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HomeMy WebLinkAbout1996-03-18TENTATIVE 1:00 I~.M. MARCH 18, t996 ROOM 241, COUNTY OFFICE BUILDING Work Session: FY 1996-97 Countv Budqet 4. 5. 6. -'~Call to Order. Budaet Work Session: t :00 Review and Discussion Remaining agencies/departments, if needed. Matters for Consideration from Other Work Sessions. Proposed Allocation of Board's Reserve Fund Setting of Tax Rates for Public Hearing. Other Matters not Listed on the Agenda from the BOARD. Executive Session: Legal Matters. Certify Executive Session. Adjourn to March 20, 1996. if needed. COUNTY OF ALBEMARLE Offme of Board of Supervisors 401 Mclntire Road Charlottesville. Virgirfia 22902-4596 ¢804~ 296-5843 FAX (804) 296-5800 MEMORANDUM Charles $. Martin Walter F Perkins Sally H. Thomas TO: FROM: DATE: SUBJECT: Robert W. Tucker, Jr., County Executive Ella W. Carey, CMC, Clerk March 22, 1996 Board Actions of March 18, 1996 (Afternoon Budget Session) At the Board of Supervisors' meeting held on March 18, following actions were taken: Agenda Item No. 1. The meeting was called to order at Chair, Mrs. Humphris. 1996 (Afternoon), the 1:05 P.M., by the Agenda Item No. 2. Budqet Work Session: 1996-97 County Budqet. Review and Discussion: FY 1996-97/2000-01 Capital Improvement Proqram: Mrs. Humphris did not want =o approve the CIP until there has been a thorough discussion of the swimming pool proposed a= the new high school. Mrs. Thomas agreed that there has been no particular discussion of the proposed CIP. Staff was requested to bring information to the Board's meeting on March 20, 1996, on this project. General Government: Implementation of New Pay Plan ~ 4.5% - The Board voted add in the $192,250 needed for this program. County Attorney's Office: Temporary Part-Time Law Clerk - The Board voted to add $8,840 for this item. Commonwealth Attorney's office: Salary Supplement for Gibbs - The Board voted ~o leave in $8,172 for this purpose, but to tie this salary supplement =o the person presently holding the position, and not to actual position itself. Sheriff: Reassiqnment of Scottsville Deputy to County Duties - Mr. Marshall offered motion to continue supporting the reassignmen= of a deputy to Scottsville. The Board voted 3/3 on this motion, so it failed. Sheriff: Part-time to Full-time Deputies - $37,546. Did not discuss. Police: Temporary Part-Time Clerical Help - The Board voted to add in $10,203 for the Part-Time Clerk Help. Printed on recycled oaper Memo To: Robert W. Tucker, Jr. Date: March 22, 1996 Page 2 Police: mmm~qenc¥ Response Team Equipment - $4981 - Scratched. Fire/Rescue: Two Full-Time, Uniformed Fire Fighters - $74,492 - The Board voted to include this item. Social Services: M~aqement Analyst II (w $10,502 Federal offset), $31,507 - The Board voted to add this amount in. Beating the Odds, $11,410 - Took off list a~ this time. Children, Youth & Family Services: Additional funds for child Care Resource & Referral5635 - Dropped off list. Free Clinic: Contribution - $5150 - The Board voted to leave the $150 in. Madison House: Additional funds to meet request, $925 - Passed it by. Shelter for Help in Emergency: Additional 3% over FY '96, $1713 - The Board voted ~o keep this item on the list. Teensiqht: Additional funds for School Liaison Worker Service, $200 - The Board voted to keep This item on the list. Parks & Recreation: Milton River Access Gate Opener, $2573 - The Board voted to keep this item on the list. Discovery Museum: Additional funding, $5000 - The Board voted to include S2500 for this item. plann[nq: GIS Implementation Proqram, $25,000 - Thmm~ Jefferson p]~nnlnq District Cnmmlssion: Mapping Center, $10,692 - Stayed with the County Executive's original recommendations on these items. CTS Bus Service to Wal-Mart (w $20,000 ridership offset), $50,000 - Motion to put $40,000 in a fund to leverage the City and the private sector in order to furnish the ~wo additional buses to Pantops and Wal-Mart. JABA Capital Request: $72,000 - Region Ten Capital Request: $150,000 - Motion to support JABA with $72,000 paid out over a five-year period, supporting $150,000 to Regional Ten, with that amount being paid out over a two-year period. The money is to be held in reserve pending the City matching their portion of these projects. It was indicated that these requests were approved only because these agencies were created by the County. At-Risk Four-Year Old Funding, $39,405 - Added in this amount for one program at an appropriate location. Staff is to bring back some information before the Board takes the 2inal vote on the budget as to whether it is possible to do a third program during FY 96-97. Police: Police Records Clerk (1 FTE) - $21,552. The Board took no action on this request. Sheriff: Adding Sheriff's personnel to County Pay Scale- By consensus, the appropriate amount is to be put in the reserve but not identified for this purpose. The Board needs more background information, and feels the Sheriff should come to the Board with the request. Memo To: Robert W. Tucker, Jr. Date: March 22, 1996 Page 3 With a reserve of $14B,179, the Board approved the budget with actions taken today, directed a public hearing be scheduled for April 3, 1996, and set the tax rates to be advertised as 72 cents on real property, and $4.28 on personal property. Agenda Item No. 3. Other Matters Not Listed on the Agenda from the BOARD. There were none. Agenda Item No. 4. At 4:15 p.m., the Board went into executive session for legal matters. Agenda Item No. 5. C~rtify Executive Session. Board reconvened about 4:45 p.m. and certified. cc: Richard E. Huff, II Rox&nne White Larry W. Davis File L MARCtt 18, 1996 BUDGET WORKSESSIO~ PROPOSED AGENDA BUDGET INFORMATION OTHER ISSUES FOR DISCUSSION A: - Region T~.. Capital. ..-Request B. IABA Capital Request C, At-Risk Four Year Old Funding BOARD OF SUPERV¢SORS H. APPROVAL OF ~ 1996-97 - FY 2000-01 CAPITAL IMPROVEMENT PROGRA1V[ ISSUES FROM 2/13 WORKSESSION IV. OTHER ISSUES FOR DISCUSSION V. APPROVAL OF FY 1996-97 BUDGET FOR PUBLIC HEARING VI. SETTING OF TAX RATES FOR PUBLIC HEARING -J_- L OTm~,R ISS}~ES FOR DISCUSSION Region Ten Capital Request Region Ten has requested a contribution of $150000 from Albemarle County toward the purchase and renovation of the Nations Bank Regional Operations Center on Preston Avenue, which will serve as the operational headquarters for all of Region Ten's programs in Charlottesville and Albemarle. Phase II of the project, which Albemarle is being specifically asked to support, will add a second floor to provide an additiSnal '10,000 square feet to the 20,000 §q~are foot building. This will allow Region Ten to have sufficient space for all current central functions, as well as anticipated future needs. Region Ten services were previously located in the Mactdin Building and the United Way building, which has recently been sold. Phase II of the renovation wilt cost approximately $1 million dollars, the projected revenues coming from the following revenue sources: Peny Foundation matching grant Donations/fund rais'mg City of Charlottesville County of Albemarle $500,000 200,000 150,000 150,000 $1~oo, ooo The attached sheets (pages 4-7) from Region Ten's director provide additional information on the project design and the County's requested contribution. If supported by the Board, the County's contribution could be spread out in two $75,000 payments across fiscal years. Any funding by the County should be confmgent on fuming by the City of Charlottesville. Jefferson Board for Aeine Canital Reouest The Jefferson Boar&for Aging submitted a capital request to Albemarle County last year for the proposed new adult health care facility. The request was discussed by the Board at the March 1 and April 5, 1995 meetings, both of which executive summaries have been attached (pages 8-13). At the April meeting, the Board agreed that any contribution from the County would be based on the County's percentage of senior residents, as well as being contingent on JABA securing comparable contributions from the other localities. Based on Albemarle's share of the over 60 population at 36%, the County's share of the $200,000 request to the localities is $72,000. To date, it is our understanding that none of the localities have committed funds to this project. Attached on page 15 is a January 30 request from JABA to be included in the County's capital budget process. -2- At-Risk Four Year Old Funds The Governor' budget, approved by the 1996 Legislature, allocates an additional $23.1 million in FY 96/97 and $23.5 million in FY 97/98 to serve 60% of the underserved at-risk four year olds in the Commonwealth. Through this initiative, Albemarle County is eligible to receive $122,743 in at-risk four year old funds, approximately $38,000 of which will be drawn down for the Bright Stars program at Stone Robinson. The Bright Stars state program funds have already been matched by $36,000 in local funds in the Department of Social Services budget. The remaining State dollars may be drawn down by the County with a local match based on the composite index, 25% of which may be matched by in-kind services. The state estimates that Albemarle County has 58 at-risk four year olds, who are currently not being served by a Head Start program or Title I funds. Sixteen of these children are being served by the Bright Stars Program, a collaborative effort between the school division, social services and many other community agencies that has developed a cost effective and exciting four-year old program. To replicate this program, the state estimates a total cost of $5,400 per child which breaks down in the following funding ratio: Total Program Cost ~ $5,400/child x 16 $86,400 Local share ~ .6081 (composite index) -- $52,539 25% in-kind $13,135 Local Dollar support = $39,405 State share ~.3919 = $33,860 The largest unserved area for at-risk four year olds is in the urban area, served by Agnor Hurt and Cn, eer Elementary schools. Establishing a program similar to Bright Stars at either one 0fthese elementary schools would require a County commitment of $39,405. Attached for your i~formation is a fact sheet t~om the Virginia Preschool Initiative and an updated fact sheet on the Bright Stars program (pages 16-17 and 18). -3- r gion communitg s rvic s board Charlottesville Steven M. Ffledman Shirley M. Robebs Lois C. McK~nzia Lloyd E. Barrett Arthur B, Brown, Jc Jacquetyn C. PemJ LOiS An~ Brown RobeK P. Dwoskin Louisa Hanne-Bjorg Helmet Paul Betak Richard Speny William G. Stocum James R. Petersor.. A. CSW Executive Director Administrative Serwces Downing R. Miliar. M.S., Director Substance Abuse Services David T. Mooay, M.D. Medical Director John J. pezzoli, ACSW, Director Mental Health Se~4ces Janis E Spiers. Director Menta! Retardation Senttcas 413 East Market Street Suite 103 Charlottesville VA 22902-5252 (804) 972-1800 FAX (804) 972-1864 Albemarle Cpunty Board of Supervisors 401 Mclntire Road Charlottesville, VA 22901 The Honorable David J. Toscano, Mayor Charlottesville Gtty Coundfl P. O. Box 911 Charlottesville, VA 22902 Dear Chairman Humphris and Mayor Toscano: The Region Ten Community Services Board was established as a agency of local government by the Albemarle County Board of Supervisors and the Charlottesville City Council twenty-seven years ago. Although the original planning called for the' construction of a central community mental health facility, the pressures to develop and implement services, and the lack of a suitable site, resulted in Region Ten moving from various leased sites to other leased sites for over two and one-half decades. Numerous potential permanent sites were investigated, but all were found to be inappropriate due to one factor or another (lack of accessibility, insuffident space, excessive expense, etc.). There was even some mutual exploratory consideration ofjoining with Albemarle County as it planned for the renovation of the Lane High School Building, but a perceived lack of adequate space project-wide curtailed the further l~rsuit of that possib'flity. The same was assumed for the various expansionh of the City Hall complex. In March, 1995, the Natiomltank Regional Operations Center/Preston Avenue Branch Bank was placed on the market for sale. The location, accessibility, parking, and general appearance of the facility met all of Region Ten's criteria for a permanent site. Region Ten obtained au option on the property and commissioned a feasib'flity study to determine if the existing 20,000 square foot structure could support the addition of a 10,000 square foot second floor. This would then provide adequate space for all of Region Ten's current central functions as well as allowing for antidpated future needs. The initial plan was to undertake the entke project at one time. Because it was necessary to exercise, the purchase option by August or lose the project entirely, the hoard of Region Ten decided to divide the project into two phases. The first phase would include the axxtulsition and renovation of.the existing facility, and the second phase would add the second floor to building. Providing Mental Health, Mental Reta~'dation, and Alcohol and Drug Abuse Services to Char|otteaville, Albemarle. ~l_uvanna, Greene, Louisa, Nelson The Honorable Charlotte Y. Humphris, Chairman Albemarle County Board of Supervisors The Honorable David J. Toseano, Mayor Charlottesville City Council February 2, 19~96 _~ l~agezL The relevance and imm~_acy of Region Ten s quest for a permanent home were dramatized when the United Way announced that it was selling the Won'eH Building, where two-thirds of Region Ten's central services have been housed for the past ten years. Region Ten's private, not-for-profit affiliate corporation, Region Ten, Inc., executed a purchase agreement_ with NationsBank, seimred a construction mortgage and permanent mortgage for Phase I from/efferson National Bank, applied for and was awarded a $500,000 challenge grant from the Pexry Foundation, and negotiated a design/build contract with R. E. Lee & Son, Inc. Relocation to the Phase I space will take place the last week of this month. Remaining programs and stalt'will be relocated to newly leased space at 706 Forest Street until Phase II is completed. The total project cost for both phases is $2,785,000 ($880,000 acquisition; $90,000 legal, other fees, bond expenses, surveys, appralsals~ site planning, environmental studies, etc.; $1,480,000 improvements; $335,000 telephone and data communications and equipment). To date, Region Ten has raised $80,000 toward the required $500,000 Perry Foundation challenge matching grant. It is anticipated that an additional $120,000 can be raised through private contributions prior to the December 30, 1996, Perry Foundation deadline. Equally important, a portion of the match funding is needed now to continue into Phase H. The current request_is for an ailbc~tion from both Albemarle County and the City of Charlottesville in the mount oi' $!50,000 each, of which at least half is requested in the current, fiscal year to ~ cash flow ~lUirements.- This, combined with ~tie anticipated $200,000 in private contributions, 'will provide a sufficient base in order to amortize the remaining balance of $1,785,000 through bank-qualified tax free bonds. Please advise us as to what additional information you will need in order to proceed with the consideration of this request. ///~//~'~ ~Respectfully, ~__~ ]J~James R. Peterson Executive Dkector -5- r gion communitg s rvic s board Lloyd E. Barretl March Bill M.A. lgbanl, PhD Steven M. Fdedman Shirley M. Roberts Lois C. McKenzie' uoyd E. Barrel1 Adhur B. Brown, Jn Jacoue yn C. Perw Lois Ann Brow~ Barbara B. Crow[ner Robed R Dwoskin Louisa Hanne-Bjorg He~mer Paul Belair TQ: . Linda Peacock, Budget A~dministrator C{ty of Charlottesville Roxanne W. White, Assistant County Executive County of Albemarle FROM: James R. Peterson, Executive Director / SUBJECT: Funding Request for 800 Preston Avenue Richard Sper~ William G. Slocum James R. Peterson. ACSW Executive Director This is in response to your request for specific information regarding the sources of revenue to support Region Teds new central facility located at 800 Preston Avenue, Charlottesville. David T. Moody, M.D. Medical Director John J. Pezzoli, ACSW. Director 800 Freston Avenue Charlottesville, VA 22903-4420 (804) 972-1800 FAX (~04) 970-2104 Region Ten currently has a conventional mortgage through Jefferson National Bank to support the Phase I acquisition and renovation (upfltting the basement and existing main floor). As soon as a local commitment can be secured to match the $500,000 Perry Foundation challenge grant ($200,000 private contributions, $150,000 each ~om Albemarle and Charlottesville), then constmctiun of a full second story will begin. Bank qualified revenue bonds for the total, final permanent mortgage will be Sought from one of the four participating rural localities ifconstmction is authorized in the current calendar year. If the schedule ?ushes over gtast January 1, 1997, then the allocation of the $1.8 million in bank qualified rev0aue bonds will be sought through the City's $10,000,000 annual allocation. In either event. Jefferson National Bank will convert fi:om the conventional mortgage to the lower interest revenue bond rate. Project expenses necessary to support the ongoing operations of the new facility are as follows: (1) loan amortization 155,000 (2) City real estate taxes 20,000 O) maintenance 35,900 (4) uti]it'les 41,000 (5) msurance 6,000 Total $257,900 Providing Mental Health, Mental Retardation, and Alcohol and Drug Abuse Services to Charlottesville Albemarle, ~l~v_anna, ~iresne, Louisa, Nelson L'mda Peacock, Budget Administrator, City of Charlottesv'flte Roxanne W. White, Assistant County Executive, County of Albemarle March 7, 1996 Page 2 Revenues to suppo/~ th[ ope-r~tional expenses outlined abbv'e are currently in Region Ten's budget. Each program cost center, including board administration, the program operational divisions (mental health, mental retardation, and substance abuse services), and the forty individual service programs, support the facility expense for their separate facilities and/or the central fac'flity, depending upon actual fac'dity usage. Prior to the move to 800 Preston Avenue (and newly leased space at 706 Forest Street to accommodate the remaining staff who can not at this fane fit into the basement and main floor of Preston), the programs affected were housed in the Worrell and Maclin Buildings on East Market Street, and mental retardation residential staffworked out of their cars and would jump from one meeting space to another throughout the city depending upon space availability. The revenues currently supporting all of these inadequate fac'flity arrangements will cover the operational expenses of the facility, and are included in the proposed FY 97 budget that was submitted to the localities in December. Region Ten's budget will not be directly affected in either direction by this consolidation and improvement of facilities. Indirectly, efficiency and quality of service is expected to be impacted very favorably, and in this way, program costs could decline, and program revenues increase, but the extent of these enhancements can not be predicted until actual experience is gained. Please let me know if you need any additional information (972-1810). As I believe I mentioned to you earlier, I will be out ofthe state during the week of March I I, and so I would like to respond tb any questions prior to that date if possible. Sincerely, James 1L Peterson Executive Director -7- COUNTY OF ALBEMARLE EXECUTIVE SUMMARY AGENDA TITLE: Capital Request - Thomas Jefferson Adult Healthcare Center SUB JE CTfPROI~OSXI~fREQU EST: Request from the Jefferson Board {or ,~gin~for' 5; 100,000 to help construct the Thomas Jefferson Adult Healthcare Center. TAFFCONTACT: rucker, White AGENDA DATE: March 1, 1995 ACTION: X CONSENT AGE'NDA: ACTION: ATTACHMENTS: REVIEWED~BY: ITEM NUMBER: INFORMATION: INFORMATION: BACKGROUND: Attached please find a summary letter detailing a request from thc Jefferson Board for Aging for $100,000 to help them build a new facility, the Thomas Jefferson Adult Healthcare Center. wbich will be located on Hillsdale Drive in Albemarle County. This request is part of JABA's $2 million dollar capital campaign to raise funds to purchase land and construct an expanded facility for adult health care and other client and family services provided by JABA. DISCUSSION: In response to JABA's attached requesS, staffhas considered thc following issues: · The County has historically not been in a position to fired capitol requests from non-profit agencies. Funding this request would set a precedent for other non-profit agencies. · Most non-profit capital campaigns have gone to thc comnnmily and foundations for support, not to a public entity, ie. SHE, Focus, Salvation Army, AID's Support Group. · In the County's role as a provider of operating cosls for human service agencies, the County is already supporting individuals using JABA's Adult Day Care Center through scholarships. By supporting services, rather than a building, the County can be assured that taxpayer dollars are being used to_assist those wh~. cammt afford the services. Subsidizing the total facility does not assure assistance to lhose most in need. x · JABA's philosophy has been to advocate for mom dcccnmflizcd sen, ices, or bringing services to the elderly at scattered sites, rather than attempting to bring mml citizens into a central urban setting. This type of center seems to fly in the face of this philosophy. · The proposal states that the facility will be there for "residents of retirement communities and members of the Senior Center in need of physical, occupational or speech therapy", ls this facility to be used for current Albemarle County residents or will it be used in lieu of services that should be offered at the growing number of renrcment facilities coming in to the community? Since the Center projects serving approximately 3t) pcople aunually, the question arises on the substantial ta.~l~dyer investment for such a small number of individuals. · Many of the services, ~e. games, reading, crofts, television, seem duplicative of the servmes offered by the Senior Center. another new large facility only blocks away. ..RECOMMENDATION: Staff does not recommend lhat the Connty contribute $1e0.000 to JABA's capital campaign for the reasons stated above. Rati~er, staff recommends that the County's role cominue to be ouc of mrgcfiug and supporting specific programs for current Coumy residents who cannot help themselves and need taxpayer sapport. A full copy of JABA's proposal is available ff Board members ~vish to review it prior to the meeting. JABAEXEC.sam 95.025 IEFFERSON AREA BOARD FOR AGING, INC. 2300 Commonwealth Drive, Suite B-1 Charlottesville, Virginia 22901 804-978-3644 1-800-277-5222 FAX 804-978-3643 Ms. Roxanne White'~'' ' Assistant County Executive County of Albemarle Office of County Executive 401 McIntire Road Charlottesville~ November 28, Va. 22901-4596 Dear Roxanne, 1994 Thank you fo~ your recommendation that we include, in addition to the enclosed program review, a letter and proposal for support for JABA's Capital Campaign. We greatly appreciate the opportunity to submit a special request to the.County of Albemarle for $100,000 to help JABA construct a new buildinq for its Thomas Jefferson Adult Healthcare Center, which will be located on Hillsdale Drive in Albemarle County. ~bout the New Healthcare Center After careful research and planning, the Jefferson Area Board for Aging has decided to launch a $2,000,000 Capital Campaign. These funds will be used to purchase a parcel of land and to construct a state-of-the-art facility that will bring nearly all of JABA's client and family services under one roof. This expanded facility will give adult day care, and other key services, the space they so dearly need, while making them more accessible to the people who need them. Located in~Albemarl~ County near Fashion Square Mall and Route 29 North, the new Thomas Jefferson Adult Healthcare Center (TJAHC) will help fill the growing void of health care and therapeutic recreation services for adults and their families who desire and need a less costly alternative to live-in institutional care, especially citizens of Albemarle County. Crucial Benefits for Albemarle County Residents In the attached proposal, we refer to Planning D~str~c~ Ten (PDX) as the "Charlottesville Area"; and we include key statistics about the future growth of our area's elderly and their risks for institutionalization. It is in Albemarle County, however, that we see the stronqes~ trend of qrowth among the elderly --- and, correspondingly, both the greatest current use and future need for the healthcare center. Serving Older Citizens and their Families in Charlottesville. Albemarle, Fluvanna. Greene, Louisa and Nelson Page 2 of 4 During the 19~0's, the rate of growth of the Albemarle County population was the highest in PDX and twice the national average. As cited on page 9 of the Community Profile, Charlottesville and Albemarle County, February 1994 (Appendix F), "Over the next two decades, the largest increase (in Albemarle) is expected to occur in the 45-64 and 65+ age groups, as the baby boom generation continues to age." ~t"dur current Thomas Jefferson Adult]Hmalthcare Center on East Market Street, we hav~ already begun to see the impact of' these population trends in Albemarle County. During our last fiscal year (October 1993 September 1994), 42% of all TJAHC clients were residents of Albemarle County. Additionally, while all the day care scholarship money for Albemarle residents was being utilized at the end of last year, we entered our current fiscal year with a waiting list of additi6~ai low-i~come Albemarle adults in need of scholarship ca~e~ Also, in regards to Albemarle County's use of other JABA services (to be housed in the new Center)... Over the past year, Albemarle County residents demonstrated the highest use of our Case Management and Personai ~Care and the second highest use of our Home Care and Home Safety Programs --- all of which are crucial services to avoid institutionalization and to protect the well-being of family units. About the Location For the past two years, JABA has searched throughout Charlottesville and Albemarle County for suitable land. In our search, we worked with Charlottesville and Albemarle government officials and the local retirement communities to consider land options under their jurisdiction. We also considered a number of potential properties in the private real estate market. After careful evaluation of all of our options, we have found the Hillsdale Driv~ location (which is being offered for sale by the Virginia Lan~ Company) to be the most economic location. With its proximity to the most-used corridor in the PDX for shopping, entertainmenn and work, it is also the most convenient and beneficial location, overall, for access by residents of all of Planning District. In particular, its location in the highest growth area.of Albemarle County will m~ke the new Center more convenient g~ Albemarle residents than its current location near downtown Charlottesville. Its closeness to the Senior Center, Inc., two successful retiremen~ communities (Our Lady of Peace and Branchlands), and such ma-or businesses such as Comdial and GE Fanuc make the Hiltsdale location an exceptionally promising one for ready support to the elderly and their caregivers, living and/or working in Albemarle Count~. -lo- Page 3 of 4 About the Capital Campaiqn Over the past three years, careful research has gone into assessing the potential success of JABA's first Capital Campaign. In October, 1993, JABA staged a feasibility study to examine the support we could expect from the community for this critical effort. We interviewed 100 key community leaders and potential major donors and received a strong vote of ~upport for building a new, ~t~e-of-the-~r~ adult,healthcare cente~. In keeping with sound capital campaign practices, our list of major potential donors contains over 300 names, including the 100 interviewees of the study, all of our current major supporters of the agency, and an additional 200 key potential donors recommended by JABA's Volunteer Leadership. Additionally, during the course of th~ Campaign (June 1994 - June 1997), JABA will approach its entire list of prior donors, which includes over 3200 individuals, businesses, and other organizations who have invested in the elderly and JABA in the past. In particular, we have established a list of 25 potential major donors (5 individuals, 5 foundations, and 20 businesses) to whom we are planning proposals for between $5000 - $300,000 and whose anticipated gifts total between $699,000 and $1,000,000. The results of the first six months of the first year of the Campaign (June 1994 - November 1994) have been positive. We are pleased to report that we anticipate having approximately $223,833 of the total goal of $2,000,000 in hand by March 31, 1995 (see Appendix G, "Currently Received, Pledged and Pending Gifts"). In particular, we are pleased to report a pending anonymous gift of $425,000 to be received in the second year of the campaign. Planning for the Future: A Time Sensitive Opportunity As is documented in,the attached proposal, the need 'for the new adult healtScare cen~r is enormous. After exhaustive research, JABA has found an excellent location and is in the process of successful proposals for funding towards the purchase of the land. The greatest portion of the goal, however, is for the construction of the new facility. It is towards th~ $1,125,000 needed for the. "bricks and mortar" of the new Thomas Jefferson Adult Healthcare Center that we are requesting Albemarle County's support. ~ _ We understand that this is an unprecedented proposal from our agency, but we trust that the County will agree that access to a convenient, e~panded, "one-stop-shopping" adult healthcare center will be a tremendous benefit to Albemarle residents and to its many employers' wor~ing caregivers. -tl- Page 4 of 4 In 1975, Albemarle County's foresight resulted in its joining with the other jurisdictions of PDX to create the Jefferson Area Board for Aging. Now, twenty years later, another critical trend-setting opportunity to prepare for the future has arisen. The enclosed proposal describes exactly why the new center is n~e~9~ as soon as possible. However, since statistics and graphs can only telL par~t qf the story, we-b ave also included some anecdotes about %we residents of Albemarle County whose lives have been touched by the existing Center. If there are any other materials that you may need in regards to this proposal, we would be happy to provide them. Thank you so much for your consideration a~nd we look forward to hearing from you soon. ~ - Chai~m~n Gordon Walker ~v~r Vice President for Development enclosures: · Detailed Proposal · Descriptive Profiles of Two Center Participants · Preliminary TJAHC Budget (F¥95) · Architectural Renderings of Proposed new TJAHC (with map) · Projected Construction Costs · Map of Future Site · Graph of Albemarle County Population Figures · Report of Current Received, Ptedged~ Pending Gifts -12- COUNTY OF ALBEMARLE EXECUTIVE SUMMARY aGENDA TITLE: Joint Exercise of Power Agreement with the Jefferson Area Board ~or Aging (JABA) ~UBJECT/PROPOSAI.,/REQUEST: ~eport on Joint Exercise of Power Agreement with the Jeffe~on Area Board for Aging (JABA) in relation to Capital Request for a new Adult Day Care Center. STAFF CONTACT: Mr."Tucker, Ms. White AGENDA DATE: April 5, 1995 ACTION: 'CONSENT AGENDA: ACTION: ATTACHMEWrS: ITEM NUMBER: INFORMATION: X INFORMATION: no REV1]gWED~BY:x ~7 ~ BACKGROUND: At its March 3 meeting the Board reviewed a request from the Jefferson Area Board for Aging to contribute $100,000 to JABA's capital campaign to build a new adult day care center on Hillsdale Drive. Before making a decision on the funding request,-the Board requested that staff review the 1975 Joint Exercise of Power Agreement signed by IABA and the six jurisdictions in Planing District~Ten Io determine the extent of the County's responsibilities to provide funding for JABA and ff that responsibility, as defined by the agreement, is different than that between the County and other non-profit agencies. DISCUSSION: The 1975 Joint Exercise of Power Agreement bet~en ,IABA and the six jurisdictions in Planning-District 10 sets out certain conditions under which JABA, the local governing bodies and the Planning District Commission agree to jointly address the needs and con.ms of older persons in Planning District Ten. Several sections of the agreement, which are highlighted below, are pertin~r~t to the funding question for the Adult Day Care Center. Equally important, however, are several other sections of the agreement that pertain to JABA's responsib~ities for planning, implementation and evaluation of programs for the elderly and to JABA's responsibilities to the Thomas Jefferson Planning District Commission. Related to the counVfs financial obligations to JAB~ Section 6 of the agreement states: The Board shall be supported financially by grants 'from the Federal government, administered by the I'Trginia Office on 'Aging: and by contributions from member jurisdictions. The Board shah request annually of each member governi, ng body an appropriation of funds to cover, in part, costs of regional projects and administration, to be determined according to the ratio of senior citizens (a~ed 60 ~nd over) in each jurisdiction to the total number of senior citizens in the District. SABA by,this agreement is authorized to request an appropriation of funds from the County and the County has a responsibility to contribute. However, the agreement does not stipulate that the county is responsible for unything more than a Contribution to JABA'$ operations, nor is the Coumy required to contribnte a specific amount. By the language in this a~greemeht, ' JABA has a different relationship to the county than other non-profit ageacles, because a signed agreement states that JABA will submit a request and that the county will provide a contribution. Other non-profit agencies do not have any such agreement, but simply make an annual request for funds. The County does provide a contribution to JABA through its general program operations budget, although the share has historically been based on a combination of thc percentage of the population of persons over 60 and the number of actual persons sewed, rather than only the percentage of population as stated in the agreement. Albemarle's share of the elderly population is 36% Our share of general operations based on population and number served is i0%. Outside of general program support, contributions to specific programs are addressed in Section 5, B and C: B. a specific project or pass through shall have been approved in writing for implementation through the Jefferson Board.for Aging by the two or more member jurisdictions who desire to participate. Since implementation of the project shah apply only to those jurisdictions approving their participation, any additional costs to the Board arising from such projec~ and not otherwise compensating for, shall be borne by the 'urisdictions involved C. The method of agreement, the obligations a~d the local financial participation shall be set forth in the annual proposed budget and scope of work prepared by the Board and authorized specifically by each constituent governing body of each jurisdiction. Beyond the financial responsibilities, specific planning, evaluating and reporting mechanisms outlined for JABA in the original agreeraem are no longer being carried out, not through fault or non-compliance, but simply due to the passage of time. Revisiting the agreement, it is clear that JABA was strongly linked to the Planning District Commission to develop and coordinate services according to a regional plan that is no longer in place. The tack of an uptated comprehensive plan may be part of what oi~en causes the programs and priorities of JABA to be in conflict with the needs and wishes of the jurisdictions. For example, Section 2 states: The Board (Jefferson Area Board forAgingt will function to operate such programs and/or to provide such services as agreed upon by the participating jurisdictions in order to implement the annual Comprehensive Plan for Aging Services of the Thomas Jefferson Planning District, hereinafter referred to as 'District~, Currently, programs and services are not agreed upon by the jurisdictions, except through the budget process, _and .~e~re is no annual Comprehensive Plan for Aging Services prepared by JABA or the Thomas Jefferson Planning District Commission.' - ~ - - : ~ Section 5 states: The Board shah oversee and be responsible for both the operation of such locally approved regional projects, and the pass through of Federal and State funds as may be consistent with the annual Comprehensive Plan for Aging Services. The Board shall carry out these duties subject to each of the following conditions: A. The project or pass through of funds shall have been reviewed and approved by ~e Thomas Jefferson Planning District Commission and its Advisory Council on Aging as being consistent with the current Comprehensiv~ Plan for Aging Services and ali other regional plans and policies as they may be relevant. D. projects undertaken by or through~he Board shah include arrangements for evaluation by the staff of the Thomas Jefferson Planing District Commission. JABA is responsible for the pass through of federal and state funds that would otherwise come to each locality in the district ($1.7 million in FY 1995-96). Currently no comprehensive plan shows how these funds should be distributed among localities and concern has been raised by both the Program Review committee and the Social Development Commission about the equity of federal and state funds allocated to regional programs. Again, by default, tABA has been making decisions about the distribution of those funds and programs throughout the region without the input and agreement of the pardcilx~ting jurisdictions These procedures and policies laid out by the Joint Exercise of Power Agreement arc brought to the Board's attention to point out that the original agreement ne~xts to be revisited by the localities to determine if these procedures and policies are still valid or if they need to be revised to meet today's needs and priorities. Renewing this agreement would foster abetter understanding ofprogcam dtlivery and funding respons~i!itic~ between JABA and the six jurisdictions in the Plaaniag District. RECOMMENDATION~ Although the Joint Exercise of Power Agreement does not obligate the County to contribute to JABA's programs or facilities, should the Board wish to make a centribution,.,staff__ would reco~nend__ that any ~onffibotion to the Adult Day Care Cente~ be: · on a per capita basis based on the number of Couhty residents over the ago of 60 (9162 in the 1990 census.) · spread out over a three year period; · placed in a contingency fund, contingent on matching contributions from the other localities. Based on the clear responsibilities and procedures laid out in the 1975 agreement, staff wouid recommend that the County take the !cad in n~lUesting that the Thomas JefferSOn Planning District Commission convene the six jurisdictions to review and rorise, if necessary, the initial agreement in order to clari~ the roles and responsibilities of both JABA and the local governing_bodies. ' ' JABAEX. SAM 95.052 -14- JEFFERSON AREA BOARD FOR AGING 2300 Commonwealth Drive. Suite B-1 Charlottesville. Virginia 22901 800-277-5222 804~978-3644 FAX 804-978-3643 Your Agency on Aging Serving'ehe ~Titizeas of~ Charlottesville, Albemarle7 Fluvanna, G?eene, Louisa and Nelson TO: FROM: DATE: Roxanne White 70RANDUM Gordon Walke~ January 30, 1996 We have requested a contribution toward the new day care center from each jurisdiction, based on a looal share formula. They have either said no or have decided to defer a decision until their annual budget process is completed. Consequently, we will not hear from some until late spring. I remain pessimistic about our chances. The jurisdictions having a negative reaction are not in favor of putting dollars into a oapital~project outside their county, preferring to invest in a local project. It is not unreasonable to expect the same results from the other jurisdictions. Am I to understand that Albemarle will only obligate funds if the other local governments do so? I know we were encouraged to pursue support from ea~ and report ba~k. Can we proceed with our Albemarle ~equest as~part of the County's capital budget process? Thank you for your response to these questions. /jad COUNTY Of ALBEMARLE l ...... Ce ebrattng 20 Years o~ 6bmmumty Service to the Elderly a~ ~e~r Fam~ltes~ ~ Adult H~mc~e · Ca~ M~agement · ~atfic Consul~ion · Hom~und ~s · Home Cm· Home S~e,~ · ~omation ~ ~~n · ~mch · P~mn~ C~e · ~or Comi~ Centem · Se~or Employment · Telephone R~su~ce -15- VIRGINIA PRESCHOOL INITIATIVE I In January 1994, a Legislative Commission on Equity in Public Education recommended the establishment of state funded preschool programs for four-year-olds who are at-risk. Based on that recommendation, the 1994 Vh-ginia General Assembly committed $10.3 million to-help localities roach unserved four-year-old children who are at-risk for school failure. The $10.3 million was available on July 1, 1995 for preschool programs to serve thirty ~:cent of the at-osk~ four-year-?Ids. . who were not bein~ served by Head Start and Title I in 1993. Funding is in the amount of $5,400 per child. Program costs will be shared by the state and localities based on the Composite index. To obtain state funding, each program must include five componems: quality preschool education (as defined by): CUrriculum designed to address the learning needs of young children group size limit of 16, child/staff'ration of 6:1 qualified staff minimum of school day, school year plan for in service training plan for home-school communication assessment procedures parental involvement comprehensive child health services comprehensive social services transportation Each locality is expected to coordinate resources to serve the greatest number children. Funds were a_warded by thl[ Department of Education to localities to: · establish new programs · purchase services in existing programs or purchase certain services · expand or improve the quality of existing programs Programs may be operated by the public schools or commanity-based organizations. Oftho 134 localities in the state, 102 were identified to have unserved four-year-olds. 68 of the 102 applied for funding. 65 of the 68 programs were funded (two withdrew and one was denied). $8.3 million of the $10.3 million was awarded. 2,536 of the targeted 3,411 children (74%) are being served (each locality had a specified number of children to serve), 28 of the 65 localities are serving a total of 172 extra children at no additional cost to the state. -16- tl Student demographics: Mate 1,341 Caucasian 733 26% Female 1,366 Asian 70 African American 1,711 63% Hispanic 40 1% Other Ethnicity 143 5% School divisions were identified as the lead agency in 53 localities (subsequently some of ifi~se then subcqntracted_t0 other agencies); the Depa~rtment of Social Services is the lead agency in 3 locahttes; Head Start Is ~dentified as the Lead Agency in 3 localities; and, the YMCA or other c/)mmunity agencies provide leadership in the other 5 localities. 78% (170) of the classrooms are located in the public schools while 17% (39) are found in day care centers, The remaining 5% (10) are located in other community-operated buildings. Of the 219 classrooms serving Virginia Preschool initiative students: 1-35 (62%) of the classes serve only Virginia Preschool initiative children; 15 (8%) classes are working with Early Childhood Special Education; 11 (5%) are combined with Head Start; 6 0%) are working with Title I; 35 (15%) are combined with children paying tuition; and, the remaining 16 (7%) are various combinations. 92% of the teachers have a college degree (24% have a Master's degree and 69% have a Bachelor' s degree). A survey of non-participating localities revealing the reasons for non-participation were: · lack of local cash match * low number of funded students * _ lack of spa~e 21 of the 34 non-participating localities were funded for less than 7 children. 63% of the unserved children are in four localities. The 1996 legislature has appropriated $23.1 million to serve 60% of the unserved children during 1996-97 and another $23.5 million for 1997-98. Applications will be distributed in March to all eligible localities. -17- BRIGHT STARS FOUR-YEAR OLD PROGRAM The Bright Stars Program for at-risk fouryear olds is hal~vay through its first year of operation, housed in a mobile classroom at Stone- Rob'mson Elementmy School and serving 16 children from the Stone-Robinson attendance zone. The program has been designed and is governed by a Board that represents, not only the school, but a number of community agencies, including the Health Department, Social Se~ices, Children Youth and Family Services, MACAA, the CACY Commission and the County Executive's Office. All of these agencies are making important contributions of time, services and expertise to the program. Children were identified for Bright Stars using a set of risk factors as criteria. Some are from low-income families and some have health conditions that affect their ability to leant Many are from single-parent families. In the Bright Stars program, these children participate in a wide range of activities that are helping to maximize their chances for success m school. They are learning to use oral language to communicate clearly and effectively with other children and with adults. They are using materials for all kinds of productive play. They eat lunch in a family-style setting, where they practice appropriate eating behaviors and conversation. The class has taken many local field trips that have been beneficial to the'cliildren~in avariety of ways. - ~ Parents and families are also included in the program. Regular family nights are scheduled to give families oppommities to meet, have dinner and socialize together. Parent nights, where programs related to child development and parenting are presented, are also well attended. The Bureau of Educational Research at the University of Virginia' s Cuny School of Education is conducting an evaluation of the Bright Stars program. A preYnninary report of this evaluation will be available soon after the end of the school year, although the evaluation process will continue as the children enter kindergarten and progress through the elementary grades. The evaluation process £ocnses on three areas: The children and the classroom: In this area, the program is looking at the degree to which the children demonstrate readiness to enter kindergarten, as well as their proficiency in oral language skills The families and the community services: The evaluation looks at the degree to which parents become involved in the program and the extent to which they continue to partnership with the school as their children grow. The availability of community services to families through Bright Stars is also be'rog evaluated. The collaborative mtere of the project.' The focus of this evaluation component is on the extent to which several agencies working together are able to coordinate and effectively deliver services to families using Bright Stars as a central po'mt of contact. .FY 1995-96 statistical information: The program received 22 applications and 17 children were accepted. Currently, there are 16 children in the program. Qualifying characteristics of the children: low income - 13 single parent -6 health issues -5 agency referrals- 2 at-risk older siblings - 8 14 out of 15 families have been involved in either monthly family nights, volunteering in the classroom, or volunteering on field trips · 20 non-parent volunteers have taught a total of 226 hours in the classroom 6 parents have volunteered on a regular basis in the classroom for a total of 50 hours, despite the fact that in 11 of the 15 families, the parent(s) work full-time, · 12 parents have requested an application for the next school year · home visits were made to all of the Bright Stars families. -18- FY 1996-97 - FY 2000-01 CAPITAL IMPROVEMENT PROGRAM The proposed FY 1996-97 - FY 2000-01 Capital Improvement Program that you reviewed at your December 6 worksession and received public comment on at the March 6 public hearing has three proposed revisions to consider and approve before final adoption: Proposed Revision~ . .r , Under Highway a~nd Transportation projects, $46,600 has been added to the Ivy Road Bike Lane and Streetlight project based on a new understanding of the County's matching requirements for ISTEA funds. This is shown as a change under Highways and Transportation from $514,400 to $561,000 on page 20. The revised project sheet is also included as page 21. Under the Revenue section for General Government and School Division on page 20, you will see the addition of the $500,000 transfer from the general fund, $46,600 to the General Government Fund to cover the increased cost of the Ivy Road project and the remaining $453,400 to the general fired transfer to the School Division Fund to provide additional local revenues to cover the costs of school maintenance and repair projects. The FY 96/97 VPSA borrowed funds, which would have been used to fund the maintenance-and repair projects, have been reduced by the same amount. Under the School Division CIP Fund Projects (page 22), several changes are being proposed that will transfer dollars between projects, but will not change the bottom line funded amount. Based on substantially higher construction bid estimates on aeven large school renovations, four other school projects are being reduced. Reduced project budgets of $1,353,485 include $248,000 fromPhaseI chiller replacements, $594,000 from roofing replacements, $186,485 from ADA structural changes, and $325,000 from Phase I of the Technology Labs. In mm, $313,485 has been added to the WAILS renovation, $2.05,000 to Wo~dbrook, $179,000 to Cale, $262,000 to Brownsville, $142,000 to Crozet, $132,000 to Stony Point, and $30,000 to Yancey. A letter from A1Reaser, Director of Building Services, is attached for further clarification of these proposed changes. The proposed FY 1996-97 - FY 2000-01 CIP budget totals $80,140,120, $46,600 above your worksession version. TheFY 1996-97 CIP budget will be $25,269,827~ FY 96/97 - 00101 RECOMMENDED CAPITAL IMPROVEMENT PROGRAM - ALL FUNDS Funding Scenario II County Facility and Avon street extended in School Division CIP Fund School M&R projects funded with VPSA except with specified annual transfer _Projects/Revenues FY 96-97 FY 97-98 FY 98-99 FY 99-00 FY 00-01 TOTAL Administration & Courts :ire/Rescue & Safety -tighways & Transportatior Librariea =arks& Recreation Jtility Improvements 31P Pr~ject~'/~ebt Svc. Reserv.? School Division Projects ~ormwater Projects '-rand Total Projects 298,880 150.000 145.000 266.250 468.000 1,326,100 322,295 502.331 250.000 265,000 400.000 1,739,626 548,500 737,900 592.750 794.200 3,187.73@ 68,500 322.947 3.000 15.000 15,000 424.447 754,797 314.000 294.000 118,230 69.500 1,550,527 0 100,000 300,000 300,000 295,842 995,842 0 102.222 210,10~ ~782,770 257,458 1,352,550 23,'175~,385 16,588,120 6,826,680 10.420.700 12_034,793 69,024,678 110.000 1 lO.OOq _110.000 110.000 50000 490.002 2~.,2-23~3..'%~ 18~738,120 8,876,680 12,870~700 14,384,793 =unding Summary - General Government Capital Improvement Fund ~.vailable Resources: lIP Fund Balance ~ 118,842 100,000 t00.000 100,000 100.000 518,842 2eaeralFundAppropdation ~.~ ~ ~ _1,940.00~ 1,840.000 2,240.000 2.200.000 !0,578,-~49 ro~l R~ommended P ¢,.... 2,040,000 1,940,000 2,340,000 2,300.000 ~7~,~42 3ho~altlEx~ss Revenue ~ 0 0 0 0 0 0 =umulafive Sho~ll 0 0 0 0 0 Funding Summary - School Division Capital Improvement Fund ~.vailable Resources ~52rlO0~ g'E ¢PSABonds ,~.~-~¢$4,.¢G3 15,988,120 6,126,680 9,220,700 11,134,793 48,024,6/-~8 frnsfr, from Split Billing Reserve \~( 16,500,000 0 0 0 0 16,500,000 nterest Earned ~ J'{' 100,000 100,000 100,000 100.000 100.000 500,000 ~roffer Funds ~ 0 0 0 400,000 0 400.000 rransferfrom General Fund ~q~ ~ --4f~O~O 500.000 600.000 ZO0.O00 800.000 Subtotal Revenues \ 23,154,385 16,888,120 6,826,680 10,420,700 12,034,793 69,024,678 Recommended Projects. 23,15~385 16,588,120 6,826,680 10,420,700 12,034,793 Shortfall/Excess Revenue 0 0 0 0 0 2umulative Shortfall 0 0 0 0 0 69,024,678 Funding Summary - Stormwater Capital Improvement Fund Available Resources Transfer from General Fund 60,000 60,000 Stormwater Fund Balance 50.000 50.00~ Subtotal Revenues 110,000 110,000 Recommended Proiects Shortfall/Excees Revenue 60,000 60,000 0 240,000 50.000 50.000 50.000 250.000 110,000 110,000 60,000 490,000 110,000 110,000 110,000 1t0,000 50,000 0 0 0 0 0 490,000 ~umulative Shortfall 0 0 0 0 0 0 Overall Shortfall 0 0 0 0 0 01 ~lOveral Cumulat ve Shortfa I 0 0 0 0 0 03ll 5/9608:05 AM -20- CIP9701C.WK4 Ivy Road Bike Lanes & Streetlights Department: pLANNING/CMTYDE~ Project Start Date: 8/96 Proposed Completion Date: 12/98 New Request? Co ntinuatio n ? Revised? I MandatedProject? i Documented Project/Need? X Other Community Need/Service? Pro~ect Description: Construct shared bike lanes and install streetlights along the Ivy Road Corridor (Route 250 West} fi.om the City limits m the Route ;!50/.29-Bypass. This project is revised from prior ye?rs to include bKee lanes and $8,100 in additional funds to install streetllghts (over the $$1,900 approved last year for FY 98 and FT99.) Project dates also have been moved from FY 98 and 99 to FY 97 - 99. It is expected that 80% of the right-of-way and construction costs for the bike lanes will be borne by I/DoT through ISTEA funding. The bllre lanes will be a joint prOject with the City of Charlottesville and the University of Virginia, with funding occurring in FY 97 ($$O, O00 from each jurisdiction, plus $600,O00j~om ISTEA funds). Funding for the sireetlight installation ($40,000) would occur in FY99. Pro_iect Jt/sfif'lcafion: This project will enhance the "Entrance Corridor" status of Route250 Wast andimprove thesafety o£the corridor. The high LTVA student population in this area generates considerable pedestrian and bicycle traffic and the corridor is subject to high traffic volume and multiple hinting movements. The construction ofthese improvements will help to implement the Ivy Road Corridor Plea, with the bike path portion of the project contingent on the City and University funding their portions of the project. Relationship to Plan: This pr6je~t is consistent with the Ivy Road Design Study and the City/Coanty Bicycle Plan and with the Lewis Mountain- University Heights Neighborhood Study. Impact if Project Not Completed: If not fimded, safety for pedestrians, bicyclists, and vehicles will be compromised. Pro_iect Manager: Planning & Community Development Location/Site Status: Ivy Road f~om the City limits to the Route 250/29 Bypass Operating Cost Breakdown: The annual operating expenses of $5,000, $9,720 and $9,720 in FY 99-01, respectively would cover electricity costs associated with the streetlight installation. Land Acquisition 6 % ffo~ Archit/Engineering q~,~ Construction &~}lO~ .5-T;O00- rom oyeet Co t Less.: Fees Net County Cost ~,~ Operating Costs 24,440 Prio/~ o~ FY 98 FY 99 FY O0 FY 01 0 40,000 0 o 0 40,000 ~ 0 0 0 0 0 0 _0 o 40,000 0 5.000 TL 97-01,' 7~,~'o"~ o 9,720 9,720 24,440 Capital Improvement Program FY 96/97 - 00/01 -23_- FY 96/97 - 00/01 RECOMMENDED SCHOOL DIVISION CIP FUND Projects FY 96-97 FY 97-98 FY 98-99 FY 99-00 FY 00-01 TOTAL Expendi~Jres $9.800.000 $~2,820.350 $0 00 00 $22,820.359 .$I.034.c~c 0075.070 $614.480 $559.700 $520.000 lq~ooo $698.700 $1.646,000 $468.000 $1,718,293 $17,500 $294.000 $1454000 $0 $0 $454.500 $1.379.300 00 _ $~ $0 $0 $1,399,300 $23~154~385 $16~008,1_20 $6~826~680 - $10,420,700 $¶2~34~793 $69,024,678_ VPSA Bonds ~_~.!5~,?~_~ $15.988.120 $6.126.680 $9,220.700 $11.134.793 TmsE'. from Split Billing Reserve $16.500.000 $0 00 $0 00 $16;500.000 nterest Earned $100.000 8100,000 $100,000 8100.000 $100.000 $500,000 Proffer Funds $0 80 $0 $400,000 $0 $400.000 transfer from General Fund ~ $500.00~0 0~a~00~ $700.00~ 8800.00~ ~ Subtotal Revenues $23~154,385 $16~588~120 $6~826,680 $10~420,700 $12~034,793 $69,024,678 TOTAL REQUESTED PROJECTS OVER/(SHOR'D ACCUMULATED OVER/(SHORT) $23,~54,300 $t~,588,120 $6,800,680 $19,420,700 $12,034,793 $69;024,678 $0, $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 School Division CIP Fund Projects: Crozet Addition ~ATEC ADA Compliance ~.HS Phase II & Itl Restorations Atoodbrook Renovation/Addition New High School ~ateAdd~on Brownsville Renovation/Addition Stony Po'mt Renovations/Addition Murray High Renovation ADA Structural Changes Subtotal School Division StP Fund 8o 8o 66 6o $14,000 $0 $0 $0 $0 $14.000 $539.000 $20,000 $249.000 $0 00 $008,000 ~,800,000 $12.~0,000 $0 $0 $0 $~,620,300 $0 $70,0~ $7~,000 $0 $0 0025,000 ~ $0 $0 $0 $300.000 ~.000.000 $5,100,000 $1,009,600 0075,070 $614,400 $~9,700 $520,000 ~,378,000 $17.500 $294.000 $143.000 $0 $0 $454.5~ $0 $26,0~ $~,000 00 $0 $370,000 $0 $25,000 $1,300,000 $7,056.000 ~ 00.381,000 00 $22,000 $2~,000 $0 $0 ~06,000 $0 $180,000 $0 00 $0 $180,000 $1 ,~9,~0 00 $0 $0 - $0 $1,009,300 $0 $0 $0 $185,000 $810.000 $995,0~ $100.000 $1 ,~,O00 $9~,500 $0 $0 $2.300.50~ $0 $0 $170.000 $1,812,000 $0 $t ,982.00C $275,000 $0 $18,000 $0 ~,500.000 $3,793,00C _$23~154,385 $16.588,120 $6.928~680 $10,420,700 812 034~793 009.024.67~ 03/15/9608:15 AM - ~2- CIP9701C.WK4 ALBEMARLE COUNTY PUBLIC SCHOOLS Memorandum COUNTY OF ALBEMARLE EXECUTIVE OFFICE DATE: March 14, 1996 Th: l~b~e White, County Executive's Office - - RE: Capital Improvement Program Revision Approved by the School Board Based on current Wends, it is estimated that construction costs for several CIP projects will be greater than originally estimated. Attachment 1 is a copy of the Superintendents Memo No. 128, Public,SchoolBuildings Put Under Contract between July 1. 1994- June 30, 1995. Dr. Bosber states that, "In reviewing the new school consmaction cost for the past year it is clear that costs have risen dramatically with double digit inflation. Contributing factors include the recovering economy, added costs to meet higher building code standards and general inflation of]building materials gad labor costs.'? Bids were recently opened for the Western Albemarle High School Ranovation/Addition and they exceeded our $2,118,000 construction budget by $600,000. We are worloag with the school~ architect and contractor to reduce the scope of work in order for the major portion of the project to proceed. /n the next three months, seven additional projects, totaling $7.66 million, will be bid. All deferred projects will be accounted for in the 1997/2002 CIP which may require other projects to be moved back one or two years. Based on the Western Albemarle High School project, it will be necessary m supplement the budget for each of the projects. The primary goal will be to provide additional classroom space, which will allow maximum flexibility during redistricting and remove mobile units. Chiller replacement would still occur at Walton and CATEC with the Freon to be recycled and stored to extend the service life of othe~ chillers. The Technology Labs would be phased in over the following two years. The roofing replacement can be deferred with minimal repairs. By the completion of the above listed projects, all major structural obstacles concerning the Americans with Disabilities Act (ADA), will be completed, excluding door hardware and minor restroom renovations which will continue in 1997. To offset the esenlated costs of construction, on March 11, 1996, the School Board approved our recommendation to defer the following four projects in order to increase the .project budgets for seven Renovation/Addition projects. As you requested, I have allocated the funds to each project based on the anticipated costs. The projects noted in (A) below should be reduced by the specified amount, and the projects noted in (B) below should be increased by the specified amounts; (A) ProjectName (REDUCE) Reduction (B) Project (INCREASE) Budget Increase Phase I Chiller Replacements Roofing Replacement ADA Structural Changes Phase I Technology Labs TOTAL $248,000 $594,000 $186,485 $325,000 $1,353,485 Western Albemarle High $ 313,485 Woodbrook Elementary 295,000 Cale Elementary 179,000 Brownsville Elementary 262,000 Crozet Elemantary 142,000 Stony Point Elementary 132,000 Yancey Elementary 30.000 TOTAL $1,353,485 -23- Roxanue White CIP Revision March 14, 1996 Page 2 As we also discussed, the School Board approved the use of $875,448 for incorporation of the sustainable design strategies. Therefore, we are requesting that the remaining $780,158 from the originally requested funds for sustainable design strategies, remain in the New High School construction account, in order to offset potential, additional builffmg costs~ Thank you for your assistance in these matters. Please do not hesitate to contact me on 973-3677, should you have any questions or require additional information. LAR/sjc Attachment cc: Frank Morgan, Assistant Superintendent Jo Higgins, Engineering/Public Works Tina Fuller, School Board Clerk -24- OTHER ISSUES FROM THE MARCH 11 AND MARCH 13 WORKSESSIONS Sexual Assault Resource Agency (SARA): Question: Why are UV./I 's program support dollars down from 7% to 5.6%. Answer: For all three entities, the City, County and the University, the share of the total budget was down due to a large projected increase in State funds of $50,000. Both the City and County shares also went down from 8.6% to 7.3%. However, UVA's funding remains level at $16,000 for FY 95/96 and FY 96/97. SARA's director stated that she did not request an increase from UVA, because it was her understanding from UVA officials that no additional dollars would be forthcoming for next year. Madison House: ~ ..... , - - Question: Has the University funded the expanded request, and if not, what is their timetable for funding decisions? Answer. Madison House requested $40,000 from UVA Student Council, which is an ongoing request and is fairly guaranteed for funding. An additional request for $8,000 is submitted each year for a discretionary grant from the Vice President of Student Affairs, Mr. Bill Harmon. For FY 96/97, Madison House requested $12,000, the extra $2,000 to fund the additional graduate assistant and $2,000 to offset thei[rental loss. The Director should be able to get an answer fairly soon, as it is at the discretion of the Vice President and not on any particular funding approval schedule. CTS Bus Service to Walmart and Pantops Helen Poore, Director of Charlottesville Transit Service presented the following option to City Council in a transit worksession on March : Route 7 transit service could be extended on the northern end to provide a connection to Walmart and on the eastern end to provide service to Pantops shopping center. This would be accomplished by adding two additional buses (2 to 4), which would extend the route and also increase the frequency along the Route 7 trunk line from 30" to 20". The benefit to the City would be the increased frequency for City residents along Route 7, plus access to both Walmart and Pantops, service along High Street to Pantops, a potential decrease in JAUNT service for Dr.'s appointments at Pantops, and a potential shuffle linkage with Westminster Canterbury. The benefit to the County would be increased frequency &trips along Route 7, a trunk route along Berkmar that would connect aH the shopping center locations, i.e. Albemarle Square, Fashion Square, Rio and Walmart and a eastern connection to Pantops. The total cost of this option is $122,000, $54,000 (44%) to the City, $48,000 (39%) to the County and $24,000 (20%) in projected ridership fees. Although ridership fees are always based on rough projections, CTS estimates that an additional 33,000 riders will be added by. this option. Should the Board choose to support this option as part of their contribution, both shopping centers could be asked to set aside space for Park & Ride lots. City Council will decide on whether to support this option at their March 21st worksession_ NOTE: Based on the proposed compensation plan and the 4.5% state salary increase, the cost of placing the Sheriff's Department on the County's pay scale would be substantially less than previously estimated. Should the Board wish to pursue this issue, staff is prepared to discuss the revised estimates. -25- BOARD OF SUPERVISORS FY 96-97 WORKING BUDGET Beginning Reserve Fund Less Recommended Reserve for Jail Expansion Less County Executive Recommended Transfer to School Fund to Balance Budget Restored State Funding for Schools NET Beginning Reserve Fund 1,759,304 (200,000) (1,382,891) 452,904 629,317 County Executive Adjustments Visitor's Bureau Budget Adjustment Total County Executive Adjustments Total Reserve Fund 9,095 9,095 638,412 Funded & Unfunded Needs Funded General Gov't. Implementation of New Pay Plan @ 4.5%-General Gov't. Administration Board of Superv~som County Executive Community Resources Community Resources Personnel Personnel Personnel County Attorney County Attorney Finance Finance Finance information Services Registrar Membership of Virginia Institute of Government 5.000 Additional funds - Budget Review/ClP 970 Community Outreach - Operating Costs 6, 145 Neighborhood Team - Community Resoumes 4,232 Part-Time Project/Research Manager (.5 FTE) Additional Funds - Staff Development & Training Additional Funds - Leadership & Management Training 4,000 Temporary Part-Time Law Clerk. County Attorney's Office Expanded Paralegal Position (.5 FTE to 1 FTE) 16,235 Account Clerk II (1 FTE) 27.032 Maintenance costs - CAMA System 11,500 Reassessment Expenses 21,002 Office Assistant III (1 FTE) 31,003 Additional Funds for Presidential Elections & NVRA 30.590 Judicial Clerk of Circuit Court Commonwealth Atty. Shedff Sheriff Sheriff Sheriff DAC Copy Card System 9,717 Salary Supplement for Gibbs 8,172 Guns & Ammunition 6,933 Move Deputies to New County Pay Plan 20.000 Re-assignment of Scottsville Deputy to County Duties (4,127) Part-Time to Full-Time Deputies Public Safety Police Police Police Police Police Records Clerk (1 FTE) Temporary Part-Time Clerical Help Expanded Property Clerk Position (.5 FTE to 1 FTE) (2) New Police Officers - January Hires 13,389 92,270 Unfunded 192,250 19,086 2.738 8,840 37.546 21,552 19.203 192,250 8,840 0 10,203 3/18/9603:06 PM boswk3.xls Police Police Police Police Police Police EOC EOC EOC Fire/Rescue Fire/Rescue Fire/Rescue JCFRA JCFRA JCFRA JCFRA (4) New Police Officers - July Hires 265,593 Cameras and Alternate Light Source Emergency Response Team Equipment Recording/Surveillance Equipment Replacement Furniture for Secretarial Area Underwater Evidence Recovery Team Equipment (3) Communications Officer Positions @ 40.8% 33,231 Director's Salary - EOC 29,845 Administrative Secretary Position @ 40.8% 5,983 Training Officer (1 FTE) Fire Prevention Inspector Position (1 FTE) 30,792 Three Full-Time, Uniformed Fire Fighters (Hired in January) Additional Funds for R&M Equip - Buildings 7,000 Additional Recruitment & Retention Funds 2.880 Volunteer Tax Exemption increase ($4,500 to $5,700) 14,020 Fire Company/Squad Funds - In Excess of 3% Human Development Social Services Social Services Social Services Social Services Social Services United Way Beating the Odds Bright Stars CYFS Free Clinic Literacy Volunteers Salvation Army Madison House SHE Teensight Family Services/Schools Social Worker (1 FTE) 28,445 Foster Care/Adoption Social Worker (1 FTE) 39 136 City/County/Greene Social Worker (.33 FTE) 37,480 Employment Services Coordinator (1 FTE) 43,241 Management Analyst II - (w/$10,502 Federal offset) Funds for (2) Additional Day-Care Scholarships 6,240 Beating the Odds Local Match Additional Funds for Child Care Resource & Referral Contribution $,000 Group Neighborhood Initiative 1,000 Community Assessment Pgm. (CAP) Additional Funds to Meet Request Additional 3% over FY96 Additional Funds for School Liaison Worker Service Hours Parks, Recreation & Culture Parks & Recreation Neighborhood Team - Parks & Recreation Parks & Recreation Top Dresser Parks & Recreation Milton River Access Gate Opener Discovery Museum Additional Funding Visitor's Bureau Funds for Structural F~epairs to Visitor's Center 6,451 7,055 500 Community Development Planning Office of Housing Office of Housing Zoning CTS TJPDC TJPDC GIS implementation Program Expanded Training Expenses Expanded Housing Specialist (:5 FTE to 1 FTE) Code Compliance Equipment E~us Service to Wal-Mart/Pantops Mapping Center Rideshare Match - New Program 25,000 4,350 14.632 1,200 5,895 Capital Program 19,800 4,981 7,000 8.000 19,119 32,364 74.492 88,680 31,507 11.¢10 39.405 4,000 2,573 48,000 74,492 31,507 0 150 1,713 200 2,573 2,500 40,000 3/18/9603:06 PM boswk3.xls JABA Senior Facility Contribution Region Ten New Building Contribution Total BOS Changes ~ General Government Remaining Reserve Fund Total BOS Changes - School Division TOTAL RESERVE FUND 919,032 72,000 150,000 905,646 0 0 364,428 273,984 0 273.984 3/18/9603:06 PM boswk3.xls BOARD OF SUPERVISORS FY96-97 WORKING BUDGET Beginning Reserve Fund Less Recommended Reserve for Jail Expansion Less County Executive Recommended Transfer to School Fund to Balance Budget Restored State Funding for Schools NET Beginning Reserve Fund County Executive Adjustments VisitoVs Bureau Budget Adjustment Total County Executive Adjustments Total Reserve Fund 9,095 $1,759,304 (200,000) ($1,382,891) $45_2.904 $629,317 $9,095 $638,412 Funded & Unfunded Needs Funded Unfunded General GoVt. Administration Board of Supervisors County Executive Community Resoumes Community Resoumes Personnel Personnel Personnel County Attomey County Attorney Finance Finance Finance Information Services Registrar Judicial Clerk of Circuit Court Commonwealth Atty. Shedff Sheriff Sheriff Shedff Public Safety Police Police Police Police Police Police Police Police Police Police Implementation of New Pay Plan @ 4.5%- General GoVt. Membership to Virginia Institute of Government 5,000 Additional Funds - Budget Review/ClP 970 Community Outreach - Operating Costs 6,145 Neighborhood Team - Community Resources 4,232 Part-Time Project/Research Manager (.5FTE) Additional Funds - Staff Development & Training Additional Funds - Leadership & Management Training 4,000 Temporary Part-Time Law Clerk - County Attorney's Office Expanded Paralegal Position 1.5 FTE to 1 FTE) 16,235 Account Clerk II (1 FTE) 27,032 Maintenance Costs - CAMA System 11.500 Reassessment Expenses 21,002 Office Assistant III (1 FTE) 31,003 Additional Funds for Presidential Elections & NVRA 30.590 192.250 19,086 2.738 8.840 DAC Copy Card System 9,717 Salary Supplement for Gibbs 8,172 Guns & Ammunition 6,933 Move Deputies to New County Pay Plan Re-assignment of Scottsville Deputy to County Duties (4,127) Part-Time to FulPTime Deputies 37.546 13,389 92.270 265,593 Police Records Clerk (1 FTE) Temporary Part-Time Clerical Help Expanded Property Clerk Position (.5 FTE to 1 FTE) (2) New Police Officers - January Hires (4) New Police Officers - July Hires Cameras and Alternate Light Source Emergency Response Team Equipment Recerding/Surveillance Equipment Replacement Furniture for Secretarial Area Underwater Evidence Recovery Team Equipment 21,552 10.203 19,800 4.981 7.000 8.000 19,119 192,260 8,840 0 10,203 03/18/9603:06 PM 1 BOSWK3.VVK4 ~ EOC EOC EOC Fire/Rescue Fire/Rescue Fire/Rescue JCFRA JCFRA JCFRA JCFRA (3) Communications Officer Positions @ 40.8% 33,231 Director% Salary - EOC 29.845 Administrative Secretary Position @ 40.8% 5,983 Training Officer (1 FTE) Fire Prevention Inspector Position (1 FTE) 30,792 Three Full-Time. Uniformed Fire Fighters (Hired in January) Additional Funds for R&M Equip - Buildings 7.000 Additional Recruitment & Retention Funds 2,880 Volunteer Tax Exemption Increase ($4.500 to $5,700) 14.020 Fire Company/Squad Funds - In Excess of 3% Human Development Social Services Social Services Social Services Social Services Social Services United Way Beating the Odds Bright Stars CYFS Free Clinic Literacy Volunteers Salvation Army Madison House SHE Teensight Family Services/Schools Social Worker (1 FTE) 28,445 Foster Care/Adoption Social Worker (1 FTE) 39.136 City/County/Greene Social Worker (.33 FTE) 37.480 Employment Services Coordinator I1 FTE) 43.241 Management Analyst II - (wi $10.502 Federal offset) Funds for (2) Additional Day-Care Scholarships 6,240 Beating the Odds Local Match Additional Funds for Child Care Resource & Referral Contribution 5.000 Group Neighborhood Initiative 1.000 Community Assessment Pgm. (CAP) Additional Funds to Meet Request Additional 3% over FY96 Additional Funds for School Liaison Worker Service Hours Parks, Recreation & Culture Parks & Recreation Neighborhood Team - Parks & Recreation Parks & Recreation Top Dresser Parks & Recreation Milton River Access Gate Opener Discovery Museum Additional Funding Visitor's Bureau Funds for Structural Repairs to Visitor's Center Community Development Planmng Office of Housing Office of Housing Zoning CTS TJPDC TJPDC GIS Implementation Program Expanded Training Expenses Expanded Housing Specialist (.5 FTE to 1 FTE) Code Compliance Equipment Bus Service to Wal-Mart/Pantops Mapping Center Rideshare Match - New Program Capital Program JABA Region Ten Senior Facility Contribution New Building Contribution 6,451 7.055 5OO 25,000 4,350 14,632 1.200 5,895 32.364 74.492 88.680 31,507 11.410 39.405 4.000 2,573 48.000 72.000 150,000 74,492 3t,507 0 150 1,713 200 2,573 2,500 40,000 Total BOS Changes - General Government Remaining Reserve Fund Total BOS Changes - School Division TOTAL RESERVE FUND 03/18/9603:06 PM 2 919,032 905,546 364,428 $273,984 $0 BOSWK3.WK4 COUNTY OF ALBEMARLE Office of County Executive 401 Mclntire Road Charlottesville, Virginia 22902-4596 (804) 296-584] FAX (804) 972-4060 March 20, 1996 Gordon Walker, Director Jefferson Area Board for Aging 2300 Commonwealth Drive, Suite B-1 Charlottesville, Virginia 2290 This letter is to confirm that on March 18, 1996 the Albemarle County Board of Supervisors agreed to appropriate $14,400 in July, 1996 and each subsequent year for 4 years until July, 2000 for a total contribution of $72, D00 toward the construction of the new Thomas Jefferson Adult Healthcare Center on I-Iillsdale Drive. We wish you success with the remainder of your fundraising efforts and look forward to a expanded adult facility that will provide a full range of adult care and other services to residents throughout the region. Sincerely, Charlotte Y. Humphris Chair CYH/rww 96.011 COUNTY OF ALBEMARLE Office o~ County Executive 401 M¢Intire Road Charlottesville, Virginia 22902-4596 (804) '296~5841 FAX (804) 972-4060 March 20, 1996 James K Peterson, Executive Director Region Ten Community Services 800 Preston Avenue Charlottesville, Virginia 22903-4420 Dear Mr.~Eeter~n: ~ This letter is to confirm that on March 18, 1996 the Albemarle County Board of Supervisors agreed to appropriate $75,000 in July, 1996 and $75,000 in July, 1997 for a total commitment of $150,000 toward the purchase and renovation of your new Preston Avenue facility~ We wish you the best on your new facility and share in your enthusiasm and excitement of finally having a home of your own. Sincerely, Charlotte Y. Humphris Chair CYI-lJrww 96.010 MARCH EXECUTIVE SESSION MOTION I MOVE THAT THE BOARD GO INTO EXECUTIVE SESSION PURSUaNt tO SECTION 2. I -344(a) Of the COde Of VIRGINIA UNDER SUBSECTION (7) TO CONSULT With LEGAL COUNSEL AND staff RegarDiNG SPECIfiC legal MAI%ErS ReLAtING tO reversION aND reGArdiNG SPECIFIC legal MAl%ers ReLAtiNg TO CONTRACTS For THE PURCHASE OF LAND AND SALE Of PROPERTY.