HomeMy WebLinkAbout1/8/2019 - Regular
January 8, 2019
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Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
The Board of Supervisors of Roanoke County, Virginia met this day at the
Roanoke County Administration Center, this being the second Tuesday and the first
regularly scheduled meeting of the month of January 2019. Audio and video recordings
of this meeting will be held on file for a minimum of five (5) years in the office of the
Clerk to the Board of Supervisors.
IN RE: CALL TO ORDER
Chairman Hooker called the meeting to order at 2:01 p.m. The roll call
was taken.
MEMBERS PRESENT: Supervisors George G. Assaid, Martha B. Hooker, David R.
Radford, Phil C. North and P. Jason Peters
MEMBERS ABSENT: None
STAFF PRESENT: Daniel R. O’Donnell, County Administrator; Richard
Caywood, Assistant County Administrator; Rebecca Owens,
Assistant County Administrator; Amy Whittaker, Public
Information Officer; Ruth Ellen Kuhnel, County Attorney and
Deborah C. Jacks, Chief Deputy Clerk to the Board
IN RE: ORGANIZATION OF COUNTY BOARD
1. Election of Officers
a. Chairman
Supervisor Peters nominated Supervisor North to serve as Chairman.
Supervisor Assaid seconded the nomination.
Supervisor North was elected by the following recorded vote:
AYES: Supervisors Assaid, North, Radford, Peters, Hooker
NAYS: None
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b. Vice Chairman
Supervisor Assaid nominated Supervisor Hooker to serve as Vice
Chairman. Supervisor Peters seconded the nomination.
Supervisor Hooker was elected by the following recorded vote:
AYES: Supervisors Assaid, North, Radford, Peters, Hooker
NAYS: None
Chairman Hooker recessed the meeting at 2:05 P.M.
IN RE: OPENING CEREMONIES
Before the meeting was called to order, a moment of silence was
observed. The Pledge of Allegiance was recited by all present.
Chairman North called the meeting to back into open session at 3:00 p.m.
IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Timothy E. Burford, Solid
Waste Collection Foreman, upon his retirement after more than
thirty-nine (39) years of service (Rob Light, Director of General
Services)
RESOLUTION 010819-1 EXPRESSING THE APPRECIATION OF
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO
TIMOTHY E. BURFORD, SOLID WASTE COLLECTION
FOREMAN, UPON HIS RETIREMENT AFTER MORE THAN
THIRTY-NINE (39) YEARS OF SERVICE
WHEREAS, Mr. Burford was employed by Roanoke County on May 10, 1979;
and
WHEREAS, Mr. Burford retired on January 1, 2019, after thirty-nine years and
eight months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Mr. Burford’s tenure he has served as a Motor Equipment
Operator, Automated Refuse Equipment Operator, Solid Waste Equipment Operator
and Solid Waste Collection Foreman
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WHEREAS, Mr. Burford, throughout his employment with Roanoke County, has
been instrumental in improving the quality of life and providing services to the citizens of
Roanoke County; and
WHEREAS, Mr. Burford, upon the implementation of automated collection,
became the first automated driver in the history of Roanoke County and was thus
instrumental in the expansion of the collection system to all areas of the County; and
WHEREAS, Mr. Burford rose through the ranks of the Solid Waste Division,
becoming proficient in all service areas of the division. As a result of his experience and
expertise, he won many driving awards at both the local and State level and ended his
employment as the Solid Waste Collection Foreman responsible for bulk and brush
collection; and
WHEREAS, Mr. Burford, in addition to being the first automated driver, was also
instrumental in the rolling phase-in of the entire County to automated collection by
developing the collection routes, assisting with vehicle purchase decisions and training
new operators; and
WHEREAS, Mr. Burford with his comprehensive knowledge of all aspects of the
Solid Waste Division has consistently provided leadership to the division, serving as
both a mentor and a friend to all who have worked here; and
WHEREAS, Mr. Burford has been a valuable asset to Roanoke County and has
certainly helped the division achieve its goal of providing efficient and effective service
to Roanoke County citizens on a daily basis. Mr. Burford’s friendly demeanor and work
ethic will be missed by both his co-workers and the citizens of Roanoke County; and
WHEREAS, Mr. Burford honorably and faithfully served his country for two (2)
years active duty in the United States Army from 1976 to 1978 and then twenty-two (22)
years in the Army National Guard, retiring with the rank of Sergeant First Class.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens
of Roanoke County to TIMOTHY E. BURFORD for more than thirty-nine years of
capable, loyal and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy
and productive retirement.
On motion of Supervisor Hooker to adopt the resolution, seconded by Supervisor
Peters and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
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2. Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Howard Wayne King,
Communications Officer II, upon his retirement after more than
twenty-five (25) years of service (Susan Slough, Assistant
Director of Communications)
RESOLUTION 010819-2 EXPRESSING THE APPRECIATION OF
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO
HOWARD WAYNE KING, COMMUNICATIONS OFFICER II,
UPON HIS RETIREMENT AFTER MORE THAN TWENTY-FIVE
(25) YEARS OF SERVICE
WHEREAS, Mr. King was employed by Roanoke County on September 25,
1993; and
WHEREAS, Mr. King retired on January 1, 2019, after twenty-five years and
three months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Mr. King’s tenure he has served as a Communications Officer
and Communications Officer II and has supported both citizens and first responders
through fire, floods and earthquakes as a calm reassuring voice behind the radio and
telephone. Mr. King served with professionalism and dedication in providing services to
the citizens of Roanoke County;
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens
of Roanoke County to HOWARD WAYNE KING for more than twenty-five (25) years of
capable, loyal and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy
and productive retirement.
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
Hooker and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
IN RE: NEW BUSINESS
1. Resolution acknowledging the opioid addiction epidemic and its
cost to the County of Roanoke and authorizing the County
Attorney to engage outside legal counsel to take such action as
she deems appropriate to recover the costs borne by the County
as a result of this opioid addiction epidemic (Mary Beth Nash,
Senior Assistant County Attorney)
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There was no discussion.
RESOLUTION 010819-3 ACKNOWLEDGING THE OPIOID
ADDICTION EPIDEMIC AND ITS COST TO THE COUNTY OF
ROANOKE AND AUTHORIZING THE COUNTY ATTORNEY TO
ENGAGE OUTSIDE LEGAL COUNSEL TO TAKE SUCH ACTION
AS SHE DEEMS APPROPRIATE TO RECOVER THE COSTS
BORNE BY THE COUNTY AS A RESULT OF THIS OPIOID
ADDICTION EPIDEMIC
WHEREAS, the County of Roanoke is battling an opioid addiction epidemic that
impacts its citizens across demographic lines, harming every economic class, race,
gender and age group; and
WHEREAS, Virginia’s State Health Commissioner has declared the
Commonwealth’s opioid addiction problem a public health emergency; and
WHEREAS, the County of Roanoke has allocated and will continue to be
required to allocate substantial public resources, taxpayer dollars, staff energy and time
to address the damages to the County caused by the opioid epidemic.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of
Roanoke as follows:
1. In order to abate the public nuisance described above and to recover the
monetary and non-monetary damages that the County of Roanoke has incurred as a
result of the opioid epidemic described above, the Board of Supervisors authorizes the
County Attorney execute such documents necessary to engage outside legal counsel
on behalf of the County, including but not limited to, the Retainer Agreement attached
hereto as Exhibit A (“the Retainer Agreement”) to pursue remuneration and other
equitable relief through litigation against the parties that such outside legal counsel and
the County Attorney determine to be responsible for causing and perpetuating the
opioid epidemic, consistent with the terms of the Retainer Agreement.
2. The County Attorney shall take such action, as she deems appropriate to
manage such litigation with outside legal counsel to ensure that the best interests of the
County and its citizens are served.
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
Radford and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
January 8, 2019
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IN RE: SECOND READING OF ORDINANCES
1. Ordinance accepting and appropriating $323,484 from the Virginia
Department of Conservation to construct mountain bike trails and
a trailhead at Explore Park (Doug Blount, Director of Parks,
Recreation and Tourism)
Mr. Blount advised there were no changes since the first reading.
Supervisor Peters reiterated how successful Explore Park has been noting
that Mr. Blount has done a great job, and he is looking forward to this year.
ORDINANCE 010819-4 APPROPRIATING $323,484 TO THE
DEPARTMENT OF PARKS, RECREATION AND TOURISM, FOR
MOUNTAIN BIKE TRAILHEAD CONSTRUCTION AND
MOUNTAIN BIKE TRAIL REHABILITATION AND
CONSTRUCTION AT EXPLORE PARK
WHEREAS, Roanoke County has received a grant in the sum of $323,484 from
the Virginia Department of Conservation and Recreation for the County to enhance its
mountain biking trail system at Explore Park; and
WHEREAS, it is accordingly proposed that Roanoke County rehabilitate an
existing trail, build a new trailhead and construct a new series of loop mountain bike
trails; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on December 18, 2018, and
the second reading was held on January 8, 2019.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the sum of $323,484 is hereby appropriated to the Department of
Parks, Recreation and Tourism, for the construction of a mountain bike trailhead, and
for additional repair and construction of mountain bike trails Explore Park.
2. That this ordinance shall take effect from and after the date of adoption.
On motion of Supervisor Peters to adopt the ordinance, seconded by Supervisor
Hooker and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
January 8, 2019
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IN RE: CONSENT AGENDA
RESOLUTION 010819-5 APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS
ITEM I- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for January 8,
2019, designated as Item I - Consent Agenda be, and hereby is, approved and
concurred in as to each item separately set forth in said section designated Items 1
through 2 inclusive, as follows:
1. Resolution expressing the appreciation of the Board of Supervisors of
Roanoke County to Vera L. Brown, Treasurer Clerk Supervisor, upon her
retirement after more than fifteen (15) years of service
2. Confirmation of appointments to the Blue Ridge Behavioral Health Care
Board; Community Policy Management Team; Roanoke Center for Animal
Care and Protection; Roanoke Outside, Roanoke Regional Partnership;
Roanoke Valley Broadband Authority; Roanoke Valley Regional Juvenile
Detention Center; Regional Court Community Corrections Advisory Board;
Regional Drug Court Advisory Board; Roanoke Valley Regional Commission;
South Peak Community Development Authority (CDA); Western Virginia
Regional Industrial Facilities Authority (including Participation Committee)
Western Virginia Regional Jail Authority; Western Virginia Water Authority
and Virginia's Blue Ridge (CVB)
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
Hooker and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
RESOLUTION 010819-5.a EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY TO VERA L.
BROWN, TREASURER CLERK SUPERVISOR, UPON HER
RETIREMENT AFTER MORE THAN FIFTEEN (15) YEARS OF
SERVICE
WHEREAS, Ms. Brown was employed by Roanoke County on February 17,
2003; and
January 8, 2019
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WHEREAS, Ms. Brown retired on January 1, 2019, after fifteen years and
eleven months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, during Ms. Brown’s tenure she has served as a Treasurer Clerk III
and Treasurer Clerk Supervisor and served with professionalism and dedication in
providing services to the citizens of Roanoke County; and
WHEREAS, throughout Mrs. Browns career with Roanoke County, she chose to
advance her education and professionalism by participating in the Master Governmental
Deputy Treasurer program with the Treasurers Association of Virginia as adopted by the
Virginia General Assembly in 2004; and
WHEREAS, Mrs. Brown achieved and was awarded her designation as Master
Governmental Deputy Treasurer on November 15, 2010 by the Treasurers Association
of Virginia in conjunction with the Weldon Cooper Center at the University of Virginia,
subsequently recertifying in 2014 and 2018; and
WHEREAS, Mrs. Brown during her tenure with the Treasurer’s Office also
pursued and received her third Bachelor’s Degree in 2008, in Organization
Management and Development from Bluefield College; and
WHEREAS, Mrs. Brown immediately utilized her field of study in developing the
first set of truly comprehensive office procedure manuals, encompassing every position
and function within the office; and
WHEREAS, Mrs. Brown, went above and beyond her duties, by participating in
several key County and Office projects, including the accounts receivable software
platform change, and the County General Ledger platform change; and
WHEREAS, Mrs. Brown was an integral and reliable employee for the County of
Roanoke demonstrating the personal empathy and caring for all of our citizens and
employees.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens
of Roanoke County to VERA L. BROWN for more than fifteen years of capable, loyal
and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a happy
and productive retirement.
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
Hooker and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
A-010819-5.a
January 8, 2019
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IN RE: CITIZENS’ COMMENTS AND COMMUNICATIONS
Jack Richards of 4049 Bluebird Lane stated he is here to speak on
Bradshaw Road and the trash trucks on Bradshaw Road. As of today, it is his
understanding from Mr. Miles they have stopped running trucks; they have fixed the
tipper up there. There have been several conflicts of statements that gentleman has
made in the last year. He has said that he wants to have it fixed, the road fixed, and
pay for with the Resource Authority. From his comments today that he put on
Facebook, he was going to “see about it” and hope that it gets done and questions
whether it actually will. They should pay for it and should come out of their funding to
hinder them from putting those trucks back on the road, but he has also assured the
community in public posts on the internet that he is doing everything he can to keep
trucks off. He has also turned around the same morning when he was commenting on
line to the community on a public page that he is working to get the trucks off and he
was also commenting on television, there are some copies that he is providing to the
Board, the very same day that he was working to reconsider ways to move the trash by
truck and no longer by rail, again putting them back on our road. He has been
duplicitous on many of the things he has stated to us. While he has been saying that all
along, he has also made some posts regarding the fact that he has been working for
several years and has spent something like $18 million buying trucks, working on the
road to which his Board suddenly stopped him because there was political dissension
and they were going to be a halt because he still needed $8 million more to get these
trucks up there. His understanding is it will cost him $3 million to use Norfolk Southern
and he has already spent $18 million on a process that has not yet been approved. He
does not know what kind of oversight there is, but when he is making dubious
statements to a community, there is something wrong. He had asked people that saw
these trucks when they were on Bradshaw Road to call. People were calling and giving
them license plate numbers as requested and the next thing they knew, and had the
State police to verify this, he took the license plates off the trailers so that someone
could not report the trailers. If you called the landfill, you were told if you cannot give us
the license plate numbers, we cannot do anything about it. State Police have verified
this. Something is wrong and it needs oversight. His suggestion would be to have
someone from the civic community of Bradshaw Road as an oversight committee of
citizens looking at ways to make sure he has the community’s interest at heart and that
he does not keep lying to us. Please consider this for our community’s sake and for the
integrity of his position.
Catherine Josselin of 4349 Duck Pond Road in Salem, Virginia stated that
she watched and lived, Cleveland Warren. (Due to technical difficulties, the first part of
Ms. Josselin’s speech was inaudible). Waste management is a world commodity; it is
hazardous waste and our disposal system of daily trash has bio waste, bacteria waste
and community waste. Roanoke County’s waste management problem is the tipper
costing $185,000. Three p’s cost our community 40 trailers that are not EPA, road
January 8, 2019
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repair that VDOT does not know and environmental. VDOT has the wrong sign on the
curve, Autry Trail is a County road with no stop sign. It is the third road through
congestion and it has a blind corner. 7214 Culverton Bridge has structural damage.
She has a problem with her local government to run waste management hazard and
local truck companies running on highway roadways without DOT special permits to
carry these loads. Roanoke County is not in compliance with Federal and State
regulations. You need to reread part 390.5, definitions of transportation immediacy on
page 338, 390.23, relief of regulation of page 349, 390.29b, requirement
documentation, SMCFA, 353. Part 397 is transportation of your hazmat, page 392.
397.71 is Federal standards, page 598. 397.719 is factors to consider, page 60. Now,
she has the file on 397.75 on page 602. Her DOT experience and licenses, she has to
stay in compliance with United States of America Department of Transportation federal
laws and so should Roanoke County. Don’t pollute her creek. The three p’s, Cathy is
just talking out loud. This waste management is pushing government and government
is pushing economics and EPA is not in compliance. This has got to change.
Max Beyer of 2402 Coachman Drive congratulated Mr. Radford on this
selection to the Board, Mr. North the new chairman and Ms. Hooker as the new Vice
Chairperson. All citizens that appear before the Board don’t have complaints, and he
does not have one today. What he would like to commend the Board and the County
Staff on several of its recent personnel selection decisions. One of the most important
things that the Board has and the top Staff has is appointing personnel. If you get good
people you are going to get a good job and good policies. Over the years, he has
observed the County has had a lot of good people; there were some stars. More
recently, the Board and staff has been able to select several people for promotion and
that is always good for the organization. His philosophy has always been as a manager
that he did not promote a reward for past services, but as an expectation of
performance at the higher level, which the County needs and believes this has been
done. Again, he thinks the people that have been selected deserve it. Speaking as a
citizen, he complimented the staff and the County Board for recent promotion decisions
that have been made.
IN RE: REPORTS
Supervisor moved to receive and file the following reports. The motion
carried by the following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, Hooker
NAYS: None
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt Report
January 8, 2019
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3. Statement of Treasurer's Accountability per Investment and
Portfolio Policy as of November 30, 2018
IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Hooker stated she appreciates Mr. North’s willingness of taking
the position as Chairman and looks forward to a good year and she is sure that we will.
Supervisor North wished everyone a happy and prosperous new year,
after the holidays everyone is trying to get back into motion. He thanked Martha Hooker
for her service on the Board for the last 12 months leading our body as the Chair. He
looks forward to working with each and every one on the Board to make Roanoke
County better than when we started our terms so that one day when our terms end or
we return that it is in better shape that when we took it over. It is in great shape and we
want it even better for our citizens. He would like at this time to nod, tip-of-the-hat to
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Congressman retired, Bob Goodlatte for his 26 years serving the 6 district, including
Roanoke County and for his past support of the Roanoke Greenway System that he has
been a big advocate of to help get it jump started and we appreciate his service and his
assistance. He would also like to wish the General Assembly luck to make the right
choices this year on a number of issues. Number one is the State tax code, there is a
lot in the paper about this and what to do going forward in this short session in
Richmond. I81 is also a topic as well as ash ponds. He has gotten a lot of letters, but
we do not have any ash ponds in our area, but there are some in other parts of the
State and people are advocating those be given some attention and discussion in
Richmond. He looks forward to attending the legislative assembly day that the Virginia
Association of Counties sponsors later this month in the General Assembly
Supervisor Radford stated as he gets up and going in his District, he has
already gotten some comments back from constituents about things that we will talk
about maybe later and he needs to get caught up on items that we have talked about,
i.e. broadband in the far reaches of our County, which is a big need and one constituent
talked to him about traffic calming devices in their neighborhood. He has gotten the
short course on that from Mr. Caywood. The other item was concerning recycling in our
area and the ability to service it other than Monday through Friday. So, there are some
of the things that he has been hearing and talking about.
Supervisor Peters congratulated the Chairman’s new position and he does
look forward to 2019. He thinks there are a lot of good things for our employees in
Roanoke County towards economic development and is looking forward to a good year.
Supervisor Assaid congratulated the Chairman
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At 3:35 p.m. Chairman North recessed to the 4 floor for work session and
closed meeting.
January 8, 2019
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IN RE: WORK SESSIONS
1. Work session to review Comprehensive Financial Policy (Rebecca
Owens, Assistant County Administrator; Laurie Gearheart, Acting
Director of Finance and Christopher R. Bever, Director of
Management and Budget)
Mr. O’Donnell provided an overview and turned the presentation over to
Rebecca Owens to review the financial policy updates, outstanding debt and how we
would move forward with the recommended changes.
Supervisor Assaid inquired if the Board could expect to see additional
recommendations as to the rest of the year or is this it? He has been seeing some
emails that question one or two of these items on here and would the Board see before
July 1, 2019. Ms. Owens responded if there are some things that the Board would like
to look at, staff could certainly accommodate. She would suggest that we would
probably want to hold off on bringing these changes to the Board for approval and if
there are other areas of the policy that he would like staff to revisit and look at and
bring recommendations, staff can certainly do that and build what those changes would
be and approve by the Board. Last year, we actually approved this in April. It needs to
be approved prior to July 1. If there is a change is made that could have a significant
impact on the budget, staff would need to know sooner.
Supervisor North stated but staff could change anytime during the course
of the year with Ms. Owens responding in the affirmative. Supervisor North stated
there is always an instance that is the “exception to the rule.”
Supervisor Assaid commented that the facilities assessment will not
available and therefore we are violating our own policy, which makes absolutely no
sense, it is inexcusable. The CIP is supposed to be based on the results of that and
from the time we first started talking about it, which was twelve months ago, he thinks
we are looking at appropriating funds at the next Board meeting.
Supervisor Hooker inquired if there was something that the Board
needed to do to at this point.
Supervisor Assaid commented it would be part of the resolution when we
adopt. Mr. Bever responded we do an ordinance. So, when we do the ordinance, the
ordinance overrides the policy.
Mr. Bever stated he would like to point out the way he interprets the
policy, he understands what the Board is saying, but the facilities assessment does not
have to be in place to do a CIP. He understands that would be an ideal situation, but
the way he interprets it, is that a facilities assessment needs to be done every seven
(7) to ten (10) years and that will help inform decisions. We have never had a facilities
assessment before. The financial policy indicates that in January we will provide a 10-
January 8, 2019
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year CIP for consideration to the Board. We are going to have a facilities assessment.
We update the CIP every year.
Supervisor Assaid stated he felt Mr. Bever was interpreting it incorrectly.
He thinks it is very clear that the intent was to do the facilities assessment study and if
you look at the language, on page 7, number 3 under section 5, it clearly says what the
purpose of this facility assessment is and it is not just to do a facilities assessment. If
that is the case, we don’t need one and he believes that is what the previous
administrator did not want. Something that we need is the CMP more than the CIP,
but it is supposed to establish priorities for the maintenance, repair and enhancement
or replacement of facilities and their component systems. Why would we do one if that
is not the purpose of it. If you look that section, he feels it is clear. The seven (7) to
(10) years is an update to it. We are not only talking about Roanoke County. The CIP
is also with the schools who get the majority of the funds over ten (10) years or $20
million of borrowing, the majority of the borrowing, and they are also allowed to keep
their year-end surplus, cash, and whatever they use that for. We have given them a lot
of flexibility in what they can use it for. But at the same time, their policy never
changed so they are still with the 1/3 and minor capital and 2/3’s major. So, it does not
matter what we say, we are still giving them all the funds and a lot of flexibility. If you
go back and thinks our intent, not speaking for the other Board members, of the policy
is backed up with the CIP specifically, if you go to the page where the Public Service
Center project you will note that it will be updated based on the facilities assessment
study that will be completed by July or August of last year. Mr. Bever commented that
was language that Supervisor Assaid requested be put in last year. Supervisor Assaid
stated it seems to be very clear what the intent of the facility assessment.
Supervisor North stated it was to determine the wants and needs and
weighed against what the CIP is today and ask if we are on the right path or do we
need to tweak things. He added that he thought Supervisor Assaid is correct in what
he is saying. We need some flexibility. We have an assessment study that we are not
going to see in time for the budget schedule, which is unfortunate because he thinks
that most of that were sitting on the Board at the time, thought we were going to have
this before the CIP budget cycle. This is a concern that we could be facing, the
Country could be facing, the State could be facing, economic headwinds, and the way
things change from day to day what we are talking about now might bare fruit or might
not in terms of challenges to the forecast. He has already talked to the County
Administrator, we are going to have a tight budget this year.
Supervisor Assaid commented we only have a certain pot of money.
Supervisor North agreed.
Mr. Bever advised that the facilities study informs a segment of the CIP
and it does not inform stormwater, drainage, economic development, technology or
software upgrades. Staff needs some direction because there are things that you
would not want to consider right now related to the facilities study and the CIP, but he
does not think that should hold up the entire CIP.
January 8, 2019
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Supervisor Assaid responded no one is saying hold it up, it can be
amended at any time.
Mr. Bever responded the County Administrator will propose the CIP on
January 22, 2019, at which point in time, it becomes the Board’s CIP and we have until
May 28, 2019, the second reading where the Board can make any changes. Staff will
make sure that any changes not in accordance with the financial policy will be pointed
out as we go through the process.
Supervisor Assaid stated even after approving the CIP, it can be modified
at any time by this Board. Mr. Bever responded in the affirmative with Mr. O’Donnell
advising only if there is no financial obligations for expenditures.
Supervisor North stated is it possible that we could get the information or
an early view before we get the finished project? Mr. O’Donnell advised the schedule
that he has seen approximately five months. Mr. Bever advised any edits can be
made, you can pull money out of reserves. It becomes the Board’s budget on January
22, 2019 and staff will have an initial CIP work session in February, then the public
hearings and the operating budgets.
Supervisor Assaid stated some of the issues that staff is going to see and
the facilities study will bring out some facilities that we should be shuttering and the
operations savings from those. Staff is saying it is going to be a tight budget and there
may be ways to close some of these facilities over the next year or two, but they need
to be identified so that we have projections and forecasts for out years and we will not
have that until this facility is done. This is where this Board’s justification is going to
come from either closing, modifying or improvements. There are some improvements
to some of these facilities that we should be shuttering that are in the CIP for outlying
years. We only do the appropriation for this upcoming year, but that is the importance
of getting this done. Why do capital maintenance to a facility when we may be closing
it. It does not make a lot of sense to him. Mr. Bever responded there will be a
prioritization exercise with the Board at some point. First the get the data, then we
prioritize the data, but that is the easy part. The hard part for this Board will then be to
say what is the long-term future of the services that we want to provide and the
facilities that we want to provide those in. He added, that he is confident with the
numbers that will come back; it will be more than the resources we have available. So,
then there will be a prioritization exercise of available resources.
Supervisor Assaid commented that is why we have a ten-year CIP and it
changes every year.
Mr. Bever added staff would red-line or walk through any changes that
need to be made.
Supervisor Assaid stated his concern would be that since staff interprets
Section 5, number 3 differently than the majority of the Board, what happens if you are
not viewing that as a departure from policy? Mr. Bever advised that the County
Administrator would have to put forward the ten-year CIP in January.
January 8, 2019
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Next, Laurie Gearheart outlined the Debt section of the presentation
showing that the County is in compliance with the financial policy as of today. Other
items covered were our bond ratings, the schools did take out their VPSA issuance
that was approved by the Board in the fall of 2018, so that issuance is included in the
numbers.
Supervisor North reiterated that it is included in the Virginia Public School
Authority line with Ms. Gearheart responding in the affirmative. Supervisor North then
asked if there were any other school numbers in the lease revenue bonds. Ms.
Gearheart responded in the affirmative. Supervisor North stated so 44% of our debt
today is school related projects, with Ms. Gearheart responding in the affirmative.
Supervisor North then asked of the $180.3 million, if we stopped and took a snapshot
in time right now, what is the number going to be for the next ten (10) or twenty (20)
years, what would it look like. Ms. Owens responded they would provide.
Supervisor Peters commented you are taking out about $11 million per
year in reduction. Ms. Owens responded that Supervisor Peters was correct and we
have anywhere from $10 to $12 million of principal payments that we are making on an
annual basis.
Mr. Bever commented that every year in the appendices, a stacked bar
chart, which shows the existing debt and the payoff of any new debt.
Supervisor Peters commented there was some discussion several years
ago about paying debt off sooner and we cannot. Is that correct? Ms. Owens
responded he is correct. Because of the remaining debt that we have, it does not allow
up to make any extra payments to pay down on the principal because they were not
structured like that. We do always, every year look at the debt outstanding that we
have and take any opportunities to refund that debt, if the math works. The market has
ticked back up and had not allowed that to happen.
Supervisor Assaid commented that were several items in there, i.e.
Green Ridge and school projections that had different years to drop off.
Supervisor Radford asked where does staff adjust for inflation on the $10
million? Ms. Owens advised the $10 million in authorized debt has not changed since
2004, when the two Board worked together to put this program together.
Supervisor Peters stated there has been a lot of discussion about going
back and adjusting that number to the CPI, which would put that number roughly
around $12 million. For every million that you add to the borrowing capacity, what
would that do to our budget as far as adding to that line item? Ms. Owens stated
without answering to specific numbers, she has looked at that and it may be something
that is brought back to the Board so that you can visually see it. So, the intent of this
as Joe McNamara has described previously is that we would put $10 million in, add
money to the budget incrementally each year, every year and then at some point in
time we would be fully funded. We have made changes and reviewed with the Board;
we have pulled money out and doing more with capital maintenance. We are really at
the crossroads where if we want to do that and have the number be $12 million then in
January 8, 2019
16
the 2021-2022 fiscal year, we would need to begin incrementally add some amount of
money from both the County and the Schools, $100,000 or $150,000 on each side if
we wanted to keep the funding model as it is. If you want to do additional debt, we
would have to fill additional money into the base for the County and the Schools.
Mr. O’Donnell stated he makes sense to look at.
Supervisor Assaid stated there is one fallacy with the whole thing about
$10 million every year in borrowing, it has not been the case. If you go back and look
at the average of how much the schools have borrowed and how much the County has
borrowed, you will see that the schools are in the $14 million range on average
because in 2008, they borrowed all that money and then Green Ridge. Mr. O’Donnell
noted that year it was $58 million. If you take those numbers, we are not borrowing on
average $10 million a year, we are much higher than that. This really has nothing to
do with inflation, it had to do with what we could afford at the time and when you get a
windfall from the State like the schools did, they used a portion of that money to borrow
for a certain number of schools and the County did the same thing with Green Ridge
and a library. Supervisor Assaid stated he would like to see those numbers. He added
he had looked at the schools at a previous time and did not get around to pulling all the
County numbers because he did not have them. If you take a look at all those
numbers, how much has the County borrowed over a ten-year span and then the
schools. It is much higher than $10 million.
Mr. Bever responded staff has done some budget memos approximately
two years ago, so he will work with Ms. Owens and finance staff and refresh and
update with fiscal years 2018 and 2019 and issue a budget memo.
Supervisor Assaid inquired how far back with Mr. Bever responding staff
had done some analysis for Supervisor Bedrosian that went back to 2000.
Supervisor Assaid advised that the 10-10-10 model came into effect in
2004, with Mr. O’Donnell stating it was not treated as a formal policy until now; it was
more of a guideline.
Supervisor Peters stated we are trying to get it back where it is
reasonable and something that is manageable and sustainable. In order to do that,
you have to make it harmless to inflation. If you look at that number for 2004 and it is
$12 million and it would gradually increase but hopefully our budget would gradually
increase to cover that. He added that he thinks if we don’t, there will come a time
when we will be caught in a Catch 22 and we are going to have all of these facilities
and something has to be done that is going to cause us to have to borrow a lot of
money and he would not want to be in that position.
Supervisor Assaid stated we have a responsibility as a Board to make
sure that the projects are not just dealing with the aesthetics; we should be looking at
the long-term maintenance of those facilities. We should, in certain cases, look at the
safety and security of those buildings. If you have $12 million that we can borrow, then
that is what the project is going to end up being and that is what the architect is going
to design to or they are going to design to something more than that. That is the way it
January 8, 2019
17
has always been and until this Board gets control or puts some sort of controls in place
that we are not sitting around with a black, brick building, which is very expensive. It is
a nice looking building in Vinton, but did we need that or did we need something along
the lines of what is in the Glenvar area. You talk to certain people, they don’t need a
flashy building, they want something functional. They want something that has minimal
maintenance on it. You don’t need to go out and build these flashy facilities; they are
not doing a whole lot for economic development and if they are, he would love to see
what you have to offer that backs that up. He just does not think you are going to see
it. He has heard about it over and over again for years, but economic development is
much more than what the government has to offer.
Supervisor North reiterated that staff would prepare the data and with
that thought in mind, on page 9, part 4, this is what the funding sources are for the debt
reserve fund are. The reason on the left hand, with regards to those limit, you would
have to do something on the right hand with regard to savings. Is that not true, and if
we do something like that on the savings, then we have to take away from operating to
put the money into the savings. Ms. Owens responded in the affirmative.
Mr. O’Donnell stated when we did the $59.5 million bond issue, he thinks
they had about a 7% increase in revenues that year due to increased property values.
Supervisor Peters responded to Supervisor Assaid’s comments, it is not
always about libraries. There may come a time when that $12 million will be for
different buildings, maybe fire houses. He does not believe it is always about one
project. Again, the time is coming, and he does not want to be caught in a Catch 22.
Supervisor North commented bigger is not always better, especially with
today’s challenges with money, etc.
Supervisor Assaid commented fiscal constraint is extremely important.
Supervisor Hooker commented just because we have the money to
borrow does not mean that we have to borrow the full amount and that message
certainly needs to be communicated. Just because we have the capacity to borrow
that much, it does not mean it is prudent for us to borrow.
Supervisor Assaid commented we are building buildings or renovating
buildings to a certain level may not have to. What you get into and what he has seen
over the past twenty (20) years is the example of the RCEA, you need to give us more
money so our salaries can be increased. Every time you borrow, you are building
buildings on their backs. He has a real problem with that.
Supervisor Hooker asked the Board to give specific direction. What we
have now is $10 million and what we need to be savings and what our debt costs that
need to be in cash. Could we look at the number at $11 million and $12 million? Is
that appropriate; let compare and see what our options are.
Supervisor North stated depending on what index you use, CPI or
whatever inflation index is 11.9 and of course staff might have something better.
Supervisor Peters stated what he shows is short of 12.
January 8, 2019
18
Mr. Caywood commented to the Board that you need to keep in mind that
the rate of growth of our revenue has not kept pace with inflation over the ten-year
period it was presented. You could also look at or track that $10 million in revenue
growth rather than inflation.
Supervisor Assaid commented that the $10 million in borrowing was just
a number and not based on anything. Supervisor Hooker commented we still may not
have that incremental revenue growth.
Supervisor Assaid stated that maybe the Board should look at borrowing
less rather than more.
Supervisor Hooker commented so the Board should look at 9, 10, 11,
and 12.
Ms. Owens advised she will take the feedback and bring back to the
Board for a work session and hold on putting the revisions on an agenda until we nail
down some of the other items.
Supervisor Radford stated since he started this discussion, he wanted to
confirm that the CIP is being adjusted by inflation; each project. Ms. Owens responded
in the affirmative. So, inflation is being adjusted by the project.
The work session was held from 3:56 p.m. until 4:50 p.m.
IN RE: CLOSED MEETING
At 3:33 p.m., Supervisor Peters moved to go into closed meeting following
the work sessions pursuant to the Code of Virginia Section 2.2-3711 A Personnel,
namely discussion concerning appointments to the Roanoke County Audit Committee;
Roanoke County Grievance Panel; Roanoke Valley-Alleghany Regional Commission;
Virginia Association of Counties (Liaison Board Member) (Legislative Contact); Western
Virginia Regional Jail Authority and Section 2.2-3711A. Section 2.2-3711.A.8,
Consultation with legal counsel employed or retained by a public body regarding
specific legal matters requiring the provision of legal advice by such counsel, namely
the Vinton Gainsharing Agreement.
The motion was seconded by Supervisor Hooker and carried by the
following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
The Closed Session was held from 4:58 p.m. until 5:59 p.m.
IN RE: CERTIFICATION RESOLUTION
At 6:00 p.m., Supervisor North moved to return to open session and adopt
the certification resolution.
January 8, 2019 19
RESOLUTION 010819-6 CERTIFYING THE CLOSED MEETING
WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened
a closed meeting on this date pursuant to an affirmative recorded vote and in
accordance with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by
the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
Roanoke County, Virginia, hereby certifies that, to the best of each member's
knowledge:
1. Only public business matters lawfully exempted from open meeting
requirements by Virginia law were discussed in the closed meeting which this
certification resolution applies; and
2. Only such public business matters as were identified in the motion convening
the closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
On motion of Supervisor North to adopt the resolution, seconded by Supervisor
Hooker and carried by the following roll call and recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
IN RE: ADJOURNMENT
Supervisor North adjourned the meeting at 6:01 p.m.
0
itted by: Approved by:
4 / 0 it 0.......i.„6„..„... tj. rziz
r De•orah C. Ja " P it C. North
Chief Deputy rk to the Board Chairman
January 8, 2019
20
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