administrative items report october 4, 2011 #3 fileadministrative items report october 4, 2011 _____...

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ADMINISTRATIVE ITEMS REPORT

October 4, 2011

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#3.

ACTION ITEMS

a. Budget Adjustments

b. Board of Supervisors Minutes

c. Deeds for Approval

d. Appointment of Designee/Voting Delegate for Virginia Association of Counties (VACo)

Annual Meeting

e. Secondary Road Addition/Belmont Road-Russell Branch Pkwy, 1A

f. Secondary Road Addition/Heather Knolls

Date of Meeting: October 4, 2011

ACTION ITEMS

a. Budget Adjustments

Staff Contact: Mark Adams, Chief Financial Officer, Management & Financial Services

Recommendation:

Staff recommends that the Board of Supervisors approve the budget adjustments below as stated.

BA-120708 Estimates and reduces

appropriations by $1,270,000 in

the Public Facilities Trust Fund

This budget adjustment reduces

appropriated estimated proffered land

values recorded in the Proffer Fund for the

FY 2000 budget. The project parcels

included in the FY 2000 budget included

the Ashburn Library site in amount

$150,000 (ZCPA-1997-0003 Ashburn

Farm sequence 96023502), the Selden's

Landing Elementary School site in amount

$380,000 (ZCPA-2000-02 Lansdowne

sequence 99064152), and the River Bend

Middle School site in amount $740,000

(ZMAP-2000-0197 Countryside Amended

sequence 96074548). The actual site

values for these properties have been

properly recorded in appropriate proffer

and project accounts. This budget

adjustment is part of a data cleansing effort

in anticipation of the County's new

financial system acquisition.

BA-120859 Carries forward $250,000 from

FY 11 Fund Balance in the

Department of General Services.

This budget adjustment carries forward

$250,000 for the Countywide new security

and access card system project to be

completed in the Department of General

Services.

BA-120863 Carries forward $8,089 in FY 11

Fund Balance in the Department

of Community Corrections.


$8,089 to be used for the Domestic Abuse

Response Team contract for the

coordinator of the program.

BA-120872 Carries forward $27,550 from FY

11 Fund Balance in the

Department of Health Services.


$27,550 to be used for temporary staff to

continue the scanning project in

Environmental Health in the Department of

Health Services.



Department of Management and

Financial Services.


$200,000 to be used for emergency and

contractual work to hire temporary staff for

the County's new enterprise resource

planning (ERP) systems.

BA-120876 Estimates and transfers $195,000

from FY 2011 Fund Balance to the

Capital Fund.

This budget adjustment transfers $195,000

in FY 2011 Fund Balance to the Capital

Fund to demolish the Goose Creek Bridge,

per BOS direction given in Item #15J

approved at the July 19, 2011 BOS

Business Meeting.

BA-120879 Estimates and transfers

$133,530.24 from the Capital

Projects Fund to the Capital Asset

Preservation Program (CAPP).

This budget adjustment transfers

appropriations of $133,530.24 in local tax

funding from the Enterprise Resource

Program (ERP) capital project to the same

project in the CAPP fund to match the

contract award.



Department of Mental Health,

Substance Abuse and

Developmental Services.


$1,000 in unspent donations for the

Prevention Summer Camp Program in the

Department of Mental Health, Substance

Abuse and Developmental Services.



Department of Parks, Recreation

and Community Services.


$141,654 to the Department of Parks,

Recreation and Community Services for

excess actual revenues received over the

FY 11 budget and for revenues received in

FY 11 for which expenditures will not be

made until FY 12 for the following areas in

the Department of Parks, Recreation and

Community Services: Youth Programs,

Summer Camp Program, Senior Trips,

Claude Moore Park, Banshee Reeks Park,

Senior Centers, Elder Resources, and

Community Centers.

BA-120888 Estimates and appropriates

$165,976 in additional grant funds

to Fire, Rescue and Emergency

Management.

This budget adjustment estimates and

appropriates $165,976 in additional

funding associated with the purchase of fire

equipment, protective clothing and training

provided through a FY 2011 State Fire

Programs grant. There is no local match

associated with this state grant.



to Fire, Rescue and Emergency

Management.


appropriates $593,511 in additional

funding associated with the purchase of fire

equipment, protective clothing and training

provided through a FY 2012 State Fire

Programs grant. There is no local match

associated with this state grant.



to the Sheriff's Office.


appropriates $44,450 associated with

increased traffic safety efforts including

additional training and DUI checkpoints

using funding provided through the FY

2012 Virginia Safe Driver Campaign.

There is a local match of $8,890 required

for fuel costs associated with this state

grant.

BA-120915 Reduces appropriations by $83 in

the Public Facilities Trust Fund

and the Capital Asset Preservation

Program Fund

This budget adjustment reduces

appropriations of $83 of unexpended cash

proffers in the Cascades Senior Center

asset preservation project, and returns those

funds to the proffer account (ZMAP-1986-

0051 Cascades sequence 96013008) from

which they were transferred for the FY 11

budget.

BA-120917 Estimates and transfers $52,687

from the Capital Fund to the

General Fund


from the North Street Renovation project in

the Capital Fund to the General Fund to

cover additional utility and maintenance

expenses incurred at 906 and 908 Trailview

caused by delays in moving Library

Administration's Offices to their new home

on North Street.

BA-120924 Transfers $27,829 from the

Litigation Contingency to the

County Attorney's Office.


from the Litigation Contingency to the

County Attorney's Office for litigation

expenses in pending matters.



Department of Building and

Development to Planning

This budget adjustment appropriates

$150,000 to Planning to hire a consultant to

assist with the scope of activities for the

RT 28 Corridor Plan.


FY11 Fund Balance in the

Department of Planning


$16,810 to be used for the Ashburn

Community Outreach Project.


FY11 Fund Balance in the

Department of Construction and

Waste Management


$114,092 for E-Builder System

implementation.


$612,478 to the Town of

Leesburg's Local Gasoline Tax

Fund.


appropriates $612,478 in excess,

unappropriated FY 2011 local gasoline tax

revenues to the Town of Leesburg for

Phase III of the Sycolin Road capital

project. Per the FY 2011 Adopted Fiscal

Plan, should the county earn greater gas tax

revenues than forecasted, the Town of

Leesburg was to receive the first $612,478

in excess, unappropriated funds.

BA-120939 Estimates and transfers $1,920.20

from the Public Facilities Trust

Fund to the Capital Projects Fund

This budget adjustment transfers $1,920.20

in cash proffers (ZMAP-1987-0036

Chatham Green sequence 96105631) to the

East Route 7 Safety Project. This budget

adjustment reduces the proffer account to

zero balance.

BA-120940 Estimates and transfers $19.42

from the Public Facilities Trust

Fund to the Capital Projects Fund

This budget adjustment transfers $19.42 in

fulfilled cash proffer funds (ZMAP-1999-

0012 Sisler sequence 99063593) to the

Waxpool Road / Shellhorn Road capital

project. This budget adjustment prepares

the fulfilled proffer account for closing.

BA-120941 Estimates and transfers $2.48 from

the Public Facilities Trust Fund to

the Capital Projects Fund


cash proffer funds (ZMAP-2003-0006

Lansdowne Village Greens sequence

99066407, ZMAP-2003-0004 Masira

sequence 99066110, ZMAP-2002-0004

Reserve at Belle Terra sequence 99064797,

ZMAP-2004-0008 Frontier Spring

sequence 99066648, ZMAP-2005-0026

Erickson Retirement Community sequence

99067843) to the FY 12 Commuter Bus

Acquisition and Toll House Acquisition

capital accounts. This budget adjustment

reduces the proffer accounts to zero.

BA-120943 Estimates and transfers $1.53 from

the Public Facilities Trust Fund to

the Schools Capital Projects Fund


cash proffer funds (ZMAP-0000-0288

Oliver sequence 96015502) to the

Frederick Douglass Elementary School

(ES-15) project. This budget adjustment

reduces the partially fulfilled proffer

account to zero.



Department of Fire, Rescue and

Emergency Management.


$97,918 to be used for part-time training

instructors to meet mandated student-

teacher ratios in EMS and fire related

courses in the Department of Fire, Rescue

and Emergency Management.






$121,000 in the Department of Fire,

Rescue and Emergency Management in

order to reconcile the contribution amount

provided to Neersville Volunteer Fire-

Rescue Company.






$310,584 from FY 11 General Fund

Balance for the remaining balance of the

County contribution to the Neersville

Volunteer Fire-Rescue Company.


11 Fund Balance in the Courts.


$7,500 from FY 11 General Fund Balance

for the purchase of replacement computers

from the Virginia Supreme Court.


11 Fund Balance in the Sheriff's

Office.


$40,000 from FY 11 General Fund Balance

for the purchase of replacement court

security equipment at the County

Courthouse.

FY 2012 Summary Fiscal Impact: Budget adjustments presented for the Board’s consideration increase

the General Fund revenue budget of $1,061,954,483 by $970,716 to $1,062,925,199 and increase the

General Fund expenditures budget of $399,974,761 by $2,537,821 to $402,512,582. There is a net

decrease in the General Fund balance of $1,567,105.

CONTINGENCY BALANCE

Original Balance Transfer on

10/04/2011

Current

Balance

Litigation $1,000,000 $27,829 $909,463

Motion: I move that the Board of Supervisors (1) approve the FY 12 budget adjustments as set out in

the October 4, 2011 Administrative Items Report, (2) recognize an increase in revenue in the amount of

$970,716 in the General Fund for FY 12, and (3) make an increase in FY 12 appropriations of

$2,537,821 in the General Fund.


b. Board of Supervisors Minutes

Staff Contacts: Jeanette Gilbert, Deputy Clerk to the Board

Lisa Rose, Office of the County Administrator

There are no minutes for approval before the Board of Supervisors at the October 4, 2011

business meeting.


c. DEEDS FOR APPROVAL

STAFF CONTACTS:

Building and Development: Terrance D. Wharton, Director

Building and Development: William M. Himel, Planner

Office of County Attorney: Ronald J. Brown, Assistant County Attorney

______________________________________________________________________________

BACKGROUND:

1. SBRD-2010-0024

Grange at Willowsford

Section 2

Cash Contribution Agreement in the amount of $280,085.08 in

lieu of providing frontage improvements along Fleetwood Road.

Approved as to legal form by the Office of County Attorney on

September 7, 2011 [J. Harlow].

2. ESMT-2011-0033

40264 Braddock Road-

Storm Drain

Deed of Vacation vacating an existing storm drainage easement,

as depicted on the associated plat. Approved as to legal form by

the Office of County Attorney on September 19, 2011 [B. Potts].

3. ESMT-2011-0046

Parker Property

Deed of Easement and Vacation vacating an existing easement

and creating a new easement, as depicted on the associated plat.

Approved as to legal form by the Office of County Attorney on

September 28, 2011 [R. Perdue].

DRAFT MOTION:

I move that the Board of Supervisors approve the aforementioned deeds as presented.


d. Appointment of Designee/Voting Delegate for Virginia Association of Counties (VACo)

Annual Meeting

Staff Contact: John Sandy, Assistant County Administrator

BACKGROUND:

VACo’s Annual Business Meeting will be held on Tuesday, November 15, 2011 during the

Annual VACo Conference at the Homestead in Bath County. Article VI of the Virginia

Association of Counties Constitution states that each county shall designate a representative of

its Board of Supervisors to cast its vote(s) at the Annual Business Meeting. Loudoun County has

typically designated the Chairman as delegate at the annual meeting, or other Board member

attending the conference as an alternate delegate. Chairman York and Supervisor Burk have

registered to attend this year’s meeting. VACo’s by-laws allow the designation of a non-elected

official to cast a proxy vote if a member of the Board of Supervisors is not present at the Annual

Meeting. County Administrator Tim Hemstreet has been designated the proxy and will be in

attendance at this year’s conference to serve as proxy if so designated.

DRAFT MOTION:

I move that the Board of Supervisors designate Chairman York as Loudoun County’s delegate to

the Virginia Association annual meeting to be held November 15, 2011 and Supervisor Kelly

Burk as the alternate delegate.

-OR-

I move an alternate motion.

ATTACHMENT:

September 6, 2011, VACo Memorandum requesting designation of voting delegates and draft

voting credential form

administrative items report october 4, 2011 #3 fileadministrative items report october 4, 2011 _____...

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