The Circuit Court Clerk anticipates receiving a grant from the Library of Virginia for Circuit Court Records Preservation totaling $29,879.09.  This grant is geared toward the preservation of historical Circuit Court records. There is no local match for these funds.  The Circuit Court Clerk typically applies for and receives these funds annually.

Grant information is provided as an attachment.

Action Requested:  Approve appropriation of anticipated Library of Virginia Records Preservation Grant Funds of $29,879.09 to the FY2024 budget.

A contract for an Advanced Metering Infrastructure (AMI) Full Service Implementation and Maintenance Program was awarded to Utility Service Co. in 2022. The contract includes the deployment of approximately 3,200 meters and associated equipment, followed by an ongoing field maintenance program that includes the network of meters, AMI endpoints, and software maintenance as well as full service data hosting for the County. The program will improve the process of collecting monthly water meter data and enhance the level of service offered to utility customers.

Upon completion of the field investigation, an amendment to the scope of work is required to address the additional equipment to complete the implementation. This includes installation of additional meters, new poles to hold AMI equipment and other associated infrastructure. 

The AMI Full Service Implementation costs awarded to Utility Service Co. was $1,973,084. This First Amendment will increase the implementation costs by $158,175 to $2,131,259. A 10% contingency of $189,885.00 was included in the project award to cover these additional costs due to unforeseen conditions during installation of new infrastructure. 

The Annual Maintenance Fee will also increase by $4,975 to $78,960 due to the increase in the number of meters and associated equipment to maintain. 

County ordinance 82-541 allows for one leak adjustment per year: “When a water leak occurs that was not due to the acts or negligence of the customer and the customer can prove action was taken to repair the leak within five days of when the leak was discovered or should have been discovered, the director shall reduce any charges to the average of the total charges for the three previous bills. Adjustment for a water leak will not be allowed again during the next 12-month period.”

Prince George County Schools' (PGCS) Middle Road Elementary School has a private lift station that pumps into the County's public force main. The private lift station failed to operate correctly on 2 occasions. Each event required the school to hire a contractor to have the wastewater pumped and hauled off site. Since the wastewater was pumped out of the lift station it had no impact on the county's sewer system. Therefore, the PGCS has requested an adjustment to the wastewater charges to account for the volume of wastewater that was removed from the lift station.

These events occurred over 3 different billing cycles. The first event occurred April 18 to May 15. The second event occurred July 26 to September 27. 

The attached spreadsheet demonstrates the amount of waste water removed from the lift station and the credit for each billing period for a total credit of $1,219.76.

The current Grounds contractor, Heaton Lawn Maintenance LLC., notified us that they were going out of business and would be ending our contract effective October 31, 2023.  The Finance and General Services Departments issued IFB #24-04-0801 on October 12, 2023, to solicit bids for County Grounds Maintenance services.  The IFB closed on December 2, 2023, and seven (7) bids were received.

Oak Ridge Enterprise was the lowest responsive bidder in this process at $85,200.00.  Their bid is $2,624.62 higher than our most recent contract renewal with Heaton of $82,575.38.  The contract award to Oak Ridge Enterprise will not have a material impact on our FY2024 budget, and will not require a budget amendment / increase.

The IFB can be viewed on the County's webpage - County Home Page; "Current Solicitations and Bids;" "View All County Solicitations;" or by copying and pasting the URL below into your web-browser.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?agencyname=Prince%20George%20County

The bid tabulation is provided as an attachment, along with a draft resolution for the recommended award of contract to Oak Ridge Enterprise.

 Approval of this award of contract will allow for continued County grounds services with no disruption.

The applicant has requested that a 11.366-acre portion of Tax Map 510(0A)00-025-0 be rezoned from Residential Agricultural (R-A) and General Business (B-1) to General Business (B-1), subject to proffered conditions, in order to develop a travel plaza “Singh’s Travel Center” on the property.

The Planning Commission held a public hearing on May 25, 2023 and recommended Approval, subject to the proffers dated 5-25-23.

The Board of Supervisors held a public hearing on June 13, 2023 and voted postpone a decision until August and to direct staff to meet with the applicant (in order to allow the applicant to attempt to resolve the concerns that were brought up by citizens at the meeting). Supervisor T.J. Webb also asked that the Chief of Police provide crime data in the vicinity of the proposed travel plaza.

The case was subsequently advertised for September 12 and October 10 but was deferred by the applicant and then postponed by staff while the applicant and staff worked to update the application materials. The case is now ready for a new public hearing on November 28.

Staff has attached a draft ordinance for the Board’s use if it wishes to approve the request.

YES

Public Hearing on 6-13-23 (Deferred / Postponed

2^nd public hearing on 11-28-23

If the rezoning is approved, there could be increased revenue from additional commercial-zoned land and from commercial uses that could be developed on the property.

If the rezoning is approved, additional land could be used for commercial uses.

Contents/Attachments: 

1. Draft Ordinance

2. BOS Staff Report

3. Key info from TIA-22-03   

4. Relevant Crime Data

5. Petition from neighbors     

6. Final revised application with attachments

7. Public notice materials

The applicant has requested a special exception to allow a “special care hospital”, pursuant to Section 90-393(8) in order to operate an addiction treatment program for patients staying at the facility for a maximum of 30 days.

The Planning Commission held a public hearing on October 26, 2023 and recommended Approval, subject to recommended conditions contained in the draft ordinance.

Staff has attached a draft ordinance for the Board’s use if it wishes to approve the request.

Contents/Attachments:

1. Draft Ordinance

2. BOS Staff Report

3. Application and attachments  

4. Concerns received from WAP MHC I LLC

5. Public notice materials

The applicant has requested to change the Comprehensive Plan Future Land Use designation for two tax parcels consisting of 44.235 acres from “Commercial” to “Commercial/Industrial”.

The applicant’s primary goal is to develop the property for industrial uses, including potentially a 540,000 SF building.

The Planning Commission recommended Approval of this request by a 7-0 vote.

Staff has attached a draft ordinance for the Board’s use if it wishes to approve the request.

Contents/Attachments:   

1. Draft Ordinance

2. Staff report

3. Application and attachments

4. Public notice materials

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 the lease for the American Legion Post 1703 is requested.