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2017-10-25 PacketPage 1 of 2 Meeting Date: October 25, 2017 Item Number: 1.C. Subiect: Amendment to the Board Minutes of July 26, 2017 County Administrator's Comments: County Administrator: Board Action Requested: Amend the minutes of July 26, 2017, to reflect the correct conditions for Cases 13SNO529 and 17SN0794. Corrections are highlighted with underlined formatting. Summary of Information: CASE 13SNO529 FROM: "New Proffered Condition 5 is hereby provided: 5. Development Standards for Residential Townhouses. Development of the RTH portion of the Property for townhomes where Townhouse Residential (R-TH) uses are permitted shall be in general conformance with the architectural appearance shown on the eight elevations attached hereto as Exhibit A." TO: "New Proffered Condition 5 is hereby provided: 5. Development Standards for Residential Townhouses. Development of the RTH portion of the Property for townhomes where Townhouse Residential (R-TH) uses are permitted shall be in general conformance with the architectural appearance shown on the eight elevations attached hereto as Exhibit A and to the standards set forth below." Preparer: Kirk Turner Attachments: El Yes It Title: Director of Planning No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 2 Summary of Information Continued CASE 17SNO794 FROM: "10. Street Lighting. Street lights shall be decorate and residential in character with a non -glare design. Light poles shall have a maximum height of fifteen (15) feet and shall be located generally along the Public Roads as approved by the Planning Department. (P)" TO: "10. Street Lighting. Street lights shall be decorative and residential in character with a non -glare design. Light poles shall have a maximum height of fifteen (15) feet and shall be located generally along the Public Roads as approved by the Planning Department. (P)" CHESTERFIELD COUNTY POLICE LARCENY/HEROIN INVESTIGATIVE GROUP Fil LARCENY/HEROIN INVESTIGATIVE GROUP Ali • FEBRUARY 2016 - UNPRECEDENTED NUMBER OF OVERDOSES (37). • IMMEDIATE IMPACT ON POLICE RESOURCES. • NOTIFIED MEDIA OUTLETS AND HOSTED MEETINGS WITH METRO RICHMOND LAW ENFORCEMENT PARTNERS. • SURGE IN PERSONNEL BY ASSIGNING SPECIAL ENFORCEMENT TEAM MEMBERS (SET) TO INVESTIGATIONS BUREAU. • ADOPTED FOUR PRONG APPROACH OF EDUCATION, PREVENTION, TREATMENT, AND ENFORCEMENT. LARCENY/HEROIN INVESTIGATIVE GROUP • CONDUCTED INTERNAL MEETINGS WITH MENTAL HEALTH/SOCIAL SERVICES, CHESTERFIELD SHERIFFS OFFICE, CHESTERFIELD COUNTY FIRE/EMS, AND SAFE (SUBSTANCE ABUSE FREE ENVIRONMENT). • OPIOID AND HEROIN TREATMENT RESOURCES CARD WAS CREATED. • THE LARCENY/HEROIN INVESTIGATIVE GROUP WAS CREATED WITH THE MISSION OF IDENTIFYING INDIVIDUALS INVOLVED IN LARCENY/SHOPLIFTING WHILE FOCUSING ON ARREST OR INTERDICTION OF SERVICES FOR THOSE IN NEED OF ADDICTION TREATMENT. • THIS GROUPS SUCCESS WAS FROM DETECTIVES DEVELOPING WORKING RELATIONSHIPS WITH OUR RETAIL BUSINESS PARTNERS BY FACILITATING MEETINGS WITH LOSS PREVENTION PROFESSIONALS AND THE CREATION OF THE PDLARCENYINVGROUP@CHESTERFIELD.: EMAIL. LARCENY/HEROIN INVESTIGATIVE GROUP • FIRST THREE MONTHS, LARCENY/HEROIN GROUP INVESTIGATED 226 CASES, CLEARING 141(62% CLEARANCE RATE). • $30,000 WORTH OF MERCHANDISE WAS RECOVERED. OVER SO PEOPLE WERE IDENTIFIED AND/OR ARRESTED WHO WERE PROVIDED TREATMENT THROUGH THE SHERIFFS OFFICE HARP (HEROIN ADDICTION RECOVERY PROGRAM) OR OPIOID AND HEROIN TREATMENT RESOURCES CARD. • THE SURGE AND CREATION OF THE LARCENY/HEROIN INVESTIGATIVE GROUP HAD AN IMMEDIATE IMPACT WITH MEDIA, METRO LAW ENFORCEMENT PARTNERS, COUNTY PARTNERS, AND METRO BUSINESSES LOSS PREVENTION PROFESSIONALS. VILlce Chesterfield County Police Department Heroin Overdose Statistics 140 140 (+1 Pend.) 33 43 84 10 10 18 37 32 (+1 Pend.) • 34 +48%+23% 30 32 31 33 +92% +74% +18% YTD CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 749 AGENDA Meeting Date: October 25, 2017 Item Number: 3.13. Subiect: Model County Government Program County Administrator's Comments: County Administrator: Board Action Requested: Recognize the young people who are participating in the Model County Government program. Summary of Information: The Model County Government program is an opportunity for high-school government students to learn more about their local government. Each student attends a board of supervisors' meeting, participates in a public -engagement session hosted by the school board, and shadows a county or school leader. The program is made possible through a partnership between Citizen Information and Resources and the school's Instructional Specialist for Social Studies. Preparer: Jana D. Carter Title: Director, Citizen Information and Resources Attachments: El Yes 0 No 74 1 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 3.C. Subiect: Committee on the Future's 2017 Report, Promoting Future Financial Independence for All Chesterfield Residents County Administrator's Comments: County Administrator:_ Board Action Requested: Summary of Information: The Committee on the Future will present its current report which focuses on addressing growing financial insecurity and the impact it will have on all county residents. The committee has prepared a report detailing approaches to address these issues across four major recommendation areas: social capital, high opportunity communities, human capital and jobs, and financial empowerment. A copy of the report will be presented to each Board member and will be made available on the county's website. Wendy Austin, chair of the committee, will make the presentation. Preparer: Louis Lassiter Title: Deputy County Administrator Attachments: 0 Yes F-1 No Promoting Future Financial Independence for All Chesterfield Residents C 'hesterfie]ld Caunty, CoMinitt'.ee on the Fu.,ture "PROMOTING FUTURE FINANCIAL INDEPENDENCE FOR ALL CHESTERFIELD RESIDENTS99 rf� 1 11 1 IMI1, �11 A 4 Th.e (','onu_,_nit,,tee on Lhe Futu.re Authorized by the 1987 Chesterfield County Charter Z citizens from each district Pu.rpolse: ,s Forecast long-range conditions Make recommendations * Provide information to guide Expand thinking beyond present-day limitations 1 Promoting Future Financial Independence for All Chesterfield Residents C 1. u.r.re.j.,.it Report Promoting Future Financial Independence for All Chesterfield Residents Challenge Challenge: While the county's economy is currently thriving as a whole, trends indicate that financial security is DECRFASING across the county and will continue to do so into the future. 2 Promoting Future Financial Independence for All Chesterfield Residents A. Reality Now,,A Con.ceri�,.i fOr the Future A need for a proactive, targeted response If the county adds loo,000 new residents in the next 20-30 years who are impoverished at the national average (15%), it implies an 62% increase in Chesterfield's poverty population to almOst 4.0,000 1.,)eop le. Firiancial h.,.isec.uxity In'-1pac-ts lweryone Impacts all residents: Reduces attractiveness of county as business environment 0 Stunts economic growth of region Lost productivity Less tax revenue Strain on educational resources Strain on public and community service providers Reduces home values - Drives up health care costs Taxes could be used on Decreases neighborhood other services safety and stability 3 Promoting Future Financial Independence for All Chesterfield Residents Financial h.'id.ej,,)ei'i.den-(-.e THE VISION Chesterfield County is a community with opportunities and conditions that foster financial independence for all residents. THEMISSION To provide recommendations that empower residents to achieve financial safety and stability in order to thrive and prosper. Fin,ancial. In.d.epen.d.en,ce Approach Individuals have ACCESS to diverse economic opportunities and resources to attain and sustain adequate ASSETS, so they can sufficiently shape their lives and meet their needs — such as food, housing, utilities, clothing, health care, transportation, taxes, and dependent care — with some funds available to allot for saving and planning for their futures. 4 Promoting Future Financial Independence for All Chesterfield Residents Foster Financial Indel,,)ei�-iclei,ic.e,.for.A'[.I.'R,..esid.erits Action requires: Proactive, intentional, multi- faceted approach Partnerships with private industry and community organizations Regional scale County role as convener, policy maker facilitator and communicator Focus A-reas Multi -faceted Approach Social Capital ........... 01000109 01 Focus Arew,.; Multi -faceted Approach e, Social Capital High Opportunity Communities Promoting Future Financial Independence for All Chesterfield Residents Focus Areas Multi-facetedApproach F Social Capital High Opportunity Communities ,, Human Capital and Jobs R Focqis Areas Approach • Social Capital • High Opportunity Communities e, Human Capital and Jobs a Financial Empowerment Promoting Future Financial Independence for All Chesterfield Residents Focus Areas Multi -faceted Approach Social Capital High Opportunity Communities Human Capital and Jobs Financial Empowerment Successful outcomes of these recommendations require that county leadership develop practices and mechanisms to quantify, evaluate and communicate progress across community sectors, including local government, on increasing financial security. Promoting Future Financial Independence for All Chesterfield Residents T111 �i II 1. k'yol Bermuda Midlothian Bob Innes Wendy Austin, Chair Dick Jacobs, Vice Chair o austinwain((t)gn-iail.com o richardjacobs(��)dhgllpxom Vacancy Clover Hill Sandy Pettengill " Jay Whay Staff Sara Stamp, Staff Support Dale () staiiips@chestet-f.ield.gov Tom Owens Kim Conley, Special Assistant for Vacancy Board and Community Affairs Matoaca o conleyk@chesterfield.gov Dr. Will Lewis e Aaron Mathes E-11 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 3.F. Subject: Work Session - Community Services Board Presentation County Administrator's Comments: County Administrator: Board Action Requested: Summary of Information: On behalf of the Community Services Board, the Executive Director of the Chesterfield Community Services Board will review information concerning numbers served, funding streams, revenue and expenditures, and agency highlights and challenges. An update on several key strategic initiatives will be presented with a review of outcomes for each. Preparer: Debbie Burcham Attachments: 0 Yes 1-1 No Title: Executive Director 01. d e 0 T L ty To promote wellness and an improved quality of life for Chesterfield residents through exceptional and comprehensive behavioral health and developmental services Services Board OcLober 25, 2017 10/18/2017 3, 0 t�) 0, 14 Resi,,"der",rts Se,,rwed ro, 6,638 Residents Served ro, 9,900 Services Provided ro, 5,227 Intake Calls oo, 4,139 Case Openings o, 11,057 Crisis Calls oo, 609 Prescreening Crisis Evaluations t,,, 4,906 Prevention Contacts * Mental Health Services * Intellectual Disabilities Lance Abuse Services 10/18/2017 2 PO PL,/1A,,a t�, i o * Mental Health Services * Intellectual Disabilities Lance Abuse Services 10/18/2017 2 /'�///i%�//iii%% lis I li illillilli, I F`�/,,` 17 C,. Gil /,,, r, s $2, $3,450,039 w Intellectual Disability iiiiiiiMentat Heatth Substance Abuse * Emerg/Ancitlary * Administration 10/18/2017 00ccliG CSB Strategic lr�icitiatii`ve LJ�,,,,,,),-,Dates Major Projects and Programs Sai,r-,�,"ie Day Acce,,,,,,,,,,,,;,s We're ready when you are! 10/18/2017 000017 "I I A Fii,rst rea,� e r-,� t A p t /1%, �j/i�/� �%//%%��/� %iii � %Q% j! 10/18/2017 M� 0 FY1 7: F"hirst", Offered A,�,,,)Pah First ns�F NW ant 16 12 8 4 0 Adult Mental Child Mental Child Substance Psychiatric Rehab Adult Substance Health Health Use Use om FY 17 Avg First Face -to Face —FYI 7 Avg First Offered Appointment I C a re ect t People with Serious Mental Illness die on average 25 years earlier than the general population with exactly the same illnesses 18% COPD/Asthma 22% Diabetes ro, 31% Hypertension ro, 55% Obesity 10/18/2017 300CIL9 0 S t a "'-/��,,,, d a r ds of Cam , - Physical Health �Retinal mDilated Eye � Breast Cancer Screenings � Cervical Cancer Screenings ow Coionec[aiScreeninQs P, Comprehensive Diabetes Cane � Controlling High Blood Pressure � Antidepressant Medication Management o Adherence toAntipsychotic Medications Schizophrenia � Diabetes Scneening Schizophrenia orBipolar using Antipsychotics � Diabetes Monitoring Schizophrenia � Cardiovascular Monitoring— Schizophrenia � |ouow'upvvun Licensed Clinician within 7days pos��; discharge Colorectal CAScreen F/U7. hospital 10/18/2017 FA �"l-TVITOW U��^�� . ~~~. ,.~..�~~~^.� � New Services � Intensive Outpatient Services + New Service launched May zo16 �vhours weekly vrindividual and group therapy ^ 82 Served o Medication Assistance 7ieatment-5ubnxnne ^ Launched 9/4/17 *zintreatment (funded uyoTp'xGrant) J OTP'R6rant * Financially support individuals mMethadone/ suuuxnnrreplacement therapy pvm/c/privutrpounenmp 17intreatment beginning o/1/17 Offer Peer Support and Case Management 10/18/2017 W 10/18/2017 31 C0322 20,14 Rates Umf 0.0 NNEENININARNINFAININNNINMEM Chesterfield CSB (Chesterfield County) DBHDS Region 4 VA Total Data Source: Office of the Chief Medical Examiner (OCME) Death Cases, 2014: Community Health Solutions analysis of Virginia Department of Health's "Office of the Chief Medical Examiner Report, 2014"published in February 2016 /� n f C� P Y "Y^ ✓J f 1 f f�>~.1 2 (�4 /h i� $r "¢"„ ^n 1✓( ,0'�' �v�0 ��.I d �q 6,,.e �, i -J.!j �6�.i ¢ , F Mission: To increase the coordination of suicide prevention and awareness activities in Chesterfield. The goal is to educate the public through educational programs, community outreach and media efforts. o� Co -Chaired by Chesterfield CSB and Family Advocacy Creating Education and Services (FACES) Chesterfield CPS National Alliance for Mental Illness Central Va Chesterfield Health District HCA Morrissett Community Care Chesterfield/Colonial Heights Social Services Recovery Ministries American Chapter for Suicide Prevention (AFSP) Full Circle Grief Counseling Beacon Tree Foundation 10/18/2017 10 im Targeted to Youth Et Parents or;,, October 14 - November 18, 2017 �o Campaign will include: P- Youth Focused PSA on Social Media Parent Video P Fliers and Posters �m County Comments 0/,, Website Events Media Interviews oo, Raise Your Voice about Suicide Prevention: Educational Program ui ("Ill., i a e iz A r) 0 U!, a c e f � e Z t 10/18/2017 'S*30024 11 10/18/2017 w Chesterfield County Police Department Heroin Overdose Statistics ** Note: Figures include both heroin and fentanyl overdoses 1-11, e r �o 0i„ "c iic,"% 11,,,Iew Expectations and Criai,,'�,,,ges fi,�, d i g oj, STEP Virginia Mobile Crisis Services Person -Centered Planning Primary Care Screening Psychiatric Rehabilitation Mental Health Care for Veterans P//,,, Medicaid Reimbursement Care Coordination Screening, Assessment and Diagnosis Targeted Case Management Peer Supports Outpatient Behavioral Health Services - Commonwealth Coordinated Care+ - ARTS 10/18/2017 14 yc)4-� fur yc"'u"r S�,,J�,-portl 10/18/2017 15 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 4.A. Subiect: Report of Planning Commission Substantial Accord Determination for Chesterfield County Public Schools (Case 18PD0126) to Permit an Elementary School in an Agricultural (A) District Located in the Matoaca District (Replacement Matoaca Elementary School) County Administrator's Comments: County Administrator: Board Action Requested: On October 17, 2017, the Planning Commission determined that the proposed elementary school is in substantial accord with the Comprehensive Plan, as per attached (Case 18PD0126). (AYES: Sloan, Jackson, Freye, Jones, Wallin) 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 Attachment: 0 Yes FI No Title: Director of Plannin OP031 CASE NUMBER: 18PDO126 APPLICANT: Chesterfield County Public Schools COMMISSION CHESTERFIELD COUNTY, VIRGINIA aG ADDENDUM Magisterial District: MATOACA 20300 Halloway Ave RECOMMEND APPROVAL • Complies with the Public Facilities Plan, an element of the Comprehensive Plan STAFF 0 Satisfies the criteria of location, character and extent as specified in the Code of Virginia • Ordinance and conditions minimize potential impacts on area Board of Supervisors Meeting: OCTOBER 25, 2017 Request Properky Applicant's Agent: 0 NITA MENSIA-JOSEPH (804-318-8048) 0 Planning Department Case Manager: rn STEVE HAASCH (804-796-7192) W+1 RIVI: F --f 7RD t APPLICANT'S REQUEST Substantial accord determination to permit an elementary school in an Agricultural (A) District. Construction of a replacement for the current Matoaca Elementary School is planned. Notes: A. Conditions may be imposed. B. Conditions and exhibits are located in Attachment 1. ADDENDUM The purpose of this addendum is to provide the Planning Commission's determination from their October 17, 2017 public hearing. DETERMINATION PLANNING COMMISSION APPROVAL (10/17/17) STAFF RECOMMENDATION RECOMMEND APPROVAL • Complies with the Public Facilities Plan, an element of the Comprehensive Plan STAFF 0 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. 0 C, 4) *3 0 | | Application submitted | Community Meeting: Citizen Comments Approximately 20citizens were inattendance. Questions and issues centered 9/25/2017 around: 10/17/2017 17 | Determination: APPROVAL (subject to3conditions inreport) Motion: Walling Second:Freye AYES: Sloan, Jackson, Freye, Jones, Wallin The Board of Supervisors on Wednesday, October 25, 2017 beginning at 3:00 p.m., will consider this request. I 2 18DO126-2017OCT25-BOS-ADD CASE NUMBER: 18PDO126 APPLICANT: Chesterfield County Public Schools STAFF WILL ADVISE THE BOARD OF THE COMMISSION'S CHESTERFIELD COUNTY, VIRGINIA STAFFS ANALYSIS Magisterial District: MATOACA AND 20300 Halloway Ave RECOMMENDATION • Complies with the Public Facilities Plan, an element of the Comprehensive Plan STAFF Board of Supervisors Meeting: OCTOBER 25, 2017 Request ® Ordinance and conditions minimize potential impacts on area Property ........ .. Applicant's Agent: NITA MENSIA-JOSEPH °rte 0 (804-318-8048) Planning Department Case Manager: rn STEVE HAASCH (804-796-7192) 'o w+1 RIVER RD APPLICANT'S REQUEST Substantial accord determination to permit an elementary school in an Agricultural (A) District. Construction of a replacement for the current Matoaca Elementary School is planned. Notes: A. Conditions may be imposed. B. Conditions and exhibits are located in Attachment 1. RECOMMENDATION PLANNING STAFF WILL ADVISE THE BOARD OF THE COMMISSION'S COMMISSION DETERMINATION (10/17/17) RECOMMEND APPROVAL • Complies with the Public Facilities Plan, an element of the Comprehensive Plan STAFF 0 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 18C0125-2017OCT25- Map 2: Comprehensive Plan Classification: SUBURBAN RESIDENTIAL 11 The designation suggests the property is primarily appropriate for residential uses between 2 and 4 dwellings per acre. onse ItJ- Subject Property 1,200 600 0 1,200 W mmmnmm� Feet +F El Map 3: Surrounding Land Uses & Development aca Road A Forest Estates 18DO126-2027O[T25'B0S-KPT-C Proposal Anew elementary school, serving axareplacement tuthe existing MatoacaElementary School, iu planned. The existing facility was constructed in 1937. The new facility would be located on the site ofthe current K4atoaoa Middle School west campus, a site consisting ofZy.yacres. Construction of the new elementary school will take place on unused land on the site with the current middle school facility being demolished once the new school is constructed. Middle school operations will be consolidated at the current Matnaca Middle east campus (Hickory Rd & Ha||oway Ave}. Planned improvements tothe property will include the educational building, parking areas, bus loop and outdoor recreational facilities, such as playground and sports fields. This proposed location is within the existing attendance boundary for Maioaca Elementary School. Design capacity of the elementary school isintended tobeapproximately 75Ostudents. Public Facilities Plan The Public Facilities Plan, an element of the Comprehensive Plan, offers the guidance for locating school facilities. The proposed facility complies with the guidance as follows: PROPOSAL CRITERIA DESCRIPTION LOCATION * Revitalize/replace existing Matoaca Elementary School V/ AND TIMING * To be constructed between 2014 and 2020 * Minimum of 20 acres e Contains athletic fields, practice areas and playgrounds SITING for students as well as for use by residents of the adjoining community (where appropriate) * Applicant proposes facility with design capacity of 750 SIZE students The proposed site is owned by the county and contains a middle school, so school presence at location and in community is established. Furthermore, site is in proximity to residential areas, other public facilities and to the village of Matnaca and is adequately served by existing infrastructure. Development Standards Several development standards have been offered with this request to minimize potential impacts to adjacent properties. These conditions can be found in Attachment 1 and address setbacks/buffers and stwrnowaterdrainage. 4 18DO1262017O[T35-BOSRPT-C Nearby Fire wind Emergency Medical Service (EMS) Facilities Fire Station The Matoaca Station, Company Number 8 EMS Facility The Ettrick-Matoaca Volunteer Rescue Squad 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. 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 in the chart below: Potential Site Plan �Recommen'dations Right of Way Recordation 35 feet from centerline along Halloway Avenue. Vehicular Access Control Access to Halloway Avenue limited to 2 entrances/exits. Road Improvements • Pavement along Halloway Avenue to provide left and right turn lanes at each approved access. Bikeway/Trail accommodation that correspond with the Bikeways and Trails Plan along the west side of Halloway Avenue.' • Sidewalk along the west side of Halloway Avenue (may be encompassed by bikeway/trail facility depending on final site planlayout). • School area traffic control signs along Halloway Avenue. • School layout to provide adequate vehicle storage for student drop-off area and on-site parking to minimize impacts to River Road. Note: • "Off-site" right of way and/or easements may need to be acquired to provide the road, improvements listed above. 18 D0126- 2017 OCT25- B OS -RPT -C a Water and Wastewater Systems Discussion/Conditions Currently Serviced? Size of Closest Existing Lines? Connection Required by County Code? Water Yes 16" Yes Wastewater Yes 8" Yes Additional Utility Comments: The proposed request will not adversely impact the public water and wastewater systems. The existing school is served by public water and wastewater. Issue Discussion/Conditions The western half of the subject property drains west to Oldtown Creek. The Geography eastern half of the property drains east through the Oak Forest Estates Subdivision to Oldtown Creek. The entire property is located within the Oldtown Creek Watershed. There are no 100 -year floodplains or Resource Protection Area on the subject Natural Resources property. Any wetlands located on the property shall not be impacted without prior approval from the US Army Corps of Engineers and/or the Virginia Department of Environmental Quality. The eastern portion of the property currently drains to Oak Forest Estates Subdivision, which contains large flat areas of existing wetlands within the subdivision. Any increased runoff from the development may result in increased flooding, which will impact private properties and public safety. Therefore, any drainage toward the Oak Forest Estates Subdivision shall be retained/detained to the capacity of the existing storm sewer systems in the Oak Forest Estates Drainage Subdivision. In addition, for any portions of the property which drain to the Oak Forest Estates Subdivision, the maximum post -development discharge rate for the 100 -year storm shall be based on the maximum capacity of the existing facilities downstream, and the recorded 100 -year backwater and/or floodplain shall not be increased. On-site retention/detention of the post - development 100 -year discharge rate to below the pre -development 100 -year discharge rate may be provided to satisfy this requirement. The redevelopment of the subject property is subject to the Part 1113 technical Stormwater criteria of the Virginia Stormwater Management Program Regulations for water Management quality and water quantity. I8DO226'20I7O[T35'8OS-R 7 18DO126-2017D[T25-8OS-R l. Design District. Except where the requirements ofthe underlying Agricultural k\\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 2. Recreational Facility Setbacks. a. With the exception of playground areas which accommodate swings, jungle gyms or similar facilities, outdoor play fields, courts, swimming pools and similar active recreational facilities shall be located a minimum of5Ofeet from any proposed or existing single-family residential lot line and a minimum of 50 feet from any existing or proposed public road. Within the 50 foot setbacks, a 50 foot buffer shall be provided along the perimeter of all active recreational facilities except where adjacent to any existing or proposed public roads. These buffers shall conform to the requirements ofthe Zoning Ordinance for 50foot buffers. b. Any playground area (i.e. area accommodating swings, jungle gyms or similar such facilities) shall be located a minimum of 50 feet from all property lines. A 50 foot buffer shall be provided along the perimeter of these facilities except where adjacent to any existing or proposed public roads. These buffers shall conform to the requirements ofthe Zoning Ordinance for 5Ofoot buffers. (P) 3' Drainage. a. Any drainage to the Oak Forest Estates Subdivision shall be retain ed/deLainedto the capacity of the existing storm sewer systems in the Oak Forest Estates Subdivision. 6. For any portions ufthe property which drain tnthe Oak Forest Estates Subdivision, the maximum post -development discharge rate for the 100-yeer storm shall be based on the maximum capacity of the existing facilities downstream, and the recorded 100 -year backwater and/or floodplain shall not be increased. On-site retention/detention of the post- develop ment 100-yeer discharge rate to below the pre -development 100 -year discharge rate may be provided to satisfy this requirement. 8 18oO12620170[T25-BD3R October 25, 2017 Speakers List Afternoon Session 1. Steven Smith 3. H 5. Geraw r. • tEaSyl and Mj'q t :. rig 1 . ,, .d.. r mm (excerpted fiom "Gga,�News from Vvghvid } y Rev. Alexander Whitaker, - .. t Mini Of i 2s lished st h dusty by Rev. W Crashawe) 'Laken from`jCorn ¢r,�Cay_ (2007: Reines P61ithin& p. 400.), "Let the Chrisd n and courteous Reader be pleased to know. --that by good �v_Mr�4nent lthe First Colony ofd. rgir a, settled along the tidal James ler basin) *% broug A to w° ' so iood,,a state.. Amy had corn sufficient in store, a harvest in die'' o atore of ' living cattle, and had the Savages in correspondence," [then landed 400 mea who had barely survived a long sn&ternble tempestat sea that q destroyed many others in their company, including their Governors, who fell first into factions, at last into pjain distractions; an(k so one ve 1 A that body ...yea o> went a g® meat {the most d its a ct that befell that business) and brought it all to nothiug, forit hinde-the buildutg of houses, andplanting. of corn, nay it burnt up the houses, and coumed the provisions; w that sof good stone of poultry, it left not one alive, and , si.hundred living Swine, not -three,,and which was worse; consumed our men, and which was*q se of all, lost us the Savages; which hate cost many a man his blood, and to this day has not recovered. then, in Ma" _, the mimi>u Commanders arrived from Bermuda, andwere so: ... { g t g hoced'at the sorry, state of the settlement (Jamestown, espeialy} that they voted to leave't albd wMial s)eed.to hasten to England for new provisions] then... just as the slips with ev ane of the English, aboard were Bailin out ;t�th . mouth of the eryT gl_ g f i� , James river. providen"' ` . � a #pet of supply ships direct-agland`ws entering, , and all together sailed upriver to Jamestown, to resume set#temexuefforts. But will you know the reason? God will be glorified in his. own wa ks� and what he hath determined- to dof he will find means to bring it to pass, for the,. ert therefore of this blessed wow; he haihe stitred up,able and worthy men to,,undertake ake the manning : e' .arid of it: iv t»ae and `Ministry are thee strerieth and Wews�nay r life and being of a Christian body politic" (p. 397). ... a7 ,dl y God himself is the founder, and favorer of this Plantation." (p. 398) Now from S even C. S Chan r enr C e 610 (25 fOct 2017): t (Fionded by the h*Wric 1G19 First Virginia General Assembly 4tf0�" arY — M9 A) During the ;years I worked as an Historical Intap r on Jamestown I many s from foreign lands all the planet visited, with translat+irs #end all of thein aske4thesam6,,qiiestionatthee%40tMY presentations..2'NWe came: die to lea m how r America `s; sysfem of Government & Z ieoV has been able ter w6rk so well for so long ...we are despe ..we imit4te you but get Dictators who a ush freedom, . 'ease... ? " 10/24/2017 Telling the Story Behind the Numbers Utilizing an easy to read format by summarizing highlights from FY17 Connecting to the county's strategic plan Using photographs, weblinks and video segments to tell the county's story STRATEGIC PLAN Mission Providing a FIRST CHOICE community through excellence in public service Vision To be an extraordinary and innovative community In which to live, learn, work and play Goals in the operation of the local government, county leaders and employees strive to achieve the following goals: Model for excellence in government ► safety and security ' Economic prosperity and education- al excellence Healthy living and well-being ' Thriving communities and environmental stewardship ChesterfieldCowty' simtegclilardemonst-afeaIto county' coavnftffrittodoMr.selmasMat maksrtfhebest community in M ch fo hw, learn. work and play 9 Engaging and Highly Interactive 47 links to webpages, including information on open government 35 links to video segments Information on how residents can stay informed, promoting social media, Weekly Update and other methods 10/24/2017 NExLIMLINOOOOWRLIUS Moving the "' " ci ,- = Message Forward sNfE1lNro�fwln ' • � Demonstrating the actions of the county to achieve WOE {OA ExkLLEN f0.00.EONNENI "' goals outlined in the strategic plan. V.,�. M ANNUAL REPORTFY2017 Providing a FIRST CHOICE community through excellence in public service Chesterfield's'rriple-AAA Bond Rating In June, Chesterfield's ability to demonstrate exceptional fiscal management was solidified when the nations top three ratings agencies reaffirmed the county's triple -AAA bond rating. Only about I percent of counties nationwide - and just one corporation - currently hold the AAA credit rating from each of three agencies. Fallen Heroes Chesterfield paid homage to our soldiers who have paid the ultimate sacrifice. In July, a soccer field at Harry G. Daniel Park at Iron Bridge was named in memory of Set. Jeffrey A. Reed, U.S. Army. In November, the Chester Bridge was named in memory of Set. Aaron X. Wittman, U.S. Army. In June, a road near Meadowbrook High School was named in memory of Staff Sgt Michael D. Moody Jr.. U.S. Army. New Constitutional Officers Elections for the constitutional offices of treasurer and commissioner of the revenue will be held in No- vember 2017. Richard Cordle, former treasurer, and Joseph Horbal, former commissioner of the revenue, both retired in January. Carey Adams assumed the role of treasurer and Timothy McPeters assumed the role of commissioner. Lawrence Haake, the general registrar, retired in April, and was succeeded by Constance Tyler. BOARD OF SUPERVISORS To stay current with what's happening in the county, sign up for Weekly Update. It comes straight to your inbox every Tuesday and contains countywide news and district - specific information. Yt' �,ru.ry This map reflects the magisterial district boundaries. STRATEGIC PLAN Chesterfield County'sstrateaicolan demonstrates the county's commitment to delmerservices that make it the hest community in which to live, loam, work andplay. Mission Providing a FIRST CHOICE community through excellence in public service Vision To be an extraordinary and innovative community in which to live, learn, work and play Goals I In the operation of the local government, county leaders and employees strive to achieve the following goals: Model for excellence in government ' Safety and security ' Economic prosperity and education- al excellence ' Healthy living and well-being ,Thriving communities and environmental stewardship u MODEL FOR EXCELLENCE IN GOVERNMENT The real estate tax rate, at 96 cents per $100 of assessed value, remained unchanged, as did personal property and other tax rates. q 4 pp - A MODEL FOR EXCELLENCE IN GOVERNMENT Delivering new and renovated schools sooner than anticipated was one of the focuses of the FY2017- 20 1 Capital Improvement Program, or CIP. It also continued to fund the Revenue Sharing program with the state, which provides $20 million in annual transportation improvements. Chesterfield County has made it possible for anyone with access to the internet to view = of the county's CIPS. In March, residents and businesses were able to download location -based data when 65 more data layers were added to =Space, $,pace, a mobile -friendly companion site to GeoSpace, which is used to view and download for map creation and data analysis. Beyond the role of being a good financial steward of the residents tax dollars is the county's responsibil- ity to engage in open dialogue and inform residents about county programs and services. One way of providing this engagement, and to provide better cus- tomer service, was through the county's first Govern- ment Citizens Academy For six weeks last spring, a group of citizens participated in the academy to learn more about their local government. They met with local government leaders at fire stations, libraries and school facilities, and toured other locations county- wide. They also offered valuable feedback about how the county is serving them and how to better allocate the county budget. The academy is offered twice each year, in the spring and fall. Chesterfield remains a leader in providing strong, innovative services that strengthen communities. This year, it was recognized with 17 Achievement Awards from the National Association of Counties. The Virginia Association of Counties also awarded Chesterfield two Achievement Awards, one for Chesterfield County Public Libraries and one for Mental Health Support Services. ,I Chesterfield County subscribes to a simple doctrine: We are here to serve the community, and strive to do so efficiently, effectively and transparently. Being a model for excellence is not only about our finances, but also the quality of services we provide and the partnerships we cultivate. Most county residents think Chesterfield is a great place to live - and it is, according to the National Citizen Survey The survey rated the county as a "livable community" and one where people want to live. Most residents surveyed rated quality of life as "excellent or good." Part of being a livable community means local gov- ernment understands the residents priorities. This is why strengthening public safety and education were the top priorities of the FY2017 budget set at $805.5 million. The FY2018 budget was adopted in April 2017. The budget aligned with the county's Five -Year Plan and addressed cleanup of the Chesapeake Bay, accelerated the school referendum projects and promoted revitalization. It supported the successful economic development efforts and provided funding for local roads and other infrastructure, with no increase in per capita cost of service. The real estate tax rate, at 96 cents per $100 of assessed value, remained unchanged, as did personal property and other tax rates. Adherence to financial integrity in reporting and to industry best practices brought recognition to Chesterfield for the 36th consecutive year, when it received the Certificate of Achievement for Excellence in Financial Reporting by the Government Finance Officers Association for its fiscal 2016 annual financial report. New Maps and Applications :.,,�..w....•.a.•:m. -• Naw MaOtaM e.+«' APPllcatku�f NATIONAINACO ASSOCIATION ,/COUNTIES `�`�`%ft. SAFETY AND SECURITY As drug abuse and overdose deaths from opioids and Fentanyl rise nationally, Chesterfield has ramped up its efforts to break the vicious cycle. A public service announcement was created through a partnership between Chesterfield County Police, Fire and EMS, the Sheriff's Office, Mental Health Support Services and Chesterfield Substance Abuse Free Environment Inc. The Sheriff's Office's Heroin Addiction Recovery Program, or HARP, helps recovering heroin addicts who are incarcerated at the county jail, and has seen great success. And, another partnership between Chesterfield. Powhatan and Colonial Ileiehts resulted in free drug -deactivation pouches to help people safely dispose of tablets, liquid or patch medications. In March 2017, the Chesterfield County Police Depart- ment earned accreditation through the Commission on Accreditation for Law Enforcement Agencies Inc. This designation is the result of four years of efforts to achieve CALEA best practices, including service delivery, crime prevention and personnel practices. To help build trust between the community and police department, body cameras were issued in March 2017 to some patrol officers, school resource officers, detectives and others. Community policing, a priority in Chesterfield, was center stage in FY2017 with a video segment highlighting the everyday interaction police have with businesses and residents. Hear from officers in English and _Spanish. SAFETY AND SECURITY sans Chesterfield Fire and EMS improved its Insurance Services Office rating in FY2017, rising from the top 10 percent to the top 3 percent nationwide. This is good news for Chesterfield, as it could mean a lower insurance cost for homeowners. Firefighting personnel are constantly improving their training. In June 2017, a new fire training tower was dedicated in Enon. The seven -story, 9,000 -square - foot tower simulates live fire and emergencies in various settings. The new facility will enable firefighters to practice fighting real fires in a controlled environment, as well as provide space for public safety officials to practice emergency evacuations. In October 2016, Chesterfield County's public safety departments and schools conducted an active threat exercise at Carver Middle School that involved over 150 public safety, emergency management and school personnel, and over 200 community volunteers. The training exercise enabled agencies to practice a co- ordinated response, execute action plans, and manage resources for an incident of this size and scope. In April 2017, Chesterfield held a National Disaster Medical System exercise to train for a disaster scenario. The exercise staged many patients needing to be flown out of the area due to stress on local resources. Emergency Management hosted the exercise, partnering with Fire and EMS as well as the U.S. Department of Veteran's Affairs and local hospitals. And, as always, Emergency Management trained and prep red for hurricanes and other disasters. The county's Emergency Communications Center continued efforts to overhaul and enhance its emergency communications systems, which are in need of an update. Interested in avoiding breakfast at the jail? This year's Super Bowl provided the perfect opportunity for the Sheriffs Office to run a video reminder not to drink and drive. ECONOMIC PROSPERITY AND EDUCATIONAL EXCELLENCE �I Business continues to be good in Chesterfield County, benefiting business owners, employees and residents, alike. From 2012-2016, the number of businesses in the county grew by 13 percent, and during that time, the county saw an announced investment of more than $2.8 billion. That growth means you can buy water bottled right here in Chesterfield - Niagara Bottling LLC invested $95 million to build a water -bottling operation in the county at Meadowville Technology Park Niagara is the largest private-label beverage supplier in the country, and this facility will significantly increase its capacity to meet a growing demand. Chesterfield is investing in small businesses, too - the Jumpstart Program provided a new, dedicated staff resource to Economic Development, additional resources for the county's Business Expansion Incentive Fund and business license tax relief. And Bizworks Enterprise Center helped more than 7,000 small businesses in Chesterfield County since its founding in 2001. ECONOMIC PROSPERITY AND EDUCATIONAL EXCELLENCE Dr. James Lane took the helm as superintendent of Chesterfield 'o rnty Public Schools in FY2017, championing the creation of CodeRVA, a regional high school with 13 partnering school divisions. This initiative will increase the number of computer science professionals in the Greater Richmond region. Lane has begun work to implement Early College Academies in Chesterfield through partnerships with local community colleges that enable students to earn high school diplomas and two-year associate degrees while in high school. Another priority for FY2017 was working to complete projects to improve facilities at county schools. Renovations were completed at Monacan High School, Renovations are underway at Providence Middle School, Enon Elementary School and Beulah Elementary School, paid for by the 2013 bond referendum. These projects were part of the adopted Capital Improvement Plan that accelerated the delivery of new and renovated facilities to numerous neighborhoods. The FY2017 school budget added 28 teacher posi- tions as part of an ongoing effort to reduce class sizes, increase teacher pay by 2 percent and continue the replacement of the division's bus fleet. IV r-ert,r ,rsA,�� 7 .LNil12 7 '17 Ea-- HEALTHY LIVING AND WELL-BEING Mental and physical health is encompassed in healthy living, and Chesterfield offers many programs that help residents keep active, and also engage their minds to improve the quality of their lives. Chesterfield's Mental Health Support Services implemented "Same -Du Access" that enables people in need of mental health services to be screened the first day they ask for help. This was a significant improvement in customer service since they no longer had to wait weeks for appointments. Chesterfield has been the leader in creating this model, which has been in place for almost two years. Recognizing the county for its leadership in this area, Gov. Terry McAuliffe visited the county in June to sign new bills in support of recovery. Chesterfield will be among the first eight public mental health providers in the state to get additional funding to improve these services. Too many times children in the foster care system face the harsh realities of life and feel a lack of support. To help these kids know that they're important and worthy, Social Services partners with Worthda , a 501(c)(3) nonprofit organization, to ensure that they are recognized and celebrated on the important days in their lives, such as birthdays and graduations. 10 HEALTHY LIVING AND WELL-BEING Chesterfield is proud of its high-quality park system that offers many programs and facilities to engage the mind and body. It currently is working to make improvements that will benefit residents and businesses. This is outlined in The Parks and Recreation Master Plan ypdate• which is part of the county's Com- prehensive Plan and will include a variety of cultural, recreational, educational, histor- ical, nature and sports tourism programs designed to improve quality of life in the county. Chesterfield is a great place to play! In May 2017, Chesterfield, along with other re- gional localities, was honored with a 2017 Playfial Ci USA designation by KaBOOM! Some of the county's initiatives included increasing pedestrian and bicycling access to playgrounds, offering free Learn -to -Swim programs at SwimRVA, emphasizing play in historical sites, including Henricus Historical Park, and offering new specialized athletic facilities. Chesterfield also is a great place to take a hike. The Appomattox River Tri fronts one mile of the lower Appomattox River, which is designated in the Virginia Scenic Rivers System. The trail was dedicated in October 2016 at the Ettrick/VSU Trailhead. The trail and the surrounding property include the riverfront portion of the 416 -acre VSU Randolph Farm property, an agricultural research/education center. Exercise and enrichment of the mind is also important, and programs and services offered by the Chesterfield County Public Library and Virginia Cooperative Extension help engage the brain as well as the body. During the height of the recent economic downturn, it became necessary to cut Thursday library hours in order to reduce costs, but in September 2016, the library was able to restore Thursday library hours, providing patrons additional access to its facilities. The FY2017 budget also included funds to continue a multiyear effort to enhance the library materials collection. Extension hosted the Bumblebee Jamboree, a family event celebrating pollinators, and helped residents improve and maintain their landscapes. It also is partnering with other states on strategies and educational efforts to alert homeowners to a fungus, called boxwood blight- that is affecting these popular evergreens. IV Social Services continues to offer a broad array of programs. One of these is Families First, a home -visiting program that helps mothers improve their children's health, nutrition and developmental outcomes. In fiscal 2017, Chesterfield's Families First program was accredited by Healthy Fami- lies America as a provider of high-quality home -visiting services. Its annual March diaper drive at local library branches collected more than 10,000 diapers, pull-ups and wipes. alavful fi a THRIVING COMMUNITIES AND ENVIRONMENTAL STEWARDSHIP a�.;ulmry ca�a«m�w cowry by ImPR—g Homeea Nelghbmho THRIVING COMMUNITIES AND ENVIRONMENTAL STEWARDSHIP 4,000 VOLUNTEERS $#No Equates to $3.3 MILLION OF WORK IN FY2016 pt, Chesapeake gay Watershed: USDA Natural Resouces Conservation Service From improving roadways to encouraging the rehabilitation of older neighborhoods, to providing more opportunities at local libraries, Chesterfield is dedicated to ensuring communities thrive, while responsibly caring for the environment. Part of a thriving community is planning for the future. Chesterfield County will have the firstfirstsuper_ street" in Virginia when Route 10 is widened between Bermuda Triangle Road and Meadowville Road, which will help people get to work and school more quickly and safely. The Transportation Department has begun the process, and construction will begin in 2018. The Capital Improvement Plan continued to fund the Revenue Sharing program with the state that provided $20 million in annual transportation improvements. See ongoing or, o�iects. Plans for a new department focused on the care of the county's aging communities coalesced in FY2017, lead- ing to the creation of the Department of Community Enhancement in July 2017. A change to allow home- owners and businesses to save money while renovating their older properties was approved in FY2017, and the Revitalize Our Communities Committee held its annual Empowering Neighborhoods Forum, which focused on home and community revitalization in February 2017. Engaging and informing residents about the updates to the Comprehensive Plan has been a major focus of the Planning Department this year, and numerous community meetings related to the Northern Jeffer- son Davis and the Midlothian Special Area Plans were held. Watch to learn more about ,Special Area Plans and the Comprehensive Plan. The county is grateful for its more than 4,000 volun- teers who contributed 139,000 work hours valued at $3.3 million in FY2016. Gaynor Baker, who volun- teers with Virginia Cooperative Extension, was recog- nized as the county's 2017 Treasured Volunteer. Three were inducted into the Office of the Senior Advocate's Senior Volunteer Hall of Fame. The Utilities Department serves more than 304,700 water customers and continues to offer clean, safe and reliable drinking water to residents. It was recognized by the Virginia Department of Environmental Quality for environmental excellence. The FY2017 budget established a dedicated revenue source to fund the county's Stormwater Management System for compliance with the federally mandated Chesapeake Bay Total Maximum Daily Load program. The revenues collected from the stormwater utility fee will be dedicated to services directly related to the control and treatment of stormwater. Waste and Resource Recovery, a division of the De- partment of General Services, is committed to helping preserve the environment by providing residents with safe and cost-effective waste disposal and recycling options at two convenience centers. Residents an now recycle food and beverage contain ers- plastics numbered 1-7 are now accepted, as well as cardboard. The expanded recycling capacities means residents can now recycle more of their household items than ever, and positions the region as a recycling leader. Enhancements to Curbside and Drop Off Recyclir Q plastic NEW Reeyelablesll © Cartons w ' KNcKcn. Lw,�Ory, a.m: 5aiai c., Foca rM MwrpF i� emi�.x .n.+....r ,Awl ernr aur ea,e pt, Chesapeake gay Watershed: USDA Natural Resouces Conservation Service From improving roadways to encouraging the rehabilitation of older neighborhoods, to providing more opportunities at local libraries, Chesterfield is dedicated to ensuring communities thrive, while responsibly caring for the environment. Part of a thriving community is planning for the future. Chesterfield County will have the firstfirstsuper_ street" in Virginia when Route 10 is widened between Bermuda Triangle Road and Meadowville Road, which will help people get to work and school more quickly and safely. The Transportation Department has begun the process, and construction will begin in 2018. The Capital Improvement Plan continued to fund the Revenue Sharing program with the state that provided $20 million in annual transportation improvements. See ongoing or, o�iects. Plans for a new department focused on the care of the county's aging communities coalesced in FY2017, lead- ing to the creation of the Department of Community Enhancement in July 2017. A change to allow home- owners and businesses to save money while renovating their older properties was approved in FY2017, and the Revitalize Our Communities Committee held its annual Empowering Neighborhoods Forum, which focused on home and community revitalization in February 2017. Engaging and informing residents about the updates to the Comprehensive Plan has been a major focus of the Planning Department this year, and numerous community meetings related to the Northern Jeffer- son Davis and the Midlothian Special Area Plans were held. Watch to learn more about ,Special Area Plans and the Comprehensive Plan. The county is grateful for its more than 4,000 volun- teers who contributed 139,000 work hours valued at $3.3 million in FY2016. Gaynor Baker, who volun- teers with Virginia Cooperative Extension, was recog- nized as the county's 2017 Treasured Volunteer. Three were inducted into the Office of the Senior Advocate's Senior Volunteer Hall of Fame. The Utilities Department serves more than 304,700 water customers and continues to offer clean, safe and reliable drinking water to residents. It was recognized by the Virginia Department of Environmental Quality for environmental excellence. The FY2017 budget established a dedicated revenue source to fund the county's Stormwater Management System for compliance with the federally mandated Chesapeake Bay Total Maximum Daily Load program. The revenues collected from the stormwater utility fee will be dedicated to services directly related to the control and treatment of stormwater. Waste and Resource Recovery, a division of the De- partment of General Services, is committed to helping preserve the environment by providing residents with safe and cost-effective waste disposal and recycling options at two convenience centers. Residents an now recycle food and beverage contain ers- plastics numbered 1-7 are now accepted, as well as cardboard. The expanded recycling capacities means residents can now recycle more of their household items than ever, and positions the region as a recycling leader. SPORTS & TOURISM Many top college lacrosse, soccer and field hockey players across the nation have one thing in common: They played in Chesterfield County. In December, the county acquired River .iM5pa sW= enabling it to host about 1,700 more teams on Mon- days through Thursdays, and have more control over weekend tournaments. The complex has 12 synthetic fields, and is one of the largest collections of synthetic turf fields in the U.S. for soccer, lacrosse, field hockey and many other sports, with nine fields lighted for evening play. In March, the county hosted the Jeffer- son Cup, which is rated as one of the top youth soccer tournaments in the country, and expanded it to four weekends and 1,300 teams this year. The county's Department of Parks nd Recreation manages River City Sportsplex, and revenue from rental fees and tournament charges will be used to pay for operating costs. Recently, Corrigau Sports EnterpLiara contracted with Chesterfield to host major events here through 2020, including the Intercollegiate Women's Lacrosse Coaches Associations Champions Cup and the Capital Cup. These two events are the largest tournaments held in the Richmond Region, each attracting more than 14,000 visitors from across the U.S. and Canada, and using over 10,000 hotel rooms for just one event. The county is the only location in the U.S. to host two Intercollegiate Womens Lacrosse Coaches Association National College recruiting events. SPORTS & TOURISM IV go.a.a. ��1� gr � .moose mr, fEyrENNrAL M. A positive economic impact for the eastern Midlothian area will be felt with the construction of a 50,000 -square -foot indoor sports facility in the Stonebridge devel- opment. This $7 million facility will be leased primarily by the Richmond Volleyball Q& The county's Parks and Recreation Department also will lease 5,000 square feet, enabling it to provide more programming for older adults, including classes, workshops, fitness programs and special events. In addition to the senior program- ming, the location will be used for community programs, preschool activities and youth programming. New and diverse events, such as the Professional Womens Bowling Association, Tour Championships and Colonial Athletic Association, Golf Championships, found their way to the county this year, as well as the return of the Shooting Star Field Hockey Tournament, Brine National Lacrosse Classic and other soccer and swimming events. All of this contributes to the county's growing sports tourism industry - in fiscal 2017, sports tourism had an economic impact of $38.6 million and the tax revenue was $1.4 million. In 2017, the county marks the 100th anniversary of its Historic 1917 Courthouse. On Oct. 26, 2017, a special event will be held to commemorate the anniversary of the date that the cornerstone was laid. The 1749 bell, which hung in the first court- house and atop the 1917 Courthouse, was restored during the spring and will be placed on permanent display in the Chesterfield County Museum in the fall. A replacement bell was purchased for the belfry of the courthouse and it will be rung for the first time during the October event. Fort Lee also is celebrating its 100th anniversary this year, and a special exhibit, "Mobilizingfour_ is on display in the Historic Jail through November 2018. Experience Chesterfield com offers residents and visitors an easy way to find out what's going on in the county. A partnership among county departments, Experi- enceChesterfield.com features three-day itineraries on a variety of topics, as well as seasonal events and programs. LOWM AHEAD Programming Chesterfield Stay informed on what's going on in the county, learn about Virginia agriculture and NASA on our cable channels — Comcast 98 and Verizon 28. Programming was �O� launched this year, and includes episodes of NASAX, Real Virginia, The Folklorist, as well as original programs produced by the Department of Communications and Media. Many of these videos can be found on the county's social media sites, YouTube or in the Library's digital collection under Chesterfield Now or Special Edition. Learn more about local government by attending the Special : Edition Government Citizens Academy, which began in May 2017. Sign up for the county's weekly e -newsletter, Weekly Update, at www.chesterfield.gov/enews Look for the county on Facebook and Twitter Chesterfield County Government Facebook: Chesterfield VA Twitter: CoChesterlicldVA For a list of all the departments who use social media, visit htto://wwwchesterfield eov/newsroom/socialmed[a/ Priorities for FYI On April 26, 2017, the Board of Supervisors adopted the FYI budget. See priorities and highlights for the upcoming year, and check out the adopted FY17-FY21 Capital Improvement Plan. Chesterfield County Department of Communications and Media P.O. Box 40 Chesterfield, VA 23832 804-748-1000 cmachesterfield.soy IV '1- Government Citizens Academy The Department of Communications and Media received a 2017 Gold Hermes Creative award for its electronic 2016 Annual Report from the Association of Marketing and Communication Professionals. Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 9.C. Subiect: Work Session on the Proposed 2018 Legislative Program County Administrator's Comments: County Administrator: Board Action Requested: Summary of Information: Staff will present the draft 2018 Legislative Program. Preparer: Mary Ann Curtin Title: Director of Intergovernmental Relations Attachments: ® Yes No # A-13 00 `r 10/11/2017 10/11/2017 10/11/2017 10/16/2017 jcco"a=�,4 10/11/2017 November 15, 2017 November 20, 2017 December 5, 2017 December 18, 2017 January 10, 2018 Adopt Legislative Program Pre -Filing of Legislation Begins Joint Meeting With School Board and Legislative Delegation Governor's Budget Released 2018 General Assembly Convenes ka"IC1,004S 5 CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of I AGENDA Meeting Date: October 25, 2017 Item Number: 9.11). Subject: Smart Scale Update and Transportation Funding Priorities County Administrator's Comments: County Administrator: Board Action Requested: Summary of Information: Transportation Director Jesse Smith will provide the Board with an update on the state's Smart Scale process and discuss funding priorities for the upcoming year. Preparer: Jesse W. Smith Attachments: 0 Yes Title: Director of Transportation 11 No # �),D 0 6 6 10/18/2017 Transportation Funding Work Session October 25, 2017 Smart Scale Results Project Funding Request Smart Scale Score 1 288/360 Ramp Improvements $13.2M 8.36 FULLY FUNDED 2 288/360 Brad McNeer/Bailey Bridge Connector $21.6M 5.45 FULLY FUNDED 3 288/360 NB Flyover to Bailey Bridge Connector $71.OM 1.68 4 1-95/Willis Road Interchange $42.6M 2.22 5 1-295/Meadowville Interchange (loops) $20.OM 2.12 6 Route 360, Woodlake to Otterdale $35.OM 0.71 7 Centralia Rd, Memory Ln to Chester Rd $6.5M 3.04 8 Powhite Parkway, Watermill to Woolridge Rd $36.OM 2.82 43.0 01 '34 41-111. IT A 10/18/2017 Smart Scale ~�'''~^'`��^^='^— '^^—~'`^'``' Project Funding Request Smart Scale Score Arch Road Roundabout $1.9rw 5.62 FULLY FUNDED Bailey Bridge, Sunday Silence toSpring Run $2.9[w 1.66 FULLY FUNDED Nash Road Extension, Beach to Route 10 $19.1xx 4.51 FULLY FUNDED Bon Air Sidewalks g2zxx 3.45 FULLY FUNDED Ecuff Avenue, |vywnndtoKen Drive $z.sxx 4.22 FULLY FUNDED Hicks Road Curve Realignment $1.1xx 9.99 FULLY FUNDED E|khardtRoad Improvements $2.9xx 4.61 FULLY FUNDED xobiousRoad Widening tvthe county line $43xx 131 FULLY FUNDED vvimerpockRoad Widening, 36Omoirkda|e $12.6xx 2.16 FULLY FUNDED Smart Scale [��U|�� ...=/�_J�=|^— [�._��|�� Project Funding Request Smart Scale Score 360 West Park and Ride $1.6xx zzo FULLY FUNDED Bessie Lane Improvements $1.1xx 2.20 Chesterfield Avenue Reconstruction $15.0xx O]O Chippenham/Hopkins Park and Ride $2.9xx 6.53 FULLY FUNDED Deer Run Sidewalk, chita|»oAlberta Smith $2.9xx 3.86 *armwOateRoad/Cougar Trail Ped improvements $03xx 91.50 FULLY FUNDED Hopkins Road Sidewalk, pa|monet000nniebank $0.6m 29o7 FULLY FUNDED North enonChurch Road Widening $6.Orw 1.93 Otte ndale/Woo | ridge Road Widening $I45xx 3.34 Courthouse Road Trail $1.2xx 14.92 FULLY FUNDED Route zSidewalk, Marina o/tnmemewmodnd $a.zxx 1037 FULLY FUNDED 2 Remaining Projects 288/360 NB Flyover to Bailey Bridge $71.OM 1.68 Reduce scope, Smart Scale 1-95/Willis Road Interchange $42.6M 2.22 VDOT 1-295/Meadowville Interchange $20.OM 2.12 VDOT Route 360, Woodlake to Otterdale $35.OM 0.71 Remove from list Centralia Road, Memory Ln to Chester Rd $6.5M 3.04 Modify scope, HSIP Powhite Parkway, Watermill to Woolridge $36.OM 2.82 PPP Nash Road Extension, Beach Rd to Route 10 $19.1M 4.51 Revenue Sharing, Smart Scale Bessie Lane Improvements $1.1M 2.20 Remove from list Chesterfield Avenue Reconstruction $15.OM 0.30 Remove from list Deer Run Sidewalk, Chita) to Alberta Smith $2.9M 3.86 TAP, CMAQ, Bike/Ped Safety North Enon Church Road Widening $6.OM 1.93 RSTP, CMAQ Otte rdale/Woo l ridge Widening $3.45M 3.34 TAP, CMAQ, Bike/Ped Safety Suggested Projects - Draft 1 288—Commonwealth Center Flyover TBD 2 95/10 Interchange Improvements TBD 3 Nash Road Extension TBD 4 Route 60 Improvements TBD 5 Intelligent Transportation Systems Countywide TBD 6 Route 360 Improvements TBD 7 Chippenham/Hopkins Improvements TBD 8 Route 1 Pedestrian Improvements TBD 10/18/2017 3 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of I Meeting Date: October 25, 2017 Item Number: 11.A. Subiect: Resolution Recognizing Boy Scouts Upon Attaining the Rank of Eagle Scout County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Staff has received requests for the Board to adopt resolutions recognizing Mr. James Edward Kenimer, Troop 819, sponsored by Saint John's Episcopal Church; Mr. Dylan Ray Blanton, Troop 2894, sponsored by Saint David's Episcopal Church; Mr. John Robert Schunder III, Troop 2860, sponsored by Woodlake United Methodist Church; and Mr. Austin Scott Cramer, Troop 1829, sponsored by Saint Matthias Episcopal Church, upon attaining the rank of Eagle Scout. They will be present at the meeting, accompanied by members of their families, to accept their resolutions. Preparer: Janice Blakley Attachments: 0 Yes Title 1:1 No Clerk to the Board WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was, chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least 21 merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to their community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law, Mr. James Edward Kenimer, Troop 819, sponsored by Saint John's Episcopal Church; Mr. Dylan Ray Blanton, Troop 2894, sponsored by Saint David's Episcopal Church; Mr. John Robert Schunder III, Troop 2860, sponsored by Woodlake United Methodist Church; and Mr. Austin Scott Cramer, Troop 1829, sponsored by Saint Matthias Episcopal Church, have accomplished those high standards of commitment and have reached the long -sought goal of Eagle Scout, which is received by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through their experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare themselves for a role as leaders in society, James, Dylan, Trey and Austin have distinguished themselves as members of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, this 25th day of October 2017, publicly recognizes Mr. James Edward Kenimer, Mr. Dylan Ray Blanton, Mr. John Robert Schunder III, and Mr. Austin Scott Cramer, extends congratulations on their attainment of Eagle Scout, and acknowledges the good fortune of the county to have such outstanding young men as its citizens. 011 PO 0 0 � 1 CHESTERFIELD • BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 11.B. Subiect: Recognition of the Participants in the Fall Government Citizens Academy County Administrator's Comments: County Administrator: Board Action Requested: Recognize the participants of the Fall Government Citizens Academy and present certificates of completion. Summary of Information: On September 12, 2017, the fall Government Citizens Academy began. This is the county's second Government Citizens Academy. It is a new tool that started in the spring of 2017, to enhance and grow the county's communications efforts and increase engagement. The Government Citizens Academy provides a hands-on learning opportunity where citizens may provide feedback about how the county is doing. Through interactive sessions and tours of facilities, residents get a comprehensive look at how and why programs and services are provided. Lasting about seven weeks, the fall sessions were held during the day. In 2018, two more Government Citizens Academies will be held during the spring and the fall. A member of the fall academy class will address the Board of Supervisors to give their perspective on what they learned. Preparer: Susan Pollard Title: Director of Communications and Media Attachments: Yes F1 No 2017 Fall Government Citizens Academy Participants Nancy Boraks Ellen Boyd Bo Brown Selena Browne Gudino Sarah Clark Diane Clarke Myrna Copeland Leonore Cummins Robert Cummins Constance Cypress Cindy Fentriss Mary Carol Franks Brenda Jenkins Jacqueline Kimotho-Gonzalez James Kramer David Kratch Heidi LaGreca David Lipp Robert Mesnard Sheila Rost SHiRL Selah Rosemary Shomaker Barbara Stephens Kim Drew Wright WAG353 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.A.1. Subiect: Nomination/Appointment/Reappointment to the Board of Building and Fire Code Appeals County Administrator's Comments: County Administrator: Board Action Requested: Nomination/appointment/reappointment of two members to the Board of Building and Fire Code Appeals. Summary of Information: The term of one member of the Board of Building and Fire Code Appeals that fulfills the property management position, expires October 31, 2017. That member is Mr. C. Pearson Brown, III. In addition, a vacancy exists for an alternate registered design professional board member position and Mr. Lindley Vaughn, PE, has expressed interest in filling that vacancy. Reappointment /appointment of Mr. Pearson and Mr. Vaughn will maintain the composition of membership as previously established by the Board of Supervisors for the Board of Building and Fire Code Appeals. Board members concur with the reappointment /appointment of Mr. Pearson and Mr. Vaughn effective November 1, 2017, and expiring October 31, 2020. 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: Richard C. Witt Title: Building Official Attachments: Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.A.2. Subiect: Nomination and Appointment to the Community Criminal Justice Board County Administrator's Comments: County Administrator: Board Action Requested: It is requested that Dr. Chad Knowles, Coordinator of Constituent Services and Student Leadership, be appointed to replace Robert Talley as the Education representative on the Community Criminal Justice Services Board for the duration of Mr. Talley's term which expires on June 30, 2018. Summary of Information: The Community Criminal Justice Board serves the 12th Judicial Court Circuit consisting of Chesterfield County and the City of Colonial Heights. The purpose is to provide for the development, planning, implementation, and evaluation of community programs and services for the court in diverting offenders and defendants from local correctional facilities. Mr. Talley has retired from full-time employment with Chesterfield County Schools, and is now working part-time. Dr. Knowles was named his replacement in the current position listed above. Dr. Knowles has served as a teacher, coach, athletic director and school administrator. Preparer: Andrew Molloy Title: Director of Community Corrections Attachments: C—�Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of 1 Meeting Date: October 25, 2017 Item Number: 12.B.1.a. Subiect: Resolution Recognizing the Late Mr. Ricky A. Lewis, Department of General Services, Buildings and Grounds Division, for His Service to Chesterfield County County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Mr. Lewis of the Department of General Services, Buildings and Grounds Division provided more than 31 years of service to the citizens of Chesterfield County. Preparer: Clay Bowles Title: Director of General Services Attachments: 0 Yes F-1 No I G -C' 'LI'S i G- RECOGNIZING MR. RICKY A. LEWIS FOR HIS SERVICE TO CHESTERFIELD COUNTY WHEREAS, Mr. Ricky A. Lewis was hired by Chesterfield County, on June 24, 1985, as a Seasonal County Maintenance Worker in the Department of General Services, Buildings and Grounds Division; and WHEREAS, Mr. Lewis demonstrated excellent work performance and knowledge in the maintenance field; and WHEREAS, Mr. Lewis was promoted to a full-time County Maintenance Worker in November 1985; and WHEREAS, early in his career, Mr. Lewis was assigned to maintain the then nine Chesterfield County Libraries; and WHEREAS, Mr. Lewis had an excellent working relationship with library personnel and represented the Department of General Services professionally and competently; and WHEREAS, Mr. Lewis was a dependable and reliable employee who performed his duties and responsibilities with enthusiasm; and WHEREAS, Mr. Lewis was highly regarded both within the Buildings and Grounds Division, the Department of General Services, as well as by customers in other county departments; and WHEREAS, Mr. Lewis was tactful, considerate, and attentive to everyone he encountered and took the time to courteously attend to customers' needs, letting each one know their needs were important; and WHEREAS, Mr. Lewis performed his duties and responsibilities in a professional manner and is missed by his fellow co-workers and customers. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes the outstanding contributions of Mr. Ricky A. Lewis, expresses the appreciation of all residents for his service to Chesterfield County, and extends appreciation for his dedicated service to the County. CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.13.1.b.1. Subiect: Resolution Recognizing Mr. Michael G. Elder, Department of General Services, Waste and Resource Recovery Division, Upon His Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Mr. Elder retired from the Department of General Services, Waste and Resource Recovery Division on October 1, 2017, after 25 years of service to the citizens of Chesterfield County. Preparer: Clay Bowles Title: Director of General Services Attachments: Yes ❑ No RECOGNIZING MR. MICHAEL G. ELDER UPON HIS RETIREMENT WHEREAS, Mr. Michael G. Elder joined Chesterfield County on September 21, 1992, as a full-time employee in the Department of General Services, Waste and Resource Recovery Division; and WHEREAS, in 1994, Mr. Elder obtained his Environmental Protection Agency certification for Freon recovery, contributing to the departmental goal of being "Responsible Protectors of the Environment"; and WHEREAS, in 1995, Mr. Elder was recognized through the "Chesterfield County Success Story" program, for cost savings achieved by recovering Freon in-house instead of contracting the task out; and WHEREAS, in 2003, Mr. Elder graduated from the "School of Quality and Continuous Improvement"; and WHEREAS, Mr. Elder was known for his friendly, easy going manner, his ability to work with citizens in an effective way; caring for his fellow co-workers and performing his duties in a professional manner; and WHEREAS, Mr. Elder was nominated by his peers to become the Waste and Resource Recovery Division's employee of the year in 2002, 2004 and 2005; and WHEREAS, in 2005, Mr. Elder was selected as the Department of General Services' employee of the year; and WHEREAS, Mr. Elder always performed his duties and responsibilities in an efficient manner, placing the welfare and safety of co-workers, other county employees, and citizens above his own personal comfort and feelings and will be missed by his fellow co-workers; and WHEREAS, Mr. Elder retired on October 1, 2017, after providing 25 years of dedicated and faithful service to Chesterfield County citizens. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes the outstanding contributions of Mr. Michael G. Elder, expresses the appreciation of all residents for his service to Chesterfield County, and extends appreciation for his dedicated service to the county and congratulations upon his retirement, as well as best wishes for a long and happy retirement. 0% 11�0)10 01159 ' II iii � • � � _- i • A M 0 • � • : Jill A Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.1.b.2. Subject: Resolution Recognizing Captain Rodney C Services Department, Upon His Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of attached resolution. Summary of Information: Duke, Fire and Emergency Medical Captain Rodney C. Duke retired from the Chesterfield Fire and Emergency Medical Services Department, Chesterfield County, on August 1, 2017, after providing nearly 25 years of service to the citizens of Chesterfield County. Preparer: Edward L. Senter Jr. Title Attachments: 0 Yes No Fire Chief RECOGNIZING CAPTAIN RODNEY C. DUKE UPON HIS RETIREMENT WHEREAS, Captain Rodney C. Duke retired from the Chesterfield Fire and Emergency Medical Services Department, Chesterfield County, on August 1, 2017; and WHERAS, Captain Duke volunteered with Chesterfield Fire and Emergency Medical Services from 1985 through 1992; and WHEREAS, Captain Duke began his career with the Chesterfield Emergency Communications Center as a dispatcher in August 1992 and faithfully served for four years; and WHEREAS, Captain Duke attended Recruit School #26 in 1996 and has faithfully served the county for nearly 25 years in various assignments as a firefighter and officer at the Midlothian, Clover Hill, Centralia, Airport, Chester, Ettrick, and Dale Fire and Emergency Medical Services stations; and WHEREAS, Captain Duke was recognized in 1994 by the Emergency Communications Center with a Certificate of Achievement for providing a 12 -year-old boy pre -arrival instruction to save the life of his 10 -year- old sister who was accidently shot by the caller; and WHEREAS, Captain Duke was a member of the SCUBA Rescue Team from 1998 through 2002, promoted to the rank of lieutenant in 2006, and promoted to captain in 2015; and WHEREAS, Captain Duke was recognized with an EMS Lifesave Award for his advanced lifesaving actions in November 2000, saving the life of a newborn child in cardiac arrest; and WHEREAS, Captain Duke was recognized with an EMS Lifesave Award and a Unit Citation Award when he provided exemplary care in October 2003, during a motor vehicle accident, where he administered lifesaving EMS procedures to a teenager who was unresponsive and trapped in a vehicle; and WHEREAS, Captain Duke was recognized with two EMS Unit Citation Awards for his extraordinary teamwork while assisting patients in cardiac arrest in November 2011 and August 2012; and WHEREAS, Captain Duke was recognized with an EMS Lifesave Award and a Unit Citation Award for his actions in June 2012 when he provided exemplary lifesaving measures to a patient experiencing a cardiac arrest. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes the contributions of Captain Rodney C. Duke, expresses the appreciation of all citizens for his service to the county, and extends their appreciation for his dedicated service and congratulations upon his retirement. ,31ON19-01, I CHESTERII FIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.1.b.3. Subject: Resolution Recognizing Lieutenant Kenneth W. Hall, 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: Lieutenant Kenneth W. Hall will retire from the Fire and Emergency Medical Services Department on November 1, 2017, after providing over 35 years of service to the citizens of Chesterfield County. Preparer: Edward L. Senter Jr. Title Attachments: 0 Yes No Fire Ch RECOGNIZING LIEUTENANT KENNETH W. HALL UPON HIS RETIREMENT WHEREAS, Lieutenant Kenneth W. Hall will retire from the Chesterfield Fire and Emergency Medical Services Department, Chesterfield County, on November 1, 2017, after faithfully serving the County of Chesterfield and its citizens for 35 years in various assignments; and WHEREAS, Lieutenant Hall began employment with Chesterfield County in 1982 as an Emergency Communications Dispatcher; and then attended Recruit School #15 in 1984; and WHEREAS, Lieutenant Hall has served as a Firefighter at the Dale, Matoaca, Bensley, Ettrick, Airport, Clover Hill and Swift Creek Fire and EMS Stations; and WHEREAS, Lieutenant Hall was promoted to lieutenant in 2000 and served at the Dale, Winterpock, and Phillips Fire and EMS Stations; and WHEREAS, Lieutenant Hall was an advanced life support provider for 29 years where he served as a preceptor to new ALS providers for 26 of those years; and WHEREAS, Lieutenant Hall served as a member of the Hazardous Incident Team from 1992 through 1997, the Tactical Medic Team for the Chesterfield County Police Department and Virginia State Police, an alternate Tactical Safety officer, as well as a member of the Rural Water Supply Workgroup; and WHEREAS, Lieutenant Hall was awarded a Unit Citation for the extraordinary organization and teamwork displayed rescuing a patient who had fallen from a tree in 1994; and WHEREAS, Lieutenant Hall was awarded an EMS Unit Citation for the diligent and dedicated performance in the extrication of a patient trapped resulting from a vehicle accident in 1995; and WHEREAS, Lieutenant Hall was awarded an EMS Lifesave Award for saving the life of a citizen in cardiac arrest in 1996; and WHEREAS, Lieutenant Hall was awarded an EMS Unit Citation and EMS Lifesave Award for treating a patient involved in a motorcycle accident in 2004; and WHEREAS, Lieutenant Hall was named the Fire officer of the Year for 2011. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, recognizes the contributions of Lieutenant Kenneth W. Hall, expresses the appreciation of all citizens for his service to the county and extends appreciation for his dedicated service and congratulations upon his retirement. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.1.b.4. Subiect: Resolution Recognizing Ms. Shelcie Moss Lawing, Department of Mental Health Support Services, Upon Her Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Mrs. Lawing is retiring from the Department of Mental Health Support Services on October 1, 2017, after providing 21 years of service to the citizens of Chesterfield County. Preparer: Debbie Burcham Title: Executive Director of Chesterfield CSB/MHSS Attachments: Yes No RECOGNIZING MS. SHELCIE MOSS LAWING UPON HER RETIREMENT WHEREAS, Ms. Shelcie Moss Lawing was hired by Chesterfield/Colonial Heights Families First on September 9, 1996, and will retire October 1, 2017 after providing outstanding service to the residents of Chesterfield County; and WHEREAS, Ms. Lawing provided home visiting services for over 150 first-time parents in Chesterfield County and Colonial Heights supporting them through their journey of parenthood; and WHEREAS, she was instrumental in Families First receiving the National Association of Counties Achievement Award in 1997, recognizing Families First as an innovative program that contributed to and enhanced county government in the United States of America; and WHEREAS, Ms. Lawing served as a mentor and coach to over 15 incoming Families First staff throughout her tenure; and WHEREAS, Ms. Lawing was part of the Families First team to receive the Keeping Our Promises by Keeping Our Children Safe Prevention award in 2008; and WHEREAS, Ms. Lawing successfully completed the Chesterfield County Employee Leadership Institute in 2010; and WHEREAS, Ms. Lawing consistently implemented the Healthy Families America Best Practice Standards, which contributed to Families First's successful accreditation and re -certification throughout her career; and WHEREAS, Ms. Lawing received an Outstanding Service Award from Healthy Families Virginia in recognition of her 21 years of dedication and commitment to Virginia's young families. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes the outstanding contributions of Ms. Shelcie Moss Lawing and extends appreciation, on behalf of its members and the citizens of Chesterfield County, for 21 years of dedicated service to the county, congratulations upon her retirement, and best wishes for a long, happy, and healthy retirement. ell Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.1.b.5. Subject: Resolution Recognizing Ms. Teresa V Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Davis, Planning Department, Upon Her Staff requests the Board adopt the attached resolution recognizing Ms. Teresa V. Davis for her 21 years of dedicated service to the Chesterfield County Planning Department, Board of Supervisors, Planning Commission, and Board of Zoning Appeals. Preparer: Kirkland A. Turner Attachment: E Yes Title: Director of Planning ❑ No RECOGINIZING MS. TERESA V. DAVIS UPON HER RETIREMENT WHEREAS, Ms. Teresa V. Davis retired from Chesterfield County on August 25, 2017, after a collective of 23 years of dedicated service to Chesterfield County and seven years of dedicated service to the Chesterfield County Public School System; and WHEREAS, Ms. Davis began her initial service with the Planning Department in 1981, as a Clerk Typist responsible for the processing of public notices and staff reports for the Board of Supervisors, Planning Commission and Board of Zoning Appeals while at the same time providing excellent customer service assisting the public at the department's counter and by phone; and WHEREAS, in 1983, Ms. Davis left the Planning Department to have more time to raise her family, joining the Chesterfield Public School System as a Secretary/ Word Processor for seven years, and returning to the Planning Department in 1996 as a Senior Office Assistant; and WHEREAS, through her hard work, continuing education and dedication, Ms. Davis rose through the ranks of the Planning Department, serving in positions of Senior Office Assistant and Administrative Secretary responsible for coordinating the processing of planning- related items for consideration by the Board of Supervisors, Planning Commission, and Board of Zoning Appeals; and WHEREAS, during this period, Ms. Davis volunteered her services for approximately 15 months to assist the Zoning and Special Projects section during a co-worker's deployment to Iraq; and WHEREAS, Ms. Davis has received numerous commendations from her co-workers and the public, including being the recipient of the Planning Department's Exceptional Employee of the Year in 2000; and WHEREAS, in 1996, Ms. Davis was promoted to Administrative Assistant and assigned to the Zoning and Special Projects section managing the coordination of sign postings for zoning proposals, public notices, staff reports, agendas, pre - application conferences and numerous other duties related to the zoning processes of the Board of Supervisors, Planning Commission and Board of Zoning Appeals; and WHEREAS, during her career, Ms. Davis assisted with the implementation of numerous improvements to the zoning process; and WHEREAS, Ms. Davis forged effective working relationships with the Planning Commission, Board of Supervisors, citizen groups and the development community; and WHEREAS, Ms. Davis worked tirelessly coordinating team review of zoning cases by 18 different county departments and state agencies and attending an enormous number of nightly public meetings and hearings; and WHEREAS, Ms. Davis continuously provided exemplary customer service. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes the contributions of Ms. Teresa V. Davis, and extends on behalf of its members and the citizens of Chesterfield County, appreciation for her service to the county and congratulations upon her retirement. CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.1.b.6. Subiect: Resolution Recognizing Corporal Robert D His Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Pruckner, Police Department, Upon Corporal Robert Pruckner will retire from the Police Department on November 1, 2017, after providing over 27 years of service to the residents of Chesterfield County. Preparer: Colonel Daniel W. Kelly Attachments: 0 Yes 1-1 No Title: Actina Chief of Police RECOGNIZING CORPORAL ROBERT D. PRUCKNER UPON HIS RETIREMENT WHEREAS, Corporal Robert D. Pruckner will retire from the Chesterfield County Police Department on November 1, 2017, after providing over 27 years of outstanding service to the residents of Chesterfield County; and WHEREAS, Corporal Pruckner has faithfully served the county in the capacity of Patrol Officer, Detective, Senior Detective, Master Detective Master Police Officer, Career Police Officer, Career Detective and Corporal; and WHEREAS, during his tenure, Corporal Pruckner has served in various positions, including Field Training Officer, Desk Officer, Breathalyzer Operator, Instructor, Special Response Unit Member, School Resource Officer, Background Detective, and Polygraph Operator; and WHEREAS, Corporal Pruckner was awarded a Life Saving Award for his efforts at the scene of a fatal accident while traveling in the State of Pennsylvania; and WHEREAS, Corporal Pruckner was awarded the Director's Academic Merit Award by the Virginia School of Polygraph; and WHEREAS, Corporal Pruckner and co-workers of the Police Personnel Unit, received a Unit Citation Award for the unit's performance, diligence and professionalism displayed during the 2004 fiscal year; and WHEREAS, Corporal Pruckner was the recipient of an Achievement Award for his actions during a joint FBI counterfeit products and money laundering operation, after the team's dedication to the extensive investigation resulted in the confiscation of thousands of dollars of counterfeit products, fake identifications, illegal documents and the arrest of nine suspects on 21 felony charges; and WHEREAS, Corporal Pruckner has greatly contributed to the mission of the Police Personnel Unit by serving as lead detective, offering his expertise and mentorship to others; and WHEREAS, Corporal Pruckner has been been involved in process improvements in the Police Personnel Unit, including development of the off- site testing program, development of the first professional recruitment display, fostering positive relationships with college and university personnel, and implementation of a new physical agility test, and these initiatives were instrumental in recruitment and hiring of the best officers for the Chesterfield County Police Department; and WHEREAS, Corporal Pruckner is recognized for his teamwork and strong work ethic, his excellent communications and human relations skills, all of which he has utilized within the Police Department and in assisting residents of Chesterfield County; and C11 13, 01 C 9 WHEREAS, during his tenure, Corporal Pruckner has received numerous letters of commendation, thanks and appreciation for services rendered; and WHEREAS, Corporal Pruckner has provided the Chesterfield County Police Department with many years of loyal and dedicated service; and WHEREAS, Chesterfield County and the Board of Supervisors will miss Corporal Pruckner's diligent service. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes Corporal Robert D. Pruckner and extends on behalf of its members and the residents of Chesterfield County, appreciation for his service to the county, congratulations upon his retirement, and best wishes for a long and happy retirement. GGCILT'-.'o CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date October 25, 2017 Item Number: 12.B.I.b.7. Subiect: Resolution Recognizing Ms. Jeanetta Lane, Chesterfield County Utilities Department, Upon Her Retirement County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Ms. Jeanetta Lane will retire from the Chesterfield County Utilities Department on November 1, 2017, after providing 31 years of service to the citizens of Chesterfield County. Preparer: George B. Haves, P.E. Attachments: 0 Yes F-1 No Title: Director of Utiliti RECOGNIZING MS. JEANETTA LANE UPON HER RETIREMENT WHEREAS, Ms. Jeanetta Lane will retire from the Chesterfield County Utilities Department on November 1, 2017; and WHEREAS, Ms. Lane began her public service career with the Chesterfield County Building Inspections Office on April 28, 1986, as a customer service representative and was responsible for answering phone calls to assist the public with questions, addressing concerns on building and other types of permits, and providing information regarding non-compliance issues; and WHEREAS, Ms. Lane was promoted to automation specialist where she answered questions at the help desk, provided computer repair, helped develop spreadsheets for monthly reports and assisted with trouble -shooting individual computers; and WHEREAS, Ms. Lane transferred to the Chesterfield County Utilities Department on July 10, 2006, and on July 14, 2007, she was promoted to customer service representative in the call center of the billing and customer service section where she was responsible for answering inbound calls from customers, handling customers' incoming requests to open or close utility accounts, providing information about services, entering service orders in the customer information system, transferring calls with complex inquiries to management for follow-up, and researching billing issues; and WHEREAS, Ms. Lane also helped in the billing section by checking service orders and stuffing manual bills for designated accounts; and WHEREAS, Ms. Lane held the position of customer service representative until her retirement, and during that time, she received customer compliment emails and letters and certificates of recognition for teamwork, performed utility operations efficiently, assured all customers' needs were served in an expeditious, courteous, effective, and prompt manner, and improved communications; and WHEREAS, Ms. Lane has been an asset to the department because of her dedication to customer service, her motivation to meet challenges and her participation on numerous projects, such as implementing water restriction processes, identifying billing and customer service flowcharts, and improving the billing and customer service processes and procedures; and WHEREAS, Ms. Lane has passed on her significant knowledge to other employees in the customer service section to help improve their customer service skills and encourage them to help customers with their concerns; and WHEREAS, Ms. Lane demonstrated good judgment when talking to customers, researching payments, resolving customer issues, resolving billing questions, providing customers with proper solutions, performing customer verifications, and processing applications, forms, and requests; and WHEREAS, Ms. Lane is a dedicated employee who exceeds expectations and is committed to supporting excellence in government and serving customers; and WHEREAS, Ms. Lane has been a dependable associate with an exemplary work ethic and commitment, and exhibited dedication, knowledge, pride, and quality in the work she performed at the Chesterfield County Utilities Department. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes Ms. Jeanetta Lane and extends on behalf of its members and citizens of Chesterfield County appreciation for her 31 years of service to the county. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.113.1.b.8. Subiect: Resolution Recognizing Mr. James C. Woodley Upon His Retirement County Administrator's Comments: County Administrator: Board Action Requested: Staff requests the Board adopt the attached resolution. Summary of Information: Staff requested the Board adopt the attached resolution recognizing Mr. James C. Woodley for more than 21 years of service to the Chesterfield County Utilities Department. Preparer: George B. Hayes Title: Director of Utilities Attachments: 0 Yes No 4 Aace-�o';;,j RECOGNIZING MR. JAMES C. WOODLEY UPON HIS RETIREMENT WHEREAS, Mr. James C. Woodley retired from the Chesterfield County Utilities Department on September 1, 2017; and WHEREAS, Mr. Woodley began his public service with the county on August 12, 1996, as a Pipe Installer for the Water Distribution Section within the Utilities Department; and WHEREAS, Mr. Woodley was promoted to Heavy Equipment Operator on April 4, 1998; and WHEREAS, Mr. Woodley assisted in hundreds of repairs to water distribution lines and associated appurtenances; and WHEREAS; Mr. Woodley willingly and faithfully worked after hours and during emergencies to restore water service to customers regardless of weather conditions or the time of day; and WHEREAS, Mr. Woodley was promoted to a Senior Utility Worker on August 16, 2003, for the Wastewater Collections Section within the Utilities Department; and WHEREAS, Mr. Woodley's experience and knowledge was instrumental in ensuring that the citizens of Chesterfield County were provided with wastewater service that was cost effective, safe, reliable, and environmentally sound; and WHEREAS, Mr. Woodley willingly shared his knowledge and expertise with his colleagues to aid them in their growth and development, thereby ensuring the customers of Chesterfield County continue to receive world-class customer service for years into the future; and WHEREAS, Mr. Woodley was highly respected and liked by his peers and co- workers; and WHEREAS, throughout his career with Chesterfield County, Mr. Woodley displayed dependability, aptitude, good character, and values. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes Mr. James C. Woodley and extends on behalf of its members and citizens of Chesterfield County, appreciation for over 21 years of exceptional service to the county. N 1 :toyn Z4 DR*] will I 1 0 ��A evill 197, Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.2. Subiect: Award a Requirements Contract for Inspection Services for Grandstands and Bleachers to Engineering Solutions & Construction Management, PLC County Administrator's Comments: County Administrator: Board Action Requested: The Board of Supervisors is requested to authorize the Director of Procurement to execute a requirements contract with Engineering Solutions & Construction Management, PLC., for inspection and related engineering services involved in the periodic inspection of grandstands, folding and telescopic seating, bleachers, gymnasium divider curtains and basketball backstops. Summary of Information: Following a request for proposal (RFP) process, Engineering Solutions & Construction Management, PLC., was selected to provide inspection and related engineering services for Chesterfield County and Chesterfield County Public Schools. These services include, but are not limited to, inspection of grandstands, folding and telescopic seating, bleachers, gymnasium divider curtains and basketball backstops in accordance with NFPA 102 - Standard for Grandstands, Folding and Telescopic Seating, Tents and Membrane Structures, ICC 300 Standard for Bleachers, Folding and Telescopic Seating and Grandstands. The contract is for one year, with the possibility of four (4) one-year renewals, and is estimated at up to $50,000 per year. Preparer: Cynthia B. Smith Title: Director of Risk Management Attachments: C]YesNo 1 *31:1wal 0 Page I of 1 Meeting Date: October 25, 2017 Item Number: 12.13.3. Subiect: Approval of a Police Support Services Memorandum of Understanding Between the Defense Logistics Agency Aviation and the Chesterfield County Police Department County Administrator's Comments: County Administrator: Board Action Requested: Authorize the Chief of Police to execute the updated Memorandum of Understanding between the Defense Logistics Agency (DLA) Aviation and the Chesterfield County Police Department for Police Support Services. Summary of Information: This memorandum of understanding replaces and updates a current agreement approved and signed on 6/17/2013. There are no substantive changes to the agreement. The Defense Logistics Agency Aviation was formerly known as the Defense Supply Center Richmond and this documents the facility name change. The agreement provides that the Chesterfield County Police Department will provide a police response to the DLA Aviation installation in the event of a natural disaster, communicable disease outbreak, Chemical, Biological, Radiological, Nuclear and Explosive event/incident/ training, terrorist attack or similar catastrophic event at DLA Aviation requiring additional police support. Preparer: Colonel Daniel W. Kelly Attachments: 0 Yes 1-1 No Title: Chief of Police MEMORANDUM OF UNDERSTANDING BETWEEN THE DEFENSE LOGISTICS AGENCY (DLA) AVIATION AND THE CHESTERFIELD COUNTY POLICE DEPARTMENT (CCPD) FOR POLICE SUPPORT SERVICES (AGREEMENT NUMBER [WADCDA(1] This is a Memorandum of Understanding (MOU) between the DLA Aviation and the Chesterfield County Police Department (CCPD). When referred to collectively, the DLA Aviation and the CCPD are referred to as the "Parties" or they may be individually referred to as a "Party". 1. BACKGROUND: The Defense Supply Center Richmond (DSCR), Department of Defense (DOD), maintains and operates a Defense Logistics Agency Security & Emergency Services Division (DLA SES), which provides police services to the DLA installation known as DSCR. 2. PURPOSE: This Memorandum of Understanding (MOU) is entered into between the County of Chesterfield Police Department (CCPD), and DLA Aviation to provide employees and dependents of employees at the DLA Aviation installation with police services, within the capabilities available at the time of the request and subject to the provisions outlined herein, in cases of natural or man-made disasters, hostage/barricaded subject, tenant incidents, or mutually beneficial Law Enforcement training. Action(s). The CCPD and DLA Aviation mutually agree to the extent possible, with consideration for available resources (manpower, supplies, equipment, and facilities) and current Federal, State, and local laws, DOD and DLA policies, regulations, and procedures, to coordinate mutual assistance and training in accordance with the provisions of this MOU. This MOU may be activated in the event of a natural disaster, communicable disease outbreak or epidemic, Chemical, Biological, Radiological, Nuclear and Explosive event/incident/training, terrorist attack or similar catastrophic event at DLA Aviation requiring additional police support personnel. This MOU may be activated by the DLA Aviation Commander in coordination with the DLA SES and CCPD Chief of Police. Upon a determination that an emergency exists requiring the rapid response of police personnel within the boundaries of DLA Aviation, to the extent resources are available, the following procedures shall be implemented: 3. UNDERSTANDINGS OF THE PARTIES: 3.1. The DLA Aviation will: 3.1.1. Provide notification to the Federal Bureau of Investigation, if required. 3.1.2. Request assistance for police support from the CCPD through Chesterfield County Emergency Communications Center. 3.1.3. Provide CCPD with designated point of entry to DLA Aviation and provide challenge and password information prior to entry. 3.1.4. Escort for responding CCPD unit(s) from the designated entry point to the Command Post for briefing in accordance with National Incident Management System Incident Command procedures. 3.1.5. Provide Command and control of all DLA SES Police personnel. 3.2. The CCPD will: 3.2.1. Provide adequate response to the DLA Aviation installation based on available resources and capabilities. 3.2.2. Provide initial response unit(s) to the DLA Aviation designated entry point and await an escort by SES. CCPD will provide the designated challenge and password for entry. 3.2.3. Provide Command and control of all CCPD personnel. 4. PERSONNEL: Each Party is responsible for all costs of its personnel, including pay and benefits, support, and travel. Each Party is responsible for supervision and management of its personnel. 5. GENERAL PROVISIONS: 5.1. POINTS OF CONTACT: The following points of contact will be used by the Parties to communicate in the implementation of this MOU. Each Party may change its point of contact upon reasonable notice to the other Party. 5.1.1. For the DLA Aviation 5.1.1.1. DLA Installation Support at Richmond Security & Emergency Services Division 8000 Jefferson Davis Highway Richmond, VA 23297 5.1.2. For the CCPD 5.1.2.1. Chesterfield County Police Department 10001 Iron Bridge Road Chesterfield, VA 23832 5.2. CORRESPONDENCE: All correspondence to be sent and notices to be given pursuant to this MOU will be addressed to points of contact in section 5.1. 5.3. FUNDS AND MANPOWER: This MOU does not document nor provide for the exchange of funds or manpower between the Parties nor does it make any commitment of funds or resources. 5.4. USE OF DLA BUILDINGS AND FACILITIES: DLA may make available, when able and to the best of its ability at the time of the request, upon reasonable requests from CCPD to provide the use of DLA land, property, conference rooms, and buildings for the mutual benefit of CCPD Law Enforcement Officers and DLA SES personnel to meet, train, pre -plan and collaborate on incidents and events described within this document. 5.5. PRE -INCIDENT TRAINING AND COOPERATION: In the interest of mutual cooperation and further partnerships, DLA SES and CCPD may conduct joint or individual exercises, training, Random Anti -Terrorism Measures (RAM's), conferences, other general training not specified and site surveys required to expedite and mitigate the incidents which necessitates this pre -event training when authorized through SES. 5.6. MODIFICATION OF MOU: This MOU may only be modified by the written agreement of the Parties, duly signed by their authorized representatives. This MOU will be reviewed triennially of its effective date. 5.7. DISPUTES: Any disputes relating to this MOU will, subject to any applicable law, Executive order, directive, or instruction, be resolved by consultation between the Parties. 5.8. TERMINATION OF UNDERSTANDING: This MOU may be terminated in writing at will by either Party. 5.9. TRANSFERABILITY: This MOU is not transferable except with the written consent of the Parties. 5.10. ENTIRE UNDERSTANDING: It is expressly understood and agreed that this MOU embodies the entire understanding between the Parties regarding the MOD's subject matter. 5.11. EFFECTIVE DATE: This MOU takes effect beginning on the day after the last Party signs. 5.12. EXPIRATION DATE: This MOU expires 9 years from date of the last Party's signature. 5.13. CANCELLATION OF PREVIOUS MOU: This MOU cancels and supersedes the previously signed MOU between the Parties with the subject Police Service Support, Serial #2013 -DLA AVN -026 and effective date of 17 June 2013. nuffaIRTGAM"I FOR THE DLA AVIATION LINDA S. HURRY Brigadier General, USAF Commander, DLA Aviation (Date) FOR THE CCPD Daniel W. Kelly Colonel Interim Chief of Police Chesterfield County Police Department (Date) CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.113.4. Subject: Approval of Internal Audit Policy Revisions County Administrator's Comments: County Administrator: Board Action Requested: Approval of attached proposed policy revisions for Internal Audit. Summary of Information: Proposed updates to County Administrative Policies for Internal Audit (8-1 and 8-2) are attached. A blackline version with changes marked is also included for each policy. The Audit and Finance Committee (AFC) asked that proposed revisions be provided to the Board of Supervisors and the School Board for approval. These have been discussed at Audit and Finance Committee meetings on June 14, August 7, and September 25, 2017. The updates are primarily to better match our existing practices, with primary revisions for: Policy 8-1, Internal Audit -Introduction * Reflect new AFC and reporting structure for Auditor established September 2016. • Acknowledge performance • Reflect County Charter Schools throughout. • Describe unique update approval. feedback to Internal Auditor through the AFC. section 6.12 change to insert reference to process for Internal Audit policy with AFC Policy 8-2, Internal Audit -Fraud, Waste, and Abuse Prevention and Detection • Provide additional description for Hotline operation, and fraud, waste, and abuse definitions. • Describe whistleblower protection. Preparer: Gregory L. Akers Attachments: 0 Yes F-1 No Title: Director of Internal Audit # 01-c-c-TVIS11 CHESTERFIELD COUNTY ADMINISTRATIVE POLICIES AND PROCEDURES Department: Internal Audit Subject: Introduction I. I" Policy Number: 8-1 Supersedes: gg ,07/01/13 Date Issued: ##/17 INTRODUCTION The County of Chesterfield, Office of Internal Audit (01A) was established as an independent review and evaluation service function to conduct and evaluate financial, and perfol,'miatl',beaudits "o functions, and activities as a service to County and School management. The Internal Audit Director (Auditor) reports to the County Administr,' erintendent, and '01 the Audit and Finance Committee (AFC). The Auditor also providesperio 1c interrial audit reports and updates to the Board of Supervisors and School Board through the AFC. ThOlfouJtmember AFC consists J, / of two members of the Board of Supervisors and two member's of the Sc o 'I" oard appointed by their respective Chairs. Annual performance review feedback for the ri dito r e from elected officials . . . .. ..... . via their representatives on the Audit and Finance Committee',"'," rhlug t e County Administrator and School Superintendent. Independence — To be independent in fact and appeafance,auditors lffiust be free from conflicts of interest 1 q,',� and free from interference in how the work is conducted dhd,,,,,,,&,f6ported. The Auditor will comply with Government Auditing Standards to identify safeguard again'§f,' or report threats to independence. The Audit Director has no direct authorii,��,,,,over"o her 0brsons in the organization whose work he/she reviews. Such authority is vested in the DeOddffieftt head. Further, his review and evaluations do not in any way relieve other persons in166,organizatioif� of the responsibilities and accountability for duties :n 0,r assigned to them. Complete objectivity is essential to`the,, audit function. The Auditor, therefore, should not develop and/or install procedures, prepare "", records, , cords, or gage in any activity, which he/she would normally expect to review. % Management Support organizational status of the Auditor and the support of his function by County and School M provides the benchmark for the success of the internal audit program. The Auditor to management at all levels to ensure adequate consideration and satisfactory resolutioents, recommendations and findings. 011 Uniquereation and Update Process for Internal Audit Administrative Policy and Procedure — County_i ist, e Policy (CAP) 09-01, County Administration — Administrative Policies and I .... . .. . . Procied pr6s'i-gabli" guidelines for creating, updating, and rescinding County Administrative Policies and W,',ocedd` Based on Internal Audit's organizational placement, Internal Audit administrative policy and pro dure d6ation or updates use an alternate approval process to CAP 09-01. Internal Audit will provide administrative procedure creation or update to the County Administrator and School Superintendent, and presqp, t to the AFC for approval. OBJECTIVES AND SCOPE The Auditor shall have responsibility to conduct audits of all County and School departments, agencies, and activities as stipulated by County Code Chapter 6.12 to independently and objectively determine whether: Page I of 5 a 0 C- 0 5 2 10-25-17 BOS Agenda Item IA Policy Updates Page 1 of 26 A. Activities and programs being implemented have been authorized by either the Board of Supervisors, School Board, County Administrator, School Superintendent, state or federal law or regulations and are being conducted and funds expended in compliance with applicable laws; B. The department, office, or agency is acquiring, managing, protecting, and using its resources, including public funds, personnel, property, equipment, and space, economically, efficiently, equitably, and effectively and in a manner consistent with the objectives intended by�th`e authorizing entity or enabling legislation; C. The entity, programs, activities, functions, or policies are effective, including the identification of any causes of inefficiencies or uneconomical practices; & D. The desired result or benefits are being achieved;��. E. Financial and other reports are being provided that disclose fairly, accthatel ,and fully`�`all information required by law, to ascertain the nature and scope ofpiogls and'�activities, and to establish a proper basis for evaluating the programs and activities ineludmgthe collection of, accounting for, and depositing of any funds, revenues, and other resobrces; F. Management has established adequate operating and administrative pto4cd' ures and practices, , 4 systems or accounting internal control systems and mt& hal management controls; and, G. During the course of audit work, there are no indicatroris''of fraud,waste, abuse or illegal acts. 7 3> III. ANNUAL AUDIT PLAN f �� A. At the beginning of each fiscal year, the Auditor sliall,submit a revised annual audit plan to the County Administrator and School SgCi'pei1'tendent foFfeview and approval. This audit plan is also approved by the AFC. The plan Miall is udele departments, offices, boards, activities and agencies scheduled for audit duringlie',year. This plan may be amended during the year after review with the County Adliiinistrator/Scli''bol Superintendent. Additionally, the Auditor may initiate and conduct anyl�'o`her audit deemed necessary to undertake. B. In the selection of audit areas, the determination of audit scope and the timing of audit work, the auditor may consrlt with the 00""t"nfy's external auditors, Deputy County Administrators, School Division Chiefand DdpartmentIeads so that desirable audit coverage is provided and audit effort ? E v . may be properly cdo in ted. Proposed audit plan will allocate resources between County and School plojects propo J ate to the auditable unit population. f} £ t j C. Risk Asgesrn+{t Inal Audit in developing or revising its Annual Audit Plan shall conduct a County -w tde,gtssment. This allows Internal Audit to systematically evaluate risks related " to .auditable units. It also provides for an audit frequency for each auditable unit based upon a calculated k" score and other relevant factors. Auditable units and the assessed risk levels are �'� su>liject to eliange over time. Aidit Follow-up — On an annual basis, the Auditor will furnish the County Administrator, School Supe intendent and AFC with a summary of all material unresolved comments, recommendations and management responses. ,,t ,0 IV.ECIAL EXAMINATION The AFC, County Administrator, School Superintendent, Deputy County Administrator, School Division Chief or Department Head may request the Auditor to perform special examinations or unplanned audits that are not included in the annual audit plan. The Auditor will determine the performance of requested items based on audit plan priorities, professional standards, available staff, and resources. Page 2 of 5 10-25-17 BOS Agenda Item IA Policy Updates Page 2 of 26 V. AUDIT PROCESS A. The Office of Internal Audit will make every effort to inform the auditee about an upcoming audit and be flexible in scheduling. Factors such as auditee's seasonal workload, or other issues, will be taken into consideration when scheduling audits and developing the timetable for completion. This notification will take the form of an Entrance Conference Memorandum that�rll outline the general scope, objectives of the audit, a proposed timetable for completion, request fob general information, and the responsibility of the Auditor and Department Head. This, merriorandun will be sent to the Department Head at least two weeks in advance of theEntrancd,Yl 1, rence �y�r B. At the Entrance Conference, the auditee and the auditor will discuss approaches acid expectations about the way the audit will be conducted. The Auditor will also determiI agement designates to receive Point Sheets. The Auditor will then conduct a`St<rvey,'hic11 enables the Auditor to gain a working understanding of the mission, operatlotis and'fiir cttozs of the entity or function being audited. ""�`"' "V C. The Fieldwork will commence after completion of the survey. Thef" Idwork stage involves testing of transactions, vouching of account balances, and evaluation of"Administrative and internal policies and procedures and other audit procedures deemed tnecess4V. `The fieldwork is conducted s" generally within the general framework of generally ad epted'government auditing standards. J "n D. Upon completion of any function or activity duungfeldwork,'the In -charge Auditor will prepare Point Sheets. Point Sheets are written documentsvhich list: Criteria, Condition, Cause, Effect and Recommendation(s) for each audit finding. Thesexoint sheets will be provided as drafts to management and discussed. The audiRl.,yi11 document point sheet discussion with management, noting if there was agreement and d'bscribin, any disagreements. Based on supporting information from management, the In -Charge A`i'dtt�All I, � ni�ay revise the draft findings and/or perform additional .r testing. The evaluation ofjh6e, Point Sheets by management and concurrence by the In -Charge Auditor only represents,aacknowledgement' that the issues were discussed. It does not indicate approval or any final comrmf en t. E. An Exit Conference`will be scheduled by the Auditor. At the Exit Conference, the auditee and br the Audit Dtreef r wtll¢discuss each comment and recommendation. This conference provides an opportunity for �t bg` uditee to produce evidence that may result in changes due to material inconsistencies, o 1sN� s, and/or errors in the point sheets. It also provides for a sound evaluation of the reelfnrendattors"yin terms of cost/benefit, timetables for implementation, or other resources that the auditnot have identified. The Exit Conference takes place after the issuance of all poin4 eets "and discussion with management. F. Based upon the results of the Exit Conference, the Auditor wi11 provide the auditee with a DRAFT 12'OR37,which will include revised comments and recommendations. The department must return the Draft Report with responses within 21 days from the draft report date. The Audit �rrand auditee will then discuss this Draft with the appropriate Deputy County Administrator School Division Chief when necessary. If material disagreement remains after this meeting, the ;f Audit Director must document points of disagreement and will be responsible for mutually � scheduling a meeting with the Auditee, County Administrator or School Superintendent, and /or appropriate Deputy County Administrator or School Division Chief to resolve the issues. G. The last stage will result in the issuance of a Final Audit Report. The report will include: An Executive Summary to summarize the audit for top management and an Auditor's Opinion (if necessary), Page 3 of 5 �5,11 10-25-17 BOS Agenda Item IA Policy Updates Page 3 of 26 2. A precise statement of the objectives and scope encompassed by the audit, as well as, some If the auditor suspects violations of law or malfeasance,�triisfeasance,,nonfeasance, or dereliction of duty by an officer or employee, the Auditor shall reportt'such irregularities to the County Administrator or School Superintendent. If the irregularity is criminal in nae Auditor shall immediately notify the County Administrator or School Superintendent and the Cotxnri`onwealth Attorney or Police in addition to those previously cited. kk. l .V zv VII. CONTRACT AUDITORS, CONSULTANTS, AND EXPERTS An audit that is performed by contract must be conducted by persons who have no financial interests in the affairs of the govermnen6.1 units or its officers. The Auditor will coordinate and monitor auditing performed by public account ng or other�organizations employed under contract by the County to assist with audit related acfi'vIties rContracting for external audits will be awarded in accordance with �� 01k. � ��, VIII. ACCESS TO RTCIOSND PROPERTY (COUNTY CODE CHAPTER 6.12) All officers and e*loye6s of the County and School system as designated by the County and School Attorney�'sliall furmsn,,(within legal constraints) the Auditor with requested information and records within their `custody regar'ing powers, duties, activities, organization, property, financial transactions and method,of business required to conduct an audit or otherwise perform audit duties. In addition, they shall piso de aced s for the Auditor to inspect allproperty,equipment, and facilities within their custody. If �t�,��r� p Y• suchofrcers or employees fail to produce the aforementioned information, then the Auditor, subject to Coun Administrator's or School Superintendent's approval, may request a search to be made and exhibrts to be taken from any book, paper or record of any such official or employee, excepting personal tn'rmation, and every office having the custody of such records shall make a search and forward such requested information to the Auditor. The Auditor shall retain in accordance with "the Commonwealth of Virginia Records Retention and Disposition Schedules" all audit reports, including examinations, investigations and reviews made. Audit work papers and other supportive material directly pertaining to the audit report will be retained for 8 years. Page 4 of 5 GOV300, 10-25-17 BOS Agenda Item IA Policy Updates Page 4 of 26 background information, 3. A statement that the audit was performed in accordance with generally accepted government auditing standards, 4. A statement of material and immaterial audit findings, including a statement of the underlying cause and evaluative effects, 5. A statement that internal control systems were examined and report ofi` any Material weaknesses found in the internal control systems, �t 6. rt Statements of response submitted by the audited department or agency releant to the audit findings, 7. A concise statement of corrective actions taken or contemplated asp a'�esultof the audit findings and a time table for their accomplishments, 8. Recommendations for additional necessary or desirablctionand�follov-up procedures, 9. 1� S' A statement disclosing we are a department within Chesterfield Gounty/Schools. 3 VI. REPORT OF IRREGULARITIES/FRAUD r w If the auditor suspects violations of law or malfeasance,�triisfeasance,,nonfeasance, or dereliction of duty by an officer or employee, the Auditor shall reportt'such irregularities to the County Administrator or School Superintendent. If the irregularity is criminal in nae Auditor shall immediately notify the County Administrator or School Superintendent and the Cotxnri`onwealth Attorney or Police in addition to those previously cited. kk. l .V zv VII. CONTRACT AUDITORS, CONSULTANTS, AND EXPERTS An audit that is performed by contract must be conducted by persons who have no financial interests in the affairs of the govermnen6.1 units or its officers. The Auditor will coordinate and monitor auditing performed by public account ng or other�organizations employed under contract by the County to assist with audit related acfi'vIties rContracting for external audits will be awarded in accordance with �� 01k. � ��, VIII. ACCESS TO RTCIOSND PROPERTY (COUNTY CODE CHAPTER 6.12) All officers and e*loye6s of the County and School system as designated by the County and School Attorney�'sliall furmsn,,(within legal constraints) the Auditor with requested information and records within their `custody regar'ing powers, duties, activities, organization, property, financial transactions and method,of business required to conduct an audit or otherwise perform audit duties. In addition, they shall piso de aced s for the Auditor to inspect allproperty,equipment, and facilities within their custody. If �t�,��r� p Y• suchofrcers or employees fail to produce the aforementioned information, then the Auditor, subject to Coun Administrator's or School Superintendent's approval, may request a search to be made and exhibrts to be taken from any book, paper or record of any such official or employee, excepting personal tn'rmation, and every office having the custody of such records shall make a search and forward such requested information to the Auditor. The Auditor shall retain in accordance with "the Commonwealth of Virginia Records Retention and Disposition Schedules" all audit reports, including examinations, investigations and reviews made. Audit work papers and other supportive material directly pertaining to the audit report will be retained for 8 years. Page 4 of 5 GOV300, 10-25-17 BOS Agenda Item IA Policy Updates Page 4 of 26 10 A. Point Sheets — Limited between In -Charge auditor and the auditee Management Designee. B. Draft Report — After Exit Conference, distribution will include Department Head, Assistant Department Head, and Audit Director. C. Final Audit Report — Distribution to the AFC, Department Head, appropriate Deputy&�County Administrator, School Division Chief, and County Administrator or School Supers ent Audit Director may send courtesy copies of appropriate sections to the Director of Accounting, Budget and Management, Human Resources, Information System Technology GIST) and other departments, if situations warrant Department Head will be notified before release. ,t PEER REVIEW P The Internal Audit activities of the Auditor's office shall be subject to peer review at least once every three years by a professional, nonpartisan objective group utilizing guidelines endorsed by the Association of Local Government Auditors. A copy of the written report of"` is independ e ft"r" eview shall be furnished to the County Administrator, School Superintendent and theQFC The peer review will use generally accepted government -audit A,§' effort and reporting. Specific peer review areas shall ix�< evidence, and the adequacy of systems for reviewing internal compliance, and automated systems. The peer review will `al IN content, staff qualifications, independence,,�,dttdprofessional c ♦ evidence ♦ internal control ♦ supervision *legal&;Rand presentation of Internal Audit reports.�' t Page 5 of 5 g stab rds to evaluate the quality of audit ude staff qualifications, preparation and -ongs, fraud, waste and abuse, program assess the form, distribution, timeliness, re, quality control, fieldwork, (+ planning regulatory requirements) reporting, and 10-25-17 BOS Agenda Item IA Policy Updates Page 5 of 26 M "p CHESTERFIELD COUNTY A' ADMINISTRATIVE POLICIES AND PROCEDURES Department: Internal Audit Policy Number: 8-2 Subject: Fraud, Waste and Abuse Prevention and Detection Supersedes: 07/01/06 Date Issued: , 17 I. PURPOSE Chesterfield County's Strategic Plan goal "Model for excellence in government" mclu'des, an objective to "Require the highest standards of professionalism, ethics, and integrity "�tio helpohieve this objective, this policy has been developed to prevent and detect fraud Th��,policyfalso defines what constitutes fraud and outlines expectations and procedures all employe�e&pusff low khen fraud, waste mga or abuse is suspected. This policy also addresses requirements of thy'` Cock of Migrhtia, §15.2-2511.2, Duties of local government auditors for the fraud, waste, and abuse ho'otline k 0 School Board Policy 2170 or abuse. viduals, or an organization or could result in a tangible or cse detriment to others or the -ther by words or by conduct, should have been disclosed, ud include but are not limited way from work or excessive property or the property of -rvisors, consumers, clients, property or the property of -rvisors, consumers, clients, iNegteetmg or subverting dot) responsiniuties In excnange for an actual or promised reward. Improperly influencing or misleading auditors or investigators. Page 1 of 7 10-25-17 BOS Agenda Item IA Policy Updates Page 6 of 26 B. Waste — Intentional or unintentional, thoughtless or careless expenditure, consumption, mismanagement, use, or squandering of resources owned or operated by the County or Schools to the detriment or potential detriment of the organization. Waste also includes incurring unnecessary costs because of inefficient or ineffective practices, systems, or controls. Specific examples of waste include but are not limited to: 1. Unnecessary spending to purchase items including: a. Unneeded items that have no business purpose. 2 3. b. Purchases at inflated prices. C. Overstocking inventory. d. Replacing functional items without cause Unnecessary use of resources including: a. Wasteful use of government property or equip ent h, b. Performing unnecessary work. c. Wasting energy including electricity and fuel. ss"' 4 t€+ Mismanagement of resources. a. Failure to reuse or recycle mayor resod ces L r � b. Improper disposal of propert}�.dr h° azardousarnaterials. C. Abuse — Excessive or improper use„ofy,somethmg, rhe employment of something in a manner contrary to the natural or legail ruts for t use; the intentional destruction, diversion, manipulation, misapplication, mal`t'ieatme ormisuseof resources owned or operated by the 3 r' County or Schools; or extr vp ant or exce sive use so as to abuse one's position or authority. Specific examples of abu e' include but are”" not limited to: Minor Countyrrne suse, such as unauthorized work absence or conducting personal business, miludmg: r s a. ��akmgrong lune 'es or other excessive breaks b. Ahrrng to work late or leaving early, not working a complete work day. 1t4� c =w Farlmutc rebort leave for absences. d4G'oddcting secondary employment activity during work hours (such as selling t products, preparing tax returns, selling real estate, scheduling or receiving deliveries). {fir ti e • Conducting significant personal business during work hours. , t "2 Improper personal use of County resources, including: Ns 04 a. Using government vehicle for commercial purposes, personal gain, or W, advancing or inhibiting religious beliefs or political positions. Y$ t` b. Using government equipment, computer, email, services, materials or supplies for commercial purposes, personal gain, or advancing or inhibiting religious ,r beliefs or political positions. C. Failure to report damage to government property or equipment. d. Unnecessary travel or conference attendance. e. Inflated travel or expense reimbursement. 't:�+• eta Page 2 of 7 a;:�a„,E, 10-25-17 BOS Agenda Item IA Policy Updates Page 7 of 26 F�if T k ;;.• Y a. Wasteful use of government property or equip ent h, b. Performing unnecessary work. c. Wasting energy including electricity and fuel. ss"' 4 t€+ Mismanagement of resources. a. Failure to reuse or recycle mayor resod ces L r � b. Improper disposal of propert}�.dr h° azardousarnaterials. C. Abuse — Excessive or improper use„ofy,somethmg, rhe employment of something in a manner contrary to the natural or legail ruts for t use; the intentional destruction, diversion, manipulation, misapplication, mal`t'ieatme ormisuseof resources owned or operated by the 3 r' County or Schools; or extr vp ant or exce sive use so as to abuse one's position or authority. Specific examples of abu e' include but are”" not limited to: Minor Countyrrne suse, such as unauthorized work absence or conducting personal business, miludmg: r s a. ��akmgrong lune 'es or other excessive breaks b. Ahrrng to work late or leaving early, not working a complete work day. 1t4� c =w Farlmutc rebort leave for absences. d4G'oddcting secondary employment activity during work hours (such as selling t products, preparing tax returns, selling real estate, scheduling or receiving deliveries). {fir ti e • Conducting significant personal business during work hours. , t "2 Improper personal use of County resources, including: Ns 04 a. Using government vehicle for commercial purposes, personal gain, or W, advancing or inhibiting religious beliefs or political positions. Y$ t` b. Using government equipment, computer, email, services, materials or supplies for commercial purposes, personal gain, or advancing or inhibiting religious ,r beliefs or political positions. C. Failure to report damage to government property or equipment. d. Unnecessary travel or conference attendance. e. Inflated travel or expense reimbursement. 't:�+• eta Page 2 of 7 a;:�a„,E, 10-25-17 BOS Agenda Item IA Policy Updates Page 7 of 26 f. Receiving favors for awarding contracts to certain vendors. g. Using one's position to gain an advantage over another resident when conducting personal business with the government. 3. Unfair hiring, promotion, and severance practices including: a. Pre -selection of candidates. b. Selection of unqualified candidates. ' z �� tt 4. Intentionally circumventing or overriding policy, procedure or internal controls without appropriate justification or approval. � D. Internal Controls — Organization's system to provide reasonable assurice of edctive and efficient operations, reliable financial and performance reporting, copliance with applicable laws and regulations, and safeguarding assets. The fundamqft"diffecebetween internal control weaknesses resulting in errors and those weaknesses resulting in fraud' is intent. 1,1011111 E. County Funds — Currency, checks, or other negotiable instruments 1', to the County of Chesterfield or Chesterfield County Public Schools'(;, 01'S-),,yor fts which the County or CCPS is the fiscal agent or has a fiduciary responsib hy,kli f s, F. County Property — Any tangible item owned by the County of Chesterfield or CCPS. t, f �S 1 i34i G. Retaliation — When an individuals discri7mmated against or penalized for reporting fraud or for IN." e�. . cooperating, giving testimony, of "pa ti6jipating in any manner in an audit/investigation, proceeding, or hearing IV. BACKGROUND` m �F,;., A. Studies have shown"pthat 'red,flags" of fraud within an organization were ignored by the , 2tit rt w �, organization m manyizof the frauds reported. Downsizing and repositioning of an organization increases the risk oar aud. Internal controls are the best method of preventing fraud. Poorly written br op ly en fo reed internal controls allow most frauds to occur. 1. for the following reasons (note: there are multiple reasons in some cases): controls override of internal controls Type of organization (industry with high risk of fraud) Collusion between employees and third parties Poor or non-existent company ethical standards Lack of control over managers by their supervisors Page 3 of 7 10-25-17 BOS Agenda Item IA Policy Updates Page 8 of 26 C. Some "red flags" of fraud are: 1. Changes in an employee's lifestyle, spending habits or behavior 2. Poorly written or poorly enforced internal controls, procedures, policies or security 3. Irregular/unexplained variances in financial information 4. Inventory shortages q 5. Failure to take action on results of internal/external audits or reviewsY 6. Unusually high expenses or purchases 7. Frequent complaints from customers { 8. Missing files V,IZ <t y v 9. Ignored employee comments concerning possible fraud i' ;yk 2 �s fi Ary D. Perpetrators of fraud typically live beyond their reasonably availableneans Other indicators of fraud include: the borrowing of small amounts of money from co wotkrer collectors or creditors appearing at the place of business, excessive use of telephone to stall creditors, falsifying records, refusing to leave custody of records during the d"y, ;workmg�ex'cessive overtime, refusing vacations, and excessively rewriting records under th ��guise of neatness. �)f Y„ % {. tet E. The following internal controls help prevent fraud:'8", 111 411 r}. 1. Adherence to all organizational procedures„especially those concerning documentation and authorization of transactions `qI; 2. Physical and logical secur YoeJr'5�assets such as locking doors, firewalls, password protection and restricting access { 3. Proper trarmngto`f� mployees 4. Independent iew� `and monitoring of tasks s 3s 5. Separatk i ofduties sothat no one employee is responsible for a transaction from start to fimsliw`{y 6. Clear lines o<authority 7.irrflrct of interest statements that are enforced 8. Rotatron`ofduties in positions more susceptible to fraud W, 9}2 Ensuring that employees take regular vacations 10� Regular independent audits of areas susceptible to fraud ,. F. I"Y, x,To�Iirovide opportunities for employees and citizens to report allegations of fraud, waste and ' abuse, Internal Audit shall administer a telephone hotline, website and other methods through fa which employees and residents of Chesterfield County may report anonymously any incident of fraud, waste and abuse. Internal Audit will coordinate investigations with other departments as necessary. Page 4 of 7 10-25-17 BOS Agenda Item IA Policy Updates Page 9 of 26 . ` G 910, V. EXPECTATIONS A. All County employees should practice the following as it applies to theirjob: l. Know the fraud -related exposures iuyour area. 2. Know the symptoms or indicators of fraud. 3. Put inplace methods to identify wrongdoing. 4. Make sure transactions you personally approve are not fraudulent. u�~ 5. Personally i for frauds bi b only you are in a positionto detect. - Q-_-_'_-- challenge- -_ unusual.7. Set an example of honest and ethical behavior by personal exlerating dishonest or unethical behavior in others. -' Strive - prevent fraud -, minimizing the -,- '- ----ities and temptation. We 0. Never inappropriately subordinate the needs ofthe organization.."',your own needs. 10. Recognize and^ d to increased . 8�1` ||. Do not oedc to achieve -ou)u through diuhthiddl means, and do not tolerate such behavior from others. � 12. /\ftc, a fraud, iohio\c corrective ao{@bo �une°�6� risk that fraudulent activity will�� '�� recur. disciplinary13. Take appropriate �� 14. Immediately refer suspedod 4&gdoi#g to Internal Audit or your supervisor for 15. Encourage other qp"A"I" ilant in reporting suspected wrongdoing. p oyees to be VI. PROCEDURES A. All Employees 'y' e ployee who has knowledge of an occurrence of fraud, waste or abuse, or has reason to su' ept,, th at a fraud, waste or abuse has occurred, shall immediately notify his er Internal Audit. If the employee has reason to believe that the employee's su r is involved, the employee shall immediately notify the Department t r /her department or Internal Audit. Every employee shall cooperate with a investigations pursuant to this administrative procedure in accordance with C "W, rsonnel Policies and Procedures. The employee shall not discuss the matter with er than his/her supervisor, the Department Director/Chief, the Internal Audit ent an the Police Department. xv JW Supervisor - Upon notification from an employee of suspected fraud, waste or abuse, or if the 411 supervisor has reason to suspect that a fraud, waste or abuse has occurred, the supervisor shall immediately notify the Department Director/Chief of his/her department or Internal Audit. The supervisor aba| not attempt to investigate the suspected fraud o, to discuss the matter with anyone other than the I)oynrtmnnt[)ircctodCbir[ the Internal Audit Department and the Police Department. However, if the supervisor has reason to believe that the Department Director/Chief Page 5 of 7 10-25-17 BOS Agenda Item mPolicy Updates Page mm26 may be involved in a fraud, the supervisor shall contact the Internal Audit Department or Police Department. C. Department Director/Chief — Upon notification from an employee or supervisor of suspected fraud, waste or abuse, or if the Department Director/Chief has reason to suspect that a fraud, waste or abuse has occurred, the Department Director/Chief shall immediatelyt Mact the Internal Audit Department. The Department Director/Chief shall not attempt to i vestiate the suspected fraud or to discuss the matter with anyone other than the Internal Audit Department and the Police Department. ,4r n D. Internal Audit — Internal Audit logs all Fraud, Waste, and Abuse allt&"' ons received and evaluates if conditions warrant: a special project investigation by 1iternal4Audit, referral or th consultation of matter with the related County or School depai r �y re e�tr41 ta�another entity or jurisdiction (i.e. items not involving Chesterfield County ot`Schools personnel, resources, or operations), insufficient information to initiate an action, or no actio real, fired. Internal Audit determines if a separate report is necesgary for each 9"' iic case. If applicable, such separate reports are provided to the County A��strator or School Superintendent, and the Audit and Finance Committee. Internal Audit document disposition and if the allegation was substantiated for each case. All opportunities"to improv ,,"internal controls or disagreements with management's decisions are not necessarily Fraud;' Waste or Abuse. Internal Audit provides a fiscal year report to the Audit and Fina?rrce}Committee summarizing all allegations i k t err with dispositions. When Internal Audit suspects frauds}the Iptbrnal`Audit Department will investigate the fraud and T;1 4 WO, St d promptly notify the Chesterfield Count' Police Department. E. Record Security A�succes ul audit/investigation can only be performed if the documentation relating to an alle " fraud`s}t available for review in its original form. Therefore, once a suspected fraud'is reported Dep' fitment Directors/Chiefs and supervisors shall take immediate 7,51 action to pre1venttbe theft, alteration, or destruction of relevant records. Such actions include, but are not necessarly limited to, removing the records and placing them in a secure location, limitmgataeeess to the}` oration where the records currently exist, and preventing the individual suspected 6`f,ctrrarx�t>tting the fraud from having access to the records. The records must be adequateI secured until Internal Audit obtains the records to begin the audit investigation. Al Coi�ta U/Protocols — After an initial review and a determination that the suspected fraud warrants additional investigation, Internal Audit will notify the County Administrator or School Supntendent, Appropriate Deputy County Administrator or School Division Chief, Human Resources, County or School Attorney, Police Department, and Commonwealth Attorney of the allegations. Internal Audit shall coordinate the investigation with the appropriate law enforcement officials and shall report its investigative findings as described below. At the conclusion of such fraud investigations, Internal Audit will document the results in a confidential memorandum report to the County Administrator or School Superintendent with a copy to the appropriate Deputy County Administrator or School Division Chief and Department Director/Chief. If the report concludes that the allegations are founded, the report will be copied to Human Resources, the County or School Attorney, and the Accounting Department. If the Page 6 of 7 'tom` 10-25-17 BOS Agenda Item IA Policy Updates Page 11 of 26 report documents that criminal offenses may have occurred, copies will also be sent to the Chief of Police and the Commonwealth's Attorney. If the fraud has resulted in County or School property loss, Internal Audit shall report such loss to the Risk Management Department. Risk Management shall seek restitution for any property loss. G. Confidentiality — All participants in a fraud investigation shall keep the details and results of the investigation confidential except as expressly provided in this administrative procedure. However, Internal Audit and the Police Department may discuss the invb" I gat on with�any person if such discussion would further the investigation. Internal Audit obtas reports of suspected fraud, waste and abuse in confidence, specific details cannot lie= releasedfriri order to maintain confidentiality and anonymity (Code of Virginia, §2.2-37653. (7)�N,, Information for completed investigations will not reveal the identity of the co plainffits, or persons supplying information to investigators. If an investigation does not lea��o c to�-rectiA" tion, the identity a of the person who is the subject of the complaint may be released only kith the consent of the subject person., .,.. 1 H. Personnel Actions — If a suspicion of fraud., is substantiated by the audit investigation, disciplinary action shall be taken in conforrrian' with the, County's Personnel Policies and Procedures. A false and vindictive allegation of fraud -is a violation of this administrative procedure. All violations of this administrati�ez~=procedure, including violations of the confidentialityprovisions, shall result i disci lmar`'actions u to and including termination and p �� p y p g loss of retirement benefits and retiree health benefits. ID i I. Retaliation (Whistlebloei protection) It is a violation of this administrative procedure to discriminate against apy ii�idividual for their reporting, cooperation, testimony, participation, or other activities related to a4aud, waste or abuse investigation. This includes threatening, attempting, taki ng, o directing,ti hers, on any reprisal or personnel action. Any such reprisals by employees `111 besubject to disciplinary procedures under personnel policies. Reckless accusations of fiattwaste, or abuse that an employee or citizen knew, or should have known, were false ormalicious,are not protected. WhistIebZor0'A"" e ris61 complaints should be filed with the Fraud, Waste and Abuse Hotline and describe the "01 original fraud, waste or abuse allegation or investigation, action taken or withheld, and Responsible person(s) performing and/or directing the retaliation. J 52 2t K lN�3t� V § J Media Issues — If the media becomes aware of an audit investigation, the appropriate supervisor or Department Director/Chief shall refer the media to the Office of Communications and Media. The alleged fraud and audit investigation shall not be discussed with the media other than through the Office of Communications and Media. K. Upon completion of the audit investigation and all legal and personnel actions, records will be returned by Internal Audit to the appropriate department if acceptable. Page 7 of 7 31'' 013 10-25-17 BOS Agenda Item IA Policy Updates Page 12 of 26 CHESTERFIELD COUNTY ADMINISTRATIVE POLICIES AND PROCEDURES Department: Internal Audit Policy Number: 8-1 Subject: Introduction Supersedes: Date Issued:,,"- 07/01/13 ##/##Il 7 I. INTRODUCTION The County of Chesterfield, Office of Internal Audit (O.I.A) was established as'arr,',,indep6iderit review and evaluation service function to conduct and evaluate financial, and performance audits of programs, functions, and activities as a service to County and School management,: ppa,e�, ,s,4erviee-s,—.'I"he Internal Auditnistrator,__School Su erintendent ands , eriodic internal AFC, The four member Al--,'(, consists of two members of the Board, off',Sucryisors and two members of the School Board aDDOinted by their respective Chairs. Annual r,)erforniance,;i,eview,,,,feedback for the Auditor is nrovided d and reported. The Auditor will conIDIV with itinLy Standards to; identi The Audit Director has no direct authority over other persons in the organization whose work he/she reviews. Such authority is vested in',the Department head. Further, his review and evaluations do not in any way relieve other persons in the I :organization of the responsibilities and accountability for duties assigned to them. Complete objectivity is essential to the audit function. The-Geti*vy Auditor, therefore, should not develop and/or install procedures, prepare records, or engage in any activity, which he/she would normally expect to review. Management Support =The organizational status of the C-4)wui4y-Auditor and the support of his function by Couqtyand School Management provides the benchmark for the success of the internal audit program. They Auditor" must have access to management at all levels to ensure adequate consideration and satisiaclory resolution to all comments, recommendations and find InternalUra ate Cr d tiorr nand U relate Process for Audit Administrative folic and Procedure - CQUnf�, Administrative Policy (CAP) 09-01, County Administration - Adi-ninistrative Policies and 3rocedUres establish guidelines for creating, updating, and jKsc�indin g County Administrative Policies and F,it di res. Based on Internal Audit's orvanizational placement. Internal Audit administrative DOliev and oi*ocedure creation or updates use an alternate approval process to CAP 09-01. Internal Audit will-proyjde administrative procedure creation or update to the County Administrator and School Superintendent, and present to the AFC for approval. Pa c Z_ I of 6 — 10-25-17 BOS Agenda Item IA Policy Updates Page 13 of 26 I OBJECTIVES AND SCOPE The C+Amty-Auditor shall have responsibility to conduct audits of all County and School departments, agencies, and activities as stipulated by County Code Chapter 6.12 to independently and objectively determine whether: A. Activities and programs being implemented have been authorized by either the,,,Board of Supervisors, - Gaunty---Ad*i-i++i-s,4- hool compliance with applicable laws; B. vita The deoatiment. office, ora -Yency is acquirmgDjqj�'p b c svace, economicallv, effiicientiv,.equitably, and efl-ectively and in a m tw+�+m+p4sh�consistent � �jtlj the objectives intended by the 4&m,4 --o Feeedtwe,,authors legislation, SM tae.Nsem. or - C Thp i-iii-itv nri D. The desired result or beneRts are being 44r--l'inancial and 12 reports are being,j4 edm•e-+eports-pLovided that disclose fairly, and fully all information irequired by v:, to ascertain the nature and scope of programs and activities, and to establish a proper basis for evaluating the programs and activities- includhik,,thc collection o acc revenues, and otter re's0UrcLe-s- E Mana)ement has 6-1-blished adequate operating and administrative procedures and oractices., systems ,or accounti "?`internal control systems and internal management controls; and, 44—. -During the 'c6nr§e,,of,audit work, there are no indications of fraud, waste, abuse or illegal acts-,-an4 III.ANNUAL, PLAN A At the beginning of each fiscal year, the-Go-twt-y Auditor shall submit a revised annual audit plan "-to the County Administrator and School Superintendent for review and approval. This audit plan dap kffet- �1�4+-Goffiffl-fttee—AFC. The plan shall is also fev4ewed, iroved by the County's BHE include the departments, offices, boards, activities and agencies scheduled for audit during the year. This plan may be amended during the year after review with the County Administrator/School Superintendent. Additionally, the Auditor may initiate and conduct any other audit deemed necessary to undertake. B. In the selection of audit areas, the determination of audit scope and the timing of audit work, the auditor may consult with the County's external auditors, Deputy County Administrators�Jiool Page 2 of 6 QM1 I , le"C"96 10-25-17 BOS Agenda Item IA Policy Updates Page 14 of 26 Division Chief's and Department Heads so that desirable audit coverage is provided and audit effort may be properly coordinated. Proposed audit plan will allocate resoLirces between County atid Sc lation. C. Risk Assessment - Internal Audit in developing or revising its Annual Audit Plan m-ayshall conduct a County -wide risk assessment. This allows Internal Audit to systematically evaluate risks related to auditable units. It also provides for an audit frequency for each auditablo , ',,unit based upon a calculated risk score and other relevant factors. Auditable units and the assesged ri's'sk levels are subiect to changc over. time. D. Audit Follow-up - On an annual basis, the Cl.ot-H4�-Auditor will furnish the County Administrator a*d, School Superintendent and AFC with a summary of all material unresolved comments, recommendations and management responses. IV. SPECIAL EXAMINATION The AFC, County Administrator, School Superintendent, Deputy County Administrator, School Qivisjon Chief or Department Head may request the Auditor to perform special examinations or unplanned aLidits that are not included in the annual audit plan. The Auditor !"HI' determine tlie""oerforinance of requested V. AUDIT PROCESS A. The Office of Internal Audit will make every effort to inform the auditee about an upcoming audit X"' � and be flexible in scheduling. Facto'fs-"such as auditl&'s seasonal workload, or other issues, will be taken into consideration when schedulig audits and developing the timetable for completion. This notification will take the form bfaifEiftrance Conference Memorandum that will outline the general scope, objectives"of the audit, a proposed timetable for completion, request for general information, and the responsibility of the Auditor and Department Head. This memorandum will be sent to the Departm t Head at least two weeks in advance of the Entrance Conference. B. At the Entrance Conference, �t 'auditee and the auditor will discuss approaches and expectations about the way,the audit, will be conducted. The Auditor will also determine whom management designates to rec'e", jV,,,e,'Point Sheets. The Auditor will then conduct a Survey, which enables the Auditor to gain a working understanding of the mission, operations and functions of the entity or function being,, audited"' C. The Fieldwork 'will" commence after completion of the survey. The fieldwork stage involves testing of transactions, vouching of account balances, and evaluation of administrative and internal ticies and"procedures and other audit procedures deemed necessary. The fieldwork is conducted --get rally, within the general framework of generally accepted government auditing standards. "Upon completion of any function or activity during fl% -fieldwork, the In -charge Auditor will prepare Point Sheets. Point Sheets are written documents which list: Criteria, Condition, Cause, `"Effect and Recommendation(s) for each audit finding. These point sheets will be provided as drafts to management and discussed. The auditor will document 4iSag+ee+RW+�,*)fP)int sheet discussion o"+L-pei-n+4wet-.with management, not�rr) if there was agreement and desetibing any disagreciLients. Basedn supporting �irrforrn�ation from management, the In -Charge Auditor may revise the draft findings and-fttx-at4k---pres-,,,,-./or perform additional testing. The smig+ili+gevaluation of the Point Sheets by the Suf`c-Fv+5Ewrna=_Yernent and concurrence by the In -Charge Auditor only represents acknowledgement that the issues were discussed. It does not indicate approval or any final commitment. Pe_3 of 6 - I'll &— 0 IL 10-25-17 BOS Agenda Item IA Policy Updates Page 15 of 26 B. An Exit Conference will be scheduled by the itor. At the Exit Conference, the uudhee and the Audit Director will discuss each comment and recommendation. This conference provides on opportunity for the nuditoc to produce evidence that may result in changes due to nuatcdy| inconsistencies, omissions, and/or errors in the point sheets. It also provides for a sound evaluation of the recommendations in terms of cost/benefit, timetables for implementation, or other resources that thedi have identified. Th i Conference nkes place after of all point sheets and discussion with management. F. Based upon the results of the Exit Conference, the Auditor will provide the auditee with a DRAFT REPORT, which will include revised comments and recommendations. The,',department,",must return the Draft Report with responses within 21 days from the draft report , dA ' te. The Audit Director and auditee will then discuss this Draft with the appropriate Deptit,,,.y,"'County"Administi-ator or School Division Chief when necessary. If material disagreement ren i,ains dft, t i Audit Director must document points of disagreement and w�R,be/,`kesponsible for mutually rintendent and /or scheduling a meeting with the Auditee, County Administrator,'4", hoo SWit" appropriate Deputy County Administrator or School Division 6�f resolve 'Khe issues. G. The last will result in the issuance of a Final A -. -.-___--v- Summary - to summarize_the _ ll for top Management and an Auditor's Opinion (if necessary), , s'66pe encompassed by the audit, as well as, some — -'r----------------,--v—--- — tha — '' statement --- the audit was p----�,�'- accordance—with g -----y accepted—government auditing standard§,,'/,'', 4. /\ statement of material arid im, eriat,"audit findings, including a statement of the 5. A statement that weaknesses foundJ6, lie internal control systems, 6. Statements the audit 7. A conci audit findings and,,',',,,'/1 "ti " me table for their accomplishments, n. zuraoo/noua/ noo�youry orocazran/� ycz/on uno oo//ovv-uyproocourtm, 9. /\;tiac|osingvve are odepartment within Chesterfield County/Schools. )FIRREGULARITIES/FRAUD tor violations of law or—apfafe+it--iii4aflees-�f malfeasance, , nonfeasance, ordereliction ofduty bvanoffiocrocemployee, the Auditor shall report such irregularities +e_wy+i*t-tothe County f\cioz/n/otr0nrnr �icUool �upermtenclent. it the irregularity is criminal in nature, the Auditor mho|| immediately owdfv the County /ldoliuiotro(oc or School Superintendent and the Commonwealth Attorney or Police in addition to those previously cited. 10-25-17 BOS Agenda Item mPolicy Updates Page 1om26 VII. CONTRACT AUDITORS, CONSULTANTS, AND EXPERTS An audit that is performed by contract must be conducted by persons who have no financial interests in the affairs of the governmental units or its officers. The Auditor will coordinate and monitor auditing performed by public accounting or other organizations employed under contract by the County to assist with audit related activities. Contracting for external audits will be awarded in accordance with established procurement procedures. VIII. ACCESS TO RECORDS AND PROPERTY (COUNTY CODE CHAPTER 6.12) All officers and employees of the County and School system as designated by the County and School Attorney shall furnish (within legal constraints) the Auditor with requested information and f6cords within their custody regarding powers, duties, activities, organization, property, ;financial„ transactions and methods of business required to conduct an audit or otherwise perform audit dutzes. In addition, they shall provide access for the Auditor to inspect all property, equipment, and.�"aci`lltles"wuithin their custody. if such officers or employees fail to produce the aforementioned information, :then, the Auditor, subject to County Administrator's or School Superintendent's approval, may request a;''search to be made and exhibits to be taken from any book, paper or record of any sue6'official or employee, excepting personal information, and every office having the custody of such records shall make a search and forward such requested information to the Auditor. The Auditor shall retain in accordance with "the Commonwealth of Virginia Records Retention and Disposition Schedules" all audit reports, including examinations; investigations and reviews made. Audit work papers and other supportive material directly pertaming"to the audit report will be retained for 8 years. IX. AUDIT REPORT DISTRIBUTION A. Point Sheets — Limited b.61;ween In -Charge auditor and the auditee Management Designee. B. Draft Report — Aftet, Exit",Conference, distribution will include Department Head, Assistant Department Head; and Audit Director. C. Final Audit Report - Distribution to theDepartment Head, appropriate Deputy County Administrator, S6 hol Division 4.;liief and County Administrator or School Superintendent. Audit Director may send courtesy copies of appropriate sections to the Director of Accounting, Budget and Mariageiaxent, Hurnan Re;�ur s�t a+c Re so�rrc� ,Information System Technology (IST)-, and otiie" j)artiiients , if situations warrant Department Head will be notified before X. PEER REVIEW The Internal Audit activities of the Auditor's office shall be subject to peer review at least once every three years by a professional, nonpartisan objective group utilizing guidelines endorsed by the Association of Local Government Auditors. A copy of the written report of this independent review shall be furnished. to the County Administrator, School Superintendent and Am44.-em -,n � . the AFC. Pa -le 5 of 6 013110-109's ^ 1s 10-25-17 BOS Agenda Item IA Policy Updates Page 17 of 26 :+C Page 6 of 6 10-25-17 BOS Agenda Item IA Policy Updates Page 18 of 26 CHESTERFIELD COUNTY ADMINISTRATIVE POLICIES AND PROCEDURES Department: Internal Audit Policy Number: 8-2 Subject: Fraud,, Waste and Abuse Prevention and Detection Supersedes: Date Issued: -744 1. PURPOSE Peft—of-Chesterfield County's Strategic Plan gggt--"I�iodel �(�excellencein eS"an objective to JeclWre the highest standards of p °ofessionalis; ,..._ethics, and �ritegrity." To 'help achieve this v4,A-(x,iQbiective, this policy has been developed to prevent and detect fraud. The policy also defines what constitutes fraud and Outlines expectations and procedures all employee&Jnust follow when fraud, waste or abuse is suspected. This policy also addresses requirements of theCode of Virginia, §15.2- 251.1.2, 15.2- 2511.2, Duties of local government auditors for the fraud, wast6," 1"d abd".."'c hotline. II. SCOPE This procedure applies to all County employees. Chester fii el d Count-,/ School Board Policy 2170 includes similar enit)lovee resoonsibilities, Ort susDec,ie 1 fraud, waste or abuse. 111. DEFINITIONS A. F-rattd— .Fraud —.1n.tentional internal or externaffo local gh"Vernmentthat coul d result in, a tangible or intangible bene it to , themselves others or, the local 41 includes a fal'set *, resentation of a matter of fact whether la we>t°ds orb conduct by ,ql,se or 1-nisigading statem6hts,,or_by concealment of that which should have been disclosed, which deceiye4,midis intend' 'to deceive. Specific examples of fraud include but are not limited to: 1. Theft,,6f'C6unty Funds. Serious abuse of County time such as unauthorized time away from work or excessive use of County time for personal business. a property or records. Uri'uthorized use or misuse of County propet 4�.`-"- Falsification of records. Theft or unauthorized removal of County records, County property or the property of other persons (to include the property of employees, supervisors, consumers, clients, customers, inmates or visitors). 6. Willful destruction or damage of County records, County property or the property of other persons (to include the property of employees, supervisors, consumers, clients, customers, inmates or visitors). 7. Neglecting or subverting job responsibilities in exchange for an actual or promised reward. Page] of �) C; 10-25-17 BOS Agenda Item IA Policy Updates Page 19 of 26 8. Improperly influencing or misleading auditors or investigators. B. Waste — Intentional or un to the detriment or potcntral detrimentcifthe organization. W�aste also includes incurring iinnecessary cost,, because of inefficient or ineffective i)ractices. systerns. or control,s,.�,SDecific examOes of waste include but are not limited to: I Unnecessary soendim, to Purchase items including: a. Unneeded items that have no business purpose. b. Purchases at inflated prices. C. Overstocking inventorv. & Rerflacim, functional items without cause. 2. Unnecessary Use of r Sources including: a. Wasteful Use of government nropertv or equinment. b. Performing Unnecessary work.. C. Wasting energy including electricity and f`tfcl: 3. Mismanagement of resources. a. Failure to reuse or recvcle ma'ior resources. materials. rnani ulation rnisa� prion maltreati�acat or I�isiise of resources owned c71° operated by the COUmv or Schools; o cftagant or excessive use so as to abuse one's r�osition or autl►ol~ity, TUM i v in "g to work M r other excessive emt)lovment k absence or conductinL) Dersonal )rockicts,prej)arrng tax returns, selling real estate, scheduling or receiving deliveries). e ConductiqgJL ii fcant pgLal business during w®rl< hours. a. Using adva hibiting_religious beliefs or p2litical positions. b. Using_goyernnientt ni coa)ut�er email sery icesmater i a I s_or 9 qpplies for con-imer reli ioLis beliefs orpolificalpositions. Page 2 of 8 C, 112) 0101 1 10-25-17 BOS Agenda Item IA Policy Updates Page 20 of 26 d. [Jnnecessa.ry travel or conference attendauce. e. Inflated travel or exnense reimbursement. f. Receivim, favors for awarding contracts to certain vendors. 2. I.Jsiruz one's r)ositiou to �,,ain an advanta�,Ye over another resident when conductim-, versonal business with the �,Yovernrnent. A, a. Pre -selection of candidates. b. Se�ection of unqualified candidates. En Internal Controls — efficient OlDerations, � ` ovinternal controls without 4. E. County Funds — Currency, checks, or otherjnegoitiable instruments belonging to the County of ChesterfieldT is the fiscal agent or has a fiduciary responsibility. F County Property — Any tangible item owned b� the County of Chesterfield-; or CCPS 14, (1. Retaliation — When an j6dividual is discriminated against or penalized for reporting fraud or for cooperating, giving t'esti`my, or participating in any manner in an audit/investigation, proceeding, or hearing. IV. BACKGROUND A. Studies,,Ji increases oenm W ,iowni,hdt "red flags" of fraud within an organization were ignored by the many,bf the frauds reported. Downsizing and repositioning of ail organization 3k/',,,'o i fraud. Internal controls are the best method of preventing fraud. Poorly yenforced internal controls allow most frauds tooccur. for the following reasons (note: there are multiple reasons in some cases): Poor internal controls Management override ofinternal controls Type of organization (industry with high risk of fraud) Collusion between employees and third parties Poor ornon-existent company ethical standards Lack of control over managers by their Supervisors Page 3 of 8 1n-2o7BOwAgenda Item mPolicy Updates C. Some "red flags" o[fraud are: l. Changes in an 's lifestyle, spending habits ocbehavior 2. Poorly written or poorly cu[ocoed internal controls, procedures, policies or security ]. Irregular/unexplained variances iufinancial information 4. Inventory shortages 5. Failure 10take action onresults of internal/external audits orreviews � 6 Unusually high expenses nrpurchases 7. Frequent complaints from customers 8. Missing files 9. Ignored employee comments concerning possible fraud D Perpetrators of fraud typically live beyond their reasonably av" ilable"',means. Other indicators of fraud include: the borrowing of small amounts of money from co-wor`kers�,,, collectors or creditors appearing at the place of business, excessive use of telc�hone to stall 6r','ie itors, falsifying records, refusing to leave custody of records during the d' y,working,-excessive overtime, refusing vacations, and excessively rewriting records under th""" f t E. The following internal controls help prevent fraud: I . Adherence to all organizatio,nai//,pi-ocedures,""",6veciallv those concerning documentation and authorization of transactions 2. Physical and logical security',,,over', assets such as locking doors, firewalls, password 3. Proper training,o �?,employees 4. Independent,,revie onitoring of tasks 5. Separa i, "n of duties t no one employee is responsible for a transaction from start 6. Clear lines authority 7. 6,64flict of interest statements that are enforced 8. Rotation 6"Huties in positions more susceptible to fraud Ensbring that employees take regular vacations independent audits of areas susceptible to fraud opportunities for employees and citizens toreport allegations of fraud, waste and uI/\ud i tehaI ote|eohoochoti website through which employees and residents o[Chesterfield County may report anonymously any incident of Internal Audit will coordinate � invoatiza1ionswith other departments uanecessary. Page 4 of 8 1nan1reOSAgenda Item mPolicy Updates Page 22 of 26 V. EXPECTATIONS A. All County employees should practice the following as it applies to theirjob: l. Know the fraud -related exposures bnyour area. 2. Know the symptoms orindicators of fraud. 3. Put inplace methods to identify wrongdoing. 4. Make sure transactions you personally approve are not fraudulent. 5. Personally b for frauds which only you are in uposition tn detect. d. Question d challenge the l / 7' Set —' example -- honest —and ethical behavior -, personal exam tolerating— dishonest or unethical bchuvi in others. — --''-—r—v-------y minimizing the exposures — 9. Never inappropriately subordinate the needs o[the orguni your own needs. 10. Recognize d respond to increased ii. [)n not seek to achieve a| through dishonest',&'unethical means, and do not tolerate such behavior from others. 12. /\0cr a fraud, iukio1c oouruiivc action docc��'e risk that fraudulent activity will 13. Take appropriate disc ipl inary,action. 14. Immediately refer suspected w gdoirig to Internal Audit or your supervisor for 15. Encourage other to be vi' ilant in reporting suspected wrongdoing. VI. PROCEDURES A. All Employees 'Ari� employee who has knowledge of an occurrence of fraud, waste or abg�� or has reason to suspect that a fraud, waste or abLise has occurred, shall immediately notify his/her I �p&r ' vi , sor or ' Iriiernal Audit. If the employee has reason to believe that the employee's or supervis I ,ble' involved, the employee shall immediately notify the Department D/irector/Chief of his/her department or Internal Audit. Every employee shall cooperate with Z11/1 ',/,""'a'd""m"inistraeiVe investigations pursuant to this administrative procedure in accordance with C6U'D,ty_,PersonneI Policies and Procedures. The employee shall not discuss the matter with Anyone , other than his/her supervisor, the Department Director/Chief, the Internal Audit -nent and the Police Department. Supervisor — Upon notification from an employee of suspected fraud, waste or abus _eor if the supervisor has reason to suspect that a fraudwaste or qbuse has occurred, the supervisor shall immediately notify the Department Director/Chief of his/her department or Internal Audit. The supervisor shall not attempt to investigate the suspected fraud or to discuss the matter with anyone other than the Department Director/Chief, the Internal Audit Department and the Police Department. However, K,the supervisor has reason tobelieve that the Department0ircctor/Chiof 9uce 5o[8 ` C11 ~011 "1 10-25-17 BOS Agenda Item IA Policy Updates may be involved in a fraud, the supervisor shall contact the Internal Audit Department or Police Department. C. Department Director/Chief — Upon notification from an employee or supervisor of suspected fraud, waste or abuse, or if the Department Director/Chief has reason to suspect that a fraud, waste or abuse has occurred, the Department Director/Chief shall immediately,66't"itact the Internal Audit Department. The Department Director/Chief shall not attempt to in ' "g'esti' ate the suspected fraud or to discuss the matter with anyone other than the Internal Audit epart,inent and the Police Department. D Internal Audit — 4p(-)ii-n-at4-ftc-a44-eftliiteriiaI Audit logs all Fraud, Waste, a , I , id'", 'Ab us6ijkgations received and evaluates if conditions warrant: a special proect inves , atio - i6,v Internt al Audi referral or di-s,�—��onsultqtion of a--suVee-Wi-natter witJ1./;/,", the d Co"'untv or School department, referral to another entity or jUrisdiction (i.e, iterns",rlot in olvin -/C , liesterfield County or Schools information to initiate an action or no action reqjljir(L(L Internal Audit determines if sq)arate report is necdssar/NV-46,r each snecific case. If amflicable, such separate rel)orts are movided to the County Administrator or School Superintendent and the Audit and Finance Committee, lntert1at,/�'/, dit,,documents disoosition and if the alle.ration was substantiated for each case. All onvortul") i ties to irnvrc7V`e internal controls or disagreements with marinlement's decisions are not necessariN Ff'i�ud, Waste or Abuse. Internal Audit p -, rovides a fiscal ear r eport to the.,�, Wit and Fina, Committee surninarizing all allegations . with dispositions. When Internal Audit sus sects fraud, Internal Audit Department will pfe+i+p4y-investigate the fraud and promptly notify/,th'e'ChesterFieldl/'County Police Department. E. Record Security /—,,,"/,A successfLjl,,'audit/investigation can only be performed if the documentation � / relating to an alleged fraud is'A ,;vailable for review in its original form. Therefore, once a suspected fraud"is,, rep 6fted Department Directors/Chiefs and supervisors shall take immediate action to prevent;tike theft, alteration, or destruction of relevant records. Such actions include, but are riot,,riecessarily'i'mited to, removing the records and placing them in a secure location, "I limiting acces `to ,'Ithe "location where the records currently exist, and preventing the individual suspected',,pf"coni itting the fraud from having access to the records. The records must be ac�ouately until Internal Audit obtains the records to begin the audit investigation. C",ontacts/Pli F-11 Contacts/Protocols — After an initial review and a determination that the suspected fraud "' warrants additional investigation, Internal Audit will notify the County Administrator or School Su t Appropriate Deputy County Administrator or School Divisio! _i Chief, Human Resau-gementResources, Count or School Attorney, Police Department, and f Commonwealth Attorney of the allegations. Internal Audit shall coordinate the investigation with the appropriate law enforcement officials and shall report its investigative findings as described below. At the conclusion Of Such Fraud irivest4mtions, Internal Audit will document the results iri a confidential niernorandum r endent with a copy to theappropriate Deputv County Administrator or School Division Chief and Department Page 6 of 8 011.11'117011110S 10-25-17 BOS Agenda Item IA Policy Updates Page 24 of 26 Director/Chief. If the report concludes that the allegations are founded, the report will be copied to human Resources the County or School Attorney, and the Accountin;,Y Department. If the aiq,a-m have occurrm l also be sent to the Chief B . ..... .. . ........................... . .. . .... . o -f -Ra) Etc cwujnanm�al M G. Confidentiality — All participants in a fraud investigation shall keep the & s 'and results of the investigation confidential except as expressly provided in this administrative procedure. However, Internal Audit and the Police Department may discuss the investigation with any person if such discussion would further the investigation. of Suspected fraud, waste and abuse in confidence, specific details'��dannbe rel6ased in order to maintain confidentiality and anonvmitv (Code of Virgjnia, X1.2-3' 5.3 . "'(Ib'.' Information for completed investigations "/ill not reveal the identity of the c6Mpjaiiian,t`,s or persons Rlprflving information to investigators. If an investigation does,,,r',)ot lead to coir 6carve action, the identity of the verson who is the subject of the complaint n]'be released 6 , ti " ly with the consent of the subLect person. H. Personnel Actions — If a suspicion of fraud is substantiated by the audit investigation, disciplinary action shall be taken in conformance," wi the County's Personnel Policies and Procedures. A false and vindictivb�," l;e1gation otfraud is a violation of this administrative procedure. All violations of this adtnjlnistrdtive procedure, including violations of the confidentiality provisions, shall res 6'".a -disciplinary actions up to and including termination and loss of retirement benefits and retiree health benefits. Retaliation (WliistlebiowetL","totection) — It is a violation of this administrative procedure 4+Fto -- discriminate any indivi dualto4)t�- ii&i+i4ed-ftga+n4-4-'e*-& —r.LhcLir reporting4pa-ud�- eoepe-=atint-, -g+v testimony,participanon , or other activities related to a fraud, nLas jg�. or pa44' #4g4ff-&FF-atid+4abLIse investigation;--ff&eee4iThi,ff& sq�j peate— M attet'n tija), takin J, �iiq I�.t;cl�less ac,ca�satrtfs of frraarcl waste orabusc, that an er~r-rplayce or citizen l�new, or 51�ould halve known w6e false or malicious are not Li�(L _tected. ff`Hhkmirt�'r' wivival rt)mnlaint,v should he Filed with the Fraud. Waste and AbUse Hotline and .. .... ... Related original fraud, waste or abuse allegation or investigation, 2. Retaliatory action taken or withheld, and 3. Resnonsible persons ) performing and/or- directing. the retaliation. J. Media Issues — If the media becomes aware of an audit investigation, the appropriate supervisor or Department Director/Chief shall refer the media to the Office of 14+b1i-(e AfW-r-s%;Communications and Media. The alleged fraud and audit investigation shall not be discussed with the media other than through the Office of P-t+Wie-A4P&RuCoiiimuiiicatioiis and Media. Page 7 of 8 0Ix;la 10-25-17 BOS Agenda Item IA Policy Updates Page 25 of 26 Upon completion of the audit investigation and all legal and persor returned by Internal Audit to the appropriate department if acceptab Page 8 of 8 10-25-17 BOS Agenda Item IA Policy Updates Page 26 of 26 CHESTERFIELD COUNTY BOARD OF SUPERVISORS S. Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.13.5. Subiect: Approval of Transfer from Schools' Debt Service Appropriation Category to the Technology Appropriation Category County Administrator's Comments: County Administrator: Board Action Requested: The Board of Supervisors is requested to approve a transfer of $672,000 from schools, debt service appropriation category to the technology appropriation category. Summary of Information: The school division is currently evaluating Request for Proposal responses from vendors to enter into a four-year lease for replacement Chromebooks and repair services, and anticipates that the lease will not be in place until January 2018. Given that schedule, there is a need for continued maintenance and associated funding for the existing Chromebooks. As such, this paper requests that a portion of the funding that was budgeted for lease expenses (in debt service) be transferred to the technology category to cover the service and repair expenses for the first half of FY2018. This transfer would only apply to FY2018, and debt service funding will be restored in future budgets to cover the full 12 -month cost of the lease. The CCPS memorandum and resolution from the September 12, 2017 School Board meeting are attached. Sufficient funding is available in the school division's debt service appropriation category to transfer to the technology appropriation category. Preparer: Matt Harris Title: Director, Budget and Management Attachments: 0 Yes El No CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #092-17 TO: School Board FROM: Dr. James F. Lane Superintendent SUBJECT: Middle School Chromebook Lease PERTINENT INFORMATION: September 12, 2017 In early spring of 2017, the school division went out for bid to obtain a lease arrangement for replacement Chromebooks and repair services. This bid was intended to procure services that would have provided leased devices for middle and high schools over a four year period. Four responses were received and none were ruled to be responsive, either for not meeting the requirements of the bid or not agreeing to the terms and conditions. Therefore, a Request for Proposal (RFP) was submitted for the same products and services to allow for negotiations with vendors to reach a four-year contract. The RFP closed at the end of July and is now in the evaluation stage. While it is our commitment to have new Chromebooks in the hands of middle school students in January, it is necessary to begin the new school year with our existing 12,800 middle school Chromebooks. The three-year warranty and support for middle schools has come to an end. We are proposing to extend the onsite support and depot service while we work toward a new contract and get new devices in place. Pricing for the extended service and support are based on state contract rates. EVALUATION /ANALYSIS; At this time, the adopted FY2018 operating budget includes only debt service funding for the middle school Chromebook lease program. Because a 4 -year lease is not expected to be in place until January 2018, a portion of this funding will not be needed for debt service in the current year, but is needed for contractual services in Technology to maintain existing middle school Chromebooks. The estimated costs are outlined below: Onsite Technicians (3) $ 72,000 Depot service, repair and parts $5291-0-0-0 Total $572,000 This action requires an appropriation change that exceeds the authority of the Superintendent and the School Board and must be approved by the Board of Supervisors, as stated in Section 5 of the FY2018 appropriations resolution. The Superintendent recommends that the School Board approve the budget change for continuation of the maintenance of existing middle school Chromebooks until a new contract is in place. After this one year change, the FY2019 budget will restore debt service to a level consistent with a full year of the cost of the middle school Chromebook lease. Further, the Superintendent recommends that the School Board approved the attached resolution requesting the Board of Supervisors to approve a transfer of $672,000 from the debt service appropriation category to the Technology appropriation category to support this critical maintenance for FY2018. ]FL/CAS/srn Attachments Memo #092-17 Attachment VIRGINIA: Ataregularly scheduled meeting of the Chesterfield County School Board held Tuesday evening, September 12, 2017\ at d:]O pm in the Public Meeting Room at the Chesterfield County government complex PRESENT JavaidSiddiqi, Chair John Erbach,Vico-Chair Carrie E.Coyner Dianne H.Smith Rob Thompson WHEREAS, there is o need to fund middle school chmmebuok maintenance until such time as a new lease arrangement isinplace; and, WHEREAS, the amount offunding necessary for this interim step is $672,000; and, WHEREAS, funding is currently available in the debt service portion of the FY2018 operating budget; NOW, THEREFORE, BE IT RESOLVED, that on motion of *';5'6�x, C-clor_c'\n , seconded by ("r°r, the School Board hereby requests the Board ofSupervisors Lo approve the transfer of $672,000 from the debt sen/ice appropriation category to the technology appropriation category. After this one year change, the FY2019 budget will restore debt service to a level consistent with afull year ofthe cost ofthe middle school chmmebooklease. Robert McDaniel, C James Lane Superintendent ' �� _~�^�-�'� i A Page 1 of I Meeting Date: October 25, 2017 Item Number: 12.13.6. 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: Brandermill Parkway Phase 2 Bon Secours Drive and Brandermill Parkway Extensions Preparer: Scott Q. Smedley Attachments: 0 Yes F-1 No Title: Director, Environmental Engineering TO: Board of Supervisors FROM: Department of Environmental Engineering SUBJECT State Road Acceptance - Brandermill Parkway Phase 2 DISTRICT Clover Hill MEETING DATE: October 25, 2017 ProducedEE Ch46trVe1d fzUntj GiS ,D;Dolio'l TO: Board of Supervisors FROM: Department of Environmental Engineering SUBJECT State Road Acceptance- Bon Secours Drive and Branderm ill Parkway Extensions DISTRICT Clover Hill MEETING DATE: October 25, 2017 ROADS FOR CONSIDERATION: BrandermiIIPKxv Vicinity Map: Bon Secours Drive and Brandermill Parkway Extensions produced! E } Gn,?6iDflWd county Gus CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.113.7.a. Subject: Transfer $4,937 from the Clover Hill District Improvement Fund to the Parks and Recreation Department to Purchase and Install a Scoreboard on the Athletic Field at Swift Creek Middle School County Administrator's Comments: County Administrator: Board Action Requested: The Board of Supervisors is requested to transfer $4,937 from the Clover Hill District Improvement Fund to the Parks and Recreation Department to purchase and install a scoreboard on the athletic field at Swift Creek Middle School. Summary of Information: Supervisor Winslow has requested the Board to transfer $4,937 from the Clover Hill District Improvement Fund to the Parks and Recreation Department to purchase and install a scoreboard on the athletic field at Swift Creek Middle School. This request was originally made by the Swift Creek 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 Attachments: F-1 Yes Title: Director Budget and Management 0425:110127.1 No ( 9-1 91 i I I'll 11 :1 i I i I 1 011 1111 0 BUARU_*_F_b-11_FW%16R, AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.7.b. Subiect: Transfer $1,200 from the Matoaca District Improvement Fund to the School Board to Purchase Items for a STEAM Classroom, to Include a 3D Printer, at Grange Hall Elementary School County Administrator's Comments: County Administrator: Board Action Requested: Transfer $1,200 from the Matoaca District Improvement Fund to the School Board to purchase items for a STEAM classroom, to include a 3D printer, at Grange Hall Elementary School. Summary of Information: Supervisor Elswick has requested the Board to transfer $1,200 from the Matoaca District Improvement Fund to the School Board to purchase items for a STEAM classroom, to include a 3D printer, at Grange Hall Elementary School. STEAM classrooms are classrooms that are equipped to teach principles of science, technology, engineering, the arts, and math using project -based, problem -solving methods. The Board is authorized to transfer funds to the School Board to purchase capital equipment to be used for school programs. The 3D printer and other items will be owned by the School Board and will become a part of the School Board's inventory of property. The School Board must purchase the items and 3D printer in accordance with the Virginia Public Procurement Act. Preparer: Matt Harris Attachments: 1:1 Yes Title: Director, Budget & Management 0425:110125.1 No #_ - 011-ID110JAG CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.7.c.1. Subiect: Transfer $4,937 from the Bermuda District Improvement Fund to the Parks and Recreation Department to Purchase and Install a Scoreboard on the Athletic Field at Point of Rocks Park County Administrator's Comments: County Administrator: Board Action Requested: The Board of Supervisors is requested to transfer $4,937 from the Bermuda District Improvement Fund to the Parks and Recreation Department to purchase and install a scoreboard on the athletic field at Point of Rocks Park. Summary of Information: Chairperson Jaeckle has requested the Board to transfer $4,937 from the Bermuda District Improvement Fund to the Parks and Recreation Department to purchase and install a scoreboard on the athletic field at Point of Rocks Park. This request was originally made by the Scott 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 0425:110123.1 Attachments: 1:1 Yes 0 No 17 CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA hRciP�' Meeting Date: October 25, 2017 Item Number: 12.B.7.c.2. Subject: Transfer $657 in Bermuda District Improvement Funds to the Parks and Recreation Department to Pay the Cost of Renting a Tent and Chairs and Labor Charges for the Annual Veteran's Day Ceremony at Bensley Park County Administrator's Comments: County Administrator: Board Action Requested: Transfer $657 in Bermuda District Improvement Funds to the Parks and Recreation Department to pay the cost of renting a tent and chairs and labor charges for staffing and cleaning the Community Building as part of the annual Veteran's Day Ceremony at Bensley Park. Summary of Information: Chairman Jaeckle requests the Board to approve the transfer of $657 from the Bermuda District Improvement Fund to pay the cost of renting a tent and chairs used at the annual Veteran's Day ceremony at Bensley Park. The Parks and Recreation Department, in conjunction with the Bensley Civic Association, will sponsor the 2017 Veteran's Day ceremony on November 4, 2017, at Bensley Park to honor all military veterans. The $657 will be used by the Parks and Recreation Department to pay the cost of renting a tent and chairs for the 2017 Veteran's Day ceremony and pay charges related to staffing and cleaning of the Community Building. This expenditure is appropriate because it is being used by the Department to commemorate an historic event pursuant to Va. Code § 15.2-953. Preparer: Matt Harris Title: Director, Budget and Management 0425:110121.1 Attachments: ® Yes No # CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 2 ..79 AGENDA Meeting Date: October 25, 2017 Item Number: 12.6.8. Subiect: Appropriation of Funds and Authorization to Award a Construction Contract 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 $1.0 million in anticipated VDOT reimbursements from the VDOT Secondary Road Six Year Plan to the Lucks Lane (Spirea Road to E. Evergreen Parkway) Widening Project ($750,000) and to the Lucks Lane (E Evergreen Parkway to Route 288) Widening Project ($250,000); (2) authorize the Director of Procurement to award a construction contract of $12,439,865 [$6,341,235.75 for Lucks Lane (Spirea Road to E. Evergreen Parkway) and $6,098,629.25 for Lucks Lane (E. Evergreen Parkway to Route 288)] to Fielder's Choice Enterprises, Inc.; and (3) authorize the Director of Procurement to 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. Summary of Information: On October 24, 2012, and October 9, 2013, the Board authorized staff to proceed with the Lucks Lane (Spirea Road to E. Evergreen Parkway) and Lucks Lane (E. Evergreen Parkway to Route 288) Widening Projects from two lanes to four lanes, respectively. In September 2017, the Board authorized the award of 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)] for the Widening Projects. (Continued on next page) Preparer: Jesse W. Smith Preparer: Matt Harris Attachments: ® Yes Title: Director of Transportation Title: Director of Budget and Management CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 2 of 2 AGENDA Summary of Information: (continued) Three bids for the project were received on October 5, 2017. Fielder's Choice Enterprises, Inc. submitted the lowest responsive and responsible bid of $12,439,865. The bid was 5 percent higher than the engineer's estimate of $11,867,975. Recent construction bids in the county have exceeded the engineer's estimates, so a bid that is 5 percent higher than the engineer's estimate is not unexpected. Staff is of the opinion that re -advertising the project will not result in a lower bid. Additional funds ($1.0 million) are needed to award the construction contract. The Board is requested to (1) appropriate $1.0 million in anticipated VDOT reimbursements from the VDOT Secondary Road Six Year Plan to the Lucks Lane (Spirea Road to E. Evergreen Parkway) Widening Project ($750,000) and to the Lucks Lane (E Evergreen Parkway to Route 288) Widening Project ($250,000) ; (2) authorize the Director of Procurement to award a construction contract of $12,439,865 [$6,341,235.75 for Lucks Lane (Spirea Road to E. Evergreen Parkway) and $6,098,629.25 for Lucks Lane (E. Evergreen Parkway to Route 288)] to Fielder's Choice Enterprises, Inc.; and (3) authorize the Director of Procurement to 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. Recommendation: Staff recommends the Board take the following actions: 1. Appropriate $1.0 million in anticipated VDOT reimbursements from the VDOT Secondary Road Six Year Plan to the Lucks Lane (Spirea Road to E. Evergreen Parkway) Widening Project ($750,000) and to the Lucks Lane (E Evergreen Parkway to Route 288) Widening Project ($250,000); 2. Authorize the Director of Procurement to award a construction contract of $12,439,865, [$6,341,235.75 for Lucks Lane (Spirea Road to E. Evergreen Parkway) and $6,098,629.25 for Lucks Lane (E. Evergreen Parkway to Route 288)] to Fielder's Choice Enterprises, Inc.; and 3. Authorize the Director of Procurement 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 cl,�D�1-3120 WIDENING(SPIREA ROAD - E. EVERGREEN PKWY) ESTIMATE Preliminary Engineering $784,618 (including utility relocations $2,098,013 -Right-of-Way Construction $6,341,236 Construction Contingency $481,470 Construction Engineering & Inspection $400,000 Total $10,105,337 REVENUE 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 Previous transfer from Cash Proffer Shed 3 $610,495 PROPOSED: Anticipated VDOT Reimbursements (VDOT Secondary Road Six Year Plan $750,000 Total $10,105,337 LUCKS LANE (E. EVERGREEN PKWY - ROUTE 288) WIDENING PROJECT ESTIMATE Preliminary Engineering $796,291 Right -of -Way (including utility relocations $1,053,384 Construction $6,098,629 Construction Contingency $204,586 Construction Engineering & Inspection $400,000 Total $8,552,890 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 Parkway) Widening Project -$383,078 PROPOSED: Anticipated VDOT Reimbursements (VDOT Secondary Road Six Year Plan $250,000 Total $8,552,890 Lucks Lane (Spirea Rd to E Evergreen Widenina Project PTIT -I �\O. 0 (/�, ......... ........ Lucks Lane (E Evergreen Pkwy to Route 288) Widenin Pro'ect ... ....... 0, TONZ k � 0 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meeting Date: October 25, 2017 Item Number: 12.13.9. Subject: Approval of Revised Agreement and Memorandum of Understanding and HUD Subordination Agreement Concerning the Acquisition and Renovation of Residential Rental Project at The Glen at Colonial Heights/ Colonial Ridge Apartments L 1,014TH =1 -- County Administrator: Board Action Requested: The Board is requested to apprOVE Memorandum of Understanding and HUD Summary of Information: the attached revised Agreement and subordination agreement. On September 27, 2017, the Board of Supervisors approved the issuance of $28,000,000 in revenue bonds by the Colonial Heights Economic Development Authority ("Colonial Heights EDA") 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. Preparer: Jeffrey Mincks Preparer: Allan Carmody Title: County Attorney Title: Finance Director Attachments: Yes —1 No t tl ri M24 F , SL� CAESTERFIELD COILITT BOARD OF SUPERVISORS Page 2 of 2 AGENDA The Board's September 27th action was contingent on execution of an Agreement and Memorandum of Understanding ("MOU") between the County and the Developer and a required HUD subordination agreement. The MOU imposes operational and maintenance standards on the Project. Following the September 27 meeting, County staff and the Developer agreed on a small number of changes to the MOU. The changes address the rights of the Developer's limited partners, who will be purchasing the low-income housing tax credits associated with the Project. The revisions allow the limited partners to transfer their interests (i.e., the tax credits) in the Project among their affiliates without County approval and to non -affiliates with County approval. All changes to ownership involving the Developer continue to require written approval from the County. Additional information concerning the notice provisions were also added. The changes do not alter any of the operational or maintenance provisions previously agreed to. The subordination agreement, pursuant to HUD requirements, provides that the MOU will terminate in the event of a foreclosure on the property. Staff has determined that the likelihood of foreclosure is extremely small, with less than one percent of similar projects entering foreclosure. The Developer has never had a foreclosure on one of its properties. The subordination agreement also requires that HUD program requirements, the deed of trust on the property, and other financing documents take precedence over the MOU in the event of a conflict between the HUD documents and the MOU. Staff has reviewed the HUD documents and has determined that the subordination agreement does not materially affect the operation of the MOU. Therefore, staff recommends that the Board approve both the revised MOU and the subordination agreement. Both the MOU and the subordination agreement have been executed by the Developer and are ready for final approval and execution by the County. AGREEMENT AND MEMORANDUM OF UNDERSTANDING This Agreement and Memorandum of Understanding ("MOU") is made and entered into effective as of September 28, 2017 by and between Chesterfield County, Virginia (the "County") and Colonial Ridge Preservation Limited Partnership ("Owner") (collectively, the "Parties") WHEREAS, the Owner is the owner of certain real property with 192 apartment units known as Colonial Ridge Apartments, subject to a Section 8 Housing Assistance Payments Contract (Section 8 Number VA36-0025-002), and 100 units known as the Glen at Colonial Heights, subject to an Extended Use Agreement between and dated . all located at GPIN 800-641-3129 and 799-640-7970 in Chesterfield County, Virginia (the "Property"), and 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, 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. The receipt of such consideration is hereby acknowledged by the Parties through their signatures below. 1. Incorporation of Recitals. 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 PropertX. 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"). 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, 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 five (S) business days of receiving notice of the deficiency. The Owner shall also allow County officials and employees to inspect the Property and request improvements as provided in Paragraph 16 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, surface -mount smoke/carbon monoxide detectors in hallway and bedrooms; install new furnace, condenser, thermostat, and hot water tank; and install new windows; c. At the units known as Colonial Ridge Apartments, the Owner shall: i. Install new entry door, frame, and hardware; install new hardwired, surface -mount smoke/carbon monoxide detectors in hallway and bedrooms; 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 -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. S. 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. Locked and gated entrances at all vehicular entrances to the Property; c. New clubhouse and splash pad on south side of entrance drive; d. Three new picnic pavilions throughout the property. e. Additional connecting sidewalks; f. Renovation and addition to existing services building (currently used for laundry and by the YMCA); g. Expanded laundry room; h. New accessible parking spaces; i. Additional playground equipment; j. 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; k. Upgraded LED light fixtures at building entries; and 1. 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. 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.). 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. 9. Health and Wellness Activities. The Owner agrees to offer residents health and wellness programs through third party providers such as the Chester YMCA throughout the year free of charge, or for a nominal amount. Such programsmay be offered on- or off-site 4 and may include, without limitation, recreation, exercise, health information/awareness, and nutrition programs. 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 improvement. 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 ensure that on-site property management staff are capable of retrieving video footage when requested by law enforcement; c. All stairwells and walking pathways shall have lighting adequate for visibility; d. Playgrounds shall have signage to denote that use is permitted only from dawn to dusk; e. Pending site approval, the Owner shall limit non-resident parking to a designated area outside the entrance gates and limit parking spaces in such areas to no more than ten (10) vehicles; and f. The Owner shall not allow non -operational vehicles to remain on the Property for any length of time without written authorization from Property management. 12. Inspection by County Employees. The Owner agrees to allow County employees to access the Property, including the interior of housing units, on an annual basis, to ensure compliance with this MOU and with federal, state, and local laws and regulations. 5 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 five (5) business days of receiving notice of the deficiency. 13. On-site Property Manager. The Owner shall ensure that at least one full-time property management employee resides at the Property, is on duty twenty-four hours a day, seven days per week, and serves as a primary point of contact for the County. 14. 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. 15. 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, provided, however, the parties agree that the interests of the Owner's limited partner, shall be transferable to any affiliates thereof without the consent of the County, and shall be transferable to non -affiliates thereof with the written consent of the County. Further, the Owner's limited partner may remove the General Partner for cause in accordance with the Owner's Amended and Restated Limited Partnership Agreement, provided that any substitute general partner is reasonably acceptable to the County, as indicated by the County in writing, acting in good faith, and is selected and admitted with reasonable promptness. 16. Consequences of Breach. In the event of a breach by the Owner of any of the terms of this MOU, and upon written notice of the breach by the County, the Owner shall have five (5) business days to cure the breach to the satisfaction of the County. The cure of any breach made or tendered by any limited partner of the Owner shall be deemed to be a cure by the Owner and shall be accepted or rejected on the same basis as if made or tendered by the Owner. 17. Amendments. This MOU may be amended only by the written agreement of the parties. 18. 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. 19. Notices. Notices to any party shall be sent to the addresses of that party set forth below. Any party may require notices to be sent to a different address by giving notice thereof to the other party. All notices or other communication required or permitted hereunder shall be in writing, and shall be deemed to have been given on (i) the third (3rd) day after deposit in the United States mail, postage prepaid, (ii) the first (1St) day after deposit with Federal Express or similar overnight delivery service, or (iii) delivery if delivered personally. Owner: Colonial Ridge Preservation Limited Partnership 21515 Hawthorne Blvd. Suite 150 Torrance, CA 90503 with a copy to: Citibank, N.A. 390 Greenwich Street, 2nd Floor New York, New York 10013 Attention: Mark Sherman County: Chesterfield County Attorney P.O. Box 40 Chesterfield, Virginia 23832-0040 20. 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. COUNTY: CHESTERFIELD COUNTY By: Title: its authorized representative OWNER: COLONIAL RIDGE PRESERVATION LIMITED PARTNERSHIP, a Virginia limited partnership By: Colonial Ridge Preservation Partners LLC, a Virginia limited liability company its General Partner By: Name Title: William E. Szymczak Manager This AMENDMENT TO RESTRICTIVE COVENANTS is made as of [ , 20_], by Colonial Ridge Preservation Limited Partnership ("Borrower") and Chesterfield County, Virginia ("County"). WHEREAS, Borrower has obtained financing from ("Lender") for the benefit of the project known as Colonial Ridge Apartments ("Project"), which loan is secured by a [name of security instrument] ("Security Instrument") dated as of , and recorded in the [Recorder's Office or other land records office] of Chesterfield County, Virginia ("Records") on as Document Number , and is insured by the United States Department of Housing and Urban Development ("HUD"); WHEREAS, Borrower has received a required consent to tax-exempt bond financing from the County, in connection with which the County has required certain restrictions be recorded against the Project; and WHEREAS, Borrower entered into that certain Agreement and Memorandum of Understanding with the County ("Restrictive Covenants") with respect to the Project, as more particularly described in Exhibit A attached hereto, dated as of [ ] and recorded in the Records; WHEREAS, HUD requires as a condition of its insuring Lender's financing to the Project, that the lien and covenants of the Restrictive Covenants be subordinated to the lien, covenants, and enforcement of the Security Instrument; WHEREAS, the County has agreed to subordinate the Restrictive Covenants to the lien of the Mortgage Loan in accordance with the terms of this Amendment; and WHEREAS, the legal description of the Project is attached as Exhibit B hereto. NOW, THEREFORE, in consideration of the foregoing and for other consideration the receipt and sufficiency of which are hereby acknowledged, the parties hereby agree as follows: (a) In the event of any conflict between any provision contained elsewhere in the Restrictive Covenants and any provision contained in this Amendment, the provision contained in this Amendment shall govern and be controlling in all respects as set forth more fully herein. (b) The following terms shall have the following definitions: "Code" means the Internal Revenue Code of 1986, as amended. "HUD" means the United States Department of Housing and Urban Development. "HUD Regulatory Agreement" means the Regulatory Agreement between Borrower and HUD with respect to the Project, as the same may be supplemented, amended or modified from time to time. "Lender" means , its successors and assigns. "Mortgage Loan" means the mortgage loan made by Lender to the Borrower pursuant to the Mortgage Loan Documents with respect to the Project. "-P-L 0 "Mortgage Loan Documents" means the Security Instrument, the HUD Regulatory Agreement and all other documents required by HUD or Lender in connection with the Mortgage Loan. "National Housing Act" means the National Housing Act of 1934, as amended. "Program Obligations" has the meaning set forth in the Security Instrument. "Residual Receipts" has the meaning specified in the HUD Regulatory Agreement. "Security Instrument" means the mortgage or deed of trust from Borrower in favor of Lender, as the same may be supplemented, amended or modified. "Surplus Cash" has the meaning specified in the HUD Regulatory Agreement. (e) Notwithstanding anything in the Restrictive Covenants to the contrary, the provisions thereof are expressly subordinate to (i) the Mortgage Loan Documents, including without limitation, the Security Instrument, and (ii) Program Obligations (the Mortgage Loan Documents and Program Obligations are collectively referred to herein as the "HUD Requirements"). Borrower covenants that it will not take or permit any action that would result in a violation of the Code, HUD Requirements or Restrictive Covenants. In the event of any conflict between the provisions of the Restrictive Covenants and the provisions of the HUD Requirements, HUD shall be and remains entitled to enforce the HUD Requirements. Notwithstanding the foregoing, nothing herein limits the County's ability to enforce the terms of the Restrictive Covenants, provided such terms do not conflict with statutory provisions of the National Housing Act or the regulations related thereto. The Borrower represents and warrants that to the best of Borrower's knowledge the Restrictive Covenants impose no terms or requirements that conflict with the National Housing Act and related regulations. (d) In the event of foreclosure (or deed in lieu of foreclosure), the Restrictive Covenants (including without limitation, any and all land use covenants and/or restrictions contained herein) shall automatically terminate, except as otherwise approved by HUD. (e) Borrower and the County acknowledge that Borrower's failure to comply with the covenants provided in the Restrictive Covenants does not and shall not serve as a basis for default under the HUD Requirements, unless a default also arises under the HUD Requirements. (f) Except for the County's reporting requirements, in enforcing the Restrictive Covenants the County will not file any claim against the Project, the Mortgage Loan proceeds, any reserve or deposit required by HUD in connection with the Security Instrument or HUD Regulatory Agreement, or the rents or other income from the property other than a claim against: i. Available surplus cash, if the Borrower is a for-profit entity; ii. Available distributions of surplus cash and residual receipts authorized for release by HUD, if the Borrower is a limited distribution entity; iii. Available residual receipts authorized by HUD, if the Borrower is a non-profit entity; or iv. A HUD -approved collateral assignment of any HAP contract. (g) For so long as the Mortgage Loan is outstanding, Borrower and the County shall not further amend the Restrictive Covenants, with the exception of clerical errors or administrative correction of non -substantive matters, without HUD's prior written consent. (h) Subject to the HUD Regulatory Agreement, the County may require the Borrower to indemnify and hold the County harmless from all loss, cost, damage and expense arising from any claim or proceeding instituted against the County relating to the subordination and covenants set forth in the Restrictive Covenants, provided, however, that Borrower's obligation to indemnify and hold the County harmless shall be limited to available surplus cash and/or residual receipts of the Borrower. (i) Notwithstanding anything to the contrary contained herein, it is not the intent of any of the parties hereto to cause a recapture of the Low -Income Housing Tax Credits or any portion thereof related to any potential conflicts between the HUD Requirements and the Restrictive Covenants. Borrower represents and warrants that to the best of Borrower's knowledge the HUD Requirements impose no requirements which may be inconsistent with full compliance with the Restrictive Covenants. The acknowledged purpose of the HUD Requirements is to articulate requirements imposed by HUD, consistent with its governing statutes. In the event an apparent conflict between the HUD Requirements and the Restrictive Covenant arises, the parties and HUD will work in good faith to determine which requirement is controlling. It is the primary responsibility of the Borrower, with advice of counsel, to determine that it will be able to comply with the HUD Requirements and its obligations under the Restrictive Covenants. No action shall be taken in accordance with the rights granted herein to preserve the tax -exemption of the interest on the notes or bonds, or prohibiting the owner from taking any action that might jeopardize the tax -exemption, except in strict accord with Program Obligations. 3 -Sol a X111611A COUNTY: Name: Name: Title: Title: STATE OF COUNTY OF 1, the undersigned, a Notary Public in and for the county and State aforesaid, do hereby certify that on this personally known to me to be the same person whose name is subscribed to the foregoing instrument, appeared before me this day in person and acknowledged that (s)he signed and delivered the said instrument as his/her free and voluntary act and the free and voluntary act of for the purposes therein set forth. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. [seal] Notary Public STATE OF COUNTY OF 1, the undersigned, a Notary Public in and for the county and State aforesaid, do hereby certify that on this personally known to me to be the same person whose name is subscribed to the foregoing instrument, appeared before me this day in person and acknowledged that (s)he signed and delivered the said instrument as his/her free and voluntary act and the free and voluntary act of for the purposes therein set forth. 1N WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. [seal] Notary Public 94362181_2 [Attach Exhibit A — Restrictive Covenants] [Attach Exhibit B — Legal Description] 4 i . CHESTERFIELD COUNT -W`OARD OF SUPERVISOR AGENDA Zi Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.13.10. Subiect: Set Date for Public Hearing to Consider Amending and Reenacting Chapter 9, Article II, Division 3 of the County Code to Add § 9-34 "Exemption for Surviving Spouses of Certain Emergency Services Providers Killed in the Line of Duty" County Administrator's Comments: County Administrator: Board Action Requested: The Board is requested to set a public hearing for November 15, 2017, to consider amending and reenacting Chapter 9, Article II, Division 3 the County Code to add § 9-34 relating to tax exemption for surviving spouses of certain emergency services providers killed in the line of duty. Summary of Information: The proposed ordinance (attached) would provide an exemption from real estate taxation for the qualifying real property of surviving spouses of certain emergency services providers killed in the line of duty as determined by the Comptroller and the Virginia Retirement System. The amount of the exemption in any given tax year is based on the average assessed value of single-family homes in the County for that tax year. Individuals eligible for the exemption are the surviving spouses of emergency services providers who are killed in the line of duty and are qualified to receive benefits as beneficiaries under the state Line of Duty Act. The exemption applies only to the principal dwelling of the spouse and it no longer applies if the spouse moves out of the County or remarries. The proposed effective date of the ordinance is January 1, 2018. Staff estimates that the fiscal impact is about $20,000 per year, but that figure could increase if more spouses qualify for exemption. Preparer: Jeffrey L. Mincks Title: County Attorney 3128:110110.1 Attachments: Yes FI No AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING AND RE-ENACTING CHAPTER 9 FINANCE AND TAXATION, ARTICLE II, DIVISION'33 TO ADD A NEW § 9-34 PROVIDING A REAL ESTATE TAX EXEMPTION FOR SURVIVING SPOUSES OF CERTAIN EMERGENCY SERVICES PROVIDERS KILLED IN THE LINE OF DUTY BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Chapter 9, Article 11, Division 3 of the Code of the County of Chested eld, 1997, as amended, is amended and re-enacted by adding the following § 9-34: Chapter 9 FINANCE AND TAXATION Sec. 9-34. Exemption for Surviving Spouses of Certain Emergency Services Providers Killed in the Line of Duty (a) The purpose of this section is to provide an exemption from taxation for the qualifying real property of spouses of certain emergency services providers killed in the line of duty. This section is authorized by Va. Constitution, Art. 10, § 6-B and Code of Virginia, Title 58.1, Ch. 32, Art. 2.5, §§ 58.1-3219.13 through 58.1-3219.16. (b) As used in this section, unless the context requires otherwise, "covered person" means any person set forth in the definition of "deceased person" in Va. Code § 9.1-400 whose beneficiary, as defined in Va. Code § 9.1-400, is entitled to receive benefits under Va. Code § 9.1-402, as determined by the Comptroller prior to July 1, 2017, or as determined by the Virginia Retirement System on and after July 1, 2017. (c) Pursuant to Article X, Section 6-B of the Constitution of Virginia, for tax years beginning on January 1, 2018, the real property described in subsection (d) of the surviving spouse of any covered person who occupies the real property as his principal place of residence is exempt from taxation. If the covered person's death occurred on or prior to January 1, 2017, and the surviving spouse has a principal residence on January 1, 2017, eligible for the exemption under this section, then the exemption for the surviving spouse shall begin on January 1, 2017. If the covered person's death occurs after January 1, 2017, and the surviving spouse has a principal residence eligible for the exemption under this section on the date that such covered person dies, then the exemption for the surviving spouse shall begin on the date that such covered person dies. If the surviving spouse acquires the property after January 1, 2017, then the exemption shall begin on the date of acquisition, and the previous owner may be entitled to a refund for a pro rata portion of real property taxes paid pursuant to Va. Code § 58.1-3360. The County shall not be liable for any interest on any refund due to the surviving spouse for taxes paid prior to the surviving spouse's filing of the affidavit required by subsection (i). Any such refund shall payable subject to the applicable provisions of Va. Code §§ 58.1-3980 through -3995. (d) Those dwellings in the county with assessed values in the most recently ended tax year that are not in excess of the average assessed value for such year of a dwelling situated on property that is zoned as single-family residential shall qualify for a total exemption from real property taxes under this section. If the value of a dwelling is in excess of the average assessed value as described in this subsection, then only that portion of the assessed value in excess of the average assessed value shall be subject to real property taxes, and the portion of the assessed value that is not in excess of the average assessed value shall be exempt from real property taxes. Single-family homes, condominiums, town homes, manufactured homes as defined in Va. Code § 46.2-100 whether or not the wheels and other equipment previously used for mobility have been removed, and other types of dwellings of surviving spouses, whether or not the land on which the single- family home, condominium, town home, manufactured home, or other type of dwelling of a surviving spouse is located is owned by someone other than the surviving spouse, that (i) meet this requirement and (ii) are occupied by such persons as their principal place of residence shall qualify for the real property tax exemption. If the land on which the single-family home, condominium, town home, manufactured home, or other type of dwelling is located is not owned by the surviving spouse, then the land is not exempt. For purposes of determining whether a dwelling, or a portion of its value, is exempt from county real property taxes, the average assessed value shall be such average for all dwellings located within the county that are situated on property zoned as single-family residential. (e) The surviving spouse shall qualify for the exemption so long as the surviving spouse does not remarry and continues to occupy the real property as his or her principal place of residence. The exemption applies without any restriction on the spouse's moving to a different principal place of residence. (f) The exemption from real property taxes is provided for (i) the qualifying dwelling, or that portion of the value of such dwelling and land that qualifies for the exemption pursuant to subsection d, and (ii) with the exception of land not owned by the surviving spouse, the land, not exceeding one acre, upon which it is situated. A real property improvement other than a dwelling, including the land upon which such improvement is situated, made to such one acre exempt from taxation pursuant to this subsection shall also be exempt from taxation so long as the principal use of the improvement is (a) to house or cover motor vehicles or household goods and personal effects as classified in subdivision A 14 2 of Va. Code § 58.1-3503 and as listed in Va. Code § 58.1-3504 and (b) for other than a business purpose. (g) For purposes of this exemption, real property of any surviving spouse of a covered person includes real property (i) held by a surviving spouse as a tenant for life, (ii) held in a revocable inter vivos trust over which the surviving spouse holds the power of revocation, or (iii) held in an irrevocable trust under which the surviving spouse possesses a life estate or enjoys a continuing right of use or support. Such real property does not include any interest held under a leasehold or term of years. (h) In the event that (i) a surviving spouse is entitled to an exemption under this section by virtue of holding the property in any of the three ways set forth in subsection (g) and (ii) one or more other persons have an ownership interest in the property that permits them to occupy the property, then the tax exemption for the property that otherwise would have been provided shall be prorated by multiplying the amount of the exemption by a fraction the numerator of which is 1 and the denominator of which equals the total number of people having an ownership interest that permits them to occupy the property. In the event that the principal residence is jointly owned by two or more individuals including the surviving spouse, and no person is entitled to the exemption under this section by virtue of holding the property in any of the three ways set forth in subsection (g), then the exemption shall be prorated by multiplying the amount of the exemption by a fraction the numerator of which is the percentage of ownership interest in the dwelling held by the surviving spouse and the denominator of which is 100. (i) The surviving spouse claiming the exemption under this section shall file with the real estate assessor, on forms to be supplied by the department of real estate assessments, an affidavit (i) setting forth the surviving spouse's name, (ii) indicating any other joint owners of the real property, (iii) certifying that the real property is occupied as the surviving spouse's principal place of residence, and (iv) including evidence of the determination of the Comptroller or the Virginia Retirement System pursuant to subsection (b). The surviving spouse shall also provide documentation that he or she is the surviving spouse of a covered person and of the date that the covered person died. The surviving spouse is required to refile the information required by this subsection when the surviving spouse's principal place of residence changes. The surviving spouse shall promptly notify the department of real estate assessments if he or she remarries. (j) The fact that surviving spouses who are otherwise qualified for tax exemption pursuant to this section are residing in hospitals, nursing homes, convalescent homes, or other facilities for physical or mental care for extended periods of time shall not be construed to mean that the real estate for which tax exemption is sought does not continue to be the n,, q -t• r°� yrs �� 3 sole dwelling of such persons during such extended periods of other residence, so long as such real estate is not used by or leased to others for consideration. (2) That this ordinance shall become effective January 1, 2018. 3128: 110111.1 d�&(,' ?: 4,2 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meeting Date: October 25, 2017 Item Number: 12.B.11. Subject: Appropriation of Funds and Authorization to Award a Construction Contract and Change Orders for the Beulah Road (Kingsland Road to Pineleaf Drive) Improvement Project County Administrator's Comments: County Administrator: Board Action Requested:. The Board of Supervisors is requested to take the following actions for the Beulah Road (Kingsland Road to Pineleaf Drive) Improvement Project: (1) transfer and appropriate $300,000 in cash proffers from Shed 9; (2) transfer $309,500 in anticipated VDOT reimbursements and $309,500 in county appropriations for the required match from the cancelled Beulah Road (Pineleaf Drive to Summerleaf Drive) Improvement Project; and 3) authorize the Director of Procurement to award a construction contract, up to $1,900,000 to the lowest and responsive and responsible bidder and execute all necessary change orders, up to the full amount budgeted. Summary of Information: On October 9, 2013, the Board designated the FY15 Revenue Sharing projects and authorized staff to proceed with the Beulah Road (Kingsland Road to Pineleaf Drive) Improvement Project. The project involves reconstruction and shoulder widening of Beulah Road from Kingsland Road to Pineleaf Drive. (Continued on next page) Preparer: Jesse W. Smith Title: Director of Transportation Preparer: Matt Harris Title: Director of Budget and Management No Attachments: Yes ❑ CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 2 of 2 AGENDA Summary of Information: (continued) Based on the most recent cost estimate, additional funds are needed for the Beulah Road (Kingsland Road to Pineleaf Road) Improvement Project. Staff has identified two sources of funds that could be used to supplement the existing funding on the projects: cash proffers and revenue sharing funds from the cancelled Beulah Road (Pineleaf Drive to Summerleaf Drive) Improvement Project. Recommendation: Staff recommends the Board take the following actions for the Beulah Road (Kingsland Road to Pineleaf Drive) Improvement Project: 1. Transfer and appropriate $300,000 from Cash Proffer Shed 9 funds; 2. Transfer $309,500 in anticipated VDOT reimbursements and $309,500 in county appropriations for the required match from Beulah Road (Pineleaf Drive to Summerleaf Drive) Improvement Project; and 3. Authorize the Director of Procurement to award a construction contract up to $1,900,000 to the lowest and responsive and responsible bidder; and to execute all necessary change orders up to the full amount budgeted for the project. District: Dale Beulah Road (Kingsland Road to Pineleaf Drive) Improvement • ' PROJECT REVENUE DATE SOURCE AMOUNT 10/9/2013 FY14 Revenue Sharing $600,000 Right-of-Way/Utility Relocation ($300,000 state; $300,000 local) $712,000 9/17/2014 FY15 Revenue Sharing $1,900,000 TOTAL ($950,000 state; $950,000 local) $3,419,000 Proposed Cash Proffers (Shed 9) $300,000 10/25/2017 FY 16 Revenue Sharing Funds from Proposed Beulah Road (Pineleaf Drive to $619,000 10/25/2017 Summerleaf Drive) Improvements ($309,500 state; $309,500 local) TOTAL $3,419,000 PROJECT ESTIMATE TASK ORIGINAL PROPOSED Preliminary Engineering $285,000 $640,000 Right-of-Way/Utility Relocation $397,500 $712,000 Construction $1,790,000 $2,067,000 TOTAL $2,472,500 $3,419,000 A CHESTERFIELD COUNTY Ling BOARD OF SUPERVISORS Page 1 of 2 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.12. Subject: Transfer and Appropriation of Road Cash Proffer Funds and Authorization to Proceed with the Lakeview Road/Branders Bridge Road Roundabout Project County Administrator's Comments: County Administrator: Board Action Requested: The Board is requested to transfer proffers along with $3,427,000 in authorize the County Administrator Bridge Road Roundabout Project. Summary of Information: and appropriate $15,000 in road cash anticipated VDOT reimbursements and to proceed with Lakeview Road/Branders The Board is requested to transfer and appropriate $15,000 in road cash proffers (Traffic Shed 16) along with $3,427,000 in anticipated VDOT reimbursements and authorize the County Administrator to proceed with the Lakeview Road/Branders Bridge Road Roundabout Project. The Lakeview Road/Branders Bridge Road intersection has been identified as a high -crash location and a good candidate for a roundabout. Regional Surface Transportation Program (RSTP) funds from the Tri -Cities Metropolitan Transportation Organization (MPO) have been programmed for the project beginning in FY2021. Per Tri -Cities MPO policy, unless funds have been expended on the project, the project is subject to re -compete for funding during periods when new projects are being considered for RSTP funding. (Continued on next page) Preparer: Jesse W. Smith Preparer: Matt Harris Attachments: 0 Yes Title: Director of Transportation Title: Director of Budget and Management 1-1 No # 0 D CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 2 of 2 AGENDA Summary of Information: (continued) In order to help secure the future RSTP funds, staff recommends moving forward with the traffic engineering study necessary to evaluate the intersection for a roundabout and developing a conceptual design for the roundabout using cash proffer funds. When RSTP funds become available, staff will then proceed with the detailed project development. Staff will continue to request funds for the project be accelerated. Recommendation: Staff recommends the Board: 1) Transfer and appropriate $15,000 in road cash proffers from Traffic Shed 16 for the Lakeview Road/Branders Bridge Road Roundabout Analysis and Conceptual Design; 2) Appropriate $3,427,000 in anticipated VDOT reimbursements; 3) Authorize the County Administrator to proceed with the design, and right-of-way acquisition, including the conveyance to VDOT of right- of-way and easements that are acquired; 4) Authorize the County Administrator to enter into the customary VDOT/County agreements/ contracts, permits /mitigation agreements and surety agreements, acceptable to the County Attorney; 5) Authorize the Chairman of the Board of Supervisors and County Administrator to execute easement agreements for relocation of utilities; and 6) Authorize the Director of Procurement to proceed with the advertisement of a construction contract. District: Matoaca C'111103f�.".s Lakeview Road/Branders Bridge Road Roundabout Proposed: Cash Proffers Shed 16 $15,000 Roundabout Analysis & Conceptual Design $15,000 Preliminary Engineering $600,000 Ri ht -o ay & Utility Relocations $600,000 Construction $2,785,000 TOTAL $4,000,000 Proposed: Cash Proffers Shed 16 $15,000 Proposed: Anticipated VDOT Reimbursements: FY21-FY23 Tri -Cities RSTP $3,427,000 Anticipated Future RSTP funds $558,000 TOTAL $4,000,000 ATTACHMENT A wl- Pik =-.- Solvers mire mo CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.13.13.a. Subiect: Acceptance of a Parcel of Land Along Jefferson Davis Highway from Big Va Properties, LLC County Administrator's Comments: County Administrator: Board Action Requested: Accept the conveyance of a parcel of land containing 0.709 acres along Jefferson Davis Highway from Big Va Properties, 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 0.709 acres along Jefferson Davis Highway from Big Va Properties, LLC. This dedication will provide the ultimate right of way for Jefferson Davis Highway. Approval is recommended. District: Bermuda Preparer: John W. Harmon Title: Real Property Manager Attachments: Yes No Acceptance of a Parcel of Land Along Jefferson Davis Highway from Big Va Properties, LLC 0 l W 0.709 Acre Dedication PyNt� f IN Chesterfield County Department of Utilities AME%6 I 1 6M - e,;6 S7 $Bel MW v v a a � r X.0 1 Iv y ! Y N 3 �.4 w oIz a mx V ci�i^ $ rn U) u n m M x ►y a I m Xorn U) m g T rn 0 0 0 �3Z-nm a �A="' ovQCpcn nm Nwag co nn a r rx FKI oo�� 3 �, � b n/� L7 s NG 5aa z Nc o � HCZ m vta`o > ~ O age rn INI5OM1.tYilIG Y0.EiARE9ATnrt FT I M M 0 N S G R 4 U P. �. 0RV5OY L l[!D MUNLXOUS. b0 5;5,� E��= CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.13.b. Subiect: Acceptance of Parcels of Land Along Otterdale Road and Cosby Road from Cosby Village, LLC County Administrator's Comments: County Administrator: Board Action Requested: Accept the conveyance of two parcels acres along Otterdale Road and Cosby authorize the County Administrator to Summary of Information: of land containing a total of 2.471 Road from Cosby Village, LLC, and execute the deed. Staff requests that the Board of Supervisors accept the conveyance of two parcels of land containing a total of 2.471 acres along Otterdale Road and Cosby Road from Cosby Village, LLC. This dedication is to provide the ultimate right of way and turn lanes for Otterdale Road and Cosby Road and is a requirement for the development of Cosby Village. Approval is recommended. District: matoaca Preparer: John W. Harmon Title: Real Property Manager Attachments: 0 Yes F1 No # 1-30f.54 "VICINITY SKETCH Acceptance of Parcels of Land Along Otte dale Road and Cosby Road from Cosby Village, LLC N Chesterfield Cbunty Department of Utilities W*I E S 0— Co Mdp N7 Y, ul\ Jtl.UVIV-Ar-r,lgnl-Of-%YaY-tSMt-L,VsUy a-ev-zvii.ciwg 1 Himea on weuizolf a:1 s HM I by LOW lumer �A "'L 024. I t" I oti l14 06' N6. bl �4 12 A - MR zi 00'0 000 O t ov Llo GOAid GG6NNr)INYet [Ib4 n TIMMONS GROUP Site Development fat I Infrastructure Technology 2 Wp Jm 0) C, O ma TIMMONS GROUP Site Development fat I Infrastructure Technology 2 Wp V-ZU-ZU I I emllwry a f 4 e HM I DY LUKC tUrner \�\\ co TIMMONS GROUP 1---- -d �i t. 0 ial infrast—ture Technology —V-ZV I I.Uyig 1 —11— 011 —U-) It 4-10 ran I Dy LUKe I UfnCr 13 2 T I M M 0 N S G RO U P q02 J;� � � "'R -oo Ono 0�0 0 Oil CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.13.c. Subiect: Acceptance of a Parcel of Land for Deerhill Road from Mach 39, LLC County Administrator's Comments: County Administrator: Board Action Requested: Accept the conveyance of a parcel of land containing 0.364 acres for Deerhill Road from Mach 39, 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 9.364 acres for Deerhill Road from Mach 39, LLC. This dedication is to relocate the cul-de-sac at the terminus of Deerhill Road and is a requirement for the development of Deerhill Road Storage Yard. Approval is recommended. District: Clover Hill Preparer: John W. Harmon Title: Real Property Manager Attachments: Yes No "VICINITY SKETCH Acceptance of a Parcel of Land for Deerhill Road from Mach 39, LLC V* I 'INT-Exr—Mr- =a- IMM 91 - ti'" am Chesterfield County Department of Utilities AggIftbk I I IZq - 583 Z,', 'e-1 P� 20 ig o iR- - -- ------ 03 $2M n A NN Qs N �,R R 'UN R Ol �pu , N' C3 !�2 a gg c LQ IJ p e4 z Zx, � " `LOm - HI T Z-1 �,v Q, so Gm OIA39 laell f1— - — - — — -- v z7 rXII vu ,or6-z,9 -zrz -Wo an S7lNiJOHd 7NWW OKW amm ote'll L12 M :Ai rani-Lsa011 910 l7.S:Wd3KW 77 W 6 w 'm ZV :w ro, IIZ9-/99-Zfz -AW 77 SMY7.V& 17 (4v rw) cll3(13f.ol CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of I 1749 AGENDA Meeting Date: October 25, 2017 Item Number: 12.113.13.d. Subiect: Acceptance of Parcels of Land Along Hull Street Road, Otterdale Road and Cosby Road from The Goode Family Limited Partnership County Administrator's Comments: County Administrator: Board Action Requested: Accept the conveyance of three parcels acres along Hull Street Road, Otterdale Family Limited Partnership and authorize the deed. Summary of Information: Staff requests that the Board parcels of land containing a Otterdale Road and Cosby Road dedication is to provide the Street Road, Otterdale Road development of Cosby Village. Approval is recommended. District: matoaca Preparer: John W. Harmon Attachments: 0 Yes of land containing a total of 1.163 Road and Cosby Road from The Goode the County Administrator to execute of Supervisors accept the conveyance of three total of 1.163 acres along Hull Street Road, from The Goode Family Limited Partnership. This ultimate right of way and turn lanes for Hull and Cosby Road and is a requirement for the Title: Real Property Manager 1-1 No # 00,0162 M IN 10 11 WAI 13 FW Wo Acceptance of Parcels of Land Along Hull Street Road, Otterdale Road and Cosby Road from The Goode Family Limited Partnership LU zk� A -z' 00 63 Ac re Dedicatio \/ n V.............. . . ....... �60 0' N GhestErfield County DepaAmEnt of Utilities WW S 1 hVI —583M feel wq 1 a,., L!LL�i umer PRO INS 201 �M m Ty E t % H g Fj A .;n m7 rr:mgCm--m a mw Pay m E! HIS- 3 Awn M- H YAM A tic - ticks oil A� , 05 01 . - OWN 0 fogy 1 WIN a. I G an 0, , - up'sm jot I ;IR 10pop11, Rzy o- M NAVAN 31M" sitit Vol' `:mew $$ MPI ac Ug, AR WS gze: 030T yr 101111 co i WS st its Imp a Q HIM g qkg vd A woo 0WNN`nN d 3"IOHVJ U3 I 1vSite Develops 01m 114 Ivi C31 P1 S C! It 401 U Is J CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of I AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.14.a. Subiect: Conveyance of an Easement to Virginia Electric and Power Company County Administrator's Comments: County Administrator: Board Action Requested: Authorize the Chairman of the Board of Administrator to execute an agreement with Company for a 15 -foot underground easement Elementary School. Summary of Information: Supervisors and the County Virginia Electric and Power for service to the new Beulah Staff recommends that the Board of Supervisors authorize the Chairman of the Board of Supervisors and the County Administrator to execute an agreement with Virginia Electric and Power Company for a 15 -foot underground easement for service to the new Beulah Elementary School. This request has been reviewed by county and school staff, Comcast Cablevision and Verizon. Approval is recommended. District: Dale Preparer: John W. Harmon Title: Real Property Manager Attachments: 0 Yes F1 No # 00, 01 G15 'VICINITY SKETCH Conveyance of an Easement to Virginia Electric and Power Company N Ghe5terfield Gounty Department & Utilities A991ftk. , .AEK---QL W*E qP S OV CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 12.B.14.b. Subject: Conveyance of an Easement to Virginia Electric and Power Company County Administrator's Comments: County Administrator: Board Action Reauested: Authorize the Chairman of the Board of Supervisors and the County Administrator to execute an agreement with Virginia Electric and Power Company for a 15 -foot underground easement for service to the new Enon Elementary School. Summary of Information: Staff recommends that the Board of Supervisors authorize the Chairman of the Board of Supervisors and the County Administrator to execute an agreement with Virginia Electric and Power Company for a 15 -foot underground easement for service to the new Enon Elementary School. This request has been reviewed by county and school staff, Comcast Cablevision and Verizon. Approval is recommended. District: Bermuda Preparer: John W. Harmon Attachments: 0 Yes Title: Real Property Manager ❑ No # 4,00168 "VICINITY SKETCH Conveyance of an Easement to Virginia Electric and Power Company IG1 13 CONVEYANCE OF AN EASEMENT I Chesterfield County Department of Utiffties AIRVA * N\/F BELLFLOWER HELEN A Legend N/F JAMES WINSTON / O� CONVEYAN OF EASEME ♦ x OWNER: COUNTY OF CHESTERFIE PARCEL ID: 8246456955 OWNER INITIALS: of Boundary Lines of Right—of. 15' in Width. Indicates Property Line is Right—of—Way Boundary Page 5 of 5 MCDONALD PAMELA ELLEN t -10T TO Accompany Right—of—Way Agreement INIA ELECTRIC AND POWER COMPANY doing business as iininn Vircrinin PnxAjP.r UG CENTRAL BERMUDA PETERSBURG --stimate Number 10088325 )ate 08/09/2017 CHESTERFIELD VA Plot Number 00-17-0163 Grid Number M0439 HARRY CANADAY CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 12.B.15. Subject: Approve a Transfer from Schools' Future Project Reserve and Appropriate Funds in a New Project Titled Matoaca Middle School East Addition County Administrator's Comments: County Administrator: Board Action Reauested: The Board of Supervisors is requested to approve a transfer of $850,000 from Schools' future project reserve (which currently totals approximately $2.2 million) and appropriate those funds for the design and construction administration costs for an addition at the Matoaca Middle School East Campus. Summary of Information: The site selected to construct the Matoaca Elementary School replacement is on the Matoaca Middle School West Campus. An addition to the Matoaca Middle East Campus will allow for consolidation, as all students would be on the same school sight. This funding will allow for the school division to proceed with design, bid, and construction administration for the addition. Funding for construction of the addition - estimated at around $18M - will be identified as the division works through the FY2019-FY2023 Capital Improvement Program. The CCPS memorandum and resolution from the October 10,2017 School Board meeting are attached. Sufficient funding for the design phase is available in the school division's future project reserve to transfer to a new project for a Matoaca Middle School East Addition. Preparer: Matt Harris Title: Director, Budget and Management Attachments: 0 Yes 1:1 No CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #105-17 October 10, 2017 TO: School Board FROM: Dr. James F. Lane Superintendent SUBJECT: Approval of Design Contract for Addition to Matoaca Middle School East SUPPORTING DOCUMENTS: CCPS Memorandum #062 —17 RRMM Addition Design Fees RRMM Off -Site Road Improvement Fees June 2004 Substantial Accord (04PD0316) Original Prototype Design Customized Prototype Design Attachment A - September 26, 2017 Preliminary Cost Analysis Attachment B - Appropriations Resolution PERTINENT INFORMATION: The site selected to construct the Matoaca Elementary School's replacement is on the Matoaca Middle School - West Campus. The selection of this site has several benefits as noted: • Matoaca Elementary remains close to the village of Matoaca. • The site is currently owned by the County and therefore eliminates the need to acquire land. • Constructing on West Campus provides an opportunity to consolidate the two Matoaca Middle School programs into one school at the East campus and thereby correcting a longstanding problem with instructional delivery. Prior to its current use as a middle school, the site was formerly Matoaca High School. With Substantial Accord Review in 2004 for middle school use, the County placed conditions requiring significant road improvements if enrollment exceeded 750. Matoaca Middle School students are presently split between an East (former High School) and West campus. The East campus accommodates 81h grade and Center Based Gifted (CBG) students; and the West campus houses 6th and 7th grade students. Consolidation of the middle schools provides a consistent and cohesive learning environment. Consolidation of the schools will increase enrollment beyond the 750 threshold and as a result, require compliance with the 2004 Substantial Accord mandate for road improvements. Staff recommends using a wing of the middle school prototype to add a 40,000 -square foot two-story 28 -classroom addition from the Chesterfield -customized prototypical Middle School. Construction of an enclosed walkway is recommended to connect the existing East campus building to the new addition. RRK8yW Architect's fee for design, bid and construction administration for a ~40000-uquan* foot addition tothe East Campus ha$842`5O8.including $S1.55Ohndesign cost for 2OO4Substantial Accord road improvement oondbk»na. u $50.000 allowance for exclusions and m $7.524 allowance for meetings other than construction administration. If approved by the Board, the A/E would proceed immediately with design of new addition and associated on' and off-site work under its middle school prototype requirements contract. Preliminary cost estimates are provided inAttachment A - "Preliminary Cost Ana|ysis." RECOMMENDED ACTION Staff recommends that the Board provide RRk8Mwith anotice toproceed nnlater than October 30. 2017 to begin design for the middle and elementary school. Staff further recommends that the Board approve the expenditure of $842.5O8for design and construction administration for a new addition to K4atoaom Middle School East Campus and a transfer from the Future Project Reserve tosupport the design work. This action requires approval of the Board of Supervisors as stated in Section 5 of the FY2018 Appropriations Resolution. The request (Resolution) for Board of Supervisors' approval in attached (Attachment B). The final cost estimates -including escalation - and schedule for both projects will be provided within 30 days as the 3uhmo/ Board seeks to obtain funding. Attachment A "Preliminary Cost Analysis" (Final cost estimates to be provided after RRMM given notice to proceed) (Middle School wing addition data provided to School Board in September 26, 2017 Presentation) COMPARISON: CUSTOMIZED 139,000 SF PROTOTYPE AND PHASE I NEW ADDITION TO MATOACA MIDDLE SCHOOL EAST Aspect Customized October 2017 estimate for -139,000 SIF (800 capacity gym 600 capacity auditorium) Customized Matoaca Middle School East New Classroom Wing 40,000 SF (2017 dollars) Construction (—$247 SF) $33,084,500 (—$320 SF-) $12,780,000 Enabling $600,000 Abatement $834,615 see note* Demolition $834,615 see note* Soft Costs $6,379,185 incl. CM w/MBP 45m $847,184 $2,182,049 CM using CCPS staff Required Road Improvements N/A $750,000 Contingency (5%) $1,654,225 $639,000 Sunk $3,246,788 N/A Total $46,033,928 $16,951,049 PSF —$331 —$424 * Includes for now addition allowances for: off site Infrastructure; on site Infrastructure relocation If necessitated; site abatement In footprint and at connection point; and, storm water management. The cost of an addition Is higher; at this stage absent any design assuming this Increment Is 15%. All numbers In 2017 dollars. Memo #105-17 Attachment VIRGINIA: At a regularly scheduled meeting of the Chesterfield County School Board held Tuesday evening, October 10, 2017, at 6:30 pm in the Public Meeting Room at the Chesterfield County government complex. PRESENT Javaid Siddiqi, Chair John Erbanh.Vice-Chair Carrie E. Coynar Dianne H.Smith Rob Thompson WHEREAS, there in o need to fund the design and construction administration for a now addition to the W1aboaoe Middle School East Campus; and, VVHEREAS, there is auffioiard funding in the Future Project Reserve to fund the estimated cost of S850.000; NOW, THEREFORE. BE IT RESOLVED, that on motion of Robert Thompson, seconded by Dianne Smith, the School Board hereby requests the Board ofSupervisors to approve the transfer of $850,000 from the Future Project Reserve to a new project titled PWatoeca Middle School East Robert McDaniel, Clerk �Ixt6'__9 Jam Lane, Supefintendent �7* October 25, 2017 Speakers List Evening Session #1 (Following Presentation of Resolutions) 1. Judy Stoneman 2. Julie Ranson 3. Mike Uzel 4. Bradley Wall 5. Brenda Stewart Evening Session #2 (End of the Evening Agenda) 2. 3. Ron Ha es 4. Freddy Boisseau 5. Rodney Martin ave. W ,bV m � N CC N 7 ti 00 M O n • O t" N M m SpectKv Sq �, C3 N 44P .N FRim ryl KC SPegKC1r #3 BOS 10.25.2017 MEGA SITE COMMENTS Good evening Chairman Jaeckle and Members of the Board. I hope by now all Board Members have some idea of how the Public_ Meetings went on the_propased "Matoaca" Mega Site_ and Associated Roads in the Bermuda District. I attended the first "science fair" style meeting as well as the three Public presentations and Q&A's. Ms. Jackle's fears of shouting matches and _chaos during those s_essions.praved unfounded._ On the contrary, I was most impressed by the intelligent, thoughtful questions posed by many, many concerned citizens. I heard no one from the public who spoke in favor of this proposal. I was equally UNIMPRESSED by the evasive, incorrect, or non -answers to most of our questions. There are a multitude of examples,.but I will address one in particular_- Th.e_.q_uestian Qf transparency has.. -again and.again come up during this process. Repeatedly during those meetings, CEDA and County Officials stated that the proposed application to rezone this 1700 acre site to 1-3 Heavy Industrial is consistent_ with the current Comprehensive_ Plan. Our research concludes that it is NOT. In addition, there is a. revision buried in current proposed changes by the Planning Department to the Comp. Paan designed so that the Plan and the- propert_y rezoning would jive_.. Time does_ not_. permit-. me to. go into the details, but the excellent article in today's Chesterfield Observer by Jim McConnell summarizes o-ur findings and why we conclude there seems to be not only a lack of transparency by CEDA and the County, but a willful effort to mislead and hide the facts from the Public. Make_ no mistake,_ we_se_e this _proposal as a serious threat to our way of life in Southern Chesterfield. Those who live near the site in subdivisions zoned Residential never dreamed that they would be facing a proposal to place Heavy Industrial next to their homes. Those -near -and in the path -of the -propos -ed E- W Highway have heard only that "we told you so" from County officials, referring to a 25 year old line on the Comp. Plan map, with no specific, defined location. One f_ r_iend_s-ummed. it__up for many_ of _us when. hesaick "I foal_ like a big bully has just come in and hit me in the stomach." That "big bully" is CEDA and Chesterfield County, and many of your constituents are hurting in the belly right now. You are dealing. with__ real__ people, real families, real-- hornes,- and _real lives. Come to your senses — listen to your residents. Do not gamble with our tax dollars and our lifestyle! WE DO NOT WANT ANY PART OF THIS MEGA SITE SPECULATION. If time permitted,- I w-uld_go into -the whole -$5_-Million-Chinese Corn Stalk Paper Story that broke today, but my time is up. Mike Uzel Bermuda Advocates for RESPONSIBLE Development AGENDA Page 1 of 2 Meeting Date: October 25, 2017 Item Number: 16.A. Subiect: Public Hearing for Code Amendment Relative to Nonconforming Uses and Related Fees County Administrator's Comments: County Administrator: Board Action Requested: Following public hearing, act on the 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 Planninq CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 2 of 2 1749 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. Further, 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. RIVOWITNIUMMM 0 Attachment A- Proposed Ordinance Attaclunent A AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING AND REENACTING SECTIONS 19.1-3 AND 19.1- 41 9.1-41 OF THE ZONING ORDINANCE RELATING TO NONCONFORMING USES AND RELATED FEES BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (7) That Sections 19.1-3 and 19.1-41 oj'the Code of'the County oj'Chesterfielcl, 1997, as aniended, are amended and re-enacted, to read as follows: 000 B. Enlargement, Extension, Reconstruction, Substitution, or Structural Alteration of Nonconforming Use. Except where otherwise provided, a noneon fefminga nonconforming use, building or structure shall not be enlarged, extended, reconstructed, ,;wh,a4u*Pdsubstitutcd, 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: 0 a permit was not required and an authorized governmental official informed the property owner that the structure would comply with the zoninp, ordinance, and 9 the improvements were then constructed accordingly. In. any proceeding when the authorized county official is deceased or unavailable to testify,I 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: • 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. 1933:98702.1 Attachment 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 tinder the Code of Virginia and obtain vested rights under this section. S -.9.A nonconforming manufactured home within a manufactured home 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 Tables 19.14I.A., B. and C. shall be submitted in conjunction with the specified I 1 1 1, peel ied appl ication or request, provided, however, fees for a 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 limited 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 2 ,0 179 Attaclunent A FF (in dollars) Application Type Fee (in dollars) Type I 71400 Rezoning plus 70 per �Fwreiinicccsof I Communication Tower 7500 plus 100 per acre in excess of I acre 121 Computer Controlled Variable Message Electronic (EM ) Sign 2100 plus 100 per acre in excess of I acre Landfill, Quarry, Mine or Borrow Pit 7500 plus 100 per acre in excess of 1 acre 121 Conditional Use or Conditional Use Planned Developinent2l Adult Business 7500 plus 100 per acre in excess of I acret21 Use Incidental to Principal Dwelling to include Family Day Care Home 300121 Recreational Facility and Grounds Primarily Serving Surrounding 300121 Residential Community All Others 1400 plus 70 per acre in excess of I acre Ell PI Substantial Communication Tower 7500 plus 100 per acre in excess of I acre[21 Accord All Others 1400 plus 70 per acre in excess of I acrc121 Manufactured Home Permit 200 Resource Single Family 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 Home or Resource Protection Area Single Family 300121 Dwelling Amend Conditions of Previously Recreational Facility and Grounds Primarily Serving Surrounding Residential Community 300121 Approved ApplicationM Manufactured Home Permit 200 2000 for first 2 conditions All Others plus 1000 for each condition thereafter (includes condition of textual statement) 111121 E1B3.l)efer,,:.1Rcq:w.,q by Applicant of Planning Commission or t,erdofSupei 1000 for first deferral. isors' Public Hearing(Meetinglm , pe -viv of Supers plus 2000 for each deferral thereafterM 1933:98702.1 3 11 1 18 0 Attachment A Notes for Table 19.1-4 LA. [ 1 ] For any office, commercial or industrial use within an enterprise zone, enterprise subzone or technology zone as designated by the county code, an application fee shall not be required provided the director of planning determines that the request is in compliance with the comprehensive plan. [2] One application may be made for any combination of the requests footnoted as [2]. The fee for any combination of these requests shall not be cumulative; rather the fee shall be based upon the category having the highest fee. 131 If a use does not conform to the zoninp ., 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 the fee when applying for approval to permit the use. 000 (2) That this ordinance shall become effective immediately upon adoption. 1933:98702.1 _111ichmvnb e7imes-Dislinicb 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 October 18, 2017 Date Category Description Ad Size Total Cost 10/18/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 37 L 348.00 TAKE NOTICE Take notice that the Board of Supervisors of Chesterfield County, Vir• gilia, 9 an adjommd meeting on Wednesday, October 25, 2011, at 6 pm in the Courcy Public Meeting Room at the Chesterfield Administra• Publisher of the tion Building, Route 10 and tori Road, Chesterfield, Virginia, will hold a public heanng where persons may appear and present their views con. Richmond Times—Dispatch cercing: An ordinance to amend the County Code, 1997, as amended. by amend- ing and reenacting Sections 19.1-3and 19,1.41 dZoning Ordinance re• This is to certify that the attached TAKE NOTICE Take notice t was acing to nonconforming uses and related fees. The ordinance would, among other things: establish that a building or structure is nonic* published by the Richmond Times -Dispatch, Inc. in the City of forming ifpermit was not required and authorized government official Richmond, State of Virginia, on the following dates: informed property owner that improvement would comply with zoning ordinance; and reduce to zero zoning fee for nonconforming use where Wiess license was fissured and it fors paid local taxes and operated 10/11, 10/18/2017 continuous! in same location for 15 yem A copy of ordnance is on file in the County Administrator's Office and the Clerk to the Board's Office (Room 504) 9 the lane B. Ramsey Administration Balding, 9901 Lori Road, Chesterfield, Virginia, for public The First insertion being given ... 10/11/2017 examination between the hours of 830 am. and 510 pm. of each regu• lar business day. After the public hearing on ordinance amendments that involve fees, the Board of Supervisors may make changes it the Newspaper reference: 0000622942 proposed amemilments, which could range from approving no change in the current fees to the fee in approft changes accordance with the proposed ordinance amendments, or any combination in between. The Sworn to and subscribed before me this legal authority for enactment of fees, levies, increases and/or reduc• tions includes the Canty Charter and Va. Code Section 31.1286(A)(6). I Except as described herein, ft new, increased or reduced fees are with amenditmet;invdui�fees. Tlll I proposed For fllfther information, please contact Ray Cash, Zoning Administrator, l , -AAA dt804.1�•]011. The hearing is held at a public facility designed to be accessible to per• 1 _ sore with disabilities. Any persons wrath questions on the accessibility � � of the facl'� or the need far reasonable accommodations should con- �,I�Y11 tat tlardceBladey,Clerk totheBoard, 9748.1100, Persons needing in, teeter services for the deaf must notify the Clerk to the Board no lat. No ry Public Supervisor erthan Friday, October2Q 2011. Kirnborly Ill. Harris State of Virginia NOTARY PUBLIC Commonwealth of Virginia City of Richmond Notary Registration Number 356753 My Commission expires ommission Expires January 31, 2021 THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU AGENDA Page 1 of 2 Meeting Date: October 25, 2017 Item Number: 16.B. Subiect: Public Hearing on Code Amendment Relative to Small Cell Communication Facilities County Administrator's Comments: County Administrator: Board Action Requested: Following public hearing, act on the 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 #o,00l-5-2 A A Summary of Information Continued Page 2 of 2 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 ;317 0-11 LM Attachment 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&ctions 19.1-2, 1.9.1-53 and 19.1-570 of the Cotte qthe County ofChester fleld, 1997, as amended, 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 1933:98701. Effm 1�m . ......... . .. N, 1; 1933:98701. Attachment A .......... . lm,�,Mllillll . �.11 .......... .... . ..... .... . .... . ........ ------ . . ......... . . . . . ........ --------- .... --------- ----- - ...... . .......... .. . . . ......... . 1933:98701. 2 `43-012- as lm,�,Mllillll . �.11 . . . ............ .... 1933:98701. 2 `43-012- as Attachment A 1933:9870L ,, A LP �Si "-3) 3 , .......... ......... M. M. .... . ..... ---------- MM . . . ....... LWJ M lfjs'?W�. USULLUMWILM . ............... 1933:9870L ,, A LP �Si "-3) 3 , Attachment A 1933:98701. . ......... . . ..... . ..... .... - - - - - - ......... ... . . . ..... ..... . .... , mea . . . ............ 1933:98701. Attachment A r r • r m �mm 11 I'll • •.IN r • r •c • r _ ► _ IMP • 1 II 1933:93701. 5 Attachment A For the put -poses of this chapter, the following words and phrases shall have the following meanings: 000 Communication small cell: Lew pewefedfadio aeeess arAenftaA wireless facility attached to an existing structure that meets both of the following 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, uounding 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. tetet4wf ;A1,414- R-S'Seei-aqed fH@tHAiRg end ffieelleiieal eEtt4iPffieI4' w4io-h -R4-4-R-*4d'4 ;A"if-PIRS" eemm nieations systems, sefviee eeNxefage and iftefeases netwofk eapaeity, a -Rd Stleh antenna is -- 814 -A -e -h -e -d- @4-14-ef: �E) a pole wkiek s'�PeAs 4eld ligkt, par4iag lot lig4t, st+eet ligJ4 ef titil4y line, of: to a building. 000 (2) That this orclinanceshall becotrie effective immecliately upon acloption. 1933:98701. 6 C Ricbmonb dimes-Dispatirb 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 October 18, 2017 Date Category Description Ad Size Total Cost 10/18/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 26 L 251.40 TAKE NOTICE Take notice that the Board of Supervisors of Chesterfield County, Vir• giniia, at an adjourned meetiny on Wednesday, October 25, 2017, at 6 P n. in the County Public Meeting Room at the Chesterfield Administra. tion Building, Route 10 and Lai Road, Chesterfield,'Arginia, will hold a public hearing vihere persons may appear and present their views con- Anngg: ooZarce to amend Code of the Country Code,1997, as amended, by amending and reenacting Sections 19.1.1,19.1.51 and 19.1-570 of Zon- ing Ordinance relating to communication small cell. The ordnance would, among other things, allow communication small cells m all zon- ing districts and generally define use as a wireless facility attached to ane>astmg struchre, A copy of the ordinance is on file in the County Administrator's office and the Clerk to the Board's Office (Roan 504) at the Lane B. Ramsey Administration Building, 9901 Lori Road, Chesterfield Yuginia, for public examination between the hags of 8:30 am. and 5:00 pit of each regu- lar business day. For further information, please contact Ray Cash, Zoning Administrator, at 804-748-1071. The hears 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 Bla dey, Clerk to the Board, at 7612K Persons needing in• terpreter services for the deaf must notify the Clerk to the Board no lat. a than Friday, October 20, 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: 10/11, 10/18/2017 The First insertion being given ... 10/11/2017 Newspaper reference: 0000622948 Sworn to and subscribed before me this Nota 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 BOARD OF 51PERTISORS AGENDA Page 1 of 1 Meeting Date: October 25, 2017 Item Number: 16.C. Subiect: Public Hearing on Code Amendment Relative to Written Order County Administrator's Comments: County Administrator: Board Action Requested: Following public hearing, act 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: 0 Yes F-1 No Title: Director of Planning Attaclunent 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: That Section 19.1-5 of the Code of the County of Chesterfield,, 1997, as amended, are amended and re-enacted, to read as follows: A. Written Decision, or—Deterinhiation 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. 44io-A written f:espei4se-decision determination or order shall include: a statement informing the recipient of the right to appeal the decision-ef, determination or order within 30 days to the board of zoning appeals in accordance with this chapter; the appeal fee; location of information 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, determination, 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 registered agent shown in the records of the Clerk of the State Corporation Commission. 000 (2) That this ordinance shall become effective immediately upon adoption. 1933:98700.1 lichutoub &MCS-3ispatO 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 October 18, 2017 Date Category Description Ad Size Total Cost 10/18/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 27 L 260.40 TAKE NOTICE Take notice that the Board of Supervisors of Chesterfield County, Vir- ginia, at an adjourned meeting on Wednesday, October 25,1011, at 6 P.M. in the County public Meeting Room at the Chesterfield Administra• tion Budding, Route 10 and Lori Road, Chesterfield, Virginia, will hold a public tearing Ow persons may appear and present their views con- cerneg: An ordinance to amend Cade of the County Code, 1997, as amended, by amending and reenacting Section 19,1.5 ofZdnng Ordinance relating to written orders, The amendment would require that time to appeal the Director of Plannkg's written order to the Board of Zoning Appeals will not commence until a statement of right to appeal is given and order is ei- ther erty wnnerredor ��ered d at uveal place of abode of, A copy of the ordnance is on file in the County Administtrator's Office and the Clerk to the Board's Office (Room 504) at the Lane B. Ramsey Administration Brildn9901 Lori Road, Chesterfield, Virginia, for public ecarolnatan between � hours of 830 a.m. and 5:00 pan. of each regu- lar business day. For further information, please contact Ray Cash, Zoning Administrator, atB04.748.1071. The hearing is held at a public facility designed to be accessible to per• sons with d sabilibes. Any persons with questions on the accessibility of the facil'dy or the need for reasonable accommodations should con- tact Janice Blakley, Clerk to the Board, at 748.1200. Persons needing in- terpreter services for the deaf must notify the Clerk to the Board no lat- erthan Friday, October 20, 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: 10/11,10/18/2017 The First insertion being given ... 10/11/2017 Newspaper reference: 0000622954 Sworn to and subscribed before me this I No ry Public Supervisor State of Virginia City of Richmond My Commission expires THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA 1749, Meetina Date: October 25. 2017 Item Number: 16M. Subject: Hold a Public Hearing to Consider Adoption of a Resolution Granting Final Authorization for a Virginia Airports Revolving Fund Loan Administered by Virginia Resources Authority (VRA) Not to Exceed $2,000,000 County Administrator's Comments: County Administrator: Board Action Requested: Following the public hearing, adoption of a resolution granting final authorization of a Virginia Airports Revolving Fund loan administered by Virginia Resources Authority to provide 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. 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 of Budget and Management Attachments: 0 Yes F-1 No RESOLUTION AUTHORIZING AND PROVIDING FOR THE ISSUANCE, SALE AND AWARD OF A TAXABLE AIRPORT REVENUE BOND, SERIES 2017, OF THE COUNTY OF CHESTERFIELD, VIRGINIA, IN A PRINCIPAL AMOUNT NOT TO EXCEED $2,000,000, PROVIDING FOR THE FORM, DETAILS AND PAYMENT THEREOF, AND APPROVING THE EXECUTION AND DELIVERY OF CERTAIN DOCUMENTS IN CONNECTION THEREWITH WHEREAS, the Board of Supervisors (the "Board") of the County of Chesterfield, Virginia (the "County"), has determined that it is necessary and expedient to issue and sell a taxable airport revenue bond to the Virginia Resources Authority ("VRA"), as Administrator of the Virginia Airports Revolving Fund (the "Fund"), and to use the proceeds thereof (a) to finance certain capital improvements to the Richmond Executive — Chesterfield County Airport (the "Airport"), including, but not limited to, the design and replacement of the fuel farm (collectively, the "Project"), and (b) to pay the related costs of issuance; and WHEREAS, the County has applied to VRA, as Administrator of the Fund, for the purchase of the Bond in a principal amount not to exceed $2,000,000, and VRA, as Administrator of the Fund, has indicated its willingness to purchase the Bond (as hereinafter defined) pursuant to the terms of a Commitment Letter dated June 23, 2017, and in accordance with the terms of a Financing Agreement between VRA, as Administrator of the Fund, and the County (the "Financing Agreement"), the form of which has been presented to this meeting; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF CHESTERFIELD, VIRGINIA: 1. Authorization and Issuance of Bond. Pursuant to the Constitution and statutes of the Commonwealth of Virginia, including the Public Finance Act of 1991, the Board authorizes the issuance and sale of the Bond in a principal amount not to exceed $2,000,000 to provide finds to finance the Project and to pay the related costs of issuance. The Bond shall be awarded and sold to VRA, as Administrator of the Fund, in accordance with the terms of this Resolution and the Financing Agreement. 2. Authorization of Financing Agreement. The form of the Financing Agreement submitted to this meeting is approved. The County Administrator is authorized to execute and deliver the Financing Agreement in substantially such form, with such completions, omissions, insertions and changes not inconsistent with this Resolution as may be approved by the County Administrator. The County Administrator's approval shall be evidenced conclusively by the execution and delivery of the Financing Agreement. The proceeds of the Bond shall be applied in the manner set forth in the Financing Agreement. All capitalized terms used but not defined herein shall have the same meanings as set forth in the Financing Agreement. 3. Bond Details. The Bond shall be issued as a single, registered bond and designated "Taxable Airport Revenue Bond, Series 2017," or such other series designation as the County Administrator may choose (the "Bond"). The Bond shall be dated the date of its delivery to VRA, shall be numbered R-1 and shall mature no later than December 31, 2044. The interest on the Bond shall be computed on the disbursed principal balance thereof from the date of each disbursement at a rate not to exceed 3.80% per year (including the part thereof allocable to the administrative fee), calculated on the basis of a 360 -day year of twelve 30 -day months. The Bond shall provide for VRA, as Administrator of the Fund, to make principal advances from time to time in an aggregate amount not to exceed $2,000,000 and to note such advances on the Bond as moneys are advanced by VRA thereunder. An authorized representative of VRA shall enter the amount and the date of each such principal advance on the Certificate of Principal Advances on the Bond when the proceeds of each such advance are delivered to the County. The Bond shall be payable in installments in such amounts and on such dates as shall be determined by the County Administrator to be in the best interests of the County. If principal disbursements up to the maximum authorized amount of the Bond are not made, the principal amount due on the Bond shall not include such undisbursed ainount. However, unless the County and VRA agree otherwise in writing, until all amounts due under the Bond and the Financing Agreement shall have been paid in full, less than full disbursement of the maximum authorized amount of the Bond shall neither postpone the due date of any semi-annual installment due on the Bond nor change the amount of such installment. In addition, the County shall pay a late payment charge as provided in the Financing Agreement if any payment is not received within 10 days of its due date, but only from its legally available funds. Principal and interest shall be payable in lawful money of the United States of America by (a) check or draft mailed to the registered owner at its address as it appears on the registration books kept for that purpose by the Registrar (as hereinafter defined) or (b) wire transfer pursuant to the most recent wire instructions received by the Registrar from such registered owner. Notwithstanding any provision of this Resolution to the contrary, the final payment shall be payable upon presentation and surrender of the Bond at the office of the Registrar. 4. Prepayment. The Bond shall be subject to prepayment as set forth in Section 7.1 of the Financing Agreement. 5. Execution and Form of Bond. The Bond shall be signed by the Chairman or Vice Chairman of the Board, and the County's seal shall be affixed thereon and attested by the Clerk or Deputy Clerk of the Board. The Bond shall be issued as a typewritten bond in substantially the form of Exhibit A attached hereto, with such completions, omissions, insertions and changes not inconsistent with this Resolution as may be approved by the officers signing the Bond, whose approval shall be evidenced conclusively by the execution and delivery of the Bond. 6. Pledge of Revenues; Moral Obligation. (a) Subject to the right of the County to apply Revenues to the payment of Operation and Maintenance Expenses, the County irrevocably pledges the Revenues for the payment of principal of and the interest on the Bond. (b) The County is required to fix and collect rates, rentals, fees and other charges for the use of and for services furnished or to be furnished by the Airport and will from time to time revise such rates, rentals, fees and other charges so that in each Fiscal Year the Net Revenues Available for Debt Service will equal at least 100% of the amount required during the Fiscal Year to pay the principal of and interest on the Bond, any Additional Payments and all other indebtedness of the County secured by or payable from Revenues, including, without limitation, indebtedness under leases that are treated as capital leases under generally accepted accounting 2 principles. Additional bonds secured as to Revenues on a parity with the Bond and any outstanding parity indebtedness may be issued under the terms of the Financing Agreement. (c) The Board undertakes a non-binding obligation to appropriate any Annual Deficiency Amount, to the fullest degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of Virginia. The Board, while recognizing that it is not empowered to make any binding commitment to make such appropriations in future fiscal years, states its intent to make such appropriations in future fiscal years and recommends that future Boards of Supervisors do likewise during the term of the Bond. (d) The Bond shall not be deemed to constitute a pledge of the faith and credit of the Commonwealth of Virginia or any political subdivision thereof, including the County. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the County, shall be obligated to pay the principal of and interest on the Bond or other costs incident thereto except from the Revenues pledged therefor, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia or any political subdivision thereof, including the County, is pledged to the payment of the principal of or interest on the Bond or other costs incident thereto. 7. Preparation of Printed Bond. The County shall initially issue the Bond in typewritten form. Upon request of the registered owner and upon presentation of the Bond at the office of the Registrar (as hereinafter defined), the County shall arrange to have prepared, executed and delivered in exchange as soon as practicable the Bond in printed form in an aggregate principal amount equal to the unpaid principal of the Bond in typewritten form, in denominations of $5,000 and multiples thereof (except that one Bond may be issued in an odd denomination of less than $5,000), of the same form and maturity and registered in such names as requested by the registered owners or their duly authorized attorneys or legal representatives. The printed Bond may be executed by manual or facsimile signature of the Chairman or Vice Chairman of the Board, and the County's seal is to be affixed thereto and attested by the Clerk or Deputy Clerk of the Board; provided, however, that if both such signatures are facsimiles, no Bond shall be valid until it has been authenticated by the manual signature of the Registrar and the date of authentication noted thereon. The typewritten Bond surrendered in any such exchange shall be canceled. 8. Registration and Transfer of the Bond. (a) The County appoints the County Treasurer as paying agent and registrar (the "Registrar") for the Bond. If deemed to be in its best interests, the County may at any time appoint a qualified bank or trust company as successor Registrar. Upon surrender of the Bond at the office of the Registrar, together with an assignment duly executed by the registered owner or its duly authorized attorney or legal representative in such form as shall be satisfactory to the Registrar, the County shall execute, and the Registrar shall authenticate and deliver in exchange, a new Bond or Bonds having an equal aggregate principal amount, of the same form and maturity, bearing interest at the same rate and registered in such name as requested by the then registered owner or its duly authorized attorney or legal representative. Any such exchange shall be at the expense of the County, except that the Registrar may charge the person requesting such exchange the amount of any tax or other governmental charge required to be paid with respect thereto. O C O n r'c 'a (b) The Registrar shall treat the registered owner as the person or entity exclusively entitled to payment of principal of and interest on the Bond and the exercise of all other rights and powers of the owner, except that installments shall be paid to the person or entity shown as owner on the registration books on the 15th day of the month preceding each interest payment date. 9. Mutilated, Lost or Destroyed Bond. If the Bond has been mutilated, lost or destroyed, the County shall execute and deliver a new Bond of like date and tenor in exchange and substitution for, and upon cancellation of, such mutilated Bond or in lieu of and in substitution for such lost or destroyed Bond; provided, however, that the County shall so execute and deliver such new Bond only if the registered owner has paid the reasonable expenses and charges of the County in connection therewith and, in the case of a lost or destroyed Bond, (a) has filed with the County evidence satisfactory to the County that such Bond was lost or destroyed and (b) has furnished to the County satisfactory indemnity. 10. Preparation and Delivery of Bond. The officers of the County are authorized and directed to take all proper steps to have the Bond prepared and executed in accordance with its terms and to deliver it to VRA as the purchaser thereof upon receipt of the purchase price from VRA as set forth in the Financing Agreement. 11. State Aid Intercept. The County acknowledges that VRA is treating the Bond and the County's non-binding obligation to appropriate any Annual Deficiency Amount as a "local obligation" within the meaning of Section 62.1-199 of the Virginia Resources Authority Act (Chapter 21, Title 62.1 of the Code of Virginia of 1950, as amended (the "Act")), which in the event of a nonpayment thereunder authorizes VRA to file an affidavit with the Governor of the Commonwealth of Virginia that such nonpayment has occurred pursuant to Section 62.1-216.1 of the Act. In purchasing the Bond, VRA is further relying on Section 62.1-216.1 of the Act providing that if the Governor is satisfied that such nonpayment has occurred, the Governor will immediately make an order directing the Comptroller to withhold all further payment to the County of all funds, or of any part of them, appropriated and payable by the Commonwealth of Virginia to the County for any and all purposes, and the Governor will, while the nonpayment continues, direct in writing the payment of all sums withheld by the Comptroller, or as much of them as is necessary, to VRA, so as to cure, or cure insofar as possible, such nonpayment. 12. Other Actions. All other actions of the officers of the County in conformity with the purposes and intent of this Resolution and in furtherance of the issuance and sale of the Bond are ratified, approved and confirmed. The officers of the County are authorized and directed to execute and deliver all certificates and other instruments considered necessary or desirable in connection with the issuance, sale and delivery of the Bond pursuant to this Resolution and the Financing Agreement. 13. Effective Date. This Resolution shall take effect immediately. C n (.y:.9 GI 4 Interest on this bond is intended by the issuer hereof 'to be included in gross income for federal income tax purposes. REGISTERED REGISTERED In UNITED STATES OF AMERICA COMMONWEALTH OF VIRGINIA COUNTY OF CHESTERFIELD Taxable Airport Revenue Bond Series 2017 , 2017 The County of Chesterfield, Virginia (the "County"), a political subdivision of the Commonwealth of Virginia, for value received, acknowledges itself in debt and promises to pay to Virginia Resources Authority ("VRA"), as Administrator of the VIRGINIA AIRPORTS REVOLVING FUND (the "Fund"), or its registered assigns or legal representative, the principal sum equal to the sum of the principal advances shown on the Certificate of Principal Advances below, but not to exceed DOLLARS ($ ), and interest on the unpaid principal amount from the date of each advance made and noted on the Certificate of Principal Advances. The interest on this bond shall be computed on the disbursed principal balance hereof from the date of each disbursement at the rate of % per year (including the part hereof allocable to the annual administrative fee), calculated on the basis of a 360 -day year of twelve 30 -day months. Interest only is due on 1, 20_. Installments of combined principal and interest of $ shall be payable on each 1 and 1, beginning 1, 20_, with a final installment of $ due on 1, 20_, and each installment shall be applied first to payment of interest accrued and unpaid to the payment date and then to principal. If principal disbursements up to $ are not made, the principal amount due on this bond shall not include such undisbursed amount. However, unless the County and VRA agree otherwise in writing, until all amounts due under this bond and the Financing Agreement (as hereinafter defined) shall have been paid in full, less than full disbursement of $ shall not postpone the due date of any semi-annual installment due on this bond and shall not change the amount of such installment unless the principal amount due hereunder is less than the amount of such installment. If not sooner paid, all amounts due under this bond shall be due and payable on 1, 20_. All amounts due hereunder are payable in lawful money of the United States of America by (a) check or draft mailed to the registered owner at its address as such appears on the registration books kept for that purpose at the office of the County Treasurer, who has been appointed paying agent and registrar (the "Registrar"), on the 15th day of the month preceding the payment date or (b) wire transfer pursuant to the most recent wire instructions received by the Registrar from such C, , , A-1 registered owner, except that the final payment is payable upon presentation and surrender hereof by the registered owner at the office of the Registrar. No notation is required to be made on this bond of any payment or prepayment of principal. THEREFORE, THE FACE AMOUNT OF THIS BOND MAY EXCEED THE PRINCIPAL SUM REMAINING OUTSTANDING AND DUE HEREUNDER. This bond has been authorized by a resolution adopted by the Board of Supervisors of the County of Chesterfield, Virginia (the "Board"), on October 25, 2017 (the "Resolution"), and is issued pursuant to the Resolution, the Constitution and statutes of the Commonwealth of Virginia, including the Public Finance Act of 1991, and a Financing Agreement dated as of 2017 (the "Financing Agreement"), between the County and VRA, as Administrator of the Fund. Proceeds of this bond will be used to (a) finance certain capital improvements to the Richmond Executive — Chesterfield County Airport (the "Airport"), including, but not limited to, the design and replacement of the fuel farm, and (b) pay the related costs of issuance. Capitalized terms used but not otherwise defined herein shall have the same meanings assigned to them in the Financing Agreement. Subject to the County's right to apply Revenues to the payment of Operation and Maintenance Expenses, the Revenues are irrevocably pledged for the payment of principal of and interest on this bond. The County is required to fix and collect rates, rentals, fees and other charges for the use of and for services furnished or to be furnished by the Airport and will from time to time revise such rates, rentals, fees and other charges so that in each Fiscal Year the Net Revenues Available for Debt Service will equal at least 100% of the amount required during the Fiscal Year to pay principal of and interest on this bond, any Additional Payments and all other indebtedness of the County secured by or payable from Revenues, including, without limitation, indebtedness under leases that are treated as capital leases under generally accepted accounting principles. Additional bonds secured as to Revenues on a parity with this bond and any outstanding parity indebtedness may be issued under the terms of the Financing Agreement. Pursuant to the Resolution and as set forth in the Financing Agreement, the Board has undertaken a non-binding obligation to appropriate any Annual Deficiency Amount, to the fullest degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of Virginia. This bond shall not be deemed to constitute a pledge of the faith and credit of the Commonwealth of Virginia or any political subdivision thereof, including the County. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the County, shall be obligated to pay the principal of and interest on this bond or other costs incident thereto except from the Revenues pledged therefor and other amounts appropriated by the Board from time to time for such purpose, and neither the faith and credit nor the taxing power of the Commonwealth of Virginia or any political subdivision thereof, including the County, is pledged to the payment of the principal of and interest on this bond or other costs incident thereto. This bond is subject to prepayment to the extent and under terms set forth in the Financing Agreement. M This bond is registered as to principal and interest upon the registration books of the Registrar. The registered owner shall be treated as the person or entity exclusively entitled to payment of principal and interest and the exercise of all other rights and powers of the owner. Transfer of this bond may be registered upon due presentment for registration of transfer by the registered owner. Notwithstanding anything in this bond to the contrary, in addition to the payments of debt service provided for by this bond, the County shall also pay, but only from legally available funds, such additional amounts, if any, that may be necessary to provide for payment in full of all amounts due under the Financing Agreement, including late payment charges equal to 5.0% of any payment received by the registered owner of this bond more than 10 days from its due date. All acts, conditions and things required by the Constitution and statutes of the Commonwealth of Virginia to happen, exist or be performed precedent to and in connection with the issuance of this bond have happened, exist and have been performed. IN WITNESS WHEREOF, the County of Chesterfield, Virginia, has caused this bond to be signed by the [Chairman/Vice Chairman] of the Board of Supervisors, its seal to be affixed hereto and attested by the [Clerk/Deputy Clerk] of the Board of Supervisors, and this bond to be dated the date first above written. (SEAL) Attest: [Clerk/Deputy Clerk], Board of Supervisors of the County of Chesterfield, Virginia [Chairman/Vice Chairman], Board of Supervisors of the County of Chesterfield, Virginia FEW GLY.`l t!'�►11/ 1 �1►i1 FOR VALUE RECEIVED the undersigned sell(s), assign(s) and transfer(s) unto (Please print or type name and address, including postal zip code, of Transferee) PLEASE INSERT SOCIAL SECURITY OR OTHER IDENTIFYING NUMBER OF TRANSFEREE: the within bond and all rights thereunder, hereby irrevocably constituting and appointing Attorney, to transfer said bond on the books kept for the registration thereof, with full power of substitution in the premises. Dated: Signature Guaranteed NOTICE: Signature(s) must be guaranteed by an Eligible Guarantor Institution such as a Commercial Bank, Trust Company, Securities Broker/Dealer, Credit Union or Savings Association who is a member of a medallion program approved by The Securities Transfer Association, Inc. (Signature of Registered Owner) NOTICE: The signature above must correspond with the name of the registered owner as it appears on the front of this bond in every particular, without alteration or enlargement or any change whatsoever. CERTIFICATE OF PRINCIPAL ADVANCES The amount and date of principal advances not to exceed the face amount hereof shall be entered hereon by an authorized representative of VRA when the proceeds of each such principal advance are delivered to the County. Amount Date Authorized Signature t 1Dk i °tis' A-5 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 October 18, 2017 Date Category Description Ad Size Total Cost 10/18/2017 Meetings and Events Take Notice Take notice that the Board of Supervisors of the Ce 2 x 22 L 213.00 TakeNotice Take notice that the Board of Supervisors of the Cou�y of Chesterfield, Virginia (the "County'7, at a regular meeting on Wednesday, October 2i, 417, at 6 pm. n the County Public Meeting Room 9 the Chester. field Administration Buildi% Route 10 and Lori Road, Chesterfield, Vir- ginia, will fab a public hearing where persons may appear and present their views concemng: The authorization of a VirgniaAirports RevdvN Fund loan administered by Virginia Resources Authority and issuance of the county's revenue bords for the purpose of financing the des'gn and replacement of the fuel farm atthe County Aapat, together with related expenses, in an amount not to exceed 52,000,000 I further information is desired, contact Mr. Klatt Harris, Director of Budget and Management, at (800) 748.1549 between the hours 0 830 a�ri. and SI pA d each regular business day. The hearing is held at a public facility designed to be aaessible to per sons with disabilties. My person with questions on tf�e accesdbility of the facil'ttyy a need fa reasonable accommodations should contact tan ice B Blakley, Clerk oft f the Board d Supervisors of the County, 9 (804) 7481X Persons neecin interpreter services for the deaf must nofiiy the Clerk of the Board of Supervisors of the County, by no later than Fn day, October 20, 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: f[7fiR[r7fi'7PIiyr1 The First insertion being given ... 10/11/2017 Newspaper reference: 0000619731 Sworn to and subscribed before me this � 2 I cY)n Nota 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 1 of I AGENDA Meeting Date: October 25, 2017 Item Number: 16.E. M PUBLIC HEARING: Consider the Exercise of Eminent Domain for the Acquisition of Property Within Plan of Crescent Park County Administrator's Comments: County Administrator: Board Action Requested: Authorize the County Attorney to proceed with eminent domain for the acquisition of 0.05 acres of land, more or less, including the filing of a certificate of deposit prior to eminent domain proceedings. Summary of Information: In 1928, L.E. Harvie, the developer of Plan of Crescent Park, reserved various 1 -foot strips of land adjacent to streets and alleys within the subdivision totaling 0.05 acres, more or less. These strips prevent the extension of utilities and access to adjacent properties and it is in the interest of the public that the County acquire these strips. Seven heirs to the property have been identified and staff has made contact with one of the heirs. An offer of $100 for each of the heirs' interest was made to the known heir. That offer has been refused, but no counter offer has been received. Staff will continue to negotiate with the heirs in an effort to reach an agreement. Approval is recommended. District: Bermuda Preparer: John W. Harmon Title: Real Property Manager Attachments: Yes No "VICINITY SKETCH ZO Is .� MIDIM112, - 01M MINK81MULOT QI N7114111 III N Chesterfield County Right of Way Office w E October 6, 2817 S I IIdq - 1 6,67 lall i10 Back 4 / Ch'-- Y / : \ 4 Y `i �Y4Y Ip° vim. ' / "1 •+, �Z3t 4Y4 4T r%wYQryC4 +' 'tA tiM 4Y ""G YRS Yop Y J \�,•}yC, : 2>0 ♦ it 4W y tiY 9 �„/JrI� i y'�,..- 40 'a ° 3oe ' E I 4 y Y ° I� �•`�' �' Y • {'> 4Y /.` \ / Y r✓ / r/ / / ro s � 4Y ''.. � +o >i. if pf Tos'd+^ o s,,F�, •>Y r6 ,� Y hr � Y ,^ C \`R h ti p F P 4 w P y h 1' 4Y P at 4 AN s` Ca*betf 47 i S y4 1p •♦`,} 2 �! ((_��vp. ♦ r '� o N Y z . p1�Y F Y� YY y4 "�V Y� 'p y'/•4, 4 I PO /a 4 M1 Y O Y ti? •P a`0 Kp `R 4p SGpTT 4f r, ti R � 4 /14jyp ; 4 s r v"47, Y NY •arty'' 4 \ 1' i PLAN OF CRESCENT.. ,� PARK 4ITUATED ,BETWEEN THE PETERSBURG a TURNPIKE & CENTRALIA ROAD tt1 SOUTH OF RICHMONDr� �>, DEVELOPED BY ,CH ESTE RFIELD COUNTY L.C. &J.S. HARVI E VIRGINIA REA LT.0RS Scale: i"=100' ► yb,/9Z8 RICHMOND ' V/RGINIA J. Temple, Wadatl! Cetrtffred C vi( Engrneen Graphical Scala RrchP"ond Vnyrnra s 6 1 8 9 Th< f•r•geinq abd,» en mp txe -tract of A—W Anewn .A cr<scmnr flc rk, bearvnq da+a mnetha 6'=r dad c Mal, +v.tl bi^a cans I,—, a lire cn.ai'mr Yr , antarnrnq of f/elf sh ss e, �n Be rn.uda H /sieriat D .r.r.t, h� q J,ntw.an "ac+he Boit Prrp<rry txc amaa rt,, tad the Pcf•reb✓w 7ernpkw and txs Crnfra/r• W. ba.nq fa»A wx�m a <enr•vad fa L.E Nar r,. by dem: datad n A. ua.kP, lfrrn e`A4o anI * c orda4 + Jelin 81.+r Malar Spee+al Comm '+" a S.S. ¢eartr ✓d co.niy Curr, a B. / a psq ,nad• Aq /. nn�pl. nThr. prepay /r >•N ne.d a»/ pie Jed `aa. f�J+. �w wrrA Jxafr. w.di.+/, cerrrJaad C rJ Fngmm a»d +A ptet p,pNsrvre,+xs e enr and rn a.< .rdanu w,rx +A• s erre at >A mneeragnd nater s r•+d pr �ar7y; ae pre.rdr4 /n sect+on rsr>, eu•°f 'lAmnGot{m»Qf VinginiQ JO/o _ e .nhr tram ralrem JAw r,qA+and pew. fo Fa �<el;�p•fdewla anAq+nm+nfa ngr�r.J and }/rn.+am,ysndte h water, r and d.crc.., w..ra, Prr.m, w,n•m,P ra. nn,n tx. a•.m •i ,y .,✓ar ander r tA. rrra•'h ar.✓ alley¢ + nrAp%"'J1° .. vtno$ +hm f u•w,nq srgnar r< a»d gaol :- s..D t. [. Nam."•. State °f Y/nq+»+w, Crty of Rr cAmon� to-w+t:- +Fw e.r d ani• �.a•a+dab �B. B.Cr,..•,<heta`rAb/.a, andf<r �` Marry nrt�y 1Aaf l.,[.Narn., wxlaal *A l as w/ d7ad m,4. fay b farar >»s r my dariYAa i^_' day of Mayr ikr y, C+ty Mr. f'Grran knd.Y My ha»rd • 2}rl J•p /� /uf My ¢err.mia+/In mypr.a S•%ri?^bY O. B. Croe., NRarr lrbt/< Vragro+a.r tAe co.rr ix.rtarlr✓1 ce.»ty, tx• In fAa Chryf pyrae of w.rx fke cern riy . .tan,say y¢ Apy, Ns., th,•nr wac preae'.a and, f c` a/m/tJM ti r.¢atd at enc 'a/e+k.Y b.,. fYat�: d 6, AGLpCp/ I crark. Yaq p� Re /9z Y- "� 0 aw�Yd.,�Ce �Jt Q/ rBN -+H rsa_J.> kat.: Iron pq. -ford W. $dawn . q.. Br c CII I' u' In11I Ill II Idrfll. II! III nl UI ' :11lbMmi III+fi�.l .:.3:�i'l\�t.vF, �. ML'Illa� Wit. 4 elm s■.._..■ �■.MM —110 1p■upp■■�. ":11!11!1!!1■'1 11!lt110P1¢r'+ Ora r 5 1 enir,Ivt,plApiiii� it 1111111' ill Rticbmona Mmes-aispatirb Advertising Affidavit 300 E. Franklin Street Richmond, Virginia 23219 (804)649-6208 CHESTERFIELD COUNTY RIGHT OF WAY OFFICE 9840 GOVERNMENT CENTER PKWY. P.O. BOX 608 CHESTERFIELD, VA 23832 Account Number 6025752 Date October 19, 2017 Date Category Description Ad Size Total Cost 10/25/2017 Meetings and Events Take Notice That on October 25, 2017, at 6:00 p.m. or as soon 2 x 16 L 87.00 Tk ke That on odk b, 2811, 969 pap. a as ion fhereaiter 6 maybe W tla 6oad d * isas d Chesterfield Cagy at Is regola meeting n the Mk We4 Roan dCfie Web CO, Vi. *n r CmR& rdaererdsedffWdalpforNm0tion0 oropatyltPWdU5XM ida*N legs* tliepropMy ae*b non fie io ba Rod way n Chestdfi�l Cally, YirgrMla, aid �y be a by �i iteres�d pans bdween the haps of � am ad � pm, IAordar �r The af>e�atapuhfmfaddesignedtobeaaessi�top�. saawidi'�A�p�onsw�lqu�tiOnsm�+eaa,�sibi�d t� filglly a reed fa ible �conliio�tions sfiiadld cadact Ian � � 8laldey, Cldiito the Goad � 111201. Pixssaa needing iiter prteter semas �r tl� deaf plat ia6iy tla � to tla Board no later dianO�Ober2a2011 Publisher of the Richmond Times -Dispatch This is to certiy that the attached Take Notice That on Octob was published by the Richmond Times -Dispatch, Inc. in the City of Richmond, State of Virginia, on the following dates: 10/19/2017 The First insertion being given ... 10/19/2017 Newspaper reference: 0000633617 Swom to and subscribed before me this Notary Oubric 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 31 202' THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of I AGENDA Meeting Date: October 25, 2017 Item Number: 16.F. Subiect: PUBLIC HEARING: Request to Quitclaim a Portion of Deerhill Road County Administrator's Comments: County Administrator: Board Action Requested: Authorize the Chairman of the Board of Supervisors and the County Administrator to execute a deed to quitclaim a portion of Deerhill Road. Summary of Information: Mach 39, LLC has requested the quitclaim of 0.569 acres of Deerhill Road as shown on the attached plat for the development of Deerhill Road Storage Yard. This request has been reviewed by county staff. Approval is recommended. District: Clover Hill Preparer: John W. Harmon Title: Real Property Manager Attachments: 0 Yes F-1 No # VICINITY SKETCH PUBLIC HEARING: Request to Quitclaim a Portion of Deerhill Road Chesterfield County Department of Utilities d9fth . N VN -N:11 11 i Cl CIO �O NA - A 99 Ile OMY 01AVIV I rm ny roil 8V 077 SAl8ldoyd Owy ozom sozi/ v w roil BO ew-IS8-17AW 977 we -lbw 7M47330 --ZO;IJ 5xv OICY 0 M*. 77 SV0VLbY 7 i Cl CIO �O NA - A 99 Ile 0 C�5 :3z 0 Ewa 05 L4 -Z, z G C,5 R 9 Z- Qj Ls i V 8 �O NA - A 99 0 C�5 :3z 0 Ewa 05 L4 -Z, z G C,5 R 9 Z- Qj Ls i V 8 Ile 0 C�5 :3z 0 Ewa 05 L4 -Z, z G C,5 R 9 Z- Qj Ls i V 8 5xv 1z 0 C�5 :3z 0 Ewa 05 L4 -Z, z G C,5 R 9 Z- Qj Ls i V 8 Judi oub ;r3me.s—DisviatO Advertising Affidavit 300 E. Franklin Street Richmond, Virginia 23219 (804) 649-6208 CHESTERFIELD COUNTY RIGHT OF WAY OFFICE 9840 GOVERNMENT CENTER PKWY. P.O. BOX 608 CHESTERFIELD, VA 23832 Account Number 6025752 Date October 18, 2017 Date Category Description Ad Size Total Cost 10/2412017 Meetings and Events TAKE NOTICE That on October 25, 2017. at 6:00 p.m. or as sc 2 x 15 L 82.50 1XIMI TWarOtlaber4?011,atEtAar6sooniflE ffasmayk heard tlh Bond dSitper Z of Cher W Cod t rmlir meg phcce n tlh A�� 11ee�tg Room of C�fhid Cony, Vr gira, wiN the Qom+ d a pal � Oee�rll � k�aahiha r�arpdm�g �h qualm r; � � m the R� of Way Cf� rlCfi�f�dC,Y�me,ladmaybeP�mlraedbyaNi�re�ed P* 6etrRer the louts of l�0 am atd 5 00 pm ldonday tlro�h � y. ' ahe�atapubicla�l�di�gaediokletapei• say �� Arai persons rah ques6ats oa dh acia'ss�ti y � tfp or reed fa � sl�,� coalatit � Mx I ht, CSC to h Boatel, at 141M. Person RA Iden• iter S4tY�f � d� �� Igtlfy tlh Clek �dh Boyd rOl�r ihanOcrober�,�li. Publisher of the Richmond Times -Dispatch This is to certify that the attached TAKE NOTICE That on Octob was published by the Richmond Times -Dispatch, Inc. in the City of Richmond, State of Virginia, on the following dates: 10/1812017 The First insertion being given ... 10/18/2017 C, Newspaper reference: 0000631815 Sworn to and subscribed before me this Nota Public Supervisor Klmberly S. Harris NOTARY PUBLIC State of Virginia Gommonwealth of Virginia votary Registration Number 356753 City of Richmond :ommiss on Exwres January 31 202' My Commission expires THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 16.G. ----m Submect: PUBLIC HEARING: To Consider the Conveyance of Rights of Way and the Commonwealth of Virginia, Department of Transportation and Virginia Electric and Power Company for the Route 1 Traffic Turnlane Project at Happy Hill Road County Administrator's Comments: County Administrator: Board Action Requested: Easements to Easements to Signal and Approve the conveyance of rights of way and easements to the Commonwealth of Virginia, Department of Transportation and easements to Virginia Electric and Power Company for the Route 1 Traffic Signal and Turnlane Project at Happy Hill Road, and authorize the Chairman of the Board and County Administrator to execute the deeds and easement agreements. Summary of Information: The Virginia Department of Transportation is requiring that the county convey rights of way and easements for the Route 1 Traffic Signal and Turnlane Project at Happy Hill Road. A public hearing is required to convey county property. Approval is recommended. District: Bermuda Preparer: John W. Harmon Title: Real PropertV Manager Attachments: Yes —1 No # F J. f � (I'll `INT' STI PUBLIC HEARING: CONSIDER COftV'ETAACE of RIGHTS OF �- . - ACOMPANY, fdr the ROUTE 1 TRAFFIC SIGNAL, TURNLANE PROJECT - iy; h 11 4 LU LL I LL 40 _ .788 ac to be conveyed �X21 ac to be conveyed wlternporary construction easement and 002acutilit VEPCO easement. f_._ —_ ..:x,__.._...028 ac to be conveyed _ �........ witemporarp construction easement ......._ 1^82 ac tc�u tom. cctnveye-d- '.....4. �t �.__ i V �0.0 14 ac to be conveyed N Chest&fiald Count] DepaztmEnt of utilities W"N E mp S 1 h:M — 416,67 'Peal '"', $1 "ti. 1 � � By 175 JL 1 qhs 1 qhs AT FN W W, IDMIR N 'z lei 116 awa SAE laf" c�Up 9133X" OJ£7JY1S 3NR+fUI/R �ffi� ,,g . zipp : r � AAgdliA? N3fNS'd'.? 3X1 O Isfy wy lei +� Ci dN � � t�� za„„ •* ,.t t r ' '. J d ,, �' too 001h, � a .` a Yi t Imo t ' ® Wit him " 1A� ,I1� at t a fj CJ a g� as S` E %,,; ! � -• ,• ..a �W l! a 0110 full I , r GO Ila �4 NI -LL 1 dcr a. s N ,19 r� V€ ` ... _ ur 1 ja E 3 of 9� "y' � x s 1 1 I I 33F 33 ��ryry �� X�,• t � � . `s'° �� a�:+�� 'cbk13Ud3k `3,:0.}411 � '. �� is 1i1i1il xu$' (SQA f., 2CC� i s f s f Fl� IM S Y 33385 WDM Y15 3 mgmj n A, I I t t 61D cr. zoo '1 9 Lg-VHS W471VJS 3NRP3lVX I c v5 13 6 C, Cz 6i I t t uj cr) (1) u D z <[ :D LLJ woz W G9 4: 4 <r , U zoo '1 9 Lg-VHS W471VJS 3NRP3lVX Cr a W CL w cc wor I O o 2 a. �ffitl (f) u F z X =)w - IT {q w � moo I O o 2 zw, (f) u F z X =)w - IT {q w � moo Q ----------- Tz' -w H So� M z z I yl 4 ODD ell 9 o {q � Q ----------- HIM iroN TAY 0030 6 - uv Ix-jw 9 yl 4 ODD ell 9 {q � Q ----------- iroN I'd If/ LI I 'I- t N. yl 4 ODD ell 9 _11-i0mod eimes-DispatO Advertising Affidavit 300 E. Franklin Street Richmond, Virginia 23219 (804)649-6208 CHESTERFIELD COUNTY RIGHT OF WAY OFFICE 9840 GOVERNMENT CENTER PKWY. P.O. BOX 608 CHESTERFIELD, VA 23832 Account Number 1 6025752 Date October 18, 2017 Date Category Description Ad Size Total Cost 10/24/2017 Meetings and Events TAKE NOTICE That on October 25, 2017. at 6.00 p.m. or as sc 2 x 18 L 96.00 TAKE NOTICE Tlat on Ootoba 4 2017, 9 d pA or as soon toter as may be Dead the Board d d tie S�lerasas W County at its logdar 9 n the it Klee411g Room of l)Iestafied County, Ylr• gtoa ra camiWer the conreW of rgfAs d Way ad plaits to N=NW d Deparbnalt of Tri lioitabai ad Ease mads ffi ftt Eft and Pw Colop for tie Rabe 1 Traffic EZMEA. 't� owerance � on f k m h Rit of Way I• Ver* and mg ke etamllled by a8 bta• 6w I ktweal h hm of 830 am and im pm, fty Tv � Wd d a pudic fart�j d6 d to keaa�siDk to per. soleAnypaste N p tmson&am?Obkyd "I J& r tonshoub Jml•� t 1y, Clak td 11&1200 Pawls erg h"'pets rani sPathe oo the (Oak to dre Board Iola tlorlOtloba10,2011. Publisher of the Richmond Times -Dispatch This is to certify that the attached TAKE NOTICE That on Octob was published by the Richmond Times -Dispatch, Inc. in the City of Richmond, State of Virginia, on the following dates: 10118/2017 The First insertion being given ... 10/18/2017 Newspaper reference: 0000631820 Sworn to and subscribed before me this No ry Public Supervisor Kimberly B. Herds NOTARY PUBLIC State of Virginia Commonwealth of Virginia Votary Registration Number 356753 City of Richmond ,nmmissmn Expires January 31 20?' My Commission expires THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 2 h1749 Meeting Date: October 25, 2017 Item Number: 16.H. Subiect: Hold a Public Hearing to Consider Appropriation of Funds for the Magnolia Green Community Development Authority Road Widening Project County Administrator's Comments: County Administrator: Board Action Regueste Following the public hearing, the Board is requested to appropriate $25,000,000 in anticipated Magnolia Green Community Development Authority reimbursements. Summary of Information: The Lower Magnolia Green Community Development Authority (CDA) was created in 2007 in order to help finance certain transportation infrastructure improvements related to the development of a master planned community known as Magnolia Green. On May 28, 2008, the Board appropriated $2M in State funds transferred from the Route 360 West Project, and authorized staff to proceed with right-of- way acquisition and environmental permitting for the Magnolia Green Community Development Authority Road Widening Project. (Continued on next page) Preparer: Jesse W. Smith Title: Director of Transportation Preparer: Matt Harris Title: Director of Budget and Management Attachments: ■ Yes 1-1 No # 0002is CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 2 of 2 AGENDA Summary of Information: (continued) Due to the economic downturn, construction of the road improvements was delayed. On April 9, 2015, $28,070,000 in bonds were issued and sold by the CDA. The developer of Magnolia Green, iStar, also contributed $3,000,000. By agreement with the CDA as approved by the Board of Supervisors, the County is contracting to build the road improvements and will oversee the project just as it would any other County project. The project designs are complete, right-of-way has been acquired and utilities are currently being relocated. The project is on schedule to be advertised in December 2017, bids received in February 2018, construction to begin in May 2018 and be completed by May 2020. Recommendation: Staff recommends the Board take the following actions: 1. Following the public hearing, appropriate $25,000,000 in anticipated Magnolia Green Community Development Authority reimbursements; and 2. Authorize the Director of Procurement to award a construction contract, up to $20,000,000, to the lowest responsive and responsible bidder; and 3. Authorize the Director of Procurement to execute all necessary change orders for the work, up to the full amount budgeted for the project. District: Matoaca 300219 MAGNOLIA GREEN COMMUNITY DEVELOPMENT AUTHORITY ROAD WIDENING PROJECT ESTIMATE Preliminary Engineering $0 Utility Relocations $3,945,266 Construction $18,757,800 Construction Contingency $1,171,466 Construction Engineering & Inspection $1,125,468 Total $25,000,000 REVENUE PROPOSED: Anticipated Reimbursements from the Magnolia Green Community Development Authority $25,000,000 Total $25,000,000 ,1.-, I ' t MAGNOLIA GREEN COMMUNITY DEVELOPMENT AUTHORITY ROAD WIDENING PROJECT 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 October 18, 2017 Date Category Description Ad Size Total Cost 10/24/2017 Meetings and Events TAKE NOTICE Take notice that the Board of Supervisors of Ch 2 x 18 L 96.00 TAKE NOTICE Take notice that the Board of SiIpertnsors of CheOld Cowty, W. ginia, at an adjourned meeting on Wedoesday, October B, N17 at 6 pun, in the CDO Public Meeting Room at the Chesterfie1d Adminustra• hon b1diq, Route 10 and 10 Road, Chesterfield, Vgirlia, will hold a public hearing to consider. Appropriation of MW00 in anticipated Magnolia Great Community WopmentAut ka reintursements for the MIiaGmenCommunitybelopmentAuthor4Road W iq project If fabler information is desired, please contact the TraWrtation De• paolmcof at (804)14&1031, Theheari is hold at a public fadi4 designd to be aaessible to per sons witlr isabilhies. Any persons Oth questions on the accessibility of the fadI'ity or the need for reasonable accommodations shodd con• tact lana Blaldey, Clerk to the Board, at 748.1200. Persons needing to- terpreter services for the k must notify the Clerk tothe Board no lat• er than friday, October 20,NIT 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: 10/18/2017 The First insertion being given ... 10/18/2017 Newspaper reference: 0000632141 Sworn to and subscribed before me this I lothry Public Supervisor State of Virginia City of Richmond My Commission expires Klmbsrly 8. Hauls 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 October 25, 2017 Speakers List Evening Session #1 (Following Presentation of Resolutions) 1. Judy Stoneman 2. Julie Ranson 3. Mike Uzel 4. Bradley all 5. Brenda Stewart 1. 2. Evening Session #2 (End of the Evening Agenda) 3. Ron Haves 4. Fredd Boisseau 5. Rodney Martin https://www.google.com/maps/d/viewer?mid=l 80S072QSF-JNxPiZvd3w9D 14i -I&11=37.... 10/24/2017 6d t s Secy Page 1 of 2 MegaSite effects on the Enon Areae. Y S peg key- Sign In MegaSite effects on th... �- This is a map showing the current and rk what I believe future impacts that the as� proposed Mega Site will have on truck 957 views GD Abe SHARE r Conservation DutchGap A. © Untitled layer Area Q Matoaca Mega Site ro JamesRiw V Meadowville Technology Pkwy F�- Chester wR ,I {; Route Truckers are attempting to take n... aa 4. 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Q '� L •p O O O �cJ � 7 C O _� W u� N N � a O ri r -i O N 111 N O r -i z � v H� 8 A u •� a.,,; x E a u W N u L r 3 a- 9 L o` ❑ cis = a ' `� E o$ WcIc nL�� N uE E-CCm•C� EI E �•�Sjs s E'9 "Z •= c E o y� O ri r -i O N 111 N O r -i Y._ a v � !E � E•� v o o,c o` o.a E e z °u° � ao � Fs u E � F u c O L 41 in W y^ O r0 C A 4 d 3 4 ery G N U 3' E.2 t •c c .25 E v Cd y i+ u �p -m u o o ,ti y= y y c t y e E O �' o Q c n -E E o 3 w E S .•cu, v �i aci � - W o E e u L.evIEEE '`.`_ T" `� ro.g" .to. °"o �+ •>'=K�n.'�' �' vl m,5 $ E tc Qu.Ta wo` gyp o�� d v5c u�°oy a .E .a gnu` V 1 j a u M y i co �t `L^W T n� W 4—J nN C— u V o 11 A u4 5W O N ri O N Ln N O r -i u4 .A W � C p ^L W C� E ., L � +-+ O O � ^� rl E i� a--+ O O 4-J U m a -J O > V N .j E aj o E 4- a� E cn .�^ O }, V • N ri O N Ln N O r -i CHESTERFIELD COUNTY BOARD OF SUPERVISORS Page 1 of 1 AGENDA Meeting Date: October 25, 2017 Item Number: 19. Subiect: 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 the Board of Supervisors meeting to be held on November 15, 2017, at 2:00 p.m. in Room 502 at the County Administration Building. Preparer: Janice Blakley Attachments: 1:1 Yes Title: Clerk to the Board No # 22