical section of the Roanoke County Schools Annual Comprehensive 1 Financial Report(School ACFR)and the Budget and Salary Scales(adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease)in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget 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). Page I 4 "AN• , L � �. County of Roanoke,Virginia 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 planadopted budget. E. Other: 1. During each annual budget preparation cycle,County staff and School staff shall work collaboratively to determine the increase or decrease in the operating allocation to the schools from the County. 2. The allocation of revenues are subject to annual appropriations by the Board of Supervisors. S.( 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. 6.7. 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. M. 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. 8.9. 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 Page 15 _ sue: \rratsile County of Roanoke,Virginia the section entitled"Capital Improvement Planning". ¢10. 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. 10,11_End of Year Designations All General Government unexpended appropriations and all General Government revenues collected in excess of appropriated revenues at the end of the fiscal year will not lapse but shall be re-appropriated and recommendations for use will be presented to the Board of Supervisors for approval during the final year-end report. Section 5—Capital Improvement Planning 1. Ten-Year Capital Improvement Program(CIP) The County Administrator annually will submit to the Board for its consideration a ten-year Capital Improvement Program(CIP)pursuant to the timeline established in the annual budget preparation schedule.For inclusion in the Capital Improvement Program,a project or collection of projects generally must have an estimated useful life that exceeds five years with a total project cost of at least$100,000.The Capital Improvement Program shall include the following elements: A. A statement of the objectives of the Capital Improvement Program and its relationship to the County's Strategic Plans,as applicable; B. An estimate of the cost and anticipated sources of funds for each project included in the Capital Improvement Program.Each year of the ten-year program must be balanced in that all capital expenditures included in the plan must have an identified funding source. C. A summary of capital projects considered,but not included in the balanced ten-year program. D. An estimate of the fiscal impact of the project,including additional operating costs or revenues impacting the County's Operating Budget associated with the project. E. Adherence to all policies related to debt and debt service as described in the section entitled "Debt Management". 2. Capital Year Budget The first year of the Capital Improvement Program,also known as the Capital Year Budget,will be appropriated by the Board as part of the adoption of the annual Capital Budget Ordinance.The annual Capital Budget Ordinance shall set forth specific provisions regarding funds remaining at project completion and the ability of the County Administrator to transfer funds to facilitate the completion of an existing project. 3. Facilities Assessment The County and Schools shall obtain an independent,professional,and comprehensive facilities assessment to ascertain the present condition of each facility,and to assist the County and the Schools in forecasting capital funding requirements to address deficiencies. The assessment shall also be used to establish priorities for the maintenance,repair,enhancement,or replacement of facilities and their component systems,and to be used in the development of the Capital Maintenance Program and Capital Improvement Program. Further,the analysis as presented in the assessment shall be useful when identifying and justifying needs to support a future bond issue. This evaluation shall be reviewed internally by staff on an annual basis and updated by an independent professional Page 16 p0AN., ,h• County of Roanoke,Virginia every 7-10 years after the initial evaluation. 4. Capital Project Status Reports County staff shall provide the Board with a summary status of all active capital projects in October of each year. The summary shall include status of the project,preliminary financial information through the end of the prior fiscal year,and other relevant information as determined by staff. Section 6—"Pay-as-you-go"Financing 1. A number of options are available for financing the Capital Improvement Program,including bond proceeds and other non-County funding sources(e.g.grants and private capital contributions).The County generally looks to maximize the use of current revenue, or "pay-as-you-go" financing. Financing capital projects from current revenues indicates the County's intent to show purposeful restraint in incurring long-term debt. 2. The decision for using current revenues to fund a capital project is based on the merits of the particular project in relation to an agreed upon set of criteria,including balancing capital needs versus operating needs.In determining the merits of"pay-as-you-go"financing,non-recurring revenues should not be used for recurring expenditures. Section 7—Debt Management 1. Legal Requirements The County shall comply with all requirements of the Code of Virginia and other legal and regulatory bodies' requirements regarding the issuance of bonds and other financing sources for the County or its debt issuing authorities.The County shall comply with the U.S. Internal Revenue Service arbitrage rebate requirements for bonded indebtedness.In addition,the County will institute a control structure to monitor and ensure compliance with bond covenants. 2. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects,including buildings, machinery,equipment,furniture and fixtures. This includes debt issued on behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled together to minimize issuance costs. The Capital Improvements Program will identify all debt-related projects and the debt service impact upon operations identified. 3. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect the County's philosophy concerning indebtedness: A. A Memorandum of Understanding(MOU)between the Roanoke County Board of Supervisors and the Roanoke County School Board regarding the Joint Capital Funding was finalized on April 11,2023 and amended by resolution by all parties as of August 6,2024. This MOU outlines the debt issuances allowed each year for the Schools for FY 2024 through FY 2027.The Schools are allowed to issue$25 million in FY 2024,$95 million in FY 2025.No debt issuance is allowed for the Schools in FY 2027 as this bonding authority was advanced to FY 2025. B. The County is allowed a debt issuance in FY 2026 of$17 million along with any"banked"bond funding from previous years. C. Beginning in FY 2028,debt issuances are limited to$20 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program(CIP).Bond funding shall be allocated to the County in FY 2029,and FY 2032;to the Page 17 ,F,0AN., 1111111401ir County of Roanoke,Virginia Schools,FY F-1-2028,FY 2030, FY 2031,and-FY 2033 and FY34.Effective with capital projects appropriated on or after July 1,2027(FY 2028),bond funding may be"banked"for purposes of accumulating bonding capacity where project costs exceed the$20 million limit.The following chart illustrates the planned issuances and applicable fiscal year: Fiscal Year Schools* County 2024 $ 25,000.000 $ - 2025 95,000.000 - 2026 - 17,000,000 ** 2027 - - 2028 20,000.000 - 2029 - 20.000.000 2030 20,000.000 - 2031 20,000.000 - 2032 - 20,000,000 2033 20,000,000 - 2034 20,000,000 $ 220,000,000 $ 57.000.000 *Amounts subject to change based on future economy, needs and market changes D. The County will not use short-term borrowing to finance operating needs,except in instances as described under"Revenue Anticipation Notes". E. Long-term debt will be used in compliance with all aspects of the debt policy. F. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued.No bonds greater than thirty(30)years will be issued. G. Each project proposed for financing through debt issuance will have a multi-year analysis performed for review of the debt service impact on the County's General Government Operating Budget and an analysis on the County's approved Debt Ratios as indicated in the section entitled"Debt Limits". H. At a minimum,all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals,if applicable,indicated in the section entitled"Types of Debt/Structural Features". 4. Funding Sources for the Future Capital Projects Fund A. Annual contributions to the Future Capital Projects Fund shall total $4011.26 million from the following sources: $5.2-73 million from County sources,$3.732 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$5300,000 fey-each fiscal year starting July 1,20242025. The incremental increase will be evaluated annually in an effort to maintain positive cash in the fund.This evaluation is necessitated as a result of whether debt is issued at a premium or discount,actual interest rates versus assumptions and overall timing in the market.Changes in debt service payments beneficial to the fund will be retained by the Fund. Contributions will be accounted for in the Future Capital Projects Fund. Schools and County Incremental Contribution*: Page 18 pOAN� VISSL t''' County of Roanoke,Virginia /83B Schools County Budget Year Increase* Total Transfer* Total Transfer* 2023 2021 $ —300,000 $ - 3 200,000 $ 3,200.000 2024-2025 $ 530,000 $ 3,730,000 $ 3,730,000 2025-2026 530,000 4,260,000 4,260,000 2026-2027 530,000 4,790,000 4,790,000 2027-2028 530,000 5,320,000 5,320,000 2028-2029 530,000 5,850,000 5,850,000 2029-2030 530,000 6,380,000 6,380,000 2030-2031 530,000 6,910,000 6,910,000 2031-2032 530,000 7,440,000 7,440,000 2032-2033 530,000 7,970,000 7,970,000 2033-2034 530,000 8,500,000 8,500,000 B. The Future Capital Projects Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. Section 8—Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent(3%)in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program. B. General Obligation Current and Projected Debt Service as a Percentage of The General Government Budget will not exceed ten percent(10%)in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program.The General Government budget includes the Governmental Fund expenditures,the School Board component unit expenditures,and County and School transfers to capital projects and Proprietary Funds as outlined in the County's Annual Comprehensive Financial Report(ACFR). 2. All debt ratio calculations shall include debt issued on behalf of the Schools.These ratios will be calculated each year in conjunction with the budget process and the annual audit. 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. Page 19 wrr Art.s County of Roanoke,Virginia 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. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 3. Virginia Public School Authority(VPSA)Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt,either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream,or issuance through the Virginia Resources Authority. B. If applicable,the bonds will include written covenants,which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 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 various debt obligations. The rating agencies will be kept abreast of the County's financial condition by providing them with the County's Annual Comprehensive Financial Report(ACFR)and the Operating and Capital Improvement Program Budget. Page I10 '447111111, County of Roanoke,Virginia 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial,market,transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County,then a negotiated sale,private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals which may include, but not limited to,the financial advisor,bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy,preparing bond documents and marketing bonds to investors.The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt,diverse financial structuring,and pricing municipal securities. 10. Post-Issuance Compliance A. The Director of Finance and Management Services will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner B. The Director of Finance and Management Services may consult with bond counsel,financial advisors or other professionals as deemed appropriate to meet the post-issuance compliance requirements. Section 10—Reserves 1. General Government Fund A. The County of Roanoke's General Government Fund (Fund C100) Unassigned Fund Balance will be maintained to provide the County with sufficient working capital and a comfortable margin of safety to address emergencies and unexpected declines in revenue. B. The General Government Fund's Unassigned Fund Balance should not be used to support recurring operating expenditures outside of the current budget year.If a budget variance requires the use of Unassigned Fund Balance,the County will decrease the General Government Fund's expenditures and/or increase the General Government Fund's revenues to prevent using the Unassigned Fund Balance for two consecutive fiscal years to subsidize General Fund operations. C. The General Government Fund's Unassigned Fund Balance will be as follows: Fund Fund Name Policy Number C100 General Government Fund Twelve percent (12%) of budgeted annual General Government expenditures D. In the event that the General Government Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs,the County shall restore the balance to the twelve percent(12%) minimum,as defined above,within two fiscal years following the fiscal year in which the event occurred. Page I11 pOA N.,f. ‘1111k111101" County of Roanoke,Virginia 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: C 100 General Government Fund 0.25%of budgeted annual General Government Expenditure Contingency expenditures 1. To the extent the contingency falls below the established policy,the contingency will be restored to that level within two fiscal years. C. Any use of the General Government Fund Expenditure Contingency will be presented at a meeting of the Board of Supervisors as part of the consent agenda. 3. Other General Funds A. For the funds listed below,an annual Unassigned Fund Balance shall be maintained as follows: Fund tern Number Fund Name Policy 1. Cl 11 Children's(CSA)Services Act Fifteen percent(15%)of budgeted annual expenditures 2. C 126 Criminal Justice Ten percent(10%)of budgeted annual expenditures Academy 3. C130 Fleet Service Center Seven and a half percent(7.5%)of budgeted annual expenditures 4. C141 Information Technology Five percent(5%)of budgeted annual expenditures (CHIT) 5. C142 Communications Shop Ten percent(10%)of budgeted annual expenditures Emergency Five percent(5%)of budgeted annual expenditures 6. C 144 Communications Center (ECC) Five percent(5%)of budgeted annual expenditures 7. C 150 Recreation Fee Class Page 1 12 pOAN.ry pF.L��F ‘11117_ County of Roanoke,Virginia B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs,the County shall restore the balance to the minimum,as defined above,within two fiscal years following the fiscal year in which the event occurred.This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement"pay- as-you-go"capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County's General Fund may carry a reserve balance but do not have a specific annual target.These County Funds are not permitted to expend funds in excess of available revenues. 4. Capital Reserve Funds The County will maintain funds for the specific use of providing"pay-as-you-go"funding for capital projects as detailed in the approved Capital Improvement Program.Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances.On an annual basis,County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. 5. Internal Service Fund Reserves The County has three funds classified as Internal Services Funds;they include the Health Insurance Fund,Dental Insurance Fund,and Risk Management Fund. A. Health Insurance Fund(Fund C700) 1. So as long as the County continues the current policy of self-insuring health insurance costs,a reserve for healthcare costs shall be maintained as follows: Fund Number Fund Name Policy C700 Health Insurance Fund Ten percent(10%)of budgeted healthcare costs plus a reserve equal to the estimated incurred but not reported (IBNR)claims. 2. To the extent the reserve falls below the minimum threshold of 10%,the reserve will be restored to that level within two fiscal years.Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10%fund balance plus a reserve equal to the estimated incurred but not reported(IBNR)claims be used to reduce the annual employee contribution to the Health Insurance Fund,except in cases where a temporary 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: Page113 :7 �► i rti County of Roanoke,Virginia Fund Number Fund Name Policy C710 Risk Management Fund Ten percent (10%) of budgeted risk management costs plus a reserve equal to the estimated incurred but not reported(IBNR)claims. reserve of$500,000 shall be established for potential auto or property claims. 2. To the extent the reserve falls below the established policy,the reserve will be restored to that level within two fiscal years.Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Risk Management Fund to restore the Risk Management Fund Balance policy with Board approval. 6. Roanoke County Public Schools Reserves and Year End Allocation A. Pursuant to§22.1-100 of the Code of Virginia,at the end of each fiscal year,all unexpended sums derived from the County of Roanoke which are unexpended in any year in any school division shall revert back to the funds of the County of Roanoke.The Board of Supervisors anticipates re-appropriating such funds back to the School Board as follows: B. a. Roanoke County Public Schools will maintain a$2 million emergency contingency. This balance is available for unexpected revenue shortfalls, unplanned significant expenditures increases, and emergency appropriations. The balance will be reserved for financial emergencies and when appropriations are necessary,the balance will be replenished with the next available year end funds from the Schools. b. All funded outstanding encumbrances at year-end will be re-appropriated to the subsequent fiscal year to the same department and account for which they are encumbered in the previous year; c. For the remaining balance of all unexpended School Categories, appropriations after funding the emergency contingency and outstanding encumbrances,the School Board shall prepare a proposal,for the Board of Supervisors'consideration,for such unexpended funds to be re-appropriated for purposes limited to the following: i. Major capital projects(it is expected that at least 50%of the funds will be allocated for such projects), ii. Minor capital projects, iii. Capital maintenance, iv. School safety and security, v. Fleet replacements, vi. Technology replacements,and/or vii. Comprehensive Services Act reserves. Section 11—Cash Management/Investments 1. Maintaining the safety of the principal of the County's public investment is the highest priority in the County's cash management policy.The secondary and tertiary priorities are the maintenance of liquidity of the investment and optimization of the rate of return within the parameters of the Code of Virginia,respectively.Funds held for future capital projects are invested in accordance with these objectives,and in such a manner so as to ensure compliance with U.S.Treasury arbitrage regulations.The County maintains cash and temporary investments in several investment portfolios. 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. Page 114 s%. County of Roanoke,Virginia 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. 4.0 Definitions one 5.0 References 6.0 Approval Department Head Signature County Administration Signature Date Approved Page I15 ROANpv ZIAgrviiiii 0 441 . 7838 County of Roanoke, Virginia County Policy and Procedures No. 1 1.0 Purpose Fiscal integrity is a top priority for the County of Roanoke.The County's financial policies Policy Effective Date: establish the framework for financial planning and management and provide guidelines against which budgetary performance can be measured and proposals for future funding 10/2024 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 Last Revision Date: expenditures,Capital Improvement Program,reserves and debt management. 10/2024 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 Next Review Date: 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 Policy Owner: the County of Roanoke. Financial management policies that are adopted,adhered to, and regularly reviewed are recognized as the cornerstone of sound financial management. Department of Finance and Management Services 2.0 Policy Policy Authors: Who wrote the policy Section 1—Overview This Policy has been created to: A. Contribute significantly to the County's ability to insulate itself from fiscal crises 1.0 Purpose and economic disruption in order to ensure continuous delivery of public services. 2.0 Policy B. Provide sound principles to guide the important decisions of the Board and of management which have significant fiscal impact. 3.0 Procedures C. Assist sound management of County government by providing accurate and timely 4.0 Definitions information on financial condition. 5.0 References D. Promote long-term financial planning in regards to both day-to-day operations and 6.0 Approval capital improvements. E. 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. Ensure the legal use of all County funds through a good system of financial security and internal controls. G. 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. Provide essential public facilities and prevent deterioration of the County's public facilities and its capital plan. I. Enhance access to short-term and long-term markets by helping to achieve the highest credit and bond ratings possible. J. Protect and enhance the County's credit rating and prevent default on any debts Page I 1 POANO�- 2lot " County of Roanoke, Virginia /838 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 159-8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. B. The General Fund,Special Revenue Funds,Debt Service Funds,Capital Project Funds,Internal Service Funds, and Schools categories shall have legally adopted budgets through the annual budget ordinances. C. County staff shall provide for approval by the Board three ordinances providing appropriations for County operating and capital,and Schools categories.These ordinances will include: 1. An ordinance appropriating funds for the County's fiscal year operations budget. 2. An ordinance appropriating funds for the County's fiscal year capital budget. 3. An ordinance appropriating funds for the Schools' fiscal year categories. D. The Board does not legally adopt budgets in instances where the County acts as fiscal agent for trust and agency funds. Page 12 p,OANOk 41111.., kits County of Roanoke, Virginia 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced operating and capital Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for the County and the categories for the Schools for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenues. It will address the adequate maintenance and orderly replacement of capital assets,and the adequate funding of all retirement systems and other post-employment benefits (OPEB). Funding shall be identified for incremental operating costs associated with capital projects in the operating budget after being identified and approved in the Capital Improvement Program. 4. Budget Monitoring The County will maintain a budget control system and staff will monitor and evaluate expenditures and revenues as compared to budget and/or prior year-to-date reports.The County Administrator will propose recommendations to the Board for adjustments as needed. 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 it relates to the adopted budget.In September of each year,or soon thereafter as preliminary year-end revenue estimates are available,County staff will provide for information to the Board a year-end comparison of budgeted to actual revenues for the previous fiscal year. 2. Revenue Team A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets to review current construction trends, the number of authorized building permits, housing sales, mortgage rates, and other economic data which impact Real Estate Tax revenue collections. B. In addition,the Revenue Team uses statistical models to estimate revenue categories including but not limited to: the Personal Property Tax; Local Sales Tax; Business, Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax;Meals Tax;and Recordation Tax. 3. Fees and Charges A. Roanoke County, where possible, institutes user fees and charges for providing specialized programs and services. Established rates recover operational costs, indirect costs, and capital or debt service costs. The Page 13 POANo4. Aot J ,tl ' a County of Roanoke, Virginia /838 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. Grants In order to further the goals and objectives of the County, supplemental sources of revenue may be sought through funding provided by individuals, non-profit agencies, or private businesses, as well as local, state, and federal sources. The Board of Supervisors has the authority to accept or reject all grant funding. The County Administrator, or designee, may submit applications for grants prior to approval by the Board of Supervisors, in accordance with the Roanoke County Grants Procedure Manual. No such application or proposal shall be binding on the Board without its approval. Prior to acceptance,the County Attorney's Office shall ensure that none of the conditions of acceptance is in conflict with the policies of the Board,the objectives of the County, or State or federal law. The Department of Finance and Management Services is responsible for the maintenance and administration of the Roanoke County Grants Procedure Manual. 5. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need.The allocation formula includes the following calculations: A. Calculate Three-Year Average: Establish a three year rolling average index for the changes in county population and student enrollment.Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population-Population numbers published in the statistical section of the Roanoke County Annual Comprehensive Financial Report(County ACFR). 2. Student enrollment-Average Daily Membership(ADM)published in the statistical section of the Roanoke County Schools Annual Comprehensive 1 Financial Report (School ACFR) and the Budget and Salary Scales(adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease)in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget 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). Page 14 pOANOk r P 2 •� 2 County of Roanoke, Virginia 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 adopted budget. E. Other: 1. During each annual budget preparation cycle, County staff and School staff shall work collaboratively to determine the increase or decrease in the operating allocation to the schools from the County. 2. The allocation of revenues are subject to annual appropriations by the Board of Supervisors. 6. 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. 7. 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. 8. 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. 9. 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". Page 15 ROANp� p,,,,Y' yF L County of Roanoke, Virginia 10. 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. 11. 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 fmal year-end report. Section 5—Capital Improvement Planning 1. Ten-Year Capital Improvement Program(CIP) The County Administrator annually will submit to the Board for its consideration a ten-year Capital Improvement Program(CIP)pursuant to the timeline established in the annual budget preparation schedule. For inclusion in the Capital Improvement Program,a project or collection of projects generally must have an estimated useful life that exceeds five years with a total project cost of at least$100,000. The Capital Improvement Program shall include the following elements: A. A statement of the objectives of the Capital Improvement Program and its relationship to the County's Strategic Plans,as applicable; B. An estimate of the cost and anticipated sources of funds for each project included in the Capital Improvement Program. Each year of the ten-year program must be balanced in that all capital expenditures included in the plan must have an identified funding source. C. A summary of capital projects considered,but not included in the balanced ten-year program. D. An estimate of the fiscal impact of the project,including additional operating costs or revenues impacting the County's Operating Budget associated with the project. E. Adherence to all policies related to debt and debt service as described in the section entitled "Debt Management". 2. Capital Year Budget The first year of the Capital Improvement Program, also known as the Capital Year Budget,will be appropriated by the Board as part of the adoption of the annual Capital Budget Ordinance.The annual Capital Budget Ordinance shall set forth specific provisions regarding funds remaining at project completion and the ability of the County Administrator to transfer funds to facilitate the completion of an existing project. 3. Facilities Assessment The County and Schools shall obtain an independent, professional, and comprehensive facilities assessment to ascertain the present condition of each facility, and to assist the County and the Schools in forecasting capital funding requirements to address deficiencies. The assessment shall also be used to establish priorities for the maintenance,repair,enhancement, or replacement of facilities and their component systems, and to be used in the development of the Capital Maintenance Program and Capital Improvement Program. Further, the analysis as presented in the assessment shall be useful when identifying and justifying needs to support a future bond issue. This evaluation shall be reviewed internally by staff on an annual basis and updated by an independent professional every 7-10 years after the initial evaluation. Page I6 POANo pF., , qFG Alli County of Roanoke, Virginia 4. Capital Project Status Reports County staff shall provide the Board with a summary status of all active capital projects in October of each year. The summary shall include status of the project,preliminary financial information through the end of the prior fiscal year,and other relevant information as determined by staff. Section 6—"Pay-as-you-go"Financing 1. A number of options are available for financing the Capital Improvement Program, including bond proceeds and other non-County funding sources (e.g. grants and private capital contributions). The County generally looks to maximize the use of current revenue, or "pay-as-you-go" financing. Financing capital projects from current revenues indicates the County's intent to show purposeful restraint in incurring long-term debt. 2. The decision for using current revenues to fund a capital project is based on the merits of the particular project in relation to an agreed upon set of criteria,including balancing capital needs versus operating needs.In determining the merits of"pay-as-you-go"financing,non-recurring revenues should not be used for recurring expenditures. Section 7—Debt Management 1. Legal Requirements The County shall comply with all requirements of the Code of Virginia and other legal and regulatory bodies' requirements regarding the issuance of bonds and other financing sources for the County or its debt issuing authorities. The County shall comply with the U.S. Internal Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the County will institute a control structure to monitor and ensure compliance with bond covenants. 2. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects, including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled together to minimize issuance costs. The Capital Improvements Program will identify all debt-related projects and the debt service impact upon operations identified. 3. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect the County's philosophy concerning indebtedness: A. A Memorandum of Understanding(MOU)between the Roanoke County Board of Supervisors and the Roanoke County School Board regarding the Joint Capital Funding was finalized on April 11, 2023 and amended by resolution by all parties as of August 6,2024. This MOU outlines the debt issuances allowed each year for the Schools for FY 2024 through FY 2027.The Schools are allowed to issue $25 million in FY 2024, $95 million in FY 2025.No debt issuance is allowed for the Schools in FY 2027 as this bonding authority was advanced to FY 2025. B. The County is allowed a debt issuance in FY 2026 of$17 million along with any"banked"bond funding from previous years. C. Beginning in FY 2028,debt issuances are limited to$20 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program(CIP). Bond funding shall be allocated to the County in FY 2029, and FY 2032; to the Schools,FY 2028,FY 2030,-FY 2031,FY 2033 and FY34. Effective with capital projects appropriated on or Page 17 tz aim o < ci O<Adi 4tc)V- County of Roanoke, Virginia after July 1, 2027 (FY 2028),bond funding may be "banked" for purposes of accumulating bonding capacity where project costs exceed the $20 million limit. The following chart illustrates the planned issuances and applicable fiscal year: Fiscal Year Schools* County* 2024 $ 25,000,000 $ - 2025 95,000,000 - 2026 - 17,000,000 ** 2027 - - 2028 20,000,000 - 2029 - 20,000,000 2030 20,000,000 - 2031 20,000,000 - 2032 - 20,000,000 2033 20,000,000 - 2034 20,000,000 - $ 220,000,000 $ 57,000,000 *Amounts subject to change based on future economy, needs and market changes D. The County will not use short-term borrowing to finance operating needs, except in instances as described under"Revenue Anticipation Notes". E. Long-term debt will be used in compliance with all aspects of the debt policy. F. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued.No bonds greater than thirty(30)years will be issued. G. Each project proposed for financing through debt issuance will have a multi-year analysis performed for review of the debt service impact on the County's General Government Operating Budget and an analysis on the County's approved Debt Ratios as indicated in the section entitled"Debt Limits". H. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals,if applicable,indicated in the section entitled"Types of Debt/Structural Features". 4. Funding Sources for the Future Capital Projects Fund A. Annual contributions to the Future Capital Projects Fund shall total$11.26 million from the following sources: $5.73 million from County sources, $3.73 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 $530,000 each fiscal year starting July 1, 2025. The incremental increase will be evaluated annually in an effort to maintain positive cash in the fund.This evaluation is necessitated as a result of whether debt is issued at a premium or discount,actual interest rates versus assumptions and overall timing in the market.Changes in debt service payments beneficial to the fund will be retained by the Fund. Contributions will be accounted for in the Future Capital Projects Fund. Schools and County Incremental Contribution*: Page 18 POANOk .7) County of Roanoke, Virginia /838 Schools County Budget Year Increase* Total Transfer* Total Transfer* 2024-2025 $ 530,000 $ 3,730,000 $ 3,730,000 2025-2026 530,000 4,260,000 4,260,000 2026-2027 530,000 4,790,000 4,790,000 2027-2028 530,000 5,320,000 5,320,000 2028-2029 530,000 5,850,000 5,850,000 2029-2030 530,000 6,380,000 6,380,000 2030-2031 530,000 6,910,000 6,910,000 2031-2032 530,000 7,440,000 7,440,000 2032-2033 530,000 7,970,000 7,970,000 2033-2034 530,000 8,500,000 8,500,000 * Amounts subject to change based on future economy, needs and market changes B. The Future Capital Projects Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. Section 8—Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program. B. General Obligation Current and Projected Debt Service as a Percentage of The General Government Budget will not exceed ten percent(10%)in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program. The General Government budget includes the Governmental Fund expenditures, the School Board component unit expenditures, and County and School transfers to capital projects and Proprietary Funds as outlined in the County's Annual Comprehensive Financial Report(ACFR). 2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will be calculated each year in conjunction with the budget process and the annual audit. 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. Page 19 ROANot th, % 1h1>' a County of Roanoke,Virginia /838 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. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 3. Virginia Public School Authority(VPSA)Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt,either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that may generate a revenue stream,or issuance through the Virginia Resources Authority. B. If applicable,the bonds will include written covenants,which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance,debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 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 various debt obligations. The rating agencies will be kept abreast of the County's financial condition by providing them with the County's Annual Comprehensive Financial Report(ACFR)and the Operating and Capital Improvement Program Budget. Page 10 POANOk z Aim 'Si A County of Roanoke, Virginia 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial,market,transaction-specific and issuer-related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale,private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals which may include, but not limited to, the financial advisor, bond counsel and the underwriter. The fmance 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 and Management Services will oversee post-issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner B. The Director of Finance and Management Services may consult with bond counsel,financial advisors or other professionals as deemed appropriate to meet the post-issuance compliance requirements. Section 10—Reserves 1. General Government Fund A. The County of Roanoke's General Government Fund (Fund C 100) 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 Fund Name Policy Number C 100 General Government Fund Twelve percent (12%) of budgeted annual General Government expenditures D. In the event that the General Government Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the twelve percent (12%) minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. Page 111 p,0AN0� OC,,J ►FL APILAit;:, fki County of Roanoke, Virginia 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: C100 General Government Fund 0.25%of budgeted annual General Government Expenditure Contingency expenditures 1. To the extent the contingency falls below the established policy, the contingency will be restored to that level within two fiscal years. C. Any use of the General Government Fund Expenditure Contingency will be presented at a meeting of the Board of Supervisors as part of the consent agenda. 3. Other General Funds A. For the funds listed below,an annual Unassigned Fund Balance shall be maintained as follows: Fund :tem Number Fund Name Policy 1. C111 Children's(CSA)es Act Fifteen percent(15%)of budgeted annual expenditures 2. C 126 Criminal Justice Ten percent(10%)of budgeted annual expenditures Academy 3. C 130 Fleet Service Center Seven and a half percent(7.5%)of budgeted annual expenditures 4. C 141 formation Technology(IT) Five percent(5%)of budgeted annual expenditures 5. C 142 Communications Shop Ten percent(10%)of budgeted annual expenditures Emergency Five percent(5%)of budgeted annual expenditures 6. C 144 Communications Center (ECC) Five percent(5%)of budgeted annual expenditures 7. C 150 Recreation Fee Class Page 112 11.111111111111111111111111111111111.11111.11.11o, POANO(; 411011 11) jr County of Roanoke, Virginia B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs,the County shall restore the balance to the minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred.This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement"pay- as-you-go"capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County's General Fund may carry a reserve balance but do not have a specific annual target. These County Funds are not permitted to expend funds in excess of available revenues. 4. Capital Reserve Funds The County will maintain funds for the specific use of providing "pay-as-you-go" funding for capital projects as detailed in the approved Capital Improvement Program. Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances. On an annual basis, County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. 5. Internal Service Fund Reserves The County has three funds classified as Internal Services Funds; they include the Health Insurance Fund, Dental Insurance Fund,and Risk Management Fund. A. Health Insurance Fund(Fund C700) 1. So as long as the County continues the current policy of self-insuring health insurance costs,a reserve for healthcare costs shall be maintained as follows: Fund Number Fund Name Policy C700 Health Insurance Fund Ten percent(10%)of budgeted healthcare costs plus a reserve equal to the estimated incurred but not reported (IBNR)claims. 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal years.Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported(IBNR)claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary 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: Page 113 I r County of Roanoke,Virginia Fund Number Fund Name Policy C710 Risk Management Fund Ten percent (10%) of budgeted risk management costs plus a reserve equal to the estimated incurred but not reported(IBNR)claims. reserve of$500,000 shall be established for potential auto or property claims. 2. To the extent the reserve falls below the established policy,the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Risk Management Fund to restore the Risk Management Fund Balance policy with Board approval. 6. Roanoke County Public Schools Reserves and Year End Allocation A. Pursuant to § 22.1-100 of the Code of Virginia, at the end of each fiscal year, all unexpended sums derived from the County of Roanoke which are unexpended in any year in any school division shall revert back to the funds of the County of Roanoke.The Board of Supervisors anticipates re-appropriating such funds back to the School Board as follows: B. a. Roanoke County Public Schools will maintain a $2 million emergency contingency. This balance is available for unexpected revenue shortfalls, unplanned significant expenditures increases, and emergency appropriations. The balance will be reserved for financial emergencies and when appropriations are necessary, the balance will be replenished with the next available year end funds from the Schools. b. All funded outstanding encumbrances at year-end will be re-appropriated to the subsequent fiscal year to the same department and account for which they are encumbered in the previous year; c. For the remaining balance of all unexpended School Categories, appropriations after funding the emergency contingency and outstanding encumbrances,the School Board shall prepare a proposal,for the Board of Supervisors' consideration,for such unexpended funds to be re-appropriated for purposes limited to the following: i. Major capital projects (it is expected that at least 50% of the funds will be allocated for such projects), ii. Minor capital projects, iii. Capital maintenance, iv. School safety and security, v. Fleet replacements, vi. Technology replacements,and/or vii. Comprehensive Services Act reserves. Section 11—Cash Management/Investments 1. Maintaining the safety of the principal of the County's public investment is the highest priority in the County's cash management policy. The secondary and tertiary priorities are the maintenance of liquidity of the investment and optimization of the rate of return within the parameters of the Code of Virginia, respectively. Funds held for future capital projects are invested in accordance with these objectives, and in such a manner so as to ensure compliance with U.S. Treasury arbitrage regulations. The County maintains cash and temporary investments in several investment portfolios. 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. Page 14 POK pF,,,y ANO qF J a County of Roanoke, Virginia 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. 4.0 Definitions None 5.0 References None 6.0 Approval Department Head Signature County Administration Signature Date Approved Page 15 ACTION NO. 100824-8.g ITEM NO. H.7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance to accept and appropriate grant funds in the amount of $455,452 from the Virginia Department of Fire Programs for the Aid to Localities Funds (VDFP) SUBMITTED BY: C. Travis Griffith Chief of Fire and Rescue APPROVED BY: Richard L. Caywood County Administrator ISSUE: First reading of an ordinance to accept and appropriate funds in the amount of$455,452 from the Virginia Department of Fire Program--Aid to Localities funds (VDFP). BACKGROUND: Section § 38.2-401 provides for the collection of an annual levy from the insurance industry. Such levy is collected by the State Corporation Commission (SCC) on March 1 of each year. The amounts collected in accordance with the Code are transferred into the Fire Programs Fund during June of the same year. The Fund is derived from an annual assessment against all licensed insurance companies doing business in the Commonwealth writing a Code-defined type of insurance. The Fund is used to provide an annual population-based allocation to qualifying jurisdictions within the Commonwealth. The allocation may only be used for fire service purposes and may not supplant or replace locally appropriated funds. This grant awarded to the Roanoke County Fire & Rescue Department will be utilized to purchase fire equipment, supplies, and training that meet state guidelines. Approval of this grant funding from the VDFP depends on the appropriate and timely submission of required annual reporting. The Roanoke County Fire & Rescue Department continues to meet those annual requirements to remain eligible for grant funding. Page 1 of 2 FISCAL IMPACT: The grant funds awarded from the VDFP program totals $455,452. No county match is required for the acceptance of this grant. STAFF RECOMMENDATION: Staff recommends approval of the first reading of the attached ordinance and setting the second reading for October 22, 2024. VOTE: Supervisor Mahoney moved to approve the first reading of this ordinance and scheduling the second reading for October 22, 2024. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 22, 2024 ORDINANCE ACCEPTING AND APPROPRIATING GRANT FUNDS IN THE AMOUNT OF $455,452 FROM THE VIRGINIA DEPARTMENT OF FIRE PROGRAMS FOR THE AID TO LOCALITIES FUNDS WHEREAS, Section 38.2-401 in the Code of Virginia provides for the collection of an annual levy from the insurance industry to be collected by the State Corporation Commission each year and transferred into the Virginia Department of Fire Programs ("VDFP") Fund that same year; and WHEREAS, the Fund is used to provide an annual population-based allocation to qualifying jurisdictions within the Commonwealth,to be used only for fire service purposes and may not supplant or replace locally appropriated funds; and WHEREAS, Roanoke County Fire & Rescue Department has been awarded $455,452 from this fund to purchase fire equipment, supplies, and training that meet state guidelines; and WHEREAS, approval of this grant funding from the VDFP depends on the appropriate and timely submission of required annual reporting which Roanoke County Fire & Rescue Department continues to meet to remain eligible for grant funding; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and WHEREAS, the first reading of this ordinance was held on October 8, 2024, and the second reading was held on October 22, 2024. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $455,452, made available to the Roanoke County Fire & Rescue Department by VDFP, is accepted and hereby appropriated to the County's grant fund. 2. That this ordinance shall take effect from and after the date of adoption. ACTION NO. 100824-8.h ITEM NO. H.8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Resolution Supporting the Virginia America 250 Commission SUBMITTED BY: Madeline Hanlon Assistant to County Administrator APPROVED BY:: Richard L. Caywood County Administrator ISSUE: Approval of the attached Resolution Supporting the Virginia America 250 Commission. BACKGROUND: The Virginia America 250 Commission (VA250) was created in 2020 by the General Assembly for the purpose of preparing for and commemorating the 250th anniversary of Virginia's participation in American independence. Localities have been called to coordinate celebration efforts to represent and celebrate their locality's history as well as our state-wide history. It is proposed that the Board approve a resolution supportingVA250. Following the adoption of such a resolution, staff will coordinate with partners and, if applicable, surrounding localities to assist with Roanoke County's efforts to promote this important historic milestone. DISCUSSION: Staff met with the Board of Supervisors in a work session to review information staff obtained through regional informational meetings, national and state-wide webinars, the Common Cause for All conference in Williamsburg, VA, and discussions with surrounding localities. Through staff discussion with the Board of Supervisors, staff brings this resolution to the Page 1 of 2 Board to allow for us to apply for grants and begin implementing the ideas discussed as part of Roanoke County's recognition efforts. FISCAL IMPACT: Staff plans to submit a budget request in the next fiscal year's budget to go towards community engagement and tourism opportunities in celebration of VA250. There is no fiscal impact associated with the adoption of today's proposed resolution. STAFF RECOMMENDATION: Staff Recommends that the Roanoke County Board of Supervisors approve this resolution. VOTE: Supervisor Mahoney moved to approve the resolution. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ CC: Madeline Hanlon, Community Engagement Director Page 2 of 2 ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION SUPPORTING THE VIRGINIA AMERICA 250 COMMISSION WHEREAS, the Board of Supervisors of Roanoke County is dedicated to the furtherance of economic development and tourism in the Roanoke Valley; and WHEREAS, the Virginia America 250 Commission (VA250) was created in 2020 by the General Assembly for the purpose of preparing for and commemorating the 250th anniversary of Virginia's participation in American independence; and WHEREAS, the Board of Supervisors wishes, together with the Virginia America 250 Commission, to promote and commemorate this important historic milestone. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. The Board of Supervisors hereby expresses support of the Virginia America 250 Commission and their efforts to commemorate the 250th anniversary of Virginia's participation in American independence. 2. The Board of Supervisors authorizes the County Administrator to appoint appropriate staff to coordinate with partners as needed. 3. The Board of Supervisors recognizes December 30, 2026, as the expiration date for activities and events related to Virginia America 250 Commission. ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-8.h SUPPORTING THE VIRGINIA AMERICA 250 COMMISSION WHEREAS, the Board of Supervisors of Roanoke County is dedicated to the furtherance of economic development and tourism in the Roanoke Valley; and WHEREAS, the Virginia America 250 Commission (VA250) was created in 2020 by the General Assembly for the purpose of preparing for and commemorating the 250th anniversary of Virginia's participation in American independence; and WHEREAS, the Board of Supervisors wishes, together with the Virginia America 250 Commission, to promote and commemorate this important historic milestone. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. The Board of Supervisors hereby expresses support of the Virginia America 250 Commission and their efforts to commemorate the 250th anniversary of Virginia's participation in American independence. 2. The Board of Supervisors authorizes the County Administrator to appoint appropriate staff to coordinate with partners as needed. 3. The Board of Supervisors recognizes December 30, 2026, as the expiration date for activities and events related to Virginia America 250 Commission. On motion of Supervisor Mahoney to adopt the resolution; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTS: Ric d L. Caywood, P.E. ounty Administrator/ Clerk to the Board of Supervisors CC: Madeline Hanlon, Community Engagement Director ACTION NO. 100824-8.i ITEM NO. H.9 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Ordinance of the Board of Supervisors of the County of Roanoke, Virginia approving the refinancing of lease transactions that originally financed various capital projects for the County and authorizing the continued leasing of certain County-owned property, the execution and delivery of prime leases and local lease acquisition agreement and financing leases, and other related actions SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Ordinance authorizing the refinancing of Virginia Resources Authority (VRA) Series 2013B and 2014A lease revenue bonds BACKGROUND: The VRA will be bringing their fall Virginia Pooled Financing Program (VPFP) bond issue to market in October of this year. They have let us know of opportunities for a potential refunding related to our Series 2013B and 2014A VPFP loans. A refunding occurs when the proceeds of a new debt issue are used to retire previously issued debt. These loans are now currently callable and can be refunded with tax- exempt bonds. DISCUSSION: The refunding opportunities have been reviewed with our financial advisors and currently they recommend we participate in the VRA fall pooled bond issue to take advantage of the projected savings. Page 1 of 3 The attached ordinance authorizes the County of Roanoke to refund previously issued 2013 and 2014 revenue bonds and provide for annual debt service savings. This ordinance provides that the bonds shall result in net debt service savings as a percentage of the principal amount of the refunded bonds of at least three percent (3%) on a present value basis. It also allows for the refunding of just one of the bond series if market conditions change such that one of the refundings meets the 3% savings target and the other does not. If the net present value savings on the refundings drop below three percent (3%) of the refunded principal amounts, then the refunding loan application can be pulled as late as the week of pricing which is the week of October 29th. At that point, the VRA would not include the County's loan in the fall pool if at least the minimum level of savings can't be generated as specified in the County's attached authorizing ordinance. There have been no changes since the first reading held on September 24, 2024. FISCAL IMPACT: The callable bonds available for refunding total $15.385 million and are projected to yield an overall present value savings of five-point two three percent (5.23%) based on. current market conditions. Attachment A outlines the projected savings. The County's issuance costs associated with the refunding are estimated to be around $55,000, plus a share of VRA's issuance costs, and have been taken into consideration in calculating the net savings described above and in Attachment A. STAFF RECOMMENDATION: Staff recommends approval of the ordinance. VOTE: Supervisor Mahoney moved to approve the ordinance. Supervisor Radford seconded the motion. Motion approved. Page 2 of 3 Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ElEl Mr. North ® ❑ ❑ CC: Laurie Gearheart, Director of Finance and Management Services Page 3of3 CERTIFICATE OF CLERK The undersigned Clerk of the Board of Supervisors of the County of Roanoke, Virginia, hereby certifies that: 1. A regular meeting (the "Meeting") of the Board of Supervisors of the County of Roanoke, Virginia(the "Board"), was held on October 8, 2024, at which the following members were present and absent: PRESENT: ABSENT: 2. An Ordinance entitled "ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA APPROVING THE REFINANCING OF LEASE TRANSACTIONS THAT ORIGINALLY FINANCED VARIOUS CAPITAL PROJECTS FOR THE COUNTY AND AUTHORIZING THE CONTINUED LEASING OF CERTAIN COUNTY-OWNED PROPERTY, THE EXECUTION AND DELIVERY OF PRIME LEASES AND LOCAL LEASE ACQUISITION AGREEMENT AND FINANCING LEASES, AND OTHER RELATED ACTIONS" was duly adopted at the Meeting by the recorded affirmative roll-call vote of a majority of all of the members elected to the Board, the ayes and nays being recorded in the minutes of the Meeting as shown below: MEMBER VOTE 3. Attached hereto is a true and correct copy of the foregoing ordinance as recorded in full in the minutes of the Meeting. 4. The attached ordinance has not been repealed, revoked, rescinded or amended and is in full force and effect on the date hereof WITNESS my signature and the seal of the County of Roanoke, Virginia, this 8th day of October, 2024. Clerk of the Board of Supervisors of the County of Roanoke, Virginia [SEAL] 194414510_4 ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA APPROVING THE REFINANCING OF LEASE TRANSACTIONS THAT ORIGINALLY FINANCED VARIOUS CAPITAL PROJECTS FOR THE COUNTY AND AUTHORIZING THE CONTINUED LEASING OF CERTAIN COUNTY-OWNED PROPERTY, THE EXECUTION AND DELIVERY OF PRIME LEASES AND LOCAL LEASE ACQUISITION AGREEMENT AND FINANCING LEASES, AND OTHER RELATED ACTIONS WHEREAS, by Ordinance 062513-9, enacted June 25, 2013, the Board of Supervisors (the "Board") of the County of Roanoke, Virginia (the "County"), authorized the financing of various capital improvements, including the construction and equipping of the Vinton Library,the refunding of a portion of the outstanding principal components of the rental payments due to Virginia Resources Authority ("VRA") from the County under the Financing Lease dated as of June 1, 2004, between the County and VRA, other capital projects of the County and the costs associated with the financing (collectively, the "2013 Projects"); WHEREAS, to arrange for the financing of the 2013 Projects, the Board entered into (1) an Amended and Restated Prime Lease dated as of June 27, 2013 (the "Original Prime Lease"), between the County and the VRA, and (2) the Local Lease Acquisition Agreement and Amended and Restated Financing Lease dated as of June 27, 2013 (the "2013 Financing Lease"); WHEREAS,VRA provided the funds to enter into the Original Prime Lease and the 2013 Financing Lease from the proceeds of its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2013B (the "2013 VRA Bonds"); WHEREAS, by Ordinance 032514-6 enacted March 25, 2014, the Board, authorized the refunding of all or a portion of the outstanding principal components of the Amended and Restated 2004A Payment Schedule under the 2013 Financing Lease,between the County and VRA and the costs associated with the financing (collectively, the "2014 Projects" and together with the 2013 Projects,the "Projects"); WHEREAS, to arrange for the financing of the 2014 Projects, the Board entered into a First Amendment and Supplement to Local Lease Acquisition Agreement and Amended and Restated Financing Lease dated as of April 17, 2014 (the "2014 Financing Lease"), between the County and VRA; WHEREAS, VRA provided the funds to enter into the 2014 Financing Lease from the proceeds of its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2014A (the "2014 VRA Bonds"); WHEREAS, VRA has advised the County that, subject to market conditions, the County can reduce the amounts payable by the County under the 2013 Financing Lease and the 2014 Financing Lease by entering into a refinancing transaction whereby VRA will refinance some or all of the 2013 VRA Bonds and the 2014 VRA Bonds allocable to the 2013 Financing Lease and the 2014 Financing Lease(the "Refinancing Transaction"); WHEREAS,the Board,has determined that it is in the best interest of the County to pursue the Refinancing Transaction; WHEREAS, the Board is authorized, pursuant to Section 15.2-1800 of the Code of Virginia of 1950,as amended,to lease any improved or unimproved real estate held by the County; WHEREAS, the first reading of this ordinance was held on September 24, 2024, and the second reading was held on October 8, 2024; WHEREAS, VRA intends to issue its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2024C (the "VRA Bonds"), and to provide a portion of the proceeds to the County to enter into the Refinancing Transactions pursuant to the terms of a Second Amended and Restated Local Lease Acquisition Agreement and Financing Lease(or similar agreement, the "Financing Lease"),between the County and VRA; WHEREAS, the County will enter into a Second Amended and Restated Prime Lease(or similar agreement, the "Prime Lease") with VRA whereby the County will continue to lease the property subject to the Original Prime Lease, the 2013 Financing Lease and the 2014 Financing Lease (the public safety building) (the "Real Estate") and the associated improvements and property located thereon(the "Improvements") to VRA; WHEREAS, the County will enter into the Financing Lease with VRA pursuant to which VRA will lease the Real Estate and the Improvements back to the County and the County will make rental payments corresponding in amount and timing to the debt service on the portion of the VRA Bonds issued to effect the Refinancing Transaction (the "Rental Payments"); WHEREAS, the County intends to pay the Rental Payments out of appropriations from the County's General Fund; WHEREAS, the Financing Lease shall indicate a proceeds requested (the "Proceeds Requested") of an amount sufficient to effect the Refinancing Transaction (subject to the parameters below) plus an amount necessary to pay the costs of closing the Refinancing Transaction(or such other amount as requested by the County and approved by VRA prior to the pricing of the VRA Bonds); WHEREAS,VRA's objective is to pay the County an amount which, in VRA's judgment, reflects the market value of the Rental Payments under the Financing Lease (the "VRA Purchase Price Objective"),taking consideration of such factors as the purchase price to be received by VRA for the VRA Bonds,the issuance costs of the VRA Bonds(consisting of the underwriters'discount and other costs incurred by VRA (collectively, the "VRA Costs")) and other market conditions relating to the sale of the VRA Bonds; WHEREAS, such factors may result in the County receiving an amount other than the par amount of the aggregate principal components of the Rental Payments under the Financing Lease and consequently the aggregate principal components of the Rental Payments under the Financing Lease may be greater than the Proceeds Requested in order to receive an amount of proceeds that is substantially equal to the Proceeds Requested; and - 2 - WHEREAS, the Prime Lease and the Financing Lease are referred to herein as the "Documents." NOW,THEREFORE,BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE,VIRGINIA: 1. Approval of Lease-Leaseback Arrangement. The lease-leaseback arrangement with VRA to accomplish the Refinancing Transaction is hereby approved. The County Administrator is authorized to determine the Real Estate and Improvements, as may be required by VRA, to be subject to the lease-leaseback arrangement. 2. Approval of Prime Lease. The leasing of the Real Estate and the Improvements by the County, as lessor, to VRA, as lessee, pursuant to the terms of the Prime Lease is hereby approved. The Prime Lease shall be in substantially the same form as the Original Prime Lease with such additions or changes as may be necessary or advisable to document the Refinancing Transaction. 3. Approval of the Financing Lease. The leasing of the Real Estate and the Improvements by VRA, as lessor, to the County, as lessee,pursuant to the terms of the Financing Lease is hereby approved. The Financing Lease shall be in substantially the same form as the 2013 Financing Lease and the 2014 Financing Lease with such additions or changes as may be necessary or advisable to document the Refinancing Transaction. 4. Approval of the Terms of the Rental Payments. (a) The Rental Payments set forth in the Financing Lease shall be subject to the following parameters: the Financing Lease shall be issued and sold to or at the direction of VRA on terms that VRA shall determine subject to the VRA Purchase Price Objective and market conditions described in the Recitals hereof; provided that (1) the Refinancing Transaction shall generate at least a 3% net present value savings of the principal amount being refinanced and (2)the final Rental Payment shall occur in a fiscal year not later than the final Rental Payment due under the 2013 Financing Lease and the 2014 Financing Lease, as applicable. The County Administrator is authorized and directed to select which components (if any) of the 2013 Financing Lease or the 2014 Financing Lease(or both)to include in the Refinancing Transaction; provided that the conditions set forth in this Ordinance are otherwise satisfied. (b) It is determined to be in the best interest of the County to accept the offer of VRA to enter into the Financing Lease with the County for an amount determined by VRA to be fair,subject to the conditions set forth in this Ordinance,which Financing Lease shall be executed by the Chairman of the Board (the "Chairman") and the County Administrator, or either of them. (c) The Chairman and the County Administrator, either of whom may act, are hereby authorized and directed to enter into the Financing Lease. - 3 - (d) The actions of the Chairman and the County Administrator in accepting the final terms of the Rental Payments shall be conclusive, and no further action shall be necessary on the part of the Board. 5. Other Payments under Financing Lease. The County agrees to pay all amounts required by the Financing Lease, including any amounts required by Section 5.1(b) of the Financing Lease, including the "Supplemental Interest," as provided in such section. 6. Execution and Recordation of Documents. The Chairman and the County Administrator, either of whom may act, are authorized and directed to execute the Documents and deliver them to the other parties thereto. The Chairman and the County Administrator, either of whom may act, are further authorized to cause the Documents,to be recorded in the Clerk's Office of the Circuit Court of Roanoke County. 7. Form of Documents. The County Administrator or the Chairman are each authorized and directed to determine the form of the Documents; provided the Documents are not inconsistent with this Resolution and are each authorized to execute the Documents in substantially such form. The execution and delivery of the Documents shall be conclusive evidence of the officer's approval. 8. Essentiality of the Projects and Real Estate. The Projects, the Real Estate and the Improvements are hereby declared to be essential to the efficient operation of the County, and the County anticipates that the Projects, the Real Estate and the Improvements will continue to be essential to the operation of the County during the term of the Financing Lease. 9. Annual Budget. While recognizing that it is not empowered to make any binding commitment to make Rental Payments and any other payments required under the Financing Lease beyond the current fiscal year, the Board hereby states its intent to make annual appropriations for future fiscal years in amounts sufficient to make all such payments and hereby recommends that future Boards do likewise during the term of the Financing Lease. The Board directs the County Administrator, or such other officer who may be charged with the responsibility for preparing the County's annual budget,to include in the budget request for each fiscal year during the term of the Financing Lease an amount sufficient to pay the Rental Payments and all other payments coming due under the Financing Lease during such fiscal year. If at any time during any fiscal year of the County throughout the term of the Financing Lease, the amount appropriated in the County's annual budget in any such fiscal year is insufficient to pay when due the Rental Payments and any other payments required under the Financing Lease, the Board directs the County Administrator, or such other officer who may be charged with the responsibility for preparing the County's annual budget, to submit to the Board at the next scheduled meeting, or as promptly as practicable but in any event within 45 days, a request for a supplemental appropriation sufficient to cover the deficit. 10. Rental Payments Subject to Appropriation. The County's obligation to make the Rental Payments and all other payments pursuant to the Financing Lease is hereby specifically stated to be subject to annual appropriation therefor by the Board, and nothing in this Ordinance or the Documents shall constitute a pledge of the full faith and credit nor taxing power of the County or compel the Board to make any such appropriation. - 4 - 11. Disclosure Documents. The County authorizes and consents to the inclusion of information with respect to the County to be contained in VRA's Preliminary Official Statement and VRA's Official Statement in final form, both to be prepared in connection with the sale of the VRA Bonds. If appropriate, such disclosure documents shall be distributed in such manner and at such times as VRA shall determine. The County Administrator is authorized and directed to take whatever actions are necessary and/or appropriate to aid VRA in ensuring compliance with Securities and Exchange Commission Rule 15c2-12. 12. Tax Documents. The County Administrator and the Director of Finance and Management Services, either of whom may act,is authorized to execute a Nonarbitrage Certificate and Tax Compliance Agreement and/or any related document(the "Tax Documents") setting forth the expected use and investment of the proceeds of the VRA Bonds to be received pursuant to the Documents and containing such covenants as may be necessary in order for the County and/or VRA to comply with the provisions of the Internal Revenue Code of 1986, as amended (the "Tax Code"), with respect to the VRA Bonds and the Documents including the provisions of Section 148 of the Tax Code and applicable regulations relating to "arbitrage bonds." The County covenants that the proceeds of the VRA Bonds to be received pursuant to the Documents will be invested and expended as set forth in the Tax Documents, to be delivered simultaneously with the issuance and delivery of the Financing Lease and that the County shall comply with the other covenants and representations contained therein. 13. Other Actions. All other actions of the officers of the County in conformity with the purpose and intent of this Ordinance are hereby approved and confirmed. The officers of the County are hereby authorized and directed to execute and deliver all certificates and instruments and to take all such further action as may be considered necessary or desirable in connection with the execution and delivery of the Documents. 14. SNAP Investment Authorization. The County has heretofore received and reviewed the Information Statement (the "Information Statement") describing the State Non- Arbitrage Program of the Commonwealth of Virginia ("SNAP") and the Contract Creating the State Non-Arbitrage Program Pool I (the "Contract"), and the County has determined to authorize the Director of Finance and Management Services to utilize SNAP in connection with the investment of the proceeds of the lease-leaseback transaction if the Director of Finance and Management Services determines that the utilization of SNAP is in the best interest of the County. The Board acknowledges that the Treasury Board of the Commonwealth of Virginia is not, and shall not be, in any way liable to the County in connection with SNAP, except as otherwise provided in the contract creating the investment program pool. 15. Evidence of Approval. The approval or determination of all the details and provisions of the Documents and all other documents, instruments or certificates executed under the authority of this Resolution shall be evidenced conclusively by the execution and delivery of the Documents or other items by the officer or officers authorized hereby. 16. Further Actions. The Board hereby authorizes and directs the County Administrator and the Director of Finance and Management Services and such other officers and agents of the County as may be designated by either of them to take any further actions as they deem necessary or advisable regarding the Documents and the execution, delivery and - 5 - performance of the Documents and closing documents and certificates. All such actions previously taken by the officers and agents of the County are ratified and confirmed. The Board hereby designates the County Administrator and the Director of Finance and Management Services as the County's authorized representatives for purposes of the Financing Lease. 17. Effective Date. This Ordinance shall take effect immediately. - 6 - Attachment A Potential Refunding of VRA Bonds ANT? VA County of Roanoke,Virginia Refunding of VRA Series 2013B&Series 2014A 9/4/2024 Market Rates-Preliminary and Subject to Change Current Refunding in the Public Market Series 2013B 2013B 2014A 2014A Total (Infrastructure) (Moral Obligation) (Infrastructure) (Moral Obligation) Delivery Date 11/20/2024 11/20/2024 11/20/2024 11/20/2024 Maturities Refunded 2025-2033 2025-2033 2025-2033 2025-2033 Par Amount Refunded 56,775,000 $2,910,000 $3,980,000 $1,720,000 $15,385,000 TIC 2.69% 2.74% 2.75% 2.80% 2.73% Average Annual Savings $45,000 $15,000 $25,000 $7,000 $92,000 Gross Savings $448,627 $147,285 $252,729 $68,750 $917,391 Present Value Savings($) $398,345 $130,225 $215,577 $60,602 $804,749 Present Value Savings(%) 5.88% 4.48% 5.42% 3.52% 5.23% Sensitivity Analysis-NPV Savings (+)25 Basis Points 4.90% 3.50% 3.73% 1.85% 3.99% (-)25 Basis Points 6.87% 5.47% 7.14% 5.22% 6.49% RAYMOND JAMFS I i Estimated Annual SavinCOUNTYY V VAA County of Roanoke,Virginia Refunding of VRA Series 2013E&Series 2014A- 9/4/2024 Market Rates-Preliminary and Subject to Change Fiscal Year Prior Net Debt Refunding Debt Refunding Refunding Net Ending Service Service Expenses Cash Flow Savings Present Value 06/30/2025 $ 325,766 $ 312,832 $ 7,821 $ 320,653 $ 5,113 $ 5,051 06/30/2026 2,037,294 1,947,500 16,688 1,964,188 73,106 71,700 06/30/2027 2,037,125 1,942,000 15,050 1,957,050 80,075 76,411 06/30/2028 2,038,541 1,953,000 13,325 1,966,325 72,216 67,125 06/30/2029 2,041,834 1,950,250 11,506 1,961,756 80,078 72,403 06/30/2030 2,037,747 1,953,750 9,594 1,963,344 74,403 65,441 06/30/2031 2,035,666 1,894,750 7,619 1,902,369 133,297 113,705 06/30/2032 2,043,959 1,907,875 5,572 1,913,447 130,513 108,260 06/30/2033 2,036,722 1,896,750 3,419 1,900,169 136,553 110,148 06 30 2034 2 034 572 1 901 375 1,159 1902,534 132,038 103 573 -------------------- Total $18,669,225 $17,660,082 $91,752 $17,751,834 $917,391 $793,817 Savings Summary PV of savings from cash flow $793,817 Plus: Refunding funds on hand $110933 Net PV Savings $804,749 RAYMOND JAMFS I 2 CERTIFICATE OF CLERK The undersigned Clerk of the Board of Supervisors of the County of Roanoke, Virginia, hereby certifies that: 1. A regular meeting (the "Meeting") of the Board of Supervisors of the County of Roanoke, Virginia (the "Board"), was held on October 8, 2024, at which the following members were present and absent: PRESENT: Supervisors Phil North, Martha Hooker, David Radford, Paul Mahoney, Tammy Shepherd ABSENT: None 2. An Ordinance entitled "ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA APPROVING THE REFINANCING OF LEASE TRANSACTIONS THAT ORIGINALLY FINANCED VARIOUS CAPITAL PROJECTS FOR THE COUNTY AND AUTHORIZING THE CONTINUED LEASING OF CERTAIN COUNTY-OWNED PROPERTY, THE EXECUTION AND DELIVERY OF PRIME LEASES AND LOCAL LEASE ACQUISITION AGREEMENT AND FINANCING LEASES, AND OTHER RELATED ACTIONS"was duly adopted at the Meeting by the recorded affirmative roll-call vote of a majority of all of the members elected to the Board, the ayes and nays being recorded in the minutes of the Meeting as shown below: MEMBER VOTE David Radford Aye Martha Hooker Aye Paul Mahoney Aye Tammy Shepherd Aye Phil North Aye 3. Attached hereto is a true and correct copy of the foregoing ordinance as recorded in full in the minutes of the Meeting. 4. The attached ordinance has not been repealed, revoked, rescinded or amended and is in full force and effect on the date hereof. WITNESS my signature and the seal • he Court' of Roanoke, Virginia, this 8th day of October 2024. Clerk of %oar of Supervisors oft - • ty of Roanoke, Virginia [SEAL]_ _ • AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION.CENTER ON TUESDAY, OCTOBER 8, 2024 ORDINANCE 100824-8.i OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA APPROVING THE REFINANCING OF LEASE TRANSACTIONS THAT ORIGINALLY FINANCED VARIOUS CAPITAL PROJECTS FOR THE COUNTY AND AUTHORIZING THE CONTINUED LEASING OF CERTAIN COUNTY-OWNED PROPERTY, THE EXECUTION AND DELIVERY OF PRIME LEASES AND LOCAL LEASE ACQUISITION AGREEMENT AND FINANCING LEASES, AND OTHER RELATED ACTIONS WHEREAS, by Ordinance 062513-9, enacted June 25, 2013, the Board of Supervisors (the "Board") of the County of Roanoke, Virginia (the "County"), authorized the financing of various capital improvements, including the construction and equipping of the Vinton Library, the refunding of a portion of the outstanding principal components of the rental payments due to Virginia Resources Authority("VRA")from the County under the Financing Lease dated as of June 1, 2004, between the County and VRA, other capital projects of the County and the costs associated with the financing (collectively, the "2013 Projects"); WHEREAS, to arrange for the financing of the 2013 Projects, the Board entered into (1) an Amended and Restated Prime Lease dated as of June 27, 2013 (the "Original Prime Lease"), between the County and the VRA, and (2) the Local Lease Acquisition Agreement and Amended and Restated Financing Lease dated as of June 27, 2013 (the "2013 Financing Lease"); WHEREAS, VRA provided the funds to enter into the Original Prime Lease and the 2013 Financing Lease from the proceeds of its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2013B (the "2013 VRA Bonds"); WHEREAS, by Ordinance 032514-6 enacted March 25, 2014, the Board, authorized the refunding of all or a portion of the outstanding principal components of the Amended and Restated 2004A Payment Schedule under the 2013 Financing Lease, between the County and VRA and the costs associated with the financing (collectively, the "2014 Projects" and together with the 2013 Projects, the "Projects"); WHEREAS, to arrange for the financing of the 2014 Projects, the Board entered into a First Amendment and Supplement to Local Lease Acquisition Agreement and Amended and Restated Financing Lease dated as of April 17, 2014 (the "2014 Financing Lease"), between the County and VRA; WHEREAS, VRA provided the funds to enter into the 2014 Financing Lease from the proceeds of its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2014A (the "2014 VRA Bonds"); WHEREAS, VRA has advised the County that, subject to market conditions, the County can reduce the amounts payable by the County under the 2013 Financing Lease and the 2014 Financing Lease by entering into a refinancing transaction whereby VRA will refinance some or all of the 2013 VRA Bonds and the 2014 VRA Bonds allocable to the 2013 Financing Lease and the 2014 Financing Lease (the"Refinancing Transaction"); WHEREAS, the Board, has determined that it is in the best interest of the County to pursue the Refinancing Transaction; WHEREAS, the Board is authorized, pursuant to Section 15.2-1800 of the Code of Virginia of 1950, as amended, to lease any improved or unimproved real estate held by the County; WHEREAS, the first reading of this ordinance was held on September 24, 2024, and the second reading was held on October 8, 2024; WHEREAS, VRA intends to issue its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program), Series 2024C (the "VRA Bonds"), and to provide a portion of the proceeds to the County to enter into the Refinancing Transactions pursuant to the terms of a Second Amended and Restated Local Lease Acquisition Agreement and Financing Lease (or similar agreement, the "Financing Lease"), between the County and VRA; WHEREAS, the County will enter into a Second Amended and Restated Prime Lease (or similar agreement, the "Prime Lease") with VRA whereby the County will continue to lease the property subject to the Original Prime Lease, the 2013 Financing Lease and the 2014 Financing Lease (the public safety building) (the "Real Estate") and the associated improvements and property located thereon (the "Improvements")to VRA; WHEREAS, the County will enter into the Financing Lease with VRA pursuant to which VRA will lease the Real Estate and the Improvements back to the County and the County will make rental payments corresponding in amount and timing to the debt service on the portion of the VRA Bonds issued to effect the Refinancing Transaction (the "Rental Payments"); WHEREAS, the County intends to pay the Rental Payments out of appropriations from the County's General Fund; WHEREAS, the Financing Lease shall indicate a proceeds requested (the "Proceeds Requested") of an amount sufficient to effect the Refinancing Transaction (subject to the parameters below) plus an amount necessary to pay the costs of closing the Refinancing Transaction (or such other amount as requested by the County and approved by VRA prior to the pricing of the VRA Bonds); WHEREAS, VRA's objective is to pay the County an amount which, in VRA's judgment, reflects the market value of the Rental Payments under the Financing Lease (the "VRA Purchase Price Objective"), taking consideration of such factors as the purchase price to be received by VRA for the VRA Bonds, the issuance costs of the VRA Bonds (consisting of the underwriters' discount and other costs incurred by VRA (collectively, the "VRA Costs")) and other market conditions relating to the sale of the VRA Bonds; WHEREAS, such factors may result in the County receiving an amount other than the par amount of the aggregate principal components of the Rental Payments under the Financing Lease and consequently the aggregate principal components of the Rental Payments under the Financing Lease may be greater than the Proceeds Requested in order to receive an amount of proceeds that is substantially equal to the Proceeds Requested; and WHEREAS, the Prime Lease and the Financing Lease are referred to herein as the "Documents." NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Approval of Lease-Leaseback Arrangement. The lease-leaseback arrangement with VRA to accomplish the Refinancing Transaction is hereby approved. The County Administrator is authorized to determine the Real Estate and Improvements, as may be required by VRA, to be subject to the lease-leaseback arrangement. 2. Approval of Prime Lease. The leasing of the Real Estate and the Improvements by the County, as lessor, to VRA, as lessee, pursuant to the terms of the Prime Lease is hereby approved. The Prime Lease shall be in substantially the same form as the Original Prime Lease with such additions or changes as may be necessary or advisable to document the Refinancing Transaction. 3. Approval of the Financing Lease. The leasing of the Real Estate and the Improvements by VRA, as lessor, to the County, as lessee, pursuant to the terms of the Financing Lease is hereby approved. The Financing Lease shall be in substantially the same form as the 2013 Financing Lease and the 2014 Financing Lease with such additions or changes as may be necessary or advisable to document the Refinancing Transaction. 4. Approval of the Terms of the Rental Payments. (a) The Rental Payments set forth in the Financing Lease shall be subject to the following parameters: the Financing Lease shall be issued and sold to or at the direction of VRA on terms that VRA shall determine subject to the VRA Purchase Price Objective and market conditions described in the Recitals hereof; provided that (1) the Refinancing Transaction shall generate at least a 3% net present value savings of the principal amount being refinanced and (2) the final Rental Payment shall occur in a fiscal year not later than the final Rental Payment due under the 2013 Financing Lease and the 2014 Financing Lease, as applicable. The County Administrator is authorized and directed to select which components (if any) of the 2013 Financing Lease or the 2014 Financing Lease (or both) to include in the Refinancing Transaction; provided that the conditions set forth in this Ordinance are otherwise satisfied. (b) It is determined to be in the best interest of the County to accept the offer of VRA to enter into the Financing Lease with the County for an amount determined by VRA to be fair, subject to the conditions set forth in this Ordinance, which Financing Lease shall be executed by the Chairman of the Board (the "Chairman") and the County Administrator, or either of them. (c) The Chairman and the County Administrator, either of whom may act, are hereby authorized and directed to enter into the Financing Lease. (d) The actions of the Chairman and the County Administrator in • accepting the final terms of the Rental Payments shall be conclusive, and no further action shall be necessary on the part of the Board. 5. Other Payments under Financing Lease. The County agrees to pay all amounts required by the Financing Lease, including any amounts required by Section 5.1(b) of the Financing Lease, including the "Supplemental Interest," as provided in such section. 6. Execution and Recordation of Documents. The Chairman and the County Administrator, either of whom may act, are authorized and directed to execute the Documents and deliver them to the other parties thereto. The Chairman and the County Administrator, either of whom may act, are further authorized to cause the Documents, to be recorded in the Clerk's Office of the Circuit Court of Roanoke County. 7. Form of Documents. The County Administrator or the Chairman are each authorized and directed to determine the form of the Documents; provided the Documents are not inconsistent with this Resolution and are each authorized to execute the Documents in substantially such form. The execution and delivery of the Documents shall be conclusive evidence of the officer's approval. 8. Essentiality of the Projects and Real Estate. The Projects, the Real Estate and the Improvements are hereby declared to be essential to the efficient operation of the County, and the County anticipates that the Projects, the Real Estate and the Improvements will continue to be essential to the operation of the County during the term of the Financing Lease. 9. Annual Budget. While recognizing that it is not empowered to make any binding commitment to make Rental Payments and any other payments required under the Financing Lease beyond the current fiscal year, the Board hereby states its intent to make annual appropriations for future fiscal years in amounts sufficient to make all such payments and hereby recommends that future Boards do likewise during the term of the Financing Lease. The Board directs the County Administrator, or such other officer who may be charged with the responsibility for preparing the County's annual budget, to include in the budget request for each fiscal year during the term of the Financing Lease an amount sufficient to pay the Rental Payments and all other payments coming due under the Financing Lease during such fiscal year; If at any time during any fiscal year of the County throughout the term of the Financing Lease, the amount appropriated in the County's annual budget in any such fiscal year is insufficient to pay when due the Rental Payments and any other payments required under the Financing Lease, the Board directs the County Administrator, or such other officer who may be charged with the responsibility for preparing the County's annual budget, to submit to the Board at the next scheduled meeting, or as promptly as practicable but in any event within 45 days, a request for a supplemental appropriation sufficient to cover the deficit. 10. Rental Payments Subject to Appropriation. The County's obligation to make the Rental Payments and all other payments pursuant to the Financing Lease is hereby specifically stated to be subject to annual appropriation therefor by the Board, and nothing in this Ordinance or the Documents shall constitute a pledge of the full faith and credit nor taxing power of the County or compel the Board to make any such appropriation. 11. Disclosure Documents. The County authorizes and consents to the inclusion of information with respect to the County to be contained in VRA's Preliminary Official Statement and VRA's Official Statement in final form, both to be prepared in connection with the sale of the VRA Bonds. If appropriate, such disclosure documents shall be distributed in such manner and at such times as VRA shall determine. The County Administrator is authorized and directed to take whatever actions are necessary and/or appropriate to aid VRA in ensuring compliance with Securities and Exchange Commission Rule 15c2-12. 12. Tax Documents. The County Administrator and the Director of Finance and Management Services, either of whom may act, is authorized to execute a Nonarbitrage Certificate and Tax Compliance Agreement and/or any related document (the "Tax Documents") setting forth the expected use and investment of the proceeds of the VRA Bonds to be received pursuant to the Documents and containing such covenants as may be necessary in order for the County and/or VRA to comply with the provisions of the Internal Revenue Code of 1986, as amended (the "Tax Code"), with respect to the VRA Bonds and the Documents including the provisions of Section 148 of the Tax Code and applicable regulations relating to "arbitrage bonds." The County covenants that the proceeds of the VRA Bonds to be received pursuant to the Documents will be invested and expended as set forth in the Tax Documents, to be delivered simultaneously with the issuance and delivery of the Financing Lease and that the County shall comply with the other covenants and representations contained therein. 13. Other Actions. All other actions of the officers of the County in conformity with the purpose and intent of this Ordinance are hereby approved and confirmed. The officers of the County are hereby authorized and directed to execute and deliver all certificates and instruments and to take all such further action as may be considered necessary or desirable in connection with the execution and delivery of the Documents. 14. SNAP Investment Authorization. The County has heretofore received and reviewed the Information Statement (the "Information Statement") describing the State Non-Arbitrage Program of the Commonwealth of Virginia("SNAP")and the Contract Creating the State Non-Arbitrage Program Pool I (the "Contract"), and the County has determined to authorize the Director of Finance and Management Services to utilize SNAP in connection with the investment of the proceeds of the lease-leaseback transaction if the Director of Finance and Management Services determines that the utilization of SNAP is in the best interest of the County. The Board acknowledges that the Treasury Board of the Commonwealth of Virginia is not, and shall not be, in any way liable to the County in connection with SNAP, except as otherwise provided in the contract creating the investment program pool. 15. Evidence of Approval. The approval or determination of all the details and provisions of the Documents and all other documents, instruments or certificates executed under the authority of this Resolution shall be evidenced conclusively by the execution and delivery of the Documents or other items by the officer or officers authorized hereby. 16. Further Actions. The Board hereby authorizes and directs the County Administrator and the Director of Finance and Management Services and such other officers and agents of the County as may be designated by either of them to take any further actions as they deem necessary or advisable regarding the Documents and the execution, delivery and performance of the Documents and closing documents and certificates. All such actions previously taken by the officers and agents of the County are ratified and confirmed. The Board hereby designates the County Administrator and the Director of Finance and Management Services as the County's authorized representatives for purposes of the Financing Lease. 17. Effective Date. This Ordinance shall take effect immediately. On motion of Supervisor Mahoney to approve the ordinance; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: Richar• . Caywood, P.E. Co y Administrator/ Clerk to the Board of Supervisors CC: Laurie Gearheart, Director of Finance and Management Services ACTION NO. 100824-8.i ITEM NO. H.10 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 8, 2024 AGENDA ITEM: Resolution authorizing the County of Roanoke to enter into a Memorandum of Understanding with the Town of Vinton to act as the Virginia Erosion and Stormwater Management Program (VESMP) Authority for the Town of Vinton SUBMITTED BY: APPROVED BY: Richard L. Caywood County Administrator ISSUE: This is a resolution authorizing the County of Roanoke to enter into a Memorandum of Understanding (MOU) with the Town of Vinton for the County of Roanoke to act as the Town of Vinton's Virginia Erosion and Stormwater Management Program (VESMP) Authority. BACKGROUND: The Town Manager of Vinton has formally requested that Roanoke County become the Town's Virginia Erosion and Stormwater Management Program Authority. The Town of Vinton has determined by the attached resolution that it would be beneficial for the County of Roanoke to operate as the local VESMP Authority in the Town, and the County is willing to serve in this capacity. DISCUSSION: Pursuant to a previous MOU with the Town of Vinton dated February 23, 2016, the County has served as the Virginia Stormwater Management Program (VSMP) Authority and Virginia Erosion and Sediment Control Program (VESCP) Authority for the Town and has been responsible for implementing procedures whereby stormwater requirements related to water quality and quantity are administered and enforced. Accordingly, the' County currently reviews and inspects land disturbing activities on behalf of the Town for conformance with the Stormwater Management Design Page 1 of 3 Standards, Hydrologic Design, and Best Management Practices (BMPs). As of August 1st, 2024, the County of Roanoke became the Authority and performs the duties of the local VESMP Authority as set forth in Chapter 8.1 of the County of Roanoke Code, § 62.1-44.15:27 of the Code of Virginia, and 9 VAC 25-875, or as set forth in such ordinances, statutes, and regulations that are enacted to succeed the above. The Town has determined that it would be beneficial for the County to continue to operate as the local VESMP Authority in the Town, and the County is willing to serve in this capacity. As of September 17, 2024, the Town adopted the attached Erosion and Stormwater Management (ESM) ordinance that recognizes the County as the local VESMP Authority. Upon execution of the MOU by the two parties and approval by the Virginia State Water Control Board, the County shall become the local VESMP Authority in the Town and the previous agreements between the Town and the County concerning ESC and SWM will be voided and superseded by the MOU. The MOU may be amended at any time by mutual consent of the parties, in writing as per the terms and conditions listed in the attached agreement. FISCAL IMPACT: None STAFF RECOMMENDATION: Staff recommends that the Board approve the Town of Vinton's request and the attached resolution for the County to become the Town's VESMP Authority. VOTE: Supervisor Mahoney moved to approve the resolution. Supervisor Radford seconded the motion. Motion approved. Yes No Absent Mr. Radford ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. North ® ❑ ❑ Page 2 of 3 CC: Rachel Lower, Deputy County Attorney Tarek Moneir, Director of Development Services Page 3of3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION AUTHORIZING THE COUNTY OF ROANOKE TO ENTER INTO A MEMORANDUM OF UNDERSTANDING WITH THE TOWN OF VINTON TO ACT AS THE VIRGINIA EROSION AND STORMWATER MANAGEMENT PROGRAM (VESMP) AUTHORITY FOR THE TOWN OF VINTON WHEREAS, Roanoke County has served as the Virginia Stormwater Management Program (VSMP) Authority and Virginia Erosion and Sediment Control Program (VESCP) Authority for the Town of Vinton since at least 2016 and has been responsible for implementing procedures whereby stormwater requirements related to water quality and quantity are administered and enforced; and WHEREAS, Roanoke County currently reviews and inspects new land disturbing activities on behalf of the Town of Vinton for conformance with the Stormwater Management Design Standards, Hydrologic Design, and Best Management Practices (BMPs); and WHEREAS, on July 1, 2024, Chapters 68 and 758 of the 2016 Acts of Assembly (referred to as the "Consolidation Bill") became effective which combined the stormwater management and erosion and sediment control requirements under the Virginia Erosion and Stormwater Management Act (VESMA); and WHEREAS, with the Consolidation Bill becoming effective on July 1, 2024, local ordinances for the administration of a Virginia Erosion and Sediment Control Program (VESCP) or Virginia Stormwater Management Program (VSMP) had to be updated to reflect both the new law and regulations; and Page 1 of 2 WHEREAS, because Roanoke County administers a VESCP and a VSMP Authority, on July 9, 2024 the. Roanoke County Board of Supervisors adopted an ordinance amending Chapter 8.1 of the County Code and repealing Chapter 23 of the County Code to create a consolidated Erosion and Stormwater Management Program (ESMP) Ordnance; and WHEREAS, the consolidated Chapter 8.1 - Erosion and Stormwater Management Program (ESMP) of the Roanoke County Code states that the provisions of Chapter 8.1 shall be applicable within the corporate limits of the Town of Vinton; and WHEREAS, the Town of Vinton has determined that it would be beneficial for the County to continue to operate as the local Virginia ESMP Authority in the Town of Vinton, and the County is willing to serve as such; and WHEREAS, a new Memorandum of Understanding between the County of Roanoke and the Town of Vinton is necessary; and WHEREAS, a new Memorandum of Understanding (attached to this resolution as Attachment A) has been prepared and reviewed by staff, and has also been executed by the Town of Vinton. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. The Memorandum of Understanding attached to this resolution as Attachment A is hereby approved, and 2. The County Administrator, Deputy County Administrator, or Assistant County Administrator, any of whom may act, are authorized to execute the Memorandum of Understanding on behalf of the Board. Page 2 of 2 MEMORANDUM OF UNDERSTANDING for Administration of the Virginia Erosion and Stormwater Management Program(VESMP) Pursuant to the State Water Control Board's Adoption of the Virginia Erosion and Stormwater Management(VESM)Regulation (9 VAC 25-875) This Memorandum of Understanding(MOU) is made and entered as of the 2Jj day of September,2024, by and between the County of Roanoke, a political subdivision of the Commonwealth of Virginia,hereinafter referred to as the"County,"and the Town of Vinton,a municipal corporation in the Commonwealth of Virginia, hereinafter referred to as the "Town." I. PURPOSE. WHEREAS,the County and the Town wish to ensure the general health, safety,and welfare of the citizens of the County and the Town by protecting the quality and quantity of state waters from the potential harm of unmanaged stormwater and soil erosion, including protection from land disturbing activities causing unreasonable degradation of properties, water quality, stream channels, stream buffers,steep slopes,and other natural resources; and WHEREAS,the County has served as the Virginia Stormwater Management Program (VSMP)Authority and Virginia Erosion and Sediment Control Program(VESCP)Authority for the Town since at least 2016 and has been responsible for implementing procedures whereby stormwater requirements related to water quality and quantity are administered and enforced; and WHEREAS,the County currently reviews and inspects new Iand disturbing activities on behalf of the Town for conformance with the Stormwater Management Design Standards, Hydrologic Design,and Best Management Practices(BMPs); and WHEREAS,the VESMP has become more complex to administer as regulations and requirements expand;and WHEREAS, the Town has determined that it would be beneficial for the County to continue to operate as the local VESMP Authority in the Town, and the County is willing to serve in this capacity. NOW THEREFORE,the County and the Town agree that their respective responsibilities are as follows: II. COUNTY RESPONSIBILITIES. 1. The County shall continue to be the local"VESMP Authority"for the Town. 2. Upon approval of this MOU by the parties and the Virginia State Water Control Board, the County shall become the local"VESMP Authority"in the Town. 3. Roanoke County shall possess the authority and perform the duties of the local"VESMP Authority"as set forth in Chapter 8.1 of the.Roanoke County Code,as amended; § 62.1-44.15:27 of the Code of Virginia, 1950,as amended; and 9 VAC 25-875, as 1 amended, or as set forth in such ordinances,statutes, and regulations that are enacted to succeed the above. III: TOWN RESPONSIBILITIES. 4. The Town shall adopt an Erosion and Stormwater Management(ESM) Ordinance that recognizes the County as the local VESMP Authority. 5. The Town shall not issue any other permits for an activity that requires a VESMP permit until the County has issued the VESMP permit for such activity. IV. •PREVIOUS AGREEMENTS. 6. Previous agreements between the Town and the County concerning the VESMP are void and superseded by this MOU. V. FEES. 7. The County shall collect fees from regulated land-disturbing activities occurring within the Town in accordance with the fee schedule adopted by the County's Board of Supervisors. 8. The fees for regulated land-disturbing activities within the Town shall be the same as those for regulated land-disturbing activities in the County. VI. AMENDMENTS 9. This MOU may be amended at any time by mutual consent of the parties, in writing. VIL TERMINATION. 10.This agreement may be terminated by either party following a written notice provided to the other party within 90 days of the desired termination date. If this agreement is terminated, the Town understands that it shall obtain Virginia State Water Control Board approval to become a local VESMP authority within the Town. 11.Should this agreement be voided, abrogated or its purposes otherwise be frustrated by changes in law or regulation, or by judicial or administrative interpretation,the parties agree to negotiate in good faith to ensure an orderly transition for the benefit of the public from County responsibility as the local VESMP authority within the Town to any future arrangement permitted by law. VIII. EFFECTIVE DATE. 12. This MOU shall become effective,upon the endorsement of the parties as well as adoption of applicable ordinances and upon approval by the Virginia State Water Control Board for transfer of the local VESMP from the Town to the County, and it shall remain in effect unless terminated by one of the parties as noted above. 2 In Witness Whereof, the parties herein have caused this document to be executed as of the date of the last signature shown below. 3 FOR COUNTY OF ROANOKE: Approved as to Form BOARD OF SUPERVISORS OF COUNTY OF ROANOKE,VIRGINIA Peter S.Lubeck Richard L. Caywood County Attorney County Administrator STATE OF VIRGINIA, COUNTY OF ROANOKE,to wit: The foregoing instrument was acknowledged before me this day of ,2024, by Richard L. Caywood, County Administrator on behalf of the County of Roanoke,VA. Notary Public (SEAL) Registration.Number: My commission expires: 4 If OR TOWN OF VINTON: Approved as to Form TOWN COUNCIL OF TOWN OF VINTON,VIRGINIA 0.)/4. 4..,1- 94, J•rem E C rroll Richard W. Peters To Attorney Town Manager STATE OF VIRGINIA, TOWN OF VINTON, to wit: The foregoing instrument was acknowledged before me this 2.1Qt day of Sep nl ,2024, by Richard W. Peters,Town Mai i',Qn behalf of the Town of Vinton, VA. i,•`��y REN�FSp�. ��P••�p,FtY.P�• :2 MY W;1-4 ? ; COMMISSION c. : Notary Public S 0 . NUMBER (SEAL) 7756034 2 Registration Number: —1151.0®3�-} .0.,,• c� . 9F•.�c� •. My commission expires: 31 31 12°21 '•.,.,......'''. 5 ORDINANCE NO. 1060 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, SEPTEMBER 17, 2024, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE AMENDING CHAPTER 79, STORMWATER MANAGEMENT, OF THE VINTON TOWN CODE, TO ADOPT ROANOKE COUNTY'S CONSOLIDATED EROSION AND STORMWATER MANAGEMENT PROGRAM ORDINANCE WHICH SHALL BE APPLICABLE WITHIN THE CORPORATE LIMITS OF THE TOWN OF VINTON AND DESIGNATING ROANOKE COUNTY AS THE VIRGINIA EROSION AND STORMWATER MANAGEMENT PROGRAM AUTHORITY WITHIN THE CORPORATE LIMITS OF THE TOWN. WHEREAS, on May 20, 2014, the Vinton Town Council adopted an ordinance to establish Chapter 79 — Stormwater Management, to comply with the Virginia Stormwater Management(SWM)Act,Virginia Stormwater Management Program(VSMP)and Virginia Erosion and Sediment Control Program (VESCP) regulations. As of July 1, 2014,the Town of Vinton became the local VSMP Authority; and WHEREAS, on April 5, 2016, the Vinton Town Council adopted Resolution No. 2136 for the Interim Town Manager to enter and execute a Memorandum of Understanding (MOU)with Roanoke County for the County to act as the Town's VSMP Authority and to continue to be the Town's VESCP Authority.The MOU was signed by both parties on March 1,2016, and April 8, 2016,respectively; and WHEREAS, on April 19, 2016, Vinton Town Council amended Chapter 79 of the Town of Vinton Code adopting the Roanoke County's Stormwater Management and Erosion and Sediment Control ordinances, including all the required regulatory changes adopted by the Commonwealth of Virginia and designating the County as the Town's Virginia Stormwater Management Program(VSMP) and Virginia Erosion and Sediment Control Program (VESCP) Authority within the corporate limits of the Town of Vinton; and WHEREAS, on June 22,2023,the State Water Control Board approved and adopted the Virginia Erosion and Stormwater Management (VESM) Regulation (9 VAC 25-875) and approved the repeal of the Erosion and Sediment Control Regulation (9 VAC 25- 840), Erosion and Sediment Control and Stormwater Management Certification Regulations (9 VAC 25-850), and the Virginia Stormwater Management Program Regulation(9 VAC 25-870), effective July 1,2024; and WHEREAS, on July 1, 2024, Chapters 68 and 758 of the 2016 Acts of Assembly became effective which combined the stormwater management and erosion and sediment control requirements under the Virginia Erosion and Stormwater Management Act (VESMA), and 1 WHEREAS, with the Consolidation Bill and VESM Regulation becoming effective on July 1, 2024, local ordinances for the administration of a Virginia Erosion and Sediment Control Program(VESCP)or Virginia Stormwater Management Program(VSMP) must be updated to reflect both the new law and regulations; and WHEREAS, because Roanoke County administers a VESCP and a VSMP, the Roanoke County Code needs to be updated to reflect the new law and regulations; and WHEREAS, the Roanoke County Code has been amended to consolidate erosion and stormwater management control provisions (the new consolidated ordinance to become Chapter 8.1 of the Roanoke County Code); and WHEREAS, the Roanoke County Board of Supervisors'first reading of the consolidated Erosion and Stormwater Management Ordinance was held on June 11,2024,and the second reading and public hearing of the Ordinance was held on July 9, 2024; and WHEREAS, Roanoke County's consolidated Erosion and Stormwater Management Ordinance was adopted on July 9,2024, and became effective on August 1, 2024; and WHEREAS, Roanoke County is willing to serve as the Town's VESMP Authority and the Town recognizes the efficiency and benefits to the Town in allowing the Roanoke County to serve as the Town's VESMP Authority; and WHEREAS, the Town desires to amend Chapter 79 of the Town of Vinton Code to adopt Roanoke County's consolidated Erosion and Stormwater Management (ESM) Ordinance,as amended,by reference and to designate Roanoke County as the local VESMP Authority within the corporate limits of the Town. NOW THEREFORE BE IT ORDAINED by the Town Council of the Town of Vinton,that: 1) Roanoke County's consolidated Erosion and Stormwater Management Program Ordinance, Chapter 8.1 - Erosion and Stormwater Management Program of the Code of Roanoke County,Virginia, shall be applicable with the corporate limits of the Town of Vinton; and 2) Roanoke County is designated as the Town's Virginia Erosion and Stormwater Management Program Authority; and 3) Article I—"Stormwater Management", Section 79-1 and Article II—Erosion and Sediment Control and Steep Slope Development, Section 79-49 of Chapter 79 of the Town Code are hereby repealed; and 4) Vinton Town Code, Chapter 79 — Stormwater Management, is hereby amended and readopted to read as follows: CHAPTER 79 STORMWATER MANAGEMENT 2 INTRODUCTION The Town of Vinton finds that inadequate management of stormwater runoff from land-disturbing activities and development in watersheds increases flood flows and velocities, erodes and/or silts stream channels, pollutes water, overloads existing drainage facilities, undermines floodplain management in downstream communities, reduces groundwater recharge, and threatens public safety. More specifically, surface water runoff can carry pollutants into receiving waters. The Roanoke River and many of its tributaries inside the Town are listed as impaired waters by the Virginia Depatliuent of Environmental Quality(DEQ). Many future problems can be avoided through proper stormwater management, and the Town is dedicated to preventing the damaging effects that uncontrolled stormwater may present. The lands and waters of Town are valuable natural resources that need to be protected. The Town finds that it is in the public interest to establish a stormwater management program. Pursuant to Virginia Code § 62.1-44.15:27, this ordinance is part of an initiative to integrate the Town's stormwater management requirements with the Town's erosion and sediment control (Chapter 35) and floodplain management (Appendix B. Zoning Ordinance, Article IV, Division 13, Section 4-65 through Section 4-73) requirements into a unified stormwater program. The unified stormwater program is intended to facilitate the submission and approval of plans,issuance of permits,payment of fees,and coordination of inspection and enforcement activities into a more convenient and efficient manner for both the Town of Vinton and those responsible for compliance with these programs. Sec 1 Titl uthority (a) This ordinance shall be known as the"Stormwater Management Ordinance of the Town of Vinton, Virginia." The Town of Vinton, Virginia, hereby adopts the Stormwater Management Ordinance of the County of Roanoke, Virginia, in its entirety as set forth in Roanoke County Code, Chapter 23, Stormwater Management, as amended from time to time,which shall be applicable within the corporate limits of the Town of Vinton. (b) Pursuant to§ 62.1 11.15:27 of the Code of Virginia,the Town of Vinton hereby establishes a Virginia Stormwater Management Program (VSMP) for land disturbing activities and adopts the applicable Regulations that specify standards and specifications for VSMPa promulgated by the State Water Control Board(State Board)for the purposes set out in 23 1.2-of County-Code apter 23. The Town of Vinton hereby designates Roanoke the corporate limits of the town and its Director of Community Development as the n dministr for o fthe town's \Tirgini et,,...�,,,,ater��r.,n go,, e t D,-...,.-a (c) The Town of\'into designates Roanoke County, Virginia, as its agent for the purpose of enforcing all stormwater facility maintenance agreements, agreements in lieu of a 3 effective date of this ordinance. Sec. 79-2-79-48. Reserved � T (a) This article shall be known as the "Erosion and Sediment Control and Steep Slope Development Ord nce t re Tow e ster,Virginia."The purpose of this a tide to requirements for the control of erosion and sedimentation, and by establishing fequirements-fer-develoPment-of-steeP-g-epesan€1-13testablithiag-Preeedur-es-wherebY Code of Virginia, title 10.1,chapter 5, article (§ 10.1 560 et se ), 1.„ow„ s the Virgi„ia Erosion a„d Sed:me„t C„„trol T ., (b) Pursuant te-C Virginia-enabling legislation,Article 2.1,Chapter 3.1 of the Title 62.1;and Code of Chapter 756 and 793;Roanoke County is the local Virginia Erosion Sediment Control Program (VESCP) Authority within the county and the town, and regulates st rmwater r off fro,,, „struct;o„ site Article I. Erosion and Stormwater Management Program Section. 79-1.-Title,purpose and authority. (a) This article shall be known as the "Erosion and Stormwater Management Ordinance of the Town of Vinton, Virginia." The Town of Vinton, Virginia, hereby adopts the Erosion and Stormwater Management Ordinance of the County of Roanoke, Virginia, in its entirety as set forth in Roanoke County Code, Chapter 8.1 -Erosion and Stormwater Management of the Code of Roanoke County, Virginia, as amended from time to time, which shall be applicable within the corporate limits of the Town of Vinton. (b) Town of Vinton designates Roanoke County, Virginia, as its agent for the purpose of enforcing this Erosion and Stormwater Management Ordinance. Sec. 79-50.-Applicability of chapter in town. The provisions of Roanoke County Code, Chapter 8.1 -Erosion and Stormwater Management Program, as amended from time to time, shall be applicable within the corporate limits of the Town. Administrative procedures and review fees may be established to accommodate the review of plans for development located within the Town. AND BE IT FURTHER ORDAINED by the Town Council of the Town of Vinton that this Ordinance shall become effective immediately This Ordinance adopted on motion made by Council Member McCarty and seconded by Council Member Liles,with the following votes recorded: 4 AYES: Liles, McCarty,Mullins, Stovall, Grose NAYS: None APPROVED: 1 4 of c e-- Bradley E. Grose, Mayor ATTEST: --114*42Z"L- Antonia Arias-Magallon,Town Clerk 5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-8.i AUTHORIZING THE COUNTY OF ROANOKE TO ENTER INTO A MEMORANDUM OF UNDERSTANDING WITH THE TOWN OF VINTON TO ACT AS THE VIRGINIA EROSION AND STORMWATER MANAGEMENT PROGRAM (VESMP) AUTHORITY FOR THE TOWN OF VINTON WHEREAS, Roanoke County has served as the Virginia Stormwater Management Program (VSMP) Authority and Virginia Erosion and Sediment Control Program (VESCP) Authority for the Town of Vinton since at least 2016 and has been responsible for implementing procedures whereby stormwater requirements related to water quality and quantity are administered and enforced; and WHEREAS, Roanoke County currently reviews and inspects new land disturbing activities on behalf of the Town of Vinton for conformance with the Stormwater Management Design Standards, Hydrologic Design, and Best Management Practices (BMPs); and WHEREAS, on July 1, 2024, Chapters 68 and 758 of the 2016 Acts of Assembly (referred to as the "Consolidation Bill") became effective which combined the stormwater management and erosion and sediment control requirements under the Virginia Erosion and Stormwater Management Act (VESMA); and WHEREAS, with the Consolidation Bill becoming effective on July 1, 2024, local ordinances for the administration of a Virginia Erosion and Sediment Control Program (VESCP) or Virginia Stormwater Management Program (VSMP) had to be updated to reflect both the new law and regulations; and Page 1 of 3 WHEREAS, because Roanoke County administers a VESCP and a VSMP Authority, on July 9, 2024, the Roanoke County Board of Supervisors adopted an ordinance amending Chapter 8.1 of the County Code and repealing Chapter 23 of the County Code to create a consolidated Erosion and Stormwater Management Program (ESMP) Ordnance; and WHEREAS, the consolidated Chapter 8.1 - Erosion and Stormwater Management Program (ESMP) of the Roanoke County Code states that the provisions of Chapter 8.1 shall be applicable within the corporate limits of the Town of Vinton; and WHEREAS, the Town of Vinton has determined that it would be beneficial for the County to continue to operate as the local Virginia ESMP Authority in the Town of Vinton, and the County is willing to serve as such; and WHEREAS, a new Memorandum of Understanding between the County of Roanoke and the Town of Vinton is necessary; and WHEREAS, a new Memorandum of Understanding (attached to this resolution as Attachment A) has been prepared and reviewed by staff, and has also been executed by the Town of Vinton. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, as follows: 1. The Memorandum of Understanding attached to this resolution as Attachment A is hereby approved, and 2. The County Administrator, Deputy County Administrator, or Assistant County Administrator, any of whom may act, are authorized to execute the Memorandum of Understanding on behalf of the Board. Page 2 of 3 On motion of Supervisor Mahoney to approve the resolution; seconded by Supervisor Radford and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: None A COPY TESTE: Richard ood, P.E. Co - inistrator/ Clerk to the Board of Supervisors CC: Rachel Lower, Deputy County Attorney Tarek Moneir, Director of Development Services Page 3 of 3 MEMORANDUM OF UNDERSTANDING for Administration of the Virginia Erosion and Stormwater Management Program(VESMP) Pursuant to the State Water Control Board's Adoption of the Virginia Erosion and Stormwater Management(VESM)Regulation (9 VAC 25-875) 40 T his Memorandum of Understanding(MOU) is made and entered as of the 2_19 day of September,2024, by and between the County of Roanoke, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the"County,"and the Town of Vinton, a municipal corporation in the Commonwealth of Virginia,hereinafter referred to as the "Town." I. PURPOSE. WHEREAS,the County and the Town wish to ensure the general health, safety,and welfare of the citizens of the County and the Town by protecting the quality and quantity of state waters from the potential harm of unmanaged stormwater and soil erosion, including protection from land disturbing activities causing unreasonable degradation of properties, water quality, stream channels, stream buffers,steep slopes, and other natural resources;and WHEREAS,the County has served as the Virginia Stormwater Management Program (VSMP)Authority and Virginia Erosion and Sediment Control Program (VESCP)Authority for the Town since at least 2016 and has been responsible for implementing procedures whereby stormwater requirements related to water quality and quantity are administered and enforced; and WHEREAS,the County currently reviews and inspects new land disturbing activities on behalf of the Town for conformance with the Stormwater Management Design Standards, Hydrologic Design, and Best Management Practices (BMPs); and WHEREAS,the VESMP has become more complex to administer as regulations and requirements expand;and WHEREAS, the Town has determined that it would be beneficial for the County to continue to operate as the local VESMP Authority in the Town, and the County is willing to serve in this capacity. NOW THEREFORE,the County and the Town agree that their respective responsibilities are as follows: - II. COUNTY RESPONSIBILITIES. 1. The County shall continue to be the local"VESMP Authority"for the Town. 2. Upon approval of this MOU by the parties and the Virginia State Water Control Board, the County shall become the local "VESMP Authority" in the Town. 3. Roanoke County shall possess the authority and perform the duties of the local"VESMP Authority"as set forth in Chapter 8.1 of the Roanoke County Code, as amended; § 62.1-44.15:27 of the Code of Virginia, 1950, as amended; and 9 VAC 25-875, as 1 amended, or as set forth in such ordinances, statutes, and regulations that are enacted to succeed the above. III. TOWN RESPONSIBILITIES. 4. The Town shall adopt an Erosion and Stormwater Management(ESM)Ordinance that recognizes the County as the local VESMP Authority. 5. The Town shall not issue any other permits for an activity that requires a VESMP permit until the County has issued the VESMP permit for such activity. IV. PREVIOUS AGREEMENTS. 6. Previous agreements between the Town and the County concerning the VESMP are void and superseded by this MOU. V. FEES. 7. The County shall collect fees from regulated land-disturbing activities occurring within the Town in accordance with the fee schedule adopted by the County's Board of Supervisors. 8. The fees for regulated land-disturbing activities within the Town shall be the same as those for regulated land-disturbing activities in the County. VI. AMENDMENTS 9. This MOU may be amended at any time by mutual consent of the parties, in writing. VII. TERMINATION. 10.This agreement may be terminated by either party following a written notice provided to the other party within 90 days of the desired termination date. If this agreement is terminated, the Town understands that it shall obtain Virginia State Water Control Board approval to become a local VESMP authority within the Town. 11.Should this agreement be voided, abrogated or its purposes otherwise be frustrated by changes in law or regulation, or by judicial or administrative interpretation, the parties agree to negotiate in good faith to ensure an orderly transition for the benefit of the public from County responsibility as the local VESMP authority within the Town to any future arrangement permitted by law. VIII. EFFECTIVE DATE. 12. This MOU shall become effective upon the endorsement of the parties as well as adoption of applicable ordinances and upon approval by the Virginia State Water Control Board for transfer of the local VESMP from the Town to the County, and it shall remain in effect unless terminated by one of the parties as noted above. 2 In Witness Whereof, the parties herein have caused this document to be executed as of the date of the last signature shown below: 3 FOR COUNTY OF ROANOKE: Approved as to Form BOARD OF SUPERVISORS OF COUNTY OF ROANOKE,VIRGINIA Peter S. Lubeck Richard L. Caywood County Attorney County Administrator STATE OF VIRGINIA, COUNTY OF ROANOKE,to wit: The foregoing instrument was acknowledged before me this day of ,2024, by Richard L. Caywood, County Administrator on behalf of the County of Roanoke,VA. Notary Public (SEAL) Registration Number: My commission expires: 4 FUR UP'VINTON: Approved as to Form TOWN COUNCIL OF TOWN OF VINTON,VIRGINIA a)P - v J E troll Richard W. Peters To Attorney Town Manager STATE OF VIRGINIA, TOWN OF VINTON, to wit: The foregoing instrument was acknowledged before me this 2(15 day of Sep ZAWAr ,2024, by Richard W. Peters,Town MaNampj behalf of the Town of Vinton, VA. �``0.1y RENEFS'�.,� TF �QQ' P4tY p&• 72 .:A • • MY C� COMMISSION : E Notary Public i NUMBER :r: (SEAL) ,15�.003 7756034 t•�� Registration Number: 4 :gyp'• % cALTH OF My commission expires: 3 1314 2°Z1 ,:.............ie 5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 8, 2024 RESOLUTION 100824-11 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW,THEREFORE, BE IT RESOLVED,that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Hooker to adopt the resolution; seconded by Supervisor Mahoney and carried by the following roll call and recorded vote: AYES: Supervisors Radford, Hooker, Mahoney, Shepherd, North NAYS: N A COPY TESTE: rd L. Caywood, P.E. County Administrator/ Clerk to the Board of Supervisors