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HomeMy WebLinkAbout4/28/2020 - Regular April 28, 2020 169 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 fourth Tuesday and the second regularly scheduled meeting of the month of April 2020. 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 a moment of silence was observed. The Pledge of Allegiance was recited by all present. IN RE: CALL TO ORDER Chairman Radford called the meeting to order at 3:01 p.m. The roll call was taken. MEMBERS PRESENT: Chairman David F. Radford; Supervisors Martha B. Hooker, Paul M. Mahoney, 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; Peter S. Lubeck, County Attorney; Amy Whittaker, Public Information Officer and Deborah C. Jacks, Chief Deputy Clerk to the Board IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Peter S. Lubeck, County Attorney recommended that agenda items D-1 Resolution authorizing the temporary extension of the existing Fire Station Agreement with Botetourt County, and the creation of a new Agreement with the County of Botetourt for mutual fire and emergency medical services be amended to only discuss the temporary extension of the existing Fire Station agreement and to postpone the creation of a new Agreement with the County of Botetourt and to postpone item D.2 Resolution approving the donation of property to Botetourt County. There were no objections. April 28, 2020 170 IN RE: NEW BUSINESS 1. Resolution authorizing the temporary extension of the existing Fire Station Agreement with Botetourt County, and the creation of a new Agreement with the County of Botetourt for mutual fire and emergency medical services (Stephen G. Simon, Chief of Fire and Rescue) Chief Simon outlined the resolution authorizing the temporary extension of the agreement. The remainder of the item was postponed until a later date. There was no discussion. RESOLUTION 042820-1 APPROVING THE TEMPORARY EXTENSION OF AN EXISTING FIRE STATION AGREEMENT WITH BOTETOURT COUNTY WHEREAS, §§ 27-2, 27-4, and 27-23.9 of the Code of Virginia (1950), as amended, authorize local governments to cooperate in the furnishing of fire and emergency medical response and related issues; and WHEREAS, the County of Botetourt and the County of Roanoke have demonstrated a pattern of successful cooperation through the joint operation of the Read Mountain Fire Station; and WHEREAS, pursuant to an agreement dated May 10, 1990, the Roanoke County Fire and Rescue Department and the Botetourt County Fire and Rescue Department have been jointly operating the Read Mountain Fire Station, located at 43 Eastpark Dr., Roanoke, VA 24019 (the Fire Station Agreement); and WHEREAS, the Fire Station Agreement will expire on May 11, 2020. Upon the expiration of the Fire Station Agreement, Botetourt County will assume sole ownership and management of the Read Mountain Fire Station; and WHEREAS, it is proposed that the Fire Station Agreement be temporarily extended until June 30, 2020 (the end of the current fiscal year); and that that a new mutual aid agreement between the parties be created, wherein emergency services will continue to be provided to all areas of both Botetourt and Roanoke Counties, as they are presently offered from the Read Mountain Fire Station. It is anticipated that a new mutual aid agreement will be brought before the Board at a later date. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that: 1. The continued joint exercise of powers, privileges and authority with the County of Botetourt and the County of Roanoke, in the establishment and April 28, 2020 171 maintenance of mutual aid for emergency fire and medical services, is hereby approved. 2. The Board hereby authorizes the extension of the existing above-mentioned Fire Station Agreement to June 30, 2020, in substantially the form as attached to this resolution, and authorizes the County Administrator and Chief of Fire and Rescue, or their designees, to execute this agreement extension on behalf of Roanoke County, upon a form as approved by the County Attorney. 3. This resolution shall be effective from and after the date of its adoption. On motion of Supervisor North to adopt the resolution, seconded by Supervisor Peters and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 2. Resolution approving the donation of property to Botetourt County Stephen G. Simon, Chief of Fire and Rescue) ( This item was postponed to a later date. 3. Resolution appointing Zoning Administrator for Roanoke County (Philip Thompson, Director of Planning) Mr. Thompson outlined the request for resolution. There was no discussion. RESOLUTION 042820-2 APPOINTING REBECCA M. JAMES AS ZONING ADMINISTRATOR FOR ROANOKE COUNTY WHEREAS, §15.2-2286.A.4 of the Code of Virginia provides for the appointment or designation of a zoning administrator to administer and enforce the localities zoning ordinance; and WHEREAS, §30-5 of the Roanoke County Code lists the powers, duties and responsibilities of the zoning administrator; and WHEREAS, on February 25, 2020, the Board of Supervisors authorized the appointment of Rebecca M. James as Acting Zoning Administrator; and NOW, THEREFORE, BE IT RESOVLED by the Board of Supervisors of Roanoke County, as follows: 1. That it rescinds the appointment of Rebecca M. James as Acting Zoning Administrator. 2. That it appoints Rebecca M. James as Zoning Administrator for Roanoke County. April 28, 2020 172 3. That the Zoning Administrator is authorized to designate such deputy or assistant zoning administrator as she may deem appropriate to assist in the administration and enforcement of the Roanoke County Zoning Ordinance. 4. That this resolution shall be effective May 4, 2020. On motion of Supervisor Hooker to adopt the resolution, seconded by Supervisor North and carried by the following recorded vote: AYES: Supervisors Hooker, North, Peters, Radford ABSTAIN: Supervisor Mahoney NAYS: None IN RE: REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCES - CONSENT AGENDA 1. The petition of Western Virginia Regional Industrial Facility Authority to rezone 2.02 acres from R-1, Low Density Residential, District to PTD, Planned Technology Development, District for the development of the Wood Haven Technology Park, and to amend a portion (43.72 acres) of the Wood Haven Technology Park Master Plan, located in the 7800 and 7900 blocks of Wood Haven Road, including 7875 Wood Haven Road, Catawba Magisterial District Supervisor Hooker’s motion to approve the first reading and set the public hearing and second reading for May 26, 2020, was seconded by Supervisor Mahoney and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: CONSENT AGENDA RESOLUTION 032820-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM G CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: April 28, 2020 173 That the certain section of the agenda of the Board of Supervisors for April 28, 2020, designated as Item G - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1. Approval of minutes – February 25, 2020; March 10, 2020; March 17, 2020 2. Request to accept and allocate funds in the amount of $6,849.68 from the Commonwealth of Virginia to the Clerk of the Circuit Court 3. Resolution approving the Roanoke Regional Airport Commission budget for fiscal year 2020-2021 4. Resolution supporting participating in the Virginia Juvenile Community Crime Control Act (VJCCCA) Grant Program of the Department of Juvenile Justice for the 2020-2021 and 2021-2022 fiscal years On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor North and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None A-042820-3.a RESOLUTION 042820-3.b APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FISCAL YEAR 2020-2021 WHEREAS, Section 24.B of theRegional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provides that the Commission shall prepare and submit its operating budget for the forthcoming year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated April 21, 2020, a copy of which is on file in the office of the Clerk of the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the fiscal year 2020-2021 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the fiscal year 2020-2021 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the April 21, 2020, report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. April 28, 2020 174 On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor North and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None RESOLUTION 042820-3.c TO APPROVE PARTICIPATION IN AND CONDITIONS OF THE VIRGINIA JUVENILE COMMUNITY CRIME CONTROL ACT (VJCCCA) GRANT FOR FISCAL YEARS 2020-2021 and 2021-2022 AND TO ALLOW PARTICIPATION BY THE CITY OF SALEM WHEREAS, the County of Roanoke has participated in the Virginia Juvenile Community Crime Control Act (VJCCCA) program in the past allowing the Court Service Unit to provide direct services, substance abuse services and probation activities associated with the Juvenile Court; and WHEREAS, through the Juvenile Intervention Services Program of Roanoke County’s Court Services Unit, the grant funds have been administered to assist the court by providing immediate and random urine screens, community service, restitution and providing intensive supervision such as Home Electronic Monitoring and Outreach Detention services; and WHEREAS, the Court Services Unit of the Juvenile Court serves the youth of both the County of Roanoke and the City of Salem; and WHEREAS, the Court Services Unit desires to provide services through the Juvenile Intervention Services Program to serve the youth of both the County of Roanoke and the City of Salem utilizing the funding from the VJCCCA grant and other appropriate funds. Now, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County will participate in the Virginia Juvenile Community Crime Control Act for Fiscal Years 2020-2021 and 2021-2022 and will accept said funds, appropriating them for the purpose set forth in this Act until it notifies the Department of Juvenile Justice, in writing, that it no longer wishes to participate in the program. BE IT FURTHER RESOLVED that the County Administrator or the Assistant County Administrator is hereby authorized to execute a local plan on behalf of the County of Roanoke and City of Salem, and BE IT FURTHER RESOLVED that the County of Roanoke will combine services and grant resources with the City of Salem, and the County, as operator of the Juvenile Intervention Services Program, will serve as fiscal agent for these localities. On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor North and carried by the following recorded vote: April 28, 2020 175 AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: CITIZENS’ COMMENTS AND COMMUNICATIONS Vida Leas of 5415 Meadow Crest, Roanoke, Virginia 24019 asked that “ the following be read.I know this is asking a lot of The County of Roanoke Board of Supervisors, especially after you pretty much just passed the same prices for taxes on property and personal property taxes from last year. We the citizens of Roanoke County ask for a review of this already passed item of business by the board. We are in a Pandemic, we are asking for the taxes to be reduced or free, we need help with our bills. One person on the internet moved here from another state two years ago said I can't believe I keep paying taxes every year for the same item i paid taxes on to begin with when I purchased the item. A lot of states do not even have any kind of taxes like personal property or property. We are in a Pandemic, most of us are forced to close our businesses or not go to work. Depending to our usual income we have taxes based on that. The United States Congress and Senate have stimulus package in the works for states and the localities in those states based on the 2010 census. According to that census Roanoke County although separate from the cities it surrounds which are part of it. Because all legal business of Roanoke County is conducted in Salem, VA, Roanoke city is definitely a part of the county completely surrounded by it. Which puts us as number 6 on the list only below Newport News, VA and above Richmond, VA., which means per citizen we would get an extremely large stimulus check in Roanoke County. We need our money. The county will get plenty. Please save the citizens from undo hardship.” IN RE: REPORTS Supervisor North moved to receive and file the following reports. The motion was seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 1. Unappropriated, Board Contingency and Capital Reserves 2. Outstanding Debt Report 3. Comparative Statement of Budgeted and Actual Revenues as of March 31, 2020 4. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of March 31, 2020 5. Accounts Paid – March 31, 2020 6. Statement of Treasurer's Accountability per Investment and Portfolio Policy as of March 31, 2020 April 28, 2020 176 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor North commented he looks forward to a mutually agreeable Fire and EMS Agreement in the new future beginning July 1, 2020, with Botetourt County for the long-term Fire and Rescue service protection of East County and Roanoke County and the Orchards precinct in particular. In addition, he wished everyone well wishes and hopefully we will be through this pandemic in the near future. Supervisor Mahoney commented many of you may have read in the obituaries of the recent passing of Bob Patterson, a long-time principal of William Byrd. Back in the day when the County Attorney’s office also represented Roanoke County Schools, he had an opportunity to work with Mr. Patterson. He was a fine gentleman, a tremendous leader for Roanoke County Schools. He and his wife and all of the Board would like to give our best wishes and condolences to the Patterson family. Secondly, he thinks all of the Board has received the updates from Jill Loope, our Director of Economic Development of some of the different initiatives that the Economic Development Department in Roanoke County are taking to try and help some of our local businesses. Ms. Loope had mentioned in her report that a $126,000 grant from the Virginia Economic Development Partnership was awarded to six (6) or (7) businesses in Roanoke County. He knows that Ms. Loope is also working on several other grants trying to help some of our local businesses, either through the Department of Hhousing and Community Development or the GO Virginia grants. Those are several million dollars Statewide, so he does not know if we would be successful in achieving any of those to help any of our local businesses, but in these difficult times, he is glad to see the County is taking steps to try to help our local businesses. Supervisor Radford stated we just got an email this morning as we are starting to hear news from different states and localities turning back on opening. We heard from Chief Simon that elective surgeries would be able to be performed started May 1, 2020. This is great news for our medical facilities here in town. Probably later this week, he will be doing an update with Amy Whittaker on the County and some information on how we have been progressing with COVID-19. We will release that through a video. IN RE: CLOSED MEETING At 3:19 p.m., Supervisor Radford moved to go into closed meeting following the work sessions pursuant to the Code of Virginia Section 2.2-3711 A 3, Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, in the Cave Spring Magisterial District. The motion was seconded by Supervisor North and carried by the following recorded vote: April 28, 2020 177 AYES: Supervisors Mahoney, Hooker, North, Peters Radford NAYS: None The closed session was held from 5:02 p.m. until 5:36 p.m. At 3:20 p.m. Chairman Radford recessed to the fourth floor for work session and closed session. IN RE: WORK SESSIONS 1. Work session to update the Board of Supervisors on the projected revenues and expenditures for fiscal year ending June 30, 2020 and revenue projections for fiscal year 2020-2021 (Laurie Gearheart, Director of Finance and Management Services) Mr. Daniel R. O’Donnell, County Administrator, provided an overview and indicated we would also review the schools info provided by Rebecca Owens, Assistant County Administrator. Ms. Gearheart provided the PowerPoint presentation; a copy of which is on file in the office of the Clerk to the Board of Supervisors. Supervisor North commented that he had done some “back of the envelope” number and figured we would miss 2019-2020 projections by $854,000 for a three-month period. Ms. Owens stated for the sales tax, we were trending above what we thought we would be and we project that what we will receive for the March and April timeframe might actually help the sales tax. For the hotel and meals tax, we are projecting that we are not going to receive little, if any, additional revenues. Supervisor Radford asked if the forecast would be updated in thirty (30) days. Ms. Owens and Ms. Gearheart responded in the affirmative. Supervisor North noted we don’t know what is going to happen when the General Assembly gets back. It could be that we have some bad news coming down the road. Mr. O’Donnell stated we also do not know what is going on at the federal level. April 28, 2020 178 Supervisor Peters inquired about what was already delegated to go to the states; how is that going to be allocated? Mr. O’Donnell responded that is for direct expenses related to COVID and each department is documenting those expenses. Supervisor Peter asked if each state guaranteed $1.25 billion. Mr. O’Donnell advised he could not remember. Ms. Gearheart responded there is a piece of that if you were a locality over $500,000, you were to receive X amount of that on top, but we don’t come close to meeting that. The remainder of that money is supposed to be allocated out and allocated based on population. There have not been given any details and you cannot count on it because it will be up to the Governor as to what he does with the rest of it. Mr. O’Donnell stated FEMA reimbursements take two (2) years. Supervisor North stated we are going to find out what the scorecard looks like in May and June with Ms. Owens responding in the affirmative, noting that we are watching it closely. Supervisor North noted he had spoken with his local Chick-Fil-A and the manager said they are not hurting. All of his employees are working. Supervisor North then added that according to Jill Loope, Director of Economic Development, 49% of our business licenses are home-based businesses, which may or may not be effected because they can work virtually. Supervisor Radford commented with the elective surgeries coming back on May 1 that should hopefully give us some additional sales tax. Supervisor Mahoney inquired when going back to the great recession, 2009-2010, can you recall what was the percentage with respect to growth in real estate tax assessment? Was it similar to what we are talking about now or was it more severe? Ms. Owens responded that it took a couple of years to make the decline on the real estate so this is a sharper decline in just a six (6) month period. We were always about 18-24 months behind the Northern Virginia areas and it took us a while to actually get to that point. Our growth has been gradual. We have worked with our real estate assessor and he is still seeing very strong real estate sales and market values. We will keep a watch on as well. Supervisor Mahoney stated he is seeing that and it’s anecdotal. Supervisor Peters stated what he thinks we are going to see is for the last half of the year, we are already starting to see it in the mortgage market, people have already been preapproved, but going forward you have disruptions such as people being laid off or reduced hours, just the market as a whole. Even if we get back to work next month, the shock wave has already gone through and people are not going to be as anxious to buy that home as they were three (3) months ago. He thinks staff is correct in reducing that number. Mr. O’Donnell commented there is usually a year lag. Supervisor Hooker commented that every time she goes by Kroger, Home Depot, the hardware store, etc. they are packed. People have time on their hands. April 28, 2020 179 Ms. Owens stated the sales tax will be the one that we will have more of an idea in the next couple of months. So, our restaurants actually collect sales tax as well. She thinks they are going to see on the restaurants a potential decline in sales tax, but we could actually see an uptick potentially on citizens being home and wanting to work on projects. Supervisor Peters asked with regard to the $12 million block, when do we normally receive with Ms. Gearheart advising they normally receive in July and accrue for in June. Supervisor Radford asked if we have any way of tracking internet sales tax with Ms. Owens advising in the negative, stating Steve Elliott in the budget office works closely with the Commissioner of the Revenue and the reporting they receive does not indicate this Supervisor Mahoney stated assuming these numbers are our reality for 2020-2021, worse case, do you anticipate that in February or March the County would have to issue revenue anticipation notes to get us through to May and June when the money comes in. Ms. Owens responded in the negative. Supervisor Mahoney asked how bad would it have to be before we would have to go back to revenue anticipation notes; we have not had to do revenue anticipation notes for 25 to 20 years. Ms. Owens responded that when they looked at cash, our total pooled cash (cash included not only cash in our general funds, but in other funds, i.e. Schools, health funds, etc.) there is cash in the neighborhood of $70 to 80 million in total. It would take a lot for us to get to where we would need to come to the Board and need to do that. Supervisor Mahoney stated he knows it sounds silly thinking that in a way, he sees this as an optimistic revenue projection because Sunday night he was rereading the document that Mr. Caywood gave us from the Imperial College of London, where they projected in one model a new surge in November-December time frame. He thinks a lot of what we are looking at here is things will be getting better in January and February of next year. It seems to him in a way, we are optimistic that things will get better in the third and fourth quarter, January, February March of next year if the folks in Great Britain and their models are correct. He knows that model has suddenly been forgotten and nobody pays attention to it anymore and now we are looking at Murray’s model out of Washington. He finds it interesting that the Imperial College of London model was the one that precipitated a lot of the more stringent lockdowns and now it seems we are forgetting that model and looking at something else. Mr. O’Donnell advised in reality our budget is modeled with a very bleak first quarter and increasing in the second and fairly strong in the fourth quarter. Supervisor Mahoney stated that is what he is saying, if we have a new surge in October, November and December. Mr. O’Donnell stated that staff has been monitoring a lot of other localities across the State; he “googles” County budget every day. Some places are flat, some places are increasing and a whole lot of them are doing what we are doing. April 28, 2020 180 Supervisor Mahoney stated he guesses that is a nightmare scenario for the second surge. Ms. Owens responded others are making the assumption that their budget is going to have no growth, but it is going to be the same thing that it is today. She stated she would not be comfortable with that. Ms. Owens added that she thinks we are going to see a period of time where we open up a little bit and may have to close back down, but eventually we are going to get to where we are going to understand how we have to transact and do business because until we have a cure, a vaccine it is just going to be our new world. So, that she thinks our approach going into the year, coming to the Board and having regular meetings where we are reporting the revenues and may need to adjust them down and we would do just what we have done this year. We would curtail spending and we will probably actually go into the next fiscal year with some of the same fiscal restraints that are in place today, hiring freeze, curtailed spending, no capital spending and that is where we are going to be until we are comfortable and get back to some level of normalcy. Supervisor North commented the State numbers went back up after a two- th day decline so we are counting down again. This is the 28 day of April and he had one call last week we thought the peak would happen sometime in May for this region and the Governor says he is ready to open regions, but not now. You just don’t know and that goes back to the only we do know and that is a vaccine would be cure-all, but that does not seem to be coming inside of this year, maybe late this year. Ms. Owens added the last item she wanted to share with the Board, she sent an email recapping what she and Mr. O’Donnell thought was a very good meeting with the schools. Susan Peterson, their finance director is a part of our revenue team. So, she was very familiar with all the revenue projections and assumptions. We did share with the schools that we have run that school revenue sharing formula and it basically shows that their revenue from the County will decline $2.47 million. We had good conversations around the County’s approach to balancing the budget, while maintaining all staff on payroll, not giving employee raises and all the things she just mentioned and so they came in prepared to actually talk about a similar approach. So, in the summary document that she had sent out to the Board earlier, there were a couple of items that they did bring up and we mentioned that it would really need the County’s Board approval. The first item is they currently they spend $1 million on their expenditure side to put towards capital maintenance. They wanted to be able to defer that and not actually spend that this year, but because it is in our policy, it really requires the Board’s approval that they are okay or not with that. April 28, 2020 181 She was hoping we would have a conversation and then Mr. O’Donnell can share with Dr. Nicely the outcome. The first item is the deferred maintenance; the $1 million they put to the Capital Maintenance Program, which would help them in balancing. They would be getting $2.47 million less from us. They are looking at getting an additional $1 million from the State, they would be looking at receiving $1 million from the Cares Act funding. They also have increased costs. They have VRS and other contractual obligations. While they are getting new money, they also have additional expenses. She added that she and Mr. O’Donnell were comfortable with this. Supervisor North stated he believed this has been done in the past. Supervisor Mahoney stated he did not know the school budget, but what happens if we authorize it and in November the roof at one of the high schools collapses. What other source of money do they have to address a capital maintenance program like that other than this? Ms. Owens explained they have balances in their capital accounts, similar to us, and for that example they have $2 million. Supervisor Mahoney stated so there is another source out there. Supervisor Hooker asked if they had a list of the maintenance items they will be deferring. Ms. Owens stated they did not provide, but she feels she can get and provide to the Board. Supervisor Hooker it is her opinion that it is a reasonable request, and we would want to do the same thing. Supervisor North stated he did not have a problem with it. Supervisor Peters asked if they have a net number as to how much their budget would go down. They are getting additional money from the State. Mr. O’Donnell stated they also have some savings. Ms. Owens stated we will have that soon. They did share they had about $2 million in increased operating costs, i.e. VRS, contractual obligations, etc. They have a long list in their original proposed budget that they will not be doing. Supervisor Hooker stated she knows the County has a hiring freeze, but are they? Mr. O’Donnell stated they are not adding positions. Supervisor Hooker stated so if they had a person that left, they would replace that person. Ms. Owens stated they would discuss, but it was not immediately go hire. Supervisor Hooker stated she just knows there was some discussion about additional mental health counselors. Ms. Owens stated they are deferring the three (3) mental health counselors, three (3) maintenance positions. No new positions. No salary increases. April 28, 2020 182 Ms. Owens stated another ask the schools had was they are projected in the current year to have a $300,000 shortfall on their revenues from the State because the student population is going to be 34 less; therefore they are projecting $300,000 on the revenue side. They are projecting $4 million of expenditure savings. Normally, your policy for them would say those funds would go directly to capital and would be split 50- 50. Their ask is that they want to be able to have the flexibility to in addition to put that to capital, that if there is something on this deferred list becomes an absolute need, they want the flexibility to use those funds for that. Mr. O’Donnell explained this would refer to something that is quasi-capital or operating. He was fine with it as long as it was not personnel. Supervisor North indicated he was fine with it, but would like to see the list. Supervisor Radford stated the bullet point says to fund specific non- capital, not personnel operating costs. Supervisor Hooker stated it was a stop-gap measure, but if they are continuing to do that then it is not sustainable. Supervisor Hooker, Supervisor Radford and Supervisor Mahoney stated they were okay with this. Next, in no particular order, one of the items that they would like to defer is the $200,000 that we had said we would begin in this fiscal year. Ms. Owens stated she did run it back through the model and it essentially decreases that cash value. When we looked at this we said in 2029, what would the cash value be if we began to do $12 million of debt each and every year and we incrementally each side increase by $200,000. We were at $5.7 million would be the cash value in the future debt fund in 2029. She reran it through the model and basically if we just delayed it one year and picked it back up in 2022, it basically takes the cash balance to $2.5. Supervisor North stated he thinks the Board worked very hard to increase our funding $2 million. It was predicated on $200,000. He looks at this as a mortgage payment; if you don’t pay this it is not going away but has to be paid further down the road. It is not going away. Supervisor North stated he would like to see us come up with an agreeable figure on both sides that we save something. If it is not the $200,000, he would be willing to consider something less. Supervisor Radford stated he agreed, if the $200,000 is divided into 12 payment and one quarter is going to be lost, then we are looking at three (3) quarters or something like that. Supervisor Hooker stated she just wanted to know how dire it is. Are we to that point that we need to look at that? April 28, 2020 183 Supervisor Peters stated it is a given on the $1 million, he feels like the $200,000 is something that he feels strongly about because the Board worked very hard to get to that point to increase the funding, to increase the leverage and for $200,000 and if things get bad next year maybe we can do that, but feels that things are not that dire that we should skip this year. He would like to see both sides maintain that because it was something very important to both sides as we went through this last year. The school board was very passionate about moving it to $12 million and willing to do the funding and he feels like this is something we should hold firm to. Supervisor North stated just listening to the $5.7 cash value to $2.5 is a wide spread. He is willing to compromise. We are looking at 6% in the model; inflation may come into play. He is open to a suggested number. Supervisor Peters stated until we know that net number of their budget. They are getting money from the Cares Act, from the government. It does not sound like there is a whole lot of discrepancy. Until he sees a more dire situation, he would prefer to hold off. Supervisor Mahoney stated he was not on the Board when the Board voted on this, but was sitting in the audience when the Board went through the difficult discussions to reach this point and he remembers there was even a push to even go beyond that amount. He respects Ms. Owen’s opinion, as to the how the numbers will work out 10 to 20 years down the road. This is a good faith commitment and if you are going to back off part of it, the $200,000, but you still want the benefit sets off alarm bells. If you want to do the $200,000, he will vote for it, but then you go back to the $10 million. You made a deal, if you want to change it, then go back to what the number was in November. Supervisor Mahoney stated he also thought, maybe he did not hear it correctly, he thought part of the deal was to increase the contribution to capital to take it to $12 million so you could accelerate Byrd and the two (2) elementary schools. It was his recollection that the schools were pushing to put more money into it so that the schools could accelerate those projects. Supervisor Peters stated that was correct. Supervisor Mahoney asked if all of that would have to be revisited? Ms. Owens explained what she understood in their CIP, they have some cash set aside for William Byrd and they have $12 million in 2021, but they cannot move forward until they have the full project funds. So their remaining $3 million of bonds in 2022, they would be using $3 million of the $12 million for William Byrd. Supervisor North stated he thought they were going to do William Byrd this year. Ms. Owens stated they do not have the full amount so they would not have the full bonding capacity until July 1 of 2021. April 28, 2020 184 Supervisor Peters asked if Ms. Owens could give an example of in the past that we have front-loaded a project rather than waiting for it to accumulate? He added if he is not mistaken Cave Spring had to build up for three years. Have we ever front-loaded a project? Ms. Owens stated she cannot remember doing that. Ms. Owens stated they cannot do that because they do not have appropriation authority. Supervisor Peters stated but that is what they are asking for. Ms. Owens responded in the affirmative. It was the consensus of the Board that the $200,000 must remain. Ms. Owens stated they are anxious for us to change the revenue sharing formula and to suspend it in the current year. They wanted one that was less complex and remove the ADM factoring. She advised them that is a conversation that takes months and months. Lastly, they wanted the budget process be an ongoing process throughout the year. Supervisor Mahoney asked Ms. Owens to go back to the first bullet under your other list. He was intrigued by the comment that yes this is only for one year, but if it goes longer we need to look at structural changes. He is hard pressed to even think of a structural change. He feels like what we do is what we have to do; not just us, Roanoke County Schools, Roanoke County. What is an example of what a structural change would be? Ms. Owens stated their conversations around that would be service level reductions. It is not where we want to go, but if we continue to have revenue declines, and you will see when you see the proposed budget that we are hitting the pause button and we are not putting any money to things that we have worked on over the last several years to get in the base budget, i.e. capital maintenance, vehicle replacement, establishment of good, solid revenues and we still have all of those things, but this budgeting approach is not sustainable. The work session was held from 3:30 p.m. until 4:53 p.m. IN RE: CERTIFICATION RESOLUTION At 5:37 p.m., Supervisor Radford moved to return to open session and adopt the certification resolution. RESOLUTION 042820-4 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. April 28, 2020 185 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 Radford to adopt the resolution, seconded by Supervisor North and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: ADJOURNMENT Chairman Radford adjourned the meeting at 5:38 p.m. b itted by: Approved by: / ,a, /2/._1 r 44.4, •, -borah C. Jac avid F. Radford Chief Deputy • rk to the Board Chairman April 28, 2020 186 PAGE LEFT BLANK INTENTIONALLY