03-16-2021 Finance Commiteee Agenda Packet
FINANCE COMMITTEE
REGULAR MEETING
Tuesday, March 16, 2021 – 3:00 PM
Elections and Training Center
18 Depot Street,
Chatham, Virginia 24531
AGENDA
CALL TO ORDER
ROLL CALL
AGENDA ITEMS TO BE ADDED
APPROVAL OF AGENDA
NEW BUSINESS
a. Voting Equipment/ADA Equipment Request Approval (Staff Contact: Kelly Keesee)
b. Brosville Fire Department Fire Apparatus CIP Release Request (Staff Contact:
Christopher C. Slemp)
c. School's COVID-19 Carryover Expenditures Review (Staff Contact: Kimberly G.
Van Der Hyde)
d. FY22 Budget Presentation and Budget Advertisement Approval (Staff Contact:
David M. Smitherman)
MATTERS FROM COMMITTEE MEMBERS
ADJOURNMENT
1.
2.
3.
4.
5.
6.
7.
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Voting Equipment/ADA Equipment Request Approval (Staff Contact:
Kelly Keesee)
Staff Contact(s): Kelly Keesee
Agenda Date: March 16, 2021 Item Number: 5.a
Attachment(s): UPDATED KnowInk
UPDATED ESS
Reviewed By:
SUMMARY:
Due to HB 2178 and the State Board of Elections Minimum Security Standards, the Registrar’s
current Pollbook and ADA Systems will be de-certified effective June 30, 2021. This creates the
need to replace the entire fleet of both systems. For the Finance Committee’s review and
consideration, attached are related documents. Kelly A. Keesee, Registrar, will brief the Finance
Committee on this matter.
FINANCIAL IMPACT/FUNDING SOURCE:
Funds for the above items are currently contained in the County Budget (line item # 310-4-
094150-819175). Poll Pads cost $115,150.00, with $8,750.00 annual cost for software license
for two (2) years. ADA Marking Devices cost $110,227.50, with $5,735.00 annually for
warranty, support, and maintenance fees.
RECOMMENDATION:
For the Finance Committee’s consideration.
MOTION:
For the Finance Committee’s consideration.
5.a
Packet Pg. 2
5.a.a
Packet Pg. 3 Attachment: UPDATED KnowInk (2409 : Voting Equipment/ADA Equipment Request Approval (Staff Contact: Kelly Keesee))
5.a.a
Packet Pg. 4 Attachment: UPDATED KnowInk (2409 : Voting Equipment/ADA Equipment Request Approval (Staff Contact: Kelly Keesee))
5.a.b
Packet Pg. 5 Attachment: UPDATED ESS (2409 : Voting Equipment/ADA Equipment Request Approval (Staff Contact: Kelly Keesee))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Brosville Fire Department Fire Apparatus CIP Release Request (Staff
Contact: Christopher C. Slemp)
Staff Contact(s):
Agenda Date: March 16, 2021 Item Number: 5.b
Attachment(s): FY21 CIP agreement for Brosville Feb 2021 SIGNED
Reviewed By:
SUMMARY:
County Public Safety’s FY21 Capital Improvement Plan (“CIP”) includes $140,000 in funding
for Brosville Fire and Rescue (“Brosville”) fire apparatus. Brosville has purchased a 2020 Pierce
pumper/tanker with a 1250 gpm pump and 1800-gallon tank. This is replacing a 2001 E-One fire
engine. Said apparatus meets the newly adopted Apparatus Standards, and its approximate total
cost is $420,000. Brosville was last awarded fire apparatus CIP funds in 2012. For the
Committee’s review, a signed CIP Agreement is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
$140,000. Said money is currently Budgeted in the County Public Safety FY21 CIP.
RECOMMENDATION:
County Staff recommends the Finance Committee recommend to the full Board awarding fire
apparatus CIP funding in the amount of $140,000 to Brosville for a 2020 Pierce pumper/tanker,
conditioned on providing County Public Safety a copy of the fire apparatus sales contract.”
MOTION:
“I make a Motion to recommend to the full Board the awarding of fire apparatus CIP funding in
the amount of $140,000 to Brosville for a 2020 Pierce pumper/tanker, conditioned on Brosville
providing County Public Safety a copy of the fire apparatus sales contract.”
5.b
Packet Pg. 6
Vehicle CIP Funds
Memorandum of Agreement
THIS AGREEMENT, made the ______ day of ______________________, 2021,
by and between the Pittsylvania County Board of Supervisors, a political subdivision of
the Commonwealth of Virginia (hereinafter referred to as the “Board”), party of the first
part acting through its agent, the County Administrator; and the Brosville Volunteer
Fire and Rescue Department (Entity receiving CIP funds) (hereinafter referred to as the
“Receiving Entity”), party of the second part.
WITNESSETH:
WHEREAS, the Board of Supervisors provides capital improvement funds when
available to support emergency service delivery countywide and to assist the volunteer
and career fire and rescue entities within Pittsylvania County with demonstrated needs;
and
WHEREAS, these funds are requested through a collaborative capital improvement
planning process consisting of volunteer fire and rescue entity representatives,
Department of Public Safety staff representatives and Fire and Rescue Commission; and
WHEREAS, the Pittsylvania County Department of Public Safety is responsible to
manage and distribute the CIP funds regarding public safety purchases and will serve as
the point of contact concerning these funds to the volunteer and career fire and rescue
entity representatives; and
WHEREAS, in order to sustain emergency response capabilities for Pittsylvania
County and to provide equity, consistency and to protect the interests of all involved
parties, this Memorandum of Agreement is entered into based on the following:
1. When applicable, the receiving entity will seek and apply for eligible grant
funds for the purchase of said vehicle. Said grant funds, if awarded, shall
be used to offset CIP fund investment in the base spec vehicle. Any
unused CIP funds shall remain in the CIP. Any remaining grant funds
over the cost of the base spec vehicle may be used for vehicle
enhancements if allowed in accordance with the grant’s rules and
procedures.
2. The County reserves the right to assume ownership of the vehicle
purchased with county funds if the receiving entity ceases to provide
services to Pittsylvania County for any reason and/or loses its ability to
operate. The purpose for this contingency is for the ability to sustain
emergency response capabilities within the county in the event of any
unforeseen issue inhibits the ability of the entity to provide service to the
community.
5.b.a
Packet Pg. 7 Attachment: FY21 CIP agreement for Brosville Feb 2021 SIGNED (2385 : Brosville Fire Department Fire Apparatus CIP Release Request (Staff
3. The receiving entity acknowledges that if the funds are being utilized to
replace a current CIP funded vehicle that the receiving entity is to render
such vehicle to the Department of Public Safety. This vehicle may be sold
with generated funds being allocated back to the CIP or said vehicle may
be re-assigned to another county agency or Public Safety entity within
Pittsylvania County and/or retained as a reserve apparatus. The amount of
funds allocated back to the CIP shall be consistent with the percentage
vehicle total costs paid for by CIP funds, e.g. 50% of vehicle paid for by
CIP then 50% of vehicle sale proceeds allocated for future CIP use with
50% returned to the agency turning in the vehicle. Any such co-funding
split shall be documented via an addendum to this MOA.
4. The receiving entity acknowledges that no vehicle purchased with
Pittsylvania County CIP funds may be sold, traded or disposed of without
recommendation of the Department of Public Safety and the Pittsylvania
County Fire and Rescue Commission with approval by the Board of
Supervisors. Funds generated as a result of a sale are to be submitted to
the Board of Supervisors (not to exceed the original amount given to the
entity) for appropriation into the CIP program. See item 3 for additional
details.
5. The receiving entity agrees that minimum vehicle specifications /
standards established by the Department of Safety through a collaborative
process involving fire and rescue leadership along with Department of
Public Safety staff with approval of the Public Safety Committee will be
adhered to.
6. CIP funds will be distributed to the individual entity only after the entity
submits an invoice for the vehicle and makes assurances that the vehicle
will be housed in Pittsylvania County.
7. The receiving entity agrees that CIP Fund purchase procedures shall be
consistent with county procurement policy and state procurement laws. It
shall be the responsibility of the volunteer entity to maintain records
demonstrating compliance with this requirement, which shall be provided
to the Department of Public Safety upon request.
8. The County agrees to provide insurance coverage for said vehicles
authorized for purchase within the CIP as long as funding is available,
minimum specifications / standards are adhered to, the receiving entity
agrees to, implements, and enforces Department of Public Safety
established safety, driver, and response related policies and guidelines.
9. The receiving entity agrees that Department of Public Safety personnel
will have access to said vehicle if needed and said vehicle can be used by
5.b.a
Packet Pg. 8 Attachment: FY21 CIP agreement for Brosville Feb 2021 SIGNED (2385 : Brosville Fire Department Fire Apparatus CIP Release Request (Staff
Public Safety career personnel and members of Public Safety volunteer
entities trained and authorized to do so by the Director of Public Safety in
collaboration with volunteer the department’s fire chief/ rescue captain
when exigent circumstances exist. In such situations, the volunteer entity
leadership shall be notified as soon as practicable. This access is not
intended to preclude the entity to maintain a normal established rotation of
vehicles as part of their normal operating procedures.
10. If the Agency is in good standing with the County’s Fire and Rescue
Commission and/or the Agreement is still valid and existing between the
Parties, the vehicle will not be taken or removed from the Agency by the
County without mutual, written consent.
WITNESS the following signatures and seals, pursuant to due authority, all as of
the day and year first written above.
Pittsylvania County Board of Supervisors Volunteer Department
By:___________________________ By:______________________________
Title: County Administrator Title:_____________________________
Witness: Witness:
By:___________________________ By:______________________________
5.b.a
Packet Pg. 9 Attachment: FY21 CIP agreement for Brosville Feb 2021 SIGNED (2385 : Brosville Fire Department Fire Apparatus CIP Release Request (Staff
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: School's COVID-19 Carryover Expenditures Review (Staff Contact:
Kimberly G. Van Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: March 16, 2021 Item Number: 5.c
Attachment(s): Schools - COVID 19 CO
Reviewed By:
SUMMARY:
The Pittsylvania County School Board requested to carryover COVID-19 Funds to the FY2021
Budget at the July 21, 2020, Board Meeting. At that time, these funds, totaling $1,599,926.76,
were placed in a contingency fund until School Board needs could be evaluated. Supervisor
Scearce, Finance Committee Chairman, requested that the School Board provide information
about the use of these funds, when this information was available. In October, the Board
approved a total of $200,000 of these funds to be used for a one (1)-time bonus for School
employees. The use of the remainder of these funds is found in the attached letter.
FINANCIAL IMPACT/FUNDING SOURCE:
None
RECOMMENDATION:
County Staff recommends that the Board approve the attached list of COVID 19 expenditures as
presented.
MOTION:
“I make a Motion to approve the Schools COVID 19 expenditures as presented.”
5.c
Packet Pg. 10
5.c.aPacket Pg. 11Attachment: Schools - COVID 19 CO (2402 : School's COVID-19 Carryover Expenditures Review (Staff Contact: Kimberly G. Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: FY22 Budget Presentation and Budget Advertisement Approval (Staff
Contact: David M. Smitherman)
Staff Contact(s): David M. Smitherman
Agenda Date: March 16, 2021 Item Number: 5.d
Attachment(s): NOTICE OF PUBLIC HEARING-SCHOOL AD-4.01.21
NOTICE OF PUBLIC HEARING-COUNTY AD-4.01.21
Reviewed By:
SUMMARY:
David M. Smitherman, County Administrator, will present the FY22 County Budget to the
Finance Committee. Said Budget will be distributed prior to the Finance Committee Meeting.
FINANCIAL IMPACT/FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Finance Committee recommend the Board approve the
advertisement of the FY22 County Budget as presented.
MOTION:
“I make a Motion to recommend the full Board approve the advertisement of the FY22 County
Budget as presented.”
5.d
Packet Pg. 12
NOTICE OF PUBLIC HEARING
The Board of Supervisors of Pittsylvania County, Virginia, will hold a Public Hearing in
the ECC Board Meeting Room located at 39 Bank Street, SE, Chatham, Virginia, 24531,
Thursday, April 1, at 7:00 p.m., for citizen input on the proposed School Budget for
Fiscal Year 2022. The School Budget is part of the overall County Budget, which does
not propose a tax increase. A separate Public Hearing will be held on the proposed
County Budget. A summary copy of the proposed School Budget is available for public
viewing at the County Administrator’s Office, 1 Center Street, Chatham, Virginia, 24531,
Monday - Friday, 8:00 a.m. to 5:00 p.m. A summary Budget will also be available on the
County’s website at www.pittsylvaniacountyva.org. Below is a brief synopsis of the
School Budget, which shall be for informative and fiscal planning purposes only:
SCHOOL BOARD
Adopted Proposed
Budget Budget
2020-2021 2021-2022
REVENUES
From Sales Tax 10,441,705 10,120,365
From State Funds 55,781,133 57,379,073
From Federal Funds 8,902,065 20,343,208
From Local Funds 19,486,709 19,736,709
Cafeteria Receipts 5,237,500 4,950,000
From Other Funds 1,200,627 976,011
Total $ 101,049,739 $113,505,366
EXPENDITURES
Instruction 69,651,531 72,653,838
Admn./Attend & Health Svcs 4,129,708 4,266,580
Pupil Transportation 6,596,406 6,979,999
Operation & Maintenance 8,533,420 16,545,341
Non-Instructional Operations 3,979,995 4,950,764
Technology 2,921,179 3,158,844
Cafeteria 5,237,500 4,950,000
Total $ 101,049,739 $113,505,366
5.d.a
Packet Pg. 13 Attachment: NOTICE OF PUBLIC HEARING-SCHOOL AD-4.01.21 (2404 : FY22 Budget Presentation and Budget Advertisement Approval (Staff
NOTICE OF PUBLIC HEARING
The Board of Supervisors of Pittsylvania County, Virginia, will hold a Public Hearing in
the ECC Board Meeting Room, located at 39 Bank Street, SE, Chatham, Virginia, 24531,
Thursday, April 1, at 7:00 p.m., for citizen input on the proposed 2021 - 2022 County
Budget. Said Budget will not be considered for adoption until seven (7) days after the
Public Hearing. This Notice is published pursuant to §§ 15.2-2503, 15.2-2506, and 22.1-
93 of the Code of Virginia, 1950, as amended. Below is a brief synopsis of the Budget,
which shall be for informative and fiscal planning purposes only. Said Budget does not
propose a tax increase. A separate Public Hearing will be held to for citizen input on the
proposed School Budget. A full text of the Budget is available for public viewing at the
County Administrator’s Office, 1 Center Street, Chatham, Virginia, 24531, Monday -
Friday, 8:00 a.m. - 5:00 p.m. An electronic version of the Budget will be available on the
County’s website at www.pittsylvaniacountyva.org.
GOVERNMENT
2020-2021 2021-2022
EXPENDITURES ADOPTED PROPOSED
General Gov’t Expense 4,686,360 5,211,560
Judicial Admin. Expense 1,915,980 1,960,064
Public Safety 18,230,961 19,279,855
Health Dept./Social Services 13,064,602 13,817,068
Public Works 4,796,908 15,210,432
Education Expense 101,060,191 113,517,100
Parks, Rec. & Cultural 1,855,157 1,842,938
Grants 3,359,492 3,403,482
Community Dev. Expense 2,046,420 1,923,896
Capital Projects 915,700 250,500
Debt Service 10,369,120 10,925,093
Transfers 22,120,399 22,205,679
Misc/Non-Departmental 1,695,239 1,773,361
TOTAL $ 186,116,529 $211,321,028
2021-2022 2021-2022
REVENUES ADOPTED PROPOSED
Local Funds 58,711,363 59,462,810
State Funds 87,294,959 91,618,079
Federal Funds 17,193,167 30,426,791
Carryover 540,141 779,700
Fund Balance 256,500 159,824
Bond Funds - 6,668,145
Transfers 22,120,399 22,205,679
TOTAL $ 186,116,529 $211,321,028
5.d.b
Packet Pg. 14 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AD-4.01.21 (2404 : FY22 Budget Presentation and Budget Advertisement Approval (Staff