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Council Actions 04-07-25
HAGEN 43167-040725 City of Roanoke, Virginia ROANOKE CITY COUNCIL ARCHITECTURAL REVIEW BOARD Win April 7, 2025 ROANOKE 9:00 AM City Council Chamber 215 Church Avenue, SW AGENDA The City of Roanoke is a safe, caring and economically vibrant community in which to live, learn, work, play and prosper. A vibrant urban;center with strong neighborhoods set amongst the spectacular beauty of Virginia's Blue Ridge. NOTICE: City Council meetings will be televised live and replayed on RVTV Channel 3 on Thursdays at 7:00 pm, and Saturdays from 10:00 am to 5:00 pm; and video streamed through Facebook Live at facebook.com/RoanokeVa. Council meetings are offered with closed captioning for the deaf or hard of hearing. CALL TO ORDER - ROLL CALL. • City Council -All present. • Architectural Review Board - Commissioners Allen and Kronau were absent. WELCOME AND OPENING REMARKS. ITEMS FOR DISCUSSION/COMMENTS BY THE CITY COUNCIL/ARCHITECTURAL REVIEW BOARD. RECESS/ADJOURN. 9:50 AM AT 10:00 AM, THE COUNCIL MEETING WILL RECONVENE TO CONSIDER THE FOLLOWING ITEMS FOR ACTION: A communication from Mayor Joseph L. Cobb, requesting that the Council convene in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. (7-0) A communication from the City Attorney requesting that the City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating orexpanding its facilities in the Southeast area of the City of Roanoke, pursuant to Section 2.2-3711 (A)(5), Code of Virginia, (1950), as amended. (7-0) A communication from the City Attorney requesting that City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in a regional park in which the City is a partner, pursuant to Section 2.2-3711 (A)(5), Code of Virginia, (1950), as amended. (7-0) A communication from the City Attorney requesting that City Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees salaries and evaluation of the performance of the specific employees, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. (7-0) A communication from the City Attorney requesting that City Council convene in a Closed Meeting for the purpose of discussing possible disposal of publicly owned property, where discussion in. an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711(A)(3), Code of Virginia (1950), as amended. (7-0) Items Listed on the 2:00 pm City Council Docket Requiring Discussion/Clarification and Additions/Deletions to the 2:00 pm Agenda. (5 Minutes) • Topics For Discussion by the Mayor and Members of City Council. (5 Minutes) Briefings: • City Code Amendment regarding Chapter 2, Administration, Article XIII, Gifts, Grants, Devises and Bequests to City, Section 2-263, Acceptance or rejection, generally. (10 Minutes) • Proposed City Code Amendments to Codify Real and Personal Property Tax Exemptions by Nonprofit Organizations. (10 Minutes) • FY26 Proposed Budget Questions and Answers Summary. (15 Minutes) AT 10:14 AM, THE COUNCIL MEETING WAS DECLARED IN RECESS FOR A CLOSED MEETING; AND THEREAFTER RECONVENED AT 11:00 AM, FOR SCHOOL BOARD INTERVIEWS. City Council conducted the following interviews to appoint two Trustees to the Roanoke City School Board for three-year terms of office commencing July 1, 2025. Mary "Franny" Apel — 11:00 am Adam C. Markwood— 11:30 am Joyce W. Watkins — 12:00 pm AT 12:21 PM, THE COUNCIL MEETING WAS DECLARED IN RECESS FOR CONTINUATION OF CLOSED MEETING; AND THEREAFTER RECONVENED AT 2:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, NOEL C. TAYLOR MUNICIPAL BUILDING. City of Roanoke, Virginia CITY COUNCIL IMMEr 2:00 m P ROAN O KE City Council Chamber 215 Church Avenue, SW 1. CALL TO ORDER -ROLL CALL. All Present. The Invocation was delivered by The Reverend Elizabeth N.H. Link, Executive Pastor, Second Presbyterian Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Joseph L. Cobb. Welcome Certification of Closed Meeting. (7-0) ANNOUNCEMENTS: Shout-outs from City Council: Council Member Powers commended the Department of Fire-EMS that battled the three-alarm fire in Roanoke and thanked them for their service. Council Member Volosin "shouted-out" the citizens who protested the changes in the federal government over the weekend. Council Member Nash "shouted-out" the Department of Fire-EMS that battled the three-alarm fire in Roanoke and thanked the citizens for their protest. Vice-Mayor McGuire attended the Local Office on.Aging Annual Luncheon and signed up to volunteer for the Meals on Wheels Program, and thanked the Unitarian Universalist Church for inviting him to speak on Earth Month. Council Member Sanchez-Jones "shouted-out" the Department of Fire- EMS that battled the three-alarm fire in southeast Roanoke and thanked the Police Department for how they handled the citizen protest. Council Member Hagen "shouted-out" the Department of Fire-EMS that battled the three-alarm fire in southeast Roanoke and to WaWa as he attended their community announcement to learn about plans for the region. Mayor Cobb highlighted the launch of the City's ninth cohort of the Teen Apprentice Program through the Department of Human Resources to learn skills and, once graduated, become interns for City departments. He also thanked Jeffrey Powell, Jennifer White, John Sanders and all program participants. 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Proclamation declaring April 13 -April 19, 2025, as National Public Safety Telecommunicator Week. Mayor Cobb read and presented the Proclamation to Sonya Roman, E-911 Manager. 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: The City Council sets this time as a priority for citizens to be heard. All matters will be referred to the City Manager for response, recommendation or report to the Council, as he may deem appropriate. James Bullington appeared before the Council and asked that the Council reconsider increasing the meals tax. Freeda Cathcart appeared before the Council and spoke with regard to protecting the public's rights; advised she was the President of the General Federation Star Women's Clubs (GFHW) and expressed upset with regard to the Antwon Brown situation and viewing the video footage. Nathaniel Sloan appeared before the Council and spoke with regard to the potential meals tax increase. Brian McConnell appeared before the Council and announced the formation of a five-to-eight-participant group interfacing with MIT's You School now through the end of June and potentially to establish a core group. He added that it was at no cost to the City and invited citizens to reach out to him through Facebook or Linkedln platforms. 4. CONSENT AGENDA: APPROVED (7-0) All matters listed under the Consent Agenda are considered to be routine by Members of the City Council and will be enacted by one motion. There will be no separate discussion of the items. If discussion is desired, the item will be removed from the Consent Agenda and considered separately. C-1. Minutes of the regular meeting of the City Council held on Monday, March 3, 2025. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2. Request to schedule and advertise a public hearing for June 16, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider bids to award a naming, advertising, and sponsorship agreement for Berglund Center. RECOMMENDED ACTION: Concurred in the request. C-3. Reports of qualification of the following individuals: Valmarie H. Turner as a member of the Hotel Roanoke Conference Center Commission for a four-year term of office, commencing April 13, 2025 and ending April 12, 2029; Alexander Barge as a member of the Parks and Recreation Advisory Board for a three-year term of office, commencing April 1, 2025, and ending March 31, 2025; Virginia Sweet as a member of the Human Services Advisory Board to replace Paula Prince for a term of office ending November 30, 2028; Briana Apgar as a member of the Equity and Empowerment Advisory Board to replace Peter Wonson for a term of office ending December 31, 2028; John Clements as a member of Roanoke Regional Airport Commission for a four-year term of office, commencing March 10, 2025, and ending March 9, 2029; Valerie Koeppel as a member of the Gun Violence Prevention Commission to fill the unexpired term of office of Shakira Williams ending March 31, 2026; Juan Carlos Mejia as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Phazhon Nash ending December 31, 2025; Tony Williams as a member of the Roanoke Neighborhood Advocates for a three-year term of office, commencing October 1, 2023 and ending September 30, 2026; Francis Maguire as a member of the Parks and Recreation Advisory Board to fill the unexpired term of office of Deborah Pitts ending March 31, 2026; Mark Kary as a member of the Roanoke Neighborhood Advocates for a three- year term of office commencing October 1, 2024 and ending September 30, 2027; Jennifer Oakes as a member of the Local Office on Aging Advisory Board for a one-year term of office commencing March 1, 2025 and edging February 28, 2026; Sally McQuinn as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Ilsa Saavedra-Rogan ending December 31, 2026; and Christopher T. Link as a Trustee of the Roanoke City School Board, to fill the unexpired term of office of Natasha N. Saunders-Cotton ending June 30, 2026. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA: 5. PUBLIC HEARINGS: None. 6. PETITIONS AND COMMUNICATIONS: 1. Acceptance and Appropriation of the FY25 Byrne/JAG Grant for the Roanoke Sheriffs Office. Adopted Ordinance No. 43167-040725. (7-0) 2. Presentation of the Greater Williamson Road Area Business Association "State of the Road" report. Valerie Brown, Executive Director, Spokesperson. (Sponsored by the City Manager) Received and filed. 3. Roanoke Valley Resource Authority to present its proposed 2025 - 2026 Annual Budget. Jon Lanford, Chief Executive Officer, Spokesperson. (Sponsored by the City Manager) Adopted Resolution No. 43168-040725. (7-0) 4. Roanoke Regional Airport Commission to present its proposed 2025 -2026 Operating Budget and Proposed Capital Expenditures. Mike Stewart, Executive Director, Spokesperson. (Sponsored by the City Manager) Adopted Resolution No. 43169-040725. (7-0) 7. REPORTS OF CITY OFFICERS AND THE CITY MANAGER: 1. CITY MANAGER: BRIEFING: February 2025 Budget and Actual Monthly Report- 15 minutes. Received and filed. ITEMS RECOMMENDED FOR ACTION: a. Approval of a historical marker to recognize the contributions of Dr. Elbyrne Grady Gill. Adopted Resolution No. 43170-040725. (7-0) b. Acceptance and appropriation of Energy Efficiency and Conservation Block Grant Program (EECBG) funds. Adopted Ordinance No. 43171-040725. (7-0) c. Adoption of Tax Year 2025 Personal Property Tax Relief Act (PPTRA) Percentage. Adopted Resolution No. 43172-040725. (7-0) COMMENTS OF THE CITY MANAGER. The City Manager offered the following comments: Parks and the Department of Social Services are participating in the Pinwheels for Prevention Campaign. There are several hundred blue pinwheels in Freedom Plaza along 2nd Street as part of the campaign. This initiative highlights the importance of families and communities working together to prevent child abuse and neglect. On a similar subject, I would like to highlight_ the adoption staff at the Department of Social Services. In March, they were able to successfully finalize 16 adoptions. Not only was this a record for the City, but this is the highest for one month anywhere in the state. The Williamson Road Branch will collaborate with BankOn Roanoke Valley to host Roanoke Valley Saves Night on Wednesday, April 9, 2025. This event will serve as a key highlight of Roanoke Valley Saves Week, featuring a financial education program, dinner, gift card drawings, and representatives from BankOn member institutions available to discuss the financial products they offer. Plans are underway to introduce additional activities this Fall for Breckenridge students, aimed at supplementing existing financial education programs at local schools. On March 21, 2025, employees completed an eight-week introductory Spanish course, which covered basic conversation skills, cultural knowledge, and job- specific vocabulary. With more than one in ten neighbors in Roanoke speaking Spanish, the course has been an important step in building connections with the community through language. There will be additional opportunities for employees in the future. The Chance Crawford Softball Tournament is scheduled for April 11-13. This regional tournament will feature games played throughout the Valley, including at Wasena, Huff Lane, Norwich, and Fallon Softball Fields in the City. A total of 202 teams from 9 different states have been registered to participate this year. After communication and community engagement with the neighborhood, including signage, the lights for the fields have been extended past the 10:00 pm timeframe to support the tournament and its cause. 2. CITY ATTORNEY: None. 3. DIRECTOR OF REAL ESTATE VALUATION: None. 8. REPORTS OF COMMITTEES: None. 9. UNFINISHED BUSINESS: None. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: 1. Repeal and Replace Ordinance No. 43155-030325, adopted March 3, 2025, to correct a scriveners error in the budget revenue account number and adopting an Ordinance correcting the error, in connection with the acceptance of the 2025 Combatting Hate Crimes Grant Program. Adopted Ordinance No. 43173-040725. (7-0) 11. MOTIONS AND MISCELLANEOUS BUSINESS: 1. Inquiries and/or comments by the Mayor and Members of City Council. None. 2. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Reappointed Shenita Boukari as a member of the Fair Housing Board for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Amazetta Anderson as a member of the Fair Housing Board for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Garrett Brumfield as a member of the Fair Housing Board for a three-year term of office commencing April 1, 2025, and ending.March 31, 2028. Reappointed Manuel Dotson as a member of the Fair Housing Board for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Robert Lamour as a member of the Gun Violence Prevention Commission for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Joshua Johnson as a member of the Gun Violence Prevention Commission for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Catherine Koebel as a member of the Gun Violence Prevention Commission for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Mark Jamison as a member of the Parks and Recreation Advisory Board for a three-year term of office commencing April 1, 2025, and ending March 31, 2028. Reappointed Sherman Lea, Jr., as a member of the Roanoke Cultural Endowment, Board of directors for a three-year term of office commencing January 1, 2025, and ending December 31, 2027. Appointed Nadirah Wright as a member of the Roanoke Neighborhood Advocates for a term of office ending September 30, 2026. Appointed David Parr as a member of the Roanoke Neighborhood Advocates for a term of office ending September 30, 2027. Appointed James Smith, Sr., for a one-year term of office commencing July 1, 2025, and ending June 30, 2026. Reappointed Dr. John Clements for a one-year term of office commencing July 1, 2025, and ending June 30, 2026. Appointed Angelica Wagner as a member of the Building of Fire Code Board of Appeals for a term of office ending June 30, 2026. Appointed Jessica Prince as a member of the Human Services Advisory Board for a term of office ending November 30, 2026. Appointed Isobel O'Hare for a three-year term of office commencing July 1, 2025 and ending June 30, 2028. 12. ADJOURN. 3:36 PM CITY OF ROANOKE &' ' a; OFFICE OF THE MAYOR t ; 215 Church Avenue,S.W., Suite 452 Roanoke,Virginia 24011-1536 /� Telephone: (540)853-2444 Fax:(540)853-1145 E-mail: MAYOR@ROANOKEVA.GOV JOSEPH L.COBB Mayor April 7, 2025 The Honorable Vice-Mayor McGuire and Members of the Roanoke City Council Roanoke, Virginia Dear Vice-Mayor McGuire and Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711(A)(1), Code of Virginia (1950), as amended. A list of current vacancies can be found online at www.roanokeva.gov/citycouncil. 'ncerely, Joseph L. Cobb Mayor JLC:ctw ROANOKE Office of the City Attorney To: Honorable Mayor and Members of the City Council Subject: A communication from the City Attorney requesting that the City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or1 expanding its facilities in the Southeast area of the City of Roanoke, pursuant to Section 2.2-3711 (A)(5), Code of Virginia, (1950), as amended. The City Attorney requests that the Council convene in a closed meeting pursua rit to Section 2.2-3711 (A)(5), Code of Virginia, (1950), as amended, to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the Southeast area of the City of Roanoke. Timothy Spencer, City Attorney ROANOKE Office of the City Attorney To: Honorable Mayor and Members of the City Council Subject: A communication from the City Attorney requesting that City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in a regional park in which the City is a partner, pursuant to Section 2.2-3711 (A)(5), Code of Virginia, (1950), as amended. The City Attorney requests that Council convene in a closed meeting pursuant to Sec. 2.2- 3711 (A)(5), Code of Virginia, (1950), as amended, to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in a regional park in which the City is a partner. Timothy Spencer, City Attorney IPMIZ ROANOKE Office of the City Attorney To: Honorable Mayor and Members of the City Council Subject: A communication from the City Attorney requesting that City Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees salaries and evaluation of the performance of the specific employees, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. The City Attorney requests that Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees salaries and evaluation of the performance of the specific employees, pursuant to Section 2.2-3711 (A).(1), Code of Virginia (1950), as amended. Timothy Spencer, City Attorney MINW ROANOKE Office of the City Attorney To: Honorable Mayor and Members of the City Council Subject: A communication from the City Attorney requesting that the City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney, pursuant to Section 2.2-3711 (A)(7), Code of Virginia (1950), as amended. The City Attorney requests that City Council convene in a closed meeting pursuant to Section 2.2-3711 (A)(7), Code of Virginia (1950), as amended, to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by the City Attorney. Timothy Spencer, City Attorney ��goF FRQ� CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY } 464 MUNICIPAL BUILDING David L. Collins t«. v7 215 CHURCH AVENUE, SW Laura M. Carini taiNY ROANOKE, VIRGINIA 24011-1595 Deputy City Attorneys Timothy R. Spencer TELEPHONE 540-853-2431 Jennifer Crook Braxton City Attorney FAX 540-853-1221 Kimberly P. Beamer EMAIL: timothy.spencer@roanokeva.gov Lalita Brim-Poindexter Assistant City Attorneys April 7, 2025 The Honorable Mayor and Members Of City Council Roanoke, Virginia Re: Request for Closed Meeting Dear Mayor Cobb and Council Members: This is to request that Council convene a closed meeting for the purpose of discussing possible disposal of publicly owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body pursuant to Section 2.2-3711.(A)(3), Code of Virginia (1950), as amended. Sincerely yours, T' oth encer C. Attorney TRS/rry c: Valmarie H. Turner, City Manager Cecelia McCoy, City Clerk e CITY ATTORNEY COUNCIL MEMO ` : ' CODE AMENDMENT Naos Date: April 7, 2025 From: Timothy R. Spencer, City Attorney Re: City Code Amendment regarding Chapter 2,Administration,Article XIII, Gifts, Grants, Devises and Bequests to City, Section 2-263,Acceptance or rejection generally,Code of the City of Roanoke(1979), as amended. The City Attorney's Office has been working with the City Manager regarding the above Code Amendment, and below is a brief outline of the proposed Code Amendment: Section 2-263,Acceptance or rejection generally. The city manager, for and on behalf of the city, is hereby authorized, subject to the conditions hereinafter established by this article, to accept or reject any nonmonetary gift, grant, devise or bequest to the city, regardless of the value of such nonmonetary gift. The city manager, for and on behalf of the city, is hereby authorized, subject to the conditions hereinafter established by this article, to accept or reject any monetary gift, grant, devise or bequest to the city, when the value of such monetary gift, grant, devise or bequest is five thousand dollars ($5,000.00) or less. When the value of such gift, grant, devise or bequest is more than five thousand dollars ($5,000.00), acceptance or rejection shall be made by ordinance or resolution of the council. An amendment to Chapter 2 (Administration) is proposed in order that the city manager, on behalf of the city, is authorized to accept or reject any nonmonetary gift, grant, devise or bequest to the city, regardless of the value of such nonmonetary gift when the value is five thousand dollars ($5,000.00) or less. TRS/rry enclosure IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA AN ORDINANCE amending and reordaining Section 2-263 Acceptance or rejection generally, of Chapter 2 Administration, Article XIII Gifts, Grants, Devises and Bequests to City, Code of the City of Roanoke(1979), as amended, amending the Section; establishing an effective date; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 2-263, Acceptance or rejection generally, of Chapter 2 Administration, Article XIII Gifts, Grants, Devises and Bequests to City, Code of the City of Roanoke (1979), as amended, is hereby amended and reordained as follows: * * Sec. 2-263. —Acceptance or rejection generally. The city manager, for and on behalf of the city, is hereby authorized, subject to the conditions hereinafter established by this article, to accept or reject any nonmonetary gift, grant, devise or bequest to the city, regardless of the value of such nonmonetary gift. The city manager, for and on behalf of the city, is hereby authorized, subject to the conditions hereinafter established by this article, to accept or reject any monetary gift, grant, devise or bequest to the city, when the value of such monetary gift, grant, devise or bequest is five thousand dollars ($5,000.00) or less. When the value of such gift, grant, devise or bequest is more than five thousand dollars ($5,000.00). acceptance or rejection shall be made by ordinance or resolution of the council. 2. Pursuant to Section 12 of the Charter of the City of Roanoke,the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk. . � CITY ATTORNEY BRIEFING MEMO 1 ""`r CODE AMENDMENTS Date: April 7, 2025 From: Timothy R. Spencer, City Attorney David L. Collins,Deputy City Attorney To: Mayor Cobb,Vice Mayor McGuire and Members of City Council Re: Proposed City Code Amendments to Codify Real and Personal Property Tax Exemptions by Nonprofit Organizations. Our office has been working with the Director of Real Estate Valuation and the Commissioner of the Revenue in codifying the process by which nonprofit organizations are granted exemption of their real and personal property from taxation. I recommend that City Council consider adoption of the attached Ordinance amending the City Code to create new Sections 32-8 through 32-8.6, under Article I, In General, Chapter 32, Taxation, Code of the City of Roanoke. If adopted, the proposed amendments will outline the process and criteria by which City Council will grant such exemptions to nonprofit organizations. Pursuant to Section 58.1-3651, Code of Virginia, the local governing body may grant a nonprofit organization exemption from real or personal property taxation, by designation or classification, property that is used by the organization for benevolent, patriotic, religious, or charitable purposes. Under the proposed process, a nonprofit organization will first request tax exemption upon form distributed by the director of real estate valuation or commissioner of revenue. The director and commissioner will review the application and make an initial determination whether the applicant is already exempt from taxation by classification or designation under the Virginia Constitution and Code of Virginia. If the organization is not exempt, a committee comprised of representatives from the offices of the director of real estate valuation, commissioner of revenue, city manager, and city attorney will meet to review the application for purposes of providing a recommendation to the city manager. The City Manager will then place the matter on Council's agenda for consideration and provide the committee's recommendation to City Council. The proposed Ordinance also sets forth the manner in which a nonprofit organization will need to recertify use of the property on a triennial basis for the exemption to continue. While state law does not require codification of this process, codification will make the process more transparent to the public and is consistent with the practices of other localities that have included this process in their city codes. If Council concurs with this recommendation, we will have the matter placed on City Council's April 21 agenda for consideration. IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA AN ORDINANCE amending and reordaining Chapter 32, Taxation, Code of the City of Roanoke(1979)as amended,by adding new Section 32-8, Exemption of Real and Personal Property Owned by Nonprofit Organizations, Section 32-8.1, Application, Section 32-8.2, Exemption by designation, Section 32-8.3, Exemption by classification, Section 32-8.4, Rules and regulations for administration; application for exemption, Section 32-8.5, Triennial review of exemptions and retention of exempt status, Section 32-8.6, Service charge in lieu of taxation, to provide for the processes and procedures by which City Council will consider requests made by nonprofit organizations for tax exemption of their real or personal property as authorized by Section 58.1-3651, Code of Virginia; providing for an effective date; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Chapter 32, Taxation, Code of the City of Roanoke(1979) as amended, is amended and reordained by adding new Section 32-8, Exemption of Real and Personal Property Owned by Nonprofit Organizations, Section 32-8.1, Application, Section 32-8.2, Exemption by designation, Section 32-8.3, Exemption by classification, Section 32-8.4, Rules and regulations for administration; application for exemption, Section 32-8.5, Triennial review of exemptions and retention of exempt status, 32-8.6,Service charge in lieu of taxation,to read and provide as follows: Sec. 32-8. - Exemption of Real and Personal Property Owned by Nonprofit Organizations. (a) Pursuant to subsection 6(a)(6) of Article X of the Constitution of Virginia and § 58.1-3651, Code of Virginia, city council, by ordinance, may exempt from real or personal property taxes, or both, by either classification or designation, 1 property owned by a nonprofit organization, including a single-member limited liability company whose sole member is a nonprofit organization that uses such property for religious, charitable, patriotic, historical, benevolent, cultural, or public park and playground purposes. The ordinance shall state the specific use on which the exemption is based,and the exemption shall remain contingent on the continued use of the property in accordance with its designated or classified purpose. (b) No exemption shall be provided to any organization that has any rule, regulation, policy, or practice that unlawfully discriminates on the basis of religious conviction, race, color, sex, national origin, sexual orientation, or gender identity. (c) Exemptions of real and personal property from taxation under this section shall be strictly construed in accordance with Article X, § 6(f)of the Constitution of Virginia. Sec. 32-8.1 -Application. Nonprofit organizations seeking tax exemption for their real or personal property may initiate the process by completing an application available from the director of real estate valuation or the commissioner of revenue, respectively. Upon submission, the director of real estate valuation and the commissioner of revenue will review the materials and determine whether the applicant's property is exempt by classification or designation under the Virginia Constitution pursuant to Article X, Section 6(a)(1) through (4) or pursuant to § 58.1-3606 through § 58.1-3650, Code of Virginia. If the property is not exempt, a Nonprofit Tax Exemption Review Committee, consisting of representatives from the offices of real estate valuation,the commissioner of revenue, the city manager, and the city attorney, will review the application and provide a recommendation to the city manager on whether it is appropriate for city council to grant an exemption by classification or designation. The item will then be placed on city council's agenda for consideration,where the city manager will provide such recommendation to city council. Sec. 32-8.2 - Exemption by designation. (a) No ordinance exempting property by designation pursuant to § 32-8 shall be adopted until a public hearing has been held, allowing citizens the opportunity to be heard. The city shall publish notice of the hearing as required by the Code of Virginia. The notice shall include the assessed value of all real and tangible personal property for which an exemption is requested, as well as the property taxes assessed against such property. The public hearing shall not be held until at least seven days after such notice is published. (b) Prior to processing the application for consideration by city council, the city shall collect a deposit in an amount to be determined to cover the publication cost for notice of the hearing. If the organization withdraws its request in 2 writing before the notice is submitted for publication, the deposit shall be refunded in full. If the publication cost exceeds the deposit, the applicant shall pay the balance to the city. If the cost is less than the deposit, the balance shall be refunded to the applicant. The applicant remains responsible for the publication cost, regardless of whether city council adopts the ordinance granting the exemption. (c) Before adopting any such ordinance granting an exemption by designation,city council shall consider the following: (1) Whether the organization is exempt from taxation pursuant to Section 501(c) of the Internal Revenue Code of 1954. (2) Whether the organization has a current annual alcoholic beverage license issued by the Virginia Alcoholic Beverage Control Authority for the serving of alcoholic beverages on the property. (3) Whether any director, officer, or employee of the organization receives compensation exceeding a reasonable allowance for salaries or other compensation for personal services rendered by such person. (4) Whether any part of the organization's net earnings inures to the benefit of any individual and whether a significant portion of its services is funded by donations, contributions, or government grants. (5) Whether the organization provides services for the common good of the public. (6) Whether a substantial part of the organization's activities involves carrying on propaganda, or attempting to influence legislation, or participating in or intervening in any political campaigns. (7) The revenue impact on the locality and its taxpayers of exempting the property. (8) Any other relevant criteria, facts, and circumstances deemed pertinent by city council to the adoption of such ordinance. Sec. 32-8.3 - Exemption by classification. (a) No ordinance exempting property by classification pursuant to § 32-8 shall be adopted until a public hearing has been held allowing citizens the opportunity to be heard. The city shall publish notice of the hearing as required by the Code of Virginia. The notice shall include the assessed value of all real and tangible personal property for which an exemption is requested, as well as the property taxes assessed against such property. The public hearing shall not be held until at least seven days after such notice is published. 3 (b) Prior to processing the application for consideration by city council, the city shall collect a deposit in an amount to be determined to cover the publication cost of the notice of hearing. If the organization withdraws its request in writing before the notice is submitted for publication, the deposit shall be refunded in full. If the publication cost exceeds the deposit, the applicant shall pay the balance to the city. If the cost is less than the deposit, the balance shall be refunded to the applicant. The applicant remains responsible for the publication cost, regardless of whether city council adopts the ordinance granting the exemption. (c) The Nonprofit Tax Exemption Review Committee shall review the request and provide a recommendation to the city manager on whether it is appropriate for city council to establish local classifications for organizations not exempt under Article X, §6 of the Virginia Constitution.A new classification shall apply only to property used for religious, charitable, patriotic, historical, benevolent, cultural, or public park and playground purposes. Sec. 32-8.4 - Rules and regulations for administration; application for exemption. The director of real estate valuation and commissioner of the revenue, with input from the city manager and city attorney, shall adopt and promulgate rules and regulations not inconsistent with the provisions of this section that are necessary for effective administration of this section. Applications for real property tax exemption and personal property tax exemption must be submitted by property owners to the director of real estate valuation and commissioner of revenue,respectively,by October 15 for exemptions effective January 1, and by April 15 for exemptions effective July 1, of each year. Sec. 32-8.5 - Triennial review of exemptions and retention of exempt status. (a) Every organization, except the Commonwealth, any political subdivision of the Commonwealth, or the United States,that owns real or personal property in the City of Roanoke and has previously been granted an exemption shall file an application triennially with the director of real estate valuation or commissioner of revenue, respectively, to retain exempt status. (b) The director of real estate valuation and the commissioner of revenue shall notify exempt organizations of the application due date 60 days in advance. If the organization certifies that its ownership, property use, and financial status remain substantially the same, the director and commissioner may accept that certification in lieu of a full application. (c) Failure to file the required application in a timely manner shall result in termination of the exemption, unless the property is exempt under the self- executing provisions of the Virginia Constitution, Article X, Section 6(a)(1) through(4). 4 (d) City Council reserves the right to rescind any exemption granted for good cause. Sec. 32-8.6 - Service charge in lieu of taxation. All real property granted an exemption under this section shall be assessed a service charge in lieu of taxation, calculated as provided by § 58.1-3400 et seq., Code of Virginia. 4. This Ordinance shall be effective upon passage. 5. Pursuant to Section 12 of the Roanoke City Charter,the second reading by title of this Ordinance is hereby dispensed with. ATTEST: City Clerk. 5 - ---- .. i Qffi--- ---c-re ofilieT Mayor 0u4` ROANOKECITY OF ',11kAlr-----1 Ei { I NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK WHEREAS, emergencies can happen at any moment, requiring swift andf coordinated responses from law enforcement fire, and emergency medical services;: WHEREAS, the_safety and well-being of our community depend on the rapid, accurate,.' and professional response. of Public , Safety ".$ _ V Telecommunicators, who serve as the lifeline between those in crisis and • the partner public-safety,agenciesthey serve alongside; WHEREAS, Public Safety ,Telecommunicators are the unseen heroes of: emergency response, providing critical instructions, gathering vital ' -- information, and ensuring. that field responders arrive prepared and .informed,•, ' ' WHEREAS, these dedicated professionals play an essential role in officer, firefighter, and VEMS provider safety, offering real-time updates, tracking Ltheir locations, and delivering-crucial intelligence in high-risk situations , - WHEREAS, Public Safety Telecommunicators are the first to recognize life-threatening medical emergencies,providing immediate-guidance—such, 1a as CPR instructions-that can mean the'difference between life and death, _ before EMS.arrives; ,- 1 WHEREAS; their expertise -and -commitment _contribute to the swift , ;apprehension .of criminals, the suppression of fires,. and the successful r. treatment of patients in need ' WHEREAS, -:beyond' - emergency - response, Public., Safety Telecommunicators also serve as the-after-hours contact for. other city , departments, such ch ;as Public Works and Human-and Social Services, 1 , ensuring that critical community needs are met around the clock;and y.. - i 1 WHEREAS, aver the past year, our Public Safety Tele'communicatojs at the'City of Roanoke 911 have demonstrated unwavering professionalism, resilience, and compassion in handling hundreds of, thousands of emergency and non-emergency calls,providing comfort to those in distress, .� and ensuring the safety and well-being of our community. . NOW,' THEREFORE,"); Joseph L. Cobb, Mayor of the City of Roanoke, Virginia, recognize and honor.these'.exceptional individuals for their " invaluable,contributions to the public safety and to the public safety and to', our community, do hereby proclaim the week of April 13 — :19, 2025 , throughout this great eight-time All-America City,. as National Public Safety Telecommunicators Week. • ,_ Given under our hands and'the Seal of the City of Roanoke this seventh day of April in the year two thousand and twenty-five.. Jos ph L. C i + 4 ` Mayor • ATTEST - - . • -Cecelia F.McCoy • :City Clerk City Manager's Report �� Submitted by: Robyn Schon Civic Facilities ROANOKE April 7, 2025 Title: Request to schedule and advertise a public hearing for June 16, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider bids to award a naming, advertising, and sponsorship agreement for Berglund Center. Background: The City of Roanoke ("City") is the owner of property located at 710 Williamson Road, bearing Roanoke Official Tax Map No. 3024004, commonly known as Berglund Center (formerly Roanoke Civic Center). By agreement dated September 23, 2014, the City of Roanoke entered into a Naming, Advertising, and Sponsorship Agreement ("Agreement") with Berglund Management Group, Inc. ("Berglund"). The Agreement was for a ten-year term and conveyed Berglund naming, merchandising, and sponsorship rights over this facility. Due to Berglund Center's closure during a portion of the COVID-19 pandemic, an additional year was added to the term of the Agreement. The Agreement will expire on September 30, 2025. The City desires to solicit bids from interested parties offering the naming, merchandising and sponsorship rights to Berglund Center under a new ten—year agreement, effective October 1, 2025. Section 15. 2-2100 et seq., Code of Virginia (1950), as amended, requires that the proposed naming rights agreement be advertised for bidding by the public, and a public hearing be held before such naming rights agreement is authorized and awarded by City Council. The City desires to offer an approximately two-month long period for parties to consider any bids, with a public hearing to be held on June 16, 2025. Subject to City Council's concurrence in this request, a copy of the proposed naming rights agreement, the required bid form, and the proposed ordinance awarding the naming rights contract will be placed with the City Clerk for public information and review on or before April 11, 2025. Applicable state law requires that the public hearing notice be advertised twice in a newspaper of general circulation, with the first notice being published no more than 28 days before and the second notice appearing no less than seven days before the date of the public hearing. The required legal advertisements will therefore be placed in a newspaper of general circulation to be published on dates meeting these timeframes. The deadline for submittal of bids to the City Clerk from interested parties will be Monday, June 16, 2025, at 12:00 noon. Bids received will be opened and read aloud at the City Council meeting on Monday, June 16, 2025, during the 2:00 p.m. session, and referred to the City Manager for review and recommendation. The public hearing on the bids received will be held on Monday, June 16, 2025, at the 7:00 p.m. session of City Council. Authorize the scheduling and advertising for bids on this matter and for the opening of bids on June 16, 2025, at 2:00 p. m., or as soon thereafter as the matter may be heard, and for the public hearing on the award of a naming, advertising, and sponsorship agreement for the Berglund Center on June 16, 2025, at 7:00 p.m., or as soon thereafter as the matter may be. heard. Recommended Action: Concur in the request. Sam Roman, Deputy City Manager ° CITY OF ROANOKE `k OFFICE OF THE CITY CLERK : „, - 215 Church Avenue,S.W.,Suite 456 �' Roanoke,Virginia 24011-1536 I Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Brian Mann Board Secretary Roanoke, Virginia Dear Mr. Mann: This is to advise you that Valmarie H. Turner has qualified as a member of the Hotel Roanoke and Conference Center Commission for a four-year term of office, commencing April 13, 2025 and ending April 12, 2029. Sincerely, ee.e.ele;td ,.....47 CO2-e-el Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Valmarie H. Turner, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Hotel Roanoke Conference Center Commission for a four-year term of office, commencing April 13, 2025 and ending April 12, 2029; according to the best of my ability. (So help me God.) OIL _ VALMARIE H. TURNER The foregoing oath of office was taken, sworn to, and subscribed before me by Valmarie H. Turner this 0 "ay of 2025. Brenda S. Hamilton, Clerk of the Circuit Court :►O lerk „ ..„,,,,„t �, CITY OF ROANOKE OFFICE OF THE CITY CLERK T ' b `G, 215 Church Avenue,S.W.,Suite 456 ° Roanoke,Virginia 24011-1536 ” Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Cindy McFall Board Secretary Roanoke, Virginia Dear Ms. McFall: This is to advise you that Alexander Barge has qualified as a member of the Parks and Recreation Advisory Board for a three-year term of office, commencing April 1, 2025, and ending March 31, 2025. Sincerely, 6,e-e12:1 ,,,,,47 COZe-Cd " Cecelia F. McCoy, CMC City Clerk _ . Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Alexander-Barge, -do solemnly -i-weir -(or iffin'firtriarl-Q11 's-OP-Poirthe - Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Parks and Recreation Advisory Board for a three-year term of office, commencing April 1, 2025 and ending. March 31, 2028; according to the best of my ability. (So help me God.) AL NDER BARGE The-foregeing-oath lakem-sworn toi-and-subscribed-before-me-by- - a-- Alexander Barge this 4-17. day of Har \ 2025. Brenda S. Hamilton, Clerk of the Circuit Court By 4V1/1444. al ckpij , Clerk .� CITY OF ROANOKE Y - OFFICE OF THE CITY CLERK ':',,,,,,-,,,.. , witvA8,...,. ,1-:;-::: 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Jennifer Sorrels Board Secretary Roanoke, Virginia Dear Ms. Sorrels: This is to advise you that Virginia Sweet has qualified as a member of the Human Services Advisory Board to replace Paula Prince for a term of office ending November 30, 2028. Sincerely, et.tzle:Ad ‘...4-: CO2z-d‘''''‘ Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Virginia Sweet, do solemnly swear(or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Human Services Advisory Board to replace Paula Prince for a term of office ending November 30, 2028; according to the best of my ability. (So help me God.) Aof • r GI M WEET 1 The foregoing oath of office was. taken, sworn to, and subscribed before me by Virginia Sweet this f 0 dray of (PO/2025. Brenda S. Hamilton, Clerk of the Circt4ourt..=_'`';:` = f B �* o u ; , Glerk�, �' e ; iglr ‘74 --t CITY OF ROANOKE 11- am-$ n OFFICE OF THE CITY CLERK w ' 215 Church Avenue,S.W.,Suite 456 P_ e' Roanoke,Virginia 24011-1536 g� 43304 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Katie Hedrick Board Secretary Roanoke, Virginia Dear Ms. Hedrick: This is to advise you that Briana Apgar has qualified as a member of the Equity and Empowerment Advisory Board to replace Peter Wonson for a term of office ending December 31, 2028. Sincerely, 6e-e-e-ge; N-47: V)le-65'1' Cecelia F. McCoy, CMC City Clerk • Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Briana Apgar, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Equity and Empowerment Advisory Board to replace Peter Wonson for a term of office commencing ending December 31, 2028; according to the best of my ability. (So help me God.) BRIANA APGAR The foregoing_oath of offitee Was taken,, sworn fo- andr subscribed before rile by Briana Apgar this I 474 dayi2025. P9 Brenda S. Hamilton, Clerk of the Circuit Court , Clerk CITY OF ROANOKE tr....,. ..,,,,a,;,:;k,,tp,.,,,,,,„ b.,1 OFFICE OF THE CITY CLERK t1 1Et, 215 Church Avenue,S.W.,Suite 456 : ,,' Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Karen. Faber Board Secretary Roanoke, Virginia Dear Ms. Faber: This is to advise you that Dr. John Clements has qualified as a member of the Roanoke Regional Airport Commission for a four-year term of office, commencing March 10, 2025, and ending March 9, 2029. Sincerely, 6e.t.el-t;rd ,,,,,,147: CO24- ' / Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, John Clements, do solemnly swear(or affirm)that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Regional Airport Commission for a four-year term of office, commencing March 10, 2025 and ending March 9, 2029; according to the best of my ability. (So help me God.). JOHN MENTS The foregoing oath of office was taken, sworn to, and subscribed before me by John Clements this I-3 day of KY 1i-f--C4 2025. Brenda S. Hamilton, Clerk of the Circuit Court -c1144. By , Clerk ( ._ CITY OF ROANOKE x OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 \,N_ ' Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Angie O'Brien Board Secretary Roanoke, Virginia Dear Ms. O'Brien: This is to advise you that Valerie Koeppel has qualified as a member of the Gun Violence Prevention Commission to fill the unexpired term of office of Shakira Williams ending March 31, 2026. Sincerely, ae,e,-/-1;si %.24: Cale-di Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Valerie Koeppel, do solemnly swear(or affirm)that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Gun Violence Prevention Commission to fill the unexpired term of office of Shakira Williams ending March 31, 2026, according to the best of my ability. (So help me God.) IE K EPPEL The foregoing oath-of office was taken, sworn to, and subscribed before me by-Valerie itn Koeppel this I L-1 day o 0Z1 2025. Brenda S. Hamilton, Clerk of the Circuit Court By / k { ITpit y, Clerk l'i AI., , t CITY OF ROANOKE """":,` h=> OFFICE OF THE CITY CLERK 'r, �� 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Katie Hedrick Board Secretary Roanoke, Virginia Dear Ms. Hedrick: This is to advise you that Juan. Carlos Mejia has qualified as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Phazhon Nash ending December 31, 2025. Sincerely, 6e.t.e-gt; ,..47 (02e-el' Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Juan Carlos Mejia, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Phazhon Nash ending December 31, 2025, according to the best of my ability. (So help me God.) JUAN L S MEJIA The foregoing oath of office was taken, sworn to, and subscribed before me by Juan Carlos Mejia t day o -rC1.025. Brenda S. Hamilton, Clerk of the Circuit Court Jerk CITY OF ROANOKE - OFFICE OF THE CITY CLERK Ott -_ '� 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 <r Telephone: (540)853-2541 .......,.„," Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Molly Hunter Board Secretary Roanoke, Virginia Dear Ms. Hunter: This is to advise you that Tony Williams has qualified as a member of the Roanoke Neighborhood Advocates for a three-year term of office, commencing October 1, 2023 and ending September 30, 2026. Sincerely, ee.c.ei-e; ,...4-: (i)2 -&11- Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Tony Williams, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Neighborhood Advocates for a three-year term of office, commencing October 1, 2023 and ending September 30, 2026; according to the best of my ability. (So help me God.) TONY WILLIAMS The foregoing oath of office was taken, sworn to, and subscribed before me by Tony Williams this o day of Matcr) 2025. Brenda S. Hamilton, Clerk of the Circuit Court B Lt- , Clerk -' CITY OF ROANOKE OFFICE OF THE CITY CLERK ' .• ''' ' 215 Church Avenue,S.W.,Suite 456 -A Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Cindy McFall Board Secretary Roanoke, Virginia Dear Ms. McFall: This is to advise you that Francis Maguire has qualified as a member of the Parks and Recreation Advisory Board to fill the unexpired term of office of Deborah Pitts ending March 31, 2026. Sincerely, Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: 4 - I, Francis Maguire, -do solemnly swear_ (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Parks and Recreation Advisory Board to fill the unexpired term of office of Deborah Pitts ending March 31, 2026, according to the best of my ability. (So help me God.) F CI UIRE The foregoing oath-of office wa s taken, sworn to, and subscribed before me by Francis- Maguire this 2 ► day of 2025. Brenda S. Hamilton, Clerk of the Circuit Court By /2-friAfr , Clerk i elCITY OF ROANOKE -.-,.- ,, ,y OFFICE OF THE CITY CLERK - � 215 Church Avenue,S.W.,Suite 456 L. Roanoke,Virginia 24011-1536 N., 04. Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Ron Boyd Chief Executive Officer Local Office on Aging P. O. Box 14205 Roanoke, Virginia 24038 Dear Mr. Boyd: I This is to advise you that Jennifer Oakes has qualified as a member of the Local Office on Aging Advisory Board for a one-year term of office commencing March 1',2025 and ending February 28, 2026. Sincerely, 6e.A.e."-t;rd d . Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Jennifer Oakes, do solemnly swear(or affirm)that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Local Office of Aging Advisory Board for a one-year term of office, commencing March 1, 2025 and ending February 28, 2026; according to the best of my ability. (So help me God.) CC JE IFER OAKES 1 The foregoing oath of office was taken, sworn to, and subscribed before me by Jennifer Oakes this) day of WAgial 2025. Brenda S. Hamilton, Clerk of the Circuit Court By liCteliate Y Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 e Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Molly Hunter Board Secretary Roanoke, Virginia Dear Ms. Hunter: This is to advise you that Mark Kary has qualified as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2024 and ending September 30, 2027. Sincerely,6e-e--41-4: (1724. Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Mark Kary, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2024 and ending September 30, 2027; according to the best of my ability. (So help God.) MARK KARY The-foregoing oath of ffice was—taken, sworn to;` and-subcribed- before- me- by -- - — - Mark Kary this day of A-Pg.I l- 2025. Brenda S. Hamilton, Clerk of the Circuit Court Clerk -ji .. -. CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 c Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Katie Hedrick Board Secretary Roanoke, Virginia Dear Ms. Hedrick: This is to advise you that Sally McQuinn has qualified as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Ilsa Saavedra-Rogan ending December 31, 2026. Sincerely, Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Sally McQuinn, do solemnly swear(or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Equity and Empowerment Advisory Board to fill the unexpired term of office of Ilsa Saavedra-Rogan ending December 31, 2026, according to the best of my ability. (So help me God.) SALLY C'QUINN The foregoing oath of office was taken, sworn to, and subscribed before me by Sally McQuinn this a day of ffe 2025. Brenda S. Hamilton, Clerk of the Circuit Court By , / ��ln , Clerk CITY OF ROANOKE F , OFFICE OF THE CITY CLERK K ' � 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 10, 2025 Kim Tresky School Board Clerk Roanoke, Virginia Dear Ms. Tresky: This is to advise you that Christopher T. Link has qualified as a member of the Roanoke City School Board, to fill the unexpired term of office of Natasha N. Saunders-Cotton ending June 30, 2026. Sincerely, Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke,to-wit: I, Christopher T. Link, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Trustee of the Roanoke City School Board, to fill the unexpired term of office of Natasha N. Saunders - Cotton ending June 30, 2026, according to the best of my ability. (So help me God.) I' -'ER T. INK The foregoing oath of office� gs. taken, s. •rn to, and subscribed before me by Christopher T. Link this 24 ld i of _yam 2025. Ju ge, Twenty-Third Judicial Circuit IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of April 2025. No. 43167-040725. AN ORDINANCE authorizing the acceptance of the FY25 Edward Byrne Memorial — Justice Assistance Grant made to the Sheriffs Office for the City of Roanoke by the Department of Criminal Justice Services of the Commonwealth of Virginia; appropriating 2024-2025 Grant Funds; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Grant; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Sheriffs Office for the City of Roanoke does hereby accept the Grant from the Department of Criminal Justice Services of the Commonwealth of Virginia pursuant to the FY25 Edward Byrne Memorial — Justice Assistance Grant in the amount of$48,750, with a 25% cash match from the Sheriffs Office, which will be covered by the existing Sheriffs Office funds, to be used by the Sheriffs Office to purchase equipment and supplies to support law enforcement functions, as more particularly described in the City Manager's Report dated April 7, 2025 . 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the Sheriffs Office, any documents setting forth the conditions of the grant in a form approved by the City Attorney. 3. The Sheriff or designee is further directed to furnish such additional information as maybe required by the Department of Criminal Justice Services of the Commonwealth of Virginia in connection with acceptance of the foregoing Grant. 4. The following sections of the 2024-2025 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations: Equipment 235-3310-0000-69015-400145 $65,000 Office Expense 101-3310-0000-53086-000000 ($16,250) Transfer to Grant Fund 101-9310-0000-59535-000000 $16,250 Revenues: Federal Grants 235-3310-0000-40121-400145 $48,750 Local Match- Transfer 235-1234-0000-41037-000000 $16,250 From general fund 5. Pursuant to Section 12 of the Charter of the City of Roanoke,the second reading of this ordinance by title is hereby dispensed with. ATTEST: A. • &td1-44 \‘, - City Clek . Sheriff's Office Antonio Hash, Sheriff ROANOKE April7, 2025 Title: Acceptance and Appropriation of the FY25 Byrne/JAG Grant for the Roanoke Sheriffs Office. Background: The Edward Byrne Memorial - Justice Assistance Grant is administered by the Virginia Department of Criminal Justice Services. The JAG funds allow states and units of local government to support a broad range of activities to prevent and control crime based on their own state and local needs and conditions. This specific JAG grant opportunity was made available to local Sheriff Departments that are not considered the lead law enforcement agency within their locality. Considerations: On March 21,:2025, the Sheriffs Office was awarded $48,750 in grant funding. There is a 25% cash match for this program, which will be covered by existing Sheriffs Office funds. In order to comply with grant requirements, all awarded funding will be used to purchase equipment and supplies to support law enforcement functions offered by the Roanoke City Sheriffs Office. Recommended Action: Accept the Byrne JAG Grant described above and authorize the City Manager, or designee, to execute the grant agreement and any related documents; such documents to be approved as to form by the City Attorney. Adopt the accompanying Ordinance to establish a revenue estimate in the amount of$48,750 and to appropriate the same in an account to be established in the Grant Fund by the Director of Finance. Antonio Hash, Sheriff To: Roanoke City Council From: The Greater Williamson Road Area Business Association Valerie Brown, Executive Director April 7, 2025 • 1 Mr. Mayor, Members of City Council,All— Good Afternoon --- and thank you for allowing me to share with you our report on one of my favorite topics --- all things Williamson Road. The first question always asked is: Why is Wiliamson Road important? The simple answer is -- as the heart of Roanoke, as the conduit that connects City with the County, as a thriving and vital commercial, business and residential area, Williamson Road is essential for a strong and healthy region. Williamson Road at more than 10 miles end to end, is a roadway that is meant to help attract tourists, businesses,jobs and investments -- to say nothing of its'job as a 'connector'. Our goal is to collaborate with organizations that include businesses, property owners, government agencies, civic and cultural organizations, and the greater community at large. Together our goal is to implement plans and programs that will strengthen the economic vitality of our Road. By championing public safety and fostering business growth, GWRABA and its stakeholders are driving the continued revitalization of Williamson Road, making it a thriving destination for residents, visitors and businesses. We take great pride in our reputation as the region's premier networking association, offering members unparalleled connections, visibility, and support. With this report I am happy to share with you some of our current areas of focus. 2 In our commitment to public safety and crime reduction, we continue to collaborate with local law enforcement and community partners to address safety concerns, reduce crime and promote a welcoming environment for businesses, residents and visitors. During this past year we conducted a "Walk About" on part of Williamson Road with Roanoke City Police Chief Scott Booth and a large contingent of officers and local, interested area residents. With the purpose of the walk being to strengthen the business' trust in the police department while at the same time informing them of the resources that both the Police Department and GWRABA have to offer, I am happy to say the walk was a huge success. A business that recently had been robbed but was afraid to report the theft for fear of retaliation had a good conversation with the officers with the result being better ways to protect their property as well as a comfortableness in what to do in the future. Baby steps but steps nonetheless. Another walk is planned for the coming year. A walk with the County is also in the planning stages on the county end of Williamson Road. GWRABA is also working closely with the Roanoke City Transportation Office, VDOT and USDOT under the broad umbrella "Thriving Communities" and "Envision Williamson Road" locally. This year-long plus project has been to ultimately craft, design and orchestrate a strong transportation plan to help make 3 Williamson Road safer, easier to travel and much more inviting in every way that is possible. Our goal is to present a recommendation for funding on the state and federal level that will be accepted, funded and in due time make our Road what the community wants and needs. As part of this goal, the Greater Williamson Road Area Business Association has received a strong start to its Façade Grant Program. As part of the "Envision Williamson Road"project, and funded by the US Department of Transportation, we received a small grant to provide financial assistance for various local area projects. Normally when US DOT is involved in doing neighborhood studies, they provide some funding for events like block parties to help get the neighborhood enthused about coming road updates but as Williamson Road does not easily lend itself to a neighborhood block party, and we as a non-profit are beginning façade grant work, DOT agreed to help fund some façade grant projects through us. Within this grant we have strict guidelines which to follow. We began this project in March with a press release asking property owners to submit applications for their property to be considered for exterior painting to refresh storefronts, public art installations to enhance visual appeal and/or landscaping projects to create a more welcoming environment. I am happy to report that we have had more than the number of buildings put forward that this 4 grant would cover in Phase I which concludes on May 31st (US DOT set deadline as all monies must be spent by that time). I do want to share that the property owners who have reached out to us for consideration in this Phase 1 of the Façade Grant are property owners we don't usually hear from. They are businesses who are quietly going about their day-to- day work, but who take what they do seriously so that when an opportunity to be part of something positive on Williamson Road popped up, they wasted no time in applying. I am happy to share that the four properties/businesses who are taking part in Phase I are: Minute Muffler, Porter's Automotive,American Motel and A& E Auto Salon. All businesses on Williamson Road we don't usually hear from but are thrilled with the connection and interest. Phase II will begin July 1st with GWRABA grant funding available offering more opportunities for business owners to improve their properties. Application guidelines and policies for Phase II are currently in the works, and a press release for this next phase will be forthcoming. GWRABA partners with both the City of Roanoke as well as with the County to align revitalization efforts such as infrastructure improvements, public safety measures, and streetscape beautification. Continued municipal support ensures that these projects have the resources and strategic backing needed for long-term success. 5 With this in mind and following on a video we created a few years ago that talked about Williamson Road and how the many businesses on the road supported not only what we were doing, but also allowed us to brag about their successes, we would like to take this to the next level. Over the coming year we are looking into launching a virtual tour, if you will, that will make it easier to explore Williamson Road from anywhere. The tour will feature a high-resolution panoramic view allowing users to navigate and see the area in greater detail in order to explore local venues, as well as food and shopping options. As an advocate for business growth and retention, I am thrilled to give an update on The Williamson, our shared office workspace --- private offices, open-air desk spaces, and conference rooms. If you haven't been to our offices yet, I invite you and encourage you to do so. I think you will be very pleased with what you see. As you may know, The Williamson was a dream that came into fruition and has been a thriving force on Williamson Road since its inception. The plan for The Williamson came about following the pandemic as people were desperate to work, desperate to continue the jobs they began at home and desperate to be part of a normal, working environment. To that end, I would like to share a few of the statistics from our most recent report to the Office of Economic Development, a report we submit every 6 months. 6 Our open-air desks and private offices, for the past 6 months are home to 16 different businesses on a regular basis; our two conference rooms are rented almost daily and sometimes several times each day. Each month for the past six months we have had anywhere from 60 to 83 requests for our conference room use. We truly are doing something right in support of the greater business community. As with many good things, they soon become outgrown. To that end, we are currently looking to expand into a next door space with an eye to adding 4 — 5 additional private offices, a conference room that can hold 20, a pod-cast area, and a training center area that could host 20-50 in a seminar setting. As we speak, we have begun researching potential grants, so I hope to be able to share more on this update in the coming year. By attracting new businesses and retaining existing ones, GWRABA continues to work to foster an economically vibrant and multinational commercial corridor. We are lucky to be able to showcase Williamson Road's international flavor — for instance, between Orange Avenue and Hershberger Road there are 49 different international businesses—to attract foodies, cultural enthusiasts, and tourists. That's 49 different businesses in a little over four miles! Our City thrives on its rich diversity, bringing together people of different cultures, backgrounds, and perspectives. As an Association we join with the City 7 actively promote inclusivity through community programs, cultural celebrations and policies that ensure equal opportunities for all. We are proud of the heritage, the country, and the individuals that help make Williamson Road the international mecca it is. Ongoing marketing opportunities amplify the unique experiences that set Williamson Road apart within the Roanoke Valley. I would be remiss if I didn't acknowledge the support—both financial and otherwise that we have received from the City—this support has allowed us the opportunity to extend our footprint and association, increase the number of businesses we can help and be part of. Financially this support allows Williamson Road to not only continue its work but to also increase its reach and effectiveness working with the area businesses and their concerns. And to end on a social note—I am hopeful you have heard about our monthly luncheon business meetings. We regularly host between 130 and 150 business owners/managers/supporters of Williamson Road, and we want to continue to grow as many businesses as possible. I recently received an email from a business owner who regularly attends our luncheons, and who said that "GWRABA is the best networking association in the greater Roanoke Valley". That's a complement I will take every day! Thank you for your help in making this happen. 8 I will have our 2025-2026 updated Business Plan, Budget and Strategic Plan to you before the end of April. Thank you. 9 IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 7th day of April 2025. No. 43168-040725. A RESOLUTION approving the annual budget of the Roanoke Valley Resource Authority for Fiscal Year 2025-2026, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the annual budget for the Roanoke Valley Resource Authority for Fiscal Year 2025-2026, in the amount of$19,116,734 is hereby approved, all as more particularly set forth in a letter, and attachments thereto, to the City Manager dated April 7, 2025, from Jonathan A. Lanford, Chief Executive Officer of the Roanoke Valley Resource Authority, copies of which have been provided to Council. ATTEST: / 0.a-etc:a, `VI---; City Clerk. - _,'•- .` / _, ,1r. "\ \ - 7'-, i\ i Step, ANdlillikb, ROANOKE VALLEY RESOURCE AUTHORITY March 31, 2025 Cecelia T. Webb, Deputy City Clerk City of Roanoke 215 Church Avenue, S.W„ Suite 456 Roanoke,VA 24011 Dear Ms. Webb: In accordance with the Members Use Agreement, the Roanoke Valley Resource Authority is hereby submitting its FY25-26 annual budget to the City Council for approval. Enclosed are ten copies of the budget for each member of the Council. A copy of the budget has also been sent to Ms. Turner, City Manager. I am scheduled to appear before the Council to answer any questions on Monday,April 7, 2025, at 2:00 p.m. If you have any questions or need additional copies of the budget, please let me know. Thank you for your assistance. Sincerely, Jonathan A. Lan •rd Chief Executive Officer Enclosures 1020 Hollins Road,NE Roanoke,Virginia 24012-8011 (540)857-5050 Fax(540)857-5056 Web Site:www.rvra.net ROANOKE VALLEY RESOURCE AUTHORITY -IF y 2025 .26 ANNUAL OPERATING t REsERv IFS , It UD ,..., 1 ET . ....,. _ .: '-v--,..-. .!.., .•-... '..-; . „„,,,- '', - - ..,..:-.4,-. ,. , . r.- * ._ -.-1...-y---e-ii,,.: ' ‘ '"" ''''4.- .4, ''. t %.`` .:- '. '. .,..,,..X-...4. .....ww- - ' Ar'..,4-..it - , ,,,.ve,..' ,=....r.."'"..''' - -. , ----. .,' --.... .„- ,,. - ,:ri 0;.,1, _---t, a.- -- ..- ...-'..,..:' ''"11/1,, ,,,:?(,:s. 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TINKER CREEK TRANSFER STATION Roanoke Valley Resource Authority TABLE OF CONTENTS Budget Summary 1-2 Revenues 3-5 Expenses * Personnel 6-13 Administrative 7 Tinker Creek Transfer Station 8 Salem Transfer Station 9 • Smith Gap Landfill 10 Totals 11 Classification 12 Employee by Location 13 Operating - 14-25 Capital 26 * Reserves 27-28 Tipping Fee Breakdown 29 2025-2026 BUDGET — — Roanoke Valley Resource Authority SUMMARY REVENUE 2025-2026 1�Y�� Disposal Fees $ 17,950,445 Interest Income $ 200,000 Transfer from Contingency Reserve Fund $ - Sale of Recyclable Material $ 50,000 Miscellaneous-Mulch $ 50,000 Miscellaneous Sales $ 35,000 RNG Revenue $ 831,289 Total $ 19,116,734 EXPENSES Personnel Administrative $ 1,112,348 Tinker Creek Transfer Station $ 1,153,961 Salem Transfer Station $ 659,459 Smith Gap Landfill $ 1,178,968 Totals $ 4,104,736 Operating Administrative $ 1,044,293 Tinker Creek Transfer Station $ 3,553,836 Salem Transfer Station $ 2,358,915 Smith Gap Landfill $ 3,388,866 Totals $ 10,345,910 CAPITAL Totals $ RESERVES Administrative $ 45,400 Tinker Creek Transfer Station $ 550,000 Salem Transfer Station $ 235,000 Smith Gap Landfill $ 1,939,913 Totals $ 2,770,313 DEBT SERVICE Principal $ 1,229,057 Interest $ 666,718 Totals $ 1,895,775 $ 1,895,775 TOTALS Administrative $ 2,202,041 Tinker Creek Transfer Station $ 5,257,797 Salem Transfer Station $ 3,253,374 Smith Gap Landfill $ 6,507,747 Debt Service $ 1,895,775 Total $ 19,116,734 2025-2026 BUDGET — 1 - Roanoke Valley Resource Authority SUMMARY 2020-2021 2021-2022 2022-2023 2023-2024 2024-2025 2025-2026 REVENUE Disposal Fees $12,147,125 $14,681,825 $14,651,255 $15,688,893 $ 16,469,590 $17,950,445 Interest Income $ 150,000 $ 50,000 $ 5,000 $ 100,000 $ 150,000 $ 200,000 Transfer from Contingency $ 147,572 $ - $ - $ - $ - $ Reserve Fund Sale of Recyclable $ 60,000 $ 68,000 $ 125,000 $ 50,000 $ 50,000 $ 50,000 Material Mulch sales $ 45,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 Miscellaneous $ 47,900 $ 24,900 $ 24,900 $ 24,900 $ 30,000 $ 35,000 RNG Revenue $ - $ - $ - $ - $ - $ 831,289 TOTAL $12,597,597 $14,874,725 $14,856,155 $15,913,793 $ 16,749,590 $19,116,734 EXPENSES • Personnel $ 3,295,455 $ 3,332,196 $ 3,519,781 $ 3,717,368 $ 3,838,743 $ 4,104,736 Operating $ 8,014,111 $ 6,635,818 $ 7,110,754 $ 8,074,125 $ 9,342,083 $10,345,910 Capital - $ - $ - $ - $ - $ $ - Transfer to Reserves $- 10,000 $ 3,122,725 $ 2,326,674 $ 2,221,753 $ 1,667,650 $ 2,770,313 Debt Service $ 1,278,031 $ 1,783,986 $ 1,898,946 $ 1,900,547 $ 1,901,114 $ 1,895,775 TOTAL $12,597,597 $14,874,725 $14,856,155 $15,913,793 $ 16,749,590 $19,116,734 DISPOSAL FEES Municipal $per ton 53.50 53.50 55.00 55.00 56.50 58.00 Private $per ton 62.75 62.75 64.50 65.75 67.50 69.50 % INCREASE -8.9% 18.1% -0.1% 7.1% 5.3% 14.1% in expenses 2025-2026 BUDGE' 2 Roanoke Valley Resource Authority B.E V E 4 U ES FY24-25 FY23.24 FY24-25 6 Month FY25-26 CODE DESCRIPTION Actual Budget Actuals Budget JUSTIFICATION 9202 Total Tipping Fees $16,832,584 $16,469,590 $8,819,434 $17,950,445 Based on tonnage receipts of: 319,700 Municipal 97,200 tons $ 5,815,525 Commercial 58,000 tons $ 4,053,175 Private 42,000 tons $ 3,179,625 Residential 11,500 tons $ 712,500 Contracted MSW 111,000 tons $ •4,189,620 Total $ 17,950,445 15100 Interest Income $ 487,569 $ 150,000 $ 201,359 $ 200,000 Operating $ 200,000 16916 Sale of Recyclable $ 56,463 $ 50,000 $ 24,410 S 50,000 Sale of Recyclable Scrap Material Metal&Miscellaneous 18100 Miscellaneous $ 35,544 $ 30,000, $ 3,570 $ 35,000 MVP Annual Easement Fee $ 35,000 Revenue 18120 Mulch $ 44,879 $ 50,000 $ 30,983 $ 50,000 Mulch Sales Revenue 18118 RNG $ - $ - $ - $ 831,289 Renewable Natural Gas Revenue TOTAL REVENUE $ 17,457,039 $16,749,590 $9,079,756 $19,116,734 2025-2026 BUDGET 3 TIPPING FEES FY24-25 FY25-26 CODE DESCRIPTION Budget Budget JUSTIFICATION 16906 City of Roanoke $ 2,442,000 $ 2,506,850 Municipal Waste 41,000 tons @ 58 $ 2,378,000. Wood Waste 2,900 tons ® 39 $ 113,100 Tires 60 tons @ 255 $ 15,300 90 mixed @ 5 $ 450 City of Roanoke Total $ 2,506,850 16907 County of Roanoke $ 2,252,900 $ 2,190,200 Municipal Waste 37,000 tons @ 58 $ 2,146,000 Wood Waste 1,000 tons @ 39 $ 39,000 Tires 20 tons ® 255 $ 5,100 20 mixed ® 5 $ 100 County of Roanoke Total $ 2,190,200 16908 Town of Vinton $ 186,120 $ 190,475 Municipal Waste 3,200 tons @ 58 $ 185,600 Wood Waste 125 tons ® 39 $ 4,875 Tires - tons @ 255 $ - mixed @ ,5 $ Town of Vinton Total $ 190,475 16911 City Of Salem $ 904,150 $ 928,000 Municipal Waste 16,000 tons ® 58 $ 928,000 Wood Waste tons ® 39 $ - Tires - tons ® 255 $ - mixed 5 $ - City of Salem Total $ 928,000 2025-2026BUDGET 4 TIPPING FEES -- FY24-25 FY25-26 CODE DESCRIPTION Budget Budget JUSTIFICATION 16914 Commercial $ 3,961,025 $ 4,053,175 Commercial Waste 58,000 tons © 69.50 $4,031,000 Wood Waste 400 tons @ 38 $ 15,200 Tires 20 tons 255 $ 5,100 375 mixed ® 5 $ 1,875 Commercial Total $ 4,053,175 16920 Contracted Municipal $ 2,940,420 $ 4,189,620 Contracted MSW Solid Waste 65,000 CW tons @ 29.82 $1,938,300 30,000 BFI tons @ 59.14 $1,774,200 16,000 AICo tons @ 29.82 $ 477,120 Contracted MSW $ 4,189,620 16915 Private $ 3,046,475 $ 3,179,625 Private Waste 42,000 tons @ 69.50 $2,919,000 Wood Waste 3,400 tons @ 38 $ 129,200 Tires 500 tons ® 255 $ 127,500 785 mixed 0 5 $ 3,925 Private Total $ 3,179,625 16917 Residential $ 736,500 $ 712,500 Residential Waste Based on Uniform Disposal Allocation City of Roanoke 43.5E $ 309,938 County of Roanoke 41.7'%c $ 297,112 Town of Vinton 3.6% $ 25,650 City of Salem 11.2` $ 79,800 Household 11,500 ren5 © 58 $ 667,000 Wood Waste 1,000 ions @ 38 $ 38,000 Tires 1,500 arcs ® 5 $ 7,500 Residential Total $ 712,500 • TOTAL TIPPING FEES $ 16,469,590 $ 17,950,445 2025-2026I3UDGE' Roanoke Valley Resource Authority PERSONNEL - FY24-25 6 CODE DESCRIPTION FY23-24 FY24-25 Month FY25-26 JUSTIFICATION Actual Budget Actuate Budget 101010 Salaries $2,225,196 ;$2,458,305 $1,128,800 $2,570,067 Salaries for 40 employees 101015 Overtime $ 160,324 $ 100,000 $ ' 81,090 $ 125,000 Extra work required on Saturdays,Weekdays&Holidays 101020 Part-time $ 119,242 $ 100,000 $ 60,088 $ 120,000 Operations,Buildings,and Grounds Maintenance 202100 P.I.C.A. $ 185,481 $ 203,360 $ 93,463 $ 215,353 7.65% of salaries,overtime,part lime 202200 Retirement-VItS $ 351,774 $ 420,616 $ 211,353 $ 487,028 18.95% of salaries 40 employees $ 2,570,067 202840 Def.Comp.Match $ 11,251 $ 15,000 $ 4,426 $ 12,250 . Deferred Compensation Match Group I lcalth 202300 Insurance $ 298,229 $ 367,189 $ 168,821 $ 385,323 33 participating employees 8.0% Annual$ single 23 $ 203,511 em&sp 3 $ 42,567 family 6 $ 107,049 Em&Ch 1 $ 11,1% HRA $ 21,000 • Group Dental 202310 Insurance $ 12,068 $ 15,000 $ 6,147 $ 13,383 Selected Dental Coverage 202400 LifeInsurance-VRS $ 29,743 $ 32,941 $ 13,664 $ 34,439 1.34% of salaries 40 employees $ 2,570,067 . 202500 Long Term Dis.Ins. $ 6,951 ,$ 7,252 $ 4,003 $ 7,582 0.59% salaries RVRA pays 50% $7,582 202510 Short Term Dis. Ins. $ 451 $ 1,000 $ 192 $ 500 RVRA pays 100%. 202700 Workers'Comp.Ins. $ 42,527 $ 50,000 $ 29,973 $ 45,108 Workers'Comp.Insurance 40 employees 202750 Retirement Health $ 6,608 -$ 7,375 S 3,464 $ 7,710 0.3% of salaries 40 employees $ 2,570,067 Insurance Credit 202800 Termination Pay $ 78,770 $ 20,000 $ 40,895 $ 45,000 Flex Leave and Banked Sick Leave Payments 202810 Cash-in FI.P $ 40,748 $ 40,705 $ 19,409 $ 35,992 Flexible Leave pay out 202830 Employee Benefits $ - $ - $ - $ - Retiree Health Insurance TOTAL PERSONNEL. S3,569 363 $3,838,743 $1,865,788 $4,104,735 2025-2026 BUDGET - 6 Roanoke Valley Resource Authority PERSONNEL AD M I N CODE DESCRIPTION FY24-25 Budget FY25-26 Budget JUSTIFICATION . 101010 Salaries $ 724,588 $ 757,980 Salaries for 6 employees 101015 Overtime $ - $ - Extra work required on Saturdays&Holidays 101020 Part-time $ - $ - Operations,Buildings,and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 55,431 $ 57,985 7.65% of salaries,overtime,part time 202200 Retirement-VRS $ 123,977 $ 143,637 18.95% of salaries 6 employees $ 757,980 202840 Deferred Comp.Match $ 2,250 $ 2,250 Deferred Compensation Match 202300 Hospitalization $ 60,824 $ 71,569 5 participating employees 8.0% Annual$ single 2 $ 17,697 em&sp 1 $ 14,189 family 2 $ 35,683 Em&Ch 0 $ HRA $ 4,000 202310 Dental $ 2,245 $ 2,245 Selected Dental Coverage 202400 Life Insurance-VRS $ 9,709 $ 10,157 1.34% of salaries 6 employees $ 757,9,80 202500 Long Term Disability Ins. $ 2,138 $ 2,236 0.59% salaries RVRA pays 50% $ 2,236 202510 Short Term Disability Ins. $ 150 $ 75 RVRA pays 100% 202700 Workers'Comp.Ins. $ 529 $ 476 Workers'Comp.Insurance 6 employees 202750 Retirement Health $ 2,174 $ 2,274 0.30% of salaries 6 employees $,757,980 Insurance Credit 202800 Termination Pay $ 20,000 $ 45,000 Annual and sick leave payments 202810 Cash-in FLP $ 16,825 $ 16,464 Flexible Leave pay out 202830 Employee Benefits $ - $ - Retiree Health Insurance TOTAL PERSONNEL $ 1,020,840 $ 1,112,348 2025-2026 BUDGET 7 - Roanoke Valley Resource Authority PERSONNEL TCTS CODE DESCRIPTION FY24-25 Budget FY25-26 Budget JUSTIFICATION 101010 Salaries $ 627,025 $ 661,323 Salaries for 12 employees 101015 Overtime $ 44,000 $ 50,000 Extra work required on Saturdays,Evenings&Holidays 101020 Part-time $ 70,000 $ 100,000 Operations;Buildings,and Grounds Maintenance 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 56,688 $ 62,066 7.65% of salaries,overtime,part time 202200 Retirement-VRS $ 107,284 $ 125,321 18.95% of salaries -12 employees $ 661,323 202840 Deferred Comp.Match $ 4,500 $ 4,500 Deferred Compensation Match - - 202300 Hospitalization $ 105,722 $ 112,470 11 participating employees 8.0% Annual$ single 8 $ 70,786 ern&sp 0 $ family 3 $ 35,683 Em&Ch 0 $ - I-IRA $ 6,000 202310 Dental $ 4,488 $ 4,488 Selected Dental Coverage 202400 Life Insurance-VRS $ 8,402 $ -8,862 1.34% of salaries 12 employees $661,323 202500 Long Term Disability Ins. $ 1,850 $ 1,951 0.59% salaries RVRA pays 50% $1,951 202510 Short Term Disability Ins. $ 300 $ 150 RVRA pays 100% 202700 Workers'Comp.Ins. $ 14,739 $ 13,265 Workers'Comp.Insurance 12 employees 202750 Retirement Health $ 1,881. $ 1,984 0.30% % of salaries 12 employees $ 661,323 Insurance Credit 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash-in FLP $ 6,953 $ 7,581 Flexible Leave pay out 202830 Employee Benefits $ - - $ - Retiree Health Insurance - TOTAL PERSONNEL $ 1,053,832 $ 1,153,960 2025-2026 BuDCt!T 8 Roanoke valley Resource Authority - PERSON N EL STS CODE DESCRIPTION FY24-25 Budget FY25-26 Budget JUSTIFICATION 101010 Salaries $ 434,713 $ 396,520 Salaries for 8 employees 101015 Overtime $ 25,000 $ 25,000 Extra work required on Saturdays&Holidays 101020 Part-time $ 5,000 $ 5,000 Operations,Buildings,and Grounds Maintenance. 101116 Supplements $ - $ - Outstanding performance recognition 202100 F.I.C.A. $ 35,551 $ 32,629 7.65% of salaries,overtime,part time 202200 Retirement-VRS $ 74,379 $ 75,140 18.95% % of salaries 8 employees $ 396,520 202840 Deferred Comp.Match $ 3,000 $ 3,000 Deferred Compensation Match 202300 Hospitalization $ '80,349 $ 96,120 7 participating employees 8.0% Annual$ single 4 $ 44,242 em&sp 0 $ - family 2 $ 35,683 Em&Ch 1 $ 11,196 1'1RA $ 5,000 202310 Dental $ 2,994 $ 3,050 Selected Dental Coverage 202400 Life Insurance-VRS $ 5,825 $ 5,313 1.34% of salaries 8 employees $ 396,520 202500 Long Term Disability ins. $ 1,282 $ 1,170 0.59% salaries RVRA pays 50% $1,170 202510 Short Term Disability Ins. $ 200 $ 100 RVRA pays 100% 202700 Workers'Comp.Ins. $ 12,074 $ 10,867 Workers'Contp.Insurance 8 employees 202750 Retirement Health $ 1,304 $ 1,190 0.30% of salaries 8 employees $ 396,520 Insurance Credit 202800 Termination Pay $ - $ - Annual and sick leave payments 202810 Cash-in FLP $ 8,746 $ 4,360 Flexible Leave pay out 202830 Employee Benefits $ - $ - Retiree Health Insurance TOTAL PERSONNEL $ 690,417 $ 659,458 2025-2026 BUDGET 9 Roanoke Vattey Resource Authority PERSONNEL SG -" CODE DESCRIPTION FY24-25 Budget FY25-26 Budget JUSTIFICATION 101010 Salaries $ 671,979 $ 754,244 Salaries for 14 employees. 101015-Overtime -$ 31,000 $ 50,000 Extra work required on Saturdays&Holidays 101020 Part-time $ 25,000 $ 15,000 Operations,Buildings,and Grounds Maintenance 101116 Supplements $ $ - Outstanding performance recognition 202100 F.1.C.A. $ 55,690 $ 62,672 7.65% - of salaries,overtime,part time 202200 Retirement-VRS $ 114,976 $ 142,929 18.95% of salaries 14 employees $ 754,244. 202840 Deferred Camp.Match $ 5,250 $ 2,500 Deferred Compensation Match 202300 Hospitalization $ 120,294 $ - 105,165 10 participating employees 8.0% Annual$ single 8 $ 70,786 em&sp 2 $ 28,378 family -0 _ Irm&Ch 0 $ IIItA $ 6,000 202310 Dental $ 5,273 $ 3,600 Selected Dental Coverage ' 202400 Life Insurance-VRS $ 9,005 $ 10,107 1.34% of salaries 14 employees $ 754,244 202500 Long Term Disability Ins. $ 1,982 $ 2,225 0.59% salaries RVRA pays 50% $ 2,225 202510 Short Term Disability Ins. $ 350 $ 175 RVRA pays 100% - 202700 Workers'Comp.Ins. $ 22,658 $' 20,500 Workers'Comp.Insurance 14 employees 202750 Retirement Health $ 2,016 $ 2,263 0.30% of salaries 14 employees $ 754,244 Insurance Credit 202800 Termination Pay $ - $ - Annual and sick leave.payments 202810 Cash-in FLP $ 8,181 $ 7,588 Flexible Leave pay out 202830 Employee Benefits $ - $ - Retiree Health Insurance - - TOTAL PERSONNEL $ - 1,073,654, $ 1,178,967 2025-2026BUDGLT - 10 Roanoke Valley Resource Authority PERSONNEL TOTALS CODE DESCRIPTION FY25-26 Budget AD TCTS STS SG 101010 Salaries $ 2,570,067 $ 757,980 $ 661,323 $ 396,520 $ 754,244 101015 Overtime $ 125,000 $ - $ 50,000 $ 25,000 $ 50,000 101020 Part-time $ 120,000 $ - $ 100,000 $ 5,000 $ 15,000 202100 F,1.C.A. $ 215,352 $ 57,985 $ 62,066 $ 32,629 $ 62,672 202200 Retirement-VRS $ 487,027 $ 143,637 $ 125,321 $ 75,140 $ 142,929 202840 Deferred Comp.Match $ 12,250 $ 2,250 $ 4,500 S. 3,000 $ 2,500 202300 Hospitalization $ 385,324 $ 71,569 $ 112,470 $ 96,120 $ 105,165 202310 Dental $ 13,383 $ 2,245 $ 4,488 $ 3,050 $ 3,600 202400 Life Insurance-VRS $ 34,439 $ 10,157 $ 8,862 $ 5,313 $ 10,107 202500 Long.Term Disability Ins, $ 7,582 $ 2,236 $ 1,951 $ 1,170 $ 2,225 202510 Short Term Disability Ins. $ 500 $ 75 $ 150 $ 100 $ 175 202700 Workers'Comp.Ins. $ 45,108 $ 476 $ 13,265 $ 10,867 $ 20,500 Retirement Health 202750 Insurance Credit $ 7,711 $ 2,274 $ 1,984 $ 1,190 $ 2,263 202800 Termination Pay $ 45,000 $ 45,000 $ - $ - $ - 202810 Cash-in FLP $ 35,993 $ 16,464 $ 7,581 $ 4,360 $ 7,588 TOTAL PERSONNEL $ 4,104,736 $ 1,112,348 $ 1,153,961 $ 659,459 $ 1,178,968 2025.2026 BUDGET 11 Roanoke Valley Resource Authority - PERSONNEL r N EL POSITION # GRADE CURRENT PAY RANGE CEO 1 U Unclassified Director of Operations 1 37 $ 87,582 to $ 153,180 Technical Services Director of Operation 1 37 $ 87,582 to $ 153,180 Field Services Finance Manager 1 36 $ 83,411 to '$ 145,886 Business Manager 1 30 $ 62,243 to $ 108,863 Operations Manager 4 27 $ 53,768 to $ 94,039 Administrative Coordinator 1 25 $ 48,768 to $ 85,296 Facilities Technician 1 23 $ 44,234 to $ 77,367 Operations Supervisor 4 23 $ 44,234 to $ 77,367 Senior Equipment Operator 3 22 $ 42,128 to $ 73,683 Motor Equipment Operator II 15 19 $ 36,392 to $ 63,650 Scale Operator 2 19 $ 36,392 to $ 63,650 Motor Equipment Operator I 5 17 $ 33,008 to $ 57,732 TOTAL SALARIES` 40 $ 2,450,139 1/3/2025 COLA Adjs(3%)/Market(1.9%): Increases $ 73,504 $ 46,424 Average/Market Adjustment Total $ 119,928 TOTAL ADJUSTED SALARIES $ 2,570,067 2025-2026 BUDGET --1 12 Roanoke Valley Resource Authority PERSONNEL EMPLOYEE BY LOCATION POSITION # GRADE ADMIN. TINKER SALEM LANDFILL CEO 1 U 1 0 0 0 Director of Operations 1 37 1 0 0 0 Technical Services Director of Operation 1 37 1 0 0 0 Field Services Finance Manager 1 36 1 0 0 0 Business Manager 1 30 1 0 0 0 ' Operations Manager 4 27 0 2 1 1 Administrative Coordinator 1 25 1 0 0 0 Facilities Technician 1 23 0 1 0 0 Operations Supervisor 4 23 0 2 1 1 Senior Equipment Operator 3 22 0 1 1 1 Motor Equipment Operator II 15 19 0 4 4 7 Scale Operator 2 79 0 1 1 0 Motor Equipment Operator l 5 . 17 0 1 0 4 TOTAL EMPLOYEES 40 6 12 8 14 2025-2026 BUDGET 13 Roanoke Valley Resource Authority OPERATING FY24-25 6 Mo FY24- CODE DESCRIPTION FY23-24 Budget 25 Actual FY25-26 Budget JUSTIFICATION 300004 Medical Exams $ 2„353 $ 2,000 $ 963 $ 2,000 Physical exams for new employees; drug and alcohol random testing,misc testing 300007 Contract Services $ 501,028 $ 520,242 $ 154,592 $ 536,504 Employee Assistance Program $ 1,560 Clean Valley Council-Annual $ 35,000 Landscaping-$572/month S 6,864 Tire Disposal-800 Tons O$175 $ 140,000 Copier Rentals $600.00 /Month $ 7,200 1i1-1W Disposal $ 75,000 Janitorial Services $ 52,530 Exterminating Services $ 3,100 Letter of Credit $ 150,000 Tire Transporlalion $ 51,450 Propeller Survey Processing $ 6,300 Annual Capacity Evaluation $ 7,500 300100 Groundwater Sampling 5 112,712 $ 165,500 $ 64,748 $ 205,000 TRC Labor&Reimbursables $ 40,500 and Analysis-SG Sr RR Lab Fees 5 21,500 TRC Labor&Reimbursables-R $ 100,000 Lab Fees-RR $ 28,000 Engineering $ 15,000 300101 PFAS-SG&STS $ - $. - $ $ 29,000 TRC Labor&Reimbursables $ 13,600 Lab Fees $ 15,400 300102 Stormwatcr Sampling $ 34,141 $ 57,500 $ 27,386 $ 72,250 TRC Labor&Reimbursables $ 26,500 Sr Analysis-SG&TCTS Lab Fees $ 13,750 PCB $ 25,000 SWPPP $ 7,000 300103 Landfill Gas $ 100,314 $ 126,500 $ 50,500 $ 134,500 SG-Monthly Sr Quarterly $ 98,500 Monitoring-SG&RR Title V RR-Monthly&Quarterly $ 36,000 300013 Professional Services $ 54,493 $ 61,690 $ 37,598 $ 62,690 Engineering $ 18,540 Leachate sampling $ 5,150 Audi ting Services $ 22,000 Software support $ 17,000 300017 Legal Services $ 14,033 $ 25,000 $ 1,349 $ 25,000 General Counsel $ 25,000 300029 Transportation to Smith $3,770,271 $3,971,000 $ 1,749,066 5 4,260,774 Trucking tons shipped 238,700 Gap-Trailers 19 tons/trailer- 12,564 5.0%Rate Incr. Total $ 4,260,774 2025.2026I1UDC T 14 Roanoke Valley Resource Authority OPER ATI N G CODE DESCRIPTION FY25-268udget JUSTIFICATION ADMIN TCT'S STS LANDFILL 300004 Medical Exams $ 2,000 Physical exams(or new employees; _ $ 2,000 $ • $ - $ - drug and alcohol random testing • _ 300007 Contract $ 536,504 Employee Assistance Program $ 1,560 $ 1,560 $ - $ - $ - Services Clean Valley Council 12 months $ 35,000 $ 35,000 $ - $ - $` • Landscaping-$572/month $ 6,864 $ 6,864 $ - $ - $ Tite Disposal $140,000 $ • $ 140,000 $ - $ • Copier Rentals $ 7,200 $ 7,200 $ - $ - $ - - 1IHW Disposal $ 75,000 $. 75,000 $ - $ - $ - Janitorial Services $ 52,530 $ 24,000 $ - $ 12,000 $ 16,530 Exterminating Services $ 3,100 $ - $ 1,850 $ 525 $ 725 Letter of Credit $150,000 $150,000 $ - $ - $ - Tire Transportation $ 51,450 $ • $ 51,450 $ - $ - Propeller Survey Processing $ 6,300 $ 6,300 $ • $ - $ - Annual Capacity Evaluation $ 7,500 $ - $ - $ - $ 7,500 300100 Groundwater $ 205,000 TRC Labor&Reimbursables $ 40,500 $ - $ • $ - $ 40,500 Sampling Lab Fees $ 21,500 $ - $ - $ • $ 21,500 &Analysis . Detection Monitoring&Lab $100,000 $ - $ - $ - $ 100,000 -SG&RR ACM Monitoring -Lab $ 28,000 $ 28,000 $ - $ $ Engineering $ 15,000 $ 15,000 $ - $ - $ - 300101 PFAS-SG&STS $ 29,000 TRC Labor&Reimbursables $ 13,600 $ - $ - $ 6,800 $ 6,800 Lab Fees $ 15,400 $ - $ - $ 7,700 $ 7,700 300102 Stormwater $ 72,250 TRC Labor&Reimbursables $ 26,500 $ - $ 7,000 $ - $ 19,500 Sampling Lab Fees $ 13,750 $ - $ 2,500 $ - $ 11,250 &Analysis PCB $ 25,000 $ - $ 1,500 $ - $ 21,500 SWPPP $ 7,000 $ • $ 3,000 $ - $ 4,000 300103 Landfill Gas $ 134,500 SG-Monthly&Quarterly $ 98,500 $ - $ - $ - $ 98,500 Monitoring Title V -SG&RR RR-Monthly&Quarterly $ 36,000 $ 36,000 $ - $ - $ - 300013 Professional $ 62,690 Engineering $ 18,540 $ - $ - $ - $ 18,540 Services Leachate sampling $ 5,150 $ 2,000 $ - $ - $ 3,150 Auditing Services $ 22,000 $ 22,000 $ - $ - $ - Software support $ 17,000 $ 17,000 $ - $ - $ • 300017 Legal Services $ 25,000 General Counsel $ 25,000 $ 25,000 $ - $ - $ - r 300029 Transportation $ 4,260,774 Total Tons to be Landfilled 238,700 &Landfill 19 tons/trailer= 12,564 $ • $2,471,249 $1,789,525 $ - 20252026 BUDGET 15 Roanoke Valley Resource Authority ®PER A'][IT' G FY23-24 FY24-25 6 Mo FY24- FY25-26 - CODE DESCRIPTION Actual Budget 25 Actual` Budget - JUSTIFICATION 300030_Waste Water $ . 623,238 $ 368,442 $ 434,128 $• 844,000 Leachate Trailers Transportation 2,000 trls/12.000,000 Cal. $ 844,000 320001 Contracted Repairs $1,251,111 $1,100,000 $ 531,669 $1,100,000 - On Road Vehicles $ 38,000 Construction Equipment Off Road Vehicles $ 982,000 Miscellaneous Equip. $ 80,000 • Includes Grinder Trailers,hydroseeder Mowers,truck scales 380380 Building Maintenance $ 233,178 $ 260,000 $ 27,733 $ 260,000 Maintenance and repairs to all buildings and Grounds and property;pump stations,septic& leachate tanks. 35ooto Printed Forms $ 6,376 $ 7,000 $ 1,650 $ 8,000 Letterhead,envelopes,cards,scale tickets repair orders,purchasing forms 360010 Advertising $ 1,573 $ 2,000 $ 509 $ 2,000 RFP,bids,public hearing: $ 1,150 etc. Handouts $ 150 User Brochures $ 400 _ HHW Brochures $ 200 Miscellaneous $ 100 2025-2026 BUDGET 16 Roanoke Valley Resource Authority ®PER I T NG FY25-26 CODE DESCRIPTION Budget JUSTIFICATION ADMIN TCTS STS LANDFILL 300030 Waste Water $ 844,000 Leachate Hauling $ - $ - $ - $ 844,000 Transportation 2,000 trls/12,000,000 Gal. 320001 Contracted Repairs $1,100,000 All road vehicles $ 10,000 $ - $ - $ - Construction Equipment Off Road Vehicles $ - $ 225,000 $ 90,000 $ 695,000 Miscellaneous Equip. $ - $ 35,000 $ 10,000 $ 35,000 Sub-Totals $ 10,000 $ 260,000 $100,000 $ 730,000 380380 Building Maintenance $ 260,000 Maintenance&repairs $ 16,000 $ 108,000 $ 27,000 $ 109,000 and Grounds to all buildings and property;pump station, septic Sr leachate tanks • 350010 Printed Forms $ 8,000 Letterhead,envelopes, $ 8,000 $ - $ - $ - cards,scale tickets,etc. 360010 Advertising $ 2,000 RFP,bids,public $ 1,150 $ - $ - $ - hearings,etc. Handouts $ 150 $ - $ - $ - User Brochures $ 400 $ - $ - $ - HHW Brochures $ 200 $ - $ - $ - Miscellaneous $ 100 $ - $ - $ - 2025-2026 KUDG1 17 Roanoke Valley Resource Authority OPERATING FY23-24 FY24-25 6 Mo FY24- FY25-26 CODE DESCRIPTION Actual Budget 25 Actual Budget JUSTIFICATION 360001 Marketing activities $ - $ 7,000 $ - $ 7,000 Banners,recycling handouts,pens, pencils,miscellaneous items 360030 Special Events $ 2,789 $ 7,500 $ 5,326 5 7,500 Annual Employee Functions 400600 Central Services $ 71,916 $ 80,000 $ 45,346 $ 85,000 Administrative services, Roanoke County for data processing,IT Support, accounting,web updates,miscellaneous 510010 Electric $ 125,948 5 118,800 $ 48,264 $ 122,400 TCI'S $4,300/month $ 51,600 SGL $4,100/month $ 49,200 STS $1,600/month $ 19,200 RRL $200/month $ 2,400 510021 Heating Services $ 3,613 $ 2,000 $ 4,891 $ 2,000 Transfer Station Natural Gas $ 2,000 510022 Fuel Oil Natural $ 32,330 $ 20,000 $ 1,664 $ 30,000 Propane Gas $ 30,000 &Bottled Gas Smith Gap Landfill 510041 Water Service-Transfer $ 40,584 $ 15,000 $ 11,206 $ 24,000 Water&Sewer Service for Transfer Station Stations 510042 Sewer Service-leachale $ 61,309 $ 49,775 $ 39,762 $ 78,365 Sewer Service-leachate - 1,700000 Gallons©$3.90/1000 $ 8,602 12,000,000 Gallons@ 55.80/1000 $ 69,763 Plus Base Fee $ 78,365 520010 Postage $ 992 $ 4,000 $ 117 $ 4,000 Postage for all mailings and correspondence,postage meter rent 520030 Telephone $ 5,666 $ 5,200 $ 2,005 $ 5,200 Telephone service 520033 Internet Lines $ 14,020 $ 13,500 $ 5,297 $ 13,500 Fees for internet service @ Smith Gap landfill and both Transfer Stations 520035 Cell Phones $ 8,126 $ 8,000 $ 6,168 $ 8,000 Service for cell phones 18 2025.2026 RUDGI 1 Roanoke Valley Resource Authority • OPERATING CODE DESCRIPTION FY25-26 Budget JUSTIFICATION ADMIN TOTS STS LANDFILL 360001 Marketing $ 7,000 Recycling handouts,pens, $ -7,000 $ - $ - $ • Activities pencils,miscellaneous items 360030 Special $ 7,500 Annual Employee Functions& $ 7,500 $ - $ - $ Events Customer Appreciation Day 400600 Central $ 85,000 Administrative services, $ 135,000 $ - $ - $ • Services Roanoke County/Roanoke City for data processing, accounting,web update,misc. 510010 Utilities $ 122,400 TC15 $ 2,400 $ 51,600 $ 19,200 $ 49,200 -Electricity $4,300/month SGL $4,100/month STS $1,600/month RRL $200/month 510021 Heating Services S 2,000 Transfer Station $ - $ 2,000 $ - $ Natural Gas 510022 Fuel Oil Natural $ 30,000 Smith Gap Landfill $ - $ - $ - $ 30,000 &Bottled Gas Propane Gas 510041 Water Service- $ 24,000 Water&Sewer Service for $ - S 12,500 $ 11,500 $ Transfer Station Transfer Stations 510042 Sewer Service $ 78,365 Sewer Service(leachate) $ 8,602 $ - S - $ 69,763 Smith Gap&Rutrough 520010 Postage $ 4,000 Postage for all mailings and $ 4,000 $ - $ - $ • correspondence,postage meter rent,includes General Counsel 520030 Telephone $ 5,200 Telephone Service $ 5,200 $ - $ - $ r 520033 Internet Lines $ 13,500 Fees for Internet service $ 5,000 $ - $ 7,250 $ 1,250 520035 Cell Phones $ 8,000 Service for cell phones $ 8,000 $ - $ - $ • 2025.2026 BUDGI.t 19 Roanoke Valley Resource Authority OPERATING FY23-24 FY24-25 6 Mo FY24- FY25-26 CODE DESCRIPTION Actual Budget 25 Actual Budget JUSTIFICATION 530002 Property Insurance-Fire S 47,240 $ 52,000 $ 38,724 $ 57,200 Coverage for all buildings,contents, and equipment 530005 Motor Vehicle Insurance $ 40,676 $ 45,000 $ 30,242 $ 49,500 Insurance for on-road vehicles 530007 Public Officials Insurance $ 8,044 $ 8,300 $ 6,951 $ 9,000 Insurance through VRSA 530008 General Liability Ins. S 9,503 $ 10,000 $ 6,554 $ 10,000 Coverage for all facilities&property 540010 Lease/Rent of Equipment $ 19,708 $ 130,000 $ 62,510 $ 130,000 Rental of Miscellaneous Equipment 550001 Travel-Mileage $ - $ 500 $ - $ 500 Use of personal vehicles for RVRA • business,staff,and Board Members 550020 Dinner Meetings- S 6,039 $ 4,500 $ 489 $ 4,500 Monthly Board meetings,dinners& Luncheons luncheons associated with RVRA - r 550040 Travel and Lodging, $ 29,677 $ 20,000 $ 16,115 $ 23,000 Conference registrations; $ 6,000 Conference,Training SWANA,VML,legal,VGFOA and Education conferences Subsistence dr Lodging $ 5,600 Operator training for $ 11,400 hazardous materials, certifications&educations 560001 Contributions $ 657,000 $ 657,000 $ 327,500 $ 657,000 Payments per contract to: Roanoke County $ 350,000 Roanoke City $ 150,000 Salem City $ 150,000 Town of Vinton $ 5,000 Volunteer fire and rescue $ 2,000 2025-2026 BUDCFP 20 Roanoke Valley Resource Authority O PE R ATI N G CODE DESCRIPTION FY25-26 Budget JUSTIFICATION ADMIN TOTS STS LANDFILL 530002 Property Insurance $ 57,200 Coverage for ail buildings,contents, $ 57,200 $ - $ - $ Fire and equipment 530005 Motor Vehicle Ins. $ 49,500 Insurance for on-road vehicles $ 49,500 $ - $ - $ - 530007 Public Officials Ins. $ 9,000 Insurance through VRSA $ 9,000 $ - $ - $ - 530008 General Liability in $ 10,000 Coverage for all facilities&property $ 10,000 $ - $ - $ - 540010 Rent of Equipment $ 130,000 Rental of Miscellaneous Equipment $ - $ 10,000 $ 2,500 $ 117,500 Heavy Equipment Emergency Equipment 550001 Travel-Mileage $ 500 Use of personal vehicles for RVRA $ 500 $ - $ - $ - business,staff,and Board Members 550020 Dinner Meetings- $ 4,500 Monthly Board meetings,dinners& $ 4,500 $ - $ - $ - Luncheons luncheons associated with RVRA 550040 Travel-Lodging $ 23,000 Conference registrations;SWA NA, $ 6,000 $ - $ - $VML,legal,VGFOA conferences $ 6,000 Subsistence&Lodging $ 5,600 $ - $ - $ - $ 5,600 Operator training for hazardous $ 11,400 $ - $ - $ - materials,certification,misc. $ 11,400 560001 Contributions $ 657,000 Payments per contract to: $ 5,000 $150,000 $150,000 $ 352,000 Roanoke County $ 350,000 Roanoke City $ 150,000 Salem City $ 150,000 Town of Vinton $ 5,000 Volunteer fire&rescue $ 2,000 2025-2026 BUDGET _ 21 Roanoke Valley Resource Authority OPERATING • FY23-24 FY24-25 6 Mo FY24- FY25-26 CODE 'DESCRIPTION Actual Budget 25 Actual Budget JUSTIFICATION 580001 Dues $ 3,237 $ 3,500 $ 870 $ 3,500 Professional&Association dues: SWANA,SWVSWMA, VGFOA&IAAP 580015 Warrants and Fees $ 99,442 $ 100,000 $ 79,398 $ 100,000 DEQ&City SW annual fees-$76,000 Credit Card fees$24,000 580023 Employee Recognition $ 7,320 $ 7,500 $ 1,591 $ 7,500 Awards and Certificates 601010 Office Supplies $ 7,337 $ 7,000 $ 10,884 $ 7,000 Office paper,pens,pencils,folders,etc. 601013 Small Equipment& $ 122,941 $ 85,000 $ 31,370 $ 85,000 Items of office and shop equipment and Supplies supplies,tools,computers,lawn mowers,etc. 604040 Medical Supplies $ 2,223 $ 1,000 $ - $ 1,000 Supplies for first aid kits&medicine cabinet 605050 Janitorial Supplies $ 12,133 $ 9,000 $ 3,488 $ 9,000 Supplies for general cleaning&sanitation 607071 Radio Parts $ 1,430 $ 9,500 $ 1,601 $ 3,500 Communications Equipment&Fees 608080 Gasoline,Oil&Grease $ 103,543 $ '103,000 $ 58,341 $ 116,000 Fuel for all RVRA vehicles,mowers,lubricants 608082 Diesel fuel $ 487,760 $ 460,000 $ 195,206 $ 460,000 Fuel for all diesel equipment and vehicles 609094 Tires,Parts $ 228,354 $ 260,000 $ 259,584 $ 300,000 Replacement and maintenance parts& supplies for all equipment and vehicles 611030 Uniform and Wearing $ 16,902 $ 34,050 $ 19,757 $ 34,050 Safety Shoes&Jeans $ 11,050 Apparel Rain gear,shirts,hats,misc. $ 11,500 Purchase of uniforms $ 11,500 2025-2026-13t11)GI' 22 - Roanoke Valky Resource Authority - OPERATING FY25-26 CODE DESCRIPTION Budget JUSTIFICATION ADMIN TCTS STS LANDFILL 580001 Dues $ 3,500 Professional&Association dues: $ 3,500 $ - $ - $ - SWANA,SW VSWMMA,VGFOA Sr IAAP _ y 580015 Warrants and $ ]00,000 DEQ&City SW annual fees-$76,000 Fees Credit Card fees$24,000 $ 100,000 S - $ $ - 580023 Employee $ 7,500 Awards and Certificates $ 7,500 $ - $ - $ - Recognition 601010 Office Supplies $ 7,000 Office paper,pens,pencils,folders, $ 7,000 $ - $ - $ ' - etc. 601013 Small - $ 85,000 Items of office and shop equipment $ 12,000 $ 20,000 $ 12,000 $ 41,000 Equipment& and supplies,tools,computers Supplies 604040 Medical Supplies $ 1,000 Supplies for first aid kits& $ 1,000 $ - $ - $ - medicine cabinets 60-505.0 Janitorial Supplies $ 9,000 Supplies for general cleaning& $ - $ 2,750 $ 750 $ 5,500 sanitation 607071 Radio Parts $ 3,500 Communications Equipment&Fees $ - $ 1,000 $ 1,000 $ 1,500 608080 Gasoline,Oil&Grease $ 116,000 Fuel for all vehicles,mowers, $ 45,000 $ 19,000 $ 13,000 $ 39,000 lubricants 608082 Diesel fuel $ 460,000 Fuel for all diesel equipment S - $ 125,000 $ 58,000 $ 277,000 609094 Tires,Tubes,& $ 300,000 Replacement and maintenance parts $ 45,000 $ 55,000 $ 100,000 $ 100,000 Parts supplies for all equipment and vehicles 611030 Uniform&Wearing $ 34,050 Safety Shoes&Jeans $ 325 $ 4,018 $ 2,679 $ 4,028 Apparel Rain gear,shirts,hats,misc. $ 3,500 $ 2,909 $ 1,939 $ 3,152 Purchase of uniforms $ 1,500 $ 3,636 $ 2,424 $ 3,940 Totals $ 5,325 $ 10,563 $ 7,042 $ 11,120 20252026BUDGET 23 Roanoke Valley Resource Authority O PER ATI N G FY23-24 FY24-25 6 Mo.FY24-25 FY2S-26 CODE DESCRIPTION Actual Budget Actual Budget JUSTIFICATION 620001 Subscriptions/Books $ 329 $ 500 $ 1,016 $ 500- Professional magazines and.manuals 650001 Other Operating $ 182,278 $ , 200,000 $ 88,700 $ 200,000 Disinfectants,deodorizers,salt for roads, Supplies gravel and stone for roads,seed,mulch fertilizers and lime for seeding slopes,fill areas and other areas,miscellaneous expenses • 650003 Fire Equipment and $ 25,585 $ 15,000 $ 6,103 $ 15,000 Fire hoses dr extinguishers replacements& Supplies and for annual inspections for all facilities 650010 Safety Equipment $ 12,816 $ . 6,750 $ 4,433 $ 6,750 Gloves,dust mask,safety glasses,etc. 967070 Unappropriated Balance 0 $ 115,339 $ - $ 127,727 For unexpected expenditures 1.25% • • • • TOTAL OPERATING $ 9,342,083 $ 10,345,910 2025-2026 eu1x er • 24 — Roanoke Valley Resource Authority OPERATING CODE DESCRIPTION FYY25-26 Budget JUSTIFICATION ADMIN TCTS STS LANDFILL 620001 Subscriptions $ 500 Professional magazines $ 500 $ - $ - $ •'Books and and manuals 650001 Other Operating $ 200,000 Disinfectants,deodorizers,salt, $ 2,500 $ 9,000 $ 4,000 $ 189,500 Supplies gravel for roads,seed,mulch fertilizers&lime for seeding slopes,fill areas& other areas,miscellaneous expenses 650003 Fire Equipment& $ 15,000 Fire hoses&extinguishers $ 15,000 $ - $ - $ - Supplies replacements &for annual inspections for all facilities 650010 Safety Equipment $ 6,750 Gloves,safety glasses,etc. $ 6,750 $ - $ - $ Sub-totals $ 222,250 $ 24,750 $ 4,000 $ 4,000 $ 189,500 Sub-Totals 14-24 $ 10,218,183 $1,031,401 $3,509,962 $ 2,329,792 $3,347,028 967070 Unappropriated $ 127,727 $ 12,893 $ 43,875 $ 29,122 $ 41,838 Balance TOTAL $ 10,345,910 $1,044,293 $3,553,836 $ 2,358,915 $3,388,866 OPERATING 2025-2026 BUDGE! 25 Roanoke Valley Resource Authority CAPITAL CODE DESCRIPTION FY24-25 Budget FY25-26 Budget JUSTIFICATION , 810001 Machinery&Equipment $ - $ - Nothing Planned New • 810002 Machinery&Equipment $ - $ -• Nothing Planned Replacement 820001 Furniture,Office $ - $ - Nothing Planned Equipment New 830001 Communications $ - $ - Nothing Planned Equipment New 810001 Small Capital Outlay $ - $ - Nothing Planned New 870001'Technology $ - $ - Nothing Planned , - Equipment_New 870650 Computers $ • - $ - Nothing Planned Equipment Replacement - - 870005 Computer Server $ - $ - Nothing Planned 890002 New Building $ - $ - Nothing Planned TOTAL CAPITAL $ - $ - 2025-2026 BUDGET 26 — Roanoke Valley Resource Authority - Irk ESE VES CODE DESCRIPTION BALANCE DEPOSIT EXPENSE BALANCE JUSTIFICATION 7/1/2025 FY25-26 FY25-26 06/30/26 (projected) (projected) C846 Landfill CIosure $ 935,870 $ - $ - $ 935,870 As required by State 9209 and Federal Regulations to close Smith Gap Landfill C847 Equipment $ 552,939 $ 695,000 $ 695,000 $ 552,939 For replacement of 9210 Reserve Fund equipment per equipment replacement schedule. C847 Groundwater $ 500,000 $ - $ - $ 500,000 Groundwater 9211 Protection Fund protection fund per local permit. C847 Landfill Host $ 250,000 $ 250,000 As per local permit. 9212 Community Intranet/property Improvement Fund C847 Property Value $ 370,430 $ - $ - $ 370,430 As per local permit: 9213 Protection Current fund is adequate based on anticipated sales. C848 Future Site $ 2,938,243 $1,829,913 $ - $ 4,768,156 For future construction 9214 Development of the landfill C848 Capital $. 224,594 $ 200,000 $ 200,000 $ 224,594 For maintenance and 9215 Improvement improvements to the Fund facilities. C840 Contingency $ 1,483,939 $ 45,400 $ - $ 1,529,339 For unexpected expenses 9201 Reserve and for tipping fee Fund stabilization TOTAL RESERVE $ 7,256,015 $2,770,313 $ 895,000 $ 9,131,328 FUNDS 2025-2026 BUDGET 27 Roanoke Valley Resource Authority RESERVES CODE DESCRIPTION JUSTIFICATION DEPOSIT ADMIN TCTS STS LANDFILL FY25-26 C846 Landfill Closure As required by State $ $ - $ $ - $ - 9209 and Federal regulations to close Smith Gap Regional Landfill C847 Equipment For replacement of $ 695,000. $ - $460,000 $ 235,000 $ - 9210 Reserve Fund equipment per equipment replacement schedule. _ - C847 Groundwater .Groundwater $ - $ - $ - $ - $ - 9211 Protection Fund protection fund per local permit. C847 Landfill Host As per local permit. $ $ - $ - $ - $. - 9212 Community intranet/property Improvement Fund - C847 Property Value As per local permit. $ - $ - $ - $ - $ - 9213 Protection Current fund is adequate based on anticipated sales. C848 Future Site For future construction $ 1,829,913 $ - $ - $ - $1,829,913 9214 Development of the landfill C848 Capital For maintenance and - $ 200,000 $ - $ 90,000 $ - $ 110,000 9215 Improvement improvements to the Fund facilities. C840 Contingency For unexpected expenses $ 45,400 $ 45,400 $ - $ - $ - 9201 Reserve and for tipping fee Fund stabilization TOTAL RESERVE $ 2,770,313 $ 45,400 $550,000 $ 235,000 $1,939,913 FUNDS 2025-2026 BUDGET 28 Roanoke Valley Resource Authority TIPPING y G FEE BREAKDOWN ALL OPERATIONS CATEGORY ADMIN TCTS STS LANDFILL TOTAL PERCENT PERSONNEL $ 1,112,348 $ 1,153,961 $ 659,459 $1,178,968 $ 4,104,736 21% OPERATIONS $ 1,044,293 $ 3,553,836 $ 2,358,915 $3,388,866 $ 10,345,910 54% DEPOSITS AND $ 45,400 $ 550,000 $ 235,000 $1,939,913 $ 2,770,313 14% RESERVES DEBT SERVICE $ 1,895,775 $ - $ - $ - $ 1,895,775 10% TOTAL $ 4,097,816 $ 5,257,797 $ 3,253,374 $ 6,507,747 $ 19,116,734 100% PERCENTAGE 21% 28% 17% 34% 100% 2025-2026 BUDGET 29 Roanoke Valley Resource Authority D Est l %HESE }\ -- Vt., :ti N DS __ 2025-2026 r. x1 a ,- e% l �t € ' ^ba -s " �4A-fi f ge Y�` s �. a t:`if= ''',:i,-t.- -': ' ° -°-° -..- .'"--1:1•7...-f-,- .:.'....7,1--,-.T ' ..,- ,--!..-:':-„s, ', --'.rik;:,..1:: ' ,f?:::' , ._ ..:..?::tViipt°,,:\.:,,,,,t-itl 13' "..4,:-;...:'--'', -,' "., .''''':-;7' ..,:t.,1,...t.- ji tf.,,f,----i, %.,-.4.;:Ixei-,,,A , ,. -",..''. -:4:7t= qt;;-,,-;-4, -:1 4441Fitck 4,;4-tri-:„!,,,,,,,,,!„,e-:..i,-.4-%?p,.4-4,1 4.:t''''-t'-:''°';:: .-?::.,f.,,,,z1;4';',:c1.9 0..J.,,-„,..t..._ 4,...,:,,,,,x44-.=,itzt;p,,,,,,r1„ '',.%4,„,,°=.,,,=-.?„-`4.===''-:It=1,:,,,',,,z.;,,,„,.,,t, N ' , tk‘414'-:=14-"‘!- 21;":=,:::;-rn e;ifii:=AF SMITH GAP LANDFILL Roanoke Valley,Resource Authority TABLE OF CONTENTS RESERVE FUNDS PAGE* I. RVRA Financial&Reserve Policy 1-3 II. Annual Review 4-5 III. RVRA Reserve Fund Review 6-9 IV. Summary of Reserve Funds A. Ending 2025/2026 10 B. Ten-year Projections 11 V. Reserve Funds and Expenditure Plans 12-36 A. Landfill Closure Fund 12-13 B. Equipment Replacement Fund 14-18 C. Ground Water Protection Fund 19-20 D, Host Community Fund 21-22 E. Property Protection Fund 23-24 F. Site Development Fund 25-28 G. Capital.Improvement Fund 29-31 H. Rutrough Road Landfill Post-Closure Fund 32-34 I. Contingency Fund 35-36 2025-2026 RESERVE FUNDS ROANOKE VALLEY RESOURCE AUTHORITY FINANCIAL AND. RESERVES POLICY Background The Authority recognizes one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting(NACSLB)has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies and plans for capital asset acquisition, maintenance, and replacement (Principle 2; Element 5; Practice 5.2). The policy addresses this standard. Purpose' The policy provides for the establishment and the planned funding level of maintenance and improvement reserve accounts for planned expenditures over a short-term planning period of five (5)years and a long-term planning period of ten(10+) years or more. Each individual account provides for a separate funding purpose to be designated as either"restricted"or"unrestricted" accounts. Restricted accounts must be used solely for their intended purpose as required by regulatory statute,contractual obligation,or operating permit conditions. Unrestricted funds are intended for planned capital and maintenance purposes, but may be periodically used by the Authority temporarily, for not more than six (6) months, to provide emergency funding for the Authority's operations,if needed. Reserve Accounts may be utilized to fund the same or separate projects as deemed necessary for supporting the mission of providing quality programs and facilities necessary to serve the Authority's Member Communities of Roanoke County,the City of Roanoke, the City of Salem, the Town of Vinton and their residents and businesses of the Roanoke Valley. III. Policy Guidelines for Reserve Fund Accounts A. The Authority will maintain reserve accounts and an initial beginning balance of funds will be deposited into accounts as identified for the current fiscal year. B. Annual funding transfers to restricted accounts, if deemed necessary, will occur in twelve(12)equal monthly transfers,or other frequencies as directed by the Board,from revenues received by the Authority and as budgeted for the current fiscal year. Annual funding transfers to unrestricted accounts may occur in twelve (12) equal monthly transfers or lump sum transfers, as directed by the Board, from revenues received by the Authority and as budgeted for the current fiscal year. 1 C. Ongoing expenditures from the funds will occur as budgeted for the current fiscal year as costs are accrued. D. Planned deposits to the funds are calculated sufficient to maintain the desired fund balances with a positive fund balance, at a minimum, for any given fiscal year during the long-term planning period. E. Planned expenditures of the funds are calculated sufficient to provide cash funding for all planned capital projects and maintenance projects for any given fiscal year during the long-term planning period. F. Any end of year operating surplus and/or interest earnings may be allocated to one or more account,as determined by the Authority's Board of Directors. G. An internal review of the account allocations and funding levels by RVRA Staff familiar with best management practices of solid waste operations and facilities will occur annually to ensure the priorities are consistent with the goals of the Authority and to ensure the funding levels arc adequate. H. An external third-party review of the account allocations and funding levels by a professional engineer familiar with best management practices of solid waste operations and facilities,will occur every five(5)years to ensure the funding levels are adequate. Draper Aden Associates(DAA) last completed an external assessment of the Reserve Accounts in FY 2023. IV. Account Definitions The Landfill Closure Fund(Unrestricted)provides a reserve for the costs of capping completed areas of the landfill and at the end of the landfill's useful life,to completely close any remaining area, install all monitoring and collection systems and perform all post-closure care activities per regulatory requirements. The Equipment Replacement Fund (Unrestricted) provides funds for the future purchases, regularly scheduled replacement of major operating equipment, and any uninsured risk, in an orderly fashion as to minimize annual operating costs, maximize any trade-in or surplus value, and to provide for the best overall purchasing value. The Ground Water Protection Fund(Restricted)provides funds to address any environmental effects the operation of the landfill may have on the surrounding area. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The Host Community Fund (Restricted) provides funds for the construction and maintenance of public improvements to Authority property within the Host Community, as requested by the Host Community,and as approved in a formal public improvement plan. The Property Protection Fund(Restricted)provides funds for the one-time payments under the Property Protection Policy to property owners within the Host Community for any actual realized decline in property values as a result of their relatively close proximity to the Smith Gap Regional Landfill. 2 The Site Devetonnient Fund (Unrestricted) provides funds for the construction of subsequent phases of the Smith Gap Landfill,as necessary,to provide ongoing landfill disposal capacity. The Capital Improvement Fund (Unrestricted) was established to be used for various capital maintenance items and new capital projects anticipated for the ten-year planning period:Projects may be amended as solid waste operations and the industry in general continues to evolve. The Rutrough Road Landfill (RRLF) Post-Closure Fund (Restricted)provides funding for the Authority's contractual obligation to provide for the ongoing post closure care of the closed Rutrough Road Landfill. This fund was principally depleted from capital expenditures associated with the construction of a new force main and sewer line that have substantially decreased,annual operating expenses. Any remaining balance in this fund is anticipated to be spent for facility care in the next twoycars. Accordingly,the post closure care responsibilities are now funded by our annual revenues from the operating budget and the associated costs are budgeted as ongoing line-item expenditures in the general annual operating budget. This fund will be eliminated upon the full depletion of any remaining fund balance. The Contingency Fund. (Unrestricted) provides funding to stabilize year-to-year rate adjustments and to provide a source of funding for any unforeseen increases in expenses or decreases in revenue that would otherwise cause a negative balance for the Authority's operating funds. V. Reporting The Treasurer will track reserve account deposits and expenditures monthly. A monthly report will be sent to the Chief Executive Officer and the Authority's Secretary, which will be included on the Board of Directors' agenda for review at all regularly scheduled meetings. The Treasurer will also ensure that all expenditures have been through the appropriate approval process. The Chief Executive Officer will provide an annual report to the Board of Directors as to the adequacy of the funding levels of each respective reserve account. 3 ANNUAL REVIEW RVRA RESERVE FUNDS PLAN & REPORT FY 2025-2026 In accordance with the Authority's "Financial and Reserves Policy," its Chief Executive Officer reviewed its replacement reserve requirements and has determined the adequacy of the funding plan as submitted herein. The Authority, in its review, has defined adequacy to mean that sufficient funding, if funded as scheduled, exists in amounts equivalent to or exceeding the anticipated expenditures during a short-term period (next five subsequent fiscal years) and a long-term period (next ten subsequent fiscal years). In cases of shortfalls,the Authority may need to transfer funds from other fully funded unrestricted reserve funds. Additionally, certain amounts may need to be borrowed, if needed, as indicated in the expenditure plan to address insufficient funding. The Authority has established the funding and expenditure plan,as outlined in the"Summary of Reserve Funds: 10-Yr. Planning Period"(p.11.) This Reserve Fund Plan and subsequent report is exclusive of all previous borrowing associated construction activities related to the now operational conversion from rail to truck at the Smith Gap Landfill and Tinker Creek Transfer Station. All debt service payments are accounted for within,the FY 25-26 Operating Budget as obligated by the terms of the individual agreements.In addition,the RVRA has adjusted its previous anticipation of contracted waste via the existing County Waste(a commercial hauler)amended agreement from 80,000 tons annually to a more conservative estimate of 65,000 tons annually in FY'26. According to staffs review,the Equipment Reserve Fund is deemed to be inadequate for the short and long-term planning periods. Staff may continue to elect to buy used equipment or from Government Surplus and modify to fit its needs as appropriate to further manage future costs. Again, as noted above, Staff is reviewing other purchasing options including deferment,renting and/or leasing certain pieces of equipment, purchasing government surplus equipment and modifying to fit its needs. The Capital Improvement Reserve Fund is deemed inadequate for the short-term period and long- term period as well.Sufficient time is available to plan for the appropriate funding mechanism,however, it must be addressed. At the start of FY'25, the Contingency Reserve Fund balance was $1,483,939. Staff projects a $45,400 contribution to this fund in FY'26 and therefore the fund balance will increase to$1,529,339.The Authority's Policy includes a goal of retaining 8-10%of the annual operating budget in its Contingency Reserve. This projected balance is 8%of the FY'26 operating budget and is therefore in compliance with the Authority's Policy. 4 Again,as noted last year,the Rutrough Road Post-Closure Account Reserve Fund is nearly depleted. Annual post closure care responsibilities were moved to the operations budget starting in FY '18. Any remaining funds in the Rutrough Road Reserve account will be used exclusively for the Rutrough Road Landfill. Staff is taking measures to utilize any remaining funds in FY'25. This Fund is projected to be exhausted in FY'26 and will be eliminated from the Authority's Reserve Funds program upon its full depletion. The Site Development Reserve Fund is deemed adequate for the short and long-term periods.Phase VIII engineering will need to begin in FY'29 with construction set to start for FY'30. 5 RVRA-RESERVE FUND REVIEW The retirement of all outstanding bond debt in FY 2011 subsequently relieved the Authority of its former financial requirements as previously imposed by the Master Indenture of Trust, including the establishment and funding of certain reserve funds as recorded and reported in the annual report.. While no longer obligated to the terms of the Master Indenture of Trust,several previously established reserve funds remain as ongoing obligations to the Authority due to start-up and operating restrictions imposed under the Authority's separate "Landfill & Transfer Station Permit Conditions & Operating Policies," including: The Ground Water Protection Fund(formerly known as"The Environmental Fund");The Host Community Fund; and The Property Protection Fund. Additionally, the Authority is contractually obligated to maintain the post-closure care of the closed Roanoke Landfill (a.k.a. the Rutrough Road Landfill)with funds initially established and designated expressly for this purpose in The Rutrough Road Landfill Post-Closure Fund. Therefore, these four reserve funds are designated as "Restricted" reserve accounts which must be maintained and adequately funded for their express, respective purposes. The Rutrough Road Landfill Post-Closure Fund is nearing depletion and all remaining post closure care activities have been transitioned to the operating budget and will be eliminated upon its full depletion. As part of its initial post-bond debt, fiscal responsibility, the Authority recognized that one of the keys to sound financial management is the development of a systematic way to fund planned capital projects and on-going maintenance programs beyond its operating permit and contractual requirements. The Authority believes it is equally important to establish the planned expenditures of associated funding for its capital projects and maintenance programs on a pay-as-you-go basis whenever possible. The National Advisory Council on State and Local Budgeting (NACSLB) has issued guidelines representing standards of excellence in governmental budgeting that include the preparation of policies 6 and plans for capital asset acquisition; maintenance, and replacement (Principle 2; Element 5; Practice 5.2). Therefore,the Authority established additional reserve funds for these purposes which are designated as "Unrestricted" reserve accounts since at this time there are no external conditions, other than sound financial management as outlined and approved in the RVRA RESERVES PLAN ("Plan"), requiring their existence and funding levels. The Unrestricted Funds include: The Closure Fund; The Equipment Fund; The Site Development Fund; The Capital Improvement Fund; and The Contingency Fund. The Closure, Equipment, and Site Development Funds were previously required under the former Master Indenture of Trust and funding- levels were maintained and managed accordingly. The Capital Improvement and Contingency Funds, while not previously required per any outside obligation, were established and recognized as being necessary for sound financial management of the Authority's operations and its facilities. The Authority recognizes that periodically,it may need to add,delete,transfer;or amend its unrestricted funds as deemed to be in the best interest of the Authority and its members.The additional borrowing of funds(or debt)and the Ownership of the Salem Transfer Station has also impacted the future Reserve and Financial Policies of the Authority. Per its.Financial and Reserve Policy(Section III. IL),an external, third-party review of the account allocations and funding levels by a professional engineer,familiar with best management practices of solid waste operations and facilities,will occur every five(5)years to ensure the funding levels are adequate. That external review was last conducted by Draper Aden Associates(DAA) for FY 2023. Accordingly; the next external review is scheduled for FY 2028. 7 All funds required for expenditures for the five-year planning period are currently projected to be available in the individual reserve accounts, respectively, except for the Equipment Reserve Fund. Sufficient funds are deemed to be available for transfer from other reserve funds for the short-term period, if necessary. Funds required for expenditures during the ten-year planning period are currently projected to be available in the individual reserve fund accounts, respectively, with the exceptions of the Equipment and Capital Improvement Reserve Funds. The Authority annually makes deposits,to its reserve funds for funding future planned expenditures. These reserves allow the Authority to establish and project an orderly adjustment of its tipping fee revenues, as necessary, to prepare for future,capital expenditures to coincide with its annual operating costs. Initial projections made in 1992 during the start-up, 20-year revenue bond issuance established a basis of anticipated,costs and revenues for operating the new solid waste disposal system through the bond term. Three decades of actual operating experience of the.Authority's systems has allowed the Authority to delay anticipated increases in tipping fees and offer rates less than originally projected. In conclusion, each reserve fund has been reviewed by staff for its adequacy to meet the planned expenditures over a short-term period of five-years and for an extended, long-term, planning period often- years. :As noted previously, the Equipment Replacement and Capital Improvement Funds are showing a shortage in the short and long-term planning periods. Sufficient funds are available in the unrestricted accounts, specifically the Site Development Reserve Funds to cover this shortfall during.both periods. However, utilizing this transfer of funds could require additional borrowing of funds for the future design 8 and construction of Ph. 1X which is outside the long-term planning window. As a result, the Total Reserve Balances remain positive.Therefore,both short and long-term reserve balances are cautiously adequate. Staff re-assesses all the reserves every year and, in some instances, equipment replacement and/or projects can be delayed or moved up depending on the situations at the time. In summary,while deficits are shown in the short and the long-term reserve accounts, staff believes that most of those impacts can be mitigated as noted above. Respectfully Submitted, Jonathan A. Lanford Chief Executive Officer 9 Roanoke Valley Resource Authority SU M M AR Y SUMMARY OF RESERVE FUNDS EXPENDITURES/DEPOSITS FOR FY 2026 BALANCE AT PLANNED/ACTUAL DEPOSITS BEGINNING EXPENDITURES BALANCE 07/01/25 2025/2026 07/01/26 (anticipated) LANDFILL CLOSURE $ 935,870 $ - $ - $ 935,870 EQUIPMENT REPLACEMENT $ 552,939 $ 695,000 $ 695,000 $ 552,939 GROUND WATER PROTECTION $ 500,000 $ - $ - $ 500,000 HOST COMMUNITY $ 250,000 $ - $ - $ 250,000 PROPERTY PROTECTION $ 370,430 $ - $ - $ 370,430 SITE DEVELOPMENT $ 2,938,243 $ - $ 1,829,913 $ 4,768,156 CAPITAL IMPROVEMENT $ 224,594 $ 200,000 $ 200,000 $ 224,594 TOTALS $ 5,772,076 $ 895,000 $ 2,724,913 $ 7,601,989 CONTINGENCY $ 1,483,939 $ - $ 45,400 $ 1,529,339 NOTES: GRAND TOTAL $ 7,256,015 $ 9,131,328 — 2025-2026 RESERVE FUNDS 10 - Roanoke Valley Resource Authority SUMMARY Summa of Reserve Funds:'Ten: Year Planning.Period . Fiscal Year 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 2030-31 2031-32 2032-33 2033-34 2034-35 ,Deposits Closure 0 0 200 200 200 _ 200 200 200 200 200 200 Equipment 0 695 1,600 1,600 1,600 1,600 1,600 1,600` 1,600 1,600 1,600 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 0 0 0 0 0 0 0 0 0 0 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 1,668- 1,829 1,700 1,700 1,700 . 1,700 1,700 1,700 1,700 1,700 1,700 Capital Improvement 0 200 500 500 500 500 500 500 500 500 500 total -1,668 2,724 4,000_ 4,000 4,000. ,. -4,000 4,000 :- .4,000' 4,000 4,000. . 4,000 ,,� . Expenduresit �" ;;_ ' .,.. -- _. .:; ' Closure 135 0 0 0 0 0 0 0 0 2,500 0 Equipment 0 695 4,930 2,175 1,910 485 1,060 695 3,125 321 750 Environmental 0 0 0 0 0 0 0 0 0 0 0 Host Community 0 0 _ 0 0 0 0 0 0 0 0 0 Property Protection 0 0 0 0 0 0 0 0 0 0 0 Site Development 0 0 0 0 1,000 10,000 0 0 0 0 0 Capital Improvement 0 200 1,015 980 1,050 480 150 50 550 200 200 i.,total ,;--; 135• p-895' - 5,945 .3,155 • 96 3,960 10 5 1,210 - Y 745 3,675 3,021 9501, Balances :. .: . . . '5year . - . 10'year. Closure 936 936 1,136 1,336 1,536 1,736 1,936 2,136 2,336 36 236 Equipment 553 553 -2,777 -3,352 -3,662 ` -2,547 -2,007 -1,102 -2,627 -1,348 -498 Environmental 500 _ 500 500 500 500 500 500 500 500 500 500 Host Community 250 250 250 250 250 250 250 250 250 250 250 Property Protection 370 370 370 370 370 370 370 370 370 370 370 Site Development 2,938 4,767 6,467 8,167 8,867 567 2,267 3,967 5,667 7,367 9,067 Capital Improvement 225 225 -290 -770 -1,320 -1,300 -950 -500 -550 -250 50 :total:_ 5,772 7,601 5,656 6-.501. , .6,5.41 . . -424:. .2,366 5,621 5,946.: . 6,925 9,975 . -` - ri' Sum Lary of Other Reserve Funds: Ten Year Planning Period _ Fiscal Year 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 2030-31 2031-32 2032-33 2033-34 2034-35 : .-..Deposits Rutrough Road 0 0 0 0 0 0 0 0 0 0 0 Contingency 0 45 0 0 0 0 0 0 0 0 0 Expend6tures ,, , . _ - _., ,'. Rutrough Road 0 28 0 0 0 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 0 0 0 0 0 ' Balances' L. . _ _:_ - 5 year ._' . . - : 10 year Rutrough Road 28 0 0 0 0 0 0 0 0 0 0 Contingency 1,484 1,529 1,529 1,529 1,529 1,529 1,529 1,529 1,529 1,529 1,529 Totals_ ' 5 year 10 year All Funds 7,284 I 9,130 j 7,185 I 8,030 8,070 1,105 3,895 I 7,150 I 7,475 8,454 11,504 Unrestricted Funds __ - 5 year 10 year All Funds 6,136 I 8,010 _I 6,065 I 6,910 6,950 -15 2,775 I 6,030 I 6,355_ 7,334 10.384 2025-2026 RESERVE FUNDS 11 LANDFILL CLOSURE FUND The Landfill Closure Fund provides a reserve for the costs of capping completed areas of the Smith Gap Regional Landfill and to install all groundwater and gas monitoring and collection systems per regulatory requirements. For the last seven years, no deposits were made to the Landfill Closure Fund. For the current planning period,again staff is not recommending any deposits to the Landfill Closure Fund since funds are adequate for the immediate five-year planning period. Staff anticipates making $200,000 deposits to the Landfill Closure Fund thereafter.As noted,deposits may be adjusted based on revised cost estimates and an increase or decrease in the amount of waste received in future years. The Landfill Closure Fund funding levels are for capital costs associated with closing portions of the landfill and not intended to fund the post closure care. 12 - Roanoke Valley Resource Authority CLOSURE FUND is Landfll�Closure Fund. ,_ FISCAL BEGINNING ANNUAL EXPENSES ENDING USES YEAR BALANCE DEPOSIT BALANCE . 2002.03 3,382,755 250.000 0 3,632.755 2003-04 3,632,755 250,000 0 1882,755 - 2004-05 3,882.755 250,000 0 4,132,755 2005-08 4.132,755 250,000 0 4,382,755 2006-07 4,382,755 250.000 0 • 4.632.755 2007.08 4,632,755 1,050.000 .10,291 _ 5,672,464 Phase I Design 2008.09 5.672,464 600,000 29,817 . 6,242,647 Phase I Design&LFGCCS 2009.10 6,242.647 600,000 72,704. 6,769,943 Phase I Design&LFGCCS 2010-11 6,769,943 400,000 1,589,591 5,580,352 Complete LFGCCS 2011-12 5,580,352 100,000 193,600 5,486,752 Misc.LFGCCS&LFGTE 2012-13` 5,466,752 300,000 22,500 5,764,252 Closure&Misc LFGCCS - 2013-14 5,764,252 300,000 21,915 8,042,337 Misc.LFGCCS 2014-15 6,042,337 300,000 97,867 6.244.470 Engineering 2015.16 6.244,470 200,000 9,870 6,434,600 Engineering 2016-17 6,434,600 200,000 831,181 5,803,419 , Phase I Engr.&Constr.(7.6 Ac) 2017-18 .5,803,419 250,000 891,229 " 5,162,190 Phase I Engr.&Consir.(7.6 Ac) 2018-19 5,162,190 0_ - 0 5,162.190 2019-20 5,162,190 0 484,820 4,677,370 Engr&Canst LFG expansion 2020-21 _ 4,677,370 0 0 4,677,370 2021-22 4,677.370 0 0 4,677,370 2022-23 4,677,370 0 3,457,728 1,219,642 HDR Task I-II Closure&Ph.VII 2023-24 1.219,642 0 148.772 1,070.870 2024-25 1.070.870 0 135,000 935,870 Phase II Design&QC/QA 2025-26 935.870 0 0 935,870 2026-27. 935,870 200,000 0 1,135,870 2027-28- 1,135,870 .200,000 0 . 1,335,870 2028-29 1,335,870 200,000. 0 1,535,870 2029-30 1,535,870 200,000 0 1,735.870 2030-31 1,735,870 200,000 0 1.935.870 2031-32 1,935,870 200,000 0 2,135,870 2032-33 2,135,870 200,000 0 2,335,870 2033-34 - 2,335.870 200,000 2,500,000 35,870 Phase II Construction(10 Ac) 2034-35 35,870 200,000 0 235,870 Note:Additional funding from Surplus($550,000)was added from FY06/07 budget in FY 07/08 Also,$3,000,000 was transferred to Site Development in FY 22/23. 2025-2026 - RESERVE FUNDS 13 EQUIPMENT REPLACEMENT FUND The Equipment Replacement Fund is established to provide funds for the regularly scheduled replacement purchases of major operating equipment. With the additional guaranteed tonnage and new revenue source,funding levels have been increased from $0 to$695,000 for new equipment next year.For FY 2027 and beyond,Staff has shown an increase in the funding levels to$1,600,000 provided funds are available.The Equipment Replacement Fund shows a negative balance of$2,777,000 at the end of FY`27 with a continued increase in the deficit going forward at the proposed funding levels until FY '30.The Authority owns and operates a fleet of fifty walking-floor trailers used daily to transport Municipal Solid Waste from its transfer stations to the Smith Gap Landfill. Staff will continue to identify any obsolete or other excess machinery as part of normal operations that may generate additional revenues.Staff will prepare a Board Report declaring this equipment as surplus and to be auctioned off.The exact funds the Authority may recoup is unknown; therefore,no additional funding from the sale of surplus equipment is shown. Staff continuously evaluates all purchasing options and has begun to evaluate lease options as well when replacing a piece of equipment to ensure costs are managed. The Equipment Replacement Fund also serves to assist in complying with post-closure requirements of financial assurance regulations. 14 Roanoke Valley Resource Authority EQUIPMENT FUND . Equipment Replacement Fund .E€ FISCAL BEGINNING ANNUAL ENDING YEAR BALANCE DEPOSIT EXPENSES BALANCE Detailed Schedule 2002-03 2,421,520 375,000 680,098 2,116.422 2003-04 2,116,422 400,000 459.327 2,057,095 2004-05 _ 2,057,095 400,000 561,464 1,895,631 2005-06 1,895,631 400,000 323,589 1,972,042 ` 2006-07 1,972,042 400,000 492,652 1.879,390 2007-08 1,879,390 674,231. 1.280,731 1,272,890 2008-09 1,272,890 400,000 1,103,483 569,407 - 2009-10 569,407 600,000 351.088 818,319 2010-11 818,319 600,000 625,485 792,834 2011-12 792,834 600,000 937,839 454.995 2012-13 454,995 1,250,000 651.277 1,053,718 2013-14 1,053,718 1,100,000 858,452 1,295,266 - 2014.15 1,295,266 1,100,000 1,292,433 1,102,833 2015-16 1,102,833 1,000,000 316,228 1,786,605 2016.17 1,786,605 1,000,000 1,443,855 1,342,750 2017-18 1,342,750 1,400,000 1,518,729 1,224.021 2018-19 1,224,021 268,412 1,146,681 345,752 2019-20 345,752 200,000 241,463 304,289 2020.21 304,289 0 220.406 83,883 2021-22 83,883 1,239,326 96,397 1,226,812 2022-23 1,226,812 383,380 816,419 793,773 2023-24 793,773 541.110 872.220 462,663 2024-25 462,663 161,204 70.928 552,939 2025-26 552,939 695,000 . 695,000 552,939 See Attached 2026-27 552,939 1,600,000 4,930,000 -2,777,061 See Attached 2027-28 -2,777,061 1,600.000 2,175,000 -3,352,061 - See Attached 2028-29 -3,352,061 1,600,000 1,910,000 -3,662,061 See Attached 2029-30 -3,662,061 - 1,600,000 485.000 -2,547,061 . • See Attached 2030-31 2,547,061 1,600,000. 1,060,000 -2.007,061 See Attached 2031-32 -2,007,081 1.600,000 695,000 •1,102,061 See Attached 2032-33 -1,102,061 1,600,000 3,125,000 -2.627,061 See Attached 2033-34 -2,627,061 1,600,000 321,000 -1,348,061 See Attached 2034-35 -1,348,061 1,600,000 750,000 -498,061 See Attached . . - 2025-2026 - RESERVE FUNDS 15 _ _nt � ' ..: -.. ..-' a orE tipme � lacementSah � Equipment Description . year site FY 2025-26 FY 2026.27 FY 2027-28 FY 2028-29 FY 2029-30 : FY 2030-31 FY 2031.32 , FY 2032-33 ' FY 2033-34 1 FY 2034-35 Volvo EC 300 D Excavator 2011 SG JLG Man Lift 2007 SC 5 60,000 CAT D 8(Equivalent) 2021 SC John Deere Bulldozer(850 K) 2012 SG S 450,000 Ford F150 Passenger Truck 2012 SG • S 40,000 (Recond.)Cat 826H#1 Compactor 2003 ; SC • (Recond,)Bomag/722 R13•4 •, 2019 SG S 600,000 S 650,000" ; Elgin Pelican Sweeper 2017 SG (Recond.)Cat 826G#3.Compactor 2013 SG 5 800,000 5 850,OOD '~ CAT 730•Ton Haul Truck 2017 SG S 400,000 CAT 730•Ton Haul Truck 2017 SC S 400,000 Cat 130G Motor Grader , 1976 SG Cal 966G Front End Loader ; 2004.. SG 5 200,000• Freightliner Water Truck 2001 • SG S 80,000 Volvo EC235 Excavator 2019 SG S 300,000 Finn T 330 Hyrdo Seeder/Water TM 2015 SG 5 25,000 Yale Forklift : 2019 SG • New Holland • . 2000 • SG Freightliner Yard Dog 2009 : SG S 165,000 Freightliner M2 Mobile Lube Truck , 2011 ; SG .5 150,000 New Holland Tractor 2004 • SC S 50 000 Explorer 2018 ' 2018 i SG Western Star Yard Dog 2018 SG 5 165,000 Military Vehicle#2-Used 2019 SG Takeuchi Mini Excavator 2022 i SG 5 80,000 Venttac Slope mower 2022 ; SG S 50,000 TarpArmor Tarp DevelopmentSystem 2020 ; SG 5 50,000 Aljon Compactor : 2023 SG _ . 5 600,000 S 650,000 CAT Dozer D6-XE WH 2023 i SC ' S 800,000 Volvo EC235 Excavator ; 2021 SG S 300,000 Volvo EC350 Excavator i 2023 i SC 5 500,000 John Deere Side-by-Side Gator 2023 SC S 28 000 John Deere Side-by-Side Gator ' 2023 SG 5 28,000 Exmark Zero Tum Lawn Mower 2024 SG 15,000 New Cat Dozer D9 ; SG ' S L000,000 New Volvo Articulating Truck SG 5 800,000 's• SUB-TOTAL s0 53,175,000 51.280,000 5825,000 59 ,,000 S600,000 5695,000 - S2,800.000 5171,000 • 5650,000 Deferred Equipment Needs FY 26 •• SI 000.000: 10year total . 510,286;000 Average Equipment Age for Site 13.32' 16. - Required funding ten year 51,028,600 :. -_ :MajorEquipment ep t-'Sched -. . . _ . `' . __._.... ll& Ilaeemen ule Equipment Description year site FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030.31 FY 2031-32 FY 2032-33 FY 2033-34 FY 2034-35 John Deere Wheel loader 744 2016 TCTS 5460,000 John Deere 544 K 2015 TCTS $280,000 _ Volvo EC 220 2016 TCTS 5300,000 Volvo EC.220 2016 TCTS .537.5,000 • Morbark 6600 . 2016 TCTS 51,000,000 Doosan DX190 2007 TCTS $325,000 Elgin Pelican 2015 TCTS 5290,000 Mobile'1-ube Truck -1997 TCTS 5190,000 Dodge Service Truck (DW) 2016 TCTS 5170,000 Ford Explorer(Jeff) 2023 TCTS $50,000 Chevrolet 250 Pick-up truck 2007 TCTS 540,000 Freightliner(Rebuild)/Roll-Off 2003 TCTS $150,000 ______... Green.Box/Containers 4-40 yd 2016 TCTS 555,000 S55,000 555,000 533,000 Recycling Green Box 1-20 yd 1996 TCTS S30,000 .____.._.. Explorer ��_ 2015 TCTS 540,000 ' Toyota Truck (Kenny) 2017 TCTS $40,000 Tico Truck#1 2016 TCTS 5160,000 Tico Truck#2 2016 TCTS 5160,000 • SUB-TOTAL 00 5895,000 5745,000 5345,000 SO SO SO SO — . $460,000 51,755,0 $50,000 .• .:: GRAND•TOTAL • . .: . . . .. .•$460,000' . $1,755,000 :5895,000 ": " 5745,000 •5345,000 . :- '$0 50 • '$0. . '•$0-: $50,000 Equipment Needs FY 26 5160,000 10 year total S4,230,009 Average Equipment Age for Site 13.45 Required fundingtenear S 425,000_ _ 17 14!laj®r equipment keplacemeq hedul _. ._ . . _ _ __ _ _ j.- Equipment Description year site FY 2023-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 FY 2031-32 FY 2032.33 FY 2033-34 FY 2034-35 Wheel Loader-John Deere 744 Kit 2018 STS $285,000 Excavator Volvo(ECR 235) 2017 STS S 235,000 ' Excavator CAT 325FL CR 2018 STS S300,000 Elgin Pelican-sweeper 2017 STS S 150,000 Service Truck 2010 S15 $ 40,000 Tico Yard tractor#3 2016 STS $ 170,000 Ottowa 30 Commando Switch Trk 2006 STS $ 50,000 Ottowa YT 30 Shuttle Trk 2006 STS 5 50,000 Ford 150 Extended Cab 2023 S15 550,000 Green Box/Container 2016 STS $10,0D0 New Yard Tractor 2023 STS 5 170,000 Zero-Turn Mower 2023 -STS - 520,000 Skid Steer Loader 2020 STS $50,000 SALEM TRANSFER STATION S 235,000 $ - 5 - S 340,000 S 50,000 5 460,000 S - S 323,000 5 150,000 S 50,000 __ SMITH GAP 5 - $ 3,175,000 S 1,280,000 S 825,000 S 90,000 S 600,000 S 695,000 $ 2,800,000 $ 171,000 S 650,000 TINKER CREEK S 460,000 S 1,755,000 5 895,000 5 745,000 S 345,000 $ - $ - S - S - 5 50,000 .•GRAND,TOTAL•• • . . _- • S 695,000 .$ 4,930,000 $: 2,175,000 .$ 1,910,000 $ -•485,000. $ 1,060,000 S' 695,000'.$ 3,125,000 $ - 321,000==$'= 750,000 Equipment Needs FY 26. - $ 235,000 10 year total $16,146,000 Average Equipment Age for Site 9.62 _ , Tinker Creek Transfer Station $ 4.25 ,,000 26.32% __ • Salem Transfer Station $ 1.610.000 9.97% Smith Gap $ 10,286,000 63.71% Available Funds on July 1,2025 $ 552,939 • Required funding year $ 1,559,306 18 GROUND WATER PROTECTION FUND The Ground Water Protection Fund(formerly the Environmental Fund) is established to provide funds, if needed, to address any adverse environmental effects on the surrounding area within the Host Community area that may result from the operation of the Smith Gap Regional Landfill. The fund also serves to assist in complying with post closure and corrective action requirements of state and federal financial assurance regulations. The existing fund balance is $500,000 and is adequate for the immediate five-year planning period as shown. No additional deposits are planned currently. 19 Z ApPPP. PPPAP. PPP � PpPPP. PZ` Z` DDMDDD > > > > > ; [ fn 5 5 '5 :5 ;S '5 5 5 ,Z 5 S S ;S :S 5 > 3 ;S ;5 :5 ;5 v a v a W t t o u o 0 c! 23 0 sl t o 0 0 o is u v u 8i Z .8 2 • L�. . � < < a a < < < a a < a < < a' < < ¢ < < < < < c a c C c c € a D 0 Co 0 Q 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 q = a (a 2 a a a �a co w Z Z Z Z Z Z a Z Z 2 Z Z 2 Z Z 2 2 Z Z 2 Z Z a a a a a a a a ap app app /� 2 Z Z Z Z 2 Z Z Z Z Z (-' . '*:.z * z. § § § § o o § § a o o § § § § § o o § § § § 0 25 § § o g S § § § P 0 . ' WQ s s 8 § § § § g. $ a g § s g s $ § § § s g § § § s s § § s g s s § a 11-1 .. CO . ei� Z o o • o O o 0 0 o 0 o o 0 o 0 0 o 0 0 o 0 o 0 o 0 0 0 0 0 0 0 o o 0 X N `r+ei6! Z Oa o o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 F*. QQ . 8 0 0 0 0 Op pO o0 O O0 0 0 p0 o O pO O O p0 O 80. O O O O O O O . 2 Z o o O o. O .c8 O O 00 O O O O CO GO O O o O 00 O C O CD CC mm • ® , CO 0 1 , Q, 4 Q M CO 0 8 8 O r N M 7. 10 CO P a0 Of O N M N Nq N N O O) 0 r N M v (in) O O O O C r r r r .- N N N N N N N N N N M Mp M {h, M M,,� N 0 to _ ,! () Q pN 2 "' `ab _O O . N {7 4 0 f� A o. th a N (' Ih 8 1� �0y� , M M M l a: co LU O 0 0 8 0 O O 0 O O o O O O O O O O O 0 c O 0 O O 0 O O O O O O o N } N N N N CV N N N N N CV N N CV N. CV N N N CV CV N N N N CV N CV N CV N N N N I - I HOST COMMUNITY FUND The Host Community Fund is established to fund the construction, operation, and/or maintenance of public improvements for the benefit of the Host Community which is defined as the area within a 5,000 ft. radius of the Smith Gap Regional Landfill property lines. Funded improvements will be established with input from the Host Community and set out in a public improvement plan as prepared and presented to the Authority by the Bradshaw Citizens Association(RCA). Originally, annual deposits were made in the amount of$10,000 monthly with the balance not to exceed $150,000. However, the Host Community, with assistance from Staff, increased the limit from $150,000 to $250,000 in FY 2014. The Host Community, through the BCA, is exploring its options for the use of the Host Community Fund. Existing and proposed funds are adequate for the immediate five-year planning period as shown. 21 - Roanoke Valley Resource Authority HOST COMMUNITY _ . Hat Community Fund FISCAL BEGINNING ANNUAL EXPENSES ENDING USES YEAR BALANCE DEPOSIT BALANCE 2002-03 58,000 10,000 0 68,000 2003-04 68,000 10,000 0 78.000 2004-05 78,000 10,000 0 88.000 2005-06 88,000 10,000 0 98.000 2006-07 98,000 10.000 0 108,000 2007-08 108.000 10,000 0 118.000 2008-09 118.000 10,000 0 128.000 2009-10 128,000 10,000 0 138,000 2010-11 138,000 10,000 - 0 148,000 2011-12 148.000 10,000 3.681 154,319 Intranet/property 2012-13 154,319 0 4,319 _ 150,000 IntraneUcapped 2013-14 150,000 10,000 525 159,475 Misc.Expenses 2014-15 159.475 10,000 0 169,475 2015-16 . 169.475 10,000 0 179,475- 2016-17 179.475 10,000 0 189,475 2017-18 189,475 10,000 0 199,475 2018-19 199,475 10.000 0 209,475 2019-20 209,475 10,000 0 219.475 _ 2020-21 219.475 10.000 0 229.475 _ 2021-22 229.475 10,000 0 239.475 2022-23 239.475 10.000 0 249.475 2023-24 249.475 525 0 250,000 2024-25 250,000 0 0 250,000 No Known Uses 2025-26 250,000 0 0 250,000 No Known Uses 2026-27 250,000 0 0 250,000 No Known Uses 2027-28 250,000 _ 0 0 250,000 No Known Uses _ 2028-29 250,000 0 0 250.000 No Known Uses 2029-30 250,000 0 0 250.000 No Known Uses _ 2030-31 250,000 0 0 250,000 No Known Uses 2031-32 250,000 0 0 250,000 No Known Uses 2032-33 250,000 0 0 250.000 No Known Uses - 2033-34 250,000 0 0 250,000 No Known Uses 2034-35 250,000 0 0 250.000 No Known Uses 2025-2026 RESERVE FUNDS 22 PROPERTY PROTECTION FUND The Property Protection Fund provides funds for payments under the Property Value Protection Policy for any actual decline in property values that may be directly attributed to their proximity to the Smith Gap Regional Landfill, as determined and outlined under the Policy. The Property Protection Fund balance of$370,430 is deemed to be sufficient for its intended purpose. Deposits to this fund may also be made from the proceeds of any property purchased and then resold under the terms of the Policy. Existing funds are adequate for the immediate five-year planning period as shown unless there is a major unforeseen issue arising at the landfill. 23 Roanoke Valley Resource Authority PROPERTY PROTECTION FUND _ Prope Protection Fund FISCAL BEGINNING ANNUAL EXPENSES ENDING USES YEAR BALANCE DEPOSIT BALANCE 2002-03 376,632 0 697 375.935 Miscellaneous 2003-04 375.935 92,258 25,000 443,193 Sale of Crawford,Markle. 2004-05 443.193 0,- 0 443,193 None 2005-06 443,193 0 0 443,193 None 2006-07 443,193 0 0 443,193 None 2007-08 443,193 0 0 443,193 None 2008-09 443.193 0 0 443,193 None 2009-10 443.193 0 0 443,193 None 2010-11 443,193 0 0 443,193 None 2011-12 443,193 0 0 443,193 None ' 2012.13 443.193 0 0 443,193 None 2013-14 443,193 0 0 443,193 None 2014-15 443.193 0 45,950 397,243 Sate of 8385 Bradshaw Rd 2015-16 397,243 200,000 212,464 384,779 See Note Below 2016-17 384,779 0 150 384,629 Misc Expense 2017-18 384,629 0 0 384,629 None 2018-19 384,629 0 0 384.629 None 2019-20 384,629 0 14,199 370,430 8827 Williby Road 2020-21 370,430 0 0 370,430 None 2021-22 370.430 .0 0 370,430 None 2022-23 370,430 0 0 _ 370.430 None 2023-24 370,430 0 0 370,430 None 2024.25 370,430 0 0 370,430 None Projected - 2025-26 370,430 0 0 370,430 None Projected 2026-27 370,430 0 0 370,430 None Projected 2027-28 370.430 0 0 370.430 None Projected 2028-29 370.430 0 0 370,430 None Projected 2029-30 370.430 0 0 370,430 None Projected 2030-31 370,430 0 0 370.430 None Projected 2031-32 370,430 0 0 370,430 None Protected 2032-33 370,430 0 0 370,430 None Projected 2033-34 370,430 0 0 - 370,430 None Projected. 2034-35 370,430 0 0 - 370,430 _ None Projected 2025-2026 RESERVE FUNDS 24 SITE DEVELOPMENT FUND The Site Development Fund provides funds for the construction of subsequent phases of the Smith Gap Regional Landfill cells. For the current planning period(FY '26), funding levels are planned at$1,829,913 due to the planned construction of Phase VIII in FY '29-30. The proposed funding level is $1,700,000 for FY '27 and going forward which provides sufficient funds in the short-and long-term. The amount of air space used is reviewed every year and adjustments to planned funding levels are made as necessary. 25 Roanoke Valley Resource Authority SITE DEVELOPMENT . FUND , Site Development Fund FISCAL BEGINNING ANNUAL EXPENSES ENDING USES YEAR , BALANCE. DEPOSIT BALANCE 2002-03 3,025,885 500,000 105,973 3,419,912 Misc.Engineering 2003-04 3,419,912 500,000 167,375 3.752,537 Misc.Engineering 2004-05 3,752,537 500,000 47,057 4,205,480 Misc.Engineering 2005-06 4,205,480 500,000 41,582 4,663,898 Misc.Engineering 2006-07 4,663,898 500,000 904,313 4,259,585 Phase V Construction 2007-08 4,259,585 1,500,000 4,414,187. 1,345,398 Phase V Construction 2008-09 1,345,398 500,000 _ 1,096,295 749.103 Phase V Construction 2009-10 749,103 300,000 98,985 950,118 Phase V Construction 2010-11 950,118 100,000 0 1,050,118 No Expentiture 2011-12 1,050,118 100,000 0 1,150,118 No Expentiture 2012-13 1,150,118 500,000 0 1,650,118. No Expentiture 2013-14 1,650,118 500.000 0 2,150,118 No Expentiture 2014-15 2,150,118 500,000 0 2,650,118 No Expentiture 2015-16 2,650,118 500,000 0 3,150,118 No Expentiture 2016-17 3,150,118 500,000 598,125 3,051,993 Phase VI Construction 2017-18 3,051,993 700,000 2,576.778 1,175,215 Phase VI Construction 2018-19 1.175,215 850.000 14,235 2,010,980 Stormwater Study 2019-20 2,010,980 400,000 49,735 2.361,245 See Attached 2020-21 2,361,245 0 2,505 2,358,740 See Attached 2021-22 2,358.740 277,261 19,858 2,616,143 Misc.Engineering 2022-23 2,616,143 5.559.640 265,724 7,910.059 Misc.Engineering 2023-24 7,910,059 719,333 7,465,1353 1,163,539 Phase VII Construction&PM Master Planning&Cell VIII&IX 2024-25 1,163,539 1,943,851 169,146 2,938,244 Wetland Permitting 2025-26 2,938,244 1,829,913 0 4,768,157 No Expenditure 2026-27 4,768,157 1,700,000 0 6,468,157 No Expenditure 2027-28 6,468,157 1,700,000 0 8,168,157 No Expenditure 2028-29 8,168,157 1,700,000 1,000,000 8,868.157 Phase VIII Engineering 2029-30 8,868,157 1,700,000 10,000,000 568,157 Phase VIII Construction&PM 2030-31 568,157 1,700,000 0 2,268,157 No Expenditure 2031-32 2,268,157 1,700,000 - 0 3,968,157 No Expenditure 2032-33 3,968,157 1,700,000 0 5,668,157 No Expenditure 2033-34 5,668.157 1.700,000 0 7,368,157 No Expenditure - 2034-35 7,368.157 1,700,000 0 9.068,157 No Expenditure 2025-2026 RESERVE FUNDS 26 Roanoke valley Resource Authority SITE DEV ELOPM ENT COSTS SMITH GAP.LANDFILL FISCAL `YEAR ACTIVITY EXPENSES 2020-21 No activity $ - $ - 2021-22 Misc.Engineering $ 19,858 $ 19,858 2022-23 Misc. Engineering $ 265,724 $ 265,724 2023-24 Construction phase VII Liner(10.07ac)& $ 7,465,853 $ 7,465,853 Construction management(CO/CA) 2024-25 Master Plan&VIII/IX Wetland Permitting $ 169,146 $ 169,146 2025-26 No activity 2026-27 No activity 2027-28 No activity $ $ - 2028-29 Phase VIII Engineering $ 1,000,000 $ 1,000,000 2025-2026 - 2T Reserve Funds Roanoke Valley Resource Authority SITE DEVELOPMENT COSTS CONTINUED FISCAL" YEAR- : .... ACTIVITY. 0 EXPENSES. 2029-30 Construction phase VIII Liner(8.8ac) $ 9,200,000 $ 10,000,000 Construction management $ 800,000 2030-31 No activity $ - $ - 2031-32 No activity 2032-33 No activity ,2033-34 No activity 2034-35 No activity estimated costs $ 11,000,000 available funds 7/1/2025 $ 2,938,244 additional funds required $ 8,061,756 deposit years 5 annual deposits required $ 1,612,351 NOTES Projections based on actual and estimated costs. 2025-2026 - Reserve.Funds 28 CAPITAL IMPROVEMENT FUND In FY 2008 - 2009, The Capital Improvement Fund was established by the Authority, outside the Master Indenture of Trust, to be used for various capital maintenance items and new projects anticipated for the short and long-term ten-year planning periods. Examples of the projects include concrete floor overlay, facility updates (i.e. carpet/flooring, bathroom/locker room/break room remodels), re-surfacing all asphalt internal roads and parking lots, replacing the heating and cooling systems, renovation and maintenance of all existing building structures, construction of a residential service area,and possibly a new and additional automated,in-bound scale. Projects may be added or amended as the solid waste operations and industry continues to evolve and funds are available. Due to the newly identified projects on the following page,there are deficits shown in the five-year planning period and funding levels are insufficient to fully fund all the improvements that are identified. There are deficits shown in ten-year planning period as well. The Capital Improvement Fund also serves to assist in complying with post-closure requirements of financial assurance regulations. 29 Roanoke Valley Resource Authority CAPITAL IMPROVEMENT FUND Capital Improvement.Fund. FISCAL BEGINNING ANNUAL EXPENSES ENDING USES YEAR BALANCE DEPOSIT BALANCE ' 2009-10 460,000 200,000 21.356 638,644 SG Dust&Od Control 2010-11 638,644 200.000 319.917 518,727 Tipper S TS Floor 2011-12 518,727 200,000 220,271 498,456 Tipper &Hollins Road 2012-13 498,456 100,000 408,900 489,556 Tipper&Roofing 2013-14 489,556 613,407 109,798 993,165 RSA Engring&Dirt,HVAC ' 2014-15 993,165 190,000 793.014 390,151 RSA&Roofing TS 2015-16 390,151 390,000 799,828 -19,677 RSA 2016-17 -19,677 390,000 _ 120,314 250,009 RSA 2017-18 250,009 253,133 50,000 _ 453,142 Bond 6 Deposit 2018-19 . 453.142 860,000 360,514 952,628. Misc Work 2019-20 952,628. 0 741,546 .211,082 Outbound Scale 2020-21 211,082 0 0 211,082 No Expense 2021-22 211.082 0 0 211,082 No Expense 2022-23 211,082 90,000 0 301,082 No Expense 2023-24 301,082 50,000 126,488 224,594 SG Scales&Salem Floor 2024-25 224,594 0 0 224,594 No Expense 2025-26 224,594 200,000 200,000 224,594 See Attached 2026-27 224,594 500,000 1,015,000 -290,406 See Attached 2027-28 -290,406 500.000 980.000 -770,406 See Attached 2028-29 -770,406 500,000 1,050.000 -1.320,406 See Attached y.. 2029-30 - -1.320,406 500,000 480,000 -1.300,406 See Attached 2030-31 -1,300,406 500,000 150,000 -950,406 See Attached 2031-32 -950,406 600,000 50,000 -500.406 See Attached 2032-33 -500,406 500,000 550,000 -550.406 See Attached ` 2033-34 -550,406 500,000 200,000 -250,406 See Attached 2034-35 -250.406 500,000 200,000 49,594 See Attached 2025-2026 RESERVE FUNDS 30 — Roanoke Valley Resource Authority CAPITAL IMPROVEMENT LIST „F. : ,.•' '?Project List;_ :. :' .FY 2025-26; ' FY 2026-27,,• .:FY 2027-28,, :;FY 2028-29 A .1 FY 29-30 '"'FY 30-31 `FY 3132 • by 3233%, t;tiFY 33-34 ".TFy 34-35''7 Concrete Slab&Retaining Wall(Mulch) $ 400.000 Overlay Floor(STS) One Side • $ 100.000 $ 100,000 Overlay Floor(TCTS)One Side $ 100.000 $ 100,000 Asphalt Resurfacing(SG) $ 150,000_ $ 150,000 Asphalt Resurfacing(SG)Spur Rd.Entrance $ 200,000. _ $ 250.000 • Roofing Repairs(STS) $. 300,000 • Roofing Repairs(SG) $ 300.000 Roofing Repairs(TCTS) $ 300.000 Concrete Truck.Tuming Pad(TCTS) $ 90,000 • Repaint Parking Pads For Trailers(TCTS) $ 25,000 Asphalt Resurfacing(TCTS)Two Part $ 150.000 $ 150,000 _ $ 200,000 $ 200,000. Replace Shop Garage Door(SG) $ 20,000 • Leachate Tank Bypass Installation(SG) $ 20.000, Replace Fuel Tank and Pumps(SG) _ $ 150.000 • Resurface,Entrance And Parking(SG) _ S 200,000 Pave Scales Area(SG) $ 40,000 ' Replace'Electric Panels On Tip Floor(SG) $ 120.000 Repair Site Fencing(SG) $ 45,000 ' Drain&Clean Fresh Water Tank(SG) S 50,000 Security cameras(SG) $ 70.000 , Security Cameras(STS) $ 70,000 • Upgrade Rostrums(SG) $ 20,000 Upgrade Restrooms(TCTS) $ 20,000 Upgrade Exterior Site Lighting(STS) $ 20.000 Upgrade Restroom&Break Room(STS) $ 25.000 Replace Old HVAC System(STS) $ 30.000 Repave Entrance 8 Exit To Tip Floor(STS) $ 100.000 , Repave Trailer Parking Lot(STS) —$ 300.000 Asphalt Resurfacing Scales to Tipper Floor(STS) $ 50,000 Upgrade Scale House 8 Restroom(TCTS) $ 80,000 • Upgrade'Scale House&Restroom(STS) • 5 80.000 • Replace HVAC System(TCTS) S 100,000 !Totals ,$ 200.000 $ 1,015,0001$ 980.000_$ 1,050.000 $ 480,000 $ 150.000 $ 50.000_$ 550,000_$ 200.000 r$ 200.000 Capital Needs FY 26 $ 200,000 Totals $ 4.875,000 Annual Deposits Required $ 487.500 2025-2026 • Reserve Funds 31 RUTROUGH ROAD LANDFILL POST-CLOSURE FUND The Rutrough Road Landfill Post-Closure Fund (RRLF PC Fund) was established with an initial contribution of$5,500,000 per the terms of the"Implementation Agreement For(i)Distribution and Indemnification Agreement dated October 23, 1991,and(ii) Assignment Agreement dated October 23, 1991." The sole purpose of the RRLF PC Fund was to provide the funding necessary for the Authority to manage the post-closure care of the closed Rutrough Road Landfill until (i) such time as the funds in the account are depleted; or, (ii) the Authority determines the account is no longer needed for its intended purpose, in which case, any funds remaining in the account shall be available for use by the Authority for any authorized purpose. The RRLF PC Fund is essentially depleted. Funds will remain in the Rutrough Road account to cover pump replacement/repair, site maintenance, or any other items that may arise. We anticipate that the remaining balance will be depleted by FY'26 when this Reserve account will be deleted from future Budgets. 32 ROANOIO:VALLEY RESOURC E/APTTHORITY • - _. - . , ._ APPROXIMATE P03T-CS.OSURE CARE COSTS.... r RUTROUGH ROAD 1AgDFILL . i FORxTHEYEARS41996;711ROUGH 2026' - - Date Fabnra!Y 4. 5 Cap Maint ROAD GM GAS SYST LEACHATE TOTAL INITIAL INTEREST FUND YEAR &ESC MALNT MISC MOWING _SAMPLING 0&M O 8 M CAPITAL, ADMIN EXPENSES DEPOSIT INCOME pALANCE 1996 $ - $ - $ • $ - $ - $ - S - $ - $ - $ 260,602 $ 6,452.077 $ 367,686 $ 6.559.161 1997 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 143.180 $ 6,561.769 $ 296.018 $ 6.714.607 1998 $ - $ • $ - $ - $ - $ - $ - $ - $ - $ 699,337 $ 6,772,712 $ 415.543 $ 6.488.918 1999 $ - $ - $ - $ - $ - $ - $ - $ $ - $ 373,485 $ 6,656,586 $ 357,990 $ 6,641,091 2000 $ - $ - $ - $ - '$ - $ - $ - $ - $ - $ 274.596 $ 6,502.918 $ 454.557 $ 6,682.879 2001 $ 5.239 $ 559 $ 7,705 $ - $ 57.565 $ 18.323 $ 98.018 $ 35.819 $ 40,659 $ 263.887 $ 6.418.992 $ 483,446 $ 6,902,438 2002 $ - 5' - $ 11,431 5' - $ 50,100 $ 8,402 $ 61,006 $ 4,958 $ 47,553 $ 183,450 $ 6,718.988 $ 215,808, $ 6.934.796 2003 $ 36,853 $21.141 $ 6,479 5' $ 44.057 $ 14,130 $ 146,909 $ - $ 52.589 $ 322.159 $ 6,612.637 $ 118.499 $ 6,731.136 2004 $ - $ - $ 7,231 $ 5,347 $ 83.773 $ 11,443 $ 178,053 $ 108.874 $ 59.301 $ 454.021 $ 6,277.115 $ 87,268 $ 6,364,383 2005 $ 3,800 $ - $ 10,295 $ 5,347 $ 74,232 $ 19,543 $ 327,074 $ 283.422 $ 62.665 $ 786.379 $ 5,578,005 $ 86.747 $ 5.664,751 2006 $` • $ - $ 9,694 $ 5.347 $ 59,511 $ 11,493 $ 218,653 $ 83,006 $ 67,205 ,S 454,908 $ 5.209,843 $ 181,687 $ 5,391,530 2007 $ - $ - $ 2,627 $ 5.880 $ 32.548 $ 25.751 $ 244,000 $ • $ - $ 307,230 $ 5.084,300 $ 249,892 $ 5,104.903 2008 $ - $ 3,500 $ 16,682 $ 6.500 $ 34.172 $ 9.480 $ 129,604 $ 27,736 $ - $ 378,869 $ 5,104.903 $ 230.103 $ 5,059.804 2009 $ - $ 1,658 $ 4,202 $ 8.815 $ 43.774 5 17.23D $ 187,143 $ - $ - $ 262.822 $ 4,842,081 $ 104,100 $ 4,901,082 2010 $ 19,927 $ 3,491 $ 32,078 $ 8.815 $ 112.082 $ 30,869 $ 327,489 $ - $ - $ 534.751 $ 4.366,331 $ 25,384 $ 4,391,715. 2011 $ 7,775 $ - $ 2,794 $ 8,815 ,$ 72,618 S 37.574 $ 221,058 $. 335,178 $125,000 $ 810,812' $ 3.580.903 $ 15,900 $ 3,596,803 2012 $ - $ 6,456 $ 4,410 $ 8,905 $ 58,716' $ 33,548 $ 323,970 $125,000 'S 561,005 $ 3,035.798 $ 9,261 $ 3,045,059 2013 $ - $ - $ 2,056 $ 12,254 $ 80.760 $ 26,184 $ 206.912 $ 56,992 $ 385,158 $ 2,659,901 $ 7,470 $ 2,667,371 2014 $ - $ 2,149 $ 5,297 $ 21,159 $ 48,575 $ 30,501 $ 359.747 $ 21,783 $ 11,914 $ 501,125 $ 2,166,246 $ 8,820 $ 2,173,066 2015 $ - $ - $ 3,291 $ 3,450 $ 98.177 $ 33,069 $ 299.200 $ - $ $ 437,187 $ 1.735.879 $ 8,019 $ 1,743,898 2016 $ - $ 6,027 $ 4,155 S 9,475 $ 75.090 $ 28.604 $ 306,400 $ - $ - $ 429,751 $ 1,314,147 $ 7,993 $ 528,192 2017 $ - $ 528.192 $ - 5 528.192 2018 $ - $ 528,192 $ - $ 528.192 2019 $ 427,182 $ 427.182 $ 101.010 $ 102,196 2020 -$ (15.444) S 86.752. $ 719 $ 87,471 2021 $ (11,840) $ 75,631 $ 600 $ 76,231 2022 $ - $ 76.231 $ 600 $ 76,831. 2023 $ - $ 76,831' $ 1,263 $ 78.094 2024 $ (32,137) S 45,957 $ 2,661 $ 48,618 2025 $ (22.340) $ 26,278 $ 1.542 $ 27,820 2026 TOTAL $ 73,594 $44.981 $.130,426 $ ,110.107 $ 1,025,751 $ 356,144 $'3,635:237 $ 1,384,950 $591,886 $9,170,135 $ 3,737576 33 RR expenses 34 _... . .... . ..... „ . " • ... .. , .,.. .. ROANOICE,VALLEY,RESOURCE AUTHORITY,' • _ - -• . _ -':. '•' For information Only •,". --'• : ' ' • "A :,, -,-:,.00ST,tiPSURE dAnt'OrniliaT$1, .Fti/TR—OUGH ROAD LANDFILL . ...„..... i '..:''.:: .•..'e'r.. .. , .....:-,7........,:—.r.......'........".%:-..,:..........,:...........--.,.....-‘ --+.» ':-...: . . .'. '.....' ' .' '„.: ' .• '..!t(FOR7HEYEARS 2017-TI:IktOUGH ilk2f3H: — '• — :"i.i. _,„..;.-''t - • ASSUMED ENGOF,parrCLOSURE CARE); ' ,.-..;.7', , ' ..,---:.-- . - ,, ,,.: •Date:t.lanuary 31;20241i .,. , „ ..... _.. Cap Maim. ROAD MISC CAN GAS SYST LEACHATE TOTAL INITIAL •INTEREST, FUND _ _.. . .... . ..... .. .. __... YITM & SC MAINT. Expgikisa ficiwimo SAMPLING p$M P_..4.M CAPITAL ADNIIN EXPENSES pEPOSIET INCOME BALANCE • $0 2019 $0 $0 SO SO $0 $0 $0 $0 $0 $0 SO $0. _ . .. .. 2020 $0 $O $0 $0 $0 $0 SO $0 $0 $0 $O $0 . .. 2021 $0 $0 $0 $0 $0 $0 $0 SO $0 $0 SO SO_ . .._ . . 2022 $0 $0 $0 $0 $0 $O $0 $0 $0 $0 SO $0 ... ....____.. . 2023 $0 $0 $0 $0 $0 SO $0 $0 $0 $0 $0 SO ..... I 2024 ' $0 $0 $0 $O $O $0 $0 $0 $0 $0 _ . $0 $0.. . ... __ . . t, 2025 $0 $0 SO $O ' $O $0 $0 $0 $0SO SO . $0 S - _ ... 2026 . $0 SO $0 $0 $0 $0 $0 SO SO $0 $O $O . ._. _ __... , __ ____ __ . . . - • The post cloure care activities were transferred to the Authority's operating budget for FY 2019.The . - _ remaining post closure care funds are being used to comply with a DEQ letter of compliance. Please • ------ ------ see project status reports. ' - . .. _... ...___ . , . ,..__ ....... _ ..._... . .... .. _... ... .... ..,. . ..__ . .. . . ... TOTAL , ; - $ ' - $ - $ - $ • $ - $ _ . . _. Funds remaining for Leachate force main and lift station . $0 $ - $ - . , . - , •.. .. . ,_ . _ . . . __ . . . , . . .. ...,.,, ..,,,.,,, _ ___ _ _ ... ___ . . • . _ ___ _ _____... __ Ail Operating cost have beenmoved to the annual budget and are funded from the administration accounts ., . . .. . . . ' ' . . . 34 • CONTINGENCY FUND The purpose of the Contingency Fund is to provide (i) rate stabilization on an annual basis; and(ii)emergency funding for unforeseen increases in expenses or decreases in revenues.- As noted earlier in this report, Staff projects a balance of$1,529,339 that will be available in the Contingency Reserve Fund as of the start of FY '26. The Authority's Policy has the goal of retaining 8-10% of its annual operating budget in its Contingency Reserve. This projected balance is 8%of the FY'26 operating budget of approximately$19.1 M and is therefore compliant with the Authority's Policy. The Contingency Fund also serves to assist in complying with post-closure requirements of financial assurance regulations. • • 35 • Roanoke Valley Resource Authority CONTINGENCY _ FUND L. FISCAL BEGINNING YEAR ° . BALANCE : DEPOSITSTRANSFERS BALANCE .: •••: 'COMMENTS - 2002-2003' _ 6.692,559 ' 0 - 451:845 6,240,714 Deficit from Operations 2003-2004 . 6,240,714 224,069 0 6,464,783 Surplus from.Operations 2004-2005 . 6,464,783 18,773 0 6,483,556 Surplus from Operations . 2005-2006 6,483,556 276,040 0 6,750,596 Surplus from Operations 2006-2007 6,759,596 0 783,555 5,976,041 Transfer to Operating Budget 2007-2008 5,976.041 0 926,499 5,049,54'2 Transfer to Operating Budget _ 2007-2008 5,049,542 873,246 0 5,922,788 Surplus from Operations 2008-2009 - 5,922,788 0 1,289,635. 4,633,153... .Transfer to Operating Budget 2008-2009 4,633,153 70,441 0 4,703,594 Surplus from Operations 2009-2010 4,703,594, . 0 ,2,053,044 . . . 2,650,550 Transfer to Operating Budget._ 2009-2010 2,650,550 637,466 0 3.288.015 Surplus from Operations 2010-2011 _ 3,288,015. 0 • 3,171,248 116,767 Transfer to Pay Bond Debt 2010-2011 . 116,767 244,082 0 360,849 Surplus from Operations.. 2011-2012 360,849 244,000 0 604,849 Transfer from Post Development 2011-2012 .604,849 1,140,111. . 0 , 1,744,960 Surplus from Operations 2012-2013 1,744,960 0 490,991 1,253,960 . Transfer to Operating Budget 2012-2013 1.253,969 .0 62,130 1,191,839 Transfer for Residential Area _ 2012-2013 1,191,839 425,662 0 1,617,501 Surplus from Operations 2013-2014 . 1,617,501 0 405,405 1,212,096 ' Transfer to Operating Budget • 2013-2014 1,212,096 543,103 0 1,755,199 Surplus from Operations 2014-2015 ' 1,755,199 0 456,323 1,298,876 Transfer to Operating Budget 2014-2015 1,298,876 812,290 0 •2,111,166 Surplus from Operations 2015-2016 2,111,166 . . 0. 200,000. 1,911,166 Transfer to Property Protection _ 1 2015-2016 1,911,166 0 434,974 1,476,192 _ Transfer to Operating Budget 2015-2016 1,476,192 986,254 0 2,462,446 Surplus from Operations 2016-2017 2,462,446 1,095,038 0 3.557,484 Surplus from Operations 2017-2018 3,557,484 1,246,947 0 4,804,431 Surplus from Operations 2018-2019 4,804,431 0 1,081.298 3,723,133 Deficit&transfer to Operations 2019-2020 3,723,133 0 0 3,723,133 Transfer to Operating Budget 2020-2021 3,723,133 0 0 3,723,133 Transfer to Operating Budget 2021-2022 3,723,133, 0 2,239,194 1,483,939 NS Payment, Ops.,LOC 2022-2023 1,483,939 0 0. 1.483.939 Nothing Planned 2023-2024 1,483.939 0 0 1,483,939 Nothing Planned 2024-2025 1,483,939 0 0 1,483,939 Nothing Planned ' 2025-2026 1,483,939 45,400 0 1,529,339 Nothing Planned Contingency Funds Available $ 1,483,939 Proposed Transfer for FY 2025-2026 Budget $ 45,400 Contingency Balance $ 1,529,339 2025-2026 RESERVE FUNDS . 36 . City of Roanoke Department of Finance 1:i.,l Revenue Summary February 2025(Unaudited) FY24 Actual YTD FY25 Current %of (Prior Year Council FY 25 Adopted Budget With Budget Report) Budget,May 2024 Amendments FY25 Actual YTD Achieved General Property Taxes S 74,126,428 I S 165,570,0001S 165,570,0001 S 79,086,908 I r 47.8% Real Estate Tax 63,467,282 122,220,000 122,220,000 68,280,609 55.9% Real Estate Tax District 561,083 1,151,000 1,151,000 588,857 51.2% Persona/Property Tax 4,110,690 32,755,000 32,755,000 3,359,814 10.3% Public Service Tax 4,527,243 6,264,000 6,264,000 5,171,110 82.6% Penalties and Interest 1,460,129 3,180,000 3,180,000 1,686,518 53.0% Other Local Taxes S 50,606,425 I S 98,123,000 S 98,123,000 S 50,275,201 51.2%1 Sales Tax 1% 14,515,402 29,862,000 29,862,000 15,159,756 50.8% Consumer Utility Tax 5,284,912 8,983,000 8,983,000 5,588,199 62.2% Cigarette Tax 996,343 1,452,000 1,452,000 1,009,534 69.5% Recordation and Probate Taxes 725,553 1,701,000 1,701,000 813,281 47.8 Business&Occupational License, 9,984,694 17,412,000 17,412,000 8,551,987 49.1% Franchise Fees 104,422 400,000 400,000 127,367 31.8% Transient Occupancy 3,190,125 5,825,000 5,825,000 3,210,440 55.156 Motor Vehicle License 722,820 2,979,000 2,979,000 624,025 20.9% Admissions 679,743 1,097,000 1,097,000 681,951 62.2% Prepared Foods and Beverage 12,091,712 22,250,000 22,250,000 12,218,544 54.9% Bank Stock Taxes 24,990 1,842,000 1,642,000 7,971 0.4% Communications Tax 2,285,711 4,320,000 4,320,000 2,282,146 52.8% LOCAL TAX TOTAL S 124,732,852 I S 263,693,000 I S 263,693,000 I S 129,362,109_1 SRO Permits,Fees,and Licences 1,696,222] 2,496,000 L 2,496,000 l 1,408,559 I E56.4% Fines and Forfeitures 449,387 I 717,000 I 717,000_1 r 422,274 I L 58.9%1 Revenue From Use of Money&Propc 2,998,851 I 1,750,000 1,750,0001 2,891,413i r 165.2%1 Grants-in-Aid Commonwealth 43,251,2551 88,888,000 90,103,339 48,388,858 r 51.5S Grants-In-Aid Federal Government -, -I - L NSA Charges for Services 9,836,670 I L 20,503,0001 20,503,000 1 [ 9,431,603 I L 46.M_I Miscellaneous Revenue 744,235 I r 951,000 I 851,008� [ 296,200] r 34.8%1 Operating 24,332 I 1 38,000 i 38,000-i r- 44,786 r 117.9% Non-Operating 1.445,771 1 L NIA Miscellaneous 95.852 I 170,0007 170,000 119,612 I 70A% NON-LOCAL TAX TOTAL 60,542,5751 , 115'413'1" 1 illii=r31 GRAND TOTAL S 185,275,427 ,339 AIM �I City of Roanoke � % Department of Finance ROANOKE Expenditure Summary February 2025 (Unaudited) -target FY 25 Adopted FY 25 Current 8 Months FY 24 Actual YTD Budget, May 2024 Budget With FY 25 Actual YTD % ofBudget 8.3%/mo Non-Departmental $ 78,371,401 $ 137,189,321 $ 139,610,670 $ 85,018,941 60.9% 66.4% Public Safety 60,193,168 87,676,511 88,786,268 62,104,360 69.9% 66.4% Health and Welfare 31,648,673 49,285,841 49,329,761 34,001,565 68.9% 66.4% Public Works 25,986,078 36,790,410 28,565,843 16,339,434 57.2% 66.4%° General Government 23,608,814 32,093,188 42,894,526 26,754,715 62.4% 66.4% Parks, Recreation and Cultuj 7,694,895 13,083,112 12,675,779 8,524,373 67.2% 66.4% Community Development ! 6,524,951 10,926,919 10,869,358 6,462,424 59.5% 66.4% Judicial Administration 7,620,149 12,060,698 12,094,415 8,709,155 72.0% 66.4% Total General Fund Expendil $ 241,648,129 $ 379,106,000 $ 384,826,620 $ 247,914,967 64.4% 66.4%1 City of Roanoke �' Department of Finance ROANOKE Expenditure Detail - General Government February 2025 (Unaudited) FY24 FY25 FY25 FY25 % of Target Adopted Budget, Current Budget 8 Months Actual YTD May 2024 With Amendments Actual YTD Budget 8.3%/mo General Government City Council S 200,451 S 367,979 $ 367,979 S 225,701 61.3% 66.4% City Clerk 557,963 603,265 603,265 387,273 64.2% 66.4% City Manager 996,642 1,579,294 1,694,494 1,024,910 60.5% 66.4% Management and Budget 501,636 927,835 i 927,835 466,178 50.2% 66.4% Community Engagement 288,098 1,552,989 1,407,989 766,147 54.4% 66.4% Evironmental Management 318,162 548,361 568,792 518,589 91.2% 66.4% Executive Leadership - - - 154,792 - 0.0% City Attorney 781,410 1,203,522 1,203,522 902,517 75.0% 66.4% Finance 1,847,282 2,759,851 2,764,253 1,856,247 67.2% 66.4% Commissioner of Revenue 1,193,292 1,890,443 1,891,946 1,177,168 62.2% 66.4% Treasurer 1,499,730 2,381,389 2,450,229 1,647,853 67.3% -66.4%_. Real Estate Valuation 1,106,795 1,848,651 1,853,955 1,189,785 64.2% 66.4% Board of Equalization - 8,501 8,501 1,136 13.4% 66.4%; Purchasing 593,492 846,545 846,545 499,353 59.0% 66.4% Municipal Auditing 601,690 1,002,601 1,185,931 586,585 49.5% 66.4% General Services Director 152,203 194,761 194,761 146,214 75.1% 66.4% Human Resources 1,268,969 2,318,790 2,478,132 1,396,583 56.4% 66.4% Risk-Administration 1,328,980 1,931,176 1,941,788 1,384,267 71.3% 66.4% Employee Health Services 525,879 958,383 1,099,918 526,584 47.9% 66.4% Electoral Board 600,100 1,105,003 1,105,003 627,550 56.8% 66.4% Department of Technology 3,246,247 6,753,168 6,770,226 4,019,458 59.4% 66.4% Fleet 9,148,848 8,789,509 11,529,462 7,249,825 62.9% 66.4%4 $ 26,757,869 $ 39,572,016 $ 42,894,526 S 26,754,715 62.4% 66.4% N UI UI UI UI N Vs UI N CA N UI UI UI UI UI UI CO CA UI EA UI UI UI CA N UI UI UI UI CA w UI N N N;N N N N N IU wigs N N N p t30 w V qq N N + + + + O Iw p O O O O S p + N O UI N + S V A W W N N + + W W N N N + O O P ? 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A AIA AA A A.AIA A;A A A A'A A A Ail& A A AA AIA AIA A A A!A A1A A A 3 .. a" ,a 010 0 0 0 a,aia 010 010 0 at at at 010 0 a a, s a 0 0 a!a a slat 010 a at ° IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of April 2025. No. 43169-040725. A RESOLUTION approving the Roanoke Regional Airport Commission's 2025-2026 proposed operating and capital budget upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that in accordance with the requirements of the Roanoke Regional Airport Commission Act, as amended, and the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended, the City of Roanoke hereby approves the Roanoke Regional Airport Commission's 2025-2026 proposed operating and capital budget, as well as a separate listing of certain proposed capital expenditures, as more particularly set forth in a report from the Roanoke Regional Airport Commission to this Council dated April 7, 2025, from the Commission's Executive Director, Mike Stewart. ATTEST: CLeacci City Clerk. ROANOKE REGIONAL AIRPORT COMMISSION Roanoke-Blacksburg Regional Airport 5202 Aviation Drive Roanoke,VA 24012-1148 (540)362-1999 FAX(540)563-4838 www.flyroa.com March 26, 2025 Honorable Mayor and Members Roanoke City Council 215 Church Avenue, SW Roanoke,Virginia 24011 RE: Roanoke Regional Airport Commission Fiscal Year 2025-2026 Budget and Proposed Capital Expenditures Dear Mayor Cobb and Members of Council: It is with pleasure that I enclose the RRAC Fiscal Year 2025-2026 Operating Budget(Attachment I)for your consideration and approval. This Budget was adopted by the Commission at its meeting on March 25, 2025. Also enclosed is a separate listing of Capital Expenditures which are expected to individually exceed$100,000 in cost and are intended to benefit five or more future accounting periods(Attachment II). The Airport's Total Operating Revenue is $15,939,000 with$14,468,361 in expenses,producing a net Operating Income of$1,470,639. No deficit is anticipated in either the Operating Budget or the listed Capital Expenditures;therefore,no additional appropriations are being requested or anticipated from the Cities of Roanoke or Salem,or the County of Roanoke. Formal approval of the Operating Budget and the Capital Expenditure List by resolution of each of the participating subdivisions would be appreciated. I will be glad to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission,thank you very much for your assistance and continued support of the Roanoke-Blacksburg Regional Airport and its vital role in the economic vitality of our entire region. Sincerely, Mike Stewart Executive Director Enclosures cc: Chair and Members, Roanoke Regional Airport Commission Eric Monday,General Counsel Tim Spencer,Roanoke City Attorney Valmarie Turner,Roanoke City Manager Cecelia"Suzie"F.McCoy,Clerk,Roanoke City Council Roanoke Regional Airport Commission Budget Executive Summary Proposed Budget FY 26 vs.Actual Budget FY 25 Annual Budget Proposed Budget FY 25 FY 26 $Change %Change Operating Revenues Airfield 1,573,000 1,686,000 113,000 7% General Aviation 654,500 924,000 269,500 41% Terminal Related 7,923,850 9,977,000 2,053,150 26% Other Revenues 1,484,000 1,261,000 (223,000) -15% Interest on Investments 1,747,000 1,741,000 (6,000) 0% Gain/(Loss)on Sale of Assets 10,000 10,000 0% State Funds 310,000 340,000 30,000 10% Federal Reimbursable Funds 119.000 • (119.000) -100% Total Operating Revenues 13,821,350 15,939,000 2,117,650 15% Operations and Maintenance Expenses Salaries,Wages and Benefits 7,775,339 9,277,898 1,502,559 19% Operating Expenditures 4,780,000 4,664,199 (115,801) -2% Other Maintenance&Improvement Projects 44,300 83,200 38,900 88% Debt Service-Interest 228,500 443,064 214,564 94% Total Operations and Maintenance Expenses 12,828,139 14,468,361 1,640,222 13% Operating Net Income 993.211 1.470,639 477,428 48% Capital Revenues Federal AIP Entitlements 1,800,000 4,417,800 2,617,800 145% Federal BIL Entitlements 5,547,574 7,199,205 State Entitlements-Current 1,760,000 1,760,000 - 0% State Entitlements-Prior Year 6,023,150 494,779 (5,528,371) -92% Passenger Facility Charges(PFC) 719,388 1,520,000 800,612 111% Other Funds-Debt 7,000,000 - (7,000,000) -100% Net Retained Earnings 2,821,605 (759,000) (3.580,605) 0% Total Capital Revenues 25,671,717 14,632,784 (12,690.564) -49% Capital Expenses Capital Projects 20,124,143 14,632,784 (5,491,359) -27% Total Capital Projects 20,124,143 14,632.784 (5,491,359) -27% Customer Facility Charges Revenues 796,182 781,000 -15,182 -2% Expenses 33,284 35,957 2,673 8% Debt Service-Interest-CONRAC 187,544 176,217 (11,327) -6% CFC Net Income 608.638 604,783 -3.855 •1% Cash Available for Debt Service(125%P+I) 930,000 ROANOKE REGIONAL AIRPORT COMMISSION REVENUE PROJECTIONS FISCAL YEAR 2026 Actual I 2026 Percentage Revenues 2025 2025 Proposed Change thru Projected Budgeted Budget Increase 12/31/24 Revenues Revenues Revenues (Decrease) Airfield Commercial Carriers 601,298 1,185,502 1,078,000 1,191,000 10 5% Cargo Carriers 174,621 348,234 345,000 347,000 0.3% Cargo Ramp Rental 72,347 143,964 147,000 148,000 0.7% Total Airfield 848,266 1,677,701 1.571.000 1,686,000 7.3% General Aviation Building & Hangar Rental 279,147 555,909 535,600 179,000 -66.6% Land Revenue 12,767 25,534 23,400 275,000 1075.2% Fuel &Oil Sales 18,119 33,253 62,000 432,000 596.8% Landing Fees 14,445 31,018 29,000 31,000 6.9% Ramp&Tie Down Fees 3,337 6,674 4,500 7,000 55.6% Total General Aviation 327.815 652,388 654,500 924,000 41.2% Terminal Related Airline Terminal Rentals 905,408 1,802,140 1,679,000 1,799,000 7.1% Rental Car Concession 1,119,280 2,014,957 2,064,878 2,016,000 -2.4% Other Lease&Concession Rentals 310,836 629,783 489,122 674,000 37 8% Parking Lot 2,489,173 4,730,427 3,690,850 5,488,000 48.7% Total Terminal Related 4.824,697 9,177,307 7.923.850 9,977,000 25.9% Other Revenues Other Building Rentals 610,380 1,149,536 1,257,000 1,117,000 -11 1% Non-Aviation Land Rentals 113,239 202,000 215,000 125,000 -41.9% Other Fees and Miscellaneous Income 9,537 18,423 12,000 19,000 58.3% Total Other Revenues 733,156 1.369,959, 1.484.000 1,261,000 -15.0% Non-Operating Revenues _ Interest on Investments 1,033,893 2,067,786 1,747,000 1,741,000 -0.3% Gain/(Loss)on Sale of Assets 6,451 6,451 10,000 10,000 0.0% State Entitlement Grant Funds 10,560 340,000 310,000 340,000 9.7% Federal Reimbursable Funds-TSA(LEO) 59,264 59,264 119,000 100.0% Total Non-Operating Revenues 1,110,168 2,473.501 2.186.000 2.091,000 -4% TOTAL REVENUES 7,844,102 15,350,856 13,819,350 15,939,000 15.3% RRAC FY 26 Revenue Budget Other 3% Interest Income Ak lne 11% 1996 Bldg,Hangar&Land Leases 7% Ground Trans Genii Av 0% 6% Lease&Concession 4% Cargo 3% Rental Car 1396 Parking 34% ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget $Inc °k Inc OPERATING EXPENSE BUDGET FOR FY 25 FY 26 FY 26 PERSONNEL SERVICES: REGULAR SALARIES $5,021,294 $6,111,978 $1,090,684 21.7% OVERTIME WAGES $70,065 $106,008 $35,943 51.3% HALF-TIME WAGES $23,916 $25,901 $1,985 8.3% INCENTIVE PROGRAM $0 $0 $0 100.0% DEFERRED COMPENSATION-ER MATCH $31,200 $37,700 $6,500 20.8% RETIREMENT $1,021,272 $1,197,852 $176,580 17.3% FICA $396,201 $474,240 $78,039 19.7% HEALTH INSURANCE $1,009,293 $1,089,609 $80,316 8.0% RETIREE HEALTH INSURANCE $4,000 $8,000 $4,000 100.0% LIFE INSURANCE $69,214 $83,304 $14,090 20.4% LONG TERM DISABILITY INSURANCE $18,474 $18,523 $49 0.3% ID SHIELD/LEGAL SHIELD $7,550 $0 ($7,550) -100.0% PAID LEAVE $102,859 $124,783 $21,924 21.3% TOTAL PERSONNEL SERVICES $7,775,338 $9,277,898 $1,502,560 19.3% OPERATING EXPENSES: PROFESSIONAL SERVICES: FINANCIAL AUDIT $43,500 $50,300 $6,800 15.6% CONCESSIONS & INTERNAL AUDIT $5,000 $10,000 $5,000 100.0% FINANCIAL CONSULTANTS $2,500 $67,500 $65,000 2600.0% HR CONSULTANTS $4,100 $19,000 $14,900 363.4% TRAINING CONSULTANTS $10,300 $9,500 ($800) -7.8% LEGAL SERVICES $0 $0 $0 0.0% EMPLOYEE ASSISTANCE PROGRAM $720 $750 $30 4.2% PASSENGER SURVEYS $0 $0 $0 0.0% A & E FEES $40,000 $90,000 $50,000 125.0% EPA CONSULTANTS & TESTING $7,000 $13,500 $6,500 92.9% TEMPORARY EMPLOYMENT $9,000 $10,000 $1,000 11.1% OTHER PROFESSIONAL SERVICES $259,986 $191,620 ($68,366) -26.3% 1 OF 7 f ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget OPERATING EXPENSE BUDGET FOR FY 25 FY 26 t Inc %Inc FY 26 _ IT SUPPORT SERVICES $204,639 $243,905 $39,266 19.2% TOTAL PROFESSIONAL SERVICES $586,745 $706,075 $119,330 20.3% ARFF SERVICES: DISASTER TRAINING $11,000 $7,500 ($3 500) -31.8% FOAM $2,000 $2,000 $0 0.0% TOTAL ARFF SERVICES $13,000 $9,500 ADMINISTRATIVE EXPENSE: FINGERPRINTING EXPENSES $8,000 $8,000 $0 0.0% BIDS & LEGAL ADVERTISEMENTS $7,000 $6,500 ($500) -7.1% POSTAGE AND EXPRESS MAIL $2,500 $2,040 ($460) -18.4% OFFICE SUPPLIES $7,750 $20,535 $12,785 165.0% COMPUTERS AND OTHER HARDWARE $36,600 $32,885 ($3,715) -10.2% SOFTWARE AND LICENSES $53,240 $118,000I' $64,760 121.6% FURNITURE AND OFFICE EQUIPMENT $0 $10,000 $10,000 100.0% FOOD SERVICES $504 $504 $0 0.0% OTHER ADMINISTRATIVE EXPENSE $9,588, $208,752 $199,164 2077.2% RECORDS PRESERVATION $8,244 $0!I '$8,244) -100.0% TOTAL ADMINISTRATIVE EXPENSE $133,426 $407,215i $273,789 205.2% DUES & SUBSCRIPTIONS: DUES MEMBERSHIPS & SUBSCRIPTIONS $47,958 $52,875 $4,917 10.3% TOTAL DUES &SUBSCRIPTIONS $47,958 $52,875� $4,917_ 10.3% i EMPLOYEE PROGRAMS: EMPLOYMENT EXPENSE $0 $5,000 $5,000 0.0% EMPLOYEE TESTING $5,004� $7,000 $1,996 39.9% SPECIAL EVENTS $12,504 $12,004 ($500) -4.0% HR EMPLOYEE ACTIVITIES $2,500 $2,500 $0 0.0% MILEAGE REIMBURSEMENT $0 $0 $0 0.0% TUITION REIMBURSEMENT i $2,2151 $2,500 $285 12.9% 2 OF 7 ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget f Inc %Inc OPERATING EXPENSE BUDGET FOR FY 25 FY 26 FY 26 j UNIFORMS $34,796 $66,500 $31,704' 91.1% EMPLOYEE AWARDS $6,800 $6,950 $150' 2.2% TRAINING & TRAVEL $126,110 $115,300 ($10,810) -8.6% 'WELLNESS PROGRAM $10,020 $10,000 ($20) -0.2% TOTAL EMPLOYEE PROGRAMS $199,949 $227,754 $27,805 13.9% MARKETING & PROMOTIONS: PROMOTIONAL ADVERTISING $0 $0 $0 0.0% PROMOTIONAL EVENTS $34,992 $0 ($34,9 100.0% GIVEAWAYS $2,496 $2,500 $4 100.0% DATA SERVICES $31,239 $26,450 ($4,789) -15.3% AIR SERVICE DEVELOPMENT $75,000 $75,000 $0 0 0% AIR SERVICE TRAVEL $0, $0 $0 0.0% WEBSITE $55,9921 $93,480 $37,488 67.0% OTHER MARKETING & PROMOTIONS $69,717 $40,000 ($29,717) -42.6% MARKETING CAMPAIGN $204,000, $250,000 $46,000 22.5% VOLUNTEER PROGRAM I $1,200 $500 ($700 -58.3% TOTAL MARKETING & PROMOTIONS $474,636 $487,930 $13,294 2.8% UTILITIES: TELEPHONE AND WIRELESS SERVICES $36,7581 $37,836 $1,078 2.9% COMMUNICATIONS SERVICES $564 $480 ($84) -14.9% ELECTRICITY $585,322 $545,352 ($39,970) -6.8% NATURAL GAS $118,257 $143,475 $25,218 21.3% WATER & SEWER $80,800 $87,274 $6,474 8.0% STORMWATER Facilities R & M $6,400 $2,800 ($3,600) -56.3% STORMWATER UTILITY FEE $252,000 $274,985 $22,985 0 TOTAL UTILITIES $1,080,101 $1,092,203 $12,102 1.1°4 FACILITIES MAINTENANCE: HVAC MAINTENANCE $76,384 $83,000 $6,616 8.7% FACILITY MANAGEMENT SYSTEM MAINTENANCE $47,600 $47,600 $0 0.0% FIRE SPRINKLER SYSTEM MAINTENANCE $9,100 $8,000 ($1,100) -12.1% FIRE ALARM SYSTEM MAINTENANCE $7,750 $5,500 ($2,250) -29.0% ELEVATOR / ESCALATOR MAINTENANCE $26,170 $27,500 $1,330 5.1% AUTOMATIC DOOR MAINTENANCE $5,200 $7,460 $2,260 43.5% LOADING BRIDGE MAINTENANCE $7,500 $9,500 $2,000 26.7% BAGGAGE SYSTEM MAINTENANCE $10,000 $10,000 $0 0.0% 3 OF 7 r ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget OPERATING EXPENSE BUDGET FOR FY 25 FY 28 :Inc %Inc FY26 SECURITY ACCESS SYSTEM MAINTENANCE $1,860 $3,500 $1,640 88.2% BUILDING REPAIR & REPLACEMENT $54,120 $60,608 $6,488 12.0% EMERGENCY GENERATOR MAINTENANCE $7,530' $7,250 ($280) -3.7% PEST CONTROL $2,3801 $2,050 ($330) -13.9% WINDOW & PANEL CLEANING $15,0001 $15,000 $0 0.0% WALL COVERINGS AND PAINTING $750 $750 $0 0.0% TERMINAL LIGHTING $3,680 $3,000 ($680 -18.5% TOTAL FACILITIES MAINTENANCE $275,024 $290,718 $15,694 5.7% FUEL: AUTO FUEL $28,000i $26,000 ($2,000) -7.1% DIESEL FUEL $16,000 $14,000 ($2,000) -12.5% TOTAL FUEL $44,000 $40,000 ($4,000) -9.1% EQUIPMENT MAINTENANCE: VEHICLE MAINTENANCE j $12,850 $12,000 ($850) -6.6% SHUTTLE BUS MAINTENANCE j $1,000 $1,000 $0 0.0% TRACTOR & MOWER MAINTENANCE $7,850 $9,000 $1,150 14.6% ARFF VEHICLE MAINTENANCE $30,000 $41,183 $11,183 37.3% SNOW REMOVAL EQUIPMENT MAINTENANCE $16,200 $62,000 $45.800 282.7% RADIO REPAIR & REPLACEMENT $41,322 $25,300 ($16,022) -38.8% CUSTODIAL EQUIPMENT REPAIR / REPLACE $10,200 $10,000 ($200) -2.0% TELEPHONE SYSTEM MAINTENANCE $1,285 $1,400 $115 8.9% COPIER MAINTENANCE $8,500 $8,500 $0 0 0% OFFICE EQUIPMENT MAINTENANCE $8,500 $0 ($8,500) -100.0% OTHER EQUIPMENT MAINTENANCE $11,180 $8,200 ($2,980) -26.7% TOTAL EQUIPMENT MAINTENANCE $148,887 $178,583 $29,696 19.9% AIRSIDE MAINTENANCE: WILDLIFE MANAGEMENT $16,320 $16,500 $180 1,1% TRASH REMOVAL $22,515 $24,950 $2,435 10.8% RECYCLE PROGRAM $1,500 $1,500 $0 0.0% AIRFIELD TURF MAINT $500 $500 $0 0.0% 'TREES & SHRUBS $4,000 $5,500 $1,500 37.5% 4 OF 7 ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget OPERATING EXPENSE BUDGET FOR FY 25 FY 26 $Inc Inc FY 26 SNOW REMOVAL $13,500 $45,000 $31,500 233.3% PAVEMENT MARKING $136,200 $90,000 ($46,200) -33.9% FRICTION TESTING $0 $0 $0 100.0% CRACK SEALING $12,500 $6,000 ($6,500) -52.0% FENCING $7,800 $5,000 ($2,800) -35.9% TUNNEL MAINTENANCE $12,500 $12,500 $0 0.0% HAZARDOUS WASTE REMOVAL $5,500 $35,500 $30,000 545.5% AIRFIELD LIGHTING &SIGNAGE $10,000 $10,000 $0 0.0% OUTSIDE LIGHTING $3,750 $3,500 ($250) -6.7% WEED CONTROL $6,800 $5,000 ($1,800) -26.5% EMAS MAINTENANCE $1,500 $15,000 $13,500 900.0% AIRFIELD REPAIR $5,000 $4,000 ($1,000) -20.0% ROAD REPAIR/PARKING LOT REPAIR $5,000 $4,500 ($500) -10.0% $0 $0 TOTAL AIRSIDE MAINTENANCE $264,885 $284,950 $20,065 7.6% SUPPLIES: HOUSEKEEPING SUPPLIES $62,750 $74,500 $11,750 18.7% VEHICLE SUPPLIES $9,000 $13,145 $4,145 46.1% SUPPLIES $26,186 $18,550 ($7,636) -29.2% WILDLIFE MANAGEMENT SUPPLIES $4,500 $4,750 $250 5.6% FLAGS $500 $500 $0 0.0% FIRST AID SUPPLIES $5,000 $5,000 $0 0.0% SAFETY SUPPLIES $4,250 $5,650 $1,400 32.9% SIGNS $4,000 $6,000 $2,000 50.0% TOOLS $16,030 $22,500 $6,470 40.4% TOTAL SUPPLIES $132,216 $150,595 $18,379 13.9% CHEMICALS: SAND $1,500 $0 ($1,500) -100.0% DRY DE-ICER $8,500 $12,500 $4,000 47.1% LIQUID DE-ICING FLUID $43,580 $43,500 ($80) -0.2% TOTAL CHEMICALS $53,580 $56,000 $2,420 4.5% 5 Of 7 ROANOKE REGIONAL AIRPORT I COMMISSION Approved Budget Proposed Budget :Inc %Inc I OPERATING EXPENSE BUDGET FOR FY 25 FY 26 FY26 1 EQUIPMENT RENTAL: EQUIPMENT RENTAL $8,800 $8,000 ($800) -9.1% • TOTAL EQUIPMENT RENTAL $8,800 $8,000` ($800) -9.1% INSURANCE: LIABILITY INSURANCE $113,500 $108,900 ($4,600) -4.1% PROPERTY INSURANCE $130,000 $216,000 $86,000 66.2% VEHICLE INSURANCE $24,500 $29,100 $4,600 18.8% PUBLIC OFFICIALS LIABILITY $32,000 $31,800 ($200) -0.6% WORKER COMPENSATION $34,500 $36,000 $1,500 4.3% TOTAL INSURANCE $334,500 $421,800 $87,300 26.1% MISCELLANEOUS: BAD DEBT EXPENSE $0 $0 $0 MISCELLANEOUS CLAIMS AND REFUNDS $0 $0 $0 PURCHASE DISCOUNTS $0 $0 $0 PARKING LOT EXPENSES $778,294 $0 ($778,294) -100.0% TOTAL MISCELLANEOUS $778,294 $0 ($778,294) -100.0% 1 OPERATING CONTINGENCY $200,000 $250,000 $50,000 25.0% TOTAL OPERATING EXPENSES $4,776,001 $4,664,199. ($111,801) -2.3% TOTAL PERSONNEL AND OPERATING EXPENSES $12,551,339 $13,942,097 $1,390,759 11.1% THER MAINTENANCE & IMPROVEMENTS PROJECTS OTHER PROJECTS $2,500 $10,000 $7,500 300.0% FURNITURE $0 $0 $0 0.0% TRACTORS & MOWERS $0 $15,000 $15,000 100.0% 6 OF 7 ROANOKE REGIONAL AIRPORT COMMISSION Approved Budget Proposed Budget OPERATING EXPENSE BUDGET FOR FY 25 FY 26 S inc Ya Inc FY 26 VEHICLES& EQUIPMENT $41,800 $58,200 $16,400 39.2% OTAL OTHER MAINTENANCE& IMPROVE PROJEC1 $44,300 $83,200 $38,900 87.8% DEBT SERVICE INTEREST $228,500 $619,281 $390,781 171.0% TOTAL OPERATING EXPENSES $12,824,139- $14,644,578 $1,820,440 14.2% 7 OF 7 ATTACHMENT I Proposed Capital Expenditures (For projects expected to exceed$100,000 in cost and programmed for FY 2026) Projects: A. Design Rehabilitation RWY 6-24 1. Description: Runway 6-24 has been identified in the ROA Pavement Management Plan as an area that needs to be addressed. Significant portions of the entire runway have been designated as"Fair"(56-70 rating). 2. Estimated Cost: $1,472,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $1,324,800 b. State Aviation Grant Funds: $147,200 B. Rehabilitate Taxiway B, B1 through B5& Hold Apron 1. Description: The resurfacing of Taxiway B and Taxiways B1 through B5 due to aging pavement. 2. Estimated Cost: $6,770,000 3. Anticipated Funding Sources: a. Federal AIP Grant Funds: $3,093,000 b. Federal BIL Grant Funds$3,000,000 c. State Aviation Grant Funds: $541,000 b. Commission Funds: $136,000 C. Terminal Improvements—Design of Security Checkpoint relocation and Baggage System 1. Description: Design the relocation of the security checkpoint and baggage system to increase capacity and recover Gate 1 hold room for air service use. 2. Estimated Cost: $4,665,784 3. Anticipated Funding Sources: a. Federal BIL Grant Funds: $4,199,205 b. State Aviation Grant Funds:$466,579 D. Runway Obstruction study 1. Description: Obstruction evaluation refers to aeronautical studies conducted by the Federal Aviation Administration (FAA) for any object that may affect the national airspace, air navigation facilities, or airport capacity.The FAA and the DOAV require that approach and departure surfaces are clear of obstructions. According to AV 150/5300-13A, Airport Sponsors are to periodically review the Approach/Departure Standards Table to identify obstructions and then develop a plan for mitigation. The FAA is now requiring airports to complete an Obstacle Action Plan to list known obstructions and develop a plan for mitigation including obstacles off airport. 2. Estimated Cost: $350,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $280,000 b. PFC Funds: $70,000 E. Fencing Project Phase III 1. Description: Areas of the current perimeter fencing at ROA are sub-standard by FM and DOAV definitions and requirements. The current fencing can allow unwanted trespassers onto airport property as well as wildlife. This fencing is a potential security issue. The project will involve replacement of the fence with 8-foot-tall chain link and 2 three strand barbed wire facing outward, and additional fencing below ground to prevent wildlife from digging under the fence. This phase will run on the western side of the airport property, from the terminus of Fencing Project Phase II to the corner of the property by United Parcel Service. 2. Estimated Cost: $425,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $340,000 b. PFC Funds: $85,000 F. Replacement of Vehicle 17 spreader 1. Description: Replacement of 1995 Ford L8000 spray truck due to age of carrier vehicle and lack of parts availability 2. Estimated Cost: $400,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $320,000 b. PFC Funds $80,000 G. IT Upgrades 1. Description: Core switches, FIDS/PA System and Virtual Server Environment 2. Estimated Cost: $550,000 3. Anticipated Funding Sources: a. State Aviation Grant Funds: $160,000 b. Commission Funds: $390,000 II. Anticipated Funding Sources: Federal AIP Grant Funds $4,417,800 Federal BIL Grant Funds $7,199,205 State Aviation Grant Funds $2,254,779 PFC Funds $ 235,000 Commission Capital Funds $e,_526,000 Estimated Total Funding $.14A32.784 3 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of April 2025. No. 43170-040725. A RESOLUTION acknowledging that Nelson Harris will submit an application to the Virginia Department of Historic Resource for the Historic Marker Program requesting placement of a historic marker in the City's right of way recognizing the historic contributions of Dr. Elbyrne Grady Gill; and directing that the City Manager forward a letter to the Virginia Department of Historic Resources approving placement of such historic marker within the City's right-of-way and commit to perpetual maintenance of the marker. BE IT RESOLVED by the Council of the City of Roanoke as follows: • 1. City Council acknowledges that Nelson Harris will submit an application to the Virginia Department of Historic Resources(VDHR)for placement of a historic marker in the City's right of way adjacent to 700 Block of South Jefferson Street, Roanoke, Virginia, where Gill Memorial Hospital was located,recognizing the historic contributions of Dr. Elbyrne Grady Gill,as further described in the City Manager's Report dated April 7, 2025 and the attachment thereto. 2. The City Manager is directed to provide a letter to VDHR approving placement of such historic marker within the City of Roanoke's right-of-way and commit to perpetual maintenance of the marker within the City of Roanoke. 3. Upon completion of such application by Nelson Harris and the letter of approval provided by the City Manager to VDHR, City Council accepts the historic marker recognizing the; contributions of Dr. Elbyrne Grady Gill. —� ATTEST: 2wJa . i = City Clerk. 9 7, City Manager's Report 111111WW"midam Submitted by: Sam Roman, Deputy City Manager Office of the City Manager ROANOKE April 7, 2025 Title: Approval of a historical marker to recognize the contributions of Dr. Elbyrne Grady Gill. Background: The Virginia Department of Historic Resources provides for a historic marker program. Mr. Nelson Harris has prepared an application to be submitted on or before June 1, 2025, to recognize the historic contributions of Dr. Elbyrne Grady Gill. Mr. Nelson Harris will be available to provide details of the historical marker application during the City Council meeting. Considerations: In localities that maintain their own street system, as in Roanoke, the Virginia Department of Historic Resources requires a letter from the City Manager indicating approval to place the marker within its right-of-way and commit to perpetual maintenance. Numerous such markers are present throughout the City of Roanoke. Recommended Action: Approve the resolution and direct the City Manager or designee to forward a letter of approval to the Virginia Department of Historic Resources. Sam Roman, Deputy City Manager i. DEPARTMENT OF HISTORIC RESOURCES 2801 Kensington Avenue,Richmond,Virginia 23221 Telephone: (804)367-2323 Fax: (804)367-2391 Application to Propose Placement of a New Virginia Historical Highway Marker Before completing this application,please read the information below explaining the procedures and criteria for the marker program. Please note that not all applications will be approved. You may submit this application and accompanying material via email to Jennifer Loux, Highway Marker Program Manager, at Jennifer.Loux(n,dhr.virginia.gov. If you would prefer to submit a hard copy of your application, please send it to: Dr. Jennifer R. Loux Department of Historic Resources 2801 Kensington Avenue Richmond,VA 23221 Incomplete applications will not be considered. Applications must be accompanied by photocopies of source material(or links to online material).All submitted materials become the property of the Department of Historic Resources (DHR). If you have questions,please contact Jennifer Loux at(804)482-6089 or Jennifer.LouxRdhr.virginia.gov. Purpose of the Marker Program The Virginia historical highway marker program documents facts,persons, events, and places prominently identified with the history of the nation, state,or region. The Department of Historic Resources' purpose in erecting markers is to educate the public about Virginia's history,not to honor,memorialize, or commemorate persons, events, or places. Because highway markers are not honorific in nature,they do not serve the same purpose as monuments, statues, memorial plaques, or war memorials. Application Procedures The Virginia Board of Historic Resources (BHR),the body responsible for approving highway markers, convenes in March,June, September, and December. The Highway Marker Program will accept applications from the public four times per year, in advance of each quarterly meeting. Using the criteria outlined below, a committee of DHR staff members will identify the highest- scoring marker proposals from the pool received at each deadline. At least five topics will be selected. Staff will then present the list of selected topics to the BHR for official approval at its next meeting, approximately seven weeks after the application deadline. At the subsequent meeting of the BHR, three months later, staff will present the final texts of the markers for Board approval. Any applicant whose project is not selected will be eligible to apply again in the future, but applications will not automatically be carried over to future board cycles. Our deadlines for completed applications to be received are the following dates at 11:59 pm. Extensions cannot be granted,so please plan ahead. February 1: The BHR will approve the selection of topics from this pool of applicants at its March meeting; the BHR will consider the texts of these markers at its June meeting. May 1: The BHR will approve the selection of topics from this pool of applicants at its June meeting; the BHR will consider the texts of these markers at its September meeting. August 1: The BHR will approve the selection of topics from this pool of applicants at its September meeting; the BHR will consider the texts of these markers at its December meeting. October 20: The BHR will approve the selection of topics from this pool of applicants at its December meeting; the BHR will consider the texts of these markers at its March meeting. Proposed marker topics will be evaluated based on the following criteria: 25 points Has potential to educate the public 25 points Fills a gap in the historical marker program in order to address a topic that the program has not extensively covered 20 points Addresses the history of a community that has been marginalized or underrepresented 20 points Reflects a breadth of historical significance that extends beyond the locality, preferably demonstrating statewide or national significance 10 points Contributes to a more equitable geographic distribution of markers DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 2 of 17 When developing a marker proposal,please keep in mind: • State historical markers are not erected to honor or celebrate people,places, or events. If you are primarily seeking to honor someone or something, a state marker is not the proper venue. • Our mission is to educate the public, and markers are intended to present historically accurate information in as objective a fashion as possible. Therefore,texts will not editorialize or assign value judgments. Additionally,we cannot leave out factual information that is important, even if it may be considered upsetting or unpleasant. • Topics must demonstrate a regional, statewide, or national level of significance. Subjects of primarily local importance are not eligible for state highway markers. State markers will emphasize their topics' connections with broader trends in history. • Please consider whether there is anyone with whom you should consult or partner when preparing your application. For example, if you are applying for a marker about an individual who has living children or grandchildren,have you invited them to be part of the project? If you are applying for a marker about a school you did not attend,have you contacted the alumni association? • Marker proposals will not advance to the Board of Historic Resources when it is impossible to authenticate or verify the information to the satisfaction of DHR staff. Photocopies of the documents that support your proposed marker text are a crucial part of the application package. We need to see how you know what you know about your topic. • Buildings,historic districts, archaeological sites, cemeteries, etc., listed on the Virginia Landmarks Register and/or the National Register of Historic Places do not automatically qualify for highway markers. Each application will be evaluated on its own merits. • A house of worship may qualify for a state historical marker if it: (1)was founded in the colonial period, (2)was founded by African Americans in the Emancipation/Reconstruction era, (3)was the first of a denomination in a locality, or(4) presents significant architectural qualities. Most other houses of worship would more appropriately be noted on a local marker. • Please submit your application with the understanding that DHR staff will edit your proposed marker text in consultation with you. • If the application is approved,the applicant will be charged for the manufacture of the sign panel and, in some cases, the post on which the sign is mounted. The price is set by Sewah Studios, the marker manufacturer, and is approximately$3,000. For localities outside VDOT's jurisdiction,there is a $415 charge for the post on which the marker is installed. • We want you to succeed! We strive to tell Virginia's story, and we appreciate your role in telling it. If you have any questions,please don't hesitate to contact Jennifer Loux at Jennifer.Loux@dhr.virginia.gov or 804-482-6089.We look forward to working with you. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 3 of 17 Here,for your reference, are criteria established by the BHR for the Marker Program: Marker Criteria (Approved by the Board of Historic Resources, 8 December 1993; revised 17 March 2016 and 13 December 2018) The state historical highway marker program documents facts,persons, events, and places prominently identified with the history of the nation, state, or region. The text for each proposed marker shall be reviewed and edited by the manager of the marker program and the staff of the Department of Historic Resources and,with the location, shall be approved by the Board of Historic Resources. No marker shall be erected to commemorate a living person. In order for an historic event to be eligible for a marker, the event must have occurred at least fifty years ago. Likewise, a place or person must have attained its significance at least fifty years ago, although there are exceptions if the event,place, or person is of extraordinary historical significance. The size and shape of the state marker shall be that presently in use. Only the following shall appear on the marker: the seal of Virginia; identification code;title; text; name of the Department of Historic Resources; and the year the marker was approved. Markers shall be erected in safe locations, at or close to the places being described, and where they will be visible to the public. When a marker is to be placed in a Virginia Department of Transportation(VDOT)right-of-way, VDOT shall approve the site and install and maintain the marker. When a marker is to be placed in a locality's right-of- way,the local public works department shall approve the site and install and maintain the marker. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 4 of 17 How to Develop and Submit a Marker Application 1.Research and Write a Proposed Marker Text Research the topic by consulting primary and secondary sources. Primary sources are materials produced at the time of the historical event in question(such as letters, school board minutes, wills, deeds, newspaper articles, etc.), while secondary sources include articles or books written later. DHR places a higher value on primary sources. It is often helpful to seek assistance from local and regional historical associations and libraries when conducting your research. You must photocopy your sources and submit them to DHR with your application. Propose a draft marker text of about 100-120 words, following the"Highway Marker Writing Style"(see Appendix 1 near the end of this packet). The text must demonstrate that the topic rises above the local level of significance. Unless there is sufficient documentary evidence to establish authenticity without question, no "firsts" or other superlative terms will be used. As markers are designed to last for decades, please also avoid making observations in the text about current conditions of buildings or land. 2. Suggest a Suitable Marker Location The site you suggest should be in the public right-of-way. Please provide either a street address or a description such as "U.S. Rte. 11, 0.2 miles south of Virginia Rte. 270."Mark the location on a street or highway map and submit it with the application. If the marker text refers to a specific physical property,we ask that you provide the property owner's contact information and signature on page 13 of this application. Please see step 6 below for more information about the site-selection process. BE SURE TO NOTE: If your proposed site lies within the corporate limits of an independent city or town, or on a secondary road in Arlington County or Henrico County, see Appendix 2 at the end of this packet. You will need to obtain a letter indicating the locality's willingness to install and maintain the marker, and submit that letter to us with your marker application. For all other counties and localities,VDOT is responsible for approving sites and erecting markers; you do not need to obtain a letter indicating pre-approval from VDOT. 3. Submit Your Application Packet to DHR for Review Approximately seven weeks after the application deadline for the quarter in which you apply, DHR staff will inform you whether your proposed marker topic has been selected to move forward in the process. If your application was not selected,you may apply again in the future. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 5 of 17 4.Work with DHR in Revising or Refining the Marker Text If your application is selected to move forward toward official approval,DHR staff will work with you to finalize the text that will appear on the marker. Staff will conduct additional research if necessary and will edit the text for accuracy, clarity, brevity, thoroughness, and educational value. Staff will then send the text to the Marker Editorial Committee, a group of outside scholars. If the committee accepts the text,DHR staff will present it to the Board of Historic Resources for official approval. 5.Await the Final Decision of the Board of Historic Resources DHR will notify you of the date and time of the quarterly board meeting at which the marker text will be presented. The meeting is open to the public, and you are welcome to attend. After the meeting,DHR will send you a copy of the board-approved text. The board has final authority regarding the topics and content of all state markers. 6. Meet with the Virginia Department of Transportation or Local Public Works Department If a marker is to be placed in VDOT's right-of-way, DHR will notify VDOT and ask that a traffic engineer meet with you to review the proposed site. VDOT is responsible for approving the site and may select another location if it concludes that your choice is incompatible with traffic safety. If a marker is to be placed outside VDOT's jurisdiction(that is,within the boundaries of an independent town or city, or on a secondary road in Arlington or Henrico County), you will work with the locality's public works department to secure site approval for the marker. For a list of towns and cities that maintain their own roadways,please see Appendix 2 to this application. Please take great care when finalising the marker's location with VDOT or the local public works department. Make sure all members of the sponsoring group who wish to provide input are present. Discuss whether the sign panel will be parallel or perpendicular to the roadway. Once the site is agreed upon and the marker is installed,the marker cannot be relocated. Criteria for Marker Placement: Safety It is expected that travelers will need to pull off the road to read the marker, and then reenter the highway; they must be able to do so conveniently and safely. Markers must be placed so that they do not block drivers' lines of sight when making turns or create traffic hazards when travelers stop to read the marker. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 6 of 17 Markers also must be placed where they are least likely to be struck by motor vehicles or otherwise endanger motorists. Curves, industrial or commercial intersections, congested areas, and similar hazardous places will be avoided. Accessibility Ideally, the marker should be placed as close as possible to the site it describes. Sometimes,however,because of traffic conditions, the remoteness of the site, or other reasons,the marker must be placed some distance away. The marker should be placed in a safe but relatively high-traffic area. Given the choice between a secondary road and a primary road,the marker will be placed on a primary road if both locations are equally safe. Markers are not permitted on interstate or other limited access highways, except in safety rest areas or at welcome centers. Cost efficiency It is more cost effective to place the marker at an existing turnout or wide shoulder than it is to construct a new one. VDOT will not construct a pull-off area to accommodate a new marker. In some cases, this consideration may result in a marker's placement at a site other than the one requested by the sponsor. Placement on private property State markers are usually placed in VDOT rights-of-way or on public property in independent localities. Under special circumstances they may be placed on private property. 7. Pay for the Manufacture of the Marker DHR will order the marker from the foundry, Sewah Studios, after the site has been approved. The foundry will bill the sponsoring organization directly at the time the marker is shipped to VDOT or to the local public works department. The price is set by Sewah Studios, the marker manufacturer, and is approximately$3,000. Some applicants for markers in independent localities may be required to pay an additional$415 for the post on which the marker will be mounted. The foundry accepts checks or money orders in payment. VDOT will cover the cost of installing a marker in its right of way, including the cost of the post. In rare cases, funding for installation may not be immediately available, and the project may be delayed. In certain localities outside VDOT's right of way, the sponsor may be responsible for covering the expenses associated with installing a marker. The marker is the property of the Commonwealth of Virginia. The name of the sponsoring individual or organization cannot be included on the marker. The marker is silver-painted cast aluminum with black uppercase and lowercase letters and is approximately 42 by 40 inches. The same text appears on each side of the marker. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 7 of 17 8.Hold an Unveiling Ceremony The schedule for ordering and manufacturing markers is determined by various factors including the workload of DHR,VDOT, local public works departments, and Sewah Studios. Please do not set a date for a ceremony until the marker is delivered.DHR will try to Send a representative to the ceremony to extend congratulations and to make brief remarks about the marker program.DHR, in consultation with you,will send out a press release to local media announcing the marker ceremony. • DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 8 of 17 Virginia Department of Historic Resources Historical Highway Marker Required Information This form is designed to provide the Virginia Department of Historic Resources with the data necessary to evaluate a potential marker topic. Proposed Title for Marker: Dr. Elbyrne Grady Gill (1891 - 1966) Address or Description of Proposed Marker Site: 700 block of South Jefferson Street, Roanoke, Virginia. Site would be directly across the street from where Gill Memorial Hospital was located. Sign cannot go at the hospital site due to lack of a median and sidewalk space. Please also attach a map showing the proposed location for the marker. See Attachment A City or County where proposed marker would be located: If the marker is to be placed in a town or city,please see Appendix 2 to this application form. City of Roanoke, Virginia Would the marker be placed at the actual historic site it describes? If not,why not? If the marker site and the historic site are different,please be sure to indicate each one on the map submitted as part of the application package. As indicated above, the marker would be placed across the street from the site of Gill Memorial Hospital which is referenced in the marker's text and was founded/operated by Dr. Gill. How far away(e.g.,yards,miles)is the historic site from the proposed marker site(if applicable)? not applicable Is the proposed marker associated with a "mitigation" agreement stemming from a federal 106 environmental review project? If so, please provide details about who is involved with the project and the appropriate project codes. No DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 9 of 17 Proposed Text for the Marker: What information do you think should appear on the marker? Please propose a draft text of about 100-120 words that highlights the most significant facets of the topic. The text should make it clear that the subject is significant beyond its locality. If your proposed topic is selected to advance toward official approval,please note that changes to the submitted text are likely to be made by DHR staff, the Marker Editorial Committee, and/or members of the Board of Historic Resources so that the final text conforms to the marker program's criteria and writing style. Examples of recently approved texts are available from DHR upon request. In addition to submitting your proposed text in this application packet,please also send an email containing your text to Jennifer Loux at Jennifer.Loux a,dhr.virginia.gov. The text should be in a format that is possible for DHR staff to cut and paste into a Word document, allowing us to create an electronic file for the application. Please do not write your text in capital letters. Proposed Marker Text: Dr. Elbyrne Grady Gill, a native of Bedford County, Virginia, founded the Gill Memorial Ear, Eye, Nose and Throat Hospital in this block of Jefferson Street in 1926, believed to be the first such specialty hospital in the state. Through the hospital, Gill hosted annual spring congresses for physicians attracting specialists from across the US with renowned faculty, some of whom were Nobel laureates. These conferences offered the first post-graduate courses for ophthalmologists and otolaryngologists in the US. A charter member of the Roanoke Lions Club, Gill served a term as president of Lions International in 1943- In 1957, Gill established the first eye bank in Va. Gill was a leader in Roanoke's civic life, chairing the local board of health for 25 years. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 10 of 17 Bibliographical Sources Consulted. A minimum of three sources is required, but please do not limit yourself to three if you have additional material that will help us learn more about your subject. Our approval process includes a word-by-word fact check, and we will be looking at the documents very carefully. Please photocopy and submit all sources, or provide web addresses for sources that are online; applications submitted without these photocopies or web links will not be considered.Below,please list all documents,books, and articles you have consulted. You may use extra sheets if necessary. Source#1 See attachment B Author Title Publisher Publisher's location [City and State] Date of publication Source#2 Author Title Publisher Publisher's location [City and State] Date of publication Source#3 Author Title Publisher Publisher's location [City and State] Date of publication DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 11ofl7 Sponsor Information (The foundry will send the invoice for the marker to the address provided below.) Organi ration: • Name: Nelson Harris Address: 8435 Martins Creek Road City, State,Zip Code: Roanoke, VA 24018 Email address: nharris@heightschurch.info Daytime telephone and area code: 540-556-0210, cell 540-344-7748, office Signature: Date: By signing this agreement you confirm that you have funding to pay for a state historical highway marker. The price is set by Sewah Studios and is approximately$3,000 for the sign panel. The post on which the marker would be installed—which is necessary only for markers installed in localities outside VDOT's jurisdiction—is $415. In certain situations the sponsor could be responsible for expenses associated with installing a marker. The marker is and will remain the property of the Commonwealth of Virginia. • • Signature required for processing all applications. • • If the applicant is an organization, please provide the name and title of the contact person who will work with DHR to finalize the marker text. Contact Name: Title: Email address: Daytime telephone and area code: DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 12 of 17 Author's Information (If the author of the proposed marker text is different from the sponsor,please provide that person's contact information here.) Organization: same as sponsor Name: Address: City, State, Zip Code: Email address: Daytime telephone and area code: NOTE: If the marker text refers to a specific physical property, the Department of Historic Resources needs the property owner's information and signature prior to reviewing the proposal, even if the marker would be installed in the public right-of-way. Please provide the same below: Owner: Firm: Address: City, State,Zip Code: Email address: Daytime telephone and area code: Owner Signature Date: DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 13of17 Notification In the following space,please provide the contact information for the local County Administrator or City Manager. If your topic is selected, DHR will send a courtesy notification to this individual before the Board of Historic Resources meets to consider the final text. Name: Valmarie Turner Position/Title: City Manager Locality: City of Roanoke Address: 215 Church Avenue, SW #364 City, State,Zip Code: Roanoke, VA 24011 Email address: valmarie.turner@roanokeva.gov Daytime telephone and area code: 540-853-2333 DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 14 of 17 Appendix 1 Highway Marker Writing Style To ensure stylistic consistency among state markers,DHR staff will revise and edit draft texts. The goal is to provide as much accurate and interesting information as possible in a limited space. Sponsors can assist us by following these suggestions when writing their drafts. • Aim for about 100-120 words,but it is better to be a little too long rather than too short in the first draft. Please be aware that a marker's final text must not exceed 700 characters (this includes letters,punctuation marks, and spaces). • Spell out numbers less than 10; otherwise,use Arabic numerals (one,two, etc., but 10, 237, 10,000, etc.). • Do not use honorary titles such as Mr. and Mrs. Do include and abbreviate occupational titles and ranks (the Rev., Col.,Maj. Gen., Dr., etc.)the first time a person's name appears. On subsequent use, give only the person's last name. • Use military style for dates; abbreviate months (7 Dec. 1941). • Do not use commas before or after Jr., Sr., II, etc. (e.g. James Brown Jr. was secretary of the board). • On Civil War subjects,write"Civil War,"not"War Between the States."For military personnel, give the individual's rank at the time of the event being discussed on the marker. • On Seven Years' War subjects,write "Seven Years' War,"not"French and Indian War." • On first use, give a person's full name as he or she used it or as it is best known(e.g. Alexander Graham Bell; Maggie L. Walker), but on subsequent use give only the last name. For advice on writing concisely and vigorously,refer to The Elements of Style by William Strunk Jr. and E. B. White. DHR uses the 17th edition of The Chicago Manual of Style as its authority on copy style. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 15 of 17 Appendix 2 If you are applying for a marker to be placed in one of the following localities,your application must be accompanied by a signed letter from the local government stating that the locality agrees to install and maintain the marker on its public land. If you have questions,please contact Jennifer Loux at Jennifer.Loux@a,dhr.virginia.gov. Towns Abingdon Chincoteague Leesburg Smithfield Altavista Christiansburg Luray South Boston Ashland Clifton Forge Marion South Hill Bedford Culpeper Narrows Strasburg Berryville Dumfries Orange Tazewell Big Stone Gap Elkton Pearisburg Vienna Blacksburg Farmville Pulaski Vinton Blackstone Front Royal Purcellville Warrenton Bluefield Grottoes Richlands Wise Bridgewater Herndon Rocky Mount Woodstock Chase City Lebanon Saltville Wytheville Counties Arlington Co. and Henrico Co. (secondary roads only; call 804-482-6089 for further details) Cities Alexandria Fairfax Manassas Roanoke Bristol Falls Church Manassas Park Salem Buena Vista Franklin Martinsville Staunton Charlottesville Fredericksburg Newport News Waynesboro Chesapeake Galax Norfolk*** Williamsburg Colonial Heights Hampton Norton Winchester Covington Harrisonburg Poquoson Danville Hopewell Portsmouth Emporia Lexington Radford For markers in Lynchburg, Petersburg, Richmond(city), Suffolk, or Virginia Beach,you do not need to submit a letter from the local government. DHR has an agreement for marker installation with these localities. ***To apply for a marker in Norfolk,you must receive special pre-approval from the City.You may contact them at historicalmarker a norfolk.gov to begin this process. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 16 of 17 IS YOUR APPLICATION COMPLETE? Please make sure you... u Review Appendix 2 to determine whether your application needs to be accompanied by a signed letter from a local official. • Include copies of your documents/sources that verify the information that would appear on the marker. • Submit a map indicating the proposed location of the marker. ❑ Provide the sponsor's signature on page 12. ❑ Send in your proposed marker text in the body of an email(or in an attached Word document— not pdf)to Jennifer.LouxAclhr.virginia.gov. DHR Guidance Document 4601 Historical Highway Marker Application (Updated Jan.2025) 17 of 17 1/30/25, 3:44 PM Google Maps Google Maps Y I .. (C� •• " '71� i.I i:Si JS:imi Ry i '• rr, ?, � ;i f•:C%'� y,,.�` . tilini5(1iiClil / • F Iasi I, ., _ { r---------.---="*-1 ''''''6". -,02,760,1_, __,.., D.__ ,......_ ,........., , .1 1 .7""-,,., ' * ( *a , ' '-'",•:' `�" 1ewisGak Physicians .;: a : . .'.Internal Medicine- S,..' 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Noel C.Taylor Municipal Building . 215 Church Avenue,SW,Suite 364 Roanoke,Virginia 24oi1 ROANOKE 54°.85 a.2333 noke ww.. anokeva.gov April 7,2025 Virginia Department of Historic Resources 2801 Kensington Avenue Richmond, Virginia 23221 Dear Sir or Madam, _ The City of Roanoke formally endorses the application submitted by Mr. Nelson Harris for the placement of a historical marker'at the 700 block of South Jefferson Street, Roanoke, Virginia, honoring Dr. Elbyrne Grady Gill. Dr.Gill,a pioneering physician who founded the Gill Memorial Ear,Eye, Nose, and Throat Hospital in 1926. His contributions to the medical field, including the establishment of Virginia's first eye bank and his leadership within Lions International, have left an enduring legacy in our community. The City of Roanoke is prepared to take responsibility for the installation and ongoing maintenance of the historical marker once it is approved. This marker will serve as an important tool for educating both the community and visitors about Dr. Gill's significant role in Roanoke's civic and medical history. We are grateful to the Carilion Clinic Foundation and the Lions Clubs of Virginia for their financial support of this project, and we are pleased to work alongside them to ensure its successful implementation. The City of Roanoke values the preservation of its rich history and looks forward to collaborating with the Virginia Department of Historic Resources to bring this recognition to fruition. Thank you for your consideration of this request. Should you require any further information or clarification, please do not hesitate to contact Ross Campbell, Director of Public Works, at ross.campbell@roanokeva.gov. Sincerely, Valmarie H. Turner City Manager IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA The 7th day of April 2025. No. 43171-040725. AN ORDINANCE authorizing the acceptance of the Energy Efficiency and Conservation Block Grant ("EECBG") to the City of Roanoke from the Bipartisan Infrastructure Law; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Grant; appropriating the 2024-2025 Grant Fund appropriations; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City hereby accepts the Energy Efficiency and Conservation Block Grant from the Bipartisan Infrastructure Law to be reimbursed for the purchase of two electric passenger trucks, ("EV") and 1 EV lawnmower to total $156,480, to be used by the Parks and Recreation Department, as more particularly set forth in the City Manager's Report dated April 7, 2025. 2. The City Manager or designee is hereby authorized to execute, on behalf of the City, any and all documents required pertaining to such grant, such documents to be approved as to form by the City Attorney, and to furnish such additional information as may be required in connection with the grant. 3. The following sections of the 2024-2025 Grant Fund Appropriations be, and the same are hereby, amended and re-ordained to read and provide as follows: Grant Fund Appropriations: Vehicular Equipment 235-7124-0000-69010-300234 $156,480 Revenues: Federal Grants 235-7124-0000-40121-300234 $156,480 4. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: S's ,r, City Clerk. ^� /`r, /— W City Manager's Report ,a1111.0' Submitted by: Jillian Papa, Interim Director Planning, Building, & Development ROAN O K E April 7, 2025 Title: Acceptance and appropriation of Energy Efficiency and Conservation Block Grant Program (EECBG) funds. Background: On January 9, 2025, the City of Roanoke was awarded $156,480 in voucher funds through the EECBG program for the purchase of two electric passenger trucks and one electric lawnmower. These electric vehicles (EVs)will be used by the Parks and Recreation Department. The City is required to purchase the EVs and submit expenses for reimbursement within two years of the grant agreement's execution. - Considerations: The EECBG program is designed to assist states, local governments,and tribal entities in implementing strategies to reduce energy use, to reduce fossil fuel emissions, and to improve energy efficiency. A total of$550,000,000 in funding was made available to the Department of Energy through the Bipartisan Infrastructure Law (BIL). Recommended Action: Accept the Energy Efficiency and Conservation Block Grant program award and authorize the City Manager, or designee, to take such further actions and execute such.further documents, approved as to form by the City Attorney, as may be necessary to obtain, accept, implement, administer, and use such funds identified above. Sam Roman, Deputy City Manager U.S,DEPARTMENT OF Energy Efficiency& EECBG Program ENERGY Renewable Energy Special Terms and Conditions Special Terms and Conditions Entity Name: • ("Recipient"),which is identified in the Assistance Agreement, and the Office of State and Community Energy Programs ("SCEP"), and Energy Efficiency and Conservation Block Grant Program ("EECBG"), an office within the United States Department of Energy("DOE"), enters into this Award, to achieve the project objectives and the technical milestones and deliverables stated in Attachment 1 to this Award. This Award consists of the following documents, including all terms and conditions therein: Special Terms and Conditions Attachment 1 Federal Assistance Reporting Checklist (FARC)1 Attachment 2 NEPA Determination2 The following are incorporated into this Award by reference: • DOE Assistance Regulations, 2 CFR part 200 as amended by 2 CFR part 910 at http://www.eCFR.gov. • National Policy Requirements (November 12, 2020) at http://www.nsf.gov/awards/managing/rtc.jsp. • The Recipient's application/proposal as approved by SCEP. • Public Law 117-58, also known as the Bipartisan Infrastructure Law (BIL). 1 The FARC will be provided at a later date. 2 The NEPA Determination is attached to your application in the EECBG Program Voucher Application Portal Template Version 12/19/2023 U.S.DEPARTMENT OF Energy Efficiency& ENERGY ( Renewable Energy Special Terms and Conditions Table of Contents Subpart A. General Provisions 4 Term 1. Legal Authority and Effect 4 Term 2. Flow Down Requirement 4 Term 3. Compliance with Federal,State,and Municipal Law 4 Term 4. Inconsistency with Federal Law 4 Term 5. Federal Stewardship 4 Term 6. NEPA Requirements 4 Term 7. Notice Regarding the Purchase of American-Made Equipment and Products-Sense of Congress 5 Term 8. Reporting Requirements 5 Term 9. Lobbying • 5 Term 10. Publications 5 Term 11. No-Cost Extension 6 Term 12. Property Standards 6 Term 13. Insurance Coverage 6 Term 14. Real Property 7 Term 15. Equipment 7 Term 16. Supplies 8 Term 17. Property Trust Relationship 8 Term 18. Record Retention 8 Term 19. Audits 8 Term 20. Indemnity 9 Term 21. Foreign National Participation 9 Term 22. Post-Award Due Diligence Reviews 9 Subpart B. Financial Provisions 10 Term 23. Maximum Obligation 10 Term 24. Refund Obligation 10 Term 25. Allowable Costs 10 Term 26. Decontamination and/or Decommissioning(D&D)Costs 10 Term 27. Use of Program Income 10 Term 28. Payment Procedures 11 Term 29. Budget Changes 11 Subpart C. Miscellaneous Provisions 12 Term 30. Environmental,Safety and Health Performance of Work at DOE Facilities 12 Term 31. System.for Award Management and Universal Identifier Requirements 12 Term 32. Nondisclosure and Confidentiality Agreements Assurances 14 Term 33. Contractor Change Notification 15 Term 34. Recipient Integrity and Performance Matters 16 Term 35. Export Control 18 Term 36. Interim Conflict of Interest Policy for Financial Assistance 18 Term 37. Organizational Conflict of Interest 18 Term 38. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 19 Term 39. Human.Subjects Research 20 Term 40. Fraud,Waste and Abuse 21 Subpart D. Bipartisan Infrastructure Law(BIL)-specific requirements 21 2 Term 41. Reporting,Tracking and Segregation of Incurred Costs 21 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions Term 42. Davis-Bacon Requirements 22 Term 43. Buy American Requirement for Infrastructure Projects 23 Term 44. Affirmative Action and Pay Transparency Requirements 29 Term 45. Potentially Duplicative Funding Notice 29 Term 46. Transparency of Foreign Connections 29 Term 47. Foreign Collaboration Considerations 30 • U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions Subpart A. General Provisions Term 1. Legal Authority and Effect A DOE financial assistance award is valid only if it is in writing and is signed, either in writing or, electronically, by a DOE Contracting Officer. The Recipient may accept or reject the Award. Acknowledgement of award documents by the Recipient's authorized representative through electronic systems used by DOE; specifically The EECBG Program Voucher Portal (https://doerebates.my.site.com/eecbgvouchers/s/), constitutes the Recipient's acceptance of the terms and conditions of this Award. Acknowledgement via the EECBG Program Voucher Portal by the Recipient's authorized representative constitutes the Recipient's electronic signature. Term 2. Flow Down Requirement The Recipient agrees to apply the terms and conditions of this Award, as applicable to all subcontractors as required by 2 CFR 200.101, and to require their strict compliance therewith. Further,the Recipient must apply the Award terms as required by 2 CFR 200.327 to all sub contractors and to require their strict compliance therewith. Term 3. Compliance with Federal, State, and Municipal Law The Recipient is required to comply with applicable Federal, state, and local laws and regulations for all work performed under this Award. The Recipient is required to obtain all necessary Federal, state, and local permits, authorizations, and approvals for all work performed under this Award. Term 4. Inconsistency with Federal Law Any apparent inconsistency between Federal statutes and regulations and the terms and conditions contained in this Award must be referred to the DOE Award Administrator for guidance. Term 5. Federal Stewardship SCEP will exercise normal Federal stewardship in overseeing the project activities performed under this Award. Stewardship activities include, but are not limited to, conducting site visits; reviewing performance and financial reports; providing technical assistance and/or temporary intervention in unusual circumstances to address deficiencies that develop during the project; assuring compliance with terms and conditions; and reviewing technical performance after project completion to ensure that the project objectives have been accomplished. Term 6. NEPA Requirements DOE must comply with the National Environmental Policy Act (NEPA) prior to authorizing the 4 use of Federal funds.. Based on all information provided by the Recipient,SCEP has made a U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions NEPA determination by issuing a categorical exclusion (CX)for all activities listed in the Application approved by the Contracting Officer and the DOE NEPA Determination. The Recipient is thereby authorized to use Federal funds for the defined project activities, except where such activity is subject to a restriction set forth elsewhere in this Award. This authorization is specific to the project activities and locations as describedin the Application approved by the Contracting Officer and the DOE NEPA Determination. If the Recipient later intends to add to or modify the activities or locations as described in the approved Application and the DOE NEPA Determination, those new activities/locations or modified activities/locations are subject to additional NEPA review and are not authorized for Federal funding until the Contracting Officer provides written authorization on those additions or modifications. Should the Recipient elect to undertake activities or change locations prior to written authorization from the Contracting Officer,the Recipient does so at risk of not receiving Federal funding for those activities, and such costs may not be recognized as allowable cost share. S Condition(s): NEPA Logs if conducting potentially ground disturbing activities. Term 7. Notice Regarding the Purchase of American-Made Equipment and Products-Sense of Congress It is the sense of the Congress that,to the greatest extent practicable, all equipment and products purchased with funds made available under this Award should be American-made. Term 8. Reporting Requirements The reporting requirements for this Award are identified on the Federal Assistance Reporting Checklist, attached to this Award. Failure to comply with these reporting requirements is considered a material noncompliance with the terms of the Award. Noncompliance may result in withholding of future payments, suspension, or termination of the current award, and withholding of future awards. A willful failure to perform, a history of failure to perform, or unsatisfactory performance of this and/or other financial assistance awards, may also result in a debarment action to preclude future awards by Federal agencies. Term 9. Lobbying By accepting funds under this Award,the Recipient agrees that none of the funds obligated on the Award shall be expended, directly or indirectly, to influence congressional action on any legislation or appropriation matters pending before Congress, other than to communicate to Members of Congress as described in 18 U.S.C. § 1913. This restriction is in addition to those prescribed elsewhere in statute and regulation. 5 Term 10. Publications U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions The Recipient is required to include the following acknowledgement in publications arising out of, or relating to,work performed under this Award, whether copyrighted or not: • Acknowledgment:"This material is based upon work supported by the U.S. Department of Energy's Office of State and Community Energy Programs (SCEP) under the Energy Efficiency and Conservation Block Grant(EECBG) Program Application#XXXXXXXXX" • Full Legal Disclaimer:"This report was prepared as an account of work sponsored by an agency of the United States Government. Neither the United States"Government nor any agency thereof, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name,trademark, manufacturer, or otherwise does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States Government or any agency thereof. The views and opinions of authors expressed herein do not necessarily state or reflect those of the United States Government or any agency thereof." Abridged Legal Disclaimer: "The views expressed herein do not necessarily represent the views of the U.S. Department of Energy or the United States Government." Recipients should make every effort to include the full Legal Disclaimer. However, in the event that recipients are constrained by formatting and/or page limitations set by the publisher,the abridged Legal Disclaimer is an acceptable alternative. Term 11. No-Cost Extension As provided in 2 CFR 200.308, the Recipient must provide the Contracting Officer with notice in advance if it intends to utilize a one-time, no-cost extension of this Award. The notification must include the supporting reasons and the revised period of performance. The Recipient must submit this notification in writing to the Contracting Officer and DOE Technology Manager/Project Officer at least 30 days before the end of the current budget period. Any no-cost extension will not alter the project scope, milestones, deliverables, or budget of this Award. Term 12. Property Standards The complete text of the Property Standards can be found at 2 CFR 200.310 through 200.316.. Also see 2 CFR 910.360 for additional requirements for real property and equipment for For- Profit recipients. 6 Term 13. Insurance Coverage U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions See 2 CFR 200.310 for insurance requirements for real property and equipment acquired or improved with Federal funds. Also see 2 CFR 910.360(d)for additional requirements for real property and equipment for For-Profit recipients. Term 14. Real Property Subject to the conditions set forth in 2 CFR 200.311,title to real property acquired or improved under a Federal award will conditionally vest upon acquisition in the non-Federal entity. The non-Federal entity cannot encumber this property and must follow the requirements of 2 CFR 200.311 before disposing of the property. Except as otherwise provided by Federal statutes or by the Federal awarding agency, real property will be used for the originally authorized purpose as long as needed for that purpose. When real property is no longer needed for the originally authorized purpose, the non-Federal entity must obtain disposition instructions from DOE or pass-through entity. The instructions must provide for one of the following alternatives: (1) retain title after compensating DOE as described in 2 CFR 200.311(c)(1); (2) Sell the property and compensate DOE as specified in 2 CFR 200.311(c)(2); or(3)transfer title to DOE or to a third party designated/approved by DOE as specified in 2 CFR 200.311(c)(3). See 2 CFR 200.311 for additional requirements pertaining to real property acquired or improved under a Federal award. Term 15. Equipment Subject to the conditions provided in 2 CFR 200.313, title to equipment (property) acquired under a Federal award will conditionally vest upon acquisition with the non-Federal entity. The non-Federal entity cannot encumber this property and must follow the requirements of 2 CFR 200.313 before disposing of the property. Equipment must be used by the non-Federal entity in the program or project for which it was acquired as long as it is needed,whether or not the project or program continues to be supported by the Federal award. When no longer needed for the originally authorized purpose, the equipment.may be used by programs supported by DOE in the priority order specified in 2 CFR 200.313(c)(1)(i) and (ii). Management requirements, including inventory and control systems,for equipment are provided in 2 CFR 200.313(d). When equipment acquired under a Federal award is no longer needed, the non-Federal entity must obtain disposition instructions from DOE or pass-through entity. Disposition will be made as follows: (1) items of equipment with a current fair market value of $5,000 or less may be retained, sold, or otherwise disposed of with no further obligation to 7 DOE; (2) Non-Federal entity may retain title or sell the equipment after compensating DOE as U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions described in 2 CFR 200.313(e)(2); or(3)transfer title to DOE or to an eligible third party as specified in 2 CFR 200.313(e)(3). See 2 CFR 200.313 for additional requirements pertaining to equipment acquired under a Federal award. See also 2 CFR 200.439 Equipment and other capital expenditures. Term 16. Supplies See 2 CFR 200.314 for requirements pertaining to supplies acquired under a Federal award. See also 2 CFR 200.453 Materials and supplies costs, including costs of computing devices. Term 17. Property Trust Relationship Real property, equipment, and intangible property, that are acquired or improved with a Federal award must be held in trust by the non-Federal entity as trustee for the beneficiaries of the project or program under which the property was acquired or improved. See 2 CFR 200.316 for additional requirements pertaining to real property, equipment, and intangible property acquired or improved under a Federal award. Term 18. Record Retention Consistent with 2 CFR 200.334 through 200.338, the Recipient is required to retain records relating to this Award. Term 19. Audits A. Government-Initiated Audits The Recipient must provide any information, documents,site access, or other assistance requested by SCEP, DOE or Federal auditing agencies (e.g., DOE Inspector General, Government Accountability Office)for the purpose of audits and investigations. Such assistance may include, but is not limited to, reasonable access to the Recipient's records relating to this Award. Consistent with 2 CFR part 200 as amended by 2 CFR part 910, DOE may audit the Recipient's financial records or administrative records relating to this Award at any time. Government-initiated audits are generally paid for by DOE. DOE may conduct a final audit at the end of the project period (or the termination of the Award, if applicable). Upon completion of the audit,the Recipient is required to refund to DOE any payments for costs that were determined to be unallowable. If the audit has not been performed or completed prior to the closeout of the award, DOE retains the right to recover an appropriate amount after fully considering the recommendations on disallowed costs resulting from the final audit. DOE will provide reasonable advance notice of audits and will minimize interference 8 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions with ongoing work, to the maximum extent practicable. B. Annual Independent Audits (Single Audit or Compliance Audit) The Recipient must comply with the annual independent audit requirements in 2 CFR 200.500 through .521 for institutions of higher education, nonprofit organizations, and state and local governments (Single audit), and 2 CFR 910.500 through .521 for for-profit entities (Compliance audit). The annual independent audits are separate from Government-initiated audits discussed in part A. of this Term and must be paid for by the Recipient. To minimize expense,the Recipient may have a Compliance audit in conjunction with its annual audit of financial statements. The financial statement audit is not a substitute for the Compliance audit. If the audit (Single audit or Compliance audit, depending on Recipient entity type) has not been performed or completed prior to the closeout of the award, DOE may impose one or more of the actions outlined in 2 CFR 200.339, Remedies for Noncompliance. Term 20. Indemnity The Recipient shall indemnify DOE and its officers, agents, or employees for any and all liability, including litigation expenses and attorneys'fees, arising from suits, actions, or claims of any character for death, bodily injury, or loss of or damage to property or to the environment, resulting from the project, except to the extent that such liability results from the direct fault or negligence of DOE officers, agents or employees, or to the extent such liability may be covered by applicable allowable costs provisions. Term 21. Foreign National Participation If the Recipient (including any of its contractors) anticipates involving foreign nationals in the performance of the Award, the Recipient must, upon DOE's request, provide DOE with specific information about each foreign national to ensure compliance with the requirements for participation and access approval.The volume and type of information required may depend on various factors associated with the Award.The DOE Contracting Officer will notify the Recipient if this information is required. DOE may elect to deny a foreign national's participation in the Award. Likewise, DOE may elect to deny a foreign national's access to a DOE sites, information,technologies, equipment, programs or personnel. Term 22. Post-Award Due Diligence Reviews During the life of the Award, DOE may conduct ongoing due diligence reviews, through Government resources, to identify potential risks of undue foreign influence. In the event, a risk is identified, DOE may require risk mitigation measures, including but not limited to,requiring an individual or entity not participate in the Award. 9 U.S.DEPARTMENT OF Energy Efficiency& - ENERGY Renewable Energy Special Terms and Conditions Subpart B. Financial Provisions Term 23. Maximum Obligation The maximum obligation of DOE for this Award is the total "Funds Obligated" stated in Block 13 of the Assistance Agreement to this Award. Term 24. Refund Obligation The Recipient must refund any excess payments received from SCEP, including any costs determined unallowable by the Contracting Officer. Upon the end of the project period (or the termination of the Award, if applicable), the Recipient must refund to SCEP the difference between (1)the total payments received from SCEP, and (2) the Federal share of the costs incurred. Refund obligations under this Term do not supersede the annual reconciliation or true up process if specified under the.Indirect Cost Term. Term 25. Allowable Costs SCEP determines the allowability of costs through reference to 2 CFR part 200 as amended by 2 CFR part 910. All project costs must be allowable, allocable, and reasonable. The Recipient must document and maintain records of all project costs, including, but not limited to,the costs paid by Federal funds, costs claimed by its subcontractors, and project costs that the Recipient claims as cost sharing, including in-kind contributions. The Recipient is responsible for maintaining records adequate to demonstrate that costs claimed have been incurred, are reasonable, allowable and allocable, and comply with the cost principles. Upon request,the Recipient is required to provide such records to SCEP. Such records are subject to audit. Failure to provide SCEP adequate supporting documentation may result in a determination by the Contracting Officer that those costs are unallowable. The Recipient is required to obtain the prior written approval of the Contracting Officer for any foreign travel costs. Term 26. Decontamination and/or Decommissioning(D&D) Costs Notwithstanding any other provisions of this Award,the Government shall not be responsible for or have any obligation to the Recipient for(1) Decontamination and/or Decommissioning (D&D) of any of the Recipient's facilities, or(2) any costs which may be incurred by the Recipient in connection with the D&D of any of its facilities due to the performance of the work under this Award, whether said work was performed prior to or subsequent to the effective date of the Award. Term 27. Use of Program Income io If the Recipient earns program income during the project period as a result of this Award,the U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions Recipient must add the program income to the funds committed to the Award and used to further eligible project objectives. Term 28. Payment Procedures A. Method of Payment Payment will be made by reimbursement by CFO through ACH. Equipment rebate voucher applications will be approved for payment by DOE once the equipment has been installed and all required documentation has been provided. B. Payments All payments are made by electronic funds transfer to the bank account identified attached to the Recipient's UEI and identified in the Recipient's SAM.gov account. C. Unauthorized Drawdown of Federal Funds For each budget period, the Recipient may not spend more than the Federal share authorized to that award, without specific written approval from the Contracting Officer. The Recipient must immediately refund SCEP any amounts spent in excess of the authorized amount. A. Supporting Documents for Agency Approval of Payments DOE may request additional information from the Recipient to support the payment requests prior to release of funds, as deemed necessary. The Recipient is required to comply with these requests. Supporting documents include invoices, copies of contracts, vendor quotes, proof of installation and other expenditure explanations that justify the payment requests. Term 29. Budget Changes A. Budget Changes Generally The Contracting Officer has reviewed and approved the budget in Attachment 1 to this Award. Any increase in the total project cost, whether DOE share or Cost Share, which is stated as "Total" in Block 12 to the Assistance Agreement of this Award, must be approved in advance and in writing by the Contracting Officer. Any change that alters the project scope, milestones or deliverables requires prior written approval of the Contracting Officer. SCEP may deny reimbursement for any failure to comply with the requirements in this term. 11 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions B. Transfers of Funds Among Direct Cost Categories The Recipient is required to obtain the prior written approval of the Contracting Officer for any transfer of funds among direct cost categories where the cumulative amount of such transfers exceeds or is expected to exceed 10 percent of the total project cost stated in the budget on the recipient's application. The Recipient is required to notify the DOE Technology Manager/Project Officer of any transfer of funds among direct cost categories where the cumulative amount of such transfers is equal to or below 10 percent of the total project cost, stated in the budget on the recipient's application. Subpart C. Miscellaneous Provisions Term 30. Environmental, Safety and Health Performance of Work at DOE Facilities With respect to the performance of any portion of the work under this Award which is performed at a DOE-owned or controlled site,the Recipient agrees to comply with all State and Federal Environmental, Safety and Health (ES&H) regulations and with all other ES&H requirements of the operator of such site. Prior to the performance on any work at a DOE-owned or controlled site, the Recipient shall contact the site facility manager for information on DOE and site-specific ES&H requirements. The Recipient is required apply this provision to its contractors. Term 31. System for Award Management and Universal Identifier Requirements A. Requirement for Registration in the System for Award Management(SAM) Unless the Recipient is exempted from this requirement under 2 CFR 25.110, tThe Recipient must maintain the currency of its information in SAM until the Recipient submits the final financial report required under this Award or receive the final payment,,whichever is later. This requires that the Recipient reviews and updates the information at least annually after the initial registration, and more frequently if required by changes in its information or another award term. B. Unique Entity Identifier(UEI) SAM automatically assigns a UEI to all active SAM.gov registered entities. Entities no longer have to go to a third-party website to obtain their identifier. This information 12 U.S.DEPARTMENT OF Energy Efficiency& • ENERGY Renewable Energy Special Terms and Conditions is displayed on SAM.gov. If the Recipient is authorized to make subawards under this Award,the Recipient: i. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive a subaward from the Recipient unless the entity has provided its UEI number to the Recipient. ii. May not make a subaward to an entity unless the entity has provided its UEI number to the Recipient. C. Definitions For purposes of this award term: i. System for Award Management (SAM) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM Internet site (currently at ). ii. Unique Entity Identifier(UEI) is the 12-character, alpha-numeric identifier that will be assigned by SAM.gov upon registration. iii. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR Part 25, subpart C: 1. A Governmental organization, which is a State, local government, or Indian Tribe. 2. A foreign public entity. 3. A domestic or foreign nonprofit organization. 4. A domestic or foreign for-profit organization. 5. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. iv. Subaward: 1. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which the Recipient received this Award and that the Recipient awards to an eligible subrecipient. 2. The term does not include the Recipient's procurement of property and services needed to carry out the project or program (for further 13 explanation, see 2 CFR 200.501 Audit requirements, (f)Subrecipients U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions and Contractors and/or 2 CFR 910.501 Audit requirements, (f) Subrecipients and Contractors). 3. A subaward may be provided through any legal agreement, including an agreement that the Recipient considers a contract. v. Subrecipient means an entity that: 1. Receives a subaward from the Recipient under this Award; and 2. Is accountable to the Recipient for the use of the Federal funds provided by the subaward. Term 32. Nondisclosure and Confidentiality Agreements Assurances A. By entering into this agreement,the Recipient attests that it does not and will not require its employees or contractors to sign internal nondisclosure or confidentiality agreements or statements prohibiting or otherwise restricting its employees or contactors from lawfully reporting waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. B. The Recipient further attests that it does not and will not use any Federal funds to implement or enforce any nondisclosure and/or confidentiality policy,form, or agreement it uses unless it contains the following provisions: i. `These provisions are consistent with and do not supersede, conflict with, or otherwise alter the employee obligations, rights, or liabilities created by existing statute or Executive order relating to (1) classified information, (2) communications to Congress, (3) the reporting to an Inspector General of a violation of any law, rule, or regulation, or mismanagement, a gross waste of funds, an abuse of authority, or a substantial and specific danger to public health or safety, or(4)any other whistleblower protection. The definitions, requirements, obligations, rights, sanctions, and liabilities created by controlling Executive orders and statutory provisions are incorporated into this agreement and are controlling." ii. The limitation above shall not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. iii. Notwithstanding provision listed in paragraph (a), a nondisclosure or, confidentiality policy form or agreement that is to be executed by a person 14 connected with the conduct of an intelligence or intelligence-related activity, U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions other than an employee or officer of the United States Government, may contain provisions appropriate to the particular activity for which such document is to be used. Such form or agreement shall, at a minimum, require that the person will not disclose any classified information received in the course of such activity unless specifically authorized to do so by the United States Government. Such nondisclosure or confidentiality forms shall also make it clear that they do not bar disclosures to Congress, or to an authorized official of an executive agency or the Department of Justice, that are essential to reporting a substantial violation of law. Term 33. Contractor Change Notification Except for contractors specifically proposed as part of the Recipient's Application for award, the Recipient must notify the Contracting Officer and Project Manager in writing 30 days prior to the execution of new or modified contract agreements, including naming any To Be Determined contractors. This notification does not constitute a waiver of the prior approval requirements outlined in 2 CFR part 200 as amended by 2 CFR part 910, nor does it relieve the Recipient from its obligation to comply with applicable Federal statutes, regulations, and executive orders. In order to satisfy this notification requirement,the Recipient documentation must, as a minimum, include the following: • A description of the service to be provided or the equipment to be purchased. • An assurance that the process undertaken by the Recipient to solicit the contractor complies with their written procurement procedures as outlined in 2 CFR 200.317 through 200.327. • An assurance that no planned, actual or apparent conflict of interest exists between the Recipient and the selected contractor and that the Recipient's written standards of conduct were followed.3 • A completed Environmental Questionnaire, if applicable. • An assurance that the contractor is not a debarred or suspended entity. • An assurance that all required award provisions will be flowed down in the resulting contract agreement. 3 It is DOE's position that the existence of a"covered relationship"as defined in 5 CFR 2635.502(a)&(b)between a member of the Recipient's owners or senior management and a member of a subrecipient's owners or senior management creates at a minimum an apparent conflict of interest that would require the Recipient to notify the Contracting Officer and provide detailed information and justification(including,for example, mitigation measures)as to why the subrecipient agreement does not create an actual conflict of interest. The Recipient must also notify the Contracting Officer of any new subrecipient agreement with: (1)an entity that is owned or otherwise controlled by the Recipient;or(2)an entity that is owned or 15 otherwise controlled by another entity that also owns or otherwise controls the Recipient,as it is DOE's position that these situations also create at a minimum an apparent conflict of interest. U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions The Recipient is responsible for making a final determination to award or modify contractor agreements under this agreement, but the Recipient may not proceed with the contractor agreement until the Contracting Officer determines; and provides the Recipient written notification,that the information provided is adequate. Should the Recipient not receive a written notification of adequacy from the Contracting Officer within 30 days of the submission of the contractor documentation stipulated above,the Recipient may proceed to award or modify the proposed contractor agreement. Term 34. Recipient Integrity and Performance Matters A. General Reporting Requirement If the total value of your currently active Financial Assistance awards, grants, and procurement contracts from all Federal awarding agencies exceeds$10,000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the System for Award Management(SAM)that is made available in the designated integrity and performance system(currently the Federal Awardee Performance and Integrity Information System (FAPIIS)) about civil, criminal, or administrative proceedings described in paragraph 2 of this term. This is a statutory requirement under section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111-212, all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available. B. Proceedings About Which You Must Report Submit the information required about each proceeding that: i. Is in connection with the award or performance of a Financial Assistance, cooperative agreement, or procurement contract from the Federal Government; ii. Reached its final disposition during the most recent five-year period; and iii. Is one of the following: 1. A criminal proceeding that resulted in a conviction, as defined in paragraph E of this award term and condition; 2. A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of$5,000 or more; 3. An administrative proceeding, as defined in paragraph E of this term, that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of$5,000 or more or 16 reimbursement, restitution, or damages in excess of$100,000; or U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions 4. Any other criminal, civil, or administrative proceeding if: a. It could have led to an outcome described in paragraph B.iii.1, 2, or 3 of this term; b. It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your part; and c. The requirement in this term to disclose information about the proceeding does not conflict with applicable laws and regulations. C. Reporting Procedures Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in paragraph B of this term. You do not need to submit the information a second time under assistance awards that you received if you • already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded. D. Reporting Frequency During any period of time when you are subject to the requirement in paragraph A of this term, you must report proceedings information through SAM for the most recent five-year period,either to report new information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Recipients that have Federal contract, Financial Assistance awards, (including cooperative agreement awards) with a cumulative total value greater than $10,000,000, must disclose semiannually any information about the criminal, civil, and administrative proceedings. E. Definitions For purposes of this term: i. Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in connection with performance of a Federal contract or Financial Assistance awards. It does not include audits, site visits, corrective plans, or inspection of deliverables. ii. Conviction means a judgment or conviction of a criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered upon a plea of nolo contendere. iii. Total value of currently active Financial Assistance awards, cooperative agreements and procurement contracts includes— 17 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions 1. Only the Federal share of the funding under any Federal award with a recipient cost share or match; and 2. The value of all expected funding increments under a Federal award and options, even if not yet exercised. Term 35. Export Control The United States government regulates the transfer of information, commodities, technology, and software considered to be strategically important to the U.S. to protect national security, foreign policy, and economic interests without imposing undue regulatory burdens on legitimate international trade.There is a network of Federal agencies and regulations that govern exports that are collectively referred to as "Export Controls."The Recipient is responsible for ensuring compliance with all applicable United States Export Control laws and regulations relating to any work performed under a resulting award. The Recipient must immediately report to DOE any export control violations related to the project funded under this award, at the recipient or subrecipient level, and provide the corrective action(s) to prevent future violations. Term 36. Interim Conflict of Interest Policy for Financial Assistance The DOE interim Conflict of Interest Policy for Financial Assistance (COI Policy) can be found at https://www.energy.gov/management/department-energy-interim-conflict-interest-policy- requirements-financial-assistance.This policy is applicable to all non-Federal entities applying for, or that receive, DOE funding by means of a financial assistance award (e.g., a grant, cooperative agreement, or technology investment agreement) and,through the implementation of this policy by the entity, to each Investigator who is planning to participate in, or is participating in, the project funded wholly or in part under this Award.The term "Investigator" means the PI and any other person, regardless of title or position, who is responsible for the purpose, design, conduct, or reporting of a project funded by DOE or proposed for funding by DOE.The Recipient must flow down the requirements of the interim COI Policy to any contracting non-Federal entities, with the exception of DOE National Laboratories. Further, the Recipient must identify all financial conflicts of interests (FCOI), i.e., managed and unmanaged/ unmanageable, in its initial and ongoing FCOI reports. Prior to award,the Recipient was required to: 1) ensure all Investigators on this Award completed their significant financial disclosures; 2) review the disclosures; 3) determine whether a FCOI exists; 4) develop and implement a management plan for FCOIs; and 5) provide DOE with an initial FCOI report that includes all FCOIs (i.e., managed and unmanaged/unmanageable). Within 180 days of the date of the Award,the Recipient must be in full compliance with the other requirements set forth in DOE's interim COI Policy. Term 37. Organizational Conflict of Interest Organizational conflicts of interest are those where, because of relationships with a parent company, affiliate, or subsidiary organization, the Recipient is unable or appears to be unable to is U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions be impartial in conducting procurement action involving a related organization (2 CFR 200.318(c)(2)). The Recipient must disclose in writing any potential or actual organizational conflict of interest to the DOE Contracting Officer. The Recipient must provide the disclosure prior to engaging in a procurement or transaction using project funds with a parent, affiliate, or subsidiary organization that is not a state, local government;or Indian tribe. For a list of the information that must be included the disclosure,see Section VI. of the DOE interim Conflict of Interest Policy for Financial Assistance at https://www.energy.gov/management/department-energy- interim-conflict-interest-policv-requirements-financial-assistance. If the effects of the potential or actual organizational conflict of interest cannot be avoided, neutralized, or mitigated, the Recipient must procure goods and services from other sources when using project funds. Otherwise, DOE may terminate the Award in accordance with 2 CFR 200.340 unless continued performance is determined to be in the best interest of the Federal government. The Recipient must flow down the requirements of the interim COI Policy to any contracting non-Federal entities, with the exception of DOE National Laboratories.The Recipient is responsible for ensuring contractor compliance with this term. If the Recipient has a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe,the Recipient must maintain written standards of conduct covering organizational conflicts of interest. Term 38. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment As set forth in 2 CFR 200.216, recipients and subrecipients are prohibited from obligating or expending project funds (Federal and non-Federal funds)to: (1) Procure or obtain; (2) Extend or renew a contract to procure or obtain; or (3) Enter into a contract (or extend or renew a contract)to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (i) For the purpose of public safety, security of government facilities, physical security i9 surveillance of critical infrastructure, and other national security purposes, video U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). (ii)Telecommunications or video surveillance services provided by such entities or using such equipment. (iii) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to,the government of a covered foreign country. See Public Law 115-232, section 889 for additional information. Term 39. Human Subjects Research Research involving human subjects, biospecimens, or identifiable private information conducted with Department of Energy (DOE)funding is subject to the requirements of DOE Order 443.1C, Protection of Human Research Subjects, 45 CFR Part 46, Protection of Human Subjects(subpart A which is referred to as the "Common Rule"), and 10 CFR Part 745, Protection of Human Subjects. Federal regulation and the DOE Order require review by an Institutional Review Board (IRB) of all proposed human subjects research projects. The IRB is an interdisciplinary ethics board responsible for ensuring that the proposed research is sound and justifies the use of human subjects or their data;the potential risks to human subjects have been minimized; participation is voluntary; and clear and accurate information about the study, the benefits and risks of participating, and how individuals' data/specimens will be protected/used, is provided to potential participants for their use in determining whether or not to participate. The Recipient shall provide the Federal Wide Assurance number identified in item 1 below and the certification identified in item 2 below to DOE prior to initiation of any project that will involve interactions with humans in some way (e.g., through surveys); analysis of their identifiable data (e.g., demographic data and energy use over time); asking individuals to test devices, products, or materials developed through research; and/or testing of commercially available devices in buildings/homes in which humans will be present. Note:This list of examples is illustrative and not all inclusive. No DOE funded research activity involving human subjects, biospecimens, or identifiable private information shall be conducted without: 20 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions 1) A registration and a Federal Wide Assurance of compliance accepted by the Office of Human Research Protection (OHRP) in the Department of Health and Human Services; and 2) Certification that the research has been reviewed and approved by an Institutional Review Board (IRB) provided for in the assurance. IRB review may be accomplished by the awardee's institutional IRB; by the Central DOE IRB; or if collaborating with one of the DOE national laboratories, by the DOE national laboratory IRB. The Recipient is responsible for ensuring all subrecipients comply and for reporting information on the project annually to the DOE Human Subjects Research Database (HSRD) at https://science.osti.gov/HumanSubjects/Human-Subjects-Database/home. Note: If a DOE IRB is used, no end of year reporting will be needed. Additional information on the DOE Human Subjects Research Program can be found at: https://science.osti.gov/ber/human-subjects Term 40. Fraud, Waste and Abuse The mission of the DOE Office of Inspector General (OIG) is to strengthen the integrity, economy and efficiency of DOE's programs and operations including deterring and detecting fraud,waste, abuse and mismanagement.The OIG accomplishes this mission primarily through investigations, audits, and inspections of Department of Energy activities to include grants, cooperative agreements, loans, and contracts.The OIG maintains a Hotline for reporting allegations of fraud, waste, abuse, or mismanagement.-To report such allegations, please visit https://www.energy.gov/ig/ig-hotline. Additionally,the Recipient must be cognizant of the requirements of 2 CFR§ 200.113 Mandatory disclosures, which states: The non-Federal entity or applicant:for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in appendix XII of 2 CFR Part 200 are required to report certain civil, criminal, or administrative proceedings to SAM (currently FAPIIS). Failure to make required disclosures can result in any of the remedies described in § 200.339. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.) Subpart D. Bipartisan Infrastructure Law (BIL)-specific requirements 21 Term 41. Reporting, Tracking and Segregation of Incurred Costs U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions BIL funds can be used in conjunction with other funding, as necessary to complete projects, but tracking and reporting must be separate to meet the reporting requirements of the BIL and related Office of Management and Budget (OMB) Guidance. The Recipient must keep separate records for BIL funds and must ensure those records comply with the requirements of the BIL. Funding provided through the BIL that is supplemental to an existing grant or cooperative agreement is one-time funding. Term 42. Davis-Bacon Requirements This award is funded under Division D of the Bipartisan Infrastructure Law (BIL). All laborers and mechanics employed by the recipient, subrecipients, contractors or subcontractors in the performance of construction, alteration,or repair work in excess of$2,000 on an award funded directly by or assisted in whole or in part by funds made available under this award shall be paid wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code commonly referred to as the "Davis-Bacon Act" (DBA). Recipients shall provide written assurance acknowledging the'DBA requirements for the award or project and confirming that all of the laborers and mechanics performing construction, alteration, or repair,through funding under the award are paid or will be paid wages at rates not less than those prevailing on projects of a character similar in the locality as determined by Subchapter IV of Chapter 31 of Title 40, United States Code (Davis-Bacon Act). The Recipient must comply with all of the Davis-Bacon Act requirements, including but not limited to: (1) ensuring that the wage determination(s) and appropriate Davis-Bacon clauses and requirements are flowed down to and incorporated into any applicable subcontracts. (2) being responsible for compliance by any subcontractor with the Davis-Bacon labor standards. (3) receiving and reviewing certified weekly payrolls submitted by all subcontractors and subrecipients for accuracy and to identify potential compliance issues. (4) maintaining original certified weekly payrolls for 3 years after the completion of the project and must make those payrolls available to the DOE or the Department of Labor upon request, as required by 29 CFR 5.6(a)(2). (5) conducting payroll and job-site reviews for construction work, including interviews with employees, with such frequency as may be necessary to assure compliance by its subcontractors and as requested or directed by the DOE. (6) cooperating with any authorized representative of the Department of Labor in their inspection of records, interviews with employees, and other actions 22 undertaken as part of a Department of Labor investigation. U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions (7) posting in a prominent and accessible place the wage determination(s) and Department of Labor Publication: WH-1321, Notice to Employees Working on Federal or Federally Assisted Construction Projects. (8) notifying the Contracting Officer of all labor standards issues, including all complaints regarding incorrect payment of prevailing wages and/or fringe benefits, received from the recipient, , contractor, or subcontractor employees; significant labor standards violations, as defined in 29 CFR 5.7; disputes concerning labor standards pursuant to 29 CFR parts 4, 6, and 8 and as defined in FAR 52.222-14; disputed labor standards determinations; Department of Labor investigations; or legal or judicial proceedings related to the labor standards under this Contract, a subcontract, or subrecipient award. (9) preparing and submitting to the Contracting Officer, the Office of Management and Budget Control Number 1910-5165, Davis Bacon Semi-Annual Labor Compliance Report, by April 21 and October 21 of each year. Form submittal will be administered through the iBenefits system (https://doeibenefits2.energy.gov) or its successor system. The Recipient must undergo Davis-Bacon Act compliance training and must maintain competency in Davis-Bacon Act compliance. The Contracting Officer will notify the Recipient of any DOE sponsored Davis-Bacon Act compliance trainings. The Department of Labor offers free Prevailing Wage Seminars several times a year that meet this requirement, at https J/www.dol.gov/agencies/whd/government-contracts/construction/seminars/events. The Department of Energy has contracted with, a third-party DBA electronic payroll compliance software application.The Recipient must ensure the timely electronic submission of weekly certified payrolls as part of its compliance with the Davis-Bacon Act unless a waiver is granted to a particular contractor or subcontractor because they are unable or limited in their ability to use or access the software. Davis Bacon Act Electronic Certified Payroll Submission Waiver A waiver must be granted before the award starts.The applicant does not have the right to appeal SCEP's decision concerning a waiver request. For additional guidance on how to comply with the Davis-Bacon provisions and clauses, see https://www.dol.gov/agencies/whd/government-contracts/construction and https://www.dol.gov/agencies/whd/government-contracts/protections-for-workers-in- construction. Term 43. Buy American Requirement for Infrastructure Projects *NOTE:Buy American Requirements only apply to awards over$250,000. Please disregard this 23 section if your total EECBG Program award is less than$250,000. U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions A. Definitions Components are defined as the articles, materials, or supplies incorporated directly into the end manufactured product(s). Construction Materials are an article, material, or supply—other than an item primarily of iron or steel; a manufactured product; cement and cementitious materials; aggregates such as stone, sand, or gravel; or aggregate binding agents or additives—that is used in an infrastructure project and is or consists primarily of non-ferrous metals, plastic and polymer-based products(including polyvinylchloride,composite building materials, and polymers used in fiber optic cables), glass (including optic glass), lumber, drywall, coatings (paints and stains), optical fiber, clay brick; composite building materials; or enginSCEPd wood products. Domestic Content Procurement Preference Requirement- means a requirement that no amounts made available through a program for federal financial assistance may be obligated for an infrastructure project unless— (A) all iron and steel used in the project are produced in the United States; (B) the manufactured products used in the project are produced in the United States; or (C) the construction materials used in the project are produced in the United States. Also referred to as the Buy America Requirement. Infrastructure includes, at a minimum, the structures,facilities, and equipment located in the United States,for: roads, highways, and bridges; public transportation; dams, ports, harbors, and other maritime facilities; intercity passenger and freight railroads;freight and intermodal facilities; airports; water systems, including drinking water and wastewater systems; electrical transmission facilities and systems; utilities; broadband infrastructure; and buildings and real property; and generation, transportation, and distribution of energy- including electric vehicle (EV) charging. The term "infrastructure" should be interpreted broadly, and the definition provided above should be considered as illustrative and not exhaustive. 24 U.B.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions Manufactured Products'are items used for an infrastructure project made up of components that are not primarily of iron or steel; construction_materials; cement and cementitious materials' aggregates such as stone, sand, or gravel; or aggregate binding agents or additives. Primarily of iron or steel means greater than 50%iron or steel, measured by cost. Project- means the construction, alteration, maintenance, or repair of infrastructure in the United States. Public-The Buy America Requirement does not apply to non-public infrastructure. For purposes of this guidance, infrastructure should be considered "public" if it is: (1) publicly owned or (2) privately owned but utilized primarily for a public purpose. Infrastructure should be considered to be "utilized primarily for a public purpose" if it is privately operated on behalf of the public or is a place of public accommodation. B. Buy America Requirement None of the funds provided under this award (federal share or recipient cost-share) may be used for a project for infrastructure unless: 1. All iron andsteel used in the project is produced in the United States-this means all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; 2. All manufactured products used in the project are produced in the United States—this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of - the manufactured product has been established under applicable law or regulation; and 25 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions 3. All construction materials are manufactured in the United States—this means that all manufacturing processes for the construction material occurred in the United States. The Buy America Requirement only applies to articles, materials, and supplies that are consumed in, incorporated into, or permanently affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies,such as temporary scaffolding, brought into the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America Requirement apply to equipment and furnishings,such as movable chairs, desks, and portable computer equipment,that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project. Recipients are responsible for administering their award in accordance with the terms and conditions, including the Buy America Requirement. The recipient must ensure that the Buy America Requirement flows down to all subawards and that the subawardees and subrecipients comply with the Buy America Requirement. The Buy America Requirement term and condition must be included all sub-awards,contracts, subcontracts, and purchase orders for work performed under the infrastructure project. C. Certification of Compliance The Recipient must certify or provide equivalent documentation for proof of compliance that a good faith effort was made to solicit bids for domestic products used in the infrastructure project under this Award. The Recipient must also maintain certifications or equivalent documentation for proof of compliance that those articles, materials, and supplies that are consumed in, incorporated into, affixed to, or otherwise used in the infrastructure project, not covered by a waiver or exemption, are produced in the United States.The certification or proof of compliance must be provided by the suppliers or manufacturers of the iron, steel, manufactured products and construction materials and flow up from all subawardees, contractors and vendors to the Recipient.The Recipient must keep these certifications with the award/project files and be able to produce them upon request from DOE, auditors or Office of Inspector General. 26 U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions D. Waivers When necessary, the Recipient may apply for, and DOE may grant, a waiver from the Buy America Requirement. Requests to waive the application of the Buy America Requirement must be in writing to the Contracting Officer. Waiver requests are subject to review by DOE and the Office of Management and Budget, as well as a public comment period of no less than 15 calendar days. • Waivers must be based on one of the:following justifications: 1. Public Interest-Applying the Buy America Requirement would be inconsistent with the public interest; 2. Non-Availability-The types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality; or 3. Unreasonable Cost-The inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25 percent. Requests to waive the Buy America Requirement must include the following: • Waiver type (Public Interest, Non-Availability, or Unreasonable Cost); • Recipient name and Unique Entity Identifier(UEI); • Award information (Federal Award Identification Number, Assistance Listing number); • A brief description of the project, its location, and the specific infrastructure involved; • Total estimated project cost, with estimated federal share and recipient cost share breakdowns; • Total estimated infrastructure costs, with estimated federal share and recipient cost share breakdowns; • List and description of iron or steel item(s), manufactured goods, and/or construction material(s)the recipient seeks to waive from the Buy America Preference, including name, cost, quantity(ies), country(ies) of origin,and relevant Product Service Codes (PSC) and North American Industry Classification 27 System (NAICS) codes for each; U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions • A detailed justification as to how the non-domestic item(s) is/are essential the project; • A certification that the recipient made a good faith effort to solicit bids for domestic products supported by terms included in requests for proposals, contracts, and non-proprietary communications with potential suppliers; • A justification statement—based on one of the applicable justifications outlined above—as to why the listed items cannot be procured domestically, including the due diligence performed (e.g., market research, industry outreach, cost analysis, cost-benefit analysis) by the recipient to attempt to avoid the need for a waiver. This justification may cite, if applicable, the absence of any Buy America-compliant bids received for domestic products in response to a solicitation; and • Anticipated impact to the project if no waiver is issued. The Recipient should consider using the following principles as minimum requirements contained in their waiver request: • Time-limited: Consider a waiver constrained principally by a length of time, rather than by the specific project/award to which it applies. Waivers of this type may be appropriate, for example, when an item that is "non-available" is widely used in the project. When requesting such a waiver, the Recipient should identify a reasonable, definite time frame (e.g., no more than one to two years) designed so that the waiver is reviewed to ensure the condition for the waiver ("non-availability") has not changed (e.g., domestic supplies have become more available). • Targeted: Waiver requests should apply only to the item(s), product(s), or material(s) or category(ies) of item(s), product(s), or material(s) as necessary and justified. Waivers should not be overly broad as this will undermine domestic preference policies. • Conditional:The Recipient may request a waiver with specific conditions that support the policies of IIJA/BABA and Executive Order 14017. DOE may request, and the Recipient must provide, additional 28 information for consideration of this wavier. DOE may reject or grant U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions waivers in whole or in part depending on its review, analysis, and/or feedback from OMB or the public. DOEs final determination regarding approval or rejection of the waiver request may not be appealed. Waiver requests may take up to 90 calendar days to process. Term 44. Affirmative Action and Pay Transparency Requirements All federally assisted construction contracts exceeding$10,000 annually will be subject to the requirements of Executive Order 11246: (1) Recipients and contractors are prohibited from discriminating in employment decisions on the basis of race, color, religion, sex, sexual orientation, gender identity or national origin. (2)Recipients and contractors are required to take affirmative action to ensure that equal opportunity is provided in all aspects of their employment.This includes flowing down the appropriate language to all subrecipients, contractors and subcontractors. (3)Recipients and contractors are prohibited from taking adverse employment actions against applicants and employees for asking about, discussing, or sharing information about their pay or, under certain circumstances,the pay of their co-workers. The Department of Labor's (DOL) Office of Federal Contractor Compliance Programs (OFCCP) uses a neutral process to schedule contractors for compliance evaluations. OFCCP's Technical Assistance Guide4 should be consulted to gain an understanding of the requirements and possible actions the recipients, subrecipients, contractors and subcontractors must take. Term 45. Potentially Duplicative Funding Notice If the Recipient have or receive any other award of federal funds for activities that potentially overlap with the activities funded under this Award, the Recipient must promptly notify DOE in writing of the potential overlap and state whether project funds (i.e., recipient cost share and federal funds)from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items under this Award. If there are identical cost items,the Recipient must promptly notify the DOE Contracting Officer in writing of the potential duplication and eliminate any inappropriate duplication of funding. Term 46. Transparency of Foreign Connections 4 See OFCCP's Technical Assistance Guide at: 29 https://www.dol.gov/sites/dolgov/files/ofccp/Construction/files/ConstructionTAG.pdf?msclkid=9e397d68c4b 111 ec 9d8e6fecb6c710ec Also see the National Policy Assurances http://www.nsfgov/awards/managing/rtc.jsp U.S.DEPARTMENT OF Energy Efficiency& ENERGY Renewable Energy Special Terms and Conditions During the term of the Award; the Recipient must notify the DOE Contracting Officer within fifteen (15) business days of learning of the following circumstances in relation to the Recipient or contractors: 1. The existence of any joint venture or subsidiary that is based in, funded by, or has a foreign affiliation with any foreign country of risk; 2. Any current or pending contractual or financial obligation or other agreement specific to a business arrangement, or joint venture-like arrangement with an enterprise owned by a country of risk or foreign entity based in a country of risk; 3. Any current or pending change in ownership structure of the Recipient or contractors that increases foreign ownership related to a country of risk; 4. Any current or pending venture capital or institutional investment by an entity that has a general partner or individual holding a leadership role in such entity who has a foreign affiliation with any foreign country of risk; 5. Any current or pending technology licensing or intellectual property sales to a foreign country of risk; and 6. Any current or pending foreign business entity, offshore entity, or entity outside the United States related to the Recipient or subrecipient. Term 47. Foreign Collaboration Considerations a. Consideration of new collaborations with foreign organizations and governments. The Recipient must provide DOE with advanced written notification of any potential collaboration with foreign entities, organizations or governments in connection with its DOE-funded award scope. The Recipient must await further guidance from DOE prior to contacting the proposed foreign entity,organization or government regarding the potential collaboration or negotiating the terms of any potential agreement. b. Existing collaborations with foreign entities, organizations and governments.The Recipient must provide DOE with a written list of all existing foreign collaborations in which has entered in connection with its DOE-funded award scope. c. Description of collaborations that should be reported: In general, a collaboration will involve some provision of a thing of value to, or from,the Recipient. A thing of value includes but may not be limited to all resources made available to, or from, the recipient in support of and/or related to the Award, regardless of whether or not they have monetary value.Things of value also may include in-kind contributions (such as office/laboratory space, data, equipment, supplies, employees, students). In-kind contributions not intended for direct use on the Award but resulting in provision of a thing of value from or to the Award must also be reported. Collaborations do not include routine workshops, conferences, use of the Recipient's services and facilities by foreign investigators resulting from its standard published 30 U.S.DEPARTMENT OF Energy Efficiency& ENERGY I Renewable Energy Special Terms and Conditions process for evaluating requests for access, or the routine use of foreign facilities by awardee staff in accordance with the Recipient's standard policies and procedures. Authorized Signature Date Name:. ,._.... �. Title . . Entity Name:,: . .-��-.__ 31 I IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 7th day of April 2025. No. 43172-040715. A RESOLUTION setting the allocation percentage for personal property tax relief in the City of Roanoke for the 2025 tax year. WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or "PPTRA") of Chapter 951 of the 2005 Acts of Assembly, qualifying vehicles with a taxable situs within the City commencing January 1, 2025, shall receive personal property tax relief; WHEREAS, this Resolution is adopted pursuant to Ordinance 37221-101705 adopted by City Council on October 17, 2005; and NOW THEREFORE BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That tax relief shall be allocated such as to provide 100% tax relief for qualifying personal use vehicles valued at$1,000 or less. 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible for 41.72% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 41.72%tax relief on the first$20,000 of value. 4. That all other vehicles which do not meet the definition of "qualifying" (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.)will not be eligible for any form of tax relief under this program. 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to the City of Roanoke by the Commonwealth of Virginia. ATTEST: ( a7 City Clerk. ,,Y- 2 Wie I.. City Manager's Report 'SO' Submitted by: Margaret Lindsey, Director Department of Finance ROANOKE April 7, 2025 Title: Adoption of Tax Year 2025 Personal Property Tax Relief Act (PPTRA) Percentage. Background: The Personal Property Tax Relief Act (PPTRA) was enacted in 1998 for a measure of personal property tax relief based on assessed motor vehicle values. (Vehicles valued at $1,000 and below are exempt from taxation.) The amount of relief each locality receives from the Commonwealth of Virginia has been a set amount since 2006. The City of Roanoke receives yearly, and budgets accordingly $8,075,992. Considerations: City Council is required by the Commonwealth to annually adopt a resolution setting the percentage reduction in personal property for that year. City Staff computed the effective reimbursement rates using information provided by the Commissioner of Revenue. The percentage reduction is calculated to distribute the $8,075,992 allocation in conformance with state code. The relief rate as computed for the tax year 2025 is 41.72%, a decrease from the 2024 rate of 42.14%. Recommended Action: Adopt the attached resolution which establishes the percentage reduction for personal property tax relief at 41.72% for the City of Roanoke for the 2025 tax year. Sam Roman, Deputy City Manager IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of April 2025. No. 43173-040725. AN ORDINANCE to repeal and replace Ordinance No. 43155-030325, adopted March 3, 2025, to correct a scriveners error in the budget revenue account number and adopting an Ordinance correcting the error, in connection with the acceptance of the 2025 Combatting Hate Crimes Grant Program to the City of Roanoke from the Virginia Department of Criminal Justice Services ("DCJS"); amending and reordaining certain sections of the 2024-2025 Grant Fund Appropriations; appropriating 2024-2025 Grant Funds; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Grant; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Ordinance No. 43155-030325, adopted March 3, 2025, is hereby REPEALED. 2. The City of Roanoke does hereby accept the 2025 Combatting Hate Crimes Grant Program from DCJS in the amount of$150,000 with no local match, to enhance security at two local Synagogues and a local, private Jewish school. 3. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, any documents setting forth the conditions of this grant in a form approved by the City Attorney. 4. The City Manager or designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. 5. The following sections of the 2024-2025 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Grand Fund Appropriations: Special Projects 235-3111-0000-52034-400141 $150,000 Revenues: State Grants 235-3111-0000-40122-400141 $150,000 6. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: / City Clerk. o '.o /a4 , e CITY OF ROANOKE f, . OFFICE OF THE CITY CLERK he...1 - ,r 215 Church Avenue,S.W.,Room 456 \ - k k Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 ti--T Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Manuel Dotson 730 Suburban Avenue, S.W. Roanoke, Virginia 24015 Dear Mr. Dotson: At a meeting of the Council of the City of Roanoke which was held on Monday,April 7,2025,you were reappointed as a member of the Fair Housing Board for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702,Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Fair Housing Board. Sincerely, / Cecelia F. McCoy, CMC City Clerk Enclosures pc: Raquel Nunez, Board Secretary, Fair Housing Board �4 � , CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 N. 4, , Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 '!I..„� �" Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Isobel O'Hare 605 Allison Avenue, S.W. Roanoke, Virginia 24016 Dear Ms. O'Hare: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were appointed as a member of the Roanoke Public Library Board to replace Jane Field for a three-year term of office commencing July 1, 2025 and ending June 30, 2028. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950),.as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Public Library Board. Sincerely, fite Cor Cecelia F. McCoy, CMC City Clerk Enclosures pc: Amanda Taylor, Board Secretary, Roanoke Public Library Board,with application 17' ' t. CITY OF ROANOKE _.f„. OFFICE OF THE CITY CLERK .'° -., z -.�: 'r 215 Church Avenue,S.W.,Room 456 ' . a;; Roanoke,Virginia 24011-1536 ` °�.5 `�1 {i, Telephone: (540)853-2541 ., Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Jessica Prince 3735 Peakwood Drive, S. W. Roanoke, Virginia 24014 Dear Dr. Prince: il At a meeting of the Council of the e Clty of Humanoanoke Servicesch was Advisoryeld on BoardM fordaa ter 7of office, 2025, oending were appointed as a member of November 30, 2026. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have15 the Church administered. S rW.The Clerk ed on of thethe third floor of the Ci Circuit Court office will keep a copy on file.oanoke City s Facility, 315 Avenue, 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be oath is Maycompleted ,prior 2025to serving in the capacity to which you were appointed.The deadline your Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Human Services Advisory Board. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Jennifer Sorrels, Board Secretary, Human Services Advisory Board, with application 4 - - .w CITY OF ROANOKE "'1 _ , OFFICE OF THE CITY CLERK '+ . ' 215 Church Avenue,S.W.,Room 456 °> . e. , , ) Roanoke,Virginia 24011-1536 *'.' Telephone: (540)853-2541 w' `+='' Fax: (540)853-1145 E-mail: clerk®roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Angelica Wagner 3514 Laurel Ridge Road, N.W. Roanoke, Virginia 24017 Dear Ms. Wagner: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were appointed as a member of the Building and Fire Code Board of Appeals for a term of office ending June 30, 2026. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Building and Fire Code Board of Appeals. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Emily Clark, Board Secretary, Building and Fire Code Board of Appeals,with application 0: i ° CITY OF ROANOKE . *= " OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 . Telephone: (540)853-2541 c Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ Assistant Deputy City Clerk April 8, 2025 James Smith, Sr. 3547 Penarth Road, S. W. Roanoke, Virginia 24014 Dear Mr. Smith: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were appointed as a member of the Visit Virginia's Blue Ridge, Board of Directors to replace Malcolm Quigley for a one-year term of office commencing July 1, 2025 and ending June 30, 2026. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Visit Virginia's Blue Ridge, Board of Directors. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Landon Howard, Board Secretary, Visit Virginia's Blue Ridge, Board of Directors, with application _ t CITY OF ROANOKE - ' -, . .-:- :- -. OFFICE OF THE CITY CLERK " 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 ``,, c p ' Telephone: (540)853-2541 ,�. r 4 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ Assistant Deputy City Clerk April 8, 2025 Dr. John Clements 3244 Allendale Street, S. W. Roanoke, Virginia 24014 Dear Dr. Clements: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a member of the Visit Virginia's Blue Ridge, Board of Directors for a one-year term of office, commencing July 1, 2025 and ending June 30, 2026. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Visit Virginia's Blue Ridge, Board of Directors. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Landon Howard, Board Secretary, Visit Virginia's Blue Ridge, Board of Directors CITY OF ROANOKE OFFICE OF THE CITY CLERK ` 215 Church Avenue,S.W.,Room 456 ` ,. Roanoke,Virginia 24011-1536 ' Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Nadirah Wright 2409 Broad Street, N. W. Roanoke, Virginia 24012 Dear Ms. Wright: At.a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were appointed as a member of the Roanoke Neighborhood Advocates for a term of office ending September 30, 2026. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Neighborhood Advocates. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Molly Hunter, Board Secretary, Roanoke Neighborhood Advocates,with application 6'_ 4 , _ CITY OF ROANOKE -"!'",. - OFFICE OF THE CITY CLERK 't ; `- 215 Church Avenue,S.W.,Room 456 �,� ; ,�+ Roanoke,Virginia 24011-1536 ",,° e •,..el Telephone: (540)853-2541 ------' Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 David Parr 3201 Wentworth Avenue, N.W. Roanoke, Virginia 24012 Dear Mr. Parr: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were appointed as a member of the Roanoke Neighborhood Advocates for a term of office ending September 30, 2027. Enclosed you will find a letter of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit.Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed. The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On_ behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Neighborhood Advocates. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Molly Hunter, Board Secretary, Roanoke Neighborhood Advocates, with application CITY OF ROANOKE =, OFFICE OF THE CITY CLERK t• 215 Church Avenue,S.W.,Room 456°� Roanoke,Virginia 24011-1536 c; V Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Sherman P. Lea, Jr. 711A 5th Street, N. E. Roanoke, Virginia 24016 Dear Mr. Lea: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a member of the Roanoke Cultural Endowment, Board of Directors for a three-year term of office, commencing January 1, 2025 and ending December 31, 2027. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: _ 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Roanoke Cultural Endowment, Board of Directors. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Shaleen Powell, Board Secretary, Roanoke Cultural Endowment, Board of Directors , ezr I -e. {_- } CITY OF ROANOKE ".'' ;- - - ). OFFICE OF THE CITY CLERK ;� j. 215 Church Avenue,S.W.,Room 456 4J .3 Roanoke,Virginia 24011-1536 s. tp' Telephone: (540)853-2541 +} Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC t Assistant Deputy City Clerk April 8, 2025 Mark Jamison 2424-Stanley Avenue, S. E. Roanoke, Virginia 24014 Dear Mr. Jamison: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a member of the Parks and Recreation Advisory Board for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Parks and Recreation Advisory Board. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Cindy McFall, Board Secretary, Parks and Recreation Advisory Board de Rozoz,, 44, o >%- CITY OF ROANOKE 4 •..-1 OFFICE OF THE CITY'CLERK k ,, a ' W° 215 Church Avenue,S.W.,Room 456 3 w1,.o�. 1 Roanoke,Virginia 24011-1536 o, , Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Joshua Johnson 2428 Avenel Avenue, S. W. Roanoke, Virginia 24015 Dear Mr. Johnson: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a member of the Gun Violence Prevention Commission for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Gun Violence Prevention Commission. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Angie O'Brien, Board Secretary, Gun Violence Prevention Commission 47Q .° , CITY OF ROANOKE T� h OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 E tzt, { / Roanoke,Virginia 24011-1536 �' Telephone: (540)853-2541 .�.� Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC Deputy City Clerk City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Catherine Koebel 2625 Longview Avenue, S. W. Roanoke, Virginia 24014 Dear Ms. Koebel: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a membei=' of the Gun Violence Prevention Commission for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Gun Violence Prevention Commission. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Angie O'Brien, Board Secretary, Gun Violence Prevention Commission ;•.0 ,A CITY OF ROANOKE ;der-� ' OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 *, r Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Robert Lamour 5383 Snow Owl Drive Roanoke, Virginia 24018 Dear Mr. Lamour: At a meeting of the Council of the City of Roanoke which was held on Monday, April 7, 2025, you were reappointed as a member of the Gun Violence Prevention Commission for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed.The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Gun Violence Prevention Commission. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Angie O'Brien, Board Secretary, Gun Violence Prevention Commission .r p. `i'N o� -�' °, CITY OF ROANOKE -!'�''" ot, ` OFFICE OF THE CITY CLERK µ a 215 Church Avenue,S.W.,Room 456 .` :'; J1 ` Roanoke,Virginia 24011-1536 ` . •e ^� ,R Telephone: (540)853-2541 Fax: (540)853-1145 a.- E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Amazetta Anderson 920 Loudon Avenue, N. W. Roanoke, Virginia 24016 Dear Ms. Anderson: At a meeting of the Council of the City of Roanoke which was held on Monday,April 7,2025,you were reappointed as a member of the Fair Housing Board for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702,Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Fair Housing Board. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Raquel Nunez, Board Secretary, Fair Housing Board ` �- - CITY OF ROANOKE "" OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 l ' Roanoke,Virginia 24011-1536 .. ' Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Garrett Brumfield 301 First Street, S. W., Apt 304 Roanoke, Virginia 24011 Dear Mr. Brumfield: At a meeting of the Council of the City of Roanoke which was held on Monday,April 7, 2025,you were reappointed as a member of the Fair Housing Board for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702,Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Fair Housing Board. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures pc: Raquel Nunez, Board Secretary, Fair Housing Board P_ e . . CITY OF ROANOKE -"@r- - -� - OFFICE OF THE CITY CLERK sf 215 Church Avenue,S.W. Room 456 s Roanoke,Virginia 24011-1536 �, T-,r. Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.VVEBB,CMC CECELIA F.MCCOY,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 8, 2025 Shenita Boukari 2921 Glenrose Avenue, N. W. Roanoke, Virginia 24017 Dear Ms. Boukari: At a meeting of the Council of the City of Roanoke which was held on Monday,April 7, 2025,you were reappointed as a member of the Fair Housing Board for a three-year term of office, commencing April 1, 2025 and ending March 31, 2028. Enclosed you will find a letter of reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. The deadline to submit your oath is May 10, 2025. Pursuant to Section 2.2-3702,Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Fair Housing Board. Sincerely, 0, �,. v - Cecelia F. McCoy, CMC City Clerk Enclosures pc: Raquel Nunez, Board Secretary, Fair Housing Board