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04/04/01 Packets CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of I Date: 4, 2001 Item Number: 5. Subiect: Resolution Recognizing Hoover & Strong, Incorporated for T~heir Contribution to Chesterfield County by Naming Them the Chesterfield County Medium Business of the Year for 2001 County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution. Summary of Information: Based upon the Board's approved Business Appreciation Award criteria, the Board gives four awards annually, one each to Large, Medium and Small Business, and one to the Developer of the year. The committee submits Hoover & Strong, Incorporated located at 10700 Trade Road for your approval as the recipient of Chesterfield's 2001 Medium Business Appreciation Award. Hoover & Strong, Incorporated has demonstrated its dedication and commitment as medium business of the year to the community of Chesterfield. v James G. Dunn Attachments: Yes Director, Economic Development I Title: RECOGNIZING HOOVER & STRONG, INCORPORATED AS THE 2001 MEDIUM BUSINESS OF THE YEAR WHEREAS, Chesterfield County Board of Supervisors established a Business Appreciation and Recognition Award to recognize existing businesses within the County that contribute to the County's economy and its citizens; and WHEREAS, Hoover & Strong, Incorporated is a family owned mail order company established in 1912 in Buffalo, New York and relocating to Chesterfield County in 1979; and WHEREAS, the company is located at 10700 Trade Road and currently employs over 170 people; and WHEREAS, Hoover & Strong, Incorporated refines and manufactures specialty metal products for metalworkers nationwide and its three divisions produce over 30,000 products, including round, flat, half round wire, sheet and semi-fabricated metal parts; and WHEREAS, the company has built its large customer base by offering high quality products, a large product line and quick service; and WHEREAS, Hoover & Strong, Incorporated started Phase 1 of lean manufacturing after attending a Chesterfield Economic Development Seminar on the topic; during 2000, moved over 280 pieces of equipment to improve product flow; and this year is continuing lean manufacturing by evaluating production steps; and WHEREAS, the company has donated to over 30 charities, purchased and assembled 201 food baskets during Thanksgiving, purchased gifts for Christmas families and raised money for the Susan G. Komen Foundation. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes Hoover & Strong, Incorporated and expresses appreciation, on behalf of the County, for its many contributions by recognizing it as the 2001 Medium Business recipient of the Chesterfield County Business Appreciation and Recognition Award. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to Hoover & Strong, Incorporated and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 5.B. Subject: Resolution Recognizing Citizens Who Participated in Confederate History Resolution Dialogues County Administrator's Comments: County Administrator: Board Action Requested: Request the Board recognize these citizens for their commitment and service to Chesterfield County. Summary oflnformation: The following citizens were asked to participate in a series of dialogues to assist the County in addressing a sensitive and emotional issue related to the recognition of Confederate History and Heritage: Rev. Wilson Shannon, Bishop Gerald Glenn, Dr. Ivan Perkinson, Mr. Henry Kidd, Mrs. Marlene Goodwyn, Mrs. Ruth Snead, Mr. Jim Daniels, Mr. Rob Pettus, Mr. Paige Johnson, Mr. Mark Long, Mr. Jack McHale and Mr. H. Russell Harris. These dialogues were facilitated by Dr. Jim Phillips, Director, Conflict Resolution Institute at VCU, and Rev. Ronald Hankins, Associate Pastor and Karen Salter, Esq., both of Richmond Hill. These citizens conducted six (6) meetings for over 23 hours. The result of these dialogues was the development of a resolution that is acceptable to this diverse group and a better understanding of cultural differences and backgrounds. The group also recommends that these dialogues continue and be supported by the Board of Supervisors. Attachments: Yes [~No I# COMMENDING THE CITIZENS WHO PARTICIPATED IN CONFEDERATE HISTORY DIALOGUES WHEREAS, Chesterfield County believes in and is committed to respect and equality for all of its citizens regardless of culture; and WHEREAS, Chesterfield County recognizes that one person's pride can be another's pain, and desires to answer whether or not pride can speak in a voice that can honor pain; and WHEREAS, the County determined that the best manner of bringing understanding, reconciliation, and possible resolution to long simmering differences was to bring men and women from different backgrounds to the table of peace and healing; and WHEREAS, the County, ever looking toward the future, requested assistance from the Conflict Resolution Institute at Virginia Commonwealth University and Richmond Hill to facilitate dialogues on sensitive and difficult issues; and WHEREAS, the County asked for representatives from the Chesterfield Chapter of the NAACP, Sons of Confederate Veterans, Southern Christian Leadership Conference, Elliott Greys Chapter %1877, United Daughters of the Confederacy, the faith-based community, business community, and County leadership to search for a common understanding of issues that have historically divided them; and WHEREAS, these representatives committed to six meetings over a six- week period and met for more than 23 hours, producing opportunities for each to listen as allies, to gain an understanding of different viewpoints, and to determine that with open dialogue, resolutions are attainable. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby commends the dialogues' participants for their commitment and sacrifices and supports the continuation of these dialogues for the betterment of the greater Chesterfield community. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 6.A 'Subject: Work Session - High Speed Rail Status Report County Administrator's Comments: County Administrator: Board Action Requested: Summa~ oflnformation: A work session is scheduled for April 4, 2001, for the Virginia Department of Rail and Public Transportation staff to brief the Board on proposed high speed rail projects. Recommendation: District: Countywide Preparer: ~/~/,~t~_~ Title: '~// R. JA~ehn~ 8 0McC racken Director of Transportation Attachments: Yes No # 0~08 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~ Date: Subject: April 4, 2001 Item Number: 6.B. Work Session to Discuss Proposed Criminal Background Checks for County Volunteers, Volunteer Rescue Squads and Volunteers/Coaches of Co-Sponsored Recreation Groups County Administrator's Comments: County Administrator: Board Action Requested: Summary_ of Information: Staff will present the Volunteer Background Check Committee's report that includes recommendations for background checks for certain county volunteers and volunteers of Parks and Recreation co-sponsored organizations. The County Administrator will present his recommended amendments to the Committee's proposal. Steven L. Micas Attachments' Yes [---] No Title: County Attorney 06t4:52?l?.t # 0,3'.04 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: April 4, 2001 Item Number: Subject: Work Session on the County Administrator's Proposed FY2002 Biennial Financial Plan, the Proposed FY2002 Community Development Block Grant and HOME Annual Plan, and the Proposed FY2002-2007 Capital Improvement Program County Administrator's Comments: County Administrator: Board Action Requested: qold a final work session on the County Administrator's Proposed FY2002 kennial Financial Plan, the Proposed FY2002 Community Development Block Grant and HOME Annual Plan, and the Proposed FY2002-2007 Capital Improvement Program Summary of Information: This time has been scheduled for a final work session on the County Administrator's Proposed FY2002 Financial Plans. Staff will review proposed revisions to the plans at the work session. These revisions and any additional revisions requested will be incorporated prior to adoption. Preparer: Title: Director, Budget and Manaqement Ii Attachments' Ycs -~No 0 o ~ (u 0 0 0 0 0 0 0 ~ ~ 0 0 0 0 0 0 0 0 U OI b,,. o~'1o CZ) C) C) ~ ;~ ~ ~ 0 0 0014 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of 1 Meetin~l Date: April 4, 2001 Item Number: 8.A. 1. Subject: Ordinance Amendment's, to Utilities Fee Changes SectiQn 18-22 of the County Code Relating to County Administrator's Comments: County Administrator: Board Action Requested: Adopt Attached Amendments to Section 18-22 of the County Code Relating to Utilities Fee Changes Summary of Information: The current rate structure requires that the cost of projects that provide additional capacity to support continued development be recovered from capital cost recovery charges. To provide the required funds, it is necessary to increase the water capital cost recovery charge (water connection fee) by $1,000 for an equivalent residential unit. Effective July 1, 2000, the Board of Supervisors approved the first year of a four year phase-in for this increase from $2,592 to $2,842. For FY2002, staff is recommending a continuation of the phase-in with a second $250 increase from $2,842 to $3,092 effective July 1, 2001. Additional increases of $250 are anticipated over the next two years; however, an evaluation will be made annually prior to making a recommendation to the Board of Supervisors. This is the second increase since 1991. Staff recommends adoption of the attached ordinance. Attachments: Yes ~ No AN ORDINANCE TO AMEND THE CODE OF THE. COUNTY OF CHESTERFIELD, 1997, AS AMENDED BY AMENDING AND RE-ENACTING SECTION 18-22 RELATING TO WATER CONNECTION FEES BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (I) That Section 18-22 of the Code of the Coun~ qf Chesterfield 1997, as amended is amended and re-enacted to read as follows: Sec. 18-22 Connection fees. ooo (b) The capital cost recovery charge shall be: Customer Class Meter Number Size of ERU's (inches) per Unit (i) For a dwelling, single-family, 5/8 including townhouses, mobile homes that are not located in a mobile home park, and individually metered multi- family dwelling units. (ii) For a dwelling, two-family 5/8 (per unit) (iii) For mobile homes that are located in a mobile home park and for master metered multiple- family dwellings (per unit) (iv) For all other customer classes 1.00 Capital Cost Recovery Charge Water Wastewater 3,092.00 $ --3;84-3:00 $ 1,465.00 1.00 $ 3,092.00 $ -2843:00 1,465.00 0.85 $ 2,628.00 $~,-,~ ~',,~ ~.,,,,~ $ 1,245.00 5/8 1.00 $ 3,092.00 $,.,o~.,,,, ~ ~ ~ $ 1,465.00 1 2.50 $ 7,730.00 $ 7,105.90 $ 3,663.00 1½ 5.00 $ 15,460.00 $ ~ $ 7,325.00 2 8.00 $ 24,736.00 $~,~, ~ ..... ,_,,,.,~,,'~ $ 11,720.00 3 16.00 $ 49,472.00 $ 4574-7-2r00 $ 23,440.00 4 25.00 $ 77,300.00 $ 71,93,50.00 $ 36,625.00 6 50.00 $154,600.00 $142,100.00 $ 73,250.00 8 80.00 $247,360.00 ~,,~'¥'", ,j,,,,.,,,,'~ ^'~ $117,200.00 10 115.00 $355,580.00 ,~_,~,,,uJ~.,,,,*'~ o,,,,m $168,475.00 12 155.00 $479,260.00 $~ $227,075.00 The capital cost recovery charge for meters that are larger than 12 inches shall be determined by the director based on the number of ERU's per unit. (v) The capital cost recovery charge for a dwelling that is served by a meter that is larger than five-eights inch shall 0505:52216.1 1 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of 2 Meetin~l Date: April 4, 2001 Item Number: 8.A.2.. Subject: Ordinance Amendments to Section 9-31 and 9-32 of the County Code Relating to Tax Exemptions for Rehabilitated Commercialr Industrial, and Residential Real Estate Count.~ Administrator's Comments: County Administrator: Board Action Requested: Adopt Attached Amendments to Proposed Changes Relating to Tax Exemptions for Rehabilitated Commercial, Industrial, and Residential Real Estate Summary of Information: Staff is recommending that the County's incentive program to rehabilitate residential housing be extended and broadened and that similar tax incentives be provided for commercial buildings countywide. Currently, residential structures twenty-five (25) years or older are eligible for a tax break on the increased value of the structure after the renovation under certain criteria. Commercial buildings are not eligible for this incentive unless located within an enterprise zone. Title: Director, Budget and Management Attachments: Yes ~-] No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 2 Meetin~l Date: April 4, 2001 Budget and Management Comments: This proposed ordinance makes several changes to the existing code for partial tax exemptions on renovated structures. The most significant of these is the inclusion of commercial and industrial properties 25 years or older, which have been improved so as to increase the assessed value of the structure by 15 percent or more, and are not located within an Enterprise Zone. Commercial and industrial properties, 15 years or older, within the zone are already eligible for tax exemptions. Commercial properties would follow the same criteria presently in place for the Enterprise Zone with the addition of an application fee for properties located outside the Zone as well as allowing for replacement of structures up to 100% increase in square footage. Other changes under the residential rehabilitation proposal include changing the required 15% increase in assessed value due to rehabilitation to 10%, and establishing a limit of up to 200% of increased square footage to qualify for rebatement. The eight year rebatement period would remain the same. Staff recommends adoption of the attached ordinance. AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED BY AMENDING AND RE-ENACTING SECTIONS 9-31 AND 9-32 RELATING TO TAX EXEMPTIONS FOR REHABILITATED COMMERCIAL, INDUSTRIAL AND RESIDENTIAL REAL ESTATE BE IT ORDAINED by the Board of Supervisors of Chesterfield County: That Sections 9-31 and 9-32 of the Code o_f the Coun_ty o_f Chesterfield, 1997, as amended, are amended and re-enacted to read as follows: Sec. 9-31. Eaterpi5se Zoiie. Partial exemption for certain rehabilitated, renovated or replaced commercial or industrial structures, fot/owing:. A partial exemption from real estate taxes is granted to certain commercial anrl industrial property which qualifies under the criteria listed in subsection (b). (b) For real property to qualify for the partial exemption granted by this section, the following criteria must apply: (1) Any real estate upon which there is an existing commercial or industrial structure shall be deemed to haVe been substantially rehabilitated, renovated or replaced when a structure -1-5 25 years old or older has been improved so as to increase the assessed value of the structure by 15 percent or more. For structures in an enterprise zone, the structure may be 15 years old or older. (2) The base value of the commercial or industrial structure shall be the assessed value of the structure prior to the commencement of the work ~,~o~L~L,u., as determined by the county assessor upon receipt of an application for the tax exemption. (3) The tax exemption provided in subsection (ab_)(1) shall apply when the rehabilitation, renovation or replacement is completed and the amount exempt from tax shall be equal to the increase in assessed value, if any, resulting from the rehabilitation, renovation or replacement of the assessed commercial or industrial structure, as determined by the county assessor. The exemption shall apply only to any subsequent assessment or reassessment. In any year in which the market value of the qualified real estate decreases below the base value, as determined pursuant to this section, no credit or refund shall be provided to the owner. (4) The exemption shall run with the real estate for five years. 0614:51228.1 0O22 (5) Nothing in this section shall be construed to allow the county assessor to list upon the land book any reduced value or any reduced taxes due to the exemption provided herein. No replacement structures may exceed the total square footage of the replaced structure by more than 100 percent, except structures in an enterprise zone, which may exceed the total square footage of the replaced structure by 110 percent. (_cb) Prior to beginning the rehabilitation, renovation or replacement the owner of any real estate meeting the criteria stated in this section shall apply for the exemption on forms provided by the county. Upon receiving the application, the county assessor shall determine the base value of the structure. This base value determination shall be effective for two years from the date of determination, but applicants may reapply after this time period expires. The owner shall pay an application fee of $50.00 for each application which shall be refundable upon completion of the replacement or rehabilitation. Property located in an enterprise zone shall be exempt from paying an application fee. ' (de) Upon completion of the rehabilitation, renovation or replacement the county assessor shall be notified in writing and shall inspect the property to determine the assessed value of the structure and the amount, if any, of the rehabilitated real estate tax exemption for that structure. No property shall be eligible for exemption unless the appropriate building permits have been acquired, and the county assessor has verified that the rehabilitation renovation or replacement indicated on the application has been completed and meets the requirements of this section. In determining the base value and the increased value resulting from the substantial rehabilitation, renovation or replacement the county assessor shall employ usual and customary methods of assessing real estate. Sec. 9-32. Partial exemption for certain rehabilitated, renovated or replaced residential structures. (a) A partial exemption from real estate taxes is granted to certain residential property which qualifies under the criteria listed in subsection (b). (b) For real property to qualify for the partial exemption granted by this section, the following criteria must apply: (1) The property must be lawfully used for residential purposes. (2) There must be a residential structure on the property no less than 25 years of age which has been rehabilitated, renovated or replaced; provided, however, that if the real estate tax assessment of the structure is more than ten percent lower than the assessment of similar structures in the immediate area, as determined by the assessor, due to the physical condition of the structure, the structure may be 15 0614:51228.1 years or older in order to qualify under this subsection. (3) If the structure is a multifamily residential structure, the rehabilitation, renovation or replacement must not increase the total square footage of the structure being rehabilitated, renovated or replaced by more than 30 percent. (4) For structures other than multifamily residential structures, the exemption shall apply only to the first 200 percent of any increased square footage due to replacement or rehabilitation. The rehabilitation, renovation or replacement must increase the assessment of the structure by more than -1-5 10 percent and must be complete. ,.,.,,~ .... L_~ ,,:~_... _._ I~I~IIU¥~I, LIUII UI 1I;51J10.,%~1~111~[~111, IIIILI3I, lle'~¥~ IJ~i~ll bUlll}Jl~[,~[l O~l.l,~l Jl. ll,y 19 (5_6) The rehabilitation, renovation or replacement must be accomplished with appropriate building permits. ,,, ,,,~ ,~,,, ,,, ,~,¥~ ,,,~ ~,,,,,,,, ~A~,,u,,,,~,,. Prior to be ng the rehabilitation, renovation or replacement the owner of any real estate meeting the criteria stated in this section shall apply for the exemption on forms pro.vided by the county. Upon receiving the application, the county_ assessor shall determine the base value of the structure. This base value determination shall be effective for two years from the date of determination, but applicants may reapply after this time period expires. The owner shah pay an application fee of $50.00 for each application, which shall be refundable upon completion of the replacement or rehabilitation. (d) If the assessor determines that the property for which an application has been filed qualifies for the partial exemption under this section, the property shall be exempt from the increase in real estate taxation resulting solely from the rehabilitation, renovation or replacement. This exemption shall become effective on January 1 of the year following the determination made by the assessor and shall run with the real estate for a period of eight tax years. The amount of the exemption shall not change over such eight-year period. (2) That this ordinance shall become effective immediately upon adoption. 0614:51228.1 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 ~l Item Number: 8.A.3. Subject: Adoption of an Ordinance Establishing the Annual Tax Levy on Various Classes of Real Estate and Personal Property County Administrator's Comments: County Administrator: Board Action Requested: Adopt the attached Tax Rate Ordinance Summary of Information: The Board held a public hearing on March 21, 2001 concerning the attached ordinance. Rates on all existing classes of property are to remain constant. The recommended rates are $1.08 for real estate; $3.60 for personal property; $1.00 for machinery and tools; $0.50 for airplanes; $0.96 for personal property for volunteer firefighters, rescue squads, and auxiliary members; $0.01 for wild and exotic animals; $3.24 for vehicles using clean and special fuels; and $0.96 for personal property class for vehicle trailers and semi- trailers with a gross weight of 10,000 lbs. or more. Title: Director, Budget and Manaqement Attachments: Yes ~ No r~ r~ r~ r~ CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: A~3ril 4, 2001 Item Number: 8.A. 4. Subject: Adoption of the FY2002-2ee7 CaFital Im~r®vem~nt ~r~ram (CI~) County Administrator's Comments: County Administrator: ~ Board Action Requested: Adopt the FY2002-2007 Capital Improvement Program Summary of Information: The County Charter requires that the CIP be adopted by May 1. Staff recommends that the CIP be adopted at this meeting. Following the work session, staff will incorporate any requested revisions into the adopted document. Preparer: Rebecca T. Dickson Title: Director, Budget & Management Attachments: [-~ Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: Alpril 4, 2001 Item Number: 8.A. 5. Subject: Adoption of the FY2002 Community Development Block Grant and HOME Annual Plan County Administrator's Comments County Administrator: Board Action Requested: Adopt the FY2002 Community Development Block Grant and HOME Annual Plan and Authorize the Reallocation of $43,800 in Previous Fiscal Year Program Summary of Information: The proposed FY2002 CDBG and HOME spending plans total $2,005,900, comprised of $1,452,800 in new CDBG allotmentsr $449,000 in new HOME allotments, $60,300 in program income, and $43r800 in reprogrammed appropriations from previous fiscal years. The County's Community Development Block Grant and HOME Annual Plan for FY2002 is required to be submitted to the U.S. Department of Housing and Urban Development by May 15, 2001. The submission must follow a required public hearing by the Board of Supervisors (which was held on March 21, 2001). A Review Committee has made its recommendation to the County Administrator on the County's FY2002 CDBG and HOME funding. Following the work session, staff will incorporate requested revisions into the adopted document. /d'.- ~ ;~_../¢-'-- Title: Director, Bud,qet & Mana,qement Preparer: Rebecca T. Dickson Attachments: ~----1 Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: April 4, 2001 Item Number: 8.A. 6. Subject: Adoption of the FY2001-2002 Biennial Financial Plan County Administrator's Comments: County Administrator: ~ Board Action Requested: Adopt the FY2001-2002 Biennial Financial Plan Summary of Information: The County Charter requires that the Budget be adopted by May 1. Staff recommends that the Budget be adopted at this meeting. Following the work session, staff will incorporate requested revisions into the adopted document. Preparer: Rebecca T. Dickson Title: Director, Budget & Management Attachments: [---~ Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: April 4, 2001 Item Number: 8.A. 7. Subject: Adoption of a Resolution to Appropriate Funds for Fiscal Year 2001-2002 County Administrator's Comments: County Administrator: Board Action Requested: Adopt the attached Appropriations Resolution Summary of Information: The County Charter requires passage of an appropriations resolution to authorize the expenditure of funds for fiscal year 2001-2002. The attached appropriations resolution details the allocation of funds consistent with the proposed budget. Changes approved by the Board at the work session will be incorporated into the adopted resolution. School Fund As in FY2001, the resolution will withhold $4.5 million of local funding for schools from the appropriation. The County Administrator will be authorized to transfer $1.5 million to the School Fund at three specified times during the fiscal year contingent upon funds availability, thereby increasing the appropriation for schools to the total approved amount. This policy allows for the flexibility to adjust the School appropriation in the event of unanticipated circumstances. Preparer: Rebecca T. Dickson Title: Director, Budget & Manaqement Attachments: Yes ~ No O~,GO APPENDIX H APPROPRIATIONS RESOLUTION A RESOLUTION TO APPROPRIATE DESIGNATED FUNDS AND ACCOUNTS FROM DESIGNATED ESTIMATED REVENUES FOR FY2002 FOR THE OPERATING BUDGET AND THE CAPITAL IMPROVEMENTS PROGRAM FOR THE COUNTY OF CHESTERFIELD, VIRGINIA BE IT HEREBY RESOLVED by the Board of Supervisors of the County of Chesterfield: That for the fiscal year beginning on the first day of July, 2001, and ending on the thirtieth day of June, 2002, the following sections shall be adopted: Sec. 1 The following designated funds and accounts shall be appropriated from the designated estimated revenues to operate and to provide a capital improvements program for the County: General Fund Estimated Revenue: From Local Sources: General Property Taxes Other Local Taxes Licenses, Permits, Fees Fines & Forfeitures Other Local Government FY02 Proposed 205,185,100 71,781,400 9,031,600 929,500 2Z32Z600 From Other Agencies: State, Federal & Other Localities 128,623,000 Transfers & Reserves: Reserves Transfer from County Capital Projects Anticipated Fund Balance 7/1/00 Total Revenues 9,888,000 498,400 34,772,700 488,03Z300 Appropriations: General Government Administration of Justice Public Safety Public Works Health and Welfare Parks, Rec., Cultural Community Development Debt Service Operating Transfers Subsidy of the Health Center Commission Reserves Ending Fund Balance, 6/30/2001' Total General Fund: 30,533,900 5,332,500 86,245,300 14,638,200 44,959,500 14,87Z100 10,081,200 15,79Z500 228,947,4OO 350,000 1,502,000 34,772,700 488,03~300 *This includes encumbrances carried forward in all funds not to exceed $10 million. (see "Section 5") 00~1 APPENDIX H APPROPRIATIONS RESOLUTION Comprehensive Services Fund Estimated Revenue: Appropriations: School Operating Fund Estimated Revenue: Appropriations: Reimbursement, Colonial Heights State Aid, Comprehensive Services State, Miscellaneous Transfer from Social Services Other Local Reimbursements Transfer from Schools Transfer from General Fund Total Revenue Operating Expenses Total Appropriations Local Sources State Federal Transfer from School CIP Transfer from School Operating Transfer from Food Service Transfer from General Fund: State Sales Tax Local Taxes Prior Year Revenue Grounds Maintenance Total General Fund Beginning Balance Total Revenues, Transfers & Reserves Instruction Administration A./H. Pupil Transportation Operations & Maintenance Debt Service Food Service Grounds Maintenance Total Appropriations 155,000 2,292,500 125,000 345,2OO 19,000 595,000 638,200 4,169,900 4,169,900 4,169,900 14,856,500 129,612,800 13,450,400 2,621,600 674,400 250,000 3Z203,900 164,262,200 3,822,400 1,364,200 206,652,7OO 2,343,000 370,461,400 250,978,185 14,013,077 14,564,721 37,344,317 37,790,400 14,406,500 1,364,200 370,461,400 APPENDIX H APPROPRIATIONS RESOLUTION School Capital Projects Fund Estimated Revenue: Appropriations: County Grants Fund: Estimated Revenue: Bond Proceeds Interest Earnings Transfer from Food Service Fund Construction Management Charges Total Revenue School Capital Projects Fund Transfer to School Operating Fund School Projects Construction Management Department Total Appropriations School Capital Projects Fund From Other Grants From the General Fund Total Revenue 15,835,000 2,621,600 430,000 579,200 19,465,800 2,621,600 16,265,000 579,200 19,465,800 6,310,100 1,090,000 Z400,100 Appropriations: County CIP Fund Estimated Revenue: CCS Options Grant Community Development Block Grant Community Corrections Services Domestic Violence Center Families First Juvenile Detention USDA Grant Litter Grant Pretrial Release Police - Domestic Violence Prosecutor Police - COPS Grants School Resource Officers Victim/Witness Assistance VJCCCA Total Appropriations Bond Proceeds Lease/Purchase Proceeds Interest Earnings Reimbursements Transfer from General Fund 56,100 2,005,900 1,47Z300 113,600 326,000 40,000 2Z200 369,200 66,400 346,600 41,400 288,800 2,241,600 7,400,100 3,550,000 10,540,400 498,400 400,000 7,481.70~.~ APPENDIX H APPROPRIATIONS RESOLUTION State Grants/Reimbursements Total Revenue Appropriations: County Capital Projects Transfer to the General Fund Total County CIP Funds County Maintenance Projects Fund Estimated Revenue: Transfer from General fund Total Revenue Appropriations: County Maintenance Projects Total County Maintenance Projects Cash Proffer Fund Estimated Revenue: Appropriations: Cash Proffers Total Revenues Reimbursement Total Appropriations Vehicle and Communications Maintenance 285,000 22,755,5OO 22,257,100 498,400 22,755,500 1,650,000 1,650,000 1,650,000 1,650,000 128,900 128,900 128,900 128,900 Estimated Revenue: Fleet Management Charges Radio Shop Charges Total Revenue Appropriations: Fleet Management Charges Radio Shop Charges Addition to Retained Earnings Total Appropriations Construction Management Fund Estimated Revenue: Reimbursement for Services Total Revenue Appropriations: Construction Management Operations Addition to Retained Earnings Total Appropriations 8,972,000 976,300 9,948,300 8,822,000 976,300 150,000 9,948,300 482,600 482,6OO 479,100 3,500 482,6O0 ooa4 APPENDIX H APPROPRIATIONS RESOLUTION Risk Management Fund Estimated Revenue: Appropriations: Airport Fund Estimated Revenue: Appropriations: Airport Capital Improvement Fund Estimated Revenue: Appropriations: Utilities Fund Estimated Revenue: Operating Revenues Use of Reserves Beginning Retained Earnings Total Revenue Risk Management Operations Ending Retained Earnings Total Appropriations Sale of Supplies Rental Fees Misc. Revenue Total Revenue Airport Operations Addition to Retained Earnings Total Appropriations Transfer from General Fund State Grants Federal Grants Total Revenue Capital Improvements Total Appropriations Service Charges Capital Cost Recovery Charges Hydrant/Fire Protection Transfer from General Fund Used from Water/Wastewater Improvement Replacement Fund 3,121,30'0 240,000 2,723,200 6,084,500 3,361,300 2,723,2O0 6,084,500 42,400 421,400 4,500 468,300 464,300 4,000 468,300 566,800 1,822,200 4,311,000 6,700,000 6,700,000 6,700,000 39,705,OOO 9,586,000 1,214,500 15,000 19,100 ooa, APPENDIX H APPROPRIATIONS RESOLUTION Appropriations: Utilities Capital Project Funds Estimated Revenue: Appropriations: Other Revenue Total Revenue Operations Debt Service Transfer to County Capital Projects Transfer to General Fund Transfer to Capital Projects Payment in Lieu of Taxes Transfer to Water Improvement Replacement Fund Total Appropriations Transfer from Water/Wastewater Operating Fund Reimbursement from CDBG Total Revenue Capital Projects Total Appropriations 9,801,100 60,340,700 31,931,900 8,261,500 70,000 31,000 18,510,000 1,214,500 321,800 60,340,700 18,510,000 0 18,510,000 18,510,000 18,510,000 Sec. 2 Sec. 3 Sec. 4 Appropriations in addition to those contained in the general appropriation resolution may be made by the Board only if there is available in the fund an unencumbered and unappropriated sum sufficient to meet such appropriations. The County Administrator may, as provided herein, except as set forth in Sections 7, 12, 13, 15, 16, 17, 18, 19 and 21, authorize the transfer of any unencumbered balance or portion thereof from one classification of expenditure to another within the same department or appropriation category. The County Administrator may transfer up to $20,000 from the unencumbered appropriated balance of one appropriation category to another appropriation category. No more than one transfer may be made for the same item causing the need for a transfer, unless the total amount to be transferred for the item does not exceed $20,000. The County Administrator may increase appropriations for the following non-budgeted revenue items that may occur during the fiscal year: a) Insurance recoveries received for damage to any County property, including vehicles, for which County funds have been expended to make repairs. b) Refunds or reimbursements made to the County for which the County has expended funds directly related to that refund or reimbursement. c) Revenue not to exceed $20,000. APPENDIX H APPROPRIATIONS RESOLUTION Sec. 5 All outstanding encumbrances, both operating and capital, in all county funds up to $10 million, at June 30, 2001 shall be an amendment to the adopted budget and shall be reappropriated to the 2001-2002 fiscal year to the same department and account for which they were encumbered in the previous year. a) At the close of the fiscal year, all unencumbered appropriations lapse for budget items other than: Capital Projects, general fund transfers for capital projects and grants, District Improvement Funds, construction reserve for capital projects, reserves, refunds for off-site and oversized water and wastewater facilities, grants, cash proffers, Economic Development Incentive funds, rental income received from properties located at the Meadowville Industrial Park, actual transient occupancy tax revenues received and budgeted expenditures in connection with the Richmond Convention Center, Public Safety Career Development Reserve and donations restricted to specific purposes, including donations made by citizens and citizen groups in support of County programs. b) With adoption of this resolution all transient occupancy tax revenue received and related expenditures prior to June 30, 2001 are hereby reappropriated. c) With adoption of this resolution all monies reserved for career development for public safety departments prior to June 30, 2001 are hereby reappropriated. d) With adoption of this resolution all monies reserved for District Improvement Funds prior to Jtme 30, 2001 are hereby reappropriated. e) With adoption of this resolution all monies reserved for the County and School's Reserve for Future Capital Projects prior to June 30, 2001 are hereby reappropriated. f) With adoption of this resolution all grant program income received prior to June 30, 2001 is hereby reappropriated. Sec. 6 Sec. 7 Sec. 8 Appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriations until the completion of the project or until the Board of Supervisors, by appropriate ordinance or resolution, changes or eliminates the appropriation. The County Administrator may approve necessary accounting transfers between funds to enable the capital projects to be accounted for correctly. Upon completion of a capital project, staff is authorized to close out the project and transfer any remaining balances to the funding source. This section applies to ali existing appropriations for Capital Projects at June 30, 2001 and appropriations in the 2001-2002 budget. The County Administrator may approve construction contract change orders up to an increase of $15,000 and approve all change orders for reductions to contracts. The County Administrator may authorize the transfer of Utilities Capital Projects funds that are 20% or up to $100,000 of the original project cost, whichever is less, from any Utilities Capital Project to any other Utilities Capital Project. Should the actual contract price for a project be less than the appropriation, the County Administrator may approve transfer of excess funds to the funding source upon completion of the project. The approval by the Board of Supervisors to request and accept any grant of funds to the County constitutes the appropriation of both the revenue to be received from the grant and the County's expenditure required by the terms of the grant, if any. Allocation of Food Stamps will be considered a Board approved grant for purposes of this section up to the actual value of food stamps received. The appropriation of grant funds will not lapse at the end of the fiscal year, but shah remain appropriated until completion of the grant or until the Board of Supervisors changes or eliminates the appropriation. The APPENDIX H APPROPRIATIONS RESOLUTION Sec. 9 Sec. 10 Sec. 11 Sec. 12 Sec. 13 Sec. 15 Sec. 16 Sec. 17 County Administrator may reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between funds to enable the grant to be accounted for correctly. All transfers to grant funds from operating funds are automatically carried over and reappropriated, unless the grant is completed and is to be closed out at June 30. Upon completion of a grant project, County Administrator is authorized to close the grant and transfer back to the funding source any remaining balances. The County Administrator is authorized to reprogram Community Development Block Grant Funds by closing program centers and transferrring funding to newly approved programs based on adoption by the Board of Supervisors. This applies to appropriations for grants outstanding at June 30, 2001 and appropriations in the 2001-2002 budget. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the federal government to the level approved by the responsible state or federal agency. The Director of Accounting is authorized to make transfers to various funds for which there are transfers budgeted. The Director shall transfer funds only as needed up to amounts budgeted, or in accordance with any existing bond resolutions that specify the manner in which transfers are to be made. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not violate county bond covenants or other legal restrictions that would prohibit such an advance. The County Administrator is authorized to make expenditures from Trust & Agency Funds for the specified reasons for which the funds were established. In no case shall the expenditure exceed the available balance in the fund. The County Administrator is authorized to transfer and/or appropriate funds in excess of $20,000 for supplemental retirement, Worker's Compensation, healthcare for retirees, cost related to other compensation issues, and/or any amount of Insurance Reserve funds consistent with the County's Risk Management program to departments, as needed. The portion of the reserve for capital projects related to the school budget will be added to the reserve for future capital projects in the general fund; and will be designated for school projects. The County Administrator may appropriate revenues and increase expenditures in excess of $20,000 for funds received by the County from asset forfeitures for operating expenditures directly related to drug enforcement. This applies to funds currently on-hand at June 30, 2001, and all funds received in the 2001- 2002 budget year. The outstanding balance of these funds at June 30, 2001 or June 30, 2002 shall not lapse but be carried forward into the next fiscal year. The County Administrator may increase the general fund appropriation in the School Operating Fund, contingent upon availability of funds and taking into consideration any other expenditures which may have occurred, based on the following schedule: a) Increase general fund transfer/appropriation on December 15 by $1,500,000. b) Increase general fund transfer/appropriation on February 15 by $1,500,000. c) Increase general fund transfer/appropriation on April 15 by $1,500,000. Subsequent to all audit adjustments, the County Administrator may increase appropriations or auth0Itz transfers of existing appropriations at June 30. This includes the authority to designate all available APPENDIX H APPROPRIATIONS RESOLUTION Sec. 9 Sec. 10 Sec. 11 Sec. 12 Sec. 13 Sec. 14 Sec. 15 Sec. 16 Sec. 17 County Administrator may reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between funds to enable the grant to be accounted for correctly. All transfers to grant funds from operating funds are automatically carried over and reappropriated, unless the grant is completed and is to be closed out at June 30. Upon completion of a grant project, County Administrator is authorized to close the grant and transfer back to the funding source any remaining balances. The County Administrator is authorized to reprogram Community Development Block Grant Funds by closing program centers and transferrring funding to newly approved programs based on adoption by the Board of Supervisors. This applies to appropriations for grants outstanding at June 30, 2001 and appropriations in the 2001-2002 budget. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the federal government to the level approved by the responsible state or federal agency. The Director of Accounting is authorized to make transfers to various funds for which there are transfers budgeted. The Director shall transfer funds only as needed up to amounts budgeted, or in accordance with any existing bond resolutions that specify the manner in which transfers are to be made. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not violate county bond covenants or other legal restrictions that would prohibit such an advance. The County Administrator is authorized to make expenditures from Trust & Agency Funds for the specified reasons for which the funds were established. In no case shall the expenditure exceed the available balance in the fund. The County Administrator is authorized to transfer and/or appropriate funds in excess of $20,000 for supplemental retirement, Workerts Compensation, healthcare for retirees, cost related to other compensation issues, and/or any amount of Insurance Reserve funds consistent with the County's Risk Management program to departments, as needed. The portion of the reserve for capital projects related to the school budget will be added to the reserve for future capital projects in the general fund; and will be designated for school projects. The County Administrator may appropriate revenues and increase expenditures in excess of $20,000 for funds received by the County from asset forfeitures for operating expenditures directly related to drug enforcement. This applies to funds currently on-hand at June 30, 2001, and all funds received in the 2001- 2002 budget year. The outstanding balance of these funds at June 30, 2001 or June 30, 2002 shall not lapse but be carried forward into the next fiscal year. The County Administrator may increase the general fund appropriation in the School Operating Fund, contingent upon availability of funds and taking into consideration any other expenditures which may have occurred, based on the following schedule: a) Increase general fund transfer/appropriation on December 15 by $1,500,000. b) Increase general fund transfer/appropriation on February 15 by $1,500,000. c) Increase general fund transfer/appropriation on April 15 by $1,500,000. Subsequent to all audit adjustments, the County Administrator may increase appropriations or authorize transfers of existing appropriations at June 30. This includes the authority to designate all available 0038 APPENDIX H APPROPRIATIONS RESOLUTION Sec. 18 Sec. 19 Sec. 20 Sec. 21 Sec. 22 Sec. 23 FY2001 operating funds to the general fund Reserve for Capital Projects or for subsequent years appropriations, assuming ending general fund balance is maintained at a minium of 7.5% of general fund expenditures. The County Administrator is authorized to reallocate funding sources for Capital Projects, arbitrage rebates/penalties, and debt service payments and to appropriate bond interest earnings to minimize arbitrage rebates/penalties. This authority would include the appropriation of transfers among funds to accomplish such reallocations. Budgets for specific Capital Projects will not be increased beyond the level authorized by Sections 3 and 4. This applies to funds currently on-hand in FY2001, and all funds received in the 2001-2002 budget year. The County Administrator is authorized to transfer among appropriation categories any amount of funds associated with implementation of the Comprehensive Services Act for at-risk youth and families and funding associated with the implementation of the VJCCCA Grant to record transactions. Salaries for Planning Commissioners will be increased equivaIent to the increase given to all County employees. Effective upon adoption of this resolution, the County Administrator is authorized to approve transfers among funds and capital projects as long as total net spending is not increased. Beginning with the FY97 budget and effective upon adoption of this resolution, the Utilities Department rate stabilization reserve shall be created and maintained as per guidelines outlined below: a) The minimum annual contribution to the reserve will be 50% of the previous year's depreciation on fixed assets. b) The annual contribution to the reserve will continue until 100% of accumulated depreciation on the fixed assets is funded. If at the beginning of a fiscal year a reserve balance exceeds 100% of accumulated depreciation, a reduction in the annual contribution may be considered. c) Funds cannot be used from the rate stabilization reserve if the balance falls below 25% of that utility's fixed asset accumulated depreciation. d) The declaration of a financial emergency by the Director of Utilities and a corresponding four-fifths vote by the Board of Supervisors at a publicly advertised meeting declaring the existence of such an emergency is required to suspend Sec. 23 a, Sec. 23 b, and Sec. 23 c. Upon adoption of this resolution, the School Board and/or the School Superintendent may make expenditure changes within the school appropriations as follows: a) Transfers of $20,000 or less are subject to the approval of the Superintendent. b) Transfers of $20,001 to $499,999 require the approval of the Superintendent and the School Board. c) Transfers of $500,000 or more require the approval of the Superintendent, the School Board, and the Board of Supervisors. The School Board and/or the School Superintendent shall prepare a budget status report reflecting changes to the approved school budget between appropriation categories, as amended, and the report shall be presented to the County Administrator quarterly. 0039 APPENDIX H APPROPRIATIONS RESOLUTION Sec. 24 Sec. 25 The County Administrator is authorized to reclassify budgeted revenues, as appropriate, to reflect implementation of the State's Personal Property Tax Relief Act. This applies to funds currently on-hand in FY2001, and all funds received in the 2001-2002 budget year. The County Administrator is authorized to reduce the current year departmental budget appropriation by the same dollar amount of the prior year overspending inclusive of encumbrances carried forwardi CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 4 Meeting Date: April 4, 2001 Item Number: 8.B.l.a. Subject: Set a Public ~earing Date for April 25, 2001 to Revise FY01 School Food Service Funds County Administrator's Comments: County Administrator: Board Action Requested: The School Board requests the Board of Supervisors to set a public hearing date for April 25, 2001 to increase estimated revenues and appropriations in the School Food Service Funds by $705,500. In addition, the School Board requests an increase of $925,000 in the School Capital Improvements fund for the transfer of Food Service Funds for cafeteria and kitchen renovations. Summary of Information: The School Board reviewed information on the School Food Service funds for the first half of FY2001 at their March 13, 2001 meeting. Due to this review, the School Board is requesting an appropriation for renovation projects for the food service areas in several locations. A resolution is attached requesting the Board of Supervisors to set a public hearing date and hold a public hearing to appropriate $705,500 of Food Service undesignated fund balance to cover the cost of the renovations and transfer $925,000 of Food Service funds to the School Capital Improvements Fund. Attachments: Yes ~ No Title: Superintendent CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 4 EvaluationlAnalysis Chesterfield County Public Schools (CCPS) operates a self-supporting food service program in all school locations. The elementary and middle schools are under the Federal Food Service program; however, the high schools are under a non-Federal program. School Food Service has provided funding in the past to cover the cost of renovations in the cafeteria and kitchen areas in several of the school locations. There are seven (7) projects that need to be completed prior to the beginning of next fiscal year and funds need to be appropriated in the current fiscal year in order to complete the design work and start the construction prior to this fiscal year ending. This request requires an increase in appropriations of $705,500 to the Food Service appropriation category. In addition, this request will transfer a total of $925,000 to the School Capital Improvement Program in order to properly account for these renovation projects. At the end of fiscal year 2000, the Federal Food Service had an undesignated fund balance of $3,880,694. The FY2001 budget required the use of $755,000 and $918,000 will be used in the FY2002 Annual Financial Plan, leaving a balance of $2,207,694. At this time, there is a need to use $242,000 of undesignated fund balance and transfer $248,000 of existing appropriation for a total transfer of $490,000 to the School Capital Improvements Fund for four (4) renovation projects listed below. Pr~tTitle Descdption Estimat~ Costs Bellwood Add serving lines and se~ing 125,000 Renovations system, replace dishwasher, install walk-in freezer, light fixtures, painting, and build a pass-through wall between serving area and kitchen. Harrowgate Add serving lines and serving 150,000 Renovations system, build new office space, install walk-in freezer, light fixtures, painting, and build a pass-through wall between serving area and kitchen. Bailey Bridge Air conditioning, hood, light 165,000 Middle and ceiling tiles Falling Creek Serving line addition 50,000 Middle TOTAL FEDERAL $490,000 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 3 of 4 In addition both Manchester and Midlothian Middle schools need a walk-in freezer installed at a cost of $38,000 each; however, funds are available within the current appropriation to cover this cost. The non-Federal Food Service undesignated fund balance at June 30, 2000 was $1,345,091. The FY2001 Annual Financial Plan used $450,000 and the FY2002 plan is to use an additional $425,000. There is a need to use $28,500 from the undesignated fund balance of the non-Federal Food Service fund for operating needs as well as an additional $435,000 for renovation projects for a total appropriation increase of $463,500. This item also requests a transfer of $435,000 to School Capital Improvements Fund for the three (3) renovation projects listed below. Pr~tTitle Description Estimat~ Costs L. C. Bird Dining Room renovations include 165,000 design work and painting, as well as replacement furnishings. Midlothian High Air conditioning, hood, lights 175,000 and ceiling tiles Thomas Dale High Cafeteria and serving line d6cor 95,000 revised TOTAL NON-FEDERAL $435,000 O043 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 4 of 4 Meetinr~ Date: April 4. 2001 Number Bud.qet and Management Comments: On March 13, 2001 the School Board approved a resolution to request that the Board of Supervisors set a public hearing to consider an increase in FY2001 appropriations. The School Board is requesting a $705,500 increase in revenue (use of undesignated fund balance) and expenditures in the Food Service fund as well as an increase in the transfer of $925,000 from Food Services to the School capital project fund. The $248,000 difference (between the increase in appropriations in Food Services and the transfer requested) will be accomplished by using current FY2001 budget appropriations. The School Board would like to make numerous cafeteria renovations and purchase of equipment at Bellwood, Harrowgate, Bailey Bridge, Falling Creek, Bird, Midlothian, and Thomas Dale schools as explained earlier in this agenda item. Pre parer: Rebecca T. Dickson Title: Director, Budget & Management 0044 Memo #17 Attachment A PRESENT: VIRGINIA: At a regular meeting of the Chesterfield County School Board held Tuesday evening. March 13, 2001, at seven-thirty o'clock in the Public Meeting Room at the Chesterfield County Courthouse Complex Marshall W. Trammell, Jr. James I~ Schrceder, DDS E~ B. Davis Lloyd A. Lenhart Dianne E. Pettitt RESOLUTION WHEREAS the School Federal Food Service fund balance was $3,880,694 at June 30, 2000; and, WHEREAS, the School Non-federal Food Service fund balance was $1,345,091 at June 30, 2000; and, WHEREAS there is a need to renovate two elementary, two middle and three high school food service areas for a total cost of $925,000 at this time; and, WHEREAS in order to properly account for these projects, it is required that they be placed in the School Capital Improvements Fund; and, WHEREAS, funds are available in the food service fund balance accounts to cover the operating and capital improvement costs described in this agenda item; and, WHEREAS all of the costs are legitimate uses of food service funds; and, WHEREAS an appropriation increase of this size requires Board of Supervisors approval; NOW THEREFORE BE IT RESOLVED, that on motion of Mrs. Pctfitt, seconded by Mrs. Davis, that the School Board directs the Superintendent to submit the appropriation changes approved as of this mid-year review to use $242,000 of School Federal Food Service ftmd balance and increase the School Federal Food Service appropriation by a like amount, and use $463,500 of School Non-Federal Food Service fund balance and increase the School Non-Federal Food Service appropriation by a like amount, and transfer $925,000 of food service funding to the School Capital Improvements Fund to properly account for seven food service projects. Patricia W. Bartlmn, Clerk Billy K. Ca~ay Jr., S ' CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meeting Date: April 4, 2001 Item Number: 8.B Subject: Set Public Hearing for Appropriation of up to $1,330,000 for Comprehensive Services County Administrator's Comments: County Administrator: ~ Board Action Requested: Staff recommends the Board of Supervisors set April.25, 2001 for a Public Hearing for the appropriation of up to $1,330,000 for Comprehensive Services Summary of Information: This item requests the Board to set a date for a Public Hearing regarding the appropriation of up to $1,330,000 in additional funding for Comprehensive Services. This request consists of appropriation of $1,200,000 for Chesterfield County and $130,000 for the City of Colonial Heights. Of the '$1,200,000, the State will provide $737,600 and the locality will be required to provide the local match totaling $462,400. The local match requirements for the additional state funds will be provided from the general fund ($202,400), school contribution ($110,000), and CSA fund retained earnings ($150,000). The FY2001 budget was set based on state-provided figures assuming.a three year average of expenditures. The funding requested is mandated and sum sufficient to provide for services for at-risk youth in Chesterfield County. This request for additional appropriation is a direct result of increases in the number of children served (approximately 200 children year to date) and the cost of services. Preparer'7~ J-~ ~¢~*~%*~,~'¢""' Bradford S. Hammer Title: Deputy County Administrator for Human Services Attachments: [--~ Yes No 0046 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 2 Mcctino Date: Anril 4. 2001 Number Budget and Mana.qement Comments: This item recommends the Board of Supervisors set April 25, 2001 for a Public Hearing for the appropriation of up to an additional $1,330,000 for Comprehensive Services. The additional appropriation requested is a direct result of increases in the number of children served and the cost of services. Of the additional funding, $737,600 is to be provided by the State, $202,400 is the County's portion of the local match, $110,000 is the Schools' portion of the local match, $130,000 is expected from Colonial Heights, and $150,000 will be provided from the CSA fund retained earnings. Schools will be approving their local match on Tuesday, April 24, 2001. The County's local match will be identified from unspent departmental appropriations at year-end. p re pa re r:%~'~. ~ [C~'~ Rebecca T. Dickson Title: Director, Budget & Manaqement 0047 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page -lof 2 Meetin Date: A 4, 2001 Item Number: 8.B.2. Sub_iect: Change Order to the Construction Contract with Kenbridge Construction company, for the Juvenile Detention Home Project, for Revision to the Roof Deck System County Administrator's Comments: County Administrator: Board Action Requested: The Board of Supervisors is requested to authorize the County Administrator to execute a change order with Kenbridge Construction Company, for a credit of ($30,000) for revisions to the roof decking system at the Juvenile Detention Home Project. Summary of Information: The roof decking system for the Juvenile Detention Home Project was specified with fasteners concealed from view on the inside of the building. As a cost savings measure, an alternate system with exposed fasteners was priced resulting in a credit proposal of ($30,000). Staff has reviewed this proposal and recommends that it be accepted because the fasteners will be painted and are only visible where the roof structure is more than seventeen feet above the floor.~~_ _ Preparer: - Title:D~rector of General Services ~rancis M. Pitaro Attachments: '-~ Yes No 004S CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Number Page 2 of 2 Budqet and Mana.qement Comments: This item is before the Board in accordance with Purchasing policy. It requests that the Board authorize the County Administrator to execute a change order with Kenbridge Construction Company for a credit of $30,000. This amount is being credited as a result of revisions to the roof decking system at the Juvenile Detention Home project. Execution of this change order will positively affect the project's balance. Preparer:~~,~~/'~ Title: Director, Budget & Mana.qement CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meetin~l Date: April 4, 2001 Item Number: 8.B.3. Subiect: Designation and Transfer of Funds for the Juvenile and Domestic Relations Courthouse Project County Administrator's Comments: County Administrator: Board Action Requested,~ The Board is requested to designate $325,000 from the Reserve for Future Capital Projects for the New Juvenile and Domestic Relations Court project and authorize staff to transfer an amount up to $325,000 to this capital project as needed. Summary of Information: The new Juvenile and Domestic Relations Court project has been under construction since December 1998. The opening of the facility is planned for May 2001. Over the course of construction, changes in construction have occurred due both to County and contractor initiated changes. Additionally, furniture bids exceeded the budget. As the completion of the project nears, it is estimated that an additional $325,000 is needed to finish the project. The County has minimized the shortfall through substituting furniture items, limiting the changes in the work in the closing months, and maintaining oversight by continued use of the County's steering committee. - -For- Francis M. Pitaro Title: Director of General Services Attachments: ~'] Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 2 Meetin~ Date: April 4, 2001 Budget and Management Comments: This item requests the Board to designate $325,000 from the Reserve for Future Capital Projects (RFCIP) for the New Juvenile and Domestic Relations Court project and permit staff to transfer up to $325,000 to this capital project as needed. Upon approval, the balance in the RFCIP would be $1,548,012. Project funding for the Juvenile and Domestic Relations Courts project totals $16.56 million, excluding the $2.1 million budgeted for the improvements to Jury Drive. This project was first adopted in the FY97 Capital Improvement Program (CIP)and was last revised with adoption of the FY2001 - FY2005 CIP. Change orders to the construction contract represent a 7.1 percent or $849,120 increase over the original contract amount. Of those totals, 2.4 percent, or $279,850 were owner initiated and 4.7 percent or $569,270 were due to others. Significant change order items include expenditures associated with unsuitable soils totaling $321,310 and $138,000 associated with completing the fifth courtroom in anticipation of a new judgeship. A new judgeship has been approved for Chesterfield effective July 1, 2001. Budgeted project revenues and expenditures are summarized as follows: Revenues Insurance Recoveries Lease-Purchase Proceeds General Fund TOTAL 9,163 15,350,000 1,202,400 $16,561,563 Expenditures Contractual Services Other Charges, Materials And Supplies Furniture, Fixtures and Equipment Construction/Sitework Utility Connections Communications Construction Mgmt. Contingency TOTAL $ 1,474,573 108,247 1,011,759 12,704 917 155 848 558 057 343 577 204 585 $16,561 563 With approval to transfer up to an additional $325,000, the project funding will exceed $16.8 million. Preparer: ~~J-~]C[~ Title: Director, Bud.qet & Mana.qement 065~L Rebecca T. Dickson . CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of i I tern Number: 8. B. 4. a. Recognition of Captain Dennis C. Turlington on His Retirement, After Serving the County for Over 28 Years with Dedicated Service to Chesterfield County County Admi,nistrator's Comments: County Administrator: Board Action Requested: Adoption of attached resolution. Summary. of Information: Preparer:, Steve A. Elswick Title: Fire Chief Attachments: Yes No RECOGNIZING CAPTAIN DENNIS C. TURLINGTON UPON HIS RETIREMENT WHEREAS, Captain Dennis C. Turlington will retire from the Fire and Emergency Medical Services Department, Chesterfield County, on April 1, 2001; and WHEREAS, Captain Turlington has faithfully served the County for over 28 years as the County Fire Marshal; and as a Fire Captain in the Fire and Life Safety Division; and WHEREAS, Fire Marshal Turlington was named the Virginia Fire Prevention Association's "Man of the Year" for 1976 in the State of Virginia; and WHEREAS, in 1977, Fire Marshal Turlington was named "County Employee of the Year"; and WHEREAS, Captain Turlington has been successful in getting several fire related bills passed by the State Legislature, thereby making the state a much safer place to live; and WHEREAS, Captain Turlington coordinated the successful blood donor program for over 25 years. County' s highly NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors recognizes Captain Dennis C. Turlington and extends its appreciation for his dedicated service to the County, its congratulations upon his retirement and its best wishes for a long and happy retirement. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of ! Meetin~l Date: April 4, 2001 Item Number: 8.B.4.b. Subject: Resolution Recognizing April 22-28, 2001, as Week" in Chesterfield County "Volunteer Appreciation County Administrator's Comments: County Administrator: Board Action Requested: Adopt the "Volunteer Appreciation Week" Board of Supervisors meeting. resolution at the April 4, 2001, Summary of Information: The attached resolution is to recognize the many volunteers, who so unselfishly contribute thousands of hours to the citizens of Chesterfield County, by declaring April 22-28, 2001, as "Volunteer Appreciation WeeW' in Chesterfield County. Volunteer Appreciation Week" will coincide with ~ National Volunteer Week." The resolution will be presented during the Volunteer Luncheon to be held April 24, 2001, at the Holiday Inn Koger Center at noon. The Volunteer Services Program is coordinated by the Department of Human Resource Management. ~arla J. Ge~er Title: Director, HRM Attachments: Yes ~No RECOGNIZING APRIL 22-28, 2001, AS "VOLUNTEER APPRECIATION WEEK" IN CHESTERFIELD COUNTY WHEREAS, volunteers contribute significantly to the quality of life in Chesterfield County, in the Commonwealth, and in the nation; and WHEREAS, volunteering is recognized as an integral part of government and industry in contributing to the achievements that enhance our nation; and WHEREAS, volunteers enrich our cultural diversity with their backgrounds, experiences and talents; and WHEREAS, volunteering bridges the gap between younger and older generations, thereby bringing energy and wisdom together; and WHEREAS, volunteers give countless hours above and beyond thereby benefitting many individuals and families in the community; and WHEREAS, volunteers enable us to meet and often exceed the strategic goals of the organization, thereby increasing the quality service provided to citizens. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors recognizes the week of April 22-28, 2001, as "Volunteer Appreciation Week" in Chesterfield County and urges all citizens to honor volunteers for their contributions to the County. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: April 4, 2001 Item Number: 8.B.4.c. Subject: Resolution Recognizing April 15-21, 2001, as "Organ and Tissue Donor Awareness Week" County Administrator's Comments: County Administrator: Board Action Requested: Adoption of the attached resolution Summary of Information: Ms. Humphrey requested that the following resolution be adopted. This resolution is to raise awareness of the importance of organ and tissue donations by declaring April 15-21, 2001, as "Organ and Tissue Donor Awareness Week". Prepare Cf'-, ~~~~-~~¢*~--~ Title: Di re ct or, Public Affairs ona appe Attachments: Yes [----] No # 0056 RECOGNIZING APRIL 15-21, 2001, AS ~'ORGAN AND TISSUE DONOR AWARENESS WEEK" WHEREAS, one of the most meaningful gifts that a human being can bestow upon another is the gift of life; and WHEREAS, approximately 22,000 Americans received a life saving or life enhancing organ transplant last year; and WHEREAS, a new transplant patient is added to the national patient waiting list every 14 minutes; and WHEREAS, more than 75,000 men, women and children are currently on the national waiting list for organ transplantation, including approximately 700 in Central Virginia, and including some in Chesterfield County; and WHEREAS, an average of 15 people a day died last year waiting for organ transplants that did not come in time; and WHEREAS, the United Network for Organ Sharing, the national, non- profit organization that coordinates the nation's organ transplant system, is located in Chesterfield County; and WHEREAS, Chesterfield County, as a UNOS Workforce 2001 corporate partner, is committed to educating its employees and residents about organ donation; and WHEREAS, everyone is a potential organ, tissue and blood donor. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield Board of Supervisors acknowledges the importance of organ sharing, and hereby recognizes the week of April 15-21, 2001, as ~Organ and Tissue Donor Awareness Week" in Chesterfield County. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of I Meeting Date: April 4, 2001 Item Number: 8.B.~:d. Su~ect: Resolution Recognizing April 2001, as "Confederate History and Heritage Month" County Administrator's Comments: County Administrator: Board Action Requested .- Request that Board approve as presented. Summary oflnformation: This resolution was the outcome of a series of six (6) dialogues covering 23 hours, and involving representatives from various groups including the Chesterfield Chapter of the NAACP, Sons of the Confederate Veterans, Southern Christian Leadership Council, Elliott Greys Chapter #1877, United Daughters of the Confederacy, the faith-based community; business community and county leadership. These dialogues not only addressed the designation of April as "Confederate History and Heritage Month", but resulted in a common understanding of differences and the development of a resolution that is acceptable to this diverse group. The dialogue group recommends the approval of the attached resolution and that the dialogues continue for the benefit of the community. Prep · itle: Manager of Community Development Services ~ ' H. Russell H~6'is ~'' ~'~ Attachments: Yes ~] No RECOGNIZING APRIL 2001, AS "CONFEDERATE HISTORY AND HERITAGE MONTH" WHEREAS, the war between the states is one of the most important and pivotal periods of American history, and this period is a source of both pride and pain for descendants of African-Americans and Confederate veterans; and WHEREAS, this unique period in the history of Virginia and our nation deserves appropriate recognition, education and remembrance; and WHEREAS, both the descendants of Confederate soldiers and descendants of slaves agree that the institution of slavery was an abomination and welcome an opportunity for an open dialogue for healing to improve relationships within our community; and WHEREAS, in the spirit of healing and reconciliation, Chesterfield County and the descendants of Confederate veterans denounce the misuse and dishonoring by hate groups of the symbols of the Confederate armed forces; and WHEREAS, the men who fought for the Confederate armed forces shed their blood on the battlefields in Chesterfield County and across this nation defending their nation, their homes and families; and WHEREAS, these men and women believed in virtues which can still be admired today, such as: honor, chivalry, patriotism and self-sacrifice; and WHEREAS, at war's end, the Confederate forces pledged their allegiance to the United States of America and returned home in peace to forge a new and unified nation. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby recognizes April 2001, as "Confederate History and Heritage Month." CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date' April 4, 2001 Item Number: 8.B.5.a. Subject: Acceptance of a Parcel of Land for Rivers Bend Boulevard from River's Bend Limited Partnership County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors accept the conveyance of a parcel of land containing 4.00 acres from River's Bend Limited Partnership, and authorize the County Administrator to execute the necessary deed. Summary of Information: Staff requests that the Board of Supervisors accept the conveyance of a parcel of land containing 4.00 acres as shown on the attached plat. This dedication is for the extension of Rivers Bend Boulevard. Approval is recommended. District: Bermuda John W. Harmon Title:Right of Way Manager Attachments' Yes No "' VICINITY SKETC[~' Acceptance of a parcel of land situated east of the east right of way line of Kingston Ave (State Route 2434) from RiveCs Bend Limited Partnership DR Chesterfield County Department of Utilities Right Of Way Office .o~ ~o~o CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of 1 Meeting Date: April 4, 2001 Item Number: 8.B.5.b. I Subject: Acceptance of a Parcel of Land Along the South Right of Way Line of Hull Street Road from Dung Thi Leu County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors accept the conveyance of a parcel of land containing 0.1S08 acres along the south right of way line of Hull Street Road (US Route 360) from Dung Thi Leu, and authorize the County Administrator to execute the necessary deed. Summary of Information: 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, and will decrease the right of way costs for road improvements when constructed. District: Matoaca Jo~n W. Harmon Title:Riqht of Way Manaqer Attachments: Yes No '" VICI NITY SKETCI~. Acceptance of a parcel of land along the south right of way line of Hull Strcct Road from Dung Thi Leu )R // // Chesterfield County Department of Utilities Right Of Way Office N917529 HULL (U. 5. I~OU TE '? tq 3, ~'/:~7&4.'/5 . F_-- f f~ "/~9/15 ~- Z7 ALOM~ MULL (.U.S. t~OU7',~. OUI,,IG T'HI L~U L. PARKS, INC. LOC~TE.t~ //~J 'F/dE. 4508W. HUNDRED RD. /V/'A"/TO A CA /~/,-,~ T/~ lC T CHESTER, VA. 748-8641 748-0515 Ioo' 0' CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.5.c. Subject: Acceptance of Two Parcels of Land Along Rivers Bend Boulevard from River's Bend Development Company, LP County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors accept the conveyance of two parcels of land containing a total of 0.16 acres from River's Bend Development Company, LP, and authorize the County Administrator to execute the necessary deed. Summary of Information: Staff requests that the Board of SuperVisors'~gcept the conveyance of two parcels of land containing a total of 0.16 acres along Rivers Bend Boulevard (State Route 4840). This dedication is for the extension of Rivers Bend Boulevard. Approval is recommended. District: Bermuda Preparer: ~ John W. Harmon Title:Right of Way Manager Attach ments: Yes No 0f, 64 "' VICINITY SKETC? Acceptance of two parcels of land, one situated north of the north right of way line of Rivers Bend BI and one situated south of the south right of way line of Rivers Bend BI, from River's Bend Development Company, LP Chesterfield County Department of Utilities Right Of Way Office CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.5.d. Subject: Acceptance of a Parcel of Land Along the East Right of Way Line of Kingston Ave. from Liberty Property Development Corporation County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors accept the conveyance of a parcel of land containing 0.16 acres from Liberty Property Development Corporation, and authorize the County Administrator to execute the necessary deed. Summary of Information: Staff requests that the Board of Supervisors accept the conveyance of a parcel of land containing 0.16 acres along the east right of way line of Kingston Ave. (State Route 2434). This dedication is for the extension of Rivers Bend Boulevard. Approval is recommended. District: Bermuda John W. Harmon Title:Right of Way Manager Attach ments: Yes No # 006"; ' '" SKETCi"" VICINITY . Acceptance of a parcel of land situated east of the east right of way line of (State Route 2434) from Liberty Property Development Corporation Kingston Ave AV Chesterfield County Department of Utilities Right Of Way Office 'd CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of I Meeting Date: April 4, 2001 Item Number: 8.B.5.e. Subject: Acceptance of a Parcel of Land Along the South Right of Way Line of Hull Street Road from Virginia Paint Distributing Corp. County Administrator's Comments: County Administrator: Boa~Action Requested: Staff recommends that the Board of Supervisors accept the conveyance of a parcel of land containing 0.0115 acres along the south right of way line of Hull Street Road (US Route 360) from Virginia Paint Distributing Corp., and authorize the County Administrator to execute the necessary deed. Summary of Information' 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, and will decrease the right of way costs for road improvements when constructed. District: Matoaca Preparer: Johann W. Harmon ~ '(~"'~'~~ Title:Riqht of Way Manager Attachments: Yes No oO~O ~CINITY SKETCt, e>/- ' °~o~ ~ARe~ BUCK CT ~RA,CUE~ i,V z ~N DP, ~ET ANTLER I DR o ~N Chesterfield County Department of Utilities N Right Of Way Office H917529 ~ -'~0. I~ in,,llL-~: 1'0 HULL STREET ,Z;.OO' ~ .5 5~,°- 6;0: 40"W '- ~,0 '- 40" £'~ ~ ~.00~ PLAT ~HO~/!~IG A ~u.s. ROUT~ 360) ACROSS TH~ PROperTY OF CH~ST~I~LO COUMT~ ~A. ~d.S. RoUr~ ~6o) HARVEY L. PARKS, INC. 4508 W. HUNDRED RD. CHESTER, VA. 748-.8641 748-0515 ~..Ai.~: 1' - BY- CHE(:~(ED IY- CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.6.a. Subject: Request Permission for a Proposed Gravel Driveway to Encroach Within the Eastern Twenty Five Feet of a Fifty Foot Unimproved County Right of Way Known as Proctors Road County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors grant Regina H. Mayo permission for a proposed gravel driveway to encroach within the eastern 25 feet of a 50' unimproved County right of way known as Proctors Road; subject to the execution of a license agreement. Summary of Information: Regina H. Mayo has requested permission for a proposed gravel driveway to encroach within the eastern 25 feet of a 50' unimproved County right of way known as Proctors Road. This request has been reviewed by staff and approval is recommended. ct: Bermuda Jo~n W. Harmon Title: Right of Way Manager Attachments: Yes No VICINITY SKETCt. REQUEST PERMISSION FOR A PROPOSED GRAVEL DRIVEWAY TO ENCROACH WITHIN A FIFTY FOOT UNIMPROVED COUNTY RIGHT OF WAY KNOWN AS PROCTORS ROAD / KI NGSDALE RD GENERAL Chesterfield County Department of Utilities Right Of Way Office 0074 100,55 5 1895 3O07 1oo lO0 100,55 4 2908 3001 4A 2883 942O lO0 'l O rr' 12.. (310) Kingsdale Road 170,01 100.01 ~ Unimproved Count Right of Way ~ Proposed Driveway 12 13 ~ 6096 4795 ~ 2919 2~ Regina H. Mayo Portion of PIN: 791668479500000 Db. 4004 Pg. 994 170 100 I I I I I I I I CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.6.b. Subject: Request Permission for Underground Cable to Encroach Within a County Right of Way Known as Johnson Street County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors grant Verizon Virginia Inc. permission for underground cable to encroach within a County right of way known as Johnson Street; subject to the execution of a license agreement. Summary of Information: Verizon Virginia Inc. has requested permission for underground cable to encroach within a County right of way known as Johnson Street. This request has been reviewed by staff and approval is recommended. District: Dale Preparer: ~)~ --a~, ~ John W. Harmon Title:Right of Way Manager Attach ments: Yes No 0076 VICINITY SKETC!. REQUEST PERMISSION FOR UNDERGROUND CABLE TO ENCROACH WITHIN A COUNTY RIGHT OF WAY ALONG JOHNSON STREET Ch--.=sterfield County Department of Utilities Right Of Way Office D-TEL Job Vez-J.'zozl Job # ~llbSrq~ _ Ve~i~o~ · Vir~i.i~, COUNTY - CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.6.c. Subject: Request Permission to Construct a Brick Paver Walkway Within a Sixteen Foot Sewer Easement ~ County Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors grant Pramod C. Amin, permission to construct a brick paver walkway within a 16' sewer easement across property at 2000 Ware Bottom Spring Road; subject to the execution of a license agreement. Summary of Information: Pramod C. Amin has requested permission to construct a brick paver walkway within a 16' sewer easement across property at 2000 Ware Bottom Spring Road. This request has been reviewed by staff and approval is recommended. District: Bermuda Preparer: ~_~--~ V John W. Harmon Title:Right of Way Manaqer Attachments: Yes No 0079 VICINITY SKEI'C~. REQUEST PERMISSION FOR A BRICK PAVER WALKWAY TO ENCROACH WITHIN A SIXTEEN FOOT SEWER EASEMENT / / WARE BOTTOM NG RD PARKERS BATTERY_?~. ~,~... Chesterfield County Department of Utilities Right Of Way Office Oo~O _~'~z, rw '" ~/" ~ / ' "~ 88.93' - ........ ~ ~/ . ~' / / E: I180285~018 ~ / ,"// _ . .. ~ , 16' SEWER / ~~~ EASEMENT ~--~s2~- ~A TO BE L~CENSED 5.92 ~ ~ UTILITY NOTES ..tC"ALL PROP05~'O UTIUTI~S ARE TO F~E INSTAl. LEO UNOER ~OUNO tN~t,~,W~ ON S/IE ELECTRICAL. I'FLt3~iONE 2. ELECTRfC ~7~14C~ TO S~ 5tIPPLIE~ AND INST41..LED RE'SPON~TY TO WST~.L IHE WAT~ IESU/dVCE A SE'P4RA i~ PE~ItlT 4NO ~ ~ ~ ~ ~T ~ ~ A ~ ~ACT M~T ~ ~ ~y ~ A~T~ U~ ~ ~~ ~ ~U~~TI$ S09~9~ 9.85 Pramod C. Amin ' 2000 Ware Bottom Spring Road k '~ Pin # 802-653-7168-00000 \ ~ DB. 3267 PG. 534 \ -!" wA. ~ / N/F PRAMOD C. Al, liN D8 5282, PG 229 C-PIN: 80.26537650 I.S.O. COMPUTAIION$: (c) (A)'~ STE- STR SE~J~h~ D~% CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.6.d. Subject: Request to Install Private Water Services Within Private Easements to Serve Townhouses in Grand Manor at Lake Evergreen Countv Administrator's Comments: County Administrator: Board Action Requested: Staff recommends that the Board of Supervisors approve a request to install private water services to serve townhouses in Grand Manor at Lake Evergreen and authorize the County Administrator to execute the water connection agreement. Summary of Information' T. and L. Holdings, I, LLC has requested approval to install private water services within private easements in the open space to serve townhouses in Grand Manor at Lake Evergreen. This request has been reviewed and staff recommends approval. District: Matoaca John W. Harmon Title:Right of Way Manager Attach ments: Yes No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 8.B.7. Su~ect: Conveyance of an Easement to Virginia Electric and Power Company County Administrator's Comments: County Administrator: Board Action Requested: Authorize the Chairman of the Board of Supervisors and the County Administrator to execute an easement agreement with Virginia Electric and Power Company for a revised easement at the new Chester Library. Summary of Information' On August 23, 2000, the Board of Supervisors approved the conveyance of an easement to install underground cable to provide power to the new Chester Library. A revised easement is required to accommodate the construction of the sidewalk along Centre Street. Staff recommends approval. District: Bermuda John W. Harmon TitlelRight of Way Manaqer Attach ments: Yes No ESTATES 't' PLAC! 00~4 .E z~ ~zo 0 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of I Meetin~l Date: April 4, 2001 Item Number: 8.B.8.a. Subject: Transfer $7,500 in Dale District Improvement Funds to the Parks and Recreation Department for the Purchase and Installation of a Shed to Store Equipment for Youth Sports Programs County Administrator's Comments: County Administrator: Board Action Requested: The Board is requested to transfer $7,500 from the Dale District Improvement Fund to the Parks and Recreation Department for the purchase and installation of a shed to store equipment for youth sports programs. Summary of Information: Supervisor Miller has requested the Board to transfer $7,500 from the Dale District Improvement Fund to the Parks and Recreation Department for the purchase and installation of a shed to store equipment for youth sports programs. This request was originally made by the Falling Creek Youth Sports Association. Under state law, the Board cannot give public funds to organizations like Falling Creek Youth Sports. However, the Board's District Improvement Fund policy does permit the Board to fund the purchase and installation of capital equipment by Parks and Recreation so long as the capital equipment is needed for the athletic programs sponsored by the Parks and Recreation Department and is generally available for use by such athletic programs. The installation of the storage shed is consistent with the Board's policy. For information regarding available balances in the District Improvement Fund accounts, please reference the District Improvement Fund Report. Preparer: Rebecca T. Dickson Director, Budget and Management 0423:52774. ! Attachments: # O08G ~AR-26-2001 FRO~-SPECIAL SERVICES DISTRICT IMPROVEMENT FUNDS T-$22 P.OO1/80? This application must be completed and signed before the County can consider a request for funding with District Improvement Funds. Completing and signing this form does not mean that you will receive funding or that the Count/ can legally consider your request. Virginia law places substantial restrictions on the authority of the County to give public funds, such as District Improvement Funds, to private persons or organizations and these restrictions may preclude the County's Board of Supervisors from even considering your request. What is the name of the applicant (person or organization} making this funding request? If an organization is the applicant, what is the nature and purpose of the organization? ' (Also attach organization's most recent articles of incorporation and/or bylaws to application ,) .-~-~ What is the amount of funding you are seeking? Describe in detail the funding request and how the money, if approved, will be spent. is any County Department involved in the project, event or program for which you are seeking funds? If this request for funding will not fully fund your activity or program, what other individuals or organizations will provide the remainder of the funding? 0407:~-3380.1 H~R-ZF=-201~ 09:41 +eO43643237 P.01 FROg-SPECIAL SERVICES +B043643297 T-~2Z P.802/DO7 F-~ss Pag~ 2 if applicant is an organization, answer the following: Is the organization a corporation? Is the organization non-profit? Is the organization tax-exempt7 .Yes~ _ No______.___ i No______ Yes ~z/' _ _ No -- What is the address of the applicant making this funding request? What is tl~e telephone humber, fax number, e-mail address of the applicant? Signature of applicant. If you are signing on behalf of an organization you must be the president, vice-pteaident, chairman or vice- Signature Title (if signing on behalf of ~n organizalJon) Printed Name CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Item Number: 8.B.8.b. Subject: Transfer of $7,180 from the Dale District Improvement Fund to the School Board to Purchase and Install a Message Board at Hopkins Road Elementary School County Administrator's Comments: County Administrator: Board Action Requested: The Board is requested to transfer $7,180 from the Dale District Improvement Fund to the School Board to purchase and install a message board at Hopkins Road Elementary School. Summary of Information: Supervisor Miller has requested the Board to transfer $7,180 from the Dale District Improvement Fund to the School Board for the purchase and installation of a message board at Hopkins Road Elementary School. Although this request was originally made by the Hopkins Road Elementary School PTA, the County is not legally authorized to give money to private organizations like the PTA. The County can give money to the School Board to make public capital improvements on County property. For information regarding available balances in the District Improvement Fund accounts, please reference the District Improvement Fund Report. Preparer: Rebecca T. Dickson Attachments: Yes -]No Title: Director, Budget and Management 0423:528 !6.1 # Community Enhancement Program Project Funding Application Date application submitted: Name of organization(s): March 9, 2001 Hopkins Road Elementary School Nature of organization(s): Please describe the purpose of your group(s) Public School -- To provide students and employees with an atmosphere that is safe and conducive to learning. Yes Yes In relation to your organizations, answer the following questions: No Is the organization a corporation? Is the organization non-profit? Is the organization tax exempt? Yes_ Does your organization have By-Laws/Articles of Incorporation'.>PTA Tina F. Martin Hopkins Road, Richmond, VA 23234 Contact Person Address 6000 ° Phone number 804-743-3665 E-mail address tfmartin@chester field .k12 .va .us. corn Proposed Project Title: Hopkins'Road Elementary Message Bo~ Magisterial District(s) in which proposed project will be undertaken: Dale District "~ C0u~lryifff..,.~/ Cc\My Documents\Community Enhancement Progr:~mXlnfo & Materials\Application.doc.2/[6/2001 Page 7. If applicable, list the organizations involved with your coalition and each organization's connection to this propo, sed project: 03? .;~ ' ~''~¥ :~ ~ ' Neadowdale Community Association, Boy Scouts of America Troop #883, Meadowbrook Area Community Council, Hopkins Athletic Association, and Meadowdale Library. The sign would be used to highlight and announce upcoming events, registrations, etc. 8. Proposed Project Description. Please be specific describe actual activities/improvements to take place. If the proposed project involves any physical improvements, please attach a sketch of the property showing all improvements including the location of public property: We would like to install a two-sided lighted message (reader) board in front of our school. See attached sketch, specifications and estimates. The following are the goals of the CEP: A. Promote community wellness and self-sufficiency; B. Promote business wellness and self-sufficiency; C. Develop community, neighborhood and business leadership; D. Foster community spirit and pride; E. Demonstrate commitment to plan and provide for the future; F. Improve communication and understanding between government, communities, neighborhoods and businesses: G. Promote private-public partnerships to address community issues, and H. Make better use of taxpayer dollars by addressing problems before they worsen, ,. On a separate sheet, describe how the proposed project meets the CEP goals. Be specific in the anticipated results or products to be produced by the proposed project. For example, explain how your proposed project will promote community wellness and self-sufficiency. C:\My Documents\Community Enhancement Program\Infi~ & Materials\Ap?tication.doc.2/16/2001 Page 10. Have you read the CEP Project Funding criteria described on the first page of this application'? x Yes No 11. Describe any experience your organization(s) has had in project management: None 12. Total proposed project cost: $7180.00 13. Amount of proposed CEP Project funding requested: $ 7180.00 14. List other sources of funds which will be used to complete this project: We are soliciting donations for the bricks and brick work needed to 15. enclose the sign. The PTA may be able to supplement whatever unfun/ded from the CEP Project fund. If the proposed project is funded, how will your organization spend CEP Project funds (please be specific - e.g. what will be purchased): The actual cost of the sign is estimated to cost $71g~. Tho entire amount funded will be used to obtain the readerboard. is Please see attached specifications and estimations. 16. After the proposed project has been completed, what are your organization's future plans and projects? Our school has 'on going projects such as an outside picnic area 17. for the students and staff, to eat and interact. We plan to purchase additional playground equipment, computers for our school and an art project for our cafeteria. Anticipated pr~ectstartdate: April 1, 2001 18. Anticipated project completion date: August 1, 2001 C:\M> Documents\Community Enhancement Program\Intb & Materials\A?elication,doc.2/16/2001 Hopkins Road Elementary Proposal for Message Board Hopkins Road Elementary is located in the central part of the Meadowdale and Meadowbrook communities. It is located directly off of Hopkins Road where a large traffic pattern occurs. Cars and walkers can be observed traveling throughout the day and evening hours. A message board located at the school would serve as an optimal way of informing parents and community persons of various school and community events. Our school recognizes the need to have informed parents and to offer events that are relevant to parents, students and community leaders. Although parents are notified through our staff bulletins, a message board would be much more effective because often times papers do not reach home or information is not put in a central place. The message board would be a frequent reminder of school and community events. Hopefully this would increase our parent and community involvement. Secondarily we believe taxpayers who may not have family members in school can be informed of school happenings and our efforts to use their resources wisely. Hopkins Road Elementary strives to have a parmership with the local businesses and community organizations. Their events and information could be posted as well. We are often asked by the Boys Scouts, various associations and Parks and Recreation to send home flyers by our students. Another avenue for communication would be to display this information on our message board. The Meadowdale Library, which neighbors our school, can also use the message board to announce events and activities. The message board we have selected is a very attractive sign. It would add to the beauty of the neighborhood and school. I expect that the sign would instill a sense of pride for the school and entire Meadowbrook/Meadowdale community as well as Hopkins Road Elementary School. HOPKINS ROAD ELEMENTARY SCHOOL SPECIFICATIONS · Internally illuminated with 800 m.a. high output lamps and ballast, 120 volt service · 1%" x 1%" x 3116" interior aluminum structure wrapped with .063 aluminum · .090 aluminum face with routed copy backed with 3116" plexiglas · 31t6" lexan protective cover to prevent message tampering .or vandalism 3116" fiat plexiglas face with three component track to house changeable letters Horizontally hinged message protective with full length stainless steel piano hinge Message door to have heavy duty locks with keys Message door to have clear plex handles (to open & close door) and aluminum rod (to prop door open) Exterior aluminum to be primed with self etching primer Exterior to be topcoated with a two part polyurethane paint U-L approved fabrication and installation as per state and local codes Miss Utilities to be contacted by Superior Sign Primary wires to be routed to bottom of sign, final connection to be made by others One year illumination warranty (if payment terms are adhered to) If rock or hard substance is hit during excavation of footings, same will be based on time and materials, from the time it is hit, until it is penetrated. Superior will not be responsible if any utility lines are hit, if Miss Utilities markings are incorrect. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meetin~l Date: April 4, 2001 Item Number: Subject: Developer Water and Sewer Contracts County Administrator's Comments: 10.A. County Administrator: ~ Boa~ Action Requested:The Board of Supervisors has authorized the County Administrator to execute water and/or sewer contracts between the County and the Developer where there are no County funds involved. The report is submitted to the Board members as information. Summary of Information: The following water and Administrator: 1. Contract Number: Project Name: Developer: Contractor: Contract Amount: sewer contracts were executed by the County 00-0068 The Meadows, Section 4 and 5 CDGS Development Company, LLC Bookman Construction Company Water Improvements - Wastewater Improvements - District:., ~ver Hill h'reparer: ,..,' ,/ -,,...,.,.---_ / ~_..//~7. E. e~_~ Jr. Title: $47,740.00 $52,760.00 Assistant Director Attachments: Yes No 0095 Agenda Item April 4, 2001 Page 2 Contract Number: Project Name: Developer: Contractor: Contract Amount: District: 00-0230 Goldcrest Center at Commonwealth Center Gold Crest, LLC Excalibur Construction Corporation Water Improvements - Matoaca $13,370.00 Contract Number: Project Name: Developer: Contractor: Contract Amount: District: 00-0284 Liberty Property Trust Office/Warehouse Liberty Property Development Corporation and Liberty Property Limited Partnership by Liberty Property Trust William M. Harmon Contractors Water Improvements Wastewater Improvements - Bermuda $65,131.00 $9,950.00 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: iO.B. Su~ect: Status of General Fund Balance, Reserve for Future Capital District Improvement Fund, and Lease Purchases County Administrator's Comments: Projects, County Administrator: Board Action Requested: Summary of Information: Preparer: ~ Title: Attachments: Yes ~ No County Administrator 0097. BOARD MEETING DATE 07/01/00 11/08/00 11/08/00 11/08/00 12/20/00 12/20/00 12/20/00 12/20/00 12/20/00 12/20/00 12/20/00 CHESTERFIELD COUNTY GENERAL FUND BALANCE March 29, 2001 DESCRIPTION FY2001 Actual Beginning Fund Balance Designate excess revenue (County) for non- recurring items in FY2002 Designate excess expenditures (County) for non-recurring items in FY2002 Designate excess revenue (Schools) for non- recurring items in FY2002 FY00 Results of Operations - Fire FY00 Results of Operations - Parks and Recreation FY00 Results of Operations - Police FY00 Results of Operations - Libraries FY00 Results of Operations - School Match Study FY00 Results of Operations - Department Relocation in Administration Building FY00 Results of Operations - Schools unspent General Fund Transfer AMOUNT (4,017,649) (135,725) (3,822,401) (901,800) (171,600) (110,000) (327,200) (92,925) (210,000) (996,388) BALANCE $45,558,346 41,540,697 41,404,972 37,582,571 36,680,771 36,509,171 36,399,171 36,071,971 35,979,046 35,769,046 34,772,658 CHESTERFIELD COUNTY ,,~ t._SERVE FOR FUTURE CAPITAL PR(Z .CTS TRADITIONALLY FUNDED BY DEBT March 29, 2001 Board Meeting Date Description FOR FISCAL YEAR 2000 BEGINNING JULY 1, 1999 4/28/99 FY2000 Budgeted Addition Amount $ 8,034,500 4/28/99 FY2000 Capital Projects (7,120,900) 8/25/99 Transfer to LaPrade Library Project for construction (15o,ooo) 9/17/99 Partial Release of designation for Henricus Land Purchase based on final grant award 104,425 12/15/99 Transfer to Circuit Court Project for construction of courtrooms/chambers/parking lot (300,000) 2/23/00 Transfer to Coalboro Road Extended Project for construction in conjunction with Vulcan Materials Company (350,000) 4/12/00 Transfer for Ecoff Avenue Land Acquisition for recreational and athletic facilities (250,000) 5/22/00 Release designation for FY2000 road projects local match not approved by VDOT: Point of Rocks Road Bike Trail, Phase I Centre Street Streetlight Cogbill Road Sidewalk Salem Church Road Sidewalk 48,000 8,000 26,000 15,200 6/28/00 Transfer for construction of the range master's and training buildings located at Public Safety Training Facility in Enon. (300,000) 6/30/00 Return unused funds; closure of various completed projects 30,724 Balance 8,650,602 1,529,702 1,379,702 1,484,127 1,184,127 834,127 584,127 681,327 381,327 412,051 FOR FISCAL YEAR 2001 BEGINNING JULY 17 2000 4/12/00 FY01 Budgeted Addition 4/12/00 FY01 Capital Projects 3/06/01 Return unused funds; closure of Wide Area Network Project 8,400,000 (6,939,600) 561 8,812,051 1,872,451 1,873,012 oo oo oo oo oo ~ OZO0 Accounting Department February 28, 2001 SCHEDULE OF CAPITALIZED LEASE PURCHASES Date Began APPROVED AND EXECUTED Description Date Ends Outstanding Balance 02/28/01 * 12/93 04/99 06/99 01/01 Real Property Lease/ Pttrchase Public Facility Lease Juvenile Courts Project S~hool Copier Lease Certificates of Participationd Building Construction, Expansion and Renovation; Acquisition/Installation of Systems TOTAL APPROVED AND EXECUTED $17,510,000 16,100,000 43,587 13,725,000 $47,378,587 12/01 11/19 06/04 11/21 $ 2,475,000 15,295,000 30,942 13,725,000 $31.525.~942 PENDING EXECUTION Description Telephone System Upgrade - Lease Pumhaso Approved September 13, 2000 Approved Amount $1222,370 TOTAL APPROVED AND PENDING EXECUTION *Second Refunding of Certificates of Participation, Series 1985 *Please note that the March report will be provided in the April 25, 2001 packet. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page I of 1 Meetin~l Date: April 4, 2001 Item Number: [4.A. Subiect: Recognizing the Contributions of County Administrative Professionals and Proclaiming the Week of April 22, 2001, as "Administrative Professionals Week" and April 25, 2001, as "Administrative Professionals Day" County Administrator's Comments: County Administrator: Board Action Requested: Adopt the "Administrative Professionals Week" resolution at the April 4, 2001, Board of Supervisors meeting. Summary of Information' The attached resolution is to recognize the vital contribution of county administrative professionals and to proclaim the week of April 22, 2001, as "Administrative Professionals Week" and April 25, 2001, as "Administrative Professionals Day" throughout Chesterfield County. ' l~arla J. GernlCr Attachments: Yes Title: Director, HRM [-~No RECOGNIZING APRIL 22-28, 2001, AS "ADMINISTRATIVE PROFESSIONALS WEEK" WHEREAS, administrative professionals, including administrative assistants, office supervisors and secretaries, comprise the largest segment of the office workforce; and WHEREAS, administrative professionals serve as vital information hubs in the modern office, managing information, organizing the office and mastering office technology; and WHEREAS, "Administrative Professionals Week" highlights the major contributions of administrative professionals to business and government; and WHEREAS, the International Association of Administrative Professionals (IAAP) and its local chapters provide administrative professionals with education and leadership training, networking opportunities, certification programs and other career-enhancing resources while also advancing the image of the profession. NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of Chesterfield County, Virginia, does hereby proclaim the week of April 22- 28, 2001, as "Administrative Professionals Week" and calls on management and the business community everywhere to join in recognizing these outstanding professionals and to provide them with training and support to continue their professional growth, especially on Wednesday, April 25, 2001, "Administrative Professionals Day." 0!08 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meetin~l Date: April 4, 2001 Item Number: 14.B. Subject: Recognizing Matthew Edward Harvey, Troop 874, Sponsored by St. Luke's United Methodist Church, Angel Antonio Vidal and Timothy Joseph Ashley, Both from Troop 870, Sponsored by Alberta Smith Elementary School, Evan Berkeley Smith and Christopher Aaron Briggs, Both from Troop 806, Sponsored by Woodlake United Methodist Church, Upon Attaining Rank of Eagle Scout County Administrator's Comments: County Administrator: Board Action Requested: Adoption of attached resolutions Summary of Information: Staff has received requests for the Board to adopt resolutions recognizing Mr. Harvey, Troop 874, Mr. Vidal, and Mr. Ashley, both from Troop 870, Mr. Smith and Mr. Briggs, Troop 806, upon attaining rank of Eagle Scout. Ail will be present at the meeting, accompanied by members of their family, to accept the resolutions. Dale District Matoaca District Matthew Edward Harvey Parents: Ed and Ellen Angel Antonio Vidal Parents: Angel and Deyanira Timothy Joseph Ashley Parents: Keith and Lori Evan Berkeley Smith Parents: Dean and Sheila Preparer: ~{~f~_ ~~{D Lisa H. Elko Attachments: Ycs Christopher Aaron Briggs Parents: Ron and Deborah Title: Clerk to the Board 0104 RECOGNIZING MR. MATTHEW EDWARD HARVEY UPON ATTAINING THE RANK OF EAGLE SCOUT WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least twenty-one merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law; and WHEREAS, Mr. Matthew Edward Harvey, Troop 874, sponsored by Saint Luke's United Methodist Church, has accomplished those high standards of commitment and has reached the long-sought goal of Eagle Scout, which is earned by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through his experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Matthew has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Mr. Matthew Edward Harvey on his attainment of Eagle Scout, and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. O't05 RECOGNIZING MR. TIMOTHY JOSEPH ASHLEY UPON ATTAINING THE RANK OF EAGLE SCOUT WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least twenty-one merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law; and WHEREAS, Mr. Timothy Joseph Ashley, Troop 870, sponsored by Alberta Smith Elementary School, has accomplished those high standards of commitment and has reached the long-sought goal of Eagle Scout, which is earned by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through his experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Timmy has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Mr. Timothy Joseph Ashley on his attainment of Eagle Scout, and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. RECOGNIZING MR. ANGEL ANTONIO VIDAL UPON ATTAINING THE RANK OF EAGLE SCOUT WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least twenty-one merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law; and WHEREAS, Mr. Angel Antonio Vidal, Troop 870, sponsored by Alberta Smith Elementary School, has accomplished those high standards of commitment and has reached the long-sought goal of Eagle Scout, which is earned by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through his experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Angel has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Mr. Angel Antonio Vidal on his attainment of Eagle Scout, and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. RECOGNIZING MR. EVAN BERKELEY SMITH UPON ATTAINING THE RANK OF EAGLE SCOUT WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least twenty-one merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law; and WHEREAS, Mr. Evan Berkeley Smith, Troop 806, sponsored by Woodlake United Methodist Church, has accomplished those high standards of commitment and has reached the long-sought goal of Eagle Scout, which is earned by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through his experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Evan has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Mr. Evan Berkeley Smith on his attainment of Eagle Scout, and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. RECOGNIZING MR. CHRISTOPHER AARON BRIGGS UPON ATTAINING THE RANK OF EAGLE SCOUT WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least twenty£one merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to his community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law; and WHEREAS, Mr. Christopher Aaron Briggs, Troop 806, sponsored by Woodlake United Methodist Church, has accomplished those high standards of commitment and has reached the long-sought goal of Eagle Scout, which is earned by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through his experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare himself for a role as a leader in society, Chris has distinguished himself as a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Mr. Christopher Aaron Briggs on his attainment of Eagle Scout, and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. 01 09 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 15.A. Subject: PUBLIC HEARING: To Consider the Abandonment of Greenpine Road, State Route 948 County Administrator's Comments: County Administrator: Board ActionRequested: Staff recommends that the Board of Supervisors adopt the attached resolution to abandon Greenpine Road, State Route 948. Summary of Information: On February 28, 2001, the Board authorized the posting and publishing of notices to abandon Greenpine Road, State Route 948, as shown on the attached sketch. This abandonment is for the Maruchan Virginia, Inc., expansion. This request has been reviewed by County staff and the Virginia Department of Transportation and approval is recommended. District: Dale Joh~ W. Harmon Title:Right of Way Manager Attach ments: Yes No 0110 CHESTERFIELD COUNTY: At a regular meeting of the Board of Supervisors held at the Courthouse on April 4, 2001 at 7:00 p.m. Resolution and Order WHEREAS, a sketch has been prepared for the Board of Supervisors of Chesterfield County depicting Greenpine Road, State Route 948, to be abandoned from the secondary system of state highways; and WHEREAS, pursuant to a resolution of this Board, dated February 28, 2001, the required notices of the County' s intention to abandon Greenpine Road, State Route 948, have been given in that: on March 2, 2001, a notice was posted in at least three places along Greenpine Road, State Route 948; and on March 21,2001, and March 28,2001, a notice was published in the Richmond Times Dispatch having general circulation within the County announcing this Public Hearing to receive comments concerning the proposed abandonment; and on March 6, 2001, notice was sent to the Commissioner of the Virginia Department of Transportation; and WHEREAS, after considering all evidence available, this Board is satisfied that no public necessity exists for the continuance of Greenpine Road, State Route 948, from Whitepine Road, State Route 701, to Redpine Road, State Route 947, a distance of 0.27 miles, since it serves no it public necessity and is no long necessary as apart of the secondary systems of State Highways NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby abandons Greenpine Road, State Route 948, and removes it from the secondary system of state highways, pursuant to Section 33.1-151, Code of Virginia, 1950, as amended. AND, BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. AND, BE IT FURTHER RESOLVED, that the Board of Supervisors does hereby request that the Commissioner of the Virginia Department of Transportation certify, in writing, that Greenpine Road hereby abandoned is no longer deemed necessary for uses of the secondary system of State highways pursuant to Section 33.1-154 of the Code of Virginia, 1950, as amended. Certified By: Lisa Elko, Clerk to the Board of Supervisors Proposed Abandonment of Green pine 'Road A-B Abandonment: 0.27 mile Greenpine Road (Route 948) from Whitepine Road (Route 701) to Redpine Road (Route 947) 011'2, An Aff~l iate of Media General Advertising Affidavit (This is not a bill Please pay from invoice) CHRRTRRFII,D CO RTGHT WAY RIGHT OF WAY DRPT 6710 W KRAUSE ROAD CHF. NTF, RFtRI,D VA 23fi~2 P.O. Box 85333 Richmond, Virginia 23293-0001 (804) 649-6000 [Acc 2206fi6 07,/2fi/2001 D~te Cofle __ _Descripti__on Ad Size TAK*E NOTICF, THAT PlFRSIJANT TO SF, CTION 3311 ZOO x 11.00 21 03/2g/2001 121 ATTACH Media General Operations, Inc. Publisher of THE RICHMOND TIMES-DISPATCH This is to certify that the attached TAKF, NOTI~F, THAT PIFRN~L was published by Richmond Newspapers, inc. in the City of Richmond, State of Virgin[a, on the fol[owing dates: 03/21/2001 03/28/2001 CHESTERFIELD C HERE The first insertion being given .... Sworn to and subscribed before State of Virginia City of Richmond My Commission expires 03/21/2001 THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU Supervisor CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 2 Meetin~ Date: April 4, 2001 Item Number: 15 .B. Su~ect: Public Hearing to Consider (i) Amendments to Section 2-79 of the County Code and an Administrative Policy Relating to Criminal Background Checks for County Volunteers and Volunteer Rescue Squads; and (ii) to Consider Proposed Administrative Policy for Background Checks for Volunteers/Coaches of Co-Sponsored Recreation Groups County Administrator's Comments: Adopt proposed ordinance and policies with the following amendments: the County will check the Department of Social Services' Central Registry of Child Abuse and Neglect for cosponsored groups and rescue squads if they request the County to do so and for county Department volunteers only if they have unsupervised contact with children. County Administrator: ~ Board Action Requested: Amend the County Code to require background checks for County volunteers and the volunteers of the Rescue Squads and approve administrative policies to implement Code amendments and for background checks for volunteers/coaches of co-sponsored groups. Summary of Information: In November 1999, the Board of Supervisors adopted an ordinance requiring background checks on all County employees who work with juveniles. At that time, the Board directed the County Administrator to establish a committee to review the issue of background checks for county government volunteers and volunteers for Parks and Recreation co-sponsored groups. The committee has concluded its work and is making the following recommendations: Amend the County Code to require background checks for volunteers within County departments that work with juveniles and for volunteers for all rescue squads; ·, _ Title: County Attorney Steven L, Micas 0614:52715.1 Attachments: Yes ~-~ No CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 2 of 2 o Adoption of the attached administrative policy to provide specific guidelines governing background checks on County volunteers and volunteers for Rescue Squads; and Adoption of a second administrative policy (attached) governing background checks for volunteers/coaches of co-sponsored organizations. The background checks for volunteers/coaches with co-sponsored groups, if approved, will be implemented through the County's normal contractual agreements with co-sponsored groups. 0~14 BOARD OF SUPERVISORS \ RENNY BUSH HUMPHREY CHAIRMAN MATOACA DISTRICT KELLY E. MILLER VICE CHAIRMAN DALE DiSTRiCT J. L. McHALE, III BERMUDA DISTRICT ARTHUR S. WARREN CLOVER HILL DISTRICT EDWARD B. BARBER MIDLOTHIAN DISTRICT CHESTERFIELD COUNTY P.O. Box 40 CHESTERFIELD, VIRGINIA 23832-0040 (804) 748-1211 MEMORANDUM LANE B. RAMSEY COUNTY ADMINISTRATOR TO: The Honorable Board of Supervisors FROM: Lane B. Ramsey, County Administrator DATE: March 29, 2001 RE: Background Checks A work session and a public hearing have been set for April 4, 2001 for the Board to consider a proposal for background checks on County government volunteers, volunteer rescue squads, and volunteers of co-sponsored recreation groups. Attached is a report from the Committee. The Committee recommends two policies. One policy for volunteers with County government departments and volunteer rescue squads, and the other policy for volunteers with the County's Parks and Recreation co-sponsored athletic organizations. Both policies are substantially similar to one another and to the one which was created for County employees in order to implement the ordinance the Board adopted in 1999. Having considered the report, I will recommend a slight variation on the Committee's proposal. I will propose allowing co-sponsored groups and volunteer rescue squads the option of requesting the County to conduct Child Protective Service Central Registry checks for their organization if, as an organization they desire such a check. And, I will also recommend conducting the Central Registry check on County government volunteers only if they have unsupervised contact with children. The following chart shows the differences in what is being proposed. County County Gov. Co-Sponsored County Administrator's Data Bases Available Employees Volunteers & EMS Organizations Recommendation (Current Volunteers (Committee Policy) (Committee Proposal) Proposal) National/FBI Check with No No No No Fingerprints (Eft. 1/1/01) State Police check/includes Yes Yes Yes Yes Sex Offender Registry check Circuit and General District Yes Yes Yes Yes Court Records Department of Social Services Yes Yes No Yes if requested by cosponsored Central Registry of Child group or rescue squad; and yes only Abuse and Neglect for County gov. volunteers who have unsupervised contact with children As predicted earlier, the cost for these checks is expected to be no more than $90,000 initially and about half or less annually thereafter. The Board had indicated earlier that the county would pay these costs. have. If you would like, we can set up meetings with staffprior to the work session to answer any questions that you may Providing a FIRST CHOICE community through excellence in public service. COUNTY OF CHESTERFIELD VIRGINIA MEMO TO: FROM: DATE: RE: Lane B. Rams.ey, County Administrator Kevin Brun~s~istant Director Human Resource Management February 23, 2001 Background Checks In November 1999, at the Board of Supervisors' direction, you established a committee to review the issue of criminal background checks on volunteers and co-sponsored groups. The committee's work has been finalized. Both policies are attached. This memo will provide the history of the committee's work and highlights of the policies. HISTORY OF THE PROCESS I Mike Chernau, Sr. Asst. County Attorney Mark Cooper, Citizen, Chesterfield Metro Youth Football League Suzanne Fleming, Asst. Director, Social Services Phil Innis, Asst. Director, Parks & Recreation chaired the committee and the following individuals participated on this committee: · Paul Mauger, Deputy Chief, Fire · Harold McManus, Co-Chairman, PRAC Tim Mick, Member, PRAC Lou Moore, Commander Admin. Support, Police Doris Kron, Background Investigator, HRM Rick Morrow, President, EMS Advisory Committee Carolyn Slagle, Volunteer Coordinator Library Richard Worcester, Chairman, PRAC Lane B. Ramsey February 22, 2001 Page 2 At the committee' s first meeting on March 7, 2000, the members concluded that the circumstances and relationships to the County of co-sponsored organizations and county volunteers were very different. Therefore, two subcommittees were formed to develop draft policies that would be most suitable for their constituents. County Volunteer Subcommittee This subcommittee consisted of representatives from the County Attorney's Office, EMS, Fire, HRM, Library, Police, Social Services. It concluded that volunteers working with juveniles in departments with county employees should not be treated differently with regard to background checks. Therefore, the committee worked to create a policy that substantially mirrored the existing policy on background checks for county employees which County Administration approved on July 1, 2000 to implement the ordinance approved by the Board. The draft policy was presented to the EMS Advisory Committee on April 25, 2000 where it was unanimously supported. The policy has been circulated to Department Directors for their comments and suggestions that resulted in minor changes. County Co-sponsored Volunteer Subcommittee This subcommittee consisted of representatives from the County Attorney's Office, HRM, Parks & Recreation and the Parks and Recreation Advisory Commission ("PRAC"). Committee deliberations began by considering the threshold question of whether background checks on co-sponsored volunteers was necessary at all. The committee concluded that it could recommend a policy if the policy were easy to administer and did not deter volunteer participation. An initial policy was drafted that closely mirrored the policies for county employees and county volunteers. After two subcommittee meetings, the initial draft policy was presented to members of PRAC on April 6, 2000. PRAC members expressed concern that the release form required to access background information was intrusive by requesting too much personal information about the individual and his or her family. PRAC members also questioned the need to access the Social Services' Central Registry of Child Abuse and Neglect ("Central Registry"), and had many questions about how Parks & Recreation would administer the policy. Having heard these concerns, the subcommittee scheduled a meeting with athletic league and association representatives on April 25, 2000 to educate them on the proposed policy and receive their comments and concerns. Based on the feedback and reaction from PRAC and the coaches and league representatives, the subcommittee continued to review the policy during the summer months. On July 11, 2000 the subcommittee revised the policy after considering all the issues that had been raised by PRAC and co-sponsored groups including the treatment of different crimes such as DUIs, the details of the appeals process, maintaining confidentiality of information, and the details for administering the checks by Parks & Recreation and the athletic leagues. The subcommittee approved a marketing and communication strategy to better educate the public on the policy and clarify information that was being misquoted in the press. Included in the marketing Lane B. Ramsey February 23, 2001 Page 3 strategy was a feature article, sample letters for coaches to use in their league newsletters, and a Frequently Asked Questions (FAQ) sheet along with the policy. These materials were mailed to league and association representatives and placed on the County's web site. The revised policy was again presented to PRAC on August 3, 2000 and then provided to the media and public. For several weeks, questions and comments were again received through the county's web site and telephone calls to members of PRAC. A second informational meeting was scheduled for August 17, 2000 where league and association representatives and coaches were encouraged to ask questions to better understand the proposed policy. At that meeting, packets of information were distributed for use by leagues. Another public hearing on the policy was held on September 14, 2000 before PRAC, and on September 18, 2000, the subcommittee met to review the most recent public input. At that meeting, the subcommittee voted to drop the required use of the Central Registry as a searchable database because the release form required to access the database had raised so many concerns. The committee also created a more efficient process for administering the background check through Parks & Recreation. The subcommittee sought further input from key constituents and scheduled a focus group of athletic league representatives on October 24, 2000 to further discuss the changes that were made since the public hearings. As a result of further comments, the subcommittee made more changes to the policy. The final draft policy was presented to PRAC at a public hearing on December 7, 2000. PRAC voted 6 to 5 in favor of passing the policy to the Board of Supervisors for consideration. Timeline & Meeting Schedule County Volunteer Subcommittee March 7, 2000 Organizational meeting of committee members March 23, 2000 Initial subcommittee meeting April 11, 2000 Subcommittee meeting April 25, 2000 Presented Draft Policy to EMS Advisory Committee November, 2000 Policy reviewed by Department Directors December 1, 2000 Policy ready for Board of Supervisors Review Timeline & Meeting Schedule County Co-Sponsored Subcommittee March 7, 2000 Organizational meeting of committee members March 14, 2000 Initial subcommittee meeting March 30, 2000 Subcommittee meeting April 6, 2000 Initial Draft Policy presented to PRAC Members April 25, 2000 League & Association Representatives meeting Lane B. Ramsey February 23,2001 Page 4 May 22, 2000 Subcommittee meeting July 11, 2000 Subcommittee meeting August 3, 2000 2nd Draft Policy presented to PRAC Members August 8, 2000 Chesterfield County article appeared in Community Shopper August 9, 2000 Press Release distributed to area media August 9, 2000 Draft Policy and Frequently Asked Questions were placed on county website for feedback and review September 14, 2000 Public Hearing before PRAC October 10, 2000 Subcommittee meeting October 24, 2000 Focus Group of League Representatives review policy changes October 30, 2000 Subcommittee meeting December 7, 2000 Presented 3rd Draft Policy to PRAC for approval January 9, 2001 Subcommittee meeting KEY COMPONENTS OF TIlE POLICIES Policies are Based on State Law. The current policy for background checks on county employees and the proposed policies for volunteers were modeled from state law which requires full background checks on employees and volunteers at daycare centers, child welfare agencies, and for employees and volunteers at the state Departments of Social Services, Education and Mental Health, Mental Retardation and Substance Abuse. Similar checks are also required for employees of local School Boards, but not for volunteers. State law requires all these individuals to provide fingerprints for national FBI checks, state police checks and also checks of the Central Registry. Policies Do Not Require National FBI Checks. On January 1,2001, a state law was implemented to permit the county to conduct national FBI background checks like state agencies are required to conduct. A national check requires fingerprints of the individual being checked. The County volunteer subcommittee decided that conducting a national search would be the most effective method of conducting criminal background checks on volunteers. But, the subcommittee decided that volunteers should not be subject to a more extensive search than county employees. Therefore, the subcommittee recommends that national searches be considered in the future if and when employees become subject to national searches. The co-sponsored volunteers subcommittee determined that fingerprinting would be intrusive and difficult to administer. Therefore, this subcommittee does not recommend national checks. Each policy, however, will have a small component of a national check. The Sex Offender and Crimes Against Minors Registry maintained by the State Police will be checked. This is a list of sex offenders who are required by law to provide their names to the State Police upon locating in the Commonwealth. Central Registry Will Not be Checki~d for Co-sponsored Volunteers. Under both policies, the county will check State Police and circuit court and general district court criminal records. The Central Registry will be checked for County volunteers including EMS volunteers. The Central Registry will not be checked for co-sponsored groups because of the resistance to providing the personal Lane B. Ramsey February 23, 2001 Page 5 information required to access that database. The Central Registry is not a data base of criminal activity. It is a database of "founded" administrative investigations of child abuse or neglect by local Child Protective Service Units. Founded cases in the Central Registry sometimes, but do not necessarily correlate to criminal charges or convictions. Volunteers Will Be Checked Randomly After the First Check. Every volunteer will be checked during their first year of participation in a program or service. Approximately 20% of all existing volunteers will be checked randomly each year. "Barrier" Crimes Will Bar Participation. The proposed policies list "barrier" crimes that will absolutely bar an individual from working with juveniles. The list of "barrier" crimes is the same list of barrier crimes used for county employees and which the Code of Virginia uses for state employees and volunteers. Other Crimes Considered on Case by Case Basis. Convictions or pending charges for crimes that are not "barrier" crimes will be considered on a case-by-case basis to determine if the individual poses a risk to children. The committee received many comments of concern that leaving all other non- barrier crimes to be considered on a case-by-case basis would subject individuals to disqualification for bad checks or other similar minor crimes. Passing a bad check will not disqualify an individual from working with juveniles. Many other criminal convictions will not disqualify individuals from working with juveniles. However, the committee concluded that it is impossible to list all the convictions that might disqualify an individual and equally difficult to list all the convictions that will not disqualify an individual from working with juveniles. ao For County volunteer and rescue squads, non-barrier crimes will be reviewed by HRM and the Department Director and Rescue Squad president, if applicable, in consultation with the County Attorney to determine whether the criminal record disqualifies the individual. For co-sponsored groups, non-barrier crimes will be reviewed by a committee comprised of representatives from HRM, Parks and Recreation, Police, Mental Health and County Attorney. Both policies allow volunteers the opportunity to provide evidence of any mitigating circumstances or to correct erroneous information prior to the review committee making a final decision on their qualifications. Confidentiality. All information received shall be kept confidential and destroyed after decisions regarding qualifications have been made. Parks and Recreation Will Issue Cards for Approved Co-Sponsored Volunteers. The County will bear the cost associated with conducting the background check investigations. All co- sponsored organizations will be responsible for returning signed release forms with their team rosters. Individuals will also be permitted to submit release forms directly to the county. Parks & Recreation Olk:O Lane B. Ramsey February 23, 2001 Page 6 will process the releases through HRM who will search the applicable data bases to conduct a background check. Parks & Recreation will distribute an approved list of volunteers to the athletic leagues. All approved volumeers will also receive a "coaching card" from Parks and Recreation which they may use for subsequent seasons. It will be the responsibility of coaches to insure that all volunteers have undergone a background check. If a volunteer who has not undergone a background check participates in any activity, the County will have the ability to prohibit either the team or the league from using County fields and facilities. 0614:52333.1 Co-sponsored Background Check Process Parks & Recreation distributes Forms to Co-sponsored LeaguesJ Leagues distribute Forms to Coaches prior to season completed Forms to League Representative No League Rep. attaches completed Forms to League Roster League Rep. forwards [ Forms & Rosters to Parks & Recreation prior to the second game of the season Yes No League Re ~. returns Form to Coach for complete information IP & R returns roster to League Rep. to obtain completed form (s) P & R forwards completed Forms to HRM HRM completes Background Check Was x, xXBackgr°und Check Yes HRM forwards list of approved Coaches to P & R ,, P & R issues numbered Coaching Cards to Leagues Coach shows card to ~ League Representative in future years No Was a Barrier Crime found? No Committee anonymously Yes HRM contacts ineligible coach of findings/decision Is Coach eligible? Yes HRM contacts individual to provide additional evidence prior to a final decision Committee considers additional information Z/21/01 Page 2 Ol:d3 AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED BY AMENDING SECTION 2-79 RELATING TO CRIMINAL HISTORY AND CHILD PROTECTIVE SERVICES REGISTRY SEARCHES OF VOLUNTEERS FOR COUNTY DEPARTMENTS AND RESCUE SQUADS BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That the Code qf the Coun.tv qf Chesterfield, 1997, as amended, is amended by re- enacting section 2- 79 as follows: Section 2-79. Personnel background searches. a. In addition to other background searches authorized by local, state or federal law, the County Administrator and his designees are authorized to conduct (1) criminal history record searches (2) sex offender and crimes against minors registry searches and (3) child protective services central registry searches on the following individuals: 1. Full-time and part-time County employees who provide services to juveniles. 2. Applicants for County employment, both full-time and part-time, who will provide services to juveniles and who have received a conditional offer of employment. 3_. Volunteers for county departments who will provide services to juveniles, and volunteer rescue squads. b. The County Administrator is authorized to identify employee and volunteer positions which meet the criteria of subsection a and to incorporate such list into an administrative policy which implements the provisions of this section. Such administrative policy shall indicate whether such searches shall be universal or random and shall identify consequences for past behavior. c. All employees,--and applicants and volunteers identified in subsections a~ ~,u b and c shall execute, as a condition of employment or service, the necessary documents to permit the searches described in this section and shall cooperate with all agencies providing information. d. Any employee disciplined as a result of a background search may grieve such discipline in accordance with the County grievance procedure. e. In the interest of public welfare and safety it is necessary to determine whether the past criminal or protective services conduct of each person described in subsections a~ and b and c is compatible with the nature of each person's employment or service. (2) That this ordinance shall become effective immediately upon adoption. 0614:52331.1 BACKGROUND CHECK POLICY FOR COUNTY VOLUNTEERS II. IlL Purpose The purpose of this policy is to require background checks on all volunteers for county departments, including volunteer rescue squads, who will provide services to juveniles in order to preserve the safety and well-being of children served by the county. The county will not permit individuals to work with children if they have ever abused or neglected a child or demonstrated criminal conduct incompatible with service to or care of children. Implementation Each county department and rescue squad shall determine in conjunction with the Department of Human Resource Management ("HRM") the volunteer positions that shall be subject to this policy. ("Juvenile Services Position"). Volunteers in the police department are excluded from this policy since they complete a more detailed background investigation of volunteers. Bo Each department and rescue squad shall be responsible for submitting to HRM for each Juvenile Services Position an executed Release and Certification Form (See attachment A). Volunteers will be permitted to begin working subject to completion of a satisfactory background check. Failure to execute the Release and Certification shall disqualify the individual from volunteering in a Juvenile Services Position. The county shall conduct random checks annually on 20% of all volunteers who continue to volunteer for the county or a rescue squad after the year in which a background check is first required. Do All volunteers must provide truthful, correct and complete information on the Release and Certification form. Failure to do so will result in disqualification from volunteering in a Juvenile Services Position. Applicable Data Bases The county's Human Resource Management Department ("HRM") shall process each Release and Certification Form received from a volunteer in order to receive information from the Central Criminal Record Exchange ("CCRE") maintained by the State Police; the Sex Offender and Crimes Against Minors Registry from State Police; the Court Access Information System ("CAIS") maintained by the Virginia Supreme Court; and the Central Registry of Child Abuse through the State Department of Social Services. 0614:52332.1 IV. Barrier Crimes/Dispositions: The services of a volunteer shall not be accepted if the results of the background check show that the person has a child protective service ("CPS") founded sexual abuse disposition or has ever been convicted of any of the following crimes as set out in Title 18.2 of the Code of Virginia as may be amended or equivalent offenses in another state: 1. Crimes Against People a. murder and manslaughter (§ 18.2-30 et seq.) b. malicious wounding by mob (§ 18.2-41) c. abduction (§§ 18.2-47A, -48) d. felony assault and bodily wounding (§ 18.2-51 et seq.) e. robbery (§ 18.2-58) f. carjacking (§ 18.2-58.1) g. extortion and other threats (~ 18.2-5~, h. "sexual assault (§ 18.2-61 et seq.) i. felony stalking (§ lg.2-6~.3) 2. Crimes Against Property felony arson (§ 18.2-77) burglary (§ 18.2-89 et seq.) 3. Crimes Involving Health and Safety felony violation relating to the possession or distribution of drags within five (5) years (§ 18.2-247 et seq.) drive-by shooting (§ 18.2-286.1) use of machine gun in a crime of violence (§ 18.2-289) aggressive use of machine gun (§ 18.2-290) use of sawed off shot gun in crime of violence (§ 18.2-300A) 4. Crimes Involving Morals and Decency failing to secure medical attention for injured child (§ 18.2-314) pandering (§ 18.2-355) crimes against nature involving children (§ 18.2-361) taking indecent liberties with children (§ § 18.2-370, -370.1) abuse and neglect of children (§ 18.2-371.1) obscenity offenses (§ 18.2-374.1) possession of child pornography or electronic facilitation pornography (§ § 18.2-374.1:1, -374.3) of 0614:52332.1 Ve VI. incest (§ 18.2-366) abuse and neglect of incapacitated adults (§ 18.2-369) employing or permitting a minor to assist in an act constituting an obscenity offense (§ 18.2-372 et seq.) All Other Crimes/Dispositions All other convictions, CPS dispositions or pending charges revealed through a background check shall be considered on a case by case basis to determine whether or not the past conduct of the volunteer is compatible with working with juveniles. HRM, the Department Director, or designee, and rescue squad president or operations chief, in consultation with the County Attorney, shall determine whether.such information disqualifies the volunteer. Among factors that may be considered in deciding whether an individual should be permitted to volunteer, consideration may be given to the nature and character of the past conduct; how the past conduct relates to the particular functions of the volunteer's job; the length of time since the offending conduct; rehabilitation of the individual, if applicable; the volunteer's performance record; and how such conduct affects the integrity of the program. The volunteer shall be given an opportunity to provide evidence of any mitigating circumstances prior to a decision being made concerning the volunteer's qualifications for service. Dissemination of Results/Confidentiality All background search information shall be returned to HRM. All persons receiving' background information regarding a volunteer shall maintain the confidentiality of such information in accordance with applicable law. HRM shall destroy such records after a final decision has been made to retain or terminate the services of a volunteer. VII. Appeal Any volunteer whose services are rejected by the county as a result of information received from the background check may appeal such decision to the department director if the volunteer believes the department director's decision was based on inaccurate background information. 0614:48892.1 01 d7 A'J"I'AUHIVlI%C~ 1 ~t RELEASE AND CERTIFICATION BACKGROUND CHECK FOR JUVENILE SERVICE , JSITIONS 1, or demonstrated criminal conduct incompatible with service to or care of children. If you have such a history, it is unlikely that you will be employed and you may lose your position working with children if you already hold one with the County. The County will check the criminal background of all applicants for employment after a conditional offer of employment has been made and will check the backgrounds of all existing employees who work with children. As a condition of your employment, you must sign the certification below and complete this form accurately, fully and truthfully. Last Name I First Middle I ~faiden name or any last name from previous marriages or all other names by which you have been known: Social Security # Sex Race Birth Date Current Address: Street City State Zip Prior Addresses and Dates: Street City State Zip Dates Current Spouse: Last Name First Middle Maiden Sex Race Birth Date Previous Spouse: Last Name First Middle Maiden Sex Race Birth Date Full Names of Your Children (Include adult children, step children, foster children, children not living with you. Attach additional page if needed.) Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date Last First Middle Sex Race Birth Date 2. CERTIFICATION AND RELEASE. I certify that I have never abused or neglected a child or committed a crime incompatible with service to or care of children. I also hereby certify that the information contained on this form is true, correct and complete to the best of my knowledge. Pursuant to Section 2.1-382 of the Code of Virginia, I authorize the release of personal information regarding me which is either found in the criminal history records maintained by the Virginia State Police or which is related to any disposition of founded child abuse/neglect in which I am identified as responsible for such abuse/neglect maintained by the Virginia Department of Social Services or any local department of social services. Signature NOTARY City/County of Commonwealth/State of Acknowledged before me this __ day of 19.__ Notary Public My commission expires Pursuant to § 2-79 Chesterfield County Code and § 19.2-389, Code of Virginia, Chesterfield County hereby requests background checks on the individual identified above from the Criminal. History Records, Sex Offender and Crimes Against Minors Registry, and the Department of Social Services Central Registry. This information is being used for current and prospective employees. Mail Reply To: Chesterfield County Department of Human Resource Management, Attn: Doris Kron Agency Code P. O. Box 40, Chesterfield, VA 23832 804/717-6325 Job Title Department BACKGROUND CHECK POLICY FOR CHESTERFIELD COUNTY PARKS AND RECREATION CO-SPONSORED YOUTH ORGANIZATIONS II. Purpose The purpose of this policy is to require background checks on all organizational officers and/or directors, instructors, coaches and assistant coaches of Chesterfield County Parks and Recreation co-sponsored youth organizations in order to preserve the safety and well-being of children served by such organizations. Co-sponsored organizations shall not permit individuals to work with children if they have demonstrated past conduct incompatible with service to or care of children. Implementation The County's Parks and Recreation Department shall assist co-sponsored organizations in implementing and administering this policy. The County may revoke a co-sponsorship agreement for any organization which violates this policy. Each co-sponsored organization shall be responsible for submitting a completed Release Form (See attachment A) to the County for every organizational officer and/or director, instmctor, coach or assistant coach. Failure to complete the Release shall disqualify the individual from participation. All individuals must provide truthful, correct and complete information on the Release. Failure to do so may result in disqualification. The County's Human Resource Management Department ("HRM") shall process each Release received from a co-sponsored organization in order to receive information from the Central Criminal Record Exchange ("CCRE") maintained by the State Police; the Sex Offender and Crimes Against Minors Registry from State Police; and the Court Access Information System ("CAIS") maintained by the Virginia Supreme Court. HRM shall forward to the Parks and Recreation Department the names of all individuals who have had their background investigation completed and who are eligible for participation with a co-sponsored organization. Individuals may begin participating prior to the completion of a background investigation so long as they have completed a Release and filed it with the Parks and Recreation Department. It shall be the responsibility of each co-sponsored organization, however, to prohibit an individual from participating if the individual is later found to be ineligible under this policy. Once an individual has been found eligible to participate in one co-sponsored youth activity, the individual's name shall be placed on an list of individuals eligible for ail 0614(05):49913.4 1/18/01 10:43 AM co-sponsored activities. The list shall be maintained by the Parks and Recreation Department. Individuals on the approved list shall not be subject to further investigation, except the County shall conduct random checks annually on 20% of all individuals who have previously been determined to be eligible and wish to maintain their name on the approved list. III. Barrier Crimes: No individual shall be permitted to participate in a co-sponsored youth organization if the results of the background check show that the person has ever been convicted of any of the following crimes as set out in Title 18.2 of the Code of Virginia as may be amended or equivalent offenses in another state: 1. Crimes Against People g. h. i. murder and manslaughter (§ 18.2-30 et seq.) malicious wounding by mob (§ 18.2-41) abduction (§§ 18.2-47A,-48) felony assault and bodily wounding (§ 18.2-51 et seq.) robbery (§ 18.2-58) carjacking (§ 18.2-58.1) extortion and other threats (§ § 18.2-59, -60) sexual assault (§ 18.2-61 et seq.) felony stalking (§ 18.2-60.3) 2. Crimes Against Property felony arson (§ 18.2-77 et seq.) burglary (§ 18.2-89 et seq.) 3. Crimes Involving Health and Safety felony violation relating to the possession or distribution of drugs within five (5) years (§ 18.2-247 et seq.) drive-by shooting (§ 18.2-286.1) use of machine gun in a crime of violence (§ 18.2-289) aggressive use of machine gun (§ 18.2-290) use of sawed off shot gun in crime of violence (§ 18.2-300A) 4. Crimes Involving Morals and Decency failing to secure medical attention for injured child (§ 18.2-314) pandering (§ 18.2-355) crimes against nature involving children (§ 18.2-361) taking indecent liberties with children (§ § 18.2-370, -370.1) 0614(05):49913.4 1/18/01 10:43 AM IV. eo All Other Crimes abuse and neglect of children (§ 18.2-371.1) obscenity offenses (§ 18.2-374.1) possession of child pornography or electronic facilitation pornography (§§ 18.2-374.1:1, -374.3) incest (§ 18.2-366) abuse and neglect of incapacitated adults (§ 18.2-369) employing or permitting a minor to assist in an act constituting an obscenity offense (§ 18.2-372 et seq.) of Bo All pending charges for barrier crimes and convictions for other crimes revealed through a background check shall be reviewed on a case by case basis to determine if the individual poses a safety risk to the children involved in the program. No individual may be found ineligible because of pending charges, except for barrier crimes. However, an individual may ultimately be found ineligible if the previously pending charge results in a conviction which indicates that the individual poses a safety risk to children. All cases under this Section IV shall be considered anonymously by a standing committee comprised of a representative of HRM, County Parks and Recreation, County Police, County Attorney's Office, and County Mental Health. ("Committee"). If upon review of the record the Committee determines that the individual is eligible to participate, the individual's name shall be forwarded to Parks and Recreation as provided in Section II.D. If upon review of the record, the Committee determines that an individual should be disqualified from participating, the individual will be contacted directly by HRM, advised of the Committee's concerns and be given an opportunity to withdraw from consideration or provide evidence of any mitigating circumstances prior to a final decision being made by the Committee concerning the individual's eligibility to participate. Among factors that the Committee may consider in deciding whether an individual should be permitted to participate or coach, the Committee may consider the nature and character of the past conduct; the length of time since the offending conduct; rehabilitation of the individual, if applicable; and how such conduct affects the integrity of the program. F. The Committee's decision to disqualify an individual must be a majority vote. V. Confidentiality All persons receiving background information regarding an individual shall maintain the 0614(05):49913.4 3 1/18/01 10:43 AM confidentiality of such information in accordance with applicable law. HRM shall destroy all criminal background information after a final decision has been made regarding the eligibility of an individual to participate with a co-sponsored youth organization. 0614(05) :49913.4 4 1/18/01 10:43 AM O1B RELEASE OF INFORMATION TO WHOM 1T MAY CONCERN: I hereby authorize the background investigator for Chesterfield County Human Resource Management to obtain records related to me, if any, from criminal justice agencies. I understand that the information released is for official use by Chesterfield County for the sole purpose of determining my eligibility to participate in County sponsored youth organization activities and may be disclosed to other persons only as necessary to determine my eligibility. Failure to provide all or part of the information may result in disqualification from participating in a youth activity. This release shall be effective on the date of its execution and expire upon completion of my background investigation. League: Athletic Association (if applicable): Signature (Full Name): Print Name (Full Name): Other Names Used (Include Maiden): Race: Date of Birth: Social Security Number: Current Address: Previous Address (Past 5 years): Date: Phone No. (h) (w) (Optional) 0614(23):51o73.2 An Affiliate of Media General Advertising Affidavit (This is not a bill Please pay from invoice) P, O. Box 85333 Richmond, Virginia 23293-0001 (804) 649-6000 CHESTER FIEI .D ROARD OF SI }PERVI,qORS AT'IN I.ISA F,I ,KC) P C) ROX 40 CHE,qTER FIEI,D VA 23932-0040 Account Num. J 2~0806 03/28/2001 Date Code Description Ad Size TAKE NOTICETAKE NOTICE THAT THE ROARD O 2_00 x 24 00 ATTACH Media General Operations, inc. Publisher of THE FIICHMON D TIM ES-DISPATCH This is to certify that the attached TAKE N©TICRTAKF, NOTICf was published by Richmond Newspapers, inc. in the City of Richmond, State of Virginia, on the following dates: 03/21/2001 03/28/2001 The first insertion being given .... HEFIE Sworn to and subscribed before Notary Public State of Virginia C~ty of Richmond My CommisSion e~res (~ Supervisor THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU F...RFtELD cOUNI'¥ cHESI' _.- ~nARD ur ~'" AGENu~ page CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Page 1 of 1 Meeting Date: April 4, 2001 Item Number: 16. Su~ect: Adjournment and Notice of Next Scheduled Meeting of the Board of Supervisors County Administrator's Comments: County Administrator: Board Action Requested: Summary of Information: Motion of adjournment and notice of next scheduled meeting on April 25, 2001 at 4:00 p.m. Preparer: '--~sa H. Elko Attachments: [-~ Yes Title: No Clerk to the Board