The Department of General Services applied for and received an award of Virginia Department of Environmental Quality (DEQ) State Litter Control funds for FY2023-2024 in the amount of $22,999.93.  These funds are used for the annual Clean Community Day.  These funds have not been appropriated to the FY2023-2024 budget.  The award notice from DEQ is provided for Board review.

On September 12, 2023, the Board of Supervisors authorized the Police Department to apply for federal Department of Justice JAG Grant funding of $15,063.00.  An award of $15,063.00 has been received, and needs to be appropriated to the FY2023-2024 Budget.

In May 2000, the South Central Wastewater Authority (SCWWA) performed improvements to the plant that increased the capacity rating for the plant from 20 MGD to 23 MGD. The SCWWA Board decided to allocate the additional 3 MGD of additional wastewater capacity to the incorporating subdivisions per the original Service Agreement, which is by percent ownership in the plant.

Prince George’s wastewater capacity increased from 1.5 MGD to 1.72 MGD. In June 2001 SCWWA prepared the “First Amendment to Service Agreement Among South Central Wastewater Authority, Dinwiddie County Water Authority (DCWA) and the Incorporating Subdivisions”.  DCWA is included in the resolution because DCWA provides wastewater services for Dinwiddie County. Subsequently, all the incorporating subdivisions and DCWA’s governing bodies approved the resolution.  

The Prince George Board of Supervisors approved this resolution at the August 22, 2001 meeting - see item A-10 of the attached meeting minutes. Unfortunately, SCWWA did not have each member of the SCWWA Board of Directors to execute the First Amendment at that time after the governing bodies of each incorporating subdivision executed the agreement. Therefore, each incorporating subdivision and DCWA must returned to their governing bodies to receive authority to execute the First Amendment, as needed. 

A compiled copy of the First Amendment will be distributed to each incorporating subdivision upon execution.

The American Legion Post 1703 has leased a room in the Central Wellness Center since December 1, 2021.  The current lease expires on November 30, 2023.  Post 1703 has reached out to the County and would like to continue to lease this room.

In order to lease real estate owned by the County, the Board must hold a public hearing pursuant to Section 15.2-1800 of the Code of Virginia, 1950, as amended.  A draft lease is attached for consideration; a motion approving authority to advertise the lease for a public hearing on November 28, 2023, is requested.

The Virginia General Assembly did not approve FY2024 budget amendments during their regular 2023 session, or before the Prince George County Board of Supervisors adopted the County's FY2024 budget on May 25, 2023.  The General Assembly took FY2024 budget actions in September during a special session.  Those actions impact FY2024 state revenue projections and contain a 2% pay increase on state-funded salaries effective December 1, 2023.  Those offices with state-supported local employees are:

• Department of Social Services
• Registrar
• Constitutional Offices
  • Commonwealth's Attorney
  • Sheriff
  • Clerk of Circuit Court
  • Treasurer
  • Commissioner of Revenue

The Department of Criminal Justice Services also will be providing a FY2024 increase in Police HB599 funds of $10,479 (above the $44,973 increase already amended to the budget on September 13, 2023; total increase $55,452 above revenue amount included in adopted budget). 

At the time of this submission, we had not received information from the Department of Criminal Justice Services for Riverside Criminal Justice Agency (RCJA - Community Corrections).  Actions for that office will follow when known, but we are seeking permission to take any necessary salary actions for RCJA employees effective December 1, 2023, and make a separate appropriation request when DCJS provides an updated grant award.

A summary document is provided that shows the projected revenue change by office / department, and corresponding expenditure increase requested.

Social Services - 2% salary increase required on current salary for all DSS employees 7 month impact - Revenue increase of $20,559; Expenditure increase of $33,534 {use of $12,984 in General Fund Contingency}

Registrar - 2% salary increase for Registrar (12/1/23 increase equates to - 5% required increase on 7/1/23 + 2% required increase on 12/1/23 less local increase already furnished on 7/1/23) plus 2% increase in Electoral Board compensation - 7 month impact - Revenue increase of $93; Expenditure increase of $311 {use of $218 in General Fund Contingency}

Police Department - HB 599 one-time revenue funding increase $10,479; requested use for part-time wages

Constitutional Offices - Compensation Board Funding 7 month impact - Revenue Increase of $86,370, Expenditure Increase of $24,407; {increase of $61,963 in General Fund Contingency}

• 2% increase in Compensation Board salary for funded positions if 7/1/23 Comp Board Required Increase + 12/1/23 Comp Board Required Increase is higher than local increase provided on 7/1/2023,
• Restoration of state funding for 1 position in the Office of the Commissioner of Revenue
• Restoration of state funding for 2 positions in the Treasurer's Office
• Targeted increases in the Office of the Commonwealth's Attorney (if 7/1/23 Comp Board Required Increase + 12/1/23 Comp Board Required Increase is higher than local increase provided on 7/1/2023)
• Targeted increases in the Office of the Clerk of Circuit Court (if 7/1/23 Comp Board Required Increase + 12/1/23 Comp Board Required Increase is higher than local increase provided on 7/1/2023)
• Targeted increases and Compression Increases in the Sheriff's Office (if 7/1/23 Comp Board Required Increase + 12/1/23 Comp Board Required Increase is higher than local increase provided on 7/1/2023)

 Action Requested:  Approve increase of $117,501 in General Fund Budget, with corresponding increases in expenditures of $68,740 and an overall net increase of $48,761 in the General Fund Contingency.

The Appomattox River waterline project will replace an existing water line attached to the Temple Avenue Bridge and place it under the river.  The project requires the acquisition of permanent utility easements on two (2) parcels and temporary construction easements on three (3) parcels. The waterline will be placed within the right-of-way. However, easements are required for the installation and future maintenance of the waterline. The permanent utility easements vary in width to accommodate future maintenance. The temporary construction easements will allow for the removal of large trees and activities to bore the water line across the Appomattox River. The proposed plats are attached for your review.

The County has identified multiple stormwater projects to address erosion and drainage concerns that could potentially jeopardize the safety of the general public, or cause the degradation of local streams and rivers. The anticipated schedules of these projects has been updated and provided as an attachment.

• Birchett Estates Reach 1, Phase 1 Stream Restoration Monitoring Services - $58,190
• Birchett Estates Reach 1, Phase 2 Stream Restoration Design - $127,560
• Birchett Estates Reach 2, Phase 1 Stream Restoration Design - $321,260
• Birchett Estates Reach 2 Stream Restoration Monitoring Services - $68,830
• Cedar Creek Reach 2 Stream Restoration Repairs - $15,570
• Cedar Creek Reach 2 Stream Restoration Monitoring Services- $55,230
• Cedar Creek Reach 5 Stream Restoration Monitoring Services- $57,790
• Cedar Creek Reach 2 and Reach 5 Stream Restoration Construction Services - $8,400

Total costs of Engineering Services - $712,830.00

Stream Restoration projects are eligible for reimbursement from DEQ's Stormwater Local Assistance Fund (SLAF) matching grants. The Cedar Creek projects and the Birchett Estates Reach 1, Phase 1 project have been approved by DEQ to receive matching funds for design and construction costs. SLAF Applications will be submitted in the Fall 2024 for Birchett Estates Reach 1, Phase 2 and Birchett Estates Reach 2 projects.

These tasks will be completed utilizing the Annual Engineering Services Contract. Timmons Group is one of the County’s Contracted Engineering Firms (awarded through RFP # 23-01-0103). 

The appropriated budget within the Stormwater Fund will cover the cost of these services.

On October 24, 2023, the Prince George County Board of Supervisors authorized the advertisement of a November 15, 2023, Public Hearing to approve an increase in the FY2024 budget.  Because of actions approved by the Virginia General Assembly in September, the School Division is expected to receive $3,736,258 more in state funding than what was included in the adopted FY2024 budget.

This budget amendment of $3,736,258, if approved, requires a public hearing because the amount exceeds 1% of the adopted FY2024 budget (Adopted FY2024 budget = $154,639,306; 1% = $1,546,393).  The Code of Virginia §15.2-2507 requires a public hearing for budget amendments exceeding 1% of the adopted fiscal plan.

• $1,253,582 considered ongoing / recurring {See slides 5 and 20 of October 24 school presentation}
• $2,482,676 "All in Virginia Flexible Spending Plan" considered one-time (these funds will span multiple fiscal years and expire 6/30/2026) - staff has included language in the appropriation resolution that allows for automatic re-appropriation of unexpended "All In" Funds until fully expended (will be noted with a project code) {See discussion of program and uses on slides 6-18; and 21 of October 24 school presentation}.

A portion of the $1,253,582 in recurring funds will allow for the restoration of the $543,374 local General Fund transfer to the Capital Fund for the purchase of School buses, with a corresponding reduction in the local transfer for school operations of $543,374.

The requested increase by School Operating Fund Category is outlined in the attached presentation, and in the draft resolution (the total School Operating Fund increase of $3,192,884 is $543,374 less than the $3,736,258 appropriation total because of the $543,374 shift for school buses).  The overall increase in the school operating budget is $3,192,884, and the increase in the Capital Improvement Fund (for buses) is $543,374.

A presentation that opens the public hearing is provided as an attachment, along with the public hearing advertisement, and draft resolution authorizing the appropriation / amendment to the FY2024 Budget.