HomeMy WebLinkAbout11/6/2019 - Regular
November 6, 2019
437
Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
The Board of Supervisors of Roanoke County, Virginia met this day atthe
Roanoke County Administration Center, this being the second Wednesday and the first
regularly scheduled meeting of the month of November 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: OPENING CEREMONIES
Before the meeting was called to order an invocation was given by Pastor
Andrew McPheron, Guest Services Director of Fellowship Community Church. The
Pledge of Allegiance was recited by all present.
IN RE: CALL TO ORDER
Chairman North called the meeting to order at 3:04 p.m. The roll call was
taken.
MEMBERS PRESENT:
Chairman Phil C. North; Supervisors George G. Assaid,
Martha B. Hooker, David F. Radford 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; Peter S. Lubeck, Acting
County Attorney; Amy Whittaker, Public Information Officer
and Deborah C. Jacks, Chief Deputy Clerk to the Board
IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1. Resolution expressing the appreciation of the Board of
Supervisors of Roanoke County to Jeff Shaver, Deputy Sheriff
Captain-Corrections, upon his retirement after more than three (3)
years of service (Eric Orange, Sheriff)
Chief Deputy Steve Turner was in attendance for Sheriff Orange. The
resolution was read by the Clerk.
November 6, 2019
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RESOLUTION 110619-1 EXPRESSING THE APPRECIATION OF
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO
JEFF SHAVER, DEPUTY SHERIFF CAPTAIN – CORRECTIONS,
UPON HIS RETIREMENT AFTER MORE THAN THREE (3) YEARS
OF SERVICE
WHEREAS, Jeff Shaver was employed by Roanoke County on January 1, 2016;
and
WHEREAS, Mr. Shaver retired on November 1, 2019, after three (3) years and ten
(10) months of devoted, faithful and expert service to Roanoke County; and
WHEREAS, Mr. Shaver through 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, throughout Mr. Shaver’s tenure with Roanoke County, he served in
many vital roles and has been instrumental in developing the Sheriff’s Office staff for the
future.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke
County expresses its deepest appreciation and the appreciation of the citizens of
JEFF SHAVER
Roanoke County to for more than three (3) 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
Radford and carried by the following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
IN RE: NEW BUSINESS
1. Resolution authorizing the County of Roanoke to enter into a
Memorandum of Understanding with the Town of Vinton, for the
County to support the Vinyard Station Redevelopment Project (Jill
Loope, Director of Economic Development)
Ms. Loope outlined the request for resolution on behalf of the Town of
Vinton. In attendance from the Town of Vinton were Barry Thompson, Town Manager;
Richard “Pete” Peters, Assistant Town Manager and Director of Economic Development
and Brad Grose, Mayor.
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RESOLUTION 110619-2 AUTHORIZING THE COUNTY OF
ROANOKE TO ENTER INTO A MEMORANDUM OF
UNDERSTANDING WITH THE TOWN OF VINTON, FOR THE
COUNTY TO SUPPORT THE VINYARD STATION
REDEVELOPMENT PROJECT
WHEREAS, the Town of Vinton’s Comprehensive Plan and Downtown Master
Plan have created a vision for downtown Vinton; and
WHEREAS, the County joins the Town in its desire to make economic
development in the downtown area of Vinton a priority; and
WHEREAS, the Town has proposed to enter into a performance agreement with
the Roanoke County Economic Development Authority and Vinyard Station, LLC, to
redevelop a group of parcels of real estate, to be known as “Vinyard Station,” located at
the intersection of Washington Avenue and South Pollard Street in the Town of Vinton,
comprised of the following:
Vineyard Station Parcels
Tax Map No. Address
060.16-02-05.00 108 S. Pollard Street
060.16-02-04.00 0 S. Pollard Street
060.16-02-15.00 0 E. Lee Avenue
060.16-02-06.00 0 Washington Avenue
060.16-02-07.00 0 Washington Avenue
060.16-02-08.00 0 S. Maple Street
060.16-02-09.00 113 S. Maple Street
060.16-02-10.00 0 S. Maple Street
060.16-02.11.00 0 S. Maple Street
and;
WHEREAS, the Town has requested the County’s financial support of the Vinyard
Station project.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That upon entry of a performance agreement in the amount of $750,000 by the
Town, the Roanoke County Economic Development Authority, and Vinyard
Station LLC, the County Administrator is hereby authorized to enter a
Memorandum of Understanding, on behalf of the County, with the Town of
Vinton, upon a form approved by the office of the County Attorney, for the
County to provide financial assistance to support the Vinyard Station
redevelopment project.
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2. Such financial assistance shall be limited to five annual payments not to exceed
$40,000 (in total not exceeding $200,000), from net new taxes generated from
the Vinyard Station parcels during the preceding tax year. Net new taxes shall
be any taxes received in excess of any taxes received from the Vinyard Station
properties for tax year 2018.
3. The first full year of Vinyard Station’s operations is expected to be 2021.
Accordingly, the County’s first payment to Vinton will be made in January 2022,
and payments will conclude in January 2026.
On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor
North and carried by the following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
IN RE: FIRST READING OF ORDINANCES
1. Ordinance authorizing the granting of a new variable width dam
and stormwater maintenance easement to the Board of
Supervisors of Roanoke County, on property owned by the
Roanoke County Public School Board, located at 500 Titan Trail, in
the Windsor Hills Magisterial District, and authorizing a
Memorandum of Understanding for the Hidden Valley Regional
Stormwater Maintenance Facility, between the Roanoke County
Public School Board and the Roanoke County Board of
Supervisors (Tarek Moneir, Acting Director of Development
Services)
Mr. Moneir outlined the request for ordinance.
Supervisor Assaid inquired if the conditions in special use permit that came
to the Board in 1999 will still be in effect. This resolution does not supersede those
conditions, correct? Mr. Peter S. Lubeck, Acting County Attorney responded in the
affirmative.
Supervisor Radford commenting as a parent of three children that went
there, he is very familiar with that area; cross country teams use it a lot whenever it is dry,
but wanted to commend Mr. Moneir and his department on a very good job of fixing back
together whenever we have a major storm. He did not realize it was not formalized. Keep
up the good work.
There was no additional discussion.
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Supervisor Radford’s motion to approve the first reading and set the second
reading for November 19, 2019, was seconded by Supervisor Peters and approved by
the following vote:
AYES: Supervisor Assaid, Hooker, Radford, Peters, North
NAYS: None
2. Ordinance approving a greenway easement to Roanoke County on
property owned by Mattie Oliver Bower (Tax Map No. 36.00-01-03-
0000) for the purpose of the Hinchee Trail (Doug Blount, Director
of Parks, Recreation and Tourism)
Mr. Blount outlined the request for ordinance. There was no discussion.
Supervisor Hooker’s motion to approve the first reading and set the second
reading for November 19, 2019, was seconded by Supervisor North and approved by the
following vote:
AYES: Supervisor Assaid, Hooker, Radford, Peters, North
NAYS: None
3. Ordinance approving a greenway easement to Roanoke County on
property owned by David L. Kinsey and Frank C. Kinsey (Tax Map
No. 025.00-01-08.00-0000) for purpose of the Hinchee Trail (Doug
Blount, Director of Parks, Recreation and Tourism)
Mr. Blount outlined the request for ordinance. There was no discussion.
Supervisor Hooker’s motion to approve the first reading and set the second
reading for November 19, 2019, was seconded by Supervisor Peters and approved by
the following vote:
AYES: Supervisor Assaid, Hooker, Radford, Peters, North
NAYS: None
4. Ordinance approving a greenway easement to Roanoke County on
property owned by Ms. Garnette A. Stewart (Tax Map No. 036.00-
01-02.00-0000) for the purpose of the Hinchee Trail (Doug Blount,
Director of Parks, Recreation and Tourism)
Mr. Blount outlined the request for ordinance. There was no discussion.
Supervisor Hooker’s motion to approve the first reading and set the second reading for
November 19, 2019, was seconded by Supervisor Peters and approved by the following
vote:
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AYES: Supervisor Assaid, Hooker, Radford, Peters, North
NAYS: None
5. Ordinance approving a greenway easement to Roanoke County on
property owned by Tu Anh and Rebecca R. Tran (Tax Map No.
036.00-01-04.01-0000 and 036.00-01-04.00-0000) for the purpose of
the Hinchee Trail (Doug Blount, Director of Parks, Recreation and
Tourism)
Mr. Blount outlined the request for ordinance. There was no discussion.
Supervisor Hooker’s motion to approve the first reading and set the second
reading for November 19, 2019, was seconded by Supervisor North and approved by the
following vote:
AYES: Supervisor Assaid, Hooker, Radford, Peters, North
NAYS: None
IN RE: REPORTS
Supervisor Peters moved to receive and file the following reports. The
motion was seconded by Supervisor Hooker and carried by the following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt Report
IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Peters stated he would like to recognize Barry Thompson, Brad
Grose and Pete Peters from Vinton. He stated he appreciated them being here and the
continued support of this Board with the Town of Vinton and what is going on there. The
growth is tremendous. Another note of what took place in Vinton last part of October, the
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Vinton First Aid Crew celebrated their 80 anniversary, which is a pretty good milestone
for a volunteer organization. The last thing, everybody put on your calendars, November
thst
29 through January 1 is Illumini Nights at Explore Park. He is really excited about what
is going to take place there and getting people into that park. Again, he congratulates
Doug Blount and his staff and Center in the Square for everything they are doing to put
that together; thinks it will be wonderful for the County.
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Supervisor Hooker thanked the citizens of the Catawba district for allowing
her to serve them again for another term; it is a very humbling process and appreciate
the ability of the honor to serve. Next, she acknowledged Shari Henry and all her work
with the libraries. She appreciated meeting with her and Randy Wines the other day and
specifically appreciate your thinking outside the box.
Supervisor Radford stated he too wanted to thanks Windsor Hills coming
out and supporting him in the election. He looks forward to serving out these two years,
the remaining term. He is grateful, humble to be a part of this group and looking
forward to serving Roanoke County in this position.
Supervisor North congratulated both Ms. Hooker and Mr. Radford for their
elections; Mr. Radford for two years and Ms. Hooker for four years. Also on behalf of the
Board look forward to serving with Paul Mahoney and congratulations to him on his victory
in the Cave Spring precinct and all look forward to serving with Paul. Starlight Christmas,
Roanoke County will present its annual Christmas Tree Lighting on Monday, December
2, 2019, from 6:30 p.m. until 8:30 p.m. at the South County Library on Merriman Road.
Santa will be there as well as marshmallow roasting, Christmas caroling, hand bells, story
time with Pepper, character artists, refreshments, live music, Christmas crafts and more.
Afterwards, Santa Claus will be taking Pepper to the Hollins Library. Another
congratulations goes out to the Economic Development Department for its new brochure,
“Six Steps to Start a Business,” which has been revamped. Amanda, an employee in that
department gets a lot of credit for working on that. It is simple, easy to read and you can
stick it in your pocket. Also, there is a version on our website. There will be more copies
available at the State of the County. Congratulations on getting that task taken care of.
IN RE: CLOSED MEETING
At 3:37 p.m., Supervisor North moved to go into closed meeting following
the work sessions pursuant to the Code of Virginia Section 2.2-3711 A, Consultation with
legal counsel and briefings by staff members or consultants pertaining to actual or
probable litigation, where such consultation or briefing in open meeting would adversely
affect the negotiating or litigating posture of the public body, namely opioid litigation. 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 5:32 p.m. until 5:45 p.m.
IN RE: WORK SESSIONS
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1. Work session to review with the Board of Supervisors the Roanoke
County Comprehensive Financial Policy (Laurie Gearheart,
Director of Finance and Management Services)
Chairman North noted he had forgotten to read the following. On November
1, 2019, Dr. Michael Friedlander, Executive Director of the Fralin Biomedical Research
Institute spoke at the South County Library on the impacts of the Virginia Tech Carilion
and Fralin Biomedical Research Institute and the growth of the Health, Science and
Technology campus in Roanoke in the area that we are calling “Innovation Corridor”. He
went over the 419 Town Center Plan and major transportation improvements to the area
and how they are playing a positive role. He also presented presentations made by Dr.
Kimberly Dunsmore, the Chair of Pediatrics of Carilion Children’s Clinic that is coming to
Tanglewood Mall and the guest that were invited, other than staff, was targeted to
businesses in the Rt. 419 and Tanglewood area and it was well attended.
Mr. O’Donnell provided an overview and turned the meeting over to
Meredith Thompson, Budget Division Director and Steve Elliott, Budget Manager.
Supervisor Jason stated he was under the understanding that we were
going to address this once we had our meeting with the Schools and what outcomes
came from that.
Mr. O’Donnell responded staff is not talking about the debt policy until
thought we were waiting until after joint meeting with the schools other than a few dates.
You can do more than once.
Mr. Peters responded we just did this back in spring so he was surprises we were doing
again.
Supervisor Assaid commented if we ignore the policy like we have been in
the past, why are we making changes to it. Ms. Owens responded the main reason is
there is one new item that staff wants to introduce and obtain approval on. We want to
do a year-end funds that you would approve on December 3, 2019. Supervisor Assaid
asked if we do by ordinance with Ms. Owens responding by resolution.
Supervisor Peters then commented if we make changes as there has been
discussion about regarding year-end surplus for this past year are you saying we would
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do this December 3, which is prior to the meeting with the schools and there was
discussion on year-end surplus in connection with that. Jason if we make changes
regarding year-end surpluses.
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Mr. O’Donnell advised we do not necessarily have to do on December 3,
which Ms. Owens confirmed.
Supervisor Peters stated if we are going to address year-end issues with
the schools and what we may or may not do there, it would not make sense to approve
something prior to going to our meeting.
Supervisor Assaid asked what is the hurry on the year-end surplus,
approving it in December or the first meeting in January?
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Ms. Thompson advised it is included in the policy that it would be presented
in December, so it is part of the comprehensive financial policy. Supervisor Assaid stated
maybe we need to change that too.
Mr. O’Donnell responded staff can present in December, but it does not say
it should be acted on
Ms. Thompson provided an overview and turned the presentation over to
Steve Elliott.
Supervisor Assaid stated that the way he interprets the policy is that if a
project has been completed or it has been cancelled, it is left to the discretion of the
County Administrator to use those surplus funds on any project that is already in process
and use it however he wants to. Is this correct with Mr. Elliott responding in the
affirmative. Supervisor Assaid stated we need to change that because that is allowing,
this has nothing to do with the current County Administrator, a completed project has
been allowed funds for that project, and whether or not the project is over or not over, the
funds should be returned if leftover. If more funds are needed, they should be coming
back to the Board and letting the Board know that project is over budget.
Supervisor Peters asked if that policy changed. In going back several
years, when the Glenvar Library was finished there was money left over and that was
moved to the Vinton Library. The reason he remembers is that it was one of the first
meetings he had as a Board member. The Board had to make that change to move the
money over. So, between January 2014 and today, it has been changed at some point.
Supervisor North stated to him it makes sense that you would have to come
back to the Board for reappropriation of the money before you do anything and in most
cases the Board would approve and unless it is an emergency you could go at the next
Board meeting.
Supervisor Hooker asked if there was a minimal percentage that if you just
needed a small amount to finish things up that you could do at the Administrator
discretion.
Mr. O’Donnell stated it was not listed in here; there is no policy that says if
over a certain amount it goes back to the budget to be reallocated.
Supervisor Hooker added if it was something incidental, she would hate for
it to have to wait on the whole process.
Supervisor Assaid commented there is no project that is budgeted that
tightly; just like operating budget is not that close. It is probably going to end up being a
scope change. You have contractor working on this; it is not just County staff doing the
work. So, it really should come back to the Board. It is not going to be a minimal amount
in all likelihood.
Supervisor North stated with the projects he managed where there was
construction involved, there was an electronic approval system and you had to make the
request for the overrun or the return of the funds and it follow a checks and balance. He
would think we need to revisit this language; if we cannot come up with language now we
could carry it over to December.
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Mr. O’Donnell stated so if they wanted to change it whether it was cancelled
or completed, if you want the Board to reallocate it is certainly the Board’s decision to
make.
Supervisor Radford asked if we were just talking about the capital with Mr.
Donnell responding in the affirmative. Supervisor Radford asked about County-wide.
Supervisor Assaid stated it depends on how you define capital.
Ms. Gearheart added there are some projects, drainage projects for
example that are taken care of by County staff.
Supervisor Assaid stated that in those cases County staff is developing the
budget and hopefully there are putting enough money in there. He then asked Ms. Owens
when we have funds appropriated for a CMP for instance that is appropriated for all. For
example, $1 million appropriated like we did a couple of years ago, that is supposed to
be based on the highest priority. You start working on the projects and if you run out of
money before you get to the last project then it goes to the next year. Ms. Owens advised
in simple terms, the Board allocates x number of dollars to General Services Capital
Maintenance Program and we look to Rob as the Director to really prioritize and manage
those projects within the budgets. Supervisor Assaid added something could happen that
could move the project to the front, but that is money they already have. So, drainage
projects are not CMP. Ms. Gearheart responded they are in the capital funds, but not a
CMP. So, a project that Butch Workman and his crew are doing, the scope is identified,
there has been an allocation of funds for that project. If he is under budget by the time
he has completed that project where does the money go, back into the budget, correct.
Ms. Gearheart advised usually through the year-end roll, unless we have been given any
other instruction, it will go back into the reserves in that capital fund. We give a minor
and major capital reserve.
Ms. Thompson stated in addition, when we shared with you the capital
projects status, there was one, the Hollins fire station parking lot, was over budget, but
we had a couple of other smaller projects that had a little bit of remaining budget so we
were able through this policy use those that were under budget to come that one.
Supervisor Peters stated he viewed that as a maintenance issue; not a
capital issue.
Mr. O’Donnell advised it was a capital project with Ms. Gearheart adding it
was in our capital funds so it does follow this policy. So, it would be nice if there was
some kind of small amount that we could still continue to do those type things without
having to come to you every time.
Supervisor Radford stated that is why he was asking the question, he does
not want to handcuff staff on trying to do the normal day to day projects.
Supervisor Assaid added, but you want to be good stewards of taxpayer
money, with Supervisor Radford confirming.
Supervisor Peters stated he is thinking about the big projects, i.e. libraries.
Supervisor Assaid stated why don’t we let County Administrative staff come
back to the Board and make a recommendation.
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Mr. O’Donnell commented there needs to be some flexibility.
Supervisor Peters added the only problem he had with percentage and it is
a parking lot and it is only $100,000, which is $10,000 and another project could be
$500,000 or great.
Mr. O’Donnell stated it probably makes more sense to put in a dollar
amount.
Supervisor Assaid added if it was a parking lot and he is not familiar with, it
would be a bid project that Mr. Light confirmed stating in that instance there was a lot
softer soil that was picked up on the soil boring.
Supervisor Assaid added things like that he feels should come back to the
Board in one quick reading. It is something you could put on the consent agenda.
Supervisor O’Donnell stated that the only concern he has is the flexibility.
Supervisor Assaid stated there is the Board contingency, which we could
use.
Mr. O’Donnell responded that it is not capital funds with Supervisor Assaid
advising it could be.
Mr. O’Donnell stated staff would request enough flexibility to keep the
project going timely and not have to wait two weeks or a month to make a change to finish
a project.
Supervisor Peters stated there is consensus that the Board has given it
back to staff to provide something back to the Board.
Supervisor Assaid commented if you are waiting to the last minute or staff
is waiting to the last minute to bring something to the Board, it should not be on the Board.
We have seen that before. There are very few times in a construction project where you
don’t have the money to do something. There are change orders and we have seen
change orders come across where staff has picked up the phone and said we have a
change order coming and could we put this on the next agenda. We understand the
project has to go ahead, it is just communication.
Supervisor North asked for language at a future Board meeting and he
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would suggest unless time is of the essence you do so December 17.
Supervisor Assaid added maybe we need a couple of options; there may
be more.
Supervisor North asked if we make these changes effective November 19,
2019, that is within the fiscal 2019-2010 budget. Do these changes override what is in
the budget?
Supervisor Peters responded it would have no effect.
Supervisor Peters asked with regard to CSA, why are we not going with
10% instead of 15%. Ms. Gearheart stated the numbers fluxuate every year and staff
would prefer to be conservative. Supervisor Peters asked if you would not know the
numbers ahead of time, with Ms. Gearheart responding negatively. It only takes with the
costs that we are seeing a couple of cases to come through to jack up your expenditures
and then we would be out of compliance.
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Supervisor North stated so the deficit of $247,000, 3.2% of the revenues,
so staff is recommending going down to 15% from 20% to be conservative and we don’t
know what is going to happen next year in the General Assembly, costs could go down.
Supervisor Hooker asked if this would still be on our legislative agenda with
Supervisor North responded that would have to be revisited.
Ms. Thompson stated we have existing policies for these other funds and
because of the interest in bringing to the general government fund, we realize that they
do receive revenue from other sources and the support that they provide, staff feels it is
a good way for them to maintain a fund balance.
Mr. Elliott reviewed the other suggested reserves.
Mr. O’Donnell explained the expenditure contingency reserve
Ms. Owens commented that budget staff regularly monitors and projects
and many of these are going to be over budget. While we continue to add money to them,
there is a large concern.
Supervisor Assaid asked what the recommendation is. He suggested
taking the Board contingency away as it is never used. Ms. Gearheart added it has been
used in the past.
Supervisor Assaid asked what other options were there; we are waiting on
year-end to see how much money we have before we do this and would assume this
would be reoccurring. When we get to the budget cycle, we would be adjusting for any
overages in our budgets instead of just creating another contingency each year. Ms.
Owens responded in the affirmative. Supervisor Assaid so this is just a quarter percent
and we are not in danger of using all of our money.
Mr. O’Donnell responded this is a one-time expenditure and you don’t need
new money going forward unless it is used.
Supervisor Assaid asked if we had to use it, during the next budget those
adjustments gets made.
Mr. O’Donnell stated we have an incredibly accurate budget. This year
revenue came in a little bit higher, but the expenditures were within 1%. Budget staff has
done a really good job of tightening up the budget.
Supervisor North stated his concern is that we are putting the cart before
the horse, because the Board does not know what to do about the 3.1 yet. What is the
year-end balance presentation with Ms. Owens responding it was originally scheduled for
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December 3. Ms. Gearheart added that in the past we have given the final results, but
along with that the recommendations of what we should do with the year-end balances.
Maybe staff needs to separate those two. She reiterated that staff could do the year-end
audit results, but not have any recommendations.
Mr. O’Donnell asked if it causes any timing issues, budget wise or audit-
wise to separate those and do the presentation of the year-end audit and then the next
meeting make your recommendations for allocation, which would allow for input. Ms.
Gearheart advised she would like to go ahead and bring the roll-over of the
encumbrances.
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Ms. Owens stated with regard to the expenditure contingency, one of the
things we talked about is that would be the last place that we would go to and would try
to solve it internally.
Supervisor Assaid inquired if staff needs to pull out of the reserve, will the
Board need to approve with Mr. Elliott advising in the affirmative and placed on the
consent agenda.
Supervisor Assaid stated but we cannot do anything like that for capital
projects. Mr. O’Donnell advised one is a last resort and one is an ongoing series of work
activities.
Ms. Thompson stated staff has originally planned on making these
amendments through resolution at the November 19, 2019 meeting, but the
understanding now is that we will be providing some additional research and a new
recommendation on the capital year budget on what to do when projects are cancelled or
completed. The reserve policies can be reviewed again, but if the Board is comfortable
on adjusting those, we can include those on November 19, 2019 or a later time.
Additionally, in Section 10 adding the General Government Fund Expenditure
Contingency can be moved to a different date, as it is amended through resolution and
does not have to be one time a year. The other items that we included were to update
the fiscal years related to the debt issuance and which years are for the County and which
years are for the schools so as we move up a year in the ten-year CIP, we add those
additional years in. We also have some edits with the newly restructuring of the Finance
and Management Services Department.
Mr. O’Donnell stated he thinks we should do everything at the next meeting
that we have consensus on and the only thing he is hearing that there is no consensus
on is the transfer at the end of project capital funds. The Board provided consensus. It
was agreed to bring back possible language and put in a separate resolution.
Ms. Thompson stated in amending the capital year budget section, it
essentially tells us what to include in the capital budget ordinance, so that would not be
put into effect until 2021-2030 ordinance that we adopt in May. So, there is time to
evaluate.
Mr. O’Donnell stated if you put the General Government Fund Expenditure
Contingency, it would bring you down to $2.6 to allocate.
Chairman North and Supervisor Peters both commented they would like to
wait on the contingency until they see the final numbers.
Mr. O’Donnell stated so we have consensus on everything but capital and
General Fund Expenditure Contingency.
Supervisor Assaid stated it would be interesting to know how many projects
are going over budget that are in excess of our contingency that we are carrying on the
project to begin with. Are we talking about one or two within a year or a bunch of them?
If we are talking about a bunch of them, we have a bigger problem.
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Ms. Gearheart responded staff had shared that with the Board during the
CIP update, but our policy that we are trying to follow now tells us that we have to share
that information and September was our first. Supervisor Assaid asked how many were
there with Ms. Gearheart responding she could not remember. Supervisor Assaid stated
but it should not be hard to come up with.
Mr. O’Donnell stated he thought there were two.
Ms. Thompson responded there was a paving and then there were two
small items that were renovations that the budgeted amount matched the expenditures
because any additional amount was covered through the CMP because they were such
small amounts.
Mr. Light advised they were five or six projects.
Supervisor Assaid inquired if they were CMP projects or Capital with Mr.
Light responding they were CIP projects.
Mr. O’Donnell stated whatever language we come up, his only caution is
making sure General Services has flexibility to get their work done timely so there are no
delays. It takes two weeks to come back to the Board.
Ms. Owens stated if it would be helpful, the reason this came up was this
year specifically, the Merriman Road project was rejected as the estimates came in with
much more than was budgeted. Supervisor Assaid asked what was done with the money
with Ms. Owens advised nothing has been done because the policy was absent to that
and that is why it came up.
Supervisor Assaid stated he thought we had done something with that. Ms.
Thompson advised it was with the VDOT revenue sharing money. It was moved to
Fallowater.
Supervisor Assaid stated so because that project was way over budgeted
we moved it to another project that was way over budgeted.
Ms. Owens responded that it was brought to the Board, but the policy was
absent to provide direction.
Supervisor Assaid stated that $300,000 with the way the policy is written for
a cancelled project, the Board would never know what happened to those funds. The
County Administrator would not have to let the Board know and it would just be gone.
Mr. O’Donnell added that language would be brought back to the Board.
The consensus was to make the changes to the policy on everything except
the capital budget and the General Government Expenditure Contingency.
Ms. Gearheart stated the presentation on December 3, 2019 would just be
just year-end and the encumbrances.
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Supervisor Assaid apologized to staff stating that he just happened to have
been at a place where you had a budget number, the project was technically complete
and for some reason they kept on spending money on it. Mr. O’Donnell and Ms.
Gearheart both emphasized that County staff does not do that. Supervisor Assaid stated
it is a government entity and knows that it just continues until every dime has been spent
on that project. You expand F F & E, because they find out they have all this money left
over, but that was not in the original scope and was not approved by the Board. It just
continues and feels that is a waste of taxpayer dollars or it needs to go back to the Board
to get approval to use those other funds.
Ms. Thompson then reviewed the timeline for future meetings.
Work session was held from 3:54 p.m. until 4:52 p.m.
2. Work session to review the County of Roanoke Compensation and
Classification Study (Rebecca Owens, Assistant County
Administrator; Anita Hassell, Director of Human Resources)
Mr. O’Donnell provided overview and noted he thinks important to look at
compensation. He turned the meeting over to Anita Hassell, who went through the
PowerPoint presentation. She noted that staff hopes to have some idea of the numbers
in February in time for the budget.
Work session was held from 4:52 until 5:16 pm.
IN RE: CERTIFICATION RESOLUTION
At 5:32 p.m., Supervisor North moved to return to open session and adopt
the certification resolution.
RESOLUTION 110619-3 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