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HomeMy WebLinkAbout10/14/2025 - Adopted Board Records ACTION NO. 101425-1 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 14, 2025 AGENDA ITEM: Proclamation declaring October 23-31, 2025 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 23-31, 2025, 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. BACKGROUND: Supervisor Hooker moved to adopt the proclamation. Supervisor Shepherd seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Mahoney ® ❑ ❑ Ms. Shepherd ® ❑ ❑ Mr. Radford ® ❑ ❑ Page 1 of 1 ACTION NO. 101425-2 ITEM NO. D.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Confirmation of appointments to the Roanoke Valley Resource Authority (RVRA)(At-Large) SUBMITTED BY: Rhonda Perdue Chief Deputy Clerk to the Board of Supervisors APPROVED BY:: Richard L. Caywood County Administrator ISSUE: Confirmation of appointments to the Roanoke Valley Resource Authority BACKGROUND: Todd Simmons and Steve Bandy's four-year term on this Authority expires December 31, 2025. DISCUSSION: It is the consensus of the Board to reappoint Mr. Simmons and Mr. Bandy to additional four-year terms to expire December 31, 2029. FISCAL IMPACT: There is no fiscal impact associated with this item. STAFF RECOMMENDATION: Staff recommends approval of these appointments. Page 1 of 2 VOTE: Supervisor Shepherd moved to approve all appointments. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker El Mr. North El Mr. Mahoney Ms. Shepherd El Mr. Radford ® � CC: Lori Bess, RVRA Todd Simmons Steve Bandy Page 2 of 2 A T A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 14, 2025 RESOLUTION 101425-3.a-h APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM E - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for October 14, 2025, designated as Item E- Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 8 inclusive, as follows: 1. Approval of minutes — September 23, 2025 2. Ordinance to accept and appropriate grant funds in the amount of$497,400 from the Virginia Department of Fire Programs for the Aid to Localities Funds (VDFP). (Second Reading) 3. Ordinance to accept and appropriate grant funds in the amount of$150,000 from Virginia 9-1-1 Services Board for NG911 costs. (First Reading and Request for Second Reading) 4. Ordinance to accept and appropriate grant funds in the amount of $340,857.02 from Virginia 9-1-1 Services Board for regional enhancements to improve operational efficiencies. (First Reading and Request for Second Reading) 5. Resolution accepting and approving recommended changes to the Comprehensive Financial Policy. 6. Request to approve the Board of Supervisors budget development calendar for fiscal year 2026-2027. 7. Request to reallocate$315,000 from Bonsack Fire Station Project to Palmer Green Circle Drainage Project. Page 1 of 2 8. Request to approve revised Parks, Recreation and Tourism Advisory Commission Bylaws. On motion of Supervisor North to adopt all matters on the consent agenda; seconded by Supervisor Mahoney and carried by the following roll call and recorded vote: AYES: Supervisors Hooker, North, Mahoney, Shepherd, Radford NAYS: None A COPY TESTS: f Rich. 'd L. r ywood, P.E. Co• ty , dministrator/ Clerk to the Board of Supervisors CC: C. Travis Gr • , Chief, Fire and Rescue Laurie Gearheart, Director of Finance and Management Services Joshua Pegram, Finance Doug Blount, Assistant County Administrator Allen Hayes, Director of Parks, Recreation, and Tourism Page 2 of 2 ACTION NO. 101425-3.b ITEM NO. E_2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Ordinance to accept and appropriate grant funds in the amount of $497,400 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: Ordinance to accept and appropriate funds in the amount of $497,400 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 There have been no changes since the first reading held on September 23, 2025. FISCAL IMPACT: The grant funds awarded from the VDFP program totals $497,400. No county match is required for the acceptance of this grant. STAFF RECOMMENDATION: Staff recommends approval of the ordinance. VOTE: Supervisor North moved to approve the ordinance. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® 0 Mr. North Mr. Mahoney ® ❑ Ms. Shepherd ® ❑ Mr. Radford ® ❑ ❑ CC: C. Travis Griffith, Chief, Fire and Rescue Laurie Gearheart, Director of Finance and Management Services 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 14, 2025 ORDINANCE 101425-3.b ACCEPTING AND APPROPRIATING GRANT FUNDS IN THE AMOUNT OF $497,400 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 $497,400 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 September 23, 2025, and the second reading was held on October 14, 2025. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $497,400, 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. On motion of Supervisor North to approve the ordinance; seconded by Supervisor Mahoney and carried by the following roll call and recorded vote: AYES: Supervisors Hooker, North, Mahoney, Shepherd, Radford NAYS: None A COPY TESTE: Ri . d L. Caywood, P.E. my Administrator/ Clerk to the Board of Supervisors CC: C. Travis Griffith, Chief, Fire and Rescue Laurie Gearheart, Director of Finance and Management Services Joshua Pegram, Finance ACTION NO. 101425-3.c ITEM NO. E_3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Ordinance to accept and appropriate grant funds in the amount of $150,000 from Virginia 9-1-1 Services Board for NG911 costs. SUBMITTED BY: Susan Slough Director of Emergency Communications APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate grant funds in the amount of $150,000 for eligible costs associated with NG911. BACKGROUND: Since 2018 the Virginia 9-1-1 Services Board has been focused on the state-wide implementation of NG9-1-1 in all 124 Public Safety Answering Points (PSAPs) across the state. All funding efforts have been dialed into those directly affecting this implementation. The 9-1-1 Services Board has refocused their grant funding program to cover immediate operational gaps. DISCUSSION: This grant will allow us to offset costs of equipment for the Emergency Communications Center, to include replacement of our chairs, monitors and headset bases for our communication officers. FISCAL IMPACT: Grant funds totaling $150,000 will provide one hundred percent (100%) funding. No County funds are required. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance and requests scheduling the second reading for October 28, 2025. VOTE: Supervisor North moved to approve the first reading of this ordinance and scheduling the second reading for October 28, 2025. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® 0 • Mr. North ® 0 Mr. Mahoney Ms. Shepherd Mr. Radford Page 2 of 2 ACTION NO. 101425-3.d ITEM NO. E_4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Ordinance to accept and appropriate grant funds in the amount of $340,857.02 from Virginia 9-1-1 Services Board for regional enhancements to improve operational efficiencies. SUBMITTED BY: Susan Slough Director of Emergency Communications APPROVED BY: Richard L. Caywood County Administrator ISSUE: Accept and appropriate grant funds in the amount of $340,857.02 for eligible costs associated regional enhancements to improve operational efficiencies. BACKGROUND: Since 2018 the Virginia 9-1-1 Services Board has been focused on the state-wide implementation of NG9-1-1 in all 124 Public Safety Answering Points (PSAPs) across the state. The Regional Enhancement grant was intended for PSAPs to enhance their operational efficiencies and capabilities by supporting the use of shared systems and services. DISCUSSION: The County applied and received this competitive grant to obtain funding for the replacement of the digital voice logger that is shared between the Roanoke County Emergency Communications Department and the City of Salem Police Department's Emergency Communications Center. FISCAL IMPACT: This grant will cover 100% of the cost of the digital voice logger. No County match is required. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends approval of the first reading of the ordinance and requests scheduling the second reading for October 28th. VOTE: Supervisor North moved to approve the first reading of this ordinance and scheduling the second reading for October 28, 2025. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® ❑ ❑ Mr. North ® ❑ ❑ Mr. Mahoney ® ❑ 0 Ms. Shepherd 0 ❑ Mr. Radford ® ❑ ❑ Page 2 of 2 ACTION NO. 101425-3.e ITEM NO. E_5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 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 October 8, 2024 to October 14, 2025 • Updated language and charts in Section 7 (Debt Management), for bond Page 1 of 2 issuances and funding sources amounts • Change the name from "financial" advisor to "municipal" advisor • Updated formatting and spelling changes Once approved, the policy change will be effective October 14, 2025. 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 North moved to approve the recommended changes to comprehensive financial policy. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker Mr. North Mr. Mahoney ® 0 Ms. Shepherd Mr. Radford CC: Laurie Gearheart, Director of Finance and Management Services Page 2 of 2 ACTION NO. 101425-3.f ITEM NO. E_6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Request to approve the Board of Supervisors budget development calendar for fiscal year 2026-2027 SUBMITTED BY: Laurie Gearheart Director of Finance and Management Services APPROVED BY: Richard L. Caywood County Administrator ISSUE: Planning for the fiscal year 2026-2027 operating and capital budgets is underway. Attached 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 2026-2027 budget development calendar. Page 1 of 2 VOTE: Supervisor North moved to approve the fiscal year 2026-2027 budget development calendar. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® E. ❑ Mr. North ® 0 0 Mr. Mahoney ® 0 ❑ Ms. Shepherd ® El ❑ Mr. Radford IZI El El CC: Laurie Gearheart, Director of Finance and Management Services Page 2 of 2 ACTION NO. 101425-3.q ITEM NO. E_7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Request to reallocate $315,000 from Bonsack Fire Station Project to Palmer Green Circle Drainage Project SUBMITTED BY: Doug Blount Assistant County Administrator APPROVED BY: Richard L. Caywood County Administrator ISSUE: Reallocate $315,000 from Bonsack Fire Station Project to Palmer Green Circle Drainage Project BACKGROUND: Over the last 24 months, staff have been working with residents with stormwater concerns on Palmer Green Circle and Cider Mill Court. This is in the Bonsack Community in the Hollins Magisterial District. There is an existing drainage ditch that is in need of repair and improvement to move the stormwater associated with their homes, 5470 Crumpacker Dr and the new townhouse and apartment complex. The existing ditch has erosion, silt and is not adequate to move the water in rain events. In many parts of the ditch line, there is no longer a slope. Most of the properties during wet weather events experience flooding and stagnant water that won't move through the drainage channel. The issue has been created over the years as this subdivision has been in existence 1980. The construction site for townhouse project has created more flow of water from high volume rain events and it will be under construction for several more years as it includes townhouses and apartments in its full-build out. Roanoke County has received numerous complaints from residents along this drainage channel over the last twenty-four months. Staff have met with citizens and conducted many site visits to this corridor. Page 1 of 3 DISCUSSION: The County has utilized our in-house engineering staff to survey and develop a set of plans to construct a piped drainage system to catch the stormwater and move it through the pipe and ultimately to the culvert underneath of Crumpacker Dr. The in-ground pipe will catch stormwater and will run it long six properties off of Palmer Green Circle and Cider Mill Court and Crumpacker Dr. The Palmer Green Circle Drainage Project is estimated to cost $315,000. This would be a contracted project. There is an existing public drainage easement. Staff have communicated with all of the impacted property owners. There is unanimous support by the impacted citizens for the drainage project. There are available unspent funds in the Bonsack Fire Station Project account that can be reallocated to fund this new drainage project. The current balance of unspent funds in this account is $485,961.47. FISCAL IMPACT: $315,000 from the Bonsack Fire Station Project will need to be reallocated to the Palmer Green Circle Drainage Project. STAFF RECOMMENDATION: Staff recommends reallocating $315,000 from the Bonsack Fire Station Project to the Palmer Green Circle Drainage Project. VOTE: Supervisor North moved to approve the reallocation of $315,000 from the Bonsack Fire Station Project to the Palmer Green Circle Drainage Project. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker El Mr. North El Mr. Mahoney Ms. Shepherd El Mr. Radford El Page 2 of 3 CC: Doug Blount, Assistant County Administrator Laurie Gearheart, Director of Finance and Management Services Page 3 of 3 ACTION NO. 101425-3.h ITEM NO. E_8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 14, 2025 AGENDA ITEM: Request to approve revised Parks, Recreation and Tourism Advisory Commission Bylaws SUBMITTED BY: Allen Hayes Parks, Recreation and Tourism APPROVED BY: Richard L. Caywood County Administrator ISSUE: Request to approve revised Parks, Recreation and Tourism Advisory Commission Bylaws BACKGROUND: The Parks, Recreation and Tourism Advisory Commission serves as an advisory body to the Roanoke County Parks, Recreation and Tourism Department and the Roanoke County Board of Supervisors. The Commission also serves as a liaison between the Parks, Recreation and Tourism Director, the Board of Supervisors and the citizens of the community. The Bylaws for the Advisory Commission needed to be amended due to the expiration of the Explore Park lease from the Virginia Recreational Facilities Authority (VRFA) which stipulated that two (2) members from the VRFA must be appointed to Parks, Recreation and Tourism Advisory Commission. The Advisory Commission took this opportunity to further review their Bylaws and recommended the make-up of the Advisory Commission be further reduced to seven (7) members consisting of one (1) representative from each magisterial district being appointed along with two (2) at-large members. The edits made to the bylaws are in accordance with the provisions of the State Code of Virginia, Chapter 8, Sections 15.1 and 15.1-272 and the ordinances of the County of Page 1 of 3 Roanoke, Virginia. The following amendments were made to the bylaws Article 3, Section 1: • The number of Commissioners appointed per magisterial district was changed from two (2) to one (1). • The number of Commissioners appointed at large was changed from one (1) to two (2). Article 3, Section 2: • The number of Commissioners decreased from thirteen (13) to seven (7). • The following statement was removed: "There will be two additional Commission seats filled by two members of the Virginia Recreation Facilities Authority. Should the Virginia Recreational Facilities Authority disband then the Commission will revert back to eleven (11) members" Article 5, Section 1: • Regular meetings will now occur the third Monday of every other month during the year. Article 5, Section 4: • The first meeting in September of each year shall now be the organizational meeting. Article 5, Section 5: • The number of Commissioners present for the annual meeting was changed from seven (7) to five (5). The Parks, Recreation and Tourism Advisory Commission approved the revised bylaws at their September 15, 2025, meeting. FISCAL IMPACT: There is not a fiscal impact. Page 2 of 3 STAFF RECOMMENDATION: Staff recommends approval of the revised Parks, Recreation and Tourism Advisory Commission Bylaws. VOTE: Supervisor North moved to approve the revised Parks, Recreation and Tourism Advisory Commission Bylaws. Supervisor Mahoney seconded the motion. Motion approved. Yes No Absent Ms. Hooker ® ❑ Mr. North Mr. Mahoney Ms. Shepherd 111 Mr. Radford CC: Doug Blount, Assistant County Administrator Allen Hayes, Director of Parks, Recreation, and Tourism Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 14, 2025 RESOLUTION 101425-6 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor North to adopt the resolution; seconded by Supervisor Hooker and carried by the following roll call and recorded vote: AYES: Supervisor. .00ker, North, Mahoney, Shepherd, Radford NAYS: No. - A COPY TESTE: Rich. • . Caywood, P.E. my Administrator/ Clerk to the Board of Supervisors