2017-09-27 PacketCHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA' -
Page 1 of I
Meeting Date: September 27, 2017 Item Number: 3.13.
Subject:
Work Session - Tourism Update
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
Mr. ion Lugbill, Executive Director with Sportsbackers, and Mr. Jack Berry,
President and Chief Executive Officer of Richmond Region Tourism, will update
the Board on sports tourism and other tourism -related activities in
Chesterfield County and the surrounding region.
Preparer: Scott W. Zaremba Title: -Deputy County Administrator
Attachments: Yes No # It � I
9/20/2017
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9/20/2017
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9/20/2017
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 3.C.
Subiect:
Work Session - Virginia Department of Transportation Update
County Administrator's Comments:
County Administrator:
Board Action Request
Summary of Information:
Mr. Kevin Reichert, P.E., Resident Engineer for the Chesterfield Residency,
Virginia Department of Transportation (VDOT), will update the Board of
Supervisors on VDOT activities.
Preparer: Jesse Smith Title: Director of Transportation
Attachments: Yes No 9
00,0,0,1.2
, f . � • � >�
C"' ,2 Residency *
® / e . - si
Kevin
Reiy P.E.
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-Third ,2 » (yt$ ±»i
<{7lf 2< = T'1111116'_.7 §<f ¥
,.r<* r:
in the country
miles » #\
pavement
ONI3
1
\VDOT
VDO"'l["'s IllN[iw Districts
Nort. sern Virginia
burg
Chesterfield Residency
• Amelia County
Amelia AHQ
Chesterfield County
Beach AHQ
iia AHQ
Air AHQ
ster AHQ
ahontas AHQ
EMMEMRE�
2
Chest&rfield Residency
G�rganizatiori
Chesterfield COL111ty
Maintain 4,300 Lane Miles
Interstate— 140 Lane Miles
Primary — 590 Lane Miles
Secondary — 3,600 Lane Miles
2ndLargest Road Network in
Virginia
3
C
VDOT Maiintenance Senfices
Aighway 11,1ahnitenance--
* Mowing
* Sight Distance Improvements
* Drainage Improvements
* Pavement Repair
* Concrete/Sidewalk Repair —
* SnIII ow Removal —
* State Force Rural Rustic —
State Force Construction
V[)o 1' SriowRern oval
0 24/7 Operation
0 Approximately 180 pieces of equipment
(State Forces & Contractors)
0 Pretreat bridges, overpasses, & critical
Routes
* Priority Designation
• Interstates, primaries, high volume secondaries
• Low volume secondaries, subdivision streets
0 Goal — Roadways passable within 48 hours
of end of storm
I, I
30POIG 4
VVIII �"I I
')OT IF)av 11 1 1 rig
0 Annual Resurfacing Schedule
• Prioritized by pavement ratings & field reviews
• Funding distributed to interstates, primaries, &
secondaries based on deficient lane miles
Paving Schedule
http://www.virginiadot.org/projects/pavino-schedule.asr)
Pavement Ratings
https://vdot.maps.arcgis.com/apps/webappviewer/index. htrnI?id=I 318dOdO4
4124500V363fcM74ea8b
•
MEWEIG mo
V11)0`11"I''' MoWlng
• Contractor Mowing
• Primary & Secondary — 3 to 4 times a year
• Median Mowing — 8 times a year
State Forces Mowing
® Supplement Contractor Mowing
• Sight Distance and Safety Concerns
• Chester Area Headquarters
5
V D 0T sse�iibal Contracts
uq I III III III Mowing
Asphalt Paving/Patching
Pothole ReII pair
Tree RemIbIIoIII III
val/Trimming
Incidental Concrete Work
Sweeping
Stormwater Basin Maintenance
Drop Inlet & Pipe Cleaning
VD01 I,,,, ingineedilig Services
• Speed Studies
• Safety Studies
® Operational Analysis
• Pavement Marking Studies
• Hydraulic Analysis
• Land Use
New Entrances
New Subdivisions
Street Acceptance
Site Plan Reviews
6
Vi111)01"' ResOUrces
Virginia Traffic Information
http:llwww.51 lvirginia.org/
Board of Supervisors Manual
http://www.virginiadot.org/business/resources/local—assistan
/BOSManual-2017.pdf
Smart.-
http://smartscale.org/ hftp://smartscale.org/
Mm
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: 401
101 _A
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 3.11).
Subject:
Work Session on the FY19 Budget Outlook
County Administrator's Comments:
County Administrator:
Board Action Requested:
Hold a work session on the FY19 Budget outlook.
Summary of Information:
A work session on the FY19 Budget Outlook has been scheduled for this date.
Staff will update the Board on current revenue performance and forecasts,
give a preview of the upcoming FY2019-2023 CIP, and highlight major topics
and areas of interest that will be discussed and examined during the FY19
budget process.
A timeline for the FY19 process, inclusive of community meeting dates and
other work sessions related to the budget, will also be presented.
Preparer: Matt Harris
Title: Director of Budget and Management
Attachments: 1:1 Yes 0 No
P020
9/27/2017
➢ U.S. economy Potential GDP Decomposed . ti
iC: Cstw+nalrs u! Ca+Kr,lxit+ons to CGDV GrwvL
continuing to experience �;� ;rtarrwK(Tsch
modest growth t% 4%
➢ Remains vulnerable to
illllll :�
I I�
I I�
economic shocks
➢ Limited capacity moving
II�������iill�lill�IIIIINII IIIIih111�IIlIii��►,t.,,.�t!!'l�►,���,�t,�� +..
Womarleoo+nars Entenn Ca[wr ton:a ■ ` 1 " .�, lxpte: ■ 1.11+Or
forward 1% 1%
SC 05 - SO 85 90 95 00 OS 10 15 20 25
1
➢ Local economy
outperforming U.S.; metrics
in line with forecast for
FY18 and beyond
-Still plan on building in
healthy dose of caution into
our projections
➢ Broad based gains (as
shown), including some
long-awaited wage growth
9/27/2017
Unemployment Rate (M)
3.7%
4.1%
4.5%
-0.4% pts,
n10
ul-17
u1-16
(Jul -15)
-0.8% is
Pny�oll Employment (Q)
132, 780
13 2.440
125.471
0 3%, 5 8'. nia
Q1-17
!Q1-161
QI-IS
Sales Tax (M)
54,418,789
54,085,105$3,988,307
8.2X, 10.8% 7.3%
u1-17
(Jul -16)u165
Occupancy Tax (M)
$678,189
$469,6'0
$449.294
44 4'., 50.9`. 7.3'.
u1-171
,i-16
Jul -'.5!
Vehicle Registrations (M)
6,222
5,793
6,252
7.4%. -O.SX 6.0'.
(Jul -17)
u1-16
u1-15)
WAIRM32111111111
WAND
Single Family Permits (M)
1307
132
-1.6%,26.9% 9.5%
.,. r. gimme l Permits
$144,769,774
$124,284,590
$127,790,850
16.5`., 13.3% 16.51.
ul-17
u1-16
u1-15
Pending Salos (M',
59-17)
ul 56(Jul-IS)S.7%,22.8%
4J%
Homme Sah•.
613
605
592
13 3 5'. 7.3'.
u1-17
ul-16
u1-15�
$260,500
$236,500
5233,750
Median Sates Price (M)
ul-1
u1-16
(Jul -1s)
9.9X, 11.2Y. d6`.
➢Effort to remold current plan has put
CIP on a good course
➢ FY19-23 proposal built in that same
image
Y Continued focus on major
maintenance, transportation/
connectivity, and revitalization
Upcoming discussion likely to feature
more dialogue on framework for
next referendum
2
's.
en
Ex diture Category
p g Y
Percentage of Total Growth
FY2012 Budget Share
FY2012-18
Schools (local funding)
44.3%
36.3%
Public Safety
22.2%
23.8%
Revenue Sharing
8.2%
0.0%
Capital
3.2%
6.4%
Parks/Libraries
3.1%
2.7%
Tax Relief
1.2%
0.7%
All Other General Govt
6.6%
19.3%
Schools (state sales tax, other)
7.1%
9.8%
Pass-through (CDAs, etc.)
4.1%
1.0%
$11,000
$10,500
$10,000
$9,500
$9,000
$8,500
$8,000
$7,500
Per Student Expenditures Per Capita General Government
Expenditures
$1,200
$1,180 - - - - - - - - - - - - - - - - - - - - - - - - - -
-
------ ----------------- - - - - --
$1,160
$1,140
$1,120
$1,100
$1,080
$1,060
$1,040
FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 FY2018
9/27/2017
3
➢ FY2019 planning includes a broader
prioritization of needs, i.e. does not
necessarily rely on traditional allocation model
➢ Business case approach remains in place for
new general government expenditures
➢As part of that, greater energy around
validating whether approved initiatives are off.
successful
➢Also, greater focus on base budgets already in
place
➢ Budget community meetings begin
October 161h; earlier timeframe CIP work
session in late January
Revenue work session and advertised tax
rate discussion in mid-February
Proposed budget presented in early
March; similar format to last year
2nd round of community meetings in late
March
Feedback always welcome at
blueprint@chesterfield.gov
9/27/2017
In
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 3.E.
Subject:
Work Session - Parks and Recreation Acquisition of Winterpock Regional Park
County Administrator's Comments:
County Administrator:
Board Action Requested:
Hold a work session to update the Board on purchase of land for Winterpock
Regional Park.
Summary of Information:
Stuart Connock Jr., Chief of Parks for Planning and Construction Services,
will provide an update to the Board of Supervisors on Parks and Recreation's
planned purchase of 194+/- acres to create a 240 -acre regional park located
off Beach Road in the Matoaca District. Staff will be available to answer
questions.
Preparer: James Q. Worsley Title: Director, Parks and Recreation
Attachments:®Yes 11�
F —1 #
No 30021
9/20/2017 Winterpock Area Regions[ Park - Board of
Supervisors Update 9.27.2017
This acquisition follows recommendations in the Public Facilities Plan
chapter of the Chesterfield County Comprehensive Plan
The Public Facilities Plan calls for a Regional
Park:
✓ Large size —over 100 acres
✓ Mostly wooded
✓ Direct access county roadway
✓ Suitable for accommodating a wide range of
recreational facilities
✓ Constructed with 40% +/- athletic and 60%
+/- passive recreational facilities
✓ Acquisition of approximately 200 acres in the
Winterpock Area
The 2004 Bond Referendum provides funding for
the purchase of the Winterpock Area Park
9/20/2017 Nut -p-1, Area Re0*iona I Park - 6.-I o4
Supervisors Update 9.222017
9/20/2017
11
General Site Information
Approx. Park Size: 240 acres
Acquisition Acreage: 194+/ -
County already owns around
47 acres [shaded]
Good roadway access in this
area and to overall county
road system
• Close to existing residential
areas and recommended land
use plan growth areas within
the five [5] mile service radius
9/20/2017 W interpocic Area Regional park - Board of 3
Supervisors Update 9.27.207.7
PROPERTY
DESCRIPTION
- Site well suited for
park development:
-Public water
-Moderate topography for
development of athletic anc
other facilities
-100% wooded
-40% Hardwoods
-60% Pine
-Both forest area
types have been thinned
-Several creeks and
environmental areas
for nature interpretation
9/20/207.7
Winterpoc
Supervisors Update 9.27.2017
DAMM
2
�.�
PROPOGEOr�
41
'ACCO..
m
A
WIWTERPOCI{
"^r-.
REGIONAL PARK
w
t
wire
o Hca w xx r,roc �.xu -
9/20/2017 W interpocic Area Regional park - Board of 3
Supervisors Update 9.27.207.7
PROPERTY
DESCRIPTION
- Site well suited for
park development:
-Public water
-Moderate topography for
development of athletic anc
other facilities
-100% wooded
-40% Hardwoods
-60% Pine
-Both forest area
types have been thinned
-Several creeks and
environmental areas
for nature interpretation
9/20/207.7
Winterpoc
Supervisors Update 9.27.2017
DAMM
2
9/20/2017
Development Concept and Substantial Accord Conditions
Good neighbor to the community
Ll Buffers
LI Traffic
L) Locationufesmouon—acdveandpao*e
LI What iydeveloped and when
0 Character nfthe park
Serve all citizens of the count
CJ Offer diverse recreational opportunities
0Allow for development toberesponsible and responsive mneeds
0 Light appropriate facilities
U Set convenient operating hours
9/20/2017 wmurp°ck Area Remon*Park 'ooa*m
Su==isa=vpdate 9,27,2017
9/20/2017
� ~P~~^�~�
51
- Adjacent property
Brandy Oaks
owners
- Brandy Oaks
- Carters Mill and
- Second Branch
neighborhoods
Park
- Five [51 public meetings
Was
of 6art'lers Mill
Park
S 6d
eco
- Substantial Accord
Branch
Determination
recommendation to BOS
this evening and
contract approval
Regional Park - Boaid of
9/20/2017 Winterpock Area
7
Supe rvisors
Update 9.272017
Development Concept and Substantial Accord Conditions
Good neighbor to the community
Ll Buffers
LI Traffic
L) Locationufesmouon—acdveandpao*e
LI What iydeveloped and when
0 Character nfthe park
Serve all citizens of the count
CJ Offer diverse recreational opportunities
0Allow for development toberesponsible and responsive mneeds
0 Light appropriate facilities
U Set convenient operating hours
9/20/2017 wmurp°ck Area Remon*Park 'ooa*m
Su==isa=vpdate 9,27,2017
9/20/2017
� ~P~~^�~�
51
Looking ahead...
❑ Phased development over 25+
years
❑ Funding from Capital
Improvement Budget
❑ Funding request proposed for
trails/small parking area in the
Capital Improvement Plan in
FY21.
❑ Pursue grant funding to assist
with development
-VDOT Road and Trail Grants
State Trail Grants
Federal Facility Grants
9/20/2017
Winternock Area Regional Park - Board of
Supervisors Update 9,27.2017
9
9/20/2017
A
B4 Dv 0 ►cs
""CARTERS
MILL
Vi=RPOCN ARG. RT ]LC REGIONAL PARK
Winternock Area Regional Park - Board of
Supervisors Update 9,27.2017
9
9/20/2017
A
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 3.G.
Subject:
Work Session - Social Services Board Presentation
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
On behalf of the Chesterfield -Colonial Heights Board of Social Services, the
Director of the Chesterfield -Colonial Heights Department of Social Services
will present information describing the accomplishments and achievements
regarding the strategic plan and challenges facing the agency moving forward.
Preparer: Kiva Rogers
Attachments: 0 Yes
Title: Director, Chesterfield -Colonial Heights Department
of Social Services
1-1 No
9/20/2017
H
,,B , oard of
Chesterfield -Colonial Ileights
Board of Social Services
Social
Services
Presentation
to Board of
Supervisors
Board of Supervisors Meeting
September 27, 2017
3:00 PM
H
9/20/2017
• Employee and
Board member
workgroups
• Leadership
development
Turnover ratio
improved from
24.7% (FYI 6) to
20.37. (FY 17)
Voluntary turnover
down to 17.9%
(FYI 7) from 20.5%
(FYI 6)
• Employee voice
• Performance
standards
• Inclusive problem
solving process
N
• Focus on efficiency
• Escalated customer calls
study
• Customer satisfaction
survey
• Improved lobby
experience
• Technology
enhancements pending
Implemented
Microsoft
Dynamics
Document
imaging
Eliminated
Medicaid review
backlog
Exceeding 97%
performance
standard for
Medicaid reviews
• ZERO Medicaid
audit findings
9/20/2017
'10: 0
3
9/20/2017
Pathway to Excellence
PT emerg. hires (7)
• Hours 2,932
• VA FTE
• Temp. staff (15)
• Hours — 2,316
• 1.1 FTE
Celebrate Successes Along the Way!
m
Our Community: Creating Connections to
Transform Lives
• Data collection
• Outcomes
• Employers
• Private & non-profit
organizations
• Community
Enhancement &
Citizen Information &
Resources
Pathway Forward
• 1 r9orove case
,r6view outcomes
�Improve child
welfare
performance
outcomes and
workloads
• Financial literacy
• Job skills
M:IM
• Technology
enhancements
• Electronic records
• Emphasis on self-
sufficiency
• Workload
management
support
• Strengthen
engagement with
customers
• Career
development plans
9/20/2017
5
Service Model Vision
• Focus on able-bodied SNAP
/
p p licipants
• oal — Increase household income
and eliminate need for supplemental
assistance
• Caseload — 80 per worker
• Workload:
• Conduct in-person eligibility reviews
and needs assessments
• Case management focused on
achieving self-sufficiency
"Desire is the key to motivation,
but it's the determination and
commitment to unrelenting
pursuit of your goal - a
commitment to excellence -
that will enable you to attain the
success you seek."
Mario Andretti
9/20/2017
A
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 4.A.
Subiect:
Report of Planning Commission Substantial Accord Determination for
Chesterfield County Parks and Recreation (Case 17PD0262) to Permit a
Regional Park in an Agricultural (A) District Located in the Matoaca
District (Winterpock Regional Park)
Countv Administrator's Comments:
County Administrator: r-771—
Board Action Requested:
On August 15, 2017, the Planning Commission determined that the proposed
regional park use in substantial accord with the Comprehensive Plan, as per
attached (Case 17PD0262). (AYES: Sloan, Jackson, Freye, Jones, Wallin) Staff
recommends no further action.
Summary of Information:
State law provides that the Board may overrule the Planning Commission's
determination or refer the matter back to the Planning Commission for an
additional public hearing and decision. If the Board takes no action, the
substantial accord determination will become final.
Preparer: Kirkland A. Turner
Attachments: 0 Yes [-� No
Title: Director of Planning
CASE NUMBER: 17PDO262
APPLICANT: Chesterfield County Parks & Recreation
CHESTERFIELD COUNTY, VIRGINIA
. . . . . . . STAFF'S ANALYSIS
Magisterial District: MATOACA
AND
13501 & 13451 Beach Rd
APPROVAL
RECOMMENDATION
Comprehensive Plan
Board of Supervisors Meeting:
SEPTEMBER 27, 2017
specified in the Code of Virginia
• Ordinance and conditions minimize potential impacts on area
M
properties
Applicant's Agent:
Request
Property
STUART CONNOCK
(804-751-4484)
Planning Department Case Manager:
STEVE HAASCH (804-796-7192)
REQUEST
Substantial accord determination to permit a public park in an Agricultural (A) District.
Construction of a new regional park is planned.
Notes:
A. Conditions maybe imposed.
B. Conditions and exhibits are located in Attachment land Attachment 2.
RECOMMENDATION
PLANNING
COMMISSION
(8/15/17)
APPROVAL
APPROVAL
• Complies with the Public Facilities Plan, an element of the
Comprehensive Plan
STAFF
* Satisfies the criteria of location, character and extent as
specified in the Code of Virginia
• Ordinance and conditions minimize potential impacts on area
properties
Providing a FIRST CHOICE community through excellence in public service
a 'Gp lo 0, a 6
Proposal
Anew regional public park facility bplanned to serve the western area ofthe county. The request
consists of approximately 396acres. The applicant intends touse approximately 24Oacres,ufwhich
46 acres is already under county ownership. Facility is planned to include both active and passive
recreational facilities. The applicant has held several community meetings between 2015 and 2017
to discuss this proposal. These meetings have helped create the conditions included with this
requestto minimize impacts on area properties. Fundingforthe purchase of property for this facility
was apart nfthe approved 2O04Bond Referendum.
Public Facilities Plan
The Public Facilities Plan, anelement mfthe Comprehensive Plan, offers the guidance for locating
regional park facilities. The proposed facility complies with the guidance as follows:
PROPOSAL
CRITERIA
DESCRIPTION
e Winterpock Area regional park — in the vicinity of Hull
V/
LOCATION
Street, Winterpock and Beach Roads
AND TIMING
e To be constructed between 2014 and 2017
e Should be located on large tracts of land with direct
access to an existing or proposed major arterial road
V/
SITING
9 Facilities should include land suitable for active and
passive recreation uses
SIZE
* Should contain approximately 200 acres*
*Due to the extent of buffering required for adjacent residential neighborhoods, the increased size ofthe
park in this request is warranted above that recommended in the Comprehensive Plan.
The need for a regional park facility in this area of the county is recommended in the
Comprehensive Plan. This facility will serve the rapid and significant residential growth in the
western 360 corridor area. The facility will be developed as funding is allocated over a number of
years.
Development Standards
Several development standards have been offered with this request tominimize potential impacts
to adjacent properties. These conditions can be found in Attachment 1 and address
setbaoks/buffeo,access improvements and hours ofoperation.
17PD02622017SEP37'BO5RPT-C
FIRE SERVICE
Staff Contact: Anthony Batten (804-717-6167) BattenA@chesterfield.gov
Nearby Fire,and Emergency Medical Service (EMS) Facilities
Fire Station IThe Winterpock Fire Station, Company Number 19
EMS Facility I The Winterpock Fire Station, Company Number 19
When the property is developed, the number of hydrants, quantity of water needed for fire
protection, and access requirements will be evaluated during the plans review process.
COUNTY DEPARTMENT OF TRANSPORTATION
Staff Contact: Jim Banks (804-748-1037) banksj@chesterfield.gov
The Comprehensive Plan which includes the Thoroughfare Plan, identifies county -wide
transportation needs that are expected to mitigate traffic impacts of future growth. The
anticipated traffic impact of the proposal has been evaluated and recommendations are detailed
inthe chart below:
Potential Site Plan Recommendations
Right of Way Dedication
0 45 feet from centerline along Beach Road for property frontage.
0 90 -foot wide for a north/south major arterial (the "North/South Arterial")
from Beach Road to the southern property line.
Vehicular Access Control
• Direct access to Beach Road limited to the North/South Arterial
• Direct access to the North/South Arterial, as approved.
Road Improvements
0 Additional pavement along Beach Road at the North/South Arterial
intersection to provide left and right turn lanes.
0 2 lanes of the North/South Arterial from Beach Road to the southern
property line.
0 Additional pavement along the North/South Arterial at various site road
intersections to provide left and right turn lanes, as required.
0 Bike and pedestrian accommodations, as required, that may include an
off-road 10 -foot wide paved shared use path along Beach Road and the
North/South Arterial.
S 17PD0262-20I78EP27'8OSRPT-C
Water and Wastewater Systems
Currently Size of Closest Connection Required by County Code?
Serviced? Existing Lines?
Water No 16" No
Wastewater No NA No
Additional Utility Comments:
This site is not located in the mandatory water and wastewater connection area. Will not
impact public water and wastewater systems.
Stormwater
Issue
Discussion/Conditions
The subject properties drain to the south and southeast to Second Branch,
which transverses the southern portion of the parcel located at 13541 Beach
Geography
Road. Second Branch is a tributary to Swift Creek. Slopes are generally two to
eight percent, steepening to nine to eleven percent closer to the stream
channels. The subject properties are located within the Lower Swift Creek
There is 100 -year floodplain along Second Branch in the southeastern portion of
the parcel located at 13541 Beach Road. A Resource Protection Area
Designation (RPAD) has been approved by the Environmental Engineering -
Water Quality Section for the parcels. RPA exists along Second Branch and its
Natural Resources
connected wetlands, as well as along the unnamed tributary on the eastern
portion of the parcel located at 13541 Beach Road. Areas of wetlands also exist
along the unnamed tributary to Second Branch and other drainage ways on the
subject properties. Wetlands shall not be impacted without prior approval from
the US Army Corps of Engineers and/or the Virginia Department of
Environmental Quality.
Stormwater
The development of the subject properties is subject to the Part 11B technical
criteria of the Virginia Stormwater Management Program Regulations for water
Management
ua lity and water quantity.
17PDO262J017SEP27-BOS-KPT-C
17PD0262-I017SEP27'B0S-RPTfC
6/21/2017
Application submitted
7/11/2017
Community Meeting:
Citizen Comments
Approximately 25 citizens were in attendance. Questions and issues centered
Traffic, especially potential use of Brandy Oaks as a cut -through
Lighting, phasing, presence/amount of active recreation facilities
Safety and property value concerns from facility
Adequacy of 200' buffer, lack of fencing around perimeter, especially near
Carter's Mill
Hours of operation, access control
Use of public address systems, noise
Area is rural, so facility should reflect area and be unique
Avoid use of land by ATVs
7/18/2017
Planning Commission Public Hearing
At the request of the applicant, this case was deferred for 30 days to allow
revisions based upon community input.
7/31/2017
Community Meeting:
Citizen Comments
Approximately 10 citizens were in attendance. Questions and issues centered
Public access to the park through Carter's Mill
Improvements to Beach Road, alignment of Brandy Oaks Blvd
Type of lighting to be used
Signage at park boundary noting private property
OEM I NINE
IS I
III
8/15/2017
Citizen Comments
No citizens spoke to this case
Recommendation —APPROVAL
Motion: Wallin Second: Frye
AYES: Sloan, Jackson, Freye, Jones, Wallin
The Board of Supervisors on Wednesday, September 27, 2017 beginning at 3:00 p.m., will
consider this request.
17PD0262-I017SEP27'B0S-RPTfC
1 Conceptual Plan. The facility shall bedeveloped generally axdepicted ooAttachment 2,
2. Site Plan Review. The Planning Commission will review and approve any she plans
submitted for development ofthe property. (P&R)
3. Design District. Except where the requirements ofthe underlying Agricultural (A)zoning
are more restrictive, development of the property shall conform to the requirements of
the Zoning Ordinance for Corporate Office (0-2) Districts in the Emerging Growth Design
District. Gravel parking should beallowed inthe initial phase (passive recreation) ofpark
development. (P)
4. Uses shall be buffered and set back from property boundaries as
identified in Attachment 2, Exhibit A. A 5O-h»otsetback shall be maintained for all uses
within the 50'footbuffer. A2OOfootsetback shall be maintained for all uses within the
200 -foot buffer. No improvements, including grading, clearing and walking paths/trails
shall be allowed within the 50 and 200 foot buffers. Removal of diseased, dying or dead
vegetation or invasive species is allowed with approval from the Planning Department
Buffers shall conform to the requirements of the Zoning Ordinance for 50 and 100 foot
buffers respectively. (P8R)
5. Active Recreation Facilities. Active recreation uses and facilities shall be limited to the
area west of the mein park road and shall be developed only after a passive recreation
use and facility has been established. Public address systems should only he used in the
active recreation area and be prohibited between 11pnnand Qam. (P&R)
5. Access Restrictions.
a. The main entrance to the park aheU be from Beach Rood as generally shown in
Attachment 2, Exhibit A.
b. No roadway connections shall be made to Carter's K4iU Subdivision.
c. When the entrance roadway and intersection intothe facility has been completed;
for safety reasons, a private, gated driveway shall be constructed from the main
park roadway toparcel 728-65Z-1956(136O1Beach Rnad).
6. Replacement access tu728-65I-I37I (I3603 Beach Road) may be constructed
from adjacent park facilities to property as site development occurs and as
approved byproperty/cell tower owner. (P&R)
7. Hours of Operation. Operating hours shall be dawn to dusk, except for areas of the park
containing lighted facilities or indoor recreation activities, wherebythe park shall close by
11 p.m. (P&R)
8. Park Maintenance Facilities. Shall be screened or otherwise hidden from public view,
including maintenance buildings, materials and equipment, exclusive of park office
building. (P)
8 17PD0262-2017SEP27-BOSRPT-C
privat�
d
w
I.
SO. EF
WI NTERPOCK AREA - RT. 360 REGIONAL PARK
CONCEPTUAL DEVELOPMENT PLAN #4
CHESTERFIELD COUNTY 240 ACRE
PARKS AND RECREATION PARK SITE
7.21.2017
BEACH ROAD
N
1N+E
S
1,000 500 0 1.0 Feet
9 17P D0262 -2017S E P2 7- BOS- R PT -C
September 27, 2017
Speakers List
Afternoon Session
1. Dustin Wade
2. George Houston
3. Robert Schrum
4. Kenneth Pealer
5. Michael Richardson OR Cathie Richardson
Miller Rd
LOCATED IN CHESTERFIELD COUNTY VIRGINIA
History 2
1. Road was established and conveyed to
Chesterfield County by deed on August 14,
1956 by Clarence J. Miller.
2. 50' turnaround easement granted also on
this date by Miller, Houston's and Schrum's
as the latter was adjoining property owners
to the new Miller Road.
3. Documents recorded in Clerk's office on
9/26/68 as shown by book 931 pages 647,
648, 649 and 650.
9/26/2017
2.
I
Neighborhood Issues and Concerns 5
• Why Now?
• Access
• Safety
• Maintenance
• Potential Solutions
Why Now? 6
The Miller road case is arising now out of an issue
with a neighbor who has complained to the post
office thaf our mail boxes are a problem to his
home and need to be moved.
The post office has issued a letter stating that we
have 30 days to relocate our mail boxes or lose
home mail service delivery until we comply.
We have met with the post master about the issue
and have concerns about the limited area we
have to relocate to on Baldwin Road. This is when
the question arose again about why can't we have
our mailboxes at our Miller road driveways. This will
be addressed on the following slides.
Aerial View of Miller Road
A
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7
Electronic view of 3828 Baldwin Rd 8
'
3828 Baldwin Road
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Access 9
1. Because of technical advancements in recent years, GPS and other
electronic services have caused residents on Miller Road to now have 2
addresses to manage for their properties. A Mailing address with house
number to receive mail etc. (required on Baldwin Road to receive mail
delivery) and a Physical address on Miller Road without house number to
access their homes. The Chester Post Master has said Mail service is not
available on non-government maintained roads.
2. Web services such as BING and Google show different mapping directions for
these home addresses according to recent problems reported by Amazon
delivery services.
Road. This confusion has also occurred in other GPS systems as
reported by Miss Utility and others such as Suburban Propane, etc. Example:
Some show 3828 half way down Baldwin Rd, others at the end of Baldwin
3. Police, fire and rescue squad services have noted problems locating homes
during calls which has resulted in having to ive details such as turn down dirt
road at top of 3rd hill with 5 mailboxes on lef go down dirt road to end to
locate homes at end of Miller road.
4. Recently, while investigating a postal issue, the Post Master of Chester did not
know this was a road until presented with a copy of the GIs map and he
googled our addresses to confirm.
Eastern View on Baldwin Road showing entrance to
Miller Road
10
Current sign we added to show our home 1 1
addresses as seen from Baldwin Road
.r
Safety
12
1. Access issues cause concern for quick response in an emergency. Minutes save lives and
otect property.
pr
2. During an emergency homeowners may not be able to give detail directions to their home
in some cases. Example during a heart attack or other medical situation or during a
physical attack on property. to police or fire services. Most homes have a monitored alarm
system to respond automatically to these situations, but the monitoring stations are going to
give addresses not special directions to responders.
3. Mailboxes are out of sight of homeowners property and result concerns of mail and access
to mail service(recent complaint filed and in progress of neighbor complaint of current 60
yr location requiring relocation of our mailboxes on Baldwin road or loss of postal delivery
service). Proposed new location may cause safety issues for Miller Road residents.
4. New Neighbors have school age children which have to navigate the current Miller road
conditions to access school bus route. Parents are concerned about their child's safety.
5. Traffic comes down Miller Rd and has no turnaround access when looking for other homes
as they think it is a link to nearby subdivisions. Currently uses the last 2 home driveways. .
6. Miller Rd homeowners are becoming senior citizens and are depending on more services
such as medical delivery, etc. due to mobility and other health issues.
7. Packacles have been dropped road side on Baldwin Road at the current mailboxes as the
driver did not know where we were located.
Southern Miller Rd view from 3828
property line to Baldwin Rd.
,wy A
47
13
Northern Miller Rd view from 3828 14
southern property line to end point.
Maintenance 15
1. Miller Rd is not currently maintained by the County or VDOT
2. Chesterfield says it is under a variance rule and is to be
maintained by the homeowners or builders.
3. When was the variance ranted? Most current
homeowners were not inYormed or aware of this ruling until
we asked for help to maintain. I have heard this was
common in the 60's and earlier years, but due to access
and safety issues previously noted, in this presentation, it
does not work in today's environment. We can't control
technology or future ways people or businesses will use to
travel or locate homes.
4. The aging population of Miller Rd can't be expected to
continue this maintenance which includes snow removal
and gravel replacement as well as keeping the area clear
of brush and trees, etc.
Potential Solutions 16
1. Minimum:
I . Place and maintain a street sign at the intersection of Miller and Baldwin Roads showing Miller
name and current Baldwin house numbers on this road.
2. Maintain current (Miller) road with gravel and access clearing so post office can determine if
mailboxes can be located on homeowners driveways versus current side access on Baldwin road.
3. Provide assistance with snow/ice removal.
2. Ultimate:
I . Bring Miller road up to current VDOT street specifications using existing 50' R/W that was dedicated
to County of Chesterfield on 9/26/68. This includes a turnaround at the northern end of Miller road.
2. Provide addresses for existing homeowners on Miller road using current house numbers with a 1
prefix. Example 3828 becomes 13828 on Miller road. (This has been verified by googling 13828
Miller Road and it showed Miller road.)
3. Provide full street maintenance on this road as other roads in Chesterfield County.
Credits 17
Cathie and Mike Richardson
Vonda and Kenneth Peagler
Bob Schrum
George Houston
Records from County Clerks office
6. Microsoft Edge used to obtain internet map images
7. Microsoft PowerPoint Software
8. Goo le used as source for all map data as noted in various slides
9. Ches-ferfield County CitizenGIS and GeoSpace data used were
noted.
01100
ffUAWU—U-F--K1 I +q;-;-R-TTb96Va-S
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 9.13.
Subject:
County Administration Update - Henricus Historical Park
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
Mr. Charlie Grant, Executive Director, Henricus Historical Foundation, will
update the Board on Henricus Historical Park and the Foundation in Chesterfield
County.
Preparer: James Q. Worsley Title: Director, Parks and Recreation
Attachments: Yes No
4 4
9/14/2017
9/14/2017
9/14/2017
9/14/2017
9/14/2017
9/14/2017
Park
13.16 0. C ,-U,
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�oll� J— & b,%— lion Am,,
JAMES RrvER
Mtxa
SITE DETAILS MAP
9/14/2017
'ALCHESTERFIELD
��ECONOMIC DEVELOPMENT
MATOACA
Date
10/2/2017
10/3/2017
10/3/2017
Time Location Address Topic
Carver Middle School - 3800 Cougar Trail, Matoaca Mega
7:00pm Auditorium Chester 23831 Site
1:00pm The Heights Baptist Church - 17201 Jefferson Davis Hwy, Matoaca Mega
Youth Auditorium South Chesterfield, 23834 Site
7:00pm Thomas Dale High School - 3626 W. Hundred Road, Matoaca Mega
Main Auditorium Chester 23831 Site
9/27/2017
MatoacaRezoning.com
Announcements
Meeting Schedules
Boundary Maps
Highway Alignment
Frequently Asked Questions
Email:
matoaca.mega.site@gmaiI.com
Phone:
(804) 426-3694
C
0
9/27/2017
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: IIII.A.
Subiect:
Resolution Recognizing "Christmas Mother Day" in Chesterfield County
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of the attached resolution.
Summary of Information:
Mrs. Jeanne Hensel has been elected Christmas Mother for 2017. She will be
present at the meeting to accept the resolution.
Preparer: Kiva Rogers
Attachments: 0 Yes
Title: Director, Department of Social Services
F -I No
RECOGNIZING OCTOBER 10, 2017, AS -CHRISTMAS MOTHER DAY"
WHEREAS, most families in Chesterfield County enjoy peace and
happiness during the Christmas holidays; and
WHEREAS, there are many children and elders who are less
fortunate and do not have the means to enjoy this special time of
year; and
WHEREAS, the Chesterfield -Colonial Heights Christmas Mother
Program has successfully provided food, toys, books and clothing to
many of our citizens in the past; and
WHEREAS, Mrs. Jeanne Hensel has been elected Christmas Mother
for 2017 and requests the support of all the citizens of
Chesterfield County to ensure that those less fortunate may enjoy
this special season of the year.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors, this 27th day of September 2017, publicly
recognizes October 10, 2017, as "Christmas Mother Day" and urges
all residents of Chesterfield County to support this worthy
endeavor.
AND, BE IT FURTHER RESOLVED that the Board of Supervisors
publicly commends the Christmas Mother Program for its successful
efforts in past years and extends best wishes for a successful 2017
season.
AND, BE IT FURTHER RESOLVED that a copy of this resolution be
presented to Mrs. Hensel and that this resolution be permanently
recorded among the papers of this Board of Supervisors of
Chesterfield County, Virginia.
Page I of 1
Meeting Date: September 27, 2017 Item Number: 11.B.
Subject:
Resolution Recognizing the 60th Anniversary of the Richmond Symphony
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of the attached resolution.
Summary of Information:
The Richmond Symphony is celebrating its 60th anniversary during the 2017/18
season. Mr. David Fisk, Executive Director of the Richmond Symphony, will be
present to accept the resolution.
Preparer: Scott Zaremba — Title: Deputy County Administrator
Attachments: 0 Yes F-1 No
RECOGNIZING THE GOTH ANNIVERSARY OF THE RICHMOND SYMPHONY
WHEREAS, the Richmond Symphony was formed in 1957 and is
celebrating its 60th anniversary during the 2017/18 season; and
WHEREAS, in its inaugural season, the Symphony gave only three
concerts in Richmond, yet now presents performances and education
programs every week, all across the Metro Region, with a strong
presence in the County of Chesterfield, including each year at
Pocahontas State Park; and
WHEREAS, the Symphony has provided a valuable service to
county residents and families over the past 60 years, and the Board
of Supervisors appreciates the deep partnership in place between
the Symphony and Chesterfield County Public Schools, to provide
music education to all county students; and
WHEREAS, the Symphony is recognized nationally in its field as
innovative and artistically excellent, winning grants and awards
for its performances, education and community engagement programs,
and is making every effort to take its music to diverse audiences
of all ages; and
WHEREAS, the county has been pleased to support the Symphony
financially over the last 60 years, believing in the importance of
arts and cultural experiences to the quality of life for the
residents of Chesterfield County; and
WHEREAS, the county is highly supportive of the Symphony's
`Big Tent' initiative, and the opportunity it presents to work with
the Department of Parks and Recreation to present free concerts in
county parks and public spaces for the enjoyment of Chesterfield's
citizens, young and old; and
WHEREAS, one of the first concerts in the Symphony's 60th
Anniversary Season is being given in Chesterfield County, on
October 7th, at Westchester Commons in partnership with the
Magnificent Midlothian Food Festival.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors, this 27th day of September 2017,
congratulates the Richmond Symphony on the occasion of its 60th
anniversary and is pleased to be a stakeholder in the organization,
as a cultural asset of Chesterfield County, as well as of the City
of Richmond, and of the wider region and communities it seeks to
serve.
AND, BE IT FURTHER RESOLVED that a copy of this resolution be
presented to Mr. David Fisk, Executive Director of the Richmond
Symphony, and that this resolution be permanently recorded among
the papers of this Board of Supervisors of Chesterfield County,
Virginia.
3(.(04.=% 5
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 11.C. I
Subject:
Resolution Recognizing Ms. Melinda G. Stringfield, Information Systems
Technology Department, Upon Her Retirement
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of the attached resolution.
Summary of Information:
Staff requests the Board adopt the attached resolution recognizing Ms.
Melinda G. Stringfield for 30 years of dedicated service to the Chesterfield
County Information Systems Technology Department.
Preparer: Barry Condrey
Attachments: 0 Yes
Title: Chief Information Officer, IST
F-1 No
RECOGNIZING MS. MELINDA G. STRINGFIELD UPON HER RETIREMENT
WHEREAS, Ms. Melinda G. Stringfield will retire from the Chesterfield
County Information Systems Technology Department on September 1, 2017, after
providing 30 years of quality service to the citizens of Chesterfield County;
and
WHEREAS, Ms. Stringfield began her career in the Information Systems
Technology Department in August 1987 as a Data Control Technician; and
WHEREAS, Ms. Stringfield held positions as Production Control
Technician, Senior Automation Technician, Primary Helpdesk Technician, and IT
Specialist I, all while working for the Information Systems Technology
Department; and
WHEREAS, Ms. Stringfield has been mentioned numerous times by customers
in response to Information Systems Technology Department customer service
surveys noting her courteous, calm, and respectful manner while helping them
with their problems; and
WHEREAS, Ms. Stringfield received many notes, commendations, and
recognitions from customers over the years expressing their gratitude for her
support and assistance; and
WHEREAS, Ms. Stringfield received personal notes of appreciation from
county administrators Lane Ramsey and Jay Stegmaier noting her impressive
customer service and commitment to a high level of service to county
departments; and
WHEREAS, Ms. Stringfield completed training classes in the areas of
mainframe operations, personal computers, Windows operating systems,
GroupWise, UNIX Systems, Oracle database management, Internet Explorer, time
management, information security, effective communications, and criminal
justice information services; and
WHEREAS, Ms. Stringfield graduated from Chesterfield University, School
of Quality and Continuous Improvement, in 2003, serving as a role model for
her area; and
WHEREAS, Ms. Stringfield received an award for Outstanding Efficiency in
2008 for demonstrating excellent customer service while answering an average
of 96 helpdesk calls per day for a period of several weeks; and
WHEREAS, Ms. Stringfield participated on many teams over the years
including the year 2000 readiness team, the Real Estate Tax Service Mortgage
Company Process Action Team, and multiple InFocus Project teams; and
WHEREAS, Ms. Stringfield missed many department functions, retirement
celebrations and parties because of her position on the helpdesk, always
wanting to make sure customers reached someone when they had a problem to
report; and
WHEREAS, Ms. Stringf ield has been the "voice of IST" for many years,
providing for the customers' needs without regard for their technical ability
or product knowledge, always doing so in a pleasant, respectful manner.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of
Supervisors, this 27th day of September 2017, publicly recognizes Ms. Melinda
G. Stringf ield, and extends on behalf of its members and the citizens of
Chesterfield County, appreciation for her service to the county,
congratulations upon her retirement, and best wishes for a long and happy
retirement.
AND, BE IT FURTHER RESOLVED that a copy of this resolution be presented
to Ms. Stringfield and that this resolution be permanently recorded among the
papers of this Board of Supervisors of Chesterfield County, Virginia.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 11-D.
Subject:
Resolution Recognizing Assistant Fire Chief Robert E. Lukhard, Fire and
Emergency Medical Services Department, Upon His Retirement
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of attached resolution.
Summary of Information:
Assistant Fire Chief Robert E. Lukhard retired from the Fire and Emergency
Medical Services Department on August 1, 2017, after providing nearly 33
years of service to the citizens of Chesterfield County.
Preparer: Edward L. Senter Jr. Title
Attachments: 0 Yes No
Fire Chief
RECOGNIZING ASSISTANT FIRE CHIEF ROBERT E. "BOBBY" LUKHARD
UPON HIS RETIREMENT
WHEREAS, Assistant Fire Chief Bobby Lukhard retired from the
Chesterfield Fire and Emergency Medical Services Department, Chesterfield
County, on August 1, 2017; and
WHEREAS, Chief Lukhard attended Recruit School #15 in 1984, and has
faithfully served the county for nearly 33 years in various assignments; as a
firefighter at the Bon Air, Clover Hill, Bensley, Buford, and Ettrick Fire
and EMS Stations; and
WHEREAS, Chief Lukhard was promoted to Sergeant in 1992, serving at the
Bensley Fire and EMS Station; and reclassified to Lieutenant in 1992 serving
in the Fire Marshal's Office as an Assistant Fire Marshal from 1994 to 1998;
and promoted to Captain in 1998, serving at the Swift Creek Fire and EMS
Station; and serving as an Acting Battalion Chief on "B" shift in 2000; and
serving as the "B" Shift Administrative Officer in 2001; and
WHEREAS, Chief Lukhard was promoted to Battalion Chief in 2001, serving
on both "A" and "C" Shifts, as well as assigned to the EMS Division; and
WHEREAS, Chief Lukhard was later assigned as the "A" Shift Commander,
and he was promoted to Assistant Fire Chief in January 2013, assigned to "C"
shift; and
WHEREAS, Chief Lukhard has been a member of the Hazardous Materials Team
since 1988; and
WHEREAS, Chief Lukhard was recognized by the Chesterfield County Police
Department with a Commendation Award for his contributions in the resolution
of the high-profile arson case of the First Baptist Church of Centralia while
serving as an Assistant Fire Marshal in 1996; and
WHEREAS, Assistant Chief Lukhard was recognized with EMS Unit Citations
in 1997 and 1999 for providing critical care which saved several citizens,
lives; and
WHEREAS, Assistant Chief Lukhard served from 1995 to 2006 as a Training
Committee member and Board Member of the Virginia Chapter of International
Association of Arson Investigators, serving as President in 2005; and
WHEREAS, Chief Lukhard represented Chesterfield County as the Planning
Section Chief in St. Bernard's Parish, Louisiana following Hurricane Katrina
as part of an Incident Management Team deployed in September 2005; and
WHEREAS, Assistant Chief Lukhard has served on numerous regional
workgroups and committees assisting with the development and implementation
of a Regional Accountability, Regional High -Rise, and Regional Big Box
procedures; and
WHEREAS, Chief Lukhard has been instrumental in the development and
delivery of Officer Development and Chief Officer Development programs, as
well as development and delivery of Officer Promotional Processes for
Lieutenant, Captain, and Battalion Chief; and
WHEREAS, Chief Lukhard led a workgroup to improve the department's Class
B Foam response capabilities, developing specifications and identifying
funding sources for apparatus and equipment purchases; and
WHEREAS, Chief Lukhard has served as a Charter Member and Chair of the
Central Virginia Fire Chiefs Association's Flammable Liquids Workgroup,
successfully obtaining over $300,000 in grant funding for training and
equipment for the Richmond Metro area.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of
Supervisors, this 27th day of September 2017, publicly recognizes the
contributions of Assistant Fire Chief Robert E. "Bobby" Lukhard, expresses
the appreciation of all residents for his service to the county, and extends
their appreciation for his dedicated service and congratulations upon his
retirement.
AND, BE IT FURTHER RESOLVED that a copy of this resolution be presented
to Chief Lukhard, and that this resolution be permanently recorded among the
papers of this Board of Supervisors of Chesterfield County, Virginia.
j 'G 0
CHESTERFIELD COSII
BOARD OF SUPERVISORS
4GENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.A.1.
Subiect:
Nomination/Appointment/Reappointment to the Citizens' Budget Advisory
Committee
County Administrator's Comments:
County Administrator:
Board Action Requested:
Request the Board of Supervisors nominate and appoint one at -large member to
the Citizens' Budget Advisory Committee and to nominate and reappoint two
existing members.
Summary of Information:
On October 8, 2008, the Board of Supervisors created the Citizens' Budget
Advisory Committee to assist in the evaluation and allocation of resources in
accordance with the strategic plan to ensure a high quality of life.
Currently, the committee consists of seven at -large positions. This item
requests the Board of Supervisors to nominate and appoint one new member and
extend the term for two existing members, which will fill six of the seven
slots and position the committee to continue their work on the FY2019
financial plan. Staff is working to fill the final slot and will make a
recommendation for the seventh member at a later time.
Staff recommends Mr. Craig Stariha to serve on the Citizens' Budget Advisory
Committee. Mr. Stariha will serve a two-year term ending on September 30,
2019. In addition, this agenda item requests that the Board nominate and
reappoint Mr. Chris Eudailey and Mr. Eugene Johnson to fill a two-year term
ending on September 30, 2019.
If the members of the Board of Supervisors desire to nominate and appoint
individuals to this committee at this meeting, they will need to unanimously
vote to suspend the Rules of Procedure. Nominees are voted on in the order in
which they are nominated.
Preparer: Matt Harris
Attachments: 1:1 Yes
Title: Director, Budget and Management
0 No # IIXD72
CHESTERFIELD COUNTY
BOARD OF SUPERVISORSPage 1 of 2
iiiaAGENDA
Meeting Date: September 27, 2017 Item Number: 12.A.2.
Subiect:
Nomination and Appointment of Directors to the GRTC Transit System Board of
Directors and Authorization to Elect Directors at the GRTC Annual Meeting
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to nominate and appoint three directors to the GRTC
Board for one-year terms, effective October 10, 2017, and expiring October 9,
2018, and to authorize the County Administrator or his designee to appear at
the GRTC annual meeting to vote for the directors appointed by the Board and
by the Richmond City Council.
Summary of Information:
GRTC is a publicly owned corporation which was formed to provide public
transportation services in the Richmond regional area. Chesterfield County
and the City of Richmond each own 50 percent of the GRTC as its two sole
shareholders. GRTC is governed by a six -member board of directors, three
appointed by the Chesterfield Board of Supervisors and three by the Richmond
City Council.
The terms for the county's current GRTC Directors, (Daniel K. Smith, David
Matthews and Gary Armstrong), will expire on October 9, 2017. Mr. Smith, Mr.
Matthews and Mr. Armstrong have agreed to continue to serve and submitted
applications. A total of six applications were received for appointment to
the GRTC Board. Under the GRTC by-laws, the Board may reappoint the current
Preparer: Louis Q. Lassiter Title: Deputy County Administrator
Attachments: Fl Yes No 110
CHESTERFIELD •
BOARD OF SUPERVISORS Page 2 of 2
4GE11k11:yW
Summary of Information: (Continued)
directors to the next term or may appoint new directors. There are no
eligibility requirements to serve as a director on the GRTC Board. Board
members concur with reappointment of the current directors.
Directors are appointed each year for one-year terms beginning in October.
The Board is requested to consider nominees for appointment to the GRTC
Transit System Board of Directors.
Under the existing Rules of Procedure, appointments to boards and committees
may be nominated and appointed at the same meeting. Nominees are voted on in
the order in which they are nominated.
The GRTC Articles require the county and the City of Richmond, as GRTC's
shareholders, to vote at the annual meeting for the three directors appointed
by the other jurisdiction. The Board should, therefore, also authorize the
County Administrator or his designee to appear at the annual meeting and vote
on behalf of the county for the GRTC Directors.
Recommendation:
Staff recommends the Board:
1) Reappoint Daniel K. Smith, David Matthews and Gary Armstrong to serve
on the GRTC Board of Directors for the one-year term through October
9, 2018.
2) Authorize the County Administrator or his designee to appear at the
annual meeting and vote on behalf of the county for the GRTC
Directors appointed by the Chesterfield County Board of
Supervisors and by the Richmond City Council.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.A.3.
Subiect:
Nominations/Appointments to the Youth Services Citizen Board
Countv Administrator's Comments:
County Administrator:
Board Action Requested:
Nominate/appoint members to serve on the Youth Services Citizen Board.
Summary of Information:
The purpose of the Youth Services Citizen Board is to advise the Board of
Supervisors regarding planning and policies affecting youth development and
to provide a community forum to focus on youth issues.
Dale District. Supervisor Holland recommends that the board nominate and
appoint Mackinley Burgett from L.C. Bird High School for a term of October 1,
2017, through June 30, 2018.
Supervisor Holland also recommends that the board nominate and appoint
Rebecca Askew, an adult for a term of October 1, 2017, through June 30, 2020.
Mr. Burgett and Mrs. Askew meet all the eligibility requirements to fill the
vacancies and have indicated their willingness to serve.
Matoaca District. Supervisor Elswick recommends that the board nominate and
appoint William Meadows from Cosby High School for a term of October 1, 2017,
through June 30, 2018.
Mr. Meadows meets all the eligibility requirements to fill the vacancy and
has indicated his willingness to serve.
Under the existing Rules of Procedure, appointments to boards and committees
may be nominated and appointed at the same meeting. Nominees are voted on in
the order in which they are nominated.
Preparer: Jana Q. Carter — Title: Director, Juvenile Services
Attachments: ❑ Yes No
,all
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
\�RCIIN//
P-�.a7
Meetina Date: , 2017 Item Number: 12.A.4.
Subject:
Nomination/Appointment to the Chesterfield County Airport Advisory Board
County Administrator's Comments:
County Administrator:
Board Action Requested:
Nominate/appoint a member to serve on the Chesterfield County Airport
Advisory Board representing the Midlothian District.
Summary of Information:
The Chesterfield County Airport Advisory Board (AAB) was established by the
Board of Supervisors in 1995 as an advisory body with the responsibility of
providing advice and recommendations to the Board of Supervisors, including
long-term planning, master planning, and airport safety. The AAB may also
perform other duties as directed by the Board of Supervisors. The AAB
consists of one (1) member from each magisterial district, and
representatives from county staff.
Mr. William Shewmake has expressed an interest in serving the remainder of
Mr. Fred Mistr' s term on the AAB for the Midlothian District and has submitted
an application. Mr. Shewmake's term would begin immediately and expire on
January 10, 2018. Mrs. Haley concurs with the appointment of Mr. Shewmake.
Under the existing Rules of Procedure, appointments to boards and committees
may be nominated and appointed at the same meeting. Nominees are voted on
in the order in which they are nominated.
Preparer: Clay Bowles Title: Director of General Services
Attachments: F-1 Yes 0
No I #
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.B.1.a.
Subiect:
Resolution Recognizing Ms. Lynette L. Luke, Emergency Communications Center,
Upon Her Retirement
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of the attached resolution.
Summary of Information:
Ms. Lynette L. Luke retired from the Emergency Communications Center on
September 1, 2017, after 27 years of dedicated service to Chesterfield
County.
Preparer: Richard F Troshak Title: Director, Emergency Communications Center
Attachments: 0 Yes FI No
RECOGNIZING MS. LYNETTE L. LUKE UPON HER RETIREMENT
WHEREAS, Ms. Lynette L. Luke began her public service with the County as
a Dispatcher on April 16, 1990, in the Emergency Communications Center, and
began her career with Chesterfield Fire and Emergency Medical Services in
1994, returning to the Emergency Communications Center in 1998 as a Computer -
Aided Dispatch Administrator, and has faithfully served Chesterfield County
for 27 years until September 1, 2017; and
WHEREAS, Ms. Luke was able to adapt to the ever-changing environment and
growth within Chesterfield County and the Emergency Communications Center,
and participated in the facilitation of upgrades to the enhanced 911 system,
and Computer -Aided Dispatch System throughout her career; and
WHEREAS, Ms. Luke has served in the Dispatcher and Cross -Trained
Dispatcher, Lead, Trainer, Computer -Aided Dispatch Administrator and Senior
Automation Analyst positions during her career; and
WHEREAS, Ms. Luke has impacted training of new hires employed by the
Emergency Communications Center; and
WHEREAS, Ms. Luke served on the Motorola Users Group, and Fire/EMS
Workgroup; and
WHEREAS, Ms. Luke displayed a helpful, courteous, and caring attitude
while working with internal and external customers; and
WHEREAS, Ms. Luke has provided a high level of commitment to her work
performance as a thorough and conscientious employee; and
WHEREAS, Ms. Luke has provided the Emergency Communications Center and
Chesterfield County with many years of loyal and dedicated service; and
WHEREAS, Chesterfield County and the Board of Supervisors sincerely
appreciate Ms. Luke's diligent service.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of
Supervisors recognizes Ms. Lynette L. Luke, and extends on behalf of its
members and the citizens of Chesterfield County, appreciation for her service
to the county, congratulations upon her retirement, and best wishes for a
long and happy retirement.
I j )1Aj Z 416
JL
fipl �vlpj
A a_ AN
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.B.1.b.
Subject:
Resolution Recognizing "Customer Service Week" in Chesterfield County
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of the attached resolution.
Summary of Information:
Staff requests that the Board of Supervisors recognize the first week of
October as "Customer Service Week" in Chesterfield County, in recognition
of the county's commitment to exceptional customer service.
Preparer: Kevin Bruny Title: Chief Learning Office
Attachments: 0 Yes F-1 No #eanc->9
RECOGNIZING THE FIRST WEEK OF OCTOBER
AS "CUSTOMER SERVICE WEEK"
IN CHESTERFIELD COUNTY
WHEREAS, customer service has historically been a
cornerstone in achieving the overall satisfaction of
Chesterfield County's citizens and visitors; and
WHEREAS, Service is one of the county's four core values
that is communicated and trained as a primary motivator for
county employees in executing their daily job; and
WHEREAS, Chesterfield County employees are continuously
seeking ways to deliver exceptional customer experiences through
programs and services which are frequently recognized externally
by local, state and national agencies; and
WHEREAS, each county employee and department will continue
its journey of creating highly- recognized service experiences;
and
WHEREAS, the county wishes to emphasize and acknowledge
employee efforts in delivering exceptional service as part of
October's Celebrating Success month activities.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors recognizes the first week of October as
"Customer Service Week" in Chesterfield County, and extends
appreciation to employees for their demonstrated exemplary
service provided to the county's citizens and visitors.
� %';' It 4" ()
CHESTERFIELD •
BOARD OF SUPERVISORS
4GEM4�-
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.13.1.c.
Subiect:
Adoption of Resolution in Honor of Staff Sergeant Darryl Demetrial Booker
for His Service to Our Nation and Naming an Access Road on the Grounds of
Manchester High School in His Honor
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to adopt the attached resolution
recognizing the service of the late Staff Sergeant Darryl D. Booker, and
approve the naming of an unnamed access road located on the grounds of
Manchester High School, "Darryl D Booker Way."
Summary of Information:
The proposed street is located on the grounds of Manchester High School. It
is currently unnamed.
This road naming is to honor the service of the late Staff Sergeant Darryl
D. Booker, United States Army, who gave his life in defense of his country
on January 20th, 2007, in Operation Iraqi Freedom.
Staff reports that there are no addressed parcels affected by this change.
Preparer: Rich Billingsley
Preparer: Scott B. Smed
Attachments: 0 Yes
Title: License Inspector
Title: Director, Environmental Engineering
No #r, "I C (1) 0,
TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT Road Name Approval
DISTRICT" Matoaca
MEETING DATE: September 27, 2017
ROAD NAME CHANGE: Da rry D. Booker Way
Vicinity Map: Darryl D. Booker T11a M
Produced By CheslarfWdl Courtl C4
RESOLUTION HONORING THE SERVICE AND SACRIFICE OF
STAFF SERGEANT DARRL DEMETRIAL BOOKER,
VIRGINIA ARMY NATIONAL GUARD
WHEREAS, Staff Sergeant Darryl Demetrial Booker spent his
teenage years in Chesterfield County, attending Manchester High
School and graduating in 1987; and
WHEREAS, Staff Sergeant Booker joined the Virginia Army
National Guard in 1986 and served as a flight operations
specialist; and
WHEREAS, Staff Sergeant Booker volunteered for active duty in
1989 and was assigned to Air Traffic Control Section, Fort Rucker
Alabama; and
WHEREAS, after his release from active duty, Staff Sergeant
Booker rejoined the Virginia Army National Guard and was assigned
to the 2nd Battalion 224th Aviation Regiment; and
WHEREAS, during his time with the Army and the Virginia Army
National Guard, Staff Sergeant Booker made numerous deployments to
locations including Korea, Bosnia, Iraq and Kuwait; and
WHEREAS, in 2006 Staff Sergeant Booker was specifically
requested to accompany his command on its deployment to Iraq
because of his experience and expertise; and
WHEREAS, it was during this deployment supporting the chief
of the Reserve Component Division, Multinational Cbrps-Iraq that
Staff Sergeant Booker was one of 12 soldiers killed when the Black
Hawk helicopter they were riding in went down near Baghdad on
January 20, 2007; and
WHEREAS, Staff Sergeant Booker will be fondly remembered as
a loving husband and father and greatly missed by his devoted wife,
daughter, step children and his parents as well as numerous friends
and fellow soldiers in the National Guard; and
WHEREAS, Staff Sergeant Booker gave his life in defense of a
grateful nation; and
WHEREAS, the Chesterfield County Board of Supervisors wishes
to memorialize the life and the sacrifices of Staff Sergeant Darryl
Demetrial Booker.
NOW, THEREFORE, BE IT RESOLVED that the Cheste'rf ield County
Board of Supervisors, on behalf of the citizens of Chesterfield
County, Virginia, does hereby honor the service and sacrifice of
Staff Sergeant Darryl Demetrial Booker, by naming the access road
on the grounds of Manchester High School, "Darryl D Booker Way."
AND, BE IT FURTHER RESOLVED that a copy of this resolution be
presented to the family of Staff Sergeant Booker and that this
resolution be permanently recorded among the papers of this Board
of Supervisors of Chesterfield County, Virginia.
A Akio
Page I of 1
Meeting Date: September 27, 2017 Item Number: 123.1.d.
Subiect:
Adoption of Resolution in Honor of Sergeant Forrest Dane Cauthorn for His
Service to Our Nation and Naming an Access Road on the Grounds of Manchester
High School in His Honor
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to adopt the attached resolution
recognizing the service of the late Sergeant Forrest Dane Cauthorn, and
approve the naming of an unnamed access road located on the grounds of
Manchester High School, "Dane Cauthorn Way."
Summary of Information:
The proposed street is located on the grounds of Manchester High School. It
is currently unnamed.
This road naming is to honor the service of the late Sergeant Forrest Dane
Cauthorn, United States Army, who gave his life in defense of his country on
April 5, 2007, in Operation Iraqi Freedom.
Staff reports that there are no addressed parcels affected by this change.
Preparer: Rich Billingsley
Preparer: Scott Q. Smed
Attachments: 0 Yes
F-1No
Title: License Inspector
Title: Director, Environmental Engineering
TO: Board of Supervisors
FROM: Depa rtm ent of Environmental Engineering
SUBJ ECT Road Nam e A pproval
DISTRICT: Matoaca
MEETING DATE: September 27, 2017
ROAD NAME CHANGE: Dane Cautho,rn Way
Vicinity Map: Dane Cautho,rn Way
PrOdUCell � Chntrrb" CoUnty G3
RESOLUTION HONORING THE SERVICE AND SACRIFICE OF
SERGEANT FORREST DANE CAUTHORN, UNITED STATES ARMY
WHEREAS, Sergeant Forrest Dane Cauthorn spent his teenage
years in Chesterfield County, attending Manchester High School and
participating in the ROTC program for all four years until his
graduation in 2003; and
WHEREAS, Sergeant Cauthorn enlisted in the Army immediately
upon his graduation; he was ultimately assigned to the 2nd
Battalion, 27th Infantry Regiment, 3rd Brigade Combat Team, 25th
Infantry Division and while assigned to this unit, he made
deployments to both Afghanistan and Iraq; and
WHEREAS, on April 5, 2007, Sergeant Cauthorn died from wounds
sustained while engaging the enemy in Hawijah, Iraq, when his unit
was attacked by insurgents using improvised explosive devices and
small arms fire; and
WHEREAS, over the course of his distinguished career,
Sergeant Cauthorn was awarded the Bronze Star and Purple Heart;
and
WHEREAS, known for his easy-going manner and his strong sense
of duty, Sergeant Cauthorn will be fondly remembered and greatly
missed by his family and his fellow soldiers; and
WHEREAS, Sergeant Cauthorn gave his life in defense of a
grateful nation; and
WHEREAS, the Chesterfield County Board of Supervisors wishes
to memorialize the life and the sacrifices of Sergeant Forrest
Dane Cauthorn.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors, on behalf of the citizens of Chesterfield
County, Virginia, does hereby honor the service and sacrifice of
Sergeant Forrest Dane Cauthorn, by naming the access road on the
grounds of Manchester High School, "Dane Cauthorn Way."
AND, BE IT FURTHER RESOLVED that copy of this resolution be
presented to the family of Sergeant Cauthorn and that this
resolution be permanently recorded among the papers,of this Board
of Supervisors of Chesterfield County, Virginia.
C
11'? -,;'.G "" u, "'T
17410
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.113.1.e.
Subiect:
Resolution Recognizing the Pastors Victor and Carmen Torres of New Life
Outreach Church (Clover Hill District)
County Administrator's Comments:
County Administrator:
Board Action Requested:
Mr. Winslow requests that the Board of Supervisors adopt the attached
resolution recognizing Pastors Victor and Carmen Torres on their 50 years
of marriage and ministry to New Life Outreach Church and its congregation.
Summary of Information:
Pastors Victor and Carmen Torres have dedicated 50 years of their lives to
reaching out to young people, particularly those suffering from drug
addiction or in gangs. Even before they established New Life For Youth in
1971, the Torres family was taking young people into their home and giving
them hope and the opportunity to turn around their lives. Now, they are
celebrating 50 years of marriage and ministry. Their, church, New Life
Outreach, has provided a positive impact in the community for many years,
through back -to -school and holiday giveaways, youth events and much more.
Preparer: Chris Ruth - Title: Assistant Director, Dept. of Communications and Media
No
Attachments: Yes "n
F
RECOGNIZING PASTORS VICTOR AND CARMEN TORRES
ON THEIR 50 YEARS OF MARRIAGE AND MINISTRY TO NEW LIFE OUTREACH CHURCH
WHEREAS, Victor and Carmen Torres are the pastors of New Life Outreach
Church, and they have dedicated their lives to reaching out to all people
from all walks of life, religious denominations and backgrounds; and
WHEREAS, the Torres' vision and passion led them to establishing the
New Life for Youth outreach home in 1972; and
WHEREAS, five years later, as their outreach grew, the Torres
purchased a 118 -acre farm, where they built a dormitory to house young men
and women battling drugs and gang affiliation, and who had been living on
the street; and
WHEREAS, even before they established New Life For Youth, the Torres
were taking young people into their home, and giving them hope and the
opportunity to turn around their lives; and
WHEREAS, Victor Torres knows and understands the struggles of these
young people since he was once a gang leader and a heroin addict in New
York City; and
WHEREAS, with his mother's support and prayers, Victor found help at
Teen Challenge and realized that his life had purpose; and
WHEREAS, Victor went on to Bible College, where he met and married
Carmen; and, together they have traveled to more than 30 countries
throughout the world on evangelical missions; and
WHEREAS, Victor and Carmen have shared their message of hope to young
people on inner-city streets, as well as in universities and colleges; and
WHEREAS, the Torres Family and New Life for Youth have been strong
supporters of Chesterfield County's Police Department's efforts to reach
out to area youth, and have worked with the department to build
relationships with youth through athletic activities; and
WHEREAS, the New Life For Youth ministry is now one of America's most
successful ministries, and it has helped tens of thousands of young men
and women during the past 40 years to begin a new life; and
WHEREAS, Victor and Carmen also are the founders and pastors of New
Life Outreach International Church that has 22 churches throughout the
United States and the world, and a congregation of more than 1,000 people
from over 35 nationalities and cultures; and
WHEREAS, Victor Torres was the recipient of the 2007 Multicultural
Unity Theologian Award, and in 2012, received an honorary doctorate degree
from The Latin American Bible Institute; and
WHEREAS, Victor and Carmen Torres are celebrating 50 years of
marriage with their four children, Feliza, Rosalinda, Michelle and Victor
Philip, who are all involved in the work of the ministry; they also have
10 grandchildren and one great-grandchild; and
WHEREAS, Victor and Carmen have dedicated 50 years of their lives to
reaching out to people in need and touching the lives of those who are
downtrodden; and, along with their family, they have made many sacrifices
to help those in their community, including fighting Opioid addiction
before it became a national epidemic.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of
Supervisors, on behalf of the citizens of Chesterfield County, recognizes
and congratulates Victor and Carmen Torres on their 50 years of marriage
and ministry to young people and the community, and wishes them continued
success and joy in all their endeavors.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 12.13.1.f.
Subiect:
Resolution Approving Issuance of $28,000,000 in Revenue Bonds by the Colonial
Heights Economic Development Authority for the Acquisition and Renovation of
Multifamily Residential Rental Project at The Glen at Colonial
Heights/Colonial Ridge Apartments; and Approval of Agreement and Memorandum
of Understanding
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to adopt the attached resolution and approve the
attached Agreement and Memorandum of Understanding.
Summary of Information:
On July 24, 2017, the Colonial Heights Economic Development Authority
("Colonial Heights EDA") agreed to issue $28,000,000 in revenue bonds to
Colonial Ridge Preservation Limited Partnership ("Developer") to assist the
Developer in financing the acquisition, renovation, and equipping of a 292
unit multifamily residential rental housing project in South Chesterfield
formerly known as Bermuda Run Apartments and now known as The Glen at Colonial
Heights/ Colonial Ridge Apartments (the "Project"). The Project qualifies
for lower interest, tax-exempt revenue bond financing under applicable state
and federal law because it will provide affordable housing. Because the
Project is located within Chesterfield County, federal law requires that the
Chesterfield Board of Supervisors approve the Project before the Colonial
Heights EDA can issue the revenue bonds.
Preparer: Jeffrey Mincks Title: County Attorney
Preparer: Allan Carmody Title: Finance Director
Attachments: Yes No
F-1
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
The Developer plans to go ahead with the Project with or without the tax-
exempt revenue bonds, but alternative financing will result in less money to
put toward physical improvements of the site. In exchange for Chesterfield's
approval of the Project -- and the increased financing that will result --
the Developer has agreed to make certain capital improvements as part of the
Project and to abide by certain operational and maintenance standards for
the next 30 years. This agreement is reflected in the attached Agreement
and Memorandum of Understanding between the County and the Developer. The
Agreement requires the Developer to, among other things, construct a pool
and new clubhouse, install covered picnic pavilions, install interior
improvements and appliances, install various safety and security features,
and work with the YMCA and other organizations to provide educational and
recreational programs for residents. The County's approval of the revenue
bonds is contingent on the Developer's acceptance of the Agreement.
The Internal Revenue Code requires the Board of Supervisors to approve the
Colonial Heights EDA's issuance of the revenue bonds. Approval of the
issuance is not an endorsement by the County of the Project or a
representation by the County regarding the viability of the Developer. The
County will have no liability for or obligation with respect to the bonds.
111EMW
[Proposed Form of Board of Supervisors Resolution]
RESOLUTION APPROVING THE ISSUANCE BY THE
ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF COLONIAL
HEIGHTS, VIRGINIA OF ITS MULTIFAMILY HOUSING REVENUE BONDS FOR
THE ACQUISITION, RENOVATION AND EQUIPPING OF THE APPROXIMATELY
292 UNIT THE GLEN AT COLONIAL HEIGHTS/COLONIAL RIDGE APARTMENTS
HOUSING FACILITY LOCATED IN THE COUNTY OF CHESTERFIELD, VIRGINIA
WHEREAS, the Economic Development Authority of the City of Colonial Heights,
Virginia (the "Authority") is authorized to advertise and hold public hearings relative to the
issuance of private activity bonds; and
WHEREAS, the Authority has considered the application of Colonial Ridge Preservation
Limited Partnership, a Virginia limited partnership (the "Borrower"), requesting that the Authority
issue up to $28,000,000 of its revenue bonds (the "Bonds") to assist the Borrower in financing the
acquisition, renovation and equipping of an approximately 292 unit multifamily residential rental
housing project known as The Glen at Colonial Heights/Colonial Ridge Apartments (the "Project")
and has held a public hearing in connection therewith on July 24, 2017; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code"), provides that the applicable elected representatives of the governmental unit having
jurisdiction over the area in which any facility financed with the proceeds of private activity bonds
is located must approve the issuance of such bonds; and
WHEREAS, the Project is located in Chesterfield County, Virginia (the "County"); and
WHEREAS, the members of the Board of Supervisors of the County (the `Board")
constitute the applicable elected representatives of the County; and
WHEREAS, the County has created an industrial development authority and Section 15.2-
4905 of the Code of Virginia of 1950, as amended (the "Virginia Code"), provides that if a locality
has created an industrial development authority no other such authority, not created by such
locality, shall finance facilities, except pollution control facilities, within the boundaries of such
locality, unless the governing body of such locality in which the facilities are located, concurs with
the inducement resolution adopted by the authority, and shows such concurrence in a duly adopted
resolution; and
WHEREAS, the Authority has adopted an inducement resolution with respect to the Bonds
on July 24, 2017 and has recommended that the Board approve the issuance of the Bonds; and
WHEREAS, a copy of the Authority's inducement resolution for the Bonds, a certificate
of the public hearing (including a summary of statements expressed at the hearing) and a fiscal
impact statement have been filed with the Board; and
WHEREAS, the County and the Borrower have negotiated the attached Agreement and
Memorandum of Understanding that creates certain operational and maintenance standards for the
Proj ect.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF
CHESTERFIELD COUNTY, VIRGINIA:
1. Subject to the satisfaction of the conditions contained in the September 27, 2017
motion to approve the terms of this resolution, the Board approves the issuance of the Bonds by
the Authority for the benefit of the Borrower, as required by Section 147(f) of the Code, and
concurs in the Authority's inducement resolution, as required by Section 15.2-4905 of the Virginia
Code, to permit the Authority to assist in the financing of the Project.
2. The Board's approval of this resolution is expressly contingent upon immediate
execution of the Agreement and Memorandum of Understanding between the County and the
Borrower and satisfaction of the conditions contained in the September 27, 2017 motion to approve
the terms of this resolution.
3. The Bonds shall provide that neither the County nor the City of Colonial Heights,
Virginia (the "City") nor the Authority shall be obligated to pay the Bonds or the interest thereon
or other costs incident thereto except from the revenues and monies pledged thereto and that
neither the faith and credit nor the taxing power of the County or the City is pledged to the payment
of the principal of the Bonds or the interest thereon or other costs incident thereto. The Authority
has no taxing power.
4. The approval of the issuance of the Bonds does not constitute an endorsement to a
prospective purchaser of the Bonds of the creditworthiness of the Project or the Borrower.
5. In adopting this resolution, the County, including its elected supervisors,
representatives, officers, employees and agents, shall not be liable for, and hereby disclaim all
liability for, any damages to any person, direct or consequential, resulting from the Authority's
failure to issue the Bonds for any reason.
6. This resolution shall take effect immediately upon its adoption.
The undersigned Clerk of the Board of Supervisors of Chesterfield County, Virginia,
certifies that the foregoing Resolution was adopted by the Board of Supervisors on September 27,
2017.
WITNESS my signature and the seal of the Board of Supervisors of Chesterfield County,
Virginia, this day of September, 2017.
2
Clerk,
Board of Supervisors of
Chesterfield County, Virginia
[SEAL]
91639552_2
Recording Requested By
and When Recorded Mail to:
FIDELITY NATIONAL TITLE
INSURANCE COMPANY
600 University Street, Suite 2424
Seattle, Washington 98101
Attn: Kim Belcher
Re: Order No. 6207299
GPN: 800-641-3129, 800-641-4501,
799-640-7970
SPACE ABOVE THIS LINE FOR RECORDERS
AGREEMENT AND MEMO
This Agreement and Memorandun
effective as of September 28, 2017 by an`c
and Colonial Ridge Preservation Limited P
WHEREAS, the Owner is the oti
known as Colonial Ridge Apartments,
Contract (Section 8 Number VA36-00,
Heights, subject to an Extended Use A
all located at GPIN 800-6z
County, Virginia (the "Property"), and
OF UNDERSTAN
nding,("MOU") is made and entered into
esterfield County, Virginia (the "County")
)wner") (collectively, the "Parties").
Ener of certain real property with 192 apartment units
subject to a Section 8 Housing Assistance Payments
5-002), and 100 units known as the Glen at Colonial
;reement between and dated
1-3129, 800-641-4501, and 799-640-7970 in Chesterfield
WHEREAS, the Owner is acquiring and rehabilitating the Property and will be making
substantial physical improvements including the addition of a new community building to
enhance the lives of the residents of the Property and renovations to the apartment units and
other buildings (all such improvements and renovations are referred to as the "Project"); and
WHEREAS, the Owner has agreed to provide certain educational, skill building, health,
counseling, and wellness programs and activities to the residents of the Property, for which the
County has agreed to provide guidance; and
WHEREAS, to ensure the livability and continued maintenance of this Property, the
Parties hereby entered into this MOU; and
WHEREAS, the agreements in this MOU are fully supported by valuable consideration,
including the payment of $10.00 from the County to the Owner, performance of the mutual
covenants contained within this MOU, the County's willingness to endorse the Project subject
to this MOU, and other valuable consideration exchanged between the Parties. Such additional
consideration includes, but it is in no fashion limited to, the Chesterfield County Board of
Supervisors' September 27, 2017 resolution approving of the issuance of revenue bonds by the
City of Colonial Heights Economic Development Authority associated with the Project, a copy of
which is attached to this MOU as Exhibit A, and the County's endorsements of the Project in its
September 28, 2017 letters to the Virginia Department of Housing and Community
Development and the Virginia Housing Development Authority, copies of which are attached to
this MOU as Exhibit B. The receipt of such consideration is hereby acknowledged by the Parties
through their signatures below.
The foregoing recitals are incorporated in, and are
part of, this MOU.
2. Term. This MOU shall have a term of 30 years and shall be binding on
subsequent owners of the Property (and any portion of the Property).
3. Condition of Property. The Owner shall maintain the Property in a decent, safe
and sanitary manner in accordance with the standards of the United States Department of
Housing and Urban Development ("HUD"). Owner shall ensure that all applicable items
identified in the inspection standards attached to this MOU as Exhibit C are kept at all times in
good and safe condition and not in a deficient condition. On-site improvements shall be
properly maintained and repaired in accordance with the standards set out above, and shall
include, but in no way be limited to, paving and sidewalks, play areas, doors and windows,
2
X530
roofing, landscaping, lighting, signage, fences, gutters and downspouts, trash enclosures, and
facade materials and finishes. Facades shall be free of mold and graffiti, and materials which
are damaged or otherwise out of repair shall be promptly repaired or replaced. The Owner
shall provide to the County through the County Administrator or his designee a copy of any
physical inspection report undertaken by HUD. Further, the Owner agrees to cure any
deficiency in any improvement identified in the report or identified by any other source, within
ten (10) business days of receiving notice of the deficiency, or, if such deficiency cannot be
reasonably cured in such ten (10) day period, such longer period as may be necessary to cure such
deficiency provided that Owner is diligently pursuing cure of such deficiency. The Owner shall also
allow County officials and employees to inspect the Property and request improvements as
provided in Paragraph 12 of this MOU.
4. Minimum Investment for Building Exterior and Interior Improvements. As part
of the Project, the Owner agrees to complete, at a minimum, the following improvements to
the building exterior and unit interiors:
a. Replace all roofs and install new roofs;_
b. At the units known as the Glen at Colonial Heights, the Owner shall:
i. Install new entry door, frame, and hardware; install new hardwired,
unt'smoke/carbon monoxide detectors in hallway and
install new furnace, condenser, thermostat, and hot water
stall new windows;
as Colonial Ridge Apartments, the Owner shall:
entry door, frame, and hardware; install new hardwired,
unt smoke/carbon monoxide detectors in hallway and
install new LED light fixtures; install new plumbing fixtures
and angle stops; install new bathroom accessories; install new GFCI
outlets in kitchen and bathroom; install new furnace, condenser,
thermostat, and hot water tank, and install new windows;
d. At all handicap accessible units throughout the Property, the Owner shall:
install new entry door, frame, and hardware, install new hardwired, surface -
3
mount smoke/carbon monoxide detectors in hallway and bedrooms; provide
new Energy -Star Rate kitchen appliance; install new plumbing fixtures and
angle stops; install new GFCI outlets in kitchen and bathroom; install new
furnace, condenser, thermostat, and hot water tank; and install new
windows.
All such improvements shall be completed within 24 months of the date of this MOU.
5. Minimum Investment for Site Improvements. As part of the Project, the Owner
agrees to obtain site plan approval for new site improvements identified by the County to
include but not limited to:
a. Faux -iron fencing with pointed pickets at least six feet in height around the
front of the Property;
b. New fencing or deterrent planting necessary to enclose the entire Property,
as deemed necessary for site plan review and approval;
c. Locked and gated entrances at all vehicular entrances to the Property;
d. New clubhouse and pool on south side of entrance drive;
e. Three new covered picnic pavilions throughout the property.
f. Additional connecting sidewalks;
services building (currently used for
laundry and by the YMCA);
h. Expanded laundry room;
i. New accessible parking spaces;
j. Additional playground equipment;
k. New playground area landscaping to include trees areas around the
playground areas and a combination of low -growing shrubs, ornamental
shrubs, and trees at buildings;
I. Upgraded LED light fixtures at building entries; and
m. One basketball court to be resurfaced and restriped; one basketball court to
be restriped
All such improvements shall be completed within 24 months of the date of this MOU.
4
6. Mitigation of Displacement of Residents. The Owner agrees to take all
reasonable steps to mitigate the displacement of current residents during and subsequent to
completion of the Project in accordance with the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970, as amended (49 USC 4601 et seq.). In the event
tenants are required to relocate temporarily because of rehabilitations activities, such
relocation shall not exceed twelve (12) months and all reasonable efforts shall be made to limit
the relocation to five (5) days. No tenant will be forced to relocate more than once. During the
relocation period, Owner shall reimburse tenants for all reasonable out-of-pocket expenses
incurred in connection with the relocation, including but not limited to (1) the actual cost
incurred in moving to and from the project site; and (2) any increased housing and utility costs
at the temporary housing location. Owner shall also provide notice and advisory services in the
event temporary relocation is required, including but not limited to (1) advance written notice
of the date and approximate duration of the temporary relocation; (2) the address of the
suitable, decent, safe, and sanitary dwelling to be made available for the temporary period; and
terms and conditions under which the tenant may lease and occupy,a decent, safe, and sanitary
dwelling in the building upon completion of the rehabilitation.
7. Meetings. The Parties, or Owner's Property Management designee, including at
least one representative from the County Police Department, will meet at least quarterly, and
additionally whenever requested by the County, to discuss the physical and social conditions of
the Property.
8. Educational and Skill -Building Programs. The Owner agrees to provide residents
educational programs through third party providers such as the Chester YMCA. Each of such
programs shall be provided on- or off-site, shall be free of charge, or for a nominal amount, and
shall be provided at times that are reasonably convenient for residents. Such programs may
include, without limitation, tutoring (to include language tutoring), computer training, financial
literacy, resume building, job interviewing, parenting, mentoring, or other programs based on
the needs of residents. Upon request of the County, the Owner also agrees to provide
residents information concerning drug and alcohol abuse treatment options available within
the County. Owner further agrees to reserve space on-site for a minimum of two hours per
5
month for approved third parties to provide additional education and skill -building programs to
residents.
9. Health and Wellness Activities. The Owner agrees 1noffer residents health and
wellness programs through third party providers such as the Chester YMCA throughout the year
free of charge, nrfor a nominal amount. Such programs may be offered un' or off-site and may
include, without limitation, recreation, exercise, health inforrnabon/avvoreness,and nutrition
10. Cooperation with Local Law Enforcement. The Owner, through coordination
with its Property Management, shall work in concert with local law enforcement agencies and
actively participate in any programs recommended by such agencies to reduce and prevent
crime and to ensure the safety and well-being of all residents at the Property. Such work shall
include, without limitation, establishment of a Neighborhood Watch program for the Property.
11. Security Improvements. The Owner shall ensure that the following
improvements are completed as part of the Project. The Owner shall obtain the approval of a
representative from the County Police Department as to the adequacy of each such
a. The Owner shall ensure that County law enforcement ' fire, and rescue
services have 24-hour key access through all vehicular gated entrances,
through use of a key pad, lock box, or similar means;
b. The Owner shall provide closed-circuit video recording at the entrance to the
Property and the main community clubhouse and YMCA community room,
and ensure that on-site property management staff are capable of retrieving
video footage when requested by law enforcement;
c. All buildings, stairwells and walking pathways shall have lighting adequate for
visibility;
d. The Owner shall at all times enforce the most current version of the house
rules attached tothis K8OU as Exhibit D;
e. Playgrounds shall have signage to denote that use is permitted only from
dawn todusk;
N.
[ Pool rules shall be posted at the pool and enforced byproperty
management;
g. Pending site approval, the Owner shall limit non-resident parking toa
designated area outside the entrance gates and limit parking spaces insuch
areas tonomore than ten /10\vehicles; and
h. The Owner shall not allow non -operational vehicles toremain onthe
Property for any length of time without written authorization from Property
12. Inspection by County Employees. The Owner agrees to allow County employees
to access the Property, including the interior of housing units, on a quarterly basis, to ensure
compliance with this MOU and with federal, state, and local laws and regulations. Such
inspections shall include up to five (5) percent of the units. The Owner agrees to cooperate
with the County to obtain the permission of individual residents necessary to fulfill this
requirement. The Owner further agrees to cure any deficiency identified by County employees
within ten (10) business days of receiving notice of the deficiency, or, if such deficiency cannot be
reasonably cured in such ten (10) day period, such longer period as may be necessary to cure such
deficiency provided that Owner is diligently pursuing cure of such deficiency.
13. Audit and Accessto Records. The Owner agrees that the County may conduct on
an annual basis an audit of the conditions at the Property to ensure compliance with the terms
of the MOU and any federal, state, or local laws or regulations. Within three (3) business days
of receiving a request by the County, the Owner shall provide access to the Owner's annual
work order report, which shall include, at a minimum, a list of all resident work requests and
corresponding work performed by the Owner.
14. On-site Property Manager. The Owner shall ensure that at least one full-time
property management employee is on site during regular business hours at the Property, and
serves as a primary point of contact for the County, and emergency management support is
available twenty-four hours oday, seven days per week.
15. . The Owner shall conduct asemi-annual survey
of resident satisfaction with the living conditions at the Property in a form approved by the
7
County. The survey shall encourage residents to offer written or online comments and shall
address, without limitation, the following topics: overall satisfaction; condition and upkeep of
the Property; and communication with Property staff; safety; responsiveness of the Owner's
representatives to resident complaints, concerns, and work requests; and satisfaction with the
educational, skill -building, and health and wellness activities and other programs provided by
the Owner to residents in accordance with this MOU. The results of such survey shall be
delivered to the County within five (5) business days of its completion.
16. Background Checks. The Owner shall conduct all required background checks on
prospective tenants in accordance with fair housing, state, and local laws and abide by all legal
restrictions concerning prospective residents' criminal backgrounds.
17. Subsequent Owners. The County's; Board of Supervisors must approve any
change or modification in the ownership of the Property for the next fifteen (15)_ years.
18. Consequences of Breach. + In the event of a breach by the Owner of any of the
terms of this MOU, and upon Owner's receipt of written notice of the breach from the County,
the Owner shall have ten (10) business days to cure the breach to the reasonable satisfaction of
the County or, if such breach cannot be reasonably cured in such ten (10) day period, such
longer period as may be necessary to cure such breach provided that Owner is diligently
pursuing cure of such breach. If the breach is not so cured beyond any cure periods, County
may take any action at law or in equity, including seeking specific performance, to cause a cure
of such breach. If the County is successful in such action against Owner, Owner agrees to pay
all costs and reasonable attorney's fees expended by the County in pursuing such action. In
addition, after permanent loan conversion, the Owner shall establish a separate property
replacement fund with a minimum amount of $100,000 (the "Replacement Fund") to ensure
that Owner has adequate reserves to cure any such breaches under this Agreement. During the
first quarter of each calendar year, Owner shall provide the County with evidence reasonably
acceptable to the County from an auditor that verifies that Owner maintained a minimum
balance of $100,000 at all times during the prior calendar year. If at any point Owner fails to
maintain the Replacement Fund as required herein, Owner shall provide to the County in the
County's name a letter of credit at a federally insured depository institution of no less than
H.,
`' ;'N x;
, ; � L, G, 2
$100,000 to be held for the purpose of ensuring that funds are available to cure a breach by the
Owner. The letter of credit shall be in a form approved by the County Attorney and shall be
substantially similar to the document attached as Exhibit E.
19. Amendments. This MOU may be amended only by the written agreement of the
parties.
20. Recordation of MOU. The Owner shall record this MOU in the land records of
the Circuit Court of the County of Chesterfield in such a way as to place subsequent purchasers
of any portion of the Property on notice of its terms.
As evidenced by the signature below of their authorized representative, the Owner and
the County hereby agree to the terms of this Memorandum of Understanding.
[SIGNATURE PAG
IN WITNESS WHEREOF, the Parties below have executed this Agreement as of the Effective
Date.
COUNTY:
CHESTERFIELD COUNTY
By:
Title:
its authorized representative
OWNER:
C�ilsi � � e��»���311e�r[il►��l
PARTNERSHIP, a Virginia limited part
nia limited liability
10 1a,
EXHIBIT A
[Proposed Form of Board of Supervisors Resolution]
RESOLUTION APPROVING THE ISSUANCE BY THE
ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF COLONIAL
HEIGHTS, VIRGINIA OF ITS MULTIFAMILY HOUSING REVENUE BONDS FOR
THE ACQUISITION, RENOVATION AND EQUIPPING OF THE APPROXIMATELY
292 UNIT THE GLEN AT COLONIAL HEIGHTS/COLONIAL RIDGE APARTMENTS
HOUSING FACILITY LOCATED IN THE COUNTY OF CHESTERFIELD, VIRGINIA
WHEREAS, the Economic Development Authority of the City of Colonial Heights,
Virginia (the "Authority") is authorized to advertise and hold public hearings relative to the
issuance of private activity bonds; and
WHEREAS, the Authority has considered the application of Colonial Ridge Preservation
Limited Partnership, a Virginia limited partnership (the `Borrower"), requesting that the
Authority issue up to $28,000,000 of its revenue bonds (the "Bonds") to assist the Borrower in
financing the acquisition, renovation and equipping of an approximately 292 unit multifamily
residential rental housing project known as The Glen at Colonial Heights/Colonial Ridge
Apartments (the "Project") and has held a public hearing in connection therewith on July 24,
2017; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code"), provides that the applicable elected representatives of the governmental unit having
jurisdiction over the area in which any facility financed with the proceeds of private activity
bonds is located must approve the issuance of such bonds; and
WHEREAS, the Project is located in Chesterfield County, Virginia (the "County"); and
WHEREAS, the members of the Board of Supervisors of the County (the "Board")
constitute the applicable elected representatives of the County; and
WHEREAS, The County has created an industrial development authority and Section
15.2-4905 of the Code of Virginia of 1950, as amended (the "Virginia Code"), provides that if a
locality has created an industrial development authority no other such authority, not created by
such locality, shall finance facilities, except pollution control facilities, within the boundaries of
such locality, unless the governing body of such locality in which the facilities are located,
concurs with the inducement resolution adopted by the authority, and shows such concurrence in
a duly adopted resolution; and
WHEREAS, the Authority has adopted an inducement resolution with respect to the
Bonds on July 24, 2017 and has recommended that the Board approve the issuance of the Bonds;
and
WHEREAS, a copy of the Authority's inducement resolution for the Bonds, a certificate
of the public hearing (including a summary of statements expressed at the hearing) and a fiscal
impact statement have been filed with the Board; and
WHEREAS, the County and the Borrower have agreed to the attached Agreement and
Memorandum of Understanding that creates certain operational and maintenance standards for
the Project.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF
CHESTERFIELD COUNTY, VIRGINIA:
1. The Board approves the issuance of the Bonds by the Authority for the benefit of
the Borrower, as required by Section 147(f) of the Code, and concurs in the Authority's
inducement resolution, as required by Section 15.2-4905 of the Virginia Code, to permit the
Authority to assist in the financing of the Project.
2. The approval of the issuance of the Bonds does not constitute an endorsement to a
prospective purchaser of the Bonds of the creditworthiness of the Project or the Borrower.
3. The Bonds shall provide that neither the County nor the City of Colonial Heights,
Virginia (the "City") nor the Authority shall be obligated to pay the Bonds or the interest thereon
or other costs incident thereto except from the revenues and monies pledged thereto and that
neither the faith and credit nor the taxing power of the County or the City is pledged to the
payment of the principal of the Bonds or the interest thereon or other costs incident thereto. The
Authority has no taxing power.
4. The Board approves the Agreement and Memorandum of Understanding between
the County and the Borrower.
5. In adopting this resolution, the County, including its elected supervisors,
representatives, officers, employees and agents, shall not be liable for, and hereby disclaim all
liability for, any damages to any person, direct or consequential, resulting from the Authority's
failure to issue the Bonds for any reason.
6. This resolution shall take effect immediately upon its adoption.
The undersigned Clerk of the Board of Supervisors of Chesterfield County, Virginia,
certifies that the foregoing Resolution was adopted by the Board of Supervisors on September
27, 2017.
WITNESS my signature and the seal of the Board of Supervisors of Chesterfield County,
Virginia, this day of September, 2017.
Clerk,
Board of Supervisors of
Chesterfield County, Virginia
[SEAL]
EXHIBIT B
[LETTERHEAD OF COUNTY ADMINISTRATOR]
September 28, 2017
Virginia Department of Housing and Community Development
600 East Main Street, Suite 300
Richmond, VA 23219
Attention: Kyle Flanders
RE: Formal Letter of Support for Colonial Ridge Apartments Project
Dear Mr. Flanders:
I am writing in regard to the planned financing, acquisition and rehabilitation of a
multifamily residential rental housing facility located in the County of Chesterfield (the
"Project"). The Project will consist of approximately 292 rental units, comprise
approximately 249,120 net rentable square feet, and will be located at 2609 Mangowood
Road and 2717 Martingale Road. On July 24, 2017, the Board of Directors of the
Economic Development Authority of the City of Colonial Heights, Virginia approved an
inducement resolution to issue its revenue bonds in the amount of up to $28,000,000 to
assist Colonial Ridge Preservation Limited Partnership in financing certain costs of the
acquisition, renovation, rehabilitation, and equipping of the Project.
The construction of the Project should provide clean, safe and appropriate
accommodations for Chesterfield's low and moderate income population when operated
in accordance with the attached Memorandum of Understanding ("MOU") agreed to by
the County and Colonial Ridge Preservation Limited Partnership. The successful
completion of the Project, subject to the terms of the MOU, will help Chesterfield fulfill
its housing needs and priorities as stated in the County's Consolidated Plan.
Accordingly, Chesterfield endorses the allocation of private activity bonds requested by
Colonial Ridge Preservation Limited Partnership for the Project and expressly states that
execution of the MOU and the operation of the Project in strict accordance with the MOU
are essential elements of the County's endorsement of the Project.
If you need any additional information, please feel free to contact Ms. Karen Epps
of the EDA at (804) 898-3002.
Sincerely,
Dr. Joseph P. Casey
County Administrator
91837095.2
i 1 i, G 371
EXHIBIT C
Uniform Physical Condition Standards - Comprehensive Listing
Inspectable Area: Site
Property ID / Name:
Page: of
Inspection Date:
- In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must
refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at
"http://www.hud.gov/offices/reac/pdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
- Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"http://www.hud.gov/offices/reac/pdf/pass_bulletin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which calls for
immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
1e�e1,
Observil!JW0eflcienc
Fencing and Gates
Damaged/Falling/Leaning
NLT
Holes
NLT
Missing Sections
NLT
Grounds
Erosion/Rutting Areas
NLT
Overgrown/Penetrating Vegetation
Ponding/Site Drainage
Health & Safety
Air Quality - Sewer Odor Detected
x mm , 9%*�
NLT
Air Quality - Propane/Natural Gas/Methane Gas Detected
:`_
LT
Electrical Hazards - Exposed Wires/Open Panels
LT
Electrical Hazards - Water Leaks on/near Electrical Equipment
w .:r`
LT
Flammable Materials - Improperly Storedz
�� � ..t '` ... �. �•
NLT
Garbar e and Debris - Outdoorsk.�
f
NLT
Hazards - Other
;..;, „ °,;
NLT
Hazards - Sharp Edges
NLT
Hazards - Tripping
NLT
Infestation - Insects`'
L
Infestation - Rats/Mice/Vermin'
NLT
Mailboxes/Project Signs
Mailbox Missing/Damaged
Signs Damaged
Market Appeal
Graffiti
Litter
�
Parkin Lots/Driveways/Roads
Cracks
Ponding
Potholes/Loose Material
Settlement/Heaving
Play Areas and Equipment
Damaged/Broken Equipment
NLT
Deteriorated Play Area Surface
Refuse Disposal
Broken/Damaged Enclosure -Inadequate Outside Storage Space
Retaining Walls
Damaged/Falling/Leaning
NLT
Storm Drainage
Damaged/Obstructed
`
,Walkways/Steps
Broken/Missing Hand Railing
NLT
Cracks/Settlement/Heaving
pa ing
- In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must
refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at
"http://www.hud.gov/offices/reac/pdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
- Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"http://www.hud.gov/offices/reac/pdf/pass_bulletin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which calls for
immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
Uniform Physical Condition Standards - Comprehensive Listing
Inspectable Area: Building Exterior
Property ID / Name:
Buildina Number:
Page:
Inspection Date:
of
Doors Damaged Frames/Threshold/Lintels[Trim x._x: NLT
Dama ed Hardware/Locks
Damaged Surface (Holes/Paint/Rusting/Glass),_<:
Damaged/Mi sinScreen/Storm/Security DoorWm NLT
Deteriorated/Missing Caulking/Seals
Missina Door §WM4
ompone
Foundations
Health and Safety Electrical Hazards - Exposed Wires/Open Panels
LT
Electrical Hazards - Water Leaks on/near Electrical Equipment
LT
Emercienev Fire Exits - Emergency/Fire Exits Blocked/Unusable
ON ,.,,t
LT
Emerqency Fire Exits - Missing Exit Signs
, �;`
'''
3; ��
NLT
Flammable/Combustible Materials - Improperly Stored
�. ,..;., .„ „ ,,,�
=x�?, sf
NLT
Garbage and Debris - Outdoors
, „z„F, ,,.., ,
NLT
Hazards -Other
«
NLT
Hazards - Sharp Edges
��. , , , ,.. _; ,�`� .
NLT
Hazards - Tripping
NLT
Infestation - Insects,
ut,
NLT
Infestation - Rats/Mice/Vermin
NLT
Liahtina I Broken Fixtures/Bulbs
Its, .. M
ZAR1I11
Damaged Vents
Damaged/Clogged Drains
Dama ed/Torn Membrane/Missing Ballast
Missing/Damaged Components from Downspout/Gutter
Missina/Damaaed Shinales
Missing/Damaged Caul
Missina Pieces/Holes/S
fi•I”
NLTI
Damaged Sills/Frames/Lintels/Trim
Damaged/Missing Screens
Missing/Deteriorated Caul kin /Seals/G lazing Compound
Peeling/Needs Paint
a
Security Bars Prevent Egress LT
- In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items),
you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found
at "hftp://www.hud.gov/offices/reaclpdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
- Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"http://www.hud.gov/offices/reac/pdf/pass_bulletin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which
calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
Uniform Physical Condition Standards - Comprehensive Listing
Inspectable Area: Building Systems
Property ID / Name:
Buildinq Number:
Page:
Inspection Date:
of
Domestic Water Leaking Central Water Supply:
Misaligned Chimney/Ventilation System LT
Missing Pressure Relief Valve NLT
Rust/Corrosion on Heater Chimney u. ... NLT
Burnt Breakers �,.,t„ (,.,, �'� ( ( NLT
Evidence of Leaks/Corrosion, NLT
I IMissina Breakers/Fuses I I I LT
Elevators
e
IFire Protection IMissinq Sprinkler Head I I I NLT I
Missingwamagea/Expirea Cxtinguisners
Ll
Health & Safety Air Quality - Mold and/or Mildew Observed
y ,� , y , , .,.;�,
NLT
Air Quality - Propane/Natural Gas/Methane Gas Detectec
LT
Air Quality - Sewer Odor Detected,;,
, , ;. .z
NLT
Electrical Hazards - Exposed Wires/Open Panels"
E
LT
Electrical Hazards - Water Leaks on/near Electrical Equipment;
LT
Elevator - Tripping.
', ,. $., . .�`ISM
NLT
Emerqency Fire Exits - Emergency/Fire Exits Blocked/Unusable
LT
Emergency Fire Exits -Missing Exit Signs
NLT
Flammable Materials - Improperly Stored,
NLT
Garbage and Debris - Indoors
°
NLT
Hazards -Other
NLT
Hazards - Sharp Edges
NLT
Hazards - Tripping..,.
Infestation -Insects
N�_ n. ,.� „ � „�,
„�
NLT
In festation -Rats/Mice/Vermin
, w �,�
'
NLT
(Fuel Supply Leaks _ ,. ,�,..,,,,,� ( NLT
General Rust/Corrosion NLT
Roof Exhaust System I Hoot CXnaust ran(s) inoperabie
Sanitary Svstem Broken/Leakina/Cloaaed Pipes or Drains . „ NLT
an
- In order to accurately categorize a deficiency as a "Level 1 ", "Level 2" or "Level 3" (including independent Health & Safety items),
you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found
at "hftp://www.hud.gov/offices/reac/pdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
- Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"hftp://www.hud.gov/offices/reac/pdf/pass_builetin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which
calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
Uniform Physical Condition Standards - Comprehensive Listing
Inspectable Area: Common Areas
Property ID / Name:
Building Number:
Page:
Inspection Date:
of
Basement/Gara e/Carport
Baluster/Side Railings - Damaged
Closet/Lltility/Mechanical
Cabinets - Missing/Damaged
Community Room
Call for Aid - Inoperable
NLT
Day Care
Ceiling - Bulging/Buckling
Halls/Corridors/Stairs
Ceiling - Holes/Missing Tiles/Panels/Cracks
Kitchen
Ceiling - Peeling/Needs Paint
,Laundry Room
Ceiling - Water Stains/Water Damage/Mold/Mildew
Lobby
Countertops - Missing/Damaged
Office
Dishwasher/Garbage Disposal - Inoperable
Other Community Spaces
Doors - Damaged Frames/Threshold/Lintels/Trim
NLT
Patio/Porch/Balcony
Doors - Damaged Hardware/Locks
Restrooms/Pool Structures
Doors - Damaged Surface (Holes/Paint/Rust/Glass)
Stora e
Doors - Damaged/Missing Screen/Storm/Security Door
NLT
Doors - Deteriorated/Missing Seals (Entry Only)
Doors - Missing Door
Dryer Vent -Missing/Damaged/inoperable
Electrical - Blocked Access to Electrical Panel
NLT
Electrical - Burnt Breakers
NLT
Electrical - Evidence of Leaks/Corrosion
NLT
Electrical - Frayed Wiring
Electrical - Missing Breakers
LT
Electrical - MissingCovers
LT
Floors - Bulging/Buckling
Floors - Floor Covering Damaged
Floors - Missing Floor/Tiles
Floors - Peeling/Needs Paint
Floors - Rot/Deteriorated Subfloor
Floors - Water Stains/Water Damage/Mold/Mildew
GFI - Inoperable
NLT
Graffiti
HVAC - Convection/Radiant Heat System Covers Missing/Damaged
HVAC - General Rust/Corrosion
HVAC - Inoperable
HVAC -Misaligned Chimne !Ventilation System
LT
HVAC - Noisy/Vibrating/Leaking
Lavatory Sink -Damaged/Missin
,�,.
NLT
Lighting - Missin /Dama ed/Inoperable Fixture
Mailbox - Missing/Damaged
Outlets/Switches/Cover Plates - Missing/Broken
LT
Pedestrian/Wheelchair Ramp
Plumbing - Clogged Drains
NLT
Plumbing - Leaking Faucet/Pipes
NLT
Range Hood /Exhaust Fans - Excessive Grease/Inoperable
Range/Stove - Missing/Damaged/Inoperable
Refrigerator - Damaged/Inoperable
Restroom Cabinet - Damaged/Missing
Shower/Tub - Damaged/Missing
Sink - Missin /Damaged
NLT
Smoke Detector- Missing/Inoperable
LT
Stairs - Broken/Damaged/Missing Steps
NLT
Stairs - Broken/Missing Hand Railing
NLT
Ventilation/Exhaust System - Inoperable
Walls - Bulging/Buckling
Walls - Damaged
Walls - Damaged/Deteriorated Trim
Walls - Peeling/Needs Paint
Walls - Water Stains/Water Damage/Mold/Mildew
Water Closet/Toilet - Dama ed/Clo ed/Missin
Windows - Cracked/Broken/Missing Panes
NLT
Windows - Damaged Window Sill
Windows - Inoperable/Not Lockable";
:
NLT
- In order to accurately categorize a deficiency as a "Level 1 ", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer
to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at
"http://www.hud.gov/offices/reac/pdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
-Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"http://www.hud.gov/offices/reac/pdf/pass_builetin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which calls for
immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
Uniform Physical Condition Standards - Comprehensive Listing
Inspectable Area: Unit
Property ID / Name:
Buildina/Unit Nmbr:
Page:
Inspection Date:
of
Floors
Bulging/Buckling
Floor Covering Damage
Bathroom
Bathroom Cabinets - Damaged/Missing
Missing Flooring Tiles
Lavatory Sink - Damaged/Missing
NLT
Peeling/Needs Paint
Plumbing - Clogged Drains
NLT
Plumbing - Leaking Faucet/Pipes
NLT
Shower/Tub - Damaged/Missing
Water Stains/Water Damage/Mold/Mildew
NLT
Ventilation/Exhaust System - Inoperable
. .. ....
Air Quality - Mold and/or Mildew Observed
Water Closet/Toilet - Damaged/Clogged/Missing
NLT
NLT
Call -for -Aid
Inoperable
NLT
Ceiling
Bulging/Buckling
LT
Holes/Missing Tiles/Panels/Cracks
Electrical Hazards - Exposed Wires/Open Panels
Peeling/Needs Paint
Electrical Hazards - Water Leaks on/near Electrical Equipment
Water Stains/Water Damage/Mold/Mildew
LT
Doors
Damaged Frames/Threshold/Lintels/Trim
NLT
Damaged Hardware/Locks
NLT
Damaged/Missing Screen/Storm/Security Door
Flammable Materials - Improperly Stored
NLT
Damaged Surface - Holes/Paint/Rusting/Glass
Garbage and Debris - Indoors
Deteriorated/Missing Seals (Entry Only)
NLT
Garbage and Debris - Outdoors
Missing Door
NLT
Electrical System
Blocked Access to Electrical Panel
NLT
NLT
Burnt Breakers
Hazards - Sharp Edges
NLT
.Evidence of Leaks/Corrosion
NLT
Frayed Wiring
NLT
Infestation - Insects
GFI - Inoperable
-NLT
Missing Breakers/Fuses
LT
NLT
Missing Covers
Misaligned Chimney/Ventilation System
LT
Floors
Bulging/Buckling
Floor Covering Damage
Missing Flooring Tiles
Peeling/Needs Paint
Rot/Deteriorated Subfloor
Water Stains/Water Damage/Mold/Mildew
Health & Safety
Air Quality - Mold and/or Mildew Observed
NLT
Air Quality - Sewer Odor Detected
NLT
Air Quality - Propane/Natural Gas/Methane Gas Detected
LT
Electrical Hazards - Exposed Wires/Open Panels
LT
Electrical Hazards - Water Leaks on/near Electrical Equipment
LT
Emergency ire Exits - Emergency/Fire Exits Blocked/U n usable
777 77,
LT
Emergency Fire Exits - Missing Exit Signs
NLT
Flammable Materials - Improperly Stored
NLT
Garbage and Debris - Indoors
NLT
Garbage and Debris - Outdoors
NLT
Hazards - Other
NLT
Hazards - Sharp Edges
NLT
Hazards - Tripping
NLT
Infestation - Insects
NLT
Infestation -Rats/Mice/Vermin
NLT
Hot Water Heater
Misaligned Chimney/Ventilation System
LT
Inoperable Unit/Components
NLT
Leaking Valves/Tanks/Pipes
Pressure Relief Valve Missing
NLT
Rust/Corrosion
NLT
HVAC System
Convection/Radiant Heat System Covers Missing/Damaged
Inoperable
Misaligned Chimney/Ventilation System
, i-
L T
7 ", - -%�,,, -11L kt'J 0"
brating/Leaking
rVLGI ICI I
vaun icta - rvnaan iyi vai i 10ycu
Smoke Detector
Missing/Inoperable LT
Stairs
Countertops - Missing/Damaged
NLT
Walls
Dishwasher/Garbage Disposal - Inoperable
Damaged
Plumbing -Clogged Drains
NLT
Plumbing -Leaking Faucet/Pipes
NLT
Range Hood/Exhaust Fans - Excessive Grease/Inoperable
Range/Stove - Missing/Damaged/Inoperable
Refrigerator-Missing/Damaged/Inoperable
NLT
ink - Damaged/Missing
NLT
Laundry Area (Room)
Dryer Vent - Missing/Damaged/Inoperable
Lighting
Missing/Inoperable Fixture
NLT
Outlets/Switches
MissingLT
Patio/Porch/Balcony
baiusten5me Kaiiings uamagea
Smoke Detector
Missing/Inoperable LT
Stairs
Broken/Damaged/Missing Steps NLT
Broken/Missing Hand Railing t' NLT
Walls
Bulging/Buckling
Damaged
Damaged/Deteriorated Trim
Peelinq/Needs Paint „
MM
Missing/Deteriorated Caulking/Seals/Glazing Compound
Inoperable/Not Lockable NLT
Peeling/Needs Paint
ecurity Bars Prevent Egress LT
- In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items),
you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be
found at "http://www.hud.gov/offices/reac/pdf/pass_dict2.3.pdf' (325 Pages, 343 KB)
- Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at
"http://www.hud.gov/offices/reac/pdf/pass_bulletin.pdf' (24 Pages, 275 KB)
- Only level 3 is applied to independent Health & Safety deficiencies.
- In the H&S column, NLT is a "Non -Life Threatening" Health & Safety concern whereas LT is a "Life Threatening" concern which
calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.
INNIMITSIM11111701
Colonial Ridge House Rules
Effective 10/1/2017
0
Colonial Ridge House Rules Effective 10/1/2017
ro
Colonial Ridge
House Rules Table of Contents
1. Alcohol
2. Annual orOther Certifications -
l Apartment Abandonment
4. Attire/Clothing
5. Barred Guests
6. Bedbug Pest Infestation
7. Behavior
8. Businesses
9. Change inIncome ofFamily Composition
10.Common Areas/Passageways
11, Crime Free/Drug Free
12. [}onnoges
13. Decorating
14. Disturbances
15. F|onnnnab|e Items/Hazardous Materials/Safety
16. Garbage Refuse
17. Grievance Procedure
18. Grilling
19. Keys/Locks
20. Mail Delivery
21. Maintenance
22. Minor Household Members orVisitors
23. Mold
24. Occupancy
JS. Oxygen Use
26. Parking
27. Pete
38. Plumbing
29. Renters Insurance
30. Smoke Detectors and Carbon Monoxide Detectors
31. Smoking
32. Soliciting
33. Utilities
34. Vandalism
Page 1 of 13
Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
i
35. Visitors -Visitor Policy
36. VAWA
37. Pool Rules
These rules are for the benefit of all Residents and are a part of the lease. It is binding upon the
signatories to the lease and any individuals occupying a rental unit at the property. It is your
responsibility to read and understand both the lease and the House Rules. If there is any part of
the Lease or House Rules that you do not understand, please contact the management office.
House Rules may be revised at any time by management. Residents will be given 30 -days
written notice of any changes prior to the effective date.
You are responsible for informing your household members and any visitors of these rules. You
are responsible for your visitor's behavior. The Resident household will be responsible for any
violations of the Lease or House Rules made by household members or guests. Violations of
these rules may result in termination of the lease.
The rent collection policy is posted in the management office.
1. Alcohol
Open alcoholic beverages are not permitted in any common areas, on the grounds, streets
and/or in the parking lot. Residents are required to follow all applicable laws related to serving
alcohol in their apartments. A violation of these laws will be considered a material non-
compliance violation of the lease.
2. Annual or other Certifications
Households are required to recertify at least annually. Households reporting zero income and
have Section 8 subsidy must come to the office every 120 days and complete the Zero Income
Affidavit. You are required to report any changes in income of $200 per month or more and
changes in household size to the management office within 10 calendar days of your receipt of
the information. Failure to report changes may result in retroactive rent charges, termination of
subsidy eviction and/or prosecution for fraud.
FRAUD: Providing false information or not reporting all of your income may be considered fraud and a
violation of the law. If management determines that a Resident acted fraudulently, termination of tenancy
may occur. Fraud is handled as both a civil violation and as a criminal violation.
Criminal and Sexual predator screening are conducted on all residents aged 18 and over during
the recertification process. Lease terminations will occur for any household that has had
criminal activity within the last 12 months.
Regulations for Section 8 residents require that management verify personal and income
information at various times through EIV (Enterprise Income Verification)., This information will
assist in matching what a resident has reported as income with the income that is on file with
Page 2 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
state and federal agencies. If there are discrepancies, management is required to contact the
resident and resolve the discrepancies. Residents must cooperate with this process or the rent
will be increased to market rent until the discrepancy is resolved.
Within 10 days of any resident reaching his/her 18t' birthday, the resident must come to the
office to sign the Notice for Release of Information forms, the Lease and other required
paperwork. EIV reports will be obtained for that resident.
3. Apartment Abandonment
The apartment must be your sole and only residence. If the resident family is absent from the
unit for more than 40 days (unless for a verified medical reason or previously approved by
management), the unit will be considered abandoned, and the lease will be terminated. If any
member of the household is out of the unit for more than 120 days in one year for a non-medical
reason, the resident will be removed from the lease. (This does not apply to dependent students
living in a dorm or a household member on active military duty.)
4. Attire/Clothing
Applicants and residents must be appropriately attired in all common areas, on the grounds and
when visiting the management office. Appropriate attire includes shoes, shirts and appropriate
pants or skirts. Attire with gang symbols is not permitted on the property or in any common area.
Unacceptable attire in common areas includes: pajamas, robes, and clothing that allows
displays of underwear. Bathing suits are to be worn only in the pool area.
5. Barred Guests
Residents are required to inform their guests of the rules and regulations. Guests violating
house rules or the resident's lease will be "barred" from the property. A "Barred" list will be
posted in the management office. Residents are responsible for monitoring the "barred" list to
ensure that their guests are not on the list.
The "barred" person who comes onto the property may be arrested for criminal trespassing. If
the resident is seen in the company of a barred" person on the property, or a "barred" individual
is found in the resident apartment, whether the resident is on the premises or not, it will be
considered grounds for termination of the resident's lease. It is the responsibility of the resident
to ensure that no barred individuals have access to the resident's apartment when the resident
is not at home.
Any resident who has been evicted, or was in the process of eviction and moved from the
property, is "barred" from returning to the property.
6. Bedbugs, pest infestation:
Residents must immediately report to the management office any signs of bedbugs or any other
bugs (roaches, water -bugs, fleas and lice) and vermin in the unit, or when visiting another unit.
(If the office is closed, the report must be made as soon as the office is open.) If you are
uncertain as to whether you have bed bugs or other pests, let the management office know
Page 3 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
immediately so that a maintenance person or a licensed exterminator can perform a thorough
inspection.
Residents must cooperate with Colonial Ridge processes related to preparing for the
exterminator, treatment of any infestation, vacating the unit during treatment, proper disposal of
all items that cannot be adequately treated to remove infestation, and performing all post-
treatment requirements. A copy of those procedures may be requested from the management
office. If procedures are not followed, residents may be billed for costs that are incurred as a
result. Treatment of an infested unit is not voluntary. Refusal to cooperate with treatment, as
approved by management, will result in a lease violation.
7. Behavior
Verbal or physical intimidation, bullying, racial, ethnic or religious slurs of any kind, verbal or
physical harassment or threats to residents, residents' guests, site staff, or contracted vendors,
or any activity or behavior that is disruptive to the security or quiet enjoyment of the property by
others is not permitted. Residents are responsible for the actions of their guests and family
members while on the property. Victims should report such incidents to the police and the
management office.
Residents and/or Resident's guests are not to congregate or loiter in hallways, stairwells,
parking lot or grounds other than for planned events or to monitor children's play. Residents are
prohibited from violating local curfew ordinances, engaging in any gang -related activity or
interfering with any police activity.
Residents are responsible for the behavior of their children and paying for damages caused by
their children or guests.
8. Businesses
No business, including volunteer work, conducted from the unit, may be operated without PLigf
written knowledge and written permission from management, as there are specific guidelines for
in -unit businesses that must be observed. No advertising of any business may be placed on the
property, in the windows or on the buildings or on the City's property near the buildings.
9. Change in income or family composition:
ANY changes in family composition or income must be reported to the management office within
10 calendar days. This includes new employment, unemployment, loss of job, addition of
family members, move -out of any current family members, and change in student status for high
school and institutions of higher education.
10. Common Areas/Passageways
All personal possessions must be kept in the apartment. Passages, public halls, stairways and
landings are for no other purpose than for ingress (entering) or egress (exiting) from the building
or apartments. Residents may not block or obstruct these spaces, nor will anyone be permitted
to congregate or play in these areas. Items found in these spaces will be discarded by
management and removal costs charged to the resident.
Page 4 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
i
Residents who have balconies or patios may have outdoor lawn furniture or plants on the patios,
but not such that they expand beyond these spaces and onto common areas utilized by all
residents. Items on patios must be minimized during the winter with furniture, etc. covered.
These areas are not to be used for general "storage".
If space is made available for community gardens or vegetable gardens, residents can reserve
space in the Management Office. Residents may not disturb other lawn locations for planting
and must abide by any common garden policies that are established.
Colonial Ridge has several resident common areas for activities. Specific rules for each area
will be posted or distributed to residents. Residents and guests are required to follow these
rules or future use of these spaces will not be permitted. These rules are for the safety of
residents and the protection of property. Overall, residents are asked to respect others while
using the common spaces and to take care of the space and be safe.
11. Crime -free and Drug-free
Colonial Ridge is a crime -free and drug-free property. Illegal activity is not allowed on the
grounds or in your apartment. Residents involved in any illegal activity (including but not limited
to illegal drug use, holding/storage of illegal items) or permitting their guests to be involved in
any illegal activity while on the property will be subject to termination of lease. Any resident
harboring a fugitive will be subject to termination of lease. Proof of violation shall be a
preponderance of evidence, unless otherwise provided by law.
Annual criminal and sexual predator screening will be conducted at recertification and any
violations that have occurred during the previous 12 months may result in termination of lease.
12. Damages
Normal "wear and tear" within apartments is expected. Damages, neglect or vandalism to
apartments and/or the property are considered lease violations and residents will be billed
separately for the repairs. Payment will be due within 30 days of receipt of the bill.
Appliances may only be replaced or changed by the management office. Mildew and
deterioration caused by turning off refrigerators for any length of time could result in replacement
of the appliance at the resident's expense.
No furniture filled with liquid or waterbeds may be brought into the unit.
Residents may not dismantle any fire related equipment in their apartments. Batteries may not
be removed from smoke detectors. This will result in a lease violation and/or immediate
termination of lease. Smoke detectors that are not operating properly or in need of batteries
must be reported to the Management Office immediately.
13. Decorating
Page 5 of 13
Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
Any alteration of the apartment may be done only with prior written approval from the
management office. This includes any painting; stenciling; wallpaper or borders; contact paper;
removal of window treatment; removal of carpet or flooring materials; nailing holes in the wall for
pictures; or any changes to other property owned surfaces. The property has a schedule for
cycle painting and floor replacement and the need to perform those tasks earlier might be
considered "damages" or beyond "normal wear and tear," resulting in a lease violation and/or
charges to the resident.
No sheets, blankets, flags or tapestries may be used as window treatments. All window
treatments must be white or cream colored on the side facing out of the window. Holiday
decorations in the window or near the apartment can be approved as long as they are not
offensive, do not cause damage to property and are removed promptly after the holiday.
No signs, posters, stickers, stenciling, ads, notices or other lettering, or equipment may be
placed in windows.
No awnings or other items including TV or radio antennas, satellite dishes, or wiring shall be
attached to or extend from the outside walls of the building.
Storage in furnace rooms is prohibited due to the potential for fire.
14. Disturbances
To comply with the noise ordinance, disturbances such as loud music or loud parties after 10:00
p.m. will not be permitted. At any time, residents or guests need to respect the rights of other
residents and may not disturb other residents with loud noises, i.e. television, music, stereos,
game systems. Noise levels must be low enough to remain within your apartment and not be
heard from the hallway or another apartment.
15. Flammable Items/Hazardous Materials/Safety
For the safety of all residents, residents may not bring onto the premises any firecrackers;
fireworks; flammable oils or fluids such as gasoline, kerosene, naphtha, and benzene; or other
explosives, which are considered hazardous.
Possession of a weapon, firearms or ammunition on the property or in your apartment is
discouraged. Illegal possession of weapons, ammunition or firearms will result in notification to
the police and termination of the lease. Firearms or other weapons are not permitted in the
Management Office and may not be displayed on the grounds.
Candle use is permitted in the apartment as long as the candle is enclosed in a glass dish that
would protect the flame. Grease must not be left on stoves in pans or in containers. Grease
MUST be cleaned from your appliances after use and may not be discarded down drains or the
toilet. Papers, clothing or any flammable materials may not be left on, in or.near the stove.
Portable heaters are not to be utilized in any apartments.
Page 6 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
Residents may not run extension cord wiring for electrical appliances or fixtures. Cords may not
be run from your unit to another unit, any common area outlet, or electrical room. Residents
should check the cords for small appliances to ensure that the cords are in good condition and
that wires are not exposed.
Windows must not be blocked by any furniture such that exit in case of fire is not possible.
16. Garbage/Refuse
All residents are required to dispose of refuse in tied plastic bags in the appropriate container.
Residents who violate the proper disposal of refuse will be considered to have violated the
lease. Please be respectful of other residents by picking -up any garbage that may have fallen
out of bags that the resident was disposing.
Littering in or around the building is prohibited. Residents should report any dangerous items
that may be on the grounds, i.e. needles, sharp objects or other items.
All unwanted furniture must be disposed of in the proper clumpster on 819 Russell Road, not
placed in the garbage corrals. Failure to dispose of these items properly will result in a charge
to the resident.
17. Grievance Procedure
Residents with complaints should contact the Management Office to discuss them with the
Manager. Should the resident not consider the complaint (grievance) not resolved at this level,
the resident can contact the Regional Supervisor and discuss the concern/complaint with this
person. The Regional Supervisor will confirm his/her response in writing. Should the complaint
need to be elevated higher, the resident should contact the Evergreen Real Estate Services'
Senior Vice President of Property Management, in writing.
18. Grilling
No barbequing, outdoor cooking or open fires are allowed in or around the building except in the
designated area. NO grilling may be done in your apartment. Any grilling must be done at
least 25 feet away from the building. Grills must be removed from common areas when cooled.
19. Keys/Locks
Each household is issued keys to the building, apartment and mailbox. Residents may not add
locks, padlocks, peepholes, alarms or chains to any apartment doors. , Residents may not
change locks in their unit without prior written approval by management. These keys may not
be duplicated or given to others. If lost or stolen, the resident must pay for the keys and the
locks that must be changed.
Chains are not allowed on any doors. Such items will be removed by maintenance, and
damages to doors or woodwork will be considered "damages" for which the resident may be
charged.
Page 7 of 13 Resident Initials:
07)
Colonial Ridge House Rules Effective 10/1/2017
20. Mail Delivery
Delivered mail to the property must only be in the resident's name. Mail to anyone else will not
be allowed and will be returned to the Post Office.
21. Maintenance
Residents are required to report any maintenance needs or repairs to the management office
promptly to avoid further damages or safety issues. Failure to do so may result in damage
charges.
Residents are required to allow management access to their units with proper notice or with no
notice in cases of emergency or resident well-being check. If the resident is at home when the
maintenance call is handled, the resident will be asked to sign the work order as completed.
Residents must allow access to their apartments for purposes of professional exterminating and
are required to properly prepare their apartments for exterminating, as notified by management.
For emergency maintenance, please contact the Management Office and follow the instructions.
22. Minor Household Members or Visitors
At no time may household members, visitors or guests under the age of thirteen (13) years be
left alone in the apartment. Children under that age must be under the supervision of a parent,
grandparent, legal guardian or responsible individual over the age of 16 while in the unit, the
common areas or outside on the property grounds. Minors under the age of 18 years may not be
left overnight without an adult in the unit. There is no playing in the hallways, in the parking lot,
in the stairwells or common areas, for safety reasons.
23. Mold
To minimize the occurrence and growth of mold on the [eased premises, residents must:
• remove any visible moisture accumulation in the unit, including on walls, windows, floors,
ceilings and bathroom fixtures;
• mop up spills and thoroughly dry affected area as soon as possible after occurrence;
• use exhaust fans in kitchen and bathroom (as supplied) when necessary; and keep
climate and moisture on the leased premises at reasonable levels.
Residents must promptly notify management of the presence of the following conditions:
• A water leak, excessive moisture, or standing water inside the leased premises;
• A water leak, excessive moisture, or standing water in any common areas;
• Mold growth in or on the leased premises that persists after resident has tried several
times to remove it with household cleaning solution, such as Lysol or Pine -Sol
disinfectants, Tilex Mildew Remover, or Clorox, or a combination of water and bleach;
• A malfunction in any part of the heating, air-conditioning system in the apartment.
Page 8 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
24. Occupancy
The occupancy standards for this property are:
1 Bedroom unit: 1 to 2 people
2 Bedroom unit: 2 to 4 people
3 Bedroom unit: 3 to 6 people
Only those people listed on the official lease and/or Certification form, may occupy the
apartment on a permanent basis. There are no exceptions. Residents requesting the addition
of another person (including family members) in their apartment must contact the office PRIOR
to the move -in so that the management office can properly screen the individual(s) and recertify
the household. The occupancy standards do not include "live-in" aides, but all "aides" must
complete the admission process as a "live-in" aide. All "live-in" aides will be screened for
criminal history.
Unauthorized occupants places the resident's lease and tenancy at risk for eviction. Those
requesting residency with a current resident MUST first complete an application and be
screened, except in the case of a minor child. Custody or legal guardianship papers must be
provided in the case of a minor child
Residents who are over housed (too few people for the unit size), will be required to transfer to
an appropriate -sized unit when one is available, in accordance with HUD guidelines. Refusal to
move in such circumstances will result in the resident being charged contract rent.
25. Oxygen Use
Residents who use oxygen are required to follow the safety procedures given to them by the
vendor. Those using oxygen may NOT permit smoking in their apartment for safety reasons.
26. Parking
Parking is restricted to residents and their guests who have secured the required parking sticker
(residents) or pass (guests). A maximum of two (2) permanent parking stickers per apartment
will be issued and only for those residents whose names appear on the Certification of Eligibility.
Resident stickers must be affixed to the lower left hand corner (driver's side) of the rear window
unless the windows are tinted. If there is tinting, the sticker should be affixed in the front
window. At no time may any vehicle be parked on the lawn, walk areas or in marked "No
Parking" areas, or blocking walkways or fire exits. Vehicles must be "headed" into the parking
stalls — no back -in parking. Vehicles must be functioning and running, with all wheels, and not in
a 'junk' condition. Vehicles will be towed at the owners' expense if they are not in compliance
with the Parking Policy.
Stickers may not be transferred to another vehicle. Residents will have to pay $50 to replace a
lost sticker or when vacating an apartment and not being able to return the sticker that was
issued.
Page 9 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
a
One Permanent Guest Pass will be issued to each household. However, this pass is not valid
for overnight parking or parking after 2:00 a.m. Permanent passes will be displayed on the
inside of the vehicle and hung from the rearview mirror with the pass number displayed
courtyard. A lost or stolen Permanent Guest pass will have to be replaced at a $50 charge.
Temporary Guest Passes are available from the Management Office during normal business
hours. These passes are valid for up to 7 days. Overnight parking is by Temporary Guest Pass
only. Vehicles not displaying the resident sticker or Temporary Guest Pass are subject to
towing at the owner's expense.
Spaces provided for those with disability placards or disability license plates are to be used only
by those who are disabled and have a current and valid placard, license plate or permit from the
State displayed on the vehicle. No maintenance work or washing on a car, cycle, van, SUV, etc.
is allowed on the property.
Colonial Ridge reserves the right to have all parking lots and streets patrolled by a towing
company. Vehicles improperly parked, without a valid resident parking sticker/pass or properly
stickered and licensed by the State will be subject to towing at the owner's expense.
27. Pets
This property has a no -pet policy. This does not apply to service animals. Visiting pets and a
resident's baby-sitting of another's' pet are not permitted. This does not apply to guests or
visitors with a service animal. Service animals owned by residents must be registered with the
management office with appropriate documentation.
Current residents who received approval from the previous owner to have a pet (dog, cat, or
bird) should complete the Pet Form in the Management Office. Consideration for continued
approval (grandfathering a pet) will be given based on the type of pet, size and any previous
problems, if any. All "grandfathered" pets must meet City requirements for licensing and shots;
not be considered "exotic" (i.e. snakes, etc.); be under 45 pounds; and not have had previous
incidents of bad behavior, noise or had complaints made against the pet. Documentation of
continued licensing and shots will be required, as needed.
28. Plumbing
Toilets, sinks and other drains may not be used for any other purpose than those for which they
were intended. The resident will be required to pay for any damage, including the plumbing
company charges if one must be contacted, resulting from misuse of plumbing in the unit, a
common area, or a laundry area.
29. Renters Insurance
Residents are strongly encouraged to purchase Renters Insurance to cover damage or loss of
personal belongings. The property will not cover the cost of replacement of personal belongings
regardless of the cause.
30. Smoke Detectors and Carbon Monoxide Detectors
Page 10 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
im—
Smoke detectors and carbon monoxide detectors (if needed) are provided for the protection of
your family. Do not disconnect or remove a smoke detector or carbon monoxide detector
and do not remove the batteries at any time. When the battery in your detector becomes
weak, it will make a beeping sound. When this happens, the resident is to report this to the
office immediately. Maintenance will replace the battery. Under no circumstances are Smoke
or Carbon Monoxide Detector batteries to be replaced by residents. Removing or disabling the
smoke or carbon monoxide detector will result in the termination of your lease.
31. Smoking
Smoking is not allowed in the common areas of the building, nor within 15 feet of the main
entrance to the building. If residents and/or their guests smoke in the apartments, it must be
done in a safe manner. Do not smoke in bed for safety reasons.
32. Soliciting
Door-to-door soliciting is not permitted within the apartment community by either residents, or
outside people/groups. Residents are asked to notify the management immediately when
solicitors appear at the door.
33. Utilities
All units must maintain electric and gas service at all times. Utilities paid by the resident
(electricity, gas, or other) will be billed directly from the utility company and is the responsibility
of the resident to pay. Failure to maintain electric service is cause for termination of your
tenancy.
Illegal utility hookups between apartments, common areas, maintenance areas, and tampering
with utility meters is dangerous and a violation of your lease. Residents who allow another
resident to hookup to their utility service and residents who use another resident's or the
property's utility service through an illegal hookup will be evicted.
34. Vandalism
Vandalism, graffiti, breakage, or damage to Colonial Ridge, property equipment, common area
furniture, laundry equipment, property buildings, structures, fence, landscaping or other
residents' property, caused by any family member or guest is strictly prohibited. Residents will
be required to pay for such damages caused by any of their household members or guests.
Repeated incidents or one serious offense may result in termination of tenancy. Guests,
including relatives of the resident causing damages of this nature will be barred from the
property. All damages to the property will be reported to the appropriate law enforcement
agency and billed to the resident.
35. Visitors
Colonial Ridge has a Visitor Policy and residents who violate that policy are subject to lease
violations and subsequent termination of lease. Residents must register all overnight guests, as
per the Visitor Policy.
Page 11 of 13 Resident Initials:
Colonial Ridge House Rules Effective 10/1/2017
Residents' guests may not stay overnight at the community for longer than a total of two weeks
in any six-month period unless they get prior written consent from Management. Residents may
have guests overnight in their apartments for up to a total of 40 days per calendar year. Guests
may not stay with other residents in the community during the stay. Guests who will be staying
longer than two consecutive weeks in any six-month period in any unit must fill out an
application to have their names added to the lease for the apartment they are visiting.
Written permission must be obtained from Management for any visitor to reside (or stay) in your
apartment for longer than two consecutive weeks. Leaseholders cannot allow their family and
guests to use the keys to the apartment.
36. Violence Against Women Act
The property is covered under the Violence Against Women Act (VAWA), which applies to both
men and women. This gives residents certain protections and support when a resident reports
an incident of domestic violence, dating violence, stalking or sexual assault. All witnessed
physical or domestic violence incidents must be immediately reported to Police. Any type of
violence against another member of your household or any member of the community will
immediately result in a report to the police and possible termination of lease unless the abuser
vacates the premises. The intent of this House Rule and regulation is not to "punish" the victim
of domestic violence due to the abuser's action. Management staff will work closely with the
victim and any involved agencies to try to maintain the housing, but will require cooperation from
the victim.
Physical violence, dating violence, stalking or sexual assault by a guest or another resident
toward any resident will result in the offender being barred from the property, immediately after
the action and permanently when the legal case is resolved. After contacting the police for
these incidents, the management office, Security, and the Service Coordinator (if the property
has this position), should be informed.
Any resident claiming to be a victim of one of these acts covered under VAWA, is asked to
report the incident to the police immediately and then complete and sign/date the Certification
paperwork (form 91006) to report the incident to management. Instead of this form,
documentation by an agent of a victim service provider, an attorney, a medical professional from
whom the victim has asked for help is acceptable, under penalty of perjury. This information will
be kept confidential from other residents, except to the extent as required by law for legal
purposes in a court of law. Once documentation of the incident is complete and received by
management within 14 days, management will evaluate the paperwork, and if the claim appears
to be valid, management will work with the victim, the police and Social Services, if applicable,
to protect the victim in accordance with HUD guidelines for VAWA, i.e. transfer of unit, transfer
to another property, etc.
37. Pool Rules
Swim at your own risk. There is no lifeguards on site. Appropriate swimming wear or attire is
required. No cut offs, loose material, or other type of wear or material that may be caught in the
pool equipment is allowed. Pool hours are 9:00 am to 8:00 pm daily, weather permitting. The
Page 12 of 13 Resident Initials:
LIL 7
Colonial Ridge House Rules Effective 10/1/2017
time and manner of use, or the closing (temporarily or permanent) is at the sole discretion of
management. Pool use is for residents and up to one guest (Must be accompanied by resident)
ONLY. Anyone under the age of 15 must be accompanied by an adult. Children age 15 or older
may use the pool without adult supervision, provided that NO guests are accompanying the
child. No loitering in the bathroom/changing area. No boom boxes or similar devices pets, glass
containers, alcoholic beverages, or smoking are allowed in the pool or pool area. Please
dispose of waste in the containers provided. Sunscreen is advised however suntan oil is NOT
allowed. No diving, running, horseplay, excessive noise levels, abusive language or abuse of
pool equipment is allowed. No skateboards, roller blades, bicycles, or other vehicles are allowed
in pool area. Adult members have the responsibility to enforce rules to ensure the safety of all
residents and are legally responsible for damages caused by family or guest. Additional pool
rules may be posted directly on the pool area.
Guests must comply with the House Rules and it is the responsibility of the resident to ensure
that all guests understand these requirements. Residents are accountable for the actions of
their guests.
All members of the household agree to abide by the above House Rules and acknowledge
that they are part of the lease:
Resident Signature:
Resident Signature:
Resident Signature:
Resident Signature:
Manager Signature:
Date:
/_/20—
Date:
/_/20—
Date:
/_/20—
Date:
/20
Date: 1 /20
Page 13 of 13 Resident Initials:
10:4111311d
SAMPLE - PLACE ON BANK LETTERHEAD
County of Chesterfield, Virginia
County Attorney's Office
P. O. Box 40
9901 Lori Road, Room 503
Chesterfield, Virginia 23832
RE
Gentlemen:
Irrevocable Letter of Credit #
Date:
We hereby open our irrevocable letter of credit # effective
on , 2017, in your favor for the account of Colonial Ridge Preservation
Limited Partnership (the "Customer"), for the sum of ONE HUNDRED THOUSAND
DOLLARS ($100,000.00) available by your sight drafts on the (Bank)
(Address of Bank) (the "Issuing Bank"). [This letter of credit must provide an
address within the State of Virginia and within the Central Virginia area if the Bank
maintains offices there, where drafts and documents may be presented.]
The purpose of this letter of credit is to furnish the County of Chesterfield
("County") with surety for the cost of certain improvements by the Customer in
accordance with the terms of the Agreement and Memorandum of Understanding
("MOU") between the Customer and the County, dated September 28, 2017 and
regarding the development of properties known as Colonial Ridge Apartments and the
Glen at Colonial Heights, all located at GPIN 800-641-3129 and 799-640-7970 in
Chesterfield County, Virginia (the "Property"). By virtue of this letter of credit, the
County may collect amounts past due by the Customer to the County in the event of a
breach by the Customer of the terms of the MOU.
Drafts hereon shall be promptly honored when accompanied by documents
specified below:
1. A certified statement signed by an official designated by the County stating that
the Customer has not fully complied with the MOU and is more than thirty (30)
days delinquent in payment to the County for the cost of improvements performed
by the County to remedy the Customer's breach of the MOU.
2. All drafts must bear the clause "Drawn under the (Name of Bank
Letter of Credit # , dated
We hereby engage with drawers, endorsers, and bona fide holders that all drafts
drawn in compliance with the terms of this credit shall be duly honored upon presentation
and delivery of the documents.
This irrevocable letter of credit shall remain in full force and effect for a period of
one (1) year from the effective date of the letter of credit (ending at 5 p.m. on ,
2017) and shall automatically renew itself from year to year thereafter unless and until
the Issuing Bank gives ninety (90) days prior written notice to the County's County
Attorney, by certified mail, return receipt requested, of its intent to terminate the letter of
credit at the expiration of the ninety -day period. During the last thirty (30) days during
which the letter of credit is in full force and effect, the County may draw up to the full
amount of the letter of credit when the draft is accompanied by a document certifying that
the Customer is more than thirty (30) days delinquent in payment to the County for the
cost of improvements performed by the County to remedy the Customer's breach of the
MOU, or has not provided the County with an acceptable substitute letter of credit.
This irrevocable letter of credit may be released upon the County giving a written
release to the Customer and to the Issuing Bank that the Customer has fully complied
with the MOU. This irrevocable letter of credit is non -transferable or assignable by the
Issuing Bank, County or Customer.
This irrevocable letter of credit shall be construed according to the "Uniform
Customs and Practices for Documentary Credits," promulgated by the XIII Congress of
the International Chamber of Commerce (International Chamber of Commerce
Publication No. 500, 1993 Revision) and the provisions of the Uniform Commercial
Code - Letters of Credit, Title 8.5A of the Code of Virginia, 1950, as amended.
ME
Title:
(President or Vice -President)
Very truly yours,
CERTIFICATE
The undersigned Secretary of the Economic Development Authority of the City of Colonial
Heights, Virginia (the "Authority") certifies as follows:
1. A meeting of the Authority was duly called and held at 8:30 a.m. on July 24, 2017
before the Authority in the City Council conference room at 201 James Avenue, Colonial Heights,
Virginia 23834, pursuant to proper notice given to each Director of the Authority before such
meeting. The meeting was open to the public. The time of the meeting and the place at which the
meeting was held provided a reasonable opportunity for persons of differing views to appear and
be heard.
2. The Chairman announced the commencement of a public hearing on the application
of Colonial Ridge Preservation Limited Partnership and that notices of the hearing were published
once a week for two successive weeks in newspapers having general circulations in the City of
Colonial Heights, Virginia and the County of Chesterfield, Virginia (the "Notices"), with the
second publications appearing not less than seven days nor more than twenty-one days prior to the
hearing date. Copies of the Notices have been filed with the minutes of the Authority and are
attached as Exhibit A.
3. A summary of the statements made at the public hearing is attached as Exhibit B.
4. Attached as Exhibit C is a true, correct and complete copy of a resolution
("Resolution") adopted at such meeting of the Authority by a majority of the Directors present at
such meeting. The Resolution constitutes all formal action taken by the Authority at such meeting
relating to matters referred to in the Resolution. The Resolution has not been repealed, revoked,
rescinded or amended and is in full force and effect on this date.
WITNESS my hand and the seal of the Authority, this 24th day of July, 2017.
Seer tary, Econo i Development Authority of
the City of Colonial Heights, Virginia
[SEAL]
Exhibits:
A - Copies of Certified Notices
B - Summary of Statements
C - Resolution
EXHIBIT A
NOTICES OF PUBLIC HEARING
[See Attached]
07/20/2017 11:27 9047320884
AFFP
NOTICE OF PUBLIC HEARING BEFOR
STATE OF VIRGINIA} SS
COUNTY OF PETERSBURG
Diane G. Ange. being duly sworn, says:
That she Is Accounting Clerk of the The Progress-IndeX, a
daily newspaper of general circulation, printed and
published in Petersburg, Petersburg County, Virginia; that
the publication, a copy of which is attached hereto, was
published in the said newspaper on the following dates:
July 10, 2017, July 17, 2017
That said newspaper was regularly issued and circulated
on those dates.
SIGNER: h
Aoctwnting Clerk C-0
Subscribed to and sworn to me this 17th day of July 2017.
The Progress -Index Notary, Petersburg
County, virgin!
My commissio t
xpires: October 31, 2019
00030136 00295423
CYNTHIA HENDREN
MCGUiREWOODS LLP
GATEWAY PLAzA
Boo EAST CANAL STREET
RICHMOND, VA 23219
PROGRES5INDEX PAGE 01/01
NOTICE 01' PUBLIC
HEARING BEFORE THE
ECONOMIC DEVELOPMENT AUTHORITY OF
THE CiTY OP COLONIAL HEIGHTS, VIRGINIA
ON PROPOSED PRIVATE. ACTIVITY BOND
FINAN1C1NG FOR
COLONIAL RIDGE PRESERVATION LIMITED
PARTNERSHIP
Notice is hereby given that the Economic Development Authority of the City of
Cotonlal Heights, Virginia (ths "Authority) wM hold a publio hearing on the request of
Colonlal Ridge Preservation Limited Pantnwship, a vWrila limited partnership (the'
"Borrower'), whose address is 215'15 Hawthorne Boulevard, Suite 990, Torrance,
California 90503, far the Issuance by the Authority of up to $28,000,000 of its
revenue bands to finance or refinance a portion of the cost df acquiring, renovating
and equipping a mukifamlly residenuol tantal housing propdconslsting of two
existing properties which are adjacent and share an entrgn Glen Ot Colonial
Heights, eight two-story residential buildings containing appoalmatY
representing approximately 89,100 net rentable square feet, located at 2609
Marmjowood Road, South Chesterfield, Virginia 23834: and Cota? 92 units
Apartments. 17 three-story residential twildings containing approximately
representing apprordmvWy 180,020 net rentable square feet, locatad at 2717
Moriftale Road,'5outh Chastarneld, Virginia 21W: and including three one-story
non-resldentiai buildings containing approximately 2,833 taut square feet
(collectively, the `Project'). The Project wilt most the requiremants of s qusrfied
residantial rental project within the meaning of section 142(d) of the Internal
Revenue Code of 1988, as amended. The Project will be owned by the Borrower or
an ontity affiliated with and controlled by or under common ownership with the
I30rrwer. The public hearing, which may be continued or adjourned, will be held at
U;30 a.m. on July 24, 2047 before the Authar4ty in the City Council conference roam
at 201 James Avenue, Colonial Heights, Vlfginia 23834.
The issuance of revenue bonds as requested by the Borrower will not constitute a
debt or pledge of the faith and credit of the Commonwealth of Vtrglnls or,ihe City of
c6ith and credit nue the (axing Power Of
Co Inlal mmo welatth of Virg�e or any polilical sun
subdivision theereOw1l be pledged t the
payment of such bonds,
The public hearing, which may be continued or adjourned, will be held at 8;30
o'ciook a.m. pn duly 24,417, before the Authority, In the CIO Council conference
room at 201 James Avenue, Colonial Heigh, Virginia 2• Any person interested
in the iesuence of the bonds or the propoeed financing may appear at the hearing
and present his or her views• A copy of the. 8o1yovmes applica0on is on fide and is
open for inspection at the Authodty's office at the offices of the City of Colonial
Heights Department of Economic Development, 204 James Avenue, Colonial
Heights, Virginia 23834 during business hours
ECONOMIC DEVELOPMENT AUTHORITY Or
THE CITY OF COLONIAL HEIGHTS. VIRG1NtA
Adverlipd: July 10th and 17th, 2017
PAGE 111 ' RCVD AT 7120!2017 11:15:10 AM (Eastern DRY119111 Titnei' SVR:RDCRIGHTFAX•Vlg' DNIS:5191 ' C6I0:804732084' ANI:98047323455' DURATION (mro-se):00.37
INUCIJ111411i1 ilriwfispatd)
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6206
MCGUIREWOODS LLP
Alin MARGARET DOI.AN
1750 TYSONS BOULEVARD
SUITE 1800
MC LEAN, VA 22102-4215
Account Number
6054210
Date I
July 17, 2017
Date Category Description Ad Size Total Cost
0711712017 Meetings and Events NOTICE OF PUBLIC }TEARING BEFORE THE ECONOMIC D 2 x 48 L 834,60
NOfICf OtPURtIC NGRRIOREFOREINE
ECONOUIC OEV'rlOPtlBtI AViNORRY Oi
INE Clfi OF GOtONbll NEIfd01,VIRGIM
ONPROPOMtOPRIVATEACDMY00iN WN6f08
MOIRAtRINE 112MRVMYIONIN119PARINERSW
Publisher of the
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Richmond Times -Dispatch
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This is to certify that the attached NOTICE OF PUBLIC HEARING was
Inc, in the City
tciasncetrrt%cs;^�eapsuaze.Rec;s
published by the Richmond Times -Dispatch, of
»'Iff Aq a r.•LN;;=.t}J trsshls;:il re:Jal tt�,sr prof tt t{tsi.tic i.
r�; isp;�gtn>T+sa+;hr^.adjccaCf�is etncntran:c: si
Richmond, State of Virginia, on the following dates:
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The First insertion being given ... 07110/2017
Newspaper reference: 0000567564
Sworn to and subscribed before me this
Y4A L .--I
Nota Public Supervisor
State of Virginia
City of Richmond
My Commission expires
Klmberty S. Harris
NOTARY PUBLIC.
Commonwealth of Virginia
Notary Registration Number 356753
Commission Expires January 31. 2021
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
fafflym�42,11--iman—ina
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Rkhwd CManson, h. of more 8Av desui0edin tlrz alcresala Deed N TnM•
Kamal OForrEwT0 REQUEST RELEASE OFFORDS Cenoavi0elrNMWWtt 7ERIaf OF ALD Uie wAkSald'A515,'VA1NOUf REPRE•
ekcua CowtWthe dtyN REQUEST FOR PROPOSAL ss� r�rax,Ana�ANso�vpaayN�atneri;
July 17,2017""wd'Yr9 "le 9aY ran, up{(nn p�eD9sNs ban OWNieg MddNsiN the grad- ten e}record tddnO plaffyova tAlDeeddTmt'La Otannounced at
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VJrIIinla lkparfinent of Community DMIOPmeot
800 F Apin St
Ric mond, VA23219
804.371-7008
On or About Aagust 3, ZOIi the Ya9inia pepatment 0(H WY
IM and cmenunNy pevelopnent (DHCDI wgE sutwtdt a re-
quest m tin UNtld Stalls tkpar( Of Housing and prharl
Dvsebprtieet Rldimond UNke (tin) for•the nknsr of
HOME funds under Cranston-Om7alaz Nahonal Af(Ord"We'
p �glpwlaks INewClayFlousetwo
11AApart entsaReehhaablika-
tan, The properties are= for rehabilitation using
OHCO HOME Units in the announts of $885,820.
The projects rehabilitating the edstUg rental complex in the
CkY of RlrfimOnd with a scope of work that includes, but is
not Nmihd tO new kitehetro, bathrooms, Noodng, windows.
doors, roofitlg, HVAC S* systems and VA—, heaters, and
IaWdor paint. The estimated total project budgets are
$14b91.7O5.
MID gnAatlnH at proposed Fe vasty (rkom Na..W gnonr
mental Pagcy Ad (NEPA) rcqukemerHs, An EmkomgMal
Revbw Record (ERR) that documents the erwiromnNt W de•
lNmdnallons tin thh project Is on file at the Department of
"busing and Community D )OPment. 800 E Main Street,
Suite 300, Richmond VA 23219 and MY be examined or cop•
led weekdays 8:30 AM to S P.M.
PUBLIC CWMEHTS
Any individual, group, On agency may submit written con-
mends on the ERN l0 DNCO. 800 E. Main K "Riand, VA
23219. All tammlmtS received by March 1, 2017, VAR be can,
SidGCd by ZD prior to authorizing submission of a re-
quest far rel�e at funds.
EFI RRONMENTAL CERTIFICATION
OHCO ttrt0les to HUD that BIN Shelton In his capadty as Dl-
rector
Courts H an action h ought tacceirt theo eenf rce responsibiictian of the lities In
relation to the mvhomnenlal review Process and that these
responsibilities have been satisfied. HUD•s approval of the
confifficadjon satisfies its ilities under NEPA and re-
laced Lawn and aothoitles and apovn the DRCD to use Pro-
gram funds.
OWECrIONS TO RELEASE OF FUNDS
accept Nljeetialt to its release of funds and DHC1
tion for a period of fifteen days following the antict
danission date or ins aahW recept of the request
ra is later) 0* H they are 00 One o1 the foil wAnl
a) the certification was not executed by the Certify
;er of DWA (b) the State has omitted A step 0
make a decision err findhg leWked by HUD regale
24 CFR part 59; (c) the grant rectalent or other par
I in the devebpmem Process have cam.111" 0r,
tenpai objectors should contact Hw at taw) -au, w
D-- teas(on 41133, t0 vally the Actual last day of the obledia
period.
vn BiNShtkon
9 tWeeton n,.,,
a�
NOTICE OF TAKING PROOF OF
DEBTS AND DEMANDS
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the fd"all
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ppTROfFUaIICAUON Case NO.J116T63841-01,-05-00
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servkasthe �ilsOhOeMato sdkJl tot at polusa. of
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EXHIBIT B
SUMMARY OF STATEMENTS
Representatives of Colonial Ridge Preservation Limited Partnership and
McGuireWoods LLP, bond counsel, appeared before the Authority to explain the proposed
plan of financing. No one appeared in opposition to the proposed bond issue.
EXHIBIT C
RESOLUTION
[See Attached]
RESOLUTION OF THE ECONOMIC DEVELOPMENT AUTHORITY OF
THE CITY OF COLONIAL HEIGHTS, VIRGINIA AUTHORIZING THE
ISSUANCE OF UP TO $28,000,000 MULTIFAMILY HOUSING REVENUE
BONDS FOR THE ACQUISITION, RENOVATION AND EQUIPPING OF AN
APPROXIMATELY 292 UNIT MULTIFAMILY HOUSING FACILITY
LOCATED IN THE COUNTY OF CHESTERFIELD, VIRGINIA
WHEREAS, there have been described to the Economic Development Authority
of the City of Colonial Heights, Virginia (the "Authority") the plans to acquire, renovate
and equip a multifamily residential housing project consisting of two existing properties
which are adjacent and share an entrance: The Glen at Colonial Heights, eight two-story
residential buildings containing approximately 100 units representing approximately
89,100 net rentable square feet, located at 2609 Mangowood Road, South Chesterfield,
Virginia 23834; and Colonial Ridge Apartments, 17 three-story residential buildings
containing approximately 192 units representing approximately 160,020 net rentable
square feet, located at 2717 Martingale Road, South Chesterfield, Virginia 23834; and
including three one-story non-residential buildings containing approximately 2,833 total
square feet (collectively, the "Project"), in the County of Chesterfield, Virginia (the
"County"), by Colonial Ridge Preservation Limited Partnership, a Virginia limited
partnership, or an affiliated entity (the "Borrower"); and
WHEREAS, the Project shall be established and maintained as a "qualified
residential rental project" within the meaning of Section 142(d) of the Internal Revenue
Code of 1986, as amended (the "Code"); and
WHEREAS, the Authority is empowered, pursuant to the Industrial Development
and Revenue Bond Act, Chapter 49, Title 15.2 (the "Act") of the Code of Virginia of 1950,
as amended (the "Virginia Code"), to issue its bonds for the purpose, among others, of
financing the acquisition, renovation and equipping of multifamily residential rental
apartment projects such as the Project, located within the territorial boundaries of the
County; provided that the Board of Supervisors of the County (the `Board of Supervisors")
concurs with the Authority's inducement resolution for such bonds; and
WHEREAS, the Borrower has requested the Authority to agree to issue its
multifamily residential rental housing revenue bonds under the Act in an amount not to
exceed $28,000,000 (the "Bonds"), the proceeds of which will be used to finance costs to
be incurred in acquiring, renovating and equipping the Project as permitted under the Act;
and
WHEREAS, a public hearing (the "Public Hearing") has been held on July 24,
2017 with respect to the Project and the Bonds in accordance with Section 147(f) of the
Code and Section 15.2-4906 of the Act.
NOW, THEREFORE, BE IT RESOLVED BY THE ECONOMIC
DEVELOPMENT AUTHORITY OF THE CITY OF COLONIAL HEIGHTS,
VIRGINIA THAT:
I . The foregoing recitals are approved by the Authority and are incorporated
in, and deemed a part of, this resolution.
2. It is hereby found and determined that the acquisition, renovation and
equipping of the Project for the Borrower will further the public purposes of the Act by
promoting safe and affordable housing in Virginia.
3. It is hereby found and determined that the Project will constitute "facilities
used primarily for multi -family residences" as defined in the Act.
4. To induce the Borrower to acquire, renovate and equip the Project and
maintain the Project as a "qualified residential rental project" within the meaning of Section
142(d) of the Code, the Authority hereby agrees, subject to approvals required by
applicable law, to assist the Borrower in financing the acquisition, renovation and
equipping of the Project, including the financing of reserve funds as permitted by
applicable law, by undertaking the issuance of (and hereby declares its official intent to
issue) the Bonds upon the terms and conditions to be set forth in a subsequent resolution
of the Authority.
5. It having been represented to the Authority that it is necessary to proceed
with the acquisition, renovation and equipping of the Project, the Authority hereby agrees
that the Borrower may proceed with the plans for the Project, enter into contracts related
to the acquisition, renovation and equipping of the Project and take such other steps as it
may deem appropriate in connection therewith, provided that nothing herein shall be
deemed to authorize the Borrower to obligate the Authority without its consent in each
instance to the payment of any moneys or the performance of any acts in connection with
the Project or any portion thereof. The Authority agrees that the Borrower may be
reimbursed from the proceeds of the Bonds for all expenditures and costs so incurred by it,
provided such expenditures and costs are properly reimbursable under the Act and the
Code.
6. The Authority hereby designates McGuireWoods LLP, Tysons, Virginia, to
serve as bond counsel and hereby appoints such firm to supervise the proceedings and
approve the issuance of the Bonds.
7. The Borrower agrees to indemnify and save harmless the Authority, its
officers, directors, employees and agents from and against all liabilities, obligations,
claims, damages, penalties, losses, costs and expenses in any way connected with the
issuance and sale of the Bonds.
8. All costs and expenses in connection with the financing and the acquisition,
renovation and equipping of the Project, including the fees and expenses of the Authority
(including, without limitation, any application fee and origination fee or annual fee, as
applicable), bond counsel, counsel for the Authority, and Borrower's counsel shall be paid
from the proceeds of the Bonds (but only to the extent permitted by applicable law) or from
moneys provided by the Borrower. If for any reason the Bonds are not issued, it is
understood that all such expenses shall be paid by the Borrower and that the Authority shall
have no responsibility therefor.
9. In adopting this resolution the Authority intends to evidence its "official
intent" to reimburse the Project expenditures with proceeds from the issuance of the Bonds
within the meaning of Treasury Regulations Section 1.150-2.
10. The Bonds shall be limited obligations of the Authority and shall be payable
solely out of revenues, receipts and payments specifically pledged therefor. Neither the
directors, officers, agents or employees of the Authority, past, present and future, nor any
person executing the Bonds, shall be liable personally on the Bonds by reason of the
issuance thereof. The Bonds shall not be deemed to constitute a general obligation debt or
a pledge of the faith and credit of the Commonwealth of Virginia or any political
subdivision thereof, including the Authority, the City of Colonial Heights, Virginia (the
"City") or the County (and the Bonds shall so state on their face), and neither the
Commonwealth of Virginia nor any such political subdivision thereof shall be personally
liable thereon, nor in any event shall the Bonds be payable out of any funds or properties
other than the special funds and sources provided therefor. Neither the faith and credit nor
the taxing power of the Commonwealth of Virginia, or any political subdivision thereof,
shall be pledged to the payment of the principal of the Bonds or the interest thereon or other
costs incident thereto. The Bonds shall not constitute an indebtedness within the meaning
of any constitutional or statutory debt limitation or restriction.
11. The Authority (including its officers, directors, employees and agents) shall
not be liable and hereby disclaims all liability to the Borrower and all other persons or
entities for any damages, direct or consequential, resulting from the issuance of the Bonds
or failure of the Authority to issue the Bonds for any reason. Any obligation of the
Authority to exercise its powers in the County to issue the Bonds as requested by the
Borrower is contingent upon the satisfaction of all legal requirements and the Authority
shall not be liable and hereby disclaims all liability to the Borrower for any damages, direct
or consequential, resulting from the Authority's failure to issue Bonds for the Project for
any reason, including but not limited to, the failure of the Board of Supervisors or the City
Council of the City (the "City Council") to approve the issuance of the Bonds.
12. The Authority recommends that the Board of Supervisors and the City
Council approve the issuance of the Bonds, as required by the Code and the Act.
13. Each officer of the Authority is hereby authorized to request an allocation
or allocations of the State Ceiling (as defined in Section 15.2-5000 of the Virginia Code)
in accordance with the applicable provisions of the Virginia Code and any regulations or
executive orders issued thereunder. All costs incurred by the Authority, if any, in
connection with such proceedings shall be paid for by the Borrower.
14. No Bonds may be issued pursuant to this resolution until such time as (a) the
issuance of the Bonds has been approved by the Board of Supervisors and the City Council
and (b) the Bonds have received an allocation or allocations of the State Ceiling in
accordance with the applicable provisions of the Virginia Code and any regulations or
executive orders issued thereunder.
15. The approval of the issuance of
t
he onds does not constitute an
of the Bonds the
endorsement to a prospective purchasercreditworthiness of the Project
or the Boirower.
16. This resolution shall take effect immediately upon its adoption.
Adopted: July 24, 2017
CERTIFICATE
The undersigned Secretary of the Economic Development Authority of the City of Colonial
Heights, Virginia (the "Authority") 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 a
meeting duly called and held on July 24, 2017, in accordance with law, and that such resolution
has not been repealed, revoked, rescinded or amended but is in frill force and effect on this date.
WITNESS the following signature and seal of the Authority, this 24t11 day of July, 2017.
Secret ry, Economi evelopment Authority of
the City of Colonial Heights, Virginia
[SEAL]
FISCAL IMPACT STATEMENT
FOR PROPOSED BOND FINANCING
Date: July 24, 2017
To the City Council of Colonial Heights, Virginia and
the Board of Supervisors of Chesterfield County, Virginia
Applicant:
Facility:
1.
2.
3.
4.
5.
7.
8
Colonial Ridge Preservation Limited Partnership
Multi -Family Housing Facility known as The Glen at Colonial Heights/Colonial Ridge
Apartments (Chesterfield County, Virginia)
Maximum amount of financing sought.
$ 28,0003000
Estimated taxable value of the facility's real property to be $
21,150,000
constructed in the locality.
Estimated real property tax per year using present tax rates. $
Estimated personal property tax per year using present tax $
rates.
Estimated merchants' capital tax per year using present tax $
rates.
(a) Estimated dollar value per year of goods that will be
purchased from Virginia companies within the locality.
(b) Estimated dollar value per year of goods that will be $
purchased from non -Virginia companies within the locality.
(c) Estimated dollar value per year of services that will be $
purchased from Virginia companies within the locality.
(d) Estimated dollar value per year of services that will be
purchased frm onon-Virginia companies within the locality. $
Estimated number of regular employees on year round basis.
203,040
N/A
N/A
65,069
3,000
1,049,137
206,157
7
$ 38,034
Average annual salary per employee.
Chairman, Econo is velopment Authority of
the City of Colo ial Heights, Virginia
'rhe information contained in this Statement is based solely on facts and estimates provided by the Applicant, and the Authority has made no independent investigation
with respect thereto.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.B.1.g.
Subject:
Resolution Naming the Chesterfield County Fairgrounds Exhibition Building the
"Vietnam Veterans Memorial Building"
County Administrator's Comments:
County Administrato
Board Action Regue:
The Board of Supervisors is requested to adopt a resolution recognizing
Vietnam Veterans by naming the Chesterfield County Fairgrounds Exhibition
Building the "Vietnam Veterans Memorial Building."
Summary of Information:
This resolution recognizes and honors the sacrifices and service of the many
veterans of the Vietnam War.
Preparer
Louis Lassiter
Attachments: 0 Yes F-1No
Title: Deputy County Administrator
WHEREAS, in 1965, United States Armed Forces ground combat
units arrived in Vietnam; and
WHEREAS, by September 1965, there were over 129,000 United
States troops in Vietnam, and by 1969, a peak of approximately
543,000 troops was reached; and
WHEREAS, on January 27, 1973, the Agreement Ending the War and
Restoring Peace in Vietnam (commonly known as the "Paris Peace
Accords") was signed, which required the release of all United
States prisoners -of -war held in North Vietnam and the withdrawal of
all United States Armed Forces from South Vietnam; and
WHEREAS, more than 58,000 members of the United States Armed
Forces lost their lives in Vietnam, and more than 300,000 members
of the Armed Forces were wounded; and
WHEREAS, in 1982, the Vietnam Veterans Memorial was dedicated
in the District of Columbia to commemorate those members of the
United States Armed Forces who died or were declared missing -in-
action in Vietnam; and
WHEREAS, the Vietnam War was a conflict that caused a
generation of veterans to wait too long for the United States
public to acknowledge and honor the efforts and services of such
veterans; and
WHEREAS, many members of the United States Armed,Forces served
bravely and faithfully for the United States during the Vietnam War
including many residents of Chesterfield County, Virginia; and
WHEREAS designating the Chesterfield Fairgrounds exhibition
building as the "Vietnam Veterans Memorial Building" would be an
appropriate way to honor those members of the United States Armed
Forces who served in South Vietnam and throughout Southeast Asia
during the Vietnam War.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors hereby recognizes Vietnam Veterans by naming
the Chesterfield County Fairgrounds Exhibition Building the
"Vietnam Veterans Memorial Building."
AND, BE IT FURTHER RESOLVED, that a copy of this resolution be
permanently recorded among the papers of this Board of Supervisors
of Chesterfield County, Virginia.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.8.2.
Subject:
Acceptance of FY2018 Highway Safety Project Grants Awarded by the
Department of Motor Vehicles
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept and appropriate FY2018 Highway Safety Project Grants, in the amount
of $253,826, from the Department of Motor Vehicles for the purpose of
speed and alcohol enforcement activities.
Summary of Information:
Grant awards have been made for speed enforcement and DUI enforcement in
the total amount of $253,826, to be used for overtime activities and
equipment. The Speed Enforcement grant award is $81,000, and the Alcohol
Enforcement grant award is $172,826. Funds will support overtime for
officer participation in directed patrols and enforcement activities for
DUI and speeding. Funds will also support officer participation in one
educational conference, and the purchase of equipment, such as radar
units, and breathalyzers, to improve the ability of officers to perform
the proposed enforcement activities.
There is a 50 percent match requirement of $126,913 that covers both
grants, which will be met through in-kind fuel expenses incurred during
the project activities. The funding for the fuel is already included in
the department's FY2018 adopted operating budget.
Preparer: Colonel Daniel W. Kelly Title: Interim Chief of Police
Preparer: Allan M. Carmody Title: Director, Finance
Attachments: Fl Yes No #
J -t
I'JC11421
CHESTERFIELD COUNTY
BOARD OF SUPERVISORRI-Z
AGENDA I
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 12.13.3.
Subject:
Consideration of an Updated Law Enforcement Mutual Aid Agreement with
Colonial Heights, Hopewell, Petersburg, Prince George, Sussex, Surry and
Dinwiddie
County Administrator's Comments:
County Administrator:
Board Action Requested:
Authorize the County Administrator to execute the updated Law Enforcement
Mutual Aid Agreement with Colonial Heights, Hopewell, Petersburg, Prince
George, Sussex, Surry and Dinwiddie.
Summary of Information:
In 1996, the County entered into a Police Mutual Aid Agreement with Colonial
Heights, Hopewell, Petersburg and Prince George. In 2007, due to the
increasing focus on the need for a regional response to deal with significant
emergencies, Sussex County, Surry County, and Dinwiddie County were added as
participating localities. The agreement provides that a locality may request
the assistance of another locality's police personnel or equipment. The
locality to which the request is made has the discretion to respond or not.
If personnel or equipment are furnished, they will remain under the ultimate
control of the responding jurisdiction.
Preparer: Jeffrey L Mincks Title: County Attorney
Attachments: 0 Yes F-1 No #
2 2
CHESTERFIELD CO1i1T'T'
BOARD OF SUPERVISORS Page 2 of
AGENDA I
The proposed Law Enforcement Mutual Aid Agreement has been substantively
revised as follows:
• The addition of paragraphs 13-14, which address liability and
enforceability of the Agreement; and
• The addition of paragraphs 15-17, which provide a mechanism for
future sheriffs of the counties of Surry, Sussex, and Dinwiddie to
join in the Agreement without the other participating jurisdictions
having to execute a new version of the Agreement.
Colonel Kelly has been involved in this process and supports approval of the
updated Mutual Aid Agreement.
It is requested that the Board authorize the County Administrator to execute
the revised Law Enforcement Mutual Aid Agreement on behalf of the County.
The governing bodies and the Sheriffs of the other jurisdictions are being
asked to take the same action requested here.
30:98986
LAW ENFORCEMENT MUTUAL AID AGREEMENT
THIS AGREEMENT, made as of this day of (the
"Effective Date"), by and among the CITY OF COLONIAL HEIGHTS, a municipal corporation
of the Commonwealth of Virginia, hereinafter referred to as "Colonial Heights", the CITY OF
HOPEWELL, a municipal corporation of the Commonwealth of Virginia, hereinafter referred to
as "Hopewell", the CITY OF PETERSBURG, a municipal corporation of the Commonwealth of
Virginia, hereinafter referred to as "Petersburg", the COUNTY OF PRINCE GEORGE, a
County of the Commonwealth of Virginia, hereinafter referred to as "Prince George", the
COUNTY OF CHESTERFIELD, a County of the Commonwealth of Virginia, hereinafter
referred to as "Chesterfield", the SHERIFF OF THE COUNTY OF SUSSEX, a County of the
Commonwealth of Virginia, hereinafter referred to as "Sussex", the SHERIFF OF THE
COUNTY OF DINWIDDIE, a County of the Commonwealth of Virginia, hereinafter referred to
as "Dinwiddie", and the SHERIFF OF THE COUNTY OF SURRY, a County of the
Commonwealth of Virginia, hereinafter referred to as "Surry";
WHEREAS, Virginia law authorizes local governments to enter into reciprocal
agreements for cooperation in the furnishing of law enforcement services; and
WHEREAS, certain local governments and sheriffs in the Petersburg Metropolitan Area
have determined that the provision of law enforcement aid across jurisdictional lines will
increase their ability to preserve the safety and welfare of the entire area; and
WHEREAS, it is deemed to be mutually beneficial to Colonial Heights, Hopewell,
Petersburg, Chesterfield, Sussex, Dinwiddie, Surry and Prince George to enter into an agreement
concerning mutual aid with regard to law enforcement; and
WHEREAS, the parties desire that the terms and conditions of any such Law
Enforcement Mutual Aid Agreement be established; NOW THEREFORE
WITNESSETH
That for and in consideration of the mutual benefits to be obtained herein, Colonial
Heights, Hopewell, Petersburg, Chesterfield, Prince George and the sheriffs of Sussex,
Dinwiddie and Surry hereby covenant and agree, each with the other, as follows:
1. Colonial Heights, Hopewell, Petersburg, Chesterfield, Prince George and the
sheriffs of Sussex, Dinwiddie and Surry will endeavor to provide law enforcement support to the
jurisdictions which are parties to this Agreement within the capabilities available at the time the
request for such support is made and within the terms of this Agreement. The terms "law
enforcement support" or "support" include, without limitation, any law-enforcement activity
undertaken by a responding party pursuant to the Agreement.
2. Nothing contained in this Agreement should in any manner be construed to
compel any of the parties hereto to respond to a request for law enforcement support when the
law enforcement personnel of the jurisdiction to whom the request is made are, in the opinion of
the requested jurisdiction, needed within the boundaries of that jurisdiction, nor shall any such
request compel the requested jurisdiction or sheriff to continue to provide law enforcement
support in another jurisdiction when its law enforcement personnel or equipment, in the opinion
of the requested jurisdiction, are needed for other duties within the boundaries of its jurisdiction.
3. No party to this agreement shall be liable to any other party hereto for any loss,
damage, personal injury or death to law enforcement personnel or equipment resulting from the
performance of this Agreement, whether such occurs within or without the jurisdictional
boundaries of the respective parties hereto.
4. There shall be no liability to any of the parties hereto for reimbursement for
injuries to law enforcement, equipment or personnel occasioned by a response or law
enforcement action, or for injuries to such equipment or personnel incurred when going to or
returning from another jurisdiction. Neither shall the parties be liable to each other for any other
costs associated with, or arising out of, the rendering of assistance pursuant to this Agreement.
5. Any parties hereto desiring to request assistance pursuant to the terms and
conditions of this Agreement shall make such request to an Officer having the rank or grade of
Chief of Police or his/her designee(s), or in the Counties without a police department, the Sheriff
or his/her designee(s).
6. The personnel of any party rendering assistance to a jurisdiction requesting
assistance under this Agreement shall render such assistance under the direction of the
appropriate official designated by the requesting jurisdiction; provided, however, that the
ultimate control of the personnel of any party rendering assistance shall rest with the Officers or
supervisors of such personnel.
7. The services performed and expenditures made under this Agreement shall be
deemed for public and governmental purposes and all immunities from liability enjoyed by each
party within its boundaries shall extend to its participation in rendering assistance outside its
boundaries. It is understood that for the purposes of this Agreement, the responding party is
rendering aid once it has initiated a response pursuant to this Agreement.
8. All pension, relief, disability, workers' compensation, life and health insurance,
and other benefits enjoyed by said employees shall extend to the services they perform under this
Agreement outside their respective jurisdictions.
9. All law enforcement officers, agents, and other employees of the parties to this
Agreement shall have the same powers, rights, benefits, privileges, and immunities in every
jurisdiction subscribing to this Agreement, including the authority to make arrests in every such
jurisdiction subscribing to this Agreement.
10. The parties of this Agreement recognize that they are each fully capable of
independently providing services to adequately serve their respective political subdivisions. The
governing bodies of the parties, other than Sussex, Surry and Dinwiddie, to this AZD
greement each
agree that this Agreement shall neither be used against the Counties in any future annexation
2
proceedings nor shall any cooperative undertaking arising out of this Agreement be used against
the Counties in any future annexation proceedings. This cooperative Agreement is entered into
in furtherance of the policies set forth in Section 15.2-1736 of the Code of Virginia, 1950, as
amended, and shall be without prejudice to the Counties.
11. This Agreement repeals and supersedes all previous written agreements or oral
understandings relating to the provision of mutual law enforcement services as outlined in this
document.
12. This Agreement may be terminated at any time by any party giving thirty (30)
days written notice of that effect to the other parties hereto.
13. No provision in this Agreement is intended to or shall create any rights with
respect to the subject matter of this Agreement in any third party.
14. In the case any provision or provisions in this Agreement are found invalid,
illegal, or unenforceable, the validity, legality and enforceability of the remaining provisions
shall not in any way be affected or impaired thereby and such provision shall be ineffective only
to the extent of such invalidity, illegality or unenforceability.
15. For the purposes of clarification and not in limitation of any rights current and
future sheriffs of Surry, Sussex, and Dinwiddie may have under this Agreement or prior Law
Enforcement Mutual Aid Agreements, future sheriffs of Surry, Sussex and Dinwiddie may
choose to enter and ratify this Agreement by executing it and providing notice of the same to the
other parties to this Agreement.
16. This Agreement, including any exercise of rights under Sections 15 or 17 herein
by sheriffs may be executed in counterparts, which together shall constitute a single agreement.
This Agreement and any documents relating to it may be executed and transmitted to any other
party by facsimile or PDF, which facsimile or PDF shall be utilized in all respects as, an original,
wet -inked manually executed document.
17. As of the Effective Date, this Agreement shall rescind and supersede the Law
Enforcement Mutual Aid Agreement entered into on the 26th day of March, 2007 by and between
the parties to this Agreement. Should a sheriff of Surry, Sussex or Dinwiddie sign this
Agreement prior to the Effective Date, his/her signature shall serve to (1) agree to the terms and
conditions of and (2) allow said sheriff to become a party to the March 26, 2007 Mutual Aid
Agreement until the Effective Date, on which date this Agreement would take effect.
18. Any notice provided pursuant to this Agreement shall be provided to each party at
the addresses given below on the respective signature pages of the parties, and shall be deemed
given when delivered personally or deposited in the U.S. mail, First Class with postage prepaid.
IN WITNESS WHEREOF, the City Manager, County Administrator, or Sheriff, as
applicable, of the respective jurisdictions have signed by agreement, they having been duly
authorized to do so.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 12.B.4.a.
Subiect:
Set October 25, 2017, for Public Hearing for Code Amendment Relative to
Nonconforming Uses and Related Fees
County Administrator's Comments:
County Administrator:
Board Action Requested:
Set October 25, 2017, for public hearing for code amendment relative to
nonconforming uses and related fees
Summary of Information:
On June 28, 2017, the Board of Supervisors instructed staff to prepare
several ordinance amendments to address this year's state law changes and
forward the ordinances to the Commission for public hearing.
On August 15, 2017, the Commission held a public hearing and recommended
approval of the attached amendment on a vote of 5-0.
The attached amendment addresses changes to the nonconforming section of the
zoning ordinance. Specifically, this year's state law change requires that
the ordinance establish a structure as nonconforming under the following
circumstances:
• the structure did not require a permit;
• an authorized local government official informed the property owner
that the structure would comply with the ordinance; and
• the structure was subsequently constructed accordingly, but does not
comply with the ordinance.
Preparer
Kirkland A. Turner
Attachment: 0 Yes 1-1 No
Title: Director of Planning
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information (Continued)
The law further establishes that in any proceedings when the authorized
official is deceased or unavailable to testify, any uncorroborated testimony
of the oral statement is not sufficient to prove the official made the
statement.
The second part of the amendment addresses a change that occurred last year
that has not yet been incorporated into the ordinance. Specifically, the
state law requires that if a use does not conform to the zoning district in
which located, a business license was issued for the use, and the holder of
the license has operated continuously in the same location for at least 15
years and paid all local taxes for the use, the holder of the business
license shall be exempt from any fee when applying for a Conditional Use,
Special Exception, or Zoning to permit the use. Even though this provision
has not been in the ordinance, should there have been a case, there would
not have been a rezoning fee charged.
ATTACHMENT
® Attachment A- Proposed Ordinance
Attad-nuent A
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD,
1997, AS AMENDED, BY AMENDING AND REENACTING SECTIONS 19.1-3 AND 1.9.1-
41 OF THE ZONING ORDINANCE RELATING TO NONCONFORMING USES AND
IZEI_,XfED FEES
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Sections 19.1-3 and 19.1-41 of the Code of the Couno� of Chesterfield, 1997, as
amended, are amended and re-enacted, to read as follows:
000
B. Enlargement, Extension, Reconstruction, Substitution, or Structural Alteration of
Nonconforming I.Jse. Except where otherwise provided, a n0ne0flf0fn+tffga
nonconforining, use, building or structure shall not be enlarged, extended, reconstructed,
su
bstituted, or structurally altered except when required by law or lawful order
or as follows:
000
7. Additionally, a nonconforming building or structure shall include those circumstances
where:.
• a permit was not required and an authorized goverriniental official inl'onned the
property owner that the structure would comply with the zoning ordinance-, and
0 the improvements were then constructed accordingly.
In any proceeding when the authorized county official is deceased or unavailable to
testify, uncorroborated testimony of the oral statement of such official shall not be
sufficient evidence to prove that the authorized county official made Such statement.
-7-.8.A nonconforming building or structure may be repaired, rebuilt or replaced after being
damaged or destroyed by a natural disaster or other act of God or accidental fire
provided that:
1933:98702.1
the nonconforming features are eliminated or reduced to the extent possible,
without the need to obtain a variance or other zoning approval;
* the requirements of the floodplain regulations -of this chapter are met; and
• the work is done within 2 years unless the building is in an area under a federal
disaster declaration and was damaged or destroyed as a direct result of the
disaster, in which case the time period shall be extended to 4 years.
Attaclunent A
For purposes of this section, "act of God" shall include any natural disaster or
phenomena including a hurricane, tornado, storm, flood, high water, wind -driven
water, tidal wave, earthquake or fire caused by lightning or wildfire. Nothing herein
shall be construed to enable the property owner to commit an arson under the Code of
Virginia and obtain vested rights under this section.
9-.9.A nonconforming manufactured home within a manufactured ]ionic park may be
replaced with another comparable manufactured home that meets the HUD
manufactured housing code. In such circumstances, a single -section home may replace
a single -section home and a multi -section home may replace a multi -section home. A
nonconforming manufactured home located on an individual lot may be replaced with
a newer manufactured home, either single- or multi -section, that meets the HUD
manufactured housing code.
000
The fees shown in 'fables 19.14I.A., B. and C. shall be submitted in conjunction with the
specified application or request, provided, however, fees fora single application shall not
exceed $75,000. Fees shall be waived for any County department or agency excluding the
Chesterfield County Airport, Utilities Department and Public Schools.
Except where otherwise stated, each application shall be firalted to either a single lot, a
combination of lots provided the lots are contiguous to each other, or any combination of
lots which were the subject of the same condition of a zoning approval.
Acreage fees shall be prorated on any portion in excess of each whole acre.
1933:98702.1
f e0 '7 ,
Attachment A
Application Type,
Fee (in dollars)
Rezoning
1400 plus 70 per acre in excess of I acre
Communication Tower
7500 plus 100 per acre in excess of I acre
Computer Controlled Variable Message
Electronic (EMC) Sign
2 100 plus 100 per acre in excess of I acre
Landfill, Quarry, Mine or Borrow Pit
7500 plus 100 per acre in excess of I acreM
Conditional Use
or
Conditional Use
Planned
DevelopmentIM
Adult Business
7500 plus 100 per acre in excess of I acre 121
Use Incidental to Principal Dwelling to
include Family Day Care Horne
300121
Recreational Facility and Grounds
Primarily Serving Surrounding
300121
Residential Community
All Others
1400 plus 70 per acre in excess of I acre[ur-1
Substantial
Communication Tower
7500 plus 100 Per 2CTC in excess Of I aMr-1
Accord
All Others
1400 plus 70 per acre in excess of I acre 121
Manufactured Home Permit
200
Resource
Single Farifily Dwelling or Accessory
Use to Single Family Dwelling
300
Protection Area
Exception
All Others
2300
Use Incidental to Principal Dwelling to
include Family Day Care Horne or
Resource Protection Area Single Family
300 [21
Dwelling
Amend
Conditions of
Previously
Approved
Recreational Facility and Grounds
Primarily Serving Surrounding
Residential Community
300M
ApplicationM
Manufactured Home Permit
200
2000 for first 2 conditions
All Others
plus 1000 for each condition thereafter (includes
Condition of textual statement) 111121
IDeferral Request by Applicant of Planning Commission or
1000 for first deferral
Board of Supervisors' Public Hearing[MeetingQl
plus 2000 for each deferral thereaflerIll
I mmmmmmml
1933:98702.1
Attaefln-tent A
Notes for Table 19.1-4 LA.
[1] For any office, commercial or industrial use WitlIuI an enterprise Z(Ale, enterprise stibzone or technology /-()jic
red provided the director of planning
as designated by the county code, an application fee sliall not. be 1 -equ0
determines that the request is in compliance with the comprehensive plan.
[2] One application maybe made for ariyeornbiriation of the request.,; footnoted as [2]. Tlicfccfori.iiyeoiiibiiikttioji
of (liese requests shall not be curnulative; rather the fee shall be based upon the category having the highest.
fic C.
[3] If a use does not conform to the zoning* district in which located, a business license was issued for
the use, and the holder of the license has operated continuously in the same location for at least 15
years and Paid all local vexes for the use, the holder of the business license shall be exempt from the
fee when applying for approval to permit the Use.
000
(2) That this ordinance shall become effective immediately upon adoption.
1933:98702A
P13 2
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 112.13A.b.
Subiect:
Set October 25, 2017, for Public Hearing on Code Amendment Relative to Small
Cell Communication Facilities
County Administrator's Comments:
County Administrator:
Board Action Requested:
Set October 25, 2017, for public hearing on code amendment relative to small
cell communication facilities.
Summary of Information:
On June 28, 2017, the Board of Supervisors instructed staff to prepare
several ordinance amendments to address state law changes and forward the
ordinances to the Commission for public hearing.
On August 15, 2017, the Planning Commission held a public hearing and
recommended approval of the attached ordinance amendment on a vote of 4-1
with Mr. Sloan voting against the ordinance.
The state code amendment basically precludes localities from requiring a
conditional use or special exception for small cell communication
facilities, and precludes regulating such uses other than to address:
• interference with other communication facilities or public safety, both
of which are regulated by the FCC; or
• aesthetics when locating on publicly owned or publicly controlled
property, which would be addressed through any lease agreement with the
applicable public body.
Preparer: Kirkland A. Turner
Attachment: 0 Yes F-1 No
Title: Director of Planning
23
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information Continued
The attached amendment would allow small cells attached to existing
structures in all zoning districts and define the use by limiting their size
in accordance with state law.
ATTACHMENT
® Attachment A- Proposed Ordinance
;-
1,1D C,:,
Attaclunent A
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD,
1997, AS AMENDED, BY AMENDING AND REENACTING SECTIONS 19.1-2,19.1-53 AND 19.1-
570 OF THE ZONING ORDINANCE RELATING TO COMMUNICATION SMALL, CELLS
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Sections 19.1-2,19.1-53 and 19.1-570 of'the Code of *the County of'Chesterfield 1997, as
a"iended, are amended and re-enacted, to read as follows:
Those uses listed as "R" or "RS" in Table 19.1-52.A. shall be permitted in the respective zoning
districts provided that the restrictions as outlined below are met. If the restrictions cannot be met, the
use may be allowed in the respective zoning district through either a Conditional Use or Special
Exception.
000
111110 PJW-1-J11 PMFIM P.MX-400 PME-MUMNOM PJK1111 B
1933:98701. 1
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1933:98701.
3
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1933:98701,
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1933:98701,
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1933:98701.
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1933:98701.
Attachment A
For the purposes of this chapter, the following words and phrases shall have the following meanings:
000
Communication small cell: how powefed fadiE) aeeess antenn A wireless facility attached to an existing
structure that meets both of the followinp, standards:
• each antenna is located inside an enclosure of, or the antenna and all its exposed
elements could fit within an imaginary enclosure of, no more than 6 cubic feet and
• excluding.. electric meter, concealment, telecommunications demarcation boxes, back-
up power systems, U01111ding equipment, power transfer switches, cut-off switches,, and
vertical cable runs for the connection of power and other services, all other equipment
associated with the facility does not exceed 28 cubic feet, or such higher limit as may
be established by the Federal Communications Commission.
tageg4ef wi4h asseeialed ii4000ting ;444d- 444R-ehamieal ecjuipmeI4, whish e4demids
e0f systems sei=viee eevefage and itiefeases netwofk eapaeity, and sueli ftf4eiHift is
Rither- tO R ffle Whieh 944PPO14S A44 '411416444' 1401(4 light, piw4ing lot liglit, "4:eet light er- E44W�y
141e, E)f tO a b0ildiffg.
000
(2) That this ordinance shall become effective immediately upon adoption.
1933:98701.
-1 ,, k" , 7
AUNAMUZZMA
BOARL) OF SIPERITISORS
AGENDA
Page I of 1
Meeting Date: September 27, 2017 Item Number: 12.B.4.c.
Subject:
Set October 25, 2017, for Public Hearing on Code Amendment Relative to
Written Order
County Administrator's Comments:
County Administrator:
Board Action Requested:
Set October 25, 2017, for public hearing on code amendment relative to
written order.
Summary of Information:
On June 28, 2017, the Board of Supervisors instructed staff to prepare
several ordinance amendments to address state law changes and forward the
ordinances to the Commission for public hearing.
On August 15, 2017, the Commission held a public hearing and recommended
approval of the attached ordinance amendment on a vote of 5-0.
This amendment would require that the appeal period for a written order from
the director of planning not commence until the right to appeal is given and
the written order is provided via registered mail to, or posted at the usual
place of abode of, either the property owner or registered agent.
ATTACHMENT
0 Attachment A- Proposed Ordinance
Preparer: Kirkland A. Turner
Attachment: E Yes F-1 No
Title: Director of Planning
Attachment A
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD,
1997, AS AMENDED, BY AMENDING AND REENACTING SECTION 19.1-5 OF THE ZONING
ORDINANCE RELATING TO WRITTEN ORDERS
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Section 19.1-5 of the Code of the County of Chesterfield, 1997, as oinended, are otnended and
re-enacted, to read as follows:
A. Written Decision, oir-Detelt-Inination and Order.
The director of planning shall provide a written response to a person who has filed a request in
writing for a decision or determination on zoning matters within the scope of his authority. The
response shall be provided within 90 days of the date of the request, unless the requestor agrees to
a longer time period. When the applicant is not the owner or the property owner's agent subject to
the written decision or determination, within 10 days of receipt of the request, the planning
department shall provide written notice within 10 days of the receipt of the request to the owner
of the property at the owner's last known address as shown by the department of real estate
assessments.
44+e -A written f:espen4-e--decision, deternimation or order shall include: a statement inforining the
recipient of the right to appeal the decision -c detennination or order within 30 days to the board
of zoning appeals in accordance with this chapter; the appeal fee; location of infort-nation regarding
the filing of an appeal; and a statement that the decision, determination or order is unappealable if
not appealed within 30 days after the date of the written decision, deterinination, or order. The
appeal period shall not commence until this statement is given.
In addition, for a written order only, the appeal period shall not commence until the order is sent
by registered mail to, or posted at the usual place of abode of, either the Property owner at the
address shown by the department of real estate assessments, or the address of the rep-istered agent
shown in the records of the Clerk of the State Corporation Commission.
000
(2) That, this ordinance. shall becon7e effiective imniediotely upon adoption.
1933:98700.1,
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
AGENDA
1749 "
R
Meeting Date: September 27, 2017 Item Number: 12.13.4.d.
Subiect:
Set a Public Hearing to Be Held in Connection with a Virginia Airports
Revolving Fund Loan Administered by Virginia Resources Authority (VRA) Not to
Exceed $2,000,000 and Authorize the Publication of Notice of Public Hearing
County Administrator's Comments:
County Administrator:
Board Action Requested:
1) Set a public hearing for October 25, 2017, in connection with a Virginia
Airports Revolving Fund loan administered by Virginia Reso I urces Authority for
the purpose of providing funds to the County for the design and replacement
of the fuel farm at the Airport, together with related expenses, in an amount
not to exceed $2,000,000; and 2) Authorize Notice of Public Hearing
publication.
Summary of Information:
Financing will allow for the design and completion of the FY2018 adopted CIP
Airport Fuel Farm project. The existing fuel farm, constructed in 1968, has
reached the end of its service life and has required extensive maintenance
over the years. Acquiring the loan through the State's Revolving Airport
fund allows the County to take advantage of lower interest rates and reduced
borrowing costs. Staff recommends approval.
Preparer: Matt Harris Title: Director, Budget and Management
Attachments: Yes No
CHESTERFIELD C0141T'T'
BOARD OF SUPERVISORS
AGE1
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 123.5.
Subiect:
Initiate an Application for Conditional Use, Amendment of Conditional Use
and Conditional Use Planned Development to Permit Expansion of a Private
School and Exceptions to Ordinance Requirements on a Total of 7.1 Acres
Located at 13801 and 13807 Westfield Road
County Administrator's Comments:
County Administrator:
Board Action Requested:
Initiate an application for Conditional Use to permit a private school
(Lifelong Learning Institute) in a Residential (R-7) District on a 1.0 acre
parcel located at 13807 Westfield Road (Tax ID 727-709-9536); amendment of a
Conditional Use (Case 10SN0266) in a Residential (R-7) District on a 6.1
acre parcel located at 13801 Westfield Road (Tax ID 728-709-2614) to delete
a condition on the existing private school to permit building additions and
alterations; and Conditional Use Planned Development to permit ordinance
exceptions on both parcels; appoint Stuart Connock, Chief of Parks, Planning
and Construction Services, as the agent for the Board; and waive disclosure
requirements.
Summary of Information:
The Lifelong Learning Institute has operated a member -supported non-profit
private school for age fifty and better adults at 13801 Westfield Road since
2004. A conditional use for this facility was approved in 2010 with a
condition that precludes additions and exterior alterations to the existing
structure. The school has expressed interest in adding to the building to
accommodate growing membership, as well as to expand parking for the
facility to an adjacent parcel that was not part of the original conditional
use (13807 Westfield Road). A conditional use planned development is
included to permit flexibility in development standards.
Preparer: Kirkland A. Turner Title: Director of Planning
Attachments: 0 Yes FI No
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information (Continued)
Virginia law permits the Board of Supervisors to initiate a rezoning
application on the principles of good zoning practice and general welfare to
consider land uses and exceptions that are not permitted under current
zoning regulations. Consideration of this request will provide for a public
process to review and determine if any adverse impacts would be generated on
the property(s), on adjacent property owners, or the County in general and,
if so, to determine what conditions might alleviate any adverse impacts and
enhance land use compatibility.
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 2
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.8.6.
Subject:
Appropriation of Funds and Authorization to Award a Construction Contract
and Change Orders for the Lucks Lane (Spirea Road to E. Evergreen Parkway)
and Lucks Lane (E. Evergreen Parkway to Route 288) Widening Projects
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to (1) appropriate $610,495 in cash proffers to the
Lucks Lane (Spirea Road to E. Evergreen Parkway) Widening project; and (2)
authorize the Director of Purchasing to award a construction contract, up to
$12,156,279, [$6,103,064 for Lucks Lane (Spirea Road to E. Evergreen Parkway)
and $6,053,215 for Lucks Lane (E. Evergreen Parkway to Route 288)] to the
lowest responsive and responsible bidder; and execute all necessary change
orders, up to the full amount budgeted, for the Lucks Lane (Spirea Road to
E. Evergreen Parkway) and Lucks Lane (E. Evergreen Parkway to Route 288)
Widening Projects.
On October 24, 2012, the Board authorized staff to proceed with the Lucks
Lane (Spirea Road to E. Evergreen Parkway) Widening Project. On October 9,
2013, the Board authorized staff to proceed with the Lucks Lane (E. Evergreen
Parkway to Route 288) Widening Project.
(Continued on next page)
Preparer: Jesse W. Smith
Preparer: Matt Harris
Attachments: 0 Yes
Title: Director of Transportation
Title: Director of Budget and Management
No
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information: (continued)
The project designs are complete, right-of-way has been acquired and
utilities have been relocated. The projects were combined into a single
advertisement for construction on August 22nd. Bids are to be received on
October 3rd and construction is anticipated to begin in October and be
completed by the fall of 2019.
Additional funds ($610,495) are needed to award the construction contract.
The Board is requested to appropriate $610,495 in cash proffers to the Lucks
Lane (Spirea Road to E. Evergreen Parkway) Widening project; and authorize
the Director of Purchasing to award a construction contract, up to
$12,156,279, [$6,103,064 for Lucks Lane (Spirea Road to E. Evergreen Parkway)
and $6,053,215 for Lucks Lane (E. Evergreen Parkway to Route 288)] to the
lowest responsive and responsible bidder, and execute all necessary change
orders, up to the full amount budgeted for the projects.
Recommendation:
Staff recommends the Board take the following actions:
1. Appropriate $610,495 in cash proffers to the Lucks Lane (Spirea Road
to E. Evergreen Parkway) Widening project; and
2. Authorize the Director of Purchasing to award a construction
contract, up to $12,156,279 [$6,103,064 for Lucks Lane (Spirea Road
to E. Evergreen Parkway) and $6,053,215 for Lucks Lane (E. Evergreen
Parkway to Route 288)], to the lowest responsive and responsible
bidder for the Lucks Lane (Spirea Road to E. Evergreen Parkway) and
Lucks Lane (E. Evergreen Parkway to Route 288) Widening Projects;
and
3. Authorize the Director of Purchasing to execute all necessary change
orders for the work, up to the full amount budgeted, for the Lucks
Lane (Spirea Road to E. Evergreen Parkway) and Lucks Lane (E.
Evergreen Parkway to Route 288) Widening Projects.
District: Clover Hill, Midlothian
LUCKS LANE
(SPIREA ROAD - E. EVERGREEN PARKWAY)
WIDENING PROJECT
ESTIMATE
Preliminary Engineering
$754,260
Right -of -Way (including utility relocations)
$2,098,013
Construction
$5,551,560
Construction Contingency
$551,504
Construction Engineering
$400,000
Total
$9,355,337
FY14 Revenue Sharing
$3,600,000
Previous transfer from Kelly Green Sidewalk, June 2015
$365,056
Previous transfer from revenue sharing projects, June 2017
$115,708
FY17 Revenue Sharing
$4,281,000
Previous transfer from Lucks Lane (E. Evergreen Pkwy to
Route 288) Widening project
$383,078
PROPOSED: Cash Proffers
$610,495
Total
$9,355,337
9
LUCKS LANE
(E. EVERGREEN PARKWAY - ROUTE 288)
WIDENING PROJECT
ESTIMATE
Preliminary Engineering
$796,291
Right -of -Way (including utility relocations
$1,053,384
Construction
$5,504,085
Construction Contingency
$549,130
Construction Engineering
$400,000
Total
$8,302,890
REVENUE
FY15 Revenue Sharing
$3,500,000
FY16 Revenue Sharing
$3,000,000
Previous transfer from revenue sharing projects, June 2017
$2,185,968
Previous transfer to Lucks Lane (Spirea Road to E.
Evergreen Pkwy)
-$383,078
Total
$8,302,890
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Widening Pro*ect
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of I
Meeting Date: September 27, 2017 Item Number: 12.8.7.
Subiect:
Appropriation of Funds for the Elkhardt Road (Ruthers Road/Pocoshock
Boulevard to Elmart Lane) Improvement Project
County Administrator's Comments:
e<
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to appropriate $2,880,962 in
anticipated VDOT reimbursements to the Elkhardt Road (Ruthers Road/Pocoshock
Boulevard to Elmart Lane) Improvement project.
Summary of Information:
The County was successful in securing SMART SCALE funds, approved by the
Commonwealth Transportation Board, for the Elkhardt Road (Ruthers
Road/Pocoshock Boulevard to Elmart Lane) Improvement project. Anticipated
VDOT reimbursements, $2,880,962, need to be appropriated to the project.
Recommendation:
Staff recommends the Board of Supervisors appropriate $2,880,962 in
anticipated VDOT reimbursements to the Elkhardt Road (Ruthers Road/Pocoshock
Boulevard to Elmart Lane) Improvement project.
District: Clover Hill
Preparer: Jesse W. Smith
Preparer: Matt Harris
Attachments: Yes
No
Title: Director of Transportation
Title: Director of Budget and Management
Z3
a
•
Elkhardt Road (Ruthers Road/Pocoshock Boulevard to Elmart
Lane) Improvement
PROJECT REVENUE
DATE
SOURCE
AMOUNT
7/1/2016
FY17 Revenue Sharing
$61,520
Construction
($30,760 state; $30,760 local)
TOTAL
1/25/2017
Transferred from completed
$1,450,000
providence Road Sidewalk project
6/28/2017
Transferred from Elkhardt Road to
($301,722)
Lucks Lane Phase II Widening Project
Proposed
Anticipated VDOT Reimbursements
$2,880,962
9/27/2017
(SMART SCALE Funding)
TOTAL
$4,090,760
PROJECT ESTIMATE
TASK
ORIGINAL
Preliminary Engineering
$390,000
Right-of-Way/Utility Relocation
$620,000
Construction
$3,080,760
TOTAL
$4,090,760
FTIMPTSIZINWMA
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 3
AGENDA
1749
Meeting Date: September 27, 2017 Item Number: 112.13.8.
Subject:
Designation of FY2019 and FY2020 Chesterfield Revenue Sharing Projects
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to designate FY2019 and FY2020 Chesterfield Revenue
Sharing projects and potential funding sources.
Summary of Information:
The county regularly participates in an annual Virginia Department of
Transportation (VDOT) matching fund program, Revenue Sharing, wherein the
county may provide local funds in anticipation of an equal match by VDOT.
The Commonwealth Transportation Board (CTB) approved changes to the revenue
sharing program:
• Biennial application cycle; previously annual
• Annual maximum request for state funds decreased from $10 million
annually to $5 million annually
• State allocation per project capped at a maximum of $10 million ($20
million total with local match); previously, no cap per project
(continued on next page)
Preparer: Jesse W. Smith
Preparer: Matt Harris
Attachments: 0 Yes
F-1No
Title: Director of Transportation
Title: Director of Budget and Managemen
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 3
AGENDA
Summary of Information: (continued)
• Transfers between on-going projects restricted to those that will be
applied to projects to be advertised or awarded within a year;
previously no restrictions to transfer between on-going projects
• Deallocation of funds will occur within six months of project
completion; previously, 24 months
With the FY2018-FY2022 CIP, the Board of Supervisors approved approximately
$8.5 million in local matching funds from the proceeds tied to the increase
in the vehicle registration fee to be applied to the FY2019 and FY2020
Revenue Sharing program. With the CTB changes to revenue sharing, only $5
million of the $8.5 million in anticipated vehicle registration fees can be
applied to the revenue sharing program. In order to best leverage county
dollars, staff recommends the balance of vehicle registration fee funds be
allocated to other matching fund programs, such as Transportation
Alternatives, and project contingency.
The following are staff's recommendations for FY2019 and FY2020 Revenue
Sharing projects utilizing the $10 -million per year program.
Continued funding for nine projects approved previously by the Board:
• Bailey Bridge Road (Sunday Silence Lane to Spring Run Road) Realignment
• Nash Road (Route 10 to Beach Road) Extension
• Belmont Road (Courthouse Road to Whitepine Road) Minor Widening
• McRae Road (Forest Hill Avenue to Rockaway Road) Sidewalk
• Ecoff Avenue (Ivywood Road to Ken Drive) Minor Widening
• Old Bermuda Hundred Road, East Section at Golf Course Road Improvement
• Otterdale Road/old Hundred Road Roundabout
• Robious Road Widening (James River Road to county line)
• Winterpock Road (Route 360 to Royal Birkdale Parkway) Widening
Proposed new projects:
• Old Centralia Road Sidewalk (Thomas Dale HS to Route 10)
• Woolridge Road Extension (Route 288 to Old Hundred Road)
Specific funding recommendations for FY2019 and FY2020 are identified on
Attachment A.
To move the projects forward quickly, staff recommends the county administer
the projects. As project plans are developed, staff will meet with affected
property owners to discuss the impacts of the project on their property. A
judgment will be made after the meetings as to whether a formal citizen
information meeting/public hearing is needed. In either case, staff will
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 3 of 3
AGENDA
Summary of Information: (continued)
only bring the detailed design to the Board for formal approval if there are
significant concerns expressed by the property owners directly impacted by
the project. The Woolridge Road Extension project will require a location
and design public hearing.
Upon Board approval, staff will submit the FY2019 and FY2020 project requests
to VDOT. VDOT has requested that localities submit their FY2019 and FY2020
Revenue Sharing applications by November 1, 2017. The Board is requested to
act on this item in order to meet the application deadline.
Recommendation:
Staff recommends the Board:
1. Approve the FY2019 and FY2020 Revenue Sharing Plan (Attachment A) ; and
2. Adopt the proposed resolution (Attachment B) designating the projects
as listed in the resolution as the county's FY2019 and FY2020 Revenue
Sharing projects, totaling $10 million; and
3. Include the $10 million in sources and uses in the FY2019 and FY2020
Capital Improvement Program; and
4. Upon approval from VDOT and adoption of the FY2019 and FY2020 Capital
Improvement Program (CIP) , authorize the County Administrator or his
designee to enter into the necessary county/VDOT agreements/ contracts,
permits/mitigation agreements, and surety agreements, acceptable to
the County Attorney, for the FY2019 and FY2020 projects; and
5. Authorize the County Administrator, upon VDOT approval and adoption
of the FY2019 and FY2020 CIP, to proceed with the design and right-
of-way acquisition, including advertisement of an eminent domain
public hearing, if necessary, for FY2019 and FY2020 projects; and
6. Authorize the Chairman of the Board of Supervisors and County
Administrator to execute easement agreements for relocation of
utilities; and
7. Authorize the Director of Purchasing, upon VDOT approval and adoption
of the FY2019 and FY2020 CIP, to proceed with the advertisement for
construction of the FY2019 and FY2020 projects.
District: Countywide
Proposed FY2019 & FY2020 Revenue Sharing Projects
and Funding Requests
FY2019 Projects and Funding Requests
Amount
Robious Road Widening to (James River Road to county line)
$60,207
Old Bermuda Hundred Road, East Section at Golf Course Road
$741,336
Belmont Road (Courthouse Road to Whitepine Road) Minor Widening
$1,200,000
Bailey Bridge Road (Sunday Silence Lane to Spring Run Road) Realignment
$2,405,000
Ecoff Avenue (Ivywood Road to Ken Drive) Minor Widening
$403,615
Otterdale Road/Old Hundred Road Roundabout
$1,788,784
Winterpock Road (Route 360 to Royal Birkdale Parkway) Widening
$2,500,000
*Woolridge Road Extension (Route 288 to Old Hundred Road)
$901,058
TOTAL
$10,000,000
FY2020 Projects and Funding Requests
Nash Road Extension (Route 10 to Beach Road)
$3,200,000
Winterpock Road (Route 360 to Royal Birkdale Parkway) Widening
$4,200,000
McRae Road (Forest Hill Avenue to Rockaway Road) Sidewalk
$1,374,352
*Woolridge Road Extension (Route 288 to Old Hundred Road)
$425,648
*Old Centralia Road (Thomas Dale HS to Route 10) Sidewalk
$800,000
TOTAL
$10,000,000
*New Project
ATTACHMENT A
WHEREAS, Section 33.2-357 of the Code of Virginia permits the
Commonwealth Transportation Board to make an equivalent matching
allocation to any locality for designations by the governing body of
up to $10,000,000 in funds received by it during the current fiscal
year for use by the Commonwealth Transportation Board to construct,
maintain, or improve primary and secondary highway systems within
such County;
WHEREAS, the Virginia Department of Transportation has notified
the county that $S million is the maximum amount of Chesterfield
County funds that can be matched by the state during FY2019 and
FY2020; and
WHEREAS, the Chesterfield County Board of Supervisors will make
available $5 million for the Chesterfield Revenue Sharing Program
with the adoption of the FY2019 and FY2020 Appropriation Resolution
and other Board action.
NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County
Board of Supervisors appropriates and/or transfers $5 million to be
matched by the State for the FY2019 and FY2020 Chesterfield Revenue
Sharing Program.
AND, BE IT FURTHER RESOLVED that the FY2019 matched funds be
allocated to the following projects:
$60,207 Robious Road (James River Road to county line) Widening
Construction
$30,103-VDOT and $30,104 -County
$741,336 old Bermuda Hundred Road, East Section at Golf Course
Road Improvement
Right-of-way & Construction
$370,668-VDOT and $370,668 -County
$1,200,000 Belmont Road (Courthouse Road to Whitepine Road)Minor
Widening
Right-of-way & Construction
$600,000-VDOT and $600,000 -County
$2,405,000 Bailey Bridge Road (Sunday Silence Lane to Spring Run
Road) Realignment
Right-of-way & Construction
$1,202,500-VDOT and $1,202,500 -County
$403,615 Ecoff Avenue (Ivywood Road to Ken Drive) Minor
Widening
Right-of-way & Construction
$201,807-VDOT and $201,808 -County
ATTACHMENT 9
I of 2
$1,788,784 Otterdale Road/Old Hundred Road Roundabout
Right-of-way & Construction
$894,392-VDOT and $894,392 -County
$2,500,000 Winterpock Road (Route 360 to Royal Birkdale Parkway)
Widening
Right-of-way & Construction
$1,250,000-VDOT and $1,250,000 -County
$901,058 Woodridge Road Extension (Route 288 to Old Hundred
Road)
Preliminary Engineering, Right-of-way & Construction
$450,529-VDOT and $450,529 -County
AND, BE IT FURTHER RESOLVED that the FY2020 matched funds be
allocated to the following projects:
$3,200,000 Nash Road Extension (Route 10 to Beach Road)
Preliminary Engineering, Right-of-way & Construction
$1,600,000-VDOT and $1,600,000 -County
$4,200,000 Winterpock Road (Route 360 to Royal Birkdale
Parkway) Widening
Right-of-way & Construction
$2,100,000-VDOT and $2,100,000 -County
$1,374,352 McRae Road (Forest Hill Avenue to Rockway Road)
Sidewalk
Preliminary Engineering, Right-of-way & Construction
$687,176-VDOT and $687,176 -County
$800,000 Old Centralia Road (Thomas Dale HS to Route 10)
Sidewalk
Preliminary Engineering, Right-of-way & Construction
$400,000-VDOT and $400,000 -County
$425,648 Woolridge Road Extension (Route 288 to Old Hundred
Road)
Preliminary Engineering, Right-of-way & Construction
$212,824-VDOT and $212,824 -County
AND, BE IT FURTHER RESOLVED, that the County Administrator or
Deputy County Administrator are authorized to execute all agreements
and/or addendums for any approved projects with the Virginia
Department of Transportation.
ATTACHMENT B
2 of 2
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 2
AGENDA
Meeting Date: September 27, 2017 Item Number: 123.9.
Subiect:
Approval of Purchase of a Parcel of Land for the Winterpock Regional Park
County Administrator's Comments:
County Administrator:
Board Action Requested:
Approve the purchase of a parcel of land containing 194 acres, more or less,
from Douglas R. Sowers and Susan S. Sowers for the Winterpock Regional Park
and authorize the County Administrator to execute the contract and deed.
Summary of Information:
Staff requests that the Board of Supervisors approve the purchase of a parcel
of land containing 194 acres, more or less, for the Winterpock Regional Park.
The purchase price will be $5,398.80 per acre ($1,047,367) as indicated by an
independent appraisal obtained by the county. The exact acreage and purchase
price will be determined by survey prior to closing. Closing costs are
estimated to be $45,000. Combined with 46 acres previously donated to the
county, this will create a 240 -acre regional park site that has been in the
Parks and Recreation Master Plan since 2002, is in the Public Facilities Plan
and the 2012 Comprehensive Plan. It will primarily serve. the area south of
Route 360 and west of Pocahontas State Park, but as a regional park could
serve residents countywide as well as the Metro Richmond area.
Planned future recreational facilities would be similar to Rockwood, Daniel
and Dodd, our current regional parks, and could include lighted ball fields
and court games, picnic areas and shelters, playgrounds, trails, and support
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Preparer: Matt Harris Title: Director of Budget & Management
Attachments: '. Yes No
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information: (continued)
facilities such as parking, roadways, restrooms and concessions. Public
access is planned from Beach Road. The acquisition of property for a regional
park was identified as a project in the 2004 Bond Referendum and funds are
available in the Parks and Recreation CIP. The department has held five
public meetings with area residents to discuss the potential purchase,
present development concepts and work out concerns in facility layout and
park operations. The site chosen meets all the requirements of the regional
park criteria in the Public Facilities Plan for location, size, natural
features, utilities, and roadway access, has been reviewed by the Site
Selection Team and received substantial accord approval by the Planning
Commission on August 15, 2017.
Approval is recommended.
i
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71
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 1
I' 7 ' 49 AGENDA
Meeting Date: September 27, 2017 Item Number: 12.13.10.a.
Subiect:
Acceptance of Parcels of Land Along Hull Street Road from Blue and Gray Self
Storage, Hampton Park, LLC
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept the conveyance of three parcels of land containing a total of 0.180
acres along Hull Street Road from Blue & Gray Self Storage, Hampton Park, LLC
and authorize the County Administrator to execute the deed.
Summary of Information:
Staff requests that the Board of Supervisors accept the conveyance of three
parcels of land containing a total of 0.180 acres along Hull Street Road from
Blue & Gray Self Storage, Hampton Park, LLC. This dedication will provide the
ultimate right of way for Hull Street Road and is for the development of Blue
& Gray Self Storage at Hampton Park.
Approval is recommended.
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Attachments: Yes No #
C4
Acceptance of Parcels of Land Along Hull Street Road
from Blue & Gray Self Storage, Hampton Park, LLC
8*F
1 - DOGW D M LLAS DR
2- DOGW D PARK DR
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ti Total of 0.180 Acre Dedicationj
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
A
GENDA
Meeting Date: September 27, 2017 Item Number: 12.13.110.b.
�M-
Subject:
Acceptance of a Parcel of Land Along Boulders Parkway from Union Boulders
Land, LLC
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept the conveyance of a parcel of land
Boulders Parkway from Union Boulders Land,
Administrator to execute the deed.
Summary of Information:
containing 0.05 acres along
LLC and authorize the County
Staff requests that the Board of Supervisors accept the conveyance of a
parcel of land containing 0.05 acres along Boulders Parkway from Union
Boulders Land, LLC. This dedication is to provide a turn lane along Boulders
Parkway and is a requirement for the development of the Boulders Medical
Office Building.
Approval is recommended.
District: Midlothian
Preparer: John W. Harmon Title: Real Property Manager
Attachments: 0 Yes F-1 No
VICINITY SKETCH
Acceptance of a Parcel of Land Along Boulders
Park -way from Union Boulders Land, LLC
v
10
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N 370881299 CURVE TABLE
CURVE LENGTH RADIUS DELTA CHORD CHORD BEARING TANGENT
Cl 40.50' 25.00' 9249 21 " 36.22' N4854 51 "W 26.26'
C2 31.69' 25.00' 723736" 29.61' S46O8'19'W 18.37'
C3 56.24' 433.20' 776'18" 56.20' S78 43 33"W 28.16'
C4 71.91' 426.55' 93931" 71.82' S79*50'09"W 36.04'
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KARL T. LIPSCOMB
LIC. ND 3.018
08-29-2017
THIS PLAT IS SUBJECT TO ANY
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PERTINENT FACTS VHICH A TITLE
SEARCH MIGHT DISCLOSE.
THIS DOES NOT REPRESENT A CURRENT
FIELD SURVEY
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DRAWN BY: SOF
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( IN FEET )
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PLA T
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MIDLOTHIAN DISTRICT
CHESTERFIELD COUNTY, VIRGINIA
SCALE , I' = 60' AUGUST 29, 2017
Townes
SITE 6NCiIN=FUNC3
9850 LORI ROAD, SUITE 201
CHESTERFIELD, VIRGINIA 23832
PHDNE,(804) 748-9011 FAX+ (804) 748-2590
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.10.c.
Subiect:
Acceptance of a Parcel of Land Along North Courthouse Road from Villas at
Ashford Hill Land Company, LLC
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept the conveyance of a parcel of land containing 0.006 acres along N.
Courthouse Road from Villas at Ashford Hill Land Company, LLC and authorize
the County Administrator to execute the deed.
Summary of Information:
Staff requests that the Board of Supervisors accept the conveyance of a
parcel of land containing 0.006 acres along N. Courthouse Road from Villas at
Ashford Hill Land Company, LLC. This dedication is to provide the ultimate
right of way for N. Courthouse Road and is a requirement for the development
of Villas at Ashford Hill.
Approval is recommended.
District: Clover Hill
Preparer: John W. Harmon Title: Real Property Manager
Attachments: 0 Yes F-1 No
VICINITY SKETCH
Acceptance of a Parcel of Land Along N. Courthouse
Road from Villas at Ashford Hill Land Company, LLC
N Chestarfield County DepartmEnt of Ufilties
W -*r -
S
NOTE THIS PLAT WAS COMPILED FROM DEEDS PLA75 OF RECORD WI7N011T THE
BENEFIT OF A CURRENT ME REPORT AND I SUBJECT TO INFORMG417ON WH/CH
MAY BE 0156LQSED BY SUCH. NO IMPROVEMEMS AND NOT ALL E45Ei1ENN AAY
BE SHOWN.
77E3 ARE RE PRESENTEV IN SINGLE PARDMHESIS (XX.XX)
LINE TABLE
BEARING DISTANCE
8'3420 38.36
h
83420 23.538'39!V
98.47
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GPIN.• 742-704-8328 /
D.8. 11623, PG. 95 /
1220 N. COURTHOUSE ROAD /
NAD 83
VARIABLE WIDTH VEPCO EASEMENT
D.R.2830, PC. 967-
#.•3,704,559.43
WLL45 AT ASHFORD HILL LANG COMPANY, LLC E11,743J4J79 /
WIN.743-704-2008 /
D.B. 11623, PG. 91
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CO. PLAN 117PRO258
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0' 40' 80'
SCALE: 1" = 40'
;y'TR OF"y,
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Mark B. Beall a
Lie. No.1613
f`S 09/06/2017
4 1 ti�
COMPILED PLAT SHOWING Ar�D S Ugv r'
0.006ACRE PARCEL TO BE DED/GATED
TO THE COUNTY OF
DATE: 09/ 06/2017 CHESTERFIELD, VIRGINIA
SCALE: 15515 BEING PART OF GPIN.• 743-704 2008
,108 NO: 55150072.00
CLOVER HILL DISTRICT
CHK CM CHESTERFIELD COUNTY, VIRGINIA
DWG WRL • PLANNERS • ARCHITECTS • ENGINEERS • SURVEYORS- REFIECTINO TOMORROW
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.1 -1.a.
Subject:
Request to Quitclaim a Portion of a Sewer and Water Easement Across Property
of Cole Mt Chesterfield (Hancock) Va, LLC
County Administrator's Comments:
. .........
County Administrator:
Board Action Requested:
Authorize the Chairman of the Board of Supervisors and the County
Administrator to execute a quitclaim deed to vacate a portion of a sewer and
water easement across property of Cole Mt Chesterfield (Hancock) Va, LLC.
Summary of Information:
Cole Mt Chesterfield (Hancock) Va, LLC has requested the vacation of a
portion of a sewer and water easement across its property as shown on the
attached plat. A new easement will be dedicated. This request has been
reviewed by the Utilities Department.
Approval is recommended.
District: matoaca
Preparer: John W. Harmon Title: Real P rope rty'Ma nager
Attachments: 0 Yes F-1 No 4 h
3001:173
Request to Quitclaim a Portion of a Sewer and Water Easement
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.13.11.b.
Subject:
Request to Quitclaim Portions of a Variable Width Sewer and Water Easement
Across Property of Edco, L.L.C.
County Administrator's Comments:
County Administrator:,-,������
Board Action Requested:
Authorize the Chairman of the Board of Supervisors and the County
Administrator to execute a quitclaim deed to vacate portions of a variable
width sewer and water easement across property of Edco, L.L.C.
Summary of Information:
Edco, L.L.C. has requested the vacation of portions of a variable width sewer
and water easement across its property as shown on the attached plat. A new
easement will be dedicated. This request has been reviewed by the Utilities
Department.
Approval is recommended.
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Attachments: 0 Yes F-1 No
VICINITY SIKETCH
Request to Quitclaim Portions of a Variable Width Sewer
and Water Easement Across Property of Eco, L.L.C.
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.11.c.
Subiect:
Request to Quitclaim Portions of Variable Width Drainage Easements (Private)
Across Property of Huguenot Towneplace, LLC
County Administrator's Comments:
County Administrator:-'
Board Action Requested:
Authorize the Chairman of the Board of Supervisors and the County
Administrator to execute a quitclaim deed to vacate portions of variable
width drainage easements (private) across property of Huguenot Towneplace,
LLC.
Summary of Information:
Huguenot Towneplace, LLC has requested the vacation of portions of variable
width drainage easements (private) across its property as shown on the
attached plat. A new easement will be dedicated. This request has been
reviewed by the Environmental Engineering Department.
Approval is recommended.
District: Midlothian
Preparer: John W. Harmon
Attachments: 0 Yes � No
Title: Real Property Manager
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VICINITY SKETCH
Request to Quitclaim Portions of Variable Width Drainage
Easements (Private) across property of Huguenot Towneplace, LLC
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.13.11.d.
Subject:
Request to Quitclaim Portions of a Sixteen -Foot Drainage Easement (Public),
Sixteen -Foot Water Easements, Variable Width Sewer and Water Easements and a
Sixteen -Foot Sewer Easement Across Property of Midlothian Towne Center
Apartments, LLC
County Administrator's Comments:
County Administrator:
Board Action Requested:
Authorize the Chairman of the Board of Supervisors and the County
Administrator to execute a quitclaim deed to vacate portions of a 16 -foot
drainage easement (public), 16 -foot water easements, variable width sewer and
water easements and a 16 -foot sewer easement across property of Midlothian
Towne Center Apartments, LLC.
Summary of Information:
Midlothian Towne Center Apartments, LLC has requested the vacation of
portions of a 16 -foot drainage easement (public), 16 -foot water easements,
variable width sewer and water easements and a 16 -foot sewer easement across
its property as shown on the attached plat. New easements will be dedicated.
This request has been reviewed by the Environmental Engineering and Utilities
Departments.
Approval is recommended.
District: Midlothian
Preparer: John W. Harmon
Attachments: 0 Yes
F-1 No
Title: Real Property Manager
VICINITY SKETCH
Request to Quitclaim Portions of a Sixteen -Foot Drainage
Easement (Public), Sixteen-F'oot Water Easements, Variable Width
Sewer and Water Easements and a Sixteen -Foot Sewer Easement
Across Property of Midlothian Towne Center Apartments, LLC
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Water Easements, Sewer Easement and
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
7 AGENDA
Meeting Date: September 27, 2017 Item Number: 123.112.
Sub"ect:
Award of Construction Contract for County Project 415-0329, East Boundary
Road and Walton Bluff Parkway Water Main Improvements
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to authorize the Director of Purchasing
to award the construction contract to Southern Construction Utilities, Inc.,
in the amount of $513,543 and execute all necessary change orders up to the
full amount budgeted for the East Boundary Road and Walton Bluff Parkway
Water Main Improvements project.
Summary of Information:
This project consists of the replacement of approximately 3,000 linear feet
of 4 -inch to 8 -inch diameter water distribution mains that have reached the
end of their useful life. Staff received a total of five bids ranging from
$513,543 to $1,119,530. The lowest responsive bid was from Southern
Construction Utilities, Inc., in the amount of $513,543. The County's
engineering consultant, Whitman Requardt & Associates, has evaluated the bids
and recommends award of the contract to Southern Construction Utilities,
Inc., the lowest responsive bidder.
Funds for this project are available in the current CIP.
District: Clover Hill
Preparer: George Hayes, P.E.
Attachments: El Yes
Title: Director of Utilities
0 No # ,
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Numbet: 12.13.13.
Subject:
Acceptance of Open -Space Easement on the Proposed Hickory Estates Development
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept an open -space easement on the proposed Hickory Estates development and
authorize the County Administrator to execute the easement agreement subject
to approval by the County Attorney.
Summary of Information:
Hickory Estates, LLC has requested that the county accept an open -space
easement on the proposed Hickory Estates development. The dedication provides
for the preservation of scenic open space and a natural resource for outdoor
recreation or education, meets the purpose of County Policy 15-3, Acceptance
of Open Space Land and Easements, conforms to the comprehensive plan goals of
preserving open space, serves a public benefit and meets the definition of
"Open Space Land" in the Virginia Open Space Lands Act. The request has been
reviewed by the Site Selection Team which recommended approval of the
acceptance to preserve the area in perpetuity giving consideration to future
roads, utilities and potential park use in the agreement.
Approval is recommended.
District: Matoaca
Preparer: John W. Harmon Title: Real PropertV Manager
Attachments: 0 Yes 1-1 No #
VICINITY SKETCH
Acceptance of Open -Space Easement on the
Proposed Hickory Estates Development
POSED OPEN -SPACE EAS
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
174
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.113.114.
Subject:
Changes in the Secondary System of State Highways: North Enon Church Road,
State Route 746
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adopt the attached resolution requesting the Virginia Department of
Transportation to abandon a portion of N. Enon Church Road, State Route 746,
from the Secondary System of State Highways.
Summary of Information:
Meadowville Landing, LLC, has requested the abandonment of a portion of N.
Enon Church Road, State Route 746, for the development of Meadowville Landing
Subdivision. The Board of Supervisors is requested to adopt the attached
resolution requesting the Virginia Department of Transportation to abandon a
portion of N. Enon Church Road, State Route 746 shown on the attached sketch.
Approval is recommended.
District: Bermuda
Preparer: John W. Harmon Title: Real Property Manager
Attachments: Yes No
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Changles in the Secondary System of State Highways,
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In the County of Chesterfield County
............................ I ................. --- ................. - ............................................................. ........... ..................
By resolution of the governing body adopted September 27, 2017
The. following VDOT Forin AM -4.3 is hereby attached and incorporated as Dart of the governing body's r( ,sohWonJ6Y-
changes in the secondary system of state highways.
A Copy 7'?stee Signed (County Official):
Report of Changes in the Secondary System of State Highways
Proiect/Subdivision Abandonment - N. Enon Church
Road Portion
Type Change to the Secondary System of State Highways: Abandonment
The following facilities of the Secondary System of State Highways are hereby ordered abandoned, pursuant to the
statutory authority cited:
Reason for Change: Abandonment, Developer Project Related
Pursuant to Code of Virginia Statute: §33.2-912
Street Name and/or Route Number
+ N. Enon Church Road, State Route Number 746
Old Route Number: 0
* From: 0.12m N of Meadowville Road, (Rt, 618)
To: 0.25m N of Meadowville Road, (Rt. 618), a distance of: 0.13 miles.
VD0 I Form AM -43 (4220:2007) Mainfenance Division
GIS CODE: ABANDON
PIN: 825 661 3882 00000
Document No: 2017-0702
CHESTERFIELD COUNTY: At a regular
meeting of the Board of Supervisors, held in
the Public Meeting Room at the Chesterfield
Administration Building on September 27,
2017, at 6:00 p.m.
RESOLUTION
WHEREAS, a sketch and Form AM -4.3 has been provided to the Board of Supervisors by
the Virginia Department of Transportation which depicts and describes a change required in the
Secondary System of State Highways to N. Enon Church Road, State Route 746, as a result of the
development of the Meadowville Landing Subdivision, which sketch and form are incorporated
herein by reference; and,
WHEREAS, the portion of N. Enon Church Road, State Route 746, identified to be
abandoned no longer serves a public need.
NOW, THEREFORE, BE IT RESOLVED the Board of Supervisors hereby requests the
Virginia Department of Transportation to abandon as part of the Secondary System of Highways
the portion of N. Enon Church Road, State Route 746, identified as Segment B — C, a distance of
0.13 miles as shown on the attached sketch and described on Form AM -4.3 pursuant to Section
33.2-912, Code of Vir ig nia.
AND, BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to
the Permits Manager at 3301 Speeks Drive, Midlothian, VA 23112 for the Virginia Department of
Transportation.
Certified By:
Janice Blakley
Clerk to the Board of Supervisors
'1j1„5.
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.15.
Subject:
Approval of the Purchase of Right of Way for the River Road-Riverway Road
Intersection Project
County Administrator's Comments:
County Administrator:
Board Action Requested:
Approve the purchase of a parcel of land containing 0.093 acres, for $4,836
from David Benjamin Phillips and Blanche Marie Phillips, for the River Road-
Riverway Road Intersection Project, and authorize the County Administrator to
execute the deed.
Summary of Information:
Staff requests that the Board of Supervisors approve the purchase of a parcel
of land containing 0.093 acres, a portion of PIN: 7296 ' 43606400000, 13500
River Road, for $4,836, from David Benjamin Phillips and Blanche Marie
Phillips, for the River Road-Riverway Road Intersection Project.
Approval is recommended.
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Preparer: C. Matthew Harris Title: -Budget Director
Attachments: 0 Yes
F-1 No kr*
J00194
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.13.16.
Subiect:
Acceptance of Open -Space Easement and Land Within the Highlands
County Administrator's Comments:
County Administrator:
Board Action Requested:
Accept an open -space easement on the Highlands Golf Course and parcels of
open -space land along Licking Creek and authorize the County Administrator to
execute the agreements subject to approval by the County Attorney.
Summary of Information:
Golf Connection, LLC and Nash Road/Woodpecker Road, LLC have requested that
the county accept open -space land and easement on the Highlands Golf Course
within the Highlands development.
The golf course has been converted from a private golf facility to a public
golf course as required in the easement agreement. If the golf course use
ceases, permanent public access for recreational use will be provided. The
open -space land, 92 acres along Licking Creek, will provide public access for
trails that could connect to the County's Bikeways and Trails Plan.
The dedications provide for the preservation of scenic open space and a
natural resource for outdoor recreation or education, meets the purpose of
County Policy 15-3, Acceptance of Open Space Land and Easements, conforms to
the comprehensive plan goals of preserving open space, serves a public
benefit and meets the definition of "Open Space Land" in the Virginia Open
Space Lands Act. The request has been reviewed by the Site Selection Team.
Approval is recommended.
District: Dale
Preparer: John W. Harmon Title: Real Property Manager
Attachments: Yes No #
000197
"VICINITY SKETCH
Acceptance of Open -Space Easement and Land within the Highlands
Licking
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.113.17.
Subject:
Request to Aid Douglas R. Sowers in the Acquisition of Offsite Sewer and
Temporary Construction Easements for Tinsdale Subdivision
County Administrator's Comments:
County Administrator:
Board Action Requested:
Authorize Right of Way Staff to aid Douglas R. Sowers in the acquisition of
offsite sewer and temporary construction easements for Tinsdale Subdivision;
subject to the developer executing a contract agreeing to pay all costs.
Summary of Information:
Douglas R. Sowers has requested that the County aid in acquiring offsite
easements that will provide sewer service to Tinsdale Subdivision. This
request is consistent with the county's policy to assist developers when they
are unable to acquire easements. Condemnation, if needed, would require Board
approval at a public hearing. This line could be further extended to serve
existing residences and additional properties on Otterdale Road.
District: Midlothian
Preparer: John W. Harmon Title: Real Property Manager
No
Attachments: Yes D00204
01 re -I 10 1 k VA N hrM ; a to] � so I
Request to Aid Douglas R. Sowers in the Acquisition of Offsite
Sewer and Temporary Construction Easements for Tinsdale Subdivision
Request to Aid, Doug [as Sowers in
the Acqui sition of Offsite Sewer and
Temporary Construction Easements,
lor Tinsdale Subdivision
Chesterfiek! Gounty Depwtrnmt of Utilfties
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` BOARD OF SUPERVISORS Page 1 of 2
R AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.18.
Subject:
Approval of Grant Agreement with the Economic Development Authority and
Courthouse 3 LLC
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to approve a grant agreement with the Economic
Development Authority and Courthouse 3 LLC, appropriate and transfer funds to
the EDA.
Summary of Information:
Courthouse 3 LLC, ("C3") is building an 8,000 -square foot office, warehouse
facility located at 7821 Courthouse Three Lane in the Chesterfield County
Airpark for a confidential business which is expanding its operations there.
C3 owns and has developed other properties within the Airpark. C3 will spend
approximately $800,000 to build the facility and $107,825 in road, water, and
sewer extensions.
On August 23, 2017, the Board approved the sale of land adjacent to the C3
site to Bradley Mechanical Co. which is also expanding its operations in the
County. Bradley will invest $1,200,000 in a 25,000 -square -foot building and
retain approximately 50 employees.
Preparer: H. Garrett Hart Title: Director of Economic Development
Preparer: Matt Harris Title: Director of Budget and Management
Attachments: Yes a No # 3.00204
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Bradley Mechanical needs to have road, water and sewer extended to its site.
In order to leverage C3's planned construction activities and facilitate the
development of both sites, the EDA proposes to make an economic development
grant to C3 in the amount of $50,000 if C3 agrees to extend road, water, and
sewer to the Bradley Mechanical site by December 31, 2017.
Funds due from the sale of land to Bradley Mechanical can be appropriated and
are sufficient to cover the full cost of the grant. Staff recommends that the
Board approve the grant agreement, appropriate and transfer $50,000 to the
EDA to be used as an inducement grant to Courthouse 3 pursuant to the terms
of the agreement.
110020 5
4GENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.13.19.
Subject:
Acceptances of State Roads
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adoption of resolutions for the referenced state roads acceptances.
Summary of Information:
Clover Hill District:
Dale District:
Matoaca District:
The Views at Edgewater
Rountrey-Woolridge Road
Watermark Section A3
Windermere Section 3
Harpers Mill Section 4B
Harpers Mill Section 4C
Preparer: Scott B. Smedley
Attachments: 0 Yes F-1 No
Title: Director, Environmental Engineering
'No 0,-,P, 0 (;
TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT State Road Acceptance - The Views at Edgewater
DISTRICT Clover Hill
MEETING DATE: September 27, 2017
ROADS FOR CONSIDERATION: Mariners CI
Vicinity Map: The Views at Edgewater
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TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT State Road Acceptance- Ro untrey-Woo I ridge Road
DISTRICT Clover Hill
MEETING DATE: September 27, 2.017
ROADS FOR CONSIDERATON: WoolridgeRd
Vicinity 111ap: Rountrey-Woolridge Road
PTOOMed � C"46iornM county GAS
TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT State Road Acceptance- Watermark SectionA3
DISTRICT Dale
MEETING DATE: September 27, 2017
ROADS FOR CONSIDERATION: Alabaster Ln
Crape Myrtle Ter
Greyhaven Dr
Whisper wacrd Dr
Vicinity Map: Watermark Section A3
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TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT State Road Acceptance - Windermere Section 3
DISTRICT Dale
MEETING DATE: September 27, 2,017
ROADS FOR CONSIDERATION: GaldburnDr
Vicinity Map: Windermere Section 3
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TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT State Road Acceptance - Harpers Mill Section 46
DI STRICT Matoaca
MEETING DATE: September 27, 2017
ROADS FOR CONSIDERATION: DoltonDr
Sheldon Dr
Vicinity Map: Harpers Mill Section 413
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TO: Board of Supervisors
FROM: Department of Environmental Engineering
SUBJECT: State Road Acceptance - Harpers M i I I S ecti o n 4C
DISTRICT Matoaca
MEETING DATE: September 27, 2017
ROADS FOR CONSIDERATON: Dolton Dr
Longla nds Rd
Vicinity Map: Harpers Mill Section 4C
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CHESTERFIELD COUNTY
1749 BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.20.a.
Subject:
Transfer of $7,000 from the Bermuda District Improvement Fund to the Police
Department for Traffic Control During the Chester Kiwanis Club's Annual
Christmas Parade
County Administrator's Comments:
County Administrator:
Board Action Request
Transfer $7,000 from the Bermuda District Improvement Fund to the Police
Department for traffic control during the Chester Kiwanis Club's Annual
Christmas Parade.
Summary of Information:
Chairman Jaeckle has requested the Board to transfer $7,000 from the Bermuda
District Improvement Fund to the Police Department to cover costs associated
with providing traffic control during the Chester Kiwanis Club's Annual
Christmas Parade on December 10, 2017. The Police Department has
traditionally provided traffic control services for this parade and the event
is conducted pursuant to a co-sponsorship agreement between the Parks and
Recreation Department and the Chester Kiwanis Club. Since this is a transfer
of funds to a County department for the provision of a public service for an
event which is co-sponsored by the County pursuant to a co-sponsorship
agreement, this is a permissible use of District Improvement Funds.
Preparer: Matt Harris Title: Director of Budget & Management
0425:98998.1
Attachments: 0 Yes 1-1 No
4
x.002-.3
CHESTERFIELD COUNTY
DISTRICT IMPROVEMENT FUNDS
APPLICATION
This application must be completed and signed before the County can consider a request for funding with
District Improvement Funds. Completing and signing this form does not mean that you will receive funding
or that the County can legally consider your request. Virginia law places substantial restrictions on the
authority of the County to give public funds, such as District Improvement Funds, to private persons or
organizations and these restrictions may preclude the County's Board of Supervisors from even considering
your request.
For Internal Use
3. M
expenses are used in the community and for local
scholarships.
7. If the applicant is an organization, answer the
following
Is the organization a corporation
No - corporation
Is the organization non-profit?
Yes - non-profit
Is the organization tax-exempt?
Yes - tax-exempt
S. Applicant information:
12233 Robertson Street, Chester VA 23831 -
Mailing Address
address
Telephone Number
804-318-1564 - phone
Fax Number
- fax
E -Mail Address
chesterchristmasparade@verizon.net - email
Signature of the applicant — If you are signing on
behalf of an organization you must be the
Pamela Dvorak
president, vice-president, chairman/director or
Name of Applicant
vice-chairman.
2017 Chester Kiwanis Christmas Parade Chairman —
Title
If signing on behalf of organization
Pamela Dvorak -printed name
08/22/2017 - date
For Internal Use
3. M
7. if the applicant is an organization, answer the
following
is the organization a corporation
Is the organization non-profit?
is the organization tax-exempt?
8. Applicant Information:
Mailing Address
Telephone Number
Fax Number
E -Mail Address
Signature of the applicant — if you are signing on
behalf of an organization you must be the
president, vice-president, chairman/director or
vice-chairman.
For Internal Use
expenses are used in the community and for local
scholarships.
No - corporation
Yes - non-profit
Yes - tax-exempt
12233 Robertson Street, Chester VA 23831-
address
3831-address
804-318-1564 - phone
- fax
chesterchristmasparade@verizon.net - email
Pamela Dvorak
Name of Applicant
2017 Chester Kiwanis Christmas Parade Chairman —
Title
if signing on behalf of organization
Pamela Dvorak - printed name
0812212017 - date
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: September 27, 2017 Item Number: 12.B.20.b.1.
Subject:
Transfer $5,569 from the Clover Hill District Improvement Fund to the
Chesterfield County Department of Community Enhancement to. Purchase and Plant
Yoshino Cherry and Vitex Chaste Trees in the Medians on Courthouse Road
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to transfer $5,569 from the Clover Hill District
Improvement Fund to the Chesterfield County Department of Community
Enhancement to purchase and plant Yoshino Cherry and Vitex Chaste trees in
the medians on Courthouse Road.
Summary of Information:
Mr. Winslow has requested to transfer $5,569 from the Clover Hill District
Improvement Fund to the Chesterfield County Department of Community
Enhancement to purchase and plant Yoshino Cherry and Vitex Chaste trees in
the medians on Courthouse Road. The requested funds will be used to purchase
the trees, mulch, stakes and support tying for the trees—The County may use
public funds for landscaping medians within public road rights-of-way.
Preparer: Matt Harris
Attachments: 0 Yes
Title: Director, Budget and Management
0425:98999.1
CHESTERFIELD COUNTY
DISTRICT IMPROVEMENT FUNDS
APPLICATION
This application must be completed and signed before the County can consider a request for funding with
District Improvement Funds. Completing and signing this form does not mean that you will receive funding
or that the County can legally consider your request. Virginia law places substantial restrictions on the
authority of the County to give public funds, such as District Improvement Funds, to private persons or
organizations and these restrictions may preclude the County's Board of Supervisors from even considering
your request.
1. What is the name of the applicant (person or Kirk Turner
organization) making this funding request?
2. If an organization is the applicant, what is the
nature and purpose of the organization? Chesterfield County Department of Community
(Attach organization's most recent articles of Enhancement
ncorporation and/or bylaws to application.)
What is the amount of funding you are seeking? J$5569.00
t
4. Describe in detail the funding request and how
Planting Yoshino Cherry and Vitex Chaste trees in
the Courthouse Road median. Cost includes material
the money, if approved, will be spent.
and contractor installation.
5. Is any Chesterfield County Department involved
in the project, event or program for which you
No
are seeking funds?
Provide name of other department
6. If this request for funding will not fully fund
your activity or program, what other individual
or organization will provide the remainder of
the funding?
7. If the applicant is an organization, answer the
following
Drop-down -corporation
Is the organization a corporation
Is the organization non-profit?
Drop -Down - non-profit
For Internal Use
Date Received: lay 11-7
District: I U l/�✓' t'! I I
Form: Updated 2/7/2013
Is the organization tax-exempt?
Drop -Down - tax-exempt
8. Applicant information:
PO Box 40, Chesterfield VA 23832 - address
Mailing Address
804-748-1049 - phone
Telephone Number
804 -796 -9695 -fax
Fax Number
turnerk@chesterfield.gov - email
E -Mail Address
Signature of the applicant — If you are signing on
behalf of an organization you must be the
Kirk me
president, vice-president, chairman/director or
Name of Applicant
vice-chairman.
Director of Community Development — Title
If signing on behalf of organization
Kirk Turner - printed name
9/26/17 - date
For Internal Use
Date Received: lay 11-7
District: I U l/�✓' t'! I I
Form: Updated 2/7/2013
CHESTERFIELD COUNTY
749 BOARD OF SUPERVISORS Page 1 of I
AGENDA
Meeting Date: September 27, 2017 Item Number: 12.B.20.b.2.
Subiect:
Transfer of $5000 in Clover Hill Improvement Funds to the Chesterfield County
School Board to Fund Training for Staff at Reams Road Elementary for the
Leader in Me Program
County Administrator's Comments:
County Administrator:
Board Action Requested:
Transfer of $5000 in Clover Hill Improvement Funds to the Chesterfield County
School Board to fund training for staff at Reams Road Elementary for the
Leader in Me Program.
Summary of Information:
Supervisor Winslow has requested the Board transfer $5000 in Clover Hill
District Improvement Funds to the Chesterfield County School Board to fund
training for staff at Reams Road Elementary for the Leader in Me Program for
students. The funding will provide two days of training in the 7 Habits of
Highly Effective People. The staff will then apply this training with their
students as the teachers teach the curriculum. The Board can legally transfer
public funds to the School Board to fund training programs for public
educational purposes.
Preparer: Matt Harris
Attachments: 0 Yes
Title: Director, Budget & Management
0425:99008.1
No *-I
Pot -0220
CHESTERFIELD COUNTY
DISTRICT IMPROVEMENT FUNDS
APPLICATION
This application must be completed and signed before the County can consider a request for funding with
District Improvement Funds. Completing and signing this form does not mean that you will receive funding
or that the County can legally consider your request. Virginia law places substantial restrictions on the
authority of the County to give public funds, such as District Improvement Funds, to private persons or
organizations and these restrictions may preclude the County's Board of Supervisors from even considering
your request.
1. What is the name of the applicant (person or
organization) making this funding request?
2. If an organization is the applicant, what is the
nature and purpose of the organization?
(Attach organization's most recent articles of
incorporation and/or bylaws to application.)
3. What is the amount of funding you are seeking?
4. Describe in detail the funding request and how
the money, if approved, will be spent.
Reams Road Elementary, Jodi Seitz, Principal
Reams Road is a fully accredited Title I school within
the Clover Hill District with a purpose of educating
approximately 550 PK -5th grade students.
$5,000.00
Reams Road Elementary's initiative is "Growing
Learners as Leaders" through The Leader in Me
framework developed by the Franklin Covey
Foundation. The funding supports two days of
training in the 7 Habits of Highly Effective People for
the Reams Road staff provided by a national trainer.
The staff will then apply this training within the
curriculum and with the students. For example,
Habit 1 is Be Proactive, which simply put means to
be in charge of your own decisions, life, etc.
Teachers will practice this habit and then teach
students how to do this as well. The 7 Habits is the
first training in The Leader in Me program and
provides the foundation for implementation. Please
see the included invoice from the Franklin Covey
Foundation.
haps /Idrive goo lg e coma/ccpsnet netlileloll-QB4L1
1g22DWSodktvUU5yZDi VU2NLOHFJaIIKMGNpRHhS
S. Is any Chesterfield County Department involved
in the project, event or program for which you
are seeking funds?
Provide name of other department
6. If this request for funding will not fully fund
your activity or program, what other individual
or organization will provide the remainder of
the funding?
7. If the applicant is an organization, answer the
following
Is the organization a corporation?
Is the organization non-profit?
Is the organization tax-exempt?
8. Applicant information:
Mailing Address
Telephone Number
Fax Number
E -Mail Address
There are no other Chesterfield County Departments
involved in implementing the project.
Dianne Smith, Chesterfield County School Board
member, has provided funding support in the
amount of $2500.00. The VA Credit Union has
provided funding support in the amount of $500.00.
Reams Road Elementary PTA has provided funding
support in the amount of $1000.00. We are still
seeking further funding support from area
businesses. The PTA has committed specific
fundraisers to support The Leader in Me this school
- corporation: No
- non-profit: Yes
- tax-exempt: Yes
Reams Road Elementary
10141 Reams Road
North Chesterfield, VA 23236
Phone: (804) 674-1370
Fax: (804) 745-3391
Email: Jodi Seitz@ccpsnet.net
Signature of the applicant — If you are signing on
behalf of an organization you must be the
president, vice-president, chairman/director or Name of Applicant: Jodi Seitz
vice-chairman.
— Title: Principal
If signing on behalf of organization
- printed name: Jodi Seitz
- date: 9118/17
For Internal Use
Date Received: 11— ( �_ 117
District: (.; CDyey M�a
Form: Updated 2/7/2013
CHESTERFIELD COUNTY
C" BOARD OF SUPERVISORS Page 1 of 1
AGENDA
1749
J? INS
Meeting Date: September 27, 2017 Item Number: 12.B.20.c.
Subiect:
Transfer $4,937 from the Dale District Improvement Fund to the Parks and
Recreation Department to Purchase and Install a Scoreboard at the Salem
Church Middle School Athletic Field
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to transfer $4,937 from the Dale
District Improvement Fund to the Parks and Recreation Department to purchase
and install a scoreboard at the Salem Church Middle School athletic field.
Summary of Information:
Supervisor Holland has requested the Board to transfer $4,937 from the Dale
District Improvement Fund to the Parks and Recreation Department to purchase
and install a scoreboard at the Salem Church Middle School athletic field.
This request was originally made by the Salem Church Athletic Association.
While the Board is not permitted to donate public funds to an athletic
association, the Board can transfer public funds to the Department of Parks
and Recreation to purchase and install a scoreboard since this is a capital
improvement to County property. The purchase must be made by the Parks and
Recreation Department in accordance with the Virginia Public Procurement Act
and County purchasing policies.
Preparer: Matt Harris Title: Director Budget and Management
0425:99002.1
Attachments: 0 Yes —1 No
F
CHESTERFIELD COUNTY
DISTRICT IMPROVEMENT FUNDS
APPLICATION
This application must be completed and signed before the County can consider a request for funding with
District Improvement Funds. Completing and signing this form does not mean that you will receive funding
or that the County can legally consider your request. Virginia law places substantial restrictions on the
authority of the County to give public funds, such as District Improvement Funds, to private persons or
organizations and these restrictions may preclude the County's Board of Supervisors from even considering
your request.
1. What is the name of the applicant (person or
organization) making this funding request?
2. If an organization is the applicant, what is the
nature and purpose of the organization?
(Attach organization's most recent articles of
incorporation and/or bylaws to application.)
3. What is the amount of funding you are seeking?
4. Describe in detail the funding request and how
the money, if approved, will be spent.
Salem Athletic Association
To provide organized play within the sports
organizations in which we participate. We are
committed to the highest standards of development
of each child within our organization . While it is our
goal to develop each child to their highest potential
we are committed to holding all of our members to
the highest level of sportsmanship
4937.00
To replace broken scoreboard at Salem Church
Middle School
5. Is any Chesterfield County Department involved
in the project, event or program for which you Yes
are seeking funds?
Provide name of other department
6. If this request for funding will not fully fund
your activity or program, what other individual
or organization will provide the remainder of
the funding?
7. If the applicant is an organization, answer the
following
Is the organization a corporation
Parks and Recreation
Salem Athletic Association. We are prepared to pay
$1000.00 for installation
Yes - corporation
is the organization non-profit?
Is the organization tax-exempt?
8. Applicant information:
Mailing Address
Telephone Number
Fax Number
E -Mail Address
Signature of the applicant — if you are signing on
behalf of an organization you must be the
president, vice-president, chairman/director or
vice-chairman.
For Internal Use
Date Received: 11 f tI
District: �.
Yes - non-profit
Yes - tax-exempt
8925 Rainwater Rd N. Chesterfield Va. 23237 -
address
804-484-0146 - phone
-fax
Salemchurchfootball@gmail.com - email
Ryon Taylor
Name of Applicant
Football Direct r — Title
if signing on behalf of organization
Ryan Taylor - printed name
9/12/17 - date
qa(;'1 2 a gs
September 27, 2017
Speakers List
Evening Session #1
(Following Presentation of Resolutions)
1. Louis McCrone
2.
3.
0
5.
Evening Session #2
(End of the Evening Agenda)
1.
2.
3.
0
5.
AGENDA
Page 1 of 2
Meeting Date: September 27, 2017 Item Number: 14.A.
Subject:
Deferred Item - Approval of the Revised Chesterfield County Risk Management
Plan
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board of Supervisors is requested to approve the revised Chesterfield
County Risk Management Plan.
Summary of Information:
The Board of Supervisors adopted the Risk Management Plan on July 29, 1989.
The purpose of the Plan is to identify the type of losses for which the Board
of Supervisors will provide legal defense and financial indemnification to
minimize the long-term cost of accidental losses. The objective is to
provide sufficient financial protection to attract and retain employees and
achieve the County's mission, vision, and goals. This is the first revision
since the initial adoption. This item was deferred from the July 26, 2017
meeting to address Board members' questions related to delegating authority
for claims payment. Those questions were addressed at the August 7, 2017
Audit and Finance Committee meeting.
Preparer: Cindy Smith Title: Director of Risk Management
Attachments: 0 Yes FI No
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
The major changes are:
• Defines county operations to include general government and public
schools.
• Requires the Risk Management Plan to reviewed every five (5) years.
• Changes the Risk Management Director's authority level for the payment
of claims from $10,000 to $50,000. Grants authority to the Deputy
County Administrator for Management Services to approve payment of
claims in excess of $50,000 and less than $100,000. Claims in excess of
$100,000 shall be approved by the County Administrator.
• Changes Loss Prevention to Environmental, Health and Safety to more
accurately describe the services provided and to grant authority to Risk
Management to establish procedures. Defines Risk Management's
responsibility for directing the program for both County and Public
Schools with leadership support.
• Clarifies the historical practice of paying workers' compensation
benefits from the operating budgets of County departments and Public
Schools and not the Risk Management Internal Service Fund (Fund). Costs
for claims administration, self-insurance taxes and the purchase of
excess insurance are paid from the Fund.
2 3
RISK MANAGEMENT PLAN
Draft Revised Plan
Adopted: 7/29/1989
Revised:
1Y 121%?9
RISK MANAGEMENT PLAN
OBJECTIVE
The purpose of this document is to explain the type of losses for which the Board of
Supervisors of Chesterfield County will provide legal defense and financial indemnification to
minimize the long term cost of accidental losses. while pfevidi b The objective is to provide
sufficient financial protection to attract and retain employees and achieve the County's mission,
vision, and goals. County is defined to include the operations of general government and public
schools.
This Risk Management Plan Plan is anima iagen nt belt -is not a contract between.
the County and any person, employee, or entity, nor does it net to
create any third -party beneficiaries wider- the 121eail. This Plan creates no vested rights or property
interests in anyone except as required by 91at+4e law and may be amended at any time by the Board
of Supervisors.
The County Administrator shall adopt and approve administrative procedures pertaining to
the Risk Management Plan. The Plan shall be reviewed at a minimum of every five (5)
2
SECTION 1. DEPARTMENT OF RISK MANAGEMENT
1.1 Risk 49�gement Director
The Risk M-,ef Management Director shall be appeitAed by the 990
administer the Risk N1aHageHw+A lffteFnal S44;=4 -A :V4444d Plan to
manaae risks throuali a combination of risk financinc-, methods to include self-
insurance and risk transfer
1.2 Risk Information S, stem
The Department of Risk Management shall develep and administer an information
system to provide for timely and accurate recording and handling of losses, claims,
insurance premium costs, other risk related costs and to collect all information
needed to i:&assess the County's exposure to le -s& risks, its loss -bearing capacity,
and its available financial resources.
SECTION 2. RISK RETENTION
2.1 The County shall indemnify against risks when required by applicable law to do so
or when it is in the best interest of the County and Public Schools to do so, taking
into account whether such risks:
(a) will not individually or collectively have a significant impact on the
County's fiscal position, or
(b) cannot be wholly or partially commercially insured by a third -party at a
reasonable long-term cost.
2.2. The Risk Manager- Management Director may, to the extent that it is practicable,
procure commercial third patty insurance to insure against ft4 losses which are not
provided for pursuant to Section 2.1. An endorsement shall be sought, on all
commercial third -party insurance policies, appointing the County Attorney as
defense counsel to defend any and all claims covered by commercial third -party
insurance.
SECTION 3. ADMINISTRATION OF RISK MANAGEMENT INTERNAL, SERVICE FUND
3.1 Generallv
The Department of Risk Management shall be responsible for administering the
Risk Management Internal Service Fund in accordance with the Risk Management
Plan.
3.2 Claims Procedures
The Department of Risk Management shall administer
claims made against the County and Public Schools in accordance with the Risk
Management Plan and applicable local, state and federal laws. The Risk_44*ffagef
Management Director shall develop and implement comprehensive claims
procedures. The County may contract, subject to the provisions of the Virginia
Public Procurement Act, with third parties for the provision of claims services.
3.3 Claims A` 4jwAme4 -Approval Authority
The Risk Management Department will
have authority to adjust and pay ^'^'•;;'whi4n it '.
the best intefest of the County fbr- the Risk Maiiagement DepaAffient to do so.
accepted workers' compensation claims from the budget of the injured employee's
denartment or public schools. r i i<, i-.,,+ .,,., ; all eawes.it : , toe i es;* :404.0-..,
.............�........ ... .t.........,........ .... ,..........., �. ...... w ..,.. .... .�,., .,.... .. .......- ..-......,b..
All other accepted claims covered by the Risk Management Plan shall be paid by
the Risk Management Internal Service Fund. The Risk Management Director or his
designee shall have the authoritypay claims up to $50,000. The Risk.
Management Director will obtain approval of the Deputy County Administrator for
Management Services or his designee prior to settling claims in excess of $50,000
Claims in excess of $100,000 shall be approved by the County Administrator or his
designee prior to settlement. If any claim involves policy or management issues,
the claim will only be adjusted in conjunction with the County Attorney and when
necessary, the County Administrator. The Risk Management r,e...,..tmei + shall n4
adjust 4ny elaimwkea the County A#emey is a--wai-e of Vhe elaim and- believes that
County`.
3.4 Meetings Between Risk Management Director and Countv Attornev
The Risk Manager Management Director and County Attorney, and appropriate
members of their staffs, shall meet as needed to review,
discuss, and analyze the status of all claims involving policy or management
implications and all claims that are in litigation, and to review, discuss and analyze
the claims experience and overall financial posture of the County's Risk
Management 44ffff Fund. The Risk x,r.,.,.,^ef wil p fe,,ide toe Ceoi+ty e a• iais+..at^,.
with tAhly stimmafy e f all elaims paid 4 -em the U,,., a Upon request, the Risk
Management Director will provide the County Administrator, or his designees, with
a summary of claims paid from the Fund.
3.5 Health and Safety (EHS)
The Risk Management Department will p ide lens pfeven4ien sefviees tifetig
s o develop procedures, internal management systems and provide the
guidance and services necessary to effectively manage environmental, health and
safety risks and ensure regulatory compliance for County and Public Schools'
operations. The Risk Management Department may supplement the less p -eve Aie
ser ies EHS services provided by its staff with the services of ^•i j• de pole•,+ less
b EHS contractors or other subject matter experts in
accordance with the Virginia Public Procurement Act. The implementation and
continual improvement of a comprehensive environmental, health and safety
management system, associated programs, procedures, and performance shall be
managed for the County and Public Schools, with the leadership support of
executive and departmental personnel, under the direction and guidance of the Risk
Management Department.
3.6 Reserves
Financial
reserves shall be established and maintained up to the limit of any retention of any
excess policies or other insurance policies. A contingency reserve shall be
maintained within the Fund for catastrophic losses.
Reserves in the Fund shall be actuarially determined annually byqualified
actuarial firm and shall be sufficient to provide for the payment of all covered losses
under the Risk Management Plan.
SECTION 4. MANAGEMENT OF FUNDS
4.1 Expenditures
The following shall be paid from the Fund:
(a) All authorized and approved payments of covered losses tinderthis s
Meme4the Plan and the specific costs outlined in Section 5.3 for
losses covered under the Plan.
(b) Premiums for commercial third -party insurance.
(c) All costs and expenses of operating the Department of Risk Management
and administering the Fund.
(d) Such other costs related to risk management as directed by the County
Administrator through the annual budget process or otherwise.
4.2 Department Cost Allocations
The Risk Nianager Management Director shall allocate shafes ef= the —Risk
,,,r,..,,,g,,.,,.,,,+ T„+ , a., ,; r.,,.,d that the risk management expenditures as
outlined in Section 4.1 and paid from the Risk Management Internal Service Fund
to eaeh contributors to the Risk Management F,,,,a covered by the Plan. Such
allocations are subject to approval by the County Administrator through the annual.
budget process. Upon written request, information shall be provided by the Risk
Meager Management Director on the method used in determining the allocations.
In addition, each contributor to the Fund shall pay the share allocated to contributor
by the Risk Mer- Management Director and approved by the County
Administrator of the total amount deemed necessary by the Risk Mangy
Management Director and the Board of Supervisors to maintain reserves in the Risk
Management Internal Service Fund.
4.3 Investment Income
All income generated by the investment of the monies in the Risk Management
Internal Service Fund shall be added to the Fund.
4.4 Recoveries
Any amounts recovered on a claim, suit or action by tiny eavefed individtfal
r-eeevefed through subrogation, indemnification, insurance, or otherwise up to the
amount of any covered loss for which the Risk Management hiternal Service Fund
is liable or which has been covered by the Fund shall be immediately paid into the
Fund.
SECTION 5. INDEMNIFICATION ANI74B9F4;� LIMITS OF LIABILITY
5.1 Generallv
T; r w44 Subject to Section 2 of this Plan, the County shall indemnify
against bodily injury, personal injury or property damage losses arising from
actions or inactions taken or not taken by or on behalf of the County, Public
Schools, ortheir related agencies, the Chesterfield -Colonial Heights Crime Solvers
and its members when acting in their official capacity y assisting the County's
Police Department. Chesterfield Countv Auxiliary Police Officers, Chesterfield
County Volunteer Fire Departments in such amounts as the County shall approve,
after it is determined that:
(a) Indemnifying against such losses would have a beneficial effect on the
County's ability to employ and retain qualified employees, or
(b) Indemnifying against such losses would otherwise further the County's
lawful responsibilities without detrimentally affecting the County's
responsibilities as apolitical subdivision of the Commonwealth of Virginia.
(c) The indemnification is for actions or activities taken in the course and scope
of employment or official duties. In no event shall the County indemnify
the amount of any liability or loss for which there is any insurance in effect
which covers such loss or which would have covered such loss except for
the existence of this Plan.
Indemnification of anv claim or lawsuit in excess of the applicable retention,
deductible, or insurance policy litnits requires the approval of the Board of
Supervisors.
In the event the County chooses to limit indemnification, it shall notify the person
or employee of such limitation in a reasonable time following receipt of a elm
lawsuit.
The Plan shall not cover any liability or loss for which there is anv other insurance
or self-insurance in effect that covers such loss.
5.2 Retention Limit
The limit of coverage under the Plan shall be equal to the retention or deductible
required by an excess or other insurance policy purchased by the County. Except
as provided in paragraph 5.3 below, the retention or deductible limit will be the
most the Plan will pay per occurrence regardless of the number of:
(a) Insureds.
(b) Claims made or lawsuits brought.
(c) Persons or organizations making claims or bringing lawsuits.
5.3 Specific Costs
The Plan will pay, in addition to the retention or deductible limit:
(a) All expenses incurred and costs taxed in any law suit defended by the Plan
and any interest assessed on any judgment, including prejudgment interest
as well as interest that accrues after entry of judgement.
(b) Any premiums on appeals bonds required in any lawsuit defended under the
Plan.
(c) All reasonable expenses incurred in the investigation and defense of any
claim or suit.
5.4 Other Specific Costs
The Plan shall not be obligated to pav any claim or judgment once the statutorily
mandated limits referenced in paragraph 6.1 below have been exhausted.
5.5 No Waiver of Sovereign Immunitv
Nothing contained in this Plan shall be construed to abrogate or waive any defense
of sovereign immunity, official immunity, governmental immunity, or any other
defense available to the County or Public Schools or their officials and employees.
SECTION 6. RISKS COVERED BY THE PLAN
6.1. Motor Vehicle Liability
The County has obtained a certificate of self-insurance covering all losses arising
out of the ownership, maintenance, use or operation of all motor vehicles owned by
the County and School Board. Pursuant to this certificate of self-insurance, the
County shall cover all losses for which it is statutorily required to provide coverage
pursuant to the Code of Virginia.
(a) The County shall provide uninsured motorist coverage :for accidents
involving school buses in the amount of $50,000 for bodily injury to any
individual-, $200,000 for bodily inurry arising out of any one accident; and
$10,000 for property damage arising out of any one accident.
(b) Medical payments coverage for accidents involving school buses shall be
in the amount of $5,000 per person, pursuant to the Code of Virginia.
(c) For all other vehicles, uninsured/underinsured motorist coverage shall be
$25,000 for one person in any one accident, $50,000 for bodily injury of
two or more persons, $20,000 for destruction of property, and secondary to
anv other collectible insurance for the claim; pursuant to the Code of
Virginia.
(d) Further, such coverage shall also be reduced by the amount paid pursuant
to the County or Public Schools' employee's self-insured workers
compensation award, as described by the Code of Virginia:
The County pecificall rejects coverage in excess of the statutory minimum
coverage mandated for self -insurers. The Plan's uninsured and underinsured
motorist coverage shall be secondary to any other available uninsured or
underinsured motorist coverage.
It is the intent of the Plan to provide the minimum amount of uninsured,
underinsured, and medical payment coverage that is provided by law. If the Code
of Virginia is amended to reduce the minimum amount required or to increase the
minimum amount required, this Plan shall automatically be amended, without
further action being required by the Board of Supervisors, to provide for the
minimum coverages required by law for uninsured, underinsured, and medical
payment coverage.
The Plan will not pay claims for anv damage to non -County or Public School -
owned vehicles.
6.2 General Liabilitv (including professional liability, such as law enforcement, public
officials, school leaders, medical malpractice, etc.)
'fhe Plan will pav claims for bodily iniurv, personal iniury and property damage or
loss because of acts, errors or omissions when approved in accordance with Section
5.1 of the Plan. This coverage does not include Employees of the County or Public
Schools when such employees have coverage under Section 6.4 of the Plan and
pursuant to Title 65.2 of the Code of Virginia. Nothing contained in this Plan shall
be construed to provide coverage in excess of or waive any limitation on recovery
in medical malpractice actions as established in the Code of Virginia.
6.3 Property Darnage
The Plan will pav claims for damage or loss of nropertv owned by the Countv and
Public Schools or vrorierty owned by others which is tinder the care, custody or
control of the Cowity or Public Schools. Property damage shall not include loss
resulting from normal aging or normal use of equipment, buildings, or other-
property. Payments from the Fund shall be replacement cost of like and kind to the
damaged property or fair market value at the time of loss. Payments may be subject
to any deductible provided for within the management of the Fund.
^�-
6.4 Workers' Compensation
The County and Public Schools are approved self -insurers for workers'
compensation benefits in the Commonwealth of Virginia. Workers' compensation
benefits shall be provided to employees of the County and Public Schools as
required by Title 65.2 of the Code of Virginia.
(a) Workers' compensation obligations for claims administration, self-
insurance taxes and purchase of excess insurance shall be paid by the Risk
Management Internal Service Fund. No workers' compensation
obligations shall be paid by the Risk Management Internal Service Fund
except pursuant to this paragraph. All other workers' compensation costs
shall be paid by the County Department or Public Schools of the
employee claimant and in accordance with Title 65.2 of the Code of
Virginia.
(b) The Board of Supervisors and the School Board are deemed employees for
the purposes of Section 65.2- 101. (j) of the Code of Virginia, 1950, as
amended.
(c) Auxiliary Police Officers are deemed employees for the purposes of Section
65.2-101(1) of the Code of Virginia, 1950, as amended.
(d) Any amounts recovered through subrogation, indemnification, insurance,
and a statutory lien or otherwise for amounts paid from the County
Department's or Public Schools' operating budget shall be deposited into
the Countv Department's or Public Schools' funds.
6.5 Punitive Damages
In any case in which punitive damages are sought in a lawsuit tiled against any
person or entity covered under this Plan, the County Attorney shall promptly notify
each member- ofthe Board of Supervisors. The County Attorney's notification shall
also include his opinion as to whether it would further the County's lawful
responsibilities as a political subdivision of the Commonwealth of Virginia to
provide indemnification against an award of punitive damages in that case. Any
Board member may request the Board of Supervisors to determine that punitive
damages not be covered for that case. However, unless the Board makes such a
determination by action of the Board, punitive damages shall be covered by the
Fund.
10
SECTION 7. EXCLUSIONS FROM COVERAGE
7.1 The Plan will not pay Claims arising from:
(a)
Damage to or destruction of property caused by Person to his or her own
property.
(b)
Any willful malicious acts or any acts of intentional misconduct.
(c)
Any acts, omissions, or events outside the scope of employment. official
duties, or business of the County or Public Schools
(d)
Any occurrence resulting from acts or omissions occurring while under the
influence of alcohol or 41egal drugs or the abuse of legal drugs.
(e)
The exercise of eminent domain or condemnation or actions for inverse
condemnation, adverse possession, or dedication by adverse use. This
exclusion does not apply to liability arising out of the termporary taking of
property or exercise of control that is incident to any arrest or for the
purposes of protecting persons or property during an emergenev.
(f)
Judgments or losses covered under the Plan when a person covered under
the Plan fails to notify the County Attorney of court actions against them i1i.
sufficient tirne for the County Attorney to file responsive pleadings.
(g)
Action taken by persons covered under the Plan which is contrary to advice
given by the Countv Attorney and affects the defense of a claim in a
materially adverse manner.
SECTION 8. ADMINISTRATION OF CLAIMS
8.1 Reporting
of Claims, Written Notice
Upon the happening of any occurrence which may be covered by the County's
insurance or Risk Management Internal Service Fund, written notice containing the
identity of the person seeking indemnification under this Plan, information
regarding the time, place, and circumstances of the occurrence, and the names and
addresses of (1) all injured persons, (2) the owner of any damaged property, and (3)
all witnesses whose identity is known or can be reasonably determined shall be
given as soon as practicable by the person seeking indemnification under this Plan
to the Risk's Management Director. Any person seeking indemnification
under this Plan and who is no longer employed by or otherwise providing service
to the County or Public Schools shall also provide the Risk Manager Management
Director with his or her name, address and work and home telephone numbers and
shall further be required to update information on how he or she can be contacted
by the Risk Manama Management Department when necessary.
11
;`
8.2 Reporting of Claims; Service of Process
If ; ^'^ivn is H; -A -e ^~ an action is brought against a person as a result of any
occurrence which may be subject to indemnification under the County's insurance
or Risk Management Internal Service Fund, that person shall immediately notify
the County Attorney in writing and shall immediately forward to the County
Attorney every demand, notice, summons, or other process received by a person
covered under the Plan or his representative.
8.3 Cooperation
All persons seeking indemnification under the Risk Management Plan shall
cooperate with the County and, upon the County's request, assist in making
settlements, in the conduct of lawsuits, and in enforcing any right of contribution,
subrogation, indemnification, or any other claim which the County or the covered
person may have against any other person who may be liable to any.covered person.
1'lnat person shall attend hearings, depositions, trials, and other proceedings and
shall assist in securing and giving evidence and obtaining the attendance of
witnesses.
No such person shall make any payment, asstife assume any obligation, or incur
any expense, without prior approval by the County Attorney. Such action without
County Attorney approval shall void any indemnification under this Plan relating
to the occurrence.
No person may disapprove a proposed settlement of a suit, action, or claim against
him if the County Attorney detennines that such disapproval is contrary to the legal
or management interests of the County or its officers, employees, or volunteers. In
the event an employee has the option to disapprove a settlement and disapproves
such proposed settlement, any indemnification afforded under this Plan shall be
void for the occurrence for which the settlement was disapproved.
8.4 Failure to Give Notice or Cooperate
The County shall not provide indemnification for any person with respect to any
loss for which that person fails to comply with all provisions of Sections 8.1, 8.2
and 8.3 of this Risk Management Plan.
8.5 Defense of Claims
The County Attorney shall represent all persons or entities with respect to any claim
or causes of action arising from the conduct of such individuals or entities in the
discharge of their duties on behalf of the County School Board or their agencies.
12
UC 1"�
8 6 G-R-B-0jet Rdrrr.,,..A_-j. Outside Counsel
In the event of (1) a real or potential conflict of interest involving the County
Attorney's representation of the County or related entity or any individual under
this Plan, on any claim, lawsuit or combination of claims or lawsuits, or (2) any
other ethical consideration, which might impede effective representation and legal
defense by the County Attorney, or (3) the need for additional legal resources or
specific expertise, the County Attorney is authorized to retain outside or additional
counsel, to represent any such persons or entities who shall in his opinion require
such counsel. The Risk Management Internal Service Fund shall bear the cost of
such counsel except as related to workers' compensation claims. County
departments and the Public Schools shall bear the cost of such counsel in the
defense of workers' compensation cases.
8.7 Authority to Hire Experts
The Risk Manager Management Director and County Attorney are authorized to
retain experts to assist in the investigation, valuation, or settlement of claims, and
to testify at the trial of such claims against persons and entities provided
indemnification under the Risk Management Plan. The costs and expenses of such
experts shall be bonne by the Risk Management Internal Service Fund except as
related to workers' compensation claims
References:
I. July 14, 1976 Board of Supervisors Minutes - recognizing Auxiliary Police Officers as
police officers of the County and extending protection under section 65.1 of the Code of
Virginia and insurance coverage is to be the same as for paid police officers.
2. June 22, 1983 Board of Supervisors Minutes -- extending benefits, including workers'
compensation to Board Members.
3. July 26, 1989 Board of Supervisors Minutes - Adoption of the Risk Management Plan
4. June 10, 1992 Board of Supervisors Minutes - Afforded coverage under the Risk
Management Plan to Chesterfield -Colonial Heights Crime Solvers when acting in their
official capacity in assisting the Chesterfield Police Department in investigating crime in
the County.
1.3
Meeting Date: September 27, 2017 Item Number: 14.13.
Subject:
DEFERRED ITEM: Ordinance to Vacate a Fifty -Foot Unimproved Right of Way
Known as Hunters Hawk Drive, Variable Width Virginia Department of
Transportation (VDOT) Slope and Drainage Easements and Ten -Foot Temporary
Construction Easements Within Beechwood Forest, Sections,3 and 4
County Administrator's Comments:
County Administrator:
Board Action Rec
Deny a request to vacate a 50 -foot unimproved right of way known as Hunters
Hawk Drive, variable width (VDOT) slope and drainage easements and 10 -foot
temporary construction easements within Beechwood Forest, Sections 3 and 4.
Summary of Information:
On July 26, 2017, the Board held a public hearing to consider the vacation of
a 50 -foot unimproved right of way known as Hunters Hawk Drive, variable width
(VDOT) slope and drainage easements and 10 -foot temporary construction
easements within Beechwood Forest, Sections 3 and 4. The adjoining owners to
the east and the south are opposed to the vacation and staff recommended
denial of the request. The right of way was dedicated to provide access for
the development of the 93 -acre parcel to the east. The applicant was advised
of the recommendation and given an opportunity to withdraw the application
and receive a partial refund of fees but preferred that the Board hear the
request. The applicant is currently working with the Planning Department
regarding a possible variance to allow construction of a garage on their lot.
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Attachments: Yes No
0 "'
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 14.13.
Subject:
DEFERRED ITEM: Ordinance to Vacate a Fifty -Foot Unimproved Right of Way
Known as Hunters Hawk Drive, Variable Width Virginia Department of
Transportation (VDOT) Slope and Drainage Easements and Ten -Foot Temporary
Construction Easements Within Beechwood Forest, Sections,3 and 4
County Administrator's Comments:
County Administrator:
Board Action Rec
Deny a request to vacate a 50 -foot unimproved right of way known as Hunters
Hawk Drive, variable width (VDOT) slope and drainage easements and 10 -foot
temporary construction easements within Beechwood Forest, Sections 3 and 4.
Summary of Information:
On July 26, 2017, the Board held a public hearing to consider the vacation of
a 50 -foot unimproved right of way known as Hunters Hawk Drive, variable width
(VDOT) slope and drainage easements and 10 -foot temporary construction
easements within Beechwood Forest, Sections 3 and 4. The adjoining owners to
the east and the south are opposed to the vacation and staff recommended
denial of the request. The right of way was dedicated to provide access for
the development of the 93 -acre parcel to the east. The applicant was advised
of the recommendation and given an opportunity to withdraw the application
and receive a partial refund of fees but preferred that the Board hear the
request. The applicant is currently working with the Planning Department
regarding a possible variance to allow construction of a garage on their lot.
District: matoaca
Preparer: John W. Harmon Title: Real Property Manager
Attachments: Yes No
0 "'
NE831"011ym
DEFERRED ITEM: Ordinance to Vacate a Fifty -Foot Unimproved
Right of Way Known as Hunters Hawk Drive, Variable Width
Virginia Department of Transportation (V DOT) Slope and
Drainage Easements and Ten -Foot Temporary Construction
Easements Within Beechwood Forest, Sections 3 and 4
R
II 555
B, LEWOOD CT
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A
HUN &11907�
R
120 01 1239'9,
BUNDLE
DEFERRED AREA ROAD
T_
ABUTTING OWNERS
OPPP'OED TG T H E
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Page 1 of 3
Meeting Date: September 27, 2017 Item Number: U.C.
Subject:
Deferred Item - Consideration of a Revised Chesterfield County Police
Department Towing Contract
County Administrator's Comments:
County Administrator:
Board Action Requested:
Direct staff to review the County towing program and return to the Board with
recommendations by January 24, 2018.
Summary of Information:
This item was deferred from the August 23, 2017, meeting.
In accordance with Virginia Code § 46.2-1217, the Towing Advisory Board
("TAB") has recommended minor changes to the Towing Contract and those
recommended changes are set forth below on pages 2-3.
The tow companies on the County's active towing list are currently under
contract through August 31, 2018, and no action is required at this time to
adopt a revised contract. While Police Department staff does not oppose the
proposed contract changes, it is the recommendation of staff that the Board
of Supervisors direct staff to review the entire County towing program and
present options for the Board's consideration. After review and benchmarking,
staff will then discuss possible structural or programmatic changes and
contract recommendations with the members of the Board of Supervisors and the
TAB.
Preparer: Col. Daniel W. Kelly Title: Interim Chief of Police
No
Attachments: 0 Yes F-1 0-00246
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 3
AGENDA
The revisions that were proposed by the TAB are as follows:
1. Page 1. Section 4. Adding language to address change in ownership "If
Contractor changes ownership or business name or reorganizes under a
different name during the term of this Contract, the Contractor must
immediately notify the Chesterfield County Police Towing Services
Coordinator ("Towing Services Coordinator") The Contract will be
terminated upon transfer of ownership. An exception to termination of
the Contract may be granted by the Chief of Police if the new owner of
the business is an immediate family member of the current owner and the
new owner meets all other Contract requirements, or if business changes
name, but not ownership."
2. Page 3. Section 12. The removal of "This contract may be renewed by the
County for additional one-year terms if the Contractor timely submits to
the County the following: a signed, notarized form which is provided as
Addendum C and an updated and completed criminal history form obtained
from the Virginia State Police, and an updated Virginia DMV driving
record. In addition, renewal is conditioned upon the Contractor's
compliance with all terms of this contract in the past, and the County's
approval of such renewal. Addendum C forms must be received by the
County on or before August 1st of each year to facilitate uninterrupted
placement on the Authorized Towing List."
Renewal of the Towing Contract will occur every year, which eliminates
the need for the Authorized Towing List Agreement Renewal Application
Addendum C).
3. Pages 3 through 12. Renumber the sections starting with Section 12 to
account for the removal/deletion of the language discussed in 2. above.
4. Page 3. Section 12. a. Add additional language concerning the
license/registration card issued by the Virginia Department of
Criminal Justice Services ("DCJS") and instituting a requirement for
the completion of training for Traffic Incident Management System
(TIMS).
The proposed language is: and forward a copy of each driver's DCJS
card to the Towing Services Coordinator. In addition, all tow truck
drivers are required to be certified with Traffic Incident Management
System (TIMS) and Contractor must provide a copy of their certificates
of completion to the Towing Services Coordinator. Current contractors
must be TIMS certified by September 1, 2018. Newly hired tow truck
drivers will be required to complete the TIMS training and Contract
must supply a copy of their certificate to the Towing Services
Coordinator within six months of their date of hire."
C!'i'3. 211't117
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 3 of 3
AGENDA
5. Page 7. Section 27. Adding language to clearly define the time towing
services are called for in determining whether day or night fees will
be charged.
The proposed language is: "The time the tow company -accepts the police
requested tow call from a Chesterfield County dispatcher will be used
to determine whether day or night time fees will be charged."
6. Addendum D will be referred to as Addendum C since the Authorized
Towing List Agreement Renewal Application, formerly Addendum C, is no
longer needed.
7. Addendum C. Insert "5. Traffic Infraction pickups with dual rear
wheels, or vehicles requiring a medium -duty wrecker. (9,000-14,000
GVWR) $169 (Day) $193 (Night Weekend Holiday*)".
8. Addendum C. Change the GVWR (Gross Vehicle Weight Rating) in Services
3. and 4. to a maximum of 9,000 GVWR.
9. Addendum C. change the GVWR (Gross Vehicle Weight Rating) in Services
5. and 6. to a minimum 9,000 GVWR.
('Countv")apolitical subdivision ofthe Commonwealth ofVirginia;
WHEREAS, the Chesterfield County Police Department finds it desirable to establish,
pursuant to Virginia Code § 46.2-1217, an eligibility list of business establishments to provide
towing services; and
WHEREAS, the County deems it desirable to ensure that fair, uniform rates are charged
for services rendered while serving on the Police Department's towing list and to protect the
integrity of the County and the towing facilities from unfair pricing or incompetent services.
NOW THEREFORE in consideration of the placement of Contractor on, the eligible list of
towing operators, Contractor agrees that it will fully comply with all of the terms set out below.
By signing this Contract, Contractor certifies that its operation complies, and shall
continue to comply, with all conditions, equipment specifications and requirements
under this Contract and established bythe laws ofthe Commonwealth ofVirginia.
Failure to comply or false statements concerning compliance shall be grounds for
termination.
2. The County reserves the right toterminate this Contract atany time for any breach of
the terms of this Contract.
3. if Contractor declares bankruptcy or otherwise ceases operations during the terms of
this Contract, the Contractor shall notify the County in writing immediately.
4. if Contractor changes ownership or business name or reorganizes under a different
name during the term ofthis Contract, GentFaeteF shall give the Ceunty thiFty (30) days
may teFFninate the CentFaet at the end of the thirty (30) day netiee peried eF may
7*�
Chesterfield Co. Police Towing Contract 1of13- Revised 08/02/20.1.7
this; C-Antr-,,+ the Contractor must immediately notify the Chesterfield County Police
Towing Services Coordinator ("Towing Services Coordinator"). The Contract will be
terminated upon transfer of ownership. An exception to termination of the Contract
may be granted by the Chief of Police if the new owner of the business is an immediate
family member of the current owner and the new owner meets all other Contract
requirements, or if business changes name, but not ownership.
S. The Contractor shall maintain and furnish the County with no more than one day phone
number and one night phone number. The Contractor agrees to give twenty-four (24)
hour notice to the County prior to any changes in day or night numbers.
6. The Contractor's place of business and storage lot must be located within the
boundaries of Chesterfield County and the business must be operated under an
appropriate Chesterfield County business license.
7. Any towing contractor submitting an application to be placed on the Chesterfield
County Police Authorized Towing Contract List shall have conducted towing services in
Chesterfield County under its current business name for a minimum of one (1) year.
Prior performance and reputation in the community, as reported through the Police
Department and criminal history record information on the applicant, and input from
the Chesterfield County Towing Advisory Board will be considered when a contractor
submits his/her application.
8. Applicant must supply a copy of his criminal history record to the Towing Services
Coordinator. Criminal History records will be obtained through the Virginia State Police.
Applicant must also supply a current copy of his driving record. Records will be obtained
through the Virginia Department of Motor Vehicles. An applicant with a felony
conviction on his or her criminal history will generally be ineligible for a towing contract.
All felony convictions of the applicant shall be evaluated by the Chesterfield Police
Department for the severity of the offense, repeat offenses, elapsed time from last
conviction and other relevant factors to assess an applicant's current trustworthiness
and character. The Chesterfield Police Department will have the final authority on
approval of a towing contract. The applicant will furnish proof of insurance that meet
the requirements of Virginia Code § 46.2-649.1.
9. Contractor shall install and maintain a clearly visible sign at the storage lot providing the
company name and a telephone number where the owner, manager or attendant may
be reached at any time so a towed vehicle may be reclaimed by its owner during
operating hours. The sign shall be installed in a conspicuous location, be legible and
kept in good condition.
10. Contractor shall insure that service is provided for its storage lot seven (7) days a week
from 8:00 a.m. until 6:00 p.m. to return vehicles upon the payment of towing and
storage charges. If a vehicle is reclaimed from 8:00 a.m. to 6:00 p.m. response time to
Chesterfield Co. Police Towing Contract - 2 of 13- Revised 08/02/2017
the storage lot by the Contractor or his designee shall not exceed one (1) hour. No
office facilities are required to be maintained at the storage lot and the lot does not
have to be constantly manned during the time that service is required to be provided
under this contract. Contractor shall provide adequate security for all vehicles towed
and their contents, including appropriate permanent fencing. The Contractor shall be
responsible for the vehicle towed and its contents from the time it is.towed until one of
the following occurs:
The vehicle is delivered to a location specified by the owner or operator. If the
owner, manager, or agent of the specified location refuses the delivery of the
vehicle, the mileage charge will continue to the Contractor's tow lot.
b. The vehicle is released and accepted by the owner or the owner's agent; or
c. The vehicle is otherwise disposed of according to law.
11. This Contract shall expire on August 31St, 201-78, unless otherwise terminated pursuant
to the terms of this Contract.
3-3-12. The Contractor shall meet the following minimum requirements, all requirements
established by the Virginia Department of Criminal Justice Services ("DOS"), and any
other reasonable requirements the County may impose in its discretion from time to
time:
a. All tow truck drivers must be duly licensed/registered with DCJS and such
license/registration must be maintained and renewed in accordance with
DCJS requirements. Contractor shall maintain a copy of each tow truck
driver's DCJS issued license/registration, and forward a copy of each driver's
DCJS card to the Towing Services Coordinator. In addition, all tow truck
drivers are required to be certified with Traffic Incident Management System
(TIMS) and Contractor must provide a copy of their certificates of completion
to the Towiniz Services Coordinator. Current contractors must be TIMS
certified by September 1. 2018. Newly hired tow truck drivers will be
required to complete the TIMS training and Contract must supply a copy of
Chesterfield Co. Police Towing Contract - 3 of 13- Revised 08/02/2017
their certificate to the Towing Services Coordinator within six months of their
date of hire.
b. All wreckers must be registered as required by law under Virginia Code §
46.2-649.1. Contractor shall display proper license plates as required by
DMV.
c. All wreckers must have business name, address, and phone number on both
sides of the vehicle and visible to the naked eye from a distance of fifty (50)
feet. (Virginia Code § 46.2-1076 D.) The lettering will be permanently affixed
to the wrecker Magnetic signs are prohibited except in the use of rental
wreckers as provided in paragraph 22 of this Contract.
d. Contractor shall comply with the Code of the County of Chesterfield,
including § 13-42 that states the following:
No truck having wheels of the dual -tire type in excess of 6,000 pounds and
no trailer, semitrailer or cab for such trailer shall be parked on any road in
the County within any resid2ential district as defined in the zoning
ordinance.
e. Contractor shall not park a wrecker in a residential area while carrying or
towing vehicles.
f. All wreckers must have current Virginia State Inspections.
g. All wreckers shall be standard vehicles originally designed and built as
wreckers and shall not be pick-up or similar trucks with towing slings on the
body.
All wreckers shall be equipped with at least one (1) shovel, one (1) broom,
one (1) container or pail for glass and debris, (1) 5 -pound
operational/charged multi-purpose fire extinguisher and a sufficient amount
of absorbent material equal to a five (5) gallon bucket and any other
equipment required by the County.
i. In addition to the required standard lighting equipment, each wrecker will be
outfitted with a flashing, blinking, or alternating (rotating) amber light(s) as
required by Virginia Code §§ 46.2-1025 and 46.2-1030(C).
j. Additions or changes in equipment or storage facilities may be made to
Attachment A after the police have inspected and approved all
equipment/facilities to be added to said attachment and after the police
have been notified in writing by the Contractor of the deletions/additions of
Chesterfield Co. Police Towing Contract - 4 of 13- Revised 08/02/2017
equipment or storage facilities listed in Attachment A provided; however;
that the Contractor shall at all times comply with minimum equipment and
storage facility specifications of this Contract or this Contract shall be
terminated.
k. As mandated by the Commonwealth of Virginia in the 2011 Virginia Work
Area Protection Manual, Section 6D.03, towing and recovery personnel who
are exposed to traffic shall wear high -visibility safety apparel that meets
Performance Class 3 requirements.
-1413. The County reserves the right to contract with no more approved wrecker/towing
companies at any one time than it deems to be necessary.
1514. The Contractor shall be able to respond to police calls for impoundment or seizure for
towing and wrecker services every day of the week on a twenty-four (24) hour a day
basis.
1-615. Response time for the arrival on the scene by the tow truck shall not exceed thirty
minutes from the time the call for service is made by the County. In the event the
Contractor determines from the circumstances of the call for service, that a larger than
normal wrecker is required, an additional thirty minutes will be allowed. In the event
the response time exceeds such time limits, the County reserves the right to call any
other available contractor. Frequent failures to respond within the appropriate time
limits shall be considered grounds for termination of this Contract and removal from the
eligibility list. The above time limit may be waived by the County for good cause.
1716. In the event an owner or operator of a vehicle to be towed requests towing service from
someone other than the County contracted towing services, such request shall be
honored by the County unless circumstances prevent the request from being honored.
1917. It shall be the responsibility of the Contractor to determine the appropriate wrecker to
be sent on any call. In the event the Contractor deems it necessary to obtain additional
assistance or equipment and the Contractor does not have the needed assistance or
equipment, the Contractor will advise the police officer on the scene of this fact and the
officer will call for another contractor to respond to assist. Contractor shall not accept
calls for service that are beyond their capability or equipment limitations. Contractor
shall not accept a service call from the County and then split the call with another
contractor or give the call to another contractor.
1518. The Contractor shall notify the Chesterfield County Emergency Communications Center
Supervisor of a temporary change of telephone number. Any permanent change in
address or phone number shall be made in writing to the Community Services Division,
Chesterfield County Police Department, 2730 Hicks Road, North Chesterfield, Virginia
23235.
Chesterfield Co. Police Towing Contract - 5 of 13- Revised 08/02/2017
2-019. All wrecker operators employed by the Contractor shall be duly licensed as required by
the Code of Virginia, and shall have such license in their possession at all times when
operating wreckers or other equipment.
-2420. The Contractor shall be responsible for the removal of all debris from the scene before
departing. The Contractor shall also be responsible for the removal of injurious
substances dropped upon the highway from such vehicle. See Va. Code § 18.2-324. If
an injurious substance clean up warrants the use of resources beyond those required for
a basic clean up, the Contractor may charge the hourly fee listed on Addendum B C for
additional labor and may also charge for its additional equipment expenses. The
Contractor is required to document through photographs the before and after condition
of the scene. The Contractor is required to maintain for a period of two years the
photographic documentation, as well as the documentation substantiating the
additional expenses charged. The documentation must be made available for
inspection by the County upon request. In the event that two or more wreckers are at a
scene, Contractor agrees to cooperate with all drivers as necessary for clean-up. If all
other tow trucks have left the scene, the last tow will be responsible for cleaning up the
debris.
22-21. The Contractor shall not release any vehicles "seized" or "seized for forfeiture" by the
County until the Contractor obtains permission from the County or is ordered by the
Court to release the vehicle.
2-322. In performance of its duties under this Contract, the Contractor shall use only that
equipment which has been inspected and approved by the County. All approved
equipment of the Contractor shall be listed on Addendum A hereto, which is made part
of this Contract. Use by the Contractor of equipment of any other towing facility,
regardless of ownership, or of unapproved equipment, shall constitute just cause for
immediate termination of this Contract. If a Contractor's wrecker is temporarily
disabled a rental wrecker may be utilized, with the written approval of Chesterfield
County Police Department for up to 30 days. Extension of time to the 30 day time limit
may be granted at the discretion of Chesterfield County Police Department. The rental
wrecker must meet all of the requirements of this Contract and magnetic signs
displaying the name, address and telephone number of the Contractor shall be affixed
on both sides of the rental wrecker. (Magnetic signs are not otherwise allowed on
wreckers owned and used by the Contractor.) The Contractor shall notify Chesterfield
County Police Department's towing coordinator for approval prior to putting a rental
wrecker in service. This provision shall not prohibit the use of "specialty equipment"
under emergency conditions. When so instructed by the police, the Contractor shall
provide whatever equipment is necessary to move the motor vehicle designated by the
County, including, but not limited to, dollies, winches, cable extensions, and off road
work.
,2
Chesterfield Co. Police Towing Contract - 6 of 13- Revised 08/02/2017
-2423. The Contractor hereby grants the County permission to inspect periodically all
equipment and storage facilities listed in Attachments A and B at the convenience of the
County. Whenever the County determines any storage facility or equipment to be
unacceptable, the County shall give written or verbal notification to the Contractor of its
determination, and said unacceptable equipment or storage facility shall not be used by
the Contractor in performance of its obligations hereunder until corrected, and, if not
reasonably corrected within 10 days, such equipment or storage facility shall be deleted
from Attachment A. All findings of unacceptable equipment will be documented in the
tow company's file at the Police Department.
2-524. The Contractor shall keep for two (2) years all records related to the towing of vehicles
which have been towed under this Contract. These records will include copies of the
itemized bill given to owner or operator as outlined in section 27(c) of this Contract.
Contractor shall keep separate all towing charges billed under this Contract. Such
records shall be available at any time for inspection by the police.
2-625. The Contractor represents that no current employee or member of the governing body
of the County of Chesterfield has any interest, direct or indirect, in the Contractor's
business.
2-726. The Contractor shall indemnify, hold and save harmless the County of Chesterfield, the
Board of Supervisors of Chesterfield County, Virginia, and all County officers, agents,
and employees from and against any and all claims, causalities, damages, injuries, suits,
actions, or causes of actions, arising or asserted due to any act or omission of the
Contractor, its officers, agents or employees in the performance of this Contract.
X27. The Contractor may charge three basic fees for its services: a night tow fee to cover the
period from 7:00 p.m. to 7:00 a.m., a day tow fee to cover the period from 7:01 a.m. to
6:59 p.m. and a holiday fee. The time the tow company accepts the police requested
tow call from a Chesterfield County dispatcher will be used to determine whether day or
night time fees will be charged. The holiday fee may be charged on holidays recognized
by Chesterfield County. The County holidays are listed on Addendum D C of this
Contract. These basic fees shall include any charge for the storage of the vehicle towed.
All fees shall be listed on Addendum D C of this Contract and approved by the County. To
determine the proper category of charge, (disabled vehicle, accident, traffic infraction
etc.) the tower must verify with the officer on the scene what classification will be
assigned to the incident. If the tow driver on scene disagrees with the officer on scene
about the proper category of charge, the driver may request for an on duty police
supervisor to mediate. The decision of the on duty supervisor will be binding.
Contractor shall give each owner or operator a written e copy of approved towing fees
at the time of the tow. A master copy of the towing fees will be supplied to the
Contractor by the County. The Contractor will give copies of the master copy to the
owner or operator. Only the copy approved by the County will be supplied to the owner
or operator. If operator or owner is not available at the time of tow a copy may be given
Chesterfield Co. Police Towing Contract - 7 of 13 -
Revised 08/t�
when customer picks up vehicle. When requested at the scene of the tow or at the
Contractor's storage lot, the Contractor shall release to the owner or his or her designee
personal contents of vehicle that are not attached or considered to be necessary for the
proper operation of any motor vehicle. At no time can the Contractor hold personal
items not permanently affixed to the vehicle in lieu of payment of the tow bill.
a. The allowable fees are listed on Addendum B C of this Contract. Contractor can
charge for an additional wrecker, person or equipment if utilized for the same
vehicle. The fees listed in Addendum -D C for additional person, wrecker or
equipment shall not exceed the fee for disabled passenger vehicles, pick-up, SUVs or
vans. With prior approval from the Police Department Towing coordinator,
Contractor may charge a fee not to exceed $100.00 for extraordinary circumstances.
These circumstances could be but are not limited to a vehicle underwater, in a large
ravine or some other circumstance which requires significant additional work as
compared to a normal tow. At no time can this charge be levied without prior
approval by the Police Department Towing Coordinator.
b. If a wrecker responds and services are not required, no charge will be made by the
Contractor if it has not hooked up to the vehicle. An example would be a parking
violation where the owner arrives to claim the vehicle before the wrecker is
attached to the vehicle in violation.
c. The Contractor shall present to the owner or operator of any motor vehicle towed or
stored an itemized bill containing the following information:
Vehicle owner's name, address and/or;
Vehicle description including manufacturer, color, model and license plate
number and vehicle identification number;
iii. Date and time vehicle towed, incident number assigned by Police
Communications Center, location from which the vehicle was towed and the
reason for the tow, list of services provided and individual cost;
iv. Location, date and the vehicle was released.
The itemized bill shall have the information from both 27.c.i. and ii, unless the
information from i. is unavailable, in which case the bill shall contain the information
required by 27.c.ii.
d. A separate fee may be charged for the release of a vehicle after normal business
hours (5:00 p.m. 8:00 a.m.) Fees allowed are listed on Addendum B C of this
Contract.
Chesterfield Co. Police Towing Contract - 8 of 13-
`G IM'S
Revised 08/02/2017
2928. a. The Chief of Police shall designate an officer to investigate all complaints made by the
owner and/or operator of vehicles which are towed or stored pursuant to this
Contract.
b. When deemed necessary, the Chief of Police or his designee shall make written
recommendations for corrective action, which shall be binding on the Contractor.
c. The Chief of Police or his designee will determine whether or not the Contractor is
providing satisfactory service. If service is determined to be unsatisfactory, this
Contract may be terminated.
-3829. a. The County may at any time, in its discretion, suspend or terminate this Contract
after providing the Contractor 24-hour advance written notification. However, the
County reserves the right to immediately, without 24-hour advance written
notification, suspend the Contract and remove the Contractor from the Authorized
Towing List if such suspension and removal is in the interest of public safety and,
therefore, deemed necessary by the County. Grounds for termination or suspension
shall include, but not be limited to:
Failure to respond to requests from the County within the required 30 minute
time period;
ii. Failure to maintain equipment in accordance with requirements as enumerated
in this contract and or failure to have new equipment or facilities approved prior
to their use;
iii. Lack of adequate insurance as required by Virginia Code § 46.2-649.1;
iv. Arriving at the scene of an incident where Contractors are required without
being called by the County;
v. Operating in a manner which is inefficient or unsafe or allowing an
inexperienced or unlicensed persons to operate any equipment which is used to
tow a motor vehicle;
vi. Storing a vehicle at a location other than an approved storage lot;
vii. Failure to comply with any of the terms of this Contract;
viii. Convictions for violating local, state, or federal laws;
ix. Failure to clean roadways at the scene of an accident;
Chesterfield Co. Police Towing Contract - 9 of 13- Revised 08/02/2017
Use of satellite telephone numbers or business locations to increase the number
of operating points for Contractors within the County;
A. Substantiated complaint(s) of excessive or unnecessary fees for towing or
storage charged to customers;
xii. Any action or activity by the Contractor which, in the determination of the
police, is not in the best interest of the police, the County, or the citizens of
Chesterfield County;
xiii. Involvement in criminal offenses or activity and/or failure to comply with all
laws, ordinances, codes and regulations applicable to the operation of a motor
vehicle towing and storage business;
xiv. Operating a towing business without a valid Chesterfield County business
license,
xv. Failure to pay County or state taxes.
b. The Contractor shall receive from the Chesterfield County Police Department written
notice of such removal or suspension and the grounds therefore. The Chief of Police
or his Designee's decision for removal or suspension shall be final and conclusive
unless the Contractor appeals in writing to the Chief within ten (10) days of receipt
of notice of removal or suspension.
c. The Contractor's written appeal to the Chief of Police shall include the basis for its
appeal and the relief sought, and shall state whether the Contractor wishes to have
a hearing with respect to the appeal.
d. If no hearing is requested, the Chief of Police or his designee shall render a decision
to the Contractor within ten (10) days of receipt of appeal.
e. If a hearing is requested, it shall be held within ten (10) days of receipt of the
written appeal or as soon thereafter as possible, and a final decision shall be
rendered by the Chief of Police or his designee within ten (10) days of the hearing.
During the hearing, the Contractor, and the Police Department, shall have the
opportunity to present pertinent information, and to cross-examine adverse
witnesses. The hearing shall be an informal, administrative proceeding, rather than
a judicial -type trial, and shall be conducted by the Chief of Police, or his designee.
The Contractor may be represented by counsel at its own expense.
If the final decision of the Chief of Police or his designee is removal of the Contractor
from the list and termination of the Contract, the Contractor may appeal in writing
to the County Administrator. Such appeal must be made to the County
Chesterfield Co. Police Towing Contract - 10 of 13- Revised 08/02/2017
Administrator within ten (10) days of receipt of the Chief of Police's final decision
issued pursuant to subsection 29(d) or (e). The County Administrator may consider
the Contractor's notice of appeal and any documentation or evidence submitted to
the Chief of Police for his consideration. The County Administrator shall issue a
written decision upholding, reversing, or modifying the decision of the Chief of
Police within thirty (30) days of receipt of the written appeal.
3-130. Contractor's records shall be open to inspection and subject to audit and/or
reproduction by the County to the extent necessary to adequately permit evaluation
and verification of any invoices, payments or claims submitted by Contractor of any of
its payees pursuant to this Contract. Such records subject to examination shall also
include, but not be limited to, those records necessary to evaluate and verify direct and
indirect costs (including overhead allocations) as they may apply to costs associated with
this Contract.
For the purpose of such audits, inspections, examinations and evaluations, the County
shall have access to said records from the effective date of this Contract, for the
duration of the work, and until two (2) years after the date of final payment by the
County to Contractor pursuant to this Contract.
The County shall have access to Contractor's facilities, shall have access to all necessary
records in order to conduct audits in compliance with this article. The County shall give
Contractor reasonable advance notice of intended audits.
Contractor shall require all subcontractors, insurance agents, and materials suppliers
(payees) to comply with the provisions of this article by insertion of the requirements
hereof in a written agreement between Contractor and payee. Failure to obtain such
written contracts which include such provisions shall be reason to exclude some or all of
the related payees' costs from the amount payable to Contractor pursuant to this
Contract.
If an audit inspection or examination in accordance with this article discloses
overcharges (of any nature) by Contractor to the County in excess of five percent (5%) of
the total Contract billings, the actual cost of the County's audit shall be paid by
Contractor.
3231. The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, gender, disability, national origin, age, or any other basis
prohibited by state law relating to discrimination in employment, except where there is
a bona fide occupational qualification reasonably necessary to the normal operation of
the Contractor. The Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
Chesterfield Co. Police Towing Contract -11 of 13- Revised 08/02/2017
332. During the performance of this Contract, the Contractor agrees to:
a. Provide a drug-free workplace for the Contractor's employees.
b. Post in conspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is prohibited
in the Contractor's workplace and specifying the actions that will be taken against
employees for violations of such prohibition.
State in all solicitations or advertisements for employees placed by or on behalf of
Contractor that Contractor maintains a drug-free workplace.
For the purposes of this section, "drug-free workplace" means a site for the
performance of work done in connection with a specific contract awarded to a
Contractor in accordance with this paragraph, the employees of whom are prohibited
from engaging in the unlawful manufacture, sale, distribution, dispensation, possession
or use of any controlled substance or marijuana during the performance of the
Contract.
-3433. The validity and construction of this Contract shall be governed by the laws of the
Commonwealth of Virginia. Any claims, actions or disputes which arise concerning or
relating to this Contract shall be brought in the Circuit Court of Chesterfield County.
3-534. This Contract constitutes the entire agreement of the parties with respect to the towing
and storage of motor vehicles by the Contractor at the request of the County for police -
requested towing or police towing requests as defined by Virginia Code § 46.2-1217. No
changes to this Contract shall be made except in writing and signed by both parties.
This Contract supersedes all other agreements between the parties hereto with respect
to towing and storage of motor vehicles.
Chesterfield Co. Police Towing Contract - 12 of 13- Revised 08/02/2017
Approved as to form:
COUNTY OF CHESTERFIELD
Ms
Its:
CONTRACTOR
Company:
Name:
Position:
Chesterfield Co. Police Towing Contract - 13 of 13 -
Revised 05/22J201 •," -
Addendum A
Authorized Wreckers
Names of Business:
Business Address:
Email: Business Phone:
Wrecker #1
Year: Make: Model:
. . . ............................. ... .
VIN # License No.
......... .....
Operational Fire F-1 Class 3 Vest/ Safety State
Extinguisher Apparel Inspection Date
Shovel El Broom Gross
Weight
Standard F-1 Roll Back 0 Heavy Flashing Lights ❑
Container for removal of debris o Business/Address/Phone displayed o
Wrecker #2
Year: Make: Model:
--------------- - . ..... . ................ .. . . . . . . ................
VIN # License No.
------------------ _--
Operational Fire ❑ Class 3 Vest/Safety State
Extinguisher Apparel Inspection Date ............ .. .
Shovel ❑ Broom Gross
Weight .......... .. . ....
Standard ❑ Roll Back ❑ Heavy Flashing Lights El
Container for removal of debris o Business/Address/Phone displayed o
Wrecker #3
Year: Make: Model:
------ ------ - .......... . .. ...... . .... ........... .... . . . ...... ................................... . ........ ... ...
VIN # License No.
Operational "Fire ❑ Class 3 Vest/Safety State
Extinguisher Apparel Inspection Date
Shovel ❑ Broom Gross
Weight . ...................... ...... . .................. .. .. . . .... ... ..... . .... ............. ...... .............
Standard Roll Back ❑ Heavy Flashing Lights F
Container for removal of debris o Business/Address/Phone displayed o
Chesterfield Co. Police Towing Contract - 1.4 of 13- Revised 05/22/2017
46
Principal Business Address:
Operated by:
5toragelot location:
Owned by:
Bus. Phone:
Phone:
Owned b»Aop|icant E| Leased 6vAnp|ioant El If Lease, attach a copy ofleasing agreement.
Storage Facility:
�� �
Fen�e�in�_��� Lights Security �� Gu�rd�o�s�_��� �|os��an�oov�r���_|
Describe type offencing
Normal hours storage lot isopen:
Charge per day for storage outside inside
Show capacity for outside storage inside
Applicant's signature: Applicant's title:
For office use:
Date inspected: Inspected by:
Approved F-1 Disapproved The above location is a storage facility for motor vehicles.
(Signature and Title) (Date)
Chesterfield Co. Police Towing Contract - 15 of 13-
Rnised05/22/201.7
Addendum 9-C
Below are the maximum allowable charges to citizens. No other fees except those specified below and in the
Contract, are permitted without approval of Chesterfield County Police Department Towing Coordinator. By
signing the Contract in whole (and Addendum D in part), Contractor agrees to accept these fees for any
Chesterfield County Police Department originated call for towing or related services under the Contract.
This Addendum is effective: 09/01/20167
Contractor: Phone:
Owner's Signature: Date:
*Nighttime rates are effective between the hours of 7:00 p.m. and 7:00 a.m. Monday -Friday. All hours on weekends
and County holidays are charged as nighttime.*The County holidays include New Years Day, Lee Jackson Day,
Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day
and the day after Christmas Eve and Christmas Day.
Chesterfield Co. Police Towing Contract - 16 of 13- R e \/ i ie d0
0 / i
Night
Services Day Weekend
Holiday*
1. Towing wrecked passenger vehicle, light duty pick-ups, SUVs and vans (glass, $182 $21$
metal, plastic sweep -up fee and basic injurious substance clean up included).
2. Towing disabled passenger vehicle, light duty pick-ups, SUVs and vans. $89 $101
Vehicles towed to Police impound lot in disabled type condition
3. Traffic Infractions (Under 9,000 GVWR) $126 $144
4. Towing wrecked delivery trucks, pick-ups with dual rear wheels, or vehicles
(glass, metal, plastic sweep -up fee, and basic injurious substance clean up $251 $288
included). (Under 9,000 GVWR)
5. Traffic Infraction pickups with dual rear wheels, or vehicles requiring a $169 $193
W
medium -duty wrecker. (9,000-14,000 GVR)
6. Towing disabled pick-ups with dual rear wheels, or vehicles requiring a $137 $155
medium -duty wrecker. (9,000-14,000 GVWR)
7. Charge for disconnecting drive shaft, transaxle, transmission, transmission
linkage in order to prevent drive train damage. Multiple charges are not $50 $50
allowed.
8 Storage fee — No storage fee for the first calendar day the vehicle was towed.
Fees begin at 12:01 a.m. each calendar day after the first day the vehicle was $42 $42
towed.
9. After -hour release fee may be charged from 5:01 p.m. - 8:00 a.m.
Mon —Fri., all day on Saturdays and Sundays, and on approved County $46 $46
holidays'.
1.0. DMV Title search, lien holder/owner notification fees. $$7 $87
1.1 One time charge per vehicle for use of winch for a vehicle with at least two $76 $93
wheels completely off the roadway, off the designated shoulder, vehicles with
no keys or overt
urned. Multiple winching charges shall not be allowed.
12. Charges per mile from the `hook-up' site if the destination is other than directly
$4
$4
to your towing storage lot.
13. Snatch Block
$65
$75
14. Hourly labor rate for injurious substance clean up not covered by 1. or 4.
$47
$57
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page I of 1
Meeting Date: September 27, 2017 Item Number: 16.A.
Subiect:
Public Hearing to Consider an Amendment to § 9-31 of the Chesterfield Count
Code to Provide for a Partial Real Estate Tax Exemption for Structures
Located in Technology Zones
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to hold a public hearing to consider an amendment to
§ 9-31 of the Chesterfield County Code to provide for a partial real estate
tax exemption for structures located in Technology Zones.
Summary of Information:
This date has been set for a public hearing to consider an amendment to the
County Code authorized by the 2017 General Assembly. Currently, § 9-31 of
the County Code grants a partial real estate tax exemption for commercial or
industrial properties that have been substantially rehabilitated, renovated,
or replaced when the structure is 25 years old or older. The recent amendment
to state law permits the County to apply this partial real estate tax
exemption to a structure 15 years old or older if the structure is located
in a Technology Zone. Staff recommends approval.
Preparer: Jeffrey L. Mincks Title: County Attorney
0623:98985.1 (98962.1)
Attachments: 0 Yes F-1 No
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY
OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING
AND RE-ENACTING SECTION 9-31 RELATING TO PARTIAL REAL ESTATE
EXEMPTIONS FOR STRUCTURES LOCATED IN TECHNOLOGY ZONES
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Section 9-31 ofthe Code ofthe County of'Chesterfield, 1997, as amended, is amended
and re-enacted to read as follows:
Sec. 9-31. - Partial exemption for certain rehabilitated, renovated or replaced commercial
or industrial structures.
(a) A partial exemption from real estate taxes is granted to certain commercial or industrial
property which qualifies under the criteria listed in subsection (b).
(b) For real property to qualify for the partial exemption granted by this section, the following
criteria must apply:
(1) Any real estate upon which there is an existing commercial or industrial structure shall
be deemed to have been substantially rehabilitated, renovated or replaced when a
structure 25 years old or older has been improved so as to increase the assessed value of
the structure by 15 percent or more, or increase the assessed value of the structure by five
percent or more for structures with an assessed value of at least $10,000,000.00. For a
motel or hotel, the structure shall be no less than 35 years of age. For any structure located
in an area designated as a technology zone, the structure shall be no less than 15eat
age. Subject to the limitations set forth below, the rehabilitated, renovated or replaced
structure may be used for any purpose, including mixed use, that is allowed by the
building code and the applicable zoning regulations for the property.
(2) The base value of the commercial or industrial structure shall be the assessed value of the
structure prior to the commencement of the work as determined by the county assessor.
(3) The tax exemption provided in subsection (b)(1) shall apply when the rehabilitation,
renovation or replacement is completed and the amount exempt from tax shall be equal
to the increase in assessed value, if any, resulting from the rehabilitation, renovation or
replacement of the assessed structure, as determined by the county assessor. The
exemption shall apply only to any subsequent assessment or reassessment. In any year in
which the market value of the qualified real estate decreases below the base value, as
determined pursuant to this section, no credit or refund shall be provided to the owner.
(4) The exemption shall run with the real estate for seven years.
(5) Nothing in this section shall be construed to allow the county assessor to list upon the
land book any reduced value or any reduced taxes due to the exemption provided herein.
0623:98962.1
(6) The exemption shall apply to 200 percent of the square footage of the original structure(s)
that have been replaced or rehabilitated if the resulting structure is used for residential
purposes. For mixed use projects, this limitation shall apply only to the residential portion
of the resulting structure.
(c) Within 12 months after the filing date of the building permit application for the rehabilitation,
renovation or replacement the owner of any real estate meeting the criteria stated in this
section may apply for the exemption. The application shall be made on forms provided by the
county assessor. Upon receiving the application, the county assessor shall determine the base
value of the structure. This base value determination shall be effective for two years from the
date of determination, but applicants may reapply after this time period expires.
(d) Upon completion of the rehabilitation, renovation or replacement the county assessor shall be
notified in writing and shall inspect the property to determine the assessed value of the
structure and the amount, if any, of the rehabilitated real estate tax exemption for that
structure. No property shall be eligible for exemption unless the appropriate building permits
have been acquired, and the county assessor has verified that the rehabilitation, renovation or
replacement indicated on the application has been completed and meets the requirements of
this section. In determining the base value and the increased value resulting from the
substantial rehabilitation, renovation or replacement the county assessor shall employ usual
and customary methods of assessing real estate.
(e) Where rehabilitation is achieved through demolition and replacement of an existing structure,
the partial exemptions provided in subsection (b) shall not apply when any structure
demolished is a registered Virginia landmark or is determined by the department of historic
resources to contribute to the significance of a registered historic district.
(2) That this ordinance shall become effective immediately upon adoption.
0623:98962.1
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6208
COUNTY OF CHESTERFIELD
BOARD OF SUPERVISORS
P.O. BOX 40
9901 LORI RD.
CHESTERFIELD, VA 23832
Account Numbe�
3005440
Date
September 20, 2017
Date Category Description Ad Size Total Cost
09/20/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 24 L 233.40
TAKE NOTICE
Take notice that the Board of Supervisors of Chesterfield County, Vir-
ginia, at an adjourned meeting on Wednesday, September 27, 2017, at 6
pm. in the County Public Meeting Room at the Chesterfield Mministra•
tion Building, Route to and Lori Road, Chesterfield, Virginia, will hold a
public hearing where persons may appear and present their views con.
ceming:
An or mance to amend County Code Section 9.31 relating to partial real
estate tax exemptions for the rehabilitation, renovation or replacement
of commercial or industrial structures located in County Technology
Zones.
A copy of the ordinance is on file in the County Administrator's Office
and the Clerk to the Board's Office (Room 504) at the Lane B. Ramsey
Administration Building, 9901 Lai Road, Chesterfield, Virginia, for public
examination between the hours of 8:30 am. and 5:00 pm. of each regu•
lar business day.
For further information, please contact the County Attorney's office at
804.7481491.
The hearing is held at a public facility designed to be accessible to per-
sons with disabilities. Any persons with questions on the accessibility
of the facility or the need for reasonable accommodations should con.
tact Janice Blakley, Clerk tote Board, at 748.12M Persons needing in,
terpreter services for the deaf must notify the Clerk to the Board no lat-
er than Friday, September 22, 2017.
Publisher of the
Richmond Times -Dispatch
This is to certify that the attached TAKE NOTICE Take notice t was
published by the Richmond Times -Dispatch, Inc. in the City of
Richmond, State of Virginia, on the following dates:
09/13, 09/20/2017
The First insertion being given ... 09/13/2017
Newspaper reference: 0000606010
Sworn to and subscribed before me this
offa WAIN
I6 4LQ210 QZW.
Notdry Public 61Supervisor
State of Virginia
City of Richmond
My Commission expires
Kimberly p. Harris
NOTARY PUBLIC
Commonwealth of Virginia
Notary Registration Number 356753
Commission Expires January 31, 2021
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 2
AGENDA
Meeting Date: September 27, 2017 Item Number: 16.13.
Subject:
Hold a Public Hearing to Consider the FY2019 and FY2020 Transportation
Alternatives Projects
County Administrator's Comments:
County Administrator:
Board Action Requested:
The Board is requested to hold a public hearing to consider the FY2019 and
FY2020 Transportation Alternatives Projects (TAP), adopt a resolution of
support for the projects, upon approval by VDOT, appropriate up to $2, 080, 000
in anticipated VDOT reimbursement, and transfer up to $416,000 in county
appropriations for local match funds.
Summary of Information:
With the adoption of MAP -21, three programs - Safe Routes to School,
Enhancements and Recreational Trails - have been restructured into one
program called Transportation Alternatives. Projects eligible for
Transportation Alternatives funding include:
• On -road and off-road pedestrian and bicycle facilities
• Safe routes for non -drivers (children, older adults and individuals
with disabilities) to access daily needs
• Conversion of abandoned railway corridors to bike and/or pedestrian
trails
• Construction of turnouts, overlooks and viewing areas
• Historic preservation and rehabilitation of historic transportation
facilities
(Continued on next page)
Preparer: Jesse W. Smith
Preparer: Matt Harris
Attachments: M Yes
F-1 No
Title: Director of Transportation
Title: Director of Budget and Management
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Summary of Information: (continued)
• Inventory/control/removal of outdoor advertising
• Vegetation management to improve safety, prevent against invasive
species and provide erosion control
• Archaeological activities relating to impacts from implementation of
a transportation project
• Environmental mitigation to address stormwater management, water
pollution prevention due to road construction or runoff
• Wildlife mortality mitigation
VDOT has moved the biennial application process and the deadline for FY2019
and FY2020 Transportation Alternative projects is November 1, 2017.
TAP projects are financed with 80 percent VDOT funds and'20 percent
local match. The local match is usually provided from county funds, other
sources, and/or from in-kind contributions.
VDOT staff will review project applications for eligibility and the
Commonwealth Transportation Board and Transportation Planning Organization
will subsequently select projects for funding.
Staff recommends continuation of the magisterial district rotation, as
utilized previously, for project selection (Dale, Clover Hill, Midlothian,
Bermuda, Matoaca). Staff recommends the following projects, located in the
Clover Hill (FY2019) and Midlothian (FY2020) magisterial districts, be
submitted for consideration:
• Clover Hill District Clover Hill Area School Pedestrian Improvements
- $900,000
• Midlothian District Bon Air Pedestrian Improvements - $1,180,000
If selected and approved, these projects will require a local match of
$180,000 and $236,000, respectively. Matching funds will be identified and
appropriated from county sources that are on hand and available for use in
these projects, if approved by VDOT.
Recommendation:
Staff recommends the Board hold a public hearing to consider the FY2019 and
FY2020 Transportation Alternatives Projects, adopt the attached resolution
requesting VDOT approval and guaranteeing the local match for the projects,
and upon approval by VDOT, authorize the county administrator to appropriate
up to $2,080,000 in anticipated VDOT reimbursement, and transfer or
appropriate up to $416,000 in local matching funds from county sources.
District: Clover Hill and Midlothian
WHEREAS, it is necessary that the local governing body
request, by resolution, approval of a proposed transportation
alternatives project.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors
of Chesterfield County requests the Commonwealth Transportation
Board provide funding for the Clover Hill Area School Pedestrian
Improvements project and the Bon Air Pedestrian Improvements
project.
AND, BE IT FURTHER RESOLVED that the Board hereby agrees to
pay 20 percent of the total estimated cost of $900,000 for
construction of the Clover Hill Area School Pedestrian Improvements
project, and 20 percent of the total estimated cost of $1,180,000
for construction of the Northwest Bon Air Pedestrian Improvements
project.
.u✓ �✓ cy a
-TRichmanb tunes-Dispatcb
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6208
COUNTY OF CHESTERFIELD
BOARD OF SUPERVISORS
P.O. BOX 40
9901 LORI RD.
CHESTERFIELD, VA 23832
Account Number
3005440
Date
September 20, 2017
Date Category Description Ad Size Total Cost
09/26/2017 Meetings and Events CHESTERFIELD COUNTY PROPOSED FY2019 AND FY2020 2 x 0 L 227.40
CHESTERFIELD COUNTY PROPOSED FY2019 AND FY2020
to and subscribed before me this
TRANSPORTATION ALTERNATIVES PROJECTS
NOTARY PUBLIC
Take notice that the County Administrator has submitted recommended
Commonwealth of Virginia
the FY2019 and FY2020 Transportation Ntematives Projects to the
Publisher of the
Board of Supervisors. The Board of Supervisors well hold a public hear-
Commission Expires January 31, 2021
ing at its regular meeting on September 27, 2017, at 6 pm. in the County
Public Meeting Room at the Chesterfield Government Complex, at 10001
Richmond Times -Dispatch
Iron Bridge Road, Chesterfield, Virginia, to consider the projects. The
county intends to apply for funds allocated by the Commonwealth
TraionfortePrBoard and Richmond Area Metropolitan PlanningOrgan.
ization forte Program.
certify
This is to cert) that the attached CHESTERFIELD COUNTY PROPO
Projects eligible for funding through the Transportation Alternatives
was published by the Richmond Times -Dispatch, Inc. in the City of
Program include:
• On -road and off-road pedestrian and bicycle facilities
Richmond, State of Virginia, on the following dates:
• Safe routes for non•drivers(children, older adults and individuals
with disabilitres) to access daily needs
• Conversion of abandoned railway corridors to bike and/or
09/20/2017
pedestrian trails
• Construction of turnouts, overlooks and viewing areas
• Historic preservation and rehabilitation of historic transportation
facilities
•Inventory/control/removalof outdoor advertising
The First insertion being given ... 09/20/2017
• vegetation management to improve safety, prevent against
invasive species and provide erosion cont
•Archaeological activities relating toimpacts from implementation
of an eligible transportation prged
Newspaper reference: 0000605860
ews a p p
• Environmental meligation to address stormwater management,
water po110011 prevention due to road construction or runoff
'ens whowoulvl dlketoc9MU°"worn
Citizens who would like to comment on the army's proposed Trans.T
to and subscribed before me this
portation Alternatives Projects are encouraged to send their comments
NOTARY PUBLIC
in wntin88 to the Transportation Department, Chesterfield County, P.O.
Boz 40, Chestdeld,VA 23832,ACn:JesseSmith
Commonwealth of Virginia
Information regarding the proposed Transportation Alternatives Proj-
Gb r7
ects is available in the Translation Department, 3rd Floor of the
Commission Expires January 31, 2021
COMMA Development NiMmg, 9800 Government Center Parkway,
Chesterfield, VA 23832 and maybe examined by all interested persons
Monday through Friday.
For further information, please call (804)148.1037.
between the hours of 8:30 am. and 5:00de
designed
The hearing is held at a public facilely designed, to be accessible to per.
sons with disabilities. Any persons with questions on the accessibility
of the facility or need for reasonable accommodations should contact
Janice Nakley, Clerk to the Board, at (ON) 748.1200. Persons needing
Notary Public Supervisor
oarY p
interpreter services for the deaf must notify the Clerk to the Board no
laterthan Friday, September 22, 2017,
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
Kimberly S. Harris
NOTARY PUBLIC
State of Virginia
Commonwealth of Virginia
Notary Registration Number 356753
City of Richmond
Commission Expires January 31, 2021
My Commission expires
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
AGENDA
Meeting Date: September 27, 2017 Item Number: 16.C.-
Subiect:
Public Hearing to Consider Amending Sections 15-121, 15-122.1, 15-133, 15-
163, and 15-246 of the County Code Pertaining to Regulated occupations and
Services
County Administrator's Comments:
County Administrator:
Board Action Requested:
Hold a public hearing to consider amendments to the County Code pertaining to
regulated occupations and services.
Summary of Information:
In 2012, after a review of county ordinances governing regulated occupations
and services, the Board broadened the background check requirement to include
a national criminal background check conducted by the State Police. Certain
ordinances currently reflect both the processing fee due to the County and
the costs of the national background check imposed by the State Police. The
State Police recently reduced what it charges the County from $37.00 per
national background check to $25.00 per background check. In order to reflect
this reduction, amendments are required to the attached ordinances. In an
effort to ensure consistency and to eliminate the need to amend these
ordinances should the State Police costs change in the future, the proposed
ordinance amendments now reflect that any specific county fee and the
additional costs of the State Police national background check will be borne
by the applicant at the time of the application.
Staff recommends adoption of the ordinance amendments after conducting the
public hearing.
Preparer: Jeffrey L. Mincks Title: County Attorney
1333:98630.1 (98742.1)
Attachments: 0 Yes F-1 No
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD,
1997, AS AMENDED, BY AMENDING AND RE-ENACTING
SECTIONS 15-121, 15-122.1, 15-133, 15-163, AND 15-246 RELATING
TO PROCESSING FEES AND COSTS FOR BACKGROUND CHECKS
FOR REGULATED OCCUPATIONS AND SERVICES
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Sections 15-121, 15-122.1, 15-133, 15-163, and 15-246 of the Code of the County o
Chesterfield, 1997, as amended, are amended and re-enacted to read as follows:
ARTICLE VI. NIGHTCLUBS AND OTHER ADULT ENTERTAINMENT
DIVISION 1. NIGHTCLUBS
.•.
Sec. 15-121. Nightclub permit required from chief of police—Application; issuance.
(a) Every person desiring a business license to operate a nightclub, as
defined in chapter 6, shall first apply to the chief of police, or his designee,
for a permit to conduct such activity. Each such application shall be
accompanied by a fee in the amount of $62.00. $25.00. This fee and the
additional costs charged by the Virginia State Police to conduct the
background investigation set forth in subsection (b)(6), shall be paid to the
treasurer of the county when the application is filed.
000
DIVISION 2. ADULT BUSINESSES
•••
Sec. 15-122.1. Adult business permits required from chief of police—Application.
(a) Every person desiring a business license to operate an adult business, as defined
in chapter 19. 1, shall first apply to the chief of police, or his designee, for a permit to
conduct such activity. Each such application shall be accompanied by a fee in the
amount of $62.00 $25.00. This fee and the additional costs charged by the Virginia
State Police to conduct the background investigation set forth in subsection (b)(6),
shall be paid to the treasurer of the county when the application is filed. The permit
shall be valid for a period of 12 months and may be renewed subject to the same
requirements as the initial permit.
•M
1333:98742.1 1; ,")t
�_" 'fit "J..
ARTICLE VII. PRECIOUS METAL DEALERS
RM
Sec. 15-133. Same—Method of obtaining.
(a) The permit required by this article shall be issued by the chief of police upon
payment of a $237.00 appli .ation fee of $200.00 and satisfaction of the requirements of this
article. This fee and the additional costs charged by the Virginia State Police to conduct the
background investigation described herein, shall be paid to the treasurer of the county when the
application is filed. The applicant will provide written authorization to conduct a background
investigation, including fingerprints and personal descriptive information for the purpose of
obtaining criminal history record information, the costs of which shall be borne by the applicant.
The fingerprints shall be forwarded to Virginia State Police for processing through the Central
Criminal Records Exchange to the Federal Bureau of Investigation as authorized by Code of
Virginia, § 15.2-1503.1. A permit will not be issued if the applicant has been convicted within
the last ten years from the date of the application of a felony or any other crime materially
affecting the applicant's ability to conduct the permitted activity including a crime of moral
turpitude, or if the applicant has been denied a permit or has had a permit revoked under any
statute or ordinance similar in substance to the provisions of this article. Information required on
the application shall include, but not be limited to, the applicant's full name, aliases, address, age,
sex, race, Social Security Number, date of birth; the name, address and telephone number of the
applicant's employer, if any; and the location of the place of business of the dealer. The applicant
shall date and sign the application and certify that the information contained in the application is
true and correct. Before a permit is issued, the dealer must have all weighing devices used in his
business inspected and approved by local or state weights and measures officials and present
written evidence of such approval to the chief of police.
(b) No license shall be valid for more than 12 months from the date of issuance. Any
license may be renewed in the same manner as the initial license is obtained. The renewal
application fee shall be $200.00.
000
ARTICLE VIII. SOLICITORS
•1•
Sec. 15-163. Fees.
A fee of $57.00 $20.00 and the additional costs charged by the Virginia State Police to
conduct the background investigation set forth in Section 15-162(b)(8) to ^ever the eosts o
investigation of the apliea t and preeessing of the appliea4ion shall be paid to the treasurer of
the county when the application is filed.
1333:98742.1 2 J`,G 31-
3
ARTICLE XI. FORTUNE-TELLERS
Sec. 15-246. Fortune-tellers.
(a) Every person desiring a business license to operate as a fortune-teller (as defined in
chapter 6) shall first apply for and obtain a permit from the chief of police, or his
designee, to conduct such activity. Nothing contained in this section shall apply to a
person pretending to act as a fortune-teller in a properly -licensed theater as part of any
show or exhibition presented therein or as a part of any play, exhibition, fair or show
presented or offered in aid of any benevolent, charitable or educational purpose.
(b) The permit application shall include, but not be limited to, the following:
•••
(2) Written authorization to conduct a background investigation of the applicant,
including fingerprints and personal descriptive information for the purpose
of obtaining criminal history record information, the costs of which shall be
borne by the applicant. The fingerprints shall be forwarded to Virginia State
Police for processing through the Central Criminal Records Exchange to the
Federal Bureau of Investigation as authorized by Code of Virginia, § 15.2-
1503.1. n fee o f $3 nnto eevef the eests of ; es figatie,, of the plica
and p,.eeessing of the apphea*t^„ The costs of the background investigation
as set by the Virginia State Police shall be paid to the treasurer of the county
when the application is filed.
NM
(2) That this ordinance shall become effective immediately upon adoption.
1333:98742.1 3
Ricbmonb Zitnes-Aspnich
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6208
COUNTY OF CHESTERFIELD
BOARD OF SUPERVISORS
P.O. BOX 40
9901 LORI RD.
CHESTERFIELD, VA 23832
Account Number
3005440
Date
September 20, 2017
Date Category Description Ad Size Total Cost
09/20/2017 Municipal Notices TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 25 L 242.40
TAKE NOTICE
Take notice that the Board of Supervisors of Chesterfield County, Vir-
ginia, at an adjourned meeting on Wednesday, September 27, 2017, at 6
pm. in the County Public Meeting Room at the Chesterfield Mministra•
tion Building, Route 10 and Lori Road, Chesterfield, Yrginia, will hold a
public hearing where persons may appear and present their views con.
cemm
An orcLi nce to amend Cou*_Cpde Sections 15.121,15.1221,15.133,
15.163, and 1 246 relating to processing fees and reduced costs for
background checks for regulated occupations and services.
A copy of the ordinance is on file in the County Administrator's Office
and the Clerk to the Board's Office (Room 504) at the Lane B. Ramsey
Administration Building, 9901 Lori Road, Chesterfield, Virginia, for public
examination between the hours of 890 am. and 5:00 pm. of each regu-
larbusiness day.
For further information, please contact David Suda, Police Department,
at 804-71M230.
The hearing is held at a public facility designed to be accessible to per.
sons with disahilhies. Any persons with questions on the accessibility
Of the hiclior the need for reasonable accommodations should con•
tact Janice 8 akley, Clerk to the Board, at 74.12M Persons needing in-
terpreter services for the deaf must notify the Clerk to the Board no lat-
er than Friday, September 22, 2017.
Publisher of the
Richmond Times -Dispatch
This is to certify that the attached TAKE NOTICE Take notice t was
published by the Richmond Times -Dispatch, Inc. in the City of
Richmond, State of Virginia, on the following dates:
09/13, 09/20/2017
The First insertion being given ... 09/13/2017
Newspaper reference: 0000600240
Sworn to and subscribed before me this
ry Public �j Supervisor
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
Kimberly B. Herds
NOTARY PUBLIC
State of Virginia
Commonwealth of Virginia
Notary Registration Number 356753
City of Richmond
Commission Expires January 31, 2021
My Commission expires
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 2
AGENDA
Meeting Date: September 27, 2017 Item Number: 16M.
Subiect:
Public Hearing to Consider Amendments to Chapter 2, Article V (County Code
Sections 2-41, et seg.) Pertaining to Procurement
County Administrator's Comments:
County Administrator:
Board Action Requested:
Hold a public hearing to consider amendments to the County Code pertaining to
procurement.
Summary of Information:
The Procurement Department recently conducted a comprehensive assessment of
the County's purchasing ordinances and is proposing updates to various
sections of these ordinances. Many of the proposed amendments are stylistic
and not substantive in nature. Additionally, the amendments make the County's
current practices for adopting procurement administrative policies and
procedures a part of the County Code. Moreover, the sections regarding
competitive sealed bidding and competitive negotiation were replaced by
amendments to Section 2-46, which incorporate the methods of procurement set
forth in the Virginia Public Procurement Act ("the Act") including
competitive sealed bidding and competitive negotiation.
Preparer: Jeffrey L. Mincks
Attachments: 0 Yes
F-1No
Title: County Attorney
1333:98659.1 (96128.6)
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 2 of 2
AGENDA
Throughout the Article, applicable provisions of the Act are incorporated by
reference to ensure compliance and accountability. As set forth in Section 2-
54, these amendments clarify the state law requirements of, the Act, including
any exemptions from these requirements, will be the procurement practices
followed by the County. There will be no substantive effect on the day-to-day
operations of the Procurement Department by virtue of adopting these
amendments.
Staff recommends adoption of the proposed amendments after conducting the
public hearing.
AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF
CHESTERFIELD, 1997, AS AMENDED, BY AMENDING AND RE-ENACTING
SECTIONS 2-41, 2-42, 2-43,244, 2-45,246, 2-47,2-50, 2-51, 2-52 AND 2-53;
AND REPEALING SECTIONS 2-48 AND 2-49; AND ADDING SECTION 2-54
RELATING TO PROCUREMENT
BE IT ORDAINED by the Board of Supervisors of Chesterfield County:
(1) That Sections 2-41, 2-42, 2-43, 2-44, 2-45, 2-46, 2-47, 2-50, 2-51, 2-52 and, 2-53 of the
Code of the County of Chested eld, 1997, as amended, are amended and re-enacted; and Sections
2-48 and 2-49 of the Code of the County of Chestedeld, 1997, as amended, are repealed; and
Section 2-54 of the Code of the Countyof Chesterfield, 1997, as amended, is added to read as
follows:
ARTICLE V. PURC14ASING PROCUREMENT
Sec. 2-41. County Purehasin procurement director—Competitive pu-r-ehas ing
procurement; delegation of authority; other officers designated as county
purehprocurement agents for certain purposes.
Ca� All goods,, aPA services insurance and construction for all county departments, the
public school system, and the department of social services or community services
board shall, unless otherwise provided in this article or applicable law, be procured
through competitive centralized pur-ehasing procurement administered by the
county procurement director. The county pufehasing Procurement
director is authorized to delegate his authority.
(b) The director of food services for the county school board is the county's p rehasing
procurement agent for pufehasing procuring food supplies for county schools and
school system related functions.
(h)Cc� Every department shall request its goods,, and services, insurance, and construction
from the county pufehasing procurement director on requisitions prescribed by the
county pufehasing procurement director, and departments shall be charged for such
purEha procurement.
(d) The designation "county" as used in this article includes all county departments,
the county's public schools and school board, and other entities for which the
county procurement director acts as procurement agent, as the context may require.
Sec. 2-42. Same—Duties generally.
The county pufohasing procurement director shall:
(a) Purim Procure or supervise the pur-ehase procurement of all goods, services,,
insurance and construction for the county. or eounty depa- tments
0505:96128.7 1
(b) Sell, trade or otherwise dispose of the countyls surplus goods.
(c) Establish and enforce standard specifications for goods and services, insurance,
and construction teased procured by the county.
(d) Establish, maintain and supervise programs to assist the county departments with
specifications development, contract administration and inspection and acceptance
of goods, aPA services insurance and construction.
(e) Make nonresponsiveness, and nonresponsibility, bid protest and debarment
determinations.
Propose administrative policies and procedures to be issued as set forth in section
2-43 and to promulgate alternative small purchase procedures pursuant to Virginia
Code Section 2.2-4303(G), as amended.
Sec. 2-43. Same Rules and regulatio Policies and procedures.
Consistent with the provisions of this article, the county's Charter, or state law, and subject to the
approval of the county administrator, with such authoritygated to the county administrator by
the board of supervisors, the county pttiP� Procurement director is authorized to adopt,
promulgate and amend rules, and regulations, policies or procedures for the following purposes:
(a) Prescribing the manner in which goods, and services insurance and construction
shall be pufehased procured and delivered.
(b) Providing for the disposal, by sale of publie aueti of surplus goods whieh are
obsolete or- unusab on behalf of the county.
(c) Providing for such other matters as may be necessary to administer and enforce
such rules, and regulations,, policies and procedures, the provisions of this article,
and applicable provisions of the Virginia Public Procurement Act (Virginia Code
Sections 2.2-4300, et seq.).
Sec. 2-44. Same—Joint purchasing procurement agreements and cooperative procurement.
The county pur-erasing procurement director shall have the authority to enter into joint
pufehasing procurement or cooperative procurement agFeements with othe polifieal esti ^n
when s ^l, agreements are in the eounty's best interests pursuant to Virginia Code Section 2.2-
4304, as amended, when such agreements are in the county's best interests.
Sec. 2-45. Competitive purchasing procurement generally; exceptions.
All county contracts with nongovernmental contractors for the purchase or lease of goods,
for the purchase of services insurance and construction, or for the sale of obsolete of ,,,,,,s
disposal of surplus goods, shall be awarded only after compliance with the requirements of the
Virginia Public Procurement Act (Code of Virginia Sections 2.2-4300, et sea.), including any
exembtions from combetition as set forth therein. or as otherwise brovided in the Code of Virginia
or this article.
0505:96128.7 2;
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MW n
Notwithstanding the above, pufehases procurement of goods_, and services, insurance, and
construction, shall be made with such competition as is practicable, as determined by the 00ti ty
pufc-hasing procurement director.
Sec. 2-46. When eompetitive negotiation permitted. Methods of procurement.
All public contracts with nongovernmental sources for the purchase or lease of goods, or
for the purchase of services, insurance, or construction, shall be awarded in accordance with Code
of Virginia Section 2.2-4303, as amended, unless otherwise authorized or provided for by law.
See. 2-47. .
0505:96128.7 33'-'G' ° "
TIMM
MW n
Notwithstanding the above, pufehases procurement of goods_, and services, insurance, and
construction, shall be made with such competition as is practicable, as determined by the 00ti ty
pufc-hasing procurement director.
Sec. 2-46. When eompetitive negotiation permitted. Methods of procurement.
All public contracts with nongovernmental sources for the purchase or lease of goods, or
for the purchase of services, insurance, or construction, shall be awarded in accordance with Code
of Virginia Section 2.2-4303, as amended, unless otherwise authorized or provided for by law.
See. 2-47. .
0505:96128.7 33'-'G' ° "
Cancellation of bids; waiver of informality; negotiations; and tie bids
Fef all eenir-aets that must be based E)n eompetitive sealed bidding pufsuant to seetio
4 5 and 2 4 6 of this aftiele, sealed bids shall be selieited by a wfitten invitation to bid. Sealed
shall be soheited by sending the invitation to bid to pfospeetive eontfaetefs and by posting the
invitation to bid in a publie plaee. Publie notiee of the invitation to bid may, in the disefetion E&
the pufehasing dir-eetof, be inser-ted at least e..1- �F-Fe. of -- Linty wide eifeulation.
potential eentfaetor-s, all as eofttained in the invitation to bid. All eotAfaets shall be awarded to
,
testing, life ey-e4e
quality, -,
deliver -5, tefms and suitability for- a paftieulaf pufpese may be eonsidefed in evaluating bids. The
procurement director may cancel or reject any and all bids or proposals ��<° be ^^tleell ^r
rejected, provided the reasons for such cancellation or rejection are made part of the contract file.
The pur-eIiasing procurement director may waive any informalities in bids or proposals. If the bid
from the lowest responsive and responsible bidder exceeds available funds, the county may
negotiate with the apparent low bidder to obtain a contract price within available funds. Such
negotiation may include, but is not necessarily limited to, adjustment of the bid price and changes
in the bid scope or requirements in order to bring the bid within the amount of available funds.
Negotiation shall be conducted by the purruing procurement director with assistance from the
user department. In the case of a tie bid, the county may give preference to goods, services,
insurance, and construction produced in the county or provided by persons, firms or corporations
having principal places of business in the county. If such choice is not available, preference shall
then be given to goods and services produced in the state- Commonwealth of Vires pursuant to
Code of Virginia, �-Section 11 47 2.2-4324. If no county or state Commonwealth of Virginia
preference is available, the tie shall be decided by lot.
Sec. 2-48. .
Reserved.
0505:96128.7 4
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Sec. 2-50. Approval of contracts as to form; filing of copies of contracts.
Except for these contracts entered into by the eounty sehool b , ,. a procured by the school
board as set forth Sec. 2-41 (b) and approved by legal counsel for the school board, all contracts
shall be approved as to form by the county attorney.
Sec. 2-51. Withdrawal of bid for public construction contracts due to error; procedures
allowed for withdrawal of bids other than construction contracts.
(a) A bidder for a public construction contract, other than a contract for construction
or maintenance of public highways, mgy withdraw his bid, and determinations
regarding withdrawal of bids will be made by the procurement director, pursuant to
the provisions of Code of Virginia Section 2.2-4330, as amended.
(e) b) The county r"� procurement director may establish procedures for the
withdrawal of bids for other than construction contracts.
Sec. 2-52. Certification of sufficiency of appropriation; compliance with article; liability -of
department head when article violated.
(a) Except in an emergency, no contract for goods,, and services, insurance, or
construction shall be awarded unless the unencumbered balance in the appropriation concerned, in
excess of all unpaid obligations, is sufficient to pay the cost of such contract. Any purchase of
goods, and services, insurance, or construction which is intentionally made contrary to the
provisions of this article or the rules, and regulations, or procedures made pursuant to this article
shall be deemed void and of no effect if in the best interest of the county. The difeetor- of
departm Any county employ making such willful and improper purchase shall be personally
0505:96128.7 6
liable for the cost of such purchase and, if the cost has already been paid with county funds, it may
be recovered from such employee by appropriate legal action.
(b) The remedies and penalties for entering into contracts in contravention of this
article the Virginia Public Procurement Act (Code of Virginia Sections 2.2-4300, et seq.), or
applicable law shall be as provided for by the provisions of the Virginia Public Procurement Act,
unless otherwise provided by applicable law.
Sec. 2-53. Certification of compliance.
All employees who are designated by the eounly administruter as having official
responsibility for procurement transactions shall certify annually for such transactions in which
they participated that they have fully complied with the provisions of this article and of Chapter 2,
Article 6, of the Virginia Public Procurement Act (Ethics in Public Contracting, Code of Virginia
Sections 2.2-4367 et seq.).
Sec. 2-54. Applicability of state law.
This article should be read in conjunction with the Virginia Public Procurement Act (Code
of Virginia,o& 2.2-4300 et seg.) to apply to contracts for the procurement of goods, services,
insurance and construction entered into by the county. The provisions of the Virginia Public
Procurement Act shall apply unless specifically modified by a provision of this article, or pursuant
to the provisions of Section 2-43.
(2) That this ordinance shall become effective immediately upon adoption.
0505:96128.7 7
+Ricbmonb Zimeo-Diopnlclj
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804)649-6208
COUNTY OF CHESTERFIELD
BOARD OF SUPERVISORS
P.O. BOX 40
9901 LORI RD.
CHESTERFIELD, VA 23832
Account Number
3005440
I Date
September 20, 2017
Date Category Description Ad Size Total Cost
09/20/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 24 L 233.40
TAKE NOTICE
Take notice that the Board of Supervisors of Chesterfield County, Vir•
ginia, at an adjourned meeting on Wednesday, September 27, 2017 at 6
pm. In the County Public Meeting Room at the Chesterfield Administra•
tion Building, Route 10 and Lon Road, Chesterfield, Virginia, will hold a
public hearing where persons may appear and present their views con.
Cerning;
An ordinance to amend County Code Sections 2.41, 2.42, 2.43, 2.44, 2.45,
246.247,2-50,2-51,2.52 and 2.53; and repealing Sections 2.48 and 2•
44, and adding Section 2.54 relating to procurement, contract adminis•
tration, competitivesealed bidding, and Competitive negotiation.
A copy of the ordinance is on file in the County Administrator's Office
and the Clerk to the Board's Office (Room 504) at the Lane B. Ramsey
Administration Building, 9901 Lori Road, Chesterfield, Virginia, for public
examination between the hours of 8:30 am. and 5:00 p.m. of each regu-
lar business day.
For further information, please contact Mr, Keith Gagnon, Director of
Purchasing, at 804.748.1835.
The hearing is held at a public facility designed to be accessible to per.
sons wit disabilities. Any persons with questions on the accessibility
of the facility or the need for reasonable accommodations should con
tact Janice Blakley, Clerk to the Board, at 748.12K Persons needing in•
terpreter services for the deaf must notify the Clerk to the Board no lat•
er than Friday, September 22, 2017.
Publisher of the
Richmond Times -Dispatch
This is to certify that the attached TAKE NOTICE Take notice t was
published by the Richmond Times -Dispatch, Inc. in the City of
Richmond, State of Virginia, on the following dates:
09/13, 09/20/2017
The First insertion being given ... 09/13/2017
Newspaper reference: 0000599224
Sworn to and subscribed before me this
��1TiTi ► �� � I„r 1 � ��
I UJ 1//,
NotAry Public Supervisor
State of Virginia
City of Richmond
My Commission expires
Kimberly B. Harris
NOTARY PUBLIC
Commonwealth of Virginia
Notary Registration Number 356753
Commission Expires January 31, 2021
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 16.E.
Subject:
PUBLIC HEARING: Ordinance to Vacate a Fifty -Foot Easement Reserved for
Streets Across Lots 2, 3 and 4, Block B, Otterdale Park Subdivision
County Administrator's Comments:
County Administrator:
Board Action Requested:
Adopt an ordinance to vacate a 50 -foot easement reserved for streets across
Lots 2, 3 and 4, Block B, Otterdale Park Subdivision.
Summary of Information:
Westerleigh FC, LLC, has submitted an application requesting the vacation of
a 50 -foot easement reserved for streets across Lots 2, '3 and 4, Block B,
Otterdale Park Subdivision. These lots are being resubdivided as part of
Broadmoor North and there is no need for the easement. This request has been
reviewed by county staff, Comcast Cablevision and Verizon.
Approval is recommended.
District: Matoaca
Preparer: John W. Harmon Title: Real Property Manager
Attachments: 0 Yes FI No
PUBLIC HEARING: Ordinance to Vacate a Fifty -Foot
Easement Reserved for Streets Across Lots 2, 3 and
4, Block B, Otterdale Park Subdivision
�Z
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PUBLIC H EARI N G- ORDINANCE
TO VACATE A60'EASEMENT
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-i-Ricbmil ;tzmes-Dispatch
Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6208
COUNTY OF CHESTERFIELD
BOARD OF SUPERVISORS
P.O. BOX 40
9901 LORI RD.
CHESTERFIELD, VA 23832
Account Number
3005440
IDate
September 20, 2017
Date Category Description Ad Size Total Cost
09/20/2017 Meetings and Events TAKE NOTICE That on September 27, 2017, at 6:00 p.m. or as 2 x 20 L 195.00
TAKE NOTICE
That on September 27, 2017, at 6:00 un, or as soon thereafter as may
be heard, the Board of SuNsors of Chesterfield Counttyy at its regular
meeting lace in the Public Meeting Room of Chesterfield County, Vir•
ginia, veil consider the following ordinance for adoptions
AN ORDINANCE to vacate a 50' easement reserved for sheets across a
portion of lots2,s and 4, Block B, Otterdale Park Subdivision, as shown
on aplat by F, T, Seargent, US„ dated February 21, 190, recorded July
13,1 967, in the Clerk's Office, Circuit Court, Chesterfield County, Virgin•
ia, in Plat Book 15, at Page 96.
The complete telt of the proposed ordinance is on file in the office 0ght
of Way Officein Chestedeld County, Virginia, and may be examined by
all interested parties between the hours of 830 am. and 5A0 p,m, Mon•
day through Friday
The hearing is held at a public facility designed to be accessible to per.
sons with disabilities. Any persons with questions on the accessibility of
the facilittyy a need for reasonable accommodations should contact Jan.
ice B. Blaldey, Clerk to the Board, at 7481100. Persons needing inter•
prefer services for the deaf must notify the Clerk to the Board no later
than September 12, 2017.
Publisher of the
Richmond Times -Dispatch
This is to certify that the attached TAKE NOTICE That on Septe was
published by the Richmond Times -Dispatch, Inc. in the City of
Richmond, State of Virginia, on the following dates:
09/13, 09/20/2017
The First insertion being given ... 09/13/2017
Newspaper reference: 0000608658
Sworn to and subscribed before me this
Notary
State of Virginia
City of Richmond
My Commission expires
is /f Supervisor
Kimberly U. Harris
NOTARY PUBLIC
Commonwealth of Virginia
Notary Registration Number 356753
Commission Expires January 31, 2021
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 16.F.
Subiect:
PUBLIC HEARING: Amend a Lease of County Property at the Bensley Park Tower
Site
County Administrator's Comments:
County Administrator:
Board Action RequesL�
Approve an amendment to the lease of county property at the Bensley Park
Tower Site with GrainComm III, LLC.
Summary of Information:
In 2011, the county leased a site at Bensley Park to New Cingular Wireless
for the construction of a cell tower. The lease is for five years with three
five-year renewal terms with a 15 percent rent increase each five-year term.
The current annual rent received is $27,600. This lease was subsequently
assigned to GrainComm III, LLC in 2016. Upon assignment, Grain discovered
that the improvements were not constructed completely within the leased area
and has requested that the lease be amended to reflect the current tower
site.
Approval is recommended.
District: Bermuda
Preparer: John W. Harmon Title: Real Property Manager
Attachments: 0 Yes C]No
32
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Advertising Affidavit
300 E. Franklin Street
Richmond, Virginia 23219
(804) 649-6208
CHESTERFIELD COUNTY RIGHT OF WAY
OFFICE
9840 GOVERNMENT CENTER PK'NY.
F'.O. BOX 608
CHESTERFIELD. VA 23832
Account Number J
6025752
Oate�
September 20, 2017
Date Category Description Ad Size Total Cost
09126/2017 Meetings and Events TAKE NOTICE That on September 27 2017. at 6'00 p.m. or as 2 x 16 L 87.00
TAQNOTIC
Thai � �2p;E�2r 21,1011, ai 6;Dpp.m. Cr as sr�0 �reafta as may
h,c heed, to Bird of Supervisors d GhE ele d Ctu , It its rgfi`ar
�ce2titg place the P�!iC h�2tiog Ruo-m of Ct af�eld Camay, 4
Baia Wi14 arendg a I otC9 ferry Bep�!ey
lofama� r2gardir� U� �Op�J lea<e � 00 fe in 1f� ayht � PJay
D(hce in Chestefield Camy', Virg��� antl �y be el��rlea by a➢ i�
ter?��ed pie; W tl>e hh» 831 a m. S:Morky
thougilFr�ay,
N heaj isheid at a wV,i kill d6pd to be aaes<ioie tops-
soc� W�,h �sa�rtl�. Am' p�SOra W2h gU�tla� oo tltP dcegslaiity �
thefaciuyareed4reaso0ableaCcaMtiopsWCOX,lan-
iCe B. W4, 06 to the BCA at 161A. krx WN mta•
pta saliz to ft dei must4d the Clerk to the Board 0019a
, ipweitFAN1t
Publisher of the
Richmond Times -Dispatch
This is to certify that the attached TAKE NOTICE That on Septe was
published by the Richmond Times -Dispatch, Inc. in the City of
Richmond, State of Virginia, on the following dates:
09/20/2017
The First insertion being given ... 09i20/2017
Newspaper reference: 0000613220
Sworn to and subscribed before me this
Notary'Public
State of Virginia
City of Richmond
My Commission expires
Supervisor
Kimberly B. Harris
NOTARY PUBLIC
Commonweallh of Virginia
Notary Registration Number 3562021
^r,mmisslnn Expires January 31,
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. 7MANK YUU
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of I
Meeting Date: September 27, 2017 Item Number: 19.
Subiect:
Closed Session
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
Closed session pursuant to Section 2.2-3711(A)(1), Code of Virginia, 1950, as
amended, relating to the performance of a specific County employee.
Preparer: Jeffrey L. Mincks
Attachments: Fl Yes
No
Title: County Attorney
0425:99005.1 ,
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 1
AGENDA
Meeting Date: September 27, 2017 Item Number: 20.
Subject:
Adjournment and Notice of Next Scheduled meeting of the Board of
Supervisors
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
Motion of adjournment and notice of Board of Supervisors, interviews for
Police Chief on October 11, 2017, beginning at 8:30 a.m., in Room 502 at
the County Administration Building.
Preparer: Janice Blakley Title: Clerk to the Board
Attachments: Yes No
E 0 0 1