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HomeMy WebLinkAbout9/22/2020 - Regular - DRAFT September 22, 2020 443 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 September 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 Lubeck, County Attorney added an additional closed session Pursuant to the Code of Virginia Section 2.2-3711(A) (7) and A (29) of the Code of Virginia in order to consult with legal counsel and receive briefings from staff members pertaining to 1) probably litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body, and 2) the award of a new public contract for goods or services, and discussion of the terms or scope of such September 22, 2020 444 contract, where discussion in open session would adversely affect the bargaining position or negotiating strategy of the public body. Specifically, the Board will discuss litigation options for proceeding against a vendor of goods or services for breach of contract, and the award of a new public contract for such goods or services. There were no objections. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to Elaine Bays-Murphy, Director of Cable Access, upon her retirement after more than twenty-six (26) years of service (P. Jason Peters, Supervisor) The resolution was read by the Chief Deputy Clerk. Each Supervisors thanked Ms. Bays-Murphy for her service. RESOLUTION 092220-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO ELAINE BAYS-MURPHY, DIRECTOR OF CABLE ACCESS, UPON HER RETIREMENT AFTER MORE THAN TWENTY-SIX (26) YEARS OF SERVICE WHEREAS, Elaine Bays-Murphy was employed by Roanoke County on August 8, 1994; and WHEREAS, Ms. Bays-Murphy will retire on October 1, 2020, after twenty-six (26) years and two (2) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Ms. Bays-Murphy has served as a Television Production Assistant, Television Producer, Cable TV Government Access Coordinator and Director of Cable Access for Roanoke Valley Television. WHEREAS, Ms. Bays-Murphy, through her 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 Ms. Bays-Murphy’s tenure with Roanoke County, she is the longest serving director of RVTV-3, and only the second one. She is the longest serving employee, and the second one hired. She has been successful in balancing the needs and priorities of the City of Roanoke, County of Roanoke, Town of Vinton, and their school systems. She has also served as an integral part of their communications teams. She has worked with the local governments during franchise negotiations to ensure the future of RVTV operations, the station, and equipment. She increased the professionalism of the staff and the quality of work produced by them. She oversaw the September 22, 2020 445 transition to digital, remote control cameras, expanded staff, expanded programming, and video production for the three local governments and two school systems. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens ELAINE BAYS-MURPHY of Roanoke County to for more than twenty-six (26) years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 2. Resolution of Appreciation to Donald R. Witt for his service on the Roanoke Valley Greenway Commission and the Roanoke County Planning Commission (Doug Blount, Director of Parks, Recreation and Tourism) The resolution was read by the Chief Deputy Clerk. Each Supervisors thanked Mr. Witt for his service. Also in attendance was Liz Belcher and Ms. Ellen Witt. RESOLUTION092220-2 OF APPRECIATION TO DONALD R. WITT FOR HIS SERVICE ON THE ROANOKE VALLEY GREENWAY COMMISSION AND THE ROANOKE COUNTY PLANNING COMMISSION WHEREAS, Mr. Witt is recognized for 36 years of exemplary service to Roanoke County; and WHEREAS, Mr. Witt is recognized for his commitment and vision for the development of a greenway system in the Roanoke Valley as evidenced by his service as a Roanoke County representative on the Greenways and Open Space Steering Committee from 1995-1997; and WHEREAS, Mr. Witt played an integral role as a leader in the establishment of the Roanoke Valley Greenway Commission that was initiated with the signing of an Intergovernmental Agreement on Earth Day, April 19, 1997; and WHEREAS, Mr. Witt served as a dedicated and loyal Roanoke County citizen representative on the Roanoke Valley Greenway Commission from 1997-2020; and WHEREAS, Mr. Witt demonstrated his tireless work ethic by serving on the Roanoke Valley Greenway Commission Executive Committee from Fiscal Years 2004- 2011, serving as Secretary for FY 2008 and FY 2009, Vice- Chair for FY 2004 and 2010, Chair for FY 2005 and 2006, and as member and chair of numerous subcommittees including Nominating, Public Relations, and Special Events; and September 22, 2020 446 WHEREAS, during his 19-year tenure on the Planning Commission from 1984 through 2003, Mr. Witt demonstrated leadership by serving as Chairman five times; and WHEREAS, Mr. Witt was awarded Local Planning Official of the Year in 1996 by the Virginia Chapter of the American Planning Association; and WHEREAS, Mr. Witt was instrumental in the development of several long-range plans including the 419 Frontage Development Plan (1987), Community Plan (1998), the Colonial Avenue Corridor Study (2000), Design Guidelines for the Clearbrook Village Commercial Overlay District (2000), and the Route 11/460 West Corridor Master Plan Design Guidelines; and WHEREAS, Mr. Witt made significant contributions to the 1985 Zoning Ordinance, the 1992 Comprehensive rezoning of Roanoke County, the 2002 Subdivision Ordinance, and the VDOT Six-Year Secondary Road Plan, and WHEREAS, Mr. Witt served on the Roanoke County Facilities and Capital Improvement Committees; and WHEREAS, Mr. Witt, throughout his service to Roanoke County, has exhibited a commitment to the inclusion of environmental protections in County Planning, has strongly supported community input, has been instrumental in improving the quality of life for citizens in Roanoke County and throughout the greater Roanoke Valley in the development of greenways, trails, and open spaces that will be enjoyed by future generations. NOW, THEREFORE, BE IT RESOLVED, that I, David F. Radford, Chairman, on behalf of the Board of Supervisors of Roanoke County, Virginia and all our citizens, do hereby express sincere appreciation and gratitude to Donald R. Witt for his dedicated, loyal, and outstanding service to Roanoke County; and FURTHER, the Board of Supervisors extends its best wishes for a happy and productive future. 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 IN RE: NEW BUSINESS 1. Resolution authorizing the County Administrator to execute a second agreement with the Town of Vinton for use of the second allocation of CARES Act funds (Rachel W. Lower, Senior Assistant County Attorney) Ms. Lower provided an overview for the request for resolution. There was no discussion. September 22, 2020 447 RESOLUTION 092220-3 AUTHORIZING THE COUNTY ADMINISTRATOR TO EXECUTE A SECOND AGREEMENT WITH THE TOWN OF VINTON FOR USE OF THE SECOND ALLOCATION OF CARES ACT FUNDS WHEREAS, the Coronavirus Aid, Relief, and Economic Security Act (“CARES Act”) was passed by the United States Congress and signed into law by the United States President on March 27, 2020; and , WHEREASa primary component of the CARES Act is the provision of funding assistance to state, local, territorial, and tribal governments for direct costs associated with the COVID-19 pandemic through the establishment of the Coronavirus Relief Fund (“CRF”); and WHEREAS, the County received a first allocation of $8,217,365 from the CRF which was accepted and appropriated by the Board on June 23, 2020; and WHEREAS, the Town of Vinton’s equitable share of the first allocation was $706,693.00; and WHEREAS, the County has now been notified that it will receive a second allocation of $8,217,365 from the CRF, and that the County is again responsible for ensuring an equitable share of this second allocation of CRF funds received shall be shared with and granted to the Town of Vinton; and WHEREAS, the Town of Vinton’s equitable share of the second allocation of CRF funds is $706,693; and WHEREAS, Roanoke County and the Town of Vinton wish to memorialize an agreement for the share, expenditure, and management of the second allocation of CRF funds. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that the Board authorizes the County Administrator to execute a second agreement with the Town of Vinton for use of the second allocation of CARES Act funds. 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 September 22, 2020 448 IN RE: REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCES - CONSENT AGENDA 1. The petition of Engineering Concepts, Inc. to rezone property to remove the proffered conditions on approximately 2.66 acres zoned C-1C, Low Intensity Commercial, District with conditions, and to obtain a special use permit for religious assembly in a R-1, Low Density Residential, District, C-1C, Low Intensity Commercial, District with conditions, and C-2 High Intensity Commercial, District on approximately 10.68 acres, located at and near 2500 East Washington Avenue, Vinton Magisterial District Supervisor Hooker’s motion to approve the first reading and set the second reading and public hearing for October 20, 2020, was seconded by Supervisor Peters and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None IN RE: FIRST READING OF ORDINANCES 1. Ordinance authorizing a temporary construction easement to the Commonwealth of Virginia Department of Transportation on property owned by the Roanoke County Board of Supervisors (Tax Parcel Number 055.00-01-12.00-0000) for the purpose of the Diuguids Lane Bridge Rehabilitation Project located at 2500 Green Hill Park Road, Catawba Magisterial District (Lindsay Webb, Park Planning and Development Manager) Ms. Webb outlined the request for ordinance. Supervisor Hooker stated it was not long ago that we have some improvement done on that bridge; just the top, maybe asphalt. It was closed for a period of time, she is surprised that it wasn’t better coordinated in that. With the coordination with the Greenway and the bridge rework, how is that going to work? Is it conflicting or simultaneous? Ms. Webb advised staff is concerned about that as well and they do not know yet, but we are considering possibly sequencing the construction of the Greenway so we can work downstream, there are some time of year restrictions on that project in regards to end river work, but they do anticipate possibly needing to phase our construction. September 22, 2020 449 Supervisor Hooker added that it was her understanding that this next spring is when the Greenway construction is planned with Ms. Webb responding they are hoping to go to advertisement next spring. Ms. Hooker then asked what advertisement means with Ms. Webb stating it would be a few months before construction activities or are actually in place and before contractors are mobilized. Supervisor Hooker than stated it would be summer or fall, with Ms. Webb responding in the affirmative. Ms. Webb further stated they would likely do the tree clearing because th of the time of year restriction that runs through June 30 for in-stream work for the Greenway project. Supervisor Hooker then stated is she hearing the work on the th Greenway will be after June 30, with Ms. Webb responding in the affirmative. Supervisor Hooker then stated going back to the bridgework, there will be clearing at Green Hill Park and what caught her attention was the tree clearing between the river and the park entrance; that is a substantial piece of property and the gateway into the Park. So, they are going to reseed it, and she would like to know what the bank looks like denuded after the trees are cleared. Is that something where they will plant new trees? Ms. Webb stated staff has had those discussions and they are certainly open to ideas and suggestions. Until they see the denuded area, they are not sure. We could certainly go back and replace some trees if needed. The utility lines will be relocated back to their original positions. She wants to be sensitive to that just because it is the Park entrance and it is so well loved and used. Doug Blount, Director of Parks, Recreation and Tourism, stated staff walked the area three or four weeks ago. The area right at the bridge where the easement is going to take place does not have a lot of tree grown. It is mainly overgrowth of bush and stuff that has over time really taken over. There are some saplings in the area. It is a minimal impact. Our preferences, especially for stormwater runoff, would be to reseed it, because it is not seeded now. They feel that would be a better aseptic look coming into the Park, but we are not effecting any of the trees that are along the river with the Greenway. When they start building the Greenway, there will be some impacts there, but one of the things that is special about Green Hill that they are very cognizant of is the trees that run along the Greenway and the river and we want to keep that beauty. Supervisor Hooker stated it appears they are staying in touch with the citizens as far as the closure of the bridge because there will be an impact. There is not a lot of places to go over the railroad tracks to get to Main Street. Mr. Blount advised that construction without the closure was nine (9) months and that would have been one lane with a stop light on both ends and staff just felt the pain would be too great for that community and we would rather do it with less travel times in February and March with closure for 45 days, which allows them to get the bulk of their substructure work done and then it can be opened back up. Supervisor Hooker stated she really wish they could combine the bridge effort to include the Greenway, but she understands that is not an option. September 22, 2020 450 Supervisor Radford stated it sounds like two intersections of two different modes of transportation. Supervisor Hooker’s motion to approve the first reading and set the second reading for October 6, 2020, was seconded by Supervisor Peters and approved by the following vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None 2. Ordinance accepting and appropriating funds in the amount of $78,557 from the Virginia Department of Elections allocation distributed as a component of the Coronavirus Aid, Relief, and Economic Security (CARES) Act of 2020 (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) (Laurie Gearheart, Director of Finance and Management Services) Ms. Gearheart outlined the request. Ken Srpan in attendance to answer any questions. There was no discussion. ORDINANCE 092220-4 ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $78,557 FROM THE VIRGINA DEPARTMENT OF ELECTIONS FOR THE LOCALITY-BASED ALLOCATION DISTRIBUTED AS A COMPONENT OF THE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY (CARES) ACT OF 2020 WHEREAS, in response to the present Coronavirus pandemic, on March 17, 2020, the Board of Supervisors confirmed the County Administrator’s declaration of State of Emergency effective March 16, 2020, subsequent to declarations of states of emergency by the President of the United States and the Governor of Virginia; and WHEREAS, following such declarations of emergency, the United States Congress passed the Coronavirus Aid, Relief, and Economic Security (CARES) Act, which established a $400 million Help America Vote Act (HAVA) emergency fund, made available to states to prevent, prepare for, and respond to the coronavirus for the 2020 federal election cycle; and WHEREAS, Virginia’s allocation of these funds is $9 million; and WHEREAS, on July 9, 2020, the Virginia Department of Elections announced the distribution of funds to the County through the CARES Act of $78,557; and WHEREAS, these funds may be used only for qualifying expenses; the CARES Act funding may be used only for expenses related to COVID-19 for the November 2020 September 22, 2020 451 federal elections including any expenditures related to the protection of the health and safety of poll workers, staff, and voters during the federal election as well as those resulting from anticipated increased demand for absentee ballots by mail costs (e.g. printing ballots, printing envelopes, postage, etc.), equipment and temporary staff, and voter outreach to include mailings, public service announcements, etc.; and WHEREAS, increased demand for absentee voting participation caused by concerns related to COVID-19 has created challenges and increased expenditures for the County of Roanoke Department of Elections; and WHEREAS, all funds must be encumbered by November 30, 2020 and paid by December 31, 2020; and WHEREAS, the first reading of this ordinance was held on September 22, 2020; and because County Administration would like to make such funds immediately available for County use, the second reading of this ordinance has been dispensed with since an emergency exists, upon a 4/5ths vote of the members of the Board. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $78,557, made available through the Virginia Department of Elections from the Coronavirus Aid, Relief, and Economic Security Act, is accepted. 2. The sum of $78,557 is hereby appropriated to the County’s Grant Fund, to be used for those purposes allowable under the Act. 3. 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 IN RE: SECOND READING OF ORDINANCE 1. Ordinance approving a Site Use Agreement between New River Valley 911 Authority (NRV) and the County of Roanoke for use of a tower located on Poor Mountain, 8487 Honeysuckle Road; Windsor Hills Magisterial District and accepting and appropriating $3,600 for the term of the lease (Susan Slough, Assistant Director of Communications and Information Technology) Ms. Slough noted no changes from first reading. There was no discussion. September 22, 2020 452 ORDINANCE 092220-5 AUTHORIZING AND APPROVING A LEASE AGREEMENT BETWEEN ROANOKE COUNTY AND NEW RIVER VALLEY 911 AUTHORITY FOR A COMMUNICATIONS TOWER FACILITY AT 8449 HONEYSUCKLE ROAD WHEREAS, Roanoke County and New River Valley 911 Authority (“Authority”), wish to enter into a ground lease for approximately 672 square feet of property as well as space on the Communications Towers owned by the County at 8449 Honeysuckle Road in the Windsor Hills Magisterial District, for purposes of installing and maintaining emergency communications equipment including but not limited to transceivers and antennas; and WHEREAS, the terms of the lease allow for regional cooperation with regard to emergency communications systems; and WHEREAS, the parties have determined that such ground lease will not adversely affect the County’s emergency communications equipment and tower; WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including leases, shall be accomplished by ordinance; the first reading of this ordinance was held on September 8, 2020 and the second reading was held on September 22, 2020. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. The 2020 ground lease between Roanoke County and NEW RIVER VALLEY 911 AUTHORITY be approved. 2. That the County Administrator or an Assistant County Administrator is hereby authorized to execute a lease agreement on behalf of the Board of Supervisors of Roanoke County and to execute such other documents and take such further actions as are necessary to accomplish this transaction, all of which shall be upon form and subject to the conditions by the County Attorney. 3. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Peters to adopt the ordinance, seconded by Supervisor Radford and carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None September 22, 2020 453 IN RE: CONSENT AGENDA RESOLUTION 092220-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for September 22, 2020, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7 inclusive, as follows: 1. Approval of minutes – September 8, 2022 2. Request to accept and allocate grant funds in the amount of $15,000 from the 020 Community Development Block Grant (CDBG) Planning Grant Program - Opportunity Zone 3. Request to accept and allocate grant funds of $42,564 from the Virginia Department of Emergency Management (VDEM) for an Emergency Management Performance Grant 4. Request to Accept and allocate DUI Task Force Selective Enforcement Grant in the amount of $160,248.00 from the Division of Motor Vehicles for DUI and traffic enforcement and training 5. Request to accept and allocate the grant funds in the amount of $156,563 from the Division of Motor Vehicles for the purpose of Selective Enforcement 6. Request to accept and allocate grant funds in the amount of $100,184.24 from the Virginia Office of Emergency Medical Services for the "Four-For-Life" distribution 7. Confirmation of appointment to the Total Action for Progress (TAP) Board of Directors 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-092220.a A-092220.b A-092220.c A-092220.d A-092220.e A-092220.f September 22, 2020 454 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 August 31, 2020 4. Comparative Statement of Budgeted and Actual Expenditures and Encumbrances as of August 31, 2020 5. Accounts Paid – August 31, 2020 6. Statement of Treasurer's Accountability per Investment and Portfolio Policy as of August 31, 2020 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Mahoney stated he had several things. We adopted under our Consent Agenda several items that he would like to talk about and emphasize. When there is a lot of media coverage going on about defunding police, if you look at two of the items I-4 and 1-5, we had an opportunity to receive two (2) grants to provide for funding for our Police Department, for DUI enforcement and also for traffic enforcement on I81 and I581. If you look at those items, those are items that make our community safer. So, when you talk about defunding police, here are two (2) examples where we are receiving some funds from the Federal government through the Commonwealth of Virginia to a local government and we are using those funds to help make our community safer. He thinks that is very important and a very positive step for all of us. The second comment is to thank the Board for their confidence and supporting the Chairman designating him to serve on the TAP Board of Directors. He currently serves on a TAP HR Committee. One of the things we talk about is economic development and he thinks TAP places a significant role in a form of economic development in terms of providing early childhood education, daycare for children. It also provides training and job opportunities for a significant segment of our population. He views TAP as one element in an economic development strategy. He looks forward to serving with Annette Lewis and the good folks on the TAP Board. Finally, we all received an email from Jill Loope in her weekly economic development report. He is very pleased to see how successful the grant program for our local businesses and although we don’t know the identity of the entities, it appears that Tanglewood Mall has filed some site plans for September 22, 2020 455 several out parcels, so maybe we are starting to see some positive steps that come from the 419 Plan and staff’s work with the folks at Tanglewood Mall. Supervisor North noted on the Consent Agenda, he noticed a $15,000 community block grant that will be used to help market the North County zone, which is a designated economic development zone and he is looking forward to that marketing prospectus, which probably will also wing its way to the Woodhaven property, he hopes. So, that is a big plus there, because he believes it is time for the marketing of that site to begin. Secondly, he has been appointed as a member of the Steering Committee of the NACO Transportation Steering Committee and he will see where that leads. He will report on anything significant in the future. Another item of economic development interest, the GO Virginia Regional Career and Technical Center Education Study has been completed. Jill Loope, Director of Economic Development filed the request along with the Alleghany Regional Commission. It was chosen by the commission as a study along with a housing study in a separate submission. He just wanted to pass along some summarized highlights of this Career and Technical Education Center Study. Where this will lead, we will have to wait and see. Some of the highlights of this study are that there are gaps, gaps existing in the following career training fields: maintenance and repair works, industrial machinery mechanics, nursing assistants, licensed practical nurses, home health aides, carpenters, licensed plumbers, pipefitters and steamfitters as well as landscaping and grounds keeping workers. These are not just in Roanoke County, these are throughout the Alleghany Regional area. There are four (4) ways to deliver training for these shortages and they are as follows: career and technical education academies in conjunction with community colleges, virtual learning online courses, regional career and technical center could expand course offerings and mobile classrooms or labs across the region. We hope to hear more in the future about those items. Supervisor Radford just wanted to remind the public is that when we start in October, November and December due to the holidays, we will switch to meeting on the first and third Tuesdays of the month and that is posted on our website. He also wanted to highlight that earlier this week, we were awarded a safer grant. This is a big deal to get this award. It gives us fifteen (15) positions for fire and rescue and the grant pays for three years. We are finishing out one that added eleven positions in 2016. We are glad to see that come along. IN RE: CLOSED MEETING At 3:51 p.m., Supervisor Radford moved to go into closed meeting (3) of following the work sessions pursuant to the Code of Virginia Section 2.2-3711 (A) the Code of Virginia, in order to discuss or consider 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. Specifically, the Board will consider September 22, 2020 456 leasing, during limited hours, parking spaces on publicly-owned property located in the Hollins Magisterial District, to a local business and Section 2.2-3711(A) (7) and A (29) of the Code of Virginia in order to consult with legal counsel and receive briefings from staff members pertaining to 1) probably litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body, and 2) the award of a new public contract for goods or services, and discussion of the terms or scope of such contract, where discussion in open session would adversely affect the bargaining position or negotiating strategy of the public body. Specifically, the Board will discuss litigation options for proceeding against a vendor of goods or services for breach of contract, and the award of a new public contract for such goods or services.The motion was seconded by Supervisor North and was carried by the following recorded vote: AYES: Supervisors Mahoney, Hooker, North, Peters, Radford NAYS: None The closed meeting was held from 5:32 p.m. until 6:49 p.m. At 3:55 p.m. Chairman Radford recessed the meeting to the fourth floor for work session and closed session. IN RE: WORK SESSIONS 1. Work session to review with the Board of Supervisors the preliminary and unaudited financial results for the fiscal year ending June 30, 2020, for the County of Roanoke, Virginia (Meredith Thompson, Budget Division Director; Steve Elliott, Budget Manager) Mr. O’Donnell provided an overview stating this was the annual preliminary review. He explained Ms. Thompson would review the expenditure side and Mr. Elliott would review the revenue side. He indicated he felt we were in pretty good shape. Ms. Thompson provided the expenditures and Mr. Elliott provided the revenues through a PowerPoint presentation. Supervisor North noted with regard to the CSA, JALARC, which is a commission that does legislative studies is supposed to be coming out with the Children’s Service study, hopefully, by the end of the year in the General Assembly. Although, last year, they never got to it. September 22, 2020 457 However, when we were doing some work in preparation for our legislative session in January, Mr. Lubeck and I reached out and got an estimate for fiscal year 2020 on private day care costs and they seem to be $137,000 approximately less than last year. The cost could be coming down so let’s just be careful. Supervisor Hooker stated she just had a DSS meeting last week and she was told that the CSA was going to be more expensive. Supervisor North stated he was referring to private day costs, which is one of the components. Supervisor Hooker stated what they could not tell them is that they had fewer students involved and the prices were going up. Supervisor North stated we have fewer students involved and the prices are going up on private day care at a cost of $18 per child. Supervisor Hooker responded they could not define why. Supervisor North stated the whole CSA is a mystery in that the General Assembly will not let local schools run those programs. Supervisor North stated his point is don’t stash away $300,000 if we know the cost is going to come in less. Supervisor Radford with regard to slide 5, one of the deficits of the summer that we have gone through with “defund” the Police, he understands from our Police Chief we lost quite a few people. Where is that reflected, under Public Safety? Ms. Thompson responded in the affirmative. She indicated it reflects the personnel costs as well as operating. It is her understanding they had increased overtime cost as well. The overtime offset some of the sayings. Supervisor Radford then asked for confirmation that we are still at a deficit with the Police Department, with Mr. O’Donnell responding in the affirmative. Supervisor North asked if fuel efficient vehicles are getting taxed higher now in Virginia, and if so, do we get any benefit locally from that or does it all go to the State coffers? Mr. Elliott advised he was not sure and would research and advise. Supervisor North asked with regard to the real estate taxes what was the percentage, 50% roughly that are mortgage-backed real estate taxes where we get the taxes from the mortgage company. Ms. Gearheart responded in the affirmative stated those funds had already been received. Supervisor Mahoney asked why wouldn’t we show the first segment of the CARES Act money; is that an intergovernmental revenue. Ms. Gearheart responded we are just doing the general fund as part of this presentation. Supervisor Hooker asked with regard to communication and sales and use tax, she thought it was just landline with Mr. Elliott explain the bulk is cable television and landline usage. Supervisor Peters noted it also included internet. September 22, 2020 458 Supervisor Mahoney asked with regard to South Peak what was the outstanding debt and the interest and principal payments. Ms. Owens, Assistant County Administrator, advised she would follow-up with the Board with this information. Supervisor Mahoney stated the point is we are close and so if there is a significant reduction, which we all anticipate, we are looking at a special assessment, which might be a further drag to operations. Ms. Owens stated why would be looking at that around February. She added they just did a rate reset, which helped our overall debt service portfolio. Mr. O’Donnell advised he would like consensus on a new trash truck to order, $309,000 approximately. It was the unanimous consensus of the Board for Mr. O’Donnell to proceed with the order. Supervisor North stated with regard to CSA, we need to be armed with that number because we got a call last year from Delegate McNamara at 4:00 p.m. stating he had to have by 8:30 a.m. the next morning. So, we need to armed with that number and please keep us in mind when the books are closed. When we go talk to the Delegates and their legislative aides, we could give them something that they could have in hard. Supervisor North asked with regard to the CSA and the $7.75 million adopted in the fiscal year 2021; we have to adopt that number, but we get reimbursed. What percentage is reimbursed? Ms. Owens replied on average 42%. Supervisor North asked when do they receive the funds with Ms. Owens responding on a monthly basis. Supervisor North asked if there was any chance that those might be reduced with the recent budget consideration going on in Richmond. Mr. O’Donnell stated that no one seems to understand it. Mr. O’Donnell indicated COVID helped shore up some of our fund balances. Supervisor North stated based on a 42% reimbursement of CSA, Roanoke County’s exposure will be about $4.425, which to Supervisor Hooker’s point is greater than what we were told the other day. So, we need to get these numbers reconciled, Mr. Lubeck and finance could help because we don’t want to give them a wrong number and then do ourselves an injustice. Ms. Owens advised they could get the numbers with Supervisor North stating we need the gross number and the State’s reimbursement on an annualized basis and the net cost to Roanoke County. Supervisor North stated he heard during COVID shutdown, they were still paying the money out for the private day care. So, it was being paid out, but not utilized. This is like Fairfax County driving school buses around to keep the drivers employed with no children on the bus. Ms. Gearheart advised costs are up because more children were served. Supervisor Radford inquired who does our audit with Ms. Gearheart responding Brown Edwards adding it takes several months. September 22, 2020 459 Supervisor North asked if staff had any sense what the schools would have for year-end numbers. He would assume they have a positive story. Ms. th Gearheart advised they have a report that is due on September 30, so they are working on that. Supervisor North stated their agenda for their meeting Thursday night shows a gratitude pay scenario, which is about $500,000. Supervisor North asked what their ADM number is, 170 with Ms. Gearheart responding in the affirmative. Supervisor North stated VACo is proposing to stay with what the budgeted number was because of COVID. They are asking for a one-time pass. Supervisor Mahoney asked with regard to slide 26, upcoming events and th for the first quarter revenue and expenditure update for November 4. He remembers when we were struggling with our budget, we told the schools that we would true-up. He knows that is early, but when would staff anticipate going this. Let’s assume things continue to stay good, better than what we anticipated in April and May. When would be look at a true-up? Ms. Thompson responded staff would share the first quarter results in November and we will also have a mid-year update at the second meeting in January. Mr. O’Donnell stated he felt it would be best to do halfway through the year. Supervisor Mahoney stated he understands, but feels uncomfortable and does not want to be crucified that we are not following what we promised to do. Supervisor North reiterated we did say quarter. We need to look at it and maybe quantify it. Mr. O’Donnell responded they would review it quarterly. Supervisor Peters stated he thought it went through the revenue sharing agreement. The work session was held from 4:15 p.m. until 5:12 p.m. IN RE: CERTIFICATION RESOLUTION At 6:49 p.m., Supervisor Radford moved to return to open session and adopt the certification resolution. RESOLUTION 092220-7 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. September 22, 2020 460 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 6:50 p.m. Submitted by: Approved by: ________________________ ___________________________________ Deborah C. Jacks David F. Radford Chief Deputy Clerk to the Board Chairman