HomeMy WebLinkAbout5/12/2020 - Regular
May 12, 2020
189
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 Tuesday and the first
regularly scheduled meeting of the month of May 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: BRIEFINGS
1. Briefing to discuss with the Board of Supervisors the County
Administrator's Revised Fiscal Year 2021 Proposed Operating and
Capital Budget (Daniel R. O'Donnell, County Administrator)
Mr. O’Donnell provided the following briefing. A copy of the PowerPoint
presentation is one file in the office of the Clerk to the Board. “Mr. Chairman and
members of the Board. I am here today to present to you my revised budget proposal
for fiscal year 2021. Without doubt this has been the most difficult budget I have had to
formulate in my over 30 years of government administration and it has been a great
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challenge. The COVID-19 pandemic has undermined the national, local and regional
economies and this budget puts a one year plan in place that will enable us to manage
through the most difficult financial situation that most of us have ever experienced.
Before going into the budget itself I would like to take the time to thank all of the
department heads and constitutional officers, and all of Roanoke County’s amazing
employees, for continuing to provide professional services to the community during this
public health emergency. Despite many of our facilities’ doors being locked to everyday
public access, we have been able to deliver most of our regular services through
alternative methods such as telecommuting, remote tele-conferencing, providing
alternative service locations and continuing to meet the public by appointment with
proper social distancing. With the exception of our Libraries and Recreation services we
have been able to deliver services at near normal levels. Our employees have done a
fantastic job of adapting to adverse conditions and I thank them all for their resiliency
and dedication to our citizens.
I would also like to thank the budget team who worked with our department heads and
constitutional officers to compile a new proposed budget in less than two months as the
original proposal became obsolete soon after it was delivered on March 10. This was a
truly a team effort so I would like to thank Assistant County Administrators Rebecca
Owens and Richard Caywood, Director of Finance and Management Services Laurie
Gearheart and the budget staff of Meredith Thompson, Steven Elliot and Corey White
for working diligently on this budget with very little time to compile the data.
Page 2
Today’s presentation will cover material on the original fiscal year 2021 budget, a
comparison with the revised proposed budget, a review of budget priorities, a summary
of fiscal year 2021 revenues and expenditure requests and a brief review of the Capital
Budget.
Page 3
As you may recall, the original proposed budget on March 10, 2020, had a projection of
a $6,102,927 increase in revenue. However just two (2) days later on March 12, 2020 a
state of emergency was declared and on March 17, 2020, Governor Northam issued
Executive Order 53, which effectively closed down very large sectors of the economy.
Although this had to be done and most likely resulted in saving many lives it put a wide
variety of our revenue sources in jeopardy and completely changed our budget
possibilities.
Page 4
This slide compares the fiscal year 2020 budget with the proposed fiscal 2021 budget.
Our fiscal year 2020 operating budget totaled $195,622,195. The revised proposed
budget shows a decrease from the current fiscal year of $5,477,246, which leaves a
total of $190,144,949. This is a total decrease of 2.8%. As you may recall at our
revenue work session on April 28, 2020, we had estimated revenues would be
decreased by $5,555,758. However we are able to add back $78,512 of state funding
by adding two (2) much needed protective services workers in Social Services with little
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local match so our total is slightly revised. There will be more about these positions later
in the presentation.
Page 5
Now that we have reviewed the changes in revenue expectations from the original
proposed and current fiscal year budgets I would like to present my budget priorities.
The first is to manage through the economic downturn due to the COVID-19 Pandemic.
This budget allows the organization to survive a one year downturn. Should the
economy not begin to recover in the next fiscal year we will have little choice but to
severely decrease services in future years.
Second, this is a one (1) year maintenance budget with no tax rate increases.
Third, this budget attempts to maintain normal service levels to the greatest extent
possible under the state guidelines for re-opening the economy.
Fourth, in order manage for one year we are significantly reducing capital projects and
vehicle fleet funding. This is by no means a sustainable solution and this will be the first
budget area we will add dollars to as the economy begins to recover, hopefully within
the 2021 fiscal year.
Fifth, under the school revenue sharing formula we will share the decrease in revenues
with the school system.
Finally, despite these significant budget issues I am proposing to add funding to Fire
and Rescue staffing to leverage a federal SAFER grant and add two (2) protective
service workers to the Department of Social Services as they are paid for mostly with
State funding and demands for these services are expected to increase.
Page 6
Now I will provide a quick review of the revenue side of the budget. I am not going to go
into detail on revenues in this presentation as you had a very lengthy work session on
the proposed revenues at the April 28, 2020, Board of Supervisors meeting. Details are
found in your budget document.
Page 7
These tax rates have already been approved by the Board. They are a dollar and nine
cents per $100 of assessed value for real property, three dollars and fifty cents per $100
of assessed value for personal property and two dollars and eighty five cents per $100
of assessed value for Machinery and Tools. These rates are the same rates used for
the current budget.
Page 8
The pie chart depicts the General Government Revenues. As you can see the two
largest revenues are real property at 51.8% and personal property at 16.8%. Some of
the largest changes in revenues from the previous proposed budget are from Sales,
Hotel / Motel and Meals taxes. These revenues are reflective of decreased economic
activity and will be greatly reduced from the current fiscal year.
Page 9
Now I will share the general government expenditure summaries.
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Page 10
This slide summarizes how I propose we decrease our budget by $5.5 million. As I
stated earlier, this budget model is not sustainable beyond one year as it significantly
reduces capital project funding and fleet replacement by $3,077,797. Also in
accordance with the revenue sharing formula $2,470,354 less will be transferred to
schools than in the current fiscal year. The public safety staffing he will present later
increases cost by $513,957 and although there are no pay raises in this budget the
employee compensation category increases by 373,983. All of this increase is from a
mandated increase in employer contributions to the Virginia Retirement System. A
variety of other budget items total a decrease of $817,035, thus bringing the total
decrease to $5,477,246.
Page 11
This pie chart summarizes the general government expenditure categories. The largest
area of expenditure by far is the contribution to schools of $77.91 million which is 41%
of the total. Next is public safety at $54.91 million or 28.9%. The three (3) remaining
functional categories that we build our budget through are Community Services, Internal
Services and Human Services which are all very similarly funded at 5.6% to 5.8% of the
general government budget. All of these categories combined equal over 87% of
general government expenditures.
Page 12
To summarize the capital component of the operating budget, we are continuing to
increase funding to the shared county / school capital funding arrangement by
increasing the debt fund by $200,000. We do realize a saving of $400,135 in the school
/County debt transfer which is basically the result of the debt payment schedule as we
made a large payment on debt in the current fiscal year.
This budget proposal eliminates any general fund transfer for capital projects, capital
maintenance and fleet and equipment. Any spending planned in these areas will come
from funds available outside of any new general fund transfer. The elimination of this
funding decreases expenditures by $2,877,662 bringing the entire reduction in capital to
$3,077,797.
Page 13
As a result of the school revenue sharing formula the operating transfer to Roanoke
County Schools is decreased by $2,470,354 The county contribution to schools equals
$77,907,881 including the $68.02 million operating transfer, an $8.07 million transfer for
Debt Service, and a $1.8 million transfer for Children’s services act programs. This
reduction in school transfer has been discussed with the School Superintendent and he
is aware of the need for the reduction. The school budget will be using these number
for their revenue estimates.
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Page 14
Despite these reductions, we are still recommending that we enhance our public safety
staffing. $172,803 s are requested to leverage a new Federal SAFER grant which would
provide for 15 new Fire and Rescue staff if approved in the fall. The first two (2) years of
the four-year grant has a 25% local match to leverage 75% in Federal funds. We also
need to budget $235,178 dollars of local funds to pay for the final year of additional
costs from the 2018 SAFER grant that added 11 positions in fiscal year 2018. If we
receive the SAFER Grant in fiscal year 2021, Fire and Rescue will be fully staffed for at
least several years into the future.
Page 15
Another needed enhancement in Public Safety is the addition of one Child Protective
Services Worker and one Adult Protective Services Worker in Social Services.
Demands for protective services were increasing prior to the COVID-19 pandemic and
are expected to increase in the future. The total cost of $105,976 is offset by $78,512 in
State funding and shared local costs with the City of Salem, leaving only $27,464 in
local cost for the two positions.
Page 16
Concerning Employee Compensation, unfortunately our goal has changed from our
original plan to provide a salary increase. Now our major goal for personnel is to avoid
future layoffs. Although the proposed budget has no planned layoffs, we are maintaining
a hiring freeze for non-public safety employees and have unfunded several vacant
positions. We are also developing a process to move underutilized employees into
necessary vacant positions to keep as many of our people employed as possible.
Where possible we will freeze future vacancies. There is no salary increase planned this
year, and there is no increase to health insurance premiums. We do have a significant
additional cost of $850,000 from a mandated employer cost increase (VRS). This
increase is somewhat mitigated by the currently unfunded vacant positions that will save
$476,047. This leaves a total increase of $373,983 for employee compensation and
benefits.
Page 17
There is a series of other adjustments totaling a decrease of $817,035. First is a
decrease in funding from the general fund for IT infrastructure and computer
replacement. We will only be replacing laptops and PC’s on an as needed basis from
the existing computer replacement project balance and are deferring any major
infrastructure replacements, including servers and other equipment and only replacing
these items as needed from existing balances as well. This will reduce costs by
$822,942.
We also have a significant decrease in outside agency funding, primarily due to the drop
off in Hotel Motel tax that will have a major impact on Visit Virginia’s Blue Ridge as they
receive three sevenths of the this tax by Code and by contract. The total reduction in
outside agency funding is $293,107.
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We have budgeted a $125,000 increase in costs for the Western Virginia Regional Jail
based on expected increases in incarceration, however the Regional Jail budget does
not include any per diem increase for the member jurisdictions.
We have decreased the expected savings for salary lapse for future vacancies as we
believe that there will be fewer people leaving employment due to the lack of alternative
jobs in the regional economy. This is reflected as a cost increase of $100,000.
We expect additional applications for tax relief for the elderly and disabled veterans
which we estimate at $75,000 and have a minor increase in costs for the fleet services
center born by departments from departmental charges. This additional cost is
budgeted at $57,367 dollars.
There are a variety of other minor adjustment equaling $58,353 in savings which bring
the total decrease for these budget items to $817,035.
Page 18
Concerning the new public safety positions, for the new SAFER grant we are budgeting
$172,803 and for the local cost of the Social Services positions we are budgeting a local
cost of $27,267. Therefore we hope to be able to add a total of 17 new positions if the
grant is awarded or six (6) new positions if it is not.
Page 19
This slide contains a listing of all of the other general funds. Rather than going through
them in great detail, I would point out that the Fee Class fund that provides our Parks
and Recreation fee based programs is reduced by 23.25% percent. Although this
estimate may be optimistic, we only spend funds that are actually received so if revenue
is lower expenditures from this fund are managed accordingly.
Page 20
We will be having a work session later today on the details of the capital budget and
normally the budget presentation does not contain capital budget summaries, but as we
have not had a chance to show you the proposed changes I thought it important to run
through them with you now. We can answer any questions you may have in the work
session later today.
Page 21
Our original proposed Capital Budget for fiscal year 2021 was $6,588,450. The revised
amount proposed today has been decreased by $1,952,976 and now totals $4,635,474.
Most of this decrease is from eliminating any new general fund transfer to the capital
program for one (1) year.
Page 22
The importance of this slide is to show you that in order to manage through the next
year there is no transfer of cash from the general fund for next year’s capital
expenditures.
The funding sources for the fiscal year 2021 Capital Budget include $2,678,624 of
unrestricted cash such as allocations from debt fund, capital reserves, sale of assets
and closed out projects, $987,150 of cash sources from the economic development and
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CommIT funds, and $969,700 of non-county funding sources such as grants,
contributions from other governments and private capital contributions.
The total capital budget cost for fiscal year 2021 is now proposed at $4,635,474 and
includes no new funding from the general fund.
Page 23
Our Capital Maintenance Program has been significantly reduced from prior years. We
are budgeting $596,924 for the general services CMP, $430,000 for the Parks and
Recreation CMP and $70,000 for the Sheriff’s CMP. The total CMP budget is
$1,096,924, which is $263,076 dollars less than budgeted for the current fiscal year.
Page 24
In the fiscal year 2021 capital budget proposal for public safety we are planning a
$327,000 cost to replace the digital microwave ring. Our current equipment has outlived
its normal useful life and emergency radio communications is a top priority. We also
need to replace communications infrastructure at tower sites budgeted for $150,000
dollars. We have one (1) final year of purchasing ballistic body armor for Fire and
Rescue at a cost of $70,000 and are moving forward with installing diesel exhaust
removal system at two (2) Fire and Rescue stations at a $100,000 cost. The total
amount for public safety is $647,000.
Page 25
Concerning capital for economic development projects, we need to budget $382,905 for
the debt service on the broadband authority infrastructure and we are budgeting
$100,000 for additional match funds for a future Virginia Telecommunications
Infrastructure Grant to expand internet coverage in rural areas. This additional $100,000
brings the total available to $300,000. We also are obligated to pay $162,800 to the
Western Virginia Industrial Facilities Authority for our portion of the debt on the
development of the Wood Haven Technology Park. The costs for both the Broadband
Authority and Wood Haven Technology Park have been graciously provided by our
Economic Development Authority from proceeds of land sales so we are grateful for
their assistance. The total for economic development projects is $645,705.
Page 26
We are continuing forward with several transportation projects that we are obligated to
continue as we may have to repay amounts already received from a variety of
intergovernmental sources if they are eliminated. These projects include the Fallowater
Lane Extension at $391,445, Plantation Road Phase 2 at $200,000 and the East
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Roanoke River Greenway at $125,000. We also need to show a maintenance of effort
on our storm water program in order to maintain our Municipal Storm Water MS4 permit
from the state. We have budgeted $150,000 dollars for this purpose. This category of
expenditures totals $866,445.
Page 27
We have two large technology system upgrades that we must continue and these costs
are shared by the Schools. We are upgrading our Human Resources and Payroll
systems at a cost of $659,400 and continuing upgrades to our financial system,
Dynamics D365. The combined cost for these two projects is $1,379,400.
Page 28
To recap our capital budget for fiscal year 2021, our CMP programs are budgeted at
1$,096,924 dollars, Public Safety projects total $647,000, economic development
projects expenditures equal $645,705 transportation and storm water projects are
budgeted at $866,445 dollars and our technology projects are projected to cost
$1,379,400. This again brings the total capital budget for fiscal year 2021 to $4,635,474.
Page 29
This concludes the numbers portion of the budget proposal, and now I would like to
reiterate how we will control our budget throughout the next fiscal year. We plan to
maintain the hiring freeze of non-essential positions, minimize our capital spending,
closely monitor departmental expenses as well as all revenues, and continue with our
conservative debt management practices. Again this is a one year stop gap budget and
the methods used to balance it are not sustainable beyond this one year. We are
hopeful that there will be a swift economic recovery but if not we will be forced to make
careful service reductions in future fiscal years.
Page 30 and 31
Our next steps are shown on this slide and include all of the meetings scheduled to
complete the budget. On May 26, 2020, we will consider the County School budget and
have reserved time for a general work session to answer any questions board members
may wish to discuss. We will also hold the first of two public hearings on the operating
and capital budget ordinances. On June 9, 2020, we will have first reading of the
ordinances and have the second public hearing. Finally on June 23, 2020, we will have
the second readings of the budget ordinances and complete the approval of the
combined budgets for both the County and the Schools.
Page 32
That concludes the budget presentation and I like to remind the Board that should you
have any questions at any time during the process staff will prepare budget memos as
we have in the past and distribute them to all Board members and place them on the
budget page of the County website as well.”
There was no discussion.
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IN RE: FIRST READING OF ORDINANCES
1. Ordinance accepting and appropriating grant funds in the amount
of $64,836 from the U.S. Department of Justice Coronavirus
Emergency Supplemental Funding Program (Due to the
Pandemic Disaster, it is requested, upon a four-fifths vote of the
Board, the second reading be waived and the ordinance adopted
as an emergency measure.) (Richard L. Caywood, Assistant
County Administrator)
Mr. Caywood outlined the request for ordinance. There was no
discussion.
ORDINANCE 051220-1 ACCEPTING AND APPROPRIATING
GRANT FUNDS IN THE AMOUNT OF $64,836 FROM THE U.S.
DEPARTMENT OF JUSTICE CORONAVIRUS EMERGENCY
SUPPLEMENT FUNDING PROGRAM
WHEREAS, The Coronavirus Emergency Supplemental Funding (CESF)
Program provides funding to assist eligible states, local units of government and tribes
in preventing, preparing for and responding to the coronavirus; and
WHEREAS, the Roanoke County Police Department applied for a U.S.
Department of Justice Coronavirus Emergency Supplemental Funding Program and
was awarded $64,836 to purchases personal protective equipment, electrostatic
spraying disinfectant equipment and other materials that will help reduce the risk of
department and County personnel of the coronavirus; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, the first reading of this ordinance was held on May 12, 2020; and the
second reading has been dispensed with, upon an affirmative vote of 4/5ths of the
members of the Board, this being deemed to be an emergency measure pursuant to
Section 18.04 of the Roanoke County Charter.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the sum of $64,836 is hereby accepted and appropriated to the
Roanoke County Police Department.
2. That this ordinance shall take effect from and after the date of adoption.
On motion of Supervisor Mahoney to adopt the ordinance, seconded by
Supervisor Hooker and carried by the following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
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IN RE: CONSENT AGENDA
RESOLUTION 051220-2 APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS
ITEM F- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for May 12,
2020, designated as Item F- 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 – March 24, 2020, March 31, 2020, April 14, 2020
2. Request acceptance of a donated canine valued at approximately $8,000 for
use by the Police Department’s K-9 Unit
3. Resolution approving the Roanoke Valley Resource Authority (RVRA) budget
for fiscal year 2020-2021
4. Request to approve the revised Cable Television budget for fiscal year 2020-
2021
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-051220-2.a
RESOLUTION 051220-2.b APPROVING THE ROANOKE
VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL
YEAR 2020-2021
WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use
Agreement provides that the Authority shall prepare and submit its operating budget for
the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of
the City of Roanoke and the Town Council of the Town of Vinton; and
WHEREAS, the Chief Executive Officer of the Roanoke Valley Resource
Authority has submitted the fiscal year 2020-2021 budget of the Roanoke Valley
Resource Authority for approval.
NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS
OF ROANOKE COUNTY, VIRGINIA that the fiscal year 2020-2021 budget for the
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Roanoke Valley Resource Authority, is hereby approved, and the County Administrator
and the Clerk are authorized to execute and attest respectively, on behalf of the County,
any documentation, in form by the County Attorney, necessary to evidence said
approval.
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-051220-2.c
IN RE: CITIZENS’ COMMENTS AND COMMUNICATIONS
Vida Lease of 5415 Meadowcrest St in Hollins, Virginia 24019 submitted
the following comments, “You received your grant money as I had told you would in my
comments in the last meeting. My question is the detail of how you are spending the
money granted to you? I would like the total figure granted? The money set aside for
disinfecting is a waste of money according to the CDC and EPA there is nothing that
disinfects Covid-19, so why are you wasting our money? Please explain in detail who is
staying in those cabins and why are we buying their food? Why also are we buying
items that were already provided by the state? Why did you go behind closed doors at
the last meeting to discuss the airport which is city owned and has the name Blacksburg
on there and where is their (Blacksburg) funding and it is put on the County of
Roanoke? I know they got a grant which relieved us of that. Why are we funding a
Botetourt County Fire Department? Why is part of the Hollins District 24019 part of
Catawba? Also why since Bonsack Rd goes directly into Vinton, Bonsack is included in
Hollins? Please answer my questions Thank you.”
IN RE: REPORTS
Supervisor moved to receive and file the following reports. The motion
carried by the following recorded vote:
AYES: Supervisors Assaid, Hooker, Radford, Peters, North
NAYS: None
1. Unappropriated, Board Contingency and Capital Reserves Report
2. Outstanding Debt Report
3. Proclamations signed by the Chairman – GBS Awareness Month
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IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Peters thanked County Administrator O’Donnell for his hard
work on the budget and Ms. Owens and the executive staff. He knows it has been a
challenging time, and it is still changing. Beyond that he would like to thank all of our
employees; they all experienced changes in how they are operating and what they have
been asked to do and for our first responders that are putting themselves in harm’s way
in going into some of these homes where there is known COVID-19 patients. He
appreciates everything they are doing, day in and day out.
Supervisor Mahoney echoed what Supervisor Peters said and echo what
the County Administrator indicated. We have been able to continue to provide essential
services to our citizens with the exception of libraries and Parks and Recreation. He
thinks that it critically important and it is great and wants to give a thank you to staff and
all our employees. The second comment is ten (10) days ago, we lost a good friend,
Ruth Ellen Kuhnel, passed away on May 2, 2020. She was a brilliant attorney, a very
strong woman. She fought a terrible cancer for over a year; a very good friend. She
was very passionate in the law. She definitely was a passionate supporter of Old Miss
and he knows that anything that we can say really doesn’t smooth out the pain that her
husband, Paul, and her son, Wilson, are suffering. We just want to let them know that
we are thinking of them and her family. It was a big loss, but life has to go on.
Supervisor Hooker was also going to make a comment regarding Ms.
Kuhnel and our great loss of a friend and attorney. Supervisor Mahoney stated it
beautifully.
Supervisor North stated Ruth Ellen Kuhnel impressed him in his time
working with her. There was no one that he walked the halls in the General Assembly
that knew more people and the people there in Richmond. A lot of them she had
contact with over the years and she was a joy to work with. While she is gone, she will
never be forgotten. Thank you for the words, Supervisor Mahoney and Supervisor
Hooker. Let’s all pray that we get more testing and get a vaccine sooner than later so
that we can get back to some semblance of normal in the next six (6) to twelve (12)
months.
Supervisor Radford commented he got to meet her when he was on the
Planning Commission his last year. He got to hear and feel her southern charm; a very
polite lady. Then, such a short time from when he came on the Board in 2019. She will
thoroughly be missed and she made an impact on him just in the short time he got to
know her and meet her. He also wants to extend his comments to Mr. O’Donnell, Mr.
Caywood and Ms. Owens. You three are really having to do a lot of work right now, a
lot of work for the County. Hold them up in his prayers and thoughts that you get
through each day in those meetings; he knows they have a lot of them every day. You
hear it all the time. He appreciates it and likewise for the Attorney. You are doing extra
work too, having to deal with these executive orders and a lot of stuff that is on top of
the normal routine. Thank you so much. About a week and a half ago, we all
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collectively got together, the five of us, and made comments about reopening and finally
and hopefully going to see something of that reopening on Friday through the Governor
and his executive order in regards to Phase I. There are still a lot of small businesses
that are anxious to get back to the business of doing their livelihood. We look forward to
that.
IN RE: CLOSED MEETING
At 3:39 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 Hollins Magisterial District
The motion was seconded by Supervisor North and carried by the
following recorded vote:
AYES: Supervisors Mahoney, Hooker, North, Peters, Radford
NAYS: None
The closed session was held from 4:54 p.m. until 6:15 p.m.
At 3:40 p.m. Chairman Radford recessed to the fourth floor for work
session and closed session.
IN RE: WORK SESSIONS
1. Work session to discuss with the Board of Supervisors the
County Administrator's Proposed Fiscal Year 2021 Capital Budget
and Fleet and Equipment Replacement Program (Laurie
Gearheart, Director of Finance and Management Services)
Mr. O’Donnell provided an overview with regard to outside agency
funding, purely to save time, he gave recommendations, which is normally not what he
would do, but we did decrease some funding by $11,650 and in the second page of the
memo, we have been having budget discussions with all of the nearby localities, the
managers of Roanoke City, Botetourt County, Salem and Vinton, so there is a list of
some of the outside agencies that we are all making joint recommendations.
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We all agreed to make those recommendations so we could have some
consistency among the local governments for things like the Roanoke Valley-Alleghany
Regional Commission, Broadband Authority, Regional Partnership and Blue Ridge
Behavioral Healthcare so we have some kind of consistency at least in the
recommendations, granted it is your decision, so you can change those. He thought it
might save some time. Other than that, this is the Board’s process and we will bring this
back. Ms. Owens advised staff would like the Board to make their recommendations
and have back by May 18, 2020.
Supervisor Peters stated he thought there was discussion of pausing
everything except for what was contractually obligated until this was over. Secondly, he
is looking for clarification because there was a lot of conversation last year, with regard
to Center in the Square with the revenue they received from Illuminights, were we going
to continue to fund. Mr. O’Donnell stated he did decrease that one by $3,000. He
added that this was the result of discussions with local managers. The other
governments are not doing that, they are doing some funding that is fairly consistent
with what they have done in the past, with some minor decreases. We did try to
emphasize the ones that are more social support network than others. Supervisor
Peters stated he thought there was discussion amongst staff that we were going to hit
the pause button, except for what we contractually had to do. Mr. O’Donnell stated the
Board can choose to do that, but the other local governments are not doing that.
Supervisor Peters stated but we are not worried about their budgets.
Supervisor Mahoney noted as a practical matter, we are only looking at
$1.7 million is contractually obligated, so we are really looking at $181,000 that is truly
discretionary.
Supervisor Peters stated it may have been a discussion that we had
because we did not know how bad the pain was going to be.
Supervisor Radford asked if Visit Virginia’s Blue Ridge is contractual with
Mr. O’Donnell stating the contract is for 3/7ths of the hotel/motel tax and our optimistic
estimate is a 50% decrease. Roanoke City’s is more like 30%.
Supervisor Peters stated so the full decrease of $280,000 comes strictly
from the hotel/motel tax with Mr. O’Donnell confirming.
Ms. Gearheart provided a PowerPoint presentation, a copy of which is on
file in the Office of the Clerk to the Board.
Supervisor Radford stated with regard to the Brambleton Center HVAC
repairs, if it needs fixing, how can you not fix it. Ms. Gearheart advised if it breaks, we
will be required to fix it and Mr. Light would have to use what he has ongoing. Mr.
O’Donnell commented we are using “Band-Aids”, but if it stops we will have to fix.
Supervisor North commented you would definitely have to fix it if you have
a satellite office for the Registar over there.
Supervisor North asked with regard to the signs are they the ones that
were redesigned for the region with Mr. O’Donnell confirming.
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Supervisor Hooker asked if we got grants with Mr. O’Donnell stating we
got some funds for one year.
Supervisor North asked if the other were going to wait; Mr. O’Donnell
advised he thinks they are waiting, but Roanoke City had a donation.
Ms. Gearheart noted that the other localities are pretty much taking the
same philosophy that we are as far as deferring as much capital as they possibly can in
order to continue to maintain their budgets.
Supervisor Mahoney asked if we had to reimburse Virginia Department of
Transportation (VDOT) because we are pulling the plug with Ms. Gearheart saying the
one on Planation has been reworked.
Richard Caywood, Assistant County Administrator explained they had
originally had a fully funded contingency, but feels they can closely monitor within the
new amount.
Supervisor North asked with regard to Plantation II, is it the sidewalk up to
Gander Way or is it the crossover on Planation. Mr. Caywood responded it is the
sidewalk up to Gander.
Supervisor Hooker asked with regard to the drainage projects, are we
using our own people instead of contracting it out essentially. Mr. Caywood responded
we would do as much of what he would call the labor intensive versus capital intensive
work. We have a lot of deferred maintenance that is more digging and grading.
Basically, we want to keep the crews busy, but try to plan work that is less material
intensive and less outside contract.
Supervisor Radford commented so the people that have been waiting for
three (3) years are going to have to wait another year. Mr. Caywood stated we have a
long list of people waiting for any work that we do. It is going to change the mix of work.
In some ways it is a good thing, because it is less capital intensive work and is long
overdue and it just doesn’t rise to very top of the list.
Supervisor North asked when taking $773,076 out of the maintenance
program, we just went through a facilities study that was supposed to drive our planning
for maintenance. He is curious, of the amount we are taking out, is all of it or part of it
derived from what was recommended we do with regards to the facilities assessment.
Rob Light, Director of General Services, stated the facilities assessment actually
recommended the general services building more than what was budgeted originally.
There are still things we have to do. He feels that for one (1) year we will be all right.
Supervisor Mahoney inquired if the payroll software was internal; we made
it up ourselves 20 years ago and it was decrepit and falling apartment. Ms. Gearheart
explain that was the financial system and our billing system. We have been on Lawson
and we went to that software in 1999. We have been on it a really long time; it is ever
evolving like a lot of software programs do and we are constantly getting upgrades and
pushing to the cloud. The payroll piece is new and we do not want to be a beta site and
feel more comfortable pushing it out a year and getting some of the bugs worked out.
Supervisor Mahoney thought it was one of the old ones.
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Ms. Gearheart advised there were no changes with the projects that are
for the proposed bond funding when it is the County’s turn to issue debt.
Supervisor North inquired if the $5 million for the library; that is land,
architectural and engineering planning with Ms. Gearheart responding in the affirmative.
Supervisor North commented it would not use the whole $5 million.
Ms. Gearheart reiterated with the severe cuts in revenue, staff was not
able to add any funding for fleet and equipment replacement for the upcoming year.
She noted there are balances left in the funds so if we have a trash truck breakdown or
have a specific need, we can use some of these ongoing funds.
Supervisor Mahoney stated his concern that he had mentioned to Mr.
O’Donnell about garbage trucks. He knows people will laugh, but he thinks picking up
garbage is public health and safety and thinks we have all seen the horrible pictures of
other cities with unionized work forces and the garbage workers go on strike and you
have garbage piling up in the city streets. He remembered that we had one backup
garbage truck and if one of the front line garbage trucks went down, the backup covered
it and thought there was one year many years ago that even the backup did not work
because they were cannibalizing parts off the backup. Mr. Light stated that is a
concern; the problem is it is probably 12 months out. We are hopeful; it is not ideal.
Supervisor Mahoney asked what a brand new cost with Mr. Light responding $280,000.
Supervisor Peters asked how many backups do we have right now. Mr.
Light responded three (3) one-arm bandits and five (5) brush trucks. Supervisor Peters
advised what Supervisor Mahoney is referring to is the year we had to do an emergency
purchase and bought four (4). Mr. Light advised they have one (1) on order.
Mr. O’Donnell stated this is our priority number one (1).
Supervisor Mahoney stated that is the one that scares him.
Mr. O’Donnell commented he has a meeting with the Chief of Police who
indicated he cannot wait. Mr. O’Donnell stated he feels we can come up with a
compromise.
Supervisor Mahoney asked if those were the ones listed in light fleet with
Mr. O’Donnell responding in the affirmative. Supervisor Mahoney then asked how many
of the 21 in light fleet are his with Ms. Gearheart responding 16. Mr. O’Donnell stated
we may be able to get half way there.
Supervisor Peters asked what was the life of a police car with Mr. Light
responding five (5) years.
Supervisor North asked if it was the same as State Police, with Mr. Light
responding the State Police have lower thresholds than we do. Ours are fairly
conservative.
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205
Supervisor Peters asked if we were to receive money from the Federal
government, why would that money not be able to be used for public safety in any
regard. Ms. Gearheart stated we would have to be very careful on the rules because
they will follow the Federal guidelines on single audit. So, they are very specific. This is
something that is a part of our regular budget and an ongoing project. So, they could
say we are trying to supplant our regular budget with these monies. Supervisor Peters
stated but his rebuttal would be this is being put off because of COVID-19. Maybe it is
an ongoing thing, but we are having to defer this, which could jeopardize public safety.
Ms. Gearheart stated we are going to try very hard to take every opportunity.
Supervisor Peters stated but this is a one-time expense used in public safety.
Supervisor Mahoney stated let’s assume for a moment that the local
economy, the American economy does not pick up until the final quarter of the next
fiscal year, which is April-May-June of 2021, but it is coming back to where it was. So
you see revenues beginning to develop. What is the time frame, because Mr. Light
mentioned ordering a garbage truck takes a year, could we or would we be in a difficult
posture if those revenue dollars start late; as opposed to occurring around late fall of
this year. Do we have enough dollars going into those various equipment and capital
accounts so that in 2021-2022, we would be able to put out contracts for police cars,
garbage trucks, or any of the other heavy equipment? Mr. O’Donnell stated if revenues
do not pick up in the second quarter of the calendar year (January and February), the
whole budget will have to be restructured.
Supervisor Radford stated this leads to another discussion. On May 26,
2020, staff has the word approval in front of Roanoke County Public School budget.
Ms. Owens advised they will approve their budget on Thursday, May 14, 2020. As soon
as we receive, she will forward by email to the Board and will placed on the Board
agenda for May 26, 2020. They will come over and make their presentation; Dr. Nicely,
Susan Peterson and Chairman Butzer will be in attendance. Additionally, we are getting
ready to run the ad on Sunday, May 17, 2020. She noted that the Schools’ will be
tricky, because their budget will not be approved until Thursday, so the ad in the paper
will have the old School numbers. We will run a second public hearing ad with the
updated School numbers.
Supervisor Radford asked if we have to approve it. Ms. Owens responded
in the affirmative. Mr. O’Donnell asked if they have to approve it at that meeting or can
they defer to another meeting.
Supervisor Mahoney asked Mr. Lubeck regarding the Code, which states
x number of days after the Department of Education sends their final numbers to local
Schools. Supervisor Radford stated he thought they were all extended to the pandemic.
Ms. Owens advised it is a certain number of days after they get the revenue estimates
from the County and the County Attorney’s office checked and if we miss a deadline,
public shame is the worst thing that could happen. Ms. Owens asked if the Board
wanted to receive it and approve it at the next meeting.
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Supervisor Peters stated the question we were pondering earlier is do we
have to approve it or do we just take it under advisement because we don’t even know
our document is going to be realistic one way or the other based on the revenues
coming in. The question we were having a month ago is do we actually have to
approve it. Mr. O’Donnell responded in the affirmative.
Supervisor Mahoney stated the difficulty the Schools have is all the work
they have to go through in terms of issuing teacher contracts. So, they need an
approval of some kind of budget so they can start issuing contracts to teachers. There
is a lot of logistics involved. Mr. O’Donnell stated we have the flexibility if revenues are
short to adjust the transfer to the schools.
Supervisor Peters stated but what happens if we did the money in a lump
sum. Ms. Owens responded that we appropriate it, but only transfer it on a monthly
basis.
Supervisor North stated at our last meeting or two that we were going to
have quarterly meetings and if things were better, we would pass on the sharing, but did
we talk about if things get worse. Mr. O’Donnell responded in the affirmative stating it
goes both ways. Supervisor North added at the present moment, we know what they
are going to get in the formula, which is about the same as they got this past year,
which was $68 million. They are going to get a couple of other things; one from the
State and the Cares bill, so they are going to be in pretty good shape considering at this
moment in time as far as revenue from us being equal to what we gave them last year
and on top of that they are going to get Cares. Ms. Owens responded it would be a
decline from us. Supervisor North stated they are getting a decline from what we
originally budgeted, but in terms of what they got this current year. Mr. O’Donnell stated
it would be $2.47 million less. Supervisor North stated when you add the Cares
amount, they are getting about $2 million of that $2.47 million back. Supervisor North
stated his point is the numbers are not as bad as they seem and what we don’t know
what is going to happen in July when the General Assembly comes back with respect to
all of this; it could change.
Supervisor Radford commented that leads us back to his original question.
th
Mr. Lubeck stated the timeline is either by May 15 or within 30 days of the receipt by
the county or municipality of the estimates of state funds, whichever shall later occur.
Mr. Lubeck reiterated there is no penalty.
Ms. Owens asked Mr. Lubeck if there would be any harm with them
receiving it and then actually taking action to approve it on June 9, 2020. At that same
meeting, the Board will be considering the first reading of the appropriation ordinances.
Mr. Lubeck stated he is not concerned about doing that.
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Supervisor Hooker stated if we can, for planning purposes, it is best to
move ahead and approve it. She added that she thinks everyone understands that we
will be looking at it quarterly. Supervisor North added they are in pretty good shape
considering, at this point in time. Supervisor North commented to Mr. Lubeck that when
they get ready to go to the General Assembly to discuss the July session, there are two
(2) items. One his has already shared and the other is CSA; if there was ever a time for
the State of Virginia to want to help out localities, maybe they can give consideration to
something they keep pushing off every year.
Supervisor Mahoney stated the goal would be to approve the School
Board budget on May 26, 2020, however, if we receive a lengthy document and we
have many questions, he thinks worse case, we could receive it, have that discussion
with the representatives on May 26, 2020, and if we have questions or concerns, worse
case we could delay to June 9, 2020, and resolve those issues.
Supervisor Radford stated it sounds like from Mr. O’Donnell’s earlier
presentation, their budget have to match to what the transfers are.
Ms. Gearheart advised she would email the outside agency funding
worksheets to the Board.
Supervisor Hooker stated that in the past there has been some discussion
some of the discretionary spending actually comes back and benefits our citizens very
directly. It is a funding source if we are not helping to match, it may come back as a
burden on the County. She is wondering if the Board could get some insight on any of
those funding situations that may actually be helpful to our citizens that if there wasn’t
this organization that we are helping would result in the burden coming back to us. Mr.
O’Donnell responded he did not think there was much they could provide in the short
amount of time. Ms. Gearheart advised there is a tab that she can provide that talks
about their funding request. Supervisor Hooker stated that would be great. Ms.
Gearheart noted it was the second tab on the excel spreadsheet.
The work session was held from 4:00 p.m. until 4:45 p.m.
IN RE: CERTIFICATION RESOLUTION
At 6:15 p.m., Supervisor Radford moved to return to open session and
adopt the certification resolution.
RESOLUTION 051220-3 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
208 May 12, 2020
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by
the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
Roanoke County, Virginia, hereby certifies that, to the best of each member's
knowledge:
1. Only public business matters lawfully exempted from open meeting
requirements by Virginia law were discussed in the closed meeting which this
certification resolution applies; and
2. Only such public business matters as were identified in the motion convening
the closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
On motion of Supervisor 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 6:16 p.m.
S m ed by: Approved by:
orah C. Jac avid F. Radford
Chief Deputy erk to the Board Chairman