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HomeMy WebLinkAbout4/10/2018 - RegularRoanoke County Board of Supervisors April 10, 2018 INVOCATION: Campus Pastor John Sharp Fellowship Community Church 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 4 Roanoke County Board of Supervisors Agenda April 10, 2018 Good afternoon and welcome to our meeting for April 10, 2018. 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. Recognition of Department of Social Services employee, Angie Wooten, recipient of the 2018 Golden Halo Award (Shannon Brabham, Assistant Director of Social Services) 2. Proclamation declaring April 8-14,2018, as National Public Safety Telecom municators Week in the County of Roanoke (Bill Hunter, Director of Communications and Information Technology) D. BRIEFINGS Page 2 of 4 E. NEW BUSINESS 1. Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2018 tax year (Laurie Gearheart, Assistant Director of Finance) 2. Resolution approving the Roanoke Regional Airport Commission budget for fiscal year 2018-2019 (Tim Bradshaw, A.A.E., Executive Director, Roanoke Regional Airport Commission) 3. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for 2018-2019 (Daniel D. Miles, P.E., Chief Executive Officer, Roanoke Valley Resource Authority) F. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Ordinance authorizing the relocation of the polling place for Precinct 306 — Garst Mill pursuant to § 24.2-306, 307 and 310 of the 1950 Code of Virginia, as amended (Anna Cloeter, Registrar) G. PUBLIC HEARING 1. Public hearing for citizen comments on the Proposed Fiscal Year 2018-2019 Operating Budget and the Proposed Fiscal Year 2019-2028 Capital Improvement Program (Christopher R. Bever, Director of Management and Budget) H. PUBLIC HEARING AND ADOPTION OF TAX RATES 1. Public hearing for citizen comments on the following items: Calendar Year 2018 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 the County of Roanoke for the calendar year 2018 (b) Order setting the tax levy on Personal Property situate in the County of Roanoke for the calendar year 2018 (c) Order setting the tax levy on a classification of personal property - Machinery and Tools - situate in Roanoke County for the calendar year 2018 (Christopher R. Bever, Director of Management and Budget) I. APPOINTMENTS 1. Budget and Fiscal Affairs (BFAC) (appointed by District) 2. Economic Development Authority (EDA) (appointed by District) Page 3 of 4 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 — February 13, 2018 2. Confirmation of appointment to the Roanoke Valley Greenway Commission 3. Observance and Proclamation of Friday, April 27, 2018, as National Arbor Day in Roanoke County K. CITIZENS' COMMENTS AND COMMUNICATIONS L. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves 2. Outstanding Debt Report M. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Joseph P. McNamara 2. P. Jason Peters 3. George G. Assaid 4. Phil C. North 5. Martha B. Hooker N. WORK SESSIONS 1. Work session to review with the Board of Supervisors the Proposed Fiscal Year 2018-2019 Operating Budget (Thomas C. Gates, County Administrator; Rebecca E. Owens, Director of Finance; Christopher R. Bever, Director of Management and Budget) O. CLOSED MEETING, pursuant to the Code of Virginia as follows: 1. Section 2.2-3711.A.1, Personnel matter, namely performance evaluations of the County Administrator and County Attorney P. CERTIFICATION RESOLUTION Q. ADJOURNMENT Page 4 of 4 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: April 10, 2018 Recognition of Department of Social Services employee, Angie Wooten, recipient of the 2018 Golden Halo Award SUBMITTED BY: Shannon Brabham Assistant Director APPROVED BY: Thomas C. Gates County Administrator ISSUE: Angie Wooten 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. Angie has devoted over 21 years of service to Roanoke County Department of Social Services in child and family services as a Family Services Specialist in both the foster care and child protective services programs. This makes the 10th 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 Nominations are submitted and a selection committee chooses the award winners who Page 1 of 2 are recognized and honored at a reception. This year the benefit reception will be held on April 27th at the Jefferson Center. The Department is very proud that Angie Wooten is being recognized by the Children's Trust for her commitment to child welfare in child protective services. Page 2 of 2 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: SUBMITTED BY: APPROVED BY: ISSUE: April 10, 2018 Proclamation declaring April 8-14,2018, as National Public Safety Telecommunicators Week in the County of Roanoke Susan Slough Assistant Director of Communications & Technology Thomas C. Gates County Administrator Request the Board of Supervisors to recognize the week of April 8-14, 2018, as National Telecommunicators Week in Roanoke County. BACKGROUND: This week-long event, held annually during the second week of April, honors telecommunications personnel in the public safety community. STAFF RECOMMENDATION: Staff recommends the Board recognize April 8-14,2018 as National Telecommunicators Week in Roanoke County. Page 1 of 1 � FtOAIVp� F 69 V-xuntv of Ytonnuke f` A Z 0 1838 DECLARING APRIL 8 THROUGH 14, 2018 AS NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK IN THE COUNTY OF ROANOKE WHEREAS, the week of April 8 through April 14, 2018, has been declared "National Public Safety Telecom municators Week" by the Senate and House of Representatives of the United States of America; and WHEREAS, the President of the United States issued a proclamation calling upon the people of the United States to observe that week with appropriate ceremonies and activities; and WHEREAS, problems of crime, fire and other disasters touch and affect all segments of our society, and if unabated, can undermine and erode both moral and economic strengths of our community; and WHEREAS, men and women are engaged in the operation of emergency response systems for the County of Roanoke; and WHEREAS, these professionals are responsible for responding to stressful telephone calls from the general public for police, fire, and emergency medical assistance, and for calmly and professionally dispatching appropriate assistance to help save the lives and property of our citizens; and WHEREAS, our Communications Officers daily serve the public in countless ways without recognition by the beneficiaries of their services. NOW, THEREFORE, We, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim the week of April 8 through April 14, 2018 as "National Public Safety Telecommunicators Week" and call upon the citizens of the County of Roanoke to observe this week with appropriate ceremonies and activities. Presented this 10th day of April 2018 11 0 George G. Ansaid j ,� - ! L p .N h P. Ja on Peters ph P. McNamara c,� IV d a &-A- Martha B. Hooker 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 10, 2018 Resolution setting the allocation percentage for Personal Property Tax Relief in Roanoke County for the 2018 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 2018 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. Page 1 of 2 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 2018, County staff has computed the effective reimbursement rate based upon the PPTRA allocation model. The rate for the County is 55.97%. 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 55.97% for the 2018 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 (2018-2019). However, we are allowed to accrue these funds back to the 2017- 2018 year for accounting purposes, therefore our budget will be balanced. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution, which establishes the percentage reduction for personal property tax relief at 55.97% for Roanoke County for the 2018 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 ON TUESDAY, APRIL 10, 2018 RESOLUTION SETTING THE ALLOCATION PERCENTAGE FOR PERSONAL PROPERTY TAX RELIEF IN ROANOKE COUNTY FOR THE 2018 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, 2018, 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 55.97% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 55.97% 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. 6. That this Resolution shall be effective from and after the date of its adoption. 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% 2018 55.97% 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 10, 2018 Resolution approving the Roanoke Regional Airport Commission budget for fiscal year 2018-2019 Rebecca Owens Director of Finance Thomas C. Gates County Administrator Approval of the Roanoke Regional Airport Commission Budget for 2018-2019 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 27, 2018, the Commission approved the attached budget for fiscal year 2018- 2019 to be forwarded to the governing bodies of the two (2) localities. DISCUSSION: The 2018-2019 operating budget for the Roanoke Regional Airport Commission totals Page 1 of 2 $9,492,000. Net operating income is projected to be $36,056 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 capital expenditure budget program totaling $9,559,262. (Attachment 1) The multi-year proposed capital expenditures total $20,902,585. These expenditures will be funded with Federal and State grant funds and Commission capital funds over the next five or more years. (Attachment 11) 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 2018-2019. 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 10, 2018 RESOLUTION APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2018-2019 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 27, 2018, 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 2018-2019 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2018-2019 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 27, 2018, 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 KE REGIONAL AIRPORT COMM Roanoke -Blacksburg Regional Airport 5202 Aviation Drive Roanoke, VA 24012-1148 (540) 362-1999 FAX (540) 563-4638 www.fiyroa.com March 27, 2018 Honorable Chair and Members Roanoke County Board of Supervisors P.O. Box 29800 Roanoke, Virginia 24018-0798 Re: Roanoke Regional Airport Commission Fiscal Year 2018- 2019 Budget and Proposed Capital Expenditures Dear Chau Hooker 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 2018-2019 Operating Budget (Attachment I) for approval. This Budget was adopted by the Commission at its meeting on March 27, 2018. 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 fixture accounting periods (Attachment Il). 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 Summery Proposed Budget FY 19 vs. Actual Budget FY 18 2/10/2017 Proposed Budget Annual Budget FY 19 FY18 $ Change % Change Operating Revenues Airfield 1,441,000 1,328,000 113,000 9% General Aviation 505,000 486,000 19,000 4% Terminal Related 6,709,000 6,575,000 134,000 2% Other Revenues 361,000 351,000 10,000 3% Interest on Investments 111,000 129,000 (18,000) -14% Gain/(Loss) on Sale of Assets 5,000 5,000 0% State Funds 249,000 367,000 (118,000) -32% Federal Reimbursable Funds 111,000 112,000 (1,000) -1% DHS Public Safety Grant - 100,000 (100,000) -100% Total Operating Revenues 9,492,000 9,453,000 39,000 0.41% Operations and Maintenance Expenses Salaries, Wages and Benefits 5,293,855 5,016,677 277,178 6% Operating Expenditures 3,955,689 4,350,651 (394,962) -9% Other Maintenance & Improvement Projects 203,400 48,150 155,250 100% Debt Service - 0% Interest - Parking Lot 3,000 3,000 100tH Total Operations and Maintenance Expenses _ 9,455,944 9,415,478 40,466 Operating Net Income 36,056 37,522 1,466 -4% Capital Revenues Federal AIP Entitlements 2,944,638 4,309,000 (1,364,362) -32% State Entitlements - Current 1,796,434 1,678,000 118,434 7% State Entitlements - Prior Year 2,617,528 79,000 2,538,528 3213% Passenger Facility Charges (PFC) 1,215,000 1,200,000 15,000 1% Other Funds 650,000 - 650,000 100% Retained Earnings 335,662 (547,661) 883,323 161% Total Capital Revenues 9,559,262 6,718,339 2,840,923 42% Capital Expenses Capital Projects 9,559,262 6,718,339 2,840,923 42% Total Capital Projects 9559.262 6,718,339 2,840,923 40 Customer Facility Charges Revenues - (FY 19 Forecast) 750,000 739,000 11,000 1% Interest - CONRAC Interest 60,000 71,022 -11,022 -16% CFC Net Income Pon nnn, Raz ora h13 n13- aer. 2/10/2017 ATTACHMENT II Proposed Capital Expenditures (For projects expected to exceed $100,000 in cost and programmed for FY 2019) Projects: A. Rehabilitate GA Ramp 1. Description: The older portions of the general aviation ramp are 22 years or older and are in fair to poor condition. The GA ramp needs to 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 pavements along buildings are not if located within leased areas (revenue producing). The project was proposed last year and design was completed but the bid was delayed which impacted a timely submittal of our AIP grant application. There was also concern at the time that available entitlements would not be sufficient to cover the costs of the projects so delaying bid and construction to FY 2019 was determined to be the best option. 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 B. Security Access Control and Video Surveillance Systems Upgrades 1. Description: This project includes upgrading the Airport's Security Access Control and CCTV Systems by migrating to a unified security solution to manage access control and video surveillance under one platform. The current access control system is a C -Cure 800 manufactured by Software House and supported locally by Siemens. Software will no longer be available for new system sales and no further software maintenance is planned as of April 2016. The last day of technical support is December 2019. The server was last updated in 2011. The CCTV System includes a mixture of technologies as cameras have been added over the years. 2. Estimated Cost: $2,500,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $2,250,000 b. State Aviation Grant Funds: $250,000 C. Design Runway 34 Engineered Material Arresting System Replacement 1. Description: This project is to replace an existing RW 34 (Departure) EMAS system that was installed in 2004. It was subsequently retrofitted with a plastic cover in 2012 that has extended the life of the EMAS system. EMAS systems are anticipated to last 10 years before replacement is required. In addition to the replacement of the SMAS, the project will include the pavement marking, sealing and miscellaneous temporary runway lighting and marking during installation. Total estimated cost for the replacement is $5,040,000. Due to limited AIP Entitlement funds, design will be done next fiscal year with construction to follow in FY 2020. 2. Estimated Design Cost: $1,000,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $900,000 b. State Aviation Grant Funds: $100,000 D. Tunnel Lighting Replacement 1. Description: This project was presented to the Commission last year but was delayed to apply for RSTP grant, which is expected to be awarded in FY 2019. 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 difficult to obtain. The design for the lighting was completed. 2. Estimated Cost: $500,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $400,000 b. RSTP Funds: $100,000 E. 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. The survey off all the runway ends has been initiated and the project proposed is to address the identified obstructions that can be removed. 2. Estimated Cost: $.200,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $160,000 b. Commission Funds: $40,000 F. Design/Construct Airline Ticketing In -Line EDS Baggage Screening 1. Description: This project was proposed to determine if there were any options that would improve passenger experience by having checked bags handled by the airlines via a conveyor system that feeds into the Explosive Detection (EDS) machine. A preliminary design was initiated in FY 2018 and discussions with the airlines are now underway to determine the selected option. The project includes adding a conveyor system behind the ticket counters to feed bags directly into the EDS machine and to construct a way to screen the EDS machines from public view. 2. Estimated Cost: $1,629,456 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $1,303,564 b. Commission Funds: $325,891 G. Lick Run Stream Restoration for Stormwater Credits 1. Description: The City of Roanoke previously proposed to Commission staff to do stream restoration projects in exchange for Stormwater Utility Fee Credits. In October 2016 report prepared for the City identified the Lick Run Tributary located on the Northwest corner of the airfield as a location for stream restoration. The City used this information to apply for a grant from the DEQ to funded approximately 50% of the project cost and the City is requesting that the Commission fund the balance. Since the City does not specifically address credits for stream restorations in their regulations, a Memorandum of Agreement will be negotiated to specify the credits to be given and any requirements prior to initiating the project. It is anticipated that an added $50,000 per year in credits could be provided by the City to reduce the Commission's Stormwater Utility Fee from approximately $194,000 to $144,000. 2. Estimated Cost: $341,000 3. Anticipated Funding Sources: a. Commission Funds: $341,000 H. Replace Roofs for Hangars 17, 18, 19 & 20 1. Description: The project involves replacing roofs on existing hangars. it will be completed over two years (FY 2019 and FY 2020). $100,000 is being programmed each year. 2. Estimated Cost: $100,000 for FY 2019 3. Anticipated Funding Sources: a. Commission Funds: $100,000 I. Upgrade Sprinkler System in Terminal 1. Description: The Terminal's sprinkler system is 30 years old and is starting to experience air pressure leakage from the system. Additionally, water stains around couplings are noticeable after fire pump testing. This project will include the inspection and needed repairs of the sprinkler system pipe. 2. Estimated Cost: $150,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds (64%): $96,000 b. Commission Funds: $54,000 J. Rehabilitate Short and Long Term Parking Lots 1. Description: The short and long term parking lot pavements have not been rehabilitated since the opening of the terminal and are in need of full depth repairs in certain areas in addition to the mill and overlay and restriping of both lots. In addition, lighting and wayfinding signs are planned to be upgraded, and centralized walking paths provided. Design services have been awarded to Thompson & Litton and will be completed in FY 19. 2. Estimated Cost: $5,000,000 3. Anticipated Funding Sources: a. Airport Revenue Bond, Series 2017: $4,700,000 b. Commission Funds: $300,000 K. Consolidated Rental Car Facility 1. Description: This project includes the proposed approximately 8000 sf Consolidated Rental Car Facility, walkway canopy and relocation/rehabilitation of the current employee lot and ready return lots. This project is under design by Mead & Hunt and is anticipated to be constructed in FY 2019. 2. Estimated Cost: $4,900,000 3. Anticipated Funding Sources: a. Customer Facility Charge (CFC) Revenue Bond Series 2017: $4,300,000 b, CFC Funds: $600,000 L. Land Acquisition -5530 Precision Circle 1. Description: This is a 12.3 acre vacant parcel that is located at the corner of Municipal and Aviation Drive. It was identified for acquisition in the 2008 Airport Master Plan. 2. Estimated Cost: $2,131,750 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $1,705,400 b. Commission Funds: $426,350 M. Land Acquisition -- 3697 Thirlane Road 1. Description: This is 4.58 acre property that is currently for sale. The property was identified in the 2008 Airport Master Plan for acquisition for future development. 2. Estimated Cost: $1,217,560 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $974,048 b. Commission Funds: $243,512 Anticipated Funding Sources: Federal AIP Grant Funds $ 3,844,638 State Aviation Grant Funds $ 5,066,194 RSTP Funds $ 100,000 CFC Revenue Bonds $ 4,300,000 Airport Revenue Bonds $ 4,700,000 CFC Funds $ 600,000 Commission Capital Funds $ 2,291,753 Estimated Total Funding $20,902,585 RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 27th day of March, 2018 No. 06-032718 A RESOLUTION approving and adopting the Commission's Operating Budget for fiscal year 2018-2019. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 2018-2019 Operating Budget for the Commission, as set forth in the report and accompanying attachment by the Commission Treasurer dated March 27, 2018, is hereby approved; and, BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 2018-2019 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: �2dj a 46t�—M� Secretary VOTE: AYES: Dooley, Gust, Powers, Lawrence NAYS: None ABSENT: Clements 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 10, 2018 Resolution approving the Roanoke Valley Resource Authority (RVRA) budget for 2018-2019 Rebecca Owens Director of Finance Thomas C. Gates County Administrator Approval of the 2018-2019 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. Members of the RVRA are County of Roanoke, City of Roanoke, Town of Vinton, and City of Salem. As specified in the RVRA's Member Use Agreement, all members must approve the budget for it to be approved. On March 28, 2018, the Roanoke Valley Resource Authority (RVRA) Board adopted an operating and reserve budget for the fiscal year 2018-2019. DISCUSSION: Attached is the 2018-2019 operating budget for the RVRA, which totals $12,791,411. This budget assumes the current contract with Norfolk Southern will roll forward and be continued for another five years. The budget reflects a $2 increase in the disposal fee for both municipal and private haulers at $51.50 and $61.50 per ton respectively. Page 1 of 2 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 $2,114,000 are budgeted in the 2018-2019 General Fund - Solid Waste budget. Funding for the $2 increase in the disposal fee was not included in the County Administrator's proposed budget. County staff will provide options for Board of Supervisors consideration to fund this increase at the April 10, 2018 budget work session. 2. The County will continue to receive a municipality fee of $350,000 annually from the RVRA to compensate for the siting of the landfill within the County. 3. The County will receive payment of $57,384 during the fiscal year 2018-2019 for providing accounting services. All of the above impacts except the $2 increase in the disposal fee are included in the proposed fiscal year 2018-2019 County budget. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the operating budget of the Roanoke Valley Resource Authority for the fiscal year 2018-2019. Page 2 of 2 ROANOK E VALLEY RESOURCE AUT H[O] ITY 2018-19 RESERVES BUDG-E r r v f. TINKER CREEK TRANSFER STATION ROANOK E VALLEY RESOURCE AUTHORITY ORITYY i SALEM TRANSFER STATION Roanoke Valley Resource Authority TABLE Of CONTENTS 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 2018-2019 BUDGET lv� 2018-2019 BUDGET Roanoke Valley Resource Authority REVENUE 2018-2019 Disposal Fees $ 12,583,250 Interest Income $ 100,000 Transfer from Contingency Reserve Fund $ 21,161 Sale of Recyclable Material $ 45,000 Miscellaneous - Mulch $ 42,000 EXPENSES Personnel Administrative $ 734,132 Tinker Creek Transfer Station $ 902,800 Salem Transfer Station $ 511,565 Smith Gap $ 905,537 Totals Operating Administrative $ 1,035,567 Tinker Creek Transfer Station $ 3,526,523 Salem Transfer Station $ 674,216 Smith Gap $ 1,464,488 Totals CAPITAL Totals FIVINFIVEM Administrative $ - Tinker Creek Transfer Station $ 286,560 Salem Transfer Station $ 421,600 Smith Gap $ 1,051,840 Totals DEB'S' SERVICE $ 1,276,582 Totals 'OVALS Administrative $ 1,769,699 Tinker Creek Transfer Station $ 4,715,883 Salem Transfer Station $ 1,607,381 Smith Gap $ 3,421,865 Debt Service $ 1,276,582 6111j\AIL►AIM\IME Total Total $12,791,411 $ 3,054,035 $ 6,700,794 $ 1,760,000 $ 1,276,582 $ 12,791,411 2018-2019 BUDGET Roanoke Valley Resource Authority r IWINE W11 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 Disposal Fees $ 7,729,480 $ 7,932,050 $ 7,981,200 $ 8,172,350 $12,868,350 $12,583,250 Interest Income $ 28,000 $ 32,000 $ 35,000 $ 50,000 $ 100,000 $ 100,000 Transfer from Contingency $ 405,405 $ 456,323 $ 434,974 $ 50,509 $ - $ 21,161 Reserve Fund Sale of Recyclable $ 35,000 $ 35,000 $ 38,000 $ 33,933 $ 37,000 $ 45,000 Material Mulch sales $ 39,450 $ 46,830 $ 36,000 $ 31,500 $ 40,000 $ 42,000 Miscellaneous $ - $ - $ - $ - $ - $ - TOTAL $ 8,237,335 $ 8,502,203 $ 8,525,174 $ 8,338,292 $13,045,350 $12,791,411 EXPENSES Personnel $ 2,004,856 $ 2,126,647 $ 2,183,227 $ 2,152,723 $ 2,863,727 $ 3,054,035 Operating $ 4,118,479 $ 4,260,556 $ 4,216,947 $ 4,055,569 $ 6,409,438 $ 6,700,794 Capital $ 14,000 $ 15,000 $ 25,000 $ 30,000 $ - $ - Transfer to Reserves $ 2,100,000 $ 2,100,000 $ 2,100,000 $ 2,100,000 $ 2,360,000 $ 1,760,000 Debt Service $ - $ - $ - $ - $ 1,412,185 $ 1,276,582 TOTAL $ 8,237,335 $ 8,502,203 $ 8,525,174 $ 8,338,292 $13,045,350 $12,791,411 DISPOSAL FEES Municipal $ per ton 47 48 49 49.5 49.5 51.5 Private $ per ton 57 58 59 59.5 59.5 61.5 %e INCREASE 3.7% 3.2% 0.3% -2.2% 56.5% -1.9% in expenses 2018-2019 BUDGET 2 SINIMI NITA 10 \ 00111 ?ICATION �ceipts of : Total 214,300 $ 4,961,050 $ 5,079,500 $ 1,898,600 $ 534,100 $ 110,000 $12,583,250 L,serve $ 100,000 Contingency Reserve up is $ 42,000 2018-2019 BUDGET FICATION 51.5 $1,905,500 35 $ 94,500 120 $ 8,400 5 $ 3,000 $ 2,011,400 51.5 $1,854,000 35 $ 105,000 120 $ 7,800 5 $ 3,500 1 $ 1,970,300 51.5 $ 164,800 35 $ 4,900 120 $ 600 5 $ - $ 170,300 51.5 $ 808,550 35 $ - 120 $ - 5 $ 500 $ 809,050 2018-2019 BUDGET TIPPING ]FEES CODE DESCRIPTION FY17-18 FY18-19 JUSTIFICATION 16914 Commercial $5,057,150 $ 5,079,500 Commercial Waste 82,000 tons @ 61.5 $ 5,043,000 Wood Waste 900 tons @ 35 $ 31,500 Tires - tons @ 120 $ - 1,000 mixed @ 5 $ 5,000 Commercial Total $ 5,079,500 16914 Contracted Municipal $ 689,000 $ 110,000 Contracted MSW Solid Waste 2,000 tons @ 55.0 $ 110,000 Contracted MSW $ 110,000 16915 Private $1,707,500 $ 1,898,600 Private Waste 29,000 tons @ 61.5 $1,783,500 Wood Waste 2,100 tons @ 35 $ 73,500 Tires 320 tons @ 120 $ 38,400 640 mixed @ 5 $ 3,200 Private Total $ 1,898,600 16917 Residential $465,900 $ 534,100 Residential Waste Based on Uniform Disposal Allocation City of Roanoke 43.5% $ 232,334 County of Roanoke 41.7% $ 222,720 Town of Vinton 3.6% $ 19,228 City of Salem 11.2% $ 59,873 Household 9,400 Tons @ $51.5 $ 484,100 Wood waste 1,200 Tons @ $35 $ 42,000 Tires 1,600 Tires @ $5 $ 8,000 Residential Total $ 534,100 TOTAL TIPPING FEE $12,868,350 $12,583,250 2018-2019 BUDGET 2018-2019 BUDGET DNNFL N <days & Holidays intenance A time ployees $ 1,485,489 Ployees ployees $ 111,013 ployees $0.00 ployees $ 339,387 .8% Annual $ $ 122,345 $ 31,949 $ 32,949 $ 15,052 $ 24,000 1 per month .ployees $1,935,889 Lployees $ - ys 50% $5,711 iys 100% iployees iployees $1,935,889 2018-2019 BUDGET InIr'[U C,( -ANT "yL t�T-"%lYAAT-NT l �I )N Holidays Maintenance I art time ployees $ 463,403 ployees ployees $ - ployees $ - ployees $ 53,359 8% Annual $ $ 9,232 $ 6,390 $ 8,237 $ 5,017 $ 4,000 1 per month .ployees $ 516,762 .ployees $ - rays 50% $1,524 rays 100% [ployees [ployees $ 516,762 2018-2019 BUDGET )N ienings & Holidays Maintenance I )art time ployees $ 301,668 ployees ployees $ 34,473 .ployees $0.00 ployees $ 181,176 .8% Annual $ $ 36,927 $ 12,780 $ 10,034 $ 8,000 1 per month ployees $ 517,317 iployees $ - )ays 50% $1,526 >ays 100% iployees iployees $ 517,317 2018-2019 BUDGET III IN L �) I I) )N Holidays Maintenance I )art time ployees $ 330,654 .ployees .ployees $ - ployees $0.00 [ployees $ - .8% Annual $ $ 32,311 $ 8,237 $ 4,500 1 per month iployees $ 330,654 iployees $ - )ays 50% $975 )ays 100% iployees iployees $ 330,654 2018-2019 BUDGET 10 )N iolidays Maintenance art time ployees $ 389,765 ployees ployees $ 76,540 ployees $ - ployees $ 104,852 .8% Annual $ $ 43,874 $ 12,780 $ 16,475 $ 7,500 1 per month Lployees $ 571,157 ployees $ - ays 50% $1,685 ays 100% iployees iployees $ 571,157 2018-2019 BUDGET T2 ----I— 11,110„ na.,,,-- a„ft,.,a+„ PFRSONNFT. TOTALS 11 2018-2019 BUDGET STS SG $ 330,654 $ 571,157 $ 15,000 $ 18,000 $ 5,000 $ 5,000 $ 26,825 $ 45,453 $ 40,737 $ 48,019 $ 5,200 $ 8,450 $ - $ 9,430 $ - $ 12,918 $ 51,861 $ 92,914 $ 3,263 $ 5,302 $ 4,332 $ 7,482 $ 975 $ 1,685 $ 421 $ 684 $ 20,206 $ 40,367 $ 992 $ 1,713 $ - $ 25,000 $ 5,468 $ 10,937 $ 632 $ 1,026 $ 511,565 $ 905,537 2018-2019 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 3 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 0 21 $ 35,291 to $ 56,113 Motor Equipment Operator II 22 19 $ 32,010 to $ 50,896 Motor Equipment Operator I 0 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 $1,893,149 6/30/2018 2.00% $ 37,863 0.00% mid -point $ - $1,874,658 Mid Point Adjustment/ promotions $ 4,877 Total $ 42,740 $ 1,935,889 2018 - 2019 BUDGET 12 Roanoke Valley Resource Authority POSITION CEO Operations Manager Environmental & Safety Manager Business Manager Operations Supervisor Administrative Coordinator Senior Equipment Operator Business Supervisor Building Maintenance Mechanic Motor Equipment Mechanic Motor Equipment Operator II Motor Equipment Operator I Scale Operator Laborer/ Operator EMPLOYEE BY LOCATION # GRADE 22 ADMIN. TINKER SALEM LANDFILL CREEK 1 U 1 0 0 0 1 37 1 0 0 0 1 34 1 0 0 0 1 30 1 0 0 0 3 27 0 1 0 2 1 25 1 0 0 0 3 23 0 1 1 1 1 22 0 1 0 0 1 21 0 1 0 0 0 21 0 0 0 0 19 0 6 6 10 0 17 0 0 0 0 3 16 0 2 1 0 0 13 0 0 0 0 TOTAL EMPLOYEES 38 13 5 12 8 13 2018 - 2019 BUDGET Roanoke Valley Resource Authority NO11911" II C CODE DESCRIPTION FY17-18 FY18-19 JUSTIFICATION 300004 Medical Exams $ 1,000 $ 1,000 Physical exams for new employees; drug and alcohol random testing 300007 Contract Services $1,009,193 $ 797,037 Employee Assistance Program: $16.28 @ x 39 employees $ 635 Clean Valley Council -Annual $ 61,000 Landscaping- $272/month $ 3,264 Tire Disposal - 460 Tons @ $89.95 + Fuel Surcharge $ 41,377 Copier Rental $634/month $ 7,608 HHW Disposal $ 47,000 Janitorial Services $ 24,000 Exterminating Services $ 1,800 Cap Maintenance - mowing $ 25,000 Leachate Disposal (RR) $ 70,000 Trucking from Salem to TC $ 279,930 Salem Bond Debt $ 235,423 300100 Groundwater Sampling $ 145,432 $ 146,220 Residential Drinking Water Sampling and Analysis -SG & RR 24 @ $655 $ 15,720 Detection Monitoring -Lab $ 2,500 ACM Monitoring - Lab $ 46,000 Engineering $ 82,000 300102 Stormwater Sampling $ 32,000 $ 26,000 *Permit Sampling & Analysis -SG & TCTS Engineering $ 20,000 Laboratory $ 6,000 300103 Landfill Gas $ 80,020 $ 108,800 SG - Monthly & Quarterly $ 38,200 Monitoring - SG & RR SG Reporting $ 37,600 RR- Monthly @ $2,000 $ 22,000 RR Reporting $ 11,000 300013 Professional Services $ 41,000 $ 31,000 Engineering $ 10,000 Leachate sampling $ 4,000 Auditing Services $ 13,500 Software support $ 3,500 300017 Legal Services $ 62,800 $ 69,000 General Counsel $ 65,000 Outside Legal $ 4,000 300029 Transportation to Smith $ 2,698,439 $ 2,974,922 N S tons shipped 214,300 Gap 62 tons/car = 3,456 16.5 % Incr. 1,800 cars: $966/car $ 1,738,800 1,657 cars: $746/car $ 1,236,122 Total $ 2,974,922 al". 0101.1110"No 14 lel IMI ID A\ I R 15 FS STS LANDFILL 8,400 $ 6,300 $ 5,100 600 $ 600 $ 600 - $ 279,930 $ - - $ - $ 15,720 - $ - $ 2,500 - $ - $ 28,000 2,000 $ - $ 18,000 1,000 $ - $ 5,000 - $ - $ 38,200 - $ - $ 37,600 - $ - $ 10,000 - $ - $ 2,000 8,800 $ - $ - 6,122 $ - $ - 2018-2019 BUDGET /�\ lil I Iib) -\ Ii FI NON VRA 16 TION $ 150,894 $746 $ 22,380 Is Maintenance $ 1,250 $ 8,000 �. $ 6,000 ent $ 250,000 $ 20,000 er, el $ 25,000 lip. $ 15,000 $ 120,000 airs to all buildings stations, septic tanks. s, cards, scale tickets sing forms msel iring.< $ 6,000 $ 150 $ 400 $ 200 $ 100 2018-2019 BUDGET 17 Mil 2018-2019 BUDGET STS LANDFILL $ - $ 150,894 $ - $ 22,380 $ 50,000 $ 140,000 $ 10,000 $ - $ - $ 7,500 $ 5,000 $ 5,000 $ - $ 120,000 $ 65,000 $ 272,500 $ 35,000 $ 35,000 2018-2019 BUDGET M 'ATION )ens, items nctions & m Day 'es, ►poke ng, IT Support rtes, miscellaneous $ 27,000 $ 42,000 $ 24,000 $ 7,200 $ 4,000 $ 30,000 -e for Transfer age Smith Gap ite can gal - WVWA Fee $ 16,275 gs and :age :;eneral Counsel all facilties, credit card processing ice at Smith Gap Landfill, rtions �s 2018-2019 BUDGET 19 2018-2019 BUDGET STS LANDFILL $ 24,000 $ 42,000 $ - $ 30,000 $ 3,000 $ - $ - $ 16,275 $ 5,520 $ 5,520 2018-2019 BUDGET rm)10 i_ to A\ MINIBOOM 20 TION 1gs, contents, iehicles L or VACO pools es & property s Equipment int s for RVRA Lrd Members ;s, dinners & ,ith RVRA is; $ 6,000 $ 10,000 $ 8,400 ons to: $ 350,000 $ 150,000 $ 150,000 $ 5,000 ue $ 2,000 2018-2019 BUDGET 041 STS ANDFILL 2,500 $ 1,500 1,000 $ 1,000 1,000 $ 1,000 150,000 $ 352,000 2018-2019 BUDGET 22 NTION Ltion dues: SIA, er annual fees --$52,000 )0; CAR FEE $10,000 es icils, folders, etc. spies p equipment mputers Its & medicine ?aning & sanitation pment & Fees cles, mowers, etc. :)ment and vehicles, Ltenance parts & Lent and vehicles $ 11,050 misc. $ 11,500 $ 11,500 2018-2019 BUDGET 23 2018-2019 BUDGET STS LANDFILL $ 6,500 $ 40,000 $ 7,500 $ 10,500 $ 1,500 $ 1,500 $ 2,000 $ - $ 500 $ 3,000 $ 40,000 $ 180,000 $ 22,000 $ 40,000 $ $ $ 2,679 1,939 2,424 $ $ $ 4,028 3,152 3,939 2018-2019 BUDGET N1 181i AR 1 � Ad 24 ATION and manuals srs, salt for roads, Lds, seed, mulch eeding slopes, fill liscellaneous ers replacements & ons for all facilities es, etc. itures 1.25% 2018-2019 BUDGET ,9Z lI"llr"1�m A nr-W'N Tk-3 02*7 TCTS STS LANDFILL 5,000 $ 5,000 $ 67,500 5,000 $ 5,000 $ 67,500 3,482,986 $ 665,892 $1,446,408 43,537 $ 8,324 $ 18,080 3,526,523 $ 674,216 $1,464,488 2018-2019 BUDGET rAiINIMO 26 LTION 2018-2019 BUDGET 27 JUSTIFICATION required by State d Federal Regulations close Smith Gap ndfill ase 7 Acres r replacement of uipment per uipment replacement iedule. oundwater Aection fund per ,al permit. per local permit. :rant/ property per local permit. Lrrent fund is equate based on ticipated sales. r future construction the landfill gineering for Phase r maintenance and provements to the :ilities. ;hting, Carpet, and .e r unexpected expense,, d for tipping fee ibilization 2018-2019 BUDGET 28 STS LANDFILL J $ 421,600 $ 671,840 - $ 10,000 - $ - $ 350,000 0 $ 20,000 0 $ 421,600 $ 1,051,840 2018-2019 BUDGET 'T'lTlt) - ) n A T ice' �1C,L 29 \M PERCENT 24% 52% 14% 10% 100% 2018-2019 RESERVE -F - UN -DS Gons TINKER CREEK TRANSFER STATION Roanoke Valley Resource Authority TABLE OF CONTENTS ENTS RESERVE ]ESS PAGE# I. RVRA Financial & Reserve Policy 1-3 II. Annual Review 4-5 III. Consulting Engineer's Review 6-9 IV. Summary of Reserve Funds A. Ending 2016/2017 10 B. Ten-year Projections 11 V. 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 I. Contingency Fund 35-36 2018-2019 RESERVE FUNDS Roanoke Valley Resource Authority �Mll' !I I I\ 1111 111111111i I e I'knI 1 \\\C I A\I\\D RESERVES RA I S POLICY L 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 City of Salem, 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. 2018-2019 RESERVE FUNDS Roanoke Valley Resource Authority 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. DAA has completed their assessment of the Trucking option which is attached to this Reserve Funds Report and discussed in more detailed in the Consultant's Engineering Section. 1V. 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. 2018-2019 RESERVE FUNDS 2 Roanoke Valley Resource Authority 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 Rutrough Road Landfill CgLZLF) 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 reserve 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 and 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. 2018-2019 RESERVE FUNDS Roanoke Valley Resource Authority 1L13XVRA RESERVE FUNDS PLAN & REPORT T 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.) This Reserve Fund Plan and subsequent report is based on tracking the solid waste from the Salem Transfer Station to the Tinker Creek Transfer Station and placing the waste into gondolas for shipping by rail to the Smith Gap Regional Landfill under the anticipated renewal of the Authority's transportation contract with Norfolk Southern (NS) for up to five (5) years. According to staff's current review, only the Capital Reserve Account has a minimum shortage in the five year planning period; however, overall the total reserve unrestricted funds are adequate for the immediate short-term planning period barring any unforeseen circumstances. Additional funding or future borrowing may be needed for the Equipment Replacement, Capital Improvement Fund, 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 Site Development Reserves. 2018-2019 RESERVE FUNDS 4 Roanoke Valley Resource Authority The improvements to Salem Transfer Station for open top loading are nearing its completion and should be operational on April 2, 2018. Construction has begun on the Connector Road Project with a projected completion date of July 1, 2018. In addition, the Rutrough Road Post -Closure Account Reserve Fund is nearly depleted. Future post closure care responsibilities were moved to the operations budget starting in FY 2018. The remaining funds in the Rutrough Road account have been encumbered to complete the sediment basin removal project. Additional Funds will be needed to complete the Resource Authority's share of the lift station and force main construction project now underway by the Western Virginia Water Authority. Since we are opting to extend our Contract with Norfolk Southern for another five years, we will be placing some projects on hold moving forward. The Salem Transfer Station Phase II, the Tinker Creek Transfer Station modifications, and the Rail Spur Conversion projects are anticipated to be placed on hold. At this time, the Authority has borrowed $20 million dollars and approximately $1.5 million of that has not been expended. The remaining funds, with Board approval may be used for the Rutrough Road Project and possibly to increase the funding in the Reserve Accounts. For the immediate five-year (5) planning period only the Capital Account is showing a small deficit (-$39,000). However, overall there is a net increase in unrestricted funds over the next five-year planning period. The long term impacts on Site Development may not be an issue since Botetourt County is re- opening their landfill and some anticipated waste may not be realized pushing the need to build Phase VII out another year. The long range shortages in the equipment reserve is driven by the replacement of walking floor trailers which is on a ten-year cycle. As time progresses, staff will get a better understanding of what the appropriate replacement cycle should be. At this time, the Authority is unsure of the future transportation mode from both our transfer stations to the landfill and the extent of the funding required cannot be determined. Staff is of the opinion that the Reserves Funds are consistent with the needs and obligations of the Authority and has been approved by the Authority's Board of Directors. 2018-2019 RESERVE FUNDS 5 Roanoke Valley Resource Authority CONSULTING 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 & Transfer Station Permit Conditions & Operating Policies," including: The Groundwater Protection Fund (formerly known as "The Environmental Fund"); The Host Community 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 Rutrough 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. The Rutrough Road Landfill Post -Closure Fund has been depleted and all remaining post closure care activities have been transitioned 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. 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. The additional borrowing of funds (or debt) and the 2019-2019 1RESERVE FUNDS Roanoke Valley Resource Authority Ownership of the Salem Transfer Station has also impacted the future Reserve and Financial Policies of the Authority. Per our Financial and Reserve Policy Section III 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. That review was conducted this year by Draper Aden Associates (DAA) and is attached to this report. DAA's review was based on trucking waste to the landfill as staff had prepared that budget and reserve update first. By extending Norfolk Southern contract two reserves are affected, the Equipment Reserve and Capital Improvement Fund. Some of DAA's observations and comments are listed below: • Closure Funds o Concurred with the Authority's staff engineer that a 2% inflation rate is appropriate o As the Authority is aware, the final closure of a landfill triggers a minimum of 30 years of post -closure care which can include but not be limited to environmental monitoring, leachate handling and cap maintenance. The estimated current liability for post closure care (based on the 2017 financial assurance submittal by the Authority to VDEQ), considering a footprint of 58 acres, is $4.17M or an estimated cost of $138,944 per post -closure year. • Equipment Reserve — Again DAA assessment is based on trucking all the waste to the landfill. o We agree with the Authority's methodology including inflation rate and are in general agreement with the estimated equipment costs. It is understood that a replacement fund for the walking floor trailers will evolve over the next 5 years. • Site Development Fund o DAA noted that our estimates were higher than the bids DAA has received recently although they noted that Smith Gap Regional Landfill has some unique challenges during construction including remote location, access to site, soil screening, and cost for delivery of stone. o DAA did not suggest a modification in funding for this reserve account since transportation charges may change and the life of Phase VII may extend if the assumed annual volume increases do not materialize. • Capital Improvement Fund — Again, this reserve is affected by not borrowing more money and converting the spur into a road. Several improvements were anticipated to be made with the construction at Smith Gap and renovations at the Tinker Creek Transfer Station that now will need to be funded from this account. o DAA had no significant Comments • Rutrough Road Landfill Post -Closure Fund o DAA had no significant Comments 2018-2019 RESERVE FUNDS 7 Roanoke Valley Resource Authority • Groundwater Protection Fund o Given the stated use of the fund (i.e. mitigation of adverse impacts and the potential need to provide clean water to the residents) and based on our experience at other facilities involved in corrective action, this fund may be underfunded if a significant problem were to be discovered. However, given the design of the facility which includes engineered liners and closure caps and given the installation of environmental monitoring systems which will act as early warning systems, it is unlikely that such a catastrophic situation could occur. As the magnitude of any theoretical expenditures from this fund cannot be accurately estimated and given the low risk for a problem to arise, we support capping the fund at its current level with the recognition that the funding would probably not be sufficient in an emergency. ® Host Community Fund o DAA had no significant Comments o Property Protection Fund o DAA did note that if something catastrophic happened at the landfill which impacted multiple properties simultaneously, the fund would be insufficient to handle the obligations per the policy. • DAA Conclusion o Based on the annual total balance for all funds and for the unrestricted funds (Summary Table, Page 11), Draper Aden Associates considers that the reserve funds are adequate for the next 5 years; especially given the Authority's ability to use the unrestricted accounts as necessary to support the Authority's mission. However, as noted above, the Equipment Reserve Fund, is projecting significant negative balances over the following five year period as transfer trailers require replacement. The equipment replacement schedule should be monitored closely as the Authority gains experience with the maintenance and longevity of the transfer trailers. o We have based our conclusion on the assumption that nothing catastrophic occurs that would require the Authority to use funds from the Groundwater Protection, Host Community or Property Protection Funds in excess of the current balances. o As noted, the Rutrough Road Post Closure Care fund has been exhausted while significant post closure care activities are still required at the facility. The Authority has indicated that further funding will be provided from the annual operating fund. These activities are mandated by regulation and must continue to be implemented and funded. All funds required for expenditures for the five year planning period are currently available in the reserves accounts with the exception of the Capital Replacement Fund. However, sufficient Funds are available in the unrestricted balance to cover the short term planning period. The long range (ten-year 2018-2019 RESERVE FUNDS 8 Roanoke Valley Resource Authority projections) shows a considerable shortage of funds in the Site Development Accounts and the Equipment Replacement Fund. As noted earlier, Phase VI's life may last another year if the annual waste stream estimated is not realized. The Equipment Funds significant shortage is driven by the replacement of the walking floor trailers every ten -years, however, since we will not be hauling all of the waste to the landfill by a road over the next five year period, the trailers likely will not need to be replaced on a ten-year cycle. Staff will continuously assess the condition of the trailers on annual basis and modify the replacement as necessary. In addition, at this time we have more trailers than we need unless an emergency situation arises with the tipper or Norfolk Southern (NS) fails to deliver. At this time we are not showing any Funds for the replacement of the gondolas; however, they may not last another ten years. 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. In conclusion, 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. As noted above, the Capital Improvement Fund is showing a small shortage in the short-term planning period; however, sufficient funds are available in the unrestricted accounts to cover this shortfall. Only the Equipment Reserve Fund is showing a negative in the long-term planning period; however, our Total Reserve Balances are getting precariously low and without additional revenue we may not be able to pass the Corporate Financial Test for our assurance obligations. Staff re -assesses all the reserves every year and in some instances equipment replacement and/or projects can be delayed or moved up depending on the situations at the time. In summary, while deficits are shown in the short and the long term reserve accounts, staff believes g that the majority of those impacts can be mitigated as noted above. 2018-2019 E Respectfully Submitted, Daniel D. Miles, P.E. Chief Executive Officer RESERVE FUNDS Roanoke Valley Resource Authority SUMMARY SUMMARY OF RESERVE FUNDS Expenditures/ Deposits for FY 2019 BALANCE AT PLANNED/ACTUAL DEPOSITS BEGINNING EXPENDITURES BALANCE 07/01/18 2018/2019 1 -Jul -2019 CLOSURE FUND $ 5,131,581 $ - $ - $ 5,131,581 EQUIPMENT' $ 1,342,661 $ 2,545,000 $ 1,360,000 $ 157,661 ENVIRONMENTAL FUND $ 500,000 $ - $ - $ 500,000 HOST COMMUNITYZ $ 199,475 $ - $ 10,000 $ 209,475 PROPERTY VALUE PROTECTION $ 384,629 $ - $ - $ 384,629 SITE DEVELOPMENT $ 361,753 $ - $ 850,000 $ 1,211,753 CAPITAL IMPROVEMENT FUND $ 250,009 $ 330,000 $ 40,000 $ (39,991) TOTALS $ 8,170,108 $ 2,875,000 $ 2,260,000 $ 7,555,108 RUTROUGH ROAD LANDFILLS $ - $ - $ - $ - CONTINGENCY $ 3,557,484 $ 1,199,604 $ - $ 2,357,880 NOTES: While we have known cost for most of the equipment scheduled to be replaced during FY 2018, there are a couple of other purchases that will be necessary. 2. The Host Community cap was raised from $150,000 to $250,000 in FY 2014. 3' The PCC funds for Rutrough Road will be depleted during calendar year 2018 and this account will no longer appear in the reserve funding accounts. Starting in FY 2018 the PCC activities were funded through the tipping fees (annual operating budget). 2018-2019 ,, n RESERVE FUNDS Roanoke Valley Resource Authority SUMMARY Summary of Reserve Funds: Teas Year Planning Period Fiscal Year 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 Deposits Closure 250 0 0 0 0 0 0 0 0 0 0 Equipment 1400 1360 1360 1360 1360 1360 1360 1360 1360 1360 1360 Groundwater Protection 0 0 0 0 0 0 0 0 0 0 0 Host Community 10 10 10 10 10 10 10 10 10 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 700 850 850 850 850 850 850 850 850 850 850 Capital Improvement 0 40 40 40 40 40 40 40 40 40 40 total 2360 2260 2260 2260 2260 2260 2260 2260 2260 2260 2260 Expenditures Closure 921 0 0 0 0 0 370 2,716 0 0 0 Equipment 1,776 2,545 854 1,043 1,602 1,144 1,194 1,759 3,424 1,817 798 Groundwater Protection 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 0 0 0 0 0 10 10 10 10 10 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 3390 0 0 0 0 0 300 6,540 0 0 0 Capital Improvement 0 330 0 0 0 0 0 0 0 0 0 total 6087 2875 854 1043 1602 1144 1874 1 11025 3434 1827 808 Balances 5 year 10 year Closure 5,132 5,132 5,132 5,132 5,132 5,132 1 4,762 2,046 2,046 2,046 2,046 Equipment 1,343 158 664 981 739 955 1,121 722 -1,342 -1,799 -1,237 Groundwater Protection 500 500 500 500 500 500 500 500 500 500 500 Host Community 199 209 219 229 239 249 249 249 249 249 249 Property Protection 384 1 384 384 384 384 384 384 384 384 384 384 Site Development 362 1,212 2,062 2,912 3,762 4,612 1 5,162 -528 322 1,172 2,022 Capital Improvement 251 -39 1 41 81 121 161 201 1 241 281 321 total 8,171 7,556 8,962 10,179 10,837 11,953 1 12,339 3,574 1 2,400 2,833 4,285 Summary of Other Reserve Funds: Ten Year Planning Period Fiscal Year 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 Deposits Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 3557 0 0 0 0 0 0 0 0 0 0 Expenditures Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 0 1,223 1 0 0 0 0 0 0 0 0 0 Balances 5 year 10 year Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 3,557 1 2,334 2,334 2,334 2,334 2,334 2,334 2,334 2,334 2,334 2,334 Totals 5 year 10 year All Funds 11,728 1 9,890 11,296 12,513 13,171 14,287 14,673 5,908 4,734 5,167 6,619 Unrestricted Funds 5 year 10 year All Funds 10,645 1 8,797 10,193 117400 12,048 13,154 13,540 4,775 3,601 4,034 5,486 2018-2019 11 RESERVE FUNDS Roanoke Valley Resource Authority CLOSURE FUND 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 and beyond, we are not planning on making any deposits to the Closure Account (previously $300,000). 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 Regional Landfill were closed in Calendar Year 2018 and the cost per acre were significantly less than staff was estimating and the closure estimates have been adjusted. Funds are adequate for the short and long range planning period. As DAA noted in their external assessment of this account, the closure reserve account is funded only to actually close portions of the landfill. Since our leachate tanks at the landfill were designed to handle flow from no more than fifty -acres opened at one time, the Closure and Site Development construction are on the same schedule. In addition, no funds are being set aside for the post closure care activities since the landfill is estimated to last another fifty plus years and those activities are part of the annual operating budget. 2018-2019 12 RESERVEFUNDS Roanoke Valley Resource Authority CLOSURE FUND Note: Additional funding from Surplus ($550,000) was added from FY06/07 budget in FY 07/08 2018-2019 13 RESERVEFUNDS .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 6,434,600 200,000 831,181 5,803,419 Phase I Engr. & Constr. (7.6 Ac) 2017-18 5,803,419 250,000 921,838 5,131,581 Phase I Engr. & Constr. (7.6 Ac) 2018-19 5,131,581 0 0 5,131,581 2019-20 5,131,581 0 0 5,131,581 2020-21 5,131,581 0 0 5,131,581 2021-22 5,131,581 0 0 5,131,581 2022-23 5,131,581 0 0 5,131,581 2023-24 5,131,581 0 370,000 4,761,581 Phase II Design 2024-25 4,761,581 0 2,715,592 2,045,989 Phase II Construction (10 Ac) 2025-26 2,045,989 0 0 2,045,989 2026-27 2,045,989 0 0 2,045,989 2027-28 2,045,989 0 0 2,045,989 Note: Additional funding from Surplus ($550,000) was added from FY06/07 budget in FY 07/08 2018-2019 13 RESERVEFUNDS Roanoke Valley Resource Authority 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 $1,360,000. 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. For the last two years, staff was anticipating the Authority to switch fiom Rail to Trucking; however, now we anticipate extending our NS contract for up to another five years. Two of our three haul trucks were scheduled to be replaced over the last two budgets cycles; however, if we were going to truck the waste in they would not be needed so we delayed their replacement. To minimize the impact on the Equipment Reserve, staff delayed the purchase of large dozer, excavator, and a yard dog. By delaying the purchase of this equipment there are no negative balances in the short term five-year planning period. A recent State Contract and other cooperative procurement programs has allowed the Authority to purchase certain equipment at a lower price than previously budgeted so our estimates may be high. The walking floor trailer equipment replacement schedule for Salem transfer station places an added burden on the equipment reserve fund for the long term planning period; however, they may not need to be replaced on this shorter period of time, again we will re-evaluate next year to determine their replacement schedule. Currently almost all of our equipment expenditures are based on the purchase of new equipment with little or no trade-in value for equipment to be replaced or deleted fiom 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. 2018-2019 14 RESERVE FUNDS Roanoke Valley Resource Authority EQUIPMENT ]FUND Equipment Reserve Fund FISCAL YEAR BEGINNING ANNUAL BALANCE 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 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 1,443,855 1,342,750 See Attached 2017-18 1,342,750 1,400,000 1,400,089 1,342,661 See Attached 2018-19 1,342,661 1,360,000 2,545,000 157,661 See Attached 2019-20 157,661 1,360,000 854,341 663,320 See Attached 2020-21 663,320 1,360,000 1,043,294 980,025 See Attached 2021-22 980,025 1,360,000 1,602,538 737,487 See Attached 2022-23 737,487 1,360,000 1,143,734 953,753 See Attached 2023-24 953,753 1,360,000 1,193,582 1,120,171 See Attached 2024-25 1,120,171 1,360,000 1,758,500 721,671 See Attached 2025-26 721,671 1,360,000 3,423,628 -1,341,957 See Attached 2026-27 -1,341,957 1,360,000 1,817,499 -1,799,456 See Attached 2027-28 -1,799,456 1,360,000 798,612 -1,238,067 See Attached 2028-2029 -1,238,067 2018-2019 , I RESERVE FUNDS co r N ri O N N W N OT 04 t� N M h n O N m r W O O O m N m O � W O M C) N N w N 69 N N m O m dal M O O m N 69 to 00 (r0 O mm m N v v m rn q� N EA ca Ef3 61) N m O n M Cl H (p ( O N co • O H3 O N3 O O O O M ® •� r [V M C\l LO N � 69 OD O N 69, o N M M C O N O � W O O O O O O O O O O O O W O (D 0 (0 N 11 C E3 69 N i &91 W C7 C� C� C7 U C� C9 C7 f7 C7 C7 U U f� t9 C9 C� C7 C7 C7 U C7 () (7 C7 C7 C7 C7 U C7 C7 C7 .N WCO U U co co U co co U co w w w co co cc U U U U U O h N M N M N I� M r O o� LO L V U) co M M V �_ m N O O M M. o ((3 N O O O o O O O O O O O O O O O O O O O O O O O CO OZ O O O I� m O O O O co O O M O O O O O O O O o O O O A N N N N N N N N NN N N NN N N N N N N N N N N N N N C � O 0- N N U c U Co o o F J U �O N E O Y Y Y 'J ._I U N Q N j p O (] O U U U O U i U p N N N N N 'a N 'D J� U U -O (0 a N N .D N Y J O m J f2 o (n F 9 U N 2 O. 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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. 2018-2019 ly I RESERVE FUNDS Roanoke Valley Resource Authority GROUNDWATER RIESERVE 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 Activity 2013-14 500,000 0 0 500,000 No Activity 2014-15 500,000 0 0 500,000 No Activity 2015-16 500,000 0 0 500,000 No Activity 2016-17 500,000 0 0 500,000 No Activity 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 0 0 500,000 No Planned Uses 2028-29 500,000 2029-30 2030-31 2031-32 2018-2019 20 RESERVE FUNDS Roanoke Valley Resource Authority 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 $. 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. 2019-2019 21 RESERVE FUNDS Roanoke Valley Resource Authority H\OST COMMUNITY 2018-2019 22 RESERVEFUNDS 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 Intranet/capped 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 2028-29 249,475 10,000 10,000 249,475 Misc. Expenses 2029-30 249,475 10,000 10,000 249,475 Misc. Expenses 2030-31 249,475 10,000 10,000 249,475 Misc. Expenses 2031-32 1 249,475 1 10,000 10,000 249,475 Misc. Expenses 2018-2019 22 RESERVEFUNDS Roanoke Valley Resource Authority 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 unless there is a major unforeseen issue arising at the landfill. 2018-2019 23 RESERVEFUNDS 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 2013-14 443,193 0 0 443,193 None 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 0 150 384,629 Misc Expense 2017-18 384,629 0 0 384,629 None Projected 2018-19 384,629 0 0 384,629 None Projected 2019-20 384,629 0 0 384,629 None Projected 2020-21 384,629 0 0 384,629 None Projected 2021-22 384,629 0 0 384,629 None Projected 2022-23 384,629 0 0 384,629 None Projected 2023-24 384,629 0 0 384,629 None Projected 2024-25 384,629 0 0 384,629 None Projected 2025-26 384,629 0 0 384,629 None Projected 2026-27 384,629 0 0 384,629 None Projected 2027-28 384,629 0 0 384,629 None Projected 2028-29 384,629 In FY 2015-2016, RVRA purchased 50 acres contiguous to the landfill although the property was not protected under property protection guidelines. 24 2018-2019 1RESERVE FUNDS Roanoke Valley Resource Authority 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 $850,000, previously $750,000. Phase VI construction was completed in Calendar Year 2018 and is anticipated to last six or seven years. Based upon the recent construction cost, the funding levels were insufficient in the site development fund therefore an increase $150,000 was added to the annual deposits (the Closure Account was reduced by that amount). Even with the increase in funding, the next Phase (Phase VII) is showing a 0.5 million dollar deficit in FY 2024- 2025. The amount of air space used is reviewed every year and adjustments are made as necessary. At this time, we have not started filling in phase VI and do not anticipate to start until later in Calendar Year 2018. The Site Development Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2018-2019 25 RESERVEFUNDS Roanoke Valley Resource Authority SITE DEVELOP ELOP MJL NT 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 Phase III/IV Construction 1999-20 3,205,000 500,000 914,591 2,790,409 Phase III/IV Construction 2000-01 2,790,409 500,000 660,033 2,630,376 Phase III/IV Construction 2001-02 2,630,376 500,000 104,491 3,025,885 Misc. Engineering 2002-03 3,025,885 500,000 105,973 3,419,912 Misc. Engineering 2003-04 3,419,912 500,000 167,375 3,752,537 Misc. Engineering 2004-05 3,752,537 500,000 47,057 4,205,480 Misc. Engineering 2005-06 4,205,480 500,000 41,582 4,663,898 Misc. Engineering 2006-07 4,663,898 500,000 904,313 4,259,585 Phase V Construction 2007-08 4,259,585 1,500,000 4,414,187 1,345,398 Phase V Construction 2008-09 1,345,398 500,000 1,096,295 749,103 Phase V Construction 2009-10 749,103 300,000 98,985 950,118 Phase V Construction 2010-11 950,118 100,000 0 1,050,118 No Expentiture 2011-12 1,050,118 100,000 0 1,150,118 No Expentiture 2012-13 1,150,118 500,000 0 1,650,118 No Expentiture 2013-14 1,650,118 500,000 0 2,150,118 No Expentiture 2014-15 2,150,118 500,000 0 2,650,118 No Expentiture 2015-16 2,650,118 500,000 0 3,150,118 No Expentiture 2016-17 3,150,118 500,000 598,125 3,051,993 Phase VI Construction 2017-18 3,051,993 700,000 3,390,240 361,753 Phase VI Construction 2018-19 361,753 850,000 0 1,211,753 See Attached 2019-20 1,211,753 850,000 0 21061,753 See Attached 2020-21 2,061,753 850,000 0 2,911,753 See Attached 2021-22 2,911,753 850,000 0 3,761,753 See Attached 2022-23 3,761,753 850,000 0 41611,753 See Attached 2023-24 4,611,753 850,000 300,000 5,161,753 See Attached 2024-25 5,161,753 850,000 6,539,871 -528,118 See Attached 2025-26 -528,118 850,000 0 321,882 See Attached 2026-27 321,882 850,000 0 1,171,882 See Attached 2027-28 1,171,882 850,000 0 2,021,882 See Attached 2028-29 1 1 1 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. 2018-2010 RESERVE FUNDS 26 Roanoke Valley Resource Authority SMITH 'CAP LANDFILL SITE DEVELOPMENT COSTS FISCAL. YEAR ACTIVITY EXPENSES 2014-15 no activity $ - $ - 2015-16 no activity $ - $ - 2016-17 Phase VI $ - Work started $ 598,125 2017-18 Phase VI Completed $ - contruction management $ 3,390,240 2018-19 no activity $ - $ - 2019-20 no activity $ - $ - 2020-21 no activity $ - $ - 2021-22 no activity $ - $ - 2022-23 no activity $ - $ - 2018-2019 27 Reserve Funds Roanoke Valley Resource Authority SITE DEVELOPMENT COSTS CONTINUED FISCAL YEAR ACTIVITY EXPENSES engineering phase 7 liner (10.07 ac) $ 300,000 2023-24 construction phase 7 liner (10.07 ac) $ - $ 300,000 contruction management $ - engineering phase 7 liner (10.07 ac) $ - 2024-25 construction phase 7 liner (10.07ac) $ 6,107,028 $ 6,539,871 contruction management $ 432,843 2025-26 no activity $ - $ - 2026-27 no activity $ - $ - 2027-28 no activity $ - $ - estimated costs $ 6,839,871 available funds 7/1/2018 $ 361,753 additional funds required $ 6,478,118 deposit years 10 annual deposits required $ 647,812 NOTES Projections based on actual and estimated costs. 2018-2019 28 Reserve Funds Roanoke Valley Resource Authority CAPITAL DAPROV]EMIENT 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 -tern 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 staff was anticipating handling these projects as the modifications were made to the facilities for the switch from rail to trucking. However, as noted previously, those improvements will not take place and staff has identified several projects that need to be addressed in the upcoming FY. While there is a small deficit shown in the five-year planning period, the fund recovers the following year. The long range plan is adequate unless the gondolas will need to be replaced or something unforeseen arises. The Capital Improvement Fund also serves to assist in complying with post -closure requirements of state and federal financial assurance regulations. 2018-2019 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 -19,677 390,000 120,314 250,009 RSA 2017-18 250,009 0 0 250,009 No work Planned 2018-19 250,009 40,000 330,000 -39,991 Mise Work 2019-20 -39,991 40,000 0 9 Misc Work 2020-21 9 40,000 0 40,009 No work Planned 2021-22 40,009 40,000 0 80,009 No work Planned 2022-23 80,009 40,000 0 120,009 No work Planned 2023-24 120,009 40,000 0 160,009 No work Planned 2024-25 160,009 40,000 0 200,009 No work Planned 2025-26 200,009 40,000 0 240,009 No work Planned 2026-27 240,009 40,000 360,000 -79,991 No work Planned 2027-28 -79,991 40,000 360,000 -399,991 No work Planned 2028-29 Notes: Funds ($423,407) from VDOT's purchase of the ROW were deposited in FY 2014 2018-2019 30 RESERVEFUNDS i r i co CD 0 0 0 N O O 0 o ce) N (9 ch N Cl) we> c» ss ss 10 C I N LOC� a Z N N C37 d d U) N O � N O N (6 N r I � N (D N w sy e» N Cl) O N W UD A Cl) N N N 0 W 64 E» N N N O hl w Ga I � N O N is w ss 0 N 6� H O ni W v> 0 0 0 0 0 0 0 0 0 0 r o 0 0 0 C W O OO O O N co co 2 co CD N J W Efi ea K3 FR UJ 3 'C U U � � cm 00 co to Ha (/) C7 a UD C6 W c v d n @ 0 -° O V O @ CC—D C Q O O ~ ..� a �_ o a) .O H LL o ° m c O O C C (n U �- a D a. a N i C U L .-� .@ N @ O � @ @ d E2 d CIL c U m ¢ D N @ @ -J N N a @ @ N cn > N (n Cn ° U — O ° o c (1) c 3 n c c o n m o E o o @ > o > o m m E o U O U) u) LL 0 0 Z Z co Roanoke Valley Resource Authority RUTROUGH ROAD LANDFILL POST -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 RRLF PC Fund is currently just over $500,000 and we are in the process of issuing a notice to proceed for the sediment basin removal and various other improvements. We anticipate that all of these funds will be spent by the end of the calendar year. 2018-2019 32 RESERVE FUNDS I w O 2 Q W U M O U) W Q' w W J Q W Y O z Q O h h M O) CO CO (D Cl) O M 't N _LD M O) (O M O W (O O d) h CO O) M M LO M O O 00 O LO h (O O) d' N r (O O O_ 00 d' h r_ M h LO O) M O h M O M O o0 r o) N Z O) V OD N N 'cl' <t V d' OM Ln h m co N r LO 00 rt M O M M 0 (O O) O LO O O O "t (O h <t N � Oi L J LO h q (O (O O) O) h M (O co r O O M LO O M r r m N LL Q M (o M (D (o M M M (fl LO Lo LO LO t t M M N NLC) a 7 m 64 64 64 (A EH 64 64 64 64 e3 64 e3 64 e3 69 (H 69 64 (A e3 64 N F, (O 00 Cl) O I- (O OO O) 00 h h N M 0 d' O O o O M M V O) LO V' O O) LO d' M O O O 00 0 M h N O WW( O LO O) LO q:00 V N h LO o0 r r M O) N V M O O r, -, (fl Ln r 'L (o':)) Ln 00 r (o m o v- LO Ln o) r --(o ou r - X O O LO Ln o0 r 00 00 W d' M O N r FV M N V' M It It N r N N z (» 64 (» 64 (» 64 64 64 (» EA 64 64 e3 64 64 EA (» (» (» (» h O N (O M N w h (n LO M O M M 010 (O O) h F h (O 00 M M Cl) r 0 V' o ON M 0 M O V' h 't J O h h LO O) O) O (O r O M M 6) O M Q) h 6) N M r Q O N N (D N o7 00 N h 00 O) It d' N (O O LO O (O LO V F, LO M h LO O h h O M O V (O M co LO (O M p. rt LO h (fl LO d' ti co N LO N O �- M M LO O M r h M z W (o (O (0 (0 (o (o M M (p LO LO LO LO 'It d M CO N N r (!} 69 e3 e3 e3 613 e3 64 e3 64 e3 64 64 E9 69 64 e3 64 64 69 64 U) N O h LO (D h 0 0O N O O) N N LO M LO h J W o W M 00 O) Co LO LO N h O M (O N LO O tO N W tO Q N (o r M d_ LO 00 't r O M O N M M O h CO r r h F, z (= M O) M V M M N 'd' (O f I-- 00 N d' O LO r h O) O aCO Nq O) h h (O M N LO 03 LO O h(0 M (o M O M N N r (O co N N r M d h d M M N LO o7 LO M LO r d W69 w 64 w e3 W 64 W 64 646q W e3 U3 e3 69 W 64 e3 e3 e3 L . ' . . O) M O)M LO ' ' O O V L LO LO 0o O (O O O o (o LO LO M (O N o O O) '2I O h N O) N h Lo LO t N � Tr p <t LO LO (D (o - Q 64 64 64 6S w 64 w w 64 e3 e3 64 64 64 64 w e3 e3 e3 69 1 L O LMO ' r N 0 N 1 00 � CO Q M O) W d_ O h r O) h J = F 41 LL =3 Q m co N Cl) N m LO N � O U e3 64 64 64 e3 w e3 e3 K3 w 64 e3 e3 e3 64 64 e3 W 64 64 z Q= W L L M M O) M It M O 'tt co O M O N h O o C) O Ln h LO o o 00 L() h <t o O O F-toO O O) O O O O( V O m O h N d Q(, _ oo M M h D7 'd' O) h h M CO O) O) M CD C) °� M M h C`) N N N M M N M N M CD Lo N M S T W O r r r U) e3 e3 64 H3 64 64 64 64 e3 64 64 64 64 e3 w 64 64 64 e3 e3 64 0 W N o Cl) Cl) M O o m It N 'ct O V' N O M 't V M LO M M Co h V W O M O W cel (� rt r d_ LO d' h 'tet N o0 LO LO r LO O (O og rM M r r N O r M CO CO N CO M N a o 0 0 e3 64 W 64 u3 (h e3 e3 64 64 64 64 64 W 64 e3 64691 3 (» W e LL LO O h M N r 00 N d' N CO (O O LO h 0 (O O LO h M Lr T h h o ao M h C z Ln o h N Ln Ln co r h Ln o _j r O g M <t M N <t M N N oo O M Co LO LO LO V Co h LO M M V r h LO 00 V M r -- be 6g 6g 00 64 e3 e3 64 eT 69 64 e3 64 64 64 e3 e3 64 64 e3 w e3 Ur L i i i L h h h 0 0 LO LO LO LO 'O' 0 0 LO z LO rl- M M M Ot co � M W o0 O) N, V' 'd' LO LO LO LO (O co W co 00 r Cl) O) O N 64 64 64 64 e3 64 64 64 e3 64 e3 64 64 64 64 e3 60, (g 64 e3 e3 L L L L i O M h M O Lnd O) O) N M o h M O (3) LO N (O (O (O N O h <t O N N r - (/) h r (O h 0 O) N N N N LO co V r r r 64 64 64 64 e3 e3 69 e3 e3 64 e} 64 64 e3 64 64 e} 64 fA 64 e3 ❑ i i i i i L i i i L 0Lo 0 M d ' if) 1 ' O LoZLO O Q r M r oD (O N (O N 69 64 64 e3 e} 69 64 64 64 e) 64 64 64 64 e3 64 64 69 64 64 64 i i i i i O i M L O i i i i h LO () co LO O N h I LO LO M d) h t] co (4 e3 69 01> 64 e3 64 6`3 e3 64 m 69 eJ e3 e3 64 69 69 e3 e3 64 64 U (O h w O O N M 'It LO LO h 00 O O r N M 'd' tO (O h M O O N co It LO (O a1 O O O 0 0 0 0 0 0 0 0 0 0 N N N N N N N rn rn rn rn o 0 0 0 0 o O o O o 0 0 0 0 0 0 0 0 0 o O O o 0 0 6 6 r r r r N N N N N N N N N N N N N N N N N N N N N N N N N N N 64 V h M M M O LO e3 M O h h LO O) h Cl) N LO M Ti (Y) (a V LO M (Y) 64 h Lo N 0 (t3 V O) LO co h M M Q JI v M w N a U Z NJ Ef3 EH ba 64 CD w U. a m LL en W w 64 64 2 Efl 64 64 EA Q64 E z Z EA J- a U) a � z w U) J w a U) Z O O O O O O O O O W 64 64 69 64 64 64 Eli ff3 a w z E o 0 0 0 0 00 0 0 Eli Eli 64 64 Eli E» 64 64 64I `r W a O w o U JS Q ~ -Q O O O O O O 'W" d} UD64 64 EA 64 64 EPr a J 2 U W J W o ca W U O o U = ag 164 o 0 0 0 0 0 0 0 a U 64U) 64 u3 EH E» 691 0 m w w O J !A a W N J U W Z E W > U � � N r � YN H w 06 OUJ- 609 O O w j Q O Qa C O 6, o LLO Q � Z ami v- o 64 0 Eli 0 6-, 0 64 0 64 00 fA 64 0 6a v= - a cn to m (' Z a C ro j O O O O O O O O 47 7 p 64 ER 69 69 ER d3 EH EA C o a y} m w n w @ W 0 ro c N xc 64 W tli E o C O � � N C ❑ a z Z o 0 0 0 0 0 0 0 O O Q e» 64 fR ffi 64 w 64 <» N L C N E m m L O m C N U)p O O O O O O O O c WI Efi EfT EA 64 Efi 64 Eli ffi O CL C v LL U 64 c c E a Q O CD 0 O �w N N NO N N N aT, v M Roanoke Valley Resource Authority CONTINGENCY FUND The purpose of the Contingency Fund is to provide (i) rate stabilization on an annual basis; and (ii) emergency funding for unforeseen increases in expenses or decreases in revenues. All reasonable efforts will be made to maintain a minimum balance in the Contingency Fund equal to 8-10% of the Authority's total annual operating budget for the current fiscal year. 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. 2018-2019 35 RESERVE FUNDS o A—k—;— CONTINGENCY 36 iUMM91 COMMENTS urplus from Operations urplus from Operations urplus from Operations urplus from Operations isfer to Site Development sfer from Recycling Fund urplus from Operations urplus from Operations urplus from Operations irplus from Operations )eficit from Operations ieficit from Operations irplus from Operations irplus from Operations arplus from Operations isfer to Operating Budget isfer to Operating Budget Arplus from Operations sfer to Operating Budget irplus from Operations sfer to Operating Budget arplus from Operations nsfer to Pay Bond Debt irplus from Operations er from Post Development irplus from Operations sfer to Operating Budget sfer for Residential Area irplus from Operations sfer to Operating Budget irplus from Operations sfer to Operating Budget irplus from Operations fer to Property Protection sfer to Operating Budget irplus from Operations irplus from Operations 2018-2019 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 10, 2018 RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2018-2019 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 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 2018-2019 budget of the Roanoke Valley Resource Authority for approval. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2018-2019 budget for the Roanoke Valley Resource Authority, 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 by the County Attorney, necessary to evidence said approval. Page 1 of 1 ACTION NO. ITEM NO. F.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: April 10, 2018 Ordinance authorizing the relocation of the polling place for Precinct 306 — Garst Mill pursuant to § 24.2-306, 307 and 310 of the 1950 Code of Virginia, as amended Anna Cloeter Registrar Thomas C. Gates County Administrator Request for authorization to move the polling place for Precinct 306 - Garst Mill. BACKGROUND: The Roanoke County Electoral Board requests that the Board of Supervisors approve its recommendation that Precinct 306 - Garst Mill to be relocated from the Cave Spring Rescue Station at 3206 Valley Forge Avenue in Roanoke, Virginia 24018 to Room 16 of The Brambleton Center at 3738 Brambleton Avenue in Roanoke, Virginia 24018. Per § 24.2-306(A) of the Code of Virginia, any changes in polling places must be enacted more than 60 days prior to the next election. Per § 24.2-306(B), notice of such a change must be mailed to all voters registered in the affected precincts at least 15 days prior to the next election. DISCUSSION: The Roanoke County Electoral Board believes that the relocation of this polling place will greatly improve voter accessibility and convenience. Roanoke County currently uses the Cave Spring Rescue station as the polling place for Precinct 306 - Garst Mill. Voters have long complained about the extremely limited parking available at the Rescue Station, while elderly voters and voters with physical disabilities face difficulty accessing and entering the building even if they manage to park in one of the few Page 1 of 3 spaces reserved for them under the Americans with Disabilities Act (ADA). Moving Precinct 306 - Garst Mill's polling place to Room 16 at The Brambleton Center will provide voters with a larger, more level parking area, excellent ADA accessibility for voters wishing to vote curbside as well as those wishing to vote inside the polls, and a big, open space measuring 22' by 35' that will adequately accommodate the County's voters, voting equipment, and Officers of Election. Additionally, Room 16 is located across the hall from both men's and women's restrooms and is adjacent to a kitchen area that Officers could use to store meals and beverages during their shifts from 5 AM to 7:30/8 PM on election days. Room 1, the community room/gymnasium at The Brambleton Center currently serves as the polling place for Precinct 506 - Mount Vernon. There is adequate space in the parking lot and significant separation between the two rooms that will be used as polling places. The overall facility and the rooms at either end of the building in which voting will take place are large enough to accommodate all assigned voters and allow both precincts to operate without issue. With appropriate signage and advance notice of the polling place relocation, we hope to minimize any of the initial confusion that may be caused by such a move. The following diagram shows the areas to be used for voting purposes: Page 2 of 3 E N T E GRRST W11 PRECINCT R • �IIII7 o ; nffiCC • n xc. • • F1 flif OffLI UIl stet.,. Oil rnr - `JRIVAt5fr ZRST MILL PRECINCT 1'}IPxs Cuh T • Off �pw • • Go oH-LLLLLLU -LLLM H Enlnl C}j7iEi LLJ Q C • A mE� q,3= OIT Oil A ' f'nnrnulninRnnm ° m PCT ## 06 MAE- O � m Roam nn otf 4 ll a Clfflce Nin, IRECYCLINU There have been no changes since the first reading of this ordinance on March 27, 2018. FISCAL IMPACT: The fiscal impact, including the required legal notice and postage for mailing notification postcards to affected voters, is estimated to be approximately $1,000. This sum will be paid from Voter Registration and Elections' current budget appropriation; no additional funding is being requested. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. Page 3 of 3 N IB ukF <� 1✓; ['--F R— Mtlfli -Ra9m '.Ici l[r Ii4011r liilshrn11 PCT. CURHSIUE _.. Kiln 614 PMlery R R �J • • Clay R— VOTER ACCESS Re . 1.9uftl- • Rooms + • Em • �IIII7 o ; nffiCC • n xc. • • F1 flif OffLI UIl stet.,. Oil rnr - `JRIVAt5fr ZRST MILL PRECINCT 1'}IPxs Cuh T • Off �pw • • Go oH-LLLLLLU -LLLM H Enlnl C}j7iEi LLJ Q C • A mE� q,3= OIT Oil A ' f'nnrnulninRnnm ° m PCT ## 06 MAE- O � m Roam nn otf 4 ll a Clfflce Nin, IRECYCLINU There have been no changes since the first reading of this ordinance on March 27, 2018. FISCAL IMPACT: The fiscal impact, including the required legal notice and postage for mailing notification postcards to affected voters, is estimated to be approximately $1,000. This sum will be paid from Voter Registration and Elections' current budget appropriation; no additional funding is being requested. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, APRIL 10, 2018 ORDINANCE AUTHORIZING THE RELOCATION OF THE POLLING PLACE FOR PRECINCT 306 — GARST MILL PURSUANT TO SECTION 24.2-306, 24.2-307 AND 24.2-310 OF THE CODE OF VIRGINIA, AS AMENDED WHEREAS, Sections 24.2-306, 24.2-307 and 24.2-310 of the Code of Virginia (1950), as amended, authorize the governing body of each county to establish the polling place for each precinct in that jurisdiction by ordinance; and WHEREAS, the citizens of Roanoke County, as well as the election officials, will be better served by the relocation of the Precinct 306-Garst Mill; and WHEREAS, the election officials have determined that the proposed polling place will provide more space for voting equipment, higher security to assure citizen and equipment safety, additional and more convenient parking and better accessibility for citizens for all future elections; and WHEREAS, the first reading of this ordinance was held on March 27, 2018, and the second reading of this ordinance and public hearing were held on April 10, 2018. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the relocation of the following polling place be and is hereby approved as follows: (1) Garst Mill Precinct 306 polling place in the Cave Spring Magisterial District be relocated from the Cave Spring Rescue Station at 3206 Valley Forge Avenue, Roanoke, Virginia 24018 to Room 16 of The Page 1 of 2 Brambleton Center at 3738 Brambleton Avenue, Roanoke, Virginia 24018; and 2. That the General Registrar for the County of Roanoke, Virginia is hereby authorized to take all measures necessary to comply with Virginia law and regulations regarding a change in a polling precinct and for reasonable notification to the voters of this change in their respective polling location. 3. That the County Administrator and the General Registrar are hereby authorized and directed to take such others actions as may be necessary to accomplish the intent of this ordinance. 4. That this ordinance shall take effect immediately. Page 2 of 2 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 10, 2018 Public hearing for citizen comments on the Proposed Fiscal Year 2018-2019 Operating Budget and the Proposed Fiscal Year 2019-2028 Capital Improvement Program Christopher R. Bever Director of Management and Budget Thomas C. Gates County Administrator Conduct a public hearing for citizen comment on the proposed fiscal year 2018-2019 Operating Budget and the fiscal year 2019-2028 Capital Improvement Program. BACKGROUND: State Code requires a public hearing to receive written and oral comments on the proposed fiscal year 2018-2019 Operating Budget and the proposed fiscal year 2019- 2028 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 2018-2019 and the fiscal year 2019-2028 Capital Improvement Program. A summary of the proposed budget was advertised in the Roanoke Times on April 1, 2018, and full budget documents can be found on the Roanoke County website at www.roanokecountvva.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. 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 comments on the proposed annual budget for fiscal year 2018-2019 and the fiscal year 2019-2028 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 10, 2018 Public hearing for citizen comments on the following items: Calendar Year 2018 Real Estate, Personal Property and Machinery and Tools Tax Rates Christopher R. Bever Director of Management and Budget Thomas C. Gates County Administrator Conduct a public hearing to receive citizen comment on the Calendar Year 2018 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 10, 2018, is to receive written and oral comments on setting the tax rates for calendar year 2018 to support the fiscal year 2018-2019 operating budget. The public hearing was advertised on March 30 and April 6, 2018, thereby satisfying State code requirements for public notice. The adoption of these tax rates was preceded by a public hearing on March 27, 2018, to receive written and oral comments on setting the maximum tax rates for calendar year 2018. 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 2018 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 10, 2018 Request to adopt the following tax rates: (a) Order setting the tax rate on Real Estate in the County of Roanoke for the calendar year 2018 (b) Order setting the tax levy on Personal Property situate in the County of Roanoke for the calendar year 2018 (c) Order setting the tax levy on a classification of personal property - Machinery and Tools - situate in Roanoke County for the calendar year 2018 Christopher R. Bever Director of Management and Budget Thomas C. Gates County Administrator Board of Supervisors adoption of calendar year 2018 tax rates to support the fiscal year 2018-2019 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 2018 tax rates will support the fiscal year 2018-2019 operating budget. DISCUSSION: Proposed tax rates for the twelve month period beginning January 1, 2018 and ending December 31, 2018, were advertised on March 30 and April 6, 2018 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 10, 2018. A public hearing for citizen comment on the proposed fiscal year 2018-2019 operating budget and proposed fiscal year 2019-2028 Capital Improvement Program was also held on April 10, 2018. The adoption of these tax rates was preceded by a public hearing on March 27, 2018, to receive written and oral comments on setting the maximum tax rates for calendar year 2018. The maximum tax rates set on March 27, 2018, by the Board of Supervisors are as follows: Tax Rate 2017 Calendar 2018 Calendar Value of a Penny Description Year Tax Rate Year Maximum on Tax Rate Tax Rate Real Estate Tax $1.09 per $100 $1.09 per $100 $845,000 Rate Assessed Value Assessed Value Personal Property $3.50 per $100 $3.50 per $100 $88,300 Tax Rate including Assessed Value Assessed Value Business Personal Property Tax Machinery and $2.85 per $100 $2.85 per $100 $9,300 Tools Tax Assessed Value Assessed Value FISCAL IMPACT: Fiscal impact will be determined if the Board adopts tax rates that differ from Calendar Year 2017 tax rates. STAFF RECOMMENDATION: Staff recommends the Board of Supervisors adopt calendar year 2018 tax rates. 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 10, 2018 ORDER SETTING THE TAX RATE ON REAL ESTATE SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2018 BE IT ORDERED by the Board of Supervisors of Roanoke County, Virginia, that the levy for the twelve-month period beginning January 1, 2018, and ending December 31, 2018, 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 10, 2018 ORDER SETTING THE TAX LEVY ON PERSONAL PROPERTY SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2018 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, 2018, and ending December 31, 2018, 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, 2018, and ending December 31, 2018, 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 10, 2018 ORDER SETTING THE TAX LEVY ON A CLASSIFICATION OF PERSONAL PROPERTY - MACHINERY AND TOOLS - SITUATE IN ROANOKE COUNTY FOR THE CALENDAR YEAR 2018 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, 2018, and ending December 31, 2018, 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: April 10, 2018 Appointments to Committees, Commissions and Boards Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator All open district appointments BACKGROUND: 1. Budget and Fiscal Affairs Committee (BFAC) (appointed by District) The following District appointments remain open: Cave Spring Magisterial District Vinton Magisterial District 2. Economic Development Authority (EDA) (appointed by District) Billy H. Branch, representing the Cave Spring Magisterial District has resigned. His four-year unexpired term ended September 26, 2017. The following four-year term expired on September 26, 2017: a) Steve Anderson, representing the Cave Spring Magisterial District is eligible for reappointment 3. Library Board (appointed by District) The following four-year term expired on December 31, 2016: Page 1 of 2 a) Heather Lawrence, representing the Vinton Magisterial District FISCAL IMPACT: There is no fiscal impact associated with this agenda item. 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 10, 2018 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, 2018, 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 3 inclusive, as follows: 1. Approval of minutes — February 13, 2018 2. Confirmation of appointment to the Roanoke Valley Greenway Commission 3. Observance and Proclamation of Friday, April 27, 2018 as National Arbor Day in Roanoke County 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 10, 2018 Confirmation of appointment to the Roanoke Valley Greenway Commission Deborah C. Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Confirmation of reappointment to the Roanoke Valley Greenway Commission BACKGROUND: Gregory Walter's appointment to the Roanoke Valley Greenway Commission will expire on April 8, 2018. DISCUSSION: The Board of Supervisors has recommended the reappointment of Gregory Walter to a three-year term to expire April 8, 2021. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends confirmation of this appointment. Page 1 of 1 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 10, 2018 Observance and Proclamation of Friday, April 27, 2018, as National Arbor Day in Roanoke County Doug Blount Director of Parks Recreation and Tourism Thomas C. Gates County Administrator Observance and Proclamation of Friday, April 27, 2018 as National Arbor Day in Roanoke County BACKGROUND: The Arbor Day Foundation has named Roanoke County a 2017 Tree City USA Community for its commitment to effective urban forestry management. It is the 20th 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 enable 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 National Arbor Day on Friday, April 27, 2018, with a celebration at Back Creek 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. Additionally, Roanoke County Parks, Recreation and Tourism will plant trees at Mayflower Hills Park for the disc golf course that is under construction and scheduled to open in May 2018, furthering the mission of implementing the Explore Park Adventure Plan. Volunteers from Faith Christian School will assist Roanoke County in planting these trees in honor of Arbor Day through their annual day of service known as Project Faith Day. 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 27, 2018, as National Arbor Day in Roanoke County. Page 2 of 2 0 Arbor Day Foundation - Board of Supervisors Chairman Joseph McNamara 5204 Bernard Drive, 4th Floor 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 2017 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. If ever there was a time for trees, now is that time. Communities worldwide are facing issues with air quality, water resources, personal health and well-being, and energy use. Roanoke County is stepping up to do its part. As a result of your commitment to effective urban forest management, you are helping to provide a solution to these global challenges. 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 2017 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. C�uUn#g of Ytoanahic O� Kv..i110LC�' Z � � 2 J d� 1 38 DECLARING FRIDAY, APRIL 27, 2018, 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, 2018 is the 146th anniversary of Arbor Day which is now observed throughout the nation and the world, and will be celebrated in Roanoke County on Friday, April 27, 2018; and WHEREAS, the Arbor Day Foundation in partnership with the U.S. Forest Service and the National Association of State Foresters has recognized Roanoke County as a Tree City USA Community for the 20th year; 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 27, 2018, 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 1Oth day of April 2018 1. 1(--I--- George G. Assaid PMI C. North P. Jasofi Peters eph P. McNamara Martha B. Hooker Q) .�d 0 c 0 � 0 � � � 0 U Q) � Q) Q) w 3 . v � c m � � Q) to c � 0 U � 0 m � u c m 2 -0 Q) m CL 0 CL CL 2 � 00 0 N P� 0 J_ 2 � MA LL rq rq cm cm o u 0 � A . 7 Ln 00 m cr m 0 ° c� % r- % g M c 0 0 0 C � 7 E / § I m 0 u » )» n 0 . 2 » > k q 2 2 cm q % \ m r- 0 .2U L % e § cm 0 Ln CL ca � c k \ _ / \ u / % / % � q % » % \ \ 0 Ln / » ) kk / ƒ ( } ( 9 E 9 ƒ f 2 & 2 I rq % g < g # 0 \ % u \ to Ln 2% - % / I $ 2 0 7 00 $ r 00 2 q ) \ \ ) \ 0 2 \ 0 \ m § \ § o 2 » ƒ & » u ) / E � E / _ & § ° % ° 4 a_ a \ / \ / $ N 0 \ N 0 { \ @ & / @ & % / ^ COUNTY OF ROANOKE, VIRGINIA CHANGES IN OUTSTANDING DEBT Changes in outstanding debt for the fiscal year to date were as follows: Audited Outstanding June 30, 2017 Additions Deletions General Obligation Bonds $ 3,640,935 $ - VPSA School Bonds 86,990,706 Lease Revenue Bonds 78,410,705 6,440,000 Outstanding April 10, 2018 $ 3,640,935 8,107,624 78,883,082 3,005,000 81,845,705 $ 169,042,346 $ 6,440,000 $ 11,112,624 - $ 164,369,722 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: APPROVED BY: ISSUE: April 10, 2018 Work session to review with the Board of Supervisors the Proposed Fiscal Year 2018-2019 Operating Budget Christopher R. Bever Director of Management and Budget Thomas C. Gates County Administrator Review fiscal year 2018-2019 expenditure budgets and fiscal year 2018-2019 revenues including fees and charges for services included in the County Administrator's proposed operating budget. Staff will also review with the Board of Supervisors updated County financial policies. 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 13, 2018. This work session is the second of three scheduled work sessions before first reading to adopt the budget on May 8, 2018. DISCUSSION: This work session will provide information to the Board of Supervisors regarding various items associated with expenditures and revenues included in the County Administrator's Proposed Fiscal Year 2018-2019 Operating Budget. Information will also be provided on updated County financial policies. Updated financial policies are included as attachments to this board report form. Page 1 of 2 FISCAL IMPACT: Any changes to the operating budget or financial policies that achieve Board of Supervisors consensus will be documented and presented at the April 24, 2018, budget work session and incorporated into the budget ordinances. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding fiscal year 2018-2019 operating budget expenditures, fiscal year 2018-2019 revenues including fees and charges for services. Staff also recommends that the Board of Supervisors receive information regarding updates to the County's financial policies and direct staff to add an item to the April 24, 2018, Board of Supervisors meeting calling for the adoption of the updated financial policies through Board of Supervisors resolution. 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The County's financial policies establish the framework for financial planning and management and provide guidelines against which budgetary performance can be measured and proposals for future funding can be evaluated. The policies further ensure that the County continues to be a model for excellence in government by providing direction in the areas of revenues, operating expenditures, Capital Improvement Program, reserves and debt management. 2. Purpose The primary objective of financial management policies is for the Board of Supervisors to create the framework for making sound financial decisions. The County Administrator is responsible for the daily administration of the Board's policies and general County operations. The County Administrator may designate other County officials to assist in the administration of these policies. These financial management policies are a statement of the guidelines and goals that influence and guide the financial management practices of the County of Roanoke. Financial management policies that are adopted, adhered to, and regularly reviewed are recognized as the cornerstone of sound financial management. 3. Objectives A. To contribute significantly to the County's ability to insulate itself from fiscal crises and economic disruption in order to ensure continuous delivery of public services. B. To provide sound principles to guide the important decisions of the Board and of management which have significant fiscal impact. C. To assist sound management of County government by providing accurate and timely information on financial condition. D. To promote long-term financial planning in regards to both day-to-day operations and capital improvements. E. To set forth operational principles which minimize the cost of government, to the extent consistent with services desired by the public, and which minimize financial risk. F. To ensure the legal use of all County funds through a good system of financial security and internal controls. G. To employ policies which prevent undue or unbalanced reliance on certain revenues, which distribute the costs of county government services as fairly as possible, and which provide adequate funds to operate desired programs. H. To provide essential public facilities and prevent deterioration of the County's public facilities and its capital plan. I. To enhance access to short-term and long-term markets by helping to achieve the highest credit and bond ratings possible. J. To protect and enhance the County's credit rating and prevent default on any debts. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Section 2 — Financial Reporting Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 2 OF 16 The County's accounting and financial reporting will comply with: A. Generally Accepted Accounting Principles of the United States of America (GAAP) B. Government Accounting Standards (GAS), issued by the Comptroller General of the United States C. The Uniform Financial Reporting Manual, issued by the Auditor of Public Accounts of the Commonwealth of Virginia D. Specifications for Audits of Counties, Cities and Towns, issued by the Auditor of Public Accounts of the Commonwealth of Virginia E. Circular A-133 Audits of States, Local Governments, and Non -Profit Organizations, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, and the Compliance Supplement, issued by the U.S. Office of Management and Budget F. The Government Finance Officers Association's Certificate of Achievement for Excellence in Financial Reporting and Distinguished Budget Presentation Award Programs G. The Code of Virginia, and other legal and regulatory bodies' requirements, as applicable 2. The County will establish and maintain an internal control structure designed to protect the County from loss, theft and misuse. The structure will be designed to provide reasonable assurance of that objective; the concept of reasonable assurance recognizes that: A. The cost of a control should not exceed the benefits likely to be derived B. The valuation of costs and benefits requires estimates and judgments made by management 3. The County will also maintain a complete inventory of capital assets meeting its capitalization thresholds, in accordance with Generally Accepted Accounting Principles of the United States of America. 4. A comprehensive, annual financial audit, including an audit of federal grants, will be conducted by an independent public accounting firm, and the results of that audit will be presented publicly to the Board of Supervisors by December 31, following the end of the previous fiscal year. Section 3 — Annual Budget Budget Ordinances A. The County's Annual Budget Ordinances will be balanced, adopted and administered in accordance with the Local Government Budget and Fiscal Control Act (N. C. G. S 159- 8{a}). This Act states that a budget ordinance is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. B. The General Fund, Special Revenue Funds, Debt Service Funds, Capital Project Funds, Schools and Internal Service Funds shall have legally adopted budgets through the annual budget ordinances. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 3 OF 16 C. County staff shall provide for approval by the Board five ordinances providing appropriations for County and Schools operating, capital, and transfers. These ordinances will include: 1. An ordinance appropriating funds for the County's fiscal year operations budget. 2. An ordinance appropriating funds for the County's fiscal year capital budget. 3. An ordinance appropriating funds for the County's transfers to, and on behalf of, the Schools. 4. An ordinance appropriating funds for the Schools' fiscal year operations budget. 5. An ordinance appropriating funds for the Schools' fiscal year capital budget. D. The Board does not legally adopt budgets in instances where the County acts as fiscal agent for trust and agency funds. 2. Budgeting Process A. County staff shall provide to the Board a calendar of significant dates and legal requirements associated with the next fiscal year budget no later than October of each year. B. The County Administrator shall submit to the Board a balanced Capital Budget in January and a balanced Operating Budget in March for the next fiscal year. C. After a series of work sessions and public hearings on the budget, the Board of Supervisors shall adopt the annual operating and capital budgets for both the County and the Schools in May for appropriations effective July 1 of the next fiscal year. 3. Budgeting Philosophy The budget will provide for current expenditures balanced with current revenues. It will address the adequate maintenance and orderly replacement of capital assets, and the adequate funding of all retirement systems and other post -employment benefits (OPEB). Funding shall be identified for incremental operating costs associated with capital projects in the operating budget after being identified and approved in the Capital Improvement Program. 4. Budget Monitoring The County will maintain a budget control system and staff will monitor and evaluate expenditures and revenues as compared to budget and/or prior year-to-date reports. The County Administrator will propose recommendations to the Board for adjustments as needed. Section 4 — Revenues and Expenditures 1. Revenues A. The County will strive to maintain a diversified and stable revenue system to shelter the organization from fluctuations in any single revenue source and ensure its ability to provide ongoing service. B. The County's annual revenue streams consist of local, state, federal and other financing sources. It is the County's policy for one-time revenues to be used to fund capital projects or other non-recurring expenditures. County staff will provide revenue estimates for the COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 4 OF 16 next fiscal year by using historical data, current economic conditions, and future economic projections. C. Revenue estimates are monitored on a regular basis to identify any potential trends that would significantly impact the revenue sources. In January of each year, County staff will provide for information to the Board a mid -year update of current year revenues as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year- end revenue estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual revenues for the previous fiscal year. 2. Revenue Team A. A Revenue Team composed of County staff and appropriate Constitutional Officers meets to review current construction trends, the number of authorized building permits, housing sales, mortgage rates, and other economic data which impact Real Estate Tax revenue collections. B. In addition, the Revenue Team uses statistical models to estimate revenue categories including but not limited to: the Personal Property Tax; Local Sales Tax; Business, Professional, and Occupational License Tax; Consumer Utility Tax; Hotel and Motel Tax; Meals Tax; and Recordation Tax. 3. Fees and Charges A. Roanoke County, where possible, institutes user fees and charges for providing specialized programs and services. Established rates recover operational costs, indirect costs, and capital or debt service costs. The County will regularly review user fee charges and related expenditures to determine if it is meeting pre -established recovery goals. B. As part of the budget development process, County staff shall produce an annual Fee Compendium to be adopted by the Board of Supervisors at the same time as adoption of the Annual Budget Ordinances. The Fee Compendium will list all fees and charges imposed by the County for providing specialized programs and services. The Fee Compendium will provide details on the type of fee, authority to levy the fee, current fees, and proposed changes to the current fees. 4. Revenue Sharing Formula with Schools The Revenue Sharing formula establishes a mechanism to share County revenue with the Schools through the application of a formula. The formula accounts for the shifting dynamic between the level of student enrollment and the overall population of the County to determine a revenue sharing ratio that provides both organizations an equitable amount of resources relative to need. The allocation formula includes the following calculations: A. Calculate Three -Year Average: Establish a three year rolling average index for the changes in county population and student enrollment. Using a rolling average eliminates significant fluctuations from year to year while recognizing that these trends affect the provision of services. The statistics used for this index will be derived from publicly available sources as follows: 1. County population - Population numbers published in the statistical section of the Roanoke County Comprehensive Annual Financial Report (County CAFR). COUNTY OF ROANOKE Policy Number PAGE 5 OF 16 Roanoke, Virginia COMPREHENSIVE EFFECTIVE DATE FINANCIAL POLICY JULY 1, 2018 2. Student enrollment - Average Daily Membership (ADM) published in the statistical section of the Roanoke County Schools Comprehensive Annual Financial Report (School CAFR) and the Budget and Salary Scales (adopted budget). B. Calculate Net Allocation Change: 1. Calculate a payroll factor using the percentage of school personnel budget to total personnel budget for the County and the Schools for the current year. 2. The payroll factor should be applied to the change in the three year rolling average index and then applied to the current year index to arrive at a net tax allocation change for the new budget year. C. Calculate Increase/(Decrease) in School Transfer: 1. Apply the net tax allocation change to the allocation percent calculated in the prior year to arrive at the new percent of adopted budget net taxes. This percent is then applied to the projected County revenues for total general property taxes and total other local taxes as published in the Roanoke County Annual Financial Plan (General Fund Summary of Revenue). 2. The amount budgeted to Visit Virginia's Blue Ridge (previously committed by Board of Supervisors action) will be subtracted from the General Property and Local Tax projection. 3. New economic development incentives will be subtracted from the General Property and Local Tax projection and added back when each incentive arrangement expires. 4. Increases in the amount budgeted for Comprehensive Services Act (CPMT) will be subtracted from the General Property and Local Tax projection (since this provides benefits to and satisfies obligations of both the school and general population). 5. The increase or decrease in the school transfer is then added to or deducted from the transfer to schools for the previous year to arrive at the total transfer to schools for the next budget. D. The Schools Revenue Sharing formula calculation shall be included in the County's annual financial plan. E. Other: 1. During each annual budget preparation cycle, County staff and School staff shall work collaboratively to determine the increase or decrease in the operating allocation to the schools from the County. 2. The allocation of revenues are subject to annual appropriations by the Board of Supervisors. 5. Expenditures The County's expenditure budget is divided into functional areas (departments), transfers, non -departmental, and capital fund expenditures. In coordination with departments, Budget staff will monitor expenditures throughout the fiscal year to ensure compliance with legal requirements and accounting standards. Expenditure estimates are monitored on a regular basis to identify any potential trends that would significantly impact the approved budgeted expenditure levels. In January of each year, County staff will provide for information to the Board a mid -year update of current year COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 6 OF 16 expenditures as relates to the adopted budget. In September of each year, or soon thereafter as preliminary year-end expenditure estimates are available, County staff will provide for information to the Board a year-end comparison of budgeted to actual expenditures for the previous fiscal year. 6. Board of Supervisors Contingency Expenditure Budget The Board of Supervisors generally appropriates a Contingency budget to provide for unanticipated expenditures that arise during the year. This budget is recommended to be established at a minimum of $50,000, though the Board has the discretion to alter that amount through the budget appropriation process. The use of these funds require approval of the Board of Supervisors. 7. Expenditure Budget Transfers Language is included in the annual Operating and Capital Budget Ordinances providing the County Administrator, or his/her designee, the authority to transfer funds within and between appropriation functions. Amendments impacting the level of budget authority established by fund through the Annual Operating and Capital Budget Ordinances must be approved by the Board as a supplemental budget appropriation. Language governing expenditure budget transfers will be reviewed by staff and approved by the Board on an annual basis. 8. Revenue and Expenditure Forecasting A forecast of General Fund expenditures and revenues is developed as part of each year's budget process and is periodically updated. Individual and aggregate revenue categories, as well as expenditures, are projected by revenue and/or expenditure type. Historical growth rates, economic assumptions and County expenditure priorities are all used in developing the forecast. This tool is used as a planning document for developing the budget guidelines and for evaluating the future impact of current year decisions. Forecasts of revenues and expenditures are also developed for the County's Capital Improvement Program. Information regarding those forecasts can be found in the section entitled "Capital Improvement Planning" 9. Fiscal Impact Review It is County policy that all items having potential fiscal impact be presented to the Board of Supervisors for review. This review can be part of the annual operating or capital budgets, or as part of the "Fiscal Impact" section of a Board Report Form, which accompanies all Board agenda items. Effective management dictates that the Board of Supervisors and County citizens be presented with the direct and indirect costs of all items as part of the decision making process. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Section 5 — Capital Improvement Planning Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 7 OF 16 Ten -Year Capital Improvement Program (CIP) The County Administrator annually will submit to the Board for its consideration a ten-year Capital Improvement Program (CIP) pursuant to the timeline established in the annual budget preparation schedule. For inclusion in the Capital Improvement Program, a project or collection of projects generally must have an estimated useful life that exceeds five years with a total project cost of at least $100,000. The Capital Improvement Program shall include the following elements: A. A statement of the objectives of the Capital Improvement Program and its relationship to the County's Strategic Plans, as applicable; B. An estimate of the cost and anticipated sources of funds for each project included in the Capital Improvement Program. Each year of the ten-year program must be balanced in that all capital expenditures included in the plan must have an identified funding source. C. A summary of capital projects considered, but not included in the balanced ten-year program. D. An estimate of the fiscal impact of the project, including additional operating costs or revenues impacting the County's Operating Budget associated with the project. E. Adherence to all policies related to debt and debt service as described in the section entitled "Debt Management". 2. Capital Year Budget The first year of the Capital Improvement Program, also known as the Capital Year Budget, will be appropriated by the Board as part of the adoption of the annual Capital Budget Ordinance. The annual Capital Budget Ordinance shall set forth specific provisions regarding funds remaining at project completion and the ability of the County Administrator to transfer funds to facilitate the completion of an existing project. 3. Facilities Assessment The County and Schools shall obtain an independent, professional, and comprehensive facilities assessment to ascertain the present condition of each facility, and to assist the County and the Schools in forecasting capital funding requirements to address deficiencies. The assessment shall also be used to establish priorities for the maintenance, repair, enhancement, or replacement of facilities and their component systems, and to be used in the development of the Capital Maintenance Program and Capital Improvement Program. Further, the analysis as presented in the assessment shall be useful when identifying and justifying needs to support a future bond issue. This evaluation shall be reviewed internally by staff on an annual basis and updated by an independent professional every 7-10 years after the initial evaluation. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 8 OF 16 4. Capital Project Status Reports On a bi-annual basis, County staff shall provide the Board with a summary status of all active capital projects. The summary shall include status of the project, financial information, and other relevant information as determined by staff. Section 6 — "Pay-as-you-go" Financing 1. A number of options are available for financing the Capital Improvement Program, including bond proceeds and other non -County funding sources (e.g. grants and private capital contributions). The County generally looks to maximize the use of current revenue, or "pay-as- you-go" financing. Financing capital projects from current revenues indicates the County's intent to show purposeful restraint in incurring long-term debt. 2. The decision for using current revenues to fund a capital project is based on the merits of the particular project in relation to an agreed upon set of criteria, including balancing capital needs versus operating needs. In determining the merits of "pay-as-you-go" financing, non-recurring revenues should not be used for recurring expenditures. Section 7 — Debt Management 1. Legal Requirements The County shall comply with all requirements of the Code of Virginia and other legal and regulatory bodies' requirements regarding the issuance of bonds and other financing sources for the County or its debt issuing authorities. The County shall comply with the U.S. Internal Revenue Service arbitrage rebate requirements for bonded indebtedness. In addition, the County will institute a control structure to monitor and ensure compliance with bond covenants. 2. Purposes for Debt Issuance The County may issue debt for the purpose of acquiring or constructing Capital Projects, including buildings, machinery, equipment, furniture and fixtures. This includes debt issued on behalf of the Schools for the same purposes. When feasible, debt issuances will be pooled together to minimize issuance costs. The Capital Improvements Program will identify all debt - related projects and the debt service impact upon operations identified. 3. Guidelines for Issuing Debt The County recognizes that the essential components of a debt policy are the limitations and guidelines set by the locality. The following guidelines reflect the County's philosophy concerning indebtedness: A. Debt issuances are limited to $10 million annually with one year designated for County capital projects and two years designated for School Capital projects included in the adopted Capital Improvement Program (CIP). Bond funding shall be allocated to the County in FY 2020, FY 2023, and FY 2026; to the Schools FY 2019, FY 2021, FY 2022, FY 2024, FY 2025, FY 2027, and FY 2028. Effective with capital projects appropriated on or after July COUNTY OF ROANOKE Policy Number PAGE 9 OF 16 Roanoke, Virginia COMPREHENSIVE EFFECTIVE DATE FINANCIAL POLICY JULY 1, 2018 1, 2018 (FY 2019), bond funding may be "banked" for purposes of accumulating bonding capacity where project costs exceed the $10 million limit. B. The County will not use short-term borrowing to finance operating needs, except in instances as described under "Revenue Anticipation Notes". C. Long-term debt will be used in compliance with all aspects of the debt policy. D. The maturity of any debt will not exceed the expected useful life of the project for which the debt is issued. No bonds greater than twenty (20) years will be issued. E. Each project proposed for financing through debt issuance will have a multi-year analysis performed for review of the debt service impact on the County's General Government Operating Budget and an analysis on the County's approved Debt Ratios as indicated in the section entitled "Debt Limits". F. At a minimum, all issuances of Debt require approval and appropriation of the proceeds by the Board of Supervisors with additional approvals, if applicable, indicated in the section entitled "Types of Debt/Structural Features". 4. Funding Sources for the Debt Payment Reserve Fund A. Annual contributions to the Debt Payment Reserve Fund shall total $8.2 million from the following sources: $4.2 million from County sources, $2.2 million from School sources, and $1.8 million from expired Economic Development incentives. Additionally, changes in debt service payments beneficial to the fund shall be retained by the Fund. Contributions will be accounted for in the Debt Payment Reserve Fund. B. The Debt Payment Reserve Fund will use a benchmark interest rate assumption of six percent (6%). Contribution levels to support the capital financing plan will be reviewed annually and changed upon mutual agreement of the Board of Supervisors and School Board. C. Funding in the amount of $1 million from the County and $1 million from the Schools will continue for the Capital Maintenance Programs and be included in the Capital Improvement Program. Section 8 — Debt Limits 1. The County does not have any Constitutional or Statutory Debt Limits. The County does abide by the following self-imposed debt targets: A. Net Outstanding and Projected Debt as a Percentage of Total Taxable Assessed Value will not exceed three percent (3%) in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program. B. General Obligation Current and Projected Debt Service as a Percentage of General Government Expenditures will not exceed ten percent (10%) in the current fiscal year or subsequent fiscal years as detailed in the County's Capital Improvement Program. General Government expenditures include the Governmental Fund expenditures, the School Board component unit expenditures, and County and School transfer to capital projects and Proprietary Funds as outlined in the County's Comprehensive Annual Financial Report (CAFR). COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 10 OF 16 2. All debt ratio calculations shall include debt issued on behalf of the Schools. These ratios will be calculated each year in conjunction with the budget process and the annual audit. Section 9 — Types of Debt/Structural Features Revenue Anticipation Notes A. The County's General Government Fund Balance was designed to provide adequate cash flow to avoid the need for Revenue Anticipation Notes (RANs). B. The County may issue RANs in an extreme emergency beyond the County's control or ability to forecast when the revenue source will be received subsequent to the timing of funds needed. C. The County will issue RANs for a period not to exceed the one year period permitted under the Constitution of Virginia, Article VII section 10. 2. General Obligation Bonds A. The Constitution of Virginia, Article VII section 10, and the Public Finance Act provide the authority for a County to issue General Obligation (GO) Debt with no limit on the amount of GO Debt that a County may issue. The County may issue GO Debt for capital projects or other properly approved projects. B. All debt secured by the general obligation of the County must be approved by the Board of Supervisors and a public referendum, with the exception of Virginia Public School Authority (VPSA) Bonds and State Literary Fund Loans, which do not need approval by referendum. 3. VPSA Bonds and State Literary Fund Loans A. School capital projects may be constructed with debt, either through VPSA Bonds or State Literary Fund Loans, and refunding bonds with preference given to accessibility and interest rates. B. Approval of the School Board is required prior to approval by the Board of Supervisors. 4. Lease/Revenue Bonds A. The County may issue Lease/Revenue bonds to fund enterprise activities or for capital projects that will generate a revenue stream. B. The bonds will include written covenants, which will require that the revenue sources are sufficient to fund the debt service requirements. C. Cost of issuance, debt service reserve funds and capitalized interest may be included in the capital project costs and thus are fully eligible for reimbursement from bond proceeds. 5. Capital Acquisition Notes and Leases The County may issue short-term notes or capital leases to purchase buildings, machinery, equipment, furniture and fixtures. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 11 OF 16 6. Moral Obligation Debt A. The County may enter into leases, contracts, or other agreements with other public bodies, which provide for the payment of debt when revenues of such agencies may prove insufficient to cover debt service. B. Payment of such moral obligation debt service will be done when the best interest of the County is clearly demonstrated. C. While such moral obligation support does not affect the debt limit of the County, the amount of bonds issued with the County's moral obligation should be controlled in order to limit potential demands on the County. There is no legal obligation, but the County is placing its good name and reputation on the line and there is every expectation that the County would make good any deficiencies when a default exists. 7. Credit Objectives The County of Roanoke will strive to maintain or improve its current bond ratings. The County will also maintain relationships with the rating agencies that assign ratings to the County's various debt obligations. The rating agencies will be kept abreast of the County's financial condition by providing them with the County's Comprehensive Annual Financial Report (CAFR) and the Operating and Capital Improvement Program Budget. 8. Authorized Methods of Sale The County will select a method of sale that is the most appropriate in light of financial, market, transaction -specific and issuer -related conditions. Debt obligations are generally issued through competitive sale. If the County and its financial advisor determine that a competitive sale would not result in the best outcome for the County, then a negotiated sale, private placement or other method may be chosen. 9. Selecting Outside Finance Professionals The County of Roanoke will retain external finance professionals to be selected through a competitive process. The finance professionals will include, but may not be limited to, the financial advisor, bond counsel and the underwriter. The finance professionals will assist in developing a bond issuance strategy, preparing bond documents and marketing bonds to investors. The length of the contracts will be determined by the County. The selection process will require experience in the following: municipal debt, diverse financial structuring, and pricing municipal securities. 10. Post -Issuance Compliance A. The Director of Finance will oversee post -issuance compliance activities to ensure compliance with federal guidelines and other legal regulatory requirements including: 1. Tracking proceeds of a debt issuance to ensure they are spent on qualified tax-exempt debt purposes 2. Maintaining detailed records of all expenditures and investments related to debt funds 3. Ensuring that projects financed are used in a manner consistent with legal requirements COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 12 OF 16 4. Reporting of necessary disclosure information and other required fillings in a timely manner 5. Monitoring compliance with applicable arbitrage rules and performing required rebate calculations in a timely manner B. The Director of Finance may consult with bond counsel, financial advisors or other professionals as deemed appropriate to meet the post -issuance compliance requirements. Section 10 — Reserves 1. General Government Fund A. The County of Roanoke's General Government Fund (Fund C100) Unassigned Fund Balance will be maintained to provide the County with sufficient working capital and a comfortable margin of safety to address emergencies and unexpected declines in revenue. B. The General Government Fund's Unassigned Fund Balance should not be used to support recurring operating expenditures outside of the current budget year. If a budget variance requires the use of Unassigned Fund Balance, the County will decrease the General Government Fund's expenditures and/or increase the General Government Fund's revenues to prevent using the Unassigned Fund Balance for two consecutive fiscal years to subsidize General Fund operations. C. The General Government Fund's Unassigned Fund Balance will be as follows: Fund Number Fund Name Policy C100 General Government Fund Twelve percent (12%) of budgeted annual General Government expenditures D. In the event that the General Government Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the twelve percent (12%) minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted General Government Fund Unassigned Fund Balance in a timely manner. E. Funds in excess of the maximum annual requirements outlined above may be considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring expenditures with Board approval. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY 2. Other General Funds A. For the funds listed follows.. Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 13 OF 16 below, an annual Unassigned Fund Balance shall be maintained as B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County's General Fund may carry a reserve balance but do not have a specific annual target. These County Funds are not permitted to expend funds in excess of available revenues. 3. Capital Reserve Funds The County will maintain funds for the specific use of providing "pay-as-you-go" funding for capital projects as detailed in the approved Capital Improvement Program. Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances. On annual basis, County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. Fund Item Number Fund Name Policy Children's Services Twenty percent (20%) of budgeted annual 1. C111 Act (CSA) expenditures Criminal Justice Ten percent (10%) of budgeted annual 2. C126 Academy expenditures Seven and a half percent (7.5%) of budgeted 3. C130 Fleet Service Center annual expenditures Communications Ten percent (10%) of budgeted annual 4. C142 Shop expenditures Emergency Seven and a half percent (7.5%) of budgeted 5. C144 Communications annual expenditures Center (ECC) Five percent (5%) of budgeted annual 6. C150 Recreation Fee Class expenditures B. In the event that any of the Fund's Unassigned Fund Balance is used to provide for temporary funding of unforeseen emergency needs, the County shall restore the balance to the minimum, as defined above, within two fiscal years following the fiscal year in which the event occurred. This will provide for full recovery of the targeted Fund Unassigned Fund Balance in a timely manner. C. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring expenditures with Board approval. D. All other County Funds structured under the County's General Fund may carry a reserve balance but do not have a specific annual target. These County Funds are not permitted to expend funds in excess of available revenues. 3. Capital Reserve Funds The County will maintain funds for the specific use of providing "pay-as-you-go" funding for capital projects as detailed in the approved Capital Improvement Program. Contributions to the Capital Reserve Fund will primarily be made with year-end expenditure savings and revenue surplus balances. On annual basis, County staff shall present to the Board for consideration the allocation of year-end balances to support the Capital Reserve Fund. There are no minimum fund balance requirements associated with the Capital Reserve Fund. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY 4. Internal Service Fund Reserves Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 14 OF 16 The County has three funds classified as Internal Services Funds; they include the Health Insurance Fund, Dental Insurance Fund, and Risk Management Fund. A. Health Insurance Fund (Fund C700) 1. So as long as the County continues the current policy of self-insuring health insurance costs, a reserve for healthcare costs shall be maintained as follows: Fund Fund Name Policy Number Fund Name Policy C700 Health Insurance Fund Ten percent (10%) of budgeted healthcare costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. 2. To the extent the reserve falls below the minimum threshold of 10%, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Health Insurance Fund to restore the Health Insurance Fund Balance policy with Board approval. 3. At no time shall the use of funds in excess of the 10% fund balance plus a reserve equal to the estimated incurred but not reported (IBNR) claims be used to reduce the annual employee contribution to the Health Insurance Fund, except in cases where a temporary rate adjustment has been made to restore minimum Health Insurance Fund Balance levels. Funds in excess of the Unassigned Fund Balance policy outlined above may be considered to supplement "pay-as-you-go" capital expenditures or other nonrecurring expenditures with Board approval. B. Dental Insurance (Fund C705) So as long as the County elects to provide a fully insured Dental plan, no reserve is required. If the County elects to self -insure Dental Insurance costs in the future, a reserve for dental costs will be established by the Board. C. Risk Management (Fund C710) 1. So as long as the County continues the current policy of self-insuring Worker's Compensation costs, a reserve for Risk Management costs shall be maintained as follows: Fund Number Fund Name Policy C710 Risk Management Fund Ten percent (10%) of budgeted risk management costs plus a reserve equal to the estimated incurred but not reported (IBNR) claims. A reserve of $500,000 shall be established for potential auto or property claims. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 15 OF 16 2. To the extent the reserve falls below the established policy, the reserve will be restored to that level within two fiscal years. Funds in excess of the Unassigned Fund Balance policies in all Other Funds outlined in this policy may be transferred to the Risk Management Fund to restore the Risk Management Fund Balance policy with Board approval. 5. Roanoke County Public Schools Reserves and Year End Allocation A. Roanoke County Public Schools will maintain a $2 million unappropriated balance. This balance is available for unexpected revenue shortfalls, unplanned significant expenditures increases, and emergency appropriations. The balance will be reserved for financial emergencies and when appropriations are necessary, the balance will be replenished with the next available year end funds from the School Operations. B. All School Operating Fund appropriations remaining at the end of the year will not lapse but shall be appropriated to the Schools and used for Major Capital projects, Minor Capital projects, Capital Maintenance Program, School Safety and Security, and/or Comprehensive Services Act reserves. Section 11 —Cash Management/Investments 1. Maintaining the safety of the principal of the County's public investment is the highest priority in the County's cash management policy. The secondary and tertiary priorities are the maintenance of liquidity of the investment and optimization of the rate of return within the parameters of the Code of Virginia, respectively. Funds held for future capital projects are invested in accordance with these objectives, and in such a manner so as to ensure compliance with U.S. Treasury arbitrage regulations. The County maintains cash and temporary investments in several investment portfolios. 2. The Treasurer, County of Roanoke (an elected Constitutional Officer) is responsible for maintaining and updating a separate investment policy, which is approved by the Board of Supervisors. Section 12 — Internal Controls 1. A comprehensive system of financial internal controls shall be maintained in order to protect the County's assets and sustain the integrity of the County's financial systems. 2. Managers at all levels shall be responsible for implementing sound controls and for regularly monitoring and measuring their effectiveness. COUNTY OF ROANOKE Roanoke, Virginia COMPREHENSIVE FINANCIAL POLICY Section 13 — Administration and Approvals Policy Number EFFECTIVE DATE JULY 1, 2018 PAGE 16 OF 16 1. Responsible Department The Department of Finance and the Office of Management and Budget are responsible for the administration of this policy. 2. Policy Authority The Board of Supervisors authorizes the use of this policy. 3. Review Date This policy will be reviewed annually and updated as necessary for modifications. W a O N N Y L O co T- o o N s U V- N M T- o>N 0 -0 0) C O m O OO °C 4-- O- U - _. 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X N Z ' m n m Ln • N � r -I O Ili ' m O N � O Ln } 1 OL/� / JI�A i V i r J l i M W /� �i) O v LL) �.L ./ "' Q X O U •� o O1 T . L b.0 _0 O:3 a -J :3 Lr) U a-+ � O v Cl QJ DC QJ E a -J ro to a 3 cn O Q O X O 4A ca a) � 00 0 O C:O N C: C41 O O U v O LL E a" oc bn O G o v U v O O U > DC ._ L a ca u } - CLO O � C Q � v n 1 VJ � C v +� O O �n O _0 ul OA O ' • w v O cC }� V 4 ' y' v ^ v O i N m m • -0 +' 00 N N m V/ } } ca ca U O c b.0 b.0 � Q Cll O � 0 0 }t � O O N Q) Q) jo N LL V) CLO co -0nl� Q) Q m - Z CLO n/ri LL LLU 41C }' 4-j b.0 Q O N a °' 0Lo I O LL N Cll •L U m r -i LL O Cll Cll N MLL v a-+ LP N N } , .. � O O � Q Z3 O •m — O LL X LL m o C6 N 0C 0 L OL 0 0 7W L • to L -0L O � Q LL CO or- Q _o a Un �70 �m �a, oFD N UH L•J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 10, 2018 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. Page 1 of 1