HomeMy WebLinkAbout2010-01-06
BOARD OF SUPERVISORS
T E N T A T I V E
JANUARY 6, 2010
9:00 A.M., AUDITORIUM
COUNTY OFFICE BUILDING
1. Call to Order.
2. Pledge of Allegiance.
3. Moment of Silence.
Annual Organization
4. Election of Chairman.
5. Election of Vice-Chairman.
6. Appointment of Clerk and Senior Deputy Clerk.
7. Set Meeting Times, Dates and Places for Calendar Year 2010.
8. Set Dates for Hearing Zoning Text Amendments Requested by Citizens.
9. Rules of Procedure, Adoption of.
10. Boards and Commissions Policy, Adoption of.
11. From the Board: Matters Not Listed on the Agenda.
12. From the Public: Matters Not Listed for Public Hearing on the Agenda.
13. Consent Agenda (on next sheet).
10:00 a.m. – Transportation Matters
14. a. VDoT Monthly Report.
b. Transportation Matters not Listed on the Agenda.
10:30 a.m. – Information Items:
15. 2010 Census Process Update.
16. Closed Meeting.
17. Certify Closed Meeting.
18. Boards and Commissions:
a. Vacancies/Appointments.
19. From the Board: Matters Not Listed on the Agenda.
20. Adjourn to January 13, 2010, 9:30 a.m.
CONSENT AGENDA
FOR APPROVAL:
13.1 Cancel January 13, 2010 Regular Night Meeting.
13.2 Resolution to accept road(s) in Old Trail Subdivision into the State Secondary System of Highways.
13.3 Set public hearing for the proposed renewal of the lease agreement between the County and the Field School of
Charlottesville for part of the Old Crozet School.
13.4 FY 2010 Appropriations.
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COUNTY OF ALBEMARLE
MEMORANDUM
TO: Members of the Board of Supervisors
FROM: Ella W. Jordan, CMC, Clerk
DATE: December 18, 2009
RE: Agenda for Annual (Organizational) Meeting of January 6, 2010
Agenda Item No. 6. The Code of Virginia, in Section 15.2-1538, states that "The governing body of
every locality in this Commonwealth shall appoint a qualified person, who shall not be a member of the
governing body, to record the official actions of such governing body.” Ella W. Jordan and Meagan Hoy
expresses a desire to be reappointed as Clerk and Senior Deputy Clerk, respectively. These positions
are reappointed annually.
__________
Agenda Item No. 7. Section 15.2-1416 of the Code states that "The days, times and places of regular
meetings to be held during the ensuing months shall be established at the first meeting which meeting
may be referred to as the annual or organizational meeting; however, if the governing body subsequently
prescribes any ... day or time other than that initially established, as a meeting day, place or time, the
governing body shall pass a resolution as to such future meeting day, place or ti me. The governing body
shall cause a copy of such resolution to be posted on the door of the courthouse or the initial public
meeting place and inserted in a newspaper having general circulation in the county or municipality at
least seven days prior to the first such meeting at such other day, place or time...."
Should the Board wish to continue with the schedule adopted last year for its regular meetings, the Board
needs to adopt a motion to set the meeting times, dates and places for Calendar Year 20 10 as follows:
first Wednesday of the month - 9:00 a.m., and the second Wednesday of the month - 6:00 p.m., with said
meetings to be held in the County Office Building on McIntire Road. Consistent with this schedule, the
meeting dates for January 2011 shall be January 5 and January 12, 2011.
__________
Agenda Item No. 8. Section 33.10.2 of the Zoning Ordinance states that the Board of Supervisors shall
consider zoning text amendment petitions by property owners at specified intervals of three months. The
dates requested for these hearings for 2010 are September 8 and December 8, 2010 and March 9, and
June 8, 2011. A motion is required to set these dates which are then advertised in the newspaper.
__________
Agenda Item No. 9. A copy of the Board’s current Rules of Procedure is included with this agenda item
for your review.
__________
Agenda Item No. 10. A copy of the Board’s current Boards and Commissions Policy is included with this
agenda item for your review.
__________
Agenda Item No. 18. A copy of an updated appointment list is included with this agenda item.
Return to Regular Agenda
RULES OF PROCEDURE
ALBEMARLE BOARD OF COUNTY SUPERVISORS
A. Officers
1. Chairman. The Board at its annual meeting shall elect a Chairman who, if present, shall
preside at such meeting and at all other meetings during the year for which elected. In
addition to being presiding officer, the Chairman shall be the head official for all the
Board’s official functions and for ceremonial purposes. He shall have a vote but no veto.
(Virginia Code Sections 15.2-1422 and 15.2-1423)
2. Vice-Chairman. The Board at its annual meeting shall also elect a Vice-Chairman, who, if
present, shall preside at meetings in the absence of the Chairman and shall discharge
the duties of the Chairman during his absence or disability. (Virginia Code Section
15.2-1422)
3. Term of Office. The Chairman and Vice-Chairman shall be elected for one-year terms;
but either or both may be re-elected for one or more additional terms. (Virginia Code
Section 15.2-1422)
4. Absence of Chairman and Vice-Chairman. If the Chairman and Vice Chairman are
absent from any meeting, a present member shall be chosen to act as Chairman.
B. Clerk and Deputy Clerks
The Board at its annual meeting shall designate a Clerk and one or more Deputy Clerks who shall
serve at the pleasure of the Board. The duties of the Clerk shall be those set forth in Virginia
Code Section 15. 2-1539 and such additional duties set forth in resolutions of the Board as
adopted from time to time. (Virginia Code Section 15.2-1416)
C. Meetings
1. Annual Meeting. The first meeting in January held after the newly elected members of
the Board shall have qualified, and the first meeting held in January of each succeeding
year, shall be known as the annual meeting. At such annual meeting, the Board shall
establish the days, times, and places for regular meetings of the Board for that year.
(Virginia Code Section 15.2-1416)
2. Regular Meetings. The Board shall meet in regular session on such day or days as has
been established at the annual meeting. The Board may s ubsequently establish different
days, times, or places for such regular meetings by passing a resolution to that effect in
accord with Virginia Code Section 15.2-1416. If any day established as a regular
meeting day falls on a legal holiday, the meeting s cheduled for that day shall be held on
the next regular business day without action of any kind by the Board. (Virginia Code
Section 15.2-1416)
If the Chairman (or Vice Chairman, if the Chairman is unable to act) finds and declares
that weather or other conditions are such that it is hazardous for Board members to
attend a regular meeting, such meeting shall be continued to the next regular meeting
date. Such finding shall be communicated to the members of the Board and to the press
as promptly as possible. All hearings and other matters previously advertised shall be
conducted at the continued meeting and no further advertisement shall be required.
(Virginia Code Section 15.2-1416)
Regular meetings, without further public notice, may be adjourned from day to day or
from time to time or from place to place, not beyond the time fixed for the next regular
meeting, until the business of the Board is complete. (Virginia Code Section 15.2-1416)
3. Special Meetings. The Board may hold special meetings as it deems necessary at such
times and places as it deems convenient. A special meeting may be adjourned from time
to time as the Board finds necessary and convenient. (Virginia Code Section 15.2-1417)
A special meeting shall be held when called by the Chairman or requested by two or
more members of the Board. The call or request shall be made to the Clerk of the Board
and shall specify the matters to be considered at the meeting. Upon receipt of such call
or request, the Clerk, after consultation with the Chairman, shall immediately notify each
member of the Board, the County Executive, and the County Attorney. The notice shall
be in writing and delivered to the person or to his place of residence or business. The
notice shall state the time and place of the meeting and shall specify the matters to be
considered. No matter not specified in the notice shall be considered at such meeting
unless all members are present. The notice may be waived if all members are present at
the special meeting or if all members sign a waiver for the notice. (Virginia Code
Section 15.2-1418) The Clerk shall notify the general news media of the time and place
of such special meeting and the matters to be considered.
D. Order of Business
The Clerk of the Board shall establish the agenda for all meetings in consultation with the
Chairman. The first two items on the agenda for each regular meeting of the Board shall be the
Pledge of Allegiance and a m oment for silent meditation.
The procedures for receiving comment from the public for matters not on the agenda shall be at
the discretion of the Board. Unless otherwise decided, individuals will be allowed a three-minute
time limit in which to speak during the time set aside on the agenda f or “From the Public: Matters
Not Listed for Public Hearing on the Agenda”.
Zoning applications advertised for public hearing shall be on the agenda for public hearing on the
advertised date unless the applicant submits a signed written deferral reques t to the Clerk of the
Board no later than noon on Wednesday of the week prior to the scheduled public hearing. The
first request for a deferral will be granted administratively by the Clerk. The Board will be notified
of the deferral in the next Board package and the deferral will be announced at the earliest
possible Board meeting to alert the public of the deferral. Any request received later than the
Wednesday deadline and any subsequent request for a deferral for the same application
previously deferred will be granted only at the discretion of the Board by a majority vote. The
deferral shall not be granted unless the Board determines that the reason for the deferral justifies
the likely inconvenience to the public caused by the deferral. The staff will make every effort to
alert the public when a deferral is granted.
It is the Board’s preference that a public hearing should not be advertised until all of the final
materials for a zoning application have been received by the County and are available for public
review. To achieve this preference, applicants should provide final plans, final codes of
development, final proffers, and any other documents deemed necessary by the Director of
Community Development, to the County no later than two business days prior to the County’s
deadline for submitting the public hearing advertisement to the newspaper. Staff will advise
applicants of this date by including it in annual schedules for applications and by providing each
applicant a minimum of two weeks advance notice of the deadline.
If the applicant does not submit the required materials by this date, the public hearing shall not be
advertised unless the applicant demonstrates to the satisfaction of the Director of Community
Development that good cause exists for the public hearing to be advertised. If not advertise d, a
new public hearing date will be scheduled. If the public hearing is held without final materials
being available for review throughout the advertisement period due to a late submittal of
documents, or because substantial revisions or amendments are m ade to the submitted materials
after the public hearing has been advertised, it will be the policy of the Board to either defer action
and schedule a second public hearing that provides this opportunity to the public or to deny the
application, unless the Board finds that the deferral would not be in the public interest or not
forward the purposes of this policy.
Final signed proffers shall be submitted to the County no later than nine calendar days prior to the
date of the advertised public hearing. This policy is not intended to prevent changes made in
proffers at the public hearing resulting from comments received from the public or from Board
members at the public hearing.
E. Quorum
A majority of the members of the Board shall constitute a quoru m for any meeting of the Board. If
during a meeting less than a majority of the Board remains present, no action can be taken
except to adjourn the meeting. If prior to adjournment the quorum is again established, the
meeting shall continue. (Virginia Code Section 15.2-1415)
A majority of the members of the Board present at the time and place established for any regular
or special meeting shall constitute a quorum for the purpose of adjourning such meeting from day
to day or from time to time, but not beyond the time fixed for the next regular meeting.
F. Voting Procedures
1. Approval by Motion. Unless otherwise provided, decisions of the Board shall be made by
approval of a majority of the members present and voting on a motion properly made by
a member and seconded by another member. Any motion that is not seconded shall not
be further considered. The vote on the motion shall be by a voice vote. The Clerk shall
record the name of each member voting and how he voted on the motion. If any member
abstains from voting on any motion, he shall state his abstention. The abstention will be
announced by the Chairman and recorded by the Clerk. A tie vote shall defeat the
motion voted upon. (Article VII, Section 7, Virginia Constitution)
2. Special Voting Requirements. A recorded affirmative vote of a majority of all elected
members of the Board shall be required to approve an ordinance or resolution
(1) appropriating money exceeding the sum of $500; (2) imposing taxes; or
(3) authorizing the borrowing of money. (Virginia Code Section 15.2-1428)
3. Public Hearings. The Board shall not decide any matter before the Board requiring a
public hearing until the public hearing has been held. The Board may, however, at its
discretion, defer or continue the holding of a public hearing or consideration of such
matter. The procedures for receiving comment from the applicant and the public for public
hearings shall be at the discretion of the Board. Unless otherwise decided, the applicant
shall be permitted no more than ten minutes to present its application. Following the
applicant’s presentation, any member of the public shall be permitted no more than three
minutes to present public comment. Speakers are limited to one appearance at any
public hearing. Following the public comments, the applicant shall be permitted no more
than five minutes for a rebuttal presentation.
4. Motion to Amend. A motion to amend a motion before the Board, properly seconded,
shall be discussed and voted by the Board bef ore any vote is taken on the original motion
unless the motion to amend is accepted by both the members making and seconding the
original motion. If the motion to amend is approved, the amended motion is then before
the Board for its consideration. If the motion to amend is not approved, the original
motion is again before the Board for its consideration.
5. Previous Question. Discussion of any motion may be terminated by any member moving
the “previous question”. Upon a proper second, the Chairman sha ll call for a vote on the
motion of the previous question. If approved by a majority of those voting, the Chairman
shall immediately call for a vote on the original motion under consideration. A motion of
the previous question shall not be subject to debate and shall take precedence over any
other matter.
6. Motion to Reconsider. Any decision made by the Board may be reconsidered if a motion
to reconsider is made at the same meeting or an adjourned meeting held on the same
day at which the matter was decided. The motion to reconsider may be made by any
member of the Board. Upon a proper second, the motion may be discussed and voted.
The effect of the motion to reconsider, if approved, shall be to place the matter for
discussion in the exact position it occupied before it was voted upon.
7. Motion to Rescind. Any decision made by the Board, except for zoning map
amendments, special use permit decisions, and ordinances, (these exceptions shall only
be subject to reconsideration as provided above) may be rescinded by a majority vote of
all elected members of the Board. The motion to rescind may be made by any member
of the Board. Upon a proper second, the motion may be discussed and voted. The
effect of the motion to rescind, if approved, is to nullify the previous decision of the Board.
Zoning map amendments, special use permit decisions and ordinances may be
rescinded or repealed only upon meeting all the legal requirements necessary for taking
action on such matters as if it were a new matter before the Board for consideration.
G. Amendment of Rules of Procedure
These Rules of Procedure may be amended by a majority vote of the Board at the next regular
meeting following a regular meeting at which notice of the motion to amend is given.
H. Suspension of Rules of Procedure
These Rules of Procedure may be suspended by the majority vote of the Board members present
and voting. The motion to suspend a rule may be made by any member of the Board. Upon a
proper second, the motion may be discuss ed and voted. The effect of the motion to suspend a
rule, if approved, is to make that rule inapplicable to the matter before the Board. Provided,
however, approval of a motion to suspend the rule shall not permit the Board to act in violation of
a requirement mandated by the Code of Virginia, the Constitution of Virginia, or any other
applicable law.
I. Necessary rules of procedure not covered by these Rules of Procedures shall be governed by
Robert's Rules of Order’s Procedure in Small Boards.
* * * * *
(Adopted 2-15-73; Amended and/or Readopted 9-5-74, 9-18-75; 2-19-76; 1-3-77; 1-4-78; 1-3-79; 1-2-80;
1-7-81; 1-6-82; 1-5-83; 1-3-84; 1-2-85; 1-3-86; 1-7-87; 1-6-88; 1-4-89; 1-2-90; 1-2-91; 1-2-92; 1-6-93;
1-5-94; 1-4-95; 1-3-96; 1-2-97; 1-7-98; 1-6-99; 1-5-2000; 1-3-2001; 1-9-2002; 1-8-2003; 1-7-2004; 1-5-
2005; 1-4-2006; 1-3-2007; 1-9-2008; 1-7-2009).
Return to Regular Agenda
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ALBEMARLE COUNTY BOARD OF SUPERVISORS
POLICY FOR BOARDS AND COMMISSIONS
A. CREATION OF NEW BOARDS AND COMMISSIONS
1. On an annual basis the list of active boards and commissions will be purged of all
bodies not required by Federal, State, County or other regulations, which have not met at least
once during the prior twelve-month period.
2. Whenever possible and appropriate, the functions and activities of boards and
commissions will be combined, rather than encouraging the creation of new bodies.
3. Any newly created task force or ad hoc committee which is intended to serve for
a limited time period may be comprised of magisterial or at-large members at the discretion of the
Board of Supervisors. The appointment process shall follow that adopted in Section B for other
magisterial and/or at-large positions.
B. APPOINTMENTS TO BOARDS AND COMMISSIONS
1. All appointments to boards and commissions based upon magisterial district
boundaries will be made by the members of the Board of Supervisors. Al l magisterial positions
will be advertised. At the discretion of the supervisor of that district, selected applicants may be
interviewed for the position.
2. Prior to each day Board meeting, the Clerk will provide the Board a list of expired
terms and vacancies that will occur within the next sixty days. The Board will then advise the
Clerk which vacancies to advertise.
3. In an effort to reach as many citizens as possible, notice of boards and
commissions with appointment positions available will be published through available venues,
such as, but not limited to, the County’s website, A-mail, public service announcements and local
newspapers. Interested citizens will be provided a brief description of the duties and functions of
each board, length of term of the appointment, frequency of meetings, and qualifications
necessary to fill the position. An explanation of the appointment process for both magisterial and
at-large appointments will also be sent to all applicants.
4. All interested applicants will have a minimum of thirty days from the date of the
first notice to complete and return to the Clerk of the Board of Supervisors a detailed application,
with the understanding that such application may be released to the public, if requested. No
applications will be accepted if they are postmarked after the advertised deadline, however, the
Board, at its discretion, may extend the deadline.
5. Once the deadline for accepting applications is reached, the Clerk will distribute
all applications received to the members of the Board of Supervisors prior to the day meeting for
their review. For magisterial appointments, the Clerk will forward applica tions as they are
received to the supervisor of that district who will then recommend his/her appointment.
6. From the pool of qualified candidates, the Board of Supervisors , at their
discretion, may make an appointment without conducting an interview, or may select applicants to
interview for the vacant positions. The Clerk will then schedule interviews with applicants to be
held during the next day meeting. For magisterial appointments, the decision to interview
selected candidates will be determined b y the supervisor of that district.
-2-
7. All efforts will be made to interview selected applicants and make appointments
within ninety days after the application deadline . For designated agency appointments to boards
and commissions, the agency will be asked to recommend a person for appointment by the Board
of Supervisors.
8. All vacancies will be filled as they occur.
9. All incumbents will be allowed to serve on a board or commission without his/her
position being readvertised unless, based on attendance and performance, the chairman of the
body or a member of the Board of Supervisors requests the Board of Supervisors to do
otherwise.
10. As a condition to assuming office all citizen members of boards and commissions
shall file a real estate disclosure form as set forth in the State and Local Government Conflict of
Interests Act and thereafter shall file such form annually on or before January 15.
11. If a member of a board or commission does not participate in at least fifty percent
of a board’s or commission’s meetings, the chairman of the body may request the Board of
Supervisors terminate the appointment and refill it during the next scheduled advertising period.
C. ADOPTION
This policy shall be reviewed and readopted by the Board of Supervisors in January.
(Amended and/or Readopted 01-07-98; 02-12-2005; 01-04-2006; 01-03-2007; 01-09-2008; 01-
07-2009)
Return to Regular Agenda
The Board of County Supervisors of Albemarle County, Virgin ia, in regular meeting on
the 6th day of January 2010, adopted the following resolution:
R E S O L U T I O N
WHEREAS, the street(s) in Old Trail Subdivision, as described on the attached
Additions Form AM-4.3 dated January 6, 2010, fully incorporated herein by reference, is
shown on plats recorded in the Clerk's Office of the Circuit Court of Albemarle County, Virginia;
and
WHEREAS, the Resident Engineer for the Virginia Department of Transportation has
advised the Board that the street(s) meet the requirements established by the Subdivision
Street Requirements of the Virginia Department of Transportation.
NOW, THEREFORE, BE IT RESOLVED, that the Albemarle Board of County
Supervisors requests the Virginia Department of Transportation to add the street(s) in Old
Trail Subdivision, as described on the attached Additions Form AM-4.3 dated January 6,
2010, to the secondary system of state highways, pursuant to §33.1 -229, Code of Virginia, and
the Department's Subdivision Street Requirements; and
BE IT FURTHER RESOLVED that the Board guarantees a clear and unrestricted right -
of-way, as described, exclusive of any necessary easements for cuts, fills and drainage as
described on the recorded plats; and
FURTHER RESOLVED that a certified copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
* * * * *
The road(s) described on Additions Form AM-4.3 is:
1) Old Trail Drive (State Route 1815) from 0.3 miles north of Route 1816 (Reas
Creek Drive) to the intersection of Route 691 (Jarmans Gap Road), as shown on
plat recorded in the office the Clerk of Circuit Court of Albemarle County in Deed
Book 2233, page 389, with a 35-foot variable right-of-way width, for a length of
0.84 miles.
Total Mileage – 0.84
Return to Regular Agenda
Return to Consent Agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Field School of Charlottesville’s Lease for Part of the Old
Crozet School
SUBJECT/PROPOSAL/REQUEST:
Request to schedule a public hearing for the proposed renewal
of the lease agreement between the County and the Field
School of Charlottesville for part of the Old Crozet School
STAFF CONTACT(S):
Messrs. Tucker, Foley, Davis, Herrick, Shadman, and Freitas
LEGAL REVIEW: Yes
AGENDA DATE:
January 6, 2010
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Old Crozet Elementary School was built in 1924 and was used as a public school until 1990. From 1991 through
2007, the Charlottesville Waldorf School leased the facility. The Old Crozet Elementary School was then vacant until
June 2009, when the County began leasing part of the facility to the Field School of Charlottesville. The County
currently has two tenants leasing space in the Old Crozet School: the Field School of Charlottesville and the Old
Crozet School Arts (OCSA). The two tenants together currently occupy approximately 15,165 square feet of the
facility.
Virginia Code § 15.2-1800 requires that the Board advertise and hold a public hearing prior to leasing County-owned
property.
STRATEGIC PLAN:
Goal 4: Effectively Manage the County’s Growth and Development
Master Planning Directional Statement: “Adapts and reuses sites rather than abandoning them.”
DISCUSSION:
Since occupying the facility, the Field School of Charlottesville has been an excellent tenant and has expressed an
interest in continuing to lease the facility. For the most part, the proposed renewal would continue the same conditions
as the current lease. However, the tenant would like to extend the lease term to four years from its current one year
term, subject to annual renewals. Highlights of proposed changes to the current lease include:
● an initial term of 13 months to bring the lease in sync with the School’s academic year, which ends in June
each year
● automatic renewal of the lease for up to four additional 12-month terms thereafter, unless notice is given by
the Landlord or the Tenant no later than 60 days prior to the expiration of any annual term
● the discontinuance of the tenant’s allowance for pre-approved alterations, additions, or improvements during
the initial term
Because the Consumer Price Index (CPI) for the last 12 months has been negative, the rent for the first term of the
proposed lease renewal would remain $42,710.10 per year (≈ $3,559.18 per month). This rental rate includes both
rent and a utility charge, based on projected use. At the end of September 2010, when a full year’s utility data for the
building with occupants is available, staff will evaluate utility consumption and adjust the utility cost component of the
rent, if warranted.
BUDGET IMPACT:
The renewal of this lease would yield $42,710.10 annual revenue initially.
RECOMMENDATIONS:
Staff recommends that the Board schedule a public hearing on February 3, 2010 to receive public comment on the
proposed lease renewal.
ATTACHMENTS
A - Proposed Lease Renewal
Return to Regular Agenda
Return to Consent Agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2010 Appropriations
SUBJECT/PROPOSAL/REQUEST:
Approval of Appropriations #2010053, #2010054,
#2010055, #2010056, #2010057, #2010058, and
#2010059 for various school and local government
programs
STAFF CONTACT(S):
Messrs. Tucker, Foley, Davis, and Wiggans
LEGAL REVIEW: Yes
AGENDA DATE:
January 6, 2010
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: YES
REVIEWED BY:
BACKGROUND:
Virginia Code § 15.2-2507 provides that any locality may amend its budget to adjust the aggregate amount to be
appropriated during the fiscal year as shown in the currently adopted budget; provided, however, any such amendment
which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by
first publishing a notice of a meeting and holding a public hearing before amending the budget. The Code section
applies to all County funds, i.e., General Fund, Capital Funds, E911, School Self-Sustaining, etc.
The total of the new requested FY 2010 appropriations, itemized below, is $364,490.13. A budget amendment public
hearing is not required because the cumulative appropriations will not exceed one percent of the currently adopted
budget.
STRATEGIC PLAN:
Goal 5: Develop a comprehensive funding strategy/plan to address the County’s growing needs.
DISCUSSION:
This request involves the approval of seven (7) FY 2010 appropriations as follows:
One (1) appropriation (#2010053) totaling $69,331.00 for the Safe Schools/Healthy Students grant;
Two (2) appropriations (#2010054 and #2010059) totaling $105,871.85 for various education programs;
One (1) appropriation (#2010055) totaling $4,730.65 for the Fugitive Apprehension Task Force;
One (1) appropriation (#2010056) totaling $144,556.63 for the Route 20 Visitors Center;
One (1) appropriation (#2010057) recognizing $ 8,316.80 in other revenue sources (proffers) in the Capital
Improvements Fund and reducing the anticipated use of CIP fund balance by the same amount; and
One (1) appropriation (#2010058) totaling $40,000 for the Internet Crimes Against Children grant.
A description of this request is provided in Attachment A.
RECOMMENDATIONS:
Staff recommends approval of the budget amendment in the amount of $364,490.13 and the approval of
Appropriations #2010053, #2010054 #2010055, #2010056, #2010057, #2010058, and #2010059
ATTACHMENTS
A – Description of Appropriations
Return to Regular Agenda
Return to Consent Agenda
Attachment A
Appropriation #2010053 $ 69,331.00
Revenue Source: Federal Revenue $ 69,331.00
Albemarle County Department of Social Services in partnership with the Commission on Children and Families
will receive grant funds from the Safe Schools/Healthy Students federal grant. This is a four-year grant that will
be used to provide a Preschool Family Coordinator position at Stony Point Elementary School and Red Hill
Elementary School. The grant is 100% reimbursable.
Appropriation #2010054 $42,913.94
Revenue Source: Local Revenue $ 12,354.88
Fund Balance $ 30,559.06
Stone Robinson Elementary School received a donation in the amount of $8,000.00 from the Stone Robinson
PTO. The donor has requested that their contribution be available to all teachers to have supplemental funds to
purchase supplies.
Broadus Wood Elementary School received a donation in the amount of $1,000.00 from Mr. Jim McVay. The
donor has requested that the contribution be used for instructional materials that promote the “I Love to Read”
campaign at Broadus Wood.
The Project Graduation grant provides additional assistance during summer school for juniors and seniors
needing to obtain verified credits in reading, writing, and algebra. There is a local fund balance of $30,559.06
from FY 08/09 that may be used. This will reappropriate the fund balance into FY 09/10.
V.L. Murray Elementary School received a donation in the amount of $2,854.88 from the Murray Elementary
PTO. The donor has requested that their contribution be used to help fund the M3 classes for V.L. Murray
students. These classes are offered in the fall, winter, and spring, with each class running for six weeks. These
classes include Math Madness, Cooking and Crafts, Water Colors, Creative Crafts, Yoga, and He lping Hands.
Baker Butler Elementary School received a donation in the amount of $500.00 from Lorri and Paul Haney. The
donors have requested that their contribution be used to help purchase a Mimio Pad wireless tablet to be used
in the 3rd grade classroom at Baker Butler Elementary School.
Appropriation #2010055 $4,730.65
Revenue Source: Federal Revenue $ 4,730.65
This funding is provided by the US Marshall Service for the Police Department’s Fugitive Apprehension Task
Force in order to provide materials and supplies used in the surveillance, tracking and apprehension of
fugitives.
Appropriation #2010056 $144,556.63
Revenue Source: Other Fund Balance (Visitors Center Fund) $ 144,556.63
Ownership of the Route 20 Visitors Center has been transferred from the County of Albemarle and City of
Charlottesville to the Piedmont Virginia Community College. This appropriation provides funding for the final
expenditures associated with the facility (e.g. insurance, repairs and maintenance) and the remaining balance
of this fund will be allocated to the County and City on a 50%/50% basis. The County’s share of this balance
($44,978.66) will be transferred to its General Fund balance.
Appropriation #2010057 $8,316.80
Revenue Source: Local Revenue (Proffers) $ 8,316.80
Since the original appropriation of the FY10 Capital Improvements budget, the following additional revenue
sources have been identified which will reduce the planned use of $8,316.80 from the CIP fund balance. The
schedule below identifies the revenue source, amount, and project it is associated with:
Revenue Source Description Capital Project Amount ($)
Avon Park Proffer Avon Sidewalk Project 3,643.08
Stillfried Ln Proffer Ivy Road Sidewalk Project 2,835.87
Old Trail Village Proffer Crozet Park Athletic Field (Parks & Rec Maint) 1,837.85
Appropriation #2010058 $40,000.00
Revenue Source: Federal Revenue $ 40,000.00
The Department of Justice awarded Bedford County a grant to assist in the investigations of Internet Crimes
Against Children. Bedford has designated Albemarle County as being an area district in the fight against
internet crime and is providing Albemarle County with $40,000.00. This money will provide overtime, training,
and investigative equipment, to the Police Department for this initiative.
Appropriation #2010059 $62,957.91
Revenue Source: Local Revenue $ 19,031.91
State Revenue $ 43,926.00
Albemarle High School received $136.00 in cash donations made at a football game. These donations were
made with the anticipation that they be used towards the installation of a synthetic turf field at Albemarle High
School. The current balance for FY 09/10 AHS Synthetic Turf Project is $8,582.75 including this donation. The
balance from FY 08/09 was $4,366.66 for a grand total of $12,949.41. The high schools need to raise
$325,000.00 in order to receive matching funds from an anonymous donor. The balance required to consider
construction is $650,000.00 leaving Albemarle High School with a balance of $312,050.59 to garner matching
funds.
Henley Middle School received a donation in the amount of $3,545.91 from the Henley Parent and Teacher
Support Organization. The donor has requested that this contribution help fund the Enrichment Time before 9
program at Henley Middle School for the months of Septem ber and October.
Albemarle County Public Schools has been awarded an Artist Residency Program grant from the Virginia
Commission for the Arts in the amount of $6,426.00. This grant will assist with funding of the Kid Pan Alley
Project at Brownsville Elementary and Murray Elementary School. Through this project the children will learn
about songwriting.
Yancey Elementary School has been awarded a grant in the amount of $300.00 from the Kids Care Clubs.
These funds will be used to purchase materials for the Yancey Kids Care Club project titled “Microfinance for
Kids.” The students will learn about micro financing, hunger issues in America and worldwide, and our local
food banks.
Scottsville Elementary School has been awarded a grant from the Child Obesity T ask Force in the amount of
$1,000.00. These funds will be used for classroom visits from Triple C Camp counselors and field trips to the
Triple C Camp Challenge Courses. These activities will challenge students to solve problems, set goals, and
build community through physical activity individually and as a team.
State Farm Insurance Company has awarded Agnor Hurt Elementary School a grant in the amount of
$10,000.00. This grant will fund the Mobile Classroom Project, the Do Drop In Bus. This is an Albemar le County
School bus that is equipped as if it were a classroom. The goal of the program is to improve the academic
performance of students through extending the time available to learn. State Farm has provided this funding
annually for the past several years.
National Board Certification is an extensive yearlong assessment of actual teaching practice based upon high
and rigorous standards established by the National Board for Professional Teaching Standards (NBPTS).
Through this process, teachers document their subject matter knowledge, provide evidence that they know how
to teach their subjects to students most effectively, and demonstrate their ability to manage and measure
student learning. In our school division, we have 14 teachers that meet these sta ndards. In recognition of this
achievement, the Department of Education issues the National Board Incentive Bonus Payments to these
teachers. An initial award is set at $5,000.00 (pre-tax) with a subsequent annual award of $2,500.00 (pre-tax)
for the life of the certificate (10 years). The funds are electronically transferred to our division to be disbursed to
our teachers. The total to be received in FY 09/10 is $37,500.00.
Red Hill Elementary School received a donation in the amount of $3,000.00 from an anonymous donor. The
donor has requested that their contribution be used to help fund the 4th and 5th grade Red Hill trips to
Jamestown/Yorktown/Williamsburg.
The Albemarle County Public Schools was awarded $1,000.00 from the VSBA (Virginia School Boards
Association) Green Schools Challenge. The Green Government Challenge is a friendly competition designed to
encourage implementation of specific environmental policies and practical actions that reduce the carbon
emissions generated by both the local government and the broader community. Cities, towns and counties can
become a certified "Green Government." Many of these actions can save local governments money.
Sutherland Middle School received a donation in the amount of $50.00 from Oriental Express LLC. T he donor
has requested that their contribution be used to help the 8th grade fundraising team. The team at Sutherland is
raising funds to send 8th grade students on a trip to Washington, D.C. in the spring.
Return to exec summary
Page 1 of 4
Allan D. Sumpter Virginia Department of Transportation
Charlottesville Residency Administrator 701 VDOT Way
Charlottesville, VA 22911
CHARLOTTESVILLE RESIDENCY MONTHLY REPORT
JANUARY 6, 2010
MONTHLY MEETING
ALBEMARLE COUNTY BOS ACTION ITEMS
• $200 Additional Speeding Fines – Earlysville (Route 743) – A review is underway to determine
if this route is eligible for additional penalties for speeding. Section 46.2-878.2 of the Code of
Virginia allows localities to adopt these measures provided certain conditions exist. These
include functional classification of the roadway, density of residential homes, and a
documented speeding problem.
• Speed Limit Posting on Stoney Point Pass (Route 600) – These signs were posted on October 6,
2009.
• Safety on Irish Road (Route 6) - A safety review of this route in the vicinity of the Scottsville
Volunteer Fire Department is ongoing. Results and recommendations are expected to be
reported at the February Board meeting.
• Traffic Signal Timing on Route 250 in Crozet– Traffic Engineering has completed signal
coordination of three (3) signals in the Crozet area. These include the signal at Old Trail Drive,
Western Albemarle High School, and Crozet Avenue.
• Traffic Signal Timing on Route 250 in Ivy Area- During the month of December there were
several reports of malfunctioning signals on this route in the vicinity of the Boars Head and
Farmington area. There was an equipment malfunction that contributed to the problem. This
has been repaired. Staff will continue to monitor the location for further needs.
• Maintenance on Fox Mountain Road (Route 668)- This road was bladed and stone added on
December 18, 2009.
• Bridge Repair for Structure over Hardware River (Blenheim Road, Route 795)- Repairs were
made to this structure on December 8, 2009. The structure will remain posted at 3 tons.
Preliminary Engineering
Albemarle County
• Route 656 Georgetown Road, 0656-002-254, C501
The project was submitted to VDOT’s Central Office for approval of the right-of-way phase on
November 17, 2009.
• Route 691 Jarmans Gap Road, 0691-002-258 P101, R201, C501
Right-of-way staff continues to work on appraisals and negotiations with affected property
owners throughout this project.
CONSTRUCTION Active Construction Projects
0631-002-128, C502, B612, B613, B657 Grade, Drain, Asphalt, Utilities, Signals, Landscaping and
Bridges
• Grading work and storm drain installation nearly complete. Contractor will be maintaining the
E&S controls and will install the drainage structure at the SWMB.
• Forming and placing concrete remains ongoing for the substructure of the proposed Bridge
over Norfolk Southern RR Phase 1 along with substructure work on proposed bridge over
Meadow Creek.
0743-002-282, B658 Bridge and Approaches over North Fork of the Rivanna River
Virginia Department of Transportation
701 VDOT Way
Charlottesville, VA 22911
Page 2 of 4
• Trusses for Span A and Span B have been set with floor beams and stringers installation
completed.
• Currently tightening all superstructure bolts and installing metal formwork for the concrete
bridge deck.
PLANNING, PERMITS AND LAND DEVELOPMENT
Land Development Items Total This
Month
Total This
Fiscal
Year
Special Use Permits and Rezoning Application Review 5 14
Site Plan Reviews for new Subdivisions 4 21
New Entrance Plan Reviews 6 25
Total Permits Processed 36 229
Inspection of new Subdivision Street conducted 23 139
Inspection of new entrance conducted 92 529
Miles of Street Accepted in the State System .32 4.04
TRAFFIC ENGINEERING
Completed
Frays Mill Rd.
(Rte. 641)
Between Seminole Trail
(Rte. 29) and Advance
Mills Rd. (Rte. 743)
Add Centerline pavement
marking
Review determined the route does
not meet the minimum width for
centerline marking.
Irish Road (Rt 6) Esmont Safety review of Intersections Installation of improvements
complete.
Being reviewed
RTE LOCATION REQUEST STATUS
Owensville Rd.
(Route 676)
Between Route 250 and
Holkham Drive (Route
1636)
Safety Study
Review determined a reduction in
the advisory speed is appropriate.
Installation is being scheduled.
Richmond Rd
(Rt 250)
Between Peter Jefferson
Parkway and Worrell Dr.
Request from ACPD to
review the crossover due to
the high accident rate
Under review
Irish Road (Rt 6) Scottsville Speed Study Under Review
Dunlora Drive
(Rt 1177) Entire Route Traffic calming
Review determined this route is
eligible for Traffic Calming. A
meeting will be coordinated with
the residents, VDOT, and County
Staff to begin planning.
Ivy Road (Rt
250)
Between Crozet Ave.
and Three Notch’d Road Speed study
Review has determined a reduction
in the posted speed limit is
inappropriate. The area is being
reviewed for placement of advance
warning signs to watch for turning
vehicles.
Earlysville Rd
(Rt 743) Earlysville Additional $200 fine for
exceeding the speed limit
Review underway to determine if
this route is eligible for additional
fine posting.
MAINTENANCE WORK COMPLETED
Virginia Department of Transportation
701 VDOT Way
Charlottesville, VA 22911
Page 3 of 4
Patching on Routes 29, I-64, 601 (Old Garth), 656 (Georgetown), 678 (Owensville), 614 (Sugar
Hollow), 601 (Garth), 665 (Buck Mtn), 708 (Dry Bridge), 637 (Dick Woods), and 641 (Burnley
Station).
Cleared pipes and performed ditch work on Routes 20, 29, 231, 250, 1445 (Key West), 712
(Coles Rolling), 713 (Glendower), 631 (Old Lynchburg), 641 (Burnley Station),
640 (Turkey Sag), 746 (Fosters Branch), 794 (Three Chopt), 784 (Burnt Mill) 600 (Stony
Point Pass), 665 (Millington), 614 (Garth/Sugar Hollow), 810 (Browns Gap), 660 (Reas Ford),
664 (Markwood), 743 (Advance Mills), 665 (Buck Mtn), 678 (Ridge), 668 (Fox Mtn), 743 (Rio
Mills) and 682 (Gillums Ridge).
Tree cleanup on Routes 712 (Plank), I-64, and 668 (Fox Mtn).
Grading, machining and adding stone to gravel roads on Routes 674 (Sugar Ridge), 678 (Ridge)
776 (Buck Mtn), 668 (Fox Mtn), 606 (Dickerson), 643 (Rio Mills), 671 (Wesley Chapel),
667 (Catterton), 829 (Horseshoe Bend), 687 (Shifflett Mill), 672 (Blufton), 671 (Ballards Mill)
688 (Midway), 689 (Burchs Creek), 824 (Patterson Mill), 787 (Gillums Ridge), 646 (Lovers
Ln), 641 (Burnley Station), 746 (Fosters Branch), 784 (Doctors Xing), 640 (Gilbert Station),
712 (Coles Rolling), 722 (Old Green Mtn), 774 (Bear Creek), 795 (Blenheim), 713 (Glendower)
697 (Sutherland), 735 (Mt Alto), 723 (Sharon), and 760 (Red Hill Schl).
• Pipe Replacement on Routes 637 (Dick Woods) and 708 (Dry Bridge).
• Dead animal pickup on all routes
Litter cleanup on Routes 664 (Buck Mtn), 643 (Rio Mills), 668 (Fox Mtn), 671 (Wesley
Chapel), I-64 overlooks, 6, 20, 29, 712 (Plank), 726 (James River), and 795 (James Monroe Pkwy).
• Bridge work Route 614 (Sugar Hollow Road) finished. Additional bridge work on Routes
795 (Blenheim), 673 (Slam Gate), and 626 (James River).
• Traffic control for UVA football games.
• Worked Emergency operations for snow events.
PLANNED MAINTENANCE WORK – JANUARY 2010
• Maintenance activities are continuing on various routes. They include:
o Pavement patching;
o Machining gravel roads;
o Cleaning ditches and pipes;
o Litter pickup;
o Tree trimming and removal;
o Repair wing wall at bridge abutment on Route 691 (Jarman’s Gap) and Route 626
(James River Rd);
Virginia Department of Transportation
701 VDOT Way
Charlottesville, VA 22911
Page 4 of 4
MAINTENANCE BUDGET
0 1 1 2 2 3 3 4 5 5 6 7
0
5
10
15
20
Jul-09 Aug -09 Sep-09 Oct-0 9 Nov-09 Dec-09 J an-10 Feb-10 M ar-10 Apr-1 0 M ay-1 0 Jun-10 MillionsMonths
TOTAL MAINT BUDGET
FORECASTED EXPENDITURES
CUMULATIVE ACTUAL
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Census 2010 Process Update
SUBJECT/PROPOSAL/REQUEST:
Update on Albemarle County’s Preparations for the 2010
Census Count
STAFF CONTACT(S):
Messrs. Tucker, Foley, Davis, Washburn, and Weaver;
and Ms. Catlin
LEGAL REVIEW: Yes
AGENDA DATE:
January 6, 2010
ACTION: INFORMATION: X
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: No
REVIEWED BY:
BACKGROUND:
The 2010 Census Count will begin on April 1, 2010, and has very important implications for the County. Census data
serves as the basis for the reapportionment of seats in the U.S. House of Representatives , the redrawing of legislative
district boundaries in the Virginia General Assembly, and the redrawing of local election districts. Census population totals
are used to determine the annual distribution of billions of dollars in federal state and local funds for major programs in
areas such as transportation, education, community and health services, and housing and also help in local planning efforts
to determine where to locate roads, schools, libraries and other facilities. Albemarle County has a significant interest in
working with regional entities and community partners to ensure a full and accurate count for the upcoming Census 2010.
STRATEGIC PLAN:
Fund the County’s Future Needs
Effectively Manage the County’s Growth and Development.
DISCUSSION:
County staff has been working for some time with Census Bureau officials and with the City of Charlottesville to ensure a
full and accurate population count in 2010. The County had a total response rate of 76% in 2000 and County staff is working
to increase that total to achieve the challenge issued by Senator Warner to all Virginia localities to top 85% participation.
The Board discussion will focus on three topic areas:
Regional Complete Count Committee
Albemarle County has partnered with the City of Charlottesville to form a Complete Count Committee consisting of
approximately 35 community partners. The Committee will work to build awareness and support for the census count
across the community and to encourage responses when the census questionnaires are delivered. Kickoff of the
Committee’s community outreach drive is scheduled for January 15th when the Census National Bus Tour stops in our
community following its launching in Washington, D.C.
Count Question Resolution (CQR) Program:
During the 2000 Decennial Census, 4,950 residents in the University of Virginia area of the County were incorrectly
tabulated (geo-coded) into the City of Charlottesville by the Census Bureau. County staff discovered this error and
subsequently contested the Census data through their CQR Program resulting in a County population adjustment from
79,236 to 84,186 and a Charlottesville population adjustment from 45,049 to 40,099. In order to assure that this type of
error does not occur during the 2010 Decennial Census, County staff has participated in various pre-census programs
described in the following paragraph.
Pre-Census Programs:
County staff in the Office of Geographic Data Services (GDS) has partnered with the Census Bureau on various pre-census
programs over the last several years in an effort to ensure the local 2010 Decennial Census is as accurate as it can be.
Census address lists used for the delivery of questionnaires have been compared to local data and updated, Census
geography (tracts and block groups) used for statistical tabulation purposes have been adjusted to reflect local development
trends since the 2000 Decennial Census, and data has been provided on new construction activity and non-sheltered
outdoor locations of the homeless. In addition, adjustments have been made to the Census Bureau’s City/County political
boundary under the Census Bureau’s Boundary and Annexation Survey Program to ensure they correspond to the actual
legal boundary between the City and County.
BUDGET IMPACT:
There is no budget impact.
RECOMMENDATIONS:
This update is for the Board’s information only. No action is required by the Board at this time.
Return to Regular Agenda
County of Albemarle
MEMORANDUM
TO: Members of the Board of Supervisors
FROM: Meagan Hoy, Senior Deputy Clerk
DATE: January 6, 2010
RE: Vacancies on Boards and Commissions
The following Boards and Commissions have been advertised and applications were
received as follows:
Agricultural and Forestal District Advisory Committee: One vacancy.
Mark Grolinsky
Albemarle County Service Authority: Two vacancies. (Rio and Samuel Miller
Districts.)
Marvin Hilton, Samuel Miller District
Lizbeth Palmer, Samuel Miller District
David Thomas, Rio District
Economic Development Authority: One vacancy. (Rio District.)
Charles Lebo, Rio District
Equalization Board: Two vacancies. (Rio and Samuel Miller Districts.)
No applications received.
Housing Committee: One vacancy.
No applications received.
Natural Heritage Committee: One vacancy.
Stephanie DeNicola
Christopher Kopp
Pantops Advisory Council: One vacancy.
No applications received.
Planning Commission: Three vacancies. (At Large, Rio, and Samuel Miller.)
At Large:
Charlie Armstrong
John Dawson
Arthur Edwards
Mark Gorlinsky
Ronald Kenney
John Lowry
Arthur Peters
Joseph Ryan
Duane Zobrist
Rio:
Don Franco
Samuel Miller:
Chris Craytor
Edward L. Smith
Public Recreational Facilities Authority: Three vacancies.
No applications received.
Rivanna Solid Waste Authority Citizens Advisory Committee: One vacancy.
No applications received.
Social Services Board: Two vacancies. (Rio and Samuel Miller Districts.)
No applications received.
The following reappointments require action by the Board:
James River Alcohol Safety Action Program:
Chief John Miller
Planning Commission:
Julia Monteith, UVA Rep.
Public Recreational Facility Authority:
William Lassetter
Return to Regular Agenda