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11-16-2021 Finance Committee Meeting Agenda Packet CALL TO ORDER ROLL CALL AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA NEW BUSINESS a. ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde) b. Salary Increases-Sheriff's Deputies (Staff Contact: Kimberly G. Van Der Hyde) c. ARPA Spending Recap (Staff Contact: Kimberly G. Van Der Hyde) d. 2022-2023 Budget Calendar Approval (Staff Contact: Kimberly G. Van Der Hyde) e. Capital Improvements Plan Review (Staff Contact: Kimberly G. Van Der Hyde) f. 2022-2023 Budget Overview (Staff Contact: Kimberly G. Van Der Hyde) g. Use of Contingency Funds (Staff Contact: Kimberly G. Van Der Hyde) h. Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock) MATTERS FROM COMMITTEE MEMBERS ADJOURNMENT FINANCE COMMITTEE MEETING Tuesday, November 16, 2021 – 3:30 PM Elections and Training Center 18 Depot Street, Chatham, Virginia 24531 AGENDA 1. 2. 3. 4. 5. 6. 7. Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.a Attachment(s): ARPA Funds Application Reviewed By: SUMMARY: The Board approved ARPA funding in the amount of $1M to be used as a grant for Volunteer Fire and Rescue Agencies. Each agency will be allowed to apply to use these funds based on the ARPA guidelines. Christopher C. Slemp, Public Safety Director, developed the attached application form that outlines the acceptable uses of this funding to benefit Volunteer Agencies. This application has been reviewed and approved by an Ad Hoc Committee established by the Fire and Rescue Commission. FINANCIAL IMPACT AND FUNDING SOURCE: ARPA funding will be used to fund this grant. RECOMMENDATION: County Staff recommends the Committee recommend approval of the attached application to the full Board for approval at tonight’s Business Meeting. MOTION: “I make Motion to recommend approval of the attached application to the full Board for approval at tonight’s Business Meeting.” 5.a Packet Pg. 2 DEPARTMENT OF PUBLIC SAFETY P.O. Box 426 Chatham, Virginia 24531 Phone (434) 432-7920 _______________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. Application for ARPA funding Department: Date: Representative: Contact #: Describe project: Project cost: (include 3 quotes when appliable) Is the Department’s 501 c 3 in good status: yes / no 5.a.a Packet Pg. 3 Attachment: ARPA Funds Application (2854 : ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde)) DEPARTMENT OF PUBLIC SAFETY P.O. Box 426 Chatham, Virginia 24531 Phone (434) 432-7920 _______________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. Justifications Eligible uses for Public Health & Economic Impacts Accordingly, to assess whether a program or service is included in this category of eligible uses, a recipient should consider whether and how the use would respond to the COVID-19 public health emergency. Assessing whether a program or service “responds to” the COVID-19 public health emergency requires the recipient to, first, identify a need or negative impact of the COVID-19 public health emergency and, second, identify how the program, service, or other intervention addresses the identified need or impact. While the COVID-19 public health emergency affected many aspects of American life, eligible uses under this category must be in response to the disease itself or the harmful consequences of the economic disruptions resulting from or exacerbated by the COVID-19 public health emergency. Responding to COVID-19 Other response and adaptation costs include capital investments in public facilities to meet pandemic operational needs, such as physical plant improvements to public hospitals and health clinics or adaptations to public buildings to implement COVID-19 mitigation tactics. The CDC has found that racial and ethnic minorities are at increased risk for infection, hospitalization, and death from COVID-19, with Hispanic or Latino and Native American or Alaska Native patients at highest risk. Keeping in mind these parameters, does your project fall within this type of category and if so how? Please be very specific in your response. 5.a.a Packet Pg. 4 Attachment: ARPA Funds Application (2854 : ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde)) DEPARTMENT OF PUBLIC SAFETY P.O. Box 426 Chatham, Virginia 24531 Phone (434) 432-7920 _______________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. Eligible Public Health Uses COVID-19 Mitigation and Prevention: A broad range of services and programming are needed to contain COVID-19.Mitigation and prevention efforts for COVID-19 include vaccination programs; medical care; testing; contact tracing; support for isolation or quarantine; supports for vulnerable populations to access medical or public health services; public health surveillance (e.g., monitoring case trends, genomic sequencing for variants); enforcement of public health orders; public communication efforts; enhancement to health care capacity, including through alternative care facilities; purchases of personal protective equipment; support for prevention, mitigation, or other services in congregate living facilities (e.g. nursing homes, incarceration settings, homeless shelters, group living facilities) and other key settings like schools; ventilation improvements in congregate settings, health care settings, or other key locations; enhancement of public health data systems; and other public health responses. They also include capital investments in public facilities to meet pandemic operational needs, such as physical plant improvements to public hospitals and health clinics or adaptations to public buildings to implement COVID-19 mitigation tactics. These COVID-19 prevention and mitigation programs and services, among others, were eligible expenditures under the CRF and are eligible uses under this category of eligible uses for the Fiscal Recovery Funds. Keeping in mind these parameters, does your project fall within this type of category and if so how? Please be very specific in your response. Medical Expenses: The COVID-19 public health emergency continues to have devastating effects on public health; the United States continues to average hundreds of deaths per day and the spread of new COVID-19 variants has raised new risks and genomic surveillance needs. Moreover, our understanding of the potentially serious and long-term effects of the virus is growing, including the potential for symptoms like shortness of breath to continue for weeks or months, for multi-organ impacts from COVID-19, or for post-intensive care syndrome. State and local governments may need to continue to provide care and services to address these near- and longer-term needs. 5.a.a Packet Pg. 5 Attachment: ARPA Funds Application (2854 : ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde)) DEPARTMENT OF PUBLIC SAFETY P.O. Box 426 Chatham, Virginia 24531 Phone (434) 432-7920 _______________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. Keeping in mind these parameters, does your project fall within this type of category and if so how? Please be very specific in your response. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____ Will your project provide services to those living in low income and/or poverty-stricken areas? YES / NO Please give details. Did your non-profit fire and/or rescue agency suffer economic harm due to the COVID-19 pandemic? YES / NO Please give details including fund raising for 2019 & 2020. “In general, recipients will compute the extent of the reduction in revenue by comparing actual revenue to a counterfactual trend representing what could have been expected to occur in the absence of the pandemic.” “Any diminution in actual revenues relative to the counterfactual pre-pandemic trend would be presumed to have been due to the COVID-19 public health emergency.” 5.a.a Packet Pg. 6 Attachment: ARPA Funds Application (2854 : ARPA Guidelines for Fire & Rescue Grant (Staff Contact: Kimberly G. Van Der Hyde)) Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Salary Increases-Sheriff's Deputies (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.b Attachment(s): Reviewed By: SUMMARY: A discussion concerning County Sheriff’s Deputies’ salaries was held at the last Finance Committee. It was decided to bring this item back to the November Finance Committee for further discussion. Kimberly G. Van Der Hyde, Finance Director, will lead discussion on this matter. FINANCIAL IMPACT AND FUNDING SOURCE: Unknown currently. RECOMMENDATION: For the Committee’s review and consideration. MOTION: For the Committee’s review and consideration. 5.b Packet Pg. 7 Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: ARPA Spending Recap (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.c Attachment(s): ARPA Obligations Reviewed By: SUMMARY: For the Committee’s review, attached is a summary of all ARPA funding currently obligated by the Board. This list is being provided to keep you abreast of each obligation of the funding that remains in each category. FINANCIAL IMPACT AND FUNDING SOURCE: ARPA Funding. RECOMMENDATION: No action. For informational purposes only. MOTION: No action. For informational purposes only. 5.c Packet Pg. 8 ARPA Funding 11,723,057.00 Fund 203-American Rescue Plan Act 9,884,675.00 Fund 501-Water/Sewer American Rescue Plan Act 1,838,382.00 11,723,057.00 Project Description Current Obligation Expenditures thru 10-31-21 Amount Remaining Broadband Infrastructure 6,515,000.00 8,240.83 6,506,759.17 Volunteer Fire and Rescue Grant 1,000,000.00 - 1,000,000.00 Premium Pay Bonus 525,000.00 645,412.40 (120,412.40) Vaccine Incentive-County Employees 571,000.00 272,134.75 298,865.25 Vaccine Incentive-Fire & Rescue Volunteers 150,000.00 - 150,000.00 Horseshoe Shoe Road Extension 873,000.00 - 873,000.00 Robin Court Water System Improvement 965,382.00 - 965,382.00 PPE including Building Maintenance/Equipment 250,000.00 11,687.37 238,312.63 TOTAL 10,849,382.00 937,475.35 9,911,906.65 Amount Remaining 873,675.00 Pittsylvania County ARPA Funding Obligations 5.c.a Packet Pg. 9 Attachment: ARPA Obligations (2856 : ARPA Spending Recap (Staff Contact: Kimberly G. Van Der Hyde)) Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: 2022-2023 Budget Calendar Approval (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.d Attachment(s): BUDGET CALENDAR-2022-2023 Reviewed By: SUMMARY: For the Committee’s review and consideration, attached is the 2022-2023 Budget Calendar. Per the Code of Virginia, said calendar must be approved by the Board annually. This helps to ensure that sufficient time is allowed to compile, review, and hold the required Public Hearings prior to final Board Budget approval. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Committee approve the recommending of the attached Budget Calendar to the full Board for approval at tonight’s Board’s Business Meeting. MOTION: “I make a Motion to recommend the attached Budget Calendar to the full Board for approval at tonight’s Board’s Business Meeting.” 5.d Packet Pg. 10 PROPOSED BUDGET CALENDAR FY 2022-2023 Friday, November 5, 2021: •Submission of CIP Update by Departments Tuesday, November 16, 2021: •Review CIP document with Finance Committee Tuesday, December 21, 2021: •Adoption of CIP by Board of Supervisors Thursday, December 31, 2021: •Department Requests deadline with 4-year projections Week of January 17, 2022: •Departmental Budget Reviews Friday, January 28, 2022: •Review prior year revenues Board Retreat •Discuss 2023 Budget Challenges/Strategies Friday, March 11, 2022: •Submission of County Administrator’s Recommended Budget Tuesday, March 15, 2022-2:30 pm: •Administrator’s Budget Presentation Finance Committee Meeting •Budget approved for advertisement by the Finance Committee/Board of Supervisors Thursday, March 17, 2022: •Budget will be advertised Monday, April 4, 2022 – 7:00 pm: •Public Hearing on potential Tax Increase, Special Meeting School Budget and full County Budget (budget cannot be approved until 7 days after public hearing) Monday, April 11, 2022 – 7:00 pm: •Approval of the school budget and full county Special Meeting budget at the regular meeting of the Board of Supervisors 5.d.a Packet Pg. 11 Attachment: BUDGET CALENDAR-2022-2023 (2857 : 2022-2023 Budget Calendar Approval (Staff Contact: Kimberly G. Van Der Hyde)) Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Capital Improvements Plan Review (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.e Attachment(s): Reviewed By: SUMMARY: Annually, County Departments update their five (5)-year Capital Improvements Plan (“CIP”) to include any needed projects and/or assets that are greater than or equal to $5,000 over the next five (5)-year period. The CIP helps County Management better plan for large ticket items and ensure that sufficient funds exist to cover these items. This year, County Staff desires the Finance Committee/Board to weigh in on this process and adopt the CIP to be included in the County’s Budget forecasting for the next four (4) years. County Staff is still waiting on a few County Departments to compile their data and this information will be shared with the Finance Committee/Board in the coming weeks in the Board’s Friday Update. FINANCIAL IMPACT AND FUNDING SOURCE: To be determined. RECOMMENDATION: For informational purposes. County Staff will request approval of the County’s CIP at the December Board Meeting. MOTION: No action required. For informational purposes only. 5.e Packet Pg. 12 Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: 2022-2023 Budget Overview (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.f Attachment(s): Reviewed By: SUMMARY: As the County’s Budget process commences, it is County Staff’s intention to provide pertinent information at each Finance Committee Meeting so it and the Board can make informed decisions based on solid financial data. County Staff will be sharing the financial challenges facing the County for the next four (4) years at each Finance Committee Meeting and offering ways to conquer these challenges by using different tools including analytical graphs, the five (5)-year CIP, and the Budgeting Forecasting Model. County Staff hopes to develop a plan that provides solid financial footing for the County for FY2023 through FY2026 based on this data. FINANCIAL IMPACT AND FUNDING SOURCE: Currently unknown. RECOMMENDATION: No action required. For informational purposes only. MOTION: No action required. For informational purposes only. 5.f Packet Pg. 13 Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Use of Contingency Funds (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: November 16, 2021 Item Number: 5.g Attachment(s): GeoDecisions Quote Reviewed By: SUMMARY: During the County Budget process, a total of $459,836 was placed in the Board’s Contingency Fund. Several items were budgeted here, because the Board had not decided about the funding of several items in Departmental Budgets. The Board has since approved to move a total of $42,215 for the purchase of a van for jail transports. County Staff needs approval from the full Board to move a total of $54,000 for sign-on bonuses for new hires, and a total of $23,970.79 for GeoDecisions to perform parcel workorder data updates to parcel data for FY2022. For the Committee’s review and consideration, a copy of the GeoDecisions quote is attached. FINANCIAL IMPACT AND FUNDING SOURCE: A total of $73,970.79 will be transferred from the Board’s Contingency line item in the following manner: $54,000.00 to HR for Sign-On Bonuses $23,970.79 to Community Development for Parcel Updates $77,970.79 TOTAL Remaining balance in the Board’s contingency line item will be $339,650.21, after these transfers are made. RECOMMENDATION: County Staff recommends the Committee recommend to the full Board a total of $77,970.79 be transferred from the Board’s Contingency line item (100-4-091200-8109) to HR Recruitment and Retention (100-4-012220-1101/2100), and to Community Development Software Support Expense (100-4-081400-5841), as outlined above. MOTION: “I make a Motion to recommend to the full Board approval of transfers in the amount of $77,970.79 from the Board’s Contingency line item to HR in the amount of $54,000, and to Community Development in the amount of $23,970.79.” 5.g Packet Pg. 14 Pittsylvania – Parcel Work Order Processing and Backlog 068997 Task Order 4 Page 1 TASK ORDER 4 Client: Pittsylvania County Project Name: Pittsylvania Parcel Work Order Processing and Backlog Client PM: Terry Whitt GeoDecisions PM: Alec Christian Task Order Number 4 Governed by the Terms and Conditions of the Professional Services Agreement Dated: May 10, 2019 Date Submitted: October 25, 2021 DESCRIPTION OF TASK ORDER GeoDecisions will perform parcel workorder data updates of Pittsylvania County’s existing backlog of surveys and plats from January 2021 (Remaining) through September 2021, as well as continue processing of Pittsylvania County’s parcel workorders on a monthly basis through June 30, 2022. SCOPE OF WORK – REQUIRED TASKS GeoDecisions will perform changes and corrections to existing parcels for the period of January through September 2021, for a total of 186 parcel workorders. This work will include splits, merges, and other parcel modifications as are designated on provided surveys, plats, and/or deeds. GeoDecisions will additionally perform changes and corrections to existing parcels for new work orders on a monthly basis through June 30, 2022, with an estimated 21 workorders per month- though work order volume may vary month-to-month. This work will include splits, merges, and other parcel modifications as are designated on provided surveys, plats, and/or deeds. Pittsylvania County will provide all necessary documents to perform such changes and should any data discrepancies or questions arise regarding such changes, GeoDecisions will send a request to the County for additional information to resolve such areas of concern. Should no resolution be available, GeoDecisions will make the necessary effort to work with the County on changes to be made, if any. GeoDecisions will adjust any adjoining parcels to the provided workorders as needed to display accurate spatial location as can be derived from the provided references. Hard copies of the work orders will be sent for processing to GeoDecisions at: GeoDecisions ATTN: Kristin Dillard 115 South 15th Street, Suite 400 Richmond, VA 23219 5.g.a Packet Pg. 15 Attachment: GeoDecisions Quote (2864 : Use of Contingency Funds (Staff Contact: Kimberly G. Van Der Hyde)) Pittsylvania – Parcel Work Order Processing and Backlog 068997 Task Order 4 Page 2 Once processing is completed all work orders will be returned to Pittsylvania County at: Pittsylvania County Terry Whitt 53 North Main Street P.O. Drawer D Chatham, VA 24531 SCHEDULE The work performed for this task order will be ongoing through June 30, 2022. The backlog of 186 Work Orders will be completed within 5 weeks of the team receiving the documentation. The remaining Work Orders will be completed within ten business days of receipt of each monthly batch. TASK BUDGET AND INVOICING For the required tasks identified above, GeoDecisions has developed the following budget: Resource Rate Estimated Hours Price Project Principal $142.16 2 $284.32 Project Manager $117.76 22 $2,590.72 GIS Analyst $84.87 225 19,095.75 Monthly Hard Copy Document Processing and Returns $200/month 10 Months (Inclusive of Backlog) $2,000.00 Total Estimated Price $23,970.79 The total cost for all task items associated with this task order is not expected to exceed $23,970.79. Estimates include time, materials, Handling, and other associated project costs. Invoicing will occur monthly in arrears, based on actual hours worked for that period plus the monthly document processing fee. Payment terms are Net 30. These hours are an estimate of the staff and hours needed to support the scope of work and are subject to change as determined by actual monthly work order quantity, the requirements of the customer, and to meet the scope of the Task Order within the total budget allotted. Please note that this Task Order will be deemed complete once the budget is exhausted. Pittsylvania County may add additional funding to this Task Order via the contract Change Order Process if the work effort needed exceeds this budget. PROJECT ASSUMPTIONS • Pittsylvania County will be providing 186 backlog workorder changes for the scope of this task order. • Pittsylvania County will provide an estimated 21 Work Orders monthly for processing, though this amount will vary due to outside factors. • GeoDecisions is not responsible for inaccurate data provided by Pittsylvania County. • GeoDecisions will make the expected effort to adjust adjoining parcels based on descriptions and coordinate geometry provided for such parcels but does not guarantee the accuracy of final parcel boundaries. 5.g.a Packet Pg. 16 Attachment: GeoDecisions Quote (2864 : Use of Contingency Funds (Staff Contact: Kimberly G. Van Der Hyde)) Pittsylvania – Parcel Work Order Processing and Backlog 068997 Task Order 4 Page 3 • The overall contact and GeoDecisions project manager listed for this task order may differ from those assigned to manage the daily effort needed to complete the defined scope of work. • All effort will be performed at GeoDecisions Richmond office. If travel is required, a change request may be submitted requesting additional funding to cover those costs. • The information in this task order is valid through November 31, 2021. SIGN-OFF By accepting this Task Order, Pittsylvania County understands and agrees to the scope and budget specified in this document. Accepted Rejected Client Project Manager Name Client Project Manager Signature Date GeoDecisions Vice President Name GeoDecisions Vice President Signature Date Client Comments: 5.g.a Packet Pg. 17 Attachment: GeoDecisions Quote (2864 : Use of Contingency Funds (Staff Contact: Kimberly G. Van Der Hyde)) Finance Committee EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock) Staff Contact(s): Chris Adcock Agenda Date: November 16, 2021 Item Number: 5.h Attachment(s): RSSQ36379-A RSSQ36359-A Reviewed By: SUMMARY: Construction on the County’s new solid waste convenience centers at Level Run and Climax will begin soon and the Meadow Ridge site construction should begin in early 2022. New compactors, collection, and recycling containers for these sites are needed County Staff decided to handle purchase of these items outside of the construction contract to avoid paying a mark-up or handling fee. County Staff has received the two (2) attached quotes from Mid-Atlantic Waste Systems for the above needed solid waste equipment. These items were quoted under the Virginia Sheriff’s Association (“VSA”) contract, which has been competitively bid. The VSA offers a statewide purchasing program on a variety of vehicles, equipment, and services and the program is open to all public bodies. VSA offers this program with a goal of providing efficient delivery, best value through competition, fair, and equitable contracting opportunities for suppliers, and maintaining public confidence through ethical and transparent procurement practices. FINANCIAL IMPACT AND FUNDING SOURCE: Funds have been included in the recent solid waste bond appropriation. RECOMMENDATION: County Staff recommends the Finance Committee recommend the full Board award, in the amount of $461,763, the attached bids for the purchase of the solid waste equipment to Mid- Atlantic Waste Systems. MOTION: “I make a Motion recommending the full Board award the attached bids for the purchase of solid waste equipment, in the amount of $461,763, to Mid-Atlantic Waste Systems.” 5.h Packet Pg. 18 1 of 3 5.h.a Packet Pg. 19 Attachment: RSSQ36379-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock)) 2 of 3 5.h.a Packet Pg. 20 Attachment: RSSQ36379-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock)) 3 of 3 5.h.a Packet Pg. 21 Attachment: RSSQ36379-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock)) 1 of 3 5.h.b Packet Pg. 22 Attachment: RSSQ36359-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock)) 2 of 3 5.h.b Packet Pg. 23 Attachment: RSSQ36359-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock)) 3 of 3 5.h.b Packet Pg. 24 Attachment: RSSQ36359-A (2867 : Approval of New Convenience Site Compactors and Collection Boxes (Staff Contact: Chris Adcock))