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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 438 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. November 6, 2019 439 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. November 6, 2019 440 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. November 6, 2019 441 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: November 6, 2019 442 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 th 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. November 6, 2019 443 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 November 6, 2019 444 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 rd 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. rd 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? November 6, 2019 445 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. November 6, 2019 446 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. November 6, 2019 447 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 th 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. November 6, 2019 448 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 rd 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. November 6, 2019 449 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. November 6, 2019 450 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. November 6, 2019 451 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