HomeMy WebLinkAbout2013-8-07Tentative
BOARD OF SUPERVISORS
T E N T A T I V E
AUGUST 7, 2013
9:00 A.M., AUDITORIUM
COUNTY OFFICE BUILDING
1. Call to Order.
2. Pledge of Allegiance.
3. Moment of Silence.
4. Adoption of Final Agenda.
5. Brief Announcements by Board Members.
6. Recognitions.
7. From the Public: Matters Not Listed for Public Hearing on the Agenda.
8. Consent Agenda (on next sheet).
Discussion/Action Items:
9. Historical Society Appropriation (consent agenda #8.5), Steven Meeks.
Presentations:
10. Annual Update on FY13-17 Strategic Plan, Louise Wyatt.
11. Capital Projects Quarterly Report, Trevor Henry.
12. Yancey Elementary Work Group Interim Report, Tim Lewis.
13 Closed Meeting.
14. Certify Closed Meeting.
15. Boards and Commissions: Vacancies/Appointments.
1:30 p.m. - Public Hearing:
16. PROJECT: SP-2013-00010. Regents School of Charlottesville (RSC) (Signs
#81&82). PROPOSAL: Amendment to Special Use Permit (SP2012-12) for School of Special
Instruction to increase the number persons (students and teachers) permitted at the site from the
current 69 allowed under the existing Special Use Permit to increase by 27 persons for a total of 96
persons permitted onsite. Utilize existing structure, no additional buildings proposed. ZONING
CATEGORY/GENERAL USAGE: CO Commercial Office – offices, supporting commercial and
service; residential by special use permit (15 units/acre). SECTION: Chapter 18 Section 23.2.2(6) of
the Albemarle County Code, which allows for School of Special Instruction. COMPREHENSIVE
PLAN LAND USE/DENSITY: Rural Area 1 - Rural Areas – preserve and protect agricultural,
forestal, open space, and natural, historic and scenic resources/ density (0.5 unit/acre in
development lots). ENTRANCE CORRIDOR: Yes. LOCATION: 3045 Ivy Road Charlottesville VA.
TAX MAP/PARCEL: 05900-00-00-023G1. MAGISTERIAL DISTRICT: Samuel Miller.
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Presentation:
17. Board-to-Board, Monthly Communications Report from School Board, School Board Chairman.
18. School Health Advisory Briefing on Wi-Fi, Matt Haas.
Work Session:
19. Water Resources Program Development (2nd work session).
20. From the Board: Committee Reports and Matters Not Listed on the Agenda.
21. From the County Executive: Report on Matters Not Listed on the Agenda.
22. Adjourn to August 14, 2013, 3:00 p.m.
CONSENT AGENDA
FOR APPROVAL:
8.1 Approval of Minutes: March 11, March 13N, April 10(A), May 1, May 8, June 5 and June 12,
2013.
8.2 FY 15 Arts and Cultural Agency Budget Process.
8.3 Proposed Revision to Personnel Policy §P-40, Course Reimbursement-Classified Employees.
8.4 Assignment of Lease for Charlottesville-Albemarle Rescue Squad Rescue 8 Station.
8.5 FY 2014 Budget Amendment and Appropriations.
8.6 Special Exception - Variation from Leake PRD Application Plan (ZMA-2006-00016) and Variation
from Glenmore PRD Application Plan (ZMA-1999-00016).
FOR INFORMATION:
8.7 FY 2013 4th Quarter Cash and Non-Cash Proffer Report.
8.8 August 2013 VDOT Charlottesville Residency Monthly Report for Albemarle County.
NEW: CLICK HERE TO SIGN UP TO SPEAK AT PUBLIC HEARINGS ONLY
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COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 15 Arts and Cultural Agency Budget Process
SUBJECT/PROPOSAL/REQUEST:
Approval of a revised budget review process for arts and
cultural agencies for the FY15 budget development.
STAFF CONTACT(S):
Foley, Walker, Davis, and Allshouse, L.
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
As part of the County’s annual budget process, community non-profit agencies may apply for funding. On July 6, 2011,
the Board endorsed in principle several recommendations from the Commission on Children and Families Steering
Committee regarding the Agency Budget Review Team (ABRT) process, including that 1) non-contractual funding for
non-profit programs should be consolidated into one process with review by the ABRT or a subcommittee; and 2) Arts
and Cultural Programs and Festivals should be included in the ABRT process, and reviewed by a subcommittee with
relevant expertise.
This process was utilized for arts and cultural agencies during the FY 13 and FY 14 budget processes, with the
County’s expectation that funding for festivals would be provided through the County’s contribution to the
Charlottesville Albemarle Convention and Visitors Bureau (CACVB).
During the FY 14 budget work sessions, several Board members expressed concerns regarding the current budget
review process for arts and cultural agencies. This item is before the Board today for its consideration of a revision of
this process for FY 15.
STRATEGIC PLAN:
Mission: To enhance the well-being and quality of life for all citizens through the provision of the highest level of
public service consistent with the prudent use of public funds.
DISCUSSION:
The County/City ABRT process began in the early 1980s for human service non-profit agencies and has evolved
over time. Because the ABRT and its evaluation method was originally developed primarily for human services-
related agencies, reviewing arts and cultural agencies using a similar process through ARRT is challenging. In a
similar way, there are questions regarding the review of arts and cultural agencies by the CACVB. The mission of
the CACVB is “to enhance the economic prosperity of City and County by promoting, selling and marketing the
City of Charlottesville and County of Albemarle, as a destination, in pursuit of the meetings and tourism markets.”
While the support and expertise of the CACVB is valuable in evaluating arts and cultural agency funding requests,
the organization’s mission is primarily marketing-related. Because of its marketing focus, when the CACVB
determines its funding levels for agencies, its decisions are primarily marketing-driven and may not fully consider
broader County goals or criteria that may be appropriate arts and cultural agencies.
Because of these limitations in the current process, staff proposes that the review of arts and cultural agency
requests for FY 15 be completed by County staff (primarily OMB staff) in consultation with individuals in the
community with relevant expertise and knowledge of the arts and culture and that the Board consider funding
requests from those agencies from the County’s General Fund. This review would also be done in consultation
with City staff to assure community collaboration and coordination. These changes would allow for a process that
still leverages the available expertise in this area and ensures funding recommendations are aligned with the
County’s mission and goals. It is anticipated that the CACVB will still review applications submitted to the CACVB
for marketing-related funding, but that some agencies may also request funding from the County for operating
costs that are not marketing-related.
AGENDA TITLE: FY 15 Arts and Cultural Agency Budget Process
August 7, 2013
Page 2
BUDGET IMPACT:
While an exact figure of cultural agency funding cannot be determined in advance of the budget process, for some
perspective, the total FY 14 requests for arts and cultural agencies was $95,109 and the FY 14 Adopted Budget
included $32,500 in funding, a difference of $62,609. In FY 14, the CACVB awarded $55,000 to support arts and
cultural agencies’ marketing efforts, which includes support on behalf of both the County and the City. Further
discussion of assumptions regarding long-term agency funding will be discussed this fall as part of the County’s
Five-Year Financial Planning process.
RECOMMENDATIONS:
Staff recommends that the review of arts and cultural agency requests to the County for FY 15 be completed by
County staff in consultation with individuals or organizations in the community with relevant expertise, and in
coordination with the City, and that the Board consider funding those agencies from the County’s General Fund.
ATTACHMENTS:
Attachment A - July 6, 2011 Executive Summary
Attachment B – FY 14 Arts and Cultural Agency Funding
Return to consent agenda
Return to regular agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Funding Priorities/Process for Nonprofit Agencies
SUBJECT/PROPOSAL/REQUEST:
Commission on Children and Families Steering Committee
Recommendations
STAFF CONTACT(S):
Messrs. Foley, Elliott, Davis and White; and Ms. Allshouse
LEGAL REVIEW: Yes
AGENDA DATE:
July 6, 2011
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Charlottesville/Albemarle Commission on Children and Families (CCF), and its predecessor, the Charlottesville/
Albemarle Commission on Youth, have managed the Agency Budget Review Team (ABRT) process for funding
human service non-profit agencies for the County and the City since the early 1980s. Over the years, the process has
evolved, most significantly with the move to an outcome measurement-based application in 2001 and the introduction
of an objective point-based evaluation rubric in 2004.
In July, 2010, the ABRT, in consultation with the Offices of the County Executive and the City Manager, recommended
that the localities undertake a comprehensive review of how funding to community agencies is determined. The
purpose of this review was to assist the localities in establishing a process for determining priorities for local
government funding, enabling the localities to maximize results, especially during difficult financial times. CCF was
tasked with creating a Steering Committee and to develop priorities, as well as a process for funding priority
community agencies in the FY13 budget. The Steering Committee was asked to consider organizations previously
reviewed by the ABRT, as well as those reviewed by the Office of Management and Budget (OMB). The
recommendations from the Steering Committee are attached in the Final Report (Attachment A), along with a list of
currently-funded agencies (Appendix 10 of the Report).
DISCUSSION:
CCF created a Steering Committee, which conducted a number of activities and completed broad-based research
over a nine-month period. In the absence of a current needs assessment, the Steering Committee established seven
goals for a vibrant healthy community, then utilized available data to identify three of these as highest priorities. The
full recommendations of the Steering Committee are summarized below and provided in detail in the attached Report
and include:
1. City Council and Board of Supervisors conduct a comprehensive needs assessment every four years.
2. Board of Supervisors to endorse the following goals as highest priority for funding and that
applications successfully addressing these goals be given additional weight:
Community residents are physically and mentally healthy.
Community residents are safe and have basic needs met.
Children in the community develop appropriately and succeed academically.
Additional goals were identified as important and should be considered for funding:
The community provides a vibrant economic climate.
The community manages natural resources to sustain current and future generations.
The community uses arts, culture and recreation.
The community is inclusive and engaged.
3. The Steering Committee has identified indicators that reflect accomplishment of the goals and
recommends that programs be evaluated, in part, on their ability to promote attainment of the goals.
4. Funding to be prioritized on successfully addressing the goals outlined in Recommendation 2 above,
using the following criteria:
a. Demonstration of need and programming that effectively addresses need.
b. Evaluation of program outcomes showing program effectiveness.
AGENDA TITLE: Funding Priorities/Process for Nonprofit Agencies
July 6, 2011
Page 2
c. Demonstration of financial benefit to the localities and/or program participants.
d. Outreach to and engagement of underserved populations.
5. The funding process be modified as follows: NOTE: The Steering Committee recommended the
use of “non-contractual” rather than “discretionary” to define agency funding that is not mandatory or
required by contract. Beginning with FY12 funding, all funded agencies will enter into a
contract/agreement for both City and County funding. A list of agencies proposed for the ABRT
process can be found in Appendix 10 of the Report.
a. Non-contractual funding for non-profit programs should be consolidated into one process
with review by the ABRT or a subcommittee.
b. Arts and Cultural Programs and Festivals should be included in the ABRT process, and
reviewed by a subcommittee with relevant expertise.
c. All programs being considered for non-contractual funding should complete the same
application and be considered under the same criteria.
d. Contractual or statutory funding should continue to be managed by the Offices of
Management and Budget.
6. The Steering Committee recommends that:
a. Applications are considered on their merits on an annual basis, using an objective scoring
system that rates them as Poor, Fair, Solid, or Exemplary. Programs rated Poor should be
defunded. Programs rated Fair should receive at least a 25% cut in funding and be required
to submit quarterly progress reports, with a second rating of Fair resulting in defunding.
b. ABRT make funding recommendations for programs rated Solid and Exemplary based on
community need, effectiveness and program characteristics with existing programs rated
Solid or Exemplary receiving not more than a 10% cut in funding or a 20% increase in
funding per year.
c. Funding for previously unfunded programs that demonstrate that they meet community needs
effectively be considered for funding if they receive a rating of “Solid” or better on their
application.
BUDGET IMPACT:
For FY12, the Board of Supervisors approved approximately $2 million of discretionary funding for the agencies
listed in the Attachment. The recommendations for revising the application process are not intended to impact the
total amount of discretionary funding available.
RECOMMENDATIONS:
Staff recommends that the Board of Supervisors accept the Steering Committee report and endorse in principle
Recommendations 2-6 listed above. Staff does not recommend endorsing Recommendation 1 due to the lack of
financial resources available to conduct a comprehensive needs assessment. Staff recommends that the Board
encourage CCF to use existing studies/reports such as Stepping Stones and collaborate with the United Way to
identify needs and service delivery gaps for the priority goals.
Staff further recommends that in order to implement Recommendations 5 & 6, the following process be utilized and
completed by December of each year:
CCF convenes the Agency Budget Review Team (ABRT) as three or four subgroups to review and
score applications with each team responsible for approximately fifteen to twenty programs. Scoring
will be completed using a matrix created by CCF (September – October).
The respective staff from the City and County Budget Offices will review and rate all applications while
the ABRT teams are in review of the applications (September – October).
Following ABRT review, the City and County Budget Office staff will meet with the ABRT to determine
a final rating (November).
Scoring and ranking from all teams will be returned to CCF at which point the City and County
respective Budget Office and CCF staff will apply recommended award amounts (December).
ATTACHMENTS
A – Steering Committee Final Report
Return to exec summary
Attachment B
FY 13/14 Albemarle County Budget: Arts and Cultural Agency Funding
FY 13/14 CACVB funding associated with the ABRT process
Agency FY 14 Funding
Look 3 Festival of the Photograph $10,000
Virginia Film Festival 30,000
Virginia Festival of the Book 5,000
Charlottesville Vegetarian Festival 3,000
Jefferson School African American Heritage
Center
2,700
The Paramount Theater 4,300
Note: Additional funds are also provided from CACVB to agencies outside of the ABRT process. For example, an
additional $5,000 was provided by CACVB to the Virginia Festival of the Book for FY 14.
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Proposed Revision to Personnel Policy §P-40
SUBJECT/PROPOSAL/REQUEST:
Resolution to approve an amendment to Personnel Policy
§P-40, Course Reimbursement-Classified Employees
STAFF CONTACT(S):
Foley, Letteri, Davis, Gerome
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
Human Resources and the County Attorney’s Office work together to periodically review and update personnel policies.
Staff is proposing to amend Personnel Policy §P-40 regarding course reimbursement to classified employees to provide
clarification and to omit the reference to a fixed dollar amount. The course reimbursement amount was increased from
$300 to $1,000 per employee per fiscal year in the FY14 Approved Budget.
STRATEGIC PLAN:
Goal 7. Promote a valued and responsive County workforce that ensures excellent customer services.
DISCUSSION:
The proposed Course Reimbursement-Classified Employees policy (Attachment A) revisions include the following:
A re-organization of the policy for clarity;
Added provisions regarding reimbursement procedures, consideration of financial assistance outside of the
County, a payback agreement requirement, and a process for policy exceptions; and
Added procedure for establishing maximum authorized reimbursement amount.
BUDGET IMPACT:
The total amount designated for tuition reimbursement has been increased from $6,500 to $10,000 for FY14.
RECOMMENDATIONS:
Staff recommends adoption of the attached policy.
ATTACHMENTS:
A - Proposed Personnel Policy §P-40
Return to consent agenda
Return to regular agenda
RESOLUTION
WHEREAS, the County of Albemarle Personnel Policy has been adopted by the Board
of Supervisors; and
WHEREAS, the Board desires to clarify and amend the course reimbursement process.
NOW, THEREFORE, BE IT RESOLVED THAT the Board of Supervisors of Albemarle
County, Virginia, hereby amends Section P-40, Course Reimbursement-Classified Employees,
of the County of Albemarle Personnel Policy, as follows:
Section P-40 COURSE REIMBURSEMENT – CLASSIFIED EMPLOYEES
While the primary purpose of staff development funds is to provide training to groups of
County employees on an internal basis, the need to take job-related courses on an individual
basis is also recognized.
A. Purpose
The County encourages its employees to participate in job-related staff development, including
taking job-related courses or pursuing a job-related degree.
B. Qualification Criteria
When individual coursework is taken, the following criteria shall apply relative to course
reimbursement:
1. The employee must be a regular, non-probationary employee;
2. The content of the course is not something that would be covered under the County’s staff
development program;
3. The course is relevant to the individual’s employee’s current position in the County and will
improve skill in this position, or the course is required as part of a degree program that is
relevant to the employee’s current position in the County;
4. The course is approved in advance by the department head or immediate supervisor and
the Staff Development Coordinator training manager in Human Resources; and,
5. The course is taken outside of the normal working paid work hours on a voluntary basis.;
6. The employee must successfully complete the course. “Successful completion” is defined
as receipt of a grade of “C” or better, or in a situation where no grade is given, a “pass”
designation or other certification is required; and
7. Reimbursement will only be applied toward the cost of tuition.
This policy does not apply to courses leading to certification or licensure which are a condition
of continuing employment or where a stipend will be paid to the employee upon successful
completion.
C. Reimbursement Procedure
Requests for course reimbursement should must be made to the Staff Development Coordinator
training manager in Human Resources prior to the semester in which the course is to be taken
start of the course. Only one course per semester will be approved for an individual with
additional courses per year being approved only as Depending on the funds are available up to,
a maximum of $300 per reimbursement per employee will be designated each fiscal year. by the
training manager in Human Resources. Upon receiving providing proof of a passing grade
successful completion and course payment to the Human Resources Department,
reimbursement for pre-approved courses will be made for the tuition cost for up to a maximum
of three credits up to the maximum authorized reimbursement amount. This policy is not meant
to fund general education requirements leading toward a degree.
D. Financial Assistance Outside of the County
Eligible employees who receive assistance from outside sources (i.e. scholarships, grants, GI
Bill, fellowships, and other stipends) are eligible for tuition reimbursement only for the amount
up to the cost of the tuition which exceeds the amount of outside assistance received, up to the
maximum reimbursement established each year.
E. Payback Agreement
As a condition of tuition reimbursement, the employee must agree that if he or she voluntarily
leaves County employment, the employee will repay the County the full amount of any tuition
reimbursements received during the twelve month period preceding the employee's resignation
date.
F. Human Resources Exception
The Human Resources Director or designee is authorized to recommend exceptions to the
conditions and limitations of course reimbursement when such exceptions support the
continuous growth and development of employees who have demonstrated exceptional
performance. If the Human Resources Director or designee recommends an exception to the
policy, it shall be forwarded to the County Executive or designee for final approval.
Amended: August 7, 1996; July 1, 1999; August 7, 2013
I, Ella W. Jordan, do hereby certify that the foregoing writing is a true, c orrect copy of a
Resolution duly adopted by the Board of Supervisors of Albemarle County, Virginia, by a vote of
_____ to _____, as recorded below, at a regular meeting held on _______________________.
_______________________________
Clerk, Board of County Supervisors
Aye Nay
Mr. Boyd ____ ____
Mr. Craddock ____ ____
Ms. Mallek ____ ____
Mr. Rooker ____ ____
Mr. Snow ____ ____
Mr. Thomas ____ ____
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Assignment of Lease for Charlottesville-Albemarle
Rescue Squad Rescue 8 Station
SUBJECT/PROPOSAL/REQUEST:
Approval of an Assignment of Lease to Seminole Trail
Volunteer Fire Department for CARS rescue station
located at 3055 Berkmar Drive.
STAFF CONTACT(S):
Foley, Walker, Davis, Blair, and Eggleston
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
During the FY14 Budget process, the Board approved funding for a 10,500 sq. ft. addition to Seminole Trail Volunteer Fire
Department (STVFD) station consisting of a 2-bay addition, an expansion of living quarters and full renovation of the
existing facility to support the highest call volume station in the County. During the construction phase of the project, the
Office of Facility Development (OFD) staff planned to relocate the volunteer/career staff and apparatus to temporary on-
site housing.
The STVFD leadership suggested that the Charlottesville-Albemarle Rescue Squad (CARS) Rescue 8 Station located at
3055 Berkmar Drive (Parcel 061M0-00-12-001G0) could be used by STVFD as temporary housing during the construction
phase of their building project. That property is owned by the County and leased to CARS pursuant to a 1979 lease
agreement. The lease permits CARS to assign its rights to the property to STVFD upon written consent by the County.
STRATEGIC PLAN:
Goal 2: Provide community facilities that meet existing and future needs.
DISCUSSION:
STVFD has negotiated an Assignment of Lease with CARS that would transfer all of CARS rights to the leased
property to STVFD in exchange for a payment equal to the fair market value of the improvements to the site. Staff and
STVFD believe that the CARS Rescue 8 station on 3055 Berkmar Drive would be a suitable location to temporarily
house volunteer/career staff and a portion of apparatus during the construction phase of the STVFD station. The
County Assessor evaluated the building’s condition/site improvements and determined that the fair market value of the
improvements is $240,000. Because the STVFD would be occupying and maintaining the building during construction
of their main station, staff is recommending that the County grant STVFD the $240,000 required as consideration for
the proposed Assignment of Lease. It is anticipated that upon completion of the construction of STVFD’s station, the
building will be available for appropriate County use.
The County Attorney’s Office developed the attached proposed Assignment of Lease (Attachment A) which has been
signed by authorized representatives of CARS and STVFD. The significant provisions of the Assignment of Lease
include:
1. The effective date of the assignment is September 1, 2013;
2. The fair market value consideration for the assignment is $240,000;
3. CARS assigns all of its right, title and interest as the tenant of the lease to the STVFD;
4. STVFD assumes all of the liabilities and obligations of the tenant under the original lease and accepts the
property in “as is” condition and assumes full responsibility for the property and improvements; and
5. Provides that the leased premises may also be used for volunteer firefighting purposes, in addition to the
purposes set forth in the original lease.
BUDGET IMPACT:
The cost of the Assignment of Lease to the County is $240,000. An appropriation request (Appropriation #2014-
014) for $240,000 is included in the FY14 Appropriation Request, which is a separate consent agenda item on the
Board’s August 7, 2013 agenda, which will grant STVFD the $240,000 required for the Assignment of Lease.
AGENDA TITLE: Assignment of Lease for Charlottesville-Albemarle Rescue Squad Rescue 8 Station
August 7, 2013
Page 2
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached Resolution (Attachment B) to approve the proposed Assignment
of Lease for 3055 Berkmar Drive (Parcel 061M0-00-12-001G0) and to authorize the County Executive to sign the
Assignment of Lease and any associated documents, after approval of both form and substance by the County
Attorney.
ATTACHMENTS:
A – Proposed Assignment of Lease
B – Proposed Resolution
Return to consent agenda
Return to regular agenda
RESOLUTION APPROVING THE ASSIGNMENT OF LEASE
FROM CHARLOTTESVILLE-ALBEMARLE RESCUE SQUAD, INC.
TO SEMINOLE TRAIL VOLUNTEER FIRE DEPARTMENT
WHEREAS, the County owns property located at 3055 Berkmar Drive, known as Tax
Map Parcel 061M0-00-12-001G0, which it leases to the Charlottesville-Albemarle Rescue Squad
(CARS) for its Rescue 8 Station pursuant to a 1979 lease agreement; and
WHEREAS, CARS wishes to assign its lease to the Seminole Trail Volunteer Fire
Department (STVFD); and
WHEREAS, the Board finds that the assignment promotes the health, safety, and welfare
of the County.
NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of
Supervisors hereby approves the Assignment of Lease from CARS to STVFD and authorizes the
County Executive to sign, in a form approved by the County Attorney, the Assignment of Lease
and any associated documents.
I, Ella W. Jordan, do hereby certify that the foregoing writing is a true and correct copy
of a Resolution duly adopted by the Board of Supervisors of Albemarle County by a vote of
______ to ______, as recorded below, at a meeting held on _________________________.
_________________________________
Clerk, Board of County Supervisors
Aye Nay
Mr. Boyd ___ ___
Mr. Craddock ___ ___
Ms. Mallek ___ ___
Mr. Rooker ___ ___
Mr. Snow ___ ___
Mr. Thomas ___ ___
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2014 Budget Amendment and Appropriations
SUBJECT/PROPOSAL/REQUEST:
Approval of Budget Amendment and Appropriations
#2014001, #2014014, #2014015, #2014016, #2014017,
#2014018 #2014019, #2014020, #2014021, #2014022
and #2014023 for local government and school division
programs and projects.
STAFF CONTACT(S):
Foley, Letteri, Davis, and Allshouse, L.
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
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 increase to the FY 14 budget due to the appropriations itemized below is $2,433,088.92. A budget amendment
public hearing is not required because the amount of the cumulative appropriations does not exceed one percent of the
currently adopted budget.
STRATEGIC PLAN:
Mission: To enhance the well-being and quality of life for all citizens through the provision of the highest level of public
service consistent with the prudent use of public funds.
DISCUSSION:
This request involves the approval of eleven (11) appropriations as follows:
One (1) appropriation (#2014001) to allocate $13,000.00 in funding from the Historic Preservation
Contingency to the Historical Society pursuant to the Board of Supervisors’ action on June 5, 2013. This
appropriation will not increase the budget;
One (1) appropriation (#2014014) totaling $240,000.00 for the acquisition by Seminole Trail Volunteer Fire
Department of the lease rights for a building necessary for Fire and Rescue operations;
One (1) appropriation (#2014015) totaling $50,000.00 to re-appropriate funding for a General Government
Capital Program project;
One (1) appropriation (#2014016) totaling $113,286.53 to re-appropriate funding for various special revenue
projects;
One (1) appropriation (#2014017) totaling $15,436.00 to continue to provide a part-time officer working under
the supervision of the Sheriff’s Office for the Offender Aid and Restoration’s Drug Court program;
One (1) appropriation (#2014018) totaling $23,888.00 to amend the Capital Apparatus Replacement program;
One (1) appropriation (#2014019) totaling $138,105.56 for the County’s RSWA Service Contribution;
One (1) appropriation (#2014020) totaling $1,279,255.11 to re-appropriate funding for Emergency
Communications Center projects;
One (1) appropriation (#2014021) totaling $468,637.00 to appropriate grants awarded to the Police
Department, Department of Social Services and Offender Aid Restoration;
One (1) appropriation (#2014022) totaling $21,900.00 for various items in the County Attorney’s Office; and
One (1) appropriation (#2014023) totaling $82,580.72 in grant funding related to a Strategic Prevention
Framework – State Incentive Grant grant from the U.S. Substance Abuse and Mental Health Services
Administration’s Center for Substance Abuse Prevention through Virginia Commonwealth University (VCU).
AGENDA TITLE: FY 2014 Budget Amendment and Appropriations
August 7, 2013
Page 2
RECOMMENDATIONS:
Staff recommends approval of appropriations #2014001, #2014014, #2014015, #2014016, #2014017, #2014018,
#2014019, #2014020, #2014021, #2014022 and #2014023 to provide funds for various local government projects and
programs as described in Attachment A.
ATTACHMENTS:
Attachment A – Appropriation Descriptions
Return to consent agenda
Return to regular agenda
Attachment A
Appropriation #2014001 $0.00
This appropriation will not increase the County Budget.
Source: Historic Preservation Contingency $ 13,000.00
At the June 5, 2013 Board meeting, the Board authorized that $13,000.00 be provided to the Albemarle
Charlottesville Historical Society with the condition that any unused funds be returned to the County to be used by
Community Development for assistance with updating the County’s GIS information on Registered Historic
Resources. This funding is provided from the $13,000.00 Historic Preservation Contingency included in the FY14
Adopted Budget and will provide for the following programs:
Civil War Sesquicentennial – Battle of Rio Hill Commemoration ($8,000): This program will commemorate the
150th anniversary of the Battle of Rio Hill, the only Civil War battle that took place within this community, in
March 2014. The Virginia Sesquicentennial History Mobile will be part of the program, along with another
state-developed exhibit and a new local exhibit.
Community Educational Exhibits ($5,000): These exhibits will expand a mobile exhibit program, which began
in 2012 as part of the City of Charlottesville’s Celebrate250 program, to include themes based in Albemarle
County. These exhibits will aim to introduce the community and visitors to the rich and diverse history of the
area and will become a reusable resource for area schools.
Appropriation #2014014 $240,000.00
Source: Gen. Gov’t. Capital Fund fund bal $ 240,000.00
This appropriation request is to appropriate $240,000.00 in General Government Capital Fund fund balance to
support the acquisition of the lease rights by Seminole Trail Volunteer Fire Department (STVFD) for a building for
the temporary relocation of STVFD volunteers, daytime career staf f, and related apparatus for approximately 12
months during the construction of the STVFD Renovation/Addition project and for future use as a rescue squad
facility.
Appropriation #2014015 $50,000.00
Source: Gen. Gov’t. Capital Fund fund bal $ 50,000.00
This request is to re-appropriate FY 13 funds to the following General Government Capital Program project:
Cory Farm Greenway Connector project : This request is to re-appropriate $50,000.00 in various proffer
revenue to support the Cory Farm Greenway Connector project. The project is currently underway and is
anticipated to be complete by the fall of 2013. This project supports a bike/pedestrian trail connecting
various Crozet neighborhoods to Crozet Park, downtown Crozet and Route 250 retail an d businesses. The
scope includes an easement acquisition, trail and bridge design/development, a pedestrian bridge,
benches, a Kiosk and signage.
Appropriation #2014016 $113,286.53
Source: Federal Revenue $ 104,148.98
Grant Fund fund balance $ 9,137.55
The following requests are for the re-appropriation of FY 13 funds to the following projects:
Sheriff Grant (#SC-2013-53384-5099-20.600): This request is to re-appropriate the remaining $6,829.46
balance of a Department of Motor Vehicles Grant a warded to the Sheriff’s Office. This grant assists with
funding overtime for speed enforcement efforts.
Sheriff Grant (#K8-2013-53392-5107-20.601): This request is to re-appropriate the remaining $5,897.53
balance of a Department of Motor Vehicles Grant a warded to the Sheriff’s Office. This grant assists with
funding overtime for DUI checkpoints and speed enforcement.
Attachment A
Police Grant (#13-C2149AD11): This request is to re-appropriate the remaining $23,300.00 balance of a
Department of Criminal Justice grant awarded to the Police Department. This grant will provide funding for
equipment, primarily cameras, to use in monitoring and surveillance of suspects and potential criminal
activity.
Police Grant (#13-A2581AC13): This request is to re-appropriate the remaining $8,774.62 balance of a
Department of Criminal Justice Services Internet Crimes Against Children (ICAC) Fund grant awarded to
the Police Department. This grant will provide funding for staff overtime and equipment associated with
developing and processing ICAC cases.
Police Grant (#2012-DJ-BX-0571): This request is to re-appropriate the remaining $10,201.50 balance of a
U.S. Department of Justice grant awarded to the Police Department. The purpose of this grant is to assist in
funding overtime hours of current officers in support of reducing crime and improving public safety through
additional community policing.
Police Grant (#SC-2013-53353-5068-20.600-Highway Safety Grant): This request is to re-appropriate the
remaining $18,288.42 balance of a Virginia Department of Motor Vehicles grant awarded to the Police
Department. The purpose of this grant is to assist with the payment for traffic safety equipment and
overtime activities.
Police Grant (#13-A2720JB10): This request is to re-appropriate the remaining $39,995.00 balance of a
Department of Criminal Justice Services grant awarded to the Police Department. The purpose of this grant
is to develop a comprehensive community gang assessment process that results in a comprehensive,
collaborative, and actionable strategic plan for the local Gang Reduction through Active Community
Engagement Coalition. The goal of the project is organize the community toward gang prevention ,
intervention, and suppression. This funding provides for consulting services to develop the assessment and
to work with the Coalition to develop a knowledge-based understanding of the situation towards an
actionable strategic plan.
Appropriation #2014017 $15,436.00
Source: Federal Revenue $ 15,436.00
This request is to appropriate $15,436.00 in federal grant funds for a part-time auxiliary deputy officer to work under
the direction of the Albemarle County Sheriff’s Office to assist with the administration and monitoring of Offender Aid
and Restoration‘s (OAR’s) Drug Court cases. Data from other Virginia communities with similar arrangements
indicates that the ongoing presence of an officer for program participants yields positive outcomes. Expenses such as
part-time wages and vehicle fuel, maintenance and repair costs will be funded through federal grant revenues
received from OAR. The Board of Supervisors previously approved an appropriation for this program in FY 12 and FY
13. This request is to continue this program in FY 14 through December 2013.
Appropriation #2014018 $23,888.00
Source: Gen. Gov’t. Capital Fund fund bal $ 23,888.00
This request is to amend the Capital Apparatus Replacement program as follows: This request is to appropriate $23,888.00 in revenue received from Scottsville Volunteer Rescue Squa d to support an upgrade of the chassis on the Scottsville Ambulance 706 being purchased by Albemarle County. The revenue was received by the County in FY 13, and is currently included in the General Government Capital Fund fund balance. The ambulance is currently under construction and is expected to be delivered in December 2013. This request is to appropriate $75,600 originally allocated to purchase an incident command vehicle (Command 20) for the East Rivanna Volunteer Fire Company (ERVFC) to replace a brush truck (Brush 64) for the Stony Point Volunteer Fire Company (SPVFC). Brush 64 was originally scheduled for replacement in FY 17, but the apparatus exceeds its gross vehicle weight rating (GVWR) and is not safe for operation on the
road. ERVFC’s Command 20 vehicle is in good condition and its replacement can be delayed for two years.
Brush 64’s scheduled replacement will be updated in the fleet plan in accordance with existing policy (20 year replacement). A brush truck replacement (unit and equipment) was estimated to cost $199,500, however SPVFC will work within the $75,600 budget by repurposing equipment and other components of its existing brush truck. This results in an estimated $123,900 savings for the County.
Attachment A
This request is to appropriate $199,500 originally allocated to purchase a brush truck (Brush 46) for the
Earlysville Volunteer Fire Company (EVFC) to replace EVFC’s second fire engine (Engine 45). Engine 45 was recommended to be replaced by the Apparatus Evaluation Team (AET), a cross functional staff/volunteer team tasked with annually evaluating fire and EMS units schedule to be replaced in the CIP. Engine 45 was
originally scheduled for replacement in FY 17, but no longer meets the County’s minimum specifications for pump or water capacity. EVFC has requested, and Fire Rescue staff agrees, that the funds originally allocated to replace Brush 46 be used instead to buy a used replacement engine ahead of schedule that will
better suit EVFC’s needs. EVFC will then sell Engine 45 (solely owned by the EVFC) and use the proceeds to buy a new brush truck chassis to complete the replacement of Brush 46 (body and pump was replaced last
year using EVFC’s funds). The replacement date of the used Engine 45 will be evaluated once the used replacement engine is identified, but will not be replaced prior to FY 20 in accordance with the fleet plan.
Appropriation #2014019 $138,105.56
Source: General Fund fund bal $ 138,105.56
This request is to appropriate a total of $138,105.56 for the FY 14 Rivanna Solid Waste Authority (RSWA) Service Contribution for the County's local support of the Ivy Material Utilization Center and the McIntire Recycling Center, which are managed by the RSWA. $105,092.75 will be re-appropriated from the FY 13 remaining balance of the RSWA Service Contribution and $33,012.81 is for a one-time increase. The total FY 14 payment is $438,105.56, which includes $378,031.00 for Ivy and $60,074.56 for the Recycling Center).
Appropriation #2014020 $ 1,279,255.11
Source: ECC Fund fund balances $ 1,279,255.11
The Emergency Communications Center (ECC) requests that the County, acting as fiscal agent for the ECC:
Re-appropriate $614,866.43 to complete the 800 MHZ Scottsville Augmentation Project. The project is
scheduled for completion this fall and will provide better coverage for radio system users in the Town of
Scottsville. The ECC has been in contract negotiations with the tower owner for the past several months and
has just recently agreed on a finalized contract.
Re-appropriate $527,387.46 for the Mobile Data project. This project is a carryover from previous years, with this amount being the remaining 40% of the project the ECC has been withholding while it worked on completing the project. The ECC needs to move re-appropriate funding into FY 13/14 because it now has negotiated a final resolution with the vendor. The three jurisdictions have negotiated an amendment to the original contract to close the project out and make final payment to the vendor.
Re-appropriate $91,894.22 to complete the development of a Request for Proposal (RFP) for the purchase of
a fully integrated Computer Aided Dispatch (CAD) System. The current CAD system is over 12 years old and
in need of replacement. The RFP will be complete and ready for release by August 25.
Re-appropriate $25,107.00 to complete the replacement of microwave batteries at tower sites. The batteries
are several years old and have been recommended for replacement by the manufacturer. The batteries were
ordered in May and had an 8 week delivery with project installation/completion scheduled for July 24 and 26.
Re-appropriate $20,000.00 to complete bi-directional antenna (BDA) equipment replacement. The ECC is
responsible for 26 BDA units that are within government buildings throughout the City, County and University.
These units provide in-building radio coverage for the public safety providers when they are within these
buildings. This funding will replace 8 units not working properly and beyond repair during an annual
inspection. This project was carried over to FY 14 while the ECC renegotiated the maintenance contract on
the equipment.
Appropriation #2014021 $ 468,637.00
Source: Local Revenue (Contribution from YMCA) $ 3,750.00
Local Revenue (OAR Recovered Costs) $ 81.00
Local Revenue (Contribution from Central $ 75,000.00
Virginia Regional Jail)
State Revenue $ 225,000.00
Federal Revenue $ 164,806.00
Attachment A
Grants Leveraging Fund* $ 8,664.00
*The Grants Leveraging Fund component of this appropriation will not increase the County Budget.
This request is to appropriate the following grants : Police Grant (#14-A2284AD12): The Department of Criminal Justice has awarded the Albemarle County Police Department a grant in the amount of $64,601.00 with a local match of $7,179.00 for a total grant award of $71,780.00. The local match funds are being provided by the County's Grant Leveraging Fund. This grant will provide funding for an experienced Crime Analyst position, as well as a computer and some training. The Police Department needs professional crime analysis services to support its operations, investigations, administration, planning, budgeting and public education services. Police Grant (#14-D2149AD12): The Department of Criminal Justice has awarded the Albemarle County Police Department a grant in the amount of $28,227.00 with a local match of $1,485.00 for a total grant award of $29,712.00. The local match funds are being provided by the County's Grant Leveraging Fund. This grant will provide funding for equipment and training for evidence discovery and collection to improve criminal case development and effective prosecution. Social Services Grant (#14-D2141AD12): The Department of Criminal Justice Services awarded the Albemarle County Department of Social Services along with Piedmont Family YMCA, Albemarle County Public Schools and the Broadus Memorial Baptist Church, a grant in the amount of $75,000.00. The local match of $3,750 is provided from a contribution from the YMCA. This grant will operate an after-school program for students at Stony Point Elementary School.
Offender Aid and Restoration (OAR) Grant (#14-A3008BY10): The Department of Criminal Justice Services awarded OAR with the County acting as fiscal agent a grant in the amount of $809.00. This total includes a local match of $81.00 that is being provided from OAR’s client fees. The purpose of this grant is to provide one-time funding for equipment to assist with ongoing staff training.
OAR Grant (#14-B2636OT14): Department of Criminal Justice Services awarded OAR with the County acting as fiscal agent a grant in the amount of $300,000.00. This total includes a local match of $75,000.00 that is being provided from the Central Virginia Regional Jail located in the Town of Orange. Through this grant, OAR will continue to provide pretrial services in the rural counties serving the Central Virginia Regional Jail.
Appropriation #2014022 $ 21,900.00
Source: General Fund fund balance $ 21,900.00
This request is to appropriate $21,900.00 for the County Attorney’s Office from the General Fund fund balance. It is anticipated that the General Fund fund balance monies for this appropriation will be replenished by anticipated
unused funds in the County Attorney’s Office’s FY 13 budget. Temporary Staffing: This request is to appropriate $15,000.00 to hire an hourly attorney to cover Department of Social Services cases during the 12-week planned absence of a current staff attorney. Moving Expenses: This request is to appropriate $5,000.00 to pay for up to $5,000 of moving expenses authorized for the Senior Assistant County Attorney hired in June of 2013. Virginia Code Supplement: This request is to re-appropriate $1,900.00 to fund the 2013 Virginia Code supplements, which were not timely received and not paid for in FY 13, and are now an unbudgeted FY14 expense.
Appropriation #2014023 $ 82,580.72
Source: Federal Revenue $ 82,580.72
This request is for the following:
The appropriation of Strategic Prevention Framework – State Incentive Grant (SPF-SIG) grant funds from
the U.S. Substance Abuse and Mental Health Services Administration’s Center for Substance Abuse
Prevention through Virginia Commonwealth University (VCU) for the time period of July 1, 2013 through
June 30, 2014. The purpose of the grant funding is to reduce the number of motor vehicle crashes involving
alcohol-impaired drivers between the ages of 15 and 24.
Attachment A
The County of Albemarle, in its previous capacity as fiscal agent for the Commission on Children and
Families (CCF) received the first SPF-SIG Project grant for the time period of February 1, 2012 through
January 31, 2013 in the fall of 2011. CCF was dissolved in December 2012, so the second SPF -SIG Project
Grant was awarded directly to the County for the time period of February 1, 2013 through January 31, 2014
with an estimated total grant award of $145,150. The amount provided by VCU to be appropriated for use
by the County for the time period of July 1, 2013 through January 31, 2014 is $82,580.72.
Return to exec summary
Glenmore-Leake Variation Request
June 12, 2013 BOS
1
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Special Exception –Variation from Leake PRD
Application Plan (ZMA 200600016) and Variation
from the Glenmore PRD Application Plan
(ZMA199900016)
SUBJECT/PROPOSAL/REQUEST:
Request for a modification to the lot layout for the
Leake PRD. Approval for the request from the
following section of the Zoning Ordinance:
1. Section 8.5.5.3 Variations From Approved
Plans, Codes, And Standards Of
Developments
STAFF CONTACT(S):
Mr. Benish,
LEGAL REVIEW: No
AG ENDA DATE: August 7, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
ZMA-2006-0016 (Leake) was rezoned to PRD-Planned Residential Development, with an associated application plan and
proffers, on November 14, 2007. The Leake PRD is being developed as new section of the Glenmore development. The
original Glenmore PRD was approved on December 5, 1999 (ZMA199900019) and last amended on March 28, 2000
(ZMA199900016). The applicant is proposing a change the lot layout shown on the application plan for one section of the
Leake PRD and use a small area of land located in the original Glenmore PRD as part of one of the reconfigured lots.
STRATEGIC PLAN:
Goal 2: Provide community facilities that meet existing and future needs.
Goal 5: Ensure the health and safety of the community.
DISCUSSION:
VARIATIONS FROM APPROVED PLANS, CODES, AND STANDARDS OF DEVELOPMENT
The variation request has been reviewed for Zoning and Planning aspects of the regulations. Section 8.5.5.3(a) authorizes
the Director of Planning to grant variations from the approved application plat and/ or code of development. However, due
to a recent State Supreme Court decision, these variations must now be approved by the Board of Supervisors as a
Special Exception under Chapter 18 Section 33.9. Staff is recommending approval of this variation request.
VARIATION;
. The applicant is requesting the following variations from the approved rezoning application plans:
Request to change the approved lot layout in one section of the Leake PRD (ZMA200600013) to allow a fifth lot to
be platted where four lots are shown on the application plan. In order to create this fifth lot, a small area (a net of
approximately .27 acre) of open space designated in the Glenmore PRD application plan (ZMA1999-16) is being
added to this proposed parcel to provide for access to Farringdon Road. The applicant is not requesting approval
of an additional lot, only the reconfiguration of the lot layout in one section of the development. There is no
change to the total number of lots permitted under the Leake rezoning.
Staff analysis of the variation request is provided below:
1) The variation is consistent with the goals and objectives of the comprehensive plan.
The proposed change is consistent with the goals and objectives of the Comprehensive P lan.
Glenmore-Leake Variation Request
June 12, 2013 BOS
2
2) The variation does not increase the approved development density or intensity of development.
Density is not increased in the Leake PRD. There is no change to the total number of lots permitted under the
Leake rezoning. The Glenmore PRD density is essentially unaffected for the small area of removed open space.
Required open space area is still met and exceeded.
3) The variation does not adversely affect the timing and phasing of development of any other development
in the zoning district.
The timing and phasing of the Leake and Glenmore developments are unaffected by this proposal.
4) The variation does not require a special use permit.
A special use permit is not required.
5) The variation is in general accord with the purpose and intent of the approved rezoning application.
This variation is in general accord with the approved Leake and Glenmore rezonings. There is no significant
change to the lot layout as approved in the Leake PRD application plan. The very small area of open space
removed from the Glenmore Application Plan (.27 acre) is located adjacent to a stormwater management facility
and Farringdon Road and consists of areas previously graded to construction of the road. The area to be
removed is not considered a significant or critical piece of open space area. The Glenmore Homeowners
Association Board has been informed of the proposal to modify the open space area and has expressed no
opposition to the proposal.
VARIATION #1 RECOMMENDATION:
Staff recommends approval of the variation request to allow the lot layout as shown on the plat entitled “TMP 94-
74, Lots 24-27 &29, Section K2B Glenmore” by Commonwealth Land Surveying, LLC, revised July 15, 2013.
Attachment:
A – Subdivision Plat for TMP 94-74, Lots 24-27 &29, Section K2B Glenmore
Return to consent agenda
Return to regular agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2013 4th Quarter Cash and Non-Cash Proffer Report
SUBJECT/PROPOSAL/REQUEST:
Report on cash proffer revenue and expenditures and
non-cash proffers for April-June 2013
STAFF CONTACT(S):
Foley, Walker, Letteri, Davis, Graham, McCulley, Higgins,
Ragsdale, Allshouse, L., and Harris
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION: X
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
In 2007, the Board directed staff to provide a quarterly report on the status of cash proffers. Since that time, the report
has been expanded to also include updates on non-cash proffers. The Board received the last quarterly proffer report
on May 1, 2013, which included information on cash proffer revenue and expenditures and non-cash proffers for
January through March, 2013. This report includes all proffer activity (both cash and non-cash) for the fourth quarter of
FY 2013 (April-June). The next quarterly report will be on the Board’s November 6, 2013 agenda.
STRATEGIC PLAN:
Goal 2. Provide community facilities that meet existing and future needs.
Proffers Activity for Fiscal Year 2013 Fourth Quarter (April-June)
A. New Proffered Revenue: There were no rezoning requests approved this quarter that provided new cash
proffers.
B. Total Proffered Revenue: Total proffered revenue is $45,087,713.91. This reflects 2013 annual adjustments
to anticipated proffer revenue (not received yet obligated) from proffers in which annual adjustments were
proffered.
C. 4th Quarter Cash Revenue: The County received a total of $831,031.92 from existing cash proffers during
this quarter from the following developments:
Development Amount Intended Purpose
Albemarle Place (Stonefield) $216,000.00 CIP
Avinity $320,135.59 CIP-Neighborhoods 4 &5
Avinity $99,000.00 Affordable Housing
Belvedere $1,000.00 Affordable Housing
Leake (Glenmore) $37,510.90 CIP
Leake (Glenmore) $5,904.00 Affordable Housing
LIvengood (Glenmore) $59,962.62 CIP
Livengood (Glenmore) $7,389.62 Affordable Housing
Old Trail $21,000.00 Crozet Schools/Parks
Wickham Pond II $9,000.00 CIP-Crozet
Willow Glen $54,129.19 CIP
TOTAL $831,031.92
Although not proffer funds, the County received $18,000 for affordable housing programs from a special use permit
condition for Kenridge (SP 2004-52 /last amended with SP 2012-13). Net available revenue from this fund is
$94,458.35.
D. 4th Quarter Expenditures and Appropriations: At the Board’s May 1, 2013 meeting, a total of $550,000 in
proffer funds (as set forth below) were appropriated as part of the FY 14 Appropriation Resolution for the FY
14 Adopted Budged. This activity will not be reported until the 1st Quarter of FY14.
AGENDA TITLE: FY 2013 4th Quarter Cash and Non-Cash Proffer Report
August 7, 2013
Page 2
Development Total Amount Purpose
Albemarle Place (Stonefield)
$500,000.00
Phillips Building-Northside library/County
Storage Space
Liberty Hall $6,432.22 Crozet/Cory Farm Greenway connector
Westhall (Proffer #1.2) $13,029.61 Crozet/Cory Farm Greenway connector
Wickham Pond $30,538.17 Crozet/Cory Farm Greenway connector
TOTAL $550,000.00
There have been no expenditures of proffer revenue this quarter.
Current Available Funds: As of June 30, 2013, the available proffered cash on-hand is $3,999,322.73 (including
interest earnings on proffer revenue received). Some of these funds were proffered for specific projects while others
may be used for general projects within the CIP.
Of the available proffered cash on-hand, $1,678,212.93, including interest earned, is currently appropriated (See
Attachment A for details). The net cash balance is $2,321,109.80. Attachment B provides information on how the net
cash balance may be used.
BUDGET IMPACT:
Cash proffers are a valuable source of revenue to address impacts from development and they support the
funding of important County projects which would otherwise be funded through general tax revenue. Using
cash proffer funding for current or planned FY13–FY17 CIP projects builds capacity in the CIP by freeing up
funding for other projects. In addition, non-cash proffers provide improvements that might otherwise need to be
funded by general tax revenue.
Community Development Department and Office of Management and Budget staff monitor proffer funds on an on-
going basis to ensure that associated projects not currently in the CIP move forward and to ensure that funding is
appropriated to projects before any proffer deadlines.
RECOMMENDATIONS:
This summary is provided for information only and no action is required at this time.
ATTACHMENTS:
A. 7/8/13 Summary of Cash Proffer Funds (Updates through June 30, 2013)
B. Net Available Proffer Funds Summary and Use of Funds
Return to consent agenda
Return to regular agenda
UPDATE: 7/8/13FUND # PROFFER NAMETOTAL PROFFERED REVENUETOTAL FUNDS RECEIVEDTOTAL INTEREST EARNINGSTOTALEXPENDITURES(Transfer to Projects)CURRENT AVAILABLE FUNDSAPPROPRIATED FUNDSAPPROPRIATED INTEREST EARNINGSProjects/$REMAINING AVAILABLE FUNDSREMAINING AVAIBLE INTEREST EARNINGSNET CURRENT AVAILABLE FUNDSACTIVE8547 ALBEMARLE PLACE-STONEFIELD $2,610,000.00 $1,500,000.00 $332.87 $0.00 $1,500,332.87 $875,000.00 $0.00 Seminole Trail Vol. Fire. Dept. Ren/AddRio Library/Storage Facility$625,000.00 $332.87 $625,332.878548AVINITY (CIP)$1,439,982.05$556,072.55$100.58$0.00$556,173.13$0.00$0.00 $556,072.55$100.58$556,173.138548AVINITY (Affordable Housing)$313,500.00$99,000.00$5.38$0.00$99,005.38$0.00$0.00 $99,000.00$5.38$99,005.388534AVON PARK$59,000.00$59,000.00$5,752.23$0.00$64,752.23$59,000.00$5,596.33Avon Street Sidewalks$0.00$155.90$155.908536BELVEDERE STATION$400,250.00$116,500.00$860.46($58,009.66)$59,350.80$0.00$0.00Orchard Acres Rehabilitation Project $59,250.00$100.80$59,350.808531ECKERD PHARMACY$6,000.00$0.00$0.00$0.00$0.00$0.00$0.00 $0.00$0.00$0.008520GLENMORE$893,000.00$752,000.00$129,931.52($875,364.10)$6,567.42$0.00$0.00 $1,000.00$5,567.42$6,567.428521GLENMORE$569,000.00$331,000.00$56,334.39($375,000.00)$12,334.39$0.00$0.00 $2,300.00$10,034.39$12,334.398523GRAYROCK$62,500.00$62,500.00$13,326.75$0.00$75,826.75$62,500.00$12,380.00Crozet Regional Stormwater Management $0.00$946.75$946.758527HOLLYMEAD AREA C$210,000.00$169,523.75$5,219.19($112,442.36)$62,300.58$59,523.75$2,741.04Hollymead/Powell Sidewalk$0.00$35.79$35.798528HOLLYMEAD AREA D$481,000.00$480,999.68$23,876.58($473,712.00)$31,164.26$20,085.18$11,061.19Hollymead/Powell Sidewalk$0.00$17.89$17.898545HOLLYMEAD TOWN CENTER A1$609,000.00$109,000.00$609.62($28,506.62)$81,103.00$30,733.69$322.73Hollymead/Powell Sidewalk$50,000.00$46.58$50,046.588572LEAKE (Glenmore) 3-CIP$2,133,708.45$75,020.90$0.00$0.00$75,020.90$0.00$0.00$75,020.90$0.00$75,020.908573LEAKE (Glenmore) 4-Affordable Housing$324,720.00$11,808.00$0.00$0.00$11,808.00$0.00$0.00$11,808.00$0.00$11,808.008544 LIBERTY HALL $137,600.00 $108,800.00 $259.82 $0.00 $109,059.82 $108,800.00 $227.37 Cory Farm Greenway Connector projectCrozet Library$0.00 $32.45 $32.458574LIVENGOOD (CIP)$879,837.59$99,477.91$0.00$0.00$99,477.91$0.00$0.00 $99,477.91$0.00$99,477.918574LIVENGOOD (Affordable Housing)$114,595.00$13,406.16$0.00$0.00$13,406.16$0.00$0.00 $13,406.16$0.00$13,406.168529MJH @ PETER JEFFERSON PLACE$346,250.00$419,144.85$10,587.70$0.00$429,732.55$0.00$0.00 $419,144.85$10,587.70$429,732.558538NORTH POINTE$460,000.00$400,000.00$28,810.93($420,359.50)$8,451.43$0.00$8,451.43Hollymead/Powell Sidewalk$0.00$0.00$0.008537OLD TRAIL VILLAGE$2,328,000.00$166,000.00$1,906.57($75,854.29)$92,052.28$24,000.00$16.44Crozet Greenway$68,000.00$35.84$68,035.848546POPLAR GLEN II$155,600.00$155,601.00$200.91($33,016.05)$122,785.86$89,600.00$82.95Crozet Library$33,007.76$95.15$33,102.918533STILLFRIED LANE$78,000.00$78,000.00$6,358.34($83,379.00)$979.34$0.00$962.07Crozet Library$0.00$17.27$17.278525UVA RESEARCH PARK$78,178.00$78,718.00$899.80($79,500.00)$117.80$0.00$117.72Hollymead/Powell Sidewalk$0.00$0.08$0.088535WESTERN RIDGE$5,000.00$5,159.12$857.46($5,000.00)$1,016.58$159.12$857.46Crozet Library$0.00$0.00$0.008541WESTHALL (1.1)$90,000.00$91,000.00$2,881.27$0.00$93,881.27$51,000.00$2,728.70Crozet Streetscapes Phase II $40,000.00$152.57$40,152.578542 WESTHALL (1.2)$30,000.00 $37,000.00 $933.97($7,000.00)$30,933.97 $23,000.00 $925.91 Cory Farm Greenway Connector projectCrozet Streetscapes Phase II $7,000.00 $8.06 $7,008.068543WESTHALL (3.3)$3,000.00$3,000.00$168.16$0.00$3,168.16$0.00$0.00 $3,000.00$168.16$3,168.168540 WICKHAM POND$345,161.67 $292,622.90 $4,171.96($59,161.00)$237,633.86 $225,391.83 $2,948.02 Cory Farm Greenway Connector projectCrozet Library$9,166.49 $127.52 $9,294.018549WICKHAM POND II$405,000.00$66,725.81$31.03$0.00$66,756.84$0.00$0.00$66,725.81$31.03$66,756.848575WILLOW GLEN$3,399,856.12$54,129.19$0.00$0.00$54,129.19$0.00$0.00$54,129.19$0.00$54,129.19FUTURE05th STREET AVON 3$258,950.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.0005th STREET AVON 4$103,580.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.0005th STREET AVON 5$103,580.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000AVON PARK II$477,158.43$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000BARGAMIN PARK$18,200.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000BLUE RIDGE CO-HOUSING$334,630.59$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000CASCADIA$405,000.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000ESTES PARK$1,186,729.98$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000FONTANA PHASE 4C$807,353.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000HADEN PLACE$82,500.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000HOLLYMEAD TOWN CENTER A2$17,505,318.75$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000NGIC EXPANSION$1,478,828.67$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000OAKLEIGH FARM$1,539,043.47$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000PATTERSON SUBDIVISION$150,595.46$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.000RIVANNA VILLAGE @ GLENMORE$1,224,172.69$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00COMPLETED8530ALBEMARLE PLACE$100,000.00$100,000.00$3,666.41($103,666.41)$0.00$0.00$0.00$0.00$0.00$0.008526AVEMORE$50,000.00$50,000.00$1,286.43($51,286.43)$0.00$0.00$0.00$0.00$0.00$0.008539GREENBRIER$9,334.00$9,334.00$81.72($9,415.72)($0.00)$0.00$0.00$0.00$0.00$0.008532HOLLYMEAD AREA B$50,000.00$50,000.00$1,521.85($51,521.85)$0.00$0.00$0.00$0.00$0.00$0.008524SPRINGRIDGE$100,000.00$100,000.00$2,214.97($102,214.97)$0.00$0.00$0.00$0.00$0.00$0.008522STILL MEADOWS$135,000.00$135,000.00$17,220.78($152,220.78)$0.00$0.00$0.00$0.00$0.00$0.00TOTAL$45,087,713.91$6,835,543.82$320,409.65($3,156,630.74)$3,999,322.73$1,628,793.57$49,419.36$1,678,212.93$2,292,509.62$28,600.18$2,321,109.80CASH PROFFERSAPPROPRIATED PROFFERS SUMMARYNET CASH PROFFERS
NET AVAILABLE PROFFER FUNDS SUMMARY AND USE OF FUNDS 7/1/13FUND # PROFFER NAMENET CURRENT AVAILABLE FUNDS PROFFERED USE OF FUNDS RECOMMENDED/POTENTIAL USE OF FUNDS8547 ALBEMARLE PLACE-STONEFIELD $625,332.87 CIP-GeneralCIP-General FY13 New Library/Storage FacilityHydraulic Sidewalk8548 AVINITY (CIP) $556,173.13 CIP-Neighborhoods 4 & 5CIP-Neighborhoods 4 & 58548 AVINITY (Affordable Housing) $99,005.38Affordable HousingAffordable Housing8534AVON PARK$155.90CIP-Neighborhoods 4-Pedestrian ImprovementsMust use for specific project8536BELVEDERE STATION$59,350.80Affordable HousingAffordable Housing8520GLENMORE$6,567.42School CIP/Other CIP-GlenmoreSchool CIP/Other CIP-Glenmore8521GLENMORE$12,334.39CIP-250/Glenmore-TransportationRt. 250 Pedestrian Crossings or Shadwell Interchange8523GRAYROCK$946.75Interest/Jarmans Gap Road ImprovementsCIP-Crozet Project TBD8527HOLLYMEAD AREA C$35.79CIP-HollymeadCIP-Hollymead (TBD)8528HOLLYMEAD AREA D$17.89CIP Hollymead Transportation*CIP-Hollymead Transportation (TBD)8545HOLLYMEAD TOWN CENTER A1$50,046.58CIP-Hollymead-Greenway connection/Pedestrian Crossing OnlyGreenway connection/Pedestrian Crossing8572LEAKE (Glenmore) 3-CIP$75,020.90CIP-General8573LEAKE (Glenmore) 4-Affordable Housing$11,808.00Affordable HousingAffordable Housing8544LIBERTY HALL $32.45CIP-CrozetCIP-Crozet Greenway Project8574LIVENGOOD (CIP)$99,477.91CIP-General CIP-General-TBD8574LIVENGOOD (Affordable Housing)$13,406.16Affordable HousingAffordable Housing Project TBD8529MJH @ PETER JEFFERSON PLACE$429,732.55TransitTransit8537OLD TRAIL VILLAGE$68,035.84CIP-Crozet Parks/SchoolsCIP-Crozet (Parks/Schools TBD)8546POPLAR GLEN II$33,102.91CIP-Affordable HousingAffordable Housing Project TBD8533STILLFRIED LANE$17.27CIP-General or Affordable HousingProject TBD8541WESTHALL (1.1)$40,152.57Eastern Avenue in Crozet/After 10 years Crozet CIPCIP-Crozet (Transportation Projects)8542WESTHALL (1.2)$7,008.06CIP-CrozetCIP-Crozet Greenway Project8543WESTHALL (3.3)$3,168.16Greenway bridge in WesthallMust use for specific project8540 WICKHAM POND $9,294.01 CIP-CrozetCIP-Crozet Greenway Project CIP-Crozet Project TBD8549WICKHAM POND II$66,756.84 CIP-CrozetCIP-Crozet Project TBD8575WILLOW GLEN$54,129.19 CIP-GeneralCIP-General TBDTOTAL$2,321,109.80
Page 1 of 4
Culpeper District
Albemarle County Monthly Report
August 2013
Special Issues
Route 637, Dick Woods Road, was washed out in the heavy rain that occurred on July 11th
and re-opened on July 15th. Paving, striping and guardrail repairs will begin the week of
July 22nd.
Preliminary Engineering
PROJECT LAST MILESTONE NEXT MILESTONE AD DATE
Route 708, Dry Bridge Road
Bridge Replacement over RR Advertised Award --
Route 53 Safety Project – Intersection
Improvements at Route 729 Right of Way Advertisement October 2013
Route 616, Black Cat Road
Bridge Replacement over RR Design Public Hearing Right of Way – May
2013 March 2014
Route 677, Broomley Road
Bridge Replacement over RR Design Public Hearing Right of Way –
August 2013 December 2014
Route 637, Dick Woods Road
Bridge Replacement over Ivy Creek Design Public Hearing Right of Way –
August 2013 December 2014
Route 29 Widening, Ashwood to
Hollymeade Town Center Preliminary Design Public Hearing December 2015
Route 250, Bridge replacement over
Little Ivy Creek Preliminary Design Public Hearing January 2018
Route 774, Bear Creek Road, Unpaved
Road -- Project Scoping –
2016 November 2019
Route 703, Pocket Lane, Unpaved
Road -- Project Scoping –
2016 November 2019
Route 643 – Reconstruction -- Project Scoping -
2015 --
CITY OF CHARLOTTESVILLE:
PROJECT LAST MILESTONE NEXT MILESTONE AD DATE
Best Buy Ramp Design Public Hearing Right of Way –
Summer 2013 November 2014
Page 2 of 4
Construction Activities
Route 29 Bypass (FO)0029-002-844
Scope: Design and construction 6.2 miles of highway between Route 250 to north of South
Fork of the Rivanna River.
Next major milestone: Submit Environmental Assessment to FHWA
Contract Completion Date: September 16, 2016
Only activities authorized being performed to include IMR/Traffic Studies for northern and
southern termini. If FONSI issued by FHWA, remaining PE activities such as Final design,
RW & CN activities can be initiated. Citizen Information Meeting occurred on May 23, 2013.
Public Hearings to be scheduled at a later date. Additional NTP 1 activities have been
authorized including limited non-destructive geotechnical services in support of the EA Re-
evaluation, surveying activities in support of the EA Re-evaluation, and stream and wetland
delineations. These services are ongoing and will be completed within the next month.
McIntire Interchange 0250-104-103, PE101
Scope: Construct Interchange at McIntire Road and Rt e 250
Next Major Milestone: Completion of Phase 1A by October 2013 which includes Gas &
Sanitary Sewer Installations, Dominion Utility Relocations, D602 Box Culvert near the
C.A.R.S. facility, McIntire Road construction-Sta.199+00 to 209+50, and construction for the
Hillcrest and Birdwood areas.
Contract Completion date: July 2, 2015.
Project Construction started on March 4, 2013.
Guardrail Repair GR07-967-096, N501
Scope: Guardrail repairs – on call – District wide.
Next Major Milestone: Contract Renewal – 3nd term
Contract Completion date: July 1, 2014.
McCormick Road 0302-002-152,B650
Scope: Superstructure replacement.
Next Major Milestone: Under Construction.
Contract Completion: July 31, 2013.
Millington Road 0665-002-6142
Scope: Superstructure replacement, State Forces.
Next Major Milestone: Project Completion. Road is currently closed.
Proposed Completion: July 31, 2013.
McIntire Road U000-104-102, C501
Scope: Construct New Two Lane Road, Bridge and Pedestrian Path.
Next major Milestone: Completed June 10, 2013
Contract Completion: October 15, 2013
Page 3 of 4
Ballards Mill Road 0671-002-6059
Scope: Superstructure replacement, State Forces.
Next Major Milestone: Road Closure, November 4th.
Proposed Completion: November 29, 2013
Surface Treatment Schedule
Scope: Surface Treat various roads.
Next Major Milestone: Routes 600 and 640 to be treated in August
Contract Completion: Completed
Slurry Seal Schedule
Scope: Slurry Seal various roads.
Next Major Milestone: Albemarle County Complete
Contract Completion: October 31, 2013.
Plant Mix Schedule
Scope: Plant mix overlay of various roads.
Next Major Milestone: Albemarle County Complete
Contract Completion: December 6, 2013
Rte 53 HSIP Projects (NFO)0053-002-S30, S31, S32, M501
Scope: Curve improvements at 3 locations on Route 53.
Next Major Milestone: Tree removal planned for July 11th.
Contract Completion: September 25, 2013
Traffic Engineering Studies
Completed
Route 672 Blufton Road: Speed study completed; resolution completed; sign installation
pending. VDOT Study Number- 003-0672-20130115-011
Route 20 @ Route 250: Intersection pavement marking review; Report completed; pavement
marking installation pending. VDOT Study Number - 003-0250-20130301-006
Route 692, Plank Road: School bus stop ahead signing review; Report completed; Sign
installation pending. VDOT Study Number - 003-0692-20130305-010
Route 29 and Route 649, Airport Rd: Signing review; Report completed; Sign installation
pending. VDOT Study Number - 003-0029-20130403-010
I-64 E @ Route 20 on ramps: Signing review; Report completed; Sign installation complete.
VDOT Study Number - 003-0020-20130408-010
Route 29 @ Britts Mtn. Hollow: Signing review; Report completed; Sign installation pending.
VDOT Study Number - 003-0029-20130410-010
Route 866, Greenbrier Drive @ Route 1427, Old Forge Road: Signing review; Report
completed; Sign installation pending. VDOT Study Number - 003-0866-20130422-010
Route 600, Watts Passage and Route 641, Burnley Station Road: Sight distance review;
Report completed; pavement marking installation pending. VDOT Study Number - 003-0600-
20130425-008
Route 708 @ 2722 Red Hill Road: Signing review; Report completed; Sign installation pending.
VDOT Study Number - 003-0708-20130425-010
Page 4 of 4
Route 151 Critzers Shop Road @ Route 803 Goodloe Road: Signing review; Report
completed; Sign installation pending. VDOT Study Number - 003-0151-20130425-010
Route 250 @ at Seven Oaks Farm (just east of Rt. 690): Signing review; Report completed;
Sign installation pending. VDOT Study Number -003-0250-20130425-010
Under Review
Route 742 @ Route 20: Pavement marking review; pending. VDOT Study Number - 003-0743-
20130618-006
Route 1815 Old Trail Drive: Speed study; pending. VDOT Study Number - 003-1815-20130618-
011
Route 1815 Old Trail Drive: Signing review; pending. VDOT Study Number - 003-1815-
20130618-010
Route 690: Speed study; pending. VDOT Study Number - 003-0691-20130625-011
Route 654 Barracks Road: Crosswalk review; pending. VDOT Study Number - 003-0654-
20130624-020
Maintenance Activities
Limbing Operations on various Secondary Routes
Machining/Grading/Applying stone to non-hard surfaces roadways
Pipe Cleaning and Ditching Operations
Pothole Patching Operations
Debris Removal from March 6th Storm
Joel DeNunzio Virginia Department of Transportation
Charlottesville Residency Administrator 701 VDOT Way
Charlottesville, VA 22911
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Annual Update on FY13-17 Strategic Plan
SUBJECT/PROPOSAL/REQUEST:
Biannual Update on FY13-17 Strategic Plan
STAFF CONTACT(S):
Foley, Letteri, Walker, Davis, Catlin, Allshouse, and
Wyatt
PRESENTER (S): Louise Wyatt
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION: X
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Board of Supervisors has formally engaged in the County’s strategic planning efforts since 2001. The Board provided
direction and guidance for the development of the FY13-17 Strategic Plan during a strategic planning retreat held on June
30, 2011. After additional discussion at subsequent Board meetings, the Board gave final approval of seven goals and
associated objectives at its May 2, 2012 meeting. Implementation of the FY13-17 Strategic Plan began on July 1, 2012,
and staff provided the first biannual update at the January 9, 2013 Board meeting.
STRATEGIC PLAN:
Biannual update on FY13-17 Strategic Plan
DISCUSSION:
During this first year of the Strategic Plan, staff first focused on creating solid action plans for years one and two, and
then set about accomplishing the designated priority items for year one. Over seventy employees have been involved
in this process, working together on seven cross-departmental goal teams. The attachment highlights the progress
that has been made towards the seven Strategic Plan goals during the past year, including select performance
indicators.
The objectives and strategies of the FY13-17 Strategic Plan will continue to change in response to evolving needs of
the community and the organization, while remaining focused on the seven goals. At the Board’s strategic planning
retreat later this month, staff will seek guidance on Strategic Plan actions and priority items for years three through
five. Those discussions may also direct staff to consider additional performance indicators associated with a given
goal. Information on the County’s performance management system and in-depth performance data can be found on
the County’s performance management system website.
The Board will continue to receive formal biannual updates on the FY13-17 Strategic Plan in January and prior to or as
a part of the annual summer strategic planning retreat. Staff will provide an overview of the first year’s progress on the
Strategic Plan and answer any questions the Board may have at Wednesday’s meeting.
BUDGET IMPACT:
The FY13-17 Strategic Plan provides direction for the County’s Five-Year Financial Plan and annual budget
processes.
RECOMMENDATIONS:
Staff recommends that the Board review the attached biannual update and provide feedback or direction at
Wednesday’s meeting or at the strategic planning retreat scheduled for August 21.
ATTACHMENTS:
A: Biannual Update on FY13-17 Strategic Plan
Return to agenda
FY13-17 Albemarle County Strategic Plan
Vision Statement: A thriving County, anchored by a strong economy and excellent education system, that honors its rural
heritage, scenic beauty and natural and historic resources while fostering attractive and vibrant communities.
Mission Statement: To enhance the well-being and quality of life for all citizens through the provision of the highest
level of public service consistent with the prudent use of public funds.
Values: Integrity, Innovation, Stewardship and Learning
1. Provide excellent educational opportunities to all Albemarle County residents
Objectives
a) Increase the availability and quality of pre-kindergarten learning opportunities and adult workforce development
opportunities.
To sustain efforts initiated in Safe Schools/Healthy Families grant, one additional Bright Stars position is
included in FY14 budget to continue position previously grant-funded.
Discussions are being held to explore possibility of incorporating pre-school classroom space at the new
Northside Library.
Three local government leaders have attended pre-school classrooms to learn more about the programs and to
participate in a learning experience with the children. Twelve more have signed up and arrangements will be
made for their involvement during the upcoming school year.
This past spring, in an effort to document the entire current workforce training resources in the City and the
County, a PhD team from UVA’s Curry School sent out an electronic survey of the full population of
workforce services providers and trainers, under guidance from County staff, PVCC, the Workforce Center
and CATEC.
Building on the Curry School study, County Economic Development staff continue to partner with PVCC,
CATEC, the Workforce Center, the Chamber, and private business owners to identify gaps in workforce
training resources, as well as gaps specific to Target Industry workforce needs.
In May the statewide association, VA Bio, held their Annual Conference in Albemarle County, which
included a STEM-H Summit coordinated by the County, City and UVA focused on what the industry needs in
terms of work force training, apprenticeship and certifications, an action plan is being developed based on
those results.
In June, Albemarle County Economic Development staff joined a quarterly advisory group created by
PVCC’s Workforce Center Dean, Valerie Palamountain, to discuss the region’s needs for specialized training
and education activities
The County is partnering with the Charlottesville Business Innovation Council (CBIC) and the City of
Charlottesville to host the 10th annual Tech Tour which exposes over 400 local middle and high school
students to local tech companies and possible career possibilities in that industry sector.
According to the 2013 Citizens Survey, 90% of Albemarle residents rate our educational opportunities as
“excellent” or “good.”
b) Improve coordination to support goals shared between the School Division’s Strategic Plan for K-12 Education
and the County’s overall Strategic Plan.
General Government and School Division staff continue their efforts to work together to automate processes
for pay/leave processing, institute a Purchase Card program, and improve purchasing/financial/budgeting
processes.
The County’s Office of Management and Budget (OMB) staff and the School’s Fiscal Services staff continue
to meet and work to improve processes and communication.
The first phase of a School/Government Career Network is planned for start of academic year.
To enhance its participation with students in the county schools, the Police Department:
o Provided driver education class visits at Monticello and Albemarle High Schools (375 students in
attendance), visited two classrooms at Scottsville Elementary, and contacted Yancey and Red Hill for
potential visits.
o Utilized Crime Protection through Environmental Design (CPTED) techniques to access existing schools
and make safety improvements. To date they have accessed and recommended improvements at Stony
Point, Agnor Hurt, Baker Butler, Stone Robinson and Cale.
o Enrolled nine students in the Police Department’s Explorer Post program. The Police Department is
planning another recruitment drive this fall.
o Is in the final stages of a working agreement to use the CATEC facility as a satellite location for the
police academy.
o Will station a new School Resource Officer (SRO) position at Walton Middle School in FY 14.
2. Provide community facilities that meet existing and future needs
Objectives
a. Improve the evaluation practices and procedures used to assess the community’s facility needs.
Staff reviewed the Capital Improvement Program Process and received feedback from all participants.
The majority of the process updates identified, including those approved in June by the Board, are being
implemented in the FY15 process.
b. Increase the capacity of the Capital Program.
Staff considered several options for increasing funding in CIP, including possible adjustments to the
County’s proffer formula and the establishment of a stormwater utility.
The Fiscal Impact Advisory Committee (FIAC) met several times throughout the year. Subsequent
meetings of FIAC to consider changes to proffer formula. Broader policy questions related to proffers
remain at the direction of the Board. Staff anticipates future work sessions on proffer policies generally.
An internal staff team has been considering options for how to address future stormwater mandates and
infrastructure needs. Over the next few months, a series of work sessions will be held for the Board to
explore service levels and funding options to address mandates and water quality issues.
Following this year’s CIP project submittal and review process, staff will present an analysis to the board
on the adequacy of our capital maintenance program and the extent to which we are able to address
capital and infrastructure needs beyond maintenance given our current CIP funding formula.
The current year approved operating budget includes funding to support a bond referendum study which
will evaluate the feasibility/advisability of proceeding with this option to address future capital needs.
Following this year’s CIP request process, staff will be prepared to engage the board in a discussion on
the merits of a bond referendum in the context of capital needs.
c. Identify and implement appropriate alternative construction project procurement methods (design/build, CM
Agency, Job Order Contracting, PPEA, etc.) to reduce costs and improve project execution
After significant research, staff will recommend (at the 9/4 BOS mtg) a policy change to allow
Design/Build and CM Agency procurement. Incorporation of guideline changes associated with PPEA or
Job Order Contracting are not being recommended at this time.
3. Encourage a diverse and vibrant local economy
Objectives
a. Complete all objectives of last two years of the Economic Vitality Action Plan.
All major action items in the Economic Vitality Action Plan have been accomplished except the
Comprehensive Plan update-related items that will be before the Planning Commission in July. A final
report on the end of the three year plan will be presented to the Board in September.
b. Establish fully functioning economic development program for the County.
Goal team established appropriate peer comparison group and research was conducted on organizational
structure, services and staffing for the economic development functions of those localities.
Staff developed a preliminary concept approach for establishing an economic development function for
Albemarle County and presented it to the Board for initial reaction in February, 2013.
Staff held a community stakeholders’ roundtable in March, 2013, and feedback from that roundtable has
been integrated into the proposed program outline, including mission, guidelines, program components
and staffing.
Recommendation is scheduled to go to the Board this fall with funding for program implementation
beginning January 1, 2014.
The Board approved a recommendation from staff and the EDA instituting an administrative fee that will
generate additional funds to be dedicated to supporting economic development initiatives in the County
Staff and the EDA are finalizing a Memorandum of Understanding to outline exactly how funds will be
managed between the EDA and the County.
The BOS and EDA have approved budgeted items for FY14 that will be funded by the EDA once the
MOU is signed.
c. Assess and implement appropriate incentive options to support economic development in the County
The team has researched how economic development incentives are being used by peer localities as well
as the potential use of state incentives. Staff incorporated language that recommends consideration of a
technology zone and a tourism zone in the Comprehensive Plan update that is currently underway.
Reviewed tourism zone concept, including state financing program, with the Board in June, economic
development staff is working with the County Attorney's Office to draft tourism zone ordinance for
Crozet for Board consideration this fall.
4. Protect the County’s parks and its natural, scenic and historic resources in accordance with the County’s
established growth management polices
Objectives
a. Work in conjunction with key stakeholders to protect the health of our local waterways and other critical
natural resources.
At a regular meeting on July 3rd, the Board received a broad overview of the status of the County’s water
quality programs and services.
Over the course of several months this summer and fall, the Board will hold a series of work sessions to
explore water quality goals, program and service levels needed to meet those goals, and funding
mechanism available to provide resources for identified programs and services to address specific
mandates and broader water quality issues.
The County is required to submit a proposed storm water ordinance to the State by December 14, 2014.
b. Preserve and maintain the quality of the County’s investment in its parks and its recreational trail and
greenway/blue way system.
Volunteers continue to play a significant role in this work. During the first quarter of CY13, volunteers
provided 436 hours of work. They also assisted with work to open a new section of Old Mill Trail in
FY13.
Staff has identified mid-range objectives to include 1) Establish a Greenway/Blueway Advisory
committee and create GIS overlay to illustrate project status; and 2)Upgrade existing playfields with
synthetic turf/lighting
Staff has developed a draft comprehensive Maintenance Management Program as a tool to address on-
going parks maintenance and management requirements.
As of 12/31/12, there were 86,199 acres in conservation easements.
The Board has re-established the Inmate Workforce Program as a way of increasing trail maintenance
capacity. Working together with the regional jail and the local courts, Parks and Recreation staff expect to
utilize this program to provide hundreds of hours of labor dedicated to trail maintenance. Specific goals
for trail maintenance will be revisited after the program has been fully resumed.
c. Maintain and preserve County-owned historic resources and facilities and work in conjunction with key
stakeholders to enhance awareness of the rich historic assets of this region.
An inventory of all County Property, including City co-owned, has been created.
County Parks and Recreation has presented a draft list of known historic, or potentially historic sites,
within the boundaries of County Parks.
A joint effort is underway with Historic Society and the Historic Preservation Committee using local
funding for 1) Battle of Rio Hill Commemoration and 2) Community Education Exhibits.
Staff is currently coordinating with the Burke Brown Stepp Chapter to identify historic African-American
communities.
In July, 2013 a task team was created evaluate County policies for retention/disposal of records,
documents, maps, notes, etc. with particular emphasis on those that may have historic significance.
5. Ensure the health and safety of the community
Objectives
a. Work in conjunction with key community partners to establish multi-disciplinary teams to address specific
public health and/or safety issues, emerging trends and or vulnerable groups.
To target at-risk areas, the County Department of Social Services (DSS) mapped demographic
characteristics associated with neighborhoods/areas within County and is comparing with Police activity
maps. The Health Department (HD) completed mapping that shows rates of health indicators associated
with poor pregnancy outcomes by census tract.
It is expected that an Emergency Support Functions (ESF) – based Emergency Operations Plan will be
completed by December, 2013. This reflects a change in the original goal of completion by July, 2013. It
is expected that if the revised EOP is adopted in December, key personnel will be trained by July, 2014
and a Recovery Plan will be complete and ready for adoption by December, 2014. The new EOP will
integrate multiple local, regional and functional emergency response plans in accordance with national
standards.
A work group met in early July, 2013 to initiate a benchmark study for emergency response times for
police, fire, rescue, child protective services, adult protective services and other public safety service
functions.
b. Enhance the safety of the County by improving emergency response times and increasing prevention activities
and services.
County EMS service from Martha Jefferson Hospital on Pantops began October 2012, and continues to
operate on 12-hour shifts Monday through Friday (6 a.m. to 6 p.m.). This service is expected to continue
until a new station is constructed near the hospital.
The Ivy Fire Station opened on time on July 1, 2013 with an Engine Company running 24/7 and EMS
crew running 12 hours/day five days per week. Recruitment of volunteers to provide appropriate engine
company staffing capacity is on-going and the desired goal of 20 active volunteers has not yet been
achieved. Currently, the Ivy Fire Station has approximately 15 volunteers with about 5 that are “cleared”
to serve in a full capacity.
The Seminole Trail Station renovation project is on schedule an expected to be completed in the
Fall/Winter of 2014. Further, the County is in the process of acquiring the Rescue 8 building in
partnership with STVFD for use by the County EMS crew in the future. New County EMS services to
Route 29 North started 24/7 operation on July 1, 2013 stationed in temporary quarters near STVFD.
Staff revised mid-range strategies to include 1) Proposed 24/7 EMS at Pantops and urban growth areas;
and 2) multi-agency prevention teams and geographic need-based prevention service areas.
ACPD worked in conjunction with the Charlottesville-Albemarle communities to establish the Gang
Reduction through Active community Engagement (GRACE) steering committee. The purpose of the
steering committee is to prevent and reduce youth involvement in gangs and to minimize gang influence
on area youth. The primary objectives are gang prevention, intervention and suppression using the
National Comprehensive Gang Model already proven effective in other communities.
According to the 2013 Citizen Survey, 87% of Albemarle County residents feel “very” or “somewhat”
safe from violent crime.
6. Promote individual responsibility and citizen ownership of community challenges
Objectives
a) Increase County’s volunteer management capability
A Volunteer Advisory Team, made up of representatives from all local government departments that
make significant use of interns/volunteers, is working to finalize materials to centralize/institutionalize the
County's volunteer efforts, including academic interns, paid interns and volunteers. A SharePoint site,
training and orientation programs are planned for this fall.
FY 14 budget recommends repositioning to create capacity for a Volunteer Coordinator during this fiscal
year. This position would be responsible enhancing the use of volunteers and for tracking and reporting
on use of volunteers.
b) Increase opportunities for citizen self reliance and responsibility for addressing community issues
The County’s Emergency Management Coordinator developed an emergency preparedness and response
training module that was shared at the annual joint Community Advisory Council Meeting in January.
A second joint town hall meeting for all community advisory councils was held in June 2013. There is
continued engagement with all four advisory councils, including reformation of Places29 Council.
A regional Public Information Officers (PIO) team has been formed to coordinate public information
response during emergency situations.
Work is underway with Emergency Services Manager to coordinate emergency preparedness/self
sufficiency message for selected community groups.
County staff has reinitiated the public participation plan process in light of upcoming capital projects to
ensure meaningful community engagement in these community facility improvements i.e. Northside
Library, public safety firing range/training facility, solid waste stations, etc.
According to the 2013 Citizen Survey, 74% of Albemarle County residents rated “opportunities to
participate in community matters” as “excellent” or “good.”
7. Promote a valued and responsive County workforce that ensures excellent customer service
Objectives
a) Demonstrate improvements to internal and external customer service.
A survey of internal perceptions of customer service in local government departments will be underway
this fall/winter. This will assist in improvements to both internal and external customer service.
Several staff initiatives to improve customer service to our citizens are underway, including the
development of a “Citizens Engagement Center” and increased online business transactions made
possible with recent software upgrades.
According to the 2013 Citizen Survey, among those Albemarle County residents who had contact with a
County employee, 76% rated their overall impression of the employee as “excellent” or “good.”
b) Reinforce a culture of using cross departmental efforts to improve communications and teamwork for cost
effective solutions.
A program was established to allow interested employees to shadow a colleague in another department —
second session added due to strong interest from staff.
Updated building maps were created and distributed to all employees to improve customer service.
Quarterly employee town hall meetings include updates from each department to improve communication
throughout the organization.
c) Expand opportunities for training and professional development
In FY13, most departments were able to secure additional funds from the non-departmental training pool
to cover unfunded core training costs and also to allow a degree of enhanced training.
For the first time in several years, the FY14 budget includes money to cover core training needs for all
departments. We anticipate continued strong demand for training pool funds in FY14 as we seek to
expand opportunities for training and professional development.
Human Resources is working on changes that would clarify training leave policies, making it easier for
employees to pursue training opportunities.
d) Assure staff is supported and recognized for excellence in service.
A team developed and deployed training based on best practices (both internal and external) to share with
supervisors on rewarding and recognizing employees. The team is drafting a recommended procedure to
recognize cross-departmental teams and enhance employee recognition as a part of the annual service
awards ceremony.
Office of Facilities Development (OFD)
Capital Projects Status Report
2nd Quarter CY 2013
August 7, 2013
OFD is pleased to present the second quarter Capital Projects Status Report for
calendar year 2013. The report provides summary level information on all projects
managed by OFD, both Capital Projects and Capital Maintenance Projects.
The OFD team continues to busily support a myriad of County projects; the following
provides a few highlights on notable projects. The Ivy Fire Station construction is
substantially complete with engine and ambulance service on-line in June. The Crozet
Library continues to be on track for JMRL staff occupancy in August. The Seminole
Trail Fire Station addition/renovation construction is scheduled to proceed in August
upon execution of the contract. The Belvedere Residential "Block" roads, drainage,
water, sanitary sewer project from Free State Road bridge to the Village Green has
been bid and contracts awarded. The school summer maintenance projects are
underway to ensure construction activities are complete prior to the August school
opening.
The following sections provide a summary on all projects and more detailed information
of select Capital Projects. During the meeting on the 7th, Trevor Henry will provide a
summary level review of projects and he along with the individual PM’s will be available
for any detailed questions.
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 1 of 11
CAPITAL PROJECTS
Substantially Complete Scope Status Project Budget Key Milestone
Ivy Fire Station A 24/7 fire & rescue facility of
roughly 5,800 square feet,
within an existing warehouse
(owned by the University of
Virginia), consisting of 3
apparatus bays (2 engines, 1
ambulance) and support
facilities for a crew of 6.
Substantially complete
end of May 2013.
Engine & ambulance
service on-line June
2013.
Finalizing details for
emergency signal control.
Coordinating site work
completion w/ UVA.
$2,221,029 Substantial completion
May 2013
On-Line June 2013
In Construction Phase Scope Status Project Budget Key Milestone
Crozet Library Construction of a 23,000
square foot, LEED certified
library building, which will
include space for
complementary uses such as
public meeting rooms and
community space.
Construction underway;
approximately 98%
complete as of July
2013.
Furniture and Electronic
Systems installation
coordination in August.
$8,867,491 Substantial completion
& staff occupancy
August 2013
Crozet Streetscape Phase II Relocation of overhead
electric and utility lines from
Crozet Avenue, new
stormwater drainage system,
first block of Main Street
(Library Avenue), and
pedestrian, vehicular, and
streetscape enhancements
along Crozet Avenue from
The Square to Tabor Street.
All right-of-way and
utility dedications
finalized!!
Utility relocations
underway by Dominion
Virginia Power (DVP),
Comcast, and
CenturyLink.
Coordinating electrical
service connections to
DVP’s relocated lines.
Final streetscape design
plans and project
manual submitted to
VDOT for review and
approval.
$4,457,898 Utility relocation –
complete 3rd Quarter
2013
Streetscape – Bid/award
3rd Quarter 2013, ~10-
14 months construction
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 2 of 11
COB McIntire Brick Re-Pointing Three (3) projects involved in
scope: 1) Brick Re-pointing;
2) Masonry Repairs; and 3)
Front Stairs Waterproofing.
Front Stairs
Waterproofing: Notice to
Proceed issued 7/8/13.
$948,460 Brick Re-pointing: Final
Completion May 2013
Masonry Repairs: Final
Completion September
2012
Front Stairs
Waterproofing: NTP
July 2013, substantial
completion ~30 days
Murray High School
Renovations
Renovations of selected
existing classrooms to enable
"Enterprise" program
students to move from
learning cottages to
classrooms. Includes
moving existing ARC
operation to former learning
cottages and upgrade to
science classroom. Very
challenging schedule with
significant amount of
logistical coordination.
Phase 1 of demolition/
abatement completed
6/10/13; Phase 2 and 3
completed 6/28/13.
Renovations phase
underway; approx 65%
complete as of mid-July.
$687,854 Demolition/ Abatement:
Complete June 2013
Renovation: Substantial
completion August 2013
Lewis & Clark Exploratory
Center
Construction of an
educational building
(including transportation
exhibits and river history), an
access road and parking area,
and a connecting trail
network, all located at Darden
Towe Park. Funded by a
grant through the VDOT
Transportation Enhancement
Fund Program ($800,000)
combined with other funds
raised by the Lewis & Clark
Exploratory Center.
Final LCEC
reimbursement request
being prepared for
submittal to VDOT.
Final Site work/road
sealing/double prime.
Complete punch list
items.
$800,000
(Grant only)
Substantial Completion
target August 2013
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 3 of 11
In Bid/Award Phase Scope Status Project Budget Key Milestone
Seminole Trail Volunteer Fire
Department (STVFD)
Addition/Renovation
Addition (7,500 sq. ft.) to
STVFD and full renovation of
the existing facilities (~7,500
sq. ft.). Includes 2-bay
addition, expansion of living
quarters and full renovation
of existing facility to bring it
to code and improve the
facilities to properly support
the highest call volume
station in the County.
Bids received on 5/29/13;
low bid over appropriated
budget by (~$376K+).
Negotiating with low
bidder and preparing
post bid modification to
reduce bid by $442,246
for various value
engineering items.
Anticipate finalizing
contract and issuing
Notice to Proceed by first
week of August.
$3,836,670 Award 3rd Quarter 2013,
~12 months
construction
Belvedere Phase I Complete the Belvedere
Boulevard and Residential
"Block" roads, drainage,
water, sanitary sewer and
related construction according
to the approved development
plans. Phase 1 of the work is
Belvedere Boulevard from Rio
Road to Free State Road (RR
bridge); Phase 2 is the
remaining Belvedere
Boulevard (Free State Rd. to
the Village Green) and the
residential "Blocks" (3, 4A,
5A, 6B & 9A). Funds for this
project are from the
developer’s performance
bonds.
Phase 1 Work:
Bond proceeds not
sufficient to cover work;
project on hold.
(VDOT) and Materials
Division reduced the
scope of repairs for the
phase 1 component of
Belvedere Blvd reducing
the cost estimate from
~$1M to $350K-$500K.
Developer to discuss
with Bank utilizing
residual of leftover Phase
2 Bond project funds
into the Phase 1 Bond
project after substantial
completion of phase 2
project.
Phase 2 Work comprised of
multiple development bonds.
Funds from each bond may
only be used to complete
$3,675,790 Phase 1 Work – Resolve
funding issues
Phase 2 Work –
Bid/award 2nd Quarter
2013, ~4-6 months
construction
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 4 of 11
improvements associated
with that bond; therefore, it
was necessary to
divide project into multiple
individual Bid Items resulting
in multiple awards:
Notices of Intent to
Award issued to three
contractors June 2013
for erosion & sediment
control, stormwater
management, water and
sewer, and landscaping
improvements.
Notice to Proceed issued
July 2013 for road &
drainage improvements
with construction
commencing on
7/22/13. Anticipate
November substantial
Completion.
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 5 of 11
In Design/Planning Phase Scope Status Project Budget Key Milestone
Crozet North Sidewalk Replacing or constructing
approximately 1100 feet of
sidewalk and drainage
improvements along the west
side of Crozet Avenue from
Saint George Avenue to
Crozet Elementary School
Construction partially funded
with FY13 Revenue Sharing
(RS) Funds. A Safe Routes to
School (SRTS) Grant provides
improved pedestrian crossing
at the school and extends
sidewalk to Ballard Drive.
St. George Ave to School
Sidewalk:
o A/E proceeding with
final design and right-
of-way services.
o Obtain right-of-way
and easements.
o Obtain VDOT approval
of final Plans &
Project Manual and
authorization to
advertise.
SRTS Sidewalk:
o Revise portion of
waterline relocation
per ACSA comments;
send copy of
approval to VDOT.
o Address VDOT final
plan review
comments & obtain
authorization to
advertise.
$976,108
(Crozet North
$786,108;
SRTS
$190,000)
St. George Ave to School
– Bid/award 4th Quarter
2013, ~4 months
construction
SRTS – Bid/award 3rd
Quarter 2013, ~3
months construction
South Pantops Drive/State
Farm Boulevard Sidewalk
Improvements
Construction of 3500 feet of
curb, gutter and sidewalk
which will serve several
residential, business, and
commercial establishments.
Construction partially funded
with FY13 Revenue Sharing
(RS) Funds.
A/E submitted Final
(100%) plans to VDOT
first of July.
Obtain right-of-way and
easements.
Obtain VDOT approval
of final Plans & Project
Manual and
authorization to
advertise.
$937,264 Bid/award 4th Quarter
2013, ~4 months
construction
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 6 of 11
Fontaine Avenue Sidewalk Construction of a short
sidewalk (~160') from the
Research Park to the City line.
This project closes gaps
between sidewalks which may
create safety issues if left
uncorrected.
Anticipate design and bid
3rd Quarter 2013.
$102,189 Bid 3rd Quarter 2013,
~1 month construction
Hollymead-Powell Creek Drive
Sidewalk
Completion of the sidewalk
connection from Hollymead to
Sutherland Schools. The
required right-of-way has
been donated.
Design and bid 3rd
Quarter 2013.
Contract issued for
survey.
$209,164 Bid 3rd Quarter 2013,
~1 month construction
Police Firing Range Project has been re-scoped to
an indoor range. Executive
Committee has been
analyzing/reviewing Multiple
sites prioritizing those sites
under control of County or
Joint partners.
Continue site design
analysis.
Complete Building/
Sound study
Make Site
recommendation to
BOS in August.
$1,614,208
(Budget for
open range).
Enclosed
Range cost -
TBD
Site recommendation to
BOS in August.
Northside Library and Storage
Facility
Provide a permanent location
for the Northside Library and
long-term County warehouse/
storage space. The new
facility (repurposing of
existing building) would
provide approximately 30,000
square feet of library space,
and over 20,000 square feet
of warehouse space.
Property acquisition
complete.
Negotiating A/E contract
with selected firm and
anticipate finalizing
contract August 2013.
Kick-off meeting 6
August 2013.
$11,820,373 Finalize A/E Contract
August 2013
Public meetings - TBD
August/September
Advertise for
construction January
2014; storage area ~ 3
months construction,
library 8 months
construction
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 7 of 11
Church Road Basin Stormwater
Management Facility Retrofit
Maintenance/enhancements
to existing regional
stormwater management
facility including survey,
design, and construction.
Project will help the County
meet required pollutant
reductions mandated for the
Chesapeake Bay watershed.
A/E under contract.
Completed Tasks:
o Site survey and data
collection.
o Design Charrette.
o Submitted USACE
permit request.
Planned Tasks:
o Complete
construction
documents.
$449,739 Obtain U.S. Army Corps
of Engineers (USACE)
Permit (wetlands and
stream)
Bid/Award 1st Quarter
2014, ~8 months
construction
MAINTENANCE PROJECTS
Substantially Complete Scope Status Project Budget Key Milestone
Parks Road Resurfacing 2013 Resurface portions of parking
lots at 6 county parks: Mint
Springs Valley; Preddy Creek
Trails Park; Charlotte Y.
Humphris Park; Claudius
Crozet Park; Beaver Creek
Park; and Totier Creek Park.
Paving at all sites
complete. Final
inspection performed.
$140,000 Substantial Complete
May 2013
Walton Middle School Masonry
Repairs
Repairs to significant cracks
in exterior brick. Contractor
to remove a section of brick
and replace. Also will need
to core drill into existing CMU
wall from inside and fill cells
with grout for additional
structural support.
Brick repair work
complete and contractor
paid.
$16,588 Completion June 2013
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 8 of 11
In Construction Phase Scope Status Project Budget Key Milestone
VMF Lift Replacements Phase
II
Replace 1 bus lift. Notice to Proceed issued
6/10/13.
Construction completed:
existing lift and
contaminated soils
removed, pit excavation,
bottom and sides of new
pit poured.
Construction underway:
under-slab electrical
rough-ins, backfill
excavations with stone,
place wire
reinforcement, pour
concrete slab
$170,808 Secure lift June 2013
Substantial Completion
July 2013
Albemarle High School New
Gym & Gym Addition
Re-Roofing
Tear-off and re-roofing of
new gymnasium and
gymnasium addition roofs.
Gymnasium is 21,800 square
feet and gymnasium addition
is 10,000 square feet.
Notice to Proceed issued
6/10/13.
Construction underway;
delayed start due to
weather.
$409,942 Substantial Completion
August 2013
Building Services Main Building
Re-Roofing
Tear-off and re-roofing of
Building Services' main
building. Main roof is 9,440
square feet.
Notice to Proceed issued
5/24/13.
Construction underway;
delayed start due to
weather.
New roofing membrane
installed on 2/3 of
existing roof.
$108,844 Substantial Completion
August 2013
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 9 of 11
Cale Elementary School Main
Building and ’97 Addition Re-
Roofing
Tear-off and re-roofing of
main building and 1997
addition roofs. Main building
is 52,851 square feet and
new addition is 7,100 square
feet.
Notice to Proceed issued
6/10/13.
Construction underway;
contractor 85%
complete on 7/25/13.
Project to be phased;
too much work to
perform in 10 weeks
without driving costs up
significantly. Estimate
entire project is 90 days
duration and 66 days
available.
$365,981 Substantial Completion
August 2013
Jouett Middle School Brick Re-
Pointing
Re-point deteriorated sections
of brick veneer and repair
(overhead) cracked brick at
recessed opening.
Notice to Proceed issued
6/10/13.
Construction completed:
saw-cutting of
deteriorated joints,
removal of damaged
bricks, sample testing of
wall time, selection of
mortar and brick.
Construction underway:
removal of damaged
corners, cleaning of cut
joints in advance of
installation of new wall
ties.
Pending change order
for additional masonry
wall repair (south wall).
$59,180 Substantial Completion
August 2013
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 10 of 11
Jouett Middle School Tennis
Court Improvements
Renovation of: a) 2 existing
regulation tennis courts into
10 U-8 teaching courts; and
b) existing asphalt-paved
area into 1 combination
regulation / U-10 teaching
tennis courts and an area for
3 basketball hoops.
Notice to Proceed issued
6/24/13.
Construction completed:
installation of E&SC
measures, removal of
athletic equipment,
demolition of fencing.
Construction underway:
site work.
$241,085 Substantial Completion
August 2013
Scottsville Elementary School
Cafeteria & Gym
Structural Repairs
Perform structural repairs to
CMU walls that appear to
have been damaged during
earthquake. Work will
include structural
reinforcement and
architectural work to improve
the aesthetic value of the
structural work.
Notice to Proceed issued
6/10/13.
Gymnasium is complete
and cafeteria is 70%
complete as of 7/25/13.
$64,340 Substantial Completion
August 2013
Burley Middle School Kitchen
Upgrades
Remove existing walk-in
coolers and renovate spaces
into office area. New walk-in
cooler / freezer will be
installed behind serving line.
Demolition started on
7/22/13 and new walk-in
cooler scheduled to
arrive week of 8/6/13.
$56,740 Substantial Completion
August 2013
Woodbrook Elementary School
Exterior Doors and Hardware
Furnish all materials, labor,
equipment and supervision to
install doors and hardware
including removal and
disposal of existing doors and
hardware.
RFQ issued 6/12/13;
quotes due 6/21/13.
Purchase order issued to
low bidder July 2013.
Door installation will be
complete on 7/29/13
and painting will follow.
$35,980 Substantial Completion
August 2013
Office of Facilities Development
Capital Projects Status Report – 2nd Quarter, CY 2013
Page 11 of 11
In Design/Planning Phase Scope Status Project Budget Key Milestone
Stormwater Multi-Facility
Maintenance Projects
Includes maintenance
(sediment removal/dredging)
and possible upgrades to
several existing regional
stormwater management
facilities (Four Seasons Upper
and Lower basins, the
Greenbrier Road forebay
(Hillsdale Ave), and the Mill
Creek basin.
- Phase 1 scope: surveying
and analysis of existing
facilities to determine
required improvements and
possible enhancements.
- Phase 2 scope: complete
design documents and
construction of recommended
improvements/enhancements.
Base surveys completed.
Bid documents issued
for Four Season Lower
Basin; bids due 8/15/13.
Final recommendations
issued for Four Seasons
Lower, Mill Creek, and
Branchlands Forebay
basins.
Complete design
documents.
$373,404 Complete survey &
facilities analysis 2nd
Quarter 2013.
Complete design
documents for
improvements/
enhancements 3rd
Quarter 2013.
Bid/Award 4th Quarter
2013
Page 1 of 2 August 7, 2013
Project: Crozet Library Building
Description:
Design and construction of a 23,000 square foot, LEED certified library building, which will include
space for complementary uses such as public meeting rooms and community space. The primary
mission of the new facility is to serve the library needs of the defined Western Albemarle service area
with a concerted focus on both existing and emerging technologies and solutions that will support the
library’s programming and best serve its patrons.
Status:
Construction contract approximately 98% complete as of July 31, 2013. Work planned for August
includes: Substantial Completion and Punchlist development; installation of stormline in Crozet Ave;
completion of ADA sidewalk; installation of owner-furnishings and electronic systems.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Bid Opening Date 03/28/12 03/28/12 0
Notice to Proceed 07/01/12 07/01/12 0
Excavation Complete 11/09/12 11/12/12 3
Structural Elements Complete 01/24/13 01/24/13 0
Building Dried-In 04/23/13 04/30/13 7
Finishes Complete 05/14/13 07/31/13 78
Site Work Complete 06/13/13 07/25/13 42
Substantial Completion 06/30/13 08/16/13 47
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[June 2012]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 8,867,491 $ 8,867,491 $ -
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 8,867,491 $ 8,867,491 $ -
Use of Funds
Soft Costs $ 1,703,199 $ 1,770,148 $ (66,949)
Hard Costs $ 6,596,550 $ 7,024,455 $ (427,905)
Contingency $ 567,742 $ 72,888 $ 494,854
Total $ 8,867,491 $ 8,867,491 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 870,804
Paid to Date: $ 7,344,055
A/E Contract (Grimm+Parker Architects) Construction Contract (MB Contractors)
Original Agreement $585,000 Bid Award $5,810,000
Approved Changes $409,369 Approved Changes $ 199,830
Pending Changes $0 Pending Changes $ 5,200
TOTAL $994,369 TOTAL $6,015,030
A/E Change Orders:
No. & Brief Description Amount
1 – Increase size; change schedule
(FY09)
$226,755
2 – Add geotechnical investigation
(FY09)
$8,945
3 – Add LEED service (FY10) $120,450
4 – Change to phased plan, delete
FFE design & reduce CA (FY10)
($161,295)
5 – Parking lot SWM & ARB
review (FY12)
$7,590
6 – Restore CA & FFE design;
adjust for scope & schedule
(FY13)
$206,915
Construction Change Orders:
No. & Brief Description Amount
1 – Slope drain & waterline revisions $5,323
2 – Waterline changes in Crozet Ave;
credit for 2500lb elevator vs 3000lb
$54,374
3 – Locate fiber optic line Crozet Ave;
additional waterproofing at basement
$2,865
4 – Increase column size; floor box
revisions (electrical)
5 – Mechanical breaker change and
sprinkler relocation
6 – Tube steel at clerestory and re-
routing roof drains
7 – Site utility conduit
8 – Add shelving, change flooring,
conference room window
9 – Add casework, window counter
changes, signage
$14,362
$2,855
$2,970
$42,475
$30,341
$44,265
Pending: Propane tank placement $5,200
Page 1 of 2 August 7, 2013
Project: Crozet Streetscape Enhancements Phase II
Phase 2 (Crozet Avenue) and 2A (Main Street and Alleys)
Description:
Phase 2 and 2A of the Crozet Streetscape Enhancements includes relocation of overhead electric and
utility lines from Crozet Avenue, new stormwater drainage system, first block of Main Street (Library
Avenue), and pedestrian, vehicular, and streetscape enhancements along Crozet Avenue from The
Square to Tabor Street.
Status:
Phase 2 – Crozet Avenue:
• All right-of-way and utility dedications finalized. Right-of-way certification submitted to VDOT in
order to obtain permission to bid project!!
• Utility relocations underway: Dominion Virginia Power (DVP) relocation/undergrounding
approximately 90% complete. Coordinating electrical service connections to DVP’s relocated lines.
Comcast coordinating their installation with DVP. CenturyLink lines installed to all buildings.
• A/E addressing VDOT comments on final design plans and project manual.
Phase 2A – Main Street and Alleys:
Library Avenue construction completed and street opened to public in late June 2011. VDOT has
accepted the street into State secondary system.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Design Complete 08/30/12 02/28/13 182
Right-of-Way / Easements Complete 08/30/12 07/31/13 335
VDOT Approval to Advertise 09/30/12 07/31/13 304
Utility Relocation Complete 10/30/12 09/01/13 306
Advertise 09/30/12 08/15/13 319
Bid Opening Date 10/30/12 09/15/13 320
Notice to Proceed / VDOT Approval of
Contract 11/30/12 10/15/13 319
Ph-A Curb, Drainage & Sidewalk
Complete
06/01/13 04/30/14 333
Ph-B Curb, Drainage & Sidewalk
Complete
11/01/13 08/01/14 273
Paving Complete 12/01/13 09/01/14 274
Substantial Completion 01/30/14 09/15/14 228
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[March 2007]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 3,700,000 $ 3,874,465 $ -
Future Appropriations $ $ 583,433 $ (757,898)
Additional Source $ - $ - $ -
Total $ 3,700,000 $ 4,457,898 $ (757,898)
Use of Funds
Soft Costs $ 590,000 $ 808,942 $ (218,942)
Hard Costs $ 2,770,000 $ 3,534,513 $ (764,513)
Contingency $ 340,000 $ 114,443 $ 225,557
Total $ 3,700,000 $ 4,457,898 $ (757,897)
Balance = Funding - Costs $ - $ -
Encumbered: $ 854,239
Paid to Date: $ 1,803,670
* Future Appropriation includes a transfer of $583,433 from SWM fund
A/E Contract (Kimley-Horn & Associates) Construction Contract (Ph 2A – Library Ave)
Original Agreement $379,000 Bid Award $641,695
Approved Changes $163,761 Approved Changes $138,473
Pending Changes $ 0 Pending Changes $ 0
TOTAL $542,761 TOTAL $780,168
A/E Change Orders:
No. & Brief Description Amount
1 – Jarmans Gap Road interim storm
system & historic resources (FY09)
$41,500
2 – Additional plats & transportation
planning services (FY09)
$12,625
3 – Main Street extension to proposed
Library entrance (FY09)
$24,000
4 – Conceptual Downtown Plaza
improvements (FY09)
$9,750
5 – Additional plats (FY10) $2,750
6 – Temporary tie-in of new Main
Street (FY10)
$21,000
7 – Water & sewer relocation design
(FY10)
$7,300
8 – Library storm sewer advance
work (FY12)
$5,961
9 – Finalize const. documents (FY13) $38,875
Construction Change Orders:
No. & Brief Description Amount
1 – Sidewalk revisions, additional
asphalt, power conduit/pull boxes in
alleys
$73,625
2 – Add parking spaces, revise
storm sewer outfall, temporary
electric service for lighting
$43,455
3 – Raise ACSA meter, extend
project schedule
$21,393
Page 1 of 2 August 7, 2013
Project: Crozet North Sidewalk
Description:
Provide for pedestrian safety by replacing or constructing approximately 1100 feet of sidewalk and drainage
improvements along the west side of Crozet Avenue from Saint George Avenue to Crozet Elementary
School. County and Revenue Sharing funds are being used to provide the sidewalk from St. George Avenu e
to Crozet Elementary School. A Safe Routes to School (SRTS) Grant provides improved pedestrian crossing
at the school and extends sidewalk to Ballard Drive.
Status:
Crozet Avenue North Sidewalk: Revenue Sharing funds appropriated. A/E proceeding with final design and
right-of-way services. Request has been submitted to VDOT for authorization to make offers for the right-of-
way and easement acquisitions on 3 parcels. Contract for full time on-site inspector. Currently anticipate having
necessary VDOT approvals to advertise for bid by 4th quarter 2013; approximately 4 months for construction.
Safe Routes to School Sidewalk: Revise portion of waterline relocation per ACSA comments; send copy of
approval to VDOT. Address VDOT final plan review comments and obtain authorization to advertise.
Currently planning bid opening September 2013; approximately 3 months for construction
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Revenue Sharing Project
(St. George to Crozet ES)
Design Complete 02/14/13 10/1/2013 229
Right-of-Way / Easements Complete 03/15/13 11/1/2013 231
VDOT Approval to Advertise 04/15/13 11/15/2013 214
Bid Opening Date 05/31/13 12/15/2013 198
Notice to Proceed / VDOT Approval of
Contract 06/30/13 3/1/2014 244
Curb & Drainage Complete 08/31/13 5/1/2014 243
Sidewalks Complete 09/30/13 5/1/2014 213
Paving Complete 10/15/13 6/1/2014 229
Substantial Completion 10/15/13 7/1/2014 259
SRTS Grant Project
(Crozet ES to Ballard Dr.)
Design Complete 04/30/12 02/20/13 296
Right-of-Way / Easements Complete 05/31/12 12/30/12 213
VDOT Approval to Advertise 06/30/12 08/05/13 401
Bid Opening Date 08/15/12 09/06/13 387
Notice to Proceed / VDOT Approval of
Contract 09/15/12 09/30/13 380
Curb & Drainage Complete 11/15/12 11/30/13 380
Sidewalks Complete 11/30/12 12/15/13 380
Paving Complete 12/15/12 12/30/13 380
Substantial Completion 12/15/12 12/30/13 380
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 661,400 $ 976,108 $ (314,708)
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 661,400 $ 976,108 $ (314,708)
Use of Funds
Soft Costs $ 104,200 $ 203,191 $ (98,991)
Hard Costs $ 497,200 $ 732,600 $ (235,400)
Contingency $ 60,000 $ 40,317 $ 19,683
Total $ 661,400 $ 976,108 $ (314,708)
Balance = Funding - Costs $ - $ -
Encumbered: $ 37,255
Paid to Date: $ 116,436
A/E Contract – RS Sidewalk (Kimley-Horn & Assoc.) Construction Contract
Original Agreement $40,000 Bid Award $
Approved Changes $ 1,600 Approved Changes $
Additional Agreement $31,596 Pending Changes $
TOTAL $73,196 TOTAL $
A/E Change Orders:
No. & Brief Description Amount
1 - Eliminate bid/construction
observation; add plats & final
engineering services.
Additional Agreement: Waterline
relocation design, right-of-way
acquisition and construction phase
services
$1,600
$31,596
A/E Contract – SRTS (Anhold Associates)
Original Agreement $20,697
Approved Changes $2,524
Pending Changes $ 0
TOTAL $23,221
A/E Change Orders:
No. & Brief Description Amount
1 – Prepare documents to relocate
existing waterline conflicting with
proposed stormwater utilities
$2,524
Page 1 of 2 August 7, 2013
Project: South Pantops Drive/State Farm Boulevard Sidewalk Improvements
Description:
Provide for pedestrian safety along the north side of South Pantops Drive and west side of State Farm
Boulevard by constructing 3500 feet of curb, gutter and sidewalk which will serve several residential,
business, and commercial establishments. Construction will be partially funded with FY13 Revenue
Sharing Funds.
Status:
Revenue Sharing funds appropriated. A/E to submit Final (100%) plans to VDOT in July. Request
VDOT authorization prior to making offers for right-of-way and easement acquisitions. Contract for full
time on-site inspector. Currently anticipate having necessary VDOT approvals to advertise for bid by 4th
quarter 2013; approximately 4 months for construction.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Design Complete 12/31/12 10/01/13 274
Right-of-Way / Easements Complete 03/15/13 11/01/13 231
VDOT Approval to Advertise 04/15/13 11/15/13 214
Bid Opening Date 06/01/13 12/15/13 197
Notice to Proceed / VDOT Approval of
Contract 07/01/13 03/01/14 243
Curb & Drainage Complete 09/01/13 05/01/14 242
Sidewalks Complete 10/01/13 05/01/14 212
Paving Complete 10/15/13 06/01/14 229
Substantial Completion 10/31/13 07/01/14 243
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[July 2008]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 512,000 $ 937,264 $ (425,264)
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 512,000 $ 937,264 $ (425,264)
Use of Funds
Soft Costs $ 60,000 $ 180,164 $ (120,164)
Hard Costs $ 410,000 $ 736,750 $ (326,750)
Contingency $ 42,000 $ 20,350 $ 21,650
Total $ 512,000 $ 937,264 $ (425,264)
Balance = Funding - Costs $ - $ -
Encumbered: $ 47,493
Paid to Date: $ 75,128
A/E Contract (Kimley-Horn & Associates) Construction Contract
Original Agreement $39,116 Bid Award $
Approved Changes $ 9,369 Approved Changes $
Additional Agreement $49,595 Pending Changes $
TOTAL $98,080 TOTAL $
A/E Change Orders:
No. & Brief Description Amount
1 – Update survey (FY09) $ 600
2 – Additional survey (FY09) $ 6,950
3 – Add topo survey, plats & final
engineering; eliminate bidding/
construction observation (FY12)
$ 1,819
Additional Agreement (RS funds):
Bidding/construction phase;
easement acquisition services
$49,595
Page 1 of 2 August 7, 2013
Project: Northside Library and Storage Facility
Description:
Provide a permanent location for the Northside Library and long-term County warehouse/storage space
by repurposing an existing building located on property recently purchased at 705 Rio Road West
(formerly Phillips Building Supply). The new facility would provide approximately 30,000 square feet
of library space, and over 20,000 square feet of warehouse space. The Northside Library is currently
located in leased space at Albemarle Square, and the County warehouse/storage space is currently
located in leased space at the former Comdial building on Seminole Trail. The new facility will
eliminate the need for those two leased spaces.
Status:
Finalizing A/E contract with HB+M Architects.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Schematic design Complete 09/15/13 09/15/13 0
Design Complete 12/31/13 12/31/13 0
Bid Opening Date 01/31/14 01/31/14 0
Notice to Proceed 02/15/14 02/15/14 0
Demolition Complete 03/01/14 03/01/14 0
Site Work Complete 05/01/14 05/01/14 0
Substantial Completion:
Basement Storage Area 05/01/14 05/01/14 0
Library 09/30/14 09/30/14 0
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[July 2011]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 11,820,373 $ 11,820,373 $ -
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 11,820,373 $ 11,820,373 $ -
Use of Funds
Soft Costs $ 3,764,625 $ 3,786,077 $ (21,452)
Hard Costs $ 7,402,498 $ 7,402,498 $ -
Contingency $ 653,250 $ 631,798 $ 21,452
Total $ 11,820,373 $ 11,820,373 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ -
Paid to Date: $ 3,024,096
A/E Contract Construction Contract
Original Agreement $ Bid Award $
Approved Changes $ Approved Changes $
Pending Changes $ Pending Changes $ 0
TOTAL $ TOTAL $
Page 1 of 2 August 7, 2013
Project: Ivy Fire Station
Description:
A 24/7 fire & rescue facility of roughly 5,800 square feet, within an existing warehouse (owned by the
University of Virginia), consisting of 3 apparatus bays (2 engines, 1 ambulance) and support facilities
for a crew of 6. A fire/rescue station is needed to meet the response time goals in this portion of the
County’s development area and to provide services to this densely populated rural area of the County.
Status:
Project substantially complete May 2013, with engine and ambulance service on-line June 2013. Work
planned for August includes: waterline/hydrant installation (coordinate with UVA); west edge of site
completion (parking area); substantially complete remaining site work (by UVA); emergency signal control
- engineered plan to VDOT.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Bid Opening Date 09/27/12 09/27/12 0
Notice to Proceed 10/19/12 10/22/12 3
Demolition Complete 11/12/12 11/15/12 3
Building Infrastructure Complete 03/01/13 03/22/13 21
Finishes Complete 04/01/13 04/22/13 21
Site Work Complete 04/01/13 05/01/13 30
Substantial Completion 04/01/13 05/01/13 30
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[July 2011]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 2,173,793 $ 2,221,029 $ (47,236)
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 2,173,793 $ 2,221,029 $ (47,236)
Use of Funds
Soft Costs $ 332,139 $ 427,713 $ (95,574)
Hard Costs $ 1,650,000 $ 1,555,980 $ 94,020
Contingency $ 191,654 $ 191,654 $ -
Total $ 2,173,793 $ 2,175,346 $ (1,553)
Balance = Funding - Costs $ - $ 45,683
Encumbered: $ 80,248
Paid to Date: $ 1,292,016
A/E Contract (LeMay Erickson Willcox Architects) Construction Contract (Coleman-Adams Const.)
Original Agreement $165,730 Bid Award $724,000
Approved Changes $ 20,635 Approved Changes $ 69,512
Pending Changes $ 0 Pending Changes $ 27,000
TOTAL $186,365 TOTAL $820,512
A/E Change Orders:
No. & Brief Description Amount
1 – Structural evaluation &
reinforcement design
$6,600
2 – Site plan coordination w/
adjacent property
$2,720
3 – Sprinkler redesign, generator,
additional structural evaluations
$11,315
Construction Change Orders:
No. & Brief Description Amount
1 – Replace concrete floor slab in
apparatus bay area
2 – Miscellaneous items (12),
electrical, grease trap, etc.
3 – CMU at apparatus bay west wall,
corian countertops, floor leveling,
lockers, etc.
Pending: column piers corrections;
front footer revisions; mezzanine
storage area
$28,059
$12,365
$29,080
$27,000
Page 1 of 2 August 7, 2013
Project: Seminole Trail Volunteer Fire Department Addition/Renovation
Description:
Addition (7,500 sq. ft.) to Seminole Trail Volunteer Fire Department (STVFD) and full renovation of
the existing facilities (~7,500 sq. ft.). Total scope includes a 2-bay addition, an expansion of living
quarters and full renovation of the existing facility to bring it to code and improve the facilities to
properly support the highest call volume station in the County.
Status:
Bids received 5/29/13; low bid $376,000+ over appropriated budget. Negotiating with low bidder and
preparing post bid modification to reduce bid by $442,246 for various value engineering items. Notice of
Intent to Award issued July 2013 and contract documents being prepared for transmittal to contractor for
review and execution. Anticipate issuing notice to proceed by 3rd quarter 2013; approximately 12 months
construction.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Pre-design Complete 01/11/13 01/18/13 7
Design Complete 03/22/13 04/26/13 35
Bid Opening Date 04/11/13 05/31/13 50
Notice of Intent to Award 04/18/13 07/23/13 96
Notice to Proceed 04/29/13 08/09/13 102
Renovation Demo Complete 06/14/13 10/18/13 126
Excavation Complete 07/05/13 10/04/13 91
Structural Elements Complete 09/06/13 12/13/13 98
Building Dried-In 11/29/13 03/01/14 92
Finishes Complete 02/28/14 06/01/14 93
Site Work Complete 03/21/14 06/30/14 101
Substantial Completion 04/04/14 08/08/14 126
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[May 2012]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 3,824,947 $ 3,824,947 $ -
Future Appropriations $ 11,723 $ 11,723 $ -
Additional Source $ - $ - $ -
Total $ 3,836,670 $ 3,836,670 $ -
Use of Funds
Soft Costs $ 426,320 $ 488,886 $ (62,566)
Hard Costs $ 3,126,500 $ 3,083,012 $ 43,488
Contingency $ 283,850 $ 264,772 $ 19,078
Total $ 3,836,670 $ 3,836,670 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 63,862
Paid to Date: $ 383,731
A/E Contract (DJG, Inc. – includes Add. & Renov.) Construction Contract (Kenbridge)
Original Agreement $428,444 Bid Award $3,001,754
Approved Changes $ 0 Approved Changes $
Pending Changes $ 0 Pending Changes $
TOTAL $428,444 TOTAL $3,001,754
Page 1 of 2 August 7, 2013
Project: Murray High School Renovations
Description: Renovations of selected existing classrooms to enable "Enterprise" program students to
move from learning cottages to classrooms. Includes moving existing operation of ARC and their
records to former learning cottages and upgrade to science classroom. Some asbestos abatement will be
performed. Very challenging schedule with significant amount of logistical coordination.
Status:
Two construction packages: 1) Demolition/Asbestos Abatement; 2) Renovations.
Demolition/abatement work complete June 2013. Renovations currently underway; construction contract
approximately 65% complete as of mid-July 2013. Work planned in July includes: Drywall finishing,
painting, acoustical ceiling systems, flooring and ceramic tile in Enterprise area, Room # 20 and Science
room. Demolition of back wing lockers and chalkboards, installation of casework, painting and small
amount of new flooring.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Pre-design Complete 03/01/13 03/01/13 0
Design Complete 03/28/13 04/05/13 8
Demo / Abatement Bid Opening 04/19/13 04/19/13 0
Renovation Bid Opening 04/25/13 05/01/13 6
Notice to Proceed - Demo/Abate 05/03/13 05/01/13 -2
Notice to Proceed - Renovations 05/17/13 06/12/13 26
Demolition Complete 06/28/13 06/28/13 0
Building Infrastructure Complete 07/05/13 07/05/13 0
Finishes Complete 08/02/13 08/02/13 0
Substantial Completion 08/09/13 08/09/13 0
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[March 2013]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 687,854 $ (687,854)
Future Appropriations $ 567,390 $ - $ 567,390
Additional Source $ - $ - $ -
Total $ 567,390 $ 687,854 $ (120,464)
Use of Funds
Soft Costs $ 58,900 $ 79,610 $ (20,710)
Hard Costs $ 454,000 $ 586,535 $ (132,535)
Contingency $ 54,490 $ 21,709 $ 32,781
Total $ 567,390 $ 687,854 $ (120,464)
Balance = Funding - Costs $ - $ -
Encumbered: $ 299,422
Paid to Date: $ 214,900
A/E Contract (Rancorn Wildman Architects) Renovation Contract (North Star Companies)
Original Agreement $46,950 Bid Award $328,797
Approved Changes $ Approved Changes $
Pending Changes $ Pending Changes $
TOTAL $46,950 TOTAL $328,797
Demolition/Abatement Contract (Semco)
Bid Award $42,400
Approved Changes $10,400
Pending Changes $
TOTAL $52,800
Demolition/Abatement Change Orders:
No. & Brief Description Amount
1 – Demolition & abatement
in rooms 10, 11, 12, 13, 15,
17, 18 & 19
$10,400
Page 1 of 2 August 7, 2013
Project: Church Road Basin Stormwater Management Facility Retrofit
Description:
The Church Road Basin project includes maintenance and enhancements to the existing regional
stormwater management facility. The project scope includes survey, design, and construction. The
County is required (through the DCR-issued stormwater permit) to reduce pollutant discharges
(nitrogen, phosphorus and sediment) to impaired water having approved TMDLs, or pollution diets.
This project will help the County meet required pollutant reductions mandated for the Cheasapeake Bay
watershed.
Status:
Completed tasks include: site survey, data collection, design charrette, and pre-application meeting with
Army Corps of Engineers (ACOE). Planned tasks include: submit final-concept plan and 60%
construction documents, submit ACOE permit application and obtain permit approval, and complete
construction documents. Anticipate issuing construction notice to proceed by 2nd quarter 2014;
approximately 8 months construction.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Charrette Mtg 05/31/13 06/12/13 12
60%-design Complete 07/26/13 08/28/13 33
Design Complete 11/08/13 11/20/13 12
Bid Opening Date 02/28/14 02/28/14 0
Notice to Proceed 04/01/14 04/01/14 0
Substantial Completion 12/14/14 12/14/14 0
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[March 2013]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 430,250 $ 430,250 $ -
Future Appropriations $ 19,489 $ 19,489 $ -
Additional Source $ - $ - $ -
Total $ 449,739 $ 449,739 $ -
Use of Funds
Soft Costs $ 98,739 $ 98,739 $ -
Hard Costs $ 265,000 $ 265,000 $ -
Contingency $ 86,000 $ 86,000 $ -
Total $ 449,739 $ 449,739 $ -
Balance = Funding - Costs $ - $ - $ -
Encumbered: $ 53,851
Paid to Date: $ 20,824
A/E Contract (Kimley-Horn & Associates) Construction Contract
Original Agreement $72,772 Bid Award $
Approved Changes $ 0 Approved Changes $
Pending Changes $ 0 Pending Changes $
TOTAL $72,772 TOTAL $
Page 1 of 2 August 7, 2013
Project: McIntire County Office Building Brick Repointing
Description:
There are three projects involved in the scope. 1) Brick Repointing: removal and replacement of
existing damaged grout joints and expansion/caulk joints, also includes masonry repairs at concrete
banding/precast sills, helical pier installation and a thorough cleaning of all the masonry walls. 2)
Masonry Repairs: partial brick veneer replacement and installation of new spiral ties, includes
installation of steel lintels, replacement of existing precast concrete sills and partial replacement of
painted wood frieze board. 3) Front Stairs Waterproofing: removal of the existing masonry
waterproofing layer, repair of existing concrete substrate and installation of new 20 year warranty
waterproofing membrane.
Status:
Brick Repointing: Work complete – final completion achieved May 2013.
Masonry Repairs: Work complete – final completion achieved September 2012.
Front Stairs Waterproofing: Notice to Proceed issued July 8, 2013; work to commence July 16. Project to
be substantially complete in 30 days.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Brick Repointing:
Design Complete 02/29/12 02/29/12 0
Bid Opening Date 03/29/12 03/29/12 0
Notice to Proceed 05/15/12 05/21/12 6
Demolition Complete 11/12/12 01/11/13 60
Finishes Complete 11/12/12 01/31/13 80
Substantial Completion 11/12/12 02/15/13 95
Masonry Repairs:
Design Complete 02/29/12 02/29/12 0
Bid Opening Date 04/05/12 04/05/12 0
Notice to Proceed 05/15/12 05/15/12 0
Finishes Complete 11/06/12 08/23/12 -75
Substantial Completion 11/06/12 08/23/12 -75
Front Stairs Waterproofing:
Design Complete 01/03/13 01/03/13 0
Bid Opening Date 02/07/13 03/28/13 49
Notice to Proceed 06/01/13 07/08/13 37
Finishes Complete 07/01/13 08/15/13 45
Substantial Completion 07/01/13 08/15/13 45
Page 2 of 2 August 7, 2013
Project Budget:
Baseline
[July 2011]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 948,460 $ 948,460 $ -
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 948,460 $ 948,460 $ -
Use of Funds
Soft Costs $ 28,460 $ 82,640 $ (54,180)
Hard Costs $ 750,000 $ 794,088 $ (44,088)
Contingency $ 170,000 $ 71,732 $ 98,268
Total $ 948,460 $ 948,460 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 88,665
Paid to Date: $ 787,640
A/E Contract – 3 projects (Heyward Boyd Architects) Construction Contract (Dominion Waterproofing)
Original Agreement $33,728 Bid Award (Repointing) $308,458
Approved Changes $ 0 Approved Changes $185,586
Pending Changes $ 0 Pending Changes $ 2,849
TOTAL $33,728 TOTAL $496,893
Construction Contract (Simpson Unlimited)
Bid Award (Masonry) $178,480
Approved Changes $ 31,868
Pending Changes $ 0
TOTAL $210,348
Construction Change Orders: (Simpson)
No. & Brief Description Amount
1 – CMU repair, EIFS repair, window
head & sill flashing
$26,253
2 – Cut brick at bow in wall, credit for
parking lot gouges
$5,615
Construction Change Orders: (Dominion)
No. & Brief Description Amount
1 – Installation of helical brick ties $183,770
2 – Additional driven pile $1,816
Pending – Window sill & trim
replacement
$2,849
Construction Contract: (Strickland Waterproofing)
Bid Award (Stairs) $86,700
Approved Changes $ 0
Pending Changes $ 0
TOTAL $86,700
Project Vendor Contract Type Amount CO No.Scope
Date Approved
by CE Office
Reason:
>25% or >$50K
Police Firing Range Kimley-Horn & Associates A/E $34,708.00 3
Completion of a Sound Model study, construction of a
3 dimensional computer model to determine sound
levels within a 2 mile radius, conduct acoustic analysis
for up to 3 alternative noise mitigation designs,
produce a report based on this analysis, participate in
a teleconference to discuss the results of the study,
refine the existing range sketch, attend one meeting to
prepare for BOS presentation and develop and review
the feasibility and cost for up to 3 noise mitigation
construction options. CO generated based on BOS
request for information.
01/31/13 >25%
Courts Study PSA-Dewberry A/E $1,800.00 2
Attendance at a working meeting with key
stakeholders (Judges, Commonwealth Attorney,
Sheriff, Court Clerks, etc.) to provide professional
guidance based on knowledge of courts, courthouse
design, building industry, and courts project.
02/19/13 >25%
COB McIntire Brick RePointing Dominion Waterproofing &
Construction Services Construction $2,849.00 3
Remove existing concrete window sill and replace with
new precast window sill; remove rotten window trim
around 2 windows and replace with new trim.
05/03/13 >25%
Crozet Streetscape - Convert OH Meter Bases
to UG Meter Bases Design Electric, Inc.Services $9,050.00 1
Additional overhead service added to scope and two
service locations were changed at the request of
business owners.
05/20/13 >25%
Crozet Streetscape - Utility Relocation Dominion Virginia Power Construction $95,189.15 1 Install conduits, electric manholes, cables and
associated components to extend the utility relocation
across the site of the proposed "Claudius Center".
06/14/13 >$50K
Change Orders Requiring County Executive Office Approval
January 1, 2013 - June 30, 2013
Meeting Date: August 7, 2013 – Board of Supervisors at 11:00 am
August 8, 2013 – School Board at 6:30 pm
Subject: Yancey Elementary Work Group Interim Report
Type of Report: Information Only
Background Information: The Albemarle County School Board and the Albemarle County Board of Supervisors
appointed a 12 member citizen’s Work Group to seek and identify additional uses for the B.F. Yancey Elementary School
as a result of reduced student enrollment and to ensure maximum use of the building beyond traditional classroom use.
Interim Strategic Approach/Summary of Work Group Activities to date:
The Work Group is strategically approaching its charge in three phases. The first phase is to gather information on the
community. The second is to validate and personalize the information to the Southern Albemarle community. The third
phase is to determine a set of recommendations that will enhance the use of the school building and the quality of life in
Southern Albemarle.
Five meetings have addressed the Charter and structures:
The first meeting was held on April 29, 2013 to review the Work Group’s charge, to establish timelines and put in place
organizational arrangements that will deliver the work (meeting dates and group norms). Mr. Tom Foley and Dr. Pam
Moran encouraged keeping the thought of “vision” in the forefront when considering creative options by thinking
outside the box. They encouraged the group to look at other rural communities that have faced similar challenges when
looking for long term comprehensive solutions.
Overview of the Work Group’s charge:
To identify service needs of the Southern Albemarle community.
To develop recommendations for enhanced use of the school building.
To identify other entities interested in enhanced service delivery.
To conduct research of best practice models.
To research avenues of possible funding support.
The next four meetings included:
Defining and understanding the Work Group’s charge and creating action steps:
o Discussion of our charge, in relation to a final report.
o The area of Southern Albemarle County was defined for the purposes of this Work Group to be the
school attendance zones of Yancey and Scottsville Elementary Schools.
o Review of the Southern Albemarle County Shared Site Intergenerational Program: Feasibility Study
conducted in 2008 by Virginia Tech.
Identifying strategies for obtaining community input to determine needs:
o A focus group of organizational leaders representing safety, mental health, education, youth and senior
services and recreation to discuss key issues relevant to Southern Albemarle, including service levels,
gaps in services, and trends observed or projected for Southern Albemarle.
o A survey of community opinion on what expanded services are needed:
Electronic copies were made available to families in Southern Albemarle through schools’
announcement lists
Hard copies made available during Esmont Community Day, Brown’s Market, Club Yancey After
School Program, Scottsville Ace Hardware Store, Library, local churches, Scottsville Farmers
Market, Southern Albemarle Family Practice and Scottsville Elementary School.
o One-on-one discussions with directors and managers of several community organizations who would be
potential partners.
o A History of Yancey School Subcommittee was established to determine historical significance to the
local community.
Determining future possibilities to enhance the use of the building:
o Reviewed the Capital Improvement Plan
Touring the Jefferson School as a model of community partnerships.
Next Steps:
Convene a Grant and Finance Sub-committee to research funding sources
Continue to research model programs
Analyze needs assessment input obtained (top survey items and recommendations from discussion panels and
potential strengths of interagency projects).
Review of the JABA Capital Campaign Analysis
Inform the community of the Work Group’s work by sharing talking points through:
o An article in the Rural Virginian
o Presentations to ministers, churches and other organizations
o Back to School Open House activities at Yancey, Scottsville and Walton
o Town Hall Meeting/Public Forum
Request assistance of Albemarle County Community Development staff to identify funding sources for full
service community schools
Invite members of both Boards to open houses at Yancey, Scottsville and Walton schools and Town Hall
meeting.
Formulate Recommendations
o Share with community
o Share with Boards
Committee Members:
Tim Lewis, co-chair, citizen
Frances Feggans, co-chair, citizen
Charlotte Brody, citizen
Lewis Jackson, citizen
Renee Lundgren, citizen
Pat McMullen, citizen
Ed Strickler, citizen
Debbie Chlebnikow, Albemarle County
Bob Crickenberger, Albemarle County Parks and Recreation
Craig Dommer, Principal of Yancey Elementary School
Bernard Hairston, Albemarle County Public Schools
Dr. Dawn Osterholt, local physician
Gordon Walker, Jefferson Area Board on Aging
Attachment: Yancey Workgroup Charter
Return to agenda
12/10/2012
Albemarle County
B.F. Yancey School Work Group
Charter
The Albemarle County School Board and the Albemarle County Board of Supervisors
seek to identify additional uses for the B.F. Yancey Elementary School as a result of
reduced student enrollment and to ensure maximum use of the building beyond
traditional classroom use. The Boards are interested in understanding, on a broader level,
actions that can be taken to improve services to the citizens of southern Albemarle
County within the capacity of this school building.
Keeping in mind the overall missions and visions of both the school system and general
government, the work group to be developed to undertake this assessment is charged with
developing recommendations for both boards that would include the identification of
service needs in the area as well as new and existing partners willing to engage in
enhanced delivery of service in southern Albemarle. Additionally, the boards are
interested in learning about model programs, funding sources and/or grant opportunities
that will address identified service needs in the southern Albemarle area; therefore, the
work group shall consider these alternative forms of financing to accomplish any capital
investment required to undertake any needed alterations to the building.
Primary Objectives of the Workgroup
1. Identify service needs of the southern Albemarle community including review of
existing needs assessments and other data compiled by the County and other
community partners over the past 5-10 years.
2. Develop recommendations for enhanced use of the school building. Ideas for
strategies might include first identifying how much and what kind of space may
be available, identifying any restrictions on the use within the building and
identifying activities/programs that are aligned with continuing the building as an
elementary school.
3. Identify other individuals, entities, and/or organizations already engaged in or
interested in enhanced service delivery, and to determine feasibility for
public/private partnerships to support program development.
4. Conduct research into best practice models where successful programs or uses
have been identified and implemented.
5. Research avenues of possible funding support for model programs, including
foundations with interest in enhanced service delivery in settings such as the
Yancey Elementary School.
12/10/2012
While it is not the responsibility of the work group to provide cost estimates for the
recommendations, the work group should be mindful of the potential cost and scope of
projects recommended and the need to implement said recommendations with non-
traditional funding sources, partnerships and grants. It is critical to consider
public/private partnerships, thus the work group is empowered to explore potential
avenues for these kinds of agreements.
Resources Available to the Work Group
The County Executive and School Superintendant shall ensure that sufficient
administrative staffing support will be made available for the activities of the work group.
However, it is expected that the work group will draw upon its membership and others in
the community for support as well.
Work Group Membership
The work group will include a total of 12 members to be appointed by the County
Executive and School Superintendant as follows:
Six (6) community members selected through an application process similar to
one utilized by the School Division for its Redistricting Committee appointment
process
Six (6) members representing community agencies and partners as identified by
general government and school division staff
Co-chairs of the work group are to be selected by the County Executive and School
Superintendant.
Timeline
It is anticipated that applications for participation on the work group will be
advertised/solicited in January 2013 and the group will organize its first meeting during
the month of February 2013. At this time, the group will determine its own meeting
frequency and schedule as well as group roles and norms, facilitation, note taking, etc.
The Workgroup will report on its progress to the Board of Supervisors and to the School
Board in May and submit its final report & recommendations to both bodies in December
2013.
Return to exec summary
Memorandum
______________________________________________________________________________
TO: Members, Board of Supervisors
FROM: Travis O. Morris, Senior Deputy Clerk
DATE: July 30, 2013
SUBJECT: Boards and Commissions Vacancy and Reappointment List
______________________________________________________________________________
Attached, please find an updated listing of vacancies for boards and commissions through July 30, 2013.
Appointments that need to be made at this time are to the Acquisitions of Conservation Easement (ACE) Committee,
Jail Authority and Route 250 West Task Force.
Listed below are the names and term expiration dates of individuals who wish to be appointed and/or reappointed to
the respective committees:
Acquisitions of Conservation Easement (ACE) Committee
Rob Farrell, term expires August 1, 2013
Richard Keeling, term expires August 1, 2013
Jail Authority
Donald Byers, term expires June 30, 2013 (Joint City/County)
Route 250 West Task Force
James Sofka
Attachment: Vacancy List
Return to agenda
MEMBER
TERM
EXPIRES
NEW TERM
EXPIRES
WISH TO BE
RE-APPOINTED?
DISTRICT IF
MAGISTERIAL
APPOINTMENT
Acquisitions of Conservation Easements (ACE)Bill Edgerton 8/1/2012 8/1/2013 No Advertised, No applications recv'd
Acquisitions of Conservation Easements (ACE)Rob Farrell 8/1/2013 8/1/2015 Yes
Acquisitions of Conservation Easements (ACE)Jason Woodfin 8/1/2013 8/1/2015 waitng for response
Acquisitions of Conservation Easements (ACE)James Powell 8/1/2013 8/1/2014 No
Acquisitions of Conservation Easements (ACE)Richard Keeling 8/1/2013 8/1/2015 Yes
Agricultural & Forestal District Advisory Council Steve Murray 4/17/2012 4/17/2016 No Advertised, No applications recv'd
Agricultural & Forestal District Advisory Council Mark Gorlinsky 5/5/2010 4/17/2014 Resigned
Agricultural & Forestal District Advisory Council David van Roijen 4/17/2013 4/17/2017 Ineligible
Agricultural & Forestal District Advisory Council Nelson Shaw 4/17/2014 Deceased
Agricultural & Forestal District Advisory Council Robin Mellen 4/17/2013 4/17/2017 Ineligible
Fiscal Impact Advisory Committee Craig Evans 7/8/2013 7/8/2015 Ineligible Advertised, No applications recv'd
Fiscal Impact Advisory Committee John Donohue 7/8/2013 7/8/2015 No
Jail Authority Donald Byers 6/30/2013 6/30/2016 Joint City/County Yes
Natural Heritage Committee John Foster 9/30/2011 9/30/2015 No Advertised, No applications recv'd
Natural Heritage Committee Diana Foster 9/30/2011 9/30/2015 No
Natural Heritage Committee Phil Stokes 9/30/2011 9/30/2015 No
Natural Heritage Committee DeMellon Forest 9/30/2012 9/30/2016 No
Natural Heritage Committee Jim Byrom 9/30/2012 Resigned
Natural Heritage Committee Christopher Dumler 9/30/2013 Resigned
Pantops Community Advisory Council Kirk Bowers 6/30/2013 6/30/2016 waiting for response Advertised, No applications recv'd
Pantops Community Advisory Council Wendy Fisher 6/30/2013 6/30/2016 No
Pantops Community Advisory Council Joe Milby 6/30/2013 6/30/2016 No
Pantops Community Advisory Council Rita Krenz 6/30/2013 6/30/2016 No
Rivanna Solid Waste Authority Cit. Adv. Comm.Jeffery Greer 12/31/2010 12/31/2012 Ineligible, Joint City/County Advertised, No applications recv'd
Rivanna Solid Waste Authority Cit. Adv. Comm.Vincent Day 12/31/2013 Resigned
Route 250 West Task Force James Sofka 9/5/2013 9/5/2016 Yes
Revised 07/30/2013
COUNTY OF ALBEMARLE
Department of Community Development
401 McIntire Road, North Wing
Charlottesville, Virginia 22902-4596
Phone (434) 296-5832 Fax (434) 972-4126
July 25, 2013
Jared Christophel
1686 Capri Way
Charlottesville, VA. 22911
RE: SP201300010 Regents School of Charlottesville (RSC)
TAX MAP PARCEL: 05900-00-00-023G1
Dear Mr. Christophel:
The Albemarle County Planning Commission, at its meeting on July 16 2013, by a vote of 6:0
recommended approval of the above -noted petition to the Board of Supervisors.
Please note that this recommendation is subject to the following conditions:
1. The school is limited to the existing administrative building and grounds, as shown on
the concept plan (Attachment A). All parking for the facility shal l be located in areas
designated on the concept plan as P1, P2, P3, P6, and P7. Any additional buildings or
other site changes beyond those shown on the approved site plan for SDP1992 -052
titled “Christian Aid Mission Administration Building” prepared by W illiam W. Finley and
date approved July 14, 1994 require an amendment to this Special Use Permit.
2. The maximum number of students and school personnel shall not exceed 96.
3. All students shall be over the age of 2 ½ years old.
4. Hours of operation for the sch ool shall be between 7:45 a.m. to 4:00 p.m., except that
occasional school-related events may occur after 4:00 p.m.
5. No food preparation is permitted onsite without an amendment to this Special Use
Permit.
View staff report and attachments
View PC minutes
Return to agenda
Please be advised that the Albemarle County Board of Supervisors will review this petition and
receive public comment at their meeting on August 7, 2013.
If you should have any questions or comments regarding the above noted action, please do not
hesitate to contact me at (434) 296-5832.
Sincerely,
Christopher P. Perez
Senior Planner
Planning Division
Cc Regents School Of Charlottesville
3045 Ivy Road
Charlottesville, VA. 22903
Christian Aid Mission
1201 5th Street Ext.
Charlottesville, VA. 22902-6466
SP201300010 – Regents School of Charlottesville (RSC)
Planning Commission: July 16, 2013
ALBEMARLE COUNTY PLANNING
STAFF REPORT SUMMARY
Proposal: SP201300010 Regents School of
Charlottesville
Staff: Christopher P. Perez
Planning Commission Public Hearing:
July 16, 2013
Board of Supervisors Hearing:
TBD
Owner: Christian Aid Mission (CAM) Applicant: Regents School of Charlottesville
(RSC)
Acreage: 12.5 acre parcel, SP to cover
approximately 4 acres of the site.
TMP: 05900-00-00-023G1
Location: 3045 Ivy Road Charlottesville VA Zoning: CO Commercial Office – offices,
supporting commercial and service; residential by
special use permit (15 units/acre)
Magisterial District: Samuel Miller Conditions: Yes EC: Yes
Proposal: Amendment to Special Use Permit
(SP2012-12) for School of Special Instruction to
increase the number persons (students and
teachers) permitted at the site from the current
69 allowed under the existing Special Use
Permit to increase by 27 persons for a total of 96
persons permitted onsite. Utilize existing
structure, no additional buildings proposed.
School of Special Instruction (Chapter 18
Section 23.2.2(6))
Requested # of Dwelling Units: 0
DA: RA: X Comp. Plan Designation: Rural Area 1 - Rural
Areas – preserve and protect agricultural,
forestal, open space, and natural, historic and
scenic resources/ density (0.5 unit/ acre in
development lots)
Character of Property: The property is
developed with four existing buildings and
related parking. (Attachment A)
Use of Surrounding Properties: Surrounding
properties are commercial uses, and single family
residential uses.
Factors Favorable:
1. Provides an alternative school option for
people who live and work in the area.
2. The use is being located in an existing
underutilized building.
3. There are no anticipated detrimental
impacts on adjacent property resulting
from the intensification of the existing
use.
Factors Unfavorable:
1. None
RECOMMENDATION: Staff recommends approval of SP201300010, Regents School of
Charlottesville with modifications to the existing conditions from SP201200012.
SP201300010 – Regents School of Charlottesville (RSC)
Planning Commission: July 16, 2013
1
STAFF PERSON: Christopher P. Perez
PLANNING COMMISSION: July 16, 2013
BOARD OF SUPERVISORS: TBD
PETITION:
PROJECT: SP201300010 Regents School of Charlottesville (RSC)
PROPOSED: Amendment to Special Use Permit (SP2012-12) for School of Special Instruction to increase
the number persons (students and teachers) permitted at the site from the current 69 allowed under the
existing Special Use Permit to increase by 27 persons for a total of 96 persons permitted onsite. Utilize
existing structure, no additional buildings proposed.
ZONING CATEGORY/GENERAL USAGE: CO Commercial Office – offices, supporting commercial and
service; residential by special use permit (15 units/acre)
SECTION: School of Special Instruction (Chapter 18 Section 23.2.2(6))
COMPREHENSIVE PLAN LAND USE/DENSITY: Rural Area 1 - Rural Areas – preserve and protect
agricultural, forestal, open space, and natural, historic and scenic resources/ density (0.5 unit/ acre in
development lots).
ENTRANCE CORRIDOR: Yes
LOCATION: 3045 Ivy Road Charlottesville VA
TAX MAP/PARCEL: 05900-00-00-023G1
MAGISTERIAL DISTRICT: Samuel Miller
CHARACTER OF SURROUNDING AREA:
The subject property is located at 3045 Ivy Road. The surrounding area is primarily developed with
commercial uses, and single family residential uses. North of the property are railroad tracks that run
behind the property and separate the adjacent residential development of Farmington Subdivision from
the subject property. To the East are two commercially zoned properties. To the South is Route 250,
Ivy Road. To the West is Broomley Rd and across the road is another commercially zoned property.
PLANNING AND ZONING HISTORY:
SDP2008-15 Christian Aid Mission Verizon Tier II PWSF – Deferred
SP2004-19 Christian Aid Mission Alltel PWSF– Withdrawn
SDP1992-052 Christian Aid Mission Administration Building Major Site Plan Amendment – site
plan for the Administration Building. Building was built in 1995.
SDP1988-094 Christian Aid Mission Major Site Plan Amendment – site plan for Guest House
Relocation and Garage addition, and deceleration lane/ entrance upgrades.
SDP1979 Christian Aid Mission Site Plan – site plan for Fellowship Hall, Annex, and Guest House.
SP201200012 Regents School of Charlottesville – Special Use Permit for a school of special
instruction in an existing building, with limits of 60 students and 9 staff.
DETAILS OF THE PROPOSAL:
The property is zoned CO - Commercial Office. The Christian Aid Mission (CAM) complex is comprised
of four buildings and associated parking on 12.5 acres. Three (3) of the buildings in the complex are
utilized by the church. The fourth building, the old Christian Aid Mission’s Administration Building, is the
only building used by the Regents School of Charlottesville (RSC). The building is a two story building
with a basement. The 1st floor has 3,900 square feet (6 classrooms + 1 large multipurpose room and 5
restrooms), the 2nd floor has 3,900 square feet (7 classrooms and 3 restrooms), the basement has
3,500 square feet (3 classrooms + 1 large multipurpose room and 2 restrooms).
The school currently uses only the top two (2) floors of the building; however, CAM has approved the
use of the basement, as well as modification of the room configuration to allow for larger classrooms.
With the additional space RSC has applied for a modification to the existing SP for an increase in
student enrollment from the current 69 allowed under the existing Special Use Permit to increase by 27
persons for a total of 96 persons (students and teachers) permitted onsite.
SP201300010 – Regents School of Charlottesville (RSC)
Planning Commission: July 16, 2013
2
The CAM complex currently has 54 spaces available, of those RSC currently utilizes areas P1, P2, P3 for a
total of 15 spaces as previously approved. To accommodate the additional enrollment 10 additional parking
spaces are requested for use by RSC, increasing the total parking needs of the school to 25 parking spaces
total (1 car per 10 students, 1 space per teacher/administrator). The additional spaces for the increase in
enrollment already existing onsite in areas P6 and P7 (see attached Survey1/concept plan) and are to be
utilized by the facility.
In anticipation of continued discussions/ comments regarding fencing the recess area to prevent student
access to the train tracks RSC staff invited various members of the Board of Supervisors to the site to
observe conditions behind the facility which are difficult to describe or depict in photographs. The area
between the play area and the railroad tracks consists of extremely thick foliage and steep slopes which
consist of substantial thorny brush and vines which resemble conditions similar to that of a jungle. In an
attempt to address this issue RSC has proposed to install a relatively small wooden fence (4’ tall and 60’
long) painted black along a portion of the rear yard to prevent recreational balls from rolling down the hill
during recess. This fencing will replace existing temporary orange snow fencing which currently serves in
this capacity.
ANALYSIS OF THE SPECIAL USE PERMIT REQUEST:
Section 33.8 of the Zoning Ordinance states that the Planning Commission and Board of
Supervisors shall reasonably consider the following factors when reviewing and acting upon an
application for a special use permit:
No substantial detriment. The proposed use will not be a substantial detriment to adjacent lots.
The increased enrollment for the school of special instruction is not expected to be of substantial
detriment or impact to adjacent property. Adequate parking is available onsite for the amount of
students and staff proposed for the use. VDOT has no objections to the increase in enrollment as the
increase will not significantly impact traffic on Ivy Road. The Health Department has reviewed the
capacity analysis of the existing septic system provided by Old Dominion Engineering and has
approved the increase in persons at the facility to 96 persons (teachers and students). Notably, to
accommodate any future growth at the school beyond 96 total occupants, additional drainfield area
and/or wastewater treatment will be required.
The activities of the school will also not impact residential properties given the distance of the school
from neighboring residences and the separation provided by the heavily wooded buffers which
surround the property. Planning staff has visited the site numerous times and is comfortable with the
natural barriers which exist between the school and the train tracks and feel that they adequately prohibit
access and aid in keeping the students onsite. Per recent site visits and review of proposed rendering of the
small wooden fence by the applicant (see attachment B) staff has determined that the fence will not be
visible from the Rte 250 (a designated Entrance Corridor) due to the proposed size of the fence, substantial
distance from the road, grade changes to the rear of the property, building obstructions, and rock
outcroppings which conceal the location of the proposed fencing.
Character of district unchanged. The character of the district will not be changed by the
proposed special use.
The school has operated in the current location for 1 school year and no new construction is proposed.
The character of the district is not anticipated to change with the increased enrollment. This use will
occupy interior space within the existing building.
Harmony. The proposed special use will be in harmony with the purpose and intent of this
chapter with the uses permitted by right in the district with the regulations provided in section 5
as applicable, and with the public health, safety and general welfare.
The CO zoning district is intended for commercial uses; however, schools of special instruction are
allowed by special use permit, if sited appropriately. This use utilizes an existing building which can
safely and adequately accommodate the proposed school, the property has adequate parking for the
SP201300010 – Regents School of Charlottesville (RSC)
Planning Commission: July 16, 2013
3
use, the septic has been assessed to be adequate for the number of students and staff (96 persons),
and VDOT has determined that the existing entrance is adequate for the proposal. The increased
enrollment of the school is not anticipated to negatively impact the CO zoning district. This area
contains a mix of existing commercial development and residential development. This use is compatible
with the existing uses in the area and uses permitted by right in the district.
Consistency with the Comprehensive Plan.
The Land Use Plan designates this area as Rural Area (Rural Area 1). The land uses supported by the
Rural Areas chapter of the Comprehensive Plan include agriculture, forestry, and conservation. This
chapter also outlines the vision and goals for the Rural Areas, and recommends that land uses be
small-scale and consistent with traditional rural scales. As stated in the chapter, “Ensure that the scale
and scope of any new use is consistent with the existing infrastructure and character of a Crossroads
Community…without any requirement for upgrade or expansion of infrastructure”. The proposed
increase in enrollment for the school of special instruction still constitutes a small-scale use, this is in
keeping with a traditional rural scale since a 96 person (student and teacher) maximum is proposed.
The school continues to utilize an existing building and the amount of students proposed does not
require any upgrades to the existing entrance, septic, or building, and therefore would not require an
upgrade of the existing infrastructure. This site, while located in the Rural Area, is located along a
section of Route 250 which consists of old commercial development and commercial and industrial
zoned property which dates back to the 1960’s prior to Comprehensive Planning in the County.
SUMMARY:
Staff finds the following factors favorable to this request:
1. Provides an alternative school option for people who live and work in the area.
2. The use is being located in an existing underutilized building. No new structures are being built.
3. There are no anticipated detrimental impacts on adjacent property resulting from the intensification of the
existing use.
Staff finds the following factor(s) unfavorable to this request:
1. none
RECOMMENDED ACTION:
Staff recommends approval of SP 201300010, Regents School of Charlottesville with the following
modifications to the existing conditions from SP201200012:
1. The school is limited to the existing administrative building and grounds, as shown on the concept plan
(Attachment A). All parking for the facility shall be located in spaces designated on the concept plan as
P1, P2, and P3. Any additional buildings or other site changes beyond those shown on the approved
site plan for SDP1992-052 titled “Christian Aid Mission Administration Building” prepared by William
W. Finley and date approved July 14, 1994 require an amendment to this Special Use Permit.
1. The school is limited to the existing administrative building and grounds, as shown on the concept plan
(Attachment A). All parking for the facility shall be located in areas designated on the concept plan as
P1, P2, P3, P6, and P7. Any additional buildings or other site changes beyond those shown on the
approved site plan for SDP1992-052 titled “Christian Aid Mission Administration Building” prepared by
William W. Finley and date approved July 14, 1994 require an amendment to this Special Use Permit.
2. Maximum enrollment shall be 60 students. 96 persons (students and teachers onsite).
3. All students shall be over the age of 2 ½ years old.
4. Hours of operation for the school shall be between 7:45 a.m. to 4:00 p.m., except that occasional
school-related events may occur after 4:00 p.m.
5. No food preparation is permitted onsite without an amendment to this Special Use Permit.
SP201300010 – Regents School of Charlottesville (RSC)
Planning Commission: July 16, 2013
4
MOTION:
A. Should the Planning Commission choose to recommend approval of this special use permit:
Move to recommend approval of SP201300010, Regents School of Charlottesville, with
conditions as stated in the staff report.
B. Should the Planning Commission choose to recommend denial of this special use permit:
Move to recommend denial of SP201300010, Regents School of Charlottesville. Should a
commissioner motion to recommend denial, he or she should state the reason(s) for
recommending denial.
ATTACHMENTS
Attachment A – Survey 1/ Concept Plan
Attachment B – Aerial of proposed fence location and proposed rendering (2 sheets)
Attachment C – Parking Areas (2 sheets)
Return to PC actions letter
ALBEMARLE COUNTY PLANNING COMMISSION – JULY 16, 2013
DRAFT PARTIAL MINUTES – SP-2013-00010 Regents School of Charlottesville
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1
Albemarle County Planning Commission
July 16, 2013
The Albemarle County Planning Commission held a regular hearing on Tuesday, July
16, 2013, at 6:00 p.m., at the County Office Building, Auditorium, Second Floor, 401
McIntire Road, Charlottesville, Virginia.
Members attending were Ed Smith, Don Franco, Richard Randolph, Thomas Loach,
Russell (Mac) Lafferty, Vice Chair, and Calvin Morris, Chair. Julia Monteith, AICP,
Senior Land Use Planner for the University of Virginia was present. Bruce Dotson was
absent.
Other officials present were Claudette Grant, Senior Planner; Scott Clark, Senior
Planner; Chris Perez, Senior Planner; David Benish, Chief of Planning; Amelia
McCulley, Director of Zoning/Zoning Administrator; Wayne Cilimberg, Director of
Planning; Sharon Taylor, Clerk to Planning Commission; and Greg Kamptner, Deputy
County Attorney.
Call to Order and Establish Quorum:
Mr. Morris, Chair, called the regular meeting to order at 6:00 p.m. and established a
quorum.
Regular Items:
SP-2013-00010 Regents School of Charlottesville
PROPOSAL: Special Use Permit for School of Special Instruction. Utilize existing
structure, no additional buildings proposed.
ZONING CATEGORY/GENERAL USAGE: CO Commercial Office – offices, supporting
commercial and service; residential by special use permit (15 units/acre)
SECTION: Chapter 18 Section 23.2.2(6) of the Albemarle County Code, which allows
for School of Special Instruction
COMPREHENSIVE PLAN LAND USE/DENSITY: Rural Area 1 - Rural Areas –
preserve and protect agricultural, forestal, open space, and natural, historic and scenic
resources/ density (0.5 unit/ acre in development lots)
ENTRANCE CORRIDOR: Yes
LOCATION: 3045 Ivy Road Charlottesville VA
TAX MAP/PARCEL: 05900-00-00-023G1
MAGISTERIAL DISTRICT: Samuel Miller
(Chris Perez)
Chris Perez presented a PowerPoint presentation and summarized the staff report.
Proposal: Amendment to Special Use Permit (SP-2012-12) for School of Special
Instruction to increase the number of persons (students and teachers) permitted at the
site from the current 69 allowed under the existing Special Use Permit to increase by 27
persons for a total of 96 persons permitted onsite. Utilize existing structure, no
ALBEMARLE COUNTY PLANNING COMMISSION – JULY 16, 2013
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2
additional buildings proposed. School of Special Instruction (Chapter 18 Section
23.2.2(6))
The proposal is located on Ivy Road on Route 250 in the Christian Aid Mission
Complex. The complex is comprised of four buildings. They have been using the
administrative building and will continue to use that building with no proposed changes.
Site Conditions Favorable:
• The use is being located in an existing underutilized building.
• Adequate parking is available onsite for the amount of students and staff
proposed for the use (Areas P6 & P7). They are not creating any new spaces,
but just consuming more of the existing spaces onsite. They have asked for an
additional ten spaces based on the increase in persons, which would bring them
to a total of 25 parking spaces for this use.
• VDOT – entrance is adequate and the increase in enrollment will not significantly
impact traffic on Ivy Road.
• The Health Department - reviewed the capacity analysis of the existing septic
system and has approved the increase in persons at the facility to 96 persons
(teachers and students). This was based on a septic system analysis that was
provided by a third party agency.
There are only two minor changes to the concept plan approved during the last special
use permit approval, as follows:
- With the use of P6 as additional parking which is already on site as well as
portions of P7 for the parking and small fence area in the back to prevent balls
from falling down the hill.
RECOMMENDED ACTION:
Staff recommends approval of SP-2013-00010, Regents School of Charlottesville with
the following modifications to the existing conditions from SP-2012-00012:
1. The school is limited to the existing administrative building and grounds, as
shown on the concept plan (Attachment A). All parking for the facility shall be
located in areas designated on the concept plan as P1, P2, P3, P6, and P7.
Any additional buildings or other site changes beyond those shown on the
approved site plan for SDP1992-052 titled “Christian Aid Mission
Administration Building” prepared by William W. Finley and date approved
July 14, 1994 require an amendment to this Special Use Permit.
2. Maximum enrollment shall be 60 students. 96 persons (students and
teachers onsite).
3. All students shall be over the age of 2 ½ years old.
4. Hours of operation for the school shall be between 7:45 a.m . to 4:00 p.m.,
except that occasional school-related events may occur after 4:00 p.m.
5. No food preparation is permitted onsite without an amendment to this
Special Use Permit.
ALBEMARLE COUNTY PLANNING COMMISSION – JULY 16, 2013
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There is a change in the staff report with regards to condition #2. The County Attorney
requested condition #2 be modified from the staff report because teachers are not
“enrolled.” Thus condition # 2 shall state: “The maximum number of students and school
personnel shall not exceed 96.”
Mr. Morris invited questions for staff.
Mr. Smith asked if 96 persons is the final number.
Mr. Perez replied that at this point 96 persons would be the cap based on the existing
septic system. To go further the Health Department said that they would need to gain
additional space or have an alternative study done, which would prove that it had more
capacity.
There being no further questions, Mr. Morris opened the public hearing for applicant and
public comment. He invited the applicant to address the Commission.
Jared Christophel said the Board at Regents School appreciates the Commission taking
the time to consider this proposal. They initially had submitted a special use permit
application for 120 students, but due to the limitations of the drainfield they are limited to
96. They have been growing the school steadily each year in hopes of getting a
sustainable growth. This is going to be our limitation for the foreseeable future. He
appreciates the Commission’s consideration.
Mr. Morris invited public comment. There being none, the public hearing was closed
and the matter before the Commission for discussion and action.
Motion: Mr. Loach moved and Mr. Lafferty seconded to recommend approval of SP-
2013-00010, Regents School of Charlottesville with conditions as outlined by staff, as
amended.
1. The school is limited to the existing administrative building and grounds, as
shown on the concept plan (Attachment A). All parking for the facility shall be
located in areas designated on the concept plan as P1, P2, P3, P6, and P7. Any
additional buildings or other site changes beyond those shown on the approved
site plan for SDP1992-052 titled “Christian Aid Mission Administration Building”
prepared by William W. Finley and date approved July 14, 1994 require an
amendment to this Special Use Permit.
2. The maximum number of students and school personnel shall not exceed 96.
3. All students shall be over the age of 2 ½ years old.
4. Hours of operation for the school shall be between 7:45 a.m. to 4:00 p.m., except
that occasional school-related events may occur after 4:00 p.m.
5. No food preparation is permitted onsite without an amendment to this Special
Use permit.
The motion passed by a vote of 6:0. (Dotson absent)
ALBEMARLE COUNTY PLANNING COMMISSION – JULY 16, 2013
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Mr. Morris noted SP-2013-00010 Regents School of Charlottesville would go to the
Board of Supervisors on a date to be determined with a recommendation for approval
with staff’s recommended conditions, as revised.
Mr. Benish pointed out SP-2013-00010 would be heard by the Board of Supervisors on
August 7 because they were trying to get it a pproved in time for the school year.
Return to PC actions letter
Board‐to‐Board
August, 2013
A monthly report from the Albemarle County School Board to the Albemarle County Board of Supervisors
Capital Improvement Plan–At the July 11 meeting, the School Board voted to send on the recommendations of the Long-
Range Planning Advisory Committee to the Technical Review Committee with one change. The five-year recommended
capital budget for the school division is $76.7 million. Among the highest-ranked projects were an addition at Agnor-
Hurt Elementary School; renovations and expansion at Henley Middle School; an addition to Crozet Elementary School;
modernizations at Red Hill and Yancey Elementary Schools and at Western Albemarle High School.
High School of the Future-The one change made in the Long-Range Planning Advisory Committee’s recommendations
was to move funding for planning for future high school requirements from year five to year four in the plan. The
discussion at the School Board meeting led to several media inquiries about the possibility of a new high school being
established within the next seven years in the northern feeder pattern. The Board has had some very preliminary
conversations about how such a new school might operate within the current economic climate, both in terms of cost and
curriculum. Among the ideas that could be discussed is how to achieve a greater integration of technology in learning and
how students might benefit from expanded partnerships with PVCC, UVA and the business community. Such an
approach could allow for a more efficient cost structure compared to current building and instructional models while also
increasing college and workforce readiness competencies for high school graduates. If dictated by need, among the
options that could be considered are new construction, lease of an existing facility or adding on to current facilities.
School Bus Safety-The Board voted to proceed with development of a proposal for the Board of Supervisors that would
authorize the use of cameras on school busses to record violations by motorists who fail to stop for a bus while it is
loading or unloading students. A pilot program this year recorded 79 instances when motorists sped by a stopped school
bus while the stop sign was displayed. Based upon this study and discussions with school bus drivers, it is reliably
estimated there could be as many as 3,000 to 5,000 times during the school year when this dangerous situation occurs.
The placement of a camera on a school bus is a proven technique for reducing violations in other jurisdictions around the
country and can be done at no cost to the county. Discussions at the staff level between school division and local
government are underway to explore the possibility of proposing a local ordinance to permit photo enforcement.
Such a program would be preceded by a comprehensive public information campaign to encourage voluntary compliance.
New Chief Operating Officer– Dean Tistadt, who served as the Chief Operating Officer in the Department of Facilities
and Transportation Services for the Fairfax County School Division for more than ten years, has been appointed as the
new Chief Operating Officer for the School Division. He brings more than 25 years of experience as a senior
management and operations executive in local government and the school division in Fairfax County. He will oversee the
Finance, Building Services, Transportation and Child Nutrition departments and will be closely working with his local
government counterparts on development of the school division’s annual operating and capital budgets.
New School Year – The first day of the 2013-14 school year is August 21 and two important events are taking place this
week and next to ensure an effective and efficient opening of all schools. This week approximately 75 senior leaders
throughout the division, including principals, their assistants, department leaders and other staff are meeting to participate
in professional development activities, undergo training on new systems and to be updated on operations. Local
government’s new purchasing procedure is a special area of focus. Next week, approximately 95 new teachers will
participate in the annual New Teachers Academy. The division has had another outstanding recruiting year reflecting the
competiveness of our compensation policies, the attractive reputation of our school division and the county’s high quality
of life. Each year, we hire about 100 new teachers, primarily to fill existing vacancies.
Summer Academies –More than 1,000 students participated in four summer academies during July. The largest program
was our CoderDojo Academy at Albemarle High School, which attracted 850 students from all grade levels. Students
learned computer coding and applications, including robotics. This is the second year for the program and due to demand,
was a significant expansion over last year, when we had 200 students. Albemarle County was one of the first public
school divisions in the nation to offer a program of this type and this year’s program was supported in part by a donation
from the Battelle Foundation.
This also was the second year for the division’s Leadership Academy, which brought together 28 students from the
county’s four public high schools. Students developed research, planning, communications and organizational skills as
part of the division’s emphasis on lifelong learning.
This was the second year, too, for the Summer Jazz Academy, which included 60 middle and high school students. In
addition to developing their musical talents, students learned how to better communicate, collaborate and improvise with
one another. Guest artists and teachers were featured in the program every day and the academy concluded with a jazz
concert at the Intelos Pavilion on the downtown mall.
This was the first year for our Maker Space Academy, which included approximately 50 students from Stony Point, Red
Hill, Scottsville and Yancey Elementary Schools. Albemarle County was one of two public school divisions in the
country that offered this program. Students were taught how to use engineering and design principles to create products,
work in teams with one another and with teachers and members of the Maker Corps, which are university-level students
specializing in math, science and engineering.
Finally, 54 students attended M-Cubed, our summer academy focused around math, character-building and college and
career readiness. This year the program earned the top achievement award from the National School Board Association
for school divisions with enrollments between 5,000 and 20,000 students. The program uses culturally-responsive
teaching methods, community partnerships and parental engagement to raise the academic performance level of African-
American middle school males and to eliminate the achievement gap.
Shannon Foundation Grants—Nine Albemarle County Public Schools received a total of $13,400 in grants for the next
school year from the Edgar and Eleanor Shannon Foundation. The largest grant, nearly $4,700 was received by the
Community Public Charter School for a historical and environmental program based upon the Lewis & Clark expeditions.
Other schools receiving funding included Albemarle, Western Albemarle County Public Schools and Monticello high
schools and Baker-Butler, Crozet, Meriwether Lewis, Red Hill and Woodbrook elementary schools.
Superintendent’s Contract—The School Board voted at its July 11 meeting to extend the contract of Superintendent of
Schools, Dr. Pamela R. Moran by one year. Dr. Moran’s current contract now will expire on June 30, 2015.
Donations to Albemarle County Public Schools – Albemarle County Public Schools received the following donations:
Crozet Elementary School received a donation of $710 for its running club.
Henley Middle School received a donation of $516 for its enrichment program.
Murray High School received a $125 donation to help with expenses for student snack/meals.
Stone Robinson Elementary School received a donation of $776 for its enrichment program
Stony Point Elementary School received two donations: $3,175 for support of the school’s SPACE CAMP and
$3,000 for field trip expenses.
School Board website: www.k12albemarle.org
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Water Resources Program Development – 2nd Work
Session
SUBJECT/PROPOSAL/REQUEST:
The second of multiple work sessions to discuss the
County’s stream health goals, program levels, and
funding.
STAFF CONTACT(S):
Foley, Walker, Letteri, Davis, Kamptner, Graham,
Shadman, Brooks, and Harper
PRESENTER (S): Greg Harper and Mark Graham
LEGAL REVIEW: Yes
AGENDA DATE:
August 7, 2013
ACTION: INFORMATION: X
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
At a July 3, 2013 work session, in the first of multiple planned work sessions leading up to options for future program levels
and funding, the Board was presented with information about a variety of current conditions – characterized as “where are
we now?”. The discussion included a review of County goals and policies pertaining to water resources protection, a
summary of currently implemented programs and involved staff, an appraisal of County-wide stream conditions and
causes of impairments, and an introduction to several new state mandates requiring additional resources.
This second work session will focus on considering the question “where do we want to be?”.
STRATEGIC PLAN:
Goal 4a: Work in conjunction with key stakeholders to protect the health of our local waterways and other critical
natural resources.
DISCUSSION:
As described in the previous work session, it is likely that the majority of streams throughout the County – if sufficiently
assessed – would be deemed impaired by the Virginia Department of Environmental Quality (DEQ). Attachment A
depicts the streams throughout the County that are currently listed as impaired by DEQ and the general sources of
pollutants causing each impairment. The primary sources are wildlife (causing bacterial impairments) and non-point
pollution – such as urban and agricultural runoff (causing benthic, or aquatic life, impairments).
The extent of impaired waters within Albemarle County is comparable to that of surrounding areas. In general, more
highly urbanized areas – such as the Tidewater, Richmond, and Roanoke areas – have a greater number of
impairments. Attachment B is a map indicating the degree of impairment for sub-watersheds thoughout Virginia;
watersheds having no impaired stream segments are colored green and – on the other end of the spectrum –
watersheds having 10 or more impaired stream segments are colored orange.
Federal and State initiatives to address these impairments have come to the forefront as a result of the Chesapeake
Bay Program. All impaired waters are supposed to be addressed through the Total Maximum Daily Load (TMDL)
program. While the Chesapeake Bay TMDL process is relatively far along, the process for most impaired waters has
not yet begun.
The County is required – through its recently-issued MS4 permit – to develop plans to address only those impaired
waters for which a TMDL process has been completed and pollutant load reductions allocated to the County. This is
the case for the Chespapeake Bay and only a few of the many impaired waters in the County. The County would need
to implement programs to a degree far beyond what is required by state mandates to address all impaired local
waters; doing this would generally follow guidance contained within the existing and proposed versions of the
Comprehensive Plan.
The Water Resources section of the Comprehensive Plan articulates a commitment to protecting water resources to
not only meet current and future human needs but to also support biological communities. Explicit in the text is the
recognition that local waters serve many purposes and are influenced by almost all human activities, that natural water
AGENDA TITLE: Water Resources Program Development – 2nd Work Session
August 7, 2013
Page 2
systems transcend political and ownership boundaries, and that all citizens have a responsibility to minimize their
impact on water resources and contribute towards cleaner streams. The section entitled Public Uses and Ecological
Values calls for protecting County waters for all reasonable public uses and ecological functions, possibly through the
use of a TMDL-like approach. Emphasis is placed on protecting waters before they become further degraded and
establishing priorities for restoration. All goals, objectives, and strategies in the Water Resources section of the
existing Comprehensive Plan are summarized in Attachment C.
If the range of possible future program implementation is represented as a continuum as illustrated below, the lower
end of the continuum could be bound by a program to meet State mandates, include the continuation of some existing
programs and the upper end could be bound by a program to facilitate all goals in the Comprehensive Plan.
Staff has attempted to quantify this range of efforts in terms of anticipated future stream health and costs. The
conclusions are based on the relatively simple assumptions and calculations of experienced staff. A detailed technical
analysis would certainly yield more refined conclusions, but would require data, time, and funding that does not
currently exist. In addition, the significant resources necessary to provide a high degree of c ertainty would take away
from actually implementing programs
Given this caveat, staff has attempted to correlate program levels and funding to likely outcomes. A minimal program
approach would continue existing programs and address existing and new mandates requiring funding of
approximately $2.5 Million per year but would likely not prevent an anticipated increase over time in the number of
impaired streams throughout the County. On the other end, an intense effort that fully addresses the Comprehensive
Plan’s objectives and strategies could result in addressing or preventing the impairments for half the County streams.
This more extensive program level would require funding of approximately $5 Million per year. Staff also notes there is
little confidence in the County’s ability to restore all streams. For intensely developed areas, the experience of many
urban localities has shown while some improvement is possible, full restoration is not. In this regard, the County’s
land use policy of well-defined Development Areas has done more for resource protection than anything else.
The Board’s preferences for stream health goals and associated levels of program implementation will be explored
during the work session.
BUDGET IMPACT:
This work session is intended to focus on a desired commitment to stream health. Future work sessions will
include further discussion on program levels and associated costs. An iterative approach to balancing program
levels and funding is anticipated before final direction is provided. .
RECOMMENDATIONS:
This report is provided for information and to encourage Board feedback and discussion, but no specific action is
requested at this time. Staff will seek the Board’s input to serve as a starting point for future work sessions regarding
the development and funding of programs to support identified water protection goals.
ATTACHMENTS:
A – Map of Albemarle Stream Impairments and Primary Sources of Pollutants Causing Impairments
B – Map of the Degree of Waterbody Impairments by Sub-Watershed Throughout Virginia
C – Summary of Water Resources Goals from the Comprehensive Plan
Return to agenda
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Albemarle County - Impaired Streams
Sources of Impairments
Attachment A
Attachment B
Source: http://www.deq.virginia.gov/
Number of Impaired Waterbody Segments in
Sub-Watersheds Throughout Virginia
Attachment C
1
Albemarle County Comprehensive Plan (adopted 12/31/08)
Summary of Water Resources Goals, Objectives, and Strategies
GOAL: Preserve and manage the County’s natural resources in order to protect the environment and conserve
resources for future use.
Public Education and Incentives
OBJECTIVE: Implement an ongoing educational and incentive program for the general public that
emphasizes protection of surface and groundwaters and the property owner's responsibility and
opportunity. Coordinate efforts with the public schools, the Environmental Education Center, Thomas
Jefferson Soil and Water Conservation District, the Rivanna Water and Sewer Authority, Albemarle
County Service Authority, Ivy Creek Foundation, Thomas Jefferson Sustainability Council, and other local
environmental education and incentive efforts.
Existing County Regulations
OBJECTIVE: Continue to enforce all existing regulations for the protection of water resources.
Strategy: Produce a local Design Manual with criteria for complying with all regulations. The
Engineering Department should lead in producing the Design Manual.
Water Resources Committee
OBJECTIVE: Maintain a water resources committee to coordinate local water resources protection
matters.
Strategy: Broaden membership on the committee to include citizens involved in farming and
forestry, representatives from the City of Charlottesville, the University of Virginia, Thomas
Jefferson Health District, other relevant agencies, and community organizations.
Strategy: The Committee should work through ad hoc committees to address timely and
relevant water resources topics, either at their own discretion or at the discretion of the Board
of Supervisors or Planning Commission.
Surface Water
OBJECTIVE: Protect the County’s surface water through a management program that recognizes the
functional interrelationship of stormwater hydrology, stream buffers, flood plains, wetlands, and human
management practices.
Public Uses and Ecological Values
OBJECTIVE: Maintain the integrity of existing stream channels and networks for their biological functions
and drainage. Protect the condition of state waters for all reasonable public uses and ecological
functions. Restore degraded stream and wetland ecosystems where possible.
2
Strategy: The County should adopt a TMDL or similar approach to understand cumulative
impacts and to prevent ecosystem degradation.
Strategy: Create a prioritization method for restoration projects to make best use of resources.
Stormwater Management
OBJECTIVE: Protect the safety and welfare of citizens, property owners, and businesses by minimizing
the negative impacts of increased stormwater discharges from new land development.
OBJECTIVE: Facilitate the integration of stormwater management and pollution control with other
programs, policies, educational efforts, and Comprehensive Plans of jurisdictions in the region.
Strategy: Control nonpoint source pollution, erosion and sedimentation, and stream channel
erosion.
Strategy: Implement the recommendations of the Moores Creek and South Fork Watershed
studies. Initiate additional watersheds studies based on a prioritization plan.
Strategy: Encourage the design and construction of creative and effective stormwater facilities
and best management practices, including nonstructural approaches. Provide for the long term
maintenance of these practices and facilities.
Strategy: Investigate and pursue the creation of a stormwater utility or other funding
mechanism to provide for the long-term maintenance of stormwater facilities and drainage
systems.
Strategy: Future Development Area boundaries should follow watershed divides in order to
coordinate land use policy and water resources policy.
Strategy: Coordinate within the County government, with State agencies, and with the design
and development communities to encourage development and transportation design that
reduces impervious cover, and that minimizes, by design, adverse impacts on water resources.
Chesapeake Bay and Local Stream Corridors
OBJECTIVE: Continue to support Chesapeake Bay protection initiatives.
OBJECTIVE: Preserve designated stream valleys in their natural state in order to protect significant
resources associated with stream valleys and to provide buffer areas.
Strategy: Develop guidelines (or standards) for activities in stream buffer areas to be
incorporated into the County Design Manual.
Floodplains
OBJECTIVE: Protect floodplains from inappropriate uses and recognize their value for stormwater
management and ecological functions.
3
Strategy: Implement the flood hazard mitigation recommendations of the Moore's Creek and
South Fork Watershed Studies on a prioritized basis.
Wetlands
OBJECTIVE: Protect wetlands from inappropriate uses and recognize their value for maintaining surface
water quality and other benefits.
Strategy: Continue to coordinate County development review with state and federal wetland
regulations.
Strategy: Encourage the voluntary protection of wetlands not required by regulation through
conservation easements and deed restrictions.
Moorman’s River “Exceptional Water” Designation
OBJECTIVE: Continue to protect the Moorman’s River's exceptional environmental setting, aquatic
community and recreational opportunities.
Strategy: Work with the Rivanna Water and Sewer Authority and appropriate state agencies to
balance water supply needs with minimal stream flow requirements for the Moorman’s River in
Sugar Hollow.
Rivanna River Basin Project
Strategy: Review and implement recommendations of the Rivanna River basin project.
The recommendations are grouped under five major headings:
(1) Develop a Corridor Plan;
(2) Establish a knowledge base;
(3) Establish a resource organization;
(4) Develop community design practices; and
(5) Expand stewardship.
Strategy: Provide assistance to the Thomas Jefferson Planning District Commission and the
Environmental Education Center to continue citizen monitoring efforts in the Rivanna Basin.
Agricultural and Forestry Best Management Practices
OBJECTIVE: Encourage BMPs to reduce nonpoint source pollution from agricultural and forestry uses.
Strategy: Make technical and financial assistance to implement Best Management Practices
projects more readily available to the public through appropriate departments and agencies.
Work with TJSWCD to promote participation in cost-share programs and stream restoration
projects.
4
Strategy: Work with TJSWCD to respond to and help resolve agricultural water quality issues
raised by the Agricultural Stewardship Act.
Surface Drinking Water
OBJECTIVE: Protect the availability and quality of surface drinking water supplies.
Water Conservation/Drought Response
OBJECTIVE: Support water conservation and use-efficiency measures to minimize impacts to water
resource systems and the environment and to prolong the life of existing and future water supplies.
Strategies:
· Promote the concept of water conservation as a community-wide issue.
· Continue to initiate proactive measures to encourage community-wide water
conservation and use efficiency through multi-agency programs.
· Support the Albemarle County Service Authority, City of Charlottesville, and Rivanna
Water and Sewer Authority and the University of Virginia’s water conservation and use-
efficiency efforts. Implement recommended measures that require County action
through regulatory or non-regulatory programs.
· Continue efforts to implement and enhance water conservation and use-efficiency
measures at existing and new County-owned buildings and facilities.
· Promote rainwater harvesting as a method of efficiently utilizing the water that falls on
our county.
· Continue participation in the Rivanna Regional Drought Response Committee, and
implement the Drought Response and Contingency Plan in cooperation with the City,
RWSA, and the ACSA.
· Promote the collection and inclusion of groundwater data in water conservation
planning and drought response.
Recreational Use of Water Supply Areas
OBJECTIVE: Allow and manage recreational uses of drinking water reservoirs and adjacent public land
only as incidental uses to the primary function of water supply and in such a manner as to prevent
cumulative impacts that may impair that primary function.
Strategy: The County should take a lead role in developing a recreation and water supply
protection plan for each reservoir to address incidental recreational uses of drinking water
reservoirs and adjacent public land. This effort should be coordinated with the Rivanna Water
and Sewer Authority, the City of Charlottesville, Shenandoah National Park, and other relevant
agencies.
Voluntary Protection Measures
OBJECTIVE: Encourage voluntary techniques to protect drinking water supplies.
5
Strategy: Investigate available sources and provide complete funding to implement high priority
BMP projects in water supply watersheds. Develop a prioritization method to identify high
priority projects. Technical assistance to implement BMP projects should be made more readily
available to the public by appropriate departments and agencies.
Strategy: Review the Code of Virginia to determine where the County can suggest changes to
allow for local authority to require conservation plans.
Groundwater
OBJECTIVE: Protect the availability and quality of groundwater resources.
Strategy: Provide adequate staff resources to implement the groundwater program.
Strategy: Create a groundwater subcommittee of the Water Resources Committee to implement
strategies identified in this Plan.
Groundwater Sources
Private, Individual Water Supplies
Strategy: Facilitate and fund programs for the testing of private, individual water supplies.
County-Designated Central Wells
Strategy: Review and update the central well policy and testing requirements for new central
well systems.
Groundwater Contamination
OBJECTIVE: Protect groundwater quality through prevention of contamination.
Mapping Groundwater Vulnerability
Strategy: Seek an effective way to collect, store and use groundwater contamination source
information. The County should work with the Division of Mineral Resources, Thomas Jefferson
Planning District Commission, Department of Environmental Quality, and University of Virginia
to identify and map existing and potential sources of groundwater pollution. The County's
evolving geographic information system should be utilized. Management objectives should be
developed.
Strategy: Conduct groundwater vulnerability mapping in coordination with other hydrogeologic
mapping and wellhead protection efforts.
Strategy: Conduct a study of possible shortcomings of current state septic regulations to protect
groundwater and any necessary improvements to current design criteria. Implement additional
non-regulatory and/or regulatory measures needed to adequately protect groundwater from
septic systems, such as septic system maintenance and homeowner education.
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Strategy: Assemble relevant local, regional, state and federal agencies for a groundwater
summit. The purpose would be to improve coordination and facilitate information sharing.
Strategy: Ensure that the Department of Environmental Quality’s (DEQ’s) Leaking Underground
Storage Tank (LUST) investigations and the Environmental Protection Agency’s (EPA’s)
Superfund projects are coordinated with Virginia Department of Health activities in granting
well and septic permits, and with County efforts for groundwater planning and management.
Water Resources Committee Update
Strategy: The Groundwater Subcommittee of the Water Resources Committee should develop
an action plan to reflect current priorities and to implement the recommendations of the
Groundwater Protection Study.
Groundwater Database
Strategy: Seek an effective way to collect, store and use groundwater data. Coordinate with the
Health Department and Division of Mineral Resources to develop a useable and continuously
maintained groundwater database. Utilize the County’s evolving geographic information system
(GIS). Management objectives that outline how, for what purpose, and by whom the data base
will be used should be developed.
Strategy: Provide cost-share and staff assistance to Division of Mineral Resources to complete
the Albemarle County pilot groundwater data base.
Strategy: Consider groundwater resource data in the review of rezoning and special use permit
applications. Groundwater resource studies are to be done on a periodic basis to update data.
Site or Development Scale Testing
Strategy: Work with the Division of Mineral Resources to conduct additional mapping in
Albemarle County on recharge/discharge, lineaments, surficial and bedrock geology, and
regional groundwater flow. Provide local cost-share funds to perform this mapping.
Strategy: Continue to gather information on groundwater by watershed areas using the Pilot
Groundwater Study as a prototype. Produce a prioritized list of watersheds using criteria
developed by the Groundwater
Subcommittee of the Water Resources Committee
Strategy: The Groundwater Subcommittee should investigate a requirement for hydrogeological
testing to verify suitable groundwater quantity and quality in the Rural Area and develop a draft
hydrogeological testing policy and ordinance language for consideration by the Board of
Supervisors.
Strategy: The Groundwater Subcommittee should investigate a requirement for a water quality
testing requirement for private wells prior to issuance of a building permit and develop draft
ordinance language for consideration by the Board of Supervisors.
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Groundwater Education
Strategy: In conjunction with other educational efforts and organizations, the County should
disseminate relevant information to groundwater users about stewardship principles, including
specific information needs identified by the Pilot Study and Well Testing Program.
Wellhead Protection
Strategy: The Groundwater Subcommittee of the Water Resources Committee should develop a
wellhead protection plan and implementation program for the County (Include as an Action
Agenda Item).
Strategy: As a first step in a wellhead protection program, map all current public water supplies
that utilize wells and springs, including the latitude and longitude of all source supplies. Produce
this map for emergency response personnel, the Comprehensive Plan, and other groundwater
planning applications.