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4/11/2017 - Regular
INVOCATION: Pastor Eddie Crabtree Valley Word Church Roanoke County Board of Supervisors April 11, 2017 PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: "Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board." Page 1 of 5 Roanoke County Board of Supervisors Agenda April 11, 2017 Good afternoon and welcome to our meeting for April 11, 2017. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Board of Supervisors meetings can also be viewed online through Roanoke County's website at www.RoanokeCountyVA.gov. Our meetings are closed -captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Proclamation declaring April 9-15, 2017 as National Library Week (Toni Cox, Acting Director of Library Services) 2. Recognition of Department of Social Services employee, Danita Tucker, recipient of the 2017 Golden Halo Award (Joyce Earl, Director of Social Services) D. BRIEFINGS 1. Briefing to provide an update on the marketing of the Foster Parent Recruitment Program (Joyce Earl, Director of Social Services; Shannon Brabham, Assistant Director of Social Services; Brittany Shrock, Family Services Specialist) Page 2 of 5 2. Briefing to discuss Roanoke County's Legislative Program and preparation for the 2018 session of the Virginia General Assembly (Ruth Ellen Kuhnel, County Attorney; Tori Williams, Planner II; Eldon James, Eldon James & Associates) 3. Briefing to update the Board of Supervisors on the Mountain Valley Pipeline project (Richard Caywood, Assistant County Administrator) E. NEW BUSINESS 1. Resolution approving the Regional Airport Commission budget for fiscal year 2017-2018, upon certain terms and conditions (Tim Bradshaw, Executive Director, Airport Commission) 2. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2017-2018 (Anne Marie Green, Director of Human Resources: Dan Miles, CEO, Roanoke Valley Resources Authority) 3. Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2017 tax year (Laurie Gearheart, Assistant Director of Finance) F. FIRST READING OF ORDINANCES G. PUBLIC HEARING 1. Public hearing for citizen comments on the proposed fiscal year 2017-2018 Operating Budget and the proposed fiscal year 2018-2027 Capital Improvement Program (Christopher R. Bever, Director, Management and Budget) H. PUBLIC HEARING AND ADOPTION OF TAX RATES 1. Public hearing for citizen comment on the following items: Calendar Year 2017 Real Estate, Personal Property and Machinery and Tools Tax Rates (Christopher R. Bever, Director, Management and Budget) 2. Request to adopt the following tax rates: (a) Order setting the tax rate on Real Estate in Roanoke County for the calendar year 2017 (b) Order setting the tax levy on Personal Property situate in Roanoke County for the calendar year 2017 (c) Order setting the tax levy on a classification of personal property - Machinery and Tools - situate in Roanoke County for the calendar year 2017 Page 3 of 5 I. APPOINTMENTS 1. Budget and Fiscal Affairs (BFAC) (appointed by District and At -Large) 2. Economic Development Authority (EDA) (appointed by District) 3. Library Board (appointed by District) J. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes — January 28, 2017; February 7, 2017; February 14, 2017 2. Resolution granting a waiver to Hollins University under Section 13-23 of the Roanoke County Code to the provisions of the County's Noise Ordinance, Article II. Noise of Chapter 13. Offenses — Miscellaneous 3. Observance and Proclamation of Friday, April 28, 2017, as National Arbor Day in Roanoke County 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Lois A. Roche, Deputy Circuit Court Clerk III, upon her retirement after more than twenty five -years of service 5. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Timothy L. Wyatt, Police Officer -Sergeant, upon his retirement after twenty-five years of service K. CITIZENS' COMMENTS AND COMMUNICATIONS L. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves Report 2. Outstanding Debt Report M. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Martha B. Hooker 2. P. Jason Peters 3. George G. Assaid 4. Al Bedrosian 5. Joseph P. McNamara Page 4 of 5 N. WORK SESSIONS 1. Work session to review with the Board of Supervisors departmental budgets, outside agencies, and fees and charges for services as part of the County Administrator's proposed fiscal year 2017-2018 operating budget (Thomas C. Gates, County Administrator; Christopher R. Bever, Director, Management and Budget) O. ADJOURNMENT Page 5 of 5 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Proclamation declaring April 9-15, 2017 as National Library Week Toni Cox Interim Director of Library Services Thomas C. Gates County Administrator National Library Week will be observed April 9-15, 2017, with the theme, "Libraries Transform." BACKGROUND: First sponsored in 1958, National Library Week is a national observance sponsored by the American Library Association (ALA) and libraries across the country each April. It is a time to celebrate the contributions of our nation's libraries and librarians and to promote library use and support. All types of libraries - school, public, academic and special - participate. DISCUSSION: The week of April 9-15 is National Library Week, a time to highlight the changing role of libraries, librarians, and library workers. National Library Week was first sponsored in 1958 in response to a survey showing that only 17% of people polled were reading a book. Today it is a national observance sponsored by the American Library Association (ALA) and libraries across the country each April. This week, Roanoke County Public Library joins libraries in schools, campuses, and communities nationwide in celebrating how libraries and librarians are transforming their communities every day through the services and invaluable expertise they offer Page 1 of 2 Libraries are not only a place of quiet study, but also creative and engaging community centers where people can learn anything from traditional crafts, such as knitting, to more advanced technologies, like 3-D printing. (In addition to the one at Vinton, we now have two 3-D printers at the South County Library.) Libraries, of all types, are evolving to meet the needs of the communities they serve. Elected officials, small business owners, students, and the public depend upon libraries and the resources they offer. Libraries provide services like e -books, technology classes, materials for people to learn English, programs for job seekers and a safe haven in times of crisis. Libraries level the playing field for people of any age who are seeking information and access to technologies. All of these coincide with the Community Strategic Plan to increase the Quality of Life and promote Lifelong Learning. Libraries offer something unique to their communities. Individual librarians use their expertise to assist patrons in using increasingly complex technology and sorting through the potentially overwhelming mass of information bombarding today's society. The Roanoke County Public Library system is celebrating National Library Week by featuring library history and trivia on our Facebook page. Our scheduled programs this week include book clubs, computer classes, sign language workshop, and an Arbor Day celebration for children. For more information, visit any of the six branches located throughout the County, or go to the Library's website at www.yourlibrary.us. STAFF RECOMMENDATION: Staff recommends approval of proclaiming April 9-15, 2017 as National Library Week. Page 2 of 2 hlaun#g of �Vanvhje tall O� EtOANp�, F o d2 838 DECLARING APRIL 9-15, 2017 AS NATIONAL LIBRARY WEEK IN THE COUNTY OF ROANOKE WHEREAS, libraries are not just about what we have for people, but what we do for and with people; and WHEREAS, libraries have long served as trusted and treasured institutions, and library works and librarians fuel efforts to better their communities, campuses and schools; and WHEREAS, librarians are organizers and information experts who for centuries have guided people to the best information resources. Librarians provide more than facts. They provide the expertise and services that add meaning to those facts; and WHEREAS, librarians continue to fulfill their role in leveling the playing fields for all who seek information and access to technologies, especially as our society is at a critical juncture regarding the changing information landscape and the skills needs to thrive in our digital world; and WHEREAS, libraries and librarians are looking beyond their traditional roles and providing more opportunities for community engagement and delivering new services that connect closely with patrons' needs; and WHEREAS, libraries and librarians open a world of possibilities through innovative STEAM programing, Makerspaces, job -seeking resources and the power of reading; and WHEREAS, libraries support democracy and effect social change through their commitment to provide equitable access to information for all library users regardless of race, ethnicity, creed, ability, sexual orientation, gender identity or socio-economic status; and WHEREAS, libraries work to serve all community members, including people of color, immigrants, people with disabilities, and the most vulnerable in our communities, offering services and educational resources that transform communities, open minds and promote Inclusion and diversity; and WHEREAS, libraries, librarians, library works and supports across America are celebrating National Library week. NOW, THEREFORE, be it resolved that the Board of Supervisors of Roanoke County proclaim National Library Week, April 9-15, 2017 and encourage all residents to visit the library this week and explore what's new at your library, and engage with your librarian. Because of you and our experts in the library, Libraries Transform. Presented this 11th day of April 2017 George G. As� id Bedhwiarl ACTION NO. 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: AGENDA ITEM: April 11, 2017 Recognition of Department of Social Services employee, Danita Tucker, recipient of the 2017 Golden Halo Award SUBMITTED BY: Joyce Earl Director of Social Services APPROVED BY: Thomas C. Gates County Administrator ISSUE: Danita Tucker, Sr. Family Services Specialist with the Department of Social Services (DSS), has been selected as this year's recipient of the Golden Halo Award in the Child Protective Services/Foster Care category. Ms Tucker has devoted over 11 years of service in Roanoke County Department of Social Services in child and family services as a family services specialist. Danita has been a foster care worker for 11 years and has served as a senior worker for nearly 2 years. This makes the 8th year that a Roanoke County Department of Social Services employee has been awarded this honor. The Golden Halo awards were created in 2008 to recognize and honor outstanding contributions to the cause of child abuse prevention, intervention and advocacy in the Roanoke Valley by the Children's Trust. Annually they honor individuals in the following categories: Educator Legal/Judicial Child Protective Services/Foster Care Medical Professional Mental Health Law Enforcement Community Volunteer Foster Parent Guardian Angel Page 1 of 2 Nominations are submitted and a selection committee chooses the award winners who are recognized and honored at a reception. This year the benefit reception will be held on April 28th at the Jefferson Center. The Department is very proud that Danita Tucker is being recognized by the Children's Trust for her commitment to child welfare in foster care. Page 2 of 2 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Briefing to provide an update on the marketing of the Foster Parent Recruitment Program Joyce Earl Director of Social Services Thomas C. Gates County Administrator This time has been set aside to brief the Board of Supervisors on the Foster Parent Recruitment Program. Page 1 of 1 t u a a� �J Ow "4 .67 Ln a :; ZRI Q) �. • V_ C: 'i cry Q C: a--+ (B •C • c/1 � .— p U V L V Q (3) -0 V = N �.C: V LL3: — •� 0 C: cn cri V Q C: c C: O O C: (� V U m O bn -C 4— C: o w C: 0- 0 'cn o•_ O O -o a--+ E O i (D O O CL u � V) = N 'j W N O � 0U L CL 0 N U U LL � N M O N - ',O rl U O - L U aJ = 4- LL ca O M ' 00 N O O 01 UN r -I Ul) N 4-1 . 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D.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: April 11, 2017 Briefing to discuss Roanoke County's Legislative Program and preparation for the 2018 session of the Virginia General Assembly SUBMITTED BY: Ruth Ellen Kuhnel County Attorney APPROVED BY: Thomas C. Gates County Administrator ISSUE: Eldon James and Sue Rowland (operating as Eldon James and Associates, Inc.) will review the results of the County's legislative proposals of the 2017 session of the Virginia General Assembly and discuss potential legislative priorities for the 2018 session. In addition to the review and comments related to the County's legislative agenda, staff will present an overview of initiatives undertaken by staff to complement the services provided by Eldon James & Associates. BACKGROUND: Each year, the Roanoke County Board of Supervisors adopts a formal agenda of Legislative Issues for the upcoming General Assembly Session. That process begins with a review of the past year's session, followed by staff development of potential legislative issues over the summer months to be addressed during the upcoming General Assembly session. Draft legislative issues are developed in conjunction with our legislative liaison, citizens who provide input, regional group dialogues and discussions with local legislators. Members of the Board of Supervisors are also requested to provide input into the draft legislative agenda. Development of the legislative agenda culminates with a presentation to the Board of Supervisors, typically in October of each year, and a request of the Board for formal adoption of the agenda. Subsequent to adoption of the County's legislative agenda, staff works with Board Page 1 of 3 Members, our local legislative delegation and our legislative liaison to promote the interests of the County. DISCUSSION: With the adjournment of the 2017 session of the Virginia General Assembly, staff has begun its annual process of identifying and researching legislative issues for the 2018 session. Staff has identified the following legislative issues to monitor: a) Budget/State revenues b) Local fiscal stress study c) Federal health care decisions and their impact on the Commonwealth and region d) Local mandates e) Federal withholding of regional transit funding f) Public notices legislation g) Behavioral Health work group h) Wireless infrastructure work group i) Transportation Following is a draft legislative calendar for the 2018 General Assembly session: April 11, 2017 Briefing with Board of Supervisors June -August 2017 Staff development of potential issues Preliminary meetings with local legislators September 2017 Regional legislative agenda discussions Development of draft County legislative agenda October 2017 Formal Adoption of Legislative Agenda by BOS November -December 2017 Follow up meetings with local legislators January -February 2018 General Assembly Session Staff will provide regular updates on issues identified in the legislative briefing and will schedule additional opportunities for the Board to discuss potential initiatives for the 2018 Legislative Agenda. FISCAL IMPACT: There is no impact associated with development of the Legislative Agenda. Page 2 of 3 STAFF RECOMMENDATION: None Page 3 of 3 ACTION NO. ITEM NO. D.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Briefing to update the Board of Supervisors on the Mountain Valley Pipeline project Richard Caywood Assistant County Administrator Thomas C. Gates County Administrator This time has been set aside to update the Board on the Mountain Valley Pipeline project. Page 1 of 1 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution approving the Regional Airport Commission budget for fiscal year 2017-2018, upon certain terms and conditions Rebecca Owens Director of Finance Thomas C. Gates County Administrator Approval of the Airport Commission Budget for 2017-2018 BACKGROUND: The Roanoke Regional Airport Commission (the Commission) was established on July 1, 1987, by legislative act of the Commonwealth of Virginia to own and operate the Roanoke Regional Airport (now the Roanoke -Blacksburg Regional Airport). The Commission is composed of five (5) members. Two (2) members are appointed by the Roanoke County Board of Supervisors and three (3) by Roanoke City Council. The County and the City are each responsible for their pro -rata share, based on population, of any year-end operating deficit or capital expenditures if any additional funding is required. The Commission is responsible for paying all outstanding debt. No subsidy has been required since inception. In accordance with the requirements of the Commission contract as amended, the Roanoke Regional Airport Commission is required to submit its budget to the Roanoke County Board of Supervisors and the Roanoke City Council for approval. At its meeting on March 28, 2017, the Commission approved the attached budget for fiscal year 2017- 2018 to be forwarded to the governing bodies of the two (2) localities. DISCUSSION: Page 1 of 2 The 2017-2018 budget for the Roanoke Regional Airport Commission totals $9,453,000. Net operating income is projected to be $16,500 which reflects airport operations are self-supporting and do not require any additional supplement from either the County or the City. The Commission also adopted the attached proposed capital expenditure budget program. The multi-year capital expenditures total $9,587,660. These expenditures will be funded with Federal and State grant funds and Commission capital funds. Tim Bradshaw, Executive Director of the Roanoke Regional Airport Commission, will attend the Board of Supervisors meeting to present the budget and answer any questions that the Board may have. FISCAL IMPACT: The Roanoke Regional Airport Commission budget is self-supporting and no funds are required from the County. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the Roanoke Regional Airport Commission budget for the fiscal year 2017-2018. Page 2 of 2 ROANOKE REGIONAL AIRPORT COMMISSION Roanoke -Blacksburg Regional Airport 5202 Aviation Drive Roanoke, VA 24012-1148 (540) 362-1999 FAX (540) 563-4838 www,flyroa,com March 29, 2017 Honorable Chairman and Members Roanoke County Board of Supervisors P.O. Box 29800 Roanoke, Virginia 24018-0798 Re: Roanoke Regional Airport Commission Fiscal Year 2017- 2018 Budget and Proposed Capital Expenditures Dear Chairman McNamara and Members of the Board: In accordance with the requirements of the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended, the Roanoke Regional Airport Commission is hereby submitting its Fiscal Year 2017-2018 Operating Budget (Attachment 1) for approval. This Budget was adopted by the Commission at its meeting on March 28, 2017. We are also providing a separate listing of Capital Expenditures which are expected to exceed $100,000 in cost and are intended to benefit five or more future accounting periods (Attachment II). You will note that no deficit is anticipated in either the Operating Budget or for the listed Capital Expenditures; therefore, no additional appropriations are being requested or anticipated from the City or the County of Roanoke. Formal approval of the Operating Budget and the Capital Expenditure List by resolution of each of the participating political subdivisions would be appreciated. I would be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your assistance and cooperation. Sincerely, Tim Bradshaw, A.A.E. Executive Director Enclosures cc: Chair and Members, Roanoke Regional Airport Commission Mark Allan Williams, General Counsel Ruth Ellen Kuhnel, Roanoke County Attorney Debbie Jacks, Clerk to the Board, Roanoke County Board of Supervisors ATTACHMENT I Roanoke Regional Airport Commission Budget Executive Summary Proposed Budget FY 18 vs. Actual Budget FY 17 Proposed Budget Annual Budget FY 18 FY17 $ Change % Change Operating Revenues Airfield 1,328,000 1,263,000 65,000 5% General Aviation 486,000 494,000 (8,000) -2% Terminal Related 6,575,000 6,437,000 138,000 2% Other Revenues 351,000 346,000 5,000 1% Interest on Investments 129,000 193,000 (64,000) -33% Gaint(Loss) on Sale of Assets 5,000 5,000 - 0% State Funds 367,000 271,000 96,000 35% Federal Reimbursable Funds 112,000 69,000 43,000 62% DHS Public Safety Grant 1017,000 - 100.000 100% Total Operating Revenues 9,453,000 9,078,000 375,000 4.13% Operations and Maintenance Expenses Salaries, Wages and Benefits 5,016,677 4,655,935 360,742 8% Operating Expenditures 4,371,673 4,394,891 (23,218) -1% Other Maintenance & Improvement Projects 48,150 - 48,150 100% Total Operations and Maintenance Expenses 9,436,500 9,050,826 385,674 4% Operating Net Income 16,500 27,174 (10,674) -39�; Capital Revenues Federal AIP Entitlements 4,206,784 5,743,383 (1,536,599) -27% State Entitlements 1,633,000 1,729,000 (96,000) -6% Passenger Facility Charges (PFC) 1,266,000 1,190,802 75,198 6% Retained Earnings 2,850.371 2,378,104 472.267 20% Total Capital Revenues 9,956,155 11,041,289 -1,085,134 -10% Capital Expenses Capital Projects 9,956.155 10,121,487 165,332 -2% Total Capital Projects 9,956,155 10,121,487 (165,332) -20% Customer Facility Charges Revenues Expenses CFC Net Income 2/10/2017 710,500 500,000 210,500 �42%%] 710,500 500.000 210.500710,500 500.000 210,500 ATTACHMENT II Proposed Capital Expenditures (For projects expected to exceed $100,000 in cost and programmed for FY 2017-2018) I. Projects: A. Sealcoat Runways 6-24 and 16-34 1. Description: Runway 6-24 pavement is approximately 15 years old while Runway 16-34 pavement ranges from 11 to 14 years in age. In order to extend the useful life of the pavements until a full rehabilitation may occur (minimum useful life of 20 years), it is recommended that both runways and their overruns receive a sealcoat and that all cracks are sealed. 2. Estimated Cost: $1,539,000. 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $1,385,100 b. State Aviation Grant Funds: $153,900 B. Rehabilitate GA Ramp East 1. Description: The older portions of the general aviation ramp are 22 years or older and are in fair or poor condition. It is recommended that the GA ramp be reconstructed through a combination of a 3 inch mill/overlay and full depth pavement repair as necessary. Taxilanes and apron areas are AIP eligible but the pavement along buildings is not. 2. Estimated Cost: $1,232,820 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $694,638 b. State Aviation Grant Funds: $77,182 c. Commission Funds: $461,000 C. Replace Snow Plow#15 1. Description: This snow plow is over 20 years old and is scheduled to be replaced. 2. Estimated Cost: $485,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $436,500 b. State Aviation Grant Funds: $48,500 D. Construct Walkway Canopy 1. Description: Project includes the addition of structure along the central walkway of the short and long term parking lots to provide weather protection and safety improvements for pedestrians circulating between the parking lots and the terminal building. This project was designed last year but when bid, the only bid provided exceeded funds available. The project's plans and specifications were reviewed to determine options to lower the cost and the project will be rebid. 2. Estimated Cost: $1,832,500 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $1,649,250 b. Commission Funds: $183,250 E. Tunnel Lighting Replacement 1. Description: The lighting for the tunnel is original to the structure, is less energy efficient due to the age of lights, and parts for maintenance are becoming hard to find. The design for the lighting was completed but the original funding planned was less than the engineer's estimate. 2. Estimated Cost: $500,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $400,000 b. Commission Funds: $100,000 F. Sealcoat- Airfield & Roads/Parking Lots Phase 4 1. Description: Allowance for needed pavement repairs including sealcoating, crack sealing and remarking as needed for airfield or parking lots and roadways. 2. Estimated Cost: $350,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $315,000 b. Commission Funds: $35,000 G. Runway Approach Obstruction Removal 1. Description: The FAA and VA Department of Aviation require that Airport Sponsors keep the approach and departure surfaces clear of obstructions. Airport Sponsors must periodically determine whether obstructions exist and if so, develop a plan for mitigation. This involves an initial study to determine any obstructions and compare those with obstructions included in the FAA database. This will be followed by a project the following year to remove the identified obstructions. 2. Estimated Cost: $200,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $160,000 b. Commission Funds: $40,000 H. Replace Wooden Fence Line 1. Description: A wooden fence line is provided at the Runway 16 end and along the Runway 6 end. Wood has been used because at this location a metal fence could interfere with the FAA Navaids. The wooden fence is old and it is proposed to be replaced with a composite fencing. 2. Estimated Cost: $150,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $120,000 b. Commission Funds: $30,000 I. Preliminary Design Airline Ticketing Baggage Screening 1. Description: Project includes doing the preliminary design for removing/screening the EDS machines used to screen passenger bags and provide passengers that check bags with: an improved customer experience. 2. Estimated Cost: $100,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $80,000 b. Commission Funds: $20,000 J. New Telecommunication System 1. Description: The existing Nortel telephone system used by Commission staff is at the end of its useful life and service and parts will not be available in the near term due to the bankruptcy status of the manufacturer. It is planned to be replaced with a VOIP system. 2. Estimated Cost: $115,000 3. Anticipated Funding Sources: a. Commission Funds: $115,000 K. Replace Roofs for Hangars 17, 18, 19 & 20 1. Description: Project involves replacing roofs on existing hangars. It will be completed over two years at an estimated $100,000 per year 2. Estimated Cost: $100,000 for FY 2018 3. Anticipated Funding Sources: a. Commission Funds: $100,000 L. Rental Car Improvements 1. Description: This multi-year project includes several improvements funded with Customer Facility Charges imposed on rental car customers. This includes the addition of a separate rental car facility, ready return lot improvements and a Quick Turn Around (QTA) facility for common requirements to wash, fuel and store rental cars. The amount proposed is to do initial planning for this project. 2. Estimated Cost: $2,000,000 3. Anticipated Funding Sources: a. Customer Facility Charge Funds: $2,000,000 M. Rehabilitate Employee and Rental Car Lots 1. Description: The employee and rental car parking lots have been grouped together to do needed pavement repairs in anticipation of the future move of the existing Ready Return Lot to the lot currently used by the employees. 2. Estimated Cost: $766,260 3. Anticipated Funding Sources: a. Customer Facility Charge Funds: $766,260 N. Sealcoat & Crack Seal Overflow Lot 1. Description: The overflow parking lot is currently in fair condition. It is recommended that all cracks are sealed and a sealcoat is applied in order to slow the weathering process caused by climate conditions. This parking lot is being prepared in anticipation of a future relocation of the employee parking lot to accommodate the proposed Rental Car Facility. 2. Estimated Cost: $217,080 3. Anticipated Funding Sources: a. Customer Facility Charge Funds: $217,080 Anticipated Funding Sources: Federal AIP Grant Funds $ 4,165,488 State Aviation Grant Funds $ 1,354,582 Customer Facility Charges $ 2,983,340 Commission Capital Funds $ 1.084,250 Estimated Total Projects Funding $9,587,660 RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 28th day of March, 2017 No. 05-032817 A RESOLUTION approving and adopting the Commission's Operating Budget for fiscal year 2017-2018. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 2017-2018 Operating Budget for the Commission, as set forth in the report and accompanying attachment by the Commission Treasurer dated March 28, 2017, is hereby approved; and, BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 2017-2018 Operating and Capital Purchase Budget, as well as the previously approved list of Proposed Capital Expenditures, to Roanoke City Council and the Roanoke County Board of Supervisors for approval pursuant to the contract between the Commission, Roanoke City, and Roanoke County dated January 28, 1987, as amended. ATTEST: s d=,;.=� oal f --� Se4ret " t MOTE: AYES: Gust, Lawrence, Porterfield, Dooley NAYS: None - ABSENT: Nlinnix AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 11, 2017 RESOLUTION APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2017-2018, UPON CERTAIN TERMS AND CONDITIONS WHEREAS, Section 24.13 of the Regional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provides that the Commission shall prepare and submit its operating budget for the forthcoming year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated March 29, 2017, a copy of which is on file in the office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the fiscal year 2017-2018 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2017-2018 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 29, 2017, report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. Page 1 of 1 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for fiscal year 2017-2018 Rebecca Owens Director of Finance Thomas C. Gates County Administrator Approval of the 2017-2018 budget for the Roanoke Valley Resources Authority BACKGROUND: The Roanoke Valley Resource Authority (RVRA) was established on October 23, 1991, as a tax exempt political subdivision within the Commonwealth of Virginia to acquire and construct a regional sanitary landfill and waste collection and transfer station with related treatment facilities. The charter members are the City of Roanoke, County of Roanoke and Town of Vinton. On July 1, 2016, the City of Salem became the RVRA's fourth member. In November 2016, the Authority assumed ownership of the Salem Transfer Station including all associated operating revenues and costs. The Authority is in the process of acquiring new land, equipment, facility modifications and upgrades, and associated engineering costs in order to provide more efficient and effective services to its members and customers. As specified in the RVRA's Member Use Agreement, all charter members must approve the budget for it to be approved. On March 22, 2017, the Roanoke Valley Resource Authority (RVRA) Board adopted an operating budget for the fiscal year 2017-2018. Page 1 of 2 DISCUSSION: Attached is the 2017-2018 operating budget for the RVRA, which totals $13,045,350. The budget maintains the disposal fee for both municipal and private haulers at $49.50 and $59.50 per ton respectively. Dan Miles, Chief Executive Officer of the RVRA, will be at the meeting to present the budget request. FISCAL IMPACT: The Roanoke Valley Resource Authority budget will impact the County in several ways: 1. Tipping fees totaling $2,040,000 are budgeted in the 2017-2018 General Fund - Solid Waste budget. 2. The County will continue to receive a municipality fee of $300,000 annually from the RVRA to compensate for the siting of the landfill within the County. With the addition of the City of Salem, the County will receive an additional $50,000 for the host locality fee. 3. The County will receive payment of $55,713 during the fiscal year 2017-2018 for providing accounting services. All of the above impacts are included in the fiscal year 2017-2018 proposed County budget. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the operating budget of the Roanoke Valley Resource Authority for the fiscal year 2017-2018. 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, APRIL 11, 2017 RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2017-2018 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke, the City Council of the City of Salem, and the Town Council of the Town of Vinton; and WHEREAS, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted the fiscal year 2017-2018 budget of the Roanoke Valley Resource Authority for approval. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORSOF ROANOKE COUNTY, VIRGINIA that the fiscal year 2017-2018 budget for the Roanoke Valley Resource Authority, is hereby approved, and the County Administrator and the Chief Deputy Clerk are authorized to execute and attest respectively, on behalf of the County, any documentation, in form by the County Attorney, necessary to evidence said approval. Page 1 of 1 RANO] E VALLEY RESOURCE AUTHORITY 2017-18 'IDDUDGE SALEM TRANSFER STATION Roanoke Valley Resource Authority Budget Summary 1 & 2 Revenues 3-5 Expenses * Personnel 6-13 Administrative 7 Roanoke Transfer Station 8 Salem Transfer Station 9 Smith Gap 10 Totals 11 Classification 12 Employee by Location 13 * Operating 14-25 * Capital 26 * Reserves 27-28 Tipping Fees Breakdown 29 Appendix 2017-2018 BUDGET 2017-2018 BUDGET Roanoke Valley Resource Authority REVENUE 2017-2018 Disposal Fees $ 12,868,350 Interest Income $ 100,000 Transfer from Contingency Reserve Fund $ (0) Sale of Recyclable Material $ 37,000 Miscellaneous - Mulch $ 40,000 EXPENSES Personnel Total Administrative $ 706,997 Tinker Creek Transfer Station $ 856,952 Salem Transfer Station $ 489,018 Smith Gap $ 809,314 Totals Operating Administrative $ 1,093,220 Tinker Creek Transfer Station $ 3,265,971 Salem Transfer Station $ 749,573 Smith Gap $ 1,302,118 Totals WINUff ME Totals RESERVES Administrative $ 42,500 Tinker Creek Transfer Station $ 457,967 Salem Transfer Station $ 337,414 Smith Gap $ 1,522,118 Totals DEBT SERVICE $ 1,412,185 Totals TOTALS Administrative $ 1,842,717 Tinker Creek Transfer Station $ 4,580,891 Salem Transfer Station $ 1,576,006 Smith Gap $ 3,633,551 Debt Service $ 1,412,185 Total 1 $13,045,350 $ 2,862,282 $ 6,410,883 $ 2,360,000 $ 1,412,185 $13,045,350 2017-2018 BUDGET Roanoke Valley Resource Authority I 29142=1 6i�IILVAIILVAI_\1�1'1 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 Disposal Fees $ 7,326,600 $ 7,729,480 $ 7,932,050 $ 7,981,200 $ 8,172,350 $12,868,350 Interest Income $ 28,000 $ 28,000 $ 32,000 $ 35,000 $ 50,000 $ 100,000 Transfer from Contingency $ 490,991 $ 405,405 $ 456,323 $ 434,974 $ 50,509 $ (0) Reserve Fund Sale of Recyclable $ 55,000 $ 35,000 $ 35,000 $ 38,000 $ 33,933 $ 37,000 Material Mulch sales $ 39,450 $ 39,450 $ 46,830 $ 36,000 $ 31,500 $ 40,000 Miscellaneous $ - $ - $ - $ - $ - $ - TOTAL $ 7,940,041 $ 8,237,335 $ 8,502,203 $ 8,525,174 $ 8,338,292 $13,045,350 EXPENSES Personnel $ 1,972,540 $ 2,004,856 $ 2,126,647 $ 2,183,227 $ 2,152,723 $ 2,862,282 Operating $ 3,995,501 $ 4,118,479 $ 4,260,556 $ 4,216,947 $ 4,055,569 $ 6,410,883 Capital $ 12,000 $ 14,000 $ 15,000 $ 25,000 $ 30,000 $ - Transfer to Reserves $ 1,960,000 $ 2,100,000 $ 2,100,000 $ 2,100,000 $ 2,100,000 $ 2,360,000 Debt Service $ - $ - $ - $ - $ - $ 1,412,185 TOTAL $ 7,940,041 $ 8,237,335 $ 8,502,203 $ 8,525,174 $ 8,338,292 $13,045,350 DISPOSAL FEES Municipal $ per ton 45 47 Private $ per ton 55 57 % INCREASE -16.2% 3.7% in expenses 48 49 49.5 49.5 58 59 59.5 59.5 3.2% 0.3% -2.2% 56.5% 2017-2018 BUDGET FICATION eceipts of : Total 228,100 $ 4,948,800 $ 5,057,150 $ 1,707,500 $ 465,900 $ 689,000 $12,868,350 eserve $ 100,000 Contingency Reserve -ap is $ 40,000 2017-2018 BUDGET 7FT-DTDTT\\T((- T -F -EC FICATION 49.5 $1,831,500 35 $ 101,500 120 $ 6,000 5 $ 3,000 $1,942,000 49.5 $1,782,000 35 $ 105,000 120 $ 7,800 5 $ 3,500 it $1,898,300 49.5 $ 158,400 35 $ 7,000 120 $ 600 5 $ - $ 166,000 49.5 $ 940,500 35 $ - 120 $ - 5 $ 2,000 $ 942,500 MORAWH. -Ill.Ze]vlr TIPPING FEES CODE DESCRIPTION FY16-17 FY17-18 JUSTIFICATION 16914 Commercial $2,486,250 $ 5,057,150 Commercial Waste 84,700 tons @ 59.5 $ 5,039,650 Wood Waste 400 tons @ 35 $ 14,000 Tires - tons @ 120 $ - 700 mixed @ 5 $ 3,500 Commercial Total $ 5,057,150 16914 Contracted Municipal $ - $ 689,000 Contracted MSW Solid Waste 13,000 tons @ 53.0 $ 689,000 Contracted MSW $ 689,000 16915 Private $1,276,000 $ 1,707,500 Private Waste 27,000 tons @ 59.5 $1,606,500 Wood Waste 2,100 tons @ 35 $ 73,500 Tires 200 tons @ 120 $ 24,000 700 mixed @ 5 $ 3,500 Private Total $ 1,707,500 16917 Residential $420,400 $ 465,900 Residential Waste Based on Uniform Disposal Allocation City of Roanoke 43.5% $ 202,667 County of Roanoke 41.7% $ 194,280 Town of Vinton 3.6% $ 16,772 City of Salem 11.2% $ 52,227 Household 8,200 Tons @ $49.5 $ 405,900 Wood waste 1,500 Tons @ $35 $ 52,500 Tires 1,500 Tires @ $5 $ 7,500 Residential Total $ 465,900 TOTAL TIPPING FEE $8,172,350 $12,868,350 2017-2018 BUDGET DNNEL )N kdays & Holidays tintenance in time ployees $ 1,379,406 ployees ployees $ 105,332 ployees $44,166.90 ployees $ 332,468 Annual $ $ 111,882 $ 30,923 $ 50,649 $ 19,391 $ 4,848 $ 27,500 1 per month iployees $1,835,444 iployees $ 44,167 tys 50% $5,545 lys 100% iployees iployees $1,835,444 2017-2018 BUDGET LL, AA-JIVIII`q )N Holidays Maintenance I ,art time ployees $ 451,754 ployees ployees $ - ployees $ - ployees $ 52,281 Annual $ $ 8,948 $ 6,185 $ 7,981 $ 4,848 $ 4,848 $ 5,000 l per month Lployees $ 522,274 ployees $ - )ays 50% $1,541 )ays 100% [ployees tployees $ 522,274 2017-2018 BUDGET aIIqLI It -113 )N enings & Holidays ✓laintenance art time ployees $ 294,614 ployees ployees $ 33,668 ployees $44,166.90 ployees $ 135,158 Annual $ $ 28,640 $ 12,369 $ 17,344 $ 9,696 $ 9,000 per month ployees $ 463,440 ployees $ 44,167 gays 50% $1,497 )ays 100% ployees ployees $ 463,440 2017-2018 BUDGET �� C,. --N ININLE 313 IN iolidays ✓laintenance art time ployees $ 321,151 ployees ployees $ - ployees $0.00 ployees $ - Annual $ $ 34,910 $ 9,363 $ 4,500 1 per month ployees $ 321,151 ,ployees $ - >ays 50% $947 )ays 100% [ployees tployees $ 321,151 2017-2018 BUDGET TYCD Qf-)NTl�1 TJ Qr, 10 N [olidays laintenance in time ployees $311,886 ployees ployees $71,663.64 ployees $ - ployees $145,029 Annual $ $ 39,384 $ 12,369 $ 15,962 $ 4,848 $ 9,000 [ per month ployees $ 528,579 ployees $ - ays 50% $1,559 ays 100% .ployees Lployees $ 528,579 2017-2018 BUDGET PFRSONNEL TOTALS 11 2017-2018 BUDGET STS SG $ 321,151 $ 528,579 $ 7,962 $ 29,038 $ 5,000 $ - $ 25,560 $ 42,658 $ 35,905 $ 34,869 $ 5,200 $ 8,450 $ - $ 8,012 $ - $ 16,214 $ 48,773 $ 81,563 $ 3,263 $ 5,302 $ 4,207 $ 6,924 $ 947 $ 1,559 $ 421 $ 684 $ 19,500 $ 36,960 $ 963 $ 1,586 $ 9,534 $ 5,890 $ 632 $ 1,026 $ 489,018 $ 809,314 2017-2018 BUDGET Roanoke Valley Resource Authority PERSONNEL POSITION # GRADE CURRENT PAY RANGE CEO 1 U Unclassified Operations Manager 1 37 $ 77,036 to $ 122,487 Environmental & Safety Manager 1 34 $ 66,547 to $ 105,810 Business Manager 1 30 $ 54,748 to $ 87,049 Operations Supervisor 3 27 $ 47,294 to $ 75,197 Administrative Coodinator 1 25 $ 42,897 to $ 68,206 Senior Equipment Operator 2 23 $ 38,908 to $ 61,864 Business Supervisor 1 22 $ 37,056 to $ 58,919 Building Maintenance Mechanic 1 21 $ 35,291 to $ 56,113 Motor Equipment Mechanic 1 21 $ 35,291 to $ 56,113 Motor Equipment Operator II 21 19 $ 32,010 to $ 50,896 Motor Equipment Operator I 1 17 $ 29,034 to $ 46,164 Scale Operator 3 16 $ 27,652 to $ 43,967 Laborer/ Operator 0 13 $ 23,866 to $ 37,947 TOTAL SALARIES Adjustments: Market Performance TOTAL ADJUSTED SALARIES 38 0.00% 2.00% mid -point $1,874,658 Mid Point Adjustment Total 12 $1,823,879 6/30/2017 $ 37,493 $ 18,239 $ 55,732 $ 1,879,611 2017 - 2018 BUDGET Roanoke Valley Resource Authority PERSONNEL EMPLOYEE BY LOCATION POSITION # GRADE ADMIN. TINKER SALEM LANDFILL CREEK CEO 1 U 1 0 0 0 Operations Manager 1 37 1 0 0 0 Environmental & Safety Manager 1 34 1 0 0 0 Business Manager 1 30 1 0 0 0 Operations Supervisor 3 27 0 1 1 1 Administrative Coordinator 1 25 1 0 0 0 Senior Equipment Operator 2 23 0 1 0 1 Business Supervisor 1 22 0 1 0 0 Building Maintenance Mechanic 1 21 0 1 0 0 Motor Equipment Mechanic 1 21 0 0 0 1 Motor Equipment Operator II 21 19 0 6 5 10 Motor Equipment Operator I 1 17 0 0 1 0 Scale Operator 3 16 0 2 1 0 Laborer/ Operator 0 13 0 0 0 0 TOTAL EMPLOYEES 38 5 12 8 13 2017 - 2018 BUDGET 13 Roanoke Valley Resource Authority 0671911 ► MAIN 191 CODE DESCRIPTION FY16-17 FY17-18 JUSTIFICATION 300004 Medical Exams $ 1,000 $ 1,000 Physical exams for new employees; drug and alcohol random testing 300007 Contract Services $ 275,276 $1,010,620 Employee Assistance Program: $16.28 @ x 38 employees $ 619 Clean Valley Council 12 months $ 51,000 Landscaping $265/month $ 3,180 Tire Disposal - 340 Tons @ $89.95 + Fuel Surcharge $ 30,583 Copier Rental $560/month $ 6,720 HHW Disposal $ 47,000 Janitorial Services $ 24,000 Exterminating Services $ 1,800 Transportation Services $ 377,089 Cap Maintenance - mowing $ 25,000 Leachate Disposal (RR) $ 200,000 Salem Bond Debt $ 243,630 300100 Groundwater Sampling $ - $ 145,432 Residential Drinking Water Sampling and Analysis -SG & RR 24 @ $643 $ 15,432 Detection Monitoring -Lab $ 38,000 ACM Monitoring - Lab $ 42,000 Engineering $ 50,000 300102 Stormwater Sampling $ - $ 32,000 *Permit Sampling & Analysis -SG & TCTS Engineering $ 20,000 Laboratory $ 12,000 300103 Landfill Gas $ - $ 80,020 SG - Monthly @ $1,710 $ 20,520 Monitoring - SG & RR SG Reporting $ 24,500 RR- Monthly @ $2,000 $ 24,000 RR Reporting $ 11,000 300013 Professional Services $ 96,500 $ 41,000 Engineering $ 20,000 Leachate sampling $ 4,000 Auditing Services $ 13,500 Software support $ 3,500 300017 Legal Services $ - $ 62,800 General Counsel $ 58,800 Outside Legal $ 4,000 300029 Municipal Waste $1,789,434 $ 2,698,439 N S tons shipped 228,100 62 tons/car = 3,680 7.36% increase 1,800 cars: $830/car $ 1,494,000 1879 cars: $641/car $ 1,204,439 Total $ 2,698,439 2017-2018 BUDGET 14 Roanoke Valley Resource CODE DESCRIPTION FY17-18 JUSTIFICATION ADMIN TCTS STS LANDFILL 300004 Medical Exams $ 1,000 Physical exams for new employees; $ 1,000 $ - $ - $ - drug and alcohol random testing 300007 Contract $1,010,620 Employee Assistance Program: Services $16.28 @ x 38 employees $ 619 $ 619 $ - $ - $ - Clean Valley Council 12 months $ 51,000 $ 51,000 $ - $ - $ - Landscaping $265/month $ 3,180 $ 3,180 $ - $ - $ - Tire Disposal - 340 Tons @ $89.95 + Fuel Surcharge $ 30,583 $ - $ 24,466 $ 6,117 $ - Copier Rental $560/month $ 6,720 $ 6,720 $ - $ - $ - HHW Disposal $ 47,000 $ 47,000 Janitorial Services $ 24,000 $ 9,600 $ 4,800 $ 4,800 $ 4,800 Exterminating Services $ 1,800 $ - $ 600 $ 600 $ 600 Transportation Services $ 377,089 $ - $ - $ 377,089 $ - Cap Maintenance -Bush Ho; $ 25,000 $ 25,000 $ - $ - $ - Leachate Disposal (RR) $ 200,000 $ 200,000 Salem Bond Debt $ 243,630 $ 243,630 $ - $ - $ - 300100 Groundwater $ 145,432 Residential Drinking Wat( $ 15,432 $ - $ - $ - $ 15,432 Sampling Detection Monitoring & L, $ 38,000 $ - $ - $ - $ 38,000 & Analysis ACM Monitoring - Lab & $ 42,000 $ 42,000 $ - $ - $ - SG & RR Engineering $ 50,000 $ 50,000 $ - $ - $ - 300102 Stormwater $ 32,000 *Permit Sampling Sampling Engineering $ 20,000 $ - $ 2,000 $ - $ 18,000 & Analysis Laboratory $ 12,000 $ - $ 1,000 $ - $ 11,000 300103 Landfill Gas $ 80,020 SG - Monthly @ $1,710 $ 20,520 $ - $ - $ - $ 20,520 Monitoring SG Reporting $ 24,500 $ - $ - $ - $ 24,500 - SG & RR RR- Monthly @ $2,000 $ 24,000 $ 24,000 $ - $ - $ - RR Reporting $ 11,000 $ 11,000 $ - $ - $ - 300013 Professional $ 41,000 Engineering $ 20,000 $ - $ 5,000 $ 5,000 $ 10,000 Services Leachate sampling $ 4,000 $ 2,000 $ - $ - $ 2,000 Auditing Services $ 13,500 $ 13,500 $ - $ - $ - Software support $ 3,500 $ 3,500 $ - $ - $ - 300017 Legal Services $ 62,800 General Counsel $ 58,800 $ 58,800 $ - $ - $ - Outside Legal $ 4,000 $ 4,000 $ - $ - $ - 300029 Municipal $ 2,698,439 N S tons shipped 7.36% increase Waste 62 tons/car = 3,680 1,800 cars: $830/car $ - $1,494,000 $ - $ - 1879 cars: $641/car $ - $1,204,439 $ - $ - 2017-2018 BUDGET 15 16 rION $ 160,500 X641 $ 19,230 is Maintenance $ 1,250 $ 8,000 $ 6,000 ent $ 200,000 $ 15,000 $ 5,000 zip. $ 15,000 er, ei $ 15,000 airs to all buildings ,tations, septic tanks. >, cards, scale tickets sing forms nsel ring: $ 6,000 $ 150 $ 400 $ 200 $ 100 2017-2018 BUDGET T� 17 J 2017-2018 BUDGET STS LANDFILL $ - $ 160,500 $ - $ 19,230 $ 250 $ 250 $ 1,000 $ 1,000 $ 30,000 $ 110,000 $ 5,000 $ 5,000 $ - $ 5,000 $ 36,250 $ 121,250 $ 35,000 $ 35,000 2017-2018 BUDGET ,m,r„m k I I1 N ki TION ens, items ctions & n Day ?s, noke ig, IT Support tes, miscellaneous $ 27,000 $ 42,000 $ 33,600 $ 4,800 $ 4,000 $ 30,000 -e for Transfer age Smith Gap to car., ;al - WVWA Fee $ 21,000 gs and age 3eneral Counsel all facilties, credit card processing ice at Smith Gap Landfill !s 2017-2018 BUDGET �r-EIEIIIJA I It k-3 19 ZIN TCTS STS LANDFILL 400 $ - $ - $ - ;500 $ - $ - $ - ,750 $ - $ - $ - ,800 $ 27,000 $ 33,600 $ 42,000 - $ 4,000 $ - $ - - $ - $ - $ 30,000 - $ 10,000 $ 3,000 $ - - $ - $ - $ 21,000 .500 $ - $ - $ - 000 $ - $ - $ - 700 $ - $ 3,600 $ 5,520 300 $ - $ - $ - 2017-2018 BUDGET Roanoke Valley Resource Authority CODE DESCRIPTION FY16-17 FY17-18 JUSTIFICATION 530002 Property Insurance -Fire $ 28,000 $ 28,000 Coverage for all buildings, contents, and equipment 530005 Motor Vehicle Insurance $ 8,000 $ 8,000 Insurance for on -road vehicles 530007 Public Officials Insurance $ 500 $ 500 Insurance through VML or VACO pools 530008 General Liability Ins. $ 9,000 $ 9,000 Coverage for all facilities & property 540010 Rent of Equipment $ 5,280 $ 6,500 Rental of Miscellaneous Equipment Heavy Equipment Emergency Equipment 550001 Travel - Mileage $ 500 $ 500 Use of personal vehicles for RVRA business, staff, and Board Members 550520 Dinner Meetings - $ 3,500 $ 4,500 Monthly Board meetings, dinners & Luncheons luncheons associated with RVRA 550040 Travel and Lodging, $ 18,000 $ 24,400 Conference registrations; $ 6,000 Conference, Training SWANA, VML, legal and Education confernces Subsitance & Lodging $ 10,000 Operator training for $ 8,400 hazardous materials, certifications & educations 560001 Contributions $ 402,000 $ 657,000 Payments per contract to: Roanoke County $ 350,000 Roanoke City $ 150,000 Salem City $ 150,000 Town of Vinton $ 5,000 Volunteer fire and rescue $ 2,000 2017-2018 BUDGET AA 7r ,Nlr"I lltil A rin -T -'N\ T //--I 21 STS ANDFILL 2,500 $ 1,500 1,000 $ 1,000 1,000 $ 1,000 150,000 $ 352,000 2017-2018 BUDGET T__.. _1__ •x_11 ___T__.__�_.. A..iL., _..ice_ 5619121 1I IVI .TION `ion dues: iA, x annual fees —$45,000 ; CAR CC FEE $11,000 Is cils, folders, etc. pies o equipment aputers is & medicine !aning & sanitation )ment & Fees Iles, mowers, etc. )went and vehicles, tenance parts & ent and vehicles $ 10,725 misc. $ 11,500 $ 11,500 2017-2018 BUDGET 23 2017-2018 BUDGET STS LANDFILL $ 6,150 $ 37,450 $ 500 $ 500 $ 7,500 $ 10,500 $ 650 $ 750 $ 1,500 $ 500 $ 500 $ 3,000 $ 40,000 $ 180,000 $ 12,000 $ 40,000 $ $ $ 2,600 1,939 2,424 $ $ $ 3,900 3,152 3,939 2017-2018 BUDGET 24 'ATION and manuals ers, salt for roads, ids, seed, mulch seeding slopes, fill miscellaneous ers replacements & ions for all facilities es, etc. itures 1.25% 2017-2018 BUDGET 25 TCTS STS LANDFILL 5,000 $ 5,000 $ 67,500 5,000 $ 5,000 $ 67,500 3,225,651 $ 740,319 $1,286,043 40,321 $ 9,254 $ 16,076 3,265,971 $ 749,573 $1,302,118 2017-2018 BUDGET � A IDT�A T 26 TION 2017-2018 BUDGET lr�(Q����� 27 USTIFICATION required by State Federal Regulations lose Smith Gap dfill se 7 Acres replacement of ipment per ipment replacement edule. )undwater tection fund per it permit. per local permit. -anet/property per local permit. rrent fund is !quate based on icipated sales. future construction the landfill gineering for Phase ° maintenance and provements to the ilities. ;hting, Carpet, and e r unexpected expenses I for tipping fee bilization 2017-2018 BUDGET OR STS LANDFILL $ 10,000 $ 230,000 $ 327,414 $ 582,118 $ 10,000 $ - $ 700,000 7 $ 337,414 $1,522,118 2017-2018 BUDGET n ,.......1,.. AT..11—T2--rna Ainfhnrifv Tlflf'P1(NG FIFE 29 m PERCENT 22% 49% 18% 11% 100% PERCENT 24% 1% 0% 25% 2017-2018 BUDGET t ��a._ _iy,,. A` \����`':• `F iia-.. �� �,J .. - ,p. - Roanoke Valley Resource Authority a TABLE OF CONTENTS N� 1 1 _� I__ I I�) PAGE# RVRA Financial & Reserve Policy 1-3 Annual Review 4-5 Consulting Engineer's Review 6-9 Summary of Reserve Funds A. Ending 2016/2017 10 B. Ten-year Projections 11 Reserve Funds and Expenditure Plans 12-36 A. Landfill Closure Fund 12-13 B. Equipment Reserve Fund 14-18 C. Groundwater Protection Fund 19-20 D. Host Community Improvement Fund 21-22 E. Property Value Protection Fund 23-24 F. Further Site Development Fund 25-28 G. Capital Improvement Plan 29-31 H. Roanoke (Rutrough Rd) Regional Landfill 32-34 1. Contingency Fund 35-36 2017-2018 RESERVE FUNDS Roanoke Valley Resource Authority 'RESERVE E POLICY IN ROANOK E VALLEY RESOURCE AUTHORITY FINANCIAL AND RESERVES I. Background The Authority recognizes one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). This policy addresses this standard. II. Purpose This policy will provide for the establishment and the planned funding level of maintenance and improvement reserve accounts for planned expenditures over a short-term planning period of five (5) years and a long-term planning period of ten (10+) years or more. Each individual account provides for a separate funding purpose to be designated as either "restricted" or "unrestricted" accounts. Restricted accounts must be used solely for their intended purpose as required by regulatory statute, contractual obligation, or operating permit conditions. Unrestricted funds are intended for planned capital and maintenance purposes, but may be periodically used by the Authority temporarily, for not more than six (6) months, to provide emergency funding for the Authority's operations, if needed. Reserve Accounts may be utilized to fund the same or separate projects as deemed necessary for supporting the mission of providing quality programs and facilities necessary to serve the Authority's Member Communities of Roanoke County, the City of Roanoke, the Town of Vinton and their residents and businesses of the Roanoke Valley. III. Policy Guidelines for Reserve Fund Accounts A. The Authority will maintain reserve accounts and an initial beginning balance of funds will be deposited into accounts as identified for the current fiscal year. B. Annual funding transfers will occur in twelve (12) equal monthly transfers from revenues received by the Authority and as budgeted for the current fiscal year. C. Ongoing expenditures from the funds will occur as budgeted for the current fiscal year as costs are accrued. D. Planned deposits to the funds are calculated sufficient to maintain the desired fund balances with a positive fund balance, at a minimum, for any given fiscal year during the long-term planning period. 2017-2018 RESERVE FUNDS Roanoke Valley Resource Authority IXESERVE POLICY E. Planned expenditures of the funds are calculated sufficient to provide cash funding for all planned capital projects and maintenance projects for any given fiscal year during the long-term planning period. F. Any end of year operating surplus and/or interest earnings may be allocated to one or more account, as determined by the Authority's Board of Directors. G. An internal review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities will occur annually to ensure the priorities are consistent with the goals of the Authority and to ensure the funding levels are adequate. H. An external, third party review of the account allocations and funding levels by a professional engineer, familiar with best management practices of solid waste operations and facilities, will occur every five (5) years to ensure the funding levels are adequate. IV. Account Definitions The Landfill Closure Fund (Unrestricted) provides a reserve for the costs of capping completed areas of the landfill and at the end of the landfill's useful life, to completely close any remaining area, install all monitoring and collection systems and perform all post - closure care activities per regulatory requirements. The Equipment Replacement Fund (Unrestricted) provides funds for the future purchases, regularly scheduled replacement of major operating equipment, and any uninsured risk, in an orderly fashion as to minimize annual operating costs, maximize any trade-in or surplus value, and to provide for the best overall purchasing value. The Ground Water Protection Fund (Restricted) provides funds to address any environmental effects the operation of the landfill may have on the surrounding area. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The Host Community Fund (Restricted) provides funds for the construction and maintenance of public improvements to Authority property within the Host Community, as requested by the Host Community, and as approved in a formal public improvement plan. The Property Protection Fund (Restricted) provides funds for the one-time payments under the Property Protection Policy to property owners within the Host Community for any actual, realized decline in property values as a result of their relatively close proximity to the Smith Gap Regional Landfill. The Site Development Fund (Unrestricted) provides funds for the construction of subsequent phases of the Smith Gap landfill, as necessary, to provide ongoing landfill disposal capacity. 2017-2018 19 RESERVE FUNDS Roanoke Valley Resource Authority RESERVE POLICY The Capital Improvement Fund (Unrestricted) was established to be used for various capital maintenance items and new capital projects anticipated for the ten-year planning period. Projects may be amended as solid waste operations and the industry in general continues to evolve. The Rutrou;;h Road Landfill (RRLF) Post Closure Fund (Restricted) provides funding for the Authority's contractual obligation to provide for the ongoing post closure care of the closed Rutrough Road Landfill. This fund is projected to be depleted from the capital expenditures associated with the construction of a new force main and sewer line that will ultimately decrease annual operating expenses. Accordingly, starting in FY' 18, the post closure care responsibilities will be funded by our annual revenues from the operating budget and the associated costs will be budgeted as ongoing line -item expenditures in the general annual operating budget. Upon exhaustion of funds, this reserve fund will be closed and eliminated from future budget considerations. The Contingency Fund (Unrestricted) provides funding to stabilize year-to-year rate adjustments and to provide a source of funding for any unforeseen increases in expenses or decreases in revenue that would otherwise cause a negative balance for the Authority's operating funds. V. Reporting The Treasurer will track reserve account deposits and expenditures on a monthly basis. A monthly report will be sent to the Chief Executive Officer, the Authority's Secretary, which will be included on the Board of Directors' agenda for review at all regularly scheduled meetings. The Treasurer will also ensure that all expenditures have been through the appropriate approval process. The Chief Executive Officer will provide an annual report to the Board of Directors as to the adequacy of the funding levels of each respective reserve account. 2017-2019 3 RESERVE FUNDS Roanoke Valley Resource Authority ANNUAL 1 y U1- L RE Y I YW AND RESERVE FUNDS ANNUAL REVIEW R VRA RESERVE FUNDS MILAN 8, REPORT ]FY 2017 - 2018 The Roanoke Valley Resource Authority reviewed its replacement reserve requirements as outlined per the Authority's "Financial and Reserves Policy" and has determined the adequacy of the funding plan as submitted herein. The Authority, in its review, has defined adequacy to mean that sufficient funding, if funded as scheduled, exists in amounts equivalent to or exceeding the anticipated expenditures during a short-term period (next five subsequent fiscal years) and a long-term period (next ten subsequent fiscal years), with the understanding that certain amounts are to be borrowed, if needed, as indicated in the expenditure plan. The Authority has established the funding and expenditure plan, as outlined in the "Summary of Reserve Funds: 10 -Yr. Planning Period" (p.11.) According to staff's current review and based upon borrowing approximately twenty million dollars for the conversion of the operations from rail haul to trucking, funds are adequate for the immediate short-term planning period. However, additional funding or future borrowing may be needed for the Closure, Equipment Replacement and the Site Development Reserve Funds for the latter years of the long-term planning period. Staff is working with our consultant to extend the life of Phase VII to minimize the amount of borrowing required for the Closure and Site Development Reserves. The Board and staff are in the final stages of determining the direction that the Authority will take on the future transportation of waste and leachate management. On November 1, 2016, the Authority assumed ownership and the operational control and responsibilities of the Salem Transfer Station. The Authority is in the process of converting this facility to an open, top -load out for trailers to improve operational efficiencies. Upon commencing actual construction of these modifications, the decision for 2017-2018 '! RESERVE FUNDS Roanoke Valley Resource Authority ANNUAL REVIEW AND RESERVE FUNDS future transportation methodology will be set. In addition, the Rutrough Road Post -Closure Account Reserve Fund is nearly depleted. Future post closure care responsibilities have been moved to the operations budget starting in FY 2018. The remaining funds in the Rutrough Road account will be reserved for the Resource Authority's share of the lift and force main construction project now underway by the Western Virginia Water Authority. While the Reserve Plan is fluid and transitional at this time, it is consistent with the needs and obligations of the Authority and has been approved by the Authority's Board of Directors. 2017-2018 5 RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING ENGINEERS REVIEW C®NSU LTTNG ENGINEERS REVIEW The retirement of all outstanding bond debt in FY 2011 subsequently relieved the Authority of its former financial requirements as previously imposed by the Master Indenture of Trust, including the establishment and funding of certain reserve funds as recorded and reported in the annual report. While no longer obligated to the terms of the Master Indenture of Trust, several previously established reserve funds remain as ongoing obligations to the Authority due to start- up and operating restrictions imposed under the Authority's separate "Landfill, Rail, & Transfer Station Permit Conditions & Operating Policies," including: The Groundwater Protection Fund (formerly known as "The Environmental Fund"); The Host Communib� Fund; and The Property Protection Fund. Additionally, the Authority is contractually obligated to maintain the post - closure care of the closed Roanoke Landfill (a.k.a. the Rutrough Road Landfill) with funds initially established and designated expressly for this purpose in The Rutroggh Road Landfill Post -Closure Fund. Therefore, these four reserve funds are designated as "Restricted" reserve accounts which must be maintained and adequately funded for their express, respective purposes. Unfortunately, the Rutrough Road Landfill Post -Closure Fund will be depleted within the short-term planning period and will ultimately transition to the operating budget. As part of its initial post -bond debt, fiscal responsibility, the Authority recognized that one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs beyond its operating permit and contractual requirements. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay- as-you-go basis whenever possible. However, the Authority's recent assumption of ownership of the Salem Transfer Station and the associated increase of approximately 50% in additional MSW, provides the Authority with the opportunity and revenue resources to add, modify and 2017-2019 0• RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING ENGINEERS REVIEW improve its facilities. Therefore, the Authority has borrowed $11.1 million dollars in FY' 17 to begin that process and anticipates borrowing an additional $8.9M in FY' 18. Consideration may be given to additional borrowing based on future considerations, such as better defined revenues and expenditures based on operational considerations being finalized for transportation of the Authority's MSW. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). Therefore, the Authority established additional reserve funds for these purposes which are designated as "Unrestricted" reserve accounts since at this time there are no external conditions, other than sound financial management as outlined and approved in the RVRA RESERVES PLAN ("Plan"), requiring their existence and funding levels. The Unrestricted Funds include: The Closure Fund; The Equipment Fund; The Site Development Fund; The Capital Improvement Fund; and The Contingency Fund. The Closure, Equipment, and Site Development Funds were previously required under the former Master Indenture of Trust and funding levels were maintained and managed accordingly. The Capital Improvement and Contingency Funds, while not previously required per any outside obligation, were established and recognized as being necessary for sound financial management of the Authority's operations and its facilities. The Authority recognizes that periodically, it may need to add, delete, or amend its unrestricted funds as deemed to be in the best interest of the Authority and its members. In fact, the pending depletion of the Rutrough Road Post Closure Account has required the Authority to assume the post closure care responsibilities starting in FY 2018 and that account will no longer be available. The additional borrowing of funds (or debt) and the Ownership of the Salem Transfer Station will also impact the future Reserve and Financial Policies of the Authority. However, since we are in our infancy of our new Transfer Station and 2017-2016 7 RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING ENGINEERS REVIEW the pending Norfolk Southern Contract negotiations these policies and financial guidelines are still unclear. All funds required for expenditures for the five year planning period are currently available in the reserves accounts. The long range (ten year projections) shows a considerably shortage of funds in the Closure and Site Development Accounts. As noted earlier, staff is working with our consultant to extend the life of Phase VII; therefore, decreasing significantly the amount of funds required in 2025 and beyond. While the Plan is still fairly fluid it is consistent with the needs and obligations of the Authority and has been approved by the Authority's Board of Directors. The Authority annually makes deposits to its reserve funds for funding future planned expenditures. These reserves allow the Authority to establish and project an orderly adjustment of its tipping fee revenues as necessary to prepare for future capital expenditures to coincide with its annual operating costs. Initial projections made in 1992 during the start-up, 20 -year revenue bond issuance established a basis of anticipated costs and revenues for operating the new solid waste disposal system through the bond term. More than two decades of actual operating experience of the Authority's systems has allowed the Authority to delay anticipated increases in tipping fees and offer rates less than originally projected. However, the prolonged downtumed economy has significantly affected the Authority's revenues primarily due to an overall reduction of municipal waste flow and a significant reduction in investment earnings. With the economy slowly improving and improved economies of scale from the additional waste accepted at the Salem Transfer Station has allowed the Authority to borrow the additional funds needed for the conversion of all of facilities to ship waste by rail (shipping containers) or trucking, without significantly adversely impacting the Authority's tipping fees. 2017-2019 RESERVE FUNDS Roanoke Valley Resource Authority CONSULTING ENGINEERS REVIEW Each reserve fund has been reviewed for its adequacy to meet the planned expenditures over a short-term period of five years and for an extended, long-term, planning period of ten years. All the Reserves have been determined to be adequate for the short-term planning period. The long-term planning period is less than adequate, most notably for the Equipment, Site Development, and Closure Funds. At this time, unless we expand our leachate storage capacity, whenever a new Phase of the landfill is constructed we alternatively have to close a similar area in size. While Phase VII's original air space was adequate for our original members, with the additional waste accepted at the Salem Transfer Station, that statement is no longer valid and staff is working to expand the life of Phase VII to minimize the future financial impacts of those two accounts in the long range plan. Historically, the Equipment Reserve Fund has shown a shortfall in the long range planning phases. Every year staff assesses the equipment needs and some instances replacement is delayed or moved up depending on the condition of the equipment at that time. Again, all purchases are for new equipment with little or no trade-in value associated with that piece of equipment. If the Board decides to go with trucking for our long range transportation needs, some equipment will no longer be needed and can be surplused and the sale of that equipment can be used to off -set the long range shortfall. In summary, while the long range deficits are a concern, staff believes that the majority of those impacts can be mitigated as noted above. For the short term planning period, all funds have been deemed to be adequate. 2017-2018 Respectfully Submitted, Daniel D. Miles, P.E. Chief Executive Officer 0' RESERVE FUNDS Roanoke Valley Resource Authority SUMMARY SUMMARY OF RESERVE FUNDS Expenditures for FY 2017 BALANCE AT PLANNED/ACTUAL DEPOSITS BEGINNING EXPENDITURES BALANCE 07/01/16 2016/2017 1 -Jul -2017 (anticipated) CLOSURE FUND' $ 6,434,600 $ 500,000 $ 200,000 $ 6,134,600 EQUIPMENT $ 1,786,605 $ 1,147,615 $ 1,000,000 $ 1,638,990 ENVIRONMENTAL FUND $ 500,000 $ - $ - $ 500,000 HOST COMMUNITY3 $ 179,475 $ - $ 10,000 $ 189,475 PROPERTY VALUE PROTECTION $ 384,779 $ 20,000 $ - $ 364,779 SITE DEVELOPMENT $ 3,150,118 $ 1,100,000 $ 500,000 $ 2,550,118 CAPITAL IMPROVEMENT FUNDS $ (19,677) $ 118,000 $ 390,000 $ 252,323 TOTALS $ 12,415,900 $ 2,885,615 $ 2,100,000 $ 11,630,285 RUTROUGH ROAD LANDFILL $ 1,306,748 $ 490,000 $ - $ 816,748 CONTINGENCY $ 2,462,446 $ - $ - $ 2,462,446 NOTES: 1 We recently met with DEQ and we anticipate that the first closure will occur this Spring. The total amount I for closing approximately 7.0 acres is 2.8 million dollars. 2. While we have known cost for excavators and a few fleet vehicles (SUV's), we still need to purchase a an off-road truck and a fleet vehicle. 3. The Host Community cap was raised from $150,000 to $250,000 in FY 2014. 4. Staff has been recently been contact by a property owner in our property protection area and we have t shown a nominal amount of funds to be spent during the current FY. 5. 1The Residential Service Area improvements are winding down. Staff issued a change order to install approximately 10,000 sf of concrete for trailer parking and to improve the access for residential G customers. This work should be completed by the end of March. Staff had identified several projects to be completed over the next ten years. It is staff's intent that these projects will be completed at the time the conversion is made to go trucking in 2018. 2017-2018 RESERVE FUNDS Roanoke Valley Resource Authority SUMMARY Summary of Reserve Funds: Ten Year Planning Period Fiscal Year 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 Deposits Closure 200 250 250 250 250 250 250 250 250 250 250 Equipment 1000 1400 1400 1400 1400 1400 1400 1400 1400 1400 1400 Groundwater Protection 0 0 0 0 0 0 0 0 0 1 0 0 Host Community 10 10 10 10 10 10 10 10 10 1 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 500 700 700 700 700 700 700 700 700 700 700 Capital Improvement 390 0 0 0 0 0 0 0 0 0 0 total 2100 2360 2360 2360 2360 2360 2360 2360 2360 2360 2360 Expenditures Closure 500 1,750 0 0 100 2,500 1,400 0 0 3800 1100 Equipment 1,148 588 2,756 1,236 70 498 582 2,097 3,396 4,169 3,093 Groundwater Protection 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 0 0 0 0 0 0 9 10 10 10 Property Protection 20 0 0 0 0 0 0 0 0 0 0 Site Development 1100 2500 0 0 300 3,150 2,050 0 0 4,650 1,150 Capital Improvement 118 0 0 0 0 0 0 0 0 0 0 total 2886 4838 2756 1236 470 6148 4032 2106 3406 1 12629 5353 Balances 5 year 10 year Closure 6,135 4,635 4,885 5,135 5,285 3,035 1,885 2,135 2,385 -1,165 -2,015 Equipment 1,639 2,451 1,095 1,259 2,589 3,491 4,309 3,612 1,616 -1,153 -2,846 Groundwater Protection 500 500 500 500 500 500 500 500 500 500 500 Host Community 189 199 209 219 229 239 249 250 250 1 250 250 Property Protection 365 365 365 365 365 365 365 365 365 365 365 Site Development 2,550 750 1,450 2,150 2,550 100 -1,250 -550 150 -3,800 -4,250 Capital Improvement 252 252 252 252 252 252 252 252 252 252 1 252 total 11,630 9,152 8,756 9,880 11,770 1 7,982 1 6,310 6,564 5,518 -4,751 -7,744 Summary of Other Reserve Funds: Ten Year Planning Period Fiscal Year 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 Deposits Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 986 0 0 0 0 0 0 0 0 0 0 Expenditures Rutrough Road 490 0 1 0 1 0 0 0 0 1 0 0 0 0 Contingency 0 1 0 1 0 1 0 0 0 0 1 0 0 0 0 Balances 5 year 10 year Rutrough Road 817 1 0 1 0 1 0 0 0 0 0 0 0 0 Contingency 2,462 1 2,462 2,462 2,462 2,462 2,462 2,462 2,462 2,462 2,462 2,462 Totals 5 year 10 year All Funds 14,909 11,614 11,218 12,342 14,232 10,444 81772 9,026 7,980 -2,289 -5,282 Unrestricted Funds 5 year 10 year All Funds 13,038 10,550 10,144 11,258 13,138 9,340 7,658 7,911 6,865 -3,404 -6,397 2017-2018 11 RESERVEFUNDS Roanoke Valley Resource Authority CLOSURE FUND BOOM � IOXilmltlgjikill� The Closure Fund provides a reserve for the costs of capping completed areas of the Smith Gap Regional Landfill and to install all groundwater and gas monitoring and collection systems per regulatory requirements. For the current planning period, deposits will be made monthly providing a total annual deposit of $300,000 (previously $200,000) based on the landfill's estimated future closure costs as they correspond to the landfill's planned and phased useful life. As noted, deposits may be adjusted based on revised cost estimates and an increase or decrease in the amount of waste received in future years. Portions of Smith Gap Landfill are close to final grade and in accordance with our permit are in the process of being closed. We have entered into a contract with Smith Gardner & Associates, Inc. to conduct the design and construction management necessary to complete current closure requirements. We anticipate closure to begin this spring. The anticipated closure cost are based on Smith Gardner & Associates anticipated cost. The Closure Fund is adequate for the five year planning period; however, the ten-year period is showing a significant shortage. As noted earlier, staff anticipates that this shortage can be greatly reduced with the expansion of Phase VII's life expectancy. In addition, there may be an opportunity to delay the closure of certain areas of the landfill with the expansion of the leachate storage capacity, or utilizing leachate recirculation, and possibly installing a sewer line in the vicinity of the NS rail spur to the Ironto exit. 2017-2018 12 RESERVE FUNDS Roanoke Valley Resource Authority CLOSURE FUND Landfill Closure Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 2,375,000 250,000 0 2,625,000 1999-20 2,625,000 250,000 0 2,875,000 2000-01 2,882,755 250,000 0 3,132,755 2001-02 3,132,755 250,000 0 3,382,755 2002-03 3,382,755 250,000 0 3,632,755 2003-04 3,632,755 250,000 0 3,882,755 2004-05 3,882,755 250,000 0 4,132,755 2005-06 4,132,755 250,000 0 4,382,755 2006-07 4,382,755 250,000 0 4,632,755 2007-08 4,632,755 1,050,000 10,291 5,672,464 Phase I Design 2008-09 5,672,464 600,000 29,817 6,242,647 Phase I Design & LFGCCS 2009-10 6,242,647 600,000 72,704 6,769,943 Phase I Design & LFGCCS 2010-11 6,769,943 400,000 1,589,591 5,580,352 Complete LFGCCS 2011-12 5,580,352 100,000 193,600 5,486,752 Misc. LFGCCS & LFGTE 2012-13 5,486,752 300,000 22,500 5,764,252 Closure & Misc LFGCCS 2013-14 5,764,252 300,000 21,915 6,042,337 Misc, LFGCCS 2014-15 6,042,337 300,000 97,867 6,244,470 Engineering 2015-16 6,244,470 200,000 9,870 6,434,600 Engineering 2016-17 6,434,600 200,000 500,000 6,134,600 Phase I Engr. & Constr. (7.6 Ac) 2017-18 6,134,600 250,000 1,750,000 4,634,600 Phase I Engr. & Constr. (7.6 Ac) 2018-19 4,634,600 250,000 0 4,884,600 2019-20 4,884,600 250,000 0 5,134,600 2020-21 5,134,600 250,000 100,000 5,284,600 Phase II Design 2021-22 5,284,600 250,000 2,500,000 3,034,600 Phase II Construction (10 Ac) 2022-23 3,034,600 250,000 1,400,000 1,884,600 Phase II Construction (10 Ac) 2023-24 1,884,600 250,000 0 2,134,600 2024-25 2,134,600 250,000 0 2,384,600 2025-26 2,384,600 250,000 3,800,000 -1,165,400 Phase III Design/Construction 2026-27 -1,165,400 250,000 1,100,000 -2,015,400 Phase III Construction (9.0 Ac) 2027-28 -2,015,400 Note: Additional funding from Surplus ($550,000) was added from FY06/07 budget in FY 07/08 2017-2018 13 RESERVEFUNDS Roanoke Valley Resource Authority EQUIPMENT RESERVE FUND EQUIPMENT FUND The Equipment Fund is established to provide funds for the regularly scheduled replacement purchases of major operating equipment. For the current planning period, deposits will be made monthly providing a total annual deposit $1,400,000 (previously $1,000,000). Cost estimates were adjusted significantly in 2011 based on new emission guidelines and additional borrowing or alternate methods of purchasing to include leasing may be required. The Equipment Fund remains underfunded for the long-term planning periods; however, the short term (five year) projections are adequate. A recent State Contract and other cooperative procurement programs has allowed the Authority to purchase contain equipment a lower price than previously budgeted. Staff anticipates the Authority's borrowing levels are sufficient to cover all new equipment needed with the transition from gondolas to shipping containers or trailers. The existing and future trailers to be purchased are anticipated to start being replaced in seven years. If trucking is the final mode of transportation, staff will be able to surplus several pieces of equipment or move equipment from the landfill to the transfer stations to be used as a back-up or primary machine to minimize the purchase of additional equipment. Currently all equipment expenditures are based on the purchase of new equipment with little or no trade-in value for equipment to be replaced or deleted from service. As noted in the past, staff may be able to lease or lease purchase equipment to off -set the long term deficit. The Equipment Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2017-2018 14 RESERVE FUNDS Roanoke Valley Resource Authority EQUIPMENT FUND Equipment Reserve Funs FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE Detailed Schedule 1998-99 2,704,000 375,000 260,000 3,127,939 See Attached 1999-20 3,127,939 375,000 288,289 3,214,650 See Attached 2000-01 3,214,650 375,000 555,535 3,034,115 See Attached 2001-02 3,034,115 375,000 987,595 2,421,520 See Attached 2002-03 2,421,520 375,000 680,098 2,116,422 See Attached 2003-04 2,116,422 400,000 459,327 2,057,095 See Attached 2004-05 2,057,095 400,000 561,464 1,895,631 See Attached 2005-06 1,895,631 400,000 323,589 1,972,042 See Attached 2006-07 1,972,042 400,000 492,652 1,879,390 See Attached 2007-08 1,879,390 674,231 1,280,731 1,272,890 See Attached & note below 2008-09 1,272,890 400,000 1,103,483 569,407 See Attached 2009-10 569,407 600,000 351,088 818,319 See Attached 2010-11 818,319 600,000 625,485 792,834 See Attached 2011-12 792,834 600,000 937,839 454,995 See Attached 2012-13 454,995 1,250,000 651,277 1,053,718 See Attached 2013-14 1,053,718 1,100,000 858,452 1,295,266 See Attached 2014-15 1,295,266 1,100,000 1,292,433 1,102,833 See Attached 2015-16 1,102,833 1,000,000 316,228 1,786,605 See Attached 2016-17 1,786,605 1,000,000 1,147,615 1,638,990 See Attached 2017-18 1,638,990 1,400,000 587,500 2,451,490 See Attached 2018-19 2,451,490 1,400,000 2,755,967 1,095,523 See Attached 2019-20 1,095,523 1,400,000 1,236,000 1,259,523 See Attached 2020-21 1,259,523 1,400,000 70,000 2,589,523 See Attached 2021-22 2,589,523 1,400,000 498,223 3,491,300 See Attached 2022-23 3,491,300 1,400,000 581,590 4,309,710 See Attached 2023-24 4,309,710 1,400,000 2,097,082 3,612,628 See Attached 2024-25 3,612,628 1,400,000 3,396,384 1,616,244 See Attached 2025-26 1,616,244 1,400,000 4,168,649 -1,152,405 See Attached 2026-27 -1,152,405 1,400,000 3,093,689 -2,846,094 See Attached 2027-28 -2,846,094 2017-2019 , RESERVE FUNDS N 00 L L0 I ( 06 Cl) � M cl� O N In CA M M d NGo.- w O L C: $ � N Ln L y U I I ! 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O (0 O (O tq OCD co 00 Lf) N i d r o C r LT (fl ER (A (fl 613 O CL N ca C, + O C O O O tp U NM� M C) CNt- WI co E EOE CO� w E a) E fA EA (fl 63 69 ( 922 1 ! L j i w y N N C t - - r to 3i00 (q 0 3 3 C° o rn � rn 3 3 o F-: c� v O O O z— W. O N W Z.. O N O Z O N 0I Z..1_ .-— 0 N 0 N 0 N 0 0 N 0 �- U Z O Z O O Z N Cl) N N' (N 0` v f Z m W Y N Y -0J Q) A c ' 'T r NN 00 U i N M C (0 ! C IQ UW .. T N LLO J d' N (I ` E d C ! qZ ( 2 Y qZ r ➢ cu N '0 N � N tq O O > N -� O (6 O U_ N O O O U OM 3 (� F- [Y {- (n Z LL (� 0 t 2 Z LL oM W _y 1- . Cl) � m o �, o N a� c — °� } O a m °� o ail 5 — C) Co > �>y a (n si _ .c .0 O L X U U m- •� (0 U O 0 72 N U E W 3:13: (n;, W WjW LLILL > _ 0 0 LL 0 (D SIU 00 Roanoke Valley Resource Authority GROUNDWATER GROUNDWATER PROTECTION FUND The Groundwater Protection Fund (formerly the Environmental Fund) is established to provide funds, if needed, to address any adverse environmental effects on the surrounding area within the Host Community area that may result from the operation of the Smith Gap Regional Landfill. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The existing fund balance is $500,000 and is adequate for the immediate five-year planning period as shown. No additional deposits are planned at this time. 2017-2018 19 RESERVE FUNDS Roanoke Valley Resource Authority GROUNDWATER RESERVE FUND Groundwater Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 500,000 0 0 500,000 No Activity 1999-20 500,000 0 0 500,000 No Activity 2000-01 500,000 0 0 500,000 No Activity 2001-02 500,000 0 0 500,000 No Activity 2002-03 500,000 0 0 500,000 No Activity 2003-04 500,000 0 0 500,000 No Activity 2004-05 500,000 0 0 500,000 No Activity 2005-06 500,000 0 0 500,000 No Activity 2006-07 500,000 0 0 500,000 No Activity 2007-08 500,000 0 0 500,000 No Activity 2008-09 500,000 0 0 500,000 No Activity 2009-10 500,000 0 0 500,000 No Activity 2010-11 500,000 0 0 500,000 No Activity 2011-12 500,000 0 0 500,000 No Activity 2012-13 500,000 0 0 500,000 No Planned Uses 2013-14 500,000 0 0 500,000 No Planned Uses 2014-15 500,000 0 0 500,000 No Planned Uses 2015-16 500,000 0 0 500,000 No Planned Uses 2016-17 500,000 0 0 500,000 No Planned Uses 2017-18 500,000 0 0 500,000 No Planned Uses 2018-19 500,000 0 0 500,000 No Planned Uses 2019-20 500,000 0 0 500,000 No Planned Uses 2020-21 500,000 0 0 500,000 No Planned Uses 2021-22 500,000 0 0 500,000 No Planned Uses 2022-23 500,000 0 0 500,000 No Planned Uses 2023-24 500,000 0 0 500,000 No Planned Uses 2024-25 500,000 0 0 500,000 No Planned Uses 2025-26 500,000 0 0 500,000 No Planned Uses 2026-27 500,000 0 0 500,000 No Planned Uses 2027-28 500,000 2017-2018 20 RESERVE FUNDS Roanoke Valley Resource Authority HOST COMMUNITY HOST COMMUNITY FUND The Host Community Fund is established to fund the construction and/or maintenance of public improvements to Authority property for the benefit of the Host Community which is defined as the area within a 5,000 ft. radius of the Smith Gap Regional Landfill property lines. Funded improvements will be established with input from the Host Community and set out in a public improvement plan. Originally Annual deposits were made in the amount of $10,000 on a monthly basis with the balance not to exceed $150,000. However, the Host Community with assistance from the Authority's staff, increased the limit from $150,000 to $250,000 in FY 2014. The Host Community is exploring its options for the use of the Host Community Fund. Existing and proposed funds are adequate for the immediate five-year planning period as shown. 2017-2018 21 RESERVE FUNDS Roanoke Valley Resource Authority HOST COMMUNITY ITY Host Community Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1992-93 0 0 0 0 1993-94 0 8,000 0 8,000 1994-95 8,000 10,000 0 18,000 1995-96 18,000 10,000 0 28,000 1996-97 28,000 10,000 29,385 8,615 Computers ($25,385), F&R ($4,000) 1997-98 8,615 10,000 615 18,000 Playground Equipment 1998-99 18,000 10,000 0 28,000 1999-20 28,000 10,000 0 38,000 2000-01 38,000 10,000 0 48,000 2001-02 48,000 10,000 0 58,000 2002-03 58,000 10,000 0 68,000 2003-04 68,000 10,000 0 78,000 2004-05 78,000 10,000 0 88,000 2005-06 88,000 10,000 0 98,000 2006-07 98,000 10,000 0 108,000 2007-08 108,000 10,000 0 118,000 2008-09 118,000 10,000 0 128,000 2009-10 128,000 10,000 0 138,000 2010-11 138,000 10,000 0 148,000 No Planned Uses 2011-12 148,000 10,000 3,681 154,319 Intranet/property 2012-13 154,319 0 4,319 150,000 Intraneticapped 2013-14 150,000 10,000 525 159,475 No Planned Uses 2014-15 159,475 10,000 0 169,475 No Known Uses 2015-16 169,475 10,000 0 179,475 No Known Uses 2016-17 179,475 10,000 0 189,475 No Known Uses 2017-18 189,475 10,000 0 199,475 No Known Uses 2018-19 199,475 10,000 0 209,475 No Known Uses 2019-20 209,475 10,000 0 219,475 No Known Uses 2020-21 219,475 10,000 0 229,475 No Known Uses 2021-22 229,475 10,000 0 239,475 No Known Uses 2022-23 239,475 10,000 0 249,475 No Known Uses 2023-24 249,475 10,000 10,000 249,475 Misc. Expenses 2024-25 249,475 10,000 10,000 249,475 Misc. Expenses 2025-26 249,475 10,000 10,000 249,475 Misc. Expenses 2026-27 249,475 10,000 10,000 249,475 Misc. Expenses 2027-28 249,475 10,000 10,000 249,475 Misc. Expenses 2017-2018 22 RESERVE FUNDS Roanoke Valley Resource Authority PROPERTY PROTECTION PROPERTY PROTECTION FUND The Property Protection Fund provides funds for payments under the Property Value Protection Policy to property owners within 5,000 feet of the landfill for any actual decline in property values that may be directly attributed to their proximity to the Smith Gap Regional Landfill, as determined and outlined under the Policy. The Property Protection Fund balance of $384,759 is deemed to be sufficient for its intended purpose. Deposits to this fund may also be made from the proceeds of any property purchased and then resold under the terms of the Policy. Existing funds are adequate for the immediate five-year planning period as shown. 2017-2018 23 RESERVE FUNDS Roanoke Valley Resource Authority PROPERTY Property Protection Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 504,061 0 1,962 502,099 Crawford , Johnson 1999-20 502,099 0 150 501,949 Appraisal - Brunk 2000-01 501,949 0 0 501,949 None 2001-02 501,949 0 125,317 376,632 Crawford, Johnson 2002-03 376,632 0 697 375,935 Miscellaneous 2003-04 375,935 92,258 25,000 443,193 Sale of Crawford, Markle 2004-05 443,193 0 0 443,193 None 2005-06 443,193 0 0 443,193 None 2006-07 443,193 0 0 443,193 None 2007-08 443,193 0 0 443,193 None 2008-09 443,193 0 0 443,193 None 2009-10 443,193 0 0 443,193 None 2010-11 443,193 0 0 443,193 None 2011-12 443,193 0 0 443,193 None 2012-13 443,193 0 0 443,193 None Projected 2013-14 443,193 0 0 443,193 None Projected 2014-15 443,193 0 45,950 397,243 Sale of 8385 Bradshaw Rd 2015-16 397,243 200,000 212,464 384,779 See Note Below 2016-17 384,779 0 20,000 364,779 Potential Sale 8750 Bradshaw 2017-18 364,779 0 0 364,779 None Projected 2018-19 364,779 0 0 364,779 None Projected 2019-20 364,779 0 0 364,779 None Projected 2020-21 364,779 0 0 364,779 None Projected 2021-22 364,779 0 0 364,779 None Projected 2022-23 364,779 0 0 364,779 None Projected 2023-24 364,779 0 0 364,779 None Projected 2024-25 364,779 0 0 364,779 None Projected 2025-26 364,779 0 0 364,779 None Projected 2026-27 364,779 0 0 364,779 None Projected 2027-28 1 364,779 In FY 2015-2016, RVRA purchased 50 acres contiguous to the landfill although the property was not protected under property protection guidelines. 2017-2018 24 RESERVE FUNDS Roanoke Valley Resource Authority SITE DEVELOPMENT FUND SITE DEVELOPMENT FUND The Site Development Fund provides funds for the construction of subsequent phases of the Smith Gap Regional Landfill cells. For the current planning period, deposits will be made monthly providing a total annual deposit $700,000, previously $500,000. Existing funds are adequate for the immediate five-year planning period as shown. Staff has currently contracted with Smith Gardner & Associates to develop the plans and specifications for Phase VI. We anticipate construction to begin in the spring of 2017. At this time, the Fund is inadequate for the ten-year planning period; however, staff is working with our consultant increase the air space for Phase VII so that Phase VIII can be delayed until additional deposits are made to this reserve account. If that is not possible additional borrowing may be required in the future. The Site Development Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2017-201,9 99 RESERVE FUNDS Roanoke Valley Resource Authority SITE DEVELOPMENT ELOPMENT Site Development Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 1998-99 3,019,000 500,000 314,000 3,205,000 See Attached 1999-20 3,205,000 500,000 914,591 2,790,409 See Attached 2000-01 2,790,409 500,000 660,033 2,630,376 See Attached 2001-02 2,630,376 500,000 104,491 3,025,885 See Attached 2002-03 3,025,885 500,000 105,973 3,419,912 See Attached 2003-04 3,419,912 500,000 167,375 3,752,537 See Attached 2004-05 3,752,537 500,000 47,057 4,205,480 See Attached 2005-06 4,205,480 500,000 41,582 4,663,898 See Attached 2006-07 4,663,898 500,000 904,313 4,259,585 See Attached 2007-08 4,259,585 1,500,000 4,414,187 1,345,398 See Attached & note below 2008-09 1,345,398 500,000 1,096,295 749,103 See Attached 2009-10 749,103 300,000 98,985 950,118 See Attached 2010-11 950,118 100,000 0 1,050,118 See Attached 2011-12 1,050,118 100,000 0 1,150,118 See Attached 2012-13 1,150,118 500,000 0 1,650,118 See Attached 2013-14 1,650,118 500,000 0 2,150,118 See Attached 2014-15 2,150,118 500,000 0 2,650,118 See Attached 2015-16 2,650,118 500,000 0 3,150,118 See Attached 2016-17 3,150,118 500,000 1,100,000 2,550,118 See Attached 2017-18 2,550,118 700,000 2,500,000 750,118 See Attached 2018-19 750,118 700,000 0 1,450,118 See Attached 2019-20 1,450,118 700,000 0 2,150,118 See Attached 2020-21 2,150,118 700,000 300,000 2,550,118 See Attached 2021-22 2,550,118 700,000 3,150,000 100,118 See Attached 2022-23 100,118 700,000 2,050,000 -1,249,882 See Attached 2023-24 -1,249,882 700,000 0 -549,882 See Attached 2024-25 -549,882 700,000 0 150,118 See Attached 2025-26 150,118 700,000 4,650,000 -3,799,882 See Attached 2026-27 -3,799,882 700,000 1,150,000 -4,249,882 See Attached 2027-28 -4,249,882 See Attached 2027-28 See Attached Notes: 1. An additional deposit of $1,000,000 was added in FY 2007/2008 to this account from FY 06/07 surplus funds. 2017-2018 RESERVE FUNDS 26 Roanoke Valley Resource Authority SMITH GAP LANDFILL SITE DEVELOPMENT COSH'S FISCAL YEAR ACTIVITY EXPENSES 2014-15 no activity $ - $ - 2015-16 no activity $ - $ - engineering phase 6 liner (7.64ac) $ 300,000 $ 1,100,000 2016-17 construction phase 6 liner (7.64ac) $ 600,000 contruction management $ 200,000 engineering phase 6 liner (7.64ac) $ - 2017-18 construction phase 6 liner (7.64ac) $ 2,300,000 $ 2,500,000 contruction management $ 200,000 2018-19 no activity $ - $ - 2019-20 no activity $ - $ - engineering phase 7 liner (10.07 ac) $ 300,000 2020-21 construction phase 7 liner (10.07 ac) $ - $ 300,000 contruction management $ - engineering phase 7 liner (10.07 ac) $ - 2021-22 construction phase 7 liner (10.07ac) $ 2,700,000 $ 3,150,000 contruction management $ 450,000 2022-23 construction phase 7 liner (10.07ac) $ 1,700,000 $ 2,050,000 contruction management $ 350,000 2017-2018 27 Reserve Funds Roanoke Valley Resource Authority SITE DEVELOPMENT COSH'S CONTINUEED FISCAL YEAR ACTIVITY EXPENSES 2023-24 no activity $ - $ - 2024-25 no activity $ - $ - engineering phase 8 liner (8.8 ac) $ 300,000 2025-26 construction phase 8 liner (8.8 ac) $ 4,000,000 $ 4,650,000 contruction management $ 350,000 engineering phase 8 liner (8.8 ac) $ - 2026-27 construction phase 8 liner (8.8 ac) $ 1,000,000 $ 1,150,000 contruction management $ 150,000 2027-28 no activity $ - $ - estimated costs $ 14,900,000 available funds 7/1/2017 $ 2,550,118 additional funds required $ 12,349,882 deposit years 10 annual deposits required $ 1,234,988 deposit amount (no borrowing required) $1,000,000 $ (2,349,882) $1,100,000 $ (1,349,882) $1,200,000 $ (349,882) NOTES Projections based on actual and estimated costs. 2017-2018 28 Reserve Funds Roanoke Valley Resource Authority CAPITAL AL IMPROVEMENT FUND CAPITAL IMPROVEMENT FUND In FY 2008 - 2009, The Capital Improvement Fund was established by the Authority, outside the Master Indenture of Trust, to be used for various capital maintenance items and new projects anticipated for the short and long-term ten-year planning periods. Examples of the projects include: Concrete floor overlay, re -surfacing all asphalt internal roads and parking lots, replacing the heating and cooling systems, renovation and maintenance of all existing building structures, construction of a residential service area, scale maintenance and possibly a new and additional automated, in -bound scale. Projects may be added or amended as the solid waste operations and industry continues to evolve and funds are available. Previously, the Board authorized an independent Facility Wide Assessment (Report) of the facilities owned and operated by the Resource Authority. The Report identified and prioritized several deficiencies that needed to be addressed and the Board authorized staff to proceed with those high priority projects as soon as possible. With the impeding modifications and improvements to the Authority's facilities currently underway, staff has placed a hold on all future capital projects with the intent that when the conversions are made at both Transfer Stations and the landfill, the majority of the deficiencies noted in the Report will be addressed at that time. The Residential Service Area is approximately ninety-five percent complete. After that project is completed, no additional funding or expenditures are shown for the next ten years and the Funds are deemed to be adequate at this time. The Capital Improvement Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2017-2018 29 RESERVE FUNDS Roanoke Valley Resource Authority CAPITAL Capital Improvement Reserve Fund FISCAL YEAR BEGINNING BALANCE ANNUAL DEPOSIT EXPENSES ENDING BALANCE USES 2008-09 260,000 200,000 0 460,000 No Planned Uses 2009-10 460,000 200,000 21,356 638,644 SG Dust & Od Control 2010-11 638,644 200,000 319,917 518,727 Tipper & TS Floor 2011-12 518,727 200,000 220,271 498,456 Tipper & Hollins Road 2012-13 498,456 100,000 108,900 489,556 Tipper & Roofing 2013-14 489,556 613,407 109,798 993 165 RSA Engring & Dirt, HVAC 2014-15 993,165 190,000 793,014 390,151 RSA & Roofing TS 2015-16 390,151 390,000 799,828 -19,677 RSA 2016-17 -19,677 390,000 118,000 252,323 RSA 2017-18 252,323 0 0 252,323 No work Planned 2018-19 252,323 0 0 252,323 No work Planned 2019-20 252,323 0 0 252,323 No work Planned 2020-21 252,323 0 0 252,323 No work Planned 2021-22 252,323 0 0 252,323 No work Planned 2022-23 252,323 0 0 252,323 No work Planned 2023-24 252,323 0 0 252,323 No work Planned 2024-25 252,323 0 0 252,323 No work Planned 2025-26 252,323 0 0 252,323 No work Planned 2026-27 2027-28 2028-29 Notes: Funds ($423,407) from VDOT's purchase of the ROW were deposited in FY 2014 2017-2018 30 RESERVE FUNDS , CD ) a _ / -C \ . 5 E CA CT } \ ® ) ` � \ � ± } k } ) ® / \ ) � /� ........ : \ 4 \ / bo e : \0 .cq 2 ® _ / /f ` i m C14 0 / 2 0 Qtio cu e 0 ® 2 J / C:X90 0M /. / \ @ a) © � '/ e 0 ® e . CL /2 // k CL / { u . %L \/ e e e _- &� / e J , o cc m \ ƒ § o / b G o [ @ / u e 00d \ $ S / & b \ i ^ . _ / f 3 q a E \ \ r 06 y ƒ C « m ® ® C ® 7 ^ J ( N 5 C b ® g E ƒ j j 2 / f ƒ ) % J § ( » / ( % f \ m / [ , 2 ) _ - a . E -Fa ® M , # q C k / k ° # L j } i / 2 E / J% ( ) J 0 / 0 5 \ a Cl. m E c ) < 5 \ 5 \ - \ f \ / f ; 0 ƒ - \ 0 \ \ } \ ) \ \ } # 2 \ j 0 \ / 0 J _ 3 co Roanoke Valley Resource Authority RUTROUGN ROAD LANDFILL POSE' -CLOSURE FUND The Rutrough Road Landfill Post -Closure Fund (RRLF PC Fund) was established with an initial contribution of $5,500,000 per the terms of the "Implementation Agreement For (i) Distribution and Indemnification Agreement dated October 23, 1991 and (ii) Assignment Agreement dated October 23, 1991." The sole purpose of the RRLF PC Fund is to provide the funding necessary for the Authority to manage the post -closure care of the closed Rutrough Road Landfill until (i) such time as the funds in the account are depleted; or, (ii) the Authority determines the account is no longer needed for its intended purpose, in which case, any funds remaining in the account shall be available for use by the Authority for any authorized purpose. The Rutrough Road Landfill Post -Closure Fund (RRLF PC Fund) is inadequate for the five year planning period and staff anticipates that this reserve account will be depleted at the current rate of expenditures within the next year. Therefore, staff has moved the post -closure care responsibilities to the appropriate operating accounts for FY 2018 and will continue to do so for future expenditures. The funds remaining in the RRLF PC Fund will be used to fund the Authority's share of the lift station and force main in addition to some minor maintenance and repairs of the existing sediment basins. Once the Funds have been totally exhausted, this reserve account will be deleted. 2017-2018 32 RESERVE FUNDS O I-- M M 00 (O (O M O M d' N LO M M (D M O (V W Q (� (D O M Ih M M M M to M O O M O LO (D M d' (O M O ccmoi' r M r to M M O r M O M O M O 't M N N 't T M (0 LO t,- M M Z Z N M V M O Cl) M (0 (0 M O LOO M M V (O h V N M L JLO L t` "l (9 (9 M M r M (9 M O M M (n O (O - r` M LL Q (O (0 (0 (O (o (0 (0 (0 (0 (n LO V) M M Cl) N N - N m 6r3 63 6c3 603 6r3 V) V) V3 V) V> V) V3 V3 V3 W3 V) 613 6c3 V) 643 V> F (O M Cl) O L (D M M M T r` N M O It O O O M M @ M d'0) LO It O M (fl t M M O O M O (O r- NM (O O LO M LO q: M" N t` (C M- - M M N V' M O M WW cL 0 t- (O LO r M LO 00 r-- (o O O V m Lo M� M M r- (0 M(n LO M �- M M M t M O N �- Fu CO N M d' V N N N Z Z - 613.(9(03,(»(»(»(fl(0,(»(»(s 6r> 6pk 6» (fl (»(s(»(»bpi u3 N M � (0 M 0) M (M �- O dt O O M M O M O It I- It QU) O t` h LO M M M (O O M M M O M MP- M N M D N N M N M M N r` M M'IT 'IT N (O O LO M (0 LO VT ~ d LO � M t` M LL t` (fl N L() N O O c M (L O M- ti M Z W (o co (o (o (o (o (o (o (o LO LO Lr) Li v IT Cl) M N N V3 63 Efl V> V> V> (A V> Vi VT VT V> Vi VT V> VT to 6q to V? V3 Vi N O S Lo M r` O M M M O M N N to M LO P- M N M_ - O Z M M lti' LO M' Y M0) N M 0N0 I- M O- r - O M (n M 'V' M M N't (fl -,: t` 00 N V O 7 Lf) _ �: 6 O aM V 0) r-- h (0 M N LO M LO O r- (0 M (fl M O M N N— (O M N N- M IT h �' M M N LO M (t) Cl) (t) 'IT 'IT W6r3 V) 6'3 603 EA Vf V) V> 6-' V> V> V> V) V) V) V3 V) V> V) Vi 6-3 M M M - LO LO . . . . O O rt i Z LO LO OD 0 0 O (C LCl (0 N O M O M O Ih N M N � LO LO - LO LO (O (D 04 04 69 613 V3 V3 V). V) V) V) V) 63 V) V) V> V) V) V) V> EA V> VJ VG J M ' t '00 i A N � :N Q LO O M 00 W M M O r M r HW � J_ G. 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Funds are adequate for the immediate planning period. The Contingency Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2017-2018 35 RESERVE FUNDS 36 l I� COMMENTS plus from Operations plus from Operations plus from Operations plus from Operations fer to Site Development fer from Recycling Fund plus from Operations plus from Operations plus from Operations plus from Operations ficit from Operations :ficit from Operations plus from Operations plus from Operations -plus from Operations fer to Operating Budget fer to Operating Budget plus from Operations fer to Operating Budget plus from Operations fer to Operating Budget plus from Operations isfer to Pay Bond Debt -plus from Operations :r from Post Development -plus from Operations fer to Operating Budget ;fer for Residential Area plus from Operations ,fer to Operating Budget plus from Operations fer to Operating Budget plus from Operations er to Property Protection ,fer to Operating Budget plus from Operations 2017-2018 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2017 tax year Laurie Gearheart Assistant Director of Finance Thomas C. Gates County Administrator Establish the percentage for personal property tax relief in Roanoke County for the 2017 tax year BACKGROUND: The Personal Property Tax Relief Act (PPTRA or the Act) of 1998 established a State- wide program to provide relief to owners of personal use motor vehicles. The Act provides State funds to localities to reduce local government taxation of personal property. In 2004 and 2005, additional legislation was passed to amend the original Act. This legislation capped PPTRA at $950 million for all Virginia localities for tax years 2006 and beyond. PPTRA funds are allocated to individual localities based on each government's pro rata share of tax year 2004 payments from the Commonwealth. The County's share of the $950 million is $12,229,857. DISCUSSION: The amount the County receives from the State has stayed constant since 2006. However, the personal property tax base has continued to grow, which has caused less of the personal property tax bill to be offset by PPTRA Funds. In addition, effective July 1, 2016, personal property tax relief will be provided to a pickup or panel truck in Page 1 of 2 excess of 7,500 pounds but not in excess of 10,000 pounds. The County uses the PPTRA Allocation Model developed by the State to calculate the effective reimbursement rate. This model uses historical trends and a five (5) -year rolling average to calculate the effective reimbursement rate. This same methodology for calculating the rate is used by many of our neighboring localities. For 2017, County staff has computed the effective reimbursement rate based upon the PPTRA allocation model. The rate for the County is 56.14%. The Board is required by the State to annually adopt a resolution setting the percentage reduction in personal property for that year. The attached resolution establishes the percentage reduction at 56.14% for the 2017 tax year. FISCAL IMPACT: The percentage reduction is calculated to distribute the $12,229,857 block grant allocation from the State in the manner described above. There will be some timing delays in the receipt of the State funds since they are received in the following fiscal year (2017-2018). However, we are allowed to accrue these funds back to the 2016- 2017 year for accounting purposes, therefore our budget will be balanced. STAFF RECOMMENDATION: Staff reviewed this calculation and recommends adopting the attached resolution, which establishes the percentage reduction for personal property tax relief at 56.14% for Roanoke County for the 2017 tax year. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 11, 2016 RESOLUTION SETTING THE ALLOCATION PERCENTAGE FOR PERSONAL PROPERTY TAX RELIEF IN ROANOKE COUNTY FOR THE 2017 TAX YEAR WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or "PPTRA") of Chapter 951 of the 2005 Acts of Assembly and qualifying vehicle with a taxable situs within the County commencing January 1, 2017, shall receive personal property tax relief; and, WHEREAS, this Resolution is adopted pursuant to Ordinance 122005-10 adopted by the Board of Supervisors on December 20, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible for 56.14% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 56.14% tax relief on the first $20,000 of value; and 4. That all other vehicles which do not meet the definition of qualifying (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. Page 1 of 2 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to Roanoke County by the Commonwealth of Virginia. adoption. 6. That this Resolution shall be effective from and after the date of its Page 2 of 2 County of Roanoke Personal Property Tax Relief Act Reimbursement Fiscal Year Rate 2005 70.00% 2006 65.13% 2007 63.50% 2008 63.47% 2009 60.84% 2010 69.89% 2011 66.38% 2012 65.54% 2013 61.34% 2014 60.40% 2015 58.40% 2016 58.07% 2017 56.14% ACTION NO. ITEM NO. G.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Public hearing for citizen comments on the proposed fiscal year 2017-2018 Operating Budget and the proposed fiscal year 2018-2027 Capital Improvement Program Christopher Bever Director of Management and Budget Thomas C. Gates County Administrator Conduct a public hearing for citizen comment on the proposed fiscal year 2017-2018 Operating Budget and the fiscal year 2018-2027 Capital Improvement Program. BACKGROUND: State Code requires a public hearing to receive written and oral comments on the proposed fiscal year 2017-2018 Operating Budget and the proposed fiscal year 2018- 2027 Capital Improvement Program. This public hearing satisfies that requirement. DISCUSSION: This time has been set aside for a public hearing on the proposed annual budget for fiscal year 2017-2018 and the fiscal year 2018-2027 Capital Improvement Program. A summary of the proposed budget was advertised in the Roanoke Times on April 2, 2017, and full budget documents can be found on the Roanoke County website at www.roaonokecountvva.gov, at any of the County libraries, or at the Roanoke County Office of Management and Budget, located at 5204 Bernard Drive, Roanoke, Virginia 24018. FISCAL IMPACT: There is no fiscal impact associated with this public hearing. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends conducting the public hearing to satisfy State code requirements and receive citizen comments on the proposed annual budget for fiscal year 2017-2018 and the fiscal year 2018-2027 Capital Improvement Program. Page 2 of 2 ACTION NO. ITEM NO. H.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Public hearing for citizen comment on the following items: Calendar Year 2017 Real Estate, Personal Property and Machinery and Tools Tax Rates Christopher Bever Director of Management and Budget Thomas C. Gates County Administrator Conduct a public hearing to receive citizen comment on the Calendar Year 2017 Real Estate, Personal Property, and Machinery and Tools Tax rates. BACKGROUND: State Code requires a public hearing in advance of the adoption of tax rates. This public hearing satisfies that requirement. DISCUSSION: The public hearing scheduled for April 11, 2017, is to receive written and oral comments on setting the tax rates for calendar year 2017 to support the fiscal year 2017-2018 operating budget. The public hearing was advertised on March 31 and April 7, 2017, thereby satisfying State code requirements for public notice. The adoption of these tax rates was preceded by a public hearing on March 28, 2017, to receive written and oral comments on setting the maximum tax rates for calendar year 2017 to support the fiscal year 2017-2018 operating budget. Page 1 of 2 FISCAL IMPACT: There is no fiscal impact associated with this public hearing. STAFF RECOMMENDATION: Staff recommends conducting the public hearing to satisfy State code requirements and receive citizen comment on the Calendar Year 2017 Real Estate, Personal Property, and Machinery and Tools Tax rates. Page 2 of 2 ACTION NO. 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Request to adopt the following tax rates: (a) Order setting the tax rate on Real Estate in Roanoke County for the calendar year 2017 (b) Order setting the tax levy on Personal Property situate in Roanoke County for the calendar year 2017 (c) Order setting the tax levy on a classification of personal property - Machinery and Tools - situate in Roanoke County for the calendar year 2017 Christopher Bever Director of Management and Budget Thomas C. Gates County Administrator Board of Supervisors adoption of calendar year 2017 tax rates to support the fiscal year 2017-2018 Operating Budget. BACKGROUND: As part of the annual budget development process, the Board of Supervisors is required to adopt tax rates to support the operating budget. The adoption of calendar year 2017 tax rates will support the fiscal year 2017-2018 operating budget. DISCUSSION: Proposed tax rates for the twelve month period beginning January 1, 2017 and ending December 31, 2017, were advertised on March 31 and April 7, 2017 as follows: a. Real Estate Tax at a rate of not more than $1.09 per one hundred dollars assessed valuation b. Personal Property Tax at a rate of not more than $3.50 per one hundred dollars Page 1 of 2 assessed valuation c. Machinery and Tools Tax dollars assessed valuation. at a rate of not more than $2.85 per one hundred A public hearing for citizen comment on the tax rates was held on April 11, 2017. A public hearing for citizen comment on the proposed fiscal year 2017-2018 operating budget was also held on April 11, 2017. The adoption of these tax rates was preceded by a public hearing on March 28, 2017, to receive written and oral comments on setting the maximum tax rates for calendar year 2017 to support the fiscal year 2017-2018 operating budget. The maximum tax rates set on March 28, 2017, by the Board of Supervisors are as follows: Tax Rate 2016 Calendar 2017 Calendar Value of a Penny Description Year Tax Rate Year Maximum on 2016 Tax Rate Tax Rate Real Estate Tax $1.09 per $100 $1.09 per $100 $825,00 Rate Assessed Value Assessed Value Personal Property $3.50 per $100 $3.50 per $100 $86,500 Tax Rate including Assessed Value Assessed Value Business Personal Property Tax Machinery and $2.90 per $100 $2.85 per $100 $9,100 Tools Tax Assessed Value Assessed Value FISCAL IMPACT: As part of the setting the maximum tax rates on March 28, 2017, the Board of Supervisors set the maximum tax rate for the Machinery and Tools tax at $2.85 per $100 of assessed value, a five cent decrease from the adopted 2016 calendar year tax rate. The fiscal impact of that reduction is $45,500 in decreased revenues, and will require the Board of Supervisors to identify $45,500 in expenditure reductions to maintain a fiscal year 2017-2018 balanced budget. If there are additional changes from the prior year tax rates, staff will need to calculate the difference in revenue caused by the change. The Board of Supervisors will then need to adjust the County Administrator's budget proposal accordingly to produce a balanced budget by the first reading of the budget ordinance on May 9, 2017. STAFF RECOMMENDATION: Staff recommends the Board of Supervisors adopt calendar year 2017 tax rates to support the fiscal year 2017-2018 Operating Budget. 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, APRIL 11, 2017 ORDER SETTING THE TAX RATE ON REAL ESTATE SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2017 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, that the levy for the twelve-month period beginning January 1, 2017, and ending December 31, 2017, be, and hereby is, set for a tax rate of $ per one hundred dollars of assessed valuation on all taxable real estate and mobile homes classified by Sections 58.1-3200, 58.1-3201, 58.1-3506.A.8, and 58.1-3506.13 of the 1950 Code of Virginia, as amended, situate in Roanoke County. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 ORDER SETTING THE TAX LEVY ON PERSONAL PROPERTY SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2017 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, as follows.. That the levy for the twelve-month period beginning January 1, 2017, and ending December 31, 2017, be, and hereby is, set for a tax rate of $ per one hundred dollars of assessed valuation on all taxable, tangible personal property, excluding that class of personal property generally designated as machinery and tools as set forth in Section 58.1-3507 of the 1950 Code of Virginia, as amended, and excluding all those classes of household goods and personal effects as are defined in Sections 58.1-3504 and 58.1-3505 of the 1950 Code of Virginia, as amended, but including the property separately classified by Sections 58.1-3500, 58.1-3501, 58.1-3502, 58.1-3506 in the 1950 Code of Virginia, as amended, of public service corporations based upon the assessed value thereof fixed by the State Corporation Commission and duly certified. 2. That there be, and hereby is, established as a separate class of personal property in Roanoke County those items of personal property set forth in Section 58.1- 3506 of the 1950 Code of Virginia, as amended, and adopted by Ordinance No. 121592- 11, and generally designated as Motor Vehicles for Disabled Veterans. 3. That the levy for the twelve-month period beginning January 1, 2017, and ending December 31, 2017, be, and hereby is, set at fifty (50%) percent of the tax rate established in paragraph 1 for the taxable, tangible personal property as herein established as a separate classification for tax purposes and as more fully defined by Section 58.1 - Page 1 of 2 3506 of the 1950 Code of Virginia, as amended, and generally designated as Motor Vehicles for Disabled Veterans. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 ORDER SETTING THE TAX LEVY ON A CLASSIFICATION OF PERSONAL PROPERTY - MACHINERY AND TOOLS - SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2017 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, as follows.. That there be, and hereby is, established as a separate class of personal property in Roanoke County those items of personal property set forth in Section 58.1- 3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. 2. That the levy for the twelve-month period beginning January 1, 2017, and ending December 31, 2017, be, and hereby is, set for a tax rate of $ per one hundred dollars of assessed valuation on all taxable, tangible personal property as herein established as a separate classification for tax purposes and as more fully defined by Section 58.1-3507 of the 1950 Code of Virginia, as amended, and generally designated as machinery and tools. Page 1 of 1 ACTION NO. ITEM NO. 1.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: All open appointments BACKGROUND: April 11, 2017 Appointments to Committees, Commissions and Boards Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator 1. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At - Large) The following District appointments remain open: Hollins Magisterial District Cave Spring Magisterial District At -Large (2) openings 2. Economic Development Authority (EDA) (appointed by District) Dan Toti, representing the Catawba Magisterial District has resigned. His four-year unexpired term ends September 18, 2018. The following four-year term expired on September 26, 2015: a) Greg Apostolou, representing the Hollins Magisterial District is eligible for reappointment Page 1 of 2 3. Library Board (appointed by District) The following four-year term expired on December 31, 2016 a) Heather Lawrence, representing the Vinton Magisterial District FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: There is no staff recommendation associated with this agenda item. Page 2 of 2 J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J- 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 April 10, 2017, designated as Item J - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5 inclusive, as follows: 1. Approval of minutes — January 28, 2017; February 7, 2017 2. Resolution granting a waiver to Hollins University under Section 13-23 of the Roanoke County Code to the provisions of the County's Noise Ordinance, Article 11. Noise of Chapter 13. Offenses — Miscellaneous 3. Observance and Proclamation of Friday, April 22, 2017, as National Arbor Day in Roanoke County 4. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Lois A. Roche, Deputy Circuit Court Clerk 111, upon her retirement after more than twenty five years of service 5. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Timothy L. Wyatt, Police Officer -Sergeant, upon his retirement after twenty-five years of service Page 1 of 1 ACTION NO. ITEM NO. J.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution granting a waiver to Hollins University under Section 13-23 of the Roanoke County Code to the provisions of the County's Noise Ordinance, Article II. Noise of Chapter 13. Offenses — Miscellaneous Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Approval of a noise ordinance waiver for Hollins University per Section 13-23 of the Roanoke County Code. BACKGROUND: Hollins College has requested a waiver from the County's noise ordinance under Section 13-23 of the Roanoke County Code to allow for an outdoor concert to be held Saturday, April 22, 2017, and a formal dance event to be held on April 29, 2017. Both events will not end until after 10:00 p.m. The attached resolution grants waivers to the noise ordinance for both events. DISCUSSION: The Board of Supervisors has annually approved a noise ordinance waiver for Hollins University since 2010 to permit similar events. FISCAL IMPACT: There is no fiscal impact associated with this request. Page 1 of 2 STAFF RECOMMENDATION: Staff recommends that the Board consider the adoption of the attached resolution. Page 2 of 2 Douglas Smith Director of Student Activities Hollins University March 17, 2017 County of Roanoke Board of Directors PO Box 29800 Roanoke, VA 24018 To the Board Members, Ruth Ellen Kuhnel, and Deborah Jacks: Please accept this as my request for a noise waiver for two of our upcoming events that are held annually. I appeared before the board the past two years and have been granted a waiver for these same events through resolution 041415-3. The second event is formerly known as Mayfest, which is an outdoor concert. The name has changed as it is set to take place on April 22, 2017 in our back quad area. We would like this waiver to extend until midnight. The event itself will likely end by 11:30 p.m., but we are still working on all the details with the hired artists. The second event is our spring cotillion that is set to take place on April 29, 2017 near our chapel. It is a formal dance event with a DJ playing music. We would also like to have a waiver until midnight. The current plan is for dance music to be played from approximately 8:30 p.m. to midnight. Please let me know if you have any questions and thank you for reviewing this matter. Sincerely, Douglas Smith P.O. Box 9453 (540)362-6986 E-mail: smithda@hollins.edu AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 RESOLUTION GRANTING A WAIVER TO HOLLINS UNIVERSITY UNDER SECTION 13-23 OF THE ROANOKE COUNTY CODE TO THE PROVISIONS OF THE COUNTY'S NOISE ORDINANCE, ARTICLE II. NOISE OF CHAPTER 13. OFFENSES — MISCELLANEOUS WHEREAS, Hollins University, a private university located in north Roanoke County, will be holding an outdoor concert for the campus community on Saturday, April 22, 2017, ending at midnight on the grounds of the University in the back quad area; and WHEREAS, Hollins University is also having a spring cotillion near the chapel on April 29, 2017, ending at midnight; and WHEREAS, in order to accommodate the advertised time frame and to mitigate economic hardship by enhancing students' sense of connectedness with Hollins and the Roanoke Valley through social interaction that supports recruiting and retaining students that in turn affects the economic vitality of the University and Roanoke County with this event, Hollins University is requesting a waiver of the County noise ordinance for (2) hours from 10:00 P.M. till midnight, on Saturday, April 22, 2017, and two (2) hours on Saturday, April 29, 2017; and WHEREAS, Section 13-23 of the Roanoke County Code establishes certain standards for the Board of Supervisors to grant waivers from the provision of the Roanoke County Noise Ordinance to avoid undue hardship upon consideration of certain factors set forth in sub -section (b) of Section 13-23 and after making certain alternative findings. Page 1 of 2 NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the provisions of Section 13-21. Specific acts as noise, sub -section (5) and Section 13-20. General prohibition of Article II. Noise be WAIVED for a period of two (2) hours until midnight on Saturday, April 22, 2017 and for a period of two (2) hours until midnight on Saturday, April 29, 2017. 2. That this Waiver is granted specifically to Hollins University for the events scheduled at the University on Saturday, April 22, 2017 and Saturday, April 29, 2017. Page 2 of 2 ACTION NO. ITEM NO. J.3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Observance and Proclamation of Friday, April 28, 2017, as National Arbor Day in Roanoke County Lindsay Webb Greenway/Blueway Planner Thomas C. Gates County Administrator Observance and Proclamation of Friday, April 28, 2017, as National Arbor Day in Roanoke County BACKGROUND: The Arbor Day Foundation has named Roanoke County a 2016 Tree City USA Community for its commitment to effective urban forestry management. It is the nineteenth year that Roanoke County has earned this honor from the Arbor Day Foundation, the nation's largest nonprofit organization dedicated to planting trees. The Tree City USA program is sponsored in cooperation with the National Association of State Foresters and the USDA Forest Service. Roanoke County retained its Tree City USA designation by meeting the program's following four requirements: ❑ a tree board or department; ❑ a tree -care ordinance; ❑ an annual community forestry budget of at least $2 per capita; and ❑ an annual Arbor Day observance and proclamation. The funding for this year's Roanoke County's Arbor Day planting is provided through the Virginia Trees for Clean Water matching grant program, in partnership with the Virginia Department of Forestry and the Roanoke Valley -Alleghany Regional Commission. The Virginia Department of Forestry has developed the Virginia Trees for Clean Water program to improve water quality across the Commonwealth of Virginia through efforts Page 1 of 2 to plant trees. The grants awarded through this program encourage local government and citizen involvement in creating and supporting long-term and sustained tree canopy cover. Arbor Day celebrations enables local governments to raise public awareness about the benefits of planting trees for the health of our streams and river. DISCUSSION: Roanoke County will observe Arbor Day on Friday, April 28, 2017 with a celebration at Green Valley Elementary School. The celebration will consist of a ceremonial tree planting, a presentation by State foresters on the importance of trees, and a program by students from the elementary school. Roanoke County encourages residents, businesses, and organizations to plant a tree in the community in honor of National Arbor Day. Cleaner air, improved storm water management, energy savings, and increased property values are among the benefits enjoyed by Tree City USA communities. FISCAL IMPACT: The Virginia Trees for Clean Water program is a 50/50 matching grant with funds awarded on a reimbursement basis. Overhead costs for administering the grant will be incurred by the Roanoke Valley -Alleghany Regional Commission. Roanoke County's contribution will be in the form of in-kind services. No direct funding from Roanoke County is required. STAFF RECOMMENDATION: Staff recommends that the Roanoke County Board of Supervisors proclaim Friday, April 28, 2017, as National Arbor Day in Roanoke County. Page 2 of 2 0 Arbor Day Foundation - Chairman of Board of Supervisors Jason Peters P.O. Box 29800 Roanoke, VA 24018 Dear Tree City USA Supporter, On behalf of the Arbor Day Foundation, I write to congratulate Roanoke County on earning recognition as a 2016 Tree City USA. Residents of Roanoke County should be proud to live in a community that makes the planting and care of trees a priority. Roanoke County is one of more than 3,400 Tree City USAs, with a combined population of 140 million. The Tree City USA program is sponsored by the Arbor Day Foundation in partnership with the U.S. Forest Service and the National Association of State Foresters. As a result of your commitment to effective urban forest management, you already know that trees are vital to the public infrastructure of cities and towns throughout the country, providing numerous environmental, social and economic benefits. In fact, trees are the one piece of community infrastructure that actually increases in value over time. We hope you are excited to share this accomplishment. Enclosed in this packet is a press release for your convenience as you prepare to contact local media and the public. State foresters are responsible for the presentation of the Tree City USA flag and other materials. We will forward information about your awards to your state forester's office to coordinate presentation. It would be especially appropriate to make the Tree City USA award a part of your community's Arbor Day ceremony. Again, we celebrate your commitment to the people and trees of Roanoke County and thank you for helping to create a healthier planet for all of us. Best Regards, Dan Lambe President cc: Lindsay Webb enclosure For more information, contact: Danny Cohn, 402-473-9563 dcohn@arborday.org FOR IMMEDIATE RELEASE: (D Arbor Day Foundation arborday.org Arbor Day Foundation Names Roanoke County Tree City USA Roanoke County, VA was named a 2016 Tree City USA by the Arbor Day Foundation in honor of its commitment to effective urban forest management. Salem achieved Tree City USA recognition by meeting the program's four requirements: a tree board or department, a tree -care ordinance, an annual community forestry budget of at least $2 per capita and an Arbor Day observance and proclamation. "Tree City USA communities see the impact an urban forest has in a community first hand," said Dan Lambe, President of the Arbor Day Foundation. "Additionally, recognition brings residents together and creates a sense of community pride, whether it's through volunteer engagement or public education." Trees provide multiple benefits to a community when properly planted and maintained. They help to improve the visual appeal of a neighborhood, increase property values, reduce home cooling costs, remove air pollutants and provide wildlife habitat, among many other benefits. More information on the program is available at arborday.org/TreeCityUSA About the Arbor Day Foundation: The Arbor Day Foundation is a million member nonprofit conservation and education organization with the mission to inspire people to plant, nurture, and celebrate trees. More information is available at arborday.org. nun#g of Ytoamake y L 2 838 DECLARING APRIL 28, 2017, AS NATIONAL ARBOR DAY IN THE COUNTY OF ROANOKE WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, 2017 is the 145th anniversary of Arbor Day which is now observed throughout the nation and the world, and will be celebrated in Roanoke County on Friday, April 28, 2017; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and countless other wood products; and WHEREAS, trees in our county increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal. NOW, THEREFORE, We, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim Friday, April 28, 2017, as NATIONAL ARBOR DAY in Roanoke County; and urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands; and FURTHER, we urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. Presented this 11th day of April 2017 AI Bedrosian �l— i Martha Hoo r/.^ P. Jaso P ers Jo h P. McNamara ACTION NO. ITEM NO. JA AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Lois A. Roche, Deputy Circuit Court Clerk III, upon her retirement after more than twenty five -years of service Thomas C. Gates County Administrator Recognition of the retirement of Lois A. Roche BACKGROUND: Lois A. Roche, Deputy Circuit Court Clerk 111, retired on April 1, 2017, after twenty-five years and three months of service with Roanoke County's Clerk of the Circuit Court. Ms. Roche is unable to attend today's meeting and her quilt and resolution will be mailed to her home. DISCUSSION: There is no discussion associated with this agenda item. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO LOIS A. ROCHE, DEPUTY CIRCUIT COURT CLERK IV, UPON HER RETIREMENT AFTER MORE THAN TWENTY-FIVE (25) YEARS OF SERVICE WHEREAS, Lois A. Roche was employed by Roanoke County on March 16, 1979 through October 31, 1982; and was rehired on September 6, 1985 on a part-time basis and September 20, 1999, on a full-time basis. WHEREAS, Mrs. Roche retired April 1, 2017, after twenty-five years and three months of devoted, faithful and expert service to Roanoke County; and WHEREAS, during Mrs. Roche's tenure with Roanoke County, she has served as a County Police/Youth Officer in the Sheriff's Office, Clerk Typist in the Sheriff's Office, Police Records Clerk with the Police Department and Deputy Circuit Court Clerk I, 11, III and IV in the office of the Clerk of the Circuit Court; and WHEREAS, during Mrs. Roche's tenure with Roanoke County she worked tirelessly in the Circuit Court Clerk's Office's Criminal Division, moving up from Deputy Clerk I to Deputy Clerk IV/Supervisor. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to LOIS A. ROCHE, for more than twenty-five (25) years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 1 of 1 ACTION NO. ITEM NO. J.5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 11, 2017 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Timothy L. Wyatt, Police Officer -Sergeant, upon his retirement after twenty-five years of service Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Recognition of the retirement of Timothy L. Wyatt BACKGROUND: Timothy L. Wyatt, Police Officer -Sergeant, retired on April 1, 2017, after twenty-five years of service with the Roanoke County Police Department. Sergeant Wyatt is unable to attend today's meeting and his quilt and resolution will be mailed to his home. DISCUSSION: There is no discussion associated with this agenda item. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommend adoption of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 11, 2017 and RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO TIMOTHY L. WYATT, POLICE OFFICER — SERGEANT UPON HIS RETIREMENT AFTER TWENTY-FIVE YEARS OF SERVICE WHEREAS, Sergeant Wyatt was employed by Roanoke County on March 23,1992-1 WHEREAS, Sergeant Wyatt retired April 1, 2017, after twenty-five years of devoted, faithful and expert service to Roanoke County; and WHEREAS, during Sergeant Wyatt's tenure with Roanoke County, he has served as a Police Officer in the Uniform Division, the Traffic Enforcement Unit, and as a School Resource Officer, as a Detective in the Criminal Investigations Division, and as a Sergeant in the Special Operations Division, and has served with professionalism and dedication in providing services to the citizens of Roanoke County; and WHEREAS, during Sergeant Wyatt's time with the Roanoke County Police Department, he was an original member of the Department's traffic unit. He was promoted to the rank of Sergeant in November 2003 and was assigned to supervise the Traffic Enforcement Unit in Special Operations until his retirement. He was pivotal in ensuring the roads of Roanoke County were safe to travel on for the majority of his career. He was an instrumental member of the Blue Ridge Transportation Board. In 2012, he created the Scan Ed program that he taught to high school students. The Scan Ed program utilizes a crash car that teaches the students the dangers of distracted driving to include Driving under the Influence of Drugs or Alcohol. The crash car has bar codes that the students can scan to explain to the student what danger that each code was that caused that Page 1 of 2 particular damage. In 2015, Sgt. Wyatt was given the Lifetime Achievement Award\ from the International Association of Chiefs of Police (IACP) for Traffic Safety. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to TIMOTHY L. WYATT for twenty-five years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 2 of 2 } � � � . v � � � § t � 0 Q 2 0 m u 3 m � £ 3 CL 0 CL CL � � § * a 7 en 77 \ R E S a m N . k \ C � 7 '0/ o S $ 7 q a. / m o $ m (14 en 7 7 u 2 / Ln cf § u a # a % .' % a k k w _ _ � \ RZI, § m ; / a ¥ w \ R / \ $ C2 CL@ Q Q _ k A % 0 _ 5 \ } \ U \ f Ln \ \ 0-§ \ o 2 \ E 5 § % .E _ / 0 — $ 2 0 \ < \ k ) ) _ % � \ 2 # , $ \ \ G — ( % / / j 7 § § - / / § § \ % @ ) 2 2 k g # # « 2 j , ' o C: \ o o # aj g, 2 COUNTY OF ROANOKE, VIRGINIA CHANGES IN OUTSTANDING DEBT Changes in outstanding debt for the fiscal year to date were as follows: Outstanding June 30, 2016 Additions Deletions Outstanding April 11, 2017 General Obligation Bonds $ 4,497,704 $ - $ - $ 4,497,704 VPSA School Bonds 95,149,806 8,159,100 86,990,706 Lease Revenue Bonds 81,150,705 - 2,740,000 78,410,705 $ 180,798,215 $ - $ 10,899,100 - $ 169,899,115 Submitted By Rebecca E. Owens Director of Finance Approved By Thomas C. Gates County Administrator ACTION NO. ITEM NO. N.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: April 11, 2017 Work session to review with the Board of Supervisors departmental budgets, outside agencies, and fees and charges for services as part of the County Administrator's proposed fiscal year 2017-2018 operating budget Christopher Bever Director of Management and Budget APPROVED BY: Thomas C. Gates County Administrator ISSUE: Review departmental budgets, outside agencies, and fees and charges for services included in the County Administrator's proposed fiscal year 2017-2018 operating budget with the Board of Supervisors. BACKGROUND: As part of the annual budget development process, County staff conducts a series of work sessions with the Board of Supervisors after the County Administrator proposes his budget. This year's operating budget was proposed on March 14, 2017. This work session is the second of three scheduled work sessions before first reading to adopt the budget on May 9, 2017. DISCUSSION: This work session will provide information to the Board of Supervisors regarding departmental budgets, outside agencies, and fees and charges for services as part of the County Administrator's proposed fiscal year 2017-2018 operating budget. The attached Power Point presentation will be shown. Page 1 of 2 FISCAL IMPACT: There is no fiscal impact associated with the receipt of the attached presentation. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding departmental budgets, outside agencies, and fees and charges for services as part of the proposed fiscal year 2017-2018 operating budget. 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