On July 11, 2023, Chief Early requested and received approval by Resolution R-23-106C to apply for $12,500 in Virginia State Police (HEAT “Help Eliminate Auto Theft” Funds) to purchase four flock cameras and related implementation services.  These cameras assist in the investigation of auto theft and other criminal cases. 

The purchase was made, and reimbursement has been requested from Virginia State Police for $12,500.  Funds are anticipated in April or May and staff is requesting a budget amendment to appropriate these HEAT funds to the FY2024 budget.

There is no additional County appropriation associated with this opportunity. 

Appropriation Entry

General Fund:

Revenues: 0100-20-601-8203-323107 – State Police HEAT Funding - $12,500

Expenditures: 0100-03-100-0602-48111 – State Police HEAT Equipment - $12,500

Board Action Requested:

Authorize appropriation of State Police HEAT Funds of $12,500.

A draft resolution is provided for consideration and possible approval.

The Advance Metering Infrastructure (AMI) project will improve the process of collecting monthly water utility meter data and enhance the level of service offered to utility customers. The project requires the acquisition of permanent utility easements on three (3) parcels. These easements are required to place the necessary infrastructure for the transmission of data from the meters to the office. A map of the location of these easements is provided for your review.  Please note one easement occurs along a common property line for James R. Jones.

The County Administrator presented the Fiscal Year 2024-2025 introduced budget at the March 26, 2024, Board meeting.  The introduced budget was developed from Board consensus on spending priorities and consideration of maintaining current property tax rates (keeping the 2024-2025 Real Property, Personal Property and Machinery and Tools tax rates at the same rates as in 2023-2024).  Additionally, the Board voted following a March 26, 2024, public hearing to use the calendar year 2023 (fiscal year 2024) assessed real property values for FY2025.

If any tax rate increases are desired, Code of Virginia § 58.1-3007 states that the public hearing must be published in a paper of general circulation at least seven days before the hearing.  Prince George County as a practice, advertises tax rates, holds a public hearing and adopts rates by resolution regardless of whether there is an increase or decrease in the tax rates.  The Board authorized advertising an April 9, 2024, public hearing on the tax rates on March 13, 2024, at a budget work session.  The public hearing and tax rate advertisement appeared in the March 28, 2024, edition of The Progress Index.  The public hearing / tax rate advertisement is provided as an attachment (as it appeared in the March 28 edition of The Progress Index).

Added note:

The Personal Property tax rates are typically required to be adopted by April 15th in order for the Commissioner of Revenue and the Treasurer’s Office to print the tax bills and have them mailed in time for a June 5th collection / due date.  Because the tax rates are scheduled for adoption on April 9, a June 5, 2024, tax due date can be accommodated. 

Board Action Requested – Following the Public Hearing, staff is requesting approval of the tax rates as advertised.  A resolution is provided for consideration and possible approval.

The Introduced FY2025 Budget, developed by Board consensus, proposes no change to the current Real Property, Personal Property or Machinery and Tools tax rates.  Because calendar year 2023 / fiscal year 2024 assessed real property values will be used for FY2025, there will be no effective tax rate increase due to an increase in the assessed real property values.  Real Estate Tax revenues are only projected to increase by $200,000 in FY2025 because of estimated new construction and improvements.

The introduced FY2025 budget was prepared with the following recommended tax rates.

Real Property:           $0.82 per $100.00 of assessed value (no change from current rate)

Personal Property:   $3.90 per $100.00 of assessed value (no change from current rate)

Machinery & Tools:  $1.50 per $100.00 of assessed value (no change from current rate)

           Mobile Home / Tangible Personal Property: $0.82 per $100.00 of assessed value (no change from current rate)

A public hearing on the introduced budget will be held on May 12, 2024.

The Introduced FY2025 General Fund Budget was $74,022,972, an increase of $1,302,617 (1.79%) over the FY2024 Adopted General Fund budget.

A synopsis of General Fund budget highlights is provided as an attachment.

Prince George County does not operate an MS4. Therefore, The Department of Environmental Quality (DEQ) administers the Virginia Stormwater Management Program (VSMP) on behalf of the County. The Code of Virginia requires any locality that does not operate a regulated MS4 and for which DEQ administers a VSMP, to notify the DEQ of its choice of one the following options by July 1, 2024:

1. The County adopt and administer a Virginia Erosion and Stormwater Management Program (VESMP) consistent with the provisions of state code;

2. The County adopt and administer a VESMP consistent with the provisions of state code, except that the Department shall provide the locality with review of the plans and provide recommendations to the locality on a plan's compliance with the water quality and water quantity technical criteria; or

3. The County adopt and administer a Virginia Erosion and Sediment Control Program (VESCP) - whereby DEQ shall administer a VSMP on behalf of the locality. 

Staff will provide a presentation to review these options, the Code of Virginia and state regulations that pertain to the establishment of a local VESMP authority and potential implications to the County' stormwater fee. 

Each option has a different impact on future budgets. 

Prince George County Fire & EMS has declared a Tempest 21 inch Gas Ventilation Fan surplus.  Petersburg Fire Rescue has indicated they can use this fan, and staff recommends donation of the equipment to Petersburg Fire Rescue.

A draft resolution for Board consideration and possible approval is included, as are the surplus property forms.

Approval of the donation will allow Petersburg Fire Rescue use of surplus property that is currently not in use by Prince George County.

The County owns and operates two wastewater pump stations along Route 460, identified as pump stations #9 and #10. These two pump stations were installed in the 1980s and both continue to operate with the original pumps. As parts for these older pumps and motors are becoming less available to keep these stations operable, it was recommended these pumps, and the associated equipment, be replaced. The Board previously authorized the direct purchase of two packaged pump stations, which have been received.  

On March 6, 2024, an Invitation for Bid #24-08-0103 for Pump Stations 9 & 10 Rehabilitation project was issued to solicit construction services for the installation of the two pump stations. The IFB closed on March 26, 2024, and one bid was received from WACO, Inc. for $213,210.00  

The bid summary is attached. 

County staff has evaluated the bid and checked references for the contractor. Staff recommendation is to award the project to the apparent low bid submitted by WACO, Inc. for $213,210.00. 

The County appropriated $600,000 in ARPA funding for pump station projects.  $406,000 has been expended on two packaged pump stations, leaving a balance of $194,000 in ARPA funding available for this award to WACO.  The remaining $19,210 is available within the Utilities Capital FY2024 budget.

Estimated additional costs to complete the project can be covered within the FY2024 Utilities Capital Budget.  Those other project costs are:

- $12,000 - Prince George Electric Cooperative costs to relocate electrical services and new transformer

- $25,000 - Purchase and installation of electrical equipment

- $15,000 - Contingency 

No increase in FY2024 appropriation, or budget transfer is required for this award.

The EPA has mandated that all public water systems develop a publicly accessible Lead Service Line (LSL) inventory and submit it to the VDH by October 16, 2024.

The inventory must identify the material and location of all public water service lines served by the County. It must also include the portion of the service lines owned by the County and the portion owned by the customer.

Within 30 days of completing the inventory, County water customers who are served by lead service lines, galvanized service lines that are, or ever were, downstream of an LSL, and service lines with unknown materials must be notified of their material status. 

The County has received a proposal from Bowman Consulting to provide the services to meet this EPA mandate for $250,000. This project will be completed utilizing the Annual Engineering Services Contract. Individual awards for specific projects in excess of $50,000 require Board approval.

The County will receive $250,000 in grant funds from VDH to complete these EPA mandated activities without additional cost to the County. The Utility budget also includes $100,000 for this effort, which could be used to support this task, or used for other Utility priorities.

Senator Warner and Senator Kaine have provided an opportunities to submit requests for Virginia congressionally directed spending projects for fiscal year 2024. Congressionally directed spending is intended to secure one-time funding for projects within the Commonwealth. The deadline to submit applications was April 5, 2024.

Requests for funding were submitted through the Interior, Environment, and Related Agencies, specifically EPA STAG grants, for the following projects, in priority order:

1. Beechwood Manor Asbestos Cement Pipe Replacement ($800,000)
2. River Road Water Storage Tank and Booster Station ($4,500,000)
3. Water Treatment Plant Design ($4,000,000)

In addition, Congresswoman McClellan has provided an opportunity to submit requests for Community Project Funding. This is a process through the annual appropriations bill in which congressional representatives can apply for federal funding to help localities in their district meet critical needs. Congresswoman McClellan will submit requests to the House Appropriations Committee for consideration. Deadline to submit was March 26, 2024. 

Requests for funding were submitted to Congressman McClellan’s office for the following projects, listed in priority order:

1. Beechwood Manor Asbestos Cement Pipe Replacement ($800,000)
2. River Road Water Storage Tank and Booster Station ($4,500,000)
3. Water Treatment Plant Design ($4,000,000)

On March 11, 2024, the Prince George County School Board considered and approved a request to appropriate Textbook Fund, Fund Balance to the FY2024 budget.  The request is being made so that $598,374 may be expended on textbooks in FY2024.

An excerpt of the FY2023 audited financial statements that shows the Textbook Fund, Fund Balance at $598,374 is shown below (Exhibit 42).

Provided as attachments are:

School Appropriation Request

School PowerPoint that shows this appropriation request

A draft resolution for consideration, and possible approval

Action Requested:

Approve appropriation of $598,374 in Textbook Fund, Fund Balance to the FY2024 Budget.

Appropriation / Amendment Entry:

Textbook Fund (0520)

Expenditures:

0520-06-201-6004-61100-100-900-000-46012   New Textbooks            $598,374

Revenues:

0520-40-900-8208-399999  Textbook Fund, Fund Balance      $598,374

On March 11, 2024, the Prince George County School Board considered and approved a request to appropriate School Nutrition Fund, Fund Balance to the FY2024 budget.  The request is being made so that they will be in compliance with the state recommendation to carry in fund balance no more than 3 months of operating expenditures ($906,000).  They are requesting an appropriation of $300,000 which will be used for the purchase of cafeteria equipment in FY2024 if approved.

An excerpt of the FY2023 audited financial statements that shows the School Nutrition Fund, Fund Balance at $1,491,551 is shown below (Exhibit 42).  The current fund balance (as calculated by School Finance) is $1,206,426.  Appropriation of $300,000 as requested will leave an estimated fund balance of $906,426.

Provided as attachments are:

School Appropriation Request

School PowerPoint that shows this appropriation request

A draft resolution for consideration, and possible approval

Action Requested:

Approve appropriation of $300,000 in School Nutrition Fund, Fund Balance to the FY2024 Budget.

Appropriation / Amendment Entry:

School Nutrition Fund (0540)

Expenditures:

0540-06-205-6012-65100-000-900-851-48201   Cafeteria Machinery & Equipment $300,000

Revenues:

0540-40-900-8208-399999  School Nutrition Fund, Fund Balance      $300,000