The URL can be used to link to this page

02-27-1991 PacketBOARD OF SUPERVISORS MAURICE B, SULLIVAN, CHAIRMAN MIDLOTHIAN DISTRICT C. F. CURRIN, JR., VICE CHAIRMAN BERMUDA DISTRICT G. H. APPLEGATE CLOVER HILL DISTRICT HARRY G. DANIEL DALE DISTRICT JESSE J, MAYES MATOACA DISTRICT CHESTERFIELD COUNTY P.O. Box 40 CHESTERFIELD, VIRGINIA 23832-0040 LANE B. RAMSEY COUNTY ADMINISTRATOR FROM: SUBJ:. DATE: The Honorable Members of the Board of Supervisors,,%/ ~ Joan S. Dolezal, Clerk to the Board of Supervisor~-~/~'2 Clarification to February 13, 1991 Minutes Regarding the Upper Swift Creek Water Quality Ordinance February 22, 1991 At the February 13, 1991 Board meeting, there was discussion to adopt the proposed Upper Swift Creek Water Quality Ordinance with modifications to include utilizing the adopted Chesapeake Bay Preservation Act Ordinance standards. There was discussion relative to phosphorus levels of 0.50 lbs. per acre per year for multi-family and non-residential development and 0.45 lbs. per acre per year for residential development. Subsequent to the discussion, Mr. Currin made a motion indicating adoption of said ordinance reflecting phosphorus levels 0.50 lbs. per acre per year for multi-family and non-residential development and 0.45 lbs. per acre per year for residential development. Since it was the intent of the motion that the ordinance be consistent with the Chesapeake Bay Preservation Act standards, it is noted that the minutes reflect "0.44 lbs. per acre per year for residential develop- ment'' which is consistent with the Chesapeake Bay standards rather than "0.45 lbs. per acre per year for residential development" (Page 8, Line 18, February 13, 1991 minutes), as mentioned during the discussion. CC: Mr. Richard Sale, Deputy Administrator, Community Development Mr. Steve Micas, County Attorney Mr. Tom Jacobson, Director, Planning CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: SUBJECT: February 27, 1991 ITEM NUMBER: Nursing Home Accreditation 4 on. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Chesterfield County Nursing Home recently received full accreditation by the Joint Commission on Accreditation of Health Care Organizations. Of the nearly 23,000 Long Term Care facilities in the Nation, less than 1,200 are accredited. Jake Mast and his top staff will be in attendance. ATTACHMENTS: YES ~ NO ~1. SIGNATURE: Robert L. Masden Deputy County Administrator COUNTY ADMINISTRATOR O1 BOS-9891 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA February 27, 1991 MEETING DATE: ~UB4ECT: COUNTY ADMINISTRATOR'S COMMENTS ITEM NUMBER: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff met with the individual members of the Board Budget and Audit Committee, Mr. Daniel and Mr. Mayes, on February 19, 1991 to review the results of the audit of the County's 1990 financial statements. Representatives of the independent audit firm, KPMG Peat Marwick, also attended the meeting with Mr. Mayes. The auditors have issued opinions that the financial statements prepared by the County's Accounting Department were fairly stated and that no major weaknesses were noted during the audit process. PREPARED BY; ATTACHMENTS: YES [] NO [] SIGNATURE: COUNT~TRATORADMIN O0 O2 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: February 27, 1991 ITEM NUMBER: SUBJECT: County Administrator's Comments 4.Co COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to Chesterfield County, Virginia for its annual budget for the fiscal year beginning July 1, 1990. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as an operations guide, as a financial plan and as a communications device. This is the seventh consecutive year that Chesterfield County has won the Distinguished Budget Presentation Award. ATTACHMENTS: YES r-I , ~ames J. L. Stegmaier Director, Budget Management Ro34 (bosl) 00 03 SIGNATURE: COUNTY ADMI NISTRATOR BOS-9891 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: February 27, 1991 ITEM NUMBER: 11 .A. SUBJECT: Appropriation of Funds for a Feasibility Study and Schematic Design Documents for the Henricus Historical Park Visitor Center COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Mr. Co F. Currin, Jr. Bermuda District Board Member, is requesting the Board of Supervisors to allocate $19,000 for schematic design work for the Henricus Historical Park Multipurpose Center. The Parks and Recreation Department and the Henricus Foundation have reviewed proposals for a feasibility study and schematic design documents for the construction of a multipurpose center to be located at Henricus Park. This center is planned to house visitor center operations, museum exhibit space, and theater production facilities. RECOMMENDATION: ATTACHMENTS: YES O Mr. Currin recommends that funds in the amount of $16,000 be appropriated from the General Fund Balance. The Parks and Recreation Department recommends that the remaining funding come from the following sources: $1,500 from the Bermuda District Three Cent Road Fund and $1,500 from Bond monies allocated for improvements to Point of Rocks Park. The Henricus Foundation will contribute an additional $10,000 to complete the study. M.D. "Pete" Stlth, Jr. Director, Parks & Recreation SIGNATURE: __ COUNTY ADMINISTRATOR O0 32 BOS~9891 Board of Supervisors Agenda Item Re: Feasibility Study for the Henricus Historical Park visitor Center February 27, 1991 Page 2 BUDGET AND MANAGEMENT COMMENTS Proposed county funding for this project comes from the following sources: 1. General Fund Balance - Mr. Currin $16,000 has requested that this amount be allocated for this project. 2. 1989 Point of Rocks Park Bond Funds $ 1,500 Ail work originally proposed for the Point of Rocks project will be done; construction costs have been lower than anticipated leaving excess funds of $1,500. 3. Bermuda District Three Cent Road Funds $ 1,500 Total $19,000 The 1991-1995 CIP includes $750,000 in FY93 to complete an access road and parking area to Henricus Park. Completion of this project is subject to approval of a bond referendum and availability of debt capacity. BOARD ACTION REQUIRED: Reallocate funds within FY91 budget according to the schedule above. James J. L. Stegm~ier~ DiZector Budget ~'Management O0 33 Rll8/Bos3 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE : February 27, 1991 ITEM NUMBER: 9.Be SUBJECT: Adoption of a Resolution Requesting that the Revenue Resources and Infrastructure Committee Consider a Referendum to Approve a Charter Amendment Permitting the Imposition of Impact Fees COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. Daniel has requested that the Board adopt the following resolution: WHEREAS, since 1970 Chesterfield County has experienced rapid residential growth with much of that growth being of school age; and WHEREAS, such growth creates demand for capital improvements in such areas as schools, roads, libraries, parks and fire stations; and WHEREAS, tax revenue received from residential growth has not paid for the cost of necessary capital facilities necessitated by such growth; and WHEREAS, in spite of increased debt approved in prior bond referendums and increased revenues, the County will have difficulty in providing sufficient resources to meet those capital needs in the coming decade; and (continued) PREPARED BY; ATTACHMENTS: YES r"l SIGNATURE: O0 18 COUNTY ADMINISTRATOR BOS-9891 AGENDA ITEM February 27, 1991 Page 2 WHEREAS, impact fees on new residential construction is one mechanism to provide revenue to meet a portion of the capital demand created by new residential growth; now therefore; BE IT RESOLVED that the Board of Supervisors instructs the Revenue Resources and Infrastructure Committee to review the desirability and form of General Assembly approval of a Charter amendment to permit the Board of Supervisors to impose impact fees. Such recommendation should be made to the Board of Super- visors no later than June 1, 1990 and should be finalized after holding at least one public hearing and soliciting broad-based public opinion. After reviewing the Committee's recommendation and public hearing, the Board of Supervisors should hold a public hearing on whether to include the authority to impose impact fees within the County Charter and no later than August 30, 1991 request that the Circuit Court place the question on the ballot at the November general election. SLM/bam5122:B44(3/4) 00 17 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27, 1991 ITEM NUMBER: 9 .C. SUB4ECT: Adoption of a Resolution Requesting that the Revenue Resources and Infrastructure Committee Consider a Referendum to Approve a Charter Amendment Permitting the Imposition of a Meals Tax COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. Daniel has requested that the Board adopt the following resolution: WHEREAS, since 1970 Chesterfield County has experienced rapid residential growth with much of that growth being of school age; and WHEREAS, such growth creates demand for capital improvements in such areas as schools, roads, libraries, parks and fire stations; and WHEREAS, tax revenue received from residential growth has not paid for the cost of necessary capital facilities necessitated by such growth; and WHEREAS, in spite of increased debt approved in prior bond referendums and increased revenues, the County will have difficulty in providing sufficient resources to meet those capital needs in the coming decade; and PREPARED BY;- ATTACHMENTS: YES [] SIGNATURE: 00 COUNTY TRATOR 18 BOS-9891 AGENDA ITEM February 27, 1991 Page 2 WHEREAS, a meals tax dedicated exclusively to school capital needs is one mechanism to provide revenue to meet a portion of the school capital demand created by new residential growth; and WHEREAS, when the original Charter was proposed in 1986 a meals tax was proposed and rejected and when a referendum was placed on the ballot in 1988, the public voted against a meals tax by a vote of 55% against and 45% in favor and thereafter individual delegates in the General Assembly from across the state have criticized the County for not meeting its revenue needs by imposing a meals tax; now therefore; BE IT RESOLVED that the Board of Supervisors instructs the Revenue Resources and Infrastructure Committee to review the desirability and form of General Assembly approval of a Charter amendment to permit the Board of Supervisors to impose a meals tax. Such recommendation should be made to the Board of Super- visors no later than June 1, 1990 and should be finalized after holding at least one public hearing and soliciting broad-based public opinion. After reviewing the Committee's recommendation and public hearing, the Board of Supervisors should hold a public hearing on whether to include the authority to impose a meals tax dedicated exclusively to school capital needs within the County Charter and no later than August 30, 1991 request that the Circuit Court place the question on the ballot at the November general election. SLM/bam5124:B44 00 19 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: SUBJECT: February 27, 1991 ITEM NUMBER; 11 .J. Lunch at 12:00 noon at the Holiday Inn Koger Center COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Board will be joining representatives of the Metropolitan Richmond Convention and Visitors Bureau for lunch to discuss items of mutual concern. PREPARED BY; ATTACHMENTS YES F1 SIGNATURE: COUNTY ADMINISTRATOR 00 92 BOS-9891 '". p.;, CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27:1991 ITEM NUMBER: SUB41~CT: Resolution Recognizing Robert Doyle Upon His Retirement Yon. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Whereas, Robert Doyle retired from the Chesterfield County Police Department on January 1, 1991; and Whereas, Robert Doyle provided 26 years of quality service to the citizens of Chesterfield County; and Whereas, Robert Doyle served the County in the capacity of Patrol Officer, Investigator, and Police Sergeant, where he developed his abilities in Patrol Techniques, Accident Investigation, and Criminal Investigation; and Whereas, Robert Doyle, along with other members of the Police Department, was involved in the initial formation of the successful Crime Solver's Program; and Whereas, Robert Doyle 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 Robert Doyle's diligent service. ATTACHMENTS: YES n NO ~1 SIGNATURE: Frederick W. Will-is, Jr. Director, Human Resource Management COU~I STRATOR ' 00 04 Resolution Recognizing Robert Doyle Upon His Retirement Now, Therefore, Be It Resolved, that this Board of Supervisors publicly recognized Robert Doyle, and extends on behalf of its members and the citizens of Chesterfield County their appreciation for his service to the County. And, Be It Further Resolved, that a copy of this Resolution be presented to Robert Doyle and that this Resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County. 00 05 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27:1991 ITEM NUMBER: 7.B. S..UB4ECT: Resolution Recognizing Barbara V. Tunstall Upon Her Retirement COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: WHEREAS, Barbara V. Tunstall will retire from the Office of the Commissioner of Revenue, Chesterfield County, on March 1, 1991; and WHEREAS, Mrs. Tunstall has provided twenty-five years of quality service to the citizens of Chesterfield County; and WHEREAS, Chesterfield County and the Board of Supervisors will miss Mrs. Tunstall's diligent service; and WHEREAS, Mrs. Tunstall has, throughout her many years of service, been a valued employee, providing the citizens of Chesterfield County assistance with state income, business license, and personal property taxes; and WHEREAS, Mrs. Tunstall's kindness, compassion, and willingness to offer her services has been appreciated by taxpayers and employees alike. ATTACHMENTS: YES ~ NO r-I PREPARED Frederick W. Willis, Jr., Director Human Resource Management SIGNATURE: O0 06 COUNTY ADM I NI STRATOR BOS-9891 Resolution Recognizing Barbara V. Tunstall Upon Her Retirement Page 2 NOW, THEREFORE, BE IT RESOLVED, that this Board of Supervisors publicly recognizes Mrs. Tunstall and extends on behalf of its members and the citizens of Chesterfield County their appreciation for her service to the County. AND, BE IT FURTHER RESOLVED, that a copy to this Resolution be presented to Mrs. Tunstall and that this Resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. O0 07 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: SUBJECT: February 27, 1991 ITEM NUMBER: 7. C. Resolution Honoring Jo¥ce S. Quaiff Upon Her Retirement COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION: Mrs. Quaiff, after forty years of service with Chesterfield County, is retiring March 1, 1991. RECOMMENDATION: Adopt the attached resolution honoring Mrs. Quaiff. ATTACHMENTS: YES ~ NO D SIGNATURE: PREPARED ~'Robert ~. Masden ' Deputy County Administrator COUNTY ADM I NI STRATOR O0 08 BOS-9891 RESOLUTION WHEREAS, Joyce S. Quaiff will retire from the Department of Social Services on March 1, 1991; and WHEREAS, Joyce S. Quaiff has provided over 40 years of dedicated and quality service to the citizens of Chesterfield, of which several years were served with the Chesterfield Public School System and 37 years with the Department of Social Services; and WHEREAS, Joyce S. Quaiff has served in various administrative capacities within the Department of Social Services through part time and full time positions, and most recently as Chief of Administrative Services, managing the daily operations of twenty- two administrative support personnel; and WHEREAS, her knowledge of complex public welfare budgetary and financial matters has benefited the Department and County through efficient and effective utilization of financial resources; and WHEREAS, Joyce S. Quaiff has demonstrated the highest degree of responsibility and dedication to her job, to the goals of the Social Services Department and County, and to the provision of services to the Department's recipients; NOW, THEREFORE BE IT RESOLVED that the Chesterfield Board of Supervisors publicly recognizes Joyce S. Quaiff and expresses on behalf of its members and the citizens of Chesterfield their appreciation for her services to the County; and extends best wishes in her retirement; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Joyce S. Quaiff and that this Resolution be permanently recorded among the papers of the Chesterfield Board of Supervisors. 00 09 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA February 27, 1991 MEETING DATE: ITEM NUMBER: SUBJECT: Hearings of Citizens on Unscheduled Matters or Claims COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Mrs. Terry M. Fink has requested an opportunity to address the Board regarding impact fees. (See attached.) PREPARED BY; ATTACHMENTS: YES I~ NO [] SIGNATURE: O0 10 COUNTY ADMI NISTRATOR BOS-9891 Terry M. Fink 4913 Tulip OakRoad Chesterfield, Virginia 23832 804-275-2455 February 20,1991 Dear ~[r. Ramsey, Please accept this letter as my formal request to be allowed several minutes of speaking time at the Chesterfield County Board of Supervisors meeting scheduled for February 27, 1991. If the agenda has not yet been filled, I would appreciate not more than five minutes in which to approach the Board regarding impact fees, and the dire need to stabilize the financial outlook of the school system. Thank you for your consideration of my request. Sincerely, (Mrs.) Terry M. Fink O0 11 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE' February 27, 1991 SUBJECT: Approval of the Purchase Athletic Complex ITEM NUMBER: 9 on. of Land for the Clover Hill COUNTY ADMINISTRATOR'S COMMENTS: BOS-9891 SUMMARY OF INFORMATION: Staff has negotiated a contract for the purchase of two parcels south of Lucks Lane for the Clover Hill Athletic Complex as follows: -D&M Partnership -Douglas R. Sowers and Susan S. Sowers 9.868 acres for $180,000.00 32.132 acres for $387,000.00 The total acquisition of 42 acres will be acquired at a cost of $567,000.00 or ~an average price of $13,500.00 per acre. The sale of the 32.132 acres is below seller's cost based on an analysis of recent sales in the area and information furnished by the Assessor's Office. The contracts are contingent on a closing prior to February 28, 1991. A cost of $6,650.00 per month, will extend the contract each month if closing exceeds that date. ATTACHMENTS; YES ~ This purchase is proposed as part of the 1988 Bond referenda. At that time, it was reco~ended that the County ac~ire and develop a facility to replace the currently leased property on Coalfield ~E~ED BY; M. D. "Pete" Stith~r. Director NS B Parks and Recreation 0000 2 SIGNATURE: ~ COUNTY ADMI NISTRATOR Board Agenda February 27, 1991 Page 2 Road, known as Coalfield Soccer Complex. It was also recommended that the acquisition and development of the Clover Hill Athletic Complex would provide for the construction of softball/baseball fields to meet the demand for such facilities in this area of the County. These are still our recommendations. Although we still have use of the Coalfield Road property, we could lose use of this property in the future. In addition, the demand for our facilities in this area has increased substantially in recent years. The acquisition of the Lucks Lane property would help us address some of this demand. RECOMMENDATION: Staff recommends that the Board approve this acquisition and authorize the County Administrator to sign the contracts and deeds accepting them on behalf of the County. DISTRICT: Clover Hill O0 18 ¥ICINITY SKETCH APPROVAL OF THE PURCHASE OF LAND FOR THE CLOVER HILT. ATHLETIC COMPLEX Church ,LEpiphan¥ 3NACAN HILLS BRIARCLI THEME] EXBURY DING STANWICK CASTLE GLEN SO~AR m.~ FF ~0 MAX(¥ OR WILLIAM GWYN O0 14 N Uw~ n W ~ o~ O0 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEET lNG DATE SUBJECT: February 27, 1991 ITEM NUMBER; 10.A. Public Hearing to Consider Appropriation of $760,000 from the City of Richmond for the Renovation and Addition of Bon Air Library. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION This item requests the Board of Supervisors to hold a public hearing to consider appropriation of $760,000 from the City of Richmond for their share of Bon Air Library renovation. This appropriation is consistent with the County's financial policies to appropriate funding at the time of construction award (when necessary). The Board is requested to award a contract for the addition to and renovation of Bon Air Library to Viking Enterprises, Inc., in the amount of $1,043,000. Viking Enterprises, Inc. was low bidder out of a total of 19 bidders. The work consists of a one story masonry veneer addition of approximately 7,000 square feet. and renovation of the existing 8,000 square feet. The per square foot cost of this project based on the low bid is $69.53. ATTACHMENTS: YES I~ The County entered into an agreement with the City of Richmond for the renovation of and addition to Bon Air Library. The city has paid $75,000 for its share of design costs. Because the contract for construction is ready to be awarded, the remaining city contribution of $760,000 needs to be appropriated. This amount is $60,000 more than the $700,000 which the city originally agreed to. The increase was necessary to cover the city's share of the amount by which the con[ract exceeds, the budgeted funds available. PREPARED B. ~- :_~_Wllliam_ ~. How~' --/ Director of General Services NO [] SIG NAT URE: 000O o COUNTY ADMI NISTRATOR BOS-9891 Board of Supervisors Agenda Item February 27, 1991 Subject: Public Hearing to Consider Appropriation of $760,000 from the City of Richmond for the Renovation and Addition of Bon Air Library. Page 2 ACTION REQUI~RO BY BOARD OF SUPERVISORS: To hold a Public Hearing on February 27, 1991 to consider appropriation of a $760,000 contribution from the City of Richmond for the Bon Air Library addition and renovation, and approve a contract with Viking Enterprises, Inc. in the amount of $1,043,000 for the work. BUDGET ANDMANAGEMENT COMMENTS: Total cost of the project is estimated at $1,589,500. The source of these funds is $691,000 in bond funds, $835,000 from the City of Richmond and $63,500 from Library operating funds. In order to cover the construction contract price of $1,043,000 within the budgeted dollars for the project, additional funding for furniture, shelving, and some moving costs had to be identified. These costs, totalling $123,500 will be paid from two sources: the library operating budget (about $9,000 from FY91 and about $54,000 from FY92) and about $60,000 as an additional contribution from the City of Richmond. This $60,000 has not been appropriated by the City as of February 15, 1991, but will be considered at a future meeting. The County portion of these funds are available from part-time funds because 2.5 full-time equivalents of the 10 full-time equivalents at the Bon Air Branch, will not be utilized when the branch closes for renovation. The remainder will be deployed at other branches until renovation is complete. ~mes J~. ~L. Ste~maier, Director ~udget and Management agenbon, gs 0 0 2 1 CASH FLOW, life to Date ~ 12/31/90 Jan 91 Feb 91 March 91 April 91 May 91 (Library Operating) June 91 (from Richmond) Total thru FY91 July 91 Aug 91 Sept 91 Oct 91 Nov 91 Dec 91 Jan 92 Feb 92 March 92 April 92 May 92 June 92 Total FY92 (Library Operating) BON AIR LIBRARY ADDITION Cash Cash Net Available Available ' Used Cash 766,000 142,000 624,000 10,000 614,000 130,000 484,000 70,000 414,000 70,000 344,000 14,000 150,000 208,000 750,000 100,000 858,000 672,000 59,500 100,000 817,500 100,000 717,500 170,000 547,500 70,000 477,500 70,000 407,500 50,000 357,500 50,000 307,500 100,000 207,500 207,500 0 0 0 0 0 ~ o 917,500 GRAND TOTAL 1,589,500 1,589,500 0 O0 22 RICHMOND, VIRGINIA 23 80a--649 6006 CHESTEFa'F ~i LD CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: February 27, 1991 ITEM NUMBER; 10.B. Public Hearing to Consider Appropriation of $1,806,800 in Bond Funds for the Addition and Renovation of the Mental Health/Mental Retardation Building and Award of Construction Contract. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION This item requests the Board of Supervisors to hold a public hearing to consider appropriation of $1,806,800 in bond funds for the addition to and renovation of the Mental Health/Mental Retardation Building. This appropriation is consistent with County's financial policies to appropriate funding at the time of construction award (when Necessary). The Board of Supervisors is requested to award a contract in the amount of $4,459,250 to Kenbridge Construction Company of Kenbridge, Va. Kenbridge was the low bidder out of 13 bidders. The work consists of an addition of 40000 square feet and renovation of the existing 8800 square feet building. The per square foot cost based on the low bid is $86.24. Current appropriations total $4,388,200. The balance needed is $1,806,800 for a total project cost of $6,195,000. These funds are part of bonds to be issued in 1991. Action Required By Board of Supervisors: To hold a public hearing to consider appropriation of $1,806,800, and award the construction contract to Kenbridge Construction Company in the amount of $4,459,250. ATTACHMENTS: YES ~ NO I-1 William H. Howell Director of General Services SIGNATURE: O0 23 C O~N I STRATOR ROS-9891 Board of Supervisors Agenda Item February 27, 1991 Subject: Public Hearing to Consider Appropriation of $1,806,800 in Bond Funds for the Addition and Renovation of the Mental Health/Mental Retardation Building and Award of Construction Contract. Page 2 BUDGET AND MANAGEMENT COMMENTS: The appropriation of $1,806,800 is needed at this time so that the contract for this project can be awarded. The attached cash flow chart shows that by the time the cash is needed in FY92 the bonds which are the source of funds will have already been sold and the cash will be available. In order to appropriate these funds, the Board of Supervisors must approve a separate item authorizing the issuance of bonds which will be sold no sooner than November of 1991. james J. L2 ~teg~aie~, Direc~r Budget an8 Management renomhmr.br 00 ~ 4 CASH Life to Date @ 12/31190 Jan 91 Feb 91 March 91 April 91 May 91 June 91 Total thru FY91 July 91 Aug 91 Sept 91 Oct 91 Nov 91 Dec 91 Jan 92 Feb 92 March 92 April 92 May 92 June 92 Total FY92 (Bonds Sold) (Interest) July 92 Aug 92 Total FY93 GRAND TOTAL FLOW, MH/MR/SA BUILDING Cash Cash Available Used Net Available Cash 4,388,200 420,000 20,000 20,00O 120,000 300,000 300,000 300,000 1,480,000 3,968.200 3,948,200 3,928,200 3,808,200 3,508,200 3,208,20O 2.908,200 1,511,800 295,000 400,000 500,000 500,000 300,000 300,000 300,000 400,000 4O0,00O 300,000 300,000 200,000 200,000 4,100,000 2,508,200 '2,008,200 1,508,200 1,208,200 2,420,000 2,120,000 1,720,000 1.320,000 1,020,000 720,000 520.000 615,000 500,000 1'15,000 615,000 115,000 0 6,195,000 6,195,000 O0 25 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27, ]991 ITEM NUMBER: 10.C. SUB4ECT: Public Hearing to Consider Amending the 1990-9] Utilities Capital Budget and Appropriation to Add Bermuda Hundred Industrial Wastewater System. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION For approximately one year, Utilities staff have been werkin~ with major industries in the Bermuda .Hundred area of the County for an extension of the County's wastewater system te serve their businesses. These major industries and other area property owners have agreed to pay all engineering and construction costs for such facilities, in advance, to the Department of Utilities. The Department of Utilities will, in turn, provide ~all management for the project, will make engineering and construction progress payments, and ultimately will operate the system as a public system. Participating industries and property owners already have deposited funds with the Department of Utilities in an amount sufficient to cover the engineering costs, and will be required to deposit the balance of the project cost prior to the construction contract's award. Since this is a County project, funded by depositors, the 1990-9] Utilities Capital Budget must be amended to include David H. Welchons Director of Utilities NO D SIGNATURE: ATTACHMENTS: YES ~ O0 26 COUNTY ADMINISTRATOR Agenda Item February 27, ]991 Page 2 this project, known as Bermuda Hundred Sewer Service Area, 89-0771, and an amount not to exceed $1,313,400.00 must be appropriated from developer contributions before the project can proceed. This project is not a development or assessment district. RECOMMENDATION: Staff recommends that the Board of Supervisors amend the ]990-91 Utilities Capital Budget to add the project known as Bermuda Hundred Sewer Service Area, 89-077], and to appropriate $1,313,400.00 from developer contributions. All Capital expenditures will come from monies deposited with the Department of Utilities in advance, by the participating industries and property owners. DISTRICT: Bermuda 00 27 /.- BER~iUDA HUNDRED SEWER SERVICE AREA SEP. VlCE .LRE,.& i w,~r ~LLOW ~T ~ t woooMON r WAL~T ~NOING WY 114 ~ ~O00PE~X E waLrUs OR ~ ~O wOOO~ EOGI w~EWA~ ~ 12 W~ORT CC O0 ;28 RI{ r~MOND. ,~-GIN~a 23293~-0001 80¢649~-6000 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA k. MEETING DATE : February 27r 1991 ITEM NUMBER: 10.D. SUB4ECT: Public Hearing to Consider Granting a Permit Pursuant to County Code Section 3-1 to Atlantic Ambulance Association COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Atlantic Ambulance Association has been operating in the County for several months without obtaining 1) zoning approval, 2) a business license or 3) County permit pursuant to ~ 3-1 required for all ambulance operations. Elwood Miller, representing Atlantic, has applied for both zoning approval and a business license, and is now requesting the special ambulance permit from the Board pursuant to County Code ~ 3-1. Atlantic provides non-emergency medical transportation for home-bound and institutionalized patients requiring treatment or transfer to another medical facility. They have two fully equipped ambulance vehicles operated by a staff of six. One staff member is a paramedic, and five are emergency medical technicians, two of which specialize in cardiac care. Atlantic is licensed by the State under § 32.1-150 of the Code of Virqinia. Recommendation: The Board recommends the issuance of a special ambulance permit to Atlantic Ambulance Association. ATTACHMENTS: YES ~" PCA:mlh9755a:N30 NO [] SIGNATURE: PREPARED BY; Steven L. Micas County Attorney 2-9 BOS-9891 County of Chesterfield Board of S~.per~sc~s P.O.box 40 Chesterfield VA 23832-0040 1-19-91~ Dear Board, Atlantic Ambulance Assoc. is a state certified EMS company. We are a "non-emergency" medical transport service company. We currently have two locations of operations. One is located in Hampton,VA and the other in Chesterfield county. We transport only non-emergency medial patients in accordance with the VA state codes. .We currently are operating two-three ambulances with a staff of 3 EMT-CT and 3 EMTs in the Richmond Chesterfield county service area. Our normal hours of operations are 7 AM to 7 PM with extended service being done after hours on a call by call basis. We have both professional,general, and auto liability insurance through Gregg-Miller Assoc./ Aztar Ins. We feel that there is a definite benefit to the community for this type service. First, it would help the medical providers, hospitals, doctors office, etc. as well as people in the community by getting the ill injured, and sick patient to there necessary appointments. Secondly, the rescue squads will benefit by our being able to handle the non-emergency cases so they can respond to the 911 emergencies. Thank you in advance for your consideration in approving us for a permit. Respectfully, ~lwood Miller if CC.Patricia C. Arrighi Assistnace County Attorney O0 30 BOARD OF SUPER¥1SORS MAURICE B. SULLIVAN, CHAIRMAN MIDLOTHIAN DISTRICT C. F. CURRIN, JR., VICE CHAIRMAN BERMUDA DISTRICT G. H. APPLEGATE CLOVER HILL DISTRICT HARRY G. DANIEL DALE DISTRICT JESSE J. MAYES MATOACA DISTRICT CHESTERFIELD COUNTY P.O. Box 40 CH ESTER FI ELD, V lRGI N IA 23832-0040 LANE B. RAMSEY COUNTY ADMINISTRATOR MEMORANDUM FROM: DATE: SUBJECT: Mr. Steve L. Micasr County Attorne~/~~ Deputy Chief F. Wesley. Do leza~,~/, '/,/~ , February 14, 1991 ATLANTIC AMBULANCE ASSOCIATION In response to the memorandum dated January 28, 1991 which I received from Patricia C. Arrighi, Assistant County Attorney regarding Atlantic Ambulance Association (copy attached) I offer the following comments. The operations officers of all (4) County Rescue Squads do not have a problem with Atlantic Ambulance Association operating in the County. However, they would be opposed if Atlantic Ambulances were allowed to provide any type of emergency medical transport in Chesterfield. This consensus was reached at a meeting held on February 13, 1991. If you have any questions in reference to this, please give me a call. Enclosure /olc 00 31 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: F~bruary 27; 1991 ITEM NUMBER: ll.B. SUBdECT: Adoption of a Resolution Authorizing the Issuance of $9,455,000 in General Obligation Bonds for County Capital Improvements COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In November of 1988, County voters approved the issuance of $165,800,000 in debt to fund school and County capital improvement needs. The County has already issued $85,625,000 in debt of the approved amount in order to fund the remaining approved capital projects. It is necessary to issue an additional $9,455,000 in general obligation bonds. Prior to issuing the bonds, the Board must adopt a resolution authorizing the issuance of the County's capital improvement bonds. (See attached resolution.) The County will issue $9,455,000 in 20-year general obligation bonds to be sold in the fall of 1991 at an expected interest rate between 6.5% and 7.5%. After sale of the bonds by public bid, the Board will be asked to approve the successful bidder. Recommendation: Approve the attached resolution authorizing the issuance of bonds totalling $9,455,000. ATTACHMENTS: YES ~ SLM/bam5t46 :B~4 NO D SIGNATURE: PREPARED BY; Steven L. Micas County Attorney O0 34 COUN TyC~~AD I NI STRATOR BOS-9891 2/12/91 A RESOLUTION AUTHORIZING AND PROVIDING FOR THE ISSUANCE, SALE AND DEIJVERY OF NINE MIIJJON FOUR HUNDRED FIFtY-FIVE THOUSAND DO!.!ARS ($9,455,000) PRINCIPAL AMOUNT OF PUBLIC IMPROVEMFNT BONDS OF THE COUNTY OF ~I~D, VIRGINIA, FOR VARIOUS PUBLIC IMPROVEMFfqT PROJECTS AND PROVIDING WITH RESPECT TO THE ISSUANCE AND SAt.~. OF AN EQUAL PRINCIPAL AMOUNT OF PUBLIC IMPROVEMENT BOND ANTICIPATION NOTES IN ANTICIPATION OF THE ISSUANCE AND SAI.F. OF SUCH BONDS BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF CHESTERFIELD, VIRGINIA: SECTION 1. Findings and Determinations. (a) Pursuant to Chapter 5 of Title 15.1 of the Code of Virgin/a, 1950 (the same being the Public Finance Act), an election duly called and held under the Public Finance Act in the County of Chesterfield, Virginia (the "County"), on November 8, 1988 and an Order of the Circuit Court of the County dated December 8, 1988, the County is authorized, inter alia, to contract debt and issue its general obligation bonds in the maximum amount of one hundred sixty-five million eight hundred thousand dollars ($165,800,000) for the following purposes: (i) General obligation bonds in the maximum amount of one hundred thirty-five million nine hundred thousand dollars ($135,900,000) to provide capital school improvement projects in the County; (ii) General obligation bonds in the maximum amount of eleven million six hundred thousand dollars ($11,600,000) to provide public safety improvement projects in the County, including a fire station and a police and fire training academy and related administrative facilities; (iii) General obligation bonds in the maximum amount of five million three hundred thousand dollars ($5,300,000) to provide park and recreation improvement projects in the County; (iv) General obligation bonds in the maximum amount of seven million one hundred thousand dollars ($7,100,000) to provide library improvement projects in the County; and (v) General obligation bonds in the maximum amount of five million nine hundred thousand dollars ($5,900,000) to provide mental health and mental retardation improvement projects in the County. O0 35 -2- (b) As of the date hereof, eighty-five million six hundred twenty-five thousand dollars ($85,625,000) principal amount of such general obligation bonds authorized by the voters of the County at the aforementioned election held on November 8, 1988 have heretofore been issued by the County pursuant to resolutions authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, October 11, 1989, January 24, 1990, as amended on September 26, 1990, and October 24, 1990, for the following purposes: (i) Sixty-five million one hundred eighty thousand dollars ($65,180,000) for capital school improvement projects in the County issued pursuant resolutions authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, October 11, 1989, and January 24, 1990, as amended on September 26, 1990; (ii) Six million five hundred twenty-one thousand dollars ($6,521,000) for public safety improvement projects in the County issued pursuant to resolutions authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, and October 24, 1990; (iii) Five million three hundred thousand dollars ($5,300,000) for park and recreation improvement projects in the County issued pursuant resolutions authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, January 24, 1990, as amended on September 26, 1990, and October 24, 1990; (iv) Four million four hundred forty-four thousand dollars ($4,444,000) for library improvement projects in the County issued pursuant resolutions authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, and October 24, 1990; and (v) Four million one hundred eighty thousand dollars ($4,180,000) for mental health and mental retardation improvement projects in the County issued pursuant to a resolution authorizing such issuance adopted by the Board of Supervisors on December 14, 1988, as amended on September 26, 1990, and October 24, 1990. (c) The Board of Supervisors deems it advisable and in the best interests of the County to authorize and provide at this time for the issuance, sale and delivery of nine million four hundred fifty-five thousand dollars ($9,455,000) aggregate principal amount of the general obligation bonds authorized for issuance by the voters of the County at the aforementioned election called and held in the County on November 8, 1988 for the following purposes: (i) five million seventy-nine thousand dollars ($5,079,000) to provide public safety improvement projects in the County; O0 39 -3- (ii) two million six hundred fifty-six thousand dollars ($2,656,000) to provide library improvement projects in the County; and (iii) one million seven hundred twenty thousand dollars ($1,720,000) to provide mental health and mental retardation improvement projects in the County. SECTION 2. Authorization of Bonds. For the purpose of financing the costs of the public improvement projects in the County, as authorized by the voters of the County at the election held in the County on November 8, 1988 and as described in Section l(c) hereof, there are hereby authorized to be issued, sold and delivered an issue of nine million four hundred fifty-five thousand dollars ($9,455,000) principal amount of general-obligation bonds of the County to be designated and known as ?ublic Improvement Bonds" (hereinafter referred to as the "Bonds"). The Bonds shall be issued and sold in their entirety at one time, or from time to time in part in series, as shall be determined by the County Administrator of the County. The Bonds may be sold at the same time as other general obligation bonds are sold by the County. The Bonds shall bear interest at such rate or rates per annum as shall be specified in the bid accepted by subsequent resolution of the Board of Supervisors for the purchase of the Bonds of such series, if any bid therefor be accepted. The County Administrator is authorized to determine, in accordance with and subject to the provisions of this resolution: whether the Bonds of any series shall be in fully-registered or book-entry form; the denomination or denominations of the Bonds; the method of numbering the Bonds; the date or dates of the Bonds; the interest payment dates thereof; the record dates for the payment of interest thereon; the maturity dates thereof; the amount of principal maturing on each maturity date; the place or places of payment thereof and the paying agent or paying agents therefor; the place or places of registration, exchange or transfer and the registrar therefor; and whether or not the Bonds shall be subject to redemption prior to their, stated maturity or maturities and if subject to such redemption, the premium, if any, payable upon such redemption and the respective periods in which such premiums are payable. SECTION 3. Appointment of Registrarg Payment of Bonds; Books of Regist~ Exchanges and Transfers of Bonds. (a) Appointment of Registrar. Subject to the approval of the Board of Supervisors by subsequent resolution adopted on the date of sale of the Bonds, the County Administrator is hereby authorized to select, for each series of Bonds, the registrar for the Bonds of such series (hereinafter referred to as the "Registrar"), which Registrar may be the County Treasurer. (b) Payment of Bonds. (i) At any time during which the Bonds of any series shall be in fully registered form, the interest on the Bonds of such series shall be payable by check or draft mailed by the Registrar to the registered owners of the Bonds of such series at their addresses as the same appear on the books of registry as of the record date for the payment of interest on the Bonds of such series, and the principal of and premium, if any, on the Bonds shall be payable at the principal office of the Registrar. O0 37 -4- (ii) At any time during which the Bonds of any series shall be in book-entry form, the principal of and premium, if any, and interest on the Bonds of such series shall be payable in accordance with the arrangements made with the depository for the Bonds of such series. (iii) The principal of and premium, if any, and interest on the Bonds shall be payable in such coin or currency of the United States of America as at the respective dates of payment is legal tender for public and private debts. (c) Books of Registry; Exchanges and Transfers of Bonds. (i) At all times during which any Bond remains outstanding and unpaid, the Registrar shall keep or cause to be kept at its principal office, books of registry for the registration, exchange and transfer of the Bonds. Upon presentation at the principal office of the Registrar for such purpose, the Registrar, under such reasonable regulations as it may prescn'be, shall register, exchange, transfer, or cause to be registered, exchanged or transferred, on the books of registry the Bonds as herein set forth; provided, however, that the Registrar shall not be required to do so with respect to any Bond after the close of business on the forty-fifth (45th) day next preceding any date fixed for the redemption of such Bond or any portion thereof. (ii) Any Bond may be exchanged at the principal office of the Registrar for a like aggregate principal amount of Bonds in other authorized principal amounts of the same interest rate and maturity. (iii) Any Bond may, in accordance with its terms, be transferred upon the books of registry by the person in whose name it is registered, in person or by his duly authorized agent, upon surrender of such Bond to the Registrar for cancellation, accompanied by a written instrument of transfer duty executed by the registered owner in person or his duly authorized agent, in form satisfactory to the Registrar. (iv) All transfers or exchanges pursuant to this Section 3(c) shall be made without expense to the registered owner of such Bonds, except as otherwise herein provided, and except that the Registrar shall require payment by the registered owner of the Bond requesting such transfer or exchange of any tax or other governmental charges required to be paid with respect to such transfer or exchange. (v) All Bonds surrendered pursuant to this Section 3(c) shall be cancelled and not reissued. SECTION 4. Redemption of Bonds. (a) Provisions for Redemption. Subject to the approval of the Board of Supervisors by subsequent resolution adopted on the date of sale of the Bonds, the County Administrator shall determine the provisions for the redemption of the Bonds. (b) Notice of Redemption. Notice of any such redemption shall be mailed not less than thirty (30) days prior to the date fixed for redemption by first class mail, O0 38 -5- postage prepaid, to the registered owner of the Bonds to be redeemed at such registered owner's address as shown on the books of registry. Such notice shall specify the date, numbers and maturities of the Bonds to be redeemed, the date and place fixed for their redemption and the premium, if any, payable upon such redemption, and if less than the entire principal amount of any Bond is to be redeemed, that such Bond must be surrendered in exchange for the principal amount thereof to be redeemed and the issuance of a new Bond equalling in principal amount that portion of the principal amount thereof not redeemed, and shall also state that upon the date fixed for redemption there shall become due and payable upon each Bond called for redemption the principal amount to be redeemed together w/th the applicable redemption premium, if any, and the interest accrued on such principal amount to the date fixed for redemption, and that from and after such date interest on such principal amount shall cease to accrue. (c) Effect of Redemption. When notice of redemption of any Bond shall have been given as hereinabove set forth, such Bond (or the principal amount thereof to be redeemed) shall become due and payable on the redemption date specified in such notice at a price equal to the principal amount thereof and redemption premium, if any, thereon, together with the interest accrued on such Bond (or on the principal amount thereof to be redeemed) to such date. Whenever payment of such redemption price shall have been duly made or provided for, interest on the Bond (or on the principal amount thereof to be redeemed) so called for redemption shall cease to accrue from and after the date so specified for redemption. (d) Cancellation. All redeemed Bonds shall be cancelled and not reissued. SECTION 5. Execution and Authentication of Bonds; CUSIP Identification Numbers. (a) Execution of Bonds. The Bonds shall be executed in the name of the County by the manual or facsimile signature of the Chairman of the Board of Supervisors, and the corporate seal of the Board of Supervisors shall be impressed, or a facsimile thereof printed, on the Bonds, attested by the manual or facsimile signature of the Clerk of the Board of Supervisors, neither of which signatures is required to be manual. (b) Authentication of Bonds. The County Administrator sl~all direct the Registrar to authenticate the Bonds and no Bond shall be valid or obligatory for any purpose unless and until the certificate of authentication endorsed on such Bond shall have been manually executed bY an authorized signator of the Registrar. Upon the authentication of any Bond, the Registrar shall insert in the certificate of authentication the date as of which such Bond is authenticated as follows: (i) if the Bond is authenticated prior to the first interest payment date, the certificate shall be dated as of the date the Bonds are delivered to and paid for by the initial purchasers thereof; (ii) if the Bond is authenticated upon an interest payment date, the certificate shall be dated as of such interest payment date; (iii) if the Bond is authenticated on or after the record date for the payment of interest on the Bonds and prior to such interest payment date, the certificate shall be dated as of such interest payment date; and (iv) in all other instances, the certificate shall be dated the date _ O0 39 -6- upon which the Bond is authenticated. The execution and authentication of the Bonds in the manner above set forth is adopted as a due and sufficient authentication of the Bonds. (c) CUSIP Identification Numbers. CUSIP identification numbers may be printed on the Bonds, but neither the failure to print any such number on any Bonds, nor any error or omission with respect thereto, shall constitute cause for failure or refusal by the successful bidder for the Bonds to accept delivery of and pay for the Bonds in accordance with the terms of its proposal to purchase the Bonds. No such number shall constitute or be deemed to be a part of any Bond or a part of the contract evidenced thereby and no liability shall attach to the County or any of its officers or agents because of or on account of any such number or any use made thereof. SECTION 6. Tax Covenant. The County covenants and agrees to comply with the provisions of Sections 103 and 141-150 of the Internal Revenue Code of 1986 and the applicable Treasury Regulations promulgated thereunder throughout the term of the Bonds. SECTION 7. Sources of Payment of Bonds. The full faith and credit of the County shall be and is hereby irrevocably pledged to the punctual payment of the principal of and interest on the Bonds as the same become due. There shall be levied and collected annually, at the same time and in the same manner as other taxes are assessed, levied and collected, ad valorem taxes without limitation as to rate or amount, sufficient to provide for the payment of the principal of and interest on the Bonds as the same respectively become due and payable. SECTION 8. Form of Bonds. The Bonds shall be in substantially the form set forth below with such necessary or appropriate variations, omissions and insertions as are incidental to their numbers, interest rates and maturities or as are otherwise permitted or required by law or this resolution: _ O0 40 -7- UNITED STATES OF AMERICA COMMONWEALTH OF VIRGINIA COUNTY OF CHESTERFIELD PUBLIC IMPROVEMENT BOND SERIES OF REGISTERED No. R- INTEREST RATE: MATURITY DATE: REGISTERED OWNER: PRINCIPAL AMOUNT: REGISTERED $ ORIGINAL ISSUE DATE: CUSIP NO: The County of Chesterfield (hereinafter referred to as the "County"), a political subdivision of the Commonwealth of Virginia, for value received, hereby promises to pay to the Registered Owner (named above), or registered assigns, on the Maturity Date (specified above), unless this Bond shall have been duly called for previous redemption and payment of the redemption price shall have been duly made or provided for, the Principal Amount (specified above), and to pay interest on such Principal Amount on , 19__ and semiannually on each and thereafter from the date hereof or from the interest payment date next preceding the date of authentication hereof to which interest shall have been paid, unless such date of authentication is an interest payment date, in which case from such interest payment date if interest has been paid to such date, or unless such date of authentication is within the period from [insert appropriate language depending on whether interest payment date is first or fifteenth day of calendar month] to such interest payment date, in which case from such interest payment date if interest has been paid to such date, until the payment of such Principal Amount (each such date is hereinafter referred to as an interest payment date) at the Interest Rate (specified above) per annum, by check or draft mailed by the Registrar hereinafter mentioned to the Registered Owner hereof at his address as it appears on the books of registry kept by the Registrar, at the close of business on [insert appropriate language depending on whether interest payment date is first or fifteenth day of calendar month]. The principal of and premium, if any, on this Bond are payable upon presentation and surrender hereof at the principal office of in the of , (the "Registrar"). The principal of and premium, if any, and interest on this Bond are payable in such coin or currency of the United States of America as at the respective dates of payment is legal tender for public and private debts. This Bond is one of a duly authorized issue of Bonds (herein referred to as the "Bonds") of the aggregate principal amount of O0 41 -8- Dollars ($ .) of like date and tenor herewith, except for number, denomination, interest rate, maturity and redemption provisions, and is issued for the purpose of financing the costs of various capital improvement projects in and for the County, under and pursuant to and in full compliance with the Constitution and statutes of the Commonwealth of Virginia, including Chapter 5 of Title 15.1 of the Code of Virginia, 1950 (the same being the Public Finance Act), an election duly held in the County under such Chapter 5 on November 8, 1988, and resolutions duly adopted by the Board of Supervisors of the County under such Chapter 5 on and The Bonds of the series of Bonds of which this Bond is one maturing on or before .... , shall not be subject to redemption prior to their stated maturities. The Bonds of the series of Bonds of which this Bond is one (or portions thereof in installments of $5,000) maturing on and after shall be subject to redemption at the option of the County prior to their stated maturities on or after , in whole at any time, or in part from time to time on any interest payment date in such order as may be determined by the County (except that if at any t/me less than all of the Bonds of a maturity are called for redemption, the particular Bonds or portions thereof to be redeemed shall be selected by the Registrar by lot), upon payment of the following redemption prices (expressed as a percentage of the principal amount of Bonds to be redeemed), together with the interest accrued on such principal amount to the date fixed for the redemption thereof: Redemption Dates Redemption Prices If this Bond or any portion of the principal amount hereof shall be called for redemption, notice of the redemption hereof, specifying the date, number and maturity of this Bond, the date and place or places fixed for its redemption, the premium, if any, payable upon such redemption, and if less than the entire principal amount of this Bond is to be redeemed, that this Bond must be surrendered in exchange for the principal amount hereof to be redeemed and the issuance of a new Bond equalling in principal amount that portion of the principal amount hereof not redeemed, shall be mailed not less than thirty (30) days prior to the date fixed for redemption by first class mail, postage prepaid, to the Registered Owner of this Bond at his address as it appears on the books of registry kept by the Registrar. If notice of redemption of this Bond shall have been given as aforesaid, and payment of the principal amount of this Bond (or the portion of the principal amount hereof to be redeemed) and of the accrued interest and premium, if any, payable upon such redemption shall have been duly made or provided for, interest hereon (or on the portion of the principal amount hereof to be redeemed) shall cease from and after the date so specified for redemption. Subject to the limitations and upon payment of the charges, if any,_provided in the proceedings authorizing the Bonds of the series of which this Bond is one, this Bond may be exchanged at the principal office of the Registrar for a like aggregate ,princ~ai O0 42 -9- amount of Bonds of the series of which this Bond is one, of other author/zed principal amounts of the same interest rate and maturity. This Bond is transferable by the Registered Owner hereof, in person or by his attorney duly authorized in writing, at the principal office of the Registrar but only in the manner, subject to the limitations and upon payment of the charges, if any, provided in the proceedings authorizing the Bonds of the series of which this Bond is one, and upon the surrender hereof for cancellation. Upon such transfer, a new Bond or Bonds of the series of which this Bond is one, of authorized denominations and of the same aggregate principal amount, will be issued to the transferee in exchange herefor. Notwithstanding the foregoing, the Registrar shall not be required to exchange or transfer this Bond later than the close of business on the forty-fifth (45th) day next preceding any date fixed for the redemption of this Bond or any port/on hereof. The full faith and credit of the County are hereby irrevocably pledged to the payment of the principal of and interest on this Bond as the same become due. This Bond shall not be valid or obligatory unless the certificate of authentication hereon shall have been manually signed by an authorized signator of the Registrar. It is hereby certified, recited and declared that all acts, conditions and things required to have happened, to exist and to have been performed precedent to and in the issuance of this Bond and the series of which it is one, do exist, have happened and have been performed in regular and due time, form and manner as required by law, and that this Bond and the Bonds of the series of which this Bond is one do not exceed any constitutional or statutory limitation of indebtedness. IN WITNESS WHEREOF, the County, by its Board of Super,,risors, has caused this Bond to be executed by the manual or facsimile signature of the Chairman of such Board; a facsimile of the corporate seal of such Board to be imprinted hereon, attested by the manual or facsimile signature of the Clerk of such Board; and this Bond to be dated as of ,19 [SEALI Attest: Clerk of the Board of Supervisors Chairman of the Board of Supervisors O0 ,I3 - 10 - proceedings. CERTIFICATE OF AUTIqF~~TION This Bond ,is one of the Bonds delivered pursuant to the within-mentioned Date of Authentication: [ By: 1, Registrar Authorized Signator unto ASSIGNMI~.NT For value received, the undersigned hereby sell(s), assign(s) and transfer(s) (Please print or type name and address, including postal zip code, of transferee) PLEASE INSERT SOCIAL SECURITY OR OTHER TAX IDENTIFYING NUMBER OF TRANSFEREE: the within Bond and all rights thereunder, and hereby irrevocably constitutes and appoints , attorney, to transfer such Bond on the books kept for the registration thereof, with full power of substitution in the premises. Dated: Signature(s) Guaranteed NOTICE: Signature(s) must be guaranteed by a member firm of The New York Stock Exchange, Inc. or a commercial bank or trust company. (Signature(s) of Registered Owner) NOTICE: The signature(s) above must correspond with the name of the Registered Owner as it appears on the front of this Bond in every particular, without alte~on or enl~ ment or any change whatsoe,n~, O0 - 11- SECTION 9. Sale of Bonds. The County Administrator is hereby authorized to cause to be published and distributed a Summary Notice of Sale and/or Detailed Notice of Sale of the Bonds and to cause to be distributed to prospective purchasers of and investors in the Bonds such Summary Notice of Sale and/or Detailed Notice of Sale, a form of Proposal for the purchase of the Bonds and a Preliminary Official Statement of the County relating to the Bonds. SECTION 10. Bond Anticipation Notes. Public Improvement bond anticipation notes are authorized for issuance and sale by the County in anticipation of the issuance of the public improvement bonds authorized for issuance herein. Such notes shall be sold at competitive or negotiated sale at not less than par plus accrued interest and on such other terms and conditions as are determined by the County Administrator. If such notes are offered for competitive sale, a Summary Notice of Sale and/or Detailed Notice of Sale shall be prepared, published and distributed, and a form of Proposal for purchase prepared and distributed, in accordance with Section 9 hereof. There is also authorized to be prepared and distributed in accordance with Section 9 hereof a preliminary and final Official Statement relating to such notes in such form as shall be approved by the County Administrator. The issuance and details of such notes shall be governed by the provisions of Section 15.1-223 of the Code of Virginia, 1950. The provisions of Sections 6 and 7 hereof shall apply to such notes to the same extent the same apply to the Bonds except, in the case of the provisions of such Section 7, only to the extent such notes are not paid from the proceeds of the Bonds or from any other available funds. The sale of such notes and the form and other details thereof shall be approved, ratified and confirmed by resolution of the Board of Superv/sors of the County. Bonds in anticipation of which such bond anticipation notes are issued pursuant to this paragraph may be issued and sold in accordance with the provisions of this resolution at any time within five (5) years of the date of issuance of the first notes issued in anticipation of such Bonds. SECTION 11. Filing of This Resolution. The County Attorney is hereby authorized and directed to file a copy of this resolution, certified by the Clerk of the Board of Supervisors to be a true and correct copy hereof, with the Circuit Court of the County of Chesterfield. SECTION 12. Invalidi _ty of Sections, Paragraphs, Clauses or Provisions. If any section, paragraph, clause or provision of this resolution shall be held invalid or unenforce- able for any reason, the invalidity or unenforceability of such section, paragraph, clause or provision shall not affect any of the remaining portions of this resolution. SECTION 13. Headings of Sections. The headings of the sections of this resolution shall be solely for convenience of reference and shall not affect the meaning, construction, interpretation or effect of such sections or of this resolution. SECTION 14. Effective Date. This resolution shall take effect upon its adoption. O0 45 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE : February 27, 1991 ITEM NUMBER: ll.C. SUBJECT: Resolution of the Board of Supervisors Requesting That Referendum Questions be Placed on the November 1991 Ballot Relating to the Consolidation of School/County Services and Revisions to the Real Estate Assessment COUNTY ADMINISTRATOR'S COMMENTS: Process SUMMARY OF INFORMATION Supervisor Mayes has requested that the Board of Supervisors consider placing on the November, 1991 ballot as referendum questions the following changes to the County Charter: Amend ~he Charter to provide that the School Board must consolidate non-educational services with the County if it is determined by the Board of Supervisors to be cost-effective; and Amend the Charter to eliminate the County Assessor and provide that the real estate assessment process would be overseen by a Board of Assessment appointed in the same fashion as the School Board. In addition, the Board of Equalization would be eliminated and replaced by the Board of Supervisors which would hear appeals from assessments. PREPARED BY; BOS-9891 ATTACHMENTS: YES I-I NO/~ SLM/bam5160: B44 SIGNATURE ~DMI NI STRATOR 00 46 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27, 1991 ITEM NUMBER: ll.D.1. SUBJECT: Appointments to the Keep Chesterfield Clean Corporation COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION: The terms of appointment of the following members of the Keep Chesterfield County Clean Corporation expired on January 31, 1991: Warren Dieterich Pam Rickett William Harris Alma Smith Anne Belsha - Midlothian District - Bermuda District - Matoaca District - Dale District - Clover Hill District Each member except William Harris of Matoaca District would like to be reappointed for the new term to expire on January 31, 1992. Keep Chesterfield Clean Corporation recommends Mrs. Mary Cooper to replace Mr. Harris. Mrs. Cooper lives at 11307 Bundle Road, Chesterfield, Virginia 23832. Ail new terms are effective January 31, 1991 through January 31, 1992. ATTACHMENTS: YES [] NO PRERARED B <?)~ Richard A. Nufinally /.[ Director, Extension SerV~Lke SIGNATURE: COUNTY ADMINISTRATOR O0 47 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27f 1991 ITEM NUMBER: ll.D.2. SUB4ECT: Appointment of Board Members to a Committee to Study the Feasibility of Creating a Regional Water Authority COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION On February 11, 1991, the City Council of Richmond adopted a resolution approving the creation of a multi-jurisdictional committee to study the feasibility of creating a regional water authority. Two appointments from the governing bodies of Richmond and Henrico to serve on the committee have already been made. In order for Chesterfield County to be a part of this process, the Board of Supervisors should appoint two Board members to [he regional water authority committee. The Chairman has suggested that he and Mr. Currin, the Vice-Chairman, would serve on the committee which will meet periodically during 1991. ATTACHMENTS: YES O SLM/bam5161 :B44 NO SIGNATURE: PREPARED B'~i~-~ Steven L. Micas County Attorney COUNTY ADMINISTRATOR BOS-9891 : 17: :.1..3 FRUM ~,~ l"r' I.-.I I IURNb., o ~ i OFFERED FEB 1 1 1991 Call£ng for discussions between the County of Henrico, the City of Richmond, and other interested Jurisdictions concerning the creation of a regional water authority. Patrons: Ail Members of Council Approved as to form and legality by the City Attorney F E B 1 1 1991 z WHE~LEAS it is of great imDortance to all residents and ail governments in our metropolitan area to maintain low water costs~ and WHEREAS it is also of great importance to ensure that there be a safe, reliable, and adequatesupply of water= and WHEREAS the competitive advantage of our metropolitan area over other areas is affected in part by the availability and cost of water; and WHEREAS it is in the interests of all area governments to maintain continued economic growth in our metropolitan area: NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF RICHMOND: 1. That a.regional water authority is deserving of serious study by the governing bodies of the City of Richmond, the County' of Henrico, and other interested jurisdictions. 2. That the City administration is directed to enter into discussions with its counterparts from the County of Henrico and other interested Juri~dictions about the Possible creation of regional water authority. 3. The administration shall report on it~ progre~ to Council on a bimonthly basi~. ,"~ U~' COpy': T~ST'E': 2 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: February 27, 1991 SUBJECT: St feet llght Request s ITEM NUMBER: ll.E.1. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: MATOACA DISTRICT: Middle of the 21000 block of Orange Hill ~venue South of the intersection of Greenwood Dr~Lve and Rut ledge Avenue (first existing pole south of the intersection) Hopkins Street between Orange Hill Avenue and Rut ledge Avenue Middle of the 21200 block of Orange Hill Avenue Hopkins Street between Orange Hill Avenue and Chesterfield Avenue ATTACHMENTS: YES ~ NO I"l Director ' Environmental Engineering SIGNATURE O0 49 COUNTY ADMI NI STRATOR STREETLIGHT REQUEST Mat oaca District DATE OF REQUEST: ?ebruary 4, 1991 TAX MAP: NAME OF REQUESTOR: Sterling L. Hawkins ADDRESS: 21209 Rutledqe Avenue, Ettrick, Virginia 23803 PHONE NUMBER - HOME: 520-1570 WOPJ{: 526-6691 REQUEST IS LOCATED AT THE INTERSEC']'ION OF --i REQUEST IS NOT AT AN INTERSECTION. THE REQUESTED LOCATION FOR THIS LIGHT: Middle of 'ti}e 21000 block of O~:ange Hill Avenue POLE ALREADY EXISTS AT THE SPECIFIED LOCATION. POLICY CRITERIA: 1. 2. 3. iNTERSECT]'(i~: Not Qualified VEHICLES PER DAY: Not Qualified PETITION: Qualified COMMENTS: Requestor~ s'tat+.~s: "Location J.s a dark spot diagonally acr'oss the street from house broken into during 1990," This location is first (Ist) on Requestor's prior'ity ranking. Attachment: Vicinity Sketci~"~ O0 ,50 STREETLIGHT REQUEST Mat oaca District DATE OF REQUEST: February 4, 1991 TAX MAP: 182-13 NAME OF REQUESTOR: Sterling L. Hawkins ADDRESS: 21209 Rutledq~e Ave~]ue, Ettrick, Virginia 23803 PHONE NUMBER - HOME: 520-1570 WORK: 526-6691 REQUEST IS LOCATED AT THE INTERSECTION OF AND REQUEST IS NOT AT AN INTERSECTION. THE REQUESTED LOCATION FOR THIS LIGHT: South of the intersection of G£eenwood Drive and Rutledge Avenue (first existing pole to the sout[']) POLICY CRITERIA: 1. 2. 3. INTERSECTION: Not Qualified VEHICLES PER DAY: Qualified PETITION: Qualified COMMENTS: Requestor states: "Location Js diagonally across the street from where a break-in and attemped rape took place earlier this year." This location is second (2nd) on Requestor's priority rank ing. At t achment: Vicinity Sketch 00 51 STREETLIGHT REQUEST Mat oaca District DATE OF REQUEST: February 4, 1991 TAX MAP: 182-13 NAME OF REQUESTOR: Sterling L. Hawkins ADDRESS: 21209 Rutledge Avenue, Ettrick, Virginia 23803 PHONE NUMBER - HOME: 520-1570 WORK: 526-6691 REQUEST IS LOCATED AT THE INTERSECTION OF AND REQUEST IS NOT AT AN INTERSECTION. THE REQUESTED LOCATION FOR THIS LIGHT: Hopkins Street between !3range Hill Aven~e and Rut ledge Avenue ~1 A POLE ALREADY EXISTS AT THE SPECIFIED LOCATION. POLICY CRITERIA: 1. 2. 3. INTERSECTION: Not Qualif led VEHICLES PER DAY: Not Qualified PETITION: Qua 1 i f i ed COMMENTS: Requestor states: "Resident was attacked and beaten in this dark spot in late December. Wheel was stolen from a visitor's parked car in this area in November." This location is third (3rd) on Requestor's priority r'ank lng. Attact%ment: Vicinity Sketch O0 STREETLIGHT REQUEST Matoaca District DATE OF REQUEST: Pebr~lary 4, 1991 TAX MAP: 182-13 NAME OF REQUESTOR: Sterling L. Hawkins ADDRESS: 21209 Rutledge Avel]ue, Ettrick~ Virginia 23803 PHONE NUMBER - HOME: 520-1570 WORK: 526-6691 REQUEST IS LOCATED AT THE INTERSECTION OF AND REQUEST iS NOT AT AN INTERSECTION. THE REQUESTED LOCATION FOR THiS LIGHT: Middle of the 21200 block of Orange Hill Avenue POLE ALREADY EXISTS AT THE SPECIFIED LOCATION. POLICY CRITERIA: 1. 2. 3. INTERSECTION: Not Qualified VEHICLES PER DAY: Not Qualified PETITION: Qualified COMMENTS: This location is fourth (4th) on Requestor's priority rank ing. Attachment: Vicinity Sketch 00 STREETLIGHT REQUE~ r Matoaca Distl-ict DATE OF REQUEST: February 4, 1991 TAX MAP: 182-13 NAME OF REQUESTOR: Sterling L. Hawkins ADDRESS: 21209 Rutledge Avenue, Ettrick, Virginia 23803 PHONE NUMBER - HOME: 520-1570 WORK: 526-6691 REQUEST IS LOCATED AT THE INTERSECTION OF AND REQUEST IS NOT AT AN INTERSECTION. THE REQUESTED LOCATION FOR THIS LIGHT: On Hopkins Street between Orange Hill Avenue and Chesterfield Avenue POLE ALREADY EXISTS AT THE SPECIFIED LOCATION. POLICY CRITERIA: 1. 2. 3. INTERSECTION: Not Qua 1 if ied VEHICLES PER DAY: Qualified PETITION: Not Qualified COMMENTS: This location is 5th on Requestor's priority ranking. Attachment: Vicinity Sketch O0 54 ~D STREETLIGHT PETITION The Orange Hill section of Ettrick, a residential area along Hopkins and Payne Streets and Rutledge and Orange Hill Avenues, is one of the later-developed and more stable areas of the village. Most of the homes are owner-occupied by families who have resided here for many years. During this time, the area has been relatively safe and free of crime.~ However, in recent months this neighborhood has experienced break-ins, attempted rape, vandalism, theft, and an attack on a pedestrian, as well as a substantial increase in vehicular and pedestrian traffic. We are not accustomed to such activi- ties and we do not wish to continue having such acts destroy the tranquility and safety that our neighborhood has enjoyed. Within this area at least ten security lights have been installed by individual residents as well as motion detectors put on other outside lighting in an attempt to better protect our property and ourselves. However, we, the residents of the Orange Hill section of the Village of Ettrick, feel that more lighting is needed along our streets to make them safer and therefore we petition Chester- field County for the installation of streetlights at the indicated locations and in the indicated order of priority. O0 56 STREETLIGHT PETITION This petition is at the following in request for the location: See cover installation of a streetlight statement and streetlight requests. Address '? ~i l" ' ,"!-~ c.-r:c,:: 4< Tel. No. ,-:~ ,>,, C- "~' >--I 5-.$~0 - 7:>/o .gZo- 15 9 0 f129 O0 57 STREETLI GHT PETITION This petition is in request for the installation of a streetlight at the following location:See cover statement and streetlight requests. Address Tel. No. f129 O0 ,58 STREETLI GHT PETITION This petition is in request for the installation of a streetlight at the following location:See cover statement and streetlight requests. Name Address Tel. No. / ~- z~ f129 00 STREETLIGHT PETITION This petition is in request for the installation of a streetlight at the following location: See cover statement and streetlight requests. Name Address Tel. No. f129 00 ~0 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: SUB4ECT: February 27, 1991 ITEM NUMBER: ll.'E 2. Proposed Amendments to Midlothian Area Community Plan COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION: BACKGROUND: Supervisor Maurice B. Sullivan, Midlothian District, requests that two amendments to the Midlothian Community Plan be considered in response to issues raised by the community during the Plan implementation phase. More specifically, the amendments to the Midlothian Plan will: 1. Delete the proposed 70' collector road linking realigned Winterfield Road with Route 60. 2. Expand the boundaries of the designated Village Area to incorporate the LeGordon Dr./Garnett Lane neighborhood. The Midlothian Community Plan was adopted on April 12, 1989. Any changes in the collector road network will also require a corresponding change in the adopted Thoroughfare Plan. RECO~iDATION: ATTACHMENTS: YES B NO [] If the Board desires to consider this amendment, the Board must refer it to the Planning Commission for public hearing and recommendation. PREPARED BY~homas ~. son Director of Planning 00 1FEB2791/B: AGENDA/gok SIGNATURE: COUNTY ADM I NI STRATOR BOS-9891 OTTERDALE CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: .SUBJECT: February 27, 1991 ITEM NUMBER; ll.E.3. Application for Virginia Community Development Block Grant (VCDBG) COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION ATTACHMENTS: YES '1~: BACKGROUND: The Virginia Department of Housing and Community Development is accepting Grant proposals by March 8, 1991. Staff is developing a proposal for a unified and coordinated property related code enforcement program in the. Matoaca, Bermuda and Dale districts. The proposed code enforcement program would involve building, zoning, abandoned cars, high grass and weeds and vector control enforcement in Ettrick, the Route 1/301 Corridor and the South Cogbill Rd. ar~a. Grant funds would be used to cross-train and staff the unified code program as well as provide a funding incentive for eligible property owners to correct building code violations. The program would make provisions for owner-occupied as well as rental housing. The code enforcement proposal is a unique and innovative idea and while it is not among the categories of projects traditionally funded under the VCDBG program it is an approach needed in communities such as Chesterfield County. ~ _~ ~.~.~ Richard ~./Sale Deputy County Administrator NO [] SIGN AT URE: COU~MPl NI STR ATOR 00 I~0S-9891 VCDBG Page 2 February 27, 1991 The purpose of the program is to encourage the rebuilding and renovation of older and deteriorating neighborhoods on a comprehensive basis. The program would rely on neighborhood associations with County staff acting to canvas an area and point out code violations. Low and moderate income property owners would be offered low interest loans or grants to assist them in funding the rehabilitation of their property. The program does not intend to target isolated problems, instead the program would focus on pockets of deterioration that could lead to the decline of entire neighborhoods and communities. The main objective of the program would be to prevent small areas of deterioration from spreading and adversely affecting the quality of life for the majority of residents in the target areas. The program is intended to be of benefit not only to individual property owners but also to the surrounding neighborhoods and the community as a whole. RECOMMENDATION: Recommend the Board authorize the County Administrator to apply for VCDBG funding for a unified code enforcement program. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETINGDATE: February 27, 1991 ITEM NUMBER: ll.F.1. SUB4ECT: Allocation of Funds for the Purchase of Playground Equipment at Salem Church Elementary School COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Board of Supervisors is requested to approve transfer of $3,600 from the Dale District Street Light Account to the Parks and Recreation Department for purchase of playground equipment and surfacing material for Salem Church Elementary. BACKGROUND: Funds are requested to supplement PTA donations. The total cost of the project is $12,500. The Salem Church Elementary PTA will donate $8,900 to cover the remaining costs. Supervisor Harry G. Daniel, has requested this transfer of funds. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the transfer of $3,600 to the Parks and Recreation Department from the Dale District Street Light Account and appropriate a donation in the amount of $8,900 from the Salem Church Elementary PTA for the purchase of playground equipment. ATTACHMENTS: YES I'1 SIGNATURE: PREPARED BY;~~ COUNTY ADM I NISTRATOR O0 6,] BOS-9891 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE : February 27, 1991 ITEM NUMBER; ll.F.2. SUBJECT: Authorization to set a Public Hearing Date and to Advertise Tax Rates and Fee Changes. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In order to meet advertising requirements, a public hearing date needs to be set. Staff recommends April 3, 1991 for public hearings on the FY92 tax rate. These advertisements must be approved February 27 in order to meet the public notice requirements for the April 3 meeting. Current tax rates are proposed as: Real Estate $1.09 Personal Property 3.60 Personal Property for Members of Rescue Squads and Volunteer Fire Departments 1.00 Machinery and Tools 1.00 Aircraft 1.10 9-1-1 Telephone Tax (from .35 to .50) .50 per month On October 24, 1990, the Board of Supervisors adopted an ordinance establishing a separate personal property tax classification for motor vehicles owned by members of rescue squads and volunteer fire ATTACHMENTS: YES~ Bosl:R040 NO F1 SIGNATURE: ,James J.~L. Stegmaier k/Director, Budget & Management COUNTY ADM I NISTRATOR BOS-9891 Board of Supervisors Agenda Item February 27, 1991 Page 2 departments. At the proposed rate of $1.00 the personal property tax due on a vehicle with an average assessment of $4,500 would drop from $162 per year to $45 per year. Approximately 450-650 volunteers qualify for this reduced rate. An increase in the 9-1-1 tax is necessary to replace the equipment in the Communications Center which is dedicated to 9-1-1 emergency response. The terminals and call check recorders in the center are 11 years old, maintenance and part replacement are becoming increasingly difficult and expensive. The newer terminals will require less electrical current to operate and have a lower maintenance cost. The estimated return is approximately less than three years. The tax monies will be specifically used to replace the antiquated equipment. Proceeds from the tax may only be used for equipment and telephone line charges necessary to support the emergency response system. No operational costs of the 9-1-1 system may be supported with tax proceeds. Ail other tax rates are proposed at the current rates. Attached to this item is a calendar detailing when other advertisements need to be authorized as well as upcoming work sessions and meetings. O0 66 REVISED FY92 BUDGET CALENDAR February 19, 1991 February 27 March 1 March 13 March 20 March 27 April 3 April 10 rp033 (memo 1) o o o o Authorize advertisement on March 13 and March 20 of public hearing on tax and fee ordinances for April 3, 1991. School Budget and School CIP submitted as required by Charter. Advertisement appears in News Leader and Progress Index announcing April 3rd Public Hearing on tax (Take Notice Ad). Board Work Session. Probable topic: Budget and County Administrator,s recommended Budget. School Authorize advertisement of public hearing on Budget and tax increase, CIP and amendment of budget for appropriation of 1991 bonds. County Administrator,s budget submitted. Advertisement appears in News Leader and Progress Index announcing April 3rd Public Hearing on tax (Take Notice Ad). Possible Board Work Session. Advertisement appears in News Leader and Progress Index announcing public hearing on amendment of budget for appropriation of 1991 bond issues, FY92 Budget, notice of tax increase, FY92-96 CIP. Public Hearing on Budget, Tax Ordinances, CIP and 1991 Bond Issue at 7:00 P.M. Board Work Session: Probable topic: Budget and Audit Committee recommendations. Board of Supervisors meeting: Adoption of Budget, CIP, Tax Rates, 1991 Bond Issue appropriation, and FY92 appropriation resolution. O0 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA SUBJECT: EMERGENCY ITEM: Request for Bingo/Raffle Permit COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The County Attorney's Office has reviewed the following application for bingo/raffle permits and has determined that the application meets all statutory requirements: Organization Type Year Midlothian Woodlake Lions Club Raffle 1991 ATTACHMENTS: YES [] BEK:mlh9933:N30 NO [] PREPARED Steven L. Micas County Attorney SIGNATURE: COUNTY ADMI NISTRATOR ,Y BOS-9891 BINGO/RAFFLE PERMIT By ~esolution of the C~esterfield Coun~ Board o.f Supervisors duly adopted on during Che calendar year /g¢:~/ . ~HI5 PERHIT ViLL EXPIRE O~ DECE~ER 31, · ~his 1. 2o permission is ~ranted subject to the follcs~ini conditions: Except for reasonable and proper operating costs and prizes, no part of the ~ross receipts derived by your organization ~ay be used for any purpose other than (i) those lavful religious, charitable, co~nunity or educa- tional purposes for vhich your organization is specl£1cally chartered or organized and (ii) expenses relating to the acquisition, construction, ~aintenance, or repair of any interest in the real propert~ involving the opera- tion of your organization and used for lawful religious, charitable, community or educational purposes. Your organization shall not enter into a contract with or othervise employ for co=pensation any person or fir~, association, organization (other than ~nother qualified organization pursuant to j18.2-3~0.13 of the Code of Virtinia, 1950, as ~ended), partnership or corporation of any classification vhatsoever, for the purpose of organizing, ~anaging or conducting bingo g~es or raffles. ~o person, except a bona fide member of your organization vho shall have been a member of the organization for at least ninety (90) days prior to such participation, shall participate in the management, operation or conduct of any bingo Sane or raffle; provided hoverer, that the spouse of any bona fide member or a firefighter or rescue squad member employed by a politics1 subdivision vith ~ich the volunteer firefi~hter or rescue squad member is associated may participate in the operation and conduct of a bingo ga~e or raffle if a bona fide member is present. In addition, no person shall receive any remuneration for participating in the management, operating or conduct of any such ~-~e or raffle. &. Your organization shall not enter into any contract vith or otherwise e~ploy or compensate any member of your organization regarding the sale of bingo supplies or equipment. Your organization shall not ~ard ~ny bingo prize ~oney or ~erchandise valued in excess of the folloving a~ounts: (a) no bingo door prize shall ~xceed tventy-five dollars ($25.00), (b) no regular bingo or special game shall exceed one hundred dollars ($100.00), ~nd (c) no bingo Jackpot, of any nature vhatsoever, shall exceed one thousand dollars ($1,000.00), nor shall the total ~ount of.bingo Jackpot prizes avarded in one calendar day e.xceed one thousand dollars ($1,000.00). Your organization shall not avard any raffle prize or prizes valued at more than one hundred thousand dollars ($100,000.00) during any one calendar year. In no event shall your organization Join vith any other organization in establishing or contributing to the maintenance of any Jackpot. ~ Your organization shall maintain a record in wiring of the dates on ~hich bingo is played, the number of people in attendance on each date and the a~oun: of the receipts and prizes paid on each such day. Your organization shall also maintain a record of the na~e and address of each individual to ~hom s door prize, regular or special bingo game prize or Jackpot from the playing of bingo is swarded, as veil as the ~ount of such award. ~he organization shall also maintain an itemized record of all receipts and disburse~ents, including opera:lng costs and use of proceeds incurred in operating bingo games. Your organization shall not place or per, it to be placed any sign or signs advertising any bingo game on the premises or vithin one hundred (100) yards of the exterior o£ the premises ~here such bingo ga~e is to be con- ducted. 8e 10. Records of all bin&o and raffle receipts and disbursements shall be kept and shall be filed annually under oath ~ith the County Internal Audit Department on a form furnished by that department. Your report shall be submitted to Internal Audit not later than the first day of November of each calendar year for ~hich a permit has been issued and you. r report shall be a matter of public record. Each report shall include a record of the gross receipts and disbursements of your organization for the year period which co~enced on the first day of October of the previous year and ended September 30 of the current year. In addition, if 7our organization's gross receipts exceed $50,000 during amy calendar quarter, you must file an additional accounting of all receipts and disbursements during such quarter no later than 60 days following the last day of such quarter. ANY ORCANIZATION VIOLATING THIS CON'DITION SI{ALL HAVE ITS PERMIT AUTO~'I~'ICALLY P, EVOKED. No person shall pay or receive for use of any premises to conduct any bing° games or raffles a sum of money in excess of the current fair market value of the premises and in no event shall such sum of money be based upon or determined by a percentage of the proceeds derived from the bingo games or raf£1es. Your organization shall not hold bingo games more frequently than t~o calendar days in any one calendar week unless a special permit is granted by the Board of Supervisors of Chesterfield County for more frequent games. Your organization is authorized to play instant bingo as a part of the bingo ?mes; provided however, that: 12. 16. 17. (a) Instant bingo may be conducted only at such time as a regular bingo game, as defined tn §18.2-3~0.1(2) of the Code of Vir~inia, is in progress and only at such locations and at such times as are specified tm the bingo permit application; ~ (b) Your organization shall not derive more than thirty-three and one-third percent (33 1/3%) of its gross receipts from the bingo games by the playing of "instant bingo" or "bingo in any rotation"; (c) Your organization shall maintain complete and accurate records of the date, quantity and card value of instant bingo supplies purchased as well as the name and address of the supplier of such instant bingo supplies. Your organization shall also maintain a written invoice or receipt from a non-member of the organization verifying any informa~ion required by law; and (d) Your organization shall not sell an instant bingo card to an Individual below sixteen years of age. In addition to the conditions contained tn this Permit, your organization shall comply with all provisions of the Code of Virginia and the Code of the County of Chesterfield, 1978, as amended, regarding Bingo tames and Raffles. The Board of Supervisors may deny, suspend or revoke the permit of your organization for any non-compliance with the conditions of the Code of the County of Chesterfield or the Code of Virginia. ALT PEP. SON, SHAREHOLDER, AG~NT, HEMBER OR EHPLOYEE OF YOUR ORC~NIZATION VIOLATIIIG ANY OF THESE CONDITIONS SHALL BE GUILTY OF A HISDEHEANOR AND UPON CONVICTION I~IEREOF SHALL BI~ SUILIEC~ ~O A FINE OF NOT MORE THAN ONE THOUSAND DOLLARS OR TO CONFIN'EMENT IN TF~ COUNTY JAIL l:OR NOT MORE THAN TWELVE MONTHS OR BOTH. A VIOLATION OF CON$ITION 1 ABOVE SHALL BE PUNISHABLE BY IMPR/SONMEN'£ OF NOT LESS THAN ONE YEAR, NOR MORE THAN FIVE YEARS OR BY A FINE OF NOT MORE THAN ONE ~ItOUSAND DOLLARS OR CONFINEMENT IN THE COUNTY JAIL FOR NOT MORE THAN TWELVE MONTHS OR BOTH. THIS pEILMI~ MUST BE RENEW'ED AT THE F2fl) OF EACH CALENDAR %~EAR BY THE BOARD OF SUPERVISORS. THIS PERMIT IS VALID ONLY AT TH~ LOCATION PROVIDED ON THZ PERMIT APPLICATION TO DOLl) BINGO GAINES AND RAFFLES. THIS PERMIT OR A COPY THEREOF MUST BE POSTED ON THE PREMISES WHERE BINGO GAMES OR RAFFLES ARE CONDUCTED. Tills PERHIT IS EOT ASSIGNABLE. - BOARD OF SLrPERVISORs By CHAIRMAN Attest: COUh'i"Y ADMINISTFATOR Memorandum APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR RAFFLES Ihe undersigned application, pursuant to §18.2-340.1, e__t seq. of the Code of Virginia, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games , raffles'~, or both during the I~~ i calendar yes~. Th~s application is for a new ~ or renewal permit. I__qn support of this application; the applicant offers the following information under oath: 1. Proper name of organization: /~l,])kO%'~tlt~,~} '~d&C,C)I..~%:WE k tol.~'-.b 2. Address of organization's headquarters, P~. ~ ; ~3-~ 3. Address where all records of receipts and disbursements are pe~anently filed: 4. Name and address of o~er of the property described in 3 above. 7. 8. 9. 10. Address or addresses where bingo games will be held or raffle drawings conducted: '¥~g~q ~01 f~'l,o~,r~~ I~P~ NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. Dates or days of week and time when bingo games or raffles will be held at the above address(es): q' , I q / 7' oc ¢ m - t°m ~tme patrons are admitted and sales begin: ~'00 ~ Date when organization was founded, ~-~ ~ 7; fq~ Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to m~king this application? Yes .~ No Is your organization currently and has your organization always been operated in the past as a non-profit organization? Yes ~ No__ 11. Internal Revenue Code section for tax-exempt status was granted (if applicable) 12. State the specific type and purpose of your organization: ~) ~/~l~.~ i T- Y 15. 16, If renewing a permit, were financial reports filed on time and in compliance with applicable legal requirements? Yes__ No List below gross receipts, if any, from all sources related to the operation of bingo games or instant ~. bingo by calendar quarter for the 12-month period immediately prior to the date of this application: let qtr: $ 2nd qtr: S 3rd qtr: S 4th qtr: S Officers of Organization: Name VXce President: YOga ]'~t~ml~K- Secretary: '.'.'~ Address Bus. Phone Home Phone Member authorized within the o~ganization to be responsible for conduct and operation of bingo games or raffles: Name:~C~r I~' ~ ~ ~ ' i"4- "~lSclc ~----" Address: ~.-5~ 'I ~j ~C.~,,~ (',~ ~O Home Telephone N~ber ~,~c~ '%'i~'~' Business Telephone Number: ~¢~1 ~1 ~-~'~%-C 17. Do you, and each officer, director and member of the organization fully understand the following: It is a violation of law to enter into a contract with any person, firm, association, organization (other than another qualified organization pursuant to §18.2-3~0.13 of the Code of Vir~inia), partnership or corporation of any classification what~ver, for the purpose of organizing, managing or conducting bingo games or raffles? Yes ~ _ No ~ -over- cd11668:C42 18. B. The organization must maintain and file with the County's Internal Audit Department complete records of receipts and disbursements pertaining to bingo games and raffles as required by State and County Law) an%~at such records are subject to audit by the County's Internal Audit Department? Yes %~ No ,. . C. The organization must remit an audit fee of 1% of gross receipts with the Annual Financial Report not later than November 1 unless gross receipts are less than $2,0007 Yes ~ No ~ D. ~e organization must furnish a complete list of its membership upon the request of the County Internal Audit Department or other designated representative of the Board of Supervisors? Yes .~ No -- E. Any organization found in violation of §18.2-340.10 of the Code of Vtr~inia, authorizing this permit is subject to having such permit revoked and any organization or person~ shareholder, agent, member or employee of such organization who violated §18.2-340 or Article 1.1 of Chapter 8 of Title 18.2 of the Code of Virginia, may be guilty of a felony? Yes ~ No ~ F. The organization must provide written notification to the County Internal Audit Department of any change in elected officers or bingo chairperson during the calendar year covered by this permit? Yes X No ~ Your organization mus___~t attach a copy of the organization's charter, articles of incorporation, bylaws, or other legal documents which describe the specific purposes for which the organization is chartered or organized and must complete the Resolution below. 19. Your organization must submit a check in the amount of $25.00 payable to Treasurer, Chesterfield County as an application fee. 20. Additional pages where necessary to fully complete this application may be attached. 21. Have you and each officer of your organization read the attached permit and do you and each officer agree on behalf of the organization to comply with each of the conditions therein? Yes .~ . No ~ 22. Submit this application to the Chesterfield County Attorney's Office by mail to: P. O. Box 40: Chesterfield, Virginia 23832 or by hand to: Route 10 and Lorl Road; Administration Bld~, Room 503. 23. I hereby swear or affirm under the penalties of perjury as set forth in §18.2-434 of the Code of Virginia, that all of the above questions have been completely answered and that all the statements herein are true to the best of my knowledge, information and belief? WITNESS the following signatures and sga~://7 ~,,~ Signature of Applicant: ' ~'~'~ ( ~- ................. Business Phone: Home Phone: STATE OF VIRGINIA C~Z~/COUN~Y OF Cd~,~-~/t-~-) to-wit: Subscribed and sworn to before me, ~za ~6r ~ City/County and State aforesaid, this .... My Commission Expires: %/. ~W¢&~-$ , a Notary Public in and for the day of Notary/Public BE IT RESOLVED THIS Su~rvisors for a bi~go/raffle ~it on behalf of this organization for the /~ ~/ Authorized signature (Ofi~r' · ~r;// RESOLUTION is hereby authorized to apply to the Chesterfield County Board of calendar year. cdl1668:C&2 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE : Fgbruary 27, 1991 ITEM NUMBER; ii.G.i. SUB4ECT: UTILITY PUBLIC HEARING: Resolution and Order to Abandon a Portion of State Avenue, Route 698 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests that the Board adopt the attached resolution and order to abandon a portion of State Avenue, Route 698, as shown on the attached plat. BACKGROUND: On January 9, 1991, the Board authorized the posting and publishing of notices to abandon a portion of State Avenue. Rivermont Associates have requested that the Board abandon this portion of State Avenue in conjunction with the proposed development of the adjoining property. This request has been reviewed by staff and approval is recommended. RECOMMENDATIOn{: Staff recommends that the Board adopt the attached resolution and order to abandon a portion of State Avenue. DISTRICT: Bermuda ATTACHMENTS: YES ,~ NO I"1 W~llis W. Pope, Manager Right of Way Division Department of Utilities BOS-9891 SIGNATURE: 00 68 COUNTY ADMINISTRATOR VICINITY SKETCH UTILITY PUBLIC HEARING - ABANDONMENT OF A PORTION OF STATE AVENUE SCREAMERSVIL PRESTWOUL~ FARMS M emeria| Park Pleasanl TERRACE ~WILL O0 ".:' NORTH PHII I IP A. Y/ILLIAMS T. ,I~. 155- 5-(5 )- 6 J(IC/fAZ'L -::::,;-.. CHESTERFIELD COUNTY: At a regular meeting of the Board of Supervisors held at the Courthouse on February 27, 1991 at 9:00 a.m. RESOLUTION AND ORDER TO ABANDON A PORTION OF STATE AVENUE WHEREAS, by resolution of the Virginia Department of Highways and Transportation Commission, effective May 1, 1947, State Avenue, Route 698, was accepted into the system; and, WHEREAS, since May 1, 1947, State Avenue, Route 698, has remained in the State Secondary System of Highways under the control, supervision, management, and jurisdiction of the Virginia Department of Highways and Transportation; and, WHEREAS, Rivermont Associates has requested that the Board of Supervisors of Chesterfield County abandon a portion of State Avenue, Route 698, pursuant to Section 33.1-151 of the Code of Virginia, 1950, as amended; and, WHEREAS, pursuant to a resolution of this Board on January 9, 1991, the required notices of the County's intention to abandon a portion of State Avenue, Route 698, have been given in that: on January 25, 1991, a notice was posted in at least three places along State Avenue, Route 698; and, on February 13, 1991, and February 20, 1991, a notice was published in the Richmond News Leader, having general circulation within the County; and, on January 14, 1991, a notice was sent to the Commissioner of the Virginia Department of Transportation; and, WHEREAS, no landowner affected by the proposed abandonment has filed a petition for a public hearing; and, O0 71 WHEREAS, this Resolution and Order is entered within four months after the thirty days during which notice was posted as described above; and, WHEREAS, the safety and welfare of the public would be best served by the abandonment of a portion of State Avenue, Route 698, as a public road, and; WHEREAS, the abandonment of a portion of State Avenue, Route 698, as a public road will not abridge the rights of any citizen. NOW THEREFORE, BE IT RESOLVED AND ORDERED, that pursuant to Section 33.1-151 of the Code of Virginia, 1950, as amended, the portion of secondary road, more fully described as follows, is hereby abandoned as a p-~blic road; A portion of State Avenue, Route 698, within Bermuda Magisterial District, as shown on a plat prepared by Charles C. Townes & Associates, dated November 30, 1989, a copy of which is attached to this Resolution and Order. The effect of this Resolution and Order, pursuant to Section 33.1-153 of the Code of Virginia, 1950, as amended, is that the above described portion of State Avenue, Route 698, shall not remain a public road or crossing. Accordingly, the Clerk of this Board shall send a certified copy of this Resolution and Order, together with the plat hereto attached, to the State Transportation Commissioner. The Clerk shall request that the Commissioner certify to the County, pursuant to Section 33.1-154 of the Code of Virginia, 1950, as amended, that the above described portion of State Avenue, Route 698, is no longer necessary for public use. Certified By: Joan S. Dolezal, Clerk O0 72 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: February 27, 1991 ITEM NUMBER; ll.G.2.a. SUBJECT: Conveyance of an Easement to Virginia Electric and Power Company COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests the Board to authorize the Chairman of the Board and the County Administrator to execute an easement agreement with Virginia Electric and Power Company to install underground cable within a 15' easement at Monacan High School. This request is for service to Stonecrop Subdivision. This has been reviewed by staff and approval is recommended. RECOMMENDATION: Staff recommends that the Board authorize the Chairman of the Board and the County Administrator to execute the easement agreement with Virginia Electric and Power Company for underground cable within a 15' easement at Monacan High School. DISTRICT: Midlothian BOS-9891 ATTACHMENTS: YES ~ NO D SIGNATURE: PREPARED ~:~Willis W. Pope, Manager Right of Way Division Department of Utilities 00 COUNTY ADMINISTRATOR 73 VICINITY SKETCH CONVEYANCE OF AN EASEMENT TO VIRGINIA ELECTRIC AND.PO~ER COMI)ANY ASHLEY~ WOOD SEE GRID B3' WrnGEMONT UA # MA JdSJ:~-U] C.qQS~IN~ r,~q~ 3 Church of Epiphany )NACAN HILLS SOiiLAR Pro,denon~ MS BRIARCU , WILUAM GWYN ;~KTATEK Mil Rescue CASTLE GLEN O0 Legend ¢, Location of Boundary Lines of Right of Way Form No. 720489fOec 87) {Formerly Plat to Accompany Right of Way Agreement COR 16 Virginia Electric and Power Company istri t Estimate Numb~ -- Grid Number. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: February 27, 1991 ITEM NUMBER: ll.G.2.b. SUBJECT: Acceptance of a Parcel of Land along Baldwin Creek Road and Hull Street Road from John F. Alexander COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff requests the Board to accept the conveyance of a parcel of land containing 0.343 acre along Baldwin Creek Road and Hull Street Road from John F. Alexander, and to authorize the County Administrator to execute the necessary deed. BACKGROUND: It is the policy of the County to acquire right of way whenever possible through development to meet the ultimate road width as shown on the County Thoroughfare Plan. The dedication of this parcel conforms to that plan. RECOMMENDATION: Staff recommends that the Board accept the conveyance of this parcel and authorize the County Administrator to execute the necessary deed. DISTRICT: Matoaca ATTACHMENTS: YES ~ NO ~ i:~ E PARE D<;_B3f~,,... ~'~~ F'~' ....... ~Willis W. Pope, Manager Right of Way Division Department of Utilities BOS-9891 SIGNATURE: ~ COUNTY ADMINISTRATOR O0 7(; VICINITY SKETCH ACCEPTANCE OF A PARCEl. OF LAND ALONG BALDWIN CREEK ROAD AND HULL STREET ROAD FROM JOHN F. A1;EXANDER 8321 N O0 77 JOl-I/,I F. ~/vl. /VD.: 73 (/) 18 OEEE;) ~ooK /,¢J4~ PLAT 3HO~A/IMG A ED' WIOE ~T/~IP OF MATOACA DISTRICT HARVEY L. PARKS, INC. 4508 W. HUNDRED RD. CHESTER, VA, 748-8641 748-0515 DATE- ~O~/U/_y [~0 SCALE: 1" - 60' DRAWN BY- .,'-'~/-../ CHECKED IBY- JOB NO. ?8 CHESTERFI ELD COUNTY BOAED OF SUPERVISORS AGE NDA MEETING DATE: February 27, 1991 ITEM NUMBER; ll.G.2.c. SUBJECT: Request to Quitclaim a Portion of a 16' Drainage Easement Across Property Owned by Sommerville Development Corp. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Balzer & Associates has requested the quitclaim of a portion of a 16' drainage easement across property owned by Sommerville Development Corp., at the intersection of Wyldrose Drive and Otterdale Road. This easement is no longer needed, due to the dedication of a new easement. This request has been reviewed by staff and approval is recommended. RECOMMENDATION: Staff recommends that the Board authorize the Chairman of the Board and County Administrator to execute a quitclaim deed to vacate a portion of a 16' drainage easement across property owned by Sommerville Development Corp. DISTRICT: Midlothian ATTACHMENTS: YES ~ NO E] W~llis W. Pope, ManaGer Right of Way Division Department of Utilities BOS-9891 SIGNATURE:, C OUNT~Y DM I N I STRATOR 00 79 VICINITY SKETCH REQUEST TO QUITCLAIM A PORTION OF A DRAINAGE EASt~KNT ACROSS PROPERTY OWNED BY SOMMERVHJ.E DEV~,O~T CORP. 2311 BUCKINGHAM MIDI-OTIdlAN <) O0 80 N II fl. O. $. Po~}norShi~) No. 1613 Vir' //v/o PovJar Date: /-~1-~0 Scale: I"= Job No.: PL/~ T ~S/-/O~dlNO 7-0 ~OPT/ITE£UI£L~ D6 VELOP/776h'T CO£A. ~lrYG /"]?/,DL..DT/-/I,,'cJIY' DigTP-_.iC T CI'-/E:~ TE,(3FI EZ. D COUIY I~CEO~3 TIlE P£OP~£TY OF AND ASSOCI AWES. INC. · PLANNERS · ARCHITECTS · ENGINEERS · SURVEYORS · 501 Branchway Road · Suite 100 · Richmond, Virginia 23236 · 794-0571 · Fax 794-2635 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE' February 27, 1991 ITEM NUMBER: ll.G.3. SUBJECT: Report of Water and Sewer Contracts by Developers COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following utility contract was executed by the Administrator: Contract Number: Project Name: Developer: cohtractor: contract ~mount: District: 90-0380 Foxcroft Tennis and Clubhouse 15100 Fox Club Parkway Delmarva Properties, Inc. Lyttle Utilities Sewer - $12,482.30 Clover Hill County ATTACHMENTS: YES [] PREPARED BY: ~,,Asslstan~ Dzrector of Utilities SIGNATURE: C~MINISTRATOR O0 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA ~PORTS MEETING DATE: REPORT ON: February 27, 1991 ll.H.1. Status of General Fund Contingency Account, General Fund Balance; Reserve for Future Capital Projects, District Road and Street Light Funds, Lease Purchases and School Board Agenda ATTACHMENTs: YES ~ NO [3 SIGN AT URE: ' cO~MINISTRATOR O0 8,3 Date 07/01/90 07/01/90 07/25/90 08/22/90 10/10/90 01/23/91 CHESTERFIELD COUNTY STATUS OF GENERAL FUND CONTINGENCY ACCOUNT February 22, 1991 Department/Description Original FY91 Budget Appropriation Increase in VACO membership dues Condemnation settlement for flood easement Consulting services for Committee on the Future to provide long-range strategic plan Fully fund Chesapeake Bay Preservation Act Partial funding for con- sulting services for consideration of alter- natives for school programming and scheduling Amount 11,460 3,523 32,500 8,950 43,567 Balance $100,000 88,540 85,017 52,517 43,567 conting O0 84 Board Meeting Date 11/22/89 12/13/89 06/30/90 06/13/90 06/27/90 06/27/90 12/12/90 06/30/91 CHESTERFIELD COUNTY RESERVE FOR FU~N3RE CAPITAL PROJECTS TRADITIONALLY FUNDED BY DEBT February 22, 1991 Description FY89 Excess revenue FY90 Budgeted addition Designation from June 30, 1989 Fund Balance Purchase of land-Cogbill Road Purchase building at 6701 West Krause Road Budgeted addition of excess revenue Purchase medical building for future library site Funds to purchase land for park on Lake Chesdin Budgeted but not appropriated funds to purchase land for schoQ1 and park sites Fill dirt for cover repair at Fort Darling Landfill Budgeted addition from FY91 revenues* Amount $2,119,900 1,881,500 Balance $2,119,900 4,001,400 1,500,000 5,501,400 ( 630,000). 4,871,400 ( 400,000) 4,471,400 2,100,000 6,571,400 ( 735,000) 5,836,400 ( 600,000) 5,236,400 (2,000,000) 3,236,400 ( 180,000) 3,056,400 4,000,000 7,056,400 * The FY91 Budget calls for the addition of $4,000,000 from FY91 revenues. Note: The FY91 Budget also called for the addition of $750,000 in revenue from State Recordation Tax. At this time, it appears that the revenue will not be received. rfcip O0 86 0 E~ H 0 0 C) 0 0 0 0 0 0 0 0 0 0 0 I.~ ~ If'3 ~ ~ I_~ 0 0 (1) 0 00 Prepared by Accounting Department January 31, 1991 SCHEDULE OF CAPITALIZED LEASE PURCHASES Date Lease Purchase Began Description Original Date Lease Lease Purchase Purchase Amount Ends Outstanding Balance 1/31/91 12/83 10/84 APPROV~DAND ~XE6~OTRD Copiers 800 MHz System Accounting System 30,500 2,888,682 250,000 3,138,682 8/92 10/91 10,675 270,103 23,487 293,590 12/86 7/87 7/87 10/87 Mobile Radios Police Automatic Call Distributors Leaf Pickup Equipment Copiers Airport Fuel Truck Airport Mowing Equipment School Vehicles School Telecommunications Equipment Jail Addition Data Processing, Human Services, Courts Building 745,320 189,897 203,114 19,277 21,682 9,989 1,189,279 259,500 239,046 245,385 1,839,219 4,489,377 16,796,019 23,370,000 6/91 6/92 7/92 12/01 84,439 21,514 23,011 2,184 2,456 1,132 134,736 78,451 77,535 204,750 1,534,650 3,745,950 14,014,650 19,500,000 O0 88 Date Lease Purchase Began Descriptions Original Lease Purchase Amount Date Lease Purchase Ends Outstanding Balance 1/31/91 6/88 lO/88 11/88 12/88 3/89 8/89 12/89 10/90 800 MHz Equip. - Rescue Squads 800 MHz Equip. - Sheriff Fire Pumpers Fire Station Apparatus and Furnishings A T & T Phone Equip. Filing System- Treasurer (Unallocated) School Copier School Equipment Airport State Police Hangar Additions and County Warehouse Geographic Information System ("GIS") - Automated Mapping System Data Processing Equipment Data Processing Equipment Mental Health, Mental Retardation and Substance Abuse Computer Equipment TOTAL APPROVED AND EXECUTED $ 85,000 140,000 264,000 1,428,000 946,400 40,000 83,600 2,987,000 21,600 1,080,000 128,800 331,200 460,000 3,095,000 183,430 2,015,570 96,500 $38,166,107 6/93 9/93 7/91 12/oo 1/98 8/92 1/95 7/93 $ 45,835 75,142 142,007 401,166 492,882 14,543 0 1,171,575 13,108 196,214 114,291 293,891 408,182 3,095,000 96,675 1,527,341 80,196 $26,683,278 PENDING APPROVAL AND/OR EXEGN3TION None O0 8U CHESTERFIELD COUNTY PUBL]C SCHOOL CHESTERFIELD, VIRGINIA School Administration Building g900 Krause Road Chesterfield, Virginia 23832 AD Ce February 26, 1991 5:00 p.m. Ee SCHOOL BOARO MEMBERS Mrs. Jean Copeland-Chairman, Matoaca William H. Goodwyn, Jr.-Vice Chairman, Bermuda Timothy Carter Brown, Midlothian John A. Cardea, M.D., Clover Hill Elizabeth B. Davis, Oale E.E. (Gene) Davis, Ed.D., Division Superintendent WORK SESSION ON BUDGET $:00 P.M. PUBLIC HEARING ON 1991-92 BUOGET 7:30 P.M. AGENOA REGULAR MEETING OF THE SCHOOL BOARO (Immediately following Public Hearing) Call to Order, Roll Call, Flag Salute - Mr. Goodwyn, presiding. Cub Scout Pack 825 Acceptance of Minutes February 6, 1991, School Board Work Session February 12, 1991, Regular School Board Meeting Agenda Approval Superintendent's Report #131 Capital Projects Status Report #130 January lgg] Enrollment Update #129 Monthly Financial Report for January 1991 (to be delivered Tuesday) Action Items 1. Consent Agenda Operations and Finance #133 School Grant Revisions #134 Approval of Superintendent's 1991-92 Financial Proposal (to be delivered Tuesday evening) Human Resources #123 Second Reading: Revision of Policy #523, Sick Leave #124 Second Reading: Revision of Policy #522, Vacation Leave F. Non-Agenda Items Discussion Agenda. (No public testimony will be accepted on discussion agenda items.) H. Announcements, Communications, School Board Comments I. Executive Session (personnel, legal, land/property acquisition) J. Adjournment General Information The Chesterfield School Board meets on the second and fourth Tuesday of each month with the exception of July when it meets on the second Tuesday, August when it meets on the fourth Tuesday, November when it meets on the second Tuesday, and December when it meets on the second Tuesday. The first meeting of each month begins at 5:00 p.m. with routine business, operations, and personnel actions of the Board. Beginning at 7:30 p.m., policy and other issues requiring and/or permitting public testimony will be considered by the Board. The second meeting of the month begins at 7:30 p.m. All meetings are open to the public and are held in the Board Room of the School Administration Building, ggo0 Krause Road, Chesterfield, Virginia. If the place or time is changed, the public will be notified. Following is the procedure by which the public may speak before the School Board at any of the above meetings: Persons wishing to be heard on action items must notify the Superintendent's Office by 2:00 p.m. on the day of the meeting. Persons who have requested to offer public testimony will be heard when each item is considered. Persons to be heard on non-agenda items will be heard during the specified section of the meeting. It is requested that an individual conduct his/her presentation in three minutes; representatives of a group may speak for five minutes. e Public delegations. Public delegations or their representatives are required to submit in writing their request for hearing and their proposals to the Division Superintendent at least five days prior to the meeting at which they wish to be heard. CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, V?RGINIA School Board Work session Minutes for February 6, 1991 A special work session of the Chesterfield County School Board on budget was held on February 6, 1991, at five-thirty o'clock in the Board Room of the School Administration Building. Present: William H. Goodwyn, Jr., Bermuda; John A. Cardea, M.D., Clover Hill; Timothy Carter Brown, Midlothian; Elizabeth B. Davis, Dale; Dr. E. E. (Gene) Davis, Superintendent; Larry Elliott, Deputy for Project School Improvement; Dr. Barbara Pisapia, Assistant Superintendent for Instruction/Support Services; Thomas R. Fulghum, Assistant Superintendent for Construction Management/Site Identification; Ralph Westbay, Assistant Superintendent for Finance; Howard Jones, III, Director of Staffing for Human Resources; Dr. Carl Chafin, Managing Director for Planning Evaluation; Debra Marlow, Director for Community Relations; and Mary Alice Shell, Executive Secretary to the Superintendent. Absent: Jean Copeland, Matoaca; Dr. Joyce Luck, Assistant Superintendent for Human Resources; and Patricia Bartlam, School Board Clerk. Mr. Goodwyn opened the meeting announcing Mrs. Copeland is recuperating well from surgery and said the purpose of this meeting is to review the budget and other items Board members or Dr. Davis wish to bring before the Board. Mr. Goodwyn then turned the meeting over to Dr. Davis. Dr. Davis brought to the attention of the Board a packet of information entitled Revenue Estimates 1991-92 which detailed components of the budget and was developed through inquiries regarding the components of the budget and the assumptions used to arrive at the conclusion that approximately $13M had to be reduced from the budget. The School Board had requested Dr. Davis to provide the dollar amounts by categories that would be needed to continue funding the Chesterfield County Public Schools and take in 1,843 students. Dr. Davis said that amount is $227,862,400 plus w~atever is recommended for compensation increase in normal circumstances would be a reasonable and prudent amount to increase salaries. Dr. Davis added that since this budget is a level funded budget, it is possible a step increase would be added to that amount. In addition, the Board indicated that the budget presentation should reflect a $13M reduction. Dr. Davis said scenarios for a $15M reduction and an $18M reduction in the reduction program in case there were other revenue losses will also be presented. RFI MEMORANDUM #7 - Administrative Staffinq Comparisons Dr. Davis said this memo is in response to a request from Mrs. Elizabeth Davis and ultimately the Board to look at administrative staffing comparisons for a period of time. Dr. Davis pointed out that the administrators defined in this memorandum are the same administrators listed as administrators by the State on the Annual School Report. Dr. Davis said that Mr. Westbay's presentation relative to this request will show comparisons with ourselves from a base year of 1987-88 and with other school divisions typically compared with Chesterfield County Public Schools in per pupil expenditure, class size, achievement scores, population increases, etc., as well as background information relative to what is administrative cost in the budget and what is not administrative cost within the budget. Mr. Westbay recapped the information that had previously been reviewed with principals, community members, and staff groups who are helping to rank items to achieve the $13M reduction. In addition, Mr. Westbay reviewed the 1990-91 school year budget of $207,748,500 (excluding food service), noted the three major components of the budget are instruction, support, and debt service, and detailed the amounts assigned to each budget category. Mr. Westbay discussed the make-up of the administrative components of the budget in the administrative areas. Mr. Westbay then discussed the number of positions in these areas and said that there are 4,969.5 FTE (full-time equivalent) positions in the current budget; 3,881 (78%) are in the instruction component and 1,088.5 (22%) are support personnel. Mr. Westbay detailed the breakdown of positions in each catego~j; i.e., classroom teachers, administrators, instructional specialists, guidance counselors, clerical, maintenance/custodial, and transportation. Mr. Westbay presented information defining the ratios of pupils and teachers per central administrator from 1987 through 1990 in comparison with the national average ratios offered each year by Educational Research Service. In each instance the statistics showed Chesterfield County schools consistently have more staff members per administrator than the national average; X987 - teachers - 23.4 national average -- 34.4 Chesterfield County; students - 488 national average -- 545 Chesterfield County; Xg~0 - teachers - 25.7 national average - 36.3 Chesterfield County; students - 483 national average - 552 Chesterfield County. The trend for 1991 indicates a continued gain of students with respect to administrators. Additional information was presented regarding administrative positions per thousand students since 1987; the trend indicates a decline in the number of administrators per thousand students up to and including 1991. A comparison of like- size school districts; Prince William, Virginia Beach, Henrico, Hanover, and Richmond City show they are significantly above Chesterfield in numbers of administrative staff vs staff and students. 2 Mr. Westbay noted there are currently six administrative positions vacant and indicated one position will be frozen. He pointed out that the position of accounting systems specialist was added to the budget this year for the purpose of helping to put the new payroll system on line and was approved as a part of the overall $250,000 funding that was our portion of the new payroll system; a similar position had been approved under the county's portion for this system. Dr. Davis had recommended that the position for the school system not be filled but that the county and school system collectively fill one position and allocate that individual's time based on the major user of the system; this would be beneficial to the school system since the school system comprises 66.6% of the payroll and would ultimately save, if not all, at least a portion of a position. The intent is to hold positions except those going into the classroom or driving a bus. The balance of the positions will not be filled for the remainder of this year and are eligible to be deleted from the 1991-92 budget. There are several central office staff members out and their workloads are being reallocated among other employees rather than securing substitutes for their positions. In response to Mr. Goodwyn's inquiry, Mr. Westbay said the value of not filling the administrative positions would be $250,000. Dr. Davis stated that if the administrative portion of the budget totaling $4.5 and the curriculum management portion of the budget totaling $4.3M were eliminated from the budget, the $13M reduction could not be achieved. It was pointed out that while $8.8M is a considerable amount of money, the elimination of these services would close down payroll, personnel, accounting, finance, purchasing, as well as the ability for grade reporting, scheduling, etc. Some of the reduction will have to come from these areas; however, reducing these services and amounts would not compensate for the full $13M to be cut. Mr. Brown asked what kind of flexibility the departments would have in terms of meeting the 7% target set. Dr. Davis said they have the flexibility to achieve the bottom line in the manner in which they see fit within the guidelines established to determine the services that will not be offered. Another guideline is that suggestions regarding personnel have to be reviewed because positions will not be filled unless other positions of equal dollar amounts were deleted. In addition, the General Assembly is considering an early retirement bill which might prove beneficial to the school system relative to positions. Mr. Brown asked if the six positions were still in the budget and included in the list of sixty-two items costed out and currently circulated to be prioritized. Dr. Davis said that the positions were in the budget and their value plus the 7% target equates to $3M reduction in expenditures fordivision-wide services and would be taken from administration, curriculum management, 3 maintenance and transportation. Mr. Brown asked if that reduction impacted instructional budgets at the school in terms of supplies and materials division- wide. Dr. Davis replied that it did not impact the instructional budget at the school; the $3M would consist of administrative costs alone. Mr. Brown asked if the suspension of conference travel on the list of 62 applies division-wide and is included in the $3M reduction. Dr. Davis said this applies to all travel in the school division and is proportioned according to department. A discussion ensued regarding duplicative items, and it was determined that there were very few items that duplicated school level vs administrative level reductions. Mr. Brown asked about the configuration of the 1991-92 budget figure and Dr. Davis said that the figure represented level funding with no increase in enrollment and no step or salary increase. In response to inquiries from Mr. Brown and Dr. Cardea regarding a teacher increase, Dr. Davis said that since there is level funding for all other categories in the budget including enrollment increases, a step increase would be one way to look for teachers' salaries. This would be the equivalent of a little less than 3% and would not meet the cost of living percentage. Dr. Cardea asked that several scenarios on funding be developed showing recommended increases for teachers and still go back to the original guidelines with the intent of evening out the disparities of the scale as previously discussed. Dr. Davis said that scenarios of step increase percentage, a cost of living increase at a given time, a figure showing what it would cost to go to market, and a figure that takes an incremental figure to go to market could be developed. Mr. Brown suggested that one scenario reflect an adjustment to the middle portion of the scale that is below the competitive area. Dr. Davis said that a meeting had been held with principals to identify the items to be cut first from the list of 62 items to those items to be cut last. Meetings were also held with members of the County Council of PTA's, Special Education, Talented and Gifted and Vocational Education Advisory Committee members, instructional specialists, most of the support staff, and a meeting is scheduled with teachers from each building representing all grade levels as well as special education and gifted and talented classes. In each instance the groups were asked to include any additional items not included on the list and those items would be added to the list of 62 and costed out. Dr. Chafin will rank the recommendations, and Dr. Davis and members of his staff will meet Monday, February 11, 1991, with the Budget Advisory Co~mittee to go over the recommendations of the combined groups as well as the deletions for the $3M division-wide and from these final recommendations for priority one, priority two, and priority three cuts will be made. Dr. Davis said it is his responsibility to bring the recommendations to the Board February 21, 1991, but the presentation will be a synopsis of all recommendations costed out for the Board to review. Dr. Cardea noted furloughing of employees was not on the list of 62 and asked for a status on this item. Dr. Davis said he would look into it. Mrs. Davis asked about the balancing of the groups during the budget reduction process relative to elementary, middle, and high school interests. Dr. Chafin said the principals were grouped to include each level for the deliberations and requested to reach a consensus. Mr. Elliott reported the same process was used with instructional specialists and support groups and will apply to the teacher groups at their meeting. Mr. Goodwyn and Mr. Brown commended Dr. Davis and the staff on this process and commented that it was a positive way to reach a consensus on the cuts. Dr. Davis indicated that a Public Hearing will be available for patron to give input to the budget at the next regularly scheduled meeting on Tuesday, February 12, 1991. There being no further business Mr. Brown made the motion to adjourn the meeting; the motion was seconded by Dr. Cardea. The work session was adjourned at 6:50 p.m. 5 CHESTERFZELD COUNTY PUBLIC SCHOOL CHESTERFZELD, VZRGZNIA School Board Neetinq Minutes for February 12, 1991 The regular meeting of the Chesterfield County School Board was held on February 12, 1991, at five o'clock in the Board Room of the School Administration Building. The meeting was called to order by William H. Goodwyn, Jr., Vice- Chairman. Mr. Goodwyn announced that Mrs. Copeland is recuperating well from her surgery and hopes to be back soon. Present: William H. Goodwyn, Jr., Bermuda; Timothy Carter Brown, Midlothian; Elizabeth B. Davis, Dale; Dr. E. E. (Gene) Davis, Superintendent; Larry Elliott, Deputy for Project School Improvement; Dr. Barbara Pisapia, Assistant Superintendent for Instruction/Support Services; Thomas R. Fulghum, Assistant Superintendent for Construction Management/Site Identification; Ralph Westbay, Assistant Superintendent for Finance; Dr. Joyce Luck, Assistant Superintendent for Human Resources; Dr. Carl Chafin, Managing Director for Planning and Evaluation; Debra Marlow, Director for Community Relations; and Pat Bartlam, School Board Clerk. Absent: Jean Copeland, Matoaca; John A. Cardea, M.D., Clover Hill; The Pledge of Allegiance to the Flag of the United States of America was recited. Mr. Brown moved that the minutes of the January 22 and January 30, 1991, meetings be approved as presented; Mrs. Davis seconded the motion, and the minutes were approved. AGENDA APPROVAL Dr. Davis asked the following items be added to the agenda: Memo #127, Process for Developing and Exploring Options to Address Overcrowding in the Chesterfield County Public Schools, to be placed after Operations and Finance; executive session for two student discipline cases; and Memo #128, Recognition of Shoney's Restaurant Partnerships, under Awards and Recognitions. Mr. Brown moved that the agenda be approved as modified; Mrs. Davis seconded the motion, and the agenda was approved. ACTION ITEMS Memorandum #113 - Recommended Personnel Action for 1990-91 Dr. Davis pointed out to the Board that a number of individuals have been reassigned. Wherever possible, existing personnel have been reassigned into vacancies thus giving a cost savings overall. Mr. Brown moved that the School Board approve the personnel actions as listed and authorize the Superintendent to offer contracts, make assignments, approve appropriate salary placements in accordance with adopted salary scales or give appropriate notice of the action taken. Mrs. Davis seconded the motion, and it was approved. Memorandum #114 - Request Approval of Petty Cash Reimbursement for January, 1991, Disbursements Mr. Brown moved that the School Board authorize the Superintendent to request reimbursement of the petty cash fund for the month of January, 1991, in the amount of $166.31; Mrs. Davis seconded the motion, and it was approved. SUpERINTENDENT'S REPORT Memorandum #127 - Process for Developinq and Exploring Options to Address Overcrowding in the Chesterfield County Public Schools Dr. Davis stated the School Board and staff have been provided assistance by the County Board of Supervisors in the form of consulting help with the firm headed by Dr. William DeJong that conducted the first strategic futures study. Given the continued rapid growth of the school division and the fact that at present the remaining three schools are not able to be completed due to economic situations, a plan needs to be developed to study student housing. Numerous meetings have been scheduled in the community to discuss this issue. Dr. Chafin reviewed in detail a calendar of events and activities relating to overcrowding. He stated that he, his staff and Dr. DeJong and his team met last week to discuss the process and how to be ready in June for the Board to make some policy decisions. He emphasized the calendar presented is in more detail but consistent with one the Board had developed previously. On February 18, a special briefing will be held at Manchester High School for the County Council of PTAs and all of the Executive Board members at all 50 schools. This detailed description of plans to proceed will be presented on that date to this group. {A copy of this process is available upon request.) The Board agreed that on dates they are briefed on the progress, they would like to have the Board of Supervisors in attendance. March 7 and April 11, 1991, were dates tentatively set for joint briefings; Dr. Davis will contact Mr. Ramsey to confirm these dates. A team will be put together which includes school staff, Dr. DeJong's staff and community representatives to help with the community forums. An initial draft of policy and guidelines (based upon the results of the community forums and analysis) will be presented to the School Board on June 11, 1991. The Board stressed the importance of keeping the public informed of the various options as this process develops. It was also pointed out that there will be multiple solutions to the problems. Mrs. Davis moved that the School Board go into executive session pursuant to §2.1-344A2 to discuss disciplinary action regarding Student Case No. 1990/91- 06 and Student Case No. 1990/91-07; Mr. Brown seconded the motion, and the Board entered executive session at 6:00 p.m. Mr. Brown moved that the Board end executive session and enter regular session; Mrs. Davis seconded the motion, and the Board entered regular session at 6:45 p.m. On motion of Mrs. Davis, seconded by Mr. Brown, now, therefore, be it resolved that the School Board hereby certifies that, to the best of each member's knewledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive session to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the executive session were heard, discussed, or considered by the School Board. AYES: Mr. Goodwyn, Mr. Brown, Mrs. Davis ABSENT DURING MEETING: Mrs. Copeland, Dr. Cardea Clerk to the Board Mr. Brown moved that in Student Case 1990/91-06 and in Student Case #1990791-07 the School Board uphold the Superintendent's recommendation for expulsion from Chesterfield County Public Schools for the remainder of the 1990- 91 school year for possession of a weapon and that the parents be informed of the readmission review procedures; Mrs. Davis seconded the motion, and it was approved. The Board recessed until 7:30 p.m. PUBLIC HEARING ON BUDGET Mr. Ed Barber, President of CEA. Mr. Barber stated that the CEA does not endorse any cuts suggested for the classroom instruction portion of the proposed school budget. CEA asked that everything beyond the classroom be pared before instruction is affected. Mr. Barber also requested, through a letter to Dr. Davis, access to employment contracts and other information regarding official salaries, benefits, and reimbursements of central office personnel. AWARDS AND RECOGNITIONS Debra Marlow recognized Pam Tuskey who was named the outstanding social studies teacher for 1990-91 in the Central Virginia region. Ms. Tuskey was unable to attend previously. Memorandum #115 - Recoqnition of the R.E.B. Award Recipients The R.E.B. Award for Teaching Excellence was established in 1988 to recognize public school teachers who have distinguished themselves by their performance in the classroom. The program is funded through a grant from Mr. and Mrs. Rudy Bunzl. Debra Marlow recognized the following eight finalists: Laura Baldwin of Bensley Elementary; Helene Leong of Hopkins Elementary; Marlene Moore of Beulah Elementary; Nancy Paul of Davis Elementary; Joan Pufko of Crestwood Elementary; Brenda Storke of Gordon Elementary; Katie Sue Tharp of Hopkins Elementary; and Susan Renee Trump-Caudill of Evergreen Elementary. The following six teachers were among those selected for 1990 awards for teacher excellence: Rita Boykin, Clover Hill Elementary; Margaret Early, A.M. Davis Elementary; Gail Gilligan, Beulah Elementary; Judith Johnson, J.B. Watkins Elementary; Patricia Johnson, Matoaca Elementary; Cynthia Slate, Swifte Creek Elementary. receive between $4,439 and $7,500 each for projects. They will each Memorandum #116 - Recoqnition of School Board Member Appreciation Week Governor Lawrence Douglas Wilder has proclaimed February 11-17 as School Board Member Appreciation Week in Virginia. Dr. Davis and Debra Marlow presented each Board member a certificate from the Virginia School Board's Association. The members of the School Board were recognized for the manner in which they have placed public education in the forefront and their contributions to the community. Mr. Goodwyn thanked the citizens for the support they give to the Board. Memorandum #117 - Recoqnition of the National Forensic Leaque Diamond Key Award Recipient Cindy Bomboske, Monacan High School, was unable to attend but was recognized as having received the National Forensic League Diamond Key Award. Ms. Bomboske received 1500 points to qualify for this award. Memorandum #128 - Recoqnition of Shoney's Restaurant Partnerships The three Shoney's restaurants in Chesterfield County have each agreed to form partnerships with three schools in their immediate areas as a means of contributing to their communities and enhancing public education in the county. The following were recognized: Judy Kane, Shoney's marketing representative; David Booker, Chester manager; Garrett Mason, Chesterfield Towne Center manager; and Eric Wathall, Oxbridge Square manager. Chester restaurant's partners are Thomas Dale High School, Chester Middle School, and Curtis Elementary School. The Towne Center partners are Monacan High School, Robious Middle School, and Gordon Elementary School. The Oxbridge Square partners are Clover Hill High School, Swift Creek Middle School, and Crenshaw Elementary School. SUPERINTENDENT'S REPORT Dr. Davis stated that progress reports from construction, new construction and EC/AC are brought forward regularly. Mr. Fulghum pointed out later this month, the high schools will begin the 1991 track season; Meadowbrook, Matoaca and Thomas Dale have new tracks. He gave the following revenue summary: 1985 Bond Issue lg88 Bond Issue Conditional Appropriation {from Board of Supervisors) Total $ 1,300,000 $143,100,000 $ 2,000,000 $146,400,000 A report to the Board will be given regarding the status of the 27 projects included in those programs. Memorandum #118 Corporation Construction Update Presentation by Construction Control Mr. Roger Richardson and Mr. Bill Carden gave a review of the status of the new projects, a recent review of construction bids and projected impact if all projects could be bid on the current market. Slides and reports on the schedule of the projects, finances of the projects and program, delivery of services, construction market trends and a summary of recommendations were presented. Mr. Richardson stated that by bidding the three remaining projects {Alberta Smith Elementary, Bettie Woodson Weaver Elementary, and James River High Schools) now, a total of savings of up to $3.2 million is projected. Memorandum #119 Associates EC/AC Construction Update Presentation by H.C. YU and Representatives from H.C. YU and Associates, headed by Mr. Jack Harmen, gave a status report of the EC/AC project design, construction and cash flow. Mr. Fulghum gave the following summary for CIP update: EC/AC projects are on schedule. Two elementary schools and a high school have been delayed. There is still sufficient time to build the two elementary schools by the fall of 1992 and the high school by the fall of 1993. The first six new projects are progressing on schedule within available funds. The first twelve EC/AC projects are progressing on schedule within available funds. Current market conditions provide an opportunity for significant savings. Estimated savings after bidding all remaining projects within 90 days are: New projects EC/AC projects Change Order reduction EC?AC savings to date $2,500,000 800,000 700,000 1,400,000 $5,400,000 Estimated final expenditures under this scenario are $141,000,000. This represents a potential savings of $2,000,000 for the County and $3,400,000 for the school system. Another update is planned for June after all EC/AC construction contracts have been awarded. Memorandum #126 - Plan for County-wide Curriculum Council Dr. Pisapia presented a draft of the Chesterfield County Public School Curriculum Council proposal for the Board's review. The final draft will be brought to the Board in April, 1991, with a recommendation for approval for implementation during the 1991-92 school term. The plan is based on research and practices for curriculum development and implementation processes which can be applied to any subject area. The main characteristics of the model are: the identification of a cross section of participants who have subject matter expertise, responsibility for content delivery and community/parent membership; the role of assistance by the council on program of studies development and implementation; the responsibility of dissemination of information through the revision, deletion, and/or addition to programs of study; the opportunity for interested individuals or groups to access the council for information or input on the programs of study. Dr. Davis stated this process will provide opportunities to systematically review, evaluate and continue to improve curriculum. The Board agreed that the staff should proceed with this proposal. ACTION ITEMS Memorandum #122 - First Reading: Revision of Policy #533, Reduction in Force Dr. Luck stated this memorandum was coming to the Board in form of a policy rather than a regulation due to the nature of the policy of reduction in force. This policy has been drafted to specify the reduction in force provisions as they apply to teachers, support personnel, and administrative supervisory personnel. The policy also includes provisions for the recall of released employees. Several changes have been made to the original document which was presented to the Board at the last meeting. Reduction in force policies from several Virginia school divisions were reviewed and served as a basis for the development of this policy. Input was also received from the Superintendent's Leadership Council and the Chesterfield Education Association in the development of the final draft of the reduction in force policy. The revised policy has been reviewed by legal counsel. With teachers, reduction in force would be primarily a seniority provision, but the policy states that: "Each teacher in the affected endorsement area on instructional program who is recommended for lay off from that area or program shall have the right to be considered, on the basis of the same criteria, in all programs or instructional areas for which the endorsement requirements are fully met by the endorsement on which the teacher's active assignment has been based." The policy also states that, "The determination of essential personnel shall be at the sole discretion of the School Board upon recommendation of the superintendent." Dr. Davis said that in reduction in force policies, there is always discussion around the issue of seniority. Seniority demonstrates two things: 1. The people will have achieved and sustained continuing contract; and 2. As they come through the evaluation system, they are employees that should be kept in the system. Those years of experience are of benefit to the system and should be used as a fundamental portion of the process in the unfortunate event staff would have to be reduced. Mr. Ed Barber, President of the Chesterfield Education Association. Mr. Barber stated that in education, years of service have long been an important measure not only of experience but also dedication and professionalism. If reduction in force is necessary, CEA strongly believes that seniority must be the sole, not primary, criterion. Mr. Barber asked that the CEA and staff meet again to come to some consensus on the meaning of "active assignment." Dr. Davis pointed out that in reference to the sole issue being seniority, he will never bring forth a recommendation for reduction in force policy that has any category in seniority that does not include endorsement in the area. He stated he has an obligation to make certain this school system has people who are endorsed in an area to maintain our programs and service level. No action will be taken at this time. Memorandum #123 - First Readinq: Revision of Polic.¥ #523, Sick Leave Dr. Luck stated that Policy #523, Sick Leave, has been revised to clarify the intent of the policy regarding the use of anticipated sick leave, as defined in paragraph C, in situations involving illnesses or death in the family. The addition of the word "anticipated" to paragraphs E and F of the policy indicates that employees may use advanced sick leave for these purposes. The revised policy has been reviewed by legal counsel. No action will be taken at this time. Memorandum #124 First Readinq: Revision of Policy #522, Vacation Leave Policy #522, Vacation Leave, has been revised to permit flexibility in determining when accumulated vacation leave will be reduced to the maximum accumulation allowed. The revised policy establishes August 1 of each year as the cut off date for reducing accumulated vacation leave to the maximum allowed. This deadline can be extended by the Assistant Superintendent of Human Resources when unusual workload conditions or emergency circumstances exist which would prevent an employee from using their excess vacation prior to August 1. This revised policy has been reviewed by legal counsel. No action will be taken at this time. NON-AGENDA ITEMS Mr. John Easter spoke on'behalf of a group called Concerned Parents of Chesterfield County to report on a meeting held several weeks ago to discuss overcrowding in Chesterfield County schools. This group started as an informal group who came together out of concern due to reports on year round schools. On January 24th a meeting was held involving 140 concerned citizens. Mr. Easter presented a list of potential solutions suggested at this meeting. He stated there was a misconception problem in the community whereby the feeling was the School Board had already decided that year round schools would be the solution. He asked that the public be involved with the consultant in finding suitable solutions for overcrowding and that primary source materials be available to the public. Mr. Brown thanked Mr. Easter and stated the Board welcomes this type of input. Dr. Davis added that information has been placed in the main County Library for review by the public. There being no further business, the meeting was adjourned at g:45 p.m. CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #131 (90/91) February 26, ]991 TO: FROM: SUBJECT: SCHOOL BOARD ( OFFICE OF THE SUPERINTENDEN~'~,~ CAPITAL PROJECTS STATUS REPORT PERTINENT INFORMATION: Attachment A: EC/AC STATUS REPORT Making adjustments to BAS system in Phase I schools. Good progress being made on Phase II schools. Phase III being advertised for bid. Bids to be received in March. Attachment B: ALTERATIONS AND ADDITIONS STATUS REPORT Bensley and Gates Elementary Schools and Midlothian Middle School in the process of final close out. Matoaca, Meadowbrook and Thomas Dale tracks striped. Attachment C: NEW SCHOOL STATUS REPORT Woolridge and Ecoff Elementary Schools being closed out. Alberta Smith and Bettie Woodson Weaver Elementary Schools have been delayed as has James River High School. Bailey Bridge Middle School ahead of schedule. Interior finishes in progress. New Manchester High School contractor is also ahead of schedule. Attachment D: CLOSED OUT PROJECTS STATUS REPORT No projects closed out this month. Attachment E: CENTRAL ENERGY MANAGEMENT Involvement of contractor in EC/AC projects' BAS system has slowed progress. Attachment F: ASBESTOS ABATEMENT Currently there are no asbestos projects. Attachment G: CHANGE ORDER STATUS EC/AC Midlothian Middle (3), Meadowbrook (1), Falling Creek Elementary (1), Manchester (2), Bensley (1), Midlothian Middle Addition (1), and Bailey Bridge Middle (1). EED/TRF/1 t attachments 2 0 0 0 0 H 0 LZ.J o o o o .~ '%, ~ ~ o o *H o o U 0 0 0 0 ~o H H o I q=ltn I 'Om o,-I C) 14 I om i o m o $4 q-lo q~ 0 0 0 0 I 0 0 0 0 0 0 U 0 }.-I 0 I 0 O~ 0 0 I-I O~ t I 0 0 130 0 0 H 0 I co D. Z 0 Z 0 0 0 o ~ 0 0 0 U rJ rJ DNGE ER ARCHITECT CONTRACTOR · FIELD DOCUMENT GTO I OTHER [] [] [] PROJECT: (name, address) Midlothian Middle School TO CONTRACTOR: (name, address) W~lthall Construction Corp. 17201 Jeff~rso~ Davis Hwy. P.O. Box 267 Colonial HeiSts, VA 23834 The Contract is changed as follows: CHANGE ORDER NUMBER: 21 DATE: December 14, 1990 ARCHITECT'S PROJECT NO: 88164-06 CONTRACT DATE: September 12, 1989 CONTRACT FOR: Entire Project 1. Provide additional acoustical ceiling work in kitchen area. 1,138.77 2. Provide additional ceiling work to extend ceiling in front of orchestra room. 345.76 3. Provide isolation valves for chilled water flow meter. 784.37 4. Provide sump alarm. 786.59 Not vilM until Ngne~ b~ the Owner, Amh~ect ired Contractor. Thc od~n~ (Contract Sum) (C,-..,.:cc~ :.:.--L.._~: "-'"-~ Net chanse by previously authodzcd Change Orders ............................... The (Contract Sum) ~ ....... '" ...... --__----_ _"-' --) prior to thb Change Order was .......... Thc (Contract Sum) {C~'~'_-_-~ _' ........... -~) will be (tn~d) (decrmscd) (unc. h~scd) by this Chansc Order in thc m~x)unt of ............................ The new (Contract Sum)(C~-.;,.,.d ;.~...-:., ~,~) Lndudb~ th~ Change Order will be .. $ The Contract Time will b& (lncrea.~-M) (decreased) (unchanged) by The date of Sub~tamlal Completion as of the date of this Change Order therefore is 2,768,277.00 88,954.71 2,857,231.71 3,055.49 2,860,287.20 ( 00 )days. NOTE: Tht~ summary does not reflect changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Con,~ructlon Change Directive. H. C. Yu and Associates Walthall Construction Corp. ARCHITECT CONTRACTOR 3951 Westerre Pkwy. 17201 ffefferson Davis Hwy. AddreSs Address P.O. BoX 267 ~,~ xra 9'~9'~'4 /; Colon~upl Heights, VA 23834 Chesterfield County Schools OWNER 9800 KrauseRoad Address [,Am l-f ?'q! ~A ~ ~ · CHANGE ORDER · 19~7 EDmON · AIAe · ©!9~7 · THE 'CHANGE ORDER AIA DOCUM£NT G?OI OWNER [] ARCHITECT CONTRACTOR FIELD l-I · OTHER [] PROJECT; Midl'othian l~ddle School (n,~rne, addre~) TO CONTRACTOR: (mun¢, Walthall (kmsttuction Corp. 17201 Jefferson Davis Hgwy. .P.O. Box 267 Colonial Heights, VA 23834 The Contract is changed as follows: 1. Hook. up exhaust fan in Rocm ~117. 2. Hoop up exhaust fan in Roc~ ~116. 3. Hoop up exhaust fans #30 and .31 in Shop. 4. Hook up exhaust fan #33. 5. Provide gas vent piping as required by code. CHANGE ORDER NUMBER: 22 DATE: December 14, 1990 ARCHITECT'S PROJECT NO: 88164-06 CONTRACT DATE: CONTRACT FOR: Entire Project 68.45 67.33 486.72 489.12 2,504.95 Not valid until signed by the Owner, Architect and Contractor. The ortNnal (Contract Sum) (C .... :__~::_-~ ~ tn .... ~:r_ .":: 7) was ........................ Net change by previously authorized Change Orders ............................... $ The (Contract Sum) (&'"'"n'~'~: '. cc ~7_ --7_ P~--) prior to this Change Order was .......... $ The (Contract Sum) (C':~--''-~ ~.'---'-:...n-. .":::-) will be (increased) (decreased) (unchanged) by this Change Order in the amount of ............................ $ The new (Contract Sum) ('2_"_"-~.;cc-~ .'.L__' ...::. 7:'.~.) including this Change Order will be .. $ The Contract Time will.be ~) (~l~l)) (unchanged) by The date of Substantial Completion as of the date of this Change Order therefore is 2,768,277.00 92,010.20 2,860,287.20 3,616.57 2,863,903.77 ( O0 )days. NOTE: This ~ummaxy does nm refk-~t chans~ in the Cxmtr~ct Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Chani~e Directive. Chesterfield County Schools ARCHITECT CONTRACTOR OWNER 3951 W~.~,rro ~ark-~ay . 17201 Jefferson Davis Hwy. Address Address P.O. BOX 267 Address '- ' Zt ,ATE 0 / "?/ 1 I l q/ ~ ~ DA H. C. Yuand Associates Walthall Construction Corp. &~A I)OC~ ~ · CHANGE ORDER · 19~7 EDrnoN · AIAe · ~)19~7 · 11~E AMERICAN INSTITUTE OF ARCHITECT~, 1755 NEW YORK AVE., N.W., WASHINGTON, D.C. 20006 CHANGE ORDER AIA DOCUMENT G?OI PROJECT: (name, address) TO CONTRACTOR: (name, :address) Midlothian Middle School CHANGE ORDER NUMBER: 23 DATE: January 3, 1991 Walthall Construction Co. ARCHITECT'S PROJECT NO: 88164-06 P.O. Box 267 Colonial Heights, VA 23834 CONTRACT DATE: September 12, 1989 CONTRACT FOR: Entire Project The Contmctischanged ~ ~llows: 1. Add additional tapered insulation on roof area "B" 3,866.23 2. Remove wet insulation on roof area "L" 5,184.66 Not valid until reigned by the Owner, Architect and Contractor. The ottsbml (Con~act Sum) (6~-,~~ t'm~ ........................ $ 2,768,277. O0 Net change by previously authorized Chanse Orders ............................... $ 95,626.77 The (Contract Sum) (C. ~dee) prior to this Change Order was .......... $ 2,86 3,90 3.77 The (Contract Sum) (Gummm~4v~etimum-la~ee)-wRI be (tnctemsed) (deemmee~) (~m~) by th~ Chanse Order In tbe amotmt of ............................ $ 9,050.89 The ne~ (Contract Sum) (6emmm~ (a~'e)induding this Change Order will be .. $ 2,872,954.66 The Contract Time ~ be 0mctesmed) (decreased) (unchained) by The date of Substantial Compbttlon ~ of the date of this Change Order therefore Is ( 0 )day.~. NOTE: This summary' do~ not reflect changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive. HC Yu and Associates ARCHITECT Address Walthall Construction Co. Chesterfield County Schools CONTRACTOR OWNER New Construction Dept. Addr~-~s Addre~ Coloni~ Heights, VA 23834 Colonial Heights, VA 23834 ~ ~ ~ · CI'LaJNGE ORDER · 19~7 EDmON · MAe · ©19~7 · THE ,~4~UCAN u~sTmrm OF ,~c~rracrs. l?3s ~m~ ¥omu( ,v~., a.w., wAsne4O. TO~, o.c ~oo6 GT01--1M7 rf ud,:uu manac)er COR COR COR COR CHANGE ORDER AIA DO~UMF. A'T ~RoJECT: Meadowbrook High (name, address) OWNER ARCHITECT CONTRACTOR FIELD OTHER School TO CONTRACTOR: (name,~ess) Walthall Construction P.O. Box 267' Colonial Heights, VA #16 The Contm~ bchanged ~ ~llows: Provide additional Rawlings #17 //18 //19 Corp. [] [2] [] P. O. NO. [~, 7,~ ~',5'., 334111 ,5-'E/I I / / _~ 741 CHANGE ORDER NUMBER: DATE: December 12, ARCHITECT'S PROJECT NO: CONTRACT DATE: Apr i 1 CONTRACT FOR: Entire 23834 roofing work as required by & Wilson. Field Report ~10F Items 7,8, & 9. Repair window Jamb On rear of building. Delete acoustic ceiling in corridor adjacent to Room 109. Rev. add additional expansion joint where low roof Area "B"'meets the rising wall of Area "A" 5 1990 88163-06 24, 1990 Project 1,489.87 247.11 -420.0u 1,456.91 Not valid until aigned by tl~ Owner, Arohlt~-t and Oontrnotor. The orlNnal (Contract'Surn) (C .... m_-~__ .'.':_ '~,_:.."..'_.) was ........................ Net change by p~'vlously authorized Change Orders ............................... The (Contract Sum) ~"__---_-.;,.,.,: ;,:.~A.;._,, ;-,;,.,.) p~lor to this Change Order was .......... $ The (Contract Sum) (O ....~ ;,;..~ ..... Lk,.) will be (increased) · (4mehae~,~ by this Change Order in the amount of ............................ $ The new (contract Sum) ~C"~ _:;,~,.d :.:-.L ..... :',k,.) including this Change Order will be .. $ The Contract Time will ~ (~ (unchanged) by The date of Substantial Completion a~ of the date of this Change Order therefore is Au gU s t 24, 1991 3,933,482.00 23,129.74 3,956,611.74 2,773.89 3,959,385.63 ( 00.)days. Thb summary does not ~flect chanse$ in the Contract Sum, Contract Time or Guaranteed May. lmm Price which have been authorized by Construction Chnnl~ Directive. ARCHITECT H. C_ Yu & Associates Addre~ 3951_Westerre Pkwy. Ri c~_d, V;~ 23I~66 CONTRACTOR Walthall Construction Address Corp. Addr~ 17201 Jefferson D~vis HWy ~?. ]/~ Co~6-~%al Heig~ts~ VA DA~~' '' ~' /--"'~'--.~'/ DATE OWNER Chesterfield County Schooi~ iMA ~ ~ · CHANGE ORDER · 1987 EDITION · ..MA® " ©1987 · THE AMEriCAN INSTITUTE OF ARCHITECTS, 173~ NEW YORK AVE., N.W., WASHINGTON, D.C. 20006 ~'~t01--1~7 P. O. NO. 334111 ooo CHANGE / / °°-741 Distribution to: ORDER OWNER ARCHITE~ AIA DOCUME~ GTO~ CONTRACTOR FIELD OTHER 21-59E Falling Creek Elementary School PROJECT: ChesterfieId County, Virginia (name. address) FOR ..... CO; ';';1 .................... DEC ,9.~0 CH ~NC]~DER- NUMBER:.-. ?, 1990 ARCHITECT'S PROJECT NO: 2149 CONTRACT FOR:Chesterfield County School Board - Falling Creek Elementary School HVAC Renovation and Related Work CONTRACT DATE: TO (Contmctor): Harris Heating & Plumbing Co. Inc. P. O. Box 9448 Richmond, VA 23228 I .J August 30, 1989 - August 30, 1990 ¥ou aredirectedto makethefollowingchangesinthis Contract: Harris Heating & Plumbing's letter dated September 10, 1990. Item No. 1 - Deleted Item No. 2 - Revised - Provide circuit for lights under kitchen hood. Item No. 3 - Change wire to alarm contacts on duct detectors. Item No. 4 - Connect existing flow switches to new fire alarm system. Item No. 5 - ~rovide power wire from fire alarm panel to all duct detect'ors.- Item No. 6 - Provide new trunk line for fire alarm. Item No. 7 - Move chilled water pump starters from ice pit to new M.E. Room.- Item Nee 8 - Run conduit and wire to extra detectors. 306.54 1,081.75 1,471.26 5,856.26 999.04 388.71 535.~ Harris Heating & Plumbing's letter dated October 22, 1990 Provide relay.module to fire alarm panel for additional flow switch. 376.91 811,016.39 Not valid until signed by both the Owner and Architect. Sisnature of the Contractor indicates his agreement herewith, including any adjustment in the Contract Sum or Contract Time. L The original (Contract Sum) (Guaranteed Maximum Cost) was ........................... $1,630,600.00 Net change by previously authorized Change Orders ................................... $ 16,476.14 The (Contract Sum) (Guaranteed Maximum Cost) prior to this Change Order was .......... $1,647,076.14 The (Contract Sum) (Guaranteed Maximum Cost) will be (increased)~leemaeaedlKlaaz~)c by this Change Order ......................................................... $ 11,016.39 The new (Contract Sum) (Guaranteed Maximum Cost) including this Change Order will be ... $1,658,092.53 The Contract Time will be:~Jz~e~mc~k:(eteumamab (unchanged) by ( The Date of Substantial Completion as of the date of this Change Order therefore is ) Days. Simmons, Rockecharlie & Prince Harris Heating & Plumbin~ HIT CONTRACTOR OWNER ~ ~Szebrook Avenue P, O, Box 9448 Address Address Address Richmond, Virginia 23228 Richmond, Virginia 23228 Ernest N.'Dixon' DATE December 19, 1990 ' W. R.'Harris, President DATEDememhmr 27: lqqO Authorized: Chesterfield County School B AIA DOCUMENT G701 · CHANGE ORDER ' APRIL 1978 EDITION · AIAe · ~) 1978 THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE., N.W., WASHINGTON, D.C. 20006 G701 -- 1978 O'RDER ~' AIA DOCUMENT G701 Distribution to: OWNER [] 3:~4'1'11 '~ ~l'/ I " ARCHITECT [] CONTRACT. OR ~ //~ 741 FIELD OTHER PROJECT: ECAC CHANGE ORDER NUMBER: (name, address) Manchester High School Chesterfield County, VA INITIATION DATE: October TO (Contractor): J' Professional Contractors, Inc. "'] ARCHITECT'S PROJECT NO: P. 0. Box 499 CONTRACT FOR: ECAC Manchester High School Ashland, Virginia 23005 Chesterfield County, VA L . j CONTRACT DATE: April 12, You are directed to make the followin§ chart§es in this Contract: Three (3) 9, 1990 89009 1990 Furnish and install items I thru 5 in Landis & Gyr proposal of June 15, 1990 as directed by HC Yu and Associates. ADD .... $7,658.00 Not valid until signed by both Ihe Owner and Archilecl. Signalure o1' the Conlraclor indicales his agreemenl herewilh, including any adjuslmenl in Ihe Conlracl Sum ~)r Conlracl Time. The original (Contract Sum) K~'m:~~mkaa. m~=C~t:) was ........................... $ Net change by previously authorized Change Orders ................................... $ The (Contract Sum) (6em~m':eed:t,,kmt~em~-ost:) prior to this Change Order was .......... $ The (Contract Sum) (t~tfRRt'llL'~el:W~mam,aaF~e~t) will be (increasecl) by this Change Order ......................................................... $ The new (Contract Sum) (g;,ar~ml~edak4aa~m~ including this Change Order will be ... $ 2,810,350.00 4,767.00 2,815,117.00 7,658.00 The Contract Time will be (i~ased~=(.e%=c'.r. ease~ (unchanged) by 2,822,775.00 The Date of Substantial Completion as of the date of this Change Order therefore is unchanged. ( -0- ) Days. Authorized: TDFB, Inc. Professional Contractors, Inc. Chesterfield Count~, Scho. ARC~I!TE{~,I' Box 31383 (~O.N~.Aq~ 499 °w~l~O Krause Road Boar, Address AS hl,~d,/~A 2_3~057 Address .~.l~mond, V/R' 2,~3294-1383 Address ~~ Chesterfield, VA AIA DOCUMENT GT01 · CHANGE ORDER " APRIl. 1978 EDIT ON THE AMERICAN INSTITUTE OF ARCt TECTS 1735 NEVV YORK AVE N W. WASI , , . . . . .. r(?\~l~ I.!(', ~701--1978 CHANGE/ - ORDER [ AIA DOCUMU707 Distribution to: OWNER I-1 ARCHITECT [] CONTRACTOR [] FIELD [] OTHER [] 3.~4! 11 ~'"~/// ~,$ 00o /If 741 PROJECT: ECAC (name. address) Manchester Htgh School Chesterfield County, VA TO (Contraclor): j" Professional Contractors, P. 0. Box. 499 Ashland, VA 23005 CHANGE ORDER NUMBER: Ten (10) INITIATION DATE: December 14, 1990 Tnc. '-J ARCHITECT'S PROJECT NO: 89009 CONTRACT FOR: ECAC Manchester High School Chesterfield County, VA J CONTRACT DATE: I April 12, 1990 You are directed to make the following changes in this Contract: 1. Add smoke detectors in ducts as per September 13, 1990 letter from ProCon (Copy of letter with back up attached.) ADD... $6,504.00 Nol valid until si§ned I)~ both Ihe C)wner anti Archilecl. Si§nalure nj Ihe Conlraclur indicale.~ his agrec.,menl herc, wilh, including any adju,,Irnenl ir~ Ihe C~mlracl Sum or C¢~nlracl Time. The original (Contract Sum) ~,ai:r~=l~,~-~rrrT::~Ei~st) was ........................... $ 2,810,350.00 Net change by previously authorized Change'Orclers ................................... $ 35,801.00 The (Contract Sun1) (C~t~--'m:l~l=~a~eim~m,~T.~ prior to this Change Order was .......... $ ;',847,035.00 The ¢Conlract Sum) (CT~:k'n~eo~kt~-~=G~.t:) will be (increased) (d~,ra~z~'mc:~t:)=(~qt~l~t,,L~~ by this Change Order ......................................................... $ 6,504.00 The new (Contract Sum) ~/~.ea:r,~aeed::&,~a~n~u~.~e~l)including Ibis Change Order will be ... $ 2,853,539.00 The Contract Time will be H~c~eo~eet)=~l~eee~od) (unchanged) by ( -0- ) Days. The Date of Substantial Completion as of the date of this Change Order therefore is unchanged. "TDFB~ Inc. ProfesSional Contractors, Inc. 'O R^ R ARCI~I.TE(~To BOX 31383 ~.N~. ~)(~ 499 Address Address n ]~ichmond; VA,~2.t2~94 Ashla.~, VA7 2300~ '~ . Authorized: Chesterfield County Schoc ov~j~ Krause Road Boarc Address Chesterfield, VA AIA DOCUMENT G701 · CHANGE ORDER · APRIl. 1978 EDITION ' AIAa © 1971~ THE AMERICAN INSTITUTE C)F ARCFIITECTS, 1735 NEW Y()RK AVE., N W.. ~'A~HIN(;I()N. I) C. ?Ofl0(, G701 ~ 1978 CHANGE Distribution to: ORDER OWNER ' ARCHITECT AIR DOCUMENT GTO'I CONTRACTOR FIELD OTHER PROJECT: Bensley Elementary (name, address) TO (Contractor): P.O. Box 499 Ashland, VA 23005 You are directed to make the following changes in this Contract: CHANGE ORDER NUMBER: 12 INITIATION DATE: January 2, 1991 ARCHITECT'S PROJECT NO: 881 65-06 CONTRACT FOR: Entire project CONTRACT DATE: July 14, 1989 Providepow~r transformer for office area A/C Unit ~7 695.97 Not valid until signed by both the Owner and Architect. Signature of the Contractor indicates his agreement herewith, including any adjustment in the Contract Sum or Contract Time. The original (Contract Sum) (Guaranteed Maximum Cost) was ........................... $ 1,696,090.'00 Net change by previously authorized Change Orders ................................... $ 46,266.31 The (Contract Sum) (Guaranteed Maximum Cost) prior to this Change Order was .......... $ 1,742,356.31 The (Contract Sum) (Guaranteed Maximum Cost) will be (increased) (decreased) (unchanged) by this Change Order ......................................................... $ 695.97 The new (Contract Sum) (Guaranteed Maximum Cost) including this Change Order will be ... $ 1,743,052.28 The Contract Time will be (increased) (decreased) (unchanged) by ( 00 The Date of Substantial Completion as of the date of this Change Order therefore is Authorized: C~t~rf~l ~ C~unty OWNER H. C. Yu and Associates Procon , . CONTRACTOR PKWy. S-400 p_n_ p,~w 4qq Address Address R,~i. chn~_nd, VA 23233 ' A.~hl a~ _ ;CA BY , ~~' DATE !/~/,~[ ~ d ~E '~"/ - Address DATE AIA DOCUMENT G701 ' _ CHA..N. GE ORDER *~ APRIL 1978 EDITION · AIAe · (D "'~'~" THE AMERICAN INSI-ITUTE OF ^RCHITECTS, · -%--~'-"-"~,C'~ \ I~{!~7(' ' ' G701 - C CHANGE ORDEFt CONSTRUCTION CONTROL CORPORATION PROJECT Midlothian Middle School Addition CHANGE ORDER NO. 5 CONTRACT General DATE December 24, 1990 CONTRACTOR select Construction, Inc. THE CONTRACTOR IS DIRECTED TO MAKE THE FOLLOWING CHANGES TO THE CONTRACT. 1.) RFP 23: Credit For Balance Of Signage Allowance: 730.b0'~ 2.) RFP 25: Replace Transformers In VAV Boxes: $ 1,196.00 3.) RFP 30: Replace Window Broken After Substantial Completion $ 594.00 $1,060.00 THE CONTRACT SUM IS INCREASED/~E~'/~J~J~IN THE AMOUNT OF $ ... ORIGINAL NET OF PRIOR THIS CHANGE CURRENT CONTRACT SUM CHANGE-ADDITiONS ADDITION ~I CONTRACT SUM AND DEDUCTIONS ~ AS REVISED $1,464,000.00 + $44,960.30 $1,060.00 $1,510,020.30 THE CONTRACT TIME IS INI~i~XI)~C)~X~E~UNCHANGED BY CALENDAR DAYS. THE REVISED DATE OF SUBSTANTIAL COMPLETION IS August 24 ,1990 THE REVISED DATE OF FINAL COMPLETION IS August 24 ,1990 THIS CHANGE ORDER REPRESENTS THE TOTAL ADJUSTMENTS TO THE CONTRACT SUM AND THE CONTRACT TIME FOR THE CHANGES DESCRIBED HEREIN. RECOMMENDED FOR APPROVAL: DESIGN NS LT~, NT .Carneal & Johnston CONSTRUCTION PROGRAM MANAGER Construction Control Corporation By . _.~ '"~. ~,-~,~ DATE 'Il/'' ACCEPTED AND AGREED TO BY CONTRACTOR FOR CHANGES IN CONTRACT SUM AND/OR CONTRACT TIME AS DESCRIBED ABOVE: Select Constr. uction, Inc. APPROVED AND AUTHORIZED BY OWNER: Chesterfield Count~, Public Schools DATE DATE C CHANGE ORDER CONSTRUCTION CONTROL CORPORATION PROJECT Bailey Bridge Middle School CHANGE ORDER NO. 7 CONTRACT General DATE November 27, 1990 CONTRACTOR Kenbridge Construction £o. _. Inc. ~EOgO~A~O. THE CONTRACTOR IS DIRECTED TO MAKE THE FOLLOWING CHANGES TO THE CONTRACT. 1.) RFP 3F~; Additional Fire Alarm Pull Station 376,00 2.) RFP 39: Modify Fire Alarm System Of Elevator $5,740.00 3.) RFP 41: Additional Curb And Gutter 725.00 4.) RFP 44: Additional Sound Control Measures In Music & Shop Area 5,204.00 THE CONTRACT SUM IS INCREASE _.D~-~::~;,.:::.~:'::~;;;:: ,,IN THE AMOUNTOF$ ]2,045,00 ~' ORIGINAL NET OF PRIOR THIS CHANGE CURRENT CONTRACT SUM CHANGE-ADDITIONS ADDITION OR CONTRACT SUM AND DEDUCTIONS DEDUCTION AS REVISED $8,424,820.00 I $22,097.00 + $12,045.00 $8,458,962.00 THE CONTRACT TIME ENNS£1~Y,~SEd~/UNCHANGED BY 0 CALENDAR DAYS. THE REVISED DATE OF SUBSTANTIAL COMPLETION IS . . Jul ¥ I ,1999___. THE REVISED DATE OF FINAL COMPLETION IS September 1 ,199~ . THIS CHANGE ORDER REPRESENTS THE TOTAL ADJUSTMENTS TO THE CONTRACT SUM AND THE CONTRACT TIME FOR THE CHANGES DESCRIBED HEREIN. RECOMMENDED FOR APPROVAL: DESlG~ONS~AN~T: ,Smi~tq~ &,Boynton RECOMMENDED FOR APPROVAL: DATE CONSTRU~ PR.OG~LM~ ~C~onstruction Control Corporation ACC~D AGREED TO BY CONTRACTOR FOR CHANGES IN CONTRACT SUM AND/OR CONTRACT TIME AS DESCRIBED ABOVE: / ~nbqid~n~uction Company, Inc, APPROVED AND AUTHORIZED BY OWNER: Chesterfield, County Puhlin Snhnol DATE /- ( - ~ / CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #130 (90-91) February 26, 1991 TO: FROM: SUBJECT: SCHOOL BOARD OFFICE OF SUPERINTENDENT JANUARY, 1991 ENROLLMENT UPDATE PERTINENT INFORMATION Attached are the updated school membership totals for January, 1991 as follows: · Summary (Attachment A). Comparisons of actual enrollments with growth by program level since September, 1990, and school membership summaries including program capacity and available space {Attachment B, Pages 1-4}. It is important to note that the January, 1991 enrollment trend is almost identical (-2 students) to the January, 1990 trend. EED/CKC/RLL/bap Attachments Attachment A CHESTERFIELD COUNTY SCHOOLS Membership summaries for Januar~ 31, 1991 were compared with January 31, 1990 and September 28, 1990 as follows: The January, 1991 membership was 44,360 students = a LOSS of 120 students from the September, 1990 membership of 44,480. The January, 1991 membership was 1511 larger than the January, 1990 membership of 42,849. The FALL growth trend is DOWN (-2 students) from the January, 1990 growth trend. Changes in membership by category from January 31, 199o to January 31, 1991 were summarized in the table below: TABLE A. January 31, 1990 MONTHLY MEMBERSHIP COMPARISON to January 31, 1991 Actual 1989-90 Program 1-31-91 1-31-90 9-28-90 Changes Jr. Kdgt. 1315 Kindergarten' 3626 Elementary 17602 (Gr. 1-5) Middle 10012 (Gr. 6-8) High 11805 (Gr. 9-12) Totals 1432 1214 = -117 3315 3731 = 311 16950 17536 = 652 9406 9987 = 606 11746 12012 = 59 44360 42849 44480 = 1511 *Self-Contained Special Education included above: 766 I 678 ~ = 88 Attachment B Attachment B CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #133 (90-91) February 26, 1991 TO: FROM: SUBJECT: OFFICE OF THE SUPERINTENDEN . SCHOOL GRANT REVISIONS PERTINENT INFORMATION: The Chesterfield County School Board has received notification of increased Federal funds for two grants. This request is to increase Federal funds in the amount of $127,578 for the Preschool Incentive Grant and $21,448 for the Title II Grant. It is necessary to make budget adjustments to comply with the rules and regulations of each grant. No local funds are involved with these changes. EVALUATION/ANALYSIS: FYgl Preschool Handicapped Incentive Grant - The Virginia Department of Education has awarded Chesterfield County Public Schools funds for the implementation of programs to serve preschool handicapped students. The funds must be used only for the provision of direct services to preschool handicapped students ages three through five. The FYgl budget included an estimate of $18,000 which was based on grant awards in prior years through FYS9. The grant award for FYgl is $383.10 per student based on the division's December 1, 1989 child count; therefore, with a child count of 380, the total grant award is $145,578, an increase of $127,578. The additional funds will assist us in providing that education to the unique preschool handicapped population. The funds will not increase the number of personnel and cannot supplant existing funds budgeted for preschool handicapped programs. )he funds must be spent by September 30, 1991. FY90 Title II Grant - Local school divisions receive Title II Federal funds to meet the national need to improve the quality of mathematics and science instruction. The FY90 grant was estimated to be $18,600; however, Chesterfield County Public Schools has received notification from the State Department of Education of an approved grant award of $44,048, an increase of $21,448. The funds must be spent by September 30, 1991. RECOMMENDED ACTION: It is recommended that the School Board accept the increased grant awards and request the Board of Supervisors approve the appropriation and adjustments to the School grants fund as follows: FY91 Preschool Handicapped Incentive Grant - Accept the additional FY91 grant award of $127,578 for a total FYgl Preschool Handicapped Grant of $145,578, and increase estimated Federal revenue and appropriations for this grant. FYgO Title II Grant - Accept the increase of $21,448 Federal funds for the FYgO Title II Grant and increase estimated Federal revenue and appropriations for same. EED\RLW\l al VIRGINIA: At a regular meeting of the Chesterfield County School Board held Tuesday evening, February 26, 1991, at seven -thirty o'clock in the Board Room of the School Administration Building PRESENT: Jean Copeland, Chairman William H. Goodwyn, Vice Chairman Elizabeth Davis Timothy Brown John A. Cardea RESOLUTION On motion of , seconded by , the School Board requests the Board of Supervisors to approve the following grant changes and approve the appropriation Grant FY91 Preschool Handicapped FYgO Title II Grant and adjustments as indicated: Description of Change Increase estimated Federal revenue and appropriations Increase estimated Federal revenue and appropriations Total Revisions Amount $127,578 21,448 $149.026 Pat Bartlam, Clerk to the Board a copy teste E. E. (Gene) Davis, Ed.D. Superintendent and Deputy Clerk CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #123 (90-91) February 26, 1991 TO: FROM: SUBJECT: SCHOOL BOARD OFFICE OFTHE SUPERINTENDEN SECOND READING: REVISION OF POLICY #523, SICK LEAVE PERTINENT INFORMATION Policy #523, Sick Leave, has been revised to clarify the intent of the policy regarding the use of anticipated sick leave, as defined in paragraph C, in situations involving illness or death in the family. The addition of the word "anticipated" to paragraphs E and F of the policy indicates that employees may use advanced sick leave for these purposes. The revised policy has been reviewed by legal counsel. RECOMMENDED ACTION It is recommended that the School Board approve Policy #523, Sick Leave, as revised, and authorize the Superintendent to implement the policy immediately. EED/CPO/rrc Attachment HUMAN RESOURCES 523 SICK LEAVE A. E1 iqi bil it.y The following employees earn sick leave: 1. All full-time employees 2. Permanent part-time employees in Food Services, lransportation, Maintenance and Custodial Departments. 3. Other part-time employees who work 50% or more of a specified contract period except summer school, evening school, or substitute employees. Accumulation of Sick Leave Sick leave shall be credited in the following manner: 1. Full-time employees shall earn leave at the rate of one day for each month of employment. 2. Permanent part-time employees earn sick leave in proportion to the length of the contract day. 3. Other part-time employees who work 50% or more of a specified contract period shall earn sick leave at the rate of one-half day per month. 4. Sick leave may be accumulated without limit. For purposes of computing sick leave allowances at the end of the calendar month in which the employee is appointed, the following schedule is used: Employed on or before the lOth of the month, one sick leave day is earned Employed between the lOth and 20th of the month, one- half day is earned Employed on or after the 21st of the month, no sick leave day is earned In subsequent months, sick leave accumulation is based on completed calendar months of service. Ten-month employees who fulfill all obligations of their contract earn one sick leave day in June When an employee leaves the system, sick leave accumulation for the final month of employment will be determined as follows: De Separated on or before the loth of the month, no sick leave day is earned. Separated between the llth and 20th of the month, one-half is earned. Separated on or after the 21st of the month, one sick leave day is earned. Sick Leave Advancement Full time employees shall be allowed to anticipate one-half of their annual sick leave at the beginning of each half of the contractual period as shown below. A new employee must work one pay period before being eligible to anticipate sick leave. 12-month employees Jul y/J anu ary 11-month employees August/December lO-month employees September/February Extended Sick Leave In case of a prolonged personal illness after all accumulated sick leave and personal leave days have been used, the Superintendent may approve the payment of 75% of the employee's per diem salary for up to an additional twenty days of sick leave days to employees with five or more years of employment in the school system. Illness in the Family Employees may use up to six days of accumulated and/or anticipated sick leave for quarantine or illness in the immediate family. This leave is applicable only once in the school year in each separate case of illness. The "immediate family" of an employee shall be regarded to include, children, step-children, parents, step-parents, siblings, grandchildren, grandparents, step-grandparents, parents-in-law, sisters and brothers-in-law, grandparents-in-law, and any other relative, no matter how distant, living in the household of the employee. ~eath in the Family Employees may use up to five days of accumulated and/or anticipated sick leave when death occurs in the immediate family of the employee as defined in Paragraph E above. Go Physician's Certificate When an emplbyee is absent for three or more consecutive days a physician's certificate may be required stating the nature of the illness and the anticipated length of absence. If an administrator suspects abuse of sick leave, he/she may, at any time, require reasonable proof of illness, including a physician's certificate.. H. Transfer of Accumulated Sick Leave Accumulated sick leave earned by employees in other school divisions or institutions covered under the Virginia Supplemental Retirement System will be accepted at full value upon presentation of acceptable proof of sick leave by an employee transferring to the school system. Accumulated sick leave will be transferred to other divisions or institutions within the State, if requested by the employee within three years from the resignation date. CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERFIELD, VIRGINIA CCPS MEMORANDUM #124 (90-91) February 26, 1991 TO: FROM: SUBJECT: OFFICE OF THE SUPERINTENDEN SECOND READING: REVISION OF POLICY #522, VACATION LEAVE PERTINENT INFORMATION Policy #522, Vacation Leave, has been revised to permit flexibility in determining when accumulated vacation leave will be reduced to the maximum accumulation allowed. The revised policy establishes August 1 of each year as the cut off date for reducing accumulated vacation leave to the maximum allowed. This deadline can be extended by the Assistant Superintendent of Human Resources when unusual workload conditions or emergency circumstances exist which would prevent an employee from using their excess vacation prior to August 1. This revision provides employees and staff with greater flexibility in scheduling vacation usage during non-peak workload periods. The revised policy has been reviewed by legal counsel. RECOMMENDED ACTION It is recommended that the School Board approve Policy #522, as revised, and authorize the Superintendent to implement the policy immediately. EED/CPO/rrc Attachment HUMAN RESOURCES 522 VACATION LEAVE Rate of Accumulation Twelve-month full-time employees shall earn and accumulate vacation in the following manner: Ae Administrative and Supervisory Employees 1 From 0 through 10 years :s :,q ~-~"~+~"~""/ ........ ~/ .... ~I~r+ administrative/qupervisory experience: 1 and 1/4 days per month and one bonus day which will be credited on June 30. Maximum accumulation shall be 36 days. 2. More than 10 years ~s :n :dm-i-njr+~-+~"/ ........ ' :l,~ ....... /~w,.Isor-TLspecl experience: 1 and 1/2 days per month and two bonus days which will be credited on June 30. Maximum accumulation shall be 45 days. B. ~,~oo,,,.~~'~"~"" Suppert Personnel 1. From 0 through 5 years of service: 1 day per month. accumulation shall be 29 days. Maximum 2. From 6 through 10 years of service: I and 1/4 days per month and one bonus day which will be credited on June 30. Maximum accumulation shall be 36 days. 3. More than 10 years of service: I and ]/2 days per month and two bonus days which will be credited on June 30. Maximum accumulation shall be 45 days. 2. Maximum Accumulation On August 1 of each year, vacation leave, including accumulation for bonus days, will be reduced to the maximum accumulation allowed. The assistant superintendent of human resources may approve up to six months extension of the above Auqust I date, providing unusual workload conditions or emergency circumstances existed which prevented the employee from using excess vacation prior to August 1. Chanqe in Status If any employee is changed from a 12-month contract to a less-than-twelve month contract, he/she may elect to convert the accumulated vacation days to business days. Payment For Accumulated Leave Payment for accumulated vacation leave which cannot exceed maximum accumulations stated above must be approved by the Superintendent. Unless prior approval is granted, any employee who plans to retire or resign should use earned vacation prior to termination of employment. BOARD OF SUPERVISORS MAURICE B. SULLIVAN, CHAIRMAN MIDLOTHIAN DISTRICT C. F. CURRIN, JR., VICE CHAIRMAN BERMUDA DISTRICT G. H, APPLEGATE CLOVER HILL DISTRICT HARRY G, DANIEL DALE DISTRICT JESSE J. MAYES MATOACA DISTRICT CHESTERFIELD COUNTY P.O. Box 40 CH ESTER FI ELD, VIRGIN IA 23832-0040 LANE B. RAMSEY COUNTY ADMINISTRATOR ll.H.2. MEMORANDUM TO: FROM: DATE: SUBJECT: Hono~e Members, Board of Supervisors Lane B. Ramsey, County Administrator February 20, 1991 Chesterfield Business Council At the direction of the Board of Supervisors, the chairman of the Chesterfield Business Council and I have developed a process for exploring small business concerns regarding the conduct of County business. This process includes quarterly meetings with the executive committee of the Business Council and the County Administrator. The agenda for these meetings will be prepared by the Business Council and will be sent to the .County Administrator in advance to ensure that appropriate County staff will be available. pb 00 90 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AG E NDA MEETING DATE: February 27, 1991 SUBJECT: FINANCIAL ~DVISOR PRESENTATION ITEM NUMBER: 11. I. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Mr. William W. ("Billy") Cobbs, Chairman of the Public Resources Advisory Group will make a presentation covering the following issues: 1. Review of the County's Debt Management Policies Importance of Maintaining General Fund Unappropriat- ed Fund Balance and Building Capital Budget Reserve 3. Importance of Retaining "Aaa" Credit Rating Review of Current Economic Situation and its Relationship to Debt Capacity Comments and Questions/Answers on Traditional Non-traditional Financing Techniques as They Relate to Credit Agencies ATTACHMENTS: YES r~ BSH. aj c. wpagen41. SIGNATURE .' PREPARED BY~ Bradford S. Hammer Deputy County Administrator for Management Services 00 COUNTY ADMINISTRATOR DEBT MANAGEMENT As of June 30, 1990, the County had outstanding $248.2 million of net tax- supported debt including the County's pro rata share of outstanding debt on the Diamond Stadium. Because the absolute amount of net tax-supported debt has increased over the last several fiscal years, the County has established a program of debt-related financial policies. The use of these debt-related financial policies enables the County to utilize its expanding resources and to plan for necessary financing of capital projects while simultaneously maintaining the County's creditworthiness. As part of its policy, the County has established target and ceiling values for certain debt-related financial ratios, as illustrated below: Actual 6-30-90 Target Ceilinq Debt to Full Value 2.4% 3.0% 3.5% Debt Per Capita $1,202 $1,200 $1,500 Debt Service to General Govt. Expenditures 10.25% 10% 11% Undesignated General Fund Balance to General Fund Expenditures & Other Uses 5.7% 7.5% 5% (Floor) The County has a rapid schedule of principal retirement. Within ten years, approximately 65.3% of total outstanding debt will be retired. Such a rapid retirement schedule enables the County to better achieve its established target ratios and to remain within its debt capacity. The County's improved cash flow has eliminated the need for short-term borrowing for operating purposes and Will enable the use of pay-as-you-go financing for capital projects, representing 19.5 percent of the 1991-95 CIP. The County does not have any overlapping debt. April, 1989 ESTE IELD ( )UNTY Debt Related Finnnclal Policies In order to continue a strategy of maintaining the County's creditworthiness, the County is enhancing and reaffirming its financial policies related to debt 1~suance and key debt ~related ratios. By using these debt related financlM policies, the County is able lo develop the framewolk for establishing a realistic, usable, and financially achlovable capital improvemen! program, Ratio Poltcte~ There are several key debt ratios that {nve~tors and financial analysts use when reviewing a County's creditworthiness, As part of its policy, Chesterfield County has established a set target and ceiling numbers which ~eflect the type of ratios used by the national credit rating agencies. The ceiling/floor number is, as appropriate, the absolute minimum or maximum ratio that the County Administration will permit. The target number is the ratio the County intends to achieve by June 30, 1994, through a prudent program of debt management. Below is a listing of the County's key debt ratios: Tar. T3Lg~ Ceiling Debt as a Percentage of Assessed Value 3.0% 3.5% This ratio indicates lhe relationship between the County's debt and the taxable value of property in the County. It is an important indicator of the County's ability to repay debt, because property taxes are the source of the County's revenues used to repay debt. A small ratio is an indication that the County will be better able to withstand possible future v 'economic downtums and continue to meet its debt obligations. ' Debt Per Capita This ratio indicates the per capita debt bmden and is a general indicator of the County's debt burden. A smaller ratio indicates a lighter burden. $1,200 $1,500 Target Debt Service as a Percentage of General Governmental Expenditures 10% 11% This ratio Is a measure of the county's abllliy to repay debt without hampering other county services. A small ratio, Indicates a lesser burden oil the county's operating budget. Unreserved General Fund Balance as a percentage of General Fund Revenue 7.5% (Floor) This ratio Indicates the ability of tile county to cope with unexpected Ilnauclal problems or emergencies. The larger thc unreserved General Fund Balance, the greater thc county's ability to cope with financial cmcrgencles.ahd lluctuatlons In revenue cycles. Debt Issuance Policies o The county will not Issue tax or revenue anticipation notes to ftltid govcrnmeutal' operations. Chesterfield County will manage Its cash In a fashion that will prevetit filly borrowing to racet working capital needs. o Tile county will not issue bond antlclDatlon.l~otcs for a t)erlod..oi'.i0tl~/i/f.:than~t~o..vear$, If the county issues a BOND ANTICIPATION NOTE (BAN) for a capital pruj~t~ ~he 'BAN Wiil converted to a long- term bond or redeemed at I ts e}tpffatlou. No BAN wlllbe i-~[!.dtl:o~i-it/i/!ess combined terms of tile original and rolled-over llOte [life less than 2 year& '~ ;. ~i' o The county will Increase its rella~cE Oil Ctlfr/llltrevenUe to lhmtlOe [[s,capltal,huprovc. lllen ts. Tile county believes In funding a slgulfleant portion of capital l,nprovemelit~ bii:a:,ai~ir0~t ibaSls. The couuty will Increase the percentage of Its eat~ltal lllq~rovements flllall~{l b~,iatt/-r~il t revenues to reach a goal of 20% for Oeneral Fund Projeett~, Tile county has a lolqg-tei-iti goal o17fundlng at least 10% of school projects with current revetitl~t~ by 1994. (Selwol projects have historically been 100% debt funded. I o Tile county will llot establish a trclld of tlslllg. Ocneral Fund equity {Undcslgtlated Ffft~d Balance! to fhmnce curr¢llt operation,, The court ty's Oeneral Fund equity balance has been built over the years to provide the edffffty'~/fflx sufflclcut working capltaland enable It to flnatlee unforeseen emergellel~ wRlltltlt~bOfrO, v~lng. TO conserve the Oeueral Fund equity balance and to avoid reliance on this balalt~lJ~ !{1t~ o6/dKty will not finance operations from the Oeneral Fund equity balance for perlod~ loll~{~t'g{ll/flh i~Wo years. If the audited flnauclalstatementa and current year projections Indicate that, ltl {llt~idiietal Fund, the total of revenues and other fln. anclng sources 1~ projected to be less than t~p~ndltures and other fluanclnguses for twoyears, then thc couuty will adopt for tile next enstlll~g year a balanced budget In which tile revenues exceed tile expeudltures. o The C. ount_v.will annually prepare a fiv.~-year capital improvement program. In accordance with the County Charter and in order to meet the debt ratio targets, to schedule debt issuance, and to systematically improve the capital structure, each year the County will prepare and adopt a five-year capital improvement program. o Tho County will prepare each year a three-year projection of rev¢lm~._lllld.,oxpenditures.. In order to improve financial planning and decisions, the County will annually prept~r, a three-year projection of General Fund revenues and expenditures. The projections will assume the Oeneral Fund will increase its percentage of capital improvements financed with current ~evenues. o Debt issued [91' entqqprise activities will be supported by revenucs, lrom..thes,..ttciti~/itles. Utility (Water and Sewer) Funds, the Nursing Home Fund, and Airport Fund will support any debt'issued roi' projects in these funds. Definitions The following definitions apply Io the key debt ratios. Assessed Value - The Iotal of 100% of lhe appraised value of the Real -Estale Property, Personal Property, and Public Service Property located in Ihe County. Capita - The population of Chesterfield Cgunly as determined by the U. S. Census Bureau when available and, when not available, determined by the Chesterfield Planning Department. Debt - The amount of all outstanding long-term obligations resulting flora the borrowing of money, This includes term and bond anticipation notes, General Obligation bonds, capital lua~;e[put0hases, .and other tax-supported debt. It excludes accrued rotlromen! cosls, Worker's Comp~nsittlOllt tJ!.a, lnis, and accme~t compensated absences. .-.- Debt Service - The amount et' money requited lo pay the interest on otflslalldillg tl~.ljt~.lmd maturities of principal for bonds, and required contributions to aooumulate monies for future dtflJt'tetlrements. General Governmental Expenditures ,, The total of operati,~g expenditures for tit, General Fund and School Fund net of operating transfers. Revenues - Thc total operating revenues o1~ tltt~ Oeneral Fund. This aRIB~lllt t~}xoludos revenues from other financing sources. Unreserved General Fund Balance - Tho total unreserved fund balance for [he:0. e!!fr:il ;Fu. nd as reported in the annual financial report. The balance Includes only undesignated atltlatlhls, I I I I I I I CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: February 27, 1991 ITEM NUMBER: ll.L. Dinner at the Wagner BuildSnq, 6:00 Annual Meeting with Communlt~ ServiCes Board and Social Services Board COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION As required by the County Charter, members of the Community Services Board and the Social Services Board will be present to discuss service needs for citizens of Chesterfield County and other matters of mutual concern. ATTACHMENTS: YES E] NO I~ SIGNATURE: Robert ~. Hasden Deputy County Administrator COUNTY ADMI N ISTRATOR 9:5 BOS-9891 AGENDA BOARD OF SUPERVISORS and BOARD OF SOCIAL SERVICES February 27, 1991 OPENING REMARKS BUDGET REDUCTIONS Mary S. Batten, Chairman Social Services Board~,~ Lynne Cooper AGENCY TRENDS Jean Smith AGENCY NEEDS Margaret Donovan SPECIAL PROGRAM HIGHLIGHTS Charles Quaiff Mildred Tucker 90-91 Budget Reductions State Cuts - $44,470 County - $95,533 Agency is continuing to conserve funds in all areas this year in recognition of County's financial situation. 91-92 Budget Outlook o Agency expects at least a 3% reduction in allocation from state for administration o Preliminary state allocations are not expected to be received by department until the end of March o Reductions facing department are at a time when there is Unprecedented growth in caseloads o Plans and objectives of agency must be put on hold as they relate to services of a preventive nature AGENCY TRENDS Average Monthly Caseloads Food Stamps July - December t989 July - December 1990 16% Increase - 1,557 - 1,812 Medicaid July - December 1989 July - December 1990 40% Increase - 1,528 - 2,146 Applications Received-All Programs July - December 1989 July - December 1990 28% Increase October-December 1989 - October-December 1990 - 45% Increase - 3,384 - 4,346 1,642 2,374 AGENCY TRENDS Families Receiving Emergency Food January 1990 - 45 January 1991 - 75 66% Increase Child Day Care July 1990 - 108 Children January 1991 - 148 Children 37% Increase Several objectives and plans of the department must be delayed. o Child Day Care is expected to increase dramatically due to recent federal legislation. o Medicaid caseload will continue to reflect dramatic growth, also as a result of Congressional action. Additional Requests of Most Pressing Nature 2 eligibility workers (includes salary, benefits and Capital Outlay) Federal revenue $57,980 $28,990 Net General Fund $28,990 I. Medicaid Eligibility Project The agency was selected to serve as a pilot for a special Medicaid project, and an eligibility worker was employed in January 1 990 to work exclusively with the Health Department at the maternity clinic in order to take applications for Medicaid. Salary for the position is reimbursed 1 00%. The goals were to increase Medicaid enrollment of low-income pregnant women; ensure proper prenatal care to prevent birth defects and handicaps; and increase reimbursement by Medicaid for Health Department delivered services. This has been a tremendous success. Six hundred (600) applica%ions were taken from January through December 1 990, and approximately 83% of these applicants have been enrolled in Medicaid. While it does not impact our budget at all, our worker's presence in the Health Department to take and approve applications has generated a considerable amount of Medicaid revenue for the Health Department, thereby saving state and local dollars, which would otherwise be used to defray the costs of clinic visits. 2. Channel 12 TV Station Beginning in 1990 this is a weekly program on Wednesday evenings highlighting children needing placement in foster hcmes and adoptive homes. The TV station initially began working with Chesterfield-Colonial Heights, Henrico and Richmond and this has now been expanded to private agencies and another public social service department. It has involved a great deal of staff time, but the results have been outstanding. For our agency, it has generated increased interest in families desiring to be foster parents and has given the agencies an opportunity to present the needs of children and families. The quality of the homes has been exceptional. This has been a true public relations venture, without cost to the agency, and children are being served better as a result. 3. Foster Parent Traininq The agency is one of only several in the state which has required participation in a series of orientation sessionsfor prospective foster parents for a number of years as part of the total assessment of their capabilities to be foster parents. For the past several years staff have been holding ongoing training for foster families who have children placed with them. It assists the foster parents in providing them with new knowledge and skills in handling difficult behavior problems, and understanding the needs of foster children, and their natural families. Subjects have included loss and separation; discipline; sexual abuse issues; and substance abuse. Children entering care are more damaged and often exhibit severe emotional and/or social problems. With more highly qualified foster parents and accompanying counseling or therapy for the children, we are able to reduce the number of residential placements, and keep them in the community. Even greater emphasis will be placed in this area in the future.