HomeMy WebLinkAbout2013-10-02Tentative
BOARD OF SUPERVISORS
T E N T A T I V E
OCTOBER 2, 2013
COUNTY OFFICE BUILDING
9:00 A.M. – AUDITORIUM
1. Call to Order.
2. Pledge of Allegiance.
3. Moment of Silence.
4. Adoption of Final Agenda.
5. Brief Announcements by Board Members.
6. From the Public: Matters Not Listed for Public Hearing on the Agenda.
7. Consent Agenda (on next sheet).
8. Recognitions:
a. GFOA Certificate of Achievement for Excellence in Financial Reporting for FY12.
b. Kelly Okken, Albemarle’s Purchasing Agent, awarded the Virginia Association of Governmental
Purchasing (VAGP) Manager of the Year Award.
c. Lauren Eddy, National Certified Election and Voter Registration Administrator.
Discussion/Action Items:
9. Albemarle County Debt Financing – 2013.
10. Virginia Tourism Development Financing Program - Tourism Zone Ordinance (continued from September
4, 2013).
11. Extending High Speed Internet Service to Rural Areas.
12. Closed Meeting.
13. Certify Closed Meeting.
14. Boards and Commissions: Vacancies/Appointments.
1:30 p.m. - Public Hearings:
15. FY 14 Budget Amendment and Appropriations.
Discussion/Action Item:
16. Career Firefighters Serving as Volunteers Within the Same Jurisdiction.
Presentation:
17. FY15 VDoT Revenue Sharing Program Participation.
18. VDoT Monthly Report, Joel DeNunzio.
19. JAUNT Annual Report, Donna Shaunesey.
Work Session:
20. Stormwater Regulations – Work Session #4 (Municipal Separate Storm Sewer System (MS4) Program and Total
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Maximum Daily Loads (TMDLs).
21. From the Board: Committee Reports and Matters Not Listed on the Agenda.
22. From the County Executive: Report on Matters Not Listed on the Agenda.
23. Adjourn to 1:00 p.m., October 9, 2013.
CONSENT AGENDA
FOR APPROVAL:
7.1 Approval of Minutes: July 3, 2013.
7.2 Proclamation recognizing October 2013 as Disability Employment Awareness Month.
7.3 Resolution recognizing Oct. 5, 2013 as Local AIDS Walk.
7.4 Proclamation recognizing October 2013 as Domestic Violence Awareness Month.
7.5 SDP-2013-025. Cascadia Final Site Plan Variations.
7.6 Community Advisory Council Appointment Procedures.
7.7 Memorandum of Understanding Between the County of Albemarle and the Economic Development Authority of
Albemarle County, Virginia.
7.8 Amendments to Economic Development Authority (EDA) Rules and Procedures.
7.9 FY 13 Budget Amendment and Appropriations.
7.10 Rivanna Solid Waste Authority (RSWA) Service Agreements.
7.11 Lewis & Clark Exploratory Center Loan Extension.
FOR INFORMATION:
7.12 Board-to-Board, October, 2013 Monthly Communications Report from School Board, School Board
Chairman.
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DISABILITY EMPLOYMENT AWARENESS MONTH
WHEREAS, every year since 1945 the President of the United States has proclaimed a
National Observance in October to promote the employment of individuals with
disabilities; and
WHEREAS, this tradition continues in October 2013 with “Because We Are EQUAL to the
Task” as the theme for this year’s National Disability Employment
Awareness Month; and
WHEREAS, nearly one in five Americans have some type of disability, making people with
disabilities the nation’s largest minority; and
WHEREAS, our community needs to harness the potential of all of its citizens so that our
economy can continue to grow and our labor force can meet the challenges on the
horizon; and
WHEREAS, work is fundamental to identity, providing the opportunity to lead a more
independent, self-directed life for all people; and
WHEREAS, we recognize that disability is a natural part of the human experience and affirm
that disability in no way should limit a person’s ability to make choices, pursue
meaningful careers, or participate fully in all aspects of life; and
WHEREAS, all of us have benefited from the achievements and contributions of people with
disabilities; and
WHEREAS, attitudinal barriers can hinder people with disabilities from realiz ing their full
potential; and
WHEREAS, education and public awareness are the most powerful tools for increasing
sensitivity and achieving full integration and inclusion of people with disabilities
into all aspects of life;
NOW, THEREFORE, the Board of Supervisors hereby proclaims October 2013 as
DISABILITY EMPLOYMENT AWARENESS MONTH in the COUNTY OF
ALBEMARLE, and calls this observance to the attention of all our citizens.
Passed this 2nd day of October 2013.
Return to consent agenda
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LOCAL AIDS WALK
OCTOBER 5, 2013
WHEREAS, someone in the U.S. becomes infected with HIV every 9 1/2 minutes; and
WHEREAS, one in 380 Virginians is living with HIV/AIDS; and
WHEREAS, roughly 4,300 people in Virginia are HIV positive and unaware of th eir status;
and
WHEREAS, the State Health Department estimates that 480 people in the Thomas Jefferson
Health District are HIV positive, and 7 percent of those individuals live in
Albemarle County, and
WHEREAS, reducing the incidence of HIV/AIDS and increasing access to high quality health
care is part of the National HIV/AIDS Strategy, and
WHEREAS, the County of Albemarle is a community that values human rights, and respects
the dignity of each person; and the Charlottesville area AIDS Walk is dedicated to
raising awareness and increasing resources to battle the disease
NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of Supervisors
recognizes Oct. 5, 2013, in conjunction with the AIDS/HIV Services Group and
its Charlottesville Area AIDS Walk, as a day to honor those living with
HIV/AIDS and to reaffirm its commitment to battling the epidemic.
Passed this 2nd day of October 2013.
Return to consent agenda
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PROCLAMATION
WHEREAS, violence against women, children, and men continues to become more prevalent as
a social problem in our society; and
WHEREAS, the problems of domestic violence are not confined to any group or groups of people
but cross all economic, racial and societal barriers, and are supported by societal indifference; and
WHEREAS, the crime of domestic violence violates an individual’s privacy, dignity, security, and
humanity, due to systematic use of physical, emotional, sexual, psychological and economic control and/or
abuse, with the impact of this crime being wide-ranging; and
WHEREAS, in our quest to impose sanctions on those who break the law by perpetrating
violence, we must also meet the needs of victims of domestic violence who often suffer grave physical,
psychological and financial losses; and
WHEREAS, it is victims of domestic violence themselves who have been in the forefront of efforts
to bring peace and equality to the home; and
WHEREAS, no one person, organization, agency or community can eliminate domestic violence
on their own—we must work together to educate our entire population about what can be done to prevent
such violence, support victims/survivors and their families, and increase support for agencies provid ing
services to those community members; and
WHEREAS, the Shelter for Help in Emergency has led the way in the Albemarle County in
addressing domestic violence by providing 24-hour hotline services to victims/survivors and their families,
offering support and information, and empowering survivors to chart their own course for healing; and
WHEREAS, the Shelter for Help in Emergency commemorates its 34th year of providing
unparalleled services to women, children and men who have been victimized by domestic violence;
NOW THEREFORE, BE IT RESOLVED, in recognition of the important work being done by the
Shelter for Help in Emergency, that I, Ann H. Mallek, Chair of the Albemarle County Board of Supervisors,
do hereby proclaim the month of October 2013 as DOMESTIC VIOLENCE AWARENESS MONTH, and
urge all citizens to actively participate in the scheduled activities and programs sponsored by the Shelter
for Help in Emergency, and to work toward the elimination of personal and institutional violence against
women, children and men.
Signed and sealed this 2nd day of October, 2013.
Return to consent agenda
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CASCADIA VARIATION
April 3, 2013 BOS
1
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
SDP2013-025 Cascadia- Final Site Plan- Variations #5-6
from ZMA 2002-004
SUBJECT/PROPOSAL/REQUEST:
Special exception to authorize variations from the
Code of Development for garage placement and
build to line for buildings.
STAFF CONTACT(S):
Mr. Benish, Ms. Yaniglos
LEGAL REVIEW: No
AGENDA DATE: October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
Cascadia was rezoned to Neighborhood Model District, with an associated application plan and Code of Development
(COD), in August 2006 (ZMA2002-004). The proposed development will require two variations (#5 and #6) from the
approved Application Plan and Code of Development (COD). There have been four previously approved variations. These
variations are necessary before the final site plan can be approved by staff. The applicant is requesting the following two
variations from the following two section requirements of the approved code of development:
1. Garage doors shall (face) towards, where possible, the alley, side yard, or to the side street. When a signle single
family dwelling’s garage is facing a street it shall be recessed from the face of the building wall by three (3) feet.
2. The build-to line shall be a specific number and shall be measured from the front property line. Prior to site plan or
subdivision approval, the Developer shall establish a specific build-to line for each Building Block. The build-to line
shall be within the Front Build-to Line Range established in Table D. At least 50% of a structure’s façade shall be
built within eighteen (18) inches of either side of the build-to line within that Building Block. The “Structure’s
Façade” is defined as the main part of the structure exclusive of the types of structures listed in F ootnote number
2 below. A “Building Block” is defined herein as a group of similar Unit Types located on the same side of a public
or private road and situated between the intersection of two travelways or alleys.
STRATEGIC PLAN:
5. Ensure the health and safety of the community.
DISCUSSION:
VARIATIONS FROM APPROVED PLANS, CODES, AND STANDARDS OF DEVELOPMENT
The variation requests have been reviewed for Zoning and Planning aspects of the regulations. Variations are considered
by the Board of Supervisors as a Special Exception under Chapter 18 Section s 33.5 and 33.9. Staff is recommending
approval of these variation requests.
VARIATION #5- To Vary Garage Placement:
The applicant submitted the following justification (Attachment A): “In order to address this COD requirement, we are
hereby requesting a variation to allow the builder to use the front porch to qualify as the “building wall” to determine the
distance that the garage is recessed. Included with this request, please find architectural elevations for three unit types
that provide at least 5 feet between the face of porch and the garage wall. This variation is being requested since the
builder’s standard housing products do not include a footprint where the garage is recessed from the actual face of the
building wall. Unfortunately, it is not possible for the builder to create a new footprint for this project, so approval of the
variation is necessary. Approval of this variation would not lessen the vision of the COD, since the full porches will serve
to provide visual relief as the garages will not protrude past the perceived fronts of the houses.” Staff analysis of the
variation request under Section 33.9 is guided by the factors in Section 8.5.5.3(c) as provided below:
CASCADIA VARIATION
April 3, 2013 BOS
2
AGENDA TITLE: SDP2013-025 Cascadia- Final Site Plan- Variations #5-6 from ZMA 2002-004
October 2, 2013
Page 2
1) The variation is consistent with the goals and objectives of the comprehensive plan.
Allowing the porch to be considered the building wall is consistent with the goals and objectives of the
comprehensive plan by relegating the parking to a higher standard than that which was required for the Code of
Development. The units will have a garage that will be recessed at a minimum of five (5) feet from the face of the
porch.
2) The variation does not increase the approved development density or intensity of development.
Density is not increased.
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 development is unaffected.
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 rezoning application while also addressing the developers
desire to have certain unit types and builder.
VARIATION #5 RECOMMENDATION:
Staff recommends approval of the variation request #5 with the following conditions:
1. The garage door will be recessed a minimum of five (5) feet from the face of the porch for ‘Mist Haven L’
and ‘Stanhope’ unit types as shown in the elevation exhibit dated 8/2/13.
2. The garage door will be recessed a minimum of eight (8) feet from the face of the porch for ‘Naples D’ and
‘Naples N’ unit types as shown in the elevation exhibit dated 8/2/13.
VARIATION #6- Vary the Build- To Line:
The applicant submitted the following justification (Attachment A): “To help address this COD requirement, we have
provided a “Building Block Plan” indicating blocks and build-to lines which will be made part of the final plan documents.
However, in order to implement this plan, we are hereby requesting the following variations from the COD:
1. All lots that have frontage on roads with a curved centerline shall be allowed to vary from the 18 inch range
described by Note #1 on Page 16 of the COD.
2. The front yard of the following corner lots shall be established based on the following:
a. Lot 78 – Front Yard Setback on Boulder Hill Lane is 10 feet.
b. Lot 68 – Front Yard Setback on Boulder Hill Lane is 15 feet.
c. Lot 89 – Front Yard Setback on Future Roadway is 10 feet.
d. Lot 91 – Front Yard Setback on Future Roadway is 10 feet.
e. Lot 52 – Front Yard Setback on Glissade Lane is 10 feet.
3. Lot 103 shall have a 5’ yard along its frontage with Delphi Lane.”
Staff analysis of the variation request under Section 33.9 is guided by the factors in Section 8.5.5.3(c) as provided below:
1) The variation is consistent with the goals and objectives of the comprehensive plan.
The variation is consistent with the goals and objectives of the comprehensive plan by identifying what the build-to
line will be and allowing for flexibility based on the engineering on the site.
2) The variation does not increase the approved development density or intensity of development.
Density is not increased.
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 development is unaffected.
CASCADIA VARIATION
April 3, 2013 BOS
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AGENDA TITLE: SDP2013-025 Cascadia- Final Site Plan- Variations #5-6 from ZMA 2002-004
October 2, 2013
Page 3
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.
The variation is in general accord with the approved rezoning application by the creation of a ‘Building Block Plan’
that identifies what the build-to lines will be in certain areas.
VARIATION #6 RECOMMENDATION:
Staff recommends approval of the variation request #6 with the following condition:
1. Build to lines will match those shown on the Building Block Plan in the exhibit for Blocks 4-7 only dated
4/20/13.
2. Only lots 33, 46-49, 65-72, 79-85 shall be allowed to vary from the 18 inch range per note #1 on Page 16 of
the Code of Development.
RECOMMENDATION:
Staff recommends approval of variations #5 and #6 with the conditions and recommendations listed in this
report.
ATTACHMENTS:
A. Applicant request and exhibits.
Return to consent agenda
Return to regular agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Community Advisory Council Appointment Procedures
SUBJECT/PROPOSAL/REQUEST:
Approval of revised appointment procedures for
members of the Community Advisory Councils
STAFF CONTACT(S):
Foley, Davis, Catlin
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: No
REVIEWED BY:
BACKGROUND:
As part of the implementation of master planning for the development areas, the Board approved the formation of
Community Advisory Councils to continue community dialogue and citizen engagement once community development
plans are adopted. Currently there are active Councils in the Crozet, Pantops, Places29 and Village of Rivanna master
plan areas, and staff is recommending the appointment of a fifth Council for the southern and western neighborhoods in
the next several months. Currently, appointments to the Councils are made as vacancies occur according to the Board’s
established advertising and selection process. Because of the large number of Councils, and fairly regular turnover that
occurs on all of the Councils, there is a continuous process of advertising, application, appointment and orientation that is
time-consuming and disruptive to the Councils’ ability to perform their missions. Staff believes that an annual selection
process would streamline the appointment and orientation process and would provide more stability and continuity to the
Councils’ operations.
STRATEGIC PLAN:
Goal 6. Promote individual responsibility and citizen ownership of community challenges
DISCUSSION:
Each Community Advisory Council has between 13 and 15 active members who are appointed to two-year staggered
terms ending in January, March, or June, depending on the Council. Pursuant to their charters, the Councils meet
monthly with the exception of the Village of Rivanna, which meets quarterly unless more frequent meetings are
needed. When new members are appointed to a Council, they need to be oriented to the ir particular master plan and
educated on basic land use policies by staff before they can participate meaningfully in the work of the Council. In
addition, the Council needs to absorb the new members and to re-form as a group, as well as review past decisions
and operating procedures with the new members so that new members understand the important issues and how
they are to function. When Councils have to go through this process two or three times a year when new members
come on, they end up repeating a lot of material and losing efficiency and momentum in responding to important
issues. They are also challenged to achieve cohesiveness and a group identity when members are changing on a
regular basis.
There are staff impacts to consider as well. Currently community development and community relations staff is
required to do multiple orientations and education sessions for individual new appointees throughout the year, and it is
often challenging to get the new members oriented before they actually start attending Council meetings. This
orientation process would be much more efficient and meaningful if it could be conducted once annually for the entire
group of new members with sufficient time dedicated to complex and critical land use topics. In addition, the Board
Clerk’s office is in a continuous state of tracking rosters, advertising for vacancies, managing applications and issuing
letters of appointment under the current system. An annual process would ease that workload and make the process
much simpler and easy to manage.
Staff recognizes that it is important to keep Council membership at a robust level, and would not want to see the
Councils’ functions negatively impacted by a lack of adequate membership. Under an annual appointment process,
there should be an understanding that if a Council has more than three vacancies and is still more than three months
from the annual appointment cycle, those vacancies should be filled immediately.
AGENDA TITLE: Community Advisory Council Appointment Procedures
October 2, 2013
Page 2
BUDGET IMPACT:
There would be a savings in staff time for the Board Clerk and Community Development and Community Engagement
staff if the Board revises its Community Advisory Council appointment procedures to fill vacanc ies on an annual
appointment schedule.
RECOMMENDATIONS:
Staff recommends that the Board approve staff’s proposal to appoint members to the County’s Community Advisory
Councils when vacancies occur on an annual basis at the time regular terms expire unless there are more than three
vacancies on any Council at the same time with more than three months remaining from the annual appointment date.
Return to consent agenda
Return to regular agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Memorandum of Understanding Between the County of
Albemarle and the Economic Development Authority of
Albemarle County, Virginia
SUBJECT/PROPOSAL/REQUEST:
Approval of a Memorandum of Understanding Between
the County of Albemarle and the Economic Development
Authority of Albemarle County, Virginia for the County to
provide fiscal services to the EDA.
STAFF CONTACT(S):
Foley, Davis, Kamptner, Catlin, Burrell, and Koonce
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
On May 2, 2012, the Board adopted a resolution authorizing the issuance of refinancing bonds by the Economic
Development Authority of the City of Norfolk for bonds previously issued for Sentara Healthcare (Martha Jefferson
Hospital) that included a fee sharing agreement for administrative fees among the City of Norfolk, Albemarle County
and Prince William County. The agreement provides for an annual payment of an administrative fee to Albemarle
County.
Because Albemarle County’s Economic Development Authority (EDA) had not received such a fee in the past, it’s
Rules and Procedures did not address the process for receiving administrative fees. On July 11, 2012, the Board
adopted a resolution to approve amendments to the EDA’s Rules and Procedures that required an applicant to pay an
annual administrative fee, provided for a budgetary process to govern the expenditure of funds received by the EDA,
and established a tiered system for its application fees. Given all of these changes, the EDA desires to acquire fiscal
services and has requested that the County provide those fiscal services.
STRATEGIC PLAN:
Goal 3. Encourage a Diverse and Vibrant Local Economy
DISCUSSION:
The attached proposed Memorandum of Understanding (Attachment A) delineates the fiscal services to be provided
by the County, fees to cover the costs of those services and processes for disbursing and appropriating EDA funds.
As provided for in the EDA’s Rules and Procedures, any EDA Funds received by the County will be subject to
appropriation by the Board to the EDA. EDA funds will be disbursed upon request by the EDA for economic
development initiatives that support Albemarle County. However, no funds will be disbursed for any economic
development initiative unless there is agreement between the EDA and the Board for the initiative for which
disbursement is requested. At a joint work session in November, 2012, the Board and the EDA expressed their desire
to support several budget initiatives, including paying the County’s memberships for the Central Virginia Partnership
for Economic Development and for the Chamber of Commerce and providing financial support to the Piedmont
Council of the Arts Cultural Plan and the local Tech Tour. These initiatives can be funded by the EDA once the
attached MOU is approved and an appropriation is approved by the Board. Additional initiatives will be presented to
the Board for approval this winter following EDA discussion and consideration.
The attached proposed Memorandum of Understanding has been signed by the EDA and has been approved as to
form and substance by the County Attorney’s Office.
BUDGET IMPACT:
In FY 14, with EDA’s budget at $87,000.00, the County’s 1% fiscal services fee would be $870.00. Staff cannot
predict what EDA’s future budgets will be. In addition, the MOU allows the County to be reimbursed by the EDA for
having the EDA’s financial activity included in the County’s annual audit. The fiscal services would be provided by
existing County staff in the Board Clerk’s office and the Finance Department.
AGENDA TITLE: Memorandum of Understanding Between the County of Albemarle and the Economic Development
Authority of Albemarle County, Virginia
October 2, 2013
Page 2
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached Resolution (Attachment B) to approve the attached
Memorandum of Understanding (Attachment A) and to authorize the County Executive to sign the Memorandum of
Understanding on behalf of the County.
ATTACHMENTS:
A – Memorandum of Understanding
B – Resolution
Return to consent agenda
Return to regular agenda
RESOLUTION TO APPROVE
A MEMORANDUM OF UNDERSTANDING
BETWEEN THE COUNTY OF ALBEMARLE
AND THE ECONOMIC DEVELOPMENT AUTHORITY
OF ALBEMARLE COUNTY, VIRGINIA
WHEREAS, the Board finds it is in the best interest of the County to enter into a
Memorandum of Understanding with the Economic Development Authority of Albemarle
County, Virginia (“EDA”) for the County to provide fiscal services to the EDA.
NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of
Supervisors hereby authorizes the County Executive to execute a Memorandum of
Understanding between the County of Albemarle and the Economic Development Authority of
Albemarle County, Virginia, in a form approved by the County Attorney.
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 _________________________.
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Amended Economic Development Authority Rules and
Procedures
SUBJECT/PROPOSAL/REQUEST:
Approve an Amendment to the Economic Development
Authority Rules and Procedures to ensure consistency
with new Memorandum of Understanding
STAFF CONTACT(S):
Foley, Davis, Kamptner, Catlin
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Economic Development Authority of Albemarle County (“EDA”) now receives an annual administrative fee of
$1,000.00 per $1,000,000 of bonds issued. The fee is paid upon issuance of the bonds and each year thereafter. Section
4.3 of the EDA’s Rules and Procedures provides that the fee will be paid on the anniversary date of the bonds’ issuance.
On September 10, 2013, the EDA approved a Memorandum of Understanding (“MOU”) between the County and the EDA
for the County to provide fiscal services to the EDA. The MOU is being presented to the Board for approval under a
separate executive summary on the October 2, 2013 agenda. In developing the MOU, staff determined that, as more
bonds are issued by the EDA in the future, it may be desirable to amend the EDA’s Rules and Procedures to facilitate the
administration of those fees.
STRATEGIC PLAN:
Goal 3. Encourage a Diverse and Vibrant Local Economy
DISCUSSION:
The attached proposed Amendment to the to the EDA’s Rules and Procedures (Attachment A), which was approved
by the EDA on September 10, 2013, shows the proposed amendments in a Track Changes format. The proposed
Amendment requires that all annual administrative fees be paid at the end of the fiscal year (June 30) instead of on
the anniversary of each bond closing. This proposed change will simplify and streamline financial processing of the
fees. The proposed MOU is consistent with this proposed change. The proposed amendments to the other EDA
Rules and Procedures will provide that the County will not be required to pay an application fee if the County is an
applicant to the EDA, and that bonds issued for the benefit of the County will not be subject to the annual
administrative fee. These proposed amendments are consistent with other County fee provisions when the County is
an applicant.
BUDGET IMPACT:
There is no budget impact related to the Amended EDA Rules and Procedures.
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached Resolution (Attachment B) to approve the Amended EDA Rules
and Procedures (Attachment A).
ATTACHMENTS:
A – Proposed Amended Economic Development Authority Rules and Procedures
B – Resolution
Return to consent agenda
Return to regular agenda
RESOLUTION TO APPROVE AMENDMENTS TO
THE ECONOMIC DEVELOPMENT AUTHORITY OF
ALBEMARLE COUNTY, VIRGINIA RULES AND PROCEDURES
WHEREAS, the Economic Development Authority of Albemarle County, Virginia
(EDA) has proposed amendments to its Rules and Procedures; and
WHEREAS, the Board finds such amendments are appropriate to support the economic
vitality initiatives of the County.
NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of
Supervisors hereby approves the following amendments to the EDA’s Rules and Procedures:
1. Amending subsection 4.2 regarding application fees, as follows:
4.2 Application Fee. The Authority charges an Application fee of Five Hundred
Dollars ($500.00), payable to the County of Albemarle. The Application fee shall be
paid to the Authority's administrative agent, the County of Albemarle, prior to
consideration of the inducement resolution to be adopted on behalf of the Applicant.
Application fees, upon acceptance by the Authority, are non-refundable. No interest
shall be paid on Application fees. The County of Albemarle shall not be required to
pay the application fee if it is the Applicant.
2. Amending subsection 4.3(a) regarding annual administrative fees as follows:
4.3(a) Administrative Fees. If the Authority issues bonds for the benefit of the
Applicant, the financing documents shall include a requirement that the Applicant pay
the Authority an annual administrative fee of $1,000.00 per $1,000,000.00 of bonds
issued, or the prorated portion thereof, upon the issuance of bonds and annually
thereafter on June 30 each year thereafter until the bonds are paid in full. The annual
administrative fee shall only be applicable to the first $40,000,000.00 of bonds issued.
Except in the case of a refunding, the filing fee shall be applied as a credit against the
first annual fee at closing. Bonds issued for the benefit of the County of Albemarle
shall not be subject to the annual administrative fee. This section shall expire on June
30, 2015.
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 _________________________.
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2013 Budget Amendment and Appropriations
SUBJECT/PROPOSAL/REQUEST:
Approval of Budget Amendment and Appropriation
#2013106, #2013107, #2013109, #2013110 and
#2013111 for various general government and school
division programs.
STAFF CONTACT(S):
Foley, Letteri, Davis, and Allshouse, L.
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 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 13 budget due to the appropriation itemized below is $868,901.77. 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 five (5) appropriations as follows:
One (1) appropriation (#2013106) to appropriate funding to reconcile the various sources of revenue of the
Office of Facilities Development Internal Service fund. This appropriation will not increase the total budget
because already appropriated funding will be re-allocated between various funds.
One (1) appropriation (#2013107) to appropriate $97,279.05 for various school division programs;
One (1) appropriation (#2013109) to appropriate $596,724.44 to reconcile the Capital Program;
One (1) appropriation (#2013110) to appropriate $40,134.00 to the School 2011 EDA principal from the
General Government 2011 EDA principal. This appropriation will not increase the total budget because
already appropriated funding will be re-allocated; and
One (1) appropriation (#2013111) to appropriate $174,898.28 to reconcile various Special Revenue Funds.
RECOMMENDATIONS:
Staff recommends approval of appropriations #2013106, #2013107, #2013109, #2013110 and #2013111 to distribute
funds received from grants to the proper expenditure accounts for various school division and general 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 #2013106 $0.00
This appropriation will not increase the County Budget
Source: General Gov’t Capital Program Fund fund Bal $ -19,263.31
General Fund fund Balance $ 19,263.31
The Office of Facilities Development provides project management support for School and Local Government’s capital
projects. In FY 13 the Office of Facilities Development began operating as an internal service fund and charges
hourly-based project management (PM) fees for their work on individual projects. Initial project management budgets
are estimated based on the number of projects and the time anticipated to complete the projects. The Office of
Facilities Development also provides services for General Government projects that fall outside of the Capital budget.
This appropriation request is to reconcile the budget to reflect the actual expenses incurred by various Capital
Program projects in FY 13, including expenses that were incurred by the General Fund-supported operations.
This request is to:
appropriate $19,263.31 of the General Fund fund balance to accurately account for the operational
expenses incurred by the Office of Facilities Development for project management services in FY 13 and to
equally reduce the use of the General Government Capital Program Fund;
re-allocate $89,426.59 for project management services within the General Government Capital Program
fund, appropriate $11,925.85 from the General Government Capital Program for project management
services to the School Capital Program for project management services and to re -allocate $133,036.41
designated for project management services within the School Capital Program fund; and
re-allocate $ 4,290.05 for project management services within the Stormwater Capital Program fund.
Appropriation #2013107 $97,279.05
Source: Local Revenue $ 83,227.05
State Revenue $ 14,052.00
These requests are to appropriate School Division funding approved by the School Board on August 8, 2013:
This request is to appropr iate $14,052.00 in State revenue for the School Division’s Algebra Readiness
Program. This program provides mathematics intervention services to middle school students who are at
risk of failing. Expenditures have exceeded appropriations for FY 13 due to an unbudgeted increase in
funding from the State. This request is to appropriate funding to cover these increases and to balance the
fund.
This request is to also appropriate $83,227.05 to the School Division’s Club Yancy Program. Club Yancey
collected $21,037.00 in tuition fees, $16,160.05 from fundraisers and donations, $45,000.00 from the
Charlottesville Area Community Foundation, and $1,030.00 from field trip fees for a total of $83,227.05
during FY 13. These funds were used to cover operating expenses and field trip expenses for the Club
Yancey program during FY 13.
Appropriation #2013109 $596,724.44
Source: General Gov’t Capital Fund fund Bal $ 1,500,000.00
School Capital Loan Proceeds $ -903,275.56
This request is to reconcile the budget with actual expenses incurred by various Capital Program projects in FY 13
and to ensure funds maintain positive balances pending the County’s receipt of loan proceeds.
This request is to appropriate $99.44 from the Fire Department Contingency to the Pant ops Emergency
Medical Services Project for the ambulance stationed at Martha Jefferson Hospital to cover higher than
anticipated equipment costs. This request will not increase the County Budget.
Attachment A
This request is to appropriate a temporary transfer of $1,500,000.00 from the General Government Capital
Fund fund balance to the School Capital Fund fund balance. Loan proceed issuances are scheduled every
other year to achieve savings for the cost of issuances. This request will maintain positive balances in the
separate Captial funds pending receipt of loan proceeds in the fall of 2013 (FY 14).
This appropriation will also provide funding to support start up expenses for those approved FY 14 School
Capital projects that occurred in FY 13. These School Capital projects experienced expenditures in FY 13
because it was necessary for construction work to start in mid-June (after school ends) to ensure that the
work was completed before the start of school in late August. Although no bills were paid in FY 13 for these
projects and FY 14 funds were appropriated for these project costs, bookkeeping requirements require that
the funding be shown as a FY 13 expense. This appropriation will decrease the use of School Capital Fund
loan proceeds by $903,275.56, increase the FY 13 School Capital Maintenance Program budget by
$451,413.00, increase the FY 13 Murray High School project budget by $92,424.44, and increase the FY 13
Contemporary Learning Project budget by $52,887.05. The total net budget increase is $596,724.44. For
the FY 15 - FY 19 CIP, staff will propose options which will employ best practices to accommodate the
timing of these types of tightly scheduled School CIP projects.
In a separate October 2, 2013 appropriation request (#2014043) included in the FY 14 Budget Amendment
and Appropriations Executive Summary, there is a request to equally reduce the FY 14 project budgets and
to return the $1,500,000.00 from the School Capital Fund fund balance to to the General Government
Capital Fund fund balance.
Appropriation #2013110 $0.00
This appropriation will not increase the County Budget
Source: General Fund fund Balance
The General Government and School Division each has its own Debt Service Fund that provides funding for the
principal and interest expenses associated with debt issuances for capital projects. Expenses include principal and
interest for the 2011 EDA debt issuance which included both school projects and general government projects. The
principal and interest is amortized proportionally between the funds for the 2011 EDA and budgeted accordingly. For
FY 13, while total budget is correct, the amount of funding budgeted to each fund requires redistribution. This
appropriation reconciles the budget to the actual expenses per fund.
This request is to appropriate $40,134.00 for the School Debt Service portion of the 2011 EDA Principal and reduce
the General Government Debt Service portion of the 2011 EDA Principal by the equivalent amou nt to reconcile the
overall 2011 EDA Principal and Interest payments for FY 13. This has a net zero impact to the total budget.
This request will amend the General Fund Transfer to the Debt Service Fund by appropriating $40,134 .00 for the
School Debt Service portion of the 2011 EDA Principal and will reduce the General Government Debt Service portion
of the 2011 EDA Principal by the equivalent amount.
Appropriation #2013111 $ 174,898.28
Source: Local Revenue – Recovered Costs $ 40,644.11
Special Revenue Fund fund balance $ 134,254.17
This request is to appropriate funding associated with the following Special Revenue Funds:
This request is appropriate $134,254.17 for Housing Choice Voucher (HCV) Program expenditures beyond
the currently appropriated budget for this fund. These funds are disbursed to landlords participating in the
HCV as rental and utility subsidies for applicaple voucher holders. This funding is provided from this fund’s
fund balance.
This request is to appropriate $40,017.11 for costs associated with the Project Director position of the
Foothills Child Advocacy Center in FY 13. All salary and benefits associated with this position are reimbursed
to the County by the Foothills Child Advocacy Center.
This request is to appropriate $627.00 in recovered costs for the Criminal Justice Program administered by
Offender Aid and Restoration, based on actual revenues and expenditures.
Attachment A
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
RSWA Service Agreements
SUBJECT/PROPOSAL/REQUEST:
Extend Current RSWA Service Agreements through
June 30, 2014
STAFF CONTACT(S):
Foley, Walker, Davis, Graham, Shadman
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
Over the last year, the County has considered alternatives to continuing solid waste services with the Rivanna Solid Waste
Authority (RSWA). Solid waste services currently provided by RSWA require County financial support and that support is
established by two agreements, the Ivy Material Utilization Center Programs Agreement and the Local Government
Support Agreement for Recycling Programs. The County did not provide notice to RSWA by January 1, 2013 to extend
the current funding agreements for services at the Ivy Materials Utilization Center (MUC) and the McIntire Road Recycling
Center through FY14 so that the County could pursue other options. In doing so, County staff recognized that the County
would need temporary agreements with RSWA for RSWA to continue providing services for the period of July 1, 2013 (the
expiration date of the current agreements) until the County begins to manage those services. The agreements were
extended in June 2013 to continue services through December 2013. In July 2013, the Board determined the County
should establish three convenience centers and continue support of the McIntire Recycling Center for an undetermined
period. Recognizing that none of the convenience centers would be established by December 2013, the Board requested
that RSWA amend the agreements to continue services through June 2014. The attached amendments to the current
agreements (Attachment A) are provided to serve this purpose.
STRATEGIC PLAN:
Goal 2. Provide community facilities that meet existing and future needs.
DISCUSSION:
The Amendment No. 2 to Ivy Material Utilization Center Programs Agreement and Amendment No. 2 to Local
Government Support Agreement for Recycling Programs are provided as Attachment A. Both agreements continue
the current funding arrangement for RSWA services through June 2014. With the exception of the effective dates, the
terms and conditions of this agreement are the same as the current agreement. The agreement for Recycling
Programs includes the City as a participant, while the MUC agreement does not.
Finally, the County is currently working to put at least one convenience center in place on or before July 1, 2014,
based on direction provided by the Board at its July 10, 2013 meeting. Based on that direction, the MUC agreement
would be allowed to expire in June 2014 while it is anticipated the recycling agreement will continue through FY15. The
terms of the recycling agreement require that the County and City notify RSWA prior to May 2014 if that agreement is
to be extended into FY15.
BUDGET IMPACT:
Based on historical payments to RSWA under the agreements and financial reports for the current fiscal year, it is
anticipated that the cost required to be paid by the County will be between $300,000 and $500,000 for the time
period between July 2013 and June 2014. Three hundred thousand dollars ($300,000) of funding was included in
the FY14 Budget. If the support payments exceed $300,000, it will be necessary to make an additional
appropriation to continue services through June 2014. This could potentially be done by a one-time shift of funds
from the Ivy Remediation line item in the CIP.
RECOMMENDATIONS:
Staff recommends that the Board authorize the County Executive to sign the two attached agreement amendments
with RSWA on behalf of the County, subject to approval as to content and form by the County Attorney.
ATTACHMENTS:
A – Local Support Agreements for RSWA Services at Ivy MUC and RSWA Recycling Services
Return to consent agenda
Return to regular agenda
1
AMENDMENT NO. 2 TO
IVY MATERIAL UTILIZATION CENTER PROGRAMS AGREEMENT
BETWEEN
THE COUNTY OF ALBEMARLE
AND
THE RIVANNA SOLID WASTE AUTHORITY
This Amendment No. 2 to the Ivy Material Utilization Center Programs Agreement
(this “Amendment”) is made this ___day of ___________, 2013 by and between the County of
Albemarle, Virginia (the “County”) and the Rivanna Solid Waste Authority (the “Authority”,
individually a “Party”, and together referred to as the “Parties”).
WHEREAS, the County and the Authority entered into a certain Ivy Material Utilization Center
Programs Agreement dated August 23, 2011 (the “Original Agreement”),
providing for the County’s financial support for, and the Authority’s operation of,
the Ivy MUC; and
WHEREAS, the Original Agreement provided that such financial support and operations
continue through the Authority’s fiscal year ending June 30, 2012, with the
County retaining an exclusive option to extend the Original Agreement for two
successive one-year periods by giving prior written notice to the Authority; and
WHEREAS, the County exercised its first option to extend the term of the Original Agreement
through June 30, 2013, but elected not to exercise its second option to extend the
term through June 30, 2014 and instead requested an extension of the term of the
Original Agreement through December 31, 2013; and
WHEREAS, the County and the Authority entered into Amendment No. 1 to the Original
Agreement dated June 7, 2013 extending the term of the Original Agreement
through December 31, 2013 (the Original Agreement, as amended by Amendment
No. 1, hereinafter, the “Agreement”); and
WHEREAS, the County desires an additional extension of the term of the Agreement through
June 30, 2014.
NOW, THEREFORE, the Parties agree to amend the Agreement as follows:
1.Amendment to Section 4. Section 4 of the Agreement, entitled “Quarterly
Payments”, is amended by deleting the last sentence of such Section added under Amendment
No. 1.
2.Amendment to Section 5. Section 5 of the Agreement, entitled “Increase or
Decrease in the Ivy Material Utilization Center Deficit”,is amended by deleting the last sentence
of such Section added under Amendment No. 1.
2
3.Amendment of Section 6. Section 6 of the Agreement, entitled “Term of
Agreement”, is amended and restated as follows:
6.Term of Agreement
This Agreement shall be effective upon execution and the County’s financial
participation requirements shall be retroactive to July 1, 2011 and shall continue
through June 30, 2014.
4.Miscellaneous.Capitalized terms used herein shall have the meanings ascribed
to them in the Agreement unless otherwise specifically defined herein. Except as expressly
modified hereby, all other terms and conditions of the Agreement shall remain unchanged and
shall continue in full force and effect. This Amendment may be executed in two or more
counterparts, each of which shall be deemed an original, and all of which together shall constitute
one and the same instrument.
IN WITNESS WHEREOF, the Parties have executed this Amendment as of the dates
below.
THE COUNTY OF ALBEMARLE:
______________________________ __________________
Thomas C. Foley Date
County Executive
RIVANNA SOLID WASTE AUTHORITY:
Thomas L. Frederick, Jr.Date
Executive Director
49789297_2
1
AMENDMENT NO. 2 TO
LOCAL GOVERNMENT SUPPORT AGREEMENT FOR RECYCLING PROGRAMS
AMONG
THE CITY OF CHARLOTTESVILLE
THE COUNTY OF ALBEMARLE
AND
THE RIVANNA SOLID WASTE AUTHORITY
This Amendment No. 2 to the Local Government Support Agreement for Recycling
Programs (this “Amendment”) is made this ___day of ___________, 2013 by and among the
City of Charlottesville, Virginia (the “City”), the County of Albemarle, Virginia (the
“County”) and the Rivanna Solid Waste Authority (the “Authority”, individually a “Party”,
and together referred to as the “Parties”).
WHEREAS, the City, the County and the Authority entered into a certain Local Government
Support Agreement for Recycling Programs dated August 23, 2011 (the “Original
Agreement”) providing the terms of the City’s and County’s shared financial
support and Authority’s operation of the Recycling Services; and
WHEREAS, the Original Agreement provided that such financial support and operations
continue through the Authority’s fiscal year ending June 30, 2012, with the City
and County retaining an exclusive option to extend the Original Agreement for
two successive one-year periods by giving prior written notice to the Authority;
and
WHEREAS, the City and County exercised their first option to extend the term of the Original
Agreement through June 30, 2013, but the County elected not to exercise its
second option to extend the term through June 30, 2014 and instead requested,
with the concurrence of the City, an extension of the Original Agreement through
December 31, 2013; and
WHEREAS, the City, the County and the Authority entered into Amendment No. 1 to the
Original Agreement dated June 5, 2013 extending the term of the Original
Agreement through December 31, 2013 (the Original Agreement, as amended by
Amendment No. 1, hereinafter, the “Agreement”); and
WHEREAS, the County desires an additional extension of the term of the Agreement through
June 30, 2014, and the City is agreeable to an extension for such period.
NOW, THEREFORE, the Parties agree to amend the Agreement as follows:
1.Amendment to Section 2. Section 2 of the Agreement, entitled “Quarterly
Payments,” is amended by deleting the last sentence of such Section added under Amendment
No. 1.
2
2.Amendment to Section 3. Section 3 of the Agreement, entitled “Increase or
Decrease in the Recycling Operations Deficit,” is amended by deleting the last sentence of such
Section added under Amendment No. 1.
3.Amendment to Section 4. Section 4 of the Agreement, entitled “Term of
Agreement,” is amended and restated as follows:
4.Term of Agreement. This Agreement shall be effective upon execution
and the financial participation requirements shall be retroactive to July 1, 2011
and shall continue through June 30, 2014.
4.Miscellaneous. Capitalized terms used herein shall have the meanings ascribed
to them in the Agreement unless otherwise specifically defined herein. Except as expressly
modified hereby, all other terms and conditions of the Agreement shall remain unchanged and
shall continue in full force and effect. This Amendment may be executed in two or more
counterparts, each of which shall be deemed an original, and all of which together shall
constitute one and the same instrument.
IN WITNESS WHEREOF, the Parties have executed this Amendment as of the dates
below.
CITY OF CHARLOTTESVILLE:
______________________________ __________________
Maurice Jones Date
City Manager
COUNTY OF ALBEMARLE:
______________________________ __________________
Thomas C. Foley Date
County Executive
RIVANNA SOLID WASTE AUTHORITY:
Thomas L. Frederick, Jr.Date
Executive Director
49789660_3
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Lewis & Clark Exploratory Center Loan Extension
SUBJECT/PROPOSAL/REQUEST:
Approve loan extension for Lewis & Clark Exploratory
Center
STAFF CONTACT(S):
Foley, Letteri, Davis and Henry
PRESENTER (S): N/A
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: X INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Lewis & Clark Exploratory Center (“LCEC”) leases property jointly owned by the County of Albemarle and the City of
Charlottesville located at Darden Towe Park for the purpose of establishing the Lewis & Clark Exploratory Center. The
LCEC was awarded grants totaling $800,000.00 from the Transportation Enhancement Fund Program (“VDOT
Enhancement Program”) administered by the Virginia Department of Transportation (“VDOT”) to provide funding (to be
combined with other funds to be raised by the LCEC) for the construction of an educational building, an access road and
parking area, and a connecting trail network at Darden Towe Park. The LCEC’s application for the VDOT Enhancement
Program required the County to be responsible for accepting the grant from VDOT. The County was required to enter into
a Project Agreement between VDOT and the County to ensure VDOT’s requirements for funding eligibility were met. The
County then entered into a separate Pass-Through Agreement with LCEC that, in turn, passed along all of the County’s
responsibilities under the VDOT Enhancement Program to the LCEC, including holding the County harmless from any
liabilities created by the County’s acceptance of the VDOT Enhancement Program grants.
The LCEC advised the County that its fund-raising efforts had fallen short of the goal and by letter dated March 19, 2013,
requested that the County and City provide funding assistance in the form of a short-term loan to ensure the project is
completed and all requirements related to the enhancement grant are met. The total shortfall was estimated at $260,000.
In order to assist the LCEC and ensure that the grant requirements are met, the Board, at its April 3, 2013 meeting,
approved an appropriation of $130,000 to the Economic Development Authority (EDA) for the purpose of the EDA
providing a short-term loan to the LCEC. The appropriation was subject to the following conditions: (1) an agreement
between the County and the EDA regarding the EDA’s reimbursement of the funds to the County when the LCEC repays
the loan; (2) a note or some other instrument acceptable to the County Attorney by which the LCEC would agree to repay
the loan to the EDA within 6 months; and (3) the City of Charlottesville contributing or committing to contribute the other
$130,000 required to make up the $260,000 shortfall.
STRATEGIC PLAN:
Goal 4. Protect the County’s parks and its natural, scenic and historic resources in accordance with the County’s
established growth management policies.
DISCUSSION:
The EDA loan agreement and note were executed on April 17, 2013, and funds were forwarded to LCEC by check
dated April 18, 2013. Pursuant to the loan and note terms and conditions, the $130,000 loan is due and payable to the
EDA on October 17, 2013; provided that, upon receipt of a written request from the LCEC before October 17, 2013,
the EDA, at its sole discretion, and with the approval of the Board of Supervisors, may extend the due date. In a letter
to the EDA dated August 27, 2013 (attached), the LCEC advised the County that they will be unable to raise all of the
funds ($130,000) by the repayment deadline and have requested a six-month extension.
Staff is sympathetic to this extension request, however, it would recommend an examination and reconsideration of
the terms and conditions of the loan if any additional extensions are requested.
BUDGET IMPACT:
There is no impact to the budget as the funds have been previously appropriated. Upon repayment, the $130,000
would be returned to the Capital Reserve.
AGENDA TITLE: Lewis & Clark Exploratory Center Loan Extension
October 2, 2013
Page 2
RECOMMENDATIONS:
Staff recommends that the Board approve LCEC’s requested extension of six months and request that the EDA
extend the date by which the loan is due and payable subject to the same terms and conditions. Future extension
requests are not recommended under current note terms and conditions.
ATTACHMENTS:
Lewis & Clark Extension Request Letter
Return to consent agenda
Return to regular agenda
Board‐to‐Board
October, 2013
A monthly report from the Albemarle County School Board to the Albemarle County Board of Supervisors
10 Day Enrollment --Enrollment at the 10 day mark is within one percent of projections; final enrollment
numbers for federal and state reporting purposes will be calculated as of September 30. The schools with the
largest enrollment increases are in the Northern Feeder pattern: Greer Elementary, Woodbrook Elementary, and
Baker Butler Elementary; Jack Jouett Middle; and Albemarle High School.
Resolution Passed in Support of OEI Lawsuit-- The Board voted to support a lawsuit filed by the Virginia
School Boards Association (VSBA) and the Norfolk City School Board that would overturn the ability of the state
to take operational control of individual schools in Virginia from local school boards. Earlier this year, Governor
McDonnell signed legislation to create the Opportunity Educational Institution (OEI) that creates an appointed
board to take over operation of any public school denied accreditation or accredited with warning for three
consecutive years, removing authority from local school boards. Attorney General Ken Cuccinelli has said he will
not defend OEI, and Governor McDonnell has promised to find outside council to represent the state in the suit.
Federal Benchmark Results Released--Benchmarks for federal accountability standards, called annual
measurable objectives (AMO), were released. In order to meet AMO, schools must demonstrate progress towards
closing achievement gaps in each of 36 subgroups. Two Albemarle schools were identified as focus schools for
not meeting AMO in all 36 of its required subgroups: Scottsville Elementary and Woodbrook Elementary. These
schools will be provided with additional support to make the necessary improvements and changes to their
programs to meet the federal requirements.
Student Rankings Examined--Concerns have been raised by ACPS parents on the practice of reporting a
student’s ranking by decile to college and university admission offices. Students with strong academic records but
outside of the top ten percent of their class may be at a disadvantage. The current trend is moving away from
reporting ranking; about half of Virginia school divisions no longer report this data to admission offices. ACPS
staff is surveying the community and examining the impact of a change to the existing policy, and will present a
recommendation at the October 10 Board meeting.
Accreditation Results Released--The Virginia Department of Education released state accreditation results, based
on SOL scores, on September 20. All but three ACPS schools remain fully accredited by the state, with the
exception of B.F. Yancey Elementary, Red Hill Elementary, and Scottsville Elementary, which are accredited
with warning. While Albemarle County students outperform the state average on 75% of the tests, improvements
will be identified to ensure that all students can meet the increased rigor incorporated into the SOLs over the past
two years.
National Merit Semifinalists--Seven ACPS students were named semifinalists for the National Merit Scholarship.
Semifinalists are selected from the highest scores earned on the PSAT in each state. Finalists will be selected
based on academic achievement and student leadership, and will be eligible to compete for a $2,500 scholarship.
The semifinalists are: Sharon Fernandez, Monticello; Angela Li, Western Albemarle; Sophia Webb, Western
Albemarle; and Reece Echelberger, Olivia Lewis, Jesse Smyth, and Laura Ungar, all of Albemarle High School.
Symposium Held at Albemarle High School--A panel discussion highlighting information on historically black
colleges and universities (HBCUs) will be held at Albemarle High School on September 24. While a statewide
event is held in Northern Virginia each year, this will be the first event of its kind locally. The event increases
awareness of the opportunities offered by HBCUs, and discusses the importance of college preparation well
before the senior year begins.
Elementary School Earns Federal Designation-- Meriwether Lewis Elementary has been designated a Blue
Ribbon School by the U.S. Department of Education. The school was one of the ten highest performing schools in
the state, recognized for its exceptional student achievement on the state assessment tests. The school places a
high value upon student-centered learning, a devotion to healthy body, healthy mind environments and the
involvement of an experience-rich local community eager to share in the intellectual and social maturity of
students.
Donations to Albemarle County Public Schools-- Albemarle County Public Schools received the following
donations:
Crozet Elementary received a donation of $265.78 from the Crozet PTO for the purchase of paper.
Murray High School received a donation of $100.00 for use in the Student Snack/Meal fund.
Stony Point Elementary received a donation of $318.62 from the Stony Point PTO for student art
supplies.
School Board website: www.k12albemarle.org
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Albemarle County Debt Financing - 2013
SUBJECT/PROPOSAL/REQUEST:
Resolution approving a plan to finance certain public
facilities projects through the issuance of revenue and
refunding bonds by the Economic Development Authority
of the County of Albemarle
STAFF CONTACT(S):
Foley, Letteri, Davis, and Burrell
PRESENTER (S): Betty Burrell
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
On April 3, 2013, the Board adopted the County’s FY 14 Operating and Capital Improvement Program (CIP) budgets.
The FY14 CIP budget, after amendments, included bond revenue of $11.1 million as a source of funding. The Board
adopted the County’s FY 13-17 CIP, after amendments, which identified bond revenue of $26.1 million as a source of
funding in FY13. The County funded FY 13 projects with cash, anticipating a FY 14 bond issuance. This Executive
Summary presents to the Board for its consideration a financing option for the County to finance FY 14 capital projects
and to reimburse the County for cash it expended for FY 13 projects.
STRATEGIC PLAN:
Goal 1. Provide excellent educational opportunities to all Albemarle County residents; and
Goal 2. Provide Community Facilities that meet existing and future needs.
DISCUSSION:
On September 10, 2013, the County’s Financial Advisors, Davenport and Company, presented a proposed plan of
lease financing to the Economic Development Authority of Albemarle County, Virginia (EDA), which is enabled to
assist the County in financing local government facilities and equipment.
Under the proposed strategy, the County would issue debt via a Public Sale using the EDA as the financing conduit in
an amount not to exceed $40 million (Project costs, cost of issuance, and a reserve equal to up to one year’s debt
service, if required). Based on the County’s excellent credit rating, it is expected that the debt would be issued with
credit ratings near AAA levels (in the AA category). The EDA Bonds will be secured by the lease structure described
in Attachment A. To support the marketability of the Bonds, the County Executive, in consultation with the Financial
Advisor, may determine to include additional security for the bonds by offering one or more of the following County-
owned properties as collateral security for the proposed Ground Lease and the Financing Lease: (a) the new Crozet
Library, (b) the new Northside Library, and (c) the 5th Street Office Building. The County, subject to appropriation, will
make lease payments to the EDA to enable it to make debt service payments assoc iated with this debt issuance.
The County’s bond counsel, Hunton and Williams, has prepared a summary of the County’s proposal to finance the
FY13 and FY14 CIP financed projects (Attachment A). All financial documents referenced in Attachment B are
available for Board and public review in the Board Clerk’s Office.
BUDGET IMPACT:
While interest rates today have risen from historic lows, they are still at very favorable levels. The County anticipated
and budgeted for the additional debt service payments in its five-year financial plan. This financing continues
adherence to the County’s financial policies regarding debt limits, debt capacity, debt affor dability, and debt
repayment standards.
AGENDA TITLE: Albemarle County Debt Financing – 2013
October 2, 2013
Page 2
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached Resolution Approving a Plan to Finance Certain Public Facilities
Projects Through the Issuance of Revenue Bonds by the Economic Development Authority of the County of
Albemarle (Attachment B) and authorize the Chairman of the Board and the County Executive to execute all
necessary financing documents after approval as to substance and form by t he County Attorney.
ATTACHMENTS:
A – Lease Finance Summary
B – Board of Supervisors Resolution
Return to agenda
Overview of Financing Structure for the Proposed Lease Revenue Bond Financing
through the Economic Development Authority
1. The County has determined to reimburse or finance costs described in its capital
improvement plans for Fiscal Years 2013 and 2014. Based on the recommendation of the
County’s financial advisor and after consultation with counsel, the County has determined to
undertake these objectives through a bond issuance with the Economic Development Authority
of Albemarle County, Virginia (the “EDA”). The EDA is authorized under provisions of the
Industrial Development Authority and Revenue Bond Act (in the Virginia Code) to assist the
County in financing local government facilities and equipment.
2. The financing structure contemplates that the EDA will issue lease revenue bonds
(the “EDA Bonds”) in a public offering and loan the proceeds to the County for use in paying the
costs of the new money projects. The EDA Bonds will be secured by the lease structure
described below. The EDA Bonds will be issued as “additional bonds” under an existing lease
financing structure with the County which was first implemented in 2003 and used again in
2011.
3. Under the lease structure, the County will lease to the EDA one or more of the
following County properties pursuant to the terms of a prime (or ground) lease – (a) the 5th Street
Office Building, (b) the Crozet Library, and (c) the Rio Property Library and County storage
facility. As such, the County will never give up fee simple title to the leas ed property. The
prime lease will end upon the earlier of (i) a date usually five years after the final maturity of the
EDA Bonds and (ii) the date on which final payment is made on the EDA Bonds. Based on
feedback from the rating agencies as to the desired loan to value ratio (i.e. the value of the leased
collateral compared to the principal amount of the EDA Bonds) and essentiality determinations,
the County Executive will decide how much leased collateral will be necessary to achieve
favorable ratings.
4. The EDA will lease the leased property back to the County for its use pursuant to
the terms of a Financing Lease Agreement. The County will then undertake to make lease
payments to the EDA in amounts and at times sufficient to enable the EDA to pay debt service
on the EDA Bonds. The County’s payment obligations under the Financing Lease Agreement
will be subject to appropriation from time to time by the Board of Supervisors of sufficient
monies for such purpose. In the unlikely event of non-appropriation or default, the Trustee for
the EDA Bonds will be allowed to evict the County from the leased property and re -lease it to
other parties, but only through the remaining term of the prime lease.
Return to exec summary
26222.000047 EMF_US 47234306v4
RESOLUTION APPROVING A PLAN TO FINANCE CERTAIN PUBLIC
FACILITIES PROJECTS THROUGH THE ISSUANCE OF REVENUE
BONDS BY THE ECONOMIC DEVELOPMENT AUTHORITY OF THE
COUNTY OF ALBEMARLE
WHEREAS, the Industrial Development Authority of Albemarle County, Virginia (now
the Economic Development Authority of Albemarle County, Virginia) (the “Authority”),
pursuant to the Industrial Development and Revenue Bond Act (the “Act”) under which it is
created, is authorized to exercise all the powers set forth in the Act, which include, among other
things, the power to make loans to, among others, a county in furtherance of the Act, to finance
or refinance and lease facilities for use by, among others, a county, to issue its revenue bonds,
notes and other obligations from time to time for such purposes and to pledge all or any part of
its revenues and receipts derived from payments received by the Authority in connection with its
loans or from the leasing by the Authority of such facilities or from any source, as security for
the payment of principal of and interest on any such obligations; and
WHEREAS, the Board of Supervisors of Albemarle County, Virginia (the “County”)
desires to reimburse or finance, in conjunction with the Authority, costs described in the
County’s Capital Improvement Plans for Fiscal Years 2013 and 2014 (collectively, the “CIP
Project”); and
WHEREAS, the County desires to request the Authority to issue its Public Facility
Revenue Bonds (Albemarle County Project), Series 2013 (the “Bonds”), and use the proceeds to
(a) reimburse or finance costs of the CIP Project and (b) pay the related costs of issuing the
Bonds; and
WHEREAS, the Bonds will be secured in part by payments appropriated from time to
time by the Board of Supervisors and payable to the Authority in accordance with the terms of
the Financing Agreement (as defined herein); and
WHEREAS, to improve the marketing of the Bonds at attractive interest rates,
Davenport & Company LLC, the County’s financial advisor (the “Financial Advisor”), has
recommended that the County consider providing additional security for the Bonds by
undertaking a lease/lease-back financing arrangement with the Authority of certain County
property (the “Property”); and
WHEREAS, there have been circulated prior to this meeting drafts of the following
documents (collectively, the “Documents”), proposed in connection with the issuance and sale of
the Bonds:
(a) Third Supplemental Agreement of Trust, supplementing the Agreement of Trust
dated as of March 1, 2003, as previously supplemented (collectively, the “Trust
Agreement”), all between the Authority and U.S. Bank National Association, as
successor trustee (the “Trustee”), pursuant to which the Bonds are to be issued;
(b) Second Supplemental Financing Agreement (the “Supplemental Financing
Agreement”), supplementing a Financing Agreement dated as of March 1, 2003,
2
as previously supplemented (collectively, the “Financing Agreement”), all
between the Authority and the County, pursuant to which the Authority will loan
the proceeds of the Bonds to the County and the County will undertake, subject to
appropriation, to make payments to the Authority in amounts sufficient to pay the
principal of and premium, if any, and interest on the Bonds and certain other
related costs;
(c) Preliminary Official Statement of the Authority relating to the public offering of
the Bonds (the “Preliminary Official Statement”);
(d) Notice of Sale (attached as Appendix H to the Preliminary Official Statement)
(the “Notice of Sale”) (applicable only if the Bonds are sold through a
competitive sale);
(e) Continuing Disclosure Agreement (attached as Appendix F to the Preliminary
Official Statement), pursuant to which the County agrees to undertake certain
continuing disclosure obligations with respect to the Bonds;
(f) Deed and Agreement of Ground Lease (the “Ground Lease”), between the
Authority and the County, conveying to the Authority a leasehold interest in
certain County real property as hereinafter described (the “Property”);
(g) Deed and Agreement of Financing Lease, between the Authority and the County
(the “Financing Lease”), conveying to the County a subleasehold interest in the
Property; and
(h) Assignment Agreement (the “Assignment Agreement”), between the Authority
and the Trustee, assigning to the Trustee certain rights of the Authority under the
Ground Lease and the Financing Lease.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS
OF ALBEMARLE COUNTY, VIRGINIA:
1. The following plan for financing the CIP Project is hereby approved. The
Authority will issue the Bonds in an aggregate principal amount not to exceed $40,000,000. The
Authority will use the proceeds of the Bonds to reimburse or finance costs of the CIP Project and
pay the costs of issuing the Bonds. Pursuant to the Financing Agreement, the County will
undertake to make certain Basic Payments and Additional Payments (each as defined in the
Financing Agreement) to the Authority in amounts sufficient to amortize the Bonds, to pay the
fees or expenses of the Authority and the Trustee and to pay certain other related costs. The
obligation of the Authority to pay principal of and premium, if any, and interest on the Bonds
will be limited to Basic Payments and Additional Payments received from the County. The
Bonds will be secured in part by an assignment of the Basic Payments and certain Additional
Payments due under the Financing Agreement, all for the benefit of the holders of the Bonds.
The undertaking by the County to make Basic Payments and Additional Payments will be subject
to the appropriation by the Board of Supervisors from time to time of sufficient amounts for such
purposes. As additional security for the Bonds, the County will grant to the Authority a
leasehold interest in the Property pursuant to the terms of the Ground Lease. The Authority will
3
sublease the Property to the County pursuant to the terms of the Financing Lease. The County
Executive is authorized to determine, in consultation with the Financial Advisor as to what
would improve the marketing of the Bonds at attractive interest rates, which one or more of the
following County-owned properties shall constitute the “Property” for purposes of the Ground
Lease and the Financing Lease: (a) the 5th Street Office Building, (b) the Crozet Library, and
(c) the Rio Property Library and County storage facility. Payments due under the Financing
Lease will be credited in an amount and time to the extent the County makes all Basic Payments
and Additional Payments due under the Financing Agreement with respect to the Bonds. The
plan of financing the CIP Project shall contain such additional requirements and provisions as
may be approved by the County Executive and the Chairman or Vice Chairman of the Authority.
2. The Board of Supervisors, while recognizing that it is not empowered to make
any binding commitment to make appropriations beyond the current fiscal year, hereby states its
intent to make appropriations in future fiscal years in amounts sufficient to make all payments
due under the Financing Agreement, which payments, as applicable, shall be credited toward the
payment of amounts due under the Financing Lease, and hereby recommends that future Board
of Supervisors do likewise during the term of the Financing Agreement and, if applicable, the
Financing Lease. The Board of Supervisors hereby confirms that the CIP Project is essential to
the efficient operation of the County and the Board of Supervisors anticipates that the CIP
Project will continue to be essential to the operation of the County during the term of the
Financing Agreement and the Financing Lease.
3. The Chairman of the Board of Supervisors and the County Executive, either of
whom may act, are hereby authorized and directed to execute the Documents to which the
County is a signatory, which shall be in substantially the forms circulated prior to this meeting,
which are hereby approved, with such completions, omissions, insertions and changes not
inconsistent with this Resolution as may be approved by the officer signing such Documents, the
execution and delivery thereof to constitute conclusive evidence of the officer’s approval of any
such completions, omissions, insertions and changes. The County Attorney is hereby authorized
to cause the Ground Lease, the Financing Lease, the Assignment Agreement and other
documents as are necessary to be recorded in the Clerk’s Office of the Circuit Court of
Albemarle County.
4. In making completions to the Supplemental Financing Agreement and the
Financing Lease, the County Executive, in collaboration with Financial Advisor and the
Authority, shall provide for Annual Payments (under the Financing Agreement) and Basic
Payments (under the Financing Lease) in amounts equivalent to the payments on the Bonds,
which shall be sold to the purchaser thereof on terms as shall be satisfactory to the County
Executive; provided that the Annual Payments/Basic Payments shall be equivalent to the Bonds
(a) maturing in installments or subject to mandatory sinking fund redempt ion ending not later
than December 31, 2033; (b) having a true or “Canadian” interest cost not exceeding 5.0%
(taking into account any original issue discount or premium); (c) being subject to optional
redemption, if at all, at a premium not to exceed 102% of their principal amount; and (d) being
sold to the purchaser thereof at a price not less than 98% of the aggregate principal amount
thereof (without taking into account any original issue discount or premium). The County
Executive is also authorized to approve a lesser principal amount for the Bonds, a maturity
schedule (including serial maturities and term maturities for the Bonds) and the redemptions
4
provisions of the Bonds, all as the County Executive shall determine to be in the best interest of
the County.
5. The Board of Supervisors approves the following terms of the sale of the Bonds:
(a) The Bonds shall be sold through a competitive sale or a negotiated sale, as the
County Executive, in collaboration with the Financial Advisor and the Authority, determines to
be in the best interests of the County.
(b) If the County Executive determines that the Bonds shall be sold by competitive
sale, the County Executive is authorized to receive bids for such Bonds and award such Bonds to
the bidder providing the lowest “true” or “Canadian” interest cost, subject to the limitations set
forth in Section 4. Following a competitive sale, the County Executive shall file a certificate
with the Authority and the Board of Supervisors setting forth the final terms of the Bonds. The
actions of the County Executive in selling the Bonds by competitive sale shall be conclusive, and
no further action with respect to the sale and issuance of the Bonds shall be necessary on the part
of the Board of Supervisors.
(c) If the Bonds are sold by competitive bid, the County Executive, in collaboration
with the Financial Advisor, is authorized and directed to take all proper steps to advertise the
Bonds for sale substantially in accordance with the form of Notice of Sale, which is hereby
approved; provided that the County Executive, in collaboration with the Financial Advisor, may
make such changes in the Notice of Sale not inconsistent with this Resolution as he may consider
to be in the best interest of the County.
(d) If the County Executive determines that the Bonds shall be sold by negotiated
sale, the County Executive is authorized, in collaboration with the Financial Advisor and the
Authority, to choose an investment bank(s) or firm(s) to serve as underwriter for the Bonds and
to execute and deliver to the underwriter(s) a bond purchase agreement (the “Bond Purchase
Agreement”) in a form to be approved by the County Executive in consultation with the County
Attorney and the County’s bond counsel. The execution thereof b y the County Executive shall
constitute conclusive evidence of his approval of the Bond Purchase Agreement. Following a
negotiated sale, the County Executive shall file a copy of the Bond Purchase Agreement with the
records of the Board. The actions of the County Executive in selling the Bonds by negotiated
sale to the underwriter(s) shall be conclusive, and no further action with respect to the sale and
issuance of the Bonds shall be necessary on the part of the Board of Supervisors.
6. The Preliminary Official Statement in the form circulated prior to this meeting is
approved with respect to the information contained therein (excluding information pertaining to
the Authority). The County authorizes distribution of the Preliminary Official Statement to
prospective purchasers of the Bonds in a form deemed to be “near final,” within the meaning of
Rule 15c2-12 of the Securities and Exchange Commission (the “Rule”), with such completions,
omissions, insertions and changes not inconsistent with this Resolution as may be approved by
the County Executive. Such distribution shall constitute conclusive evidence that the County has
deemed the Preliminary Official Statement to be final as of its date within the meaning of the
Rule, with respect to the information therein pertaining to the County. The County Executive is
authorized and directed to approve such completions, omissions, insertions and other changes to
5
the Preliminary Official Statement that are necessary to reflect the terms of the sale of the Bonds,
determined as set forth in paragraph 4, and the details thereof and that are appropriate to
complete it as an official statement in final form (the “Official Statement”) and distribution
thereof to the purchaser of the Bonds shall constitute conclusive evidence that the County has
deemed the Official Statement final as of its date within the meaning of the Rule.
7. The County covenants that it shall not take or omit to take any action the taking or
omission of which shall cause the Bonds to be “arbitrage bonds” within the meaning of Section
148 of the Internal Revenue Code of 1986, as amended (the “Code”), and regulations thereunder,
or otherwise cause interest on the Bonds to be includable in the gross income for Federal income
tax purposes of the registered owners thereof under existing law. Without limiting the generality
of the foregoing, the County shall comply with any provision of law that may require the County
at any time to rebate to the United States of America any part of the earnings derived from the
investment of the gross proceeds of the Bonds. The County shall pay from its legally available
general funds any amount required to be rebated to the United States of America pursuant to the
Code.
8. All costs and expenses in connection with the financing of the CIP Project and the
issuance of the Bonds, including the Authority’s fees and expenses and the fees and expenses of
bond counsel, counsel for the Authority, and the Financial Advisor for the sale of the Bonds shall
be paid from the proceeds of the Bonds or other legally available funds of the County. If for any
reason the Bonds are not issued, it is understood that all such expenses shall be paid by the
County from its legally available funds and that the Authority shall have no responsibility
therefor.
9. Any authorization herein to execute a document shall include authorization to
deliver it to the other parties thereto and to record such document where appropriate.
10. All other acts of the County Executive and other officers of the County that are in
conformity with the purposes and intent of this Resolution and in furtherance of the issuance and
sale of the Bonds are hereby approved and ratified.
11. This Resolution shall take effect immediately.
6
The undersigned Clerk of the Board of Supervisors of Albemarle County, Virginia,
hereby certifies that the foregoing constitutes a true and correct extract from the minutes of a
meeting of the Board of Supervisors held on _______, 2013, and of the whole thereof so far as
applicable to the matters referred to in such extract. I hereby further certify that such meeting
was a regularly scheduled meeting and that, during the consideration of the foregoing resolution,
a quorum was present.
Members present at the meeting were: _____________.
Members absent from the meeting were: ______________.
Members voting in favor of the foregoing resolution were: _____________.
Members voting against the foregoing resolution were: ________.
Members abstaining from voting on the foregoing resolution were: __________.
WITNESS MY HAND and the seal of the Board of Supervisors of the County of
Albemarle, Virginia, this ___ day of ________, 2013.
__________________________________________
Clerk, Board of Supervisors of the County
of Albemarle, Virginia
[SEAL]
Return to exec summary
26222.000047 EMF_US 47057274v4
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Virginia Tourism Development Financing Program -
Tourism Zone Ordinance
SUBJECT/PROPOSAL/REQUEST:
Adoption of a Tourism Zone Ordinance for the Crozet
Development Area
STAFF CONTACT(S):
Foley, Davis, Kamptner, Catlin
PRESENTER (S): Lee Catlin, Greg Kamptner
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The State has established a financing program (the Virginia Tourism Development Financing Program, hereinafter, the
“Program”) for qualifying Virginia tourism development projects (hereinafter, “Project”). The Program enables localities to
provide economic and regulatory incentives for Projects that are identified as critical to local economic development and
are developed in partnership with developers, localities, financial institutions, the Virginia Tourism Corporation and the
Virginia Resources Authority.
The Program was introduced to the Board at its April 3, 2013 meeting by County staff and representatives from the
Virginia Tourism Corporation and the Virginia Resources Authority. The Board directed staff to provide additional
information, including specific critical tourism infrastructure deficiencies in the County that might be appropriate for
consideration. At a subsequent presentation to the Board on June 5, 2013, staff recommended that the Board consider an
ordinance to establish a tourism zone in the Crozet Development Area, noting the significant deficiency of lodging in
western Albemarle County. Without the prominent highway visibility and higher density that exists in other development
areas, a smaller scale boutique hotel project could benefit from this program by strengthening its position for lender
financing.
The Program can only be used for projects located in designated tourism zones, which must be established by ordinance.
A public hearing on the proposed ordinance to establish a tourism zone in the Crozet Development Area, which would
establish the tourism zone’s boundaries and identify the tourism zone’s purpose, was held on September 4, 2013. During
the discussion, Board members raised several questions, which staff will address below.
STRATEGIC PLAN:
Goal 3. Encourage a diverse and vibrant local economy
DISCUSSION:
On September 4, 2013, Board members raised the following questions:
What is the duration of the financing incentive?
Sales tax entitlement will continue as long as there is outstanding debt, which will be determined by the structure of
the debt financing package. Both the state comptroller and the County have the ability through the terms of the
project’s performance agreement to ensure that the debt structuring arrangement is not abusive in the length of time
that is being proposed to retire the debt. Tax incentives cannot be provided for longer than twenty years.
In the case of a hotel that includes a restaurant, is there a way to segregate the state’s 1% sales tax so that
project gap financing was only coming from hotel rooms and not from restaurant revenues? Staff understands
this question to reflect the Board’s concern that the Program might inadvertently subsidize a restaurant in a hotel,
which otherwise should be competing with restaurants in the general vicinity. According to information from staff at
Virginia Resources Authority, it is possible to segregate the sales tax streams depending on how the “authorized
tourism project” is identified in the performance agreement and implementing ordinances and how the project is
defined with the Department of Taxation. The hotel could be listed as one business with the Department of Taxation
and the restaurant could be listed as a separate business with two distinct Employer Identification Numbers (EINs), so
AGENDA TITLE: Virginia Tourism Development Financing Program - Tourism Zone Ordinance
October 2, 2013
Page 2
that revenues can be segregated by enterprise. Although it is easy to separate hotel from restaurant Virginia sales tax
revenue that is paid to the state (to be returned to pay off the gap financing) by the use of assigned EINs, it will not be
easy to separate the larger financing support to the restaurant operations. An onsite restaurant may not exist because
the hotel may not exist without the gap financing. It is important to note that a significant number of hotel restaurants
are intended to serve as an auxiliary activity to support the lodging function, like an onsite gift store, as opposed to a
distinct destination like a freestanding restaurant.
Can the program support fully funded projects? This program is intended to provide gap financing, so a fully
funded project would not be considered eligible by the Virginia Tourism Corporation, which oversees the program.
There must be a gap between the cost of the project and the debt capital (loan) or equity capital, or a combination
thereof, for the project. There are reasons that a project may be challenged to receive full traditional financing that do
not reflect a lack of viability of the project itself. For example, while a small boutique hotel in the Crozet area may be
of a size and scale to fit the community’s needs and succeed in that market, it may not produce the same profit
margin and investment desirability as a large national chain hotel with significantly more rooms. The program is
intended to finance solid, desirable projects where there is a shortfall in project funding.
Other risk management considerations:
1. Any loan would be between the developer and the lender only. The lender would be underwriting the loan
based on certain tax entitlement assumptions. The Board could explicitly state in the performance agreement
that the County does not guarantee, in any way, the amount of sales or other tax revenue generated by the
project.
2. The Program will be developed to ensure, and any performance agreement with a developer will expressly
provide, that there will be no risk to the County and no obligation to pay the loan under a “gap financing”
Program.
How would multiple applications be considered? The Board has the ability to set a threshold to quantify the
lodging deficiency that needs to be addressed, i.e. number of rooms. The Board could then consider individual
projects based on how well they address the target lodging deficiency and the expected return on investment (ROI)
both in financial terms and in supporting the tourism infrastructure in Western Albemarle County. The Board could
choose to support one or more projects depending on whether they provide the desired number of rooms either
individually or in combination and whether they generate a favorable ROI for the County. Elements of the ROI
analysis could include job creation, capital investment, tax revenues, and the business’ ability to leverage existing
resources/assets.
Program Highlights:
Establishing a tourism zone does not itself convey any incentives, either financial or regulatory, to any project .
The tourism zone is a tool that provides for the possibility of gap financing for a project deemed appropriate
and desirable by the Board.
The Board has complete discretion over which, if any projects, would be considered under the Program , and
over the terms of the performance agreement that would govern the project(s).
The tourism zone is focused on accelerating or making possible projects that address an identified tourism
deficiency, benefit the County’s tourism infrastructure, and provide a positive ROI.
The funding in this program is derived from expected future tax revenues that a project will generate, rather
than existing tax revenue, and the County can choose which revenue source it will use to match the state
funds.
The sole identified tourism deficiency at this point is lodging in the Crozet development area, so only projects
that address that deficiency, support the County’s larger tourism strategy and grow the existing cluster of
tourism assets in Western Albemarle County would be considered for the gap financing program .
BUDGET IMPACT:
In order for any future projects to be considered for the Virginia Tourism Development Financing Program, a Tourism
Development Plan must be filed with the Virginia Tourism Corporation at a cost of $500.00 to the County. Some staff
time would be required from economic development staff and the County Attorney’s Office to assist with several
elements of the program , similar to what was required for the Governors Opportunity Fund/Economic Opportunity
Fund grants to MicroAire. Any matching contribution to a future Project would be offset by tax revenue generated by
the Project.
AGENDA TITLE: Virginia Tourism Development Financing Program - Tourism Zone Ordinance
October 2, 2013
Page 3
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached proposed Tourism Zone ordinance (Attachment A), which
includes the tourism zone map.
ATTACHMENTS:
A – Tourism Zone Ordinance
Return to agenda
Draft: 08/16/13
1
ORDINANCE NO. 13-A(__)
AN ORDINANCE TO ESTABLISH A TOURISM ZONE PURSUANT TO VIRGINIA CODE § 58.1-
3851 COTERMINOUS WITH THE BOUNDARIES OF THE CROZET DEVELOPMENT AREA
BE IT ORDAINED by the Board of Supervisors of the County of Albemarle, Virginia, that, pursuant to
the authority contained in Virginia Code § 58.1-3851, a tourism zone is hereby established on those
lands within the boundaries of the tourism zone shown on the map attached as Exhibit A, which is
incorporated herein as a part of this ordinance, and which boundaries are conterminous with the
boundaries of the Crozet Development Area as depicted in the Crozet Master Plan; and
BE IT FURTHER ORDAINED that the tourism zone established by this ordinance shall be named the
“Crozet Tourism Zone”; and
BE IT FURTHER ORDAINED that the purpose of the tourism zone will be to provide a gap financing
mechanism authorized by Virginia Code § 58.1-3851.1 for those qualifying tourism development
projects identified as critical and which address specific critical tourism infrastructure deficiencies under
criteria to be established by the Board of Supervisors in conjunction with satisfying all other
requirements of Virginia Code § 58.1-3851.1.
This ordinance shall be effective immediately.
I, Ella W. Jordan, do hereby certify that the foregoing writing is a true, correct copy of an Ordinance 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 ____ ____
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Aerial Imagery 2009 Commonwealth of Virginia
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Crozet Tourism Zone
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Extending High Speed Internet Service to Rural Areas
SUBJECT/PROPOSAL/REQUEST:
Update on strategies to advance High Speed Internet
Service availability
STAFF CONTACT(S):
Foley, Letteri, Davis, Culp, Catlin
PRESENTER (S): Letteri, Culp
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Board directed staff to research grant funding and other strategies to advance the availability of High Speed Internet
to underserved areas of the County. Some rural areas of the County currently have no options to access High Speed
internet other than Satellite Service. Staff is analyzing how High Speed (3mbps+) connections can be provided to these
rural communities. Specifically, staff is working with the School Division, Thomas Jefferson Planning District Commiss ion,
and the University of Virginia in efforts to establish a working relationship between the County and one or more
Telecommunication Providers to promote an interest by them to provide High Speed Internet to the underserved areas of
the County.
STRATEGIC PLAN:
Goal 3. Encourage a diverse and vibrant local economy; and
Goal 7. Promote a valued and responsive county workforce.
DISCUSSION:
Staff researched the two available grant funding mechanisms and determined that one requires that an existing
Telecommunication Provider be the applicant and the other requires that the County set up a Service Authority in
order to apply for the funds. Staff plans to focus on the first funding mechanism and establish a working relationship
with one or more Telecommunication Providers.
The Virginia Broadband Map: http://gismaps.vita.virginia.gov/broadband/ provides an overview of broadband
availability throughout the Commonwealth. The map indicates a lack of service availability in many areas of the
County. Staff suggests a multi-step process to develop a plan to serve those areas:
1. Invite Telecommunication Providers to the County to discuss the broadband map at a roundtable. Staff will
ask for plans, ideas and known funding sources to help facilitate additional service installation. The goal of
the roundtable will be to identify the barriers to providing services in select rural areas.
One of the outcomes may be the development and deployment of a coordinated survey of underserved areas
to determine existing service quality, interest in a higher level of service, and an acceptable rate (dollars per
month) customers might be willing to pay.
2. Telecommunication Providers interested in providing service will then develop ideas and suggest ways staff
can assist in the High Speed Internet installation efforts. One of the mechanisms may be a joint application
for grant funds.
3. The results of the roundtable and Telecommunication Providers’ responses will be summarized and provided
to the Board for further discussion.
BUDGET IMPACT:
The only direct budget impact of moving forward as proposed will be the utilization of staff time .
AGENDA TITLE: Extending High Speed Internet Service to Rural Areas
October 2, 2013
Page 2
RECOMMENDATIONS:
Staff recommends that the Board direct staff to proceed with the proposed roundtable and report back to the Board
with a summary of the information obtained from the Telecommunication Providers.
ATTACHMENTS:
A – List of Telecommunication Providers to Contact
B – Sample Survey Questions/Roundtable Discussion Items
C – Broadband Strategy Presentation
Return to agenda
High Speed Internet for Rural Areas of Albemarle County October 2, 2013
Attachment A: List of Telecommunication Providers to be invited to participate in the High Speed Internet
Survey, submit a proposal, and/or participate in the High Speed Internet Roundtable
US Cellular
Erik Brooks
(865) 777-7025
erik.brooks@uscellular.com
nTelos/Lumos
Dan Meenan
VP of Engineering
meenand@ntelos.com
Advanced Network Systems
Lori Haney
(434) 973-4747
lhaney@getadvanced.net
CVALink
Brian Gilbreth
(540) 967-3973
brian.gilbreth@cvalink.com
ZAYO
Luke Fuente
(918) 295-7188
luke.fuente@zayo.com
Fiberlight
J. Burke Morton
(804) 387-3230
burke.morton@fiberlight.com
Centurylink
Kelly Curd
(434) 971-2664
kelly.b.curd@centurylink.com
Blue Ridge Internetworks
Baylor Fooks
(434) 817-0707 x 2002
baylor@briworks.com
AT&T Wireless
Pete Hatcher
(804) 334-2490
pete.hatcher@att.com
Verizon Wireless
Jamie Yowell
(434) 981-8011
Jamie.Yowell@VerizonWireless.com
Sprint
Robin Ferguson
(804) 912-8252
Level 3
Shaun Harrison
(877) 253-8353
shaun.harrison@level3.com
Comcast Business Services
Tim Garst
(434) 566-5485
tim_garst@cable.comcast.com
High Speed Internet for Rural Areas of Albemarle County October 2, 2013
Attachment B: Suggested Survey Questions/Discussion Items for the High Speed Internet Roundtable
Albemarle County is exploring opportunities to expand High Speed Internet to the rural areas. We’d love
to hear from you. As a national, regional, or local telecommunications provider please complete our brief
anonymous survey (we will not share the responses as individual items – only shared in the aggregate.)
1. Considering working in and with Albemarle County; what do you or your company see as barriers
to installing broadband internet service in the rural areas?
2. What have you seen work when establishing high speed internet in other rural/mountainous
communities?
3. What funding sources are you aware of for establishing high speed internet – and how could
County Government or the Thomas Jefferson Planning District Commission (TJPDC) help obtain
them?
4. Would you or a representative from your company consider participating in an onl ine and “door-
to-door” campaign to collect rural resident’s opinions of their broadband internet service (or lack
thereof)?
5. Considering Scottsville as a town, is there an opportunity to establish a “broadband cooperative”
through the town – and thereby expand high speed internet service from the town into the rural
areas of Albemarle County?
These questions are intended also to be the discussion items during a round table meeting between the
Board of Supervisors and the telecommunication providers. During the round table, staff can share
current tower locations and answer questions/concerns regarding our permitting process.
Broadband Strategy
Agenda
•Objective Statement
•Broadband Services
•Strategies:
-Grants
-Partnerships
-Roundtable
10/2/2013 1 of 8
Objective Statement
Extension of reliable high speed
Broadband Services to underserved
areas of the County.
10/2/2013 2 of 8
Broadband Services
•Fiber
•Coaxial Cable
•Digital Subscriber Line (DSL)
•4G/LTE
•4G
•Satellite
10/2/2013 3 of 8
Broadband Map
10/2/2013 4 of 8
Data as of Dec. 2012, for illustrative purposes only
Grants
•Connect America
•Community Connect Grant Program
•Virginia Department of Housing and
Community Development
Telecommunications Planning
10/2/2013 5 of 8
Partnerships
•Interested Telecommunications
Providers
•Thomas Jefferson Planning District
Commission
•University of Virginia
•Center for Innovative Technology
Broadband
10/2/2013 6 of 8
Roundtable
•Broadband Map
•Barriers to Progress
•Request for Ideas
•Schedule additional meetings.
10/2/2013 7 of 8
Questions/Discussion
10/2/2013 8 of 8
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)Jason Woodfin 8/1/2013 8/1/2015 waitng for response
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
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
Natural Heritage Committee Brian Morse 9/30/2013 9/30/2017 waiting for response
Natural Heritage Committee Rochelle Garwood 9/30/2013 9/30/2017 waiting for response
Natural Heritage Committee Devin Floyd 9/30/2013 9/30/2017 waiting for response
Pantops Community Advisory Council Kirk Bowers 6/30/2013 6/30/2016 No 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
Revised 09/26/2013
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Career Firefighters Serving as Volunteers Within the
Same Jurisdiction
SUBJECT/PROPOSAL/REQUEST:
Survey Results of Virginia Localities - Career Firefighters
Volunteering within the same jurisdiction
STAFF CONTACT(S):
Foley, Walker, Davis, and Eggleston
PRESENTER (S): Dan Eggleston
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION: X
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
The Fair Labor Standards Act (FLSA) is a federal labor law of general and nationwide application, including overtime,
minimum wages and child labor protections and the Equal Pay Act. The FLSA generally does not permit an individual
to perform hours of volunteer service for his or her employer when such hours involve the same type of services that
the individual is employed to perform. Specifically, the Department of Labor's position is that a career firefighter
working for a fire department cannot volunteer without compensation for the “same department.” The "same
department" can include a volunteer department if it is determined for FLSA purposes to be the same employer as the
locality that employs the career firefighter.
Unless exempt, employees covered by the FLSA volunteering for the same employer must receive overtime pay for
normally scheduled hours worked at a rate not less than one and one-half their regular rate of pay. Albemarle County
career fire fighters volunteering their time for a volunteer department within the County, if deemed to be the same
employer, would be required to be paid for overtime. Therefore, it has been the County’s policy not to allow career
firefighters to volunteer their time as a firefighter with any of the volunteer fire or rescue departments serving
Albemarle County.
The Board, staff, and volunteers have learned that some Virginia localities are allowing their career firefighters (i.e.,
employees of the jurisdiction) to willingly volunteer their time without compensation to volunteer departments within the
same jurisdiction in which they work. Based on this information, the Board directed staff to survey other peer and like-
sized localities within Virginia to ask two specific questions:
1. Do you allow career firefighters to volunteer with other volunteer departments within the same jurisdiction?
2. If you allow career firefighters to volunteer within the same jurisdiction, what policies are in place to govern the
process?
STRATEGIC PLAN:
Goal 5. Ensure the health and safety of the Community
DISCUSSION:
Staff surveyed 18 Virginia localities, including Albemarle’s peer localities (listed below in bold with asterisk), localities
surrounding Albemarle County that employ career firefighters, and other jurisdictions that use a combination of
volunteer and career personnel for fire and rescue services. The results are as follows:
1. Do you allow career firefighters to volunteer with other volunteer departments within the same jurisdiction?
2.
County Yes No
1. Chesterfield County X
2. Fairfax County X
3. Hanover County* X
4. Henrico County X
5. Manassas City X
6. Prince William County X
7. Roanoke County* X
8. Spotsylvania County* X
9. Stafford County* X
10. Virginia Beach City FD X
11. Augusta County X
County Yes No
12. Campbell County X
13. Loudoun County X 14. Louisa County X 15. Orange County X 16. James City County X(1) 17. Rockingham County X(1) 18. Charlottesville X(2)
* Albemarle County’s peer localities
(1) Employees are paid overtime for time worked when they
respond to calls.
(2) Employees who are volunteer firefighters outside of the City
that respond to the City for station transfers are paid
overtime for time worked.
AGENDA TITLE: Career Firefighters Serving as Volunteers Within the Same Jurisdiction
October 2, 2013
Page 2
Of the localities surveyed, 11 of 18 did not allow their career firefighters to volunteer within the same jurisdiction,
including all of Albemarle County’s peer localities.
2. If you allow career firefighters to volunteer within the same jurisdiction, what policies are in place to govern the
process?
Of the 7 localities that allow their career firefighters to volunteer, two of them (James City County and Rockingham
County) pay their employees overtime for time worked when they respond to calls as a volunteer but do not pay
employees for stand-by or administrative time worked as a volunteer. James City County and Rockingham County do
not have policies that govern the pay-for-volunteering process.
The remaining 5 localities that allow their career staff to volunteer (Augusta County, Campbell County, Loudoun
County, Louisa County, and Orange County) allow career staff to volunteer with certain conditions.
Augusta County
Allows Fire and Rescue employees to freely and without coercion volunteer their services to non-profit fire rescue
departments in Augusta County. Complete policy included in attachment A.
Any Fire and Rescue employee that sustains an injury while on volunteer status will not be covered under the
County’s Worker’s Compensation program.
Fire and Rescue employees that volunteer their time are not permitted to hold line or administrative officer
positions above the rank of Lieutenant or Secretary/Treasurer. They may not serve on any disciplinary and/or
policy making boards or on a Board of Directors of a non-profit fire rescue operation in the County. Fire and
Rescue employees may serve as a training officer or infectious control officer.
Employees wishing to volunteer their services must sign a “waiver” provided by the Department of Fire Rescue.
Volunteering is permitted at any non-profit fire rescue cooperation within the County where the career employee is
not normally assigned.
Employees responding to calls during off-hours as a volunteer are expected to report on time to their normally
scheduled shift.
Campbell County
Allows Department of Public Safety employees to maintain an active operational membership with a volunteer
rescue squad and/or fire department in Campbell County. (Attachment A)
Employee may not serve as an executive level officer of the volunteer rescue squad and may not serve as a
representative of the Campbell County EMS advisory committee, Campbell County Rescue Commission and/or as
a representative to the Campbell County Joint Fire/EMS Workgroup.
Employee may not serve as the Fire Chief, Assistant Chief and/or Deputy Chief of the volunteer fire department
and may not serve as a representative on the Campbell County Fire Commission and/or as a representative to the
Campbell County Joint Fire/EMS Workgroup.
Employee may not accept and/or receive any financial compensation if a volunteer rescue squad or fire
department provides such.
Louisa County
Louisa County Fire and EMS has a policy that governs part-time employment and volunteer services. (Attachment
A)
Allows Fire and EMS employees to volunteer their time with a Louisa County volunteer Fire or EMS agency.
Requires the Fire and EMS Chief’s approval before the employee is allowed to participate with a Volunteer Fire or
EMS agency.
Requires the employee to track their time as an off duty employee/volunteer.
Loudoun County
Loudoun County Human Resources and Fire-Rescue have policies that govern volunteer services. (Attachment A)
Employees of the Department of Fire-Rescue Services may volunteer to perform fire protection and emergency
medical services activities for volunteer fire and rescue companies located in Loudoun County, except that such
volunteer services may not be performed for the volunteer company to which the employee is regularly assigned.
Employees must file an “Intent to Participate as a Fire/Rescue Volunteer” form which is filed in their personnel file.
An employee may not serve as a volunteer administrative or operational officer, on the Board of Directors, or as a
volunteer company representative on the Loudoun County Fire and Rescue Commission, the Loudoun County Fire
or EMS Councils, or any of their standing subcommittees.
AGENDA TITLE: Career Firefighters Serving as Volunteers Within the Same Jurisdiction
October 2, 2013
Page 3
Employees will not be permitted to volunteer for the company affiliated with the worksite to which he/she is
regularly assigned.
Orange County
Orange County Fire & EMS has a policy that governs volunteer services. (Attachment A)
Employees must have the approval of the Director in order to serve as a volunteer.
Employees are required to maintain a two (2) hour window of separation between any volunteer work time and
County paid work time.
Responding to calls as a volunteer within an eight (8) hour time period prior to scheduled County work time is not
permitted.
An employee may not serve as a volunteer Chief Officer (to include the Chief & Assistant Chief).
All Fire & EMS employees who volunteer within the County are limited to being an officer in only one (1) fire &
rescue agency, either volunteer or career. In the event a County Fire & EMS employee is promoted to an officer’s
position within the Fire & EMS Department, the employee will be expected to resign any officer position held in any
volunteer fire & rescue agency.
Volunteer hours logged with any volunteer Fire & Rescue Company will not be considered “hours worked” for the
purpose of determining overtime or calculating leave time for County Fire & EMS.
Employees will not be routinely assigned to the same station for which they volunteer.
Common Themes
There are several commonalities among the 5 localities that allow their career staff to volunteer:
Fire rescue administration and/or human resources are notified when an employee volunteers their time.
Employees are not allowed to hold volunteer officer or administrative positions.
Employees that volunteer are not normally assigned as an employee to the same station in which they volunteer.
BUDGET IMPACT:
The budget impact cannot be determined at this time.
RECOMMENDATION:
Staff recommends that the Board make no policy change in this matter because County Policy is consistent with the
County’s peer jurisdictions operating similar combination departments utilizing volunteer and career personnel for fire
and rescue services.
ATTACHMENTS:
A – Policies of localities that allow career firefighters to volunteer
Return to agenda
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2014 Budget Amendment and Appropriations
SUBJECT/PROPOSAL/REQUEST:
Public Hearing on the Proposed FY 2014 Budget
Amendment in the amount of $6,300,580.55 and approval
of Budget Amendment and Appropriations #2014031,
#2014032, #2014033, #2014034, #2014035, #2014036,
#2014038, #2014039, #2014040, #2014041, #2014042,
#2014043, #2014044 and #2014046 for local government
and school division programs and projects.
STAFF CONTACT(S):
Foley, Letteri, Davis, and Allshouse, L.
PRESENTER (S): Lori Allshouse
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: 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 cumulative total of the FY 2014 appropriations itemized below is $6,300,580.55. Because the cumulative amount of
the appropriations exceeds one percent of the currently adopted budget, a budget amendment public hearing is required.
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 proposed increase of this FY 2014 Budget Amendment totals $6,300,580.55. The estimated expenses and
revenues included in the proposed amendment are shown below:
ESTIMATED EXPENDITURES
General Fund $ 940,065.40
Special Revenue Funds $ 1,120,241.56
School Fund $ 171,667.52
ECC $ 1,559,974.99
Capital Improvements Funds $ 2,508,631.08
TOTAL ESTIMATED EXPENDITURES – All Funds $ 6,300,580.55
ESTIMATED REVENUES
Local Revenue $ 101,734.98
State Revenue $ 287,000.00
Federal Revenue $ 522,855.75
Loan Proceeds $ 949,826.84
General Fund Balance $ 649,016.37
Other Fund Balances $ 3,790,146.61
TOTAL ESTIMATED REVENUES – All Funds $ 6,300,580.55
The budget amendment is comprised of thirty-two (32) separate appropriations as follows, eighteen (18) of which have
already been approved by the Board as indicated below:
AGENDA TITLE: FY 2014 Budget Amendment and Appropriations
October 2, 2013
Page 2
Approved August 7, 2013:
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 did 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, the 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).
Approved August 14, 2013:
One (1) appropriation (#2014025) totaling $15,219.88 for an Emergency Communications Center grant.
Approved September 4, 2013:
One (1) appropriation (#2014024) to appropriate $8,524.45 for rental income and expenses related to the Old
Crozet Elementary School;
One (1) appropriation (#2014026) to allocate $248,529.00 from the Compensation Plan Reserve to various
departments. This appropriation did not increase the budget;
One (1) appropriation (#2014027) to allocate $17,879.00 for training and professional development for various
departments. This appropriation did not increase the total budget because the funding will be allocated from
the Training Pool funding;
One (1) appropriation (#2014028) to appropriate $20,533.00 to the Department of Voter Registration and
Elections;
One (1) appropriation (#2014029) to appropriate $40,000.00 to the Department of Social Services for the
state-funded Strengthening Families program; and
One (1) appropriation (#2014030) to appropriate $4,353.00 to the Office of Housing for an additional three
months of funding for Virginia Supportive Housing.
The fourteen (14) appropriations requested for Board approval on October 2, 2013 are as follows:
One (1) appropriation (#2014031) totaling $432,212.86 to re-appropriate various internal service funds, grants,
donations, and seized asset accounts;
One (1) appropriation (#2014032) totaling $459,179.51 to re-appropriate funding for various General Fund
projects;
One (1) appropriation (#2014033) totaling $558.33 to appropriate donations to the Parks and Recreation
Department;
One (1) appropriation (#2014034) to re-appropriate $2,951,749.77 for various General Government Capital
Program projects;
One (1) appropriation (#2014035) to re-appropriate $14,166.47 for various Stormwater Capital Program
projects;
One (1) appropriation (#2014036) to re-appropriate $ 56,551.28 for various School Capital Program projects;
One (1) appropriation (#2014038) totaling $265,500.00 for Emergency Communications Center
appropriations;
AGENDA TITLE: FY 2014 Budget Amendment and Appropriations
October 2, 2013
Page 3
One (1) appropriation (#2014039) totaling $9,000.00 to appropriate state revenue to the Police Department for
temporary wages;
One (1) appropriation (#2014040) totaling $15,000.00 for a Department of Motor Vehicles Grant;
One (1) appropriation (#2014041) to re-allocate $97,500.00 for the project management services of the
Northside Library and Storage Facility. This appropriation will not increase the total budget because the
funding will be allocated from other Capital projects’ project management services;
One (1) appropriation (#2014042) to appropriate $81,338.00 of funding from the Intern/Fellowship Fund to the
Office of Management and Budget. This appropriation will not increase the budget;
One (1) appropriation (#2014043) which will decrease funding by $596,724.44, which will reconcile funding in
the Capital Program actually expended in FY 13;
One (1) appropriation (#2014044) to re-appropriate $171,667.52 for outstanding school division purchase
orders (POs); and
One (1) appropriation (#2014046) to allocate $9,345.00 from the Reserve for Contingencies to the Board of
Supervisors for court ordered legal expenses. This appropriation will not increase the budget.
RECOMMENDATIONS:
After the public hearing, staff recommends approval of the FY 2014 Budget Amendment in the amount of $6,300,580.55
and approval of appropriations #2014031, #2014032, #2014033, #2014034, #2014035, #2014036, #2014038,
#2014039, #2014040, #2014041, #2014042, #2014043, #2014044 and #2014046 to provide funds for various local
government projects and programs as described in Attachment A.
ATTACHMENTS:
Attachment A – Appropriation Descriptions
Return to agenda
Purpose
To provide the Personnel of the Fire-Rescue Department a procedure to volunteer with non-profit fire and rescue
corporations within the County of Augusta.
Standard Operating Procedure
Fire and Rescue employees may freely and without coercion volunteer their services to non -profit fire and rescue corporations in
Augusta County. In accordance with the interpretation issued by the U.S. Department of Labor, those employees shall receive no
compensation for such services.
Any employee sustaining an injury while on volunteer status will not be covered under the County’s Workers Compensation
program.
Fire and Rescue employees volunteering in non-profit fire and rescue corporations in the County are not permitted to hold line or
administrative officer positions above the rank of lieutenant, secretary and treasurer, serve on disciplinary and/or policy m aking
boards, or on a board of directors of a non -profit fire and rescue corporation in the County. Fire and Rescue employees may serve
as a training officer or infectious control officer.
Any Fire and Rescue employee wishing to volunteer his or her services t o a non-profit fire and rescue corporation in the County must
sign a disclaimer provided by the Department of Fire and Rescue. Failure to sign the disclaimer will prohibit the employee f rom
volunteering.
Volunteering is permitted at any non-profit fire and rescue corporation within the County where the career employee is not
normally assigned.
Fire and Rescue employees responding to calls during off -hours as a volunteer are expected to report for their normal scheduled
shift unless directed not to report by the Chief or Deputy Chief of the Department of Fire and Rescue.
END
Bruce W. Crow
January 17, 2003
EFFECTIVE DATE
AD-12
SOP NUMBER
APPROVED BY Fire-Rescue Division Chief
Career - Volunteering
Administration CATEGORY
SUBJECT
Augusta County - Waiver
I, ____________________________________________, hereby acknowledge and agree that I have not been asked,
induced, coerced, intimidated, or required to volunteer my services to any non-profit fire or rescue organization located in
Augusta County by any Augusta County personnel. I understand and acknowledge that any services I may render to any
non-profit fire or rescue organization is of my own free will and that I will not receive compensation of any kind from
Augusta County for such volunteer services. No one from the Augusta County Department of Fire and Rescue, or any
other person representing Augusta County, has made any representations to me to the con trary concerning my decision
to either volunteer or not volunteer in any non-profit fire or rescue organization.
I further understand and agree to abide by the policy implemented by the Fire -Rescue Department complaint with the US
Department of Labor pertaining to paid staff of the Department of Fire and Rescue volunteering their services at non -profit
fire or rescue organizations within Augusta County.
I further understand that any bodily or mental injury or illness sustained by me resulting from or in the course of providing
volunteer services to any non-profit fire or rescue organization will not be covered by the County’s workers compensation
insurance program at this time or any time in the future, and;
I hereby waive and release any claims, including claims under The Fair Labor Standards Act, that I now have or may have
in the future against Augusta County, its officers, employees, and agents, resulting from or related to my volunteer
activities with any non-profit fire or rescue organization within Augusta County.
_____________________________________________________ ___________________
Signature of Employee Volunteer Date
LOUISA COUNTY FIRE & EMS STANDARD DEPARTMENT POLICY
SUBJECT: Off-Duty Employment or Volunteer Fire/EMS S.D.P. 204
PAGE 4 OF 7
CATEGORY: Administrative Policy
EFFECTIVE DATE: 08/01/2009
REVISION DATE: 07/01/2012
APPROVED BY: KEITH GREENE, FIRE CHIEF
DEPARTMENT OF FIRE & EMS
FORMS REQUIRED: F/EMS-001, Off-Duty Employment Report
NOTE: Current forms are located on the County’s H drive.
PURPOSE:
To eliminate conflict of interest and/or conflict of duty occurring as the result of an employee’s off-duty employment or volunteer activities and to
ensure that the employee’s performance is not impaired as a result of these off-duty activities.
DEFINITIONS
Conflict of Interest and/or Conflict of Duty:
Engaging in any employment, activity, or enterprise that has been or may be determined to be inconsistent, incompatible, or in conflict with the
duties, functions, or responsibilities of Fire and EMS Department employment.
Impairment of Duty:
Reporting for duty in a condition that prevents employees from performing all assigned and related duties of their position in an effective manner.
POLICY
Off-duty employment shall not be allowed when said employment is deemed a conflict of interest and/or duty.
Employees are expected to report for work prepared to perform in a satisfactory manner. Documented impairment, as the result of off-duty
employment that adversely affects performance shall be grounds for review of authorization for that employment.
REGULATIONS GOVERNING ALL OFF-DUTY EMPLOYMENT/VOLUNTEER FIRE/EMS
The Fire and EMS Chief shall approve all off-duty employment and requests to participate with a Volunteer Fire/EMS agency, including off-duty
employment for another Louisa County agency. Employees cannot earn pay from another county agency for part-time work while they are on
leave from the Fire and EMS Department to work the second job.
Employees shall be responsible for keeping all pertinent information regarding their part-time employment current at all times by completing an
Off-Duty Employment Report, F/EMS-001, for each part-time job. A separate form shall be completed for each job if the employee is engaged in
multiple off-duty employment/volunteer activities.
All requests shall be submitted for approval through the chain of command to the Fire and EMS Chief.
Approved/Denied Off-Duty Employment Report forms shall be distributed in the method listed below.
Original: Forwarded to the Human Resources Department for filing.
Copy: Forwarded to employee.
Status Change in Part-Time Job
If the employee changes part-time jobs, a new Off-Duty Employment Report form is required.
If the employee ceases to work the part-time job, the Fire and EMS Chief is to be notified in writing.
Appeal Process
An unfavorable decision may be appealed using the County grievance process.
Documented approved/denied appeals shall be distributed in the method listed below:
Original: Forwarded to the Human Resources Department for filing.
Copy: Forwarded to the employee.
Recall to Duty
Because full-time employees may be required to report for duty outside of their normal work schedules, prospective off-duty employers shall be
made aware of the potential of the employee being required to return to duty if recall is required.
Employees on approved Family and Medical Leave must resubmit their off duty employment request as outlined in B above for re-evaluation and
approval.
Injuries or Illnesses Related to Off-Duty Employment
Uniformed employees who participate in outside volunteer firefighting and/or emergency medical care activities may potentially impact coverage
under Workers’ Compensation relating to certain injuries and/or occupational illnesses and diseases (e.g., cancer, hepatitis, etc.). This may also
hold true for uniformed employees who participate in part-time (paid) firefighting and/or emergency medical care activities. In addition, other off-
duty employment positions where uniformed employees are exposed to microorganisms, particulates, and/or other various toxins causing illnesses
and/or diseases may impact coverage under Workers’ Compensation.
Uniformed employees who become physically or mentally incapacitated and cannot perform their regular duties with the Fire and EMS department
as a result of off-duty employment (and such incapacity is likely to be permanent), may be considered for Virginia Retirement System disability
retirement
Continuous Work Hours
Unless prior approval is granted by the Fire and EMS Chief, personnel shall not work in excess of 36 hours in a 48-hour period to include their work
(regular and overtime) for the Fire and EMS Department, as well as for any other county department or off-duty employment.
County of Orange Fire & EMS
Standard Operating Guidelines
Effective Date: SOG Category & Identification Number: Revision Date:
01/01/2011 Administrative – 2.32 00/00/0000
SOG Title: Service By Employees As Fire & Rescue Volunteers
Approved: James Clark, Director, Department of Fire and EMS Re-evaluation Date: # Pages:
Signature 01/01/2013 1
Purpose: The purpose of this standard operating guideline is to provide a policy by which fire & rescue
employees may serve as volunteers with volunteer Fire & Rescue companies (“volunteer”). The intention is to
clarify what is expected of these employees and to minimize the potential for any conflicts that may affect the
relationship between the County and the volunteer Fire & Rescue companies.
Policy/Guideline:
I. Employees must be in good standing in order to serve as a volunteer.
II. Employees must have the approval of the Director in order to serve as a volunteer.
III. There shall be a two (2) hour window of separation between any volunteer and County paid work
time. Responding to calls as a volunteer within an eight (8) hour time period prior to scheduled
County work time is not permitted.
IV. An employee may not serve as a volunteer Chief Officer (to include the Chief & Assistant Chief).
V. All Fire & EMS employees, who volunteer within the County, are limited to being an officer in only
one (1) fire & rescue agency, either volunteer or career. In the event a County Fire & EMS
employee is promoted to an officer’s position within the Fire & EMS Department the employee will
be expected to resign any officer position held in any volunteer fire & rescue agency.
VI. Volunteer hours logged with any volunteer Fire & Rescue Company will not be considered “hours
worked” for the purpose of determining overtime or calculating leave time for County Fire & EMS.
VII. Employees will not be routinely assigned to the same station for which they volunteer.
James Clark
Director
(540) 672-7044
County of Orange Fire &
EMS
P.O. Box 111
Orange, Virginia 22960
INTENT TO PARTICIPATE AS A FIRE/RESCUE
VOLUNTEER
I, _______________________________________ hereby notify the Loudoun County Department of Fire and Rescue
Services of my intention NOT TO volunteer in the County as an operational or administrative member.
I, _______________________________________ hereby notify the Loudoun County Department of Fire and Rescue
Services of my intention TO volunteer in the County as an
____________________________________________________.
Operational and/or administrative member
__________________________________ ______/______/______
Employee’s Signature Date
Subject: 01.00.02 Page 1 of 2
SOP: Participating as a Fire-Rescue Volunteer
Loudoun County
Department of Fire, Rescue, and Emergency
Management
STANDARD OPERATING PROCEDURE
Section: Administration SOP: 01.00.02
Subject: Participating as a Fire/Rescue
Volunteer REVISED
Effective: 02/01/04
Revised: 12/20/11
Approved: _________________________________________________
W. Keith Brower, Jr., Chief of Department
PURPOSE
To provide guidance for Department employees who are also members of volunteer fire and/or
rescue companies within Loudoun County.
SCOPE
This policy applies to all Full-Time Personnel employed by the Loudoun County Department of
Fire, Rescue, and Emergency Management.
DEFINITIONS
Full-Time Personnel – An employee who is scheduled to work 37.5 or more hours per week.
POLICY
Under Section 4.2.07 of the Loudoun County Human Resources Policy Handbook, Department
employees are permitted to volunteer their time in support of volunteer fire and rescue
organizations within the County, except that such volunteer services may not be performed for
the volunteer company to which the employee is regularly assigned.
PROCEDURE
1. Full-Time Personnel are permitted to volunteer within the County, with the following
restrictions:
a. An employee may not serve as an administrative or operational officer for a volunteer fire
or rescue company within Loudoun County.
b. An employee may not serve as a member of the Board of Directors for a volunteer fire or
rescue company within Loudoun County.
c. An employee may not serve as a volunteer company representative on the Loudoun County
Fire and Rescue Commission, the Loudoun County Fire or EMS Councils, or any of their
standing subcommittees.
Subject: 01.00.02 Page 2 of 2
SOP: Participating as a Fire-Rescue Volunteer
d. Personnel who are operational volunteers within Loudoun County are not eligible for
compensation under SOP 05.00.06, Performance of Job Duties by Off-Duty Personnel.
e. Regardless of the jurisdiction where an employee volunteers, he/she shall not allow such
volunteer participation to adversely affect his/her performance while at work.
2. All employees will complete Form 014 (Intent to Participate as a Fire/Rescue Volunteer),
which will be maintained in their departmental personnel file and updated annually.
3. Employees will not be permitted to volunteer for the company affiliated with the worksite to
which he/she is regularly assigned.
a. Situations where employees are temporarily detailed or permanently transferred to a
worksite affiliated with his/her volunteer company will be handled on a case-by-case basis.
Attachment A
Appropriation #2014031 $432,212.86
Source: Local Revenue $ 14,379.53
Federal Revenue $ 107,565.00
Gen. Fund Fund Balance $ 32,044.47
Other Fund Balances $ 278,223.86
This request is to appropriate and re-appropriate funding associated with Special Revenue Funds, including seized
asset accounts, performance bonds, grants, donation funds, and internal service funds. The funding requested for re-
appropriations has not been expended as of June 30, 2013 and is expected to occur in FY 14.
This request is to re-appropriate $1,084.24 from a private donation to support the work of the Natural Heritage
Committee (NHC). This private donation was originally appropriated in July 1, 2009 and was made to
specifically support the work of the NHC. The Cha ir of the NHC has requested the donated funds be re-
appropriated so the committee can use the funds to support its mission, which is to maintain and restore the
County's native biological diversity and provide a healthy environment for the citizens of Albe marle County.
This request is to re-appropriate $46,074.00 for a replacement vehicle and related equipment in the Darden
Towe Park Fund, which is funded by the County and the City of Charlottesville . This vehicle replacement was
appropriated in FY13, but will not be delivered until FY14.
This request is to re-appropriate $119,471.86 in the Vehicle Replacement Fund and includes (1) $104,471.86
for four replacement vehicles appropriated in FY13, but delivered in FY14 and (2) a $15,000.00 emergency
replacement contingency that exists to facilitate the prompt replacement of vehicles that might be totaled and
cannot be funded entirely through insurance receipts.
This request is to re-appropriate $267.89, the remaing balance of donations received by the Fire/Rescue
Department. In FY 08, the Albemarle County Fire/Rescue Department received $12,000.00 from the J&E
Berkley Foundation. In FY 11 a second donation in the amount of $578.67 was received. This re -
appropriation is for the balance of those donations to be used for the continuation of a free smoke detector
program to bring single family residences into compliance with the National Fire Protection Association
(NFPA) recommendations. This program targets households that are at risk and usually cannot afford smoke
detectors.
This request is to re-appropriate $116,521.55 for a Federal Emergency Management Agency (FEMA)
Assistance to Firefighters Grant (EMW -2012-FO-00667) awarded to the Fire Rescue Department. This grant
will provide training. The majority of the grant will fund instructors (internal through overtime and external
through contracts) to train volunteers to the level of Firefighter 1 and Firefighter 2. A portion of the training will
be directly for instructors to increase the number of available instructors in the Department, and the remainder
of the grant will fund overtime costs related to the Department’s obligations to the regional hazmat team and
its need to send employees to hazmat training to attain Technician/Specialist level.
This request is to re-appropriate $26,225.00 to support the Belvedere Bond Default Project. The funds are
proceeds from six letters of credit that secured developer performance bonds for Belvedere Phase 1 and
Belvedere Phase 1, Blocks 3, 4A, 5A, 6B & 9A on which the County collected payment due to the developer’s
non-performance. The funds will be used to complete the specific improvements that were secured by the
bonds. The County project will be conducted in 2 phases. Phase 1 includes work on Belvedere Boulevard
from Rio Road to Free State Road (railroad bridge). This phase is currently on hold pending resolution of
funding issues and the extent of quality issues with the base asphalt identified by VDOT. Phase 2 is the
remaining Belvedere Boulevard (Free State Rd. to the Village Green) and the residential "blocks.” Bids were
opened for this phase on May 15, 2013. S. L. Williamson Company was the sole bidder and only provided a
bid on three of the nine bid items (each bonded improvement must be shown as a separate bid i tem). A
contract is being awarded to S. L. Williamson for the three bid items. Notices to Proceed have been issued to
three contractors and the fourth notice should be issued before the end of August. It is anticipated that the
Phase 2 work will be completed by the first quarter of calendar year 2014.
This request is to re-appropriate $2,525.53 in contributions that were received during FY 13 to support the
Sheriff’s volunteer reserve programs and an additional $350.00 in donations received during FY 14 for a total
appropriation of $2,875.53. These contributions will support the various reserve programs such as Project
Lifesaver, TRIAD, Search and Rescue, child fingerprinting, and any other programs/activities that the
Reserves are involved in within the community.
Attachment A
This request is to re-appropriate $119,692.79, the FY 13 balance remaining in seized asset funding
received from the Department of Criminal Justice Services, for the Police Department and the
Commonwealth’s Attorney’s Office, These monies will be used to purchase evidence equipment and traffic
enforcement items for the Police Department and office supplies, furniture, and training/conferences for the
Commonwealth’s Attorney’s office.
Appropriation #2014032 $459,179.51
Source: General Fund Fund Balance $ 441,080.34
Federal Revenue $ 18,099.17
The following requests are to re-appropriate FY 13 funds to complete projects that were started in FY 13, to provide
funding for purchase orders (POs) initiated in FY 13 but delivered in FY 14, and to move FY 13 funding forward to
meet ongoing or anticipated needs in FY 14. These requests are planned to be one-time expenditures.
Human Resources: Requests the re-appropriation of $1,045.00 in unexpended tuition reimbursement
program funding;
Finance: Requests the re-appropriaton of $44,000.00 to implement software changes in order to comply with
state-mandated changes for Virginia Retirement System (VRS) contributions, record management, and
reporting for calendar year 2014;
Information Technology:
o Requests the re-appropriation of $28,470.00 to perform ongoing integration services for the County’s
financial systems and for Great Plains (GP) upgrades. Services will include integrations with
SharePoint and GP and a GP upgrade, which will include an upgrade to the Telestaff(Public Safety)
System integration with Great Plains and the new Applicant System.
o Requests the re-appropriation of $11,420.22 for consultant services to assist IT and the Office of
Management and Budget in completing the migratation and upgrades to the County’s Performance
Management system and website.
Voter Registrar and Elections: Requests the re-appropriation of $1,000.00 for document scanners to comply
with new electronic storage requirements from the State Board of Elections and $3,532.00 for computer
maintenance and replacement expenditures inadvertently excluded from the FY14 budget;
Sheriff:
o Requests the re-appropriation of $900.00 toward the purchase of replacement equipment;
o Requests the re-appropriation of $6,453.21 of the balance remaining in fingerprinting fees to
purchase volunteer reserves’ uniforms, equipment, and other miscellaneous expenses.
Commonwealth’s Attorney: Requests the re-appropriation of $4,685.00 for furniture replacement appropriated
in FY13 and delivered in FY14;
Police:
o Requests the re-appropriation of $74,274.90 for traffic safety programs based on prior years’
revenues over expenditures related to the PhotoSafe Program. These revenues are intended to only
fund traffic safety programs and not general local government operations;
o Requests the re-appropriation of $31,761.30 for Police equipment purchase orders that were issued
during FY13 and delivered in FY14;
Fire Rescue:
o Requests the re-appropriation of $59,780.07 for equipment and supply purchases appropriated and
purchase orders issued in FY13 that will be incurred in FY14;
o Requests the re-appropriation of $17,074.13 for volunteer advertising and marketing efforts
appropriated in FY13 that will be expended in FY14;
o Requests the re-appropriation of $6,422.12 for donations appropriated in FY13 that will be expended
in FY14. These donations support various efforts including the car safety seat program, public
education and one-time equipment or station furnishing purchases;
o Requests the re-appropriation of $52,464.47, the remaining balance in the Volunteer Incentive
Program (VIP) fund for Officer Development Program, training, advertising and marketing. This
program was approved and initially appropriated in FY09. The Board anticipated that these funds
would be used over multiple years.
Social Services: The following requests will be partially funded (26%) with $18,099.17 of unbudgeted federal
revenue:
o Requests the re-appropriation of $19,283.75 for purchase orders that were issued in FY13 and
delivered in FY14 and the completion of projects initiated in FY13 and to be completed in FY14;
Attachment A
o Requests the re-appropriation of $50,328.43 for temporary staffing to assist the department with
workload issues created by employee turnover, temporary staff absences and significant increases in
foster care workload;
Parks and Recreation: Requests the re-appropriation of $10,000 from the General Fund fund balance for
equipment associated with the Vehicle Replacement Fund re-appropriation request (Appropriation #2014031);
Community Development: Requests the re-appropriation of $1,029.91 to complete training certifications
approved in FY13; and
Non-Departmental: Staff requests the re-appropriation of $35,255.00 for unexpended Training Pool funding in
FY13. This funding was set aside to address the Board's strategic direction of supporting an evolving
workforce and to increase training opportunities for employees and would be included with the Training Pool
funding appropriated in FY 14.
Appropriation #2014033 $558.33
Source: Special Revenue Fund Balance $ 558.33
This request is to appropriate $558.33 in donations received in a previous fiscal year for the Parks and Recreation
Department. The donations will support parks maintenance needs, including Preddy Creek, Byrom Forest,
playgrounds, and bike trails.
Appropriation #2014034 $ 2,951,749.77
Source: General Gov’t Capital Fund fund Balance $ 2,951,749.77
The following requests are for the re-appropriation of FY 13 funds to the following General Government Capital
Program projects.
Pursuant to County policy adopted by the Board on March 13, 2013, “all unspent and unencumbered
appropriations allocated for active capital projects shall be re-appropriatied for completion of the projects.”
The initial carry-forward estimates identified by staff during the FY 14 budget development process for on-
going capital projects were included in the FY 14 Appropriations Resoluton approved by the Board on June 5,
2013. This request is to re-appropriate the remaining project balances for sixteen General Government capital
projects in which the anticipated carry-forward funding included in the FY 14 Appropriation Resolution was
underestimated at the time of the Board’s review and approval. These re-appropriations will not increase the
original project budgets but will carry-forward the remaining balances that exceeded staff’s initial estimates at
the end of the fiscal year. These updated carry-forward amounts are primarily due to unanticipated changes in
the timing of project schedules.
Apparatus Replacement Program-SYSTEM AMBULANCE $5,825.68
City-County Branch Library Repair/Maintenance $61,187.65
Crozet Avenue North Sidewalk $56,074.10
Crozet Library $844,516.84
Crozet Streetscape Phase II $556,534.97
Firearms Range $12,702.00
Fontaine Avenue Sidewalk $17,524.66
GIS Project $49,363.50
Hollymead-Powell Creek Drive Sidewalk $34,499.24
Ivy Fire Station $566,177.05
Parks Maintenance $124,787.89
Police Technology Upgrade $3,402.37
Public Works Facility Maintenance-Jessup House $9,500.00
Records Management $31,501.08
Seminole Trail VFD Renov/Add $331,798.10
South Pantops Sidewalk $25,695.00
Transportation Improvement - Local $9,390.16
The following re-appropriation requests are for active and/or encumbered General Government Capital
Program projects that were expected to be completed in FY 13 but were unfinished in FY 13:
Microsoft Upgrade: This request is to re-appropriate the remaining balance of $46,303.36 to add disk space
to the County’s backup systems at the County Office Buildings located at McIntire Road and Fifth Street. The
backup space supports financial records, scanned document images, digital video storage for the Police
Attachment A
Department, larger business files shared through e-mail, and increased imagery used in GIS and Planning.
The project is scheduled for completion during October 2013.
Crozet Greenways: This request is to re-appropriate the remaining balance of $24,705.00 to purchase and
install three trail bridges at Walnut Creek Park, Old Trail and West Hall. Installation will be completed by the
end of October 2013.
The following re-appropriation request is for an ongoing General Government Program maintenance project
that was unfinished in FY 13:
County Server Infrastructure Upgrade: This request is to re-appropriate the remaining balance of
$69,771.36 to complete a major migration of the County’s security (user sign -ons) and e-mail systems. The
project is scheduled for completion during September 2013.
The following re-appropriation requests are for General Government Capital Program planned allocations or
contingencies that were unspent in FY 13.
Rivanna Master Plan: This request is to re-appropriate the remaining balance of $50,000.00 to begin
implementation of the Rivanna Master Plan. These funds are to be used towards the Rivanna Greenway/Old
Mill Trail design and/or construction in Pantops and eastward to Rivanna Village. These funds may also be
used to fund emergency or un-anticipated priority issues/capital projects that may arise during FY 14 in the
Village of Rivanna.
Volunteer Fire Department (VFD) Contingency: This request is to re-appropriate the remaining balance of
$20,489.76 for unexpected apparatus maintenance expenses for the volunteer fire and rescue departm ents.
Appropriation #2014035 $ 14,166.47
Source: Storwmater Capital Program Fund Balance $ 14,166.47
The following requests are for the re-appropriation of FY 13 funds to the following Stormwater Capital Program
projects.
Pursuant to County policy adopted by the Board on March 13, 2013, “all unspent and unencumbered
appropriations allocated for active capital projects shall be re-appropriatied for completion of the projects.”
The initial carry-forward estimates identified by staff during the FY 14 budget development process for each
on-going capital project were included in the FY 14 Appropriations Resoluton approved by the Board on June
5, 2013. This request is to re-appropriate the remaining project balances for one Stormwater capital project in
which the anticipated carry-forward funding included in the FY 14 Appropriation Resolution was
underestimated at the time of the Board’s review and approval. This re-appropriation will not increase the
original project budgets but will carry-forward the remaining balance that exceeded staff’s initial estimates at
the end of the fiscal year. This updated amount is due to unanticipated changes in the timing of project
schedule.
Western Albemarle High School Stormwater Improvement $9,235.00
The following re-appropriation request for active encumbered Stormwater Capital Program Projects that was
expected to be completed but was unfinished in FY 13:
Downtown Crozet Wetlands Project: This request is to reappropriate $4,931.47 to support the Downtown
Crozet Regional Stormwater Improvements project, which consists of stormwater management for a 250-acre
urban watershed through channel improvements, wetlands, and biofiltration. This is is the estimated balance
to complete the construction and design purchase orders previously reappropriated by the Board on July 3,
2013.
Appropriation #2014036 $56,551.28
Source: WAHS Turf Field Fund Balance $ 10,000.00
Loan Proceeds $ 46,551.28
The following requests are for the re-appropriation of FY 13 funds to the following School Capital Program projects.
Attachment A
Pursuant to County policy adopted by the Board on March 13, 2013, “all unspent and unencumbered
appropriations allocated for active capital projects shall be re-appropriatied for completion of the projects.”
The initial carry-forward estimates identified by staff during the FY 14 budget development process for each
on-going capital project were included in the FY 14 Appropriations Resoluton approved by the Board on June
5, 2013. This request is to re-appropriate the remaining project balances for two School capital projects in
which the anticipated carry-forward funding included in the FY 14 Appropriation Resolution was
underestimated at the time of the Board’s review and approval. These re-appropriations will not increase the
original project budgets but will carry-forward the remaining balances that exceeded staff’s initial estimates at
the end of the fiscal year. These updated amounts are due to unanticipated changes in the timing of project
schedules.
Greer Elementary School Renov/Add Phase II $30,743.30
Vehicle Maintenance Facility Lifts $15,807.98
The following re-appropriation request is for an School Capital Program Project that was active but was
unfinished in FY 13:
Western Albemarle High School Turf Field: This request is to re-appropriate $10,000.00 for the Western
Albemarle High School Turf Field fence. The project began in the spring of FY 13 and was completed in
August 2013.
Appropriation #2014038 $265,500.00
Source: ECC Fund Balance $ 252,500.00
State Revenue $ 13,000.00
The Emergency Communications Center (ECC) requests that the County, acting as fiscal agent for the ECC,
appropriate funding from the ECC’s fund balance and state revenue for the following requests, which have been
approved by the ECC Management Board:
Requests $250,000.00 for the ECC Network Upgrade Project Phase II.This is the second of a two phase
project that will complete replacement of the ECC’s network and server infrastructure. This phase of the
project will replace the end-of-life core and Internet firewalls, including enhanced remote access and new web
application hosting capability. Disaster recovery will be expanded to include mirrored off -site storage and
backup/restore capability, including computing infrastructure to restore databases and services via the
Backup ECC. The regional public safety wireless network (WLAN) controller will also be replaced.
Requests $2,500.00 for the annual purchase of additional batteries for the 800 MHz regional radio cache
which is maintained by the ECC. This is for replacement batteries for the 80 handheld units.
Requests $2,000.00 provided by the Virginia E-911 Board through Virginia Information Technologies Agency
(VITA) for Public Safety Communications personnel training.
Requests $3,500.00 provided by the North Anna Power Plant for equipment for Emergency Management
staff. The funding is managed through the Virginia Department of Emergeny Management based on the
distance in miles from the power plant.
Requests $7,500.00 for a Local Emergency Management Program Grant (LEMPG) that is used to
supplement local Emergency Management efforts. This grant is managed by the City of Charlottesville, which
provides funding to the ECC to supplement the salary of the Assista nt Emergency Management Coordinator.
Appropriation #2014039 $9,000.00
Source: State Revenue $ 9,000.00
This request is to appropriate $9,000.00 in state revenue from Department of Criminal Justice Service to the Police
Department. This non-grant funding will provide temporary wages related to the gang assessment team for the
GRACE (Gang Reduction Achieved through Community Engagement) Committee.
Attachment A
Appropriation #2014040 $15,000.00
Source: Federal Revenue $ 15,000.00
This request is to appropriate $15,000.00 in federal revenue for a grant awarded by the Virginia Department of Motor
Vehicles to the Office of the Sheriff. This grant requires matching funds of $7,500.00 , which will be provided by the
existing budget for the Office of the Sheriff for a total of $22,500.00. The underlying goal of this grant is to decrease
speed-related fatalities through speed enforcement efforts.
Appropriation #2014041 $0.00
This appropriation will not increase the County Budget.
Source: General Fund Fund Bal $ -9,000.00
General Gov’t Capital Fund fund Balance $ 32,075.00
School Capital fund Balance $ -23,075.00
The Office of Facilities Development provides project management support for School and Local Government’s
capital projects and charges hourly-based project management (PM) fees. Initial project management budgets are
estimated based on the number of projects and the time anticipated to complete the projects. This request is to
adjust project management budgets by appropriating $97,500.00 from various currently budgeted project
management fees (see below) to the Northside Library and Storage Facility project for anticipated project
management services. The total project budget for the Northside Library project approved and appropriated by the
Board on May 1, 2013 included estimated PM fees; however, at the end of FY13, these PM fees were not carried
forward as part of the the multi-year appropriation process and therefore require appropriation at this time.
Amount Source: Description:
-$25,000.00 General Gov’t Capital Fund fund Balance PM - Unassigned Local Government projects
-$9,375.00 General Gov’t Capital Fund fund Balance PM - Transportation PM
-$2,250.00 General Gov’t Capital Fund fund Balance PM - Parks Maint Projects
-$16,200.00 General Gov’t Capital Fund fund Balance PM - Master Plan
-$12,600.00 General Gov’t Capital Fund fund Balance PM - Sidewalks
-$9,000.00 General Fund Fund Bal PM - Local Government
-$23,075.00 School Capital fund Balance PM - Unassigned School projects
$97,500.00 General Gov’t Capital Fund fund Balance PM – Northside Library
Appropriation #2014042 $0.00
This appropriation will not increase the County budget.
Source: Intern/Fellowship Fund $ 81,338.00
During the FY 14 budget process, the Board approved $166,500.00 in one-time funding to establish a flexible one-
year internship program for college and grad school graduates who are seeking experiences in local government. The
intent of the program, which has been re-named the County’s Fellowship program to distinguish it from the County’s
other undergraduate level internship programs, is intended to provide a meaningful and goal -oriented experience in
which individuals learn about careers in local government with the purpose of benefiting both the County and the
Fellows. The Board of Supervisors approved an appropriation on July 3, 2013 to allocate $51,685.00 from the
Fellowship Program Fund to the Office of Management and Budget (OMB) to fund one Fellowship position.
This appropriation allocates an additional $81,338.00 from the Fellowship Program Fund to the Office of Management
and Budget (OMB) to provide funding for the salary and associated costs for two additional full-time fellowships.
These two Fellows will work with the existing Fellow across the organization on strategic, multi-departmental projects
that require complex analysis and/or research. Requests for projects will be submitted by department heads and
approved by the County Executive’s Office.
Appropriation #2014043 -$596,724.44
Source: General Gov’t Capital Fund fund Balance $ -1,500,000.00
School Capital Loan Proceeds $ 903,275.56
Attachment A
As the counterpart of Appropriation Request # 2013109, this request is to appropriate a transfer totaling
$1,500,000.00 from the School Capital Fund to the General Government Capital Fund to (a) return the funds used
to maintain positive balances in the FY 13 funds pending receipt of loan proceeds this fall in FY 14.
This request is to also reduce certain FY 14 Capital projects’ budgets for expenses incurred in FY 13. These School
Capital projects were approved and included in the Adopted FY 14 Capital Budget, however, the projects
experienced expenditures in FY 13, as it was necessary for School contstruction work to start in mid-June to ensure
that work would be completed before the start of school in late August. Although no bills were paid in FY 13 for
these projects and FY 14 funds were appropriated for these project costs, bookkeeping requirements require that
the funding be shown as a FY 13 expense. For the FY 15 - FY 19 CIP, staff will propose options which will employ
best practices and accommodate these types of tightly scheduled School CIP projects.
This appropriation will decrease the use of General Government Capital Fund fund balance by $1,500,000.00 and
will increase the use of the School Capital Fund loan proceeds by $903,275.56.
To offset the increases in FY 13 Captial project budgets, this request will also decrease the FY 14 School Capital
School Capital Maintenance program budget by $451,413.00, decrease the FY 14 Murray High School project
budget by $92,424.44, and decrease the FY 14 Contemporary Learning School project budget by $52,887.05. The
total net FY 14 budget decrease would be $596,724.44.
This appropriation is contingent upon the Board’s approval of Appropriation #2013109, which is included in the FY
13 Appropriations and Amendments Executive Summary also scheduled on the Board’s October 2, 2013 Consent
Agenda.
Appropriation #2014044 $171,667.52
Source: School Fund Balance $ 171,667.52
This request is to re-appropriate $171,667.52 in funding for Albemarle County Public Schools Design 2015 Innovation
Labroratory. Educators throughout the division are invited to submit proposals for pilot programs that inc orporate
innovative technologies, develop new instructional models, enhance the learning environment and include
components to assess student progress. Programs can be for an individual school or a group of schools and must
have the capability to be shared across the division. This request is to re-appropriate funding for items that were
ordered up to 12 weeks prior to the end of FY 13 but were not received in FY 13. Items ordered include technology,
equipment and furniture purchases.
Appropriation #2014046 $0.00
This appropriation will not increase the County budget.
Source: Reserve for Contingencies $ 9,345.00
This request is to appropriate $9,345.00 from the Reserve for Contingencies to the Board of Supervisors for court
ordered legal expensees for former Board member Chris Dumler’s defense of the petition seeking to remove him from
the Board.
Return to exec summary
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
FY15 VDOT Revenue Sharing Program Participation
SUBJECT/PROPOSAL/REQUEST:
Resolution authorizing participation in the VDOT Revenue
Sharing Program and project(s) proposed for Revenue
Sharing funds
STAFF CONTACT(S):
Walker, Davis and Benish
PRESENTER (S): David Benish
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: X INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
VDOT has established November 1, 2013 as the deadline for receipt of applications/proposals for the FY15 Revenue
Sharing Program . VDOT has set this deadline for its FY15 Program in order to determine the level of state funds
needed to maximize local participation in this program . Please see the attached August 2, 2013 letter from VDOT for
further explanation of this year’s application process (Attachment A). For FY15, it is anticipated that the Revenue
Sharing Program will potentially match, dollar-for-dollar, up to $10.0 million, a locality’s contribution toward funding
transportation projects. At this time, VDOT does not know what the final allocation for the FY15 program will be.
In the summer of 2013, VDOT awarded the County $1.1 million in FY 14 Revenue Sharing Program funds. This
allocation, along with the County’s match, will be used for enhanced signal synchronization on US 29 north (City limits
to Hollymead) and the construction of four sidewalk projects identified in the County’s CIP. Those sidewalks projects
are: Rio Road east (from Stonehenge to Pen Park Road and Pen Park Road); Old Lynchburg Road Asphalt Walkway
Upgrade (from Region10 Offices to Fifth Street), Avon Street in two locations near Mill Creek and Arden Drive; and US
250 west in Crozet (in the Cloverlawn and Blue Ridge Shopping Center area).
STRATEGIC PLAN:
Goal 2. Provide community facilities that meet existing and future needs; and
Goal 5. Ensure the health and safety of the community.
DISCUSSION:
County and VDOT staff have met to review the FY15 Revenue Sharing Program requirements and guidelines, the
County’s priority lists of transportation projects and State priorities for project funding. As a result of these
discussions, staff has determined that the majority of the County’s higher priority road projects are not at a stage
where they can be strong candidates for the FY15 program due to the total cost of the projects and the length of time
needed to secure funding and to design the project (i.e. Berkmar Drive extension, Proffit Road improvements).
Due to the importance of providing for pedestrian safety and multi-modal transportation facilities in the urban area, and
the limited amount of funding available in the CIP for new construction projects, staff recommends that Revenue
Sharing Program funds continue to be use to for the Construction of sidewalks identified in the Capital Improvements
Program (Attachment B). The following project is the recommended project for funding in FY15:
Ivy Road (from the City Limits to UVA Police Offices/US 29-250 Bypass) ($1,600,000) – This project would
provide for sidewalk, bike lanes, street trees/landscape and drainage improvements in a highly developed
area of commercial and residential development. The project would extend bikelanes or paved shoulders to
the intersection of Canterbury Road (Bellair), just west of the Bypass.
This is the highest priority project on the sidewalk construction list that has not been funded for cons truction. These
improvements have long been identified in the County’s Comprehensive Plan. The area consists of commercial and
office uses, and residential developments including University Heights Apartments and the Poplar Glen townhouse
development. The County has also received frequent requests for improved bike facilities along Ivy Road.
AGENDA TITLE: FY15 VDOT Revenue Sharing Program Participation
October 2, 2013
Page 2
BUDGET IMPACT: Participation in the VDOT Revenue Sharing Program leverages matching funds from VDOT to
advance important transportation projects. The County has appropriated $879,440 for the local match for the FY15
Revenue Sharing request.
RECOMMENDATIONS:
Staff recommends that the Board adopt the attached resolution approving the County’s participation in the Revenue
Sharing Program for FY15, and requesting $800,000 in Revenue Sharing Program funds for sidewalk s, bike lanes and
related improvements to Ivy Road.
ATTACHMENTS
A – Letter dated August 2, 2013 from VDOT
B – CIP FY15 Sidewalk Construction Program Project List
C – Map of Ivy Road Project Area
D – Resolution
Return to agenda
Attachment B
Page 1
(updated July, 2013)
CIP REQUEST: SIDEWALK CONSTRUCTION PROGRAM –PROJECT LIST
Projects are listed in priority order:
Crozet Avenue North from St. George Avenue to Ballard Drive (north of Crozet ES ) — This project will provide
safe pedestrian access to school by providing sidewalk repairs/improvements and installation of a crosswalk and
warning lights. A VDOT Safe Routes to School Grant has been received to fund the portion of the project from
Crozet Elementary School to Ballard Drive. Construction plans for the portion from St. George to Crozet ES are 90%
complete. The design plans for the Safe Routes to School Grant portion will be completed January 2012. The grant-
funded portion of the project (crosswalks and warning lights/signage) will proceed as the first phase of this
improvement. Total Project Cost- $677,500 (current funding $314,000 ; includes $190,000 Safe Routes to School
Grant) (FY13 VDOT Revenue Sharing Funds received)
South Pantops Drive from State Farm Blvd to Carriage Hill Apt. and State Farm Blvd from Rt. 250 East to South
Pantops Drive – This will provide 3600 feet of sidewalk and complete the pedestrian system in this area, which will
serve several residential, business, and commercial establishments. The design plans are 90% complete.
Construction easements and some right-of-way need to be obtained. If fully funded this project will go to bid
summer 2012. Total Cost - $720,000 (current funding $512,000) (FY13 VDOT Revenue Sharing Funds received)
Fontaine Avenue, Research Park to City line – Install sidewalks for a short distance (approximately 170 feet)
between the end of the existing sidewalk at the City limits to the Stribling Avenue intersection where the Research
Park asphalt path ends. The City’s sidewalk ends abruptly at the city line and pedestrians are left without any
facility until they reach the Research Park. Right -of-way may need to be obtained and modification of the existing
guardrail may be necessary. Total Project Cost: $87,525 (fully funded)
Hollymead Drive/Powell Creek Drive – This project would complete the sidewalk connections to the school
complex at three locations and would allow for crosswalks to be installed in various locations, including at the
intersection of Ashwood Blvd. and Powell Creek Drive. The Forest Lakes Homeowners Association and the past
principals from each school have requested these improvements. All improvements will be within existing right-of-
way and new curb & gutters are not needed. Total Project Cost: $194,000 (fully funded)
Barracks Road, City Limits to Barracks West Apartments [NEW] – Construct a sidewalk (approx. 1675 feet),
crosswalks, and pedestrian lighting from the Barracks West apartments on the north side of Barracks Road to the
existing sidewalk near the Georgetown Road intersection. Also construct crosswalks and short segments of
sidewalk (where feasible) at strategic locations on the south side of Barracks Road between the Georgetown Road
intersection and the City limits. This is an area with a high concentration of residents and five bus stops along, or
near, Barracks Road. Many residents of the Barracks West apartments rely on transit and walk along the edge of
the road to reach the bus stops on Barracks and Georgetown roads. These improvements have been requested by
the Hessian Hills and Canterbury Hill Neighborhood Associations. Total Cost: $400,000 (not funded, new request)
(FY13 VDOT Revenue Sharing Funds receiv ed)
Hydraulic Road, from Commonwealth Drive to Georgetown Road – This project would install 1700 feet of
sidewalk on the north side of Hydraulic Road. Right-of-way will need to be acquired. This road is located in the
Development Area with numerous businesses and homes/apartments in the area. There are bus stops in this area.
There are also elementary, middle, and high schools in the vicinity, and this area is within walking distance of the
Attachment B
Page 2
Shops at Stonefield development (formerly known as Albemarle Place). Cost: $345,000 (not funded) (FY13 VDOT
Revenue Sharing Funds received)
Ivy Road (Rt. 250 west), City limits to Kluge Center/UVA Police Offices– Sidewalks, bike lanes, curb and storm
drainage system improvements, street trees and pedestrian lighting from the former Kluge Rehab Center site/UVA
Police Office area to the City line. Bikelane or paved shoulder paving/improvements should extend to the
intersection of Ivy Road/Rt 250 and Belair Drive. In addition, sidewalk improvements shoul d also include
sidewalk/crosswalk improvements at the intersection of Ivy Road and Old Ivy Road (RR underpass to Ivy Road).
This project will connect the commercial and surrounding residential areas along Ivy Road to the existing sidewalk
system in the City. The cost estimate in prior CIP requests was based on a consu ltant's study procured by County
Department of General Services. The cost estimate was increased based on the County Office of Facility
Development estimates. Total Project Cost: $1,600,000 (not funded)
Old Lynchburg Road Asphalt Walkway upgrade – The project would provide repaving or replacement of the
existing asphalt walkway on Old Lynchburg Road, from Fifth Street to the Region 10 building (750 ft). This asphalt
walkway is overgrown in some locations and is in need of patching, resurfacing, o r replacement. This walkway will
become increasingly important as the new CAT bus route will not stop at the Region 10 building, but will provide a
stop on the corner of Old Lynchburg Road and Fifth Street. A portion of the asphalt walkway along Fifth Stre et in
the area will also need to be repaired. Cost: $100,000 (FY14 VDOT Revenue Sharing Funds received)
Avon Street Walkway/Crosswalks Phase 1 – Initial project is to extend existing sidewalk/asphalt walkway from
Mill Creek Drive north to Peregory Lane (1950 ft) and from Stoney Creek Drive southward to Arden Drive (1000 ft),
and construct crosswalks to Cale Elementary School. Total Cost: $400,000 (current funding $70,000). (FY14 VDOT
Revenue Sharing Funds received)
Avon Street Walkway Phase 2 – Construct approximately 6000 feet of sidewalk/asphalt walkway on the east side
from the Southern Parkway intersection to the City limits (bridge over I-64 is not built with sidewalks). Total Cost:
$800,000
Rio Road (Rt. 631, from Meadow Creek Parkway to Stonehenge & Pen Park Lane)(0.75 miles), – When the MCP
is completed, this project would connect Stonehenge, a fairly dense residential neighborhood, to the MCP and Rio
Road sidewalk system. The cost estimate in prior CIP requests was based on a consultant's study procured by
County Department of General Services. The cost estimate has increased (County Office of Facility Development
estimates). Right-of-way will need to be acquired for most of the project. Total Project Cost: $475,000 (FY14 VDOT
Revenue Sharing Funds received)
US Route 250 West, Crozet – Construction of sidewalk, crosswalks and streetlighting from Cory Farms to the
Cloverlawn commercial area and Blue Ridge Shopping Center. The project should also include sidewalk
connections from the new sidewalk to the Liberty Hall community and trails connecting to the Lickinghole Creek
Greenway trail. (FY14 VDOT Revenue Sharing Funds received)
Fontana Neighborhood Sidewalks – Construction of sidewalks (approximately 1700 feet) along strategic portions
of Fontana Drive and Verona Drive in the Fontana development in the Pantops area. This subdivision was
developed prior to regulations requiring that residential streets to be b uilt with sidewalks. The neighborhood is
experiencing speeding and cut through traffic issues and this, along with the hilly topography, is creating conflicts
with residents trying to walk in the area. The sidewalks are intend to connect the existing path way system within
the development and to connect to sidewalks in adjacent developments. Total Cost: $395,000 (not funded, new
request)
Attachment B
Page 3
Sunset Avenue and Old Stagecoach Road – Provide for sidewalks and bikelanes on Sunset Avenue from Moore’s
Creek/City limits to Fifth Street (6800 ft) and on Country Green Road from Sunset Avenue to Old Lynchburg Road
(2100 ft). This project will provide the Redfields development and five other apartment and townhouse
developments access to bus stops, commercial and office developments, as well as access to parks and greenway
trail areas. Improvements to Sunset may be best implemented with the proposed road improvements
recommended in the County’s Priority List of Secondary Road Improvements. Total Cost: Country Green,
$650,000 (not funded); Sunset Avenue, (recommended for construction as part of road improvement project)
Woodbrook Drive from US 29 to Woodbrook ES – This project would install sidewalks along both sides of
Woodbrook Drive from the commercial area on the corner of Woodbrook Drive and US 29 to the school (750 ft).
Currently pedestrians have to share the road with cars. Right-of-way will need to be acquired for this project.
Total Project Cost: $200,000 (not funded)
Riverbend Drive from US 250 to Apartments – Install a sidewalk on the east side of Riverbend Drive, from US 250
to the entrance to the Riverbend Condominiums. There is a high level of traffic on this road in an area that
consists of office, commercial/retail, and residential uses. The sidewalk would improve pedestrian safety, access
to bus service, and would allow for crosswalks to be installed at the Riverbend/US 250 intersection and the
Riverbend/South Pantops Blvd. intersection. Total Cost: $ 280,000 (not funded)
Woodbrook Drive from US 29 to Berkmar Drive – This project would install sidewalk on the north (Lowes) side of
Woodbrook Drive (1150 ft). Pedestrians currently have to walk along the grassed slope behind the curb. Total
Project Cost: $220,000 (not funded)
Route 240 from Music Today/Star Hill Building to Highland subdivision – This project would install sidewalks from
the Highlands development to the Music Today/Star Hill Brewery Building (old Conagra) to where there are
currently sidewalks along Rt. 240 (5500 ft). This will allow the residents to walk safely to downtown Crozet. Total
Project Cost: $800,000 (not funded)
Fifth Street, City limits to south of I-64 [NEW]– Install sidewalk connecting existing sidewalks in the City to an
existing asphalt walkway south of the I-64 interchange (2600 ft). Repair and replace (as needed) the existing
asphalt walkway from south of the interchange to Old Lynchburg Road (2000 ft). The improvement will provide
access to CAT bus service, commercial, office, and residential development in the area, as well as to greenway
trails in the City and County. Sections of sidewalk may be funded or constructed with future development of
adjacent, undeveloped properties. Total Cost: $700,000 (not funded)
Hillsdale Drive, from the JABA Building to Rio Road – This project will complete sidewalks on both sides of
Hillsdale Drive between Rio Road and Branchlands Blvd. The County received a VDOT Pedestrian Safety Grant and
completed construction of sidewalks and crosswalks on Hillsdale Drive; however, the grant award was insufficient
to cover all of the planned sidewalk improvements. The section of sidewalk on the west side of Hillsdale Drive,
from Rio Road to the JABA building was not constructed. Total Project Cost: $245,000 (not funded)
Old Ivy Road, from Ivy Road to Bypass/Old Garth Road – This project would install a sidewalk or a multi-use path
along this section of road. Improvements would also include the installation of lighting to illuminate under the
railroad bridge and other safey improvements for pedestrians and cyclist traveling under the bridge Total Project
Cost: $900,000 (not funded) [New]
Ivy Road (Rt. 250 West) from Bellair Market to Kenridge – This project would install 700 feet of sidewalk (or
asphalt walkway) along the north side of US 250 west from the Kenridge residential development to the
Attachment B
Page 4
commercial/office/retail area near bypass interchange and Old Ivy Road. This will connect existing sections of
pathway that were required to be built as part of more recent developments in the area. Currently pedestrians
walk on the side of the road very close to vehicles. Total Project Cost: $200,000 (not funded; prior funding
($156,572) reallocated to other CIP projects)
Safety projects added to list from County Priorty List of Road Improvements (adopted May 2012) (new to this
list—not prioritized with other projects at this time):
Pedestrian crossings at strategic locations on Rt 29 North (not funded)
NOTE: The following are constrained projects (right -of-way or easement will not be provided by some property
owners at this time) and cannot be developed at this time.
Hilltop Street from Tabor Street to Crozet Park – This project would install a permanent sidewalk/path along a
road that has numerous pedestrians. Part of this road has an asphalt path that was not meant to be a permanent
solution. The residents of Hilltop have to share the road with cars if they walk to the park. Some property owners
will not donate right-of-way for project construction. Total Project Cost: $200,000 (full ROW not donated, prior
funding has been reallocated to other CIP projects)
Tabor Street from Rt. 240 to Park Road – This project would install sidewalks along a narrow road that has
numerous pedestrians. The residents of Tabor Street (and surrounding area) have to share the narrow road with
cars if they walk to the park or to downtown Crozet. It is likely that additional funding will be needed to cover
construction cost. The cost estimate was based on a consultant's study procured by County Department of General
Services. Some property owners will not donate right-of-way for project construction. Total Project Cost:
$200,000 (full ROW not donated, prior funding has been reallocated to other CIP projects)
Timber Pointe Drive to Tompkin Drive- This project would connect the Tompkin Drive (Jefferson Village)
neighborhood to the Forest Lakes neighborhood. It is only a short section. The Forest Lakes Community Board has
yet to support this project. Total Project Cost: $35,000 (not funded)
Points of Interest
AIRPORT
COLLEGE/UNIVERSITY
COMMUNITY
FIRE/RESCUE STATION
GOVERNMENT
HOSPITAL
LIBRARY
POLICE STATION
POST OFFICE
RECREATION/TOURISM
SCHOOL
Parcel Info
Parcels
Ivy Road Sidewalk and Bikelane Project Attachment C
Map is for Display Purposes Only • Aerial Imagery from the Commonwealth of Virginia and Other Sources September 20, 2013
GIS-Web
Geographic Data Services
www.albemarle.org
(434) 296-5832
Legend
(Note: Some items on map may not appear in legend)
682 ft
RESOLUTION TO PARTICIPATE IN
VIRGINIA DEPARTMENT OF TRANSPORTATION
REVENUE SHARING PROGRAM FOR FISCAL YEAR 2015
WHEREAS, the County of Albemarle desires to submit an application for up to
$800,000 of revenue sharing funds through the Virginia Department of Transportation
Fiscal Year 2014 Revenue Sharing Program; and
WHEREAS, the County is willing to commit $800,000 in local funds in order to
compete for a Revenue Sharing Program award; and
WHEREAS, these funds are requested to implement the County’s Sidewalk
Construction Program by funding the installation of new sidewalk, bikelanes and related
landscape and drainage improvements on Ivy Road (US Route 250) from the
Charlottesville City limits to the US29/250 Bypass.
NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of
Supervisors hereby commits to provide up to $800,000 of local funds in its application for
up to $800,000 of revenue sharing funds from the FY 2015 Virginia Department of
Transportation Revenue Sharing Program and requests that the Virginia Department of
Transportation approve the County’s application.
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 October 2, 2013.
Return to exec summary
Page 1 of 4
Culpeper District
Albemarle County Monthly Report
October 2013
Special Issues
The bridge over the North Fork Rivanna River on Route 649 will be closed September 23-
25 to remove debris against the pier. A detour will be in place directing traffic to Route 600
as done in the past.
Preliminary Engineering
PROJECT LAST MILESTONE NEXT MILESTONE AD DATE
Route 708, Dry Bridge Road
Bridge Replacement over RR Award Begin Construction --
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 –
September 2013 March 2014
Route 677, Broomley Road
Bridge Replacement over RR Design Public Hearing Right of Way –
September 2013 December 2014
Route 637, Dick Woods Road
Bridge Replacement over Ivy Creek Design Public Hearing Right of Way –
September 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 --
Route 606 – Dickerson Rd. over North
Fork of Rivanna River -- Project Scoping January 2020
Route 29—Adaptive Signal System -- TBD TBD
CITY OF CHARLOTTESVILLE:
PROJECT LAST MILESTONE NEXT MILESTONE AD DATE
Best Buy Ramp Design Public Hearing Right of Way – Fall
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 Rte 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.
Ballards Mill Road 0671-002-6059
Scope: Superstructure replacement, State Forces.
Next Major Milestone: Road Closure, November 4th.
Proposed Completion: November 29, 2013
Rte 53 HSIP Projects (NFO)0053-002-S30, S31, S32, M501
Scope: Curve improvements at 3 locations on Route 53.
Next Major Milestone: Install Curb and Gutter, Drainage Work, Paving, Sign Installations
Contract Completion: October 19, 2013
Route 708 Dry Bridge Road (NFO)0708-002-283, C501, B659
Scope: Replace bridge; reconstruct approaches, drainage and incidentals
Next Major Milestone: Preconstruction Conference scheduled for Sep 18, 2013.
Contract Completion: 12-Sep-14
Page 3 of 4
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
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
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
Route 654 Barracks Road: Crosswalk review; Report completed. VDOT Study Number - 003-
0654-20130624-020
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 Num ber - 003-1815-20130618-
011
Route 1815 Old Trail Drive: Signing review; pending. VDOT Study Number - 003-1815-
20130618-010
Route 691: Speed study; pending. VDOT Study Number - 003-0691-20130625-011
Route 631 Rio Road and Putt Putt Lane: Signal warrant review; pending. VDOT Study Number
– 003-0631-20130723-009
Route 611 Jarmans Gap Road: Safety and signing review; pending. VDOT Study Number - 003-
0611-20130819-007
Route 606 @ Route 29: Safety review; pending. VDOT Study Number- 003-0606-20130819-007
Route 664 Markwood Road: Safety review; pending. VDOT Study Number - 003-0664-
20130822-007
Page 4 of 4
Maintenance Activities
VDOT Area Headquarters crews completed the following activities during the past month.
For specific route activities, please contact the Charlottesville Residency Office.
Mowing Completed on all primary routes and 74 secondary routes including
subdivisions in Crozet and Earlysville
Machining of non-hard surface roads has been completed on 31 secondary routes
Patching was performed on 3 primary routes and 21 secondary routes
Debris removal along 14 routes
Culverts were replaced on 4 routes and cleaned on 16 routes
Rural Rustic road construction has been completed on Route 787 Gillums Ridge Road
Joel DeNunzio Virginia Department of Transportation
Charlottesville Residency Administrator 701 VDOT Way
Charlottesville, VA 22911
JAUNT in Albemarle County
FY13
Number of Trips
FY11 FY12 FY13
Public Demand-Response
Medical 28,358 30,395 29,297
Work 12,911 15,027 16,060
Adult Day Care 325 409 204
Miscellaneous 30,782 35,453 36,337
Public Routes
Scottsville 8,005 7,762 7,639
Crozet 4,831 5,275 4,982
Misc. Routes 3,709 4,825 4,037
JABA Routes 3,958 3,213 2,725
Total Public Service 92,879 102,359 101,281
Human Service Agency 7,637 12,817 21,559
GRAND TOTAL 100,516 115,176 122,840
Children 11%
Adults 46%
Seniors 43%
People with Disabilities (all ages) 76%
Highlights of the Year in Albemarle County
Ridership held steady in FY13 with modest increases in work and
miscellaneous trips – surprisingly, in the wake of all rural fares increasing
by $1.00.
All routes declined (presumably due to fare increases). JABA routes were
free in the past; now seniors are paying $1.00 roundtrip to get to the
nutrition programs.
Agency ridership increased 70%, following last year’s 68% increase. We
carried more children to summer programs like PVCC summer camp and
the Boys and Girls club, while adults travelled to programs throughout the
year.
Small grant programs offered options to seniors for shopping and travel
from Crozet to Charlottesville and Woods Edge to CAT routes.
Annual Report FY12-13
JAUNT’s VIsION
Central Virginians get where they need to go safely, efficiently and
affordably while respecting the environment.
JAUNT’s MIssION
JAUNT safely, courteously and promptly provides public and
specialized services to meet community mobility needs.
BOARD OF DIRECTORS FY12-13
Ray Heron, President, Charlottesville
Clifford Buys, Vice President, Albemarle
David Feisner, Secretary, Fluvanna
Fran Hooper, Treasurer, Albemarle
Ray East, Albemarle
Juandiego Wade, Albemarle
Karl Carter, Buckingham
Philip Jones, Charlottesville
Katherine Pickett, Charlottesville
John Jones, Charlottesville
Pat Thomas, Fluvanna
Willie Gentry, Louisa
Janice Jackson, Nelson
Mercedes Sotura, Nelson
FROM ThE ExEcUTIVE DIREcTOR
AND ThE pREsIDENT
If there is one common thread that runs through JAUNT, it’s our sense of
community. We are passionate about the communities we serve which
is expressed in our dedication and commitment to our passengers. This
past year we provided over 300,00 trips for Albemarle, Buckingham,
Charlottesville, Louisa, Fluvanna, and Nelson residents. Each trip
represents a family member, friend or neighbor you know riding on
our buses every day. We take that responsibility seriously and strive to
provide the best transportation service we possibly can.
Looking back through the past year, there are several things to highlight.
We came in under budget once again by significantly reducing overtime
and keeping an eye on the bottom line. We continued to improve the
quality of our service, which is reflected in a reduction of complaints by
54% and the fact that we exceeded our safety goal by 33%. And finally,
back to that sense of community. In collaboration with JABA we received
grant funding for an additional JAUNT run to Mountainside, an assisted
living community located in Crozet, as well as a shuttle for the residents of
Woods Edge Apartments many of whom hadn’t been able to walk to the
nearest bus stop. We are glad to provide that service because we know
firsthand what a difference transportation can make in the lives of seniors
and people with disabilities.
As you know, we try to be good stewards of the environment by making
decisions that are good for business and good for the planet. Last year we
started construction on a pervious surface parking lot and we are pleased
to tell you that it has been completed! We posted a great video on our
Facebook page demonstrating its amazing ability to completely eliminate
runoff to Moore’s Creek which runs behind our facility.
Please give us a call and make a reservation to ride so
you can experience first hand what JAUNT is all about!
Ray Heron, president
Donna Shaunesey,
Executive Director
All of the drivers that
I have had have been
friendly helpful and
professional. The
dispatchers and
reservations people are
the same way.
-from 2012 Passenger
Survey
JAUNT IN BRIEF
JAUNT, Inc. is a regional transportation system providing service
to Charlottesville, Albemarle, Louisa, Nelson, Fluvanna and
Buckingham. The 70 vehicle fleet carries the general public, agency
clients, senior citizens and people with disabilities throughout
Central Virginia; most of the fleet is lift-equipped. Organized in 1975,
JAUNT maintains an exemplary record of safety, cost efficiency, and
high quality service, and is recognized both statewide and nationally
for its performance record. In FY13 we provided over 300,000 trips
to work, agency programs, doctors’ offices, and retail businesses.
JAUNT is owned by the local governments that it serves and uses
federal, state, and local funding to supplement fares and agency
payments.
Charlottesville
Albemarle
Nelson
Buckingham
Fluvanna
Louisa
SURVEY HIGHLIGHTS
Passengers from Albemarle, Charlottesville,
Buckingham, Louisa, Fluvanna, and Nelson participated
in our annual survey and said that...
98% of the respondents felt that they usually or
always receive courteous service when making a
reservation.
99% of the respondents reported that the drivers
drive safely.
93% of the respondents reported receiving help
when needing assistance on and off the bus.
The following was reported in the annual agency
survey...
100% of the respondents would recommend us to
another agency.
Two 28 passenger
buses were
purchased to keep
up with Buckingham
Commuter Route
ridership!
Our nonprofit, JAUNT
Friends, distributed
1,100 tickets to people
in need!
JAUNT has gone above and beyond our expectations in serving
our clients and is always willing to work with us on anything we’ve
requested. Every staff member we have worked with or come in
contact with has displayed exceptional customer service. We greatly
appreciate JAUNT’s flexibility and professionalism.
-Rappahannock-Rapidan Regional Commission
TOTAL ANNUAL RIDERSHIP
FY12-13 RIDERSHIP
350,000
300,000
250,000
200,000
150,000
100,000
50,000
0
1975 1980 1985 1990 1995 2000 2005 2010 2013
TRIP CATEGORIES
Medical 77,845
Elderly and Disabled 98,569
Children & Youth 17,627
Senior Meal Programs 15,517
Rural Routes 83,394
Other 22,042
TOTAL 314,994
PASSENGER ORIGIN
Charlottesville 106,206
Albemarle 122,840
Nelson 19,244
Fluvanna 13,009
Louisa 33,285
Buckingham 14,649
Other 5,761
TOTAL 314,994
In fine or stormy
weather your service is
always cheerful & kind,
pleasant & welcome!
-from 2012
Passenger Survey
ExpENsEs
Administration $961,575
Operations $4,352,947
Special Projects $113,332
TOTAL $5,427,854
REVENUE
Local $2,370, 337
State $910,909
Federal $1,407,990
Agency $495, 880
Fares $507,578
TOTAL $5,692,694
Operations 80%
Special
Projects 2%Administration 18%
Agency 9%
Fares 9%
state
16%
Federal
25%
Local 41%
OPERATING BUDGET SUMMARY
(unaudited figures)
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This document was printed on recycled paper.
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Municipal Separate Storm Sewer System (MS4) Program
and Total Maximum Daily Loads (TMDLs)
SUBJECT/PROPOSAL/REQUEST:
Review new requirements and resource implications
related to the County’s programs to manage stormwater
and restore impaired waters.
STAFF CONTACT(S):
Foley, Walker, Letteri, Davis, Kamptner, Graham,
Shadman, Brooks, and Harper
PRESENTER (S): Greg Harper
LEGAL REVIEW: Yes
AGENDA DATE:
October 2, 2013
ACTION: INFORMATION: X
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: Yes
REVIEWED BY:
BACKGROUND:
At work sessions on July 3, 2013 and August 7, 2013, the Board was presented with a variety of information in
preparation for decisions it would need to make regarding future program levels and funding. A September 4, 2013 work
session deviated from this discussion series to address a particular, time-critical element of the overall stormwater
management program – modifying the County’s regulatory processes and Water Protection Ordinance to be consistent
with new requirements of the Virginia Stormwater Management Program (VSMP).
Staff is again deviating from the original discussion to present specific information related to other new State mandates –
those related to the County’s Municipal Separate Storm Sewer System (MS4) permit and Total Maximum Daily Load
(TMDL) requirements. Staff intends to resume discussions related to future program levels and funding in early 2014.
STRATEGIC PLAN:
Goal 4a: Work in conjunction with key stakeholders to protect the health of our local waterways and other critical
natural resources.
DISCUSSION:
Albemarle County is authorized to discharge stormwater from its urban areas into State waters by way of a permit
issued by the Department of Environmental Quality (DEQ) under Virginia’s implementation of a federal program called
the National Pollutant Discharge Elimination System (NPDES). The NPDES program was originally intended to
regulate point sources of pollution but was later broadened to include quasi-point sources, including the outfalls of
storm sewer systems. Although the County does not own and maintain an extensive, connected network of storm
pipes like those found in most cities, the County is nonetheless considered the operator of a municipal separate storm
sewer system, or an MS4.
MS4s are defined as systems operated by public bodies lying within urbanized areas as identified by the latest
census. Albemarle County is one of many MS4s in the Charlottesville urbanized area; others include the City of
Charlottesville, the University of Virginia, Peidmont Virginia Community College, and the Virginia Department of
Transportation. Only the portion of a public body lying within the urbanized area is regulated; for Albemarle this
generally corresponds to the designated development areas.
Albemarle County is one of 90 small MS4 operators in Virginia; small MS4s are all covered under the same “general”
permit. There are 11 large and medium MS4 operators in Virginia covered under “individual” permits. General permits
were first issued in 2003 and have five-year durations. The County’s current permit became effective on July 1, 2013
and expires on June 30, 2018.
MS4 permits convey a responsibility to the operator to reduce the discharge of pollutants from regulated areas into
State waters to the “maximum extent practicable” (MEP); this contrasts with numeric effluent limits often imposed on
traditional end-of-pipe point sources. The MEP standard is presumed to be met if the operator implements an iteritive
program consistent with the permit conditions.
AGENDA TITLE: MS4 Program and TMDLs
October 2, 2013
Page 2
MS4 Permit Requirements
The MS4 permit requires the County to develop, implement, and enforce a variety of specific programs. There is some
overlap between these requirements and other County programs – both those that predate MS4 permitting and those
developed more recently. The responsibility to implement these programs is shared by various departments and staff.
Basic permit requirements consist of six minimum control measures (MCMs) as summarized in the following table:
MCM Permit Requirement General Description Primary
Dept.* Program Overlap
1 public education and
outreach
increasing public knowledge about steps than
can be taken to reduce stormwater pollution GS† -
2 public involvement and
participation
public noticing and receipt of comments;
County participation in local activities GS† -
3
illicit discharge
detection and
elimination
mapping storm sewer system and outfalls;
screening outfalls for non-stormwater
discharges
GS & FR† Fire Rescue; Health
Dept; Zoning
4
construction site
stormwater runoff
control
regulating land disturbing activities – including
new development – through plan review and
inspections
CD VSMP (E&S
regulations)
5
post-construction
stormwater
management
requiring the construction and long-term
maintenance of permanent stormwater
management facilities for development
CD & GS
VSMP (stormwater
management
regulations)
6 pollution prevention /
good housekeeping
proper handling, storage, and disposal of
materials and nutrient management on County
properties
GS & PR Environmental
Management System
* GS = General Services; CD = Community Development; FR = Fire & Rescue; PR = Parks and Recreation
† County receives implementation assistance from Thomas Jefferson Soil and Water Conservation Dis trict (TJSWCD)
The County must develop and submit comprehensive 5-year Program Plans describing a combination of specific best
management practices (BMPs) that will be implemented to fulfill the permit requirements. Annually, the County must
report on its progress for each BMP, evaluate the effectiveness of the programs, alter programs as necessary, and
submit various records and data. The latest 5-year Program Plan and past annual reports are available at the
County’s website (www.albemarle.org/water).
In 2012, the County hired a consultant to perform an extensive assessment of the County’s MS4 program. The
assessment was commissioned to satisfy a requirement of the permit and to better prepare the County fo r a possible
future audit by the Environmental Protection Agency, which, in the cases of some other MS4 operators,has led to
financial penalties. The assessment concluded that the program was generally robust but could be improved by
having written inter-departmental and inter-organizational agreements, developing various written standard operating
procedures, and improving information management systems.
Due to the considerable increase in program requirements under the latest permit, operators were not required to
submit a complete 5-year Program Plan at the start of the current cycle. Instead, the permit includes a multi-year
schedule (Attachment 1) by which permittees must update existing program elements or develop new ones.
TMDLs – Chesapeake Bay and Local Waters
By far, the most significant change in the new MS4 permit is the requirement to meet pollutant reductions assigned to
the County through a State or regional TMDL process. Although the rule is not new, this is the first 5-year permit cycle
in which the rule is actually applicable to the County.
As background, the final stage of a TMDL planning process is the development of a Watershed Implementation Plan
(WIP). WIPs generally include an identification of the primary sources of the pollu tants contributing to the impairment
of the waterbody; these may be agricultural practices, wastewater treatment plants, or, an MS4 such as Albemarle
County. For each identified source, the WIP includes an estimation of the existing load, such as pounds per year of
sediment, and an allocation of a load reduction necessary to restore the impaired water.
AGENDA TITLE: MS4 Program and TMDLs
October 2, 2013
Page 3
At this point, only two impaired waters have culminated in allocations of pollutant reductions to Albemarle County’s
MS4; the Rivanna River and the Chesapeake Bay. Both of these TMDLs require that the County take measures to
reduce sediment loads in streams; the Chesapeake Bay TMDL also requires reductions in phosphorus and nitrogen
discharges. As more impaired waters are moved forward through the TMDL proce ss and result in load reduction
allocations to the County, the County will have to incorporate additional measures to address them through its
program.
The County’s initial priority in meeting this TMDL permit requirement is to develop long-term action plans which, when
implemented, will reduce pollutant discharges to the levels allocated by the TMDLs. The Chesapeake Bay TMDL
action plan must be submitted to DEQ by October 2015 and the Rivanna River TMDL action plan by October 2016.
With assistance from staff of the T homas Jefferson Soil and Water Conservation District, the County is in the early
stages of developing the action plans.
Action plan development will require the precise quantification of existing loads, the allocated reductions, and the
presumed effects of various BMPs, such as projects and activities. BMP effectiveness and cost data will be used to
produce the least-cost and most-practical mix of BMPs which will meet the requirements. The action plans could
possibly include a combination of the following:
increased public education and outreach
an incentive program for private BMPs
enhancements to existing public and private stormwater management facilities
new stormwater management facilities to serve already-developed areas
stream and ecological restoration
non-capital measures, such as nutrient management and street-sweeping
BUDGET IMPACT:
Without yet knowing the specifics of the action plans, staff has estimated that during the next five years the County
will require one additional FTE (FY15) in the role of water resources field inspector and two additional FTEs (FY15
and FY18) in the role of water resources planner, engineer, or scientist. These additional positions equate to an
estimated annual cost increase of $147,000 in FY15 and an additional $82,000 in FY18.
In addition, staff estimates that the cost of implementing an assortment of BMPs to meet the MS4 permit requirements
would be approximately $800,000 to $1,000,000 per year. Unlike the positions proposed by Community Development
to address the VSMP mandate, the staffing and capital needs described above cannot be funded, in whole or in part,
by permit fees. Therefore, the costs would be supported through either the general fund or from a dedicated funding
source, if one is created.
RECOMMENDATIONS:
This information is provided to assist the Board in understanding the general background and resource implications of
the new MS4 permit requirements, including those related to TMDLs.
ATTACHMENTS:
A – Schedule of MS4 Program Updates
Return to agenda
Attachment X – Schedule of Program Plan Updates Required in New MS4 Permit
(source: Table 1 from 4VAC50-60-1240. General permit.)
Program Update Requirement Permit Reference Completed By
Public Education Outreach Plan (Minimum Control Measure 1 В–
Public Education and Outreach on Stormwater Impacts)
Section II B 1 12 months after
permit coverage
(2014) Illicit Discharge Procedures - (Minimum Control Measure 3 В–
Illicit Discharge Detection and Elimination)
Section II B 3
Individual Residential Lot Special Criteria (Minimum Control
Measure 5 В– Post-Construction Stormwater Management in
New Development and Development on Prior Developed Lands)
Section II B 5 c (1) (d)
Operator-Owned Stormwater Management Inspection
Procedures (Minimum Control Measure 5 В– Post-Construction
Stormwater Management in New Development and
Development on Prior Developed Lands)
Section II B 5
Identification of Locations Requiring SWPPPs (Minimum Control
Measure 6 В– Pollution Prevention/Good Housekeeping for
Municipal Operations)
Section II B 6 b
Nutrient Management Plan (NMP) Locations - (Minimum Control
Measure 6 В– Pollution Prevention/Good Housekeeping for
Municipal Operations)
Section II B 6 c (1) (a)
Training Schedule and Program - (Minimum Control Measure 6
В– Pollution Prevention/Good Housekeeping for Municipal
Operations)
Section II B 6
Updated TMDL Action Plans (TMDLs approved before July of
2008) В– (Special Conditions for Approved Total Maximum Daily
Loads (TMDL) Other Than Chesapeake Bay)
Section I B 24 months after
permit coverage
(2015)
Chesapeake Bay TMDL Action Plan В– (Special Condition for
Chesapeake Bay TMDL)
Section I C
Stormwater Management Progressive Compliance and
Enforcement В– (Minimum Control Measure 4 - Construction
Site Stormwater Runoff Control)
Section II B 5
Daily Good Housekeeping Procedures (Minimum Control
Measure 6 В– Pollution Prevention/Good Housekeeping for
Municipal Operations)
Section II B 6 a
Other TMDL Action Plans for applicable TMDLs approved
between July 2008 and June 2013 - (Special Conditions for
Approved Total Maximum Daily Loads (TMDL) Other Than
Chesapeake Bay)
Section I B 36 months after
permit coverage
(2016)
Outfall Map Completed - (Minimum Control Measure 3 В– Illicit
Discharge Detection and Elimination) В– Applicable to new
boundaries identified as “urbanized” areas in the 2010 Decennial
Census
Section II B 3 a (3) 48 months after
permit coverage
(2017)
SWPPP Implementation - (Minimum Control Measure 6 В–
Pollution Prevention/Good Housekeeping for Municipal
Operations)
Section II B 6 b (3)
NMP Implementation - (Minimum Control Measure 6 В–
Pollution Prevention/Good Housekeeping for Municipal
Operations)
Section II B 6 c (1) (b) 60 months after
permit coverage
(2018)
*Updates are to be submitted with the appropriate annual report.
Broadband Strategy
•Funding
•Partnerships
•Roundtable
Funding
•Connect America
•Community Connect Grant Program
•Virginia Department of Housing and
Community Development
Telecommunications Planning
Partnerships
•Interested Telecommunications
Providers
•Thomas Jefferson Planning District
Commission
•University of Virginia
•Center for Innovative Technology
Broadband
Roundtable
•Broadband Map
•Barriers to Progress
•Request for Ideas
•Schedule additional meetings.