Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2002-10-02
ACTIONS Board of Supervisors Meeting of October 2, 2002 October 7, 2002 AGENDA ITEM/ACTION Call to Order. · Meeting was called to order 9:02 a.m., by the Chairman, Ms. Thomas. All BOS members were present. Also present were Bob Tucker, Larry Davis, Ella Carey and Wayne Cilimberg. ASSIGNMENT 4. From the Public: Matters Not Listed on the Agenda. · There were none. 5. Presentation: Certificates of Appreciation to Mitchell Neuman. · The Chairman presented a certificate to Mitchell Neuman for his service on the Jail Authority. 6.1. Proclamation recognizing October 4, 2002 as Bike to Work Chairman presented at event held on Friday, Day. October 4, 2002. (Attachment 1) · ADOPTED. Proclamation read by Chairman. 6.2. Proclamation recognizing October 2002 as Let's Talk Month Chairman presented to Laurie McDade. (National Family Sexuality Education Month). (Attachment 2) · ADOPTED. Proclamation read by Chairman. 6.3. Adopt Resolution Approving and Concurring with the Issuance of Revenue Bonds in an Amount not to Exceed $1,550,000 for the Industrial Development Authority of the Town of Amherst, Virginia. · ADOPTED Resolution. 6.4.2002 General Obligation Bond Referenda Endorsement Resolution. · ADOPTED Resolution 7. Transportation Matters. Jim Bryan: · VDOT's major focus this month is preparing for snow. Walter Pekins: · Asked about the status of the traffic study on Browns Gap Turnpike. Mr. Bryan responded that it is in Culpeper under review at this time. · Referred to a letter from a citizen regarding Clark Road and asked that VDOT look at the possible installing guardrail. Mr. Bryan responded he would look into it. · Asked about the public hearing on Jarmans Gap Road. Mr. Bryan responded the public hearing is scheduled for February 2003. · Mentioned several locations in the western part of the county (one being Route $10) where there are situations with a steep gravel driveway and the gravel from the driveway encroaches onto the road surface. This in turn creates a big bump on the road surface and is a safety issue when a driver hits the patch of gravel. He asked if there a way to move the gravel back offthe road surface. Mr. Bryan said VDOT would look into it. Charles Martin: · Thanked VDOT for its work on Route 600 near Stony Point. Lindsay Dottier: · Asked VDOT's thoughts about installing a roundabout at the intersection of Route 60/Route 726 and at the intersection of Route 726/Route 6. This would be preferable to a traffic signal. Mr. Bryan said a roundabout Clerk: Forward signed resolution to Daniel Siegel, bond counsel for Virginia CLE. (Attachment 3) Clerk: Forward a copy of resolution to Frank Friedman and Leonard Sandridge. (Attachment 4) Clerk: Forward comments to Jim Bryan. is usually looked at as an alternative to a traffic signal provided the right-of-way, etc., is available. If there is a need for traffic control VD©T will look at a roundabout as an alternative. VDOT has to wait to see if the warrants are met. Dennis Rooker: · Asked that the various traffic issues he previously mentioned regarding Colthurst (lowering the speed limit on Barracks Road to 45 mph at an earlier point, installing a left turn center lane for people heading west turning into Colthurst and installing a right deceleration lane) be dealt with. It is a safety issue. Mr. Bryan said VD©T will take a look at the situation. David Bowerman: · Said he has received several complaints about the deterioration of Route 643. There is nothing in the plans for that road at this time, but he asked if any attention can be given to it. Sally Thomas: · Mentioned the reconstructing of the bridge on Route 250 that crosses Limestone and Carroll Creek. The Fire Department is concerned the work will block them off. Mr. Bryan said VDOT has met with the Fire Department a couple of times and will meet with them again. VD©T will work something out with them. · Said at the intersection of Flordan Drive and Route 250 traffic coming from the side street is tripping the traffic light. Mr. Bryan said he will look into the situation. Mr. Bowerman suggested going to a flashing red light after a certain time in the evening. Dennis Rooker: · Suggested VDOT take a look at the Southern Parkway again to see if there is a source of funds in which it would qualify. Mr. Bryan said he does not think it is a problem to put the road in the Six Year Plan; the issue is that it is a very expensive road. VDOT is currently working with the County on the Six Year Road Plan, and if the Board feels strongly, the road can be included. · Referred to page 17 of VDOT's Monthly Report, and said the status for the "Rivanna Village at Glenmore" project needs to be updated. The County has already revised the Comprehensive Plan. Presentation: Department of Social Services - Customer Satisfaction Survey Results. · RECEIVED. Update on Development Projects. · AUTHORIZED staff to pursue lease purchase agreement for the purchase of the permit automation system as presented. · REQUESTED Planning staff notify Board members of the Planning Commission's public hearing date on the Neighborhood Model. REQUESTED Board members receive electronically all drafts as they go to the Planning Commission. Bill Fritz: Proceed as directed. Wayne Cilimber,q: Provide information to Board members as requested. 11. Request for dance hall permit by Mountain View Grill (Deferred from September 4, 2002). 10. PVCC Annual Report. · RECEIVED. Clerk: Notify applicant of approval. · APPROVED the Mountain View Grill's dance hall permit. 12. Board to Board Presentation, School Board Chairman. · RECEIVED. 13. Presentation: Schematic Design of ,Juvenile and Domestic Relations Court. · RECEIVED. 14. Bud.qet Office: Proceed as directed. 15. 16. 17. 18. Presentation: End of Year FY 2001-02 General Fund Preliminary Financial Report. · CONSENSUS to not go to public hearing with the maximum amount for the decal fee. · ACCEPTED the Preliminary FY 2002 End-of-the-Year Financial Report, and SUPPORTED staffs recommenda- tion that the current uncommitted, unobligated fund balance of $0.427 million be retained as a balance in the General Fund pending completion of the FY 02 audit, the publication of the Governor's decisions on changes to the FY 2003-04 Biennium State Budget, and availability of more actual FY 03 revenue collection history. Public hearing on proposed FY 2002 Budget Amendment. · APPROVED the FY 2002 budget amendment in the amount of $890,613.09 and APPROVED appropriations #2001087 and #2001088. Public hearing on proposed FY 2003 Budget Amendment. · APPROVED the FY 2003 budget amendment in the amount of $759,099.61 and APPROVED appropriations #2003011, #20030012, #20030013, #20030014, #20030015 and #2003016. Public hearing on proposed Lease Agreement for the Ivy Creek Natural Area Park Tenant House as required by Virginia Code Section 15.2-1800(B). · AUTHORIZED County Executive to sign lease agreement on behalf of the County. Closed Session: Personnel Matters. · At 12:48 p.m., the Board went into Closed Session to consider appointments to Boards and Commissions; and to consult with legal counsel and staff regarding specific matters requiring legal advice relating to the authority of the County to address water emergencies. 19. Certify Closed Session. · At 2:08 p.m., the Board reconvened into open session and certified the closed session. 20. Appointments. · REAPPOINTED John E. Davidson and Terence Y. Sieg to the Public Recreational Facilities Authority, with new terms to expire December 13, 2005. · REAPPOINTED Ross L. Stevens to the ACE Appraisal Review Committee, with new term to expire December 31, 2003. · REAPPOINTED Stephen F. Ashby to the Single-Occupant Alternatives Committee, with new term to expire January 12, 2005. · REAPPOINTED Scott Goodman to the Industrial Development Authority as the Jack Jouett District appointee, with new term to expire January 19, 2007. · APPOINTED Timothy F. Jost Tolson to the Library Board, with term to expire June 30, 2004. · ADVERTISE for the at-large vacancy on the Industrial Development. Clerk: Forward signed copies to Melvin Breeden, Roger Hildebeidel and copy appropriate staff persons. Clerk: Forward signed copies to Melvin Breeden, Roger Hildebeidel and copy appropriate staff persons. Pat Mullane¥: Obtain signatures from all necessary parties and distribute copies accordingly, including a copy to the Board of Supervisors' office. Clerk: Prepare letters of appointment for Chairman's signature, with copies to appropriate individuals, and advertise as directed. 21. Work Session: Strategic Plan Goals and Objectives. · HELD work session. 22. 23. 24. 25. SP-2002-019. Clifton Inn Amendment - Expandin.q Seatin.q (Si.qns #21&22). · APPROVED SP-02-19 subject to five conditions. SP-2002-036 Everqreen Church (Si.qn #15) · APPROVED SP-02-36 subject to nine conditions. Discussion: Water Supply. · ADOPTED the attached resolution declaring water emergencies in all service areas of the County, including Scottsville and Crozet service areas. · REQUESTED staff draft a resolution to petition the Governor to declare a local emergency for water resource shortage thus empowering the County to take whatever measures are necessary to address the emergency. · CONSENSUS of Board members that they (individually) will speak with their representatives on the ACSA Board of Directors in terms of directions to proceed in making decisions regarding water restrictions. · CONSENSUS that County staff begin alerting individuals applying for building permits that they may not be allowed a water connection if the Governor grants the County the authority. VACO Voting Credentials for Annual Business Meeting. · DESIGNATED Sally Thomas as the Voting Delegate and Walter Perkins as the Alternate Delegate to cast votes at the VACO Annual Business Meeting. 26. From the Board: Matters Not Listed on The Agenda. · The Chairman presented Charles Martin with a certificate for his ten years of service to the County. Lindsay Dottier: · Asked if the County could exempt the fee requirement for the Boy Scouts. Consensus of Board not to make a donation. Bob Tucker: · Asked if the Board wants to provide a rebate on Iow flush toilets. Consensus of Board that staff provide additional information on costs involved. Sally Thomas: · The County's "Sister County" in Washington State would like to send the County a Christmas tree for the County Office Building. Due to legal issues consensus to decline the offer. · Ceremony for Bike to Work Day is Friday, October 4, 9:30 a.m., City Hall. · The EPA regards Charlottesville as the next area to need an ozone monitor. · On an annual basis the local chapter of the Architectural Institute of America gives an award to two outstanding individuals. One award goes to a citizen involved in architecture-type land use projects and the other award goes to an architect involved in community service. As a member of the selection committee, if Board members have any suggestions, she asked that they forward the names to her. · As part of the Lewis and Clark Bicentennial, the County is involved with putting together a video that would provide an County Executive staff: Start developing the strategies for high priority strategic objectives to come back to the Board in January 2003. Clerk: Set out conditions of approval (Attachment 5). Clerk: Set out conditions of approval (Attachment 5). Clerk: Forward copy of resolution to Bill Brent, ACSA, and County Attorney's office. County Attorney: Provide resolution for Board's consideration at its October 9, 2002 meeting. Clerk: Forward Voting Credentials Form to VACO. alternative for visitors to view private properties. · Last Saturday she attended the Albemarle Sustainable Population meeting. · Senator Ed Houck sent out an email asking for comments on his suggestion that the state give up the car tax return of money to the localities. She will provide a copy of the email to Mr. Tucker and suggested the Finance Department provide comments on the impact. · The Governor is interested in any budget cutting advice localities may have. · The High Growth Coalition met for two days. Its' highest priorities this year are impact fees and adequate public facilities legislation. Their highest desire is that no local powers be taken away. 27. Adjourn. The meeting was adjourned at 5:23 p.m. /ewc Attachment 1 - Bike to Work Proclamation Attachment 2 - Let's Talk Month Proclamation Attachment 3- Industrial Development Authority Resolution Attachment 4 - General Obligation Bond Referenda Endorsement Resolution Attachment 5 - Planning Conditions of Approval Attachment 6 - Water Emergency Resolution BIKE TO WORK DA Y Attachment I WHEREAS, the quality of life for citizens in our community includes preservation of the natural environment; and WHEREAS, the County of Albemarle has adopted a traffic reduction policy to decrease the volume of single occupancy vehicles, traffic and parking congestion; and WHEREAS, more commuters are choosing alternative transportation to save time, money and the environment; and WHEREAS, bicycling is an environmentally sound, healthy, efficient and energy saving mode of transportation; NOW, THEREFORE, I, Sally H. Thomas, Chairman on behalf of the Albemarle County Board of Supervisors, do hereby proclaim Friday, October 4, 2002 as BIKE TO WORK DA Y and encourage all citizens to choose alternative transportation to preserve our community's special quality of life. Signed and sealed this 2nd day of October, 2002. Attachment 2 LET'S TALK MONTH (National Famil!l Sexuality Education Month) WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, NOW, THEREFORE, parents and caregivers shouM be the primary sources of sexuality education for their children; and surveys of American youth indicate that a majority of adolescents want to learn about sexuality and sexual values from their parents; and children who learn about sexuality from their parents are less likely to become sexually active as teens and less likely to become pregnant as teens; and adolescent sexual activity leads not only to unwanted pregnancies but increasingly to sexually transmitted diseases including AIDS; and an honest approach to sexuality and an ability to inform children about sexuality in an appropriate manner are elements that promote responsible sexual attitudes and behavior; and working together, parents and their communities can provide the information and support necessary to prepare today's young people for their responsibilities as adults and parents of tomorrow; and Let's Talk Month, also known as National Family Sexuality Education Month, encourages individuals, local organizations, faith communities, and institutions to celebrate October by promoting family education about sexuality; I, Sally H. Thomas, Chairman on behalf of the Albemarle County Board of Supervisors, do hereby support the Teen Pregnancy and STD Prevention Work Group of the Charlottesville/Albemarle Commission on Children and Families in recognizing October, 2002 as Let's Talk Month in Albemarle County, Virginia, and call its importance to the attention of all of its citizens. Attachment 3 RESOLUTION OF THE BOARD OF SUPERVISORS OF ALBEMARLE COUNTY, VIRGINIA WHEREAS, the Industrial Development Authority of the Town of Amherst, Virginia (the "Amherst Authority") has considered, at a public hearing held on September 9, 2002, the application of Virginia CLE, a non-profit education division of the Virginia Law Foundation, a non-profit Virginia nonstock corporation exempt from taxation under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the "Code"), based in Albemarle County, Virginia ("VA CLE") whose principal place of business is 105 Whitewood Road, P.O. Box 4468, Charlottesville, Virginia, 22905-4468 in Albemarle County, Virginia; WHEREAS, VA CLE has requested that the Amherst Authority issue its revenue bonds or notes in an amount not to exceed $1,550,000 (the "Bonds") pursuant to the Industrial Development and Revenue Bond Act, Title 15.2, Chapter 49 of the Code of Virginia of 1950, as amended (the "Act") the proceeds from which Bonds will be used to assist VA CLE in financing the acquisition of an office building located at 105 Whitewood Road, Charlottesville, Virginia 22901 in Albemarle County, Virginia on approximately 2.841 acres, more or less upon which is located a 14,240 square foot office building in which the VA CLE currently leases office space (the "Project") and to pay costs of issuance; WHEREAS, the Project will be owned by VA CLE and used for its offices and for providing seminars for attorneys continuing legal education needs; WHEREAS, the Industrial Development Authority of Albemarle County, Virginia (the "Albemarle Authority") has, after a public hearing held on September 10, 2002, considered the request of VA CLE for the Albemarle Authority to recommend to the Board of Supervisors of the County (the "Board of Supervisors") its approval of and concurrence with the issuance of the Bonds by the Amherst Authority under the Act, in such amounts as may be necessary to finance the cost of the Project; WHEREAS, the Project will also benefit the County of Albemarle, Virginia (the "County") and VA CLE has described the benefits to the County at such public hearing and the Albemarle Authority has recommended that the Board of Supervisors approve of and concur with the issuance of the Bonds by the Amherst Authority under the Act; WHEREAS, Section 147(0 of the Code provides that both the governmental unit having jurisdiction over the area in which any facility financed with the proceeds of private activity bonds is located and the governmental unit on behalf of which such bonds are issued must approve the issuance of the bonds after public hearing; and WHEREAS, Section 15.2-4905 of the Act provides that if a locality has created an industrial development authority, no industrial development authority created by a second locality may finance a facility located in the first locality unless the governing body of such first locality concurs with the inducement resolution adopted by the industrial development authority created by the second locality; WHEREAS, the Project to be financed through the issuance of the Bonds is located in the County and the Board of Supervisors constitutes the highest elected governmental unit of the County; WHEREAS, the Board of Supervisors has created the Albemarle Authority pursuant to the Act; WHEREAS, the Town Council of the Town constitutes the highest elected governmental unit of the Town; -Page 8- WHEREAS, the Town Council of the Town has created the Amherst Authority pursuant to the WHEREAS, the Town Council of the Town approved on September 11, 2002, the plan of financing for the Project and the issuance of the Bonds for the benefit of VA CLE and has designated the Bonds as "qualified tax-exempt obligations" under Section 265(b) of the Code; and WHEREAS, the approving resolutions of the Town Council of the Town and the Amherst Authority are each contingent upon the Board of Supervisors approval of, and concurrence with, the issuance of the Bonds by the Amherst Authority; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ALBEMARLE, VIRGINIA: 1. The Board of Supervisors of the County hereby approves and concurs with the financing of the Project and the issuance of the Bonds by the Amherst Authority for the benefit of VA CLE, as required by Section 147(0 of the Code and Sections 15.2-4905 and 15.2-4906 of the Act, to permit the Amherst Authority to assist in the financing of the Project. 2. The approval of and concurrence with the issuance of the Bonds, as required by said Section 147(0 of the Code and Sections 15.2-4905 and 15.2-4906 of the Act, does not constitute an endorsement of the Bonds or the creditworthiness of VA CLE or otherwise indicate that the Project possesses any economic viability. As required by the Act, the issuance of the Bonds as requested by VA CLE will not constitute a debt or pledge of the faith and credit of the Commonwealth of Virginia, the Town of Amherst, Virginia or Albemarle County, Virginia. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia or Albemarle County, Virginia shall be obligated to pay the Bonds, or the interest thereon, or other costs incident thereto, except from the revenues and monies pledged therefore, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia and Albemarle County, Virginia, will be pledged to payment of principal of such Bonds or the interest thereon or other costs incidental thereto. 3. This resolution shall take effect immediately upon its adoption. Adopted by the Board of Supervisors of the County of Albemarle, Virginia this 2nd day of October, 2002. -Page 9- Attachment 4 2002 General Obligation Bond Referenda Endorsement Resolution WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS WHEREAS on November 5th Virginia voters, including Albemarle County residents, will have an opportunity to approve two important general obligation bond referenda; a $900 million bond for Higher Education and Museums and a $119 million bond for State Parks and Natural Areas; the future of Virginia rests in the quality of our schools, and this $900 million bond will pay for needed upgrades, renovations, modernizations, and new construction in our schools, museums and historical sites; this bond will provide funding for significant and critical new construction and expansion/rehabilitation projects at both the University of Virginia and Piedmont Virginia Community College; over the next decade, an additional 32,000 qualified high school graduates are expected to enroll at our colleges, universities and community colleges. That's on top of the 325,000 students these institutions now serve; the Higher Education General Obligation Bond includes crucial funding to build laboratories for medical research and to modernize laboratory classrooms that are used to train health care workers; by providing funds for research laboratories and teaching facilities, the bond referendum will help Virginians have access to well-trained health care professionals and new, cutting edge treatments - and this means better health care and a better quality of life for all Virginia; the state-owned museums are valuable assets for partnering with schools to accomplish the Standards of Learning, for enhancing the economy through tourism and new business development, and for improving the quality of life for all Virginians; the state-owned museums are stewards of Virginia's artistic, historical and scientific heritage. They are not only interested in the past; they serve as catalysts for future scholarship, innovation and creativity; the Commonwealth's natural landscapes are vanishing at an alarming rate, and Virginia's citizens have voiced concern for lack of open space both now and for future generations; State Park visitors, over seven million a year with nearly 40 percent from outside, contributed $144 million to the state's economy in 2001; the Parks and Natural Areas Bond referendum will enhance Virginia's tourist potential, increase the flow of out-of-state revenue to Virginia; help stimulate our sluggish economy particularly in rural areas, and improve recreational offerings throughout Virginia for the enjoyment of our citizens and families; Virginians can provide further for future generations by supporting the $900 million Education Bond referendum that would finance capital improvement for universities, colleges, and museums; -Page 10- WHEREAS voter support of these referendums would result in significant improvements to the state's educational facilities, outdoor lands and museums, without a tax increase, as well as create jobs in corresponding communities; WHEREAS passage of these referenda will create 14,000 new jobs and have an economic impact of $1.5 billion; WHEREAS passage of these two referenda will not jeopardize Virginia's AAA bond rating; NOW, THEREFORE, BE IT RESOLVED, that the Albemarle County Board of Supervisors endorses the passage of the Virginia State Parks and Natural Areas Bond and the Higher Education Bond referenda and further encourages that the citizens of the Commonwealth support these referenda on the November 5, 2002 ballot. -Page 11- CONDITIONS OF APPROVAL Attachment 5 Agenda Item No. 22. SP-2002-019. Clifton Inn Amendment - Expandin.q Seatin.q (Si.qns #21&22). Request to allow increased seating from 80 persons to no more than 200 persons for special events in accord w/Sec 10.2.2(27) of the Zoning Ord& to allow for shared parking w/Stone Robinson Elemen School (TM79, P23B) in accord w/Sec 4.12.4 of the Zoning Ord. A waiver to Sec 4.12.3.4(b) of the Zoning Ord is requested to allow for parking that is greater than 500 feet from the proposed use. TM79, Ps23B&23C, contains 10.36 acs. Znd RA. Loc on Rt 729 approx 0.25 mis from its intersec w/Rt 250. Scottsville Dist. 1. A site plan shall be submitted for review and approval; 2. All requirements from the Health Department shall be met prior to final site plan approval; 3. Construction of the parking lot shall commence within twenty-four (24) months upon approval or this special use shall expire; 4. Approval is limited to a fifty-two (52)-seat restaurant with full dinner hours available (no limited seating) plus fourteen (14) guestrooms. At no time shall the aggregate of guests of the Inn, the restaurant, and any special events on the premises exceed two hundred (200) people or the number of people approved by the Health Department, whichever is less; and 5. Hours of restaurant operation for the public, other than guests of the Inn, shall be from 6:00 p.m. to 11:00 p.m. Agenda Item No. 23. SP-2002-036 Everqreen Church (Si.qn #15) - Request to allow church in accord w/Sec 10.2.2.35 of the Zoning Ord. TM46, P38C, contains 10.653 acs. Loc at 2481 Proffit Rd (Rt 649) N of Rt 819. Znd RA & w/in Airport Impact Area Overlay Dist & Proffit Historical Dist (listed on National Register of Historic Places). Rivanna Dist. 1. This special use permit is for a church use only. Day care and other accessory uses deemed to have major traffic impacts shall require an amendment to this special use permit; 2. The church's improvements and the scale and location of the improvements shall be developed in general accord with the conceptual plan entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02; 3. Construction of the church shall be commenced within five (5) years of the date of the Board of Supervisor's action or this special use permit shall expire; 4. Commercial setback standards, as set forth in Section 21.7.2 of the Albemarle Zoning Ordinance, shall be maintained adjacent to residential uses, including Rural Area zoned property; 5. Total church building square footage shall be limited to seven thousand nine hundred eighty-four (7,984) gross square feet and have an assembly area for no more than three hundred (300) seats; 6. The existing historic barn shall be documented in black and white photographs, with negatives to be maintained by the Planning and Community Development. The barn shall not be demolished. The barn shall be stabilized where necessary and maintained by the creation of a routine cyclical maintenance plan. However, if the barn is damaged by a natural event, such as a hurricane or tornado, to the extent that it is a safety hazard as determined by the Building Official, the church reserves the right to eliminate the safety hazard including, if necessary, demolition of the barn; 7. The applicant shall install screening shrubbery along the southern side of the travelway and parking areas, which shall be reviewed and approved by the Department of Planning and Community Development during the review of the final site plan; 8. The existing entrance shall be removed entirely and its use shall be discontinued. The subject area shall be reestablished in grass or landscaping; and 9. Subject to Virginia Department of Transportation approval, the applicant shall install a commercial driveway and a one hundred (100)-foot right turn lane with a one hundred (100)-foot taper as shown on the Concept Plans for SP 02-36 entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02. -Page 12- Attachment 6 RESOLUTION WHEREAS, a severe and sustained drought has created a water shortage in the public water supply which serves the County of Albemarle and the City of Charlottesville; and WHEREAS, the water levels of the reservoirs serving the area have continued to decrease even after calls for voluntary conservation measures and implementation of mandatory restrictions of water use in the urban service area; and WHEREAS, Section 16-500 of the Albemarle County Code provides that should the Board of Supervisors declare there to be an emergency in the County arising wholly or substantially out of a shortage of water supply, then the Albemarle County Service Authority and its Executive Director are authorized during the continuation of the water emergency to order the restriction or prohibition of certain uses of the water supply as set forth in the County Code; and WHEREAS, the Albemarle County Service Authority has declared that a water shortage emergency exists in Albemarle County for all its service areas and that it is necessary to impose restrictions on water use; and WHEREAS, the Board of Supervisors finds that the water supply emergency declared by it on November 7, 2001, for the urban service area of Albemarle County continues to be in effect; and WHEREAS, the Board of Supervisors now finds that a water supply emergency exists for all the service areas of the public water system, including the Scottsville and Crozet service areas. NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of Supervisors hereby declares that the emergency arising out of a shortage of water supply continues in the urban service area of Albemarle County and further declares that an emergency arising out of a shortage of water supply now exists in all service areas of the County, including the Scottsville and Crozet service areas. BE IT FURTHER RESOLVED that the Albemarle County Service Authority and its Executive Director are authorized during the continuation of the water emergency to implement mandatory restrictions on water usage within all of its service areas, as set forth in Section 16.02 of the Albemarle County Service Authority's Rules and Regulations and in Section 16-500 of the Albemarle County Code, when the Authority or its Executive Director deem such restrictions are necessary. -Page 13- BIKE TO WORK DA Y WHEREAS, the quality of life for citizens in our community includes preservation of the natural environment; and WHEREAS, the County of Albemarle has adopted a traffic reduction policy to decrease the volume of single occupancy vehicles, traffic and parking congestion; and WHEREAS, more commuters are choosing alternative transportation to save time, money and the environment; and WHEREAS, bicycling is an environmentally sound, healthy, efficient and energy saving mode of transportation; NOW, THEREFORE, I, Sally H. Thomas, Chairman on behalf of the Albemarle County Board of Supervisors, do hereby proclaim Friday, October 4, 2002 as BIKE TO WORK DA Y and encourage all citizens to choose alternative transportation to preserve our community's special quality of life. Signed and sealed this 2nd day of October, 2002. Sally H. Thomas, Chairman Board of Supervisors LET'S TALK MONTH (National Famil!4 Sexualit~ Education Month) parents and caregivers should be the primary sources of sexuality education.for their children; and surveys of American youth indicate that a majority of adolescents want to learn about sexuality and sexual values from their parents; and children who learn about sexuality from their parents are less likely to become sexually active as teens and less likely to become pregnant as teens; and adolescent sexual activity leads not only to unwanted pregnancies but increasingly to sexually transmitted diseases including AIDS; and an honest approach to sexuality and an ability to inform children about sexuality in an appropriate manner are elements that promote responsible sexual attitudes and behavior; and working together, parents and their communities can provide the information and support necessary to prepare today's young people for their responsibilities as adults and parents of tomorrow; and Let's Talk Month, also known as National Family Sexuality Education Month, encourages individuals, local organizations, faith communities, and institutions to celebrate October by promoting family education about sexuality; NOW, THEREFORE, I, Sally H. Thomas, Chairman on behalf of the Albemarle County Board of Supervisors, do hereby support the Teen Pregnancy and STD Prevention Work Group of the Charlottesville/Albemarle Commission on Children and Families in recognizing October, 2002 as Let's Talk Month in Albemarle County, Virginia, and call its importance to the attention of all of its citizens. Sally H. Thomas, Chairman October 7, 2002 Mr. Daniel M. Siegel, Esq. Sands Anderson Marks & Miller 801 East Main Street PO Box 1998 Richmond, VA 23218-1998 Dear Mr. Siegel: At its meeting on October 2, 2002 the Board of Supervisors adopted the attached resolution approving and concurring with the issuance of up to $1,550,000 revenue bonds to be issued by the Industrial Development Authority of the Town of Amherst, Virginia, for Virginia CLE. If you need any additional information, please do not hesitate to contact me. Sincerely, /ewc Attachment Ella W. Carey, Clerk, CMC RESOLUTION OF THE BOARD OF SUPERVISORS OF ALBEMARLE COUNTY, VIRGINIA WHEREAS, the Industrial Development Authority of the Town of Amherst, Virginia (the "Amherst Authority") has considered, at a public hearing held on September 9, 2002, the application of Virginia CLE, a non-profit education division of the Virginia Law Foundation, a non-profit Virginia nonstock corporation exempt from taxation under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the "Code"), based in Albemarle County, Virginia ("VA CLE") whose principal place of business is 105 Whitewood Road, P.O. Box 4468, Charlottesville, Virginia, 22905-4468 in Albemarle County, Virginia; WHEREAS, VA CLE has requested that the Amherst Authority issue its revenue bonds or notes in an amount not to exceed $1,550,000 (the "Bonds") pursuant to the Industrial Development and Revenue Bond Act, Title 15.2, Chapter 49 of the Code of Virginia of 1950, as amended (the "Act") the proceeds from which Bonds will be used to assist VA CLE in financing the acquisition of an office building located at 105 Whitewood Road, Charlottesville, Virginia 22901 in Albemarle County, Virginia on approximately 2.841 acres, more or less upon which is located a 14,240 square foot office building in which the VA CLE currently leases office space (the "Project") and to pay costs of issuance; WHEREAS, the Project will be owned by VA CLE and used for its offices and for providing seminars for attorneys continuing legal education needs; WHEREAS, the Industrial Development Authority of Albemarle County, Virginia (the "Albemarle Authority") has, after a public hearing held on September 10, 2002, considered the request of VA CLE for the Albemarle Authority to recommend to the Board of Supervisors of the County (the "Board of Supervisors") its approval of and concurrence with the issuance of the Bonds by the Amherst Authority under the Act, in such amounts as may be necessary to finance the cost of the Project; WHEREAS, the Project will also benefit the County of Albemarle, Virginia (the "County") and VA CLE has described the benefits to the County at such public hearing and the Albemarle Authority has recommended that the Board of Supervisors approve of and concur with the issuance of the Bonds by the Amherst Authority under the Act; WHEREAS, Section 147(f) of the Code provides that both the governmental unit having jurisdiction over the area in which any facility financed with the proceeds of private activity bonds is located and the governmental unit on behalf of which such bonds are issued must approve the issuance of the bonds after public hearing; and WHEREAS, Section 15.2-4905 of the Act provides that if a locality has created an industrial development authority, no industrial development authority created by a second locality may finance a facility located in the first locality unless the governing body of such first locality concurs with the inducement resolution adopted by the industrial development authority created by the second locality; WHEREAS, the Project to be financed through the issuance of the Bonds is located in the County and the Board of Supervisors constitutes the highest elected governmental unit of the County; WHEREAS, the Board of Supervisors has created the Albemarle Authority pursuant to the Act; WHEREAS, the Town Council of the Town constitutes the highest elected governmental unit of the Town; WHEREAS, the Town Council of the Town has created the Amherst Authority pursuant to the Act; WHEREAS, the Town Council of the Town approved on September 11,2002, the plan of financing for the Project and the issuance of the Bonds for the benefit of VA CLE and has designated the Bonds as "qualified tax-exempt obligations" under Section 265(b) of the Code; and WHEREAS, the approving resolutions of the Town Council of the Town and the Amherst Authority are each contingent upon the Board of Supervisors approval of, and concurrence with, the issuance of the Bonds by the Amherst Authority; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ALBEMARLE, VIRGINIA: 1. The Board of Supervisors of the County hereby approves and concurs with the financing of the Project and the issuance of the Bonds by the Amherst Authority for the benefit of VA CLE, as required by Section 147(f) of the Code and Sections 15.2-4905 and 15.2-4906 of the Act, to permit the Amherst Authority to assist in the financing of the Project. 2. The approval of and concurrence with the issuance of the Bonds, as required by said Section 147(f) of the Code and Sections 15.2-4905 and 15.2-4906 of the Act, does not constitute an endorsement of the Bonds or the creditworthiness of VA CLE or otherwise indicate that the Project possesses any economic viability. As required by the Act, the issuance of the Bonds as requested by VA CLE will not constitute a debt or pledge of the faith and credit of the Commonwealth of Virginia, the Town of Amherst, Virginia or Albemarle County, Virginia. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia or Albemarle County, Virginia shall be obligated to pay the Bonds, or the interest thereon, or other costs incident thereto, except from the revenues and monies pledged therefore, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia and Albemarle County, Virginia, will be pledged to payment of principal of such Bonds or the interest thereon or other costs incidental thereto. 3. This resolution shall take effect immediately upon its adoption. Adopted by the Board of Supervisors of the County of Albemarle, Virginia this 2nd day of October, 2002. CERTIFICATE The undersigned Clerk of the Board of Supervisors of Albemarle County, Virginia (the "County") hereby certifies that the foregoing is a true, correct and complete copy of a Resolution adopted by a majority of the members of the Board of Supervisors of the County, by roll call vote, present and voting at a meeting duly called and held on October 2®, 2002, in accordance with law, and that such Resolution has not been repealed, revoked, rescinded or amended, but is in full force and effect on the date hereof. WITNESS the following signature this 7th day of October ,2002. Clerk Board of Supervisors of Albemarle County, Virginia [SEAL] September 17, 2002 Ms. Ella W. Carey Clerk, Board of Supervisors Albemarle County, Virginia c/o Albemarle County Administration Building 401 Mclntire Road, 4*h Floor Charlottesville, VA 22902 Resolution for Board of Supervisors approving and concurring with the issuance of up to $1,550,000 revenue bonds to be issued by the Industrial Development Authority of the Town of Amherst, Virginia Dear Ms. Carey: Attached is a proposed resolution for the Board of Supervisors to consider at its meeting on October 2, 2002 approving and concurring with the issuance of up to $1,550,000 revenue bonds to be issued by the Industrial Development Authority of the Town of Amherst, Virginia (the "Amherst Authority") for the Virginia CLE a nonprofit education division of the Virginia Law Foundation based in Albemarle County ("VA CLE"). VA CLE's mission is to offer seminars and publications on continuing legal education to lawyers in almost all fields of law practice, throughout the Commonwealth of Virginia in order to help lawyers practice proficiently, competently, professionally and ethically throughout their careers. VA CLE seeks to finance the purchase of an office building located at 105 Whitewood Road in Albemarle County with the issuance of tax exempt bonds in an approximate amount of up to $1,550,000. The tax exempt bonds are expected to be sold or placed with a commercial bank. In order for a bank to purchase this type of tax exempt bond and receive favorable tax treatment, the bond must be "bank qualified" under Section 265(b)(3) of the Internal Revenue Code (the "Tax Code"). Issuers of"bank qualified" tax exempt bonds are limited to $10 million in bond issuance during each calendar year. Albemarle County (the "HOST LOCALITY"), where the building is located has exceeded its $10 million limit for the year and is not able to issue "bank qualified" bonds. In order to issue a "bank qualified" bond, VA CLE must utilize an issuer that is still able to issue "bank qualified" bonds during this calendar year. Federal law and Virginia law each allow for a non-profit corporation such as VA CLE to issue a tax exempt bond through another IDA, different from the HOST LOCALITY, so long as the governing body of the HOST LOCALITY (the Albemarle County Board of Supervisors) and the IDA and governing body of the issuer both agree to the issuance. A public hearing must be held before governmental body approval of the bond issue. We have been involved with a number of"bank qualified" bond issues over the last few years similar to this one. For instance, New Kent County's IDA issued tax exempt bonds for the non-profit foundation for Christopher Newport University for dormitories, Essex County's IDA issued bonds for a new building for the Virginia Living Museum in Newport News and Lancaster County's IDA issued bonds for a gymnasium for Cape Henry Collegiate School in Virginia Beach. The procedure in this situation requires the issuing IDA to hold a public hearing, after public notice, followed by approval from the governing body (within 60 days of the IDA hearing). Additionally, the HOST LOCALITY governing body (in this case the Albemarle County Board of Supervisors) must also approve the issuance by the IDA. The Amherst Authority approved the plan of financing for the Project and the issuance of the Bonds following a public hearing at its meeting on September 9, 2002. The Town Council of the Town of Amherst approved the plan of financing for the Project and issuance of the Bonds at its meeting on September 11th, 2002. September 17, 2002 Page 2 Both the Amherst Authority and the Town Council approving resolutions were contingent upon approval by the Board of Supervisors. On September l0th, 2002, the Industrial Development Authority of Albemarle County, Virginia, after public hearing, adopted its resolution recommending that the Board of Supervisors approve of, and concur with the issuance of the Bonds by the Amherst Authority as required by Section 147(1) of the Tax Code and Sections 15.2- 4905 and 15.2-4906 of the Virginia Code. I have also enclosed a Certificate of Public Hearing for the records of the Board of Supervisors. If any members of the Board of Supervisors or Albemarle County officials need any additional information, please do not hesitate to contact me using e-mail (Dsiegel~SandsAnderson.com) or through our toll-free number (800) 296-1636. With best regards, Daniel M. Siegel Enclosures cc: Larry W. Davis, Esquire (w/encl.) Mr. Gary L. Wilbert (w/encl.) \\SAMMRICFPS I\CLIENTDATA\VIRGINIA CLE - 008062~BOND FINANCING - 053364\letter to Board of Supervisors of Albemarle County, Virginia. doc Exhibit B to Certificate of Public Hearing REASONABLY DETAILED SUMMARY OF COMMENTS RECEIVED AT PUBLIC HEAR1NG A public hearing was held by the Albemarle Authority at 4:00 P.M. on Tuesday, September l0th, 2002 in the Fourth Floor Conference Room of the Albemarle County Office Building at 401 Mclntire Road in Charlottesville, Virginia. There were no comments made from the public at the public hearing. Notice of Public Hearing on Proposed Bond Financing Notice is hereby given that the Industrial Development Authority of Albemarle County, Virginia (the "Albemarle Authority") will hold a public hearing on behalf of the County of Albemarle, Virginia on the plan of financing of Virginia CLE, a non-profit education division of the Virginia Law Foundation, a non-profit Virginia nonstock corporation exempt from taxation under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, based in Albemarle County, Virginia ("VA CLE"). VA CLE has its principal place of business at 105 Whitewood Road, P.O. Box 4468, Charlottesville, Virginia, 22905-4468 in Albemarle County, Virginia. VA CLE has requested that the Industrial Development Authority of the Town of Amherst, Virginia (the "Amherst Authority") issue its revenue bonds or notes in an amount not to exceed $1,550,000 (the "Bonds") pursuant to the Industrial Development and Revenue Bond Act, Title 15.2, Chapter 49 of the Code of Virginia of 1950, as amended (the "Act"). The proceeds of the Bonds will be used to assist VA CLE in financing the acquisition of an office building located at 105 Whitewood Road, Charlottesville, Virginia 22901 in Albemarle County, Virginia on approximately 2.841 acres, more or less upon which is located a 14,240 square foot office building in which the VA CLE currently leases office space (the "Project") and to pay costs of issuance. The Project will be owned by VA CLE and used for its offices and for providing seminars for attorneys continuing legal education needs. As required by the Act, the issuance of the Bonds as requested by VA CLE will not constitute a debt or pledge of the faith and credit of the Commonwealth of Virginia, the Town of Amherst, Virginia or Albemarle County, Virginia. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia or Albemarle County, Virginia shall be obligated to pay the Bonds, or the interest thereon, or other costs incident thereto, except from the revenues and monies pledged therefore, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia and Albemarle County, Virginia, will be pledged to payment of principal of such Bonds or the interest thereon or other costs incidental thereto. The public hearing, which may be continued or adjourned, will be held at 4:00 p.m. on Tuesday, September 10, 2002 before the Albemarle Authority at the Albemarle County Office Building, 401 McIntire Road, in the 4th Floor Conference, Charlottesville, Virginia 22902. Any person interested in the issuance of the Bonds or in the Project may appear at the hearing and present his or her views or may send written comments before such hearing to the Albemarle Authority at its address, 401 McIntire Road, Charlottesville, VA 22902 (Attention: Ella Carey, Secretary/Treasurer). INDUSTRIAL DEVELOPMENT AUTHORITY OF ALBEMARLE COUNTY, VIRGINIA G:\VIRGINIA CLE - 008062\BOND FINANCING - 053364\IDA of Albemarle County, VA - Notice of Public Hearing. doc Exhibit C to Certificate of Public Hearing FISCAL IMPACT STATEMENT FISCAL IMPACT STATEMENT Date: September 9, 2002 Applicant: Virginia CLE, a non-profit educational division of the Virginia Law Foundation, a non-profit Virginia nonstock corporation Facility: An office building located at 105 Whitewood Road, Charlottesville, Virginia in Albemarle County, Virginia, on approximately 2.841 acres, more or less Maximum amount of financing sought Estimated taxable value of the facility's real property to be constructed in the locality a. Albemarle b. Amherst Estimated real property tax per year using present tax rates a. Albemarle b. Amherst Estimated personal property tax per year using present tax rates a. Albemarle b. Amherst Estimated merchants' capital tax per year using present tax rates a. Albemarle b. Amherst a. Estimated dollar value per year of goods that will be purchased from Virginia companies within the locality i. Albemarle ii. Amherst b. Estimated dollar value per year of goods that will be purchased from non-Virginia companies within the locality i. Albemarle ii. Amherst $1,550,000 $1,800,000 $ 0 $13,585 $ 0 $ 0 $ 0 $ 650,000 $ 0 $ 35,000 $ 0 c. Estimated dollar value per year of services that will be purchased from Virginia companies within the locality i. Albemarle ii. Amherst d. Estimated dollar value per year of services that will be purchased from non-Virginia companies within the locality i. Albemarle ii. Amherst Estimated number of regular employees on year round basis a. Albermarle b. Amherst $125,000 $ 0 $ 65,000 $ 0 28 0 Average annual salary per employee a. Albemarle b. Amherst $ 40,552 $ 0 Signature: Authority Chairman Industrial Development Authority of the Town of Amherst, Virginia Industrial Development Authority of Albemarle County, Virginia If one or more of the above questions do not apply to the facility, indicate by writing N/A (not applicable) on the appropriate line. Exhibit D to Certificate of Public Hearing RESOLUTION OF ALBEMARLE AUTHORITY RESOLUTION OF THE INDUSTRIAL DEVELOPMENT AUTHORITY OF ALBEMARLE COUNTY, VIRGINIA WHEREAS, there has been described to the Industrial Development Authority of Albemarle County, Virginia (the "Authority") the plan of financing of Virginia CLE, a non- profit education division of the Virginia Law Foundation, a non-profit Virginia nonstock corporation exempt from taxation under Section 501 (c)(3) of the Internal Revenue Code of 1986, as amended (the "Code"), based in Albemarle County, Virginia ("VA CLE") whose principal place of business is 105 Whitewood Road, P.O. Box 4468, Charlottesville, Virginia, 22905-4468 in Albemarle County, Virginia; and WHEREAS, VA CLE has requested that the Industrial Development Authority of the Town of Amherst, Virginia (the "Amherst Authority") issue its revenue bonds or notes in an amount not to exceed $1,550,000 (the "Bonds") pursuant to the Industrial Development and Revenue Bond Act, Title 15.2, Chapter 49 of the Code of Virginia of 1950, as amended (the "Act") the proceeds from which Bonds will be used to assist VA CLE in financing the acquisition of an office building located at 105 Whitewood Road, Charlottesville, Virginia 22901 in Albemarle County, Virginia on approximately 2.841 acres, more or less upon which is located a 14,240 square foot office building in which the VA CLE currently leases office space (the "Project") and to pay costs of issuance; and WHEREAS, the Project will be owned by VA CLE and used for its offices and for providing seminars for attorneys continuing legal education needs. WHEREAS, VA CLE has described the benefits to Albemarle County (the "County") and has requested the Authority recommend to the Board of Supervisors of the County its approval of and concurrence with the issuance of the Bonds by the Amherst Authority under the Virginia Industrial Development and Revenue Bond Act (the "Act"), in such amounts as may be necessary to finance the cost of the Project; WHEREAS, Section 147(f) of the Code provides that both the governmental unit having jurisdiction over the area in which any facility financed with the proceeds of private activity bonds is located and the governmental unit on behalf of which such bonds are issued must approve the issuance of the bonds after public hearing; and WHEREAS, Section 15.2-4905 of the Act provides that if a locality has created an industrial development authority, no industrial development authority created by a second locality may finance a facility located in the first locality unless the governing body of such first locality concurs with the inducement resolution adopted by the industrial development authority created by the second locality; WHEREAS, the Project to be financed through the issuance of the Bonds is located in the County and the Board of Supervisors of the County constitutes the highest elected governmental unit of the County; and WHEREAS, the Board of Supervisors of the County has created the Albemarle Authority pursuant to the Act; NOW THEREFORE, BE IT RESOLVED BY THE INDUSTRIAL DEVELOPMENT AUTHORITY OF ALBEMARLE COUNTY, VIRGINIA: 1. It is hereby found and determined that the location of the Project in the County will promote the health and welfare of the inhabitants of the County and the Commonwealth of Virginia, will be in the public interest and will be consistent with the purposes of the Act. 2. To induce VA CLE to locate the Project in the County, the Authority hereby recommends and requests that the Board of Supervisors of the County approve and concur with the plan of financing for the Project and the issuance of the Bonds by the Amherst Authority in an amount now estimated not to exceed $1,550,000 upon terms and conditions to be mutually agreed upon between the Amherst Authority and VA CLE. 3. As required by the Act, the issuance of the Bonds as requested by VA CLE will not constitute a debt or pledge of the faith and credit of the Commonwealth of Virginia, the Town of Amherst, Virginia or Albemarle County, Virginia. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia or Albemarle County, Virginia shall be obligated to pay the Bonds, or the interest thereon, or other costs incident thereto, except from the revenues and monies pledged therefore, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia nor any political subdivision thereof, including the Amherst Authority, the Town of Amherst, Virginia and Albemarle County, Virginia, will be pledged to payment of principal of such Bonds or the interest thereon or other costs incidental thereto. 4. The officers of the Authority are hereby authorized and directed to deliver to the Board of Supervisors (a) a reasonably detailed summary of the comments expressed at the public hearing held with respect to the issuance of the Bonds, (b) a fiscal impact statement concerning the Project, and (c) a copy of this resolution, which constitutes the recommendation of the Authority that the Board of Supervisors of the County approve and concur with the financing of the Project and the issuance of the Bonds by the Amherst Authority. 5. This resolution shall take effect immediately upon its adoption. ADOPTED this l0th day of September, 2002. CERTIFICATE The undersigned Secretary of the Industrial Development Authority of Albemarle County, Virginia (the "Authority") hereby certifies that the foregoing is a true, correct and complete copy of a Resolution adopted by a majority of the Directors of the Authority present and voting at an open meeting duly called and held on September l0th, 2002, in accordance with law, and that such Resolution has not been repealed, revoked, rescinded or amended but is in full force and effect on the date hereof. The vote of the members present at such meeting were as follows: Thomas A. McQueeney, Chair Aye John C. Lowry, Vice Chairman Aye Dr. Ellora Young, Secretary Aye Vernon W. Jones Aye Elton J. Oliver Aye WITNESS the following signature this __ day of ,2002. Secretary of the Industrial Development Authority of the Town of Amherst, Virginia [SEAL] G:\VIRGINIA CLE - 008062\BOND FINANCING - 053364\Resolution of Albemarle Authority with certification attached.doc October 7, 2002 Mr. Leonard W. Sandridge, Jr. Executive Vice President & Chief Operating Officer University of Virginia PO Box 400228 Charlottesville, VA 22904 Dear Mr. Sandridge: At its meeting on October 2, 2002 the Board of Supervisors adopted the attached resolution endorsing the 2002 General Obligation Bond Referenda on the November 5, 2002 ballot. If you need any additional information, please do not hesitate to contact me. Sincerely, /ewc Attachment cc: Dr. Frank Friedman Mr. Robert W. Tucker, Jr. Mr. Larry W. Davis, Esq. Ella W. Carey, Clerk, CMC October 7, 2002 Dr. Frank Friedman President Piedmont Virginia Community College 50'1 College Drive Charlottesville, VA 22902-7589 Dear Dr. Friedman: At its meeting on October 2, 2002 the Board of Supervisors adopted the attached resolution endorsing the 2002 General Obligation Bond Referenda on the November 5, 2002 ballot. If you need any additional information, please do not hesitate to contact me. Sincerely, /ewc Attachment cc: Mr. Leonard Sandridge Mr. Robert W. Tucker, Jr. Mr. Larry W. Davis, Esq. Ella W. Carey, Clerk, CMC 2002 General Obligation Bond Referenda Endorsement Resolution WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, on November 5th Virginia voters, including Albemarle County residents, will have an opportunity to approve two important general obligation bond referenda; a $900 million bond for Higher Education and Museums and a $119 million bond for State Parks and Natural Areas; the future of Virginia rests in the quality of our schools, and this $900 million bond will pay for needed upgrades, renovations, modernizations, and new construction in our schools, museums and historical sites; this bond will provide funding for significant and critical new construction and expansion/rehabilitation projects at both the University of Virginia and Piedmont Virginia Community College; over the next decade, an additional 32,000 qualified high school graduates are expected to enroll at our colleges, universities and community colleges. That's on top of the 325,000 students these institutions now serve; the Higher Education General Obligation Bond includes crucial funding to build laboratories for medical research and to modernize laboratory classrooms that are used to train health care workers; by providing funds for research laboratories and teaching facilities, the bond referendum will help Virginians have access to well- trained health care professionals and new, cutting edge treatments - and this means better health care and a better quality of life for all Virginia; the state-owned museums are valuable assets for partnering with schools to accomplish the Standards of Learning, for enhancing the economy through tourism and new business development, and for improving the quality of life for all Virginians; the state-owned museums are stewards of Virginia's artistic, historical and scientific heritage. They are not only interested in the past; they serve as catalysts for future scholarship, innovation and creativity; WHEREAS, the Commonwealth's natural landscapes are vanishing at an alarming rate, and Virginia's citizens have voiced concern for lack of open space both now and for future generations; WHEREAS, State Park visitors, over seven million a year with nearly 40 percent from outside, contributed $144 million to the state's economy in 2001; WHEREAS, the Parks and Natural Areas Bond referendum will enhance Virginia's tourist potential, increase the flow of out-of-state revenue to Virginia; help stimulate our sluggish economy particularly in rural areas, and improve recreational offerings throughout Virginia for the enjoyment of our citizens and families; WHEREAS, Virginians can provide further for future generations by supporting the $900 million Education Bond referendum that would finance capital improvement for universities, colleges, and museums; WHEREAS, voter support of these referendums would result in significant improvements to the state's educational facilities, outdoor lands and museums, without a tax increase, as well as create jobs in corresponding communities; WHEREAS, passage of these referenda will create 14,000 new jobs and have an economic impact of $1.5 billion; WHEREAS, passage of these two referenda will not jeopardize Virginia's AAA bond rating; NOW, THEREFORE, BE IT RESOLVED, that the Albemarle County Board of Supervisors endorses the passage of the Virginia State Parks and Natural Areas Bond and the Higher Education Bond referenda and further encourages that the citizens of the Commonwealth support these referenda on the November 5, 2002 ballot. I, Ella W. Carey, do hereby certify that the foregoing writing is a true, correct copy of a resolution unanimously adopted by the Board of County Supervisors of Albemarle County, Virginia, by a vote of six to zero at a regular meeting held on October 2, 2002 . Clerk, Board of County Supervisors MEMORANDUM TO: FROM: DATE: RE: Robert W. Tucker, Jr., County Executive V. Wayne Cilimberg, Director of Planning & Community Development September 4, 2002 Review for Compliance with the Comprehensive Plan 0/a. Code 15.2 - 2232) - Water Storage Tank, Southern Urban Area The Albemarle County Planning Commission, at its meeting on August 27, 2002, by a vote of 4:0, approved the above-noted request as the Commission found this proposal consistent with the Comprehensive Plan provided that the site plan demonstrates to the satisfaction of the agent that the visual impacts are compatible with the Rural Area designation by preserving existing vegetation to the extent feasible within one hundred feet of the tower, and through additional landscape screening within the radius, by painting the water tank a dark earth tone color, and other appropriate means deemed necessary by the agent. If you have any questions or comments, please do not hesitate to contact me. VWC/jcf ROBERT S. TUCKER DIRECTOR TEL: (804) 371-9172 akatz @ scc.state.va.us STATE CORPORATION COMMISSION PUBLIC SERVICE TAXATION DIVISION August 2002 P. O, BOX 1197 RICHMOND. VIRGINIA 23218 FAX (804) 371-9797 Dear Sir or Madam: As we have done the last two years, we are continuing our effort to certify the annual assessments at an earlier date. We are hereby providing you with the certified statements of assessed value for the electric, gas, telecommunications, and water companies that pertain to your locality. Our previous procedure of mailing complete books of assessed values for each company and every locality within the Commonwealth added at least a month to the time required to provide you the assessed values. Last year there was some confusion because we included additional detail information on the assessments for each locality. Therefore, this year we are only sending you one statement in the hopes of simplifying the data. We hope that you will f'md this helpful in getting your tax bills out at an earlier date. Should you have any questions, please contact this office. Very tmly yours, Robert S. Tucker Director RST/rha 09-1 'I-02P02:20 RCVD TYLER BUILDING, 1300 EAST MAIN STREET, RICHMOND, VA 23219-3630 TELECOMMUNICATIONS DEVICE FOR THE DEAF-'I'I~D/VOICE: (804) 371-9206 Inactive Certificated Companies The following are companies that the SCC was unable to get any information from or contact for the 2002 Assessment. Most of these companies are either in bankruptcy or have shut the doors to the company and left no forwarding address. If you have any information or any questions on these companies, please contact us at (804)371-9679. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. Advanced TelCom Group of Virginia, Inc. Allied Riser of Virginia, Inc. BroadRiver Communications of Virginia, Corp. Connect CCCVA, Inc. First Regional Telecom, LLC Group Long Distance of Va., Inc. HarvardNet- Virginia, Inc. HJN Telecom of Virginia, Inc. IG2, Inc. INLEC Communications VA, LLC IPVoice Communications of Virginia, Inc. JATO Communications Corp. of Virginia LD Total Connect, Inc. LightSource Telecom II, LLC Mid-Atlantic Telephone Company NET-tel Corporation of Virginia, Inc. Net2000 Communications of Virginia, LLC. Ntegrity Telecontent Services of Virginia, Inc. O1 Communications of Virginia, LLC PATHNET OPERATING OF VIRGINIA, INC. Prism Virginia Operations, LLC ReFlex Communications of Virginia, Inc. ServiSense.com of Virginia, Inc. Sigma Networks Telecommunications of VA, Inc. SouthNet Telecom - Virginia, Inc. Sphera Optical Networks (Virginia) N.A., Inc. Telera Communications of Virginia, Inc. Telergy Network Services of Virginia, Inc. 29. Telicor of Virginia, Inc. 30. Tidalwave Telephone, Inc. 31. Zephion Networks Communications of VA, Inc. Cancelled Certificates 2002 Tax Year 2nd Century Communications of Virginia, Inc. 6337 BroadBand Office Communications-Virginia, Inc. 6361 Conectiv Communications of Virginia, Inc. 6364 Digital Broadband Communications of VA, LLC 6404 Dynamic Telco Services, Inc. 6285 Everest Connections Corporation of Virginia 6378 LightBonding.com VA Inc. 6407 Northpoint Communications of Virginia, Inc. 6641 P.V. Tel of Virginia, LLC 6339 Urban Media of Virginia, Inc. 6399 Vitts Networks of Virginia, Inc. 6374 Rhythms Links Inc.- Virginia 6643 PICUS Communications, LLC 6266 @Link Networks of Virginia, Inc. 6468 Onsite Access Local LLC 6373 Mpower Communications of Virginia, Inc. 6377 BroadStreet Communications of Virginia, LLC 6387 360 Communications Co. of Danville, Inc. 6028 360 Communications Co. of Lynchburg, Inc. 6029 360 Communications Co. of Virginia, Inc. 6024 Telespectrum of Virginia, Inc. 6132 Virginia RSA 1 Limited Partnership 6134 Virginia Metronet, Inc.. 6136 ELECTRIC LIGHT AND POWER CORPORATIONS (INCLUDING ELECTRIC SUPPLIERS) - ALBEMARLE COUNTY A STATEMENT Showing the Value of Real and Tangible Personal Property of Electric Light and Power Corporations in the Commonwealth of Virginia, assessed as of the beginning of the first day of January 2002, pursuant to Title 58.1, Chapter 26, Article 2, of the Code of Virginia. NAME OF COMPANY AND LOCATION' 1. Value of 2. Value of 3. Value of 4,5. Value of 6. Value of 7. Value 8. Value of 9. Value of 10. Value of 11. Value 12. Value of Total Value OF PRINCIPAL OFFICE OR AGENCY land and generating station overhead underground of meters and street automobiles of general material and value of of IN VI~IGINIA (Name and address shown in improvements- equipment, equipment, lines, conduit, line installations lighting and and trucks, plant supplies. / all merchants~ parentheses is the officer of the company transmission transmission conductors, transformers and signal systems, equipment. Plant under property, capital. in charge of the settlement of taxes.) and and and and property construction. LOCATION OF PROPERTY distribution, distribution, devices, semites, on customers' CITY, COUNTY, TOWN AND DISTRICT premises. Appalachian Power Company Roanoke (T. F. Johnson, AEP-Tax Department, P. O. Box 16428, Columbus, OH 43216-0428) ALBEMARLE COUNTY: ALL DISTRICTS 362,804 0 1,685,704 3,798,524 864,186 1,255,774 240,620 20,610 0 2,134 23,941 8,254,297 0 SCOTTSVILLE, TOWN OF 0 0 0 23,418 1,005 76,028 27,482 10,669 0 0 2,953 141,555 0 TOTAL ALBEMARLE COUNTY .......... 362,804 0 1,685,704 3,821,942 865,191 1,331,802 . 268,102 31,279 0 2,134 26,894 8,395,852 0 Central Virginia Electric Coop. Lovingston (Howard L. Scarboro, President & CEO, P. O. Box 247, Lovingston, VA 22949-0247) ALBEMARLE COUNTY: ALL DISTRICTS 305,976 '0 880,524 2,759,248 907,966 1,767,981 208,745 0 0 0 2,292 6,832,732 0 SCOTTSVILLE, TOWN OF 0 0 0 3,532 0 3,266 524 0 0 0 0 7,322 0 YOTAL ALBEMARLE COUNTY .......... 305,976 0 880,524 2,762,780 907,966 1,771,247 209,269 0 0 0 2,292 6,840,054 0 Louisa, LLC (Robert Kees, Controller, 4201 Dominion Blvd., Glen Allen, VA 23060) ALBEMARLE COUNTY: ALL DISTRICTS 153,900 0 0 0 0 0 0 0 0 0 0 153,900 0 ELECTRIC LIGHT AND POWER CORPORATIONS (INCLUDING ELECTRIC SUPPLIERS) - ALBEMARLE COUNTY - CONTINUED 2 NAME OF COMPANY AND LOCATION 1. Value of 2. Value of 3. Value of' 4,5. Value of 6. Value of 7. Value 8. Value of 9. Value of 10. Value of 11. Value 12. Value of Total Value OF PRINCIPAL OFFICE OR AGENCY land and generating station overhead underground of meters and street automobiles of general material and value of of IN VIRGINIA (Name and address shown in improvements, equipment, equipment, lines, conduit, line installations lighting and and trucks, plant supplies. / all merchants' parentheses is the officer of the company transmission transmission conductors, transformers and signal systems, equipment. Plant under property, capital. in charge of the settlement of taxes.) and and and and property construction. LOCATION OF PROPERTY distribution, distribution, devices, services, on customers' CITY, COUNTY, TOWN AND DISTRICT premises. Louisa, LLC Continued. Potomac Edison Company, (The) Winchester (Wayne E. Wilson, Mgm Taxes, Other/Tax Acct., Greensburg C.C., 800 Cabin Hill Drive, Greensburg, PA 15601 ) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 302,421 46,604 63,769 8,558 4,201 0 0 2,631 428,184 0 Rappahannock Electric Cooperative Fredericksburg (Cecil E. Viverette, Jr., President, P. O. Box 7388, Fredericksburg, VA 22404) i ALBEMARLE COUNTY: ALL DISTRICTS 143,500 0 3,068,159 1,410,112 1,002,140 924,865 237,300 0 0 0 155,577 6,941,653 0 Virginia Electric & Power Company Richmond (Connie Stanley - Senior Tax Accountant, Tax Dept. 17th/OJRP, P. O. BOX 26666, Richmond, VA 23261) ALBEMARLE COUNTY: ALL DISTRICTS 937,536 0 9,493,322 22,585,317 28,640,581 21,633,742 3,039,057 972,621 65,430 1,683,667 134,235 89,185,508 0 3RAND TOTAL ALBEMARLE ........ 1,903,716 0 15,127,709 30,882,572 31,462,482 25,725,425 3,762,286 1,008,101 65,430 1,685,801 321,629 111,945,151 0 GAS CORPORATIONS AND PIPELINE DISTRIBUTION CORPORATIONS - ALBEMARLE COUNTY A STATEMENT Showing the Value of Real and Tangible Personal Property of Gas Corporations and Pipeline Distribution Corporations in the Commonwealth of Virginia, assessed as of the beginning of the first day of January 2002, pursuant to Title 58.1, Chapter 26, Article 2, of the Code of Virginia. NAME OF COMPANY AND LOCATION OF PRINCIPAL 1. Value of 2. Value of 3A. Value of 3B. Value of 4. Value of 5. Value of 6. Value of 7. Value of Total 8. Value OFFICE OR AGENCY IN VIRGINIA land and machinery, automobiles furniture, mains, services, meters and material and value of of (Name and address shown in parentheses is the officer improvements, and fixtures and regulators, supplies. / all merchants' of the company in charge of the settlement of taxes.) trucks, miscellaneous Plant under property, capital. LOCATION OF PROPERTY equipment, construction. CITY, COUNTY, TOWN AND DISTRICT Columbia Gas of Virginia, Inc. Columbus (John O'Brien, VP of Tax, 200 Civic Center Dr., Columbus, OH 43215) ALBEMARLE COUNTY: ALL DISTRICTS 11,900 24,436 0 0 123,779 7,397 2,780 3,718 174,010 0 SCOTTSVILLE, TOWN OF 0 13,664 0 0 34,119 27,761 2,438 0 77,982 0 Company Total ............... 11,900 38,100 0 0 157,898 35,158 5,218 3,718 251,992 0 GRAND TOTAL ALBEMARLE COUNTY .......... 11,900 38,100 0 0 157,898 35,158 5,218 3,718 251,992 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY A STATEMENT Showing the Value of Real and Tangible Personal Property o£ Telecommunications Companies in the Commonwealth of Virginia, assessed as of the beginning of the first day of January 2002, pursuant to Title 58.1, Chapter 26, Article 2, of the Code of Virginia. NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY 1N THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of ]and Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and trucks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. AFN Telecom, LLC (Carol McNem 2 West 2nd Street Williams Tower II Tulsa, OK 74103-3123) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 135,199 0 0 0 0 0 0 0 135,199 0 ALLTEL Communications of Virginia No. 1, Inc. d/b/a Alltel (c/o Robert d. Rash & Associates, Inc. ATTN: Toby Reese PO Box 1600 Rowlett, TX 75030-1600) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 29,846 1,106 11,546 0 0 43,766 0 86,264 0 sJ_,LTEL Communications of Virginia, Inc. clfo/a Alltel (c/o Robert D. Rash & Associates, Inc. ATTN: Toby Reese P.O. Box 1600 Rowlett, TX 75030-1600) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 2,769,874 488,304 4,875,167 0 91,805 425,674 124,402 8,775,226 304,000 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED 2 NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY 1N THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and tracks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. ALLTEL Communications of Virginia, Inc. Continued. ALBEMARLE COUNTY: SCOTTSVILLE, TOWN OF 0 0 0 94,587 15,492 228,437 0 0 0 0 338,516 Company Total ............ 0 0 0 2,864,461 503,796 5,103,604 0 91,805 425,674 124,402 9,113,742 304,00C AT&T Communications of Virginia, Inc. (Jim DiFerdinando, Tax Director P. O. Box 1329 412 Mt. Kemble Ave Morristown, NJ 07962-1995) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 332,014 426,496 0 1,189,344 0 0 .~ 3,818 0 1,951,672 0 SCOTTSVILLE, TOWN OF 0 0 4,125 0 0 69,080 0 0 0 939 74,144 0 Company Total ............ 0 0 336,139 426,496 0 1,258,424 0 0 3,818 939 2,025,816 0 S, merican Telephone And Telegraph Co. of Va. (Jim DiFerdinando, Tax Director P. O. Box 1329 412 Mt. Kemble Ave. Morristown, NJ 07962~ 1995) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 643,254 6,099,763 0 2,530,945 20,870 0 46,210 5,188 9,346,230 0 S COTTSVILLE, TOWN OF 0 0 8,323 32,924 0 161,071 0 0 0 191,117 393,435 0 Company Total ............ 0 0 651,577 6,132,687 0 2,692,0 t 6 20,870 0 46,210 196,305 9,739,665 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED 3 NAME OF COMPANY AND LOCATION OF PmNCmAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY IN THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and tracks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construct/on. Bmadslate Networks of Virginia, Inc. (Todd Hochrein, Director-Finance 630 Peter Jefferson Pkwy Suite 300 Charlottesville, VA 22911) ALi] EMARLE COUNTY: ALL DISTRICTS 0 0 0 0 0 0 0 0 1,325,071 0 1,325,071 0 Cellco Partnership d/b/a Verizon Wireless (Tracey P. Rossow Director - Property Tax Compliance P.O. Box 7028 Bedminster, NJ 07921-7028) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 21,162 0 125,028 0 0 4,514 0 150,704 0 Uentml Telephone Company of Virginia (Jack Denny, Property Tax Specialist Property Tax Department P.O. Box 12913 Shawnee Mission, KS 66282) ALBEMARLE COUNTY: ALL DISTRICTS 843,660 376,257 30,155,518 3,577,109 0 2,140,493 25,380 576,782 948,992 161,869 38,806,060 0 SCOTTSVILLE, TOWN OF 20,744 0 148,349 9,000 0 1,380,416 21,383 0 5,049 37,834 1,622,775 0 Company Total ............ 864,404 376,257 30,303,867 3,586;109 0 I 3,520,909 46,763 576,782 954,041 199,703 40,428,835 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED 4 NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY IN THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and trucks, equipment, supplies. / property, capital. CITY, COUNI~, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. Charlottesville Cellular Partnership dfo/a US Cellular (Mouv-Lang Lov, Senior Accounting P.O. Box 31369 Chicago, IL 60631) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 1,569,588 661,169 2,731,140 0 0 5,342 1,307,619 6,274,858 C Dominion Telecom, Inc. (Connie Stanley, Senior Tax Accountant P.O. Box 26666 17th Floor Richmond, VA 23261) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 0 1,195,556 0 0 0 0 1,195,556 0 MCI WORLDCOM communications of VA, Inc. Stacy Corm, Property Tax Manager 500 Clinton Center Drive Clinton, MS 39056) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 0 0 0 0 5,442 1,762 7,204 0 VICI WORLDCOM Network Services, Inc. (Staey Corm, Property Tax Manager 500 Clinton Center Drive Clinton, MS 39056) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 686 0 13,251 0 0 14,368 0 28,305 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY 1N THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and trucks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. MCI WORLDCOM Network Services, Inc. Continued. NTELOS Network Inc. (Steven Craig Highland, Director Tax Policy P.O. Box 1990 Waynesboro, VA 22980-7590) ALBEMARLE COUNTY: ALL DISTRICTS 264,653 0 586,581 0 0 68,715 4,580 0 0 0 924,529 0 ~ITELOS Telephone Inc. (Steven Craig Highland, Director Tax Policy 401 Spring Lane Waynesboro, VA 22980) i ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 35,017 0 0 0 0 0 0 35,017 0 qextel Communications of the Mid-Atlantic, Inc (Adele Jaffin, Preparer c/o Deloitte & Touche 1111 Broadway, Ste. 2100 Oakland, CA 94607-4036) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 0 24,173 0 0 0 0 24,173 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED 6 NAME OF COMPANY AND LOCATION OF PmNCn'AL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY IN THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and tracks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. Nextel WIP License Corp. d/b/a Nextel Partners, Inc. or NPCR, Inc. (Jeanette VanBelle, Finance Manager 4500 Carillon Point Kirkland, WA 98033) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 146,731 7,345 279,033 0 0 0 0 433,109 0 Omnipoint DC Area De License, LLC. d/b/a Omnipoint Communication Cap Operations (Martha Jacklc, Prop. Tax Manager Attn: Tax Department 12920 SE 38th Street Bellevue, WA 98006) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 80,467 0 0 0 0 24,728 105,195 0 gouthemNet Systems, Inc. (Stacy Corm, Property Tax Manager 500 Clinton Center Drive Clinton, MS 39056) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 444,925 0 0 0 0 0 0 0 444,925 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED 7 NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY 1N THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of laud Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and trucks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. Sprint Communications Company, L/P (Jack Denny, ProPerty Tax Specialist P.O. Box 12913 Shawnee Mission, KS 66282-2913) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 1,438,569 0 0 28,280 0 0 0 0 1,466,849 Triton PCS License Company, LLC . d/b/a SunCom (Michael Bonini, Tax Manager 1100 Cassatt Road Berwyn, PA 19312) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 26,170 2,528,454 0 0 0 1,229,760 3,784,384 Verizon South Inc. (Robert Garringer, Manager P.O. Box 152206 Irving, TX 75015-2206) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 0 0 0 2,915 0 0 0 2,915 0 Verizon Virginia Inc. (Bob Garringer P.O. Box 152206 Irving, TX 75015-2206) ALBEMARLE COUNTY: ALL DISTRICTS 40,223 712,533 2,114,658 169,950 0 1,156,429 21,560 0 10,498 0 4,225,851 0 TELECOMMUNICATIONS COMPANIES - ALBEMARLE COUNTY - CONTINUED NAME OF COMPANY AND LOCATION OF PRINCIPAL CLASS 1 CLASS 2 CLASS 3 OFFICE OR AGENCY IN THIS STATE Total Value (Name and address shown in parentheses is the officer Value of Value of Value of Value of land Value of Value of Value of Value of Value of Value of value of of of the company in charge of the settlement of taxes.) pole line. conduit, wire lines. (other than antennas, central station automobiles general material and all merchants' LOCATION OF PROPERTY right of way) office equipment and tracks, equipment, supplies. / property, capital. CITY, COUNTY, TOWN AND DISTRICT buildings and equipment, and apparatus. Plant under towers, construction. Verizon Virginia Inc. Continued. ALBEMARLE COUNTY: SCOTTSVILLE, TOWN OF 0 0 6,837 0 0 0 0 0 0 0 6,837 0 Company Total ............ 40,223 712,533 2,121,495 169,950 0 1,156,429 21,560 0 10,498 0 4,232,688 0 Virginia Cellular, LLC Cellular One (Brandy Lilly, Accounting Manager P.O. Box 1002 Stannton, VA 24402) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 91,215 2,359 39,526 0 0 0 0 133,100 0 Virginia PCS Alliance, L.C. (Steven Craig Highland, Tax Manager P.O. Box 1990 Waynesboro, VA 22980-7590) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 364,902 266,042 4,666,847 214,725 0 1,902 75,791 5,590,209 0 ¢irginia RSA 6 Cellular Limited Partnership (Steven Craig Highland, Tax Manager P. O. Box 1990 Waynesboro, VA 22980-7590) ALBEMARLE COUNTY: ALL DISTRICTS 0 0 0 153,806 0 0 114,337 0 61,107 0 329,250 0 GRAND TOTAL ALBEMARLE COUNTY .......... 1,169,280 1,088,790 36,018,352 15,592,656 1,548,454 25,442,931 425,750 668,587 2,901,753 3,161,009 88,017,562 304,000 WATER CORPORATIONS - ALBEMARLE COUNTY A STATEMENT Showing the Value of Real and Tangible Personal Property of Water Corporations in the Commonwealth of Virginia, assessed as of the beginning of the first day of January 2002, >ursuant to Title 58.1, Chapter 26, Article 2 of the Code of Virginia. NAME OF COMPANY AND LOCATION OF PRINCIPAL 1. Value of 2. Value of 3A. Value of 3B. Value of 4. Value of 5. Value of 6. Value of 7. Value of Total 8. Value OFFICE OR AGENCY 1N VIRGINIA land and machinery, automobiles furniture, mains, services meters and material and value of of (Name and address shown in parentheses is the officer improvements, and fixtures and and fire other plant supplies. / all merchants' of the company in charge of the settlement of taxes.) trucks, miscellaneous hydrants, equipment. Plant under property, capital. LOCATION OF PROPERTY equipment, construction. CITY, COUNTY, TOWN AND DISTRICT Broad Run Service Corporation ' Fairfax (Eric Lamb, Pres., P O Box 986, Stanardsville, VA 22973) ALBEMARLE COUNTY: ALL DISTRICTS 273 290 0 0 220 0 0 0 783 0 Eaflysville Forest Water Company Charlottesville (Bryan Hiles, Controller, C/O AquaSource Inc., 411 Seventh Ave, 14th Floor, Pittsburg, PA 15219) ALBEMARLE COUNTY: ALL DISTRICTS 55,407 9,001 0 0 I 89,099 4,669 15,137 0 173,313 0 Keswick Utilities, Inc. Keswick, Va (Dean P. Andrews, Pres., 701 Club Drive, · Keswick, VA 22947) ALBEMARLE COUNTY: ALL DISTRICTS 465,679 0 0 0 450,292 0 0 0 915,971 0 WATER CORPORATIONS - ALBEMARLE COUNTY - CONTINUED 2 NAME OF COMPANY AND LOCATION OF PRINCIPAL 1. Value of 2. Value of 3A. Value of 3B. Value of 4. Value of 5. Value of 6. Value of 7. Value of Total 8. Value OFFICE OR AGENCY IN VIRGINIA land and machinery, automobiles furniture, mains, services meters and material and value of of (Name and address shown in parentheses is the officer improvements, and fixtures and and fire other plant supplies. / all merchants' of the company in charge of the settlement of taxes.) trucks, miscellaneous hydrants, equipment. Plant under property, capital. LOCATION OF PROPERTY equipment, construction. CITY, COUNTY, TOWN AND DISTRICT Oakhill Water Company, Inc. Charlottesville (Sue B. Minor, Pres., 1017 Forest Lodge Lane, Charlottesville, VA 22903) ALBEMARLE COUNTY: ALL DISTRICTS 36,785 762 0 0 5,885 0 11,833 0 55,265 0 Peacock Itill Service Company Ivy . (Carole Horwitz, Treas., P.O. Box 284, Ivy, VA 22945) ALBEMARLE COUNTY: ALL DISTRICTS 78,426 38,115 0 1,697 1,257 0 39,630 180,789 339,914 0 Public Service Company of Virginia, Inc. Charlottesville (Joseph M. Casero, Pres., P.O. Box 304, Greenwood, VA 22943) ALBEMARLE COUNTY: ALL DIS TRICTS 15,735 5,162 0 1,023 1,212 109 0 0 23,241 0 GRAND TOTAL ALBEMARLE COUNTY ........ 652,305 53,330 0 2,720 547,965 4,778 66,600 180,789 1,508,487 0 COMMONWEALTH OF VIRGINIA DEPARTMENT OF THE STATE CORPORATION COMMISSION Richmond, Va. This is to certify that the foregoing is a true copy of the assessment made for the year 2002 by the State Corporation Commission of Virginia of the real and personal property of electric light and power corporations, electric suppliers, gas and pipeline distribution corporations, telecommunications companies, and water corporations as of the beginning of the first day of January 2002. Teste: Clerk of the Commission To the Comptroller; President or proper officer of each company; Governing bodies of each County, City, and Town; Commissioners of the Revenue The foregoing certified copy of the assessments made by the State Corporation Commission of Virginia for the tax year 2002, is sent to you in accordance with the provisions of Title 58.1, Chapter 26, Article 6, of the Code of Virginia. Respectfully, Clerk of the Commission COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: TJPDC Legislative Program SUBJECT/PROPOSAL/REQUEST: Draft TJPDC Legislative Program STAFF CONTACT(S): Tucker, White, Spencer, Blount AGENDA DATE: October 2, 2002 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: INFORMATION: INFORMATION: X BACKGROUND: The Thomas Jefferson Planning District Commission works with the County and other planning district members each year to develop a legislative program for the General Assembly session. The attached draft of the 2003 TJPDC Legislative Program is included for your review. DISCUSSION: The Draft 2003 Legislative Program follows the same format as in prior years, with priority "action items" and a section highlighting some of the most important ongoing concerns. The County's major issues are included in the draft program. RECOMMENDATION: Staff recommends Board members review the attached Draft 2003 TJPDC Legislative Program, and submit any suggested changes to the County Executive. The Board will be asked to approve the Program at the November 6 Board meeting. 02.158 DRAFT 2OO3 Thomas Jefferson Planning District Legislative Program Representing the Local Governments of: Albemarle County City of Charlottesville Fluvanna County Louisa County Nelson County October 2002 Walter F. Perkins, Chairman Harrison B. Rue, Executive Director David C. Blount, Legislative Liaison STANDARDS OF QUALITY FUNDING Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities believe the state should fund its share of the realistic costs of meeting the Standards of Quality (SOQ). While the education budget for 2002-2004 was touted as being $200 million higher than the FY02 appropriation, the state shifted to localities $36 million in costs for the retired teacher health insurance credit program and buffered the budget with nearly $77 million in new federal funding. The budget also depleted more than a quarter billion dollars from the Literary Fund, historically is used to provide low interest loans for school construction, to pay for teacher retirement. Recall that the recent JLARC study of education funding stated that the way the state has recently estimated SOQ costs is not up-to-date, and that an additional $1 billion was needed (above current SOQ funding levels) in the current biennium to pay for a more accurate estimate of SOQ costs and to keep funding current with expected SOQ costs. Virginia localities spend approximately $1.8 billion in local funds on education above the state-required amount. Our localities followed suit in FY03 with increased operational dollars for schools, as well as locally-funded teacher pay raises. As our school divisions continue to work toward the state's accountability goals for both schools and students, continued state funding cutbacks are likely to hinder the progress being made. COMPREHENSIVE SERVICES ACT Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities support full funding of the state pool for the Comprehensive Services Act (CSA), with allocations based on realistic anticipated levels of need, and a cap on local expenditures for serving a child through CSA. Since the inception of the Comprehensive Services Act, there has been state pressure to hold down costs, to cap state costs for serving mandated children, to increase local match levels and to make the program more uniform by attempting to control how localities run their programs. State and local costs of residential and non-residential mandated services have steadily increased, and initial state appropriations for CSA have fallen short each year (and will do so again this year), forcing the state to search for its share of funding and localities to request supplemental state appropriations. In fact, many localities exhaust their base allocation for the year in only a few months, thereby necessitating the supplemental requests. We believe localities should be given more flexibility to serve children when state CSA funding is reduced. ~Albemarle's school budget includes $400,000 more for CSA in FY03. ~Nelson reports a $139,000 drop in state CSA funding this year. ~Fluvanna's local CSA costs doubled over the past four years. ~Louisa's local CSA costs jumped over 15% last year. ~Charlottesville spent $1.1 million in FY01. Increased caseloads and costs for serving mandated children with the most challenging service needs puts perhaps the greatest strain on local CSA budgets, thus necessitating the need for a cap on local expenditures. PUBLIC SAFETY Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities encourage state cooperation, assistance and support for law enforcement, criminal justice activities, emergency medical care and fire services responsibilities that rest primarily at the local level. We encourage the state to make Compensation Board funding a top priority. Albemarle, Fluvanna and Nelson replaced lost state funding with general fund dollars this year. Charlottesville lost nearly $160,000 and instituted a court fee to be dedicated to the sheriff s office. Constitutional offices in Louisa saw 5 ~A% to 9 ~A% reductions. We urge the state to continue funding the HB 599 law enforcement program. Charlottesville used local funds to absorb an $81,000 loss of liB 599 revenue this year. We support continued state funding of drug courts. Local funding this year bolstered this court-supervised alternative to jail or probation that has proven it saves dollars (cost is $3,000-$5,000/year compared with $19,000/year for adult incarceration) and lowers recidivism (rate was only 4.3% in the first three years of the local drug court and program graduates were employed 76% of the time). In addition, we support the following: · Shared funding by the state of the costs to construct and operate regional jails. Further, the state should not adopt language that would disallow exemptions from the federal prisoner offset and should maintain the per diem payment to localities for housing state-responsible prisoners. · Continued funding for services under the Pre-Release and Post-Incarceration Services (PAPIS), Community Corrections and Pretrial Services Acts. · Legislation that will enable additional localities to install and operate traffic light signal photo-monitoring systems. We oppose the following: · Legislation that reduces or removes local government authority to limit the carrying of weapons in public buildings and other public facilities. · State operation of local and regional jails. TRANSPORTATION Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities urge the state to fund existing transportation obligations, programs and plans, without creating competition for dollars among different transportation modes, and without incurring increased or unjustifiable debt. The Commonwealth Transportation Board cut $2.9 billion and over 170 projects in approving a new $7.3 billion, six-year road plan. Allocations for each construction district are reduced by about 30%. Local governments find themselves investing increasingly more in transportation funding including public transportation, construction, operations, and planning and maintenance, in an attempt to react to local and regional congestion and economic development issues, and due to continued failure of the state to meet transportation demands. Accordingly, we support ongoing restructuring efforts at the Virginia Department of Transportation (VDOT) and six-year plan program alignment of expenditures with available revenue. We believe that funding shortfalls for priority projects at the state level should not shortchange funding for secondary roads or needed street maintenance funding. We believe state transportation planning must be better coordinated and conform to local land use planning, especially in rapidly growing areas. We support the creation of a new funding classification (e.g. for secondary roads with an urban function) and the relaxing of street standards to give localities more flexibility regarding road construction in neighborhoods and traffic calming measures. We encourage the State to examine the use of modern roundabouts in lieu of conventional intersection design and allowance of signal replacement funding for construction of roundabouts. Finally, we support funding of the TransDominion Express with stops at Oak Ridge and Charlottesville. TAX STRUCTURE AND REFORM Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities believe the state should broaden the revenue sources available to local governments, rather than capping, removing or restricting any local revenue sources, taxing authority or user fees. We recognize that financing government projects and programs should be a partnership between the state and localities. However, with our limited ability to raise funds and our sometimes-stagnant revenue streams, we strain to meet services demanded by residents and those mandated by the state and federal governments. Accordingly, we oppose cost-shifting that has occurred when the state fails to fund mandates or reduces or eliminates funding for state-supported programs. This cost-shifting reduces the ability of local governments to meet local needs and forces local citizens to bear tax and fee increases (which our localities have implemented) to pay for such programs and services. We support the work of the Joint Subcommittee to Study and Revise Virginia's State Tax Code, which will meet an additional year to examine significant tax reform issues. We encourage the Subcommittee to recommend changes that would enable the state to meets its financial obligations to localities and that would equalize the revenue- raising authority of counties with that of cities. We do not believe the state should enact changes, particularly in examining telecommunications tax reforms, which reduce local government revenues. LAND USE AND GROWTH MANAGEMENT Legislative Position of TdPDC, Charlottesville, and the Counties of Albemarle, Fluvanna, Louisa and Nelson The Planning District and its member localities oppose any preemption or circumvention of existing local authority to regulate land use, as has been done in recent years through legislative action. Local governments have been limited in their efforts to manage growth by various legislative actions over the past decade which reduced local authority to enforce the comprehensive plan or to regulate land use. We believe that balanced, sustainable growth, guided by local governments, is essential to maintaining quality of life. Further, infrastructure costs associated with new developments are borne by all taxpayers, rather than by those bringing about the need for the expenditure, thus straining our ability to pay for these costs of growth in a time of declining revenues. Specific Recommendations: · The General Assembly should preserve existing authority for localities to regulate land use. · We support enabling legislation that would provide local governments with various additional tools (such as impact fees, adequate public facilities ordinances and transfer and purchase of development rights) to manage growth. · We support dedicated state funding to acquire, preserve and maintain open space and recreation lands, including directing available federal funds to localities. · We endorse legislation to enable localities to enact scenic protection and tourist enhancement districts. · We oppose changes to the Uniform Statewide Building Code that hinder the implementation of local ordinances. ECONOMIC DEVELOPMENT The Planning District and its member localities recognize economic development and workforce training as essential to the continued viability of the Commonwealth. We support policies that closely link the goals of economic development and workforce development and that result in an increased standard of living for all residents. We suppo~ an Economic Development Strategic Plan for the Commonwealth that more clearly defines responsibilities of state and local governments and includes new tools for local governments to use in attracting economic development oppo~unities: , The state should recognize the disparity in rewards of economic development between the state and localities, as well as between host locality and surrounding areas. , We suppoa add3t3ona! restored finding for the Regional Competitiveness Act to e ...... continue meaningful oppoaunities for regional projects: to move fop~;ard, r~:~ EN R ONMENTAL QUALITY The Planning District and its member localities are committed to the protection and enhancement of the environment. This commitment recognizes, however, the need to achieve a proper balance between environmental regulation and the socio-economic health of our communities. Environmental quality should be promoted through a comprehensive approach and address issues of air and water quality, solid waste management, protection of sensitive lands and sound land use policies. Such an approach requires regional cooperation due to the interjurisdicational nature of many environmental resources and adequate funding to match local efforts. · The state should be a partner and advocate for localities in water supply development:, and should work with and assist localities in addressing water supply issues resulting from the ongoing drought conditions. The state should undertake water supply planning which encompasses water conservation, a determination of needs and how they can be met, including emerging technologies. · We oppose legislation that would mandate expansion of the area covered under the Chesapeake Bay Preservation Act. The state should provide -Mtho, ut legal, financial and technical support ~ to localities that wish to comply with any ~evv r~ r:..,-,~, ~;.;~ ~..~,~ r,~ ~, .....~ and allow of the Act's provisions ......... , ........................... localities to use other practices to achieve objectives toward improving water quality. · The state should ensure the closure schedules for landfills permit facilities deemed to pose no threat to property or the public to continue to operate through their ....... 2. It also should provide adequate funding for landfill closure and post-closure costs. (Fluvanna faces $1.2 million in costs). · The state should work with local governments to establish a comprehensive waste reduction strategy, rather than hast4ty requiring a statewide tipping fee or increasing required recycling rates. Recent proposals to tack a state surcharge onto a local user (tipping) fee set a disturbing precedent and have provided no guarantee that funds would flow to their stated purposes. · The state should appropriate adequate funding to implement strategies for restoring impaired waters and for the Water Quality Improvement Fund. · We support state action to clarify that a locality has full authority regarding the land application of sewage sludge. HEAL TH AND HUMAN SER VICES The Planning District and its member localities recognize that special attention must be given to developing circumstances under which people, especially the disabled, the poor, the young and the elderly, can achieve their full potential. Reductions to community agencies are especially troublesome, as their activities often end up preventing more cos_ serv ecs ater .............. ~ ......... , ......... , .............. ~ ..................... ~ The delivery of health and human services must be a collaborative effort from federal, state and local agencies. We urge the General Assembly to ensure funding is available to continue such valuable preventive services. · We oppose any changes in state funding or policies that result in an increase of the local share of costs for human services, including changes that would require additional local contributions for indigent care. · Our localities were hit hard by the 51% reduction in the Virginia Juvenile Community Crime Control Act (VJCCCA) program, which has produced a statewide 25% drop in Department of Juvenile Justice commitments since 1998. There should be no further reductions to this program and the state should maintain a formula-driven allocation process for VJCCCA funding. · Our communities will have a much weaker capacity to generate new resources to serve young people because of cuts to local Offices on Youth. Fluvanna and Louisa eliminated their offices; Charlottesville/Albemarle lost $91,000 (including VJCCCA money for the office) and 1.5 positions. · The state should provide sufficient funding to allow Community Services Boards to meet the challenges of providing a community-based system of care. · We oppose new state or federal entitlement programs that require additional local funding. · We support add]t]ona! sufficient state funding for local social services facilities and for local departments to maintain adequate office space to deliver services. Local DSS offices should not be forced to consolidate if not in the best interest of the localities. · We support continued state funding for local Disability Services Boards. · We support the e,xpamted continued operation and enhancement of early intervention and prevention programs that can make a difference in children's lives, such as the Child Health Partnership and Healthy Families programs. The state should not use Temporary Assistance to Needy Families (TANF) monies to fund such programs, as localities cannot use federal TANF funds as match for other federally-funded prevention programs. To do so only serves to shift costs to localities seeking to leverage federal dollars for services and administration. · We support Virginia's welfare reform program and encourage efforts to promote family preservation and work requirements. We support initiatives and funding to help former VIEW participants maintain continuity in childcare and oppose any initiatives to shift traditional federal and state childcare administrative responsibility and costs to local governments. We support state efforts to expand access to education and training needed by welfare recipients to become employed and self-supporting. We also support a TANF plan that takes into account and fully funds state and local implementation and support services costs. The state should take advantage of TANF reauthorization to streamline eligibility requirements and provide maximum flexibility to localities. HO USING The Planning District and its member localities believe that every citizen should have an opportunity to afford decent, safe and sanitary housing. The State and local governments should work toward expanding and preserving the supply and improving the quality of affordable housing for the elderly, the disabled and low-income and moderate-income households. Regional housing solutions and planning should be implemented whenever possible. · We support incentives that encourage rehabilitation and preservation of historic structures. · In addressing the lack of input that local governments have concerning housing issues, we support local government notice provisions for all proposed low and moderate income housing projects seeking federal tax credits, including VHDA. · We support VHDA criteria for funding which encourages rehabilitation of existing housing and discourages new construction in close proximity to existing subsidized housing. · We support retaining local discretion to regulate the allowance of manufactured homes in zoning districts that permit single family dwellings. LOCAL GO VERNMENT STRUCTURE AND LA The Planning District and its member localities believe that since so many governmental actions take place at the local level, a strong local government system is essential. Local governments must have the freedom and tools to carry out their responsibilities. · We support legislation to enhance the ability of local governments to provide services required by citizens and to allow local governments to meet their responsibilities in state/local partnerships. Accordingly, we support a requirement for state agencies to notify localities of planned construction projects which may affect the locality's comprehensive plan The ~*~*~ · We oppose intrusive legislation involving purchasing procedures, local government authority to establish hours of work, salaries and working conditions for local employees, matters that can be adopted by resolution or ordinance and procedures for adopting ordinances. · We oppose Virginia Freedom of Information Act provisions which further limit a local governing body' s ability to meet in closed session or to confer privately with its counsel on probable litigation. We also oppose limiting the list of records currently exempt from disclosure under FOIA and requiring creation of customized computer records for commercial and other uses. · We support enabling legislation that authorizes localities to require contractors, as a condition of public contracts awarded through the procurement process, to pay employees a living wage. · The state must ensure that implementation of electric utility restructuring is revenue neutral to localities and that any necessary stopgap appropriations to adversely affected localities are fully funded. · We support changes to the regional airport authority' s charter to provide provisions needed to operate an existing, rather than new. authority. · If safety oversight responsibility for municipally-owned gas utilities is transferred from the federal Department of Transportation (DOT) to the Virginia State Corporation Commission (SCC), we request that 1) the SCC undertake only safety inspection functions of DOT and not have authority to assess civil penalties; 2) the SCC be required to inspect based on Federal Pipeline Safety Standards only; and 3) existing laws concerning mandatory reporting for utilities (per the Underground Utility Damage Prevention Act) be preserved. 3759 Clark Road White Hall Va. September 18, 2002 Albemarle County Board Of Supervisors To Whom It May Concern My husband Carlton A. Luck and I are citizens of Albemarle County and we are tax payers. We wrote a letter to the Albemarle County Board Of Supervisors, Attention Ms Sally Thomas in April of 2002, asking for attention to be given to Clark Road in White Hall Va. We do not understand why you did not respond to our letter. We have been trying to get guard rafting on that dangerous narrow road with drops as deep as 50 to 10 feet. We had John Shiffiet to come take a look at the road in the fall of 1998, he saw the need and told us to get in touch with the board of supervisors. This we did, I believe you are ignoring us. My father in law J. R Luck who died in may at the age of 97 said he tried to get work done on the road, and was also Ignored, he said he beheve it was because he was a black man, We told Mr. Shiffiet we had land on both sides of the road and the county can cut the bank, he said the county has emergency money but might not want to widen the road. The road goes through our property and yard, because of this, if nothing else, our request should be considered. We also called and wrote a letter to Mt. Walter Perkins of the White Hall district, he did not respond. I called Mr. Jim Bryan several times, he refused to talk to us. This all is not fair. Last week Mr. Jolm Shiffiet called and told us the same thing he told us in the year of 1998. We will appreciate your working with us. DISTRIBUTED TO Nancy W.Luck BOS on 09-27-02,~08: 29 RCV'3 MONTHLY REPORT OCTOBER 2002 · Mission · Essential Tasks Assessment · Construction & Maintenance · Planning & Traffic Engineering ·lssues · Return to Consent Agenda Mission The VDOT Charlottesville Residency builds and maintains roads, provides transportation expertise and regulatory authority and facilitates traffic engineering issues for Albemarle and Greene Counties in ways that are: focused on public safety fiscally and environmentally responsible supportive of alternative transportation means supportive of neighborhood and regional development 2 ESSENTIAL TASKS TASK MAINTAIN SECONDARY & PRIMARY ROADS o ROW: mow, ditch, pipes, trim, signs, patrols ASSESSMENT (see legend below) REMARKS Secondary & primary mowing objectives met; applied dust control; trimmed brush & trees o ROADWAY: grade, pave, patch o EMERGENCY OPS o REPAIR & BUILD BRIDGES o MAINTAIN EQUIPMENT Legend: Green: 90-100% Excellent Amber: 80-90% Good Red: 70-80% Needs improvement Black: Below minimum standards - Patched per schedules; machined gravel roads - Route 626 widen bridge, 25% complete - Route 33, Gr Co, widen bridge, 99% complete - PMs completed; Prep for Snow Readiness Ops 3 ESSENTIAL TASKS (continued) TASK 2. MANAGE CONSTRUCTION PROGRAM o PE Activities ASSESSMENT (see legend below) REMARKS - Preparing Secondary Six Year Plan o Project Construction Legend: Green: 90-100% Excellent Amber: 80-90% Good Red: 70-80% Needs improvement Black: Below minimum standards - Slurry Seal schedule completed - Pipe Culvert Rehabilitation Project complete - Pavement Marking schedule complete 4 ESSENTIAL TASKS (continued) Task Assessment (See legend below) 3. CONDUCT PLANNING ACTIVITIES Remarks o Issue and review permits o Review site plans and rezoning request o Conduct studies and advise - 47 land use permits issued - 6 revised plans reviewed & comments provided - 4 new site plans reviewed - 3 Special Use Permits reviewed & comments provided - 1 ZMA reviewed & comments provided - 8 developments in planning stages o Inspect and monitor subdivisions Legend: Green: 90-100% Excellent Amber: 80-90% Good Red: 70-80% Needs improvement Black: Below minimum standards - 3 subdivision plan reviews - 5 subdivisions inspected for acceptance 5 ESSENTIAL TASKS (continued) TASK ASSESSMENT (see legend below) 4. FACILITATE TRAFFIC ENGINEERING o Request and advise on signals & signs o Request and advise on studies & data o Assist with design REMARKS - 15 Traffic issues submitted - 9 Traffic issues outstanding Legend: Green: 90-100% Excellent Amber: 80-90% Good Red: 70-80% Needs improvement Black: Below minimum standards 6 PRELIMINARY ENGINEERING October 2002 Albemarle County Six-Year Plan Project Status Primary Projects L&D StreetName/ Field Field Route PPMS Designer ProjectNumber Description Scoping Survey Revie~v P.H. Inspect. R/W Adv. Comments 20 15996 BAA 0020-002-126,PE101 BridgeRepb ........ t-Car[ers Bridge 7-03 OnSchedule(Updated7-02) 53 18897 BAA 0053-002-101,B601 Bridge Repb ........ t-Buck Is land Creek 3-03 7-03 9-04 On Schedule (Updated 9-02) 7 PRELIMINARY ENGINEERING October 2002 Albemarle County Six-Year Plan Project Status Route PPMS Designer ProjectNumber Description Comments Secondary Roads Airport Road Int designdecision Dec 02 649 2456 SLM 0649-002-158,C501 4-1 ..... /sidewalks &bike 1 .... 12-03 On schedule (Updated 12-01) J arm an Gap Rd iiiiiiiiiiiiiiiiiiiiiiiiiiiiii iiiiiiiiiiiiiiiiiiiiiiiiii 691 11129 DWS 0691-002-158,C501 2-1 ..... /bike 1 .... &sidewalk 2-03 4-03 7-03 8-05 On Schedule (Updated 9-02) M c h~tire R d. Ext. N e w Alig nm e nt 631 2530 BAA 0631-002-128,C502 meadowCreek Parkway 2-03 4-03 6-03 6-05 On Schedule (Updated 9-02) Free State Rd. Connector -- 52393 JWH R000-002-259,C501 Construct 2 1 ...... 4-lane R/W ...... 13 Mos. Inactivity- Awaiting R/W Gravel Roads Mountah~ Vista Rd. Route 6 to 1.2 Mi.E. Rte.6 On Schedule (Updated 5-02) iiiiiiiiiiiiiiiiiiiiiiiiiiiiii 737 54425 0737-002-P 68,N501 Widen, pave &replace bridge N/A N/A N/A N/A :::::::::::::::::::::::::::::::::::::::::::: 12-02 Gravel Road Project s ecretarys Road 708 11130 0708-002-P 77,N501 Widen and P ave N/A N/A N/^ N/^ 1-03 8-03 (Updated 9-02) Welt Leigh Dr. Rte 250 to 0.4 M i. N. Rte 250 (Updated 5-02) 1641 56085 1641-002-269,N501 T ...... h2',replace Pipe & ..... lay N/A N/A N/A N/A 12-02 Rural addition 8 PRELIMINARY ENGINEERING October 2002 Greene County Six Year Plan Project Status Field Field Route PPMS Designer Project Description Scope Survey Review P.H. Insp. R/W Adv. Comments Secondary Projecls Bacon HollowRoad Vviden and straighten 2-hne road~my 627 51022 RDL 0627-039-195,C501 Fr. Rte. 615toRte632 11-02 1-03 6-03 12-05 (updated9-02) D~e Road Vviden and straighten 2-lane roadxmy 810 2920 DVvS 0810-039-146,C501 Fr. 1.7 km E. Rte. 624 to Rte. 624 8-03 (updated 7/02) Gravel Roads Ma~ Road (Updated 7-02) 650 57314 0650-039-P 56,N501 Fr. Rte. 810 toRte. 615 N/A N/A N/A N/A 12-02 Vviden and Surface Treat - Gravel ro ad 0.35 Mi. E. Rte 619 (Updated 9-02) 618 0618-002-P ,N Orange Co. Line :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: N/A N/A N/A N/A :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: 11-03 Vviden and Surface Treat-Gravelroad Wats on Ro ad 640 2515 0640-039-137,N501 Fr. Rte.633 to Dead End 06-03 N/A N/A N/A N/A 11-05 Vviden and Surface Treat GravelRd. 9 CONSTRUCTION PAVING & CONSTRUCTION PROJECTS CHARLOTTESVILLE RESIDENCY CONSTRUCTION PROJECTS 2002 Percent Street Name Project Description Duration Complete Contract Jun July Aug Sept Oct Nov Dec Cost 0022-002-1010, SR02 Bridge Replacement Louisa Rd Comments: Existing bridge demolition complete. Beginning Phase II substructur~ 68 70 Plan to place beams on Phase II outer and middle spans by end of October. Various PM-7B-02 IAsphalt Plant Mix Secondaries and Commentsi Rte: 250 from 1:64 interchange to Free Bridge complete: 80 80 Primaries Pave Route 20 from Rte. 708 to Keene; Complete Rte. 33 at the west end of the 33 Bypass and possibly begin Rte. 29 near Nelson Co. line during October. Various SS-7B-02 I Asphalt Slurry Seal Subdivisions Comments: Complete i~ii~ii~ii~ii~ii~ii~ii~ii~i?i Various TP-7B-02 I Pavement Marking Secondaries Comments: Complete 100 100 Various PCR-7-02 I Pipe Culvert Rehabilitation Primaries 10 MAINTENANCE YANCEY MILLS HEADQUARTERS MOWING PATCHING GRADE/MACHINE/A DD STONE DITCH/PIPE GUARDRAIL SEPTEMBER Rts 637,688,689,708,692,710,693,694, Rt635 from 691 to 736, Rt636 from 738 to 1170 Rts 702 782 Open drains RT. 29 , 240,; leaves Rts 690 691 Rt. 29 right side from 692 to 164 and back. OCTOBER WORK ON SECOND ROUND. Rts 636,691,637,758,736,633,634 Rt 635 from 691 to Nelson line Rt 708 from738 to 787. As needed per rain. Rts 824,689,688,637,691,636, Rt. 758 pipe maint. RT.690 pipe replacement if permits are in order RT684 pipe replacement if permits are in order RT637 pipe replacement if permits are in order Rt 250 from 240 to Nelson line. Rt 240 from 250 to 250. Rt635 from 250 to 689; Rts 684, 690, 691,693, 692 EQUIP MAINT EMERGENCY OPS OTHER Per schedule; Prep for Snow Ops Insp. As scheduled; District Snow Readiness Insp 10& 11 Cut limbs 250 from 689 to 690. 11 MOWING PATCHING GRADEIMACHINEI ADD STONE MAINTENANCE FREE UNION HEADQUARTERS SEPTEMBER 2002 OCTOBER 2002 Monitoring contract mowing-all AHQ Primary, Interstate Rte. 29 and 250 completed Dirt road m owing - 70% complete Hard Surface - Completed 678 - 606 - 764 - 662 - 667 - 661 Monitoring contract mowing-all AHQ 601 - 664 - 673 - 1073 Spot Patching 677 - 601 - 643 668 - 671 - 674 - 678 - 667 - 675 - 766 - 673 - 672 Stone as needed Rts 643, 668, 671, 687 DITCH/PIPE GUARDRAIL EQUIP MAINT Rte. 677 Old Ballard Road 24"x12'cm Emergency Repair Cleaned Drains, Rte. 671 - 668 - Fox Mtn. Road Secondary 614 - 676 - 601 - 654 Route 29 - 80% Complete Prep for Snow Ops Insp. Drains 668 - 665 - 663 - 664 250 - 810 - 665 - 743 Per Schedule; District Snow Readiness Insp 10 & 11 EMERGENCY OPS OTHER Forrest Lakes South, Accident Cleanup 9/15/02 from 911 Call Traffic Control for tree removal -Old Ivy Rd. 601 Tree Removal Lambs Rd. 657 Tree and Brush Removal 810-601-665-250W-Bypass Dust Control Rtes. 674-662-606-776-667-671-668 After Hours 12 MOW lNG MAINTENANCE BOYD TAVERN HEADQUARTERS SEPTEMBER OCTOBER G uardrail only Rts 250, 22, 20 (contract) PATCHING Rte. 302, 600 Rte 600, 1055, 1122, 1123, 1124, G RADEIMACHINEI ADD STONE Rte. 600, 762, 640, 784, 769 Rte 612, 600, 640 DITCH/PIPE Rte. 250, 769, 762 Rte 53, 647, 20 GUARDRAIL COMPLETE Rte 631 EQUIP MAINT Per schedule; Prep for Snow O ps Insp As scheduled; Dist Snow Readiness Insp 10 & 11th EMERGENCY O PS OTHER Brush cutting--Rte. 20 & 600 Intersection Tree Rem oval--Rte.732 Tree Cleanup--Rte. 731 Grade and Surface--Rte. 600 13 SEPTEMBER MAINTENANCE KEENE HEADQUARTERS OCTOBER M OW lNG GRADE/MACHINE/ ADD STONE DITCH/PIPE GUARDRAIL EQUIP MAINT RT.- 711,712,760,708,712,631,633,626,706,708,727, 627,795,627,734,620,618,729, CUT R/W -712-627- MACHINE RT. - 712,708,671,638,713,813,778,633, 631 ,712,71 I ,856,760,734,728,795,627,699,774,627, 717,792,793,630,670,613,617,724,721 ,722,704,708, 697,754,767,775,804,718,805,723,735, DITCH-RT.-Il66,711& 633,PULLED SHOULDERS- RT. 1167; INSTALLED PIPE RT.-712 CLEANED BOX CULVERT RT.20, CLEANED PIPES RT. 711 BOOM AX RT. - 602,626,618,620,729,602,795, BOOM AX RT. -29 (FREE UNION) Per schedule; Prep for Snow Ops Insp. 622,728,761 ,638,795,726,845,625,627, 812,626,742 CUT R/W 737, RT. 712, 708, 722, 723, 717, 627 DITCH RT. 6 (REMOVE PLANTS AT 6& 800 INTERSECTION TO IMPROVE SIGHT DISTANCE) As scheduled; Dist Snow Readiness Insp 10 & 11th EMERGENCY OPS OTHER RT .-620,602,712,726,708,631 ,29,20,713,633,71 I , 631,626,RT. 6 TREES DOWN/STORM DAMAGE SIGHT DISTANCE - RT.6 & 800 ALSO RT.602 PICKED UP TRASH RT.717,708,726 CALCIUM - DUST CONTROL - RTS.856-711-712-760 14 MOWING PATCHING GRADE/MACHINE/ADD STONE DITCH/PIPE GUARDRAIL EQUIP MAINT EMERGENCY OPS OTHER MAINTENANCE STANARDSVILLE HEADQUARTERS Long arm mower on Rt 29 right hand Tractor mowing completed on secondary routes guardrail 626, 630, 610, 609, 619, 628, 632, 614; assisted Boyd Tavern in secondary mowing Rt 33 bridge project, widening shoulder with asphalt Machine Rts 638, 634, 630, 632, 628, Machined Rts 640, 629, 642, 637, 677; sloped bank 676; dust control on secondary routes on Rt33 and Rt630 as needed Replaced pipe on Rt810; installed two entrance pipes on Rt 33, 743 Replace pipe on Rt 646 Left hand long arm mowing on Rts 29, 33; right hand long arm mowing on Rts 633, 33 bus Weed eating on guardrail on Rt 33 Per schedule; Prep for Snow Ops Insp. As scheduled; District Snow Readiness Insp 10 & 11th 15 Equipment E Q U IP M E N T IT E M T ru c k s 8 G ra d e r 2 T ru c k s 7 L o a d e rs 1 B a c k h o e 1 T ra c i o rm o w e rs 3 " R o iie rs 2 P O S S lB L E # O F D A Y S O P E R A T IO N A L 24O 30 60 210 30 30 90 60 # DAYS IN TH E S H O P 36 0 30 25 0 0 # D A Y S O P E R A T I O N A L 2O4 3 o 3 o 185 29 30 74 60 R A T IN G (C O L O R ) 85.00% A m b e r 1 00 .00 % G re e n 50 . 00 % B la c k 88.10% A m b e r 96 . 67 % G re e n 1 0 0 .0 0 % G re e n 82.22% A m b e r 1 00 .00 % G re e n ~ r~ ~ ior ~ ~ ~ ~ r~ 4 120 22 98 81 .67 % A m b e r G ra d e rs 1 3 0 0 3 0 1 0 0 .0 0 % G re e n T ra c to r m o w e rs 4 T ru c k s 7 G ra d e rs 2 12 o 6 o 210 30 60 7 0 12 o 6 o 2O3 30 48 100 100 96 100 80 00 % G re e 00 % G re e 67 % G re e n 00 % G re e n 00% A m b e r C hip p e rs 1 3 0 0 3 0 1 0 0 0 0 % G re e n R o lie rs 1 30 0 30 10000% G .... B rid g e C re w Trucks 4 !20 25 95 79:!7% Red Loaders 1 30 0 30 100.00% G .... L e g e n d :90 1 00 % E x c e lie n 80 -90 % G o o d , ro o m fo r im pro ve m e n t R ed; 70-80% i e e d s im p ....... t B la c k : B e Io w m in im u m s tan d a rd s 16 PLANNING Traffic Traffic Study Study Site Plan Project Scoping Review Review Current Status AlbemarleTowneCenter(Sperry) iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii~iiiiiiiii TrafficStudyReviewfortheComprehensivePlanAmendmentstage ihasbeencompleted. Additonalsubmissionswillbemadeatthe iPeter Jefferson/Martha Jefferson Site iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii i i~ iiiiiiiii iZoning Map Amendment, Special Use Permits,and Traffic Study iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii icommentshavebeenforwardedtotheCounty. Awaitingsiteplanto iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii irespondtostudy recommendations. RivannaVillageatGlenmore iAwaitingsiteplantorespondtostudyrecommendations. Countyto iN~AhP~int~ iiiililililililililililililililililililililililililililililiiiiii~iiiiiiiiiii iStudyCommentsforwardedtocountystaff. iL i Hollymead iiiiiiiiiiiii~i~iiiiiiiiiiii iVDOT, and County Staff are working with applicants' consultant to iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii establishstudyparameters. i Blue Ridge Hospital/Monticello iii~ i~iiiiiiiiiiiiiiiiiiiiii i Scoping process underway. Visitors Center i Pantops Ridge iii~ i~iiiiiiiiiiiiiiiiiiiiii i Sc opi ng proc ess un derway. iL i Sandy Lane Village iii iiiiiiiiiiiiiiiiiiiiii Review of traffic study delayed at request of County Staff due to Area i ]7 TRAFFIC ENGINEERING 0 utstanding Traffic Route Location 20 AtViewmont Farm Drive 20 20 & 250 20 South of 649 29 29 & 641 29 Monacan Trail Rd. 29 Old 29 S.ofbypass ramp 53 Intersection of route 53 and route 729 64 Ramp from SB 29 to EB 64 240 Route 240 downtown Crozet 250 250 atthe intersection with route 682 631 643 680 1117 1270 1422 Outstanding Route Location 33 33 1/4 mieastofRoute 29 between routes 240 and 810 Route 1117 across from Willis Road 1270 & 781 Engineering Issues Report: Issue Type Recieved Issue Description Other 8/21/02 Bus stop requested Other 8/26/02 Turnlanes at route 250 Guardrail 8/12/02 Guardrail requested SignalWarrant 5/17/02 Warrantanalysis requested Other 8/21/02 Bus Stop Reqested Signage 8/23/02 School Zone Signal Warrant 9/3/02 Signal Request Signage 8/28/02 Additionalsignage Other 9/6/02 Bus Stop Signage Passing Zone 9/12/02 Passing Zone Guardrail 9/12/02 Request forGuardrail Guardrail 8/9/02 Guardrail needed Other 9/12/02 Traffic Study Other 9/18/02 Bus Stop Signage Signage 8/27/02 Sight distance at entrance to subdivision Speed Limit 9/12/02 Speeding Traffic Engineering Issues Report: Issue Type Recieved Issue Description MP 50.12 to MP 53.12 Speed Limit 8/22/02 Speed study requested Intersection of 33 Bus. And 33 Bypass Signage 8/29/02 Additionalsignage Albemarle Issue Status under review under review under review under review under review under review under review under review under review under review under review under review under review under review under review under review Greene Issue Status under review under review Reviewer Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Culpeper TED Reviewer Culpeper TED Culpeper TED 18 ISSUES 19 COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Department of Social Services -Customer Satisfaction Survey SUBJECT/PROPOSAL/REQUEST: STAFF CONTACT(S): Tucker, Foley, White AGENDA DATE: October 2, 2002 ACTION: CONSENT AGENDA: ITEM NUMBER: INFORMATION: X ACTION: INFORMATION: ATTACHMENTS: REVIEWED BY: Yes BACKGROUND: In September 2001, the Department of Social Services contracted with The Wessex Group, Ltd. to deliver a large-scale, written customer satisfaction survey for past and current customers. Ms. Suzanne Huddleston, Vice President of The Wessex Group, was the project director. The purpose of the survey was twofold. Most importantly, it was conceived as a critical source of feedback from our external customers, the end users of our services. Secondly, it was another step in the department's dedicated efforts toward excellence, linked to our Strategic Plan and the Quality Caseload Standards, both of which are driven by the vision and mission of the County and the continuous improvement we seek for service to our customers. Work on the survey design began in October 2001 with a project planning meeting to identify the necessary steps toward a final product. Designing the survey, collecting customer mailing lists, working through confidentiality issues, designing and facilitating a survey pre-test focus group among other tasks were accomplished prior to the first mailing of the survey on March 15, 2002. The response rate was lower than we wanted (11%) and a decision was made to send the survey a second time, knowing that it would delay a report on the results. This second mailing increased the response rate to 28%, a significant change that provided the department with more meaningful data. Although other feedback mechanisms are in place or in design, the department is proud to present to the Board the results of the first significant large scale customer satisfaction survey completed by the department in over twenty years. It not only provides department staff with valuable feedback on which to design improvements, but it also provides feedback to the Board and the public on how the department is meeting our quality standards. DISCUSSION: Attached to this Executive Summary is a report to the Board outlining the salient points of the survey. The project director and department staff will be available at the Board meeting to present the report and answer questions. The customer identified for this survey is the recipient of one or more of our programs such as TANF, Medicaid, Food Stamps, Foster Care, Adult Services, etc. RECOMMENDATION: None. This report is presented as information to the Board. 02.144 Albemarle County Department of Social Services Albemarle, Virginia Customer Satisfaction Survey Results September 2002 The Wessex Group, Ltd. Albemarle County Department of Social Services Albemarle, Virginia Customer Satisfaction Survey Results September 2002 Prepared by The Wessex Group, Ltd. 479 McLaw's Circle, Suite 1 Williamsburg, Virginia 23185 Telephone: 800.253.5606 Fax: 757.253.2565 E-mail: wessexgroup~wessexgroup.com Web Site: www.wessexgroup.com Albemarle County Department of Social Services Albemarle, Virginia Customer Satisfaction Survey Results The Albemarle County Department of Social Services (ACDSS) of Albemarle County, Virginia commissioned The Wessex Group, Ltd.(TWG) to conduct a customer satisfaction survey by mail. The work on this project took place between October of 2001 and August of 2002. In total, questionnaires were mailed to 3,642 customers who received services from ACDSS and 1,032 of these customers responded, which is a response rate of 28%. Quite often, mail surveys have a response rate of only 5% to 10%. Management of ACDSS and TWG are pleased with a 28% response rate for this Customer Satisfaction Survey. The margin of error for 1,032 respondents is + 3.1%. The ACDSS survey was designed so that customer satisfaction ratings correspond to the ACDSS Quality Caseload Standards. In total, respondents were asked to rate 31 customer satisfaction attributes. These attributes are reflected in the following categories from the Quality Caseload Standards: · Respect · Customer Service · Effective Communication · Comprehensive Assessments · Knowledge of Policies and Procedures · Professional Development Research Objectives The following research objectives, which guided this project, are those of the Albemarle County Department of Social Services: · Provide information on customer satisfaction in accordance with the department's overall strategic plan and Quality Caseload Standards · Establish benchmarks for future assessments · Identify areas for possible improvement within the department's processes and operations September 2002 1 The Wessex Group, LtcL Albemarle County Department of Social Services 2 Customer Satisfaction Survey Results inaCintIs Figures 1 through 6 following illustrate the percentages of respondents who rated the customer satisfaction attributes as exce//e,t or very good. First, however, is a list of ACDSS staff and related personnel who received personal compliments from the ACDSS customers surveyed. The Wessex Group and ACDSS management is proud to recognize these staffmembers: Susan Morris (Foster Care) Nina Dillon (Foster Care) Terry Coffey (Foster Care) Ginger Carder (Foster Care) Carolyn Pettit (Adoption) Carol Goodpasture (Prevention) Anita lrvine (Family Support) Lisa Johnson (Child Protective Services) Teena Tuttle (ACDSS Receptionist) Mary Lee Swift (Benefit Programs) Carolyn Tanks (Benefit Programs) Glenda Best (Benefit Programs) Jenny Holmes (Benefit Programs) Elaine Leake (Benefit Programs) Debbe Camp (Benefit Programs) Nancy Patterson (Benefit Programs) Paul Vernot (Benefit Programs) Kim Rambow (Bright Stars) Donna Mendonca (Bright Stars) Terri Higgins (Bright Stars) Jan Pandy (Bright Stars) Other related personnel also mentioned by respondents are: · Sandy Mitchell (Bright Stars - Teacher) · Mrs. Goodman (Bright Stars-Teacher) · Christy Batten (Bright Stars - Teachers Assistant) · Heather Solga (Bright Stars-Former Teacher) · Mrs. Morgan (Bright Stars-Former Teaching Assistant) · Mrs. Weigman (Bright Stars-Former Teaching Assistant) September 2002 The Wessex Group, Ltd Albemarle County Department of Social Services 3 Customer Satisfaction Survey Results RESPECT: · · · · · ACDSS Quality Caseload Standards: All persons are treated respectfully Display patience and courtesy Listen carefully Speak politely Respond promptly to requests Return phone calls promptly Figure 1 Percent Rating ACDSS as "Excellent" or "Good" on Respect Factors 90% 85% 80% 75% 70% 87% ~ 86% ~ 85% l / /~-/0 l/m//i Polite Respect Patience & Listen Respondto Return Calls Other Courtesy Carefully Requests Cultures Illustrative Examples of Respondent Comments: "I would have never guessed how helpj~l Family Support was to my son/fi hadn't been there myself and seen the changes." "Myself and my wife have always been treated in a decent fashion." "Always has been respectful." "I did request something that was orally promised in writing and had to repeat the request several times." September 2002 The Wessex Group, LtcL Albemarle County Department of Social Services 4 Customer Satisfaction Survey Results CUSTOMER SERVICE: ACDSS Quality Caseload Standards: maintain a positive attitude towards customer service · Worker demonstrates openness and non-judgmental behavior · Worker speaks positively about customers and co-workers · Worker is flexible in meeting thc needs o£ clients and agency · Worker responds constructively to fluctuations in workload All caseworkers will Figure 2 Percent Rating ACDSS as "Excellent" or "Good" on Customer Service Factors 88% 84% 79% 90% 85%- 80%- 75%- 70% Respect / Courtesy to Respect / Courtesy to Co-Workers Customers Non~u~ment~ ~e~e Illustrative Examples of Respondent Comments: "Speaking for myself' all my contact was at the highest standard." "Helpj~hl in every way." "I think they take time to help people in need. The receptionist is excellent." "I have had workers that who have not done everything they could have done." September 2002 The Wessex Group, Ltc~ Albemarle County Department of Social Services 5 Customer Satisfaction Survey Results EFFECTIVE COMMUNICATION: ACDSS Quality Caseload Standards: All caseworkers will communicate effectively · Provide clear and complete information about services and programs · Define roles and responsibilities · Explain process and client's rights · Maintain confidentiality Figure 3 Percent Rating ACDSS as "Excellent" or "Good" on Communication Factors 91% / 87% 86% 83% 83% 83% 95% 90%- 85%- 80% Confidentiality Help Non- Good Explaining Explaining Explaining English Explanations Legal Rights How We AssistWhat You Need Speaking to Do Illustrative Examples of Respondent Comments: "Very good about details' concerning programs that are available." "Excellent because I can't read or write. They don't call me stupid." "Everything is explained well, and I am not left in the dark." "Albemarle County don't explain the things as they really are. They explain the way they want to. They don't care if we get it or not." September 2002 The Wessex Group, Ltc~ Albemarle County Department of Social Services 6 Customer Satisfaction Survey Results COMPREHENSIVE ASSESSMENTS: ACDSS Quality Caseload Standards: All caseworl~ers perform comprehensive assessments · Obtain accurate and thorough history · Identify needs and strengths · Assist in decision-making and problem-solving · Facilitate intra/inter-agency collaboration Figure 4 Percent Rating ACDSS as "Excellent" or "Good" on Assessment Factors 90% 80% 70% 60% 50% 85% 82% 82% ~ ~ 79% 78% '/////// Honesty Helping Efforts on Helping Helping Understand Helping Betw. You You Be Case You You Your You Make & Staff Safe & History Succeed Believe in Personal Decisions Secure Yourself Needs Illustrative Examples of Respondent Comments: "My case has been handled very well." "I know how case management is. We have a long history. I think they do a real good job. It's' been thorough.! They have made a number of referrals for food, clothing, and support groups." "Worker I had was excellent. I felt like she was exceptional." "Case workers need to work closely together to communicate when a person has two or more cases going on in different departments', so everyone is aware of[the] status of this one particular person's case." September 2002 The Wessex Group, Ltd. Albemarle County Department of Social Services 7 Customer Satisfaction Survey Results KNOWLEDGE OF POLICIES & PROCEDURES: ACDSS Quality Caseload Standards: caseworl~ decisions are based on thorough l~nowledge of program policies and procedures · Policies and procedures are applied consistently and objectively · Benefits/services are determined in a non-discriminatory manner · All case processing time frames are met Figure 5 Percent Rating ACDSS as "Excellent" or "Good" on Knowledge Factors All 83% //79% 79~ 73% 73% 85% 80%' 75%' 70% Correct & Knowledge of Knowledge of Policies & Benefits & Timely Policies & Other Agencies Procedures Services Paperwork Procedures Applied Fairly Decisions Fair Illustrative Examples of Respondent Comments: "dob knowledge from the staff was excellent in every area." "Knowledgeable about changes and extensive knowledge of programs." "I've never been [faced with] discrimination. They give people help that needs it." "Agencies sometimes [are] not sure how they work with state and federal agencies to benefit [the]person in the best manner." September 2002 The Wessex Group, Ltd. Albemarle County Department of Social Services 8 Customer Satisfaction Survey Results PROFESSIONAL DEVELOPMENT: ACDSS Quality Caseload Standards: All caseworkers are committed to professional development · Workers are open and available to educational and training opportunities · Workers are receptive to feedback from clients, supervisors and co-workers · Workers engage in ongoing self-evaluation and formulate plans for self-improvement · Workers participate in the community life of the organization Figure 6 Percent Rating ACDSS as "Excellent" or "Good" on Professional Development Factors 81% I 78~ 760/0 I I 85% 80%- 75%- 70% Work with Co- Workers Accept Customer Suggestions Work with Outside Agencies Illustrative Examples of Respondent Comments: "Thanks for being so open-minded toward communication, so much dignity, equality, and creative input." "Thanks for ensuring encouragement, humility, and leadership." "So great in your effective integration [and] your extraordinary effbrts to build so much support." "Have to find out the best way I can to get he/p from other agencies on my own." September 2002 The Wessex Group, Ltd. Albemarle County Department of Social Services 9 Customer Satisfaction Survey Results Respondent Profile: The personal characteristics of a majority of respondents are as follows: Female (69%) Caucasian (65%) Residents of Albemarle County for at least five years (75%) Identify English as their primary language (93%) Retired or unable to work because of a disability (63%) Have no more than a high school diploma (70%) Overall, the majority of customers have a positive perception of Albemarle County Department of Social Services. Respondents rated ACDSS on 31 customer satisfaction attributes. For all 31 attributes, at least one half of respondents rate the department as either excellent or good. Customer ratings indicate that there is room for improvement - for more ratings of excellent - throughout the department. Of the 31 customer satisfaction attributes listed on the survey, none received a rating of excellent from a majority of respondents. Customer satisfaction is relatively high for various attributes, particularly those that reflect the quality of contact between customer and ACDSS staff. Examples of comments written on the surveys by satisfied customers include the following: "Each and every person that I have come into contact with has been very nice, and [I] would recommend them to anyone." "Your staff was very attentive, very help?~hl, and very courteous." There are areas were customers are less satisfied, frequently revolving around communication issues. An illustrative comment from someone who indicates that improvement is needed follows: "They do try their best. But [there are] language and communication problems. They have little patience to listen./" September 2002 The Wessex Group, LtcL Albemarle County Department of Social Services 10 Customer Satisfaction Survey Results Conc£usions Respondents who report that they are colleee eraduates tend to give higher than average ratings on almost all of the 31 customer service attributes. This implies that those with lower levels of education may be having problems communicating with ACDSS staff and may perceive that they are not treated with the level of respect and courtesy they prefer. Many customers perceive a lack of knowledge among staff: · In part, perception may be a function of customer's lack of understanding - staff may need to focus on explanations of programs, services and important activities · In part, perception may be a function of complex rules and regulations - staff may need more training in some areas To help improve overall customer satisfaction, consider a stronger focus on... · Responding to requests · Returning telephone calls · Clear, detailed explanations of services, programs, and steps customers need to take · Attempting to maintain and project a non-judgmental attitude · Attempting to understand and/or respond to each customer's personal needs · The ACDSS mission of providing services that promote responsibility, individual worth, family integrity, and commitment to community - including a commitment to: -- Help customers make decisions -- Help customers believe in themselves -- Help customers succeed in life · To identify future opportunities, continue to work with the database of survey results, which can be manipulated by many different variables. · Consider repeating the survey in 18-24 months to measure changes in customer satisfaction. September 2002 The Wessex Group, Ltd. Albemarle County Department of Social Services Albemarle, Virginia Customer Satisfaction Survey Results APPENDIX September 2002 11 The Wessex Group, LtcL COUNTY OF ALBEMARLE P.O. Box 5544 Charlottesville, VA 22905-5544 (434) 972-4010 LUsted necesita interpretaci6n en espafiol? Por favor llame 1-800-253-5606 Dear Resident: This survey has been sent to more than 1,000 residents who have had contact with the Albemarle County Department of Social Services, Bright Stars, Family Support, or the UVA Medicaid Office. Please help us understand how these services are doing by answering this survey. It is very simple to complete and will take just a few minutes. Your help is very important to this project. Here is all you need to do to answer the survey: 1. Read each question on this survey then put a checkmark in the box that best describes your answer to the question. 2. When you finish answering the questions, just fold the survey in half so that the address of The Wessex Group is showing on the outside. 3. Tape the survey closed with the tape provided on the back of this survey and drop it in any mailbox. No postage or envelope is required. If you would prefer to give your answers over the telephone, just call The Wessex Group any business day between 8:30 a.m. and 4:30 p.m. Tell them you are calling about the Albemarle County survey and they will take your answers right over the telephone. Their toll-free telephone number is 1-800-253-5606. If you are the parent or guardian of the person who received this survey and they are not able to fill out the survey by themselves, please help them answer the survey. THANK YOU FOR YOUR HELP! COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Here are some questions that people often ask when they receive a survey in the mail, along with our answers: · Why should 'r bother to fill out this survey? Answer: This is your opportunity to tell us how satisfied you are with these services. Your answers do matter to Albemarle County, and every answer you give will be taken very seriously. · Why was I selected for this survey? Answer: This survey has been mailed to every household that has had recent contact with the Albemarle County Department of Social Services, Bright Stars, Family Support, or the UVA Medicaid Office. · Who will see my answers to this survey? Answer: This survey is completely confidential and anonymous. Nothing on your completed survey can identify you. In addition, once you fill out the survey, you mail it yourself to an independent company in Williamsburg, Virginia. No one in Albemarle County will see any of the completed surveys. · T want to talk to someone about this survey. call? Answer. Who can I You can call The Wessex Group toll-free at 1-800- 253-5606. Any of The Wessex Group's staff members will be happy to talk with you about this survey. COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Please place an X or a checkmark [] in the boxes next to your answers to these questions. How recently have you been in contact with the staff of the Department of Social Services, Bright Stars, Family Support or the UVA Medicaid Office? [] Within the last 6 months [] Have not had in contact within the last 6 months [] Not sure 2. Please indicate which of the services you are rating on this survey. (Check all that apply.) [] Department of Social Services [] Bright Stars [] Family Support [] UVA Medicaid Office [] Not sure/Do not remember Please try to answer every question you can. We realize that you may not know the answers to some questions, or some questions may not apply to you. Just check the box under "Does Not Apply" in these cases. 3. One of our goals is that our staff treat you with respect. Very Does Not Excellent Good Fair Poor Poor Apply How would you rate the staff on... a. Patience and courtesy? ........................... [] ......[] .....[] ......[] .....[] .......... [] b. How carefully we listen to you? ................... [] ......[] .....[] ......[] .....[] .......... [] c. How politely we speak to you? .................... [] ......[] .....[] ......[] .....[] .......... [] d. How promptly we return your telephone calls?---[] ...... [] .....[] ......[] .....[] .......... [] e. How promptly we respond to your requests (whether your requests have made in person, by telephone, or by mail)? ............................ [] ......[] .....[] ......[] .....[] .......... [] f. Our respect for different cultures, different races and different ethnic groups? ................ [] ......[] .....[] ......[] .....[] .......... [] If you have comments, good or bad, about the respect shown to you by staff members, please write them on these lines COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Please place an X or a checkmark [] in the boxes next to your answers to these questions. 4. It is important that our staff give you Rood explanations, both in what they say to you and in written form. Very Does Not Excellent Good Fair Poor Poor Apply How would you rate the staff on... a. Our explanations & descriptions about services and programs? ............................... [] ...... [] ..... [] ...... [] ..... [] ......... [] b. Explanations of what you need to do to get help or services? ................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] c. Explanations of what w._ge will do to assist you? ...................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] d. Explanations of your legal rights? ................. [] ...... [] ..... [] ...... [] ..... [] ......... [] e. Keeping your information confidential? ............. [] ...... [] ..... [] ...... [] ..... [] ......... [] If you have comments, good or bad, about how we explain things to you, please write them on these lines 5. Please give us your opinion of the staff's fairness and job knowledqe: Very Does Not Excellent Good Fair Poor Poor Apply How would you rate the staff on... a. How we do with your paperwork - has it been correct and sent to you on time? ..................... [] ...... [] ..... [] ...... [] ..... [] ......... [] b. Our knowledge of important policies and procedures? .............................. [] ...... [] ..... [] ...... [] ..... [] ......... [] c. Our knowledge of other agencies that should be involved with your case? ............ [] ...... [] ..... [] ...... [] ..... [] ......... [] Decisions about who receives benefits and services being made in a fair and equal manner? ........................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] e. Policies and procedures being applied to everyone in a fair and equal manner? .............. [] ...... [] ..... [] ...... [] ..... [] ......... [] If you have comments, good or bad, about the staff's fairness or job knowledge, please write them on these lines COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Please place an X or a checkmark [] in the boxes next to your answers to these questions. 6. It is very important to us that our customer relations are based on our honesty and our efforts to help you improve your life and succeed. How would you rate the staff on... Very Does Not Excellent Good Fair Poor Poor Apply a. Our willingness to listen to and accept your suggestions? ............................................. [] ...... [] ..... [] ...... [] ..... [] ......... [] b. Our efforts to help you and your family be safe and secure in your everyday life? .................... [] ...... [] ..... [] ...... [] ..... [] ......... [] c. The level of honesty between you and members of our staff? ..................................[] ...... [] ..... [] ...... [] ..... [] ......... [] d. How hard we try to help you succeed? ............. [] ...... [] ..... [] ...... [] ..... [] ......... [] If you have comments, good or bad, about our honesty or support of you as a customer, please write them on these lines. 7. When working on your case, it is important to Albemarle County's staff that our work is competent and complete. Very Does Not Excellent Good Fair Poor Poor Apply How would you rate the staff on... a. Our efforts to learn the details of your case history? ....................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] b. Our efforts to understand your personal needs? .................................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] c. Our efforts to help you believe in yourself? ........ [] ...... [] ...... [] ..... [] ..... [] d. How we do in helping you make important decisions? ................................................ [] ...... [] ..... [] ...... [] ..... [] ......... [] e. How well we work with our co-workers to provide services for you? ...........................[] ...... [] ..... [] ...... [] ..... [] ......... [] f. How well we work with other outside agencies that need to help you? ..................... [] ...... [] ..... [] ...... [] ..... [] ......... [] If you have comments, good or bad, about the staff's work on your case, please write them on these lines COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Please place an X or a checkmark [] in the boxes next to your answers to these questions. 8. Another of our goals is that our staff believe in and provide .qood customer service. Very Does Not Excellent Good Fair Poor Poor Apply How would you rate the staff on... Our willingness to be flexible in meeting your needs? ........................................ [] ......[] .....[] ......[] .....[] ......... [] Our willingness to be open and non-judgmental about you and your situation? ........................ [] ......[] .....[] ......[] .....[] ......... [] Our willingness to help those who speak a language other than English to understand their rights and benefits? ..................................... [] ......[] .....[] ......[] .....[] ......... [] d. Our respect and courtesy toward other customers? ......................................... [] ......[] .....[] ......[] .....[] ......... [] e. Our respect and courtesy toward our co-workers? ........................................ [] ......[] .....[] ......[] .....[] ......... [] If you have comments, good or bad, about customer service, please write them on these lines Your answers to these last few questions will help us to be sure that the survey results really show the opinions of all types of clients and customers. Are you male or female? [] Male [] Female Including yourself, how many people live in your household? Which of these groups includes your age? [] Under 18 years [] 18-24years [] 25-44 years [] 45-64 years [] 65 or older How long have you lived in Albemarle County? [] Less than 1 year [] 1 - 2 years [] 3- 4 years [] 5 years or longer [] I do not live in Albemarle County What language is spoken most often in your household? [] English [] Spanish [] Vietnamese [] Other (please list) COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Your answers to these last few questions will help us to be sure that the survey results really show the opinions of all types of clients and customers. 6. When it comes to working at a job, which of the following matches best with you? [] Looking for work right now [] Working part time [] Working full time [] Retired [] Cannot work right now because of illness or injury [] Do not work right now because I am in school or job training [] Do not work right now because I am taking care of children or other family members [] Permanently disabled - probably will not ever work again 7. Which of the following describes the most education you have had? [] Less than high school [] High school diploma [] Job training, vocational training, or technical school [] Some college [] College degree 8. Which of the following best describes your race or ethnic background? [] White or Caucasian [] Black orAfrican American [] Hispanic [] Asian [] Other (please describe). If you have any other comments or thoughts you would like to share, please write them here. Thank you for your help. Please fold your survey in half so that The Wessex Group's address is showing on the outside. Tape the survey closed with the tape provided on the back and drop the survey in any mailbox. No postage or envelope is required to mail this survey. Use this tape to seal up your completed survey for mailing. Do not use staples, as they jam the Post Office's machinery. Fold survey along this line BUSINESS REPLY MAIL First Class Permit No. 122 Williamsburg, Va. POSTAGE WILL BE PAID BY ADDRESSEE. THE WESSEX GROUP P.O. BOX 826 WILLIAMSBURG, VA 23187-9990 NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES COUNTY OF ALBEMARLE P.O. Box 5544 Charlottesville, VA 22905-5544 (434) 972-4010 Estimado Residente: Esta encuesta ha sido enviada a m~s de mil residentes que han tenido contacto con el Departamento de Servicios Sociales de Albermarle County, Bright Stars, Family Support, o con la Oficina de Medicaid de UVA. Por favor necesitamos su ayuda para comprender c6mo est~n funcionando estos servicios. La encuesta es muy f~cil de Ilenar y Ileva solamente unos minutos. Su ayuda es muy importante en este proyecto. Esto es todo Io que va a necesitar para contestar a la encuesta: 1. Despu~s de leer cada pregunta, marque el espacio en blanco que mejor describe su respuesta. 2. Cuando termine de contestar las preguntas, doble el papel por la mitad y fijese que la direcci6n de The Wessex Group se vea en el exterior. 3. Cierre el papel con la cinta engomada, formando un sobre, y pbngalo en cualquier buzbn del correo. No se necesitan estampillas o sobre. Si prefiere responder por tel~fono, puede Ilamar al The Wessex Group los dfas de oficina, de lunes a viernes de 8:30 a.m. a las 4:30 p.m. Dfgale al que conteste que usted llama para participar en la encuesta de Albemarle County. EIIos anotar~n sus respuestas por tel~fono. El nOmero de tel~fono gratis es el 1- 800-253-5606. Si usted es el padre o responsable de la persona que recibi6 esta encuesta y la persona no puede Ilenarla, pot favor rinda la ayuda necesaria. iMuchas Gracias Por Su Ayuda! COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office A continuaci6n le mostramos a usted algunas preguntas que la gente se hace frecuentemente cuando reciben una encuesta por correo, junto con nuestras respuestas. · ~Por, qua debo lienor' esta encuesta? Respuesta: Esta es la oportunidad de decirnos si est,1 satisfecho con estos servicios. Sus respuestas si son importantes para Albemarle County, y vamos a tomarlas muy en serio. · g, Por' qua se me escogi6 par,a es'ra encuesta? Respuesta: Este estudio fue enviado a todos los residentes que han tenido contacto reciente con el Departamento de Servicios Sociales de Albemarle County, Bright Stars, Family Support, o la Oficina de Medicaid de UVA. · ~QuiAn va a vet, mis r,espuestas a esta encuesta? Respuesta: Este estudio es completamente confidencial y an6nimo. No hay parte de la encuesta que Io identifique a usted. Adem~is, cuando termine la encuesta, usted mismo la envia a una compafiia independiente en Williamsburg, Virginia. Nadie de Albermarle County va aver ninguna de las encuestas Ilenas. · beseo hablar, con alguien sobr,e la encuesta, r~Con quiAn puedo hablar,? Respuesta: Puede Ilamar al The Wessex Group gratis al 1- 800-253-5606. Cualquier miembro de The Wessex Group hablar~i con usted con gusto sobre la encuesta. COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Pot favor, ponga una X o marque [] en el espacio al lado de las respuestas a las preguntas. ~.Cuando fue la 01tima vez que tuvo contacto con una persona del Departmento de Servicios Sociales, Bright Stars, Family Support o la Oficina de Medicaid de UVA? [] Dentro de los filtimos 6 meses [] No he tenido contacto dentro de los filtimos 6 meses [] No estoy seguro 10. Por favor indique a cual servicio se refieren las respuestas que usted va a poner en esta encuesta. (Marque todos los que corresponden.) [] Departamento de Servicios Sociales [] Bright Stars [] Family Support [] Oficina de Medicaid de UVA [] No estoy seguro/No recuerdo Por favor trate de responder a todas las preguntas. Sabemos que usted quizas no sepa algunas respuestas o que algunas preguntas no le correspondan. En este caso solamente marque el espacio que dice "No Corresponde". 11. Una de nuestras metas es que nuestro personal Io trate con respeto. Muy No Excelente Buena Media Mai Mai Corresponde /.,C6mo califica usted al personal en... g. ;,Paciencia y cortes[a? ............................ [] ......[] .....[] ......[] .....[] .......... [] h. LEI cuidado que tenemos al escucharlo? ........ [] ......[] .....[] ......[] .....[] .......... [] i. ;,Le atentos que somos al tratarlo? ............... [] ......[] .....[] ......[] .....[] .......... [] j. ;,Devolvemos sus Ilamadas telef6nicas a tiempo? .......................................... [] ......[] .....[] ......[] .....[] .......... [] k. ;,Respondemos a sus pedidos a tiempo ( ya sean en persona, por tel~fono o por correo)? ........................................ [] ...... [] ..... [] ...... [] ..... [] .......... [] I. ;,Respetamos a las diferente culturas, razas y grupos ~tnicos? ........................... [] ......[] .....[] ......[] .....[] .......... [] Si tiene comentarios, buenos o malos, sobre el respeto dado a usted por nuestro personal, por favor utilice este espacio para ponerlos. COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Per favor, penga una X e marque [] en la ventana al lade de las respuestas a las preguntas. 12. Es importante que nuestro personal le d~ a usted explicaciones correctas, en Io que le dicen a usted o en forma escrita. Muy No Excelente Buena Media Mai Mai Corresponde ~,Como califica usted al personal en... f. ~.Nuestras explicaciones y descripciones sobre los servicios y programas? .................... [] ...... [] ..... [] ...... [] ..... [] ......... [] g. ~,Explicaciones de Io que usted necesita hacer para recibir ayuda o servicios? .................... [] ...... [] ..... [] ...... [] ..... [] ......... [] h. ~,Explicaciones de Io que nosotros haremos para asistirlo? i. &Explicaciones de sus derechos legales? ........ [] ...... [] ..... [] ...... [] ..... [] .......... [] j. ~.Mantener en la confidencialidad su informacibn? ............................................. [] ...... [] ..... [] ...... [] ..... [] ......... [] Si tiene comentarios, buenos o malos, sobre de cbmo hacemos las explicaciones, por favor utilice este espacio para ponerlos. 13. Por favor d~nos su opinion sobre el conocimiento de su trabajo ¥ la imparcialidad de nuestro personal" Muy No Excelente Buena Media Mai Mai Corresponde ~,C6mo califica usted al personal en... f. ~,Cbmo hacemos su papeleo: se ha hecho correctamente y le ha Ilegado a tiempo? ........... [] ...... [] ..... [] ...... [] ..... [] .......... [] g. &Nuestro conocimiento de directrices y procedimientos importantes? ......................... [] ...... [] ..... [] ...... [] ..... [] .......... [] h. ~,Nuestro conocimiento de otras agencias que deben participar en su caso? ~,Las decisiones sobre quibn recibe beneficios y servicios se ha hecho de manera imparcial y equitativa? .............................................. [] ...... [] ..... [] ...... [] ..... [] ......... [] j. ~,Las directrices y procedimientos han sido aplicados a todos de manera imparcial y equitativa? ......... [] ...... [] ..... [] ...... [] ..... [] ......... [] Si tiene comentarios, buenos o malos, sobre el conocimiento de su trabajo y la imparcialidad de nuestro personal, por favor utilice este espacio para ponerlos. COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Pot favor ponga una X o marque [] en el espacio al lado de las respuestas a las preguntas. 14. Es muy importante que nuestras relaciones con nuestros clientes se basen en nuestra honestidad ¥en nuestros esfuerzos para ayudarlo a usted a mejorar su vida ¥ alcanzar el ~xito. Muy No Excelente Buena Media Mai Mai Corresponde ~,Como califica al personal en... g. ~.Nuestra voluntad de escuchar y aceptar sus sugerencias? ............................. [] ...... [] ..... [] ...... [] ..... [] ......... [] h, ~,Nuestros esfuerzos para ayudarlo a usted y a su familia para que tengan seguridad y permanencia en su vida diaria? ....................................... [] ...... [] ..... [] ...... [] ..... [] ......... [] ~,EI nivel de honestidad entre usted y los miembros de nuestro personal? ................. [] ...... [] ..... [] ...... [] ..... [] ......... [] ~,Trabajamos duro para ayudarlo a tener bxito? ............................................ [] ...... [] ..... [] ...... [] ..... [] ......... [] Si tiene comentarios, buenos o malos, sobre nuestra honestidad o el apoyo que le damos como cliente, por favor utilice este espacio para ponerlos. 15. Cuando trabajamos con su caso, es importante para el personal de Albermarle County que nuestro trabajo sea competente ¥ completo. ~,Como califica al personal en... Muy No Excelente Buena Media Mai Mai Corresponde e. ~,Nuestros esfuerzos para aprender los detalles de la historia de su caso? .............................[] ...... [] ..... [] ...... [] ..... [] ......... [] f. ~.Nuestros esfuerzos para entender sus necesidades personales? ............................. [] ...... [] ..... [] ...... [] ..... [] ......... [] g. ~,Nuestros esfuerzos para ayudarlo a creer en si mismo? ................................................. [] ...... [] ..... [] ...... [] ..... [] .......... [] h. ~,C6mo Io hemos ayudado a hacer decisiones importantes? ............................... [] ...... [] ..... [] ...... [] ..... [] ......... [] k. ~,C6mo trabajamos con nuestros compafieros al proveerle servicios a usted? .......................... [] ...... [] ..... [] ...... [] ..... [] ......... [] I. ~,C6mo trabajamos con otras agencias diferentes que pueden ayudarlo a usted? ....................... [] ...... [] ..... [] ...... [] ..... [] ......... [] Si tiene comentarios, buenos o malos, sobre el trabajo de nuestro personal con su caso, por favor utilice este espacio para ponerlos. COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Por favor, ponga una X o marque [] en el espacio al lado de las respuestas a las pregunms. 16. Otra meta nuestra es que nuestro personal crea en y provea el buen servicio a nuestros clientes. ~,C6mo califica al personal en... Muy No Excelente Buena Media Mai Mai Corresponde f. ~,Nuestra voluntad en ser flexible en cumplir con sus necesidades? .................... [] ...... [] ..... [] ...... [] ..... [] ......... [] g. ~,Nuestra voluntad de apertura hacia usted y su situaci6n y no juzgarlo? ................................ [] ...... [] ..... [] ...... [] ..... [] ......... [] h. ~,Nuestra voluntad en ayudar a los que hablan un idioma que no es inglbs para que comprendan sus derechos y beneficios? .............................................................. [] ...... [] ..... [] ...... [] ..... [] ......... [] i. &Nuestro respeto y cortesia hacia otros clientes? ............................................ [] ...... [] ..... [] ...... [] ..... [] ......... [] j, 6Nuestro respeto y cortesia hacia nuestros compafieros de trabajo? ........................ [] ...... [] ..... [] ...... [] ..... [] ......... [] Si tiene comentarios, buenos o malos, sobre el servicio a clientes, por favor utilice este espacio para ponerlos. Sus respuestas a las siguiente preguntas nos van ayudar a saber con seguridad que los resultados de este estudio son las opiniones de todo tipo de clientes. 10. 11. /..Es usted hombre o mujer? [] Hombre /..Incluy~ndolo a usted, cu~ntas personas viven su casa? /,,En cubl de estos grupos estb su edad? [] Menosde 18 afios [] 18-24afios [] 25-44afios [] 45-64afios [] 65 afioso m~s 12. /..Cubnto tiempo ha vivido en Albemarle County? 13. [] Menosde 1 afio [] 1 - 2 afios [] 3- 4 afios [] 5afiosom~s [] No vivo en Albemarle County /,,Qu~ idioma se habla mbs a menudo en su casa? [] Ingl(~s [] Espa~ol [] Vietnamita [] Otto (pot favor menciSnelo) [] Mujer COUNTY OF ALBEMARLE Department of Social Services, Bright Stars, Family Support, UVA Medicaid Office Sus respuestas a estas preguntas filtimas nos van ayudar a saber con seguridad que los resultados de esta encuesta represenmn en verdad las opiniones de todo tipo de clientes. 14. ~Cuando se trata de trabajar en un trabajo, cual de las siguientes frases Io describe mejor? [] Estoy buscando trabajo [] Trabajo parte del dia [] Trabajo el dia entero [] Retirado [] No puedo trabajar ahora porque estoy enfermo o lastimado [] No trabajo ahora porque estoy en la escuela o en entrenamiento para trabajo [] No trabajo ahora porque estoy cuidando a nifios o a otros miembros de la familia [] Permanentemente incapacitado - probablemente no voy a trabajar m~ s 15. ~Cual de las siguientes frases describe la educaci6n mas alta que usted ha alcanzado? [] Menos que escuela secundaria [] Diploma de escuela secundaria [] Entrenamiento de trabajo, entrenamiento vocacional, o escuela t(~cnica [] Alguna universidad [] Titulo universitario 16. ~Cual de las siguientes frases describe su raza o etnia? [] Blanco o cauc~sico [] Negro o africano-americano [] Hispano [] Asi~tico [] Otro (pot favor describa), Si tiene otros comentarios o ideas que desee compartir, por favor p6ngalos estos espacios. Muchas gracias por su ayuda. Pot favor doble la encuesta a la mitad de forma que se vea la direcci6n de The Wessex Group en el exterior. Se cierra con la cinta engomada de la parte posterior y se echa al correo en cualquier buz6n. NO hace falta SELLO DE CORREO O SOBRE para MANDAR la encuesta. Use la cinta engomada en la parte posterior para cerrar la encuesta que se ha Ilenado. No use grapa$ porque obstruyen la maquinaria del Servicio Postal. Doble la encuesta a Io largo de esta I[nea ..................................................................................................... BUSINESS REPLY MAIL First Class Permit No. 122 Williamsburg, Va. POSTAGE WILL BE PAID BY ADDRESSEE. THE WESSEX GROUP P.O. BOX 826 WILLIAMSBURG, VA 23187-9990 NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES Albemarle County Department of Social Services Customer Satisfaction Survey Results - Appendix RESEARCH METHODOLOGY ACDSS and TWG worked together during each step of this project to help ensure that the outcome of the project met the department's needs and expectations. The research methodology consisted of project planning and design, developing sample listings, maintaining customer confidentiality, outgoing and incoming mailing steps, data entry, analysis, and reporting. Project Planning and Design: After an initial project planning meeting in October of 2001, TWG designed a mail questionnaire based on the stated requirements of ACDSS staff. The questionnaire was revised several times until a pre-test version was approved by the ACDSS. In February of 2002, a group of eight ACDSS customers were invited to ACDSS offices for a focus group to pre-test and discuss the questionnaire. The questionnaire was revised one final time to reflect the comments of the focus group participants. Developing Sample Listings: ACDSS staff collected the names and addresses of ACDSS customers who have received services within the past two years. Staff attempted to include every customer on the list; however, there was difficulty accessing lists for Fuel Assistance and Child Protective Services that are maintained by the State, so customers on these two lists were not be included unless they also receive other ACDSS services. TWG collated and sorted the various lists and identified all duplicate records to the extent possible. (Duplicate records, for the most part, were a result of multiple services being delivered to the same customer.) TWG also flagged records with incomplete addresses. After deleting duplicates and non-deliverable addresses, the sample listing for this project totaled 3,642 customers. Maintaining Customer Confidentiality: Respondents were asked to fill out the questionnaire and mail it back to The Wessex Group. To protect the confidentiality of ACDSS customers, TWG used a system of colored dots on questionnaires that identified ACDSS services received by the addressee but ensures that the respondent answering the survey remains completely anonymous. Unless a respondent chose to sign his or her name, it is impossible to know the identity of any respondent in this study. Outgoing and Incoming Mailing Steps: TWG conducted an initial mailing of the survey, sent a reminder postcard, and conducted a second, complete mailing of the survey. TWG had questionnaires and envelopes printed professionally and mailed questionnaires to all 3,642 customers in March of 2002. To help publicize the study, the department also sent a news release to the local newspaper the same week that the initial mailing took place. In April, approximately one month after the initial mailing, TWG sent a reminder postcard to all respondents on the list asking them to complete and return the ACDSS survey if they had not already done so. One month later in May, TWG conducted a complete second mailing of the survey to all 3,642 respondents. A small, colorful note was attached to the cover page of all surveys sent in the second mailing asking respondents to complete and mail the survey, or if they had already done so, thanking them and instructing them to discard the packet. The survey was designed as a %elf- mailer" that did not require an envelope or postage to return when completed. The majority of respondents used the self-mailer option, and these surveys came into TWG's Post Office Box. Approximately 50 respondents chose to telephone TWG's staff with their answers rather than mail the completed survey. The survey also was translated into Spanish. Four persons requested a Spanish version of the survey. Data Entry - TWG staff data entered the answers to all surveys received. All data were entered twice so that keystrokes could be verified by TWG's specialized software. TWG has provided the database to the department. September 2002 The Wessex Group, LtcL Albemarle County Department of Social Services Customer Satisfaction Survey Results - Appendix RESEARCH METHODOLOGY - continued Analysis - TWG cross tabulated survey results by a variety of demographic variables and by services received. TWG also conducted tests of statistical significance on the data when appropriate. Chi Square tests were conducted on percentages, and t-tests were conducted on means of real numbers (such as number of persons living in households). The next page of this Appendix contains a chart that illustrates how to read and interpret cross tabulations and tests of statistical significance. Albemarle County Department of Social Services Customer Satisfaction Survey Results - Appendix CROSS TABULATIONS AND STATISTICAL TESTS The Wessex Group has conducted tests of statistical significance on the survey data. These tests are the basis of the statements and conclusions in this report. Basic instructions on reading and interpreting a cross tabulation and it associated statistical tests are covered in Figure A-1 below. Figure A-1 Example of Cross Tabulation and Chi Square Test of Statistical Significance How would you rate the staff on our explanations & descriptions~bout services and programs? TOTAL column shows the answers of all respondents who answered this question Answers to survey question Excellent Good Fair Poor Very Poor Chi Square Gender ~ - TOTAL Male Female ~ ~ 971 254 678 26% 318 92 212 33% 36% 518 137 362 53% 54% 53% 108 15 87 11% 6% 13% 24 9 15 2% 4% 2% 0% 0% 10.83// It .029 ~ I Survey Question Banner Two Banner Points - ~Male" or ~Female." 254 men indicated/heir gender on the survey (26% of 971), and 678 women indicated their gender on the survey (70% of 971). Four percent of the 971 respondents who answered this question did not indicate gender. 36% of men rate/his attribute of ACDSS performance as excellent. A smaller percentage of women (31%) rate this attxibute as excellent. To determine if this is a statistically significant difference, observe the p- v61llle. Thisp-value of .029 is less than .05. It indicates statistical significance at the 95% confidence level. CONCLUSION: Men tend to give higher ratings on this attribute of ACDSS performance than women. September 2002 The Wessex Group, LtcL Albemarle County Department of Social Services Customer Satisfaction Survey Results - Appendix SAMPLE REPRESENTATIVENESS Figures A-2 and A-3 below illustrate sample representativeness based on ACDSS service provided. For this study, representativeness is tested by comparing the percentages of services indicated on mailing lists to the percentage of services received by the survey respondents. For example, Figure A-2 shows that 51% of the names and addresses on the mailing lists receive Medicaid while among survey respondents, 66% receive Medicaid. Therefore, Medicaid recipients are over-represented in the survey database. In contrast, other services such as Family Support and UVA Medicaid are under-represented in the survey database when compared to the mailing list. A complexity of measuring sample representativeness is that about 14% of the ACDSS customers responding to the survey receive more than one service. The mailing list indicates that of all multiple- service recipients, Medicaid is, by far, the service most often found among multi-service recipients. When this factor is taken into account, it diminishes the concern that Medicaid recipients are over-represented among survey respondents to the point where sample representativeness is affected. In fact, when Medicaid services are excluded from the comparison, the distribution of services received by survey respondents is very similar to the distribution of services received by all ACDSS customers on the mailing list. Figure A-2 0% 10% 20% 30% 40% 50% 60% 70% Medicaid Food Stamp Program APS-AS Bright Stars Family Support TANF UVA Medicaid Day Care State/Local Hospitalization Adult Companion Clients I I I I 151% 6( I 1 g°/~4~ ~o% [] Sample Listing [] Survey Database .................................................................... ............... 1 ................ 0.0% Figure A-3 1.0% 2.0% 3.0% Adoption Services Foster Care Parents Foster Care Children Foster Care Birth Mother Foster Care Birth Father TAFF Approved Homes General Relief Auxiliary Grants -Disabled Auxiliary Grants-Aged -- t:8 t:8 -- t:8 .... 1.0% U.O-/o .... 1.0% U.O-/o 1.0% t:8 ............. 2.0% [] Sample Listing [] Survey Database September 2002 The Wessex Group, LtcL Albemarle County Department of Social Services Customer Satisfaction Survey Results - Appendix MARGIN OF ERROR All sampling process are subject to sampling error. The estimated sampling error for a sample can be mathematically calculated. The chart below illustrates sampling error for various sample sizes. Sample Size Percent of Responses 200 400 600 800 1,000 10% 4.2% 2.9% 2.4% 2.1% 1.9% 20% 5.5% 3.9% 3.2% 2.8% 2.5% 30% 6.4% 4.5% 3.7% 3.2% 2.8% 40% 6.8% 4.8% 3.9% 3.4% 3.0% 50% 6.9% 4.9% 4.0% 3.5% 60% 6.8% 4.8% 3.9% 3.4% 3.0% 70% 6.4% 4.5% 3.7% 3.2% 2.8% 80% 5.5% 3.9% 3.2% 2.8% 2.5% 90% 4.2% 2.9% 2.4% 2.1% 1.9% For example, if 1,000 people respond to a survey who are representative of the population being studied, and 50% give a specific response to a question, the maximum estimated sampling error at the 95% confidence level is plus or minus 3.1 percentage points (the shaded cell in the chart above). This means that the true proportion in the population being studied is very likely to be somewhere between 46.9% and 53.1%. At the 95% confidence level, there is a 5% chance that this sampling error is incorrect. Note that as sample size decreases, the estimated sampling error increases. In other words, research findings based on smaller sample sizes are subject to even more error. September 2002 The Wessex Group, LtcL County Depart ent of Social Services ustomer Satisfactio~ Survey Presented by The Wessex Group, Ltd. 479 McLaw's Circle, Suite 1 Williamsburg, Virginia 23185 Telephone: 800.253.5606 Fax: 757.253.2565 Web Site: www.wessexgroup.com E-mail: wessexgroup~wessexgroup.com Albemarle County Department of Social Services 2002 Customer Satisfaction Survey p · resentat on Overview Research Objectives 2 Research Methodology Respondent Profile 4~ 5~ Custo~ner Satisfaction Ratings Conclusions The ~ssex Grc~ttp~ Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Research Objectives Provide information on customer satisfaction in accordance with the department's overall strategic plan and Quality Caseload Standards Establish benchmarks for future assessment Identify areas for possible improvement within the department's processes and operations 3 The ~[~essex Group, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Research Methodology Survey design -) Field test --> Revision Mail Survey to 3,642 ACDSS customers (2 mailings + reminder postcard) 1,032 completed surveys returned to TWG Response rate 28% The ~[~ssex Group, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Respondent Profile Time Living in Albemarle Co. (n=1032) 0% t0% 20% 30% 40% 50% 60% 70% 80% <1 Yrs. 1-2 Yrs. 3-4 Yrs. 5+ Yrs. Not Co. Resident No Response Only 18% are Newer Residents ~75' The [f"¢sxex Gro~tp, Ltd~ Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Respondent Profile Looking for Work Working Part Time Working Full Time Retired Temporarily Disabled Permanently Disabled In School/Training Caring for Dependents No Response Employment Status of Respondents (n=1032 - Multiple Responses Accepted) 0% 5°/;, 10% 15% 20% 25% 30% 35% 40% ~~ 6% ~~~~~ 23% Ne~ thir, ~~ !1% ~ are ~ ~2% ~ ?O/o ~y two- (63%) retired or able to work 6 The ~,'~¢ssex Gro~tp, Ltd. County Department of Social Services Custo er Satisfaction Survey Customer Satisfaction Ratings Albemarle County Department of Social Services 2.002 Customer Satisfaction Survey Customer Satisfaction Issues 2q~ 3~ 4~ 5~ Respect Customer Service Effective Co municatio~ Comprehensive Assessments Knowledge of Policies & Procedures Professional Development Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Customer Satisfaction .. Spec :a£5 ention 9 Staff M ondents Complim Name Susan Morris (Foster Care) Nina Dillon (Foster Care) Terry Coffey (Foster Care) Ginger Carder (Foster Care) Carolyn Pettit (Adoption) Carol Goodpasture (Prevention) Anita Irvine (Family Support) Lisa Johnson (Child Protective Services) Teena Tnttle (ACDSS Receptionist) Mary Lee Swift (Benefit Programs) Carolyn Tanks (Benefit Programs) Glenda Best (Benefit Programs) Jenny Holmes (Benefit Programs) Elaine Leake (Benefit Programs) : Debbe Camp (Benefit Programs) Nancy Patterson (Benefit Programs) Paul Vernot (Benefit Programs) Klm Rambow (Bright Stars) Donna mendonca (Bright Stars) Terri Higgins (Bright Stars) Jan Pandy (Bright Stars) Other related personnel: Sandy Mitchell (Bright Stars- Teacher) Mrs. Goodman (Bright Stars-Teacher) Christy Batten (Bright Stars - Teachers Assistant) Heather Solga (Bright Stars-Former Teacher) Mrs. Morgan (Bright Stars-Former Teaching Assistant) Mrs. Weigman (Bright Stars-Former Teaching Assistant) The ex Gro~p, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Respect Percent Rating ACDSS as "Excellent" or "Good" on Respect Factors 10 90% 85% 80% 75% 70% 87% 86% 84% I ~ -/o Polite Respect Patience & Listen Respond to Return Calls Other Courtesy Carefully Requests Cultures The ~/essex Grottp, Ltd~ Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Respect (continued) Illastrative Commeats &o~ Res o;a "Each and every person that I have come into contact with has been very nice, and [I] would recommend them to anyone." "Your staff was very attentive, very helpful, and very courteous." · "I did request so ething that was orally promised in writing and had to repeat the request several times." The Wessex Group, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Customer Service Percent Rating ACDSS as "Excellent" or "Good" on Customer Service Factors 90% 88% 85%- ~4% -- 80%- 79% """' 1~7o 75%- 70% Respect/Courtesy to Co-Workers Respect/Courtesy to Customers Non-Judgmental Flexible 12 The Wessex Group, Ltd2 Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Customer Service (continued) Illustrative Comments from Res~ ,e~ts "Speaking for myself, all my contact was at the highest standard." "I think they take time to help people in need. The receptionist is excellent." "They do try their best. But [there are] language and communication problems. They have little patience to listen!" 13 The ~k~ssex Group, Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Effective Communication Percent Rating ACDSS as "Excellent" or "Good" on Communication Factors 14 95% 90% 85% 80% 91% Confidentiality 87% He lp No n-Englis h Speaking 86% 83% 83% 83% Good Explanations Explaining Legal Explaining How Explaining What Rights We Assist You Need to Do Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Effective Co munication (continued) llustratlve Comments &o~ Res o~ "Excellent because I can't read or write. They don't call me stupid." ~ "Everything is explained well, and I am not left in the dark." ~"Albemarle County don't explain the things as they really are. They explain the way they want to. They don't care if we get it or not." q5 The ~4/~ssex Group, Ltd~ Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Comprehensive Assessments 90% 80% 70% 60% 50% Percent Rating ACDSS as "Excellent" or "Good" on Assessment Factors 85% ~ 82% 82% 78% - ~ 69% Honesty Betw. Helping You Be Efforts on Case You & Staff Safe & Secure History Helping You Helping You Succeed Believe in Yourseff Understand Your Helping You Personal Needs Make Decisions The ~ essex Group, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Comprehensive Assessments (continued) ~strafive Co~me:~ts £rom Res on~ "My case has been handled very well." "Worker I had was excellent. I felt like she was exceptional." "Case workers need to work closely together to com unicate when a person has two or more cases going on in different departments, so everyone is aware of [the] status of this one particular person's case." 17 The Wessex Group, Ltd~ Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Knowledge of Policies & Procedures Percent Rating ACDSS as "Excellent" or "Good" on Knowledge Factors 83% 79% 79% , , 85% 80% 75% 70% Correct & Timely Paperwork Knowledge of Policies & Procedures Knowledge of Other Policies & Procedures Agencies Applied Fairly Benefits & Services Decisions Fair The ~l~rCssex Grottp, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Knowledge of Policies & Procedures (continued) llustrat~ve Co m ts from Res ~"Job knowledge from the staff was excellent in every area." ,~ "Knowledgeable about changes and extensive knowledge of programs." 66 ° Agencies sometimes [are] not sure how they work with state and federal agencies to benefit [the] person in the best manner." 19 The ~/essex Grottp, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Satisfaction Issue: Professional Development Percent Rating ACDSS as "Excellent" or "Good" on Professional Development Factors 85% 80% 75% 70% 81% 78% Work with Co-Workers Accept Customer Suggestions Work with Outside Agencies 20 The Wessex Group, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaetion Survey Issue: Professional Development (continued) nstrat~ve Co~~ents from Res on~ "Thanks for being so open-minded toward communication, so much dignity, equality, and creative input." "So great in your effective integration [and] your extraordinary efforts to build so much support." 21 · "Have to find out the best way I can to get help fro other agencies on my own." The Wessex Group, Ltd. e County Department of Social Services Customer Satisfaction Survey Conclusions Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Conclusions Customer satisfaction is for many attributes, particularly those that reflect the quality of contact between customer and ACDSS staff. For example... Most ratings are "excellent" or "good" for the politeness of ACDSS staff (87%) and staff's patience and courtesy (85%). There are areas were customers are less satisfied, frequently revolving around communication issues. For example... Although the majority give ratings of "excellent" and "good" for returning telephone calls (74%) and understanding personal needs (69%), the percentages are relatively lower than for most other attributes. 23 The ~[~sxex Gro~ip, Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Conclusions (continued) Many customers perceive a lack of knowledge among staff: In part, perception may be a function of customer's lack of understanding - staff may need to focus on explanations of programs, services and important activities In part, perception may be a function of complex rules and regulations- staff may need more training in some areas 24 The ~¥essex Group~ Ltd. Albemarle County DePartment of Social Services 2002 Customer Satisfaction Survey Conclusions (continued) Frequently college-educated respondents express more positive perceptions of ACDSS, indicating that there is a need for more creative and careful methods of communication with those who do not have the benefit of a college degree. 25 The l{/essex Grottp, Ltd~ Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Conclusions (continued) To help improve overall customer satisfaction, consider a stronger focus on... Responding to requests Returning telephone calls :~ Clear, detailed explanations of services, programs, and steps customers need to take Attempting to maintain and project a non-judgmental attitude . Attempting to understand and/or respond to each customer's personal needs The ACDSS mission of providing services that promote responsibility, individual worth, family integrity, and commitment to community- including a commitment to: ~ Help customers make decisions .~ Help customers believe in themselves ~. Help customers succeed in life 26 The ~¢sse.¥ Group~ Ltd. Albemarle County Department of Social Services 2002 Customer Satisfaction Survey Conclusions (continued) To identify future opportunities, continue to work with the database of survey results, which can be manipulated by many different variables. Consider repeating the survey in 18-24 months to measure changes in customer satisfaction. 27 The ~{/¢ssex Group, Ltd. UPDATE ON DEVELOPMENT PROJECTS A) Permit Automation Update B) Rural Area Review Status Report C) Neighborhood Model Status Report COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Permit Automation Update SUBJECT/PROPOSAL/REQUEST: Permit Automation System STAFF CONTACT(S): Tucker, Foley, McCulley, Fritz AGENDA DATE: October 2, 2002 ITEM NUMBER: ACTION: X INFORMATION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: Over the years, the County has worked to develop automation which would allow staff to accept, review, approve and track the numerous development-related applications received, as well as to coordinate various inspections and approvals electronically. While electronic tracking systems have been developed and are in use, they have not been able to fully integrate and coordinate the various applications and reviewing agencies. The County has investigated available permit automation software, issued a comprehensive RFP and received responses. A multi-departmental review team was established to evaluate the responses and select a vendor. After extensive evaluation, a vendor has been selected and negotiations are in progress. DISCUSSION: This software will track and maintain records of all land use activities such as, but not limited to, rezonings, special use permits, subdivisions, site plans, variances, building permits, erosion control permits, stormwater management agreements, violations, complaints, and comprehensive plan amendments. The system will also be integrated with the County's GIS and CAMA system. Currently no single integrated tracking system exists. The County currently uses a mainframe-based application, DTS, to conduct limited tracking of building permits. The system being used cannot be upgraded to track additional information. Furthermore, this system was created prior to the use of Windows-based software and it is not compatible with other programs used by the County. The use of the existing software is inefficient compared to the use of other software currently available. The County also uses an Access-based system for the tracking of some land use-related activities. This system is not easily maintained and cannot be easily modified to collect or track additional data. This system is also not compatible with CAMA, Computer-Aided Mass Appraisal System or with the County's GIS. As land use activity has increased, the expectation for the review of each application has also increased. The increased complexity of review requires coordination of the review to insure that all departments are aware of the actions, recommendations and conditions of other departments. The applicant and public find this process cumbersome and confusing as they must negotiate through the various departments involved to participate in or be informed about the review process or to determine the status of review. The Permit Tracking System will allow the three development departments, (Department of Planning and Community Development, Engineering and Public Works Department, and the Department of Building Code and Zoning Services) to enhance service in the following ways: AGENDA TITLE: Permit Automation Update October 2, 2002 Page 2 1. Permit improved coordination of review between departments thereby reducing review time or maintaining existing review time with increased applications; 2. Enhance the proactive review of sites for compliance with conditions of approval; 3. Increase productivity of all staff by the sharing of files electronically; 4. Improve the public's access to information. It is expected that in the future, review information will be available over the internet; 5. Various applications would be filed and stored electronically; 6. Allow for all present and historical activity on a property to be identified, providing all appropriate conditions in a single location. This will make compliance easier on the applicant as they will have "one-stop-shopping". This also allows staff to insure all conditions are met before the issuance of permits; 7. Reduce errors made in collection of fees as fees will be recorded and determined automatically; 8. Increases information available to decision-makers. The software allows for reports to be generated for any type of information contained within the system. This will allow trends to be identified and addressed; 9. The use of a permit tracking system will more easily allow us to evaluate workloads and to determine where improvements in the review process may occur. Without a comprehensive tracking system, the County's ability to be proactive in zoning enforcement will also be reduced. This software will allow builders to file for building permits on-line, thereby reducing staff time. Increases in building permit applications in particular and other types of applications generally, will eventually require additional staff to maintain existing service levels. The comprehensive tracking system is expected to reduce filing needs due to the electronic storage of information. The total cost of this new software and associated costs is approximately $189,000 and is proposed to be financed through a lease purchase agreement with the vendor. The annual cost for this lease purchase agreement is expected to be approximately $43,000 a year for 5 years and would be included in the annual operating budget. In addition, staff has set aside approximately $30,000 in the FY '03 reappropriation for related expenditures. As is indicated above, this software will have far reaching benefits and greatly improve the coordination and overall operation of the three development departments. Staff will provide a short overview and demonstration of the product at the Board meeting and answer any questions you may have. RECOMMENDATION: Approval to pursue a lease purchase agreement for the purchase of the permit automation system 02.151 2003 2004 t-lnattze rJontract Mort 7tt5/02 Mort 11t4/02'~ ~ 2 Review Contract 3 Forward Contract to CA/Purchasing 4 Review By CA/Purchasing 5 Forward Contract for Signing Signing Contract and Organize first visit 7 Initial nsta ation and evaluation 8 Training and installation of demo so.re Data Collection (Municorp) 10 Evaluate software 11 Evaluation is positive 12 Establish Business Rules 13 Scope Document (Munioorp) 14 Evaluate Scope Document Scope Document approved 16 Customize Software 17 Deve~p and deliver forms (Municorp) 18 User review (on site) 23 24 26 27 29 30 31 32 33 34 35 Refine forms (Municorp) Review revised forms Software incorps ali County business rules and necessary forms Finalize Customization Data Conversion Data successfully converted Training Start training User Training (Municorp) Initial Training Complete Activate Software Software actPve (Beta Test) Beta Test Successful Software Utilized Software active (genera(use) Software re-~alusted to identify needed changes Training needs re-evaluated Men 7/15/02 Fri 7/26/02 Mon 8/26/02 Mon 10/21/02 Tue 10/22/02 Tue 11/6/02 Tue 11~5/02 Tue 11/12/02 Tue 11/19/02 Fri t2/6/(T2 Mon 12/6/02 Mort 12/9/02 Mort I/6/03 Fri 1/10/03 Mort 1/I3/03 Mon 1/13/03 Mort 2/10/03 Wed 2/t2/O3 Wed 3/5/03 Tue 3/11/03 Wed 3/t2/03 Wed 3/12/03 Tue 3/18/03 T~e 3/18/03 Tue 3/16/03 Wed 3/19/03 Tue 4/8/03 Wed 4f9/03 Wed 4/9/03 Tue 4/22/03 Wed 4/23/03 Wed 4/23/03 Tue 12/30/03 Tue 12/30/03 Fd 8/16/02 Fd 7/26/02 Fd 10/16/02 Mon 10/21/02 Mon 11/4/02 Fri 12/6/02 Mort 11111/02 Wed 11/13/02 Fri 12/6702 Fd 12/6/92 Fd t/t0/03 Fd 1/3/03; Fd 1/10/03 Fri 1110/03 Tue 3tl 1/03 Fd 2/7/03 Tue 2/11/03 Tue 3/4/03 Tue 3/11/03 Tue 3/11/03 Tue 3/18/03 Tue 3/18/03 T~e 3/t8/03 Tue 4/8/03 Tue 3/18/03 TL~e 4/8/03 Tue 4/8/03 Tue 4/22/03 Tue 4/22/03 Tue 4/22/03 Tue 12/30/03 Tue 12/30/03 Tue 12/30/03 Tue 12/30/03 12/$ 1/10 12/30 12/30 Task Milestone ~1~ External Tasks Project: Permit Automation 9*23-82 Split Summary ~ External Miiestone Date: Thu 9/26¢02 ............ "~ Progress Project Summary ~ Deadline Page 1 COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Rural Area Review Status Report SUBJECT/PROPOSAL/REQUEST: Update on Project STAFF CONTACT(S): Messrs. Tucker, Foley, Cilimberg AGENDA DATE: October 2, 2002 ITEM NUMBER: ACTION: INFORMATION: X CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: The Board originally reviewed the status of this project at its August 7, 2002 meeting (Attachment A). Staff indicated periodic updates would be provided. DISCUSSION: Since the Board reviewed this project's status in August, the Planning Commission has had further review and consideration of the review schedule. After discussion at three meetings, the Commission endorsed a revised schedule (Attachment B). This new schedule incorporates a modified approach to the initial public sessions as well as changes in the drafting of the Rural Area section by staff for Commission and Board consideration. The initial public sessions will now include both background information and Rural Area trends as well as specific Rural Area issues and alternative policy directions for public feedback. The Commission felt it was important to provide the public with more substance for their response as part of these public sessions. While staff preparation time for these public sessions will be increased, the number of sessions has been reduced from six (6) to four (4). The schedule now also features a joint meeting of the Planning Commission and Board of Supervisors following the public sessions to review the outcome of those sessions and provide staff policy direction. With this anticipated direction, staff's subsequent work in drafting the Rural Area section will occur in one (1) phase instead of two (2) phases as previously proposed. The result of this modified schedule is that the Planning Commission's recommendation to the Board of Supervisors would occur at the end of May, 2003 rather than late October, 2003, a reduction of about five (5) months. RECOMMENDATION: This is provided for the Board's information. meeting. Staff can review more particular elements at the Board's October 2 02.152 At tacbJ~ent A Rural Areas Comprehensive Plan Amendment I I i2001 i2002 2003 2004 I i Development and Review of Background Information Fri 12/1100 ' Tue 6125/02 i '~' 2 i Staff Development of Background Information Fri 12/1/00 Tue 4/10/01 1 11 ~ Water Resour~s Commi~ee Repo~ :~ Mort t0115/01 Mort 10115101 ~ ~ : : 14 ~ Review with Focus Group Wed 6/6/0~ Tue 3112102 ~ 37 ~ Public Meetings (6) Fd 1111102[ Wed 11/27/02 ,~ 40 ~ Board of Supe~isom Consideration Wed 2/5/03 Wed 2/5/03 ~ 41 [ BOS - Public Meeting Results and revised proposed revision Wed ~5/03 Wed ~5/03 42 ~ Focus Group Update Mon 2/~0/03 Fri 2114103 < 46 ~ Staff Review Thu 2/6/03 Thu 3/20/03 ~ 54 ~ Board of Supe~isors Review Wed 7~2~03 Wed 8/13/03 :~ Project: RACompPlan BOS 8-7-02 Date: Mon 9~23~02 Split ................. Summa~ ~ External Milestone Progress ~ Project Summa~ ~ Deadline Page 1 Rural Areas Comprehensive Plan Amendment i i I i i2001 i2002 i2003 i 2004 63 i Consistency w/Natural Resources & Cultural A~-&~E~ER-~-~-:'"i~ .............. ~-~03' --f~ ~-i6~ % ...... ; ................... ~ : Wed 11/~03 Wed 12110103 i : W Task I':~::~::~[~::~[~::~[~ Milestone ~ External Tasks Project: RACompPlan BOS 8-7~2 Date: Mon 9/23/02 Split ................. Summaw ~ External Milestone ~ Progress ~ Proje~ Summa~ ~ Deadline ~ Page 2 Attachment B Rura~ Areas Comprehensive Plan Amendment Task Name 2002 2003 Prenreinery won with Planning Comreission Fri 12/i/0g Backgroond Information Fd 12tl/00 Tue 4/10/0~ Rural Area Vision Wed 5/1/02 Tue 5/21/02 Guiding Principles Men 4/2/01 Tue 5/21/02 Uses in the Rural Area Men 7L2./0t Tue 5/21/02 InfrastructureAT, ommur~ity Services Wed 8/15/0'I Tue 10/30/01 Water Resources Committee Report Men 10/15/01 Men t0/15/01 Staff Preparation Tue 19/16/01 Tue 12J1 t/01 Planning Commission Review Tue 12/18/0t Tue 3/5/02 Public Participation Wed 5/22/02 Tue 6/25/02 FOcus Group Wed 6/6,'~1 Tue 3/12/02 Prepeaed to PC Wed 6/6/01 Tue 8/21/01 Meetings on RPD's Thu 2/7/02 Thu 2/26/02 Meeting with Farming In~erests Tue 3/12/02 Tue 3/12/02 RPD tssuee Rekatad to RA Men 4/22/02 Tue 5/14/02 Mapping and Data Men 6/17/02 Fri 1111/02 Creata County-wide Maps (Critical Slopes, A~/FOr Soils, Histo.~ic Receurees, Cr~oal Resources) Men 6/17/02 Fd 9/20/02 Create Web-Site for Maps and other RA Comp Plan Info Wed 7/31/02 Fd 9;20/02 Analyze Resource Data for Use in Public Presentations Men 7/22/02 Fd 11/I/02 Public Participation Men 9/23/02 Wed 2/5/03 Dev Outfine of issues&Possible Policy Changes (Subjects-Tasks 35.-42) Men 9/23/02 Fri 11/t/02 Design & Create Public Presentation Program Mc~ 9/23/02 Fri 11/t/02 Selection of Pubiic Mee~ng Sites, Developing Meeting Agendas, Organizing Staff Support Man 9/23,,~¢2 Moo 9/30/02 Planning Commission Review of Public Presentation Men 11/4/02 Thu 11/21/02 Public Meetings (4) Fd tl/22/02 Fri 1/3/03 Repor~ to PC & BAS-- Public Mee~ng Results, Anatysis and Direction Wed 2/5~3 Wed 2/5,'03 Rural Area CPA Components - Drafting and Adoption of Plan Thu 2/6/03 Wed 9/10/03 Writing draft of RA Chapter Thu 2/6/03 Tue 4715/03 Permit~d Land Uses in the Rural Area Thu 2/6./03 Tue 4/15/03 A,g,/Forestat tndus~'y Support Thu 2/6/03 Tue 4/15/03 Adjacent County ISSues related to Rural Area Thu 2/6/03 Tue 4/15/03 Infrastructure/Community Services Thu 2/6/03 Tue 4/15/03 Land Use Patterns and Density/Dev. Rights Thu 2/6/03 Tue 4/15/03 RPD's Thu 2/6/03 Tue 4/15/03 Development Design Standards Thu 2/6/03 Tue 4/15~3 Consistency w/Natr'l Resources&Cultural Assets (Ch. 2) - Includes Mt, Protec~on and Hist. Pres. Thu 2/6/03 Tue 4/15/03 Review of Draft with Planning Commission Tue 4/22/03 Tea 4/22/03 Public Work Sessions on Draft (with Planning Coremission) Tue 4/29/03 Tue 4/29/03 Revisions of Draft based on PC Comments and Public input Tue 5/20/03 Tue 5/26/03 Planning Comreission Recoremeedation To BaS on Draft Tue 5/27/03 Tue 5;27/03 Review of Draft with Board of Super,4sors Wed 7/2;03 Wed 7/2/03 ', Public Headng on Draft (with Board of Superwsors) Wed 6/'i3/03 Wed 8/13/03 Revisions of Draft based on BaS and public input Thu 6/t 4/03 Wed 6/27/03 Board of Supervisors Public Hearing and Decision on Adoption Wed 9f10/03 Wed 9/10/03 Project: RACompplan 9-26~r2 Task Progress ~ Summary ~ External Tasks iY]~?~?!~ ~i~'~ Deadline Date: Thu 9/26/02 Split ........... Milestone ~1~ PrejectSummary ~ ExternalMilestone ~ Page I COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Neighborhood Model Status Report SUBJECT/PROPOSAL/REQUEST: Update on Implementation Activities STAFF CONTACT(S): Messrs. Tucker, Cilimberg. Graham AGENDA DATE: October 2, 2002 ACTION: CONSENT AGENDA: ITEM NUMBER: INFORMATION: X ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Board originally reviewed the status of the implementation activities at its August 7, 2002 meeting (Attachment A). indicated periodic updates would be provided. Staff DISCUSSION: Since the Board reviewed this project's status in August, work has progressed on a number of tasks necessary to implementthe Neighborhood Model. Below is a review of areas where the schedule was affected in some way. An updated project schedule will be provided and reviewed at Wednesday's meeting. Regulatory Changes · An internal staff team is currently developing recommendations for general subdivision and zoning ordinance text amendments. Because of the extent of these changes and other workload demands, completion of this work will extend past the October 15 target for staff completion. In undertaking the amendment work, the staff team has found the extent of amendments necessary to accomplish the principles of the Neighborhood Model are much greater and more complicated than had been originally anticipated. In addition, additional stafftime has been necessaryto further amend the Neighborhood Model District in response to Planning Commission requests. Also, the reactivation of the North Pointe (Towers Land Trust) rezoning will require significant stafftime. In anticipation of this, the Department of Planning and Community Development is in the process of hiring its first of two Senior Planners funded in this fiscal year three months earlier than budgeted. The second Senior Planner hiring will have to be delayed by three months to April as both positions were funded for ½ year in this year's budget. Staff is reassessing the schedule for bringing the subdivision and zoning text amendments to a public discussion meeting and for completing work on critical slopes amendments. Subdivision Street Standards · Staff time spent on addressing comments to the Design Standards Manual has been higher than anticipated. Those comments have now been addressed and staff is proceeding to complete a draft proposal for subdivision streets that will be distributed to VDOT, ACSA, and Fire / Rescue. That draft proposal is estimated to be 60% complete. Also, it should be noted that ACSA is currently in a crisis mode with the mandatory water restrictions and this task will not be a high priority until the crisis is resolved. Thus, it is not anticipated this delay in finishing the draft proposal is creating any significant increase in the task completion timeline due to the ACSA priorities. Affordable Housin.q · The Housing Committee has changed the affordable housing initiatives' schedule to reflect efforts to implement an Affordable Housing Policy for the County. AGENDA TITLE: Neighborhood Model Status Report October 2, 2002 Page 2 It should be noted regarding several initiatives with the Neighborhood Model that Engineering and Public Works staff has been taxed by support on the water restrictions. This has required staff previously planned to be used on critical slopes and subdivision street standards to be shifted to backfill plan review functions. Staff had been fully allocated on completing the Design Standards Manual, Phase II of the Stormwater Master Plan, and Groundwater Protection, in addition to the normal plan review and inspection activities. Thus, Engineering and Public Works has had no excess capacity available to take on the task of the water crisis. It should also be noted that the "rush" of building permit applications in September has also created an additional unanticipated workload. RECOMMENDATION: This is provided for the Board's information. Staff can review more particular elements at the Board's October 2 meeting. ueld uo!le~uatueldtul lepolN poou~oqq§!eN RECE~VFF_~ AT BOS MEETING Ne~hb~r~ood Model Implementation ..... -~, ............................................. ~ z ~r ~ ~tr 4 j ~[r ] ~tr z ~r ~ ~r 4 ~tr 1 ' Qtr z Qtr 3 ~ Qtr 4 r 1 tr 2 Q~r 3 Qtr 4 ~--} Staff development of proposed changes ---~-'-i PC Review 9 i BOS Review 14 1 Modify Community Facilities Plan -:1-~-'I Preliminary staff review Rvw of Overall Facility & Individual Service Objectives 24 I Rvw of Facilities & Service Strategies & Needs Assessment -'-~--'-! Regulatory Changes Fri 6/1/01 Fri 2/t/02 Mon 214102 Tue 3/25102 Wed 4/3102 Wed 7/10/02 Tue 7/3110~ Mon 5/3/04 Tue 7/3'1/01 Fri 8/23102 Mon 613102 Thu 2/27/03 Men 8/5/02 Mort 513104 Wed 8tl/0t Thu 7/31/03 Subdivision Changes Tue 9t4/01 Wed $/4/03 Shared Driveway/Alleys Tue 9t4/01 Wed 2/6102 Volume 2 Subdivision Changes (3t31103) Mon 7/15/02 Wed 6/4/03 Staff Development Mort 7/15/02 Fri 11/1102 Team Recommendations Mon 7/15/02 Ffi 11/1/02 Internal Review Mon 7/15/02 Fd 11/1/02 County Attorney Codification Mon 7/15/02 Fri 11/1/02 Public Discussion Meeting Mort 1114102 Thu 11/21/02 Public Notice Mon 11/4./02 Mon 11/4/02 Public Questions Tue 11/5/02 Thu 11/2t/02 Meeting Prep Mon tl/4/02 Wed 11/20/02 Meeting Thu 11/21/02 Thu 11/21/02 Delivery to PC (includes Prep in Response to Public Discussion.~ FH 11/22/02 Thu 1/2/03 PC Action (includes Work Sessions, County Affomey Codificatio Tue 1/7/03 Tue 3/4/03 Board Action (Includes Work Sessions, County Attorney Codific~ Wed 4/2/03 Wed 6/4/03 Zoning Changes Wed 81~/0'1 Thu 7t3t/03 Shared Driveway/Alleys Tue 914/01 Wed ?-J6/02 Neighborhood Model District Wed 8ti/0t Tue 12131/02 Critical Slopes Mon 6f17102 Thu 7/31103 Volume 2 Zoning Char~es (3f31/03) Mon 7/t5/02 Wed 7/2/03 Staff Development Men 7115/02 Fri ~2/13t02 Team Recommendations Mon 7/15/02 Fri 12/13/02 Internal Review Mon 7/15/02 Fd 12/13/02 County Attorney Codification Mon 7/15/02 Fri 12/13/02 Public Discussion Meeting Mon 1211~/02 Thu t/9103 Public Notice Mon 12/16/02 Mon 12/16/02 Public Questions Tue 12/17/02 Thu 1/9t03 ~ / 84 Meeting Prep Mon 12/16/02 Wed 1/8/03 [~. [:'~'~-i Meeting Thu 119103 Thu 119t03 ~. [::?~-~ Delivery to PC (Includes Prep in Response to Public Discussion.. Fd 1110/03 Tue 2/11/03 :~ ' '~'~"'! PC Action (includes Work Sessions County Attorney Cedificatio Tue 2/18/03 Tue 4/1 5/03 Task Summary ~ Roiled Up Pmgreas ~ Project Summary Project: NM-Master Elaine 6-7-02 Date: Wed 10/2/02 Progress Roiled Up Task Split ........... Group By Summary Milestone ~, Rolled Up Milestone ~ External Tasks ::::::::::~:~ Page 1 ~-'~ Crozet Master Plan ~§'-~ Preparatory Activities 98 i Framework Plan Development '}6~-! Master Plan Development t11 i infrastructure and Services 7i -¥;~'i Parks and Rec Facilities 137 i Neighborhood Parks Ownership and Maintenance '-;1'3-~'~i Inclusion in Community Facilities Plan , Parks and Playing Fields -'1~;~-i Inclusion in Communi~ Facilities Plan '-1~'~ Affordable H(r~s ng- Ongoilrqa (40/31/02} Neighborhood IVlode~ Implementation Plan ~m Acaon unc~u~s w~ ~s~ons, ~n~ Affomey ~dif~ Wed 5~/03 W~ 7/2/03 Master Planni~ Fri 1112/0~ W~ 9/10~3 W~ 1~0/02 W~ 9/~0/03 Wed 1/30/02 Thu 8/~/02 Fri 8~102 Wed 118103 Sat 2~/03 W~ 9/~0/03 Mon ~0~ Tue 8/3t04 $~tv~s~ Strut S~rds (~2/~9~2} Mort ~2t~0101 Wed 2~6/03 Revi~ of lit~ure ~ 1~1~01 Fd 3/22/02 Draft ~o~al for strut standa~s Mon 3/25/02 Ffi 9/6/02 R~i~ ~ VDOT Mon 9~/02 Fri 10/18/02 Revi~ per comments M~ 10/21~ Thu 11/1~02 Final ~iew by VDOT, ACSA, Rre Fd 11/15~2 ~u 12/19/02 MOA for Str~ S~ndards FH 1/17~ W~ 2D~03 Water & ~wer Provisos (6~) Mon g~/02 Tue 8~4 C~rd w/Street Sta~ards Mon 9~2 Thu 11~6103 ~ff Revi~ Mon ~9/02 Fri 10/1~02 Final Revi~ FH 1~02 ~u 1/1~03 Inadequate ~tce ~ea Pr~al Mon 9~/02 Tue 813/04 MaWr Plan Pr~ - ACSA M~ 9/9/02 Thu 1/9/03 Ongoing eff~ Mon 9/9/02 Tue ~04 Fire Pm~ion ~ 9~2 Thu 1~1~02 Tue 7/16t02 Mort 6130103 Mort 7/1/02 W~ t~/03 Thu 5/1/03 W~ 1~t~3 Tue 9/~ W~ ~03 Housing ~mm~ee R~mmend~l~s T~ 9/~01 W~ 8121/02 M~ ~h Planning and Co. A~o~y Tue 9~/02 Tue 9~ Re~ Housing ~mm, Re~mmend. into Policy Stat~ent ~u 9/5/~ Thu ~5102 Hou~ ~m~ee Su~omm~ee mvie~ Policy W~ ~18/02 W~ 9tl 8/02 Housing ~mmia~ Re~e~ Poli~ State~m W~ 1019t02 Wed 10~/02 BOS - R~. of Int~ to Revi~ ~mp Plan to mfl~ ~licy S~teme~ ~ 11/6/02 W~ 11/~ F~us Group ~ of Policy S~teme~ for CPA Fri 12/6/02 Fd 1~02 Final CPA R~ and re~mmend by Housing ~mm. Wed 1/~03 W~ 1/8/O3 Planni~ ~mmi~ion review of Comp Plan ~ndment Fri ~28/~ FH 2/2~03 ~ Pu~tc ~adng on CPA and R~mmendation to B~ Tue 3/4/03 Mon 3/31/~ ~ Review of C~p Plan Amendm~t W~ 4/~03 W~ ~2/~ BOS Public Hearing on CPA and Ad.ion W~ 5/14/O3 W~ ~1 ~03 Task Summary ~ Rolled Up Progress Project Summary Project: NM-Master Elaine 6-7-02 Date: Wed 1~ Progress Rolled Up Task Split Milestone ~ Roiled Up Mi~one ~ External Tasks Page 2 Neighbo~ood Model Implementation Plan 2001 2002 ! 2003 ~ 2004 ~-~,L~.~_J_ ~ 3 } Qtr 4 ~ O~ 1 ~ Qtr 2 j ~rG ? Qtr 4 Task Summary ~ Roiled Up Progress ~ Project Summary Project: NM-Master Elaine 6-7-02 Date: Wed 10/2/02 Progress ~ Roiled Up Task Split ........... Group By Summary Milestone Roiled Up Milestone External Tasks ~!i Page 3 PVCC SERVES ALBEMARLE COUNTY 2001-02 Total Number of Students Enrolled at PVCC 6,986 ~lumber of Albemarle County Residents Enrolled at ~VCC 2,362 Percent of PVCC Students Who Are Residents of Albemarle County 33.8% Percent of All Albemarle County Residents Enrolled at PVCC 3.0% Number of High School Graduates From Albemarle County Enrolled at PVCC 204 ~ercent of High School Graduates From Albemarle Dounty Enrolled at PVCC 25.2% Percent of Albemarle County Residents Attending Colleges and Universities in Virginia Enrolled at PVCC 49.3% RECEIVED~T BOS MEETING Agenda Rem #: /~ Clerk's Initials: ~ ~ College Albemarle Category No. Pct. 'No. Pct. total Number 6,986 100.0% 2,362 100.0% Full-Time 1,026 14.7% 328 13.9% Part-Time 5,960 85.3% 2,034 86.1% New 2,452 35.1% 836 35.4% Returning 4,534 64.9% 1,526 64.6% Male 2,732 39.1% 910 38.5% Female 4,254 60.9% 1,452 61.5% White 5,626 80.5% 2,007 85.0% ~,frican-American 938 13.4% 231 9.8% ::)ther Race 422 6.0% 124 5.2% OFF CAMPUS ENROLLMENT FALL 2002 Albemarle High School Evening Program 24 credit courses, 496 students (2 late-start classes) 7 non-credit courses, 48 students (6 late-start classes) Dual Enrollment AHS 2 credit courses, 51 students WAHS 1 credit course, 21 students Monticello High School Evening Program 4 credit courses, 79 students 1 non-credit course, 7 students Hosting 6 Mary Baldwin College courses Distance Learning (Web-based and Compressed Video) 28 web credit courses; 566 students (2 late-start classes); 118 students from Albemarle 6 compressed video; 128 students BUSINESS/INDUSTRY TRAINING 2001-02 AIMR Albemarle County Albemarle First Bank Albemarle Historical Society Better Living CATEC Ch'ville Airport Charlottesville Area Assoc. of Realtors Clifton Inn Colonial Auto Eiden Systems Epsilon Group Family Medicine of Albemarle Farmington Country Club GE Fanuc Automation Glenmore Country Club Hospice of the Piedmont International Laudo Interproduct Litton Marine MJ Systems Monumental Life Ins. NGIC Phill ps Communication Piedmont Equipment Piedmont Family YMCA Robert Hauser Homes Robertson Electric Rutherford Institute Scholar One Soccer Assoc. Southern Health Services St. Anne's-Belfield School Technicolor Wade Apts. PVCC 10/1/02 Building a Better Virginia On November 5, Virginia voters will have the opportunity to vote for a bond referendum that will provide $900 million to improve facilities at community colleges and four-year colleges and universities in every region of Virginia. If the bond passes, the University of Virginia will receive $68 million for projects including construction of a medical research building, an arts and sciences building and a nanotechnology and materials science and engineering building. Piedmont Virginia Community College will have $5 million to construct a new science and technology building to expand its allied health programs and upgrade science and technology labs. The college also will receive $235,000 for a fire suppression system in the main building. Education is opportunity. This referendum is about expanding opportunity for the people of Virginia. Passage will expand Virginia's ability to help people learn new skills, so they can get good jobs and get ahead. Quality higher education is key to prosperity. In a changing economy, education is the key that unlocks the doors of opportunity that lead to a better life. Education is key to personal advancement--and to Virginia's economic competitiveness. The fact is that companies want to locate or expand near colleges and universities so that they can take advantage of a well-trained workforce. The plan will grow the economy. This bond package will generate more than $1.5 billion in economic activity by 2008, and it will create nearly 14,000 new jobs. This plan will promote research. Now, more than ever, excellence in education requires world-class facilities for teaching and conducting research. Almost one-third of the bond plan is for medical, engineering, and other types of research. The largest project the University of Virginia has in the bond is a $24 million medical research building. Our campuses are growing. Over the next decade, an additional 32,000 qualified high schoolgraduates are.expected .to enroll at our community colleges and four-year colleges and universities. That's on top of the 325,000 students these institutions now serve. This plan is fiscally responsible. Passing this bond issue will NOT increase taxes, and it will NOT affect Virginia's coveted AAA bond rating because the Commonwealth will still have ample capacity to repay debt. With interest rates so Iow, it makes sense to invest now. Please remember to vote Tuesday, November 5. October 8, 2002 Stuart and Lynn Birckhead Mountain View Grill PO Box 785 Crozet, VA 22032 Dear Mr. and Mrs. Birckhead: At its meeting on October 2, 2002 the Board of Supervisors approved your request for a dance hall permit at Mountain View Grill. Sincerely, /ewc CC: Robert W. Tucker, Jr. Dan Eggleston Jay Schlothauer Ella W. Carey, Clerk, CMC COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Dance Hall Permit SUBJECT/PROPOSAL/REQUEST: Application request for a dance hall permit STAFF CONTACT(S): Messrs. Tucker, Foley, Davis, Ms. AIIshouse AGENDA DATE: October 2, 2002 ACTION: X CONSENT AGENDA: ITEM NUMBER: INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Mountain View Grill in Crozet recently received a citation from the Albemarle County Police Department for failure to obtain a dance hall permit. The owner indicated that they were unaware of the permit requirement and has submitted an application letter for a dance hall permit. DISCUSSION: Section 12-201 of the County Code requires an applicant to obtain a dance hall permit from the Board of Supervisors before commencing operation of a dance hall. A dance hall is defined as "any place open to the general public where dancing is permitted." (Attachment A) The County zoning ordinance stipulates that "dancing by patrons shall be considered as entertainment accessory to an eating establishment, provided the space made available for such dancing shall not be more than one-eighth (1/8) of that part of the floor area available for dining. Further, Section 12-203 of the County Code restricts persons who operate a dance hall to allow youth under 18 to enter or remain in the dance hall during a time that dancing is being conducted, unless they are accompanied by a parent, legal guardian or family member over the age of 18. The County Code requires that dance hall permit applications include1) specific information from the applicant; 2) certification from the Building Official that the dance hall is in conformity with applicable provisions of the Virginia Statewide Building Code; and 3) certification by the Fire Marshal that the dance hall is in conformity with applicable provisions of the Fire Prevention Code. As the enclosed information indicates (Attachments B-C), each of these requirements has been met. Dance halls also are subject to all requirements of the county zoning ordinance. This restaurant is currently classified in the building code category that allows limited dancing "by right" as an accessory use with the primary function of serving food. RECOMMENDATION: Because the applicant has met all the requirements necessary to operate a dance hall "by right" as defined above, staff recommends the Board approve the Mountain View Grill's dance hall permit. 02.149 ALBEMARLE COUNTY CODE ATTACHMENT A Page 1 of 3 Sec. 12-102 Intentional false alarms a criminal offense. It shall be a misdemeanor for any person to knowingly and without just cause to activate a security or fn'e alarm to surmnon the police department or fire and rescue service in situations where there is no actual or threatened criminal or reasonable belief of fire activity requiring immediate police or fire response. (Ord. of 4-17-91; Code 1988, § 2.2-2; Ord. 98-A(1), 8-5-98) Sec. 12-103 Charges for false alarms. After two (2) false alarms in any twelve-month period, users shall be charged for each subsequent false alarm which results in a police department or fire deparmaent response, in such amount as is reasonably calculated to reimburse the county for the costs of responding to such false alarms. Such amount shall be determined by the county executive and shall be based on the average time, manpower and equipment devoted to a police or fire response to false alarms. This charge is to reimburse the county for costs expended; it is not a fine, and is not dependent upon a criminal conviction under section 12-102 above. (Ord. of 4-17-91; Code 1988, ~ 2.2-3; Ord. 98-A(I), 8-5-98) Sec. 12-104 Administration. Administration of this article shall be the joint responsibility of the chief of police and the director of finance under the supervision of the coun .fy executive. (Ord. of 4-17-91; Code 1988, ~ 2.2-5: Ord. 98-A(I I. 8-5-98) Sec. 12-105 Appeals. 1_-10_. or notice of' withdrawal of consent or order to Any charge imposed pursuant to section " ~ disconnect, as provided hereinabove, max' be appealed to the board of' supervisors by appli6ation of the owner filed with the county .executive within ten { I0) days of the date of notice of such charge or order. Upon receipt of such appeal, the county executive or his designee may grant relief from such charge or order, or may place the matter on the agenda of the board of super~qsors for hearing. (Ord. of 4-17-91; Code 1988, } 2.2-6: Ord. 98-A( 1 ). 8-5-98) ARTICLEII. AMUSEMENTS DIVISION 1. DANCE HALLS State law reference-authority to adopt articte, see Va. Code §§ 18.2432. 18.2-433. Sec. 12-200 Dance hall defined. For the purposes of this division, the term "dance hall" means, any place open to the general public where dancing is permitted. (Code 1967, § 8-1; Code 1988, § 3-11; Ord. 98-A(1), 8-5-98) State law reference-Authority to codit5, ordinance. Va. Code § 182433 12-3 ALBEMARLE COUNTY CODE ATTACHMENT A Page 2 of 3 Sec. 12-201 Permits--Required; applications. A. It shall be unlawful for any person to operate a dance hall in the county unless such person shall have first obtained a permit fi.om the board of supervisors. B. Applications for such permits shall be filed with the clerk of the board of supervisors' at least two (2) weeks prior to the regular meeting of the board of supervisors at which the application is to be considered. Such applications shall contain the following information: 1. name of the person owning the dance hall; 2. name of the person managing the dance hall; 3. the location of the dance hail; 4. a statement as ro whether or not alcoholic beverages .are to be served on the premises of such dance hall; and 5. certification from the building official and fire marshal that such dance hall is in conformity with applicable provisions of the Virginia Uniform Statewide Building Code and the Fire Prevention Code. (4-21-76; Code 1988, § 3-12; Ord. 98-A(1), 8-5-98) Sec. 12-202 Revocation of permit. Permits issued by the board of supervisors pursuant to the provisions of this division may be revoked by the board of supervisors for. any violation by the permirtee of the provisions of this division or for any false statement made on the application required by the preceding section. No such permit shall be revoked unless the permittee shall have received reasonable notice that he is entitled to a hearing before the board of supervisors prior to action on revocation. Such notice shall state the time and place such hearing is to be held. (Code 1988, § 3-13; Ord. 98-A(I), 8-5-98) See. 12-203 Attendance of persons under eighteen years of age. It shall be unlawful for any person operating a dance hall to allow any person under the age of eighteen (18) years to enter or remain in such dance hall while, dancing is being conducted therein, unless such person is accompanied by a parent or legal guardian or bv a spouse, brother or sister over the age of eighteen (18) years, unless such person has the written consent ~)fsuch parent, legal guardian or spouse. (Code 1967, § 8-2; Code 1988, § 3-14; Ord. 98-A(1), 8-5-98) Sec. 12-204 Exemptions. A. The provisions of this division shall noi apply to dances conducted for benevolent or charitable purposes, or when such dances are conducted under the auspices of religious, educational, civic or mi litary organizations. B. The provisions of this division shall not apply to dance halls in any town in which an ordinance adopted pursuant to the provisions of Virginia Code § 18.2-433 is in effect. (Code 1988, § 3-15; Ord. 98-A(1), 8-5-98) 12-4 ATTACHMENT A Page 3 of 3 ALBEMARLE COUNTY CODE Sec. 12-205 Violations; penalties. Any person violating the provisions of this division shall be guilty of a class 3 misdemeanor. (Code 1988, ~ 3-16; Ord. 98-A(1), 8-5-98) See. 12-206 Relation of article to zoning ordinance. In addition to the provisions of this article, dance halls shall be subject to all requirements of the county zoning ordinance. (4-21-76; Code 1988, § 3-17; Ord. 98-A(I), 8-5-98) DIVISION 2. BINGO AND RAFFLES Sec. 12-207 Local ordinance adopted, Pursuant to Virginia Code § 18.2-340.15 the Charitable Gaming Commission shall regulate bingo, instant bingo and tuffies, except as otherwise provided in this division. (Ord. No. 94-3(1), 12-7-94; Ord. No. 96-3(1),'8-7-96; Code 1988, § 3-20; Ord. 98-A(1), 8-5-98) Sec. 12-208 Limitation on bingo operations. The hours of bingo operation shall be limited to the hours between 6:00 p.m. and 11:00 p.m. except on Saturdays and Sundays when the hours of operation shall be limited to the hours between 1:00 p.m. and 11:00 p.m. (Ord. No. 94-3(1), 12-704; Ord. No. 95-3(I). 4-505: Ord. 96-3(1)~ 8-7-96; Code 1988, § 3-28; Ord, 98- i(1), 8-5-98) State law reference-Authority to adopt. Va. Code § 18.2-340.32 See. 12-209 Exemption The provisions of this article shall not apply to bingo operations in any town in which an ordinance adopted pursuant ro Virginia Code § 18.2-340.32 is in effect. (Ord. 98-A(1), 8-5-98) ARTICLE III. DEALERS IN PRECIOUS METALS State law reference--Regarding dealers in prec:ous metals generally, see V~ Code §§ 54.14100 et seq.; authority of county to enact ordinance regulating dealers in precious metals and gems. see Va. Code § 54.14111. Sec. 12-300 Definitions. For the purposes of this article, the following words shall have the meanings ascribed to them by this section, unless the context requires a different meaning: (1) Coin. The term "coin" shall mean any piece of gold, silver or other metal fashioned into a prescribed shape, weight and degree of fineness, stamped by authority of a government with certain marks and devices, and having a certain fixed value as money. 12-5 ATtACHMeNT-B Box 7 ~ CROZet. ~3Ci RRO~$~ (4~4) ~-69~4 please ~D th~s'Co Be an appUcotio~ ~2o~ a ~a~ce hall n~oontai~ oJe~o g~ill, cRozet 4.the ~~ntai~ oJe~ grill ~oes seRoe alcoholic ~eoe~oges o~ sa~o p~e~se scblotbooeR ~Boot pe~its, oppUc~tio~ e~... hope this Letter ~i~s eoe~ythi~g ir2 oRDeR OUR applfcatfo~ ~oR a Dance hall pear. ft. rT~O~ tharaks. COUNTY OF ALBEMARLE Department of Building Code and Zoning Services 401 Mclntire Road Charlottesville, Virginia 22902-4596 (804) 296-5832 'CERTIFICATE OF OCCUPANCY This is to certify that the alterations for chanqe of use to a restaurant erected on Tax Map -056A2- 01- 00 - 02 iA0 StreegRouteNo. 5793 The Square Legal Description Owner Stuart Birckhead Occupant Building Permit # 0 0-7 0 8AC Use Group A-3 Zone compliance with the Virginia Uniform Statewide Building Code, Type of Construction 3B C 1 District WH Mountain View Grill Sprinkler System none required , has been inspected and found to be in 19 9 6 edition. BASEMENT 1st FLOOR 2nd FLOOR 3rd FLOOR Add floors as necessaw Special Conditions / Modifications Total Persons 120 Date January 10, 2002 Zoning Administrato r }' ~'/'~.. _J~--. L..~t.~ Attachment D Memo To: From: CC: Date= Re: Tom Foley Assistant Chief Bob Lowry Chief Dan Eggleston 09/23/02 Mountain View Grill, 5793 The Square in Crozet Our office conducted an inspection of Mountain View Grill on September 13, 2002. As of that date, all violations had been corrected. This business is in compliance with the State Fire Prevention Code. · Page 1 BOARD -TO Agenda Item #: October 2, 2002 - 10:30 a.m. Cl~k's In~,: A Monthly Communications Report of activities from the Albemarle County School Board to the Albemarle County Board of Supervisors. Highlights: School Board Briefs - September 12 and 26, 2002 Board Briefs were provided via e-mail. RECENT SCHOOL BOARD/SUPERINTENDENT PRIORITIES: The Board approved the 2002-2004 School Board/Superintendent Priorities at its September 12 meeting. Attachment 1 is a copy of the Priorities. ADDITION TO MOl? meeting, the Board vot September 12 meeting, handle the Monticello I WATER CONSERV~ conservation througho] including leaks are bei] ~TICELLO HIGH SCHOOL: At the August 8 ed to add 300 seats to Monticello High School. At the the Board chose Rancorn Wildman Architects to tigh School Addition. iTION EFFORTS: Staff has been focusing on water the Division. Reports of plumbing problems g checked and fixed as soon as possible. The Division is also enforcing the water restrictions as set forth by local government as well as the State. Other efforts~to conserve water within the Division include: use of disposable dishes and utensils in the Child Nutrition Program; discontinue use of fountain drinks; use of sanitizing gel in restrooms with most sinks turned off; replacing showerheads that are not low flow models; adding aerators on faucets; and, monitoring cooling towers to ensure that floats are working properly. The Division is also producing an instructional video that will be shown in all schools on the current drought and its impact on our local surface and ground water resources. Along with the aforementioned video, age appropriate lesson plans are being prepared for dissemination at each instructional level. MIDDLE SCHOOL REDISTRICTING: At its September 12 meeting, the Board tabled the Middle School Redistricting Committee's Redistricting Proposal except for the spot redistricting of approximately 80 students from Walton Middle School to Burley Middle School. The Board will hold a Public Hearing on this spot redistricting at its October 10 meeting. The Board is scheduled to decide on the spot redistricting at its October 24 meeting. MAXIMUM MIDDLE SCHOOL SIZE: The Board has been discussing the current middle school size and the building capacity formula. The Board will vote at its October 10 meeting on whether or not to increase the middle school size from 750 students to 900 students. BUILDING CAPACITY FORMULA: Questions from the Board and the public concerning "Why we need mobile classrooms at a school, when the school is below rated capacity or just slightly above it?" led staff to investigate the accuracy of our current formula (Attachment 2). The Board has received information and is considering the merits of changing the formula to match the space needs of our current instructional program. Obvious changes that have affected high school capacity are reducing student to teacher ratios, increased number of special education classes, differential staffing, adding of multiple computer labs to name just a few reasons. The elementary and middle school formula and capacity would remain the same, but the high school formula could change and could result in a reduction in capacity at all of our comprehensive High Schools. This change could reduce the High School capacity by over 400 students and this would probably require changes in our CIP. FUTURE ITEMS JOINT MEETING WITH CHARLOTTESVILLE CITY SCHOOL BOARD: The Board will meet with the Charlottesville City School Board to discuss and brainstorm ideas of where the two school divisions can collaborate. The meeting is scheduled for October 17 at 6:00 p.m. in the Charlottesville High School Media Center. Board/Superintendent Priorities 2002-2004 I Goal I: Student Performance Standards I Priori ,ty 1.1 Standards of Accreditation/Achievement Gap Reduction 1.1.1 By June 30, 2004, all schools will be fully accredited under the changed state standards that will be implemented in 2003-04. 1.1.2 By June 30, 2004, all students will graduate through: acquisition of the coursework and verified credits necessary for a Standard, Modified Standard, or Advanced Studies Diploma, or · satisfactory completion of an Indiv/dualized Education Plan (IEP). 1.1.3 By June 30, 2003, sub-populations of students specified in the federal No Child Left Behind Act of 2001 will demonstrate adequate yearly progress* towards a 90% SOL pass rate in math and English at each school. Sub-populations of students include: · economically disadvantaged, · limited English proficient, · students with disabilities, and · minorities. Priori .ty 1.2 Academic Progress of High Achieving Students 1.2.1 By June 30, 2004, the percentage of students scoring at the advanced level on each SOL test and in the top quartile of the Stanford 9 test will meet targeted increases as approved by the Board*. 1.2.2 By June 30, 2004, · the percentage of students earning an Advanced Studies Diploma will increase from 62.5% to 65%, · the percentage of high school graduates talcing one or more Advanced Placement courses will increase to 50%, · the percentage of students in grades 9-12 taking at least one Advanced Placement test will increase from 13.8 % to 15%. 1.2.3 By June 30, 2003, a K-12 plan to improve access to higher-level classes for students will be developed (with implementation by August 31, 2003). *specific targets will be set and approved by the Board 1 Goal 2: School Climate and Board Adopted Values I riori 2.1· School Climate and Board~dopt~d ~~,.~ ...... ~ 2.1.1 By June 30, 2003, a Code of Ethics for all employees that incorporates the values of equity and diversity and character development will be approved (with implementation by August 31, 2003). · ' 2.2 E ui andDiversi 2.2.1 By August 31, 2003, a staff member in each school will be trained to provide building- based equity and diversity workshops and to support building-based equity and diversity needs with assistance from the Division Coordinator for Equity and Diversity. p~;~ri~ 2.3: Division Salary Structure ~ .~ _~ [2.3.1 D~ng ~e 2003-04 budget cycle, methodolo~ used to ~atyze me m~slon s sm~ ana / compensation s~c~e relative to its defined market will be reeval~ted ~v~ ~e ] division's ~gh ex~ciafions for student perfomance. Goal 3: Feeder Pattern Support Priori ,ty 3.1 Students/Schools Passing the Standards of Learnine Assessments 3.1.1 By June 30, 2004, 90% of all students will pass the SOL tests in: · English for grades 3, 5, 8, 11, and · math for grades 3, 5, 8 and end-of- course tests in Algebra I and Geometry. 3.1.2 By June 30, 2004, students in middle schools will meet or exceed the 90% SOL pass rate target and make adequate yearly progress* to assure academic success in the transition to high school. *specific targets will be set and approved by the Board 2 Goal 4: Curriculum and Staff Development Priori ,ty 4.1 Design 2004 Implementation 4.1.1 By August 31, 2004, the Design 2004 Model will be implemented and evaluated in all division schools to increase the use of instructional best practices, supported by appropriate instructional technology (e.g. web-delivered coursework). 4.1.2 4.1.3 By August 31, 2004, through the "Leading the Learning" initiative, 100% of the division's administrators will demonstrate knowledge, understanding and use of instructional technology essential to leading results-based 21 st century schools as measured in the performance indicators for Virginia Initiative for Technology and Administrative Leadership (VITAL) competencies. By August 31, 2004, local assessments will be developed and implemented in all core content areas to measure students' ability to apply knowledge in performance situations using portfolios and performance assessments that are representative of grade level performance benchmarks. Priori .ty 4.2 World Languages Program Implementation 4.2.1 4.2.2 By June 30, 2004, a one-year pilot program of a curriculum-based, non-European world language will be completed and evaluated in at least one comprehensive high school. By March 28, 2003, recommendations of the Foreign Language Task Force will be reviewed by division staff and a long range plan for a K-12 World Languages program will be developed and presented to the Board. I Goal 5: Extended Learning Community I Priori ,ty 5.1: Families Count By November 30, 2002 funds will be allocated to complete a structured telephone poll every other year beginning in 2002-03 to provide a systematic structure for increasing commtmity involvement and collecting accurate and statistically reliable data. 5.1.1 By October 31, 2002, each school will identify and include strategies in School Improvement Plans that inform families about and involve families in their child(ren)'s education. *specific targets will be set and approved by the Board 3 Focus Areas for Board Monitoring and Review Enclosure 2 8/27/02 Division .... Support h Recruitment; and~ Retention DSI. 1 By February 28, 2003, adequate yearly progress targets for recruitment and retention of minority staff will be: · identified through research and prior data, and · reported to and approved by the Board. Division Support Ih Technology Infrastructure Development/Maintenance DS II. 1 By December 31, 2003, the Division's Wide Area Network will be upgraded, increasing available bandwidth from 10MB to 100MB and enabling Quality of Service protocols. DS II.2 By June 30, 2004, a replacement cycle for all instructional and administrative computers will be implemented. DS 11.3 During the 2003-04 budget cycle, additional technical statTmg will be proposed to meet the minimum technical staff'mg benchmarks set forth by the International Society for Technology in Education (ISTE). Division Suooort IH: No Child Left Behind Act of 2001 DS III. 1By December 20, 2002, an assessment will be conducted to determine division structures needed to implement the federal No Child Left Behind Act of 2001 and a report made to the Board. Other Annotated Summary Topics for Board Monitoring and Review · Student access to vending machines and nutritional issues associated with vending machines in schools · Recruitment and retention of teachers with 0-5 years of experience and highly qualified teachers as defined in the federal No Child Left Behind Act of 2001 · Status of community service and service learning in middle and high schools · Implementation of redistricting planning procedures *specific targets will be set and approved by the Board 4 COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: End of Year FY 2001-02 General Fund Preliminary Financial Report SUBJECT/PROPOSAL/REQUEST: Presentation of the Preliminary Financial Report for the County General Fund for the Fiscal Year ending on June 30, 2002. STAFF CONTACT(S): Tucker, White, Breeden, Walters, Hildebeidel AGENDA DATE: October 2, 2002 ACTION: X CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: ITEM NUMBER: INFORMATION: INFORMATION: Yes BACKGROUND: The attached end of the year financial report provides information on the county's General Fund revenues and expenditures and fund balance as of June 30, 2002 (Attachment A). Also included is a bar-chart report that compares this year's budgeted and actual revenue and expenditure data with data from the previous year (Attachment B), and a fund balance report that provides a look at the year-end balances (Attachment C). This report is "Preliminary", because the data has not been officially audited and there may be slight changes between this preliminary report and the final audited year-end balances. DISCUSSION: A. Attachment A: General Fund End-of-Year Financial Report ($ in millions) Revenues: During FY 2002, overall General Fund revenues remained solid and total actual revenues at year end exceeded appropriated budgeted revenues by $0.87 million. However during the last half of the year, some weakness began to appear in several significant revenue sources, such as State revenues and overall personal property tax income. Consequently, the FY 02 end of year difference of actual revenues over projected revenues compared to estimates made in the 3rd quarter report is about $0.78 million belowthose earlier projections. Real estate tax revenues remain strong and exceeded the appropriated budget by approximately $0.940 million (+1.8%) primarily due to an actual reassessment rate of 12.59% compared to the 11% estimated reassessment rate used for budget preparation as well as additional revenue from new construction as a result of a very active real estate market. Locally-collected personal property tax revenues exceeded budgeted revenues by $2.972 million primarily due to a shift in collections responsibility from anticipated state Personal Property Tax Relief (PPTR) payments to local taxpayer payments. At budget preparation time, the state was required to pay localities revenues for 2002 PPTR at the rate of 100%, but the state budget as adopted was based on continuation of the lower 70% rate in FY02. This shifted payment responsibility for a greater portion of the revenues from the state to individual taxpayers. Consequently, actual State PPTR revenues were $3.209 million less than budgeted. The combined personal property revenues (local and PPTR) were $0.237 million less than budgeted total. The net reduction was due to the widely used zero percent financing rate for new cars which had the result of significantly reducing used car resale values below the anticipated budgeted amount. The additional revenues from new car sales did not offset the used car resale value reduction. · Sales tax revenues at year-end were $0.144 below budget reflecting the general economic slowdown at the national, state, and local level. However, the final shortfall is about half of the projected shortfall from the trends being indicated during the earlier part of FY 02. Retail business license revenues are significantly tied to retail sales and ended up $0.326 million below budget. At the same time, repair, contractor, and professional licenses exceeded budget by $0.907. Net total business license revenue exceeded budget by $0.581 million. Utility taxes exceeded budget by $0.124 million primarily due to expanded cellular phone use. Other local tax revenues exceeded budget by $0.284 million due to additional fees generated by increased real estate sales and refinancing. Other local revenues show a $0.506 million decrease from budgeted amounts, mainly because of lower interest rates on bank deposits than originally estimated. State revenues, adjusted for PPTR, were $0.608 million less than budget due to reduced mobile home titling and leased vehicle fee collections, reduced Compensation Board reimbursements as a result of zero salary increase funding by the state, reduced HB 599 distributions to support police departments, and a shift in social services funding from state to federal sources. Federal revenues exceeded budget by $0.437 due to a shift in social services revenues from state funding to federal funding. Net social service revenues exceeded budget by $0.312 million. When end-of-the-year actual revenues of $128.225 million are combined with the total $7.198 million used from fund balance and transfers from other funds, total FY 02 revenues are $135.423 million, with actual resources over budgeted of $0.944 million, or a 0.7% positive variance. Expenditures: Overall General Fund year-end actual expenditures of $132.653 million were at 98.6% of budget, compared to an appropriated budget of $134.480 million. Actual spending was $1.828 million under budget. Departmental actual expenditures were at 96.7% of budget, and accounted for savings of approximately $1.552 million. Savings of $0.276 million occurred in Non-Departmental items. Since the third quarter report, net additional appropriations of $2.1 million were approved by the Board for a total FY 02 appropriated budget of $134.480 million. Within this $2.1 million, $1.557 million was appropriated to the Capital Improvements Fund's Capital Reserve and $0.446 million was appropriated to the Capital Improvements Fund's Ivy Landfill project from the FY 01 remaining audited fund balance (these transfers from the FY01 fund balance were approved by the Board in th the fall, but were not officially appropriated to the capital funds until the 4 quarter); $0.177 million was appropriated to JABA-Crozet Partners for the purchase of the Windham building offset by a $0.1 million transfer from the Board Contingency Reserve, and $0.019 million was appropriated to the Sheriff's Office for computer replacement purchases. 3. Revenues less Expenditures: This report indicates there will be a total of $2.770 million in unexpended revenues, which includes fund balance revenues, at the end of this current fiscal year (June 30, 2002). Changes since the 3® quarter projection mainly reflect an increase in the use of fund balances and other funds by the additional $2.1 million mentioned above (largely from the FY 01 balance surplus)offset bythe $0.78 million decrease in anticipated revenues. Preliminary Fund Balance Available as of 7/01/02 is $0.740 million. This results from the Board's approval of $2.030 million in FY 02 projected balances for FY 03 general government and school initiatives during budget work sessions, and the appropriation of $0.512 million in FY 02 undelivered th Purchase Orders into FY 03 atthe September 4 Board meeting. See the Fund Balance Report for details. (Attachment C). Preliminary Projected Unobligated Funds as of 10/02/02 is $0.427 million, which takes into consideration use of a portion of the available fund balance for $0.313 million in proposed commitments (See the Fund Balance Report and the October 2® Executive Summary, Proposed 2 FY 03 Budget Amendment for details). These include: · $0.244 million in approved uncompleted FY02 projects · $0.069 million in proposed additional project requests Attachment B: Annual Budqet Comparison Report as of June 30, 2002 ($ in millions) This bar-chart report tracks comparisons of revenue and expenditure categories from the prior fiscal year's actual amounts, and among the FY 02 adopted budget, appropriated budget, and actual figures: Revenues: · Revenues from real estate taxes, state revenues (including PPTR), and Federal revenues show positive growth over last year. · Revenues from locally-collected personal property taxes are approximately $2 million less than last year, although offset partially by an increase in PPTR revenues in the state revenue category. · Business license revenues and other local revenue (interest payments and fees) have declined since last year. · Other local taxes, sales taxes, utility taxes, and meals tax either show only modest growth or remain about level with last year's collections. · However, actual collections of sales tax, state revenue, and other local revenue were below anticipated budgeted levels for FY 02. 2. Expenditures: · The charts show that FY 02 expenditures increased in nearly all functional areas over FY 01 actuals. The largest increases were in the Human Development and Public Safety functions. · The large increase (+9.9%) in the Transfer to the School Division in FY 02 over FY 01 reflects an increase of $4.1 million in recurring funds plus a one-time transfer amount of $1.5 million. Attachment C: Fund Balance Report ($ in millions) This report indicates that based on preliminary and un-audited FY 02 data, the County General Fund had: 1. An audited FY 01 fund balance at 6/30/01 of $18.954 million; Appropriated an additional $5.442 million in approved projects during FY 02 (including $2.003 million in surplus FY 01 fund balances to the Capital Improvements Fund), thus reducing the net 6/30/01 Fund Balance available to $13.512 million; 3. Added an additional $2.770 million in preliminary FY 02 revenues over expenditures for a Preliminary 6/30/02 Fund Balance of $16.282 million; Recognized a Preliminary Net 6/30/02 Fund Balance Available of $0.740 million after subtracting the minimum required cash flow need of $13.0 million, the approved carryover Purchase Order appropriations of $0.512 million and the budgeted use of $2.03 million of fund balance for FY 03 general government and school initiatives approved during the budget work sessions; Anticipated proposed commitments in FY 03 of $0.244 million in uncompleted FY 02 projects and $0.069 million in new appropriation requests being presented for approval at the Board's October 2nd meeting. The specific requests are explained in a separate Executive Summary on FY 03 Budget Amendments 6. Leaving a projected uncommitted, unobligated fund balance of $0.427 million, which could be available for future needs or held as a reserve. Discussion of FY 02 Carry-Over and Uncommitted Balance: Last September, the Board approved a carry-over policy that allocated 100% of unbudgeted revenues and 60% of departmental expenditure savings (savings after all encumbered amounts are reappropriated) to the Fund Balance to meet required cash flow needs with any funds over and above the necessary amount for minimum cash flowto go to the CIP Reserve Fund for future capital needs, capital repair and maintenance items and/or debt service. The policy further stated that the remaining 40% of expenditure savings could be used for other projects at the Board's discretion and approval. These policies were to be guidelines subject to end-of-the-year revenues, fund balance needs and other County or Board priorities. Due to the lower than anticipated total FY02 revenue surplus of $0.944 million and the $2.03 million commitment of projected revenues to the FY03 budget, this policy cannot be followed since approximately $1.086 million or 59% of the expenditure saving is also needed to fund the FY03 budget commitments. Therefore, no excess funds are available this year for transfer to the Capital Reserve Fund. Of the remaining available savings of $0.740 million, staff is recommending that $0.244 million (33%) be allocated to approved FY02 projects that were unable to be completed in the fiscal year and $0.069 million (9%) to new projects for FY03. The remaining $0.427 million is not recommended for any other projects at this time, but rather to be retained as available and uncommitted fund balance The Commonwealth is currently experiencing significant shortfalls in State revenues which will adversely impact the availability of funds in the State budget, including budgeted amounts projected to be shared with or provided to local governments. Similarly, estimated local government revenues for FY 03 may also be impacted by economic conditions and State budget decisions. Finally, the preliminary actual numbers for FY 02 revenues and expenditures could change some after completion of the FY 02 audit and verification of all preliminary amounts. All of these factors point to a need to maintain some level of uncommitted fund balance available in the General Fund. RECOMMENDATION: Staff recommends acceptance of the Preliminary FY 2002 End-of-the-Year Financial Report, and recommends that the current uncommitted, unobligated fund balance of $0.427 million be retained as a balance in the General Fund pending completion of the FY 02 audit, the publication of the Governor's decisions on changes to the FY 2003-04 Biennium State Budget, and availability of more actual FY 03 revenue collection history. Maintaining this uncommitted balance of $0.427 million would give the County some ability, within limits, to handle any future downward adjustments in anticipated revenues because of any of the above factors without adversely impacting current operating programs. Count~ of Albemarle General Fund Quarterly Financial Report Year-to-Date (YTD) For Twelve Months Ended June 30, 2002 - PRELIMINARY ($ in millions) Prior Year - FY 00,,01 06/30/01 YTD Actual Revenues: Real Estate Taxes $47.340 Personal Properby Taxes 14.057 Sales Taxes 9.558 Busine~ Licenses 7.103 Utility Taxes 6.453 Meals Tax 3.642 Other Local Taxes 7.905 Other Local Revenue 5.154 State Revenue 17.179 Federal Revenue 3.403 Total Revenues 121,798 Use of FYO0/01 Fund Balance 0.000 Use of Other Funds 1.585 Total $128.880 Current Year - FY 01/02 YTD Actual 07/01/01 06/30/02 06/30/02 as % of Adopted fll Appropriated f21 YTD Actual f31 Adopted $52.570 $52.570 $53.510 101.8% 9.194 9.194 12.166 132.3% 9.980 9.980 9.836 98.6% 6.089 6.089 6.670 109.5% 6.449 6.449 6.573 101.9% 3.675 3.675 3.686 100.3% 7.562 7.562 7.835 103.6% 4.316 4.393 3.887 90.1% 23.919 23.938 20.120 84.1% 3.471 3.506 3.942 113.6% 127.224 127.355 128.225 100.8% 2.069 5.442 5.442 263.0 % 1.623 1.683 1.756 108.2% $130.916 $134.479 $135.423 103.4% ,~[tachme~ A YTDActual Variance as%of ActuaI-Approp Appropriated $0.940 101.8% 2.972 132.3% ¢.144) 98.6% 0.581 109.5% 0.124 101.9% 0.011 100.3% 0.273 103.6% ¢.506) 88.5% ¢.817) 84.1% 0.437 112.5% 0.870 100.7% 0.000 100.0% 0.073 104.4% 0.944 100.7% Prior Year - FY 00/01 06/30/01 YTD Actual Expenditures: Administration $6.533 Judicial 2.632 Public Safety 14.096 Public Wor~s 2.802 Human Development 9.518 Par~s, Rec. & Culture 4.290 Community Development 3.451 Subtotal Operations 43.322 Transfer to School Division 56.674 Non-Bept (revenue share; reserves; refunds,~ 6.216 Subtotal 106.211 Transfersto Capital Fund and Debt Service 19.037 Total $125.248 (1) July 1,2001 ,adopted General Fund FY01,,02 Budget. (2) ,~pprepdated General Fund Budget as of June 30, 2002 (3) Preliminary as of September 17, 2002 Current Year - FY 01/02 YTD Actual 07/01/01 06/30/02 06/30/02 as % of Adopted fll Appropriated f21 YTD Actual f31 Adopted $6.984 $7.375 $7.026 100.6% 2.568 2.623 2.633 102.5% 15.104 15.293 14.967 99.1% 2.963 3.135 2.827 95.4% 10.451 10.682 10.618 101.6% 4.316 4.366 4.249 98.4% 4.037 4.278 3.878 96.1% 46.423 47.751 46.199 99.5% 62.289 62.289 62.289 100.0% 7.171 6.870 6.594 92.0% 115.884 116.910 115.082 99.3% 15.032 17.570 17.570 116.9% $130.916 $134.480 ~132.653 101.3% YTDActual Variance as%of ActuaI-Approp Appropriated $0.348 95.3% ¢.010) 100.4% 0.326 97.9% 0.308 90.2% 0.063 99.4% 0.117 97.3% 0.400 90.7% 1.552 96.7% 0.000 100.0% 0.276 96.0% 1.828 98.4% 0.000 100.0% 1.828 98.6% County of Albemarle General Fund Annual Budget Comparison Report (as of June 30, 2002) - PRELIMINARY ($ in millions) Attachment B Revenues 60.0 50.0 40.0 30.0 20.0 10.0 Real Estate Personal Taxes Property Taxes Sales Taxes Business Utility Tax Meals Tax Other Local Other Local Licenses Taxes Revenue [] 00/01 Actual [] 01/02Adopted [] 01/02Appropriated [] 01/02Actual State Federal Revenue Revenue 18.0 16.0 14.0 12.0 10.0 6.0 4.0 2.0 Administration ¢ ¢ ¢ ¢ ¢ ¢ ¢ ¢ Expenditures Judicial Public Safety Public WorNs Human Parks, Rec& Community Development Culture Development [] 00/01 Actual[] 01/02 Adoptedr'l 01/02 Appropriatec~ 01/02 Actua Non- departmental Transfer to Sch'ool Division County of Albemarle General Fund Quarterly Fund Balance Report Year-to-Date (YTD) For Twelve Months Ended June 30, 2002 - PRELIMINARY ($ in millions) Fund Balance, 06/30/01 $18.954 Attachment C Less FY 02 Appropriations Approved to Date: FY02 Budgeted General Government Initiatives FY02 Budgeted Additional School Division Transfer FY01 Outstanding Purchase Orders FY01 Projects not completed by 06/30/01 FY02 New Projects using FY01 Carry-Over Funds FY02 Surplus to Capital Reserve FY02 Surplus to Ivy Landfill 0.568 1.501 0.254 0.997 0.118 1.557 0.446 Specific FY 02 Projects: Region Ten Youth Summit Contribution Total Approved Appropriations to Date 0.001 5.442 Preliminary Net 06/30/01 Fund Balance Available, including cash flow $13.512 P ~!iminat~ F~ ~2 Revenues ! ~ ~e~s ~ E XPe ~d it ~ ~eS $277 0 Preliminary 06/30/02 Fund Balance $16.282 Less Minimum Required Cash Flow Balance 13.000 Less: FY03 Appropriations approved School One-time funding ACE Ivy Landfill Groundwater Study Additional Jail & Juvenile Detention Center items Miscellaneous other budget line items FY 02 Carryover Purchase Orders 0.125 0.550 0.475 0.110 0.125 0.645 0.512 2.542 Proposed FY 03 Commitments: Approved committed projects Requested new projects 0.244 0.069 COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Proposed FY 2002 Budget Amendment SUBJECT/PROPOSAL/REQUEST: Public Hearing on the Proposed FY 2002 Budget Amendment in the amount of $890,613.09, and request approval of the amendment and of Appropriations #2001087 and #2001088 to provide funds for various General Government and School programs. STAFF CONTACT(S): Tucker, White, Hildebeidel AGENDA DATE: October 2, 2002 ITEM NUMBER: ACTION: X INFORMATION: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: The Code of Virginia {}15.2-2507 stipulates that any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget or the sum of $500,000, whichever is lesser, 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, E-911, School Self-Sustaining, etc DISCUSSION: This proposed FY 2002 Budget Amendment totals $890,613.09. The estimated expenses and revenues included in the proposed amendment are shown below: ESTIMATED EXPENDITURES General Fund Local Government Programs/Projects School Fund Education Programs/Projects $ 388,720.00 $ 13,904.00 $ 934.31 $ 487,054.78 TOTAL ESTIMATED EXPENDITURES -All Funds $ 890,613.09 ESTIMATED REVENUES Local Revenue $ 236,535.02 State Revenue $ 39,013.00 Federal Revenue $ 50,326.10 Fund Balances $ 564,738.97 TOTAL ESTIMATED REVENUES -All Funds $ 890,613.09 This budget amendment consists of eight appropriations. Three appropriations were approved by the Board at the August 7, 2002 meeting (DMV Child Safety Seat Grant: $1,904.00, School Donations and Grant Awards: $17,434.31, and Pre-School Grant Program: $18,957.63); three additional appropriations were approved at the AGENDA TITLE: Proposed FY 2002 Budget Amendment October 2, 2002 Page 2 September 4, 2002 meeting (Fire/Rescue AED Grant: $9,000.00, Various School Self-Sustaining Programs: $74,279.43, and Adjustments to the School Fuel, AIMR, and Food Services Funds: $255,317.72), and two appropriations will need to be approved by the Board after consideration of this Budget Amendment. A detailed description of the two appropriations (#2001087 and #2001088) requiring approval at this meeting is provided on Attachment A. RECOMMENDATION: Staff recommends approval of the FY 2002 Budget Amendment in the amount of $890,613.09 after the public hearing, and approval of Appropriations #2001087 and #2001088. 02.147 Attachment A APPROPRIATION #2001087 $391,720.00 Preliminary FY 2002 financial reports show that a number of County cost centers or activities will have minor over-expenditures. Virginia statutes require an appropriation for all expenditures. General Government Programs (General Fund) $388,720.00 Human Resources $ Expenditures for the Early Retirement Program exceeded budget projections and unemployment claims for the County's self-insured plan were greater than in previous years. 14,700.00 Circuit Court $ 5,600.00 Updating of law books and juror expenses exceeded projections. Juvenile Court FY 2002 budget anticipated the transfer of staff from the County payroll to the City as of July 1, 2001. This did not occur until August 1, 2001, and the City has reimbursed the County for this expenditure. $ 24,100.00 Sheriff's Office $ Reimbursable Overtime incurred in the Office exceeded budget projections by $10,009, which is offset by receipts to the County. The remainder involves extra compensation of deputies and vehicle costs to transport defendants between distant detention facilities and Juvenile Court appearances. A proportionate share of the expenses for Juvenile Court cases is expected to be recovered from the City after a final analysis is completed. 30,000.00 Emergency Medical Services The County receives a grant each year which is shared equally among the three area rescue squads. The FY 2002 grant exceeded the budget projections. $ 1,320.00 Regional Jail Inmate population increased significantly in FY 2002 resulting in higher than projected per diem expense for all participating localities. $ 290,000.00 Towe Park Equipment repairs and building maintenance exceeded projections. $ 3,000.00 Tax Refunds Business License refunds exceeded projections due to a change in State Code. State Code was amended several years ago to reduce the license basis for temporary help agencies. Several companies had continued to report total gross receipts instead of just the agency fee. $ 20,000.00 Family Support Fund Social Services - Family Support Program $ Salaries exceeded budgeted projections for this program in FY 2002. Fund Balances are available for appropriation in this 100% Federally grant funded program. 3,000.00 $3,000.00 APPROPRIATION #2001088 $122~000.00 The Albemarle County Public Schools Summer Program incurred over-expenditures for FY 2002. Salary expense exceeded projection and will be funded from prior year balances of this program. FMS2 I COUN~ OF AEBEMAREE APP # 2004 08? REVISED 6/84 APPROPRIATION DATE 09/12/02 BATCH NUMBER EXPLANATION: APPROVAL OF FY 02 OPERATING OVER EXPENDITURES. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 1000 12030 223000 HUM RESR EARLY RETIREES J 1 3,000.00 1 1000 12030 260000 HUM RESR UNEMPLOYMENT J 1 11,700.00 1 1000 21010 601200 CIRCT BOOKS &SUBS J 1 5,600.00 1 1000 21051 110000 JUVCT SALARIES J 1 24,100.00 1 1000 31020 110000 SHERIFF SALARIES J 1 30,000.00 1 1000 32030 565002 EMS CH'VILLE J 1 440.00 1 1000 32030 565102 EMS WESTERN J 1 440.00 1 1000 32030 565202 EMS SCOTTESVILLE J 1 440.00 1 1000 33020 700002 REGIONAL JAIL J 1 290,000.00 1 1000 71002 700007 TOWE PARK J 1 3,000.00 1 1000 92010 580304 REFUNDS BUS. LIC. J J 1 20,000.00 2 1000 51000 510100 FUND BALANCE J 2 388,720.00 1000 0501 EST REVENUE J 388,720.00 1000 0701 APPROPRIATION J 388,720.00 I 1557 53150 110000 FAMILY SUPPORT-SALARIES J I 3,000.00 2 1557 51000 510100 FUND BALANCE J 2 3,000.00 I J 1557 0501 EST REVENUE J 3,000.00 1557 0701 APPROPRIATION J 3,000.00 J J J J J J J J J J J J J J J J J TOTAL 783,440.00 391,720.00 391,720.00 I PREPARED BY: MELVIN BREEDEN DATE: 10/11/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: FMS2 I COUN~ OF AEBEMAREE APP # 2004 08~ REVISED 6/84 APPROPRIATION DATE 09/13/02 BATCH NUMBER EXPLANATION: ADDITIONAL FUNDING FOR SUMMER SCHOOL PROGRAM. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 3310 61120 132100 P/T WAGES-TEACHER J 1 100,303.77 1 3310 61120 137100 P/T WAGES-BUD DIRIVER J 1 13,026.47 1 3310 61120 210000 FICA I J 1 8,669.76 2 3310 51000 510100 FUND BALANCE J 2 122,000.00 3310 0501 EST REVENUE J 122,000.00 3310 0701 APPROPRIATION J 122,000.00 J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J TOTAL 244,000.00 122,000.00 122,000.00 I PREPARED BY: MELVIN BREEDEN DATE: 09/13/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Proposed FY 2003 Budget Amendment SUBJECT/PROPOSAL/REQUEST: Public Hearing on the Proposed FY 2003 Budget Amendment in the amount of $759,099.61, and request approval of the amendment and of Appropriations #2003011, 2003012, 2003013, 2003014, 2003015 and 2003016 to provide funds for various General Government and School programs. STAFF CONTACT(S): Messrs. Tucker, Hildebeidel, Ms. White AGENDA DATE: October 2, 2002 ITEM NUMBER: ACTION: X INFORMATION: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: The Code of Virginia §15.2-2507 stipulates that any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget or the sum of $500,000, whichever is lesser, 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, E-911, School Self-Sustaining, etc DISCUSSION: This proposed FY 2003 Budget Amendment totals $759,099.61. proposed amendment are shown below: The estimated expenses and revenues included in the ESTIMATED EXPENDITURES General Fund Local Government Programs/Grants School Fund Capital Improvements Fund Tourism Fund $ 317,515.05 $ 4,812.00 $ 75,459.56 $ 482,600.00 $(121,287.00) TOTAL ESTIMATED EXPENDITURES -All Funds $ 759,099.61 ESTIMATED REVENUES Local Revenue $ 248,221.05 Federal Revenue $ 4,812.00 Fund Balances $ 506,066.56 TOTAL ESTIMATED REVENUES -All Funds $ 759,099.61 This budget amendment consists of six appropriations, which will need to be approved by the Board after consideration of this Budget Amendment. A detailed description of these appropriations is provided on Attachment A. RECOMMENDATION: Staff recommends approval of the FY 2003 Budget Amendment in the amount of $759,099.61 after the public hearing, and approval of Appropriations #2003011, #2003012, #2003013, #2003014, #2003015 and #2003016 to provide funds for various General Government and School programs. Attachment A APPROPRIATION #2003011 $4,171.05 The Albemarle County Department of Fire and Rescue has 10 career fire and rescue staff members trained as Child Safety Seat Technicians who inspect and install child safety seats. Currently, the staff inspects roughly 250 seats per month, of which about 98% are installed incorrectly. In the past year, the Department has joined with other area agencies, including UVA Health Services, area police departments, State Farm Insurance, Kiwanis Club, Insurance Institute for Highway Safety, K-Mart, and County Vehicle Maintenance Services to enhance this program. With the growth of the number of agencies having staff trained as Child Safety Seat Technicians and the ability to "take the show on the road" with the Child Safety Seat Trailer purchased earlier this year, there is a need to replenish the trailer with additional car seats and equipment. The Department has received donations from previous installations and from several of the above named agencies, which have been deposited into a separate County Trust Fund account. This appropriation involves the transfer of $4,171.05 of contributions from the Contribution Trust Fund to the General Fund, and the appropriation of the $4,171.05 to the Fire/Rescue Department operating budget to purchase supplies and materials for the Child Safety Seat Inspection program. APPROPRIATION #2003012 $(121,287.00) Actual revenues realized in the Tourism Fund in FY 2002 were less than anticipated, consequently the current Fund Balance is below levels projected in the initial FY 2003 Appropriations Resolution. The FY 2002 appropriated Tourism Fund contingency reserve line item was carried forward into FY 2003, but now must be reduced to come into balance with available revenues in the Tourism Fund. This appropriation reduces the Tourism Fund Contingency Reserve line item amount by $121,287.00 in FY 2003. APPROPRIATION #2003013 $795,944.00 This is an appropriation of Fund Balances available in the General Fund and the General Government Capital Improvements Fund to continue projects initiated in FY 2002 and to provide for new projects to meet urgent needs that were not anticipated when the FY 2003 Budget was prepared and adopted. The specific uses of the funds are outlined below: General Government (General Fund) Programs $313,344.00 Management and Budget Leadership Council Initiative funds to support managerial/staff development and regional cooperative training programs $ 10,000.00 Finance Salaries and benefits to fully fund approved reclassifications $ 21,237.00 Clerk of the Circuit Court $ 5,000.00 Contract services to convert microfilmed land records to digital images Police Services Insurance deductibles - risk management plan Rental for satellite facilities - Trophy Chase apartments Additional costs of radio communications maintenance contract $ 21,500.00 $ 10,000.00 $ 8,500.00 $ 3,000.00 Volunteer Fire Departments Purchase of thermal imaging cameras (3) delayed from FY 02 $ 39,250.00 Inspections Purchase of updated State Building Code books $ 4,000.00 Public Works Repair & Maintenance - Buildings; carryover invoices from FY 02 Parks & Recreation Greenway Contributions Planning & Community Development Salaries & Benefits - Regular; approved reclassification P/T Wages - ARB board members Planning - E-911 Rescission of unneeded funds for Aerial Photography. Additional training for Parcel Conversion Project implementation Office of Housing County share of regional housing agencies study Non-Departmental Transfer to Capital Improvements Fund $ 7,000.00 $ 1,000.00 $ 27,400.00 22,000.00 5,400.00 $ (68,043.00) (71,043.00) 3,000.00 $ 10,000.00 $ 235,000.00 General Government Capital Improvements Fund Zoning Permit Tracking System Automation Information Technology Business Systems Technology Upgrade Public Works Lane Auditorium Roof Repairs Public Works Centralized Filing System Voting Polling Place Upgrades Planning/E-911 GIS Software Licenses $ 30,000.00 $ 330,000.00 $109,000.00 70,000.00 14,000.00 25,000.00 $ 13,600.00 $482,600.00 APPROPRIATION #2003014 $9,050.00 Albemarle County Public Schools have received donations totaling $9,050.00. Henley Middle School received a donation from the Henley Middle School PTO in the amount of $3,000.00. These funds will be used for salaries for the At-Risk Program and library night. Geer Elementary School received donations in the amount of $1,050.00. Mr. William Tucker III made a donation in the amount of $1,000.00 and Girl Scout Brownie Troop #30310 made a donation in the amount of $50.00. These donations will be used to purchase instructional materials for the school. Yancey Elementary School received a donation in the amount of $5,000.00 from the Mitford Children's Foundation. This donation will be used to fund the oral history project for Yancey Elementary School. APPROPRIATION #2003015 $4,812.00 As a collaborative project, the Albemarle County Department of Social Services, Charlottesville Department of Social Services, and Region Ten Community Services Board jointly submitted a grant proposal to the Virginia Department of Social Services, for a program called "Community Collaboration: Mental Health and Substance Abuse Services". This appropriation will provide $4,812.00, to be reimbursed to the County by 100% Federal TANF dollars, for the County's portion of this joint program to the Albemarle County Department of Social Services. The City of Charlottesville serves as the Fiscal Agent for the project. The purpose of this program is to provide mental health and substance abuse (MH/SA) services to TANF/VIEW participants in the City and the County, with the goal of improving the employment success of these participants and to ensure their entry into the labor force as quickly as possible while simultaneously working to ensure that treatment services are provided. This project focuses on crisis intervention and short- term treatment, on-site assessment, staff consultation and training, and case staffing with the partner agencies. The role of the Albemarle County Department of Social Services is to provide office space for the program's MH/SA counselor, referrals and coordination with community partners, school-based pre-placement prevention social workers for families with children K-5, other child welfare services, and support staff. APPROPRIATION #2003016 $66~409.56 This is a re-appropriation of $66,409.56 in the School Fund for outstanding, undelivered FY 2002 Purchase Orders as of June 30, 2002 for instruction materials, facilities maintenance, and textbooks for the Albemarle County Public Schools. The funds are available from the Fund Balance in the School Fund. FMS2 I COUN~ OF ALBEMARLE APP # 2003 0~ REVISED 6/84 APPROPRIATION DATE 09/12/02 BATCH NUMBER EXPLANATION: TRANSFER OF CONTRIBUTED FUNDS TO BE EXPENDED FOR CHILD SAFETY SEAT TRAINING. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 1000 32015 561415 CAR SEAT SAFETY PROGRAM J 1 4,171.05 2 1000 51000 512008 TRANSFER IN J 2 4,171.05 1000 0501 EST REVENUE J 4,171.05 1000 0701 APPROPRIATION J 4,171.05 I J I 8405 93010 930009 TRANSFER TO G/F J I 4,171.05 2 8405 51000 510100 FUND BALANCE J 2 4,171.05 8405 0501 EST REVENUE J 4,171.05 8405 0701 APPROPRIATION J 4,171.05 J J J J J J J J J J J J J J J J J J J J J J J J J J J J TOTAL 16,684.20 8,342.10 8,342.10 I PREPARED BY: MELVIN BREEDEN DATE: 09/12/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: FMS2 I COUN~ OF ALBEMARLE APP # 2003 0~ REVISED 6/84 APPROPRIATION DATE 09/12/02 BATCH NUMBER EXPLANATION: ADJUSTMENT OF CONTINGENCY IN TOURISM FUND DUE TO SHORTFALL IN FY02 REVENUES. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 1810 72030 999999 CONTINGENCY FUNDS J 1 {121,287.00) 2 1810 51000 510100 FUND BALANCE J 2 {121,287.00) I J 1810 0701 APPROPRIATION J 121,287.00 1810 0501 EST REVENUE J 121,287.00 J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J TOTAL {242,574.00) 121,287.00 121,287.00 I PREPARED BY: MELVIN BREEDEN DATE: 09/12/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: FMS2 I ~0UN~ OF A~BEMAR~E APP # 2003 043 REV SED 6/84 APPROPR AT ON DATE 09/18/02 BATCH NUMBER EXPLANATION: FUNDING FOR REAPPROPRIATION REQUEST. SUB. LEDGER GENERAL LEDGER YPIFUNE DEPT E)BJEC3 ACCOUNT DESCRIPTION COD AMOUNT DEBIT CREDIT I 1000 12015 580040 Mgt & Budget Leadership Council Init. J I 10,000.00 I 1000 12143 110000 Finance Salaries-Regular J I 19,000.00 I 1000 12145 110000 Finance Salaries-Regular J I 2,237.00 I 1000 21060 310210 Clerk of Circuit Ct Document Scanning J I 5,000.00 I 1000 31013 332100 Police Services Maint. Contract-Equip. J I 3,000.00 I 1000 31013 530010 Police Services Insurance Deductibles J I 10,000.00 I 1000 31013 540000 Police Services Leases And Rentals J I 8,500.00 I 1000 32020 800700 Volunteer Fire Thermal Imaging Camera J I 39,250.00 I 1000 34000 600103 Inspections Record Books J I 4,000.00 I 1000 43002 331200 Public Works R&M Equip- Building J I 7,000.00 I 1000 71018 999875 Parks & Recreation Greenway Contributions J I 1,000.00 I 1000 81010 110000 Planning Salaries-Regular J I 22,000.00 I 1000 81010 131100 Planning PT/Wages-ARB Board J I 5,400.00 I 1000 81017 312385 Planning Aerial Photography J I (71,043.00) I 1000 81017 550400 E-911/Planning Parcel Coversion Project J I 3,000.00 I 1000 81030 580417 Housing Housing Agencies Study J I 10,000.00 I 1000 93010 930010 Transfers Trs. To C.I.P. J I 235,000.00 2 1000 51000 510100 General Fund Fund Balance J 2 313,344.00 J 1000 0501 EST. REVENUE J 313,344.00 1000 0701 APPROPRIATION J 313,344.00 J I 9010 81040 950151 Zoning Permit Tracking J I 30,000.00 I 9010 12200 800714 Information Tech Technology Upgrade J I 330,000.00 I 9010 43100 800666 Public Works LaneAudit. Roof J I 70,000.00 I 9010 43100 950141 Public Works PW Centralized Filing J I 14,000.00 I 9010 43100 950142 Public Works Polling Site Upgrades J I 25,000.00 I 9010 81010 950139 E-911/Planning GIS Software/Licenses J I 13,600.00 2 9010 51000 512004 Capital Imp Transfer From G/F J 2 235,000.00 2 9010 51000 510100 Capital Imp Fund Balance J 2 247,600.00 J 9010 0501 EST. REVENUE J 482,600.00 9010 0701 APPROPRIATION J 482,600.00 J TOTAL 1,591,888.00 795,944.00 795,944.00 I PREPARED BY: MELVIN BREEDEN DATE: 09/18/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: I DATE: FMS2 I COUN~ OF ALBEMARLE APP # 2003 0~a REVISED 6/84 APPROPRIATION DATE 09/18/02 BATCH NUMBER EXPLANATION: DONATIONS FOR EDUCATION PROGRAMS. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 2252 61101 160300 STAFF DEVELOPMENT J 1 3,000.00 1 2204 61101 601300 INST. SUPPLIES J 1 1,050.00 1 2213 61101 800700 ADP EQUIPMENT J 1 5,000.00 2 2000 18100 181109 DONATIONS J 2 9,050.00 2000 0501 EST. REVENUE J 9,050.00 2000 0701 APPROPRIATION J 9,050.00 TOTAL 18,100.00 9,050.00 9,050.00 I PREPARED BY: MELVIN BREEDEN DATE: 09/18/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/02/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: FMS2 I COUN~ OF ALBEMARLE APP # 2003 0~ REVISED 6/84 APPROPRIATION DATE 09/18/02 BATCH NUMBER EXPLANATION: FUNDING FOR TANF HARD TO SERVE PROPOSAL. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 1660 53014 520300 TELECOMUNICATIONS J 1 275.00 1 1660 53014 540000 RENT J 1 3,300.00 1 1660 53014 550100 TRAVEL J 1 321.00 1 1660 53014 550402 TRAINGING J 1 458.00 1 1660 53014 600100 OFFICE SUPPLIES J 1 275.00 1 1660 53014 332104 COMPUTER MAINT. J 1 183.00 2 1660 33000 330001 FEDERAL GRANT REV J 2 4,812.00 1660 0501 EST. REVENUE J 4,812.00 1660 0701 APPROPRIATION J 4,812.00 J J J J J J J J J J J J J J J J J J J J J J J J J J J J J TOTAL 9,624.00 4,812.00 4,812.00 I PREPARED BY: MELVIN BREEDEN DATE: 09/18/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/02/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: FMS2 I COUN~ OF ALBEMARLE APP # 2003 REVISED 6/84 APPROPRIATION DATE 10/11/02 09/18/02 BATCH NUMBER EXPLANATION: REAPPROPRIATION TO COVER SCHOOL FUND PURCHASE ORDERS FROM FY02. SUB. LEDGER GENERAL LEDGER TYPE FUND DEPT OBJEC3 ACCOUNT DESCRIPTION CODEAMOUNT DEBIT CREDIT 1 2114 61101 602000 INSTRUCTION J 1 11,967.00 1 2433 62410 312300 FACILITY MAINT J 1 3,000.00 1 2433 62410 312700 FACILITY MAINT J 1 1,360.00 1 2433 62420 331200 FACILITY MAINT J 1 1,319.00 1 2433 62420 332200 FACILITY MAINT J 1 1,353.19 1 2433 62420 540200 FACILITY MAINT J 1 3,501.20 1 2433 62420 600000 FACILITY MAINT J 1 4,082.72 1 2433 62420 600500 FACILITY MAINT J 1 5,385.74 1 2433 62420 600700 FACILITY MAINT J 1 1,562.16 1 2433 62420 601100 FACILITY MAINT J 1 360.30 1 2433 62420 800101 FACILITY MAINT J 1 3,081.30 1 2433 64600 800903 BLDG. IMPROVEMENTS J 1 4,008.00 1 2114 61101 602000 TEXTBOOKS J 1 25,428.95 2 2000 51000 510100 FUND BALANCE J 2 66,409.56 2000 0501 EST. REVENUE J 66,409.56 2000 0701 APPROPRIATION J 66,409.56 J J J J J J J J J J J J J J J J J J J J TOTAL 132,819.12 66,409.56 66,409.56 I PREPARED BY: MELVIN BREEDEN DATE: 09/18/02 BD. OF SUPV. APPROVAL: ELLA W. CAREY DATE: 10/08/02 ACCT. APPROVAL: DATE: ENTERED BY: DATE: COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing - ICNA Tenant House Lease SUBJECT/PROPOSAL/REQUEST: Request authorization for County Executive to sign new ICNA tenant house lease. STAFF CONTACT(S): Mr. Tucker, Ms. White, and Mr. Mullaney AGENDA DATE: October 2, 2002 ACTION: X CONSENT AGENDA: ITEM NUMBER: INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The City and County own a house at the Ivy Creek Natural Area. The house is currently vacant. Seven potential tenants were interested. After a review of references and past rental history, all were interviewed. The Parks and Recreation Department is recommending that the City and County enter into a lease agreement with Steve and Debbie McVey. The new tenant will be responsible for paying $150 monthly rent and performing an estimated 60 hours of work per month. The tenant duties are outlined in the attached "Addendum to Lease Agreement". The lease has been reviewed and approved by the offices of both the City and County Attorney. The lease consists of a standard residential lease agreement with an addendum to cover the special requirements such as the aforementioned tenant responsibilities. The Deputy County Attorney has advised that Virginia Code Section 15.2 - 1800(B) requires the Board of Supervisors to hold a public hearing prior to entering into this lease agreement. The Clerk of the Board has advertised the hearing as required. RECOMMENDATION: Staff recommends that the Board of Supervisors hold the public hearing and then authorize the County Executive to sign this lease agreement on behalf of the County. 02.146 RESIDENTIAL LEASE AGREEMENT THIS LEASE AGREEMENT is made as of this 15_, day of October, 2002; by and between Coun _ty of Albemarle & Ci_ty of Charlottesville (Landlord), whose address is 401 Mclntire Road. Charlottesville. Virginia 22902: PO Box 911, Charlottesville. Virginia 22902 (ci _ty) and Steve and Debbie McVey. 1. REAL PROPERTY AND TERM OF OCCUPANCY. In consideration of the promises and covenants herein, Landlord hereby leases to Tenant that property located in the City/County of Albemarle= Virginia, and known as Ivy_ Creek Natural Area Park Tenant House together with the fixtures and personal property listed below, (the Premises) for the term of 1 (one) year(s) commencing at a.m./p.m. (At noon if not otherwise indicated) on _October 15_, 2002, a.m./p.m. (At noon if not otherwise indicated) on _October 15_, 2003. 2. PERSONAL PROPERTY. The following personal property is included in the Premises subject to this lease: Range oven, woodstove, refrigerator. 3. USE OF PREMISES. The Premises will be used by Tenant as a private dwelling and for no other purpose. The Premises will be occupied by no persons other than persons who have signed this Lease as Tenant and such person's children under the age of 18. 4. RENT. Tenant agrees to pay as rent the total sum of $_1,800.00_, due and payable in advance in monthly installments of $_150.00_, except as follows: If the lease term begins on a day other than the first day of a calendar month, the first month's rent shall be $ 75.00. If the lease term ends on a day other than the last day of a calendar month, the last month's rent shall be $ 75.00 . The first month[~s rent payment is due _October 15_, 2001. The monthly installment of rent due for each month thereafter shall be due on the first day of each month. REnt shall be paid to Coun _ty of Albemarle (landlord/agent) at Albemarle County Parks & REcreation. 401 Mclntire Road. Charlottesville. Virginia 22902 (address) or at other such place as Landlord or Agent may from time to time designate in writing. If a monthly installment of rent is not received before the 6th day of the month, Tenant agrees to pay as additional rent a charge of late fee of $10.00 for each month that the monthly installment of rent is not received by the 6th day of such month. The purpose of this late fee is to compensate Landlord for the expenses of processing such delinquent account. REnt payments will be applied first to all past due balances of rent and other charges owing under this Lease. The remaining portion if any of such rent payments will be applied to current rent. If there are two or more tenants, Landlord shall have the option of requiring that only one check, cashier's check or money order will be accepted for each monthly installment for rent. 5. BAD CHECKS. Tenant agrees to pay as additional rent a charge of $15.00 for each check returned for insufficient funds. This charge will be in addition to any late fee, which may be due. If any of Tenant's checks are returned to Landlord or Agent for insufficient funds, Landlord will have the option of requiring that further payments must be paid by cash, cashier's check, certified check, or money order. 6. SECURITY DEPOSIT. Tenant agrees to pay the sum of $_150.00_ as a security deposit. This sum will be due when this Lease is signed by Tenant. Prior to the termination or expiration of this Lease, if Landlord makes any deductions from the security deposit for charges arising under this Lease or by law, Tenant agrees to pay Landlord such sums as may be necessary to offset such deductions to replenish and maintain the security deposit in the amount set forth above. The security deposit will be held by Landlord to secure Tenant's full compliance with the terms of this Lease. Within 30 days after the termination of this Lease, Landlord may apply the security deposit and any interest required by law to the payment of any damages Landlord has suffered due to Tenant's failure to maintain the Premises, to surrender possession of the premises thoroughly cleaned and in good condition (reasonable wear and tear excepted), or to fully comply with the terms of this Lease, and any balance, if any, to unpaid rent. Landlord shall provide Tenant with an itemized accounting, in writing, showing all such deductions. Within this 30-day period, Landlord will give or mail to Tenant the security deposit, with any interest required by law and minus any deductions. To assist Landlord, Tenant shall give Landlord written notice of Tenant's new address before Tenant vacates the Premises. During the term of occupancy under this Lease, if Landlord determines that any deductions are to be made from the security deposit Landlord will give written notice to Tenant of such deduction within 30 days of the time Landlord determines that such deduction should be made. This provision applies only to deductions made 30 days or more before the termination of this Lease. Landlord will maintain itemized records of all security deposit deductions and these records may be inspected by Tenant, his authorized agent or attorney, during normal business hours. However, when two years has passed from the time a deduction was made, Landlord may destroy the record of that deduction. If Landlord sells or otherwise transfers all or any interest in the Premises during the term of this Lease, Tenant agrees that Landlord may transfer the security deposit, plus any interest required by law, to the purchaser who in such event shall be obligated to comply with the provisions of this section. 7. PARKING. Tenant agrees to comply with such parking rules and regulations as Landlord may issue from time to time, and deliver to Tenant; provided that Tenant shall be given a reasonable opportunity to comply with any parking changes made during Tenant's term of occupancy under this Lease. Vehicles parked on or about the Premises in violation of such rules and regulations may be towed at the 2 owner's expense. 8. PETS. No dogs, cats or other animals shall be kept in or about the Premises by Tenant or Tenant's guests without Landlord[~s prior written consent, which may be withheld in the Landlord's sole discretion. 9A. UTILITIES. Landlord agrees to provide, at Landlord's expense, those utilities and equipment checked below: X Water & Sewage Electrical Current Fuel: water heat not to exceed 120 Fahrenheit Fuel: heat setting not to exceed 55 Fahrenheit XX Range with Oven Dishwasher Dryer Cable TV Service Firewood (amount to be determined by Landlord) Fuel: cooking Air conditioning Unit X Refrigerator Washer __XX__Woodburning Stove * Landlord's written consent must be obtained before the installation or use of a woodburning stove. 9B. Tenant agrees to provide, at Tenant's expense, the following utilities and equipment: Required: Electrical Service Litter Service If service desired by Tenant: Telephone and TV 10. ALTERATIONS AND IMPROVEMENTS. Tenant agrees that no alterations; installations, repairs or decoration (including painting, staining and applying other finishes) shall be done without Landlord's written consent. Such consent will not be unreasonably withheld. However, Landlord may require Tenant to return the Premises to its original condition when this Lease terminates or expires. In addition, Landlord may require that any change, alteration or improvement to the Premises will become a permanent part of the Premises which may not be removed upon the termination or expiration of this lease. Such changes or improvements will include, but not be limited to, locks, light fixtures, shutters, built-in shelves or bookcases, wall-to-wall carpeting, flowers and shrubs. 11. INSPECTIONS AND ACCESS. Landlord may enter the Premises to make inspections, repairs, decorations, alterations or improvements, and to show the Premises to prospective tenants, purchasers, mortgagees, workers and contractors and shall have the right to erect or place "For Sale" or "For Rent" signs thereon. Except in case of emergency or when it is impractical to give notice, Landlord will give Tenant reasonable notice of Landlord's intent to enter and may enter the Premises only at reasonable times. 12. MOVE IN INSPECTION. Within 5 days after Tenant takes possession of the Premises, Landlord agrees to provide Tenant with a list setting forth all of the defects and damages to the Premises, its equipment and appliances. The list shall be treated as correct unless Tenant objects to the list by written notice given to Landlord within five days after Tenant receives the list. 13. COVENANTS BY LANDLORD. Landlord covenants and agrees to maintain all electrical, plumbing, heating, ventilating, air conditioning and other facilities and appliances, including elevators, in good and safe working condition; and comply with applicable building and housing code requirements materially affecting health and safety. Landlord's failure to comply with the above requirements will not be grounds for Tenant's termination of this Lease unless Tenant has given Landlord written notice of the defective condition and Landlord has failed to remedy the condition within 21 days. However, Tenant may not terminate the Lease if Tenant, a member of Tenant's family or some other person on the Premises with Tenant's consent intentionally or negligently caused the defective condition. Such defective conditions will be repaired at Tenant's expense. Any termination by Tenant shall be made in accordance with the section of this Lease concerning breach by Landlord. 14. COVENANTS BY TENANT. Tenant covenants and agrees to keep the Premises clean and safe; use all electrical, plumbing, heating, ventilating and air-conditioning facilities and appliances in a reasonable manner; conduct himself or herself, and require guests to conduct themselves, in a manner that will not disturb Tenant's neighbors; and to take care not to intentionally or negligently destroy, damage or remove any part of the Premises, and that he or she will not permit any person to do so. Tenant covenants and agrees to care for, maintain and repair the Premises, equipment, appliances and fixtures. Upon the expiration or termination of this Lease, Tenant agrees to deliver the Premises in good and clean condition, ordinary wear and tear excepted. Tenant agrees to pay the cost of all repairs and cleaning required by wear and tear beyond the ordinary. During the duration of this Lease, Tenant agrees to give Landlord prompt written notice of any defects in the Premises, its equipment, appliances and fixtures. If further damage occurs between the time Tenant learns that a defect exists and the time Landlord learns of such defect. Tenant will be liable for the costs of any repairs of such additional damage, which might have been avoided, had Tenant promptly notified Landlord of the defect. Tenant agrees to pay all costs resulting from the intentional or negligent destruction, damage or removal of any part of the Premises by Tenant or by any of Tenant's guest or other persons on the Premises with Tenant's consent. Tenant further agrees to release, indemnify, protect, defend and hold the County and City harmless from all liability, obligations, losses, claims, demands, damages, actions, suits, proceedings, costs and expenses, including attorney's fees, of any kind or nature whatsoever, whether suffered, made, instituted or asserted by any entity, party or person for any personal injury to or death of any person or persons and for any loss, damage or destruction of the Premises, arising out of, connected with, or resulting directly or indirectly from the negligent or intentional acts of Tenant, Tenant's guests or other persons on the Premises with the consent or permission of Tenant. The foregoing agreement to indemnify shall continue in full force and effect notwithstanding the termination of this Agreement. Tenant further agrees to release, indemnify, protect, defend and hold the County and City harmless from all liability, obligations, losses, claims, demands, damages, actions, suits, proceedings, costs and expenses, including attorney's fees, of any kind or nature whatsoever, whether suffered, made, instituted or asserted by any entity, party or person for any personal injury to or death of any person or persons and for any loss, damage or destruction of the Premises, arising out of, connected with, or resulting directly or indirectly from the negligent or intentional acts of Tenant, Tenant's guests or other persons on the Premises with the consent or permission of Tenant. The foregoing agreement to indemnify shall continue in full force and effect notwithstanding the termination of this Agreement. 15. TENANT TO CLEAN PREMISES WHEN LEASE ENDS. Upon the termination or expiration of this Lease, Tenant will remove all of Tenant's property from the Premises and deliver possession of the Premises, thoroughly clean and in good condition, reasonable wear and tear excepted, and in compliance with such reasonable conditions as may be set forth in Landlord's rules and regulations. Tenant's compliance with this section is necessary to insure that the Premises will be in good condition for the next tenants to whom Landlord leases the Premises. Tenant will be liable for any damages Landlord may suffer due to Tenant's failure to leave the Premises thoroughly clean and in good condition, reasonable wear and tear expected. 16. MOVE OUT INSPECTION. Upon the termination or expiration of this Lease, Landlord will inspect the Premises to determine whether Tenant has properly maintained the Premises and has left Premises thoroughly cleaned and in good condition, reasonable wear and tear excepted. Grease accumulation and unreasonable marks, holes, nicks or other injury to walls, ceilings, floors or appliances will not be considered ordinary wear and tear. This inspection will be made to determine what portion of the security deposit will be returned to Tenant and whether Tenant may be liable for damages exceeding the amount of the security deposit. This inspection will be made with 72 hours after the termination of Tenant's occupancy of the Premises. For the purposes of this section, the termination of Tenant's occupancy of the Premises will not be deemed to have occurred until all or substantially all of Tenant's property has been removed from the Premises. Tenant will have the right to be present during this inspection, provided Tenant gives Landlord written notice of Tenant's desire to be present during the inspection. Upon receiving such notice, Landlord will notify Tenant of the time and date when the inspection will be made. However, Tenant's delay in notifying Landlord of Tenant's desire to attend the inspection will not require Landlord to delay making the inspection more than 72 hours after the termination of Tenant's occupancy. If Tenant attends the inspection, an itemized list of damages known to exist at the time of the inspection will be provided to Tenant by Landlord immediately upon the completion of the inspection. 17. ABANDONMENT OF PROPERTY. Any personal property Tenant leaves on the Premises after the termination or expiration of this Lease may be treated by Landlord as abandoned property. Landlord will prepare an itemized list of such property and may immediately remove the property from the Premises and place it in storage for safekeeping for a period not less than one month from the date this Lease terminates and possession of the Premises is delivered to Landlord. Tenant may reclaim the property during this one-month period, provided that tenant pays the cost of its removal and storage. Upon expiration of the one-month period, Landlord will be free to dispose of the property as Landlord sees fit, provided written notice of Landlord's intent to dispose of the property is given to Tenant at least 10 days before such disposal occurs. This notice must be sent to Tenant's last known address, address correction requested. In addition, Landlord must keep the itemized list of Tenant's property for two years after Landlord disposes of that property. Any funds received by Landlord from the disposal of Tenant's property may be applied to Tenant's indebtedness to Landlord for unpaid rent or other damages, including charges for removing, storing and selling the property. Any remaining funds will be treated as security deposit. 18. DAMAGE OR DESTRUCTION OF PREMISES. If, through no fault or negligence of Tenant or Tenant's guest, fire or other cause destroys or damages the Premises to the extent that Tenant's enjoyment is substantially impaired, Tenant may immediately vacate the premises and within 14 days thereafter give written notice to Landlord of Tenant's intention to terminate this Lease. In such cases, the Lease will terminate as of the date of termination of Tenant's occupancy and Landlord will return Tenant's security deposit, any interest required by law, and prepaid rent covering the period after Tenant vacated the Premises - subject to any set off for charges or damages Tenant owes to Landlord. If, through no fault or negligence of Tenant or Tenant's guests, fire or other cause damages the Premises to the extent that Tenant's enjoyment is somewhat impaired, though not substantially impaired, Landlord will have a reasonable period of time in which to repair the Premises. Landlord's duty to repair will not arise until Tenant gives Landlord written notice of the damage to the Premises. If Landlord fails to repair the Premises within a reasonable period of time after having received written notice from Tenant, Tenant will be entitled to a reduction in rent for that period of time beginning 30 days after notice was given to Landlord and ending on the date Landlord successfully repairs the Premises. In any dispute concerning Tenant[~s right to terminate this Lease or receive a rent reduction, Tenant will be required to prove that the condition of the Premises justifies such relief. 19. BODILY INJURY AND PROPERTY DAMAGE. Landlord is not an insurer of Tenant's person or property. Except to the extent 4 provided by law, Landlord will not be liable to Tenant for any bodily injury or property damage suffered by Tenant or Tenant's guest. 20. RULES AND REGULATIONS. Tenant agrees to comply with Landlord's reasonable and non-discriminatory rules and regulations which concern the use and occupancy of the Premises, which intend to promote the convenience, safety or welfare to tenants or preserve Landlord's property from abusive conduct. Landlord agrees to give Tenant reasonable notice of any new rules or regulations before enforcing such rules and regulations against Tenant. 21. EARLY TERMINATION OF OCCUPANCY. Tenant will not be released from liability for all rent and other charges due under this lease unless Landlord signs a written statement on which Landlord agrees to release tenant from such liability. 22. EARLY TERMINATION OF LEASE BY MILITARY PERSONNEL. If Tenant is a member of the United States armed forces and (I) receives orders for a permanent change of station to depart 50 miles or more (radius) from the Premises or (ii) is prematurely and involuntarily discharged or relieved from active duty with the United States armed forces, Tenant may terminate this Lease by serving on Landlord a written notice of termination. This notice must state the date when termination will be effective and that date shall not be less than 30 days after the date Landlord receives the notice. In addition, the termination date shall not be more than 60 days prior to the date of departure necessary for Tenant to comply with the official orders or any supplemental instructions for interim training or duty prior to the transfer. Tenant's written notice of termination must be accompanied by a copy of the official orders. If Tenant exercises this right to terminate this Lease, Tenant shall be obligated for rent prorated to the date of termination. Rent for the final month or portion thereof shall be due on the first day of such month. On account of Tenant's early termination of this Lease, Landlord may require Tenant to pay liquidated damages as follows: (a) If Tenant has completed less than 6 months of the tenancy under this Lease as of the effective date of termination, liquidated damages may be no greater than one-month's rent. (b) If Tenant has completed at least 6 months but less than 12 months of the tenancy under this Lease as of the effective date of termination, liquidated damages may be no greater than one half of one month's rent. Any amount owed; as liquidated damages by Tenant shall be due on the first day of the month in which the effective termination date occurs. This section shall not relieve Tenant of any other liabilities, which have accrued as of the date of termination. 23. RENEWAL OR EXTENSION OF LEASE. This Lease will automatically terminate at the end of the lease term on the date on which Tenant's occupancy ends. The termination of this Lease will terminate Tenant's right to occupancy but it will not terminate any claims Tenant or Landlord may have arising out of events occurring during the Lease term or during any holdover by Tenant. No agreement renewing or extending this Lease will be effective unless that agreement is in writing and signed by Tenant and Landlord. If Tenant remains in possession of the Premises after the lease term is terminated or expires and Landlord consents to such holdover but does not enter into a written agreement extending this Lease or substituting a new written lease, Tenant shall have a month to month lease subject to termination by either party upon 30 days notice. The monthly rent during such holdover period shall be at the same rate as under this Lease or as otherwise agreed in writing. 24. ASSIGNMENT OR SUBLET. Tenant will not assign this Lease or sublet the Premises without Landlord's prior written consent, which will not be unreasonably withheld or delayed. Tenant agrees to pay Landlord a $ N/A fee if Tenant assigns or sublets the Premises, or any part thereof. No assignment or sublet will release Tenant from continuing liability for the full performance of this Lease unless Landlord signs a written statement clearly releasing Tenant from such liability. 25. BREACH BY TENANT. If (a) Tenant fails to pay rent within five days after the date when due, (b) Tenant commits a material breach of this Lease, (c) Tenant denies Landlord's exercise of any rights under this Lease or arising by law, (d) legal proceedings or begun by or against Tenant to levy upon or dispose of Tenant[~s leasehold interest in the Premises, or (e) the Premises is used by Tenant or others for any illegal purposes, Landlord will have the right to sue for rent and to enter and take possession through legal proceedings or, if the Premises is abandoned, to enter and take possession by any laxvful means. In addition, Landlord will have the right to pursue all other remedies available, including a claim for damages. If Landlord pursues any such remedies (and regardless of whether such remedies are prosecuted to judgment), Tenant will be liable as follows: (a) For all past due rent and other charges (b) For all additional rent (future rent) that would have accrued until the expiration of the term of occupancy under this Lease or until a new lease term begins (provided (I) that this will not affect Landlord's duty to minimize the damages by making reasonable eflbrts to enter into a new lease as soon as practical, and (ii) that if Landlord obtains a judgment for future rent, Landlord shall apply as a credit towards that judgment all funds received by Landlord as rent for the Premises for these months for which the judgment for future rent was awarded. (c) For all expenses Landlord may incur for cleaning, painting and repairing the Premises due to Tenant's failure to leave the Premises thoroughly clean and in good condition, reasonable wear and tear excepted; (d) For any court costs and reasonable attorneys fees incurred by Landlord (I) in collecting rent, other charges or damages, and (ii) in obtaining possession of the Premises; (e) For a collection fee equal to 25% of the judgment amount for rent, damages, court costs and attorneys fees. Tenant understands and agrees that this amount represents damages landlord will be likely to incur in eflbrts to obtain a judgment against Tenant (including time and eflbrt spent in case investigation, correspondence, filling suit, discussions with laxvyers, case preparation and court attendance) and to collect such a judgment. If Tenant has breached the Lease by failing to pay rent when due, Landlord shall give a written notice to Tenant stating that the Lease will terminate within 5 days if the rent is not paid. If Tenant fails to pay the rent within that 5 day period, Landlord may terminate the Lease and proceed to obtain possession of the Premises by filing an unlaxvful detainer proceeding. In that proceeding, Landlord may pursue a claim for rent and other damages. In connection with breaches other than failure to pay rent, if a material noncompliance with this Lease exists or if there is a violation materially affecting health and safety, Landlord may serve Tenant with a written notice stating that acts or omissions constituting the breach and stating (I) that the Lease will terminate upon a date not less than 30 days after Tenant receives the notice unless the breach is remedied within 21 days, and (ii) that the lease will terminate as set forth in the notice. If the breach is remedial by repairs or the payment of damages and Tenant adequately remedies the breach within 21 days or such longer period of time as Landlord may allow, the Lease shall not terminate. On the other hand, if the breach is not remedial, Landlord's written notice to Tenant may state the acts and omissions constituting the breach and state that the lease will terminate upon a specific date, which date may not be less than 30 days after Tenant receives the notice. 25. BREACH BY LANDLORD. If Landlord (a) commits a material breach of this Lease, or (b) fails to a substantial extent to comply with any laws with which Landlord must comply and which materially affect Tenant's health and safety, Tenant may give written notice to Landlord identifying the acts and conditions on the Premises concerning Landlord's breach and stating that this lease will terminate upon a specific date (which must be 30 days or more from the date Landlord receives the notice) unless Landlord remedies the breach within 21 days. If Landlord remedies the breach within that 21 day period, this Lease will not be subject to termination by Tenant in that instance. Tenant will not have the right to terminate this Lease because of conditions caused by the intentional or negligent acts of Tenant or persons on the Premises with Tenant's consent. 26. RENT WITHHOLDING. Tenant may not withhold rent because of conditions on the Premises that Landlord is required to repair unless Tenant has given Landlord written notice of the condition and landlord has failed to successfully repair the condition within a reasonable period of time. If Tenant withholds rent because Landlord has breached the Lease, Tenant must immediately give Landlord a second written notice of the breach and of any conditions of the Premises which Landlord is required to remedy or repair and must state that rent is being withheld for such reasons. If Landlord then sues Tenant for possession of the Premises or for withheld rent, Tenant must promptly pay the rent to the court, which will hold the rent until it decides what portion, if any, should be paid to Landlord. If conditions exist which Landlord is required to remedy and which creates a fire hazard or serious threat to the health or safety of Tenant, Tenant may file an action in a court of competent jurisdiction to terminate the Lease, to require Landlord to repair the Premises, or to obtain other relief. In such and action, Tenant may pay rent to the court to be held until Tenant's action is decided. If Tenant withholds rent or pays rent into court under this section and the court finds (a) that Tenant has acted in bad faith, (b) that Tenant, Tenant's family or guests have caused the conditions or have refused unreasonably to allow Landlord or Landlord's written notice of the condition, Tenant will be liable for Landlord's reasonable costs, including costs for time spent, court costs, any repair costs due to Tenant's violation of the Lease, and attorneys fees. 27. NOTICES. All notices in writing required or permitted by this Lease may be delivered in person, or sent by mail (postage prepaid) to Landlord, Tenant or Agent at such party's address, as set forth above or at such other address as a party may designate from time to time by notice given in accordance with the terms of this section. 28. HEADINGS. The headings of the sections of this Lease are inserted for convenience only and do not alter or amend the provisions that follow such headings. 29. GOVERNING LAW. This Lease is entered into and shall be construed under the laws of the State of Virginia. 30. SEVERABILITY. Any provision of this Lease which is prohibited by, or unlaxvful or unenforceable under, Virginia law shall be ineffective only to the extent of such prohibition without invalidating the remaining provisions of this Lease. 31. FAILURE TO ENFORCE LEASE NOT A WAIVER. Landlord's waiver of a breach by Tenant shall not be interpreted as a waiver of any subsequent breach or noncompliance, and this lease shall continue in full force and effect. 32. AMENDMENTS. This lease may not be amended or modified except by prior written consent of the Landlord. All amendments or modifications shall be in writing and signed by both parties. 33. ENTIRE AGREEMENT. This lease and Addendum attached hereto shall constitute the full and complete agreement between the parties, and no other writings or statements (other than amendments or modifications pursuant to Section 32) shall be of any consequence 6 or have any legal effect. Witness the following signatures: LANDLORD AGENT TENANT Social Security Number Social Security Number ADDENDUM TO LEASE AGREEMENT This Addendum is made and entered into this 15_ day of October, 2002, by and between the City of Charlottesville (the "City"), the County of Albemarle (the "County") and Steve and Debbie McVey (the "Tenant") and specifically modifies the Lease Agreement only to the following extent. The parties hereto agree that a residential lease agreement between the parties, dated October 15, 2002 also includes this addendum, as follows: Rental payment for the period of October 15, 2002_ through October 15, 2003_ will be $1,800.00_. As additional rent, the Tenant shall perform the following duties as long as he resides on the Property. The following duties may be modified as duties may be added or deleted by mutual written agreement between the County and City and the Tenant. Failure to perform the following duties on the part of the Tenant shall constitute a material breach by the Tenant under the Lease Agreement and shall entitle the Landlord to terminate this Lease or exercise any other remedy under this lease or available law. The Tenant Shall: (a) Assure the park entrance gate is opened and closed per posted times and at special requests; (b) Assist the public with information as needed; (c) Clean and stock restrooms and clean up and remove trash in parking lot and open areas; (d) In absence of park personnel, perform emergency repair or maintenance of park facilities and grounds, to the extent possible, and contact park personnel (e) Mow and trim grass in park and on grass trails and around tenant house as outlined by Park Superintendent; The Tenant shall not be allowed to have pets or additional residents unless agreed to in writing by the Landlord. If such permission is granted the tenant agrees to be responsible for all damages to the property and third parties (persons and property) caused by pets or additional residents. It is understood that if this approval is given that it may be rescinded in the event a problem develops related to a pet or an additional resident. The County and City reserve the right to request the Tenant to remove from the site any personal property that is inconsistent with the scenic natural beauty of the park (inoperable vehicles, appliances, etc.). The County and City reserve the right to request the Tenant to cease any activity that is inconsistent with the park or surrounding neighborhood. 6. The Tenant is responsible for all utilities. Landlord may terminate this lease for any reason by giving at least thirty (30) days written notice to Tenant. The Tenant shall not undertake improvements without prior written permission of the Landlord, and such improvements shall belong to the Landlord at the expiration of the Lease term or tenancy. The County and City reserve the right to agree to certain modifications pertaining to the foregoing tenant responsibilities during the term of the lease agreement. It is the intent of the County and City to delegate this responsibility to the Albemarle County Parks and Recreation Department, and its Director. 10. The County and City further agree that, in the event tenant performs additional duties at the specific request of the County and City in connection with the property, or for any other reason in the sole discretion of the County and City, then an adjustment in the payment of rent under this lease agreement may be made, provided that any such modifications shall be effective only if in writing between the County, City and the tenant. It is the intent of the County and City to delegate this responsibility to the Albemarle County Parks and Recreation Department, and its Director. This Agreement is subject to and contingent upon approval of its terms by the Albemarle County Board of Superviors and Charlottesville City Council at public hearings to held in accordance with Virginia Code Section 15.2-1800(B). WITNESS the following signatures and seals: CITY OF CHARLOTTESVILLE BY: (seal) COUNTY OF ALBEMARLE BY: (seal) By: _(tenant) By: _(tenant) OCTOB~_R 2, 2002 CLOSED SESSION'MOTION I MOVE THAT THE BOARD GO INTO CLOSED SESSION PURSUANT TO SECTION 2.2-37 I I(A) OF THE CODE OF VIRGINIA · UNDER SUBSECTION ( I ) TO CONSIDER APPOINTMENTS TO BOARDS AND COMMISSIONS; AND UNDER SUBSECTION (7) TO CONSULT WITH LEGAL COUNSEL AND STAFF REGARDING SPECIFIC MATT'ERS REQUIRING LEGAL ADVICE RELATING TO THE AUTHORFfY OF THE COUN'rY TO ADDRESS WATER EMERGENCIES. STRATEGIC PLANNING WORK SESSION OCTOBER 2, 2002 1:30 p.m.- 3:00 p.m. AGENDA 1:30 OPENING REMARKS Bob Tucker 1:40 BOARD DISCUSSION - Urgent Strategic Issues 2:10 STAFF PRESENTATIONS - Initial Priority Strategic Objectives Tom Foley, Roxanne White, Roger Hildebeidel 2:30 CONSENSUS ON OBSERVATIONS 2:50 WRAP UP - NEXT STEPS Membership of Strategic Planning "Theme Teams" ".Natural, Scenic and Historic Resources" Team Team Leader- Tom Foley Co-Leader - Mark Graham Team Members: Harrison Rue Larry Davis Wayne Cilimberg Amelia McCuHey Bob Crickenberger Bob Brandenburger Ed Koonce Tex Weaver John Oprandy Robert Walters David Burner "Quality of Life' Team Team Leader- Roxanne White Co-Leader- Kathy Ralston Team Members: Marge Thomas Jay Schlothauer Dan Eggleston John Freeman David Bennish JackKelsey Ella Carey Ron White Pat Mullaney Saphira Baker "Effective and Efficient County Services" Team Team Leader - Roger Hildebeidel Co-Leader- Kimberly Suyes Team Members: Melvin Breeden Jan Seale TomHanson Bill Fritz Jan Sprinkle Jon Wells Paul McWhinney Wendy Roberman Mark Trank Crystal Limerick COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Strategic Plan Work Session - Goals and Objectives SUBJECT/PROPOSAL/REQUEST: Approve the Strategic Planning Goals and priority Strategic Objectives. STAFF CONTACT(S): Tucker, White, Hildebeidel, AIIshouse. AGENDA DATE: October 2, 2002 ACTION: X CONSENT AGENDA: ITEM NUMBER: INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: In the spring of this year, the Board initiated the County's strategic planning process. The Board developed the County's Vision, Mission, and initial Strategic Plan Goal Statements. Since that time, staff developed a framework for the County's Strategic Plan and a timetable for its development. Cross-departmental teams, consisting of staff members and representatives from other agencies, reviewed the Board's Vision, Mission and Goal Statements, and began working together to develop priority strategic objectives. DISCUSSION: In accordance with the timeline, attached is a packet that contains the 1) strategic planning framework, 2) strategic goals with recommended changes/additions, 3) recommended priority strategic objectives and 4) other important issues identified by staff. During the work session on October 2, staffwill review these materials with the Board, seek the Board's guidance and incorporate the Board's suggestions. After the work session, staffwill request the Board approve the Strategic goals and initial strategic objectives. In December, staff will identify priorities for implementation of the Strategic Objectives, which would begin to tie strategic direction into the FY 2004 Budget Development process. In January, staffwill recommend specific strategies to the Board. RECOMMENDATION: Staff recommends the Board review and approve the strategic planning goals and priority strategic objectives. 02.159 STRATEGIC PLAN FRAMEWORK PROPOSED GOALS AND OBJECTIVES October 2, 2002 VI$10N To maintain Albemarle County's stature as a quality community by promoting the values of education and lifelong learning, historic and scenic preservation, safety, affordability, cultural diversity, citizen participation and economic opportunity that make the County a desirable place in which to grow up, raise a family and grow old while preserving our natural resources, rural character and visual beauty for future generations, MISSION I'o 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 I, Provide High Quality Educational Opportunities for Albemarle County Citizens of all ages GOALS This will be a combination of the School Board's Goals and other goals to be developed at a later date.) 2, Protectthe County's Natural, Scenic and Historic Resources GOALS Protect and/or preserve the County's rural character Protect and/or preserve the County's natural resources Protect and/or preserve the County's historic and cultural resources Protect and/or preserve the County's scenic resources Protect and/or preserve the County's open spaces Provide for environmentally sensitive government operations at the local and regional level Enhance the Quality of Life for all Albemarle County Citizens GOALS Make the County a safe and healthy community in which citizens feel secure to live, work and play Provide an efficient and responsive human services system that emphasizes prevention and fosters self- sufficiency Promote a variety of safe, sanitar~ & affordable housing types Plan, develop and maintain a diverse regional transportation system that addresses population growth and protects neighborhoods Maintain a strong and sustainable economy Provide opportunities for the healthy and productive use of leisure time 4. Provide Effective end Efficient County services to the public in a courteous end equitable manner GOALS Provide effective, responsive and courteous service to our customers Fund County services in a fair, efficient manner and provide needed public facilities and infrastructure Maintain and improve relationships with other public jurisdictions in order to provide better services to our citizens Create and maintain an effective dialogue with the community, that encourages problem solving and incorporates on-going feedback systems. Protect the County's Natural, Scenic and Historic Resources 2 2 Protectand/Or prese rye the C o unty snatural resources 2 3 Protect and/or pr es er vet he county s s to vic nd CUltU~ 2 P~ ote cta n d/O v pre se eve th e C o un tY ssce ni c re sou v ce s 2 5 p vote eta nd/or pre se v vethe Co u nty s ope n p ac 2~ P r~ide for eh~ir°h~eh~ll~ seh s iti~e gbgerh~ e hr per at ihs a t t h e lbC~l a h d ~e~ib h~l level 2 Protect the County's Natural, Scenic and Historic Resources 2i 6 1 i B~ IUly 2004 ih~ C6fint? w~gih~ ih ~6P~ati~fi w i~iv~fih~ S 6!id ~ A u~h6~if e nsu re s an e nvFon m eh tat l y sens i tlr eCount y g o ~e rn m ent op er atm n 3 Protect the County's Natural, Scenic and Historic Resources ommunic at ing set vic e level di ffer eh ce s for mr al and devel°p m ent areas prot eot the county' s eeo s yste m s protect ing mount din re sou re es P~6~cting w6 6d~d ~ee~g Reducing lig ht pol Jut ion and p~o mote lighting energy e ffici enos men sar es 'dentifying and recognize the value o~ buildings~ structures~ landscape s' sites and districts ~rotecting i mpo~ant open space 1 and s through con s e~at ion sa se m ent s Es tab lis hi ng a county-wide netw or ~ o~ g[ se nway tv ail s · providing environmentally sensit ive Public faCiliti es 4 Enhance the Quality of Life for all Albemarle County Citizens 3 !21 er 0 VI d e fl fi e ffe c rive and re s po n s 1 v e h fi m an s e ~1 c e s sy s rem t hate m Ph asizes P ~even ti on an dfo s t e ~ssel f_ su ffi c i e n es 3~ 3: pr~te a ~arie~y 0f safe; sanitary and affordable H0Using types ~ pi a B~e ~e lOp aB i a tai di~ e r s ere glo a alt r aB sp 0 r t a ti o a s~ste~ t~at addresses p~filatioa gro~th aad protects 3 5 Maintain a s trongand s u staina bleec OhO my ~1 rec~e~ded by 6 de o¢¢og~i~ies fo the he a I~hy and pr0 d gc~i~e Os e 0~Ieisgre time Enhance the Quality of Life for all Albemarle County Citizens 6 Enhance the Quality of Life for all Albemarle County Citizens 7 Provide Effective and Efficient County Services to the Public in a Courteous and Equitable Manner custom ers ~~ Provide Effective and Efficient County Services to the Public in a Courteous and Equitable Manner 9 Provide Effective and Efficient County Services to the Public in a Courteous and Equitable Manner 10 COUNTY OF ALBEMARLE MEMORANDUM TO: FROM: DATE: RE: Members of the Board of Supervisors Laurie Bentley, C.M.C. Senior Deputy Clerk September 23, 2002 Vacancies on Boards and Commissions I have updated the list of vacancies on boards and commissions through January 31, 2003. There are no interviews scheduled for the October 2, 2002 meeting, Thank you, Cc: Bob Tucker Larry Davis Chamber of Commerce (list only) Note: October 11,2002 Mr. Terence Y. Sieg PO Box 4000 Charlottesville, VA 22903 Dear Mr. Sieg: At the Board of Supervisors meeting held on October 2, 2002, you were reappointed to the Public Recreational Facilities Authority, with said term to expire on December 13, 2005. Attached is a roster with the names of the other members of the Authority. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to continue serving the County in this capacity. The Board is aware that you have not been able to attend many of the Authority's meetings during the past year. In order for the Authority to take any action a quorum of the members must be in attendance. Your attendance and participation at the meetings are important to complete the necessary business of the Authority. Again, thank you for your continued interest and willingness to serve on the Public Recreational Facilities Authority. Sincerely, SHT/ewc Enclosure cc: Commonwealth Attorney V. Wayne Cilimberg Sally H. Thomas Chairman October 11,2002 Mr. John E. Davidson 1935 Secretary Road Scottsville, VA 24590-3109 Dear Mr. Davidson: At the Board of Supervisors meeting held on October 2, 2002, you were reappointed to the Public Recreational Facilities Authority, with said term to expire on December 13, 2005. Attached is a roster with the names of the other members of the Commission. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to continue serving the County in this capacity. Sincerely, SHT/lab Enclosure cc: Commonwealth Attorney V. Wayne Cilimberg Sally H. Thomas Chairman October 11,2002 Mr. Scott Goodman 75 Roslyn Forest Ln. Charlottesville, VA 22901 Dear Mr. Goodman: At the Board of Supervisors meeting held on October 2, 2002, you were reappointed to the Industrial Development Authority, as the Jack Jouett representative, with said term to expire on January 19, 2007. Attached is a roster with the names of the other members of the Authority. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to continue serving the County in this capacity. Sincerely, SHT/lab Enclosure cc: Commonwealth Attorney Clerk of Circuit Court Thomas McQueeney Sally H. Thomas Chairman October 11,2002 Mr. Stephen F. Ashby 3023 Colonial Drive Charlottesville, VA 22911 Dear Mr. Ashby: At the Board of Supervisors meeting held on October 2, 2002, you were reappointed to the Single- Occupant Vehicle Alternatives Committee, with said term to expire on January 12, 2005. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to continue serving the County in this capacity. Sincerely, SHT/ewc Sally H. Thomas Chairman CCZ Commonwealth's Attorney Harrison B. Rue October 11,2002 Mr. Ross L. Stevens One Boar's Head PI. Charlottesville, VA 22901 Dear Mr. Stevens: At the Board of Supervisors meeting held on October 2, 2002, you were reappointed to the Acquisition of Conservation Easements (ACE) Appraisal Review Committee, with said term to expire on December 31,2003. Attached is a roster with the names of the other members of the Commission. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to continue serving the County in this capacity. Sincerely, SHT/ewc Enclosure cc: Commonwealth Attorney V. Wayne Cilimberg Sally H. Thomas Chairman October 9, 2002 Mr. Timothy F. Jost Tolson 6675 Highlander Way Crozet, VA 22932 Dear Mr. Tolson: At the Board of Supervisors meeting held on October 2, 2002, you were appointed to the Library Board, to fill the unexpired term of Mr. Chip German, with said term to expire on June 30, 2004. Attached is a roster with the names of the other members of the Board. On behalf of the Board, I would like to take this opportunity to express the Board's appreciation for your willingness to serve the County in this capacity. Sincerely, SHT/ewc Enclosure cc: Commonwealth's Attorney John Halliday Sally H. Thomas Chairman October 9, 2002 Ms. JoAnn Z. Perkins 5568 St. George Avenue Crozet, VA 22932 Dear Ms. Perkins: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Ms. Patricia DeSalvo 667 Hatton Grange Farm Scottsville, VA 24590 Dear Ms. DeSalvo: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Ms. Joan Forrest 1987 Bentivar Farm Road Charlottesville, VA 22911 Dear Ms. Forrest: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Mr. Jack Robertson 1104 Hazel Street Charlottesville, VA 22902 Dear Mr. Robertson: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Mr. Fred W. Hudson P.O. Box 84 Free Union, VA 22940 Dear Mr. Hudson: This letter is written in appreciation of your service as the at-large representative on the Industrial Development Authority. The Board of Supervisors has asked me to express its thanks to you for your dedication and the many hours you spent as a member of the Authority. Our county continues to benefit greatly from citizens, such as yourself, who are willing to volunteer their time and service. Again, thank you for your service. Sincerely, Sally H. Thomas Chairman SHT/ewc October 9, 2002 Mr. William G. Thomas, III Edgewood Farm 4223 Burnley Station Road Barboursville, VA 22923 Dear Mr. Thomas: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Mr. Burnet V. Davis 1771 Hearthglow Lane Charlottesville, VA 22906 Dear Mr. Davis: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman October 9, 2002 Mr. Lowell Bishop 503 Carrsbrook Drive Charlottesville, VA 22901-1217 Dear Mr. Bishop: On behalf of the Albemarle County Board of Supervisors, I want to thank you for your interest in serving on the Library Board. Due to an important Library Board event in early November, the Board of Supervisors was under a time-constraint and did not schedule you for an interview. The Board received a number of applications for this committee and had a very difficult task in filling the vacancy because of the strong qualities of all the applicants. Although you were not selected to serve on the Library Board, the Board hopes that you will continue to be interested in the Jefferson-Madison Regional Library system. Again, thank you for your interest and I hope you will consider applying for openings on County boards and commissions in the future. Sincerely, SHT/ewc Sally H. Thomas Chairman COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: SP 02-19 Clifton Inn Amendment SUBJECT/PROPOSAL/REQUEST: To consider amending SP 01-039 to allow increased seating from 80 people to a maximum of 200 people for special events. STAFF CONTACT(S): Cilimberg, Benish, Biel AGENDA DATE: October 2, 2002 ACTION: X CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: Yes ITEM NUMBER: INFORMATION: INFORMATION: BACKGROUND: Originally, this application proposed to incorporate shared parking with the Stone Robinson Elementary School as described in the attached Planning Commission staff report (Attachment lA). At the June 18, 2002 Planning Commission meeting, the application was unanimously denied due to public safety and health issues described in the staff report. This request was scheduled to be heard by the Board of Supervisors at their July 10, 2002 meeting; however, the applicant requested an indefinite postponement in order to address the issues raised at the Planning Commission meeting. DISCUSSION: The applicant has addressed the public safety issue by relocating the parking on-site with 50 proposed spaces (Attachment lB). The new proposed location is located on the southern portion of Parcel 23B. An existing gravel road would be used to connect the proposed parking lot to the one-way gravel aisle that serves Clifton Inn. The site currently has 33 parking spaces available for all its uses. The Department of Code and Zoning Services has determined, based on square footage furnished by the applicant, that 33 parking spaces are needed for the inn and "eating establishment." This request for expanded activities, such as occasional luncheons, wedding receptions, cocktail parties, and the like would require addition parking. Based on the parking standards for farm winery events (1 space/2.5 attendees), 48 additional spaces would be needed. Since these parking spaces are for "occasional" special events, the applicant could request the Planning Commission authorize a waiver during the site plan review stage to construct the proposed parking lot to a lesser standard than would be required for daily parking (see comments, Attachment 1C). VDOT performed a site inspection and determined there are inadequate provisions for drainage at the site entrance. VDOT has requested the applicant to resurface the entrance with 1.5 inches of plant mix and reshape/create ditches at the entrance to allow run-off to drain from the site driveway into the ditch on Route 729. VDOT previously commented (10/1/01) when reviewing SP 2001-039 that site landscaping blocked drainage from the entrance to Route 729 ditch, causing buildup of stone/debris, resulting in drainage flow to sheet across Route 729. The applicant was requested by VDOT to address this situation but has not done so to date. The Department of Engineering has requested that a site plan be required for administrative review and approval. An erosion and sediment control plan and stormwater management plan would also be required. The Department of Engineering also supports the VDOT request to improve the drainage problems at the site entrance. Measures to correct these drainage problems would be shown on the site plan and approved by VDOT and the Department of Engineering. The applicant has submitted a letter from American Manufacturing Company, Inc. (Attachment 1D) stating the septic system "may be able to handle a large event but please note that a 200 people event will not result in overloading the drainfield when the system is operating in automatic due to flow equalization and time dosing of the system." The Health Department has reviewed this letter and has requested the applicant submit engineering calculations from McKee Carson, the engineering firm that originally designed the system, to be reviewed and approved by the Health Department. AGENDA TITLE: SP 02-19 Clifton Inn Amendment October 2, 2002 Page 2 In a memo to Jan Sprinkle of the Department of Building Code and Zoning Services, the Health Department indicated that under the current special use permit, the facility is utilizing nearly 100% of its existing sewage disposal system capacity for the main building (Attachment 1E). The applicant is currently addressing this situation and has been in contact with American Manufacturing Company, Inc. and McKee Carson to have the calculations performed as requested by the Health Department. The calculations have not been submitted as of this writing. It should be noted that the Planning Commission has not reviewed this latest proposal, as the applicant requested to be placed back on the Board of Supervisors agenda upon addressing the issues raised by the Planning Commission. SUMMARY: Staff has identified the following factors favorable to this request: 1. The Department of Engineering and Department of Building Code and Zoning Services have no significant issues with this revised proposal regarding the parking location and internal circulation/access. 2. The expanded use could promote greater economic stability of the area, which is located within a historic property. This could help preserve this historic resource. Staff has identified the following factors that are unfavorable to this request: 1. The Planning Commission has not reviewed this new proposal for the location of the on-site parking. 2. As of this writing, the Health Department has not reviewed the engineering calculations that were requested from the applicant. 3. The applicant is proposing to accommodate more people (up to 200) than what is permitted for farm winery special events (no more than 150 people). RECOMMENDATION: If this application is approved, the applicant would be required to submit a site plan to be administratively reviewed and approved. The Department of Engineering, Department of Building Code and Zoning Services, Health Department, VDOT, and Planning Department would all have an opportunity to verify all site plan issues have been addressed as mentioned by staff. Therefore, staff recommends the Board of Supervisors approve SP 2002-19, subject to the following conditions (conditions have been included from previous special use permits in order to have an updated overall set of conditions): 1. A site plan shall be submitted for review and approval. 2. All requirements from the Health Department shall be met prior to final site plan approval. 3. Construction of the parking lot shall commence within twenty-four (24) months upon approval or this special use shall expire. 4. Approval is limited to a fifty-two (52) seat restaurant with full dinner hours available (no limited seating) plus fourteen (14) guestrooms. At no time shall the aggregate of guests of the Inn, the restaurant, and any special events on the premises exceed 200 people or the number of people approved by the Health Department, whichever is less. 5. Hours of restaurant operation for the public, other than guests of the Inn, shall be from 6:00 p.m. to 11:00 p.m. Attachments: lA- Planning Commission Staff Report A - Application B - Location and Tax Map C - Jurisdictional Area Map D - Aerial Photo 1B - Revised Plan 1C - Zoning Comments 1D - Engineer's Letter 1E - Health Department Memo 02.155 STAFF PERSON: PLANNING COMMISSION: BOARD OF SUPERVISORS: Steven Biel June 18, 2002 July 3, 2002 SP 2002-019 Clifton Inn Applicant's Proposal: The applicant is requesting to amend SP 2001-039 to allow increased seating from 80 people to a maximum of 200 people for special events, such as weddings. The applicant is proposing to use the parking lot at Stone Robinson Elementary School, located across Route 729 from Clifton Inn, to provide for the necessary additional parking. According to the applicant, this off-site parking lot would be used primarily on weekends. The applicant has also proposed a shuttle service using either a small bus-type vehicle or a limousine to transport people from the Stone Robinson School parking lot across Route 729 to Clifton Inn. Clifton Inn is proposing to use a tent that would be installed for a special event, such as a wedding, and would be dismantled after the event. Port-a-toilets would be setup and used during special events only. The applicant is also requesting a waiver to allow for parking that is greater than 500 feet from the proposed use. The distance from the school parking lot to Clifton Inn is approximately 1,100 feet. Petition: Request to amend a special use permit (SP 2001-039) to allow increased seating from 80 people to no more than 200 people for special events in accordance with Section 10.2.2(27) of the Zoning Ordinance which allows for restaurants and inns located in historic landmarks and to allow for shared parking with Stone Robinson Elementary School (Tax Map, Parcel 23A) in accordance with Section 4.12.4 of the Zoning Ordinance which allows for cooperative parking. A waiver to Section 4.12.3.4(b) of the Zoning Ordinance is requested to allow for parking that is greater than 500 feet from the proposed use. The property, described as Tax Map 79 Parcel 23B and 23C, contains 10.36 acres, and is located in the Scottsville Magisterial District on Route 729 approximately 0.25 miles from its intersection with US 250. The property is zoned RA Rural Areas. The Comprehensive Plan designates this property as Rural Area. Character of the Area: The property under review contains a total of 10.36 acres (Parcel 23B = 7.85 ac and Parcel 23C = 2.51 ac), and the surrounding area can be characterized as wooded. The nearest structure is Stone Robinson School and is approximately 1,100' to the northeast, across Route 729 (Attachment D). The applicant also owns Parcels 23F (28.045 ac), 24B (25.75 ac), and 36 (29.491 ac). Clifton Inn is an early 19th century plantation home and is a state- registered historic landmark. Plannin,q and Zonin,q History: In August of 1987, the Board of Supervisors approved SP 1987-49, which allowed for a 7-room inn and a 50-seat restaurant. In April of 1990, The Planning Commission recommended approval of SP 1989-83, a request for a 12-room inn with a 50-seat restaurant, which was withdrawn prior to review by the Board of Supervisors. In November of 1991, the Board of Supervisors approved SP 1991-58, an amendment to SP 1987-49 that allowed for a 14-room inn, a 24-seat restaurant, and "occasional luncheons, wedding receptions, cocktail parties, and the like." In December of 2001, the Board of Supervisors approved an amendment to SP 1991-058 that allowed for a 52-seat restaurant with full dinner hours available (no limited seating) plus 14 guestrooms. At no time would the aggregate of guests of the Inn, the restaurant, and any special events on the premises exceed 80 people. In addition, hours of restaurant operation for the public, other than guests of the Inn, and those attending special events, would be from 6 p.m. to 11 p.m. These conditions can be found under SP 2001-039. Comprehensive Plan: The Comprehensive Plan identifies this site and surrounding area as being located in the Rural Area. The Comprehensive Plan supports limited commercial activity that provides services to the immediate local area. This site has a history of expanding and may eventually reach the point where the scale and intensity of the operation could conflict with the Comprehensive Plan Rural Area designation. RECOMMENDATION: Staff has reviewed this request for compliance with the provisions of Section 31.2.4.1 of the Zoning Ordinance and cannot recommend approval of SP 2002-019, based on safety concerns with pedestrians potentially crossing a state road while their vehicles are parked on county-owned property. It should be noted that the School Board has not granted permission to use the school parking lot to date. The Department of Education has expressed reservations about this request. STAFF COMMENT: Staff will address each provision of Section 31.2.4.1 of the Zoning Ordinance. The Board of Supervisors hereby reserves unto itself the right to issue all special use permits permitted hereunder. Special use permits for uses as provided in this ordinance may be issued upon a findinq by the Board of Supervisors that such use will not be of substantial detriment to adjacent property. Activities related to the special events would take place in a tent installed in the center of the parcel. Parking for proposed special events would be off-site at Stone Robinson Elementary School, located across Route 729. The existing on-site parking is not adequate to serve both the regular Inn/restaurant customers and special events. The use on the applicant's property would not affect adjacent properties; however, the use of Stone Robinson's parking lot could cause conflicts with scheduled school functions and sports events scheduled at the school's fields and gym. The off-site parking could create safety concerns with pedestrians crossing Route 729. It should be noted that under the definition of special events found in Section 5.1.25 Farm Winery in the Zoning Ordinance, no more than 150 people are permitted per event and only 12 special events are permitted per year. This is keeping within the designation of the rural areas and limiting the size and intensity of activities in the rural areas. that the character of the district will not be chanqed thereby, This amendment would allow for temporary structures, such as tents and port-a-toilets, to be installed on a temporary basis. The proposed use would be held in the interior of the applicant's property and would not be visible from adjoining properties or Route 729. and that such use will be in harmony with the purpose and intent of this ordinance, Staff has reviewed the purpose and intent as contained in Chapter 18, Sections 1.4, 1.5, and 1.6 of the Zoning Ordinance. Section 1.4.2 refers to the reduction or prevention of congestion of traffic in public streets. In addition, Section 1.4.6 refers to protecting against danger and congestion in travel and transportation. In the opinion of staff, the proposed use would induce more traffic on Route 729. Shuttling attendees of special events would create additional traffic already generated by the attendees traveling Route 729 to the school parking lot. Pedestrian activity in this area would also create a congestion/conflict with traffic. with the uses permitted by ri,qht in the district, This use could cause parking conflicts with events sponsored by Stone Robinson Elementary School. with additional requlations provided in Section 5.0 of this ordinance, There are no additional regulations in Section 5.0 for this use. However, currently there are discussions being held to consider amending the parking section of the Zoning Ordinance. In these amendments are provisions for shared parking, but the intent is for pedestrian use in the urban areas, not "shuttled" sharing in the rural areas. and with the public health, safety and .qeneral welfare. As previously noted, staff believes this proposal could be detrimental to the public health, safety, and general welfare. The intent is for a shuttle service or limousine to transport attendees to special events from the Stone Robinson Elementary School across Route 729 to Clifton Inn. Although the intent may be honorable, there is a high probability that not all persons would utilize the shuttle service and for other various reasons, persons could cross route 729. It is the opinion of staff that this request could result in the possibility of pedestrians crossing Route 729 and could become a liability to the County. The speed limit on Route 729, a paved, two-lane state route, is 45 miles per hour. According to the 2000 Virginia department of Transportation Daily Traffic Volumes, this portion of Route 729 has an annual average daily traffic volume of 5,600.vehicles. The Health Department has commented on the septic system limitations and has recommended that the aggregate number of guests of the Inn, restaurant, and special events on the premises to not exceed 100 persons. Since there has been prior drainfield failures on the site, staff supports the recommendation from the Health Department. It would be very difficult for the staff of Clifton Inn to know which guests could use the Inn facilities and which would be limited to port-a- toilets if there are over two hundred persons on the premises at once. Both the Department of Building Code and Zoning Services and Department of Engineering have commented they cannot support this request due to the safety concerns previously mentioned. In addition, the Albemarle County School Board has been asked to give a recommendation. The School Board has not as yet scheduled this matter for review, but their staff has expressed reservations about this request. Staff has suggested that the applicant consider on-site or alternative parking to alleviate the safety concerns, and the Department of Building Code and Zoning Services and Department of Engineering have supported this suggestion. The Department of Parks and Recreation would also like for the applicant to consider the possibility of developing a parking lot in conjunction with the County on a parcel owned by the applicant (Tax Map 79, Parcel 36) that could serve as a boat ramp to the Rivanna River, as well as satisfy the parking requirements for Clifton Inn. This could provide a solution to provide off-site parking without requiring the crossing of a heavily traveled public road. SUMMARY: Staff has identified the following factors favorable to this request: 1. The expanded use could promote greater economic stability of the area, which is located within a historic property. This could help preserve this historic resource. Staff has found the following factors that are unfavorable to this request: 1. There is a potential safety concern with pedestrians crossing Route 729 and, for this reason, the Zoning Department and Engineering Department do not support this request. 2. Alternative parking has not been explored 3. The Health Department has recommended that the aggregate number of guests of the Inn, restaurant, and special events on the premises to not exceed 100 people. 4. The applicant is proposing to accommodate more people (up to 200) than what is permitted for farm winery special events (no more than 150 people). Therefore, staff is unable to support this request. RECOMMENDATION: Based on the findings contained in this staff report, staff recommends the request be denied due to safety concerns and lack of support from the Zoning Department and Engineering Department. Should the Planning Commission recommend approving this request, and subsequently the Board of Supervisors approves the request, conditions of approval would be contingent upon recommendations from the School Board. Attachments: A - Application and Plan B - Location Map C - Tax Map D - Aerial Map _.pplication for Special Use Permit 5~°2~n~t.Y.__°f~_!bemarle. ':' Department of Building Code and Zonin,, Servic ATTACHMENT A Tourist Lodging 'Existing Use Proposed Usc Expand attendance Amend ~'l:'-ZoO'f- 03') *Zoni.,District --~.±-;&..z.r. -~ 'Z°ni"gOrdinan¢~$ecQon,mmberreq.ested /O-~. (*staff will assist you with these items) · Number of acres to be covered by Specml Use Perrait(tr.~,nm.,a=.~.m.=l~o.p,.. see plat C I g _.:--[. ~ ~ Is this an amendment to an existing Special Use Permit'~ Are you s-bm[tQng n site development plan with tiffs ~ llcati · [ 2 ;p on. x-~l YesCl No Q Yes~PNo for special events I~erson CWhomshouldwccall/wntcconccmingthisprojecf~). Richard Armstrong Address 300 Court Square City Charlottesville Daytime Phone ( 434 ) 293-7817 ~ax# 434-297-3083 StateVA Zip22902 i E-mail Owner of land cas listed in the County's reconls): Address 1296 Clifton .Inn Drive Daytime Phone Il ..434 ) 971-1800 Country Inns Extraocdinaire, Cit~harl°ttes~ille State VA Fax # 434-971-7098 E-malt Zip22 911 Applicant(Whoisthccontactpcrsonreprescnm, g? Who is r~u~s~ing the spe~:ial us¢?}: T. Mitchell Wiley t Address i615 L Street, N-W, Suite 900 CityWashingcon State DC Daytime Phone (202 ) 778-i079 ~ax# 202-223-8166 .F-mail Zip20036 Tax map and parcel 79-23B & 23C go~fion of property (Z~d~,intc~no~.ormhcr), near the State Route 729 Physical'A~ddressiir=signe~L 1296 Clifton intersection of U. S. Route 250 and Does the owner of this property own (or have any ownership interest in) any abutting property? If yes, ] please list those tax map and parcel num bers Yes, the owner owns four (4) contiguous parcels: Tax Map 79, Parcels 23B, 23C, 23F and 24B. OFFICE USE ONLY Fcc .',mount $. History: Q Special Usc Permits: C] ZMAs and Proffers: Concurrent review of Site Development Plan? Letter of Authorization Yes ~ No Section 31.2.4.1 of the Albemarle County Zoning Ordinance states that, "The board of supervisors hereby reserves unto itself the right to issue all special use permits permitted hereunder. Special use permits for uses as provided in this ordinance may be issued upon a finding by the board of supervisors that such use will not be of substantial detriment to adjacent property, that the character of the district will not be changed thereby and that such use will be in harmony with the purpose and intent of this ordinance, with the uses permitted by right in the district, with additional regulations provided in section 5.0 of this ordinance, and with the public health, safety and general welfare. The items which follow wilt be reviewed by the staff in their analysis of your request. Please complete this form and provide additional information which will assist the County in its review of your request. If you need assistance filling out these items, staff is available. What is the Comprehensive Plan designation for dfis property? How will the proposed special uscaffect adjacent property? Parking for additional guests--will be in spaces designated at Stone Robinson Elementary School (see attachment). A small bus or timosene will transport guests to the Inn. How' will the proposed special use affect the character of the district surrounding the property? How is thc use in harmony with the purpose and intent of thc Zoning Ordinance? The Inn currently ooerates pursuant to a special use permit, therefore it has previously been deemed to be in harmony with the Ordinance. Howistheuseinh~mony withtheusespermittcdbyrightinthedistrict? with a significant amount of open space. The Inn is an historic property What additional regulations provided in Section 5.0 of the Zoning Ordinance apply to this use? Tourist Lodging 5.1.17 Restoration How will this use promote the public health, safety, and general welfare of the community? and maintenance of an historic property. 10 involvedDescribe in your the request use, in detail and include all pertinent information such ms the numbers of persons operating hours, and any unique features of the use: The current special permit allows for special events with a seating not to exceed eighty (80) persons. The owner exceed two hundred (200) persons. ATTACHMENTS REQUIRED - provide two(2) copies of each: Recorded plat or boundary survey of the property requested for the rezoning. If there is no recorded plat or boundary survey, please provide legal description of theproperty and the Deed Book and page number or Plat Book and page number. Note: lrf you are requesting a special use permit only for a portion of the property, it needs to be described or delineated on a copy of the plat or surveyed drawing. Ownership information - If ownership of the property is in the name of any type of legal entity or organization including, but not limited to, the name of a corporation, parmership or association, or in the name of a trust, or in a fictitious name, a document acceptable to the County .must be submitted certifying that the person signin~ below has the authority to do ~o. If the applicant is a contract purchaser, a document acceptable to the County must be submitted containing the owner's written consent to the application. if the applicant is the agent of the owner, a documen.t acc.eptable to the County must be subn'fitted that is evidence of the existence and scope of the agency. OPTIONAL ATTACHMENTS: Drawings or conceptual plans, if. any. Additional Information, if any. I hereby certify that I own the subject property, or have the legal power to act on behalf of the owner in filing this application. I also certify'that the information provided is true and accurate to the best of my- knowledge. Co~n~2s/E:~traordinai=e, Inc. /,,,Signature T.Mitchell Wi!ley, Preside~Date T. Mitzhe!l Wil!ey Printed Name Daytirr= phone n tuber o'- Sign,"-'oq, 11 1'/9 ? / / / / 7.85 ~CRE$ RE$/OENCE FR~ CF CL/FTON " ~£B£.~RLE COUNTY. VIRG/~I~ · ~ $ ~USREY HUFFA4AN ~ ASSOC THE CLn't;<'S OFFICE OF ,\LB~rLM, ARLF. CiRCUiT COURT, ~z'. · ~,7, /~. aucx '-~ C ,'-+7 ATTACHMENT B 7 12 U ·11 % : SP 2002~19 Clifton Inn Amendment - Expanding' Seating I~- ~ , ~- a .~-~ ........... ~---. ...... ~ / ~ ' ..'~ ' , .4 ,,, ,~. . .... :~ ,' I /-', ~ ," ,! ~-~~ '"~t ~~ -~ ~ .' ~ ... / .~-; ~ ~ ;~ ~ : ' ~' .-~ A3/,~ :--/--, .'-_~ ~-.~ ~ " '~l ~ ' t ' ~, ~ ~-. ~ .' . '- A LB E MAREE¢- ','::C ~ UN Ty SP 2002-019 Clifton Inn Am ATTACHMENT C RIVANNA AND SCOTTSVILL..E DISTRICTS SECTION ATTACHMENT D --'- "' ~-'~'-~ ATTACHMENT lB PL A N SCA I contour /nlerval / ATTACHMENT IC Albemarle County Development Departments SPIN Submission and Comments Zoning Amended SP S P-2002-019 Clifton Inn Amendment - Expanding Seating revision 2 reviewer received reviewed Jan Sprinkle 4/5/02 9/12/02 decision This is a commercial use in a rural areas zoning district. Please have the PC/Bos condition the setbacks of Section 21, Commercial unless there are identifiable circumstances that would warrant greater or lesser setbacks. In any case, please condition appropriate setbacks for both structures and parking. Since this SP does not appear to require new con struction, either set some specific time by which business license and zoning clearance must be amended or identify some hard date by which time the SP expires if the increased use is not initiated. Please incorporate conditions of all prior SP's into the conditions on this application so that only one file need be accessed to find all items to be enforced. This site currently has 33 parking spaces available for all its uses. Our calculations of the '!eating establishment" and the inn use will require 33 parking spaces. (Based on the square footages supplied by the applicant.) This request for expanded activities such as "occasional luncheons, wedding receptions, cocktail parties and the like" will require that additiOnal parking. We will use the parking standard developed for farm winery events which is 1 space per 2.5 attendees. Applying this standard to the occasional events permitted at Clifton: if the maximum number of attendees were limited to 120, (the requested maximum of 200 minus the current maximum allowed on site which is 80) 48 additional parking spaces are needed. Since these are occasional, the applicant may request the PC to authorize "overflow parking" which could be constructed at a lesser standard than for the daily required parking. The plan showing 50 new spaces - downhill towards the rear of the site will accommodate the requested increase in attendees. Approval of a new site plan amendment or waiver will be required prior to construction of the Parking. The stated description in the SP request is not clear. It reads: "The current special permit allows for special events with a seating not to exceed eighty (80) persons. The owner desires to expand seating for special events not to exceed two hundred I200) persons." The'actual approval or SP2001-039 states: "Approval is limited to a fifty-two (52) seat restaurant with full dinner hours available (no limited seating) plus fourteen (14) guest rooms. At no time shall the aggregate of guests of the Inn, the restaurant, and any special events on the premises exceed eighty (80)." If this SP is approved, please restate this condition so that only the aggregate number is increased. The first sentence would remain the same while the second sentence could stale: "At no time shall the aggregate of guests of the Inn, the restaurant, and any special events on the premises exceed (xxx)." The health department has commented on the septic system limitations and asks that the aggregate number of guests of the Inn, the restaurant, and any special events on the premises not exceed 100. Since there has been a prior drainfield failure on this site, zoning supports the health department's recommendation. It will be very difficult for the staff of the Inn/Restaurant to know which "guests" can use the bathrooms and which are limited to only portajohns if there are hundreds of people on the premises at once. 9/12/02 11:10 AM Page 1 of 1 18 AUG-07-2002 WED 10'15 AM FROM:CLIFTON COUNTRY INN FAX:434 971 7098 ATTACHMF_.~Xrr 1D American Manufacturing Company, inc. P.O. Box 549, Manassas, Va20105-0549 .1-800-345-3132 www.americanonsite.com Fax 703.754.o058 August 2, 2002 David Morgan, GM Clifton Inn 1296 Clifton Inn Drive Charlottesville, Va. 22911 Dear Sir, We pro~/ided a wastewater treatment and dispersal system to the Clifton Inn a few years ago. The system was comprised of additional tanks, a "Fast" treatment system and a drip dispersal system. We have been asked to state a system capacity and recommend a procedure to handle a 200 people event at this facility. The treatment and drip dispersal system has a microprocessor based control system to manage the system capacity. The system will not pump more than the allowed amount of wastewater to the drainfield area. The rated capacity is available in the Health Department permit. The overall system has' larger than normal tankage in order to capture peak flows and treat and disperse these flows over several days after the peak event. The system may be able to handle a large event but please note that a 200 people event will not result in overloading the drainfield when the system is operating in automatic due to flow equalization and time dosing of the system. The system has been designed to handle peak events with flow equalization as a moans to hold excess wastewater until the peak flows subside and the system can "catch up". If the storage capacity is exceeded at any event a high level alarm will sound and the excess will need to be pumped to a truck and hauted' away. Pumping of the tanks prior to a major event will maximize the peak flow capacity of the system. Temporary toilets may also be used to manage these peak events. We recommend that the Inn enter into an operational agreement to assure best operational practices are used. However, with. the use of these aforementioned techniques, a 200 people event I believe can be managed at this facility. If you have any questions please feel free to call me at any time. Best regards, American Manufacturing Company Inc. S\clata\admin stafflbob\sales\va\clitonin n0802.1wp Page No. '1 ATTACHME. NT IE To: From: Date: Scott Clark County of Albemarle, Department of Planning and Community Development Jan Sprinkle County of Albemarle, Department of Building Code'and Zoning Jack D. McClelland, Technical Consultant, Thomas Jefferson Health District April 11, 2002 Re: Comments on SP-2002-019 for Albemarle County Site Plan Review Meeting on May 2, 2001 SP-2002-019 Clifton Inn Amendment - Expanded Seating - Under the current special use permit (SP 2001-039), the facility is currently utilimg nearly 100% of its existing sewage disposal system capacity for the main building. The existing system is approved for a maximum daily sewage flow of 3700 gallons per day. Under the current special use permit, which allows a 52 seat restaurant with full dinner hours available plus 14 guest rooms (6 of these are in the main building and connected to the subject sewage disposal system), they are operating at 3,380 gallons per day. This is computed as follows: 52 restaurant seats at 50 gallons per day per seat 6 guest rooms at 130 gallons per room (2 people per room at 65 gallons per day per person) Total 2,600 gallons per day 780 gallons per day 3,380 gallons per day This current usage accounts for 80 people at the facility. The current request is for a maximum of 200 people, which is an increase of 120 people. Our design criteria for someone attending a special event would be a rnminaum of 5 gallons per day. 120 people x 5 gallons per day 750 gallons per dav Under their current request, maximum daily sewage flow for the sewage disposal system serving the main building would be: 3,380 gallons per day + 750 gallons per day 4,130 gallons per day This would be 430 gallons per day over their design flow of 3.700 gallons per day. The 430 "extra" gallons, when broken down to individuals (at 5 gallons per day each) is 86 people. Therefore, the total number of people at the facility at any given time should'not exceed 114 (200 minus 86). In order to provide a degree of safety in the calculation, it would be our suggestion that the total not exceed 100, which is 20 additional people beyond the currently approved 80. Also, it ~s important to note the neither the owner nor an agent has made application to our office for a'new conditional permit to reflect the changes of the special use permit (SP-2001-039) approved by the Board of Supervisors on December 12, 2001. Under our current Operations Permit, the sewage disposal system serving the main building is approved for a maximum daily sewage flow of 2000 gallons per day (24 restaurant seats at 50 gallons per day and the six rooms at 130 gallons per day). I already provided them this guidance in a certified letter dated April 17, 2001, but ! will be contacting them to require that they make application for a new conditional sewage disposal system permit. I will contact you when this is accomplished and would ask that no additional use be approved until they haVe completed this process. If you have any questions or comments, please contact me at (434) 972 - 4318. 2O September 5, 2002 Katurah Roell 195 Riverbend Drive Charlottesville, VA 22911 RE: SP-2002-036 Evergreen Church; Tax Map 46, Parcel 38C Dear Mr. Roell: The Albemarle County Planning Commission, at its meeting on September 3, 2002, by a vote of 6:0, recommended approval of the above-noted petition to the Board of Supervisors. Please note that this approval is subject to the following conditions: 1. This special use permit is for a church use only. Day care and other accessory uses deemed to have major traffic impacts shall require an amendment to this special use permit. 2. The church's improvements and the scale and location of the improvements shall be developed in general accord with the conceptual plan entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02. 3. Construction of the church shall be commenced within five years of the date of the Board of Supervisor's action or this special use permit shall expire. 4. Commercial setback standards, as set forth in Section 21.7.2 of the Albemarle Zoning Ordinance, shall be maintained adjacent to residential uses, including Rural Area zoned property. 5. Total church building square footage shall be limited to 7,984 gross square feet and have an assembly area for no more than 300 seats. 6. The existing historic barn shall be documented in black and white photographs, with negatives to be maintained by the Planning and Community Development. The barn shall not be demolished. The barn shall be stabilized where necessary and maintained by the creation of a routine cyclical maintenance plan. However, if the barn is damaged by a natural event, such as a hurricane or tornado, to the extent that it is a safety hazard as determined by the Building Official, the church reserves the right to eliminate the safety hazard including, if necessary, demolition of the barn. 7. The applicant shall install screening shrubbery along the southern side of the travelway and parking areas, which shall be reviewed and approved by the Department of Planning and Community Development during the review of the final site plan. 8. The existing entrance shall be removed entirely and its use shall be discontinued. The subject area shall be reestablished in grass or landscaping. 9. Subject to Virginia Department of Transportation approval, the applicant shall install a commercial driveway and a 100-foot right turn lane with a 100-foot taper as shown on the Concept Plans for SP 02-36 entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02. Regarding the waiver requests, the Commission took the following actions: · Section 4.2 Critical Slopes - The Commission, by a vote of 6:0, approved the critical slopes waiver request. · Section 4.12.6.2 One-way Circulation and Section 4.12.6.5. c. Angled Parking - The Commission, by a vote of 6:0, indefinitely deferred the one-way circulation and angled parking waiver requests. Page 2 September 5, 2002 Please be advised that the Albemarle County Board of Supervisors will review this petition and receive public comment at their meeting on October 2, 2002. Please note that review of the public hearing items for the October 2® Board meeting will begin at 1:30 p.m. Any new or additional information regarding your application must be submitted to the Clerk of the Board of Supervisors at least seven days prior to your scheduled hearing date. If you should have any questions or comments regarding the above noted action, please do not hesitate to contact me. Sincerely, Joan McDowell Principal Planner JMD/jcf Cc: Ella Carey Jack Kelsey Amelia McCulley Cc: Ella Carey Amelia McCulley Jack Kelsey Steve AIIshouse STAFF PERSON: PLANNING COMMISSION: BOARD OF SUPERVISORS: Joan D. McDowell September 3, 2002 October 2, 2002 SP 02-36 Evergreen Church Applicant's Proposal: The applicant, Evergreen Church, has requested a approval of a special use permit to construct a 7,984 square foot church building, with 103 parking spaces on a 10.653 acre parcel within the Rural Area. The church would serve approximately 300 congregates. The application indicates that they would hold meetings on Tuesday evenings between 6-8 PM, and Sunday services between 9AM and 2PM. Due to the growing membership, the church recently has moved its services from a building approximately DA mile south of the subject parcel in Proffit where it operated for over a century, to the County Office Building. Three waivers from Zoning Ordinance standards have also been requested: Section 4.2 Critical Slopes; Section 4.12.6.2 One-way Circulation; Section 4.12.6.5.c. Angled Parking. The property is located within the Proffit Historic District. The existing barn is the only remaining barn within the district and it is considered to be a contributing building to the District. The applicant intends to retain the barn. Access to the parking area and new church building would be from a new driveway connecting to Proffit Road (State Route 649) at its intersection with the Payne Jackson Drive. The existing driveway further to the north would be removed. Petitions: Request for special use permit to allow a church, in accordance with Section 10.2.2.35 of the Zoning Ordinance that allows for churches in the Rural Area. The following waivers from the Zoning Ordinance have been requested: Section 4.2 Critical Slopes; Section 4.12.6.2 One-way Circulation; Section 4.12.6.5.c. Angled Parking. The property, described as Tax Map 46 Parcel 38C, contains 10.653 acres, and is located in the Rivanna Magisterial District at 2481 Proffit Road (Route # 649) north of Route 819. The property is zoned RA Rural Areas and is within the Airport Impact Area SP 02- 36 Evergreen Church Overlay District. The Comprehensive Plan designates this property as Rural Area. It is also within the Proffit Historical District, which is listed on the National Register of Historic Places. Character of the Area: The area contains a land use mixture of residential, agricultural, and forestal uses. The subject property is mostly cleared; however, a small barn, which has been identified as a contributing structure in the Proffit Historic District, is located on the property approximately 140 feet from Proffit Road. This historic building is discussed later in this report. A pond exists in the southeastern corner of the parcel and a powerline bisects the property along the southern half of parcel. Also, the southeastern side of the parcel is bounded by a railroad owned by the Southern Railway Company. Plannin~ and Zonin~ History: In 1996 -- Planning staff administratively approved a subdivision to create a 5-acre lot from a 15.65-acre parcel. The 10.653-acre residue is the subject parcel associated with this request. In 2000 - SP 99-77, a special use permit for a church was approved to permit conversion of an existing building into a church. The existing building was subsequently demolished. The application review and many of the conditions of approval addressed the existing building remodeling/conversion conditions. For these reasons, the special use permit was no longer valid. In 2000 - SDP 00-16, a preliminary site development plan for the church was approved with conditions. Waivers for critical slopes, angled parking and one-way circulation were approved. The waiver approvals are also no longer valid. 4. In 2000 - SDP 00-88, a final site development plan for the church was withdrawn. Comprehensive Plan: The property is located within the Rural Area land use designation of the Comprehensive Plan. Churches provide supporting services within the SP 02- 36 Evergreen Church 2 Rural Area and support the citizens of the Rural Area community. The church use would not conflict with the provisions and policies contained within the Comprehensive Plan. Historic Resources. The site is within the Proffit Historic District, which is listed on the National Register of Historic Places. The Proffit Historic District, the most thoroughly documented African-American community in Albemarle County, consists of 41 buildings or sites that are identified as significantly contributing to the District. A barn on the property has been determined to be the last remaining historic barn in the district. It has also been determined to be a contributing building in the historic district. An attached memorandum from the Design Planner provides further details of the historic significance of the District and of the barn. (Attachment D). As with the previous special use permit application (SP 99-77), a recommendation concerning the preservation of the barn has been incorporated into the conditions of approval (Condition 6). RECOMMENDATION: Staff has reviewed SP 02-36 for compliance with the provisions of Section 31.2.4.1 of the zoning ordinance and recommends approval subject to conditions, based on the application's consistency with the Comprehensive Plan. WAIVER REQUESTS: The applicant has requested approval of three waivers from Zoning Ordinance requirements. Waiver from Section 4.2 Critical Slopes: The applicant proposes to grade and construct on critical slopes. Section 4.2.3.2 of the Zoning Ordinance restricts earth-disturbing activity on critical slopes and Section 4.3.5.2 allows the Planning Commission modification of this restriction upon finding that strict application of the restriction would not forward the purposes of the Zoning Ordinance. The Department of Engineering & Public Works has provided the following response and recommendation: SP 02- 36 Evergreen Church 3 The request for a waiver to develop on areas of critical slopes received on 1 August 2002 has been reviewed. The critical slope areas are scattered throughout the parcel - mostly on the eastern half of the site. Critical slopes make up O. 92 acres of the site's 10. 9 acres, or 8.4% of the site area. The plan shows about 9.1% (0.018 acres) of the critical slopes being disturbed for uses other than stormwater management. The disturbance is in the form of constructed slopes at the edge of parking areas. Below, each of the concerns of Zoning Ordinance section 18-4.2 is addressed: 1. Rapid and/or large scale movement of soil and rock: · Proper construction of slopes willprevent movement of soil and rock. 2. Excessive stormwater run-off! · The stormsewer system shown on the site plan willprevent excessive runoff Jhom, or on, critical slopes. 3. Siltation of natural and man-made bodies of water: · County inspection and bonding of erosion control measures will address siltation during construction in accordance with State and County erosion control regulations. Proper vegetative stabilization will prevent long term erosion and siltation. 4. Loss of aesthetic resource: · These are grassy slopes adjacent to an existing building. 5. A greater travel distance of septic effluent · The proposed drainfield is not on an area of critical slopes, and the areas above and below it are not proposed to be disturbed. Based on the review above, there are no engineering concerns that prohibit the approval of the critical slope waiver. The Engineering Department has made the determination that the disturbance of critical slopes for the area of the stormwater management facilities does not need to be included in the waiver request. (The other portions of the site do require a waiver.,) On the plan configuration provided, there is no reasonable alternative location or alignment to provide stormwater management other than the existing pond. [18-4.2.2] SP 02- 36 Evergreen Church 4 A minimal amount of critical slopes would be impacted by this development. These slopes are not part of any significant system of critical slopes identified for protection in the Open Space Plan. Recommendation: Based on the finding that strict application of the restriction would not forward the purposes of the Zoning Ordinance, staff recommends approval of a waiver from the Albemarle Zoning Ordinance Section 4.2 Critical Slopes. Waiver from Section 4.12.6.2 One-way Circulation and Waiver from Section 4.12.6.5.c. Angled Parking: The applicant has also requested a modification to allow for angled parking. Section 4.12.6.5.c of the Zoning Ordinance states, "Where practical considerations warrant, the Commission may authorize other angled, curvilinear, and/or parallel parking." The applicant also has requested a modification for one-way internal circulation in the parking area between the building and the eastern property line. Section 4.12.6.2 of the Zoning Ordinance states, "One-way circulation aisles shall not be permitted, except that the Commission may approve one- way circulation in such case where the same is necessitated by the peculiar character of the site or the proposed use such as but not limited to uses involving drive-in windows and automobile laundries." The review of these waivers has been combined, as they are interrelated by this proposal. As the proposed one-way circulation accesses 60 degree parking stalls, the Department of Engineering would require a 20-foot wide one-way aisle for safety and maneuvering purposes. The applicant has proposed a 12-foot wide one-way circulation aisle in this parking area. It is expected that when a site plan application is submitted for the church, the applicant will present a reconfiguration of the subject parking area. At that time, request any waivers, as necessary, may be requested. Recommendation: The proposed one-way drive aisle and angled parking configuration does not meet minimum design standards and would present a health and safety hazard. Therefore, staff recommends disapproval of the requested waiver SP 02- 36 Evergreen Church from Section 4.12.6.2 One-way Circulation and disapproval of a waiver from Section 4.12.6.5.c. Angled Parking STAFF COMMENT: Staff will address each provision of Section 31.2.4.1 of the Zoning Ordinance. The Board of Supervisors hereby reserves unto itself the right to issue all special use permits permitted hereunder. Special use permits for uses as provided in this ordinance may be issued upon a finding by the Board of Supervisors that such use will not be of substantial detriment to adjacent property. Staff finds that the proposed use would have minimal negative impact on surrounding uses. The church would be located in an area away from the property line and it would require minimal grading of critical slopes. A condition of approval to address screening landscaping along the southern portion of the entrance drive is included (Condition 7). that the character of the district will not be changed thereby, Churches are an anticipated use in the Rural Area. Although this proposal may be viewed as a ;~rural" church, staff notes that an assembly area of 300 seats is comparable to that of many %rban" churches. Since this application seeks the expanded relocation of an existing rural church in Proffit, staff does not believe that the proposed church would alter the character of the district. and that such use will be in harmony with the purpose and intent of this ordinance, Staff has reviewed this request for compliance of Section 1.4 Purpose and Intent, Section 1.5 Relation to Environment, and Section 1.6 Relation to Comprehensive Plan of the Zoning Ordinance and finds no conflict. In addition, the application is in compliance with Section 30.2 Airport Overlay District. SP 02- 36 Evergreen Church 6 with the uses permitted by right in the district, The proposed church would not restrict permitted residential and agricultural uses on properties in the surrounding the Rural Areas district. with additional regulations provided in Section 5.0 of this ordinance, Section 5.0 of the Zoning Ordinance provides no additional regulations. and with the public health, safety and general welfare. The Engineering Department would require that the existing entrance is closed and the relocated driveway, as shown on the concept plan (Attachment B), would be used as the entrance to the church (Condition 8). The relocated driveway would satisfy concerns regarding sight distance and provide a commercial entrance aligned with another private road. A VDOT requirement for a 100-foot by 100-foot right turn lane/taper that was required with SP 99-77 also has been conditioned with this application (Condition 9). At the time of site plan submittal, the parking area would be required to be redesigned to meet Engineering standards. As discussed earlier, the applicant may reapply for waivers, should they be necessary with the redesign of the parking area. This site would also be served by a private well and septic system. The applicant provided verification with SP 99-77 that indicates the parcel would have more than enough capacity to accommodate a primary and a reserve drainfield (Attachment E). Prior to final site plan approval, the applicant would be required to obtain approval from the Health Department. Although the building has changed in size and location, the overall development proposal and impacts would be very similar to the previous development proposal approved with SP 99-77. Staff concludes that this application would not have adverse impact on the public health, safety, and general welfare. SUMMARY: SP 02- 36 Evergreen Church 7 Staff has identified the following factors favorable to these applications: 1. The proposed church would provide a service to the community. 2. The existing historic barn would be retained and maintained. 3. The existing entrance would be closed and a safer entrance would be installed. 4. A pond available for a stormwater detention facility already exists on site. 5. The church use has existed in harmony with the surrounding residential district for over 100 years. 6. The use is consistent with the Comprehensive Plan. 7. The use is consistent with Section 31.2.4.1 of the Zoning Ordinance. Staff has not identified any factors unfavorable to this application that have not been addressed by conditions of approval. RECOMMENDED ACTION: Based on the findings contained in this staff report, staff recommends approval of SP 02-36, subject to the following conditions: 1. This special use permit is for a church use only. Day care and other accessory uses deemed to have major traffic impacts shall require an amendment to this special use permit. 2. The church's improvements and the scale and location of the improvements shall be developed in general accord with the conceptual plan entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02. 3. Construction of the church shall be commenced within five years of the date of the Board of Supervisor's action or this special use permit shall expire. 4. Commercial setback standards, as set forth in Section 21.7.2 of the Albemarle Zoning Ordinance, shall be maintained adjacent to residential uses, including Rural Area zoned property. 5. Total church building square footage shall be limited to 7,984 gross square feet and have an assembly area for no more than 300 seats. 6. The existing historic barn shall be documented in black and white photographs, with negatives to be maintained by the Planning and Community Development. The barn shall not be demolished. The barn shall be stabilized where necessary and maintained by the creation of a routine cyclical maintenance plan. However, if the barn is damaged by a SP 02- 36 Evergreen Church 8 natural event, such as a hurricane or tornado, to the extent that it is a safety hazard as determined by the Building Official, the church reserves the right to eliminate the safety hazard including, if necessary, demolition of the barn. The applicant shall install screening shrubbery along the southern side of the travelway and parking areas, which shall be reviewed and approved by the Department of Planning and Community Development during the review of the final site plan. The existing entrance shall be removed entirely and its use shall be discontinued. The subject area shall be reestablished in grass or landscaping. Subject to Virginia Department of Transportation approval, the applicant shall install a commercial driveway and a 100-foot right turn lane with a 100-foot taper as shown on the Concept Plans for SP 02-36 entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02. Attachments: Attachment A - Attachment B - Attachment C -- Attachment D -- Attachment E - Attachment F -- Attachment G -- Application for SP 02-36 Concept Plans for SP 02-36 entitled Minor Amendment Plans for Evergreen Baptist Church dated 4/30/02 and revised 7/26/02 Location Maps and Aerial Map Memorandum from Design Planner dated February 11, 2000 Soil Scientist Memorandum dated February 3, 2000 Applicant's Request for Waivers/Modifications SP 99-77 Approval Letter with Conditions of Approval SP 02- 36 Evergreen Church 9 County of Albemarle i'~FFICE uSE OxNLY Application for Special Use P rmit Project Name ~,. ~a -~ ~r to m~ ~1~.~7) ~ *Zoning Dis~ct ' ~ -- ~ *Zoning O~inance S~tion number (*staff will ~ist you M~ ~ese items) Number of a~ to be covered by Special Use Permit ,,t. ~,t,..~ ~ ~t~. ~o ~ this an amendment to a. exisfi.g Spe~al U.e Permit? Are you submitting a site development plan with ~ .ppli.fion? ~ . - .... Department of Building Code and 7 ATTACHMENT A d, O O ~90____ ..O O · - · . . ,- ty ~.x.'v i~r._ State Yr~ Zip.~ Daytime Phone ( ) Fax # E mail Daytime Phone (~..~. } ?~TZ" 7_~.5 Fax. E-mail ~Tax map and parcel q ~ -- '~ ~ Physical Address rit'as,ig~e.~).OtOq~' 1 ?(~ ~ I D.s. owner of this property own (or have any ownemhip interest in) anX abutting ~ropeny* If yeS, pi~e list Concun'cnt rcvic~ of Site Dcvciopmcnt Plan? - 401 Mclntire Road -:. Charlottesville, VA 22902 *:. Voice: 296-5832 -:- Fax: 972-4126 '/: *':"'" SEction 31.2.4. I of the Albemarle County Zoning Ordinance states that, "The board of supervisors- hereby reserves unto itself the right to issue all special use permits permitted hereunder. Special use permits for uses as provided in this ordinance may be issued upon a finding by the board of supervisors that such us9 will not be of substantial detriment to adjacent property, that the character of the district will not be changed thereby and that such use will be in harmony with the purpose and intent of this ordinance, with the uses permitted by right in the district, with additional regulations provided in section 5.0 of this ordinance, and with the public health, safety and general welfare. The items which follow will be reviewed by the staff in their analysis of your request. Please complete this form and provide additional information which will assist the County in its review of your request If you need assistance filling out these items, staff is available. Wliat is the Comprehensive Plan designation for this property, --~'~ ._ff~ ' ' H°~istheuseinharrnonywiththcpurposeandintentofthcZoningOrdinance.~ 1 ~ ~ ~ H°w is thc usc in harmony wi~h thc uses permitted by right in thc district,~ What additional regulations provided in Section 5.0 of thc Zoning Ordinance apply to this usc? How will this usc promotc thc public health', safety, and gcncral wclfare Of th ' '~ .--,! / , . ,;-: : .... . , ecommun.ty. ,A~ ~c,,J' Describe your request in detail and include all pertinent information such a$41~ n. umbe~ of persons involved in the use, operating hours, and any unique feaiures of the use:. l ~ C'{-~''f~k,---- ATTAC(I-IMENTS REQUIRED - provide two(2) copies of each: ~//1. Recorded plat or boundary survey of the property requested for the rezoning. If there is no recorded plat or boundary survey, please provide legal description of the property and the Deed Book and page number or Plat Book and page number. Note: If you are requesting a special use permit only for a portion of the property, it needs to be described or delineated on a copy of the plat or surveyed drawing. Ownership information - If ownership of the property is in the name of any type of legal entity or organization inCluding, but not limited to, the name ora corporation, parm.ership or association, or in the name of a trust, or in a fictitious name, a document acceptable to the County .must be submitted certifying that the person signing below has the authority to do so. If the applicant is a contract purchaser, a document acceptable to the County must be submitted containing the owner's written consent to the' application. If the applicant is the agent of the owner, a documen3 acc.eptable to the County must be submitted that is evidence of the existence and scope of the agency. OPTIONAL ATTACHMENTS: ~/~3. Drawings or conceptual plans, if any. E~ - 4. Additional Information, if any. I hereby certify that I own the subject property, or have the legal power to act on behalf of the owner in filing this application. I ~lso certify'that the information provided is true and accurate to the best of my Printed'~tame :, v... - - ~ ' -:~Daytime phone number of signatory ' :::'-'" ' ~ OWNr~R'$. APPROVAL: THE DIVISION OF' THE LAN[} O£$CRIBED HEREIN IS ~H THE UNDE~I~ED ~NER. PROPRI~R AND ~UST~ ~ R~ER~NCE TO T~ FUTIJR~ POT[N[~I O~L~PM[~ 15 rD uE URgeD ~ THLOHE[I~L ONLY. A~ ~I~ILM[N~ AFFIXED TO T~5 P~T ARE TRUE AND CORRECT TO THE BEST OF ~ COUNTY OF ALBEMARLE 'PLANNING COIdMIS$10N COUNTY OF ALBEMARLE BOARD OF SUPERVISOR.c .... ~.. t; ~J,~ ~+ , _._ LABEL RADIUS ANGLE AA OWNER: JAMES A. DETTOR. JR, D.B. 1502 P. 614 D.B. 1156 P. 650[PLAT) 75' FRONT SBL. 25' SIDE SBL. 35' REAR SBL LOT 1.HAS FOUR DEVEL.:OPIdENT RIGHTS, LOT 5 MAY NOT BE FURTHER DEVELOPED. BOTH LOTS HAVE :A 50~000 SQ. FT. BLDG. SITE WITH LESS THAN gs:~ SLOPE. ' CURVE TABLE CH~RD CHRD BEARING TANGENT ARC LENGTH 5654,60 001 4g'EO' t7g.19 S $3'0,9'E:9' ~ 99.H 17B, EO ANY FUTURE LOT .CREATED FROM LOT 1 SHALL HAVE A BLDG. SITE WITHIN Tile LOT WHICH INCLUDE": TWO DRAINFIELD LOC- ATIONS WITHIN THE BLDG. SITE PER 4.2.2.1 AND MAY NOT EMPLOY THE RESERVED AREA TO SATISFY 4,2.2.1. o IRON AT 25. '~'-"'~. LOT 1 10.6555 AC. IRON TWO STORY FRAME LOT 5 5.000 AC. IRON FOUND EASEId~NT f'OUND LINE TABLE aa N 88'40'30' b~ N 01'3~'22' c~x N 02'3~38· d(~ N 04'35'26' eQ N 0~'~6'4~5' F~x' N 04'0]'~7' ga N 01'55~16' ha N 04'03~43· I~X N 05'56'i~7' jo, N 01'08'57' 53.33 15.3~ 140.89 1~0.01 7~,54 '156,67 185,36 174.02 56,54 T.M. 46 PAr..Se''~, // J. R. OR ~ BE. RNICE WOOD D.B, 1465 P. 661 SUBDIVISION PLAT SHOWING LO,TS 1 & 5-A OF TAX MAP 46 RIVANNA 'DISTRICT ALBEMARLE COUNTY, SCALE: 1" = 200' Lang ,gurve$/or ~'Aarlo llesville, DIVISION OF PARCEL 38 VIRGINIA AUGUST 27, 1996 11400 D-GL I~D 200 SCALE IN FEET 400 '~ ~-'~. cJ I'!~;~q3t-tt'l N ~h F, 6099§t~Ot-'.G F'O:ST F, RRT/7.~/TT P.O. Box 7603 ~h~iriottoo~illo, VA ~?.006 Memorandum Rivanna Engineering & 8urvoying, PLG 804.984.1599 (1') 1'0= Joan McDowell From= Justin Shimp ~ 29-July-02 Thl ftlllY(Jnll Ilmmlntl wi in rleRinee I]] )'our IDler ithink! dl~il Q, Ylld~' Planning: 1. The I~an shows 103 parking spaces and an assembly area of 300 fixed seats. If the new parking ordinanc= is mdoptacl befc~a final ~ plan approval, the site will have the requhed one space for every 3 fixed seats. 2. The Histol'ic Barn will be preserved. 3. The requemmd waivers have t~en atlache¢l 4. M! ~ilding dimensions and square foolage are now accurate. 5. The 'ren~vad' building has been mrnnv~ from ~ piton Engineering: 1.plan.A note indicating that the existing entrance at the barn will be removed was aclc~ecl to the 1. As per the previous plan, me existing ~ will ~ 2. The building and parking was relocated I= accommedate Ihe appropriate setbacks. ~ ==all if you have any questinn~ 14 ATTACHMENT B $!TE DATA' ii: GENERAL NOTES -- i': MIfNOR AMENDMENT FOR -'~ z6 ~,~RCEL 38C,~ SEPARATELY ANO TREATED AS AN AMENDMENT TO THIS PLAN. ~ SO~CE 9F TIT~E: ', ~ 2, DO NOT SCALE ~ESE DRAW~NGS~ USE DIMENSIONS SHOWN ONLY. BRING ANY I ]~ '601 :~AGE 460 DISCREPANCIES TO FHE ANENTION OF THE ENGINEER. iF iS THE CONTRACTORS [ ~ ~' , RESPONSIBILITY TO FIELD VERIFY ALL DIMENSIONS, SE"OR/'FROFFiT LAND ~WUSI ~ 3. ~T ~S iHE CONTRACIOR'S RESPONSIBIUIY [0 FIELD '~RiFY THE EXACT LOCATION 2..~. HURT AND fiH~RLEY ~SNER, tRUSTEES ~ OF ALL EXISTING UIIUBES. ~ s.S.NARLO~TESVi[LE,BOX VA 22906 ~ 4. }HERE ~S NO 100 YEAR FLOOD PLAIN ON TlitS SITE. B!47 ; (QUAN~[Y AN~ OUALI[Y), AND IS $UBdEgr [0 MOOIRCATiON AS APPROVffD ~Y [HE · ~A ~URAL AOR,CULrURAi. , { ANANNAALBEMARLE COUNTY, Y[RGIN[A UAfi,S[ERIAL OISTRICT: · ii ~V~NNA ~ 6. THIS SITE DOES NOT LIE WITHIN A RESFRVO~R WATERSHED, TN~S SITE IS IN THE ! , AIRPORT PROTECTION OVERLAY DISTRICT. 2CURCE OF BOUNDARY SURVEY: ~ ~ ................................ :~f'/J6 'J' PAGEWH~LAN650 ,;] i ANDT' THEPROPERTySUPOVER~N OFREs~DENTiALLIGHTING FROMoR RDRALPARKINGAREAAREAzoNINGLUM'NAR~ESNsTRIcTsONTOsHALLPUBLtCNoT ROAOS ........... & ...................................................................................................................... .;[:[R '0 6EN[RA. NOr[ '0) {', ffXCEED ONE-HALF (1/2} FOOT CANDLE. iLBEMARLE COUNTY ENGNEER[NG GENERAL CONSTRUCT[ON NOTES -2=CORAPHY: 8. EACH OUTDOOR LUMINARIE EQUIPPED ~fH A LAMP WHICH EMITS 3,000 OR MORE -YE CONTOUR DATA SHOWN ON FHESE PI ANS WAS ,N~RPO ATFD FROM A INITIAL LUMENS SHALL BE A FULL CUTOFF LUMINARIE OR A DECORATIVE LUMINARIE - ] ' t PR,~ TO COMMENCEMENT OF ANY CONSTRUCgON ~N ANY EXIS;ING PUBLIC RIGHT-OF-WAY, iNCLUDING CONNECTION TO ANY EXISTING ROAD, A PERMit SHALL BE OBTAINEO FROM THE ~RG~NtA OSPAR~Nf or ~RA~¢ORTATIO~ ~ ~iN 6~M~N]S - - ~ ' (~(D.O.T.). THIS PLAN AS DRAWN MAY NOT ACCURATELY REFL(CT ~E REQUIREMENTS Or THE PERMIT. ~ERg ANY DISCREPANCIES OCCUR ~HE REQUiREMENtS OF ~H[ PERMIT SHALL ']$VB~NAFION OF THE U.S.G.S TOPOGRAPHIC MAP (CHARLOTTESV, t. LE EAST) AND A ~ ~[H FULL CUTOFF OPTICS. r:r D SURVEY OF THE PROPER~Y PERFORMED BY RNANNA ENGINEERING ~ I SLRVEYINO ON JANUARY 28, 2000. ~ 9. TRASH REMOVAL: NO DUMPSTERS WILL BE USED. i ' 5ENCHMARK: ~ 10. ~E FIELD SURLY PERFORMED FOR THIS PROJECT REVEALED THAT THE ',CS MONUMENT C-~56 HW0518. ELEVATION = 438.&0. ~ MONUMENTED LOCADON OF THE NORTHERN PROPERTY LINE D FFERS FROM THE ! 4. ALL SLOPES AND DIS~RBEB AREAS ARE TO BE FERDUZED, SEEDED AND BULCHED. ~E MAXIBUM ALLO~ASLE %OPE IS 2:1 (HORIZ~TAL:VERf~CAL). ~ERE REASONABLY OBTAINABLE, LESSER SLOPES OF 4:~ OR B~T~R ARE TO BE VEAL DISK IN THE CENTER A IO"XIO" CONCRETE D~ER ON FHE EAST END OF THE ~ PROPERTY LINE SHOWN ON THE PLAF RECORDED IN DB 1136 PG 650. A PLAT OF ! ACH~E~D. . 3R'DGE OVER THE SOUTt4ERN RAILROAO. ~ CORRECTION HAS BEEN GENERATED AND SHALL BE RECORDED IN RtE NEAR FUTURE. ~ ~ A DRAINAGE CHANNEL. BULDING SETBACKS: I ~ ' ;RONI YARD: JO' FROM PUBLIC R/W [ 11. PAVEMENT MARKINGS AND SIONAGE SHALL BE PROVIDED FOR ONE-WAY TRAFFIC. [ [ e. ALL TRAFFIC C~TeOL SIGNS SHALL CONFORM WiTH ~E 'AROeNIA MANUAL FOR UNIFORM TRAFFIC CON~ DE~CES. m ~ 7. UNLE% OTHERM~ NOrD ALL CONCRETE PIPE SHA~ BE REINFORCED CONCRE~ PIPE - CLASS IlL ;:OE TARD: 50' FROM RURAL DISIRICTS ) ~: & ALL EXCAVA~ FOR UNDERGROUND PIPE INSTALLATION MUST CO~PLY ~ OSHA STANDARDS FOR THE CONSTRUC~ON INDUS~Y (2g CFR PART 1926). REAR YARD: .)5' i THE FOLLOWING ARE CONDITIONS OF PLANNING COMMISSION AND BOARO m · ~ =ARKIN~ SETBACKS: m OF SUPERVISORS APPROVAL OF SP-99-077 EVERGREEN BAP~ST ~0~ YARD: lO' FROM PUBLIC R/W CHURCH-TAX MAP ~8 PARCEL. 38C. ~ 53E YARD: 20' FROM RURAL D)SIRICTS t 1. This permit is issued for church use on)~ I 2. Toloi building squore footage sholi be limited to 8,000 gross squore feet ond ~ ............................................................................ BL;;LO,NC HEIGHT: ) hove on ,ssembly oreo of no more thon 300 sects; i. TN-EX 4~!OHT OF BUILDING SHALL. NOT EXCEED 55' ) 3. No school or doy core usoge is oitowed. Any future school or doy core usage wilt ( , require an omendment [o this speciol use permit; D~ ~ ( C~R~ENT USE: ~ 4. lhe church sholl not demolish and shell meintoin the existin~ hlstoricoi born so as to preserve its current condition. However, if the barn is damaged by o nohJrat ~ : r ~,ACANT ~ event such os a hurricane or tornado [o the extent (hot it is a safety hazard, then ) ' of 5 COVER SHEET PROPOSED USE: ~ the church reserves the right [o eIim~na[e the safety hozord including, if necessary, ~ 2 of 5 O~RALL SiTE ~ D~uRCH ~ demoIbhing the barn; ~ .l of 5 DETAILED SITEPLAN I ; 5. The barn may not be used for supportive purposes directly reloted to the church ~ ,?A~ER AND SANITARY SERVICE: ) use or octivlty. Uses other thon stordge ICy require on .omendment to this speciol ~ ~ °f 5 DETAILED SITEPLAN ~ PLANNING DEPARTMENT -q;S FAQLIFY WILL BE SERVICED BY THE EXIS~NG ,~ELL AND SEPT'C SYSTEM. ~ use permit ond/or siteplon o~d building permit opprovo~s;.I , ¢ Of 5 LIGHTING PLAN =ARK~NG SCHEOdLE: i 6. The building setbock sho)l follow the exbt;ng building footprbt on the northwest~' i . side os shown on the Site Plon entitled "Prellminory Site P~on for Evergreen Boptist 9NE' ;~) SPACE PER FOU~ (4) FIXED SEATS. ~ ~ ~ ZONiNO UEPAR[MENf ~O0 gtXED SEATS PROPOSED. ~ Ohurci¢; ~ 75 SPACES REQUIRED. i 7. The opplicont sh,lt ins[,ll scree~in9 shrubbery clone the southern s'de of the tmvetwoy end p~rking ~rees, which snell be revle~ed ~nd opproved by (he ~ : ~3~AL SPACES REQUIRED 75 ~ Deportment of Pionnin9 ~nd Community OeveIopment during review of the Fbet S[[e ;~ ~ = OFPARTMLNT/r IRE OFFICIAL 'OTAL SPACES PROVIDERS = 105 ~,'~; ', , INSP Cl!ONS ' ~ he epplicont sh~ll ~nstoll screening trees elong the northern property boundory in ! ~ Benchmark 500 Existing Elewtlon/Co~tour i I u~N3 USE SCHEDULE: the oreo of the proposed building and parking, which sho(l be reviewed and approved,~ ---W/'E-- Existing Waterline)(.~"{{~'4t[500] Proposed Elevation/Contour ,[ EXISTING % PROPOSED % j Dy the Department of Planning and Commu.lty Development during review of the ) --O/E-- Overhead Bectric ~j Slopes Greater Than 25% Bd;LDINOS: 0 0.0 7,984 1.7 Final Site Plon. This requirement can be waved if the northern adjacent property I ' SERVICE AUTHORtlY PAVED: 18,561 J.9 44,917 9.5 I owner [Tox MoD 48 Porce) 38B] submits o tatter storing thor such Iondscoping is i ~ Power Pole ~ Z OPEN: 456,199 96A 42!,852 88.8 not required; i ~: ~ Prop. Light Pole ~- 474,760 100 474,760 I00 J.~ 9. ~e existing entronce sholl be removed entirely ond its use sh~ll be discontinued I i) .,~ I unless ~OT permits the entrance to remoi¢ os ~ gored entronce, the church sho(l ' i ~ ENGINEERING DEPARTMENT ~A'V'NG SPECIFICATIONS: ~ be accessed only by ~ new entronce [ha~ is aligned ~ith Po~e dockson Drive and ; j ~OUTE 649 TURN LANE: j approved by ~OT; .. ~ SUBleASE MATERAIL: 8" VDOT 2lA AGGREGATE ' 10. The applicant shall install o 1OD-fooL right turn lone with o lO0-foot taper os , ] BASE MATERIAL: 3" BU-25.O . m sho*n on the Site Plon entitled "Preiimlnory Site Plon for Evergreen Boptist Church", I I VIRGINIA ~EPARMENT OF TRANSPORTATION 11. The applicant shall hove two ~ars to beg;n construction from The approval dote , j ~ PA~KiN6 AREA: I. °fthethiSconstrucUonSpecial USeoncePermit,it hasThecommenced.appticont and;Shall hove an additional year to complete j ~" .¢- 819 i' BASE MATERIAL: 6" VDOT 2lA AOOREGATE i . ¢¢/ "Pr I ViROINIA HEALTH DEPARTMENT z SURFACE: PRIME ~ND DOUBLE-SEAL 12. Heotth Deportment approv~l of well capacity, ond primary and reserve drabfields. [ offit .741 ~ j CONCRETE SIDEWALK: ~ ~ ~ % 4" _ ~000 P9 CONCREiE ~ THE FOLLO~NG WAIVERS WERE APPROVED BY THE PLANNING COMMISSION ~ ON APRIL 25, 2000: ~ [ 29,/~5~~5 64 [ BOARD OF ARCHN'ECTURAL REVIEW L Disturbance of critical slopes. 2. One-way circulationI 3. Angled parking. ] '~'~ m , 9 ',' FIRE DEPARTMENT Sheet 9! :oN looqS m '--] ~ z og ./ ,(dONV3 / : / · VU :ffSNOZ 1]a.m£ '3'£ 888 leO.md 9~' va,sou Tlfla3HOS ]dVOSaNVl L~ _) m/ ,/ m / i 40 . 60 17 8'1' / / / I ClON5'1' RU ~TION oPTICS MOUNTING WARI~/U$'I'I NG$ ORDI~IING GUIBE ~PLE Vertil.~tte _Arm Series Vgrtlo~ I~nlp Ama Lul~mlre 250 to 1001) Wat~ (MA~ Metal Halide and (LX1 High pre.lure Sacllum ~s ~ ~ %~ %.~ %,~ %'" %.0 ~,o %.~ =,gi~tlncl Dion generoteo Dy Exceline P~c~tometrlc datO used in (h,S desfqn 's Iboerd or~ sLo~doro industry procedures and (es(ed 'n )aborotory conditiOnS. Field per¢ormonce may differ from predicated values due :o normal cevlot~ons ~n the inoire [rmtaUation, electrical S~ lu~inoire dirt deoriciation factor, {.9 ,,/ .L=I::I--I 009 = HONI 1. HD~IflI-ID 9~ - ~00~ - dS / / ! I D ,LN~I ~AIHDVJ. J,V / I ; ..'// / 900H3S ' 3~01~ ]00HDS ~ / / 0¥3MAq]OH /// /~ ,i,, ~[EMORANDL~! TO: Eric Morrisette, Sr. Planner FRO~I: Margaret Pickart, Design Planner RE: Barn on Tax Map ,4 ~ · 6, Parcel ~8C m the Proffit Historic District DATE: February 11, 2000 ATTACHMENT D [ have the following comments On the above referenced subject. Description and History . The Proffit Historic Dis~ct was listed on the National P~egister or' Historic Places on February consists of 41 buildings, s!tes, .and structures, and is significant at ~he local level as the most Laracr and most thoroughly documented historically black community in Albemarle County. :It is a rural residential village built pr~y/n nvo stages. It originated in a small settlement founded in 1571 by newly freed black · slaves from ~he related Brown and Ftazmagnn families, members of which were former slaves on the nearby Glen Echo plantation. Proffit is thus a rare survivor of thc black communities established La Albemarle County after the Civil War, most of which have disappeared or have been rebuilt. In 158I the village was designated a stop on the Southern Rz4lroacL, and Proffit grew to be a small but thriving commercial and reside.ntial community with an ~nregr~ted population. The district also ~ncludes the site of a former rnin~qg operation carried Out by the Ohio Sulphur Mining Company in the early 1920s. Tt~e most notable landmark of the community is the Evergreen Baptist Church, built by the local black Baptist congregation in 189I. Project Notes The church requires additional space ro accommodate irs growing congregation. A lot (Tax Map 46, Parcel 38C) situated a short distance to the north on the east side ofProffir P~oad (l~t. 549) has been chosen as the sire of the new church. There are wvo structures currently standing there. The metal agricultural building the rear of the lot will be converted into the new church. A new entrance road and parking area will be created. There are no plans to alter or use the barn ar the front of the.parcel. Significance The barn is a contributing building in the historic dis~ct and it is the only remaining barn in the district. The National Register nomination form describes the barn as a l-story, l-bay, gable-roofed Irene hay/storage barn with ve~cal board siding and a gable end entrance. Its estimated construction date is 1900. The metal building at the rear of the lot does nor conmbure to the history or significance of the dis~ct. The property on which the barn and metal building are located was part of the adjacent property the south. The house on the adjacent parcel, known as Lydia, was owned by Elijah Cox. Cox was the village merchant, and was also a builder and a farmer. The barn has a prominent location in the district. A red painted frame building, ir stands in an open field, a strong visual marker at the entrance to Proffir when entering from the north. Because ir conrnbutes to the architectural and historical significance of the district, because of its strong visual presence along Proffir l~oad, and because ir is the last strucvare of its type in the dis~ct, the barn should nor only be retained, but actively maintained. Project Impact The proposed new church will frnpacr the histor/c district because ir will be visible. It is, however, set far back from the road, and sits down on the slope. The building that will be converted is a non-contributing building in the distr/ct. It is nor anticipated that the proposed conversion will increase the negative impact of the building on the district. It is likely that the new church will have a more orderly appearance and, in that respect, will be an improvement. However, elevations have not been provided, so the ultimate impact is difficult to discern. Size, form, detail, materials, and colors of the building can all be used to minimize /mpact and Lacrease compatibility with the historic surroundings. The increase in the parking area may be viewed as an increased negative impact, l~educing the impact of the parking would be an/mprovement. Maintaining distance from the road and from historic resources, including the barn ar the front of the property, is preferred. Decreasing visibility by maintaining the parking a~ lower elevations would be preferred. ATTACHMENT F Recommendations: Bam · P, etam the barn. · Document the barn in black and white photographs, with negatives to be maintained at the county office building. · Stabilize the barn where necessary, and maintain it. Create and ~'ollow a routine cyclical maintenance plan. · The access road to the barn should not be available for use by church-goers. At a minirntm~ the route should be gated. Existing, Church_ · Continued use of the existing church is strongly encouraged. · Continued maintenance is a necessity. Create and fo[Iow a routine cyclical maintenance plan. New Church · Size, form, detail, materials, and colors of the building should be used to minimize impact and increase compan~oility with the historic surroundings. · Exterior lighting should be held to a minimum. · Parl~g should be organized to minimize impactYvisibility firom the road and to maintain distance f~om the barn. · Landscaping shOuld fit the character of the district. John Y. Gooch, P.E. Phone (804)293- 7449 88'~2a'35L37 GE'Fl:NC P aC-.-.-.~ 021~3 0 Steve Gooch. C~G. ~ ATTACHMENT E ~ e~ tZ ~ ~, ~c. H~ ~04)293-5137 ]305 C~[ton~ven~ Charto~e~ale. g~n~ 22902 C.W. Hur~, Mc. ~P,O. Box Re: EvergreeaBaptist Chta'ch Lot 1 Tax Map. 46 Parcel 38 Dear ~atur'~th: Se~-al ycat~ ago we l~'form~:l a ~ ~v~non for a ~gose~ ~id~ ~b~v~ion of~ zbove-~Z~ed ~. We ~ wo~d ~p~ a s~dc sys~m. We [ong~ pl~ed ~ ~: Ex~r~ Bag~t Ch~h 8~ed on our ~o~ ~ve~om it scale sys~ on ~ P~ge~t wo~d be ~le of ~os~g of ~o~ateiy I000 gallo~ ~ ~v ~ a !00% ~¢ ~. ~ ~s~e, ~ ~y ~adi~ ~at ~y a~ d~ 5i~ p~~ for ~e ~c~d si~es. ~e ~o SJo~s ~t Siace::ety. Gooch En~neering and Testing. mc. St~ve Gooch Poat-it' Fax Note 7871 oa~ I a of ~ COA~ept. Co. ' 24 ATTACHMENT F Post Office Box 7603 Charlottesville, VA 22906 July 26,2002 ~t SURVEYING, PLC 434.984.15~9 (F) 434.984.8863 RF-~lOcstonc.nct Joan McDowell Principal Planner County of Albemarle 401 Mclntire Road, Room 218 Ohaflottesville, VA 22902 RE: 8P 0245 Evergreen Baptist Church Dear Ms. McDowell: This is to request waivers for the following Sections of the Code of the county of Albemarle. Section 4.2. Tho ;31Lu D~velupiilellL Flail slluW6 afl died WlUl 20~ UI UII:IklU~I $1Upl:l$ trial Will be graded as part of this project. 1. Tho proposed grading is not 8iltnifi~nt enough to require rapid or largo aoalo movement of soil and rock. The material removed from this site will be used as fill matedal on site. 2. The drainage area for this project is less than 1 acre so excessive stormwater run-off will not occur. 3. A sediment basin will provide erosion protection for all natural and man-made bodies of water. 4. There are no aesthetic resources associated with this project 5. There is a septic system on this property, but should not be disturbed by the proposed work. This property is not in a flood plain. The reasons given above demonstrate that the grading of critical slopes on this project will not be detrimental to the health, safety, and/or welfare of the public. Section 4.12.6.2 This waiver is to allow one-way circulation. One-way circulation allows for a convenient drop-off area and minimizes the paved area. Section 4.12.6.5.c This waiver is t° allow angled parking. circulation. Angled parking is necessary for the one-way Please call me if you have any questions or concerns. Sincerely, Timothy Miller, P.E., P.L.S. President 25 COUNTY OF ALBEMARLE Department of Planning & Community Development 401 Mclntire Road, Room 218 Charlottesville, Virginia 22902-4596 (804) 296 - 5823 Fax (804) 972 - 4012 ATTACHMENT G May 26, 2000 Katurah Roell DettodProffit Road Land Trust 195 Riverbend Dr Charlottesville, VA 22911 RE: SP-99-077 Evergreen Baptist Church - Tax Map 46, Parcel 38C Dear Mr. Roell: The Albemarle County Board of Supervisors, at its meeting on May 17, 2000, unanimously al~proved the above-noted request. Please note that this approval is subject to the following conditions: This permit is issued for church use only; Total building square footage shall be limited to eight thousand (8,000) gross sc~uare feet and have an assembly area of no more than three hundred (300) Seats; No school or day care usage is allowed. Any future school or day care usagewill require an amendment to this special use ~ermit; The church shall not demolish and shall maintain the existing historical barn so as to preserve its current condition. However, if the barn is damaged by a natural event such as a hurricane or tornado to the extent that it is a safety hazard, then the church reserves the right to eliminate the safety hazard including, if necessary, demolishing the barn; The 'barn may be used for supportive purposes directly related to the church use or activity. Uses other than storage may require an amendment to this special use permit and/or site plan and building permit approvals; The building setback shall follow the existing building footprint on the northwest side as shown on the Site Plan entitled "Preliminary Site Plan for Evergreen Baptist Church"' The applicant shall install screening shi'ubbery along the southern side of the travelv~ay and parking areas, which shall be reviewed and approved by the Department of Planning and Community Development during review of the Final Site Plan; The applicant shall install screening trees along the northern property boundary in the area of the proposed building and parking, which shall be reviewed and approved by the Department of Planning and Community Development during the review of the Final Site Plan. This requirement can be waived if the northern adjacent property owner (Tax Map 46, Parcel 38B) submits a letter statino that such landscaping is not required: The existing entrance shall be rcmove~d sntirely an~ it:. use shall be discontinued unless VDOT permits the entrance to remain as a gated entrance. The church shall be 26 Page 2 May 26, 2000 10. 11. 12. 13. accessed only by a new entrance that is aligned with Payne Jackson Drive and approved by VDOT; The applicant shall install a one hundred (100)-foot right-turn lane with a one hundred (100)-foot taper as.shown on the Site Plan entitled "Preliminary Site Plan for Evergreen Baptist Church", and dated March 17, 2000; The applicant shall have two (2) years to begin construction from the approval date of this special use permit. The applicant shall have an additional year to complete the construction once it has commenced; Health Department approval of well capacity, and primary and reserve drainfields; and Documentation of the historical barn will be done with the assistance of staff before moving forward. In the event that the use, structure or activity for which this special use permit is issued shall not be commenced Within eighteen (18) months after the issuance of such permit, the same shall be deemed abandoned and the authority granted thereunder shall thereupon terminate. For purposes of this section, the term "commenced" shall be construed to include the commencement of construction of any structure necessary to the use of such permit within two (2) years from the date of the issuance thereof which is thereafter completed within one (1) year. Before beginning this use, you must obtain a zoning clearance from the Zoning Department. Before the Zoning Department will issue a clearance, you must comply with the conditions in this letter. For further information, please call Jan Sprinkle at 296-5875. If you should have any questions or comments regarding the above-noted action, please da not hesitate to contact me. Sincerely, V Wayne ilimberg · /ayne_/~Ci!im[. . Director of Planning & E;om~un~ty VWC/jcf Development Cc: Amelia McCulley Jack Kelsey Tex Weaver Steve AIIshouse Bob' Ball, VDOT RESOLUTION WHEREAS, a severe and sustained drought has created a water shortage in the public water supply which serves the County of Albemarle and the City of Charlottesville; and WHEREAS, the water levels of the reservoirs serving the area have continued to decrease even after calls for voluntary conservation measures and implementation of mandatory restrictions of water use in the urban service area; and WHEREAS, Section 16-500 of the Albemarle County Code provides that should the Board of Supervisors declare there to be an emergency in the County arising wholly or substantially out of a shortage of water supply, then the Albemarle County Service Authority and its Executive Director are authorized during the continuation of the water emergency to order the restriction or prohibition of certain uses of the water supply as set forth in the County Code; and WHEREAS, the Albemarle County Service Authority has declared that a water shortage emergency exists in Albemarle County for all its service areas and that it is necessary to impose restrictions on water use; and WHEREAS, the Board of Supervisors finds that the water supply emergency declared by it on November 7, 2001, for the urban service area of Albemarle County continues to be in effect; and WHEREAS, the Board of Supervisors now finds that a water supply emergency exists for all the service areas of the public water system, including the Scottsville and Crozet service areas. NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of Supervisors hereby declares that the emergency arising out of a shortage of water supply continues in the urban service area of Albemarle County and further declares that an emergency arising out of a shortage of water supply now exists in all service areas of the County, including the Scottsville and Crozet service areas. BE IT FURTHER RESOLVED that the Albemarle County Service Authority and its Executive Director are authorized during the continuation of the water emergency to implement mandatory restrictions on water usage within all of its service areas, as set forth in Section 16.02 of the Albemarle County Service Authority's Rules and Regulations and in Section 16-500 of the Albemarle County Code, when the Authority or its Executive Director deem such restrictions are necessary. I, Ella W. Carey, do hereby certify that the foregoing writing is a true, correct copy of a Resolution duly adopted by the Board of Supervisors of Albemarle County by vote of six to zero, as recorded below, at a meeting held on October 2, 2002. Clerk, Board of County Supervisors Aye Mr. Bowerman X Mr. Dottier X Mr. Martin X Mr. Perkins X Mr. Rooker X Ms. Thomas X Nay President Gerald W. Hyland Fairfax County President-Elect Oliver H. Bennett Northampton County First Vice President Wayne g~ Acors Caroline County Second Vice President Mary Lee Carter Spotsylvania County Secretary-Treasurer Malvern P~ "Rudy" Butler Goochland County Immediate Past President J.T. "Jack" Ward Hanover County Executive Director james D. Campbell, CAE General Counsel C. Flippo Hicks 1001 East Broad Street Suite LL 20 Richmond, Virginia 23219-1928 (804) 788-6652 FAX (804) 788-0083 E-math mallLmvaco.org Web site: www.vaco.org VIRGINIA ASSOCIATION OF COUNTIES TO: FR RE: DATE: CONNECTING COUNTY GOVERNMENTS SINCE 1934 Chairs, County Board of Super'vfsors Comxty Chief A&ninistrative Officers Jmnes D. Campbell, Executive Direct0r(~/~ Voting Credentials for the Atmual Business Meeting September 18, 2002 The 2002 Annual Business Meeting of the Virginia Association of Cotmties Mil be held on Tuesday, November 12, from 10:30 a.m. to Noon at The Homestead in Bath County. ~Anicle VI of the VACo ByLaws state that each county shall designate a representative of its board of supervisors to cast its vote(s) at the gamual Business Meeting. However, if a member of the board of.supervisors cannot be present .for tNs me&lng, the Association's ByLaws allow a coun designate a non,elected official -fi-Om yokr'coumf, or a member of a hoard'of super,Asors .fi'om another comity, to cast a . '. ' / :.Lj.:i' . ' '/:' ..... . ~ ' ,, -.. . ,.. _ _ am.~ual d~e.STi{~ .us-(.bePaid,i2~55il knd (2) either a'omnple~ed .Voting Credentials For~ or a Proxy Statement must be submi~ed to VACo by November 1, 2002. Alternatively, this info~2afion may be submitted to the Credentials Co~ninee at its meeting on MondaY, November 11,-'m 4:3 0 p.m. N the Mom'oe Room or to the conference regisn~tion desk before this meeting. NOMtNATDgG COMMITTEE The Nominating Co~r2Ntree will meet at 4:45 p.m. in ~he Wilson Room on Monday, November 11 th during VACo's gamual Conference at the Homestead. The conmzittee is charged .to nominate a candidate for President-Elect, First Vice President, Second Vice President m~d Secretary-Treasm-er to be elected at the gamual Business Meeting. Please send your expressions of interest and nominations to the Comm~ittee or to VACo's Executive Director. REGIONAL'DIRECTORS Pursuant'to'VACo's By-Laws, "regional directors shall .be selected-at the gamual Meeth~gby tl~ member comities located ~4thin the region which the director will represent." Regional caucuses will be scheduled dm'ing the _A2mual Meeting to sbic'ct directors.. Incmnbent regional directors.shotfld chair the caucuses: Reports should be given to VAC0's' Executive Director by 6:'00 P.m. on Monday, November I lth. The attached list shows the regional directors that must be selected. JDC: bjp [vote credentials memo 2002.doc] Attachments cc: VACo Board of Directors Nominations Committee Regional Directors to be selected in 2002 We need a director from Region 1 Region 3 Region 5 Region 6 . Region 7 Region 7 Region 8 Region 8 Region 8 Region 8 Region i 0 Region 11 Region !2 Term to Expire 2004 2004 2004 2004 2004 2003 2004 2004 2004 2004 2004 2004 2004 Incumbent Bradshaw Kaechele Sheridan Smith Winkelmann (Vacant) Ferguson Cormolly Hudgins York Haley Nickens Chandler Rooll~ Piedmont Monroe Blue Ridge Dominion Lexington Lexington Wilson Wilson Wilson Wilson Appalachian Madison Georgian Voting Delegate: (Supervisor) Name Title Locality. Alternate Delegate: (Supervisor) Name Title LocaliW Certified by! (Clerk of the Board) Name Title Locality VACo 2002 Annual Meeting Voting Credentials Form VACo 2002 Annual Meeting Proxy Statement County authorizes the folloWing person to cast its vote at the 2002 Annual Meeting of the Virginia Association of Counties on November 12, 2002. , a non-elected official of this counw. -OR- a supervisor from County. This authorization is: Uninstructed. The proxy may use his/her discretion to cast County's votes on any issue to come before the annual meeting. Instructed. The proxy is limited in how he/she may cast County's votes. The issues on which he/she' may cast those votes and how he/she should vote are: (List issues and instructions on the baCk of this form) Certified bv: Name Title Locality Jason Speilman 3011 Colonial Drive · Charlottesville, VA 22911 Fax (434) 9734403 · Home Phone (434) 964-9009 e Email Piratejas@aol.com September 15, 2002 Dear Ms. Thomas, I am writing to express my views on the Christmas tree selling by the Boy Scouts of America. During the Christmas season the Boy Scouts sell trees, from Pines to Douglas Fir. We sell them at various lots including Barracks Road, Freebridge, or Forest Lakes shopping center. I find selling very exciting and fun to do. The money for the trees goes 100% to the Boy Scouts. The problem is that we'have to pay in ord-~to rent the lots. [ believe it is a one-hundred dollar fee. I do not understand why this is. I think we should have to the fight to sell without paying the fee. We always do things in which we give back to the community. We dot his by picking up trash on the road, helping others, etc. It is not a hassle to pay one, but when to have to pay three it can be a problem. Keep in mind that we are a non-profit organization so the fee is paid from "pocket-money." I also realized that if you let one person do it you may have to let everyone. I think this should be determined by a group of officials who decide, if the situation is needed, whether or not to use the lots for a lower cost. I hope you will help' us in deciding to lower the price of the rental plots. Please send your opinion if you wish. Sincerely, Boy Scout Troop 37 09-~8-02P03.57 ~CvD